The Aylmer Library's Future

Overview

The East Elgin Community Complex (EECC) Board of Management has decided to wait before moving ahead with proposed leasehold improvements at the facility. The decision was made after reviewing a cost estimate and several options presented in a staff report. The improvements would affect spaces inside the complex, including Imperial Hall, which is currently used for recreation and community events.

Decision Summary

The Board voted to defer consideration of the Class “D” cost estimate for leasehold improvements to the 2027 budget deliberations. This means the project will not move forward at this time and will be reviewed again during the 2027 budget process.

In addition, the Board directed staff to complete more work before making a final decision. Staff have been asked to:

• Complete a user and stakeholder impact assessment related to the possible removal of Imperial Hall from recreational use.

• Prepare a preliminary lifecycle and financial analysis. This will include reviewing operating impacts, long-term capital costs, and high-level lease principles needed to achieve full cost recovery.

Report Summary

Report CAO 06-25 presented a Class “D” cost estimate for the proposed leasehold improvements. The estimate was prepared by Spriet and Associates and projected a cost of $460,820, not including HST and professional fees.

Three options were presented to the Board:

1. Move forward with detailed engineering design with Spriet and Associates, pending endorsement from the Town of Aylmer and the Township of Malahide.

2. Complete further work related to leasehold improvements, including consulting stakeholders for feedback, and then report back to the Board. The Board would then decide whether to issue a Request for Proposals (RFP), with funding to be included in the 2027 capital budget.

3. Defer consideration of the Class “D” estimate to the 2027 budget deliberations.

Member Deputy Mayor Barbour moved a motion with a fourth option to defer consideration and to seek stakeholder feedback which was adopted by the Board.

Financial Considerations

The Class “D” estimate for the leasehold improvements is $460,820, not including HST and professional fees.

Both municipal partners equally funded the preparation of the estimate at a cost of just over $9,000 plus HST.

Before any further funding is committed, the Board wants more information about long-term operating costs, capital needs, and how the project could achieve full cost recovery through lease arrangements.

Next Steps

Staff will now complete the requested assessments and financial analysis. This work will include gathering feedback from users of Imperial Hall and reviewing the long-term financial impacts of the proposed changes.

The matter will return to the Board as part of the 2027 budget deliberations, where members will decide whether to move forward with the project.

Documents & Resources

• EECC Board Report-CAO 06-26 Leasehold Improvements(External link)
• Attachment 1: Appendix B EECC Report 2026-02-04(External link)(External link)(External link)
• Attachment 2: Aylmer-Library-Class-D-estimate-25-12-23(External link)(External link)
• Attachment 3: Library Branch Construction Policy- September 22, 2015

Overview

The East Elgin Community Complex (EECC) Board of Management will be receiving a staff report on February 11, 2026 at 7:00 p.m. in the Blue Line Room at the East Elgin Community Complex. The report includes a early cost estimate (Class “D”) for potential necessary changes to Imperial Hall to accommodate the Aylmer Branch of the Elgin County Library.

Decision Summary

The agenda includes Report CAO 06-25 recommending that the Class “D” estimate and related information be received for information, along with options the Board may choose, including:

• take the next step and request more detailed design work (which would require budget approval by the member municipalities), or
• do more analysis first (including impacts on current users and a clearer financial picture), or
• wait and consider the matter during the 2027 budget process.

Report Summary

The report outlines that the Class “D” estimate is an early, high-level cost estimate and is expected to be refined if detailed engineering is pursued. It also notes that this project was not included in the 2026 EECC Budget, and if advanced, would be considered as part of a 2027 Capital Plan.

Financial Considerations

The Class “D” estimate projects a cost of $460,820, exclusive of HST and professional fees. The report also identifies a potential next-step cost of $56,000 for built design engineering (if that option is selected), and notes the estimate may change as scope details are confirmed (including potential kitchen-related items).

Next Steps

Depending on direction from the EECC Board, the report outlines possible next steps, including:

• seeking endorsement of the member municipalities (Malahide and Aylmer) for a 2026 budget amendment
• speaking with current users and stakeholders about the impacts of changing Imperial Hall use,
• preparing a clearer picture of operating impacts and long-term costs,
• considering high-level lease principles needed to recover costs, and
• bringing a follow-up report back to the EECC Board with updated information and options.

