15 - July 8, 2025 County Council Agenda PackageElgmCounty
Elgin County Council
Regular Council Meeting
Orders of the Day
Tuesday, July 8, 2025, 9:00 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.
Introductions, Recognitions, Memorials
4.
Adoption of Minutes
3
5.
Disclosure of Pecuniary Interest and the General Nature Thereof
6.
Presenting Petitions, Presentations and Delegations
7.
Motion to Adopt Recommendations from the Committee of the Whole
7.1 Recommendations of Committee of the Whole - June 24, 2025
9
8.
Committee Recommendations
9.
Reports for Information and Immediate Consideration
9.1 Warden Jones - Warden's Activity Report (June 2025)
14
9.2 Director of Community and Cultural Services - Museum and Archives
16
2025 Activity Report
10.
Council Correspondence
10.1 Western Ontario Wardens' Caucus June 2025 Newsletter
29
10.2 Letter from Christina Mayhew on behalf of Downtown Aylmer Library 34
Expansion Committee re: Aylmer Library location
10.3 Flag Raising and Proclamation Request from St. Thomas - Elgin Local 35
Immigration Partnership in recognition of Welcoming Week
10.4 Flag Raising Request from Elgin County Pride (Part of the Rainbow 37
Optimist Club) in recognition of Elgin County Pride
Elgin County Council
Regular Council Meeting
Minutes
June 24, 2025, 9:00 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
Councillor Todd Noble
Councillor Mike Hentz
Councillor Taraesa Tellier
Members Absent: Councillor Richard Leatham (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Michele Harris, Director of Homes and Seniors Services
Brian Masschaele, Director of Community & Cultural Services
Jennifer Ford, Director of Financial Services/Treasurer (virtual)
Peter Dutchak, Director of Engineering Services
Mat Vaughan, Director of Planning and Development
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Emily Waldick, Manager of Human Resources
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 9:01 a.m. with Warden Jones in the chair.
2. Approval of Agenda
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT the agenda for the June 24, 2025 County Council Meeting be
approved as presented.
Motion Carried.
3. Introductions, Recognitions, Memorials
None.
4. Adoption of Minutes
1
Moved by: Councillor Couckuyt
Seconded by: Councillor Giguère
RESOLVED THAT the minutes of the meeting held on June 10, 2025 be
adopted.
Motion Carried.
5. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
6. Presenting Petitions, Presentations and Delegations
6.1 Nathan MacIntyre - Rip Current Information Project
Nathan MacIntyre provided a presentation on the Rip Current Information
Project.
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT the presentation titled "The Rip Current Information
Project" from Nathan MacIntyre be received and filed; and
THAT staff bring back a report to Council on how the County of Elgin can
continue to work with the Rip Current Information Project to amplify their
message.
Motion Carried.
7. Motion to Adopt Recommendations from the Committee of the Whole
7.1 Recommendations of Committee of the Whole - June 10, 2025
Meeting
Moved by: Councillor Sloan
Seconded by: Councillor Hentz
RESOLVED THAT items CW25-29 - CW25-33 from the Committee of the
Whole meeting dated June 10, 2025 and the recommendations therein be
adopted.
Motion Carried.
8. Committee Recommendations
8.1 Draft Committee Meeting Minutes
8.1.1 Homes Committee of Management Meeting - June 10, 2025 Draft
Meeting Minutes
9. Reports for Information and Immediate Consideration
9.1 Manager of Economic Development, Tourism & Strategic Initiatives -
Community Safety and Well-Being Plan Update
The Manager of Economic Development, Tourism & Strategic Initiatives
presented the report seeking Council's endorsement of the update to the
Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan, and
that the update be submitted to the Ministry of the Solicitor General by the
July 1, 2025 deadline.
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Community Safety and Well-Being
Plan Update" from the Manager of Economic Development, Tourism and
Strategic Initiatives dated June 24, 2025 be received and filed; and
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THAT the Council of the County of Elgin hereby endorses the Aylmer-
Elgin-St. Thomas Community Safety and Well-Being Plan update; and
THAT a copy of the Aylmer-Elgin-St. Thomas Community Safety and Well-
Being Plan and the 2025 update be posted on the County website; and
THAT staff be directed to submit the Community Safety and Well-Being
Plan Update to the Ministry of the Solicitor General; and
THAT staff be directed to work with partners to further refine the Plan.
Motion Carried.
9.2 Director of Engineering Services - Village of Fingal Reconstruction
Funding Agreement
Council recessed at 9:50 a.m. and reconvened at 10:03 a.m.
The Director of Engineering Services presented the report seeking
Council's approval to execute a Transfer Payment Agreement with the
Ministry of Infrastructure for the reconstruction of Union Road and Fingal
Line within the Village of Fingal. The agreement is required to be executed
and received by the Ministry of Infrastructure by June 27, 2025.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the Warden and Chief Administrative Officer be
directed and authorized to execute the Transfer Payment Agreement with
the Ministry of Infrastructure for the reconstruction of County roads within
the Village of Fingal.
Motion Carried.
10. Council Correspondence
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT Correspondence Items 10.1 and 10.5 be received and filed.
Motion Carried.
10.1 Email from Daniel Soos, Natterjack Brewing Company Ltd., regarding
the Tourism-Oriented Directional Signing Program in Elgin County
10.2 Resolution from the Township of Malahide Council requesting
consideration of road safety enhancements at the Highway 73/45
intersection and at Highway 73 near Clovermead.
Moved by: Councillor Giguère
Seconded by: Councillor Widner
RESOLVED THAT the resolution from the Township of Malahide Council
requesting consideration of road safety enhancements at the Highway
73/45 intersection and at Highway 73 near Clovermead be referred to the
Director of Engineering Services for further investigation.
Motion Carried.
10.3 Resolution from the Corporation of the County of Prince Edward
regarding support of advocacy to the Federal Government for
disability without poverty.
3
Moved by: Councillor Widner
Seconded by: Councillor Tellier
RESOLVED THAT the County of Elgin support the resolution from the
Corporation of the County of Prince Edward regarding support of
advocacy to the Federal Government for disability without poverty.
Motion Carried.
10.4 Resolution from the Township of Southwold regarding the proposed
design for the reconstruction of Fingal Line and Union Road in Fingal
Moved by: Councillor Noble
Seconded by: Councillor Giguère
RESOLVED THAT the County of Elgin support the resolution from the
Township of Southwold regarding the proposed design for the
reconstruction of Fingal Line and Union Road in Fingal.
Motion Carried.
10.5 St. Thomas-Elgin Public Art Centre 2024 Annual Report
11. Statements/Inquiries by Members
11.1 Councillor Sloan - Support for Requesting a Delegation from City of
St. Thomas and PowerCo.
Mayor Joe Preston and representatives from PowerCo to attend a future
County Council meeting to deliver a delegation providing a status update
on the PowerCo development. Council supported the request.
11.2 Councillor Noble - Elm and Centennial Intersection
Councillor Noble requested that staff be directed to provide a report
detailing options for visual improvements to the roundabout at the Elm
Line and Centennial Road intersection. The Director of Engineering
Services provided a verbal history of the decision of Council to establish a
naturalized area in the center of the roundabout. Council directed staff to
provide a report to Council with options for the center of the roundabout.
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT the Director of Engineering Services be directed to
prepare a report outlining design options for the center of the roundabout
at the intersection of Elm Line and Centennial Road for Council's
consideration at a future meeting.
Motion Carried.
11.3 Warden Jones - Warden's Golf Tournament
Warden Jones informed Council that the Warden's Charity Golf
Tournament held on June 13, 2025 raised $15,700 in support of the
Hospice of Elgin. Warden Jones thanked staff and the Bluffs Golf Club for
their support with organizing the tournament. Warden Jones also thanked
City of St. Thomas Mayor Joe Preston for participating in the putting
challenge.
12. Closed Meeting Items
Moved by: Councillor Hentz
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT we do now proceed into closed meeting session in
accordance with the Municipal Act to discuss the following matters under
4
Municipal Act Section 239 (2):
Closed Meeting Item #1 - Closed Meeting Minutes - June 10, 2025
Closed Meeting Item #2 - LS25-2 Whites Station
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board; (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose; and (k) a position, plan, procedure,
criteria or instruction to be applied to any negotiations carried on or to be carried
on by or on behalf of the municipality or local board.
Motion Carried.
12.1 Closed Meeting Minutes - June 10, 2025
12.2 Director of Legal Services - LS 25-2 Whites Station
13. Motion to Rise and Report
Moved by: Councillor Sloan
Seconded by: Councillor Widner
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meeting Minutes - June 10, 2025
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT the June 10, 2025 Closed Meeting Minutes be adopted.
Motion Carried.
Closed Meeting Item #2 - LS25-2 Whites Station
Moved by: Councillor Tellier
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT the report titled LS 25-2 Whites Station from the Director of
Legal Services dated June 17, 2025 be received and filed for information; and
THAT the Council of the County of Elgin declares that 42343 Fruit Ridge Line is
THAT staff proceed with the sale negotiation process of 42343 Fruit Ridge Line
as directed.
Motion Carried.
14. Consideration of By-Laws
14.1 By-Law No. 25-26 Confirmation
BEING a By-Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the June 24, 2025 Meeting.
Moved by: Councillor Tellier
Seconded by: Councillor Giguère
RESOLVED THAT By-Law No. 25-26 be now read a first, second, and
third time and finally passed.
Motion Carried.
5
15. Adjournment
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT we do now adjourn at 11:07 a.m. to meet again on July 8,
2025 at 9:00 a.m.
Motion Carried.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
6
Report to County Council
From: Grant Jones, Warden
Date: July 8, 2025
Subject: June 2025)
Recommendation(s):
Activity Report (June 2025) dated July 8, 2025, from
Warden Jones be received and filed.
Introduction:
The purpose of this report is to provide a high-level summary of the meetings and
official functions I have attended during the month of June as Elgin County Warden.
Background and Discussion:
Events/Meetings Attended by Warden:
June 2025:
Discovery Week Event at KCCA (June 2)
Health Recruitment Partnership Discovery Week Group Dinner (June 3)
Health Recruitment Partnership Discovery Week event Mistyglen Dairy (June 4)
Community Safety and Well-Being Meeting (June 4)
Rosy Rhubarb Festival (June 7)
Elgin County Council/Committee of the Whole (June 10)
Homes Committee of Management (June 10)
SWIFT AGM (June 12)
Warden's Charity Golf Tournament (June 13)
Homelessness Issues Event (June 16)
SWPH Adhoc Building Committee Meeting (June 17)
Elgin Middlesex Fire School Graduation (June 18)
Health Recruitment Partnership Committee Strategic Plan Action Items Meeting (June
18)
Decoration Day Services (attended by Deputy Warden) (June 22)
Elgin County Council/Committee of the Whole (June 24)
SWPH Board Meeting (June 26)
WOWC Full Caucus Meeting (June 27)
Aylmer Truck and Tractor Pull (June 27)
Canada Day Celebration in Fingal (June 30)
Financial Implications:
None.
