07 - July 8, 2025 Committee of the Whole Agenda PackageElgmCounty
Elgin County Council
Committee of the Whole Meeting
Orders of the Day
Tuesday, July 8, 2025, 9:30 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Meeting:
https://www.facebook.com/ElginCounty
Accessible formats available upon request.
Pages
1.
Meeting Call to Order
2.
Approval of Agenda
3.
Adoption of Minutes
2
4.
Disclosure of Pecuniary Interest and the General Nature Thereof
5.
Members' Motions
6.
Reports of Council, Staff or Outside Boards
6.1 Director of Financial Services/Treasurer - Wide Area Network Services
5
6.2 Director of Legal Services - Purchase of Decontamination Trailer
8
6.3 Director of Engineering Services - Administration Building — Cladding,
11
Window and Door Replacement (Tender No. 2025-T27) — Contract
Award
6.4 Director of Community and Cultural Services - Response To Aylmer
15
Town Council's Letter of Intent Regarding Aylmer Library Expansion at
Old Town Hall Location
6.5 Director of Community and Cultural Services - Analysis of Consultation
24
Process on the Relocation of Aylmer Library to East Elgin Community
Complex
7.
Adjournment
Elgin County Council
Committee of the Whole Meeting
Minutes
June 24, 2025, 9:30 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Grant Jones
Deputy Warden Ed Ketchabaw
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Councillor Taraesa Tellier
Members Absent: Councillor Richard Leatham (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal 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
Emily Waldick, Manager of Human Resources
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Diana Morris, Senior Planner
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Meeting Call to Order
The meeting was called to order at 11:08 a.m. with Warden Jones in the chair.
2. Approval of Agenda
Resolution Number: CW25-34
Moved by: Councillor Noble
Seconded by: Councillor Sloan
RESOLVED THAT the agenda for the June 24, 2025 Committee of the Whole
Meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Resolution Number: CW25-35
Moved by: Councillor Noble
Seconded by: Councillor Hentz
Page 2 of 46
RESOLVED THAT the minutes of the meeting held on June 10, 2025 be
adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Members' Motions
None.
6. Reports of Council, Staff or Outside Boards
6.1 Director of Engineering Services - Gillets Bridge (1327) Rehabilitation
— Contract Award
The Director of Engineering Services presented the report seeking
Council's approval to award the contract for the rehabilitation of Gillets
Bridge to Vandenburk Construction Inc.
Resolution Number: CW25-36
Moved by: Councillor Noble
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT Vandenburk Construction Inc. be selected to complete
the Gillets Bridge (1327) Rehabilitation located on Sparta Line, Tender No.
2025-T25 at a total price of $315,900.00 inclusive of a $75,000
contingency allowance and exclusive of H.S.T.; and
THAT the Warden and Chief Administrative Officer be directed and
authorized to sign the contract.
Motion Carried.
6.2 Senior Planner - Official Plan Amendment No. 39 in the Municipality
of Bayham 92 Edison Drive
The Senior Planner presented the report recommending that Council
approve Official Plan Amendment No. 39 to the Official Plan of the
Municipality of Bayham.
Resolution Number: CW25-37
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Couckuyt
RESOLVED THAT the Council of the Corporation of the County of Elgin
approves Official Plan Amendment No. 39 to the Official Plan of the
Municipality of Bayham; and
THAT staff be directed to provide notice of this decision in accordance
with the requirements of the Planning Act.
Motion Carried.
7. Adjournment
Resolution Number: CW25-38
Moved by: Councillor Widner
Seconded by: Councillor Tellier
RESOLVED THAT we do now adjourn at 11:16 a.m. to meet again on July 8,
2025 at 9:30 a.m.
Page 3 of 46
Motion Carried.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
Page 4 of 46
ElginCounty
Report to Committee of the Whole
From: Jennifer Ford, Director of Financial Services
Mike Hoogstra, Manager of Procurement & Risk
Jason Warren, Manager of Information Technology
Date: July 8, 2025
Subject: Wide Area Network Services
Recommendation(s):
THAT the contract for wide area network services be extended with Bragg
Communications Inc. (Eastlink) for a three-year period; and
THAT the Warden and Chief Administrative Officer/Clerk be authorized to sign the
contract extension; and
THAT the Request for Proposal be issued in 2028 for wide area network services.
Introduction:
This report provides details on a contract extension with Eastlink for providing high-
speed wide area network (WAN) connectivity between existing facilities and seeks
Council's approval to authorize the contract extension through a single -source
procurement.
Background and Discussion:
The County currently operates a high-speed wide area network that connects thirteen
locations to one central location (county administration building) in a hub and spoke
configuration. The current contract with Eastlink provides fibre WAN connectivity
between the administration building, provincial offenses courthouse and the three long-
term care homes.
The library branches all route through a centralized network design back to the server
room at the administration building and utilize various service providers (NFTEC,
Rogers, Bell) available in each local community.
