15- September 8, 2026 Committee of the Whole Agenda Package
Elgin County Council
Committee of the Whole Meeting
Minutes
August 11, 2026, 9:30 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Dominique Giguère
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
Natalie Marlowe, Manager of Library Services
Jenna Fentie, Deputy Clerk
Stefanie Heide, Executive Performance Coordinator
_____________________________________________________________________
1. Meeting Call to Order
The meeting was called to order at 1:06 p.m. with Warden Giguère in the chair.
2. Approval of Agenda
Resolution Number: CW26-79
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT the agenda for the August 11, 2026 Committee of the Whole
Meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Resolution Number: CW26-80
Moved by: Councillor Leatham
Seconded by: Deputy Warden Jones
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RESOLVED THAT the minutes of the meeting held on July 14, 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 Senior Planner - Official Plan Amendment No. 02/26 in the
Municipality of Central Elgin - 396 Edith Cavell Boulevard
The Senior Planner presented the report recommending approval for
Official Plan Amendment No. 03/26 to the Municipality of Central Elgin
Official Plan for 396 Edith Cavell Boulevard in Port Stanley.
Resolution Number: CW26-81
Moved by: Councillor Ketchabaw
Seconded by: Councillor Noble
RESOLVED THAT the Council of the Corporation of the County of Elgin
approves Official Plan Amendment No. 03/26 to the Official Plan of the
Municipality of Central Elgin; and
THAT staff be directed to provide Notice of this Decision in accordance
with the requirements of the Planning Act.
Motion Carried.
6.2 Director of Community and Cultural Services - CCS 26-09 Library
Facilities Use Policy Adoption
The Director of Community and Cultural Services presented the report
seeking approval to amend the Elgin County Library's Facilities Use
Policy.
Resolution Number: CW26-82
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the Elgin County Library Branch Facilities Use Policy
attached as Appendix A to the August 11, 2026 Committee of the Whole
Director of Community and Cultural Services be hereby adopted.
Motion Carried.
6.3 Director of Community and Cultural Services - CCS 26-08 Lease
Renewal and Hours of Operation for Expanded West Lorne Library
The Director of Community and Cultural Services presented the report
seeking authorization for a lease amendment for the West Lorne Library in
order to incorporate the expanded space and also recommends that five
additional open hours be added to the branch's weekly schedule.
Resolution Number: CW26-83
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT the Warden and Chief Administrative Officer be
authorized to execute a lease amendment with the Municipality of West
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Elgin for West Lorne Library premises as outlined in the August 11, 2026
Committee of th
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 August 11, 2026
Motion Carried.
6.4 Manager of Economic Development, Tourism and Strategic Initiatives
- EDT 26-05 Elgin County Strategic Investment Program
Deputy Warden Jones left the meeting at 1:30 p.m.
The Manager of Economic Development, Tourism & Strategic Initiatives
presented a new Strategic Investment Program for the Committee's
consideration. The new program focuses on identifying, developing, and
supporting projects that advance Council's priorities through partnerships
and shared investment.
Resolution Number: CW26-84
Moved by: Councillor Hentz
Seconded by: Councillor Couckuyt
RESOLVED THAT Finance Policy 05-06, Grant and Sponsorship Policy,
be rescinded effective December 31, 2026; and
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.
Motion Carried.
7. Adjournment
Resolution Number: CW26-85
Moved by: Councillor Sloan
Seconded by: Councillor Widner
RESOLVED THAT we do now adjourn at 1:31 p.m. to meet again on September
8, 2026 at 9:30 a.m.
Motion Carried.
Katherine Thompson, Dominique Giguère,
County Clerk/Manager of Warden.
Administrative Services.
3
Report to Committee of the Whole
From: Peter Dutchak, Director of Engineering Services
Date: September 8, 2026
Subject: ENG 26-19 No Parking By-Law Amendment Belmont Road
Recommendation(s):
THAT By-Law No. 26-35, being a consolidated by-law for the regulation of traffic
including parking on County roads be adopted, and;
THAT By-Law No. 20-05 be repealed.
Introduction:
The No-Parking By-Law requires amendments to include sections of Belmont Road
resulting from the installation of traffic signals on Belmont Road at Seventh Avenue.
Previous amendments have now been consolidated into an updated By-Law as a
housecleaning exercise.
Background and Discussion:
The intersection of Belmont Road and Seventh Avenue, within the Village of Belmont,
has been reconstructed with traffic signals to facilitate the anticipated increase in
vehicular and pedestrian traffic generated from the Thames Valley elementary school
being constructed along Seventh Avenue.
The addition of turning lanes, sidewalks and traffic signal poles has necessitated the
removal of parking lanes north and south of the intersection and as depicted on the
attached map.
These no-parking area restrictions have been incorporated into a new by-law for the
regulation of traffic along County roads. The by-law has also incorporated previous
amendments to create one, updated consolidated by-law.
Financial Implications:
None.
Advancement of the Strategic Plan:
This initiative supports the responsible maintenance and management of County assets
as laid out in the Asset Management Plan.
commitment to maintaining safe, functional, and efficient facilities and infrastructure.
Local Municipal Partner Impact:
None.
Communication Requirements:
Signage will be installed to communicate where restricted parking zones exist.
Conclusion:
Sections along Belmont Road, north of south of Seventh Avenue can no longer support
vehicular parking to accommodate new turning lanes and traffic signal infrastructure.
The no-parking by-law has been amended to include these locations.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Blaine Parkin
Director of Engineering Services Chief Administrative Officer
COUNTY OF ELGIN
By-Law No. 26-35
\[also to be referenced as By-Law EG1, as amended\]
CONSOLIDATED BY-LAW FOR THE REGULATION OF TRAFFIC
INCLUDING PARKING ON COUNTY ROADS
WHEREAS, pursuant to the Municipal Act, 2001, S.O. 2001, c. 25, as amended
a Council of a municipality may pass By-
Laws for the regulation of traffic, including parking, upon highways under its jurisdiction;
AND WHEREAS Council for the Corporation of the County of Elgin has most recently
enacted By-Law 20-05 as the consolidated by-law for the regulation of traffic, including
parking, upon highways under its jurisdiction;
AND WHEREAS Council for the Corporation of the County of Elgin has amended By-
Law 20-05, including the Schedules thereto, from time to time since original enactment;
AND WHEREAS, for ease of reference and to assist in effective enforcement of
regulations contained therein, it is now deemed appropriate to consolidate the original By-Law
20-05 and all amendments thereto within a comprehensive by-law;
NOW THEREFORE the Council for the Corporation of the County of Elgin enacts as
follows:
DEFINITIONS
1. DEFINITIONS in this By-Law:
2001, S.O. 2001, c. 25, as amended, and any successor
statute thereto.
IS BY-LAW-Law for the
contravention of which the Municipal Act permits a procedure for the voluntary payment
of penalties out of court.
the authority of this or any other By-Law by or at the direction of the Director for the
purpose of regulating, warning or guiding traffic, including parking.
is a vehicle as defined under the Highway Traffic Act.
of the County of Elgin, which is not used as a sidewalk or a travelled roadway.
hway designated as a point at which buses stop to
take on or let off passengers.
thereto a truck or delivery body and includes ambulances, hearses, casket wagons, fire
apparatus, buses and tractors used for hauling purposes on highways.
the prolongation of the lateral curb lines or in the absence of curbs the prolongation of
the edges of the roadways.
County of Elgin.
Corporation of the County of Elgin - 2 - By-Law 26-35
(i) that part of a highway at an intersection that is included within the connections of
the lateral lines of the sidewalks on opposite sides of the highway measured from
the curbs, or, in the absence of curbs, from the edges of the roadway, or
(ii) any portion of a roadway at an intersection or elsewhere distinctly indicated for
pedestrian crossing by signs or by lines or other markings on the surface.
the Corporation of the County of Elgin or on any property owned or occupied by the
Corporation of the County of Elgin or any local board thereof and designated for parking
of vehicles marked by an official sign indicating such space to be for the sole use of
vehicles displaying a disabled person parking permit.
IRECTOR
includes his or her designate.
issued under the Highway Traffic Act or a permit, numbered plate or other marker or
device issued by another jurisdiction and recognized under the Highway Traffic Act.
the roadway to a laneway or a parking area on adjacent land.
parking permit by the Province of Ontario and who has met the requirements of the
Highway Traffic Act.
means any commercial motor vehicle which has a rated gross vehicle
weight exceeding 4,535.92 kilograms (10,000 pounds) according to the current permit or
vehicle registration which has been issued under the Highway Traffic Act, or its foreign
equivalent for such vehicle, regardless of actual weight of such vehicles, but does not
include a vehicle operated by or on behalf of the Corporation or a school bus that is in
the course of transferring children or handicapped adults to and from schools.
cludes a common and public highway, street, avenue, parkway, driveway,
square, place, bridge, viaduct or trestle, any part of which is intended for or used by the
general public for passage of vehicles and includes the area between the lateral property
lines thereof.
amended, and any successor statute thereto.
Family Day, Good Friday, Easter Monday,
Victoria Day, Dominion day, the day proclaimed as a Civic Holiday, Labour Day,
Thanksgiving Day, Remembrance Day, Christmas Day, Boxing Day, the day proclaimed
as birthday of the reigning sovereign, and any day appointed by proclamation of the
Governor General or the Lieutenant-Governor-In-Council as a public holiday or for a
general fast or thanksgiving and the next following day when any such holiday falls on a
Saturday or a Sunday, and any day appointed by proclamation of the Municipal Council.
the prolongation or connection of the
lateral curblines or, if none, then of the lateral boundary lines of two or more highways
that join one another at an angle, whether or not one highway crosses the other.
highway, which provides access from
the highway to a parking area on adjacent land.
parking a vehicle to load or unload same.
Corporation of the County of Elgin - 3 - By-Law 26-35
METERED meter or other
mechanical device is provided or any space adjacent to which a parking meter or other
mechanical device is located.
-assisted bicycle and any
other vehicle propelled or driven otherwise than by muscular power, but does not include
the cars of electric or steam railways, or other motor vehicles running only upon rails, or
a motorized snow vehicle, traction engine, farm tractor, self-propelled implement of
husbandry or road-building or winter control machine.
-Law Enforcement Officer of the Municipality or any other
person authorized by Council and charged with the enforcement of this By-Law.
occupied or not, except when standing temporarily for the purpose of and while actually
engaged in loading or unloading merchandise or passengers.
means any unlawful parking, standing or stopping of a vehicle
that constitutes an offence.
METERthereon the length of time during
which a vehicle may be parked which shall have as a part thereof a receptacle for
receiving and storing coins, a slot or place in which such coins may be deposited, a timing
mechanism to indicate the passage of the interval of time during which the parking is
permissible and which shall also display a signal when said interval of time shall have
elapsed.
METER meter
that is placed over a parking meter by an authorized official to indicate that a parking
meter is not to be used.
within the
territorial limits of the County of Elgin and the lower tier municipalities located therein.
P.33, as amended, and any successor statute thereto.
for vehicular traffic, but does not include the shoulder, and, where a highway includes
and not to all of the roadway collectively.
ity for
use of pedestrians or use by the general public for the passage of pedestrians.
momentarily, whether occupied or not, except when necessary to avoid conflict with other
traffic or in compliance with the directions of a police officer or of a traffic control sign or
signal.
momentarily, whether occupied or not, except when necessary to avoid conflict with other
traffic or in compliance with the directions of a police officer or of a traffic control sign or
signal.
of time is stated, the time referred to shall be standard time except in periods when
daylight saving time is in effect, in which periods, it shall be daylight saving time.
operated for the regulation or control of traffic.
Corporation of the County of Elgin - 4 - By-Law 26-35
-
opposite direction.
-building
machine and any vehicle drawn, propelled or driven by any kind of power, including
muscular power, but does not include a motorized snow vehicle, the cars of electric or
steam railways running only upon rails.
2. ABBREVIATIONS:
In this Schedule to this By-Law the following abbreviations and symbols stand for the
words respectively set forth opposite thereto as follows:
(a) Ave. - Avenue
Blvd. - Boulevard
Pl. - Place
St. - Street
Cres. - Crescent
Ct. - Court
Dr. - Drive
Rd. - Road
(b) mm - Millimetre
cm - Centimetre
m - Metre
km/h - Kilometres Per Hour
kg - Kilograms
(c) A.M. - Ante Meridian
P.M. - Post Meridian
3. DISTANCES:
Where a distance is used in this By-Law as part of a prohibition of parking or stopping
within a specified distance of an object, structure, land or a part of a highway, such
distance shall be measured:
(a) from the limit of the road allowance; or
(b) from a point referenced to a lot line or limit; and
(c) all distances/dimensions are measured in the metric measurement of metres.
4. INTERPRETATION GENERAL:
In this By-Law
(a) words purporting the singular number or the masculine gender only include more
persons, parties or things of the same kind that one and females as well as males
and converse.
(b) a word interpreted in the singular number has a corresponding meaning when used
in the plural.
(c)
(d) definitions and interpretations not otherwise included herein but otherwise provided
for in the Highway Traffic Act, R.S.O. 1990, Chapter H. 8, or any successor
legislation thereto, shall extend and apply to this By-Law.
5. SCHEDULES ADOPTED:
All schedules referred to in this By-Law shall form part of this By-Law and each entry in
a column of such a schedule shall be read in conjunction with the entry or entries across
therefrom, and not otherwise.
Corporation of the County of Elgin - 5 - By-Law 26-35
GENERAL TRAFFIC
6. APPLICATION OF BY-LAW:
This By-Law applies to all highways under the jurisdiction of the Corporation of the County
of Elgin
7. AUTHORITY TO IMPLEMENT TEMPORARY PROVISIONS:
The Director is hereby given authority as the occasion arises and when required in order
to assist in the care of moving traffic, to set apart and indicate or designate on highways
in the Municipality space or spaces for the parking of a vehicle or vehicles by causing
lines to be painted, signs to be erected or otherwise upon the pavement, curbs or surface
of the roadway or immediately adjacent thereto, or on the highway or highways or
portions of highways, as a temporary provision for the restriction of parking on highways
or portions of highways and to make such other temporary provision for directing the
traffic as may be necessary. Such temporary changes shall not be effective after the
next subsequent Council meeting unless confirmed by resolution of the Council at such
meeting, which resolution shall stipulate the length of time such change(s) shall be in
effect.
8. BY-LAW SUBJECT TO THE HIGHWAY TRAFFIC ACT:
The provisions of this By-Law are subject to the provisions of the Highway Traffic Act
R.S.O. 1990, Chapter H. 8, as amended and any successor legislation thereto.
9. DISPLAYING FOR SALE:
No person shall park any vehicle on any highway for the purpose of displaying the same
for sale.
10. EMERGENCY FIRE REGULATIONS:
No driver of any vehicle shall drive his vehicle on any highway within 150m of any building
which is on fire; nor shall he drive his vehicle over or across any line of a hose laid by the
Fire Department, and at the direction of the Fire Chief for the area, the Police authority
shall place signs on the highway on which the building on fire is situated, and any
adjoining highways which may be deemed necessary for the purpose, closing such parts
of highways to traffic until the fire is out, and no driver shall pass such sign or approach
nearer to the fire than such sign.
11. FUNERALS AND PARADES:
No person shall drive any vehicle, except emergency vehicles, between the vehicles in
any duly authorized parade or funeral procession on any highway, provided the vehicles
in such parade or procession are properly designated.
12. INTERFERENCE WITH AUTHORIZED/OFFICIAL SIGNS AND PARKING METERS:
No person shall alter, deface, remove or destroy any sign erected by the Municipality or
any pavement lines or other marks for guiding the parking of vehicles or the regulations
of traffic, or deface, injure, tamper with, open, wilfully break, destroy or impair the
usefulness of any parking meter, and no person shall alter, interfere with, or change the
position of any such sign, line or other mark or parking meter, unless he has been duly
authorized so to do.
13. OBEDIENCE TO ALL PARKING METERS, SIGNS, AND SIGNALS:
No person using a highway, including but not limited to operating or parking a vehicle
thereon, shall fail to observe and comply with the directions indicated by any permanent
or temporary meters, signs, or signals erected or placed for the purpose of directing or
regulating vehicular traffic being operated thereon.
14. PLAYING ON HIGHWAYS:
No person shall engage in any game or sports activity upon a highway and no person
upon roller skates or skateboards, or sleigh, express wagon or riding in or by means of
any coaster, toy vehicle or similar device go upon any highway.
15. PROHIBITION OF THE REPAIRING, WASHING, WAXING OR GREASING OF
VEHICLES:
No person shall make use of the highway for the purpose of washing, waxing, greasing
or repairing any vehicle, except such emergency repairs as are necessary to enable the
Corporation of the County of Elgin - 6 - By-Law 26-35
vehicle to be removed from the highway and disabled vehicles shall be removed or
caused to be removed from the highway by the driver or owner without delay.
16. NO DRIVING ON SIDEWALK, PATH, OR BOULEVARD:
No person shall drive a vehicle within, upon, across or along any sidewalk, path or
boulevard except at a driveway.
17. ABANDON VEHICLES:
No person shall abandon any vehicle, including any vehicle that is incapable of being
propelled or driven by any kind of power, on or near a highway.
18. UNAUTHORIZED SIGNS:
No person shall place, maintain or display on any highway any unauthorized device which
is an imitation of, or purports to be, or resembles any official sign or signal, or which
purports to direct parking or the movement of traffic or the actions of operators of vehicles.
Any such device shall be deemed a public nuisance and any Police or other Officer
authorized to enforce this By-Law may remove the same without notice.
19. BUS STOPS:
(i) Buses operated over a highway in the Municipality shall take on or discharge
passengers only on the right-hand side of the bus. When stopping all buses shall
stop in such a manner as not to obstruct traffic.
(ii) When an authorized bus stop sign is on display, no vehicle shall stand any closer
than 15m before the said sign.
PART C
REGULATED PARKING
20. GENERAL PARKING REGULATIONS:
Subject to or in conjunction with the provisions of Section 21, no person shall stop or park
a vehicle or permit a vehicle to be stopped or parked:
(1) On or within any sidewalk, crosswalk, crossover or boulevard;
(2) In front of or within 1m of any lane, driveway or alley entrance;
(3) Except at points where parking is otherwise designated, with the right-hand wheels
of the vehicle at a greater distance from the curbline than 0.15m or in winter, subject
to subsection (5), as nearly within such distance as the conditions of the highway
permit;
(4) On the roadway side of a vehicle stopped or parked at the edge or curb of a
highway;
(5) At the edge or curb on the left side of the roadway having regard to the direction
such vehicle was proceeding except where parking is permitted on the left-hand
side of the roadway of a highway designated for one-way traffic;
(6) In such position as to obstruct traffic;
(7) Within 8m of any Fire Hall on the side of the highway on which the Fire Hall is
located or within the 30m of such Fire Hall on the opposite side of the roadway;
(8) On any highway within 9m of the projection of the curbline of any intersecting street
which intersection all vehicles shall be parked in accordance with the instructions
set out on the designating sign or signs;
(9) On any bridge, subway and/or any approach thereto;
(10) Within 3m of the point of the curbline which is nearest any fire hydrant;
(11) Within 2m of the space on the same side of the highway directly in front of the
entrance to church, hospital, hotel, theatre, hall or other public building where large
numbers of people assemble, except while actually taking on or discharging
passengers, other than a bus in a bus stop, or other than a taxi-cab in a taxi-cab
stand, when any such stop or stand has been officially designated and appropriately
signed;
(12) Within 15m of an intersection of two (2) or more highways controlled by a Signal
Light Traffic Control System;
(13) Within 15m of the nearest rail of a level Railway Crossing;
(14) In a position or place that prevents or is likely to prevent the removal of any vehicle
already parked on the highway;
Corporation of the County of Elgin - 7 - By-Law 26-35
(15) On any highway where the travelled portion of the roadway is less than 6m wide;
(16) Within 15m of a pedestrian crossover;
(17) Alongside or adjacent to the tracks of any railway;
(18) Within a loading zone;
(19) On any lands owned by the Municipality where signs prohibiting stopping or parking
have been erected;
(20) Where appropriate signs are erected and on display at any place or location for
emergency vehicles only;
(21) Where appropriate signs are erected and on display on highways and between the
B
21. SPECIFIC PARKING REGULATIONS:
(1) Church Services
Where appropriate signs are displayed and authorized by a By-Law of the
Municipality, persons in attendance during church services and church functions are
exempt from general parking regulations set out above.
(2) Restricted Parking
Subject to Subsection 21 (3) through Subsection 21(8) inclusive below, and where
appropriate signs are erected and on display, no person shall park a vehicle on any
highway at the side and between the limits set out in C-Law
and upon the days and during the times set out therein.
(3) Maximum Parking Time Limits
No person shall permit a vehicle to remain parked or standing upon any part of any
highway in the Municipality for a period longer than five (5) hours.
(4) Overnight Parking on Municipal Roads
Notwithstanding any provisions of this Section, no vehicle shall remain parked or
standing upon any part of any highway in the Municipality between the hours of 3:00
A.M. and 5:00 A.M.
(5) Parking on One-Way Streets
Notwithstanding Section 20 (3) hereof, where Council, under this By-Law, has
designated certain highways as one-way highways, vehicles parking on the left-
hand side of that highway shall park with the left-hand wheels of the vehicle at not
more than 0.3m from the curbline or, in winter, as nearly as possible within such
distance as the conditions of the highway permit.
(6) Parking in Space Controlled by Parking Meter
(i) Parking Times
No driver of a vehicle shall park such vehicle in a parking meter zone between
the hours of 9:00 a.m. and 6:00 p.m., Mondays to Fridays inclusive, and except
where such days are legally and lawfully proclaimed holidays, unless the driver
of such vehicle deposits in the parking meter provided for the parking space
the su
thereafter activates the meter.
(ii) Maximum Parking Limit on Metre
(a) No driver of a vehicle shall allow such vehicle to remain parked for a
longer period than that for which payment has been made in the form of
coins deposited in the parking meter or meters, provided, however, that
this shall not prevent the driver of the vehicle from using the unexpired
time remaining in the meter from its previous use without depositing a coin
therein.
