01 - February 28, 2020 RIPA Committee Agenda Package
Rural Initiatives/Planning Advisory Committee
Meeting
Agenda
o
o
Reviewed:Nov. 14, 2017
Purpose
the Municipal Act
Overview
Annual Grant Funding
Guidelines:
Qualification of Applicants
Municipal Act
Evaluation of Applications
Process
Applications
Evaluation Matrix
Scoring CriteriaScore
Total **100 Points
-
2020
61,871
61,871
255,000
Allocation
2020 83,480
Request
3,530
2019
57,30760,837
312,307
Allocation
71,980
2019
Request
Grants Total Regular GrantsRemaining to allocateGrant Allocation per PolicyTotal Grants
ELGIN COUNTY GRANT APPLICATION 2020
EAT 2 LEARN - Elgin School Nutrition Network
204 First Avenue
Box 22009
St. Thomas, Ontario N5R 4P0
519-207-1040
eat2learn@gmail.com
Charitable Registration:118800713 RR0001
Mandate:Our mission is to ensure children and youth in the Elgin-St. Thomas
community attend school well-nourished and ready to learn.
EAT 2 LEARN works with School Boards, Public Health and
several other community partners to provide a network of support
for both new and existing school nutrition programs across the
area. These food programs are not emergency measures, but
sustainable, long-term solutions to school readiness, child hunger
and improved health outcomes.
Decades ago, child nutrition was seen only as an issue of child
hunger as a result of poverty. Today, the issue is more complicated
but no less alarming. Hunger is part of the equation, but so too are
poor eating habits and inactive lifestyles independent of
socioeconomic status. Children and youth arrive at school hungry
for a whole range of reasons which is why universal access is key -
no stigma, no judgement but a warm welcoming environment where
they can feed their bodies and fuel their minds.
Purpose of Grant:Should EAT 2 LEARN be successful in securing a grant from the
County, the funds would be used to support our FAVES (Fruits &
Veggies for Every Student) initiative. The funds would assist with
food costs associated with an 8-week direct delivery model to 25
participating schools (potentially 15 schools in the
County) in the spring of 2020. Through large scale bulk
purchasing, we hope to leverage larger quantities of food at
lower prices, helping to stretch our food dollars and address some
of the typical challenges our school programs often face such as:
menu planning, budgeting, grocery store issues (quality, quantities,
retail pricing and payment), safe food handling and volunteer
shortages.
Grant Request:$7,500.00
Other Funding:Ministry of Children, Community and Social Services;
Breakfast Club of Canada; City of St. Thomas; Golden K Kiwanis;
Hotchkiss Family Foundation; Kindred Credit Union; Port Stanley
Lions; President’s Choice Children’s Charity; Railway City Rotary
Club; Retired Teachers of Ontario; Steelway Building Systems;
St. Hilda’s-St. Luke’s ACW; Tim Hortons Aylmer; United Way Elgin
Middlesex; and private donors.
Economic & SocialA strong, safe community is one in which children and youth can
Impact:grow to their full potential. Research shows that proper
nourishment and school performance are intertwined and school
nutrition programs ensure children and youth have the nourishment
they need to maximize their learning potential leading to academic
success, gainful employment and becoming productive,
contributing citizens in our community. School nutrition programs
are an opportunity to promote the importance of making healthy
food choices, helping to combat the rising type 2 diabetes and
care system. These programs encourage neighbourhood and
community engagement with hundreds of dedicated volunteers and
school staff contributing more than 23,000 hours last year to
assisting with menu planning, food preparation, shopping and
fundraising. Supporting a school nutrition program continues to
give our volunteers a sense of purpose, accomplishment and pride
in helping to make a difference.
Last year, local schools purchased more than $321,000 in food
at local grocers and markets. EAT 2 LEARN has always
promoted a “buy local” message and this will continue with our
FAVES initiative, procuring $30,000-$35,000.00 in fresh produce.
Self-Sustainment:A requirement of receiving provincial funding is that schools
generate revenue in support of their nutrition program to
supplement the $0.12 - $0.14 per child per day received
provincially. Last year, schools raised more than $50,000 in
support of their breakfast, snack and lunch programs.
EAT 2 LEARN continues to fundraise on behalf of all participating
schools to help offset food and equipment costs with an equal focus
on its pursuit of “in-kind” partnerships.
