21 - October 28, 2025 County Council Agenda PackageElgin County Council
Regular Council Meeting
Orders of the Day
Tuesday, October 28, 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://video.isilive.ca/elgincounty/live.html
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
6.1 Paul Cavanagh, Board Vice -Chair and Murray Mackey, Board Treasurer
7
Secretary, Alzheimer Society Southwest Partners - Reimagining
Dementia Care
6.2 Mary Van Den Neucker MN, RN, Program Manager and Emily Robertson
22
MN, RN Public Health Nurse, Southwestern Public Health - iHEAL
Program
7.
Motion to Adopt Recommendations from the Committee of the Whole
7.1 Recommendations from Committee of the Whole - October 14, 2025
35
8.
Committee Recommendations
8.1 Joint Accessibility Advisory Committee Recommendation - October 14,
42
2025
8.2 Draft Committee Meeting Minutes
8.2.1 Joint Accessibility Advisory Committee - October 14, 2025 Draft
43
Meeting Minutes
9.
Reports for Information and Immediate Consideration
10.
Council Correspondence
10.1 Resolution from the Town of Aylmer regarding the Aylmer Library 47
Redevelopment Project Conceptual Design
10.2 Resolution from the Township of Malahide regarding the relocation of 87
the Aylmer Branch of the Elgin County Library to the East Elgin
Community Complex
10.3 Letter from Daniel Soos, President, Elgin ATV Club requesting a letter of 89
support from Elgin County Council to help the Elgin ATV Club secure
land access agreements for developing managed ATV trails in the
region
11. Statements/Inquiries by Members
12. Closed Meeting Items
13. Motion to Rise and Report
14. Consideration of By -Laws
14.1 By -Law No. 25-36 Confirmation 92
15. Adjournment
Page 2 of 92
Elgin County Council
Regular Council Meeting
Minutes
October 14, 2025, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Grant Jones
Deputy Warden Ed Ketchabaw
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Michele Harris, Director of Homes and Seniors Services
Brian Masschaele, Director of Community & Cultural Services
Jennifer Ford, Director of Financial Services/Treasurer
Peter Dutchak, Director of Engineering Services
Mat Vaughan, Director of Planning and Development
Holly Hurley, Director of People & Culture
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Jeff Brooks, Manager of Emergency Management
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Meeting Call to Order
The meeting was called to order at 9:00 a.m. with Warden Jones in the chair.
2. Approval of Agenda
Moved by: Councillor Hentz
Seconded by: Councillor Couckuyt
RESOLVED THAT the agenda for the October 14, 2025 County Council Meeting
be approved as presented.
Motion Carried.
3. Introductions, Recognitions, Memorials
None.
4. Adoption of Minutes
Moved by: Councillor Widner
Seconded by: Councillor Leatham
Page 3 of 92
RESOLVED THAT the minutes and closed session minutes of the meeting held
on September 23, 2025 be adopted.
Motion Carried.
5. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
6. Presenting Petitions, Presentations and Delegations
6.1 Deanna Huggett, Executive Director, Elgin Ontario Health Team -
Care Close to Home: Building an Elgin Neighbourhood Health Home
model
The Executive Director of Elgin Ontario Health Team, Deanna Huggett,
presented to Council on the challenges to accessing primary care and a
vision for stronger communities and a healthier and more connected Elgin
The goal of the proposed plan is to meet the Province of Ontario's
commitment for 100% of people in Ontario to be attached to a family
doctor, primary care nurse practitioner, or primary care team by 2029.
Moved by: Councillor Noble
Seconded by: Councillor Couckuyt
RESOLVED THAT the presentation from the Executive Director of the
Elgin Ontario Health Team be received and filed.
Motion Carried.
6.2 Carey Herd, Chief Administrative Officer, Municipality of Central
Elgin, and Mary Lou Tanner, Senior Partner, NPG Planning Solutions
- Hospital Lands Policy Directions
The Chief Administrative Officer of the Municipality of Central Elgin, Carey
Herd, introduced the Senior Partner of NPG Planning Solutions, Mary Lou
Tanner, who provided an update to County Council on the progress the
Municipality of Central Elgin has made thus far on their vision for the
redevelopment of the former psychiatric hospital lands on Sunset Drive,
including development of policy direction.
Council recessed at 10:00 a.m. for a flag raising and proclamation for the
Elgin St. Thomas Coalition to End Poverty in recognition of the the
International Day for the Eradication of Poverty. Council reconvened at
10:32 a.m.
Moved by: Councillor Noble
Seconded by: Councillor Giguere
RESOLVED THAT the presentation from the Chief Administrative Officer
of the Municipality of Central Elgin and the Senior Partner of NPG
Planning Solutions be received and filed.
Motion Carried.
7. Motion to Adopt Recommendations from the Committee of the Whole
7.1 Recommendations from the Committee of the Whole - September 23,
2025
Moved by: Councillor Leatham
Seconded by: Councillor Giguere
RESOLVED THAT items CW25-66 - CW25-73 from the Committee of the
Whole meeting dated September 23, 2025 and the recommendations
therein be adopted.
Page 4 of 92
Motion Carried.
8. Committee Recommendations
8.1 Human Resources Committee - October 7, 2025 Draft Meeting
Minutes
9. Reports for Information and Immediate Consideration
9.1 Warden Jones - Warden's Activity Report (September 2025)
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT the report titled "Warden's Activity Report (September
2025)" from Warden Jones dated October 14, 2025 be received and filed.
Motion Carried.
