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02 - January 27, 2026 Committee of the Whole Agenda PackageEl m ou sty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, January 27, 2026, 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 livestream: 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 Director of Planning and Development - PLN-26-01 Elgin County Land 5 Division — Secretary Treasurer Appointment 6.2 Director of Community and Cultural Services - CCS 26-01 Elgin County 9 Museum Gift Shop Policy Approval 6.3 Chief Administrative Officer/Clerk - Council Learning Sessions (verbal) 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes January 13, 2026, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Dominique Giguere Deputy Warden Grant Jones Councillor Ed Ketchabaw 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 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 Ryan Terpstra, Manager of Corporate Facilities (virtual) Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jeff Brooks, Manager of Emergency Management Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator 1. Meeting Call to Order The meeting was called to order at 9.22 a.m. with Warden Giguere in the chair. 2. Approval of Agenda Resolution Number: CW26-01 Moved by: Councillor Noble Seconded by: Councillor Ketchabaw RESOLVED THAT the agenda for the January 13, 2026 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW26-02 18C•ICI- 0190UonMMUTRTLi•[411,9 I - 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 and Risk - HSS 26-01 Physiotherapy Services at Elgin County Homes — Contract Award The Manager of Procurement and Risk presented the report providing details on the Request for Proposal for Physiotherapy Services at the County's three (3) Long -Term Care Homes and seeking Council's approval to award the contract. Resolution Number: CW26-03 Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT the contract for Physiotherapy Services at Elgin County Homes be awarded to Lifemark Health Group 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. 6.2 Manager of Administrative Services/Deputy Clerk - ADM 26-03 Approval of Fees and Charges 2026 The Manager of Administrative Services presented the report providing the annual review and update of the County's Fees and Charges By -Law for Council's consideration. Resolution Number: CW26-04 Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the changes to fees and charges identified in "Schedule A" of the report titled "ADM 26-03 Approval of Fees and Charges 2026" be approved and imposed to commence on January 27, 2026; and THAT the corresponding By-law be considered for approval by Council Motion Carried. 6.3 Director of Engineering Services - ENG 26-01 Administration Building Exterior Renovation Project — Energy Savings Opportunity Resolution Number: CW26-05 Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT the Administration Building Exterior Renovation project (2660-09) scope be expanded to include the installation of insulation at a total cost of $350,000 plus HST; and THAT the anticipated project surplus of $1,060,364.79 be transferred to the Capital Project Reserve in accordance with the County's Reserve Policy. Motion Carried. 6.4 Director of Engineering Services - ENG 26-02 Reduced Speed Zones The Director of Engineering Services presented the report recommending a number of adjustments and new reduced speed zones across the County on County roads to address concerns received from residents, to conform to the guidelines of the Transportation Association of Canada and to correspond with settlement boundary limits. Resolution Number: CW26-06 Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT revisions to speed zones as recommended in the report titled "ENG 26-02 Reduced Speed Zones" be approved; and THAT these revisions and previous amendments to By -Law 24-19 Being a By -Law to Authorize Speed Limits be incorporated into a new consolidated by-law and hereby adopted. Motion Carried. 7. Adjournment Resolution Number: CW26-07 Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT we do now adjourn at 9.39 a.m. to meet again on January 27, 2026 at 9.30 a.m. Motion Carried. Blaine Parkin, Dominique Giguere, Chief Administrative Officer/Clerk. Warden. Report to County Council From: Mat Vaughan, Director of Planning and Development Date: January 27, 2026 Subject: PLN-26-01 Elgin County Land Division — Secretary Treasurer Appointment Recommendation(s): THAT proposed updates to the Land Division Secretary -Treasurer Appointment By-law and the Land Division Secretary -Treasurer Alternates Appointment By-law be approved; and THAT the corresponding by-law be adopted. Introduction: Since its formation in 2024, the Planning and Development Department has grown, and with some internal promotions resulting in new roles and responsibilities, it is time to update the appointment of the County's Land Division Secretary -Treasurer. The purpose of this report is to seek approval to update the Land Division Secretary - Treasurer Appointment By-law to reflect current staffing practices. Currently By-law 24- 32 Appoints a Land Division Secretary -Treasurer and By-law 24-24 appoints Land Division Secretary -Treasurer Alternates. Given the changes required to the appointment by-law for Land Division Secretary -Treasurer, staff consider it prudent to combine the by-laws for appointing the Secretary -Treasurer and their alternates into one by-law. Background and Discussion: The County's Administrative Assistant, Planning and Development supports the efficient and transparent administration of planning applications, approvals, and statutory processes. The Administrative