12 - May 26, 2026 County Council Agenda Package110c,
ElginCounty
Elgin County Council
Regular Council Meeting
Orders of the Day
Tuesday, May 26, 2026, 9:00 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. Introductions, Recognitions, Memorials
4. Adoption of Minutes 3
5. Disclosure of Pecuniary Interest and the General Nature Thereof
6. Presenting Petitions, Presentations and Delegations
6.1 Laura Bos, Community Development Coordinator, VON -VON Ontario 11
Student Nutrition Program (OSNP)
7. Motion to Adopt Recommendations from the Committee of the Whole
7.1 Warden Giguere - ADM 26-17 - Recommendations from Committee of 18
the Whole — May 12, 2026
8. Committee Recommendations
9. Reports for Information and Immediate Consideration
9.1 Director of Engineering Services - ENG 26-12 Belmont Road (CR 74) 20
and Seventh Avenue Intersection Improvements and Signalization
(Tender No. 2026-T15) — Contract Award
9.2 Director of Engineering Services - ENG 26-13 Putnam Road (CR 47) 24
Reconstruction - Avon (Tender No. 2026-T21) — Contract Award
10. Council Correspondence
10.1 Letter from the Ministry of Emergency Preparedness and Response 27
advising that the County of Elgin has satisfied the requirements of the
Emergency Management and Civil Protection Act (EMPCA) O. Reg
380/04 for 2025
10.2 Western Ontario Wardens' Caucus Media Release - Western Ontario 29
Wardens' Caucus and Great Lakes and St. Lawrence Cities Initiative
Formalize Partnership
10.3 Resolution from the Municipality of Central Elgin regarding the 35
Preservation and Adaptive Reuse of the Front Entrance Building at the
Former St. Thomas Psychiatric Hospital
10.4 Request from Elgin County Pride to hold a flag raising and proclamation 37
on June 9, 2026 in recognition of Pride Month
11. Statements/Inquiries by Members
12. Closed Meeting Items
12.1 Closed Meeting Minutes - May 12, 2026
12.2 Director of Engineering Services - ENG 26-14 Administration Building
Lease Renewal — Elgin Federation of Agriculture
Municipal Act Section 239 (2) (c) a proposed or pending acquisition or
disposition of land by the municipality or local board.
12.3 Director of Legal Services - LEG 26-05 — Land Ambulance Contract
Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client
privilege, including communications necessary for that purpose; and (k)
a position, plan, procedure, criteria or instruction to be applied to any
negotiations carried on or to be carried on by or on behalf of the
municipality or local board.
12.4 Director of Financial Services/Treasurer - FIN — LEG 26-01 — IT
Department
Municipal Act Section 239 (2) (d) labour relations or employee
negotiations; and (f) advice that is subject to solicitor -client privilege
including communications necessary for that purpose.
13. Motion to Rise and Report
14. Consideration of By -Laws
14.1 By -Law No. 26-24 Confirmation
15. Adjournment
061
Page 2 of 39
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Elgin County Council
Regular Council Meeting
Minutes
May 12, 2026, 9:00 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
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
Joe Anne Holloway, Director of Homes and Seniors Services
Katherine Thompson, County Clerk/Manager of Administrative
Services
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Ryan Terpstra, Manager of Corporate Facilities
Mike Hoogstra, Manager of Purchasing and Risk
Jenna Fentie, Deputy Clerk
Stefanie Heide, Executive Performance Coordinator
Meeting Call to Order
The meeting was called to order at 9:01 a.m. with Warden Giguere in the chair.
2. Approval of Agenda
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT the agenda for the May 12, 2026 County Council Meeting be
approved as amended, to include an additional item in closed session titled
"Litigation Update" under Section 239 (2) (e) litigation or potential litigation,
including matters before administrative tribunals, affecting the municipality or
local board.
Motion Carried.
3. Introductions, Recognitions, Memorials
None.
Page 3 of 39
4. Adoption of Minutes
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT the minutes of the Regular Council Meeting and the Special
Council Meeting held on April 28, 2026 be adopted.
Motion Carried.
5. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
6. Presenting Petitions, Presentations and Delegations
None.
7. Motion to Adopt Recommendations from the Committee of the Whole
7.1 Warden Giguere - ADM 26-15 - Recommendations from Committee of
the Whole — April 28, 2026
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT items CW26-42 — CW26-43 from the Committee of the
Whole meeting dated April 28, 2026, and the recommendations therein be
adopted.
Motion Carried.
8. Committee Recommendations
None.
9. Reports for Information and Immediate Consideration
9.1 Manager of Procurement & Risk - FIN 26-02 Temporary Extension of
IT Services, Single Source
The Manager of Procurement & Risk presented the report seeking
approval for the temporary extension of IT services to the County's
existing service provider, MSP Corp, on a single source basis until August
31, 2026, to permit the County time to complete its RFP process for IT
Services.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the Warden and Chief Administrative Officer be
authorized to sign the extending agreement for the temporary extension of
IT Services with MSP Corp.