As well, our organization continues its advocacy work at the federal
level, championing the need for a nationally funded school meal
program, with Canada being the only G7 country without federal
2019 Grant Use Summary:
Last spring, 20 local schools, 12 located in Elgin County, participated in an 8-Week Vegetable
produce at wholesale pricing and offering direct delivery to schools, reducing the burden of
shopping duties on volunteers. Because of strong community support, including a $5,000
grant from the County of Elgin, school buy-in amounts were reduced from $0.10 to $0.05 per
student with EAT 2 LEARN’s buy-in at $11,000. This model offered schools an array of fresh
fruits and vegetables that they might not typically serve in their programs due to high cost or
limited availability including kiwi, pineapple, asparagus and mango.
In a follow-up survey:
85.5% of schools reported this model was “effective, very effective and extremely effective”
*
in encouraging students to try new vegetables and fruit
99% reported this model was “effective, very effective and extremely effective” in stretching
*
their food budget
58% reported this model was “extremely effective” in alleviating volunteer demands related to
*
shopping (programs still needed to shop for 1 or 2 other food groups - dairy/grains)
*
produce; and door-to-door delivery
**
2019 initiative as a pilot program, it is expected that school and organization buy-in amounts
costs.
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EAT 2 LEARN - Elgin School Nutrition Network
Financial Summary 01/07/2018 to 30/06/2019
REVENUE
Revenue
$ 39,864.00
$ 4,235.00
$ 78,163.44
$ 10,990.42
$ 26,929.47
$ 160,182.33
TOTAL REVENUE
EXPENSE
School & Program Expenses
$ 592.34
$ 2,744.49
$ 3,050.00
$ 6,870.81
$ 1,385.62
$ 172.27
$ 95,694.61
$ 110,510.14
Total Program Expenses
Payroll Expenses
$ 31,874.40
$ 730.64
$ 1,455.00
$ 350.62
$ 2,218.50
$ 36,629.16
Total Payroll Expense
Administration Expenses
$ 50.00
$ 239.82
$ 1,145.52
$ -00
$ 23.46
$ 1,344.94
$ 109.74
$ 2,353.44
$ 5,266.92
Total Administration Expenses
$ 152,406.22
TOTAL EXPENSE
$ 7,776.11
NET INCOME
Generated On: 1/11/2019
Totals $1800.00 $1779.87
Quad County Support Services
Mailing Address: P. O. Box 65, Wardsville, Ontario, N0L2N0-693-
4812
-693-7055
ADMINISTRATION OFFICES RESOURCE CENTER COMMUNITY EMPLOYMENT OPTIONS RESIDENTIAL
SERVICES
195 Wellington St. 205Talbot Street 191 Queen Street 203 Main St.
Wardsville, Ontario Wardsville, Ontario Wardsville, Ontario Glencoe, Ontario
N0L 2N0 N0L 2N0 NOL 2N0 N0L 1M0
(519) 693-4812 (519) 693-4478 (519) 693-4929 (519) 287-2306
(519) 693-7055 (Fax) (519) 287-5905
(fax)
ADMINISTRATION OFFICES RESOURCE CENTER COMMUNITY EMPLOYMENT OPTIONS RESIDENTIAL
SERVICES
195 Wellington St. 205Talbot Street 191 Queen Street 203 Main St.
Wardsville, Ontario Wardsville, Ontario Wardsville, Ontario Glencoe, Ontario
N0L 2N0 N0L 2N0 NOL 2N0 N0L 1M0
(519) 693-4812 (519) 693-4478 (519) 693-4929 (519) 287-2306
(519) 693-7055 (Fax) (519) 287-5905
(fax)
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Quad County Support Services
Summer Youth Program
Preamble
Program Outline
Expected Outcomes
6.
