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East Elgin Community Complex Board - Agenda - 2021/04/07commurritc� eampiex EAST ELGIN COMMUNITY COMPLEX BOARD 7:00 p.m. Wednesday, April 7, 2021 https://youtu.be/c01 SnTuAtCw 1. WELCOME - CHAIR - MAYOR FRENCH 2. READING OF BY-LAWS AND PROCEEDINGS THEREON (a) By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By- 2 - 19 Law to establish a policy to govern the calling, place, and proceedings of the East Elgin Community Complex Board of Management and to provide public notice of Board meetings). 20210407-BY-LAW-01-21-Amend-Procedure-By-law-01-18-EECC 20210407-Procedure-By-Law-01-18-CONSOLIDATED-DRAFT 3. CONFIRMATION OF AGENDA (a) Confirmation of Agenda 4. DECLARATION OF PECUNIARY INTEREST 5. APPROVAL OF PREVIOUS MINUTES (a) Minutes of the EECC Board Meeting held on March 4, 2020. 20 - 23 20210407-EECC-Min-DRAFT-20200304 6. DELEGATIONS (a) EECC Operating, Capital and Rental Rates - Public Meeting 24 - 38 20210407-EECC-01-21-Budget-2021 20210407-EECC-01 -21 -Budget-2021 -Appendix-A 20210407-EECC-01 -21 -Budget-2021 -Appendix-B e 8. ADJOURNMENT (a) Adjournment Page 1 of 38 AGENDA ITEM #(a) EAST ELGIN COMMUNITY COMPLEX BOARD BY-LAW NO. 2021-01 Being a By -Law to amend the By -Law 2018-01 (Being a By-law to establish a policy to govern the calling, place, and proceedings of the East Elgin Community Complex Interim Board of Management and to provide public notice of Board meetings) WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238 (3.1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides the applicable procedure by-law may provide that a member of council, of a local board or of a committee of either of them, can participate electronically in a meeting to the extent and in the manner set out in the by-law; AND WHEREAS the East Elgin Community Complex Board deems it desirable to permit members to participate electronically during meetings taking place within a Provincial or Municipally declared state of emergency; AND WHEREAS it is from time to time necessary and expedient to amend the present procedures governing the calling, place and proceedings of the East Elgin Community Complex Board; NOW THEREFORE THE EAST ELGIN COMMUNITY COMPLEX BOARD HEREBY ENACTS AS FOLLOWS: 1. That By-law 2018-01 as amended, be further amended, and sections renumbered accordingly, with the addition a new Section regarding electronic participation to read as follows: 9. Electronic Participation (a) Board Members and all required staff may participate in meetings electronically under the following circumstances: (i) During an emergency declared by the Province, the Township of Malahide, or Town of Aylmer under the Emergency Management and Civil Protection Act; (ii) For a period of one month following the revocation of an emergency order cited in subsection 9(A)(i); By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 2 of 38 AGENDA ITEM #(a) (iii) During a time that the Southwestern Public Health Unit Jurisdiction is designated Green (Protect) or above by regulations of Reopening Ontario (A Flexible Response to COVID-19) Act, 2020, S.O. 2020, c. 17; (iv) For a period of one month following the lifting of the designation cited in subsection 9(A)(iii) or the repeal of the Reopening Ontario (A Flexible Response to COVID-19) Act, 2020, S.O. 2020, c. 17; (b) Electronic participation shall only occur during the time period of a formally convened meeting being held in a regular location as required in Section 5 of the Procedural By -Law; (c) The Chair, in consultation with the Clerk, may introduce alternative processes to those established in section 10 "Conduct of Proceedings". (d) Technical outages or disconnections of electronic Board attendees do not invalidate the business conducted by Board where a quorum is maintained following the disconnect. In cases where the Board becomes aware that electronic attendees are absent, they may recess for a brief period to allow them to rejoin. If technical, network or other issues do not allow the member to rejoin, the meeting shall continue with their absence noted in the minutes. 2. The effective date of this By -Law shall be the date of passage thereof. READ A First, Second and Third time this 7th day of April, 2021. Chair Clerk Authority: EECC Board, April 7, 2021 Municipal Act, 2001, S.O. 2001, c. 25 By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 3 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 EAST ELGIN COMMUNITY COMPLEX BOARD BY-LAW NO.2018-01 (as amended by By -Law No. 2019-01 and 2021-01) Being a By-law to establish a policy to govern the calling, place, and proceedings of the East Elgin Community Complex Board of Management and to provide public notice of Board meetings. WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, every municipality and local board shall pass a procedure by- law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238(2.1) of the Municipal Act, S.O. 2001, c. 25 as amended, requires that the Procedural By-law shall provide for public notice of meetings; NOW THEREFORE the East Elgin Community Complex Board HEREBY ENACTS AS FOLLOWS: 1. DEFINITIONS In this By-law: (a) "Act" means the Municipal Act, 2001, S.O. 2001, c. 25, as amended from time to time. (b) "Adjourn" means to end the meeting. This motion requires a second, is not debatable, is not amendable, requires a majority vote for adoption and cannot be reconsidered. (c) "Board" means the East Elgin Community Complex Board. (d) "Chair" means the person presiding over a meeting and who is charged with the responsibility to decide questions and points of order or practice, preserve order, and maintain decorum in the proceedings. The Chair, except where disqualified, may vote on all questions. (e) "Clerk" means the Clerk or designate of either The Corporation of the Town of Aylmer or The Corporation of the Township of Malahide. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 4 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (f) "Closed Session" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001 and Section 7 of this By-law. (g) "Committee" means Ad Hoc Committees and Sub -Committees which may be appointed by the Board from time to time. (h) "Complex" means the East Elgin Community Complex. (i) "Defer" means to postpone all discussion on the matter until later in the same meeting or to a future date which is established as part of the motion. Q) "Delegation" means a person or group of persons who address the Board on behalf of an individual or a group for the purpose of making a presentation to the Board. (k) "Emergency meeting" means a meeting of the Board held to consider any business of the Board which is deemed by the Chair to be of an emergency or extraordinary situation. (1) "Majority" means more than half of the votes cast by members entitled to vote. (m) "Meeting" means any regular, special or other meeting of the Board or of a Committee, where (i) A quorum of members is present; and (ii) Members discuss or otherwise deal with any matter in a way that materially advances the business or decision -making of the Board or Committee. (n) "Members" means all members of both the Town of Aylmer's Municipal Council and the Township of Malahide's Municipal Council. (o) "Minutes" mean a record of the proceedings of the Board or Committee that includes the place, date, time, name of Presiding Officer, list of members in attendance, evidence of quorum. Minutes will record the actions taken and decisions made by Members at the meeting without note or comment in accordance with Section 239(7) of the Municipal Act, 2001. (p) "Municipalities" means The Corporation of the Town of Aylmer and The Corporation of the Township of Malahide. (q) "Pecuniary Interest" includes a direct or indirect financial interest of a Member and a financial interest deemed to be that of a Member, in accordance with Sections 2 and 3 of the Municipal Conflict of Interest Act, 1990. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 5 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (r) "Quorum" means the minimum number of required members to be in attendance to conduct the business of the meeting and vote on any matter or question to achieve a simple majority. (s) "Recess" means a short break taken during a meeting and is of a duration established by the Chair. (t) `Recorded Vote" means the recording of the name and vote of every Member who is present when the vote is called on any matter of question. (u) "Refer" means to direct a matter under discussion by the Board or Committee to a Staff Member for further examination. (v) `Reports" means written documents by municipal employees, committees, consultants, solicitors, or other individuals appointed at the pleasure of the Board for the purpose of providing advice, alternatives, and/or recommendations on various matters. (w) "Resolution" means a formal state of opinion adopted by the Board in accordance with these rules. (x) "Special Meeting" means a meeting not scheduled or held at a regularly scheduled date and time. (y) "Town" means The Corporation of the Town of Aylmer. (z) `Township" means The Corporation of the Township of Malahide. 