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05 - August 24, 2020 Terrace Lodge Redevelopment Fundraising Committee Agenda Package Terrace Lodge Redevelopment Fundraising Committee August 24,2020 Table of Contents I.Agenda –August 24, 2020………..........................................................................2 II.Minutes from the June 25, 2020 Meeting ……………………………………………3 III.Terrace Lodge Redevelopment Update……………………………………………....9 Attachment–Report from Councillor Purcell…………………………………….13 Attachment – Presentation from Director of Homes and Seniors Services…...20 Terrace LodgeRedevelopment FundraisingCommittee AGENDA Date:,,2020 Time:3:30p.m. Location:PortBrucePavilion 1.Call to Order 2.Review of Agenda 3.Adoption of Minutes: June 25, 2020 Meeting 4.Terrace Lodge Redevelopment Update 5.Campaign Timelines –Kick - off 6.Online Catalogue Design Update 7.Future Meetings – Times/Dates/Locations 8.Other Business 9.Next Meeting 10. Adjournment Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: June 25, 2020 Time: 3:00 p.m. Location: Port Bruce Pavilion Attendees: Dominique Giguère, Deputy Mayor - Township of Malahide Kay Haines, Terrace Lodge Auxiliary Peter Barbour, Councillor – Town of Aylmer Ruth Anne Perrin, Community Member Staff: Tonya Noble, Manager of Program and Therapy Services Katherine Thompson, Supervisor of Legislative Services and Community Relations Regrets: Jamie Chapman, Councillor - Town of Aylmer Fiona Roberts, Municipality of Central Elgin Muriel Carrel, Community Member Julie Gonyou, Chief Administrative Officer MINUTES 1.Call to Order th The Terrace Lodge Redevelopment Fundraising Committee met this 25day of June, 2020at the Port Bruce Pavilion. The meeting was called to order at 3:00 p.m. 2.Review of Agenda Moved by: Ruth Anne Perrin Seconded by: Kay Haines Resolved that the agenda be approved as presented. 3.Adoption of Minutes – March 11, 2020 Moved by: Pete Barbour Seconded by:Kay Haines Resolved that the minutes from the meeting held on March 11, 2020be approved. -Motion Carried. 4.Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising committee TheSupervisor of Legislative Services and Community Relations presented the report updating the Committee on activities and progress of the Steering Committeeincluding extended timelines as a result of COVID-19.It was recommended thatElgin County incorporate design changes to address COVID-19concerns including oxygen, negative pressure rooms, dining room revisions and staff locker room revisionsinto the redevelopment plans. The Steering Committee has asked the working group to providea recommendation on design, costing and timing for Council consideration.If approved by Council these changes will result in extended timelines and additional budget. Moved by:Ruth Anne Perrin Seconded by: Kay Haines Resolvedthat the reportfrom the Chief Administrative Officer titled “Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising Committee”be received and filed. 5.Correspondence The Committee received correspondence from Paul Shipway, CAO of the Municipality of Bayham indicating that the representative from the Municipality of Bayham Council, Councillor Chilcott, would be unable to continue with the Committee due to time constraints and other commitments. Moved by: Pete Barbour Seconded by: Ruth Anne Perrin Resolved that the Committee draft a letter to Bayham Council, acknowledging receipt of Councillor Chilcott’sresignation from the Committee and requesting that in lieu of a Council participant the Councillors reach out to members of the community that they think might be a good fit to join the Committee. 6.Member Recruitment – Applications The Committee reviewed twoapplications received by members of the community interestedin serving as part of the Terrace Lodge Fundraising Committee. Moved by:Pete Barbour Seconded by:Kay Haines Resolved that the Committeerecommend that County Council appointJim Jenkins and Richard Kisuuleas Community Members of theTerrace Lodge Redevelopment Fundraising Committee. -Motion Carried. Both Councillor Barbour and Councillor Chapman of the Town of Aylmer would like to serve on the Committee. Councillor Giguère will consult the Committee Terms of Reference to see if it is permitted to have two Council representatives from the same jurisdiction serve on the Committee. If it is not permitted, the Committee will recommend that Councillor Chapman be appointed to sit on the Committee as a Community Member. 