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11 - June 9, 2026 Committee of the Whole Agenda PackageElgmCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, June 9, 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 - CCS 26-06 Elgin St. 6 Thomas Age Friendly Strategy: 2026 Update 6.2 Senior Planner - PLN-26-07 Draft Plan of Subdivision 34T-SO2502 49 9210 Union Road (Township of Southwold) 6.3 Senior Planner - PLN-26-08- Draft Plan of Subdivision 34T-SO2503 78 10141 Talbotville Gore Road (Township of Southwold) 6.4 County Clerk/Manager of Administrative Services - ADM 26-20 Updates 93 to the Elgin County Procedural By -Law 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes May 26, 2026, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Dominique Giguere Deputy Warden Grant Jones Councillor Ed Ketchabaw Councillor Mark Widner Councillor Jack Couckuyt Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Andrew Sloan Councillor Todd Noble (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 Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Joe Anne Holloway, Director of Homes and Seniors Services Katherine Thompson, County Clerk/Manager of Administrative Services Mike Hoogstra, Manager of Purchasing and Risk Jason Warren, Manager of IT Madeleine Howard, Curator Jenna Fentie, Deputy Clerk Stefanie Heide, Executive Performance Coordinator Lindsay King, Policy Planner 1. Meeting Call to Order The meeting was called to order at 11:22 a.m. with Warden Giguere in the chair. 2. Approval of Agenda Resolution Number: CW26-50 Moved by: Councillor Leatham Seconded by: Councillor Ketchabaw RESOLVED THAT the agenda for the May 26, 2026 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW26-51 Page 2 of 133 Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the minutes of the meeting held on May 12, 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 Curator - CCS 26-05 Elgin County Museum Strategic Plan 2026-2030 The Curator and Director of Community and Cultural Services presented the 2026-2030 Strategic Plan for the Elgin County Museum. Resolution Number: CW26-52 Moved by: Deputy Warden Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the Elgin County Museum Strategic Plan 2026-2030 attached to the May 26, 2026 Committee of the Whole report titled "Elgin County Museum Strategic Plan 2026-2030" from the Curator and Director of Community and Cultural Services be hereby adopted. Motion Carried. 6.2 Policy Planner - PLN 26-06 Approval of the Municipality of Bayham Official Plan The Policy Planner presented the report recommending approval of the Municipality of Bayham Official Plan adopted by the Municipality of Bayham Council on April 2, 2026. Resolution Number: CW26-53 Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT Elgin County Council, as the approval authority under the Planning Act, approve the Municipality of Bayham Official Plan, adopted by By -Law 2026-019, on April 2, 2026 as modified; and THAT the modifications, as set out in Appendix A to this report form part of the Official Plan as approved; and THAT notice of Council's decision be provided in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Director of Engineering Services - ENG 26-15 Reduced Speed Zones — New Glasgow, Copenhagen and Dutton The Director of Engineering Services presented the report seeking approval for revisions to By -Law 26-04 Being a By -Law to Authorize Speed Limits for reduced speed zones on Talbot Line in New Glasgow, on Imperial Road in Copenhagen, and on Currie Road in Dutton. Resolution Number: CW26-54 2 Page 3 of 133 Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT revisions to speed zones as recommended in the report titled "ENG 26-15 Reduced Speed Zones — New Glasgow, Copenhagen and Dutton" be approved; and THAT these revisions be included in an amendment to By-law 26-04 Being a By-law to Authorize Speed Limits and hereby adopted. Motion Carried. 6.4 Director of Legal Services - LEG 26-06 — Elgin Manor WWTP Easement Assignment The Director of Legal Services presented the report recommending authorization of an assignment agreement to account for the transfer of Royal Oaks Senior Living Residence lands from one corporate entity to another. Resolution Number: CW26-55 Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the Warden and CAO be authorized to execute an assignment agreement to transfer the rights and obligations of Diamond Residential Development Corp. in a contract entered into between the County, Diamond Senior Living Corp. and Diamond Residential Corp. dated December 23, 2020 to 1001074563 Ontario Inc. and for the Director of Legal Services to execute any documents necessary to give effect to an easement in gross in favor of 1001074563 Ontario Inc.. Motion Carried. 6.5 Director of Financial Services/Treasurer - FIN 26-03 IT Services — Managed Services Provider (RFP 2026-PO4) — Contract Award The Director of Financial Services/Treasurer presented the report seeking approval to award the contract for managed IT services to Data Perceptions for a three-year term. Resolution Number: CW26-56 Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the contract for Information Technology Services — Managed Services Provider for the County of Elgin be awarded to Data Perceptions for a three-year term at a total cost of $486,033 per year; and THAT the Warden and Chief Administrative Officer be authorized to sign the contract; and THAT the Chief Administrative Officer be authorized to extend the contract for an additional three-year term in accordance with section 7.6 of the Procurement Policy, subject to pricing and satisfactory performance during the initial three-year contract term. Motion Carried. 7. Adjournment Resolution Number: CW26-57 3 Page 4 of 133 Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT we do now adjourn at 11.59 a.m. to meet again on June 9, 2026 at 9.30 a.m. Motion Carried. Katherine Thompson, County Clerk/Manager of Administrative Services. Dominique Giguere, WYF1TiO Wei 0 Page 5 of 133 ElginCOL,inty' Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: June 9, 2026 Subject: Elgin St. Thomas Age Friendly Strategy: 2026 Update Recommendation(s): THAT the delegation from the Elgin St. Thomas Age Friendly Committee and related document "Elgin St. Thomas Age Friendly Strategy: 2026 Update" as presented at the June 9, 2026 meeting be received and filed, and; THAT the "Elgin St. Thomas Age Friendly Strategy: 2026 Update" be utilized as a planning resource for the provision of services provided by the County of Elgin, and; THAT Elgin County Council hereby affirms its commitment to maintaining the County of Elgin's status as an age friendly community, and; THAT an annual contribution of $2,000 to support the activities of the Elgin St. Thomas Age Friendly Committee be referred to 2027 budget deliberations. Introduction: The County of Elgin is an active member of the Elgin St. Thomas Age Friendly Committee. This report provides a high-level summary of the committee's 2026 updated strategy as follow up to the delegation received on this matter. Background and Discussion: The Ontario Ministry for Seniors and Accessibility recognized the County of Elgin and City of St. Thomas as age friendly communities at the 2026 conference of the Rural Ontario Municipal Association for contributions to more inclusive physical and social environments for aging adults. The Warden was present to receive this designation from the Minister. Much of this recognition is based on the work being led by the Elgin St. Thomas Age Friendly Committee. This committee includes representatives from a wide array of organizations throughout Elgin County and St. Thomas who all share a common goal of Page 6 of 133 implementing age friendly projects and initiatives to improve the quality of life for older adults in the region. The committee's vision is as follows: "To foster a vibrant, inclusive, and equitable community where older adults are connected, respected, and empowered to age with dignity, choice, and belonging." In 2025, the committee led a comprehensive community needs assessment which included a public survey and stakeholder interviews involving multiple sectors and agencies. The results of this assessment informed the 2026 updated strategy now being presented to County Council. The strategy revolves around the following focus areas, each of which include a series of recommendations: • Healthcare • Housing • Social, Recreational and Community • Transportation • Outdoor Spaces and Buildings While some of the recommendations associated with these focus areas are beyond the direct purview of County Council, there is nevertheless considerable cross -over with many County existing services where Council can continue to play a leading role in improving the quality of life for older adults in the County. This includes the following areas of responsibility: • Maintaining access to quality long-term care and associated services such as adult day programs. • Transportation initiatives and recommendations in the County's Transportation Master Plan. • Employing an age friendly lens to land use planning and housing developments. • Recreational and cultural opportunities through libraries, museum and archives. • Land ambulance services and facilitation of programs such as community paramedicine. • Combatting ageism and providing an age friendly environment for the County's workforce. The strategy serves as a solid road map for assessing on -going County initiatives and programs to improve the quality of life for older adults in the County and will be used for policy guidance going forward. Financial Implications: The Elgin St. Thomas Age Friendly Committee is requesting an annual financial contribution of $2,000 beginning in 2027 to support activities such as marketing and production of publications (both print and digital). The City of St. Thomas and Southwestern Public Health are also being asked for the same contributions. County Council is already making significant investments into age friendly initiatives through the areas of responsibility as outlined above. County Council should continue Page 7 of 133 to add an age friendly lens to future investments and projects being undertaken by the County and should work to advance the recommendations in the strategy wherever feasible. Supporting this strategy does not bind County Council to any specific investments that are beyond the County's financial capacity. Advancement of the Strategic Plan: Strategy #1 — Collaborative Engagement and Communication Goal 1: Strengthen Relationships with Local Municipal Partners. The age friendly strategy contains several recommendations that confirm to the need for local cooperation in areas such as transportation, recreation and land -use planning. Strategy #2: Drive Staff Retention through Progressive and Competitive Employment Practices Goal 2, Tactic 2.1: Recommendations in the age friendly strategy will enhance the County's efforts in retaining older adults in the workforce in a competitive labour market. Strategy #4: Sustainable Community Growth Goal 3, Tactic 4.3: Recommendations in the strategy are geared towards creating affordable housing for older adults. Strategy #5 — Community Well-being and Inclusivity Goal 1, Tactics 5.2 and 5.4; Goal 2, Tactic 5.1: Many of the recommendations in the strategy pertain to affordable housing for older adults and access to health services for older adults. Local Municipal Partner Impact: The strategy will be shared with local municipal partners as recommendations are under their direct purview, including those relating to housing, recreation and outdoor spaces. The Town of Aylmer has an active presence on the steering committee. Delegations on the strategy are taking place with the County's local municipal partners. The committee welcomes the attendance of County Councillors and Councillors from local municipal partners at meetings and events. Communication Requirements: The County's communications team has provided on -going support to the committee in terms of press releases and communications regarding the County's status as an age friendly community and will continue their efforts to support the strategy presented through this report. Page 8 of 133 Conclusion: The Elgin St Thomas Age Friendly Strategy: 2026 Update is intended to be a living document that evolves alongside community needs, emerging evidence, and local opportunities. The steering committee for this strategy, which includes representation from the County of Elgin, will continue to support implementation by identifying lead partners, strengthening collaboration across sectors, and aligning actions with existing municipal, public health, and community planning processes. Next steps in implementing the strategy include the development of key performance indicators and evaluation tools to assess progress in implementing its recommendations. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Blaine Parkin Chief Administrative Officer Page 9 of 133 Elgion St. Thomas Age Fr a iendly Strategy: 2026 Update Page 10 of 133 Table of Contents I. About Our Community 3 II. Aging in Place & Equity Concerns 5 III. Background 1.1 IV. Strategic Framework 9 V. The Local Needs Assessment 10 VI. Priority Setting 11 VII. Action Planning 12 VIII. Focus Areas 13 IX. Next Steps 22 X. The Age Friendly Committee 23 Page 11 of 133 About Our Community PAGE 3 Imo/ Ir rirj Ir r r St. . r Ir Ir � � m ' illy s j The population in Elgin St Thomas is growing and aging: • Adults 65+ in Southwestern Public Health (SWPH) region (which includes Elgin County, City of St Thomas and Oxford County) rose from 16.1 % of the total population to 20.2% between 2011 and 2021 (1). Central Elgin had the largest increase in the senior population between 2016 and 2021, now at 28%, followed by St. Thomas at 22%, and Malahide at 18% (1). • The working age population in SWPH of 15 to 64 years has also never been older. In 2021, the baby boomer generation included people aged 57 to 75 and by 2029 this whole generation will be of retirement age (1). • 2% of the overall population predominantly speak a Germanic language within their home. The proportion of this population is concentrated in a few communities including Bayham with 15.1 %, followed by Malahide at 12.8%, and Aylmer at 9.0% (2). The proportion of seniors living with low income is increasing: • In Elgin St Thomas, 25% of the 65+ population are living with a low income. • The highest proportion of seniors living with a low income in Elgin St Thomas is in Aylmer and Dutton Dunwich at 35%, followed by West Elgin at 32%, and Central Elgin at 29% (2). About Our Community PAGE � � 3.7% of seniors (65 years and older) in SWPH region who were living alone were also living with a low income based on the low income measure after-tax (3). One in five seniors lives alone. Women more likely y to be widowed (3). Falls among seniors are a major concern. SWPH is significantly �!' higher than Ontario for emergency department visits and hospitalizations for injuries related to falls (5). Climate change poses emerging risks, as extreme heat days are expected to rise and older adults are more susceptible to health harms related to heat (4). TABLE 1. 2024 DATA ON EMERGENCY DEPARTMENT VISITS AND HOSPITAL ADMISSIONS RELATED TO FALLS IN SENIORS IN SOUTHWESTERN PUBLIC HEALTH REGION VS. ONTARIO Emergency department visits for injuries related to falls (rate per 100,000) Admissions to hospital for injuries related to falls (rate per 100,000) SWPH ONTARIO SWPH ONTARIO Ages 65-74 4729.8 3611.5 818.5 581.1 Ages 75+ 11,144.4* 8898.3 3205.2 2588.6 *HIGHEST REGION IN ONTARIO Page 13 of 133 Aging in Place and PAGE 5 Equity Concerns Aging in place was a key priority identified by our partners. Most seniors want to remain in their homes for as long as possible. Aging in place is the ability for older adults to access services and the health and social supports they need to live safely, independently, and comfortably in their home or community of choice for as long as they wish or are able, regardless of age, income, or capacity (6). Aging in the right place recognizes that healthy aging is best supported when older adults are able to live in settings that reflect their individual circumstances, care needs, and personal preferences (7). We acknowledge that in some of our smaller communities, it may not be feasible to provide every support or service required for all older adults to remain in their own homes and age in their preferred place, but the committee is committed to promoting the conditions that enable aging in place in the community of Elgin St Thomas. Anyone can experience barriers to aging in place, but they can be more prevalent for some. The following groups experience disproportionate risks and structural barriers and must be intentionally considered to ensure our strategies promote health equity: • Senior women can face greater financial vulnerability than senior men because they are more likely to have spent their careers in part-time or lower -paid work, had fewer opportunities to contribute to pensions, and experienced interruptions in employment due to caregiving responsibilities (8). They are also more likely to live alone at older ages (3). • Older adults living in rural communities are over SO% more likely than urban older adults to be admitted to long-term care when they could have been cared for and supported at home (9). Our local needs assessment highlights the challenges rural communities face such as fewer home and healthcare services being offered, and transportation service gaps which can increase social isolation. • Low-income older adults are less likely to report having a high level of social support than their high -income counterparts. Lack of social support is a key barrier to aging in place and low-income older adults are more likely to be lonely and isolated. (10, 11). Page 14 of 133 • Older adults experiencing mental illness are at increased risk of disability, poor physical health, dementia, and reduced quality of life and are more likely to be placed in long-term care facilities (6). They are also vulnerable to low social support, with 1 in 10 reporting a low level of social support compared to 1 in 20 without mental health conditions (10). Systemic inequities also affect some people including: • Indigenous older adults are more likely to experience poorer health, social isolation, and low income. Indigenous older adults in Canada have higher rates of chronic disease and other health conditions compared to non -Indigenous older adults. The rate of dementia is 34% higher among First Nations populations, with the age of onset being approximately 10 years younger than the general population (8). Due to historical experiences, ongoing discrimination, and lack of culturally safe services, mistrust of mainstream institutions may prevent Indigenous older adults from seeking support (8, 12). • Newcomer older adults face greater challenges because language barriers, cultural differences, discrimination, and lower income make it harder to access services and supports. Limited eligibility for government benefits often results in financial insecurity and dependence on family. These factors, along with language barriers, also increase the risk of social isolation (8, 13). • Older adults living with a disability face challenges due to financial insecurity, lack of accessible housing and transportation, inadequate social or family support, and lack of specialized healthcare. Older adults living with a disability, especially those who have lived with a disability for most of their lives, are more likely to experience low income and financial insecurity as they age than those without a disability (8). • Older adults who are members of the 2SLGBTQIA+ community face increased barriers due to higher rates of social isolation, the long-term impacts of historical discrimination and internalized stigma, and a greater likelihood of living alone with limited informal caregiving supports (14, 15). They also experience disproportionately higher rates of physical and mental health challenges (16). Page 15 of 133 Some older adults experience overlapping identities that compound barriers to aging in place. When these factors intersect, challenges like financial insecurity, limited access to services, discrimination, and social isolation are amplified, resulting in greater health and social impacts. To advance health equity, we must consider how systemic factors affect these groups and ensure that our policies and programs respond to their unique needs and experiences. Elder abuse is also a serious and growing injustice in our community. The magnitude and extent of the elder abuse cases occurring in Ontario is not fully known, due in part to limited data collection and underreported cases. However, studies indicate that between 8% to 10% of older adults experience some form of abuse. The most common form of elder abuse is financial abuse but can also include psychological abuse, physical abuse, sexual abuse and/or neglect (17). The data used for this report is based on the 65+ age group which is defined as seniors for this work. The age of 50+ was used for the needs assessment to align with the funding and programs that many of the partners provide and this age group is defined as older adults. Although age -based thresholds were required for the assessment, it is acknowledged that age is only a number and does not place people into fixed categories or reflect the diverse strengths and experiences of older adults. Age Friendly Communities are built around the diverse skills, abilities, and experiences of older adults to create environments that ultimately make the community more inclusive, accessible, and supportive for people of all ages. Page 16 of 133 ■ Elgin St. Thomas has been working towards becoming an Age -Friendly Community since 2017. This 2026 updated strategy builds on that foundation by integrating new local data, community priorities, and a stronger focus on health equity. The steering committee followed the guidance document and supporting toolkits from the Ontario Government (18) with the support of the Ontario Age Friendly Outreach Program. A project plan (19) and ethics approval was completed with the support of SWPH. The same five domain areas from the 2017 community plan were used for the updated needs assessment. A partnership satisfaction survey was completed for steering committee members. Overall, members were very satisfied with the partnerships, the relationships between organizations, the communication, and the leadership. The questions related to scope of work and the number of goals and strategies in the 2017 plan had lower agreement. The results were reviewed with the steering committee members and there was discussion that the current partnership was effective and should be maintained and that our updated strategy and action plan should include fewer goals with focus on areas with the highest need and where our group can have an impact. Partnerships and collaborations with community organizations have been central to this work. We recognize and value the efforts already underway through many local partners already working on important initiatives related to many of these domains. Elder Abuse Elgin shares many of the same priorities as the Age Friendly initiatives, and our groups have been exploring opportunities to align efforts and strengthen our collective impact. Throughout this update, we have worked together to identify recommendations that reflect shared goals and promote a coordinated, collaborative approach across the region. Page 17 of 133 Via S ie on To foster a vibrant, inclusive, and equitable community where older adults are connected, respected, and empowered to age with dignity, choice, and belonging. ZMEMIZM =9 Accessibility - Ensuring all aspects of community life such as services, transportation, housing, and public spaces are physically, socially, and financially accessible to older adults. Equity, Diversity & Inclusion - Embracing and respecting all identities, cultures, and experiences, fostering a welcoming environment where every older adult feels valued and can participate fully. Collaboration - Strengthening partnerships among older adult residents, organizations, municipalities, and businesses to advance age friendly initiatives. Sustainability & Impact - Focusing on meaningful, measurable actions that create lasting improvements in the lives of older adults. Connectedness - Promoting social engagement, community participation, and holistic well-being for older adults through inclusive and accessible programs and supports. Page 18 of 133 The Local Needs Assessment A local needs assessment was completed in 2025. The data collection included a community survey, focus groups, and one on one interviews. Details around eligibility requirements, recruitment strategies, and the questions used can be found in the project plan which is available from SWPH or by contacting the Elgin St Thomas Age Friendly committee co-chair at mlichti@swpublichealth.ca. The needs assessment included data from 239 survey responses, eight focus groups, and seven one on one interviews. The data was analyzed with support from SWPH and provided a comprehensive understanding of the experiences, challenges, and priorities of adults 50+ in the community. The full report Age Friendly Needs Assessment Qualitative and Quantitative Findings - Elgin & ST. Thomas (20) is available from SWPH or by contacting the co-chair at mlichti@swpublichealth.co. While the needs assessment provided valuable insights from a broad range of older adults, findings should be interpreted with consideration of potential limitations. Participation was voluntary and may underrepresent individuals experiencing the highest levels of isolation, digital exclusion, language barriers, or cognitive impairment although efforts were made to communicate the availability of a translator, if needed, to support our Low German Mennonite community. Quantitative data was primarily drawn from self -reported survey responses, and not all municipalities or demographic groups were equally represented. Despite these limitations, the consistency of themes across data sources strengthens confidence in the findings. Page 19 of 133 Aft ., 9EMWE2M • The steering committee participated in a workshop to review the needs and strengths of our region and create local recommendations. Using the Ontario Age Friendly toolkit, three questions were asked to support which initiatives should be explored for prioritization: 1. What is already being addressed in our community? 