Page 5of46
The County has issued Request for Proposals in the past looking for service providers
capable of providing high-speed wide area network services. A summary of the last
three, five-year contracts is provided below:
Contract Term
RFP
Proposals Received
Provider
Cost / Year
2010 — 2015
Yes
One (1)
Eastlink
$48,000
2015 — 2020
Yes
One (1)
Eastlink
$43,200
2020 — 2025
Yes
One (1) + one partial
Eastlink
$54,000
Prior to the expiration of the existing contract, staff reached out to Eastlink to inquire
about extending the current contract for a short period of time due to the onboarding of
the new Information Technology Services Manager. It was decided that this would be
the best course of action, given that we would want the input of the new Manager prior
to issuing a new RFP process.
During Eastlink's review of the existing contract, Eastlink made an offer to the County to
extend the existing contract for either one-year at a 10% increase or extend for three -
years at the current rate with no increases over the term of the extension.
The County's Purchasing Policy allows for single -source procurement under section
4.7c (iii). Staff are recommending that the wide area network services contract be
extended to Eastlink for the three-year term based on the following considerations:
Eastlink has been the successful provider of high-speed WAN services for over
fifteen years.
During the last three RFP processes, only one other partial proposal response has
been received.
The cost for services will remain at the same 2020 rate, until June 2028, providing
cost guarantees to the County.
A review of similar high-speed WAN services was conducted. It was found that the cost
for high-speed fibre in the 1-2 Gigabit range with TLS and GRE connections and
dedicated synchronous internet services for each facility was consistent with the rates
being charged by Eastlink.
After the three-year contract extension is completed, a new RFP process will be
completed in 2028.
Financial Implications:
No financial impacts anticipated as the current amount of the contract extension is
within the existing budget. Further to this, no interruption of service due to changeover
will be experienced.
Advancement of the Strategic Plan:
Strategy 3: Service Excellence and Efficiency
Supporting Goal 1: Leverage Technology to Enhance Service Delivery
Page 6of46
Local Municipal Partner Impact:
We will advise those LMPs that are within our infrastructure about the continuance of
service.
Communication Requirements:
None as service will continue uninterrupted.
Conclusion:
The proposed three-year contract extension with Eastlink will continue to provide high-
speed wide area network (WAN) connectivity between existing facilities and will provide
cost guarantees to the County for the next three years.
During this time, current services will be reviewed relative to best practices by the
Information Technology Department and any service changes or enhancements to the
current configuration that have or will include additional opportunities for redundancies
to reduce downtime and service interruption will be incorporated into the new RFP
process planned for 2028.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services
Mike Hoogstra
Manager of Procurement & Risk
Jason Warren
Manager of Information Technology
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 7 of 46
ElginCounty
Report to Committee of the Whole
From: Nicholas Loeb, Director of Legal Services
Mike Hoogstra, Manager of Procurement & Risk
Date: July 8, 2025
Subject: Purchase of Decontamination Trailer
Recommendation(s):
THAT the report titled "Purchase of Decontamination Trailer" from the Director of Legal
Services dated July 8, 2025 be received and filed; and
THAT staff be authorized to purchase of one (1) Decontamination Trailer, to be used by
local fire departments across Elgin County, using grant funding provided by the
Province of Ontario through the Legacy Oil & Gas Well — Collaborative Action Plan; and
THAT the Decontamination Trailer be purchased from Canadian Safety Equipment, in
the amount of $136,000 plus HST, through a single source supply, which meets the
required specifications of the project.
Introduction:
The purpose of this report is to seek Council approval to for a sole/single source supply
purchase arising out of a collaborative opportunity with the County of Essex, County of
Norfolk, Haldimand County, County of Lambton, Regional Municipality of Niagara,
County of Oxford, Municipality of Chatham -Kent and the County of Brant to purchase
(1) Decontamination Trailer.
Background and Discussion:
In a report to County Council dated September 24, 2024, County staff provided Council
with information regarding the Province, through the Ministry of Natural Resources and
Forestry, leading the development of a comprehensive action plan to help address risks
from legacy oil and gas wells and subsurface gas migration hazards in Southwestern
Ontario.
The County of Brant coordinated the submission of a Collaborative Project proposal
(the "Proposal') in coordination with, and on behalf of, the following municipalities:
County of Essex, County of Elgin, Haldimand County, County of Lambton, Norfolk
Page 8of46
County, Regional Municipality of Niagara, County of Oxford and Municipality of
Chatham -Kent. Along with the County of Brant, these municipalities will be
collectively referred to herein as the "Collaborating Municipalities".
The Collaborating Municipalities identified building municipal and regional capacity to
properly manage and triage injuries, provide field decontamination, and provide
emergency response to a large-scale hazardous gas release events that can be
associated with a legacy oil and gas wells. To address this need, each Collaborating
Municipality will purchase an Emergency Response Trailer ("Trailer") either for
decontamination ("Decon") or providing first aid to affected first responders and
members of the public ("Triage").
Elgin County's participation in the application process of the Collaborating
Municipalities was endorsed by Council on September 24, 2024.
The Collaborating Municipalities application for funds to purchase emergency response
trailers was approved by the Ministry, including the purchase of a Decon trailer by Elgin
County, with the approved funding being $136,000.
A working group was formed to source the required decontamination trailer. The
working group involved subject matter experts in emergency response from the
Collaborating Municipalities. Only one (1) company was identified as a supplier that was
capable of meeting or exceeding all necessary CSA and other compliances for Ontario.
