01 - February 28, 2020 RIPA Committee MinutesRural Initiatives/Planning Advisory Committee Meeting
Date: February 28, 2020
Location: Elgin County Administration Building, 450 Sunset Drive, St. Thomas
Administrative Services Boardroom, 3rd Floor
Time: 11.00 a.m .
Attendees: Members of the Rural Initiatives/Planning Advisory Committee
Councillor Ed Ketchabaw
Councillor Sally Martyn
Councillor Dominique Giguere
Warden Dave Mennill
(arri\ed at 11:35 a.m., with notice)
Regrets: Heather Derks
Elgin County Staff
Chief Administrative Officer, Julie Gonyou
General Manager of Economic Development, Alan Smith
Legislative Services Coordinator, Megan Shannon
1. Call to Order
The Rural Initiatives/Planning Advisory Committee met this 28t" day of February, 2020
in the Administrative Services Boardroom, at the County Administration Building,
St.Thom as at 11:16 a.m .
2. Approval of Agenda
Moved by: Councillor Martyn
Seconded by: Councillor Giguere
Resolved that the agenda be approved as presented.
- Motion Carried.
3. Reviewof County's Grant Policy and the Festival Events Partnership Program
(FEPP)
The Committee reviewed the County's Grant Policy and the Festival Events Partnership
Program (FEPP). The Committee also reviewed the payment of grants, scoring matrix,
and timing of applications.
Progressive by Nature
4. Review Options
The Committee will recommend to Council that they assume responsibility for the review
and allocation of grants for Community Services and Festivals/Events. Revised scoring,
evaluation criteria and policy amendments for Community Grants and Festival Events
Partnership will be drafted by staff and reviewed by the Committee at an upcoming
meeting.
The Committee will use the 2019 scoring and evaluation criteria to evaluate 2020
applications.
Deadline for 2021 applications will be December 21, 2020 and changes to evaluation
scoring and evaluation criteria will be communicated to applicants as part of the
application process.
The need to advertise the Community Grants and Festival Events Partnership was
reinforced by Committee Members.
There is interest in exploring the provision of "seed money' to support new events/one-
time events/new applicants. Staff will present options with respect to available budget,
timing of applications and criteria to the Committee at an upcoming meeting.
Staff will make recommendations with respect to event sponsorship at an upcoming
meeting.
It was determined that presentations by applicants would not be necessary in 2020.
5. Grant Scoring Matrix
Staff will adjust scoring based on the Committee's feedback. Changes will be presented
to the Committee at an upcoming meeting.
6. Grant Payment Options
Successful Community Grant applicants will receive the full grant payment upon award.
Festival Events Partnership funding will be awarded following the event once receipts
have been received.
7. Town Crier
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
Resolved that expenses associated with the Town Crier remain a regular budget item
and not be considered as part of Community Grants or Festival Events Partnership
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Progressive by Nature
Funding; and that funding for the 2020 Town Crier be sent to Dave Phillips.
8. Signage Grant for Future Discussion
The Committee discussed the signage grant program eligibility. Economic Development
and Tourism Services, and Engineering Services administer the grant program.
Staff will present additional information with respect to the signage grant program for the
Committee's consideration at an upcoming meeting.
9. Next Meeting Date
Tuesday, March 10, 2020 at 8.00 a.m. at the County Administration Building, St.
Thomas, in the Administrative Services Boardroom.
10. Adjournment
Moved by: Councillor Giguere
Seconded by: Councillor Mennill
Resolved that the meeting adjourn at 12.26 p.m. to meet again on Tuesday, March 10,
2020 at 8.00 a.m . to determine 2020 Grant Allocations.
- Motion Carried.
W„
Julie Gonyou, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Chair.
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