12 - October 28, 2025 Committee of the Whole Agenda PackageEl m ou sty
Elgin County Council
Committee of the Whole Meeting
Orders of the Day
Tuesday, October 28, 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://video.isilive.ca/elgincounty/live.html
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 Manager of Information Technology - Phone System Replacement and 5
Nurse Call System Upgrade at Bobier Villa and Elgin Manor — Single
Source Contract Award
6.2 Director of Legal Services - LS 25-5 — Parts III and IX POA Interim 9
Transfer Agreement Extension
6.3 Manager of Administrative Services/Deputy Clerk - Council and 14
Committee of the Whole Meeting Schedule 2026
6.4 Manager of Administrative Services/Deputy Clerk - ROMA Delegation 17
Requests 2026
7. Adjournment
Elgin County Council
Committee of the Whole Meeting
Minutes
October 14, 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 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 10:45 a.m. with Warden Jones in the chair.
2. Approval of Agenda
Resolution Number: CW25-74
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Giguere
RESOLVED THAT the agenda for the October 14, 2025 Committee of the Whole
Meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Resolution Number: CW25-75
Moved by: Councillor Sloan
Seconded by: Councillor Hentz
Page 2 of 19
RESOLVED THAT the minutes of the meeting held on September 23, 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 - Asset Management Plan - Levels
of Service
The Director of Engineering Services presented the report that continues
to advance the County's asset management efforts and proposes a level
of service (LOS) framework for Council's consideration.
Resolution Number: CW25-76
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.
6.2 Manager of Emergency Management - Emergency Evacuation Site
for King's Academy
The Manager of Emergency Management presented the report outlining
the request from King's Academy at 410 Sunset Drive for permission to
include the County of Elgin Administration Building as an Emergency
Evacuation location in the event there is a need to evacuate their facility
during normal school hours.
Resolution Number: CW25-77
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.
6.3 Manager of Economic Development, Tourism & Strategic Initiatives -
Port Stanley Visitor Centre Lease Renewal
The Manager of Economic Development, Tourism & Strategic Initiatives
presented the report outlining an updated agreement provided by the
Municipality of Central Elgin for the County's lease of space at 199 Carlow
Road in Port Stanley for the County's Visitor and Tourism Information
Centre.
Page 3 of 19
Resolution Number: CW25-78
Moved by: Councillor Noble
Seconded by: 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.
6.4 Director of Homes and Seniors Services - Registered Dietitian
Services at Elgin County Homes - Contract Award
The Director of Homes and Seniors Services presented the report
providing details on the Request for Proposal (RFP) for Registered
Dietician Services at the County's three (3) Long -Term Care Homes
(LTCH's) for Council's approval.
Resolution Number: CW25-79
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 term; 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.
7. Adjournment
Resolution Number: CW25-80
Moved by: Councillor Widner
Seconded by: Deputy Warden Ketchabaw
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.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
Page 4 of 19
Report to Committee of the Whole
From: Jason Warren, Manager of Information Technology
Mike Hoogstra, Manager of Procurement & Risk
Jennifer Ford, Director of Financial Services / Treasurer
Date: October 28, 2025
Subject: Phone System Replacement and Nurse Call System Upgrade at Bobier Villa
and Elgin Manor — Single Source Contract Award
Recommendation(s):
THAT Council approve the single source purchase of Mitel phone system hardware and
services from Kelcom — Revolution IP in the amount of $72,959.00 (plus HST) in
accordance with section 4.7(c)(iii) of the Procurement Policy, and;
THAT Council approve the single source purchase of a nurse call server and software
upgrade from KR Communications in the amount of $51,310.00 (plus HST) in
accordance with section 4.7(c)(iii) of the Procurement Policy, and;
THAT the Manager of Procurement & Risk be authorized to issue purchase orders to
Kelcom — Revolution IP and KR Communications for this project.
Introduction:
This report seeks Council authorization to make two single -source purchases, in
conformance with the County's purchasing policy, for phone system replacement at
Bobier Villa and Elgin Manor. The replacement is intended to leverage the existing
County PBX/UC Server used by the Administration Building, POA and libraries. As part
of the 2025 Capital Budget, $160,000 was allocated for the purpose of phone system
replacement at Bobier Villa and Elgin Manor. The current phone systems have reached
end of life.