2. What priorities (needs) do we still think need attention? 3. What can we address with our resources, time, and budget? The group then looked at the ideas and potential interventions and used an impact effort grid to support the group with prioritization. Through this process, the committee identified five key domains for focused action that reflect the areas of greatest need and opportunity in Elgin St. Thomas. Page 20 of 133 Action Planning PAGE 11 Ageism was discussed as a mental model and a root cause that needs attention across all five domains. Ageism is a form of discrimination and stereotyping based on age, which predominantly affects older individuals. While age -based prejudice can affect anyone, research shows that older adults are the age group that endures its most harmful effects (21). Ageism is also a key priority for our Elder Abuse Elgin partners. Discriminatory policies, at all levels, create avoidable barriers that compromise older adults' mental, physical, and social well-being. Ageism has been linked to poorer health outcomes, including depression, increased chronic disease, reduced life expectancy, and disengagement from health - promoting behaviours (22). Through policy change, education, and intergenerational initiatives, it is possible to reduce the prevalence of ageism and its harmful effects on older adults (22, 23). Utilizing these strategies will be prioritized throughout these recommendations as they work towards reducing the underlying issue of ageism. AGEISM M— o, 0 o e o SOCIAL, ////////////H/O/41�N i RECREATION, AND 4w)))COMMUNITY TRANSPORTATION Page 21 of 133 Access to healthcare for adults 50+ in Elgin and St. Thomas is limited by shortages of family doctors and nurse practitioners, long wait times, and inconsistent home and palliative care. Many older adults must travel for services, adding financial and logistical burdens. In -home care is available but constrained by staffing shortages, waitlists, and often places a strain on formal and informal caregivers. Barriers such as transportation challenges and difficulties with digital navigation further limit access. Participants emphasized the value of continuity of care, early intervention, and innovative approaches like social prescribing. Despite systemic gaps, community -led support, where available, plays a crucial role in bridging these gaps and enhancing well-being. Caregivers of adults 50+ in Elgin St. Thomas face significant challenges balancing employment, multiple care responsibilities, and personal well- being, often experiencing stress, isolation, and limited time for self - care. While respite services, home care, and PSWs provide some support, inconsistent scheduling and fragmented communication add strain. The steering committee recognized some of the existing work that has been ongoing with new partners such as the Elgin Ontario Health Team and the Regional Geriatric Program of Southwestern Ontario since our 2017 strategy. There was agreement that these groups were best positioned to continue to lead work in the healthcare domain. Our local community paramedicine program has also recently received funding to expand social prescribing initiatives and are working with our local providers to connect to existing services. Page 22 of 133 The steering committee also acknowledges the impact from system Recommendations level issues that lead to constraints such as the availability of healthcare professionals and lack of funding. Partner with older adults Canada has not prioritized home and and caregivers to co -design community -based care and there are primary care and emerging significant gaps and shortfalls (6, 7). health initiatives, There is a greater allocation in Canada to � embedding their lived institutional care than home based care experiences and priorities even though home and community- throughout the process. based care is less expensive and preferred by older adults. Research Improve planning and indicates home care services are 40-75% communication regarding less costly than providing the same care home support when in a long-term care home (6,7). patients are discharged. Sharing our needs assessment data and Explore ways to expand fall related research and evidence with local prevention initiatives to decision makers and political those in our community representatives could help to support with the highest risk. advocacy for increased funding related to healthcare needs. Expand existing local social prescribing programs to There was discussion around older connect isolated, adults falls and that we could explore community dwelling additional neighbourhood level falls data patients to social to promote fall prevention programs opportunities. locally and promote mobile services such as the Central Community Health Share our needs Centre's mobile bus for patients without assessment data with local a family doctor or nurse practitioner. decision makers and One area that committee members felt relevant local groups to was a key role for our group, was to support advocacy efforts bring older adult voices to primary care for increased funding. and any new healthcare initiatives. Page 23 of 6,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Housing options for adults 50+ in Elgin St. Thomas are limited, unevenly distributed, and often unaffordable. Participants reported long waitlists for seniors` apartments, shortages of accessible and supportive housing, and gaps in intermediate options between independent living and long- term care. Aging in place is a priority for many, but home design limitations, safety concerns, and insufficient support make it challenging. Innovative models, such as co -housing and intergenerational arrangements, were highlighted as promising solutions. Survey results underscore these challenges, with only 42% of adults 50+ agreeing there are sufficient housing options and 57% disagreeing that sufficient supports exist to help them remain at home. Participants emphasized the need for better information, coordinated support, and policy interventions to ensure safe, affordable, and socially connected housing for older adults. The steering committee discussed the collaboration that exists currently between planners, developers, and municipalities, and some of the great housing initiatives occurring in Elgin St Thomas. There was discussion around some of the more urgent situations our municipal housing staff have with their current tenants and the lack of awareness of community supports specific for older adults that are available to support them. There is a shortage of LTC homes, which creates long wait lists with several years for admissions. Research suggests that 20%-50% of individuals in Canada on a waitlist for long term care could be safely and cost effectively diverted to independent living if appropriate community and housing services were available and affordable (7). Page 24 of 133 The design of homes influences how likely people are to feel lonely or isolated. Socially connected neighbours are healthier, more resilient, and are often able to stay in their home and community longer as they age. The Building Social Connections: Toolbox of design actions to nurture wellbeing in multi -unit housing - Hey Neighbour Collective resource was highlighted as a great toolkit to support age friendly senior buildings. There are also programs such as Canada HomeShare that could be promoted locally to support intergenerational living and education about home -sharing or renting out rooms to support seniors living with seniors. • Identify and promote alternative housing options for seniors, including shared housing with students, co -housing opportunities, intergenerational living models, or accessible home features. • Identify opportunities to support aging in place through promotion of social programs such as Hey Neighbour in local seniors' buildings. • Support an Elder Abuse Case Consultation Committee or create a specialized Seniors` Situation Table to address current and potentially complex situations with local seniors. Page 25 of 133 Social, I`Community Older adults in Elgin St. Thomas have access to a variety of programs and activities, including fitness, arts, technology, and volunteer opportunities supporting social connection and engagement. Barriers such as transportation, mobility, affordability, and limited coordination can restrict participation. Informal networks, peer -led initiatives, and culturally tailored programs help fill gaps. Survey results show that 64% of adults aged 50+ attend social gatherings and activities, reflecting strong overall engagement, though access and information gaps remain for some. Caregivers of adults 50+ in Elgin St. Thomas highlighted the need for more coordinated, caregiver focused services, including support groups, better information -sharing, and recognition of their vital role, particularly during end -of -life care. The steering committee mentioned that several programs exist in the community to support social connections and inclusion in the community and that accessible and affordable transportation is the main barrier. The Ontario Caregiver Association was mentioned as an important resource that could be promoted more locally to increase awareness about their programs and services. There are also concerns around safety and elder abuse therefore supporting prioritizing safety and prevention initiatives in collaboration with Elder Abuse Elgin. Page 26 of 133 1 IRecreation, and I' Community • Collaborate with Volunteer Elgin to enhance the volunteer network, strengthen the existing volunteer base, implement consistent recognition/appreciation of senior volunteers, and specifically focus on enhancing the volunteer driver programs. • Increase awareness of programs and services available in our community, with specific attention to caregivers, senior women living alone, low-income older adults, and rural residents. * • Develop an ongoing two-way connection with our local municipalities for partnership support, funding, infrastructure, and to share our local needs, initiatives, and progress. * • Reduce ageism through education, policy recommendations, and promoting intergenerational opportunities. * • Continue to support the intergenerational program Grandpals© and explore sustainable solutions to continue and expand the program locally. *These recommendations are applicable to all the domains but listed only here to reduce repetitiveness. Page 27 of 133 U7o7MTo7#Tr =oo 1W Transportation is a significant barrier for older adults, especially in rural areas with little or no public transit. Volunteer driver programs and accessible vans provide essential support, but limited availability, high costs, and lack of awareness restrict access for many. Transportation challenges affect not only medical appointments but also social, recreational, and daily activities, impacting independence and quality of life. Survey results highlight gaps in accessibility: only 20% of adults 50+ agreed that special transit for people with limited mobility is sufficient, and 63% disagreed that adequate information about transportation options is available. Participants emphasized the need for affordable, reliable, and coordinated transportation services to support aging in place and community engagement. Approximately 75% of respondents agreed that alternative transportation options are needed and a priority to address. Public transit does not exist in rural areas, and it does not meet the needs of older adults. Accessible transportation is limited in availability and affordability, especially for LTC residents, and does not support access to regular appointments and social events Page 28 of 133 4 • Wo=so i The steering committee discussed transportation as a foundational enabler of aging in place and an age friendly community. Elgin County has updated their Transportation Master Plan, which includes exploring a rural transit strategy. The City of St Thomas is also in the process of updating their Transportation Master Plan, and it was discussed that better collaboration between transportation providers is necessary. There is a pilot project with transportation services between London and St Thomas that will continue with a shared cost model between the province and municipalities, but this is not tailored to needs of seniors. It was also noted that some of our community agencies offer great transportation options, but they are generally not able to meet all the needs, and these services do not coordinate with municipal transportation services. - ' • • Re-establish a collaborative transportation working group to enhance coordination across providers and ensure a more seamless, accessible, and responsive transportation system that supports older adults' ability to reach appointments and participate fully in community life. • Explore alternative ride -share options. • Explore the use of technology to support transit. Page 29 of 133 Outdoor spaces increasingly consider adults 50+, guided by accessibility committees and community input. Key features include accessible paths, benches, ramps, signage, and safe street crossings, with attention to cognitive and sensory needs. Maintenance, snow removal, and clear wayfinding remain important. Survey results show 68% of adults 50+ find buildings accessible. Shaded areas, cooling spaces, and improved bicycle/scooter lanes were identified as areas for improvement. The steering committee discussed how our local accessibility committees address accessibility of outdoor spaces and buildings and that we should increase collaboration with those groups to support this work. This work also aligns with municipal and public health priorities around climate change and the built environment. SWPH staff collaborate with local planners and can use the needs assessment data to provide feedback and comments related to local older adult considerations for municipal policies such as official and master plans. • Collaborate with municipal, built environment, climate, accessibility, and other relevant partners by providing needs assessment data and resources to support, strengthen, and align local planning efforts and decision making. Page 30 of 133 L ob aMIC4,92 The Elgin St Thomas Age Friendly Strategy is intended to be a living document that evolves alongside community needs, emerging evidence, and local opportunities. The Steering Committee will continue to support implementation by identifying lead partners, strengthening collaboration across sectors, and aligning actions with existing municipal, public health, and community planning processes. A process will be developed to monitor progress, evaluate impact, and share key milestones with the community. Sustaining this work will require ongoing engagement with older adults, caregivers, municipalities, community organizations, and decision makers to ensure Elgin St Thomas remains a place where people can age with dignity, connection, and support. %NINNINJ✓XA��, �p �N��"� Page 31 of 133 The Elgin St. Thomas PAGE23 Age Friendly Committee The Elgin St Thomas Age Friendly Committee decided to update the 2017 Age Friendly Community Plan. Following the pandemic, it took time and collaboration to re-establish a steering committee and gather momentum through 2022 and 2023. The Age Friendly planning cycle is generally four years, and steering committee members knew the community had changed since 2017, so an updated needs assessment was completed to reflect the current demographics and emerging risks and challenges local older adults face. This updated Age Friendly Strategy can guide local planning, strengthen partnerships, and ensure that policies, programs, and community spaces reflect the diverse needs and abilities of Elgin St Thomas's aging population. Meagan Lichti (co-chair) Southwestern Public Health Wendy MacMillan (co-chair) Community Member Taylor Mooney City of St Thomas Brian Masschaele Elgin County Lauren Caruana Elgin Ontario Health Team Dawn Bacon Kim Snell Elgin St Thomas Community Paramedicine Sara Sweeny Alzheimer Society Southwest Partners Mona Morsy VON Laura Moon Central Community Health Centre Michelle Johnston Jenna De Nijs West Elgin Community Health Centre Jody Glover Regional Geriatric Program of Southwestern Ontario Paula Henderson Elgin St Thomas Adult Day Programs Dakota Smith St. Thomas Public Library Susie Wray Danielle Broer Town of Aylmer -Recreation Ellen Hickey St Thomas Elgin Social Services Jo -Ann Hutchison Ontario Ministry of Tourism, Culture and Gaming Bonnie Rowe Elder Abuse Elgin We gratefully acknowledge the contributions, commitment, and expertise of all steering committee members, whose collective effort was essential to the development of this strategy. Page 33 of 133 1. Croteau S. Community profile: an analysis of demographic and health equity data in the Southwestern Public Health region. Woodstock ON: Southwestern Public Health; 2024. 2.Rural Ontario Institute. Rural Ontario Facts Seniors Fact Sheet. [Online].; 2024 [cited 2024 11 21. Available from: https://public.tableau.com/app/profile/rural.ontario.institute/viz/Demographics_1661 8714367930/About? utm_source=Demographics+Dashboa rd&utm_campaign=RuralONFacts 3. MacLeod M. Chronic disease prevention and well-being: Health status by program area. Woodstock ON: Southwestern Public Health; 2019. 4.Chen T, YY, ES,DJ, WE, and HT. Assessment of Health Vulnerability from Climate Change for Oxford County, Elgin County, and the city of St Thomas. Woodstock ON: Southwestern Public Health; 2024 5.Ontario Agency for Health Protection and Promotion (Public Health Ontario). Emergency Department Visits for Injuries Snapshot. [Online].; 2025 [cited 2026 01 26]. Available from: https://www.publichealthontario.ca/en/Data-and- Analysis/Injuries-Data/Injury-ER-Visits 6.United Way Centraide Ottawa. (2025, July). National Issue Paper: Aging in Place 7.National Institute on Ageing. (2022, October). Ageing in the right place: Supporting older Canadians to live where they want. Toronto Metropolitan University. Ageing in the Right Place: Supporting Older Canadians to Live Where They Want - NIA 8. United Way Centraide Ottawa. (2017, June). A profile of vulnerable seniors in the Ottawa Region. 9. Canadian Institute for Health Information. (2020, August 6). 1 in 9 new long-term care residents potentially could have been cared for at home. https://www.cihi.ca/en/1-in-9-new-long-term-care-residents-potentially-could-have- been-cared-for-athome#:-:text=People%20who%201ived%20in%20rura1, in%20rural%20and%20remote%20areas 10.Frank, K. (202, April 30). COVID-19 and social support for seniors: Do seniors have people they can depend on during difficult times? Statistics Canada. https://www150.statcan.gc.ca/n1 /pub/45-28-0001 /2020001 /article/00007-eng.htm 11. T Qureshi, G Gallant, T Bronstein, M Hazelden, A Brierley & S Sinha. Perspectives on Growing Older in Canada: The 2025 NIA Ageing in Canada Survey. Toronto, ON: National Institute on Ageing (2026), Toronto Metropolitan University Page 34 of 133 12. United Way Centraide. (n.d.). A profile of vulnerable seniors in the United Counties of Prescott and Russell, Lanark County, and Renfrew County. https://www.unitedwayeo.ca/ 13. Employment and Social Development Canada. (2024, December 12). Social isolation of seniors: A focus on new immigrant and refugee seniors in Canada. Government of Canada. https://www.canada.ca/en/employment-social- development/corporate/seniorsforum-federal-provincial-territorial/social-isolation- immigrant-refugee.html#h2.5 14. Rainbow Health Ontario. (2021, March 31). Health in focus: LGBT2SQ seniors. Sherbourne Health. https://www.rainbowhealthontario.ca/resource-library/health-in- focus-Igbt2sgseniors/ 15. Employment and Social Development Canada. (2024, August 27). Social isolation of seniors: A focus on LGBTQ seniors in Canada. https://www.canada.ca/en/employmentsocial-development/corporate/seniors- forum-federal-provincial-territorial/social-isolationlgbtq.html#h2.5 16. City of Toronto. (2022). Leading & learning with pride: A revitalized tool kit on supporting 2SLGBTQI+ seniors. https://nccdh.ca/resources/entry/leading-learning- with-pride 17. Elder Abuse Prevention Ontario. Home [Internet]. Toronto (ON): Elder Abuse Prevention Ontario; ©2022 [cited 2026 Feb 3]. Available from: https://eapon.ca/ 18. Government of Ontario. Creating a More Inclusive Ontario Age Friendly Community Planning Guide for Municipalities and Community Organizations. 2021. Retreived from: Creating a more inclusive Ontario: age -friendly community planning guide for municipalities and community organizations I ontario.ca 19. M. Lichti. Elgin St Thomas Age Friendly Community Plan Update. 2025. Unpublished internal report. 20. Darji, C. Age Friendly Needs Assessment Qualitative and Quantitative Findings - Elgin & St. Thomas. Woodstock, ON: Southwestern Public Health; 2025. 21. Henry jD, Coundouris SP, Nangle MR. Breaking the links between ageism and health: An integrated perspective. Ageing Res Rev. 2024 Mar;95:102212. doi: 10.1016/j.arr.2024.102212. Epub 2024 Feb 1. PMID: 38307423. 22. World Health Organization. (2021). Global Report on Ageism. Retrieved from: Global report on ageism 23. Canadian Coalition Against Ageism. Ageism 101: A Primer on Ageism against Older Persons. (2024) Ageism101.pdf Page 35 of 133 , SO 0 irlt h 06,,d - Pqh, 5J Page 36 of 133 Elgin St. Thomas Age Friendly Community Strategy Elgin County Committee of the Whole Presentation Page 37 of 133 y�,, 1� ram,, r,,. / ✓ ' ,,, , v ; fi,, Meagan Lichti Wendy MacMillan Elgin St Thomas Age Friendly Committee Partners Elgin County Local Senior Advocates City of St Thomas Alzheimer'sSociety Southwestern Public Health Community Paramedicine Program ElginCentral CHC West Town of Aylmer Regional Geriatric Program of Southwestern Ontario Elgin Elgin Ontario Health Team Libraries Page 38 of 133 Background • The population in Elgin St Thomas is growing and aging and adults 65+ makeup 20.2% of the total population in 2021. • We have higher proportions in the 55-64 age groups than in the younger adult population, meaning many more adults are reaching retirement age. • The proportion of seniors in low-income is increasing. • Falls among seniors are a major concern. • In 2024, our seniors 75+ had the highest rates of Emergency department visits due to falls in the province, and the 3rd highest rate for hospitalizations. Page 39 of 133 Needs Assessment Data Collection Data collected from May -July 2025 including: ■ Community surveys for anyone 50+years old ■ Focus groups related to the different age friendly domains ■ 1:1 caregiver interviews Page 40 of 133 Elgin St Thomas Age Friendly Strategy: 2026 Update AGEISM RECREATION, AND TRANSPORTATION Page 41 of 133 Access to care for older adults is constrained by provider shortages, long wait times, travel and navigation barriers, while caregivers experience significant stress due to inconsistent home and respite supports. Recommendations: 1. Partner with older adults and caregivers to co -design primary care and emerging health initiatives, embedding their lived experiences and priorities throughout the process. 2. Improve planning and communication regarding home support when patients are discharged. 3. Explore ways to expand fall prevention initiatives to those in our communitywith the highest risk. 4. Expand existing local social prescribing programs to connect isolated, community dwelling patients to social opportunities. 5. Share our needs assessment data and related research and evidence with local decision makers and relevant local groups to support advocacy efforts for increased funding related to healthcare needs. Page 42 of 133 Housing options for adults 50+ are limited, unaffordable, and lack supportive and intermediate choices, creating barriers to aging in place and increasing the risk of isolation despite existing collaborations. Recommendations 1. Identify and promote alternative housing options for seniors, including shared housing with students, co -housing opportunities, intergenerational living models, or accessible home features 2. Identify opportunities to support aging in place through promotion of social programs such as Hey Neighbour in local seniors' buildings. 3. Support an Elder Abuse Case Consultation Committee or create a specialized Seniors' Situation Table to address current and potentially complex situations with local seniors. Page 43 of 133 Socia, 1'. Recreadom and'Cbmmunfty While many programs exist for older adults, barriers such as transportation, mobility, affordability, and poor coordination limit participation, particularly for isolated individuals and caregivers. Recommendations: 1. Collaborate with and support Volunteer Elgin 2. Increase awareness of programs and services available 3. Develop an ongoing two-way connection with our local municipalities for partnership support, funding, infrastructure, and to share our local needs, initiatives, and progress. 