(b) No driver of a vehicle shall allow such vehicle to remain in a parking space
for a longer period than the maximum time permitted on the parking
meter.
(c) No driver of a vehicle shall park such vehicle in such a manner that it is
not wholly within the area designated as a parking space, and if the
vehicle is of such length as to prevent it from being parked within one
parking space, then the person parking same shall make the necessary
Corporation of the County of Elgin - 8 - By-Law 26-35
deposit of coins in the parking meter or meters for adjoining parking
space(s).
(iii) Parking Procedures at Meter
No driver of a vehicle shall park such vehicle in a parking space unless the
front and rear of such vehicle is alongside or as close as practical to the parking
meter provided for such space.
(iv) Parking Meter Locations
By-Law are designated as parking meter zones between the limits set out in
Column 2 of the said Schedule.
(v) Parking Meter Rates
The parking meter rates, as set out in Column 2 -Law
for the type of parking meter set out in Column 1 shall be the parking rates for
on-street parking as approved by Council.
(7) Parking of Heavy Trucks and Buses
(i) No person shall park a heavy truck, or a bus, or a school bus, or allow a heavy
truck, or a bus, or a school bus to stand on any highway in any residential zone
within the territorial limits of the Municipality.
(ii) The provisions of subsection (i) of this section do not apply to prohibit the
parking or standing of any heavy truck upon a highway in any residential zone
while the operator thereof is actually engaged in the delivery of goods or
services to any premises within such zone or to prohibit the parking or standing
of any bus or school bus upon a highway in such zone while the operator
thereof is actually engaged in the embarking or disembarking of passengers
within that zone.
(8) Parking in Designated Disabled Person Parking Space
(i) Subject to that set forth in subsection (ii) to this section, no person or
organization shall park a vehicle in a designated disabled person parking
space unless a currently valid disabled person parking permit has been issued
to that person, organization or to a passenger being picked up or transported
in the vehicle and such permit is displayed on or in the vehicle in accordance
with the requirements of the Highway Traffic Act.
(ii) Vehicles displaying currently valid permits, numbered plates, or other markers
and devices bearing the international symbol of access for the disabled and
issued by other jurisdictions are entitled to the same privileges as vehicles
displaying disabled person parking permits issued by the Province of Ontario.
STREET DESIGNATIONS AND TRAFFIC SIGNS
22. ONE-WAY STREETS:
The highways F-Law, within the limits set out
in Column 2 of the said Schedule, are hereby designated for one-way traffic only in the
direction set out in Column 3 of the said Schedule.
23. EXEMPTION MUNICIPAL VEHICLES PERFORMING WORK ON HIGHWAYS:
D-Law do not apply to vehicles of the Municipality
where such vehicles are actually engaged in the performance of cleaning, maintenance,
duty, repair, construction, snow or ice removal or other work on any highway or any
vehicle under contract to the Corporation and engaged in any of the aforesaid activities.
Corporation of the County of Elgin - 9 - By-Law 26-35
PAYMENT OF PENALTIES OUT OF COURT
24. PROVISIONS FOR PENALTIES:
A specified penalty payable out of court within seven days time may be imposed for the
contravention of any provision of the By-Law that constitutes a parking infraction, by the
inclusion in a parking infraction notice under Part II of the Provincial Offences Act of the
Gy-Law.
25. METHOD OF PAYING VOLUNTARY PENALTY:
An early penalty payment out of court may be made on or before the date specified on
the parking infraction notice by cheque or money order payable to the Corporation of the
County of Elgin sent by prepaid mail to an address or post office indicated on the parking
infraction notice and on such payment being made, no further proceedings will be taken.
26. DEFAULT IN PAYING VOLUNTARY PAYMENT:
If default is made in paying a penalty out of court in accordance with this Part, any fine
imposed under this By-Law for the contravention thereof shall be recoverable under the
provision of the Provincial Offences Act, all the provisions of which shall apply.
GENERAL PROVISIONS
27. GENERAL PENALTY:
Except where otherwise expressly provided by this By-Law or the Highway Traffic Act,
every person who:
(a) Contravenes any provision of the By-Law; or,
(b) Is the owner of a vehicle that is parked or stopped in contravention of any provision
of this By-Law;
is guilty of an offence and on conviction is liable to a fine as provided for in the Provincial
Offences Act.
28. ILLEGALLY PARKED VEHICLES:
Where a vehicle has been parked, stopped or left standing in contravention of this By-
Law, the owner of the vehicle, notwithstanding that he was not the driver of the vehicle at
the time of contravention of the By-Law, is guilty of an offence and is liable to the fine
prescribed for the offence unless, at the time of the offence, the vehicle was in the
possession of some person other that t
29. REMOVAL OF VEHICLES:
Any Officer duly appointed or otherwise holding jurisdiction for enforcement of the
provisions of the By-Law and/or Highway Traffic Act, upon discovery of any vehicle
parked in contravention of this By-Law, may cause it to be moved or taken to and placed
or stored in a suitable place and all costs and charges for removing, care, and storage
thereof, if any, are a lien upon the vehicle which may be enforced in any manner provided
by the laws of the Province of Ontario, including but not necessarily limited to the Repair
and Storage Liens Act, R.S.O. 1990, c. R.25, as amended, or any successor statute
thereto.
30. AUTHORITY TO ENFORCE THIS BY-LAW:
Any Officer duly appointed by the Corporation and any police officer holding jurisdiction
within the territorial limits thereof is authorized to enforce the provisions of this By-Law.
In addition, any other Officer appointed by the Corporation for purposes of enforcement
of the non-moving violations of this By-Law is authorized to enforce such non-moving
violations. For the purposes as so set forth, the said Officers shall be considered
Provincial Offences Officers for the purposes of enforcement of this By-Law.
31. ENFORCEMENT PROVINCIAL OFFENCES ACT (ONTARIO):
Subject to any provisions set forth above, enforcement herein shall be pursuant to the
provisions of the Provincial Offences Act, and any conflict between the provisions of the
By-Law and the said Provincial Offences Act, save and except that relating to payment
of penalties out of court, shall be resolved in favour of the said Provincial Offences Act.
Corporation of the County of Elgin - 10 - By-Law 26-35
32. EXCESS COINS AND PARKING METERS:
Where a person deposits one or more coins in a parking meter in excess of that required
for the parking time allowed by the meter, no change shall be remitted and no increase
in parking time shall be allowed.
33. EXECUTIVE ACTS AUTHORIZED:
The Warden and the Chief Administrative Officer are hereby authorized to do all things
and the Warden and the Chief Administrative Officer are hereby authorized to execute
on behalf and under seal of the Municipality any document necessary to give effect to
this By-Law.
34. HEADINGS NOT PART OF THE BY-LAW:
The headings in the body of this By-Law form no part of the By-Law but are inserted for
convenience of reference only.
35. DEVIATION FROM FORMS:
Where a form of words or expressions are prescribed in any Schedule to this By-Law,
deviations therefrom not affecting the substance or calculated to mislead do not vitiate
them.
36. CONFLICT WITH HIGHWAY TRAFFIC ACT:
In the event of conflict between the provisions of this By-Law and the Highway Traffic
Act, the provisions of the Highway Traffic Act prevail.
37. DATE EFFECTIVE FORMER BY-LAWS REPEALED:
This By-Law shall come into effect on the date passed and enacted by Council, upon
which date all other By-Laws pertaining to the regulation of traffic and parking on
highways under the jurisdiction of the Corporation that are inconsistent with the terms
thereof, including but not limited to By-Law No. 20-05, as amended, shall be repealed.
nd
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 22 DAY OF
SEPTEMBER 2026.
Katherine Thompson, Dominique Giguère,
County Clerk/Manager of Administrative Services Warden
Corporation of the County of Elgin - 11 - By-Law 26-35
SCHEDULE "A"
By-Law No. 26-35
PART "A"
DEFINITION OF ROAD ALLOWANCES
Road Section Description
2 A From the east side of Road #103 to the west side of Road #8.
3 A From the west side of McPherson Road the road allowance between the
Municipality of Chatham-Kent and the Municipality of West Elgin and the
west side of the intersection of Highway #3 and Highway #4.
4 A From the west limit of Carlow Road in the Village of Port Stanley, easterly to
the east limit of Colborne Street, continuing north to the north side of
Glenwood Avenue in the Municipality of Central Elgin.
4 B From the south side of Talbot Road, the north limits of the City of St. Thomas,
to the south side of the intersection of Highway #3 and Highway #4.
5 A From the north side of County Road #2 to the County of Elgin boundary
which is the centre of the Thames River.
6 A From the east side of County Road #7 to the west side of County Road #103.
7 A From the south side of Turn Line, the road allowance between Concessions
X and XI, the former Township of Orford, now the Municipality of Chatham-
Kent, to the County of Elgin boundary which is the centre of the Thames
River.
8 A From the south side of County Road #16, Municipality of Dutton/Dunwich to
the south side of County Road #3.
8 B From the north side of County Road #3 to the County of Elgin boundary
which is the centre of the Thames River.
9 A From the east side of County Road #103 to the west side of Colley Road.
9 B From the south side of McDougall Line to the north side of Stalker Line.
9 C From the east side of Colley Road to the west side of County Road #76.
9 D From the east side of County Road #76 to west side of County Road #5.
9 E From the east side of County Road #5 to west side of County Road #8.
9 F From the east side of County Road #8 to west side of County Road #14.
11 A From the east side of Highway #4 to west side of Wonderland Road.
13 A From the east side of County Road #8 to west side of County Road #14.
14 A From the north side of County Road #16 to the south side of County Road
#3.
14 B From the north side of County Road #3 to the County of Elgin boundary
which is the centre of the Thames River.
16 A From the east side of County Road #8 to the County of Elgin boundary at the
west limit of the City of St. Thomas.
18 A From the east side of County Road #14 to the west side of Mill Road.
18 B From the east side of Mill Road to west side of Highway #4.
19 A From the south side of Wellington Street within the Village of Port Burwell,
Municipality of Bayham, to the County of Elgin boundary with the County of
Norfolk at the north limit of Carson Line.
20 A From the north side of George Street in the Village of Port Stanley, in the
Municipality of Central Elgin, to the south side of County Road #21.
20 B From the north side of County Road #21 to the south side of County Road
#16.
20 C From the north side of County Road #16 to the south side of County Road
#3.
Corporation of the County of Elgin - 12 - By-Law 26-35
Road Section Description
20DFrom the north side of County Road #3to the south side ofCounty Road
#18.
21 A From the east side of County Road #20 to the west side of Colborne Street
in the Village of Port Stanley, in the Municipality of Central Elgin.
22 A From the north side of County Road #24 to the south side of County Road
#27.
22 B From the north side of County Road #27 to the north side of Southdale Line,
the County of Elgin boundary which is the south limits of the City of St.
Thomas.
23 A From the south side of County Road #24 to the east side of County Road #4,
in the Municipality of Central Elgin.
24 A From the east side of County Road #23 to west side of County Road #73.
25 A From the County of Elgin boundary, which is the limit of the City of St.
Thomas, to the south side of Highway #3.
25 B From the north side of Highway #3 to the north side of Regan Bourne, which
is the County of Elgin boundary, which is the limit of the City of London.
26 A From the County of Elgin boundary, which is the centre of the Kettle Creek,
which is the limit of the City of St. Thomas, to the east side of County Road
#25.
27 A From the north side of County Road #20 to west side of County Road #4.
27 B From the east side of County Road #4 to west side of County Road #36.
28 A From the north side of County Road #45 to the south side of County Road
#56.
28 B From the north side of County Road #56 to south side of Highway #3.
29 A From the north side of County Road #52 to the south side of Southminister
Bourne which is the limit of the City of London.
30 A From the south side of County Road #52, which is the limits of the City of St.
Thomas, the County of Elgin boundary, to the north side of Thomson Line
which is the limit of the City of London, the County of Elgin boundary.
31 A From the south side of Water Tower Line, the County of Elgin boundary,
which is the limit of the City of St. Thomas, to the south side of County Road
#52.
32 A From the east side of County Road #73 to the west side of Hacienda Road.
32 B From the south side of Glencolin Line to the south side of County Road #52.
34 A From the County of Elgin boundary, which is the limits of the City of London,
to the west side of Belmont Road, in the Village of Belmont, in the
Municipality of Central Elgin.
35 A From the north side of County Road #45 to south side of Highway #3.
35 B From the north side of Highway #3 to south side of County Road #52.
36 A From the north side of County Road #24 to south side of County Road #27.
36 B From the north side of County Road #27 to south side of County Road #45.
36 C From the north side of County Road #45 to south side of Highway #3.
37 A From the east side of Belmont Road in the Village of Belmont in the
Municipality of Central Elgin, to west side of County Road #73.
37 B From the east side of County Road #73 to west side of County Road #47.
37 C From the east side of County Road #47 to the east side of Pigram Road in
the former Township of South Dorchester, now the Township of Malahide,
which is the Elgin County boundary.
38 A From the east side of Highway #3 to west side of County Road #19.
38 B From the east side of County Road #19 to the east side of Baynor Drive,
County Road #55, which is the boundary to Elgin County.
40 A From the north side of County Road #42 to south side of Highway #3.
40 B From the north side of Highway #3 to the south side of Glencolin Line.
Corporation of the County of Elgin - 13 - By-Law 26-35
Road Section Description
40CFrom the north side of Glencolin Line to the south side of County Road #52.
42 A From the east side of County Road #73 to the west side of County Road #19
in the Village of Port Burwell, in the Municipality of Bayham.
43 A From the north side of County Road #42 to the south side of County Road
#45.
43 B From the north side of County Road #45 to the south side of County Road
#38.
44 A From the east side of County Road #46 to the west side of Highway #3.
44 B From the east side of Highway #3 to the east side of County Road #19.
45 A From the south side of County Road #3 to the north side of County Road
#16.
45 B From the south side of County Road #16 to the west side of County Road
#4.
45 C From the east side of County Road #4 to the west side of County Road #73.
45 D From the east side of County Road #73 to the west side of County Road #40.
45 E From the east side of County Road #40 to the west side of County Road #19.
45 F From the east side of County Road #19 to the east side of Baynor Road,
County Road #55, which is the County of Elgin boundary.
46 A From the north side of County Road #38 to the south side of Highway #3.
46 B From the north side of Highway #3 to the north side of Pressey Road, which
is the County of Elgin boundary.
47 A From the north side of County Road #48 to the north side of Avon Drive,
County Road #73, which is the County of Elgin boundary.
47 B From the south side of County Road #48 to the north side of County Road
#52.
48 A From the east side of Wonderland Road to the west side of County Road
#25.
48 B From the east side of County Road #25 to the west side of County Road #30.
48 C From the east side of County Road #30 to the west side of County Road #74.
48 D From the east side of County Road #74 to the west side of County Road #73.
48 E From the east side of County Road #73 to the west side of Pigram Road,
County Road #54.
52 A From the north side of Highway #3 to the west side of County Road #25.
52 B From the east side of County Road #25 to the west side of County Road #30.
52 C From the east side of County Road #30 to the west side of County Road #74.
52 D From the east side of County Road #74 to the west side of County Road #73.
52 E From the east side of County Road #73 to the west side of Putnam Road.
52 F From the north side of Ron McNeil Line, to the west side of Pigram Road.
Corporation of the County of Elgin - 14 - By-Law 26-35
Road Section Description
53AFrom the north side of Highway #3 to the north side of Beech Street.
53 B From the east side of Elm Street to the west side of John Street.
54 A From the south side of County Road #52 to north side of County Road #48.
55 A From the north side of County Road #42 to the south side of County Road
#45.
55 B From the north side of County Road #45 to the south side of County Road
#38.
56 A From the west side of Centennial Road, the County of Elgin boundary with
the City of St. Thomas, to the west side of County Road #36.
57 A From the east side of County Road #4 to the County of Elgin boundary with
the City of St. Thomas.
73 A From the south side of County Road #24 to the south limit of Highway #3.
73 B From the north limit of Highway #3 to the north side of Avon Drive, County
Road #37, the County of Elgin boundary.
74 A From the north side of Highway #3 to the south limit of the Village of Belmont,
in the Municipality of Central Elgin.
76 A From the north side of County Road #3 to the south limit of County Road #2.
76 B From the north limit of County Road #2 to the County of Elgin boundary which
is the middle of the Thames River.
103 A From the north side of County Road #3 to the County of Elgin boundary
which is the middle of the Thames River.
104 A From the north side of Muirkirk Line to the south side of McMillan Line.
104 B From the east side of McPherson Road to the west side of Blacks Road.
104 C From the east side of Blacks Road to the west side of County Road #103.
Corporation of the County of Elgin - 15 - By-Law 26-35
SCHEDULE "B"
By-Law No. 26-35
RESTRICTED PARKING (SIGNS ERECTED)(Section 20(21))
1
1.1
1.2
1.3
2
2.1
2.2
2.3
2.4
2.5
2.6
2.7
3
3.1
3.2
3.3
3.4
3.5
3.6
3.7
Corporation of the County of Elgin - 16 - By-Law 26-35
3.8
3.9
3.10
3.11
3.12
3.13
3.14
4
4.1
4.2
4.3
5
5.1
6
6.1
6.2
7
7.1
7.2
7.3
7.4
8
Corporation of the County of Elgin - 17 - By-Law 26-35
8.1
8.2
8.3
9
10
11
12
12.1
12.2
12.3
12.4
12.4.1
12.5
12.6
12.7
12.8
13
13.1
14
14.1
15
Corporation of the County of Elgin - 18 - By-Law 26-35
15.1
15.2
15.3
16
16.1
16.2
16.3
16.4
16.5
17
17.1
18
18.1
18.2
18.3
18.4
18.5
18.6
18.7
18.8
18.9
18.10
18.11
18.12
Corporation of the County of Elgin - 19 - By-Law 26-35
18.13
18.14
18.15
18.16
18.17
18.18
18.19
18.20
18.21
18.22
18.23
18.24
18.25
18.26
18.27
18.28
19
19.1
19.2
19.3
19.4
19.5
19.6
19.7
19.8
19.9
19.10
Corporation of the County of Elgin - 20 - By-Law 26-35
19.11
19.12
19.13
19.14
19.15
19.16
19.17
19.18
19.19
19.20
19.21
19.22
19.23
19.24
20
20.1
By-Law No. 26-35
RESTRICTED PARKING (BY DAY AND TIME)(Section 21(2))
1 County Road #76 (Graham Road) east side starting 119 metres from north of (Marsh
Line)(NPL) for a distance of 364 metres, from 8:00 a.m. to 4:00 p.m., Monday to Friday.
1.1 County Road #76 (Graham Road) west side starting 244 metres south of (Mehring
Street)(SPL) for a distance of 348 metres, from 8:00 a.m. to 4:00 p.m., Monday to
Friday.
Corporation of the County of Elgin - 21 - By-Law 26-35
By-Law No. 26-35
PARKING METER RATES
Column 1 Column 2
Maximum Time Period Parking Metre Rates
Corporation of the County of Elgin - 22 - By-Law 26-35
By-Law No. 26-35
PARKING METER LOCATIONS
Column 1 Column 2 Column 3
Highway Side From To
SCHEDULE "F"
Corporation of the County of Elgin - 23 - By-Law 26-35
By-Law No. 26-35
DESIGNATED ONE-WAY STREETS
Column 1 Column 2 Column 3
Highway To/From Direction_
Corporation of the County of Elgin - 24 - By-Law 26-35
By-Law No. 26-35
NO STOPPING
Road Section Description
74 A County Road # 74 (Belmont Road) section A, from 50 metres south
of the south property line of Borden Avenue to 130 metres south of
Borden Avenue on both the west and east sides of County Road 74.
H
By-Law No. 26-35
PENALTIES PARKING INFRACTIONS
Provision Early
Creating or Voluntary
Defining Payment Set
Item Short Form Wording Offence (within 7 Fine
days)
1. Park on HighwayDisplay for Sale 9 $35.00 $50.00
2. Park on or within Sidewalk/Crosswalk/ 20(1) $35.00 $50.00
Crossover/Boulevard
3. Park Blocking Lane/Driveway/Alley 20(2) $35.00 $50.00
4. Parking within 1m of Lane/Driveway/Alley 20(2) $35.00 $50.00
5. Park More than 0.15m from Curb 20(3) $35.00 $50.00
6 Park in WinterRight Hand Wheels of Vehicle 20(3) $35.00 $50.00
Not as Close as Conditions Permit
7. Park on Roadway Side of Vehicle 20(4) $35.00 $50.00
8. Park on Left Side of Roadway Where Prohibited 20(5) $35.00 $50.00
9. ParkedObstructing Traffic 20(6) $45.00 $60.00
10. Park within 8m of Fire Hall 20(7) $45.00 $60.00
11. Park within 30m of Fire Hall 20(7) $45.00 $60.00
12. Park within 9m of Intersection 20(8) $45.00 $60.00
13. Park on Bridge/Subway 20(9) $45.00 $60.00
14. Park on Approach to Bridge/Subway 20(9) $45.00 $60.00
15. Park within 3m of Fire Hydrant 20(10) $45.00 $60.00
16. Park within 2m of Entrance to Public Building 20(11) $35.00 $50.00
17. Park within 15m of Intersection with Signal Lights 20(12) $45.00 $60.00
18. Park within 15m of Railway Crossing 20(13) $45.00 $60.00
19. Park Preventing Removal of Other Vehicle 20(14) $45.00 $60.00
Corporation of the County of Elgin - 25 - By-Law 26-35
20. Park on HighwayTravelled Portion Less than 20(15) $45.00 $60.00
6m wide
21. Park within 15m of Pedestrian Crossover 20(16) $45.00 $60.00
22. Park Alongside Railway Tracks 20(17) $45.00 $60.00
23. Park Adjacent to Railway Tracks 20(17) $45.00 $60.00
24. Park within Loading Zone 20(18) $35.00 $50.00
25. Park in Signed Area where Prohibited 20(19) $35.00 $50.00
Municipal Lands
Hontinued)
By-Law No. 26-35
PENALTIES PARKING INFRACTIONS
Provision Early
Creating or Voluntary
Defining Payment Set
Item Short Form Wording Offence (within 7 Fine
days)
26. Park in Signed Area Emergency Vehicles Only 20(20) $75.00 $100.00
27. Park in Signed Area 20(21) $45.00 $60.00
28. Park in a Signed AreaContrary to Restrictions 21(2) $55.00 $75.00
29. Park in Excess of Five Hours 21(3) $45.00 $60.00
30. Park Between 3:00 a.m. and 5:00 a.m. 21(4) $45.00 $60.00
31. Park Left Hand Wheels of Vehicle More than 21(5) $35.00 $50.00
0.3m from Curblane
32. Park in Winter-Left Hand Wheels of Vehicle Not 21(5) $35.00 $50.00
as Close as Practical
33. Park at Meter-Fail to Deposit Sums 21(6)(i) $35.00 $50.00
34. Park at Expired MeterLonger than Payment 21(6)(ii)(a) $35.00 $50.00
Made
35. Parking at Expired Meter-Longer than Maximum 21(6)(ii)(b) $35.00 $50.00
Time
36. Parking at MetreOutside Meter Zone 21(6)(ii)(c) $35.00 $50.00
37. Fail to Park as Close as Practical to Meter 21(6)(iii) $35.00 $50.00
38. Park Heavy Truck/Bus/School Bus) on Highway 21(7)(i) $55.00 $75.00
in Residential Zone
39. Park in Designated Disabled Person Parking 21(8)(i) N/A $400.00
Space
Corporation of the County of Elgin - 26 - By-Law 26-35
Report to Committee of the Whole
From: Jenna Fentie, Deputy Clerk
Date: September 8, 2026
Subject: ADM 26-29 Grant Application Submission Port Burwell Historical Society
Recommendation(s):
THAT the grant funding request in the amount of $249,178 submitted by the Port
Burwell Historical Society for the Port Burwell Lighthouse Rehabilitation Project be
_________.
Introduction:
County Council has allocated $249,178 in the 2026 budget towards capital grants under
the Elgin County Grant and Sponsorship Policy (Appendix II). The Port Burwell
Historical Society (PBHS) has applied to the program and is seeking $249,178 in capital
grant funding for the rehabilitation of the Port Burwell Lighthouse (Appendix I). The
consideration and to seek direction regarding the funding request.