Community Partnerships that have been established
From:Jennifer Ford
To:Becky Higgs
Cc:Finance
Subject:FW: grant application
Date:December 19, 2019 3:17:14 PM
FYI
Senior Financial Analyst
County of Elgin
519-631-1460 Ext 107
jford@elgin-county.on.ca
From: don miller <dfmiller46@gmail.com>
Sent: December 19, 2019 1:47 PM
To: Finance <finance@elgin.ca>
Subject: grant application
to Jim Bundschuh
for Grant Review Committee
1. from Shedden Agricultural Society
Box 140
35921 Talbot Line
Shedden Ontario N0L 2E0
contact Shirley Longhurst 519-764-2854 34547 Third Line Southwold N0L 2G0
2. As an agricultural society we operate under the Agricultural and Horticultural Societies Act which
is provincial legislation
3. The fairs mandate is to educate and inform both rural and urban people about the history and the
future of agriculture.This education is carried out in many ways such as posting with photos. 2020
will be our 166th year of operation
4.Grant money is used to pay prizeour policy of many years. the 2019 grant of $4500 was split with
$1500 for youth exhibitors and $3000 for open classes
5. Requesting a grant of $4500 for 2020 the same as it has been for many years
6.Fundraising projects include a biennial quilt show,food booths at the Shedden Tractor Pull and the
fair and selling pies at Rosy Rhubarb
7.Residents of Shedden and Southwold township andsurrounding areas are involved with either
attending or exhibiting.
8. Plans for self sustaining include a possible raise in admission as we offer more attractions such as
improved midway
We will forward a copy of our financial report
th
Friday, January 17, 2020
The Grants Committee
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
To the Members of the Grant Committee —
2018-19,2431
98% occupancy rate
93
St. Thomas-Elgin Second Stage Housing
15 GoldingPlace | St. Thomas, ON
p: 519.637.2288 | f: 519.637.2213
w: www.secondstagehousing.net
DSB!24812!1785!SS!1112
$70,000
mandate
$20,000
St. Thomas-Elgin Second Stage Housing
15 GoldingPlace | St. Thomas, ON
p: 519.637.2288 | f: 519.637.2213
w: www.secondstagehousing.net
DSB!24812!1785!SS!1112
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Conestoga College Institute of Technology and Advanced Learning
299 Doon Valley Drive, Kitchener, ON N2G 4M4 Canada, 519-748-5220, www.ConestogaC.on.ca
BillTodd,B.A.,C.D.P.
PlacementandCommunityLiaisonOfficer
WorkIntegratedLearningSupportServices
5197485220ext.2173|
Conestoga College Institute of Technology and Advanced Learning
299 Doon Valley Drive, Kitchener, ON N2G 4M4 Canada, 519-748-5220, www.ConestogaC.on.ca
December 17, 2019
Grant Review Committee-County of Elgin
C/O Financial Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Committee Members:
The Multi-Service Centre would like to thank you for your support last year. Your
generous contribution of $ 4,302.00 ($ 4,780.00 minus 10% holdback of full
amount awarded pending summary report) helped us to provide important
services that improve the lives of those in our community. Please see the
attached information to learn more about how your contribution impacted the
community, or visit our website (www.multiservicecentre.com) to click on the
videos and hear from our clients about what these services mean to them.
For the purposes of the required Summary Report (regarding the 10% holdback),
the dollars provided by the County of Elgin were directed toward volunteer
support (recruitment, training) and service provision to needy individuals.
In operation since 1978, MSC continues to work with community partners to help
improve the lives of the most vulnerable. Many MSC services are not fully funded
and we could not achieve our service goals without your support. Based on our
calculations, in order for us to reach our program goals, we need to raise
$46,498.00 this year. The County of Elgin proportion of that amount, linked to the
proportion of clients assisted from the county last year would be $2,325.00. Your
support would be appreciated.
While we work tirelessly to raise additional dollars through targeted appeals,
fundraisers, draws, and annual donor campaigns, we fall short, and depend on
support from our municipal partners.
Your dollars will go toward activities like volunteer support (recruitment, training,
orientation, on-going supervision), the purchase of materials and technology (for
literacy tutors and students, for workshop participants or for items in our seniors
related programs), and service provision such as transportation and meals for
needy individuals.
Mission
A community organization committed to partnerships, innovation andexcellence.
Vision
Embracing Personal Independence Celebrating a Caring Community
We would be happy to make a presentation to Council and appreciate the
opportunity to explain our needs and answer your questions. Municipal support
continues to assist us in diversifying and leveraging our funding base. The
historical support the MSC has received from The County of Elgin is greatly
appreciated.
In closing, we hope that Council members will continue to consider MSC
community programs in upcoming budget deliberations.