4. Reduce ageism through education, policy recommendations, and promoting intergenerational opportunities* 5. Continue to support the intergenerational program Grandpals© and explore sustainable solutions to continue and expand the program locally. Page 44 of 133 Transportation is major barrier to aging in place, especially in rural areas due to limited accessible options, poor awareness of services, and insufficient capacity to meet community demand. Recommendations: 1. Re-establish a collaborative transportation working group to enhance coordination across providers and ensure a more seamless, accessible, and responsive transportation system that supports older adults' ability to reach appointments and participate fully in community life. 2. Explore alternative ride -share options 3. Explore the use of technology to suppQAXEggsit. Outdoor spaces and buildings are generally accessible for older adults, but gaps remain in maintenance, wayfinding, shade, cooling areas, and safe active transportation infrastructure. Recommendations: 1. Collaborate with municipal, built environment, climate, accessibility, and other relevant partners by providing needs assessment data and resources to support, strengthen, and align local planning efforts and decision making. Page 46 of 133 Current Initiatives and Next Steps The Steering Committee will continue to support ongoing implementation by identifying and supporting lead partners, strengthening collaboration across sectors, and aligning actions with existing municipal, public health, and community planning processes. Current Initiatives include: • Supporting Grandpals which is an intergenerational program • Supporting connected social prescribing • Exploring Senior's situation table • Communication Strategy for older adults • Transportation working group • Data sharing project with local paramedics Page 47 of 133 Final Thoughts We are asking for continued endorsement and support of our Elgin St Thomas Age Friendly Strategy: 2026 Update. Thank you for your time 48 of 133 ElginCOUnty' Report to Committee of the Whole From: Diana Morris, Senior Planner Date: June 9, 2026 Subject: PLN-26-07 Draft Plan of Subdivision 34T-SO2502 9210 Union Road (Township of Southwold) Recommendation(s): THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-SO2502, Township of Southwold, 9210 Union Road, certified by Thomas J. Stirling O.L.S on behalf of Domus Developments Inc., dated November 6, 2025; and THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Introduction: This report will provide County Council with information required to consider granting approval to the above noted draft plan of subdivision, in accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision which gives approval or refusal for a proposed draft plan of subdivision. Background and Discussion: The County of Elgin received a draft plan of subdivision for the above noted subject lands, located in the Township of Southwold, along the north side of Union Road, east of Talbot Street in Shedden, as shown in Appendix A- Location Map. The subject lands are legally described as Part of Lot 16, Concession South of the North Branch of the Talbot Road, Township of Southwold, and are described as Parts 8, 9, 13, 14, 18, 19, and 23, on Plan 11 R-10140. Subject lands cover an area of approximately 4.53 ha (11.19ac). Existing low -density residential uses separate the subject lands from Union Road along the southern boundary. The Southwold Keystone Complex is located northeast of the subject lands, and the Shedden Soccer fields are located to the south. The lands contain an existing walkway block along their eastern edge, which spans from the Southwold Page 49 of 133 Keystone Complex to the Shedden soccer fields. Beyond the walkway, to the east, are active agricultural fields. To the west are existing single -detached residential lots. Across Union Road, to the southwest, is the Township of Southwold Fire Station No.1, along with currently vacant former agricultural lands zoned for a future residential development known as `Shedden Meadows'. In addition to the Complex, the lands are bounded on the east side by agricultural fields. There are no Significant Natural Features on or adjacent to the subject lands. The proposed development includes a total of 161 dwelling units, 56 of which are apartment units and 105 of which are townhouse units. This is broken down into four (4) residential blocks. Block 1 is located on the north-west portion of the lands and consists of a total of 69 units. This block is separated form the south-east blocks 2, 3, and 4 by a 20.12m± municipal right-of-way for Spicer Street. Block 2 consists of six (6) townhouse buildings (36 units), Block 3 consists of a 3-storey apartment building (28 units), and Block 4 consists of a 3-storey apartment building (28 units). The proposed development also includes the conversion of the rights -of -way for Teetzel Street and Fairground Street within the subject lands to private roads. With a total of approximately 161 units and an area of approximately 4.53 hectares (11.19 acres), the proposed development would have a density of approximately 35.54 units/hectare. Should the draft plan of subdivision be approved by the County, the detailed design of each block will be subject to Site Plan Approval. The Draft Plan of Subdivision is shown in Appendix B of this report. The subject lands are within the Tierll Settlement Area within the County of Elgin Official Plan (2025) as shown on Schedule `A'- County Structure Plan and also found in Appendix C of this report. Section 2.5 establishes a hierarchy of settlement areas, with tiers based on the level of servicing available. Tier I settlements have full water and wastewater services, giving them the ability to support an urban form with a range of densities, with amenities and employment opportunities in close proximity. Tier II settlements have partial services and, as a result, have limited densities and limited proximities to employment opportunities and amenities. The planned sewage treatment infrastructure intended to serve the area supports treatment as a Tier I community which permits additional density. The subject lands are located within the Shedden Settlement Area and designated Residential in the Township of Southwold Official Plan as shown in Schedule `4B'- Shedden Land Use Plan; also found in Appendix D of this report. The proposed will provide for a range/mix of housing types and accommodates growth within the settlement area of Shedden. Page 50 of 133 On February 23, 2026, a Public Meeting was held for the proposed Zoning By-law amendment. The purpose of the amendment was to rezone the subject lands from Settlement Reserve (SR) Zone to special provision Residential 3 (R3-12) and R3-13 Zone. The purpose of the exemptions is to reduce the lot area, frontage and interior side yard setbacks for the proposed apartment building and to permit a rear yard deck encroachment for the residential uses. There were written comments received by the Township prior to, during and following the public meeting for the zoning by-law amendments, as attached in Appendix E. Public comments received included, but not limited to, the following: o Loss of greenspace and parkland; o Loss of privacy and enjoyment of property o Increased density not suitable for the area o Environmental and drainage concerns Comments pertaining to conformity/density/compatibility are addressed by compliance/conformity with Provincial Policies and conditions have been implemented in Appendix B that will address other concerns such as servicing, privacy etc. On February 23, 2026, the Zoning By-law was passed by By-law No. 2026-01 and can be found in Appendix F. Due to interest in the application/development, a Special Council meeting was also scheduled by Township Council and held on March 30, 2026, at the Southwold Keystone Complex and was a well -attended event by members of the public. Verbal comments reiterated loss of greenspace, increased density and mix of housing takes away the `small-town' feel. An appeal was filed on March 16, 2026. On March 31, 2026, the Ontario Land Tribunal (OLT) provided the Township a letter advising that the Tribunal will not be accepting the appeal and therefore, has been withdrawn. The public comments received by the Township were provided to the County in consideration for draft approval and can be found in Appendix E. On April 27, 2026, Council provided a resolution of support for the Draft Plan of Subdivision and endorsement of Township of Southwold conditions, subject to County of Elgin's approval. The subject application proceeded through the standard application process including the preparation, review, and acceptance of a number of technical studies and reports, and the technical circulation to statutory review agencies. The Notice of application was circulated to property owners as regulated by the Planning Act. Page 51 of 133 County staff have had the opportunity to review the subject application under the requirements of the Planning Act, the Provincial Planning Statement, the County Official Plan, and the Township of Southwold Official Plan and are satisfied that the application meets all relevant requirements. Further, a series of conditions to the draft approval have been prepared to accompany the approval, as attached in Appendix G, should County Council deem it appropriate to approve, including conditions from: the Township of Southwold, Lower Thames Conservation Authority Enbridge, Bell and Canada Post. Financial Implications: There are no direct financial impacts to the County with 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 Township of Southwold. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Township and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council grant draft plan approval to application No. 34T-SO2502, subject to the conditions in Appendix G, as the application: • Is consistent with the Provincial Planning Statement; • Conforms to the County of Elgin Official Plan and Township of Southwold Official Plan; • Conforms to the Township of Southwold Zoning By-law as amended and approved by By-law 2026-01, and; • Constitutes good land use planning. Page 52 of 133 Attachments: Appendix A- Location Map Appendix B- Draft Plan of Subdivision Appendix C- Elgin County Official Plan Map Appendix D- Township of Southwold Official Plan Map Appendix E- Public Comments Appendix F- Approved By-law No. 2026-01 (Township of Southwold) Appendix G- Conditions of Draft Plan Approval Written and Prepared by: Diana Morris, RPP, MCIP Senior Planner Reviewed by: Approved for Submission: Blaine Parkin Chief Administrative Officer Mat Vaughan, RPP, MCIP Director of Planning and Development Page 53 of 133 M OrA I AM E E TZ, E 1, r- STT 'W" I'Zilp Location Map Legend Subject Site., 9210 Union Road Subject Site Report #- PLN-26-07 File #- 34T-SO2502 County Road Owner: THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD CA,.- Lower Thames Valtey Conservation Authoro Created By: TE LoralRes Date: 05/14/2026 Township of Southwold Buildings A The Corporation of the County Elgin M Prepared By: Planning and Development 0 25 5Tage 54 of 13$00 U. ro \ do Z� z�� a _a. 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TE Date: 05/14/2026 The Corporation of the Coon y 0gin Prepared By� Nannmg and Wveloppnent 0 25 50 100 150 Meters, Legend County of Elgin Official Plan Land Use Designations Strategic Employment ElginGoi.,inty Settlement Areas Areas IM Tier I St, Thomas Municipal Airport Schedule'A' County Structure Map EaTier 2 Provincial Highway Date: May 14, 2026 Projection: NAD 93 Zone 17N Tier 3, County Highway nei flh� cTwvy 0 nJpo A,' w""v pm-"Aw W F-� Agricultural Pagg 56L2tJl :�%ad alRurp ..... . ..... g -1 .11 --, W tl- —p ., ,l—vm.h la Ili ,Subject Site LEGEND Elgin(..�, our"Ay RCSOUAC� U2�rs SUBJECT LAND, Ld( l,VHA6 L;pn Location Map NA ­IrI)NIL se tt 1, CONSURVAPON LANDS Southwold - Schedule'4B'- Land Use Low Density Residential Subject Site: 9210 Union Road Medium Density Residential Report #- PLN-26-07 High Density Residential BOSO Mappihq File #- 34T-SO2502 Office Residential R-d' Owner: THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLI =Core Commercial Arterial Commercial CA: Lower Thames Valley Conservation Authority S�14—,A A — Created By: TE Business Park Commercial Neighbourhood Commercial Date: 05/14/2026 Page 57 of 13:4r L- 0- Im Diana M�orris From: Sent, March 9, 2026 128 PM To: planning Subject: rraffic unipact study" 1lello, I'm Wayne Clark and Uve at:I,was wondering if you could send me the TIS (traffic inipact study) for the Teetzel Fairm here iri Shedden. I was just made aware that there has been a zoning change In front of my house. People are already going in and out of the complex area like it's a legitimate Intersection since there is a back road access now, I was also wandering if you could send me a map of the plans for -hiis new proposed and passed zoning chiainge. I wasn't given any notice and would like to know what is happening in my area, Thanks for your help M Wayne Clark Page 58 of 133 From. Sent, Monday, Fobmary 23, 2026 7.09 PM Ton Jeff CarswefI <ca j2s,q_q!hwdldx,a> Subject: Keystone Park/Greenspace You don't often get email froi wby,"s. iN impg—rtant Good Evening, 61 I am writingwith cli5@ppointrnent, as we have JUST (@ 6:34 tonight) found out about a point on the agenda at the oauncil meeting tonight that was not brought to the attention of every Shedden resident beforehand. Is there a reason why we all, were not notified about the oppoirtUnAyto, oppose the destruction of greenspace?The council members who are voting to approve these community -altering decisions are obviously Shedden and Fingal residents correct? Because if they live, say, on Ford Road, and not in the community they are des,troying, you'd think ALL residents from our communities would have a say that would out -weigh those, regardless of council -member status, who do not live in the area. It goes without saying that I WOUld like to express myoxtreme opposition to the toss of greenspace: and parldand behind the Keystone complex in lieu of townhouses and apartment buildings,, Having moved to S,hedden a little over a year ago because of the stower, small village feeling, I am surprised and disheartened that Soulthwold is aillowing so many developments to happen that wilt change and destroy the country -feet that Shedden has, and that which attracted, us to the area to begin with. Ptease note that I WOWtd have emalled prior to the noon deadline for opposition, however, communication from SouthwoLd with respect to this agenda point was not sent outto all. residents but onlyto a smatt number, -rtiis in itself seerns suspect, and I would question the integrity of any dedslon made, given the CIMUmstances. Kristina, Loucks Sent from, Gmait Mobite Page � of 133 Southwold Planning Frorn: Sent: February 23, 2026 4:19 PIVI To: Southwold Planning Subject: Rezoning ZBA 2026-01 [You don't often get email from Learn why this is important at l'i,ttps./'/aka,in-,,/L.earnAba utSetiderld,L-ntific:atioli ]I 11,11111, I am writing to oppose the rezoning application, ZBA 2026-01 based on - loss of community health and livabillity,, loss of green space, Informal recreation space, buffer between neighbour hoods. - Incompatibility with surrounding, area/neighbourhoods: we are a rural based area, adding apartment buildings will ruin it, increase traffic, increase noise,, risk the safety of our children - inconsistent withi the official plan- contradicts land use of open space. increased risk of flooding and groundwater recharge disruption Please accept this letter as I arn unabie to attend the meeting tonight and was just made aware of it, Thanks Breanna Wlebe Sent from my Whone Page 6b of 133 gratify the sender and permanently delete this message without reviewing, copying, forwarding, disclosing, or otherwise using it or any part of it in any form whatsoever. ----Original Message ----- Frorm Sent. Monday, February 23, 2026 6:58 PM1 To.Jeff Car5well <cao(c_Psouth wo1d.ca> Subjem TONIGHTS MEETING I understand there are several residents ifsouthwold, including myself, who were never informed of the application 0 for a zoning by-law change to build townhouse/apartments at 9210 Union Road. Please postpone the decision, until the residents are properly notified so their input can be legitimately received. Thank, you. Peggie McArthut Page 6� of 133 permanently delete this message withioult reviewing, copying, forwarding, discIlosing, or otherwise using it or any part of it in any form whatsoever, From, Sent. Mondlay, February 23, 2026 73S I'M To: Jeff Carswell �jcao L 51,5oLk!hwqld,ca> . . .. ..................................... . Subject; Opposition to oring icy -flaw Amendment Applicaflon 7BA 2026-01 (9210 Union Rand) You don't often get email fro hi �Maqftk_rlt DearToWliship Planne.17 and Members of Colincil, As a resident living on Spicer Street-, I. ani writing to' e.press any strong opposition to Zoning By-law Amendment Application ZBA 2026-01 concerning the proposed rezoning of the lands behind my home from Settlement Reserve (SR) to Residential 3 — Special. Provision (1 3-12) and Residential, 3 — Special Provision (R3-13). After reviewing the notice (that was provided to me by a neighbour as I did not receive the notice inyseto, I have significant concerns, r-.garding the impact this development will, have on our neighbourhood, our family, and the surrounding environment: 1. Increased density not suited to flic,axea The proposal, would allow higher -density residential development, including townhonies with reduced setbacks. and increased lot coverage. This is not cotisistent with the existing character of our neighbourhood, which consis(s of low -density, spacious residential lots. The shift to denser development will dramatically alter the conii-nut) y 's feel it , and could reduce overall proj',xi-ty values. 2. Loss of privacy and eiljoyment of property The reduced rear yard setbacks,'for the R3-13 zone and the increased height and massing of proposed. units, will result in significant overlooking into my property, This directly affects my ability to enjoy i.ny yard and undernlines the privacy that originally attracted me to this area. 3. Traffic, safety, and infrastructure strain Adding niultiplenew residential units will substantially, increase traffic flow in an. area not designed -for such. volume, This raises concerns regardingn,oise, road, safiety for pedestrians and children, and the long-term capacity of local infrastructure, including roads, water services,, mid emergency access. Page f3L of 133 4.,Environi-nental and drainage concerns The current open space provides natural drainage, wildlife habitat, and stormwater a I bsorption, Converting it into dense residential development increases the risk of drainage issues, flooding, and rUnOff onto neighbouring properties, This is especially concerning given the lack of detailed drainage or environmental impact inforination in the notice. 5. Lack of cominunity benefit or justification The proposed special provisions appear designed primarily to increase the developer's housing capacity rather than meet demonstrated community needs. There seems tobe no clear planning rationale provided showing how this rezoning benefits existing residents or aligns with long-term planning goals. Given these concerns, I strongly request that Council. deny Zoning By-law Amendment Application :SBA 2026-01, Should Council wish to proceed with any -foima of development on this land, f ask that the Township require a plan that respects existing neighbourhood character, protects privacy, maintains appropriate sctbacks, and includes a f6l I assessment of traffic, infrastructure capacity, and environmental impacts. Than you for considering my concerns. Please include this email as part of the official public record for the Febrtiary 23, 2026 public meeting. Sincerely, [Megan Woodburn] Cheers, Megan M. Woodburn Page 6:8 of 133 notify the sender and permanently delete this message without reviewing, copying, forwarding, disclosing, or otherwise using it or any part of it in any form whatsoever. ..--...Original Message-- Frorrc Sent: Moniday, February 23, 2026 6:32 PJA To: Jeff Carswell, <cao@southwoId,ca> Subject: Proposed development behind houses on union road next to soccer field (YOU don't often get ernafl from warriorchick@protonmail,com. Learn why :his is important at https://a ka. ms/LEa rnAboutSe n cle ride ntification J I oppose this, Shedden already has a giant pile of dirt waiting fir new developments. That should be enough, Leave some green space and don't crowd the Fair or the Soccer fields. Herma Van Meppelen Scheppink Sent from Proton Mail Android Page 64 of 133 o CIO Ln 46 tn > .0 E 4� Lr) E 4U� 0 LI —0 4- 4- Ln 4- 0 0 Ln 4- 0 Ln 0 0 Ln u CL :3 7F CT -0 Ln vi 3: Ln 4-7 :3 ao < C) C, CO bn c 41 bD '.P W C 0 0 (U Ill— 0 0 u rJ cu (U kn -r +j 4� c 0 W m 41 CD rq 4n M co u UJ C: uj vi 0 E Ln Z z m C'L < ON < 21 -a -0 V) 00 > (U 7-4 Lri w Ln E N M W Ln N E 0 C: 4 76 M 14- 0 -0 ci VLn +, Ln 0 u cu 0 CL IN V-q CL �n E rn to C: A E CL w 0 m rq Ln rq E ra cc M: 0 0 >s = a) Ln 0 0 0 4� rHi rHi 0 Qj M <D L- LL a) C) Cal 4� 0 3: 0 0 as C) L- LL 0 c� 0 ,rn > Ln E E r-i M Im z 0 0 " Z E E E 0 0 0- w CL a E CL CL —M (n -F cu 4� 0 Ln CL rH IN ryi 'i � CL Cu w v c rz Q Ij tA (U V) 0 F- ci 3 0 0 La. Page 65 of 133 W u r �a cv 0 41 �a �s c� tm In a cc M 0 m Page 66 of 133 Page 67 of 133 ru 0 C 0 0 M <c 07 -0 0 0) N 0 0 u 0 0 0 0 -0 -p 0 cn ,LO cu 0 0 t m "0 ru E <cu > 0 0 0 U) t 0 (n 0 u u C 0 cn 0- OL u cro -0 U ru CL :E 0 0--u —E :� (n 0 U ro C M m 0 -0 'j� 0m Ln 0 E ru m Q) o E -0 cn -C —ro — m E 0 3; 0 0 r- 0 ro V LL. z LI CZ N Q -0 -C 0 C) -0 -0 0 0 0 L L0 < 0 0 0 41 a) 0 0- 0 r4 0 -0 0 D 0 Z: CL E 9CU) 0. v 0 '0 ro CL N IV 0 75 Fn 4D m — �D 4� 0 -Z� 0 0 �A -,.,e CL 4- w E I V) M (n (V c- 5 u 8 M =p -0 U U) LO c 0 0 n M 0 CL n w CL Z 0 (0 cu CL LL -Z 0) fu 0 0 0 -C 0 -0 0 Ll. >- '4- 0 -2 0 0 t m cc 0) > a, -0 ra M u ;77 cu c 0 LL c 0 4- LU ra -0 CL U o > 41 0 75 0 LI) — m a 6 u >, ra 0 0 0 u CL " — E I I >, 0, 0 U') L) 0 .Y w U. c u -C C 4Z -0 -0 Z 0 1 0 U m LL -0 ro w = v —ru 0 0 u C) 0 CL 0 41 0, E t M cn 0 0 u 0 -0 m 0 m 0 F- < +, ui tn 0 0 Ln -0 U 0 m r0 4-U) = > +1 0 0 C) cc E m -0 cN CT U CL c M u -0 (al 0 z o CU Ul 0 0 iz C) LO m LL, 6 7 0 -@ >, 'rZ C4 c (A w :E �e z uj u = 3: n- 0 - 0 z o E 0 3i 0 :2 as :t:f 2 w 0 Lr) E V) ;a 0 Page 68 of 133 DECISION The conditions to final plan of approval for registration of this Subdivision (File No. 34T- S02502) as provided by the County of Elgin are as follows: No. Conditions 1. That this approval applies to the draft plan of subdivision prepared and certified by Thomas J. Stirling O.L.S., dated November 6, 2025, that shows four (4) blocks for future residential development, three (3) blocks for walkways, three (3) blocks for 0.3 metre reserves legally described as Part of Lot 16, Concession South of the North Branch of Talbot Road, Township of Southwold, County of Elgin and as described as Parts 8, 9, 13, 14, 18, 19 and 23 on Plan 11 R-10140. 2. That the Owner be required to enter into a development agreement with the municipality wherein the owner agrees to satisfy all the requirements financial and otherwise, including but not limited to: the payment of fees and development charges, provision of roads, installation and capacity of services, sanitary sewerage collection system, storm water collection system, water distribution system, utilities, stormwater management facilities, sidewalks, active transportation facilities, traffic signage, streetlighting system, pavement markings, temporary lot drainage, temporary drainage systems at limits of subdivision phases, fencing, buffering, retaining walls, and trees for the development of the lands within the plan, all in accordance with approved drawings and specifications. 3. That the development agreement between the Owner and the Municipality contain provisions requiring financial contributions be made and/or secured to the Municipality including all required letters of credit, cash securities and insurances (for a period of time up to and including two years after final completion of all required municipal infrastructure and services). Development Charges, Securities (100% of estimated work on public lands), Water Connection Fees, Deposit for legal fees, costs incurred by the Township, and all other associated fees to be paid upon submission of signed agreement. 4. That Securities be provided in a Letter of Creditor a Surety Bond to the satisfaction of the Township. 5. That the development agreement between the Owner and the Municipality be registered against the title of the lands to which it applies prior to the registration of the plan of subdivision. Page 69 of 133 6. That the Owner convey up to five percent (5%) of the land included in the plan to the Township for park or other recreational purposes or alternatively the Township require cash -in -lieu of all or a portion of the conveyance. 7. That the development agreement contains provisions to the satisfaction of the Municipality regarding the phasing or timing of the development. That the Owner shall submit plans showing any revised phasing to the Municipality for review and approval if this subdivision is to be developed in more than one registration. 8. That prior to final approval by Elgin County, the County is to be advised by the Municipality that this proposed subdivision conforms to the zoning by-law in effect. The Owner shall provide to the Municipality a table of lot areas and lot frontages certified by an Ontario Land Surveyor confirming compliance with the Zoning By-law. 9. That the Owner shall provide easements as may be required for services, access, maintenance, utility or drainage purposes, and where required by the Municipality, daylight corners and/or 0.3 metre reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality and the relevant agency. 10.That the draft plan of subdivision include, and show any required daylight/visibility triangles, to the satisfaction of the Township. 11.That the Owner shall construct 3.Om Granular A trail on Blocks 5,6,7 to municipal standards and transferred to the Township upon assumption. 12. That the Owner shall construct an asphalt multi -use path on the north side of Spicer Street connecting to the trail on the east side of the subject lands. 13.That the Owner provide to the municipality all servicing plans and reports for the review and final approval by the Municipality in accordance with the Development Standards Manual/to the satisfaction of the Municipality. 14.That the Owner complete an application and agreement for Sewage Allocation in accordance with By-law 2025-44. 15.That prior to final approval, the Municipality shall confirm that reserve sewage treatment conveyance capacity and water supply capacity is available for all lots in the proposed development. 16.That the development agreement, between the Owner and the Municipality, include the transfer of designated Right -of -Ways to the Township upon assumption. 17.That the development agreement, between the Owner and the Municipality, contain provisions, to the satisfaction of the Municipality and the Lower Thames Conservation Authority that stipulates, that prior to obtaining final approval, for any phase of the development, that the Owner, will finalize an engineering analysis, to identify stormwater quality and quantity measures, and flood hazards, in accordance with Page 70 of 133 any relevant municipal/provincial, standards or guidelines, in consultation with the applicable authority. 