Advancement of the Strategic Plan:
Local Municipal Partner Impact:
Elgin County continues to work with
partners.
Communication Requirements:
None.
Conclusion:
I am deeply honored to have been selected by my colleagues for the office of Warden. I
eagerly anticipate representing the County and advocating for its interests at events and
meetings throughout the year.
All of which is Respectfully Submitted Approved for Submission
Grant Jones Blaine Parkin
Warden Chief Administrative Officer/Clerk
Report to County Council
From: Brian Masschaele, Director of Community and Cultural Services
Date: July 8, 2025
Subject: Museum and Archives 2025 Activity Report
Recommendation(s):
from the Director of
Community and Cultural Services dated July 8, 2025, be received and filed.
Introduction:
This report provides County Council and the public with an update on 2025 projects and
activities for Elgin County Museum and Elgin County Archives
Background and Discussion:
Elgin County Museum
Staffing
The museum employed Emilie Fagan as a summer student funded in part by the
student. Much of her work consists of on-going cataloguing and preparing museum
artifacts for deaccession. In the winter, a museum collections assistant, Brianna
McArdle, was employed on a year-long temporary contract to continue conducting the
collections review and identify artifacts for deaccession.
Colin Craig, a grade 12 student, has also been working at the museum as a part of his
co-op program. Work includes assisting with moving artifacts, building storage units,
and processing artifacts.
2025 Exhibitions
Through the Lens: Photography in Elgin County
January 20, 2025 June 14, 2025
This exhibition is based on the history of photography in Elgin County and is illustrated
through original artifacts in the museum collection. It also showcases photographs and
photographers within the collections of the Elgin County Archives. It includes historic
cameras, including the Brownie Camera, developed by Vienna-born Frank Brownell,
and the camera used by T.H. Scott to take the famous photo of Jumbo after he was
killed in St. Thomas, 1885. Through the Lens features photographs from studios,
including the Scott Studio and the Stollery Studio, private collectors, newspaper articles,
and family photo albums.
Through the Lens poster
Entry to Through the Lens exhibit
Photo wall for Through the Lens
Jumbomania
July 2, 2025 March 20, 2026
th
This exhibit is to commemorate the 140 anniversary of the death of Jumbo, the Great
African Elephant, who was killed in St. Thomas, September 15, 1885. With guest
curator, Dariusz Korbiel, the exhibit will explore the craze that swept London during the
Victorian era, and look at what made Jumbo such an enduring legacy. Jumbomania will
feature original artifacts, photographs, illustrations, and newspapers to showcase the
legacy of the first animal superstar.
The exhibition poster below is original artwork for the exhibit, created by Scott
McKowen.
Programmes
Family Day- February 17 (27 attended)
Elgin Historical Society, Alma College- February 26 (53 attended)
Steve Peters, tour of Through the Lens- March 19 (17 attended)
March Break, green screen and crafts- March 8 to March 15
Institute Executive- March 24 (8 attended)
Elgin Historical Society, meet and greet- March 26 (19 attended)
th
Pete Sheridan, 13 Annual Vimy Lecture- April 9 (22 attended)
Extendicare, tour of Through the Lens- April 25 (14 attended)
Mess Dedication to Ellis Sifton, in Windsor- May 3 (81 attended)
Mark Richardson, Colonel Richard Airey, Thomas Talbot and the Charge of the Light
Brigade- May 10 (22 attended)
School Group, Pierre E. Trudeau French Immersion- May 20 (37 students, 12
teachers/chaperones)
The Russian Golden Age Club, seniors tour- May 20 (30 attended)
Events
Family Day- February 17
The Elgin County Museum opened to the public for Family Day. Visitors participated in
various crafts, including designing their own picture frames, and participated in a
museum wide scavenger hunt related to Through the Lens. The highlight was the green
screen program. Visitors chose from historic photographs in the archives collection, and
were able to take home a physical copy of their time-travelling adventures.
Steve Peters, tour of Through the Lens- March 19
Steve Peters gave a tour of Through the Lens. He discussed the history of photography,
St. Thomas and Elgin County photograph studios, and provided additional information
on a variety of images and artifacts on display.
th
Pete Sheridan, 13 Annual Vimy Lecture- April 9
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Elgin Historical Society President, Pete Sheridan, was the lecturer for the 13 annual
Vimy Lecture. He spoke largely about the war and its impact on the homefront in Elgin
Victoria Cross was on display for the lecture.
Mark Richardson, Colonel Richard Airey, Thomas Talbot, and the Charge of the
Light Brigade- May 10
Mark Richardson presented on the life of Colonel Richard Airey, and his relationship
with his uncle, Thomas Talbot. On display for the lecture was an original Airey painting
of Tho
their time in Elgin County.
Outreach
Business After 5- April 16
The Elgin County Museum was invited to host the green screen activity at RIVA in Port
Stanley for Business After 5. Visitors were able to choose from historic photos of Port
Stanley into which they could be inserted digitally, and were able to take a physical copy
of the photograph.
Dedication of the Mess to Lance Sergeant Ellis Wellwood Sifton, Windsor - May 3
The Essex and Kent Scottish in Windsor hosted an event dedicating their mess to
Lance Sergeant Ellis Wellwood Sifton. The Elgin County Museum participated and
Georgia Sifton, on behalf of the Sifton family.
on display in Windsor
Dedication plaque at The Essex and Kent Scottish mess hall, Windsor.
Library Displays
The Elgin County Museum put on two displays at the Shedden Library. One display
was in connection with Through the Lens and highlighted cameras and photography,
while Hats and Handbags showcased fun and unique outerwear. The Elgin County
Museum also put on a display at the Dutton Library, also in connection with Through
the Lens, and showed unique cameras and photography tools.
Museum Updates
In December 2024, the exhibition space at the Elgin County Heritage Centre was
repainted. In May 2025 renovations began on the fourth floor of the Elgin County
Administration building. A new wall has been added at the front reception, and windows
meeting room.
Heritage Centre exhibit area before and during painting.
Collections review and storage consolidation continues on the fourth floor. Several
artifacts have been identified for deaccession through a set of strict criteria. 10 items are
in the process of being transferred to Sparta.
The transfer of archival material to the Elgin County Archives is ongoing.
Elgin County Archives
Projects
Newspaper Digitization Project
Approximately 99,000 newspaper pages were scanned in 2024 and so far,
approximately 26,000 pages have been scanned in 2025. St. Thomas Times-Journal
newspapers covering the Second World War have been digitized and made available to
the public. Since the project began in 2019, more than 600 years of newspaper have
been digitized, comprising 42 newspaper titles.
Digitization of Municipal Records
Work is on-
municipal partners. Once that is complete, the Council minutes and by-laws of all 16
former municipalities in Elgin County from pre-amalgamation (pre-1998) will be
available for viewing on our online database.
Digitization of Audio-Visual Collection
A large portion of the audio-visual collection has been digitized and made available on
our online database. These include all of the audiocassettes of Elgin Historical Society
meetings and events, and the conversion to mp4 files of Elgin County-related VHS
cassettes. Here is a link to a 1996 "People & Places in Elgin County" episode on the
Bobier Home: https://bit.ly/3FAbN5S.
Database
record for the
the Elgin
County
Archives
Audio-Visual
Collection
th
Research for the 175 Anniversary of the Township of Southwold
Staff assisted the Southwold History Committee by conducting research to create a
history timeline, and identify suitable images from our collection, for use in the
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celebrations of the 175 Anniversary of the Township of Southwold.
Accessions
*
agricultural heritage.
* The original paper copies of the newspapers the St. Thomas Super Shopper and the
St. Thomas/Elgin Weekly News. As part of our newspaper digitization project, we will be
digitizing these great sources of community news and events, and making them
available on our newspaper finding aid online.
Social Media
Our social media accounts continue to grow and achieve high engagement. In 2024,
content was created for 989 posts on three platforms, including Facebook, Instagram
and X, achieving an overall reach of approximately 5.7 million and over 95,000 profile
visits. Compared to the previous year, engagement increased by 18% with over
477,000 interactions with our posts. Facebook remains our most engaged platform, and
in March 2025, we reached our goal of acquiring 10,000 followers. The most popular
st
photograph on Facebook in the past year showed the departure of the 91 Battalion
(formed in Elgin county) which departed from the Michigan Central Railroad Station, St.
Thomas, in June 1916. This post achieved approximately 100,000 views, 42 comments,
and was shared over 120 times. You can view this post here. (https://bit.ly/4jsuBlz).
Soldiers of the 91st Battalion departing from the Michigan Central Railroad Station, St.
Thomas, in June 1916.
Outreach
Exhibit at the Port Stanley Library for Archives Awareness Week
To mark Archives Awareness Week, we installed an exhibit at the Port Stanley Library
ed historical
photographs that showcase Port Stanley landmarks along with an image of what that
site looks like today.
Maddy Howard, Elgin County Museum Curator (who assisted with installing the panels),
and Elgin County Archivist Gina Elias are pictured standing in front of the title panel of
h
Hosting Archives Association of Ontario events
We hosted two events for two groups of archivists from the Archives Association of
Ontario. The events included tours, an update on our facility planning, and a
demonstration of our newspaper digitization project.
Green Screen Program
We ran our Green Screen program at the Wartime Homefront event at the Backus-Page
House Museum on Saturday May 31st.
Financial Implications:
Not applicable.
Advancement of the Strategic Plan:
Strategy #1 Collaborative Engagement and Communication
Goal 1: Digitization and access to records of current and former municipalities
strengthens the relationship with local municipal partners. Research projects and
exhibits also highlight the history of communities across the County.
Strategy #3 Service Excellence and Efficiency
Goal 1: Museum and Archives projects are leveraging technology such as digitization
tools and on-line search features to enhance access to collections.
Local Municipal Partner Impact:
Not applicable.
Communication Requirements:
Many of the projects outlined in this report have received extensive media coverage and
social media channels.
Conclusion:
Staff wish to acknowledge the generous financial support of the following donors in
support of the projects outlined in this report, in addition to the operating support
provided by Elgin County Council:
The Blidner Fa
projects).
Government of Canada through the Young Canada Works in Heritage
Organizations employment program for students through (approximately
$12,000 annually to support summer student wages in museum and archives).
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Blaine Parkin
Director of Community and Chief Administrative Officer/Clerk
Cultural Services
TO: Warden Jones and Members of Elgin County Council
Thank you, Elgin County Council, for this opportunity to respectfully add to the conversation
about the future of the Aylmer Old Town Hall Library. Aymer has laboured hard to bring an
actionable plan for a downtown library into the world. It was a labour of love, determination and
courage, but like all births, it was not without some pain and uncertainty. Thank you for your
patience and forbearance during this process.