2. AUTHORITY The Municipal Act, 2001 provides that the Board may determine its own rules of procedure for meetings, subject to restrictions and requirements of the Municipal Act, 2001. The following set of rules shall be in effect upon their adoption by the Board, subject to prior approval by the Municipalities, and until such time as they are amended or new rules adopted. GENERAL RULES (a) The Rules and Regulations contained in this By-law shall be observed in all proceedings of the Board and shall be the Rules and Regulations for the order and dispatch of business in the Board. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 6 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (b) Any procedure under this By-law that is discretionary and not mandatory under statute may be suspended with the consent of a majority of the members present at the meeting. (c) In any case for which provision is not made in these Rules and Regulations, the procedure to be followed shall be as near as may be that followed in Roberts Rules of Order. (d) The Board may take action by by-law or resolution. (e) All recommendations of the Board to the two Municipal Councils shall be by resolution and shall proceed directly to a regular meeting of each Council for their consideration and approval prior to implementation. (f) Where a member has any declaration of pecuniary interest, direct or indirect, in any matter and is present at a meeting of the Board, at which the matter is the subject of consideration, the member shall act in accordance with the Municipal Conflict of Interest Act, 1990 and declare a conflict of interest. (g) The Board may form ad hoc committees and sub -committees as may be deemed necessary to address specific issues. Such ad hoc committees and sub -committees must have a clear mandate and a defined term. (h) These Rules and Regulations shall also apply to all ad hoc committees and sub -committees, where applicable. (i) The use of cameras, electric lighting equipment, television cameras, and any other device of mechanical, electronic, or similar nature used for transcribing or recording proceedings by auditory or visual means by accredited and other representatives of any news media may be permitted with the approval of the Chair. (j) Cell phones are required to be either turned off or placed on vibrate during Board Meetings. Members of the Board and Municipal Staff shall not communicate by electronic means during a meeting. (k) Should the Board be requested to provide a document or information to a person with a disability, the Board will take into consideration the communication needs of the person with a disability and endeavor to provide the information to the person in a format that takes into account the person's disability. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 7 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 4. CHAIR At each meeting, the Board will elect a Chair. This position will rotate at each meeting between the Municipalities. 5. MEETINGS (a) The Board will generally meet quarterly at the East Elgin Community Complex on the first Wednesday of the Month at 7:00 p.m., or alternatively, at the call of the Chair. Notwithstanding the foregoing, the Board may, by resolution, alter the date and/ or time of a regular meeting provided that adequate notice of such change has been posted and/ or published. (b) The Clerk, with the approval of the Chair, may cancel a regular meeting of the Board when, in their opinion, there is sufficient cause to do so. (c) The Chair may, at any time call a special meeting of the Board or upon receipt of a petition of the majority of the Members of Board, the Clerk shall call a special meeting of the Board for the purpose and at the time mentioned in the petition. (d) No business may be transacted at a special meeting other than that specified in the Notice or Agenda. (e) In the event of a bona fide emergency as determined by the Chair or the Administrator/CAO of the municipalities, a meeting may be held as soon as practical following receipt of a summons. The summons may be given by a manner as determined by the Clerk. 6. OPEN MEETINGS All regular, special, and emergency meetings of the Board shall be open to the public, but a meeting or any part thereof may be closed to the public, subject to the provisions of Section 239 of the Municipal Act, 2001, as amended. 7. CLOSED SESSION (a) Before holding a meeting or part of a meeting that is to be closed to the public, the Board shall state by resolution the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or in the case of a meeting that is an educational or training session, the fact of the holding of the closed meeting, the general By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 8 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 nature of its subject matter and that it is to be closed as an educational or training session. (b) A meeting shall not be closed to the public during the taking of a vote except when the meeting is for a purpose as outlined in Section 239 of the Municipal Act, 2001, as amended and the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Town/Township or persons retained by or under contract with the Town/Township. (c) Upon the completion of the Closed Session, the Members shall immediately reconvene in Open Session and the Chair shall report the results of the Closed Session. (d) It shall be the responsibility of the Board and Staff to respect the confidentiality of all matters disclosed to them and materials provided to them during Closed Sessions that are required to be kept confidential. (e) Requests for an Investigation (i) Section 239.1 of the Municipal Act, 2001 permits a person to request an investigation of whether the Board has complied with the requirements of the Municipal Act, 2001 or this Procedural By- law governing a meeting or part of a meeting that was closed to the public. (ii) Upon receipt of a request, the Clerk shall refer the matter to the Investigator for an investigation and report to the Board and to the Councils of the municipalities in accordance with Section 239.2 of the Municipal Act, 2001. (iii) A report of the Investigator shall be made available to the public by a date that is no later than the date of the next regular meeting of the Board following the date that the report is received. (f) No meeting of the Board is a properly constituted meeting unless the Clerk or his/her designate is present. 8. NOTICE OF MEETINGS (a) The published agenda shall be considered a notice of regular meetings. Notice of next meeting will be given in each agenda. The Agenda shall include the date, time, and place of commencement of the meeting. (b) Insofar as is practicable, Board agendas, along with supporting material, shall generally be provided to the Board Members at least three (3) business days prior to the scheduled meeting. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 9 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (c) The Clerk shall ensure that a copy of the Agenda for each regular meeting of the Board is posted for public viewing on the EECC website and on the municipal websites at least three (3) business days prior to the scheduled meeting. (d) Lack of receipt of a Notice or an Agenda by members of the Board shall not affect the validity of holding a meeting nor any action taken at a meeting. (e) The three (3) business day notice required by Section 8(b) may be waived in the case of a special meeting or an emergency meeting. (f) The Clerk shall provide notice of cancellation to the Board, the Staff, the local media, and all other interested parties, a minimum of three (3) hours in advance of any Board, Committee, Public Meeting, Hearing, or Information Session in the case of severe inclement weather. The public shall receive notice by posting on EECC website and on the municipal websites and/or by posting notice on the main entrance doors at the EECC; or in the event that the meeting is being held at another location, the entrance door of the meeting location. 9.--------Electronic Participation Formatted: Font: (Default) Arial, 12 pt Formatted: Indent: Left: 0 cm () Board Members and all required staff may participate in meetings- Formatted: Indent: Left 1 27 cm .............................................._.............._.....__._._........