04 - September 9, 2025 Finance Committee Agenda PackageOZ5
ElgmCounty
Finance Committee
Orders of the Day
Tuesday, September 9, 2025, 12:30 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Finance Committee Meeting:
https://www.facebook.com/ElginCounty
Accessible formats available upon request.
1. Call to Order
2. Approval of Agenda
3. Adoption of Minutes
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Delegations
6. Reports/Briefings
6.1 Chief Administrative Officer/Clerk - Approval of 2026 Business Plan &
Budget Process, Schedule, and Engagement Process
7. Other Business
8. Correspondence
9. Closed Meeting Items
10. Motion to Rise and Report
11. Date of Next Meeting
12. Adjournment
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Finance Committee
Minutes
February 11, 2025, 12:30 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Grant Jones, Chair
Deputy Warden Ed Ketchabaw
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Members Absent: Councillor Andrew Sloan
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Jennifer Ford, Director of Financial Services/Treasurer
Nicholas Loeb, Director of Legal Services
Peter Dutchak, Director of Engineering Services
Brian Masschaele, Director of Community and Cultural Services
Michele Harris, Director of Homes and Seniors Services
Mat Vaughan, Director of Planning and Development
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Andrea Loughlean, Manager of Emergency Management &
Elgin -Middlesex Regional Fire School
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
1. Call to Order
The meeting was called to order at 12.30 p.m. with Warden Jones in the chair.
2. Approval of Agenda
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Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT the agenda for the February 11, 2025 Finance Committee
meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Moved by: Councillor Widner
Seconded by: Councillor Noble
RESOLVED THAT the minutes of the Finance Committee meeting held on
February 4, 2025 and the closed session minutes of the Finance Committee
meeting held on February 4, 2025 be adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Delegations
None.
6. Reports/Briefings
6.1 Director of Financial Services/Treasurer - Business Plan and 2025
Budget Follow-up and additional information
The Director of Financial Services/Treasurer provided a presentation that
included additional information requested by the Committee regarding the
proposed 2025 budget.
Councillor Leatham left the meeting at 2.00 p.m. The Finance Committee
recessed at 2.11 p.m. and reconvened at 2.25 p.m.
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT the Finance Committee recommend the 2025 budget
as presented at the February 11, 2025 Finance Committee meeting to
Council; and
THAT the Finance Committee recommend the 2026 to 2034 10-year plan
in principle only; and
THAT the budget be compiled into a budget booklet and then posted on
our website for a period of online public engagement; and
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7.
8.
9.
10.
11.
12.
THAT public engagement feedback be provided to Council at the February
25, 2025 meeting; and
THAT the 2025 Budget be considered by Council at the February 25, 2025
meeting.
Yes (6): Warden Jones, Deputy Warden Ketchabaw, Councillor Giguere,
Councillor Widner, Councillor Couckuyt, and Councillor Hentz
No (1): Councillor Noble
Absent (2): Councillor Sloan, and Councillor Leatham
Motion Carried. (6 to 1)
Other Business
None.
Correspondence
None.
Closed Meeting Items
9.1 Closed Meeting Minutes - February 4, 2025
Motion to Rise and Report
None.
Date of Next Meeting
The Finance Committee will meet again at the call of the Chair.
Adjournment
Moved by: Councillor Widner
Seconded by: Councillor Giguere
RESOLVED THAT we do now adjourn at 3.20 p.m. to meet again at the call of
the Chair.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Warden Grant Jones,
Chair.
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ElginCounty
Report to Finance Committee
From: Blaine Parkin, Chief Administrative Officer/Clerk
Date: September 9, 2025
Subject: Approval of 2026 Business Plan & Budget Process, Schedule, and
Engagement Process
Recommendation(s):
THAT the Finance Committee approve the Business Plan & Budget Process, Schedule,
and Engagement Process as contained in the September 9, 2025 report titled "Approval
of 2026 Business Plan & Budget Process, Schedule, and Engagement Process."
Introduction:
The purpose of this report is to seek the Finance Committee's endorsement of the
proposed process for developing the County of Elgin's 2026 Business Plan & Budget.
This report presents three key items for Committee approval:
1. The 2026 Business Plan & Budget Development Process;
2.The Schedule of Committee Meetings for Business Plan review and Budget
Deliberations;
3.The Public Engagement Strategy, including online and in -person participation
opportunities.
A clear and transparent process that aligns objectives with the resources required,
supports informed decision -making, and ensures alignment with Council's strategic
priorities and service delivery goals. Measurement of progress towards completion of
the objectives as well as the organization's overall performance ensures best value is
being provided to County residents.
Background and Discussion:
Throughout September and October staff will engage in business planning for 2026.
This will involve each Department developing a Performance Plan that clearly identifies
objectives for 2026 and the resources required to achieve those objectives. Each
Department's objectives will be largely driven by Council's Strategic Plan. A
collaboration session will be held with the Executive Team to ensure that the various
Performance Plans are integrated and each department is knowledgeable of their role in
delivering the objectives. From a financial perspective, an analysis of Q3 Actuals will
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facilitate discussions and the development of each Department's Base Budget. For
2026.
