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14 - August 11, 2026 Committee of the Whole Agenda Package110c, ElginCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, August 11, 2026, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Note for Members of the Public: Please click the link below to watch the meeting livestream: https://video.isilive.ca/elgincounty/live.html Accessible formats available upon request. Pages 1. Meeting Call to Order 2. Approval of Agenda 3. Adoption of Minutes 2 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Members' Motions 6. Reports of Council, Staff or Outside Boards 6.1 Senior Planner - Official Plan Amendment No. 02/26 in the Municipality of 6 Central Elgin - 396 Edith Cavell Boulevard 6.2 Director of Community and Cultural Services - CCS 26-09 Library 15 Facilities Use Policy Adoption 6.3 Director of Community and Cultural Services - CCS 26-08 Lease 23 Renewal and Hours of Operation for Expanded West Lorne Library 6.4 Manager of Economic Development, Tourism and Strategic Initiatives - 42 EDT 26-05 Elgin County Strategic Investment Program 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes July 14, 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 Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham 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 Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Katherine Thompson, County Clerk/Manager of Administrative Services Diana Morris, Senior Planner Jenna Fentie, Deputy Clerk Stefanie Heide, Executive Performance Coordinator Lindsay King, Policy Planner Meeting Call to Order The meeting was called to order at 11.52 a.m. with Warden Giguere in the chair. 2. Approval of Agenda Resolution Number: CW26-71 Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT the agenda for the July 14, 2026 Committee of the Whole Meeting be approved as amended to include item 6.5 first. Motion Carried. 3. Adoption of Minutes Resolution Number: CW26-72 Page 2 of 49 Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT the minutes of the meeting held on June 23, 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 Policy Planner - PLN-26-09 — Clovermead Official Plan Amendment The Policy Planner presented the report that provides planning analysis and a recommendation regarding Official Plan Amendment Application OPA 01-26 for lands municipally known as 11302 and 11460 Imperial Road, located in the Township of Malahide. The application proposes to amend the Elgin County Official Plan to permit a site -specific large-scale agri-tourism use associated with the existing Clovermead Adventure Farm operation within lands designated Agricultural. Resolution Number: CW26-74 Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT Elgin County Council approve Official Plan Amendment Application OPA-01-26, being an amendment to the Elgin County Official Plan to permit a site -specific large-scale agri-tourism use deemed to constitute a non-agricultural use within the Agricultural designation, in accordance with the Provincial Planning Statement, 2024; and THAT the site -specific permission apply only to the approximately 11- hectare portion of the subject lands identified through the implementing Official Plan Amendment schedule in order to establish clear limits on the extent of the non-agricultural use, maintain the long-term agricultural function of the balance of the lands, and mitigate potential land use compatibility impacts; and THAT notice of Council's decision be issued in accordance with the Planning Act. Motion Carried. 6.2 Senior Planner - PLN-26-12 Official Plan Amendment No. 02/26 and Draft Plan of Subdivision The Senior Planner presented the report that provides information required to consider granting approval to Draft Plan of Subdivision, file number 34T-CE2502 and to Official Plan Amendment No. 02/26 to the Official Plan of the Municipality of Central Elgin. Resolution Number: CW26-75 Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 02/26 to the Official Plan of the Municipality of Central Elgin; and Page 3 of 49 THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-CE2502, Municipality of Central Elgin, 0 East Road, Part of Lot 2, Concession 2, certified by Robert Wood O.L.S on behalf of Wastell Developments., dated October 7, 2025; and THAT staff be directed to provide Notice of this Decision in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Director of Engineering Services - ENG 26-18 Engineering Services for Port Burwell Bridge Rehabilitation — Contract Award Councillor Sloan and Deputy Warden Jones left the meeting at 12:22 p.m The Director of Engineering Services presented the report that provides details on the Request for Proposal (RFP) that was issued to solicit proposals from firms to provide engineering services for the Port Burwell Bridge Rehabilitation and recommended awarding the contract to Doug Dixon & Associates Inc. Resolution Number: CW26-76 Moved by: Councillor Hentz Seconded by: Councillor Ketchabaw RESOLVED THAT the contract for Engineering Services associated with the Port Burwell Bridge Rehabilitation project, Request for Proposal 2026- P23 be awarded to Doug Dixon & Associates Inc. in the amount of $419,000.00 (excluding HST); and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.4 Manager of Economic Development, Tourism & Strategic Initiatives - EDT 26-03 Sponsorship and Grant Policy Review: Supporting Strategic Priorities The Manager of Economic Development, Tourism & Strategic Initiatives presented the report that provides recommendations on path forward for sponsorships and grants administered by the County to local groups and organizations. Resolution Number: CW26-77 Moved by: Councillor Couckuyt Seconded by: Councillor Widner RESOLVED THAT staff be directed to bring forward an updated grant program, reflecting the Committee of the Whole's feedback, for consideration at the next meeting. Motion Carried. 6.5 Director of Planning and Development - PLN 26-13 2026 Land Division Committee Update Item 6.5 was considered prior to item 6.1. The Director of Planning and Development presented the report that reviewed the current land division (consent) process and that provides Page 4 of 49 considerations for alternative processes to ensure the County is processing consent applications efficiently. Resolution Number: CW26-73 Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT the decision regarding the following recommendation be deferred to the next term of Council: THAT By -Law No. 2162, which establishes the delegated approval authority to the County of Elgin Land Division Committee be repealed effective November 30, 2026; and THAT contentious land division applications be reviewed by County Council commencing December 1, 2026; and THAT staff are hereby directed to prepare amendments to the delegation authority by-law for planning to give effect to the recommendations of this re po rt. Motion Carried. 7. Adjournment Resolution Number: CW26-78 Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT we do now adjourn at 12:42 p.m. to meet again on August 11, 2026 at 9:30 a.m. Motion Carried. Katherine Thompson, Dominique Giguere, County Clerk/Manager of Warden. Administrative Services. Page 5 of 49 /00 ,000 0 ElginCc),L,inty Report to Committee of the Whole From: Diana Morris, Senior Planner Date: August 11, 2026 Subject: Official Plan Amendment No. 02/26 in the Municipality of Central Elgin 396 Edith Cavell Boulevard Recommendation(s): 1. THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 02/26 to the Official Plan of the Municipality of Central Elgin; and 2. THAT staff be directed to provide Notice of this Decision in accordance with the requirements of the Planning Act. Introduction: The Council of the Municipality of Central Elgin has adopted an amendment to their Official Plan, known as Official Plan Amendment Number 02/26 (OPA No. 02/26) and they have subsequently forwarded the amendment to the County of Elgin for approval. In accordance with Section 17 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision on the adopted amendment in which Council may approve, modify, or refuse to approve the amendment. If Elgin County fails to make a decision within 120 days after the amendment is received and deemed complete, the registered owner, public body and/or specified person may appeal to the Ontario Land Tribunal. This report is intended to provide County Council with the information required to make a decision on the adopted amendment. Background and Discussion: The subject lands are located on the south side of Edith Cavell Boulevard in Port Stanley and legally described as Part Lot 25, North Side of Lake Erie, Plan 117, municipally known as 396 Edith Cavell Boulevard. The subject lands comprise a total lot area of approximately 0.24ha (0.59ac), with 21.2m (69.55ft) of frontage on Edith Cavell Boulevard and approximately 9.1 m (29.86 ft) of frontage along Lake Erie and have a lot depth of approximately 60m (196.85ft). See Appendix A- Location Map. The subject lands currently contain two (2) single detached dwellings and an accessory shed. The surrounding lands are characterized as low density residential development consisting Page 6 of 49 primarily of cottages and converted year-round residences situated on narrow waterfront lots. Many of the surrounding properties contain more than one (1) residential structure. The subject lands are located in the Village of Port Stanley and are within a Tier 1 Settlement Area in the Elgin County Official Plan, as shown in Appendix B. These settlement areas have full servicing and are the location of where the majority of new growth should be directed. The proposal represents an appropriate form of residential redevelopment and modest intensification that efficiently utilizes existing municipal services while contributing to the County's housing objectives. The Municipality of Central Elgin's Official Plan designates the lands as Residential and are partially affected by the Dynamic Beach Hazard, as shown in Appendix C. The portion proposed for redevelopment is located outside of the Dynamic Beach Hazard area; however, the property remains within the broader shoreline flood hazard area and is regulated by the Kettle Creek Conservation Authority. All proposed buildings are located outside of the Dynamic Beach Hazard, with the rear portion of each lot remaining undeveloped. Any potential future development will remain subject to review and permitting by the Kettle Creek Conservation Authority. The proposal would result in two lots, each approximately 10.6 metres wide, containing a principal dwelling and a detached garage with a second -storey Additional Residential Unit. The proposed ARUs are located closer to Edith Cavell Boulevard