_..............._ electronically under the following circumstances: (i) During an emergency declared by the Province, the Township o 1 Formatted: Indent: Left: 2.54 cm Malahide, or Town of Aylmer under the Emergency Management ...... ................ and Civil Protection Act (ii) For a period of one month following the revocation of an emergencyFormatted: Indent: Left: 2.54 cm order cited in subsection 9. A) {i}; (iii) During a time that the Southwestern Public District is designated° Formatted: Indent: Left .............. Flexible Response to COVID-19) Act, 2020 S.O. 2020 c. 17: ............. (iv) For a period of one month following the lifting of the designation cited° Formatted: Indent: Left: zsa cm in subsection 9. A) 0ii) or the repeal of the Reopening Ontario _._ Flexible Response to COVID-19) Act, 2020, S.O. 2020, c. 17: (b) Electronic participation shall only occur during the time period of a formally' Formatted: Indent: Left: 1.27 c.................... .... _.................. _._...._. of the Procedural By -Law; By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 10 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (c) The Chair, in consultation with the Clerk may introduce alternative} s ;Formatted: Indent: Left: 1.27 cm processes to those established in section 10 "Conduct of Meetings" (d) Technical outages or disconnections of electronic Board attendees do not- ;` Formatted: Normal, Justified, Indent: Left: 1.27 cm, invalidate the business conducted by Board where a quorum is maintained Hanging: 1.27 cm following the disconnect. In cases where the Board becomes aware that electronic attendees are absent, they may recess for a brief period to allow them to rejoin. if technical, network or other issues do not allow the member to rejoin, the meeting shall continue with their absence noted in the minutes 10. QUORUM (a) A quorum shall consist of a minimum of eight (8) members provided that there are four (4) members from each of the Town of Aylmer Council and the Township of Malahide Council in attendance. (b) In the event that a quorum of the Board is not present one-half ('/2) hour after the time appointed for the commencement of the meeting, due to the absence of a minimum of four (4) members from each of the Councils, such meeting shall be adjourned and shall be reconvened at a future date and time when a quorum can be established. (c) Where the number of Members who are unable to participate in a meeting by reason of the provisions of the Municipal Conflict of Interest Act, R.S.O. 1990, such that, at that meeting the remaining members are insufficient to constitute a quorum, the remaining members shall be deemed to constitute a quorum, provided such number is not less than six (6). (d) If during the course of a Board meeting, a quorum is lost, the Chair shall declare that the meeting shall stand recessed temporarily or be adjourned until the date of the next regular meeting or other meeting called in accordance with the provisions of this By-law. (e) If Members are not going to be in attendance or are going to be late for a meeting, they shall contact the Clerk in advance of the meeting. 4-011. CONDUCT OF PROCEEDINGS (a) The Chair shall call the Members to order as soon after the hour fixed for holding of the meeting that a quorum is present. (b) The business of such meeting shall be taken upon the order in which it stands in the Agenda, unless otherwise decided by the Council. ............. ...... .......... ....._....__........................_.._...__.....__..................._........_.......... _............... .........._._._.... Formatted: No underline t---.._..........._ ----------------- - -------------- _...... ---............... .... ... .. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 11 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (c) The Chair shall receive and submit, in the proper manner, all motions presented by the Members of Council. (d) The Chair shall preserve order and decorum and decide questions of order subject to an appeal to the Board and this decision may be overruled by a majority vote thereof. (e) The Chair shall put to vote all questions which are regularly moved and seconded or necessarily arise in the course of proceedings, and to announce the result. (f) The Chair shall authenticate by signature when necessary all By-laws, Minutes, and documents authorized by the Board. (g) The Chair shall adjourn the meeting when business is concluded. (h) The Chair shall ensure that the members of the public who constitute the audience in the Meeting Rooms: (i) maintain order and quiet; (ii) address the Board only with the permission of the Chair; (iii) do not interrupt any speech or action of the Board Members or any other person addressing the Board; and (iv) cease and desist any behaviour which disrupts the order and decorum of the meeting and vacate the Meeting Room where such behaviour persists. 4412. CONDUCT OF BOARD MEMBERS AND GUESTS (a) No Board Member shall: (i) use offensive words or unparliamentarily language in or against any Member, staff or guest; (i) speak on any subject other that the subject in debate; (iii) interrupt the member who has the floor except to raise a question of order. (b) Unless otherwise authorized by the Chair, all members, staff and guests shall address the Board through the Chair and only when recognized to do so. 4-213. AGENDAS AND SUPPORTING MATERIAL By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 12 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (a) The Clerk, in consultation with the Administrator/CAO of the Town and the Township, shall prepare agendas for Board meetings. (b) The agenda for Board meetings shall generally be provided to the Board Members at least three (3) business days prior to the scheduled meeting. (c) Agendas shall be generally formatted as follows but modifications to the matters to be included or the order of business may be affected without requiring amendment to this By-law. Agenda 1. Appointment of Chair 2. Confirmation of Agenda 3. Declaration of Pecuniary Interest 4. Approval of Previous Minutes 5. Delegations 6. Action Items 7. Closed Session 8. Adjournment 4314. MINUTES (a) Minutes of the Board, whether it is closed to the public or not, shall record: (i) the date, time, and place of the meeting; (ii) the record of attendance of the Members; (iii) the correction and adoption of the minutes of prior meeting(s); (iv) all resolutions and decisions; (v) all the other proceedings of the meeting without note or comment, whether it is closed to the public or not; (vi) a list of other business items discussed. (b) The onus shall be upon members attending after commencement of the meeting to inform the Clerk of their arrival in order that the same may be recorded in the Minutes. (c) After the minutes have been adopted, they will be signed by the Chair and by the Clerk or designate. (d) The Clerk shall ensure that the Minutes of the preceding Regular Meeting and any Public Meetings or Special Meetings are circulated along with the agenda package prepared in accordance with Section 13(c) of this By-law. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 13 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (e) The minutes of Regular, Special, and Emergency Meetings shall be posted on the EECC website and on the municipal websites for public inspection. 4415. DELEGATIONS (a) Any person wishing to appear before the Board shall notify the Clerk, in writing, no later than 12:00 noon on the Thursday preceding the Board meeting, accompanied by a written brief outlining the subject matter of the presentation. (b) The inclusion of a delegation on the agenda shall be determined on a first come, first served basis and regard shall be given to the length of the agenda. (c) Any communication or correspondence that is to be presented to the Board shall be legibly written, typed, or printed and shall not contain any obscene or defamatory language and shall be signed by at least one person and filed with the Clerk no later than 12:00 noon on the Thursday preceding the regular meeting. (d) The Clerk may, upon receipt, refer any communication or petition to a Staff Member without the prior consideration of the Board. (a) The Chair has the discretion to limit delegations on repetitive topics, or topics that are deemed to be frivolous. (f) Any person desiring to address the Board by oral communication shall first secure the permission of the Chair, provided, however, that preference will be given to those persons who have notified the Clerk by 12:00 noon on the Thursday immediately preceding the Board meeting of their desire to speak in order that their name may be placed on the agenda and they will be recognized by the Chair without further action. (g) Each person addressing the Board shall step up, shall give his/her name and address in an audible tone of voice for the record and, unless further time is granted by the Board, shall limit their address to fifteen (15) minutes, including questions. All remarks shall be addressed to the Board as a body and not to any member thereof. No person, other than Members and the person having the floor shall be permitted to enter into any discussion, either directly or through the Members. No questions shall be asked to the Board Members, except through the Chair. (h) If an organization wishes to address the Board, it is recommended that one person be chosen to speak for the group/organization. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 14 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (i) Delegations appearing before the Board with respect to the same matter on the Agenda will be requested to limit their presentation to reduce repetition of the same points. 1-516. REPORTS OF STAFF (a) Reports of Staff shall be received by the Clerk no later than 12:00 noon on the Thursday that precedes the Board meeting. (b) Staff walk-in reports shall be discouraged. Staff reports not included on the agenda may be circulated to the Members at a regular meeting; however consideration of such report shall be given at the next meeting unless otherwise determined by the consent of the majority of the Board. 4-617. NOTICE OF MOTION (a) Submitted Prior to the Meeting (i) Notice of motions, insofar as practicable, shall be given in writing to the Clerk no later than 12:00 noon on the Thursday preceding the next regular Meeting so that the matter may be included in the agenda package. (ii) The Clerk may introduce matters to be dealt with by motion subject to the notice provisions set out above. (b) Submitted During Meeting A notice of motion may be (the) submitted to the Clerk during a meeting, in which case: (i) during the "Action Items" portion of the meeting, the Chair shall have the notice of motion read; and (ii) the notice of motion shall be recorded in the minutes and placed on the agenda for the next regular meeting; or (iii) a motion may be introduced and considered at a meeting without notice if it is duly moved and seconded; and receives a majority vote of the majority of the Members. (c) The Member who initiated the notice of motion need not be present when the related motion is read. (d) A notice of motion may be withdrawn orally by its originating Member prior to the related motion being read. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 15 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 4-718. RESOLUTIONS/MOTIONS (a) A motion must be formally seconded before the question can be put on a motion and recorded in the minutes. (b) When a motion is presented to the Board, in writing, it shall be read, or, if it is an oral motion, stated by the Chair. (c) After a motion is read or stated by the Chair, it shall be deemed to be in possession of the Board but may, with the permission of the Board, be withdrawn at any time before decision or amendment. (d) After a motion has been read, a Member may propose a friendly amendment. A friendly amendment is an amendment that is perceived by all parties as an enhancement to the original motion. Friendly amendments may be permitted by the Chair after consent by the original Mover of the motion, and then by all of the Members. (e) After a motion is finally put to a vote, no member shall speak to the motion nor shall any other motion be made until after the vote is taken and the result declared. (f) Every Board Member shall have one vote. (g) The Chair may vote with the other Members on all questions. (h) All votes shall be announced openly, as Carried or Defeated, by the Chair. The Clerk shall record the results of the votes as follows: (i) if passed "Carried"; (ii) if not passed "Defeated"; and (iii) if tied "Motion Lost". (i) On an unrecorded vote, the manner of determining the decision on a motion shall be at the discretion of the Chair and may be by voice or show of hands. Q) The Chair shall require a recorded vote to be taken on any question upon request of a member if such request is made prior to commencement of the voting or immediately thereafter. When a member present requests a recorded vote, all members present at the meeting shall vote, unless otherwise prohibited by statute. The Members shall respond YEA or NAY when called upon. The names of those who voted for and those voted against shall be noted in the minutes. (k) Failure to vote by a qualified member shall be deemed to be a negative vote. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 16 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (1) Except where expressly provided in Statute, any question on which there is an equality of votes shall be deemed to be defeated. (m) The Chair shall declare the vote on all questions and should his/her declaration be stated by any Member to be in doubt, the Chair shall require the vote to be retaken in an alternative manner and the results of this vote shall be final. (n) When the matter under consideration contains distinct recommendations or propositions, any Member may request that a vote upon each recommendation or proposition be taken separately, or a recommendation(s) be removed from the original motion and a new motion created and the Board shall comply with the request for the purpose of dealing with the matter. (o) Amendments shall be put in the reverse order to that in which they are moved. Only one amendment shall be allowed to an amendment. (p) A Member may present a motion to recess in order to take a short break during a meeting. The duration shall be established by the Chair. 1-919. RECONSIDERATION (a) Despite a previous decision, a Member may ask that a previous motion be reconsidered. (b) The Board may only reconsider a matter that has not been acted on by an officer, employee, or agent of the municipality. (c) Debate on a motion for reconsideration shall be confined to reasons for or against reconsideration. (d) To bring the original motion back to the table for reconsideration, a majority of the Board is required. A Board Member who voted with the majority on the original motion must introduce a motion for reconsideration. In the event that the original motion was not decided by a recorded vote, the Chair shall determine that the motion to reconsider is being appropriately introduced. 4-920. RESCIND OR AMEND SOMETHING PREVIOUSLY ADOPTED (a) A two-thirds (2/3) majority vote of the Board Members without notice or a majority of the members with notice is required to rescind or amend something previously adopted by the Board. By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 17 of 38 AGENDA ITEM #(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 (b) The motion to amend something previously adopted cannot go beyond the scope of notice, otherwise 2/3 vote of the Members is required. (b) When an action of a resolution has been done, such resolution cannot be rescinded or amended. (c) 2821. BY-LAWS (a) The Board shall pass a procedural by-law which shall be subject to prior approval by the Municipalities. (b) The Board shall be provided with a draft copy of all By-laws which are on the agenda for consideration. Every By-law shall be introduced by motion and shall receive three readings prior to it being passed. Nothing shall prevent the Board from giving all three readings to a By-law at one sitting of the Board. (c) Amendments to separate by-laws may be proposed during the course of the debate. (d) Every By-law enacted by the Board shall be numbered and dated and signed by the Clerk and Chair and shall be filed by the Clerk for safekeeping. (d) A By-law shall be deemed to have been read upon the title or heading or short description thereof being read or taken as read unless a Member requires the By-law or any portion thereof to be read in full. (e) 24-22. CURFEW Meetings convened at 7:00 p.m. shall adjourn for 10:00 p.m. Such meetings can be otherwise extended past the aforesaid time by resolution of the Board. 2�23. ADJOURNMENT The Board shall adjourn if still in session after a duration of three (3) hours, unless otherwise determined by a resolution of the Board passed by the majority of the Members. 2324. ADMINISTRATIVE AUTHORITY OF THE CLERK By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 18 of 38 AGENDA ITEM ##(a) CONSOLIDATED WORKING COPY AMENDED BY BY-LAW 2019-01 The Clerk shall be authorized to make minor corrections to any by-law, minutes or other Council document to eliminate technical or typographical errors prior to the by-law/document being signed. 