16 - September 22, 2026 Committee of the Whole Agenda Package110c,
ElginCounty
Elgin County Council
Committee of the Whole Meeting
Orders of the Day
Tuesday, September 22, 2026, 9:30 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the meeting livestream:
https://video.isilive.ca/elgincounty/live.html
Accessible formats available upon request.
Pages
1. Meeting Call to Order
2. Approval of Agenda
3. Adoption of Minutes 2
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Members' Motions
6. Reports of Council, Staff or Outside Boards
6.1 Director of Engineering Services - ENG 26-20 Fairview Road and John 5
Wise Line Safety Enhancements
6.2 Director of Community and Cultural Services - CCS 26-11 Increase to 10
Weekly Library Public Service Hours at Port Burwell, Springfield and
Shedden Branches
6.3 Director of Community and Cultural Services - CCS 26-12 Revision of 15
Public Service Hours at West Lorne and Rodney Library Branches
6.4 Director of Community and Cultural Services - CCS 26-13 Access to 18
Information and Privacy Policy Adoption
6.5 County Clerk/Manager of Administrative Services - ADM 26-32 Elgin 38
County Customer Engagement Policy
6.6 County Clerk/Manager of Administrative Services - ADM 26-33 Warden 47
and Council Policies Update
7. Adjournment
Elgin County Council
Committee of the Whole Meeting
Minutes
September 8, 2026, 10:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Dominique Giguere
Deputy Warden Grant Jones
Councillor Ed Ketchabaw
Councillor Mark Widner
Councillor Jack Couckuyt (virtual)
Councillor Todd Noble
Councillor Mike Hentz
Members Absent: Councillor Andrew Sloan (with notice)
Councillor Richard Leatham (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer
Nicholas Loeb, Director of Legal Services
Brian Masschaele, Director of Community & Cultural Services
Jennifer Ford, Director of Financial Services/Treasurer
Peter Dutchak, Director of Engineering Services
Mat Vaughan, Director of Planning and Development
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
Jenna Fentie, Deputy Clerk
Stefanie Heide, Executive Performance Coordinator
Meeting Call to Order
The meeting was called to order at 11:04 a.m. with Warden Giguere in the chair.
2. Approval of Agenda
Resolution Number: CW26-86
Moved by: Councillor Hentz
Seconded by: Deputy Warden Jones
RESOLVED THAT the agenda for the September 8, 2026 Committee of the
Whole Meeting be approved as presented.
Motion Carried.
3. Adoption of Minutes
Resolution Number: CW26-87
Moved by: Councillor Ketchabaw
Seconded by: Councillor Widner
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RESOLVED THAT the minutes of the meeting held on August 11, 2026 be
adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Members' Motions
6. Reports of Council, Staff or Outside Boards
6.1 Director of Engineering Services - ENG 26-19 No Parking By -Law
Amendment — Belmont Road
The Director of Engineering Services presented the report recommending
that a consolidated by-law for the regulation of traffic be adopted to
incorporate all amendments to the by-law to date.
Resolution Number: CW26-88
Moved by: Councillor Ketchabaw
Seconded by: Councillor Hentz
RESOLVED 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.
Motion Carried.
6.2 Deputy Clerk - ADM 26-29 Grant Application Submission — Port
Burwell Historical Society
The Deputy Clerk presented the report requesting direction on the Port
Burwell Historical Society's grant application for the Port Burwell
Lighthouse Rehabilitation project.
Resolution Number: CW26-89
Moved by: Councillor Couckuyt
Seconded by: Councillor Ketchabaw
RESOLVED THAT the original motion be amended to remove the
condition requiring receipt of funding from the federal government.
Motion Defeated.
Resolution Number: CW26-90
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT grant funding in the amount of $153,624.80 for the Port
Burwell Lighthouse Rehabilitation Project be approved, conditional on
receipt of funding from the federal government.
Motion Carried.
6.3 County Clerk/Manager of Administrative Services - ADM 26-30
Proposed Contents of Regulations for a Standardized Code of
Conduct and IC Process
Deputy Warden Jones left the meeting at 11:46 a.m.
The County Clerk/Manager of Administrative Services presented the
report that provides details on the Ministry of Municipal Affairs and
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Housing's proposed regulation under the Municipal Accountability Act,
2026.
Resolution Number: CW26-91
Moved by: Councillor Couckuyt
Seconded by: Councillor Ketchabaw
RESOLVED THAT Elgin County Council direct staff to submit feedback on
the proposed contents of regulations under the Municipal Accountability
Act, 2026.
Motion Carried.
6.4 Director of Legal Services - LEG 26-10 —Artificial Intelligence and
Responsible Al Use Policy
The Director of Legal Services presented the Artificial Intelligence and
Responsible Al Use Policy for the Committee's consideration.
Resolution Number: CW26-92
Moved by: Councillor Noble
Seconded by: Councillor Ketchabaw
RESOLVED THAT the report titled "LEG 26-10 — Artificial Intelligence and
Responsible Al Use Policy" dated September 8, 2026 from the Director of
Legal Services be received and filed for information; and
THAT Appendix "A" to the report be adopted by Elgin County as its
Artificial Intelligence and Responsible Al Use Policy.
Motion Carried.
7. Adjournment
Resolution Number: CW26-93
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now adjourn at 12:20 p.m. to meet again on
September 22, 2026 at 9:30 a.m.
Motion Carried.
Katherine Thompson, Dominique Giguere,
County Clerk/Manager of Warden.
Administrative Services.
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Report to Committee of the Whole
From: Peter Dutchak, Director of Engineering Services
Date: September 22, 2026
Subject: ENG 26-20 Fairview Road and John Wise Line Safety Enhancements
Recommendation(s):
THAT the intersection of Fairview Road and John Wise Line be converted to an all -way
stop -controlled intersection, and;
THAT the speed limit along Fairview Road be reduced to 70km/h from Southdale Line
southerly for a distance of 2.05 kilometres, and;
THAT the supporting By -Laws be amended to reflect these changes.
Introduction:
At the December 11t", 2025 meeting, County Council received a delegation citing safety
concerns at the intersection of John Wise Line and Fairview Road and requesting
improvements.
At their August 11t", 2026 meeting, County Council received a delegation requesting a
speed reduction along Fairview Road (CR 22) for a distance of 700m south of
Southdale Line in the Municipality of Central Elgin.
Over the past few months, three collisions have occurred at the intersection of John
Wise Line and Fairview Road. This report recommends safety enhancements to this
intersection in an effort to reduce the collision history trend and collision severity.
Background and Discussion:
Existing Conditions
Fairview Road (CR22) and John Wise Line (CR 45) are classified as minor arterial
roadways with default highway speed limits of 80km/h. Fairview Road has an average
daily traffic volume of 4,650 and John Wise has an average daily volume of 3,000
vehicles.
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The intersection is 2-way stop controlled with oversized stop and stop ahead warning
signs on John Wise Line. The approaches to the intersection along John Wise Line also
have audible and visual rumble strips and an overhead intersection control beacon with
illumination is also present. Intersection geometry is 90 degrees with sufficient sight
lines in all directions. No technical deficiencies exist.
Collisions
The Transportation Master Plan reviewed intersections with extraordinary collision
history between 2020 and 2024 and this intersection was not explicitly identified as
having a high collision history as compared to other County intersections. However,
over the past 2 years, 5 police reported collisions have occurred.
A total of 9 multi vehicle collisions have now occurred at this intersection since 2021.
These collisions resulted from either failing to stop at the stop sign or failing to yield to
through traffic. Collisions have typically been severe due to prevailing speeds through
the intersection.
Speed Limit
The County of Elgin utilizes the Transportation Association of Canada's Guidelines for
Establishing Posted Speed Limits as a guidance document. These guidelines review
and score twenty roadway characteristics to recommend appropriate speed postings.
The area reviewed along Fairview Road encompasses two areas with existing
residential development and extending approximately two kilometres south of Southdale
Line (City of St. Thomas southerly limits).
This review resulted in some flexibility to either retain the existing posted speed limit or
to reduce the area from 80km/h to 70km/h, primarily due to the number of private
entrances along the study area. Recommended speed ranges are measured against
prevailing speeds and collision history.
As a result of the analysis, staff recommends reducing the existing speed limit along this
section of roadway to 70km/h to provide road users additional decision time. This
reduced speed zone is depicted on the attached map. The reduced speed zone will also
act as a transition to the roundabout at Southdale Line and entrance into the City of St.
Thomas. Staff will continue to monitor adjacent development to ensure appropriate
speed regulations exist.
All -Way Stop Controlled Intersection
All -way stop -controlled intersections disrupt the flow of traffic and introduce delays to all
drivers using the intersection and should therefore only be implemented where two
roads with relatively equal volume exist. The intersection of John Wise Line and
Fairview Road meets the minimum volume and volume split warrant criteria of the
Ontario Traffic Manual to be an all -way stop -controlled intersection.
Converting the existing 2-way stop -controlled intersection to an all -way stop -controlled
intersection would effectively target and reduce the possibility of high-speed right -
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angled collisions in an effort to reduce collision severity and injuries to vehicle
occupants. Additionally, because collision records show an unusually high proportion of
"failure to stop" collisions, a supplementary stop sign is recommended to be installed on
the left-hand side of the roadway for all approaches.
Staff recommends the implementation of an all -way stop -controlled intersection at
Fairview Road and John Wise Line as it meets technical warrants and will effectively
target the reduction of high-speed, right-angled collisions.
Conversion of this intersection control will include oversized stop signs (along with
supplementary stop signs on the left sides of the road), oversized stop ahead signs,
rumble strips on all approaches, modifying the overhead intersection beacon to have
red lenses in all directions and new pavement markings. All -way stop sign tabs will be
affixed to the stop sign posts and `NEW' warning signs will be temporarily installed on
the Stop Ahead Signs to convey this change to drivers.
Future Considerations
As the area surrounding the subject intersection develops, this intersection will be
formally reviewed during the next iteration of the County's Transportation Master Plan
(scheduled for 2030) to determine if further improvements, either signalization or a
roundabout is warranted.
Financial Implications:
The implementation of an all -way stop -controlled intersection and reduced speed zone
as recommended in this report is estimated to cost $10,000 and will be funded from the
Purchased Services account (5850-170).
