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10 - May 12, 2026 County Council Minutes00101- -�n ElginCounty 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 1. 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. 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 (1353) and Calton (1347) 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 2 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 3 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 Meeting 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 Lodae (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) (d) labour relations or employee negotiations Closed Meeting Item #7 - LEG 26-02 White's Station Update (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 Meeting Item #1 - Closed Meeting Minutes -April 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 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 Meeting Item #3 - ENG 26-11 Lease Renewals - County Administration Building 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 Meetinq 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 Meetinq 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 C. 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 7 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. Y�a� �- LA Katherine Thompson, County Clerk/Manager of Administrative Services. "Dominique ere, Warden.