2-425. VALIDITY AND SEVERABILITY It is hereby declared that notwithstanding any section, subsections, clause, paragraph or provision of this By-law or parts thereof, that may be declared by a court of competent jurisdiction to be invalid, unenforceable, illegal or beyond the powers of Council to enact, such section or sections or parts thereof shall be deemed to be severable and shall not affect the validity or enforceability of any other provisions of this By-law as a whole or part thereof and all other sections of this By-law shall be deemed to be separate and independent therefrom and enacted as such. 2-a26. EFFECTIVE DATE This By-law comes into force and takes effect on the final passing thereof. READ a FIRST and SECOND time this 31 st day of January, 2018. READ a THIRD time and FINALLY PASSED this 31 st day of January, 2018. Chair Clerk By -Law 01-21 - Being a By -Law to Amend By -Law 2018-01 (Being a By -Law to... Page 19 of 38 AGENDA ITEM #(a) `AST ELGIN Community Complex East Elgin Community Complex Board of Management March 4, 2020 — 7:00 p.m. Imperial Hall East Elgin Community Complex The East Elgin Community Complex Board of Management met in the Imperial Hall, located in the East Elgin Community Complex, at 531 Talbot Street West, Aylmer, at 7:00 p.m. with the following present: Aylmer Council: Mayor M. French, Deputy Mayor S. Andrews, Councillor P. Barbour, Councillor J. Chapman, Councillor M. Hamm, and Councillor A. Oslach. Malahide Council: Malahide Mayor D. Mennill, Deputy Mayor D. Giguere, Councillor M. Widner, Councillor M. Moore, Councillor R. Cerna, and Councillor C. Glinski. Staff: Malahide Chief Administrative Officer/Clerk M. Casavecchia-Somers, Aylmer Clerk J. Brick, Aylmer Manager Parks and Recreation T. Polland, and Malahide Deputy Clerk D. Wilson. Absent with regret: Malahide Councillor S. Lewis, Aylmer Deputy Mayor S. Andrews, Aylmer Councillors M. Hamm and P. Barbour. 1. WELCOME AND CALL TO ORDER: Malahide Mayor D. Mennill assumed the Chair and called the meeting to order at 7:00 p.m. 2. CONFIRMATION OF AGENDA: Moved by: R. Cerna Seconded by: M. Moore THAT the Agenda for the East Elgin Community Complex Board of Management meeting of March 4, 2020 be confirmed as presented. Carried. Minutes of the EECC Board Meeting held on March 4, 2020. Page 20 of 38 AGENDA ITEM #(a) 3. DECLARATION OF PECUNIARY INTEREST: No disclosures of pecuniary interest were declared. 4. MINUTES: Moved by: A. Oslach Seconded by: J. Chapman THAT the minutes of the East Elgin Community Complex Board of Management meeting of February 5, 2020 be approved. Carried. 5. DELEGATIONS: - Public Meeting - 2020 Operating and Capital Budgets The Chair welcomed those in attendance. He advised that the purpose of the Public Meeting was to obtain input from the public regarding the proposed 2020 Operating and Capital Budgets for the East Elgin Community Complex and the proposed 2020 Ice Rental Rates, Facility Rates, and Advertising Rates. The Chair asked if any persons in attendance wished to comment or ask questions concerning the proposed budgets and there were none. The Chair inquired whether any Members of the Board of Management wished to comment or ask questions regarding the proposed budget. The General Manager responded to inquiries from Board Members relating to the increase/decrease of rentals for the halls and ice; advertising revenues and expenses; and the proposed EECC website upgrades. Several Board Members noted the good work of the Staff and Board Members in ensuring that the budget for the EECC is transparent and autonomous. The Chair thanked those in attendance for their input and advised that the Board of Management will consider all comments received when making its final decision on the proposed budgets. Moved by: R. Cerna Seconded by: A. Oslach THAT the proposed Ice Rental Rates for 2020-2021 be approved as presented. Carried. Minutes of the EECC Board Meeting held on March 4, 2020. Page 21 of 38 AGENDA ITEM #(a) Moved by: M. Widner Seconded by: D. Giguere THAT the proposed Facility Rental Rates for 2020 be approved as presented. Carried. Moved by: J. Chapman Seconded by: T. Charlton THAT the Advertising Rates for 2020-2021 be approved as presented. Carried. Moved by: C. Glinski Seconded by: M. Widner THAT the Draft 2020 Operating Budget for the EECC, in the net amount of $539,246 and the Draft 2020 Capital Budget for the EECC, in the amount of $60,000, be approved; AND THAT the approved 2020 Operating Budget and Capital Budget for the East Elgin Community Complex be forwarded to the Councils of the Town of Aylmer and Township of Malahide for approval. Carried. 6. CORRESPONDENCE: Moved by: M. Moore Seconded by: C. Glinski THAT the correspondence received from Canadian Heritage, dated February 7, 2020, advising of the approval of a $3,600.00 grant to "celebrate Canada in East Elgin" be received. Carried. 7. ENQUIRIES: There were no enquiries by Board Members. 8. NEXT MEETING: The next meeting of the Board of Management will be held on Wednesday, June 3, 2020, at 7:00 p.m. in the Blue Line Room. Minutes of the EECC Board Meeting held on March 4, 2020. Page 22 of 38 AGENDA ITEM #(a) 9. ADJOURNMENT: Moved by: C. Glinski Seconded by: M. Widner THAT the East Elgin Community Complex Board of Management meeting be adjourned at 7:15 p.m. to meet on June 3, 2020 at 7:00 p.m. Carried. Chair, D. Mennill Clerk, M. Casavecchia-Somers Minutes of the EECC Board Meeting held on March 4, 2020. Page 23 of 38 Board — East Elgin Community Complex AGENDA ITEM #(a) 141P EAST EL611V CommunityComplex Report Title: 2021 Budget Submitted for: Board Meeting — April 7, 2021 Report Author: Andy Grozelle, EECC Administrator/CAO Aylmer ❑ Receive for Information I ® Recommendation Recommendation: THAT the Report respecting the East Elgin Community Complex 2021 Budget be received as information; AND THAT the Board provides a retroactive one-time waiver to the Terms of Reference's requirement for the holding of a budget meeting prior to February 15, 2021 due to the ongoing Emergency Declarations in both Aylmer and Malahide; AND THAT the EECC Board of Management approves the 2021 EECC Operating Budget with a respective total levy impact of $554,196 ($277,098 per municipal partner); AND THAT the Board approves the 2021 EECC Capital Budget with a respective total impact of $173,000 ($86,500 per municipal partner); AND THAT the approved 2021 Operating Budget and Capital Budget for the East Elgin Community Complex be forwarded to the Councils of the Town of Aylmer and Township of Malahide for approval; AND THAT the Board approves no alterations to User Fees or Rental Rates for 2021 and directs the staff to bring back options in the Spring of 2022 for enactment prior to the 2022-2023 Fall arena usage season; AND THAT the Board acknowledges that public notice has been provided for this meeting. EECC Operating, Capital and Rental Rates - Public Meeting Page 24 of 38 AGENDA ITEM #(a) AND THAT the Board provides direction to staff regarding the 2021 User Fees and room rental rates; AND THAT the staff be directed to give further public notice and schedule a future meeting regarding the 2021 User Fees and rental rates. Executive Summary: Staff are requesting the Board approve the 2021 EECC budget in the total amount of $727,196. There is a potential that this budget will result in a shortfall of under $100,000 in 2021. Staff have not planned for this shortfall in the budget so that any variance will qualify as exceptional Covid-19 related costs. This will allow member municipalities to assign Covid-19 grant monies in 2021 if they so desire. As the 2021 Budget process has been significantly delayed, the staff are recommending that the budget be approved at the April 7th meeting. This will allow for staff to focus upon variance reporting. Staff also would like to strive to improve the budget timelines from those outlined in the Board's Terms of Reference. This would include holding the first EECC budget meeting in December or January rather than February. As the revenue estimates in the proposed 2021 Budget are not likely accurate, there is no need to link User Fees to the budget deliberations in 2021. The uncertainty of Covid-19 means that the staff have no capability to estimate revenues this year. Option A represents the staff's recommendation to maintain user fees at the 2020 rates. Option B would see a further public meeting held upon further direction from the Board regarding the 2021 User Fees. Background: In December, 2020, both the Aylmer and Malahide Councils were presented a draft EECC 2021 Budget based upon the assumption of 'business as usual' on January 1, 2021 (Attached as Appendix A). As we all know, business did not return to normal in Q1 of 2021. The Board's budget process was then delayed as a result of a transition in the EECC Administrator position. This had the negative result of delaying further budget considerations