06 - March 25, 2025 County Council Agenda PackageElgmCounty
Elgin County Council
Regular Council Meeting
Orders of the Day
Tuesday, March 25, 2025, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Council Meeting:
https://www.facebook.com/ElginCounty
Accessible formats available upon request.
Pages
1. Call to Order
2. Adoption of Minutes 3
3. Disclosure of Pecuniary Interest and the General Nature Thereof
4. Presenting Petitions, Presentations and Delegations
4.1 Cynthia St. John, Chief Executive Officer of Southwestern Public Health - 10
Health Status Highlights from Our Communities
4.2 Cynthia Grant - Aylmer Library Relocation 24
5. Committee of the Whole
6. Reports of Council, Outside Boards and Staff
6.1 Director of Financial Services/Treasurer - Server Infrastructure Refresh 51
Project — Contract Award
6.2 Director of Financial Services/Treasurer - 2024 Council and Outside 91
Boards Remuneration and Expenses
6.3 Legislative Services Coordinator - Elgin County Sponsorship Program 97
2025 Application Submissions
6.4 Director of Planning and Development - Letter to MMAH Re Official Plan 222
Update
6.5 Director of Legal Services - LS 25-1 Administrative Services Agreement 225
— Elgin OPP Detachment Board
7. Council Correspondence
7.1 Items for Consideration
7.2 Items for Information (Consent Agenda)
Elgin County Council
Minutes
March 11, 2025, 9:00 a.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 Richard Leatham
Members Absent: Councillor Andrew Sloan
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
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)
Andrew Case, Solicitor
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Natalie Marlowe, Manager of Library Services
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 9:01 a.m. with Warden Jones in the chair.
2. Adoption of Minutes
Moved by: Councillor Leatham
Seconded by: Councillor Noble
RESOLVED THAT the minutes of the meeting held on February 25, 2025 be
adopted.
Motion Carried.
3. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
4. Presenting Petitions, Presentations and Delegations
None.
5. Committee of the Whole
1
The Chief Administrative Officer/Clerk introduced Holly Hurley, the new Director
of People & Culture.
Moved by: Councillor Hentz
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now move into Committee of the Whole.
Motion Carried.
6. Reports of Council, Outside Boards and Staff
6.1 Warden Jones -
Warden Jones presented a report detailing his activities during the month
of February 2025.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RE
2025) dated March 11, 2025, from Warden Jones be received and filed.
Motion Carried.
6.2 Councillor Giguère - Terrace Lodge Redevelopment Fundraising
Committee Final Report and Change to Terms of Reference
Councillor Giguère, Chair of the Terrace Lodge Redevelopment
Fundraising Committee, presented the Terrace Lodge Redevelopment
Fundraising Committee final report that details the Committee's activities
over the past five years of the campaign. Additionally, Councillor Giguère
presented an updated Terms of Reference for the Committee for Council's
review and approval.
Moved by: Councillor Widner
Seconded by: Councillor Leatham
Fund
from the Chair of the Terrace Lodge Redevelopment Fundraising
Committee dated March 11, 2025 be received and filed; and
THAT Elgin County Council approve the recommended changes to the
Terrace Lodge Redevelopment Fundraising Committee Terms of
THAT updated Terms of Reference be included in the Committee By-Law.
Motion Carried.
6.3 Director of Community and Cultural Services - Community
Consultation Process for Relocation of Aylmer Library Branch
The Director of Community and Cultural Services presented the report that
seeks Council's authorization for library staff to lead a community
consultation process regarding the future location of the Aylmer Branch of
the Elgin County Library.
Moved by: Councillor Couckuyt
Seconded by: Councillor Noble
RESOLVED THAT the motion be amended to include an additional public
consultation at a different time than the East Elgin Community Complex
consultation with regard to the future accommodation of the Aylmer library
branch in a downtown location.
2
Defeated.
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Hentz
RESOLVED THAT Elgin County Library staff be authorized to lead a
community consultation process regarding future accommodation of the
Aylmer branch of the Elgin County Library at the East Elgin Community
Complex before the end of May 2025 as outlined in the March 11, 2025
Librar
in response to the resolution on this matter approved by Township of
Malahide Council; and
THAT a summary of the outcome of this consultation process be provided
to County Council and Councils of the Township of Malahide and Town of
Aylmer as soon as feasible; and
THAT recommendations received from Aylmer Town Council as contained
in Town of Aylmer CAO Report 09-25 as attached be received and filed;
and
THAT copies of this report be circulated to the Councils of the Town of
Aylmer and Township of Malahide.
Motion Carried.
6.4 Warden Jones and Director of Planning and Development - Updated
growth forecasts and land needs assessment for County of Elgin
Council recessed at 10:04 a.m. and reconvened at 10:18 a.m.
The Director of Planning and Development presented the report that
seeks Council's approval to update Elgin County's Official Plan with new
population and employment projections as prepared by Hemson
Consulting Ltd.
Moved by: Councillor Giguère
Seconded by: Councillor Noble
Planning Steering Committee and Director of Planning and Development
dated March 11, 2025 be received and filed; and
Official Plan with the new population and employment projections by
requesting that the Ministry of Municipal Affairs and Housing incorporate
the changes as part of their Elgin County Official Plan approval process;
and
THAT correspondence to the Ministry of Municipal Affairs and Housing be
brought forward to County Council for approval.
Motion Carried.
6.5 Director of Planning and Development - Update on County Planning
Service
The Director of Planning and Development presented the report seeking
Council's direction regarding the implementation of a by-the-hour fee
structure for County planning services to support the local partner
municipalities.
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Moved by: Councillor Widner
Seconded by: Councillor Hentz
from the Director of Planning and Development, dated March 11, 2025 be
received and filed; and
THAT County Council direct planning staff to continue working with the
-the-hour fee structure to
Motion Carried.
6.6 Manager of Administrative Services/Deputy Clerk - Committee By-
Law Update
The Manager of Administrative Services/Deputy Clerk presented the
report that recommends updates to the County's Committee By-Law for
Council's consideration.
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Giguère
RE-
Manager of Administrative Services/Deputy Clerk, dated March 11, 2025
be received and filed; and
THAT County Council approve the proposed updates to the Committee
By-Law as amended and direct staff to prepare the By-Law for
consideration at the March 25, 2025 meeting.
Motion Carried.
7. Council Correspondence
7.1 Items for Consideration
7.1.1 Letter from the Green Lane Landfill Public Liaison Committee
requesting that County Council appoint Jack Vanderkooy to the
Committee as the County representative.
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
RESOLVED THAT Elgin County Council appoint Jack Vanderkooy to
the Green Lane Landfill Public Liaison Committee as the County
representative.
Motion Carried.
7.2 Items for Information (Consent Agenda)
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT Correspondence Items #7.2.1, 7.2.3 - 7.2.5 be
received and filed.
Motion Carried.
7.2.1 Report from the South Central Ontario Region Economic
Development Corporation (SCOR EDC) detailing its activities at
the recent Rural Ontario Municipal Association (ROMA)
conference.
4
7.2.2 Resolution from the City of Woodstock regarding the Rural Road
Safety Program.
Moved by: Councillor Widner
Seconded by: Councillor Giguère
RESOLVED THAT Council support the resolution from the City of
Woodstock requesting that the Government of Ontario take
action to implement the rural road safety program that Good Roads
has committed to lead.
Motion Carried.
7.2.3 Motion from the Town of Aylmer regarding Opposition to
Provincial Legislation on Cycling Lanes and Support for
Municipal Authority in Transportation Planning.
7.2.4 Letter from Association of Municipalities Ontario (AMO) to the
Secretary of the Cabinet regarding a coordinated approach to
dealing with Tariffs.
7.2.5 Letter from Association of Municipalities Ontario (AMO) to the
Honourable Doug Ford, Premier of Ontario regarding Tariffs and
the Municipal Provincial Fiscal Relationship.
8. Other Business
8.1 Statements/Inquiries by Members
8.2 Notice of Motion
8.3 Matters of Urgency
Moved by: Councillor Widner
Seconded by: Councillor Giguère
RESOLVED THAT an additional item regarding a construction contract be
considered in closed session under Municipal Act Section 239 (2) (f)
advice that is subject to solicitor-client privilege, including communications
necessary for that purpose; and (k) a position, plan, procedure, criteria or
instruction to be applied to any negotiation carried on or to be carried on
by or on behalf of the municipality or local board.
Motion Carried.
9. Closed Meeting Items
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
RESOLVED THAT we do now proceed into closed meeting session in
accordance with the Municipal Act to discuss the following matters under
Municipal Act Section 239 (2):
Closed Meeting Item #1 - Construction Contract (walk-on)
(f) advice that is subject to solicitor-client privilege, including communications
necessary for that purpose; and (k) a position, plan, procedure, criteria or
instruction to be applied to any negotiations carried on or to be carried on by or
on behalf of the municipality or local board.
Motion Carried.
9.1 Construction Contract (walk-on)
10. Motion to Rise and Report
5
Moved by: Councillor Hentz
Seconded by: Councillor Widner
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Construction Contract (walk-on)
Moved by: Councillor Leatham
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT the King Bridge Project project must commence imminently in
order for the project to be completed in 2025 as intended by Council; and
THAT Council declares the contract awarded to Gary D. Robinson Contracting
Ltd. for RFT No. 2024-T29 in breach if the outstanding conditions of the contract
are not met by a deadline set by the Director of Engineering Services; and
THAT Council directs the Director of Engineering Services, in the event of such a
breach, to negotiate directly with other compliant respondents to RFT 2024-T29,
beginning with the respondent that submitted the next to lowest bid, on the terms
and conditions directed by Council; and
THAT the Director of Engineering Services, notwithstanding anything to the
contrary in By-Law No. 20-07, be authorized to award the King Bridge project
and execute an agreement with the respondent if negotiations between the
Director of Engineering Services and respondent to RFT No. 2024-T29 are
successfully concluded; and
THAT staff are directed to re-tender the project for 2026 if negotiations are
unsuccessful.
Motion Carried.
11. Motion to Adopt Recommendations from the Committee of the Whole
Moved by: Councillor Hentz
Seconded by: Councillor Giguère
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
12. Consideration of By-Laws
12.1 By-Law No. 25-10 2025 Budget
BEING a By-Law to Provide for the Adoption of the 2025 Budget of the
Corporation of the County of Elgin and to Establish the 2025 Tax Ratios
and Tax Rates for the said Corporation of the County of Elgin and its
Constituent Lower Tier Municipalities.
Moved by: Deputy Warden Ketchabaw
Seconded by: Councillor Leatham
RESOLVED THAT By-Law No. 25-10 be now read a first, second, and
third time and finally passed.
Motion Carried.
12.2 By-Law No. 25-11 Non-Union Employee Remuneration Rates
BEING a By-Law to Establish Remuneration Rates for Employees
Covered by the Job Evaluation Scale.
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Moved by: Councillor Hentz
Seconded by: Councillor Giguère
RESOLVED THAT By-Law No. 25-11 be now read a first, second and
third time and finally passed.
Motion Carried.
12.3 By-Law No. 25-12 Confirmation
BEING a By-Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the March 11, 2025 Meeting.
Moved by: Councillor Leatham
Seconded by: Deputy Warden Ketchabaw
RESOLVED THAT By-Law No. 25-12 be now read a first, second and
third time and finally passed.
Motion Carried.
13. Adjournment
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT we do now adjourn at 11:26 a.m. to meet again on March 25,
2025 at 9:00 a.m.
Motion Carried.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
7
Health Status
Highlights from
Our Communities
SOUTHWESTERN PUBLIC HEALTH
PRESENTATION TO
ELGIN COUNTY COUNCIL
Presenters:
Cynthia St. John, Chief Executive Officer
Carolyn Richards, Manager,
Foundational Standards & Sexual Health
March 25, 2025
Our Community is Changing
¤The SWPH region had significant population growth between 2016 and 2021
¤The population is aging; The proportion of the population aged 65 and over is
increasing, while the proportion aged 19 and under is decreasing
¤The most common places of birth of recent immigrants have changed, with many
now born in India
¤The proportion of the SWPH population that belongs to a visible minority group
doubled between 2016 and 2021 but remains much lower than the province
Data Source:
StatsCan. The Canadian Census
East
Blandford-
Zorra-
Blenheim
Tavistock
7,565
Population Size
7,841
+2.2%
Zorra
+10.2%
8,628
and Change by
+6.0%
Ingersoll
13,693
Woodstock
+7.3%
Municipality
46,705
+13.6%
Norwich
South-
Aylmer
11,151
West
7,699
+2.9%
What is driving
St. ThomasOxford
+2.8%
42,8407,583
+10.1%
-0.7%
population growth?
Tillsonburg
¤Intraprovincial
18,615
+17.3%
migration
Southwold
Bayham
4,851
Malahide
7,096
Central
+9.7%
¤Natural growth
9,308
-4.1%
Elgin
+0.2%
Dutton/
13,746
Dunwich
+9.0%
¤Immigration from
4,152
+7.4%
West Elgin
other countries
5,060
+1.3%
Immunizations
¤The local vaccine coverage rates for various diseases of
public health significance have remained relatively stable
over time. Many are over 80%
¤The vaccine coverage rates for pertussis and
measles/mumps were both around 87% in the most recent
school year (2022-2023)
¤Both are much higher than the coverage rates in Ontario
(60%)
¤Catch-up activities by SWPH have been the main factor in
children remaining up-to-date on their vaccinations each
school year
Data Source:
Public Health Ontario. Immunization coverage report for school pupils in Ontario. 2024
Measles and Mumps Vaccine Coverage
100
SWPH, 86.8
80
date (%)
-
60
to
-
ON, 60.2
40
20
Proportion up
0
2019-202020-212021-222022-23
Infectious Diseases and Outbreaks
¤The number of outbreaks in long-term care homes, retirement
homes and hospitals has more than doubled compared to pre-
pandemic years
¤There have been increases in rates of many reportable diseases,
a few examples are pertussis, Lyme disease, invasive group A
strep and syphilis
¤At the same time, many other diseases, while not increasing, still
contribute to the overall burden of illness in the region, including
chlamydia and campylobacteriosis to name only a couple
Data Sources:
-Integrated Public Health Information System (iPHIS), extracted using Cognos ReportNet (CRN)
-Infectious disease query by Public Health Ontario
Institutional Outbreaks
150
125
120
120
90
# of Outbreaks
60
56
43
40
30
0
20192020202120222023
COVID-19Respiratory (Excluding COVID-19)Enteric
Mental Health
¤The data suggests that the mental health of the population has
declined in recent years, both locally and across Ontario
¤Poor mental health is more evident in younger age groups
¤Parents tend to think their youthÓs mental health is better than
youth say their mental health is
¤The highest rates of intentional self-harm, poor mental health and
suicidal thoughts are in younger females
Data Sources:
-StatsCan. Canadian Community Health Survey (CCHS) and the Canadian Health Survey on
Children and Youth (CHSCY).
-The National Ambulatory Care Reporting System (NACRS), the Discharge Abstract Database
(DAD) and the Ontario Mental Health Reporting System (OMHRS), accessed via IntelliHEALTH
Mental Health
15%
¤The proportion of respondents who rated their
SWPH
mental health as fair or poor has increased over
10%
ONT
time, both locally and provincially
¤Locally, the proportion almost doubled over time
5%
(6.1% vs. 11.7%)
0%
2015/20162017/20182019/2020
25%
12-24
20%
¤The proportion of 12-24 year olds locally who
15%
25-44
rated their mental health as poor or fair was over
10%5x higher in 2019/20 compared to 2015/16 (4.3%
45-64
vs. 23.2%)
5%
65+
0%
2015/20162017/20182019/2020
Substance Use
¤Poor health outcomes due to alcohol consumption, like
hospitalizations and deaths, have been increasing since 2018
¤There are more daily smokers in the SWPH region (17.2%)
than in Ontario (10.0%)
¤More than 50% of youth in grades 9 to 12 drink alcohol, more
than 30% are e-cigarette users, and 25% use cannabis
Data Sources:
-StatsCan. Canadian Community Health Survey (CCHS) and the Canadian Health Survey
on Children and Youth (CHSCY).
-The National Ambulatory Care Reporting System (NACRS), the Discharge Abstract
Database (DAD), accessed via IntelliHEALTH
Youth Access to Substances
¤Most youth in SWPH
82%
75%
and Ontario think itÓs
68%
65%
64%
easy to access
60%
alcohol, tobacco and
cannabis
31%
26%
58% of youth in grades 9 to 12
ON
AlcoholTobaccoCannabisPrescription pain relief
SWPH
who said alcohol was easy to
SWPHON
access reported getting it from
a family member
Maternal and Reproductive Health
¤Mental health concerns during pregnancy have increased in recent years
¤More than 1 in 3 women (35.6%) experienced mental health issues during pregnancy
in 2022 in the SWPH region
¤Infant feeding has changed over time, with fewer babies being fed breastmilk
alone and more babies being combination-fed or formula-fed
¤Substance use during pregnancy is of particular concern among women aged 24
years and younger
Data Sources:
-BORN Information System
-SWPH Infant Feeding Surveillance Survey
Oral Health
¤More than 75% of SWPH residents have visited a dental professional in the last
year
¤During school screenings in the most recent school year, students in JK had
increasing urgent dental care needs, and yet needs were decreasing for older
children
¤The rate of emergency department visits for non-traumatic dental conditions among
local children and youth has decreased over time and is lower compared to Ontario
¤The rate of emergency department visits for non-traumatic dental conditions among
seniors has decreased since the implementation of the seniorsÓ dental program in
2018
Data Sources:
-eHealth Ontario. Oral Health Information System (OHISS)
- The National Ambulatory Care Reporting System (NACRS), accessed via IntelliHEALTH
This was a picture of our community and
how things have changed over time
Coming Next
Use this and other reports in your own
work. All health status reports are
publicly available:
https://www.swpublichealth.ca/en/repor
ts-and-statistics/community-health-
status.aspx
Consider ongoing opportunities to
engage and share the work of
Southwestern Public Health
LIBRARY Expansion in the Town of Aylmer:
A Proposed Plan for Discussion Purposes
Prepared by Cynthia Grant
With the support of the Downtown Aylmer Library Expansion Supporters
March 5, 2025
The Town of Aylmer again faces a key decision-making time regarding a larger library.
The chronic lack of space has been well-documented with the problems noted including
lack of meeting space, problems of accessibility, inadequate childrens programming
area, inadequate staff space, etc.
ARUPLO (Association of Rural and Urban Public Libraries of Ontario) has published
guidelines with respect to library usage and square footage. The Aylmer Library is less
than ¼ of the recommended guidelines of 15 to 16,000 square feet.
In his presentation to County Council in the fall of 2024, Brian Masschaele, the Director
of Community and Cultural Services at County of Elgin and CEO Elgin County Library,
referred to the Aylmer library space shortage joverall
operations of the County library system. This issue requires prompt attention and action
to ensure all county residents receive the library service they are entitled to.
Aylmer has struggled to solve this problem. For at least two decades, several plans
involving different locations have been presented. This long period has resulted in
cycles of hope and dismay among both town officials and town citizens leading to bitter
feelings in the community. Many in the community have lost faith in achieving what
Aylmer has needed for many years a full-function library with appropriate space to
provide all the services a modern community needs.
It is believed that key to the failures of the past efforts to build a new library was
misunderstanding of what a modern library can provide and an inability to communicate
the value of a library in a modern society and, perhaps more importantly, to outline the
financial feasibility of building an expanded or new library. Leaving the history aside,
this document outlines a viable plan to proceed in 2025 toward a future where Aylmer
has a new expanded full-function library in as expedited a process as possible.
The SITE:
Currently, there is a proposal to move the library to the East Elgin Community Complex.
IN February 2025, The Town of Aylmer asked that the County also review other options.
Reasons why the EECC is an inappropriate site for the library are outlined in Appendix B.
Location in the core is important to many of those who use the library, most especially
seniors and children for whom there are concerns of access and safety. Further there
would be the loss of the recreational aspects of the EECC including many popular
daytime programs such as pickleball and shuffleboard as well as the VON hosted
exercise programs for seniors. Of fundamental importance is that a centrally located
library sustains and contributes to the overall social health of the core and the business
2
The inappropriateness of the East Elgin Community Complex is clear. A
downtown site is the appropriate place for a library as a central focus for the
community.
Proceeding with this as a basic tenet, a review of the available properties indicates that:
Retaining a lease on a property that is available now - ie. empty and of a size
that could accommodate the library (there are perhaps two) would require
renovations of unknown extent and costs. This is not a financially sound option.
Furthermore, the Elgin requires that the property be
owned by the municipality.
The acquisition of a lot currently owned by a private individual or corporation
followed by renovations or new build of unknown extent or costs. This option
would dramatically increase the costs of the library build as this would add
another one million to one and a half million dollars to the overall project costs.
A least-cost approach is deemed more responsible to pursue.
The most financially feasible scenario involves a downtown location owned by
the Town of Aylmer. Apart from Parking lots and existing structures including the
Town of Aylmer administrative offices in the old Post Office, Myrtle Street lands
(adjacent to the Pool but rejected in an earlier proposal due to problems of
location and flooding), and other smaller lands or lands outside of the downtown,
there is only one appropriate site
The lands south and west of the Old Town Hall structure are the most desirable
option. The Town owns this property which currently is call. A local
realtor estimates the value at one million dollars or more. That site was the
proposed site in the 2014 design.
Clearly, it is the best choice and an appropriate use of municipal lands.
Therefore, the focus of this document involves the building of a new structure entirely
devoted to the library on those lands south and west of the Old Town Hall. Furthermore,
it is recommended that the Old Town Hall continue to house that portion of the library
that is suitable to remain within the ground floor of the historic building during the build.
The vision is to have an adjacent, possibly connected building of sufficient square
footage to increase the total square footage for the library to 10,800 square feet or
more.
The Town of Aylmer has an ideal opportunity to enhance the existing downtown area
which may be described as a historic square with its landmarks of the Palmer Bandshell
(another prized community asset) and its adjacent park; the (newer) Town Hall, formerly
the Post Office; and the cenotaph. In this area of the Town of Aylmer, there are several
3
nearby buildings of notable heritage architecture. An integrated community block could
emerge from renderings made during the design phase.
What follows is a suggested process and timing for the planning and design phase.
Library Expansion: Outline of Phases and the Financial Plan
The Parameters of this Proposal:
This proposed plan is based on the option in which the Town of Aylmer provides land as
a primary contribution to the overall cost. The land has a value estimated by a local
realtor at well over a million which reduces the overall costs. This will be recognized as
a municipal level contribution in intergovernmental funding contributions to be sought for
this project.
There are phases to the process as outlined below. It is recommended that the library
remain in its current location (enhanced by more usage of upstairs) until there is
occupancy in the adjacent structure as well. Regarding the financial plan, these
numbers are for discussion purposes and involve some estimates by which a 5.5-
million-dollar addition/new build for the Aylmer library is planned and financed.
Crucial to plans is the timing of moneys required to finance the project. A positive
collaboration between Elgin County and the Town of Aylmer could produce a reasonable
and feasible approach. Further, the grants available through federal funding usually
involve a loan structure.
In the Design and Planning phase, the community consultation time is estimated to
take at least 3 months. The design phase is estimated to be another 6 9 months . A
further 6 months is required to secure decisions from both the Town and the County to
proceed. Tendering involves another 6 months, so this plan suggests implementation
according to these estimates in the chart provided.
As a first step, the County of Elgin and Town of Aylmer must agree to explore the
Design possibilities for the site, with an understanding of the parameters.
The decision is made to proceed with a design study involving an Architectural school
(University of Toronto and/or University of Waterloo being the most likely) in the fall of
2025 whose completion would assist the Town and County in making final decisions
about how to proceed. That project would focus on the area south and west of the Old
Town Hall. Schools focus in senior Studio courses involve a comprehensive design
project. Students would be engaged in considerations of the total design
encompassing the area of the historic Town Square. The library could be designed
in an L shape or a courtyard shape as part of this. Prior designs for the library including
the plan for the southern lot area, a design owned by the Town could be reviewed as
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part of the learning experience. Community objections from that time (2014) focused on
the blockage of the southern façade of the Old Town Hall and the Modernist design style
which was rejected as failing to be harmonious with the architectural period of the
designated historic Old Town Hall. At the May 2024 Old Town Hall public meeting, one
articulate their
vision for their future builds and inc
produce maquettes and indicate two
versions: one the less expensive version focusing on a modest library build, the second
would be the vision of the entire space as a Town square, moving parking underground
to establish a beautiful central Square.
Google Earth image showing space, outlined in red, that might be available for
2
expansion of the Aylmer library. The area outlined in red is over 26,000 ft.
5
Timing: With the discussions and presentations made by the students and presented
to Elgin County and Town of Aylmer (in December of 2025), a review and a decision-
making process allows for plans to proceed through the next phase of design under an
Architectural firm.
Ground is broken in spring or summer of 2027.
Planning phase Fall 2025 Cost: $15 thousand Elgin County and
involving (it should not be much Aylmer jointly
architectural school more though would assume the cost of
involve some County this to determine
staff time) the best design
plan
Design involves January $85 thousand Town of Aylmer and
Architectural Firm August of 2026 Elgin County
or Architectural funded
Competition
Decision-making, Fall of 2026 to $100 thousand Aylmer and Elgin
finalizing plans. April of 2027 County
Tendering Process
Build period Summer 2027- $800 thousand Elgin issues loan to
Phase 1 December of Town of Aylmer of
2027 $400,000*
Town of Aylmer
pays $400,000*
Build period 2028 into 2029 $4.25 million to See upcoming
Phase 2 completion Financial notes
*The amount of $400,000 toward the Library was previously placed in Reserves
and designated for Library Expansion/capital expenditure. The decision to move
that money into general funds must be reconsidered and reallocated to the
library.
Project Total Cost: 5.25 million Dollars*
6
FINANCING THE LIBRARY
Principle associated with Financing a Library Building:
The costs associated with building a library are unique. While planning, the municipality
must factor in the revenues generated by a secure tenant (County of Elgin) that pays
above-market rent in a guaranteed lease agreement. This means that it is a cost-
efficient expenditure. This is unlike Town offices for Administration or for Police or Fire
or other services that generally do not generate revenue. This model has led some to
refer to a library as a . Many Municipalities in Elgin County have
benefitted over time from these guaranteed payments and as the profit increases over
time, those communities place the annual excess moneys in a reserve toward their
building. This is information and a lesson that the Town of Aylmer seems to fail to factor
into discussions. This, in turn, has led to fear in the community about the building costs.
The figure of 5.5 million dollars was based on the information provided in the
publication Canadian Construction Costs, published by Altus Group and in consultation
with an expert with experience in library costing in smaller southwestern Ontario
communities. The value of the land, a town asset, is an additional million plus. Of
course, there are variables in any build but, with the land on a main street in the town,
infrastructure is in place.
Notably, there is some confusion and misinformation on costing circulating in the Town
of Aylmer which has fuelled resistance to proceeding with any project. Specifically:
The new southwest library in Kitchener was referenced by a local citizen in the Aylmer Express.
Based on this, he argued that 1,000 square feet of library costs 1 million dollars. A more careful
examination of the costs related to that build reveals three key factors that added significant
costs: a. the entire land had be cleared and infrastructure installed (lines/services); b. the land
revealed a former First Nations presence requiring the involvement of archeological services, a
very costly additional expense, not anticipated in Aylmer; c. that library was designed as a Net-
Zero, carbon neutral municipality facility and will feature a green roof as a way of teaching
sustainability with recording studios, professional audio
recording spaces along with digital learning labs for coding and technology. This project is funded
in part by the Government of Canada. That Kitchener Library received a 5.9-million-dollar
special grant toward cutting-edge in sustainability practices. million,
those special costs (a-c) must be factored into the equation as an offset, most especially due to
the special grant of $5.9 million. This reduces the building cost to more like $450-500,000 per
thousand square feet.
7
The notes below detail the payments required from the Town of Aylmer to complete the
build. Subsequently, a mortgage would be secured.
In this scenario, the County and Town jointly pay for the design phase with $100,000
each.
After that, the contribution of the County, the exclusive tenant of the building, involves
the provision of an interest-free loan of 400,000 dollars. In addition, the County is
asked to consider an increase in the amount of the loan and the interest-free period as
part of the negotiations related to the Build.
With respect to the Town of Aylmer, this scenario requires the following payment
schedule:
In 2025-26, a $100,000 expenditure spread over 2025 and 2026.
In 2027, a $400,000 payment during the early stage of the build, previously
allocated and designated as a library reserve*
In 2028, Town allocates 1 million dollars largely through a grant from the
Community Build of the Federal government in a joint application of Elgin County
and Town of Aylmer or individually by either. Also, fundraised donations are
applied.
In 2029, the Town allocates a half a million dollars from the Capital Fund and
another half million in fundraising for a totalling of 1 million dollars.
By 2029, the building is ready for occupancy by the tenant, the Elgin County, to secure
the long-term library lease of 25 years minimum.
At this time, the Town of Aylmer secures a mortgage of 2.25 million. The Town
negotiates the best available terms for carrying the costs. According to Finance
Director, Heather Sachs, Aylmer is able to seek the best terms for a loan offered through
Infrastructure Ontario.
For the purposes of this document, the mortgage was calculated
Mortgage Calculator at a rate of 3.75 % to cover 2.25 million. The mortgage payments
would be $11, 532 per month for a total yearly payment of $135,000 based on five-
year fixed mortgages with a 25-year amortization period. A longer-term mortgage
amortization would reduce monthly payments.
The rate of the terms of the lease is projected to bring in an estimated $200,000 -
$220,000 per year. In the initial ten-fifteen-year period, the repairs and maintenance
would be minimal.
The Town of Aylmer will receive lease revenues that will cover all operating costs and
mortgage costs as well as an excess to assign toward the reserve fund for the library.
8
TOWN CAPITAL EXPENDITURES AND TERMS:
This report does not have access to updated information related to the Capital Fund
projections within the Town. Therefore, the plan relies on the information available
including information that the Elk Street construction received a two million dollar grant
after approval of the capital plans (passed in the fall of 2024) and other information
publicly announced. There are expenditures allocated to non-income generating
buildings in the Capital Plan such as the relatively recently constructed Police Station
which has been allocated approximately 2 million dollars over the next few years. That
building will generate little revenue as far as is known.
The Financial plan above was calculated with a regular CMHC Mortgage Calculator
based on reasonable interest rates. However, it is believed that the Town could access
more favourable terms for a loan. The federal program, for instance, offers interest-free
loans which are helpful or through Infrastructure Ontario.
More on Funding follows in Appendix A.
9
Appendix A:
Funding notes related to a new Library in Aylmer:
GRANTS
Communities seek and secure special funding for their library builds. Municipal staff at
the Town of Aylmer and, possibly, jointly with Elgin County should be instructed to
identify and apply for such funding. The following information, while preliminary and
incomplete, is offered as assistance.
Federal: ( preliminary notes)
Canada Community Building Fund. https://housing-
infrastructure.canada.ca/contact/index-eng.html
The fund is not application based, which may indicate it is negotiated with the federal
government after the project has been designed, tendered and in the financial market
seeking funding.
SpeculatIon: this may fit the Ontario 3-P or alternative financing partnership model of
project delivery, and possibly open to private corporate involvement in a shared
ownership position. (The library would not have shared ownership with a private
corporation, of course.)
A search revealed an application form used by a BC community which gives a sample
list of detailed answers you (or the proponent group) will need to
prepare: https://wpcdn.tnrd.ca/wp-content/uploads/2024/07/16102622/5.1.5-CCBF-
Application-Updated-2024.pdf . This is similar but not exact to the expectations of
Ontario applicants.
There was mention on the Federal information summary outline for Ontario that the
Association of Ontario Municipalities is a party to Ontario based projects. The AMO
website on it also has useful info, including the two legal agreements used by the
Federal government for projects:https://www.buildingcommunities.ca/about-the-
fund/agreements
Finally, there is another Federal program on Green and Inclusive Buildings. The
submission date (Feb 2024) was last year. This program was, we believe, the source of
the $5.9 million dollar grant that was secured for the new Kitchener library on virgin
lands on the Haldimand Tract.
Concern: It is unknown when it might re-open and it is subject to change of government
concerns: https://housing-infrastructure.canada.ca/alt-format/pdf/gicb-bcvi/GICB-
Applicant-Guide-BCVI-Guide-du-demandeur-EN.pdf
10
Provincial Funds: To be researched.
County Supports/Funding:
The Town of Aylmer asks that the County contribute funds toward this project based on
historical transfers of tax dollars. This is something that only internal discussions can
verify and activate.
Within this Document, the County is involved financially in a mostly supportive way. If
the County were able to offer a larger and longer-term interest-free loan than is
customary, then this would increase the feasibility and the appeal to the public for such
a plan to proceed. This would not constitute a precedent of significance as it is
structured to facilitate a build that is deemed urgent by the Elgin County Council and
others responsible for the library.
As well, the County is being asked to provide leadership on the project for two reasons.
The matter of library expansion has been divisive in the community for decades, a
history outlined in more than one document available to all. Further, the Town, due to
recent massive expenditures in capital funding, finds this particular fiscal period to be
challenging insofar as there is a need to replenish capital fund reserves. Therefore, the
and to assist the Town as Aylmer recovers from the investment in infrastructure recently
undertaken (the Water Tower, the AIM industrial park, and the Elk Street project among
the more costly).
Foundation Supports:
Foundations alter their priorities over time. The possibility of funding from a Foundation
such as the Laidlaw Foundation and other Foundations including those closer to Aylmer
should be explored. The Aylmer Community Foundation may take an active role in this
project, although that must be discussed and confirmed.
11
Special Grant Funding related to Old Town Hall building:
The Legacy Fund of the federal government is potentially the largest
funding source ($500,000) toward the preservation of significant historic
buildings. There was a recommendation to the Mayor, who was receptive,
and subsequently to the Town Council that this funding be pursued.
Unfortunately, at least to date, the Town of Aylmer has not applied for this
funding nor for the provincial Heritage funding related to preservation of
Historic Buildings despite the urging and recommendation of the Old Town
Hall committee and many citizens.
As the current primary tenant of the Old Town Hall building, this is of great
concern to the library as the building is deteriorating due to neglect. Aylmer
commissioned an Engineering report in 2023 that recommended some
repairs be undertaken in 2025 a modest $120,000 but the Town has not
proceeded with this. Since then, more fractures in the mortar have
emerged. (The Town has agreed to address mortar issues at the Fire Hall,
and it would be timely to do the same on our valuable heritage building.)
This risks further deterioration of the building.
It is recommended that those funding sources be pursued immediately.
12
Fundraising:
Currently, there is no possibility of fundraising as there is no plan in place
for which one could ask for money. Any fundraiser would consider this a
factor which is adverse to successful fundraising. A firm plan must be in
place before fundraising can be pursued.
Therefore, this proposal outlines fundraising goals based on knowledge of
the community. could be pursued once
the location is agreed upon, the terms of those commitments are likely to
be dependent on the project being at the shovel-ready point with tenders in
place.
Major Donor: Goal: $500,000 - $750,000
There is a family with a commitment to a major donation to the town
pending. The proposal of a new build, harmonious with the architectural
style and features of the Old Town Hall is believed to be one to which this
family would donate a half million dollars or more. This requires the timely
and firm commitment to the project being downtown, something that is
feasible as presented in this document.
Second Tier Donors: 25,000 to 50,000 Goal: $150,000 - $250,000
The proposal involves about 5 individuals/families who might contribute
significant funding to the project. Regrettably, one family, the Durkees with
long roots in the community and library advocates who took an active role
in prior discussions, have now passed. Similarly, the Palmer family fund
would have been a ready source of funding. Aylmer did not move forward
expeditiously and lost this opportunity to St Thomas library. Further delays
will lead to further lost opportunities in the hundreds of thousands.
Aylmer has limited industries in a position to donate significant amounts.
There may be two but unlikely more since Aylmer has lost industries such
as Imperial Tobacco who donated to the EECC.
13
Third Tier Donors: $5,000- 10,000 Goal: $50,000
A realistic number involves 4-10 persons, businesses or service clubs.
service clubs may contribute directly to the project. Aylmer service clubs
are very active and committed to the Town.
Smaller Donations: Goal: $15,000 - 25,000
Many citizens would be invited to contribute $50, $100, $250, $1,000
toward the new library. In addition to local citizens including Malahide
citizens, this fundraising drive should engage former citizens of Aylmer who
carry with them fond memories of attending the Carnegie library or the Old
Town Hall library as children. Many Aylmer-raised children went on to
highly successful careers and they would find this a worthy project to
contribute funds toward.
This also is the area where service clubs may contribute directly to the
project. Aylmer service clubs are very active and committed to the Town.
Fundraisers: Goal: $10,000 20,000
The benefit of fundraisers often is community engagement, exciting the
population on the idea and vision for a positive downtown library
expansion. These would be a primary goal rather than secondary. At such
fundraisers, the materials on the table so-to-speak would be geared to
generating revenue in the Individual Small donor category and, as a result,
the target goal is listed as modest.
14
Fundraising Summary:
Fundraising is factored into financing at about 15 percent ($600,000 or
more on the $5.25 million dollar total). Other library projects factor 10
percent in that category, seen as a reasonable minimum target. With the
rights, there is reason for confidence.
The above projections are based on knowledge of the community and there
are names attached to most projections. Variables include deaths of
potential large donors (Durkee and Palmer mentioned above).
Again, securing the Major Donor is a vital aspect of the total fundraising
and this must be pursued with great care. The family will be aware of the
receptive to an approach from the County. Further, that donation would,
almost certainly, be tied to the project in the downtown core, specifically as
mentioned, to be built in harmony with the existing historical Old Town Hall.
15
Appendix B:
East Elgin Community Complex as a Site for the Library
The East Elgin Community Complex has served as a recreation and community centre
featuring two arenas and a community centre space. The initial vision for Aylmer and
Malahide was that the EECC would become a vibrant space that would enhance the
community. There are many factors that have led to the idea of throwing out the vision
of a community centre and converting the non-arena area of the EECC into a library.
The Board of Directors of the EECC proposed this in a surprise vote in late November
of 2024-
However, aspects of this model are highly questionable or are impractical. Below are
considerations for the various governing bodies to consider and debate. This includes
decision-makers at the County of Elgin, the Councils of Malahide and Aylmer both
individually and, jointly, at the level of the Board of Directors for the East Elgin
Community Complex.