Background and Discussion:
Constructed in 1840, the Port Burwell Lighthouse is identified by the applicant as the
oldest lighthouse on the north shore of Lake Erie and as a significant historical and
cultural asset within the Municipality of Bayham and the County of Elgin. On July 30,
2026, the Municipality of Bayham transferred ownership of the Lighthouse to the Port
Burwell Historical Society. PBHS is now responsible for advancing the rehabilitation of
the structure and is seeking funding from the County to support the project.
Under the Elgin County Grant and Sponsorship Policy, Council will consider requests
for funding that fall under one of two streams:
1. Sponsorships
Eligible applicants under the sponsorships stream can receive up to $2,000
towards the following:
a. Community Programs/Services
Eligible organizations can apply for funding for their program or service that
engages in cultural and heritage conservation, public education, health and/or
welfare of all people within the Elgin County community; or
b. Fairs, Festivals or Events
Eligible organizations can apply for funding for a fair, festival, or event that
provides a significant benefit to the community; or
c. Small Grants
Eligible organizations can apply for a small capital project under $5,000.
Funding for small capital grants will only be considered if funds remain after
allocations have been made to programs, services, and events pursuant to
Schedule C of the policy.
2. Grants
Grants are awarded by County Council for a significant capital project over
$5,001
additionally provides a significant economic benefit to the community outside of
the scope of Sponsorships. Eligible applicants can receive up to 10% of their
total project budget, not to exceed one half of one percent of the prior
Applications under the sponsorship stream of the program must be submitted by
February 1 each year. Capital grant applications are accepted throughout the year
provided the budgeted funding for the grants stream has not been exhausted. In 2026,
Council received one other capital grant application which was not supported. As a
result, the full budgeted amount for 2026 of $249,178 remains available.
Application from the Port Burwell Historical Society
The Port Burwell Historical Society is a federally incorporated not-for-profit organization
with charitable status and has operated for 31 years. PBHS was established to preserve
the history of Port Burwell and its connection to Lake Erie and the Great Lakes. Its
historical activities have included fundraising for the operation and maintenance of the
Port Burwell Marine Museum and the historic Lighthouse, as well as the acquisition and
preservation of artifacts. PBHS is governed by a board consisting of a President, Vice
President, Treasurer, Secretary and six Directors.
application identifies the rehabilitation of the Port Burwell Lighthouse as its
proposed capital project. The Lighthouse was previously owned by the Municipality of
Bayham, which commissioned a rehabilitation review in 2023 through a+Link
Architecture Inc. The Municipality subsequently undertook immediate stabilization
measures, including a temporary restraint system consisting of a steel collar and
anchored cables connected to ground supports around the perimeter of the structure.
The next phase of work is the full rehabilitation of the Lighthouse. The applicant
indicates that the project scope is based on the rehabilitation assessment and Class 'D'
cost estimate commissioned by the Municipality of Bayham.
The anticipated rehabilitation work includes:
removal of the existing concrete foundation wall;
abandonment of presumed existing pilings supporting the Lighthouse foundation;
installation of new helical piles beyond the existing Lighthouse footprint;
construction of a new "L"-shaped concrete foundation around the full perimeter of
the Lighthouse; and
repair or replacement of the lower segments of the existing Lighthouse perimeter
columns.
The applicant anticipates that the project will commence in spring 2027 and be
completed in late summer 2028.
The applicants have identified the total project budget as $1,536,248, and reports that
$453,154 of funding has been received to date. This includes an initial contribution of
$253,479.16 from the Municipality of Bayham, as well as other fundraising and
community donations. PBHS also identifies additional ongoing fundraising initiatives and
applications to other funding organizations.
PBHS has applied to the federal Build Communities Strong Fund- Local Impact Stream
and indicates that the program requires applicants to demonstrate a 50/50 funding
match. PBHS considers the County contribution important to its ability to maximize the
federal funding opportunity.
PBHS advised that, without sufficient funding to proceed with the rehabilitation as a
coordinated project, it may be required to undertake repairs in stages as funds become
available. The applicant indicated that a phased approach could extend the project over
several years, increase costs, and result in the Lighthouse remaining in a visibly
deteriorated condition during the interim.
The application has been submitted along with:
- a detailed project budget confirming the total project budget of
$1,536,248, with additional fundraising and grant applications outlined
(Application to Build Communities Strong Fund, Grant from the
Municipality of Bayham, and multiple fundraising events and initiatives)
- letters of support from Andrew Lawton, M.P. and Rob Flack, M.P.P.
- 2024 Unaudited Financial Statements and 2025 Financial Statements
The application was reviewed against the criteria set out in the Grant and Sponsorship
Policy (Appendix II), and meets the eligibility criteria as outlined below:
Criteria Application Details Compliance
Operates as a non-profit or The PBHS is an Yes
volunteer organization incorporated not-for-profit
organization with
charitable status.
Not affiliated with political The applicant identifies no Yes
or religious organizations affiliation with another
organization.
Located in or benefits PBHS is in Port Burwell, Yes
County residents and the project involves a
significant historic and
cultural asset within Elgin
County.
Clear project scope and Yes
financial plan and rehabilitation scope
have been identified, with
additional fundraising and
grant applications outlined.
Ask does not exceed $249,178 requested No see below
policy limit of 10% of total against a $1,536,248
project budget project budget
Submission one year Application submitted No - see below
before project need August 2026; construction
anticipated to begin Spring
2027.
Good standing relative to First time applicant. Yes
prior County funding
The funding request exceeds the maximum 10% contribution permitted under the
Policy. Based on the total project budget of $1,536,248, the maximum eligible County
contribution is $153,624.80.
t capital grant
applications be submitted no less than one year before the date of need. The
application was submitted in August 2026, and construction is anticipated to begin in
spring 2027. Council may therefore consider whether to make an exception to the timing
requirement in recognition of the significance of the Lighthouse, the recent transfer of
ownership to the Port Burwell Historical Society (July 2026), the anticipated construction
her grant
opportunities.
The application otherwise satisfies the requirements of the Elgin County Grants and
Sponsorships Policy.
Financial Implications:
County Council allocated $249,178 towards capital grants as part of the 2026 budget.
The Port Burwell Historical Society has requested the full budgeted amount. Under the
Grants and Sponsorships Policy, the maximum County contribution is 10% of the total
maximum eligible grant is $153,624.80. If Council awards $153,624.80 to the Port
Burwell Historical Society, $95,553.20 of the 2026 capital grant allocation would remain
available for any additional eligible grant requests received during 2026.
Advancement of the Strategic Plan:
Strategy 4: Sustainable Community Growth
Goal 1: Promote Economic Development while Respecting Rural Heritage
Tactic 4.4: Promote tourism-related activities and festivals
Awarding a capital grant for tobjectives
related to sustainable community growth by preserving a significant heritage asset and
supporting tourism and economic activity within Port Burwell and the broader County of
Elgin.
The application specifically identifies the connection between the Lighthouse and
tourism in Port Burwell, noting that the Lighthouse has historically been incorporated
into County tourism marketing initiatives and other tourism and economic development
activities. The applicant also identifies the rehabilitation as supporting community vitality
and regional economic development.
Local Municipal Partner Impact:
None.
Communication Requirements:
Communications regarding funding decisions will be sent to the Port Burwell Historical
Conclusion:
The Port Burwell Lighthouse Rehabilitation Project is a significant heritage preservation
initiative involving the historic structure that has served as a focal point for the Port
Burwell community and has been associated with tourism and economic development
initiatives within the County of Elgin.
The Port Burwell Historical Society is an eligible not-for-profit organization and has
provided a defined rehabilitation scope, a total project budget of $1,536,248, information
regarding funding received and proposed fundraising activities, and supporting
information regarding the condition and significance of the Lighthouse.
The application meets the substantive eligibility requirements of the Grant and
contribution of 10% of the project budget. The maximum eligible contribution is
$153,624.80.
-year advance submission
of the funding would therefore require Council to determine whether an exception to the
timing requirement is appropriate.
Staff are respectfully seeking direction regarding the funding request from the Port
Burwell Historical Society for the Port Burwell Lighthouse Rehabilitation Project.
All of which is Respectfully Submitted Approved for Submission
Jenna FentieBlaine Parkin
Deputy Clerk Chief Administrative Officer
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Qpsu!Cvsxfmm!Ijtupsjdbm!Tpdjfuz
Name of
Sfibcjmjubujpo!pg!Qpsu!Cvsxfmm!Mjhiuipvtf
Program/Event/Project
Contact Name
Lfo!Lpllp
Position
Qsftjefou
Mailing Address
31!Qjuu!Tusffu!QP!Cpy!21!Qpsu!Cvsxfmm!PO!O1K!2U1
Phone Number
337.691.:811
Email
llplmjoAipunbjm/dpn
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
5
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%35:-289
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity,not-for-profitor volunteer organization?Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
42
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
ThePortBurwellHistoricalSocietystartedasasmallgroupoffriends,workinghandinhandwiththe
VillageofPortBurwell,topreservethehistoryofPortBurwellandourconnectiontoLakeErieandthe
GreatLakes.
Ourgoalwastoraisefunds,throughvariousvolunteeractivities,fortheoperationandmaintenanceof
ThePortBurwellMarineMuseumandTheHistoric1840Lighthouse.
AftertheamalgamationoftheVillageofPortBurwellintotheMunicipalityofBayhamonJanuary1st,
1998,ourfocusshiftedtotheacquisitionofartifactsfortheMuseum.
TheworkofthePortBurwellHistoricalSocietyisguidedbyasetofcorevalues,includingintegrity,
respectandcollaboration.Webelievethatbyupholdingandapplyingtheprinciplesofconservation,
preservationandrestoration,wecanprovidemeaningfulandsustainablevaluewithinourcommunity.
ThePortBurwellHistoricalSocietyisaFederallyIncorporated,Non-ProfitOrganizationwithCharitable
StatuswiththeCharitiesDirectorateoftheGovernmentofCanada.TheBoardconsistsofaPresident,
VicePresident,Treasurer,Secretaryand6Directors.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
WeareapplyingforCapitalFunding:
TheprojectisfortherehabilitationofthePortBurwellLighthouse.PortBurwell'sHistoricLighthousewas
erectedbytheCanadianColonialGovernmentin1840,makingittheoldestlighthouseonthenorthshoreof
LakeErieandisconsideredacommunityculturalasset.Theframestructurerisesmorethan65feetabove
theground.ThelighthouseislocatedinMunicipalityofBayham(PortBurwell)anditbordersthenorthshore
ofLakeErieinElginCounty.
PortBurwellpopulationisapproximately600andBayhamishometoapproximately8,100residents.Port
Burwelloffersbeautifulbeaches,includingPortBurwellEastBeachandthePortBurwellProvincialPark
beachandattractsvisitorsfromacrosstheElginCountyregionandSouthwesternOntario.Several
internationalandCanadiantravellershavecometothevillageanddoneTourismguides,reviewsor
YouTubevideosaboutalltheactivitiesinthevillage.
WhentheLighthousewasopentothepublic,theCountyofElginoperatedtheTourismInformationkioskat
theLighthouse.SothereisalongestablishedconnectionwithTourismandtheLighthousewhichties
directlytotheCountyofElgin'sStrategicplanandStrategy4:SustainableCommunityGrowth.(Promote
tourism-relatedactivitiesandfestivals).Thelighthouseprovidescompletenessofcommunity,culturaland
historicalsignificanceandaplacetocallhome.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
ThePortBurwellHistoricalSocietyisthecurrentownerofthehistoricPortBurwellLighthouse.Previouslythelighthousewasownedbythe
MunicipalityofBayham.TheMunicipalityofBayhamhiredaconsultantin2023(a+Link)toconductarehabilitationreviewoftheLighthouse
(heritage,architecturalandengineeringservices).TheMunicipalityofBayhamdidgoaheadwiththeworktoaddresstheimmediaterisk;a
temporaryrestraintsystemwasdesignedtostabilizethelighthouseintheeventofstructuralfailure.Thesolutionincorporatedasteelcollarand
anchoredcablesconnectedtogroundsupportsaroundtheperimeter,providingstabilitywhileallowingflexibilityforfuturefoundationrepairand
restorationwork.
Thenextscopeofworkistherehabilitationproject.AworkplanandacostestimatewascommissionedbyMunicipalityofBayham-ClassD
(conceptual)andincludesdesign,engineeringandconstruction.ThePortBurwellLighthouseisalong-standinghistoricalfeatureinBayham
however;time,theweatherandtheenvironmenthavehadanimpactonthestructure.Theprojectscopeofworkistoprovidearchitectural,
heritage,andstructuralengineeringservicesforthefullrehabilitationofthePortBurwellLighthouse.Thescopeofconstructionworkforthe
rehabilitationproject(Class'D'restoration)toconsistofthefollowing:
•removaloftheexistingconcretefoundationwall,
•abandonmentofpresumedexistingpilingssupportingthelighthousefoundation,
•theinstallationofnewhelicalpilesjustbeyondthefootprintofthelighthouse,
•theconstructionofanew“L”shapedconcretefoundationforthefullperimeterofthelighthouse,))
•therepairorreplacementofthelowersegmentsoftheexistinglighthouseperimetercolumns.
TheproposalreceivedbytheMunicipalityofBayhamin2023froma+LinkArchitectureInc.fortheheritage,architecturalandengineering
servicesandfeeforthePortBurwellLighthouseRehabilitationProjectisattachedandupdated2024informationaswell.Theworkalready
completedbytheMunicipalityofBayhamandtheassessment(proposal)bytheconsultantsisagoodresourcetodeterminetheprojectwork
(andcosting)thatisstillrequired.
Theprojectisexpectedtostartspringof2027andtobecompletedlatesummerof2028.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Therehabilitationofthelighthouseistheobjectiveoftheproject.Tourismandcommunityvitalityis
importantforbothPortBurwellandtheCountyofElgin.Thelighthouseisanimportantpartofthe
cultural,socialandeconomicenginesinPortBurwellandsurroundingareasthroughecotourism.
ThehistoryofPortBurwelldatesbacktotheearly19thcenturyandthetown’sstrategiclocation
alongtheshoresofLakeEriemadeitanimportantcenterofcommerceandtrade,withgoodssuch
astimber,grain,coal,heatingoils,produceandlivestockandfishbeingshippedtoportsacrossthe
GreatLakes.TheLighthouseispartofthisimportantregionshistory.PortBurwell'seconomyhas
nowshiftedtotourismwithafocusonecotourismopportunitiesontheBigandLittleOtterCreek.
Thisprojectenhancesthecommunityandadvancesregionaleconomicdevelopment.Inthepastit
hasbeenthefocalpointofcommunitycelebrationsincludingCanadaDayCelebrations.When
visitorscometoPortBurwelltheyenjoythescenicbeautyandrichhistory.Forexample,theyvisit
themarinemuseum,enjoythebeach,visitthePortBurwellProvincialPark,gotoalocalballgame,
takeinaplayorshopdowntown.VisitorsallgettoenjoytheLighthouseview.Itisafocalpointin
thecommunityandisculturallysignificant.ThelighthousehavehistoricallybeenusedinCountyof
Elginmarketinginitiatives,Bayhammarkingprogramsandtouism/economicdevelopmentvideos.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
CountySupportwillassistthePortBurwellHistoricalSocietytoincreasethenumberof
membersandvolunteers.Thecommunityisveryengagedinmovingthisproject
forwardandensuringthelighthousewillremaininplaceforgenerationstocome.Itis
importanttopreservethehistoryoftheregion.SincetheacquisitionoftheLighthouse
fromtheMunicipalityofBayhamonJuly31,2026,thePortBurwellHistoricalSociety's
generalmembershiphasgrownby50members.Asoftoday,membershipstandsat
65.Alargenumberwithinasmallcommunityshowsthatthelighthouserehabilitation
isimportanttothepeopleofPortBurwellandBayhamasawhole.Thisstructurehas
significancethroughouttheCountynotjusttheeastendofElgin.
Please describe the financial needof your organization and the reasons for requesting
this support.Indicate other forms of sponsorships/funding thathave been applied for or
received.
ThePortBurwellHistoricalSocietyisanIncorporatedNot-for-profitorganization.
ThePortBurwellHistoricalSocietyisdoinganumberofthingstoobtainoutsidefunding.Itisfundraising,
applyingtotheFederalGovernment-BuildCommunitiesStrongFund–LocalImpactStream,reachingout
tolocalCommunityFoundationsandreceivedsomeinitialfundingfromtheMunicipalityofBayhaminthe
amountof$253,479.16.
FundraisinghasconsistedofcommunityfundraiserssuchasConcertSeriesandOn-lineAuctionsand
donationssuchastheRogersEmployeeFund,theViennaLions,CaltonCommunityCentreandindividual
communitydonations.Additionalfundraisers,programs,donationsareplannedthroughouttheremainderof
thisyearanduptoprojectcompleteness.
ThefundingfromtheCountyisvitaltoobtainingthemaximumamountoffundingavailablefromtheFederal
grantprogramasithastobematched50/50.Ifthisfundingisnotreceived,thentheprojectcannotbedone
inatimelymanner.ThePortBurwellHistoricalSocietywillhavetodorepairsinstageswhichwillmakethe
projectmorecomplex,takelongertocompleteandbemoreexpensive.Forexample,replacingthemain
supportswouldoccurasfundingisavailablewhichwilllikelyextendtheprojectforyears.Abigconcernis
thatthisculturallysignificantcommunityassetwillbeapubliceyesore,aderelictstructureandasafety
concernrightinthedowntowncoreofthecommunity.Thiswouldnotbebeneficialforeconomic
developmentorcommunityvitality.ThiswouldalsogoagainistplanningintheofficialCountyofElgin
planningdocuments.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue NeededBudgetAmount Received to Date
%226-111/11%1/11
Include Pledges
%531-111/11%564-265/11
Include other funding
%2-112-359/11
Include projected other revenue
ExpensesBudgetAmount Spent to Date
2-647-3591
Include advertising costs
%1/11%564-265/11
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
5 Your organization’s prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
5
documents to support your budget and that demonstrate responsible
procurement practices.
5
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
5
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial – Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of Elgin’s Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Applicant Signature
How Does this project directly benefit the ratepayers of the County of Elgin:
This project enhances the community and advances regional economic development. There is
a direct link to tourism for Bayham, Port Burwell and the entire County of Elgin. When visitors
come to Port Burwell they enjoy the scenic beauty and rich history. For example, they visit the
marine museum, enjoy the beach, visit the Port Burwell Provincial Park,take in a play or shop
downtown. Visitors including residents of Elgin County all get to enjoy the Lighthouse view. It is
a focal point in the community and is culturally significant.
In the past the Lighthouse has been the focal point of community celebrations including Canada
Day Celebrations.
Detail why you consider County participation in your project necessary.
The funding from the County is vital to obtaining the maximum amount of funding available from
the Federal Funding (Build Community Strong Fund – Local Stream) as it has tobe matched
50/50. The Port Burwell Historical Society will be applying for the current round of funding. The
Port Burwell Historical Society has also received funding from the Municipality of Bayham and
has done extensive community fundraising.
If this Funding is not received from the County, then the project cannot be done in a timely
manner. The Port Burwell Historical Society will have to do repairs in stages which will make the
project more complex, take longer to complete and be more expensive. For example, replacing
the main supports would occur as funding is availablewhich will likely extend the project for
years. A big concern is that this culturally significant community asset will be a public eyesore, a
derelict structure and a safety concern right in the downtown core of the community. This would
not be beneficialfor economic development or community vitality.
July 31, 2026
To: The Honourable Gregor Robertson
Minister of Housing, Infrastructure and Communities Canada
Re: Port Burwell Lighthouse Rehabilitation Project
Dear Minister,
I am pleased to offer my strong support for the Port Burwell Historical Society's application to the Build Communities
Strong Fund Local Impact Stream for the rehabilitation of the historic Port Burwell Lighthouse.
The Port Burwell Lighthouse is a significant maritime heritage landmark and stands as the oldest wooden lighthouse on
the Great Lakes. For generations, it has served as a symbol of the community's rich nautical history and remains an
important cultural asset for residents and visitors alike. Its preservation is not only important to Port Burwell and Elgin
County, but also to Canada's Great Lakes heritage.