until April of 2021. Although not material to the Board's decision, Malahide Council has already proceeded to finalize their annual budget based upon the previous numbers. Staff considered presenting more accurate estimates in the 2021 Budget for the EECC Board to approve. This would result in a reduction of expenditures with a slightly larger reduction in revenues. Although in principle this would be the best approach, it could also create a scenario where the EECC could become underfunded in 2021. This could hinder a return to full provision of services. It is EECC Operating, Capital and Rental Rates - Public Meeting Page 25 of 38 AGENDA ITEM #(a) instead preferred to budget for a regular year and address exceptional costs independently. Experiences 2020: The audited 2020 year-end statements will be presented at the Board's next meeting. Overall, the EECC levied $629,514 in 2020 which represents a $90,268 variance over the anticipated 2020 budget. Given the challenges of Covid-19 and the reductions in estimated revenue of $418,396 a variance of under $100,000 represents a favourable outcome. This result was achieved by staff identifying reductions and efficiencies, including redeployment of staff to fill needs in the Town of Aylmer. EECC staff also capitalized upon the legislated closures to increase the amount of maintenance repairs to the facility such as painting. Covid-19 has placed significant restrictions upon recreational complexes which have altered the way they schedule, track attendees, clean and take payments. EECC staff have been instrumental in implementing requirements to keep the public safe and minimize overall risk to the Board. Looking Forward: Our workplan for 2021 has been to prepare for a return to normal services. The Board can provide alternative direction. Staff are however hearing that user groups are eager to begin utilizing the EECC facility and are willing to take precautions to do so safely. As a consequence, we are proceeding to bring services online with appropriate limitations as the current colour code allows. Some other area facilities are looking to institute additional Covid-19 surcharges on user groups. This would be utilized to offset additional PPE and cleaning costs. Staff would prefer to evaluate how Covid-19 impacts usership following a normal year of service. This evaluation may begin this fall if there is a return to normal rink usage. Facility utilization following Covid-19 is a large unknown. The EECC could be faced with overwhelming demand or have to undertake promotion efforts to get back to pre-Covid usage. As a result, staff are suggesting that changes to rates be considered in the spring of 2022 when a clearer picture is available. At a high level, EECC staff are continuing to diligently manage costs and resources while they begin to reopen services in a safe manner. 2021 Operational Request: The proposed 2021 expenditures for the EECC represent a modest increase from our last reliable year of data 2019 of $14,950. As this total budget is around $1.2 million it is evident that the operations are lean. EECC Operating, Capital and Rental Rates - Public Meeting Page 26 of 38 AGENDA ITEM #(a) If the Board wishes to reduce municipal contribution costs, Staff would recommend a thorough review of user rates in the spring of 2022. Some areas have established ratios that they are willing to subsidize recreation facilities and then worked backwards to calculate user fees. The EECC currently runs on just over 50% of levy raised funding. This could be rebalanced to 45% or 40% if the Board is willing to have potentially tough discussions with user groups. 2021 Capital Projects: There are three proposed capital projects in 2021: • The third phase of the skate tile project — Kinsmen Side dressing & ancillary rooms - $60,000; • Ice Resurfacer - ten-year replacement - $105,000; • Ceiling pipe insulation - $8,000 The EECC Trust Fund currently has $83,416.02. If the Board desires, those funds could be utilized to reduce the 2021 Capital Budget impact in half. Consultations: This report was pre -circulated to Malahide staff to allow for review and comment. Attachments: Appendix A — Report CAO 88-20 December 7, 2020 Appendix B — Draft unaudited 2020 actuals EECC Respectfully submitted, Andy Grozelle Administrator EECC/ Chief Administrative Officer Town of Aylmer 519-773-3164 Ext. 4901 EECC Operating, Capital and Rental Rates - Public Meeting Page 27 of 38 A GE (PTEM #(a) , A. Town of Aylmer ' Outarica, call ada A VIMer Report CAO 88-20 Proud Heritage. Bright Future. Report Title: EECC-Draft 2021 Budget and 2020 Budget Comparison Submitted for: December 7, 2020 Report Author: Jennifer Reynaert, Chief Administrative Officer/ Deputy Clerk ElReceive for Information ® Recommendation Recommendation: That Report CAO 88-20 entitled EECC-Draft 2021 Budget and 2020 Budget Comparison be received for information; and, That Councils of the Town of Aylmer and the Township of Malahide continue Budget Discussions in 2021. Background and Analysis: 2020 Operating and Capital Budget Comparisons The (attached) operating budget as of November 30, 2020 shows the overall operating budget at 85% of budget. We would anticipate approximately 92% at this time of the year. When compared to the same time last year, the revenues are reduced by $343,000. This loss in revenue has been partially off -set through reduced expenditures in the amount of $313,000. The year end budget outcomes will be dependent on the recovery of revenues during the final quarter of 2020. Staff are taking all efforts possible to reduce this impact through reduced spending wherever possible. There were two approved capital projects in 2020. The skate tile project is completed and under budget by $6,112 and the web site redesign/accessibility project is underway in conjunction with the Town of Aylmer web site project. Draft 2021 Budget A draft 2021 budget is presented and attached with this report. The draft assumes the current health crisis is resolved and business is back to normal. The Operating budget has a modest increase of 2.8%. As we know from 2020, COVID-19 does have an effect on our operating budgets. It is impossible to know the extent of this since our programs and revenues are dependent on being permitted to fully open as well as the health of our community. Councils previously authorized staff install a second pad of ice in mid -January assuming recovery from the pandemic continued. It appears that installing the second pad A GE ctTEM #(a) of ice may need to be postponed until case numbers level out or a vaccine becomes readily available. The capital budget includes two projects for consideration in 202'I-.-One is -the on -going skate the project. If this project is approved in 2021, there will be one remaining year to complete the skate the replacement in full. The other project presented for consideration is the replacement of the ice resurfacer. These units have a useful life of approximately 10 years. Although the current unit does not require major repairs, Councils may wish to consider replacing this unit to ensure ice revenues can be maximized. A portion of these projects may be funded from the EECC Trust fund, but full funding is not available. Funds will be confirmed when 2020 audit has started. Respectfully submitted, Jennifer Reynaert CAO/Deputy Clerk Thom Polland Parks and Recreation Manager Town of Aylmer EECC-(731) CAO/Mngr of Parks & REC 11-27-20 Prior Years Current Year Actual 2017 Actual 2018 Actual 2019 Budget 2020 Actual 2020 2021 Draft GENERAL FUND EXPENDITURES Salaries, Wages & Benefits 61111 • Salaries & Wages - Full Time $268,048 $249,156 $331,858 $357,031 $252,144 $356,500 61112 Salaries & Wages - Part Time 159,040 148,142 120,731 120,026 63,970 127,712 63691 Distributed Wages - FT 0 0 695 0 0 0 63692 Distributed Wages - PT 0 0 (95) 0 0 0 61820 Employee Assistance Program 967 967 876 750 480 970 61840 Self Funded Health Benefits 873 186 600 500 277 400 61911 Canada Pension - Full Time 11,706 9,866 13,755 14,567 11,791 16,486 61912 Canada Pension - Part Time 5,352 5,415 4,949 4,527 2,967 5,109 61921 Unemployment Insurance - FT 5,006 4,331 5,687 6,149 4,462 6,318 61922 Unemployment Insurance - PT 3,781 3,425 2,780 2,722 1,499 2,825 61930 Health Benefits 19,888 19,015 19,617 24,685 20,392 21,819 61931 Post Retirement Health Benefits 0 0 2,754 2,800 2,360 2,800 61940 Group Life Premiums 3,458 1,635 2,758 3,982 2,938 3,629 61950 long Term Disability Premiums. 