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06 - June 24, 2025 Committee of the Whole Agenda PackageEl m ou sty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, June 24, 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 Director of Engineering Services - Gillets Bridge (1327) Rehabilitation — 5 Contract Award 6.2 Senior Planner - Official Plan Amendment No. 39 in the Municipality of 8 Bayham 92 Edison Drive 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes June 10, 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 Councillor Todd Noble Councillor Mike Hentz 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 Jennifer Ford, Director of Financial Services/Treasurer (virtual) Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Meeting Call to Order The meeting was called to order at 10:37 a.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-29 Moved by: Councillor Giguere Seconded by: Deputy Warden Ketchabaw RESOLVED THAT the agenda for the June 10, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW25-30 Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT the minutes of the meeting held on May 27, 2025 be adopted. Page 2 of 19 Motion Carried. 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 Planning and Development - Consent application delegated authority The Director of Planning and Development stated that there were no new updates on the report recommending delegated authority for consent applications but that it had been referred to Committee of the Whole for further discussion. Tom Marks, Chair of the Land Division Committee, and John Seldon, a Member of the Land Division Committee, spoke to the report voicing their support for the current process and for the authority for all consent applications to remain with the Land Division Committee. Adam McCallum, a Member of the Public, spoke to the report voicing his experiences with the Elgin County land severance process and the potential benefits of expediting the process for non -contentious consent applications. Resolution Number: CW25-31 Moved by: Councillor Hentz Seconded by: Councillor Noble RESOLVED THAT the report titled "Report Consent application delegated authority" from the Director of Planning and Development dated May 13, 2025 be received and filed; and THAT County Council repeal By -Law No. 24-25 Planning Delegation of Authority and adopt and update the by-law as presented in the report. Defeated. 6.2 Manager of Economic Development, Tourism & Strategic Initiatives - Elgin County Tourism Content Policy The Manager of Economic Development, Tourism & Strategic Initiatives presented the report recommending a formal policy to guide what content and events are to be included on the Tourism website and in printed tourism materials. Resolution Number: CW25-32 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Leatham RESOLVED THAT Council approve the Elgin County Tourism Content Policy. Motion Carried. 7. Adjournment Resolution Number: CW25-33 Moved by: Councillor Widner Seconded by: Councillor Giguere Page 3 of 19 RESOLVED THAT we do now adjourn at 11:24 a.m. to meet again on June 24, 2025 at 9:30 a.m. Motion Carried. Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. Page 4 of 19 Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: June 23, 2025 Subject: Gillets Bridge (1327) Rehabilitation — Contract Award Recommendation(s): THAT Vandenburk Construction Inc. be selected to complete the Gillets Bridge (1327) Rehabilitation located on Sparta Line, Tender No. 2025-T25 at a total price of $315,900.00 inclusive of a $75,000 contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Introduction: As part of the 2025 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the rehabilitation of Gillets Bridge (No. B27), located on Sparta Line, 2.7km east of Quaker Road (CR 36) in the Municipality of Central Elgin. Background and Discussion: Gillets Bridge is a double span full -through truss structure built in 1930. As part of this rehabilitation project select structural components will be replaced along with new deck drains, concrete repairs, approach guide rail and deck barriers. Page 5 of 19 Spriet Associates was contracted by the County through RFP 2024-P07 to complete engineering, detailed design and inspection services for this project. A total of fourteen (14) contractors downloaded tender documents for this project from the County's bidding system II,:2.k,; .sd x ir;r;, � ic,;.r;, 1 s. Five (5) contractors submitted electronic bids for this tender which closed on May 28, 2025. Bids were received as follows: Company Bid Price' (exclusive of HST) Vandenberk Construction Inc. $315,900.00 McLean Taylor Construction Ltd. $690,670.00 Lancoa Contracting Inc. $827,408.90 Facca Incorporated $837,000.00 Clearwater Structures Inc. $947,099.00 1 Inclusive of a $75, 000 contingency allowance. Vandenberk Construction Inc. submitted the lowest compliant bid for the project at a total price of $315,900.00 exclusive of HST. Financial Implications: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Construction Tender Value Consulting (Engineering/Detailed Design) Consulting (Inspection during Construction) Net HST (1.76%) Total Project Costs' 2024/2025 Capital Budget Allocations Forecast Budget Surplus/(Deficit) 1 Inclusive of a $75, 