18.That the development agreement, between the Owner and the Municipality, contain provisions, to the satisfaction of the Municipality, that stipulates, that prior to obtaining final approval, for any phase of the development, that the Owner, will finalize the following plans and reports in accordance with any relevant municipal/provincial, standards or guidelines, in consultation with the applicable authority and the satisfaction of the Municipality: o Grading Plans o Site Servicing Plans o Erosion and Sediment Control Plans o Phasing Plans o Sanitary and Storm Area Plans — showing pre and post tributary areas, outlets storm water management, calculations etc o Subdivision Plans o Details and Notes Plans as Required o Plan and Profiles o Photometric Plans o Landscaping Plans o Any other plans deemed necessary by the Township 19.That the development agreement between the Owner and the Municipality contain provisions, that requires, thatthe Ownerwill maintain or improve Horton Drain Branch 'B' alignment and maintain the easement, to the satisfaction of the Township. 20.The developer shall ensure that sanitary sewers are designed to service future development lands to the satisfaction of the Township. 21.The developer shall pre -treat storm flows leaving the site with an approved oil grit system or approved alternate. 22.That the recommendation presented in the submitted Preliminary Geotechnical Investigation prepared by MTE Consultants, dated October 15, 2025, be implemented, as required, to the satisfaction of the Municipality. 23.That prior to undertaking construction or site alteration activities, any necessary permits or approvals, be received, from the Lower Thames Conservation Authority. Page 71 of 133 24.That the development agreement between the Owner and the Municipality shall contain the following clause: In the event that an improperly constructed, maintained or abandoned Well is found upon or within any lands either conveyed to the Municipality as a requirement of the development agreement or lands which become owned by and/or under the jurisdiction of the Municipality as a result of the registration of the plan of subdivision, the Owner covenants and agrees to indemnify and save harmless the Municipality for all costs incurred relating to the capping, repairing or otherwise remediating of such Well in accordance with the applicable legislation, regulations, guidelines or orders. It is the intention of the parties that this provision shall survive the closing of any transaction related to the transfer of the applicable lands. 25.That the development agreement between the Owner and the Municipality shall contain a provision requiring the installation of perimeter fencing. The location, type, height of the fencing shall be shown on the appropriate drawing, to the satisfaction of the Municipality. Fencing shall be installed as required in the development agreement. 26.The Owner shall acknowledge that no grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Township and County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public register of archaeological reports. 27.That the development agreement between the Owner and the Municipality shall contain the following clause: "The Owner acknowledges that an oil, gas or water well ("Well") that is improperly constructed, maintained or abandoned presents a safety risk to humans as well as a potential risk to pollute groundwater resources. The Owner represents and warrants that it has researched the Oil, Gas and Salt Resources Library and the Ministry of Environment, Conservation and Parks Well Records (together the "Records") and has made itself aware of the presence of any Well on the lands. The Owner acknowledges that not all Wells are recorded or located accurately in the Records. The Owner further represents and warrants that it has: a) systematically searched the subject lands for potential Well sites, and b) taken all other necessary steps to ensure that there are no other Wells on the subject lands and that any Well found has been or will be capped in accordance with the applicable legislation, regulations, guidelines or orders, the proof of which shall be submitted to the Municipality. Page 72 of 133 In the event that an improperly constructed, maintained or abandoned Well is found upon or within any lands either conveyed to the Municipality as a requirement of the development agreement or lands which become owned by and/or under the jurisdiction of the Municipality as a result of the registration of the plan of subdivision, the Owner covenants and agrees to indemnify and save harmless the Municipality for all costs incurred relating to the capping, repairing or otherwise remediating of such Well in accordance with the applicable legislation, regulations, guidelines or orders. It is the intention of the parties that this provision shall survive the closing of any transaction related to the transfer of the applicable lands." 28.That the development agreement between the Owner and the Municipality shall contain a provision, to the satisfaction of the Municipality, that there be a notice/warning clause in every agreement of purchase and sale advising purchasers to be aware of the adjacent recreational land use, specifically the Southwold Keystone Complex. The warning clause should, at a minimum, contain the following information: New residents acknowledge: • The adjacent recreational land use serves as a vital public hub for social Interaction, recreation, education and services in the community. This involves hosting community activities which can generate noise, dust and traffic including on -street parking. 29. That the development agreement between the Owner and the Municipality shall contain a provision, to the satisfaction of the Municipality, that there be a notice/warning clause in every agreement of purchase and sale advising purchasers to be aware of adjacent agricultural land uses. The warning clause should, at a minimum, contain the following information: New residents acknowledge: • The nearby agricultural operations and agree to support the "right -to -farm" principle; • That adjacent farms deploy the use of frost windmills which operate to circulate air to prevent fruit from freezing and further these machines can generate unfamiliar and loud noise when in operation; • That adjacent farms utilize and house specialized seasonal farm workers to maintain the crop; • That farming operations use sprays to ensure healthy crops; these are all approved for safe use by Health Canada; • That specialized farming equipment is used and are permitted to be on adjacent roadways; and • That manure may be applied to adjacent farms which can produce unpleasant odours and the presence of flies, farmers follow strict nutrient management plans. • That adjacent farming operations may generate dust throughout the growing season Page 73 of 133 30. That the subdivision agreement between the Owner and the Municipality contain a provision requiring the owner to notify in writing each person who first offers to purchase any subdivided lot within the plan of subdivision of all approved development charges, including development charges for school purposes, relating to any such lot pursuant to Section 59(4) of the Development Charges Act, 1997, and the Education Act. 31.That prior to final approval by Elgin County, the Owner shall submit for review and approval by the Municipality, a draft of the final M-Plan. 32. This subdivision is within a watershed that is part of the funded Southwold Flood Hazard Identification and Mapping Program (FHIMP) study that is currently underway. The LTVCA will provide subdivision review comments of the SWM/FSR upon completion of the FHIMP. The sub -watershed report and the SWM/FSR review will need to be addressed prior to the Authority waiving any conditions for the subdivision, to the satisfaction of Lower Thames Conservation Authority. 33.That the Owner acknowledges and agrees to convey to Enbridge Gas Inc. (operating as Union Gas) the necessary easements and/or agreements required for the provision of gas services to the new lots. 34. Prior to final approval, the Owner will provide to Bell Canada the necessary easements and/or agreements required by Bell Canada to service this new development. 35. Prior to final approval the Owner shall ensure that the requirements of Canada Post have been satisfied: a) The developer will consult with Canada Post to determine suitable permanent locations for the Community Mail Boxes. The developer will then indicate these locations on the appropriate servicing plans; b) The developer agrees, prior to offering any units for sale/rent, to display a map on the wall of the sales office in a place readily accessible to potential owners/renters that indicates the location of all Community Mail Boxes within the development, as approved by Canada Post; c) The developer agrees to include in all offers of purchase/rental a statement which advises the purchaser/renter that mail will be delivered via Community Mail Box. The developer also agrees to note the locations of all Community Mail Boxes within the development, and to notify affected owners/renters of any established easements granted to Canada Post to permit access to the Community Mail Box. d) The developer will provide a suitable and safe temporary site for a Community Mail Box until curbs, sidewalks and final grading are completed at the permanent Community Mail Box locations. Canada Post will provide mail delivery to new residents/tenants as soon as the homes/businesses are occupied; and Page 74 of 133 e) The developer agrees to provide the following for each Community Mail Box site and to include these requirements on the appropriate servicing plans: i. Any required walkway across the boulevard, per municipal standards; ii. Any required curb depressions for wheelchair access, with an opening of at least two to three metres (consult Canada Post for detailed specifications); iii. A Community Mailbox concrete base pad per Canada Post specifications. 36.That prior to final approval, the County of Elgin is to be advised in writing by the Municipality how conditions 2-31 have been satisfied. 37. That prior to final approval, the County of Elgin is to be advised in writing by the Lower Thames Conservation Authority how condition 32 has been satisfied. 38.That prior to final approval, the County of Elgin is to be advised in writing by Enbridge Gas Inc. (operating as Union Gas) how condition 33 has been satisfied. 39.That prior to final approval, the County of Elgin is to be advised in writing by Bell Canada how condition 34 has been satisfied. 40.That prior to final approval, the County of Elgin is to be advised in writing by Canada Post how condition 35 has been satisfied. Notes to Draft Approval: That this approval applies to the draft plan of subdivision prepared and certified by Thomas J. Stirling O.L.S., dated November 6, 2025, that shows four (4) blocks for future residential development, three (3) blocks for walkways, three (3) blocks for 0.3 metre reserves legally described as Part of Lot 16, Concession South of the North Branch of Talbot Road, Township of Southwold, County of Elgin and as described as Parts 8, 9, 13, 14, 18, 19 and 23 on Plan 11 R-10140. 2. It is the Owner's sole responsibility to fulfill the conditions of draft approval. 3. It is suggested that the Owner be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the Registry Act unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). Page 75 of 133 4. The Owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 5. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Municipality of Southwold regarding the preparation of the final plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality, is required as part of the final plan submission. 6. Inauguration, or extension of a piped water supply, a sewage system, or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 7. The Owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil, or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or near this subdivision. If either the Owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 8. The Ministry of the Environment, Conservation, and Parks must be advised immediately should waste materials or other contaminants be discovered during the development of this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 9. The Owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The Owner shall plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 10. Should the Owner or the Municipality require underground telecommunications facilities to serve this subdivision, the owner must confirm with the Municipality that satisfactory arrangements have been made with telecommunications provider for underground services. The Owner is also advised that, should any conflicts with the existing Page 76 of 133 telecommunications facilities or easements arise, the Owner shall be responsible for realignments or relocation. Further, the Owner is to provide easements as required to service this subdivision. 11. Clearances are required from the Township of Southwold, Lower Thames Conservation Authority, Enbridge (Union Gas), Bell and Canada Post. If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required by the County of Elgin. 12.All measurements on subdivision and condominium final plans must be presented in metric units. 13.The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. • All classes of features must be separated into different layers. • Each layer should be given a descriptive name so that the class of feature it contains is recognizable. 14.The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R.S.O. 1990, on this day of 20 Director of Planning and Development 15.The approval of this draft plan of subdivision File No. 34T-SO2402 will lapse on June 23, 2028, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the Owner to request an extension of the draft approval if one is needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Township of Southwold. 16.The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. Page 77 of 133 ElginCOUnty' Report to Committee of the Whole From: Diana Morris, Senior Planner Date: June 9, 2026 Subject: PLN-26-08- Draft Plan of Subdivision 34T-SO2503 10141 Talbotville Gore Road (Township of Southwold) Recommendation(s): THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-SO2503, Township of Southwold, 10141 Talbotville Gore Road, certified by Gavin P.T Seaman, OLS., dated November 23, 2025 and; THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Introduction: This report will provide County Council with information required to consider granting approval to the above noted draft plan of subdivision, in accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision which gives approval or refusal for a proposed draft plan of subdivision. Background and Discussion: The subject land is located at the terminus of Cedarvale Lane, west side of Talbotville Gore Road and east of Sparky's Way, within the Talbotville community in Southwold, as shown in Appendix A- Location Map. The lot is irregularly shaped with a total of 3.19 hectares (7.88 ac) and 121 metres (396.98ft) of lot frontage on Talbotville Gore Road. The lands currently contain a two -storey single detached dwelling. The surrounding area is comprised of low -density residential uses in the form of single - detached dwellings to the north, south and west of the subject lands. Lands to the north are predominately vacant and comprises a powerline corridor easement. The proposed lot configurations reflect the existing fabric of the primarily single -detached residential neighbourhood to the west of the subject site along Cedarvale Lane. Farther north is a gas station and convenience store. Page 78 of 133 The proposal is to create two (2) additional residential lots which requires the extension of Cedarvale Lane to the east, approximately 31.5 metres (103.35 ft), providing access and frontage for the new lots. The existing residential dwelling fronting Talbotville Gore Road will remain and no other changes are being requested for the remainder of the subject site. The two proposed lots will comprise an area of 0.19ha (0.47 ac) and the road extension/reserve will comprise an area of 0.07 ha (0.17 ac) with an area of 0.26 ha (0.64 ac) of the total 3.19 ha site. All municipal services (sanitary sewer, storm and watermain) are to be extended within the 20 metre Cedarvale Lane Right -of -Way (ROW). The existing reserve at the end of Cedarvale Lane would be lifted and a new 0.3 metre reserve would be registered at the new termination of the roadway to ensure legal access is prohibited. No additional applications are required to facilitate the proposed development as the proposed lots will conform to the provisions of the Residential (R1) Zone. The Draft Plan of Subdivision is shown in Appendix B of this report. The subject lands are within the Tier Settlement Area within the County of Elgin Official Plan (2025) as shown on Schedule `A'- County Structure Plan and also found in Appendix C of this report. Section 2.5 establishes a hierarchy of settlement areas, with tiers based on the level of servicing available. Tier I settlements have full water and wastewater services, giving them the ability to support an urban form with a range of densities, with amenities and employment opportunities in close proximity. Tier II settlements have partial services and, as a result, have limited densities and limited proximities to employment opportunities and amenities. The planned sewage treatment infrastructure intended to serve the area supports treatment as a Tier I. The subject lands are located within the Talbotville Settlement Area and designated Residential in the Township of Southwold Official Plan as shown in Schedule `4A'- Talbotville Land Use Plan; also found in Appendix D of this report. The proposed is within a settlement area and is a logical extension of the existing built-up area. On May 11, 2026, Council provided a resolution of support for the Draft Plan of Subdivision and endorsement of Township of Southwold conditions, subject to County of Elgin's approval. The subject application proceeded through the standard application process including the preparation, review, and acceptance of a number of technical studies and reports, and the technical circulation to statutory review agencies. The Notice of the application was circulated to property owners as regulated by the Planning Act. No concerns were raised by the public. Page 79 of 133 County staff have had the opportunity to review the subject application under the requirements of the Planning Act, the Provincial Planning Statement, the County Official Plan, and the Township of Southwold Official Plan and are satisfied that the application meets all relevant requirements. Further, a series of conditions to the draft approval have been prepared to accompany the approval, as attached in Appendix E, should County Council deem it appropriate to approve, including conditions from: the Township of Southwold, Enbridge and Bell. Financial Implications: There are no direct financial impacts to the County with 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 Township of Southwold. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Township and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council grant draft plan approval to application No. 34T-SO2503, subject to the conditions in Appendix E, as the application: • Is consistent with the Provincial Planning Statement; • Conforms to the County of Elgin Official Plan and Township of Southwold Official Plan; • Conforms to the Township of Southwold Zoning By-law; • Constitutes good land use planning. Attachments: Appendix A- Location Map Appendix B- Draft Plan of Subdivision Appendix C- Elgin County Official Plan Map Page 80 of 133 Appendix D- Township of Southwold Official Plan Map Appendix E- Conditions of Draft Plan Approval Written and Prepared by: Diana Morris, RPP, MCIP Senior Planner Reviewed by: Approved for Submission: Blaine Parkin Chief Administrative Officer Mat Vaughan, RPP, MCIP Director of Planning and Development Page 81 of 133 Subject Site., 10141 TALB017ILLE GORE ROAD Report • • 08 File #- 34T-SO2503 Owner.r Y +M-ROY, MICHELLE LYNNOF SOUTHWOLD AConservationAuthority Created M Date: 02 i Legend Subject Site County load Local Road Buildings N The Corporation of the County Elgin m Prepared By: Planning and Development 0 25 5CPage 82 of �W �4FSA)I-Ni /m- �r, ART)", "/9'.H 1, mc, U---- -------- STRIK BAIDNELU MONIK Z7 Page 83 of 133 N Site Location Subject Site: 10141 TALBOTVILLE GORE ROAD Report #- PLN-26-08 File #- 34T-SO2503 Owner. ROY, JACQUES GILLES GRAHAM-ROY, MICHELLE LYNNOF SOUTHWOLD CA: Kettle Creek Conservation Authority Created By: TE The Corporation ot Uie CoonIty 0gin Prepared By: Planning and Development 0 60 120 1/?r" 240 360 'oe"Meters =10* Land Use Designations U Strategic Employment Settlement Areas Areas IM Tier 1 ,4) St, Thomas Municipal Airport EM Tier 2 Provincial Kghway 0 Tier 3 County Highway AglriWlturai Pag@_ 84L2tJl9ad County of Elgin Official Plan . . . . . . .. .... ElginCounty Schedule'A' County Structure Map Date: MaV 14, 2026 Prqection: NAD 83 Zone 17N c uslm,rer me , "' V tily}Y ­tAL's d� vLfy pre C I LANO IQ PU I Up� I aMW 'I 'd e, ,.' _— I Na —,a ��_ en wl p, r.h rhh,�d bW (-1—aw Applkv—, rust N't'll,,ed i 1, &91 1114V .1e thm Wor—fie" a m", ."r, nA, Me M-Orq5*tV vA 1101 NFFW— ± Lr= zi� Subject iu "Isiv��. LEGEND 110VS Elgin(..�, our"Ay IIII IIII SUBJECT LANDS Location Map RCSOUAC� L 400, NA I ,VHAL;pn land"se ­r,)NIL (1AP, se tt 1, � K-U-6.1 I Southwold - Schedule'4A'- Land Use CONSURVAPOW LANDS Low Density Residential Subject Site: 10141 TALBOTVILLE GORE ROAD Medium Density Residential Report #- PLN-26-08 High Density Residential BOSO Mappihq re File #- 34T-SO2503 Office Residential Owner: ROY, JACQUES GILLES Core Commercial GRAHAM-ROY, MICHELLE LYNNOF SOUTHWOLD Arterial Commercial lit CA: Kettle Creek Conservation Authority IM Business Park CommercialNeighbourhood SmW­A A— Commercial Date: 05/15/2026 Page 85 of 13:4r DECISION The conditions to final plan of approval for registration of this Subdivision (File No. 34T- S02503) as provided by the County of Elgin are as follows: No. Conditions 1. That this approval applies to the draft plan of subdivision prepared by Strik, Baldinelli, Moniz and certified by Gavin P.T Seaman, OLS., dated November 23, 2025, that shows tow (2) lots for single -detached dwellings, one (1) block for a road extension and one (1) block for a 0.3 metre reserve, legally described as Part of Lot 40, Concession S.E.N.B.T.R, in the Township of Southwold, County of Elgin. 2. That the Owner be required to enter into a development agreement with the municipality wherein the owner agrees to satisfy all the requirements financial and otherwise, including but not limited to: the payment of fees and development charges, provision of roads, installation and capacity of services, sanitary sewerage collection system, storm water collection system, water distribution system, utilities, stormwater management facilities, sidewalks, active transportation facilities, traffic signage, streetlighting system, pavement markings, temporary lot drainage, temporary drainage systems at limits of subdivision phases, fencing, buffering, retaining walls, and trees for the development of the lands within the plan, all in accordance with approved drawings and specifications. 3. That the development agreement between the Owner and the Municipality contain provisions requiring financial contributions be made and/or secured to the Municipality including all required letters of credit, cash securities and insurances (for a period of time up to and including two years after final completion of all required municipal infrastructure and services). Development Charges, Securities (100% of estimated work on public lands), Water Connection Fees, Deposit for legal fees, costs incurred by the Township, and all other associated fees to be paid upon submission of signed agreement. 4. That Securities be provided in a Letter of Credit or a Surety Bond to the satisfaction of the Township. Page 86 of 133 5. That the development agreement between the Owner and the Municipality be registered against the title of the lands to which it applies prior to the registration of the plan of subdivision. 6. That the development agreement contains provisions to the satisfaction of the Municipality regarding the phasing or timing of the development. That the Owner shall submit plans showing any revised phasing to the Municipality for review and approval if this subdivision is to be developed in more than one registration. 7. That prior to final approval by Elgin County, the County is to be advised by the Municipality that this proposed subdivision conforms to the zoning by-law in effect. The Owner shall provide to the Municipality a table of lot areas and lot frontages certified by an Ontario Land Surveyor confirming compliance with the Zoning By-law. 8. That the Owner shall provide easements as may be required for services, access, maintenance, utility or drainage purposes, and where required by the Municipality, daylight corners and/or 0.3 metre reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality and the relevant agency. 9. That the Owner provide to the municipality all servicing plans and reports for the review and final approval by the Municipality in accordance with the Development Standards Manual/to the satisfaction of the Municipality. 10. That the Owner complete an application and agreement for Sewage Allocation in accordance with By-law 2025-44. 11. That prior to final approval, the Municipality shall confirm that reserve sewage treatment conveyance capacity and water supply capacity is available for all lots in the proposed development. 12. That the development agreement, between the Owner and the Municipality, include the transfer of designated Right -of -Ways to the Township upon assumption. 13. That the development agreement, between the Owner and the Municipality, contain provisions, to the satisfaction of the Municipality and the Lower Thames Conservation Authority that stipulates, that prior to obtaining final approval, for any phase of the development, that the Owner, will finalize an engineering analysis, to identify stormwater quality and quantity measures, and flood hazards, in accordance with any relevant municipal/provincial, standards or guidelines, in consultation with the applicable authority. 