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03 - May 12, 2020 RIPA Committee Agenda Package Rural Iniatives/Planning Advisory Committee May 12, 2020 Table of Contents I.Agenda –May 12, 2020……….............................................................................2 II.Minutes from the March 10, 2020 Meeting …………………………………………..3 III.Report from the Chief Administrative Officer -Elgin County 2020 Grant and Festival Events Partnership ProgramAllocations…………………………………... IV.Letter from Charlotte McDonald, Community Development Coordinator – Eat2Learn………………………………………………………………………………... V.Status of Applications for the 2020 Grant and Festival PartnershipProgram…… 1 Rural Initiatives/Planning Advisory Committee Meeting Tuesday, May 12, 2020 1:00 P.M. – 2:00 P.M. Meeting to be held electronically. Agenda 1.Approval of Agenda 2. Approval of the Minutes 3.Elgin County 2020 Grant and Festival Events Partnership Program Allocations 4. Signage Grant – Aylmer-Malahide Museum/Archives 5.Date of Next Meeting 6.Adjournment 2 Rural Initiatives/Planning Advisory Committee Meeting Date: March 10,2020 Location: Elgin County Administration Building, 450 Sunset Drive, St. Thomas rd Administrative Services Boardroom, 3Floor Time:12:30p.m. Attendees:Members of the Rural Initiatives/Planning AdvisoryCommittee Councillor Ed Ketchabaw Councillor Sally Martyn Warden Dave Mennill Heather Derks Elgin County Staff Chief Administrative Officer, Julie Gonyou General Manager of Economic Development, Alan Smith Legislative Services Coordinator, Megan Shannon 1.Call toOrder th The Rural Initiatives/Planning Advisory Committee met this 10day of March, 2020 in the Administrative Services Boardroom, at the County Administration Building, St. Thomas at 12:35 p.m. 2.Approval ofAgenda Moved by: WardenMennill Resolved that the agenda be approved as presented. -Motion Carried. 3.Adoption of Minutes Moved by: Heather Derks Se Resolved that the minutes of the previous meeting be adopted. -Motion Carried. 4.Review Grant Scoring Matrix The Committee reviewed the Grant Scoring Matrix. The Chief Administrative Officer combined the Committee’s scores, reviewed the options, and noted that the options can 3 be adjusted. Chair Ketchabaw asked whether or not the Grant Policy went out with the applications and stated that he would like to have seed money made available. The Committee discussed the agricultural societies. Heather Derks discussed the financial statements for the agricultural societies. The organizations/events should find alternative sources of income in the future. Councillor agreed in principle and suggested that the Grant Policy be reviewed and an orientation package be completed for next year. The Chief Administrative Officer commented that there has been a significant change from the 2019 to 2020 ask. The Committee discussed the West Elgin Renaming Committee. The Committee discussed the funding for Elgin 4-H Association. WardenMennill was satisfied with Option 5. The Committee decided to allocate the $500 from the Fanshaw College PSW for seed money. Councillor Mennill mentioned thatthere should be a deadline for applying next year. Moved by: WardenMennill Seconded by: Councillor Resolved that the Committee move forward with Option 5. -Motion Carried. 5.Next Meeting Date Tuesday, July 14, 2020 at1:00 p.m. at theCounty Administration Building, St. Thomas, in the Administrative Services Boardroom. 6.Adjournment Moved by: Councillor Seconded by: Councillor Martyn Resolved that the meeting adjourn at 12:56 p.m. to meet again on Tuesday, July 14, 2020 at 1:00 p.m. to determine. -Motion Carried. 4 REPORT TO RURAL INITIATIVES AND PLANNING ADVISORY COMMITEE FROM:Julie Gonyou, Chief Administrative Officer DATE:May 6, 2020 SUBJECT:Elgin County 2020 Grant and Festival Events Partnership Program Allocations INTRODUCTION: At its meeting on April 14, 2020, Elgin County Council approved funding for the following organizations through the Elgin County 2020 Grant and Festival Partnership Program: Tillsonburg and District Multi-Service Centre $4780 Quad County Support Services $2000 Second Stage Housing $13400 These three (3) organizations will receive 90% of funding up front, with the remaining funds to be paid upon receipt of a final report. Chairman Ketchabaw reported to County Council that the Rural Initiatives and Planning Advisory Committee (RIPA) would meet in May-June 2020 to reassess the remaining requests for grants and make additional recommendations to Council following saidmeeting. PURPOSE: A number of events and programs have been cancelled inElgin County in response to the COVID-19 pandemic, provincial orders to limit gatherings, the closure of non- essential businesses and our community’s efforts to stop the spread of the virus locally. The purpose of this report is to review theremaining 2020 Grant and Festival Events Partnership Program applications and seek direction from the Committee with respect to outstanding applications. With direction from Chairman Ketchabaw, staff solicited additional information from grant applicants, seeking additional information with respect to whether their request for funding had changed as a result of the COVID-19 pandemic. Information from applicants is attached to this report. Grant and Festival Partnership Program: County Council, as part of its 2020 budget process, approved a budget of $61,871 for grants. At its meeting on March 10, 2020, the RIPA Committee receivedapplications for grants from 14 community organizations totaling $82,980. The Rural Initiatives Committee reviewed and carefully scored each of the applications and the recommendations are noted in the chart belowin the fifth column titled “Recommended Allocation March 10, 2020”. 