000 contingency allowance. Advancement of the Strategic Plan: $ 315,900.00 $ 39,080.00 $ 16,900.00 $ 6,545.10 $ 378,425.10 $ 459,000.00 $ 80,574.90 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. Page 6 of 19 Local Municipal Partner Impact: Elgin's local municipal partners have been provided the details of the County's 2025 capital projects. Communication Requirements: Sparta Line will be closed for this bridge rehabilitation project. The detour route will utilize Quaker Road (CR 36), John Wise Line (CR 45) and Imperial Road (CR 73). Project sign boards will be installed in advance of all roadworks and project details will be posted on the Municipal 511 platform. A weekly capital project update will be circulated to Elgin's local municipal partners and elected officials to advise them of the following weeks anticipated works. Conclusion: Staff recommends award of the project to the low bidder, Vandenberk Construction Inc. Work on this project is scheduled to begin in September with substantial completion anticipated to be achieved by the end of November 2025. As per the County of Elgin's Purchasing Policy, if change orders are required and the 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 Peter Dutchak Director of Engineering Services Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 7 of 19 Report to Committee of the Whole From: Diana Morris, Senior Planner Date: June 24, 2025 Subject: Official Plan Amendment No. 39 in the Municipality of Bayham 92 Edison Drive Recommendation(s): THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 39 to the Official Plan of the Municipality of Bayham; and THAT staff be directed to provide Notice of this Decision in accordance with the requirements of the Planning Act. Introduction: The Council of the Municipality of Bayham has adopted an amendment to their Official Plan, known as Official Plan Amendment Number 39 (OPA No. 39) and they have subsequently forwarded the amendment to the County of Elgin for approval. In accordance with Section 17 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision on the adopted amendment in which Council may approve, modify, or refuse to approve the amendment. If Elgin County fails to make a decision within 120 days after the amendment is received, any person or public body may appeal to the Ontario Land Tribunal. This report is intended to provide County Council with the information required to make a decision on the adopted amendment. Background and Discussion: The subject lands comprise a total lot area of approximately 38.85ha (96ac), with 156.7m (514.1ft) of frontage along Edison Drive, a lot width of 206.5m (677.5ft) and a lot depth of 949.2m (3,114.1ft). Lands are municipally known as 92 Edison Drive within the Village of Vienna, described as Concession 3, Part Lots 11 and 12 Plan 54. See Appendix A- Location Map. The lands are currently being used for agricultural purposes and is located in the Village of Vienna. An existing single detached dwelling and several farm related buildings Page 8 of 19 and/or structures are also evident on the property. Immediately south is the Big Otter Creek with associated natural hazards. The purpose of the Official Plan Amendment is to re -designate the south-western portion of the subject lands from `Open Space' and `Hazard Lands' to a `Site -Specific Commercial' in order to permit a Micro -Distillery use with an ancillary Interpretation and Information Centre on private services within an existing building, as shown in Appendix B. OPA No. 39 was adopted by Municipal Council on May 15, 2025 (By-law No. 2025-037), as shown in Appendix C. The subject lands are within a Tier 1 Settlement Area in the County of Elgin Official Plan, as shown in Appendix D. These settlement areas have full servicing and allow for a range of uses and where majority of new growth should be directed. Note that although this portion of lands in Vienna are not currently serviced by full municipal services, studies completed have concluded that there will be no impacts to groundwater. In addition to the OPA, a ZBLA is also required to rezone the south- west portion of the subject property from Holding Village Residential 1 (R1(h2))' Zone to a Site -Specific Tourist Commercial (C3-2) Zone, limiting the proposed use to a Maximum Floor Area of 450sgm (4,843.76ft). A public meeting, as required under the Planning Act, was held on December 19, 2024. No concerns were raised at this meeting, either verbally or written. The County received written comments from a member of the public that raised concerns that the Long -Point Regional Conservation Authority ("LPRCA") had not yet provided comment on the application when it was approved at the local level. The LPRCA has now provided comments regarding overnight use that results in a change at the local municipality via the zoning by-law but LPRCA's comments have no effect on the wording of OPA No. 39. County staff have had the opportunity to review the proposal and associated materials against the requirements of the Planning Act, the Provincial Planning Statement, the County of Elgin Official Plan, and Municipality of Bayham Official Plan, and are satisfied that the proposal meets all relevant requirements and is appropriate for the context of the subject lands. Financial Implications: There are no direct financial impacts to the County with respect to approval of this application. Advancement of Strateaic Plan: Planning for and facilitating residential growth within Elgin County. Page 9 of 19 Local Municipal Partner Impact: This decision will directly impact the Municipality of Bayham. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Township and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council approve, OPA No. 39 of the Official Plan of the Municipality of Bayham, as the modified amendment: • Is consistent with the Provincial Planning Statement; • Conforms to the County of Elgin Official Plan, and intent of the Municipality of Bayham Official Plan; and • Constitutes good planning. All of which is Respectfully Submitted Approved for Submission Diana Morris, RPP, MCIP Senior Planner Mat Vaughan, RPP, MCIP Director of Planning and Development Blaine Parkin Chief Administrative Officer/Clerk Page 10 of 19 0 Location Map Legend Subject Site: 92 EDISON DR, Vienna On Subject Site File Number: Owner: 1498855 ONTARIO INC & TAMI EMERSON CA: Long Point Conservation Authority A/ County Road Created By: TE Date:06/11/2025 Fxl Municipality of Bayham "%, Local Road N A The Corporation of the County Elgin M Buildings Prepared By: Planning and Development 0 95 1 R0ge 11 of 19 380 AMENDMENT NO. 39 TO THE OFFICIAL PLAN OF THE MUNICIPALITY OF BAYHAM SUBJECT: 1498855 Ontario Inc.. (c/o Timothy Emerson) 92 Edison Drive, Vienna The following text constitutes Amendment No. 39 to the Official Plan of the Municipality of Bayham D'ETI T) T,' l M A ,d, "S. Page 12 of 19 Iola 04F-1 , ►, MUNICIPALITY OF BAYHAM THIS Amendment was adopted by the Council of the Corporation of the Municipality of Bayham by By-law No. 2025-037, in accordance with Section 17 of the PLANNING ACT, on the 15th day of May 2025. MAYOR 'AZ v1j_N;'v___­""'_'1_.. CLERK Page 13 of 19 THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions of the PLANNING ACT, hereby enacts as follows: 1) THAT Amendment No. 39 to the Official Plan of the Municipality of Bayham is hereby adopted. 2) THAT the Clerk is hereby authorized and directed to make an application to the County of Elgin for approval of the aforementioned Amendment No. 39 to the Official Plan of the Municipality of Bayham. 3) THAT no part of this By-law shall come into force and take effect until approved by Elgin County. ENACTED AND PASSED this 1511 day of May 2025. Ile - MAYOR CLERK Page 14 of 19 AMENDMENT NO. 39 1. PURPOSE The purpose of the Official Plan Amendment is to designate the south-western portion of the subject property from the 'Open Space' and 'Hazard Lands' designation to the 'Commercial' designation in order to facilitate the development of a proposed Micro Distillery use with an ancillary Interpretation and Information Centre on private services within an existing building. The existing designation currently does not permit the proposed use. Further, Section 4.5.5 of the Official Plan does not specifically permit a Micro Distillery use within the "Commercial" designation, therefore, an Official Plan Amendment is required to redesignate the south-western portion of the subject property and include the proposed Micro Distillery use with an ancillary Interpretation and Information Centre on private services as a permitted use. The Official Plan Amendment also would facilitate the concurrent Zoning By-law Amendment Application to rezone the south-western portion of the subject property from 'Holding Village Residential 1 (R1(h2))' Zone to a 'Site -Specific Tourist Commercial (C3-3)' Zone to permit the proposed use. 2. LOCATION The Official Plan Amendment will be applicable to lands known as Part Block F N/S Creek Rd Plan 54 Designated as Parts 23 and 24 11 R6158 and Part 1 11 R6159; S/T LT38430; Bayham, and municipally known as 92 Edison Drive in the Village of Vienna. 3. BASIS OF THE AMENDMENT The subject lands are characterized as an agricultural property that is currently used for agricultural purposes, including livestock farming, and is located in the Village of Vienna. An existing single -detached dwelling, as well as several farm related buildings and/or structures are located on the subject property. The subject lands have a total lot area of approximately 38.85 hectares (96 acres), and estimated lot frontage of 156.7 metres (514.1 feet) along Edison Drive, lot width of 206.5 metres (677.5 feet), a lot depth of 949.2 metres (3,114.1 feet). The surrounding lands are predominantly agricultural, with two (2) residential properties being located on either side of the subject lands along Edison Page 15 of 19 Drive. Further, immediately to the south is the Big Otter Creek, with the associated natural hazards. The south-western portion to be redesignated is approximately 2,854 square metres (0.2854 hectares) in size. This area will consist of the existing building to be converted/utilized for the purposes of proposed Micro Distillery use with an ancillary Interpretation and Information Centre. This area also consists of a large gravel parking area. The proposed amendment is consistent with the policies of the new Provincial Planning Statement (PPS), whereby a mix of land uses, such as commercial development, is permitted and encouraged within Settlement Areas. Further, the