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02 - April 22, 2025 Committee of the Whole Agenda PackageElgmCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, April 22, 2025, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Note for Members of the Public: Please click the link below to watch the Meeting: https://www.facebook.com/ElginCounty Accessible formats available upon request. Pages 1. Meeting Call to Order 2. Approval of Agenda 3. Adoption of Minutes 2 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Members' Motions 6. Reports of Council, Staff or Outside Boards 6.1 Manager of Administrative Services -Approval of Fees and Charges 5 2025 6.2 Director of Financial Services/Treasurer - Elgin County Grant & 18 Sponsorship Program: Wallacetown Agricultural Society Grant Application 6.3 Director of Engineering Services - Microsurfacing and Surface Treatment 79 (Tender No. 2025-T13) and Culvert Rehabilitations (Tender No. 2025- T12) - Tender Awards 6.4 Director of Engineering Services - Transportation Master Plan — Cycle 83 Master Plan 6.5 Director of Engineering Services - Transportation Master Plan Initiatives 89 — Road Rationalization 6.6 Director of Community and Cultural Services - Aylmer Library Expansion 165 - Lease and Space Needs Analysis 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes April 8, 2025, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Grant Jones Deputy Warden Ed Ketchabaw Councillor Dominique Giguère Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan (virtual) Councillor Todd Noble Councillor Mike Hentz (virtual) Councillor Richard Leatham Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Andrea Loughlean, Manager of Emergency Management & Elgin-Middlesex Regional Fire School (virtual) Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator _____________________________________________________________________ 1. Meeting Call to Order The meeting was called to order at 9:26 a.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-1 Moved by: Councillor Noble Seconded by: Councillor Giguère RESOLVED THAT the agenda for the April 8, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes None. 4. Disclosure of Pecuniary Interest and the General Nature Thereof None. 5. Members' Motions 1 None. 6. Reports of Council, Staff or Outside Boards 6.1 Director of Financial Services/Treasurer - Terrace Lodge Redevelopment Debenture Timeline The Director of Financial Services/Treasurer presented the report detailing the requirements set out by Infrastructure Ontario (IO) in order to finalize the debenture process for the Terrace Lodge Redevelopment Project. Resolution Number: CW25-2 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Leatham THAT the Warden, Chief Administrative Officer/Clerk, and Treasurer be approved to sign the necessary documents once received as per the outlined timelines of Infrastructure Ontario (IO); and THAT a By-Law be brought forward for Council to approve at the next Council meeting in order to meet the requirements of the debenture. Motion Carried. 6.2 Director of Engineering Services - Cold In-Place Asphalt Recycling (Tender No. 2025-T10) and Hot Mix Asphalt Paving (Tender No. 2025- T11) - Tender Awards The Director of Engineering Services presented the report seeking Council's approval to award contracts for Cold In-Place Asphalt Recycling and Hot Mix Asphalt Paving on various county roads. Resolution Number: CW25-3 Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT Roto-Mill Inc. be selected to complete Cold In-Place Asphalt Recycling on various roads, Tender No. 2025-T10 at a total price of $2,079,245.30 inclusive of a $100,000 contingency allowance and exclusive of H.S.T.; and THAT Brantco Construction be selected to complete Hot Mix Asphalt Paving on various roads, Tender No. 2025-T11 at a total price of $7,795,770.10 (County Portion) inclusive of a $250,000 contingency allowance and exclusive of H.S.T.; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contracts. Motion Carried. 7. Adjournment Resolution Number: CW25-4 Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 9:46 a.m. to meet again on April 22, 2025 at 9:30 a.m. Motion Carried. 2 Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. 3 Report to Committee of the Whole From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: April 22, 2025 Subject: Approval of Fees and Charges 2025 Recommendation(s): 5 Administrative Services/Deputy Clerk dated April 22, 2025 be received and filed; and he aforementioned report be approved and imposed to commence on May 13, 2025; and THAT the corresponding By-law be considered for approval by Council. Introduction: The County of Elgin Management Team and County staff annually review the fees and charges levied for administrative activities within each department to reflect cost recovery for materials, activities, and services. The attached by- reflects changes to fees and charges as recommended by the Management Team. Background and Discussion: Relevant Legislation: Subsection 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipal power shall be exercised by by-law; and Section 9 of the Municipal Act, 2001 provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; and Section 10(1) of the Municipal Act, 2001 provides that a municipality may provide any service or thing that the municipality considers necessary or desirable for the public; and Section 10(2) of the Municipal Act, 2001 provides that a municipality may pass by-laws respecting: in paragraph 7, Services and things that the municipality is authorized to provide under subsection (1); and Section 391(1) of the Municipal Act, 2001 provides that a municipality may impose fees or charges on persons: (a) for services and activities provided or done by or on behalf of it; (b) for costs payable by it for services and activities provided or done by or on behalf of any other municipality or local board; and (c) for the use of its property including property under its control; and Section 69 of the Planning Act, R.S.O. 1990, c.P.13, as amended, provides that a council of a municipality may by by-law, establish a tariff or fees for the processing of applications made in respect to planning matters. Proposed Changes: Document Commissioning Fee This fee has been increased from $20.00 to $25.00 to recoup the cost of fees associated with the online payment method and to include HST. Community and Cultural Services Archives Acid free Storage Boxes have increased in cost from $20.00 to $25.00. Newspaper Storage Boxes have increased in cost from $50.00 to $60.00. Acid Free File Folders have increased in cost from $1.00 to $2.00. Library Yoto Bundles fee for loss or damage is now listed as a range from $210.00 - $265.00, depending on the cost of the bundle. A fee of $10.00 for lost of damaged Yoto Cards has been added. A fee of $150.00 - $350.00 has been added for the loss or damage of Healthy Brain Kits. Healthy Brain Kits are a new item this year and special collection in partnership with Alzheimer Society Southwest Partners. They are kits to help support brain health (10 in total) and developed in 5 stages to meet the needs of individual abilities and strengths. Each kit has a variety of materials from books to puzzles and games to other activities for any adult who wants to work on their brain health and for people living with dementia and their care supporters. page: https://www.elgincounty.ca/library/browse/special-collections/ Museum Museum Memberships both annual and lifetime have been eliminated. The Museum did not have any active members. The cost per student for School Tours has increased in cost from $1.75 to $9.00. The cost per student for In-School Programming has increased from $3.00 to $9.00. These increases reflect the actual cost to deliver these programs. Planning In December of 2024, Council adopted an amendment to the Fees and Charges By-Law (24-25) that increased Planning Fees across all categories. This By-Law proposes that By-Law 24-45 be repealed and changes enacted therein be consolidated into the 2025 Fees and Charges By-Law. Planning is also no longer requiring a deposit fee for Plans of Subdivision. Tourism There are no longer fees associated with Tourism. Membership fees were previously eliminated, and the Tourism Signage Program was eliminated in 2024. Homes and Senior Services Guest Room Accommodation is now available at Terrace Lodge. The fee for Guest Room Accommodation is the same as it is for Bobier Villa and Elgin Manor. When the 2024 Fees and Charges By-Law was approved, fees for both VON and WECHC that applied to both 2024 and 2025 were approved. Now that 2024 has passed, the related fees are being removed from the By-Law. The 2025 fees have already been approved and will remain. Later in 2025, the Director of Homes and Seniors Services will bring forward updated fees for Meals on Wheels that will apply to the end of 2025 and into 2026. Financial Implications: Fees and charges are imposed through the Fees and Charges By-law are on a cost recovery basis. Advancement of the Strategic Plan: Although the subject of this report does not directly relate to advancing a specific priority and relates more to general operations of the corporation, it does directly relate to ensuring responsible and sustainable financial management for the County. Local Municipal Partner Impact: None. Communication Requirements: A copy of the approved by-law will be posted on the County of Elgin website and circulated to all departments. Conclusion: This report recommends that the increases to fees and charges requested by departments be implemented, -law be amended to reflect cost recovery. All of which is Respectfully Submitted Approved for Submission Katherine Thompson Blaine Parkin Manager of Administrative Services/Deputy Clerk Chief Administrative Officer/Clerk COUNTY OF ELGIN By-Law No. 25-XX -LAW TO PROVIDE A SCHEDULE OF SERVICES AND ACTIVITIES SUBJECT TO FEES AND CHARGES BY THE COUNTY OF ELGIN AND TO REPEAL BY-LAW NO. 25-XX WHEREAS, by virtue of s.9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, a municipality has the capacity, rights, powers, and privileges of a natural person for the purpose of exercising its authority under that or any other Act; AND WHEREAS, by virtue of s.11 of the said Municipal Act, 2001, S.O. 2001, c.25, as amended, an upper tier municipality may enact a by-law respecting, among other things, public assets of the municipality acquired for purpose of exercising its statutory authorities, economic well-being of the municipality, services and things that the municipality is otherwise authorized to provide, and protection of persons and property; AND WHEREAS Section 391 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that a municipality and a local board may pass by-laws imposing fees or charges on persons for services or activities provided or done for persons; AND WHEREAS the Corporation of the County of Elgin did pass By-Law No. 24-26 imposing fees or charges on services or activities provided to persons by the County of AND WHEREAS the Corporation of the County of Elgin has deemed it advisable to amend the fees and charges applicable to some of its services or activities, and to make provision for the addition of taxes where appropriate. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. attached hereto and forming part of this by-law setting out services and activities which are subject to fees and charges, and taxes where applicable, and the amount of such fees or charges be and is hereby adopted. 2. THAT By-Law No. 24-26, 24-45 and any by-law that is contrary to this one be and is hereby repealed. 3. THAT this by-law shall come into force and take effect upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 13th DAY OFMAY 2025. Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. By-Law No. 25-XX The Corporation of the County of Elgin has deemed it advisable to provide activities and services that are subject to fees and charges. The following list details such activities and services and the fees and charges that will apply: Please note that the fees and charges below include taxes, where applicable. General (authority under the Municipal Act) Photocopies for the public throughout all County of Elgin Departments: Copy charge per printed page - per printed side (black & white) $0.25 - per printed side (colour) $1.00 Document Commissioning Fee: $25.00 inclusive of HST $20.00 Financial Services (authority under the Municipal Act) Late payment of County Levy 15%/year thth (i.e. - installment due on the 15 and not received until the 16, one day of interest would be charged) Community & Cultural Services (authority under the Municipal Act) Long-Distance Research $40.00 per hour Photocopying/Internet Printing Letter/Legal $0.25 11 x 17 $0.50 Microfilm Reader-Printer: Letter/Legal per page $0.50 11 x 17 per page $0.75 Scans $0.25 Photograph Prints: 4 x 6 $17.00 4 x 6 additional print $10.00 5 x 7 $20.00 5 x 7 additional print $12.00 8 x 10 $30.00 8 x 10 additional print $17.00 11 x 14 $40.00 11 x 14 additional print $30.00 Larger Sizes On a case by case basis Digital photo/document files for personal use $10.00 Digital photo/document files for $20.00 publication/exhibition/display/commercial use Photo/document image scanning $10.00 Scanning: Document scanning as PDF $5.00 Recordable CD $2.50 Supplies: Acid-free storage box $25.00 $20.00 Newspaper storage box $60.00 $50.00 Acid-free file folders $2.00 $1.00 General archival supplies Market value Shipping Actual cost with a $5.00 minimum cost Community & Cultural Services - (authority under the Public Libraries Act) Library Fines: Fines are subject to Elgin County Library's fine-free plan to eliminate overdue fines on all library materials by December 31, 2024. Fax Machine: Sending: First Page $1.50 - Each Additional Page $0.50 Receiving Per Page $0.50 Interlibrary Loan Borrowing: Canadian Library or University plus shipping (if they charge) Discretion of Loaning Library U.S. Library or University plus shipping (if they charge) Discretion of Loaning Library Microfilm plus shipping (where applicable) $4.00 Printing: Black & White/Colour per printed side $0.25 Lost or Damaged Materials: All Material Types Actual Cost plus $5.00 Processing Bag of Books $160.00 If actual cost is unknown, the following rates are charged: Other Materials Lost or Damaged: DVDs/Videos $20.00 Playaways $80.00 Wonderbooks $70.00 Microfilms $30.00 Music CDs $20.00 Puzzles/Games $20.00 Program Kits $20.00 Computer Kits $80.00 Park Permits $100.00 Yoto Bundles $210.00 - $265.00 Yoto Cards $10.00 Library Card Replacement $1.00 Healthy Brain Kits $150 - $350 Books Lost or Damaged: Hardcover $30.00 Magazines $5.00 Paperbacks $10.00 Audio Books $50.00 Reference Books $50.00 Room Rentals (no charge for non-profit group) $25.00 Library Fine Threshold $20.00 Fines are subject to Elgin County Library's fine-free plan to eliminate overdue fines on all library materials. 3D Printing Filament $0.10/gram Exam Proctoring Donation basis Book, Magazine & DVD/CD Discards Donation basis Community & Cultural Services (authority under the Municipal Act) Admission Donation basis Membership: Annual $5.00 Lifetime $100.00 Programs Delivered: Adult off-site programming (edu-kits) $30.00 $33.90 plus travel paid at the rate established by the County for use of personal vehicles (designed for children under the age of 14) $9.00 per child $1.75 - Chaperones are no charge School programs offered in-school (designed for children under the age of 14) $9.00 per child kit $3.00 Note: Fees for programs delivered by the Museum may vary according to the program Engineering Services (authority under the Municipal Act) County Road Maps $5.00 Meeting Room Rental Rates: (authority under the Municipal Act) For use of meeting rooms in the County Administration Building by outside groups: Central Elgin Boardroom (Suite #25) $75 for 3-hour minimum inclusive; $25 per hour thereafter West Elgin Boardroom (Suite #138) $65 for 3-hour minimum inclusive; $25 per hour thereafter Electric Vehicle Charging Station Fee: $2.40/hr Oversize/Overweight Moving Permit: (authority under the Highway Traffic Act) Permit for moving heavy vehicles, loads, objects or structure in excess of dimensional & weight limits set out in the Highway Traffic Act: $200.00 Single Move Fee - Overweight, greater than 63,500 kg (approval requires a $1,300.00 Annual Oversize Moving Permit Fee $500.00 Preparation of Road User Agreement / Telecommunication Equipment (Where Applicable by Agreement) Consent and Road User Agreement $1,000.00 Road User Agreements (authority under the Municipal Act) Annual fees shall be a minimum of $500 with no upset limit. Project type and the amount of road property affected shall dictate the annual fee and associated encumbrances. Taxes not applicable and fees may be added to the property tax roll for collection, on behalf of the County, by a local municipality. Telecommunication Equipment Consent and Road User Agreement Permit Fee $200.00 base fee plus $0.25/m (Applicable to each approved telecommunications equipment installation location) Contract Administration Fee $100.00 (Where applicable by Agreement per year for each year of term of Agreement) Road Occupancy Permit (authority under Public Highway & Transportation Improvement Act) To regulate the construction or alteration of any entranceway, private road or other facility that permits access to County Roads: Request greater than 5 days notice $200.00 Request less than 5 days notice $400.00 Tender Documents (Hard Copy) (authority under the Municipal Act) $50.00 Cost Recovery Damage to Public Property Caused During a Collision Actual Cost (authority under the Municipal Act) Long-Term Care Homes (authority under the Long-Term Care Act, 2007) Adult Day Programs Fees as set by the Province Barber/Hairdresser (Terrace Lodge): effective August 1, 2024 Shampoo Only $7.00 Shampoo/Blowout $26.00 Conditioning Treatment $10.00 Ladies Cut only $23.00 Ladies Cut/Dry $24.00 $20.00 $21.00 Bang Trim $5.00 Beard Trim $7.00 Beard/Ears/Eyebrows/Nose $10.00 Set only (no shampoo) $23.50 Shampoo and set $26.00 Cut and set (no shampoo) $36.00 Comb Out & Curl with Iron $22.50 Shampoo/Perm/Set $67.50 Shampoo/Colour/Set $52.00 Foils (1/2 head) $42.50 Cut/Set/Curl $45.00 Shampoo/Cut/Set $40.00 Shampoo/Cut/Set/Curl $47.50 Shampoo/Colour/Cut/Set $62.50 Shampoo/Perm/Cut $70.00 Shampoo/Perm/Cut/Set $80.00 Braids/Updo $10.00 Bobier Villa & Elgin Manor As per Contracted Service Provider Cable TV/Internet Market Rate Foot Care through Contract Provider Market Rate Dental Care Services through Contract Provider Market Rate Optometry Care Services through Contract Market Rate Provider Wheelchair Seating Assessment Fees Wheelchair and mobility equipment repair fees Market Rate (Contract Provider) Guest Room Accommodation 1 Guest Maximum - per night including breakfast at Elgin Manor, Bobier $60 Villa, and/or Terrace Lodge Meals on Wheels for Community Clients: - per meal VON (October 1, 2023 - September 30, 2024) $7.75 Double portions $3.75 (October 1, 2024 September 30, 2025) $8.00 Double portions $4 WECHC (January 5, 2024 January 4, 2025) $7.75 Double portions $3.75 (January 4, 2025 September 30, 2025) $8 Double portions $4 Medication not Covered by Health Card 65 & Cost of drug plus $2.00 - ODB co- Non-prescription Drugs payment Newspaper Market Rate Preferred Accommodation Rate Upon Admission: Resident fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Purchases Services Resident requested sundry products, therapy services, supplies, etc. Market Rate Resident Basic Accommodation Rate: Resident Fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Note: Residents may apply for a rate reduction based on annual income Resident and Staff Replacement Key actual replacement cost ranges from $10 - $30 Staff Replacement Name Tags $9.00 Room Rental $42.50 - minimum fee may apply Loss/Replacement of Fob $12.00 Transportation/Accompaniment of Staff Market transportation rate, plus, if rate of pay times the length of absence from the workplace, plus benefits if applicable. (Minimum of 4 hours may apply) Valet (mending or clothing) Market Rate As Available Visitor Meals: Full Course Meals (lunch) $12.00 Full Course Meals (supper and breakfast) $8.00 Under the age of 5 years $4 Volunteers $6.50 Special Event Meals $17.50 Under the age of 5 years $6.00 Volunteers $7.50 -per meal (including HST) (January 5, 2024 January 4, 2025) $7.75 Double portions $3.75 (January 5, 2025 September 30, 2025) $8 Double portions $4 Wander Guard System Replacement Market Rate Strap/Tag Human Resources (authority under the Municipal Act) County Sponsored Training Programs: Participation by Public Partners Cost Recovery Basis Accessibility Training Services Cost Recovery Basis Identification Badge Photo: Loss of Employee Identification Badge $5.00 Research Responding to Professional Service Requests Cost Recovery Land Division (authority under the Planning Act) $1,350 Application for Consent $1,350 Application for Validation Title $300.00 Stamping of Deed $300.00 Validation Certification If an Application for Consent/Validation is: (i) withdrawn at least fourteen (14) days prior to the hearing date $50.00 will be retained. If amended at least fourteen (14) days prior to the hearing date, an additional $50.00 will be charged. (ii) withdrawn after the time limit set in (i), the entire fee will be retained. If amended after the time limit set in (i), an additional $50.00 will be