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06 - March 24, 2026 Committee of the Whole Agenda PackageElgmCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, March 24, 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 Community and Cultural Services - CSS 26-02 Unscheduled 5 Closing of County Facilities Policy Approval 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes March 10, 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 Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Jack Couckuyt (with notice) 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 Joe Anne Holloway, Director of Homes and Seniors Services Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Meeting Call to Order The meeting was called to order at 10:34 a.m. with Warden Giguere in the chair. 2. Approval of Agenda Resolution Number: CW26-23 Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the agenda for the March 10, 2026 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW26-24 Moved by: Deputy Warden Jones Seconded by: Councillor Leatham RESOLVED THAT the minutes of the meeting held on February 24, 2026 be adopted. Page 2 of 10 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 Legislative Services Coordinator - ADM 26-09 2026 Sponsorship Application Submissions The Legislative Services Coordinator presented the 2026 sponsorship application submissions to the Elgin County Grants & Sponsorships Program for the Committee's review. Resolution Number: CW26-25 Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT Option B be selected as the preferred funding allocation method for the sponsorships stream of the Elgin County Grants and Sponsorships Program for 2026. Motion Carried. 6.2 Legislative Services Coordinator - ADM 26-10 2026 Grant Application Submission — Menno Lodge of Aylmer The Legislative Services Coordinator presented the report that details the grant request received from Menno Lodge of Aylmer. Resolution Number: CW26-26 Moved by: Councillor Widner Seconded by: Councillor Ketchabaw RESOLVED THAT the grant funding request in the amount of $200,000 submitted by Menno Lodge be approved. Motion Defeated. 6.3 Director of Engineering Services - ENG 26-05 County Road By -Law Updates The Director of Engineering Services presented the report that recommends updates to the Consolidating Road By -Law and the Reduced Load Limits (Half Load Roads) By -Law. Resolution Number: CW26-27 Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT an updated by-law establishing the County roads system be adopted, and THAT an updated by-law establishing reduced load limits on various County Roads between March 1 and April 30 annually, be adopted. Motion Carried. 6.4 Director of Engineering Services - ENG 26-06 County Asset Transfer Protocol Page 3 of 10 The Director of Engineering Services presented the report that seeks direction and approval to develop a funding schedule to facilitate County road asset transfers. Resolution Number: CW26-28 Moved by: Councillor Ketchabaw Seconded by: Deputy Warden Jones RESOLVED THAT staff engage Local Municipal Partners in a dialogue regarding the transfer protocol associated with the transfer of 21.12km of County Roads to their respective local jurisdiction; and THAT staff report back to Committee of the Whole on the results of this dialogue. Motion Carried. 7. Adjournment Resolution Number: CW26-29 Moved by: Councillor Widner Seconded by: Deputy Warden Jones RESOLVED THAT we do now adjourn at 11:34 a.m. to meet again on March 24, 2026 at 9:30 a.m. Motion Carried. Blaine Parkin, Dominique Giguere, Chief Administrative Officer/Clerk. Warden. Page 4 of 10 ElginCounty Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: March 24, 2026 Subject: CSS 26-02 Unscheduled Closing of County Facilities Policy Approval Recommendation(s): THAT the Unscheduled Closing of County Facilities Policy as attached as Appendix A to the report titled "CSS 26-02 Unscheduled Closing of County Facilities Policy Approval" from the Director of Community and Cultural Services dated March 24, 2026 be hereby approved. Introduction: This report recommends that a policy be adopted to guide the decision -making process for closing certain County offices and/or facilities either owned or leased by the County of Elgin, including library branches. Background and Discussion: Staff are recommending that the policy attached as Appendix A to this report be adopted by County Council to provide clearer guidance whenever certain County offices and/or facilities either owned or leased by the County of Elgin are temporarily closed for emergency or other reasons. There is currently no definitive policy in place to guide this decision. It is important to have such a policy framework in place so that decisions can be made quickly and consistently. While these decisions are commonly based on weather -related events, they should also consider factors such as cyberattacks, prolonged power outages and even outcomes from the recent COVID-19 pandemic which have also disrupted County operations in the recent past. Facilities encompassed in this policy include the County's ten library branches, the Elgin County Administration Building, the Elgin County Heritage Centre and the Elgin County Provincial Offences Act Court. The County's three long-term care homes and land ambulance bases have separate operational regulations and requirements and are outside of the scope of this policy. It should also be noted that the decision to close any one facility does not necessarily mean that all facilities will close. For instance, local weather conditions may prompt the closure of one library branch while the rest of the system is able to operate. Page 5 of 10 The policy encompasses how staff may be re -deployed and/or paid whenever a facility is temporarily closed. In the case of Library branch staff, language encompassing such situations is contained in the collective bargaining agreement between the County of Elgin and the Canadian Union of Public Employees. Financial Implications: The decision to temporarily close one or more County offices and/or facilities could have significant financial implications, especially if staff need to be re -deployed to support other operations. The Director of Finance will be consulted as necessary to confirm any budgetary measures that need to be taken as a result of the decision to close offices and/or facilities. Advancement of the Strategic Plan: The policy outlined in this report is integral to the County's day-to-day operations, supporting effective governance and the efficient delivery of services to Council and the public. The policy enhances organizational efficiency and reflects the County's ongoing commitment to transparency, accountability, and good governance. Local Municipal Partner Impact: Local municipal partners will be informed as necessary should the County decide to close one or more offices and/or facilities. Local municipal partners may also be directly involved in any such decisions through provision of emergency services such as fire and as owners of library branch facilities. Communication Requirements: Priority will be given to ensuring timely communication of any decision to temporarily close one or more County offices and/or facilities through all available channels, especially when such a decision impacts public service. The policy as presented contains provisions for such communications. It is generally expected that the County's communications team will lead these efforts. Conclusion: The policy has been reviewed against other County policies relating to health, safety and workplace accommodation, along with applicable collective agreements. Council's endorsement of this policy will help to establish clear parameters to guide the decision - making process whenever one or more County offices and/or facilities are temporarily closed which often occurs on short -notice. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 6 of 10 Appendix A — March 24, 2026 Committee of the Whole Report County of Elgin Policy Manual Subject: Unscheduled Closing of County Facilities Policy Policy Number: XXX-XX Date Approved: XXXX PURPOSE This policy outlines unscheduled closing of the following County offices and/or facilities due to inclement weather, facility issues and/or other emergency reasons: • Elgin County Administration Building —450 Sunset Drive • Elgin County Heritage Centre — 460 Sunset Drive • Elgin County Provincial Offences Act Court - 480 Sunset Drive • Elgin County Library Branches Note: County of Elgin Long -Term Care Homes are operated under separate policies and procedures mandated by the Ontario Ministry of Long -Term Care and are not encompassed under this policy. POLICY STATEMENT Every effort will be made to maintain County services despite circumstances that could disrupt normal operations. The decision to close and re -open a County facility will be made by the Chief Administrative Officer with notification to the Warden; or wherever delegated authority exists under County by-laws. These decisions will take into consideration the chart included in this policy as Appendix A. CONDITIONS WARRANTING CLOSURE Cyberattack — The County may close its offices and/or facilities if a cyberattack disrupts networks and/or critical operating systems. Emergency Evacuations —An office or facility may be temporarily evacuated and closed because of a fire, gas leak, bomb threat, etc. The location may reopen only after emergency personnel give the all clear and the building is safe to reoccupy. Facility Issues — The County will close an office or facility if there are unsafe working conditions including biohazards (such as mold), mechanical failures (such as failure of heating/cooling equipment) compromised superstructure (such as a roof collapse) and during periods of extreme weather. Page 7 of 10 Appendix A — March 24, 2026 Committee of the Whole Report 1010& Elgin,Couaty County of Elgin Policy Manual Inclement Weather - The decision to close an office or facility due to inclement weather shall be determined by conditions prevailing or likely to prevail at each location and may not result in the closure of all offices and/or facilities. Such decisions shall be guided by weather alerts and advisories issues by federal or provincial authorities. Public Health Emergencies — The County may receive a mandate from federal and/or provincial governments to close due to a public health emergency. Alternatively, County offices and/or facilities may need to close during a health emergency due to a staffing shortage. Any other conditions will be assessed on a case -by -case basis according to this policy. EMPLOYEE IMPACT Redeployment of Staff in Partial Closing Situations If conditions require the partial closing of an office or facility, every effort shall be made to redeploy qualified employees to suitable positions at another location that is open, respecting collective agreements where they apply. Some staff may be assigned work from home tasks and training. Employee Pay All scheduled employees shall be paid in accordance with collective agreements and/or the Employment Standards Act when a County office and/or facility is closed due to an identified condition. For delayed openings, all employees will be deemed to be "on call' for what would otherwise be a regular workday and available to return to work upon notification by their manager. Extended Closure of County Offices and/or Facilities Should a condition require the closure of one or more County offices and/or facilities be expected to continue longer than the first day, the Chief Administrative Officer or designate shall determine whether a temporary lay-off of staff is required. COMMUNICATION The County will communicate all unscheduled closures as soon as feasible to the public through all available channels. Signs will be posted at front doors when they are able to be posted. Page 8 of 10 Appendix A — March 24, 2026 Committee of the Whole Report 1010& Elgin,Coun,ty County of Elgin Policy Manual RELATED POLICIES Elgin County Emergency Response Plan Elgin County Delegation of Authority By -Law Elgin County Safety and Health Policies GrOairk) N4,j in (s,ir, of a,)(�),g,i � .......... [ii 11 11 InEgLi,oin .. . ......... ��� rai,in,j,in,g g[vj SkiIlIls Q,eve,[() , 'ieir . ............. ,y ..... .............. .............. . e lea�IUii airv, Hof t I 2M � Page 9 of 10 Appendix A — March 24, 2026 Committee of the Whole Report County of Elgin Policy Manual POLICY APPENDIX A The following chart shall serve as guidance as to when a County office and/or facility is required to be closed for staff and public safety: Condition Closing Threshold Conditions for Reopening Active Threats/Lockdown Immediately All clear from police department Bomb Threat Immediately All clear from police and/or fire department Fire Upon detection All clear from fire department Flood When water impedes All clear from applicable entrances and exits to the authorities building or presents a biohazard Gas Leak Upon detection All clear from applicable authorities High Temperatures Temperatures exceeding Temperature is 29 degrees 29 degrees Celsius within Celsius or lower within the the workplace for more workplace than 60 minutes Low Temperatures Temperature is 15 degrees Temperature is 15 degrees Celsius or lower within the Celsius or higher within the workplace for more than workplace 60 minutes Inclement Weather Prevailing conditions, Prevailing conditions federal / provincial weather improve alerts or advisories Power Outage If the power is not restored Power restored within 60 minutes Excessive Noise Levels Sound level greater than Sound level less than 85 decibels measured over 85 decibels measured over an 8-hour workday an 8-hour workday Approval: Elgin County Council XXXXX Page 10 of 10