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13 - November 12, 2025 Committee of the Whole Agenda PackageElginCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Wednesday, November 12, 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 Senior Planner - Draft Plan of Subdivision 34T-BA2501, Municipality of 5 Bayham 6.2 Director of Engineering Services - Glen Erie Line (CR42) Slope 24 Rehabilitation — Contract Award 6.3 Director of Community and Cultural Services - Elgin County Museum Gift 28 Shop and Exhibition Policy Approval 6.4 Director of Legal Services - LS 25-6 - Assistant Prosecutor 38 7. Adjournment Ill, in,Couit t Elgin County Council Committee of the Whole Meeting Minutes October 28, 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 Mike Hentz Councillor Richard Leatham Members Absent: Councillor Andrew Sloan (with notice) Councillor Todd Noble (with notice) Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Michele Harris, Director of Homes and Seniors Services Brian Masschaele, Director of Community & Cultural Services Jennifer Ford, Director of Financial Services/Treasurer Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Katherine Thompson, Manager of Administrative Services/Deputy Clerk Mike Hoogstra, Manager of Purchasing and Risk Jason Warren, Manager of IT Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Meeting Call to Order The meeting was called to order at 10:07 a.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-81 Moved by: Councillor Couckuyt Seconded by: Councillor Leatham RESOLVED THAT the agenda for the October 28, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW25-82 Moved by: Councillor Widner Seconded by: Councillor Hentz Page 2 of 40 RESOLVED THAT the minutes of the meeting held on October 14, 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 Manager of Information Technology - Phone System Replacement and Nurse Call System Upgrade at Bobier Villa and Elgin Manor — Single Source Contract Award The Manager of Information Technology presented the report seeking Council's approval for a single source contract award for phone system upgrades at the Bobier Villa and Elgin Manor Long -Term Care Homes. Resolution Number: CW25-83 Moved by: Councillor Widner Seconded by: Deputy Warden Ketchabaw RESOLVED 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. Motion Carried. 6.2 Director of Legal Services - LS 25-5 — Parts III and IX POA Interim Transfer Agreement Extension The Director of Legal Services presented the report recommending that Council authorize the 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. Resolution Number: CW25-84 Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "Parts III and IX POA Interim Transfer Agreement Extension" dated October 28, 2025 from the Director of Legal Services be received and filed; and 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. Motion Carried. Page 3 of 40 6.3 Manager of Administrative Services/Deputy Clerk - Council and Committee of the Whole Meeting Schedule 2026 The Manager of Administrative Services/Deputy Clerk presented the report seeking approval for the 2026 County Council and Committee of the Whole meeting schedule. Resolution Number: CW25-85 Moved by: Councillor Giguere Seconded by: Councillor Hentz RESOLVED THAT Council approve the proposed Council and Committee of the Whole Schedule for 2026. Motion Carried. 6.4 Manager of Administrative Services/Deputy Clerk - ROMA Delegation Requests 2026 The Manager of Administrative Services/Deputy Clerk presented the report seeking feedback on proposed ministry delegation requests at the 2026 Rural Ontario Municipal Association (ROMA) conference. Resolution Number: CW25-86 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Widner RESOLVED 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. Motion Carried. 7. Adjournment Resolution Number: CW25-87 Moved by: Councillor Couckuyt Seconded by: Councillor Leatham RESOLVED THAT we do now adjourn at 10:34 a.m. to meet again on November 12, 2025 at 9:30 a.m. Motion Carried. Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. Page 4 of 40 ElginCounty Report to Committee of the Whole From: Diana Morris, Senior Planner Date: November 12, 2025 Subject: Draft Plan of Subdivision 34T-BA2501, Municipality of Bayham Chestnut Street/John Street/Snow Street, Vienna Recommendation(s): THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-BA2501, Municipality of Bayham, by Strik, Baldinelli, Moniz Ltd. on behalf of Countryside Communities Inc., dated January 6, 2025; and THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Introduction: This report will provide County Council with information required to consider granting approval to the above noted draft plan of subdivision, in accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision which gives approval or refusal for a proposed draft plan of subdivision. Background and Discussion: The County of Elgin received a draft plan of subdivision for the above noted subject lands, located to the north of Chestnut Street, beyond the end of the paved maintained section of Union Street and west of Oak Street in the Municipality of Bayham as shown in Appendix A- Location Map. The subject lands are surrounded by low density residential uses to the north, east and south. The entire property is outside of the regulated area and therefore, are not regulated by the Long Point Region Conservation Authority. The subject lands consist of a total area of approximately 1.425ha (3.52ac), an approximate frontage of 94m (308.40ft)) along Chestnut Street and an approximate lot depth of 184m (603.68ft). Subject lands are currently vacant. Page 5 of 40 The applicant is requesting a Draft Plan of Subdivision approval registered in two (2) phases, comprising the following: Phase 1 consists of 4 lots for 1 semi-detached dwelling on each for a total of 8 dwelling units. These units will front and have direct access onto Chestnut Street. Phase 2 consists of 8 lots proposed for a single -detached dwelling on each lot which will have access onto a cul-de-sac via a newly created public Right -of -Way, referred to as `Street A,' as well as a block for road widening purposes. There are also servicing easements to the east of Lot 12 and to the rear of lots 10, 11 and 12. The Draft Plan of Subdivision and