Sincerely,
Maureen Vandenberghe
Coordinator
96 Tillson Ave., Tillsonburg ON N4G3A1
519.842.9008, ext. 266
C:
Kathryn Leatherland, Executive Director & CEO, ext. 274
Fran Bell, Chairperson, Board of Directors
Val Foerster, Board of Directors, Chair/Fundraising Committee
2020Community Grant Application Form
Applicant InformationDetails
(NOTE: 16% of Adult Literacy students)
2018- 2019
ANNUAL
REPORT
www.multiservicecentre.com | 96 Tillson Ave, Tillsonburg, ON N4G 3A1 | 519-842-9000
Board of Directors Report
Executive Director Report
Our Mission
A community organization
committed to partnerships,
Our Core Beliefs
innovation and excellence.
Treating the individual with dignity, respect
and compassion.
Our Vision
The value of community volunteers and staff.
A community organization
Equal opportunity for the development of
committed to partnerships,
each person's potential.
innovation and excellence.
-
Strategic Plan
Our 6 Priorities
Focused on Innovation, Service Excellence & Partnership
Organizational Development
Client Safety
Client & Family Advocacy
Culture of Accountability
Employer of Choice
Culture of Respect
165 Students
Community Impact
5411 Upgrading Hours
3 Tutor-Training Workshops
Adult Learners
4918 Resource, Information &
Workshop Clients
9 employers updated skills of 35
employees via COJG
5,661 clients participated in
Employment Consulting
Employment Service programs
192 youth in programs
Skills Development
743 successful outcomes (training/
work)
21 summer job placements - Youth
Job Link
Youth Job Connection
17 YJCS-p.t. summer employment
Meals on Wheels
119 Home Support Clients
3062 Personal Support &
Transportation
Homemaking Hours
8803 Meals on Wheels Delivered to
Assisted Living
145 Clients
2409 Foot Care sessions to 493
Clients
4625 Transportation Drives to 221
Foot Care
Clients
22,363 Assisted Living Hours to 45
Housekeeping
Clients
Program Report
Program Report
Finances
2018-19 Annual Operating Budget: $4,817,742
Our Strength is Our Caring Staff
Dedication
Team Building
we have been able to maintain
Employee Wellness
Volunteers
Last year, 158 volunteers dedicated
10,151 hours giving back to their
community! Delivering over 8,803 meals
to 145 clients, providing 4,626 rides to
medical appointments and social outings
and investing 2,812 hours into adult
learning and literacy tutoring.
-
Donations
Donors
Grants & Sponsorship
Where to find us...
96 Tillson Avenue
Tillsonburg ON N4G 3A1
--
www.multiservicecentre.com
Other Service Locations Include:
Tillsonburg Multi-Service Centre MSC_employment_literacy
Elgin: 2018-19
2018/19 clients (all programs/all areas –Literacy, Employment, Home Support): 7,041
County of Elgin proportion of clients: 5%*
*This represented the TOTAL of all clients served. Last year, 16% of Adult Literacy clients resided in
Elgin.01400
MSC Facts
Adult Literacy: serving the tri-county community since 1987
Employment Services: available in the community since 1985
Home Support Services: operating in the community since 1978
158 volunteers & volunteer teams provided 10,151 hours of service for the tri-county
Visit www.multiservicecentre.com for more information
MSC has been accredited by Accreditation Canada since 2003
What’s Onat MSC
Milestones reached over the past year include:
Positive program developments such as:
o Additional instruction timein Adult Literacy.
o Increased educational options for area job seekers and additional programming for area
youth (including monthly networking-mentoring events) in Employment Services.
o Successful launch of Central Intake process for area seniors needing services – ensuring they
only have to tell their story once to obtain the services they need, as well as increased
technology options for staff in Home Support.
A Refreshed Strategic Plan:
o Resulting in six (6) focused Priority Areas: organizational development, client safety, client &
family advocacy, a culture of accountability, being an employer of choice, creating a culture of
respect.
Investment in Community:
o Continued financial and management support of partner building .
o Ongoing commitment to volunteer capacity: continuous recruitment, training and recognition
activities.
Client Stories
Please visit: https://www.youtube.com/channel/UCs32XRdOQV-CAi3LGsnIIgg (or click on the
YouTube icon on our website).
1
EXPENSES
PAVILLION ACCOUNT REASON
BANK BALANCE
STILL OWING
TOTAL COST OF PAVILLION$117,799.54
5”tall white lettering 3/8”thick mounted to clear pvc or acrylic backing
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$5000 or more
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“By little towns in a far land we sleep,
“To save our honor and a world aflame,
“From little towns in a far land we came,
have kindly donated to the building of this pavilion.