14. That the Owner shall enter into a Development Agreement with the Municipality which shall include provisions requiring that, prior to the granting of final approval for any phase of development, the Owner shall prepare and submit all required plans, drawings, and supporting reports in accordance with the Township's Design Guidelines, applicable municipal and provincial standards, and to the satisfaction of the Municipality and any applicable approval authority. Page 87 of 133 15. The developer shall ensure that sanitary sewers are designed to service future development lands to the satisfaction of the Township. 16.That the recommendations presented in the submitted Geotechnical Investigation prepared by EXP Services Inc., dated May 9, 2025, and updated September 30, 2025, be implemented, as required, to the satisfaction of the Municipality. 17. That the development agreement between the Owner and the Municipality shall contain the following clause: "In the event that an improperly constructed, maintained or abandoned Well is found upon or within any lands either conveyed to the Municipality as a requirement of the development agreement or lands which become owned by and/or under the jurisdiction of the Municipality as a result of the registration of the plan of subdivision, the Owner covenants and agrees to indemnify and save harmless the Municipality for all costs incurred relating to the capping, repairing or otherwise remediating of such Well in accordance with the applicable legislation, regulations, guidelines or orders. It is the intention of the parties that this provision shall survive the closing of any transaction related to the transfer of the applicable lands." 18. The Owner shall acknowledge that no grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Township and County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public register of archaeological reports. 19. That the subdivision agreement between the Owner and the Municipality contain a provision requiring the owner to notify in writing each person who first offers to purchase any subdivided lot within the plan of subdivision of all approved development charges, including development charges for school purposes, relating to any such lot pursuant to Section 59(4) of the Development Charges Act, 1997, and the Education Act. 20. That prior to final approval by Elgin County, the Owner shall submit for review and approval by the Municipality, a draft of the final M plan. 21. That the Owner acknowledges and agrees to convey to Enbridge Gas Inc. (operating as Union Gas) the necessary easements and/or agreements required for the provision of gas services to the new lots. 22. Prior to final approval, the Owner will provide to Bell Canada the necessary easements and/or agreements required by Bell Canada to service this new development. Page 88 of 133 23. That prior to final approval, the County of Elgin is to be advised in writing by the Municipality how conditions 2-20 have been satisfied. 24. That prior to final approval, the County of Elgin is to be advised in writing by Enbridge Gas Inc. (operating as Union Gas) how condition 21 has been satisfied. 25. That prior to final approval, the County of Elgin is to be advised in writing by Bell Canada how condition 22 has been satisfied. Notes to Draft Approval: 1. That this approval applies to the draft plan of subdivision prepared by Strik, Baldinelli, Moniz and certified by Gavin P.T Seaman, OILS., dated November 23, 2025, that shows tow (2) lots for single -detached dwellings, one (1) block for a road extension and one (1) block for a 0.3 metre reserve, legally described as Part of Lot 40, Concession S.E.N.B.T.R, in the Township of Southwold, County of Elgin. 2. It is the Owner's sole responsibility to fulfill the conditions of draft approval. 3. The Owner is advised that the two (2) lots will receive mail delivery via a local community mailbox. If any changes are made, Canada Post is to be notified. 4. It is suggested that the Owner be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the Registry Act unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). 5. The Owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Page 89 of 133 Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 6. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Municipality of Southwold regarding the preparation of the final plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality, is required as part of the final plan submission. 7. Inauguration, or extension of a piped water supply, a sewage system, or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 8. The Owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil, or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or near this subdivision. If either the Owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 9. The Ministry of the Environment, Conservation, and Parks must be advised immediately should waste materials or other contaminants be discovered during the development of this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 10. The Owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The Owner shall plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 11. Should the Owner or the Municipality require underground telecommunications facilities to serve this subdivision, the owner must confirm with the Municipality that satisfactory arrangements have been made with telecommunications provider for underground services. The Owner is also advised that, should any conflicts with the existing telecommunications facilities or easements arise, the Owner shall be responsible for Page 90 of 133 realignments or relocation. Further, the Owner is to provide easements as required to service this subdivision. 12. Should the developer require any use of and/or access to the transmission corridor at any time, the developer must contact Land Use Planning Team, LandUsePlanning@hydroone.com in order to ensure all of HONI's technical requirements are met to its satisfaction and acquire any applicable agreements. 13. Clearances are required from the Township of Southwold, Enbridge (Union Gas) and Bell. If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required by the County of Elgin. 14.AII measurements on subdivision and condominium final plans must be presented in metric units. 15.The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. • All classes of features must be separated into different layers. • Each layer should be given a descriptive name so that the class of feature it contains is recognizable. 16. The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R. S. O. 1990, on this day of 20 Director of Planning and Development 17. The approval of this draft plan of subdivision File No. 34T-SO2403 will lapse on June 23, 2028, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the Owner to request an extension of the draft approval if one is needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Township of Southwold. Page 91 of 133 18. The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. Page 92 of 133 ElginCOL,inty' Report to Committee of the Whole From: Katherine Thompson, County Clerk/Manager of Administrative Services Date: June 9, 2026 Subject: ADM 26-20 Updates to Elgin County Procedural By-law Recommendation(s): THAT the proposed updates to the Elgin County Procedural By-law, as contained in the report titled "ADM 26-20 Updates to Elgin County Procedural By-law" be approved; and THAT said By-law be prepared for adoption. Introduction: After and in-depth review in late 2024 and early 2025, Council passed an updated Procedural By-law and implemented a new structure for Council which split Council and Committee of the Whole meetings. After one year of utilizing the current by-law, staff have identified several areas where minor adjustments can be made to further clarify processes and procedures. Background and Discussion: The following outline proposed changes to the Procedural By-law: In Section 11.7 recommendations from Committee of the Whole were referred to as resolutions. This has been changed to reflect that decisions coming out of Committee of the Whole are recommendations which will be considered by Council and then become resolutions once Council has voted. Section 20.2 lays out the rules for members of the public wishing to speak to reports at Committee of the Whole. Staff have added further clarification to this section to distinguish the difference between appearing before Council as a delegation and speaking to a report at Committee of the Whole. When a member of the public speaks to a report at Committee of the Whole, it is intended to be a short verbal presentation related to the content of the report in question. Updates to the by-law clarify that no written materials or visual presentations will be permitted for those speaking to a report. Additionally, the updates to the by-law propose limiting groups with multiple members to Page 93 of 133 one (1) designated speaker. This recommendation will ensure that, should there be multiple groups in attendance, each will have the opportunity to speak. In the current version of the by-law, there are no provisions to govern how to provide additional information that may arise between when Committee of the Whole has made a recommendation, and Council considers it. The updates to the by-law suggest that this additional information be sent to staff who will append it to the recommendation as supplementary information for Council's consideration. Section 25.3.5 now clarifies that there are no recorded votes in Committee of the Whole. A recorded vote can be undertaken when a matter is before Council. Section 25.4.2 outlines the process for Amending Motions. The current by-law wording gives the impression that the contents of the Motion can be substituted entirely, which would constitute a new Motion, not an amendment. This has now been revised to indicate that an Amendment is the adding, and/or striking out of words to clarify the intent of a Motion. Proposed changes to the County of Elgin Procedural By-law are indicated in red in the attached draft by-law. Financial Implications: row 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: None. Communication Requirements: In Accordance with Notice By-law 24-15 the notice for the passing of a new or updated procedural by-law must be placed on the Council agenda proceeding the anticipated date of adoption. Should this By-law be adopted by Council, a copy will be posted on the County of Elgin's website and circulated to Local Municipal Partners. Conclusion: The County of Elgin has been operating within the new structure of Council and Committee of the Whole and using the updated Procedural By-law for one (1) year. Page 94 of 133 During this time, staff have noted several areas where additional clarification is required and are recommending minor updates for Council's consideration. All of which is Respectfully Submitted Katherine Thompson County Clerk/ Manager of Administrative Services Approved for Submission Blaine Parkin Chief Administrative Officer Page 95 of 133 COUNTY OF ELGIN By -Law No. 26-27 "BEING A BY-LAW TO REGULATE THE PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN" WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O 2001, Chapter M. 45, as amended, every municipality shall pass a procedure by-law for governing the calling, place and proceedings of Meetings; and WHEREAS the Council of the Corporation of the County of Elgin did pass By -Law No. 25-06 in order to make and establish rules and regulations for governing the proceedings of Council; and WHEREAS the Council of the Corporation of the County of Elgin deems it necessary to update the Procedural By -Law to govern the proceedings of Council that reflects the current practices, procedures and statutory requirements of Council; NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT this By -Law comes into force and takes effect upon passing. 2. THAT By -Law No. 25-06 and any previous By -Law inconsistent with this By -Law be and are hereby repealed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23rd DAY OF JUNE 2026. Katherine Thompson, Dominique Giguere, County Clerk/ Warden. Manager of Administrative Services. Page 96 of 133 0» 40111 I:4VAU By -Law No. 26-27 Rules of Order and Procedures Governing the Municipal Council of the Corporation of the County of Elgin. Table of Contents 1. Short Title............................................................................................................. 4 2. Definitions.............................................................................................................4 3. Purpose................................................................................................................ 6 4. Principles of the Procedural By-Law..................................................................... 7 5. General Provisions............................................................................................... 7 6. Suspension of the Rules....................................................................................... 7 7. Video Equipment and Recording Devices............................................................ 8 8. Council Composition............................................................................................. 8 9. Inaugural Meeting and Annual Election of Warden ............................................... 9 10. Appointment of Deputy Warden.......................................................................... 10 11. Meetings of Council/Committee of the Whole ..................................................... 10 11.1 Location and Schedule of Meetings of Council ............................................ 10 11.2 Notice of Meetings of Council...................................................................... 11 11.3 Special Meetings of Council........................................................................ 11 11.4 Emergency Meetings of Council.................................................................. 11 11.5 Notice of Emergency Meetings of Council ................................................... 12 11.6 Public Meetings........................................................................................... 12 11.7 Committee of the Whole.............................................................................. 12 11.8 Notice of Committee of the Whole Meetings ............................................... 13 11.9 Cancellation or Postponement of Meetings ................................................. 13 11.10 Invalidation of Notice of Meeting................................................................. 13 11.11 Quorum........................................................................................................13 11.12 Late Arrival.................................................................................................. 14 11.13 Electronic Participation................................................................................ 14 12. Preparation of the Agendas of Council............................................................ 16 13. Agenda........................................................................................................... 16 14. Changes in Order of Agenda of Council or Committee of the Whole .............. 17 15. Matters of Urgency/Addendum to Agenda (Approval of Agenda) .................... 17 16. Pecuniary Interest........................................................................................... 17 17. Minutes........................................................................................................... 18 18. Introductions, Recognitions, Memorials.......................................................... 18 19. Petitions, Delegations, Correspondence......................................................... 19 20. Reports........................................................................................................... 20 21. Correspondence............................................................................................. 21 22. Motions from Other Municipalities and Organizations Requesting Endorsement............................................................................................................. 22 23. Statements/Inquiries by Members................................................................... 22 K Page 97 of 133 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 MembersMotions........................................................................................... 22 Rulesof Debate.............................................................................................. 23 Readings of By -Laws and Proceedings.......................................................... 27 Open Meetings and Closed Session Meetings ............................................... 27 Duties of the Warden and Chair...................................................................... 31 Council Member Roles and Responsibilities................................................... 32 Restriction on Power of Members................................................................... 33 Absence of Warden and/or Deputy Warden .................................................... 33 Alternate Council Member.............................................................................. 34 MemberVacancy............................................................................................ 36 Administrative Authority of Clerk..................................................................... 37 Organization of Committees............................................................................ 38 Repeal of Amendment of this By-Law............................................................. 38 PublicRecord.................................................................................................. 38 Severability..................................................................................................... 38 Page 98 of 133 3 1. Short Title 1.1 This By -Law shall be cited as the "Procedural By -Law". 2. Definitions 2.1 In this By -Law: "Act" means the Municipal Act, 2001 S.O. 2001, Chapter 25, as amended. "Adjourn" means to conclude the meeting. This motion requires a second, is not debatable, requires a majority vote for adoption and cannot be reconsidered. "Advisory Committee" means a committee established by Council to advise on matters which Council has deemed appropriate for the Committee to consider. "Ad Hoc Committee" means a committee, sub -committee or similar entity of which at least 50 percent of the Members are also Members of Council, appointed by Council to review and report on a specific issue. Once the final report is delivered and a Resolution of Council is adopted concerning the specific issue, the Ad Hoc Committee is automatically dissolved. "Alternate Member" means an authorized individual who, during the absence of the Member for whom that individual is an alternate, shall act in the place and stead of such member and perform such other duties as assigned. "Business Day" means the days of the week in which Council or Committee shall conduct its business transactions and hold meetings, excluding Saturday and Sunday or statutory holidays. "Clerk" means the Clerk of the County of Elgin or their designate. Clerk means the person duly appointed, by By -Law pursuant to Section 228 of the Act, as the Clerk of the County. "Chair" means the position of the person appointed to preside, or presiding at, a meeting, whether that person is the regular Chair or not. "Closed Session" means a meeting of Council or Committee that is not open to the public, pursuant to Section 239 of the Act or any successor provision thereto. "Committee" means any advisory or other committee created by Council, of which at least one Member is also a Member of Council, which is established under any Act with respect to the affairs or purposes of one or more municipalities. "Committee of the Whole" means the Committee of which all Members present sit on Council and reports directly to Council. The purpose of this committee is to enable Council to give detailed consideration to a matter under conditions of freedom approximating that of a committee. When sitting as Committee of the Whole, the results of votes taken are not final decisions of Council but have the status of recommendations which Council is given the opportunity to consider further and which it votes on during a Regular Meeting of Council. "Confidential Matter" means those items of business discussed in Closed Session. "Council" means the elected Mayors and/or Deputy Mayors or alternate(s) of the County's constituent municipalities when they sit in deliberative assembly. "County" means the Corporation of the County of Elgin. C! Page 99 of 133 "Delegation" means to address Council or a Committee at the request of the person wishing to speak. "Deputy Warden" means the Member of Council who has most recently held the position of Warden or has been elected Deputy Warden in accordance with the procedures of this By -Law. "Ex-Officio" means a Member who has the right, but not the obligation, to participate in the proceedings of the meeting, and is not counted in determining the number required for a quorum or whether a quorum is present at a meeting. Ex-Officio cannot attend a committee meeting if by attending a quorum of Council is created. "Inaugural Meeting" means the first meeting of Council after a regular election, as set out in the Act, or the first meeting following the election of a Warden, as set out in this By -Law, as context requires. "Majority" means more than half of the votes cast by Members entitled to vote. "Meeting" means an event wherein business is transacted for any regular or special purpose by Council or local board, or a Committee or sub -Committee of either of them, as the case may be, where, (a) a quorum of Members is present, and (b) Members discuss or otherwise deal with any matter in a way that materially advances the business or decision -making of Council, local Board or Committee. "Member" means a person duly elected to hold office with the County of Elgin's constituent municipalities, pursuant to the Municipal Elections Act, 1996 S.O. Chapter 32, as amended; or a person appointed by Council to a Committee. "Minutes" means a written record of meetings of Council prepared by the Clerk without note or comment, and the Minutes are to include the events of the meeting, a list of attendees, a statement of the issues considered by the Members, related responses and decisions on issues. "Motion" means a proposal moved by a Member, and if moved in Council or Committee, seconded by another Member, to adopt, amend or otherwise deal with a matter before Council or Committee. "Municipal Office" means 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1 or any location in the County subsequently designated as its municipal office. "Notice" means written Notice, except where legislation, By -Law or Corporate Policy provides for another form and manner of Notice. "Open Meeting" means a Meeting at which a quorum of Members is present, and they discuss or otherwise deal with a matter in a way that materially advances the business or decision -making of the relevant council, local board or Committee. "Pecuniary Interest" means an interest, whether direct or indirect, that meets the criteria set out in the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2, ss. 3. "Point of Order" means a statement made by a Member during a meeting, drawing to the attention of the Chair a breach of the rules of procedure. "Point of Privilege" means a Motion concerning the health, safety, rights or integrity of the Members, the Council, a Committee, staff, or anyone present at a Meeting. "Pregnancy and Parental Leave" for the purposes of this By -Law means the period of time the Member of Council will not attend meetings of Council or any Committee to which the Member has been appointed as a result of the Member's pregnancy, the birth of the Member's child or the adoption of a child by the Member. Page 100 of 133 "Quasi -Judicial Board" means a local board or committee that has been delegated Council's decision -making powers and makes quasi-judicial decisions. "Question" means a Motion that has been appropriately placed before Council or Committee. Only once duly recognized by the Chair and "on the floor" can a Motion be debated and put to a question of the Members for proper resolution. "Quorum" means, in the case of Council, a majority of Members, pursuant to Section 237 of the Act. In the case of a Committee of Council, quorum is a majority of the whole number of Members of the Committee, including the Chair. "Recorded Vote" means a vote taken on a matter of business, whereupon the Clerk duly notes the name of each Member present and their vote in the Minutes, as provided for in Section 246 of the Act. Section 246(2) of the Act specifically notes that a failure to vote by a Member who is present at the Meeting at the time of the vote and who is qualified to vote shall be deemed to be a negative vote. "Reports" means written documents by Councillors, municipal employees, committees, consultants or other individuals appointed at the pleasure of the Council for the purpose of providing advice, alternatives, information, and/or recommendations on various matters. "Resolution" means a Motion that has been carried by Council. "Rules of Procedure" means the rules and regulations provided in this By -Law and, where necessary, Robert's Rules of Order (Newly Revised). "Secretary" means the person responsible for recording the Minutes of Council or Committee meetings, the preparation of the agenda and the preparation of any resulting correspondence, as designated by the Clerk. "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. "Standing Committee" means a Committee established by Council, comprised entirely of Members of Council, to carry out duties on an ongoing basis, as specified by Council. "Steering Committee" means any advisory body, roundtable or other body Council established to advise on specific areas of interest, with Members of the public and staff making up more than 50 per cent of the membership and Council Members or other elected officials making up the rest. "Warden" means the Warden of the Corporation of the County of Elgin, in accordance with the Act, and the term is interchangeable with "Chair", "Chief Executive Officer (CEO)", and "Head of Council" for the purposes of conducting Council meetings. "Website" means the County of Elgin website address identified as .............. 3. Purpose 3.1 This By -Law establishes the rules of order for the Council of the Corporation of the County of Elgin Council Meetings. 