Motion Carried.
9.2 Director of Engineering Services - ENG 26-10 Eden (B53) and Calton
(B47) Bridge Rehabilitations — Contract Award (Tender No. 2026-T14)
The Director of Engineering Services presented the report seeking
approval to award the contract for the Eden Bridge and Calton Bridge
rehabilitation projects to Vandenberk Construction Inc.
Moved by: Councillor Leatham
Seconded by: Councillor Sloan
RESOLVED THAT Vandenberk Construction Inc. be selected to complete
the Eden (1353) and Calton (1347) Bridge Rehabilitations, Tender No. 2026-
T14 at a total price of $2,224,363.33 inclusive of a $320,000 contingency
Page 4 of 39
and testing allowance and exclusive of HST; and
THAT the Warden and Chief Administrative Officer be directed and
authorized to sign the contracts.
Motion Carried.
9.3 Manager of Administrative Services/Deputy Clerk - ADM 26-16 AMO
Delegation Requests 2026
The Manager of Administrative Services/Deputy Clerk presented the
report seeking Council's direction regarding the provincial ministries and
specific topics for which it wishes to request delegations at the 2026 AMO
Conference.
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT Elgin County submit delegation requests to the
Ministry of Economic Development regarding challenges and opportunities
related to growth in the region, including the availability of electricity and
potential incentive programs to redevelop Brownfield sites, and to the
Ministry of Municipal Affairs and Housing advocating for local flexibility in
planning policies particularly related to minimum farm sizes and other rural
considerations.
Motion Carried.
9.4 Chief Administrative Officer - Quarterly Reporting Update (verbal)
The Chief Administrative Officer provided an update on the development
of a robust quarterly reporting framework and informed Council that the
quarterly reporting will be presented to Council at the first meeting in June
Warden Giguere also noted that the Warden's Activities will be integrated
into the quarterly reporting going forward.
Moved by: Councillor Noble
Seconded by: Councillor Leatham
RESOLVED THAT the Quarterly Reporting Update from the Chief
Administrative Officer be received and filed.
Motion Carried.
10. Council Correspondence
Moved by: Councillor Noble
Seconded by: Councillor Leatham
RESOLVED THAT Correspondence Items 10.1 - 10.2 and 10.4 - 10.5 be
received and filed.
Motion Carried.
10.1 Western Ontario Wardens' Caucus Media Release -Western Ontario
Wardens' Caucus Engages Provincial Leaders at Queen's Park on
Key Regional Priorities
10.2 Western Ontario Wardens' Caucus April 2026 Newsletter
10.3 Resolution from the City of Pickering regarding a Request for a
Province -Wide School Board Governance Consultation Process
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
Page 5 of 39
RESOLVED THAT Elgin County Council support the resolution from the
City of Pickering requesting a province -wide school board governance
consultation process.
Motion Carried.
10.4 Resolution from Oxford County regarding the Association of Ontario
Road Supervisors (AORS) Request for Provincial Legislation
Amendments, Health and Safety
10.5 Southwestern Integrated Fibre Technology (SWIFT) 2026 Strategic
Plan
10.6 Flag Raising and Proclamation Request from the Elgin/Central Elgin
Joint Accessibility Advisory Committee in recognition of
Accessibility Week 2026
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT a flag raising and proclamation be held on June 1,
2026 in recognition of Accessibility Week.
Motion Carried.
11. Statements/Inquiries by Members
11.1 Chief Administrative Officer -Staffing Updates
The Chief Administrative Officer provided an update regarding staffing
updates in the Administrative Services department, including updates
regarding the appointment of the County Clerk and Deputy Clerk.
12. Closed Meeting Items
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT we do now proceed into closed meeting session in
accordance with the Municipal Act to discuss the following matters under
Municipal Act Section 239 (2):
Closed Meeting Item #1 - Closed Meetinq Minutes - April 28, 2026
Closed Meeting Item #2 - Closed Meeting Minutes - April 28, 2026 Special
Council Meeting
Closed Meeting Item #3 - ENG 26-11 Lease Renewals - County Administration
Building
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board.
Closed Meeting Item #4 - HSS 26-03 Laundry Services - Terrace Lodge
(d) labour relations or employee negotiations; and (k) a position, plan, procedure,
criteria or instruction to be applied to any negotiations carried on or to be carried
on by or on behalf of the municipality or local board.
Closed Meeting Item #5 - HSS 26-04 Staff Scheduling - Long -Term Care Homes
(d) labour relations or employee negotiations; and (k) a position, plan, procedure,
criteria or instruction to be applied to any negotiations carried on or to be carried
on by or on behalf of the municipality or local board.