“And trust these things we vow to you to keep.”
Sifton was typified in the words of a poem
The Wallacetown Agricultural Society is grateful to all who GSFE!BOE!KPBOOF!HSPDI
In recognition of a donation of
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company was held up by
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he succeeded keeping these
and contributed largely to the
located the gun he charged it off till our men had gained the
undoubtedly saved many lives
gallant act he was killed, but his
advanced down the trench, but
Lance Sergeant Ellis Wellwood Sifton was born inWallacetown, Ontario on October 12, 1891. He enlisted in October 1914 and first served as a battalion driver and fought with the 18th
Infantry Battalion at the Battle of Vimy Ridge in 1917 during World War I. Sifton was killed in action on April 9th, 1917 and posthumously was awarded the Victoria Cross, one of only
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The home is mostly recognised as
Wallacetown prior to volunteering
From:Jim Bundschuh
To:Jenna Fentie
Cc:Becky Higgs
Subject:FW: Wallacetown Fair Sign for Ellis Sifton Pavilion
Date:October 16, 2019 6:37:11 AM
Attachments:WAS_PavilionSigns_Rev2_Sep2019.pdf
Hi Jenna, please include in correspondence for the next council meeting.
Jim
From: Wallacetown Fair
Sent: October 15, 2019 12:23 PM
To: Raewyn Perry; Jim Bundschuh; Paula Culbert; Michele Lant
Subject: Fw: Wallacetown Fair Sign for Ellis Sifton Pavilion
Hello everyone,
I would just like to take this time to thank you again for the grant funding
and donations to the Ellis Sifton Pavilion.
Please find attached the sign that was erected on the pavilion and pictures
of the finished pavilion. Sorry I did not get the inside of the washrooms.
Please share with your colleagues, staff and council. We are very
appreciative of the support and happy to report that everyone at the fair
commented on how wonderful it was to have washroom facilities on this
side of the fairgrounds directly beside the grandstand and we have already
booked the pavilion for an event for next year.
Yes we are a small fair but our agricultural society takes care of the
grounds and are proud of the fact that we do this on a volunteer basis.
Without your help, this could not have been possible.
Sincerely
Kim Carder
Fair Secretary
519-762-2737
Wallacetown Agricultural Society
Celebrating 159 years in 2019
www.wallacetownfair.ca
Arena Renaming Celebration
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o
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o
Draft Budget for Arena Renaming
Expenses
Confirmed Funding
2020Festival andEvent Partnership Program
The Countyof Elginencourages local groups to develop festivals and events that will meet the County’s tourism
goals:
1.increase the amount of people that visitElgin;
2.increase the length of stay of visitors;
3.increase the amount of money that visitors spend.
In support of the above goals, Elgin County Council is pleased to announce that contributionsthrough the Festival
and Event Partnership Program (FEPP) are available this year for groups which take it upon themselves to attract
visitors to the County and retain local spending by organizing festivals and events within theircommunity. The 2020
FEPP provides funding to support festivals and events in Elgin County. The FEPP funding will not be limited to a
predetermined number of festivals or events or amount per festival or event.
In order to be eligible to receive the FEPP contribution, the sponsoring Elgin County based organizationmust be a
registered charity, non-profit organization or community organization holding a festival or event in Elgin County.
Please review the eligibility and evaluation criteria as well as the terms and conditions to determine if your group
qualifies.
Applications may be submitted by fax (519) 631-4549, e-mail, and in-person or by mail to: County of Elgin,
Attn: Economic Development, 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1.
Application Deadline: Friday, April 10, 2020
If you have questions or require more information, call (519) 631-1460 ext. 164, or e-mail
lduncan@elgin.ca. You may also visit us online at http://www.elgintourist.com/tourism-memberand expand the
Festival & Event Partnership Program Tab.
Thank you for your interest and good luck with your application.
Sincerely,
Alan Smith
General Manager
Economic Developmentand Tourism
Appendix “A”
2020Festival andEvent Partnership Program Guidelines
County of Elgin
Application Deadline: Friday, April 10, 2020
The Countyof Elgin encouragesgroups to build new, and enhance existingfestivals and events that will attract
visitors to the County while providing residents an opportunity to enjoy activities within their community. In support
of this tourism initiative, we are pleased to announce thatcontributions are available in 2020 for groups which take
it upon themselves to:attract visitors to the County; retain local spending; and enhance the quality of place by
organizing festivals and events within the community.