Looking Ahead to March

Following the February 11, 2026 meeting, any further updates and publicly available reports related to the library project will be shared through this project news feed as they become available.

Documents & Resources

• EECC Board Report-CAO 06-26 Leasehold Improvements
• Attachment 1: Appendix B EECC Report 2026-02-04
• Attachment 2: Aylmer-Library-Class-D-estimate-25-12-23
• Attachment 3: Library Branch Construction Policy- September 22, 2015

Overview

The Town of Aylmer received a report at the January 14th, 2026 Council meeting outlining next steps for the downtown library redevelopment, including timelines and opportunities to refine the approved concept before moving into detailed design.

Decision Summary

Council received the report and directed staff to refine the previously approved library redevelopment concept. The goal is to reduce costs and improve efficiency before moving forward with detailed design work.

Report Summary

In October 2025, Council approved a redevelopment concept that expands the Aylmer Library and connects it to the Old Town Hall.

The approved concept reflects community feedback and long-term service needs.

Cost estimates for the project are significant, and the next design phase would require a large financial commitment.

Before advancing to that next phase, staff recommend revieiwng the design to identify potential cost savings.

Financial Considerations

Moving directly into detailed design would cost approximately $480,000.

Refining the concept first may reduce overall project costs.

Next Steps

Staff will work with the project designers to revise and optimize the approved concept.

The refined design and updated cost information will be brought back to Council for further consideration.

Any future decision to proceed with construction will require additional Council approval.

Looking Ahead to February

The East Elgin Community Complex, working with Elgin County, the Town of Aylmer, and the Township of Malahide, is anticipated to receive a report presenting a Class “D” cost estimate for potential leasehold improvements to accommodate the Elgin County Library within the EECC Imperial Hall. The next meeting of the EECC Board is February 11, 2026.

Reports associated with the library will be published in a news feed article on this page when they become available.

In November 2025, the East Elgin Community Complex received a memo outlining progress on a Class “D” cost estimate for potential leasehold improvements to accommodate the Elgin County Library. Following coordination between the municipal CAOs, Spriet and Associates was engaged on a single-source basis to prepare the estimate, with an upset limit of $10,000 plus HST. The EECC Board approved proceed with Spriet and Associate, and the Town of Aylmer subsequently approved the EECC expense.

In regard to the Downtown proposal, Elgin County did not provide a response to the Town’s October 2025 correspondence related to the project. Aylmer has launched a fundraising campaign for the project.

Looking ahead, reports on both the EECC option and the downtown library redevelopment option are anticipated to be brought forward in the first quarter of 2026. Further updates will be shared on this page as additional information becomes available and reports are considered.

October 16, 2025

At the regular meeting on October 16, 2025, Malahide Township Council talked about setting aside money to create a design plan, cost estimate, and financing plan to see what it would take to move the Aylmer Branch of the Elgin County Library to the EECC. Malahide Township Council passed the following resolution:

Resolution:

WHEREAS the EECC Board passed a resolution requesting that its municipal partners equally share the cost of obtaining a design concept, costing analysis, and financing plan for the potential relocation of the Aylmer Library to the EECC;

AND WHEREAS the Town of Aylmer deferred consideration of the EECC Board’s request;

AND WHEREAS the Township of Malahide Council recognizes that obtaining a design concept, costing analysis, and financing plan for the potential relocation of the Aylmer Library to the EECC is essential to support long-term capital planning and informed decision-making, as the Township funds 50% of the EECC’s capital needs and requires this information to assess future commitments and ensure responsible financial management;

NOW THEREFORE BE IT RESOLVED THAT the Council of the Township of Malahide authorize the allocation of up to $10,000 to fund the development of a design concept, costing analysis, and financing plan for the potential relocation of the Aylmer Library to the EECC;

AND THAT the Township offer to administer the contract on behalf of the EECC Board, in consultation with staff from the County of Elgin, as soon as feasible and prior to the end of 2025 for the Board’s further consideration.

What happens next?

This resolution has been sent to Elgin County Council for their information.

The Town of Aylmer also sent their own resolution to County Council about choosing option one of the design concepts.

Both of these letters will be reviewed at the October 28, 2025 meeting of County Council.

What was decided?