3.2 The rules governing the procedure of Council and the conduct of Members of Council shall be observed in Committee of the Whole so far as they are applicable. Page 101 of 133 4. Principles of the Procedural By -Law 4.1 The principles of openness, transparency and accountability to the public guide the County's decision -making process. In the context of Council proceedings, this is accomplished by: 4.1.1 Ensuring the decision -making process is understood by the public and other stakeholders; 4.1.2 Providing access to information and opportunities for input by the public and other stakeholders consistent with the requirements of this By -Law and other statutory requirements; 4.1.3 Exercising and respecting individual and collective roles and responsibilities provided for in this Procedural By -Law and other statutory requirements; and 4.1.4 The protection of basic rights by recognizing the right of the majority to decide, the minority to be heard and individuals to participate. 4.2 The principles of parliamentary law governing Council include: 4.2.1 The majority of Members have the right to decide; 4.2.2 The minority of Members have the right to be heard; 4.2.3 All Members have the right to information to help make decisions, unless otherwise prevented by law; 4.2.4 All Members have a right to an efficient Meeting; 4.2.5 All Members have the right to be treated with respect and courtesy; and 4.2.6 All Members have equal rights, privileges and obligations. 5. General Provisions 5.1 In the event of conflict between this By -Law and a valid and binding statute, the provisions of the statute prevail. 5.2 A specific statement or rule in this By -Law supersedes a general statement on the same subject matter. 5.3 If there is a conflict between two or more rules in this By -Law, or if there is no specific rule on a matter, the Chair will rule. In making a ruling, the Chair may consult the Clerk, rely on previous rulings or practices, or refer to Robert's Rules of Order (Newly Revised). 6. Suspension of the Rules 6.1 The rules and regulations contained herein that are discretionary and not mandatory under statute may be temporarily suspended by a two-thirds vote of the whole Council, with the exception of the following circumstances: 6.1.1 Where required by law; 6.1.2 Contractual agreements binding the County; 6.1.3 Amending this Procedural By -Law; and, 6.1.4 Quorum requirements. rA Page 102 of 133 7. Video Equipment and Recording Devices 7.1 The County will make a reasonable effort to ensure that live streaming and video recordings of Council and Committee meetings are available to the public. However, there may be situations where the live streaming and video recordings may be unavailable or delayed due to technical difficulties. Meetings will not be cancelled or postponed due to technical issues with live streaming or recording of meetings if Council Chambers is physically open and accessible to the public. 7.2 If live streaming and/or video recordings are unavailable or delayed due to technical difficulties, the Warden or Committee Chair may, at their discretion, delay the meeting until the public and media may be notified. 7.3 Where a meeting of Elgin County Council is held at a location other than the Elgin County Council Chambers, it will not be live streamed. 7.4 The official record of all Council/Committee Meetings shall be written in minutes in accordance with the Municipal Act, 2001 Section 239(1) which states that minutes of meetings are to be recorded without note or comment by the Clerk. 8. Council Composition 8.1 Section 458 of the Act provides that, as of January 2, 2003, the composition of the Council of a municipality, the method of electing or appointing its Members, the number of votes given to each Member and the titles of its Members shall be the same as they were on December 31, 2002. On December 31, 2002, pursuant to By -Law 97-8 passed on March 18, 1997, the composition of the Corporation of the County of Elgin Council ("Elgin County Council") was: County Council will have nine (9) Members, being the Mayors from each of the seven (7) municipalities within the County of Elgin and the Deputy Mayors of the Municipality of Central Elgin and the Township of Malahide, thereby constituting the composition of such Council as follows: 8.1.1 Municipality of West Elgin —One (1) Member (the Mayor); 8.1.2 Municipality of Dutton Dunwich — One (1) Member (the Mayor); 8.1.3 Township of Southwold — One (1) Member (the Mayor); 8.1.4 Municipality of Central Elgin — Two (2) Members (the Mayor and the Deputy Mayor); 8.1.5 Township of Malahide — Two (2) Members (the Mayor and the Deputy Mayor); 8.1.6 Town of Aylmer — One (1) Member (the Mayor); and 8.1.7 Municipality of Bayham — One (1) Member (the Mayor). 8.2 The Head of Council, the Warden, will be elected by County Council from amongst the Members of Council on an annual basis. 8.3 Each Member of Council will have one (1) vote. 8.4 As provided for in the Act, the Councils of the seven (7) municipalities have the authority to appoint alternates from the Members of Council to represent the municipality on County Council in the absence of Mayor and/or Deputy Mayor in accordance with Section 32 of this Procedural By -Law. Page 103 of 133 8.5 The term of office of Warden shall be one (1) year. 9. Inaugural Meeting and Annual Election of Warden 9.1 A person elected or appointed as a Member of Council shall not take a seat on Elgin County Council until the Clerk has received the certificate from the constituent municipality certifying the name of each person elected or appointed. 9.2 No business shall be conducted at the first meeting of Council after a regular election until after the declarations of office have been made by all members who present themselves for that purpose. 9.3 The first Meeting of County Council after a regular election shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the members of the Council are present in the Council Chambers but in any case, not later than 31 days after its term commences, as provided for in the Act. 9.4 The annual election of the Warden shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the Members of Council are present in the Council Chambers. 9.5 Section 233 of the Act requires Council to appoint the Head of Council ("Warden") at its first Meeting. No other business shall be conducted until the Head of Council is confirmed. 9.6 For the appointment of the Warden, the following regulations and procedures shall be followed: 9.6.1 The Clerk shall take the Chair; 9.6.2 The Clerk shall prepare ballots for voting; 9.6.3 The Clerk shall inform the members that they are ready to proceed with the election of Warden, unless only one member indicates their intention to run for the Office, in which case the election procedure is dispensed with in favour of a Resolution appointing the Warden; 9.6.4 The Clerk shall ask those members of Council seeking the Office of Warden to stand; 9.6.5 The Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address Council. Candidates will address Council in alphabetical order; 9.6.6 Voting shall be by secret ballot. Balloting will continue until a candidate obtains a majority of votes. 9.6.7 If after one round of balloting, no candidate has achieved a majority, another round of balloting will follow. If no candidate has achieved a majority after this second round of balloting, each candidate standing for the position of Warden shall have an additional opportunity, not exceeding five (5) minutes, to address Council. Candidates will address Council in alphabetical order by surname. 9.6.8 The process described in 9.6.7 will repeat until one of the Candidates has achieved a majority. References to rounds of balloting shall be construed to mean each round subsequent to the opportunity for candidates to address Council. X Page 104 of 133 9.6.9 By Motion, the Clerk shall be directed to destroy the ballots after the election has been completed; 9.6.10 For the purposes of electing the Warden, each Member of County Council shall have one vote; 9.6.11 The Warden -Elect shall forthwith sign and declare and read aloud the Declaration of Office and, on completion thereof, they shall take the Chair. 10. Appointment of Deputy Warden 10.1 A position of "Deputy Warden" shall be held by the most immediate past Warden who is a member of Council. In the event that there are no Past Wardens on Council following a Municipal Election, Council shall vote and appoint a Deputy Warden at the Inaugural Meeting. Voting shall be by secret ballot and follow the same procedure set out for the Election of the Warden in Section 9 of this By - Law. The election of the Deputy Warden, when necessary, will follow the election of the Warden. 10.2 Any Member who was not elected Warden shall be eligible to stand for the election to the office of Deputy Warden. 10.3 The Warden may request said Deputy Warden or any other member of Council to represent him or her at any Meeting or function where the Warden is unable to attend. 10.4 If the Warden, at any point during their term, is unable to continue in their role, the Deputy Warden will fulfill the duties of the Warden on a temporary basis until an election of Warden occurs using the same procedure described in section 9. Such election shall be held as soon as practicable. 10.5 The Deputy Warden attending functions on behalf of the Warden, shall be paid mileage at the same rate established for the use of personal vehicles for County business and any other eligible "out of pocket" expense that may occur. 11. Meetings of Council/Committee of the Whole 11.1 Location and Schedule of Meetings of Council 11.1.1 After its Inaugural Meeting, Council shall meet in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St. Thomas, ON or other designated location, at a time designated by the Warden, with regular meeting generally being on the second and fourth Tuesday of each month, subject to such changes, additions or deletions to the meeting schedule as may be made pursuant to the Act and when Notice is given; 11.1.2 Council shall approve a schedule of regular Meetings of Council and Committee of the Whole for each calendar year, which may be amended. The schedule of Meetings is made available to the public on the County's website and from the Municipal Office; 11.1.3 As soon after the time appointed for a Meeting of Council as a Quorum is present, the Warden shall assume the Chair and call the Meeting to order; 11.1.4 Council shall always recess/adjourn no later than 12.00 noon and 6.00 P.M., if in a Meeting at these hours, unless otherwise determined by a Resolution, but in all cases shall adjourn no later than 10.00 P.M.; and 0] Page 105 of 133 11.1.5 The Members of Council shall not leave their places on adjournment, until the Warden or other Presiding Officer leaves the Chair. 11.2 Notice of Meetings of Council 11.2.1 The agenda shall be considered as Notice of Regular Meetings of Council and By -Law 24-15, being a By -Law to establish a policy respecting the manner in which Notice will be provided, as amended, shall be utilized in respect thereof; 11.2.2 Notice will be given by providing Council with a regular agenda on each Thursday preceding a Meeting Day of Council, being five (5) days Notice. Public Notice will be provided on the Friday preceding a Meeting Day of Council, being four (4) days Notice. 11.2.3 Reports or actions before Council that require enactment of a By -Law, with Notice, shall be subject to terms of the By -Law 24-15, as amended; and 11.2.4 The Clerk gives Notice of a Meeting of Council by: 11.2.4.1 Providing Council with a regular agenda on each Thursday preceding a Meeting day of Council. 11.2.4.2 Where required, providing Council with a Closed Session agenda in accordance with the publishing timeframes set out of regular, addenda and additional addenda set out in Sections 12, 14 and 15. 11.3 Special Meetings of Council 11.3.1 If a matter arises which, in the opinion of the Clerk, in consultation with the Warden, is considered to be of an urgent or time sensitive nature, or warrants a meeting separate from the next regularly scheduled Council Meeting, the Notice requirements of By -Law 24-15, as amended, may be waived and the Clerk will provide Notice in accordance with Section 11.2 of this By -Law. 11.3.2 A Special Meeting of Council maybe called by the Warden at anytime. A Special Meeting of Council is limited to business matters included in the Notice of Meeting; and 11.3.3 When the Clerk receives a petition for a Special Meeting of Council signed by a majority of the Members of Council, a Special Meeting of Council is called for the purpose and at the time identified in the Petition. The Petition shall include: 11.3.3.1 Original signatures of Members; 11.3.3.2 A clear statement of the purpose of the Special Meeting; 11.3.3.3 A proposed date and time for such Special Meeting. 11.4 Emergency Meetings of Council 11.4.1 Notwithstanding any other provision in this By -Law, the Warden may, at any time, call or provide Notice of an Emergency Meeting of Council if a matter arises which could affect the health, well-being, or security of 11 Page 106 of 133 residents of the County, and/or if a state of emergency is declared by any Provincial Ministry; and 11.4.2 An Emergency Meeting of Council is limited to business matters included in the Notice of Meeting; and 11.4.3 In the case of an emergency, Council may hold its Meetings at any convenient location within or outside the territorial limits of Elgin County. 11.5 Notice of Emergency Meetings of Council 11.5.1 The Clerk gives Notice of Emergency Meetings of Council to Members by: 11.5.1.1 Providing Council with an agenda in person or by telephone, mail, or electronic mail at least 24 hours prior to the Meeting. 11.5.1.2 Posting a Notice on the County's website, if possible, under the circumstances. 11.5.1.3 Where items 11.5.1.1 and 11.5.1.2 cannot be achieved, posting a Notice at the Main Entrance to the Municipal Office that indicates the date and time of the Emergency Meeting of Council and the purpose of the Emergency Meeting. 11.6 Public Meetings 11.6.1 Where any statute confers a right to be heard by Council before the passing of a by-law, or where Council is by statute required to hold a public meeting before the passing of a by-law, the Clerk shall call a Public Meeting. 11.6.2 The Clerk may calla Public Meeting at anytime where so directed by the Head of Council for the purpose of soliciting feedback from the public on issues of importance to Council. 11.6.3 Notice of a Public Meeting shall meet the notice requirements of the statute under which the Public Meeting is required. If the Public Meeting is not required by statute, notice shall be provided in accordance with Section 11.2 of this By -Law. 11.6.4 Delegations at a Public Meeting are not required to provide written submissions to the Clerk in advance of the meeting, unless otherwise prescribed by legislation. However, Delegations are encouraged to provide written submissions to the Clerk in order to facilitate the efficient conduct of the meeting. 11.6.5 The procedures set out in this By -Law shall continue to apply to a Public Meeting held pursuant to this section, except that this section and the statute or by-law under which the Public Meeting is required, shall prevail to the extent of any conflict. 11.7 Committee of the Whole 11.7.1 Committee of the Whole Meetings shall be held immediately following regular council meetings in the Council Chambers at 450 Sunset Drive St. Thomas, or any other location and/or time designated by the Clerk. 11.7.2 Unless otherwise provided for in this by-law or on an agenda, Council shall receive Members Motions and Reports in Committee of the Whole. 12 Page 107 of 133 11.7.3 When sitting as Committee of the Whole, the results of votes taken constitute of the Committee of the Whole and not resolutions of Council. All made by the Committee of the Whole while convening in accordance with this section shall be forwarded to the next regular meeting of Council for consideration, unless otherwise decided by Council. 11.7.4 The procedures set out in this By-law for Council meetings shall apply to meetings of the Committee of the Whole insofar as practicable. 11.8 Notice of Committee of the Whole Meetings 11.8.1 The agenda shall be considered as Notice of Committee of the Whole Meetings and By -Law 24-15, being a By -Law to establish a policy respecting the manner in which Notice will be provided, shall be utilized in respect thereof; 11.8.2 Notice will be given by providing Committee of the Whole with an agenda on each Thursday preceding a Meeting Day of Committee of the Whole, being five (5) days Notice. Public Notice will be provided on the Friday preceding a Meeting Day of Committee of the Whole, being four (4) days Notice. 11.8.3 The Clerk gives Notice of a Meeting of Committee of the Whole by: 11.8.3.1 Providing Committee of the Whole with a regular agenda on each Thursday preceding a Meeting Day of Committee of the Whole. 11.9 Cancellation or Postponement of Meetings 11.9.1 A regular, special, or emergency Meeting of Council or a Committee of the Whole Meeting may be cancelled or postponed where Quorum cannot be achieved, by Council Resolution, in the event of an emergency, or where the Meeting is no longer required, as deemed by the Warden and/or Clerk; and 11.9.2 The Clerk gives Notice on the County's website and time permitting, through the local media, of a cancellation or postponement of a regular, special, or emergency Meeting of Council or a Committee of the Whole Meeting. Where time is limited, a Notice is posted at the main entrance to the Municipal Office. 11.10 Invalidation of Notice of Meeting 11.10.1 If Meeting Notice is substantially given but varies from the form and manner provided in this Procedural By -Law, the ability to hold the Meeting and actions taken at the Meeting are not invalidated. 11.11 Quorum 11.11.1 Members of Council will attempt to advise the office of the Clerk at least two days in advance if unable to attend a Meeting of Council. If Quorum cannot be met, the Meeting may be cancelled by the Clerk; 11.11.2 Unless there shall be a Quorum present within thirty (30) minutes of the time appointed for the Meeting of Council, Council shall then stand absolutely adjourned until the date of the next regular Meeting and the 13 Page 108 of 133 Clerk shall record the names of the Members present at the expiration of such thirty (30) minutes; and 11.11.3 A majority of the Members of the whole Council will constitute a quorum and be necessary for the transactions of business. A majority of all Members of Council shall be determined as five (5) Members of Council. 11.11.4 Where there is an insufficient number of Members of Council present to achieve Quorum at a Meeting of Council due to a provision of the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2, ss. 3., the remaining Members of Council constitute Quorum, provided that such number in no case be less than two (2). 11.12 Late Arrival 11.12.1 If a Member arrives late at a Meeting, any prior discussion is not reviewed without the consent of the Members present. 11.13 Electronic Participation 11.13.1 Pursuant to Section 238 (3.1) of the Municipal Act, 2001, as amended, the following rules and regulations for electronic participation in a Council Meeting shall apply: 11.13.1.1 A Member who is unable to attend a Council Meeting in person may participate in any and all sessions of that Meeting, including but not necessarily limited to open and closed sessions thereof, by electronic or other communication facilities if, 11.13.1.1.1 The facilities enable all participating Members, whether attending in person or through electronic participation, to hear and be heard by all other Members. 11.13.1.1.2 Except for all or any part of the Council Meeting that is closed to the public, the electronic or other facilities are capable of and enable the public to hear, or watch and hear, all Members participating in the Meeting. 11.13.1.1.3 A Member who intends to participate in any such Meeting of Council by electronic or other communication facilities shall give to the Clerk Notice of that intention at least 24 hours prior to the commencement of such Meeting, provided that, if Notice of such Meeting is provided less than 24 hours prior to its scheduled commencement, then the Member shall give to the Clerk as much notice as possible prior to commencement of such Meeting. In all such circumstances, the Clerk will, as soon as reasonably possible, provide the Member intending to attend by electronic participation with instructions on how to connect to and participate in that Meeting by electronic or other communication facilities. 11.13.1.2 There shall be no limit upon the number of Members who may attend a Meeting of Council by electronic or other 14 Page 109 of 133 communication facilities. 11.13.1.3 The following rules apply to Meetings where any Member is participating electronically: 11.13.1.3.1 The Warden (or designate), as Chair, shall lead the Meeting and, when possible and/or appropriate, be present from a designated meeting location supported by the Clerk (or designate). 11.13.1.3.2 Each Member attending the Meeting by electronic or other communication facilities shall notify the Chair and other Members when they join the Meeting and, if and when applicable, upon leaving the Meeting. 11.13.1.3.3 Any Member attending and present during a Meeting by electronic or other communication facilities shall be counted for purposes of quorum at the commencement of and at any point in time during the Meeting. 11.13.1.3.4 Any Member attending and present during a Meeting by electronic or other communication facilities may participate in all aspects of the Meeting as if present in person, including but not limited to debate, questioning, presentation of motion, and/or voting. 11.13.1.3.5 During the course of a Meeting within which any Member is participating by electronic or other communication facilities, the Chair (or designate) shall announce each agenda item on the floor of the Meeting and shall thereafter maintain an orderly meeting process, including keeping Members fully informed. 11.13.1.3.6 Any Member attending and present during a Meeting by electronic or other communication facilities may vote on any matter being considered in such Meeting and that vote shall be counted and, as set forth below. 11.13.1.3.7 During the course of each vote conducted within such Meeting, 11.13.1.3.7.1 The Clerk shall call the name of each Member to vote and they shall signal "yea", "nay', or "abstain". 11.13.1.3.7.2 If the Member, aftertwo attempts, fails to respond to the call of their name, then the vote is considered as "nay", unless directed otherwise by the Chair. 11.13.1.3.8 During the course of the Meeting, 11.13.1.3.8.1 Each Member shall remain silent and attentive to the proceeding 15 Page 110 of 133 when not assigned to the floor by the Chair. 11.13.1.3.8.2 Each Member shall listen for their name to be assigned to the floor to speak or to vote. 11.13.1.3.8.3 All Members shall take and abide by the directions of the Chair in order to facilitate an effective, efficient, and orderly Meeting. 11.13.2 The above rules and practices shall apply to all sessions of the Meeting, whether open or closed to the public. 12. Preparation of the Agendas of Council 12.1 The Clerk and their staff are charged with providing guidance and recommendations to Council related to municipal business and to implement the decisions of Council. 12.2 The Clerk shall chair a regularly scheduled meeting of senior staff and invited attendees to review draft agenda items in order to support the business of Council. 12.3 The Clerk shall either personally or by their approved staff establish an administrative process to support the approval, preparation, Notice, publication and distribution/public access to agendas and agenda items. 13. Agenda In respect of a Regular, Special or Emergency Meetings of Council, or a Meeting of Committee of the Whole, the Clerk shall have prepared an agenda of the Orders of the Day, containing: 13.1 Regular/Special/Emergency Meeting of Council 1 St Meeting Called to Order 2nd Approval of Agenda 3rd Introductions, Recognitions, Memorials 4t" Adoption of Minutes 5t" Disclosure of Pecuniary Interest and the General Nature Thereof 6t" Presenting Petitions, Presentations and Delegations 7t" Motion to Adopt Recommendations from the Committee of the Whole 8t" Committee Recommendations 9t" Reports for Information and Immediate Consideration 10t" Council Correspondence 11t" Statements/Inquiries by Members 12t" Closed Meeting Items 13t" Motion to Rise and Report 14t" Consideration of By -Laws 15t" Adjournment 13.2 Inaugural Meeting/Annual Warden's Election 1 St Meeting Called to Order 2nd Receipt of Declaration of Acclamation to Office or Declaration of Election from Councillors (the first year only after a Municipal Election) Page 111 of 133 3rd Declaration of Office by Councillors (the first year only after a Municipal Election) 4t" Election of Warden Candidates for Warden to Stand Prospective Candidates to Speak (alphabetical order) Proceed with Election (Ballot or Resolution) 5t" Administering and Signing of the Declaration of Office 6t" Gowning 7t" Presentation by Past Warden Chain of Office Lord Elgin Watch Gavel of Office 8t" Warden's Address 9t" Resolution to Destroy the Ballots (if required) 10t" Recess 13.3 Public Meeting 1 St Meeting Called to Order 2nd Disclosure of Pecuniary Interest and the General Nature Thereof 3rd Reports of Staff or Consultants 4t" Public Comments 5t" Closed Meeting Items 6t" Motion to Rise and Report 7t" Adjournment 13.4 Committee of the Whole Meet 1 St Meeting Called to Order 2nd Approval of the Agenda 3rd Adoption of Minutes 4t" Disclosure of Pecuniary Interest and the General Nature Thereof 5t" Members' Motions 6t" Reports of Council, Staff or Outside Boards 7t" Adjournment 14. Changes in Order of Agenda of Council or Committee of the Whole 14.1 The business of Council and Committee of the Whole is dealt with in the order stated on the published agenda, unless the Warden consents to changing the order. 