Background and Discussion:
Phone systems at Bobier Villa and Elgin Manor were installed in 2014 and 2016. Both
Homes received new phone systems as part of new nurse call system installations that
were completed at the same time. The nurse call contractor provided Panasonic phone
systems that complimented the existing Austco nurse call systems for integration.
Page 5 of 19
During the last number of years, Panasonic has exited the corporate communications
business and that has resulted in hardware (mobile phones, handsets) becoming
increasingly difficult to source. The current service provider also charges the County
each time we need support and, in some cases, outsources to other providers at even
higher costs.
During the last few months, staff have reviewed options to upgrade both systems. One
of the most cost-effective and integrated options is to expand the County's existing Mitel
phone system located at the Administration Building to both homes. The existing Mitel
phone system has sufficient capacity to service all County facilities. The Mitel system
currently provides phone services for the administration building, POA courthouse,
heritage centre and provides direct connections to all ten library branches. IT Services
worked with the County's current service provider, Kelcom to develop a plan to expand
the existing system to both homes using the County's existing Mitel PBX/UC Server
located in the Administration Building Data Centre.
Leveraging the existing PBX/UC Server is in alignment with the County's strategic plan
to leverage technology to enhance service delivery and is also supported by the
County's procurement policy. Section 4.7(c)(iii) of the procurement policy provides that
single source procurement may be used when there is a need for compatibility with
existing goods or services.
Kelcom will provide hardware at each home that will provide local calling functionality,
emergency rollover capabilities and service integration with the homes existing Austco
nurse call system. The nurse call service provider will commit the resources needed to
ensure no service is lost to the nurse call system as the new phone solution is
implemented.
The expanded system will allow the phone system to be centrally managed, provide
shared extension calling across both sites as well as the county administration building
and provide backup communication in critical outages. New equipment including
controllers, desk phones and portable phones will be installed at each home. There are
approximately 37 phone sets at Bobier Villa and 45 phone sets at Elgin Manor.
It is anticipated that installation and migration to the new system will be overlayed on
the existing system without interruption. Following the testing and training, a one-time
event taking place after hours will migrate all existing phone numbers to the new
system. Each home will maintain separate critical backup phone lines in cases of an
emergency.
As part of the proposed scope for both Bobier Villa and Elgin Manor, an upgrade to the
head -end equipment that supports the nurse call system is also required. This upgrade
is necessary to address two needs: the replacement of a failed console at Elgin Manor
and the provisioning of additional licenses to accommodate new cordless staff
handsets.
Kelcom-Revolution IP is the County's current phone system service provider and
installed the existing phone system. KR Communications is the County's current nurse
call system service provider. For these reasons, staff are requesting single source
Page 6 of 19
contract awards to both Kelcom-Revolution IP and KR Communications to provide the
hardware, support and training services required for this project in accordance with the
County's Procurement Policy, section 4.7(c)(iii).
Financial Implications:
A summary of estimated costs is provided for review and will be confirmed throughout
the project:
Kelcom one-time costs including hardware, installation,
coordination and training services $ 72,959.00
Nurse Call Server and Software Upgrade $ 51,310.00
Contingency $ 10,000.001
Net HST (1.76%) $ 2,363.00
Total Projected Costs $ 136,632.00
Combined 2025 Capital Budget Allocations2 $ 160,000.00
Forecast Budget Surplus $ 23,368.00
1 Estimated amount.
2 Capital budget allocation for both Bobier Villa and Elgin Manor
In addition, due to a consolidation of some phone lines, each Home will realize monthly
savings in their operating budgets once the new system is in place.
Advancement of the Strategic Plan:
Strategy 3: Service Excellence and Efficiency
Supporting Goal 1: Leverage Technology to Enhance Service Delivery
Local Municipal Partner Impact:
None
Communication Requirements:
Staff, resident families and the public will be notified when the new system is
commissioned. Any planned outages, currently scheduled one-time in the evening, will
be communicated. Backup plans will be implemented should any issues arise.
Conclusion:
This single source contract award upgrades the phone systems at Bobier Villa and Elgin
Manor and provides for upgrades to both nurse call systems. Utilizing the existing
phone system in place at the Administration Building will allow staff to streamline the
management and maintenance of the communication infrastructure and provide for
monthly cost savings for each home.