Please consider the following:
A. Loss of the Recreation Space: The EECC is the only venue the town owns
that could accommodate many recreation activities. Currently, the pickleball
players (50 or more) enjoy the facilities, drawing people from the wider area.
Shuffleboard and exercise programs along with the classes offered through the
VON are vital to the health and well-being of our citizens. These are daytime
programs. Any thought of relocating them to local schools is not feasible.
B. Loss of Community Centre Facilities: Again, the vision for the EECC
was as a community centre that hosted meetings, weddings, conferences, blood
donor clinics and many more activities. Is this vision being entirely abandoned?
During this period of unprecedented growth, the loss of community-centred
facilities suggests an abandonment of the mission at the very point where it is
increasingly important as we welcome so many new families.
C. Loss of Warming Centre: The EECC building serves as our community
warming centre. Eliminating the EECC serving that role leaves Aylmer
without an appropriate space to fill this essential purpose. Warming Centres are
pet-friendly and focus on keeping vulnerable residents
way. Facilities provide: resting spaces; meals; access to washroom facilities;
referrals to emergency shelter. Would the Town expect the library to serve as the
Warming Centre?
16
D. Activity Loss: The Aylmer budget survey of 2024 revealed dissatisfaction with
the limited number of activities available in town. The Town has since hired an
added staff person to increase opportunities, largely in the East Elgin Community
Complex. This should be pursued. Neighboring St Thomas has a Senior Center
with more members than their space can accommodate. Aylmer might seize the
opportunity to replicate their model of attracting large numbers of people with a
variety of volunteer and instructor run programs, having affordable monthly or
annual payment options. The East Elgin Community Complex has the same
potential; more examples exist in other small communities.
E. Safety Concerns: The Community Complex already has traffic issues as it is
located in a particularly busy area at the edge of the town. Libraries are intended
to allow access for all citizens. Children, Seniors and the disabled in Aylmer
currently have found the downtown location to be accessible without a vehicle.
Accessibility on foot would be lost with the move to the EECC. With most of the
existing Aylmer population on the south side of Highway 3, many would have to
cross that highway on foot. The current placement of the stoplight at Caverly
Road does not provide a sidewalk path to the EECC. Has a new stoplight been
noted in the planning and factored into the costs? Many hockey families already
use the facility, and a major problem is anticipated due to this intensification of
traffic to the single destination.
F. Parking: Parking has always been a major concern for public assembly spaces.
While there are limits in the downtown area, there are also limits at the EECC.
The building hosts many activities, many surrounding hockey, and may be serving
as a car pool area. Anecdotally, it has been reported that during the weekends,
the parking lot is full throughout the winter. Overflow is anticipated which would
require library patrons and/or hockey families to park on the highway, a major
safety hazard.
G. Legal matter: This involves a review of the terms under which families and
businesses made donations to contribute to the building costs. They did so with a
stated set of purposes, including for the Imperial Hall. This may raise concerns.
H. Renovation Costs and Space Requirements: Two Aylmer Town
councillors stated that they support the EECC as a temporary 5 year solution.
Yet, the renovation costs suggest that this is not the best or even a good solution.
Four Hundred thousand dollars ($400,000) spent on a temporary solution that
disrupts the community, and the existing programming must be considered. Is this
17
logical and financially sound? Insufficient space: Aylmer library requires 12,000
to 15,000 square feet to serve Aylmer and south Malahide residents. There are
design challenges: the auditorium is an awkward fit to achieve 7200 square feet
with an additional 2000 square feet requiring the lobby space. Will the kitchen be
mothballed? Complex problems emerge.
I. Net revenue increase to Aylmer? The Elgin County Library was the
original lease holder on the ground floor of the Old Town Hall since its opening.
As a reliable leasor, this supplied regular cash flow through their rent payments.
Currently, the annual payments are estimated to be $50,000. Although there
would be new lease payments to the EECC, it is not clear what the EECC would
lose in lost revenue from existing activities housed there. At minimum, there must
be a cost benefit analysis of this shift of revenues since the Town of Aylmer owns
both facilities.
J. Concern Over the Old Town Hall Facility: Concerns have been
expressed surrounding the fate of the Old Town Hall. The abandonment of the
Old Town Hall by its long-time tenant, the Elgin County Library, raises questions
surrounding the viability of that facility. The stewardship involved with our most
prized heritage asset, our Crown Jewel, is increasingly in question since Aylmer
has refused to address the repairs recommended in the Engineering Study of
2023. The delay has led to further damage and deterioration of the historic
Suspicions
have arisen around the hidden agenda of the Town since the Aylmer
on record suggesting that the building could be sold.
The fates of these two buildings are .and ought to be
considered together at this important juncture in the history of the Town of
Aylmer.
Summary: The projected growth in population in the near future means that the
Town of Aylmer must carefully plan how to provide facilities for recreation,
community gatherings and a library.
18
Town of Aylmer LIBRARY
Expansion
Proposed Plan
FOR DISCUSSION PURPOSES
PREPARED BY CYNTHIA GRANT
Exercise vision and commitment to a Downtown Library!
have to know is the location of the
library" .
A public library is about place as much as about services.
It is a place that embodies our yearnings and our curiosity.
It is a touchstone for our own ideals and dreams.
Libraries are central to a community and shouldreflect this
They can be beautiful places that make people
proud and bring business and tourist dollars to the community.
WORDS OF CHRIS MAYHEW,
HEAD LIBRARIAN, AYLMER PUBLIC LIBRARY 1983-2014
Where do you/we envision our library?
To say libraries are primarily about services does a great
disservice to the importance of library-as-place.
Peopleneed a free and accessible public place to gather, to
use as a refuge, to wonder and wander and to sit and to
dream.
East Elgin Community Complex?
Our Downtown Core
Adjacent to Dairy Farm
on Town-owned Land
Inaccessible for Seniors Accessible and SAFE
and Children & Schools.
Hollows-Supports the Downtown
Takes away existing Allows EECC to continue as
Community Centre and Community Space and
Recreation opportunitiesRecreation Centre at EECC
Library serves as Cultural Hub provides a
TRAFFIC ISSUES Stoplight?
wide range of services and a central
Inadequate Parking
space
Malahide gains Financially. Aylmer Loses downtown library
Enhance this District in Downtown
Aylmer by siting the new Library there.
Historic
Downtown
Proposal outlines Timing, Financing as
an early draft of Feasibility Study
Note Appendix A: Specifics on
Aylmer owns the land
Fundraising includes government,
private/foundation and carrying costs
Let us Build
Keep a vibrant downtown
County should support the Town in
realizing the Vision
Aylmer Express March Editorial:
Role of Elgin
County Council
get steamrolled by outsiders.
Consultation process
Town Hall meeting on
Obligations to Act in
Interests of Citizens when
Monday, April 7 at 7 p.m.
Guiding the Library
Expansion.
Report to County Council
From: Jennifer Ford, Director of Financial Services
Mike Hoogstra, Manager of Procurement and Risk
Date: March 25, 2025
Subject: Server Infrastructure Refresh Project Contract Award
Recommendation(s):
THAT the contract for the Server Infrastructure Refresh project, Request for Proposal
2024-P37 be awarded to CDW Canada Corp. in the amount of $349,985.00 (excluding
HST); and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
Introduction:
This report provides details on the Request for Proposal (RFP) that was issued to solicit
proposals from technology firms to replace servers for the County of Elgin. The County
operates two (2) data sites, the primary site at the Administration Building and the
secondary site at Elgin Manor.
Background and Discussion:
An RFP seeking information technology firms with thorough knowledge and practical
experience relating to the professional services and activities involved in the design, supply
and implementation of new Servers for the County was issued.
components currently in service exceed ten (10) years. This Server Infrastructure Refresh
Project will provide new equipment for the primary site with parts of the existing system
that are not end-of-life being re-used at the secondary site.
The RFP document is attached to this report as Attachment 1. Information that was
https://elgincounty.bidsandtenders.ca including RFP dates, proposals submitted and a
complete plan takers list is attached to this report as Attachment 2.
The Evaluation Committee (refer to Attachment 3) used
two-partsubmission all
proposals were received in two separate submissions.
The first submission (part 1) consisting of technical and qualitative information was
evaluated based on the following criteria:
i) Understanding of the Project
ii) Project Team and Project Experience
iii) Project Workplan and Project Schedule
iv) Technical Criteria and Responses
v) Training, Support and Warranty
The second submission (part 2) consisting of the corresponding price information was
reviewed and evaluated only after the information in the first submission had been
evaluated in accordance with the requirements of the RFP document (refer to Attachment
1, Section 3.4).
The technology firm selected by the Evaluation Committee is CDW Canada Corp. The
proposal submitted by CDW Canada Corp. was the highest scoring qualified proposal
and lowest cost, thus representing the best complete quality submission.
The project will be designed and implemented by CDW with some assistance being
The project is expected to begin in April and be completed by August 2025.
All Proponents that submitted a proposal to the County will be advised of the contract
award and will be offered a debriefing of their individual proposal submission.
Financial Implications:
The total cost for the Server Infrastructure Refresh project including hardware, software,
installation, implementation, training and license costs is $349,985.00 (excluding HST).
In order to facilitate the server upgrades, additional work including cabling and rewiring
the server room is required. It is estimated that $20,000 of additional work will be
required in addition to the awarded contract amount to CDW.
The 2024 IT Capital Budget plan contains sufficient funds to proceed with the contract
award and additional work.
Alignment with Strategic Priorities:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of Ensuring we have the
Planning for and
current programs and necessary tools,
facilitating commercial,
services with community resources, and
industrial, residential, and
need. infrastructure to deliver
agricultural growth.
programs and services
now and in the future.
Exploring different ways
Fostering a healthy
of addressing community
environment.
Delivering mandated
need.
programs and services
Enhancing quality of
efficiently and effectively.
Engaging with our
place.
community and other
stakeholders.
Local Municipal Partner Impact:
None
Communication Requirements:
None
Conclusion:
As detailed above, the Evaluation Committee
and selection process in accordance with Request for Proposal 2024-P37, and
subsequently the proposal submission from CDW Canada Corp. was deemed the
successful qualified proponent and is recommended for award.
All of which is Respectfully Submitted Approved for Submission
Jennifer Ford Blaine Parkin
Director of Financial Services Chief Administrative Officer/Clerk
Mike Hoogstra
Manager of Procurement and Risk
Attachment 1
SERVER INFRASTRUCTURE
REFRESH
REQUEST FOR PROPOSAL
No. 2024-P37
ELECTRONIC SUBMISSIONS ONLY
Proposals shall be received by the Bidding System no later than:
JANUARY 16, 2025 @ 3:00 p.m. (local time)
IssueDate: December 11, 2024
Documents are available in accessible format and/or with communication supports upon request.
Attachment 1
REQUEST FOR PROPOSAL NO. 2024-P37
SERVER INFRASTRUCTURE REFRESH
INDEX
DEFINITIONS AND INTERPRETATIONS.......................................................................... 3
SECTION 1.0 - INFORMATION TO PROPONENTS.......................................................... 4
1.1 Introduction and Background.......................................................................................... 4
1.2 Proposal Format and Delivery........................................................................................ 4
1.3 Designated Official.............................................................................................................. 5
1.4 Questions / Inquiries........................................................................................................... 5
1.5 Site Tour & Information Meeting - N/A........................................................................ 6
1.6 Addenda................................................................................................................................. 6
1.7 RFP Schedule...................................................................................................................... 6
1.8 Proponent Communications............................................................................................ 7
1.9 Proponent Investigations.................................................................................................. 7
1.10 Notice of No Response..................................................................................................... 7
SECTION 2.0 - TERMS OF REFERENCE.......................................................................... 8
2.1 Background........................................................................................................................... 8
2.2 Proponent Requirements.................................................................................................. 8
2.3 Managed Service Provider for Elgin County.............................................................. 8
2.4 Functional Requirements.................................................................................................. 9
2.5 Training, Implementation................................................................................................10
2.6 Extra Work...........................................................................................................................10
2.7 Preliminary Project Schedule........................................................................................11
SECTION 3.0 - PROPOSAL REQUIREMENTS...............................................................12
3.1 Proposal Submissions.....................................................................................................12
3.2 Proposal Submission Requirements – Technical Proposal (Part 1)................12
3.3 Financial Submission Requirements - Financial Proposal (Part 2)..................14
3.4 Evaluation Process...........................................................................................................14
3.5 Evaluation Criteria.............................................................................................................15
3.6 Ratings..................................................................................................................................16
3.7 Presentation and Interview............................................................................................18
SECTION 4.0 - GENERAL CONDITIONS.........................................................................19
4.1 Rights of the County.........................................................................................................19
4.2 Conflict of Interest.............................................................................................................19
4.3 Modified Proposals...........................................................................................................20
4.4 Disqualification of Proponents......................................................................................20
4.5 Confidentiality.....................................................................................................................20
4.6 Proposal Assignments.....................................................................................................20
4.7 Procurement Policy..........................................................................................................21
4.8 Failure to Perform.............................................................................................................21
4.9Award and Agreement.....................................................................................................21
4.10 Insurance Requirements................................................................................................. 21
1
Attachment 1
REQUEST FOR PROPOSAL NO. 2024-P37
SERVER INFRASTRUCTURE REFRESH
4.11Indemnification...................................................................................................................22
4.12 WSIB Requirements.........................................................................................................22
4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005........22
4.14 Disqualification...................................................................................................................23
4.15 Record and Reputation...................................................................................................23
4.16 Proponent’s Costs.............................................................................................................24
4.17 Legal Matters and Rights of the County....................................................................24
4.18 Human Rights, Harassment and Occupational Health and Safety..................25
4.19 Covid-19 Pandemic..........................................................................................................25
4.20 Clarification..........................................................................................................................25
4.21 Supplementary Information............................................................................................25
4.22 Default / Non-Performance............................................................................................26
APPENDIX A - SAMPLE AGREEMENT...........................................................................27
2
Attachment 1
REQUEST FOR PROPOSAL NO. 2024-P37
SERVER INFRASTRUCTURE REFRESH
DEFINITIONS AND INTERPRETATIONS
The following definitions apply to the interpretation of the Request for Proposal Documents;
1.“Addenda or Addendum” means such further additions, deletions, modifications or other
changes to any Request for Proposal Documents.
2.“Authorized Person” means;
i.For a Proponent who is an individual or sole proprietor that person.
ii.For a Proponent which is a partnership, any authorized partner of the Proponent.
iii.For a Proponent which is a corporation:
a)any officer of director of the corporation; and
b)any person whose name and signature has been entered on the document
submitted with the Request for Proposal, as having been authorized to
participate in the completion, correction, revision, execution, or withdrawal of
the submission, whether that person is or is not an officer or director.
iv.For a Proponent that is a joint venture, the submission shall be signed by a person
for and on behalf of each joint venture or, if they warrant that they have the authority
vested in them to do so, one person so authorized may sign on behalf of all joint
venture’s.
3.“Bidding System” means the County’s bid portal website operated by bids&tenders™ and
posted as https://elgincounty.bidsandtenders.ca/Module/Tenders/en
4.“Contractor”refers to the Proponent whose proposal has been approved by the Countyand
who will complete the project.
5.“County” refers to the Corporation of the County of Elgin.
6.“Designated Official” refers to the Manager of Procurement & Riskfor the County of Elgin.
7.“Proposal” means the Response in the form prescribed by this Request for Proposal
Document and completed and submitted by a Proponent in response to and in compliance
with the Request for Proposal.
8.“Proponent” meansthe legal entity submitting a proposal.
9.“Request for Proposal(RFP)” means the document issued by the County in response to
which Proponents are invited to submit a proposal that will result in the satisfaction of the
County’s objectives in a cost effective manner.
10.“Successful Proponent” means the Proponent whose proposal has been approved by the
County.
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Attachment 1
REQUEST FOR PROPOSAL NO. 2024-P37
SERVER INFRASTRUCTURE REFRESH
SECTION 1.0 - INFORMATION TO PROPONENTS
1.1Introduction and Background
The County of Elgin is situated in the heart of southwestern Ontario along the north shore of
Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural
zone complemented by industry. The County is an upper-tier municipality comprised of seven
local municipalities (excluding St. Thomas) covering an area of 460,000 acres, with a population
of approximately 52,000 people.For more information on the County and the services we
provide, visit www.elgincounty.ca
The County of Elgin is inviting proposals from qualified information technology firms capable of
undertaking the County’s Server Infrastructure Refresh project that will meet the requirements of
the County as outlined in this Request for Proposal.
Further information regarding the scope of work is included in Section 2.0.
1.2Proposal Format and Delivery
ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System.
Hardcopy submissions notpermitted.
All Proponents shall have a Bidding System Vendor account with bids&tenders™ and be
registered as a Plan Taker for this RFP opportunity, which will enable the Proponent to download
the Request for Proposal document, download Addendums, receive email notifications pertaining
to this RFP and to submit their proposal electronically through the Bidding System.
Proponents are cautioned that the timing of their Proposal Submission is based on when the
proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal
transmission can be delayed due to file transfer size, transmission speed, etc.
For the above reasons, it is recommended that sufficient time to complete your proposal
submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing
time and date shall be determined by the Bidding System’s web clock.
Proponents should contact bids&tenders™ support listed below, at least twenty-four (24) hours
prior to the closing time and date, if they encounter any problems. The Bidding System will send
a confirmation email to the Proponent advising that their proposal was submitted successfully. If
youdo not receive a confirmation email, contact bids&tenders™ support at
support@bidsandtenders.ca.
Late Proposals are not permitted by the Bidding System.
To ensure receipt of the latest information and updates via email regarding this RFP, or if a
Proponent has obtained this RFP document from a third party, the onus is on the Proponent to
create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity.
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Proponents may edit or withdraw their proposal submission prior to the closing time and date.
However, the Proponent is solely responsible to ensure the re-submitted proposal is received by
the Bidding System no later than the stated closing time and date.
The onus unequivocally remains with the Proponent to ensure that the proposal is submitted
electronically prior to the deadline and in accordance with the submission instructions.
The County, its elected officials, employees and agents shall not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent,
prior or subsequent to, or by reason of the acceptance, or non-acceptance by the County of any
proposal, or by reason of any delay in the acceptance of any proposal.
The County shall not be liable for any cost of preparation or presentation of proposals, and all
proposals and accompanying documents submitted by the Proponent become the property of
the County and will not be returned. There will be no payment to Proponents for work related to,
and materials supplied in the preparation, presentation and evaluation ofany proposal, nor for
the Contract negotiations whether they are successful or unsuccessful.
1.3Designated Official
For the purpose of this contract Mike Hoogstra,Manager of Procurement & Riskfor the County
is the “Designated Official” and shall perform the following functions: releasing, recording, and
receiving proposals, recording and checking of submissions; answering queries from
perspective proponents, considering extensions of time,reviewing proposals received, ruling on
those not completing meeting requirements and coordinating the evaluation of the responses.
1.4Questions / Inquiries
All inquiries regarding this RFPshall be directed through the Bidding System online by clicking
on the “Submit a Question” button for this bid opportunity. Questions submitted through the
bidding system are directed to the Designated Official.
The deadline for submitting questions is noted in Section 1.7.
If during the period prior to submission of proposals, the County determines, in its sole and
unfettered discretion, that part of the RFP requires formal amendment or clarification, written
addenda to this RFP will be distributed to all registered Proponents.
No clarification requests will be accepted by telephone, fax or in-person meeting. Responses to
clarification requests will be provided to all interested parties.Inquiries must not be directed to
other County employees or elected officials. Directing inquiries to other than the Designated
Official may result in your submission being rejected.
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1.5Site Tour& Information Meeting- N/A
Not applicable
1.6Addenda
The County,may at its discretion, amend or supplement the RFP documents by addendum at
any time prior to the closing date. Changes to the RFP documents shall be made by addendum
only. Such changes made by addendum shall be supplementary to and form an integral part of
the RFP documents and should be allowed for in arriving at the total cost. The County will make
every effort to issue all addenda no later than three (3) days prior to the closing date.
Proponents shall acknowledge receipt of any addenda through the Bidding System by checking
a box for each addendum and any applicable attachment.
It is the sole responsibility of the Proponent to have received all Addenda that are issued.
Proponents should check online at https://elgincounty.bidsandtenders.ca/Module/Tenders/en
prior to submitting their proposal and up until the RFP closing time and date in the event
additional addenda are issued.
If a Proponent submits their proposal prior to the RFP closing time and date and an addendum
has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid
status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent
can view this status change in the “MY BIDS” section of the Bidding System.
The Proponent is solely responsible to:
• make any required adjustments to their proposal; and
• acknowledge the addenda; and
• Ensure the re-submitted proposal is RECEIVED by the Bidding System no later than the
stated RFP closing time and date.
The Proponent shall not rely on any information or instructions from the County or a County
Representative except the RFP Documents and any addenda issued pursuant to this section.
1.7RFP Schedule
The RFP process will be governed according to the following schedule. Although every attempt
will be made to meet all dates, the County reserves the right to modify or alter any or all dates at
its sole discretion by notifying all Proponents through the bidding system.
Issue RFP:December 11, 2024
Last Date for Questions:January 9,2025
RFP Close:January 16, 2025
Interviews/Presentations:TBD*
Award of Contract:February 11,2025*
*Dates noted above are an approximation only and are subject to change.
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1.8Proponent Communications
Each Proponent is solely responsible to ensure that all contact information for the Proponent is
accurate and updated at all times during the RFP process. Proponents may update or revise
their contact information in their Bidding System Vendor account. All correspondence from the
County to a Proponent will be issued through the Bidding System.
1.9Proponent Investigations
Each Proponent is solely responsible, at its own cost and expense, to carry out its own
independent research, due diligence or to perform any other investigations, including seeking
independent advice, considered necessary by the Proponent to satisfy itself as to all existing
conditions affecting the Proposal for this RFP. The Proponents’ obligations set out in this RFP
apply irrespective of any background information provided by the County or information
contained in the RFP Documents or in responses to questions.
The County does not represent or warrant the accuracy or completeness of any information set
out in the RFP Documents or made available to Proponents. The Proponents shall make such
independent assessments as they consider necessary to verify and confirm the accuracy and
completeness of all such information as any use of or reliance by Proponents an any and all
such information shall be at the Proponent’s sole risk and without recourse against the County.
1.10Notice of No Response
If you are unable, or do not wish to provide a proposal, please complete a notice of no response
form in the bidding system. It is important to the County to receive a reply from all Proponents.
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REQUEST FOR PROPOSAL NO. 2024-P37
SERVER INFRASTRUCTURE REFRESH
SECTION 2.0 - TERMS OF REFERENCE
2.1Background
The County of Elgin operates two (2) data locations, the primary site and a secondary site used
primarily as the backup site.
The primary data site is located at the Elgin County Administration Building, located at 450
Sunset Drive. The secondary data site is located at Elgin Manor Long-Term Care Home,
located at 39262 Fingal Line, approximately 7km from the Administration Building.
The two locations are connected via a WAN fibre connection provided by Eastlink. Both
locations have a secure, climate-controlledserver room and are equipped with emergency
backup generators.
The County owns two Dell (Compellent) storage arrays, both with a capacity of 60TB. The array
at the main site is nearing capacity, and the offsite array has roughly 17TB in use.
The County is heavily virtualized with 9 VMWare ESXi 6.5hosts. 5 Hosts are at the main site,
and 4 others reside offsite. Together, they house approximately 130 virtual servers, running a
mixture of Windows Server 2012, 2016, and 2019 – mostly Datacenter Edition.The County
currently uses Rapid Recovery for backups with approximately 406GB assigned to two backup
servers for Backup and Replication.
Any proposed solution willrequire on-premisehardware infrastructureat the main site. The
secondary site in the proposed solution can either be on-premiseor Cloud based.
New and current Microsoft licensing needs to be considered and included in any proposed
solution.
2.2Proponent Requirements
Proponents must have a thorough knowledge of and practical experience relating to the
professional services and activities involved in the design and implementation of the
requirements stated in this RFP.
2.3Managed Service Provider for Elgin County
Proponents are advised that Elgin County has contracted with a Managed Service Provider
(MSP) for IT Services. Stronghold IT Services is the current MSP and will be the County’s
Consultant assisting with this RFP process and will therefore not be responding to this RFP as a
Proponent. Technical staff of the MSP will be involved in the evaluation of proposals in
coordination with County staff.The successful proponentwillbe required to communicate and
coordinatewith the current MSP to achieve successfulproject completion.
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2.4Functional Requirements
The functional requirements for the server infrastructure project are as follows. Proponents shall
provide a response for each requirement in the bidding system, under the specifications section.
Section Requirement / Description
AMandatory Requirements & Functionality
A.1 All hardware is new factory condition with minimum 5-year warranty
A.2 Minimum 512GB RAM per host
Proposed solution mustinclude a minimum usable capacity of 80TB for the
A.3primary and 80TB for the secondary or replicated site.
A.4 Solution shouldutilize solid state hard drives (SSD)
Fully redundant hardware including but not limited to power and network
A.5 interfaces.
A.6Rack mountable in a standard four postpedestal rack.
A.7The solution has a mechanism for predictive performance and failure.
A.8The solution is able tomigrate our existing virtual machines from VMWare 6.5
The solution is able to provide for the review the raw storage capacity and
A.9usable storage capacity.
Solution must be scalable, easy to implement and manage, with high
A.10performance
Solution must keep business operations across the corporation, with a goal of
A.1199.999% uptime.
The solution requires the ability to add capacity to the storage array without
A.12affecting the user’s access to it.
A.13The solution has a means to set up alerts for the management of the array
The solution has the ability to easily remove/replace any failed drives from the
A.14SAN or servers (i.e. hot swap)
Solution must have the capacity to replicate virtual machines to an external
system based on the same hypervisor. The external system may or may not
A.15be hyper-converged, made by the same manufacturer or a third party.
Solution must have an integrated backup solution that provides backup and
A.16recover at VM and file level.
Solution must have an integrated backup solution that provides efficient
A.17replication is less than 5 minutes to an external system.
BDisk Configuration
B.1Amount ofraw storage capacity and usable storage capacity in the solution
B.2Number of empty drive slots available or remaining in proposed configuration
B.3Number, Capacity, Type and Speed of the drives in proposed configuration
B.4Redundancy Solution proposed (ie. RAID levels supported).
B.5Describe capacity management for the array.
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CSoftware / Licensing
C.1Licensing options within the software. What is included? (i.e. replication, etc.…)
C.2Detail regarding snapshot limits (i.e. limit per volume, etc.)
C.3Does compression act immediately or on a schedule?
DData
D.1Specify how current data is loaded into the solution.
D.2Can the solution provide concurrent bi-directional replication?
D.3Specify if replication is synchronous or asynchronous or both?
D.4Specify any third-party tools that can be used to access the data.
D.5Specify any data security that is bundled with the solution.
D.6Specify how the solution deals with structured vs unstructured data.
D.7Provide details of the replication process and retention cycles.
Specify any capacity limits from a licensing perspective for future expansion for
D.8the SAN.
D.9Provide a listing of the maximum amount of storage that any LUN supports.
D.10Detail methodology for scalability for unexpected growth.
EMiscellaneous
Provide the amount of space required for the solution within the rack.
E.1(measured in U’s)
Indicate the number of network ports included with the solution. (for iSCSI &
E.2management)
E.3Provide specifications for additional network switches if required.
E.4Provide a listing of the rated IOPS and MC/s throughput specifications
2.5Training, Implementation
The Contractor will procure, configure, deployand provide administrative end user training for
this project. The selected solution must achieve several operational objectives while providing
the most state-of-the-art technology. This solution must be integrated into existing networking
solutions.
2.6Extra Work
At any time during the term of this agreement, the County may request that the Contractor
perform Extra Work. As used herein, “Extra Work” means any work which is determined by the
County to be necessary for the proper completion of the Project, but which the Parties did not
reasonable anticipate would be necessary at the execution of the agreement. The Service
Provider shall not perform, not be compensated for, Extra Work without written authorization
from the County’s Representative.
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Extra Work shall also include additional hardware, software or services deemed necessary by
the County to complete the project.
Extra Work shall not include costs arising from the Service Provider’s failure to perform any of its
duties or obligations.
2.7Preliminary Project Schedule
The anticipated project schedule will be as follows:
Award of Contract:February 2025
Completion: August2025
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SERVER INFRASTRUCTURE REFRESH
SECTION 3.0 - PROPOSAL REQUIREMENTS
3.1Proposal Submissions
ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System.
The Proposal Submission shall comprise of two (2) separate proposal submission files as
detailed in section 3.2
Hardcopy submissions notpermitted.
This RFP is a two-stage submission and requires that pricing be included separately as Part 2.
Any submissions which contain pricing information in the Technical Proposal (Part 1) will be
rendered informal and will be disqualified. All information related to fees/pricing must be
submitted in Part 2 only.
Failure to include the submission requirements may result in your proposal being disqualified.
3.2Proposal Submission Requirements – Technical Proposal (Part 1)
Proponents shall upload a PDF Proposal Submission to the Bidding System.
The submission shall be no longer than fifteen (15) single sided pages (Arial 12 font or
equivalent). The submission should include all of the information listed in this Technical
Proposal Requirements section.
Each response to a request should clearly identify the section of this RFP to which it is
responding (by number and heading). The Proponent should provide information of sufficient
scope and depth to demonstrate the ability of the Proponent to deliver the services described in
this RFP.
Information submitted is subject to verification, and further pertinent information may be obtained
from references.
The proposalsubmissions must include at a minimum the following information and
shall be submitted in the same sequence in order to be considered responsive.
a)Section A: Overview
A narrative demonstrating the firm’s understanding of the full scope of services, reasons
why the Proponent is interested in taking on this project and its familiarity with the County
of Elgin.
b)Section B: Corporate Profile
Provide a general profile of the firm, including its history, legal name, corporate structure,
the number of years in business, locations and total number of employees.
Demonstrate the qualifications, adequate capacity and resources available to undertake
and complete this project including the business structure to absorb additional customers.
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c)Section C:Project Team - Key Personnel
Identify the team members including an assigned Project Manager that will involved in the
project. List each member’s role in the project and their experience and qualifications to
perform the work of the project. Include personnel that will be assigned to the
implementation and support of the project.
Include confirmation that the individuals that will serve as the key personnel for the
duration of the project assignment are available to work on this project.
Identify any subcontractors/consultants that will be engaged to assist with the project.
Outline their qualifications and scope of involvement in the project.
d)Section D: Project Experience
Provide a listing of all organizations where your firm has completed similar server refresh
projects in the past five (5) years.
Information shall include the following:
-A description of each project detailing the work and overall budget
-Contact information
-Completion date or status of the project
As part of the project experience list, indicate which three (3) organizations that are
similar in size to the County of Elgin that the County may contact as a reference.
e)Section E:Workplan and Project Schedule
Provide a detailed breakdown of the work plan including a comprehensive project timeline
in the form of a Gantt chart (or equal) which identifies the work plan activities, including
scheduling of all milestones and any scheduling dependency relationships between
activities, tasks and/or phases of the project.The work plan shall include the staff
responsible and completion timelines.
Include what staff involvement is required throughout the duration of the project including
any deliverables and expectations of the vendor.
f)Section F:Technical
Considering the scope of the project, Proponents shall include a detailed description of
their proposed server refresh solution(s), the capabilities including but not limited to
functionalities and/or items listed in Section 2.
Proponents shall include the following information in the technicalportion of the proposal:
-Provide any required vendor access to systems.
-What technology is used in your server solution?
-What levels of redundancy are availablewith your solution?
-What is the backup plan in the event of a server system failure?
-Do you have predictive performance and capacity management with your
solution?
-Describe the disaster recovery and data replication capabilities.
-What is the approach to ‘future proof’ and support new technologies?
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-Describe key security features that are inherent in your solution.
-Describe update processes for software and/or firmware updates.
-Describe the project sign-off process
-What sets your server infrastructure solution apart from your competitors?
g)Section G:Training, Support and Warranty
Proponents shall indicate the length and terms of their warranty for the proposed
solution(s). Warranties between three (3) and five (5) years will be considered, with
preference being a five (5) year term. Specific information is to be provided for both the
hardware and software support of the solution (ie, parts and labour, hours of operations
for support, contact methods, etc.).
The successful Proponent will provide training to municipal staff and the County’s
contracted MSP on the appropriate use of the tools and software for ongoing
maintenance of the new server infrastructure. Provide information regarding training,
documentation and length of time.
3.3Financial Submission Requirements - Financial Proposal (Part 2)
Proponents are required to complete the electronic Pricing Forms in the Bidding Systemand
upload a detailed pricing proposal.The detailed pricing will include the following:
-All hardware required to implement the proposed solution.
-All software required to implement the proposed solution.
-Installation and implementation of hardware/software solution at both locations.
-Training Cost
-Licensing and Software Support Costs
-Annual Cloud Hosting costs (if applicable)
-Continued Support(if applicable)
The proposal must also clearly state which services are notincluded in your financial pricing
submission.
Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 52.5points out
of a possible 75pointsby the evaluation team.
3.4Evaluation Process
This is a multi-stage evaluation process that considers both the qualifications of the Proponent
and price.
Phase I:Technical Proposal
Phase I of this RFP requires that vendors respond to the Technical Proposal
Requirements listed in section 3.2.
During this phase of the evaluation process, submissions will be reviewed and
evaluated by an evaluation committee through a consensus method based on the
evaluation criteria set out in section 3.5.
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The disclosure of the allocated weightings for each category/criteria is provided to
assist Proponents in preparing a submission that best meets the requirements of
the County.
Only submissions which score a minimum of 52.5points out of a possible 75
points(70%)in Phase I will have met the established threshold and pass to
Phase II and will be given further consideration for award.
Phase II: Financial Proposal
Only those Proponents who have met the established threshold will enter into
Phase II. If the Proponent does not meet the minimum criteria, they will not
be considered for Phase II or any subsequent award. Pricing will be unsealed
and will be calculated according to the example in section 3.6.
Each proposal will be evaluated on its clarity and the demonstratedunderstanding of the Project
requirements, the services proposed and timeframes, as well as the proponent’s experience and
the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an
interview or presentation, should this be required. Proponents may be contacted to explain or
clarify their proposals; however, they will not be permitted to alter information as submitted.
An Evaluation Committee will be established from members of the County or any others as
deemed necessary.
Proposals will be evaluated on the basis of all information provided by the Proponent. Each
proposal will be reviewed to determine if the proposal is responsive to the submission
requirements outlined in the RFP. Failure to comply with these requirements may deem the
proposal non-responsive.
Selection of a proposal will be based on (but not solely limited to) the following criteria and any
other relevant information provided by the Proponent at the time of submission as well as any
additional information provided during subsequent meetings with the Proponent.
In recognition of the importance of the procedure by which a Proponent may be selected, the
following criterion outlines the primary considerations to be used in the evaluation and
consequent awarding of this project (not in any order). The County reserves the right to
evaluate and rank each submission using criterion noted. Actual scores will be confidential.
The Countyreserves the right to request confidential references for any of the proponent's
projects listed, as well as any of the proponent’s other projects, and factor the ratings from all
references, whether completed or in progress.
3.5Evaluation Criteria
Submissions will be evaluated by an evaluation committee based on the following categories.
The disclosure of the allocated weightings for each category is provided to assist in preparing a
proposal that best meets the requirements of the County.
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By responding to this RFP, Proponents agree to accept the decision of the evaluation
committee as final.
Proposals will be evaluated based on the following weighted evaluation factors:
Maximum
Rated CriteriaWeight
Points
PHASE 1 – TECHNICAL PROPOSAL75POINTS
Understanding of the Project
Overview and Company Profile
5
Project Team and Project Experience
Project Team, Experience and Qualifications
15
Firms previous relevant project experience
10
Project Workplan (Time/Task Matrix) and Project Schedule
Proposed Project Workplan
10
Proposed Project Schedule Timelines, Milestones, Submissions, etc.
5
Technical
Responses to Technical Criteria (Bidding System)
10
Response to detailed questions in Section 3.4
10
Training, Support and Warranty
Training, Support and Warranty
10
PHASE 2 – FINANCIAL PROPOSAL25POINTS
Pricing / Total Overall Cost25points
TOTAL CUMULATIVE POINTS100 POINTS
3.6Ratings
The following ratings will be used to evaluate the technical portion of the RFP process. For
consistency, the table below describes the characteristics attributable to particular scores between
0- 10.
0 UnacceptableDid not submit information
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1 Very PoorInformation provided does not meet any requirements
2 PoorBarely meets some requirements, does not meet others.
Minimallyaddressessome, but not all of therequirement of the
3 Weak
scope.Lackingin critical areas
Below Addressesmost of therequirementsof the criteria totheminimum
4
Averageacceptable level.Lackingin someareas.
Somewhat Addressesmost, but not all, of therequirementsof thecriteriatothe
5
Satisfactoryminimumacceptable level. Maybelackingin someareas.
Adequatelymeetsmost of the requirementsof thecriteria. Maybe
6 Satisfactory
lacking in someareas.
7 GoodMeets allrequirementsof the criteria.
8 Very GoodSomewhat exceedsthe requirements of the criteria.
9 ExcellentExceedsthe requirements of the criteriain waysthat are beneficial.
Proposalexceedstherequirementsof the criteria in superlative
10Outstanding
ways/ verydesirable.
The firms achieving the minimum score identified will be shortlisted and Phase 2 of the
evaluation will be unsealed for consideration.
The lowest cost proposed shall be awarded the full amount of points available for the fee portion
of the evaluation. All higher proposals shall be awarded points, rounded to the closest full point
for the cost portion of the evaluation by the following:
Lowest Cost ÷ Proposed Cost x Maximum Points = Total Cost Points.
It should be emphasized that pricing/cost is only one of the factors being considered in
determining the successful Proponent.
In submitting a proposal, the Proponent acknowledges the County’s right to accept other than
the lowest priced proposal and expressly waives all rights for damages or redress as may exist
in common law stemming from theCounty’s decision to accept a proposalwhich is not the
lowest price proposal, if it is deemed to be in the County’s best interest to do so.
All qualified proposal submissions will be reviewed and evaluated. Additional information may be
requested if necessary.
Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must
include all relevant information in the required page limit restriction identified in section 3.2.