Phasing Plan are shown in Appendix B of this report. The subject lands are within the `Tier 1 Settlement Area' (Vienna) within the County of Elgin Official Plan (2025) as shown on Schedule `A'- County Structure Plan and also found in Appendix C of this report. These settlement areas are recognized as having full municipal services and the highest levels of amenities and employment opportunities. The Municipality of Bayham designates the lands as `Residential' in the Village of Vienna as shown on Schedule `C'- Land Use Plan, also found in Appendix D of this report. This designation encourages intensification and redevelopment within settlement area boundaries on vacant and underutilized sites to efficiently utilize designated settlement areas and available municipal services. The subject lands are zoned `Village Residential 1- holding (R1(h2)' in the Municipality of Bayham Zoning By-law and as shown in Appendix E of this report. In order to proceed with the proposed development, a Zoning By-law Amendment is required to rezone the lands to a Site -Specific Village Residential- holding (R1-XX(h2).' The Holding provision will remain in place and lifted once the owner enters into a subdivision agreement with the Municipality. The proposed Zoning By-law Amendment was passed by Municipality of Bayham Council on October 16, 2025, and can be found in Appendix F. In addition, Council also provided a resolution of support for the Draft Plan of Subdivision, subject to County of Elgin's approval. The subject application proceeded through the standard application process including the preparation, review, and acceptance of a number of technical studies and reports and technical circulation to statutory review agencies. The Notice of the application was circulated to property owners as regulated by the Planning Act. In addition, a statutory Public Meeting was held on July 17, 2025, in relation to the Zoning By-law Amendment. No public comments were received. County staff have had the opportunity to review the subject application under the requirements of the Planning Act, the Provincial Planning Statement, the County Official Plan, and the Municipality of Bayham Official Plan and are satisfied that the application meets all relevant requirements. Page 6 of 40 Further, a series of conditions to the draft approval have been prepared to accompany the approval, as attached in Appendix G, should County Council deem it appropriate to approve, including conditions from: the Municipality of Bayham, Canada Post and Hydro. Financial Implications: There are no direct financial impacts to the County with respect to approval of this application. Advancement of the Strateaic Plan: Develop strategic land use and growth management plans. Local Municipal Partner Impact: This decision will directly impact the Municipality of Bayham. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Municipality and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council grant draft plan approval to application No. 34T-BA2501, subject to the conditions in Appendix G, as the application: • Is consistent with the Provincial Planning Statement; • Conforms to the County of Elgin Official Plan and Municipality of Bayham Official Plan; • Conforms to the Municipality of Bayham Zoning By-law, as amended and approved by By-law No. 14/25, and; • Constitutes good land use planning. Attachments: Appendix A- Location Map Appendix B- Draft Plan of Subdivision & Phasing Plan Appendix C- Elgin County Official Plan Map Appendix D- Municipality of Bayham Official Plan Map Appendix E- Municipality of Bayham Zoning By-law Map Appendix F- Approved By-law No. 14/25 (Municipality of Bayham) Appendix G- Conditions of Draft Plan Approval Page 7 of 40 All of which is Respectfully Submitted Diana Morris, RPP, MCIP Senior Planner Reviewed by: Mat Vaughan, RPP, MCIP Director of Planning and Development Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 8 of 40 J w w W N ......._.. z . o Location Map Legend Subject Site Subject Site: 340100400116800 File Number: Owner: COUNTRYSIDE COMMUNITIES INC County Road CA: Long Point Conservation Authority Created By: TE Date: 10/21/2025 r Local Road Municipality of Bayham Buildings N The Corporation of the County Elgin M Prepared By: Planning and Development 0 15 30 Page 9 of 4& O OD 4 ti Z ag ti U n aap a. a I a 0 e gg a UQ, W N o l 5 ti �€ a W O oWzaa W m l w y Wct E Z Lu - W 2 Z =a O `g W 2 aar= a o 0 53.M gu ti U �W 2 N ffi m W. Z =2G�s g D wear Y= �RRFR Q R W W p m4. r Qaic asJ 14 s= o r p O. 6s'G- - o a U w o H z 0 U N z W p H i Z O D z � O U U y a W = N s in O � N a O } s a �- z � m� a O �= U a I/ / o O s_ LLJ w f o yr fi67,1 LL.I iv) - -� .....,.. boo v J � / hm� .q Wa 04 uj / Ip w a a� UNION STREET w,o _R wp o„ O 4- 0 N N 0 155 310 620 930 A 0 Meters Site Location Legend County of Elgin Official Plan Subject Site: 340100400116800File Number: Planning Report 2025- to ment Land Use Strategic Employment Designations f If.„mty Owner: COUNTRYSIDE COMMUNITIES INC Settlement Areas Areas CA: Long Point Conservation Authority Created By: TE Tier 1 St. Thomas Municipal Airport Schedule 'A' Date: 10/21/2025 County Structure Map Municipality of Bayham Tier 2 Provincial Highway Date: Oct 21, 2025 Projection: NAD 83 Zone 17N Tier 3 County Highway Disclaimer: The County of Elgin takes every precaution to put up-to-date and correct information on all maps published by Corporate Applications. The Corporation of the County Elgin Agricultural Pa e 1 cle 0 �� d a oa However, it does not expressly warranty that the information contained in the map is accurate on the date of publication. All users may use this information at their own risk. The Municipality will not Prepared By: Planning and Development entertain any claims arising out of the use of this map or information. Q ®u m w © J e "' cr' Q -co w r a ra ° .5 �va Z hr�. t; m cL 1/!' N D a 0 CL 'a tL � CAA 0f T ® O p 6 y- G r L v E? u cn E -^ N a s N 0 �' a rti ram, n o `� v� a �y W > r1 v o c w .