EAST ELGIN COMMUNITY COMPLEX INTERIM BOARD. Wednesday, May 3, :00 p.m. Blue Line Room, East Elgin Community Complex

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1 EAST ELGIN COMMUNITY COMPLEX INTERIM BOARD Wednesday, May 3, :00 p.m. Blue Line Room, East Elgin Community Complex 1. WELCOME Chair Dave Mennill 2. CONFIRMATION OF AGENDA 3. DECLARATION OF PECUNIARY INTEREST 4. APPROVAL OF PREVIOUS MINUTES (a) Minutes of the EECC Interim Board meeting held on March 1, (Pages 2-5) 5. DELEGATIONS (i) Christene Scrimgeour, of Scrimgeour & Company Presentation of 2016 Audited Financial Statements. (Pages 6-17) 6. ACTION ITEMS Reports from the EECC General Manager: (a) GM Impact of Moving Library to EECC Imperial Hall. (Pages 18-22) (b) GM Financial Report. (Pages 23-34) (c) GM Freezer. (Pages 35-39) 7. NEXT MEETING (a) The next meeting will be held on Wednesday, July 7, :00 p.m. 8. ADJOURNMENT

2 2 East Elgin Community Complex Interim Board March 1, :00 p.m. Blue Line Room East Elgin Community Complex The East Elgin Community Complex Interim Board met in the Blue Line Room, 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 G. Currie, Deputy Mayor M. French, Councillor S. Andrews, Councillor P. Barbour, Councillor T. McDonald, and Councillor A. Oslach. Malahide Council: Malahide Mayor D. Mennill, Councillor R. Cerna, Councillor M. Moore, Councillor M. Wales, and Councillor M. Widner. Staff: Malahide Chief Administrative Officer M. Casavecchia-Somers, Aylmer Administrator/Deputy Clerk J. Reynaert and EECC General Manager J. Allen. Absent with Regret: Aylmer Councillor B. Laur, Malahide Councillor C. Glinski The meeting commences at 7:00 p.m. with Mayor Currie as Chair. 1. WELCOME - Chair - Mayor Currie 2. CONFIRMATION OF AGENDA Councillor Barbour proposed to add one item. Moved by Councillor Oslach and seconded by Councillor Wales: That the Board adopts the Agenda for the meeting of March 1, 2017, as amended by adding action item 6 (d) that the Staff identify any negative

3 March 01, operational concerns regarding locating the Aylmer Library to the EECC Imperial Halls. The motion is Carried. 3. DECLARATION OF PECUNIARY INTEREST There are none. 4. DELEGATIONS & PUBLIC MEETINGS (a) PUBLIC MEETING 2017 OPERATING & CAPITAL BUDGET Moved by Deputy Mayor French and seconded by Councillor Cerna: THAT the Public Meeting concerning the East Elgin Community Complex s proposed 2017 Operating and Capital Budgets be called to order at 7:00 p.m. The motion is Carried. 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 2017 Operating and Capital Budgets for the East Elgin Community Complex. 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 Interim Board wished to comment or ask questions regarding the proposed Budgets. Councillor Widner requested an update of the EECC General Manager regarding ice resurfacer repairs from The General Manager estimated the last repair at $3,700 and indicated that he is investigating having a contractor-owned spare unit stored at the EECC to reduce future repair costs. The Chair thanked those in attendance for their input and advised that the Interim Board will consider all comments received when making its final decision on the proposed Budgets. Moved by Mayor Mennill and seconded by Councillor Andrews: THAT the Public Meeting concerning the East Elgin Community Complex s proposed 2017 Operating and Capital Budgets be adjourned and the Interim Board meeting be reconvened at 7:06 p.m.

4 March 01, The motion is Carried. Moved by Councillor Wales and seconded by Councillor Barbour: THAT the East Elgin Community Complex Interim Board does hereby recommend, to the Councils of the Town of Aylmer and Township of Malahide, the approval of the 2017 Operating Budget, in the amount of $550,347.00, and the 2017 Capital Budget, in the amount of $30, The motion is Carried. 5. APPROVAL OF PREVIOUS MINUTES (a) East Elgin Community Complex Interim Board meeting held on January 11, Moved by Councillor Oslach and seconded by Councillor Cerna: 6. ACTION ITEMS That the Minutes of the East Elgin Community Complex Interim Board meeting held on January 11, 2017, be adopted as presented. The motion is Carried. (a) General Manager Report GM Rental revenue associated with the Canada 150 Celebration Committee hosting a Market at the EECC on September 16, Moved by Councillor McDonald and seconded by Councillor Wales: That Report GM from the General Manager about the Canada 150 Celebration Committee hosting a Market at the EECC on September 16, 2017, be received as information. The motion is Carried. (b) General Manager Report GM Financial Report. Moved by Mayor Mennill and seconded by Councillor McDonald: That the Financial Report GM from the General Manager, be received as information. The motion is Carried.