Another potential supplier was reviewed in the United States but it was not certain
whether the CSA compliances could be obtained. The supplier capable of building the
trailers is Canadian Safety Equipment.
Each of the Collaborating Municipalities has either authorized or is in the process of
authorizing a trailer purchase on behalf of their respective municipality.
The County's Procurement Policy allows for single source and sole source purchases.
Given that this purchase was a collaborative opportunity, led by the County of Brant and
funded by the Province, staff are requesting approval to proceed based on section
4.7(b) and/or 4.7(c)(v).
The reason that staff are recommending relying on both provisions is that more than
one supplier was explored. The Collaborating Municipalities identified only one source
that could meet the requirements with certainty, resulting in a sole source pursuant to
section 4.7(b).
To the extent that another source may have been available, the County is also able to
rely on section 4.7(c)(v). Section 4.7(c)(v) states that procurement may be conducted
using a single source process if the goods and/or services are available from more than
one source, but there are valid and sufficient reasons for selecting one supplier in
particular, as follows:
Page9of46
v. Another organization is funding or substantially funding the acquisition and has
determined the supplier and the terms and conditions of the commitment into
which the County will enter are acceptable to the County.
Financial Implications:
As outlined within the report, Elgin County has been approved for a grant in the amount
of $136,000 from the Ministry of Natural Resources as part of a collaborative project
submission coordinated by the County of Brant. The associated transfer payment
agreement was recently executed by the County and the Ministry.
Advancement of the Strategic Plan:
The purchase of decontamination trailers to support emergency management
responses to hazardous events advances Elgin County's strategic plan related to:
Strategy 1: Collaborative Engagement and Communication — the project strengthens
relationships with LMP fire services, regional municipal partners and the Ministry.
Strategy 5: Community Well-being — the project creates a safer community for both the
public and emergency responders.
Local Municipal Partner Impact:
The availability of a decontamination trailer will support local emergency responses to
hazardous events.
Communication Requirements:
Council's decision will be communicated to the Collaborating Municipalities and the
supplier.
Conclusion:
This report recommends the approval and purchase of a decontamination trailer, with
the purchase being funded by the Province of Ontario, to support the County's
emergency preparedness to hazardous events including legacy oil and gas wells.
All of which is Respectfully Submitted
Nicholas Loeb
Director of Legal Services
Mike Hoogstra
Manager of Procurement & Risk
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 10 of 46
ElginCounty
Report to Committee of the Whole
From: Peter Dutchak, Director of Engineering Services
Mike Hoogstra, Manager of Procurement & Risk
Date: July 8, 2025
Subject: Administration Building — Cladding, Window and Door Replacement (Tender
No. 2025-T27) — Contract Award
Recommendation(s):
THAT Alpeza General Contracting Inc. be selected to complete the Administration
Building Cladding, Window and Door Replacement project, Tender No. 2025-T27 at a
total price of $2,790,000.00 exclusive of H.S.T.; and
THAT the County accept the separate prices identified in the Tender, estimated at
$205,600.00 exclusive of H.S.T.; and
THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to
sign the contracts.
Introduction:
As part of the 2025 Capital Budget, tenders were issued as per the County's
Procurement Policy for the Administration Building Cladding, Window and Door
Replacement project.
Background and Discussion:
As approved by County Council at their February 25t" meeting, staff has issued a
construction tender for pre -qualified contractors to rehabilitate the exterior of the County
Administration Building. The project scope includes
with aluminum composite panels (ACP), aluminum
metal doors with polystyrene infill.
an overclad of the existing brick
double glazed windows and hollow
Page 11 of 46
Fishburn Sheridan London Inc. was contracted by the County through RFP No. 2024-
P25 to complete the engineering, detailed design and provide contract inspection
services for this project.
Bidders were previously pre -qualified by the County through RFPQ No. 2025-PQ18.
The pre -qualification process allows the County to evaluate all potential bidders based
on experience, references, safety and other factors. The pre -qualification process
received thirteen (13) responses of which eight (8) contractors were selected by the
County and invited to submit a bid for this tender.
All eight (8) contractors submitted electronic bids which closed on June 20, 2025.
Bids were received as follows:
Bidder
Bid Price
(exclusive of HST)
Alpeza General Contracting Inc.
$2,790,000.00
PK Construction Inc.
$2,983,500.00
Elgin Contracting & Restoration Ltd.
$3,091,000.00
J. McBride & Sons Ltd.
$3,444,530.00
2387986 Ontario Inc. O/A CPM Group Inc
$3,620,000.00
Limen Group Const. Ltd
$3,775,400.00
Maresco Limited
$4,079,750.00
Tritan Inc.
$4,358,500.00
Alpeza General Contracting Inc. submitted the lowest compliant bid for the project at a
total price of $2,790,000.00 exclusive of HST.
Page 12 of 46
In addition to the base tender amounts indicated above, Bidders were also required to
submit a price for three separate items, noted below:
1. Roller Window Shades
2. Remove existing penthouse metal cladding and replace with Aluminum
Composite Panel system
3. Re -coat existing EIFS to match ACP colour
The total cost from Alpeza General Contracting for the additional work is $205,600
(excluding HST). Staff recommends adding these items to the scope of work to
complete the project.