than the principal dwellings. Please refer to Concept Plan shown in Appendix D. One (1) detached Additional Residential Unit is proposed on each lot in a location not permitted by the Official Plan. Therefore, the purpose of the Official Plan Amendment is for a site -specific amendment to permit ARUs within the front yard, whereas the Official Plan requires detached ARUs to be located within the rear yard or interior side yard {(Policy 2.3.6 e) ii)}. OPA No. 02/26 was adopted by Municipal Council on July 20, 2026 (By-law No. 2026-055), as shown in Appendix E. In addition to the OPA, a ZBLA was required to rezone the subject lands from Open Space Zone 3 (OS3) to Residential Zone 1 with exception 1.2 (R1-102) with site -specific provisions to facilitate the redevelopment of the lands. On September 24, 2025, Elgin County Land Division Committee approved a consent application (E 46-25), to sever a parcel with a frontage of 10.3m, a depth of 60m and an area of 561.8sgm to create a new residential lot and retain a lot with an area of 1833.7sgm to remain a residential use. The ZBLAwas a condition of consent from the Municipality of Central Elgin that stated; "approval of a Zoning By-law amendment to recognize the deficient lot frontage(s) and adjust allowable building envelopes to accommodate the construction of two (2) new single -detached dwellings on the severed and retained lots." The By-law amendment was approved by Municipal Council on July 20, 2026 (By-law No. 2026-054). A notice of public meeting was mailed to area residents within 120m of the subject lands and a sign was posted on the property in accordance with the requirements of the Planning Act. No comments or concerns were raised. County staff have had the opportunity to review the proposal, associated submission materials and public comments against the requirements of the Planning Act, the Provincial Planning Statement, the County of Elgin Official Plan, and the general intent of the Municipality of Central Page 7 of 49 Elgin Official Plan and are satisfied that the proposal meets all relevant requirements and is appropriate for the context of the subject lands. Financial Implications: There are no direct financial impacts to the County 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 Municipality of Central Elgin. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Municipality and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council approve OPA No. 02/26 of the Official Plan of the Municipality of Central Elgin, as the modified amendment: • Is consistent with the Provincial Planning Statement; • Conforms to the Elgin County Official Plan, and intent of the Municipality of Central Elgin Official Plan; and • Constitutes good planning. Attachments: Appendix A- Location Map Appendix B- Elgin County Official Plan Map Appendix C- Municipality of Central Elgin Official Plan Map Appendix D- Concept Plan Appendix E- Notice of Adoption of Official Plan Amendment No. 02/26 Written and Prepared by: Diana Morris, RPP, MCIP Senior Planner Reviewed by: Mat Vaughan, RPP, MCIP Director of Planning and Development Approved for Submission: Blaine Parkin Chief Administrative Officer Page 8 of 49 IN/ 10 STANLEYMPKIDR J ..........smi aCgVELL BL p fI r A`/H? f �� Milne" Film Location Map Legend Subject Site: 396 Edith Cavell Boulevard Subject Site File Number: Owner: Domenico Mescia & Gary Aurel Watts County Road CA: Kettle Creek Conservation Authority Created By: DA Date: 07/29/2026 /% `""">,,,, /% Local Road Municipality of Central Elgin Buildings ,NA\ The Corporation of the County Elgin M A Prepared By: Planning and Development 0 12.5 25 Page 9 ofg'* EL[ ■ ■ � ■ � yIF °r ■ f' r r .,�° ,■;, RI � � r r,�11■ ■ Its R;�;rt T-2 '� hits r"� ' :.; : ■„ ,■' Yi p Ty�.� reet C �■�!iIIJr�■I ■�■d'��■�'■ ■■�■' ■'Y��i(■�il�; YYK;Y�Y �,���9■Y�`�■J `■��a■AY, ■■■ Y„�jY■�■�yY,�4Y■I���Y■�, ■1 p A u ■ ■ "'■ ■ Y,, , -■ - '�'■n 'T# ef' iYT■"'"■ ■T ■¢+'° ■"�?'■T11 ■T■T■ T,NI" 111 ,■ iY ■ ■ '■T�'�'7^">■ f fir. IF ■■ ■e. � ■ ■ ■. ■� ■ r ■Y :■J ■��jllr■��°1i`�llrYl�°��iY�iY�; ■■ ■■Y Z �r�Y"rr��„rr�s��"��rr'�■�Y'� �z�fj Vd // f Oje ct Site //j/////�0001 . M i nC O Li !I Location Map Central Elgin - Schedule'G'- Land Use Plan Subject Site: 341802600270800 File Number: Owner: DOMENICO MESCIA & GARY AUREL WATTS CA: Kettle Creek Conservation Authority Created By: TE Date: 07/29/2026 Municipality of Central Elgin Page 11 of LEGEND ®a® SUBJECT LANDS Land Use Desianation F-1 Agricultural Residential Harbour Low Density Residential Commercial Looal Commercial Commercial - Industrial IiuuuuuuuW Marina Mixed Use 1 Mixed Use 2 nHotel / Conference Centre UUULdGGGGGG% Harbour Community Facilities Community Facility Natural Heritage Dynamic Beach Land Use Overlay IIiIi Natural Hazard '®"®®_a 100 Year Lake Erie Erosion Setback Former Waste Sites. NOTE: Modification No. 29 under Section 17(34) of the Planning Act Map Legend — — — Urban Settlement Area Built Area Limits Municipal Boundary t Railway Watercourses Waterbadies Sewage Lagoons Concept Plan- 396 Edith Cavell Blvd Page 12 of 49 MUNICIPALITY OF CENTRAL ELGIN NOTICE OF ADOPTION OFFICIAL PLAN AMENDMENT NO. 03/26 396 Edith Cavell Boulevard, Port Stanley TAKE NOTICE that the Council of the Corporation of the Municipality of Central Elgin adopted Official Plan Amendment No. 03/26 to the Municipality of Central Elgin Official Plan by passing By-law No. 2026-055 on July 20, 2026, pursuant to subsection 17(22) of the Planning Act, R.S.O. 1990, as amended. The Official Plan Amendment has been forwarded to the County of Elgin, being the approval authority, for consideration and approval pursuant to the Planning Act. The Amendment does not come into effect until it has been approved by the County of Elgin. SUBJECT LANDS: The subject lands, known municipally as 396 Edith Cavell Boulevard, are located on the south side of Edith Cavell Boulevard in the community of Port Stanley and is legally described as Part Lot 25, North Side of Lake Erie, Plan 117 Port Stanley. The property has approximately 21.2 metres of frontage on Edith Cavell Boulevard and approximately 9.1 metres of frontage along Lake Erie. The total lot area is approximately 2,395.5 square metres. The property currently contains two single detached dwellings and an accessory shed. The lands are generally flat with a gradual slope toward Lake Erie. The surrounding area is characterized by low -density residential development consisting primarily of cottages and converted year-round residences situated on relatively narrow waterfront lots. Many surrounding properties contain more than one residential structure. The lands are designated Residential and partially affected by the Dynamic Beach Hazard designation in the Central Elgin Official Plan. The portion proposed for redevelopment is located outside of the Dynamic Beach Hazard area; however, the property remains within the broader shoreline flood hazard area and is regulated by the Kettle Creek Conservation Authority. The proposal would result in two lots, each approximately 10.6 metres wide, containing a principal dwelling and a detached garage with a second -storey Additional Residential Unit. The proposed ARUs are located closer to Edith Cavell Boulevard than the principal dwellings. PURPOSE AND EFFECT The purpose of the Official Plan Amendment is to establish a site -specific policy for the lands municipally known as 396 Edith Cavell Boulevard to permit Additional Residential Units (ARUs) within the front yard. The effect of the amendment is to permit one detached Additional Residential Unit on each proposed lot in a location that would otherwise not be permitted by the Official Plan. ADDITIONAL INFORMATION A copy of Official Plan Amendment No. 03/26 and supporting information is available for inspection during regular business hours, Monday to Friday, from 8:30 a.m. to 4:30 p.m., at the Municipal Office, 450 Sunset Drive, St. Thomas, Ontario, or online through the Municipality's Current Planning Applications webpage. DATED at the Municipality of Central Elgin, this 23rd day of July 2026 �1Y:22CLG'gi �YG�/.C7PiLLcy Emerald Austerberry Planning Coordinator Secretary -Treasurer, Committee of Adjustment planning@centralelgin.org 519-631-4860 ext. 242 Page 13 of 49 Location Map",IAI%r Zoning By -Law Amendment Date: 06/05/2026 File No. ZBA 05/26�A, Official Plan Amendment N scale: 1:2,000 File No. OPA 02/26 w—(�—E o 10 zo ao 60 so 396 Edith Cavell Boulevard, Port S nley s rr, PLAN 117 PT LOT 25 S/S FROM 14 of 49 DISCLAIMER: This drawing is neither a legally recorded map or a survey and is not intended to be used as one "00010& PolicyElginCGLIrIt Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: August 11, 2026 Subject: CCS 26-09 Library Facilities Use Policy Adoption Recommendation(s): THAT the Elgin County Library Branch Facilities Use Policy attached as Appendix A to the August 11, 2026 Committee of the Whole report titled "Elgin County Library Facilities Use Policy Adoption" from the Director of Community and Cultural Services be hereby adopted. Introduction: Elgin County Library makes available meeting space for use by the community for educational, cultural, recreational and charitable purposes. Amendments are being proposed to this policy as attached as Appendix A as part of the Library's on -going commitment to review core operational policies on a regular basis (generally on a 5- year review schedule). Background and Discussion: Staff are recommending revisions to Elgin County Library's Facilities Use Policy last amended in 2021. (The previous policy is attached as Appendix B.) The proposed revisions as highlighted largely pertain to expanding the list of uses that are explicitly prohibited under the policy. Balancing intellectual freedom with uses that are not appropriate for a public library setting is a challenge for all public libraries. Nevertheless, public libraries generally restrict uses that are religious, politically partisan or those that contravene laws and codes such as the Ontario Human Rights Code. Restrictions on uses for business purposes and private social events are also generally prohibited. Financial Implications: 2026 fees for use of Library Facilities currently stands at $25 per use and annual revenue is less than $1,000 per year. Page 15 of 49 Advancement of the Strategic Plan: The policy supports components of Strategy 5, Community Well-being and Inclusivity by making library spaces available for communal use Local Municipal Partner Impact: Not applicable. Communication Requirements: Not applicable. Conclusion: These proposed amendments align with similar policies from other public library systems in Ontario. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Blaine Parkin Director of Community and Chief Administrative Office Cultural Services Page 16 of 49 Appendix A EIgInCOUnty, Library Subject: Policy Number: Date Approved: Date Last Revision: Facilities Use Policy LIB-OX XXXX, 2026 June 8, 2021 Elgin County Library Policy Manual Purpose: To establish guidelines, terms, conditions and fees for the use of meeting rooms and facilities within the branches of Elgin County Library. General: Meeting rooms and facilities within the branches of Elgin County Library may be made available to bring together the resources of the Library and the activities of the community for educational, cultural, recreational and charitable purposes. The following Terms and Conditions shall apply: 1. Endorsement: Reservations and use of the Library facility and/or meeting rooms shall not constitute in any way an endorsement of beliefs, opinions, or activities of the Renter, by Library staff or Elgin County Council. 2. Right of Refusal: The following uses are not permitted'. • Religious services; • Political events that are partisan in nature; • Fundraising events, gaming, gambling or games of chance; • Private social events; • Business activities, such as sales promotions-, Programs which , a , * Use by agencies or organizations seeking to limit attendance discrimination as defined by the Ontario Human Rights Code. i The Library reserves the right to refuse or cancel a Renter's use of the facility and/or meeting rooms at the Library's discretion and without liability to, or against, the Library without notice up to the date and time of the event. The Library will not knowingly permit an individual or group to use its facilities in contravention of the Criminal Code of Canada, the Ontario Human Rights Code and/or County policies. The Renter's aims and/or actions shall not contravene any federal, provincial, or municipal legislation and regulations. 3. Authorization: the use of Library facilities/meeting rooms shall be at the discretion of the Library Branch Supervisor in consultation with the Director of Community and Cultural Services. Page 17 of 49 Appendix A ElginCOUnty, Library Elgin County Library Policy Manual 4. Facility/Meeting Room Bookings: a. The attached application form must be completed and approved before the activity can take place. Information about the intended use of the room, including the names and affiliations of any speakers, must be provided. b. Usage shall only be permitted during regular branch hours. Exceptions shall require the permission of the Municipality and/or the building owner, and the Director of Community and Cultural Services. c. Priority is given to Library programs, services, meetings or events. The Branch Supervisor reserves the right to refuse or cancel any bookings that conflict with these programs, services, meetings or events or are deemed to be inappropriate. Applications are considered on a first -come, first - served basis. d. Rental fees (if applicable) are required at the time of application to secure the booking. The rental fee will be returned if the booking is cancelled 24 hours prior to the event. 5. Facility/Meeting Room Conditions of Use: a. The applicant(s) are responsible for any damages incurred to Library property or equipment as a result of usage. The applicant agrees to indemnify the County of Elgin for damages resulting from such usage. b. All arrangements for chairs, tables, equipment and use of kitchen facilities shall be made in advance with the Library Branch Supervisor. All set-up and clean-up shall be provided by the applicant. The Library may charge a clean-up fee if rooms are not left in an appropriate condition. c. Non-alcoholic refreshments and food may be served in meeting rooms. d. Maximum occupancy limits will be obeyed. e. Elgin County Library and The County of Elgin will not be held responsible for personal injury or damage, nor the theft or loss of personal items/equipment of the applicant or anyone attending on the invitation of the applicant. 6. Advertising and Signage: a. Elgin County Library will not prepare any advertising, in any forms, for renters. b. The Library may post, on its website and bulletin boards, limited information about the event provided by the Renter, subject to the availability of space. c. All advertising must specify the sponsor and any speakers of the program/event. 7. Facility/Meeting Room Rates: a. Non-profit groups shall not be charged a fee. Individuals and for -profit groups will be charged a rental fee as established in the County of Elgin's Fees and Charges By -Law pending notice and approval of the Branch Supervisor and/or the Director of Community and Cultural Service Page 18 of 49 Appendix A ElginCOUnty, Library Organization: Person in Charge- Address- Telephone- E-mail- Elgin County Library Policy Manual FACILITIES USE BOOKING FORM Branch Facility Requested: Type of Use: (Home) (Business) Affiliated Speakers: Anticipated Attendance: Date Required: Time: Equipment Use: Tables Chairs Kitchen The Applicant has read and agrees to abide by the "Elgin County Library Facilities Use Policy". Applicant's Signature: Date: Rental Fee: Approved By: Fee Paid: Signed copies of the application form must be returned with the rental fee before the booking will be confirmed. Cancellation: 24 hours notice is required for a full -refund. Exemptions may be granted in the event of inclement weather. Room Rental Fee: As listed in the County of I in's Fees and ChargesBy-Law. Elgin County Library Approval: Supervisor Date Page 19 of 49 Appendix B �ro"rU� E Igi l 1 l, Subject: Facilities Use Policy — Elgin County Library Elgin County Library Policy Manual Date Approved: February 15, 2011 Date Last Revision: June 8, 2021 FACILITIES USE POLICY Purpose: To establish guidelines, terms, conditions and fees for the use of meeting rooms and facilities within the branches of Elgin County Library. General: Meeting rooms and facilities within the branches of Elgin County Library may be made available to bring together the resources of the Library and the activities of the community for educational, cultural, recreational and charitable purposes. The following Terms and Conditions shall apply: 1. Endorsement: Reservations and use of the Library facility and/or meeting rooms shall not constitute in any way an endorsement of beliefs, opinions, or activities of the Renter, by Library staff or Elgin County Council. 2. Right of Refusal: a. The Library reserves the right to refuse or cancel a Renter's use of the facility and/or meeting rooms at the Library's discretion and without liability to, or against, the Library without notice up to the date and time of the event. b. The Library will not knowingly permit an individual or group to use its facilities in contravention of the Criminal Code of Canada and/or County policies. c. The Renter's aims and/or actions shall not contravene any federal, provincial, or municipal legislation and regulations. 3. Authorization: the use of Library facilities/meeting rooms shall be at the discretion of the Library Branch Supervisor in consultation with the Director of Community and Cultural Services. 4. Facility/Meeting Room Bookings: a. The attached application form must be completed and approved before the activity can take place. Information about the intended use of the room, including the names and affiliations of any speakers, must be provided. b. Usage shall only be permitted during regular branch hours. Exceptions shall require the permission of the Municipality and/or the building owner, and the Director of Community and Cultural Services. c. Priority is given to Library programs, services, meetings or events. The Branch Supervisor reserves the right to refuse or cancel any bookings that conflict with these programs, services, meetings or events or are deemed to be inappropriate. Applications are considered on a first -come, first -served basis. Page 20 of 49 d. Rental fees (if applicable) are required at the time of application to secure the booking. The rental fee will be returned if the booking is cancelled 24 hours prior to the event. 5. Facility/Meeting Room Conditions of Use: a. The applicant(s) are responsible for any damages incurred to Library property or equipment as a result of usage. The applicant agrees to indemnify the County of Elgin for damages resulting from such usage. b. All arrangements for chairs, tables, equipment and use of kitchen facilities shall be made in advance with the Library Branch Supervisor. All set-up and clean-up shall be provided by the applicant. The Library may charge a clean-up fee if rooms are not left in an appropriate condition. c. Non-alcoholic refreshments and food may be served in meeting rooms. d. Maximum occupancy limits will be obeyed. e. Elgin County Library and The County of Elgin will not be held responsible for personal injury or damage, nor the theft or loss of personal items/equipment of the applicant or anyone attending on the invitation of the applicant. 6. Advertising and Signage: a. Elgin County Library will not prepare any advertising, in any forms, for renters. b. The Library may post, on its website and bulletin boards, limited information about the event provided by the Renter, subject to the availability of space. c. All advertising must specify the sponsor and any speakers of the program/event. 