10. Council Correspondence
Moved by: Councillor Leatham
Seconded by: Councillor Widner
RESOLVED THAT Correspondence Items 10.1 - 10.5 and 10.7 be received and
filed.
Motion Carried.
10.1 Letter from the Minister of Long -Term Care re: County of Elgin AMO
Delegation 2025
10.2 Western Ontario Warden's Caucus (WOWC) Press Release - WOWC
Champions Growth of Life -Saving Isotope Ecosystem
10.3 Resolution from the County of Middlesex re: Support for the
Township of Zorra's Resolution on Thames Valley District School
Board Governance Review
10.4 Letter from the Ministry of the Environment, Conservation and Parks
re: Updates to Compliance Policy - Potential for Low -Risk Incident
Referrals to Municipalities
10.5 Resolution from the Council of the City of Kitchener regarding
postage
10.6 Resolution from the Council of the Township of Woolwich re: Bill C-
61 First Nations Clean Water Act
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT the Corporation of the County of Elgin support the
resolution from the Council of the Township of Woolwich regarding Bill C-
61 First Nations Clean Water Act.
Motion Carried.
10.7 City of London request for support for Emergency Services Training
Campus
11. Statements/Inquiries by Members
None.
12. Closed Meeting Items
12.1 Closed Meeting Item #1 - Closed Meeting Minutes - September 23,
2025
3
Page 5 of 92
13. Motion to Rise and Report
14. Consideration of By -Laws
14.1 By -Law No. 25-34 Ron McNeil Line Speed Zone Amendment
BEING a By -Law to Amend the Schedule to By -Law No. 24-19 Being a
By -Law to Authorize Speed Limits.
Moved by: Councillor Noble
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT By -Law No. 25-34 be now read a first, second, and
third time and finally passed.
Motion Carried.
14.2 By -Law No. 25-35 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the October 14, 2025 Meeting.
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
RESOLVED THAT By -Law No 25-35 be now read a first, second, and
third time and finally passed.
Motion Carried.
15. Adjournment
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT we do now adjourn at 10:43 a.m. to meet again on October
28, 2025 at 9:00 a.m.
Motion Carried.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
4
Page 6 of 92
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Agenda Number:
Resolution Number
Title:
Date:
Moved by:
Seconded by:
Resolution Page
Committee of the Whole Meeting
2.
CW25-74
Approval of Agenda
Tuesday, October 14, 2025
Deputy Warden Ketchabaw
Councillor Giguere
D,
ElginCounty
RESOLVED THAT the agenda for the October 14, 2025 Committee of the Whole Meeting be approved
as presented.
Motion Carried.
Page 35 of 92
Agenda Number:
Resolution Number
Title:
Date:
Moved by:
Seconded by:
Resolution Page
Committee of the Whole Meeting
3.
CW25-75
Adoption of Minutes
Tuesday, October 14, 2025
Councillor Sloan
Councillor Hentz
RESOLVED THAT the minutes of the meeting held on September 23, 2025 be adopted.
Motion Carried.
D,
ElginCounty
Page 36 of 92
Agenda Number:
Resolution Number
Title:
Date:
Resolution Page
Committee of the Whole Meeting
D,
ElginCounty
6.1.
CW25-76
Director of Engineering Services - Asset Management Plan - Levels of
Service
Tuesday, October 14, 2025
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Asset Management Plan — Levels of Service" from the Director of
Engineering Services dated October 14, 2025 be received and filed; and
THAT the Levels of Service presented be included as part of the County's Asset Management Plan to
guide asset investment planning decisions.
Motion Carried.
Page 37 of 92
Agenda Number:
Resolution Number
Title:
Date:
Resolution Page
Committee of the Whole Meeting
D,
ElginCounty
6.2.
CW25-77
Manager of Emergency Management - Emergency Evacuation Site for
King's Academy
Tuesday, October 14, 2025
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT Council accepts the recommendation to allow King's Academy to designate the
County of Elgin Administration Building as an Emergency Evacuation Site for their students and staff;
and
THAT Council directs staff to develop a Letter of Understanding between King's Academy and the
County of Elgin outlining the roles and responsibilities of each party.
Motion Carried.
Page 38 of 92
Agenda Number:
Resolution Number
Title:
Date:
Moved by:
Seconded by:
Resolution Page
Committee of the Whole Meeting
D,
ElginCounty
6.3.
CW25-78
Manager of Economic Development, Tourism & Strategic Initiatives -
Port Stanley Visitor Centre Lease Renewal
Tuesday, October 14, 2025
Councillor Noble
Councillor Sloan
RESOLVED THAT the Chief Administrative Officer be directed to sign the lease agreement between
the Corporation of the County of Elgin and the Municipality of Central Elgin for the purposes of
operating a Tourism Information Centre at 199 Carlow Road, Port Stanley, for the term of June 1, 2023
to May 31, 2033, at a cost of $4,254.49 plus HST annually, subject to annual CPI increases, according
to the terms and conditions described in this report.
Motion Carried.
Page 39 of 92
Agenda Number:
Resolution Number
Title:
Date:
Resolution Page
Committee of the Whole Meeting
D,
ElginCounty
6.4.
CW25-79
Director of Homes and Seniors Services - Registered Dietitian Services
at Elgin County Homes - Contract Award
Tuesday, October 14, 2025
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT the contract for Registered Dietitian Services at Elgin County Homes be awarded to
Urbshott Faulds Dietetics Professional Corporation for a three-year tens; and
THAT staff be authorized to extend the contract for an additional two-year term in accordance with
section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial three-year
contract term; and
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
Motion Carried.