charged. (iii) requested to be reconsidered once consent has been granted, in order to alter the original decision in a minor way, it will be treated as if it were a new application, and a fee of $300.00 must accompany the letter explaining the reason for the change. (iv) requested to be deferred from having action taken on it, by the applicant, in writing, whether after or before a hearing date has been set, a fee of $300.00 must accompany the request for deferral. Planning Application Fees (authority under the Planning Act) Plans of Subdivision or Plans of Vacant Land Condominium: $4,000.00 Extension to draft plan approval $500.00 Plans of Condominium (all other types excluding vacant land): $1,500.00 Exemption from draft approval: $1,000.00 Extension to draft approval: $500.00 County Official Plan Amendment: $4,000.00 Local Official Plan Amendment: $1,000.00 (municipally - initiated Official Plan Amendment exempt) Part lot control exemption: $500.00 Pre-submission consultation meeting (OPA / Draft Plan of $250.00 Subdivision) Pre-submission consultation meeting (consents & minor applications) $100.00 Consent (new lot, boundary adjustment, easement) $2,675.00 Plan of Subdivision or Vacant Land Condominium $12,000.00 Extension to Draft Plan Approval $750.00 Draft Plan Amendment (Redline revision) $1,250.00 Plans of Condominium (excluding vacant land) $8,250.00 Condominium Exemption $1,750.00 County Official Plan Amendment $7,000.00 Local Official Plan Amendment: (municipally initiated Official Plan $2,000.00 Amendment exempt) Part Lot Control Exemption $750.00 Area studies, Block Plans, or Expansions to Settlement Boundaries $10,000.00 Resubmission Fee $250.00 Site Plan Control application review $250.00 OLT appeal $100.00 The applicant seeking approval in support of any development matter shall be required to professionals related to technical studies/reports determined necessary by the Director of Planning and Development, or his/her designate. Technical studies/reports include, but are not limited to: address planning matters such as a planning justification report, relating to environmental and natural matters such as a development assessment report or a hydrogeology study, to address transportation matters such as a traffic impact assessment, to address servicing and infrastructure matters such as a functional servicing report, and to address nuisance and hazard matters such as a noise assessment study. Tourism Fees (authority under the Municipal Act) Memberships FEE per year Tourism Membership: Elgin County Members (Elgin County businesses only) $50 (+HST) $200 (+HST) base) Tourism Signage: Elgin County Tourism Members (Elgin County businesses and those $150 (+HST) businesses that pay the Affiliate Member fee to be part of the Elgin County Tourism Membership Program) Tourism Signage Re-entry Fee $350/sign Provincial Offences (authority under the Provincial Offences Act) Photocopies $1.00 Certified Copies $3.50 - per certification Transcripts - per page for first copy (paper) $8.70 - per page for first copy (electronic) $6.30 - per page for first copy (paper) RUSH 5 days $9.60 - per page for first copy (electronic) RUSH 5 days $8.80 - per page for first copy (paper) RUSH 24 hrs $12.55 - per page for first copy (electronic) RUSH 24 hrs $11.75 - per page for additional copies $0.80 Note: The above items are not applicable to Judiciary and County Prosecutor. NSF Cheques $40.00 Cost of Collection A range of 10% to 45% for Collection Agents. All other costs of enforcement as incurred. Cost of Collecting Delinquent Fines to be 25% of the fine amount charged back to the Defendant as a percentage of the Fine. Note: Fees for copies and transcripts are set by the Ministry. Report to Committee of the Whole From: Jennifer Ford, Director of Financial Services/Treasurer Jenna Fentie, Legislative Services Coordinator Date: April 8, 2025 Subject: Elgin County Grant & Sponsorship Program: Wallacetown Agricultural Society Grant Application Recommendation(s): THAT Elgin County Council approve a grant in the amount of $5,727.79 to Wallacetown Agricultural Society towards their 2025 office building project; and THAT the Chief Administrative Officer/Clerk be authorized to execute the Grant and Sponsorship Policy Agreement with Wallacetown Agricultural Society. Introduction: On October 8, 2024, County Council approved a new and simplified Grant and Sponsorship policy that ensures that all funding requests are handled in a consistent, fair and equitable manner (Appendix I). Through this program, the County of Elgin allocates grants and sponsorships to eligible organizations and initiatives that supports Under the new policy, Council will consider requests for funding that fall under one of the following two streams: 1. Sponsorships a) Community Programs/Services Eligible organizations can apply for funding for their program or service that engage in cultural and heritage conservation, public education, health and/or welfare of all people within the Elgin County community; or b) Fairs, Festivals or Events Eligible organizations can apply for funding for a fair, festival, or event that provides significant benefit to the community. 2.Grants Grants are awarded by County Council for a significant capital project that aligns significant economic benefit to the community outside of the scope of Sponsorships. Eligible applicants under the Sponsorship stream of the program can receive up to $2,000 towards their program or event. Eligible applicants under the Grants stream of the program can receive up to 10% of their total project budget, not to exceed one half Council awarded sponsorships to twenty-four (24) applicants at its March 25, 2025 meeting. Wallacetown Agricultural Society for their office building project. Background and Discussion: Wallacetown Agricultural Society has applied for a capital grant for their office building documentation that has been submitted to support their request (Appendix II). Wallacetown Agricultural Society will use grant funds towards the purchase of a prefabricated building, which will include the installation of electrical, lighting, concrete, insulation, and internet. The building will be located at the Wallacetown Fairgrounds, and the goal is to have it completed for the September 2025 Wallacetown Fair. The estimated total cost of the building project is $57,277.94. Staff have evaluated the application package based on Schedule B of the attached policy and have determined that the project is eligible to receive 10% of their total budget for the office building project. The request for advertising support is not eligible as this request is more aligned more than one stream in a calendar year. Staff are recommending that Council award a grant to Wallacetown Agricultural Society in the amount of $5,727.79. Financial Implications: Council approved $240,000 in 2025 Budget toward the Capital Grant Program, and staff are recommended that $5,727.79 be awarded to the Wallacetown Agricultural Society for their office building project. Advancement of the Strategic Plan: Awarding grants under the Elgin County Grants and Sponsorships Policy advances the following: Strategy 4: Sustainable Community Growth Goal 1: Promote Economic Development while Respecting Rural Heritage Tactic 4: Promote tourism-related activities and festivals Local Municipal Partner Impact: None. Communication Requirements: provide further information regarding reporting back requirements if successful. Conclusion: The Elgin County Grants and Sponsorships Program allocates funds to eligible help with their office building project. Each year the Wallacetown Fair enhances the to Staff are recommending that the Wallacetown Agricultural Society be awarded a grant of $5,727.79 and that the Chief Administrative Officer/Clerk be authorized to sign a Grants and Sponsorship Policy Agreement, as attached to the policy as Schedule D, between Elgin County and the Wallacetown Agricultural Society. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Blaine Parkin Director of Financial Services/Treasurer Chief Administrative Officer/Clerk Jenna Fentie Legislative Services Coordinator Grant and Sponsorship Policy POLICY Finance 05 - 06 CATEGORY Council AUTHORITY RELATED POLICIES Council OVED BY APPR October 8, 2024 EFFECTIVE DATE POLICY STATEMENT: The County of Elgin recognizes the many benefits that various groups, organizations, volunteers, events, and other programs provide by promoting and improving upon the social, cultural, and economic wellbeing of the community. The County annually receives numerous requests for support and is committed to treating all requests for contributions seriously by applying a consistent, fair, and equitable process. CountyCouncil also recognizes that residents have the right to expect that tax dollars will be expended in a manner that is justifiable and maintains boundaries to ensure that outside groups have a defined process with set parameters under which they may be able to have access to public funds. These requests must also align withand support the Strategic Mission, Vision, Values of the County. Council is committed to working with groups and organizations that may engage in beneficial projects that are inclusive to all residents and to each of our communities, while recognizing the financial constraints impacting residents and the CountyÓs ability to provide funding for every cause. PURPOSE: The p urpose of this policy is: ¤To support inclusive services or events which are of a general strategic benefit to the County of Elgin ¤To support volunteer, community-based organizations who are fundamental to maintaining quality of life, ¤To provide staff, committees, and council with clear criteria for considering and responding to requests for donations, grants or sponsorships from external sources ¤To provide an equitable process for groups and organizations seeking donation, grants or sponsorship support whether monetary or in-kind from the Countyof Elgin. ¤To promote financial accountability and responsible stewardship of public fundsusing a process that permits adequate financial planning for grants or sponsorships ¤This policy establishes procedures to be followed by the applicant, staff,and any officially appointed representative of the County of Elgin. 1 SCOPE: The scope of thispolicy framework allocates grants and sponsorships to eligible organizations and initiatives that support the CountyÓs current Mission, Vision and Values and CouncilÓs Strategic Plan. The policy ensures transparency, fairness, and accountability in the distribution of these funds, while aligning the CountyÓs strategic objectives related to the needs of the community. (Schedule F). The County may provide funding through the following mechanismsin any given year: ¤Grant: One-time financial contributions provided to eligible organizations or initiatives for specific capital projects that benefit the community and promote the CountyÓs strategic objectives in a positive manner and are inclusive to all residents. ¤Sponsorship: Financial assistance, within limited award values, to eligible organizations or initiatives that request support for operations, capacity-building efforts, or activities. ¤Donation: The County does not provide Donations for the purpose of general use for any organization. Requests for donations will be redirected to complete application to be considered using the framework within this Policy. POLICY: 1.General Guidelines: All requests for grants and sponsorships will be assessed based on availability of County resources, potential financial impact to the County, contribution to the well- being of members of the community, recognition of a mutually strategic program/cause, program inclusivity to all residents, and overall community impact. Council recognizes that many groups and organizations offer events, programs and services that benefit the community. Council will consider requests for events, programs and services that fall under one of the following County Priority Areas: 1.Sponsorships Î inclusively supports all residents through: -one-time programming support for Community Programs/Services that engage in cultural and heritage conservation, public education; health and/or welfare of all people within the community; OR -fairs, festivals or events that Council has determined provide some significant benefit to the community which are open to all members of the public and are asking for recurring support. (Date of submission: February 1 of each year) 2 2.Grants Î a significant capital project that align with the objectives of the CountyÓs Strategic Plan and additionally provides a significant economic benefit to the community outside the scope provided in 1 above. (Date of submission is no less than one year before date of need for the purposes of planning if program is funded by Council approval) Maximum contributions for the categories listed above are detailed in Schedule C. Grants and Sponsorships made by the Countyare not to be regarded as a commitment by the Countyto continue such supportintothe future. There is no guarantee that a request will be approved. 2.Eligible Applicants: Groups or organizations must meet the following criteria to be considered for a County grant or sponsorship: a.Must operate as a registered charity, or incorporated non-profit or volunteer organization offering programs or services which address identifiable needs of the County of Elgin, or which provide benefit to the general community(see Definitions ÐCommunityÑ) b.Must demonstrate a clear need for the funds being requested to enable the group or organization to provide a specific program, service, orevent. c.Must be located within the County and/or provide a direct benefit to the Countyand/or its ratepayers/residents. d.Shall submit a completed application form by the specified dates that are outlined under section 1 Î General Guidelines. e.May be required to provide a budget for the project/event that easily and clearly outlines financial information about the specific project/event for which the funding is being requested and must accurately disclose the full value of any pledges outstanding or funding received for the project/event f.When requested, prior year comparative actual financial information of the same event must be provided g.Must include all necessary application documentation and information independent of assistance from County staff as set out in Schedule ÐAÑ. h.Must provide a copy of the group or organizationÓs most recent annual financial statements with the application as set out in Schedule ÐAÑ or when requested i.The group or organization has fulfilled any obligations outstanding from previous awards of grants or sponsorship by the County. j.Incomplete application/information will be deemed ineligible and will not 3 be forwarded toCommittee or Council forconsideration. k.Applicationrequests will be date-stamped when received and acknowledgement sent to the applicant by email. If more eligible applications are received than funds available, priority will be given to the applications received earliest. l.Late applications will be deemed ineligible and funds will not be paid to events that occur before the application deadline. m.Applications will be reviewed and evaluated to ensure completeness. Any deficiencies will be noted to the applicant. n.Committee or Council will choose to allocate, or not allocate, funds to eligible groups or organizations, in its sole and unfettered discretion. o.Cheques will be issued for the total amount that Committee or Council has approved for each group or organization following the approval of the application received. p.Only one application per group/organization will be considered per year. q.Only one grant per group/organization will be given for one program/event per year, stacking of projects will not be allowed. r.Grants and Sponsorships made by the County are not to be regarded as a commitment to continue such funding in perpetuity or again at any time in the future. s.In making a grant or sponsorship, Committee or Council may impose such conditions and/or restrictions as it deems fit. t.No request shall be granted that binds the Corporation beyond the current term of Council. 3.Non-eligible Funding and Activity Council will not consider providing a CountyGrant or Sponsorship to the following: a.Individuals. b.For profit businesses. c.Groups/Organizations with political or religious affiliation. d.Groups/Organizations who have failed to provide satisfactory reports, including requested financial statements, as to the success or outcomes of previous County funding and specifically with respect to the allocation of grantfundspreviously provided. e.Other levels of government. f.Discriminatory activities and events. g.Activities that are contrary to the policies of the County. h.Activities which are deemed to be unlawful. i.Activities where the funds will not directly benefit an event held by the applicant but will be used to raise the profile of the applicant for the sole purpose of 4 supporting the fundraising activities of another group. j.Late, incomplete, or multiple applications by any group k.Loan Guarantees for any outside organization or project. l.Capital projects or one-time programming that has previously received County supportto themaximum of 10% of the cost of the projector program. 4.Funding of the Grants and Sponsorship Program: Council reserves the right to pause the funding of this program at any time. Council may otherwise set aside an annual amount that will be apportioned to Grants and Sponsorships fund in the following manner: 1.Sponsorships Î will be funded at the rate of the prior yearÓs Sponsorship budget amount plus an annual increment of CPI using the October over October prior year rate as aligned within the priorities of the budget. 2.Grants Î Option to fund or not fund program will be determined by Council during budget deliberations in one of the following manners: Option #1) At the end of the accounting cycle, funds may be redirected from the reassessment reserve after appeals are known to be settled and only after the Growth fund needs are fully considered and reconciled. No more than ď of 1% of the prior years levy may be redirected annually from settled appeals in order to not burden the taxpayer by adding additional need for taxation onto the levy. (see reserve and reserve fund policy, Growth Reserve Policy) (eg. 2023 amount would have been $215,500) Option #2) Add an amount equal to one half of one percent of the prior year levy to the current year needs annually. Treasurer to identify this amount as discretionary funding for review and approval by Council each budget year. (Example: 2023 amount would have been $215,500 which equates to $3.29 per $100,000 of assessment on a Residential property) Option #3) Whereby ď of 1% on the levy would addadditional unnecessary burden on the taxpayer,Council desires to pause consideration of funding to any related to Community Development Partnerships as it applies to large Grants for this fiscal year due to otherCountyrelated budgetary pressuresandneeds. Groups with the ability to raise funds as a Charitable organization are encouraged to redirect their efforts to connect with individual community ratepayers who will receive direct benefit as donors via a personal donation receipt. Option #4) Special area tax levy rules have been reviewed and determined to be not applicable to this program at this time. (Ref: Municipal Act 2001, Section 311 & 326) The above programstreams are subject to the following restrictions: 5 Each request will be considered in written format only, as defined by this policy. Requesting agencies will not be granted a delegation or access to Council, Committee, or staff to publicly or privately petition/lobby for their application. Whenmaking decisions related to grant or sponsorship, the County or Committee may impose such conditions and/or restrictions as is deemed fit such as a requirement to recognize the County. Recognition will be based on the size of the involvement in the event with sufficient communication to the County demonstrating compliance. Multi- year capital grants may be considered and will be paid for based on the original year implemented as future increments cannot be forecasted accurately. Unallocated amounts at the end of any year may be set aside in a reserve for use to reduce taxpayer burden in an upcoming year. Multi-year commitments will not extend beyond the term of Council making the commitment. Capital projects that may be planned or are to be constructed on County land will require the land to be removed from the CountyÓs control prior to the beginning of Construction.In-kind Grants or Sponsorship will be valued and the affected department within the County will be reimbursed from the annual Grant apportionment. The decision regarding each application is final. Once the annual budget allotment has been exhausted, any further funding requests will not be considered and will need to be resubmitted in a subsequent fiscal year for consideration. 5.Types of Financial Assistance 1.Requests may include in-kind contributions for County owned resources: i.Use of County owned facility(s) Î fee waived or reduced. ii.Use of County owned equipment (includes County staff to operate equipment) Î fee waived or reduced. iii.Use of County owned materials Î fee waived or reduced. iv.Use of staff resources Î regular/overtime at current rates. v.Maximum value of any in-kind donation will not be valued at more than $2,000. 