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14 - November 25, 2025 Committee of the Whole MinutesElginCounty Elgin County Council Committee of the Whole Meeting Minutes November 25, 2025, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Grant Jones Deputy Warden Ed Ketchabaw Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Andrew Sloan Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal 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 Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator 1. Meeting Call to Order The meeting was called to order at 1:20 p.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-95 Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the agenda for the November 25, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW25-96 Moved by: Councillor Giguere Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on November 12, 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 Procurement & Risk - General Insurance and Risk Management Services Program for 2026 The Manager of Procurement & Risk presented the report that provides details regarding General Insurance and Risk Management Services for 2026 and seeks Council's approval to renew the policy. Resolution Number: CW25-97 Moved by: Councillor Leatham Seconded by: Deputy Warden Ketchabaw RESOLVED THAT the General Insurance and Risk Management Services Program proposed by Marsh Canada Limited ("Marsh") be approved at the annual premium cost of $620,684 plus taxes (8% PST) commencing December 15, 2025 and expiring on December 15, 2026; and THAT the Manager of Procurement & Risk and Director of Financial Services/Treasurer be authorized to renew the policy. Motion Carried. 6.2 Director of Planning and Development - County Planning Update The Director of Planning and Development presented the report that provides an update on all planning activity provided by the department and explores next steps with Local Municipal Partner activity and staffing resources. Resolution Number: CW25-98 Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "County Planning Update" from the Director of Planning and Development dated November 25, 2025 be received and filed; and THAT County Council direct planning staff to proceed with hiring a new Planner FTE to increase the County's planning staff complement to provide planning services to West Elgin and Bayham. Motion Carried. 6.3 Director of Financial Services/Treasurer - Elgin County Grant Funding Requests The Director of Financial Services/Treasurer presented the report seeking Council's direction regarding three (3) requests for grant funding received from the South Dorchester Home & School Association, the Port Burwell Home & School Association, and Hospice of Elgin. Resolution Number: CW25-99 Moved by: Councillor Noble Seconded by: Councillor Gigu6re I RESOLVED THAT County Council provide funding in the amount of $12,000 for the South Dorchester Home & School Association. Motion Carried. Resolution Number: CW25-100 Moved by: Councillor Hentz Seconded by: Councillor Noble RESOLVED THAT County Council provide funding in the amount of $2000 to the Port Burwell Home & School Association. Motion Carried. Resolution Number: CW25-101 Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT County Council provide funding in the amount of $220,000 in 2025 to the Hospice of Elgin. Defeated. 6.4 Director of Legal Services - LS 25-31B — County Shared Services The Director of Legal Services presented the report seeking endorsement of a Contracted Services Policy for the delivery of services by County staff to other public entities. Resolution Number: CW25-102 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Hentz RESOLVED THAT the report titled "LS 25-3B — County Shared Services" from the Director of Legal Services dated November 25, 2025 be received and filed; and THAT Council for the County of Elgin endorse the County Contracted Services Policy attached to this report as "Appendix "A""; and THAT Council for the County of Elgin direct staff to create a standardized set of terms and conditions for the delivery of contracted services by the County that conforms to the County Contracted Services Policy. Motion Carried. 6.5 Director of Engineering Services - Transportation Master Plan — Final Report Adoption The Director of Engineering Services presented the report seeking Council's approval for the final Transportation Master Plan report before it is advertised to the public for a final 30-day review period. Resolution Number: CW25-103 Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "Transportation Master Plan — Final Report Adoption" from the Director of Engineering Services dated November 25, 2025 be received and filed; and THAT the attached "Transportation Master Plan Final Draft Report", and 3 "Engagement Summary Report" be approved for a final 30-day Public Review Period to conclude the project. Motion Carried. 7. Adjournment. Resolution Number: CW25-104 Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT we do now adjourn at 2:10 p.m. to meet again on December 11, 2025 at 9:30 a.m. Motion Carried. (41atine Parkin, Chief Administrative Officer/Clerk. Dominique Gigu e, 7- Warden. C!