03 - February 10, 2026 Committee of the Whole Agenda PackageElgmCounty
Elgin County Council
Committee of the Whole Meeting
Orders of the Day
Tuesday, February 10, 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 Senior Planner - PLN 26-02 Official Plan Amendment No. 26 in the Town 5
of Aylmer, 448 Talbot Street West and 215 South Street West
6.2 Manager of Emergency Management - EMG 26-02 Land Use Agreement 23
for Fire Training Structure
7. Adjournment
Elgin County Council
Committee of the Whole Meeting
Minutes
January 27, 2026, 9:30 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Dominique Giguere (virtual)
Deputy Warden Grant Jones (virtual)
Councillor Ed Ketchabaw (virtual)
Councillor Mark Widner (virtual)
Councillor Andrew Sloan (virtual)
Councillor Todd Noble (virtual)
Councillor Mike Hentz (virtual)
Councillor Richard Leatham (virtual)
Members Absent: Councillor Jack Couckuyt (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Brian Masschaele, Director of Community & Cultural Services
(virtual)
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 (virtual)
Joe Anne Holloway, Director of Homes and Seniors Services
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Jeff Brooks, Manager of Emergency Management
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Meeting Call to Order
The meeting was called to order at 9:20 a.m. with Warden Giguere in the chair.
2. Approval of Agenda
Resolution Number: CW26-08
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT the agenda for the January 27, 2026 Committee of the Whole
Meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Resolution Number: CW26-09
Page 2 of 35
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the minutes of the meeting held on January 13, 2026 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 Planning and Development - PLN-26-01 Elgin County
Land Division — Secretary Treasurer Appointment
The Director of Planning and Development presented the report seeking
approval to adopt an updated by-law for the appointment of a Secretary -
Treasurer and Secretary -Treasurer Alternates for the Elgin County Land
Division Committee.
Resolution Number: CW26-10
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED 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.
Motion Carried.
6.2 Director of Community and Cultural Services - CCS 26-01 Elgin
County Museum Gift Shop Policy Approval
The Director of Community and Cultural Services presented the Elgin
County Museum Gift Shop Policy for consideration and approval.
Resolution Number: CW26-11
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED 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.
Motion Carried.
6.3 Chief Administrative Officer/Clerk - Council Learning Sessions
(verbal)
The Chief Administrative Officer/Clerk led a discussion regarding the
possibility of holding learning sessions for Council with the goal of
providing training information for Council on various emerging municipal
issues. The Chief Administrative Officer/Clerk asked Councillors to provide
feedback via email regarding topics of interest.
Resolution Number: CW26-12
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
Page 3 of 35
RESOLVED THAT staff develop a list of Council and executive leadership
recommended learning session topics for Council's consideration.
Motion Carried.
7. Adjournment
Resolution Number: CW26-13
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT we do now adjourn at 9:36 a.m. to meet again on February
10, 2026 at 9:30 a.m.
Motion Carried.
Blaine Parkin, Dominique Giguere,
Chief Administrative Officer/Clerk. Warden.
Page 4 of 35
ElginCounty
Report to Committee of the Whole
From: Diana Morris, Senior Planner
Date: February 10, 2026
Subject: PLN 26-02 Official Plan Amendment No. 26 in the Town of Aylmer
448 Talbot Street West and 215 South Street West
Recommendation(s):
THAT the Council of the Corporation of the County of Elgin approves Official Plan
Amendment No. 26 to the Official Plan of the Town of Aylmer; and
THAT staff be directed to provide Notice of this Decision in accordance with the
requirements of the Planning Act.
Introduction:
The Council of the Town of Aylmer has adopted an amendment to their Official Plan, known
as Official Plan Amendment Number 26 (OPA No. 26) and they have subsequently
forwarded the amendment to the County of Elgin for approval. In accordance with Section
17 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is
required to make a decision on the adopted amendment in which Council may approve,
modify, or refuse to approve the amendment. If Elgin County fails to make a decision within
120 days after the amendment is received, the registered owner, public body and/or
specified person may appeal to the Ontario Land Tribunal.
This report is intended to provide County Council with the information required to make a
decision on the adopted amendment.
Background and Discussion:
The subject lands are located on the west side of Caverly Road comprising Part of Lot
81, Concession South of Talbot Road and municipally known as 448 Talbot Street West
and 215 South Street West in the Town of Aylmer. The lands at 448 Talbot Street West
contains an existing place of worship and 215 South Street West contains an existing one
(1) storey residential apartment building with twenty-five (25) dwelling units. No changes
are proposed for the existing buildings. The subject site comprises a total lot area of
Page 5of35
approximately 0.16ha (1.66ac), with 20.00m (65.62ft) of frontage and is currently vacant.
Please see Appendix A- Location Map.
The subject lands are within a Tier 1 Settlement Area in the County of Elgin Official
Plan(s), as shown in Appendix B. These settlement areas have full servicing and allow
for a range of uses and where majority of new growth should be directed. The proposed
development will also assist to achieve and meet affordable housing targets under Policy
4.6 of the County's Official Plan.
The Town of Aylmer designates the lands `Low Density Residential and High Density
Residential' as shown on Schedule `A' in the Town's Official Plan and as shown in
Appendix C.