Page 7 of 19
All of which is Respectfully Submitted
Jason Warren
Manager of Information Technology
Mike Hoogstra
Manager of Procurement & Risk
Jennifer Ford
Director of Financial Services / Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 8 of 19
Report to Committee of the Whole
From: Nicholas Loeb, Director of Legal Services
Date: October 28, 2025
Subject: LS 25-5 — Parts III and IX POA Interim Transfer Agreement Extension
Recommendation(s):
THAT Council of the County of Elgin receive the report titled "Parts III and IX POA
Interim Transfer Agreement Extension" dated October 28, 2025 from the Director of
Legal Services and file it for information;
THAT Council of the County of Elgin authorize the Warden and CAO to execute the
Parts III and IX Provincial Offences Act Interim Transfer Agreement Extension, attached
to this report as Appendix "A", for a term ending on January 4, 2028;
Introduction:
This report recommends that Council authorize an extension of the Parts III and IX
POA Interim Transfer Agreement, extending the transfer of responsibility for Parts III
and IX prosecutions to January 4, 2028.
Background and Discussion:
The Province of Ontario adopted a phased approach to mandating the delivery of
Part(s) III and IX POA prosecutions to local municipalities. Historically, such
prosecutions were handled by Crown and Assistant Crown attorneys.
The County of Elgin was one of the initial POA Court jurisdiction areas to take
responsibility for Part III and IX POA prosecutions. This was achieved through execution
of the original transfer agreement in December of 2021. The prosecutions that are the
subject matter of this transfer agreement are generally more serious non -criminal code
offences. As an example: Careless driving, including careless driving that causes bodily
injury or death. The County commenced prosecuting these matters in January of 2022.
The County has experienced success with this program. This is in part based on its
personnel and in part based on the structure of its prosecutions. The County
employs prosecutors with the skills and expertise to conduct these prosecutions.
Page 9 of 19
Feedback received regarding the handling of these matters by the County from
stakeholders within the administration of justice is uniformly positive.
While the Ministry of the Attorney General continues to extend the program through
amending agreements to the initial "Interim" contract, the downloading of these
matters in Ontario is essentially complete. Virtually all municipal jurisdictions
responsible for delivering Provincial Offences Court services having taken on Part
III and IX prosecutions.
The attached agreement extends the current operations from January 3, 2026
through to January 4, 2028.
Financial Implications:
The extension of the Part I I I and IX Transfer Agreement maintains an operational status
quo and no financial impacts are expected.
Advancement of the Strategic Plan:
Not applicable - The authorization by Council is operational rather than strategic in
nature.
Local Municipal Partner Impact:
None.
Communication Requirements:
None.
Conclusion:
Staff recommends Council authorize an extension of the Parts III and IX POA Interim
Transfer Agreement.
All of which is Respectfully Submitted
Nicholas Loeb
Director of Legal Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 10 of 19
Appendix "A"
AMENDING AGREEMENT NO. 2
THIS AMENDING AGREEMENT NO.2 ("Amending Agreement") is made on the
day of , 202_ among HIS MAJESTY THE KING IN RIGHT OF ONTARIO AS
REPRESENTED BY THE ATTORNEY GENERAL (the "Attorney General") and
CORPORATION OF THE COUNTY OF ELGIN (the "Municipal Partner").
RECITALS
A. The parties have entered into the Parts III and IX of Provincial Offences Act (Ontario)
Interim Transfer Agreement, dated December 3, 2021(the "Agreement").
B. The parties agree that terms used in this Amending Agreement which are defined in the
Agreement have, unless otherwise set forth in this Amending Agreement, the respective
meanings specified in the Agreement.
C. The parties wish to amend the Agreement as provided herein.
FOR VALUE RECEIVED, the parties agree as follows:
1. All references to the name "Her Majesty the Queen" in the Agreement shall be deleted and
replaced with the name "His Majesty the King".
2. The term "two (2) years from the Effective Date" in the definition of "Expiry Date" in
Section 1.1(f) of the Agreement shall be deleted and replaced with the date "January 4,
2028".