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3.7Presentation and Interview
The County may havethe two highest scoring Proponents attend an interview to present the
evaluation team with additional insight into the Proponent’s ability to meet the requirements as
requested in the RFP. The County reserves the right to interview more or fewer than two
Proponents based on the scoring results.Note- If the Countyelects to interview short listed
proponents, the proposed Project Manager is requiredto attend.
The interviews would be conducted by the representatives of the Evaluation Committee via
Microsoft Teams Web Conferencing. Senior staff members to be assigned to this project must
attend the interview.
Presentations shall follow this general format:
Introduction of Proponents Project Team (5 minutes)
Proponent Presentation of the Proposal (15 minutes)
Q&A Period (10 minutes)
The Proponents will be notified of the final format and exact date and time for interviews /
presentations in advance.
For the interview portion of the evaluation (if required), the County of Elgin will be using the
rating criteria shown below and will evaluate each short-listed Proponent only.
Interview Criteria and Weighting (Second Stage if required):
Criteria CategoryWeighted Points
Presentation25
The score from the proposal evaluations and the Interview will be combined to determine an
overall score.
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SECTION 4.0 - GENERAL CONDITIONS
4.1Rights of the County
The County is not liable for any costs incurred by the Proponent in the preparation of their
response to the RFP or selection interviews, if required. Furthermore, the County shall not be
responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by
any Proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by
the County of any proposal or by reason of any delay in the award of the contract.
The County reserves the right to accept any proposal, in whole or in part, that it feels most fully
meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not
necessarily be accepted. County staff shall evaluate all compliant proposals received by the
closing time and make evaluations and recommendations for acceptance.
The County reserves the right to request specific requirements not adequately covered in their
initial submission and clarify information contained in the Request for Proposal.
The County reserves the right to modify any and all requirements stated in the Request for
Proposal at any time prior to the possible awarding of the contract.
The County reserves the right to cancel this Request for Proposal at any time, without penalty or
cost to the County. This Request for Proposal should not be considered a commitment by the
County to enter into any contract.
The County reserves the right to enter into negotiations with the selected Proponent. If these
negotiations are not successfully concluded, the County reserves the right to begin negotiations
with the next selected Proponent.
Proposals shall remain open and subject to acceptance for a period of ninety (90) days from
closing date.
In the event of any disagreement between the County and the Proponent regarding the
interpretation of the provisions of the Request for Proposal, the Director of Financial Services or
an individual acting in that capacity, shall make the final determination as to interpretation.
No proposal shall be accepted from any person or Proponentwho, has a claim or has instituted
a legal proceeding against the Countyor against whom the Countyhas a claim or has instituted
a legal proceeding, without the prior approval of County Council. This applies whether the legal
proceeding is related or unrelated to the subject matter of this RFP.
4.2Conflict of Interest
The Proponent declares that no person, firm or corporation with whom or which the Proponent
has an interest, has any interest in this RFPor in the proposed contract for which this proposalis
made.
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The Proponent further declares that no member of the Council of the County and no officer or
employee of the County will become interested directly or indirectly as a contracting party,
partner, shareholder, surety, or otherwise in or in the performance ofthe Contract or in the
supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of
the money to be derived there from.
Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the
Proponent must disclose this information to the County prior to the submission of a proposal.
The County may, at its discretion, delay any evaluation or award until the matter is resolved to
the County's satisfaction. The County may allow a conflict of interest or potential conflict of
interest to exist if it is satisfied that there are adequate safeguards in place and if the County
determines that it is in its best interests to do so.
The County reserves the right to disqualify a proposalwhere the County believes a conflict of
interest or potential conflict of interest exists.
4.3Modified Proposals
In the event that a preferred proposal does not entirely meet the requirements of the County, the
County reserves the right to enter into negotiations with the selected Proponent, to arrive at a
mutually satisfactory arrangement and to make any modifications to the proposal as are in the
best interests of the County.
4.4Disqualification of Proponents
More than one Proposal from an individual firm, partnership, corporation or association under the
same or different names will not be considered. A Proponent shall not discuss or communicate,
directly or indirectly with any other Proponent, any informationwhatsoever regarding the
preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare
and submit Proposals independently and without any connection, knowledge, comparison of
information or arrangement, direct or indirect with any other Proponent. Collusion between
Proponents will be sufficient for rejection of any Proposals so affected.
4.5Confidentiality
The proposal must not be restricted by any statement, covering letter or alteration by the
Proponent in respect of confidential or proprietary information. The County will treat all proposals
as confidential. The County will comply with the Municipal Freedom of Information and
Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all
proposals. All Public Reports approved by the Council of the County will become public
information.
4.6Proposal Assignments
The successful Proponentwill not be permitted to assign or transfer any portion of the proposal
as submitted or the subsequent agreement without prior written approval from the County.
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4.7Procurement Policy
Submissions will be solicited, received, evaluated, accepted and processed in accordance with
the County’s Procurement Policy as amended from time to time. In submitting a proposalin
response to this RFP, the Proponentagrees and acknowledges that it has read and will be
bound by the terms and conditions of the County’s Procurement Policy.The Procurement Policy
can be viewed on the County’s website, www.elgincounty.ca
4.8Failure to Perform
Failure to comply with all terms and conditions of this proposal, and failure to supply all
documentation, as required herein, shall be just cause for cancellation of the award. The County
shall then have the right to award this contract to any other Proponentor to re-issue this RFP.
4.9Award and Agreement
The Proponent that fully meets the requirements and scores the highest based on the evaluation
criteria, will be recommended for award. Once the award is made and approved by the County
or County Council, the report recommending such award including the total cost of the awarded
project shall be a matter of public record, unless otherwise determined by Council.
A written agreement, prepared by the County shall be executed by the County and the
Contractor. The complete proposal package submitted by the successful proponent, together
with the entire Request for Proposal documents prepared by the County of Elgin, shall form part
of the Agreement (see attached sample of agreement in Appendix A).
4.10Insurance Requirements
Any agreement resulting from this RFP will contain the following insurance requirements:
a)Comprehensive general liability insurance including bodily injury, property damage
liability, personal injury liability, completed operations liability, blanket contractual liability,
non-owned automobile and shall contain a severability of interest and cross liability clause
to alimit of no less than five million ($ 5,000,000) dollars in respect to any one
occurrence. The above-mentioned policy shall be endorsed to include the County of
Elgin as an Additional Insured.
b)Standard OAP 1 Automobile liability policyin the amount of two million ($2,000,000)
dollars.
c)The aforementioned policies of insurance shall contain or shall be subject to the following
terms and conditions:
be written with an insurer licensed to do business in Ontario;
be non-contributing with, and will apply only as primary and not excess to any other
insurance or self-insurance available to Elgin County;
contain an undertaking by the insurer to notify the County in writing not less than sixty
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(60) days before any material change in risk or cancellation of coverage.
any deductible amounts shall be borne by the Proponent.
Prior to the execution of the Agreement and within fifteen (15) business days of the
placement, renewal, amendment, or extension of all or any part of the insurance, the
Proponent shall promptly provide Elgin County with confirmation of coverage
insurance and, if required, a certified true copy(s) of the policy(s) certified by an
authorized representative of the insurer together with copies of any amending
endorsements applicable to the Agreement.
4.11Indemnification
The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers,
CountyCouncil, Employees and volunteers from and against any liabilities, claims, expenses,
demands, loss, cost, damages, suits or proceedingsby whomsoever made, directly or indirectly
arising directly or indirectly by reason of a requirements of this agreement save and except for
damage caused by the negligence of the Countyor their employees.
4.12WSIB Requirements
The successful Proponent shall furnish a WSIB Clearance Certificate prior tocommencement of
work and agrees to maintain their WSIB account in good standing throughout the contract
period.
If the successful Proponent is a self-employed individual, partner or executive officer who does
not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from
WSIB acknowledging independent contractor status and confirming that WSIB coverage is not
required must be provided to the County of Elgin prior to commencement of work.
4.13Compliance with the Accessibility for Ontario with Disabilities Act 2005
The Proponent shall ensure that all its employees and agents receive training regarding the
requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario
Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to
ensure that all of its employees, volunteers and others for which the Proponent is responsible
are adequately trained.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 Integrated
Accessibility Standards Regulation (Ontario Regulation 191/11), the County requires content
created for the municipality that is to be posted on our website to be provided in a format which
is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the
regulation, any content published on our website after January 1, 2012 needs to be compliant
with the WCAG requirements by the timelines set out in the Regulation. It is the successful
Proponent’s responsibility to produce the required documents in an accessible format
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4.14Disqualification
The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an
award under this RFP, at any time prior to the execution of the Agreement by the County, if,
the Proponent fails to cooperate in any attempt by the County to verify any information
provided by the Proponent in its proposal;
the Proponent contravenes one proposal per Person or Entity;
the Proponent fails to comply with the laws of Ontario or of Canada, as applicable;
the Proposal contains false or misleading information;
the Proposal, in the opinion of the County, reveals a material conflict of interest;
the Proponent misrepresents any information contained in its proposal.
4.15Record and Reputation
Without limiting or restricting any other right or privilege of the County and regardless of whether
or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County
may disqualify any proposal from any Proponent, where;
In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the
commercial relationship between the Corporation of the County of Elgin and the
Proponent has been impaired by the prior and/or current act(s) or omission(s) of each
Proponent, including but not limited to:
a)Litigation with the County;
b)The failure of the Proponent to pay, in full, all outstanding accounts due to the County
by the Proponent after the County has made demand for payment;
c)The refusal to follow reasonable directions of the County or to cure a default under a
contract with the County as and when required by the County or it’s representatives;
d)The Proponent has previously refused to enter into an Agreement with the County
after the Proponent’s proposal was accepted by the County;
e)The Proponent has previously refused to perform or to complete performance of
contracted work with the County after the Proponent was awarded the contract;
f)Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a
bid bond, a performance bond, a warranty bond or any other security required to be
submitted by the Proponent on an RFP within the previous five years.
In the opinion of County Councilor the Chief Administrative Officer, or their designate,
there are reasonable grounds to believe that it would not be in the best interests of the
County to enter into an Agreement with the Proponent, for reasons including but not
limited to the convictionor finding of liability of or against the Proponent or its officers or
directors and any associated entities under any taxation legislation in Canada, any
criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and
fraudulent misrepresentation, the Environmental Protection Act or corresponding
legislation in other jurisdictions, any law regarding occupational health or safety or the
Securities Act or related legislation.
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4.16Proponent’s Costs
The Proponent shall bear all costs and expenses incurred by the Proponent relating to any
aspect of its participation in this RFP process, including all costs and expenses related to the
Proponent’s involvement in;
the preparation, presentation and submission of its proposal;
the Proponent’s attendance at the Proponent’s meeting;
due diligence and information gathering processes;
site visits and interviews;
preparation of responses to questions or requests for clarification from the County;
preparation of the Proponent’s own questions during the clarification process; and,
agreement discussions.
The County is not liable to pay such costs and expenses or to reimburse or compensate a
Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process,
including the rejection of all proposals or the cancellation of the RFP, and including any
negligence of the County in the conduct of the RFP process.
4.17Legal Matters and Rights of the County
This RFP is not an offer to enter into either a bidding contract (often referred to as “Contract A”)
or a contract to carry out the project (often referred to as “Contract B”). Neither this RFP nor the
submission of a proposal by a Proponent shall create any contractual rights or obligations
whatsoever on either the Proponent or the County.
The County may at its sole discretion change or discontinue this RFP process at any time
whatsoever. The County may in its sole discretion enter into negotiations with any person,
whether or not that person is a Proponent or a Short-Listed Proponent with respect to the work
that is the subject of this RFP.
The County may at its sole discretion decline to evaluate any proposal that in the County’s
opinionis incomplete, obscure or does not contain sufficient information to carry out a
reasonable evaluation.
Without limiting the generality of the RFP, the County may at its sole discretion and at any time
during the RFP process;
reject any or all of the Proposals;
accept any Proposal;
if only one Proposal is received, elect to accept or reject it;
elect not to proceed with the RFP;
alter the timetable, the RFP process or any other aspect of this RFP; and
cancel this RFP and subsequently advertise or call for new Proposals for the subject
matter of this RFP.
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In addition to and notwithstanding any other term of this RFP, the County shall not be liable for
any damages resulting from any claim or cause of action, whether based upon an action or
claim in contract, warranty, equity negligence, intended conduct or otherwise, including any
action or claim arising from the acts or omissions, negligent or otherwise of the County and
including any claim for direct, indirect or consequential damages, including but not limited to
damages for loss of profit, loss of reputation, injury to property and bodily injury that results from
the Proponents’ participation in the RFP process, including but not limited to;
the disclosure of a Proponent’s confidential information;
the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or
rejected;
any delays, or any costs associated with such delays, in the RFP process;
any errors in any information supplied by the County to the Proponents;
the cancellation of the RFP; and
the award of the contract to a Proponent other than the Proponent recommended by the
Proposal Review Committee.
4.18Human Rights, Harassmentand Occupational Health and Safety
The successful Proponent shall be required to comply with the County’s policies regarding
Human Rights, Harassment in the Workplace and Occupational Health and Safetyas well as all
Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in
the Workplace and Occupational Health and Safety.
4.19Covid-19 Pandemic
The successful Proponent shall comply with current COVID health and safety measures in place
during the term of this contract.
4.20Clarification
The County mayrequire the Proponentto clarify the contents of its proposal, including by the
submission of supplementary documentation, orseek a Proponent’s acknowledgement of the
County’s interpretation of the Proponent’s proposal.
The County is not obliged to seek clarification of any aspect of a proposal.
4.21Supplementary Information
The County may, in its sole discretion, request any supplementary information whatsoever from
aProponentafter the submission deadline including information that the Proponentcould or
should have submitted in its proposal prior to the submission deadline. The County is not obliged
to request supplementary information from a Proponent.
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4.22Default / Non-Performance
The County will reserve the right to determine “non-performance” or “poor quality” of service and
further reserves the right to cancel any or all of this contract at any time should the Proponent’s
performance not meet the terms and conditions of the RFP upon 30 days written notification to
the Proponent.
“Non-performance” shall mean the failure to meet the complete terms and conditions of this
Contract including, but not limited to, the response time. In the event of such cancellation, the
County retains the right to claim damages as a result of such default.
If the County terminates the Contract, it is entitled to:
a)withhold any further payment to the Proponentuntil the completion of the work and the expiry
of all obligations under the Contract; and
b)recover from the Proponentany loss, damage and expense incurred by the County by
reason of the default (which may be deducted from any monies due or becoming due to the
Proponent).
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APPENDIX A - SAMPLE AGREEMENT
THIS AGREEMENT made effective this XXXX day of XXXXXXX, 2024.
BETWEEN:
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called “County”)
OF THE FIRST PART
- AND-
___________________________________________________
(hereinafter called “Contractor”)
OF THE SECOND PART
WHEREASon December 11, 2024the County issued Request for Proposal No. 2024-P37 and
Addendum No. <X> dated <Insert Date> for the Server Infrastructure RefreshProject for the
County of Elgin (the “RFP”);
AND WHEREASon <Insert Date> the Contractorsubmitted a proposal in response to the RFP
(the “proposal”);
AND WHEREASthe County wishes to enter into an agreement with the Contractorfor the
services, as more particularly described in the RFP Terms of Reference, attached hereto as
Schedule A forming part of this Agreement (the “Services”);
NOW THEREFORE,in consideration of the sum of ONE DOLLAR ($1.00) now paid by the
Contractorto the County and performance of the promises, obligations and covenants herein
contained, the receipt and sufficiency of which consideration is hereby irrevocably acknowledged,
the Parties hereto covenant and agree as follows:
ARTICLE 1
The Contractorshall provide the Services set forth in Schedule “1” hereto, including but not limited
to satisfaction of all qualifications and requirements as set forth therein; provided that, if there
should be any conflict between the text of this Agreement and the provisions of the said Schedule
“1”, the text of this Agreement shall prevail.
ARTICLE 2
The County covenants with the Contractorthat the Contractor, having in all respects complied with
the provisions of this Agreement, will be paid for and in respect of all the work, at the quoted prices
or lump sum amount as detailed in <Schedule #>.
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ARTICLE 3
The Term of this Agreement is deemed to commence on or about <Insert Date>and expire on
<Insert Date>.
ARTICLE 4
A copy of each of the Terms of Reference (as Schedule 1) and Addendum No. 1 (as Schedule 2)
are hereto annexedand together with the ContractorProposal, General Conditions, Proposal
Requirements and Information for Proponents relating to the work contemplated herein, even
though not attached, all as listed in the RFP document, form part of and are deemed to be
incorporated into this Agreement.
ARTICLE 5
In case of any inconsistency or conflict between the provisions of this Agreement and the Terms
of Reference or General Conditions or RFP or any other document or writing, the provisions of
such documents shall take precedence and govern in the following order, namely:
a)Agreement;
b)Addenda;
c) Terms of Reference;
d)ContractorProposal;
e)General Conditions;
f)Proposal Requirements;
g)Information to Proponents.
ARTICLE 6
Either Party may terminate this Agreement at any time, without notice or creation of any right
to compensation or damages, for just cause, which shall include, without limitation,
dishonesty, fraud, willful deceit or failure to properly fulfill the obligations hereunder where
such failure is not remedied within ten (10) days after notice of same is given.
Notwithstanding that set forth immediately above, either Party hereto may terminate this
Agreement, for convenience and without creating any right to compensation or damages, upon
giving at least ninety (90) days written notice to the other Party.
ARTICLE 7
The Contractorshall indemnify and save harmless the County, including it elected officials,
officers, employees and agents and further including their respective heirs, executors,
administrators, and assigns (hereinafter collectively the “Releasees”) from and against any and
all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal
costs as between a solicitor and his or her own client), interest, or damages of every nature and
kind whatsoever as arising from the negligence, errors, omissions, fraud, or willful misconduct of
the Contractor, including its officers, employees, servants, agents, and Consultantsor sub-
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consultants, or any one or combination of them, as attributable or connected with the
performance, non-performance, or purported performance by the Contractorof any promise,
obligation, or covenant as contemplated by this Agreement, save and except to the extent that
same is attributable to or caused by the negligence of the County, its officers, employees,
servants, agents, or consultants or sub-consultants, or any one or combination of them.
Furthermore, this indemnity shall survive the expiration or termination ofthis Agreement and
continue thereafter in full force and effect.
ARTICLE 8
This Agreement together with its Schedule constitutes the entire understanding between the
Parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed
upon, in writing, and signed by both Parties. Failure on the part of either Party to insist upon the
strict observance of any of the terms and/or conditions herein shall not operate as a waiver of
such Party's right to require the future observance of any such terms or conditions.
ARTICLE 9
The Contractordeclares that it has either investigated for itself the character of the work and all
local conditions that might affect the proposal or acceptance of the work, or that not having so
investigated, it is willing to assume and does hereby assume all risk ofconditions arising or
developing in the course of the work which might or could make the work, or any items thereof,
more expensive in character or more onerous to fulfill, than was contemplated or known when
the proposal was made of the Contract signed. The Contractoralso declares that it did not and
does not rely upon information furnished by any methods whatsoever, by the County or its officers
or employees, being aware that any information from such sources was and is approximate and
speculative only, and was not in any manner warranted or guaranteed by the County.
ARTICLE 10
Where any notice, direction or other communication is required to be or may be given or made by
one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or
delivered in writing to such party at the following addresses:
COUNTY:Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
CONTRACTOR:______________________
______________________
______________________
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Either Party may from time to time change its address for service by notice to the other Party as
previously set out.
For the purposes immediately set forth above, Notices which are served in the manner as set
out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of
those personally served directly upon the Party to be deemed to havebeen completed upon the
date of service, and in the case of registered mail, on the third postal delivery day following the
mailing of the Notice. Should normal service of mail be interrupted by strikes, slowdown or other
cause, then the Party sending theNotice shall use any similar service which is not been so
interrupted in order to secure prompt receipt of the Notice and for purposes of this Agreement
such service shall be deemed to be personal service.
ARTICLE 11
This Agreement shall not be assigned, in whole or in part, by either Party hereto without the
prior written consent of the other Party.
ARTICLE 12
This Agreement shall be construed and interpreted in accordance with the laws of the Province
of Ontario and, when applicable, the Dominion of Canada.
ARTICLE 13
All obligations under this Agreement shall be considered a separate covenant and any
declaration of invalidity of any such covenant shall not invalidate any other such covenant.
ARTICLE 14
The Contract shall apply to and be binding on the parties hereto, their heirs, executors,
successors, administrators, and assigns jointly and severally.
(Balance of Page Left Blank Intentionally)
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ARTICLE 15
This Agreementmay be executed in several counterparts, each of which, when so executed,
shall constitute but one and the same document. This Agreement may also be signed in paper
form, by facsimile signature or by electronic signature in accordance with section 11 of the
Electronic Commerce Act, 2000 (Ontario). It may also be signed, whether or not in counterpart,
scanned to Adobe® Portable Document Format (PDF) and delivered by way of electronic mail.
IN WITNESS WHEREOFthe Parties hereto have hereunto set their hands and seals on the day
and at the location indicated below or otherwise caused their corporate seals to be affixed,
attested by the signature of their proper officers, as the case may be.
) Corporationof the County of Elgin
)
)
__________________ ) Per: _________________________
Date: ) Name: Grant Jones
) Position: Warden
__________________ )
Location )
) Per: _________________________
) Name: Blaine Parkin
) Position: Chief Administrative Officer/ Clerk
)
) We have the authority to bind the Corporation
)
)
)<INSERT CONTRACTORNAME>
)
)
__________________ ) Per: _________________________
Date: ) Name: ______________________
) Position: ____________________
__________________ )
Location ) I have the authority to bind the Corporation
31
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 3
Server Infrastructure Refresh Project
Evaluation CommitteeRFP No. 2024-P37
Conflict of
Evaluation Team MemberPosition
Interest
Jennifer FordDirector of Financial ServicesNo
Mike HoogstraManager of Procurement & RiskNo
Matt JewellStronghold IT - Client Success ManagerNo
Bob IronsideStronghold IT - Director of ITNo
Report to County Council
From: Jennifer Ford, Director of Financial Services/Treasurer
Date: March 25, 2025
Subject: 2024 Council and Outside Boards Remuneration and Expenses
Recommendation(s):
from the Director of Financial Services/Treasurer dated March 25, 2025 be received and
filed.
Introduction:
This report is brought forward to ensure compliance with Section 284 of the Municipal
Act.
Background and Discussion:
As per Section 284 (1), the Treasurer of a Municipality shall each year provide to the
Council of the Municipality and an itemized statement on remuneration and expenses
paid in the previous year to each member of Council. As per Section 284 (2), please
reference By-Law numbers 05-12, 05-13 and 05-45 that provides authorization for
Council remuneration and expenses.
Financial Implications:
Warden and Council remuneration and expenses totaled $316,329.54 for the 2024
calendar year and convention expenses were $45,317.46. Remuneration and expenses
paid to persons on Outside Boards totaled $18,644 for that same period.
Further details are outlined in the attached schedules:
Schedule A - Treasurer's Statement of Remuneration and Expenses - for County
Council,
Schedule B - Treasurer's Statement of Remuneration and Expenses - for Outside
Boards,
Schedule C - Treasurer's Statement on Convention Expenses, and
Schedule D- 2024 Convention Expenses.
Alignment with Strategic Priorities:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of Planning for and Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, and resources, and
need. agricultural growth. infrastructure to deliver
programs and services
now and in the future.
Exploring different ways Fostering a healthy
of addressing community environment.
Delivering mandated
need.
programs and services
Enhancing quality of
efficiently and effectively.
Engaging with our
place.
community and other
stakeholders.
Local Municipal Partner Impact:
Communication Requirements:
Section 284 of the Municipal Act
Conclusion:
For 2024, the total remuneration and expenses, including conventions, for both Elgin
County Council and Outside Boards was $380,291.
All of which is Respectfully Submitted Approved for Submission
Jennifer Ford Blaine Parkin
Director of Financial Services/Treasurer Chief Administrative Officer/Clerk
Report to County Council
From: Jenna Fentie, Legislative Services Coordinator
Katherine Thompson, Manager of Administrative Services/Deputy Clerk
Jennifer Ford, Director of Financial Services/Treasurer
Date: March 25, 2025
Subject: Elgin County Sponsorship Program 2025 Application Submissions
Recommendation(s):
THAT County Council approve the sponsorship funding allocations totalling $46,000 as
recommended in the Elgin County Sponsorship Program 2025 Application
Submissions; and
THAT the Elgin County Grant and Sponsorship Policy be amended to indicate that
applications under the Sponsorship category be reviewed directly by Council.
Introduction/Background:
On October 8, 2024, County Council approved a new and simplified Grant and
Sponsorship policy that ensures that all funding requests are handled in a consistent,
fair and equitable manner (Appendix I). Through this program, the County of Elgin
allocates grants and sponsorships to eligible organizations and initiatives that supports
The purpose of this report is to present Council with the sponsorship application
eligible applicants.
Background and Discussion:
Under the new policy, Council will consider requests for funding that fall under one of
the following two streams:
1. Sponsorships
a) Community Programs/Services
Eligible organizations can apply for funding for their program or service that
engage in cultural and heritage conservation, public education, health and/or
welfare of all people within the Elgin County community; or
b) Fairs, Festivals or Events
Eligible organizations can apply for funding for a fair, festival, or event that
provides significant benefit to the community.
2. Grants
Grants are awarded by County Council for a significant capital project that aligns
significant economic benefit to the community outside of the scope of Sponsorships.
st
Sponsorship applications are due by February 1 of each year, whereas Grant
applications are accepted throughout the year, however, applications must be submitted
no less than one year before the date of need.
Applications that are submitted under the Sponsorship stream can receive up to $2,000
towards their event or program. Under the Grants stream, eligible organizations can
receive up to 10% of their total project budget, not to exceed a maximum payment of
levy in any given year.
st
A total of twenty-five (25) Sponsorship applications were received by the February 1
deadline. All Sponsorship
and consideration (Appendix II).
One (1) grant application has been received to date, however, clarification on the
to Council at a future meeting once additional information is received from the applicant.
Staff reviewed each application according to the Council approved evaluation checklist
attached to the policy as Schedule B. It was determined that the application submitted
by the Catfish Creek Conservation Authority for the Springwater Maple Syrup Festival
was not eligible for funding because Conservation Authorities are boards of government
agencies and are already funded by municipalities. According to the policy, applications
submitted by other government agencies are not eligible for funding through this
program. All other submissions received were deemed eligible based on the approved
evaluation criteria.
The recommendations for funding are included in the chart below.
Sponsorships
Organization/Event Funding Requested Funding Recommended
Port Burwell Periscope $2,000 $2,000
Playhouse
$500 $500
Association
Railway City Music and Arts $2,000 $2,000
Festival
Bayham Historical Society $2,000 $2,000
STEAM Education Centres Inc. $2,000 $2,000
Thames Talbot Land Trust $2,000 $2,000
Multi-Service Centre$2,000$2,000
Rodney-Aldborough Agricultural $2,000 $2,000
Society
Aylmer & East Elgin Agricultural $5,000 $2,000
Society
Aylmer Community Festival $2,000 $2,000
Vienna Lions Club $2,000 $2,000
Shedden Agricultural Society $2,000 $2,000
Bayham Beachfest $2,000 $2,000
Port Stanley Pet Pantry, Inc. $2,000 $2,000
Straffordville Community $2,000 $2,000
Committee
Elgin Federation of Agriculture $2,000 $2,000
Society Southwest $2,000 $2,000
Partners
St. Thomas-Elgin Second Stage $2,000 $2,000
Housing
Port Stanley CALIPSO Festival $2,000 $2,000
Elgin County 4-H Association $1,500 $2,000
Aylmer & Area Heritage Festival $2,000 $2,000
Tyrconnell Heritage Society $2,000 $2,000
Catfish Creek Conservation $2,000 $0
Authority
Roots & Revival Festival $2,000 $2,000
Mennonite Community Services $2,000 $2,000
Total $51,000 $46,000
Recognizing that the approved policy indicates that approvals for Sponsorships are to
be approved at the Council SubCommittee level (Schedule C), the intention of the policy
was to develop a more streamlined and efficient approval process for sponsorship
requests. Staff recommend that Schedule C of the policy be amended to indicate that all
sponsorship and grant requests will be approved by Council.
Financial Implications:
Council approved $75,845 for sponsorships in the 2025 budget, and staff are
recommending that $46,000 be awarded for sponsorships in 2025.
Alignment with Strategic Priorities:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of
Planning for and Ensuring we have the
current programs and
facilitating commercial, necessary tools,
services with community
industrial, residential, and resources, and
need.
agricultural growth. infrastructure to deliver
programs and services
now and in the future.
Exploring different ways
Fostering a healthy
of addressing community
environment.
need.
Delivering mandated
programs and services
Enhancing quality of
efficiently and effectively.
Engaging with our
place.
community and other
stakeholders.
Local Municipal Partner Impact:
None.
Communication Requirements:
Communication will be sent to all organizations regarding funding decisions.
Conclusion:
Staff are recommending that Council award $46,000 in funding for sponsorships.
All of which is Respectfully Submitted Approved for Submission
Jenna Fentie Blaine Parkin
Legislative Services Coordinator Chief Administrative Officer/Clerk
Katherine Thomspon
Manager of Administrative Services/
Deputy Clerk
Jennifer Ford
Director of Financial Services/Treasurer
Grant and Sponsorship Policy
POLICY
Finance 05 - 06
CATEGORY
Council
AUTHORITY
RELATED POLICIES
Council
OVED BY
APPR
October 8, 2024
EFFECTIVE DATE
POLICY STATEMENT:
The County of Elgin recognizes the many benefits that various groups, organizations,
volunteers, events, and other programs provide by promoting and improving upon the
social, cultural, and economic wellbeing of the community. The County annually
receives numerous requests for support and is committed to treating all requests for
contributions seriously by applying a consistent, fair, and equitable process.
CountyCouncil also recognizes that residents have the right to expect that tax dollars
will be expended in a manner that is justifiable and maintains boundaries to ensure that
outside groups have a defined process with set parameters under which they may be
able to have access to public funds. These requests must also align withand support
the Strategic Mission, Vision, Values of the County. Council is committed to working
with groups and organizations that may engage in beneficial projects that are inclusive
to all residents and to each of our communities, while recognizing the financial
constraints impacting residents and the CountyÓs ability to provide funding for every
cause.
PURPOSE:
The p
urpose of this policy is:
¤To support inclusive services or events which are of a general strategic
benefit to the County of Elgin
¤To support volunteer, community-based organizations who are
fundamental to maintaining quality of life,
¤To provide staff, committees, and council with clear criteria for considering
and responding to requests for donations, grants or sponsorships from
external sources
¤To provide an equitable process for groups and organizations seeking
donation, grants or sponsorship support whether monetary or in-kind from
the Countyof Elgin.
¤To promote financial accountability and responsible stewardship of public
fundsusing a process that permits adequate financial planning for grants
or sponsorships
¤This policy establishes procedures to be followed by the applicant, staff,and
any officially appointed representative of the County of Elgin.
1
SCOPE:
The scope of thispolicy framework allocates grants and sponsorships to eligible
organizations and initiatives that support the CountyÓs current Mission, Vision and
Values and CouncilÓs Strategic Plan. The policy ensures transparency, fairness, and
accountability in the distribution of these funds, while aligning the CountyÓs strategic
objectives related to the needs of the community. (Schedule F).
The County may provide funding through the following mechanismsin any given year:
¤Grant: One-time financial contributions provided to eligible organizations
or initiatives for specific capital projects that benefit the community and
promote the CountyÓs strategic objectives in a positive manner and are
inclusive to all residents.
¤Sponsorship: Financial assistance, within limited award values, to eligible
organizations or initiatives that request support for operations, capacity-building
efforts, or activities.
¤Donation: The County does not provide Donations for the purpose of general use
for any organization. Requests for donations will be redirected to complete
application to be considered using the framework within this Policy.
POLICY:
1.General Guidelines:
All requests for grants and sponsorships will be assessed based on availability of
County resources, potential financial impact to the County, contribution to the well-
being of members of the community, recognition of a mutually strategic
program/cause, program inclusivity to all residents, and overall community impact.
Council recognizes that many groups and organizations offer events, programs
and services that benefit the community. Council will consider requests for events,
programs and services that fall under one of the following County Priority Areas:
1.Sponsorships Î inclusively supports all residents through:
-one-time programming support for Community Programs/Services that engage in
cultural and heritage conservation, public education; health and/or welfare of all
people within the community; OR
-fairs, festivals or events that Council has determined provide some significant
benefit to the community which are open to all members of the public and are
asking for recurring support. (Date of submission: February 1 of each year)
2
2.Grants Î a significant capital project that align with the objectives of the CountyÓs
Strategic Plan and additionally provides a significant economic benefit to the
community outside the scope provided in 1 above. (Date of submission is no less
than one year before date of need for the purposes of planning if program is
funded by Council approval)
Maximum contributions for the categories listed above are detailed in Schedule C.
Grants and Sponsorships made by the Countyare not to be regarded as a
commitment by the Countyto continue such supportintothe future.
There is no guarantee that a request will be approved.
2.Eligible Applicants:
Groups or organizations must meet the following criteria to be considered for a
County grant or sponsorship:
a.Must operate as a registered charity, or incorporated non-profit or
volunteer organization offering programs or services which address
identifiable needs of the County of Elgin, or which provide benefit to the
general community(see Definitions ÐCommunityÑ)
b.Must demonstrate a clear need for the funds being requested to
enable the group or organization to provide a specific program,
service, orevent.
c.Must be located within the County and/or provide a direct benefit to the
Countyand/or its ratepayers/residents.
d.Shall submit a completed application form by the specified dates that
are outlined under section 1 Î General Guidelines.
e.May be required to provide a budget for the project/event that
easily and clearly outlines financial information about the
specific project/event for which the funding is being
requested and must accurately disclose the full value of any
pledges outstanding or funding received for the project/event
f.When requested, prior year comparative actual financial
information of the same event must be provided
g.Must include all necessary application documentation and
information independent of assistance from County staff as set
out in Schedule ÐAÑ.
h.Must provide a copy of the group or organizationÓs most recent
annual financial statements with the application as set out in
Schedule ÐAÑ or when requested
i.The group or organization has fulfilled any obligations outstanding from
previous awards of grants or sponsorship by the County.
j.Incomplete application/information will be deemed ineligible and will not
3
be forwarded toCommittee or Council forconsideration.
k.Applicationrequests will be date-stamped when received and
acknowledgement sent to the applicant by email. If more eligible applications
are received than funds available, priority will be given to the applications
received earliest.
l.Late applications will be deemed ineligible and funds will not be paid to
events that occur before the application deadline.
m.Applications will be reviewed and evaluated to ensure completeness. Any
deficiencies will be noted to the applicant.
n.Committee or Council will choose to allocate, or not allocate, funds
to eligible groups or organizations, in its sole and unfettered
discretion.
o.Cheques will be issued for the total amount that Committee or Council
has approved for each group or organization following the approval of
the application received.
p.Only one application per group/organization will be considered per
year.
q.Only one grant per group/organization will be given for one
program/event per year, stacking of projects will not be allowed.
r.Grants and Sponsorships made by the County are not to be regarded as
a commitment to continue such funding in perpetuity or again at any time
in the future.
s.In making a grant or sponsorship, Committee or Council may impose
such conditions and/or restrictions as it deems fit.
t.No request shall be granted that binds the Corporation beyond the
current term of Council.
3.Non-eligible Funding and Activity
Council will not consider providing a CountyGrant or Sponsorship to the
following:
a.Individuals.
b.For profit businesses.
c.Groups/Organizations with political or religious affiliation.
d.Groups/Organizations who have failed to provide satisfactory reports,
including requested financial statements, as to the success or outcomes of
previous County funding and specifically with respect to the allocation of
grantfundspreviously provided.
e.Other levels of government.
f.Discriminatory activities and events.
g.Activities that are contrary to the policies of the County.
h.Activities which are deemed to be unlawful.
i.Activities where the funds will not directly benefit an event held by the applicant
but will be used to raise the profile of the applicant for the sole purpose of
4
supporting the fundraising activities of another group.
j.Late, incomplete, or multiple applications by any group
k.Loan Guarantees for any outside organization or project.
l.Capital projects or one-time programming that has previously received County
supportto themaximum of 10% of the cost of the projector program.
4.Funding of the Grants and Sponsorship Program:
Council reserves the right to pause the funding of this program at any time.
Council may otherwise set aside an annual amount that will be apportioned to
Grants and Sponsorships fund in the following manner:
1.Sponsorships Î will be funded at the rate of the prior yearÓs Sponsorship budget
amount plus an annual increment of CPI using the October over October prior
year rate as aligned within the priorities of the budget.
2.Grants Î Option to fund or not fund program will be determined by Council during
budget deliberations in one of the following manners:
Option #1) At the end of the accounting cycle, funds may be redirected from the
reassessment reserve after appeals are known to be settled and only after the
Growth fund needs are fully considered and reconciled. No more than ď of 1% of
the prior years levy may be redirected annually from settled appeals in order to not
burden the taxpayer by adding additional need for taxation onto the levy. (see
reserve and reserve fund policy, Growth Reserve Policy) (eg. 2023 amount would
have been $215,500)
Option #2) Add an amount equal to one half of one percent of the prior year levy to
the current year needs annually. Treasurer to identify this amount as discretionary
funding for review and approval by Council each budget year. (Example: 2023
amount would have been $215,500 which equates to $3.29 per $100,000 of
assessment on a Residential property)
Option #3) Whereby ď of 1% on the levy would addadditional unnecessary
burden on the taxpayer,Council desires to pause consideration of funding to any
related to Community Development Partnerships as it applies to large Grants for
this fiscal year due to otherCountyrelated budgetary pressuresandneeds.
Groups with the ability to raise funds as a Charitable organization are encouraged
to redirect their efforts to connect with individual community ratepayers who will
receive direct benefit as donors via a personal donation receipt.
Option #4) Special area tax levy rules have been reviewed and determined to be
not applicable to this program at this time. (Ref: Municipal Act 2001, Section 311 &
326)
The above programstreams are subject to the following restrictions:
5
Each request will be considered in written format only, as defined by this policy.