7.Update on Online Catalogue Platform Design and Provider Since the Committee met in March, Councillor Giguèrehas continued to work behind the scenes with Finance, IT and Administrative staff to set up an online catalogue of fundraising items. The consultant recommended using Canada Helps, an outside organization, to take donations; however, during an investigation of the platform it was determined that limitations existed. It was decided that the County could set up Laserfiche forms internally to accept donations in once place and issue CRA approved tax receipts. A front facing marketing website will be set up and Laserfiche will be used to collect the donations in the back ground. Staff will be able to give the committee monthly reports on donations. Staff have been asked to track time as staff time used whichwill be a cost against the project. The Committee put forward the following questions to be addressed at the next meeting: What does the County pay in fees to Visa and Masercard? What involvement, if any, does the Aylmer Express want to have in regardsto in-kind donations of print materials and design? What is the “to-do” list from the consultant? Would in-kind donations be accepted (labour instead of money)? If so, what are the list of services needed (gazebo, landscaping etc.)? 8.Impacts (Positive and Negative) of Pandemic on our Campaign Positive Negative There is a spotlight on long-term care right now Both individuals and businesses are suffering as a result of the Federal report released about financially right now. There will be cash flow and the state of long-term care in Ontario. This has financial issues that may cause donation created an increased awareness around the amounts to be lesser. needs in long-term care. Uncertain times make people want to look for the Uncertainty of the times is making people good in the world. The pandemic may have anxious and they may not want to donate money increased people’s desire to be part of a good if they don’t know what the future will hold. news community project. The campaigncan highlight needs and generate It will be more difficult to collect money during the positive outcomesCOVID-19 era. There will be no large events and door to door collection will be difficult. Knowing the need of long-term care there may be more people willing to donate even if the donations are small. People are now more comfortable with online avenues as they have been required to adjust rapidly due to the pandemic. The pandemic has allowed the Committee some leeway in regards to timing. When restrictions are lifted people will be eager to go out to events and become involved in the community. 9.Updated Timelines – Kick Off Based on the updated timelines provided by the Terrace Lodge Steering Committee, the Fundraising Committee discussed the positives and negatives associated with launching the campaign at different times. October 2020 PositivesNegatives October and November are the peak months With the anticipated construction delays the for giving to charity as the spirit of giving is fundraising campaign launch would not be increased in advance of the holiday season. synchronized with the start of construction. There is focused media attention on long-term May draw attention to construction delays. care and people are emotionally invested in long-term care. Even with construction delays this could be a Possible second wave of COVID-19. way to keep momentum on the project going. January/February 2021 Positives Negatives If construction commences the fundraising This is traditionally the time of year where campaign could be synchronized with the first people give the least to charity. shovel in the ground. There are fewercompeting media stories at There is a sense of letdown after the holiday this time of year and the project could get more season and people’s spirits are low. attention. People have less money to give at this time of year. Spring 2021 Positives Negatives If construction does start in January, it will be well The fundraising campaign will be delayed by over underway at this time.6 months. Spring is a time of renewal. Good weather lifts people’s spirits and will help the campaign be received more positively. There may be more certainty surrounding the COVID-19 pandemic by this time. There will have been some time for economic recovery, there will likely be less anxiety and fear surrounding events and gatherings etc. The Committee decided to continue planning for the Campaign as if it would launch in October (to ensure preparedness) but put off the final decision until more information can be gathered from the Steering Committee regarding how construction delays may affect fundraising. 10.Future Meetings: best time/location/health and safety considerations Councillor Chapman will be consulted as to when is the best time for her to meet. From this feedback a meeting time and location will be determined. 11.Other Business None. 12.Next Meeting Date The Committee decided to tentatively set a meeting for sometime during the week of July 20-24, 2020. Calendar invitations will follow. 13.Adjournment Moved by: Ruth AnnePerrin Seconded by:Kay Haines Resolved that the meeting adjournat 4:15 p.m. to meet at a date to be determined. -Motion Carried. Julie Gonyou, Dominique Giguère, Chief Administrative Officer. Chair. 