Financial Implications:
The following summary of projected estimated costs is provided for review and will be
confirmed throughout the project:
Construction Tender Value: $ 2,790,000.00
Separate Prices $ 205,600.00
Consulting (Engineering, Detailed Design) $ 97,230.00
Net HST (1.76%) $ 54,433.81
Total Project Costs $ 3,147,263.81
2025 Capital Budget Allocation $ 5,300,000.00
Forecast Budget Surplus (Deficit) $ 2,152,736.19
The construction tender did not specifically include a project contingency allowance,
and therefore final project costs are anticipated to be slightly higher than the total
project costs identified above.
Advancement of the Strategic Plan:
This investment has an anticipated 40-year design life and extends the service life of
the County administration building that coincides with other recent investments (i.e.
elevators, HVAC). The project scope also represents the lowest lifecycle cost solution to
ensure the 86-year-old facility continues to meet the County's needs.
Local Municipal Partner Impact:
None.
Communication Requirements:
Council, Staff and Tenants will be advised of the project and will be provided
construction progress updates throughout the duration of the construction, including
advance notice of any facility access or temporary service disruptions.
Page 13 of 46
Conclusion:
Staff recommend award of this project to Alpeza General Contracting Inc. Work on the
project is scheduled to begin in September 2025 with substantial completion anticipated
to be achieved by November 2026.
As per the County's Procurement Policy, if change orders are required and the cost
increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
approved by Council by more than 10%, the Director shall prepare a further report to
Council outlining the expenditures.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Mike Hoogstra
Manager of Procurement & Risk
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 14 of 46
ElginCounty
Report to Committee of the Whole
From: Brian Masschaele, Director of Community and Cultural Services
Date: July 8, 2025
Subject: Response To Aylmer Town Council's Letter of Intent Regarding Aylmer Library
Expansion at Old Town Hall Location
Recommendation(s):
THAT the correspondence titled "Letter of Intent — Town of Aylmer - Elgin County
Library Branch Construction Policy" from the Town of Aylmer dated May 22, 2025 be
received and filed; and
THAT Aylmer Town Council be requested to confirm the approximate size of the area to
be designated for Aylmer Library use in a future expansion to the Old Town Hall, along
with a proposed date to commence construction at that location, in order to be
considered a "Letter of Intent" under the County of Elgin's Library Branch Construction
Policy; and
THAT copies of this report be circulated to the Councils of the Town of Aylmer and
Township of Malahide.
Introduction:
At the June 10, 2025 meeting, Elgin County Council directed staff to respond to Aylmer
Town Council's "Letter of Intent" regarding expansion of the Aylmer Library at its current
Old Town Hall location. This report recommends that County Council seek further
clarifications to Aylmer Town Council's initial resolution in order to be considered a
"Letter of Intent" under the County's Library Branch Construction Policy.
Background and Discussion:
Aylmer Town Council endorsed the following resolutions at their May 21St, 2025
meeting:
"That Council approve in principle the construction of an 8000 square foot building to be
leased to the County of Elgin for library purposes; and,
Page 15 of 46
That a "letter of intent" as required by the County of Elgin be sent; and,
That the County of Elgin be asked for a long-term lease of 20 years; and,
That the County of Elgin be asked to establish a fundraising committee for this building;
and,
That Council single source the design of the new library to the Town's appointed
engineering firm (GEI Consultants) to proceed as soon as possible in 2025; and,
That GEI be directed to place priority upon a design that connects the Old Town Hall on
both floors and is in keeping with the existing character and design of the Old Town
Hall; and,
That GEI also be directed to examine costing for a standalone library build in close
proximity to the Old Town Hall; and,
That interior design considerations be in collaboration with the County of Elgin; and,
That a 2025 budget amendment of $250,000 be approved by Council towards the
detailed engineering and architectural design sufficient to meet grant requirements and
that this amount be funded through the Council Initiatives Reserve."
Responses for County Council's Consideration
The "Letter of Intent" endorsed by Aylmer Town Council is a positive development in
terms of meeting County's Council's identified space needs for the Aylmer Library.
Aylmer Town Council is now proceeding with an engineering study, design and costing
analysis for an expansion at the current Old Town Hall location. The next step in this
process would then be a formal commitment from the Town to proceed with the project
with timelines associated at which time County Council can then affirm its support to
lease the facility. From the County's perspective, the Town should continue its process
to assess the feasibility, cost and timelines for such a project as soon as possible given
County Council's current direction to explore re -location to the East Elgin Community
Complex. County Council has a long history of being a willing partner on library
expansion and building projects with local municipal partners and the same can be
expected with this proposed project should the results of this study lead to a firm
commitment to build at that location. However, the process is not yet at that point so
any firm commitment to a long-term lease by County Council remains pre -mature.
The Town's "Letter of Intent" contains several resolutions, some of which require an
analysis and response from Elgin County Council as follows:
That [Aylmerl Council approve in principle the construction of an 8,000 square foot
building to be leased to the County of Elgin for library purposes
Elgin County Council has endorsed space needs of a minimum of 10,000 square feet of
assignable library space in considering any proposal to expand, relocate or construct
Page 16 of 46
new premises for Aylmer Library. The construction of an 8,000 square foot building if
connected to the Old Town Hall has the potential to meet these identified space needs,
assuming the library's existing 3,081 square feet is incorporated into the plans. Such
an addition would satisfy the County's requirements on future space needs for
the branch. However, further clarification on total space allocations is required
from Aylmer Town Council.