5 At its meeting on April 14, 2020, Elgin County Council approved $20,180 in funding through the Elgin County 2020 Grant and Festival Partnership Program to the following organizations who urgently needed funding to support their services through the pandemic: o Tillsonburg and District Multi-Service Centre $4780 o Quad County Support Services $2000 o Second Stage Housing $13400 Staff requested additional information from applicants and Committee Members are asked to refer to the attached: o Letter from Charlotte McDonald, Community Development Coordinator – Eat2Learn; and o Status of Applications for the 2020 Grant and Festival Partnership Program. The remaining balance of$41,691isavailable for Grant and Festival Partnership Program allocations. A sixth column has been added to the chart below, titled “Staff Recommendation (May 5, 2020)”. This is for illustrative/discussion purposes only. Organization/Event201920192020RecommenStaff Recommend-Granted (ask)(grant) (ask)ded ation (May 5, 2020)(April 14, Allocation2020) (March 10, 2020) Shedden Agricultural 4500450045004500Additional information Societyrequired (on hold) Wallacetown 10000100001000070007000 Agricultural Society Rodney-Aldborough 6000600060006000Board direction Agricultural Societyanticipated May 12, 2020 (on hold) Aylmer & East Elgin 7500750075007500Board direction Agricultural Societyanticipated June 1, 2020 (on hold) Elgin 4-HAssociation20002000200020002000 Tillsonburg & District 4780478047804780n/a4780 Multi-Service Centre Quad County Support 2000200020002000n/a2000 Services Senior’s Picnic2500120015001275Application withdrawn Second Stage Housing20000141202000013400n/a13400 Eat 2 Learn50005000750050005000 Elgin County Plowman’s 200154200200200 Association STEAM Centre500034941200030003000 West Elgin Renaming 0050005000Application withdrawn Committee Fanshawe College PSW 500500500500500 (*) Total 2020 (ask)82890 Total 2020 (granted)6188017,20020180 (available) Total remaining funds 37380 (**)(based on staff recommendat ions) 6 (*) PSW not included in the total as it is included in the Warden’s 2020 budget. (**) depends on outstanding applications and RIPA Committee recommendations – using staff recommendation, an outstanding $37,380 remainsfor future allocations. DISCUSSION: Since Committee Members have not yet had the opportunity to review the supplementary information submitted by applicants (attached to this report), the Committee may wish to: Request follow up information from applicants; Adjust allocations based on the availability of additional funds followingthe withdrawal of two (2) applications; Utilize the scoring tool to determine allocations – as previously used for the March 10, 2020 recommendations; and Design a new grant program which would utilize remaining funds. NEXT STEPS: It is clear from the feedback received from applicants that COVID-19 has created a looming sense of uncertainty for festival and event organizers. Additionally, a number of applicants identified other ways that the funding offered through the Grant and Festival Partnership Program could be used to offset the unanticipated impacts resulting from the pandemic. Following a review of the feedback from applicants, it is anticipated that the Committee will determine next steps which may include allocating the funds, requesting additional information from applicants, or designing a new program. It is recommended that a letter be sent to outstanding applicants following the meeting. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 7 ! 315!Gjstu!Bwfovf!.!Cpy!3311:!!!!!!+!!!!!Tu/!Uipnbt-!Poubsjp!!!!!+!!!!!O6S!5Q1!!!!!!+!!!!!62:.318.2151! Bqsjm!38-!3131! Dpvouz!pg!Fmhjo! 561!Tvotfu!Esjwf! Tu/!Uipnbt-!PO!O6S!6W2! Efbs!Hsbou!Sfwjfx!Dpnnjuuff;! Jo!Efdfncfs!312:-!pvs!pshboj{bujpo!bqqmjfe!gps!b!hsbou!jo!tvqqpsu!pg!Tdippm!Ovusjujpo!Qsphsbnt!bdsptt!! 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AptoqFmhjo 8 Status of Applications for the 2020 Grant and Festival Partnership Program Application Status: Confirmed 1.Eat 2 Learn Original grant request: $7500; allocated $5000 Their method of supporting students and their families has dramatically changed andare putting forth a revised request to the County for $6,250.00. See letter. 2.Elgin County 4-H Association Original grant request: $2000; allocated $2000 They are still requesting $2000 as outlined in this email from Brent Howe, President: “Good afternoon Mr Smith, Yes we still require the $2,000.00 as requested to continue our programming for the balance of the year. COVID-19 has had a great impact on our application. Some of our events have had to be cancelled, but now we are trying virtual meetings which is something new to all of us. We have purchased a ZOOM subscription so we will have the time allotment long enough to conduct our meetings. Each project must have 12 hours of instruction / meetings with our members. Because of COVID-19, the association is subsidizing each membership by $35 to help families who are struggling financially. We still want our members to have the opportunity of participate in the 4H programs. Our membership in 2019 was 92 members and we anticipate that number of members again this year. To date, we have 36 members who have signed up and 2 club projects have been completed. Two projects are on hold as they just started when all gatherings of people were prohibited. There are at least 7 more clubs scheduled to start now that the Elgin 4-H Association has purchased the Zoom subscription. The Elgin County 4-H Association, clubs & its members have benefited greatly in the past from the funding from the County of Elgin. This year it will be welcomed andappreciated even more. Thank you for your continued support.” 