Requesting agencies will not be granted a delegation or access to Council, Committee,
or staff to publicly or privately petition/lobby for their application.
Whenmaking decisions related to grant or sponsorship, the County or Committee may
impose such conditions and/or restrictions as is deemed fit such as a requirement to
recognize the County. Recognition will be based on the size of the involvement in the
event with sufficient communication to the County demonstrating compliance.
Multi- year capital grants may be considered and will be paid for based on the original
year implemented as future increments cannot be forecasted accurately. Unallocated
amounts at the end of any year may be set aside in a reserve for use to reduce
taxpayer burden in an upcoming year. Multi-year commitments will not extend beyond
the term of Council making the commitment.
Capital projects that may be planned or are to be constructed on County land will
require the land to be removed from the CountyÓs control prior to the beginning of
Construction.In-kind Grants or Sponsorship will be valued and the affected department
within the County will be reimbursed from the annual Grant apportionment.
The decision regarding each application is final. Once the annual budget allotment
has been exhausted, any further funding requests will not be considered and will need
to be resubmitted in a subsequent fiscal year for consideration.
5.Types of Financial Assistance
1.Requests may include in-kind contributions for County owned resources:
i.Use of County owned facility(s) Î fee waived or reduced.
ii.Use of County owned equipment (includes County staff to operate
equipment) Î fee waived or reduced.
iii.Use of County owned materials Î fee waived or reduced.
iv.Use of staff resources Î regular/overtime at current rates.
v.Maximum value of any in-kind donation will not be valued at more
than $2,000.
2.Grants and Sponsorships will be considered and distributed as per Schedule C
3.Maximum value of any grant or pledged grant will not exceed total County
support over and above 10% of the total project budget.
4.No pledge of Grant or Sponsorship will bind the Countyabove the amount available
as per the Policy annually or beyond the current term of the Council making the
commitment.
6
6.Application Process:
a.Applicants that wish to be considered for grant or sponsorshipmust apply in
writing to the Countyusing the application form Î Schedule A
b.Applications are submitted annually
c.All applications must be submitted to the Administrative Department by the
dates outlined on Schedule A.
d.An annual allocated amount is approved for these purposes yearly within the
County budget. The amount of funds shall be distributed based upon the
evaluation criteria, category, and number of the requests within the upcoming
fiscal year.
7.Sponsorships:
a.That no funds shall be loaned by the Corporation of the County of Elgin to any
organization for community events or capital projects.
b.In accordance with the CountyÓs insurer, any event/project, not underthe
complete control of the County, will not be insured under the CountyÓs
insurance policy.
c.A contribution towards the cost of a rider on a groupÓs liability insurance
coverage may be eligible should it directly relate to the eventin question and
should be included as part of the outlined budgetary needs of the event.
d.Priority may be given to groups that have not received grants in a prior year.
8.Grants - Capital Projects
a.Where projects consist of a capital component, the applicant may be eligible for
County assistance in the form of a Grant within the parameters of the annual
budgeted allotment.
b.County contribution of Grant is limited to 10% of thetotal project budget and is
inclusive of any or all gifts previously pledged or given towards the same project.
Regardless of the grant request, the pledge will not exceed a maximum payment
of one half of one percent of the previous yearÓs County levy in any given year if
that amount is not already pledged. Terms of the Grant will not extend beyond
the current term of Council.
c.Multi-year pledges will be taken into consideration within their pledged years
placing restriction on the amount that will then be available for additional donation
to other groups in future years during that term of Council.
d.The County will not provide Guarantees for Loans for other agencies or
organizations for any purpose.
e.The County will not provide operational funding through this Grant program. All
projects must be related to one-time capital expenditures only with a defined end
date.
f.Sign-off for a Large Grant will be required. The County reserves the right to modify
Schedule D before signing to ensure that the agreement protects the assets and
interests of the County and its ratepayers. Interest will not be paid over and above
7
pledged amounts.
g.Final approval of large grant requests will be the responsibility of Council on
qualifying applications.
h.Councillors who sit on the board of directors or who have direct involvement with
anygroup/organizationrequesting fundingmay not vote on the application
acceptance.
i.Projects submitted by other government agencies will not be eligible for any
consideration.
Reference Reserve and Reserve Fund Policy
sasterRelief
9.Di
a.Grantsto disaster relief funds shall be decided on a one-time case-
by-case basis by Council in accordance with funding examples made
by other local municipalities.
10.Accountability and Recognition Requirements:
a.Successful applications must acknowledge the CountyÓs contribution inevent
advertisements. A copy of the logo will be provided for use.
b.Grants may be approved with certain other terms and conditions. The letter of
approval will state if any such restrictions apply to your specificgrant
c.Applicantsgiven a grant or sponsorship will be held accountable for the
expenditure and reporting of the funds in accordance with the stated
objectives/plans relevant to this program.
d.Future support will be reviewed based on past demonstrated fiscal
responsibility of the applicant.
e.Grants or sponsorships given are not transferrable between projects or groups
without prior Council approval and must be used for the specific purpose outlined.
f.If the event/initiative does not move forward, the recipient is obligated to return
the donated funds for the proposed project.
g.Once the event has been held, the applicant has 60 days to submit a full
accounting of the event.
h.From time to time, County officials may be requested to attend the event to open
or close the event or pose for a picture or cheque signing. This may also be a
special request of Council. Arrangements will be made through the County
Administration office well in advance to accommodate scheduling.
i.Reporting shall include:
¤A picture or newspaper article of the eventÓs activities from the day of
the event
¤Number or approximate number of attendees
¤A full reconciliation of the Revenues collected at the event including
other sponsorships, and a full reconciliation and details of costs
expended to hold the event
8
¤Explanation of where the County of Elgin logo was used in Advertising
or Recognition of County support.
11.Staff and Committee/CouncilProcedures
a.Council maysetasidean amount annually in the budget to be
apportioned to support this policy as per Section 4 above.
b.Delegations to Council or Committee for the purpose of solicitation of
County funds to support an event or project will not be permitted to
circumvent the process and will be monitored during the intake and
award period of the grant process.
c.County staff will not assist in the completion of any application submitted
to ensure compliance with submission requirements
d.Requests received, as per Schedule A, will be reviewed by staff and
determined to be either eligible or ineligible using Schedule B
e.Eligible applications will be summarized and presented to either Council
or Committee for consideration
f.Ineligible applications will be notified and advised as to the reason why their
request did not proceed through the process.
g.Once the annual allotted amount of Grant or Sponsorship has been exhausted,
any further funding requests will not be considered. These applicants will be
notified when/if this occurs and will require resubmission during the next intake
period.
h.Record of approved requests will be issued their funding cheques once approved
i.By December 1 of each year, staff will determine if reporting back has been
completed and, if not, will provide one-time follow-up with the group advising that
they are non-compliant.
j.Before the next intake period, staff will report back to Council or Committee
information related to non-compliance
k.Non-compliant applicant information from current and prior years will be kept to
provide information during future intake years and used to ensure that these
groups do not obtain further funding until compliant
l.Applicants may comply by submitting either the appropriate missing information
or by returning the funds originally gifted by Council.
m.After one further year of suspension, said applicant may be removed from the list
of non-compliance.
12.DEFINITIONS:
¤ÐApplicantÑ means the group or organization making the request for grant or
sponsorship.Change of leadership within the organization or group does not change
the status of the applicant.
¤ÐCapitalÑ means a project involving the construction or purchase of an item of
physical substance that will be used/available for more than one year. Large
requests must be forwarded to Council for approval and will require
9
group/organization to submit all supporting documentation or application will not
be forwarded.
¤ÐCommitteeÑ means a subcommittee of Council with delegated authority to
administer some portions of theGrant Program
¤Ð CommunityÑ means the jurisdictional boundaries within the Corporation of the
County of Elgin. Grant Priority Area for streams #2 and #3 may consider exceptions
within the boundaries of theCity of St. Thomas.
¤ÐCountyÑ means the Corporation of the County of Elgin.
¤ÐDonationÑ is typically given without restriction onfunds being spent on specific
projects or initiatives.
¤ÐFacilityÑ means County lands, buildings and portions of buildings available for rent
or lease (owned and operated by the County).
¤ÐFeesÑ means charges levied with respect to the renting/leasing of facilities and
related equipment as set out in the CountyÓs Fees and Charges By-Law.
¤ÐGrantÑ is defined as a sum of money given by a government or other
organization for a specificpurpose.
¤ÐIn-KindÑ means the use of County property/facilities, materials, or resources other
than cash.
¤ÐLarge GrantÑ means a contribution provided to the applicant to support a
Capital Expense with a defined end date at an amount as outlined in
Schedule C.
¤ÐLevyÑ means the portion of County Revenue required less all other sources of
funding that is imposed upon ratepayers to balance the budget. The portion of
County Revenue that is raised by taxation only.
¤ÐPartnershipÑ means a simple partnership that involves a short-term agreement or
contract under which two or more entitiesagree to unite their efforts or their
resources to achieve a common goal.
¤ÐNon-complianceÑ means that the group or organization has failed or refused to
comply with the terms of a previously successful application of grantor
sponsorship given to them for an event or special project.
¤ÐNon-profit organizationÑ means an organization that does not exist to make a profit
and provides public benefit through arts, culture, recreation, education and/or
community-focused activities operating within the County.
10
¤ ÐService GroupÑ meansa service club or service organization that is a voluntary
nonprofit organization where members meet regularly to perform charitable works
either by direct hands-on efforts or by raising money for other organizations. These
organizations mayraise funds to forward same to other organizations. Examplesmay
include but are not limited to: Kiwanis International, Rotary International, Lions Clubs
International, Civitan International, DeMolay International, Sertoma, and Optimists
International.
¤ ÐSmall GrantÑ means a contribution provided to the applicant to support a
program, service, or operating expense requested at an amount as outlined
in Schedule C.
¤ ÐSponsorshipÑ means a contribution requested to support a specific program, service,
or operating expense given at a set amount as in Schedule C.
11
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Contact Name
Position
Mailing Address
Phone Number
Email
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Please describe the financial need of your organization and the reasons for requesting
this support.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Applicant Signature
Schedule B
COUNTY OF ELGIN
Grant or Sponsorship Application Evaluation Checklist (for Staff
use only)
Date Application Received
Group/Organization Applying
Date:
Acknowledged Receipt on
Application is Scored
If Ineligible provide Reason below:
Application is Eligible/Ineligible
Amount being requested.
Under which Priority Area/Category is your request applicable (choose only one):
a)Sponsorship (Fill out Sections 1, & 4)
b)Grants (All Sections are to be completed)
Grant Request (Council)(Project Budget Grant $2,001 or above)
Criteria (Staff to Complete prior to Review at Council/Committee)YesNo
Application received by the deadline.
Application meets criteria of program applied for
Organization/Group based within, operating within, or serving the County of
Elgin.
Event/Program occurring within the County of Elgin.
Event/Program benefitting residents of the County of Elgin.
Organization/Group a registered Charity or Non-Profit.
Funding request clearly indicated.
Organization/Group has not received assistance from the County of Elgin in
prior year or in a current ongoing agreement
Request ask does not exceed 10% of total program budget and
County has not exceeded funding of this project in a prior period.
Organization/Group receiving assistance from other sources.
Applicant is in good standing relative to past grants/sponsorships?
Is Schedule D required? (Legal review necessary)
This application meets all criteria necessary to be forwarded to Council or
Committee including Agreement and appropriate Documentation?
Council Strategic Benefit/Initiative enhanced by supporting
this application.
Date forwarded to Council/Committee
Council/Committee Decision on Date:
Follow up on Schedule E Completed
16
Schedule C
COUNTY OF ELGIN
Grants or Sponsorship
Maximum Contribution Scale
Authority under this Policy
Committee Grants Program and
Economic Development Partnerships
Fair$2,000 maximum
Approved by Council approved
SubCommittee
Festival $2,000 maximum
Approved by Committee Council
approved SubCommittee
Program Specific Support Î Other
$2,000maximum
Requests and Economic Development
Approved by Council approved
SubCommittee
$2,000 maximum
In Kind Grant
Approved by Executive Leadership Team
$5,000 Maximum Î funding limited to no
Small Grants - Small specific project Î
more than 10% of total Budget Î one-time
List specifics(consideration may be
requests only
given after applications for above is
Approved by Council approved
exhausted)
SubCommittee
$1,501 to $5,000 Maximum Î funding
Economic Development Partnership
limited to no more than 10% of total
or other Departmentsas applicable
Budget Î one-time requests only that are
ÎSpecific one-time event where
in alignment with the CountyÓs current
County staff have direct agreed
Strategic Plan
upon involvement in the event (with
Approved by Executive Leadership Team
deliverables)
Community Development Partnerships (Council Approval Required)
Large Grants - Large specific Project Funding is limitedto no more than 10% of
above $5,001 Î Restricted to Capital the full project budget. Grant not to
Programming support will not be exceed Budgetedannual amount and
considered. pledges will not bind Council beyond their
current term
Approved by Council
Case-by-Case Basis Guided by actions of
Disaster Relief
other Counties or Municipalities
Approved by Council
Loan Guarantees for any
Ineligible and will not be considered
agencyor organization
17
Schedule D
COUNTY OF ELGIN
Grants and Sponsorship
Policy Agreement
THIS AGREEMENT (the ÐAgreementÑ) is made and entered into as of the _DATE, (the
"Agreement Date") by and between the NAME OF ORGANIZATION (hereinafter
ÐORGANIZATIONÑ, and the County of Elgin, a CountyCorporation, (the ÐCountyÑ).
WHEREAS, the Countyhas funds available to enhance community initiatives strategically
benefiting the Countyand,
WHEREAS, the ÐORGANIZATIONÑ has requested a large Grantfrom the Countyto for
the sole purpose of the project outlined and attached to this agreement named ÐNAME
OF PROJECT (the ÐProjectÑ); and,
WHEREAS, in order to assist with the Project, and to enhance the community
initiative benefiting the County, the Countydesires to provide the ÐORGANIZATIONÑ
with (specify a large Grant) to be paid by the County in the amount of $XX,XXX per
year subject to the provisions of this Agreement; and,
WHEREAS, the County is authorized to provide (a large Grant) fromfunds
available to enhance community initiatives that benefit the County.
WHEREAS, NAME OF ORGANIZATION agrees that it waives its eligibility to solicit
any further funding from the County of Elgin to support this or any other project
during the time that this Agreement is in place.
NOW THEREFORE, in consideration of the mutual covenants contained in this Agreement,
the parties agree as follows:
1. The County hereby agrees to provide the ÐORGANIZATIONÑ with the large Grant
subject to the provisions of thisAgreement.
2. The ÐORGANIZATIONÑ agrees to complete the Project as presentedand report back
on the success of the project including financial information and picturesotherwise
funding will be returned.
3. The funding provided to the ÐORGANIZATIONÑ is not transferrable to another entity.
4. This Agreement is subject to, and the ÐORGANIZATIONÑ hereby specifically
reaffirms the accuracy of representations made to the County in the Request, and
the documentation presented by the ÐORGANIZATIONÑ in connection therewith.
18
5. This Agreement may notbe modified, amended, or supplemented except by the
agreement of both parties, in writing of equal dignity.
6. No party shall delegate or assign this Agreement or any rights or duties hereunder
(including by the merger or consolidation of a party with any third person) without
the prior, written consent of the other parties. This Agreement shall be binding upon
and shall inure to the benefit of the parties and their respective successors and
permitted assigns of each upon execution hereof by the parties. This Agreement
creates no rights as a third-party beneficiary or otherwise in any person not a party.
TERMS of the GRANT
1. The County shall disburse the proceeds of any Grant directly to the Organization
upon commencement of the start date of the Projects Construction in annual
installments over the period as outlined in 2 below.
2. The County agrees to disburse the amount of $XX,XXX on or before:
a. DATE Year 1,
b. DATE Year 2, and
c. DATE Year 3 (outline to end of project the payments and payment dates).
3. This Agreement fully and completely represents the final, entire, and integrated
expression of agreement between the ÐORGANIZATIONÑ and the County and
supersedes all prior negotiations, representations, or agreements, either written or
oral, pertaining to the subject matter hereof or the transaction contemplated hereby.
No party shall rely upon any prior statement or representation made by or on behalf of
the other not embodied in this Agreement.
4. This Agreement is entered into in the County of Elgin and shall be
interpreted under the laws of that province.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the
Agreement Date:
By: By:
NAME: NAME:
TITLE: TITLE: Warden
ÐORGANIZATIONÑ Corporation of the County of Elgin
By: By:
NAME: NAME:
TITLE: TITLE: Chief Administrative Officer
ÐORGANIZATIONÑ Corporation of the County of Elgin
19
Schedule E
COUNTY OF ELGIN
Grants and Sponsorship Policy
Report Back Requirements (for tracking of compliance by Staff)
Date of Event or Project
Completion
Group/Organization
Amount Paid to Group/Org
Other:
Client in Good Standing with
Reporting
Reporting shall include: Yes No
Reporting received on or before 60 days after event
A picture or newspaper article of the event activities from the day of
the event
Number or approximate number of attendees/users
A full reconciliation of the Revenues collected at the event/for the
project including other sponsorships, and a full reconciliation and
details of costs expended to hold the event/complete project.
Explanation of where the County of Elgin logo was used in
Advertising or other Recognition of County Support
Other requirements: As per Application
Council/Committee requested report back information be circulated to
them
Follow up Required on Date:
Contacted Client by email(s) attached
Client has resolved concerns on: Date:_______
Date forwarded to Council/Committee due to non
Compliance:
Council/Committee Decision on Date:
20
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
PortBurwellPeriscopePlayhouseInc.
Contact Name
KarenBechard
Position
BoardofDirectors-President
Phone Number
519-282-6691
Email
periscopeplayhouse@outlook.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need. less
$2,000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
13
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
PortBurwellPeriscopePlayhousemissionstatement:Weareanot-for-profit,withcharitablestatusorganization,dedicatedto
promotingandfacilitatinglocaltheatreperformancesandculturalactivitiesthatenrichthecommunity,whilesupportingand
empoweringcommunityinvolvementandengagementinapositive,innovative,andinclusiveway.
Specifically,wehaveprovenourabilitytoprovideanddeliveranarrayofeventstoallmembersofourcommunityandElgin
Countyasawhole.Eventsincludingtwotheatreproductions,eachwithsevenperformances;anoutdoorsummerconcert
serieswithmusicalguestsfromdiversegenres;hostingcommunityeventssuchasbirthdayparties,exerciseclassesand
musiclessons;hostingculturaleventssuchasRobbieBurns,LuckoftheIrishandmorerecently,providingforafreeart
exhibitionvenue,SuperBowlpartywithfreesnackstonameafew.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
ThePeriscopePlayhouseforthepast4yearsweresuccessfulinofferingtheresidentsofElginCountyandvisitorstoPortBurwellan
outdoorsummerconcertseries.Weareplanningthesamesummereventin2025involving6concertstobeheldbetweenJulyand
September.OneconcerteventwillbepartofanoverallcommunityeventovertheciviclongweekendcommonlyknownasBeachfest.
Basedonourpatrondatabasefrom2024,wherebywesoldoutall5concerts,weareanticipatingsimilarresultsin2025.Thisisinaddition
toanewlyplannedeventovertheciviclongweekendthatwillattractElginCountyresidentsandtouriststoPortBurwellandsurrounding
area.
Oursummerconcertseriesattendanceisanticipatedtobe1000+in2025.Theattendancetotheciviclongweekendeventwillattractan
additionalestimated500+visitors.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Fundingreceivedwillbeutilizedtowardsthecostoffacilitatingtheoutdoorsummerconcertseriesevents.Namelycostsassociatedtoadvertising,outdoorwashrooms,outdoorvenue
maintenanceandshowsetup.
Thefollowingkeydates/eventsarescheduledfor2025:
July5-VooDooLounge-TheRollingStoneExperience
July19-Vitalogy-PearlJamTribute
Aug2-LuckyDuckyEventwithThompsonRoadBandplayingtheposteventmusic(BeachfestWeekend)
Aug16-Thunderstruck-AC/DC
Sept13-PracticallyHip
Sept27-Fiddlestix
OurtargetaudiencewillberesidentsofallagesanddemographicofElginCounty,andvisitors(tourism)toPortBurwellandsurroundingarea,includingthosevisitingthePortBurwell
ProvincialPark.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Aspartofourseasonplanning,wemakeapositiveimpactonthecommunityinthatwecanbringquality,affordableentertainmentthatwouldnormallyrequireresidentstotravelgreatdistancestoseethesameor
similarentertainmentatahighercost.
Additionally,thePlayhousecaterstothesignificantlocalpopulationofseniorcitizenswhoarenotabletotraveltocitiesfortheirculturalexperiences.Wecatertothisdemographicwithourlow-costticketpriceandour
proximitytotheirhomes.AlsoofnoteisourawarenessofsomesocioeconomicdisadvantagedcommunitymemberswhohavebeenpositivelyimpactedbytheseplannedandotherPeriscopePlayhouseevents
throughouttheyear.Wehavebeenabletoenrichtheirlivesbyencouragingthemtoparticipatethroughvolunteeringandparticipationinourplaysandotherevents.
ThePeriscopePlayhouseisproudtobeabletoincludeyoungpersonswithlearningdisabilitiestovolunteerandparticipateinourevents.Onesuchyoungmanhascontributedgreatlytothelightingandsound
requirementsatourtheatre,andayoungladywasexcitedandproudtovolunteeratourentranceandsnackshack.TheongoingsuccessofThePlayhouseensuresourabilitytofulfillthisneedinthecommunity.
ManycommunitymembershaveconveyedhowhappytheyaretoseethePeriscopePlayhousetheatreandculturalcentrebecomeahiddengemwithinElginCounty.Theoutdoorvenuewithplannedconcertsin2025
willnodoubtcontinuetomakethecommunityofPortBurwellandsurroundingareaproudandforwhichthecommunitywillbenefitasawholeformanyyearstocome.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
ElginCountygrantsupporttowardsourplanned2025eventswouldbeinkeepingwithtwooftheCounty'sStrategicPrioritiesandassociatedgoals.Namely:
1)Strategy#4SustainableCommunityGrowth-SpecificallyrelatedtoGoal#1-Promotetourism-elatedactivitiesandfestivals
2)Strategy#5CommunityWell-beingandInclusivity
Strategy#5specificallyspeakstotheneedandourabilitytoincludeover20localandareavolunteerswhomwerelyontomakeourevents/showsa
success.Thesevolunteersarevitaltoouroperationaswearecompletelyrunbyvolunteers.Ofnote,aretheapproximatelyfivenewvolunteerswhohave
recentlymovedtoElginCounty(PortBurwell)andarelookingforwardtobeingapartofourCommunityTheatreandourplanned2025summerevents.
ElginCountygrantfundingsupportwillshowtheyaresupportingtourismandcommunityinclusivitythroughparticipationand/orvolunteeringinvolvement.
Please describe the financial need of your organization and the reasons for requesting
this support.
Thisevent,basedonprioryearsandourcurrentapproved2025budget,thesummerconcertserieswillcostapproximately
$25,000tofacilitate.
Asanot-for-profitcorporationwithcharitablestatus,thePortBurwellPeriscopePlayhouseisfundedbywayofgrants,private
donations,eventsponsorshipandfundraisingventures.Basedonfundingreceivedfromthesevarioussources,wecankeep
oureventticketpricesaffordableforthecommunityandarearesidents.
Wealsoobtainfundingthroughlicensed50/50drawsheldduringeachplannedevent.Fundsraisedthrough50/50Ósgo
directlytothecostsassociatewiththeatresetconstruction,props,costumes,scripts,andtheatre/musicroyalties.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
KarenBechard
Digitally signed by Karen Bechard
Applicant Signature
Karen Bechard KA
KA (M)
Date: 2024.12.30 12:04:28 -05'00'
(M)
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
ElginCountyPlowmen'sAssociation
Contact Name
ScottSpeers
Position
Vice-President/Treasurer
Phone Number
5196609123
Email
speerss@outlook.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
500.00
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
OntarioPlowmen'sAssociation
If yes, please identify the group or organization:_________________________
50+unknown
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
TheElginCountyPlowmen'sAssociationispleasedtohosttheElginCountyPlowing
Match.ThisisanBranchannualeventwhereplower'sfromacrossOntariocometo
competebeforecompetingattheInternationalPlowingMatch,
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
TheElginCountyPlowingMatchisheldthefirstSaturdayafterLabourDayannually.
WemovethelocationoftheeventeachyeartoadifferenttownshipinElginCounty.
Theexactlocationisdecidedinthespringofeachyear.Thispastyearwehadover25
competitorsandalargeturnoutofover100spectators.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
ThePlowingMatchisbroughttoElginCountytocatertotheruralcommunityand
attractmanythatwishtolearnaboutagricultureandcompetitiveplowing.Thisisan
agri-tourismeventthatdrawstheattentiononmanyinthecommunity.Eachyearwe
haveantiquetractorsandplowsaswellashorsedrawnplows.Weaimtoeducatethe
communitythroughthisevent.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Asaagricultureeventwelooktoconnectpeopletotheruralrootsoftheagriculture
community.Wewanttoeducatemanyinthecountyaboutcompetitiveplowingand
bringafunfilledeventforalltoenjoy.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Eachyearweevaluatehowwecanmaketheplowingmatchagreatersuccess.We
looktoboosttheinvolvementofplowersthatcompeteaswellastheamountof
spectatorsfromthecommunity.Wewouldusethissponsorshiptoboostour
advertisingandgeneratemoreinterestfromthepublictoexperiencetheevent.
Please describe the financial need of your organization and the reasons for requesting
this support.
Oureventis100%fundedbysponsorship,donationsandgrants.Werelyonmunicipal
fundinganddonationsfromcommunitybusinessesthesupporttheplowingmatch.
Withthefundingthisyearwearelookingtoboostouradvertisingbudgettobringmore
attentiontotheeventanddriveinvolvement.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
ScottSpeers
Digitally signed by Scott Speers
Applicant Signature
Date: 2024.12.29 15:40:34
Scott Speers
-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Railway City Music and Arts Festival
Contact Name
Rick Nemett
Position
President
Phone Number
519-661-6825
Email
info.rcmaf@gmail.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
Iron Horse Festival of St. Thomas
If yes, please identify the group or organization:_________________________
31
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
The mission of the RCMAF is to provide a FREE, family-friendly Festival around which
the community can come together to celebrate local artists of all disciplines. This
Festival will preferentially promote local Elgin/St. Thomas emerging and established
artists by providing a platform for them to share their art and providing them an
opportunity to network and make connections within the artist community.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
The RCMAF is held in Pinafore Park, St. Thomas, utilizing the Bandshell and several
of the other pavilions, as well as the paved pathways throughout the park to
accommodate two performance stages and room for up to 180+ Artisans / Artists to
display & sell their work. In 2023, the Festival was scaled down to a 1-Day event
which attracted upwards of 1200 attendees. In 2024, we returned to a 4-Day
(THU-SUN) format and recorded attendance of 6000+ people from across the region.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
The 2025 Festival runs from 3:00pm August 14 to 6:00PM August 17th. for a total of 40 hours of live
music focusing on performances by artists from Elgin/St. Thomas or with ties/origins in our
communities. Our Main Stage features acts that have gained some level of recognition in the regional
music community, while our Community Stage offers the opportunity for ANY local artist of any
experience level to perform their work for the community. Admission is FREE for the entire Festival.
We offer different genres of music each day of the Festival in order to attract attendees of all ages from
children to seniors. We also host a large selection of local Artists, Artisans, and Crafters as well as
Food Trucks/Tents to provide a fun, celebratory atmosphere for everyone.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
The Arts have all but disappeared from school curricula, and the live music scene post-Covid is barely
surviving. Performances by establish mainstream artists are now priced out of reach for the majority of
families. Festivals like the RCMAF are one of the only opportunities many community members have to
experience music in its most raw and accessible form: live performance. We provide an opportunity for
local talent to perform publically, reach new audiences, and receive fair remuneration for their art.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
The challenge the Festival faces is to balance performances by known artists that will draw attendance
with performances by new, unknown, or emerging local artists. The more popular or established acts
serve to draw in crowds that are then introduced to new local artists giving new acts the exposure
needed to grow their audience. These Established acts and the production support they require have
become exponentially more expensive since Covid. As our mandate is to keep this Festival Free and
Accessible to everyone, we have no ticket sales providing an income stream, therefore we rely almost
entirely on Donations, Grants, and Sponsorships to cover operating expenses.
Please describe the financial need of your organization and the reasons for requesting
this support.
The overall budget for the (4-Day) Festival is around $60,000. A large portion of this is in Artist
wages/fees for the more established acts; typically the yearly spend is around $25,000, however last
year we were forced to reduce that to approximately $15,000, and many of our local acts offered to play
for heavily discounted or waived fees. Because we endeavour to provide a Fair remuneration to all
performers, whether "Seasoned" or "Novice", any additional amounts received beyond our base
expenses would be used to increase the number and calibre of Artists or Acts presented. With nothing
other than Vendor fees and beer sales as revenue, the survival of the Festival relies on community and
corporate sponsorships.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Rick Nemett
Digitally signed by Rick Nemett
Applicant Signature
Date: 2025.01.03 09:25:47
Rick Nemett
-05'00'
Reset Form
BayhamHistoricalSociety
DebbieMarlatt
Secretary
519-639-9073
bayhamhistoricalsociety@hotmail.ca
$2,000
OntarioHistoricalSociety
2017
TheBayhamHistoricalSocietyownandoperateTheEdison,Vienna&AreaMuseum.
Weareanotforprofitorganization.Themuseumresearches,catalogue's,promotes
andpreservestheheritageoftheMunicipalityofBayham,includingdocumentary,oral
andvisualprojects.ThemuseumÓsgoalistodisseminatehistoricalinformationthrough
meetings,exhibits,lectures,andnewsletters.ThemuseumhousestheThomasEdison
artifactsaswellassurroundingBayham.
Wewouldliketohostafamilyfun,freeeventonSaturdayJune07,2025at6226Plank
RdVienna.Wehopetoattract500-800people
Wehostafree,familyfuneventwherewehavelocalvendors,bouncycastles,face
painter,balloonartist,Craigthescienceguy,CanadianRaptorConservatoryand
aboriginaldancers.Wealsohaveoldfashiongamessuchasgolfballraces,axe
throwingcontest,spaghettieatingcontest,sackraces,naildrivingcontest,andcross
cutsawcuttingcontestswithourlocaldignitaries.Wewouldusethismoneytobookthe
shows,andprovidethewashrooms.ThiswouldbeheldJune07,2025
Becauseweareasmallcommunity,30minutesawayfromthenearestmajortown,we
offerafreefamilyfuneventwherewetrytobringbacktheoldfashion,yeteducational
entertainmenttothecommunitymixedinwithexcitingentertainmentforalltoenjoy.
Weraffleofffourbikeswithhelmetsaswell.Wehaveondisplayarticfactsfromour
museumsuchasthephonographplayingandpamphletsforalltoenjoy.
WithCountysupport,wemaybeapplytohiremoreentertainment,thereforeoffering
morecommunityhoursforourlocalstudent.Wehavenewfamiliesintheareaand
wouldreallyliketoinvolvethem.Thepriceofourentertainmentshasincreased
substantially,sowehavenotreallybeenabletochangeitupmuchfromwhatwehave
beendoinginthepast.LastyearthefundsfromourownMunicipalitywasdownand
thecertaintyforthisyearisunknown.
Weneedtopayforourentertainment,suppliesfortheday,washrooms,and
advertisements.
DebbieMarlatt
Digitally signed by Debbie Marlatt
Date: 2025.01.06 21:08:54
Debbie Marlatt
-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
ThamesTalbotLandTrust
Contact Name
DariaKoscinski
Position
ExecutiveDirector
Phone Number
519-858-3442
Email
info@ttlt.ca
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2,000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
25
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
ThamesTalbotLandTrust(TTLT)isanenvironmentalcharitythatoperatesinElgin,Middlesex,Oxford,and
Perthcounties,protectingnaturebymanagingandcaringforlandforever.ElginCountyisoneofTTLTÓs
geographicpriorityareasofinterestandisintheCarolinianZone,wherethereislittleformalprotectionof
naturalareas.TTLTcurrentlyprotectseightnaturereserves(904acres)inElginCounty,playinganimportant
roleinconservationandcommunitywellbeing.TTLTcoordinatesopportunitiesonournaturereservesfor
outdoorrecreationandnatureimmersionactivitiessuchashiking,birdwatching,naturephotographyand
emotionalrenewal.WeareactiveinElginCounty,providingeducationalandrecreationalopportunitiesfor
students,families,gardeners,hikers,natureenthusiasts,andnewexplorers.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
TheHawkCliffWoodsMigrationWeekendisanannualeventthathappensatTTLT's
HawkCliffWoodsnaturereserve(4107HawkCliffRd,Union,ON).Itisheldoverthe
courseof2daysandwetypicallyseeover500peopleattheevent.Weexpectthis
numbertostaythesameorincreasefortheupcomingyear.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
TheHawkCliffWoodsMigrationWeekendcelebratesthefallmigrationofhawksandotherraptorsand
Monarchbutterflies.ItisafreeeventhostedinpartnershipwiththeHawkCliffRaptorBanders,St.Thomas
FieldNaturalistClub,andvolunteersofMonarchWatch.Theeventfeaturespresentationswithwildanimals
(handledlegallyandethically)thatshowcasedifferentspeciesandtheirconservationchallengesand
opportunities.TheeventwillbeheldonSept.27andSept28,2025andisopentothegeneralpublic.Thecost
oftheeventin2024was$5,500.FundsfromElginCountywillbedirectedtowardsequipment/materialrentals
(e.g.,portableaccessibletoilet,tent,chairs,audioequipment,etc.),transportation(e.g.,busingforcommunity
partners),presentations(e.g.,honourariums,presentationfees),andstafftimetoplananddelivertheevent.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Theeventprovidesfreeenvironmentalandeducationalprogramminginaruralcommunitythatallowspeopleofall
agestolearnaboutnatureupcloseandpersonal.HawkCliffisalsoawellknownbirdinglocationandoftenthe
event,andthemigrationitself,bringspeoplefromalloverOntariointoElginCounty,wheretheymayspendmoney
onfood,gas,andovernightstays.TheCountyhasnonationalparksandonlythreeprovincialparkstotaling776
acres,whichmeansnaturalareasforrecreationalactivitiesisinhighdemand.Theeventprovidesanopportunity
forpeopletoexploreanaturalareathatcanbeaccessedforfreebythepublicyearround,andthechanceto
connectwithnatureinadifferentwaythantheymayhavepreviously.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
TheCounty'ssupportwouldallowustoenhancethepresentationsandactivitiesthatweofferattheeventto
drawinalargerrangeofpeople.Forexample,wecouldprovidespecialpresentationsfromorganizations
suchasTheRaptorConservancyofCanadaandSciensationalSnakes,bothofwhichperformlive
demonstrationswithanimals.TheCounty'ssupportwouldalsohelpstafftoconnectwithlocalgroupssuch
astheScoutswhomaybeinterestedinparticipatingandtoprovidetransportationforparticipantswhowould
notnormallybeabletoattend(e.g.,don'towncar,financialbarriers,newcomers).Wetypicallysee50%new
peopleeachyear,andwithenhancedprogramming,wewouldexpecttoseethisnumberincrease.
Please describe the financial need of your organization and the reasons for requesting
this support.
Asacharity,werelyonthegenerosityofindividualsandorganizationstohelpusfulfillour
missiontoprotectnatureforever.Allofourevents,workshops,andprogrammingarefreeforall
toattend.Theonlywaytoenhancetheseopportunitiesandkeepthemfreetothepublicisto
seekadditionalfunding.Weseekfundingsupporteachyearfromavarietyoforganizationsand
businessestorunthiseventandsupportfromthisgrantwouldallowustoenhanceprogramming
andengagenewaudiencestomakethiseventmoreaccessibleandwelcomingtoallparticipants.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
DariaKoscinski
Applicant Signature
Digitally signed by Daria Koscinski
Daria Koscinski
Date: 2025.01.09 11:27:37 -05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Multi-ServiceCentre
Contact Name
JenOlcsvary
Position
Fundraising&CommunityEngagementCoordinator
Phone Number
519-842-9000
Email
jolcsvary@multiservicecentre.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2,000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
StonebridgeCommunityServices
If yes, please identify the group or organization:_________________________
46
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
TheMulti-ServiceCentre(MSC)isacharitableorganizationcommittedtodeliveringexceptional
employment,literacy,andhomesupportservicestothecommunitiesofOxford,Norfolk,andElgin.We
achievethisthroughstrategicpartnershipsandinnovativeapproachesthatempowerindividualsto
attainpersonalindependence.Ourdedicatedteamcomprises93staffmembersand78volunteers,all
overseenbyavolunteerBoardofDirectorsconsistingofsixmembers.
WeextendoursinceregratitudetoElginCountyforitsongoingsupport.Lastyear,theMSCwas
honoredtoreceive$1,064fromElginCounty,whichsignificantlycontributedtoourmission.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Lastyear,theMSCsupported146clientsfromElginCounty:63EmploymentServicesclients,12Literacyclients,and71HomeSupportclients.
HomeSupportservicesaredeliveredrightintheclient'shomes.Wealsoprovidefootcareforseniors,eitherattheirhomesorattheLivingstonCentre.Transportationisavailableforseniorsto
reachmedicalappointmentsorsocialevents,withvolunteerspickingthemupfromtheirhomes.Forthoserequiringassistance,wheelchair-accessiblevansareattheirdisposal.Additionally,
frozenmealsareofferedtoseniorsinneedofhealthy,nutritiousoptions,deliveredweeklybyavolunteer.Ourgoalistosupportpeopletocontinuelivingindependentintheircommunity.
WesupportElginCountyresidentsrequiringassistanceinfindingmeaningfulemploymentandemploymentsupportservices,includingresumedevelopment,interviewpreparation,training,
workshops,transportation/taxisupport,clothingsuchasworkboots,andjobfairs.InadditionwesupportElginbusinesseswithinformationongovernmentprograms,jobfairs,
apprenticeships,wagesubsidiesandfundstopayforstafftraining,informationonthelocallabourmarket,andtheEmploymentStandardsActtoensuretheirbusinessiscompliantwithcurrent
legislation.