1 REPORT TO TERRACE LODGE REDEVELOMENT FUNDRAISING COMMITTEE FROM:Katherine Thompson,Supervisor of Legislative Services and Community Relations th DATE:August 17,2020 SUBJECT:Terrace Lodge Redevelopment Update RECOMMENDATION: th THAT the August 17, 2020,report titled, Terrace Lodge Redevelopment Update, submitted by the Supervisor of Legislative Services and Community Relations, be received and filed for information. INTRODUCTION: At its meeting held on August 11, 2020, Councillor Purcell, Chair of the Terrace Lodge Redevelopment Committee, and Michele Harris, Director of Homes and Seniors Services, presented reportsto Council providing an update on the Terrace Lodge Redevelopment Project and seeking Council’s direction regarding theallocation of additional funds for enhancements to identified priority areas as they relate to infection prevention and control. These priority areas include oxygenavailability/storage, negative pressure rooms, staff lockers and, dining room and meal time assistance/requirements. DISCUSSION: At the onset of the COVID-19 pandemic, the Province of Ontario announced additional funding for the construction of Long-Term Care Homes including an additional $4.3M for the Terrace Lodge Redevelopment Project. The pandemic has had a significant impact on Long-Term Care across the Province and an independent commission will spend the next year investigating the impact to residents, staff and families and determine whether the government’s response to 2 COVID-19 was appropriate. Consideringlessons learned from the pandemic and best practices at other Long-Term Care Homes, the Terrace Lodge Redevelopment Steering Committee entered into discussions regarding infection prevention and control measures as they relate to the safety of staff and residents during a pandemic or outbreak situation. These discussions identified several areas where infection prevention and control measures could be enhanced during the Terrace Lodge redevelopment. The Terrace Lodge Redevelopment Steering Committee recommended that Council approve additional funds foroxygen storage, negative pressure rooms, modifications to the staff locker room, a replacement of the aging Nurse Call System, and additional cleaning and safety measures during construction. The Committee also soughtdirection fromCouncil regarding expanded diningareas that would allow for a more pleasurable dining experience for residents, more efficient use of staffing resources and space for physical distancing during future pandemics or outbreaks. After careful consideration of the costs associated with these enhancements, County Council approved additional funds to be allocated to all the above noted enhancements. Please see the attached report from Councillor Purcell titled “Terrace Lodge Redevelopment August 2020 Update” and the corresponding presentation from the Director of Homes and Seniors Services titled “Terrace Lodge Redevelopment – Dining Room Options”. FINANCIAL IMPLICATIONS: The cost breakdown ofapprovedadditional infection prevention and control measures is indicated in the chart below: COVID-19 related $265,000 cleaning/timing/design during construction Oxygen Storage Rooms, Enhanced $78,000 Staff Locker Rooms, Negative Pressure Capabilities in each Resident Bedroom New Nurse Call System$100,50 Expanded Dining Space$750,000 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving ElginGrowing ElginInvesting in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need.and agricultural growth. infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressing environment. Delivering mandated communityneed. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: The decision of County Council will be communicated to the members of the Terrace Lodge Steering Committee, the Terrace Lodge Redevelopment Fundraising Committee and the public (through media release). CONCLUSION: County Council carefully considered the benefits and costs of the aforementioned enhancements and made the decision to support additional funding allocations for infection prevention and control enhancements for the Terrace Lodge Redevelopment Project. 4 All of which is Respectfully Submitted Approved for Submission Julie Gonyou Katherine Thompson Chief Administrative Officer Supervisor of Legislative Services and Community Relations 1 REPORT TO COUNTY COUNCIL FROM:Bob Purcell, Terrace Lodge Redevelopment Steering Committee Chair DATE:August 11,2020 SUBJECT: Terrace Lodge Redevelopment August 2020 Update RECOMMENDATION: THAT theAugust 11, 2020,report titled, “Terrace Lodge Redevelopment August 2020 Update”,submitted by the Terrace Lodge Redevelopment Steering Committee Chair, be received and filed for information; and, THAT the Terrace Lodge Redevelopment project be supplemented with a further $443,450of budget to allow for project construction to commence while still under COVID restrictions. This addition includes an allowance for known COVID19 construction cleaning expenses; plus adding oxygen storage