Highlighting several points of this process:
Based on community response at the Forum of April 7 at the Old Town Hall where support for a
downtown location was overwhelming and the response at the County-sponsored session at the
EECC on May 6, the Mayor of Aylmer recognized the need for Aylmer's Town Council to
endorse and present an actionable plan for expansion in the downtown area adjacent to the Old
Town Hall. The community support including the Aylmer BIA, the Aymer Performing Arts
Council, and other diverse resident populations, has evolved into a strong set of voices who are
united in their commitment to work positively with the mayor.
During the voting process in support of the proposal, the Aylmer Town Council were
eloquent in their reasons ranging from safety concerns to the loss of the community space to the
reality that their own children would no longer be able to visit the library on their own were it to
relocate to the EECC.
.
Finally, we would emphasize to the County that Aylmer should have the democratic right to
determine the location of the library. We ask you to please accept and support the Town of
Aylmer in realizing this long overdue library expansion in our downtown. We call on
the County to respect this decision and to work collaboratively with Aylmer on this plan.
Thank you,
Christina Mayhew,
On behalf of DALES (Downtown Aylmer Library Expansion Committee)
cc. Brian Masschaele Director Community and Cultural Services
Municipal Flag Protocol and Proclamation Policy (1.3) Request Form
Please complete this form and submit it to adminteam@elgin.ca.
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Organization: __________________________________________________________
This Organization is:
Charitable Organization
Not-for-profit Organization
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Event/Occasion: _______________________________________________________
Purpose of Event/Occasion: _
______________________________________________________________________
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_____________________
Proposed Date for Flag Raising and/or Proclamation:
(all flag raisings/proclamation dates are subject to availability in accordance with the Policy).
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Contact Name: _____________________
62:.742.:911fyu/34:
Phone Number: ____________________
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Email Address: _____________________
My organization is requesting (please check all that apply):
Flag Raising
Proclamation
Lighting the Elgin Administration Building
If your organization has a written proclamation you wish to be read, please
include a copy with this form.
Please describe your organization/group: __
______________________________________________________________________
Has your organization achieved national or international distinction, made a
significant contribution to the community, or helped to enhance the County of
Elgin in a positive manner? Please describe: _
______________________________________________________________________
Municipal Flag Protocol and Proclamation Policy (1.3) Request Form Please
complete this form and submit it to adminteam@elgin.ca.
Organization: Elgin County Pride(Part of The Rainbow OptimistClub)
This Organization is:
Charitable Organization
X Not-for-profit Organization
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Event/Occasion: Elgin County Pride July 25to August 3
Purpose of Event/Occasion: The goal of Pride isto assist in educating the community and
showingthe 2SLGBTQI+ residents that they are supported,creating a sense of community.
Elgin County Pride is a celebration of acceptance, diversity, inclusivity and respect for all in
Elgin County.
Proposed Date for Flag Raising and/or Proclamation: During our Pride week from
July 25-Aug 4
(all flag raisings/proclamation dates are subject to availability in accordance with the Policy).
Contact Name: Devon Church
Phone Number: 226-448-0626
Email Address: church.devon@gmail.comor elgincountypride@gmail.com
My organization is requesting (please check all that apply):
X Flag Raising Do I need to bring you a pride flag?
Proclamation
Lighting the Elgin Administration Building
If your organization has a written proclamation you wish to be read, please
include a copy with this form.
Please describe your organization/group:
Elgin County Pride is a celebration of inclusion, diversity, and respect for all in Elgin
County. Pride is a promotion of the self-affirmation, dignity, equality, and increased
visibility of Two-spirit, lesbian, gay, bisexual, transgender and queer people as a social
group. Elgin County Pride is scheduled to run from Saturday, July 26 to Monday, August
4 with a Pride Family Day planned for Saturday, July 26at Pinafore Park. Pride Family
Day is an opportunity for service providers, business, service clubs, organizations and
social groups to share information and provide awareness building activities with the
general public. The Elgin County Pride Committee is planning for over a thousand
people to participate in the various Pride events throughout the week
Has your organization achieved national or international distinction, made a
significant contribution to the community, or helped to enhance the County of
Elgin in a positive manner? Please describe:
Pride in Elgin Countyis a celebration that brings together hundreds, maybe thousands
of people in support of the 2SLGBTQ+ community. It embodies values of inclusivity,
diversity respect, dignity, and equality. Together we acknowledge the diversity with the
community, recognizing that every individual's identity and experience should be
celebrated and respected.
While Ontario has made significant strides in promoting 2SLGBTQ+ rights and
increasing the visibility, acceptance, and equality of 2SLGBTQ+ communities, Pride
month also shines the light on the challenges that persist. Social stigma and prejudice
continueto affect the community, underscoring the need for ongoing efforts to eradicate
discrimination in all aspects of life. Pride serves as a reminder of the ongoing need for
positive action, education, and advocacy.
Elgin County Pride in the Park is a free-family-friendly event where everyone is
welcome. Our goal is to spread awareness, building connections and support
networks, and to celebrate the diversity and uniqueness of St. Thomas and it's
residence.
COUNTY OF ELGIN
By-Law No. 25-27
-LAW TO APPROVE A TRANSFER PAYMENT AGREEMENT WITH
HIS MAJESTY THE KING IN RIGHT OF THE PROVINCE OF ONTARIO AS
REPRESENTED BY THE MINISTER OF INFRASTRUCTURE UNDER THE
HOUSING-ENABLING CORE SERVICING (HECS) STREAM OF THE MUNICIPAL
HOUSING INFRASTRUCTURE PROGRAM (MHIP) FOR THE RECONSTRUCTION
OF UNION ROAD AND FINGAL LINE IN THE VILLAGE OF FINGAL AND, FURTHER
THERETO, TO AUTHORIZE THE WARDEN AND CHIEF ADMINISTRATIVE
OFFICER TO EXECUTE THE SAID TRANSFER PAYMENT AGREEMENT ON
WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
grants municipal power to exercise its capacities, rights, powers, and privileges by by-
law;
AND WHEREAS Section 8(1) of the said Act also confers broad authority to
municipalities to govern its affairs as it considers appropriate;
AND WHEREAS Section 9 of the said Act also confers upon a municipality the right,
power, and privileges of a natural person for the purpose of exercising its authority
under that or any other Act, which right, power, and privileges include the authority to
enter into and execute agreements;
AND WHEREAS the Government of Ontario Ontario has established and funded the
Municipal Housing Infrastructure Program (MHIP) Housing Enabling Core Servicing
Stream (HECS) to fund projects aimed at the development, repair, rehabilitation and
expansion of municipal roads and bridges to promote growth and enable housing for
growing and developing communities;
AND WHEREAS Elgin County has applied for financial support from the Ministry of
Infrastructure to fund the reconstruction of Union Road and Fingal Line within the
and Ontario has approved the said Project for financial
support to a maximum contribution of $3,697,500;
AND WHEREAS a condition for receipt and use of such financial support requires Elgin
County, as a recipient of funding, to enter into a written Transfer Payment Agreement
with His Majesty the King in Right of the Province of Ontario as represented by the
Minister of Infrastructure;
AND WHEREAS Elgin County Council is satisfied that it is in the best interests of and
advisable for the Municipality to enter into the said Transfer Payment Agreement to
secure access to the financial support granted therein.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the proposed Transfer Payment Agreement between His Majesty the King
in Right of the Province of Ontario as represented by the Minister of
Infrastructure and the Corporation of the County of Elgin in respect of the
financial support to fund the reconstruction of Union Road and Fingal Line in the
Village of Fingal be and same is hereby approved for execution.
2. THAT on the advice and direction of the Director of Legal Services, the Warden
and Chief Administrative Officer be authorized and directed to enter into and
execute the proposed Transfer Payment Agreement between His Majesty the
King in Right of the Province of Ontario as represented by the Minister of
Infrastructure and the Corporation of the County of Elgin in respect of the
financial support to fund the reconstruction of Union Road and Fingal Line in the
Village of Fingal.
3. THAT this By-Law shall become effective once signed by the Warden and Chief
Administrative Officer for the County of Elgin and, further thereto, that the
Transfer Payment Agreement contemplated herein shall become effective once
executed by all Parties thereto.
th
READ A FIRST, SECOND, AND THIRD TIME AND FINALLY PASSED THIS 8 DAY
OF JULY 2025.
_______________________________ ________________________________
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
Case: #2024-09-1-3004202959
ONTARIO TRANSFER PAYMENT AGREEMENT
MUNICIPAL HOUSING INFRASTRUCTURE PROGRAM Î HOUSING-ENABLING
CORE SERVICING STREAM
THE AGREEMENT is effective as of the ________ day of ____________, 20___.
BETWEEN:
His Majesty the King in right of Ontario
as represented by the Minister of Infrastructure
(the ÐProvinceÑ)
- and -
CORPORATION OF THE COUNTY OF ELGIN
(the ÐRecipientÑ)
BACKGROUND
The Municipal Housing Infrastructure Program (MHIP) - Housing-Enabling Core
Servicing Stream (HECS) is an application-based program.
MHIP-HECS will fund projects aimed at the development, repair, rehabilitation and
expansion of municipal roads and bridges to promote growth and enable housing for
growing and developing communities.
CONSIDERATION
In consideration of the mutual covenants and agreements contained in the Agreement
and for other good and valuable consideration, the receipt and sufficiency of which are
expressly acknowledged, the Province and the Recipient agree as follows:
1.0 ENTIRE AGREEMENT
1.1 Schedules to the Agreement. The following schedules form part of the
Agreement:
Schedule ÐAÑ - General Terms and Conditions
Page 1 of 40
Case: #2024-09-1-3004202959
Schedule ÐBÑ -Project Specific Information and Additional Provisions
Schedule ÐCÑ - Project Description and Financial Information
Schedule ÐDÑ -Eligible and Ineligible Costs
Schedule ÐEÑ - Milestone Payment Plan
Schedule ÐFÑ - Reporting Requirements
Schedule ÐGÑ - Communications Protocol
Schedule ÐHÑ - Indigenous Consultation Protocol
1.2 Entire Agreement. The Agreement constitutes the entire agreement between
the Parties with respect to the subject matter contained in the Agreement and
supersedes all prior oral or written representations and agreements.
2.0 CONFLICT OR INCONSISTENCY
2.1 Conflict or Inconsistency. In the event of a conflict or inconsistency between
the Additional Provisions and the provisions in Schedule ÐAÑ, the following rules
will apply:
(a) the Parties will interpret any Additional Provisions in so far as possible, in
a way that preserves the intention of the Parties as expressed in Schedule
ÐAÑ; and
(b) where it is not possible to interpret the Additional Provisions in a way that
is consistent with the provisions in Schedule ÐAÑ, the Additional Provisions
will prevail over the provisions in Schedule ÐAÑ to the extent of the
inconsistency.
3.0 COUNTERPARTS AND ELECTRONIC SIGNATURES
3.1 One and the Same Agreement. The Agreement may be executed in any
number of counterparts, each of which will be deemed an original, but all of
which together will constitute one and the same instrument.