15. Matters of Urgency/Addendum to Agenda (Approval of Agenda) 15.1 When, after the Agenda has been prepared and distributed as Notice of a Meeting of Council, a Member wishes to inform Council of an additional matter that, in their opinion, should be considered immediately and during the course of such Meeting, then, after notification of the Clerk, they shall present such matter to Council at such Meeting through the Chair and, with the consent of the majority of Members present, the matter shall only then be added to the Agenda and considered as an additional item under Reports for Information or Immediate Consideration without any prior or further Notice being given or required. 15.2 If Council deems appropriate, they may refer this matter to a future Committee of the Whole meeting. 16. Pecuniary Interest Page 112 of 133 17 16.1 As required by the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2, ss. 3, a member who has any pecuniary interest, direct or indirect, in any matter and is present at a meeting of the council, committee, or local board at which the matter is subject to consideration, the member, 16.1.1 Shall, prior to any consideration of the matter at the meeting, disclose the interest and the general nature thereof; 16.1.2 Shall not take part in the discussion of, or vote on any question in respect to the matter; and 16.1.3 Shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question. 16.2 Where the interest of a member has not been disclosed as required in Section 16.1 by reason of the member's absence from the meeting referred to therein, the member shall disclose the interest and otherwise comply with Section 16.1. at the first meeting of the council or local board, attended by the member after the meeting where the matter was considered. 16.3 A member shall file with the Clerk a written statement of any interest declared by the Member in accordance with the Municipal Conflict of Interest Act, RSO 1990 Act and its general nature, and the Clerk will make the disclosure publicly available and will maintain a registry of written statements of disclosure. 16.4 In the case of items to be discussed in a Closed Session Meeting, the Member declaring a pecuniary or other conflict of interest shall leave the Meeting and shall take no action to participate in, or influence, the vote of the other Members when said item is to be resolved by Council. 17. Minutes 17.1 The Minutes of Council shall consist of: 17.1.1 A record of the place, date and time of Meeting; 17.1.2 The name of the Chair, a record of all Members present, and the names of those Members who are absent; 17.1.3 The reading, if requested, correction and adoption of the Minutes of prior Meetings; 17.1.4 All other proceedings of the Meeting without note or comment. 17.2 The Clerk shall ensure that a copy of the Minutes of each Meeting is delivered to each Member of Council at least forty-eight (48) hours prior to the commencement of the Meeting of Council; and 17.3 The Clerk shall keep a permanent copy of all Council Minutes for public inspection. 18. Introductions, Recognitions, Memorials 18.1 Introductions, awards/certificate presentations, moments of silence, and other recognitions presented to/by the County, its staff or related parties. Such presentations are received or presented by the Chair. 18.2 Presentations may be up to ten (10) minutes. The consent of Council is required to extend the presentation beyond ten (10) minutes. iF:3 Page 113 of 133 19. Petitions, Delegations, Correspondence 19.1 Petitions 19.1.1 Every petition, protest, or other written application intended to be presented to Council must be legibly written or printed on paper, and signed by at least one person, complete with their mailing address and telephone number. The Warden, in consultation with the Clerk, shall determine whether the petition request is suitable and appropriate for consideration by County Council. In determining the suitability of each delegation for authority to address Council, the Warden shall ensure that the request is within the purview and jurisdiction of Council; 19.1.2 Every Member presenting any petition, protest, or other written application to Council, shall examine the same and shall be answerable that they contain only relevant or proper matter and that the same is respectful and temperate in its language; They shall also endorse thereon the name of the applicant and the substance of such application, sign their name thereto, which endorsement only shall be read by the Clerk, unless a Member shall require the reading of the paper, in which case the whole shall be read; and 19.1.3 All petitions or other written communications received prior to any Meeting of Council and on any subject that falls within the jurisdiction of any outside board shall, upon presentation, be referred to the outside board by the Clerk for consideration. Any matters arising subsequently shall be referred by the Warden without Motion and no Member shall speak upon nor debate on the presentation of any such petitions or other communications to Council. 19.2 Delegations 19.2.1 Any individual or group of individuals wishing to appear before the Council on Municipal business shall notify the Clerk, in writing, at least eight (8) days prior to the date of the Council Meeting. Written briefs outlining the subject matter of the presentation shall be provided for inclusion on the agenda. 19.2.2 Delegations will be scheduled on a first come first serve basis and, the Clerk's determination as to when a deputation will be scheduled is final. 19.2.3 No more than (4) delegations shall be scheduled to address Council at any Regular, Special, or Emergency Meeting. 19.2.4 A delegation shall be limited to a maximum of fifteen (15) minutes. Council may by Motion, and with the support of the majority of its members, lengthen the time for hearing of delegations. 19.2.5 No more than three (3) persons shall be permitted to speak to a delegation, unless otherwise permitted by the Chair. 19.2.6 No individual or group shall be allowed to address Council during any Meeting of Council without the permission of the Warden or other Chair. 19.2.7 Members of Council may ask questions of a delegation but shall not enter into debate with any representative of any such delegation. With the permission of the Warden or other Chair, the Clerk may ask questions of delegations. All questions to delegations shall be addressed through the Chair. 19.2.8 Once a delegation has addressed Council, no further request on the same issue will be entertained within a 12-month period, unless written Page 114 of 133 information is produced to Council and it agrees that another delegation is warranted. 19.2.9 The Warden has the discretion to limit delegations on repetitive topics, or topics that are deemed to be frivolous. 19.2.10 No delegation shall be permitted regarding: 19.2.10.1 Labour relations and negotiations 19.2.10.2 Any employee relations 19.2.10.3 Litigation or Potential Litigation Matters 19.2.10.4 Advertisements for products or services 19.2.10.5 Bidders or Potential Bidders 19.2.10.6 Election campaigning 19.2.10.7 Requests for Financial Assistance and Fee Waivers Outside of Established Process 19.2.10.8 Matters which have been decided upon by Council during the current term of Council and requests for reconsideration 19.2.10.9 Matters which have been referred to staff for a report, until the matter is before Council or Committee 19.2.10.10 Matters which are the subject of an Education and Training Session tl .tl Mtl tl 7 a t l . it s that a it .b , I . it ....„ ..anc as ire„.� i� u u i�a , a ida t u . a is II roriru 19.2.11 Delegations on excluded topics will not be scheduled or heard by the Council and the Clerk will inform the requesting party, explaining the reasons and providing references to the relevant by-law sections. 19.2.12 Council may, at their discretion, refuse to hear any delegation. 19.2.13 The Clerk shall provide all individuals or groups seeking to address Council with a copy of the appropriate section of this Procedural By -Law dealing with delegations. 19.2.14 Should an individual or group wish to be provided with further notice related to a matter addressed by a delegation before Council, they are required to indicate this wish to the Clerk as part of their original delegation request. 20. Reports 20.1 Reports for Information or Immediate Consideration (Council) 20.1.1 If deemed appropriate by the Clerk, any County staff may report to the Warden and Members of Council at any session of Council. 20.1.2 A report for information may be placed on the Council Agenda where no action or direction is required from Council. K91 Page 115 of 133 20.1.3 If in consideration of the information report it is determined by Council that further action is required, Council shall direct at which meeting the follow up report will be considered or may refer the report to the Committee of the Whole. 20.1.4 A Report for Immediate Consideration is a report that has not been considered by Committee of the Whole or any other committee that reports to Council. Reports that appear on the agenda for immediate consideration shall be determined by the Chief Administrative Officer. 20.2 Reports of Council, Staff and Outside Boards (Con °iiin iiiffee of the hole) 20.2.1 This section provides for members to consider recommendations on items such as Reports of Council, Staff and Outside Boards in the Committee of the Whole. Committee of the Whole permits members to discuss and debate matters in a more informal and flexible setting. 20.2.2 The results of votes taken during Committee of the Whole, regarding matters discussed under Section 20.2, constitute of the Committee of the Whole and not Resolutions of Council. 20.2.3 Before Reports of Council, Staff, and Outside Boards are discussed, the Warden will inquire as to whether any members of the public would like to speak to any of the items on the agenda. The Warden will take note of any requests. 20.2.4 If there is a request from a member of the public to speak to an item on the agenda, the Warden will give that member the opportunity to do so, immediately after the agenda item has been presented, and before the Committee of the Whole has discussed or debated said item. 20.2.5 Members of the public speaking to an item on the agenda will have ten (10) minutes to speak, which may be extended by a resolution of Committee of the Whole. ::, „, „, . �......�. �....... IIC .. a i�.0 II� .. it .� ..�f the IL., i.,� II� II a .. who „.,� it .. .� IL., .. „.,� II .0 a �� i ..� u i .. a i� u � ..���.�� the ....� a i� u u i� u u i i .... ..�f ,::, ::, . � , . . �� w ,::, w, ::, � ::, ih�:' �n�i�..�II�.., „.,��..,u��d�„.,� .�Il�i�:�IIII u���;�i III::' 14:r�::'irn��uuii�..,d� i�.,� d�u.�i�ulla.,�i�.., �uii�..,u�� ui�u„.,�i�..,ir4Is oir :riro\riide \rlsi.,4I II':rirese'untat� iouns �....O 7 IIf i h .. it .. a it .. a ira i.,flI i u IL., II .. a ira .. a ira IIz.. it s of a h f o u IL., it ...,I u ..s i u unto s IL., ..4I . to a an u i .. a iFu ,,..:'::, ,. �. � :'::,, � ,::, �� w . ,. a ::, :'::, ..� a �� the ....� a i� u u i� u u i i ........�f the Wn�i ..� II ... „: � .. a �� �„.,� , the .. it ..� a.,� IL., .� Ili „.,� II II � ...� u u �� „.,� i .. ..� a �� .. � tl ) it ... IL., it ...s .., an i a i u\i .., to s IL., ...4I .o an Ib ... Il4I II of sa u d giroup . : I...� . .:..... II h� .. /Va itd .. an Ili a s the it � h i to II u u iru u i it .. IL., .. i u i u\i ....o an i .. an i . ' to V; ° - „.. ") ammn amm„ adopted mm„ ., .mm„ n �:'.�..�.�.....,. ��II��.,,u�. , nlli�.,,u n u�. �.��.rur�ur��. u��niu�ru� Il�nn II��. �. u� n��rll�i�.,,� �ru� ��. III. ni�.,,� II� i.11��. Coi,ni,rfli.i.r^ ^ rIC the Wlq(rlle nuns to lii.n coinslideirni.li()un II Couunclill, addlt.li()unnll u IC rirur�ni.li ru IIoeirtalinling to i.Ihr^ unni.teir lin re(.6ved, such nlhnllll I r^ revuewed II,.)y stall::::f aind nppr undr d io the as n�.rII�II�IIr^u�.r.�r^u�i.nu� u IC rir a r�nili ru IC()u- Coin. clH''n coinslidr, irat.li()un. 21. Correspondence 21.1 When correspondence has been requested to be included on a Council agenda or on the request of a Member of Council to the Clerk, such correspondence is placed on the agenda for a regular Meeting. Correspondence must be received no less than eight (8) days prior to a regular Council Meeting. Where required due to urgency or timing, correspondence may be considered directly by Council as an Addendum to the Agenda, or as a matter for Closed Session; 21.2 Staff may prepare recommendations related to any matter raised in Correspondence for consideration by Council; 21 Page 116 of 133 21.3 Council will direct, to the Clerk, correspondence clearly intended to be considered as part of an agenda of Council; 21.4 The Clerk is required to verify whether it is the intent of an individual to include their correspondence on a public agenda. For reasons of privacy, irrelevant personal information will be severed from correspondence. General correspondence between Councillors or staff and constituents or stakeholders will not be included unless the Clerk is satisfied that it was clearly the individual's intent to include their correspondence on a public agenda; 21.5 Correspondence must be legible and not contain any defamatory statements. Anonymous correspondence will not be acknowledged, circulated or placed on an agenda; 21.6 Receipt of correspondence by Council does not constitute endorsement of either the correspondence by the County or of any recommendations it may contain or actions it may advocate; and 21.7 When not requested to be included in a Council agenda, correspondence may be circulated by the Clerk to Members of Council and applicable staff for their information. 22. Motions from Other Municipalities and Organizations Requesting Endorsement 22.1 Motions from other municipalities communicated to Elgin County are placed on the agenda for County Council under correspondence. Where required due to urgency or timing, the Motions from other municipalities and organizations that request endorsement or action by Council may be considered directly as an addition to the Council agenda. 22.2 Staff may prepare recommendations related to the matter for Council's consideration. 22.3 Council's receipt of Motions from other municipalities in Elgin County does not constitute endorsement by the County of any recommendations or actions they may contain. 23. Statements/Inquiries by Members 23.1 When a Councillor wishes to inform Council of a matter that does not require action and consideration by Council or otherwise wishes clarification of a matter, such information may be announced under "Statements/Inquiries by Members". It is understood that these announcements are made solely for Council's information and that under no circumstances shall Council take action within this category. 24. Members Motions 24.1 Members Motions shall be placed on the Committee of the Whole agenda for consideration. 24.2 Members Motions must be received by the Clerk, in writing, by noon on the Tuesday preceding the distribution of the agenda material and shall be printed in the agenda. 24.3 A Members Motion shall be dealt with by Committee of the Whole at the meeting which it appears on the agenda. WA Page 117 of 133 24.4 The results of votes taken on Members Motions are not final decisions of Council, rather they are recommendations which will be given further consideration and finally voted on under regular rules of Council. 25. Rules of Debate 25.1 Conduct of Members 25.1.1 No Member shall speak disrespectfully of any person or use un- parliamentary or offensive language in or against Council or against any Member, staff, or other person in the Council. 25.1.2 The County of Elgin's "Council Code of Conduct" shall govern the actions and behaviour of the Members of Council. 25.1.3 During any Council meeting, except during any period sitting as Committee of the Whole, no Member, unless Council consents to it, shall speak more than once on the same motion. 25.1.4 During any period sitting as Committee of the Whole, a member will not speak more than once until all other Members have had the opportunity to speak to the question. 25.1.5 The Chair shall maintain a list of Members who have requested to speak or ask questions. The Chair designates Members to speak or ask questions in the order in which they appear on the list. 25.1.6 When the Chair is putting forth the question, no Member shall walk across or out of the room, shall not interrupt the speaker, except to a question of order, nor pass between the speaker and the Chair. 25.1.7 Any Member called to order shall at once cease speaking, unless permitted to explain, and the ruling of the Warden or other Chair shall be final, unless otherwise decided by Council on an appeal from such ruling. 25.1.8 No Member shall partake of food in the Council Chambers while the Council is Meeting. 25.1.9 All communication devices shall be switched to 'silent' upon entering the location where any Council/Committee Meeting is being held. 25.1.10 Members of Council or Committee, except the Warden and Deputy Warden, shall be referred to as County Councillors. 25.1.11 No person other than Members or staff of the County shall be allowed to speak from the gallery during the Meetings of Council without permission from the Chair. 25.2 Warden Entering Debate 25.2.1 If the Warden desires to take part in the debate of Council, they may remain in the Chair to do so. Alternatively, and when they deem appropriate, they may leave the Chair and, at that time, call on the Deputy Warden to fill their place until they resume the Chair. 25.3 Voting 25.3.1 Unless the Procedural By -Law states otherwise, a matter passes when a Majority of Members present vote in the affirmative. W Page 118 of 133 25.3.2 Where a vote is taken, and a Member abstains from voting, the Member will be deemed to have voted in the negative. 25.3.3 At any time when a vote, taken by a show of hands, is unclear as to the outcome, the Warden or other Chair may request the Members to indicate their YEA or NAY 25.3.4 Upon a tie vote on any question, by a show of hands, a recorded vote shall be taken. Upon a tie recorded vote, the question shall be considered a defeated motion. 25.4 Specific Rules Related to Motions 25.4.1 Motions 25.4.1.1 A Main Motion introduces a substantive matter to the assembly for decision. 25.4.1.2 All Motions shall be moved and seconded before being debated or put to vote; and all Motions shall be read and then conveyed to the Warden, who may again read the same. 25.4.1.3 After a Motion has been received by the Warden or other Chair, it shall be deemed to be in the possession of Council but may be withdrawn at any time before the decision, by consent of a majority of the Members present. 25.4.1.4 After a Motion has been read, a Member may propose a friendly amendment. A friendly amendment that is perceived by all parties as an enhancement to the original motion and is to provide clarification of the intent of the motion. Friendly amendments may be permitted by the Warden or other Chair, after consent by the original Mover and Seconder of the Motion, and then by all the Members. 25.4.1.5 After any question is finally put to vote by the Warden or other Chair, no Member shall speak to the question nor shall any other Motion be made until after the result is declared; and 25.4.1.6 Members shall always take their places prior to any decision being called. 25.4.2 Amend tiiIlke out oird� ing to IIoirovlide oin the liinteint the 25.4.2.2 A Motion to Amend must be germane (relevant) to the subject matter under discussion. 25.4.2.3 All Motions to Amend shall be placed in the reverse order in which they are moved; and every amendment to the Motion shall be decided upon or withdrawn before the main question is put to vote. 25.4.2.4 There shall not be more than two (2) amendments to the main question or any Motion. 0zl Page 119 of 133 25.4.2.5 There shall not be more than one (1) amendment to any amendment. 25.4.3 Refer 25.4.3.1 A Motion to Refer is used to send an item of business to a committee or staff where the item will receive additional, in- depth consideration. Council may provide instructions to the Committee or staff, including when it is expected to report back to Council. 25.4.3.2 A Motion to Refer the Main Motion to staff or a Committee shall preclude all amendments of the main question until the Motion to Refer is decided. 25.4.4 Postpone to a Certain Time 25.4.4.1 A Motion to Postpone to a Certain Time is used to delay the consideration of a main motion and to fix a definite date or time (within the current meeting or to the next regular meeting) for consideration. Debate is restricted as to the merits of postponing and to the time to which to postpone. 25.4.5 Postpone Temporarily (Table) 25.4.5.1 A Motion to Postpone Temporarily (Table) is used to set an item of business (a Main Motion) aside temporarily, when something more urgent has arisen or Members may need some other information on the Main Motion which is not currently or readily available. 25.4.5.2 A Motion to Postpone Temporarily (Table) is always in order and will supersede the Main Motion. 25.4.6 Close Debate and Vote Immediately (Call the Question) 25.4.6.1 A Motion to Close Debate and Vote Immediately is used to close debate on an immediately pending Motion or on a series of consecutive pending motions. When it is adopted, the Chair should immediately take the vote on the affected motion or motions. When adopted, the making of amendments on the affected motions stop. 25.4.7 Recess 25.4.7.1 A recess shall be convened by either a Motion to Recess or a recess at the discretion of the Chair and is used to take a break in the meeting and set a time for continuing the meeting. 25.4.7.2 A Motion to Recess or a recess at the discretion of the Chair when other business is before the Meeting shall specify the length of time of the recess. 25.4.7.3 A Motion to Recess, when other business is before the Meeting, shall not be debatable and shall only be amendable with respect to the length of the recess. 25.4.8 Adjourn Page 120 of 133 0&1 25.4.8.1 A Motion to Adjourn is used to conclude the meeting. It is the duty of the Chair to ensure that no important business has been overlooked that should be taken up by Council before adjournment. 25.4.8.2 A motion to adjourn shall always be in order unless a vote is being taken. 25.4.8.3 A motion to adjourn, when resolved in the negative, shall not be presented again until after some intermediate proceedings have been completed by the Council. 25.4.9 Division of Question 25.4.9.1 A Main Motion that is composed of two or more independent parts may be split into two or more individual motions and discussed and voted on separately. 25.4.9.2 A Member wishing to Divide the Question, should indicate how the Main Motion is to be divided and if the Warden or other Chair agrees, they will be dealt with separately. 25.4.9.3 If the Warden or other Chair disagrees that the Main Motion can be divided, the Member may move a Motion to Divide, and the assembly will decide by majority vote. 25.4.10 Reconsideration 25.4.10.1 A Motion to Reconsider may only be introduced by a Member if there is new, substantive information that is relevant to the deliberation of Council on the issue that could not, with reasonable diligence, have been received by Council at the time the initial decision was made. 25.4.10.2 Within the first twelve (12) months following the initial vote on a Main Motion, a question may only be reconsidered once, unless such twelve (12) month period is truncated by the end of the Council term. 25.4.10.3 In the event that the twelve (12) month period following the initial vote on the Main Motion is truncated by the end of the Council term, the Main Motion may be reconsidered at any time during the new term of Council. 25.4.10.4 After the period of twelve (12) months following the initial vote on the Main Motion has elapsed, and within the same Council term as the initial vote on the Main Motion, a member who voted in the majority may present a Member's Motion to reconsider the matter. 25.4.10.5 A Motion to Reconsider shall be introduced by the same method as Member's Motions and follow the same process. 25.4.10.6 Approval of a Motion to Reconsider requires the approval of two-thirds of the Members present. 25.4.10.7 If a Motion to Reconsider is decided in the affirmative at a Meeting of Council, then the consideration of the original Main Motion shall become the next order of business and debate on the question to be reconsidered shall proceed as though it had never previously been considered. 41.1 Page 121 of 133 25.4.11 Point of Order 25.4.11.1 A Point of Order occurs when a Member believes that the rules of procedure are being violated. The Member shall call upon the Warden or other Chair for a ruling and an enforcement of the regular rules. 25.4.11.2 The Warden or other Chair's ruling on the matter is final. 25.4.11.3 When the Warden or other Chair is called upon to decide a Point of Order, they shall state the rule or authority applicable to the case. 25.4.12 Point of Privilege 25.4.12.1 Where a Member considers that the integrity of any member or the integrity of the Council as a whole has been impugned, the member may interrupt the proceedings or interrupt a member speaking to raise a point of privilege. With the Chair's consent the member will explain the privilege being tainted or damaged to Council. When a point of privilege is raised, it shall be considered and decided by the Chair immediately. 25.4.12.2 The decision of the Chair on a point of privilege is final. 26. Readings of By -Laws and Proceedings 26.1 Every By -Law shall be printed in written or in electronic form and introduced by the Clerk and shall be considered for enactment by Council. 26.2 Each By -Law shall be given first, second and third readings in a single Motion, unless a matter requires that the By -Law receive first and second reading only and third reading at a future Meeting, at which time the subject By -Law shall be removed from the Motion list and dealt with separately. The headnote only of the By -Law shall be read and a By -Law shall not be enacted until it has received three readings. 26.3 The Proceedings of every Regular, Special or Emergency Meeting shall be confirmed by a Confirmation By -Law so that every decision of Council and every Resolution passed at that Meeting shall have the same force and effect as if each one of them had been the subject matter of a separate By -Law duly enacted. 26.4 The Clerk shall maintain a permanent copy of all By -Laws for public inspection. 27. Open Meetings and Closed Session Meetings 27.1 Open Meetings and Improper Conduct 27.1.1 Except as provided in this section, all Meetings of Council shall be open to the public pursuant to the Act, S. 239 (1); and 27.1.2 The Chair may expel any person for improper conduct at a Meeting, pursuant to the Act, 2001, S. 241 (2). 