5,424 3,523 5,612 11,034 7,987 13,967 61961 OMERS Pension - Full Time 24,739 23,738 31,521 33,544 25,555 33,416 61962 OMERS Pension - Part Time 2,251 6,469 5,412 7,261 3,950 7,895 61981 Workers Compensation - Full Tim 8,178 7,981 10,362 11,052 7,541 11,021 61982 Workers Compensation - Part Tim 4,637 4,648 3,833 3,781 1,931 4,023 61991 Ontario Health Tax - Full Time 5,256 4,936 6,472 6,962 5,160 6,952 61992 Ontario Health Tax - Part Time 3,082 2,874 2,390 2,341 1,321 2,490 Total Salaries, Wages & Benefits 531,686 496,305 572,565 613,714 416,725 624,332 Admin, A7aterials & Supplies 63110 Association Fees 863 1,058 903 950 918 950 63120 Travel Expenses 574 350 144 500 712 500 63130 Tuition Fees, Workshops, Traini 0 3,016 5,088 5,000 1,218 5,000 63140 Meetings 0 14 0 350 0 350 63150 Personnel / Other 41 40 60 0 0 0 Training Travel & Other 1,478 4,477 6,195 6,800 Z847 6,800 63212 Cleaning - Linens, etc 629 43 0 200 0 200 63221 Licenses and Permits 391 774 504 500 516 500 63222 Postage & Courier 314 77 206 350 44 350 63231 Stationery, Office Supplies & P 4,753 4,593 4,249 4,000 2,305 4,000 63241 Reference Material 220 72 0 700 0 700 63251 Advertising 18,464 11,880 13,268 15,500 2,747 15,500 63261 Telephone 8,702 8,927 9,769 9,000 8,007 9,000 63262 Cell Phone 2,988 3,118 2,983 3,800 2,478 3,800 63265 Furniture & Equipment 3,417 3,942 2,067 5,000 250 5,000 63266 SCADA / Cable 2,648 2,908 2,489 2,750 2,589 2,750 63270 Computer Hardware/ Software 0 0 1,585 1,000 0 1,000 63281 Protective Clothing 308 288 1,087 1,500 930 1,500 63282 Staff Uniforms 159 513 1,419 1,500 497 1,500 63290 Administrative Fees 12,000 12,000 12,000 12,300 11,000 12,300 63370 Liability Insurance 14,300 15,269 17,306 17,000 16,574 19,900 63671 Insurance Claims 5,018 0 0 0 0 0 Administrative 74,312 64,405 68,932 75,100 47,935 78,000 63311 Legal Fees 3,171 325 2,207 2,900 0 2,900 63330 Consultants 0 311 0 0 0 0 63340 Audit Fees 2,026 2,066 2,150 2,200 2,150 2,222 A GEAWAITEM #(a) 64130 Disability Management 30 0 695 1,000 0 1,000 Professional Fees & Charges 5,226 2,703 5,051 6,100 2,150 6,122 63510 Equipment & Tool Purchases 0 301 679 500 267 500 63570 Repairs & Maintenance - Communi 0 0 40 100 196 100 63580 Repairs & Maintenance - Other 9,366 27,732 16,311 22,000 17,151 22,000 63590 Program Expense 28,342 22,224 32,522 25,000 1,521 25,000 Tools & Supplies 37,708 50,257 49,551 47,600 19,135 47,600 63610 Janitorial Supplies 6,284 6,874 8,434 6,300 6,232 6,300 63620 Maintenance Supplies 12,370 7,124 17,596 11,000 4,719 11,000 63630 Repairs, Alterations, Services 40,280 38,296 57,769 52,000 26,027 52,000 63640 Hydro Costs 266,282 258,529 270,258 270,000 103,030 270,000 63650 Water Costs 3,888 4,146 4,379 4,600 1,307 4,600 63660 Gas/Oil Costs 51,933 51,384 45,648 52,000 25,362 51,700 63670 Building Insurance 13,718 14,372 15,415 15,290 14,474 17,000 Buildings 394,756 380,724 419,499 411,190 181,151 41 Z 600 63811 User Group Expenses 1,551 2,018 1,998 2,100 0 2,100 Operations Materials 1,551 Z018 11998 2,100 0 2,100 Total Admin, Materials & Supplies 515,031 504,583 551,226 548,890 253,218 553,222 Contracted Services 64110 Computer - IT Support 2,918 2,227 5,499 5,000 4,286 5,000 64140 Annual Maintenance Contract 2,400 2,400 2,400 2,400 2,400 2,400 Annual Contracted Services 5,318 4,627 7,899 7,400 6,686 7,400 64510 Waste Collection Contract 9,703 11,545 15,269 10,000 7,294 10,000 Solid Waste & Recycling 9,703 11,545 15,269 10,000 7,294 10,000 64610 Snow Removal Contract 14,409 15,360 15,550 12,000 8,780 12,000 Roads 14,409 15,360 15,550 12,000 8,780 12,000 64900 Service Agreements 26,987 23,188 13,367 29,000 11,938 29,000 Service Agreements 26,987 23,188 13,367 29,000 11,938 29,000 Total Contracted Services 56,417 54,720 52,085 58,400 34,698 58,400 Rents & Financial Services 65530 Debit & Credit Card Fees 2,650 3,210 3,494 3,000 984 3,000 65550 Cash Over and Under 0 (1) 0 0 0 0 Financial Services Z650 3,209 3,494 3,000 984 3,000 Total rents & Financial Services 2,650 3,209 3,494 3,000 984 3,000 Transfer to Own Funds 67400 Transfer to Trust 0 0 1,685 0 0 0 Total Trfrs. to Own Funds 0 0 1,685 0 0 0 TOTAL EXPENDITURES 1,105,784 1,058,817 1,181,055 1,224,004 705,625 1,238,954 GENERAL FUND REVENUES Canada / Ontario Grants 53210 Canada Day Grant (3,600) (3,600) (3,600) (3,600) 0 (3,600) 53220 Student Grant (2,736) (1,680) (1,960) (2,240) (2,646) (2,240) 53230 Enabling Accessibility Grant 0 0 (16,745) 0 0 0 Canada Grants (6,336) (5,280) (22,305) (5,840) (2,646) (5,840) Total Canada / Ontario Grants (6,336) (5,280) (22,305) (5,840) (2,646) (5,840) =- . AGECITEM #(a) 54700 Municipal Contributions -Other (57,013) (49,675) (75,532) (55,000) (17,659) (55,000) Other Municipal Contributions (57,013) (49,675) (75,532) (55,000) (17,659) (55,000) Total Municipal Contributions (57,013) (49,675) (75,532) (55,000) (17,659) (55,000) User Fees & Service Charges 55101 Ice Rental -Adult Prime (240,753) (249,250) (118,172) (155,000) (42,894) (155,000) 55102 Ice Rental -Youth Prime (213,845) (214,243) (223,868) (225,000) (136,885) (225,000) 55103 Ice Rental -Adult Non -Prime (209) (1,495) (21,754) (10,000) (12,796) (10,000) 55104 Ice Rental - Summer 0 0 (90,490) (80,000) (470) (80,000) 55105 Ice Rental - School (15,081) (15,983) (11,413) (15,500) (4,847) (15,500) Ice Rental (469,888) (480,972) (465,696) (485,500) (197,891) (485,500) 55122 Facility Rental - Community Hai (37,117) (34,397) (38,977) (40,000) (4,995) (40,000) 55123 Facility Rental - Blue Line Roo (8,681) (6,755) (5,669) (10,000) (1,725) (10,000 55124 Facility Rental -Arena Floor (12,323) (11,083) (5,445) (10,000 (600) (10,000) 55125 Facility Rental - Meeting Room 0 (185) (162) (200) 0 (200) 55126 Facility Rental - Office (675) 0 0 0 0 0 55127 Facility Rental - Storage 0 (480) 0 0 (549) 0 55128 Facility Rental - Kitchen (174) (120) 0 0 0 0 55129 Facility Rental - Community Boo (1,072) 0 0 0 0 0 55140 Miscellaneous Rentals 0 0 0 0 (25) 0 Facility Rental (60,042) (53,021) (50,252) (60,200) (7,894) (60,200) 55201 Advertising - Rink Boards (13,039) (12,378) (13,247) (10,000) (5,380) (10,000) 55202 Advertising - IceResurficer (613) (1,840) (1,227) (1,900) 0 (1,900) 55205 Advertising - Clock Message Cen (1,099) (1,099) (994) (1,000) 0 (1,000) Advertising (14,751) (15,317) (15,467) (12,900) (5,380) (12,900) 55301 General Admission - Skating (6,163) (6,241) (6,587) (6,000) (2,136) (6,000) 55302 General Admission - Figure Skat (5,925) (5,155) (2,867) (5,000) (534) (5,000) 55304 General Admission - Shuffleboar (4,679) (4,051) (3,981) (4,500) (1,027) (4,500) 55305 General Admission - Adult Shiny (6,206) (8,467) (8,396) (7,000) (2,175) (7,000) 55306 General Admission - Pickleball (6,365) (5,251) (5,253) (5,500) (1,285) (5,500) General Admission (29,339) (29,165) (27,083) (28,000) (7,157) (28,000) 55307 User Group (1,551) (3,294) (1,829) (2,500) 0 (2,500) 55402 Program Fee - March Day Break C (1,652) (1,672) (929) (1,700) (659) (1,700) 55403 Program Fee - Birthday/Team/Rec 0 (345) (2,756) (2,000) 0 (2,000) 55405 Program Revenues (11,076) (8,199) (3,998) (12,000) (17) (12,000) Program Revenues (14,279) (13,510) (9,511) (18,200) (676) (18,200) 55601 Miscellaneous Revenues (4,437) (7,747) (8,672) (5,000) (3,264) (5,000) 55671 SOCAN Revenue 0 0 0 0 (86) 0 Other Revenue (4,437) (7,747) (8,672) (5,000) (3,350) (5,000) Total User Fees & Charges (592,736) (599,732) (576,682) (609,800) (222,349) (609,800) Licences, Permits & Rents 56371 Lease - Concession (3,565) (4,058) (2,332) (5,500) (516) (5,500) 56372 Lease - Pro Shop (1,628) (1,875) (1,875) (2,118) (750) (2,118) 56373 Lease - Dressing Room (4,656) (1,858) (1,858) (2,300) (464) (2,300) 56374 Lease - Vending Machines (3,726) (3,409) (3,631) (3,800) (1,931) (3,800) Rental & Leases (13,574) (11,200) (9,695) (13,718) (3,662) (13,718) Total Lic,Permits & Rents (13,574) (11,200) (9,695) (13,718) (3,662) (13,718) Fines & Penalties 57220 Finance Charges (312) (16) 0 (400) 0 (400) Total Fines & Penalties (312) (16) 0 (400) 0 (400) Other Revenues 58210 Investment Income - Our Funds 0 0 (5,000) 0 0 0 AGEAMMITEM #(a) Interest 0 0 (5,000) 0 0 0 58310 Donations (300) 0 (3,030) 0 0 0 Donations (300) 0 (3,030) 0 0 0 Total Other Revenues (300) 0 (8,030) 0 0 0 TOTAL GENERAL FUND REVENUE! (670,271) (665,904) (692,245) (684,758) (246,316) (684,758) NET 435,513 392,913 488,810 539,246 459,309 554,196 Total Operating Projects / Capital from Operating 63990 Operating Projects 13,723 0 0 0 0 0 67200 To Reserve from Operating Projects 0 99,357 0 0 0 0 Total Operating Projects / Capital from 13,723 99,357 0 0 0 0 TAXLEVY 449,236 492,270 488,810 539,246 459,309 554,196 TOTAL CAPITAL FUND EXPENDITURES 70087 Skate Tile Capital Project 50,000 43,888 60,000 Ice Resurfacer Replacement 105000 TOTAL OPERATING AND CAPITAL 589,246.00 503,197.00 719,196.00 ♦. ..l .1• gip: � - ,a` •� �J�' u�o,�. - :� i i'� • Prior Years 2020 Actual 2017 Actual 2018 Actual 2019 Budget 2020 Actual 2020 GENERAL FUND EXPENDITURES Salaries, Wages & Benefits Salaries & Wages - Full Time $268,048 $249,156 $331,858 $357,031 $292,792 Salaries & Wages - Part Time 159,040 148,142 120,731 120,026 76,303 Distributed Wages - FT 0 0 695 0 0 Distributed Wages - PT 0 0 (95) 0 0 Employee Assistance Program 967 967 876 750 808 Self Funded Health Benefits 873 186 600 500 277 Canada Pension - Full Time 11,706 9,866 13,755 14,567 12,293 Canada Pension - Part Time 5,352 5,415 4,949 4,527 3,397 Unemployment Insurance - FT 5,006 4,331 5,687 6,149 4,663 Unemployment Insurance - PT 3,781 3,425 2,780 2,722 1,710 Health Benefits 19,888 19,015 19617 24,685 22,199 Post Retirement Health Benefits 0 0 2,754 2,800 2,569 Group Life Premiums 3,458 1,635 2,758 3,982 3,202 Long Term Disability Premiums. 