7. Facility/Meeting Room Rates: a. Non-profit groups shall not be charged a fee. Individuals and for -profit groups will be charged a rental fee as established in the County of Elgin's Fees and Charges By -Law pending notice and approval of the Branch Supervisor and/or the Director of Community and Cultural Services. Page 21 of 49 ��±101h (4 ""' 4 i I ,n .,� Y % A I.. n � `�,. i ELGIN COUNTY LIBRARY — FACILITIES USE BOOKING FORM Organization: Person in Charge: Telephone: E-mail: Branch Facility Requested: Type of Use: Affiliated Speakers: Anticipated Attendance: Date Required - (Home) It M (Business) Equipment Use: Tables Chairs Kitchen The Applicant has read and agrees to abide by the "Elgin County Library Facilities Use Policy" Applicant's Signature: Date: Approved By: Rental Fee: Fee Paid: Signed copies of the application form must be returned with the rental fee before the booking will be confirmed. Cancellation: 24 hours notice is required for a full -refund. Exemptions may be granted in the event of inclement weather. Room Rental Fee: For -profit groups and individuals $25.00 per event. Elgin County Library Approval: Supervisor Date Page 22 of 49 /00 ,000 0 ElginCc),L,inty Report to Committee of the Whole From: Brian Masschaele, Director of Community and Cultural Services Date: August 11, 2026 Subject: CCS 26-08 Lease Renewal and Hours of Operation for Expanded West Lorne Library Recommendation(s): THAT the Warden and Chief Administrative Officer be authorized to execute a lease amendment with the Municipality of West Elgin for West Lorne Library premises as outlined in the August 11, 2026 Committee of the Whole report titled "Lease Renewal and Hours of Operation for Expanded West Lorne Library" from the Director of Community and Cultural Services; and, THAT the hours of operation for the West Lorne branch of the Elgin County Library be amended as described in the in the August 11, 2026 Committee of the Whole report titled "Lease Renewal and Hours of Operation for Expanded West Lorne Library" Introduction: Renovations being led by the Municipality of West Elgin to expand premises for the West Lorne Library are nearing completion. This report recommends that a lease amendment be authorized to incorporate the expanded space. Further, it recommends that five additional open hours be added to the branch's weekly schedule. Background and Discussion: Renovations to the West Lorne Library are nearing completion. Staff expect the branch to re -open to the public by the end of September 2026. Assignable space for library use has been expanded by 1,156 square feet through this project and now comprises a total leasable area of 2,949 square feet. The revised floorplan is attached to this report. A revision to the current lease with the Municipality of West Elgin (also attached) is required to encompass the expanded space, with all other terms remaining the same. The current lease continues to serve the branch well and is based on the County's standard "Elgin County Library Municipal Library Lease" which is in effect at all ten library branches. Renewals to these leases for their next five-year term (which take effect January 1st, 2028) will be the subject of a future report in 2027. West Lorne's lease will be further extended as part of that process. Page 23 of 49 Increase to Branch Open Hours The Library's 2026 operating budget contained an investment to increase weekly hours of operation. Residents were asked in a recent survey through Engage Elgin if they supported the proposed hours. A total of 79 responses were received, with the proposed hours as presented in this report being the top choice of the three options presented at nearly 40 per cent. An increase in hours also aligns well with „p"Ii„p„ for Rural / Urban Pu� hc L...i�rat z y t !22 4t" Edition which County Council previously received as a planning document for County library services at the branch level. The following is a breakdown of the current hours of operation and the recommended hours going forward which add five open hours per week: Current Hours Monday No open hours (0 hours) Tuesday 10.00 am to 6.00 pm (8 hours) Thursday 3.00 pm to 7.00 pm (4 hours) Friday 10.00 am to 4.00 pm (6 hours) Saturday 10.00 am to 1.00 pm (3 hours) Total per week 21 hours Recommended Hours Monday 3.00 pm to 7.00 pm (4 hours) Tuesday 10.00 am to 7.00 pm (9 hours) Thursday 3.00 pm to 7.00 pm (4 hours) Friday 10.00 am to 4.00 pm (6 hours) Saturday 10.00 am to 1.00 pm (3 hours) Total per week 26 hours Financial Implications: The 2026 lease rate being paid to the County's Local Municipal Partners is $18.23 per square foot. The addition of 1,156 square feet of assignable library space results in an increase of $21,074 in payments to West Elgin plus annual inflationary adjustments as outlined in the lease terms. This increase is already integrated into the library's existing 2026 budget for implementation as soon as the 3rd quarter. No additional funds are required to proceed with this renewal. Payments to West Elgin under the current lease have been suspended from May 1 st 2026 to August 31St, 2026 given that the library had to close to the public for construction. This suspension results in a surplus of $10,896 ($2,724 per month). This surplus is being used to off -set costs associated with housing library materials and equipment while renovations proceed, including the rental of a mobile storage unit, storage containers and a temporary increase to staffing hours to both pack and re- assemble the branch. Page 24 of 49 Staff hours to support the additional open hours were included in the Library's 2026 operating budget. Advancement of the Strategic Plan: Strategy #1 — Collaborative Engagement and Communication Goal 1: Strengthen Relationships with Local Municipal Partners. The lease strengthens the partnership between the County of Elgin and Municipality of West Elgin. Strategy #5 — Community Well-being and Inclusivity Tactic 5.3: Increased access to all health and wellness services, through increased utilization of our library system. The lease and increase to hours of operation facilitates an increase library service to County residents. Local Municipal Partner Impact: The Municipality of West Elgin will also be required to authorize the lease renewal prior to the library's formal occupancy. Communication Requirements: County and Library communication networks will be fully utilized to publicize the West Lorne Library's re -opening to the public and the new hours of operation. Conclusion: Renovations to expansion of West Lorne Library are nearing completion. Amendments to the current lease and hours of operation are required prior to re -opening as outlined in this report. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Blaine Parkin Director of Community and Chief Administrative Officer Cultural Services Page 25 of 49 THIS LEASE made in triplicate this � day of OV,- 2022 (pursuant to the Commercial Tenancies Act, R,S.O. 1990, c. L. 7) THE CORPORATION OF THE MUNICIPALITY OF WEST ELOIN -AND- LAA612110i (the "Lessor") 100 Fd 11 114 2 115 &�" A IftIll ("Elgin'") A. The Lessor is a duly incorporated local municipality in the province of Ontario, incorporated pursuant to the Municipal Act, 2001 R,&O. 2001 c, M. 25 (the "Municipal Act, 2001'); B. Elgin is a duly incorporated upper tier municipality In the province of Ontario, incorporated pursuant to the Municipal Act, 2001. C. The Lessor is the owner of certain lands known municipally as 160A Main Street, West Lorne, Ontario, which lands are more particularly described in Schedule "A" hereto (hereinafter referred to as the "Lands"); D, Situated upon the Lands is a premises locally known as the West Lorne Library as part of the West Elgin Community Complex; and E. The Lessor has agreed to lease a portion of the said premises located upon the Lands to Elgin on the terms and conditions set forth in this Agreement, NOW THEREFORE in consideration of the rents, covenants, and agreements contained herein on the part of Elgin to be paid, observed, and performed, the sufficiency of which is hereby acknowledged by the parties, the Lessor and Elgin agree as follows: 1, In addition to terms defined elsewhere in this Agreement, the following terms have the following meanings: "Agreement" means this Lease Agreement, as it may be confirmed, amended, modified, supplemented or restated by written agreement between the Parties. Page 26 of 49 "Annual CPI Adjustment" means an annual adjustment to the amount of the annual rent compared to the previous year, in an amount equivalent to the increase, if any, to the rate of inflation as determined by the Ontario Consumer Price Index. The Annual CPI Adjustment shall commence in 2024 and occur by March 311" in each year of the Term of this Agreement thereafter, following the annual CPl rate for the previous year becoming available from the Province of Ontario, and shall be applied retroactively to January 1st of each year of this Agreement beginning in 2024. "Business Day" means any day excluding Saturday, Sunday or a statutory holiday in the Province of Ontario. "Community Partners" means the governmental agencies, community groups/agencies, not -for -profit and charitable organizations or facility rental user(s) selected by Elgin in :Its sole and absolute discretion to have access to the Leased Premises, as defined in Section 2 of this Agreement. "Library Services" means all programs and social services delivered by Elgin and its Community Partners from the Leased Premises, "Parties" means the Lessor and Elgin collectively and "Party" means any one of them, "Trade Fixtures" means its common law definition and includes but is not limited to shelving installed for library operations. Fa M-11 I=- 2. The Lessor loth demise and lease unto Elgin and Elgin loth lease and take from the Lessor, for the purpose of operating a library including providing Library Services, for the term herein described and upon the terms and conditions set out in this Agreement, a portion of the premises located upon the Lands, which premises are comprised of approximately one -thousand, seven -hundred and ninety-three (1,793) square feet of useable interior space and more particularly shown in the sketch attached hereto as Schedule "B" (hereinafter referred to as the "Leased Premises"). 3, In addition to the Leased Premises, the Lessor grants unto Elgin and Elgin takes from the Lessor, rights and areas of access and rights thereto: a. In common with employees of the Lessor, the right to utilize employee facilities located upon the Lands and the premises located thereon; b. The right of its servants, agents, employees, and invitees to pass and re -pass through and/or over the public hallways, corridors, driveways, and parking areas, if any, located upon the Lands and associated with the premises located thereon; and c, The right of its servants, agents, employees, and invitees to utilize parking facilities, if any, located upon the Lands and associated with the premises Located thereon, Page 27 of 49 4, The Leased Premises and associated areas of access and use are highlighted on the sketches attached as Schedule "B" hereto. =t N 5. Subject to any renewal or termination provisions of this Agreement, the term of this Agreement shall be for five (8) years commencing on January 1, 2023 and ending on December 31, 2027, RENEWAL If Elgin pays all rents hereinafter set forth and further observes and performs all other covenants, obligations, and provisions as hereinafter set forth, the Lessor shall grant to Elgin a renewal of lease of the Leased Premises and associated areas of use and access for a further five (8) year period cormencing on January 1, 2028 and ending on December 31, 2032, provided that the said renewal of lease shall only be granted if Elgin shall have delivered a written request to grant such renewal of lease to the Lessor on or before September 30, 2027, provided further that the terms and conditions of such renewal of lease shall be the same terms and conditions set forth in this Agreement save and except with respect to this right of renewal of lease and as to the amount of annual rent, the amount of such annual rent to be negotiated and agreed to by the parties hereto; 7. If Elgin pays all rents hereinafter set forth and further observes and performs all other covenants, obligations, and provisions as hereinafter set forth, the Lessor shall grant to Elgin a renewal of lease of the Leased Premises and associated areas of use and access for a further five () year period commencing on January 1, 2033 and ending on December 31, 2037, provided that the said renewal of lease shall only be granted if Elgin shall have delivered a written request to grant such renewal of lease to the Lessor on or before September 30, 2032, provided further that the terms and conditions of such renewal of lease shall be the same terms and conditions set forth in this Agreement save and except with respect to this right of renewal of lease and as to the amount of annual rent, the amount of such annual rent to be negotiated and agreed to by the parties hereto„ 8. During the first year of the term of this lease, Elgin shall yield and pay unto the Lessor the annual rent in the amount of THIRTY THOUSAND, FOUR HUNDRED AND EIGHTY-ONE DOLLARS (30,481.00), calculated at a rate of $17.00 per square foot of usable interior area, exclusive of applicable taxes. The annual rent paid for each subsequent year of the term of this Agreement or any renewal thereof shall be subject to an Annual DPI Adjustment. 