The purpose of the Official Plan Amendment is to re -designate a portion of the subject
lands (1,615.4sgm) from Low Density Residential to High Density Residential (as shown
in Appendix D) in order to permit a three (3) storey residential affordable apartment
building consisting of forty-six (46) dwelling units. The proposed development will account
for 69 units per gross hectare which is within the density range of the High -Density
Residential designation of the Town's Official Plan.
OPA No. 26 was adopted by Town Council on January 14, 2026 (By-law No. 69-25), as
shown in Appendix E.
In addition to the OPA, a ZBLA is also required to rezone a portion of the subject lands
(6,709.3sgm) in area from Institutional (I) Zone and Residential Multiple Second Density
(RM2) Zone to a Residential Multiple Second Density Special Provision Zone (RM2-14)
to permit an apartment building intended to provide affordable housing. The By-law
amendment was approved by Town Council on January 14, 2026 (By-law No. 70-25).
Planning staff at the Town of Aylmer received e-mail correspondence from neighbouring
property owners on the circulation of the Zoning By-law amendment. Inquiries pertaining
to privacy fencing, balconies, increased traffic and the opinion that the apartment building
will potentially devalue neighbouring property values were common concerns.
A privacy fence will be a condition of site plan approval. Balconies are proposed on the
2nd and 3rd floors. Most of the lands to be developed have an existing apartment building
and are already zoned for an apartment building. It is challenging to determine if the
proposed development will devalue property values, but the neighbouring land uses are
characterized by a mix of low, medium and high density. No significant increases in traffic
on Caverly Road and South Street West are anticipated. Should the OPA and ZBLA be
approved, the proposal will be subject to site plan approval where the detailed
requirements such as fencing, landscaping, floor plans and elevations will be reviewed in
Page 6 of 35
greater detail and conditions imposed to address these matters prior to final site plan
approval.
County staff have had the opportunity to review the proposal, associated submission
materials and public comments against the requirements of the Planning Act, the
Provincial Planning Statement, the County of Elgin Official Plan and Town of Aylmer
Official Plan and are satisfied that the proposal meets all relevant requirements and is
appropriate for the context of the subject lands.
Financial Implications:
There are no direct financial impacts to the County in respect to approval of this
application.
Advancement of the Strategic Plan:
Planning for and facilitating residential growth within Elgin County.
Local Municipal Partner Impact:
This decision will directly impact the Town of Aylmer.
Communication Requirements:
Notice of the decision will be sent to all parties that requested notification, to the Town
and to any other person/body prescribed under the Planning Act.
Conclusion:
Based on the above analysis it is recommended that County Council approve OPA No.
26 of the Official Plan of the Town of Aylmer, as the modified amendment:
• Is consistent with the Provincial Planning Statement;
• Conforms to the County of Elgin Official Plan and intent of the Town of Aylmer
Official Plan; and
• Constitutes good planning.
Attachments:
Appendix A- Location Map
Appendix B- Elgin County Official Plan Map
Appendix C- Town of Aylmer Official Plan Map
Appendix D- Official Plan Amendment No. 26
Appendix E- Notice of Adoption of OPA No. 26 of the Town of Aylmer
Page 7 of 35
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 8of35
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Subject Site: 341102000019210 &
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Land Use Designations Strategic Employment
File Number: Planning Report 2026
Settlement Areas
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Owner: MENNO LODGE OF AYLMER INC
CA: Catfish Creek Conservation Authority
Tier 1
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Date: 01/23/2026
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County of Elgin Official Plan
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Schedule 'A'
County Structure Map
Date: Jan 23, 2026
Projection: NAD 83 Zone 17N
Disclaimer: The County of Elgin takes every precaution to put up-to-date and
correct information on all maps published by Corporate Applications.
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
entertain any claims arising out of the use of this map or information.
Subject Site
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Location Map
Aylmer - Schedule'A'— Land Use Plan
Subject Site: 448TaIbot St W and 215 South St W
File Number: Planning Report 2024-27
Owner: MENNO LODGE OF AYLMER INC
CA: Catfish Creek Conservation
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Date: 01 /23/2026
Town of Aylmer
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Office Residential
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Institutional
Employment
Parks and Open Space
Municipal Boundary
.......1 Flood Line
CCCA Regulation Limit
W� Waterbody
Page 11 of F5 � LOCAL ROAD
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
AMENDMENT NO. 26
TO THE OFFICIAL PLAN FOR THE
CORPORATION OF THE TOWN OF AYLMER
(448 Talbot Street West and 215 South Street West, Aylmer ON)
Page 12 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
THE APPROVAL PAGE
This Amendment to the Official Plan for the Town of Aylmer which has been adopted by the
Council of the Corporation of the Town of Aylmer, is hereby approved in accordance with Section
17 of the Planning Act. R.S.O.1990 c. P. 13, as Amendment No. 26 to the Official Plan for the
Town of Aylmer.