3.2 Electronic Signatures. This Agreement may be executed electronically. The
electronic signature of a Party may be evidenced by one of the following means
and transmission of this Agreement may be as follows:
(a) a manual signature of an authorized signing officer placed in the
respective signature line of this Agreement and this Agreement scanned
as a pdf file and delivered by email to the other Party;
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Case: #2024-09-1-3004202959
(b)a digital signature placed in the respective signature line of this
Agreement, including:
(i)the name of the authorized signing officer typed in the respective
signature line of this Agreement,
(ii) an image of a manual signature inserted in the respective signature
line of this Agreement,
(iii) an Adobe signature of an authorized signing officer, or
(iv) any other digital signature of an authorized signing officer with the
other PartyÓs prior written consent, and this Agreement delivered by
email to the other Party; or
(c) any other means with the other PartyÓs prior written consent.
4.0 AMENDING THE AGREEMENT
4.1 Amending the Agreement. The Agreement may only be amended by a written
agreement duly executed by the Parties.
5.0ACKNOWLEDGEMENT
5.1 Acknowledgement. The Recipient acknowledges that:
(a) by receiving Funds it may become subject to legislation applicable to
organizations that receive funding from the Government of Ontario,
including the Broader Public Sector Accountability Act, 2010 (Ontario), the
Public Sector Salary Disclosure Act, 1996 (Ontario), and the Auditor
General Act (Ontario);
(b) His Majesty the King in right of Ontario has issued expenses, perquisites,
and procurement directives and guidelines pursuant to the Broader Public
Sector Accountability Act, 2010 (Ontario);
(c) the Funds are:
(i) to assist the Recipient to carry out the Project and not to provide
goods or services to the Province;
(ii) funding for the purposes of the Public Sector Salary Disclosure
Act, 1996 (Ontario);
(d) the Province is not responsible for carrying out the Project;
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Case: #2024-09-1-3004202959
(e) the Province is bound by the Freedom of Information and Protection of
Privacy Act(Ontario) and that any information provided to the Province in
connection with the Project or otherwise in connection with the Agreement
may be subject to disclosure in accordance with that Act; and
(f) the Province is bound by the Financial Administration Act (Ontario)
(ÐFAAÑ) and, pursuant to subsection 11.3(2) of the FAA, payment by the
Province of Funds under the Agreement will be subject to,
(i)an appropriation, as that term is defined in subsection 1(1) of the
FAA, to which that payment can be charged being available in the
Funding Year in which the payment becomes due; or
(ii) the payment having been charged to an appropriation for a
previous fiscal year.
SIGNATURE PAGE FOLLOWS
Page 4 of 40
Case: #2024-09-1-3004202959
The Parties have executed the Agreement on the dates set out below.
HIS MAJESTY THE KING IN RIGHT OF
ONTARIO, as represented by the Minister of
Infrastructure
Date p.p. Julia Danos, Assistant Deputy Minister
The Honourable Kinga Surma
Minister of Infrastructure
CORPORATION OF THE COUNTY OF ELGIN
Name: ________________________________
Date: _____________________ Title: _________________________________
I have authority to bind the Recipient.
Name: ________________________________
Date: _____________________ Title: _________________________________
I have authority to bind the Recipient.
Page 5 of 40
SCHEDULE ÐAÑ
GENERAL TERMS AND CONDITIONS
A1.0 INTERPRETATION AND DEFINITIONS
A1.1 Interpretation. For the purposes of interpretation:
(a) words in the singular include the plural and vice-versa;
(b) words in one gender include all genders;
(c) the headings do not form part of the Agreement; they are for reference
only and will not affect the interpretation of the Agreement;
(d) any reference to dollars or currency will be in Canadian dollars and
currency; and
(e) ÐincludeÑ, ÐincludesÑ and ÐincludingÑ denote that the subsequent list is not
exhaustive.
A1.2 Definitions. In the Agreement, the following terms will have the following
meanings:
ÐAdditional ProvisionsÑ means the terms and conditions set out in Schedule
ÐBÑ.
ÐAgreementÑ means this agreement entered into between the Province and
the Recipient, all of the schedules listed in section 1.1, and any amending
agreement entered into pursuant to section 4.1.
ÐBusiness DayÑ means any working day, Monday to Friday inclusive,
excluding statutory and other holidays, namely: New YearÓs Day; Family Day;
Good Friday; Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour
Day; Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and
any other day on which the Province has elected to be closed for business.
ÐConstruction Contract Award DeadlineÑ means the construction contract
award deadline set out in Schedule ÐFÑ.
ÐContractÑ means an agreement between the Recipient and a third-party
whereby the third-party provides a good, service or both for the Project in
return for financial consideration that the Recipient wants to pay using the
Funds under this Agreement.
ÐEffective DateÑ means the date set out at the top of the Agreement.
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ÐEligible CostsÑ means the costs in respect of the Project that the Recipient
has incurred and paid and that are eligible for payment under the terms and
conditions of the Agreement, and that are further described in Schedule ÐDÑ.
ÐEvent of DefaultÑ has the meaning ascribed to it in section A13.1.
ÐExpiry DateÑ means the expiry date set out in Schedule ÐBÑ.
ÐFundsÑ means the money the Province provides to the Recipient pursuant to
the Agreement.
ÐIndemnified PartiesÑ means His Majesty the King in right of Ontario, and
includes His ministers, agents, appointees, and employees.
ÐIndigenous CommunityÑ, includes First Nation, Mtis, and Inuit communities
ÐIndigenous Consultation RecordÑ means a document that summarizes the
RecipientÓs consultation and engagement activities, including a list of
Indigenous Communities consulted, concerns raised, and how each of the
concerns have been addressed or, if not addressed, an explanation as to why
not;
ÐIneligible CostsÑ means the costs in respect of the Project that are ineligible
for contribution by the Province under the terms and conditions of the
Agreement, and that are described in Schedule ÐDÑ.
ÐLossÑ means any cause of action, liability, loss, cost, damage, or expense
(including legal, expert and consultant fees) that anyone incurs or sustains as a
result of or in connection with the Project or any other part of the Agreement.
ÐMaximum FundsÑ means the maximum set out in Schedule ÐBÑ.
ÐNoticeÑ means any communication given or required to be given pursuant to
the Agreement.
ÐNotice PeriodÑ means the period of time within which the Recipient is
required to remedy an Event of Default pursuant to section A13.3(b), and
includes any such period or periods of time by which the Province extends that
time pursuant to section A13.4.
ÐPartiesÑ means the Province and the Recipient.
ÐPartyÑ means either the Province or the Recipient.
ÐProceedingÑ means any action, claim, demand, lawsuit, or other proceeding
Page 7 of 40
that anyone makes, brings or prosecutes as a result of or in connection with the
Project or with any other part of the Agreement.
ÐProjectÑ means the undertaking described in section C1.0 of Schedule ÐCÑ.
ÐProject Start DeadlineÑ means the project start deadline set out in Schedule
ÐBÑ.
ÐProject Completion DeadlineÑ means the project completion deadline set out
in Schedule ÐBÑ.
ÐRecords ReviewÑ means any assessment the Province conducts pursuant to
section A7.4.
ÐReportsÑ means the reports described in Schedule ÐFÑ.
ÐRequirements Of LawÑ means all applicable statutes, regulations, by-laws,
ordinances, codes, official plans, rules, approvals, permits, licenses,
authorizations, orders, decrees, injunctions, directions and agreements with all
authorities.
ÐTotal Eligible CostÑ means the amount set out in Schedule C2.1.
A2.0 REPRESENTATIONS, WARRANTIES, AND COVENANTS
A2.1 General. The Recipient represents, warrants, and covenants that:
(a) it is, and will continue to be, a validly existing legal entity with full power
to fulfill its obligations under the Agreement;
(b) it has, and will continue to have, the experience and expertise necessary
to carry out the Project;
(c) it is in compliance with, and will continue to comply with, all federal and
provincial laws and regulations, all municipal by-laws, and any other
orders, rules, and by-laws related to any aspect of the Project, the
Funds, or both; and
(d) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
(including information relating to any eligibility requirements) was true
and complete at the time the Recipient provided it and will continue to be
true and complete.
A2.2 Execution of Agreement. The Recipient represents and warrants that it has:
Page 8 of 40
(a) the full power and capacity to enter into the Agreement; and
(b) taken all necessary actions to authorize the execution of the Agreement,
including passing a municipal by-law authorizing the Recipient to enter
into the Agreement.
A2.3 Governance. The Recipient represents, warrants, and covenants that it has,
will maintain in writing, and will follow:
(a) procedures to enable the Recipient to manage Funds prudently and
effectively;
(b) procedures to enable the Recipient to complete the Project successfully;
(c) procedures to enable the Recipient to identify risks to the completion of
the Project and strategies to address the identified risks, all in a timely
manner;
(d) procedures to enable the preparation and submission of all Reports
required pursuant to Article A7.0; and
(e) procedures to enable the Recipient to address such other matters as the
Recipient considers necessary to enable the Recipient to carry out its
obligations under the Agreement.
A2.4 Supporting Proof. Upon the request of the Province, the Recipient will provide
the Province with proof of the matters referred to in Article A2.0.
A2.5 Adverse Fact or Event. The Recipient will inform the Province immediately of
any fact or event of which it is aware that has or will compromise, wholly or in
part, the Project.
A3.0 TERM OF THE AGREEMENT
A3.1 Term. The term of the Agreement will commence on the Effective Date and will
expire on the Expiry Date unless terminated earlier pursuant to Article A12.0 or
Article A13.0.
A3.2 Project Deadlines. The Recipient will:
(a) commence the Project by the Project Start Deadline;
(b) award the majority of Project construction contracts by the Construction
Contract Award Deadline as set out in Schedule F; and
(c) complete the Project by the Project Completion Deadline.
Page 9 of 40
A4.0 FUNDS AND CARRYING OUT THE PROJECT
A4.1 Funds Provided. The Province will:
(a) provide the Recipient with Funds up to the Maximum Funds for the
purpose of carrying out the Project;
(b) provide the Funds to the Recipient in accordance with the payment plan
attached to the Agreement as Schedule ÐEÑ; and
(c) deposit the Funds into an account the Recipient designates provided
that the account:
(i) resides at a Canadian financial institution; and
(ii)is in the name of the Recipient.
A4.2 Limitation on Payment of Funds. Despite section A4.1:
(a) the Province is not obligated to provide any Funds to the Recipient until
the Recipient provides the certificates of insurance or other proof
required pursuant to section A11.2;
(b) the Province is not obligated to provide instalments of Funds until it is
satisfied with the progress of the Project;
(c) the Province is not obligated to provide instalments of Funds until it has
received confirmation that an Environmental Assessment is complete or
exempt;
(i) Payments will be held until a Notice of Completion is received by
MOI and 60 days have passed since the Notice of Completion was
issued.