9. The Parties agree that the annual rent referred to in Section 8 above, both in the first year of this Agreement and thereafter during any subsequent year of the term of this Agreement and any renewal thereof, shall be paid by four (4) equal quarterly payments of, with the 2023 payments being SEVEN THOUSAND, SIX HUNDRED AND TWENTY DOLLARS AND TWENTY-FIVE CENTS (7,020,2), exclusive of taxes, due and payable to the Lessor on March 311�', June 3W1 September 30"' and December 31 It in Page 28 of 49 each calendar year during the term of this Agreement or any renewal thereof, commencing March 3111, 2023. 10. The Parties agree that any and all costs associated with the occupation and use of the Leased Premises by Elgin, including but not limited to all costs of utilities, maintenance, repair, or upkeep, as hereinafter specified, shall be at the sole and entire expense of the Lessor. ELGIN COVENANTS 11, During the term of this Agreement and any renewal thereof, Elgin agrees and covenants as follows: a. To pay the annual rent as set out in sections 8 and 9 of this Agreement; b. To use the Leased Premises only for the purpose of Library Services; c. To use the Leased premises in a good and tenant -like manner; d. To use the balance of the lands and premises, excluding the Leased Premises, in accordance with the rules and regulations established by the Lessor from time to time and with respect to use of any such areas by all persons; e. Not to use or permit anything to be done on the lands and premises, including the Leased Premises, which may be considered a nuisance or otherwise so as to create any increase in insurable risk of the Lessor; f. To pay the Lessor for any loss or damage to its property lost or damaged by the negligence of Elgin or its servants, agents, or employees, including library staff; g. To install, maintain, and if necessary, repair adequate electrical and electronic cabling systems within the demised premises so as to permit its operation of library electronic equipment, including but not limited to audio/video equipment and computer systems; h. Subject to the obligation of the Lessor to provide custodial and janitorial services, not to act so as to allow or cause refuse, garbage, or other debris to accumulate within the demised premises; L Not to injure or remove trees, shrubbery, hedges or other trees or plant materials from the Lands; j. To arrange for, place and maintain adequate insurance for the contents of the demised premises as occupied and used as a library; k. To pay all assessed business taxes attributable to occupation of the Leased Premises by Elgin, if applicable; I. To permit the Lessor at all reasonable times to enter the Leased Premises to inspect the condition of such Leased Premises; m, To comply with all applicable by-laws, statutes, regulations or any other order, rule or regulation of a competent authority having jurisdiction; n. Not to assign or sublet the Leased Premises or the within Agreement without the written agreement of the Lessor, provided further that, after such assignment of lease, the demised premises will continue to be used as a library, For greater clarity, nothing in this covenant shall restrain, restrict or prohibit Elgin from permitting Community Partners to use the Leased Premises as part of Elgin's Library Services, Page 29 of 49 o, To procure and maintain throughout the term of this lease and any renewal thereof a commercial general liability insurance protecting the Lessor and Elgin against liability for bodily injury and death and for damage to or destruction of property by reason of any occurrence or accident in, or, about the Leased Premises, including tenants legal liability coverage in an amount not less than FIVE MILLION DOLLARS ($5,000,000,00) and such insurance shall not be subject to cancellation except after at least ninety (90) days' written notice to the Lessor; p, To provide a certificate of insurance to the Lessor evidencing the commercial general liability insurance of Elgin described immediately above; q, To indemnify and save harmless the Lessor, its servants, agents, directors or employees from and against any and all claims, actions, damages, liabilities and expenses in connection with loss of life, personal injury, or damage to property arising directly or indirectly from any occurrence in, upon, or at the Leased Premises, or otherwise relating to the occupancy or use by Elgin of the said Leased Premises or any part thereof and which is attributable, either wholly or in part, to any act, omission, negligence, or misconduct by Elgin, including its agents, servants, employees, invitees:, or any one permitted by Elgin to be upon the Leased Premises; provided that this obligation of indemnity will not apply to the extent that any such claim, action, damage, liability, or expense is caused by or results from any act, omission, negligence, or misconduct on the part of the Lessor, including its servants, agents, directors or employees; r. To provide and deliver to the Lessor written notice of default in respect of any obligation or covenant on the part of the Lessor as hereinafter set forth; s. To provide and deliver to the Lessor verbal and then written notice of any accident or loss within the Leased Premises or any defect or failure of any mechanical, electrical, or plumbing system within such Leased Premises. t� To at all times keep an account with the WSIB open and in good standing to provide coverage for all of its employees who may attend the Leased Premises for any reason in the course of their employment duties, LESSOR COVENANT$ 12, During the term of this Lease and any renewal thereof, the Lessor agrees and covenants at all times and at its sole cost and expense, and to the reasonable satisfaction of Elgin, as follows: a. To deliver the Leased Premises to Elgin in a state of good repair and cleanliness and warrant upon delivery that the foundation, walls, structure and roof of the Leased Premises and the heating, ventilation, air conditioning, mechanical, plumbing and electrical systems serving the Leased Premises are in good working order, b. To allow Elgin quiet enjoyment of the Leased Premises, both that area occupied as a library and all associated areas of use and access; c, To allow full use to Elgin, including its agents, servants, employees and Community Partners, of all corridors, hallways, driveways, and other interior areas open to the public for gaining access to and egress from the Leased Premises; Page 30 of 49 d, To arrange for and maintain the supply of all utilities to the Leased Premises, including but not limited to electricity, hot water, cold water, wastewater disposal and natural gas; e. To provide sufficient heating and air conditioning to the Leased Premises to maintain a reasonable temperature therein at all times during norrnal business hours, except during the completion of repairs to such heating and air conditioning equipment; f. To provide and maintain adequate public washroom facilities, in good working order, and in strict compliance with any and all applicable federal, provincial, and municipal requirements and standards and, furthermore, to allow access to and use of those facilities by any and all attendees of the library; g. To provide and maintain adequate employee washroom facilities, in good working order, and in strict compliance with any and all applicable federal, provincial, and municipal requirements and standards and, furthermore, to allow access to and use of those facilities by any and all :staff of Elgin; h. To maintain and, if necessary, repair the buildings located upon the Lands and within which the Leased Premises are located, Including but not limited to roof structures, exterior walls and facades, exterior staircases and stairways, exterior and interior doors and doorways, interior walls and facades, and interior ceiling surfaces; 1, To maintain and, if necessary, repair all heating, cooling, ventilation, mechanical, electrical, and plumbing systems associated with the building within which the demised premises are located; j. To arrange for, maintain, and, if necessary, repair adequate electrical and electronic cabling to, but not within, the Leased Premises, so as to permit the operation of 'library electronic equipment, including but not limited to audio/video equipment and computer systems; k� To maintain existing public parking facilities for use by library staff and attendees; 1. To remove snow and ice from :sidewalks, driveways, and parking areas associated with the building within which the demised premises are located, including adequate sanding and/or salting, and at all times on a frequency and to an extent so as to ensure the reasonable safety of library staff and attendees utilizing such facilities; rn. To reasonably maintain the grounds surrounding the building within which the Leased Premises are located in a state of good repair and safety; n. To provide custodial and janitorial services to maintain the Leased Premises and the building within which it is located in a clean and tidy manner, including but not limited to the completion of those services specifically provided for in Schedule eIcll ; o. To provide Elgin with a record of the cleaning services performed in the premises including the Leased Premises within a reasonable period of time of a written request by Elgin for same, p, To promptly repair and keep in a state of good repair the Leased Premises and the building within which the Lease