rooms, enhanced staff locker rooms and negative pressure capability in each resident bedroom to improve the design to address concerned raised as a result of COVID. Simultaneously the Nurse Call system in the common building corewill be updated; and, WHEREAS a further $750,000 investment to increase dining space will provide a permanent “physical distancing” solutionand improve operational efficiencies. We are asking County Council to decide, today, if they want this option included in thefinal design. THEREFORE be it resolved THAT Council consider the option of adding a further $750,000 to the Terrace Lodge Redevelopment project to allow for enhanced dining space, weighing the advantages and disadvantages of said investment. INTRODUCTION: County Council approved a $15.8 million investment, together with $12.5 millionof provincial fundingfor a total of $28.3 million, as part of the 2019 County budget for the redevelopment of Terrace Lodge. In June 2019 the province increased funding by $1 2 millionand County Council used this funding as well as a 0.5% incremental increase as part of the 2020 budget to added $4.2 million to the project, bringing the total to $32.6 million. The uptake of provincial funding across LTC operators remained low despite the increased funding even before the pandemic took hold. The province, already considering further funding increases, quickly pushed the increasethrough with the onset of COVID. This funding will provide the County with over $4.2 million in further funding. This report asks that County Council allocate $443,450of that increased funding. If project construction is to commence while still under COVID restrictions, $265,000 for COVID related cleaning/timing/designis required. Add oxygen storage rooms, enhanced staff locker rooms and negative pressure capability in each resident bedroom will address concernshighlighted during COVID and can be accomplished for $78,200. The current project is installing a new nurse call system in the new building, but this would be an opportune time to replace the existing aging system in the existing building with one integrated system at apreliminary estimate ofcost of $100,250. The Steering Committee needs County Council direction, regarding the benefits of a further $750,000 investment in expanded dining space. DISCUSSION: The reality of the pandemic over the last five (5) months has significantly impacted the world, the nation, and our communities within Elgin County, but, with the most significant impact to Ontarians being felt in long-term care Homes (staff and residents) across the province. As a result of this significant LTC impact, an independent commission into COVID-19 and LTC will be occurring with a report back time of April 2021. The commission will examine and provide recommendation on the effects of COVID-19 on LTC Homes, how residents, staff, and familieswere impacted, and whether the government response was appropriate to prevent, isolate and contain the virus. In addition, the Commission will look at the impact of existing features (e.g. infrastructure, infection prevention and control, staffing approaches, labour relations) and will provide the government with guidance on how to better protect LTC residents and staff from any future outbreaks. As a result of the pandemic, and lessons learned from other LTC Homes, a discussion regarding infection prevention and control as it relates to the current Terrace Lodge redevelopment project design occurred. Priority areas were identified including oxygen availability/storage, negative pressure rooms, staff lockers and, dining room and meal time assistance/requirements. 3 The physical distancing requirements since the onset of the pandemic have increased the challenges of dining significantly at Long-Term Care (LTC) Homes across the province. LTC Homes have investigated and trialed a variety of options including, but not limited to: Two (2) sittings Staggered meal times In room service Increased dining room locations (lounges, hallways, etc.) Each of these options has shown to negatively impact resident quality of life and staff routines resulting in: Disruption and confusion to resident’s routine, meal service and snack service Challenging adjustments of staff routines and practices Additional staffing to supervise and provide care Mealtime service and the requirement for pleasurable dining, on average, involves 3- 4.5 hours/day of each resident’s waking hoursin the dining room. As a result of the significantimpact of dining to residents and staffdaily routines and quality of life,many discussions regarding dining room size, challengesand opportunitiesfor improvement occurred pre-pandemicas part of the Terrace Lodge Redevelopment functional and design planning.Overall project priorities were reviewed and decisions were made to adjust the size of the dining room to align with design standards of 30square feet/resident. Recognizing the