Page 40 of 92
Agenda Number:
Resolution Number
Title:
Date:
Moved by:
Seconded by:
Resolution Page
Committee of the Whole Meeting
7.
CW25-80
Adjournment
Tuesday, October 14, 2025
Councillor Widner
Deputy Warden Ketchabaw
D,
ElginCounty
RESOLVED THAT we do now adjourn at 11:19 a.m. to meet again on October 28, 2025 at 9:30 a.m.
Motion Carried.
Page 41 of 92
Agenda Number:
Resolution Number
Title:
Date:
Moved by:
Seconded by:
Resolution Page
Joint Accessibility Advisory Committee
6.2.
JAAC25-13
D,
ElginCounty
Manager of Human Resources - 2025 AODA Compliance Report
Tuesday, October 14, 2025
Councillor Noble
Carleen Green
RESOLVED THAT the report titled "2025 AODA Compliance Report" from the Manager of Human
Resources dated October 14, 2025 be received and filed; and
THAT the committee endorse the submission of the 2025 AODA Compliance report to the Ministry of
Seniors and Accessibility by the legislated deadline of December 31, 2025.
Motion Carried.
Page 42 of 92
;jell
Elgin/Central Elgin Joint Accessibility Advisory Committee
Minutes
October 14, 2025, 7:00 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Tom Marks, Chair
Todd Noble, Councillor, County of Elgin
Dave Baughman, Councillor, Municipality of Central Elgin
(virtual)
Jenn Salverda, Community Member (virtual)
Carleen Green, Community Member
Staff Present: Katherine Thompson, Manager of Administrative
Services/Deputy Clerk, County of Elgin
Delany Leitch, Deputy Clerk/Record Management Coordinator,
Municipality of Central Elgin (virtual)
Emily Waldick, Manager of Human Resources, County of Elgin
Stefanie Heide, Legislative Services Coordinator, County of
Elgin
1. Call to Order
The meeting was called to order at 7:00 p.m. with Tom Marks in the chair.
2. Approval of Agenda
Resolution Number: JAAC25-8
Moved by: Councillor Noble
Seconded by: Carleen Green
RESOLVED THAT the agenda for the October 14, 2025 Elgin/Central Elgin Joint
Accessibility Advisory Committee meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Page 43 of 92
Resolution Number: JAAC25-9
Moved by: Councillor Noble
Seconded by: Dave Baughman
RESOLVED THAT the minutes of the May 29, 2025 Joint Accessibility Advisory
Committee meeting be adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Delegations
5.1 Cheryl Stevenson - Sidewalk on St. George Street
Resident of the Municipality of Central Elgin, Cheryl Stevenson, presented
on her concern for pedestrian safety in regards to a sidewalk relocation
that occurred due to reconstruction on St. George Street.
Resolution Number: JAAC25-10
Moved by: Councillor Noble
Seconded by: Carleen Green
RESOLVED THAT the delegation from Cheryl Stevenson regarding a
sidewalk on St. George Street be received and filed.
Motion Carried.
5.2 Sandy Higgs - Belmont Historical Society Signs
Sandy Higgs, on behalf of the Belmont Historical Society, presented on
proposed accessibility initiatives, including a 3D printed model of the
original Belmont Library building and accessible historical signs for people
with visual impairments.
Resolution Number: JAAC25-11
Moved by: Councillor Noble
Seconded by: Jenn Salverda
RESOLVED THAT the delegation from Sandy Higgs regarding the
Belmont Historical Society Signs be received and filed.
Motion Carried.
6. Reports/Briefings
2
Page 44 of 92
6.1 Manager of Human Resources - City of St. Thomas and County of
Elgin Joint AccessAbility Open House 2025 (verbal)
The Manager of Human Resources provided a verbal update on the City
of St. Thomas and County of Elgin Joint AccessAbility Open House 2025
held on September 26, 2025 at the Joe Thornton Arena. The update
included that a number of vendors participated in the Open House, close
to 75 people attended, and feedback indicated that Facebook was the
main source of where attendees heard about the event. The Manager of
Human Resources also stated that a highlight of the event was
participation by the Mayor of St. Thomas and the Warden of the County of
Elgin in a three -on -three wheelchair basketball demonstration. The
Manager of Human Resources thanked the committee members who
supported and participated in the event.
Resolution Number: JAAC25-12
Moved by: Councillor Noble
Seconded by: Carleen Green
RESOLVED THAT the verbal report from the Manager of Human
Resources be received and filed.
Motion Carried.
6.2 Manager of Human Resources - 2025 AODA Compliance Report
The Manager of Human Resources presented the report to the Committee
regarding the 2025 Accessibility for Ontarians with Disabilities Act (AODA)
Compliance Report.
Resolution Number: JAAC25-13
Moved by: Councillor Noble
Seconded by: Carleen Green
RESOLVED THAT the report titled "2025 AODA Compliance Report" from
the Manager of Human Resources dated October 14, 2025 be received
and filed; and
THAT the committee endorse the submission of the 2025 AODA
Compliance report to the Ministry of Seniors and Accessibility by the
legislated deadline of December 31, 2025.
Motion Carried.
7. Other Business
None.
8. Correspondence
3
Page 45 of 92
None.
9. Closed Meeting Items
10. Motion to Rise and Report
11. Date of Next Meeting
The Joint Accessibility Advisory Committee will meet again at the call of the
Chair.
12. Adjournment
Resolution Number: JAAC25-14
Moved by: Dave Baughman
Seconded by: Jenn Salverda
RESOLVED THAT we do now adjourn at 7.32 p.m. to meet again at the call of
the Chair.
Motion Carried.