Date
Approval Authority
Page 13 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
AMENDMENT NO. 26
TO THE OFFICIAL PLAN FOR THE
CORPORATION OF THE TOWN OF AYLMER
Page
BY-LAW NO. 69-25: ADOPTION BY-LAW FOR OFFICIAL PLAN AMENDMENT NO. 26 ii
CERTIFICATION THAT DOCUMENT IS A TRUE COPY iii
CERTIFICATION OF COMPLIANCE WITH PUBLIC INVOLVEMENT AND NOTICE
REQUIREMENTS iii
THE CONSTITUTIONAL STATEMENT iv
PART A -THE PREAMBLE
1.0 PURPOSE
2.0 LOCATION
3.0 BASIS
PART B - THE AMENDMENT
1.0 DETAILS OF THE AMENDMENT
2.0 INTERPRETATION
3.0 IMPLEMENTATION
2
2
2
Page 14 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
ADOPTION BY-LAW FOR OFFICIAL PLAN AMENDMENT NO. 26
CORPORATION OF THE TOWN OF AYLMER
BY-LAW NUMBER NO. 69-25
The Council of the Corporation of the Town of Aylmer, under Sections 17 and 21 of the Planning
Act, hereby ENACTS as follows:
The Official Plan Amendment No. 26 for the Town of Aylmer is hereby adopted.
The Clerk is hereby authorized and directed to make application to the County of Elgin
for approval of the Official Plan Amendment No. 26 for the Town of Aylmer.
This By -Law shall come into force and take effect on the day of the final passing thereof.
ENACTED AND ADOPTED THIS 15thDAY OF January 2026.
Doous�r�ga by:
3 ('46V&Iq
Signed by: 7se6sAFaaansz
Mayor
Do Sg—d by:
�"#r (Corporate
Seal)
Clerk
Certified that the above is a TRUE COPY of By -Law No. 69-25 enacted and adopted by the
Council of the Town of Aylmer on the 15th day of January 2026.
DocuSgned by:
Cler
Page 15 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
CERTIFICATION THAT DOCUMENT IS A TRUE COPY
I hereby CERTIFY that the enclosed document is a TRUE COPY of the Official Plan
Amendment No. 26 for the Town of Aylmer as approved by the County of Elgin on the 15th
day of .January , 2026.
DocuSgned by:
Signed by: ��Ate lAl"f
Mayor
DocuSgned by:
(Corporate)
owtm, �Aw
(Seal)
Clerk
CERTIFICATION OF COMPLIANCE WITH
PUBLIC INVOLVEMENT AND NOTICE REQUIREMENTS
I, OWEN JAGGARD, Clerk of the Town of Aylmer, hereby CERTIFY that the requirements for the
giving of notice, and the holding of at least one public meeting as set out in Subsection 17(9) of
the Planning Act, R.S.O. 1990 c. P. 13, and the giving of notice as set out in Subsection 17(17)
of the Planning Act, R.S.O. 1990 c. P. 13, have been complied with.
Signed by:
p D—Signed by:
(Corporate
OWUA' �"j (Seal)
Clerk
Page 16 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
PART A - THE PREAMBLE does not constitute part of this Amendment
PART B - THE AMENDMENT consisting of the following text and map (Schedule "A")
constitutes Amendment No. 26 to the Official Plan for the Town of Aylmer.
iv
Page 17 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
PART A -THE PREAMBLE
1.0 PURPOSE
The purpose of this Amendment is to redesignate the subject lands from Low Density
Residential to High Density Residential to permit an affordable housing apartment
building.
2.0 LOCATION
The subject lands are located on the west side of Caverly Road comprising Part of Lot 81,
Concession North of Talbot Road and known municipally as 448 Talbot Street West and
215 South Street West in the Town of Aylmer.
3.0 BASIS
Existing Use
The subject lands are currently vacant
Proposed Use
The applicant proposes to construct a three (3) storey, forty-six (46) residential apartment
dwelling units on the subject lands.
Town of Aylmer Official Plan
The subject lands are currently designated Low Density Residential in the Official Plan.
The High Density Residential designation has a minimum density of 40 units per gross
hectare and a maximum density of 100 units per gross hectare. The proposed
development will have a density of 69 units per gross hectare.
An amendment to the Zoning By -Law 59-99 to change the zoning of the subject lands
from Institutional (1) Zone and Residential Multiple Second Density Zone (RM2) to
Residential Multiple Second Density Special Provision Zone (RM2-14) is being addressed
concurrently and will implement this Official Plan Amendment upon its approval.
Planning Rationale
Neighbouring land uses are characterized by low, medium and high residential uses. The
proposal represents residential intensification and affordable housing and will be
compatible with neighbouring land uses. No significant increases in traffic on Caverly
Road and South Street West are proposed.
Page 18 of 35
Docusign Envelope ID: 3C58591E-C3F8-47B1-A3D3-41484C7EFD57
PART B - THE AMENDMENT
All of this part of the document entitled Part B - The Amendment, consisting of the following text
and map (Schedule "A") constitutes Amendment No. 26 to the Official Plan for the Town of Aylmer.
1.0 DETAILS OF THE AMENDMENT
The Official Plan of the Town of Aylmer is hereby amended as follows:
1. Schedule "A" to the Official Plan of the Town of Aylmer is hereby amended by
changing the designation of those lands described on Schedule "A" attached hereto
from `Low Density Residential' to `High Density Residential'.
2.0 INTERPRETATION
The interpretation of this Amendment shall be in accordance with the respective
policies of the Town of Aylmer Official Plan.
3.0 IMPLEMENTATION
The implementation of this Amendment shall be in accordance with amendments to the
Zoning By -Law, as provided for in Section 6 of the Official Plan of the Corporation of
the Town of Aylmer.