That a "letter of intent" as required by the County of Elgin be sent
Aylmer Town Council is referencing the County's "Library Branch Construction Policy"
last updated in 2015 in proceeding with this "Letter of Intent". The policy is attached to
this report. The current resolution does not fully meet requirements under the policy to
be deemed a "Letter of Intent" at the present time. First, under section 2.03, it does not
specify the total square footage that would be encompassed for library usage, instead
referencing only an 8,000 square foot building. Second, under section 2.05, it does not
state the proposed date to commence construction on an expanded facility at the
current Old Town Hall location. Therefore, it is premature to consider the Town's
resolution as a formal "Letter of Intent" under the policy. Rather, it is more of a positive
intention to take the necessary steps to issue that letter of intent as stipulated under the
policy.
Staff recommend that County Council communicate to Aylmer Town Council the
need to clarify the approximate size of the area designated to be for Library use in
a future expansion at the Old Town Hall location of the Aylmer Library under
Section 2.03 of the County's "Library Branch Construction Policy". Furthermore,
staff recommend that County Council communicate to Aylmer Town Council the
need to provide a proposed date to commence construction under Section 2.05 of
the policy. Should this information be provided by Aylmer Town Council, County
Council can then consider the proposal as a "Letter of Intent" for further consideration
under Section 4.0 of the policy.
For County Council's information, further insight into a potential timeline for a future
expansion at the current Old Town Hall location is provided in a report from the Town's
CAO to the Town of Aylmer's Finance Committee which was received at the
committee's meeting on June 18t", 2025. This report can be viewed under Section 6.2.2
by clicking . This report states that; "At this stage, staff believe it is appropriate to
begin planning for the new library to begin construction in 2028." The report further
alludes to the service disruption that will result if such a build takes place, speaking to
the need to consider temporary library space in the community while the project unfolds.
If construction were to proceed as soon as 2028, it is not unreasonable to expect it to
last for up to two years, taking completion and the establishment of a new lease with the
County to 2030 at the earliest. The above timeline also brings this proposed project into
a new term of Aylmer Town Council and will likely be a major issue during the 2026
municipal election which could also impact the commitment and/or timeline for a new
build. County Council is reminded that the current lease at the Old Town Hall expires
at the end of 2027.
Staff recommend that County Council continue the path of stabilizing Aylmer
Library's space and service needs when the current lease expires in 2027 through
Page 17 of 46
potential re -location to the East Elgin Community Complex on either a temporary
or permanent basis. The branch will require stable quarters in the short-term
regardless of the commitments made by Aylmer Town Council to build on to the current
location for the long-term based on current information and timelines.
That the County of Elgin be asked for a long-term lease of 20 years
The County's standard "Elgin County Library Municipal Library Lease", which currently
applies to all ten branches that are owned by local municipal partners and the Port
Stanley Festival Theatre, already contains a renewal clause (in five-year terms) which
has resulted in long-term accommodation well beyond twenty years at the majority of
the library's branch locations. A commitment to a longer -term lease could always be
considered when the Town completes construction on an expanded facility at the
current location but there is no need to make such a commitment at the present time as
a longer -term arrangement is already implied in the current framework. Staff
recommend that no formal action be taken on this matter.
That the County of Elgin be asked to establish a fundraising committee for this building;
The County's capital fundraising efforts have traditionally been focused on facilities
directly owned and operated by the County. A recent example is the successful
fundraising campaign on behalf of Terrace Lodge. Any expansion to the Old Town Hall
to facilitate an expansion to Aylmer Library would be owned by the Town of Aylmer.
Therefore, the Town should lead any fundraising efforts, with the County providing
support to those efforts similar to the approach taken during the last capital campaign
for a library expansion at the Shedden branch. Those efforts were led by the Township
of Southwold, with County staff serving in an advisory capacity. Similar support could
be offered to the Town of Aylmer but the committee itself should be led by the Town.
There may also be impediments under Canada Revenue Agency rules regarding use of
the library's charitable status in fundraising efforts for a facility that is not under the
County's auspices. Staff recommend that no formal action be taken on this
matter.
That interior design considerations be in collaboration with the County of Elgin
Elgin County Library staff have played an active role in past designs for an expanded
library facility for Aylmer, including extensive input into the design and tendering of a
proposed downtown library between 2012 and 2014 and proposed re -location to the
East Elgin Community Complex in 2017. The Director of Community and Cultural
Services, Manager of Library Services and Supervisor for the Aylmer Library will provide
similar support to the Town's current study. The County's CAO will determine an
appropriate level of support for these efforts. No formal action is required at the
present time by County Council on this matter.
Financial Implications:
Not applicable.
Page 18 of 46
Advancement of the Strategic Plan:
Strategy #5 — Community Well-being and Inclusivity
Goal 3: Future expansion of the Aylmer Library will increase utilization of the County's
library system.
