04 - June 23, 2020 RIPA Committee Agenda Package
Rural Initiatives/Planning Advisory Committee
June 23, 2020
Table of Contents
I.Agenda –June 23, 2020 ………............................................................................2
II.Minutes from the May 12, 2020 Meeting …………………………………………….3
III.Report from the Chief Administrative Officer -Elgin County 2020 Grant and
Festival Events Partnership Program Allocations…………………………………...6
IV.Status of Applications for the 2020 Grant and Festival Partnership
Program………………………………………………………………………………....9
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Rural Initiatives/Planning Advisory Committee Meeting
Tuesday, June 23, 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 ProgramAllocations
4.Elgin County Community Grant Program – Presentation to Gather Feedback (will
be posted and distributed in advance if possible)
5.Date of Next Meeting
6.Adjournment
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Rural Initiatives/Planning Advisory Committee Meeting
Date: May12, 2020
Location: Elgin County Administration Building, 450 Sunset Drive, St. Thomas
rd
Administrative Services Boardroom, 3Floor
Time:1:00 p.m.
Attendees:Members of the Rural Initiatives/Planning AdvisoryCommittee
Councillor Ed Ketchabaw (electronic)
Councillor Sally Martyn (electronic)
(electronic)
Warden Dave Mennill(electronic)
Heather Derks (electronic)
Elgin County Staff
Chief Administrative Officer, Julie Gonyou(in-person)
General Manager of Economic Development, Alan Smith(electronic)
Jim Bundschuh (electronic)
Legislative Services Coordinator, Carolyn Krahn(in-person)
1.Call toOrder
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The Rural Initiatives/Planning Advisory Committee met this 12day of May, 2020 in the
Administrative Services Boardroom, at the County Administration Building, St. Thomas
at 1:00 p.m. Committee Membersand some Elgin County Staff membersjoined the
meeting electronically via video conferencing.
2.Approval ofAgenda
Moved by: Warden Mennill
Seconded by: Councillor
Resolved that the agenda be approved as presented.
Recorded Vote
YesNo
WardenDaveMennillYes
CouncillorDominiqueYes
HeatherDerksYes
CouncillorEdKetchabawYes
40
-Motion Carried.
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3.Adoption of Minutes
Moved by:
Seconded by: CouncillorMartyn
Resolved that the minutes of the previous meeting be adopted.
Recorded Vote
YesNo
WardenDaveMennillYes
CouncillorDominiqueYes
HeatherDerksYes
CouncillorEdKetchabawYes
40
-Motion Carried.
4.Elgin County 2020 Grant and Festival Events Partnership Program Allocations
The Chief Administrative Officer presented a report reviewing the remaining 2020 Grant
and Festival Events Program applications. A number of events and programs have been
cancelled in Elgin County in response to the COVID-19 pandemic. With direction from
Chairman Ketchabaw, staff solicited additional information from grant applicants, seeking
additional information with respect to whether their request for funding has changed as a
result of the COVID-19 pandemic.
Moved by: Warden Mennill
Seconded by: Councillor Martyn
Resolved that theCommittee recommend to County Council that Eat to Learn be granted
$6,250.00 immediately; and, that the remaining commitments be maintained until such
time as the Committee receives confirmationof whether the planned events will be
cancelled; and, that the Committee hold on to funds from cancelled events for future use.
Recorded Vote
YesNo
WardenDaveMennillYes
CouncillorDominiqueYes
HeatherDerksYes
CouncillorEdKetchabawYes
40
- Motion Carried.
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5.Signage Grant – Aylmer-Malahide Museum/Archives
The General Manager of Economic Development presented information on the signage
grant request fromthe Aylmer-Malahide Museum/Archives.
Moved by: Councillor Martyn
Seconded by: Councillor
Resolved that the Committee grant the request for $150 to the Aylmer-Malahide
Museum/Archives.
Recorded Vote
YesNo
WardenDaveMennillYes
CouncillorDominiqueYes
HeatherDerksYes
CouncillorEdKetchabawYes
40
- Motion Carried.
6.Next Meeting Date
A tentative meeting date has been set for June 9, 2020 at 1:00 p.m.
7.Adjournment
Moved by: Warden Mennill
Seconded by: Heather Derks
Resolved that the meeting adjourn at 1:26 p.m.to meet again on Tuesday, June 9, 2020 at
1:00p.m.
Recorded Vote
YesNo
WardenDaveMenillYes
CouncillorDominiqueYes
HeatherDerksYes
CouncillorEdKetchabawYes
40
- Motion Carried.
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REPORT TO RURAL INITIATIVES AND
PLANNING ADVISORY COMMITEE
FROM:Julie Gonyou, Chief Administrative Officer
DATE:June 17, 2020
SUBJECT:Elgin County 2020 Grant and Festival Events Partnership Program
Allocations
INTRODUCTION:
At its meeting on May 26, 2020, Elgin County Council approved funding for the following
organization through the Elgin County 2020 Grant and Festival Partnership Program:
Eat2Learn $6,250
Thisorganization will receive 90% of funding up front, with the remaining funds to be
paid upon receipt of a final report.
County Council also approved $150 through the Elgin County Tourism Directional
Signage Grant Program for the Aylmer-Malahide Museum as recommended by the
RIPA Committee.
Chairman Ketchabaw reported to County Council that the Rural Initiatives and Planning
Advisory Committee (RIPA) would meet in June 2020 to reassess the remaining
requests for grants and make additional recommendations to Council following said
meeting.
PURPOSE:
A number of events and programs have been cancelled in Elgin 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 theremaining2020 Grant and Festival Events
Partnership Program applications and seek direction from the Committee with respect to
outstanding applications.