Page 19 of 35
q a
„n,.,;A NOTICE OF ADOPTION AND
NOTICE OF PASSING
P...... I iiqu g , i Pursuant to Sections 17 and 34 of the Planning Act
APPLICATION FILE NOS.: OPA02-25 and ZBA03-25
TAKE NOTICE that the Council of the Corporation of the Town of Aylmer on the 14t" day of
January 2026 passed By-law Nos. 69-25 and 70-25, adopting Amendment No. 26 to the Town of
Aylmer Official Plan, pursuant to Section 17 of the Planning Act, R.S.O. 1990, as amended and
passing a Zoning By-law Amendment to the Town of Aylmer Comprehensive Zoning By-law 57-
99, pursuant to Section 34 of the Planning Act, R.S.O. 1990, as amended.
The subject lands are legally described as Part of Lot 81, Concession South of Talbot Road and
known municipally as 448 Talbot Street West and 215 South Street West, Aylmer, as shown on
the key map on the back of this notice.
The Written Submissions are summarized in the Statutory Public Meeting portion of the Council
Meeting minutes of November 19, 2025 and in the Council Meeting minutes of November 19,
2025; and were considered as part of the effect on the decision -making process.
Council deferred its decision on the applications at the November 19, 2025 Council meeting to
obtain a legal opinion respecting the Town's ability to require or request an amendment to the
proposal to limit the apartment building to two (2) stories. The Town received that legal opinion
on January 14, 2026, and Council then proceeded to make a decision on the applications at its
January 14, 2026 meeting. The applications as proposed were approved.
THE PURPOSE AND EFFECT of the Application for Official Plan Amendment is to redesignate
a portion of the subject lands, 1,615.4 m2 (17,388.02 ft.2) in area from Low Density Residential to
High Density Residential to permit a three (3) storey residential apartment building consisting of
forty-six (46) dwelling units.
THE PURPOSE AND EFFECT of the Application for Zoning By-law Amendment is to rezone a
portion of the subject lands, 6,709.3 m2 (1.66 ac.) in area from Institutional (1) and Residential
Multiple Second Density Zone (RM2) to Residential Multiple Second Density Zone Special
Provision (RM2-14) to permit an apartment building with a reduced minimum lot frontage from
30.0 m (98.43 ft.) to 20.0 m (65.62 ft.). The proposed residential apartment building is intended
to provide affordable and market rent housing.
SUBMISSION TO APPROVAL AUTHORITY
The proposed local Official Plan Amendmentwill be submitted to the County of Elgin (the approval
authority) for approval. Any person or public body will be entitled to receive notice of the proposed
decision of the approval authority in respect of the proposed Official Plan Amendment if a request
to be notified of the proposed decision is made to the approval authority by email:
.IL..In..In.!!.ir:..7.p.1...!.IC.... a.
AND TAKE FURTHER NOTICE that a specified person or public body may appeal to the Ontario
Land Tribunal with respect to the Zoning By-law Amendment by filing with the Clerk of the
Corporation of the Town of Aylmer, no later than February 9t", 2026, a notice of appeal setting
out the objection to the by-law and the reasons in support of the objection, accompanied by the
fee required by the Tribunal in the amount of $1100.00 which must be in the form of a certified
cheque, money order or credit card made payable to the Ministry of Finance and in Canadian
Page 20 of 35
q a
„n,.,;A NOTICE OF ADOPTION AND
NOTICE OF PASSING
P...... I iiqu g ' i Pursuant to Sections 17 and 34 of the Planning Act
APPLICATION FILE NOS.: OPA02-25 and ZBA03-25
funds. An Appellant may request a reduction of the filing fee to $400, if the Appellant is a private
citizen or eligible community group. The request for a reduction in the fee must be made at the
time of filing the appeal. If you wish to appeal, you may do so online or a copy of an appeal form
is available from the Ontario Land Tribunal Ihtt I / III. �. it .� a. /Hill :pr a. it a. :pra. 11/.
.....................................m..............................................................................................................................
The specified person or public body may appeal a zoning by-law to the Ontario Land Tribunal. A
notice of appeal may not be filed by an unincorporated association or group. No person or public
body shall be added as a party to the hearing of the appeal unless, before the By- law was passed,
the person or body made oral submissions at a public meeting or written submissions to the
Council, or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the
person or public body as a party.
This Notice and the By-laws are available for inspection between 8.00 a.m. and 5.00 p.m.
weekdays at Aylmer Town Hall, 46 Talbot Street West, Aylmer. Those interested in additional
information regarding this application, may contact: Heather James, Manager of Planning and
:j Iirr:�rir it a . Development one: 519-773-3164 x4915 or email -
DATED at the Town of Aylmer, this 20t" day of January 2026
Heather James, MES (PI.), RPP, MCIP
Manager, Planning and Development, Town of Aylmer
46 Talbot Street West
Aylmer ON N5H 1 J7
Ph: 519-773-3164
Fax: 519-765-1446
Key Map (not to scale)
Page 21 of 35
NOTICE OF ADOPTION AND
)A I m A 11c, Cd I; A
NOTICE OF PASSING
I N" iiqu gh, J Pursuant to Sections 17 and 34 of the Planning Act
APPLICATION FILE NOS.: OPA02-25 and ZBA03-25
Local Official Plan Amendment and Zoning By-law Amendment Sketch
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Page 22 of 35
ElginCounty
Report to County Council
From: Jeff Brooks, Manager of Emergency Management
Date: February 10, 2026
Subject: EMG 26-02 Land Use Agreement for Fire Training Structure
Recommendation(s):
THAT Council approve a licence agreement between the County of Elgin and the
Township of Southwold for the use of land for the purpose of installing and operating a
live -fire structure, substantially in the form of Appendix "A".