Closed Meeting Item #6 - Bargaining Update (verbal)
Page 6 of 39
(d) labour relations or employee negotiations
Closed Meetina Item #7 - LEG 26-02 White's Station Uodate
(f) advice that is subject to solicitor -client privilege, including communications
necessary for that purpose; and (k) a position, plan, procedure, criteria or
instruction to be applied to any negotiations carried on or to be carried on by or
on behalf of the municipality or local board.
Closed Meeting Item #8 - LEG 26-04 Contracted Services Terms and Conditions
(f) advice that is subject to solicitor -client privilege, including communications
necessary for that purpose; and (k) a position, plan, procedure, criteria or
instruction to be applied to any negotiations carried on or to be carried on by or
on behalf of the municipality or local board.
Closed Meeting Item #9 - Litigation Update
(e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board.
Motion Carried.
12.1 Closed Meeting Minutes -April 28, 2026
12.2 Closed Meeting Minutes -April 28, 2026 Special Council Meeting
12.3 Manager of Corporate Facilities - ENG 26-11 Lease Renewals -
County Administration Building
12.4 Director of Homes and Seniors Services - HSS 26 03 Laundry
Services — Terrace Lodge
12.5 Director of Homes and Seniors Services - HSS 26 04 Staff Scheduling
— Long -Term Care Homes
12.6 Director of People and Culture - Bargaining Update (verbal)
12.7 Director of Legal Services - LEG 26-02 White's Station Update
12.8 Director of Legal Services - LEG 26-04 Contracted Services Terms
and Conditions
12.9 Director of Legal Services - Litigation Update
13. Motion to Rise and Report
Moved by: Deputy Warden Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meetina Item #1 - Closed Meetina Minutes - Aoril 28. 2026
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
RESOLVED THAT the closed meeting minutes of the meeting held on April 28,
2026 be adopted.
Motion Carried.
Closed Meeting Item #2 - Closed Meeting Minutes - April 28, 2026 Special
Council Meeting
Page 7 of 39
Moved by: Councillor Widner
Seconded by: Councillor Ketchabaw
RESOLVED THAT the closed meeting minutes of the Special Council Meeting
held on April 28, 2026 be adopted.
Motion Carried.
Closed Meetinq Item #3 - ENG 26-11 Lease Renewals - County Administration
Buildinq
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT a two-year term Lease Agreement between 1342961 Ontario
Inc. (John E. Hogan) and Elgin County in relation to Suite 313 and storage room
34 commencing May 1, 2026, and annual rent of $46,606.40 be approved; and
THAT a two-year term Lease Agreement between Alzheimer Society Southwest
Partners, and Elgin County in relation to Suites 229, 232, 237-1 and storage
rooms 247 and 410A. Lease commencing May 1, 2026, at an annual rent of
$23,842.88 be approved; and
THAT a one-year term Lease Agreement between Carol Hawthorne and Elgin
County in relation to Suite 345-1. Lease commencing May 1, 2026, at an annual
rent of $4,675.90 be approved; and
THAT a new commercial three-year term Lease Agreement between Western
Ontario Wardens' Caucus Inc (Kate Burns), and Elgin County in relation to Office
132. Lease commencing May 1, 2026, at an annual rent of $5,040.00 be
approved.
Motion Carried
Closed Meeting Item #4 - HSS 26-03 Laundry Services - Terrace Lodge
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT staff proceed as directed.
Motion Carried.
Closed Meeting Item #5 - HSS 26-04 Staff Scheduling - Long -Term Care Homes
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
RESOLVED THAT the confidential report titled "HSS 26-04 Staff Scheduling -
Long -Term Care Homes" from the Director of Homes and Seniors Services dated
May 12, 2026 be received and filed.
Motion Carried.
Closed Meeting Item #6 - Bargaining Update (verbal)
Moved by: Councillor Leatham
Seconded by: Councillor Ketchabaw
RESOLVED THAT the confidential verbal report from the Director of Legal
Services be received and filed.
Motion Carried.
Closed Meeting Item #7 - LEG 26-02 White's Station Update
Page 8 of 39
Moved by: Councillor Ketchabaw
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "LEG 26-02 White's Station" from the Director
of Legal Services and Director of Engineering Services dated May 12, 2026 be
received and filed.
Motion Carried.
Closed Meeting Item #8 - LEG 26-04 Contracted Services Terms and Conditions
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT the report titled "LEG 26-04 Contracted Services Terms and
Conditions" from the Director of Legal Services dated May 12, 2026 be received
and filed.
Motion Carried.
Closed Meeting Item #9 - Litigation Update
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT the confidential update from the Director of Legal Services be
received and filed.
Motion Carried.