2.Grants and Sponsorships will be considered and distributed as per Schedule C 3.Maximum value of any grant or pledged grant will not exceed total County support over and above 10% of the total project budget. 4.No pledge of Grant or Sponsorship will bind the Countyabove the amount available as per the Policy annually or beyond the current term of the Council making the commitment. 6 6.Application Process: a.Applicants that wish to be considered for grant or sponsorshipmust apply in writing to the Countyusing the application form Î Schedule A b.Applications are submitted annually c.All applications must be submitted to the Administrative Department by the dates outlined on Schedule A. d.An annual allocated amount is approved for these purposes yearly within the County budget. The amount of funds shall be distributed based upon the evaluation criteria, category, and number of the requests within the upcoming fiscal year. 7.Sponsorships: a.That no funds shall be loaned by the Corporation of the County of Elgin to any organization for community events or capital projects. b.In accordance with the CountyÓs insurer, any event/project, not underthe complete control of the County, will not be insured under the CountyÓs insurance policy. c.A contribution towards the cost of a rider on a groupÓs liability insurance coverage may be eligible should it directly relate to the eventin question and should be included as part of the outlined budgetary needs of the event. d.Priority may be given to groups that have not received grants in a prior year. 8.Grants - Capital Projects a.Where projects consist of a capital component, the applicant may be eligible for County assistance in the form of a Grant within the parameters of the annual budgeted allotment. b.County contribution of Grant is limited to 10% of thetotal project budget and is inclusive of any or all gifts previously pledged or given towards the same project. Regardless of the grant request, the pledge will not exceed a maximum payment of one half of one percent of the previous yearÓs County levy in any given year if that amount is not already pledged. Terms of the Grant will not extend beyond the current term of Council. c.Multi-year pledges will be taken into consideration within their pledged years placing restriction on the amount that will then be available for additional donation to other groups in future years during that term of Council. d.The County will not provide Guarantees for Loans for other agencies or organizations for any purpose. e.The County will not provide operational funding through this Grant program. All projects must be related to one-time capital expenditures only with a defined end date. f.Sign-off for a Large Grant will be required. The County reserves the right to modify Schedule D before signing to ensure that the agreement protects the assets and interests of the County and its ratepayers. Interest will not be paid over and above 7 pledged amounts. g.Final approval of large grant requests will be the responsibility of Council on qualifying applications. h.Councillors who sit on the board of directors or who have direct involvement with anygroup/organizationrequesting fundingmay not vote on the application acceptance. i.Projects submitted by other government agencies will not be eligible for any consideration. Reference Reserve and Reserve Fund Policy sasterRelief 9.Di a.Grantsto disaster relief funds shall be decided on a one-time case- by-case basis by Council in accordance with funding examples made by other local municipalities. 10.Accountability and Recognition Requirements: a.Successful applications must acknowledge the CountyÓs contribution inevent advertisements. A copy of the logo will be provided for use. b.Grants may be approved with certain other terms and conditions. The letter of approval will state if any such restrictions apply to your specificgrant c.Applicantsgiven a grant or sponsorship will be held accountable for the expenditure and reporting of the funds in accordance with the stated objectives/plans relevant to this program. d.Future support will be reviewed based on past demonstrated fiscal responsibility of the applicant. e.Grants or sponsorships given are not transferrable between projects or groups without prior Council approval and must be used for the specific purpose outlined. f.If the event/initiative does not move forward, the recipient is obligated to return the donated funds for the proposed project. g.Once the event has been held, the applicant has 60 days to submit a full accounting of the event. h.From time to time, County officials may be requested to attend the event to open or close the event or pose for a picture or cheque signing. This may also be a special request of Council. Arrangements will be made through the County Administration office well in advance to accommodate scheduling. i.Reporting shall include: ¤A picture or newspaper article of the eventÓs activities from the day of the event ¤Number or approximate number of attendees ¤A full reconciliation of the Revenues collected at the event including other sponsorships, and a full reconciliation and details of costs expended to hold the event 8 ¤Explanation of where the County of Elgin logo was used in Advertising or Recognition of County support. 11.Staff and Committee/CouncilProcedures a.Council maysetasidean amount annually in the budget to be apportioned to support this policy as per Section 4 above. b.Delegations to Council or Committee for the purpose of solicitation of County funds to support an event or project will not be permitted to circumvent the process and will be monitored during the intake and award period of the grant process. c.County staff will not assist in the completion of any application submitted to ensure compliance with submission requirements d.Requests received, as per Schedule A, will be reviewed by staff and determined to be either eligible or ineligible using Schedule B e.Eligible applications will be summarized and presented to either Council or Committee for consideration f.Ineligible applications will be notified and advised as to the reason why their request did not proceed through the process. g.Once the annual allotted amount of Grant or Sponsorship has been exhausted, any further funding requests will not be considered. These applicants will be notified when/if this occurs and will require resubmission during the next intake period. h.Record of approved requests will be issued their funding cheques once approved i.By December 1 of each year, staff will determine if reporting back has been completed and, if not, will provide one-time follow-up with the group advising that they are non-compliant. j.Before the next intake period, staff will report back to Council or Committee information related to non-compliance k.Non-compliant applicant information from current and prior years will be kept to provide information during future intake years and used to ensure that these groups do not obtain further funding until compliant l.Applicants may comply by submitting either the appropriate missing information or by returning the funds originally gifted by Council. m.After one further year of suspension, said applicant may be removed from the list of non-compliance. 12.DEFINITIONS: ¤ÐApplicantÑ means the group or organization making the request for grant or sponsorship.Change of leadership within the organization or group does not change the status of the applicant. ¤ÐCapitalÑ means a project involving the construction or purchase of an item of physical substance that will be used/available for more than one year. Large requests must be forwarded to Council for approval and will require 9 group/organization to submit all supporting documentation or application will not be forwarded. ¤ÐCommitteeÑ means a subcommittee of Council with delegated authority to administer some portions of theGrant Program ¤Ð CommunityÑ means the jurisdictional boundaries within the Corporation of the County of Elgin. Grant Priority Area for streams #2 and #3 may consider exceptions within the boundaries of theCity of St. Thomas. ¤ÐCountyÑ means the Corporation of the County of Elgin. ¤ÐDonationÑ is typically given without restriction onfunds being spent on specific projects or initiatives. ¤ÐFacilityÑ means County lands, buildings and portions of buildings available for rent or lease (owned and operated by the County). ¤ÐFeesÑ means charges levied with respect to the renting/leasing of facilities and related equipment as set out in the CountyÓs Fees and Charges By-Law. ¤ÐGrantÑ is defined as a sum of money given by a government or other organization for a specificpurpose. ¤ÐIn-KindÑ means the use of County property/facilities, materials, or resources other than cash. ¤ÐLarge GrantÑ means a contribution provided to the applicant to support a Capital Expense with a defined end date at an amount as outlined in Schedule C. ¤ÐLevyÑ means the portion of County Revenue required less all other sources of funding that is imposed upon ratepayers to balance the budget. The portion of County Revenue that is raised by taxation only. ¤ÐPartnershipÑ means a simple partnership that involves a short-term agreement or contract under which two or more entitiesagree to unite their efforts or their resources to achieve a common goal. ¤ÐNon-complianceÑ means that the group or organization has failed or refused to comply with the terms of a previously successful application of grantor sponsorship given to them for an event or special project. ¤ÐNon-profit organizationÑ means an organization that does not exist to make a profit and provides public benefit through arts, culture, recreation, education and/or community-focused activities operating within the County. 10 ¤ ÐService GroupÑ meansa service club or service organization that is a voluntary nonprofit organization where members meet regularly to perform charitable works either by direct hands-on efforts or by raising money for other organizations. These organizations mayraise funds to forward same to other organizations. Examplesmay include but are not limited to: Kiwanis International, Rotary International, Lions Clubs International, Civitan International, DeMolay International, Sertoma, and Optimists International. ¤ ÐSmall GrantÑ means a contribution provided to the applicant to support a program, service, or operating expense requested at an amount as outlined in Schedule C. ¤ ÐSponsorshipÑ means a contribution requested to support a specific program, service, or operating expense given at a set amount as in Schedule C. 11 Schedule A County of Elgin Grant and Sponsorship Application Form Contact Information Name of Organization Name of Program/Event/Project Contact Name Position Mailing Address Phone Number Email Which stream does your request fall under? Please review the Grant and Sponsorship Policy for more information about each stream. Sponsorship Fill out Sections 1 & 4 only Application deadline: February 1 Grants Fill out all sections For capital projects where grant requested is above $2,001, meeting 10% of capital project need. Application deadline: No less than one year before the date of need. Total Amount Requested:____________________________________ Section 1: About Your Project Is your group based in the County of Elgin? Yes No Is your group a charity, not-for-profit or volunteer organization? Yes No Is your group affiliated with another organization? Yes No If yes, please identify the group or organization:_________________________ How many years has your group/organization been in operation? _________________ Please describe what services your group/organization provides to the residents of the County of Elgin. Outline where this project, program/service, or event will take place. If you are applying for event funding, please indicate the anticipated event attendance. If you are applying for program/service funding, please indicate how many people from the County of Elgin use this service. Please provide a clear description of the project, event, or program/service and detail how the funds will be used. Please include key dates of scheduled activities and the target audience. How does your project, event, or program/service fill a need within the community? Please describe how your project, event, or program/service enhances the community to achieve a positive impact. If this is not a new project, event, or program/service, please explain how County support will help enhance your existing initiative to boost participation and/or volunteer involvement. Please describe the financial needof your organization and the reasons for requesting this support. Indicate other forms of sponsorships/funding thathave been applied for or received. Section 2: Proposed Project/Event Budget Applicants must provide a budget for the project, event, or program/service that easily and clearly outlines financial information about the specific project, event, or program/service for which the funding is being requested and must accurately disclose the full value of any pledges outstanding or funding received for the project, event or program/service at the time of submission. A brief sample budget outline is provided below. Please attach your full project event/program budget in more detail to this application. Revenue Needed Budget Amount Received to Date Include Pledges Include other funding Include projected other revenue Expenses Budget Amount Spent to Date Include advertising costs Total Revenue less Expenses Section 3: Detailed Project Outline and Financial Statements Please attach the following documentation related to your project: Your organizationÓs prior year financial statements. Outline all areas of fundraising that have been explored. Ensure that Section 2 above is provided in detail and include quotes or tender documents to support your budget and that demonstrate responsible procurement practices. Detail why you consider County participation in your project necessary. Detail what other government funding has been obtained/applied for to support the project. Provide current funder decision of the support and the reason for their decision. How will this project directly benefit the ratepayers of the County of Elgin? Provide consultant reports, including statistics, to support the above. _______ Initial Î Acknowledgement that approvals of large grants may be subject to the signing of an agreement with the County of Elgin (sample Schedule D in the Grants and Sponsorships Policy). Section 4: Acknowledge Privacy Statement, Report Back Requirements, and Application Sign Off Personal information as identified by the County Freedom of Information and Protection of Privacy Act (MFIPPA) including name, address, telephone number and email address is collected under the authority of the County of ElginÓs Access to Information and Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). I, the undersigned, have read and understand the requirements to report back, as per Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the results of the event/project to the County of Elgin after the event/project has concluded. I understand that the grant or sponsorship provided is not transferrable to another group/organization. If the event is cancelled or fails to occur, I understand that the funds granted will be owing back to the County of Elgin. I, the undersigned, certify the information in this application is, to the best of my knowledge, true, correct, and complete. I understand that I will be notified of a decision regarding this application once approved or denied. I have attached all relevant documents/information based on the type of support our application category requires as chosen above. Organization Representative Name (print) Applicant Signature Schedule B COUNTY OF ELGIN Grant or Sponsorship Application Evaluation Checklist (for Staff use only) Date Application Received Group/Organization Applying Date: Acknowledged Receipt on Application is Scored If Ineligible provide Reason below: Application is Eligible/Ineligible Amount being requested. Under which Priority Area/Category is your request applicable (choose only one): a)Sponsorship (Fill out Sections 1, & 4) b)Grants (All Sections are to be completed) Grant Request (Council)(Project Budget Grant $2,001 or above) Criteria (Staff to Complete prior to Review at Council/Committee)YesNo Application received by the deadline. Application meets criteria of program applied for Organization/Group based within, operating within, or serving the County of Elgin. Event/Program occurring within the County of Elgin. Event/Program benefitting residents of the County of Elgin. Organization/Group a registered Charity or Non-Profit. Funding request clearly indicated. Organization/Group has not received assistance from the County of Elgin in prior year or in a current ongoing agreement Request ask does not exceed 10% of total program budget and County has not exceeded funding of this project in a prior period. Organization/Group receiving assistance from other sources. Applicant is in good standing relative to past grants/sponsorships? Is Schedule D required? (Legal review necessary) This application meets all criteria necessary to be forwarded to Council or Committee including Agreement and appropriate Documentation? Council Strategic Benefit/Initiative enhanced by supporting this application. Date forwarded to Council/Committee Council/Committee Decision on Date: Follow up on Schedule E Completed 16 Schedule C COUNTY OF ELGIN Grants or Sponsorship Maximum Contribution Scale Authority under this Policy Committee Grants Program and Economic Development Partnerships Fair$2,000 maximum Approved by Council approved SubCommittee Festival $2,000 maximum Approved by Committee Council approved SubCommittee Program Specific Support Î Other $2,000maximum Requests and Economic Development Approved by Council approved SubCommittee $2,000 maximum In Kind Grant Approved by Executive Leadership Team $5,000 Maximum Î funding limited to no Small Grants - Small specific project Î more than 10% of total Budget Î one-time List specifics(consideration may be requests only given after applications for above is Approved by Council approved exhausted) SubCommittee $1,501 to $5,000 Maximum Î funding Economic Development Partnership limited to no more than 10% of total or other Departmentsas applicable Budget Î one-time requests only that are ÎSpecific one-time event where in alignment with the CountyÓs current County staff have direct agreed Strategic Plan upon involvement in the event (with Approved by Executive Leadership Team deliverables) Community Development Partnerships (Council Approval Required) Large Grants - Large specific Project Funding is limitedto no more than 10% of above $5,001 Î Restricted to Capital the full project budget. Grant not to Programming support will not be exceed Budgetedannual amount and considered. pledges will not bind Council beyond their current term Approved by Council Case-by-Case Basis Guided by actions of Disaster Relief other Counties or Municipalities Approved by Council Loan Guarantees for any Ineligible and will not be considered agencyor organization 17 Schedule D COUNTY OF ELGIN Grants and Sponsorship Policy Agreement THIS AGREEMENT (the ÐAgreementÑ) is made and entered into as of the _DATE, (the "Agreement Date") by and between the NAME OF ORGANIZATION (hereinafter ÐORGANIZATIONÑ, and the County of Elgin, a CountyCorporation, (the ÐCountyÑ). WHEREAS, the Countyhas funds available to enhance community initiatives strategically benefiting the Countyand, WHEREAS, the ÐORGANIZATIONÑ has requested a large Grantfrom the Countyto for the sole purpose of the project outlined and attached to this agreement named ÐNAME OF PROJECT (the ÐProjectÑ); and, WHEREAS, in order to assist with the Project, and to enhance the community initiative benefiting the County, the Countydesires to provide the ÐORGANIZATIONÑ with (specify a large Grant) to be paid by the County in the amount of $XX,XXX per year subject to the provisions of this Agreement; and, WHEREAS, the County is authorized to provide (a large Grant) fromfunds available to enhance community initiatives that benefit the County. WHEREAS, NAME OF ORGANIZATION agrees that it waives its eligibility to solicit any further funding from the County of Elgin to support this or any other project during the time that this Agreement is in place. NOW THEREFORE, in consideration of the mutual covenants contained in this Agreement, the parties agree as follows: 1. The County hereby agrees to provide the ÐORGANIZATIONÑ with the large Grant subject to the provisions of thisAgreement. 2. The ÐORGANIZATIONÑ agrees to complete the Project as presentedand report back on the success of the project including financial information and picturesotherwise funding will be returned. 3. The funding provided to the ÐORGANIZATIONÑ is not transferrable to another entity. 4. This Agreement is subject to, and the ÐORGANIZATIONÑ hereby specifically reaffirms the accuracy of representations made to the County in the Request, and the documentation presented by the ÐORGANIZATIONÑ in connection therewith. 18 5. This Agreement may notbe modified, amended, or supplemented except by the agreement of both parties, in writing of equal dignity. 