Introduction:
In 2025, The County of Elgin received funding from the Province of Ontario to purchase
and install a live fire training structure. Draeger Canada was awarded the contract to
build and install a custom structure to provide live fire training to Firefighters in a safe
environment.
Backaround and Discussion:
As part of the Provincial Legacy Oil and Gas Well funding program, the County of Elgin
was approved to purchase and install a live fire training structure within Elgin County.
Several potential locations were evaluated, with the Talbotville Firehall identified as the
preferred site.
The Talbotville Firehall offers several operational advantages, including a modern
facility with an on -site training room, access to hydrant water, adequate parking, and
suitable site drainage for water management. In addition, the site's location and
prevailing wind patterns allow smoke from training exercises to be directed away from
the populated areas of Talbotville, minimizing potential impacts to residents.
The County of Elgin and the Township of Southwold have worked collaboratively to
develop a land use agreement that ensures cost recovery for both parties while
supporting regional training needs. Under the proposed agreement:
The Township of Southwold will receive $3,000 annually for the lease of the land
on which the training structure is located.
Page 23 of 35
• When the structure is rented, Southwold will receive $300 per full day, or a pro-
rated amount for partial days, to recover costs associated with water usage and
access to the training room and washrooms.
• Rental fees for the live fire training structure will range from $750 to $1,000 per
full day.
• The County of Elgin will be responsible for maintaining the site in a clean and
orderly condition and will restrict use of the facility when wind conditions could
negatively impact nearby residents.
• Southwold Fire Rescue will be permitted to use the training structure at no cost,
provided that training sessions are conducted by instructors who are trained and
qualified on the use of the structure.
Legal Services prepared a draft licence agreement attached as Appendix "A" to
incorporate the terms and conditions set out above. It is expected that the final version
will require some minor changes. For example, a legal description of the lands is
required.
Financial Implications:
The purchase and installation of the live fire training structure is fully funded through
previously approved Provincial Legacy Oil and Gas Well funding. As a result, there is no
capital cost to the County of Elgin associated with this report.
The annual land lease payment of $3,000 to the Township of Southwold, as well as the
$300 per -day (or pro -rated partial day) cost recovery fee for utilities and facility use, will
be funded through revenues generated by user fees from the rental of the training
structure. Rental rates of $750 to $1,000 per full day are expected to fully offset these
costs.
There is no anticipated net impact on the County's operating budget, and the live fire
training structure is expected to operate on a cost -recovery basis. Ongoing
maintenance and operational responsibilities will be managed within existing County
resources and user -fee revenues.
Advancement of the Strategic Plan:
This initiative supports the County of Elgin's Strategic Plan by strengthening community
safety, emergency preparedness, and inter -municipal collaboration. The installation of a
live fire training structure enhances the County's capacity to provide high -quality,
standardized training for firefighters, contributing to improved emergency response
capabilities and public safety outcomes across the region.
The agreement with the Township of Southwold demonstrates effective partnership and
shared use of municipal assets, aligning with the Strategic Plan's emphasis on
collaboration, efficient service delivery, and responsible stewardship of public
resources. By operating the facility on a cost -recovery basis and leveraging Provincial
funding, the project also supports the County's commitment to financial sustainability
and maximizing external funding opportunities.
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Local Municipal Partner Impact:
The proposed land use agreement establishes a cooperative partnership between the
County of Elgin and the Township of Southwold that provides mutual operational and
financial benefits. The Township of Southwold will receive annual lease revenue and
cost recovery for utilities and facility use when the live fire training structure is rented,
ensuring no financial burden is placed on the local municipality.
The location of the live fire training structure at the Talbotville Firehall leverages existing
municipal infrastructure, including water supply, training space, and parking, while
minimizing impacts to surrounding residents through operational controls related to wind
direction and site management.
Southwold Fire Rescue will benefit directly from access to the live fire training structure
at no cost, provided appropriately trained instructors are utilized, enhancing local
training capacity and firefighter readiness. Overall, the agreement strengthens inter -
municipal collaboration, supports local emergency response capabilities, and reflects a
shared commitment to efficient and responsible service delivery.
Communication Requirements:
Following Council approval, the land use agreement will be executed by the appropriate
County officials and shared with the Township of Southwold. Relevant internal
stakeholders, including Elgin County Emergency Management and the Elgin Middlesex
Fire School, will be advised of the agreement and operational requirements related to
the use of the live fire training structure.
External communications will be limited to operational notifications with participating fire
services and partner agencies as required. Any public communications will be
coordinated jointly with the Township of Southwold to ensure consistent messaging
regarding the purpose, use, and operational controls of the facility.
Conclusion:
The proposed land use agreement between the County of Elgin and the Township of
Southwold enables the installation and operation of a provincially funded live fire
training structure that will enhance firefighter training, emergency preparedness, and
public safety across Elgin County. The agreement reflects a collaborative, cost -recovery
approach that minimizes financial impact, leverages existing municipal infrastructure,
and provides direct benefits to local fire services.