Advancement of the Strategic Plan:
This initiative supports the responsible maintenance and management of County assets
as laid out in the Asset Management Plan. This work reflects the County's ongoing
commitment to maintaining safe, functional, and efficient facilities and infrastructure.
Local Municipal Partner Impact:
The local municipality of Central Elgin will be requested to install the recommended new
signage at the County's cost.
Communication Reauirements:
The intersection enhancements will be communicated through social media.
Conclusion:
Staff has reviewed the section of Fairview Road, south of the City of St. Thomas and its
intersection with John Wise Line to determine if enhancements can be made to alter the
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recent collision history trend. After review, staff recommends a reduction in the posted
speed limit to 70km/h along Fairview Road for a distance of 2.05km south of Southdale
Line and the implementation of an all -way stop control at the intersection with John
Wise Line. Staff will continue to monitor adjacent development progression to determine
future needs.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer
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w" County Road Speed Reduction
County Road 22 from the South end of the roundabout at County road 57 to 500 metres South of
County Road 45.
Date: 09/02/2026 Speed Zone Reduction
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Report to Committee of the Whole
From: Brian Masschaele, Director of Community and Cultural Services
Date: September 22, 2026
Subject: CCS 26-11 Increase to Weekly Library Public Service Hours at Port Burwell,
Springfield and Shedden Branches
Recommendation(s):
THAT the hours of operation for the Port Burwell, Springfield and Shedden branches of
the Elgin County Library be amended effective immediately as described in the
September 22, 2026 Committee of the Whole report titled "Increase to Weekly Library
Public Service Hours at Port Burwell, Springfield and Shedden Branches".
Introduction:
This report recommends that public open hours be increased at Port Burwell,
Springfield and Shedden branches of the Elgin County Library system.
Backaround and Discussion:
Staff continue to review public service hours at all ten branches in the Elgin County
Library system based on usage patterns, public feedback and synergies that can be
achieved with other branches in the system. In addition, staff regularly look for
operational efficiencies wherever possible that can result in increased service levels
without additional costs to the Library's annual operating budget. Levels of branch
service are also aided b !2 "i �/i f t tit, //IItI Ptib/i L...�btat � 2t2M common)
referred to as the `ARUPLO Guidelines'). County Council has received these guidelines
as a planning tool for library branch service. The Library's supervisory team recently
completed a review of hours offered in the system based on all these considerations
and are proposing an increase to public open hours at Port Burwell, Springfield and
Shedden branches as follows:
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Port Burwell Library Current Hours
Monday
2:00 pm to 5:00 pm (3 hours)
Tuesday
2.00 pm to 7.00 pm (5 hours)
Thursday
10.00 am to 5.00 pm (7 hours)
Saturday
10.00 am to 12.00 pm (2 hours)
Total per week
17 hours
Port Burwell Library Recommended Hours
Monday
10:00 am to 5:00 pm (7 hours)
Tuesday
2.00 pm to 7.00 pm (5 hours)
Thursday
10.00 am to 5.00 pm (7 hours)
Saturday
10.00 am to 12.00 pm (2 hours)
Total per week
21 hours
Increasing open hours at Port Burwell on Mondays allows the branch to meet
ARUPLO's recommended guideline for open hours for a small branch of 20 to 25 hours
per week. These revised hours better reflect observed patterns of library use,
particularly during the winter months, and provide greater opportunity to accommodate
school visits, outreach, and daytime programming at the branch.
Springfield Library Current Hours
Monday
Closed
Tuesday
10.00 am to 8.00 pm (10 hours)
Thursday
10.00 am to 8.00 pm (10 hours)
Saturday
2.00 pm to 5.00 pm (3 hours)
Total per week
23 hours
Springfield Library Recommended Hours
Monday
10:00 am to 3:00 pm (5 hours)
Tuesday
10.00 am to 8.00 pm (10 hours)
Thursday
10.00 am to 8.00 pm (10 hours)
Saturday
2.00 pm to 5.00 pm (3 hours)
Total per week
28 hours
Opening Springfield Library on Mondays allows the branch to meet ARUPLO's
recommended guideline for a small branch of 4 open days per week while only slightly
exceeding guidelines for total open hours per week. It will allow staff to serve the
community more effectively by offering more morning programming for all ages, while
also creating the opportunity to offer classroom visits to Springfield Public School.
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Southwold Township Library, Shedden Current Hours
Tuesday
1.00 pm to 7.00 pm (6 hours)
Thursday
10:00 am to 3:00 pm (5 hours)
Friday
10.00 am to 5.00 pm (7 hours)
Saturday
2.00 pm to 5.00 pm (3 hours)
Total per week
21 hours
Southwold Township Library, Shedden Recommended Hours
Tuesday
1.00 pm to 7.00 pm (6 hours)
Thursday
10:00 am to 7:00 pm (9 hours)
Friday
10.00 am to 5.00 pm (7 hours)
Saturday
2.00 pm to 5.00 pm (3 hours)
Total per week
25 hours
Extending hours on Thursday evenings gives the community two weeknight
opportunities to use library services. These added hours will make it easier for working
families and students to utilize library services and will assist in providing services to
new residents in a rapidly growing community. The addition of these hours enables the
branch to meet the upper threshold of hours recommended for a small branch under the
ARUPLO Guidelines.
The proposed hours for these three branches are in addition to the five hours recently
added to West Lorne. County Council can be assured that opportunities to increase or
adjust service at remaining locations will be continually reviewed as opportunities arise
and subject to budget considerations.
The following chart outlines the total weekly hours that each branch will be open in the
system if these recommendations proceed:
Branch Weekly Open Hours
Branch
Weekly Open Hours
Aylmer
48 hours over five days per week
Dutton
42 hours over five days per week
Straffordville
40 hours over five days per week
Port Stanley
40 hours over five days per week
Belmont
31 hours over five days per week
Springfield
28 hours over four days per week
West Lorne
26 hours over five days per week
Shedden
25 hours over four days per week
Port Burwell
21 hours over four days per week
Rodney
21 hours over four days per week
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Financial Implications:
No additional funds in the Library's operating budget are required to implement the
increased service hours at the three branches. The required staffing hours will be
drawn from $28,000 of wages currently allocated in the Library's annual operating
budget to on -call coverage at all locations across the system. These hours have
traditionally been used to provide additional coverage in branches when community
programming takes place outside of the branch (such as school programming) and to
provide additional coverage for larger events such as March Break. Branch Supervisors
have worked diligently to better align shifts of existing staff to mitigate the regular use of
on -call which now provides the opportunity to increase service at these three branches
without additional funds. Nevertheless, Council should be aware that any future
service increases at other branch locations may require budgetary adjustments to cover
any associated staffing hours. Some provision for on -call coverage still exists in the
Library's operating budget and can be utilized when absolutely needed. A reduction to
the on -call portion of the Library's annual operating budget to compensate for these
additional hours will be part of the 2027 budget process.
Costs associated with updating marketing materials that list branch hours will be
completed on an incremental basis as new materials are produced. The Library has
largely moved to a "print on demand" approach for items such as bookmarks and
brochures that list library hours.
Advancement of the Strategic Plan:
Strategy #1 — Collaborative Engagement and Communication
Goal 1: Strengthen Relationships with Local Municipal Partners. The increase to
service hours at three branch locations strengthens the partnership between the County
of Elgin and local municipal partners by increasing library service in municipally -owned
facilities.
Strategy #5 — Community Well-being and Inclusivity
Tactic 5.3: Increased access to all health and wellness services, through increased
utilization of our library system. The increase to service hours will result in more
programming opportunities and increased service to library patrons.
Local Municipal Partner Impact:
The Municipality of Bayham, Township of Malahide and Township of Southwold will all
be notified of the change to service hours at these three branch locations as stipulated
in the County's lease agreements for library facilities.
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Communication Requirements:
The County's Communications Team and the Library's social media channels will be
fully utilized to publicize this increase to public service at the three branches. The
additional hours will also be posted within all ten branch locations and on the Library's
website.
Conclusion:
A total of 13 additional public service hours are being recommended at Port Burwell,
Springfield and Shedden library branches. These hours will enable staff to take
advantage of programming opportunities at each of these locations and will better align
library service with community usage patterns. The proposed increases also align with
recommendations in the ARUPLO Guidelines and can be achieved in a fiscally
responsible manner. Staff will revise service hours effective immediately upon County
Council's formal approval.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer
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Report to Committee of the Whole
From: Brian Masschaele, Director of Community and Cultural Services
Date: September 22, 2026
Subject: CCS 26-12 Revision of Public Service Hours at West Lorne and Rodney
Library Branches
Recommendation(s):
THAT the weekly hours of operation for the West Lorne and Rodney branches of the
Elgin County Library be amended effective immediately as described in the September
22, 2026 Committee of the Whole report titled "Revision of Public Service Hours at West
Lorne and Rodney Library Branches".
Introduction:
This report recommends the revision of weekly public open hours at West Lorne and
Rodney library branches.
Backaround and Discussion:
County Council approved increased hours of operation at the West Lorne Library under
a revised schedule at the September 8t", 2026, meeting. Upon further analysis, the
Branch Supervisor is recommending that these hours be further amended slightly to
exchange one hour from Tuesday to Thursday based on a review of operations as the
branch prepares to formally open to the public after renovations. Revisions to Rodney
Library's weekly open hours are also being recommended to exchange Saturday
morning hours with Saturday afternoon hours in tandem with the above change. This
revision is based on branch usage patterns and will achieve better synergies between
the two branches which operate within the same staffing complement. The following
are proposed revisions for each branch with specific changes highlighted:
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West Lorne Library Current Hours
Monday
3.00 pm to 7.00 pm
Tuesday
10.00 am to 7.00 pm
Thursday
3.00 pm to 7.00 pm
Friday
10.00 am to 4.00 pm
Saturday
10.00 am to 1.00 pm
Total per week
26 hours
West Lorne Library Recommended Hours
Monday
3.00 pm to 7.00 pm
(4 hours)
Tuesday
10:00 am to 6:00 pm
(8 hours)
Thursday
2:00 pm to 7:00 pm (5 hours)
Friday
10.00 am to 4.00 pm
(6 hours)
Saturday
10.00 am to 1.00 pm
(3 hours)
Total per week
26 hours
Rodney Library Current Hours
Tuesday
10.00 am to 4.00 pm
Thursday
2.00 pm to 7.00 pm
Friday
10.00 am to 5.00 pm
Saturday
2.00 pm to 5.00 pm
Total per week
21 hours
Rodney Library Recommended Hours
Tuesday
10.00 am to 4.00 pm
Thursday
2.00 pm to 7.00 pm
Friday
10.00 am to 5.00 pm
Saturday
10:00 am to 1:00 pm
Total per week
21 hours
Financial Implications:
The recommendations above involve an exchange of existing hours of operation and do
not result in an increase to staffing or operational costs.