6. No party shall delegate or assign this Agreement or any rights or duties hereunder (including by the merger or consolidation of a party with any third person) without the prior, written consent of the other parties. This Agreement shall be binding upon and shall inure to the benefit of the parties and their respective successors and permitted assigns of each upon execution hereof by the parties. This Agreement creates no rights as a third-party beneficiary or otherwise in any person not a party. TERMS of the GRANT 1. The County shall disburse the proceeds of any Grant directly to the Organization upon commencement of the start date of the Projects Construction in annual installments over the period as outlined in 2 below. 2. The County agrees to disburse the amount of $XX,XXX on or before: a. DATE Year 1, b. DATE Year 2, and c. DATE Year 3 (outline to end of project the payments and payment dates). 3. This Agreement fully and completely represents the final, entire, and integrated expression of agreement between the ÐORGANIZATIONÑ and the County and supersedes all prior negotiations, representations, or agreements, either written or oral, pertaining to the subject matter hereof or the transaction contemplated hereby. No party shall rely upon any prior statement or representation made by or on behalf of the other not embodied in this Agreement. 4. This Agreement is entered into in the County of Elgin and shall be interpreted under the laws of that province. IN WITNESS WHEREOF, the parties have executed this Agreement as of the Agreement Date: By: By: NAME: NAME: TITLE: TITLE: Warden ÐORGANIZATIONÑ Corporation of the County of Elgin By: By: NAME: NAME: TITLE: TITLE: Chief Administrative Officer ÐORGANIZATIONÑ Corporation of the County of Elgin 19 Schedule E COUNTY OF ELGIN Grants and Sponsorship Policy Report Back Requirements (for tracking of compliance by Staff) Date of Event or Project Completion Group/Organization Amount Paid to Group/Org Other: Client in Good Standing with Reporting Reporting shall include: Yes No Reporting received on or before 60 days after event A picture or newspaper article of the event activities from the day of the event Number or approximate number of attendees/users A full reconciliation of the Revenues collected at the event/for the project including other sponsorships, and a full reconciliation and details of costs expended to hold the event/complete project. Explanation of where the County of Elgin logo was used in Advertising or other Recognition of County Support Other requirements: As per Application Council/Committee requested report back information be circulated to them Follow up Required on Date: Contacted Client by email(s) attached Client has resolved concerns on: Date:_______ Date forwarded to Council/Committee due to non Compliance: Council/Committee Decision on Date: 20 Schedule A County of Elgin Grant and Sponsorship Application Form Contact Information Name of Organization Xbmmbdfupxo!Bhsjdvmuvsbm!Tpdjfuz! Contact Name Ljn!Dbsefs Position Tfdsfubsz Phone Number 62:.873.3848!ps!dfmm!62:.888.2693 Email xbmmbdfupxogbjsAzbipp/db Which stream does your request fall under? Please review the Grant and Sponsorship Policy for more information about each stream. Sponsorship Fill out Sections 1 & 4 only Application deadline: February 1 5 Grants Fill out all sections For capital projects where grant requested is above $2,001, meeting 10% of capital project need. Application deadline: No less than one year before the date of need. %21-111 Total Amount Requested:____________________________________ Section 1: About Your Project 5 Is your group based in the County of Elgin? Yes No 5 Is your group a charity or not-for-profit? Yes No 5 Is your group affiliated with another organization? Yes No If yes, please identify the group or organization:_________________________ 276!zst How many years has your group/organization been in operation? _________________ 12 Please describe what services your group/organization provides to the residents of the County of Elgin. The Wallacetown Agricultural Society is a Registered Charity in the heart of West Elgin. The purpose of the Society shall be in accordance with the Agricultural Societies Act. The objects of a society are to encourage interest, promote improvements in, and advance the standards of agriculture, domestic industry and rural life by, (1) (a) Supporting and providing facilities to encourage activities intended to enrich rural life ; (b) Organizing and holding agricultural exhibitions and awarding premiums and exhibiting displays of farm products, equipment displays and agricultural issues; (c) Organizing fundraising events to provide financial support to ensure the financial stability of all the purposes of the Society; (d) Encouraging young people to become interested in and adopt better agricultural and domestic practices and for such purposes to hold competitions ; (e) Drawing together both rural and urban citizens for their mutual benefit; (f) Promoting agricultural awareness through the use of educational displays and activities; (g) Supporting and providing facilities to encourage 4-H and other youth activities The Wallacetown Fair serves Elgin County by holding it's annual fall fair to increase tourism to the county. Outline where this project, program/service, or event will take place. If you are applying for event funding, please indicate the anticipated event attendance. If you are applying for program/service funding, please indicate how many people from the County of Elgin use this service. Office project will be erected at the Wallacetown Fairgrounds. This will be used by the Society for meetings, storage of documents, recognition plaque for Centennial and 150th. This will be the hub of the society at fair time and events on the grounds during the year. Advertising will be promoted in Middlesex and Elgin County with far reaching benefits of radio advertising across southwestern Ontario. The Wallacetown Fair reports an annual attendance of approximately 5000 people from all walks of life and ages. Please provide a clear description of the project, event, or program/service and detail how the funds will be used. Please include key datesof scheduled activities and the target audience. Our Implementation Team will be chaired by Kim Carder, Secretary with 3 key members. Kim Carder will be applying for funding, researching competitive pricing of pre-fab buildings and artwork and development of advertising with billboard and printing companies. Shirley Mullin will account for all treasurer duties, keep funding in line with budgets and allocate funds. Kelsey McConnell as President will be Director of Operations and ensure all guidelines are being met and carried out as per grant guidelines. We have a broad target audience from children to elderly. We fill a great void in the community as we are the longest running fair in the community by bringing families and friends together. We also promote tourism in the area and agriculture. Fair office building - funds will be used to help purchase pre-fabricated building, electrical, lighting, concrete, insulation and internet. Advertising budget includes fairbook, billboards, radio advertisement, signage and static billboard in St. Thomas. We would like to have this carried out by fair dates of September 26, 27, 28th for use by the general public. How does your project, event, or program/service fill a need within the community? Please describe how your project, event, or program/service enhances the community to achieve a positive impact. Tourism in Dutton Dunwich is effected immensely by our fall fair. We bring over 5000 people to the area to enjoy social activities and neighbouring businesses reap the benefits. It is the longest running event in the area and with new people moving to the community, this festival will reach out to them and will bring together established residents and new to combine our community. Children enjoy the cultural arts and entertainment with youth competitions such as 4-H, Ambassador competitions and Junior Fair School competitions. Our fair is very accessible to the target population but we need to further enhance the resources of advertising our community event. The current population encircles the communities of Dutton, West Lorne and Wallacetown. We need to expand to survive and this grant will help us keep viable and compete with neighbouring festivals. With an increase in gates due to increase to advertising, we need to expand our horizons and think outside the box. New forms of advertising is necessary to entice new patrons to the fair. Without advertising your fair will not succeed. We will build on the success by promoting the fair through billboards outside of the community, facebook advertising, Instagram, Radio advertising, and lawn signage marketing. This will be quite a jump in our budget but we feel it is necessary to succeed. 13 If this is not a new project, event, or program/service, please explain how County support will help enhance your existing initiative to boost participation and/or volunteer involvement. Advertising on billboards and radio has brought people from outside of Elgin County to make the trip to a small community with a big heart. Entertainers that visit the fair have trumpeted praises that we have the best fair south of the GTA. Volunteers will hopefully come to the fair and reach out to us and where better not to find us than in our new office. Please describe the financial need of your organization and the reasons for requesting this support. Our current office was built the year Diefenbacher was Prime Minister. It is an old crumbling building that no longer can fulfil the needs of the society. The imprint is 12 x 18 feet which houses secretarial and treasurer duties. There is no safety for accounting (money on premises) with no locked door for safety. 2 - 3 people maximum can be in this building at one time limiting registration for events, information, etc. Flooring is buckling, pest control of bat feces and spiders makes for contamination and health requirements nil. Due to poor weather last year - our gate receipts were down by over $20,000 and we run in a deficit. We rely on support from grants and community support and fundraisers. The youth and seniors in our community need a social outlet and the fair gives them this. Perhaps with a small band of volunteers the old building may be used in some other capacity for example - museum or display of antiquities from the previous fairs. Advertising is crucial for the fair - if no advertising no attendance . Section 2: Proposed Project/Event Budget Applicants must provide a budget for the project, event, or program/service that easily and clearly outlines financial information about the specific project, event, or program/service for which the funding is being requested and must accurately disclose the full value of any pledges outstanding or funding received for the project, event or program/service at the time of submission. A Revenue Needed Budget Amount Received to Date 6429:/211/11 Include Pledges 1/11 Include other funding Include projected other revenue Expenses Budget Amount Spent to Date 11/11 Include advertising costs 6429:/21 Total Revenue less Expenses 14 Section 3: Detailed Project Outline and Financial Statements Please attach the following documentation related to your project: 5 Your organizationÓs prior year financial statements. 5 Outline all areas of fundraising that have been explored. 5 Ensure that Section 2 above is provided in detail and include quotes or tender documents to support your budget and that demonstrate responsible procurement practices. 5 Detail why you consider County participation in your project necessary. 5 Detail what other government funding has been obtained/applied for to support the project. Provide current funder decision of the support and the reason for their decision. 5 How will this project directly benefit the ratepayers of the County of Elgin? Provide consultant reports, including statistics, to support the above. led ______ _ Initial Î Acknowledgement that approvals of large grants may be subject to the signing of an agreement with the County of Elgin (sample Schedule D in the Grants and Sponsorships Policy). Section 4: Acknowledge Privacy Statement, Report Back Requirements, and Application Sign Off Personal information as identified by the County Freedom of Information and Protection of Privacy Act (MFIPPA) including name, address, telephone number and email address is collected under the authority of the County of ElginÓs Access to Information and Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). I, the undersigned, have read and understand the requirements to report back, as per Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the results of the event/project to the County of Elgin after the event/project has concluded. I understand that the grant or sponsorship provided is not transferrable to another group/organization. If the event is cancelled or fails to occur, I understand that the funds granted will be owing back to the County of Elgin. I, the undersigned, certify the information in this application is, to the best of my knowledge, true, correct, and complete. I understand that I will be notified of a decision regarding this application once approved or denied. I have attached all relevantdocuments/information based on the type of support our application category requires as chosen above. Organization Representative Name (print) Ljn!Dbsefs Applicant Signature 15 Your 3D Design А Cedar Creek Structures (519) 563- - Feb 4, 2025 Ship To ON ON 5197771582 Building Info Size Color 16x36 Design Link & Notes - Images - - Description Quantity Amount Style & Size 1 1 1 1 Colors & Materials Description Quantity Amount Doors & Windows - 1 2 Additional Fees - 1 - 1 - 1 1 Signatures Signatures -- - - - - (519) 563- FLOORPLAN SYMBOL LEGEND D1 78" Steel 9-Lite Prehung W1 18"x36" Window C1 Front Porch Closed Wall #1738700988977672 FTUJNBUF Ibse!Spdl!Dpodsfuf!Evoo!Sjhiu 43741!Ubmcpu!Mjof Jpob!Tubujpo-!Poubsjp!O1M2Q1 Dbobeb Qipof;!62:9813761 Npcjmf;!62:5218771 CJMM!UP Ftujnbuf!Ovncfs;31 Tijsmfz!Nvmmjo Ftujnbuf!Ebuf;Kbovbsz!39-!3136 Wbmje!Voujm;Gfcsvbsz!38-!3136 Ftujnbuf!Upubm%1/11 )DBE*; TfswjdftRvboujuzQsjdfBnpvou Mbcpvs 2%1/11%1/11 ¦25Öy43Öy6Ô!Qbe!%6-711/11!,itu¦ ¦27Öy43Öy6Ô!Qbe!%7-511/11!,itu¦ ¦27Öy49Öy6Ô!Qbe!%8-711/11!,itu¦! Sfnpwf!upqtpjm-!qsfq!cbtf!xjui!B!Hsbwfm-!gpsn!boe qpvs!xjui!csppn!gjojti!boe!gjobm!fehf-!sfnpwf!gpsnt boe!bee!sfmfbtf!dvut-!xbti Upubm;%1/11 Ftujnbuf!Upubm!)DBE*;%1/11 Opuft!0!Ufsnt ++QSJDF!EFUFSNJOFE!CZ!XIJDI!QBE!JT!DIPTFO++ Ufsnt!boe!Dpoejujpot/ Uijt!ftujnbuf!jt!opu!b!dpousbdu!ps!b!cjmm/!uijt!jt!uif!cftu!ftujnbuf!bu!uif!upubm!qsjdf!gps!hppet!boe!tfswjdft!bt!eftdsjcfe!bcpwf/ Qsjdft!bsf!tvckfdu!up!dibohf!evf!up!dibohf!pg!eftjho!ps!pvumjofe!evujft-!ps!gps!voqmboofe!djsdvntubodft!uibu!nbz!bsjtf!nje kpc/!Vqpo!bddfqubodf!pg!uijt!rvpubujpo!cz!uif!dvtupnfs-!uif!dvtupnfs!xjmm!foufs!b!tfswjdf!bhsffnfou!xjui!ISDES/ DATE INVOICE NO March 31, 2025 8121 Triple R Construction Dutton, ON N0L 1J0 519-762-3431 TripleRConstruction@gmail.com INVOICE TO Wallacetown Agricultural Society 24 Argyle Street, Wallacetown N0L 2M0 TRIPLE R CONSTRUCTION WALL CONSTRUCTION PAYMENT TERMS: 30 DAYS DUE DATE APRIL 30, 2025 Due on Receipt DESCRIPTION LINE TOTAL JOB DESCRIPTION ESTIMATE Materials 10 x 16 wall construction 8 4 x 8x 3/8 in plywood $255.84 1 x 6 panel, single Insulate, clad $388.00 primed, steel prehung Install door with hardware door 36 x 80 24 2 x 4 x 10 ft lumbar $187.68 6 2 x 48 x 96 in sound $362.40 insulation 8 48 x 97 primed bead $455.84 board wood panelling 1 dead bolt/combo door $59.38 lock 10 x construction $162.30 adhesive Labour $1120.00 $70 per hour estimated project timeline 16 hours $2991.44 SUBTOTAL $388.89 HST $3380.33 TOTAL BUDGET FOR 2025 ADVERTISING 3 FOCAL POSSIBILITIES 1.Advertising for Fall Fair Digital Billboards Α September 26, 27, 28, 2025 2.Advertising by Fair Prize Books / Flyers/ Posters/ Lawn Signs and Radio advertisement BILLBOARDS Α The following are quotes from Brightside Billboards with 3 options $4500 Includes 2 Digital Billboards in London and Strathroy Hospital Pattison Static Billboard Α TALBOT/ FIRST AVE ST. THOMAS - $1100 + hst PRINTING OF FAIR PRIZE BOOK - 60 PAGES (including advertising of events at the fair and entry categories. Platinum Printing -$1820 - to print 300 books (pending US paper product pricing) Decreasing this circulation and focusing more on online participation Α local books only RADIO ADVERTISING -BX93-Pure Country London -$650.00 Α20 free spots / 20 paid We would like to double the commercial rate in 2025 or advertising on their sister station FM 97.5 Virgin Radio FM 97.5 Î t he 25-fifteen second commercials + 6 bonus commercials on Virgin would be: $850. LAWN SIGNAGE - VISTAPRINT OR THE SIGN GUY WEST LORNE $2000 plus HST Purchase of 100 new lawn signs advertising dates of fair for placing in new areas outside of West Elgin SUMMARY OF BUDGET Billboards $5600.00 Fair Prize Books$1820.00 Radio Advertising $1500.00 Lawn Signs $2000.00 Total $10920.00 plus hst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`W @270O 5667(8/,8M6@88D,@?BD67(7/F,95 1..1,0/2345()*+,-./-*1.52,+0/6 @.+04/O (77*088O1..1,0/2345()*+,-./-*1.52,+0/6H(NNQ B5 ^NK W5 ^NI!N!WB =%5(*)6.05/='995A1/R08245\].L7G5!18/ XXX5!C\]5@C@(WK5XXX-+/05>99F508/5N230* 1..1,0/234F5 BA+888+881-)1F5 B B9?5=A9F5@(?%5%_UF5@(B(K( >$U:'V=:='#'\[U9>\\5=&=:V&99\[U9>\\5=&=:$V%% HR240O;1YOHR240O;1YO \]+..5N2H1//+8245+)41/-*0 !4/0*5\]+..5N25@2MD1465B1M05\[.01L05<.14a5+P581M051851<2L0\\  !"#$%&$'( @24/*1,/5B2G H*+4/5B1M0 @.+04/5+)41/-*0 H*+4/5B1M0 K1/0 K1/0 NR058+)41/-*051<2L05,24P+*M85/R1/5Q5R1L05*01751475-470*8/2275/R05/0*M851475,247+/+2485@24/*1,/5+858-<Z0,/5/25,*07+/51DD*2L1.5D*+2*5/25P-.P+..M04/G 2P5/R+85,24/*1,/G 7/?87-B(,DB,@MB,M58/,DB-B7560,,-C57F/(,68,4B,4799B@,6,4BF7//7/F,8I,K,JBBE,5BD78@0 $C=UC=9=>H1)05$52P5$ 5"$&#!1 Pattison Outdoor Advertising | Media Space Contract - General Terms & Conditions CONTRACTACCEPTANCE: This Contract is not binding on PATTISON Outdoor Advertising LP authorized representative of PATTISON. The acceptance of a Contract for a new Client is also subject to final credit approval by PATTISON. There shall be no modification of this Contract except by the written agreement signed by PATTISON and the Advertiser/Agency. This Contract constitutes the entire agreement between PATTISON and the Advertiser/Agency with respect to the subject matter hereof and supersedes all prior agreements, negotiations, discussions and understandings between PATTISON and the Advertiser/Agency which in any way relate to the purchase and sale of the rights hereunder. This contract shall be governed by and interpreted in accordance with the laws of the province in which the contract was executed by PATTISON. Any written notice, request, order, demand, statement or payment provided for in this Contract shall be sent to PATTISON at the address stated on the face page hereof. ts described hereunder may be assigned by PATTISON, at any time and PATTISON may, in addition, assign all or part of its liabilities and obligations hereunder. The Advertiser/Agency, on receiving written notice of such an assignment, shall thereafter make all payments due pursuant to the Media Space Contract as directed in the notice of assignment. Both the Agency, and the Advertiser it is acting on behalf of, shall continue to be bound by the terms and conditions hereof after any assignment of the Media Space Contract on the part of PATTISON. The Advertiser or the Agency, acting for itself and on behalf of the Advertiser, will not assign this Contract or any right or obligation hereunder without the prior written consent of PATTISON. ADVERTISING MATERIALS: When PATTISON is providing the production of the advertising material(s)/digital file(s), in order to guarantee a full showing in accordance with the specified dates in the agreement, artwork configured to the correct specifications must be received by PATTISON within the timeline set out by the Production Contract as determined by the product and market delivery requirements. Artwork that is not received within the specified period, may be subject to production and posting premiums. If the artwork is late for the committed production deadline, the material/digital file(s) cannot be guaranteed to be posted on time and there are no assurances to the Advertiser/Agency of a complete showing. Where the Advertiser/Agency is providing the production of the advertising material(s), PATTISON reserves the right to reject or remove any advertising material which does not meet the production specifications set out by PATTISON (as amended and supplemented from time to time). The Advertiser/Agency is solely responsible for delivering the advertising material prepaid to the contracted markets specified by PATTISON a minimum of five (5) business days before the campaign start date. PATTISON shall not be obligated to rebate any monies paid by the Advertiser/Agency or to provide additional make good advertising if the Advertiser/Agency fails to supply the advertising material a minimum of three (3) business days prior tothe campaign start date or if PATTISON exercises its right to reject or remove the advertising material. PATTISON reserves the right to not display any advertising which PATTISON considers, in its sole discretion, to be in violation of the Criminal Code of Canada, R.S.C. 1985, c. C-46, regulations as stipulated by the Alcohol and Gaming Commission of Ontarios Standards for Internet Gaming as detailed by iGaming Ontario, the Canadian Code of Advertising Standards, or which PATTISON, in