Local Municipal Partner Impact:
It remains pre -mature for County Council to make a formal commitment to an expansion
at the current Old Town Hall location of Aylmer Library at the expense of considering
other options such as re -location to the East Elgin Community Complex. However, this
lack of formal commitment at the present time should not dissuade the Town of Aylmer
from proceeding with an engineering study, design and costing analysis to determine
feasibility of proceeding with an expansion project to accommodate the Library over the
long-term.
Communication Requirements:
It is recommended that a copy of this report be circulated to the Councils of the Town of
Aylmer and Township of Malahide.
Conclusion:
Aylmer Town Council's "Letter of Intent" is certainly a positive development in terms of
meeting Aylmer Library's endorsed space needs over the long-term. Regardless of how
that proposed project plays out, completion and occupancy will likely not take place until
2030 at the very earliest according to the Town's budgetary planning projections. In the
interim, staff recommend that the process to re -locate the Aylmer Library to the East
Elgin Community Complex continue to ensure that the Library has stable quarters out of
which to operate for the short to medium term (at the very least) beyond the expiration
of the current lease at the Old Town Hall location on December 31St, 2027.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 19 of 46
r, j N,
.101111l
�jpp0����"iiiiilllVll����I�IIIIVIIIVIImimi i° °�
LIBRARY BRANCH CONSTRUCTION POLICY
SCOPE
The following shall constitute the policy of the County of Elgin to be followed in considering any
participation it will have with any Municipality represented on County Council in the renovation,
relocation or expansion of Library facilities anywhere in the County.
This policy applies to capital construction or relocation of library facilities only. Operational
issues and related costs pertaining to each facility are addressed in respective leases signed
for each facility. New, expanded or relocated branches will require a new operational lease
based on the standard "Elgin County Library Municipal Library Lease" with no exceptions.
FACILITY SIZE
The square footage of new, expanded or relocated library facilities will adhere, wherever
possible, to "Guidelines for Rural/Urban Public Library Systems", as amended from time to
time by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) in which
the Elgin County Library is a voting member. The following are current guidelines for the
assignable size of library facilities (excluding utility rooms):
Small Branches: Branches serving catchment areas of 1,000-5,000 population:
Minimum 2,500 sq. ft. or 1 sq. ft. per capita in the library's catchment area, whichever is
greater;
Medium Branches: Branches serving catchment areas of 5,000-10,000 population:
Minimum 5,000 sq. ft. or 1 sq. ft. per capita in the library's catchment area, whichever is
greater;
Large Branches: Branches serving catchment areas of 10,000-35,000 population:
Minimum 10,000 sq. ft. or 1 sq. ft. per capita in the library's catchment area, whichever
is greater.
LOCATION
Locations on main thoroughfares or "downtown" locations in population centres will be
preferred. Co -location with other community services will be preferred.
County of Ill llghn
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.el gi n-cou nty.on.ca
r, j N,
.101111l
�jpp0����"iiiiilllVll����I�IIIIVIIIVIImimi i° °�
ADDITIONAL CONSIDERATIONS
In all cases, Municipalities shall strive to set the highest standards in terms of public
accessibility, including compliance with provincial accessibility legislation.
An Interest Free Loan from the County for renovation, relocation or expansion of library
facilities is available up to the following amounts: Small branches, $100,000; Medium
branches $200,000; Large branches, $400,000. The loan must be repaid within ten years. All
requests for new libraries, expansion of libraries or relocation of libraries in the following year
must be received by Council no later than December of each year for budgeting purposes.
Any request received after December 31st will be considered for the following year. County
Council reserves the right to deny such a loan for financial reasons.
ACTIONS INITIATED BY THE MUNICIPALITY AND THE COUNTY
1.0 The Municipality shall determine if, in the opinion of their Council, there is a need
for a new Library, expansion of a Library or a relocation of a Library. A review of
ARUPLO guidelines and input of the County's Director of Community and
Cultural Services (or designate) is strongly encouraged in this process.
2.0 If the answer is yes, the Municipality shall issue a "Letter of Intent" to the County
C.A.O. and Director of Community and Cultural Services, outlining the following
information:
2.01 The address and description of the proposed site and building to be
constructed, expanded or relocated.
2.02 The approximate interior gross area of the new building, expanded
building or relocated building.
2.03 The approximate size of the area designated to be for Library use.
2.04 Approximate loan requested from the County.
2.05 The proposed date to commence construction.
3.0 The Director of Community and Cultural Services shall forward the proposal to
County Council.
County of Ill llghn
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.el gi n-cou nty.on.ca
r, j N,
.101111l
�jpp0����"iiiiilllVll����I�IIIIVIIIVIImimi i° °�
4.0 County Council shall consider the proposal (Letter of Intent) and notify the
Municipality of its decision. If acceptable, and County Council determines that it
wishes to participate in a new Library facility, expanded Library facility, or
relocated Library facility, a Letter of Intent detailing the arrangements will be
signed by the C.A.O. of the County of Elgin and the Municipality.
5.0 The Municipality, at its expense, shall cause plans and specification of the
Library premises to be prepared and sent to the Director of Community and
Cultural Services who will forward to County Council for approval. The plans and
specifications must include the information set out in this policy and if required
may include a request for an Interest Free Loan.