*A Base Budget is the ongoing allocation of funds provided to a department or
organization at the start of each budget period to cover essential operating costs, such
as salaries, recurring expenses, and maintaining existing service levels. It represents
the foundation of a budget, derived from an analysis of the previous year's spending as
well as objectives for the next year.lt is adjusted for factors like inflation, and is separate
from funding for one-time projects or service level enhancements.
A Council Workshop on service levels related to asset management will be held in late
September and the results of this session will also help to guide investment priorities
and expectations for service delivery in 2026 and beyond. In addition, it will also
contribute to the discussion regarding organizational metrics and the most meaningful
areas to measure and report on performance.
The 2026 Business Plan & Budget will be developed in a structured, multi -phase
process that includes Committee review, departmental presentations, public
engagement, and final Council approval. This process incorporates feedback from prior
years and ensures both transparency and alignment with the County's Strategic Plan.
1. Business Plan & Budget Process Overview and Proposed Dates
Key steps include:
• Business Plan and Operating Budget Meeting (Base Budget)
Date: November 18, 2025 1 Time: 9.00 a.m. — 2.00 p.m.
Departments will present their Performance Plans and proposed 2026 Base
Budgets*, including-
0 Department descriptions and services;
0 2025 accomplishments;
0 2026 action items and their alignment with the Strategic Plan;
0 Key Performance Indicators (KPIs);
0 Budget summaries and explanations of variances.
• Capital Expenditure Plan and Service Level Enhancements
Date: December 2, 2025 1 Time: 9.00 a.m. — 2.00 p.m.
The meeting will consist of two parts-
0 Review of the proposed capital expenditure plan, project descritions,
associated rationales, and financial impacts;
0 Consideration of proposed Service Level Enhancements (Operating
projects with a materiality greater than $15,000).
Public Engagement Period
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A two -week online engagement period will follow the December 2 meeting via
Engage Elgin, allowing residents to review budget materials and provide
feedback. The Business Plan & Budget will be presented in a user-friendly
format, similar to previous years.
Public Engagement Meeting
Date: December 16, 2025 ( Time: 5:30 p.m.
o This meeting will be held in the evening to allow for increased public
participation.
o The Director of Financial Services/Treasurer will present a summary of the
complete budget (Operating, Capital, and Service Level Enhancements)
and a summary of online engagement.
o Members of the public will have the opportunity to present feedback in
person (5 minutes per speaker).
• Final Council Consideration
Date: January 13, 2026 (Regular Council Meeting)
o A final draft of the 2026 Business Plan & Budget will be presented to
County Council for formal consideration and approval.
2. Public Engagement Plan
The County is committed to meaningful and accessible engagement. The following
activities will support public awareness and participation:
• Online budget portal on Engage Elgin, including all related documents and
committee agendas;
• Social media promotion (organic and paid campaigns);
• Posters with QR codes in Elgin County Libraries;
• Print advertising in local newspapers;
• Targeted outreach to business organizations and Chambers of Commerce;
• Collaboration with local municipal partners to share information;
• Newsletter distribution using existing engagement lists.
This multi -channel approach ensures diverse audiences are informed and empowered
to participate in the budget process.
Financial Implications:
ReMW
Advancement of the Strategic Plan:
The business planning and budgeting process is designed to align with Council's
Strategic Plan, clearly identifying objectives, the resources required to deliver those
objectives and ensuring those resources are allocated in a prudent and fiscally
responsible manner to support the community's long-term priorities. The associated
engagement process reflects the Strategy of Collaborative Engagement and
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Communication, aiming to expand public participation and ensure that community
voices are meaningfully integrated into budget decisions.
Local Municipal Partner Impact:
None.
Communication Requirements:
Should the Finance Committee approve the proposed schedule for the 2026 budget
process, an Engage Elgin project will be launched to share key dates and upcoming
meetings with the public. The Executive Leadership Team will be briefed on the
approved process, and Communications will begin preparing the engagement campaign
to ensure timely and effective public participation.
Conclusion:
To ensure a transparent, inclusive, and strategic 2026 Business Plan & Budget
development process, staff recommend that the Finance Committee:
1. Approve the 2026 Business Plan & Budget Development Process as outlined in
this report;
2. Approve the proposed meeting schedule:
o November 18, 2025 — Business Plan and Operating Budget
o December 2, 2025 — Capital Expenditure Plan & Service Level
Enhancements
o December 16, 2025 — Public Engagement Meeting
o January 13, 2026 — Council Business Plan & Budget Consideration
3. Approve the Public Engagement Strategy as described.
Approval of these recommendations will enable staff to move forward with preparations
and ensure that both Council and the community are well-informed throughout the
business plan and budget cycle.
All of which is Respectfully Submitted
Blaine Parkin
Chief Administrative Officer/Clerk
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