Katherine Thompson,
Manager of Administrative
Services/Deputy Clerk.
Tom Marks,
Chair.
0
Page 46 of 92
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October 16, 2025
Warden Grant Jones and Elgin County Council
Elgin County
450 Sunset Drive
St. Thomas, ON N5R 5V1
The Corporation of the Town of Aylmer
46 Talbot Street West, Aylmer, Ontario N5H 1 J7
Office:519-773-3164 Fax:519-765-1446
Re: Library Redevelopment Project — Conceptual Design
www.aylmer.ca
At their Regular Meeting held on October 15, 2025, the Council for the Town of Aylmer
passed the following resolution:
Resolution No. 242-25
Moved by Deputy Mayor Barbour and seconded by Councillor Oslach:
That Report CAO 43-25 respecting Library Redevelopment Project — Conceptual
Design be received for information; and,
That Council approve with proceeding with Option One as outlined by JPM; and,
That Council's approval be forwarded to Elgin County Council for information; and,
That staff prepare a further report outlining the process and timelines for the detailed
design of Option One before proceeding with further engagement of JPM upon this
component of the project.
A copy of the report titled "Library Redevelopment Project — Conceptual Designs" from the
Chief Administrative Officer as well as the conceptual designs from JPM are attached as
information.
Owen Jaggard
Director of Legislative Services/Clerk
519-773-3164 ext. 4913
.p,,II.. aird �r towirt.a Ilmeir.oirt.ca
Page 47 of 92
Proud heritage. Bright Fuur°are.
Alternative formats and communication support available upon request.
Please contact clerks@town.aylmer.on.ca or 519-773-3164 for assistance.
Date October 6, 2025
To Council — October 15, 2025
From Andy Grozelle, CAO
Report No. CAO 43-25
Report Title Library Redevelopment Project — Conceptual Design
Recommendation
That Report CAO 43-25 respecting Library Redevelopment Project — Conceptual
Design, be received for information; and,
That Council provide direction to staff in relation to next steps on the Library
Redevelopment Project.
Executive Summary
This report presents the conceptual designs for a library redevelopment project along
with class "D" cost estimates. Staff are seeking Council direction upon a design option
to proceed. As an alternative, Council may desire to defer decision on detailed design
to the 2026-2030 term of Council.
Background
The redevelopment of the library was not originally anticipated to be addressed during
this term of Council. The previous Council explored the issue and decided to postpone
further action until substantial local fundraising had been achieved. Subsequently, a
multi -year lease agreement was entered into with Elgin County, extending beyond the
current Council term and allowing for potential renewals.
Page 48 of 92
At the mid -point of this term, Elgin County approached Aylmer Council to express a
strong interest in finding a long-term solution for library services. In response, Council
began re-examining the project and exploring options that would best serve the needs
of the community.
To support this work, Council approved up to $250,000 from the Council Initiatives
Reserve Fund to fund a full engineering design for the proposed library
redevelopment. Phase One of the project includes the development of conceptual
designs and Class "D" cost estimates and is expected to utilize approximately $50,000
of the allocated funding. The Class D estimates are provided utilizing a "Stipulated
Price Contract Construction model" and are within a range of approximately 20%.
Council's leadership has provided a clear mandate to resolve this longstanding issue.
However, three key challenges exist with addressing this project during the latter half
of the 2022-2026 Council term:
1) Previous Council decisions excluded the library redevelopment from the 10-
year Capital Budget, limiting the time available for staff to prepare a
financing strategy.
2) The full engineering design for a project of this scale is expected to take
12-16 months to complete following the selection of a preferred design.
3) Legislative constraints prevent an outgoing Council from making financial
commitments that would bind the incoming Council to major capital
expenditures.
Analysis
Library Redevelopment as a Strategic Goal
Town administration has begun proactively addressing the longstanding library
redevelopment issue, prompted by its re-emergence mid-term. In this context, staff
believe it is important to establish the following guiding principles-
1 . Historical Delay: The redevelopment of the library has been deferred for too
long. It should now be identified as a top strategic priority for Council.
2. Timing Constraints: It is not feasible for the 2022-2026 Council to see
"shovels in the ground" for this project during its term.
3. Future Council's Role: The library redevelopment will be among the first major
decisions for the 2026-2030 Council.
4. Financial Planning: Early financial planning will support the project and help
reduce reliance on debt financing, thereby mitigating future tax impacts.
5. Diverse Opinions: Given the divisive history of the project, unanimous
community support is unlikely. Nonetheless, Council and staff must
demonstrate leadership in resolving this longstanding issue.
Page 49 of 92
This shift in momentum would not have been possible without the current Council's
willingness to confront the issue. As a result, both staff and the public now view the
library redevelopment not as a stalled topic, but as a project with a clear mandate to
move forward.
While it is unfortunate that this term of Council may not finalize the redevelopment,
this situation is not unprecedented. For example, the 2018-2022 Council championed
the construction of the Town's new water tower but did not oversee the awarding of
construction contracts.
Conceptual Design Options
Option 1 — Integrated with Old Town Hall
Estimated Cost: $8,878,949.37
This option proposes constructing the new library as an addition to the existing Old
Town Hall. Though the most expensive, it may garner the strongest support from local
advocates.
Challenges:
Construction may disrupt library or theatre operations. The proposed estimate
provided for Option 1 assumes the existing building would not be occupied
during construction of the addition. All existing HVAC, electrical, and fire
services would be replaced and fed from the proposed addition.
Heritage designation of the Old Town Hall may require review and
modifications to permit the addition.