limitations of the dining roomthrough this adjustment, floor space was optimized in the current design by minimizing walls between the dining room and the corridorin each resident home area (RHA). What physical distancing has proven to the LTC sector during the pandemic is that it has been, and continues to be, effective as an important aspectof infection prevention and control principles. The Director of Homes and Seniors Services will outline for Council two options for consideration in regards to dining room areas – current dining room design and enhanced dining room. The presentation will outline the impact to: Resident quality of life Staff routines and ability to meet resident care needs Infection prevention and control (IPAC) Operational and capital costs to the overall project 4 While the proposed, preferred dining room enhancement is optional, and the ground has not yet been broken for the Terrace Lodge Redevelopment project, now is the time for Council to consider this change, if Council recommends andsupports. FINANCIAL IMPLICATIONS: The 2019 County budget included $28.3 million for the Terrace Lodge redevelopment with $15.8 million being funded by ratepayers. Council added $4.2 million in fundingin June 2019 at the time when the province added $1 million in funding for a $32.6 million project total. The latest funding announcement by the province will provide a further $4.3million in funding, in effect partially reducing the already large investment County Council has already approved.The Steering Committee is recommending that a portion of that funding be used to add a further $443,450to the project for a total budget of $33.0 million(see Attachment I).As this added investment addresses COVID concerns at an affordable cost, all Steering Committee members support the increased budget. A further investment of $750,000 provides permanent “physical distancing” dining space; however, the current design has sufficient space to provide “physicaldistancing” dining when it is required at the cost of added staffing(see Attachment II). The newly announced $4.3million in provincial funding reduces the already significant commitment Council has made to the Terrace Lodge project. County Council will need to decide the best use of the funds. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving ElginGrowing ElginInvesting in Elgin Ensuring alignment of Planning for and Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need.and agricultural growth. infrastructure to deliver programs and services now and in the future. Exploring different Fostering a healthy ways of addressingenvironment. Delivering mandated community need. programs and services Enhancing quality of efficiently and Engaging with our place. effectively. community and other stakeholders. 5 A dditional Comments: LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: A media release on the status of the project and the uses of the added provincial funding should be made once Council direction is received. CONCLUSION: The recently announced provincial funding announcement for construction of LTC homes provides Elgin with $4.3million in additional funding. Although the current Terrace Lodge redevelopment design meets all the requirements to receive full provincial funding, the Steering Committee believes that some increase in investment is prudent. Although a larger investment in increasing dining space has significant qualitative benefits, such an investment requires Council to consider how that investment compares to the benefits of competing potential uses for that same funding. The Directors of Homes and Finance are available to answer any questions related to this optional expansion. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Councillor Bob Purcell Chief Administrative Officer Terrace Lodge Redevelopment Steering Committee Chair – August 11, 2020 Terrace Lodge Dining Room Options Michele Harris, Director of Homes and Seniors Services Redevelopment Project dining Dining – 4.5 hours/day in the - 19 Pandemic - 19 Pandemic - optimized floor space by minimizing walls between COVID - - COVID - Pre – Pre – Discussions+ r/t dining room size and challenges during design stage Goal was larger dining room Adjustments made based on other areas to be funded Limitations known dining room and corridor Meets the design standards of 30 sq. ft/resident Every resident spends (on average) 3 room for meals Current Design Terrace Lodge Redevelopment Room pandemic Dining- – 19 Pandemic - COVID - Pre – term care homes across the province are struggling to meet physical - Drawings 1 & 2 demonstrate the close proximity of chairs/tables/residents with current design Physical distancing requirements not contemplated during the design stagesPhysical distancing cannot be accommodated within the predining room space, should it be required during future outbreaks and pandemicsLongdistancing requirements and balancing