Approval of the agreement supports the County's strategic objectives, strengthens inter -
municipal partnerships, and ensures the responsible use of provincial funding to
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improve emergency response capacity. Staff therefore recommend that Council
approve the land use agreement as outlined in this report.
All of which is Respectfully Submitted
Jeff Brooks
Manager of Emergency Management
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
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THIS AGREEMENT, made effective the day of 2026.
LICENCE AGREEMENT
BETWEEN:
The Corporation of the Township of Southwold
Hereinafter called the "Licensor"
-and-
Corporation of the County of Elgin
Hereinafter called the "Licensee"
WHEREAS
of the FIRST PART;
of the SECOND PART;
The Licensor and Licensee are municipal corporations incorporated pursuant to the
Municipal Act, 2001 S.O. 2001 c. 25; and
The Licensor is the registered owner of lands in the Township of Southwold in the
County of Elgin, legally described as [Enter Legal Description Here] and known
municipally as [Address] (the "Lands"), and the Licensor wishes to grant this licence to
permit the Licensee to use the Lands for the purposes of performing training activities,
including live fire training, as more particularly described in this Agreement;
NOW THEREFORE, in consideration of the exchange of TWO DOLLARS ($2.00) from
one party to the other and for the promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which is hereby acknowledged by
both parties, the Parties agree as follows:
Grant of Licence
1. The Licensor grants to the Licensee the non-exclusive use of the Lands for the
purposes hereinafter set forth for the Term of this Agreement. Such licence shall
extend to the servants, agents, contractors, workers, and permitted assigns of the
Licensee and to other persons duly authorized by the Licensee.
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Term
2. This Agreement shall take effect on the effective date noted at the commencement
of this Agreement and shall continue thereafter for a Term of twenty (20) years,
subject to the termination rights, below.
Termination
3. The Licensee may terminate this Agreement for convenience upon one -hundred -
and -eighty (180) days' notice to the Licensor.
3.1. Should such right of termination be exercised by the Licensee, the Licensee
shall ensure that the fire structure and all appurtenances thereto are removed
and the Lands restored to their original condition at the expiry of the notice
period.
3.2. Notwithstanding section 3.2, the Licensor may direct the Licensee to not
demolish the concrete pad.
4. The Licensor may terminate this Agreement for convenience on two -hundred -and -
seventy (270) days' notice to the Licensee.
4.1. If the Licensor exercises its right of termination for convenience then the
Licensor shall be responsible for the reasonable costs of the Licensee to
relocate the fire structure to an alternate location in the proportion set out below:
First seven years of the Term of this Licence — 100%
Years eight to twelve of the Term of this Licence — 50%
Years thirteen to seventeen of the Term of this Licence — 25%
Years eighteen to twenty of the Term of this Licence — 0%
5. Should either party breach any term or condition of this Agreement, the other party
shall have the right to notify the party of such default and, if the party in default has
not taken steps to remedy that default within fourteen (14) days, the other party may
immediately terminate this Agreement for cause by delivering notice of the same in
writing to the party in default.
Notice
6. All notices required or desired to be given to either of the Parties in connection with
this Agreement as arising therefrom shall be in writing and shall be given by hand
delivery or email to an officer or director of the intended Party or Parties at the
following addresses:
To the Licensor at:
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Attention-
Email -
To the Licensee at-
Attention-
Email -
or to such other address, email address, or individual as may be designated by
written notice by the other party from time to time.
General
7. The Licensor owns and operates on the Lands a fire station, including washrooms
and a classroom, as well as the permitted Licensee live fire training structure(s) (the
"Facilities"). Schedule "A" hereto demonstrates the layout of the Lands and the
Facilities thereupon. The broad purposes of this Agreement include:
7.1.To permit the Licensee to pour a concrete pad and place a Class "A" live -fire
training structure upon the Lands;
7.2. To permit the Licensee to access and use the Facilities for the training of
emergency responders;
7.3.To permit the Licensee to authorize third parties to access and use the Facilities
for the training of emergency responders;
7.4.To permit the Licensee to place and maintain its own resources and
appurtenances related to the live -fire structure, including a propane or natural
gas tank, on the Lands;
7.5. To ensure that all users of the Facilities will be scheduled and charged by the
Licensee for and on behalf of the Licensor.
Insurance
8. Each party shall maintain, at a minimum, the following insurance:
8.1. Comprehensive general liability insurance, including bodily injury and property
damage liability, personal injury liability, completed operations liability, blanket
contractual liability with a severability of interest and cross liability clause to a
limit of no less than five million ($5,000,000.00) dollars in respect to any one
occurrence. The above -mentioned policy shall be endorsed to include the other
party as an Additional Insured.
8.2. Non -owned Automobile liability policy to a limit of no less than two million
($2,000,000.00) dollars per occurrence.
8.3. Environmental Impairment liability insurance covering the work and services
described in this Agreement including coverage for loss or claims arising from
contamination to third party property or bodily injury during transit. Such policy
shall provide coverage for an amount not less than one million ($1,000,000.00)
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dollars and shall remain in force for at least twelve (12) months following the
termination of this Agreement.