its sole discretion, deems may be offensive to the moral standard of the community (where the advertising is to be displayed), or which we believe negatively reflects on the character, integrity or standing of any organization or individual, and where the advertising would be in breach of the Attestation set out below. In any instance where PATTISON refuses to display the advertising, the conditions and terms of the Contract remain the responsibility of the Advertiser/Agency. smartAD® content changes can be initiated and uploaded by an Advertiser/Agency and as such, the Advertiser/Agency is solely responsible for content displayed and the messages being broadcast to the public. PATTISON is not responsible for any content that is uploaded by the Advertiser/Agency and reserves the right to cancel any display of advertising that fail to meet the aforementioned standards. In the case where a Municipal, Transit, Airport, Mall or other authorized Authority requires creative approval prior to acceptance of said creative, then this approval must be received prior to the production of the material. Where such approval is not sought prior to the production of the advertising material, and the creative is rejected by an authorized Authority, PATTISON is not liable for the cost of the production and is not responsible to provide any form of credit, rebate or make good onsibility of the Advertiser/Agency. PATTISON shall have full and exclusive control over the installation, maintenance, change and removal of any and all advertising material provided by the Advertiser/Agency. CAMPAIGN DELIVERY: The GRP/Impressions delivery will be guaranteed in accordance with Canadian Out of Home industry standards over the duration of the Media Space Contract. Site specific and skewed requests made by the Advertiser/Agency may invalidate GRP delivery. Late delivery of copy, artwork, digital files, etc. may also invalidate the GRP/Impressions delivery guarantee. CAMPAIGN START DATE: opy, 48 hours for digital media, but the Advertiser/Agency are assured of a full display period provided the advertising material or digital files have been delivered on time. Advertising material and digital files must be received a minimum of three (3) work POSTING DELAYS/PRE-EMPTION: a) Where delays result due to inclement weather, PATTISON shall provide display space equivalent to the original contracted level. b) Where delays result due to a failure to provide production material within the time specified herein via a delay on the part of either the Advertiser or the Agency, cannot be guaranteed to be posted on time and there are no assurances to the Agency and the Advertiser of a complete showing. c) PATTISON shall have at its absolute discretion the right to reschedule any commercial broadcast or portion thereof covered by this contract in order to broadcast any content deemed to be of public significance or interest. In such cases, PATTISON shall (i) provide a pro-rated reduction in the time charges; or (ii) a make good commercial broadcast of the omitted performance. d) The Advertiser/Agency acknowledges that unless specifically stated on this agreement, PATTISON reserves the right to pre-empt and reallocate digital inventory in specific circumstances. PATTISON shall not be required to display the purchasers advertising during or at any particular locations or at any specific time or placement. The Advertiser/Agency affected is assured that their campaign will receive its contracted number of impressions within campaign time frame or at an agreed upon make good time frame. PATTISON may receive requests from an Advertiser/Agency to the foregoing effect, however, adherence by PATTISON to any gency of the obligation to pay for the particular campaign element. If PATTISON shall be unable to broadcast due to public emergency or necessity, legal restrictions, act of God or the direction of federal, provincial, or municipal authorities, the direction of a Transit, Airport, Mall or other authorized Authority, or for other reasons beyond the control of PATTISON, including labour disputes, mechanical conditions, then the following conditions shall apply to this contract: PATTISON shall not be liable to the Advertiser or Agency for any damages of any kind whatsoever, or any refund but will provide (as the sole and exclusive remedy to Advertiser): (i) a make-good commercial broadcast of the omitted performance. 1 | P a g e Pattison Outdoor Advertising | Media Space Contract - General Terms & Conditions CANCELLATION: Within 30 days for classic inventory (static, non-digital out-of-home including posters, street level, interior and exterior transit, etc.) and 15 days for digital inventory (digital out-of-home including digital posters and digital street level, etc., digital networks), the commitment made by the Advertiser/Agency for the placement of advertising material of this Contract is irrevocable and may not be cancelled by the Advertiser/Agency for any reason whatsoever. The Advertiser/Agency may only cancel those portions of large format classic inventory including static superboards, spectaculars and Superbus campaigns that are beyond 90 days from the cancellation request date; for large format digital superboards and digital spectaculars, only those portions beyond 30 days may be cancelled. Specialty products such as wall murals, transit vehicle wraps such as streetcars, subways and LRT, transit Station Takeovers and Station Dominations, custom Airport and other specialty executions are non-cancellable. If PATTISON has allowed a price discount under this Contract and if the Advertiser/Agency seeks to cancel any portion of this Contract, PATTISON may claim from the Advertiser/Agency the whole or any part of the pric-rat ount with PATTISON is in arrears; (ii) fails to perform any of its obligations hereunder; (iii) becomes subject to bankruptcy or receivership proceedings; or, (iv) makes an assignment or arrangement for the benefit of its creditors, all amounts payable by the Advertiser/Agency under this Contract for both the expired and unexpired term of its Contract shall become immediately duertising material and cancel this Contract. If this Contract is executed by an Agency, both the Advertiser and the Agency, shall be jointly liable for all amounts due under this Contract. If PATTISON, for any reason whatsoever, ceases to have the right to display the advertising material on the contracted media, it reserves the right to cancel the whole or any part of this Contract. If the whole Contract is cancelled, PATTISON shall rebate the excess portion of the monies paid by the Advertiser/Agency after deducting the amount payable for the Contract which was not cancelled. If only part of the Contract is cancelled, PATTISON shall rebate the amount due in respect to thecancelled portion and the balance of the Contract shall continue unaffected. Any error or omission by PATTISON or its officers, employees, agents or contractors shall not constitute a breach which gives the Advertiser/Agency a right to damages or rescission of this Contract provided that PATTISON offers to provide additional make good advertising to the Advertiser/Agency in respect of same. PAYMENT: The Agency shall be jointly and severally liable with the Advertiser to make all payments owing pursuant to the provisions of this Media Space Contract, whether or not both the Agency and the Advertiser or only one of them signs the Media Space. Such payments shall include a delinquency charge of two percent (2%) per month (Twenty-four percent (24%) per annum) imposed upon any invoice that is in default for more than fifteen (15) days after its due date. If the Advertiser or the Agency shall (a) fail to make the payments as set out in the face page hereof within fifteen days after they are due, (b) fail to pay any other monies payable under the terms of this Media Space Contract on demand or (c) fail to perform or observe any of the terms and conditions of this Media Space Contract, it shall be lawful for PATTISON to terminate this contract without notice to the Advertiser or the Agency and without prejudice to any claims which PATTISON may have against the Advertiser or the Agency. Upon any such termination, the Advertiser/Agency will be responsible for the portion of the contract that has been fulfilled by PATTISON up to the termination date. FORCE MAJEURE: If for any reason, PATTISON shall cease to have the right to maintain control of, or the right to continue to place/show advertising on any of the ays without prejudice, payment of penalty or deduction of contract rate, to the remainder of this Contract. If space is available, PATTISON may at its discretion substitute other Displays to fulfill the balance of the contract for any locations that have been taken out of service. A failure to display the advertising material which is caused, directly or indirectly, by fire, flood, theft, vandalism, strike, lock-out, loss of right to display advertising l of PATTISON provided that the failure to display the advertising material was in no way caused by the negligence of PATTISON, shall not constitute a breach of this responsibility shall be to provide additional make good adver-rata portion of the monies paid by the Advertiser/Agency for the whole or any part of the Contract. INDEMNITY: The Advertiser or the Agency, acting for itself and on behalf of the Advertiser, agrees to hold harmless, defend and indemnify PATTISON against all actions, claims, demands, liabilities, fines, and damages which may in any manner be imposed or incurred upon PATTISON as a consequence of, or arising out of any act or omission on the part of the Advertiser, the Agency or any of their respective officers, employees, agencies or subcontractors pursuant to or in connection with this Contract. The Advertiser or the Agency, acting for itself and on behalf of the Advertiser, agrees to hold harmless, defend and indemnify PATTISON and the owners of the properties where the Displays are located against all actions, claims, demands and liability for libel, slander, illegal competition or trade practices, infringement of trademarks, trade names or title violations or rights of privacy and infringement of copyrights and proprietary rights resulting from any advertising display creative produced or displayed pursuant to or in connection with this Contract, and including any claims arising from any and all breaches or violations of the Attestation set out below. ATTESTATION: The Advertiser/Agency attests, represents and warrants to PATTISON that the Advertiser has applied to the Alcohol and Gaming Commission of Ontario for registration and execution of an Operator Agreement with iGaming Ontario. The Advertiser/Agency further attests, represents and warrants that the Advertiser has been approved by and signed an Operator Agreement with iGaming Ontario. The Advertiser/Agency further attests, represents and warrants that all advertisements shall contain in clearly visible form any and all words and/or images, logos, etc. as required by iGaming R LIABILITY: The maximum liability of PATTISON in the event of an error by PATTISON or its officers, employees, agents or Contractors that results in the failure to part, is limited to the amount paid by the Advertiser/Agency to PATTISON for the Contract and in no event shall PATTTISON be liable for any punitive, exemplary, special, indirect or consequential damages suffered or claimed by the Advertiser/Agency. PATTISON is not obligated to save or return any advertising material to the Advertiser/Agency, nor is PATTISON responsible for the safe keeping of the advertising material after the advertising material has been delivered to PATTISON or the Municipal, Transit, Airport or other Authority, and PATTISON shall be under no obligation to replace damaged, stolen or vandalized advertising material or provide any rebate or additional make good advertising to the Advertiser/Agency in respect of same. Except as otherwise expressly provided for in this Media Space Contract, the failure of a party to exercise any right granted hereunder shall not operate as, or be construed as, a waiver of such right in any manner that impair the ability of the party to enforce it at any subsequent time or times. MISCELLANEOUS: n PATTISON promotional material without payment or liability of any kind whatsoever to the Advertiser or Agency. PRODUCTION: The Advertiser/Agency are responsible for all production costs unless stated otherwise on the contract. Production quotes are estimates only and must be confirmed in writing to the Advertiser or the Agency, acting on beha specifications. Such material shall be subject to the approval of PATTISON. The Advertiser/Agency is required to produce sufficient overage materials based upon production specifications set out by PATTISON (as amended and supplemented from time to time). Failure to provide the required overage may invalidate the Site/GRP/Impressions delivery guarantee. 2 | P a g e Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: April 22, 2025 Subject: Microsurfacing and Surface Treatment (Tender No. 2025-T13) and Culvert Rehabilitations (Tender No. 2025-T12) - Tender Awards Recommendation(s): THAT Duncor Enterprises Inc. be selected to complete Microsurfacing and Surface Treatment on various roads, Tender No. 2025-T13 at a total price of $839,495 (County Portion) exclusive of H.S.T.; and THAT Laemers Excavating be selected to complete Culvert Rehabilitations on various roads, Tender No. 2025-T12 at a total price of $394,063.51 inclusive of a $50,000 contingency allowance and exclusive of H.S.T.; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contracts. Introduction: As part of the 2025 Capital Budget, two (2) tenders were advertised and issued as per Microsurfacing / Surface Treatment and Culvert Rehabilitations on various roads. Background and Discussion: Microsurfacing / Surface Treatment (Tender No. 2025-T13) As part of the approved 2025 capital budget, four (4) county road sections noted below will receive surface treatment or microsurfacing this construction season: 1. Dunborough Road (CR 5) from 401 Overpass to Thames River 2. Elgin County Road 55 from Road #42 EPL to John Wise Line (CR 45) 3. Duff Line (CR 9) from Dunborough Road (CR 5) to Currie Road (CR 8) 4. Furnival Road (CR 103) from Lake Erie to Talbot Line (CR 3) A total of three (3) contractors downloaded tender documents for this project from the bids&tenders. Two (2) contractors submitted electronic bids for this tender which closed on March 28, 2025. Bids were received as follows: 12 Total Bid Price County Portion Company (exclusive of HST) (exclusive of HST) Duncor Enterprises Inc. $2,957,369.69 $839,495.00 Miller Paving Limited $4,191,518.84 $1,287,718.60 1 Indicates total bid price for all Local Municipal Partner 2 Indicates County portion of total bid price. The Township of Malahide, Municipality of Bayham, Municipality of Central Elgin, Township of Southwold and Municipality of Dutton Dunwich also participated in the joint bmitted total bid price to $2,957,369.69. Each respective Local Municipal Partner will award and enter into separate agreements with the lowest bidder as they determine independently. Duncor Enterprises Inc. submitted the lowest compliant bid for the project at a total price of $839,495.00 (County portion) exclusive of HST. Culvert Rehabilitations (Tender No. 2025-T12) As part of the approved 2025 Capital Budget, six (6) sections of county roads will have culverts rehabilitated in advance of proposed future road rehabilitation work. The following roads are included in the 2025 project and collectively twenty-eight (28) culverts are being rehabilitated: 1. Union Road (CR 20) - between CR 18 (Third Line) and John Street, Shedden 2. Iona Road (CR 14) - between Highway 401 and Middlemiss Bridge 3. Fingal Line (CR 16) - between CR 14 (Iona Road) and Village of Fingal 4. Springwater Road (CR 45) - between CR45 (John Wise Line) and Highway 3 5. John Wise Line (CR 45) at intersection of County Road 36 (Quaker Road) 6. Graham Road (CR 76) - between Highway 401 and Simpsons Bridge A total of nineteen (19) contractors downloaded tender documents for this project from bids&tenders. Five (5) contractors submitted electronic bids for this tender which closed on March 28, 2025. Bids were received as follows: 3 Bid Price Company (exclusive of HST) Laemers Excavating $394,063.51 2274084 Ontario Ltd o/a GMP Contracting $499,656.50 Hornblower Earthboring Inc. $559,900.00 Gillier Construction Inc. $591,700.00 Lancoa Contracting Inc. $1,183,978.00 3 Inclusive of a $50,000 contingency allowance. Laemers Excavating submitted the lowest compliant bid for the project at a total price of $394,063.51 inclusive of a $50,000 contingency allowance and exclusive of H.S.T. Financial Implications: Microsurfacing / Surface Treatment Project The Microsurfacing / Surface Treatment tender represents road rehabilitation activities for four (4) different projects within the approved 2025 capital budget. Sufficient project funds exist to accommodate the lowest bid received for these projects. The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: 4 Microsurfacing / Surface Treatment Tender Value $ 839,495.00 Net HST (1.76%) $ 14,775.11 Total Projected Costs $ 854,270.11 5 Combined 2025 Capital Budget Allocations $1,115,099.00 Forecast Budget Surplus/(Deficit) $ 260,828.89 4 County portion of tender value 5 Cumulative estimated projected costs of Microsurfacing / Surface Treatment activities within four (4) identified projects. Culvert Rehabilitation Project The approved 2025 capital budget allocated $408,000 for culvert rehabilitations. Sufficient project funds exist to accommodate the low bid received for this project. The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: 6 Culvert Rehabilitations Tender Value $ 394,063.51 Net HST (1.76%) $ 6,935.52 Total Projected Costs $ 400,999.03 2025 Capital Budget Allocation $ 408,000.00 Forecast Budget Surplus/(Deficit) $ 7,000.97 6 Inclusive of a $50,000 contingency allowance. Advancement of the Strategic Plan: The infrastructure investment activities that result from completing this work develop, enhance and maintain county transportation assets to support current and future community needs, thus supporting Councils strategic strategy of sustainable community growth. Local Municipal Partner Impact: will be 2025 road projectsMicrosurfacing / Surface Treatment tender also included projects for five (5) local municipal partners who will be provided the bid results and will enter into their own agreement with the low bidder. Communication Requirements: All roadworks and project details will be posted on the Municipal 511 platform. elected officials to advise them of the following weeks anticipated works. Conclusion: Tenders for capital projects on county roads were issued and received for Microsurfacing / Surface Treatment and Culvert Rehabilitations to be completed during 2025. Work on these projects is expected to commence in May with completion anticipated to be achieved by the end of October. cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Blaine Parkin Director of Engineering Services Chief Administrative Officer/Clerk Mike Hoogstra Manager of Procurement & Risk Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Date: April 22, 2025 Subject: Transportation Master Plan Cycle Master Plan Recommendation(s): THAT the Cycle Master Plan (CMP) developed as part of the Transportation Master Plan be adopted; and THAT staff be directed to implement cycling facilities as identified in the CMP at the time roadwork is scheduled to be completed on those road sections; and THAT the 10-year capital plan and annual budgets include the costs associated with the implementation and maintenance cycling facilities as per the CMP. Introduction: The County of Elgin is developing its first Transportation Master Plan (TMP) and has recently adopted the Phase 1 Report Needs and Opportunities in February 2025. One the TMP and incorporated into the Capital Plan for implementation. Background and Discussion: Ontario Traffic Manual Book 18 Cycling Facilities (2021) was developed in association with the Ontario Traffic Council and provides guidance to Ontario municipalities for the uniformity and treatment of cycling design facilities, and is consistent with the Highway Traffic Act regarding municipal roads and infrastructure. A hierarchy of cycling networks compliment each other to create a robust multi-modal transportation system and include: Recreational/Touring Cycling Network, Local Neighbourhood Cycling Network, and, Commuter/Spine Cycling Network. The primary focus and responsibility for the County of Elgin is to provide a These represent longer-distance connections between settlement areas, often along County roads. This provides the core network to which the other two layers of cycling network can connect for an interconnected network serving a wide range of cyclists and cycling trips of different purposes throughout the County.Once developed, local communities can plan to expand upontheir local networks and connect to this regional network over time. The draft CMP has been developed building upon previous network planning initiatives, including the 2020 County of Elgin updated cycling network, originally developed as part of the 2014 Elgin-St. Thomas Cycling Master Plan. The plan considered: existing designated cycling facilities, interregional trails (Great Lakes Waterfront Trail and Trans Canada Trail), current cycling demand data (Strava GPS data), input from the Cycling Advisory Group (2021-2022), neighbouring community CMP connections, and input from local municipal staff. This data, in the context of developing a regional Manual and expertise from Arcadis Professional Services Inc. has helped to create the draft CMP presented in this report. The TMPs -- a near-term a medium to long-term builds upon existing facilities and interregional trails to connect most of the populated Priority Plan by providing connections to planned and existing routes in neighbouring communities outside of Elgin. -Term mostly be implemented through planned work on these road sections included within the current 10-year capital plan. The includes approximately 49 kilometres of existing paved shoulders designated as cycling lanes on Elgin County roads and proposes approximately 131 kilometres of additional County road sections to incorporate cycling lanes. The figure below illustrates a typical road cross section that incorporates paved shoulders as cycling lanes. Lane/buffer widths vary depending on traffic volume and speeds as provided in the Ontario Traffic Manual. The vast majority of these facilities are buffered paved shoulders that in most cases are relativelyeasy and cost effective to implement. While relatively inexpensive, there is a significant cost proposed with the addition of these new assets. Collectively, 180km of cycling lanes on County roads has a replacement value of $10M, amortized to approximately $600,000 annually assuming resurfacing every 15 years. In addition, annual operating costs (predominantly for line painting) is valued at approximately $200,000. Therefore, the total cost of implementing and maintaining portion of the CMP is estimated to be $800,000 annually. 