5,424 3,523 5612 11,034 8,723 OMERS Pension - Full Time 24,739 23,738 31,521 33,544 28,385 OMERS Pension - Part Time 2,251 6,469 5,412 7,261 4,403 Workers Compensation - Full Tim 8,178 7,981 10,362 11,052 8,334 Workers Compensation - Part Tim 4,637 4,648 3,833 3,781 2,203 Ontario Health Tax - Full Time 5,256 4,936 6,472 6,962 5,738 Ontario Health Tax - Part Time 3,082 2,874 2,390 2,341 1,507 Total Salaries, Wages & Benefits 531,686 496,305 572,565 613,714 479,504 Admin, Materials & Supplies Association Fees 863 1,058 903 950 991 Travel Expenses 574 350 144 500 712 Tuition Fees, Workshops, Traini 0 3,016 5,088 5,000 3,428 Meetings 0 14 0 350 0 Personnel / Other 41 40 60 0 0 Training Travel & Other 1,478 4,477 6,195 6,800 5,130 Cleaning - Linens, etc 629 43 0 200 0 Licenses and Permits 391 774 504 500 516 Postage & Courier 314 77 206 350 44 Stationery, Office Supplies & P 4,753 4,593 4,249 4,000 2,573 Reference Material 220 72 0 700 0 Advertising 18,464 11,880 13,268 15,500 2,814 Telephone 8,702 8,927 9,769 9,000 9,628 Cell Phone 2,988 3,118 2,983 3,800 3,247 Furniture & Equipment 3,417 3,942 2,067 5,000 250 SCADA / Cable 2,648 2,908 2,489 2,750 2,830 Computer Hardware / Software 0 0 1,585 1,000 0 EECC Operating, Capital and Rental Rates - Public Meeting Page 34 of 38 Protective Clothing 308 288 1,087 1,500 1,056 Staff Uniforms 159 513 1,419 1,500 497 Administrative Fees 12,000 12,000 12,000 12,300 12,000 Liability Insurance 14,300 15,269 17,306 17,000 21,654 Insurance Claims 5,018 0 0 0 0 Administrative 74,312 64,405 68,932 75,100 57,108 Legal Fees 3,171 325 2,207 2,900 0 Consultants 0 311 0 0 0 Audit Fees 2,026 2,066 2,150 2,200 2,150 Disability Management 30 0 695 1,000 0 Professional Fees & Charges 5,226 2,703 5,051 6,100 2,150 Equipment & Tool Purchases 0 301 679 500 796 Repairs & Maintenance - Commun 0 0 40 100 196 Repairs & Maintenance - Other 9,366 27,732 16,311 22,000 38,164 Program Expense 28,342 22,224 32,522 25,000 1,544 Tools & Supplies 37,708 50,257 49551 47,600 40,700 Janitorial Supplies 6,284 6,874 8,434 6,300 7,699 Maintenance Supplies 12,370 7,124 17,596 11,000 5,659 Repairs, Alterations, Services 40,280 38,296 57,769 52,000 31,224 Hydro Costs 266,282 258,529 270258 270,000 167,315 Water Costs 3,888 4,146 4,379 4,600 1,923 Gas/Oil Costs 51,933 51,384 45,648 52,000 36,290 Building Insurance 13,718 14,372 15415 15,290 17,596 Buildings 394,756 380,724` 419,499 411,190 267,708 User Group Expenses 1,551 2,018 1,998 2,100 0 Operations Materials 1551 2,018 1,998 2,100 0 Total Admin, Materials & Supplies 515,031 504,583 551,226 548,890 372,795 Contracted Services Computer - IT Support 2,918 2,227 5,499 5,000 6,624 Annual Maintenance Contract 2,400 2,400 2,400 2,400 2,400 Annual Contracted Services 5,318 4,627 7,899 7,400 9,024 Waste Collection Contract 9,703 11,545 15,269 10,000 7,984 Solid Waste & Recycling 9,703 11,545 15,269 10,000 7,984 Snow Removal Contract 14,409 15,360 15,550 12,000 11,599 Roads 14,409 15,360 15,550 12,000 11,599 Service Agreements 26,987 23,188 13,367 29,000 13,595 Service Agreements ------------------- 26,987 23,188 13,367 29,000 13,595 Total Contracted Services ----------------- 56,417 ----------------- 54,720 -------------------- 52,085 ------------------ 58,400 42,202 Rents & Financial Services Debit & Credit Card Fees 2,650 3,210 3,494 3,000 1,375 Cash Over and Under 0 (1) 0 0 0 Financial Services ------------------- 2,650 ----------------- 3,209 ----------------- 3,494 -------------------- 3,000 ------------------ 1,375 EECC Operating, Capital and Rental Rates - Public Meeting Page 35 of 38 Total rents & Financial Services 2,650 3,209 3,494 3,000 1,375 Transfer to Own Funds Transfer to Trust 0 0 1,685 0 0 ------------------------------------------------------------------------- ------------------ Total Trfrs. to Own Funds 0 0 1,685 0 0 TOTAL GENERAL FUND EXP 1,105,784 1,058,817 1,181,055 1,224,004 895,876 GENERAL FUND REVENUES Canada / Ontario Grants Canada Day Grant (3,600) (3,600) (3,600) (3,600) 0 Student Grant (2,736) (1,680) (1,960) (2,240) (3,920) Enabling Accessibility Grant 0 0 (16,745) 0 0 Canada Grants (6,336) (5,280) (22,305) (5,840) (3,920) Total Canada / Ontario Grants (6,336) (5,280) (22,305) (5,840) (3,920) Municipal Contributions - Other (57,013) (49675) (75,532) (55,000) (17,659) Other Municipal Contribution (57,013) (49,675) (75,532) (55,000) (17,659) Total Municipal Contributions (57,013) (49,675) (75,532) (55,000) (17,659) User Fees & Service Charges Ice Rental - Adult Prime (240,753) (249,250) (118,172) (155,000) (45,286) Ice Rental -Youth Prime (213,845) (214,243) (223,868) (225,000) (151,838) Ice Rental - Adult Non -Prime (209) (1,495) (21,754) (10,000) (13,290) Ice Rental - Summer 0 0 (90,490) (80,000) (470) Ice Rental -School (15,081) (15,983) (11,413) (15,500) (4,847) Ice Rental (469,888) (480,972) (465,696) (485,500) (215,732) Facility Rental - Community Hal (37,117) (34,397) (38,977) (40,000) (5,695) Facility Rental - Blue Line Roo (8,681) (6,755) (5,669) (10,000) (1,725) Facility Rental -Arena Floor (12,323) (11,083) (5,445) (10,000) (675) Facility Rental - Meeting Room 0 (185) (162) (200) 0 Facility Rental - Office (675) 0 0 0 0 Facility Rental - Storage 0 (480) 0 0 (549) Facility Rental - Kitchen (174) (120) 0 0 0 Facility Rental - Community Boo (1,072) 0 0 0 0 Miscellaneous Rentals 0 0 0 0 (25) Facility Rental (60, 042) (53, 021) (50, 252) (60, 200) (8,669) Advertising - Rink Boards (13,039) (12,378) (13,247) (10,000) (5,380) Advertising- Ice Resurficer (613) (1,840) (1,227) (1,900) 0 Advertising - Clock Message Cen (1,099) (1,099) (994) (1,000) 0 Advertising (14,751) (15,317) (15,467) (12,900) (5,380) EECC Operating, Capital and Rental Rates - Public Meeting Page 36 of 38 FA r 1�-ilf i General Admission - Skating (6,163) (6,241) (6,587) (6,000) (2,136) General Admission - Figure Skat (5,925) (5,155) (2,867) (5,000) (534) General Admission -Shuffleboar (4,679) (4,051) (3,981) (4,500) (1,027) General Admission - Adult Shiny (6,206) (8,467) (8,396) (7,000) (2,175) General Admission - Pickleball (6,365) (5,251) (5,253) (5,500) (1,285) General Admission (29, 339) (29,165) (27, 083) (28, 000) (7,157) User Group (1,551) (3,294) (1,829 (2,500) 0 Program Fee - March Day Break C (1,652) (1,672) (929) (1,700) (659) Program Fee - Birthday/Team/Rec 0 (345) (2,756) (2,000) 0 Program Revenues (11,076) (8,199) (3,998) (12,000) (17) Program Revenues (14,279) (13,510) (9,511) (18,200) (676) Miscellaneous Revenues (4,437) (7,747) (8,672) (5,000) (3,264) SOCAN Revenue 0 0 0 0 (86) Other Revenue ------------------- (4,437) ----------------- (7,747) (8,672) (5,000) (3,350) Total User Fees & Charges (592,736) ----------------- (599,732) -------------------- (576,682) ------------------ (609,800) (240,964) Licences, Permits & Rents Lease - Concession (3,565) (4,058) (2,332) (5,500) (516) Lease - Pro Shop (1,628) (1,875) (1,875) (2,118) (750) Lease - Dressing Room (4,656) (1,858) (1,858) (2,300) (464) Lease - Vending Machines (3,726) (3,409) (3,631) (3,800) (2,088) Rental & Leases (13,574) (11200) (9695) (13,718) (3,819) Total Lic,Permits & Rents (13,574) (11,200) ((9,695) ) Fines & Penalties Finance Charges (312) (16) 0 (400) 0 Total Fines & Penalties Other Revenues Investment Income - Our Funds 0 0 (5,000) 0 0 Interest 0 0 (5,000) 0 0 Donations (300) 0 (3,030) 0 0 Donations (300) 0 (3,030) 0 0 ------------------- Total Other Revenues ----------------- (300) ----------------- 0 ------------------- (8,030) ------------------- 0 0 TOTAL GENERAL FUND REV (670,271) (665,904) (692,245) NET GENERAL FUND (REI 435,513 392,913 488,810 Total Operating Projects / Capital from Operating Operating Projects 13,723 0 0 EECC Operating, Capital and Rental Rates - Public Meeting (684,758) (266,362) 539,246 629,514 0 0 Page 37 of 38 AGE (ATEM #(a) To Reserve from Operating Projec! 0 99,357 0 0 0 Total Operating Projects / Capit 13,723 99,3.57 0 0 0 TAX LEVY 449,236 492, 270 488,810 539,246 629,514 DEPRECIATION TOTAL NON CASH ITEMS 263,748 273,641 ------------------- ----------------- 263,748 273,641 258,304 0 0 ------------------------------- ------------------ 258,304 0 0 EECC Operating, Capital and Rental Rates - Public Meeting Page 38 of 38