14. Consideration of By -Laws
14.1 By -Law No. 26-20 Appoint a Chief Administrative Officer
BEING a By -Law to Appoint a Chief Administrative Officer for the
Corporation of the County of Elgin and to Repeal By -Law No. 23-47.
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT By -Law No. 26-20 be now read a first, second, and
third time and finally passed.
Motion Carried.
14.2 By -Law No. 26-21 Appoint a Clerk
BEING a By -Law to Appoint a Clerk for the Corporation of the County of
Elgin.
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT By -Law No. 26-21 be now read a first, second, and
third time and finally passed.
Motion Carried.
14.3 By -Law No. 26-22 Appoint a Deputy Clerk and Deputy Clerks
(Alternate)
BEING a By -Law to Appoint a Deputy Clerk and Deputy Clerks (Alternate)
for the Corporation of the County of Elgin and to Repeal By -Law No. 24-
23.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Widner
Page 9 of 39
RESOLVED THAT By -Law No. 26-22 be now read a first, second, and
third time and finally passed.
Motion Carried.
14.4 By -Law No. 26-23 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the May 12, 2026 Meeting.
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT By -Law No. 26-23 be now read a first, second, and
third time and finally passed.
Motion Carried.
15. Adjournment
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT we do now adjourn at 11:30 a.m. to meet again on May 26,
2026 at 9:00 a.m.
Motion Carried.
Katherine Thompson, Dominique Giguere,
County Clerk/Manager of Warden.
Administrative Services.
Page 10 of 39
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ElginCOUr'ity'
Report to County Council
From: Dominique Giguere, Warden
Date: May 26, 2026
Subject: ADM 26-17 - Recommendations from Committee of the Whole — May 12, 2026
Recommendation(s):
THAT items CW26-47 — CW26-48 from the Committee of the Whole meeting dated May
12, 2026, and the recommendations therein be adopted.
Introduction:
Recommendations of the Committee of the Whole are considered formally for adoption
at the next regular meeting of County Council.
Background and Discussion:
At the meeting held on May 12, 2026, Committee of the Whole recommended the
following to County Council:
CW26-47
THAT the Library Branch Construction and
Moved: Councillor Hentz
Interest -Free Loan Policy attached as
Seconded: Councillor
Appendix A to the May 12, 2026
Ketchabaw
Committee of the Whole report titled
Motion Carried.
"Library Branch Construction and Interest -
Free Loan Policy Adoption" from the
Director of Community and Cultural
Services be hereby adopted.
CW26-48
THAT the Enterprise Risk Management
Moved: Councillor Hentz
Framework be adopted.
Seconded: Deputy Warden
Jones
Motion Carried.
Page 18 of 39
Additional Notes:
None.
Financial Implications:
None.
Advancement of the Strategic Plan:
The initiatives outlined in this report are integral to the County's day-to-day operations,
supporting effective governance and the efficient delivery of services to Council and the
public. Together, they enhance organizational efficiency and reflect the County's
ongoing commitment to transparency, accountability, and good governance.
Local Municipal Partner Impact:
row
Communication Requirements:
•Cm
Conclusion:
Recommendations from the Committee of the Whole meeting held on May 12, 2026,
are included in this report for Council's consideration.
All of which is Respectfully Submitted
Dominique Giguere
Warden
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 19 of 39
ElginCOL,ir'ity'
Report to County Council
From: Peter Dutchak, Director of Engineering Services
Mike Hoogstra, Manager of Procurement & Risk
Date: May 26, 2026
Subject: ENG 26-12 Belmont Road (CR 74) and Seventh Avenue Intersection
Improvements and Signalization (Tender No. 2026-T15) — Contract Award
Recommendation(s):
THAT KWS Electrical Services be selected to complete the Belmont Road (CR 74) and
Seventh Avenue Intersection Improvements and Signalization project, Tender No. 2026-
T15 at a total price of $463,092.27 inclusive of a $53,500 contingency and testing
allowance and exclusive of HST; and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
Introduction:
As part of the 2026 Capital Budget, tenders were advertised and issued as per the
County's Procurement Policy for road improvements and signalization of the Belmont
Road (CR 74) and Seventh Avenue intersection, located in the community of Belmont in
the Municipality of Central Elgin. A map showing the project location is shown below:
Page 20 of 39
Background and Discussion:
The intersection of Belmont Road (CR 74) and Seventh Avenue is proposed to receive
a signalized intersection due to the anticipated pedestrian and vehicular traffic to the
new Belmont Public School currently under construction on Seventh Avenue. Belmont
Road has also experienced increased traffic since the announcement of the PowerCo
development and concerns with respect to heavy truck traffic, speeding and volume
have been received.
The project includes civil works on Seventh Avenue approaching the intersection. The
cost of the proposed works on Seventh Avenue are the responsibility of the Municipality
of Central Elgin and have been supported by local staff.