Premises are located; q. TO consult with Elgin as to the extent and timing of repair and maintenance activities within the Leased Premises and the building within which it is located so as to avoid interference with library operations; Mo Page 31 of 49 r. To permit Elgin to make, with the consent of the Lessor and which consent shall not unreasonably be withheld, alterations, additions, and Improvements to the premises that will, in the judgment of Elgin, better adapt the premises for library purposes; provided, however, that the alterations, additions, and improvements shall not impair the structural strength of the building and provided further that any fixture associated with such improvements, whether Trade Fixtures or otherwise, shall remain the property of Elgin, and upon or any time before the termination of this Agreement, such fixtures can and shall be removed from the Leased Premises by Elgin and should any injury or damage be caused to the Leased Premises by removal of the fixtures, Elgin shall forthwith cause the injury or clarnage to be repaired at Its expense and if Elgin does not make repairs or cause them to be made within a reasonable time period, having regard to the availability of capable services and materials to effect such repairs, they may be made by the Lessor at the expense of Elgin; s. To insure and keep insured the building against loss or damage by fire, lightning, tempest or other casualties as are customarily Insured against under insurance contracts normally entered into from time to time during the term of this Agreement by owners of buildings in the County of Elgin and of a character similar to the building for an arnount as in the opinion of the Lessor is necessary to protect the Lessor against loss or damage; t, To at all times during the Term of this Agreement keep in good standing an account with the WSIB to provide adequate coverage for its employees that may attend at the subject property or premises, Including the Leased Premises, for any reason during the course of their employment duties; u. At its own expense, to be responsible for the cost of all repairs, whether major minor, to the structural soundness and integrity of the building within which the Leased Premises are located, including but not limited to exterior walls and roofing structures; v, To pay for any loss or damage to the assets of Elgin located within the Leased Premises and/or for any loss or damage to fixtures within the Leased Premises where such loss or damage was caused by the negligence of the Lessor or its agents, servants or employees, w. To permit signage of Elgin on the terms and conditions set out in this Agreement. ALTERATIONS, PARTITIONS AND IMPROVEMENTS 13. If Elgin, during the term of this Agreement or any renewal thereof, desires to affix or erect partitions, counters, or fixtures, in any part of the walls, floors, or ceilings of the Leased Premises (the "Alterations"), it may do so at its own expense at any time and from time to time, provided that Elgin's right to make such alterations to the Leased Premises shall be subject to the conditions contained herein, 14. Before undertaking any Alterations, Elgin shall submit to the Lessor a plan showing the proposed Alterations and shall obtain the approval and consent of the Lessor to do so, which shall not be unreasonably withheld. 15. All such Alterations shall conform to all building regulations then in force affecting the Leased Premises. Page 32 of 49 16, Such Alterations shall not be of a kind or extent so as to weaken the structure of the premises, including the Leased Premises, after the Alterations are completed or reduce the value of the premises, 17, Except as provided in this clause and in the Lessor's Covenants included at section 12 of this Agreement, Elgin will not erect or remove or change the location or any style of partition or fixture without the written consent of the Lessor having first been obtained. 18, At the expiration of the Term of this Agreement or any renewal thereof, Elgin shall have the right to remove its fixtures (but not the leasehold or structural improvements which :shall remain the property of the Lessor), provided Elgin makes good all damage occasioned to the Leased Premises by the taking down or removal thereof, 19, Elgin shall be permitted, at its sole cost and expense, to install such signage within premises as may be reasonably required to direct library patrons to the Leased Premises, provided that the Lessor has agreed to the design and location of such signage in writing and provided further that such agreement by the Lessor shall not be unreasonably withheld. 20, All signage that exists at the commencement of the Term of this Agreement, having been erected during the term of a prior lease agreement between the parties, shall be permitted to continue as if it received the written agreement of the Lessor under the terms and conditions of this Agreement, 21, Elgin shall be permitted, at its sole cost and expense, to erect any new sign(s) on the exterior of the premises provided that the Lessor has agreed to the design and location of such signage in writing and provided further that such agreement by the Lessor shall not be unreasonably withheld, For greater clarity, Elgin shall not be required to, or bear any responsibility for, displaying any messages, announcements, advertisements or other similar information whether using words, symbols or pictures of the Lessor on the signage of Elgin. Where signs or signage fixtures are shared between the Lessor and Elgin, the Cost$ Of Such signage and appurtenances thereto shall be shared proportionally following mutual agreement of the Parties regarding design, placement, installation costs and operating costs. 22, it is mutually agreed that if Elgin defaults on any payment of rent when due or in performing any of the terms, covenants, or provisions of this Lease, the Lessor may forward notice in writing of such default to Elgin. Such written notice shall identify the default with sufficient detail to permit Elgin to respond and/or cure the default, Failure or refusal by Elgin to cure such default to the reasonable satisfaction of the Lessor within thirty (30) days after the date of receipt of such notice shall, at the option of the Lessor, constitute a forfeiture of the lease and shall give the Lessor the right, at its, option to treat this Agreement as cancelled and terminated. The term and estate vested in Elgin, Page 33 of 49 as well as all other rights of Elgin under this Agreement shall immediately cease and expire as fully and with like effect as if the entire term provided for in this Agreement or any renewal thereof has expired and the Lessor may enter the Leased Premises, with or without process of law, take possession together with any and all improvements which may have been erected thereon. 23, it is mutually agreed that if the Lessor defaults in the performance of any of the terms, covenants, or provisions of this Agreement, Elgin shall forward notice in writing of such default to the Lessor. Such written notice shall identify the default with sufficient detail to permit the Lessor to respond and/or cure the default, Failure or refusal by the Lessor to cure such default to the reasonable satisfaction of Elgin within fifteen (15) days after the date of receipt of such notice shall, at the option of Elgin, allow Elgin the right to cancel this Agreement or any renewal thereof and surrender the Leased Premises no sooner than thirty (30) days after Elgin provides written notice of its exercise of such option, the Lessor having no right or recourse as against Elgin arising from such cancellation and surrender. 24, Notwithstanding the foregoing, each party hereto shall have the right to terminate this lease, or any renewal thereof, upon two (2) years' written notice to the other, at the end of which time Elgin shall vacate the Leased Premises and return all keys and access equipment to the Lessor and, in such circumstances, neither party shall have any right or recourse as against the other arising from such termination, provided that, at all times, the effective date of such termination shall be December 31 't of any calendar year. 25. The Parties hereby agree that the Lessor may assign this Agreement provided that it gives written notice to Elgin of the Lessor's intention to assign this Agreement at least ten (10) months before the assignment of this Agreement becomes effective. Upon receipt of such written notice from the Lessor, Elgin may elect in its sole discretion to terminate this Agreement with the termination date being the Business Day immediately preceding the effective date of the assignment provided in the written notice from the Lessor, provided that Elgin provides written notice of such termination at least six (6) months before the assignment of this Agreement would otherwise become effective, OVERHOLDING BY ELGIN 26. In the event that the Lessor permits Elgin to remain in occupation of the Leased Premises without objection and after expiration of the term of this Agreement or any renewal thereof, Elgin shall be deemed to be a tenant from month to month a monthly rental equal to one -twelfth of the annual rent due at the end of such expired term or renewal and otherwise agreed upon and subject to all covenants and agreements of this lease applicable to a monthly tenancy. Page 34 of 49 FORCE MAJEURE 27. The Parties agree that, notwithstanding the other provisions of this Agreement, if the buildings within which the Leased Premises or the Leased Premises themselves are damaged or destroyed by fire, lightning, or a tempest or by other casualty against which the Lessor and/or Elgin is insured, so as to render the Leased Premises unfit for Library Services, the rent hereby reserved or a proportional part thereof, according to the nature of the damage to the Leased Premises, shall abate until the Leased Premises are rebuilt. The Lessor agrees that it will with reasonable diligence repair the Leased Premises and make the Leased Premises capable of access, unless this Agreement is terminated. If the Leased Premises are damaged or destroyed by any cause whatsoever such that in the opinion of the architects or professional engineers employed by the Lessor, such premises cannot be rebuilt or made fit for Library Services within one hundred and twenty (120) days of the date of the damage or destruction, or such longer period as Elgin my agree to at its sole and absolute discretion, the Lessor, instead of making the demised premises fit for Elgin may at its option terminate this Agreement by giving Elgin, within sixty (60) days after such damage or destruction, notice of termination and thereupon rent and any other payment for which Elgin is liable under this Agreement shall be apportioned and paid to the date of such damage and Elgin shall immediately surrender possession of the Leased Premises to the Lessor. GENERAL 28. The Parties agree that Elgin may not assign or sublet this Agreement and its rights hereunder without leave of the Lessor, provided leave shall not be unreasonably withheld, and where assignment is proposed, such assignment shall only allow the Leased Premises to be used as a library. Notwithstanding anything in this provision, the Parties hereby agree and acknowledge that Elgin may rent out its Leased Premises or permit such Leased Premises to be used by its Community Partners on a temporary, short term basis, provided that at all times Elgin shall be responsible for such Community Partners and shall be responsible for fulfillment of obligations of this Agreement. 