The Port Burwell Historical Society has recently assumed ownership of the lighthouse and is prepared to lead this
important rehabilitation project. As an incorporated not-for-profit organization with a demonstrated commitment to
preserving local history and heritage, the Society has shown both the vision and dedication necessary to ensure the
lighthouse remains a vibrant community asset for future generations.
Years of exposure to the elements have contributed to the deterioration of the structure, making rehabilitation both urgent
and necessary. This project represents far more than a restoration of a building; it is an investment in preserving Canadian
history, strengthening community identity, and supporting local economic development. This rehabilitation project will
ensure the structural integrity of the lighthouse and enhance its role as a key tourism destination within the region.
TouriThe Port Burwell Lighthouse, situated in the heart of the
village, is a cornerstone of the community's tourism offering. It draws visitors from across Southwestern Ontario and
beyond.
Perhaps most importantly, this project enjoys strong community support. Residents recognize the lighthouse as a defining
feature of their community and understand the importance of preserving it for future generations. The rehabilitation
project will help maintain an important gathering place, strengthen local pride, and ensure that Port Burwell's unique
heritage continues to be celebrated.
For these reasons, I strongly encourage the Government of Canada to give favourable consideration to this funding
application. Investment through the Build Communities Strong Fund will help protect a nationally significant heritage
resource while delivering lasting cultural, social, and economic benefits to the community.
Sincerely,
Andrew Lawton
Member of Parliament, ElginSt. ThomasLondon South
th
August 5, 2026
To: The Honourable Gregor Robertson Minister of Housing, Infrastructure and Communities Canada
Re: Build Communities Strong Fund Application Port Burwell Lighthouse Rehabilitation Project
Dear Minister Robertson,
I am writing to provide my support for the Port Burwell Historical Society's application to the Build Communities
Strong Fund Local Impact Stream to rehabilitate the historic Port Burwell Lighthouse.
The Port Burwell Lighthouse is one of our region's most recognizable landmarks and an important part of Ontario's
maritime heritage. As the oldest surviving wooden lighthouse on the Great Lakes, it tells the story of the
communities that have relied on these waterways for generations. Preserving this historic structure will ensure that
its legacy continues to educate, inspire, and connect future generations with our shared history.
The Port Burwell Historical Society has demonstrated a strong commitment to protecting and promoting the
community's heritage. Since assuming ownership of the lighthouse, the Society has shown tremendous leadership
in developing a thoughtful plan to restore this treasured landmark and secure its future as a community gathering
place and visitor destination.
Rehabilitation of the lighthouse is a worthwhile investment that will benefit both residents and visitors. In addition to
preserving an irreplaceable piece of Canadian history, the project will strengthen tourism, support local businesses,
and contribute to the continued vitality of Port Burwell and the surrounding region. The lighthouse is a source of
pride for the community and remains a key attraction that draws visitors to Elgin County each year.
This project also reflects the passion and dedication of local volunteers who understand the importance of
preserving our heritage. Their efforts, combined with support through the Build Communities Strong Fund, will help
ensure the lighthouse remains a vibrant and accessible landmark for many years to come.
I am proud to support the Port Burwell Historical Society's application and strongly encourage favourable
consideration for this important project. This investment will protect a unique historic asset while creating lasting
cultural, economic, and community benefits for Port Burwell and Southwestern Ontario.
Sincerely
Rob Flack
MPP Elgin-Middlesex-London
and strive to share and
(Neutral), the Haudenosaunee and the
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, the
the land through acts of conservation and preservation that
The Port Burwell Historical Society acknowledges we are located on lands that have been occupied by First Nations for millennia.Port Burwell is situated in Treaty 3 (Between the Lakes
Purchase) territory, a treaty signed in 1792. This is the traditional territories of the AnishinabewakiMississauga; civilizations knowledgeable of architecture, preservation of culture,
and the perpetuation and sustainment of Turtle Island.The Port Burwell Historical Society is committed to reconciliation. We will honour reflect and respect this heritage. We will forge
new relationships and partnerships with our First Nations protect this land for future generations.
The Port Burwell Historical Society started as a small group of friends, working hand in hand with the Village of Port Burwell, to preserve the history of Port Burwell and our connection
to Lake Erie and the Great Lakes.Our goal was to raise funds, through various volunteer activities, for the operation and maintenance of The Port Burwell Marine Museum and The Historic
1840 Lighthouse.After the amalgamation of the Village of Port Burwell into the Municipality of Bayham on January 1st, 1998, our focus shifted to the acquisition of artifacts for the
Museum.
Jim Tone
-
Ken Kokko
Laurie Tone
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Rosemary White
Bill Ball
-
John ReganRoy Sullivan
Albert White
Directors
Tracy Farmer
Executive
Margaret Rushton
President
Secretary
Vice President
Treasurer
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of Canada.
Profit Organization with Charitable
-
value within our community.
The Port Burwell Historical Society is a Federally
the principles of conservation, preservation and
Incorporated, Non
by a set of core values, including integrity, respect and
restoration, we can provide meaningful and sustainable
The work of the Port Burwell Historical Society is guided
Status with the Charities Directorate of the Government
collaboration. We believe that by upholding and applying
Burwell Marine Museum, the Historic 1840 Lighthouse,
To Support the Operation and Maintenance of the Port
Stewardship of Significant Marine Heritage Artifacts and
Support of other Historical Issues within the Port Burwell area.
The History
-
Port Burwell's Historic Lighthouse was erected by the Canadian Colonial Government in 1840, making it the oldest lighthouse on the north shore of Lake Erie. The frame structure rises
more than 65 feet above the ground.The lighthouse is of a simple, but classic design. Large pine timbers from the local Big Otter Valley formed the original framework to carry the exterior
lapstrake siding. An interior staircase wound its way to the top of the lighthouse where a glassedin cupola housed the light mechanism and lenses, which were imported from France. An
exterior balcony made it possible to clean the outside of the windows.
The quality of this construction is reflected by the fact that the building stood for over one hundred and forty years without any major reconstruction.The lighthouse was kept by the
Sutherland family for over a century, establishing a record of service that earned the family recognition by two monarchs and a place in the history of navigation on the Great Lakes.
The lighthouse was run by the Canadian Government until it was taken out of active service. Fearing that the lighthouse might be demolished, it was acquired by the Village of Port Burwell
in April of 1965.A partial restoration was done in 1977 through a Local Initiatives Program grant. More painting and refurbishing took place in 1983 and soon after, public tours of
the building were allowed.However, it soon became apparent that the structure needed more than a coat of paint. A close examination of the lighthouse produced evidence that the foundation
and lower main beams needed to be replaced.
l by
Sea Publications. Used
-
Memories: A History of Port Burwel
In July of 1986 a major restoration program commenced. Leroy Eicher led a team of local Mennonite craftsmen to begin the reconstruction program. Leroy and his sons began work using the
same hand tools with which the tower was originally built. The adze with which the team shaped the beams was the same tool used by the skilled carpenters who built the schooners at
Port Burwell over a century before. Mortice and tenet joints were used to join the timbers forming the framework of the old lighthouse.When the work was started, it was discovered that
the decay was more serious than had been estimated. Virtually all of the long beams had to be replaced with Douglas Fir and the exterior siding had to be replaced.Excerpt from˖̂˱˾˻
ʶ ˞˱˾˳̉ ˠ̂˿̄˸˵̂˿ʼ ̘ ˞˱˾with permission
On January 1, 1998 the Village of Port Burwell was amalgamated with the Township of Bayham and the Village of Vienna to form the Municipality of Bayham and the ownership of the lighthouse
was transferred to the Municipality. In 2022, the Municipality noticed someissues with the lighthouse and tookinitial steps to begin a restoration plan.
In early 2023, initial examination of the structure began to document the areas that needed to be addressed and to formulate a plan of action for the restoration of the lighthouse. However,
it was soon discovered that the foundation and the support beams were unsound and the structure was declared unsafe. Concerns about windshear on the building were addressed through
the ˹˽̀˼˵˽˵˾̄˱̄˹˿˾ ˿˶ ˱ Ͽ̄˵˽̀˿̂˱̂̉Ѐ ˳˿˼˼˱̂ ˱˾˴ ˷̅̉ ̇˹̂˵ solution.In August 2023, the consulting firm of a+Link delivered a preliminary report estimating the work and materials required
to reconstruct and restore the lighthouse would be in the neighbourhood of $1.5 Million.As of this date, the Municipality has determined they will not have in house funding available
to begin this desperately needed work and will have to rely solely on grants from various levels of government.
subcommittee struck
-
Spring of 2024Meeting of the Port Burwell Historical Societyat the Wheelhousediscussion if there was interest in pursuing idea of acquiring the Lighthouse
regarding our efforts
holds significant historical value to our community and its
Have a look and see what you think.
> wrote:
This iconic landmark
Lighthouse SubCommittee
Formation of Subcommittee of Port Burwell Historical Society and Letter of Intent regarding Port Burwell
The letter looks good.I would suggest we do not present it to council before Thursday's Council Meeting until we have seen their discussion on the Lighthouse.Ron Bradfield On 06/18/24
09:59 AM, <Good morning everyoneHere is the draft of a letter that could be sent to Bayham.Dear Mayor and Council Members:Subject:Lighthouse Acquisition.I hope this letter finds you
well.I am writing on behalf of the Port Burwell Historical Society to inform you of a recent developmentto preserve and enhance the cultural heritageof our community.Recently the Port
Burwell Historical Society has established a subcommittee tasked with exploring opportunities to acquire the Port Burwell Lighthouse.preservation has been a matter of considerable interest
and importance to our members.
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tor
The couple say they have no objections to the municontinuthey don't want it taken out of muniϿˤ˸˵̉ ̇˱˾̄ ̄˿ ˷˹̆˵ ˹̄ ̄˿ ̄˸˵ ˠ˿̂̄ ˒̅̂BonsociIf anyϿ˸˵˱̂̄Ͽ˧˵ ̄˸˹˾˻ ̄˸˵ ˽̅˾˹lightRon, a past
reeve of the vilwith Vienna, was once a memHisϿ˙ ˸˱̆˵ ˾˿ ˹˴˵˱ ˹˶ ̄˸˵ ˸˹̃Ͽ˞˿ ˿˾˵ ̇˹˼˼ ̄˵˼˼ ˽˵ʾЀ
Published Mar 13, 2026 The London Free Press
Heather Rivers Davey
Built in 1840, who will Save the Oldest Wooden Lighthouse on the Great Lakes?Author of the article: By
He
-
tions to
trol.
cipal con
ing to use their land
tinu
ity con
al
cip
ize the lighthouse, but they don't
bil
The couple say they have no objecthe munito stawant it taken out of muni Ron was part of the initial plan approved the letter to Thomas Thayer (CAO of the Municipality of Bayham).
Published Mar 13, 2026 The London Free Press
Heather Rivers Davey
Built in 1840, who will Save the Oldest Wooden Lighthouse on the Great Lakes?Author of the article: By
got
ety will
well
Society
nie said.
ical Soci
tor
˾˹˵ ̃˱˹˴ʾ Ͽ˒̅̄ ˾˿ ˿˾˵
˲̂˿˻˵˾ʼЀ ˒˿˾
˵̄̉ʼЀ ˒˿˾
ical Soci
thing happened to the lighthouse, Ron
tor
Ͽˤ˸˵̉ ̇˱˾̄ ̄˿ ˷˹̆˵ ˹̄ ̄˿ ̄˸˵ ˠ˿̂̄ ˒̅̂Hishas told us what the His˲˵ ˱˲˼˵ ̄˿ ˴˿ ̇˹̄˸ ˹̄ʾЀIf anẏ˿̅˼˴ ˲˵ Ͽ˸˵˱̂̄The Port Burwell Historical involved and wrote the letter BECAUSE ̇˵ ̇˿̅˼˴
˲˵ Ͽ˸˵˱̂̄˲̂˿˻˵˾Ѐ ˹˶ ˱˾̉̄˸˹˾˷ happened to the Lighthouse.
Published Mar 13, 2026 The London Free Press
Heather Rivers Davey
Built in 1840, who will Save the Oldest Wooden Lighthouse on the Great Lakes?Author of the article: By
ing
- nothing
ity should be look
al
cip
but in 1 year
˸˿̅̃˵ʼЀ ̃˸˵ ̃˱˹˴ʾ
Ͽ˧˵ ̄˸˹˾˻ ̄˸˵ ˽̅˾˹after the light As of this date, (2023) the Municipality has determined they will not have in house funding available to begin this desperately needed work and will
have to rely solely on grants from various levels of government.We also believed that the Municipality SHOULD be looking after the lighthouse - was done (except the collar) and we did
NOT believe anything would be done.
Published Mar 13, 2026 The London Free Press
Heather Rivers Davey
Built in 1840, who will Save the Oldest Wooden Lighthouse on the Great Lakes?Author of the article: By
ety has
-
-Profit
ical soci
tor
Ͽ˙ ˸˱̆˵ ˾˿ ˹˴˵˱ ˹˶ ̄˸˵ ˸˹̃˷̂˱˾̄̃ʼЀ ˸˵ ̃˱˹˴ʾ Ͽ˞˿ ˿˾˵ ̇˹˼˼ ̄˵˼˼ ˽˵ʾЀ It is pretty obvious that we can not apply for grants for something we do not own.HOWEVER, the Historical Society has
a larger basket of funding than the Municipality.We are able to apply for funding in places that the Municipality cannot and we are able to seek assistance from Nonˤ̂˱˴˹̄˹˿˾˱˼ ˝˵˱˾̃Ѕ
˿̄˸˵̂ ˞˿˾Groups etc.
Published Mar 13, 2026 The London Free Press
Heather Rivers Davey
Built in 1840, who will Save the Oldest Wooden Lighthouse on the Great Lakes?Author of the article: By
FUNDRAISING
10,000
$
December 2024
from the Calton Community Centre
Up
-
$10,000.00
Total Raised Through Events and Personal Top
through the
$5,201
Doug Park
Lighthouse Pin Sales.
Rogers Employee Fund and
Generated
March 1st, 2024
$11,006.00.
Ticket Sales, Silent Auction,
50/50 Draw and Donations
"Light Up Our Winter" Concert
Katy and Tim Wells
$875.00
Community Centre.
The Vienna Lions
other events at the Vienna
a concert event there rent free.
Past President Bruce Carmichael
Save the Lighthouse Candles and
In addition, they allowed us to hold
of 2024
pring
Roy Sullivan
$4,000.00
S
Online Auction
and
$300.00
ͻvǒźƷ /ƚƒƦƌğźƓźƓŭ
Erna McLean
tǒƷ ƚǒƩ ğƌĻƓƷƭ Ʒƚ ƚƩƉͼ
in Tillsonburg.
$54,997.62
(as of July 30, 2026)
Current Restoration Fund is
the Historical Society have been deposited into
All funds that have been raised and forwarded to
our Lighthouse Restoration Fund segregated bank
account with the First Ontario Credit Union branch
Why the
Society ?
Historical
Port Burwell
,
Islamorada
Friends of the Pool, a Community Organization based inwas granted title to the Lighthouse in 2021. The group changed its name to Save Alligator Lighthouse and raised $6 million to restore
the Lighthouse.
National Historic
26, 2004, ownership of the
under the
St. Simons Island Lighthouse
Lighthouse Preservation Act.
Lighthouse was transferred to the
Coastal Georgia Historical Society
On May
, between
Society
profit 501(c)(3) organization
-
for
-
Athens Lighthouse Preservation
prevent shipwrecks.
a not
of Athens, New York, the
Located in the middle of the
lighthouse was built in 1874 to
majestic Hudson River
the City of Hudson and the Village
Hudson-
Α
a welcoming beacon
Α
ĬǤ ƭƷğƷźƓŭ ƷŷğƷ ͻğ ĭƚƒƒǒƓźƷǤ źƭ
Α
awarded custody and administration of the Lighthouse
held and
thus saving it from public auction.
Α
In 1916, the Town of Scituate in Massachusetts, purchased the Lighthouse from the Federal Government for $1,000 In 1930, the town built a new lantern room atop the light. The town justified
the expense even though it was the first year of the Great Depression judged by the condition of its public buildings; therefore, the Lighthouse should be well ƉĻƦƷ ğƓķ źƓ ƦƌĻğƭźƓŭ
ƌƚƚƉźƓŭ ĭƚƓķźƷźƚƓͼ͵ In 1968, Town Meeting was to the Scituate Historical Society.In 1994, Scituate Lighthouse was relit for the first time in 134 years to our lovely harbor!
oldest
beloved icons
Lighthouse, commissioned
-known and most-
The Montauk Pointby President George Washington in 1792, is one of the bestof Long Island. It was the first lighthouse to be built in New York, and is the fourth-working lighthouse in
the nation. It was named a National Historic Landmark in 2012, one of only 12 lighthouses to be so honored.The Montauk Historical Society leased the property from the Coast Guard in
1987, and bought it in 1996.The Coast Guard is still responsible for maintaining the aids to navigation.
US Coast Guard.
Minnesota has been guiding
In 1999, the Society appealed to
The Two Harbors Lighthouse in
ships into Agate Bay since 1892.
to the Lake County Historical Society.
to provide tours of the Light Station in
1988 when it was granted a lease by the
Two Harbors Lighthouse was transferred
passed in congress, the ownership of the
The Lake County Historical Society began
Congressman Oberstar and through a bill
ͻYĻƓͲ ƷŷĻ ǤĬĻĻ \[źŭŷƷ Station was deeded to the Tybee Historical Society in 2002 under the National Historic Lighthouse tƩĻƭĻƩǝğƷźƚƓ !ĭƷ͵ͼ
Ordered by General James Oglethorpe, Governor of the 13th colony, in 1732, the Tybee Island Light Station (Georgia) has been guiding mariners safe entrance into the Savannah River for
over 285 years.
COLLINGWOOD, ON
LAKE HURON
-
ACTIVE
LAKE ERIE
-
1822 -
MICHIGAN
OHIO
LAKE ONTARIO
Southampton, ON
All 6 Currently Operating
Њ ƚŅ Џ ͻLƒƦĻƩźğƌ ƚǞĻƩƭͼ
Chantry Island lighthouse
Only access to the island is by
Leased to the Heritage Society
Because of Native Claim Rights
who is responsible for caretaking.
the Marine Heritage Society.
Still owned by Federal Government
Canadian side of Lake Superior.
(CLLS) has a mission to restore, preserve,
Incorporated under the Ontario Historical
access to these unique heritage locations.
Canadian Lighthouses of Lake Superior Inc.
Society, CLLS is mandated to provide public
maintain and promote lighthouses along the
Porphyry Light StationTrowbridge Light StationShaganash LightThunder Bay MainAngus Island LighthouseLamb Island LighthouseBattle Island LighthouseOtter LighthouseSlate Islands LighthouseCaribou
Island LighthouseGros Cap Lighthouse
continues.
Nottawasaga Lighthouse
Collingwood, ON
Preservation Society (NLPS)
its history for present and future
restoration and protection of the
The
is a registered charity dedicated to the
generations of Canadians to enjoy while
Nottawasaga Island Lighthouse. Preserving
ensuring its role as a navigational landmark
Α
Preservation
to be surplus to their needs.
Α
Left largely unattended, and at
Sheringham Point Lighthouse
staffed in 1989.
-
the first step in disposition.
Α
, and the restoration project began soon afterward.
Sheringham Point Lighthouse (B.C.) was automated during the 1980s, and was finally dethe mercy of the elements, the Lighthouse began to deteriorate and was subject to increased vandalism.
In January 2003, the government ķĻĭƌğƩĻķ ƷŷğƷ ƷŷĻ \[źŭŷƷŷƚǒƭĻ ƭźƷĻ Ǟğƭ ͻĻǣĭĻƭƭ Ʒƚ źƷƭ ƦƩƚŭƩğƒ ƩĻƨǒźƩĻƒĻƓƷƭͼ Then, in 2010, the Government of Canada declared the Lighthouse and most
other lighthouses in Canada In June 2015, the Government designated Sheringham Point \[źŭŷƷŷƚǒƭĻ ğƭ ğ ͻbğƷźƚƓğƌ IĻƩźƷğŭĻ \[źŭŷƷŷƚǒƭĻͼͲ ǒƓķĻƩ ƷŷĻ !ĭƷ͵ ŷĻƓ źƓ October, 2015, legal Title
to the Lighthouse and its surrounding lands was transferred to the Society
profit
-
profit society takes care of the existing 150+ lighthouses in Nova
-
The largest number of lights of any province in Canada.
The Nova Scotia Lighthouse Preservation Society (NSLPS) is a noncharitable organization that works to save lighthouses in the province of Nova Scotia, Canada. It is the largest and oldest
lighthouse heritage organization in Canada. The society was formed in 1993 by a group of lighthouse supporters who met on a trip to Sambro Island Lighthouse, near Halifax, the oldest
surviving lighthouse in North America. This nonScotia -
profit partners while
-
ƦƩƚŅźƷ ƚƩŭğƓźǩğƷźƚƓƭ͵ ŷĻ t!ƭ
-
profit groups, as well as public sales in some
-
THE SUCCESS Many lighthouses have been outgranted over the past three decades, and 56 currently are leased or licensed to nonconsistent, predictable framework and its preservation provisions
have enabled the Coast Guard to establish successful collaborations with nonprotecting the historic character of these iconic ƦƩƚƦĻƩƷźĻƭ͵ ŷĻ ƚǒƷŭƩğƓƷźƓŭ ƦƩƚŭƩğƒƭ ƭǒĭĭĻƭƭ ğƌƭƚ ƌğźķ
the groundwork for passage of the National Historic Lighthouse Preservation Act (NHLPA) in 2000. The NHLPA goes a step beyond outgranting and authorizes transfers of historic lighthouses
at no cost to government agencies and noncases. Through both outgrants and transfers of historic lighthouses, the Coast Guard is helping to ensure that the general public can continue
to appreciate these unique and cherished historic properties and experience the role they have played in safeguarding centuries of maritime traffic.
Profit Group
-
For
-
Standard Choice of Care.