Additional information from grant applicants with respect to whether their request for
funding had changed as a result of the COVID-19 pandemicis 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”.
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
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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
At its meeting on May 26, 2020 Elgin County Council, as recommended by the
RIPA Committee,approved $6250 in funding through the Elgin County 2020
Grant and Festival Partnership Program to Eat2Learnto assist with food
insecurity issues experienced by children and families during the pandemic.
Staff requested additional information from applicants and Committee Members
are asked to refer to the attached:
o Status of Applications for the 2020 Grant and Festival Partnership
Program.
The remaining balance of $35,411isavailable for Grant and Festival
Partnership Program allocations. The columnbelow, titled “Staff
Recommendation (June 23, 2020)”is for illustrative/discussion purposes only.
Organization201920192020RecommStaff GrantedGranted
/Event(ask)(grant) (ask)ended Recommendation(April 14, May 26,
Allocatio (June 23, 2020)2020)2020)
n
(March
10, 2020)
Shedden 4500450045004500Application withdrawn
Agricultural Society
Wallacetown 10000100001000070007000
Agricultural Society
Rodney-Aldborough 6000600060006000Application withdrawn
Agricultural Society
Aylmer & East Elgin 7500750075007500Application withdrawn
Agricultural Society
Elgin 4-H20002000200020002000
Association
Tillsonburg & 4780478047804780n/a4780
District Multi-Service
Centre
Quad County 2000200020002000n/a2000
Support Services
Senior’s Picnic2500120015001275Application withdrawn
Second Stage 20000141202000013400n/a13400
Housing
Eat 2 Learn5000500075005000n/a6250
Elgin County 200154200200200
Plowman’s
Association
STEAM Centre500034941200030003000
West Elgin 0050005000Application withdrawn
Renaming
Committee
Fanshawe College 500500500500500
PSW (*)
Total 2020 (ask)82890
Total 2020 (granted)618802018026430
(available)
Total Remaining Ask12,200
Total remaining 23,241
funds (**)(based on
staff
recommend
ations)
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(*) 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 $23,241remainsfor 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 additional follow up information from applicants;
Adjust allocations based on the availability of additional funds following the
withdrawal of five (5) applications;
Decide that unspent funds be carried over for the 2021 grant intake;
Open up a second intake using the existingscoring tool (for simplicity and
continuity) to determine allocations;
Use Committee feedback to develop a policy to fully support a revised
community grant program for approval by Council on July 14, 2020 and open up
a second intake to utilize unallocated funds (timelines associated with this option
are aggressive); or
Use Committee feedback to develop a policy to fully support a revised
community grant program for future approval by Council and roll out the newly
developed program in the fall of 2020 for the 2021 intake.
NEXT STEPS:
COVID-19 has caused the cancellation of all major events in Elgin County this summer
including all ofElgin County’s agricultural fairs. A number of applicants have withdrawn
their applications for funding; however, several applicants have 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(as attached), it is anticipated that the
Committee will determine next steps which may include allocating the fundsusing
existing processes, carrying unspent funds forward into 2021,requesting additional
information from applicants, or designing a new programand associated policy based
onfeedback collected from members of the Committee.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
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Status of Applications for the 2020 Grant and Festival Partnership Program
Application Status: Confirmed
1.Elgin County 4-H Association
Original grant request: $2000; allocated $2000
They are still requesting $2000 as outlined in this email from BrentHowe,
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 andwe 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 least7 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
and appreciated even more.
Thank you for your continued support.”
2.Elgin County Plowmen’s association
Original grant request: $200; allocated $200
Plowing match will proceed. Application will remain as originally submitted.
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3.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 and schools, 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 program will
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 gain experience using innovative tools and technologies such as 3D
design software, 3D printers, coding programs, computational thinking activities,
etc. Whether virtual or in-person, students will accesssupport and mentorship
from the STEAM Team and industry experts 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
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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. “
4.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”
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An additional email was received from Ms. Carder on June 17:
“Since that time\[Referencing the time of the first email\] we have cancelled the
fair as have all in District 13 and across Ontario due to Covid 19. This is so
disappointing. We still however have bills to pay and to keep up the
property. We will be moving forward with the water issues and a quote from the
Municipality to link in to the supply from Sifton Street is $7000 +the fee from
Campbelton Excavation of $11,000 to trench the lines to the pavilion, replace the
3/4 inch line that is currently inadequate.
Our grass cutting has now doubled with the municipality not mowing the infield
any longer as soccer fields are not being used.
We have been unable to have any of our regular fundraisers and are trying to
think outside the box. We are in discussions with SWPH on how we can move
forward.
If any other information is needed, please let me know.”
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5.Aylmer and East Agricultural Society
Original grant request: $7500; allocated $7500
“Good Morning Alan, the board met last Thursday, May 21st. A motion was
passed that we cancel the fair for thisyear.
So we will start planning for next year which will be our 175.
Stay safe.
Regards,
Carol Watson
Aylmer Fair Board Secretary”
Event cancelled. Application withdrawn.
6.Rodney Aldborough-Agricultural Society
Original grant request: $6000; allocated $6000
“Hi Alan
We had a WebEx meeting tonight and have come to the conclusion that
realistically without our fundraisers and corporate sponsors we could not do
justice to our fair even if it could be held which at this time too many unknowns.
Soif we wereone of the organizations that was to receive any funding that the
county put that money to better use as you mentioned food donations or women
shelter or whateverother priorities are.
In saying this we hope to be going forward with the 2021 fair at full steam and
would hope to be considered for next year if any funding is available.
We appreciate all the county does for our society in the past and hopefully in the
future.
Thanks again
Janet Johnston”
Event cancelled. Application withdrawn.
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