At the October 15, 2025 Regular Meeting, Council voted to proceed with Option One for the Library Redevelopment Project in a 5-1 vote. Council has requested staff to "prepare a further report outlining the process and timelines for the detailed design of Option One before proceeding with further engagement of JPM upon this component of the project."

Council deferred the decision to approve the EECC request for funding for the purposes of obtaining a design concept, costing analysis, and financing plan for the potential relocation of the Aylmer Library to the EECC. Council requested staff report back on the request and detail previous work investigating the EECC in 2017 by Aylmer staff.

What is Option One?

This design concept involves adding space to the Old Town Hall on the west side, with connections to the existing Library on the ground floor and a glazed corridor connection to the theatre on the north side of the upper floor.

The estimated cost of this option is $8,878,949.37

What happens next?

Staff have been asked by Council to prepare a report outlining the process and timelines for the detailed design of Option One before proceeding with further engagement of the project architect.

What is the timeline for the library redevelopment project?

No final decision on the library redevelopment will be made until the 2026-2030 term. All construction timelines - including those related to the East Elgin Community Complex (EECC) option - extend beyond the current Council's mandate. As such, approval rests with the next term of Council. Outgoing municipal councils are not permitted to bind incoming councils on significant matters or decisions. This project is expected to be a key strategic deliverable for the 2026-2030 term. Approval authority rests with that Council.

So why are we talking about this now?

While no final decision will be made until the new term begins, there is an opportunity to prepare and develop options for consideration. This may include exploring location and design alternatives, establishing financial plans, or engaging with Elgin County for potential support.

Council has selected a preferred design for the library which allows the Town to begin fundraising efforts and accepting pledges. This does not commit the next Council to a specific design or decision.

How will this impact the 2026 Budget?

The draft 2026 Capital and Operating Budgets have been presented to the Finance Committee. This will be the final budget approved by the current (2022-2026) Council. At this stage, the 2026 Budget does not allocate any new funding toward the library redevelopment, nor is this anticipated to be added.

The October 15th Town of Aylmer Council meeting was held at the Old Town Hall to accomidate the anticipated number of participant. With approximately seventy (70) members of the public in attendenace, Council heard seven (7) public delegations and recieved over ninety (90) pieces of correspondence. Delegations and correspondenced expressed a varity of opinions on the Aylmer library and Old Town Hall's future, which can be reviewed at the hyperlinks below:

The agenda, including all public correspondence, can be viewed online at Aylmer Civicweb page for the meeting.

The meeting can be viewed in its entirety at the Aylmer Youtube page.

October 15, 2025 — Aylmer Council will consider two related items on the future of the Aylmer Branch of the Elgin County Library.

Council will receive a staff report presenting conceptual designs and Class “D” cost estimates for potential redevelopment of the library at or near its current downtown site. The concepts explore a range of building sizes and layouts to guide future decisions about design and funding.

Council will also review the East Elgin Community Complex (EECC) Board’s October 8 request for endorsement of a $10,000 scoping phase to explore a library relocation to the EECC. Under the EECC Terms of Reference, both Aylmer and Malahide Councils must endorse the Board’s action before staff can proceed with that work.

Residents can review the materials and meeting agenda through the Aylmer CivicWeb Portal or watch the meeting on the Town of Aylmer Youtube channel. Written comments or request to delegate may also be submitted to the Clerk prior to the meeting.

Next steps: Council’s discussion will help define Aylmer’s preferred direction for a modern library facility and its position on the EECC proposal.

October 8, 2025 — The East Elgin Community Complex (EECC) Board approved a motion to allocate up to $10,000 for a preliminary design concept, costing analysis, and financing plan to explore hosting the Aylmer Library at the EECC. The Board also directed that this approval be sent to Aylmer and Malahide Councils for endorsement under the EECC Terms of Reference.

Residents can review the meeting agenda and attachments, and watch the livestream for full context.

Next steps: If both Councils endorse, staff (EECC and County) will complete the scoped work and report back to the Board.

September 17, 2025 — Aylmer Council received a report outlining the status of community fundraising efforts in support of a future library project. Active fundraising is expected to begin once Council selects a final library design and location.

Council reaffirmed its appreciation for the volunteers leading these efforts and noted that fundraising will play an important role in supporting the Town’s share of the project costs.

Residents interested in learning more about future fundraising opportunities will be able to follow updates on this page once the project design is confirmed.