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08 - August 12, 2025 Committee of the Whole Agenda Package00 ElginCounly Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, August 12, 2025, 10:00 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/EIginCounty 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 People &Culture -Group Benefits Consultant —Contract 6 Award (RFP No. 2025-P19) 6.2 Senior Planner -Official Plan Amendment No. 25 in the Town of Aylmer 59 6.3 Senior Planner -Draft Plan of Subdivision 34T-MA24001, Township of 77 Malahide 6.4 Director of Planning and Development -Update on Planning and 101 Development Department 6.5 Director of Engineering Services -Transportation Master Plan —Study 111 Recommendations 6.6 Director of Legal Services - LS 25-3 —Elgin County Shared Services 195 6.7 Director of Legal Services - LS 25-4 Elgin-Medavie Leases 210 6.8 Chief Administrative Officer/Clerk -Live Fire Training Structure and 240 Exterior Live Fire Training System for Elgin -Middlesex Regional Fire School —Contract Award 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes July 8, 2025, 9: 30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Grant Jones Deputy Warden Ed Ketchabaw Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Councillor Mike Hentz Councillor Taraesa Tellier Members Absent: Councillor Andrew Sloan (with notice) 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 Peter Dutchak, Director of Engineering Services Holly Hurley, Director of People & Culture Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jason Warren, Manager of IT Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator 1. Meeting Call to Order The meeting was called to order at 9:30 a.m. with Warden Jones in the chair. 2. Approval of Agenda Moved by: Councillor Hentz Seconded by: Councillor Noble RESOLVED THAT the agenda for the July 8, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Councillor Noble Seconded by: Deputy Warden Ketchabaw RESOLVED THAT the minutes of the meeting held on June 24, 2025 be adopted. Page 2 of 284 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 Financial Services/Treasurer - Wide Area Network Services The Director of Financial Services/Treasurer introduced the new Manager of Information Technology (IT), Jason Warren. The Manager of IT presented the report detailing the contract extension with Eastlink for providing high-speed wide area network (WAN) connectivity between existing facilities and seeking Council's approval to authorize the contract extension through a single -source procurement. Moved by: Councillor Hentz Seconded by: Councillor Tellier RESOLVED 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 a Request for Proposal be issued in 2028 for wide area network services. Motion Carried. 6.2 Director of Legal Services - Purchase of Decontamination Trailer The Director of Legal Services presented the report seeking Council's approval 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. Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED 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 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 H.S.T., through a single source supply, which meets the required specifications of the project. Motion Carried. 6.3 Director of Engineering Services - Administration Building — Cladding, Window and Door Replacement (Tender No. 2025-T27) — Contract Award 2 Page 3 of 284 The Director of Engineering Services presented the report detailing the bids received for the construction tender issued for the Administration Building Cladding, Window and Door Replacement Project and the bid recommended by staff for award. Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED 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. Motion Carried. 6.4 Director of Community and Cultural Services - Response To Aylmer Town Council's Letter of Intent Regarding Aylmer Library Expansion at Old Town Hall Location The Director of Community and Cultural Services presented the report responding to the Council of the Town of Aylmer's "Letter of Intent" regarding expansion of the Aylmer Library. Hugh MacKenzie, a Member of the Public, spoke to the report including his concerns. Cynthia Grant, a Member of the Public, spoke to the report including her concerns. Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED 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 the Township of Malahide. Motion Carried. 6.5 Director of Community and Cultural Services - Analysis of Consultation Process on the Relocation of Aylmer Library to East Elgin Community Complex The Director of Community and Cultural Services and the Digital Services Librarian presented the report to Council analyzing the consultation process on the relocation of the Aylmer Library to the East Elgin Community Complex. Sandra Nesbitt, a Member of the Public, spoke to the report, including her concerns. Page 4 of 284 Cynthia Grant, a Member of the Public, spoke to the report, including her concerns. Moved by: Councillor Giguere Seconded by: Councillor Widner RESOLVED 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 St, 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 the Township of Malahide and the Board of Management of the East Elgin Community Complex; and THAT staff prepare a summary report of the exploration of the move of the Aylmer Branch of the Elgin County Library to the East Elgin Community Complex to be presented to County Council at the next meeting of County Council. Motion Carried. 7. Adjournment Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT we do now adjourn at 11:11 a.m. to meet again on August 12, 2025 at 9:30 a.m. Motion Carried. Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. 4 Page 5 of 284