Oddity or Exception it IS the
Letting a Not
take Ownership of a Lighthouse
that is Deemed Surplus is NOT an
ΛIźƭƷƚƩźĭğƌ {ƚĭźĻƷǤ Ή tƩĻƭĻƩǝğƷźƚƓ hƩŭğƓźǩğƷźƚƓ Ή CƩźĻƓķƭ ƚŅ ƷŷĻͶΜ
lature / Niagara Parks Power Station
Structural Engineer (P.Eng)Specializing in Mass Timber Building Heritage and Conservation Consultant Ontario Legis Certified Economic Developer with Fellowship President of the Economic
Developers Association of Canada (EDAC)Accounting Firm of Graham Scott Enns Overseen by Firm Partner and Senior Manager Lawyer (London)Land Development and Real Estate
elgin
rob flack
Andrew Lawton
with support of
mpp
county of
mp
The municipality of Bayham
and many people in our own community
and Talents
and Our Own members
with their Diverse Backgrounds
they also enrich the
-
profit organizations, and
-
as well as those far from our own
offering new gathering places in the
-
-
We work with localities, noncoalitions of organizations on educational programs that lead to beautiful timber frame structures that will benefit and strengthen the people and places
where we work and live homes. These structures enrich not only the lives of the people we serve form of farmers' market pavilions, amphitheaters, bridges, and community centers lives
of our members as we build skills and knowledge, meet new people, and rally behind a worthy project, working together to bring it to life.
Scheduled
3D Imaging
LiDAR / Laser Scanner
long &
quiet ?
why so
Why so
Disclosure Agreement.
-
We CAN NOT Control the Silence.
We are under a Non
Once Terms and Conditions are met by both Parties
Council will then continue with their Public Protocol.
We are at the Discretion of the Council of the Day
The lighthouse was run by the Canadian Government until it was taken out of active service. Fearing that the lighthouse might be demolished, it was acquired by the Village of Port Burwell
in April of 1965.On January 1, 1998 the Village of Port Burwell was amalgamated with the Township of Bayham and the Village of Vienna to form the Municipality of Bayham and the ownership
of the lighthouse was transferred to the Municipality.
NOT
a Registered
Heritage Site
The Lighthouse will go back to the Municipality
Why the
Society ?
Historical
Port Burwell
and Restoration Plan
Profit Registered Charity
-
Stablization
We are a Federally Incorporated, NonWe are Following the Current Model for Way Lighthouses are SurplussedWe Have Assembled a Great Team of ExpertsWe Have Been Working on a with our ProfessionalsWe
Can Access More Funding Sources than the MunicipalityWe Can Get Better Community Support and News CoverageWe Can Access Other Groups to AssistĻ ƚƓƷ .Ļ /ŷğƩŭĻķ \[źƉĻ ƷŷĻ aǒƓźĭźƦğƌźƷǤ
We are Dedicated to the Lighthouse For the Right Reasons
Grant and Sponsorship Policy
POLICY
Finance 05- 06
CATEGORY
Council
AUTHORITY
RELATED POLICIES
Council
APPROVED BY
October 8, 2024
EFFECTIVEDATE
POLICY STATEMENT:
The County of Elgin recognizes the many benefits that various groups, organizations,
volunteers, events, and other programs provide by promoting and improving upon the
social, cultural, and economic wellbeing of the community. The County annually
receives numerous requests for support and is committed to treating all requests for
contributions seriously by applying a consistent, fair, and equitable process.
CountyCouncil also recognizes that residents have the right to expect that tax dollars
will be expended in a manner that is justifiable and maintains boundaries to ensure that
outside groups have a defined process with set parameters under which they may be
able to have access to public funds. These requests must also align withand support
the Strategic Mission, Vision, Values of the County. Council is committed to working
with groups and organizations that may engage in beneficial projects that are inclusive
to all residents and to each of our communities, while recognizing the financial
constraints impacting residents and the CountyÓs ability to provide funding for every
cause.
PURPOSE:
The purpose of this policy is:
¤ To support inclusive services or events which are of a general strategic
benefit to the County of Elgin
¤ To support volunteer, community-based organizations who are
fundamental to maintaining quality of life,
¤ To provide staff, committees, and council with clear criteria for considering
and responding to requests for donations, grants or sponsorships from
external sources
¤ To provide an equitable process for groups and organizations seeking
donation, grants or sponsorship support whether monetary or in-kind from
the County of Elgin.
¤ To promote financial accountability and responsible stewardship of public
funds using a process that permits adequate financial planning for grants
or sponsorships
¤ This policy establishes procedures to be followed by the applicant, staff, and
any officially appointed representative of the County of Elgin.
SCOPE:
The scope of thispolicy framework allocates grants and sponsorshipsto eligible
organizations and initiatives that support the CountyÓs current Mission, Vision and
Valuesand CouncilÓs Strategic Plan. The policy ensures transparency, fairness, and
accountability in the distribution of these funds, while aligning the CountyÓs strategic
objectives related to the needs of the community. (Schedule F).
The County may provide funding through the following mechanisms in any given year:
¤ Grant: One-time financial contributions provided to eligible organizations
or initiatives for specific capital projects that benefit the community and
promote the CountyÓs strategic objectives in a positive manner and are
inclusive to all residents.
¤ Sponsorship: Financial assistance, within limited award values, to eligible
organizations or initiatives that request support for operations, capacity-building
efforts, or activities.
¤ Donation: The County does not provide Donations for the purpose of general use
for any organization. Requests for donations will be redirected to complete
application to be considered using the framework within this Policy.
POLICY:
1. General Guidelines:
All requests for grants and sponsorships will be assessed based on availability of
County resources, potential financial impact to the County, contribution to the well-
being of members of the community, recognition of a mutually strategic
program/cause, program inclusivity to all residents, and overall community impact.
Council recognizes that many groups and organizations offer events, programs
and services that benefit the community. Council will consider requests for events,
programs and services that fall under one of the following County Priority Areas:
1. Sponsorships Î inclusively supports all residents through:
- one-time programming support for Community Programs/Services that engage in
cultural and heritage conservation, public education; health and/or welfare of all
people within the community; OR
- fairs, festivals or events that Council has determined provide some significant
benefit to the community which are open to all members of the public and are
asking for recurring support. (Date of submission: February 1 of each year)
2. Grants Î a significant capitalproject that align with the objectives of the CountyÓs
Strategic Plan and additionally provides a significant economic benefit to the
community outside the scope provided in 1 above. (Date of submission is no less
than one year before date of need for the purposes of planning if program is
funded by Council approval)
Maximum contributions for the categories listed above are detailed in Schedule C.
Grants and Sponsorships made by the County are not to be regarded as a
commitment by the County to continue such support into the future.
There is no guarantee that a request will be approved.
2. Eligible Applicants:
Groups or organizations must meet the following criteria to be considered for a
County grant or sponsorship:
a. Must operate as a registered charity, or incorporated non-profit or
volunteer organization offering programs or services which address
identifiable needs of the County of Elgin, or which provide benefit to the
general community (see Definitions ÐCommunityÑ)
b. Must demonstrate a clear need for the funds being requested to
enable the group or organization to provide a specific program,
service, or event.
c. Must be located within the County and/or provide a direct benefit to the
County and/or its ratepayers/residents.
d. Shall submit a completed application form by the specified dates that
are outlined under section 1 Î General Guidelines.
e. May be required to provide a budget for the project/event that
easily and clearly outlines financial information about the
specific project/event for which the funding is being
requested and must accurately disclose the full value of any
pledges outstanding or funding received for the project/event
f.When requested,prior year comparative actual financial
informationof the same event must be provided
g. Must include all necessary application documentation and
informationindependent of assistance from County staffas set
out in Schedule ÐAÑ.
h.Must provide a copy of the group or organizationÓs most recent
annual financial statements with the applicationas set out in
Schedule ÐAÑor when requested
i.The group or organization has fulfilled any obligations outstanding from
previous awards of grants or sponsorship by the County.
j.Incomplete application/information will be deemed ineligible and will not
be forwarded toCommittee or Council forconsideration.
k.Applicationrequests will be date-stamped when received and
acknowledgement sent to the applicant by email. If more eligible applications
are received than funds available, priority will be given to the applications
received earliest.
l. Late applications will be deemed ineligible and funds will not be paid to
events that occur before the application deadline.
m. Applications will be reviewed and evaluated to ensure completeness. Any
deficiencies will be noted to the applicant.
n. Committee or Council will choose to allocate, or not allocate, funds
to eligible groups or organizations, in its sole and unfettered
discretion.
o. Cheques will be issued for the total amount that Committee or Council
has approved for each group or organization following the approval of
the application received.
p. Only one application per group/organization will be considered per
year.
q. Only one grant per group/organization will be given for one
program/event per year, stacking of projects will not be allowed.
r. Grants and Sponsorships made by the County are not to be regarded as
a commitment to continue such funding in perpetuity or again at any time
in the future.
s. In making a grant or sponsorship, Committee or Council may impose
such conditions and/or restrictions as it deems fit.
t. No request shall be granted that binds the Corporation beyond the
current term of Council.
3. Non-eligible Funding and Activity
Council will not consider providing a County Grant or Sponsorship to the
following:
a. Individuals.
b. For profit businesses.
c. Groups/Organizations with political or religious affiliation.
d. Groups/Organizations who have failed to provide satisfactory reports,
including requested financial statements, as to the success or outcomes of
previous County funding and specifically with respect to the allocation of
grant funds previously provided.
e. Other levels of government.
f. Discriminatory activities and events.
g. Activities that are contrary to the policies of the County.
h. Activities which are deemed to be unlawful.
i. Activities where the funds will not directly benefit an event held by the applicant
but will be used to raise the profile of the applicant for the sole purpose of
supporting the fundraising activities of another group.
j. Late, incomplete, or multiple applications by any group
k. Loan Guarantees for any outside organization or project.
l. Capital projects or one-time programming that has previously received County
supportto themaximum of 10% of the cost of the projector program.
4. Funding of the Grants and Sponsorship Program:
Council reserves the right to pause the funding of this program at any time.
Council may otherwise set aside an annual amount that will be apportioned to
Grants and Sponsorships fund in the following manner:
1. SponsorshipsÎ will be funded at the rate of the prior yearÓs Sponsorship budget
amount plus an annual increment of CPI using the October over October prior
year rate as aligned within the priorities of the budget.
2. Grants Î Option to fund or not fund program will be determined by Council during
budget deliberations in one of the following manners:
Option #1) At the end of the accounting cycle, funds may be redirected from the
reassessment reserve after appeals are known to be settled and only after the
Growth fund needs are fully considered and reconciled. No more than ď of 1% of
the prior years levy may be redirected annually from settled appeals in order to not
burden the taxpayer by adding additional need for taxation onto the levy. (see
reserve and reserve fund policy, Growth Reserve Policy) (eg. 2023 amount would
have been $215,500)
Option #2) Add an amount equal to one half of one percent of the prior year levy to
the current year needs annually. Treasurer to identify this amount as discretionary
funding for review and approval by Council each budget year. (Example: 2023
amount would have been $215,500 which equates to $3.29 per $100,000 of
assessment on a Residential property)
Option #3) Whereby ď of 1% on the levy would addadditional unnecessary
burden on the taxpayer, Council desires to pause consideration of funding to any
related to Community Development Partnerships as it applies to large Grants for
this fiscal year due to other County related budgetary pressures and needs.
Groups with the ability to raise funds as a Charitable organization are encouraged
to redirect their efforts to connect with individual community ratepayers who will
receive direct benefit as donors via a personal donation receipt.
Option #4) Special area tax levy rules have been reviewed and determined to be
not applicable to this program at this time. (Ref: Municipal Act 2001, Section 311 &
326)
The above program streams are subject to the following restrictions:
Each request will be considered in written format only, as defined by this policy.
Requesting agencies will not be granted a delegation or access to Council, Committee,
or staff to publicly or privately petition/lobby for their application.
When making decisions related to grant or sponsorship, the County or Committee may
impose such conditions and/or restrictions as is deemed fit such as a requirement to
recognize the County. Recognition will be based on the size of the involvement in the
event with sufficient communication to the County demonstrating compliance.
Multi- year capital grants may be considered and will be paid for based on the original
year implemented as future increments cannot be forecasted accurately. Unallocated
amounts at the end of any year may be set aside in a reserve for use to reduce
taxpayer burden in an upcoming year. Multi-year commitments will not extend beyond
the term of Council making the commitment.
Capital projects that may be planned or are to be constructed on County land will
require the land to be removed from the CountyÓs control prior to the beginning of
Construction.In-kind Grants or Sponsorship will be valued and the affected department
within the County will be reimbursed from the annual Grant apportionment.
The decision regarding each application is final. Once the annual budget allotment
has been exhausted, any further funding requests will not be considered and will need
to be resubmitted in a subsequent fiscal year for consideration.
5. Types of Financial Assistance
1. Requests may include in-kind contributions for County owned resources:
i. Use of County owned facility(s) Î fee waived or reduced.
ii. Use of County owned equipment (includes County staff to operate
equipment) Î fee waived or reduced.
iii. Use of County owned materials Î fee waived or reduced.
iv. Use of staff resources Î regular/overtime at current rates.
v. Maximum value of any in-kind donation will not be valued at more
than $2,000.
2. Grants and Sponsorships will be considered and distributed as per Schedule C
3. Maximum value of any grant or pledged grant will not exceed total County
support over and above 10% of the total project budget.
4. No pledge of Grant or Sponsorship will bind the Countyabove the amount available
as per the Policy annually or beyond the current term of the Council making the
commitment.
6. Application Process:
a. Applicants that wish to be considered for grant or sponsorshipmust apply in
writing to the Countyusing the application form Î Schedule A
b. Applications are submitted annually
c.All applications must be submitted to the Administrative Departmentby the
dates outlined on Schedule A.
d.An annualallocatedamount is approved for thesepurposes yearly within the
Countybudget. The amount of funds shall be distributed based upon the
evaluation criteria, category, and number of therequestswithin the upcoming
fiscal year.
7.Sponsorships:
a. That no funds shall be loaned by the Corporation of the County of Elgin to any
organization for communityevents orcapital projects.
b. In accordance with the CountyÓs insurer, any event/project, not under the
complete control of the County, will not be insured under the CountyÓs
insurance policy.
c. A contribution towards the cost of a rider on a groupÓs liability insurance
coverage may be eligible should it directly relate to the event in question and
should be included as part of the outlined budgetary needs of the event.
d. Priority may be given to groups that have not received grants in a prior year.
8. Grants - Capital Projects
a. Where projects consist of a capital component, the applicant may be eligible for
County assistance in the form of a Grant within the parameters of the annual
budgeted allotment.
b. County contribution of Grant is limited to 10% of the total project budget and is
inclusive of any or all gifts previously pledged or given towards the same project.
Regardless of the grant request, the pledge will not exceed a maximum payment
of one half of one percent of the previous yearÓs County levy in any given year if
that amount is not already pledged. Terms of the Grant will not extend beyond
the current term of Council.
c. Multi-year pledges will be taken into consideration within their pledged years
placing restriction on the amount that will then be available for additional donation
to other groups in future years during that term of Council.
d. The County will not provide Guarantees for Loans for other agencies or
organizations for any purpose.
e. The County will not provide operational funding through this Grant program. All
projects must be related to one-time capital expenditures only with a defined end
date.
f. Sign-off for a Large Grant will be required. The County reserves the right to modify
Schedule D before signing to ensure that the agreement protects the assets and
interests of the County and its ratepayers. Interest will not be paid over and above
pledged amounts.
g. Final approval of large grant requests will be the responsibility of Council on
qualifying applications.
h.Councillors who sit ontheboard of directors or who have direct involvement with
anygroup/organizationrequesting fundingmay not vote on the application
acceptance.
i. Projects submitted by other government agencies will not be eligible for any
consideration.
Reference Reserve and Reserve Fund Policy
9. Disaster Relief
a. Grants to disaster relief funds shall be decided on a one-time case-
by-case basis by Council in accordance with funding examples made
by other local municipalities.
10. Accountability and Recognition Requirements:
a. Successful applications must acknowledge the CountyÓs contribution in event
advertisements. A copy of the logo will be provided for use.
b.Grants may be approved with certain other terms and conditions. Theletter of
approval will state if any such restrictions apply to your specific grant
c. Applicants given a grant or sponsorship will be held accountable for the
expenditure and reporting of the funds in accordance with the stated
objectives/plans relevant to this program.
d.Future supportwill be reviewed based on past demonstrated fiscal
responsibility of the applicant.
e. Grants or sponsorships given are not transferrable between projects or groups
without prior Council approval and must be used for the specific purpose outlined.
f. If the event/initiative does not move forward, the recipient is obligated to return
the donated funds for the proposed project.
g. Once the event has been held, the applicant has 60 days to submit a full
accounting of the event.
h. From time to time, County officials may be requested to attend the event to open
or close the event or pose for a picture or cheque signing. This may also be a
special request of Council. Arrangements will be made through the County
Administration office well in advance to accommodate scheduling.
i. Reporting shall include:
¤ A picture or newspaper article of the eventÓsactivities from the day of
the event
¤ Number or approximate number of attendees
¤ A full reconciliation of the Revenues collected at the event including
other sponsorships, and a full reconciliation and details of costs
expended to hold the event
¤ Explanation of where the County of Elgin logo was used in Advertising
or Recognition of County support.
11. Staff and Committee/Council Procedures
a. Council may set aside an amount annually in the budget to be
apportioned to support this policy as per Section 4 above.
b. Delegations to Council or Committee for the purpose of solicitation of
County funds to support an event or project will not be permitted to
circumvent the process and will be monitored during the intake and
award period of the grant process.
c. County staff will not assist in the completion of any application submitted
to ensure compliance with submission requirements
d. Requests received, as per Schedule A, will be reviewed by staff and
determined to be either eligible or ineligible using Schedule B
e. Eligible applications will be summarized and presented to either Council
or Committee for consideration
f. Ineligible applications will be notified and advised as to the reason why their
request did not proceed through the process.
g. Once the annual allotted amount of Grant or Sponsorship has been exhausted,
any further funding requests will not be considered. These applicants will be
notified when/if this occurs and will require resubmission during the next intake
period.
h. Record of approved requests will be issued their funding cheques once approved
i. By December 1 of each year, staff will determine if reporting back has been
completed and, if not, will provide one-time follow-up with the group advising that
they are non-compliant.
j. Before the next intake period, staff will report back to Council or Committee
information related to non-compliance
k. Non-compliant applicant information from current and prior years will be kept to
provide information during future intake years and used to ensure that these
groups do not obtain further funding until compliant
l. Applicants may comply by submitting either the appropriate missing information
or by returning the funds originally gifted by Council.
m. After one further year of suspension, said applicant may be removed from the list
of non-compliance.
12. DEFINITIONS:
¤ ÐApplicantÑ means the group or organization making the request for grant or
sponsorship.Change of leadership within the organization or group does not change
the status of the applicant.
¤ ÐCapitalÑ means a project involving the construction or purchase of an item of
physical substance that will be used/available for more than one year. Large
requests must be forwarded to Council for approval and will require
group/organization to submit all supporting documentation or application will not
be forwarded.
¤ÐCommitteeÑ means a subcommittee of Council withdelegated authority to
administer some portions of theGrant Program
¤ Ð CommunityÑ means the jurisdictional boundaries within the Corporation of the
County of Elgin. Grant Priority Area for streams #2 and #3 may consider exceptions
within the boundaries of theCity of St. Thomas.
¤ ÐCountyÑ means the Corporation of the County of Elgin.
¤ ÐDonationÑ is typically given without restriction onfunds being spent on specific
projects or initiatives.
¤ ÐFacilityÑ means County lands, buildings and portions of buildings available for rent
or lease (owned and operated by the County).
¤ ÐFeesÑ means charges levied with respect to the renting/leasing of facilities and
related equipment as set out in the CountyÓs Fees and Charges By-Law.
¤ ÐGrantÑ is defined as a sum of money given by a government or other
organization for a specificpurpose.
¤ ÐIn-KindÑ means the use of County property/facilities, materials, or resources other
than cash.
¤ ÐLarge GrantÑ means a contribution provided to the applicant to support a
Capital Expense with a defined end date at an amount as outlined in
Schedule C.
¤ ÐLevyÑ means the portion of County Revenue required less all other sources of
funding that is imposed upon ratepayers to balance the budget. The portion of
County Revenue that is raised by taxation only.
¤ ÐPartnershipÑ means a simple partnership that involves a short-term agreement or
contract under which two or more entitiesagree to unite their efforts or their
resources to achieve a common goal.
¤ ÐNon-complianceÑ means that the group or organization has failed or refused to
comply with the terms of a previously successful application of grantor
sponsorship given to them for an event or special project.
¤ ÐNon-profit organizationÑ means an organization that does not exist to make a profit
and provides public benefit through arts, culture, recreation, education and/or
community-focused activities operating within the County.
¤ ÐService GroupÑ meansa service club or service organization that is a voluntary
nonprofit organization where members meet regularly to perform charitable works
either by direct hands-on efforts or by raising money for other organizations. These
organizations mayraise funds to forward same to other organizations. Examplesmay
include but are not limited to: Kiwanis International, Rotary International, Lions Clubs
International, Civitan International, DeMolay International, Sertoma, and Optimists
International.
¤ ÐSmall GrantÑ means a contribution provided to the applicant to support a
program, service, or operating expense requested at an amount as outlined
in Schedule C.
¤ ÐSponsorshipÑ means a contribution requested to support a specific program, service,
or operating expense given at a set amountas in Schedule C.
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Name of
Program/Event/Project
Contact Name
Position
Mailing Address
Phone Number
Email
Which stream does your request fall under? Please review the Grant and Sponsorship Policy
for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10% of
capital project need.
Application deadline: No less than one year before the date of need.
Total Amount Requested: ____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity, not-for-profit or volunteer organization? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization: _________________________
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
Outline where this project, program/service, or event will take place. If you are applying for
event funding, please indicate the anticipated event attendance. If you are applying for
program/service funding, please indicate how many people from the County of Elgin use this
service.
Please provide a clear description of the project, event, or program/service and detail how the
funds will be used. Please include key dates of scheduled activities and the target audience.