Weassistindividuals,includingnewcomers,byprovidingvaluableone-on-onesupportfromvolunteertutorsfortwohourseachweekattheLivingstonCentreoratanearbypubliclocation,such
asalibrary.ParticipantsalsogainaccesstoEnglishreadingandwritingclasses,aswellasdigitalliteracycourses,offeredfivedaysaweek.Theskillsacquiredthroughtheseprogramswillbe
passeddownthroughgenerations,representingameaningfulinvestmentinthecommunity.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Sponsorshipfundswillbeallocatedtosupporttherecruitment,training,andorientationofnewvolunteersfortransportationandliteracytutoring,aswellastoprovideemployment
assistancetojobseekers.Manyindividualsarelivingprecariouslyclosetothepovertylineandmayrequiresupportfortransportationexpenses,taxifares,food,hygieneproducts,
emergencyshelter,andprofessionalcounselingservicesastheytransitionfromunemploymenttoemployment.Additionally,fundswillbededicatedtoacquiringliteracymaterials
andtechnologyforbothtutorsandstudents.Wealsosubsidizetransportationandmealcostsforseniorsfacingfinancialhardship,particularlythoseexperiencingfoodinsecurity.
TheMSC'sfiscalyearrunsApril1st-March31steachyear.AtthebeginningofeachFiscal,GovernmentfundersprovidetheMSCwithtargetsforemployment,literacyandhome
supportservicestoachievebyendofyear.TheMSCprovidesmonthlyupdatestothevolunteerBoardofDirectorsandquarterlyreportstothegovernmenttotrackprogress.
Thetargetaudienceforhomesupportservicesincludeseniorsandadultswithdisabilities.Ouremploymentservicescatertoyouthaged18to29,low-incomeindividuals,the
generalpopulation,andevenseniorsseekingpart-timeemploymentwhileretired.Additionally,ourliteracyprogramservesnewcomers,theLow-Germancommunity,seniorsaiming
toenhancetheirdigitalskills,adultspursuingtheCanadianAdultEducationCredential,andthegeneralpopulationseekingtoimprovetheirreading,writing,math,ordigitalskills.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
TheMSCsupportspeopleofallages:youth(18-29),adults,andseniorswhoallcomefromverydifferentbackgrounds.
Withinthisgroup,asignificantnumberofLow-GermanspeakingclientsfromElginCountyreceiveongoingsupportthroughourLiteracyprogram.Thisinitiativefostersincreased
independenceforliteracyclients,enhancingtheirdailylivesandassistingtheminsecuringmeaningfulemployment,developingtheirownbusinesses,andachievingfurthermilestones,
suchasobtainingahighschooldiplomaoritsequivalent.
TheMSCoffersafrozenmealservicetailoredforseniorsandadultswithdisabilitiesresidinginBayhamandthesurroundingruralareas.Thisservicenotonlyfacilitatesaccesstonutritious
mealsthatcanbeconvenientlyreheatedbutalsoincorporatesasafetyandsecuritycheckforeachclient.Furthermore,weprovideessentialfootcareinclientshomesorwithinthe
LivingstonCentre,whichiscrucialformaintainingmobilityandbalanceasindividualsagesafely.
TheMSCoffersaffordabletransportationservicesforseniorsandadultswithdisabilities,includingwheelchair-accessibleoptions.Thankstothegenerouscommitmentofourvolunteers,
whogenerouslydedicatetheirtimetodrive,weareabletokeepcostslow.Theseservicesenableclientstomaintaintheirindependencelongerstayinginthecomfortsoftheirownhomes.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
TheMSCiscommittedtoensuringthatnoprogramsareplacedonawaitlist,despitecurrentlyprovidingmore
servicesthanourfundingcontractpermits.LastyearourMealsonWheelsprogramsdelivered21,331meals,113%
overfundertargetof10,000meals.Transportationprovided5,559drives,50%overfundertargetof3,700.The
MSCtransportationvantravelstheequivalentfromTillsonburgtotheEastCoastandbackinonemonthofproviding
travelservicestoseniorsinneed.
TheMSCsubmitsgrantapplicationstothemunicipalitiesofElgin,South-WestOxford,NorwichandTillsonburg
everyyearinadditiontoannualfundraisingcampaignstocoverprogramshortfalls.Eachmunicipalityrequestis
proportionaltotheamountofclientsservedthepreviousyear.ElginCountymakesup4%ofourclientele.
Please describe the financial need of your organization and the reasons for requesting
this support.
Eachyear,ourcharitableorganizationsecurescorefundingfromvariousgovernmententities,
includingOntarioHealth,LondonRegionEmploymentServices,andtheMinistryofLabour,
Immigration,TrainingandSkillsDevelopment.However,thisfundingdoesnotfullycoverthecosts
ofourprograms.Assuch,werelyheavilyondonationsandgrantfundingtoenhanceandexpand
ourservicestobettermeettheneedsofourgrowingcommunities.Thisyear,ourfundraisinggoal
issetat$60,000.Wearerequesting$2,000,whichreflectstheproportionateamountneededto
supportElginCountyclientswhobenefitedfromourprogramsinthepreviousfiscalyear.
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
JenOlcsvary
Digitallysignedby:JenOlcsvary
Applicant Signature
DN:CN=JenOlcsvaryemail=
JenOlcsvary
jolcsvary@multiservicecentre.comC=CA
Date:2025.01.0916:13:46-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Speofz.BmecpspvhiBhsjdvmuvsbmTpdjfuz
Contact Name
Fmj{bcfuiTfcftuzfo
Position
Usfbtvsfs
Phone Number
62:.7:6.68:1
Email
fmj{bcfui/tfcftuzfoAhnbjm/dpn
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
5
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%3-111
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
5
Is your group a charity or not-for-profit? Yes No
5
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
282zfbst
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
Pvspshboj{bujpoqmbotgps-gvoe.sbjtft-pshboj{ft-boetubhftuifboovbm4.ebz
SpeofzGbjsfbdiTfqufncfs/
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
UifSpeofzGbjsublftqmbdfjouifnvojdjqbmqbsljoSpeofz-Poubsjp/Jo3135-
bqqspyjnbufmz4-111qfpqmfbuufoefepwfsuisffebzt/Nptubuufoefftxfsfsftjefout
pgFmhjoDpvouz-qbsujdvmbsmzgspnuifNvojdjqbmjuzpgXftuFmhjo/Nbozpvu.pg.upxo
wjtjupstboegbnjmznfncfstbuufoebtxfmm/
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
UifSpeofzGbjsqspwjeftbsbohfpgbdujwjujftgpsbmmbhft-jodmvejohdpnqfujujpotjotvdidbufhpsjftbtdsfbujwf
dsbgut-gsvjutboewfhfubcmft-gjfmedspqt-dvmjobszbsut-hsbjoboetffet-boemjwftupdl/UifKvojpsGbjsqpsujpo
hjwftzpvohtufstvoefsuifbhfpg29bopqqpsuvojuzupdpnqfufjobsu-dsbgut-cbljoh-gjfmedspqt-boepuifs
dmbttft/UifTdippmGbjsjtpqfouptuvefoutbuuisfftdippmtjoXftuFmhjo)Tu/Nbsz(t-Bmecpspvhi-boeXftu
FmhjoTfdpoebszTdippm*/Puifsuzqjdbmfwfoutjodmvefbusvdl0usbdupsqvmm-GbjsBncbttbepsdpouftu-
njexbz0jogmbubcmftsjeft-dmpxot-nbhjdjbot-boepuifsfoufsubjofst/Uif3136SpeofzGbjsjttdifevmfegspn
Gsjebz-Tfqu/23upTvoebz-Tfqu/25/Uifqspdfttpgtdifevmjohfwfoutboefoufsubjonfougpsuijtzfbs(tgbjsjt
voefsxbz/FmhjoDpvouzhsbougvoejohxjmmifmqdpwfsuifdptutpgpqfsbujohuifGbjs/
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
UifSpeofzGbjsjtbopqqpsuvojuzgpsbmmnfncfstpguifdpnnvojuzuphbuifsxjuigsjfoetboe
gbnjmjftboeibwfgvouphfuifs-fokpzjohnjexbzsjeft-xbudijohfoufsubjofst-boeuszjohofxgppe
boeqspevdutpggfsfeczuifnbozwfoepst/Juhjwftsftjefoutbdibodfuptipxdbtfuifjsbsu-
qipuphsbqiz-dsbgut-dspqt-mjwftupdl-boepuifsqspevdutjowbsjpvtdpnqfujujpodmbttft-btjuibt
tjodf2965/UifGbjsjtbxbzuplffqdpnnvojuztqjsjubmjwfboeupdpoujovfuif282.zfbs.pme
usbejujpopguifSpeofzGbjs/
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Dpvouztvqqpsuxjmmifmqupfotvsfuifsfjttvggjdjfouvqgspoudbti.gmpxbifbepguif
fwfouupcpplfoufsubjonfouboepuifsbdujwjujft/UifGbjsCpbseqmbotupjodsfbtf
foufsubjonfoupqujpotjo3136upesbxfwfonpsfqfpqmfupuifGbjs/
Please describe the financial need of your organization and the reasons for requesting
this support.
QbtuDpvouztvqqpsuibtcffowfsznvdibqqsfdjbufeboeibtdfsubjomzdpousjcvufeup
lffqjohuifSpeofzGbjswjbcmf/Uifxfbuifsdbonblfpscsfblbsvsbmgbjs/Bsbjoz
xfflfoedpvmesftvmujoqppsbuufoebodfboejotvggjdjfousfwfovftuppggtfufyqfotftgps
foufsubjonfouboepuifsqsf.cpplfebdujwjujftxijditujmmibwfupcfqbje/Bgjobodjbm
dvtijpoifmqtupbwfsuejtbtufsboefotvsftuifGbjsxjmmsfnbjobmjwfuptffbopuifszfbs/
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
______
_ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Fmj{bcfuiTfcftuzfo
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
BzmnfsboeFbtuFmhjoBhsjdvmuvsbmTpdjfuz
Contact Name
DifmtfzIpqf
Position
Tfdsfubsz
Phone Number
62:.884.4556
Email
bzmnfsgbjs2957Ahnbjm/dpn
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
5
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%6111
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
5
Is your group a charity or not-for-profit? Yes No
5
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
288
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
UifBzmnfsboeFbtuFmhjoBhsjdvmuvsbmTpdjfuzibtcffobqbsupguifdpnnvojuzgps288zfbst-pvsnjttjpojtupfodpvsbhfdpnnvojuzjowpmwfnfou-qspnpufboefevdbufbcpvuuifqbtu-
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.fodpvsbhfuifqspevdujpoboenbslfujohpgmjwftupdlboeuifnfuipetuifsfpgcztvqqpsujohpvsmpdbm5.Ihspvqt-uispvhiqspwjejohbobsfbgpsuifnuptipxdbtfuifjsmjwftupdl-dpwfs
uifjsfyqfotfttvdibtsjccpotboekvehft/XfbmtpxpslxjuiuifFmhjoDpvouzIpmtufjotBttpdjbujpotuphjwfdvssfouqspevdfstboeuifdpnnvojuzupdpnfuphfuifsboetvqqpsuuif
joevtusz/
.jodsfbtfbxbsfofttboebqqsfdjbujpopguifbhsjdvmuvsbmboesvsbmmjgftuzmft-uispvhiuifqspnpujpopgmpdbmcvtjofttboeipnfdsbguejtqmbzt
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.efwfmpqboedpoevdubdujwjujftboepqqpsuvojujftuibufodpvsbhfzpvohqfpqmfupqbsujdjqbufjoupjodsfbtfuifjsjowpmwfnfoujouifdpnnvojuzboexjuijouifbhsjdvmuvsbmtpdjfuz
.tvqqpsuboedppqfsbufxjuipuifsbttpdjbujpot-pshboj{bujpotboehpwfsonfoubhfodjftupjnqspwfuifbhsjdvmuvsbmjoevtuszboedpnnvojuzjowpmwfnfou/
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Xfxjmmcfipmejohuisfffwfoutjo3136-xjuipvsnbjopoftsfnbjojohuif9uiBoovbmUsvdlO(
UsbdupsQvmmboeuif288uiBoovbmBzmnfsGbjs-xjuiuifbeefetnbmmfsfwfoupguiftfdpoeboovbm
TxbqNffuboeDbsTipx/BmmuisfffwfoutxjmmcfifmebuuifBzmnfsGbjshspvoet/
Uifebuftboeboujdjqbufebuufoebodfbsfbtgpmmpxt;
UsvdlO(Usbdupsqvmm;GsjebzKvof38uiboeTbuvsebzKvof39ui-3136-fyqfdufebuufoebodf8111
TxbqnffuboeDbsTipx;TvoebzKvmz24ui-3136-fyqfdufebuufoebodf911
BzmnfsGbjs;Bvh/9ui-:ui'21-3136-fyqfdufebuufoebodf21-111
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
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ibwfboegjoejohnpsffggjdjfouxbztupsvouiffwfout/
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sfqsftfoubujwftvdibtuifqpslpsfhhnbslfujohcpbsetupdpnfxjuiuifjsfyijcjuttpxfoffeupcvjmepoxibuxfepibwfpvstfmwft/
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gps#vojgpsnt#-qspwjefemvodiftboexbufsfud/*
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xjmmifmqlffqbuufoefftifsfmpohfs/
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uibu*/
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
PvsfwfoutbsfbojnqpsubouqbsupgtvnnfsjoFmhjoDpvouz-ftqfdjbmmzpvsgbjsuibuxjmmcfdfmfcsbujohjut288ui
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tipxuiftljmmtuifzmfbsofe-bqmbdfuptipxuifwbmvfpgpvsbsfbteffqbhsjdvmuvsbmifsjubhf-boeupibwfgvo/
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Poubsjp-cvubmtphjwftpvsmpdbmgbsnfstboeusvdlfstbqmbdfupdpnfqvupobtipx/
Pvsfwfoutcsjohupvsjtuupuifbsfb-xijmftujmmtfswjohpvsmpdbmdpnnvojuz/
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Pofpgpvsnbjogpdvtftuijtzfbsjtupjodsfbtfpvswpmvouffscbtfboepvsnfncfstcbtf/Xfbsfuibolgvmgpsuifnfncfstboe
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Uijtjojujbujwfupcpptuwpmvouffsjowpmwfnfoujodmveft;
.ipmejohnpouimz#nffu'hsffut#xifsfjoufsftufejoejwjevbmtdbodpnfupuifgbjscpbsepggjdfboemfbsobcpvuuifwpmvouffspqqpsuvojujft
boenffuuifufbn-ibwfbdpggffboebusfbuboeubmlbcpvupvsfwfout
.fotvsfpvsdvssfouwpmvouffstgffmbqqsfdjbufe
.hjwjohpvs#wpmvouffstxbh#uppvsijhitdippmwpmvouffst
.fodpvsbhjohzpvuiwpmvouffstczjodmvejohuiptfjoufsftufeupkpjovt-boehjwfuifntpnfbvupopnzupcsjohuifjsjefbtupmjgf
.psefsjohwpmvouffstijsut-hjwjohpvswpmvouffstb#vojgpsn#upifmqnblfuifngffmbqbsupgbufbn
Please describe the financial need of your organization and the reasons for requesting
this support.
Xfbsfbopu.gps.qspgjupshboj{bujpo-boebmuipvhipvsfwfoutesbxcjhdspxetuifzepopudpnfxjuipvucjhfyqfotft-
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pouifhspvoet-jodmvejohjodsfbtfemjhiujohpopvsusbdl-bofxsppgpouifdbuumfcbso/
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tpdjbmfwfoutgpszpvuiftqfdjbmmzjopvspggtfbtpo)xjoufs*upjodsfbtfvtfpgpvshspvoetczuifdpnnvojuz/
Xfbsfsfrvftujohuijttvqqpsuupbttjtuvtjodpoujovjohpvsfwfout-boeibwjohuifgjobodjbmbcjmjuzupnblf
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Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
______
_ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
DifmtfzIpqf
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Wjfoob!Mjpot!Dmvc
Contact Name
Csvdf!Dbsnjdibfm
Position
Qsftjefou
Phone Number
62:.719.52::
Email
wjfoobmjpotdmvc2:56Ahnbjm/dpn
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fillout Sections 1 & 4 only
Application deadline: February 1
Grants
Fillout all sections
Forcapitalprojectswhere grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%3111
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
5
Is your group a charity or not-for-profit? Yes No
5
Is your group affiliated with another organization? Yes No
If yes, please identify thegroup or organization:_________________________
91
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
WjfoobMjpotDmvctvqqpsutqsphsbntuibujnqspwfboetusfohuifouifdpnnvojuzuispvhitfswjdf/Xftvqqpsuuiptfjooffe/
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tipxt/Xfibwfbobdujwfdmvcxjuipwfs41wpmvouffsnfncfst/Xftusjwfupefmjwfstvddfttgvmboejnqbdugvmdpousjcvujpot
uispvhitfswjdfuibucfofgjutpvsdpnnvojuzboeqspnpuftuifwbmvfpgdpnnvojuzfohbhfnfouboedpiftjpo/
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
forprogram/servicefunding, please indicate how many people from the County of Elgin
use this service.
Uif!Wjfoob!Mjpot!Ljetgftu!xjmm!cf!ifme!bu!uif!Wjfoob!Mjpot!Dpnnvojuz!Dfousf!jo!
Wjfoob/!Xf!fyqfdu!611!up!811!qfpqmf!ps!npsf/!!!Uif!Ljetgftu!jt!b!gsff!dpnnvojuz!
fwfou!gfbuvsjoh!gsff!foufsubjonfou-!fevdbujpobm!ejtqmbzt-!gsff!gppe!tp!uibu!bggpsebcjmjuz!
dsfbuft!op!cbssjfst!gps!gbnjmjjft/!
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
Uifgvoetxpvmecfvtfegpsfoufsubjonfou0gppedptut/Pvsmjofvqjodmveftbnbhjdjbo-
wfousjmprvjtu-gbdfqbjoujoh-cbmmppobsujtu-cpvodzdbtumft-fevdbujpobmboejoufsbdujwfejtqmbzt.
PQQ-mjcsbsz-FbsmzPO/Xfxjmmiptubcbscfrvfxjuigsffgppeboejdfdsfbngpsbmm/Evsjohuif
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boejoufsbdujwfejtqmbztNbslfujohqptufstxjmmcfdsfbufeboeejtusjcvufepodffoufsubjonfoujt
tfdvsfe.Kbovbsz0Gfcsvbsz/GppeboepuifstvqqmjftxjmmcftpvhiupvuNbsdiupKvmzjo
boujdjqbujpopguifKvmz2:uifwfouebuf/
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achievea positive impact.
UifLjetgftuqspnpufttpdjbmdpiftjpo-csjohtqfpqmfgspnejwfstfcbdlhspvoetuphfuifsgptufsjohb
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Uijtfoibodftdpnnvojuzqsjefboejefoujuz/Xfbmtptvqqpsumpdbmfdpopnzczbuusbdujohwjtjupst/
Zft-uijtsvsbmdpnnvojuzwfsznvdioffetfwfoutuibuqspnpufuifbcpwflfzfmfnfout/
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Jodsfbtfe!gvoejoh!bmmpxt!npsf!sftpvsdft!up!cf!bmmpdbufe!upxbset!bdujwjujft-!fwfou!
pshboj{bujpo!boe!bnqmjgjfe!qspnpujpo/!!Fmhjo!Dpvouz!dbo!ifmq!qspnpuf!uijt!jojujbujwf!
uipvhi!uifjs!pggjdjbm!diboofmt-!ofxtmfuufst-!tpdjbm!nfejb!up!hbjo!b!xjefs!bvejfodf/!
Dpvouz!tvqqpsu!dbo!mfoe!dsfejcjmjuz!up!uif!jojujbujwft!ifmqjoh!up!cvjmejoh!usvtu!xjui!
hvftut-!wpmvouffst!boe!ifmqt!cpptu!qbsujdjqbujpo/
Please describe the financial need of your organization and the reasons for requesting
this support.
Sfbtpo;UifsfbsfbmpupgdijmesfojoCbzibncvuwfszgfxpshboj{fe-fokpzbcmfbdujwjujftgpsuifn-ftqfdjbmmzpodftdippmjtpvugpsuif
tvnnfs/UifWjfoobMjpotLjetgftujowjuftdijmesfoupfokpzbobgufsoppopgfevdbujpobm-foufsubjojoh-joufsbdujwfbdujwjujftxjuigppe-jdf
dsfbnboeesjolt-xjuiopdptuupuifn/Nptujnqpsubou-uifzxjmmcfnbljohgsjfoetboenfnpsjftuibuxjmmmbtubmjgfujnf/Uijtfwfouxjmm
cfofgjuuifgbnjmjftboesftvmujobqptjujwffdpopnjdjnqbdugpsmpdbmcvtjofttft/
Offe;UifWjfoobMjpotDmvcjtbopu.gps.qspgjutfswjdfpshboj{bujpopgwpmvouffstxipefejdbufpvsujnfboefofshzuptfswjohuiptfjo
offe/Xfibwfgvoesbjtfst-uifo-epobufuifqspdffetupjnqpsuboudbvtft/UifLjetgftuxjmmcfofgjubmmuifdijmesfoxipbuufoecvuxjmm
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gvoetupsfbmj{fuijtqspkfdu/XfoffezpvsgjobodjbmtvqqpsuupifmqvtgvoepvsvqdpnjohLjetgftu/
Section 2: Proposed Project/Event Budget
Applicantsmust providea budget for theproject, event, or program/service that easily
and clearly outlines financial informationabout the specific project, event,or
program/service for which the funding is being requested and mustaccurately disclose
the full value of anypledgesoutstandingor funding received for theproject, event or
program/serviceat thetime of submission.
A
Revenue NeededBudgetAmount Received to Date
Include Pledges
Include other funding
Include projected other revenue
ExpensesBudgetAmount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organization’s prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget andthat demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
______
_Initial – Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge PrivacyStatement, Report Back Requirements, and
Application SignOff
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of Elgin’s Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understandthe requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. Iunderstand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Csvdf!Dbsnjdibfm!
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Cbzibn!Cfbdigftu
Contact Name
Ufssj!Wbotfwfobou
Position
Dpnnjuuff!Nfncfs
Mailing Address
Cpy!3::!Qpsu!Cvsxfmm-!Pou!O1K!2U1
Phone Number
62:!919!5325
Email
euwbotfwfobouAhnbjm/dpn
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
5
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%3111
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? 5 Yes No
Is your group affiliated with another organization? Yes No
5
If yes, please identify the group or organization:_________________________
21!Zfbst!)41!zfbst!bt!Uvc!Eb{f*
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
Njttjpo!Tubufnfou!;!Cbzibn!Cfbdigftu-!dpoofdujoh!qfpqmf!boe!dpnnvojuz/!Pvs!dpsf!
wbmvf!jt!up!qspwjef!b!gbnjmz!gsjfoemz!tpdjbm!hbuifsjoh!qmbdf!xifsf!mjgf!jt!hppe/
uif!Cbzibn!Cfbdigftu!dpnnjuuff!dpotjtut!pg!b!tnbmm!hspvq!pg!wpmvouffst!xip!bsf!
dpnnjuufe!up!dpoujovjoh!bo!boovbm!usbejujpo!ifme!jo!uif!svsbm!dpnnvojuz!pg!Qpsu!
Cvsxfmm-!Poubsjp/!Uif!boovbm!gftujwbm!jt!ifme!po!uif!Djwjd!ipmjebz!xfflfoe/!Uijt!fwfou!
foibodft!upvsjtn!boe!uif!mpdbm!fdpopnz/
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Uif!Cbzibn!Cfbdigftu!xjmm!cf!ifme!po!Bvhvtu!3!'!4-!3136!jo!uif!dpnnvojuz!pg!Qpsu!
Cvsxfmm-!Poubsjp/!Evf!up!pvs!dpoujovfe!hspxui!pwfs!uif!qbtu!gfx!zfbst!xf!boujdjqbuf!
bqqspyjnbufmz!6-111!qfpqmf!jo!buufoebodf/
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Uif!Cbzibn!Cfbdigftu!jt!b!gftujwbm!eftjhofe!up!csjoh!pvs!dpnnvojuz!boe!tvsspvoejoh!dpnnvojujft!
uphfuifs!gps!b!gvo-!gbnjmz!gsjfoemz!!xfflfoe/!Cbzibn!Cfbdigftu!xfflfoe!xjmm!cf!ifme!Bvh/!3!'!4!3136!jo!
Qpsu!Cvsxfmm-!Pou/!Fwfout!jodmvef!cfbdi!wpmmfzcbmm-!jdf!dsfbn!fbujoh!dpouftu-!wfoeps!bmmfz-!mjwf!
foufsubjonfou-!cpvodz!dbtumft-!gbdf!qbjoujoh-ipu!bjs!cbmmppo!sjef-!dpodmvejoh!xjui!bo!bnb{joh!gjsfxpsl!
ejtqmbz!pwfs!uif!xbufst!pg!Mblf!Fsjf/!Bmm!fyqfotft!jodvssfe!cz!uif!Cbzibn!Cfbdigftu!bt!uifsf!jt!op!
benjttjpo!gff/!Bmm!gvoet!xjmm!cf!vtfe!ejsfdumz!gps!Gjsfxpsl!fyqfotft/
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Uif!Cbzibn!Cfbdigftu!ibt!cspvhiu!uipvtboet!pg!wjtjupst!up!uif!Nvojdjqbmjuz!pg!Cbzibn!boe!Fmhjo!
Dpvouz!pwfs!uif!qbtu!51!zfbst/!Nboz!qfpqmf!usbwfm!gspn!bmm!pwfs!Tpvuifso!Poubsjp!boe!qbttjoh!uispvhi!
nboz!dpnnvojujft!bmpoh!uif!xbz!up!Qpsu!Cvsxfmm/!Uijt!bmmpxt!nboz!wjtjupst!bo!pqqpsuvojuz!up!
fyqfsjfodf!nvdi!pg!Fmhjo!Dpvouz/!Cvtjofttft!uisjwf!evsjoh!pvs!gftujwbm-!mpdbm!cvtjoftt-!Qpsu!Cvsxfmm!
cfbdi!bsfb-!boe!Qspwjodjbm!Qbsl!bmm!cfofjgu!gspn!b!nvdi!offefe!gjobodjbm!jokfdujpo!fttfoujbm!up!pvs!mpdbm!
fdpopnz/!Gbnjmjft!ibwf!uif!pqqpsuvojuz!up!fokpz!gvo!gjmmfe!xfflfoe!uphfuifs!xjui!op!gjobodjbm!cvsefo/!
Pvs!dpnnjuuff!jt!efejdbufe!up!nbjoubjojoh!jodmvtjpo!gps!bmm/
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Uif!Cbzibn!Cfbdigftu!sfmjft!ifbwjmz!po!!uif!tvqqpsu!gspn!uif!Nvojdjqbmjuz!pg!Cbzibn!
boe!Fmhjo!Dpvouz/!Ibwjoh!Fmhjo!Dpvouz(t!tvqqpsu!xjmm!sftvmu!jo!b!tvddfttgvm!gftujwbm!cz!
foibodjoh!bewfsujtjoh-!gvoejoh-!boe!bxbsfoftt/!Iptujoh!b!tvddfttgvm!fwfou!xjmm!sftvmu!
jo!ofx!wpmvouffst!xboujoh!up!cf!qbsu!pg!tpnfuijoh!bnb{joh!jo!pvs!dpnnvojuz/!Ibwjoh!
tvqqpsu!gspn!Fmhjo!Dpvouz!xjmm!ibwf!bo!jnqbdu!po!lffqjoh!pvs!gftujwbm!bmjwf!boe!
dpoujovf!b!mpoh!usbejujpo/!Pvs!gjsfxpsl!ejtqmbz!ibt!b!51!zfbs!usbejupo/
Please describe the financial need of your organization and the reasons for requesting
this support.
Sfdfjwjoh!gvoejoh!jt!dsjujdbm!gps!uif!gvuvsf!pg!Cbzibn!Cfbdigftu/!Jo!psefs!up!nffu!pckfdujwft-!hpbmt-!hspxui!boe!
dpoujovfe!efwfmpqnfou!gps!uif!gftujwbm!gjobodjbm!tvqqpsu!jt!wfsz!ofdfttbsz/!Pvs!fwfou!sfmjft!tpmfmz!po!uif!fggpsut!pg!b!
tnbmm!wpmvouffs!dpnnjuuff!xip!bsf!efejdbufe!up!pvs!gftujwbm/!Pvs!dpnnjuuff!xpsl!ujsfmfttmz!up!tffl!epobujpot!gspn!
pvs!dpnnvojuz!boe!tvsspvoejoh!dpnnvojujft-!bmm!xip!fyqsftt!b!mjnjufe!bcjmjuz!up!epobuf/!Uif!gfx!wpmvouffst!dpmmfdu!
epobujpot!gps!uif!gftujwbm!xijmf!nvmujubtljoh!bu!uif!gftujwbm/!Uif!epobujpot!dpmmfdufe!bsf!ifmqgvm!cvu!gbmm!tipsu!pg!
dpwfsjoh!fyqfotft/Uif!Cbzibn!Cfbdigftu!jt!qspve!uibu!xf!ibwf!pwfsdpnf!bewfstjuz!jo!uif!qbtu!zfbst!up!lffq!pvs!
usbejupo!bmjwf/!Uif!gftujwbm!csjoht!tp!nvdi!kpz!up!bmm!xip!buufoe!boe!nboz!gffm!b!tfotf!pg!jodmvtjpo!boe!dpnnvojuz/!
Uif!gjobodjbm!cvsefo!jt!hsfbu-!boe!xf!bqqsfdjbuf!boz!tvqqpsu!uif!Cbzibn!Cfbdigftu!dbo!sfdfjwf/
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Ufssj!Wbotfwfobou
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
PortStanleyPetPantryInc.
Contact Name
JuliaVicars
Position
Chair&President
Mailing Address
194CharlesSt.,PortStanley,Ont.,N5L1H1
Phone Number
226-289-9062
Email
portstanleypetpantry@gmail.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
2,000.00
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
lessthan1year
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
ThePortStanleyPetPantryisanon-profitestablishedtoreduceanimalsurrenders
duetopetfoodinsecurity.Weofferlowbarrieraccesstopetfoodandsupplieswhich
ourvolunteersdeliver.Weaimtoprovideenoughpetfoodand/orsuppliesforone
monthperpet.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
SinceSeptember2024,thepantryhasserviced14individualowners,twofoodbanks
(St.ThomasandPortStanley)andtwocatrescuesinthecounty.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Thepantryisanongoingservice,sponsorshipfundswillbeusedtopurchase
discountedpetfoodandsuppliesfrompetstorepartners,payfreightchargesfor
manufacturerdonations,purchasediscountedadvertisingmaterialssuchasbanners,
printeddocumentsforeventattendance,etc.Atpresent,thepantrywillbeattending
PawsitivelyElginasanon-profitvendoracceptingpetfoodandsupplydonations.
Fundswouldbeusedtosupporttheeventplanningcostsaswell.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Thepantryfillsaneedbyofferingpetfoodandsuppliestoavoidsheltersurrenders.
Wealsosupplementfoodbankswithpetfoodsotheirclientelecanfeedtheirpetswith
petfoodinsteadofusingthefoodtheyreceivedfromthefoodbanks.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Countysupportwouldwouldincreasethevisibilityoftheserviceandallowusto
expandourservicefurther.Itwillalsoopenmanypotentialsourcesfordonations,
volunteersandotherpartnerships.WeareworkingwithlocalpartnersinPortStanley
toboostdonations,participation,etc.,howeverthatreachislimitedwithinPortStanley.
Please describe the financial need of your organization and the reasons for requesting
this support.
Thepantryiswhollysupportedbydonationsfromthecommunity,wedonothaveany
fundingfromothersources.Werelyonfooddonationstosupplytoclientelewhich
meansthatwedonotalwayshavesupplytoprovidewhenitsrequested.Weare
requestingsupporttobuildinventorysowedonothavetoturnawayanyclients.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
JuliaVicars
Digitally signed by Julia Vicars
Applicant Signature
Date: 2025.01.28 10:40:06
Julia Vicars
-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Elgin Federation of Agriculture
Contact Name
Greg Fentie
Position
President
Phone Number
519-633-0114
Email
elginfarmers@gmail.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
Ontario Federation of Agriculture
If yes, please identify the group or organization:_________________________
30+
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
The EFA is local, general farm organization that is dedicated to uniting the community. Through
grassroots leadership and co-operation we address rural concerns, lobby to improve the economic and
social well-being of the farming community and provide the community with information on agriculture.
We are passionate about increasing public awareness and education involving agriculture and the food
system. The EFA supports many local organizations through monetary or in kind donations and
provides an annual scholarship to promote post-secondary education opportunities.Our volunteer board
of directors is well-known among the community for their advocacy efforts and for thier continued
support to the community.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Our event is taking place at the Joe Thornton Arena on April 15th and 16th, 2025.
Over the 2 day event, we hope to see 1200 students from Elgin County in attendance.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
The EFA, together with AgScape, a charitable organization dedicated to serving Ontario educators and youth, will host a career exploration event in Elgin County on April
15th and 16th, 2025. This event will provide an excellent opportunity to assist our youth in making real world connections between the Agri-sector and the world they live. We
plan to host 1200 local students in grades 7-10 over 2 days to experience industry representatives running stations related to agriculture, food and careers that are hands-on
and meant to capture their interest. Students will spend the majority of a school dayl placed in small groups which will switch stations every 10 to 12 minutes, allowing them a
fun and interactive way of learning about food and agriculture from approximatly 12 stations. This event empowers young students by providing them with the tools and
knowledge necessary to make informed decisions about the agriculture sector. We hope to show the many viable career opportunities in agriculture, other than farming, such
as mechanics, plumbers, electricians, and accountants. We need lawyers and software engineers for all the latest robotics on farms, and so much more. Students will get the
chance to speak to industry professionals who volunteer their time about a variety of roles and professions in agriculture. Communicating the benefits of agricultural work to a
younger demographic is imperative to attracting young workers and to securing our future. We are hopeful that this event will help to close the knowledge gap and show
students that you don't have to be from a farm to work in agriculture. The largest cost incurred by the event will be the transportation of students from their schools to Joe
Thornton Arena. We were hopeful that Thames Valley District School Board would assist in this expense, but it does not look feasible at this time. We project busing to cost
$8000 minimum. Other costs include lunch for the 24-30 volunteers, light snacks for the students as it is an all day even, and a small take-away item for the students.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
The Elgin Federation of Agriculture recognizes the importance of youth and educator knowledge regarding the vital role
agriculture and food play in our society and economy. Closing the food literacy gap and addressing labor shortages in agriculture
and food is critical to our community, economy, and to ensuring we can feed our growing population. In Elgin County alone,
agriculture produces thousands of jobs and millions of dollars to the local economy. Our event will not only outline the abundance
of diverse employment opportunities available within agriculture but will emphasize that you do not have to have an agricultural
background to benefit from these prospects. The EFA recognizes that similar events used to take place and were the highlight of
many student's school year, but that in recent years agriculture education has been lacking in Elgin County.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Thisisanewproject
Please describe the financial need of your organization and the reasons for requesting
this support.
Bus:(Ifnotcoveredbyschoolboard)
600students
24classes
625-650passengersintotal
4-5buses
Eachbussits70passengers
$400for4-6hoursperbus$4000x2=$8000
Venuecost2-dayrental$650x2=$1300
SwagitemSmalltakehomeitem=$4/student
(ie.Smallwateringcanwithseeds)$2400x2=$4800
Volunteermeals
(lightbreakfastitems+lunch)12volunteerbooths
2volunteers/booth
30volunteerstotal(withAgScape,SchoolBoard,andPartnerStaff)
Breakfast/snackitems=$200
Lunch=$500$700x2=$1400
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
GregFentie
Digitally signed by Greg Fentie
Applicant Signature
Date: 2025.01.28 22:56:37
Greg Fentie
-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Bm{ifjnfs!Tpdjfuz!Tpvuixftu!Qbsuofst.!Tfojpst!Qjdojd!jo!uif!Qbsl
Contact Name
Tbsb!Txffofz
Position
Qvcmjd!Fevdbujpo!Dppsejobups
Phone Number
62:.744.54:7!y!371
Email
tbsb/txffofzAbm{txq/db
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
5
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
%3111/11
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
5
Is your group a charity or not-for-profit? Yes No
5
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
37!zfbst
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
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Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
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Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
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How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
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If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
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Please describe the financial need of your organization and the reasons for requesting
this support.
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Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
)tff!buubdife!313503136!cvehfu*
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
5
Detail why you consider County participation in your project necessary.
5
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
5
How will this project directly benefit the ratepayers of the County of Elgin?
5
Provide consultant reports, including statistics, to support the above.
TT
______
_ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Tufqi!Pvfmmfu-!DFP
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
St. Thomas - Elgin Second Stage Housing
Contact Name
Rachel Weltz
Position
THSP Housing Support
Mailing Address
15 Golding Place, St. Thomas, ON N5R 6B6
Phone Number
519-637-2288
Email
froffice.stessh@rogers.com
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
2,000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
30
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
St.ThomasÎElginSecondStageHousing(STESSH)providestransitionalsupportandhousingtowomen,with
orwithoutchildren,whoareleavinganabusiverelationship.
Fortwenty-eightyears,theSt.Thomas-ElginSecondStageHousinghasofferedthewomenofSt.Thomasand
ElginCountyasafeplacetore-establishtheirlives.ThetransitionalresidenceofferswomenÏwithorwithout
childrenwhoseliveshavebeenaffectedbyabuseÏasecureandcomfortableplacetostayaswellasa
supportiveservices.Theservicessuchasoneononecounselling,groupsupportandadvocacythatwomen
receivewhileresidingatSecondStageHousingareinstrumentaltotheirsuccessinchangingtheirlivestobe
freeofabuse.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
Weofferresidentialsupportatoursecondstagelocation(15GoldingPlace,St.