27.2 Closed Session Meetings 27.2.1 Persons may be excluded when Council is in Closed Meeting in accordance with Section 239 of the Act and amendments thereto. As WA Page 122 of 133 provided for in the Act, Council shall resolve to move into a session closed to the public in order to discuss matters related to one or more of the following: (a) the security of the property of the County or local board; (b) personal matters about an identifiable individual, including County or local board employees; (c) a proposed or pending acquisition or disposition of land by the County or local board; (d) labour relations or employee negotiations; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the County or local board; (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; (g) a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act; (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency or any of them; (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or the organization; (j) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; or (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; 27.2.2 A meeting or part of a meeting shall be closed to the public if the subject matter being considered is: 27.2.2.1 a request under the Municipal Freedom of Information of Information and Protection of Privacy Act, if the council, board, commission or other body is the head of an institution for the purposes of that Act; or 27.2.2.2 an ongoing investigation respecting the municipality, a local board or a municipally -controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman appointed by Council or the investigator appointed by Council; 27.2.3 A meeting of Council may be closed to the public if the following conditions are both satisfied: 27.2.3.1 the meeting is held for the purpose of educating or training the members; and K-11 Page 123 of 133 27.2.3.2 at the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision -making of Council; 27.2.4 Before holding a Meeting or part of a Meeting closed to the public, Council shall approve a Motion, stating the following: 27.2.4.1 The fact that the Meeting will be closed to the public as provided for in the Act; and 27.2.4.2 The general nature of the matter to be considered at the Meeting closed to the public; 27.2.5 Pursuant to Section 239 of the Act, when a Motion to proceed in a Closed Meeting is carried, the Warden or the Chair may, with the approval of Council, exclude such persons as deemed appropriate from the meeting room. 27.2.6 When in a Closed Meeting, no one shall leave and re-enter the Meeting room without the approval of the Warden or Chair. 27.2.7 All Closed Meeting Minutes for Council Meetings shall be circulated electronically prior to the commencement of the next Meeting; and 27.2.8 Closed Meeting Minutes for Council Meetings are maintained by the Clerk and are only accessible by the Clerk. 27.3 Voting During Meetings Closed to the Public 27.3.1 No vote will be taken at a Meeting described in Section 27.2 of this Procedural By -Law, and which is closed to the public, unless: 27.3.1.1 The subject matter relates to an issue as described in Section 27.2 of this By -Law; and 27.3.1.2 The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Municipality or persons related by or under contract with the Municipality. 27.3.2 On Motion in Council in a Closed Meeting, to rise and report the question shall be decided without debate involving any of the following: 27.3.2.1 Motion to rise without reporting 27.3.2.2 Motion to rise and report 27.3.2.3 Motion to provide staff direction 27.3.3 With respect to debate and/or vote in a Meeting closed to the public: 27.3.3.1 The number of times a Member may speak to any question shall not be limited during a Closed Session, provided that no Member shall speak more than once until every Member who desires to do so shall have spoken. 27.3.3.2 A Member present at a Closed Session shall, prior to consideration of any matter, declare any pecuniary interest, direct or indirect and the general nature thereof and said Member shall leave the Closed Session, or part thereof, during which the matter is under consideration. The Wee Page 124 of 133 declaration of Pecuniary Interest shall be recorded in the Minutes. 27.4 Notice of Meetings Closed to the Public 27.4.1 Where a matter may be considered by Council for discussion in Closed Session, whenever possible, written Notice provided for in this By -Law shall disclose: 27.4.1.1 The fact that the Meeting will be closed to the public as provided for in the Act; 27.4.1.2 The general nature of the matter to be considered at the closed Meeting. 27.5 Confidentiality of Closed Session Discussions and Public Disclosure 27.5.1 A summary of any discussion held in Closed Session and any required vote if permitted, will occur following the Closed Session discussion of Council; 27.5.2 The summary of Closed Session discussion and vote will provide sufficient detail, without detrimentally affecting the confidentiality of the matter(s) discussed in Closed Session and the position of the Municipality; 27.5.3 No Member shall disclose or discuss, through written, electronic or verbal communication, to any individual or corporate third party, any information that has been or will be discussed at a Closed Session Meeting of Council until such time that such Council has determined or has been advised by staff that the matter, or any part of the matter, can be made public subject to review by the Chair or designate under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 or if directed to do so by a court; 27.5.4 A Motion to adjourn a Closed Meeting shall always be in order and be decided without debate, except when a Member is in possession of the floor; and 27.5.5 Upon rising from a Closed Meeting, the Chair shall announce the result of the vote as it is to be recorded in the Minutes. 27.6 Closed Meeting Investigation 27.6.1 Council shall appoint a Closed Meeting Investigator to carry out Closed Meeting Investigations; 27.6.2 If, after completing an investigation, the investigator is of the opinion that the Meeting or part of the Meeting that was the subject -matter of the investigation appears to have been closed to the public contrary to the Act or to this By -Law, the investigator shall report their opinion and the reasons for it to Council and may make such recommendations as they think fit; 27.6.3 The County of Elgin shall ensure that reports contemplated in this section are made available to the public as required by the Act; 27.6.4 If the investigator is of the opinion that the Meeting was closed to the public contrary to Act, Council shall pass a Resolution stating how it intends to address such opinion and the report in which it was delivered, - and 091 Page 125 of 133 27.6.5 A person may request that an investigation be undertaken to determine whether Council complied with the requirements of the Act and this By - Law in respect of a Meeting or part of a Meeting closed to the public. A person may initiate such a request by completing and submitting a copy of the Municipal Investigation of Closed Meetings form. 28. Duties of the Warden and Chair 28.1 The Chair of a Meeting of Council, whether a Regular, Special, Emergency or a Committee of the Whole Meeting is the Warden. In the absence of the Warden, the Deputy Warden is Chair as provided for in this By -Law. 28.2 It shall be the duty of the Warden or other duly appointed Chair: 28.2.1 To act as Chief Executive Officer of the municipality; 28.2.2 To preside over Council Meetings so that its business can be carried out efficiently and effectively; 28.2.3 To provide leadership to Council; 28.2.4 To represent the County at official functions; 28.2.5 To carry out the duties of the Chair under any other Actor any other Statute of the Province; 28.2.6 To provide information and recommendations to the Members of Council with respect to Council's role to ensure the accountability and transparency of the operations of the municipality including the activities of the senior management of the municipality; 28.2.7 To provide information and recommendations to Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council; 28.2.8 To open the Meeting of Council by taking the Chair and calling the Members to order; 28.2.9 To announce the business before Council in the order which it is to be acted upon; 28.2.10 To receive, in the proper manner, all Motions presented by the Members of Council and to submit these Motions as questions for proper debate; 28.2.11 To put to a vote all questions which are duly moved and seconded or which necessarily arise in the course of proceedings and to announce the results; 28.2.12 To decline to put to a vote Motions which infringe upon the Rules of Procedure as provided for in this By -Law; 28.2.13 To restrain the Members, within the Rules of Procedures, when engaged in debate; 28.2.14 To enforce on all occasions the observance of order and decorum among the Members and those before Council; 28.2.15 To call by name any Member persisting in breach of the Rules of Procedure, thereby ordering the Member to vacate the meeting place; 31 Page 126 of 133 28.2.16 To receive all messages and other communications and announce them; 28.2.17 To authenticate by their signature, when necessary, all By -Laws and Minutes of Council; 28.2.18 To inform the Members of Council, when necessary or when referred to for the purpose, on any point of order; 28.2.19 To represent and support Council, implicitly obeying its decision in all matters; 28.2.20 To ensure that the decisions of Council are in conformity with the laws and By -Laws governing the activities of Council; 28.2.21 When appointed to be, may be an Ex -Off icio Member of all Committees of Council; 28.2.22 To perform all duties as required of a Member of Council; 28.2.23 To adjourn the Meeting without question in the case of grave disorder arising during the Meeting or suspend the sitting of Council until a time to be names by the Warden; and 28.2.24 To adjourn the Meeting when the business of Council is concluded. 28.3 As Chief Executive Officer of the County, the Warden shall: 28.3.1 Uphold and promote the purposes of the municipality; 28.3.2 Promote public involvement in the municipality's activities; 28.3.3 Act as the representative of the municipality both within and outside the territorial limits of the municipality, and promote the municipality locally, nationally and internationally; and 28.3.4 Participate in and foster activities that enhance the economic, social and environmental well-being for the municipality and its residents. 29. Council Member Roles and Responsibilities 29.1 Council Members are responsible for, where applicable: 29.1.1 Attending scheduled Meetings; 29.1.2 Carefully considering and making decisions about Meeting business, including seeking information and advice from staff prior to and during a Meeting; 29.1.3 Voting on Motions put to a vote; 29.1.4 Respecting the rules of order in this Procedural By -Law; 29.1.5 Listening attentively, participating in a Meeting and not interrupting, unless to raise a Point of Order; 29.1.6 Remaining silent in their seats while Council votes and until the Chair announces the results of the vote; 0 Page 127 of 133 29.1.7 Refraining from using any offensive, disrespectful or un-parliamentary language about any Member, municipal employee, Meeting attendees and Council as a whole; 29.1.8 Respecting and following the decisions of Council; 29.1.9 Respecting the confidentiality of matters discussed in Closed Session Meetings and not disclosing the subject or substance of these discussions unless authorized to do so; 29.1.10 Complying with the Chair's ruling and Council's decisions; and 29.1.11 Complying with the Council Code of Conduct. 29.2 The role of Council Members also includes, where applicable: 29.2.1 To represent the public and to consider the well-being and interests of the County; 29.2.2 To develop and evaluate the policies and programs of the County; 29.2.3 To determine which services and the extent to which such services are provided to the residents of the County; 29.2.4 To ensure that administrative policies, practices and procedures and financial policies, practices and procedures are in place to implement the decisions of Council; 29.2.5 To ensure the accountability and transparency of the operations of the County, including the activities of the senior management of the County; 29.2.6 To maintain the financial integrity of the County; and 29.2.7 To carry out the duties of a Member as provided for under any Actor By -Law. 30. Restriction on Power of Members 30.1 No Member of Council shall have power to direct or interfere with the performance of any work of the County Corporation. 31. Absence of Warden and/or Deputy Warden 31.1 In case the Warden does not attend within fifteen (15) minutes after the time appointed for a Meeting of Council, the Deputy Warden shall call the Meeting to order and preside as Chair, subject to any restrictions regarding Conflict of Interest. 31.2 In case the Warden and Deputy Warden are unable to attend the Meeting, the Members will, by Resolution duly moved and seconded, appoint a Chair. While so presiding, the Chair shall have all the powers of the Chair. 31.3 Should the Warden or Deputy Warden, as the case may be, arrive after the Meeting has been called to order, the Chair shall relinquish the position of the Chair to the Warden, or Deputy Warden as the case may be, immediately after the current item of business on the Council Orders of the Day is considered or otherwise disposed. 091 Page 128 of 133 32. Alternate Council Member 32.1 General Procedures 32.1.1 The following procedure relates to alternates to County Council who are appointed by local municipalities under section 268 of the Act when they are required to attend a Council Meeting; 32.1.2 The Council of a constituent municipality may appoint one of its Members as an Alternate Member of County Council to act in place of a person who is a Member of the Council of the constituent municipality and the County when the Member is unable to attend a Meeting of County Council for any reason; 32.1.3 County Council has no role in the appointment of Alternate Members but it can establish procedures for accommodating Alternate Members at County Council; 32.1.4 Constituent municipalities are able to appoint an Alternate Member of County Council in accordance with the following provisions: 32.1.4.1 There can only be one Alternate Member appointed per municipality; 32.1.4.2 The appointment is for the term of Council; and 32.1.4.3 Municipalities cannot appoint another Alternate Member to act in place of the appointed Alternate Member; 32.1.5 Alternate Members shall make their declaration of office prior to taking their seat as an Alternate Member of Council. This is not required for subsequent Meetings they might attend; 32.1.6 The Alternate Member shall have all the powers and duties of a Member, including the power to make motions and vote and the duty to abide by this By -Law and Code of Conduct, as applicable; and 32.1.7 Alternate Members must only be used when the Member is unable to attend an entire Meeting. 32.1.8 Alternate Members are eligible to become Members of Elgin County Boards and Committees, subject to Council appointment. 32.2 Notification Process 32.2.1 A local municipality shall notify the Clerk in the event that its council appoints an Alternate Member of County Council and shall provide the Clerk with a certified copy of the By -Law so appointing the Alternate Member; 32.2.2 The Clerk shall keep a record of all appointed Alternate Members which shall be available to the public; 32.2.3 The local Clerk or incumbent Council Member shall notify the Clerk, in writing, as soon as reasonably possible when an Alternate Member shall be attending a Meeting of Council; 32.2.4 Each local municipality will be responsible for notifying its Alternate Member that they are to attend any County Council Meeting; 32.2.5 In situations where no prior notice has been given, the Alternate Member shall at the time they attend a County Council Meeting, provide Page 129 of 133 the Clerk with written confirmation that they are acting as an Alternate Member for that Council Meeting; 32.2.6 Alternate Members shall receive a regular agenda on each Thursday preceding a Meeting Day of Council. If no notice was provided, they shall receive a hard copy or electronic agenda at the time they attend the Council Meeting; and 32.2.7 Closed Meeting agendas, reports and minutes will be provided to the Alternate Member on paper and shall be returned at the end of the meeting. 32.3 Meeting Administration 32.3.1 The Alternate Member's powers and duties as a Member extend only to the time they are present at the Council Meeting; 32.3.2 Council Minutes shall note the absence of the incumbent Member and the attendance of an Alternate Member; and 32.3.3 Where both an Alternate Member and Member attend a Council Meeting, the Member shall assume their seat. The Alternate Member may attend as a spectator. 32.4 Appointment of Alternate Member for a Period of Less Than One (1) Month 32.4.1 If a person who is a Member of the council of a constituent municipality and a Member of County Council is unable to act as a Member of those councils for a period of less than one (1) month, the Council of the constituent municipality may appoint one of its Members as an Alternate Member of County Council to act in place of the Member until the Member is able to resume acting as a Member of those councils; 32.4.2 An Alternate Member appointed at the discretion of a constituent municipality as contemplated by section 32.4.1 above shall not receive compensation from the County for any Meetings of Council they are required to attend in the absence of the Member but shall be paid mileage at the same rate established for the use of personal vehicles for County business and any other eligible "out of pocket" expense that may occur; 32.4.3 An Alternate Member shall not be eligible to be reimbursed for attendance at conventions, seminars or training; 32.4.4 An Alternate Member while acting in their capacity, shall be governed by all applicable policies of the County such as but not limited to this By - Law and Council Code of Conduct; and 32.4.5 An Alternate Member shall have access to applicable support resources such as but not limited to the County's Integrity Commissioner. 32.5 Appointment of Alternate Member for a Period Exceeding One (1) Month 32.5.1 If a person who is a Member of the council of a constituent municipality and a Member of County Council is unable to act as a Member of those councils for a successive period exceeding one (1) month, the council of the constituent municipality may appoint one of its Members as an Alternate Member of County Council to act in place of the Member until the Member is able to resume acting as a Member of those councils; KR Page 130 of 133 32.5.2 Upon notice of vacancy of a Member exceeding one (1) month, the Member's compensation and expense reimbursement eligibility will cease and will be provided to the Alternate Member so appointed in their place by the constituent municipality in the same manner; 32.5.3 An Alternate Member so appointed shall be eligible to be reimbursed for attendance at conventions, seminars or training; 32.5.4 An Alternate Member, while acting in this capacity, shall be governed by all applicable policies of the County such as but not limited to this By - Law and Council Code of Conduct; and 32.5.5 An Alternate Member so appointed shall have access to all equipment supplied to a regular Member including but not limited to information technology equipment, account access and applicable support resources such as but not limited to the County's Integrity Commissioner. 33. Member Vacancy 33.1 Vacancy of Seat of Member of Council 33.1.1 The Council of the constituent municipality may appoint one of its Members as an Alternate Member of County Council to act in place of Member Vacancy. The office of a Member of Council becomes vacant if the Member: 33.1.1.1 becomes disqualified from holding the office of a Member of Council; 33.1.1.2 fails to make the declaration of office before the deadline; 33.1.1.3 is absent from the meetings of council for three (3) successive months without being authorized to do so by a Resolution of Council; 33.1.1.4 resigns from their office; 33.1.1.5 is appointed or elected to fill any vacancy in any other office on the same council; 33.1.1.6 has their office declared vacant in any judicial proceeding; 33.1.1.7 forfeits their office under the Act or any other Act; or 33.1.1.8 dies, whether before or after accepting office and making the prescribed declarations. 33.1.2 Seats declared vacant by a constituent municipality will be dealt with as outlined in the Act; 33.1.3 Upon notice of vacancy, the Member's compensation and expense reimbursement eligibility will cease and will be provided to the Alternate Member so appointed by the constituent municipality in the same manner; 33.1.4 An Alternate Member, so appointed shall be eligible to be reimbursed for attendance at conventions, seminars or training; 01.1 Page 131 of 133 33.1.5 An Alternate Member, while acting in this capacity, shall be governed by all applicable policies of the County such as but not limited to the Council Code of Conduct; and 33.1.6 An Alternate Member so appointed shall have access to all equipment supplied to a regular Member including but not limited to information technology equipment, account access and applicable support resources such as but not limited to the County's Integrity Commissioner. 33.2 Vacancy of Seat of Warden 33.2.1 If the position of Warden is vacant, Council shall fill the vacancy by appointment in the same manner as Warden was originally appointed, as provided for in this By -Law. 33.3 Pregnancy and Parental Leave 33.3.1 The provisions of this sub -section applies to a Member of Council who is absent from Meetings of Council for at least three (3) consecutive months as a result of the Member's pregnancy, the birth of the Member's child, or the adoption of a child by the Member; 33.3.2 The office of a Member of Council shall not become vacant if a Member is absent for twenty (20) consecutive weeks or less when such absence is a result of the Member's pregnancy, the birth of the Member's child or the adoption of a child by the Member; 33.3.3 Prior to the Member missing meetings of Council for three (3) consecutive months, a Member of Council shall provide a request for pregnancy and/or parental leave in writing to the Clerk; 33.3.4 If a Member wishes to seek a leave in excess of twenty (20) consecutive weeks, the Member shall request an extended leave, in writing to the Clerk, as soon as the need for an extended leave is known. If an extended leave is requested, the Clerk shall prepare a report for Council's consideration of the extended leave; 33.3.5 Member on pregnancy or paternity leave is exempt from attending meetings of Council to which the Member has been appointed; 33.3.6 Members shall still receive all Council Agenda packages; 33.3.7 Any Member on pregnancy or paternity leave shall participate in events, conferences, committee meetings, constituent meetings or respond to communications at the level they determine, utilizing an out of office email feature to identify they are on leave, the level of service offered and an alternate contact if required; 33.3.8 Members of Council on pregnancy or paternity leave shall continue to receive all remuneration afforded to regular Members of Council; and 33.3.9 Members of Council on pregnancy or paternity leave shall continue to have access to all equipment supplied to a regular Member including but not limited to information technology equipment, account access and staff support. 34. Administrative Authority of Clerk 34.1 The Clerk is authorized to amend By -Laws, Minutes and other Council and Committee documentation for technical, typographical or other administrative Kul Page 132 of 133 errors or omissions for the purpose of ensuring an accurate and complete record of proceedings. 34.2 Significant changes to By -Laws, Minutes and other Council and Committee documentation including a change in meaning, shall be presented to Council or the involved Committee for approval and adoption. 35. Organization of Committees 35.1 The Warden shall recommend, and Council shall appoint representatives from within their membership to various Committees, Local Boards and Agencies at the first Meeting in January of each year. 35.2 Council may at any time, on Motion of a Member duly considered and agreed to by a majority vote strike a Committee, Ad Hoc Committee and/or Steering Committee, as the case may be, which shall consider and report on any matter or to perform any special service within the spheres of jurisdiction of Elgin County, pursuant to the Act. 36. Repeal of Amendment of this By -Law 36.1 This By -Law is not to be amended or repealed except by a majority vote when all Members of Council are present. 36.2 No amendment or repeal of this By -Law is to be considered at any Meetings of Council unless Notice of the proposed amendment or repeal has been given at a previous regular meeting of Council. 37. Public Record 37.1 All communications that the Clerk receives about a matter on the agenda of a public or open Meeting will form part of the public record. Personal information and opinions in communications are part of the public record unless the author of the communication requests the removal of their personal information when submitting it or when otherwise confirmed by the Clerk. 38. Severability 38.1 Each provision of this By -Law is distinct and severable. If any provision of this By -Law, in whole or in part, is or becomes illegal, invalid, void, voidable or unenforceable in any jurisdiction by order of any court of competent jurisdiction, the illegality, invalidity or unenforceability of that section, in whole or in part, will not affect: 38.1.1 The legality, validity or enforceability of the remaining provisions of this By -Law, in whole or in part; or 38.1.2 The legality, validity or enforceability of that section, in whole or in part, in any other jurisdiction. Not withstanding the date this by-law is passed, it shall not come into force until June 23, 2026. Until this date, By -Law No. 25-06, as amended, shall remain in effect. 013 Page 133 of 133