Assistant, Planning and Development plays a key role in ensuring planning matters are processed in accordance with provincial legislation, the County Official Plan, and applicable local policies, while maintaining procedural integrity and continuity. Under the Planning Act, municipalities are required to designate a Secretary -Treasurer to a committee of land division. To support operational resilience and service continuity, municipalities may also designate alternates to act in the absence of the Secretary -Treasurer. Page 5 of 16 Proposed Appointments It is proposed that: The Administrative Assistant, Planning and Development be appointed as Secretary -Treasurer for Elgin County; and The Director of Planning and Development, the Junior Planner, and the County Clerk/Clerk Designate be appointed to the roles of, Secretary - Treasurer Alternates respectively. Merits of the Appointments From a land -use planning perspective, these appointments offer several important benefits that support the effective administration of planning responsibilities for the County. The appointment of alternates ensures continuity and reliability in the administration of planning matters. This approach allows planning functions to proceed without interruption during staff absences, periods of increased workload, or unforeseen circumstances, thereby minimizing delays in application processing and decision - making. Aligning the Secretary -Treasurer function with senior planning leadership also supports more integrated decision -making. This structure strengthens coordination between statutory planning administration and broader planning activities, including policy implementation, development review, and growth management, resulting in more consistent and informed outcomes. The proposed appointees bring appropriate professional expertise and familiarity with the Planning Act, County planning policies, and the local development context. This knowledge base supports well -reasoned, defensible, and consistent planning decisions that align with both provincial and County objectives. In addition, the appointment framework promotes operational efficiency within the Planning and Development Department. It provides flexibility in staff deployment while ensuring legislative requirements continue to be met, supporting effective service delivery. Finally, the clear designation of the Secretary -Treasurer and alternates strengthens risk management and governance. Defined roles and responsibilities enhance accountability, procedural clarity, and organizational resilience within the County's planning framework. Financial Implications: None. Page 6 of 16 Advancement of the Strategic Plan: Although the subject of this report does not directly relate to advancing a specific priority in Council's Strategic Plan and relates more to general operations of the corporation, it does directly relate to ensuring responsible and sustainable organizational management for the County. Local Municipal Partner Impact: None. Communication Requirements: None. Conclusion: The proposed appointments represent a practical and forward -looking approach to planning administration in Elgin County. They support legislative compliance, strengthen service continuity, and reinforce the integration of planning administration with professional planning expertise. From a land -use planning standpoint, these appointments will enhance the effectiveness, consistency, and reliability of the County's planning operations in support of Council's objectives. All of which is Respectfully Submitted Approved for Submission Mat Vaughan Blaine Parkin Director of Planning and Development Chief Administrative Officer/Clerk Page 7 of 16 "BEING A BY-LAW TO APPOINT A SECRETARY -TREASURER AND SECRETARY — TREASURER ALTERNATES OF THE ELGIN COUNTY LAND DIVISION COMMITTEE" WHEREAS pursuant to Section 56 (1) of the Planning Act, R.S.O. 1990, Chapter P.13, the Council of the Corporation of the County of Elgin did constitute and appoint an Elgin County Land Division Committee; and WHEREAS pursuant to Section 44 (8) of the Planning Act, R.S.O. 1990, Chapter P.13, the Council of the Corporation of the County of Elgin shall appoint a Secretary -Treasurer to the Elgin County Land Division Committee; and WHEREAS, it is deemed advisable to appoint alternate persons to carry out the duties of the Secretary -Treasurer of the Elgin County Land Division Committee when the said Secretary -Treasurer is not available. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the Administrative Assistant — Planning and Development for the County of Elgin, be and is hereby appointed to carry out the duties of the Secretary -Treasurer of the Elgin County Land Division Committee; and 2. THAT the Junior Planner, Director of Planning and Development and the Clerk/Clerk Designate for the County of Elgin be and are hereby appointed to carry out the duties of the Secretary -Treasurer of the Elgin County Land Division Committee when, for any reason, the said Secretary -Treasurer is unable to carry out their duties; and 3. THAT By -Law 24-32, 24-24, and any by-laws inconsistent with this by-law be repealed; and 4. THAT this by-law shall become effective upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS loth DAY OF FEBRUARY 2026. Blaine Parkin, Dominique Giguere, Chief Administrative Officer/Clerk. Warden. Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: January 27, 2026 Subject: CCS 26-01 Elgin County Museum Gift Shop Policy Approval Recommendation(s): THAT Elgin County Museum's Gift Shop Policy attached as Appendix A to the January 27, 2026 report titled Elgin County Museum Gift Shop Policy Approval be hereby approved. Introduction: Committee of the Whole approved the following motion at the November 12t", 2025 meeting: "THAT the report titled "Elgin County Museum Gift Shop and Exhibition Policy Approval" be deferred to a future meeting of Committee of the Whole to allow for revisions to be made to the policy prior to its reconsideration." This report incorporates further revisions for the Committee's consideration and approval. Background and Discussion: Staff are recommending revisions to Elgin County Museum's Gift Shop and Exhibitions Policy first adopted in 2018 (attached as Appendix B). Further revisions have been made to this policy since initial amendments were presented to the Committee on November 12, 2025. The full extent of revisions now include the following: The policy name has been amended to remove the term "Exhibitions" as its revised scope strictly pertains to the operation of the gift shop A statement has been added in the purpose section to align the policy and items sold with the Museum's larger mission. It is now recommended that sales on a consignment basis be discontinued so that all items sold are already owned by the Museum. The major reason for this recommendation is that the volume of sales through consignment (less than $1,000 annually) does not justify the process that must be taken by Museum staff and the Department of Finance to remit these funds to vendors. Eliminating Page 9 of 16 consignment sales also responds to the subjectivity concerns expressed at the November 12t", 2025 meeting regarding how appropriate vendors are determined for eligibility to sell items. By default, it also eliminates the requirement in the previous policy that the vendor must be a member of in good standing of Elgin County Tourism given that Tourism no longer has such membership. A Staff Conduct and Accountability Section has been added to align with the County's larger policies in this regard. The County's larger policies address proper handling and remittance of funds. Wording is now more succinct regarding the ability to decline or discontinue products. Financial Implications: Annual gift shop sales amount to approximately $2,000 annually. Gift shop expenses and revenue will continue to be tracked as part of the Museum's annual operating budget. Advancement of the Strategic Plan: Strategy #3 — Service Excellence and Efficiency Goal I 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: Existing vendors who have consignment agreements with the Museum will be provided with immediate notice to discontinue these agreements as soon as the policy is formally adopted. Conclusion: The proposed revisions to the Museum's former Exhibition and Gift Shop Policy streamlines the policy considerably, ending sales on a consignment basis while continuing the focus on local products and items that are complementary to museum programming. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 10 of 16 Appendix A (Policy for Committee of the Whole Consideration — January 27, 2026) Eig'UnCaunt, /i Gift Shop Policy Purpose The Elgin County Heritage Centre under the auspices of the Elgin County Museum operates a gift shop to complement exhibits and programming. 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 directly relate to Museum exhibits, events, programming, retail themes or items that reflect our local community. In assessing eligibility, Museum staff shall consider- - Relevance to Museum mandate and interpretive themes. - Product quality and durability. - Suitability for a public museum retail environment. - Space, storage, and inventory limitations. Compliance with applicable safety, labeling, and consumer protection regulations. The Museum reserves the full right to accept, deny, remove, or discontinue any products at any time, based on- - Non-compliance with this policy. - Space or inventory constraints. - Sales performance. - Changes in programming or retail focus. - Operational or administrative considerations. Museum staff shall review proposed products against the eligibility criteria set out in this policy and submit recommendations to the Director of Community and Cultural Services or designate for approval. Page 11 of 16 Staff Conduct and Accountability All Museum employees and volunteers shall adhere to the County of Elgin's policies, procedures, and codes of conduct in the procurement of goods and remittance of funds associated with gift shop sales. Procedures Museum staff shall procure items for re -sale through direct purchase utilizing wholesale pricing wherever available. No items will be sold on a consignment basis. Retail pricing in the Museum's gift shop shall be established by Museum staff, considering the following- - Comparable retail pricing for similar items. - Production cost information where provided. - Market demand. - Museum retail standards. - An examination of the marketplace for same or similar items offered by private retailers Final pricing decisions rest with the Museum to ensure consistency, financial sustainability, and fairness to other local retailers. 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. 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 12 of 16 Appendix B (Previous Policy Approved by County Council - March 13, 2018) 0 /Elgri, °. . 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 13 of 16 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 14 of 16 "uN1Nll�ll�'�IIIN�momo���oo��"". i 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. 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 Page 15 of 16 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 u . a Approved: March 13, 2018 Consignor Print Name: Mailing Address: Email Address- Phone - HST # Tourism Member? Page 16 of 16