Thomas,ON),wherewehaveour12fullyfurnishedapartmentunits.Transitional
servicesarealsoofferedatthislocationinacommonarea,orinthecommunity.In
2024,wesawa50%increaseinreferralstoourresidentialprogram(from102in2023,
to153in2024).Ourresidentialprogramhoused19womenin2023/2024with7
comingfromElginCounty.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
WhenawomenentersSt.ThomasÎElginSecondStageHousingforhertransitionalstay,sheisofferedsafetyandsecurity(amongotherthings).Thisisachievedbywayofmakingsureeachwomanfeelssafeinsidetheirunit,inthebuildinga
s
awhole,andwhentheygointothecommunity.Westrivetomakethisaneasytransitionforwomen,andthereforeofferfullyfurnishedunits,secureentrancewithcurrentupgrades,updatedkeys&locks,programtraveloptions,general
maintenanceandrepairs,groundsupkeep,pestcontrolandwasteremoval.ThesepiecesareimportanttoawomenÓssuccesswithSt.ThomasÎElginSecondStageHousing,andwouldnotbepossiblewithoutfoundations,astheseitemsare
notlookatwithannualfunding.
Intakingacloserlookatthelisteditems,theycanbebrokendowntotwocategories:safety,andsecurity.Ifwelookatsafetyfirst,itincludes:
-Programtravel(beingabletoofferthewomanasaferidetoourprogramorappointments).
-Securityandcomputerequipment(whichallowstheresidentstohaveapeaceofmindknowingthegroundsaremonitored,andtheprogramstodosoareuptodateandfunctioning).
-Keysandlocks(eachwomanissuppliedwithakey-fobwhichallowsthementryintotheirunit,andaphysicalkeywhichallowsthemthroughbothlockeddoorstoenterthebuilding.Thekey-fobandphysicalkeyarebothreplaced/
reprogrammedwhenawomenexitstheprogramÎinturnensuringthesafetyofthenextwomenresidinginthatunit).
-Furnishings(asweareatransitionalhousingorganization,wesupportapproximately25womenperyear.Thismeanseachofour12unitsarepotentiallyturnedovertwiceayear.Indoingso,furnituresuchasbedsandcouchesareinspect
ed
thoroughlyforwearandfaults,andreplacedwhenneeded).
Thesecondcategoryissecurity,andincludesthefollowingitems:
-Generalmaintenanceandrepair(generalwearandtearonareasofthebuildingsuchasflooring,handrails,painting,faucetrepairs,table/chairrepair).
-Wasteremoval(weofferwastedisposalforourresidentsbywayoftwo(2)dumpsters).
-GroundsUpkeep(thiswillincludegrasscutting,gardenupkeepaswellaslargerprojectssuchasmaintainingandrepairingthefencingaroundtheyard,andtreetrimming).
-Pestcontrol(insideandoutofthebuilding,pestsarecontrolledtokeepthewomenfeelingsecureintheirunits.Thisincludes,butisnotlimitedtoants,rodentsandbedbugs.
-Weassurethemaintenanceofthebuildingforourcurrentparticipants,andthemanyfamiliesthatcomeinthefuture.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
Theneedtoprovidesafe,securehousingisimperativewhenlookingatpeopleÓsneeds.Psychologicalstudiesandtheories(MaslowÓsHierarchyofNeeds)isa
learningtoolthathelpsustounderstandthatbasichumanneedsmustbesecuredinorderforindividualstogrow,achieveandreachself-actualization.Apersonal
senseofsafety,increasedself-esteemandconsistentpersonalsuccessesallowswomentodevelopindependenceandconfidence.Additionally,studiesshowthat
ourmentalwellnessisdirectlylinkedtoourphysicalwell-being.Beingabletoaccessandfocusonhealthynutrition,healthysleepschedulesandfeelingsecureis
proventodecreaseawomenÓsphysicalandpsychosomatichealthconcerns.Safehousinghelpsthewomentostabilizetheiroverallhealth.
The2021StatsCanadaCensusreportstherewere2,010womenled,singleparentfamiliesinSt.Thomas,Ontario.Ofofreported22,130womenlivinginSt.
Thomas,Ontarioin2021,15,440hadanincomeoflessthan$70,000.Whilethe2021Censusalsoreportedanaveragecostoflivingfora3bedroomapartmentto
beover$64,000.Thesestatisticsclearlydisplaytheimbalanceofincomevs.output;whichspeakstotheincreaseofwomenseekingservicefromdomestic
violenceagenciesinElginCounty.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Aspreviouslystated,forindividualstorecoverfromtraumaitisnecessarytobelivinginan
environmentthatissafeandthattheirbasicneedsareavailable.Thehousingportionofour
programoffersthosecomponents.Womenareofferedsupportandadvocacytosecureincome
thatcoverstheirrentandbasicneeds.Todothis,ouragencydoesnotchargemarket-valuerent.
TherentamountsarebasedonwhatOntarioWorks,OntarioDisabilityor30%ofincomeprovides
tothewoman.Thisresultsintheagencyneedingtoseekfinancialsupportforhousingcosts.
Please describe the financial need of your organization and the reasons for requesting
this support.
OurSecondStageTransitionalHousingprogramisveryfortunatetohaveongoingfinancialsupportfromMCCSS.Thesefundsareprovidedtousannuallyandare
specificallyallocatedtocoverthecostofstaffingandprogramsuppliesneededtoofferindividualandgroupsupportprograms.Additionally,UnitedWayfundsour
ChildrenÓsAdvocatepositiontoassurethatthechildrenresidingintheresidentialprogramarealsoofferedsupport.Theimportanceofwomenandtheirchildrentobein
asafeenvironmentwherestaffcansupportin-the-momentproblem-solving,walkthroughselfÎreflectiveprocessesandencouragepositivegrowthwhilehealingfromthe
complextraumatheyhaveexperiencedisvitallyimportant.
Theareathatdoesnothavesecureannualizedfinancialsupportisthecostofmaintainingthe12apartmentsthathousethefamilies.Forwomentobesuccessfulinthe
programitisimperativethatwecanofferfurnishedapartmentsthataresafeandingoodrepair.Ourbuildingconsistsof12apartmentsÎ3one-bedroom,4two-bedroom
and5three-bedroomunits.Eachfamilylivesindependentlyintheirownapartmentwhichallowsthemtocomfortablyadheretotheirfamilyroutinesandtraditionsand
privatelydeveloptheirnewlifestylefreefromviolence.Theboardofdirectorsandstaffarestronglycommittedtoassuringthattheunitsareclean,ingoodrepairandthat
thefurnishingsofferacomfortablehometoalloccupants.Regularmaintenancetoapartmentsandthebuildingtomaintainsafetyforallisneveroverlooked.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
RachelWeltz
Digitally signed by
Applicant Signature 06c0819d-9b3c-4dd7
06c0819d-9b3c-4dd7-
ad4c-456475276fa5
-ad4c-456475276fa5
Date: 2025.01.29 16:10:04 -05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Qpsu!Tubomfz!Dbmjqtp!Gftujwbm!Dpnnjuuff!3136
Contact Name
Nbsob!Cfssz
Position
Dpnnjuuff!Dibjs
Phone Number
Email
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
7!Zfbst
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
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Dbmjqtp!Gftujwbm-!bo!fwfou!uibu!opu!pomz!tfswft!bt!b!nbkps!buusbdujpo!gps!wjtjupst!gspn
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Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
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++Jnqbdu!po!uif!Dpvouz!pg!Fmhjo;++
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xjef!bvejfodf/
Xf!bsf!dpnnjuufe!up!nbljoh!uif!Dbmjqtp!Gftujwbm!b!mboenbsl!fwfou!uibu!dfmfcsbuft!uif!fttfodf!pg!Qpsu!Tubomfz!boe!Fmhjo!Dpvouz/!Xjui!uif!tvqqpsu!pg!uif!Fmhjo!Dpvouz!Upvsjtn!Cpbse-!xf!dbo!fotvsf!uibu!u
ijt!gftujwbm!dpoujovft!up!hspx-!csjohjoh!kpz-!fdpopnjd
cfofgjut-!boe!b!tuspohfs!tfotf!pg!dpnnvojuz!up!pvs!cfmpwfe!wjmmbhf/
Uibol!zpv!gps!dpotjefsjoh!pvs!bqqmjdbujpo/!Xf!mppl!gpsxbse!up!uif!pqqpsuvojuz!up!nblf!uif!Dbmjqtp!Gftujwbm!bo!fwfo!npsf!sfnbslbcmf!fyqfsjfodf!gps!fwfszpof!jowpmwfe/
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
We are thrilled to present our proposal for the expansion of the Calipso Festival in Port Stanley, Ontario, a vibrant community event that has already made significant strides in uniting
our local organizations, businesses, residents, and visitors under a captivating
Caribbean theme. Attached, you will find last year's Financial Statement along with Maps, Itineraries, and Programs that detail the allocation of funds and the successful outcomes of
our previous festival.
**Project Description:**
The Calipso Festival aims to expand this year by introducing a Ferris Wheel and enhancing the Kids Zone on Little Beach. Our festival has become a beacon of joy and community spirit,
especially noted last year as families enjoyed the Mermaids, Pirates, and
various activities offered free of charge. In these challenging economic times, the happiness and laughter of the children and their families were truly heartwarming and underscored
the value of our festival.
**Use of Funds:**
The requested grant will be allocated towards the following enhancements:
- **Ferris Wheel Installation:** To provide an iconic attraction that offers breathtaking views of Port Stanley, fostering memorable experiences for visitors of all ages.
- **Kids Zone Expansion:** Building on the success of last year's children's activities, we plan to introduce more interactive and educational experiences, focusing on the Caribbean
theme to enrich the cultural exposure of our young attendees.
**Key Dates and Activities:**
- **Festival Dates:** \[August 2, 3 & 4th\], with the Ferris Wheel and Kids Zone activities scheduled throughout the festival duration.
- **Target Audience:** Our festival welcomes families, local residents, and tourists seeking a culturally rich and entertaining experience. We aim to attract a diverse audience, from
young children to adults, ensuring there's something for everyone to enjoy.
**Positive Impact:**
By expanding the Calipso Festival, not only enhance the cultural and recreational offerings of Port Stanley but also contribute to the local by attracting visitors. The addition of Ferris
Wheel and expanded Kids Zone will provide exciting
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
The Calipso Festival in Port Stanley, Ontario, is designed to fill a significant need within the community by fostering a sense of unity, celebration, and cultural appreciation. By bringing
together local organizations, businesses,
residents, and visitors under the vibrant and inclusive Caribbean theme, the festival not only strengthens community bonds but also enhances the cultural fabric of Port Stanley.
**Community Unity and Spirit:** The festival serves as a platform for local entities to collaborate, showcasing the diverse talents, products, and services available within our community.
This collaboration fosters a stronger community
spirit and a sense of pride among residents, encouraging them to support local endeavors.
**Cultural and Economic Enhancement:** By highlighting the Caribbean culture through music, dance, food, and art, the Calipso Festival enriches the cultural experience of the community
and its visitors. This cultural exchange
promotes understanding, appreciation, and enjoyment of diverse traditions, contributing to a more inclusive community.
**Tourism and Economic Growth:** The festival attracts visitors from outside the region, boosting local tourism and providing economic benefits to Port Stanley. Visitors not only participate
in the festival but also explore other
attractions, dine in local restaurants, and shop in local stores, contributing to the overall economic health of the community.
**Educational Opportunities:** Through workshops, performances, and presentations, the festival offers educational opportunities for both residents and visitors to learn about Caribbean
culture, history, and arts. This educational
aspect enhances the community's knowledge and appreciation of cultural diversity.
**Environmental Awareness:** In keeping with our commitment to eco-tourism and sustainability, the festival incorporates environmentally friendly practices, promoting awareness and action
towards preserving our natural
surroundings. This aligns with the community's values of environmental stewardship and sustainable living.
In summary, the Calipso Festival not only fills a need for cultural celebration and community unity but also significantly enhances the community by fostering connections, promoting
cultural and economic growth, providing educational
opportunities, and encouraging environmental awareness. Through this grant, we aim to expand and grow the festival, amplifying its positive impact on Port Stanley and beyond, making
it a beacon of community spirit, cultural
exchange, and sustainable tourism.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
We extend our deepest gratitude for the invaluable support provided by the Elgin County Tourism Board during the 2024 Calipso Festival. The volunteer assistance and marketing efforts
from your team, both at our information tent and through the Tourism Office
in Port Stanley, played a crucial role in the success of last year's festival. This collaboration not only enhanced the festival's visibility but also enriched the experience for both
visitors and residents alike.
As we look forward to the next Calipso Festival, the continued support from the Elgin County Tourism Board will be instrumental in elevating our initiative to new heights. With your
assistance, we aim to:
1. **Boost Participation:** Enhanced marketing efforts and visibility through the Tourism Board's channels will attract even more visitors to the festival, surpassing last year's attendance.
This increased foot traffic will not only benefit the festival but also the local
businesses and vendors participating in the event.
2. **Increase Volunteer Involvement:** The support and endorsement from the County help to inspire community members to get involved. With additional resources for volunteer recruitment
and coordination, we can ensure a well-organized and memorable
experience for all attendees.
The partnership with the Elgin County Tourism Board is vital to our mission of showcasing Port Stanley's vibrant community spirit and cultural richness. Together, we can make the Calipso
Festival an even more successful and integral part of Elgin County's
tourism and community engagement efforts.
Thank you once again for your past support, and we eagerly anticipate the opportunity to collaborate further to make the Calipso Festival an even greater success in the coming year.
Please describe the financial need of your organization and the reasons for requesting
this support.
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Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event,or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
Revenue Needed BudgetAmount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses BudgetAmount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
___
____ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Nbsob!Cfssz!
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Tyrconnell Heritage Society (Backus-Page House Museum)
Contact Name
Angela Bobier
Position
Executive Director
Mailing Address
PO Box 26, 29424 Lakeview Line, Wallacetown, ON, N0L 2M0
Phone Number
5197623072
Email
info@backuspagehouse.ca
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
31
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
Mission Statement, Mandate of THS and Objectives
To preserve and promote the history, culture and area surrounding Backus-Page House Museum within the Talbot Settlement for the greater community and future generations while celebrating
the past.
Core activities are maintaining a museum collection of artifacts and archives, offering guided tours of the Backus-Page House Museum and Agricultural Centre plus outbuildings and gardens,
permanent and rotating exhibits, special events and educational
programs for both children and adults. A podcast titled Life in the Talbot Settlement, West Elgin Genealogical & Historical Committee, Citizen Historian oral history project, social
media, gift shop, research and publishing history books are also part of our
activities. The Executive Director serves on the Municipality of Dutton Dunwich heritage committee as chair, and on the Economic Development Committee in charge of Tourism, Culture
and Grants. The Executive Director serves on the Municipality of West
Elgin Rodney Town Hall Restoration committee. As needed, the Municipality of West Elgin has sought out the Executive Director for events that are historic in nature.
Tyrconnell Heritage Society is an independent nonprofit organization incorporated in 1994 to preserve the house and grounds now known as Backus-Page House Museum. A 50-year lease agreement
was entered into in 1996 with Ontario Parks for our section
of picturesque John E. Pearce Provincial Park. Renovations and restorations of the house and grounds began in 1996.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
The 21st annual Heritage Farm Show takes place at Backus-Page House Museum on
Labour Day weekend. We anticipate 600 visitors over Saturday and Sunday, August
30-31, 2025.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
This will be the 21st annual Heritage Farm Show celebrating the agricultural history of western Elgin County over the Saturday and Sunday of Labour Day Weekend.
Activities include musical entertainment, a Poultry Show, Threshing, Chainsaw carving, horse and wagon rides with a tour guide giving the history of Lakeview Line, rural
artwork, vendors, heritage textile artisans and demonstrations, museum tours, children's history zone, farm animals, food, genealogy research assistance, blacksmith, antique
tractors and equipment, vintage automobiles and exhibits. Our 3000 square foot Agricultural Centre will also be open to visitors, volunteers, contributors, dignitaries and
community members. Volunteers from the community can participate on the organizing committee, on an event team, assist during the event or showcase their talents at the
event by bringing equipment or animals, demonstrating a heritage skill or their artwork/musical ability.
August 30-31, 2025 will be packed full of activities for all ages and abilities. We target both families with children and seniors within an hour driving distance from the
museum.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
After 20 years, our community expects the annual Heritage Farm Show and we don't plan to disappoint. We provide the community with the platform for antique and retro farm equipment
fans to connect with each other and our visitors. This event boosts the
local economy with visitors needing gas, places to eat on the way to or from the museum, and possibly stopping to shop. Our food truck is the West Lorne Optimist Club who put their
profits back into the community youth. We serve as a social gathering point
for rural communities to reconnect and celebrate their agricultural heritage.
Key benefits of a farm show to a community:
Educational opportunities for visitors on the history of farming.
Economic increase:
The visitors during our farm show generate revenue for local businesses like restaurants, gas stations, and retail stores.
Social interaction:
The Heritage Farm Show provides a space for attendees and contributors to socialize, reconnect with friends and neighbors, and build relationships with other antique agricultural equipment
collectors.
Community pride:
Highlighting the history of our local agricultural industry through the 21st annual Heritage Farm show fosters a sense of community pride and appreciation for the role of farmers throughout
history.
Supporting local businesses:
We feature local entertainers, artisans, vendors and exhibitors, allowing them to showcase their products and services to a larger audience.
Raising awareness:
The Heritage Farm show educates the general public about the importance of historic agriculture and the perseverance of farmers.
Youth engagement:
The Heritage Farm Show incorporates a children's hands on educational zone specifically designed to engage young people in historic agriculture.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
Support from Elgin County will assist us in advertising for volunteers, contributors, and
new antique equipment collectors. The more participation and activities we can
provide through volunteers, the lower the event expenses can be.
Please describe the financial need of your organization and the reasons for requesting
this support.
Support from Elgin County will assist us in continuing to bring activities that cannot be
provided by volunteers. Musicians, artisans, blacksmithing, horse and wagon rides all
increase in costs year after year. To keep our admission fee low for adults and free to
children, financial assistance is to cover contract services, port-a-potties, and event
expenses is critical.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
AFB
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Angela Bobier
Digitally signed by Angela Bobier
Applicant Signature
Date: 2025.01.31 13:48:50
Angela Bobier
-05'00'
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Catfish Creek Conservation Authority
Contact Name
Brittany Bell
Position
Communications
Mailing Address
8079 Springwater Road, R.R. #5 Aylmer, Ontario, N5H 2R4
Phone Number
519-773-9037
Email
communications@catfishcreek.ca
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2,000
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
75 years
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
The Conservation Authority provides invaluable opportunitites to the surrounding community through
environmental programs, educational events, and community events. The Conservation Authority
provides critical information on land development, reforestation, wetland protection, legislated
environmental programs, flood monitioring and forecasting for residents in the watershed. The
Conservation Authority works closely with school boards to promote environmental awareness and
educational programming. The Conservation Authority provides outdoor experiences in the form of
camping, informative hiking & aquatic opportunities plus many other recreational activities for all ages
and abilities.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
This event will be on the grounds of Springwater Conservation area:
Located : 8079 Springwater Road, RR#5
Aylmer, Ontario, N5H-2R4
Almost all attendees are within Elgin County boundaries.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Catfish Creek Conservation Authority annually hosts a Maple Syrup Festival during March Break (March 8-16, 2025) . During this time, there are demonstrations on how
maple syrup was first discovered by our Indigenous ancestors, early pioneers, to modern methods. During each stage in the maple syrup journey, staff tell a descriptive and
interactive story on the different stages during the evolution of maple syrup. There is also an interpretive wagon ride through the old growth forest with highlighted and
special areas of unique interest. During the festival, there are different community groups and vendors for the public to see and interact with. Daily at the festival, team
members work hard to keep fires going underneath large cast iron kettles. Inside the sugar shanty, team members work inside to keep the fire going to showcase the
three-pan method to provide a glimpse into how the production of maple syrup evolved throughout the ages. Samples of maple syrup are provided and maple products are
sold at the sugar shanty for consumption. Festival attendees are provided with interactive opportunities to learn some different sugaring methods and also enjoy a scenic
wagon ride. After going through the day's events, please plan on attending the pancake house to support local clubs and organizations.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
The Catfish Creek Conservation Authority has hosted a Maple Syrup Festival for approxiately 50 years. This event has evolved over the years but the key focus has been to
provide a family event with educational and interactive opportunities for all to enjoy. The Maple Syrup Festival offers families a chance to go outside and experience the great
outdoors, learn about the sugaring process, and to buy local sweet treats.
This event is low cost, family-friendly, and happens at a seasonal time where there are not many family opportunities or outings to attend.
During the festival, there are different vendors and community groups that also help to draw people to the Maple Syrup Festival. Some examples would be: Ministry of Natural
Resources; Birds of Prey exhibit; military; emergency services; and many others.
Through attendance of the Maple Syroup festival, the outcomes we hope to achieve are a positive and enjoyable learning experience on the sugaring process, to experience
the outdoors, and to showcase the conservation lands. Providing recreational opportunities to all ages and abilities through aquatic, passive and recreational pursuits, and, of
course, experience camping.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
This is not a new event in Elgin County. With the county support, it will help the event organizers secure
some other family-friendly opportunities. Support from the county would help to offset some financial
burdens associated with adding some updated entertainment for families. With the additional support,
our team can expand on an all-ages family-friendly entertainment such as a petting zoo, wood carver,
and/or hiring someone who is indigenous to properly explain the traditional Indigenous history of maple
syrup. This festival not only provides an educational component, but also an enterainment value
through family togetherness at a great outdoor venue located within Elgin County.
Please describe the financial need of your organization and the reasons for requesting
this support.
The Catfish Creek Conservation Authority would be seeking County support under the maximum allowable amount
of $2,000.00 through the sponsorship program. As a nonprofit, the Conservation Authority relies on sponsorships
and donations to hold the Springwater Maple Syrup Festival, without donations or sponsorships, we would be
unable to hold the festival. The festival is important to CCCA, as we strive on educating the community about
maple syrup production, and its importance to conservation. In recent years, we have had to scale back on what
we can offer at the maple syrup festival, due to funding.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
Brittany Bell
Digitally signed by Brittany Bell
DN: cn=Brittany Bell gn=Brittany Bell c=CA Canada l=CA Canada
Applicant Signature
o=Catfish Creek Conservation Authority
e=communications@catfishcreek.ca
Reason: I am the author of this document
Brittany Bell
Location:
Date: 2025-01-30 09:34-05:00
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
Roots&RevivalFestival
Contact Name
AmySousa
Position
Co-ordinator
Mailing Address
169ElmStreet,WestLorne,ONN0L2P0
Phone Number
226-926-9230
Email
info@darkhorsedesigns.ca
Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
$2000.00
Total Amount Requested:____________________________________
Section 1: About Your Project
Is your group based in the County of Elgin? Yes No
Is your group a charity or not-for-profit? Yes No
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
1year
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
The Roots and Revival Festival is a community-focused event that celebrates the rich arts and heritage
of the County of Elgin. Our festival serves as a platform to showcase and promote local artists,
musicians, and craftspeople, providing residents and visitors with an immersive experience that
highlights the unique culture and history of our area. In addition to celebrating the arts, we shine a
spotlight on the importance of local agriculture, connecting residents and tourists with our local farmers
and their vital contributions to the community. Through these efforts, the Roots and Revival Festival not
only entertains but also strengthens community bonds, supports local economies, and ensures that our
heritage and traditions continue to thrive for future generations.
Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
TheRootsandRevivalfestivalwillbetakingplaceinWestLorneontheJuly18-20thweekend.
Thiswillbethesecondyearthatthefestivalwillhavefollowingourinauguraleventlastyearin
2024.We'reexpectingtohaveupto1000peopleattendfromthelocalcommunityaswellas
touristsbeingdrawninfromoutsideourcommunity.RootsandRevivalhaditsinauguralevent
lastyearmanagedunderadifferentcoordinator,ourgroupcametogetheraswewereinvolved
withhelpinginthefestivallastyearandknowwhatagreatimpactithadonourcommunity,artists
andorganizations.
Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key dates of scheduled activities and the
target audience.
Thisyear,wearebuildingonthesuccessesoflastyear'sfestivalwithanexcitinglineupofactivitiesandshowcases.Theeventkicksoffbycelebratingourblueberryseasonand
farmingheritagewithfarmtoursonFridayduringtheday.Thesetourswillfeaturelocalmusiciansandartisansateachlocation,creatingavibrantandinteractiveexperience.The
maineventspacewillopenonFridayat5pmandrunthroughouttheweekend,closingonSundayat9pm.
Throughoutthefestival,attendeescanenjoylivemusicandparticipateindancelessons,ensuringentertainmentforallages.Artgalleryspaceswillbeavailabletothepublicat
variouslocationsaroundourdowntowncore,includingthecommunityhealthcenter,library,andmunicipalbuilding.Thesegallerieswillpromotetheworkoflocalartistswhile
alsoshowcasingcommunityservices.Additionally,wewillhostaheritagegallerydisplayattheArtsandCookeryBank,acherishedlocalheritagebuilding.Tofurthercelebrate
ourcommunity'sartistictalent,weplantohirealocalmuralisttocreatealarge-scalemuralonaprominentbuildingonourmainstreet.Wearealsoofferingavarietyofactivities,
includingaroadhockeytournament,cornholecompetitions,carnivalgamesandracesandbaking/cookingcompetitionsfocusingontheblueberryseason.
Toenhancetheexperience,wewillhostavendormarketandfoodtrucksaroundthemainfestivalgroundsprovidinganopportunitytoshowcaseourlocalbusinessesand
highlightingthevibrantfoodcultureofourregion,withaspecialfocusonourblueberryseason.Thisdynamicfestivalisdesignedtoattractawideaudience,celebrateour
communityÓsheritage,andpromotetourism.RunningfromFridaythroughSunday,itoffersavarietyofactivitiesthatappealtobothresidentsandvisitorsalike.Withyoursupport,
wecanbringthisvisiontolifeandcontinuetomakeameaningfulimpactonourcommunity.
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
TheRootsandRevivalFestivalfillsavitalneedinourcommunitybyprovidingaplatformthatcelebratesourheritage,supportslocalorganizations,and
strengthenscommunityconnections.Byshowcasingthearts,agriculture,andculturalheritageofourregion,thefestivalpreservesouridentityandhistorywhile
fosteringprideandengagementamongresidents.
Thefestivalenhancesthecommunitybycreatingopportunitiesforlocalartists,farmers,andbusinessestosharetheirtalentsandcontributions,boostingboth
culturalandeconomicvitality.Theinclusionofeventssuchasfarmtours,artgalleries,andliveperformancesoffersmeaningfulexperiencesthatcelebrateour
regionÓsuniquecharacter.
Thefestival'sbroadappealattractsvisitors,promotingtourismandbringingadditionaleconomicbenefitstolocalbusinesses.Fromthevendormarkettofood
trucks,theeventconnectsattendeeswithlocalproductsandservices,furtherstrengtheningthelocaleconomy.Bycelebratingourarts,heritage,andagricultural
traditionswhileengagingresidentsandvisitorsinmeaningfulandenjoyableways,theRootsandRevivalFestivalcreatesalastingpositiveimpactonour
community,preservingitsrichhistoryandbuildingastrongerfuture.
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
TheRootsandRevivalFestivalisanewandambitiousinitiativedesignedtocelebrateourcommunityÓsheritage,arts,andlocalorganizations.However,asadevelopingevent,itisinmuchneed
offinancialsupporttobringourvisiontolifeandensureitssuccess.Countysupportwouldbeinstrumentalinhelpingusestablishthisfestivalasacornerstoneeventforourcommunity.
Specifically,Countyfundingwouldenableusto:
-Buildparticipationandexcitement:Withfinancialbacking,wecanoffermoreattractions,suchashiringalocalmuralist,expandinglivemusicperformances,andprovidinginteractiveactivities.
Theseenhancementswouldhelpdrawinalargeraudienceandgenerateenthusiasmforthisinauguralevent.
-Fostervolunteerengagement:Establishinganeweventrequiressignificantvolunteerinvolvement.Countysupportwouldallowustoprovidebetterresourcesandincentivesforvolunteers,
ensuringwehavethenecessaryhandstodeliverahigh-qualityexperiencewhilefosteringcommunityprideandconnection.
-Supporingtlocalbusinessesanddrivetourism:ThefestivalservesasaplatformforlocalbusinessestoconnectwiththecommunitywhileattractingvisitorstoWestElgin.Withadequatefunding,
wecancontinuetobuildonourstrongfoundation,increasingtourismtotheareaandboostingsupportforlocalbusinesses.
-Promotethefestivaleffectively:Financialsupportwouldenableustoreachawideraudiencethroughtargetedmarketingefforts,ensuringresidentsandvisitorsareawareoftheeventandits
offerings.
Asanewinitiative,theRootsandRevivalFestivalhasthepotentialtomakealastingpositiveimpactonourcommunity,butthiscanonlybeachievedwiththeCounty'ssupporttohelpusestablish
astrongfoundationandbringourvisiontolife.
Please describe the financial need of your organization and the reasons for requesting
this support.
TheRootsandRevivalFestivalisfacingasignificantchallengethisyearaswetransitionfromthepreviouscoordinatorandno
longerhaveaccesstoasignificantfederalgrantthatwasavailablelastyear.Whilewehavesomelegacyitemsfromthe
previousfestival,suchassoundequipmentandadevelopedwebpage,wearestrugglingtosecurefundingforessential
needslikeinfrastructure,securingperformers,hiringamuralist,andmarketingtoattractbothvisitorsandresidents.
Countysupportwillhelpusbringhigh-qualityartsexperiencestothefestival,featuringlivemusic,interactiveart,andheritage
displaysthatcelebrateourcommunityÓspastwhilepromotinglocaltalent.Byfosteringtourismandsupportinglocal
businesses,theeventaimstodriveeconomicgrowthandprovidefundraisingopportunitiesforcommunitygroups.Your
supportiscrucialtoensuringthefestival'ssuccessandcreatinglastingculturalandeconomicbenefitsfortheregion.
Section 2: Proposed ProjectBudget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A brief sample budget outline is provided below. Please attach your full project
event/program budget in more detail to this application.
Revenue Needed Budget Amount Received to Date
Include Pledges
Include other funding
Include projected other revenue
Expenses Budget Amount Spent to Date
Include advertising costs
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
_______ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevant documents/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
AmySousa
Applicant Signature
Schedule A
County of Elgin
Grant and Sponsorship Application Form
Contact Information
Name of Organization
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Contact Name
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Position
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Phone Number
337.655.1497
Email
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Which stream does your request fall under? Please review the Grant and Sponsorship
Policy for more information about each stream.
Sponsorship
Fill out Sections 1 & 4 only
Application deadline: February 1
Grants
Fill out all sections
For capital projects where grant requested is above $2,001, meeting 10%
of capital project need.
Application deadline: No less than one year before the date of need.
3111
Total Amount Requested:____________________________________
Section 1: About Your Project
5
Is your group based in the County of Elgin? Yes No
5
Is your group a charity or not-for-profit? Yes No
5
Is your group affiliated with another organization? Yes No
If yes, please identify the group or organization:_________________________
58
How many years has your group/organization been in operation? _________________
Please describe what services your group/organization provides to the residents of the
County of Elgin.
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Outline where this project, program/service, or event will take place. If you are applying
for event funding, please indicate the anticipated event attendance. If you are applying
for program/service funding, please indicate how many people from the County of Elgin
use this service.
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Please provide a clear description of the project, event, or program/service and detail
how the funds will be used. Please include key datesof scheduled activities and the
target audience.
Xfxpvmexbouupqspwjefovusjujpobmtobdltboemvodiupxpnfoboedijmesfo/Nboz
pguifnbsfijhisjtlcfdbvtfuifzbsfofxdpnfst/Uifqsphsbnxjmmcfjodpsqpsbufe
xjuipvsfyjtujohqsphsbn/Nbozpguifgbnjmjftdboopubddfttqsphsbnjohvomfttxf
qspwjefusbotqpsubujpotpxfbmtpxbouupqspwjefusbotqpsubujpotpxpnfoboe
dijmesfodbobddfttpvsqsphsbn/Gvoetxpvmecfejsfdumzvtfegpsusbotqpsubujpoboe
gppedptut/
How does your project, event, or program/service fill a need within the community?
Please describe how your project, event, or program/service enhances the community
to achieve a positive impact.
GFTQBjtbvojrvfqsphsbngpsofxdpnfsxpnfoboedijmesfo/Uifsfjtopuijohmjlfuijtjouif
bsfb/Uijtqsphsbntvqqpsutofxdpnfstczpggfsjohuifnbtbgftqbdfupdpoofdu-mfbsoboenblf
ofxgsjfoet/JuifmqtuifngffmjowjufebtuifzcfhjoupnblfFmhjouifjsofxipnf/Xpnfoboe
dijmesfogffmnpsffnqpxfsfeupnblfifbmuizdipjdftbgufscfjohjopvsqsphsbn/Xpnfobmtpgffm
cfuufsfrvjqqfeupbddfttwbsjpvttfswjdftboedijmesfobsfbcmfupcfuufsusbotjujpojoupbtdippm
tfuujohbgufscfjohjopvsqsphsbn/
If this is not a new project, event, or program/service, please explain how County
support will help enhance your existing initiative to boost participation and/or volunteer
involvement.
PvsfyjtujohqsphsbnxjmmcffoibodfeczuifDpvouz(ttvqqpsubtjuxjmmbmmpxvtup
foibodfpvsqsphsbngpsbcjhhfsjnqbdupoqbsujdjqbout/Xfpgufoibwfxbjujohmjtut
boexjuibeejujpobmtvqqpsugpsgppeboeusbotqpsubujponpsfxpnfobsfbcmfup
qbsujdjqbuf/Pvshpbmjtupsfbdiofxdpnfstxjuijouifjsgjstuzfbspgbssjwbmxifo
tvqqpsujtoffefenptu/
Please describe the financial need of your organization and the reasons for requesting
this support.
NDTjtbdibsjuzuibusfmjftpohsbout-epobujpotboegvoesbjtjohbmpohxjuiuiftvqqpsu
pgnbozdpnnvojuzwpmvouffst/Xjuipvuuiftfbeejujpobmgvoetpvsqsphsbntxjmmoffe
upusjnnfecfdbvtfepobujpotbsfepxouijtzfbs/Xjuiuijtbeejujpobmtvqqpsuxfdbo
dpoujovfuppggfsifbmuiztobdltboeipumvodift/
Section 2: Proposed Project/Event Budget
Applicants must provide a budget for the project, event, or program/service that easily
and clearly outlines financial information about the specific project, event, or
program/service for which the funding is being requested and must accurately disclose
the full value of any pledges outstanding or funding received for the project, event or
program/service at the time of submission.
A
2:9431
Revenue Needed Budget Amount Received to Date
11
Include Pledges
2969311
Include other funding
236111
Include projected other revenue
2:9431
Expenses Budget Amount Spent to Date
2:94311
Include advertising costs
11
Total Revenue less Expenses
Section 3: Detailed Project Outline and Financial Statements
Please attach the following documentation related to your project:
Your organizationÓs prior year financial statements.
Outline all areas of fundraising that have been explored.
Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible
procurement practices.
Detail why you consider County participation in your project necessary.
Detail what other government funding has been obtained/applied for to support
the project. Provide current funder decision of the support and the reason for
their decision.
How will this project directly benefit the ratepayers of the County of Elgin?
Provide consultant reports, including statistics, to support the above.
______
_ Initial Î Acknowledgement that approvals of large grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D in the Grants and
Sponsorships Policy).
Section 4: Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information as identified by the County Freedom of Information and Protection
of Privacy Act (MFIPPA) including name, address, telephone number and email address
is collected under the authority of the County of ElginÓs Access to Information and
Privacy Policy and the Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA).
I, the undersigned, have read and understand the requirements to report back, as per
Section 10: Accountability and Recognition of the Grant and Sponsorship Policy, the
results of the event/project to the County of Elgin after the event/project has concluded.
I understand that the grant or sponsorship provided is not transferrable to another
group/organization. If the event is cancelled or fails to occur, I understand that the funds
granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
I have attached all relevantdocuments/information based on the type of support
our application category requires as chosen above.
Organization Representative Name (print)
BoobCfshfo
Applicant Signature
Report to County Council
From: Mat Vaughan, Director of Planning and Development
Date: March 25, 2025
Subject: Letter to MMAH Re Official Plan Update
Recommendation(s):
Letter to MMAH Re Official Plan Update
Planning and Development dated March 25, 2025 be received and filed.
AND THAT Council endorses the proposed modifications to the adopted Elgin County
Official Plan and directs staff to forward said modifications to the Minister of Municipal
Affairs and Housing for his consideration when approving the Official Plan.
Introduction:
On Tuesday, March 11, 2025, Elgin County Council directed planning staff to share a
letter to be sent to the Ministry of Municipal Affairs and Housing outlining the requested
. These changes are required to
accommodate the updated population and employment projections and lands
needs assessment. A draft letter is attached to this report as Appendix A. The letter
outlines the sections of the Official Plan that require changes.
Background and Discussion:
As part of the Elgin County Official Plan Review Background Analysis, along with other
studies, the completion of population and employment projections were completed by
Hemson Consulting Ltd. to determine how and where Elgin County would grow.
On October 8, 2024 County Council approved to contract Hemson Consulting Ltd., to
.
changes ar
in Appendix A of this report.
Financial Implications:
N/A
Alignment with Strategic Priorities:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of Planning for and
Ensuring we have the
current programs and facilitating commercial,
necessary tools,
services with community industrial, residential, and
resources, and
need. agricultural growth.
infrastructure to deliver
programs and services
now and in the future.
Exploring different ways Fostering a healthy
of addressing community environment.
need.
Delivering mandated
programs and services
Enhancing quality of
efficiently and effectively.
Engaging with our
place.
community and other
stakeholders.
Local Municipal Partner Impact:
Two LMPs with notable changes in the latest Population and employment lands needs
assessment are Central Elgin and Aylmer.
Communication Requirements:
shared with our LMP planning offices.
Conclusion:
As requested by County Council, the letter addressed to the MMAH is attached to this
report as Appendix A.
All of which is Respectfully Submitted Approved for Submission
Mat Vaughan Blaine Parkin
Director of Planning and Development Chief Administrative Officer/Clerk
Appendix A Draft Letter to MMAH
March 25, 2025
Hon. Rob Flack,
Minister of Municipal Affairs and Housing
Rob.Flack@pc.ola.org
Dear Minister Flack,
At its meeting on March 25, 2025, the Council of the Corporation of the County of Elgin
adopted the following resolution:
XX
Seconded by: XX
Letter to MMAH Re Official Plan Update
Planning and Development dated March 25, 2025 be received and filed.