The aforenoted policies of insurance shall contain or shall be subject to the following
terms and conditions:
8.4. Be written with an insurer licensed to do business in Ontario.,
8.5. Be non-contributing with, and will apply only as primary and not excess to, any
other insurance or self-insurance available to the party;
8.6.Any deductible amounts shall be borne by the insured party; and
8.7. The insured party shall provide proof of insurance to the other party upon
request. Proof of insurance shall be in the form of Certificates of Insurance, in
form and detail satisfactory to the requestor, signed by an authorized
representative of the insurer.
9. Each party shall at all times ensure that it remains in good standing with the
Workplace Safety and Insurance Board.
Licensee Covenants
10. The Licensee further covenants with the Licensor:
10.1. To schedule the use of the Facilities by the Licensor, Licensee, and Third
Parties;
10.2. To pay the Licensor an annual fee of $3,000.00, inclusive of tax;
10.3. To pay the Licensor $300.00, inclusive of tax, for each day on which the
Facilities are used by the Licensee or a Third Party;
10.4. To require each Third Party to warrant that its use of the Facilities will be
overseen by a qualified supervisor and will adhere to relevant best practices;
10.5. To ensure that the Licensee's own uses of the Facilities are overseen by a
qualified supervisor and adhere to relevant best practices;
10.6. To ensure that the Licensee's own use of the Facilities and any authorized
third -party use of the Facilities burns only those materials that are industry -
standard materials, including propane, for training purposes;
10.7. To obtain from each Third Party, prior to sub -licensing the use of the
Facilities to that Third Party, Indemnities and Waivers in favour of the Licensor,
which shall be at least as protective as the indemnity in favour of the Licensor
herein;
10.8. To ensure each Third Party is insured to the satisfaction of the Licensor,
which requirement(s) must be delivered in writing by the Licensor to the
Licensee;
10.9. To be responsible to the Licensor for any damage or injury (including
death) to a person or property that occurs during the Licensee's scheduled use
of the Facilities, except and to the extent that such damage or injury is the result
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of a negligent action or omission of the Licensor or results from a failure of the
Licensor to meet its obligations pursuant to this Agreement;
10.10. To inform the Licensor promptly of any damage, defect, or condition of the
Facilities or on the Lands that renders use of the Facilities unsafe or which could
otherwise affect users' use of the Facilities that occurred during the Licensee's
use of the Facilities;
10.11. To inform the Licensor promptly of any damage or injury to a person or
property that occurred during the use of the Facilities, including use by the
Licensee or a Third Party, of which the Licensee becomes aware;
10.12. To maintain the appearance of the Facilities in a neat, clean and well -kept
manner following any use by the Licensee or authorized by the Licensee;
10.13. To ensure that no refuse, litter, garbage, combustibles, or loose or
objectionable material accumulates in or about the Facilities or Lands arising out
of Licensee use or use authorized by the Licensee;
10.14. To inspect and maintain in good repair the live -fire structure and all
equipment and appurtenances thereto at its own expense;
10.15. To ensure that the Facility is not operated for the purpose of live -fire burns
during wind conditions that negatively affect nearby residents;
10.16. Should the Licensee elect to place a propane or natural gas tank upon the
Lands, to ensure that said tank meets or exceeds the safety requirements of the
Technical Standards and Safety Authority and is appropriately protected by
safety barriers, should such barriers be required; and
10.17. To indemnify and hold harmless the Licensor from and against any loss,
damage or injury (including injury resulting in death) to any person or property
(including, without restricting the generality of the foregoing, employees,
contractors, agents and property of the Licensor, directly or indirectly arising out
of, resulting from or sustained by reason of the Licensee's occupation or use of
the Lands or any default of the Licensee under this Agreement to the extent that
such loss, damage, or injury arises from the negligent action or omission of the
Licensee.
Licensor Covenants
11. The Licensor further covenants with the Licensee:
11.1. To schedule all uses of the Facilities through the Licensee and to promptly
inform the Licensee of any planned uses of or works upon the Land which could
affect the use of the Facilities;
11.2. To ensure that any use of the Facilities by the Licensor is overseen by a
qualified supervisor;
11.3. To permit the Licensee and any Third Party properly authorized by the
Licensee to access the Lands and Facilities as scheduled by the Licensee,
including by permitting adequate parking upon the Lands and by ensuring that
the Licensee and/or the Third Party has all necessary keys, access codes, etc.