67km of additional cycling lanes connecting to existing and proposed cycling routes connecting communities outside of the County 2035. It should be noted that paved shoulders provide additional benefits to road users that include less maintenance (shoulder grading) and increased safety (eliminate shoulder drop offs). Staff has also witnessed a number of other users on paved road shoulders that include motorized scooters, e-bikes and pedestrians (where sidewalks are not present). Therefore, the development of regional cycling network infrastructure will enhance community amenities and the resident/visitor experience. As anticipated regional growth develops the CMP is recommended to be updated every 5 years in order to monitor implementation progress and to allow for revisions ensuring between communities and locally developed cycling networks. The CMP will therefore be a living Financial Implications: The table below lists the total number of kilometres of roads that are currently planned to be resurfaced, rehabilitated or reconstructed over the next 10 years that are part of the CMP. These road sections will have paved shoulders installed and/or lanes identified and designated as cycling lanes. YearLinear kmsEstimated Cost 202527.94$ 1,397,000 202619.43$ 990,930 202720.68$ 1,075,774 202817.9$ 949,781 202918.95$ 1,025,604 203013.22$ 729,797 20311.38$ 77,705 20324.86$ 279,131 20332.76$ 161,689 20341.18$ 70,510 Totals128.3$ 6,757,922 The 2025 budget has included the $1,397,000 cost to implement the proposed 28km of cycling lanes along Talbot Line and Fingal Line (both through the Municipality of will be implemented with support and approval of County Council. The remaining proposed costs from year 2026 to 2034 have not been included within the 10 year capital plan and if the CMP is approved, these additional projects and their corresponding costs will be added. Annual line painting to establish the painted buffer zone is valued at approximately $1,000 per linear kilometre per year that will equate to approximately $128,000 annually of additional operational costs per year after these new cycle lanes are implemented. Advancement of the Strategic Plan: The development and implementation of a County wide Cycling Master Plan will advance sustainable community growth, community well being and inclusivity. Local Municipal Partner Impact: County roads and does not impact the local road network. Each LMP will develop their own CMPs at their own pace and have the ability to provide connections to the regional Elgin County cycling network as they determine to best suit individual community needs. Communication Requirements: Once approved, the CMP will form part of the TMP website. As sections are developed, Engineering staff will work with Communications S to name sections of the CMP as previously done (Whistlestop Trail, High Wheel Way) or to apply for active transportation facility funding if available to offset implementation costs. Conclusion: The development of the CMP is a major initiative of the TMP. A regional cycling network will create opportunities for cycling tourism and provide an enhanced service for residents and visitors across Elgin County. LMPs will be able to build regional cycling network and establish connections throughout their local communities. Once approved by Council, the CMP will formally be adopted and implementation of cycling lanes will be coordinated with planned road investments scheduled within the approved capital plan, starting with Talbot Line and Fingal Line through the Municipality of Dutton Dunwich in 2025. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Blaine Parkin Director of Engineering Services Chief Administrative Officer/Clerk Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Date: April 22, 2025 Subject: Transportation Master Plan Initiatives Road Rationalization Recommendation(s): ; and THAT staff be directed to develop an implementation action plan and asset transfer protocol to facilitate the transfer of approximately twenty-four kilometres of County road sections to local jurisdictional ownership as identified in the study for approval by County Council at a future meeting in 2025; and THAT staff be directed to begin the planning process for the permanent closure and subsequent removal of the Fulton Line Bridge and the Jamestown Line Bridge; and THAT 1. Edison Drive Bridge Municipality of Bayham 2. Lings Bridge Township of Southwold 3. McGinnis Bridge Municipality of Central Elgin 4. Harkness Bridge Municipality of Central Elgin 5. Fleming Creek Bridge Municipality of West Elgin Introduction: The County of Elgin is developing its first comprehensive master planning exercise for the CoThe Phase 1 update - Needs and Opportunities Report was completed and presented to County Council in February 2025. The TMP is nearing the conclusion of Phase 2: Develop and Assess Network Alternatives and includes a road network jurisdictional evaluation. road rationalization recommendations and to direct staff to develop an implementation action plan to advance road transfers. Background and Discussion: -term strategy that will outline policy directions and identify transportation infrastructure plans to meet the through 2054, considering all modes of travel. recommendations have been developed after multiple stakeholder group meetings and public input. The following fourteen (14) strategies are being developed to support the 1. Cycling Master Plan 8. Road Rationalization 2. Transit Feasibility Analysis 9. Road Classification 3. Commercial Vehicles 10. Local Bridges Review 4. Safety Strategy 11. Freight Rail 5. Road Design Guidelines 12. Carpool Lots 6. Roundabout Screening 13. Transportation Demand Management 7. Communication / Utilities 14. New Technologies Road Rationalization A key component of the TMP is the aspiration to create an upper-tier road network in Elgin County and envisioned as follows: Road rationalization is the process of reviewing and determining the appropriate jurisdiction (County vs. local municipality), aiming to align asset ownership with the provision of services the County provides. The process removes assets that should not be Road use and function can change over time and road transfers have occurred throughout the history of Elgin County to accommodate growth and demand changes. The TMP has used this philosophy and past practice to help formulate the ideal County road network through a road rationalization review. As examples, in the late 1950s, County Road 10 (part of Aberdeen Line) and County Road 12 (part of Mapleton Line) were transferred to their respective local municipalities. In the mid 1980s, a large number of local roads were assumed by the County and including all or parts of County roads 5, 18, 27, 46, 48 and 52. In the late 1990s, transfers from the Province to the County for Highways 3, 4, 19, 73, 74 and 76 occurred. In the early 2000s, Graham Road through West Lorne, Belmont Road through Belmont, John Street through Aylmer Robinson Street through Port Burwell, and Putnam Road (between Lyons Line and Ron McNeil Line) were transferred from local jurisdictional ownership to the County. Colbourne Street and Bridge Street in the Village of Port Stanley (including the King George VI Lift Bridge) were also transferred from the Municipality of Central Elgin to the Most recently in 2016, road rationalization transfers occurred between the County of Elgin and the Township of Southwold whereby 3.5km of local roads were transferred to the County and 10km of road segments were transferred to the Township of Southwold. Although the Municipal Act, 2001, permits upper-tier municipalities the ability to transfer roads at their discretion, no guidance is provided to assist in the selection of candidate upper-tier roads. Many municipalities have and continue to utilize the Ontario Good b methodology (with slight refinements) to develop the road transfer recommendations. The OGRA road rationalization tool was utilized to score road segments based upon twelve (12) unique criterion. The entire County road network was evaluated as well as 48.5 kilometres of local roads proposed by the Municipal Advisory Committee (MAC) during 2021 and 2022 for transfer to the County. The complete study presentation is attached to this report. The Road Rationalization presentation provides an overview of the twelve (12) criteria categories implemented in order to determine a warrant scoring for each road segment. Each criteria application and resulting score is illustrated to provide an overall network scoring to determine recommended road transfers. The resulting analysis determined that a total of 180 kilometres of County roads meet the warrant criteria to be transferred to their local jurisdictions. The study final recommendation has significantly reduced the warranted transfers through a phased approach and has identified a total of 23.8 - roads to municipalities. -near term and coincide with an action plan and asset transfer protocol yet to be developed or approved. One asset transfer protocol option may consist of transferring funds identified with the approved capital plan to the municipality at the same time as the asset transfer occurs to allow municipalities to make their own asset investment decisions. This option is similar to how transfers occurred from the Province to the County in 1997 and 1998. Another transfer protocol may allocate funding to the receiving municipality over a period of time, for example 10 years. If endorsed by Council, staff will develop an action plan and asset transfer protocol rs in an equitable fashion. County Bridges on Local Roads The County of Elgin has jurisdiction of nine (9) bridges that reside upon local roads. Each of these structures has been reviewed and their strategic value has been assessed considering: its use, being redundant with nearby crossings available, if load restrictions are present, considering undue hardship for users if removed, considering emergency response times and if significant local area growth is expected. Two (2) of these bridges have been identified for requiring replacement within the next 5 years and $2.86M has been included within the approved capital plan to replace these single lane bridges with similar single lane structures in 2027. An opportunity exists to permanently close and remove the Fulton Line Bridge and Jamestown Bridge as they have been identified as providing low strategic value. Staff supports divesting these assets in order to re-allocate capital investment towards other, higher value strategic initiatives such as anticipated growth- related needs currently not included within the capital plan. Five (5) of these bridges have been identified as low strategic value to County travel and recommended to be removto ensure alignment with the services the County is responsible for providing. Two (2) of the bridges (Dingle Street and Gillets) are recommended to remain within the Financial Implications: If endorsed by County Council, the tra consultant will have financial implications that vary depending on the developed and approved action plan and asset transfer protocol. Advancement of the Strategic Plan: rategy of sustainable community growth by understanding anticipated future needs to inform planning of asset investments that allow the County to provide exceptional services to meet those needs. Local Municipal Partner Impact: Staff proposes to develop an asset transfer protocol with funds identified within the approved capital plan so that additional local funding will not be required in the medium term. This infrastructure will be able to be managed locally, serving a local rather than regional purpose. This report recommends staff be directed to develop an asset consideration at a future meeting. Once that action plan and asset transfer protocol is approved by Council, staff will meet with the LMPs, solicit their comments and report back to County Council prior to implementation of the plan. Communication Requirements: Once direction is provided by Council with respect to the Cycle Master Plan and Road Rationalization, the findings will be presented in a second public information centre (PIC) for public review and comment webpage and social media. Conclusion: for jurisdictional responsibility of the C the County is responsible for providing. A key component of the TMP includes recommendations of road and bridge port seeks approval to implement these recommended transfers and direct staff to develop an action plan and asset transfer protocol . The report nd the Jamestown Line bridges. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Blaine Parkin Director, Engineering Services Chief Administrative Officer/Clerk Recommended RoadTransfers ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 57 Propsed County Roads Transfers Length Road NameFromTo kmMunicipality Furnival Road (CR 103)Lake ErieRoad 3 SPL 1.97West Elgin Miller Road (CR 15)Road 8 WPLRoad 2 SPL 1.20Dunwich Lake View Line (CR 8)800 m East #8 CLLakeview Line CL 0.95Dunwich Currie Road (CR 8)Lakeview Line CLRoad 16 SPL 3.11Dunwich Fruit Ridge Line (CR 51)South/Yar. T/L EPLPSTR RR Tracks CL 0.67Central Elgin Fruit Ridge Line (CR 51)PSTR RR Tracks CLRoad 4 WPL 0.83Central Elgin Joseph Street (CR 23)Road 4 EPLJoseph ST NPL 0.28Central Elgin East Road (CR 23)East Street EPLRoad 4 EPL 1.31Central Elgin Dexter Line (CR 24)OLD DEXTER LINE 2.90Central Elgin Imperial Road (CR 73)Hale Street SPLCatfish Creek / S. Abutment 1.05Malahide Imperial Road (CR 73)Levi Street WPLRoad 24 SPL 0.92Malahide Putnam RoadLyons Line SPLRon McNeil Line NPL 2.72Malahide Whitaker Road (CR 49)Road #52 NPLEnd 50km zone Springfield 0.35Malahide Whitaker Road (CR 49)End 50km zone SpringfieldRoad #48 SPL 2.41Malahide Fulton Street (CR 41)Road 19 NPLUnion St EPL 0.66Bayham Chatham Street (CR 39)End of Road Road 42 SPL 1.32Bayham Wellington Street (CR 42)Road 19 EPLElizabeth Street EPL 0.64Bayham Victoria Street (CR 50)Road #42 NPLRoad 19 SPL 0.56Bayham TOTALS 23.84 Local RoadBridges Harkness Bridge, WillsieBourne McGinnis Bridge, ThomsonLine Lings Bridge, SouthminsterBourne Under County Jurisdiction Dingle StreetBridge Fulton BridgeLine County bridges requiring replacement or major repairsin next 5years Gillets Bridge, SpartaLine Jamestown LineBridge Edison DriveBridge Fleming Creek Bridge, McPhersonRoad OtherCounty bridges Images from Google Maps ÎStreetview2022 COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 5 Local Road BridgesReview Deck Deck Approved Length Width Planned Year Structure Span ADT (m)(m)Investments BuiltType(m) BridgeRestrictionsStrategic Value to CountyTravelInitialRecommendation B23 Fulton 1912SteelTruss48.85.048.8Max12/18/23382027:replace Low: low use, gravel access, and no Candidate for closureto BridgeLinetonnes,gravel($2,700,000)significant impact on local emergency cars/transfer roadstraveltimes B26James-1900SteelTruss33.34.033.3Max 7/12/17 502027:replace Low: can be an alternative redundant Candidate for closureto towntonnes,gravel ($2,700,000)route vs. Gillets, but pooraccesscars/transfer roads B27Gillets1930SteelTruss 63.04.931.5Paved road with5 1752025:repairs MODERATE: significant for County Continued County Twintonnes per axle ($500,000)road network redundancy (Port Bruce) ownership/ assistance seasonallyand minimizing local emergency travel times B46Edison 2016SteelTruss33.57.433.5Narrow andcurvy 39 Low: serves a few residences on Candidatefortransfer Driveaccessroads.Edison Drive (a dead end), no redundantroutes B42Dingle 1962Precast I 21.011.319.85 tonnes peraxle 850 MODERATE: relatively high volumes Continued County StreetBeam,Simp-seasonallyin growth area would divert to Highway ownership/assistance lySupported3 withoutbridge B16Lings1991Concrete 12.513.011.4Gravelroad250 Low: strong route redundancy and Candidate fortransfer RigidFramerailway precludes potential for future industry fronting theroadway B302015Concrete 12.58.811.0Gravelroad90 Low: primarily serves a few Candidate fortransfer McGinnisRigidFrameresidences on Thomson, redundant route via YarmouthCentre B072017PrecastCon-9.118.78.1Max 10/18/25 100 Low: strong redundancy and no Candidate fortransfer Fleming crete Box tonnes, gravelroadsignificant impact on emergency travel CreekStructuretimes B311949Concrete 6.79.26.1Gravel rd, 5 tonnes/ 350 Low: only a minor deviation to higher-Candidate fortransfer HarknessRigidFrameaxle seasonallyquality roads withoutbridge. COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 7 McGinnis Bridge, Thomson Line: Harkness Bridge, Willsie very low use; bridge primarily Bourne: only minordeviation Draft Recommend- serves a few residences along the to higher-order roads vs. roadsegment bridge ations for Local Lings Bridge, Southminster Bourne: low potential for future Dingle Street Bridge: Road Bridges Under road-facing industry due to relatively high use as adjacent railline direct local connection CountyJurisdiction toAylmer Fulton Bridge Line: Near-term replacement required to continueuse; Very high replacement Continue County cost and limiteduse; ownership and consider closure to cars or operation due to alternativestructure strategic value and/or highcost EdisonDrive Gillets Bridge, Sparta Line: Jamestown Line Bridge: Bridge: Steel Near-term replacement very high replacement Candidate for structure has required to continue use; cost, consider closure to recently been consider replacing in spiteof cars (if Gillets Bridge closure to motor- replaced high cost due to network remains open forcars) ized vehicles redundancyvalue (possiblewalking/ FlemingCreekBridge, McPhersonRoad:High cyclinguse) redundancyandlowuse Candidate for transfertolocal municipality Images from Google Maps ÎStreetview2022 COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 8 Road Rationalization Framework and Application(2025 Update) COUNTY OF ELGIN TRANSPORTATION MASTER PLAN PREPARED BY ARCADIS MARCH 14,2025 PHASE Identify Needsand TMP Study Process PUBLIC CONSULTATION#1 Opportunities 1 June – Sept 2021 The Transportation Master Plan (TMP) will set the direction for developing PHASE Develop and Assess the County’s multi-modal NetworkAlternatives 2 transportation system overthe: •Identify and recommend actions that progress toward TMP vision andgoals •Near-term(2034) •Medium-term(2044) PHASE Develop Supporting PUBLIC CONSULTATION#2 Strategies andPolicies •Long-term(2054) 3 Spring 2025 •Phase 2 and 3Summary Report and presentation materials Road rationalization is one of the PHASE TMP UPDATEPUBLIC Prepare TMP’s supporting strategies and REVIEWPERIOD Transportation MasterPlan policies 4 Summer 2025 ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 2 Road Rationalization Road rationalization is the process of applying a logical framework to determine which roads serve County mobility objectives to a sufficient degree to remain in or be added to the County road network. Philosophy of an upper-tier road network in Elgin County: The road network should support business, economic development, and growth in the County as well as meet the transportation needs of existing communities. To provide an increased level of service where required, County roads are to function as arterial or major collector roads and to provide for the efficient movement of traffic. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 3 Background – The Municipal Act, 2001 (emphasis added) 52 (1) An upper-tier municipality may add a lower-tier highway, including a boundary line highway, to its highway system from any of its lower-tier municipalities. …(4)An upper-tier municipality may remove a highway, including a boundary line highway, from its system. …. 