(d) the Province may adjust the amount of Funds it provides to the Recipient
in connection with any Payment Milestone set out in Schedule ÐEÑ based
upon the ProvinceÓs assessment of the information the Recipient
provides to the Province pursuant to section A7.2.
A4.3 Use of Funds and Carry Out the Project. The Recipient will do all of the
following:
(a) carry out the Project in accordance with the Agreement;
(b) use the Funds only for the purpose of carrying out the Project;
Page 10 of 40
(c) spend the Funds only in accordance with the Eligible Costs;
(d) not use the Funds to cover any cost that has been or will be funded or
reimbursed by one or more of any third party, ministry, agency, or
organization of the Government of Ontario.
A4.4 Interest-Bearing Account. If the Province provides Funds before the
RecipientÓs immediate need for the Funds, the Recipient will place the Funds in
an interest-bearing account in the name of the Recipient at a Canadian
financial institution.
A4.4.1 Use of Interest. Unless otherwise directed by the Province by Notice, if the
Recipient earns any interest on the Funds, the Recipient must use any interest
earned on Eligible Costs.
A4.5 Interest. Upon Notice to the Recipient by the Province, if the Recipient earns
any interest on the Funds, the Province may do either or both of the following:
(a) deduct an amount up to the interest earned from any further instalments of
Funds;
(b) demand from the Recipient the payment of an amount up to the interest
earned.
A4.6 RecipientÓs Acknowledgement of Responsibility for Project. The Recipient
will, in respect of the Project, assume full responsibility for the Project, including,
without limitation:
(a) complete, diligent, and timely Project implementation within the costs and
timelines specified in the Agreement and in accordance with all other
terms and conditions of the Agreement;
(b) all of the costs of the Project, including, without limitation, unapproved
expenditures, Ineligible Costs, cost escalations and cost overruns, if any;
(c) subsequent operation, maintenance, repair, rehabilitation, construction,
demolition, or reconstruction, as required and in accordance with industry
standards, and any related costs for the full lifecycle of the Project; and
(d) the engineering work being undertaken in accordance with industry
standards.
A4.7 Rebates, Credits, and Refunds. The Province will calculate Funds based on
the actual costs to the Recipient to carry out the Project, less any costs
(including taxes) for which the Recipient has received, will receive, or is eligible
to receive, a rebate, credit, or refund.
Page 11 of 40
A4.8 Increase in Project Costs. If, at any time during the Term, the Recipient
determines that it will not be possible to complete the Project due to cost
escalations or cost overruns (a Ð Shortfall Ñ), the Recipient will immediately notify
the Province of that determination. The Province may exercise one or more of
the remedies available to it pursuant to section A13.2.
A4.9 Retention of Contribution. The Province will retain 15% of the Maximum
Funds in respect of the Project (Ð Holdback Ñ) up until the following conditions
have been met:
(a) the Recipient has fulfilled all of its obligations under the Agreement for the
Project; and
(b) the Province has carried out the reconciliation, as set out in section A4.10
(Final Reconciliation and Adjustments), and has made any adjustments
required in the circumstances.
A4.10 Final Reconciliation and Adjustments. Without limiting the rights of the
Province under this Agreement or otherwise, following receipt and satisfactory
review of the Final Report and supporting material by the Province, the Province
will carry out a final reconciliation of payment in respect of the Project and make
any adjustments required in the circumstances.
A5.0 RECIPIENTÓS ACQUISITION OF GOODS OR SERVICES, AND DISPOSAL
OF ASSETS
A5.1 Acquisition. If the Recipient acquires goods, services or both with the Funds, it
will:
(a) Do so through a process that is transparent, fair and promotes the best
value for the money expended and at competitive prices that are no greater
than fair market value after deducting trade discounts or any other discounts
available to the Recipient; and
(b) Comply with any Requirements Of Law that may be applicable to how the
Recipient acquires goods, services or both.
A5.2 Contracts. The Recipient will ensure that all Contracts:
(a) Are consistent with this Agreement;
(b) Do not conflict with this Agreement;
(c) Incorporate the relevant provisions of this Agreement to the fullest extent
possible;
Page 12 of 40
(d)Require that any parties to those Contracts comply with all Requirements Of
Law; and
(e) Authorize the Province to perform audits of the parties to those Contracts in
relation to the Project as the Province sees fit in connection with Article A7.0
of this Schedule ÐAÑ.
A5.3 Disposal of Assets. The Recipient will not, without the ProvinceÓs prior
consent, sell, lease or otherwise dispose of any asset purchased or created
with the Funds or for which Funds were provided, the cost of which exceeded
the amount as provided for in Schedule ÐBÑ at the time of purchase.
A6.0 CONFLICT OF INTEREST
A6.1 Conflict of Interest Includes. For the purposes of Article A6.0, a conflict of
interest includes any circumstances where:
(a) the Recipient; or
(b) any person who has the capacity to influence the RecipientÓs decisions,
has outside commitments, relationships, or financial interests that could,
or could be seen by a reasonable person to, interfere with the
RecipientÓs objective, unbiased, and impartial judgment relating to the
Project, the use of the Funds, or both.
A6.2 No Conflict of Interest. The Recipient will carry out the Project and use the
Funds without an actual, potential, or perceived conflict of interest unless:
(a) the Recipient:
(i) provides Notice to the Province disclosing the details of the
actual, potential, or perceived conflict of interest; and
(ii)requests the consent of the Province to carry out the Project with
an actual, potential, or perceived conflict of interest;
(b) the Province provides its consent to the Recipient carrying out the
Project with an actual, potential, or perceived conflict of interest; and
(c) the Recipient complies with any terms and conditions the Province may
prescribe in its consent.
A7.0 REPORTS, ACCOUNTING, AND REVIEW
A7.1 Province Includes. For the purposes of sections A7.4, A7.5 and A7.6,
ÐProvinceÑ includes any auditor or representative the Province may identify.
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A7.2 Preparation and Submission. The Recipient will:
(a) submit to the Province at the address set out in Schedule ÐBÑ:
(i) all Reports in accordance with the timelines and content
requirements set out in Schedule ÐFÑ;
(ii) any other reports in accordance with any timelines and content
requirements the Province may specify from time to time;
(b) ensure that all Reports and other reports are:
(i) completed to the satisfaction of the Province; and
(ii) signed by an authorized signing officer of the Recipient.
A7.3 Record Maintenance. The Recipient will keep and maintain:
(a) all financial records (including invoices and evidence of payment)
relating to the Funds or otherwise to the Project in a manner consistent
with generally accepted accounting principles applicable in Canada; and
(b) all non-financial records and documents relating to the Funds or
otherwise to the Project.
A7.4 Records Review. The Province may, at its own expense, upon twenty-four
hoursÓ Notice to the Recipient and during normal business hours enter upon the
RecipientÓs premises to conduct an audit or investigation of the Recipient
regarding the RecipientÓs compliance with the Agreement, including assessing
any of the following:
(a) the truth of any of the RecipientÓs representations and warranties;
(b) the progress of the Project;
(c) the RecipientÓs allocation and expenditure of the Funds.
A7.5 Inspection and Removal. For the purposes of any Records Review, the
Province may take one or both of the following actions:
(a) inspect and copy any records and documents referred to in section A7.3;
(b) remove any copies the Province makes pursuant to section A7.5(a).
A7.6 Cooperation. To assist the Province in respect of its rights provided for in
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section A7.5, the Recipient will cooperate with the Province by:
(a) ensuring that the Province has access to the records and documents
wherever they are located;
(b) assisting the Province to copy records and documents;
(c) providing to the Province, in the form the Province specifies, any
information the Province identifies; and
(d) carrying out any other activities the Province requests.
A7.7 No Control of Records. No provision of the Agreement will be construed to
give the Province any control whatsoever over any of the RecipientÓs records.
A7.8 Auditor General. The ProvinceÓs rights under Article A7.0 are in addition to
any rights provided to the Auditor General pursuant to section 9.1 of the Auditor
General Act (Ontario).
A8.0 COMMUNICATIONS REQUIREMENTS
A8.1 Communications Protocol. The Parties agree to be bound by the terms and
conditions of the communications protocol provided for in Schedule ÐGÑ
(Communications Protocol).
A9.0 INDIGENOUS CONSULTATION
A9.1 Indigenous Consultation Protocol. The Parties agree to be bound by the
terms and conditions of the Indigenous Consultation Protocol provided for in
Schedule ÐHÑ (Indigenous Consultation Protocol).
A9.2 Legal Duty to Consult. In the event that the Province determines that a legal
duty to consult and, where appropriate, accommodate Indigenous Communities
(the ÐDuty to ConsultÑ) arises in respect of the ProvinceÓs proposed funding of
the Project:
(a) no site preparation, removal of vegetation or construction will occur in
respect of the Project until the Province provides confirmation in writing to
the Recipient otherwise;
(b) the Province may, in writing, require the Recipient to suspend further site
preparation, removal of vegetation or construction pending completion of
the required consultation;
(c) despite section A.4.1, if the Province has not provided confirmation in
writing to the Recipient that site preparation, removal of vegetation or
Page 15 of 40
construction may begin or resume, the Province has no obligation to pay
any Eligible Costs that are capital costs incurred during that period, as
determined by the Province; and,
(d) the Province must be satisfied that:
(i)Indigenous Communities have been notified and, if applicable,
consulted;
(ii) where consultation has occurred, the Recipient has provided an
Indigenous Consultation Record;
(iii) the Recipient is carrying out accommodation measures, where
appropriate; and
(iv) any other information that the Province deems appropriate has
been provided to the Province.
A10.0 INDEMNITY
A10.1 Indemnify. The Recipient will indemnify and hold harmless the Indemnified
Parties from and against any Loss and any Proceeding, unless solely caused by
the gross negligence or wilful misconduct of the Indemnified Parties.
A11.0 INSURANCE
A11.1 Insurance. The Recipient represents, warrants, and covenants that it has, and
will maintain, at its own cost and expense, with insurers having a secure A.M.
Best rating of B+ or greater, or the equivalent, all the necessary and appropriate
insurance that a prudent person carrying out a project similar to the Project
would maintain, including commercial general liability insurance on an
occurrence basis for third party bodily injury, personal injury, and property
damage, to an inclusive limit of not less than the amount set out in Schedule ÐBÑ
per occurrence, which commercial general liability insurance policy will include
the following:
(a) the Indemnified Parties as additional insureds with respect to liability
arising in the course of performance of the RecipientÓs obligations under,
or otherwise in connection with, the Agreement;
(b) a cross-liability clause;
(c) contractual liability coverage; and
Page 16 of 40
(d) at least 30 daysÓ written notice of cancellation.
A11.2 Proof of Insurance. The Recipient will:
(a) provide to the Province, either:
(i) certificates of insurance that confirm the insurance coverage
required by section A11.1; or
(ii) other proof that confirms the insurance coverage required by
section A11.1; and
(b) in the event of a Proceeding, and upon the ProvinceÓs request, the
Recipient will provide to the Province a copy of any of the RecipientÓs
insurance policies that relate to the Project or otherwise to the
Agreement, or both.