�+ =I FL � Lt � C) 0 �F Io f C.1 m I..._I IIIW Z MUNICIPALITY OF BAYHAM I& SCHEDULE W NORTH LIB C tion Limit VIENN►� age 1 to � 0 1,00 400 ZONING BY-LAW 4 -2003 CONSOLIDATED OCTOBER 19, 2022 Metres THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z817-2025 COUNTRYSIDE COMMUNITIES INC. BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended; THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: `Q) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Schedule "H" by changing the zoning symbol on the lands from `Village Residential 1 (R1 (h2))'Zone to a `Site -Specific Village Residential 1 (R1-24(h2))' Zone, which lands are outlined in heavy solid lines and marked "R1-24(h2)" on Schedule °H" to this By-law, which schedule is attached to and forms part of this By-law. 2) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Section 10.12 Exceptions — Village Residential 1 (R1) Zone by adding the following clauses: 10.12.24.1 Defined Area R1-24(h2) as shown on Schedule "H" to this By-law. 10.12.24.2 Minimum Lot Area — Lot 12 Draft Plan of Subdivision 34T-BA2501 755m2 for a single detached dwelling 10.12.24.3 Minimum Lot Area — Lots 3 & 4 Draft Plan of Subdivision 34T-BA2501 375m2 for a semi-detached dwelling 110.12.24.4 Maximum ui m overac e 35% 10.12.24.5 Maximum Building Height 8.Om 10.12.24.6 Maximum Driveway Coverage — Semi-detached dwellings Notwithstanding Section 4.34.1, 60% is permitted 3) THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Land Tribunal, Page 15 of 40 READ A FIRST TIME AND SECOND TIME THIS 1611 Day of October 2025. READ A THIRD TIME AND FINALLY PASSED THIS 16th Day of October 2025. MAYOR d � CLERK Page 16 of 40 Page 17 of 40 DECISION The conditions to final plan of approval for registration of this Subdivision (File No. 34T- BA2501) as provided by the County of Elgin are as follows: No. Conditions That this Draft Plan approval applies to the Countryside Communities Inc. (the "Subdivider") Subdivision Application 34T-BA2501, referred to as Concession 3, Lot 14 in the Municipality of Bayham, County of Elgin, draft plan of subdivision prepared by Strik, Baldinelli, Moniz Ltd. dated and signed by surveyor on January 6, 2025, and further that the final plan(s) be registered in two (2) phases and includes the following: Phase 1- Lots 1-4 each consisting of 1 semi-detached dwelling for a total of 8 dwelling units; Phase 2- Lots 5-12 consisting of 1 single -detached dwelling on each lot; Block 13 for a road widening, servicing easements and Street `A.' 2. Unless otherwise stated, all conditions listed below shall be addressed to the satisfaction of the Municipality and at no cost to the Municipality of Bayham, sometimes referred to by these Conditions as the "Municipality". 3. That prior to registration of each Phase, that the Owner/Developer shall submit a draft Plan of Subdivision to be registered showing the final lot layout for all lots, blocks, and easements to the satisfaction of the Municipality and County. 4. That prior to registration of Phase 1, the Owner/Developer shall enter into a Subdivision agreement with the Municipality, which addresses financial and servicing impacts of the proposed development for the entirety of the lands to the Municipality and which is registered on title. 5. Further, the Owner/Developer shall apply to remove the "h2" holding symbol for the entirety of the lands by way of Zoning By-law Amendment, with such amendment being adopted and in effect prior to registration of Phase 1. Roads 6. That the Owner/Developer shall agree through the Subdivision Agreement to construct "Street A" in accordance with the Municipality's Design and Construction Standards and will dedicate "Street A" to the Municipality as public highway to the satisfaction of the Municipality. 2 Page 18 of 40 7. That the Owner/Developer shall agree through the Subdivision Agreement to construct a maintenance access road within the Queen Street road allowance in accordance with the Municipality's Design and Construction Standards to the satisfaction of the Municipality. 8. That the streets on the Draft Plan of Subdivision shall be named to the satisfaction of the Municipality. 9. That the Owner/Developer shall agree through the Subdivision Agreement to construct sidewalks and streetlights in accordance with the Municipality's Design and Construction Standards at no cost to the Municipality, to the satisfaction of the Municipality. 10. That prior to registration of Phase 2, the Owner/Developer shall dedicate Block 13 as shown on the Draft Plan of Subdivision to the Municipality. Servicing, Infrastructure, Grading, and Stormwater Management 11. That prior to any grading or construction of the site and prior to registration of each phase, the Owner/Developer shall submit to the Municipality for review and approval for the entirety of the site: a. A final Grading and Drainage Plan. b. A final Stormwater Management Report c. A final Servicing Plan. d. A final Erosion and Sediment Control Plan, 12.That prior to any grading or construction of the site and prior to registration of Phase 1, the Owner/Developer shall submit to the Municipality an interim storm water management report for review and approval. 13.That the Owner/Developer shall agree through the Subdivision Agreement to design and construct the extension of the municipal sanitary sewer and provide individual connections to each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two connections, subject to written confirmation of available downstream capacity by the Municipality, in accordance with the Municipality's Design and Construction Standards, to the satisfaction of the Municipality. 14.That the Owner/Developer shall agree through the Subdivision Agreement to design and construct the extension of the municipal water main and provide individual connections to each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two connections, subject to written confirmation of available capacity by the Municipality, in accordance with the Municipality's Design and Construction Standards, to the satisfaction of the Municipality. 3 Page 19 of 40 15.That the Owner/Developer shall agree through the Subdivision Agreement to design and construct stormwater management infrastructure, including storm sewers, catch basins, and underground storage with outlet to the existing municipal storm system in accordance with the Municipality's Design and Construction Standards, to the satisfaction of the Municipality. 16. That prior to registration of each Phase, that the Owner/Developer shall provide easements as may be required for utility, access or drainage purposes in a form satisfactory to the Municipality or utility. Other 17. That the Owner/Developer shall agree to pay Cash -in -Lieu of Parkland in accordance with the Municipality of Bayham By-law No. 2025-007. 