9 3.Elgin County Plowmen’s association Original grant request: $200; allocated $200 Plowing match will proceed. Application will remain as originally submitted. 4.Seniors Picnic/Day Original grant request: $1500; allocated $1275 Event cancelled. Application withdrawn. 5.Steam Centre Original grant request: $12000; allocated $3000 The STEAM Centre's application for funding consideration in the amount of $12,000 is still requested as indicated in the following response/email from Jessica Gransaull: “Thanks for contacting me. I appreciate the opportunity to provide an update on the STEAM Education Centre and our request for Leaders program support. On March 16, STEAM Centre decided to halt all program delivery as a nonessential organization. This unprecedented time has encouraged the STEAM Team to considerredesigning some programs for online learning so local students and teachers can continue to communicate with their STEAM learning team and receive superlative hands-on activities, should social distancing measures continue into the summer months. Due to requests from students andschools, theSTEAM Team will rework the Leaders program to offer a virtual learning, mentorship and leadership version of the program to meet the skill and leadership development goals of the in-person Leaders program. This decision will ensure high school and post secondary students already registered for spring and summer Leaders program can successfully complete their placement and/or academic credits while social distancing. Despite preparing for an online shift, the goals and outcomes of the programwill not change; we anticipate providing at least 25-30 young adults from across Elgin County with the opportunity to satisfy their academic or career placement requirements. With some modification to methods of delivery and engagement, students will gainexperience using innovative tools and technologies such as 3D design software, 3D printers, coding programs, computational thinking activities, 10 etc. Whether virtual or in-person, students will access support and mentorship from the STEAM Team and industryexperts who can inform their learning and development. Leaders program participants can also count on unique leadership opportunities to support thousands of elementary students in innovating hands- on science, technology, engineering, art and math activities connected to the Ontario Curriculum. STEAM Centre's application for funding consideration in the amount of $12,000 is still requested. The timeline of new in-person and online program design has moved up to an earliest possible date. Program delivery timeline, however, has not changed as we are still supporting Leaders program participants at this time. As stated in my initial appeal, all funding will support program design and delivery activities, to advertise the program to area schools and students, and to offer a technology and materials bursary to all Leaders participants. Thanks again, Alan. If you have any other questions about our request forrenewed support, please contact me at your convenience. “ 6.Wallacetown Agricultural Society Original grant request: $10000; allocated $7000 Funding of$10,000 is still requested, but are open to a lesser amount as stated in an email by Kim Carder, Secretary: “Currently we are hoping the fair will still go on. We are in limbo as to a timeline but since our dates are October 2 to 4, 2020, we do not know what the province will mandate on crowd sizes, etc. The impact we have already suffered is huge. We have no bingo funds coming in, no fundraising money from silent auction, bbq, etc. We will have to take out a loan to put the fair on this year, lawn maintenance alone is 10,000 dollars and wondering how we will keep up the grounds. We also have a 15,000 water issue we have to fix for our new pavilion as lines are outdated. Any amount Elgin County can spare will be appreciated. We are wondering how we will survive. Thank you, Kim Carder” 7.Municipality of West Elgin – Renaming Committee Original grant request: $5000; allocated $5000 Event postponed till 2021. Therefore, application withdrawn. 11 Application Status: Pending 1.Aylmer and East Agricultural Society Original grant request: $7500; allocated $7500 st The Board is meeting on June 1to determine if Fair will proceed. Carol Watson, Treasurer/Secretary, indicated that we should be receiving clarification on the status of the application on June 2nd. 2.Rodney Aldborough-Agricultural Society Original grant request: $6000; allocated $6000 th The Board will be having a meeting on May 12to decide if the Fair will proceed. Janet Johnston, Treasurer, mentionedthat she has concerns as several fundraising activities are not possible and the municipality will determine a great deal. Even if they can hold their event, will restrictionsand extra costs for sanitizer, handwashing stations, extra volunteers make it even worthwhile, she noted. Janet will be in contact with the outcome of the May 12 meeting. 3.Shedden Agricultural Society Original grant request: $4500; allocated $4500 May 6, 2020 – Updatefrom Don Millar: “Shedden Fair is cancelled for 2020 so we won't beneeding the grant money.” 12