The County retained Optimum Traffic Services Inc. in late 2025 through a Request for
Quote process to provide detailed design, contract administration, and inspection
services for this project.
The tender package for this project was posted on April 2, 2026. A total of seventeen
(17) contractors downloaded tender documents for this project from the County's
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bidding system...I�.L.�.."s�°":.:t�:".U::��.°�:::"i: � ........
Six (6) qualified contractors submitted electronic bids for this tender which closed on
April 29, 2026. Bids were received as follows:
Bidder / Company Name
Bid Price'
(exclusive of HST)
KWS Electrical Services
$463,092.27
Dufferin Construction Company
$472,400.80
J-AAR Civil Infrastructures Limited
$486,977.49
D Rock Paving
$487,814.95
ER(Holdings) Inc.
$491,716.00
Trans Power Utility Contractors Inc.
$750,765.58
1 Total bid price includes a $53,500 contingency, testing and hydro connection allowance.
KWS Electrical Services submitted the lowest compliant bid for the project at a total
price of $463,092.27 exclusive of HST.
Financial Implications:
The following is a summary of the estimated project costs. These costs will be
confirmed throughout the project:
Construction Tender Value
$ 463, 092.27
Page 21 of 39
Utility Relocations $ 30,000.00
Engineering Consulting Services (Optimum Traffic) $ 43,000.00
Net HST (1.76%) $ 9,435.22
Total Project Costs' $ 545,527.49
2026 Capital Budget Allocation $ 732,174.40
Central Elgin Civil Work Portion $ 103,625.62
Thames Valley District School Board Funding $ 82,000.00
Forecast Budget Surplus/(Deficit)
$ 372,272.53
1 Costs inclusive of allowances, net HST, engineering, inspection and contract administration.
Sufficient project funds exist to accommodate the contract award.
Advancement of the Strategic Plan:
The infrastructure investment activities that result from completing this work develop,
enhance and maintain county transportation assets to support current and future
community needs, thus supporting Councils strategic strategy of sustainable community
growth.
Local Municipal Partner Impact:
The project scope includes work for the Municipality of Central Elgin and a funding
agreement will be prepared and executed with the municipality to detail funding
responsibilities.
Communication Requirements:
Project sign boards will be installed in advance of all roadworks and project details will
be posted on the Municipal 511 platform.
A weekly capital project update will be circulated to Elgin's local municipal partners and
elected officials to advise them of the following weeks anticipated works.
Conclusion:
Staff recommends award of the project to the low bidder, KWS Electrical Services.
Work on this project is scheduled to begin in mid -June with substantial completion
anticipated to be achieved by September 2026. The new Belmont school is scheduled
to be completed in January 2027.
As per the County of Elgin's Purchasing Policy, if change orders are required and the
cost increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
Page 22 of 39
approved by Council by more than 10%, the Director will prepare a further report to
Council outlining the expenditures.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Mike Hoogstra
Manager of Procurement & Risk
Approved for Submission
Blaine Parkin
Chief Administrative Officer
Page 23 of 39
ElginCOUr'ity'
Report to County Council
From: Peter Dutchak, Director of Engineering Services
Mike Hoogstra, Manager of Procurement & Risk
Date: May 26, 2026
Subject: ENG 26-13 Putnam Road (CR 47) Reconstruction - Avon (Tender No. 2026-
T21) — Contract Award
Recommendation(s):
THAT Gedco Excavating Ltd. be selected to complete the Putnam Road (CR 47)
Reconstruction project, Tender No. 2026-T21 at a total price of $799,738.25 inclusive of
a $50,000 contingency allowance and exclusive of HST; and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
Introduction:
As part of the 2026 Capital Budget, tenders were advertised and issued as per the
County's Procurement Policy for the reconstruction of Putnam Road (CR 47) from Avon
Drive south for approximately 330 meters in the community of Avon, Township of
Malahide. A map showing the project limits is shown below:
�r-
Page 24 of 39
Background and Discussion:
The Putnam Road (CR 47) reconstruction project includes the replacement of the storm
sewer system, curb and gutter and roadway. The project scope additionally includes a
gateway entrance feature at the southern hamlet boundary to convey to drivers they are
entering a residential area.
The County retained Spriet Associates in late 2025 to provide detailed design, contract
administration, and inspection services for this project. The project design and
scheduling has been coordinated with Municipal Drain improvements in the area.
The tender package for this project was posted on April 8, 2026. A total of eighteen
(18) contractors downloaded tender documents for this project from the County's
bidding system
Four (4) qualified contractors submitted electronic bids for this tender which closed on
April 30, 2026. Bids were received as follows:
Bidder / Company Name
Bid Price'
(exclusive of HST)
Gedco Excavating Ltd.