How does your project, event, or program/service fill a need within the community? Please
describe how your project, event, or program/service enhances the community to achieve a
positive impact.
If this is not a new project, event, or program/service, please explain how County support will
help enhance your existing initiative to boost participation and/or volunteer involvement.
Please describe the financial need of your organization and the reasons for requesting this
support. Indicate other forms of sponsorships/funding that have been applied for or received.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily and
clearly outlines financial information about the specific project, event, or program/service for
which the funding is being requested and must accurately disclose the full value of any
pledges outstanding or funding received for the project, event or program/service at the time
of submission.
A brief sample budget outline is provided below. Please attach your full project event/program
budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible procurement
practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support the
project. Provide current funder decision of the support and the reason for their
decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection of
Privacy Act (MFIPPA) including name, address, telephone number and email address is
collected under the authority of the County of ElginÓs Access to Information and Privacy Policy
and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per Section
10: Accountability and Recognition of the Grant and Sponsorship Policy, the results of the
event/project to the County of Elgin after the event/project has concluded. I understand that
the grant or sponsorship provided is not transferrable to another group/organization. If the
event is cancelled or fails to occur, I understand that the funds granted will be owing back to
the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my knowledge,
true, correct, and complete. I understand that I will be notified of a decision regarding this
application once approved or denied.
I have attached all relevant documents/information based on the type of support our
application category requires as chosen above.
Organization Representative Name (print)
Applicant Signature
Schedule B
COUNTY OF ELGIN
Grant or Sponsorship Application Evaluation Checklist (for Staff
use only)
Date Application Received
Group/Organization Applying
Date:
Acknowledged Receipt on
Application is Scored
If Ineligible provide Reason below:
Application is Eligible/Ineligible
Amount being requested.
Under which Priority Area/Category is your request applicable (choose only one):
a) Sponsorship (Fill out Sections 1, & 4)
b) Grants (All Sections are to be completed)
Grant Request (Council)(Project BudgetGrant$2,001or above)
Criteria (Staff to Complete prior to Review at Council/Committee)Yes No
Application received by the deadline.
Application meets criteria of program applied for
Organization/Group based within, operating within, or serving the County of
Elgin.
Event/Program occurring within the County of Elgin.
Event/Program benefitting residents of the County of Elgin.
Organization/Group a registered Charity or Non-Profit.
Funding request clearly indicated.
Organization/Group has not received assistance from the County of Elgin in
prior year or in a current ongoing agreement
Request ask does not exceed 10% of total program budget and
County has not exceeded funding of this project in a prior period.
Organization/Group receiving assistance from other sources.
Applicant is in good standing relative to past grants/sponsorships?
Is Schedule D required? (Legal review necessary)
This application meets all criteria necessary to be forwarded to Council or
Committee including Agreement and appropriate Documentation?
Council Strategic Benefit/Initiative enhanced by supporting
this application.
Date forwarded to Council/Committee
Council/Committee Decision on Date:
Follow up on Schedule E Completed
Schedule C
COUNTY OF ELGIN
Grants or Sponsorship
Maximum Contribution Scale
Authority under this Policy
Committee Grants Program and
Economic Development Partnerships
Fair$2,000 maximum
Approved by Council
Festival $2,000 maximum
Approved by Council
Program Specific SupportÎOther
$2,000 maximum
Requests and Economic Development
Approved by Council
$2,000 maximum
In KindGrant
Approved by Executive Leadership Team
$5,000 Maximum Î funding limited to no
Small Grants - Small specific project Î
more than 10% of total Budget Î one-time
List specifics(consideration may be
requests only
given after applications for above is
Approved by Council
exhausted)
$1,501 to $5,000 Maximum Î funding
Economic Development Partnership
limited to no more than 10% of total
or other Departmentsas applicable
Budget Î one-time requests only that are
Î Specific one-time event where
in alignment with the CountyÓs current
County staff have direct agreed
Strategic Plan
upon involvement in the event (with
Approved by Executive Leadership Team
deliverables)
Community Development Partnerships (Council Approval Required)
Large Grants - Large specific Project Funding is limitedto no more than 10% of
above $5,001 Î Restricted to Capital the full project budget. Grant not to
Programming support will not be exceed Budgetedannual amount and
considered. pledges will not bind Council beyond their
current term
Approved by Council
Disaster Relief Case-by-Case Basis Guided by actions of
other Counties or Municipalities
Approved by Council
Loan Guarantees for any Ineligible and will not be considered
agencyor organization
Schedule D
AGREEMENT
THIS AGREEMENT made this ____ day of ________, 202_ (the ÐEffective DateÑ).
BETWEEN:
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called ÐCountyÑ or ÐMunicipalityÑ)
OF THE FIRST PART
- AND -
INSERT NAME OF LEGAL ENTITY
(hereinafter called ÐOrganizationÑ)
OF THE SECOND PART
RECITALS:
WHEREAS section 107(1) of the Municipal Act, 2001, c. 25, provides that Council may provide
a grant to a group for any purpose that Council considers in the interest of the Municipality;
AND WHEREAS Elgin County Council wishes to provide modest financial assistance through
the CountyÓs Grant and Sponsorship Policy to eligible and approved Elgin County non-profit
organizations for projects that meet Policy criteria and align with the goals of the Policy;
AND WHEREAS the Organization has applied for and wishes to receive such support from the
County;
AND WHEREAS the Organization been approved by Elgin County Council for participation in
the Policy, conditional upon the provision of certain assurances to the Municipality;
AND WHEREAS the Municipality and the Organization now wish to formalize their agreement
pursuant to the purchasing policies of the Municipality;
NOW THEREFORE in consideration of the sum of TWO DOLLARS ($2.00) now paid by each
party to the other as well as the mutual covenants contained herein, the nature and extent of
which consideration is acknowledged as sufficient and received, the Parties hereto agree as
follows:
1. GENERAL
1.1. Purpose of Agreement
This Agreement is for the provision of a Grant to the Organization in return for certain
guarantees assuring the County of the benefit of the Project to the County and use of the
Grant by the Organization for the faithful completion of the Project.
2. DEFINITIONS AND INTERPRETATION
2.1. Definitions
In this Agreement, unless the context otherwise requires, the following terms, regardless of
capitalization, shall have the following meanings:
2.1.1. "Confidential Information"
"Confidential Information" shall mean any non-public information, whether in oral, written,
electronic, or other form, disclosed by the Municipality to the Organization that is identified
as confidential or would reasonably be understood to be confidential under the
circumstances. Confidential Information includes, but is not limited to, personal health
information, municipal plans, policies, proprietary data, financial information, infrastructure
plans, public safety strategies, internal reports, and any other information that is not
publicly available.
2.1.2. ÐCouncilÑ
ÐCouncilÑ means the elected municipal council of the Municipality.
2.1.3. ÐEffective dateÑ
ÐEffective dateÑ means the date set out at the top of the Agreement.
2.1.4. ÐGrantÑ
ÐGrantÑ means all moneys, funds, or other financial instruments or products disbursed or
given by the County to the Organization.
2.1.5. ÐProjectÑ
ÐProjectÑ means the program, service, festival, fair or other event to be undertaken and
completed by the Organization for which the Grant contemplated by this Agreement has
been provided under this agreement.
2.2. Interpretation
2.2.1. Governing Documents and the Precedence Thereof
In case of any inconsistency or conflict between or within the provisions of this Agreement
any other document or writing, the provisions of such documents shall take precedence
and govern in the following order:
i) The body of this agreement;
ii) The Schedules hereto, including Schedule ÐAÑ, being the Application for the Grant,
and Schedule ÐBÑ, being the CountyÓs Grant and Sponsorship Policy.
These documents are integrated into this agreement and collectively form the entirety of
the agreement between the parties, and no supplement, modification, amendment, or
termination of thereto shall be binding unless executed in writing by the Parties. These
documents are collectively referred to herein as the ÐAgreementÑ.
2.2.2. Gender/Number
Words importing the singular shall include the plural and vice versa. Words importing
gender shall include all genders.
2.2.3. Headings Do Not Govern
The headings contained in this Agreement are for reference only and in no way affect this
Agreement.
2.2.4. ÐIncludeÑ
All instances of the word ÐincludeÑ and all conjugations thereof should be read as though
immediately followed by the words Ðwithout limitationÑ.
3. GENERAL COVENANTS OF THE ORGANIZATION
In addition to the other requirements of this Agreement, the Organization hereby acknowledges,
agrees, and covenants that:
i) The Organization is a legal entity that agrees to be bound to complete the Project as
set out in Schedule ÐAÑ hereto;
ii) The Organization and its Project meet the CountyÓs Grant and Sponsorship Policy
criteria and will continue to do so throughout the Term of this Agreement;
iii) The information contained in the Grant and Sponsorship Application Form was and is
true and correct and there has been no change in said information. The Organization
shall notify the County within seven (7) days of any change to said information;
iv) The Organization will use the Grant or any portion thereof only for purposes directly
relating to the Project;
v) Should any portion of the Grant not be utilized by the Organization for the Project then
the Organization shall immediately return the unused portion of the Grant to the County
following completion of the Project;
vi) At all relevant times during the effective Term of this Agreement, the Organization shall
have and maintain at least the following governance procedures:
a. procedures to provide for the prudent and effective management of Grant funds and
monies;
b. procedures to enable the successful undertaking of the Project;
c. procedures to enable the preparation and delivery of all reports required herein.
4. GENERAL COVENANTS OF THE COUNTY
The County shall disburse a Grant of $X,XXX to the Organization within thirty (30) days of the
execution of this Agreement by all parties.
5. SUMMARY OF PROJECT AND GRANT
The Parties acknowledge and agree that the following summary particularizes the
Organization, the Project, and the Grant as contemplated by this Agreement:
Address: Authorized Applicant:
Grant Funding Stream:
Telephone Number: Date of Approval:
Description of Project: See Schedule ÐAÑ
Email Address:
Anticipated Commencement Date Anticipated Completion Date
of Project: of Project:
Amount of Grant and Disbursement Grant Period:
Schedule:
The term of this Agreement is from the effective date to the later of the Anticipated Completion
Date and the Actual Completion Date of the Project. Time is of the essence in this agreement.
6. TERMINATION
6.1. Termination for Cause
In the event of default hereunder by the Organization, which shall include any failure to meet any
obligation imposed by this Agreement, any unapproved delay in the Project, or any act of bad faith,
the Municipality may cancel the Grant immediately and without notice. In the event of such
cancellation, any and all Grant monies previously disbursed to the Organization are immediately
due and payable to the County by the Organization. Such payment shall be delivered by the
Organization within fifteen (15) days of receipt of a written notice of default and cancellation.
For clarity, if any agent of the Organization treats any Municipal agent, including Municipal officers,
staff, volunteers, or other agents, in a manner that violates a workplace policy of the Municipality,
including anti-harassment and anti-bullying policies, such conduct shall constitute a default under
this agreement that may form the basis for termination without cause under this provision.
The obligations for repayment of any amount owing to the County and the insurance and
indemnity provisions of this Agreement shall survive termination.
7. SAFETY AND EQUIPMENT
7.1. Safety
The Organization warrants and agrees that it has the expertise, knowledge, and abilities
necessary to ensure compliance with all relevant safety standards applicable to the Project,
which include statutory, regulatory, by-law, professional, and other applicable safety
standards. The Parties therefore agree that ensuring that the Project is performed in a manner
that ensures the safety of the Organization, Equipment operators, members of the public, and
public and private property is the sole responsibility of the Organization.
7.1.1. Safety Training Required
Any and all operators, employees, or other agents of the Organization shall be trained in
a manner that ensures that their duties are carried out safely and in compliance with
relevant statutory, regulatory, professional, or other applicable standards.
7.1.2. Organization to Ensure Compliance
The Organization warrants that it is aware of and will at all times ensure compliance with
all relevant safety standards, which include statutory, regulatory, by-law, professional, and
other applicable safety standards, including under the Occupational Health and Safety
Act, R.S.O. 1990. C. O.1, as amended from time to time.
7.1.3. Workplace Safety and Insurance Board
If the Organization has employees or is otherwise required to register with the Workplace
Safety and Insurance Board, then upon execution of this Agreement and upon request
thereafter the Organization must obtain and forward to the Municipality a certificate of
clearance from the Workplace Safety and Insurance Board stating that, as of the current
date, the Organization is in good standing with the Board.
7.1.4. Ministry of Labour Requirements
The Organization shall ensure that its employment practices, employment standards, and
notices of contract comply with all relevant statutes, regulations, and requirements of the
Ministry of Labour.
8. INSURANCE
The Organization shall take out and keep in force throughout the term of this Agreement a
comprehensive policy of public liability and property damage, which shallinclude bodily injury and
property damage liability, personal injury liability, completed operations liability, and blanket
contractual liability with a severability of interest and cross liability clause. Such policy shall provide
coverage in respect of any insurable event with a minimum limit of $2,000,000.00 (Two Million
Dollars), exclusive of interest and cost, against loss or damage resulting from bodily injury to, or
death of, one or more persons and loss of or damage to property. Such policy shall further name
the Municipality as additional insured. The Organization shall, at the request of the Municipality,
forward a certified copy of the policy or certificate thereof to the Municipality before the work is
started.
Prior to the use by the Organization or any agent thereof of any vehicle not covered under the
aforementioned policy, the Organization shall take out and keep in force throughout the term of
this Agreement a Non-owned Automobile liability policy or other applicable policy that shall provide
a limit of no less than Two Million ($2,000,000) dollars per occurrence and which shall name the
Municipality as additional insured.
All aforementioned policies of insurance shall:
i) Be written with an insurer licensed to do business in Ontario;
ii) Be non-contributing with, and will apply only as primary and not excess to, any other
insurance or self-insurance available to the Municipality;
iii) Contain an undertaking by the insurer to notify the Municipality in writing not less than sixty
(60) days before any material change in risk or cancellation of coverage.
iv) Provide that any deductible amounts shall be borne by the Organization.
9. INDEMNITY
The Organization shall indemnify and hold harmless the Municipality, its officers, Municipal
Council, Employees and volunteers from and against any liabilities; claims; expenses; demands;
losses; costs, including legal costs on a full indemnity basis; damages; suits or proceedings by
whomsoever made, arising directly or indirectly out of this Agreement. The Organization shall take
due and proper precautions for the prevention of accidents to its employees and other persons
and property during or in consequence of the work and should the Municipality incur, pay, or be
put to any loss, damages, costs, charges or expenses or claims arising out of any failure to do so,
the Organization shall forthwith, upon demand, repay the same to the Municipality.These
indemnities shall survive the expiration or termination of this Agreement and continue thereafter in
full force and effect.
The Municipality shall not be liable to the Organization or any other party in relation to the Project
undertaken by the Organization pursuant to the Terms of this Agreement and the parties agree
that the Organization shall not be deemed an agent of the Municipality for any purpose under this
Agreement. The Organization shall be solely responsible for the payment of any individuals or
other entities employed, engaged or retained by the Organization for the purpose of assisting it in
the fulfilment of its obligations under this Agreement.
10. RECORDKEEPING, REPORTING, AND RIGHTS OF INSPECTION
10.1. Recordkeeping
The Organization shall preserve all accounts, records, receipts, vouchers, and other
documents pertaining to the Project or the use of the Grant. Such records must remain
available for inspection by the Municipality until the expiration of two (2) years from the date of
the completion of the Project.
10.2. Requirement to Report
The Organization shall submit a Project Report to the County no later than six months after
the commencement of the Project and at least every additional six months thereafter. The
Organization shall submit a final Project Report within sixty (60) days of completion of the
Project. Project Reports shall contain a detailed financial accounting of use of the Grant funds.
10.3. Rights of Inspection
The Organization will grant County staff access to its records of the Project and Grant for the
purpose of determining compliance with this Agreement. To facilitate the CountyÓs rights of
inspection, the Organization shall make available all facilities, physical and otherwise, for such
audits and inspections and shall furnish the County and its authorized representatives with all
such information as is from time to time required or requested. The County shall have the right
to make copies thereof and take extracts therefrom.
11. MISCELLANEOUS
11.1. Acknowledgement of Contribution
The Organization shall, as approved by the County, acknowledge the financial support of the
County in any and all publications or media releases of any kind relating to the Project. The
Organization shall note in any such publication that the views expressed therein are not
necessarily the views of the County.
11.2. Confidentiality and Disclosure
The Organization hereby agrees to keep confidential all confidential information received from
the Municipality, except as otherwise required by law. The Organization acknowledges that all
records, including information received from the Organization, that are in the custody or
control of the Municipality are subject to the Municipal Freedom of Information and Protection
of Privacy Act, R.S.O. 1990, c. M.56, as amended or replaced, and may be subject to
disclosure thereunder. The Organization hereby attests to its knowledge of the Municipal
Freedom of Information and Protection of Privacy Act and the regulations thereto.
11.3. Delay
In the event that there is a Service Delay for any reason whatsoever, including equipment
breakdown or operator unavailability, the Organization shall notify the Municipality thereof by
email and telephone as soon as possible. The Organization acknowledges that such delay
could result in damages, including liquidated damages against the Organization and that such
damages may be deducted from any subsequent payment to the Organization.
11.4. Notice
Except as otherwise specified, where any notice, direction or other communication is required
to be or may be given or made by one of the parties hereto to the other, it shall be deemed
sufficiently given or made if delivered in writing to such party at the following addresses:
MUNICIPALITY:
(ADDRESS)
(E-mail)
ORGANIZATION:
(ADDRESS)
(E-mail)
11.5. Non-Enforcement Does Not Constitute Waiver
No waiver of any part of this Agreement will be deemed to be a waiver of any other provision.
No term of this Agreement will be deemed to be waived by reason of any previous failure to
enforce it. No term of this Agreement may be waived except in a writing signed by the party
waiving enforcement.
11.6. Governing Law
The validity, construction, and performance of this Agreement shall be governed by the laws
of the Province of Ontario and the Law of Canada applicable therein from time to time.
11.7. Execution by Counterpart; Electronic Signatures Permitted
This Agreement may be executed in one or more counterparts and thereafter exchanged by
scanned, emailed or facsimile transmission methods, each of which document, once
executed, shall constitute an original thereof and all of which together shall constitute one and
the same Agreement. This Agreement may be signed by way of electronic signatures,
provided that such electronic signatures comply with the MunicipalityÓs policies regarding the
same.
11.8. No Assignment without Consent
The Organization may not assign this Agreement or any right or obligation under this
Agreement without receiving the MunicipalityÓs written consent in advance.
11.9. Entire Agreement
This Agreement constitutes the entire agreement between the parties with respect to the
subject matter hereof. This Agreement supersedes any prior agreements, understandings,
negotiations and discussions, whether oral or written, between the parties.
11.10. Severability
If any clause of this Agreement shall be determined by a court of competent jurisdiction as
illegal or unenforceable, then such clause shall be considered separate and severable from
the rest of this Agreement, and the remaining provisions shall remain in full force and effect
and shall continue to be binding upon the parties as though the illegal or unenforceable clause
had never been included.
IN WITNESS WHEREOF this Agreement has been executed by the parties as of the effective date.
SIGNED AND DELIVERED
) ORGANIZATION
)
)
) per:_______________________________
) Name:
) Position:
)
) I/We have authority to bind the Corporation.
)
)
) MUNICIPALITY
)
)
) per:_______________________________
) Name:
) Position:
)
)
) per:_______________________________
) Name:
) Position: Chief Administrative Officer
)
) I/We have authority to bind the Corporation.
Schedule E
COUNTY OF ELGIN
Grants and Sponsorship Policy
Report Back Requirements (for tracking of compliance by Staff)
Dateof Event or Project
Completion
Group/Organization
Amount Paid to Group/Org
Other:
Client in Good Standing with
Reporting
Reporting shall include: Yes No
Reporting received on or before 60 days after event
A picture or newspaper article of the event activities from the day of
the event
Number or approximate number of attendees/users
A full reconciliation of the Revenues collected at the event/for the
project including other sponsorships, and a full reconciliation and
details of costs expended to hold the event/complete project.
Explanation of where the County of Elgin logo was used in
Advertising or other Recognition of County Support
Other requirements: As per Application
Council/Committee requested report back information be circulated to
them
Follow up Required on Date:
Contacted Client by email(s) attached
Client has resolved concerns on: Date:_______
Date forwarded to Council/Committee due to non
Compliance:
Council/Committee Decision on Date:
Report to Committee of the Whole
From: Katherine Thompson, County Clerk/Manager of Administrative Services
Date: September 8, 2026
Subject: ADM 26-30 Proposed Contents of Regulations for a Standardized Code of
Conduct and IC Process
Recommendation(s):
THAT Elgin County Council direct staff to submit feedback on the proposed contents of
regulations under the Municipal Accountability Act, 2026.
Introduction:
On August 18, 2026 the Minister of Municipal Affairs and Housing announced that
consultations for the content of the regulations pursuant to Bill 9, Municipal
Accountability Act are open and will close on October 2, 2026. It is proposed that the
regulations, once finalized will take effect on November 15, 2026.
Background and Discussion:
The Municipal Accountability Act, 2026 received Royal Assent on June 2, 2026. The
Province is now proposing a regulation passed pursuant to the Act. Its stated purpose is
to strengthen the municipal code of conduct framework as follows:
1. Establish a single, standardized municipal code of conduct that would apply to all
members of council and of certain local boards.
2. Create standardized processes to be followed by municipal integrity
commissioners.
3. Establish roles and requirements related to education and training for the
Integrity Commissioner of Ontario (ICO), municipal integrity commissioners, and
members of councils and certain local boards.
The province is seeking feedback regarding the proposed contents of this regulation.
These can be read in detail in
Contents of Regulat, and are
summarized below:
1. Proposal for a Regulation to Establish a Standard Municipal Code of
Conduct
The proposed regulation, to be passed by the Lieutenant Governor in Council will
establish a single standardized municipal code of conduct that would apply to all
members of council and of certain local boards.
The contents of the regulation include:
Core Principles Integrity, accountability, transparency, respect, and responsible
conduct.
Gifts, benefits, hospitality Limits what members can accept and requires disclosure
of gifts over $200.
Use of influence Prohibits using public office for improper or preferential treatment.
Municipal Property and resources Limits use of municipal property and resources
to official duties.