Advancement of the Strategic Plan:
Strategy #5 - Community Well-being and Inclusivity
Tactic 5.3: Increased access to all health and wellness services, through increased
utilization of our library system. The revision to service hours at both branches will
result in more effective library services.
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Local Municipal Partner Impact:
The Municipality of West Elgin will be notified of the change to service hours at both
branches as stipulated in the County's lease agreements for library facilities.
Communication Requirements:
The County's Communications Team and the Library's social media channels will be
fully utilized to publicize this change to public service at both branches. Hours will be
posted on the Library's website and in both branches.
Conclusion:
Staff will continue to monitor optimal public service hours across all ten library branches.
This report recommends amendments to hours at West Lorne and Rodney branches.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Blaine Parkin
Director of Community and Chief Administrative Officer
Cultural Services
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Report to Committee of the Whole
From: Brian Masschaele, Director of Community and Cultural Services
Date: September 22, 2026
Subject: CCS 26-13 Access to Information and Privacy Policy Adoption
Recommendation(s):
THAT the Access to Information and Privacy Policy attached as Appendix A to the
September 22, 2026 Committee of the Whole report titled "Access to Information and
Privacy Policy Adoption" from the Director of Community and Cultural Services be
hereby adopted.
Introduction:
The Government of Ontario recently enacted amendments to the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA), thereby requiring updates to the
County's Access to Information and Privacy Policy last adopted in 2023. This report
provides an overview of these amendments and recommends the adoption of a revised
policy in accordance with these changes.
Background and Discussion:
The Government of Ontario recently enacted Bill 97, Plan to Protect Ontario Act (Budget
Measures), 2026 which contained amendments to MFIPPA as outlined in the "Fact
Sheets" attached to this report. These amendments necessitate further revisions to the
County's Access to Information and Privacy Policy attached to this report as Appendix
A. Substantive changes as outlined in red text include the following:
Providing authority to the County's Privacy Officer to further clarify or scope
an applicant's request prior to proceeding with the search process;
Eliminating the need to publish a personal information bank which previously
constituted an appendix to the policy.
Extending the timeline for responding to an applicant's request from 30
calendar days to 45 business days, with clearer provisions regarding when
these timelines can be extended and allowing for the release of information in
stages when warranted Notwithstanding these provisions, County staff will
always strive to complete access requests as quickly as possible and well
before the 45 business -day deadline.
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Providing further clarity on how fees are applied, and how estimates will
proceed for requests that will generate significant fees (especially where fees
will be $100 or more);
Provisions for conducting a Privacy Impact Assessment (PIA). A PIA is a risk
mitigation tool that is applied to proposed or existing projects and applications
that involve the collection, use, retention, disclosure, security and disposal of
personal information that is subject to privacy legislation, including MFIPPA.
Examples of where a PIA may be necessary include: the use and
implementation of software; hardware; digital networks; digital and physical
storage solutions; and digital surveillance systems. A PIA should be
conducted whenever the capture, use and storage of personal information is
involved. The County is in the process of developing a robust PIA tool that
will ensure compliance with MFIPPA prior to the required deadline of January
1st, 2027.
Financial Implications:
Fees under MFIPPA are prescribed under the legislation and will be revised as
necessary.
Advancement of the Strategic Plan:
The policy aligns with Strategy 3, Service Excellence and Efficiency, by increasing
public accountability and establishing the framework for staff to act decisively in fulfilling
information requests under MFIPPA.
Local Municipal Partner Impact:
Each local municipal partner will need to enact similar revisions to respective policies
under MFIPPA.
Communication Requirements:
The policy and related forms will be updated on the II: II9 1111 Countyaunt ll section of flie
:: ". P ...W ".II .11! .I:. ". under the "accountability„ tab.
Conclusion:
Samples of other municipal policies and guidance from the Association of Municipal
Managers, Clerks and Treasurers of Ontario were consulted in bringing forward these
revisions.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Blaine Parkin
Director of Community and Chief Administrative Office
Cultural Services
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Appendix A
ElglnCoun,tyI
County of Elgin
Policy Manual
Subject: Access to Information and Privacy Policy
Policy Number: ADM — 1.8
Date Approved:
Date Last Revision: April 25, 2023
1 0 1'YR.1'0SE
The County of Elgin is committed to public transparency and accountability in
compliance with the terms of the Municipal Freedom of Information and Protection
of Privacy Act ("MFIPPA"). The purpose of this policy is to provide guidelines and
procedures regarding public access to information governed by MFIPPA.
This policy pertains to all records retained in the custody or under the control of the
County of Elgin.
3 0 IID IIEIIIII[IIIIIITl1011 '
For the purpose of this Policy:
• "Act" shall mean the Municipal Freedom of Information and Protection of Privacy
Act R.S.O. 1990, c. M. 56, as may be amended or replaced.
• "County" shall mean the Corporation of the County of Elgin.
• "Record" shall have the same meaning as it is defined in section 2 of the Act, as
amended from time to time.
• "Personal Health Information" shall have the same meaning as it is defined in
section 4 of the Personal Health Information Protection Act, 2004, S.O. 2004, c.
3, Sched. A, as amended from time to time.
• "Personal Information" shall have the same meaning as it is defined in section 2
of the Act, as amended from time to time.
• "Routine Disclosure" shall mean the routine or automatic release of certain types
of administrative and operational records in response to requests made
informally.
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Appendix A
ElglnCoun'ty
4 E 111ROGEMYRES
County of Elgin
Policy Manual
4.1 MFIPPA establishes a general right of access to records created and
maintained by the County under the following guiding principles:
• The public has the right to information held by the County;
• Information should be made available to the public;
• Any person can make a request for information held by the County under
the Act;
• Exemptions from the right of access to information should be limited and specific;
• The protection of personal information held by the County under the Act is a
right of the Individual; and
• Decisions relating to disclosure of information can be reviewed by an
independent body: the Information and Privacy Commissioner of Ontario.
4.2 Authority to Collect Personal Information - Personal information shall only be
collected by the County where the collection is:
Expressly authorized by statute;
Used for the purposes of law enforcement; or
Necessary to the proper administration of a lawfully authorized activity.
County forms that collect personal information must include a Notice of Collection under
MFIPPA.
4.3 Routine Disclosure — Wherever possible, records will be made available and/or
released on a routine basis and without the need to file a formal request. All information
discussed in an open forum, such as County Council meetings, is open to the public
and can be routinely disclosed.
4.4 Exemptions under the Act — Records shall not be disclosed, or shall be severed and
only disclosed in part, where exemptions under the Act apply. The County therefore
may not make disclosures including, but not limited to, records or portions of records
that:
1. are draft by-laws and reports;
2. are advice or recommendations;
3. might interfere with a law enforcement matter;
4. were received in confidence from another government entity;
5. were received in confidence from an Aboriginal community, or that may prejudice
the conduct of relations between an Aboriginal community and the County;
Page 21 of 59
Appendix A
ElglnCoun,ty
County of Elgin
Policy Manual
6. contain third -party information, including technical, commercial, scientific, or
labour relations that were supplied in confidence and the release of which could
reasonably be expected to be prejudicial;
7. contain information, the release of which could prejudice economic or competitive
interests;
8. are protected by solicitor -client privilege;
9. contain information, the release of which might pose a danger to safety or health;
10.contain the personal information of an individual(s), except where such
disclosure is in accordance with the various exceptions contained within the Act
that do permit such disclosure.
11. have been previously destroyed according to the County's Classification and
Retention Schedule.
4.5 Personal Health Information - Requests for information or correction received
related to Personal Health Information are subject to the Personal Health and
Information Protection Act ("PHIPA") and shall be dealt with in accordance with PHIPA
and the County's Health Information Privacy Policy.
4.6 Audio and Video Surveillance - Audio / video surveillance systems are in use at
facilities owned or leased by the County of Elgin to promote the safety and security of
residents and the general public and to protect the County's assets and property.
Information obtained from these systems shall be governed by the County's Audio /
Video Surveillance Policy under the terms of MFIPPA.
4.7 Shared Responsibility - The management and safekeeping of information is the
responsibility of each employee, councillor, agent or representative of the County.
Confidentiality must be protected by any individual who is authorized to have access to
information in order to perform his or her duties.
4.8 Delegation of Duties Under the Act - The Warden is designated as Head of the
County for the purposes of the Act. The Warden's duties as Head are delegated to the
County Clerk. The Director of Community and Cultural Services acts as the Privacy
Coordinator on behalf of the Clerk. Staff, members of County Council and agents or
representatives of the County should consult the Privacy Coordinator for clarification on
how to proceed where an access request is received and it is not immediately apparent
that the information is within the public domain. Individuals may also consult the Privacy
Coordinator where information is not easily available.
4.9 Eligibility to File a Request - Every person has a right of access to a record or a part
of a record in the custody or under the control of the County, except where the record or
the part of the record falls within one of the exemptions under MFIPPA. The identity of
persons making requests shall not be disclosed except to those who need to know in
Page 22 of 59
Appendix A
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County of Elgin
Policy Manual
order to administer the request and/or the Act. The following procedure shall be
followed to access County records-
1 . Using the attached request form, a person requesting access to a record shall
submit a request in writing that states the specific request for access to
information in sufficient detail to enable the Coordinator to identify the
requested record(s). requesters. The Coordinator shall have the ability to
clarify a request when:
a It is open-ended, vague or unclear;
a The requested record(s) is not described sufficiently to allow an
experienced employee to undertake a search; or
a The request is framed as a question and does not provide sufficient
detail to identify the record being requested.
2. Except where routine disclosure applies, a person requesting access to a record
shall attach to the request form payment or proof of payment of a fee of $5.00.