$799,738.25
Robert M. Simon Construction
$903,647.21
Dufferin Construction Company
$996,810.30
Froese Excavating Ltd.
$1,118,316.54
1 Total bid price includes a $50,000 contingency allowance.
Gedco Excavating Ltd. submitted the lowest compliant bid for the project at a total price
of $799,738.25 exclusive of HST.
Financial Implications:
The following is a summary of the estimated project costs. These costs will be
confirmed throughout the project:
Construction Tender Value $ 799,738.25
Engineering Consulting Services (Spriet Associates) $ 23,900.00
Net HST (1.76%) $ 14,496.03
Total Project Costs'
$ 838,134.28
2025/2026 Capital Budget Allocation $ 758,000.00
Forecast Budget Surplus/(Deficit) ($ 80,134.28)
Page 25 of 39
I Costs is inclusive of allowances, net HST, engineering, inspection and contract administration.
The forecast budget deficit is $80,134.28 and this amount will be funded from other
project efficiencies where tender awards were less than approved budget amounts.
Advancement of the Strateaic Plan:
The infrastructure investment activities that result from completing this work develop,
enhance and maintain county transportation assets to support current and future
community needs, thus supporting Councils strategic strategy of sustainable community
growth.
Local Municipal Partner Impact:
The project's design drawings have been circulated to Township of Malahide staff for
comments that have been incorporated into the works.
Communication Requirements:
Project sign boards will be installed in advance of all roadworks and project details will
be posted on the Municipal 511 platform.
A weekly capital project update will be circulated to Elgin's local municipal partners and
elected officials to advise them of the following weeks anticipated works.
Conclusion:
Staff recommends award of the project to the low bidder, Gedco Excavating Ltd.
Work on this project is scheduled to begin in late June with substantial completion
anticipated to be achieved by the end of September 2026.
As per the County of Elgin's Purchasing Policy, if change orders are required and the
cost increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
approved by Council by more than 10%, the Director will prepare a further report to
Council outlining the expenditures.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Mike Hoogstra
Manager of Procurement & Risk
Approved for Submission
Blaine Parkin
Chief Administrative Officer
Page 26 of 39
Ministry of Emergency Ministre de la Protection civile et
Preparedness and Response de I'Intervention en cas d'urgence Apftk
,�
25 Morton Shulman Ave, 25, ay. Morton Shulman, U n "LL
r i o
Toronto, ON M3M 0131 Toronto, ON M3M 0131
May 07, 2026
County of Elgin
Dear Jeff Brooks - CEMC:
The Ministry of Emergency Preparedness and Response (MEPR) is pleased to advise that
we have completed our review of the documentation submitted to the Ministry towards
meeting the requirements in the Emergency Management and Civil Protection Act
(EMCPA) O. Reg. 380/04 and our assessment indicates that your municipality has
satisfied all thirteen (13) program elements for 2025. Congratulations and thank you for
your continued dedication to a safe, practiced and prepared Ontario.
On December 3, 2025, the Government of Ontario passed Bill 25, the Emergency
Management Modernization Act, 2025 which amended the EMCPA to enable a more
effective, coordinated and comprehensive approach to provincial and community
emergency management.
Some amendments are now in effect, with no new requirements for partners. All
existing EMCPA municipal requirements remain the same for 2026.
EMCPA amendments specific to municipalities are expected to come into force at a later
date pending direction and future regulations, including
• Enabling flexibility regarding requirements for municipal emergency management
programs and plans based on needs and capacity.
• Allowing two or more municipalities to voluntarily develop and implement joint
emergency management programs and plans.
• Clarifying the process for and ensuring accountability of municipal emergency
declarations under the EMCPA.
The e-Laws link to the EMCPA has now been updated and includes text with a grey
background for the provisions not yet in force.
The ministry remains committed to working closely with municipal emergency
management partners throughout the implementation of these amendments, including
the development of supporting regulations pending direction.
If you have any questions on the amendments, please contact the Strategic Policy and
Governance Branch in the Ministry of Emergency Preparedness and Response at
EMOPolicv@ontario.ca.
For further information on our assessment or if you have any questions or concerns
about this letter, please contact your Field Officer.
Name: Darin Dees
Email: krysta-leigh.johnston@ontario.ca;darin.dees@ontario.ca
U0•O- 19YA N1.11iyz!
Page 27 of 39
Sincerely,
Tony Bavota
Assistant Deputy Minister, Emergency Response Division
Ministry of Emergency Preparedness and Response
cc: Warden Grant Jones
Page 28 of 39
IFY %J'Ifw
%0
Media Release
FOR IMMEDIATE RELEASE — May 8, 2026
GREAT LAKES AND S . LAWRENCE
VALLIANCE DES vlLLE
Western Ontario Warden's Cacus and Great Lakes and St.