proposed development is consistent with the Natural Hazards policies of the PPS, as the proposed development is located outside of the hazardous lands identified by the Long Point Conservation Authority. The proposal is in conformity with the County of Elgin Official Plan policies, which strongly encourages and directs development within Tier 1' Settlement Areas. Although this portion of Vienna is currently not serviced by full municipal servicing and utilizes private well and septic servicing, the Hydrogeological Study prepared in support of this Official Plan Amendment demonstrates no negative impacts to the ground water. Further, County of Elgin Official Plan encourages a range of commercial development within the Settlement Areas in order to service residents within the area. The proposal would provide for a commercial use that conforms with the applicable policies of the Municipality of Bayham's Official Plan, particularly those relating to commercial development within settlement areas (specifically "Villages"). The Site -Specific text pertaining to this redesignation to the "Commercial" designation further specifies the exact use being proposed (i.e. Micro -Distillery with an ancillary Interpretation and Information Centre). As previously mentioned, the proposed development would also be located outside of the hazardous lands, thus conforming to the Natural Hazard Lands policies of the Official Plan. 4. DETAILS OF THE AMENDMENT a) Section 4.5.5 of the Official Plan of the Municipality of Bayham is hereby amended by adding the following subsection: 4.5.5.11 The lands identified as Part Block F N/S Creek Rd Plan 54 Designated as Parts 23 and 24 11 R6158 and Part 1 11 R6159; S/T LT38430; Bayham, and municipally known as 92 Edison Drive shall be designated "Site -Specific Commercial" to permit the development of a Micro -Distillery use with an ancillary Interpretation and Information Centre on private services, in addition to the policies of Section 4.5.5. b) Schedule 'C' of the Municipality of Bayham Official Plan is hereby amended by changing the symbol for land use designation from "`Open Space" and "Hazard Lands" to "Commercial" for the lands outlined in bold on the following attached Schedule. Page 16 of 19 Q [a o J Q m m� Nr A� Q W jgO a VO n. 2 s a� LL N Jn a0 ,.m o zp Page 17 of 19 100HA.At O PA-04/24 PLANNING ACT ° Ap orrunity 19111 `y NOTICE OF THE ADOPTION OF a OFFICIAL PLAN AMENDMENT NO. 39 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: 1498855 ONTARIO INC. (C/O TIMOTHY EMERSON) TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By -Law No. 2025-037 on the 15h day of May 2025 in accordance with Section 17 of The Planning Act. THE PURPOSE of this Official Plan Amendment is to permit the proposed Micro Distillery use with an ancillary Interpretation and Information Centre on private services within an existing building on the subject property known as 92 Edison Drive, north side, in the Village of Vienna. Through the Official Plan Amendment, the south-western portion of the subject property will be redesignated from the `Open Space' and `Hazard Lands' designation to the `Commercial' designation. THE EFFECT of this Official Plan Amendment is to permit the proposed Micro Distillery use with an ancillary Interpretation and Information Centre on private services for a Maximum Floor Area of 450.0 m2 (4,843.76 ft2) within an existing building on the subject property. THE COMPLETE By-law 2025-037 and Official Plan Amendment No. 39 is available for review on the Bayham Municipal website: w.ayham.on.ca or by contacting the Municipal office (contact information below). ANY PERSON or public body is entitled to receive notice of the decision of the approval authority if a written request to be notified of the decision is made to the approval authority, namely the County of Elgin, County Administration Building, 450 Sunset Drive, St. Thomas, Ontario, Attention: Director of Planning and Development. The Official Plan Amendment is not exempt from approval under subsection 17(9) or (10) of The Planning Act. DATED at the Municipality of Bayham this 22nd day of May 2025. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: ill _y .o .c W:www.bayham.on.ca Page 18 of 19 N 1,37.5-275-----'—"-550 825 A9...........M a to rs.. Site Location Legend County of Elgin Official Plan Subject Site: 92 Edison Dr, Vienna On File beer: Ply Report 2 2 ig Land Use Designations � Strategic Employment � OLJ Ilf'1tY Oing R Owner I Settlement Areas Areas TAMI EMERSON CA: Long Point Conservation Area Tier 1 1 St. Thomas Municipal Airport Schedule'A' Created By: TE County Structure Map Date: 06/11/2025 ® Tier 2 Provincial Highway Township of Bayham Date:: 2025 NA 83 Zone Projection: NAD 83 Zone 17N Tier 3 County Highway Disclaimer: The County of Elgin takes every precaution to put up-to-date and ucorrect information on all maps published by Corporate Applications. The Corporation of the County Elgin Agricultural Page 1�01 a RoadAll However, it does not expressly warranty that the information contained in the map is accurate on the date of publication. users may use this information at their own risk. The Municipality will not Prepared By: Planning and Development entertain any claims arising out of the use of this map or information.