18.That the Owner/Developer shall submit an updated Tree Inventory and Tree Preservation Plan prior to any disturbance or grading of the site and prior to the registration of the Final Plan. Said plan shall identify all existing trees on -site proposed to be removed, impacted or retained as a result of the development of the Subject Lands to the satisfaction of the Municipality and County. 19. That prior to any grading or construction of the site and prior to registration of Phase 1, the Owner/Developer shall provide an acknowledgement letter from the Ministry of Tourism, Culture, and Sport confirming the Ministry is satisfied the Stage 1-2 Archeological Assessment of the lands prepared by Lincoln Environmental Consulting Group and dated November 2021 is consistent with the Ministry's standards and guidelines and no further archaeological assessment is recommended/required. 20. Canada Post will provide mail service delivery for this development. Developer is to provide Canada Post with the excavation date for the first foundation/phase as well as the date development work is scheduled to begin. 21. The owner shall provide Hydro One with any necessary easements and/or agreements required to service the development at no cost to Hydro One Networks I nc. 22.That prior to final approval, the County of Elgin is to be advised in writing by the Municipality how conditions 2-19 have been satisfied. 23.That prior to final approval, the County of Elgin is to be advised in writing by Canada Post how condition 20 has been satisfied. 24.That prior to final approval, the County of Elgin is to be advised in writing by Hydro One how condition 21 has been satisfied. 4 Page 20 of 40 Notes to Draft Approval: That this Draft Plan approval applies to the Countryside Communities Inc. (the "Subdivider") Subdivision Application 34T-BA2501, referred to as Concession 3, Lot 14 in the Municipality of Bayham, County of Elgin, draft plan of subdivision prepared by Strik, Baldinelli, Moniz Ltd. dated and signed by surveyor on January 6, 2025, and further that the final plan(s) be registered in two (2) phases and includes the following: Phase 1- Lots 1-4 each consisting of 1 semi-detached dwelling for a total of 8 dwelling units; Phase 2- Lots 5-12 consisting of 1 single -detached dwelling on each lot; Block 13 for a road widening, servicing easements and Street 'A.' 2. It is the Owner's sole responsibility to fulfill the conditions of draft approval. 3. It is suggested that the Owner be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the RegistryAct unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). 4. The Owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 5. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Municipality of Bayham regarding the preparation of the final plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality, is required as part of the final plan submission. 5 Page 21 of 40 6. Inauguration, or extension of a piped water supply, a sewage system, or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 7. The Owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil, or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or near this subdivision. If either the Owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 8. The Ministry of the Environment, Conservation, and Parks must be advised immediately should waste materials or other contaminants be discovered during the development of this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 9. The Owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The Owner shall plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 10.Should the Owner or the Municipality require underground telecommunications facilities to serve this subdivision, the owner must confirm with the Municipality that satisfactory arrangements have been made with telecommunications provider for underground services. The Owner is also advised that, should any conflicts with the existing telecommunications facilities or easements arise, the Owner shall be responsible for realignments or relocation. Further, the Owner is to provide easements as required to service this subdivision. 11.Clearances are required from the Municipality of Bayham and Canada Post. If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required to the County of Elgin. 12.AII measurements on subdivision and condominium final plans must be presented in metric units. 13.The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. 6 Page 22 of 40 • All classes of features must be separated into different layers. Each layer should be given a descriptive name so that the class of feature it contains is recognizable. 14.The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R. S. O. 1990, on this day of 20 Director of Planning and Development 15.The approval of this draft plan of subdivision File No. 34T-BA2501 will lapse on November 25, 2028, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the Owner to request an extension of the draft approval if one is needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Municipality of Bayham. 16.The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. 7 Page 23 of 40 ElginCounty Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: November 12, 2025 Subject: Glen Erie Line (CR42) Slope Rehabilitation — Contract Award Recommendation(s): THAT Robert M Simon Construction Ltd. be selected to complete the Glen Erie Line (CR42) Slope Rehabilitation project, Tender No. 2025-T40 at a total price of $1,673,196.06 inclusive of a $200,000 contingency allowance and exclusive of HST; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Introduction: As part of the 2025 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the rehabilitation of eight (8) critical slopes along Glen Erie Line (CR42) from Plank Road to County Road 55 in the Municipality of Bayham. Background and Discussion: Glen Erie Line was transferred from the Municipality of Bayham to the County of Elgin in 2004 and was last rehabilitated in 2012. The road is 6.96km in length and classified as a rural collector roadway with an average of 500 vehicles per day. As part of this