Any service disruptions may necessitate concurrent maintenance work, adding
up to $2.5 million to the overall cost. Although this work will be required
regardless other options may allow for staggering of costs over several years.
Option 2 — Standalone Library at Bear Park
Estimated Cost: $6,164,383.21
This is the most cost-effective option and minimizes disruption to existing library and
theatre operations. However, Bear Park was previously considered and rejected by
past Councils.
Challenges:
• May raise concerns about visual impacts on the Old Town Hall.
• Does not address requests from theatre groups for facility improvements.
• Would require repurposing the existing library space in Old Town Hall, possibly
increasing costs beyond the $2.5 million estimate.
Page 50 of 92
Option 3 — One -Storey Library on Municipal Parking Lot
Estimated Cost: $6,578,224.39
This option explores constructing a one -storey library on the municipal parking lot
across from the Old Town Hall.
Challenges:
• Results in the largest loss of downtown parking.
• Does not address requests from theatre groups for facility improvements.
• Would require repurposing the existing library space in Old Town Hall, possibly
increasing costs beyond the $2.5 million estimate.
• However, it preserves Bear Park and does not impact the Old Town Hall's
appearance.
Key Decisions for the 2022-2026 Council
1. Select a Design to Proceed to Detailed Engineering
Council may select one of the three conceptual options for full engineering design.
Doing so would:
• Maintain project momentum in the community.
• Prepare for an RFP in 2027, allowing construction to begin under the next
Council.
• Support local fundraising efforts.
• Improve eligibility and timing for grant applications in 2027 on the
understanding that grant funding for this area is limited and not anticipated to
fund a significant portion of this project.
• Facilitate negotiations with Elgin County, especially for extending the lease on
the Old Town Hall beyond January 2028.
2. Defer Selection to the 2026-2030 Council
Alternatively, Council may choose to defer the decision until the next term. Potential
benefits include:
• Avoiding the risk of a future Council reversing the selected design.
• Preventing the creation of an unused or outdated study.
• Allowing the next Council to build a financial plan with reduced issuance debt
and levy impact.
Page 51 of 92
Potentially depoliticizing the project in the 2026 municipal election. (Choosing
a design now could unintentionally turn the 2026 campaign into a referendum
on the library project.)
Other Considerations for the Current Term
The timing within the municipal cycle presents challenges, but Council's leadership
has expedited progress. Additional considerations include-
1 . Elgin County's Position: The County has expressed strong interest in
resolution. A definitive plan should be in place by January 1, 2028, when the
current lease expires.
2. Election Cycle Risk: Turning the library into an election issue may not benefit
the community or the project.
3. Financial Planning Timeline: Delayed construction (post-2027) allows time to
build up CCBF funds, incorporate the project into the 2026 Development
Charges Study, allows for donations to be pledged and allows application for
Infrastructure Ontario Loan requirements to be fulfilled.
4. Timing of Old Town Hall Maintenance: Major maintenance work should be
deferred until a direction on the library is established.
5. Community Division: Full consensus on the final project is unlikely due to
historical divisions. Leadership must focus on resolution, not unanimity.
Next Steps
If Council endorses a conceptual design, the Town will proceed to detailed
engineering. The following steps will occur:
a) Engage Elgin County for feedback on the evolving design.
b) Develop a service continuity plan for Elgin County during construction.
c) Request that Elgin County budget for new furnishings, equipment, and
circulation materials —ensuring the new facility is appropriately outfitted.
d) Negotiate a 20-year lease with Elgin County to justify the Town's
investment.
e) Officially launch fundraising efforts for the project.
f) Begin examining financing options for consideration by the 2026-2030
Council.
Staff are proceeding with the understanding that Council wishes to proactively
resolve this historic issue. Should the Town and County align on the project, the
2026-2030 Council may still choose to modify the construction schedule. However,
staff believe there is value in either path that Council can choose to pursue at this
time. Selection of a detailed design to proceed will significantly advance the issue for
the next term of Council. A decision to defer this matter to the next term of Council
also has value in terms of ensuring a high level of certainty upon what the final project
deliverables will be.
Page 52 of 92
Strategic Priorities
This report supports the goals and objectives set out inQ(0LH1il':. li Il lilllloir°s.;. The
goal(s) it supports includes: Public Service Excellence, Planning for the Future.
Conclusion
Council's vision has elevated the library redevelopment to a project of significant
strategic importance. In doing so, Council has continued to demonstrate its
commitment to addressing major historic challenges within the community.
There are both advantages and drawbacks to proceeding with full engineered design
at this time. Regardless of the decision made, the momentum built around this
initiative will not be lost. Town administration remains committed to prioritizing the
project and supporting its final resolution.
As Council's vision advances and support from Elgin County is secured, the incoming
2026-2030 Council may choose to adjust the construction timeline. A revised
schedule could improve the financial position of the project and potentially reduce
community opposition to the required investment.
While there is potential for the JPM-recommended timeline to be extended, this term
of Council may wish to proceed under the assumption that construction could begin in
2027. Doing so may help ensure that Elgin County remains committed to the current
location and does not pursue alternative service sites when the existing lease expires
in January 2028.
Respectfully submitted,
Andy Grozelle
Chief Administrative Officer
Page 53 of 92
Appendix
Attachments
1. Attachment A— Conceptual Designs JPM
2. Attachment B — Report JPM
Follow Up
In adopting this report, what follow up action is required?
❑By-law
❑Agreement(s)/document(s) to be signed by Mayor and/or Clerk
❑Social media/Website update or communication
❑Other communication — Specify:
Page 54 of 92
3RM
L,<,
Old Aylmer Library and Town Hall Expansion
Aylmer, Ontario
Project No. 2277.00
Project Name Old Aylmer Library & Town Hall Expansion
38 John Street South, Aylmer ON
Revision No. 0
Prepared For: GEI Consultants, Inc.