Confidential information Protects confidential information from unauthorized access,
use, or disclosure.
Respectful conduct Sets expectations for respectful behaviour towards colleagues,
staff, and members of the public.
Harassment, discrimination, and violence Prohibits abusive, bullying, intimidating,
discriminatory, or violent behaviour.
Respect for the Code of Conduct Requires cooperation with the Integrity
Commissioner and prohibits retaliation or interference with investigations.
Staff have compared the proposed regulation with the current Code of Conduct adopted
by Elgin County Council and have found that the two contain very similar provisions.
Nothing proposed in the provincial standard is inconsistent with the Code of Conduct
that is currently applicable to Elgin County Councillors. In fact, the County
Code of Conduct contains additional provisions relating to conflicts of interest, nepotism,
election campaigns, and communications and media relations that are not included in
the proposed provincial standard code.
2. Proposal for a Regulation to Establish Municipal Integrity Commissioner
Processes
The regulation would establish standardized processes for Integrity Commissioners
including:
A standard complaint process and form, including specific requirements
for information and supporting documentation.
Clear timelines and criteria for submitting complaints, including exceptions
for serious matters and election periods.
Standardized procedures for reviewing complaints, including screening for
frivolous, vexatious, insufficient, or out-of-scope complaints.
Requirements for notifying parties involved when an inquiry is
commenced, suspended, resumed, or terminated.
A standardized timeline requiring inquiries to be completed within 120
days, with a possible 60-day extension for serious matters.
Standardized reporting and recommendations processes, including
providing members with an opportunity to respond before a finding of a
code of conduct violation is issued.
Requirements for reporting the outcome of an inquiry to the municipality or
local board, the requestor, and the member who was the subject of the
inquiry.
3. Proposal for Regulation to Establish Education and Training Requirements
for Municipal Integrity Commissioners and for Members of Councils and
Certain Local Boards
The Integrity Commissioner of Ontario (ICO) would provide training to
municipal integrity commissioners on the application of the code of
co
conducting inquiries, and reporting inquiry results.
Municipal integrity commissioners would be required to complete ICO-
provided training within three months of the regulation coming into force or
within three months of becoming a commissioner, whichever is later.
Information confirming completion of the training would be publicly
available.
Municipal integrity commissioners would provide training to members of
council and certain local
obligations, and the procedures for making complaints, conducting
inquiries, interacting with council, and receiving inquiry reports.
Members would be required to complete this training within five months of
beginning their term and annually thereafter. Municipalities would make
ADR Chambers Comments
Chambers to ask for his preliminary opinion on the proposed changes. Mr. Maynard
indicated that the proposed contents of the standardized code of conduct align with
many common elements in existing municipal codes of conduct.
eem to align with similar timelines for
investigations under the Municipal Conflict of Interest Act, which has a 6-week
knowledge-based time limitation period and requires declaring when an
applicant/complainant become aware of the issue to ensure compliance. It also sets firm
timelines for case completion though ADR Chambers usually completes investigations
more expediently than the proposed timelines.
The training element will require every municipality to engage with the IC office for
training soon after every municipal election and regularly thereafter. This will add to the
-in costs but could also reduce investigation
costs as a result of regular training.
Financial Implications:
Annual Council Member training by the Integrity Commissioner required for regulatory
compliance, is an additional cost that currently does not exist.
Advancement of the Strategic Plan:
This initiative relates to
commitment to accountability and good governance by ensuring compliance with
applicable legislation and provincial standards.
Local Municipal Partner Impact:
Local Municipal Partner Council will be subject to the same contents of the proposed
regulation.
Communication Requirements:
Should Council indicate, staff will submit comments on the proposed contents of
regulations under the Municipal Accountability Act, 2026 to the Ministry of Municipal
Affairs and Housing by the deadline of October 2, 2026.
Conclusion:
The Ministry of Municipal Affairs and Housing is accepting comments on the proposed
contents of regulations under the Municipal Accountability Act, 2026 until October 2,
2026. Staff will incorporate Council feedback into a submission by the October deadline.
All of which is Respectfully Submitted Approved for Submission
Katherine Thompson Blaine Parkin
County Clerk/Manager of Administrative Services Chief Administrative Officer
The Municipal Accountability Act, 2026 received Royal Assent on June 2,
2026. If brought into effect, the Act would strengthen the municipal code of
Council (LGIC) regulations to:
I. Establish a single, standardized municipal code of conduct that would
apply to all members of council and of certain local boards.
II. Create standardized processes to be followed by municipal integrity
commissioners.
III. Establish roles and requirements related to education and training for
the Integrity Commissioner of Ontario (ICO), municipal integrity
commissioners, and members of councils and certain local boards.
It is proposed that regulations would be in effect on November 15, 2026
the start of the new municipal council term.
The government is seeking public input on the contents to include in these
regulations.
Note: the reference to local boards throughout the document is as defined
in s. 223.1 of the Municipal Act, 2001 and s. 156 of the City of Toronto Act,
2006
I. Proposal for a Regulation to Establish a Standardized
Municipal Code of Conduct
If brought into effect, the Municipal Accountability Act, 2026 would
strengthen the municipal code of conduct framework and enable, among
other matters, regulations by the Lieutenant Governor in Council (LGIC) to
establish a single, standardized municipal code of conduct that would
apply to all members of council and of certain local boards (as defined in s.
223.1 of the Municipal Act, 2001 and s. 156 of the City of Toronto Act, 2006)
in all municipalities across Ontario.
The government is seeking input on the content of the standardized
municipal code of conduct. The proposed contents of this regulation are as
follows:
1. Core Principles
2. Definitions
3. Application
4. Gifts, Benefits and Hospitality
5. Use of Influence
6. Use of Municipal Property and Resources
7. Confidential Information
8. Respectful Conduct
9. Harassment, Discrimination and Violence
10. Respect for the Code of Conduct
1.
code. Proposed principles include requiring that every member, while
performing their duties and in representing the municipality in matters
that materially affect municipal business, is expected to:
Serve and be seen to serve their functions in a conscientious and
diligent manner
Act with integrity, accountability, and transparency
Avoid misuse of their influence as a public office holder and
conflicts of interest, both apparent and real
Promote respect for the municipality, other members, municipal
staff, and municipal policies
Promote a safe, effective and respectful workplace free of
harassment, discrimination, and violence
2. Definitions of key terms including:
Gifts or Benefits
o Meaning anything of value including but not limited to things like
cash, objects of value, services, meals, accommodations or
entertainment.
Municipal Property
o Includes land, facilities, equipment, supplies, services, staffing
resources or other resources including materials, websites and
transportation services of the municipality.
Confidential Information
o Information in the possession of the municipality that this
municipality is prohibited from disclosing, required to refuse to
disclose, or has exercised its discretion to refuse to disclose
under law.
o Information concerning matters that are considered in a meeting
closed to the public under section 239 (2 and 3) of the Municipal
Act, 2001 or Section 190 (2 and 3) of the City of Toronto Act,
2006.
Employee
o Includes all employees, dependent contractors and volunteers
of the municipality and employees, dependent contractors and
Parent
o Means a person who has demonstrated a settled intention to
treat a child as a member of his or her family
Spouse
o Means a person to whom the person is married or with whom the
person is living in a conjugal relationship outside marriage
Child
o Means a child born within or outside marriage and includes an
adopted child and a person whom a parent has demonstrated a
settled intention to treat as a child of his or her family.
3. Application
The code of conduct would apply to all members of council and of
certain local boards (as defined in section 223.1 of the Municipal Act,
2001 and section 156 of the City of Toronto Act, 2006).
The code would not replace the Municipal Conflict of Interest Act, and
members of council must continue to comply with other legislation,
policies and by-laws governing conduct including the Municipal Conflict
of Interest Act.
4. Rules pertaining to gifts, benefits, and hospitality prohibiting their
acceptance by members of council or their parent, spouse, or child
except under the following circumstances:
Political contributions otherwise reported by law
Authorized compensation
Services provided without compensation by persons volunteering
their time
A gift that is received as part of protocol, custom or social obligation
A memento of a function honouring the member
Admission to a widely attended event (i.e. a convention,
conference, etc.) if invited by the organizing entity and attending in
official capacity to participate as a speaker, perform a ceremonial
function or if attendance is appropriate in their official capacity and
is unsolicited by the member
Admission to an event hosted by a charity or a non-profit community
organization, unsolicited by the member, provided that the
invitation and admission are extended directly by the host entity and
are not provided by a third-party
Admission to training or educational programming related to the
members duties and in the interest of the municipality
Food, lodging, transportation and entertainment provided by a
federal, provincial, municipal or foreign government where the
member is attending in an official capacity
attendance serves a municipal purpose, the person extending the
invite or their representative is in attendance, the value is
reasonable and the invitation is infrequent
Communications to the member such as subscriptions to
newspapers
In municipalities with a by-law providing for a system of registration of
persons who lobby public office holders, a member shall not accept a
gift or benefit from a person who lobbies public office holders, except a
political contribution authorized by law.
If gifts are accepted under one of these exceptions, and the value of the
gift or of multiple gifts from one source exceeds $200 in a calendar year
the member must report these gifts to the Clerk of the municipality within
30 days, by filing a disclosure statement.
A disclosure statement should include the nature of the gift, its source,
the date it was received, the circumstance in which the gift was given or
received, the estimated value, and what the member intends to do with
the gift.
All statements of disclosure that are filed should be made available to
the public.
5. Rules regarding improper use of influence are proposed to prohibit
member from:
Using their office or influence for any purpose other than their
official duties.
Using their office or influence for preferential treatment beyond
activities in which members normally engage, including on behalf of
their constituents, as part of their official duties.
6. Rules prohibiting use of municipal property for purposes outside of
The property is made available to the member in the capacity of
their office and is used in duties associated with their office.
The property is available generally to the public and the member is
not receiving preferential use.
7. Rules prohibiting the disclosure or misuse of confidential information
including that a member:
Shall not disclose or release confidential information to any
unauthorized person, including a member of the public, acquired by
virtue of their role except as authorized by the council of the
municipality or where required by law
Shall not use or disclose confidential information for any reason
other than fulfilling their duties
Shall not disclose or release confidential information to any
member of the public discussed or deliberated at a closed council
meeting unless authorized by council of the municipality or by law
Shall not access or attempt to access confidential information
unless necessary for performing their duties and not prohibited by-
law or policy of the municipality
8. Rules for respectful conduct that set standards for member behaviour in
the exercise of their public office or where their conduct materially
affects the municipal business, including at meetings, in interactions
with municipal staff and lobbyists, and in official public
communications, including on social media, but not personal or political
activities unrelated to municipal responsibilities. Requirements may
include that members:
Conduct themselves with decorum at all times, including at council
and committee meetings in accordance with procedure by-laws
Respect the role of municipal employees and officers and show
respect for their professional capacities, including their role to
provide advice based on political neutrality and without undue
influence from any member
A member must not:
o Maliciously or falsely damage the reputation of municipal
employees or officers
o Compel municipal employees or officers to engage in partisan
activity or subject them to threats or discrimination for refusing
to participate in partisan activity
o Use or attempt to use their authority or influence to intimidate,
threaten, coerce, command or influence municipal employees
or officers with the intent to interfere with their duties, including
the duty to disclose improper activity
9. Rules prohibiting actions that constitute workplace harassment,
discrimination, and violence. Requirements may include that the
member shall, both in person, on social media or any other means:
Not engage with members of the public, municipal employees or
other member in an abusive bullying, intimidating or derogatory
manner
Help ensure that their work environment is safe and free from
discrimination, harassment and violence
10. Rules for respect of the code of conduct such that:
Members shall not obstruct an integrity commissioner (i.e.,
municipal integrity commissioner or the Integrity Commissioner of
Ontario) in carrying out their responsibilities
A member must not take reprisal or threaten reprisal against anyone
who has complained to the integrity commissioner or who has
provided relevant information to the integrity commissioner
A member shall not destroy any document and relevant evidence or
erase electronic communications or refuse to respond to the
integrity commissioner where a complaint has been initiated in
respect of the code of conduct.
II. Proposal for a Regulation to Establish Municipal Integrity
Commissioner Processes
If brought into effect, the Municipal Accountability Act, 2026 would
regulations to create standardized processes to be followed by municipal
integrity commissioners. The government is seeking public input on the
contents to include in these regulations.
standardized processes to be followed by municipal integrity
commissioners (Commissioners).
1. A standard complaint process and form to be used for all complaints to
the municipal integrity commissioner. This complaint process would
include:
A request for an inquiry referred to in section 223.4 of the Act about
whether a member of council or of a local board has contravened
the code of conduct applicable to the member shall be made in
writing on a form including:
o The full name, address, telephone number and email address (if
any) of the person making the request;
o The name of the member of council or of a local board who is the
subject of the request;
o A description of the actions or conduct claimed to be in
contravention of the code of conduct, with reasonable certainty
and detail, including the date, place and nature of the
occurrences on which the request is based;
o The provisions of the code of conduct that may have been
contravened, if known;
o Copies of any documents that support the request;
o The names, addresses, telephone numbers and email
addresses of any persons who might reasonably be expected to
have knowledge of the matters that are the basis of the request,
if available; and
o If the request is being made more than six weeks after the
actions or conduct described, a statement of when and how the
requestor became aware of the actions or conduct.
A request shall be delivered to the Commissioner or the Clerk, who
shall promptly deliver it to the Commissioner.
A request may only be made within six weeks after the requestor
became aware of the alleged contravention.
o A request may be made more than six weeks after the requestor
became aware of the alleged contravention if the alleged
contravention is of a serious nature involving harassment,
bullying, discrimination or violence.
o A request may be made more than six weeks after the requestor
became aware of the alleged contravention if both of the
following are satisfied:
The requestor became aware of the alleged
contravention within the period of time starting six
weeks before nomination day for a regular election,
as set out in section 31 of the Municipal Elections
Act, 1996, and ending on voting day in a regular
election, as set out in section 5 of that Act.
The requestor makes a request to the Commissioner
under subsection 2 within six weeks after the day
after voting day in a regular election, as set out in
section 5 of the Municipal Elections Act, 1996.
A request may only be made within 4 years of the last date of the
actions or conduct claimed to be in contravention of the code of
conduct.
2. Standardized protocols for the municipal integrity commissioner to
follow upon receipt of a complaint. These include screening for
frivolous/vexatious complaints or complaints beyond jurisdictional
scope of the integrity commissioner (including the complaint not being
Within 10 days after receiving a request, the Commissioner shall
review the request to determine whether the circumstances under
which the Commissioner may conduct or continue an inquiry
described below apply to the request and notify the requestor of
their determination.
o If the request does not contain the information required or the
request is otherwise insufficient to make the determination
required, the Commissioner may provide an opportunity to the
requestor to remedy any deficiencies before making the
determination required by and the time period set out does not
apply.
The Commissioner shall not conduct or continue an inquiry if the
Commissioner is of the opinion that:
o The request was not made within the time period allowed;
o The request for an inquiry is frivolous, vexatious or not made in
good faith;
o That there are no grounds or insufficient grounds for an inquiry;
o There is no reasonable prospect of a finding that the conduct
described in the request contravenes the code of conduct
applicable to the member; or
o The request is outside the jurisdiction of the Integrity
Commissioner
The Commissioner shall refuse a request made during the period of
time starting on nomination day for a regular election, as set out in
section 31 of the Municipal Elections Act, 1996, and ending on
voting day in a regular election.
Within 5 days of commencing an inquiry, the Commissioner shall
notify the member who is the subject of the inquiry.
If the Commissioner suspends an inquiry under section 223.8 of the
Act, the Commissioner shall promptly:
o Notify the municipality or local board, and the member who is
the subject of the inquiry of the suspension; and,
o Notify the requestor of the suspension and advise the requestor
of the circumstances under which the inquiry will be resumed by
the Commissioner and whether the requestor is required to take
any steps before the Commissioner will resume the inquiry.
Regardless of whether any steps required of the requestor have
been fulfilled, the Commissioner may exercise their discretion to
resume an inquiry that was suspended under section 223.8.
o If the Commissioner resumes an inquiry that was suspended
under section 223.8 of the Act, the Commissioner shall promptly
notify the requestor, the municipality or local board, and the
member who is the subject of the inquiry.
o If Commissioner decides not to resume an inquiry that was
suspended under section 223.8 of the Act, the Commissioner
shall notify the municipality or local board, the requestor, and
the member who is the subject of the inquiry.
If Commissioner terminates an inquiry under subsection 223.4(7) of
the Act, the Commissioner shall promptly,
o notify the member who is the subject of the inquiry of the
termination; and,
o notify the requestor of the termination and advise the requestor
of the requirement set out in subsection 223.4(8) of the Act.
The Commissioner may combine an inquiry pursuant to section
223.4 of the Act with an inquiry pursuant to section 223.4.1 of the
Act as long as any procedural requirements specific to each type of
inquiry are met.
The Commissioner may attempt to settle any matter at any time.
3. Standardized inquiry timelines requiring that inquiries be completed
within a specific timeframe after a complaint is received. Including:
The Commissioner shall complete the inquiry within 120 days after
receiving a complete request.
The time needed to complete an inquiry may be extended by up to
60 days if both of the following conditions are met:
o If the alleged contravention is of a serious nature or involving
harassment, bullying, discrimination or violence, and
o The Commissioner provides notice and reason for the extension
to the requestor, subject of the inquiry and municipality or local
board.
The period of time for completion of an inquiry does not run during
the period of time an inquiry is suspended under section 223.8 of
the Act.
After terminating an inquiry under subsection 223.4(7) of the Act,
the period of time for completion of an inquiry established starts
again if another inquiry is commenced under subsection 223.4(8) of
the Act.
4. Standardized reporting and recommendations process for outcomes of
investigations, including:
Within the 120 days to complete the inquiry and possible 60 days
extension, before issuing a report finding a contravention of the
code of conduct, the Commissioner must provide notice to the
member who is the subject of the inquiry the basis for the proposed
finding and any recommended penalty or remedial action, and an
opportunity to comment on the proposed findings and any
recommended sanction or remedial action.
Upon completion of the inquiry, if the Commissioner is of the
opinion that the member has not contravened the code of conduct,
the Commissioner shall notify the requestor and the member who is
the subject of the inquiry about the outcome of the inquiry, and may
provide written reasons for their determination to the requestor and
the member who is the subject of the inquiry, and may provide a
report to the municipality or local board.
Upon completion of the inquiry, if the Commissioner is of the
opinion that the member has contravened the code of conduct, the
Commissioner shall report to the municipality or local board within
30 days unless the Commissioner intends to make a
recommendation to the Integrity Commissioner of Ontario pursuant
to section 223.4.0.1 of the Act.
Upon completion of the inquiry, if the Commissioner is of the
opinion that all of the criteria listed in subsection 223.4.0.1(1) of the
Act are met, and the Commissioner recommends that the seat of
the member be declared vacant, the Commissioner shall so notify
the municipality or local board, the requestor, and the member who
is the subject of the inquiry.
If a matter is referred back to the Commissioner under paragraph 1
of subsection 223.4.0.2 (4) of the Act, the Commissioner shall
report to the municipality or local board within 30 days.
A report to the municipality or local board by the Commissioner
shall address whether the Commissioner is of the opinion that the
member has contravened the code of conduct, and if so, whether
either of the penalties described in subsection 223.4 (5) should be
imposed on the member.
The Commissioner shall provide a copy of any report made to the
municipality or local board to the requestor and the member who is
the subject of the inquiry.
III. Proposal for Regulations to Establish Education and Training
Requirements for Municipal Integrity Commissioners and for
Members of Councils and Certain Local Boards
If brought into effect, the Municipal Accountability Act, 2026 would
and Lieutenant Governor in Council (LGIC) regulations to establish roles
and requirements related to education and training for:
The Integrity Commissioner of Ontario (ICO),
Municipal integrity commissioners, and
Members of councils and certain local boards as defined in s. 223.1
of the Municipal Act, 2001 and s. 156 of the City of Toronto Act,
2006.
The government is seeking public input on the content of these regulations
under the Municipal Act, 2001 and City of Toronto Act, 2006 as follows:
1. Requirements with respect to the ICO and municipal integrity
commissioners:
Education and training the ICO would be required to provide municipal
integrity commissioners that would include, but not be limited to, the
following subject matters:
The application of the code of conduct and the obligations of a
member under the code of conduct; and,
The application of any procedures, rules and processes for:
o Making a complaint under the code of conduct;
o Conducting an inquiry with respect to the code of conduct; and
o Reporting the result of an inquiry with respect to the code of
conduct.
Municipal integrity commissioners would be required to complete
training provided by the ICO within three months of the regulation
coming into force, or within three months of becoming a municipal
integrity commissioner, whichever occurs later.
The information that municipal integrity commissioners have taken the
training would be made available to the public.
2. Requirements with respect to Municipal Integrity Commissioners
and members of council and certain local boards:
Education and training that municipal integrity commissioners would be
required to provide to members of council and of certain local boards
that would include, but not be limited to, the following subject matters:
The application of the code of conduct, and
The application of any procedures, rules and processes for:
o making a complaint under the code of conduct;
o municipal integrity commissioner conducting an inquiry with
respect to the code of conduct and interaction with council;
o
inquiry with respect to the code of conduct.
Members would be required to take the education and training within five
months of beginning their term of office and every year after that during
their term of office. Information on the status of training taken by each
member of council and certain local board would be made available to
the public by the municipality.
Report to Committee of the Whole
From: Nicholas Loeb, Director of Legal Services
Date: September 8, 2026
Subject: LEG 26-10 Artificial Intelligence and Responsible AI Use Policy
Recommendation(s):
-10 Artificial Intelligence and Responsible AI Use
filed for information;
be adopted by Elgin County as its Artificial Intelligence
and Responsible AI Use Policy;
Introduction:
This report recommends the adoption of a Responsible AI Use Policy by Elgin County to
provide guidance to staff on the deployment and use of AI products in County
operations.
Background and Discussion:
The Enhancing Digital Security and Trust Act, 2024 received Royal Assent on
November 25, 2024. Part of the Act was designed to permit the publication of
regulations to prescribe technical standards regarding cyber security, including
protection of privacy. The Act also includes provisions that require municipalities to
provide information to the public as to the intended use, purpose, accountability
framework, risk management and prohibited uses of artificial intelligence in prescribed
circumstances. To date, no regulations have been published.