A12.0 TERMINATION ON NOTICE
A12.1 Termination on Notice. The Province may terminate the Agreement at any
time without liability, penalty, or costs upon giving 30 daysÓ Notice to the
Recipient.
A12.2 Consequences of Termination on Notice by the Province.If the Province
terminates the Agreement pursuant to section A12.1, the Province may take
one or more of the following actions:
(a) cancel further instalments of Funds;
(b) demand from the Recipient the payment of any Funds remaining in the
possession or under the control of the Recipient; and
(c) determine the reasonable costs for the Recipient to wind down the
Project, and do either or both of the following:
(i) permit the Recipient to offset such costs against the amount the
Recipient owes pursuant to section A12.2(b); and
(ii) subject to section A4.1(a), provide Funds to the Recipient to cover
such costs.
A13.0 EVENT OF DEFAULT, CORRECTIVE ACTION, AND TERMINATION FOR
DEFAULT
A13.1 Events of Default. Each of the following events will constitute an Event of
Default:
Page 17 of 40
(a) in the opinion of the Province, the Recipient breaches any
representation, warranty, covenant, or other term of the Agreement,
including failing to do any of the following in accordance with the terms
and conditions of the Agreement:
(i)carry out the Project;
(ii) use or spend Funds; or
(iii) provide, in accordance with section A7.2, Reports or such other
reports as the Province may have requested pursuant to section
A7.2(a)(ii);
(b) the RecipientÓs operations, its financial condition, its organizational
structure or its control changes such that it no longer meets one or
more of the eligibility requirements of the program under which the
Province provides the Funds;
(c) the Recipient makes an assignment, proposal, compromise, or
arrangement for the benefit of creditors, or a creditor makes an
application for an order adjudging the Recipient bankrupt, or applies for
the appointment of a receiver;
(d) the Recipient ceases to operate.
A13.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at any time, take one or more of the following
actions:
(a) initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of the Project;
(b) provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province
determines appropriate;
(d) reduce the amount of the Funds;
(e) cancel further instalments of Funds;
(f) demand from the Recipient the payment of any Funds remaining in the
possession or under the control of the Recipient;
(g) demand from the Recipient the payment of an amount equal to any
Page 18 of 40
Funds the Recipient used, but did not use in accordance with the
Agreement;
(h) demand from the Recipient the payment of an amount equal to any
Funds the Province provided to the Recipient;
(i)demand from the Recipient the payment of an amount equal to the costs
the Province incurred or incurs to enforce its rights under the Agreement,
including the costs of any Records Review and the costs it incurs to
collect any amounts the Recipient owes to the Province; and
(j)upon giving Notice to the Recipient, terminate the Agreement at any
time, including immediately, without liability, penalty or costs to the
Province.
A13.3 Opportunity to Remedy. If, pursuant to section A13.2(b), the Province
provides the Recipient with an opportunity to remedy the Event of Default, the
Province will give Notice to the Recipient of:
(a) the particulars of the Event of Default; and
(b) the Notice Period.
A13.4 Recipient not Remedying. If the Province provides the Recipient with an
opportunity to remedy the Event of Default pursuant to section A13.2(b), and:
(a) the Recipient does not remedy the Event of Default within the Notice
Period;
(b) it becomes apparent to the Province that the Recipient cannot
completely remedy the Event of Default within the Notice Period; or
(c) the Recipient is not proceeding to remedy the Event of Default in a way
that is satisfactory to the Province,
(d) the Province may extend the Notice Period, or initiate any one or more of
the actions provided for in sections A13.2(a), (c), (d), (e), (f), (g), (h), (i)
and (j).
A13.5 When Termination Effective. Termination under Article A13.0 will take effect
as provided for in the Notice.
A14.0 FUNDS UPON EXPIRY
Page 19 of 40
A14.1 Funds Upon Expiry. Upon expiry of the Agreement, the Recipient will pay to
the Province any Funds remaining in its possession, under its control, or both.
A15.0 DEBT DUE AND PAYMENT
A15.1 Payment of Overpayment. If at any time the Province provides Funds in
excess of the amount to which the Recipient is entitled under the Agreement,
the Province may:
(a) deduct an amount equal to the excess Funds from any further
instalments of Funds; or
(b) demand that the Recipient pay to the Province an amount equal to the
excess Funds.
A15.2 Debt Due. If, pursuant to the Agreement:
(a) the Province demands from the Recipient the payment of any Funds, an
amount equal to any Funds or any other amounts owing under the
Agreement; or
(b) the Recipient owes to the Province any Funds, an amount equal to any
Funds or any other amounts owing under the Agreement, whether or not
the Province has demanded their payment,
such amounts will be deemed to be debts due and owing to the Province by the
Recipient, and the Recipient will pay the amounts to the Province immediately,
unless the Province directs otherwise.
A15.3 Interest Rate. The Province may charge the Recipient interest on any money
owing to the Province by the Recipient under the Agreement at the then current
interest rate charged by the Province of Ontario on accounts receivable.
A15.4 Payment of Money to Province. The Recipient will pay any money owing to
the Province by cheque payable to the ÐOntario Minister of FinanceÑ and
delivered to the Province at the address set out in Schedule ÐB".
A15.5 Fails to Pay. Without limiting the application of section 43 of the Financial
Administration Act (Ontario), if the Recipient fails to pay any amount owing
under the Agreement, His Majesty the King in right of Ontario may deduct any
unpaid amount from any money payable to the Recipient by His Majesty the
King in right of Ontario.
A16.0 NOTICE
Page 20 of 40
A16.1 Notice in Writing and Addressed. Notice will be:
(a) in writing;
(b) delivered by email, postage-prepaid mail, personal delivery or courier
and
(c) addressed to the Province or the Recipient as set out in Schedule ÐBÑ, or
as either Party later designates to the other by Notice.
A16.2 Notice Given. Notice will be deemed to have been given:
(a) in the case of postage-prepaid mail, five Business Days after the Notice
is mailed; and
(b) in the case of email, personal delivery or courier, on the date on which
the Notice is delivered.
A16.3 Postal Disruption. Despite section A16.2(a), in the event of a postal
disruption:
(a) Notice by postage-prepaid mail will not be deemed to be given; and
(b) the Party giving Notice will give Notice by email, personal delivery or
courier.
A17.0 CONSENT BY PROVINCE AND COMPLIANCE BY RECIPIENT
A17.1 Consent. When the Province provides its consent pursuant to the Agreement:
(a) it will do so by Notice;
(b) it may attach any terms and conditions to the consent; and
(c) the Recipient may rely on the consent only if the Recipient complies with
any terms and conditions the Province may have attached to the
consent.
A18.0 SEVERABILITY OF PROVISIONS
A18.1 Invalidity or Unenforceability of Any Provision. The invalidity or
unenforceability of any provision of the Agreement will not affect the validity or
enforceability of any other provision of the Agreement.
A19.0 WAIVER
Page 21 of 40
A19.1 Condonation not a waiver. Failure or delay by the either Party to exercise any
of its rights, powers or remedies under the Agreement will not constitute a waiver
of those rights, powers or remedies and the obligations of the Parties with respect
to such rights, powers or remedies will continue in full force and effect.
A19.2 Waiver. Either Party may waive any of its rights, powers or remedies under the
Agreement by providing Notice to the other Party. A waiver will apply only to the
specific rights, powers or remedies identified in the Notice and the Party
providing the waiver may attach terms and conditions to the waiver.
A20.0 INDEPENDENT PARTIES
A20.1 Parties Independent. The Recipient is not an agent, joint venturer, partner, or
employee of the Province, and the Recipient will not represent itself in any way
that might be taken by a reasonable person to suggest that it is or take any
actions that could establish or imply such a relationship.
A21.0 ASSIGNMENT OF AGREEMENT OR FUNDS
A21.1 No Assignment. The Recipient will not, without the prior written consent of the
Province, assign any of its rights or obligations under the Agreement.
A21.2 Agreement Binding. All rights and obligations contained in the Agreement will
extend to and be binding on:
(a) the RecipientÓs heirs, executors, administrators, successors, and
permitted assigns; and
(b) the successors to His Majesty the King in right of Ontario.
A22.0 GOVERNING LAW
A22.1 Governing Law. The Agreement and the rights, obligations, and relations of
the Parties will be governed by and construed in accordance with the laws of
the Province of Ontario and the applicable federal laws of Canada. Any actions
or proceedings arising in connection with the Agreement will be conducted in
the courts of Ontario, which will have exclusive jurisdiction over such
proceedings.
A23.0 FURTHER ASSURANCES
A23.1 Agreement into Effect. The Recipient will:
(a) provide such further assurances as the Province may request from time
to time with respect to any matter to which the Agreement pertains; and
Page 22 of 40
(b) do or cause to be done all acts or things necessary to implement and
carry into effect the terms and conditions of the Agreement to their full
extent.
A24.0 JOINT AND SEVERAL LIABILITY
A24.1 Joint and Several Liability. Where the Recipient comprises more than one
entity, each entity will be jointly and severally liable to the Province for the
fulfillment of the obligations of the Recipient under the Agreement.
A25.0 RIGHTS AND REMEDIES CUMULATIVE
A25.1 Rights and Remedies Cumulative. The rights and remedies of the Province
under the Agreement are cumulative and are in addition to, and not in
substitution for, any of its rights and remedies provided by law or in equity.
A26.0 FAILURE TO COMPLY WITH OTHER AGREEMENTS
A26.1 Other Agreements. If the Recipient:
(a) has failed to comply with any term, condition, or obligation under any
other agreement with His Majesty the King in right of Ontario or one of
His agencies (a Ð Failure Ñ);
(b) has been provided with notice of such Failure in accordance with the
requirements of such other agreement;
(c) has, if applicable, failed to rectify such Failure in accordance with the
requirements of such other agreement; and
(d) such Failure is continuing,
the Province may suspend the payment of Funds for such period as the
Province determines appropriate.
A27.0 SURVIVAL
A27.1 Survival. The following Articles and sections, and all applicable cross-
referenced Articles, sections and schedules, will continue in full force and effect
for a period of seven years from the date of expiry or termination of the
Agreement: Article 1.0, Article 2.0, Article A1.0 and any other applicable
definitions, section A2.1(a), sections A4.4, A4.5, A4.7, A4.9, A4.10, section
A5.3, section A7.1, section A7.2 (to the extent that the Recipient has not
provided the Reports or other reports as the Province may have requested and
to the satisfaction of the Province), sections A7.3, A7.4, A7.5, A7.6, A7.7, A7.8,
Page 23 of 40
Article A8.0, Article A10.0, section A12.2, section A13.1, sections A13.2(d), (e),
(f), (g), (h), (i) and (j), Article A14.0, Article A15.0, Article A16.0, Article A18.0,
section A21.2, Article A22.0, Article A24.0, Article A25.0 and Article A27.0.