29. The Parties agree that should the Lessor construct, purchase or otherwise have control over another property and premises of which it is the registered owner and where the Lessor believes Library Services may be delivered from such location, Elgin may, at its sole and absolute discretion, provide written notice to the Lessor of its intention to provide Library Services from such property, premises or location and the Parties shall work reasonably with each other to do any of the following: amend this Agreement such that it shall become applicable to the such location, or, terminate this Agreement and enter into a new lease agreement for such location. 30, Any notices to be given pursuant to this Agreement shall be sufficiently given if personally served upon the party or an officer of the party for whom it is intended, or mailed, pre -paid and registered, as follows: To the Lessor: The Corporation of the Municipality of West Elgin lul Page 35 of 49 22413 Hoskins Line PO Box 490 Rodney, ON, NOL 2CO Attn: Chief Administrative Officer To Elgin: Corporation of County of Elgin 450 Sunset Drive St, Thomas, ON, N5R 5V1 Attn: Chief Administrative Officer 31. Time shall be of the essence, save and except as may be otherwise provided for and specified in this Agreement, 32, Amendment to this Agreement shall be permitted only in writing approved and executed by duly authorized officers of each of the Parties hereto. 33. No waiver of, failure to exercise, or delay in exercising any section of this Agreement constitutes a waiver of any other section (whether or not similar in substance) nor does any waiver constitute a continuing waiver unless otherwise expressly provided. 34, This Agreement and any renewal thereof shall be governed by the laws of the Province of Ontario. 35. Any dispute between the Parties relating to any provision of this Agreement shall be referred to a sole arbitrator, to be mutually agreed upon between the Parties. If a sole arbitrator cannot be agreed upon by the Parties then the dispute shall proceed before three (3) arbitrators, in which event each party shall appoint one (1) arbitrator and the third arbitrator shall be chosen by the two (2) arbitrators chosen by the parties. The decision of the three (3) arbitrators, or a majority of them, :shall be final and binding upon the Parties. All costs and expenses of such arbitration shall be borne by the Parties equally. 36. Words importing the singular number only shall include the plural and vice versa; words importing any gender shall include all genders; words importing person shall include firms and corporations and any recognized legal entity in the Province of Ontario, 37This Agreement and everything contained in it shall extend to, bind, and enure to the benefit of the heirs, executors, administrators, successors and assigns of each of the Pates. All covenants contained in this Agreement shall be deemed joint and several and all rights and powers reserved to either party may be exercised by its respective authorized officers or agents, 38. Should any provision of this Agreement be adjudged to be invalid or unenforceable or otherwise illegal by any authority of competent jurisdiction then such provision shall be severed from this Agreement and the remaining provisions of this Agreement shall remain in full force and effect. 11 Page 36 of 49 IN WITNESS WHEREOF the parties hereto have executed this Agreement under signature of their duly authorized officers on the date set forth: A Date: IVW �j I Corporation of the County of Elgin per: Name: Position: Warden per: Nam Julie Gon yo Position: Chief Administrative Officer We have authority to bind the corporation The Corporation of the Municipality of West Elgin Position: Mayor per: Magda Badura Position: Chief Administrative Officer We have authority to bind the corporation 0 Page 37 of 49 CH DUL "A" WEST LORNE LIBRARY LEAS: AGREEMENT Part of Lot 11, Plan 107, Municipality of West Elgin, County of Elgin 1 Page 38 of 49 ScheduleB Service Frequency 1 Vacuum and olean all halls, entrances, stairwells, 'landings and Weekly all public or common areas Wash the floors and dust all entrances xik ,and torNE roams Weekly Clean all pudic and staff washrooms, maintenance areas, Weekly includ gjq.,sinks,µtoilet bowls and mirrors. 4 Dust fire bells and ligl�t� exit sagn ndw window Id e��Inthl Dust electrical panels, hot water tanks pumps, pipes, etc, _ Monthly 5 Dust all light futures. Weekl+ 7 f epl none-2pprational llq� t bulbs and tubes an ublic areas As required 5 .all Steam clears all carpets and Annually — in Spring .__ Dust all drapes and blinds Weekly a p § of clear1_dogr lass frames and doors _�:� ..aer .and re�olin l�w�skets Wee...,..,w�....�_�_�....�.� r . 1. _Put garbage bags out to curbside for pick-up _ _ D Garbage ayM_m 1 Exterior Windows — thoroughly clean all windows, screens and Semi -Annually — +,r indow wells, sills and mled g s,.__ 14 Sweep sidewalks As required or twice monthly, whichever is 91tater 15 Keep all sidewalks_clear of snow shall occur prior As r r uirecl_. ..m.__.__._.. pread ice removing pellets or other sufficient product on A r� quired 1--11S-Iihere dewalks, parking lots, driveways and any other exterior area individuals mLay traverse NOTE: The Meaning services herein described are at the sole cost and responsibility of the Lessor including, but not limited to, all costs related to labour, supplies and materials. 14 Page 40 of 49 /00 ,000 0 ElginCc),L,inty Report to Committee of the Whole From: Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Date: August 11, 2026 Subject: EDT 26-05 Elgin County Strategic Investment Program Recommendation(s): THAT Finance Policy 05-06, Grant and Sponsorship Policy, be rescinded effective December 31, 2026; THAT the Strategic Investment Program be approved for implementation effective January 1, 2027; and THAT staff be directed to undertake the necessary steps to launch the Strategic Investment Program in January 2027. Introduction: On July 14, 2026, Council directed staff to bring forward an updated funding program following a review of the County's Sponsorship and Grant Policy. During the review, Council discussed whether current funding programs are aligned with County priorities, create meaningful community impact, and provide an appropriate level of accountability. The review highlighted an opportunity to take a more strategic approach by focusing on projects that advance the County's Strategic Plan and Community Safety and Well -Being Plan and deliver meaningful benefits to residents. Based on Council's direction, staff have developed a new Strategic Investment Program, attached to this report. The proposed program shifts away from a traditional grant model and instead focuses on identifying, developing, and supporting projects that advance Council's priorities through partnerships and shared investment. Background and Discussion: The program moves away from traditional grant language and application -based processes and instead focuses on projects, partnerships, and long-term community impact. The primary consideration is whether a project advances the County's priorities as identified in the Strategic Plan. Page 42 of 49 The process begins with the identification of project opportunities. Projects must be led by an incorporated non-profit organization or registered charity. Projects may be brought forward by community organizations or identified by County staff through ongoing discussions with local partners, municipalities, agencies, and community groups. Organizations can submit a high-level project overview through an Expression of Interest. The Manager of Economic Development, Tourism and Strategic Initiatives will serve as the primary staff contact for the program and will work with organizations to gather information about proposed projects. As part of the review process, staff will assess factors including: • Alignment with the County's priorities • Benefits for County residents • The organization's ability to successfully deliver the project • Project readiness • Financial planning and sustainability • Availability of other funding partners and leveraged investments • Long-term project outcomes and community benefits Once information has been gathered, projects will be presented to the Executive Leadership Team (ELT) for review. ELT will evaluate projects using a consistent set of criteria and discussion questions. Projects that demonstrate strong alignment with County priorities may be recommended to move forward for Council consideration. Projects may also be declined at this stage. All decisions and discussions will be documented through meeting minutes. Council will then review recommended projects and determine whether staff should continue working with the organization to further develop the opportunity. If Council supports advancing a project, the County and partner organization may enter into a Memorandum of Understanding (MOU) outlining roles, responsibilities, and the approach to project development. Entering into an MOU does not guarantee future funding. During project development, staff will work with the partner organization to further define the project scope, budget, funding strategy, timelines, anticipated outcomes, governance, and implementation plan. Once project development is complete, staff will present a final project proposal to Council for consideration. Council will determine whether to approve County participation and funding. Projects approved by Council will proceed to a formal funding agreement. The agreement will outline funding commitments, reporting requirements, accountability measures, project milestones, and partner responsibilities. Legal Services will prepare MOUs and funding agreements tailored to the specific requirements of each project. Tourism Funding Opportunities Page 43 of 49 As part of the review, staff have also been exploring alternatives to the County's current