This fee must be collected before the individual request will be processed. The
request and proof of payment shall be forwarded to:
Privacy Coordinator
Elgin County Administration Building
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1.
3. The request shall be date stamped and, in compliance with MFIPPA, the request
shall be completed within 45 business days. Eligible extensions to this response
period shall be communicated in writing to the requester and shall state the
reason(s) for the extension under MFIPPA and the consequential timelines.
A staged access plan may be appropriate where a request appears to be difficuti
to process within standard timelines and meets one of the statutory requirements
for proposing a - . records
_• _ • *- . • •-• • - ..s . . . A • - A R R •
For - to personal informationabout the individual
access, -. - . • "Record Preparation" -- obe charged.
Page 23 of 59
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County of Elgin
Policy Manual
-- estimate is • - $25 and under $100, the Coordinator will inform
requester thaprocessing - request will incur a fee. The fee is payable before
any respo- records are released.
• For fees of $100 and over, fee estimates should be as detailed as possible and
should provide the requester with a totalestimated cost for• •
preparation tim- A deposit of 0% of - total estimate can •-requested.
amountrequested, processing will continue once the required amount is paid or waived.
• A person who is required to pay a fee listed above may ask the Commissioner to
review the of - fee.
This policy shall be considered amended should any fee changes resulting from
legislative or regulatory amendments occur. If there is any conflict between this policy
and the County's Fees and Charges By -Law, the Fees and Charges By -Law shall prevail,
except that where the Fees and Charges By -Law is silent on a fee set out in this policy, it
shall not be considered a conflict.
4.11 Right of Appeal — The requestor has the right of appeal regarding any decision on
release of information, the process taken and/or associated timelines with the Information
and Privacy Commissioner of Ontario (IPC). Notice on the right of appeal shall be
provided on all responses to the requestor.
4.12 County Councillor Records - The Privacy Coordinator will determine whether the Act
applies to a Councillor's records. Councillors' records are generally subject to release
only where they are in the custody or control of the County and where they were produced
outside of Council's decision -making process and within the course of the Councillor's
duties as an officer or employee of the County. Generally, records related to a Councillor's
role as an individual constituent representative are not subject to MFIPPA.
The Coordinator will facilitate a Privacy Impact Assessment for proposed or existing
projects that involve the collection, use, retention, disclosure, security and disposal of
personal information that is subject to privacy legislation as it applies to the County of
Elgin, including MFIPPA and PHIPA. Such assessments will proceed under the terms
of - sunty's Privacy Impact Assessment•- as amended from time to time by
Coordinator.
Page 24 of 59
Appendix A
ElglnCoun,ty
E E 111RIVACY BREACH Cii ii1 iR.OTOC Oii
County of Elgin
Policy Manual
The County is committed to ensuring that appropriate and secure safeguards exist for
the management and protection of personal information. In the event that a breach of
personal information does occur, the following actions shall be taken:
• Upon learning of a privacy breach or potential privacy breach, staff shall
immediately notify the Chief Administrative Officer, the Privacy Coordinator, and
the Director of Legal Services, who will act as a control group responsible for
investigating the breach pursuant to guidelines set out by the IPC.
• The Privacy Officer will immediately provide notification to IPC if the breach is
deemed significant.
• The control group will immediately provide notice to the County's insurer if the
breach is deemed significant.
• The control group will lead efforts to identify the scope of the breach and to
implement the necessary steps to contain it.
• The control group will provide notice to those impacted by the breach. The notice
will outline the extent of the breach, its identifiable impacts, and support(s)
available to the affected party. Such notice may be provided by formal (such as
registered mail) or informal (such as e-mail or regular mail) means, depending on
the severity of the breach.
• The control group will lead an investigation into the causes of the breach and will
implement remedial efforts to prevent reoccurrence.
FURTHER INFORMATION:
Privacy Coordinator
County of Elgin
519-631-1460 x 138
Privacy(d) Igin.ca
ATTACHMENTS: MFIPPA Request Form
RELATED POLICIES: County of Elgin Audio / Video Surveillance Policy
Page 25 of 59
110000 OLAi"It
Request Form
Under the Municipal Freedom of Information and Protection of Privacy Act
Please Note: A $5.00 application fee is required for all requests.
Request for (check those that apply):
❑ Access to General Records
❑ Access to Own Personal Information
❑ Correction to Own Personal Information
Applicant Information
Full Name:
Address:
Contact Number:
Email:
Detailed description of requested records (attach further information if necessary):
Preferred method of access to records
❑ Examine original
❑ Receive electronic copy
❑ Receive hard copy (if applicable)
For Privacy Coordinator Use Only
Date Received:
Request / File Number:
Signature:
Date:
•• iC�Z7"1iTzMo
Personal information contained on this form is collected pursuant to the Municipal Freedom of
Information and Protection of Privacy Act and will be used for the purpose of responding to your request.
Questions about this collection should be directed
to the County of Elgin's Privacy Coordinator.
Ministry of Public and Business Service Delivery and Procurement
On April 24, 2026 (Royal Assent) amendments were made to the Freedom of Information and
Protection of Privacy Act (FIPPA) and the Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA) that make changes to Ontario's privacy and access to information
frameworks.
This fact sheet provides a summary of the amendments, in -force dates, and a plan to release
additional guidance and implementation supports in phases.
Amendments include changes to access to information processes, privacy requirements and
record exclusions, including:
• updating and clarifying access request timelines and procedures
• introducing a staged approach for responding to certain large or complex requests
• adding new privacy requirements to align municipal institutions under MFIPPA with
provincial institutions under FIPPA
• adding a new exclusion under FIPPA relating to the records of Executive Council
Members, Parliamentary Assistants and their offices, and
• adding anew exclusion under FIPPA and MFIPPA for certain records prepared or
collected under the Enhancing Digital Security and Trust Act, 2024 (EDSTA).
Cif311111MAjppp 11I r •ii1 f'%%L ' t '�T
Area of change
Description
• Records in the custody or control of a Minister, a Minister's Office, a
Parliamentary Assistant, or a Parliamentary Assistant's Office are
Exclusion of the
now excluded from FIPPA, unless the record is also in the custody
records of
of an institution under FIPPA.
Executive Council
• Section 65(18) of FIPPA (the "Exclusion") provides for this change
Members,
which came into force on April 24, 2026, and applies retroactively as
Parliamentary
of 1988 (the year FIPPA came into effect).
Assistants and
• The Exclusion can apply to records held by the Premier, a Minister,
their offices
a Parliamentary assistant, and the staff in their respective offices.
• The Exclusion does not apply when Ontario Public Service ("OPS")
staff have possession of a record, other than in limited
circumstances.
May 2026 Archives and Privacy Division
Page 1 Page 27 of 59
In Force: July 1, 1;
Area of change
Description
Increasing FOI response
• 30 calendar day timeline changed to 45 business days.
timelines
• Enables institutions to request a second time extension for
processing voluminous or complex requests.
• Institutions are required to help requesters to refine and clarify
their FOI requests.
Codifying FOI request
• FOI response timelines are paused while awaiting fee
practices
estimate payment or an approved fee waiver.
• Allows institutions to release voluminous requests in stages
while processing continues.
Removal of personal
• Removes requirements for publishing lists that index the types
information bank
of personal information an institution holds.
framework
• Other transparency and accountability requirements under
FIPPA and MFIPPA continue to apply.
Exclusion of certain
• Excludes certain records prepared or collected under EDSTA
records where there is a
from the scope of FIPPA and MFIPPA or other records the
cyber security risk
disclosure of which could reasonably be expected to
compromise cyber security.
c
In Force: September
Area of change
Description
• Moves authority to approve data integration standards from
the Information and Privacy Commissioner (IPC) to the Chief
Digital and Data Officer's (CDDO) within the Ontario
Government.
Amendments to data
• Clarifies the sequencing of activities by data integration unit
integration framework
that linking should occur before de -identifying personal
and governance
information. The CDDO is required to report annually to the
IPC on the activities of Data Integration Units.
• Mandatory, recurring reviews of Data Integration Unit practices
by the IPC are no longer prescribed, with oversight supported
through reporting, transparency, and existing regulatory
powers.
Ontario Public Servant
• Establishes authority to permit the disclosure of personal
(OPS) Office 365
information to enable an employee to retain access to their
accounts
email and associated account when moving positions between
ministries.
May 2026 Archives and Privacy Division
Page 2 Page 28 of 59
Area of Change
Description
Mandatory Privacy
• Aligns MFIPPA with Bill 194, Strengthening Cyber Security
Impact Assessment,
and Building Trust in the Public Sector Act, 2024,
Privacy Breach
amendments to FIPPA requiring privacy impact assessments
Reporting
and privacy breach reporting.
FIPPA and MFIPPA
• Ensures both FIPPA and MFIPPA are aligned to ensure
Privacy Alignment
consistent access and privacy law across provincial and
Provisions
municipal institutions, including whistleblowing protections and
IPC review of privacy practices.
• Additional tools, guidance materials and implementation supports are being
developed and will be released in phases, aligned with in -force dates.
• MPBSDP will engage with institutions, municipalities and sector partners as appropriate as
materials are developed.
• Guidance will focus on implementation requirements for institutions as amendments come
into force.
• Anticipated approach (subject to change):
➢ May 2026: guidance on the ministers' records exclusion
➢ June 2026: guidance on the FIPPA procedural changes will be available for FIPPA
institutions.
➢ August 2026: further information on employee email accounts and data integration
ministries where appropriate.
➢ January 2027: updates to the Freed.orb._ f_Information ._ and Protection of_Priiv fy Manuall
will be published.
• Please direct questions to MPBSPD's Archives and Privacy Division at
:..................p......iyacy.. ontario.ca.
ccesse ri ..
May 2026 Archives and Privacy Division
Page 3 Page 29 of 59
Bill 97, Plan to Protect Ontario Act (Budget Measures), 2026, made amendments to the
Freedom of Information and Protection of Privacy Act (FIPPA) and the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA). FIPPA and MFIPPA provide the legal
framework for access to information held by institutions and for protecting personal privacy.
This fact sheet provides operational guidance for Freedom of Information (FOI) coordinators
and staff on the clarification of requests, fee estimates, and staged access plan.
These changes regarding clarification of requests, fee estimates, and staged access plan come
into effect on July 1, 2026. They do not apply retroactively to requests received before July 1,
2026.