END OF GENERAL TERMS AND CONDITIONS
Page 24 of 40
SCHEDULE ÐBÑ
PROJECT SPECIFIC INFORMATION AND ADDITIONAL PROVISIONS
Maximum Funds$3,697,500.00
Expiry Date March 31, 2029
Project Start Deadline September 30, 2025
Project Completion Deadline March 31, 2028
Amount for the purposes of $50,000
section A5.3 (Disposal of
Assets) of Schedule ÐAÑ
Insurance $2,000,000
Contact information for the Position: Manager, Housing Enabling Program Delivery
purposes of Notice to the Unit
Province Address: Ministry of Infrastructure
Infrastructure Program Design Branch
777 Bay St
Toronto, ON M7A 2J4
Email: MHIP@ontario.ca
Contact information for the Position: Andrew Parker, Manager of Roads and Asset
purposes of Notice to the Management
Recipient
Address:450 Sunset Dr
St Thomas, ON N5R 5V1
Email: aparker@elgin.ca
Additional Provisions:
None
Page 25 of 40
SCHEDULE ÐCÑ
PROJECT DESCRIPTION AND FINANCIAL INFORMATION
C1.0 PROJECT DESCRIPTION
The Recipient will undertake road reconstruction in the Village of Fingal, (Township of
Southwold, County of Elgin). Project work will involve the reconstruction of
approximately 1.2 kilometres of Union Road (County Road 20) and approximately 1.0
kilometre of Fingal Line (County Road 16). This project will include lane widening to
facilitate new turning movements, new fully signalized intersection, streetlighting, active
transportation facilities, and stormwater management including low impact design to
offset the effects of climate change, followed by full road reconstruction. The County will
also engage all local utilities (telecom, gas, etc.) to ensure any proposed works are
included as part of this work. New/expanded drinking water and wastewater works,
stormwater management facilities, and any soft costs (design, engineering) related to
these works are ineligible. The outcomes of this project will enhance roads and bridges,
promote growth, and enable housing.
C2.0 FINANCIAL INFORMATION
C2.1 Total Eligible Costs. The total Eligible Costs means $7,395,000.00
C2.2 ProvinceÓs Reimbursement Rate. Without limiting the generality of the
ProvinceÓs rights and remedies under this Agreement, the Province will
reimburse the Recipient for up to a maximum 50% of Total Eligible Costs, or up
to the Maximum Funds.
C2.3 Combining Funding from Other Government Sources (Stacking). The
Recipient may combine (i.e., stack) federal and municipal funding (including
development charges revenue) to fund a minimum of 50% Recipient contribution
to Total Eligible Costs. The Recipient shall not stack other sources of provincial
funding, with the exception of funding received from the Building Faster Fund
(BFF) and the Ontario Community Infrastructure Fund (OCIF).
Page 26 of 40
SCHEDULE ÐDÑ
ELIGIBLE AND INELIGIBLE COSTS
D1.0 ELIGIBLE COSTS
D1.1 Eligible Costs are those direct costs that are, in the ProvinceÓs sole and absolute
discretion, properly and reasonably incurred and paid by the Recipient, are
necessary for the successful completion of the Project, and are paid to an armÓs
length third party, as evidenced by invoices, receipts or other records that are
satisfactory to the Province. Eligible Costs do not include Ineligible Costs. Eligible
Costs include the following costs incurred and paid after April 1, 2023:
(a) Costs associated with the planning, environmental assessments, design
and engineering, project management, materials and construction of the
Project;
(b) Costs associated with Indigenous consultation related to the Project; and
(c) Costs associated with any compliance audit undertaken in accordance with
Article F3.0.
D2.0 INELIGIBLE COSTS
D2.1 Unless a cost is considered an Eligible Cost pursuant to section D1.1, such cost
will be an Ineligible Cost. Without limiting the discretion of the Province in section
D1.1, the following costs are Ineligible Costs and are therefore ineligible to be
paid from the Funds:
(a) All capital costs, including site preparation, removal of vegetation and
construction costs, prior to confirmation in writing from the Province to the
Recipient that site preparation, removal of vegetation or construction may
begin or resume, as described in section A9.2;
(b) Financing and financing charges, debt restructuring, loan interest payments
bank fees, and legal fees including those related to easements;
(c) Costs associated with operating expenses for assets and regularly
scheduled maintenance work;
(d) Costs of relocating entire communities;
(e) Planning costs, if not tied to a capital project (i.e., planning-only project
submitted);
Page 27 of 40
(f)Land acquisition; leasing land, buildings and other facilities; real estate fees
and related costs;
(g) Leasing equipment other than equipment directly related to the construction
of the Project;
(h) Costs related to furnishing and non-fixed assets which are not essential for
the operation of the asset/Project;
(i) Any overhead costs, including salaries and other employment benefits of
any employees of the Recipient, any direct or indirect operating or
administrative costs of the Recipient, and more specifically any costs
related to planning, engineering, architecture, supervision, management
and other activities normally carried out by the Recipient's staff;
(j) Any goods and services costs which are received through donations or in
kind;
(k) Provincial sales tax, goods and services tax, or harmonized sales tax; and
(l) Any costs eligible for rebates.
Page 28 of 40
SCHEDULE ÐEÑ
MILESTONE PAYMENT PLAN
E1.0 MILESTONE PAYMENTS
E1.1. The table below sets out the Project milestones and, if the conditions for
achieving the milestone are met, the amount that the Recipient is entitled to be
paid in connection with the completion of that milestone, subject to the
RecipientÓs compliance with the terms of the Agreement, calculated as a
percentage of the Maximum Funds.
PAYMENT MILESTONE PAYMENT AMOUNT REQUIRED REPORTS
(see Schedule ÐFÑ for
more detail)
Milestone 1: Execution of 25% of the Maximum The following
the Agreement. Funds. documentation is required
to be provided to the
Province by the Recipient
prior to execution of the
Agreement:
Municipal by-law as
described in section
A2.2(b),
Initial Project Report
as described in
Schedule ÐFÑ,
Notice of Completion
for Environmental
Assessment (if
applicable), and
Any other reporting
requested by the
Ministry.
Milestone 2: Subject to Up to 25% of the Maximum
Construction Contract
the terms and conditions of Funds.
Award Documentation,
this Agreement, the
Project Progress
receipt, to the satisfaction The payment amount is
Report, including a
of the Province, of the subject to the adjustments
revised expenditure
Construction Contract set out in section A4.2(c).
forecast, and
Award Documentation and
Any other reporting
Project Progress Report
requested by the
described in Schedule ÐFÑ.
Ministry.
Page 29 of 40
Milestone 3: Subject to Up to 35% of the Maximum
85% Expenditure
the terms and conditions of Funds.
Documentation
this Agreement, the
confirming that at least
receipt, to the satisfaction The payment amount is
85% of the Total
of the Province, of the 85% subject to the adjustments
Eligible Cost (TEC) has
Expenditure set out in section A4.2(c).
been incurred,
Documentation and Project
Project Progress
Progress Report described
Report, including a
in Schedule ÐFÑ.
revised expenditure
forecast, and
Any other reporting
requested by the
Ministry.
Milestone 4: Subject to Release of Holdback as
Final Report,
the terms and conditions of defined in section A4.9: Up
Compliance with the
this Agreement, the to 15% of the Maximum
Financial Information
receipt, to the satisfaction Funds.
Return (FIR),
of the Province, of the
Compliance audit
Final Report. The payment amount is
documentation if
subject to the reconciliation
required by the
and adjustments set out in
Province, and
sections A4.2(c) and
Any other reporting
A4.10.
requested by the
Ministry.
Page 30 of 40
SCHEDULE ÐFÑ
REPORTING REQUIREMENTS
F1.0 DOCUMENTATION REQUIRED FOR EXECUTION OF THE AGREEMENT
Name of Document Description Submission Timeframe
Initial Project RecipientÓs forecast of Within two weeks of being
Report timelines and costs sent by the Province and prior
(expenditure forecast) to to execution of the
Project completion. Agreement.
Council By-Law Municipal by-law as described Prior to execution of the
in section A2.2(b).If Agreement.
delegated authority is given,
the Recipient must include the
delegation by-law (refer to
Section 23.1 of the Municipal
Act, 2001).
Executed The executed Agreement Required for Milestone 1
Agreement between the Province and payment.
Recipient.
F2.0REPORTS
F2.1 Reporting Requirements. The Recipient will submit to the Province the
following Reports in a format to be provided by the Province and in accordance
with the timelines below.
Required Description Submission Timeframe
Documentation
Construction A report from council The majority of Project
Contract Award including a resolution or by-construction contracts must
Documentation law recognizing the awarding be awarded no later than
of the Project construction September 30, 2026. The
contracts following tender. Construction Contract Award
Documentation is due within
60 Business Days of this
award.
Required for Milestone 2
payment.
Project Progress A report that includes: Project Progress Reports are
Report required twice per calendar
an update on the ProjectÓs
year, in the Spring and Fall,
status and signage status;
for the duration of the project.
revised expenditure
forecast, which must be
Page 31 of 40
based on contracts This Report is due within 30
awarded to complete the Business Days of a written
Project; notice from the Province
unless otherwise indicated by
the amount of interest
the Province.
earned on the Funds;
an updated Indigenous
A Project Progress Report is
Consultation Record, if
required for Milestone 2 and
applicable; and
Milestone 3 payment.
any other information as
requested by the
Province.
85% Expenditure A report that confirms that at Required for Milestone 3
Documentation least 85% of TEC has been payment.
incurred.
Final Report A report that summarizes the This Report is due within 60
ProjectÓs final timelines, costs, Business Days of the Project
and outcomes, and includes Completion Deadline.
Project and signage photos
and the information required Required for Milestone 4
under the Project Progress payment.
Reports.
Other Reports Reports with such content as Within the timeframe
may be requested by the requested in a written notice
Province from time to time, from the Province.
which may include the
Indigenous Consultation
Record described in Schedule
ÐHÑ.
F3.0 COMPLIANCE AUDIT
F3.1 Financial Information Return. Without limiting the generality of Article A7.0
(Reports, Accounting, and Review), the Recipient must have submitted
Financial Information Returns (FIR) per Section 294(1) of the Municipal Act for
the preceding two fiscal years.
F3.2 Financial Information Return Compliance. If the Recipient does not submit
the FIR in accordance with F3.1, without limiting the ProvinceÓs rights under
Article A13.0, the Province may suspend the payment of Funds until the FIR are
satisfactorily completed.
F3.3 Compliance Audit. Without limiting the generality of Article A7.0(Reports,
Accounting, and Review), the Recipient may be required to engage the services
Page 32 of 40
of an external auditor to conduct a final compliance audit upon reaching the
project completion date.