Lawrence Cities Initiative Formalize Partnership
The Western Ontario Warden's Cacus (WOWC) and the Great Lakes and St. Lawrence Cities
Initiative (GLSLCI) have formalized a new partnership through a Memorandum of Understanding to
address shared regional challenges such as water quality and climate change, while advancing
economic growth across the Great Lakes and St. Lawrence region.
This agreement establishes a framework for advancing shared priorities, including environmental
protection, infrastructure planning, and cross -border (Canada-U.S.) cooperation on trade,
transportation networks and emergency preparedness. It also supports coordinated efforts to
strengthen regional economic development and advance opportunities tied to the Fresh Coast
Economic Corridor.
"This partnership reflects the importance of working together across jurisdictions to address shared
challenges and create new opportunities for our communities," said WOWC Chair, Marcus Ryan. "By
strengthening collaboration with the Great Lakes and St. Lawrence Cities Initiative, we are reinforcing
Western Ontario's role in supporting economic growth, protecting freshwater resources, and building
strong communities for the future."
"The Great Lakes Region is home to an extraordinary network of communities bound by shared
waters and shared ambitions. Through this partnership with the Western Ontario Wardens' Caucus,
we are building the kind of collaboration that turns those shared ambitions into real outcomes — from
protecting our freshwater resources to unlocking the full potential of the Fresh Coast Economic
Corridor. We look forward to helping elevate Western Ontario's voice throughout our region through
this partnership," said Mayor Mat Siscoe, Co -Chair Great Lakes and St. Lawrence Cities Initiative.
The WOWC represents 15 upper and single -tier municipalities across Western Ontario, serving
approximately 300 communities and more than 20 per cent of Ontario's population. The GLSLCI is a
multinational coalition representing over 400 communities committed to protecting freshwater
resources and supporting economic prosperity throughout the Great Lakes and St. Lawrence River
region.
Page 29 of 39
Through this partnership, WOWC will bring a Western Ontario perspective to broader regional
discussions, helping to ensure local priorities are reflected in cross -border collaboration.
The agreement also includes a commitment to ongoing coordination between both organizations, with
a focus on sharing knowledge, aligning priorities, and supporting informed decision -making across
member communities.
About
The Western Ontario Wardens' Caucus (WOWC) is a not -for -profit organization representing 15
upper and single -tier municipalities in Western Ontario, representing more than 1.6 million residents.
The WOWC aims to enhance the prosperity and overall wellbeing of rural and small urban
communities across the region. Caucus members work collectively to influence federal and provincial
legislation and programs through advocacy, research, analysis and education.
Media Contact:
Kate Burns Gallagher, Executive Director
Western Ontario Wardens' Caucus
T: 519-495-6059 E: kate@wowc.ca
Page 30 of 39
\\ \ \) ST LAWRENCE
Page 31 0 39
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Page 33 of 39
CVT�ES NFHATI'VE IK I i� � 51 im TIATNE
Page 34 of 39
V
May 14, 2026
Hon. Doug Ford
Premier
Hon. Todd McCarthy
Minister of Infrastructure
Hon. Rob Flack
MPP, Elgin -Middlesex -London
Sent via email
RE: Preservation and Adaptive Reuse of the Front Entrance Building at the Former St.
Thomas Psychiatric Hospital
Dear Premier Ford, Minister McCarthy, and Minister Flack,
Please be advised that the Council of the Corporation of the Municipality of Central Elgin
considered the above noted matter at its Regular Meeting dated May 11, 2026 and the following
Resolution was passed:
WHEREAS nine buildings of the former St. Thomas Psychiatric Hospital have been designated
by the Municipality of Central Elgin as being of cultural heritage value and interest pursuant to
By-law 2356 enacted under the authority of the Ontario Heritage Act;
AND WHEREAS these buildings were constructed of high -quality materials including Queenston
limestone, were designed by noted architect William Lyon Somerville, were spearheaded by
then Premier Mitchell Hepburn and include sculptures by artist Jacobine Jones;
AND WHEREAS these buildings hold specific historical and cultural significance in that the
training facility at the St. Thomas Psychiatric Hospital grounds operated as No. 1 Technical
Training School under the British Commonwealth Air Training Plan (BCATP) during the Second
World War. The program was a massive joint effort across the Commonwealth and allied
nations with 20,000 trainees coming from Canada, United Kingdom, Australia, New Zealand,
Norway, Poland, Czechoslovakia, France and Belgium as part of the Commonwealth Air
Training Plan;
AND WHEREAS the said structures are currently owned by the Government of the Province of
Ontario;
AND WHEREAS the Municipality has undertaken master planning, with significant public
engagement, in the preparation of an amendment to the Municipality's Official Plan that will
establish principles of land use respecting the former St. Thomas Psychiatric Hospital lands,
including the designated structures;
AND WHEREAS the draft Official Plan Amendment (s. 4.7.10.2.6) indicates:
Site alteration shall conserve significant built heritage resources; and
The adaptive reuse of significant built heritage resources is encouraged;
NOW THEREFORE BE IT RESOLVED THAT Council direct staff of the Municipality of Central
Elgin to prepare and send correspondence to the Honourable Rob Flack, the Minister of
Infrastructure, and Premier Doug Ford, requesting that the Province of Ontario:
Respect the heritage designation of the front entrance building identified under Municipality of
Central Elgin By-law 2356;
Refrain from demolition of said building; and
Actively pursue the conservation and adaptive reuse of the front entrance building through its
incorporation into any future redevelopment plans for the site;
AND FURTHER THAT Council request the Province demonstrate leadership in heritage
conservation by repurposing the building in a manner consistent with other provincially owned
heritage properties, such as the former London Psychiatric Hospital;
AND FURTHER THAT a copy of this resolution be circulated to Infrastructure Ontario,
neighbouring municipalities, and relevant heritage organizations for support.