What II II in
Effective July 1, 2026, some existing FOI access request procedures will be updated, including:
• Clarifying the requirement for institutions to make reasonable efforts to assist requesters in
formulating, refining and clarifying FOI requests;
• Pausing FOI response timelines at the end of the day on which the estimate is given (see:
FIPPA s. 57(3.2)/MFIPPA s. 45(3.2)) and until any required fee is paid or waived; and
• Introducing a staged access plan approach for responding to certain large or complex
requests where the request engages one or more statutory grounds, including operational
burden, an overly broad timeframe, high -volume disclosure preparation, or other requests
by the same requester.
What will III ' III offices iineed to do?
Many FOI offices already have practices in place to assist requesters, clarify scope of requests,
issue fee estimates and consider fee waiver requests. FOI offices should review those practices
to ensure they are documented, applied consistently and align with the amended legislation and
any updated guidance.
If an FOI office does not have an existing policy or procedure regarding clarification of requests,
processing fee estimates and fee waivers, it may be helpful to develop and implement one so
that processing remains consistent throughout the office. The procedure should identify who is
responsible for contacting requesters, issuing fee estimates, reviewing fee waiver requests,
recording key dates, and calculating when response timelines stop and resume.
Page 30 of 59
Clarification of a irequest
As of July 1, 2026, when an FOI request does not provide sufficient detail to enable an
experienced employee of the institution, upon a reasonable effort, to identify the record, the
institution must inform the requester and offer assistance in reformulating the request. Through
the process of clarification, FOI staff typically help the requester better understand what types of
records may be responsive to a request and what may, or may not, be available in response to
the request.
As both FIPPA and MFIPPA require requesters to provide sufficient detail to enable an
experienced employee to identify the requested records, a request will need to be clarified
when:
• It is open-ended, vague or unclear;
• The requested record(s) is not described sufficiently to allow an experienced employee to
undertake a search; or
• The request is framed as a question and does not provide sufficient detail to identify the
record being requested.
It is important to note that the legislated timelines for processing do not start until a request is
clarified with the requester sufficiently for the institution to identify the record.
Neither FIPPA nor MFIPPA prescribe a method for clarifying a request — it can be done by
phone or in writing. The institution and requester can work together to reformulate the request.
After a request has been clarified it should be clear to both the institution and the requester
what records are being requested. For an institution this means that an experienced employee
will be able to identify the requested records.
It is important to remember that if a requester is contacted regarding clarification or narrowing of
a request, a letter or email should be sent to the requester outlining what was discussed
regarding clarification or narrowing and the new clarified or narrowed request text, if applicable.
Sometimes a request will capture a significant number of records because of its wording (e.g.,
"access to any and all records") or due to an extensive timeframe for the record search. A broad
request can still provide sufficient detail to identify records.
Narrowing a request refers to reducing the scope of the request (e.g., reducing a request for
three years of records to one year of records). Narrowing the scope of a broad request is not
considered to be a clarification if the original request provided the institution with sufficient detail
about the requested record and narrowing simply reduces the scope. FOI staff should consider
working collaboratively with requesters to narrow the scope of a broad request. If the request is
sufficiently detailed, the institution may process it as framed and consider available tools,
including a time extension or staged -access plan, if the applicable criteria are met.
June 2026 Archives and Privacy Division
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Page 31 of 59
IFee lf;;;;;. lst1h
Fee estimates inform requesters of fees for search and processing that their request will incur.
For example, if a program area has advised the FOI office that a fee will need to be charged for
search time (as noted in s.o
II....�.. 0.. 460 �_ ... or and .
1 Ili ry . 823 GIENEII-AL. for MFIPPA) a fee estimate may be issued. In this case, the program
area(s) should provide the FOI office with a detailed estimate of how much time will be needed
and the reasons why that extra time will be needed. This information will be useful if the
requester appeals the fee estimate that is created for the request.
If the fee estimate is over $25 and under $100, the FOI office should inform the requester that
processing the request will incur a fee. The fee is payable to the FOI office before any
responsive records are released.
For fees of $100 and over, fee estimates should be as detailed as possible and should:
• Provide the requester with a total estimated cost for search and/or preparation time (i.e.
number of hours estimated for search and/or preparation x the $30 per hour
search/preparation fee as outlined in Reg 460 (FIPPA) or Reg 823 (MFIPPA));
A deposit of 50% of the total estimate can be requested. Once requested, processing will
continue once the required amount is paid or waived (see: FIPPA Reg 460 s. 7(1)/MFIPPA
Reg 823 s. 7(1)).
Include information on how the requester can appeal the decision to charge a fee to the
Information and Privacy Commissioner (IPC).
The requester will have 30 business days to either pay 50% of the fee estimate (as outlined in
the fee estimate letter sent by the FOI office) or revise or clarify the request to reduce search
volume and costs.
The legislated timeline for processing a request stops at the end of the day on which the
estimate is given to the requester and continues while the FOI office is waiting for the 50%
deposit to be paid by the requester.
When the FOI office receives payment of 50% of the fee estimate, then the legislated timeline
for the processing of the request can resume. (Often this means that the program area(s) will
not start their search until the fee estimate deposit is received.)
FOI offices should record the date the estimate was issued, the amount of the estimate, any
requester communication, the date any required fee is paid or waived, and the date the
response timeline resumes.
Fee Estimates for Staged Access Plan
As fee estimates usually apply to the processing of larger or voluminous files, any request that
is a candidate for a staged access plan may also require a fee estimate.
June 2026 Archives and Privacy Division
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In the case of a staged access plan for a request, an institution may request a 50% fee estimate
deposit to be paid by the requester so that the requester is aware of costs and can contact the
FOI office to rescope the request, if desired, to reduce estimated costs.
Any fee estimate for a request that will use a staged access plan should be done for the entire
request and not for each individual stage of the request. If, once the requester has been
provided all responsive records, the fee estimate is shown to be an overestimate, the FOI office
should provide this information to the requester along with details on the new, final fee total. If a
refund is necessary, details on how a refund to the requester will be processed should be
included. This information may be added to the final staged request access decision letter, if
necessary.
Staged cress II plan for an IIFIII irequest
q
A staged access plan may be appropriate where an FOI request appears to be difficult to
process within standard timelines and meets one of the statutory requirements for proposing
access to records in stages, including:
• The time required to search for responsive records would unreasonably interfere with the
regular duties of employees;
• The scope of the request is overly broad because of the period of time it covers;
• The preparation of responsive records for disclosure would unreasonably interfere with the
institution's operations due to their volume; or
• The requester has submitted multiple requests to the institution and, collectively, the
requests would unreasonably interfere with the institution's operations.
Where a staged access plan is being considered, the FOI office should first assess whether the
request can be clarified or narrowed through discussion with the requester. This may reduce
processing time, assist with prioritizing records and limit potential fees.
A request involving a staged access plan may also require a time extension if the statutory
criteria are met (for voluminous responsive records and the impacts on the resources of the
institution for processing the request).
If a time extension is required, the period should be reasonable in the circumstances to cover
the whole time needed to provide all the staged access plan responses to the requester and
meet the criteria for extension. For example, if it is estimated that 6 staged releases of
responsive records every 30 business days will be appropriate, the time extension should be for
180 days.
If a staged access plan is proposed, the plan should clearly set out:
• the categories of records to be processed;
• the program areas or offices to be searched;
June 2026 Archives and Privacy Division
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Page 33 of 59
• the anticipated timing for access decisions;
• the anticipated timing for disclosure or production of records; and
• any other factors that may affect the schedule agreed upon with the requester.
The written notice should provide a time frame for the requester to respond within (30 business
days), advise applicable appeal rights and explain the requester's options for responding to the
proposed plan, including accepting the plan, proposing amendments, or modifying the scope of
the request.
Written acceptance of the proposed plan by the requester via email or formal letter is
recommended. If the requester does not respond in writing within 30 business days and does
not appeal where appeal rights apply, the request is deemed abandoned.
Each separate stage of the staged access plan will require the FOI office to provide the
requester with an access decision letter on the responsive records that are part of that stage of
the response.
FOI offices should consider how best to manage resources to ensure that the proposed staged
timeline for response can be met. Missing a staged timeline or failing to communicate changes
to the plan may increase the likelihood of an appeal to the IPC. Consequently, FOI offices may
wish to consider:
• Contacting the requester to understand the requester's priorities and to discuss options
to narrow the scope of the request;
• Establishing a proposed staged release schedule based on categories of records, priority
program areas or the requester's priorities; and/or
• Allocating additional staff resources to work on the request on temporary or priority basis,
where feasible.
If it becomes clear that an FOI office will not be able to meet the staged release schedule for
any or all parts of the request, they should contact the requester to see if the staged access
plan timeline can be amended. The FOI office may want to propose applying a second time
extension on any or all stages of the staged request plan. If the FOI office needs to modify the
staged access plan, the office should contact the requester as soon as possible and provide
clear written notice of the amended plan and any applicable appeal rights.
All key decisions regarding the processing timeline for a staged request should be recorded in
the file for reference as processing continues. This includes the reasons for proposed or
accepted schedules, and any later changes to the plan. The information will be useful if the
matter is appealed to the IPC or if briefing materials are required for senior decision makers.
June 2026 Archives and Privacy Division
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Supportsind irelated irm irlii III
More detailed guidance on clarification of requests, fee estimates and waivers may be
found in the Fo: II aind Il irlivacv III irral I. Please note that comprehensive updates to the
online FOI and Privacy Manual will be published around January 2027 to reflect the
amendments made to FIPPA and MFIPPA.
Please direct questions to MPBSDP's Archives and Privacy Division at
June 2026
Page 6
Page 35 of 59
Archives and Privacy Division
Appendix lii 113etailed III,,,,,,egislative Chainges lii iin IF1111131113A andII III" °' III III III ire III
Clarification of a Request, Fee 11:..:..:.ist1hrnates and Staged Access Plains
ins
Section of
What changes July
FIPPA/MFIPPA
What it did before
1, 2026
practical impact
Now requires an
Required the
institution to make
s. 24(2) (FIPPA) —
institution, where a
reasonable efforts as
Assistance with
request did not
soon as possible in
This amendment
clarification of
sufficiently describe
the circumstances to
creates an obli ation
g
request
the record sought,
inquiries about
for the FOI office to
to inform the
formulating a
undertake reasonable
requester of the
request, and to
efforts to assist the
s. 17(2) (MFIPPA) —
defect and offer
inform the person of
requester in
Assistance with
assistance in
the defect and offer
clarification of the
request
reformulating the
assistance in
request.
request.
reformulating the
request.