to permit it to access and make full use of the Facilities;
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11.4. To permit the Licensee to access and use the Land for any inspection,
maintenance, and/or repair that the Licensee may wish to carry out;
11.5. Not to permit any unauthorized use of the Facilities, including any use
whatsoever that is not appropriately overseen by a qualified supervisor;
11.6. To permit the Licensee to place and maintain a Class "A" live -fire
structure, inclusive of concrete pad, and a propane or natural gas tank and
accompanying safety barriers upon the Lands for use at the Facilities, provided
that such tank meets or exceeds the safety requirements of the Technical
Standards and Safety Authority;
11.7. To maintain the appearance of the Lands and its own structures and
equipment thereon in a neat, clean and well -kept manner;
11.8. To inspect and maintain in repair all its structures and equipment, at its
own expense;
11.9. To ensure that no refuse, litter, garbage, combustibles, or loose or
objectionable material accumulates in or about the live -fire structure;
11.10. To pay taxes (including local improvements) and all rates, licence fees
and other charges imposed on or with respect to the Lands as same become
due;
11.11. To inspect routinely the Facilities to ensure that they remain in safe,
working order;
11.12. To ensure that the Facility is not operated for the purpose of a live -fire
burn by the Licensor during wind conditions that negatively affect nearby
residents;
11.13. To inform the Licensee promptly of any damage, defect, or condition of the
Facilities or on the Lands that renders use of the Facilities unsafe or which could
otherwise affect users' use of the Facilities;
11.14. To inform the Licensee promptly of any damage or injury to a person or
property that occurred during the use of the Facilities, including use by the
Licensor or a Third Party, of which the Licensor becomes aware;
11.15. To be wholly responsible for any damage or injury to a person (including
death) or property that occurs outside of the scheduled use(s) of the Facilities by
the Licensee and/or Third Parties authorized and scheduled by the Licensee.
For clarity, this means that the Licensor is wholly responsible for its own use of
the Facilities scheduled through the Licensee and for any use of the Facilities
not authorized by the Licensee;
11.16. In the event that the Facilities are rendered unsafe or otherwise not fit for
use, to repair swiftly such defect at its own expense; and
11.17. To indemnify and hold harmless the Licensee from and against any loss,
damage or injury (including injury resulting in death) to any person or property
(including, without restricting the generality of the foregoing, employees,
contractors, agents and property of the Licensor, directly or indirectly arising out
of, resulting from or sustained by reason of the Licensor's occupation or use of
the Lands or any default of the Licensor under this Agreement to the extent that
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such loss, damage, or injury arises from the negligent action or omission of the
Licensor.
12. The Licensor acknowledges and agrees that it has had the opportunity to review and
make inquiries as to the nature and extent of the activities, installations and
equipment authorized by this licence and that following its execution shall not allege
or construe that any construction works, installations or equipment authorized herein
was not contemplated at the time of the grant of licence. Notwithstanding the non-
exclusive use of the Lands pursuant to the grant of licence, the Licensor specifically
acknowledges that the activities authorized and contemplated pursuant to this
licence will, at times, make portions of the property and the Lands inaccessible, or
will require the Licensee to exercise exclusive control over the Facilities and/or
Lands and lay down areas for the purpose of safety and as may be required by law,
including but not limited to the Occupational Health and Safety Act.
Miscellaneous
13. If any clause of this Agreement shall be determined by a court of competent
jurisdiction as illegal or unenforceable, then such clause shall be considered
separate and severable from the rest of this Agreement, and the remaining
provisions shall remain in full force and effect and shall continue to be binding upon
the parties as though the illegal or unenforceable clause had never been included.
14. Each party to this Agreement hereby acknowledges that it has been advised of its
right to engage independent legal counsel of its own selection in connection with the
review and execution of this Agreement. As such, no party hereto shall be
considered to be the drafter of this Agreement or any section hereof, and no
presumption shall apply to any party as the "drafter." Each party understands the
advisability of seeking legal counsel and/or other professional advisors to review the
Agreement and has exercised its own judgment in this regard.
15. No waiver of any part of this Agreement will be deemed to be a waiver of any other
provision. No term of this Agreement will be deemed to be waived by reason of any
previous failure to enforce it. No term of this Agreement may be waived except in a
writing signed by the party waiving enforcement.
16. This Agreement, including any applicable Service Schedules, constitutes the entire
agreement between the parties with respect to the subject matter hereof. This
Agreement supersedes any prior agreements, understandings, negotiations and
discussions, whether oral or written, between the parties. Unless otherwise
expressly indicated in the applicable Service Schedule, in the event of any
inconsistency between the body of this Agreement and any Service Schedule, the
body of this Agreement will govern. Unless otherwise expressly indicated, in the
event of any inconsistency between two or more Service Schedules, the Service
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Schedule with the most recent "effective date" will govern. No supplement,
modification, amendment, waiver, or termination of this Agreement shall be binding
unless executed in writing by the Parties.
17. Unless otherwise required under Applicable Law, neither party may assign this
Agreement or any right or obligation under this Agreement without receiving the
other party's written consent in advance.
18. This Agreement may be signed by way of electronic signatures, provided that such
electronic signatures comply with both parties' policies regarding the same. This
Agreement may be executed in one or more counterparts and thereafter exchanged
by scanned, emailed or facsimile transmission methods, each of which document,
once executed, shall constitute an original thereof and all of which together shall
constitute one and the same Agreement.
19. The validity, construction, and performance of this Agreement shall be governed by
the laws of the Province of Ontario and the Law of Canada applicable therein from
time to time.
[Remainder of page intentionally blank; signatures to follow.]
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IN WITNESS WHEREOF this Agreement has been executed by the parties as of the
date first written above.
THE CORPORATION OF THE TOWNSHIP
OF SOUTHWOLD
per:
Name: Grant Jones
Position: Mayor
per:
Name: Jeff Carswell
Position: Chief Administrative Officer)
1/We have authority to bind the Corporation
CORPORATION OF THE
COUNTY OF ELGIN
per:
Name: Dominique Giguere
Position: Warden
per:
Name: Blaine Parkin
Position: Chief Administrative Officer
IlWe have authority to bind the Corporation.
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