The2020Festival and Event Partnership Program (FEPP) provides funding to support festivals and events in Elgin
County, which meet the goals of the County’sTourism and Marketing Plan; to increase the amount ofpeople that
visit; increase the length of stay of visitors; and increase the amount of money that visitors spend.The FEPP
funding will not be limited to a predetermined number of festivals or events or amount per festival or event. The
County may not grant all of the funds, depending on the quality and number of applicants.
Please review the following eligibility and evaluation criteria and terms and conditions to determine if your group
qualifies. If you have questions,pleasecallthe Economic Development Department at (519) 631-1460 ext. 164, or
send an e-mail to lduncan@elgin.ca.
Groups applying for the program are required to fill out and submit a FEPP Application Form before the submission
deadline of April 10, 2020. You may obtain the FEPP Application Form at http://www.elgintourist.com/tourism-
memberand expand the Festival & Event Partnership Program Tabor pick one up at the County of Elgin,
st
Administration Building, Economic Development Office, 1Floor.
Eligibility Criteria for Festival andEvent Partnership
If you are interested in applying for a contribution to help cover a portion of the costs for your
festival or event, please review the following eligibility requirements listed below:
Qualifying groups based in Elgin Countywho organize festivals and events in the following areas will include:
Arts and Culture,
Community Celebrations,
Annual Festivals,
Multicultural Events,
New Festivalsand Events.
Your group must submit an accurate and complete Festival andEvent Partnership Program application by the
deadline of April 10, 2020.
Eligibility Criteria for Festival andEventPartnership -
Applications must meet the goals of the Tourism and Marketing Plan including:
1.Increase the amount of people that visit.
2.Increase the length of stay of visitors.
3.Increase the amount of money that visitors spend.
All applications are for one-time funding, projects must be completed between May1, 2020and
December 31, 2020.
Admission to your event must be free or low cost admission to participants.
The event must beheld within County limits.
FEPP contributions will not be awarded to individuals.
Applicants must submit an event budgetand include what the FEPP will be used for.
Events that are focusedon fundraising are not eligible for the FEPP.
The sponsoring organization must be a registered charity, non-profit organization or community
organization.
Applicants must attach a copy of non-profit documentation if the organization has such documentation.
FEPP contributions must be used only for the event or festival.
Applications must submit a one-page report (plus photos) confirming that the project is complete after the
festival or event.
Applicants must obtain required permits, clearances, insurance, and event/festival authorization and pay any
relevant fees in a timely manner.
All applicants must fill out a Festival & Event Partnership Program Application Form.
Organizations receiving FEPP contributions must acknowledge the support of theCounty of Elginwhere
appropriate, including print and website marketing.
Organizations that are collaborating with the Countyin co-sponsoring an event are eligible to apply for a
contribution. However, contributions can only be used to defray expenses incurred by the
co-sponsoring organization(s) rather than the County.
Applicants cannot be currently receiving any additional funding from the County of Elgin(with the exception
of Tourism Directional Signage grants)to qualify for FEPP contributions.
Evaluation Criteria
Applications will be evaluated for funding based on the following criteria:
The festival or event attracts visitors to Elgin County.
The festival or event encouragestheretaining of local spending of residents.
The festival or event encouragesvisitors from outside of the County to spend locally.
The festival or event enhances the quality of place within Elgin County.
The festival or event meets the goals of the Tourism and Marketing Plan.
The festival or event demonstrates the potential to grow in subsequent years.
Priority will be given to Elgin CountyTourism Members.
The sponsoring organization must demonstrate the ability to produce a well-planned, safe event.
The sponsoring organization demonstrates strong financial management and effective management controls,
including cost-effectiveness.
The Festival and Event Partnership Program contribution will represent no more than 50% of the total
budget, including the value of in-kind goods and services(the review team will consider the financial and
budgetary capabilities of the sponsoring organization).
Terms and Conditions
If the applicant is successful in receiving a contribution, the following terms and conditions apply. The
authorized signatures belowindicate that the applicant agrees to abide by these terms and conditions.
1.Once a contribution is approved, the amount of the contribution will not increase.