235 North Centre Road, Suite 103, London, Ontario N5X 4E7
IMMOUFM o
1.1 Instructions Received
30-September-2025
Project No. 2277.00
1of7
This Report has been prepared by JPM Architecture Inc. (JPMA) at the request of GEI Consultants, Inc.
(the Client). GEI Consultants, Inc. has appointed JPMA to provide a Class D estimate developed for the
Old Aylmer Library & Town Hall Expansion project at 38 John Street South, Aylmer ON (the Project). The
Project will be delivered using a Stipulated Price Contract construction model and, therefore, JPMA
strongly recommends that estimates are prepared at each of the key design milestones. This report has
been prepared in accordance with the scope of our Fee Proposal, dated July 04, 2025 , which was
prepared in response to the request of client, and is subject to the terms of that appointment.
Information related to the Project for the purposes of this report was produced by JPMA, dated October
1, 2025.
.2 Report Reliance
This Report is owned by JPMA, and it is provided for the benefit and sole reliance of the Client. JPMA
staff, or agents do not make any express or implied representation or warranty, whatsoever, as to the
factual accuracy of the information provided to us on behalf the Client, its subcontractors or agents, upon
which this Report is based. This Report contains confidential, proprietary information and related
intellectual property rights of JPMA, which is licensed on a non-exclusive and limited basis to the Client.
The Report may not be reproduced, transferred, copied, shared, or distributed, in whole or in part, to any
party, without the express prior written permission of JPMA.
This Report has been prepared based on information provided to us by the Client, up to the date of issue
of this Report. JPMA does not accept any liability or accountability for information that has not been
provided, or made available to us, at the time of preparing this Report. Any advice, opinions, or
recommendations within this Report should be read and relied upon only in the context of the report as a
whole. The contents do not provide legal, insurance or tax advice or opinion. Opinions in this report do
not an advocate for any party and if called upon to give oral or written testimony it will be given on the
same assumption.
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3 519-524-5313
Page 55 of 92
3RM
NIL,<,
AR HITt.CT0REINC- 30-September-2025
Old Aylmer Library and Town Hall Expansion Project No. 2277.00
Aylmer, Ontario 2 of 7
2.1 Ra ort Purpose
The purpose of this report is to provide a realistic estimate of the Project cost based on the information
available at the time of writing. The opinion expressed in this report should be considered a Class D
Estimate. Based on the documents reviewed, our estimate should be correct within a range of
approximately 20% . If required, in order to provide an accurate cost estimate for the Project, JPMA
recommends that a professional Quantity Surveying organization be retained to provide a detailed
analysis of any design information produced on behalf of the Client during the remaining stages of design.
, ► .
Three options were investigated for the future expansion of the Elgin County Library facility in Aylmer.
These options include an addition and renovation to the existing Old Town Hall building, a new building in
the park south of the existing building and a new building across the street from the existing building. All
three options are summarized in this report.
Budget
N/A
Option 1
$ 8,878,949.37
Option 2
$ 6,164,383.21
Option 3
Construction Start
$ 6,578,224.39
March 1, 2027
Construction Completion
August 31, 2028
Duration
78 Weeks
Escalation
12.17%
Design Contingency
10%
Construction Contingency
10%
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3 519-524-5313
Page 56 of 92
3RM
NIL,<,
AR HIrt.C"rQRE1NC_ 30-September-2025
Old Aylmer Library and Town Hall Expansion Project No. 2277.00
Aylmer, Ontario 3 of 7
Estimate t cti t Class D
iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliilillilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliilillilI
3.0 Development Cost Summary
.............Not included.
4.0 Basis & Assumptions
The construction estimate is based on the following list of assumptions:
1. Site development costs, including hardscapes, softscapes, earthwork and servicing beyond 5'-0" from the
building are not included herein.
2. Excavation and backfill for the building footprint and taper cut is included.
3. A higher level of finish is required at entrances, and in the Atrium Lobby in Option 1.
4. Most library spaces are a medium level of finish with painted gypsum board walls, carpet flooring and ACT
5. Steel structure with precast concrete deck in select locations.
6. Interior partitions are non -load bearing steel studs with gypsum board finish.
7. Most interior doors are solid core wood with painted hollow metal frames
8. Exterior walls are wind bearing steel stud infill framing, gypsum sheathing, AMV Barrier, board insulation
and brick veneer or glass -fibre reinforced concrete panel cladding.
9. Exterior doors and windows are aluminum double glazed.
10. For Option 1, the existing HVAC, sprinkler, fire alarm and electrical service would be replaced and the
existing would be fed from the addition.
11. No requirement for a fire pump.
12. The existing building would not be occupied during Construction of Option 1.
13. Option 1 carries an additional cost for second floor rated glazing at the "Corridor Bridge".
Please note that JPMA is not acting as the design Architect. The assumptions in our estimate should be
reviewed and corrected by the design team.