3. Section 7.1(a) of the Agreement shall be deleted in its entirety and replaced with the
following:
"(a) To the Attorney General:
Ministry of the Attorney General
Criminal Law Division
720 Bay St., 9 h Floor
Toronto, ON M7A 2S9
Attention: Connie Cortese, Director, Strategic Operations and
Management Centre (SOMC)
Telephone: 437-771-3851
E-mail: connie.cortese@ontario.ca"
4. All other terms and conditions of the Agreement remain in full force and effect. Effective
the date hereof, this Amending Agreement and the Agreement shall be read together as one
(1) agreement.
Page 11 of 19
2
5. This Amending Agreement may be executed in any number of counterparts, each of which
shall be an original, but all of which together shall constitute one (1) agreement. Delivery
by facsimile transmission or electronic mail of a counterpart of this Amending Agreement
signed by a parry shall be as effective as a manual delivery by such parry of an original
signed counterpart of this Amending Agreement.
6. This Amending Agreement shall be governed by and construed in accordance with the laws
of the Province of Ontario and the federal laws of Canada applicable therein.
[The remainder of this page is intentionally left blank; Signature page to follow.]
Page 12 of 19
3
IN WITNESS HEREOF each of the parties hereto has caused this Amending Agreement to be
executed as of the date first written above.
HIS MAJESTY THE KING IN RIGHT OF
ONTARIO AS REPRESENTED BY THE
ATTORNEY GENERAL
Randy Schwartz
Assistant Deputy Attorney General
Criminal Law Division
CORPORATION OF THE COUNTY OF ELGIN
Grant Jones
Warden
Blaine Parkin
Chief Administrative Officer
FWe have authority to bind the corporation.
Page 13 of 19
Report to Committee of the Whole
From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk
Date: October 28, 2025
Subject: Council and Committee of the Whole Meeting Schedule 2026
Recommendation(s):
THAT Council approve the proposed Council and Committee of the Whole Schedule for
2026.
Introduction:
This report recommends that Elgin County Council approve the proposed 2026 meeting
schedule for Council and Committee of the Whole. The schedule is designed to ensure
the effective administration of municipal business while aligning with legislative
requirements and the County's Procedural By-law.
Background and Discussion:
County Council and Committee of the Whole meetings are generally held on the second
and fourth Tuesdays of each month at 9.00 a.m. and 9.30 a.m. respectively. The
proposed 2026 schedule maintains this structure with the following key adjustments:
Summer Meetings: Only one meeting is scheduled in July and August.
Warden's Election: In accordance with tradition, the annual Warden's Election is
scheduled for Tuesday, December 8, 2026, at 7.00 p.m., followed by a regular Council
Meeting and a Committee of the Whole meeting on Thursday, December 10, 2026, at
9.00 a.m.
Municipal Election Year Adjustment: The second meeting in November has been
removed from the schedule, as the fourth Tuesday of the month falls after the
conclusion of the current Council term but before the Inaugural Meeting of the new term,
which must occur on the second Tuesday in December, as per the County's Procedural
By-law.
The proposed Council and Committee of the Whole meeting schedule is attached for
review.
Page 14 of 19
Financial Implications:
None.
Advancement of the Strategic Plan:
While this item does not directly advance the Elgin County Strategic Plan, it is
administrative in nature and essential to the effective operation of the municipality.
Local Municipal Partner Impact:
�m
Communication Requirements:
Once a Council and Committee of the Whole Meeting Schedule has been approved by
Council, staff will send out meeting invites to Council and the Executive Leadership
Team. The Council and Committee of the Whole Meeting Schedule for 2026 will also be
posted on www.elgincounty.ca.
Conclusion:
The proposed 2026 meeting schedule for County Council and Committee of the Whole
has been developed for Council's consideration.
All of which is Respectfully Submitted
Katherine Thompson
Manager of Administrative Services/Deputy Clerk
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 15 of 19
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Report to Committee of the Whole
From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk
Date: October 28, 2025
Subject: ROMA Delegation Requests 2026
Recommendation(s):
THAT staff be directed to incorporate Council's feedback and proceed with submitting
delegation requests to the appropriate ministries for the 2026 Rural Ontario Municipal
Association (ROMA) Conference, in alignment with identified County priorities.