sponsorship program that would better support tourism development and new visitor experiences. Staff explored the Spark Mentorships & Grants Program, a regional initiative delivered by the Tourism Innovation Lab. The program provided selected businesses, individuals, and non-profit organizations with mentorship and seed funding to support the development of new tourism experiences. Staff learned that the program was offered in partnership with our Regional Tourism Organization Ontario's Southwest during the previous fiscal year but is not being offered through Ontario's Southwest in the current fiscal year. Staff also reviewed a tourism grant program offered by Community Futures Oxford and have reached out to the Elgin Business Resource Centre to discuss what a similar tourism -focused program could look like in Elgin County. Additional options under consideration include: • Providing funding to Local Municipal Partners to support festivals, events, and community tourism initiatives within their municipalities. • Exploring partnership opportunities with the Community Foundation. Following Council's previous discussion regarding the grant review, representatives from the Foundation contacted staff to learn more about the review process and discuss potential opportunities for collaboration. At this time, staff continue to explore options. Committee feedback on the future direction of tourism -related funding is welcomed. Financial Implications: Funding allocated to the Strategic Investment Program would be held in an appropriate reserve in accordance with the County's Reserves and Reserve Fund Policy. Advancement of the Strategic Plan: The proposed Strategic Investment Program supports Strategy 3: Service Excellence and Efficiency by creating a clear, transparent, and consistent process for evaluating project opportunities and funding decisions. More broadly, the program supports the implementation of the County's Strategic Plan by focusing County resources on projects that advance Council's priorities. In addition, some of the tourism funding options currently being explored could support Strategy 4: Sustainable Community Growth, Goal 1: Promote Economic Development while Respecting Rural Heritage by supporting the development of new tourism experiences, strengthening existing tourism offerings, increasing visitation, and encouraging investment across Elgin County. Page 44 of 49 Local Municipal Partner Impact: If Council chooses to move away from small sponsorship programs, funding could be provided to Local Municipal Partners to support local festivals, events, and community initiatives. This would allow municipalities to address local priorities while enabling the County to focus its resources on larger, strategic projects that deliver broader, County- wide benefits and advance the County's priorities. Communication Requirements: If approved, staff would develop a communications plan to launch the new program, including: • A dedicated webpage outlining the program and project development process. • Contact information for organizations interested in discussing project opportunities. • A news release announcing the program. • Direct outreach to previous grant and sponsorship recipients. • Social media communications. • Information sharing through Local Municipal Partners and community stakeholders. Conclusion: The proposed Strategic Investment Program provides a more strategic, partnership - based approach to County funding by focusing on projects that advance the County's priorities and deliver measurable community benefits. The program establishes a clear process for evaluating opportunities, developing projects with community partners, and ensuring accountability through project planning, agreements, and reporting. All of which is Respectfully Submitted Carolyn Krahn Manager of Economic Development, Tourism & Strategic Initiatives Approved for Submission Blaine Parkin Chief Administrative Officer Page 45 of 49 Strategic Investment Program 1 Elgin County Strategic Investment Program The Elgin County Strategic Investment Program supports community -led projects that align with County priorities and help build strong communities. Guided by the County's Strategic Plan and Community Safety and Well -Being Plan, the program invests in initiatives that enhance community well-being, strengthen local partnerships, and contribute to a sustainable future. The program reflects Elgin County's commitment to working with community organizations to address local needs and create lasting benefits for residents. Mission: Investing in local partnerships and projects that strengthen Elgin County communities. Vision: A welcoming and sustainable Elgin County where every resident belongs and thrives. Values: • Respect: We value all people and communities. • Integrity: We make funding decisions openly, fairly, and responsibly. • Collaboration: We believe the best results come from working together. • Service Focus: We support projects that respond to community needs and improve the well-being of residents across Elgin County. Program Priorities: The Elgin County Strategic Investment Program supports projects that: • Advance the goals and priorities identified in Elgin County Council's Strategic Plan: iiittlp,u://w uwwuww.el.g: itncouuiitnter.c /w 1pa.-coitnteirnt/uilipl.oad,u/ 025/02/I lg: itn- .'ouiitnter-Stirateg: c... ['11aln 2 -4i 20 _w_„_IV;xJf. • Align with the priorities of the Aylmer —Elgin —St. Thomas Community Safety and Well - Being Plan: lii :a� // auwwuw� _l:g uirn a iirn� r u_ /w alk :_:°�)irnt:irut/u ii l:;:: a/ g 24[/04/ yLr:n(_-?,ir IEt9Jir_n:_-. irI a irI iwi it n ut� g :w ee _w l l - ii it n g; If --V Program Requirements: To participate, organizations must: • Be a registered charity or incorporated non-profit organization; and • Be located in Elgin County or clearly demonstrate a direct benefit to Elgin County residents. Page 46 of 49 Strategic Investment Program 2 What the Program Supports This program supports community capital projects that advance County priorities. Funding is intended for projects that leverage support from other sources and create long-term benefits for residents and communities. Examples of projects and costs the program may support include: • Construction and renovations • Major equipment purchases • Professional fees for consultants hired to prepare plans, studies, drawings, reports, or other materials needed to support the project. The program does not support: • Day-to-day operating costs • Salaries and wages • Debt repayment • Fundraising activities • Festivals and Events Project Development Process Projects move through a staged development process that allows the County and community partners to explore opportunities, assess alignment with County priorities, and develop strong, sustainable projects together. Projects are reviewed at each phase and may not advance through the entire process. Depending on their alignment with County priorities, community impact, readiness, partnership opportunities, and available resources, some projects may conclude during the initial exploration and review stages and not proceed to Council for consideration. Phase 1: Expression of Interest Project opportunities may be identified by organizations or through discussions with County staff. Organizations are encouraged to connect with County staff to discuss project ideas and potential opportunities for partnership. An Expression of Interest is a high-level submission that outlines the proposed project, including its scope, scale, anticipated community benefits, estimated costs, potential funding partners, and how it supports County priorities. This information helps the County Page 47 of 49 Strategic Investment Program 3 understand the opportunity and determine whether it should advance to the next phase of the process. Phase 2: Project Opportunity Review County staff review the Expression of Interest and work with the organization to clarify project details, answer questions, and gather any additional information needed to assess the opportunity. At this stage, organizations may be asked to provide supporting documents or other information to help inform the review. Once the review is complete, the County's Executive Leadership Team evaluates project opportunities based on factors such as community impact, project readiness, funding needs, partnership opportunities, and alignment with County priorities. The Executive Leadership Team will determine which projects should be advanced to Council for consideration. Projects that proceed to the next phase will be brought forward to Council for direction. Not all projects will advance beyond the review stage. Phase 3: Council Direction Where a project demonstrates strong alignment with County priorities, staff may bring the opportunity forward to Council for direction on whether the County should continue exploring the partnership and project development opportunity. Council direction at this stage does not represent a funding commitment or project approval. Phase 4: Partnership Development Agreement Following Council direction, the County and project partner may enter into a Memorandum of Understanding (MOU) or similar agreement that outlines how the parties will work together during project development. This agreement establishes roles, responsibilities, and expectations for the partnership. It does not guarantee future funding. Phase 5: Full Project Development The County and project partner work together to further develop the project and confirm project details, including: • Project scope and deliverables • Budget and financial plan Page 48 of 49 Strategic Investment Program 4 • Funding commitments and partnership contributions • Project timelines and milestones • Community benefits and expected outcomes • Organizational capacity and project governance • Long-term sustainability and operating considerations Organizations may be asked to provide supporting information, including financial statements and other documentation, to support project development. Phase 6: Council Review and Approval Once project development is complete, staff prepare recommendations for Council's consideration. Council reviews the proposed project, partnership arrangements, financing plan, and anticipated community benefits before determining whether to approve County participation and investment. Phase 7: Funding and Partnership Agreement Projects approved by Council proceed to a formal funding and partnership agreement. The agreement outlines funding commitments, partner responsibilities, reporting requirements, project milestones, and accountability measures. Organizations may be required to provide updates on project progress, outcomes, and the use of County funds. Page 49 of 49