58 (1)An upper-tier municipality has, in respect of land lying within 45 metres from any limit of an upper-tier highway, all the powers conferred on a local municipality under section 34 of the Planning Act for prohibiting the erecting or locating of buildings and other structures within that area. (2)If there is a conflict between a by-law passed by an upper-tier municipality under subsection (1) and a by-law passed by a lower-tier municipality under section 34 of the Planning Act, the by-law of the upper-tier municipality prevails to the extent of the conflict, but in all other respects the by-law passed by the lower- tier municipality remains in effect. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 4 County of Elgin TMP Road Rationalization Process Confirm List of County and Local Municipal Roads Under Consideration 1 Apply Scoring Criteriato Road Segments to Develop an Initial County Road Network 2 Apply NetworkPrinciplesto the Initial County Road Network to Complete a Proposed County Road Network 3 ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 5 Step 1: Confirm Roads Under Consideration Roads Under Consideration All County Roads are under consideration for potential transfer Roads put forward by Local Municipal Partners for potential transfer: Dutton-Dunwich: Pioneer Line – Currie Road (CR 8) to Iona Road (CR 14) Southwold: SouthminsterBourne– Highway 4/Sunset Drive to Wonderland Road (CR 29) Southwold:ShorleaLine – Wonderland Road (CR 29) to Wellington Road (CR 25) Southwold:Ford Road – Highway 3/Talbot Line to Wellington Road (CR 25) Central Elgin: Yarmouth Centre Road – John Wise Line (CR 45) to St. Thomascity limit, Ron McNeil Line (CR 52) to WillsieBourne Malahide and Bayham: Pressey Line –Springfield Road (CR 40) to Culloden Road (CR 46) Malahide: PigramRoad – Pressey Line to Ron McNeil Line (CR 52) Malahide and Bayham: Vienna Line – Imperial Road (CR 73) to Centre Street, Vienna ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 7 Local Municipal Roads Put Forward for Consideration ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 8 Step 2: Apply Scoring Criteria to Road Segments Building on the OGRA Road Rationalization Framework The County of Elgin Road Rationalization approach aims to closely follow the Ontario Good Roads Association (OGRA) approachto road rationalization(1998) Some interpretation/judgement is needed in applying OGRA criteria due to lack of specificity in the OGRA guidelines Some refinements were made to allow more gradation in the scoring or to better leverage available County data Reordering of criteria allowed for more logical criteria application (i.e.some criteria are applied after a partial network is identified) Most counties who have applied this framework have incorporated some customization to the criteria ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 10 Elgin Road Rationalization Criteria – Overview Criterion 7: Road Surfaces (OGRA 10) Criterion 1: Urban Centre Connector Criterion 8: Traffic Volumes (OGRA 11) Criterion 2: Industrial Connector Criterion 9: Road Right-of-Way (OGRA 12) Criterion 3: Truck Traffic Criterion 10: Adjacent Municipality Arterial Extension (OGRA 7) Criterion 4: Barrier Service Criterion 11: Urban Cell Service/Spacing (OGRA 6) Criterion 5: Tourism Connector Criterion 12: Rural Cell Service/Spacing (OGRA 8) Criterion 6: Traffic Speeds (OGRA 9) Criteria 10-12 (in grey)apply after a Partial County Road network is identified Minimum total score =6for road segment to be included in an Initial County Road Network ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 11 Criterion 1: Urban Centre Connector Connect Urban Centres to each other or to a Kings Highway unless such a service is now provided by a Kings Highway. OGRA Weighting = 3County of Elgin Weighting = 3 OGRA Application Guidelines: County of Elgin considerations and application: This criterion is intended to identify roads that Also connect to commercial centresof significant provide service to and from centreshaving external settlements: St. Thomas, London, commercial and possibly industrial Tillsonburg, Ingersoll, Bothwell, Strathroy. development. Identify commercial centres based on corresponding Official Plans. Urban centresare areas of concentrated development, not “ribbon” development. Routes are identified considering fastest travel speeds as well as road quality, using only roads The criterion is not intended to be applied to being assessed as well as Provincial roads. residential subdivisions that are developing in rural areas. When the residential development grows to Connection of County interest ends at closest a sufficient size, upper tier road service may be intersection of arterial and/or collector roads considered through the application of all ofthe closest to the commercial centre. criteria. Continued onnext slide ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 12 Criterion 1: Urban Centre Connector (cont’d) County of Elgin considerations and application (cont’d): Use County of Elgin settlement areas as defined in the Official Plan: Connect Tier 1 settlements to all other Tier 1 settlements and significant external settlements. Connect larger Tier 2 settlements that have commercial centresto closest and to most significant nearby Tier 1/ external settlements if not already connected from Tier 1 connections (shown in red on map). Where there are multiple commercial parcels within a single settlement area, the connection of County interest is to connect to the first/closest of these. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 13 Criterion 1 Input: Settlement Areas ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 14 Criterion 1 Input: Land Use (to identify commercial centres) Land Use corresponds to Elgin County’s 2015 Official Plan ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 15 London, Ingersoll London(multiple Ingersoll commercial areas) Criterion 1 Input: Tillsonburg Identified Connections Delhi Strathroy Connections among Tier 1 Settlement Areas and Simcoe Significant West Lorne – External Bothwell via CR Dutton- Settlements 76/ Middlesex Rd 2 St. Thomas West Lorne – via CR 3 Norman via Additional Hwy 401/CR 20/ Connections CR 3/ CR 45 for Tier 2 Dutton – Port Bothwell Settlement Stanley seemsto Areas be1minutefaster via CR 16 vsCR3 West Lorne – Port Stanley is fastest via Hwy 401/CR 20 Rodney – Port Stanley via CR 3/CR 16 ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 16 Criterion 1 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 17 Criterion 2: Industry Connector (OGRA: King’s Highway / Upper Tier Connector) Connect major commercial and industrial areas, universities, hospitals, international border crossings and provincial boundaries, etc. to a Kings Highway or Upper Tier road. OGRA Weighting = 2County of Elgin Weighting: 2– connections to major industrial areas OGRA Application Guidelines: 1– connections to other significant industrial areas The intent of this criterion is to extend the County of Elgin considerations and application: Kings Highway or upper tier road to connect to the facilities mentioned and not to Major industrial areas include the old Ford site, Green provide for lateral connections between Lane Landfill and the northeast St. Thomas industrial highways/upper tier roads. development. CR 11 is included due to its future potential in serving major industrial lands. Major institutional/commercial/industrial complexes are areas generating more than Other significant industrial/institutional areas include 1000 vehicle trips per day. aggregate sites, County offices, Ontario Police College. Connect industrial and institutional areas to closest provincial highway route for travel in different directions. The connection of County interest ends at closest intersection of arterial and/or collector roads. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 18 Criterion 2 Input: Aggregate Sites ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 19 Criterion 2 Green Lane Input: Identified Landfill Connections Significant Active Aggregate County Sites offices Major Industrial Area Other Significant Industrial or Institutional Area Connects major industrial areas Connects other industrial and institutional areas Additional routes connecting aggregate sites Dashed routes are not scored but are included to show continuation of a connection ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 20 Criterion 2 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 21 Criterion 3: Truck Traffic (OGRA: Heavy Industry Service) Provide service within 4 km of consistent major attractors or generators of heavy vehicles. County of Elgin Weighting: OGRA Weighting = 2 OGRA Application Guidelines: Daily Truck Volumes: It is not intended that it be an upper tier responsibility to 2 -over 400 provide service to the entrance of every attractor or 1.5 -300-400 generator of heavy vehicles. Rather, it is intended that 1 -200-300 upper tier service be provided close to the industry and that 0.5 -100-200 the distribution within the area of the industry be a lower tier County of Elgin considerations and responsibility. application: “Close to” means within a distance of approximately4.0 km. “Consistent major attractor or generator”, in the case of Truck traffic levels are available or can gravel pits and quarries, is defined as approximately 9 be estimated and are an appropriate months or more of operation per year. alternative measure. Landfill sites under the jurisdiction of, or serving the upper Future traffic growth factors have been tier municipality, may also be considered as attractors of applied to estimate 2054 truck traffic. heavy vehicles and may be serviced by upper tier roads. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 22 Criterion 3 Input: Truck Traffic (County Roads Only) While truck traffic volumes are not shown in thisplotfor local municipal roadways under consideration, actual or estimated traffic counts were used for assessing these roadways ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 23 Criterion 3 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 24 Criterion 4: Barrier Service Provide service parallel to and across major barriers to free traffic movement such as freeways, watercourse or congested areas. OGRA Weighting = 1 County of Elgin Weighting = 1 OGRA Application Guidelines: County of Elgin considerations and application: The intent of this criterion is to alleviate traffic Applies to the following: on local roads by providing service parallel to Provincial Highway Emergency Detour Route for or across barriers to traffic movement where Highway 401 upper tier service is justified. The barrier must CR 53 bypass of downtown Aylmer be an obstacle to traffic wishing to cross it Significant creek crossings and routes running and it must be feasible to cross (i.e.freeways parallel to major creeks (consider length of detour by interchanges and rivers by bridges). and availability of alternative routes of moderate or Service is provided “parallel to” only if there is high quality) no other upper tier or provincial road Yarmouth Centre Road south of Highway 3, providing that service within a reasonable bypassing busy southeast St. Thomas roadways. distance and only along roadways which are The connection of County interest ends at closest used to reach barrier crossings. intersection of provincial, County or local arterial roads. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 25 Criterion 4 Input: MTO Emergency Detour Route ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 26 Criterion 4 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 27 Criterion 5: Tourism Connector (OGRA: Resort Criterion) Provide service within 4 km of a major resort and/or recreational areas County of Elgin Weighting: OGRA Weighting = 1 OGRA Application Guidelines: 1– Connections between Port Stanley and Provincial Highway Network The intent of this criterion is to provide upper tier 0.5 – County Scenic Routes that are not service close to resort/recreational areas or to a already identified among connections to lower tier road system that distributes the traffic. Port Stanley “Close to” means within a distance of County of Elgin considerations and application: approximately4.0 km from the edge of the resort County of Elgin does not have “resorts”per se. development. County of Elgin is supportive of tourism. Port Stanley is the most significant tourism A major resort/recreational area is an area generator. generating a minimum of 700 vehicle trips per day during normal season of operation. County of Elgin also contains three day-time use Ontario Provincial Parks: Port Burwell, Port Bruce and John E. Pearce. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 28 Criterion 5 Input: Scenic Routes ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 29 Criterion 5 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 30 Criterion 6: Traffic Speed Provide service on roads where the speed limit is 80 km/h. OGRA Weighting = 1County of Elgin Weighting = 1 OGRA Application Guidelines:County of Elgin considerations and application: Apply to all roads with a speed limit of 80 km/h This criterion is intended to identify those roads per OGRA which have a speed limit of 80 km/h. Also apply to all roads with a speed limit of This is deemed to be a desirable speed limit 60 km/h+ in urban areas, noting that this speed allowing roads that predominately serve as inter- limit still indicates the priority of traffic municipal links in a road network to do so movement vs. land access in urban areas efficiently. __________ Note: This is based directly on posted speed data. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 31 Criterion 6 Input: Traffic Speeds (County Roads Only) While posted speeds are not shown in this plotfor local municipal roadways under consideration, posted speeds were used for assessing these roadways ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 32 Criterion 6 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 33 Criterion 7: Road Surface Provide service on roads with an asphalt surface. OGRA Weighting = 0.5County of Elgin Weighting = 0.5 OGRA Application Guidelines:County of Elgin considerations and application: Applies to all roads with high-quality bituminous This criterion is intended to identify those roads surface andnotsusceptible to seasonal half- with an asphalt surface. load restrictions These roads were deemed to be more appropriate to serve as upper tier roads, as this surface material would be more durable to withstand the greater traffic volumes, heavier vehicles and higher speeds as anticipated on upper tier roads. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 34 Criterion 7 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 35 Criterion 8: Traffic Volume Provide service on roads with current traffic volumes greater than 1000 vehicles per day. OGRA Weighting = 0.5County of Elgin Weighting: Application Notes:0.5 – 2054 Total Weekday traffic > 1,000 1 – 2054 total traffic >4,000 This criterion is intended to identify roads with current traffic volumes greater than 1000 vehicles County of Elgin considerations and application: per day. Year 2054 traffic growth forecasts, pivoting from 2024 counts, are used provide an allowance for future growth Additional scoring is provided based on higher- volume threshold of 4,000 ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 36 Criterion 8 Input: 2024 Weekday Traffic (County Roads Only) While traffic volumes are not shown in thisplot for local municipal roadways under consideration, actual or estimated traffic counts were used for assessing these roadways ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 37 Criterion 8 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 38 Criterion 9: Road Right of Way Provide service on roads with at least a 66 foot (20 m) wide right of way. OGRA Weighting = 1County of Elgin Weighting = 1 Application Guidelines:County of Elgin Considerations: Apply as per OGRA The intent of this criterion is to identify roads with a right of way width of 66 feet (~20 metres). It is appropriate to be considered for an upper tier road designation that the road have at least a standard right of way. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 39 Criterion 9 Input: Road Right of Way ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 40 Criterion 9 Scoring ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 41 Criteria 1-9 Scoring Subtotal ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 42 Partial County Network (Road segments scoring a total of 6+ for Criteria 1-9) ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 43 Criterion 10: Adjacent Municipality Arterial Extension Provide service on those roads which are extensions of urban arterial streets, from the urban limits to the first intersection where the AADT is below 700 vehicles per day, then connect to an upper tier road or a Kings Highway by the shortest route. County of Elgin Weighting = 2 OGRA Weighting = 2 OGRA Application Guidelines: County of Elgin considerations and application: The intent of this criterion is to provide for the This criterion is applied after preparing a partial extension of urban arterial streets into the rural County road network (Criteria 1-9). areas to connect with an upper tier road or a Apply using OGRA’s AADT guidelines for this Kings Highway. criterion, i.e. weighting applies for 700 veh/day Traffic counts should be taken on both sides of segments / until connected to upper-tier road. the intersection with the upper tier and the Consider connectivity to arterial roads of County extension continued through the intersection, urban areas and of all adjacent municipalities and only if both AADT’s equal or exceed 700 First Nations. vehicles per day. Refer to the Official Plans of adjacent municipalities to identify arterial roads. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 44 Criteria 10 Arterial Extensions ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 45 Initial County Road Network ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 46 Criterion 11: Urban Network Spacing (OGRA: Urban Cell Service) Provide service in urban areas within the cells formed by the Kings Highways and the streets selected by the above criteria, provided that the traffic demand existing on the street is considered predominantly for through traffic. Additional service required Apply after Criterion 10 results Population when spacing of roads is Density OGRA Application Guidelines: greater than: The intent of this criterion is to identify roads in the Less than 40 2,000 metres cell under consideration at the spacing noted.The persons / ha roads so identified must function predominantly Between 40 and for through movement of traffic. 1,200 metres 125 persons / ha Roads that function as minor collectors for trips with origin and destination within the cell should be County of Elgin considerations and application: rejected. Apply as per OGRA The cell population density considered in identifying No additional road segments were identified the appropriate spacing should be either the under this criterion daytime or night time population, whichever is greater. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 47 Criterion 12: Rural Network Spacing (OGRA: Rural Cell Service) Provide service in rural areas within the cells formed by the Kings Highways and the roads selected by the above criteria. Apply after Criterion 10 results Additional service required Population Densitywhen spacing of roads is OGRA Application Guidelines: greater than: The intent of this criterion is to provide upper <1 person / haNo additional service tier service within the cell formed by the 1 person / ha25 km application of criteria 1 - 7 inclusive at spacing related to population density within the cells. 1 to 4 persons / ha20 km Upper Tier roads or provincial highways in the 4 to 8 persons / ha15 km subject upper tier or in adjacent upper tiers act 8 to 16 persons / ha10 km as rural cell boundaries. 16 persons / ha +6 km County of Elgin considerations and application: Apply as per OGRA No additional road segments were identified under this criterion ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 48 Criteria 11 and 12 Input: Population Density ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 49 Step 3: Apply Network Connectivity Principles to Complete the Network County Road Network Connectivity Principles Roads may be added onto/retained in the network based on the following network considerations: 1.Ensure that each Highway 401 interchange has at least one County Road connection to the County Road Network 2.Close short or strategic route continuity gaps 3.Avoid “spurs” but rather continue routes to connect with another upper-tier road, Provincial highway or arterial road where feasible 4.Maintain redundancy in the network, e.g.routes across or parallel to major creeks, parallel to congested roadways, or avoiding larger spacing between County roadways 5.Include selected segments with higher traffic volumes and/or truck traffic volumes Also consider total road network scoring in applying these principles. ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 51 Redundancy (4) Close small Truck and traffic gap (2) volumes (5) Avoid spur (3) Application of County Heavy trucks Road Network (Green Lane Landfill)(1,5) Connectivity Principles (Principle number noted) Redundancy (4) Close small gaps (2) Redundancy (4) Close small Avoid spur (3) gaps (2) ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 52 Proposed County Road Network ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 53 Results for Local Municipal Roads Put Forward for Consideration Summary of results: None were assessed to be of sufficient County interest to include in the proposed County Road Network All scored less than the threshold score of 6; none were identified to add through connectivity principles Notes on specific roadways: Pioneer Line:low traffic, and very close to parallel Shackleton Line (CR 13), which was retained only for redundancy SouthminsterBourne,ShorleaLine:narrow roads with low volumes that are not required for County connectivity, especially with planned nearby Highway 3 and 4 improvements Ford Road: not connected to future Highway 3 and 4 roundabout, removing its role as an urban centre connector Yarmouth Centre Road: not currently included in the proposed County Road under this framework, based on current condition (i.e. narrow road with low volumes), but is also being assessed under a separate road network needs/capacity analysis for the TMP Pressey Line, Pigram Road: relatively low volumes and narrow roadway; redundancy with nearby Ron McNeil Line (CR 52) and Oxford Road 20; these roadways can be designated a no-truck route to manage truck traffic if needed Vienna Line: low volumes and redundant with Nova Scotia Line (CR 42) ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 54 SouthminsterShorleaLine: score 2PigramRoad:score 2 YarmouthCentreRoad: Bourne: score 2 score 1 north of CR 48 Score 1.5 south of CR 48 Local Municipal Roads Put Forward Ford Road: score 3 for Consideration: Pressey Line: score 2.5 west of PigramRoad Criteria 1-9 Scoring score 3 east of PigramRoad YarmouthCentreRoad: score 5 north of Highway 3 score 3.5 between Highway 3 and CR 56 Vienna Line: score 2 score 2.5 between CR 56 and CR 45 Pioneer Line: score 1.5 ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 55 Recommended Road Transfers Recommended (Theoretically Warranted) Road Transfers ROAD RATIONALIZATION FRAMEWORK AND APPLICATION (2025 UPDATE) 57 Propsed County Roads Transfers Length Road NameFromTo kmMunicipality Furnival Road (CR 103)Lake ErieRoad 3 SPL 1.97West Elgin Miller Road (CR 15)Road 8 WPLRoad 2 SPL 1.20Dunwich Lake View Line (CR 8)800 m East #8 CLLakeview Line CL 0.95Dunwich Currie Road (CR 8)Lakeview Line CLRoad 16 SPL 3.11Dunwich Fruit Ridge Line (CR 51)South/Yar. T/L EPLPSTR RR Tracks CL 0.67Central Elgin Fruit Ridge Line (CR 51)PSTR RR Tracks CLRoad 4 WPL 0.83Central Elgin Joseph Street (CR 23)Road 4 EPLJoseph ST NPL 0.28Central Elgin East Road (CR 23)East Street EPLRoad 4 EPL 1.31Central Elgin Dexter Line (CR 24)OLD DEXTER LINE 2.90Central Elgin Imperial Road (CR 73)Hale Street SPLCatfish Creek / S. Abutment 1.05Malahide Imperial Road (CR 73)Levi Street WPLRoad 24 SPL 0.92Malahide Putnam RoadLyons Line SPLRon McNeil Line NPL 2.72Malahide Whitaker Road (CR 49)Road #52 NPLEnd 50km zone Springfield 0.35Malahide Whitaker Road (CR 49)End 50km zone SpringfieldRoad #48 SPL 2.41Malahide Fulton Street (CR 41)Road 19 NPLUnion St EPL 0.66Bayham Chatham Street (CR 39)End of Road Road 42 SPL 1.32Bayham Wellington Street (CR 42)Road 19 EPLElizabeth Street EPL 0.64Bayham Victoria Street (CR 50)Road #42 NPLRoad 19 SPL 0.56Bayham TOTALS 23.84 Asset Rationalization Î COUNTY BRIDGES ON LOCAL ROADS COUNTY ASSET RATIONALIZATION - BRIDGES ON LOCAL ROADS 1 Local Road Bridges Under County Jurisdiction:Context ¤The County maintains 58 bridges, 9 of which are on localroads ¤Like other Ontario municipalities, the County is facing a financial challenge with bridges nearing the end of their lifespans and requiring costlyreplacement ¤Based on the findings of a 2023inspection (following OntarioÓs Structure Inspection Manual), three of the longest local road bridges require replacement or major repairs within the next 5 years to allow continued use by motorizedvehicles COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 2 Local Road Bridges Under County Jurisdiction: HistoricalActs Municipal Act, 1950 (section sincerepealed): 430. (1) The council of a county shall have jurisdiction over,\[È\] (b) every bridge crossing a river, stream, pond or lake forming or crossing a boundary line between local municipalities other than a city or separated town in the county;\[È\] Public Transportation and Highway Improvement Act, 1960 (section since repealed): 55. (1) Where under The Municipal Act a county has jurisdiction over a bridge \[È.\] not in the county road system,È (2)The Minister may direct payment to the county \[È\] an amount not exceeding 80 per cent of the cost of constructing and maintaining any such bridge\[È\] (3)A county may by by-law provide that jurisdiction over every bridge of twenty feet or less in span that is not included in the county road system shall be transferred to the local municipality or municipalities in which it is situate,\[È\] (4)A county \[È\] may by by-law provide for the closing of any bridge over which the county has jurisdiction \[È\] or the substitution therefor of any other bridge structure\[È\]. COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 3 Local Road Bridges Under County Jurisdiction: CurrentActs Municipal Act,2001 Jurisdiction re: bridges 54 An upper-tier municipality that had jurisdiction over a bridge on a lower-tier highway on the day this section came into force continues to have jurisdiction over the approaches to it for 30 metres at each end of the bridge or any other distance agreed upon by the upper-tier municipality and the lower-tier municipality. 2001, c. 25, s.54. 52 (1) An upper-tier municipality may add a lower-tier highway, including a boundary line highway, to its highway system from any of its lower-tiermunicipalities. È (4) An upper-tier municipality may remove a highway, including a boundary line highway, from its system. COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 4 Local RoadBridges Harkness Bridge, WillsieBourne McGinnis Bridge, ThomsonLine Lings Bridge, SouthminsterBourne Under County Jurisdiction Dingle StreetBridge Fulton BridgeLine County bridges requiring replacement or major repairsin next 5years Gillets Bridge, SpartaLine Jamestown LineBridge Edison DriveBridge Fleming Creek Bridge, McPhersonRoad OtherCounty bridges Images from Google Maps ÎStreetview2022 COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 5 Local Road Bridges Review: StrategicValue Considerations for a local road bridgeÓs strategic value to Countytravel: ¤Is the bridge part of a significant redundant route for a Countyroad? OtherConsiderations: ¤What are the current bridge volumes: cars, trucks, pedestrians, cyclists and otherusers? ¤Are there redundant structures or routes available for current users if the bridge were not available? ¤Are the current load and dimension restrictions on approach roads and on thebridge? ¤Would removing the bridge create undue hardship on any particular bridgeusers? ¤Would emergency response times be significantly compromised without the bridge inplace? ¤Is significant growth expected that would result in increased bridgeuse? COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 6 Local Road BridgesReview Deck Deck Approved Length Width Planned Year Structure Span ADT (m)(m)Investments BuiltType(m) BridgeRestrictionsStrategic Value to CountyTravelInitialRecommendation B23 Fulton 1912SteelTruss48.85.048.8Max12/18/23382027:replace Low: low use, gravel access, and no Candidate for closureto BridgeLinetonnes,gravel($2,700,000)significant impact on local emergency cars/transfer roadstraveltimes B26James-1900SteelTruss33.34.033.3Max 7/12/17 502027:replace Low: can be an alternative redundant Candidate for closureto towntonnes,gravel ($2,700,000)route vs. Gillets, but pooraccesscars/transfer roads B27Gillets1930SteelTruss 63.04.931.5Paved road with5 1752025:repairs MODERATE: significant for County Continued County Twintonnes per axle ($500,000)road network redundancy (Port Bruce) ownership/ assistance seasonallyand minimizing local emergency travel times B46Edison 2016SteelTruss33.57.433.5Narrow andcurvy 39 Low: serves a few residences on Candidatefortransfer Driveaccessroads.Edison Drive (a dead end), no redundantroutes B42Dingle 1962Precast I 21.011.319.85 tonnes peraxle 850 MODERATE: relatively high volumes Continued County StreetBeam,Simp-seasonallyin growth area would divert to Highway ownership/assistance lySupported3 withoutbridge B16Lings1991Concrete 12.513.011.4Gravelroad250 Low: strong route redundancy and Candidate fortransfer RigidFramerailway precludes potential for future industry fronting theroadway B302015Concrete 12.58.811.0Gravelroad90 Low: primarily serves a few Candidate fortransfer McGinnisRigidFrameresidences on Thomson, redundant route via YarmouthCentre B072017PrecastCon-9.118.78.1Max 10/18/25 100 Low: strong redundancy and no Candidate fortransfer Fleming crete Box tonnes, gravelroadsignificant impact on emergency travel CreekStructuretimes B311949Concrete 6.79.26.1Gravel rd, 5 tonnes/ 350 Low: only a minor deviation to higher-Candidate fortransfer HarknessRigidFrameaxle seasonallyquality roads withoutbridge. COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 7 McGinnis Bridge, Thomson Line: Harkness Bridge, Willsie very low use; bridge primarily Bourne: only minordeviation Draft Recommend- serves a few residences along the to higher-order roads vs. roadsegment bridge ations for Local Lings Bridge, Southminster Bourne: low potential for future Dingle Street Bridge: Road Bridges Under road-facing industry due to relatively high use as adjacent railline direct local connection CountyJurisdiction toAylmer Fulton Bridge Line: Near-term replacement required to continueuse; Very high replacement Continue County cost and limiteduse; ownership and consider closure to cars or operation due to alternativestructure strategic value and/or highcost EdisonDrive Gillets Bridge, Sparta Line: Jamestown Line Bridge: Bridge: Steel Near-term replacement very high replacement Candidate for structure has required to continue use; cost, consider closure to recently been consider replacing in spiteof cars (if Gillets Bridge closure to motor- replaced high cost due to network remains open forcars) ized vehicles redundancyvalue (possiblewalking/ FlemingCreekBridge, McPhersonRoad:High cyclinguse) redundancyandlowuse Candidate for transfertolocal municipality Images from Google Maps ÎStreetview2022 COUNTY ASSET RATIONALIZATION Î COUNTY BRIDGES ON LOCAL ROADS 8 Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Nicholas Loeb, Director of Legal Services Date: April 22, 2025 Subject: Aymer Library Expansion - Lease and Space Needs Analysis Recommendation(s): THAT Elgin County Council hereby adopts the leasing and space needs analysis as criteria for the consideration of proposals to expand, relocate or construct premises for Lease Director of Legal Services dated April 22, 2025; and THAT a copy of this report be circulated to the Councils of the Town of Aylmer and Township of Malahide and the Board of Directors of the East Elgin Community Complex. Introduction: This report provides County Council with a space needs and leasing analysis as future expansion opportunities are considered for the Aylmer branch of the Elgin County current direction to proceed in principle with relocation to the East Elgin Community Complex (EECC). Background and Discussion: County Authority re: Library Location(s) Elgin County has jurisdiction over the delivery of library services across its local municipalities. Elgin County is required to operate a branch of the library in each municipality that had a library branch when the County took over operations at the outset of the County library system, unless the County and the municipality agree otherwise. Provided that the criteria is met that a library branch is located within the boundary of the applicable local municipality, the County has authority to decide where to locate its facility. The County does not require any consent or resolution from a local municipality in order to construct, expand, relocate or enter into lease arrangements for a library branch. As the entity that has jurisdiction over the delivery of library services, the County should decide on the location of its library branches having regard to optimizing its service delivery within the service levels established by County Council. A number of factors should be evaluated in coming to a decision. The County is a Commercial Tenant of Old Town Hall, Aylmer The relationship between the County library branch and the Old Town Hall in Aylmer is that of a commercial tenant and landlord. The tenancy is governed by a lease agreement that expires on December 31, 2027, unless the County exercises its renewal rights. Apart from its tenant rights and responsibilities that arise from the lease agreement, the County has no authority with regard to the Old Town Hall. The Old Town Hall is a Town of Aylmer facility. Should the tenancy of the County library branch come to an end, the decision of what to do with the leasehold premises currently occupied by the County, or the Old Town Hall more generally, rests solely with the Council of the Town of Aylmer. As the County has identified that the current leasehold premises are deficient for its service delivery need, as further articulated in both this report and a report to Council of September 10, 2024, it is prudent for the County to undertake a process to evaluate potential alternative siting of the Aylmer branch prior to the expiration / potential authorization for renewal of the Old Town Hall lease. Space Need(s) is a Critical Factor Much of the discussion to date about space needs for the Aylmer branch has been focused on the optimal location, i.e. downtown versus locations outside of the downtown core, including at the East Elgin Community Complex. Across Elgin County, a local cation for a library is one of the factors that the County considers when selecting a branch location. The local municipality is in a good position to assess locations based on both local planning considerations and synergies that may be achieved with local municipal services. County Library branch locations have branch location and the operational needs for the delivery of County Library services. The County of Elgin is the service provider for branches of the Elgin County Library system. As such, it is critical that the County take the lead on ensuring space needs are addressed as part of any expansion, re-location or new build of a branch library in the system regardless of location so that service needs can be met. In this regard, County Council should establish space needs to guide the process for an expansion, relocation Aylmer has not identified a preferred location for the Aylmer branch that meets the needs of the library system. The following are service considerations and space needs that will be used in considering any future accommodation for the Aylmer branch, regardless of location. This analysis is primarily based on Guidelines for Rural/Urban Public Library Systems as produced by the Administrators of Rural and Urban Public Libraries of Ontario th (ARUPLO) in which Elgin County Library is a voting member. The 4 edition of these guidelines (June 2023) is available here. This analysis utilizes the large branch outlined on pp. 15-16 of the document. This analysis also considers general planning guidelines, the Ontario Building Code and the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and its associated regulations. Aylmer Library Space Needs Analysis Component Minimum Range (square feet) Collection space (based on 30,000 items) 4,200 Local history / cultural space 200 User seating 2,100 Public computers (8 currently) 280 Program room / area 750 Community meeting room 200 Study rooms (2) 400 Makerspace / Creative Commons 300 Circulation desk / customer service area 350 Staff work room 500 Storage 200 Supervisor office 150 Staff lunchroom 200 Staff washroom (barrier free) 150 Total assignable library space 9,980 square feet Additional Considerations Non-assignable space (eg. HVAC, 2,700 square feet janitorial space) @ 27% Accessible public washrooms (based on 400-650 square feet maximum occupancy of 150): 1 Male, 1 Female, 1 Universal Customer and staff parking spaces 20 to 75 spaces Delivery area with ramp Required External signage with digital display Required Further Attributes For Consideration Ability to Serve the Identified Catchment Area The catchment area for the Aylmer Library was identified in the September 10, 2024 report as follows: The Town of Aylmer plus that portion of the Township of Malahide south of College Line (2023 population 15,738 residents). Consideration will be given regarding how well any proposed location can meet the service needs of the entire catchment area which can be described as a mixture of both small urban and rural residents. The requirement for parking availability is particularly important given that most residents served will need to drive to the branch. th The September 10, 2024 report showed that the identified catchment area for Aylmer Library can justify a facility as large as 16,000 square feet according to the ARUPLO future expansion of the Aylmer branch must at least meet the minimum threshold of 10,000 square feet of assignable library space as outlined under the large category of the ARUPLO Guidelines. Meeting this minimum threshold will address service needs for the foreseeable future. Proposals to exceed this minimum threshold can also be considered given the population serviced by the branch and future community growth projections. Financial Considerations Consideration will be given to the willingness and ability of any leasing partner to adopt in place for all ten branches. Furthermore, and under the current leasing framework, any party interested in providing library premises must have the ability to make the from time to time. Public Consultation Results The County is undertaking a public consultation process for potential re-location of the Aylmer Library to EECC which will take place throughout the month of May 2025. An analysis of this consultation process will be presented to County Council and the Councils of both the Town of Aylmer and Township of Malahide. Any proposal for the expansion, re-location or new build for the branch should be subject to a similar public consultation process, with similar reporting back to the respective councils. Financial Implications: -year financial plan for an anticipated increase to lease payments for Aylmer Library expansion regardless of location. This amount currently stands at $65,000 which is in addition to the $55,181 already being paid to the Town for the current location. $60,000 of additional funds would be required in the County budget to support a library in the vicinity of 10,000 square feet of assignable library space based on 2025 rates. Advancement of the Strategic Plan: Strategy #1 - Collaborative Engagement and Communication Goal 1: This analysis strengthens relationships with local municipal partners, particularly the Town of Aylmer and Township of Malahide, by assisting in the assessment of any proposal to expand the Aylmer Library. Strategy #5 Community Well-being and Inclusivity Goal 3: This framework lays the groundwork for future expansion of the Aylmer Library Local Municipal Partner Impact: This analysis is being generated specifically to assess future expansion opportunities for the Aylmer Library. A similar approach can be taken with any municipal partner looking to relocate, expand or construct new library premises. Communication Requirements: Not applicable. Conclusion: The framework presented in this report gives County Council the ability to objectively assess any proposal to expand the Aylmer branch of the Elgin County Library system, regardless of location, based on how well the proposal meets library service needs. Space considerations amount to approximately 10,000 square feet of assignable library space at a minimum. Any future proposals to expand, relocate or construct new premises for Aylmer Library, regardless of location, can be objectively assessed relative to the components outlined in this report, including any future proposal received by the Board of Directors of the East Elgin Community Complex in response to County Meeting Ayl increasingly relevant as County Council considers the future renewal of the lease to accommodate the Aylmer branch with the Town of Aylmer which expires on December st 31, 2027. The current location at the Old Town Hall comprises 3,081 square feet of assignable space which is approximately 31% of the minimum identified space needs. Space needs must either be fully addressed, or be in the course of being fully addressed, before County Council contemplates the renewal of the lease for Aylmer Library for another five-year term. Any such proposal must be deemed feasible and actionable by County Council as soon as possible and well before the end of the current lease term. This report also prov expand, relocate or construct premises for the Aylmer Library. County Council has ultimate authority to enter into leasing arrangements for future accommodation of the branch and can do so wi st beginning January 1, 2028 subject to the establishment of a leasing agreement with the County. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Blaine Parkin Director of Community and Chief Administrative Officer/Clerk Cultural Services Nicholas Loeb Director of Legal Services