The plan and specifications must include:
5.01 The address and description of the proposed site and building to be
constructed, expanded or relocated building.
5.02 The interior gross area of the new building, expanded building or relocated
building.
5.03 The size of the area designated to be for library use.
5.04 Construction timetables.
5.05 Approximate move in date for library staff.
5.06 Cost of construction or renovation including mechanicals.
5.07 Confirmation of interior fittings required for library use (such as custom
millwork). These fittings are to be included in construction costs and are
to be paid by the municipality. Additional furnishings for library use are the
responsibility of the County.
5.08 Architect's fees (if applicable).
5.09 Interim financing cost (if applicable).
5.10 Source of funding for project.
5.11 Request for an Interest Free Loan indicating when the loan will be
required. The loan must be repaid within ten years of being issued.
County of Ill llghn
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.el gi n-cou nty.on.ca
.101111l
�jpp0����"iiiiilllVll����I�IIIIVIIIVIImimi i° °�
5.12 The Director of Community and Cultural Services shall forward the
proposal to County Council with a recommendation on acceptance. At
such time, the Director shall recommend that a new "Elgin County Library
Municipal Library Lease" be established, outlining the anticipated costs of
said lease to the library's annual operating budget and establishing a
deadline to execute the lease. Should an interest -free loan be requested
and approved, the Director of Financial Services shall be authorized to
issue a loan agreement up the maximum allowable in each category with
terms stating that the loan is payable within a ten year period upon
execution and subject to the provision of actual invoices. County Council
reserves the right to deny such a loan for financial reasons.
6.0 Both Parties shall be responsible for their own legal costs in the negotiation
and/or drafting of any Lease or Loan Agreement.
7.0 The Municipality shall be the owner or leaser of the land and/or building.
County of Ill llghn
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.el gi n-cou nty.on.ca
ElginCounty
Report to Committee of the Whole
From: Brian Masschaele, Director of Community and Cultural Services
Date: July 8, 2025
Subject: Analysis of Consultation Process on the Relocation of Aylmer Library to East
Elgin Community Complex
Recommendation(s):
THAT the report titled "Analysis of Consultation Process on the Relocation of Aylmer
Library to East Elgin Community Complex" from the Director of Community and Cultural
Services dated July 8, 2025 be received and filed; and
THAT Elgin County Council request a commitment as soon as feasible from the Board
of Management of the East Elgin Community Complex to accommodate the Aylmer
branch of the Elgin County Library based on County Council's identified space needs to
take effect as soon as January 1, 2028; and
That County Council engage in further discussions with the Board of Management of
the East Elgin Community Complex should such a commitment be received on matters
such as capital renovations and a leasing agreement to accommodate the Aylmer
branch of the Elgin County Library; and
THAT copies of this report be circulated to the Councils of the Town of Aylmer and
Township of Malahide.
Introduction:
At the March 11, 2025 meeting of Elgin County Council, staff were directed as follows:
"THAT Elgin County Library staff be authorized to lead a community consultation
process regarding future accommodation of the Aylmer branch of the Elgin County
Library at the East Elgin Community Complex before the end of May 2025 as outlined in
the March 11, 2025 report titled "Community Consultation Process for Relocation of
Aylmer Library Branch" from the Director of Community and Cultural Services and in
response to the resolution on this matter approved by Township of Malahide Council."
Page 24 of 46
This report fulfils this staff direction by providing an analysis of the results of this
consultation process.
Background and Discussion:
Elgin County Library staff led a community consultation process over the month of May
2025. II .if:::p� i.w � i..�� ".....Elgin was utilized to facilitate this process which involved the following
components:
• Weekly advertisements in the Aylmer Express and through the County's social
media accounts promoting the public meeting and survey.
• A public presentation and meeting on May 6th, 2025 at the East Elgin Community
Complex (EECC). 56 individuals attended this session (not including staff). This
included the County Warden and some members of Aylmer and Malahide
Councils. The presentation slides and ensuing recording can be viewed on the
::!L i.g..g.1R".....I ..IL.g.ii..I!::!!....."' i.!i.:!I.�n
• A public survey that was made available on-line and in hard copy at the Aylmer
Library from May 6th to 28th. There was a total of 224 responses to this survey,
including 49 in paper format that were then entered into Engage Elgin so the
results could be analyzed in tandem with on-line submissions.
• A survey conducted by Aylmer Library staff between April loth and May 5th that
asked customers how they travelled to the library, i.e. walking versus driving.
Survey Analysis
• Of the 224 total responses, 118 (52.7%) indicated support for re -location to
EECC; 106 (47.3%) indicated they were opposed to such a move.
• Aylmer residents were slightly opposed to such a move and Malahide residents
were slightly in favour.
• There were noticeable variations in support based on the age of respondents,
with the highest support for re -location being amongst those individuals who
identified as being between the ages of 25 and 54 (62% in favour).
Respondents aged 55 and over were more opposed to re -location (60%
opposed). Respondents who indicated that they have children in the home
indicated 56% support for re -location.