AND THAT Council endorses the proposed modifications to the adopted Elgin County
Official Plan and directs staff to forward said modifications to the Minister of Municipal
Affairs and Housing for his consideration when approving the Official Plan.
The following sections of the adopted Official Plan require updating:
Section 1
Revised Section 1.0 a) to modify scope of work from 2044, to 2054.
Revised Section 1.2 Figure 1
Section 2
Update figures 1 and 2 to extend time duration out to 2054 and update titles to reference
year 2054.
Update table 1 with new 2025 Hemson Pop/Employ/LNA study figures.
Add reference to Municipality of Central Elgin in Section 2.2.
this letter to show the required edits.
If you have any questions, please contact Mat Vaughan, Director of Planning and
Development at mvaughan@elgin.ca.
Report to County Council
From: Nicholas Loeb, Director of Legal Services
Date: March 25, 2025
Subject: LS 25-1 Administrative Services Agreement Elgin OPP Detachment Board
Recommendation(s):
THAT the report titled -1 Administrative Services Agreement Elgin OPP
from the Director of Legal Services dated March 25, 2025 be
received and filed.
AND THAT the draft Administrative Services Agreement attached as Appendix 1 to the
report be approved for presentation to the Elgin OPP Detachment Board Chair and that
the Warden and Chief Administrative Officer be authorized to sign the Agreement.
Introduction:
This report seeks approval of a draft Agreement for the County to provide Administrative
Services to the Elgin OPP Detachment Board.
Background and Discussion:
On September 24, 2024, County Council provided direction to staff to offer to the Elgin
is prepared to provide
administrative services to the Board. Staff were further directed to return to Council with
proposed terms and conditions for the provision of administrative services to the Board,
Staff were given general direction to
ensure that any administrative services are provided on a cost-recovery basis.
On March 4, 2025, County staff presented the Board with its proposal for administrative
services, including pricing. County staff estimate the total resources the Board will
require to be 162.50 staff hours, with a distribution of 56 hours from Financial Services
at a rate of $138 per hour, 16.5 hours from IT Services at a rate of $79 per hour and 90
hours from Administrative Services at a rate of $79 per hour. Additionally, periodic room
rentals, a webpage and e-mail addresses will be required. Staff estimate the time
allocation will decrease in any future year by approximately 25 hours per year, should
-
deliverables for the Board that will only be applicable in the first year.
On March 4, 2025Board resolved to accept the County proposal and authorized its
Chair to execute an Agreement with the County.
September 24, 2024 direction, County staff are
presenting this report and seeking Council approval of the draft agreement attached as
the draft agreement to the Board Chair
for review and execution.
Highlights of the draft agreement include:
The Term is for the period April 1, 2025 to January 31, 2026;
Either party may terminate the agreement
notice;
are designed to fully
support functioning of the OPP Detachment Board;
The fees are charged as an hourly rate, plus HST, with
the rates set for the purpose of cost recovery;
The County covenants it will provide the services in conformance with all
applicable legislation, but is free to control the manner of the work and the staff
assigned;
There are mutual indemnity and insurance requirements;
Legal Services notes that the draft agreement provides that access to information
requests will be handled by the Board / Ministry of the Solicitor General. At the time of
writing this report, the County is awaiting confirmation of the process from the Elgin
Financial Implications:
Alignment with Strategic Priorities:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of Planning for and Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, and resources, and
need. agricultural growth. infrastructure to deliver
programs and services
now and in the future.
Exploring different ways
Fostering a healthy
of addressing community
environment.
need. Delivering mandated
programs and services
Enhancing quality of
efficiently and effectively.
Engaging with our
place.
community and other
stakeholders.
Local Municipal Partner Impact:
Local Municipal Partners are responsible for funding the Board in conformance with the
legislation and regulations.
Communication Requirements:
is providing administrative support to the Board.
Conclusion:
Staff seek approval for presentation and authorization of the draft report attached as
Appendix 1.
All of which is Respectfully Submitted Approved for Submission
Nicholas Loeb Blaine Parkin
Director of Legal Services Chief Administrative Officer/Clerk
Appendix 1
AGREEMENT
THIS AGREEMENT, effective April 1, 2025 (the ÐEffective DateÑ).
BETWEEN:
ELGIN O.P.P. DETACHMENT BOARD
(hereinafter called the ÐBoardÑ)
OF THE FIRST PART
- AND -
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called the ÐCountyÑ)
OF THE SECOND PART
RECITALS:
WHEREAS sections 8 and 9 of the Municipal Act, 2001 S.O. 2001 c. 25, as amended,
provide that a municipality has the capacity, rights, powers and privileges of a natural
person and that the powers authorized pursuant to the Act shall be interpreted broadly
so as to confer broad authority on the municipality to enable it to govern its affairs as it
considers appropriate and to enhance the municipalityÓs ability to respond to municipal
issues.
AND WHEREAS the Community Policing and Safety Act, 2019, S.O. 2019, c. 1., Sched.
1., establishes an Elgin O.P.P. Detachment Board (the ÐBoardÑ).
AND WHEREAS the Board requires certain administrative services to be performed to
fulfill its legislative responsibilities and respond to policing and community safety issues;
AND WHEREAS the Corporation of the County of Elgin has the skills, expertise and
experience necessary to perform administrative services for the Board;
AND WHEREAS the Council of the County deems it expedient for its staff to provide
administrative services to the Board;
AND WHEREAS the Board and the County now wish to formalize their agreement;
NOW THEREFORE in consideration of the sum of TWO DOLLARS ($2.00) now paid by
each party to the other as well as the mutual covenants contained herein, the nature and
extent of which consideration is acknowledged as sufficient and received, the Parties
hereto agree as follows:
Page 1 of 12
1. GENERAL
1.1. Purpose of Agreement
This Agreement is for the provision of administrative services by the County to the
Board on the terms and conditions set out herein.
2. DEFINITIONS AND INTERPRETATION
2.1. Definitions
In this Agreement, unless the context otherwise requires, the following terms,
regardless of capitalization, shall have the following meanings:
2.1.1. ÐAdministrative ServicesÑ
ÐAdministrative ServicesÑ means the services described in Schedule ÐAÑ of this
Agreement.
2.1.2. ÐAgreementÑ
ÐAgreementÑ means this agreement, including any recitals and schedules to this
agreement, as amended, supplemented or restated from time to time.
2.1.3. "Confidential Information"
"Confidential Information" shall mean any non-public information, whether in oral,
written, electronic, or other form, disclosed by the County or the Board to each
other that is identified as confidential or would reasonably be understood to be
confidential under the circumstances. Confidential Information includes, but is not
limited to, personal health information, municipal plans, policies, proprietary data,
financial information, infrastructure plans, public safety strategies, internal reports,
and any other information that is not publicly available, including any information
supplied by the Province of Ontario, inclusive of its ministries and any crown
agencies, supplied in confidence.
2.1.4. ÐCounty CouncilÑ
ÐCouncilÑ means the elected municipal council of the County.
2.1.5. ÐBoard MembersÑ
ÐBoard MembersÑ means the individuals appointed to the Board.
2.2. Interpretation
2.2.1. Governing Documents and the Precedence Thereof
In case of any inconsistency or conflict between or within the provisions of this
Agreement any other document or writing, the provisions of such documents shall
take precedence and govern in the following order:
Page 2 of 12
i)The body of this agreement;
ii) The Schedule(s) hereto, except where they duplicate the below;
iii)Policies and Procedures implemented by the County for the provision of
Administrative Services;
These documents are integrated into this agreement and collectively form the
entirety of the agreement between the parties, and any supplement, modification,
amendment, or termination thereto shall only be binding if (i) executed in writing by
the Parties or (ii) specifically authorized by this Agreement. These documents are
collectively referred to herein as the ÐAgreementÑ.
2.2.2. Gender/Number
Words importing the singular shall include the plural and vice versa. Words
importing gender shall include all genders.
2.2.3. Headings Do Not Govern
The headings contained in this Agreement are for reference only and in no way
affect this Agreement.
2.2.4. ÐIncludeÑ
All instances of the word ÐincludeÑ and all conjugations thereof should be read as
though immediately followed by the words Ðwithout limitationÑ.
3. SERVICE
3.1 Provision of Administrative Services
The County hereby agrees to provide the Board with Administrative Services for the term of
the Agreement. The Administrative Services will be performed by qualified staff and in
accordance with industry standard levels of quality of work and diligence.
3.2 Control of Work
Subject to the specific terms and conditions of this Agreement, the County shall control all
aspects of the Administrative Services. The Board acknowledges and agrees that the
County may implement procedures and protocols, and assign individuals to the work, for the
purpose of performing the Administrative Services, at its sole discretion. The County agrees
to consult with the Board on an ongoing basis to ensure alignment between the CountyÓs
procedures and protocols and the effective delivery of the BoardÓs Administrative Services.
3.3 Dispute Resolution
Subject to section 3.2, should the Board desire to raise concerns with the service level of the
County or any of its individual employees then the Board shall provide such feedback to the
Chief Administrative Officer of the County. The County shall respond to the feedback within
five (5) business days and if the issue is not resolved through the response, shall
meaningfully consult with the Board to address the concern.
Page 3 of 12
4.TERM
Subject to the termination clauses of this Agreement, and notwithstanding that the
Agreement may have been executed after the Effective Date, the term of this Agreement
commences on April 1, 2025 and expires on January 31, 2026. Time is of the essence in
this agreement.
5. TERMINATION
5.1. Termination for Cause
5.1.1 The County may terminate this Agreement for breach of contract by the Board at any
time and without notice or further payment, excepting payment for work completed.
5.1.2 Notwithstanding the generality of section 5.1.1 the following shall be deemed to
constitute a breach of this Agreement:
5.1.2.1. Any failure to pay an invoice for Administrative Services within ninety (90) days;
5.1.2.2. If any agent of the Board treats any County agent, including County officers;
staff, volunteers, or subcontractors, in a manner that violates a workplace policy of the
County, including anti-harassment and anti-bullying policies;
5.1.2.3. If the Board reveals any confidential information of the County;
5.1.2.3. If the Board ceases to exist;
5.1.2 Where the breach of this Agreement is the failure to provide a service or part thereof
under this Agreement, including where a service or part thereof is delayed or is not
performed in a workmanlike fashion to the satisfaction of the Board, the Board may give
notice to the County in writing that the County is in default of this Agreement. Upon receipt
of such notice, the County shall remedy such defaults, with such remedy commencing as
soon as practicable. Should the County fail to do so, the Board may immediately take the
work or portions thereof out of the CountyÓs hands and employ person or persons such as
the Board may see fit to complete the work so taken over.
5.2. Termination Without Cause
5.2.1 The Board may terminate this Agreement at any time without cause and in its sole
discretion upon providing to the County ninety (90) calendar daysÓ written notice. Where
such termination notice be given by the Board, the County shall continue to provide the
Administrative Services during the notice period.
5.2.2 The County may terminate this Agreement at any time without cause and in its sole
discretion upon providing to Board ninety (90) calendar daysÓ written notice. The County will
continue to provide the Administrative Services during the notice period. The Board may
waive the notice period after written notice has been given by the County.
6. SAFETY AND EQUIPMENT
6.1. Safety
The County warrants and agrees that it has the expertise, knowledge, and abilities
Page 4 of 12
necessary to ensure compliance with all relevant safety standards, which include
statutory, regulatory, by-law, professional, and other applicable safety standards. The
Board agrees that it is has the expertise, knowledge and abilities necessary to ensure
that any location of Board meetings or other location where County staff may perform
the Administrative Services to the Board is safe. The Parties therefore agree that
ensuring that the Administrative Services are performed in a manner that ensures the
safety of the Board, County, its employees, members of the public, and public and
private property is the responsibility of the County with regard to its employees and
premises and the BoardÓs with regard to its Board Members.
6.1.1. Parties to Ensure Compliance
The Parties warrant that they are aware of and will at all times ensure compliance
with all relevant safety standards, which include statutory, regulatory, by-law,
professional, and other applicable safety standards.
6.1.2. Occupational Health and Safety
For clarity, and without limiting the generality of the above, the County
unequivocally acknowledges that it is the Employer, within the meaning of the
Occupational Health and Safety Act, as amended, of the County employees
delivering Administrative Services.
6.2. Equipment and Resources
6.2.1. Required Equipment
The County shall supply all equipment needed to provide Administrative Services
required by this contract.
6.2.2. Access to Information Resources
The Board shall ensure that it provides to the County all information resources
necessary, and as may be reasonably requested, to perform the Administrative
Services.
7. INSURANCE
7.1. County Insurance
The County shall take out and keep in force throughout the term of this Agreement a
comprehensive policy of public liability and property damage, which shall include bodily
injury and property damage liability, personal injury liability, completed operations
liability, and blanket contractual liability with a severability of interest and cross liability
clause. Such policy shall provide coverage in respect of any insurable event with a
minimum limit of $5,000,000.00 (Five Million Dollars), exclusive of interest and cost,
against loss or damage resulting from bodily injury to, or death of, one or more persons
and loss of or damage to property. Such policy shall further name the Board as
Page 5 of 12
additional insured.
Prior to the use by the County or any agent thereof of any vehicle not covered under the
aforementioned policy, the County shall take out and keep in force throughout the term
of this Agreement a Non-owned Automobile liability policy or other applicable policy that
shall provide a limit of no less than Two Million ($2,000,000) dollars per occurrence and
which shall name the Board as additional insured.
All aforementioned policies of insurance shall:
7.1.1. Be written with an insurer licensed to do business in Ontario;
7.1.2. Be non-contributing with, and will apply only as primary and not excess to, any
other insurance or self-insurance available to the Board;
7.1.3. Provide that any deductible amounts shall be borne by the County.
7.2. Board Insurance
The Board shall take out and keep in force throughout the term of this Agreement a
comprehensive policy of public liability and property damage, which shall include bodily
injury and property damage liability, personal injury liability, completed operations
liability, and blanket contractual liability with a severability of interest and cross liability
clause. Such policy shall provide coverage in respect of any insurable event with a
minimum limit of $2,000,000.00 (Two Million Dollars), exclusive of interest and cost,
against loss or damage resulting from bodily injury to, or death of, one or more persons
and loss of or damage to property. Such policy shall further name the County as
additional insured.
Prior to the use by the Board or any agent thereof of any vehicle not covered under the
aforementioned policy, the Board shall take out and keep in force throughout the term of
this Agreement a Non-owned Automobile liability policy or other applicable policy that
shall provide a limit of no less than Two Million ($2,000,000) dollars per occurrence and
which shall name the County as additional insured.
All aforementioned policies of insurance shall:
7.2.1. Be written with an insurer licensed to do business in Ontario;
7.2.2. Be non-contributing with, and will apply only as primary and not excess to, any
other insurance or self-insurance available to the County;
7.2.3. Contain an undertaking by the insurer to notify the County in writing not less than
sixty (60) days before any material change in risk or cancellation of coverage.
7.2.4. Provide that any deductible amounts shall be borne by the Board.
8. INDEMNITY
Each Party (the ÐIndemnifying PartyÑ) shall indemnify and hold harmless the other party (the
ÐIndemnified PartyÑ), its officers, Municipal Council, Board Members, Employees and
volunteers from and against any liabilities; claims; expenses; demands; losses; costs,
including legal costs on a full indemnity basis; damages; suits or proceedings by
whomsoever made, arising directly or indirectly by reason of any requirements of this
Agreement, save and except for loss or damage caused by the negligence of the
Page 6 of 12
Indemnifying Partyor itsemployees.The Indemnifying Partyshall take due and proper
precautions for the prevention of accidents to its employees and other persons and property
during or in consequence of the work and, should the Indemnified Party incur, pay or be put
to any loss, damages, costs, charges or expenses or claims arising out of any failure to do
so, the Indemnifying Party shall forthwith, upon demand, repay the same to the Indemnified
Party.These indemnities shall survive the expiration or termination of this Agreement and
continue thereafter in full force and effect.
9. FEES AND PAYMENT
9.1 Fees
9.1.1 The Board shall pay to the County the fees set out in Schedule ÐBÑ. The Board shall
be charged HST in addition to all rates set out in Schedule ÐBÑ.
9.1.2 Should any disbursements to third-parties be required to be paid by the County to
the third-party in order to provide the Administrative Services, the County shall
include such disbursements in its invoice to the Board and the Board shall pay such
disbursements. Notwithstanding the foregoing, the County must receive the BoardÓs
advance, written permission to incur any disbursement greater than $1,000.
9.1.3 The County shall invoice the Board for the Administrative Services quarterly. Save
and except for any element of any invoice in dispute, the Board shall pay each such
invoice within 30 days of receipt of such invoice.
10. INFORMATION AND RECORDS
10.1. Information Security
The County shall use industry standard security, both physical and electronic, to protect
the information of the Board or any third-party that is received by the County for the
purpose of the Administrative Services.
The Parties hereby agree to ensure that the other PartyÓs Confidential Information is
treated as confidential and secured in the same manner as the Party secures its own
confidential information. Additionally, neither party will disclose any Confidential
Information of the other Party without prior written consent.
10.2. Records
10.2.1. For the purposes of the both the Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA) and the Freedom of Information and Protection of Privacy Act
(FIPPA), the Board shall be the entitythat has a greater interest in any access
request received for records of the Board arising out this Agreement and/or the
provision of Administrative Services by the County to the Board.
10.2.2. The County shall forward any access request received by the County to the Board,
or the Ministry of the Solicitor General, as may be applicable (the ÐAccess
RespondentÑ), in conformance with the requirements of access legislation.
Page 7 of 12
10.2.3.The County shall provide the Access Respondent with the documents responsive to
an access request arising out of the obligations of this Administrative Services
Agreement.
11. MISCELLANEOUS
11.1. Delay
In the event that there is a Service Delay for any reason whatsoever, including
equipment breakdown or operator unavailability, the County shall notify the Board
thereof by email as soon as possible. The Parties agree to use best efforts to resolve
the reason for the delay.
11.2. Notice
Except as otherwise specified, where any notice, direction or other communication is
required to be or may be given or made by one of the parties hereto to the other, it shall
be deemed sufficiently given or made if delivered in writing to such party at the following
addresses:
Board:
Attn: Chair
Elgin OPP Detachment Board
c/o Elgin County
450 Sunset Drive
St. Thomas, ON, N5R 5V1
County:
450 Sunset Drive
St. Thomas, ON, N5R 5V1
cao@elgin.ca
Notwithstanding the foregoing, the Board may provide seven (7) daysÓ written notice to
the County of a the appropriate e-mail address for the Board chair and upon receipt of
such notice the County may deliver notices to the e-mail address provided by the
Board.
11.3. Non-Enforcement Does Not Constitute Waiver
No waiver of any part of this Agreement will be deemed to be a waiver of any other
provision. No term of this Agreement will be deemed to be waived by reason of any
previous failure to enforce it. No term of this Agreement may be waived except in a
writing signed by the party waiving enforcement.
11.4. Governing Law
The validity, construction, and performance of this Agreement shall be governed by the
laws of the Province of Ontario and the Law of Canada applicable therein from time to
Page 8 of 12
time.
11.5.Execution by Counterpart; Electronic Signatures Permitted
This Agreement may be executed in one or more counterparts and thereafter
exchanged by scanned, emailed or facsimile transmission methods, each of which
document, once executed, shall constitute an original thereof and all of which together
shall constitute one and the same Agreement. This Agreement may be signed by way
of electronic signatures, provided that such electronic signatures comply with the
BoardÓs policies regarding the same.
11.6. No Assignment without Consent
No Party may assign this Agreement or any right or obligation under this Agreement
without receiving the other PartyÓs written consent in advance.
11.7. Entire Agreement
This Agreement constitutes the entire agreement between the parties with respect to
the subject matter hereof. This Agreement supersedes any prior agreements,
understandings, negotiations and discussions, whether oral or written, between the
parties.
\[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK\]
Page 9 of 12
11.8. Severability
If any clause of this Agreement is determined by a court of competent jurisdiction to be
illegal or unenforceable, then such clause shall be considered separate and severable
from the rest of this Agreement, and the remaining provisions shall remain in full force
and effect and shall continue to be binding upon the parties as though the illegal or
unenforceable clause had never been included.
IN WITNESS WHEREOF this Agreement has been executed by the parties as of the effective
date.
SIGNED AND DELIVERED
) Corporation of the County of Elgin
)
)
) per:_______________________________
) Name:Grant Jones
) Position: Warden
)
)
)
) per:_______________________________
) Name:Blaine Parkin
) Position: CAO/Clerk
)We have authority to bind the corporation.
ELGIN O.P.P. Detachment Board
)
)
) per:_______________________________
) Name:Dave Jenkins
) Position: Chair
I have authority to bind the Board
Page 10 of 12
Schedule ÐAÑ
Administrative Services
The County will provide the following Administrative Services to the Board in conformance with
all statutory requirements:
Meeting Management
Scheduling Board Meetings
Scheduling Delegations
Preparing Reports and Correspondence
Creating and Distributing Agenda
Recording Meeting Minutes
Records Management
Storing Board Files
Policy and By-Law Development
Establishing and amending a procedural by-law
Establishing and amending a procurement policy and by-law
Establishing and amending a travel policy
Establishing and amending an abuse prevention policy
Establishing and amending any other policies directed by the Board
Financial Management
Preparation of a Budget
Procurement
Payroll support
Financial Support (AP/AR/Budget, setup of financial accounts, HST, and reporting)
*Independent Auditing is specifically excluded
Stakeholder Communication/Liaison
Updating Board on legislative changes
Sharing information from the Solicitor General and Inspectorate of Policing
Drafting and sending Board Correspondence
Providing relevant updates (e.g. minutes) to participating municipalities
Managing memberships (e.g. OAPSB, Zone 6)
Web Presence and Technology
Developing and maintaining a section on the CountyÓs website dedicated to the Board
Creating and monitoring inquiries through a centralized e-mail address
IT Support for Board Meetings
Permitting access to the CountyÓs contracted IT provider for helpdesk tickets
Page 11 of 12
SCHEDULE ÐBÑ
FEES
Service Hourly Rate
Meeting Management$79/hr
Records Management $79/hr
Policy and By-Law Development $79/hr
Financial Management$138/hr
Stakeholder Communication/Liaison $79/hr
Web Presence / Technology $79/hr
CategoryFlat Fee
Meeting Rooms
Fee as prescribed in Fees & Charges By-Law
for County facilities; Actual cost for non-
County facilities
*HST is in addition to the above fees.
Page 12 of 12
155 University Ave., Suite 800 Toll-free in Ontario:
Toronto, Ontario M5H 3B7 1.877.426.6527
Telephone: 416.971.9856 Fax: 416.971.6191
March 13, 2025
Sent via e-mail to: premier@ontario.ca
The Honourable Doug Ford
Premier of Ontario
Legislative Building, Room 281
QueenÓs Park
Toronto, ON
M7A 1A1
Dear Premier Ford,
On behalf of the Association of Municipalities of Ontario (AMO) and its members, I want
to thank you for your strong leadership on behalf of Ontario and Canada through the
continued uncertainty around tariffs and international trade.
As I wrote to you last week, OntarioÓs municipalities are eager to support provincial and
federal responses to these tariffs, including leveraging their $22 billion in annual
procurement.
We all hope for a negotiated solution that doesnÓt substantially impact the Canadian
economy. However, with the uncertainty and constantly changing direction coming from
President Trump, we must also consider how our province and country could best
weather a protracted economic downturn.
Investing in local communities is always a good idea. In an economic downturn, it is
essential. Investments in community housing and municipal infrastructure have been
critical responses to previous economic downturns, including under Prime Minister
Harperin 2008. As outlined in an AMO report that will be released today, investments in
community housing would:
- Provide a secure pipeline of projects for the residential construction sector,
preserving jobs and investment in Ontario; and
- Contribute to OntarioÓs long-term economic productivity by improving overall
housing affordability and enabling workers to live where there is demand for skills
and labour.
AMO is recommending an immediate new investment of $1.5 billion over 2025/26 and
2026/27 for new capital development and capital repairs to existing housing stock. This
new investment supports the acquisition and rehabilitation of existing buildings to
protect OntarioÓs economy now while also supporting future productivity and economic
growth.
We look forward to continuing to work closely with your government to ensure that
OntarioÓs residents, communities, and industry leave this time of uncertainty even
stronger and more economically resilient.
Sincerely,
Robin Jones
AMO President
Mayor of the Village of Westport
cc: Michelle DiEmanuele, Secretary of the Cabinet
Martha Greenberg, Deputy Minister, Ministry of Municipal Affairs and Housing
Ali Veshkini, Deputy Minister, Ministry of Infrastructure
Jason Fitzsimmons, Deputy Minister, Ministry of Finance
2
CƩƚƒʹSoniaBASU<sonia.basu@tvdsb.ca>
{ĻƓƷʹ March 7, 2025 1:20 PM
{ǒĬƆĻĭƷʹ Invitation to Community Planning & Facility Collaboration Opportunities Meeting - Elgin County
& St. Thomas
Good afternoon,
You have been invited to attend the Thames Valley District School Community
Planning and Facility Collaboration Opportunities Meeting for Elgin County and St.
Thomas. Kindly circulate this invitation to members of Council and appropriate staff
within your organization.
Meeting Details
Date: Friday, April 25, 2025
Time: 10:00 a.m. 12:00 p.m.
Location: Southwold Keystone Complex, 35921 Talbot Line, Shedden, ON N0L 2E0
Virtual Meeting Link: A virtual Microsoft Teams meeting link and additional details will
be sent to all registrants ahead of the meeting date.
Please RSVP by Thursday, April 17, 2025: Community Planning & Facility
Collaboration Meeting - Elgin County & St.
Thomas (https://forms.office.com/r/fPM87JKxGK)
The purpose of the meeting is for TVDSB to share accommodation planning information
and foster partnerships with our municipal and community colleagues.
Key goals of the meeting include:
Managing excess facility space,
Projecting future needs, and
Identifying opportunities for facility partnerships.
We hope to improve public asset use by collaborating with municipalities and
community organizations to benefit students, families, and communities.
If you wish to share relevant information and/or make a presentation at the meeting,
please submit material to planning@tvdsb.ca by Thursday, April 17, 2025. Please note
that this material may also be posted on website.
The agenda for the meeting will be posted on the Planning website
(www.tvdsb.ca/planning) in advance of the meeting. Following the meeting, any
information presented by TVDSB will also be posted.
If you have any questions or require additional information regarding
Community Planning and Facility Collaboration Opportunities Meeting, please contact
Sonia Basu at sonia.basu@tvdsb.ca.
Take care,
Sonia Basu (She/Her)
Administrative Assistant, Planning
951 Leathorne Street, London ON N5Z 3M7
(519) 452-2000 ext. 21083 sonia.basu@tvdsb.ca
COUNTY OF ELGIN
By-Law 25-13
BEING A BY-LAW TO DEFINE THE MANDATE AND MEETING PROCEDURES
FOR COMMITTEES ESTABLISHED BY THE CORPORATION OF THE COUNTY OF
ELGIN
WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, c. 25 as
amended, every municipality and local board shall pass a procedure by-law for
governing the calling, place and proceedings of meetings;
AND WHEREAS the Council of the Corporation of the County of Elgin did pass By-
Law 25-06, being a procedure by-law governing the calling, place and proceedings
of meetings of Council;
AND WHEREAS the Council of the Corporation of the County of Elgin deemed it
expedient to pass a separate by-law, being By-Law 23-01, as amended by By-Law 25-
01, in order to make and establish rules and regulations for the mandate and meeting
procedures under which local boards and committees of council are to operate;
AND WHEREAS Council deems it expedient to adopt a replacement By-Law to make
and establish rules and regulations for the mandate and meeting procedures for local
boards and Committees established by Council;
AND WHEREAS Council has established Committees that are comprised of members
of the public, staff and Members of Council;
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT this By-Law come into force and take effect on the date of its passing.
2. THAT By-Laws No. 23-01 and 25-01 are hereby repealed.
th
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 25 DAY
OF MARCH 2025.
_________________________________ ___________________________
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.
1
By-Law No. 25-13
Table of Contents
1. Short Title ............................................................................................................. 3
2. Definitions ............................................................................................................. 3
3. Purpose ................................................................................................................ 4
4. Principles of the Council Committee By-Law ........................................................ 4
5. Application ............................................................................................................ 5
6. Interpreting the Council Committee By-Law ......................................................... 5
7. Suspension of Rules ............................................................................................. 5
8. Pecuniary Interest ................................................................................................. 6
9. Majority Vote......................................................................................................... 6
10. Creating, Amending or Dissolving a Committee................................................ 6
11. Accountability .................................................................................................... 8
12. Duties of Committees ........................................................................................ 8
13. Committee Terms of Reference ........................................................................ 9
14. Annual Report ................................................................................................... 9
15. Committee Composition .................................................................................... 9
16. Standing Committee Composition .......................................... 10
17. Advisory Committee Composition .......................................... 10
18. Legislated Committees ........................................................... 10
19. Agencies and Boards with Council Appointees ...................... 10
20. Ad Hoc Committees ............................................................... 10
21. Citizen Appointments ...................................................................................... 10
22. Citizen Appointments Criteria to Serve on a Committee .............................. 11
23. Retention of Applications to Serve on Committees ......................................... 11
24. Duration of Citizen Appointments .................................................................... 11
25. Chair and Vice Chair ....................................................................................... 11
26. Role of the Chair ............................................................................................. 11
27. Role of the Warden ......................................................................................... 12
28. Role of Councillors Not Appointed to Committee ............................................ 12
29. Term of Appointment ...................................................................................... 12
30. Attendance and Absenteeism ......................................................................... 12
31. Location and Schedule of Meetings ................................................................ 13
32. Public Participation at Committee Meetings .................................................... 13
33. County CAO/Clerk Support ............................................................................. 14
34. Compensation ................................................................................................. 14
35. Meetings ......................................................................................................... 14
36. Motions/Clauses Lost at Committee Meetings ................................................ 14
37. Notice of Meetings of Committees .................................................................. 14
38. Preparation of Council Committee Agendas ................................................... 14
39. Council Committee Agenda ............................................................................ 15
40. Open/Closed Meetings ................................................................................... 15
41. Improper Conduct ........................................................................................... 15
2
42. Council Committee Minutes ............................................................................ 15
Schedule A Standing Committees .......................................................................... 16
Legislated Committees ..................................................................... 26
Agencies and Boards with Council Appointees ................................. 30
Schedule F Council Appointments to Committees/Boards/Agencies ...................... 34
1. Short Title
1.1 This By--
2. Definitions
2.1 In this By-Law:
means the Municipal Act, 2001 S.O. 2001, Chapter 25, as amended.
means a committee, sub-committee or similar entity of which at
least 50 per cent of the Members are also Members of Council, appointed by Council
to review and report on a specific issue. Once the final report is delivered and a
resolution of Council is adopted concerning the specific issue, the Ad Hoc Committee
is automatically dissolved.
means a committee established by Council to advise on
matters which Council has deemed appropriate for the Committee to consider.
means the Chief Administrative Officer of the County or his or her designate.
means the person duly appointed, by By-Law, pursuant to Section 228 of
the Act, as a Clerk, or Deputy Clerk of the County.
means the position of the person appointed to preside, or presiding at, a
Meeting, whether that person is the regular Chair or not.
means a Meeting, or any portion thereof, of Council or
Committee that is not open to the public, pursuant to Section 239 of the Act or any
successor provision thereto.
means any advisory or other committee created by Council, of which
at least one Member is also a Member of Council, which is established under any
Act with respect to the affairs or purposes of one or more municipalities.
means the elected Mayors and/or Deputy Mayors or alternate(s) of the
means the Corporation of the County of Elgin.
means to address Council or Committee at the request of the person
wishing to speak.
Ex-Officiomeans a member who has the right, but not the obligation, to
participate in the proceedings of a Meeting, and is not counted in determining the
number required for a quorum or whether a quorum is present at a meeting. Ex-
Officio cannot attend a Committee Meeting if by attending a minimum quorum of
Council is created.
means a statutory committee established under
legislation.
means an event wherein business is transacted for any regular or special
purpose by Council or local board, or Committee or sub-Committee, of either of
3
them, as the case may be, where, (a) a quorum of Members is present, and (b)
Members discuss or otherwise deal with any matter in a way that materially
advances the business or decision-making of Council, local Board or Committee.
means a person that is a member of Council for the County of Elgin; or a
person appointed by Council to a Committee.
means a written Record of Meetings of a Committee, and the Minutes are
to include the events of the Meeting, a list of attendees, a statement of the issues
considered by the Members, and related responses and decisions on issues.
means a Meeting, or portion thereof, that is not held in Closed
Session.
means an interest, whether direct or indirect, that meets the
criteria set out in the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2, ss.
3.
- means a local board or committee that has been delegated
-making powers and makes quasi-judicial decisions.
means a majority of the whole number of Members of the Committee,
including the Chair.
means the person responsible for recording the Minutes, the
preparation of the agenda and the preparation of any resulting correspondence.
means a Committee established by Council, comprised
entirely of Members of Council, to carry out duties on an ongoing basis, as specified
by Council.
means any advisory body, roundtable or other body Council
established to advise on specific areas of interest, with Members of the public and
staff making up more than 50 per cent of the membership and Council Members or
other elected officials making up the rest.
means the document that defines the establishment,
mandate/objectives, composition, reporting requirements, term of appointment, and
meeting frequency of each Committee of Council.
means the Warden of the Corporation of the County of Elgin, in
accordance with the Act.
3. Purpose
3.1 This By-Law establishes the meeting procedures and mandate for Council
Committee Meetings.
4. Principles of the Council Committee By-Law
4.1 The principles of openness, transparency and accountability to the public guide
-making process. In the context of Committee Meeting
proceedings, this is accomplished by:
4.1.1 Ensuring the decision-making process is understood by the public and
other stakeholders;
4.1.2 Providing access to information and opportunities for input by the public
and other stakeholders;
4
4.1.3 Exercising and respecting individual and collective roles and
responsibilities provided for in this By-Law and other statutory
requirements;
4.1.4 The protection of basic rights by recognizing the right of the majority to
decide, the minority to be heard and individuals have the opportunity to
participate.
4.2 The principles of parliamentary law governing Committee Meetings include:
4.2.1 The majority of Members have the right to decide;
4.2.2 The minority of Members have the right to be heard;
4.2.3 All Members have the right to information to help make decision, unless
otherwise prevented by law;
4.2.4 All Members have a right to an efficient Meeting;
4.2.5 All Members have the right to be treated with respect and courtesy; and
4.2.6 All Members have equal rights, privileges and obligations.
5. Application
5.1 The rules and regulations contained in this By-Law set out the rules of order for
the dispatch of business in Committee Meetings and shall be observed in all
proceedings of Committees appointed by Council.
5.2 Except as otherwise provided for in this By-Law, all Committees must conform
to the rules governing the procedures of a meeting of Committee of the Whole
-Law No. 25-06, as may be amended or
replaced.
5.3 Where an applicable procedure prescribed by the -Law
refers to a Councillor that reference is deemed to refer to any Member of a
Council Committee.
6. Interpreting the Council Committee By-Law
6.1 In the event of a conflict between this By-Law and a valid and binding statute,
the provisions of the statute prevail.
6.2 A specific statement or rule in this By-Law has greater authority than a general
one.
6.3 If there is a conflict between two or more rules in this By-Law, or if there is no
specific rule on a matter, the Chair will rule. In making a ruling, the Chair may
consult the Secretary, a Clerk, the Chief Administrative Officer, or rely on
previous rulings or practices, or refer to Order (Newly
Revised).
7. Suspension of Rules
7.1 The rules and regulations contained herein that are discretionary and not
mandatory under statute may be temporarily suspended by a two-thirds vote of
the whole Committee, with the exception of the following circumstances:
7.1.1 Where required by law;
7.1.2 Contractual agreements binding the County;
5
7.1.3 Amending this Council Committee By-Law; and
7.1.4 Quorum requirements.
8. Pecuniary Interest
8.1 As required by the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2,
ss 3, a Member who has any pecuniary interest, direct or indirect, in any matter
and is present at a meeting of the council or local board at which the matter is
subject to consideration, the Member,
8.1.1 Shall, prior to an consideration of the matter at the meeting, disclose the
interest and the general nature thereof;
8.1.2 Shall not take part in the discussion of, or vote on any question in respect
to the matter; and
8.1.3 Shall not attempt in any way, whether before, during or after the meeting,
to influence the voting on any such question.
8.1.4 Where the interest of a Member has not been disclosed as required in
referred to therein, the Member shall disclose the interest and otherwise
comply with Section 8.1 at the first meeting of the Council or local board,
attended by the Member after the meeting where the matter was
considered.
8.2 A Member shall file with the Clerk a written statement of any interest declared
by the Member in accordance with the Municipal Conflict of Interest Act, RSO
1990 and its general nature, and the Clerk will make the disclosure publicly
available and will maintain a registry of written statements of disclosure.
8.3 In the case of items to be discussed in a Closed Session Meeting, the Member
declaring a pecuniary or other conflict of interest shall leave the Meeting and
shall take no action to participate in, or influence, the vote of the other Members
when said item is to be resolved by Council.
9. Majority Vote
9.1 Unless this By-Law states otherwise, a matter passes when a Majority of
Members present vote in the affirmative.
10. Creating, Amending or Dissolving a Committee
10.1 Council may, at any time on Motion of a Member duly considered and agreed to
by a Majority vote, strike a Committee, Ad Hoc Committee and/or Steering
Committee, as the case may be, which shall consider and report on any matter
or perform any special service within the spheres of jurisdiction of Elgin County,
pursuant to the Act.