5 March 01, (c) General Manager Year-to-date Financial Report period ending January 31, Moved by Councillor Wales and seconded by Councillor Cerna: That the EECC Interim Board receives the Year-to-date Financial Report for the period ending January 31, The motion is Carried. (d) Councillor Barbour Impact on operations of the EECC if the Aylmer Library was relocated to the EECC Imperial Halls. Councillor Barbour suggested that the Staff be directed to draft a report identifying programs and rentals that would be impacted and/or no longer be accommodated should the Aylmer Library be relocated to the Imperial Hall area of the EECC as well as the associated financial analysis. Moved by Councillor Barbour and seconded by Mayor Currie: That Staff be directed to prepare a report to identify the impact of relocating the Aylmer Library to the EECC Imperial Halls, particularly as it relates to the financial impact of any decrease in revenues and/or programming. The motion is Carried. 7. CLOSED SESSION There are no matters for Closed Session. 8. ADJOURNMENT Moved by Councillor Barbour and seconded by Councillor Widner: That the East Elgin Community Complex Interim Board do now adjourn at 7:35 p.m. The motion is Carried. Mayor Deputy Clerk

6 6 EAST ELGIN COMMUNITY COMPLEX FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2016

7 7 EAST ELGIN COMMUNITY COMPLEX FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, Independent Auditor's Report -2- Statement of Financial Position -3- Statement of Operations and Accumulated Surplus -4- Statement of Cash Flows -5- Statement of Net Change in Net Financial Assets -6- to -9- Notes to the Financial Statements -10- Schedule 1 - Schedule of Tangible Capital Assets

8 8-1- INDEPENDENT AUDITOR'S REPORT To the Committee Members, Members of Council, Inhabitants and Ratepayers of the participating municipalities as listed in note 1: I have audited the accompanying financial statements of East Elgin Community Complex, which comprise the Statement of Financial Position as at December 31, 2016, and the Statements of Operations and Accumulated Surplus, Cash Flows, and Changes in Net Financial Assets for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with Canadian generally accepted audit standards. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating overall presentation of the financial statements. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion. Opinion In my opinion, the financial statements present fairly, in all material respects, the financial position of the Complex as at December 31, 2016, and its financial performance and changes in its cash flows and net financial assets for the years then ended in accordance with Canadian public sector accounting standards. Can't Show Scrimgeour & Company Signature - Caseware.jpg May 3, 2017 London, Ontario LICENSED PUBLIC ACCOUNTANT

9 9 EAST ELGIN COMMUNITY COMPLEX STATEMENT OF FINANCIAL POSITION AS AT DECEMBER 31, FINANCIAL ASSETS Cash $ 25,885 $ 25,604 Accounts receivable 14,870 9,023 Due from Town of Aylmer 110, ,451 Due from Township of Malahide 11,802 16, , ,110 LIABILITIES Accounts payable and accrued liabilities 44,748 76,309 Due to Township of Malahide 1,480 3,096 Deferred revenue 39,149 68,802 85, ,207 NET FINANCIAL ASSETS 77,463 15,903 NON-FINANCIAL ASSETS Tangible capital assets (note 1) (Schedule 1) 8,308,834 8,536,938 Prepaid expenditures 9,300 9,201 8,318,134 8,546,139 ACCUMULATED SURPLUS (page 3) (note 3) $ 8,395,597 $ 8,562,042 The accompanying notes are an integral part of these financial statements.

10 EAST ELGIN COMMUNITY COMPLEX STATEMENT OF OPERATIONS AND ACCUMULATED SURPLUS FOR THE YEAR ENDED DECEMBER 31, BUDGET ACTUAL ACTUAL REVENUE Ice rental $ 438,000 $ 477,329 $ 440,738 Facility rental 79,331 69,945 62,274 Resident youth ice subsidy 55,000 61,638 73,205 Lease 14,315 10,892 12,534 Admission and programs 56,060 42,290 35,347 Advertising 23,773 17,067 12,781 Other 14,500 63,888 29, , , ,658 EXPENDITURES Administration 41,000 45,928 38,899 Amortization - 263, ,315 Advertising 20,000 17,135 6,606 Building maintenance 77,400 57,641 76,207 Equipment maintenance 7,600 10,525 17,885 Grounds maintenance 20,500 25,583 39,628 Insurance 27,000 27,802 29,611 Life cycle expenditures 30,000 23,185 30,756 Loss on disposal of capital assets - 7,724 9,202 Office and computer equipment 8,000 7,436 8,400 Office expenditures 23,650 20,179 23,800 Professional services 4,100 5,403 12,158 Program expenditures 32,000 28,611 38,323 Safety supplies and uniforms 2,000 1,169 1,558 Telephone 11,000 13,471 9,199 Travel and training 5,000 3,336 10,958 Utilities 273, , ,118 Wages and employee benefits 690, , ,661 1,273,515 1,476,720 1,586,284 Excess of expenditures over revenue before contributions (592,536) (733,671) (919,626) Contributions from Township of Malahide 296, , ,715 Contributions from Town of Aylmer 296, , ,715 Excess of expenditures over revenue (note 3) - (166,445) (236,196) ACCUMULATED SURPLUS, BEGINNING OF YEAR (note 3) 8,562,042 8,562,042 8,798,238 ACCUMULATED SURPLUS, END OF YEAR $ 8,562,042 $ 8,395,597 $ 8,562,042 The accompanying notes are an integral part of these financial statements.