• 66% of respondents indicated that they drove to the library and 34% indicated
that they walked. The in -branch survey solicited 1,553 responses and is likely a
more accurate reflection on this issue. This survey revealed that 1,260
respondents (81 %) drove to the branch and 293 walked (19%). One conclusion
is that the vast majority of users drive to the branch.
• Frequency of use of the library generally did not influence overall results. For
instance, those who indicated that they use the library at least weekly were
slightly in support of re -location (54%).
The slides attached to this report provide a more detailed snapshot on the feedback
received from the survey.
Page 25 of 46
Financial Implications:
Not applicable.
Advancement of the Strategic Plan:
Strategy #5 — Community Well-being and Inclusivity
Goal 3: Future expansion of the Aylmer Library will increase utilization of the County's
library system.
Local Municipal Partner Impact:
The consultation process indicates that there is modest support for re -locating the
Aylmer Library to EECC. Staff are recommending that this option now be pursued with
the EECC Board to solicit a formal commitment to accommodating the branch at the
complex. Once such a commitment is confirmed, discussions between County Council
and the EECC Board can then proceed regarding matters such as the level of capital
renovations that will be required to accommodate the branch and the terms of a leasing
agreement, with the goal of occupancy as soon as January 1st, 2028.
Communication Requirements:
It is recommended that a copy of this report be circulated to the Councils of the Town of
Aylmer and Township of Malahide.
Conclusion:
The County's consultation process on re -locating the Aylmer branch of the Elgin County
Library reveals that there is slight support for such a move but it is fair to conclude that
opinions are divided which is in keeping with the long-standing debates and discussions
on this issue. It may seem that the general sentiment is that residents are strongly
opposed to such a move based on recent media coverage and attendance at a
separate public meeting convened in April by the Aylmer Express. The County's
consultation process reveals that is not the case. County Council can draw from the
results of this consultation process that there is a solid base of support for re -location to
EECC which is being expressed in much more subtle ways. Furthermore, there is a
strong base of support from members of the community who represent the library's
current and future users who tend to be less vocal on this issue.
There is a path forward that may involve shorter and longer -term solutions. In the
shorter term (beyond the expiration of the current lease at the Old Town Hall location on
December 31St, 2027), the Aylmer branch can be re -located to EECC while the Town of
Aylmer fundraises, designs and builds an expansion at the downtown site. This also
assures that the library has stable premises from which to operate while a construction
project proceeds downtown for completion in 2030 at the very earliest. Staff recognize
that such an approach will impact the level of capital renovations that the EECC Board
will be willing to make to accommodate the library if it is not a longer -term commitment
Page 26 of 46
and that certainly needs to be part of County Council's decision -making process on this
issue. It is also within County Council's sole jurisdiction to make re -location to EECC a
longer -term solution.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 27 of 46
Engage Elgin'
Vsurvey
& Survey Results
UrPublic Open House
Questions
&
Comments
Page 29 of 46
Page 30 of 46
Page 31 of 46
Featured Projects
Aylmer Library
Transportation
Master Plan
............................
St. George Street
Reconstruction
J"A"
"0'
Rvco,mb
WEBPAGE : EngageElginxa/AylmerLibrary
WI, 11:IN *I I I I .
INEWWWWWMI * ' II, I #,
Page 32 of 46
Page 33 of 46
Elgin(xunty Lmgn.e oanytiesme a„l2,
15
fi PN�uII�H
Opening the Book to Possibilities: Opening the Book to Possibilities: '
Aylmer Library Survey Now Open Relocating the Aylmer Library /� f
1. iaaai '
e„a. o:.na .
Page 34 of 46
" Total Views: The number of times your content was played or displayed.
" Total Reach: This metric counts reach from the organic or paid distribution of your post, including if it was boosted.
" Total Impressions: Views when the post is at least 50% on screen, or when it is clicked, whichever comes first.
Page 35 of 46
h ttp s://www. e I g i n c o u n tv. c a /resources/ay l m e r- I i b ra ry-2 02 5-s u ry ay-re s u I ts/
Page 36 of 46
No
106
47.3%
Page 38 of 46
Yes
118
52.7%
The Town of Aylmer
The Township of Malahicle
Central Elgin 112
West Elgin 11
Bayham
St. Thomas 11
None 11
11
all
0 No Yes
Page 39 of 46
40
ME
LIM
35
30
25
20
15
10
No Yes
15 - 24 25 - 34 35 - 44 45 - 54 55 - 64 65 - 74 75+
Page 40 of 46
No
109 respondents have children, 61 of them 44%
support moving the Library to the complex
Yes
56%
Page 41 of 46
Yes No
40
RE
20
im
--�Illl z
cg
Page 42 of 40-10
Cycling
0.5%
Walkii
33.61
iving
i.9%
How did you get to the Aylmer Library today?
Walkinq
81.1 %
Survey conducted by Aylmer Library
Page 43 of 46 staff from April 10 - May 5
I have used the library to borrow
books or other items
I have used the digital library to borrow
eBooks or other digital services
I attended a program
I have visited the library looking for II V°'"
meeting space or study space'
I have visited the library to use a
3
computer or Wil'i
I did not use any library services 19
I have visited the library hoping to
connect with social services
W
Page 44 of 46
173
Page 45 of 46
',,,� %%%%% N�IlYlllllllllllllllllllll