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3 519-524-5313
Page 57 of 92
3RM
NIL,<,
AR HITt.CT0RE INN- 30-September-2025
Old Aylmer Library and Town Hall Expansion Project No. 2277.00
Aylmer, Ontario 4 of 7
Estimate t cti t Class D
iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliilillilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillillilliillillillillillillilliillillillillillillilliilliilillillillillillillillilI
5.0 Exclusions
The construction estimate includes all direct and indirect construction costs derived from the drawings
and other information provided to JPMA, with the exception of the following:
1. Land Costs
2. Professional fees and disbursements
3. Planning, administrative and financing costs
4. Legal fees and agreement costs/conditions
5. Development cost charges
6. Temporary facilities for user groups during construction
7. Removal of hazardous materials from existing site and building
8. Loose furniture, fixtures and equipment (FFE)
9. Unforeseen ground conditions and associated extras
10. Environmental remediation outside building footprint
11. Servicing outside the project site boundary (Main hydro service)
12. Phasing of the Work and accelerated schedule
13. Decanting and moving
14. Costs associated with "LEED", "PassiveHouse" or similar energy certification
15. Third party project commissioning
16. Erratic market conditions, such as lack of bidders, proprietary specifications
17. Cost escalation past August, 2028
18. Covid 19 related costs
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3 519-524-5313
Page 58 of 92
3RM
NIL
*RcHnECTVmE;mC.
0|dAy|merLibraryandTownHaUExpansion
Aylmer, Ontario
Net SF Construction Cost
377.99
General Conditions, Overhead and Profit
$
56.70
Permits and Fees
$
9.45
Design Contingency
$
37.80
Construction Contingency
$
37.80
Total Construction Cost
$
519.74
Escalation Allowance
$
63.25
Net SF Construction Cost
175.57
General Conditions, Overhead and Profit
$
26.34
Permits and Fees
$
4.39
Design Contingency
$
17.56
Construction Contingency
$
17.56
Total Construction Cost
$
241.40
Escalation Allowance
$
29.38
*Mote Option 1carries additional cost for second floor rated "Corridor Bridge"
No alternative prices have been included.
The gross floor area of the project, measured in accordance with the guidelines established by the
Canadian Institute of Quantity Surveyors, is as follows.
30-Septembep2025
Project No. 2277.00
Location
Renovation Building Area (sf)
New Construction Area (sf)
wwwjpmarchbecUune.ca 51Kingston Street, @oderich\0ntaho N7A31<3 519-524-5313
Page 59Of92
3RM
L,<,
Old Aylmer Library and Town Hall Expansion
Aylmer, Ontario
The estimate excludes the Harmonized Sales Tax (H.S.T.).
rUTWIFU o .
30-September-2025
Project No. 2277.00
6of7
For the purpose of identifying and quantifying the escalation allowance for this project, JPMA has
assumed the following schedule:
Construction I March 1. 2027 AuEust 31. 2028 78 Weeks
Based on the above schedule, the mid -point of construction for the project is projected to be November
30, 2027 which is 113 weeks from the date of this estimate. On this basis, JPMA has calculated the
escalation for this project to be 12.2%.
In the event that there is slippage in the schedule, further escalation based on the projected escalation
rate per annum should be included in the estimate.
11.0 Pricing
The estimate has been priced at current rates considering the size, location, and nature of the project.
The unit rates utilized are considered competitive for a project of this type, bid under a stipulated lump -
sum form of tender in an open market, with a minimum of five (5) bids, supported by the requisite
number of subcontractors.
The estimate allows for labour, material, equipment and other input costs at current rates and levels of
productivity. It does not consider extraordinary market conditions, where bidders may be few and may
include in their tenders' disproportionate contingencies and profit margins.
JPMA recommends that the Owner, Project Manager and Design Team carefully review this document,
including exclusions, inclusions and assumptions, contingencies, escalation and mark-ups. If the project is
over budget, or if there are unresolved budgeting issues, alternative systems/schemes should be
evaluated before proceeding into the next design phase. Requests for modifications of any apparent
errors or omissions to this document must be made to JPMA within ten (10) days of receipt of this
estimate. Otherwise, it will be understood that the contents have been concurred with and accepted.
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3 519-524-5313
Page 60 of 92
3RM
NIL,<,
AR HITt.CT0REINC- 30-September-2025
Old Aylmer Library and Town Hall Expansion Project No. 2277.00
Aylmer, Ontario 7 of 7
A design contingency of 10.0% has been included in the estimate to cover modifications to the program,
drawings and specifications during the design.
3.2 Construction Contingency
An allowance of 10.0% has been included in the estimate for changes occurring during the construction
period of the project. This amount may be expended due to site conditions or if there are modifications
to the drawings and specifications.
The list below confirms the information that we have reviewed in order to prepare our opinion contained
within this report:
Drawings
Option 1 - Conceptual Plans SK1, SK2, SK3, Conceptual Elevations
Option 2 - Conceptual Plans SK1, SK2, SK3, Conceptual Elevations
Option 3 - Conceptual Plans SK1, SK2, Conceptual Elevations
01-Oct-25
01-Oct-25
01-Oct-25
www.jpmarchitecture.ca 51 Kingston Street, Goderich, Ontario N7A 31<3
Page 61 of 92
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87 John Street South
Aylmer ON N5H 20
Phone: 519-773-5344
Fax: 519-773-5334
www.malahide.ca
October 17, 2025
mi=
EECC Board
c/o Owen Jaggard - EECC Board Secretary
46 Talbot Street West, Aylmer, ON N5H 1 J7
(sent via email: oia ardgtown.aylmer.on.ca)
A proud tradition, a brightfuture.