project, eight (8) identified critically steep roadside slopes will be rehabilitated. To support this work, the existing 20-metre-wide road property width must be widened in these areas, necessitating road widening and property purchases. Property appraisals have been completed, and staff is in the midst of connecting with property owners to initiate the land purchase and transfer process. In addition to the slope rehabilitations, a number of road crossing culverts will either be replaced, rehabilitated, relined and/or extended. Approximately 1,400 metres of new steel beam guiderail also forms part of the works. Page 24 of 40 This project represents the first of two project phases for the rehabilitation of Glen Erie Line. In 2027, the Capital Plan recommends to rehabilitate the road surface platform, converting the existing surface treatment roadway to a paved surface through an `Imported Recycled Asphalt, Full Depth Reclamation with Expanded Asphalt and Hot Mix Asphalt Paving' process. Planmac Engineering Inc. was contracted by the County through RFP 2024-P24 to complete engineering, detailed design and inspection services for this project. A total of sixteen (16) contractors downloaded tender documents for this project from N�� r �:_ Six (6) contractors submitted electronic bids the ounty's bidding system.['�'���..il.�'�N..�"��:��..�'����n'��.N'�:';".ii::U..�:N..�:����".L:.N�°��. for this tender which closed on October 22, 2025. Bids were received as follows: Company Bid Price' (exclusive of HST) Robert M Simon Construction Ltd. $1,673,196.06 Vasq Ltd. $1,883,290.30 Van Bree Infrastructure $1,992,840.52 Froese Excavating Ltd. $2,097,689.95 J-AAR Civil Infrastructures Limited $2,103,046.95 Lancoa Contracting Inc. $2,311,022.00 1 Inclusive of a $200, 000 contingency allowance. Robert M Simon Construction Ltd. submitted the lowest compliant bid for the project at a total price of $1,673,196.06 exclusive of HST. Financial Implications: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Construction Tender Value $1,673,196.06 Consulting (Engineering / Design Phase) $ 134,790.15 Consulting (Inspection / Contract Administration) $ 134,180.00 Consulting (WSP — materials testing) $ 30,000.00 Net HST (1.76%) $ 34,710.13 Property Acquisition Costs (Plans, Appraisals, Property Purchasing, Legal) $ 150,000.00 Total Project Costs' $2,156,876.34 Page 25 of 40 $1,995.023.26 2025 Capital Budget Allocations Forecast Budget Surplus/(Deficit) $ (161,853.08) 1 Inclusive of a $200, 000 contingency allowance. The anticipated project shortfall will be funded by additional project costs included within the 2026 capital budget. Advancement of the Strategic Plan: The infrastructure investment activities that result from completing this work develop, enhance and maintain county transportation assets to support current and future community needs, thus supporting Council's strategic strategy of sustainable community growth. Local Municipal Partner Impact: Elgin's local municipal partners have been provided the details of the County's 2026 capital projects. Communication Requirements: Glen Erie Line will be closed for this slope rehabilitation project. The detour route will utilize Elgin County Road 55, Calton Line and Plank Road. Project sign boards will be installed in advance of all roadworks and project details will be posted on the Municipal 511 platform. A project webpage will also be prepared. A weekly capital project update will be circulated to Elgin's local municipal partners and elected officials to advise them of the following weeks anticipated works. Conclusion: Staff recommends award of the project to the low bidder, Robert M Simon Construction Ltd. Work on this project is scheduled to begin during the winter with vegetation clearing as weather permits. Substantial project completion is anticipated to be achieved by the end of September 2026. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. Page 26 of 40 All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 27 of 40 ElginCounty Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: November 12, 2025 Subject: Elgin County Museum Gift Shop and Exhibition Policy Approval Recommendation(s): THAT Elgin County Museum's Gift Shop and Exhibition Policy as attached as Appendix A to the November 12, 2025 report titled Elgin County Museum Gift Shop and Exhibition Policy Approval be hereby approved. Introduction: Elgin County Museum operates a gift shop at the Elgin County Heritage Centre according to the terms of a policy first adopted by County Council in 2018. This report recommends revisions to this policy as attached as Appendix A. Background and Discussion: Staff are recommending revisions to Elgin County Museum's Gift Shop and Exhibitions Policy first adopted n 2018 (attached as Appendix B). Major revisions include the following: A statement has been added in the purpose section to align the policy and items sold with the Museum's larger mission. Dispensing with the requirement that vendors must be a member of in good standing of Elgin County Tourism given that Tourism no longer has such membership. In its place, staff are recommending that items must be procured or produced locally or be complementary to museum exhibits and programs. Wording is now more succinct regarding the ability to decline or discontinue products or vendors at any time. Financial Implications: Annual gift shop sales amount to approximately $2,000 annually. Page 28 of 40 Advancement of the Strategic Plan: Strategy #3 — Service Excellence and Efficiency Goal 3: Empower and train employees to take ownership of customer issues and act decisively. This policy enable staff to improve the vendor and customer experience. Local Municipal Partner Impact: Not applicable. Communication Requirements: The updated policy will be shared with all current and proposed vendors. Conclusion: The proposed revisions to the Museum's Exhibition and Gift Shop Policy dispenses with the previous requirement that all vendors must be members of Elgin County Tourism while continuing the focus on local products and items that are complementary to museum programming. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Blaine Parkin Director of Community and Chief Administrative Officer/Clerk Cultural Services Page 29 of 40 Appendix A (Policy for County Council Approval — November 12, 2025) EIOMCOUnt ........... Gift Shop and Exhibition Policy Purpose The Elgin County Heritage Centre under the auspices of the Elgin County Museum operates a gift shop to complement exhibits and act as a showcase for local products, artwork and crafts. The shop supports the Museum's mission by extending the visitor experience, promoting local heritage, and supporting local artisans whose work aligns with the themes of Elgin County's cultural history. This policy establishes eligibility criteria and procedures for the shop's operation. Eligibility Criteria • Items sold or displayed in the gift shop must either be procured or produced by a business or individual within the County of Elgin or City of St. Thomas; or must be complementary to Museum exhibits, events, programming, retail themes or items that reflect our local community. • The Elgin County Heritage Centre reserves the full right to accept, deny, remove, or discontinue any products or vendors at any time, at its sole discretion, without obligation to provide justification. • Museum staff will review and give suggestions of products presented as new candidates to be sold to the Director of Community and Cultural Services for approval. • Due to limited space and inventory, arrangement and placement and storage of gift shop items are determined by Museum staff. • The Consignor is solely responsible for monitoring inventory levels and must provide updated inventory sheets when new stock is added or removed. The Museum will not be responsible for discrepancies between vendor and museum records. • The Elgin County Heritage Centre is not responsible for damaged or lost items. • The Museum does not provide insurance coverage for consigned or displayed items. Consignors are encouraged to maintain their own insurance policies for loss, theft, or damage. Page 30 of 40 Vendors and artists are expected to maintain professional conduct in all dealings with Museum staff. Failure to do so may result in immediate termination of the consignment agreement. Procedures Staff shall determine appropriate pricing of all goods in consultation with eligible businesses or individuals in a manner that shall take into account fair market value and the importance of maintaining a competitive marketplace for other businesses and individuals located within the County. Standard mark-up for any goods purchased wholesale for re -sale in the gift shop shall be between 50% and 100%. HST shall be levied on all items sold. All retail pricing will be finalized by Museum staff. Suggested retail prices from vendors will be considered but not guaranteed. Any items sold or displayed in the gift shop shall be subject to an initial 90-day trial period. Subsequent term renewals shall be agreed upon by the Museum and the business or individual. The Museum reserves the right to discontinue sale or exhibit of items after the 90-day trial period upon two -week notice to the business or individual. Costs for placement or retrieval of any items shall be the responsibility of the business or individual. Sale of items on consignment is permitted. The Museum's standard mark-up for consignment items is 25% to 50%. HST shall be levied on the final price. The final percentage will be determined between the business or individual and the Museum. A consignment agreement (see attached) must be signed by both parties prior to placement. Consignment revenue shall be paid to the business or individual at least twice a year. The Museum shall not be responsible for any loss or damage to items sold or displayed on a consignment basis. Types of Payment The Museum shall accept cash, cheques and/or electronic payment where feasible. Appropriate identification is required for cheques over $50. USD shall be accepted at par. Consignment payments will be issued by cheque or direct deposit within 180 days from date of sale. Returns and Exchanges All sales of books, printed items or artwork shall be final. Other purchased items may be returned in "like -new" condition for a full refund within two weeks of date of purchase. Authority The Director of Community and Cultural Services or designate shall have responsibility for the administration of this policy, including signing authority on any agreements. Approval: Elgin County Council [date] Page 31 of 40 ElginCount M�useium Consignment Agreement Consignment agreement made this day of , by and between (Consignor), and Elgin County Museum (herein referred to as the Museum). The Consignee acknowledges receipt of goods as described herein. Note goods and agreed sale prices below, or attach schedule: Terms and Conditions: 1. The Director of Community and Cultural Services of their designate reserves the right to select the consignment goods to be sold by the Museum subject to the terms of the Museum's "Gift Shop and Exhibition Policy". 2. The Museum agrees to keep and display the goods in an agreed upon location. The Museum agrees to use its best efforts to sell the goods for the Consignor. 3. The Consignor agrees to permit the Museum to photograph the said goods for marketing and advertising purposes. 4. The said goods shall remain in the Museum for a 90-day trial period with subsequent terms agreed upon by the Museum and consignor. This term begins the day the Consignment Agreement is signed. 5. After the 90-day trial period, the Museum and consignor agree to provide 2 weeks' notice should either party wish to remove the said goods from the Museum before the end of the consignment term. 6. The Museum agrees to notify the Consignor if there are goods remaining at the end of the consignment term. Any goods that remain unclaimed 6 months after a notice to discontinue has been issued by the Museum shall be deemed abandoned by the Consignor. Abandoned items will become property of the Museum and may be discarded or sold at a reduced price. Page 32 of 40 7. The Museum agrees to permit the Consignor to enter the premises during business hours to examine and inspect the consigned goods. The Consignor shall make an appointment to reconcile accounting statements as provided. 8. The Museum agrees to accept a commission equal to % of the agreed gross sales price exclusive of HST, which the Museum shall collect and remit. 