Additional compliance audits may be conducted by the Province at its sole
discretion, for which the Recipient shall assist and disclose any information
requested by any independent auditor.
F3.4 Requirements of Compliance Audit. Each compliance audit will be conducted
in accordance with Canadian Generally Accepted Auditing Standards, as
adopted by the Canadian Institute of Chartered Accountants, applicable as of
the date on which a record is kept or required to be kept under such standards.
In addition, each compliance audit will assess the RecipientÓs compliance with
the terms of the Agreement and will prepare a report that addresses, without
limitation:
(a) whether the Funds were spent in accordance with the Agreement;
(b) the progress or state of completion of the Project;
(c) whether the financial information the Recipient provided to the Province
was complete, accurate, and provided in a timely manner;
(d) whether the RecipientÓs information and monitoring processes and
systems are adequate to carry out its obligations under the Agreement;
(e) the RecipientÓs overall management and administration of the Project;
(f) recommendations for improvement or redress of non-compliance of the
terms of the Agreement by the Recipient; and
(g) whether the Recipient took timely corrective action on any prior audit
findings, if any.
Page 33 of 40
SCHEDULE ÐGÑ
COMMUNICATIONS PROTOCOL
G1.0 DEFINITIONS
G1.1 Definitions. For the purposes of this Schedule ÐGÑ (Communications Protocol):
ÐJoint CommunicationsÑ means events, news releases, and signage that relate
to the Agreement that are not operational in nature, and that are collaboratively
developed and approved by the Province and the Recipient.
ÐCommunications ActivitiesÑ means, but is not limited to, public or media
events or ceremonies including key milestone events, news releases, reports,
web and social media products or postings, blogs, news conferences, public
notices, physical and digital signs, publications, success stories and vignettes,
photos, videos, multi-media content, advertising campaigns, awareness
campaigns, editorials, multi-media products, and all related communication
materials under the Agreement.
ÐContentious IssuesÑ means matters that are, or may reasonably be expected
to be, of concern to the Legislative Assembly or the public, or are likely to result
in inquiries being directed to the Minister or the provincial government.
Contentious Issues may be raised by:
Members of the Legislative Assembly
The public
Media
Stakeholders
Service delivery partners
G2.0 PURPOSE
G2.1 Purpose. This communications protocol outlines the roles and responsibilities
of each of the Parties to the Agreement in respect of Communications Activities
related to the Project.
G2.2 Guidance. This communications protocol will guide all planning, development
and implementation of Communications Activities with a view to ensuring
efficient, structured, continuous, consistent, and coordinated communications to
the public.
G2.3 Application to Communications Activities. The provisions of this
communications protocol apply to all Communications Activities related to the
Agreement and the Project.
Page 34 of 40
G3.0 GUIDING PRINCIPLES
G3.1 Information to public. Communications Activities undertaken through this
communications protocol should ensure that the public are informed about the
Projectand its benefits, including the ways in which the Project helps improve
their quality of life.
G3.2 Factors to Consider. The scale and scope of Communications Activities
undertaken for any Project will take into consideration the financial value, scope
and duration of the Project and the feasibility of Joint Communications for such
Communications Activities.
G3.3 Deficiencies and Corrective Actions. The Province will communicate to the
Recipient any deficiencies or corrective actions, or both, identified by the
Province or, as applicable, the Committee.
G3.4 Approval of Communications Material. The announcement or publication of
the Project must be approved by the Parties prior to being carried out.
G3.5 Costs of Communication Activities. With the exception of advertising
campaigns outlined in Article G.9.0 (Advertising Campaigns), the costs of
Communication Activities and signage will follow the eligibility rules established
in Schedule ÐDÑ (Eligible and Ineligible Costs).
G4.0 JOINT COMMUNICATIONS
G4.1 Subject Matter. The Parties may have Joint Communications about the funding
and status of the Project, including recognition of key project milestones.
G4.2 Prior Knowledge and Agreement. Joint Communications in respect of the
Project should not occur without the prior knowledge and agreement of the
Parties.
G4.3 Recognition of the ProvinceÓs Contributions. All Joint Communications
material must be approved by the Province and will recognize the ProvinceÓs
contribution to the Project.
G4.4 Notice and Timing. The Recipient and the Province may request Joint
Communications. The Party requesting the Joint Communications will provide at
least 15 Business DaysÓ notice to the other Party. If the Communications
Activity is an event, it will take place at a date and location mutually agreed to
by the Parties.
G4.5 Participation and Representatives. The Party requesting a Joint
Communications will provide the opportunity for the other Party to choose to
Page 35 of 40
participate and, if participating, to have their own designated representative
quoted or present (in the case of an event).
G4.6 English and French. The Province has an obligation to communicate in
English and French. Communications products related to events must be
bilingual in most instances. In such cases, the Province will provide the
translation services and final approval on products.
G5.0 INDIVIDUAL COMMUNICATIONS
G5.1 The ProvinceÓs Obligations. Notwithstanding Article G.4.0 (Joint
Communications), the Parties agree that the Province has the right to
communicate information to Ontarians about the Agreement and the use of
Funds to meet its legislated and regulatory obligations through their respective
own Communications Activities.
G5.2 Restrictions. Each Party may include an overview in respect of the Project in
their own Communications Activities. The Province and the Recipient will not
unreasonably restrict the use of, for their own purposes, Communications
Activities related to the Project and, if the communications are web- or social-
media based, the ability to link to it.
G5.3 Publication. The Recipient will indicate, in respect of the Project-related
publications, whether written, oral, or visual, that the views expressed in the
publication are the views of the Recipient and do not necessarily reflect those of
the Province.
G5.4 Recognition in Documents. In respect of the Project where the deliverable is a
document, such as but not limited to plans, reports, studies, strategies, training
material, webinars, and workshops, the Recipient will clearly recognize the
ProvinceÓs respective financial contribution for the Project.
G5.5 Acknowledgement of Support. Unless the Province directs the Recipient to
do otherwise, the Recipient will, in respect of the Project-related publications,
whether written, oral, or visual, acknowledge the ProvinceÓs support for the
Project.
G6.0 OPERATIONAL COMMUNICATIONS
G6.1 Responsibility of Recipient. The Recipient is solely responsible for operational
communications in respect of the Project, including but not limited to calls for
tender, contract awards, and construction and public safety notices.
G7.0 MEDIA RELATIONS
Page 36 of 40
G7.1 Significant Media Inquiry. The Province and the Recipient will share
information promptly with the other Party if significant media inquiries are
received or if emerging contentious issues arise in respect of a
Project. Significant media inquiries include, but are not limited to, contentious
media requests where either or both the province and the recipient are
implicated. Note that any media request received by the Recipient that impacts
or falls under the purview of the province (e.g., program guidelines, funding
allocations) must be shared with the Province to determine who is best
positioned to respond.
G8.0 SIGNAGE
G8.1 Recognition of Funding Contribution. The Parties agree that the Province
and the Recipient may each have signage recognizing their funding contribution
in respect of the Project.
G8.2 Funding Recognition. Unless otherwise agreed by the Province, the Recipient
will produce and install a sign to recognize the funding contributed by the
Province at the Project site in accordance with, as applicable, their current
respective signage guidelines. Provincial sign design, content, and installation
guidelines will be provided by the Province.
G8.3 Notice of Sign Installation. The Recipient will inform the Province of sign
installations, including providing the Province with photographs of the sign once
the sign has been installed.
G8.4 Timing for Erection of Sign. If erected, signage recognizing the ProvinceÓs
contributions will be installed at the Project site(s) 30 days prior to the start of
construction, be visible for the duration of the Project, and remain in place until
90 days after construction is completed and the infrastructure is fully operational
or opened for public use.
G8.5 Size of Sign. If erected, signage recognizing the ProvinceÓs respective
contribution will be at least equivalent in size and prominence to Project signage
for contributions by other orders of government and will be installed in a
prominent and visible location that takes into consideration pedestrian and
traffic safety and visibility.
G8.6 Responsibility of Recipient. The Recipient is responsible for the production
and installation of Project signage, and for maintaining the signage in a good
state of repair during the Project, or as otherwise agreed upon.
G9.0 ADVERTISING CAMPAIGNS
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G9.1 Notice of Advertising Campaigns. Recognizing that advertising can be an
effective means of communicating with the public, the Recipient agrees that the
Province may, at their own cost, organize an advertising or public information
campaign in respect of the Project or the Agreement. However, such a
campaign will respect the provisions of the Agreement. In the event of such a
campaign, the Province will inform the Recipient of its intention no less than 21
Business Days prior to the campaign launch.
Page 38 of 40
SCHEDULE ÐHÑ
INDIGENOUS CONSULTATION PROTOCOL
HINDIGENOUS CONSULTATION
H1.1 Procedural Aspects of Consultation. If consultation with Indigenous
Communities is required, the Recipient agrees that:
(a) the Province may delegate certain procedural aspects of the consultation to
the Recipient; and
(b) the Province will provide the Recipient with an initial list of the Indigenous
Communities the Recipient will consult.
H1.2 Development of Indigenous Consultation Plan. The Province, based on the
scope and nature of the Project, may require the Recipient, in consultation with
the Province, to develop and comply with an Indigenous consultation plan
(Ð Indigenous Consultation Plan Ñ).
H1 Provision of Plan to Province. If, pursuant to section H1.2, the Province
provides Notice to the Recipient that an Indigenous Consultation Plan is required,
the Recipient will, within the timelines provided in the Notice, provide the
Province with a copy of the IndigenousConsultation Plan.
H1 Changes to Plan.The Recipient agrees that the Province, in its sole discretion
and from time to time, may require the Recipient to make changes to the
Indigenous Consultation Plan.
H1.5 Requirement for Indigenous Consultation Record. If consultation with an
Indigenous Community is required, the Recipient will maintain an Indigenous
Consultation Record and provide such record to the Province, and any update to
it, as part of its reporting to the Province pursuant to section F2.1.
H1.6 Notification to and Direction from the Province. The Recipient will
(a) Indigenous
(b) of any Indigenous
actions as the Province
comply with the Province's direction.
Page 39 of 40
H1.7 Direction from the Province and Contracts.
Province as H1.6
Page 40 of 40
COUNTY OF ELGIN
By-Law No. 25-28
BEING A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
JULY 8, 2025 MEETING
WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of a municipality shall be exercised by its Council;
AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of every Council shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of
the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the actions of the Municipal Council of the Corporation of the County of Elgin,
in respect of each recommendation contained in the reports and each motion and
resolution passed and other action taken by the Municipal Council of the Corporation
of the County of Elgin, at its meeting held on July 8, 2025 be hereby adopted and
confirmed as if all such proceedings were expressly embodied in this by-law.
2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin
are hereby authorized and directed to do all things necessary to give effect to the
actions of the Municipal Council of the Corporation of the County of Elgin referred to in
the preceding section hereof.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the
seal of the Corporation of the County of Elgin.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 8 DAY OF
JULY 2025.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.