2.Because funding is limited, applications will be evaluated based on the eligibility and evaluation criteria.
3.Festivals and events conducted on municipal property will be carried out in partnership with the department
involved. All such applications must be reviewed by the municipalcontact prior to submission and a letter of
support from the relevant department is required.
4.Applications/applicantswill be considered only if they are submitted before the project begins and any
eligible costs associated with the project are incurred. Projects will not be funded retroactively.
5.Organizations that receive contributions through the FEPP must acknowledge the support of the County of
Elgin in all advertising, publicity, signage, etc. related to the festival or event. Branding, signage, and logo
usage pertaining to the County of Elgin must be approved by theCounty’sEconomic Development Office
prior to use or inclusion in any marketing/communications material.
Terms and Conditions -
6.FEPP contributions must be expended between May 1, 2020and December 31, 2020.
7.FEPP contribution approval in a given year does not set a precedent or guarantee approval for future years.
All applicants are subject to a fresh review vis-à-vis competing applications each year.
8.FEPP recipients (and their sponsors, if applicable) are entirely responsible for planning, promoting, and
staffing their festival or event. The County will not be involved in planning, promoting, or staffing the festival
or event.
9.FEPP recipients will be responsible for conducting surveys alongside County staff for the duration of the
festival or event. The County will provide the survey materials to be used.
10.Recipients agree to indemnify and hold harmless the County of Elginfrom any and all claims arising out of
the providing/withdrawal of funds, construction of projects or any other use of contributions provided as a
result of the FEPP process.
11.All applicants consent to the public release and County use of information contained in theirapplications and
reports submitted to the FEPP and agree that the content of the application may form a public record that
can be accessed by the public.
12.If information in the application proves to be inaccurate or if the project is not being completed in
accordance with the application information, or if theapplicant does not follow the FEPP terms and
conditions, the Countyof Elgin reserves the right, at its sole discretion, to withhold payment and not issue
any further funds.
13.The County of Elgin shall have the right to review the applicant’s books and records regarding the Festival
andEvent Partnership Program.
14.By accepting the Festival and Event Partnership Program contribution, the applicant consents to the release
to the County of Elgin of financial/project information by any other organization providing funding or
financial support to the applicant regarding the same project.
Authorized Signature(s) (two needed if not incorporated):
Name: ________________________________ Name: ________________________________
Position: ______________________________Position: _______________________________
Signature: _____________________________Signature: ______________________________
Festival andEvent Partnership Program
Economic Development Department
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Fax:519-631-4549
E-mail: lduncan@elgin.ca
Deadline: Friday, April 10, 2020at 4:00 p.m.
Appendix “B”
2020Festival and Event Partnership Program Application
County of Elgin
Application Deadline:Friday, April 10, 2020at 4:00 p.m.
STEP 1 – Application
You may either:
1) Print this application and complete the hard copy, or
2) Type your responses electronically and print or save for submission.
Application Checklist:
Ensure your application is complete, and you have filled in and enclosed all the necessary information.
Complete the Festival andEvent Partnership Program (FEPP) Application Form.
Include additional supporting materials (e.g. photos etc.)
Have the form and terms and conditions signed by appropriate official(s) from the organization.
Include a letter of support from the relevant municipaldepartment if project is linked to municipally owned
land or a facility.
STEP 2 – Evaluation & Approval
Projects will be reviewed by the Economic Development Department, which makes the final project approvals on the
selected number and amount(s) of the FEPPcontributions.
Invoices and proof of the completion of the work will be required before total FEPP funds will be released.
STEP 3 – Completion
The applicantmust provide a one-page report, including the number of festival/event attendees, photos, and future
plans for growth in 2020. The report along with a financial statement and supporting documents/invoices is required
inorder to receive the FEPP funds.
2020Festival and Event Partnership Program Application
County of Elgin
Please answer all questions completely, including as much detail as possible. Ensure you have read the “Festival and
Event Partnership Program Guidelines” prior to completion of this form.
FEPP contribution recommendations will be decided based upon a competitive review process; this application and
any attachments are intended to be the primary subject of evaluating your FEPP proposal. Applicants will be notified
of award decisions no later than April 24, 2020.
Applications may be submitted by fax (519) 631-4549, e-mail, in-person or by mail to:
County of Elgin, Attn: Economic Development, 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1.