9. The Museum agrees, upon sale, to retain all proceeds due to the Consignor. All proceeds, less commission, will be sent to the Consignor together with an accounting statement at least twice annually. 10.The Museum agrees to issue financial statements on sales of the consigned goods within reason if requested by the Consignor. Disclaimer: The Elgin County Museum shall not be responsible for any loss or damage to items sold or displayed on a consignment basis. Consignee Director or Designate W111111101F 1"12 Elgin County Museum 460 Sunset Drive Mailing Address: St. Thomas, ON N5R 5V1 519-631-1460 x. 193 museumgelgin.ca Approved: Email Address- Phone - HST # Consignor Page 33 of 40 Appendix B (Previous Policy Approved by County Council - March 13, 2018) 11J °. Elgin Gift Shop and Exhibition Policy Purpose The Elgin County Museum and Elgin County Heritage Centre will operate a gift shop to complement exhibits and act as a showcase for local products, artwork and crafts. This policy establishes eligibility criteria and procedures for the shop's operation. Eligibility Criteria Items sold or displayed in the gift shop must either be procured, or produced by, a business or individual who is a member in good standing of Elgin County Tourism; or, must be complementary to Museum exhibits, events and programming. Procedures • Staff shall determine appropriate pricing of all goods in consultation with eligible businesses or individuals in a manner that shall take into account fair market value and the importance of maintaining a competitive marketplace for other businesses and individuals located within the County. Standard mark-up for any goods purchased wholesale for re -sale in the gift shop shall be between 50% and 100%. HST shall be levied on all items sold. • Any items sold or displayed in the gift shop shall be subject to an initial 90-day trial period. Subsequent term renewals shall be agreed upon by the Museum and the business or individual. The Museum reserves the right to discontinue sale or exhibit of items after the 90-day trial period upon two -week notice to the business or individual. Costs for placement or retrieval of any items shall be the responsibility of the business or individual. • Sale of items on consignment is permitted. The Museum's standard mark-up for consignment items is 25% to 50%. HST shall be levied on the final price. The final percentage will be determined between the business or individual and the Museum. A consignment agreement (see attached) must be signed by both parties prior to placement. Consignment revenue shall be paid to the business or individual at least twice a year. The Museum shall not be responsible for any loss or damage to items sold or displayed on a consignment basis. Types of Payment The Museum shall accept cash, cheques and/or electronic payment where feasible. Appropriate identification is required for cheques over $50. USD shall be accepted at par. Page 34 of 40 Returns and Exchanges All sales of books, printed items or art work shall be final. Other purchased items may be returned in "like -new" condition for a full refund within two weeks of date of purchase. Authority The Manager of Museum and Archives and/or the Director of Community and Cultural Services shall have responsibility for the administration of this policy, including signing authority on any agreements. Approval: Elgin County Council March 13, 2018 Page 35 of 40 Consignment Agreement Consignment agreement made this day of between and Elgin County Museum (herein referred to as the Museum). , by and (Consignor), The Consignee acknowledges receipt of goods as described herein. Note goods and agreed sale prices below, or attach schedule: Terms and Conditions: 1. The Museum Manager/Curator reserves the right to select the consignment goods to be sold by the Museum subject to the terms of the Museum's "Gift Shop and Exhibition Policy". 2. The Museum agrees to keep and display the goods in an agreed upon location. The Museum agrees to use its best efforts to sell the goods for the Consignor. 3. The Consignor agrees to permit the Museum to photograph the said goods for marketing and advertising purposes. 4. The said goods shall remain in the Museum for a 90-day trial period with subsequent terms agreed upon by the Museum and consignor. This term begins the day the Consignment Agreement is signed. 5. After the 90-day trial period, the Museum and consignor agree to provide 2 weeks' notice should either party wish to remove the said goods from the Museum before the end of the consignment term. Page 36 of 40 6. The Museum agrees to notify the Consignor if there are goods remaining at the end of the consignment term. Any goods that remain unclaimed 6 months after a notice to discontinue has been issued by the Museum shall be deemed abandoned by the Consignor. Abandoned items will become property of the Museum and may be discarded or sold at a reduced price. 7. The Museum agrees to permit the Consignor to enter the premises during business hours to examine and inspect the consigned goods. The Consignor shall make an appointment to reconcile accounting statements as provided. 8. The Museum agrees to accept a commission equal to % of the agreed gross sales price exclusive of HST, which the Museum shall collect and remit. 9. The Museum agrees, upon sale, to retain all proceeds due to the Consignor. All proceeds, less commission, will be sent to the Consignor together with an accounting statement at least twice annually. 10.The Museum agrees to issue financial statements on sales of the consigned goods within reason if requested by the Consignor. Disclaimer: The Elgin County Museum shall not be responsible for any loss or damage to items sold or displayed on a consignment basis. Consignee Museum Manager/Curator Elgin County Museum 460 Sunset Drive St. Thomas, ON N5R 5V1 519-631-1460 x. 193 :.iC:.!I.«!II.°'�.a..(..'.UU..iIlgl........ L..