RE: Relocation of the Aylmer Branch of the Elgin County Library to the EECC
At its regular meeting held on October 16, 2025, Malahide Township Council considered
a resolution to allocate funding for the purposes of obtaining a design concept, costing
analysis and financing plan for relocating the Aylmer Branch of the Elgin County Library
to the EECC and passed the following resolution:
Moved By: Scott Lewis
Seconded By: Rick Cerna
WHEREAS the EECC Board passed a resolution requesting that its municipal partners
equally share the cost of obtaining a design concept, costing analysis, and financing
plan for the potential relocation of the Aylmer Library to the EECC;
AND WHEREAS the Town of Aylmer deferred consideration of the EECC Board's
request;
AND WHEREAS the Township of Malahide Council recognizes that obtaining a design
concept, costing analysis, and financing plan for the potential relocation of the Aylmer
Library to the EECC is essential to support long-term capital planning and informed
decision -making, as the Township funds 50% of the EECC's capital needs and requires
this information to assess future commitments and ensure responsible financial
management;
NOW THEREFORE BE IT RESOLVED THAT the Council of the Township of Malahide
authorize the allocation of up to $10,000 to fund the development of a design concept,
costing analysis, and financing plan for the potential relocation of the Aylmer Library to
the EECC;
AND THAT the Township offer to administer the contract on behalf of the EECC Board,
in consultation with staff from the County of Elgin, as soon as feasible and prior to the
end of 2025 for the Board's further consideration.
Recorded vote requested by Councilor Lewis.
Page 87 of 92
RECORDED VOTE:
Member Name: Vote:
Councillor Leitch
Yes
Councillor Wilson
Yes
Councilor Cerna
Yes
Councillor Lewis
Yes
Councillor Glinski
No
Deputy Mayor Widner
Yes
Mayor Giguere
Yes
The motion is carried.
Please do not hesitate to contact me if you require any further information.
Respectfully,
Allison Adams,
Manager of Legislative Services/Clerk
Cc: Katherine Thompson — County of Elgin, Manager of Administrative Services/Deputy Clerk
Brian Masschaele — County of Elgin, Director of Community and Cultural Services
Nathan Dias — Township of Malahide, CAO
Page 88 of 92
Subject: Request for a Letter of Support - Elgin ATV Club
Dear Elgin County Council
I am writing on behalf of the Elgin ATV Club, a newly formed not -for -profit
organization dedicated to developing and maintaining safe, sustainable all -terrain
vehicle (ATV) trails within Elgin County.
We are an affiliated member of the Ontario Federation of ATV Clubs (OFATV)—
the largest ATV federation in the province, representing over 17,000 members
with trail passes, 24 clubs, and more than 10,000 km of managed trails across
Ontario. Through this affiliation, we carry a $15 million comprehensive liability
insurance policy, naming utilities, municipalities, and private landowners
across the province as additionally insured within land -use agreements. We can
provide full documentation of this policy upon request.
Our club's mandate is focused exclusively on ATVs and UTVs, which are
recognized for lawful use on designated public roadways under Ontario Regulation
316/03 and Ontario Regulation 8/03. Unlike golf carts or dirt bikes —which have
no provincial regulation permitting roadway use —ATVs and UTVs have a clear legal
framework for operation on public roads when local bylaws allow. This ensures that
our activities align with existing provincial standards for safety and enforcement.
Importantly, for the past four years OFATV has been lobbying at Queen's Park to
establish a single, province -wide trail pass for all of Ontario. Working with the
Impact Group, the federation is preparing draft legislation aimed not only at
simplifying trail access but also at strengthening rider safety measures and
education across the province. Our local club is proud to be part of this forward -
looking initiative.
Our mission is to create well -managed trails that protect the environment, enhance
public safety, and generate economic benefits for our community. Key advantages of
partnering with OFATV and the Elgin ATV Club include:
1. Safety & Liability Protection
• $15 million liability insurance on all permitted trails, with
landowners —including utilities, municipalities, and private property
owners —named as additionally insured.
• Volunteer trail wardens and club patrols who monitor the trail
network and enforce safety regulations.
• Designated, maintained corridors that reduce unauthorized riding and
trespassing.
Page 89 of 92
2. Environmental Stewardship
• Regular maintenance, erosion control, and drainage management at no
cost to landowners or municipalities.
Close collaboration with conservation authorities to confirm that
any lands obtained through land -use agreements are not protected
wetlands, ensuring the club operates responsibly and maintains a
positive image within the community.
• An OFATV signage program that has been reviewed and confirmed
to be compliant with Ministry of Transportation standards, ensuring
consistent, safe, and visible trail markings.
• Clear signage and rider education promoting responsible use and
habitat protection.
• Coordination with conservation authorities to meet or exceed
environmental standards.
3. Economic & Community Value
• Visiting riders support local fuel stations, restaurants, lodging, and
other businesses.
• Multi -use planning allows for walking, cycling, and winter recreation,
ensuring year-round enjoyment.
• Thousands of volunteer hours invested annually in clean-ups and trail
improvements.
4. Proven Partnership Model
• OFATV successfully maintains similar rail corridors and trail networks
across Ontario through agreements with municipalities, counties, utilities, and
private landowners.
• Incident and damage rates on these managed routes remain extremely
low.
The economic impact of ATV recreation is substantial, and our club is eager
to bring these benefits to Elgin County. We are respectfully requesting a letter
of support from your council to help us as we approach public and private
landowners for trail access agreements.
Thank you for considering our request and for your commitment to
responsible outdoor recreation and local economic development. We would be
pleased to present further details or answer any questions at your convenience.
Sincerely,
Page 90 of 92
Daniel Soos
President, Elgin ATV Club
elginatvclub@gmail.com
Page 91 of 92
COUNTY OF ELGIN
By -Law No. 25-36
"BEING A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
OCTOBER 28, 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:
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 October 28, 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.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 28T" DAY OF
OCTOBER 2025.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
Page 92 of 92