Allows the head to
propose a plan for
providing access to
records in stages
where one or more
statutory criteria are
This amendment
s.24.1 (FIPPA) —
met.
codifies the practice of
Plan for Staged
Access to Records
This amendment is
The plan must divide
staged responses that
the request into
have previously been
s. 17.1 (MFIPPA) —
net new.
separate categories
used in practice by FOI
Plan for Staged
of records, set out
offices regarding
Access to Records
the areas of the
staged access plans,
institution to be
when needed.
searched and
establish a schedule
for access decisions
and disclosure or
production.
s.24.2 (FIPPA) —
This amendment is
Requires the
requester to respond
This amendment
Requester's
q
net new.
in writing within 30
codifies practices that
response to plan
business days by
have been previously
June 2026
Page 7
Page 36 of 59
Archives and Privacy Division
s. 17.2 (MFIPPA) —
accepting the plan,
used by FOI offices,
Requester's
proposing
when needed
response to plan
amendments, or
modifying the scope
of the request, or to
appeal where appeal
rights are available.
Provided for an
Requires the head to
s. 57(3) (FIPPA) —
institution to, before
give a reasonable
giving access to a
estimate where the
The timeline stops at
Estimate of costs
record, give the
amount is over $25,
the end of the day the
requester a
inform the person of
estimate is given and
reasonable
the right to request a
resumes the next
s. 45(3) (MFIPPA) —
estimate of any
fee waiver, and give
business day after the
Estimate of costs
amount required to
the estimate before
fee is paid or waived.
be paid under the
the response timeline
applicable Act that
or extension expires.
is over $25.
June 2026
Page 8
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Report to Committee of the Whole
From: Katherine Thompson, County Clerk/Manager of Administrative Services
Date: September 22, 2026
Subject: ADM 26-32 Elgin County Customer Engagement Policy
Recommendation(s):
THAT the Elgin County Customer Engagement Policy be adopted.
Introduction:
Staff at the County of Elgin have always had the utmost respect for our customers and
have aspired to a high standard when serving the public. While these principles have
long guided the County's approach to customer service, the County has not previously
had a formal policy in place to establish and document these standards. The importance
of providing a high level of customer service was reinforced through the County's 2024
Strategic Plan. Service Focus was identified as one of the County's four main corporate
values:
Strategic Focus
• Be courteous and responsive to the public's/Community members' needs,
delivering timely and efficient services.
• Continuously seek feedback to improve service quality.
• Covey information clearly and in an accessible way.
• Provide accessible services that meet the needs of diverse community members.
Given the emphasis on customer service within the County's strategic direction, staff
believe it is prudent to formalize the standards and practices that support a consistent
and positive customer experience.
Background and Discussion:
The proposed Customer Engagement Policy (attached) establishes a clear and
consistent framework for how County staff engage with members of the public and
respond to customer inquiries and concerns. The policy formalizes standards related to:
Page 38 of 59
• Timelines and expectations for returning telephone calls, emails, and other
messages;
• Protocols for staff away messages and managing customer expectations when
staff are unavailable;
• A clear process for members of the public to submit complaints to the County;
• Expectations for professional and respectful interactions between staff and
customers; and
• Clear procedures for staff to follow when dealing with abusive, threatening or
harassing behaviour — including guidance for appropriately de-escalating difficult
situations.
The policy is intended to support staff in delivering consistent, courteous, and
responsive service while also providing clear expectations for members of the public
when engaging with County staff.
Financial Implications:
�m
Advancement of the Strategic Plan:
This initiative advances the corporate value of Customer Focus and Strategic Priority #3
Service Excellence and Efficiency.
Local Municipal Partner Impact:
None.
Communication Requirements:
Once adopted by Council, communications regarding the new policy will be
disseminated internally to staff, and the policy will be posted on the County of Elgin's
corporate website.
Conclusion:
The proposed Customer Engagement Policy builds upon the service standards that
County staff have long aspired to achieve and provides a formal framework to support
those standards consistently across the organization.
All of which is Respectfully Submitted
Katherine Thompson
County Clerk/Manager of Administrative Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer
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Subject: Customer Engagement Policy
Policy Number: ADM - ??
Date Approved: October 13, 2026
Date Last Revision: October 13, 2026
1. Policy Statement:
County of Elgin
Policy Manual
1.1. The County of Elgin is committed to delivering efficient, respectful, and
accessible customer service.
1.2. The County of Elgin adheres to the following customer service principles,
which align with the values of respect, integrity, collaboration, and service
focus as outlined in the Elgin County Strategic Plan:
1.2.1. Respect and Courtesy — Staff treat customers with dignity,
fairness, politeness, and patience.
1.2.2. Accessibility and Inclusivity — staff ensure services
accommodate diverse needs and utilize plain language, in
accordance with the Accessibility for Ontarians with Disabilities Act,
2005, and its regulations.
1.2.3. Timeliness and Reliability — staff respond within established
response interaction times, keep customers informed of delays, and
follow through on commitments.
1.2.4. Solution based — Staff are empowered to work towards a solution
of a customer issue, within the reasonable constraints of County of
Elgin policies and by-laws and provincial and federal legislation.
2. Purpose:
1
2.1. To define clear standards, expectations, and accountability for the provision of
services to County of Elgin customers.
2.2. To support a service focused culture that is professional, timely, transparent,
and inclusive.
2.3. To outline the mechanisms for providing feedback to the County of Elgin.
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3. Scope:
County of Elgin
Policy Manual
3.1. This policy applies to all staff of the County of Elgin, where applicable.
4. Definitions:
4.1. "Abusive Behaviour" is displayed when customers shout or use profane
and/or threatening language.
4.2. "Channels of Service" refer to the various ways in which individuals can
provide feedback to the County of Elgin (in -person, via telephone, email).
4.3. "Customers" refers to residents and visitors to the County of Elgin,
businesses, volunteers, or other individuals who contact or use the County
services.
4.4. "County" means the County of Elgin.
4.5. "Business Day" means Monday to Friday from 8:30a.m. to 4:30p.m. This
does not include statutory holidays.
4.6. "Discrimination" - means a person is treated differently or unfairly because of
a protected characteristic such as race, sex, age, disability, sexual orientation,
gender identity, or family status.
4.7. "Feedback" means an opinion, comment, complaint, compliment with respect
to a County program or service.
4.8. "Frivolous Complaint" means a complaint about a minor or trivial matter or
issues that is vague or so poorly explained that it cannot be considered
meaningfully.
4.9. "Harassment" means engaging in a course of vexatious [annoying or
provoking] comment or conduct which is known or ought reasonably to be
known to be unwelcome.
5. Policy Provisions:
2
5.1. Standards for Channels of Service
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3
County of Elgin
Policy Manual
The public can access customer support through various channels, including
phone lines, email, in -person assistance, or social media.
5.1.1. In -Person Assistance
5.1.1.1. Staff must ensure that the centralized front desk
reception counter is monitored during business hours.
5.1.1.2. Walk-in customers will be attended to in the order in
which they arrive.
5.1.1.3. If a customer has a scheduled appointment, they will be
attended to at the time of the scheduled appointment,
where practicable.
5.1.1.4. Customers will be greeted in a polite and professional
manner.
5.1.1.5. Staff will identify themselves by name and position,
where appropriate.
5.1.1.6. Staff will listen attentively to the customers' inquiry or
concern and allow them to finish without interruption.
5.1.1.7. When inquiries are unable to be resolved immediately,
staff will inform the customer when a follow-up can be
expected or refer them to the appropriate department.
5.1.2. Telephone
5.1.2.1. All external telephone calls will be answered with a
consistent greeting that indicates the caller has reached
the County of Elgin, indicates who the caller is speaking
to, and asks how the caller can be assisted (e.g. "Good
Morning, County of Elgin, Jane Doe speaking. How may I
help you?").
5.1.2.2. If placing the caller on hold, staff will notify the caller.
5.1.2.3. If a call must be transferred, staff will indicate that a
transfer is taking place and to whom the caller is being
transferred.
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2
County of Elgin
Policy Manual
5.1.2.4. When inquiries are unable to be resolved immediately,
staff will inform the customer when a follow-up can be
expected or refer them to the appropriate department.
5.1.2.5. Voicemail greetings will be polite, identify the staff
person, and indicate that messages will be returned
promptly.
5.1.3. Email
5.1.3.1. Initial emails to recipients and as needed in follow up
replies, will include a clear subject line, a formal greeting,
and an email signature that includes the Elgin County
Logo, staff name, title, and phone extension.
5.1.3.2. Emails will be written in clear, plain language, and will
respond to all questions or explain how further
information can be obtained.
5.1.4. Social Media
5.1.4.1. Only designated staff shall communicate utilizing official
County of Elgin social media channels.
5.1.4.2. Social Media use is governed by the Social Media Policy.
5.1.4.3. Only legitimate inquiries will receive responses via social
media.
5.2. Interaction Response Time
5.2.1. Telephone — Staff will return telephone calls as soon as possible
(ideally same day) and always within three (3) business days
through direct contact or voicemail. Should an inquiry be complex in
nature, staff will acknowledge receipt of the call within the above
time frame, inform customers of delays, and provide approximate
timelines related to responses.
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5
County of Elgin
Policy Manual
5.2.2. Emails — Staff will respond to emails as soon as possible (ideally
same day) and always within three (3) business days. Should an
inquiry be complex in nature, staff will acknowledge receipt of the
email within the above time frame, inform customers of delays, and
provide approximate timelines related to responses.
5.2.3. In -Person Assistance — Staff will make reasonable effort to greet
in -person customers promptly and provide estimated wait times
when applicable.
5.2.4. Social Media — Staff will respond to social media inquiries within
three (3) business days. Should an inquiry be complex in nature, or
better suited to a different medium of communication, staff will
acknowledge receipt of the inquiry and provide approximate
timelines related to responses.
5.2.5. The interaction response times set out in Section 5.3 of this policy
are intended to establish service standards and reasonable
expectations. The organization recognizes that these response
times may not be achieved as a result of operational
circumstances, or during periods of vacation, extended leave, or
unforeseen circumstances affecting service availability.
