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01 - April 8, 2025 Committee of the Whole MinutesElgin 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 Giguere 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 Giguere 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 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 (10) 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 RESOLVED THAT the report entitled "Terrace Lodge Redevelopment — Debenture Timeline" dated April 8, 2025 be approved by Council; and 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 (10); 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 B aine Parkin, Chief Administrative Officer/Clerk.