10.2 Council may create a new Committee in response to any of the following:
10.2.1 Requirements of applicable legislation or regulation (Federal, Provincial
or Municipal By-Law);
10.2.2 Changing priorities;
10.2.3 To address significant public issues or trends;
10.2.4 Where public input is deemed desirable;
6
10.2.5 Recommendation and report by staff;
10.2.6 Any other reason deemed appropriate by Council.
10.3 In creating a new Committee, Council shall have regard for the following:
10.3.1 Establishing a clearly defined mandate and terms of reference;
10.3.2 Membership and quorum requirements/qualifications;
10.3.3 Composition of the committee
10.3.4
and objectives;
10.3.5 The reporting relationship and frequency of progress reports;
10.3.6 Public and financial considerations;
10.3.7 Staff resources to be made available and the impacts on County
departments;
10.3.8 The need for any sub-Committees/working groups; and
10.3.9 Defined timeline for completion of the assigned tasks.
10.4 Amendments to the mandate/terms of reference of a Committee may be
initiated by Council, by recommendation of a Committee or by a report and
recommendation from staff. All amendments to mandate/terms of reference
must be approved by Council.
10.5 The following factors may be considered by Council when amending a
10.5.1
against fulfilling the mandate;
10.5.2 Impact of the change on the mandate/terms of reference;
10.5.3 Continued relevance of the
10.5.4 The degree of public interest;
10.5.5 Changes to the applicable legislation or regulations;
10.5.6 Changing Council priorities or new issues at Council;
10.5.7 Cost analysis and required resources; or
10.5.8 Committee term.
10.6 The dissolution of a Committee may be triggered by any one of the following,
provided that such trigger is provided for in the terms of reference for the
Committee or otherwise contained in a by-law approved by Council:
10.6.1 Expiration of the Committee term;
10.6.2 Completion of the Com
10.6.3
meetings, amount of Committee business, number of cancelled
7
meetings);
10.6.4 Resolution of the issues that led to the creation of the Committee;
10.6.5 The legislative requirement for the Committee no longer exists;
10.6.6 Merger with another Committee;
10.6.7
against fulfilling the mandate;
10.6.8 Changing Council priorities;
10.6.9 Recommendations by the Committee by resolution; or
10.6.10 Report and recommendation by staff.
10.7 Committees created by Council will be formally dissolved by a Council
resolution that is implemented through amendments to this By-Law as
necessary, unless otherwise defined in the Committee Terms of Reference.
11. Accountability
11.1 Pursuant to the Act, except in the case of a Quasi-Judicial Board, or as
otherwise provided for in the Terms of Reference, Committee shall provide
recommendations and advice to Council.
11.2 All Committees are accountable to County Council.
11.3 All Committees will report to County Council at least annually.
11.4 A Committee may provide reports or seek direction from Council at any time
other than the annual report.
11.5 Unless otherwise provided for in the Terms of Reference, establishing a
Committee or otherwise contained in a by-law approved by Council, all
decisions of Committees shall be in the form of recommendations to Council.
Recommendations of a Committee shall be forwarded by the Secretary to the
CAO/Clerk for inclusion in the County Council Meeting Agenda.
12. Duties of Committees
12.1 The general duties of Committees of Council shall be:
12.1.1 To report to Council from time to time, whenever desired by Council and
as often as the interest of the County may require, on all matters
concerned with the duties imposed on them respectfully, and to
recommend such action by Council in relation thereto as may be
deemed necessary;
12.1.2 To forward recommendations of the Committee to Council as set out in
Section 11.5;
12.1.3 To consider and report on any and all matters referred to them by
Council and every such report shall be signed by the Chair submitting
the same;
12.1.4 To comply strictly with the transaction of all business to the rules
prescribed in this By-Law.
8
13. Committee Terms of Reference
13.1 For every Committee, Ad Hoc Committee and/or Steering Committee
established by Council, Council shall adopt Terms of Reference, and these
Terms of Reference shall be reviewed with each term of Council.
13.2 Terms of Reference approved by Council shall constitute the constating
document of the Committee.
13.3 The Terms of Reference adopted by Council must include the following:
13.3.1 Identification of Members as appointed including term of office for
citizen appointments if the term does not coincide with the term of
Council;
13.3.2 The mandate of such Committee, Ad Hoc Committee and/or Steering
Committee;
13.3.3 Specific duties, including delegated powers (if any); and
13.3.4 Requirement for a term report to provide a status update on the
activities and accomplishments of the Committee, Ad Hoc Committee
and/or Steering Committee.
14. Annual Report
14.1 The mandate/terms of reference for a new or existing Committee shall include
the requirement that the Committee report to Council annually by the end of
each calendar year, either directly or through the appropriate Standing
Committee, respecting the following matters:
14.1.1 A concise summary of the activities and accomplishments of the
Committee during the current year;
14.1.2
focus areas to be aligned with C
14.1.3 Any recommendations respecting proposed changes to the
14.2 The Annual Report shall provide a clear and concise summary of the
and future focus areas and shall be limited to a maximum
of three (3) pages.
15. Committee Composition
15.1 Members of Committees will be appointed by Council by resolution.
15.2 Committee Composition is determined by County Council as established by
approved Terms of Reference for each Committee.
15.3 The Warden shall recommend and Council shall appoint representatives from
within their membership to various Committees/Boards/Agencies at their first
meeting in January of each year, in order to fulfil the number of positions
required to be fulfilled by Members of Council pursuant to the Terms of
Reference for each Committee.
15.4 All Members of Council shall be appointed to at least one position on a
Committee, Local Board or Agency.
9
15.5 All Members of Council are equally eligible to serve on any Committee, Local
Board or Agency.
15.6 Any Member of Council or Committee may be placed on a Committee
notwithstanding the absence of such Member at the time of being named on
such Committee.
16. Standing Committee Composition
16.1 The composition and Terms of Reference for Standing Committees are hereby
hereto and forming a part of this By-Law.
16.2 It is the responsibility of the Standing Committees to report to Council and all
matters connected with their duties referred to them by Council and recommend
such action as they deem necessary.
17. Advisory Committee Composition
17.1 The composition and Terms of Reference for Advisory Committees are hereby
hereto and forming part of this By-Law.
18. Legislated Committees
18.1 The composition and Terms of Reference for Legislated Committees are hereby
established by the C
hereto and forming part of this By-Law.
19. Agencies and Boards with Council Appointees
19.1 The Committees to which Council makes appointments, but are not Committees
of Council, is includ
rules established by their governing body.
20. Ad Hoc Committees
20.1 Council may establish Ad Hoc Committees for special projects, upon the
recommendation of Council, Committee of the Whole, or staff. Establishment of
Ad Hoc Committees does not require an amendment to this By-Law.
20.2 An Ad Hoc Committee must have a clear mandate and well-defined Terms of
Reference that must include:
20.2.1
20.2.2 The number of Members;
20.2.3 The composition of membership, including members of staff, if
applicable;
20.2.4 Reporting relationships;
20.2.5 Staff and other resources to be made available; and
20.2.6 A start and finish date.
21. Citizen Appointments
21.1 When determined by Council statute or legislation, as established by Terms of
Reference for a Committee approved by Council, members of the public will be
10
eligible to serve on a Committee as citizen appointees.
21.2 When Council decides to include members of the public on an Ad Hoc
website inviting members of the public to apply to be a member of the
Committee.
22. Citizen Appointments Criteria to Serve on a Committee
22.1 Citizen appointments to Committees listed in this By-Law must be at least 18
years of age or older, a resident of Elgin County, and be one of the following:
22.1.1 A Canadian citizen; or
22.1.2 Permanent Resident - a person who has been given permanent
resident status by immigrating to Canada but is not a Canadian citizen
and has resided in Elgin County for at least one year.
22.1.3 Appointments must maintain residence in the County of Elgin for the
duration of their term on the Committee.
23. Retention of Applications to Serve on Committees
23.1 Applications from members of the public who are not appointed during the
regular appointment process will be kept on file in the office of the CAO/Clerk
for a period of one (1) year from the date of submission.
23.2 If a vacancy occurs on a Council Committee within one (1) year, the applicants
who applied to serve on that Committee and were not appointed will be
contacted and asked if they are still interested in serving.
23.3 The CAO/Clerk will also re-advertise the vacancy in the newspaper and on the
24. Duration of Citizen Appointments
24.1 Members of the public will be eligible to serve for a maximum time established
by the approved Terms of Reference.
24.2 Renewed membership on a Committee is not automatic and any member of the
public who wishes to serve for an additional term must submit an additional
application form or provide a letter which includes the necessary information in
order to be considered for reappointment.
25. Chair and Vice Chair
25.1 Each Council Committee must, at its first meeting each year, appoint a Chair
and Vice Chair from Members of Council appointed to the Committee.
25.2 For the purposes of clarity, a Member of the Committee who served as
Committee Chair or Vice Chair may be reappointed as Committee Chair or
Vice Chair.
25.3 If a Committee is unable to appoint a Chair or Vice Chair, Council will appoint
the Chair or Vice Chair.
26. Role of the Chair
26.1 In addition to duties prescribed by the Council Procedural By-Law No. 25-06, as
may be amended or replaced, the Chair will perform the following duties of the
Committee:
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26.1.1 If requested by Council, provide recommendations regarding the
reappointment of Members of a Council Committee; and
26.1.2 Assist the County CAO/Clerk to prepare any reports required by Council
including the Annual Report.
27. Role of the Warden
27.1 The Warden shall be a Member Ex-Officio of all Committees as required and
may vote on all questions before the Committee and the Ex-Officio Member
shall not be counted in the formation of quorum. If the Warden is included as a
Committee Member in the Committee Terms of Reference, the Warden shall be
counted in the formation of quorum.
28. Role of Councillors Not Appointed to Committee
28.1 Members of Council or Committee may attend the Meetings of any of its
Committees but shall not be allowed to vote.
28.2 Non-Members shall be allowed to take part in discussion or debate with the
permission of the majority of Members of the Committee.
29. Term of Appointment
29.1 Terms of Appointment are included in Committee Terms of Reference, as
approved by Council annually through review of this By-Law.
29.2 Unless specifically provided for in this By-Law or By-Law No. 25-06, as may be
amended or replaced, such Committee, Ad Hoc Committee and/or Steering
Committee shall dissolve as soon as the services for which that Committee was
appointed are performed.
29.3 Unless Council specifically sets out in this By-Law, or unless legislation
provides otherwise, the term of office for citizen appointments to Committees,
Ad Hoc Committees and/or Steering Committees shall coincide with the term of
Council.
29.4 Unless otherwise prescribed by law, Council and citizen memberships on all
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Committees end on November 14 of a municipal election year.
29.5 A non-statutory Council Committee shall not extend beyond the term of Council
unless the newly elected Council confirms by resolution the continuance of the
Committee.
29.6 Terms of office and memberships on external Boards/Commissions/Authorities
or Quasi-Judicial Committees must be in accordance with this By-Law unless
the term of office is established under statute or legislation.
30. Attendance and Absenteeism
30.1 The Committee Clerk will record the attendance of the Members in the minutes
of the meeting.
30.2 Any member who is absent from three (3) consecutive regular meetings, or fifty
(50%) of the meetings held within a year, without leave of absence by resolution
from the Committee, will cease to be member of the Committee, and Council
shall be advised by the Committee via correspondence to Council that will
appear on the next available Council agenda.
30.3 Any member of a committee who is absent without cause acceptable to the
Committee, for more than three (3) consecutive regular meetings, or fifty
percent (50%) of the meetings held within a year will not be eligible for
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reappointment.
30.4 A Member of a Committee of Council who intends to leave a meeting before the
meeting is adjourned must inform the Chair of this intention either at the start of
the meeting or prior to leaving.
30.5 Council may appoint a Member thereof to act on any Committee or at a meeting
thereof in lieu and during the absence of any Member thereof who is absent
from the municipality or unable from illness to attending the meeting(s) of such
Committee, and the Member so appointed shall be deemed a Member of the
Committee and entitled to act thereon, only during such absence or illness.
31. Location and Schedule of Meetings
31.1 Meetings of Council Committees are held at the County of Elgin Administration
Building (450 Sunset Drive) unless otherwise determined by the Committee
Members.
31.2 The meeting schedule of all Committees is determined by its Members in
mandate.
32. Public Participation at Committee Meetings
32.1 During all Council Committee meetings that are open to the public, members
of the public, if deemed appropriate by the Chair, may be invited to share their
comments, views, suggestions and opinions. This will occur following the
introduction of an agenda item and receiving comments from staff with
questions from the Committee Members.
32.2 Any person or groups of persons wishing to address the Committee is required
to make the necessary arrangements through the CAO/Clerk, prior to the date
of the Committee Meeting. Written delegation briefs shall be provided so that
sufficient time will permit the distribution to the Members of the Committee
prior to the said meeting.
32.3 Once a delegation has addressed the Committee, no further request on the
same issue will be entertained until written information is produced to
Members and there is agreement that another delegation is warranted.
32.4 No person or delegation shall be permitted to address the Committee on a
subject not on the agenda, unless permission is granted on the consent of the
Chair and on two-thirds majority of Members in support of such presentation.
32.5 A delegation shall be limited to a maximum of fifteen minutes. Council or
Committee may by motion and with the support of the majority of its Members
lengthen the time for hearing delegations.
32.6 No more than three (3) persons shall be permitted to speak to a delegation,
unless otherwise permitted by the Chair.
32.7 No more than four (4) delegations shall be scheduled to address the
Committee at any meeting, unless permitted by the Chair.
32.8 Members of the Committee may ask questions of a delegation but shall not
enter into debate with any representatives of such delegation. All questions to
delegations shall be addressed through the Chair. No other person may ask
any questions of the delegations, unless directed to do so by the Chair.
32.9 Should an individual wish to be provided with further Notice related to matter
addressed by a delegation before the Committee, he or she is required to
indicate this wish to the CAO/Clerk or recording secretary as part of his or her
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delegation request originally delivered.
32.10 Section 19.2.10 of By-Law No. 25-06 (Procedural By-Law) outlines delegation
topics that shall not be permitted at Elgin County Council. In accordance with
By-Law No. 25-06, these delegation topics shall not be permitted at
Committees.
33. County CAO/Clerk Support
33.1 The County CAO/Clerk or his or her designate will provide administrative and
other support, including meeting facilities and equipment, to allow a Committee
to fulfil its mandate in a non-voting capacity.
33.2 The County CAO/Clerk may appoint County employees to perform liaison
functions between the County and Council Committee.
34. Compensation
34.1 Any Council Member attending any meeting of a Committee as an appointed
member, local board or agency, shall not be entitled to additional compensation
but shall be entitled to reimbursement of travel expenses.
34.2 Councillors appointed to a Council Committee shall be mileage at the same rate
established for the use of personal vehicles for County business and any other
34.3 Members of the Committee shall serve without remuneration, unless otherwise
provided for in the Committee Terms of Reference, and no Member shall
directly or indirectly receive any profit from his/her position.
35. Meetings
35.1 A meeting of any Committee may be called by the Chair thereof whenever a
meeting is considered necessary by at least a majority of the Members of such
Committee and it shall be their duty to call such a meeting in writing.
36. Motions/Clauses Lost at Committee Meetings
36.1
recomme
37. Notice of Meetings of Committees
37.1 The agenda shall be considered as Notice of regular meetings of Committees,
and By-Law No. 24-15, being a By-Law to establish a policy respecting the
manner in which Notice will be provided, as amended, shall be utilized in
respect thereof.
37.2 The CAO/Clerk gives notice of a meeting of a Committee by:
37.2.1 Providing the Committee with an agenda, and when required, a Closed
Session Agenda, at least four (4) business days prior to a Committee
meeting; and
37.2.2
38. Preparation of Council Committee Agendas
38.1 The CAO/Clerk and his or her staff are charged with providing guidance and
recommendations to Council Committees related to municipal business.
38.2 The CAO/Clerk or his or designate, together with the Committee Chair, will
prepare Committee agendas.
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39. Council Committee Agenda
39.1 The Agenda of every Committee meeting will be structured as follows:
st
1 Meeting Called to Order
nd
2 Approval of the Agenda
rd
3 Adoption of Minutes
th
4 Disclosure of Pecuniary Interest and the General Nature Thereof
th
5 Delegations
th
6 Reports/Briefings
th
7 Other Business
th
8 Correspondence
th
9 Closed Meeting Items
th
10 Rise and Report
th
11 Date of Next Meeting
th
12 Adjournment
40. Open/Closed Meetings
40.1 Except as provided in Section 27.2 of By-Law 25-06, as may be amended or
replaced, all meetings of Council Committees shall be open to the public
pursuant to the Municipal Act, S. 239 (1).
40.2 Persons may be excluded when Council or Committee is in Closed Meeting in
accordance with Section 239 of the Act. As provided for in the Act, Council or a
Committee may resolve to move into a session closed to the public in order to
discuss matters related to one or more of the Closed Meeting provisions
detailed in the Act.
40.3 The provisions of Section 239 of the Act and Sections 27.2 and 27.3 of By-Law
No. 25-06 (Procedural By-Law) apply to any and all Committees, despite
Section 238 of the Act.
41. Improper Conduct
41.1 The Chair may expel any person for improper conduct at a meeting, pursuant to
the Act, Section 241 (2).
42. Council Committee Minutes
42.1 The CAO/Clerk or their designate shall ensure that a copy of the Minutes of
each meeting is delivered to each Member of the Committee at least forty-eight
(48) hours prior to the commencement of the next meeting of the Committee.
42.2 The CAO/Clerk shall keep a permanent copy of all Committee Minutes for
public inspection.
15
Schedule A Standing Committees
Terrace Lodge Redevelopment Steering Committee
Terms of Reference
Mandate
The purpose of the Terrace Lodge Redevelopment Steering Committee is to advise the
County of Elgin staff on the design, construction, scope and schedule for the Terrace
Lodge Redevelopment project, working within the budget approved by Elgin County
Council.
Objectives
The primary objective of the Committee are as follows:
To provide input, feedback and advice on the design and construction of the
project.
To advise on the best use of County resources.
To advise on the financial sustainability of the project and the soundness of
business decisions.
Other matters that will contribute to the successful development, construction
and operation of the project.
The activities of the Committee will reflect the following principles related to the project:
The project will meet the objectives and timelines of the County of Elgin.
The project will be completed within budget.
The financial implications related to the project must be balanced with the
opportunities related to construction of a Long-Term Care Home intended to
serve residents for the long-term.
The process of completing the project will encourage effective relationships,
partnerships with others and community and staff involvement.
Committee Type
Standing Committee.
Enabling Legislation
Procedural By-Law No. 25-06 and Committee By-Law No. 25-13
Membership/Composition
Warden and three (3) County Councillors.
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
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Skills/Qualifications
Candidates will be chosen to reflect an array of skills and experience in fields such as
construction, architecture, accounting, finance, construction management, and land use
planning.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
The Committee shall report to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Subcommittees or Working Groups may be established as needed and as approved by
County Council.
The Terrace Lodge Redevelopment Fundraising Committee has been established as a
Sub-Committee.
Council Review
Annually.
17
Terrace Lodge Redevelopment Fundraising Committee
Terms of Reference
Mandate/Objectives
The Terrace Lodge Redevelopment Fundraising Committee will provide oversight
and guiding principles to County staff as they undertake the process of
purchasing value-added items using funds raised during the campaign.
The Committee will review progress of purchased items and staff decisions
through bi-annual reports.
The Committee will meet, as required, to discuss and provide guidance related to
changes in items, amounts, and/or recognition strategies for donations of $5,000
and above.
The Committee will engage in donor relations activities such as the distribution of
newsletter updates to past donors, organizing photo opportunities for donors, and
producing reports in 2026, and 2027 showcasing campaign items that have been
purchased.
The Committee will also liaise with major donors, as needed, in the event of
significant changes in the intended use of their donation.
Committee Type
Sub-Committee of the Terrace Lodge Redevelopment Project Steering Committee
Enabling Legislation
By-Law 25-06 (Procedural By-Law), By-Law 25-13 (Committee By-Law)
Membership/Composition
The Fundraising Committee membership includes Elgin County Councillors and local
municipal representatives.
Local municipal representatives can either be elected officials from Local Municipal
Councils, or Citizen Appointees (representatives from local service groups, local
businesses, or community members):
One (1) Member of Elgin County Council
One (1) Member of Municipality of Central Elgin;
One (1) Member of Municipality of Bayham;
One (1) Member of Township of Malahide;
One (1) Member of Town of Aylmer;
One (1) Member of Municipality of Dutton Dunwich
One (1) Member of Municipality of West Elgin; and,
One (1) Member of Township of Southwold
One (1) Member of the Terrace Lodge Auxiliary;
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A minimum of four (4) and a maximum of ten (10) members from local service
groups, local businesses, and the community that represent the catchment area;
Long-Term Care Staff including Director of Homes and Seniors Services, Terrace
Lodge Administrator, and Manager of Program and Therapies.
Term of Appointment
Elgin County Council appointees One-year term, eligible for reappointment.
Local Municipal Partner Council appointees appointed for the term of Council, subject
to appointment terms at Local Municipal Partner Councils.
Citizen appointees are appointed for the term of Council.
Chair/Vice Chair
A Chair and Vice Chair will be elected annually at the first meeting of the year.
Meeting Frequency
Approximately twice (2) annually, on an as needed basis.
Quorum
A majority of members appointed to the Committee will constitute a quorum.
Reporting Requirements
The Committee will report annually by the end of each calendar year; either directly or
through the appropriate Standing Committee as per By-Law 25-13 (Committee By-Law).
The Committee will also consider and report on any and all matters referred to them by
Council.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
Skills/Qualifications
Not applicable.
Compensation
None.
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Human Resources Committee
Terms of Reference
Mandate
The Human Resources Committee shall assist Council in fulfilling obligations related to
vacancies in senior-level positions (CAO/Clerk and Directors).
Objectives
The Human Resources Committee shall review the recruitment process and be included
on the hiring panel for vacancies for senior level positions (CAO/Clerk and Directors).
Human Resources Committee may be delegated other responsibilities by Council.
Committee Type
Standing Committee.
Enabling Legislation
Procedural By-Law No. 25-06 and Committee By-Law No. 25-13
Membership/Composition
Warden, Deputy Warden, and two (2) members of County Council.
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the first meeting of the calendar year.
Skills/Qualifications
Candidates will be chosen to reflect an array of skills and experience in human
resources management, recruitment, staff development and general municipal service
delivery.
Compensation
Not applicable.
Meeting Frequency
Meetings will be held on an as needed basis, at the call of the Chair.
Quorum
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A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
Reports shall be delivered to Elgin County Council on an as needed basis and at least
once per year, if meetings are held by the Committee.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
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Finance Committee
Terms of Reference
Mandate
The Finance Committee is a Standing Committee of Council that advises and makes
recommendations to Council regarding financial strategy and policy direction as well as
the fulfilment rting,
external audit requirements, asset management, internal controls, and compliance with
financial regulations and policies.
Objectives
o Financial Strategy and Policy Direction
o In conjunction with Staff, reviewing and making recommendations to
Council respecting existing and proposed new financial and fiscal policies,
practices and procedures.
o Reviewing and recommending a long-range financial plan for the County
including its ongoing updating.
o Reviewing any significant proposed changes to financial reporting and
accounting policies to be adopted by the County.
o Internal Control and Compliance
o
system of internal controls regarding financial reporting and accounting
compliance for safeguarding County assets, including the review of
financial policies and procedures.
o Reviewing financial and fiscal policies, practices and procedures to ensure
compliance with legislation, regulations, corporate objectives, policies and
ethics.
o External Audit Function
o Making recommendations to Council, in conjunction with staff, with respect
to selecting and dismissal of the External Auditor.
o Directing and reviewing the performance evaluation process for the
external auditor. o Reviewing the external auditors proposed terms of
engagement, audit scope and approach.
o Review the results of the audit, including reports and the letter to
Management, with the external auditors and management ensuring that
d objectively,
financial statements are properly audited, any problems identified in the
audit are satisfactorily resolved and any external auditor recommendations
to management are followed up.
o Annual Business Plan and Budget
o Determining the annual schedule for the Business Plan and Budget
preparation and presentations.
o In conjunction with staff, identify financial pressures that the County is
experiencing and options to address them through the Business Plan
development process.
o Review and assess budget principles, allocations and related financials,
providing advice to the Chief Administrative Officer and Director of
Finance on the annual budget.
o To receive presentations from each department, as required, on financial
matters.
o To evaluate the budgetary implications of proposals for new and
budget deliberations
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o Asset Management
o Provide recommendations on strategy, policy and procedural development
o Review the Asset Management Plan and make recommendations to
Council.
o Act in an advisory capacity to Council on issues specific to asset
management.
Committee Type
Standing Committee.
Enabling Legislation
Municipal Act, 2001., Procedural By-Law No. 25-06, Committee By-Law No. 25-13
Membership/Composition
Committee of the Whole Council.
Term of Appointment
Term coincides with that of Elgin County Council.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
Skills/Qualifications
Not applicable.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
Reports shall be delivered to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
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Growth Planning Steering Committee
Terms of Reference
Mandate
To establish and implement a strategy to support growth throughout Elgin County.
Objectives
s
strategic investments in the region.
Develop a strategy for managing growth through the County, which includes
managing the challenges and leveraging the benefits associated with that
growth.
Identify key infrastructure needs in the region to facilitate growth.
Work to ensure that the County, the Local Municipal Partners, the City of St.
Thomas as well as the Provincial and Federal governments work collectively for
the benefit of the region and all its residents and businesses.
Promote a holistic view to the planning and coordination of growth throughout the
County.
growth that considers financial and environmental factors.
Work to ensure that investment in growth is proportional to the benefit derived
from growth and, conversely, that those who benefit from growth proportionally
invest.
Committee Type
Standing Committee
Enabling Legislation
Municipal Act, 2001., Procedural By-Law No. 25-06, Committee By-Law No. 25-13
Membership/Composition
Warden and three (3) County Councillors
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
Skills/Qualifications
Not applicable.
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Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
The Committee shall report to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
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Legislated Committees
Rural Initiatives and Planning Advisory Committee
Terms of Reference
Mandate/Objectives
The mandate of the Rural Initiatives and Planning Advisory Committee is:
To promote the viability of agriculture and rural affairs in the County and
throughout the Province.
To examine issues such as, but not limited to, the challenges of the global
economy on local agricultural practices, the viability of schools in rural
communities, and alternate sources of economic development in rural areas.
To develop goals and objectives to improve and promote rural life.
communities by recommending a budget to Council that will accomplish identified
goals.
To act as a Planning Advisory Committee (PAC) by:
o Providing information, perspective and recommendations to County
Council on broad planning matters that may have an effect on the County
and/or its local municipalities, as required from time to time.
o To review from time to time the provisions of the Official Plan and related
policy and recommend to Council general amendments thereto which
would be in the best interests of the County of Elgin, including five-year
reviews of the Official Plan.
o To advise County Council on general planning and development issues of
Council and/or local municipal significance.
o To report to County Council on proposed land use policy changes as
introduced by the Province of Ontario.
o To review and report on specific aspects of a submitted application.
Committee Type
Legislated Committee.
Enabling Legislation
Municipal Act, 2001; Planning Act, R.S.O. 1990; Provincial Policy Statement, 2024
Membership/Composition
Warden and three (3) members of County Council, and one (1) representative from the
Elgin Federation of Agriculture.
26
Term of Appointment
Elgin County Council appointees One-year term, eligible for reappointment.
Citizen appointees are appointed for the term of Council.
Chair/Vice Chair
A Chair and Vice-Chair will be elected at the beginning of each calendar year.
Skills/Qualifications
Experience with Boards/Commissions and land use planning.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of Members of the Committee shall constitute a quorum.
Reporting Requirements
The Committee will report to County Council on an as needed basis and at least once
per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
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Homes Committee of Management
Terms of Reference
Mandate
Municipal Long-Term Care Homes must have a governing body to act as the Committee
of Management under the Fixing Long-Term Care Act, 2021 (FLTCA, 2021). The
purpose of the Committee is to ensure legislative compliance with the FLTCA, 2021.
Objectives
Agenda topics may include any matter that is required for compliant governance of the
Homes. Some typical examples of the type of information that will be presented to the
Committee include:
Quarterly reporting (quality, performance measurement and continuous
improvement, infection prevention and control, etc.)
Occupancy averages
Number of persons on the Homes wait list
Ministry of Long-Term Care inspection report details, quarterly and annual
reporting, if any
Type and number of critical incident reports and written complaints
Ministry of Long-Term Care updates from the Director (funding announcements,
updates to legislation, etc.)
Ministry of Labour visit report details
Fire inspection report details
Homes departmental policy updates
Project updates
Agreement (new/extension) as per delegation by-law (provincial (LSAA, MSAA,
service provider, students, etc.)
Departmental highlights
Challenges and Emerging Opportunities
Resident Council highlights
Family Council highlights
Committee Type
Legislated Committee.
Enabling Legislation
Fixing Long-Term Care Act, 2021
Membership/Composition
Committee of the Whole.
Term of Appointment
The term of appointment will coincide with that of County Council.
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Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of each calendar year.
Skills/Qualifications
Not applicable.
Compensation
Not applicable.
Meeting Frequency
The Committee of Management will meet at a minimum four (4) times per year.
Quorum
The majority of Members will constitute a quorum.
Reporting Requirements
The Committee will report to County Council on an as needed basis, and at least once
per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
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Agencies and Boards with Council Appointees
Elgin/Central Elgin Joint Accessibility Advisory Committee
Terms of Reference
Preamble
These Terms of Reference are developed under the provisions of the Accessibility for
Ontarians with Disabilities Act (AODA). The purpose of the aforementioned legislation is
to improve opportunities for people with disabilities and to provide for their involvement
in the identification, removal and prevention of barriers.
The Committee shall be known as the Joint Accessibility Advisory Committee.
In conjunction with the Accessibility for Ontarians with Disabilities Act, the Joint
Accessibility Advisory Committee shall provide advice to participating municipal councils
in relation to accessibility planning and legislated standards
Participating Municipalities
Central Elgin
County of Elgin
Definitions
"Barrier" means anything that prevents a person with a disability from fully participating
in all aspects of society because of his or her disability, including a physical barrier, an
architectural barrier, an information or communications barrier, an attitudinal barrier, a
technological barrier, a policy or practice.
"Disability" means,
a) any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the generality
of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree
of paralysis, amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech impediment,
or physical reliance on a guide dog or other animal or on a wheelchair or other
remedial appliance or device,
b) a condition of mental impairment or a developmental disability,
c) a learning disability, or a dysfunction in one or more of the processes, involved in
understanding or using symbols or spoken language,
d) a mental disorder, or
e) an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act, 1997;
("handicap")
means as a disability that is permanent and long-term, that
Committee meetings, unless accommodations are provided. The disability is often life-
30
long and may be a result of injury, illness, or genetics. The person is not expected to
recover and will require accommodations for the duration of their membership.
means a disability that affects you for a short period of time.
These conditions usually keep you incapacitated for a few days, weeks, months, or
years but typically result in the eventual recovery. This type of disability often includes
illnesses or injuries that require temporary accommodations in order to participate in
Committee meetings.
Legislated Duties
Advise Councils, regarding the preparation, implementation and effectiveness of
the multi-year accessibility plans of the participating municipalities.
Advise participating municipalities on the accessibility of buildings, structures or
premises that the municipalities lease, purchase, construct or significantly
renovate.
Review and advise municipalities on the accessibility of site plans and drawings
described in Section 41 of the Planning Act that the committee selects.
Advise Councils about the requirements and implementation of accessibility
standards and the preparation of accessibility reports and such other matters for
which the Councils may seek its advice.
Perform all other functions specified in the Accessibility for Ontarians with
Disabilities Act.
Consultation Requirements
The Committee is expected, per the AODA requirements, to be consulted:
When establishing, reviewing and updating your multi-year accessibility plans
When developing accessible design criteria in the construction, renovation or
placement of bus stops and shelters
When determining the proportion of on-demand accessible taxicabs needed in
the community
On the need, location and design of accessible on-street parking spaces when
building new or making major changes to existing on-street parking spaces
Before building new or making major changes to existing recreational trails to
help determine particular trail features
On the needs of children and caregivers with various disabilities in their
community when building new or making major changes to existing outdoor play
spaces
On the design and placement of rest areas along the exterior path of travel when
building new or making major changes to existing exterior paths of travel
For detailed information on the role of Municipal Accessibility Advisory Committees,
please visit: How to Serve on a Municipal Accessibility Advisory Committee: Guide
Composition
The Committee shall consist of five (5) members and shall be comprised of:
Four residents with disabilities, from the County, at large
31
OR three residents with disabilities, plus a member of the community who is a
person interested in issues relating to persons with disabilities (through work,
school or caregiver role), or a parent/guardian representing children with
disabilities
Mayor or Deputy Mayor from Central Elgin
A majority of members must have a disability as defined by the Ontarians with
Disabilities Act and the Accessibility for Ontarians with Disabilities Act.
Appointments
Committee members shall serve a four (4) year term. No member shall serve more than
two (2) consecutive terms unless no candidates come forward.
Staff members from Central Elgin and Elgin County will undertake a bias-free
recruitment and selection process. A recommendation will be sent to participating
Councils regarding the selected candidates.
Committee members will be chosen for their life experience with a disability and their
knowledge of such and/or expertise in barrier-free initiatives or disability issues. Each
member of the Committee shall serve as an independent representative to the
Committee and shall not represent concerns of only one disability or group.
JAAC Chair
The Chair of the Committee shall be elected at the first meeting of the Committee for
the term of Council.
Staff Support
the
will act as the facilitator to the Joint
Accessibility Advisory Committee.
A representative from each participating municipality will attend meetings and provide
support.
Accommodations
Should a member of the committee be unable to attend meetings, they may request an
accommodation. Accommodations will be decided upon by: the JAAC Chairperson,
Central Elgin Deputy Clerk or designate, and the
Department or designate.
If an accommodation is granted, an accommodation plan will be developed for a three-
month period. At that time, the individual may request to have the accommodation
extended or terminated. If an extension is granted, the extension will be taken to the
JAAC for approval. If the members disability is permanent and will require a
continuation of the accommodation plan, the accommodations will remain in place for
the duration of the JAAC term.
Accommodations might include, but are not limited to: accessible formats,
communication supports, closed captioning, or electronic participation in a meeting.
Meetings
Meetings will be held at the County of Elgin Administration Building or virtually, unless
otherwise noted. The Joint Accessibility Advisory Committee will meet two (2) times per
32
year. The Committee will meet on a date specified by the Committee. Additional
meetings will be held as needed.
Meetings will conform to appropriate requirements of the Municipal Act, 2001.
A quorum shall consist of a majority of voting members.
Electronic Participation
Members may participate electronically in a meeting. The member participating
electronically shall be counted in determining whether or not a quorum is present, and
-Law.
Absences
If a Committee member is absent for three (3) consecutive meetings without notice or
justifiable reason, their membership will be reviewed by staff support followed by a
recommendation to Council regarding their membership.
Agendas
Members must submit agenda items at least two (2) weeks in advance of a meeting to
allow staff enough time to research and respond accordingly.
33
Schedule F Council Appointments to Committees/Boards/Agencies
Committee Committee Appointed Members Date of
Type Appointment
A-1 Terrace Lodge January 14, 2025
Warden Jones
Standing Redevelopment
Councillor Widner
Committee Steering
Councillor Noble
Committee
Councillor Couckuyt
A-1 Sub-Terrace Lodge January 14, 2025
Councillor Giguère
Committee Redevelopment
Fundraising
Committee
A-4 Human Resources January 14, 2025
Warden Jones
Standing Committee
Deputy Warden
Committee
Ketchabaw
Councillor Widner
Councillor Sloan
A-5 Council Finance January 14, 2025
Committee of the
Standing Committee
Whole/ Elgin County
Committee
Council
A-6 Growth Planning January 14, 2025
Warden Jones
Standing Steering
Councillor Giguère
Committee Committee
Deputy Warden
Ketchabaw
Councillor Noble
B-1 Advisory Community Safety January 14, 2025
Warden Jones
Committee and Well-Being
Integration Table
C-1 Rural January 14, 2025
Warden Jones
Legislated Initiatives/Planning
Deputy Warden
Committees Advisory
Ketchabaw
Committee
Councillor Leatham
Councillor Widner
D-1 Southwestern January 14, 2025
Warden Jones
Agencies and Public Health
Councillor Couckuyt
Boards with Board of Health
Council
Appointees
D-1 City-County Liaison January 14, 2025
County Council or as
Agencies and Committee
represented by the
Boards with
Warden
Council
Appointees
D-1 Health Recruitment January 14, 2025
Warden Jones
Agencies and Partnership
Councillor Couckuyt
Boards with
Council
Appointees
D-1 Joint Accessibility January 14, 2025
Councillor Noble
Agencies and Advisory
Boards with Committee
Council
Appointees
D-1 Elgin Clean Water January 14, 2025
Councillor Hentz
Agencies and Advisory
Boards with Committee
Council
Appointees
D-1 Green Lane January 14, 2025
Councillor Hentz
Agencies and Community Trust
Boards with Committee
34
Committee Committee Appointed Members Date of
Type Appointment
Council
Appointees
D-1 Waste January 14, 2025
Committee of the
Agencies and Management
Whole/Elgin County
Boards with Committee
Council
Council
Appointees
D-1 Western Ontario No appointment
Warden Jones
Agencies and Wardens Caucus required
Alternate: Deputy
Boards with
Warden Ketchabaw
Council
Appointees
D1 - Agencies SWIFT Network Council
Councillor Giguère
and Boards recommends,
with Council SWIFT appoints
Appointees
D1 Agencies St. Thomas-Elgin January 14, 2025
Councillor Giguère
and Boards Public Art Centre
with Council
Appointees
D1 Agencies South Central January 14,2025
Deputy Warden
and Boards Ontario Regional
Ketchabaw
with Council Economic
Councillor Noble
Appointees Development
(SCOR)
35
COUNTY OF ELGIN
By-Law No. 25-14
BEING A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
MARCH 25, 2025 MEETING
WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of a municipality shall be exercised by its Council;
AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of every Council shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of
the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the actions of the Municipal Council of the Corporation of the County of Elgin,
in respect of each recommendation contained in the reports and each motion and
resolution passed and other action taken by the Municipal Council of the Corporation
of the County of Elgin, at its meeting held on March 25, 2025 be hereby adopted and
confirmed as if all such proceedings were expressly embodied in this by-law.
2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin
are hereby authorized and directed to do all things necessary to give effect to the
actions of the Municipal Council of the Corporation of the County of Elgin referred to in
the preceding section hereof.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the
seal of the Corporation of the County of Elgin.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 25 DAY OF
MARCH, 2025.
Blaine Parkin, Grant Jones,
Chief Administrative Officer/Clerk. Warden.