Elgin County Council

Committee of the Whole Meeting

Minutes

Tuesday, April 08, 2025 at 9:30 A.m. - 1:00 P.m.

Council Chambers

450 Sunset Drive

St. Thomas ON

Members Present:

• Warden Grant Jones
• Deputy Warden Ed Ketchabaw
• Councillor Dominique Giguère
• Councillor Mark Widner
• Councillor Jack Couckuyt
• Councillor Andrew Sloan (virtual)
• Councillor Todd Noble
• Councillor Mike Hentz (virtual)
• Councillor Richard Leatham

Staff Present:

• Blaine Parkin, Chief Administrative Officer/Clerk
• Nicholas Loeb, Director of Legal Services
• Michele Harris, Director of Homes and Seniors Services (virtual)
• Jennifer Ford, Director of Financial Services/Treasurer
• Peter Dutchak, Director of Engineering Services
• Mat Vaughan, Director of Planning and Development
• Holly Hurley, Director of People & Culture
• Andrea Loughlean, Manager of Emergency Management & Elgin-Middlesex Regional Fire School (virtual)
• Katherine Thompson, Manager of Administrative Services/Deputy Clerk
• Jenna Fentie, Legislative Services Coordinator
• Stefanie Heide, Legislative Services Coordinator

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1.

Meeting Call to Order

The meeting was called to order at 9:26 a.m. with Warden Jones in the chair.

2.

Approval of Agenda

• Resolution Number: CW25-1
  Moved by: Councillor Noble
  Seconded by: Councillor Giguère

  RESOLVED THAT the agenda for the April 8, 2025 Committee of the Whole Meeting be approved as presented.

  Motion Carried.

3.

Adoption of Minutes

None.

4.

Disclosure of Pecuniary Interest and the General Nature Thereof

None.

5.

Members' Motions

None.

6.

Reports of Council, Staff or Outside Boards

6.1

Director of Financial Services/Treasurer - Terrace Lodge Redevelopment – Debenture Timeline

The Director of Financial Services/Treasurer presented the report detailing the requirements set out by Infrastructure Ontario (IO) in order to finalize the debenture process for the Terrace Lodge Redevelopment Project.

• Resolution Number: CW25-2
  Moved by: Deputy Warden Ketchabaw
  Seconded by: Councillor Leatham

  RESOLVED THAT the report entitled “Terrace Lodge Redevelopment – Debenture Timeline” dated April 8, 2025 be approved by Council; and
  
  THAT the Warden, Chief Administrative Officer/Clerk, and Treasurer be approved to sign the necessary documents once received as per the outlined timelines of Infrastructure Ontario (IO); and
  
  THAT a By-Law be brought forward for Council to approve at the next Council meeting in order to meet the requirements of the debenture.

  Motion Carried.

6.2

Director of Engineering Services - Cold In-Place Asphalt Recycling (Tender No. 2025-T10) and Hot Mix Asphalt Paving (Tender No. 2025-T11) - Tender Awards

The Director of Engineering Services presented the report seeking Council's approval to award contracts for Cold In-Place Asphalt Recycling and Hot Mix Asphalt Paving on various county roads. 

• Resolution Number: CW25-3
  Moved by: Councillor Noble
  Seconded by: Councillor Couckuyt

  RESOLVED THAT Roto-Mill Inc. be selected to complete Cold In-Place Asphalt Recycling on various roads, Tender No. 2025-T10 at a total price of $2,079,245.30 inclusive of a $100,000 contingency allowance and exclusive of H.S.T.; and
  
  THAT Brantco Construction be selected to complete Hot Mix Asphalt Paving on various roads, Tender No. 2025-T11 at a total price of $7,795,770.10 (County Portion) inclusive of a $250,000 contingency allowance and exclusive of H.S.T.; and
  
  THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contracts.

  Motion Carried.

7.

Adjournment

• Resolution Number: CW25-4
  Moved by: Councillor Widner
  Seconded by: Councillor Sloan

  RESOLVED THAT we do now adjourn at 9:46 a.m. to meet again on April 22, 2025 at 9:30 a.m.

  Motion Carried.