Sincerely,
Delany Leitch
Clerk
CC: Infrastructure Ontario
Elgin County Municipalities
County of Elgin
Heritage Central Elgin
Architectural Conservancy of Ontario
Brian Masschaele, Director of Community and Cultural Services, County of Elgin
Elgin Historical Society
View Iresu.ullts
Respondent
2 Airroirryinnous
1. Organization:
Elgin County Pride
2. Contact Name:
Devon Church
3. Contact Phone Number:
2264480626
4. Contact Email Address:
elgiricoijritypride@gr-riaii.cor-ri
5. This Organization is: *
Charitable Organization
Not -for -profit Organization
6. Please describe your organization or group:
09-07
Time to complete
Elgin County Pride is a celebration of acceptance, diversity, inclusivity and respect. for all in Elgin County
Elgin County Pride works to educate Elgin and to show the 2S[..(-,B IQ � residents of Elgin County that they are supported, thus creating safety and a sense of
cor-rirriunity.
7. Has your organization achieved national or international distinction, made a significant contribution to the community, or
helped to enhance the County of Elgin in a positive manner? Please describe: *
Stars show In 2010, 47% of trans youth in Ontario had thought about suidde and 19% had atter-ripted suidde in the preceding year (Scanlon, (ravers, Colerrian,
Ba jer, & Boyce, 2010).
2SLGBf2Q youth are 4 tir-ries r-nore likely to atter"ript suicide than their heterosexual peers (Massachusetts )epartr"nent of Education, 2009).
2SLGBf2Q i youth Whose farnilies affirr-ri their gender identity and sexual orientation are alrnost 50 percent less likely to r-nake a suicide atter"ript cornpared to
those whose far-nilies are riot supportive. (Farnfly Acceptance Project, Dr. Cai(':hri Ryan, 2014).
Stars Canada reported: Phe nurnber of hate crimes reported by police in Canada rose frorn 2,646 incidents in 2020 to 3,360 in 2021 , a 27% increase. l his finding
Follows a 36% increase in 2020. lhe nurnber of police reported hate crimes rose by 72% frorn 2019 to 2021.
phis is why Pride celebrations are so important:. Phey educate!
The 2S[..GB120�.community has to know there is a cor-rirriunity and network for thern in Elgin County. It is hoped that Elgin County Pride 2026 will open doors
and a ffi rr-n a sense of corn rn ii n i ty.
Page 37 of 39
8. The Organization is requesting (please click all that apply): *
A Flag Raising
A Proclamation
Lighting of the Elgin Administration Building
9. Event/Occasion: *
Pride Month Celebration
10. Purpose of Event/Occasion: *
Public awareness and celebration
11. Proposed date for Flag Raising or Proclamation. *
Dates for Flag Raisings and Proclamations are subject to availability as per the policy.
6/9/7976
Page 38 of 39
COUNTY OF ELGIN
By -Law No. 26-24
"BEING A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
MAY 26, 2026 MEETING"
WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of a municipality shall be exercised by its Council;
AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of every Council shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of
the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
THAT the actions of the Municipal Council of the Corporation of the County of Elgin,
in respect of each recommendation contained in the reports and each motion and
resolution passed and other action taken by the Municipal Council of the Corporation
of the County of Elgin, at its meeting held on May 26, 2026 be hereby adopted and
confirmed as if all such proceedings were expressly embodied in this by-law.
2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin
are hereby authorized and directed to do all things necessary to give effect to the
actions of the Municipal Council of the Corporation of the County of Elgin referred to in
the preceding section hereof.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the
seal of the Corporation of the County of Elgin.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26T" DAY OF
MAY 2026.
Katherine Thompson, Dominique Giguere,
County Clerk / Warden.
Manager of Administrative Services.
Page 39 of 39