Notwithstanding that no regulations have been published, the operational case for the
deployment of AI tools within municipalities continues to grow and some of the software
systems the County already utilizes now have embedded AI tools within the suite (e.g.
Microsoft Copilot, within Microsoft Office 365).
Having regard to the increased availability and adoption of AI products within the
staff present the attached Artificial Intelligence and Responsible
AI Use Policy
Policy Content
In general, the Policy is permissive of using AI tools, subject to the controls stated in the
policy.
the responsible use of AI tools.
The Policy Statement is that artificial intelligence (AI) tools and products, both
generative and non-generative, offer potential efficiencies for the creation of content and
for research tasks, including internal and external communications. The purpose of this
policy is to ensure that staff use AI tools in a manner that is responsible, which aligns
controls.
The policy is applicable to all AI systems, but particularly focuses on generative and
agentic AI in its controls. The guiding principles are that staff consider real-world impact
of AI systems, take action to prevent the creation or reinforcement of unfair bias, can
explain how the AI works, protect privacy, enforce risk management practices and
create accountability through human oversight. In general, these guiding principles align
with the provisions of the Act and anticipated nature of the regulations.
AI System Controls
The Policy sets out that approved AI tools will be listed on a continuously-updated
maintained by the Manager of IT. When a department wants to utilize a
new AI system, it will be reviewed in conformance with the requirements of the policy
which, at its highest level, requires review by the Manager of IT, Legal Services and
Privacy Coordinator for a privacy impact assessment. Less risky systems may require
less scrutiny.
Staff, in conjunction with corporate support departments, are to take proactive steps to
evaluate and eliminate inherent bias that may occur in the AI system whether it arises
from data sets, training or prompting.
Additionally, there are controls related to ensuring that confidential data, whether
personal information, health information, closed session information, third-party data or
draft information are not inputted into AI systems where the control of such data will be
lost by the County.
Generative AI and Agentic AI
Generative AI and Agentic AI are defined in the policy and have greater guardrails
associated with their use. These guardrails are designed to ensure that there is human
oversight into the input and outputs of the system and that the outputs are reviewed and
confirmed prior to their operational use by the County. Staff must be able to explain the
intended use of the product, how it was implemented and be accountable for the output
utilized in their respective operation.
Similarly, legal and privacy reviews are essential before contracting for the use of
generative AI products to ensure that data integrity and privacy protection are not
compromised (e.g. for Large Language Model training purposes).
AI Systems Used by the County in Products and Services
If the County wishes to deploy an AI system as part of its services to the public (e.g., a
planning pre-consultation review tool) then it needs to be approved by the CAO and
Legal Services before it is deployed. The County must understand and be able to
explain to the public how it operates, must be transparent in that it utilizes AI
technology, and must ensure appropriate controls are in place for data protection and
integrity of results.
Third-Party Contracts
The policy prohibits staff from utilizing consultants or contractors to achieve a use of AI
to consult with legal services on appropriate legal provisions to be inserted into
contracts where AI tools will be used in support of County operations, or, to limit or
restrict the use of AI by the contractor or consultant in the event that the County finds
the use of the particular AI tool or function would not be appropriate.
Accountability
Staff are accountable for compliance with the policy and for their own use of AI.
Applicable managers and executive leadership staff are accountable for review of AI
products and implementation of the policy.
Amending the Policy
T
approved for County use. The CAO is permitted to amend the policy to ensure
regulatory compliance or contend with a new or emerging technological environment or
product, provided that a report is brought to Council as soon as practicable thereafter to
update and affirm the amendments at Council.
Financial Implications:
None.
Advancement of the Strategic Plan:
Strategy 3: Service Excellence and Efficiency
Goal 1: Leverage Technology to Enhance Service Delivery;
Tactic 3.2: Use automation tools to streamline public service delivery processes.
Tactic 3.3: Implement virtual service desks for residents to access services online.
Local Municipal Partner Impact:
None.
Communication Requirements:
Once adopted, the Artificial Intelligence and Responsible AI Use Policy will be
communicated to all County staff and training will be conducted in a top-downward
method whereby Executive Leadership will be briefed and trained on the policy and will
be responsible for implementation within their own departments.
Conclusion:
All of which is Respectfully Submitted Approved for Submission
Nicholas Loeb Blaine Parkin
Director of Legal Services Chief Administrative Officer
County of Elgin
Policy Manual
Subject: Artificial Intelligence and Responsible AI Use Policy
Policy Number: 13.40
Date Approved: September 22, 2026
Date Last Revision:
Policy Statement: The County recognizes that artificial intelligence (AI) tools and
products, both generative and non-generative, offer potential efficiencies for the creation
of content and for research tasks, including internal and external communications. The
purpose of this policy is to ensure that staff use AI tools in a manner that is responsible,
confidentiality controls.
Purpose: The purpose of this policy is to provide guidance to Elgin County for the
secure, responsible, ethical and effective use of AI tools. The policy outlines the
requirements that all personnel subject to the policy must follow when using AI tools in
the workplace.
Scope: This policy applies to all individuals, including employees, Council members,
workers, temporary and agency workers, contractors, interns, volunteers and
Policy Provisions:
1. Introduction
1.1. This policy outlines:
1.1.1. the standards the County requires staff to observe when using generative
AI tools or including them in any County products or services;
1.1.2. the circumstances in which the County will monitor use of generative AI;
1.1.3. the standards the County requires staff to observe when using non-
generative AI tools or including them in any County products or services;
1.1.4. the action the County will take if this policy is breached; and
1.1.5. I within the workplace.
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1.2. The County recognizes that approved software may also have embedded AI
functions or the County may procure private AI systems for County business
purposes.
1.3. This policy should be read in conjunction with our Personal Use of Equipment
Policy, Communications Policy, and all Information Technology Policies, which
-mail systems and networks can be used
by our staff and representatives.
1.4. This policy applies to all individuals, including employees, Council members,
workers, temporary and agency workers, contractors, interns, volunteers and
1.5.
including in relation to civil and respectful workplaces, confidentiality and privacy.
1.6. The Manager of IT is responsible for monitoring and implementing this policy.
Questions or comments on this policy may be directed to the Manager of IT.
2. Generative AI
2.1.
Digital Security and Trust Act, 2024, as amended or replaced.
2.2.
systems or models, such as ChatGPT and Google Gemini, that are capable of
creating new content (based on the data that they have been trained on) when
given an instruction or input prompt by the user. The difference between
generative AI and other AI technologies is that generative AI creates or generates
-outputs, which could be text, graphics, music etc. Generative AI
analyzes the data that it has been trained on (using machine learning algorithms)
and outputs something entirely new based on the instruction that it has been given
and its analysis, mimicking human creativity and intelligence. This is in contrast to
AI systems that perform other functions, for example, grouping data (identifying
common characteristics or properties), classifying or labelling data, or using data
to come to a decision or in determining an action.
2.3. Generative AI has the potential to provide efficiencies in the way that staff work
but also introduces new legal and commercial risks that the County wishes to
mitigate. Use of generative AI that is not in accordance with this policy carries
significant risk, including:
2.3.1. breach of data protection laws;
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2.3.2. breach of legal and/or regulatory requirements or guidance governing the
development, deployment or use of generative AI;
2.3.3. misuse of confidential information belonging to the County or to its
customers/clients and/or suppliers;
2.3.4. the generation of false, inaccurate, and/or discriminatory information
leading to legal liability and/or damage to the reputation of the user, the
County and/or its customers/clients and/or its suppliers;
2.3.5. breach of intellectual property rights; and/or
2.3.6. o protect works created using generative AI tools may
be jeopardized.
2.3.7. To mitigate these risks, generative AI must be used responsibly and in
compliance with County policies.
2.4. This policy does not seek to regulate how staff use generative AI in a purely
private capacity, provided that that use has no bearing on the County or its
activities and provided that no County materials, information or data is input into
generative AI as part of such private use. This policy is intended to ensure that
staff understand the rules governing their use of generative AI in relation to their
work for the County. It is designed to ensure that generative AI used in connection
with County projects and staff is used responsibly in a way that minimizes the risks
set out above.
3. Agentic AI
3.1. Agentic AI describes the deployment of an artificial intelligence system or software
that has some or all of the characteristics of being able to execute multi-step plans,
use external tools, interact with digital environments and execute semi-
autonomous decisions, based on programming by its human principal(s), within a
larger workflow. Often Agentic AI (or, interchangeably, AI Agents) utilize
elements of Generative AI to execute its operations.
4. Guiding Principles
4.1. responsible AI approach, staff:
4.1.1. consider the real-world impact of any AI that the County may use or
develop;
4.1.1.1. When using AI, staff seek to identify the range of people who may
benefit or be impacted and how;
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4.1.1.2. Staff identify stakeholders beyond direct customers or employees
prospects), or rights are affected in any way.
4.1.2. take action to prevent the creation or reinforcement of unfair bias;
4.1.2.1. Fairness and non-discrimination are at the core
philosophy and values.
4.1.2.2. The County understands that mathematical, statistical, or data
accuracy does not guarantee freedom from bias, which is why staff must
act to prevent the creation or reinforcement of unfair bias.
4.1.2.3. When such actions are not taken, bias can be introduced
inadvertently via data inputs and/or through machine processing or
algorithms. This bias can then be perpetuated as the AI system operates
and develops.
4.1.2.4. This may lead to less favourable outcomes for individuals or groups
based on gender, ethnicity, marital status, disability, age, religion or other
personal attributes. It can also produce results that, while not necessarily
discriminatory, are nevertheless skewed and therefore less valuable.
4.1.2.5. Actions to prevent the creation or reinforcement of unfair bias drive
high-quality results and help to avert discrimination and other harmful
impacts on individuals or groups.
4.1.3. can explain how the AI the County uses works;
4.1.3.1. The County must have an appropriate level of transparency for any
AI that is used within the business, to ensure different users can
understand and trust the output. An appropriate level of transparency
creates trustworthiness for users, affected individuals and regulatory
bodies.
4.1.3.2. Different contexts and audiences require different explanations. As
part of the planning process, staff consider what elements of the AI
system will need explaining, who to and how to go about explaining them.
4.1.3.3. The County evaluates each authorized is
explicit about its acceptable use(s).
4.1.4. create accountability through human oversight;
4.1.4.1. It is important that humans are accountable for the development,
inputs, use, and outputs of AI.
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4.1.4.2. The County maintains an appropriate level of human oversight
throughout the life cycle of any project or process that may involve AI.
This ensures the quality and appropriate performance of any AI used.
4.1.4.3. The County only uses AI tools and systems subject to an agreed set
of terms and conditions, as well as applicable law, and holds its suppliers
and contractors accountable to these requirements.
4.1.4.4. This supports ongoing, robust quality assurance of the output of any
AI.
4.1.5. respect privacy;
4.1.5.1. Protecting the privacy rights of individuals is core to the successful
deployment of AI, to long-term success as a corporation,
and to responsibilities under the Municipal Freedom of
Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 and the
Personal Health Information Protection Act, 2004, S.O. 2004, c. 3,
Sched. A.
4.1.5.2. The County ensures it has robust data management and security
policies and procedures.
4.1.5.3. Some datasets include personal information and/or personal health
information. The County is committed to handling such data in
accordance with all applicable data protection laws and regulations as
hat the County
always act as a responsible steward. AI use of datasets should include a
privacy impact assessment coordinated by the Privacy Coordinator or
utilizing any privacy impact assessment tool the County has in force from
time to time.
4.1.6. At the outset of any project involving the use of AI, staff will identify whether
personal data may be involved. If so, staff will not use AI unless staff first:
4.1.6.1.1. adopt a data protection by design and default approach;
4.1.6.1.2. receive confirmation in writing from the Legal Services
Department that there is a lawful ground for processing the personal
data using AI;
4.1.6.1.3. complete a privacy impact assessment;
4.1.6.1.4. be able to provide transparent information about the
processing to affected individuals;
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4.1.6.1.5. take steps to mitigate security risks and limit unnecessary
processing;
4.1.6.1.6. ensure the County can and will comply with data subject rights
and requests including, where relevant, in relation to automated
decision-making; and
4.1.6.1.7. require the same privacy standards of any third parties the
County shares data with or that process personal data on the
behalf.
4.2. AI is a field that evolves continually. These principles will develop over time, based
on internal and external feedback as well as industry and legislative trends.
5. General rules for use of generative AI in the workplace
5.1. Staff use of generative AI in the workplace must be limited to use for business-
related purposes and must at all times be in accordance with this policy.
5.2. Staff must not use generative AI in any way that could be considered
discriminatory or could amount to or result in defamation, harassment,
intimidation, bullying, or any other harm to the reputation of another.
5.3. Staff must not use generative AI to create illegal content or for illegal purposes.
5.4. Staff must not use offensive, obscene or abusive language, graphics or imagery
when inputting content into generative AI and must not attempt to create content
which is offensive, obscene or abusive.
5.5. Staff must not input County materials, information, or data into generative AI,
including any customer, prospective customer, or supplier materials, information,
or data and including any materials, information, or data relating to members of
staff, whether the input is in the form of training data or an instruction or prompt,
except to the limited extent expressly permitted under section 6 in connection with
approved internal use of an approved generative AI tool.
5.6. Staff must not input any personal or sensitive information into generative AI,
including usernames, passwords, or security tokens, save where limited
categories of personal information are expressly approved under section 6 for a
specific internal use of an approved tool.
5.7. When using generative AI in the workplace, staff must always use a corporate e-
mail address (not a personal e-mail address and credentials) to create and log in
to any generative AI account.
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5.8. Staff must not in any way provide or suggest any endorsement or
recommendation by the County of any third-party generative AI technology.
5.9. Where staff use generative AI, staff must protect login credentials and ensure that
generative AI accounts are not accessible to unauthorized third parties. The use
of multi-factor authentication is mandatory in respect of any generative AI tools
and technologies used.
5.10. Staff use of generative AI should be in compliance with all applicable laws
and regulations, including data protection and privacy laws.
6. Using AI to assist with internal County operations
6.1. The County recognizes that the use of generative AI within daily work may help
with brainstorming ideas; creating a first draft of speaking notes or non-sensitive
materials; making transient, internal content; and/or other uses described in
6.2. The County recognizes that the use of agentic AI within daily work may help with
automating and executing workflows in a more efficient manner than if the same
workflows are executed by a human.
6.3. Staff are therefore permitted to use AI tools to assist with internal operations in
accordance with this policy. However, before using AI technologies in internal
staff must
obtain the prior written approval of their Director and, where implementing a new
product to Elgin County, the Manager of IT. All AI use must be in accordance with
this policy.
6.4. The IT Manager keeps a list of approved generative and agentic AI tools, which
IT Manager shall update from time
to time . Only generative and/or
agentic AI tools from this list may be used in internal County operations for their
intended use. If staff would like a tool or use to be added to the approved list, a
request should be made to the their Director. Directors should consult with the
6.5. When using generative AI, in addition to the general rules above, staff must:
6.5.1. never input trade secrets, closed session information, draft information,
confidential, valuable, personal information (information that makes it possible
to work out who a person is), or personal health information into AI generative
tools unless staff have first obtained the proper express permissions for such
use in accordance with section 5 herein;
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6.5.2. before circulating, publishing or otherwise making available any output
created using generative AI, review and edit it for proper context and accuracy
(see paragraphs below on Hallucinations and Guardrails);
6.5.3. only use generative AI tools to generate text output and not use generative
AI to create images, audio, or other AI-based media, unless express
permissions for such use have been granted in accordance with section 5
herein;
6.5.4. when circulating, publishing, or otherwise making available the output,
clearly identify that the output has been created using or with the assistance
of generative AI technologies;
6.5.5. comply with the terms and conditions of the generative AI technology in use
unless such terms and conditions are in conflict w
policies or other legal restriction or requirement, in which case staff should
seek advice from Legal Services;
6.5.6.
information technology policies;
6.5.7. seek approval from the Legal Services Department before inputting any
information that might describe or allude to colleagues, customers/clients,
suppliers or competitors, closed session information or draft documents;
6.5.8. s, logos, or other identifying
material without ensuring that trademark, intellectual property or other rights
are not abrogated by such inputs;
6.6. For clarity, and without limiting the above, AI shall not:
6.6.1. be solely relied upon for any finished product;
6.6.2. be relied upon for purposes of providing legal, fiscal, planning, policy, or
other professional advice;
6.6.3. be relied upon for fact-checking; or
6.6.4. be used to create audio, images or video of identifiable individuals without
their express consent.
6.6.5. be used to code any software or create software on County systems without
the express written permission of the Manager of IT
6.6.6. be used to modify any third-party software code unless expressly permitted
by the third party and approved by the Manager of IT
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7. Using generative and/or agentic AI in Elgin County Products and Services to the
Public
7.1. Before the County deploys a product or service to the public that incorporates AI
(e.g., a planning pre-consultation review tool), staff must obtain prior written
approval from the Chief Ad
Department. Staff may only use said generative AI tool in the manner and to the
extent approved.
7.2. All uses of generative AI within any County product or service must be from a
properly licensed generative AI service and must have been reviewed and
approved by the County as:
7.2.1. offering sufficient protection of confidential information, data privacy and
security,
7.2.2. including sufficient safe guards around accuracy, bias detection, intellectual
property rights and protection, and other pertinent risks; and,
7.2.3. subject to a privacy impact assessment.
7.3. When using or implementing generative AI within any County product or service
to the public, staff must document such use or implementation. Documentation
must, at a minimum, include name, job title, and all relevant details of the
generative AI use, including the name and version number of the generative AI
used, the date so used or implemented, and any and all data provided to the AI
software, including the exact wording of any prompt(s) or instruction(s).
7.4. Where generative AI is used in any County product or service, staff must make it
clear in any output generated that the output has been created using generative
AI.
7.5. Staff using AI must have all required permissions and licences.
7.6. Staff must not make any claims or representations about the operation of
prior written approval of the County and any marketing statements or materials in
respect of the same must have prior written approval by
communications officers and legal services staff.
7.7. In designing and developing County products or services that include generative
AI, staff must use best efforts to ensure that:
7.7.1. there is substantial, adequate human oversight of the operation and output
of the generative AI functionality, including appropriate training of operators,
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developing instructions and policies for operators, and identifying pressure
points in the operation where oversight is of most importance;
7.7.2. the operation and output of the generative AI functionality accords with the
mission, vision and values, including testing for bias or
discrimination;
7.7.3. staff implement good data management practices, logging and recording
the source materials used as training data, relevant licences and permissions
for the use of such data, and the generated outputs;
7.7.4. the operation of the generative AI functionality is transparent (the system
and its processes can be understood) and explainable (its decisions can be
explained); and
7.7.5. adequate due diligence has been carried out to ensure that any cyber or
security risks arising in respect of the use of the generative AI have been
identified, and either mitigated or removed.
8. Hallucinations and guardrails
8.1. Hallucinations occur where generative AI believes that it knows a fact to be true,
but in reality it is wrong. Due to the way in which generative AI is trained and
operates, it is able to produce plausible answers which are inaccurate, and in
some cases totally made up. As such, staff must treat any information created by
generative AI with caution and perform own additional validation checks on any
such information prior to using or relying on it.
8.2. Guardrails are the rules given to generative AI technology requiring it to avoid
certain topics or answers (for example, financial advice). Staff must take this into
account when assessing the suitability of AI use and/or any outputs created using
generative AI technologies.
9. Personal use of generative AI
9.1. Subject to Policy 13.10 Acceptable Use Policy for Computer Equipment,
Software, Internet Access and E-mail, staff may make reasonable use of
rs, networks
and/or systems (including via smartphones or tablets), provided use is minimal,
takes place substantially out of normal working hours (i.e. during a lunch break,
before or after work, etc.), does not interfere with duties and business and office
commitments, and is otherwise in accordance with this policy.
10. Third-Party Contractors, Consultants or Vendors; Contracts
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10.1. Staff are prohibited from engaging services of third-parties for the purpose
of circumventing the requirements of this policy.
10.2. Prior to entering into any third-party contract where the third-party may
utilize AI tools in the performance of their obligations, staff will consult with legal
services to ensure that appropriate provisions regarding the restriction or
authorized use of AI are included in the contract.
10.3. Legal Services shall be responsible for developing and communicating
recommended contractual provisions regarding AI tools.
11. Monitoring
11.1.1. The County has the right to monitor and/or record staff use of
generative AI technologie
Responsibilities:
12. Responsibility for compliance
12.1. All staff are responsible to ensure that their own use of generative AI is in
accordance with this generative AI policy.
12.2. Staff utilizing AI tools for their work are accountable for the input, use and
outputs of their AI tool use.
12.3. Managers and supervisors are responsible for ensuring that their teams are
aware of and comply with this policy and they must report any violations of this
policy to the IT manager, HR, and Legal Services.
12.4.
generative AI systems for use by staff.
12.5. For the purposes of ensuring regulatory compliance or for the necessity of
a new technology, internet environment or class of product becoming quickly
available, the CAO may amend this policy without the requirement of Council
approval, provided that a report to Council is brought forward as soon as
practicable thereafter.
12.6. onsible for
handling any complaints concerning violation of or noncompliance with this policy,
including any allegations of harassment, discrimination, or bias that may be raised
by employees, customers or other third parties.
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13. Breaches of this policy
13.1 Because of the importance of this policy, an failure to comply with any
requirement of it may lead to disciplinary action. If you are not an employee, breach
of this policy may result in termination of the contract with you.
13.2 Inputting County materials, data, or information into generative AI tools may
amount to misconduct even if it takes place:
13.2.1 on a personal account with appropriate privacy settings;
13.2.2 outside normal working hours; and/or
13.2.3 without using the computers, software, systems and networks.
13.3 If, while working for the County, staff become aware of any misconduct or
wrongdoing by any member of staff in breach of this or related policies, staff must
report the same to the IT manager, HR, and Legal Services.
13.4 Staff who feel that they have been harassed, bullied or defamed because of or via
material created or generated through the use of generative AI by a colleague should
inform HR in accordance with the respectful workplace policies in force from
time to time.
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