Elgin County Council

Committee of the Whole Meeting

Minutes

Tuesday, July 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 Todd Noble
• Councillor Mike Hentz
• Councillor Taraesa Tellier

Members Absent:

• Councillor Andrew Sloan (with notice)
• Councillor Richard Leatham (with notice)

Staff Present:

• Blaine Parkin, Chief Administrative Officer/Clerk
• Nicholas Loeb, Director of Legal Services
• Michele Harris, Director of Homes and Seniors Services
• Brian Masschaele, Director of Community & Cultural Services
• Jennifer Ford, Director of Financial Services/Treasurer
• Peter Dutchak, Director of Engineering Services
• Holly Hurley, Director of People & Culture
• Katherine Thompson, Manager of Administrative Services/Deputy Clerk
• Jason Warren, Manager of IT
• 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 9:30 a.m. with Warden Jones in the chair.

2.

Approval of Agenda

• Resolution Number:
  Moved by: Councillor Hentz
  Seconded by: Councillor Noble

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

  Motion Carried.

3.

Adoption of Minutes

• Resolution Number:
  Moved by: Councillor Noble
  Seconded by: Deputy Warden Ketchabaw

  RESOLVED THAT the minutes of the meeting held on June 24, 2025 be adopted.

  Motion Carried.

4.

Disclosure of Pecuniary Interest and the General Nature Thereof

None.

5.

Members' Motions

None.

6.

Reports of Council, Staff or Outside Boards

6.1

Director of Financial Services/Treasurer - Wide Area Network Services

The Director of Financial Services/Treasurer introduced the new Manager of Information Technology (IT), Jason Warren. The Manager of IT presented the report detailing the contract extension with Eastlink for providing high-speed wide area network (WAN) connectivity between existing facilities and seeking Council's approval to authorize the contract extension through a single-source procurement.

• Resolution Number:
  Moved by: Councillor Hentz
  Seconded by: Councillor Tellier

  RESOLVED THAT the contract for wide area network services be extended with Bragg Communications Inc. (Eastlink) for a three-year period; and

  THAT the Warden and Chief Administrative Officer/Clerk be authorized to sign the contract extension; and

  THAT a Request for Proposal be issued in 2028 for wide area network services.

  Motion Carried.

6.2

Director of Legal Services - Purchase of Decontamination Trailer

The Director of Legal Services presented the report seeking Council's approval for a sole/single source supply purchase arising out of a collaborative opportunity with the County of Essex, County of Norfolk, Haldimand County, County of Lambton, Regional Municipality of Niagara, County of Oxford, Municipality of Chatham-Kent and the County of Brant to purchase (1) decontamination trailer.

• Resolution Number:
  Moved by: Councillor Widner
  Seconded by: Councillor Noble

  RESOLVED THAT the report titled “Purchase of Decontamination Trailer” from the Director of Legal Services dated July 8, 2025 be received and filed; and

  THAT staff be authorized to purchase one (1) Decontamination Trailer, to be used by local fire departments across Elgin County, using grant funding provided by the Province of Ontario through the Legacy Oil & Gas Well – Collaborative Action Plan; and

  THAT the Decontamination Trailer be purchased from Canadian Safety Equipment, in the amount of $136,000 plus H.S.T., through a single source supply, which meets the required specifications of the project.

  Motion Carried.

6.3

Director of Engineering Services - Administration Building – Cladding, Window and Door Replacement (Tender No. 2025-T27) – Contract Award

The Director of Engineering Services presented the report detailing the bids received for the construction tender issued for the Administration Building Cladding, Window and Door Replacement Project and the bid recommended by staff for award.

• Resolution Number:
  Moved by: Councillor Widner
  Seconded by: Councillor Hentz

  RESOLVED THAT Alpeza General Contracting Inc. be selected to complete the Administration Building Cladding, Window and Door Replacement project, Tender No. 2025-T27 at a total price of $2,790,000.00 exclusive of H.S.T.; and

  THAT the County accept the separate prices identified in the Tender, estimated at $205,600.00 exclusive of H.S.T.; and

  THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contracts.

  Motion Carried.

6.4

Director of Community and Cultural Services - Response To Aylmer Town Council’s Letter of Intent Regarding Aylmer Library Expansion at Old Town Hall Location

The Director of Community and Cultural Services presented the report responding to the Council of the Town of Aylmer's "Letter of Intent" regarding expansion of the Aylmer Library.

Hugh MacKenzie, a Member of the Public, spoke to the report including his concerns.

Cynthia Grant, a Member of the Public, spoke to the report including her concerns.

• Resolution Number:
  Moved by: Councillor Noble
  Seconded by: Councillor Giguère

  RESOLVED THAT the correspondence titled “Letter of Intent – Town of Aylmer - Elgin County Library Branch Construction Policy” from the Town of Aylmer dated May 22, 2025 be received and filed; and

  THAT Aylmer Town Council be requested to confirm the approximate size of the area to be designated for Aylmer Library use in a future expansion to the Old Town Hall, along with a proposed date to commence construction at that location, in order to be considered a “Letter of Intent” under the County of Elgin’s Library Branch Construction Policy; and

  THAT copies of this report be circulated to the Councils of the Town of Aylmer and the Township of Malahide.

  Motion Carried.

6.5

Director of Community and Cultural Services - Analysis of Consultation Process on the Relocation of Aylmer Library to East Elgin Community Complex

The Director of Community and Cultural Services and the Digital Services Librarian presented the report to Council analyzing the consultation process on the relocation of the Aylmer Library to the East Elgin Community Complex.

Sandra Nesbitt, a Member of the Public, spoke to the report, including her concerns.

Cynthia Grant, a Member of the Public, spoke to the report, including her concerns.

• Resolution Number:
  Moved by: Councillor Giguère
  Seconded by: Councillor Widner

  RESOLVED THAT the report titled “Analysis of Consultation Process on the Relocation of Aylmer Library to East Elgin Community Complex” from the Director of Community and Cultural Services dated July 8, 2025 be received and filed; and

  THAT Elgin County Council request a commitment as soon as feasible from the Board of Management of the East Elgin Community Complex to accommodate the Aylmer branch of the Elgin County Library based on County Council’s identified space needs to take effect as soon as January 1^st, 2028; and

  THAT County Council engage in further discussions with the Board of Management of the East Elgin Community Complex should such a commitment be received on matters such as capital renovations and a leasing agreement to accommodate the Aylmer branch of the Elgin County Library; and

  THAT copies of this report be circulated to the Councils of the Town of Aylmer and the Township of Malahide and the Board of Management of the East Elgin Community Complex; and

  THAT staff prepare a summary report of the exploration of the move of the Aylmer Branch of the Elgin County Library to the East Elgin Community Complex to be presented to County Council at the next meeting of County Council.

  Motion Carried.

7.

Adjournment

• Resolution Number:
  Moved by: Councillor Widner
  Seconded by: Councillor Hentz

  RESOLVED THAT we do now adjourn at 11:11 a.m. to meet again on August 12, 2025 at 9:30 a.m.

  Motion Carried.