quality of life including pleasurable dining, mealtime assistance/supervision/monitoring More personal space during dining facilitates Infection Prevention and Control (IPAC) and safety practices in a communal living environment Terrace Lodge Redevelopment Room Dining – 19 Pandemic - COVID - Pre – Terrace Lodge Redevelopment Room Drawing 1 Dining – 19 Pandemic - COVID - Pre – Terrace Lodge Redevelopment Room Drawing 2 Current glass - – plexi set up with tables and chairs – Physical Distancing - glass - plexi 2 residents/table with Unable to achieve 4 residents/table with Tables 6 feet apart Additional dining locations will be required Activity room and lounge for dining for all 3 meals Physical distancing requirements Terrace Lodge Redevelopment Dining Room Design Dining – time service - unpredictability of meal start times – 9 hours/RHA to cover 3 meal times – Option A (Drawing 1&2): Two (2) sittings and/or staggered – Impact: – 36 hours PSW/day Complicates meal and snack service (delay)Disruptive and confusing for residents Change of staff routines and practices Requires additional staff to supervise and provide care for those not in the dining room while the other staff are assisting with mealZero capital costsIncreased operational costs: Terrace Lodge Redevelopment Room Options for Physical Distancing Current Design meal times Impact: – Dining – need to provide simultaneous meal time assistance and – disruptive to staff and residents – 9 hours/RHA to cover 3 meal times – Option B: (Drawing 3 & 4) Three (3) dining areas/Resident Home Area – 36 hours PSW/day choking risk) Travel distance between the dining areas supervision of three dining roomsDisruptive and confusing for residents who will be temporarily reassigned dining locations during times of physical distancing Legislation requires minimum of one (1) staff member I dining room at all times (resident safety/liability -Change of staff routines and practices Loss of lounge and activity room space for residents during already challenging times complicates infection prevention and control measures Zero capital costsIncreased operational costs: Terrace Lodge Redevelopment Room Options for Physical Distancing Current Design Dining Room – 3 Dining Areas – 19 Pandemic - COVID - Pre Terrace Lodge Redevelopment –Drawing 3 Dining Room – 3 Dining Areas – 19 Pandemic - COVID - Pre Terrace Lodge Redevelopment –Drawing 4 could Dining – – Option A and Option B - $1134 estimate 2021 rate +benefits - 36 hours PSW/day Financials do not include wage escalation over time Letter of Understanding to discuss potential new classification potentially decrease costs Would redeployed staff and/or pandemic funding be available? If not, additional operational (staffing) costs would be likely Recreation mealtime assistance supported? role impact? Terrace Lodge Redevelopment Room Options for Physical Distancing Current Design Operational Costs Dining – closer proximity to nursing – can be seated 2/table and 6 foot – Preferred Option (Drawing 5&6) - Second dining room directly across the corridor from the current dining area Additional 578 square feet of dining area separation maintained Relocation of 2 bedrooms to end of each RHA station Capital cost of $750,000 Terrace Lodge Redevelopment Room Options for Physical Distancing Enhanced Dining Room Dining – Impact: – Preferred Option (Drawing 5&6) - hearing impaired, challenging/mental health issues – Able to more comfortably seat all residents, particularly the higher percentage of residents with large chairs Noise attenuation More options for seating residents with challenging behaviours Additional space for staff and residents to navigate around tables and staff to sit (as per standards) to provide mealtime assistance (cueing, feeding, monitoring)Ability for residents to enter/exit dining room as desired (own timing) eliminating the need to shift other residents to provide necessary access between tables Terrace Lodge Redevelopment Room Options for Physical Distancing Enhanced Dining Room Dining random placement – – Impact: – locate residents of similar ability - easier to clean – Preferred Option (Drawing 5&6) - Additional space for families and visitors to assist with meals Overall ambiance of the dining room such as restaurant setting of tables versus row like arrangement Increases options for seating plans e.g. ability to coand cognitive function Provides an additional room for small group activities between meals and in the evening Would be utilized 365 days/year for dining and programming Zero increase to operational costs due to close proximity of 2 dining areasNo additional housekeeping wages Terrace Lodge Redevelopment Room Options for Physical Distancing Enhanced Dining Room – Terrace Lodge Redevelopment Enhanced Dining Room Option Drawing 5 – Terrace Lodge Redevelopment Enhanced Dining Room Option Drawing 6 Dining – Terrace Lodge Redevelopment Room Options Questions and Answers?