Introduction:
The Rural Ontario Municipal Association (ROMA) Conference will be held January 18-
20, 2026 in Toronto. Elected Municipal officials can request a delegation meeting with a
minister or parliamentary assistant at the Conference. The Province has opened the
application process for requests and the deadline to submit is November 18, 2025.
Backaround and Discussion:
Summary of ROMA and AMO Delegations in 2025
In 2025, the County of Elgin participated in delegations at both the Rural Ontario
Municipal Association (ROMA) Conference in January and the Association of
Municipalities of Ontario (AMO) Conference in August to advocate for key local and
regional priorities with various provincial ministries.
At the ROMA Conference, the County met with the Ministry of Health to request
amendments to the Health Protection and Promotion Act. Specifically, the County urged
the Ministry to grant municipalities greater authority in approving or denying budget
increases proposed by public health units. This change would enhance local fiscal
oversight, promote responsible budget management, and ensure that health unit
spending aligns with municipal priorities and financial realities.
At the AMO Conference, the County participated in three dedicated delegations. A
meeting with the Ministry of Long -Term Care focused on the staffing challenges within
Elgin's long-term care homes, largely due to significant delays —ranging from 6 to 10
weeks —in the processing of vulnerable sector checks required for new hires. These
Page 17 of 19
delays are impeding timely recruitment and contributing to the loss of potential
employees.
A second meeting with the Ministry of Transportation addressed the operational and
financial implications of the new DriveON vehicle inspection program. The County
highlighted the increased cost pressures this program places on both municipalities and
the agricultural community.
In a third delegation with the Ministry of Health, the County advocated for increased and
more flexible funding for Community Health Centres (CHCs), citing the West Elgin
Community Health Centre's ongoing challenges with staff retention due to limited
budgets. The County emphasized the critical role CHCs play in ensuring equitable
healthcare access for rural residents.
In addition to these individual delegations, the County also participated in several joint
delegations alongside the City of St. Thomas, the Western Ontario Warden's Caucus,
and the South Central Ontario Region Economic Development Corporation. These joint
efforts focused on shared regional priorities including rural transit, enhanced mental
health supports, physician recruitment, economic development, and critical
infrastructure investment.
Potential Delegation Topic for ROMA 2026
For ROMA 2026, staff are considering a delegation to the Ministry of Transportation
requesting an upload of Highbury Avenue.
Highbury Ave. (County Road 30) connects the City of St. Thomas to the City of London
and is bisected by Highway 401. Highbury Ave. represents the County's busiest road
with an average annual daily traffic volume of 14,660. Elgin County is currently in the
final stages of its first ever Transportation Master Plan (TMP) with the Phase 2/3 Report
— Network Alternatives and Supporting Strategies having been adopted by County
Council. With respect to Highbury, the draft TMP recommends widening Highbury Ave.
from two lanes to four lanes in the medium term (2035-2045) — this aligns with the City
of London's recently completed TMP which recommended the same. Elgin County's
portion represents 5.7 km to connect the City of St. Thomas with the City of London
boundary with the City of London responsible for the remaining 8.5 km to connect to
Highway 401.
The widening of Highbury Ave. from two lanes to four lanes would involve the
collaboration between the City of London, County of Elgin, Municipality of Central Elgin,
City of St. Thomas and MTO at a minimum. A Class'C' Environmental Assessment
(EA) will span multiple years with many jurisdictions having a vested interest. Due to the
anticipated complexity, regional benefit, collaboration and cost, the County could
advocate for upload of Highbury Ave. (County Road 30) to the province for
improvements required to this strategic corridor to further support regional growth and
jobs spurred by PowerCo. and the surrounding Yarmouth Yards development.
Staff also welcome any discussion from Council regarding additional delegation topics
for ROMA 2026.
Page 18 of 19
Financial Implications:
None.
Advancement of the Strategic Plan:
Local Municipal Partner Impact:
None.
Communication Requirements:
Should Council wish to request delegations with a minister, staff will prepare and submit
applications to do so by the November 18, 2025, deadline.
Conclusion:
Staff will finalize delegation requests based on Council's direction to ensure Elgin
County's priorities are effectively represented at the 2026 ROMA Conference.
All of which is Respectfully Submitted
Katherine Thompson
Manager of Administrative Services/Deputy Clerk
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 19 of 19