If you have questions or require more information, call (519) 631-1460 ext. 164, or e-mail
lduncan@elgin.ca. You may also visit us online at http://www.elgintourist.com/tourism-memberand expand the
Festival & Event Partnership Program Tab.
APPLICANT INFORMATION:
Sponsoring Organization(s):____________________________________________________________________
Is the sponsoring organization a member of Elgin CountyTourism? YesNo
Authorized Representative Information:
Name: _______________________________________________
Title: _______________________________________________
Organization: _______________________________________________
Phone (wk/cell): _______________________________________________
Email: _______________________________________________
Mailing Address: _______________________________________________
_______________________________________________
Web Address: _______________________________________________
Mandate of the Organization:__________________________________________________________________
______________________________________________________________________________________________
__________________________________________________________________________________________
Is the organization an incorporated non-profit or registered charitable organization?
YesIf YES, please print the Incorporated/Charitable Registration Number: _________________________
NoIf NO, please provided background information on the organization and how it would handle the
financial requirements of the project: ___________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
FESTIVAL andEVENT PROJECT INFORMATION:
Festival/Event Name:_________________________________________________________________________
Date(s)/Time(s): _____________________________________________________________________________
1.Please describe your festival or event (you may attach additional details or supporting
documentation).
2.Have you held this festival or event before? If so, when and where?
3.How does your festival or event encourage an improved quality of place for your local
community/Elgin County?
4.How does the event create economic impact to this area? Does the event attract visitors from
outside of Elgin County and retain local spending?
5.How does your project support the goals of the County of Elgin Tourism and Marketing Plan?
6.What steps are you taking to ensure a well-planned, safe festival or event?
7.What are your future plans to grow the event?
8.Is there an admission fee/cost to attend your festival or event?
Yes If YES, how much?
Adult ______________ Senior______________ Child ______________ Other ______________
No
9.Is the project linked to a municipally owned land or a facility?
YesIf YES, aletter of support from the relevant department is required.
No
MARKETINGand PROMOTION:
10. Is your festival or event County wide or targeted to a particular neighbourhood, demographic
or geographic area (include location)? If targeted, to whom?
11. How many people do you expect to attend your festival or event? How did you arrive at this
estimate?Of this estimated amount, how many visitors do you expect to be from outside the
County?
12. Please describe your promotional plan to notify the public of your festival or event.
FESTIVALS andEVENTS PROJECT BUDGET SUMMARY:
13. Please describe what kind of controls you have in place to ensure that your festival or event will
be planned cost effectively, with strong financial management and effective overall event
management? How has your organization demonstrated thesequalities in the past?
14. Please attach a detailed budget for your festival or event including:
Total Expenses
Anticipated Revenue (if applicable)
Net Cost (Total Expenses less Anticipated Revenue)
Any expenses you expect to be donated / in-kind (include an estimated dollar value of
each donated / in-kind expense in your budget)
15. Provide details about how the FEPP funds will be spent.
16.How will you obtain the remaining funding for your festival or event? Why are you requesting
a FEPP contribution from the Countyof Elgin?
17. Doyou have enough volunteers to assist County staff in conducting surveys for the duration of
your festival or event?
Authorized Signature(s) (two needed if not incorporated):
Name: ________________________________ Name: ________________________________
Position: ______________________________Position: _______________________________
Signature: _____________________________Signature: ______________________________
2020Festival & Event Partnership Program(FEPP)
County of Elgin
Evaluation Matrix
Festival or Event Name: _______________________________________________________
Authorized Representative Information:
Name: __________________________________________________________
Title: __________________________________________________________
Organization: __________________________________________________________
Does the applicant meet the eligibility criteria? If yes, then proceed with the evaluation. If no, then
the applicant is no longer considered for the FEPP contributions.
CATEGORYWEIGHTAMOUNT
Meets the goals of the Tourism & Marketing Plan.30
The festival or event is of a County wide nature and
demonstrates an ability to drawattendees, with a 35
significant portion of visitor’s being from outside of Elgin
Countyand encourages the retaining of local spending.
Demonstrates a financial need and the FEPP
contribution represents no more than 50% of the total 10
budget.
Enhances the quality of place within Elgin County.10
Demonstrates the potential growth in subsequent years.10
Demonstrates the ability to produce a well-planned, 5
financially viable and safe event.
TOTAL SCORE100