5.2.6. Communications reasonably identified as spam, scams, fraudulent
communications, or unsolicited marketing are not subject to service
standards or response requirements of the Customer Engagement
Policy. Staff have discretion to determine whether a communication
is legitimate and are not required to respond to communications
they reasonably believe fall into these categories.
5.3. Out of Office Standard
5.3.1. Staff who will be unavailable due to leave, vacation, or other
reasons, shall provide means for customers to know they are not
available by setting an out of office message either by email or
voicemail greeting on their primary phone. Depending on the
employee's role, messages on both email and primary phone may
be required.
5.3.2. Both email autoreplies and voicemail messages shall indicate the
dates of absence and provide the contact information of an
alternative contact who may assist during the time of absence.
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9
County of Elgin
Policy Manual
5.3.3. Alternatively, staff may forward their primary telephone, or emails
directly to an alternative contact during the time of absence.
5.4. Accessibility
5.4.1. Services provided will adhere to the requirements under the
Accessibility for Ontarians with Disabilities Act.
5.5. Escalations
5.5.1. The County of Elgin is committed to providing a safe and respectful
environment for staff and the public. Staff are expected to provide
courteous and responsive service; however, they are not required
to tolerate or respond to inappropriate or abusive communication.
5.5.2. Inappropriate communication includes but is not limited to content
or behaviour that is:
• Abusive
• Discriminatory
• Sexual or sexually explicit
• Profane
• Threatening or intimidating
5.5.3. When faced with inappropriate behaviour as described in Section
5.5.2, staff will:
• Warn the individual that the behaviour is unacceptable and
request respectful conduct.
• If the behaviour continues, end or suspend the interaction (e.g.
end the call or advise the individual that the conversation will
be discontinued.)
• Refer the matter to a supervisor or manager and take further
action in accordance with the County of Elgin's Workplace
Violence/Harassment Policy, or other applicable policies.
• Document the time, date and content of the discontinued
interaction.
• If at any time there is a threat to the physical safety of staff or
the public, staff will remove themselves from the conversation
and contact the appropriate authorities.
5.6. General Feedback
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County of Elgin
Policy Manual
5.6.1. Compliments, complaints, or concerns regarding County of Elgin
Services can be directed to the appropriate department by email,
by telephone, by scheduling an in -person appointment, in
accordance with the County of Elgin Feedback Procedure
(Appendix A).
5.6.2. Complaints about the conduct of Elgin County Council, Committee,
or Local Boards shall be referred to the Integrity Commissioner.
5.6.3. Frivolous and Vexatious complaints shall be disregarded.
5.6.4. Anonymous feedback shall not be considered.
5.6.5. Confidentiality shall be maintained to the extent possible in keeping
with legislative requirements.
6. Responsibilities
7
6.1. Staff are responsible for ensuring that all customer interactions adhere to the
provisions of this policy.
6.2. Supervisors/Managers are responsible for ensuring that staff are trained and
follow this policy.
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Report to Committee of the Whole
From: Katherine Thompson, County Clerk/Manager of Administrative Services
Date: September 22, 2026
Subject: ADM 26-33 Warden and Council Policies Update
Recommendation(s):
THAT the proposed updates to the Warden and Council Policies be adopted.
Introduction:
As part of a routine process, staff have undertaken a review of the County's Warden
and Council Policies in advance of the end of the current term of Council.
Background and Discussion:
The Warden and Council Policies were last reviewed in 2021. While the 2021 review
resulted in relatively limited amendments, the current review has identified a greater
number of provisions that can be streamlined or removed. In particular, some provisions
currently contained within the Warden and Council Policies duplicate requirements that
are already addressed through County -wide policies. Removing these duplicative
provisions will make the Warden and Council Policies more concise and ensure that
they remain focused specifically on matters relating to Council and the Office of the
Warden.
The proposed revisions are generally intended to clarify existing expectations, improve
consistency, and establish greater predictability for annual budgeting.
The draft Warden and Council Policies are attached for review. The current Warden
and Council Policies can be viewed Ih ere.
.........................
A summary of proposed changes is listed in the chart below:
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Current Provisions
Proposed Changes
Currently the policy contains provisions
Remove these provisions as they are
regarding Asset Disposal, Purchasing
addressed in detail in separate policies
(Procurement), Bereavement,
and/or by-laws and removing them allows
Committees, and Council
the policy to remain focused on matters
Correspondence.
that are specific to Council and the Office
of the Warden.
Convention Attendance - County
Replace with - Subject to Council
Councillors shall be permitted to attend
approved budgetary limits and where
any convention/conference/workshop/
attendance is relevant to the business of
seminar in accordance with the
the County, each County Councillor may
established convention policy, provided
attend up to two (2) of the following
the said attendance is relevant to the
annual conferences:
business of the County and is contained
within approved budgetary limits.
. Rural Ontario Municipal
Association (ROMA) Conference
• Good Roads Conference
• Association of Municipalities of
Ontario (AMO) Conference
2. The Deputy Warden may attend all
three (3) of the abovementioned
conferences, subject to budgetary limits.
3. In addition to the conferences listed
above, each County Councillor may
attend single -day conferences,
workshops, seminars, or professional
development events relevant to their role,
to a maximum annual cost of $500 per
Councillor, subject to available budget
and applicable County policies.
The existing policy does not provide a
clear upper limit on the total annual cost
associated with conference attendance.
The establishment of defined limits will
enable staff to develop more accurate
annual budget estimates.
Retirement Gift - Every retiring County
Remove - this practice is no longer in
Councillor shall receive a desk pen set or
place.
other suitable commemorative item with
the County Crest affixed and a suitable
plaque indicating the term held on
Council.
Per Diem - The per diem rate of $150.00
Remove — Registration, Travel, Hotel,
(adjusted from time to time) shall be paid
Meals, and Parking are covered. Per
and limited to the actual number of days
Diem is therefore unnecessary.
Page 48 of 59
that the
convention/conference/workshop/seminar
has sessions listed which the delegate
attends.
County Rings - A gold County Wardens'
Remove - this practice is no longer in
Ring may be purchased by Wardens,
place.
past and present, and a standard gold
County Ring may be purchased by
Wardens, County Councillors and staff,
past and present, at their cost, each
available in men's and women's sizes.
Elgin Municipal Association — Past
Remove as the Elgin Municipal
Wardens shall be recognized by the Elgin
Association disbanded in 2021.
Municipal Association at the annual
dinner meeting, and County Council shall
provide complimentary tickets for the
current Warden, Past Wardens and
guest.
Remuneration — currently the policy
Remove precise amount and indicate that
indicates a precise amount that the
this amount is governed by the Council
Warden and Councillors are paid annually
Remuneration Policy. Amounts change
as an honorarium.
over the years based on cost -of -living
increases and including a precise amount
renders the policy inaccurate annually.
Warden's Recognition Gift - A
Remove - this practice is no longer in
recognition gift at a cost of up to $500
place. This practice has been replaced by
shall be chosen by the Warden or a
a donation of $500 to a charity of the
watch with suitable engraving and a silver
Warden's choosing.
tray with suitable engraving and shall be
purchased by the Social/Entertainment
Committee.
Dress Code - Council Members and
Council Members and Officials shall wear
Officials shall wear appropriate business
appropriate business attire for Council
attire for Council meetings (defined as
meetings.
semi -formal and not business casual —
specifically dress shirt/blouse, jacket,
Remove prescriptive dress code
dress pants or suit).
requirements for regular meetings letting
Councillors determine their own
professional dress within the confines of
business attire. Rules surrounding
traditional uniform for occasions such as
the Warden's Election remain in place.
Financial Implications:
None.
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Advancement of the Strategic Plan:
The initiatives outlined in this report are integral to the County's day-to-day operations,
supporting effective governance and the efficient delivery of services to Council and the
public. Together, they enhance organizational efficiency and reflect the County's
ongoing commitment to transparency, accountability, and good governance.
Local Municipal Partner Impact:
None.
Communication Requirements:
None.
Conclusion:
Staff have undertaken a routine review of the Warden and Council Policies and are
recommending several changes to improve clarity and consistency.
All of which is Respectfully Submitted
Katherine Thompson
County Clerk/Manager of Administrative Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer
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Subject: Warden and Council Policies
Policy Number: 1.00
Date Approved: January 26, 2021
Date Last Revision: September 22, 2026
Purpose:
County of Elgin
Policy Manual
The purpose of this policy is to establish clear and consistent provisions governing the
remuneration, expenses, equipment, attendance, ceremonial responsibilities, and other
supports provided to the Warden, Members of Elgin County Council, and authorized
Alternate Members in the performance of their official duties.
Scope:
This policy applies to Members of Elgin County Council and those individuals who have
been authorized, during the absence of a Member, to act in the pace and stead of such
Member and perform such other duties as assigned (Alternate Members).
Definitions:
"Council" means the elected Mayors/and or Deputy Mayors or alternate(s) of the
County's constituent municipalities.
"Meeting" A meeting is defined as a duly called Council meeting, Special Council
meeting, Committee meeting (including outside committees) or Sub -Committee meeting
established to carry out the business of the Council, Committee or Sub -Committee.
Occasionally, a Member designated by the Warden may be required to meet with staff
or attend meetings on behalf of Council. These meetings are to be kept to a minimum
and must have prior approval of the Warden.
"Warden" means the Warden of the Corporation of the County of Elgin, in accordance
with the Municipal Act, and the term is interchangeable with "Chair", "Chief Executive
Officer", and "Head of Council" for the purposes of conducting Council meetings.
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Policy Provisions:
Warden
Cellular Telephone/Electronic Communication Device
County of Elgin
Policy Manual
The Warden shall be provided with a cellular telephone or other electronic device
approved by Information Technology for business use. Personal use is subject to
County Policy. The device shall be returned to Information Technology at the end of the
Warden's term.
Chain of Office/Gown/Lord Elgin Watch
The Warden is authorized to use his/her own discretion as to whether the traditional
Chain of Office, Gown, or Lord Elgin Watch will be worn at meetings of Council, other
than at the time of election to Office, or other events or occasions as warranted.