��i.!iJnl....a...:.a. Approved: March 13, 2018 Consignor Print Name: Mailing Address: Email Address- Phone - HST # Tourism Member? Page 37 of 40 ElginCounty Report to Committee of the Whole From: Nicholas Loeb, Director of Legal Services Date: November 12, 2025 Subject: LS 25-6 - Assistant Prosecutor Recommendation(s): THAT Council for the County of Elgin receive the report titled "LS 25-6 — Assistant Prosecutor" dated November 12, 2025 from the Director of Legal Services and file it for information; THAT Council approve a change in the structure of the legal services department to end the part-time Solicitor/Prosecutor position and replace it with a full-time Assistant Prosecutor position commencing in the 2026 budget year; Introduction: This report seeks Council's authorization to convert the part-time Solicitor/Prosecutor position to a full time Assistant Prosecutor position. The timing of this change is related to a pending retirement. Authorizing this change will align Elgin County's resourcing of its prosecutions in a manner that is similar to comparable POA Court jurisdictions. Background and Discussion: The Provincial Offences Court operations in Elgin — St. Thomas process approximately 1500 prosecutions per year. At its shortest, in order to process a prosecution, the prosecutor has to review the file, obtain the evidence to be relied upon if the matter proceeds to a trial (`disclosure') from the relevant enforcement agency, vet the disclosure, communicate with the defendant regarding resolution and appear in Court on the record to present the resolution for approval by a Justice of the Peace. Additional steps can include significant volume of correspondence regarding resolutions or disputes regarding process, interviewing non -enforcement agency witnesses, making application for or responding to motions, and trials. While the quantity of matters being referred to prosecutors has remained relatively stable following the increase at the outset of 2022 when the County took on Part III and Part IX matters, prosecution files have, and continue to, change qualitatively. The more serious offences that are now prosecuted by our legal services team often require non - Page 38 of 40 enforcement agency witnesses to prove the elements of the offence. For illustrative purposes, a charge of careless driving will often require evidence from someone who saw the driving in the moment, as the enforcement officer will generally arrive after the fact. Serious offences that cause an injury will often require a witness interview and potentially testimony of the injured person (if the matter proceeds to trial) to understand the severity of the offence in its consequences. Additionally, there is increasing use of video evidence by enforcement agencies through either body -worn cameras, dash -mounted cameras and in -car cameras in enforcement vehicles. The enforcement agency is responsible for initial vetting of this video but ultimately the prosecution must review the video, particularly where there is no early resolution, to ensure it meets the obligations of the Crown with respect to disclosure. For some matters there are multiple cameras that require video review. The Court sits approximately 10 days a month, meaning that the Prosecutor is in court for those days, leaving approximately 11 days per month for all of the background work described above. The current staffing complement of legal services staff is 4.4 FTEs. There are two lawyers that primarily perform municipal law / corporate work, a legal assistant that primarily assists those two lawyers, a full-time Prosecutor and a 0.4 FTE part-time Solicitor/Prosecutor. There is no dedicated support staff to the prosecution team — they handle all administrative elements of the prosecutorial work. In June of 2024, Council authorized the creation of that part-time 0.4 FTE Solicitor/Prosecutor position. That position is staffed by a lawyer with decades of criminal and quasi -criminal law experience. While necessary for adequate resourcing of prosecutions, the part-time Solicitor/Prosecutor has the added benefit of succession planning to ensure a successful transition to the more recent and future additions to the prosecuting team. With a pending retirement of that position, the Director of Legal Services is recommending and seeking authorization to convert the part-time Prosecutor/Solicitor to Assistant Prosecutor, with full-time hours. The position will focus on obtaining and vetting disclosure and engaging in resolution correspondence with defendants or their counsel. There will also be limited administrative work to support the Prosecutor. This will permit the Prosecutor to focus efforts on contentious files, including trial preparation and conducting trials. The Assistant Prosecutor would conduct trials as a back-up to the Prosecutor (e.g. vacation). The structure of staffing a prosecuting team with a Prosecutor and an Assistant Prosecutor that focuses more on the background work of prosecutions is a model that has been replicated in a number of jurisdictions in Ontario. It is a model that is also forward looking as it lends itself toward absorbing growth by training an available resource to take on more of the complex prosecution work over time, if it becomes necessary. Page 39 of 40 Financial Implications: The proposed Assistant Prosecutor position requires a job evaluation, if approved, but it is expected that because the Solicitor/Prosecutor position is paid at a higher hourly rate, that increasing the hours to full-time and changing the position will result in an expense increase of approximately-$45,000 per year, inclusive of a 30% estimate for benefits/overhead. Because the time spent on prosecution files is set off against fine and collection revenue, ultimately it is unlikely there would be any levy impact. Advancement of the Strategic Plan: Strategy 2, Goal 3: Provide Opportunities for Career Growth and Development. Creating the proposed alignment will foster both mentorship and skill development of the Assistant Prosecutor, creating an effective resource for future needs. Strategy 3, Service Excellence and Efficiency: Providing appropriate resources to the Provincial Offences Court prosecuting team will continue the excellent Court efficiency that the Elgin - St. Thomas court is known for, as well as having clearly defined roles and responsibilities to ensure efficient file management. Local Municipal Partner Impact: None. Communication Requirements: None. Conclusion: This report recommends Council's authorization to create a full time Assistant Prosecutor position and ending the part time Solicitor/Prosecutor position. All of which is Respectfully Submitted Nicholas Loeb Director of Legal Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 40 of 40