Convention/Workshop/Seminar Attendance and Hospitality Rooms
The Warden may attend any number of conventions/workshops/seminars or
conferences, provided the said convention/conference/workshop/seminar is
relevant to the business of the County and does not exceed budget allocations.
2. The Warden shall be paid the following rates for attending conventions,
conferences, workshops, and seminars:
2
a) Conference registration fee.
b) Mileage from St. Thomas to the convention site and return, shall be paid at
a per kilometre rate established annually by the Canada Revenue Agency
and Human Resources Policy 10.50. Whenever possible the Warden and
delegates are encouraged to travel together to reduce costs.
c) Accommodation, at the approved conference hotel or approved associated
hotels, shall be reimbursed from receipts and limited to the actual number of
days that the convention has sessions listed which the delegate attends.
Additional nights may be considered based on distance travelled and/or
other attendance requirements.
d) A meal allowance for each day on which the event has scheduled
sessions attended by the Member, as follows:
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i. Breakfast - $15.00 per day
ii. Lunch - $20.00 per day
iii. Dinner - $40.00 per day
County of Elgin
Policy Manual
The applicable meal allowance shall only be provided where the
corresponding meal is not provided as part of the convention, conference,
workshop, or seminar registration fee.
e) Parking shall be reimbursed from receipts and limited to the actual number
of days that the convention has sessions listed which the delegate attends.
f) Claim for reimbursement of expenses shall be made on the approved claim
form. Reimbursement shall be made as soon as possible after receipt of
claim but will coincide with the next scheduled cheque run.
Election Reception
The County will host a wine/beer and hors d'oeuvre reception after the Warden's
Election each year. The Administrative Services Department will make the necessary
arrangements.
Official Statements
In accordance with Administrative Services Policy 1.0 — Communications, statements
concerning official policies of County Council shall be released by the Warden only or a
person named by the Warden (Chief Administrative Officer) to provide statements or
information to the media.
Photograph
After the Warden is elected, arrangements will be made for taking a photograph of the
Warden in official attire. Two copies of the photograph will be printed, one to be
displayed in the Council Chambers and one to be given to the Warden.
Proclamations
The Warden will issue proclamations in accordance with the Administrative Services
Policy 1.3 Municipal Flag Protocol and Proclamation Policy.
Warden Remuneration
3
The Warden shall be paid an annual remuneration for carrying out the duties and
responsibilities of the Head of Council as prescribed in Section 225 of the
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County of Elgin
Policy Manual
Municipal Act, 2001, S.O. 2001, c. 25 and as further set out in the County of
Elgin's Procedural By-law.
a) The annual remuneration shall be paid in equal monthly installments. This
remuneration shall constitute full compensation of the Warden for
performance of duties of the Head of Council and shall include all meetings,
incidental expenses, and responsibilities associated with the office,
including but not limited to:
• Attendance at County Council and Committee meetings in the capacity
of Warden;
• Participation on external boards, committees, agencies, and
organizations where attendance is required by virtue of the office of the
Warden;
• Meetings and engagements with residents, stakeholders, elected
officials, and other representatives in connection with duties of the
office; and
• All other work, meetings, and incidental responsibilities associated with
carrying out the statutory and ceremonial functions of the Head of
Council.
b) In addition to the above remuneration, the Warden shall be paid mileage at
a per kilometre rate as established annually by the Canada Revenue
Agency and Human Resources Policy 10.50. The Warden shall submit a
monthly account to Administrative Services on the form provided and will
receive payment on the next scheduled pay date.
c) The amount of the Warden's annual remuneration shall be established by
the by-law governing Council and Warden remuneration and shall be
adjusted annually by the same percentage as approved by Council for non-
union staff.
Business Cards
Business cards with the County logo will be supplied to the Warden annually, denoting
their year(s) as Warden.
Warden's Recognition
2
Council shall host an annual banquet or recognition evening at which the Warden
and shall be recognized for their achievements and contributions during the year.
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County of Elgin
Policy Manual
2. The banquet shall be arranged and conducted by the Warden and Administrative
Services.
3. The timing of the banquet shall be near completion of the term as Warden (early
November). The event may be held earlier at the discretion of the Warden,
particularly in election years.
4. The Warden in conjunction with Administrative Services will determine the
location of the event.
5. The Warden may invite up to 26 guests as complimentary. Additional invitations
shall be paid at the per ticket cost as determined by the Warden and
Administrative Services.
6. Past Wardens and Visiting Dignitaries shall be invited as complimentary guests.
Other guests may be invited as complimentary as determined by the Warden.
7. A donation in the amount of $500 may be made to the charity of the Warden's
choice.
Council
Code of Conduct
Bill 9, Municipal Accountability Act, 2026 establishes a single, provincially prescribed
standard code of conduct for all municipalities and local boards.
Convention Attendance
Subject to Council approved budgetary limits and where attendance is relevant to
the business of the County, each County Councillor may attend up to two (2) of
the following annual conferences:
• Rural Ontario Municipal Association (ROMA) Conference
• Good Roads Conference
• Association of Municipalities of Ontario (AMO) Conference
2. The Deputy Warden may attend all three (3) of the abovementioned conferences,
subject to budgetary limits.
3. In addition to the conferences listed above, each County Councillor may attend
single -day conferences, workshops, seminars, or professional development
5
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County of Elgin
Policy Manual
events relevant to their role, to a maximum annual cost of $500 per Councillor,
subject to available budget and applicable County policies.
4. Members of County Council shall be reimbursed the following rates for attending
conventions/conferences/ workshops/seminars.
a) Conference registration fee.
b) Mileage from St. Thomas to the convention site and return shall be paid at
the per kilometre rate as established annually by the Canada Revenue
Agency and County Mileage Policy 10.50. Whenever possible, Councillors
are encouraged to travel together to reduce costs.
c) Accommodation, at the conference hotel or approved associated hotels,
shall be reimbursed from receipts and limited to the actual number of days
that the event has sessions listed which the delegate attends. Additional
nights may be considered based on distance to be travelled and/or other
attendance requirements.
d) A meal allowance for each day on which the event has scheduled sessions
attended by the Member as follows:
i. Breakfast - $15.00 per day
ii. Lunch - $20.00 per day
iii. Dinner - $40.00 per day
The applicable meal allowance shall only be provided where the
corresponding meal is not provided as part of the convention, conference,
workshop, or seminar registration fee.
e) Parking shall be reimbursed from receipts and limited to the actual number
of days that the convention has sessions listed which the delegate attends.
f) Claims for reimbursement of expenses shall be made on the approved
claim form. Reimbursement shall be made as soon as possible after receipt
of claim but will coincide with the next scheduled cheque run.
Council Photograph
Arrangements will be made for taking the annual photograph of the Council, and
Directors. The photograph will be displayed in the hallway outside Council Chambers.
0
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County Council Dress Code
County of Elgin
Policy Manual
Council Members and Officials shall wear appropriate business attire for Council
meetings.
2. Traditional attire shall be mandated at the Warden's Election, the Warden's
Annual Banquet, the annual photo, and any other function as determined by the
Warden. Members and Officials are also permitted to wear traditional attire at
other functions, when not mandated by the Warden, at their discretion;
3. An allowance of up to $200 will be provided (with receipts) once per term to each
Council Member and Official required to wear traditional attire at aforementioned
times for the purchase of said attire;
4. The Warden, who by by-law is responsible for Council decorum, shall also
enforce the dress code.
County Crests and Ties
County Crests and Ties, supplied to Councillors and Officials, are expected to last at
least four (4) years. Anyone requiring a replacement prior to the end of the term will be
required to purchase it at actual cost. Staff members shall not be provided with a tie or
crest until their probationary period has been fulfilled.
Electronic Devices
An electronic device (i.e. laptop or tablet), as approved by Council, shall be
supplied for conducting County business as determined by Information
Technology and based on approved budgets.
2. Damaged and unrepairable equipment or lost electronic devices must be
replaced — each member of Council is permitted one replacement per term at the
County's cost. Subsequent losses or damage shall be replaced at the
Councillor's or Warden's cost.
3. Retiring Councillors will return said equipment to the County as soon as possible
after completion/termination of their term for distribution to the new Councillors,
or at the discretion of the Chief Administrative Officer, may be retained due to the
age or condition of the equipment.
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Meals
County of Elgin
Policy Manual
Councillors and appointed officials shall be provided with a meal, when appropriate
during Council meetings.
Nametags
A nametag with the County Logo and the person's name and title will be supplied to the
Warden, and Council.
Remuneration
0
County Councillors shall be paid and annual remuneration for carrying out the
duties and responsibilities of Council as prescribed in Section 224 of the
Municipal Act, 2001, S.O. 2001, c.25 and as further set out in the County of
Elgin's Procedural By -law. -
a) The annual remuneration shall be paid in equal monthly installments. This
remuneration shall constitute full compensation of Councillors for
performance of their duties as prescribed in the Municipal Act and the
County's Procedural By-law, including but not limited to:
• Attendance at County Council and Committee meetings
• Participation on external boards, committees, agencies, and
organizations where attendance is required by virtue of the office
of Councillor.
• Meetings and engagements with residents, stakeholders, elected
officials, and other representatives in connection with duties of the
role of Councillor;
• All other work, meetings, and incidental responsibilities associated
with carrying out the statutory functions of County Councillor.
b) In addition to the above remuneration, each Member shall be reimbursed
for each kilometre necessarily travelled in attending meetings as
established for the use of personal vehicles for County business. The
Member shall be paid at a per kilometre rate as established annually by the
Canada Revenue Agency and Human Resources Policy 10.50.
c) Members of Council will record their kilometres travelled for attending
Council and other approved meetings on the form provided and submit said
record to the Administrative Services at the first Council meeting of each
month, thereby being paid once a month on the next scheduled pay date.
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Iu' . EIgInCOLInty
County of Elgin
Policy Manual
d) Councillors attending a function as "Deputy Warden" shall be paid
kilometres travelled at the same rate established for the use of personal
vehicles for County business.
e) Councillors are permitted to claim kilometres travelled for attendance at
ceremonial functions (i.e. official openings and flag raisings).
f) Separate per diems for attending outside board meetings (i.e. Board of
Health) shall not be permitted since the monthly honorarium is designed to
cover these obligations.
Responsibilities
Warden and Council — Adhere to all provisions of this policy and applicable County
policies, by-laws, and legislation.
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