11 11 EAST ELGIN COMMUNITY COMPLEX STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Excess of expenditures over revenue (page 3) $ (166,445) $ (236,196) Non-cash charges to operations Amortization 263, ,315 Net change in working capital other than cash (A) (61,279) 34,446 Cash provided by operating transactions 36,024 58,565 CAPITAL Net disposal (acquisition) of tangible capital assets (35,644) (90,341) Decrease (increase) in other non financial assets (99) (168) (35,743) (90,509) Increase in cash during the year 281 (31,944) CASH, BEGINNING OF YEAR 25,604 57,548 CASH, END OF YEAR $ 25,885 $ 25,604 (A) Net change in working capital other than cash includes the net change in accounts receivable, due from the Town of Aylmer, due from (to) the Township of Malahide, accounts payable and accrued liabilities and deferred revenue. The accompanying notes are an integral part of these financial statements.

12 EAST ELGIN COMMUNITY COMPLEX STATEMENT OF CHANGES IN NET FINANCIAL ASSETS FOR THE YEAR ENDED DECEMBER 31, Excess of expenditures over revenue (page 3) $ (166,445) $ (236,196) Amortization of tangible capital assets 263, ,315 Net disposal (acquisition) of tangible capital assets (35,644) (90,341) Decrease (increase) in prepaid expenditures (99) (168) Increase (decrease) in net financial assets 61,560 (66,390) NET FINANCIAL ASSETS, BEGINNING OF YEAR 15,903 82,293 NET FINANCIAL ASSETS, END OF YEAR $ 77,463 $ 15,903 The accompanying notes are an integral part of these financial statements.

13 13 EAST ELGIN COMMUNITY COMPLEX NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, The East Elgin Community Complex Board is a joint project between the Corporation of the Town of Aylmer and the Corporation of the Township of Malahide to build and operate a community centre to be used by both the municipality's residents. The costs to build and operate this facility are shared equally between the two municipalities. The Corporation of the Town of Aylmer is the administering municipality. 1. Significant accounting policies The financial statements of the East Elgin Community Complex (the Complex) are the representation of management and have been prepared in accordance with Canadian public sector accounting standards. The significant accounting policies are summarized as follows: a. Reporting entity The financial statements reflect the assets, liabilities, revenue and expenditures, and accumulated surplus of the Complex. b. Basis of accounting Revenue and expenditures are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenue as they become available and measurable; expenditures are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. c. Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenue over expenditures, provides the change in net financial assets for the year.

14 14 EAST ELGIN COMMUNITY COMPLEX NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, Accounting policies continued. d. Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost of the tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows: Buildings and fixtures Land improvements Equipment years years 7-30 years Amortization is charged on a monthly basis in the year of acquisition and in the year of disposal. The Complex has a capitalization threshold of $10,000. Individual assets of lesser value are expensed unless they are pooled because collectively they have significant value. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt. The fair value is also recorded as revenue. Tangible capital assets are detailed on the accompanying Schedule 1. e. Leases Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expense as incurred. f. Financial instruments Financial instruments of the Board consist mainly of accounts receivable, due from Town of Aylmer, due from (to) Township of Malahide, and accounts payable and accrued liabilities. The carrying values of these financial assets approximate their fair values unless otherwise disclosed. The Complex does not have any significant exposure to any individual customer. The company requires rental fees to be paid in advance of the rental date. Accounts receivable are generally the result of rentals by regular user groups or incidental items from individual rentals. g. Revenue recognition Government grants and transfers are recognized in the financial statements as revenue in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made.

15 15 EAST ELGIN COMMUNITY COMPLEX NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, Accounting policies continued h. Use of estimates The preparation of financial statements in conformity with Canadian public sector accounting standards requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities at the date of the financial statements and the reported amounts of revenue and expenditures during the period. Since precise determination of many assets and liabilities is dependent upon future events, the preparation of periodic financial statements necessarily involves the use of estimates and approximations. Actual results could differ from management's best estimates, as additional information becomes available in the future. i. Budget The operating budget approved by the Complex for 2016 is reflected on the Statement of Operations. The budgets established for capital investment in tangible capital assets are on a project-oriented basis. 2. Employee benefits The Town of Aylmer contributes to the Ontario Municipal Employees Retirement System (OMERS), which is a multi-employer plan, on behalf of all permanent, full time members of the staff of the Complex. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. The employees of the Complex are entitled to health benefits upon their retirement under their employment contract for one year upon completion of 15 years of service. 3. Accumulated surplus The accumulated surplus includes the following: Reserve and reserve funds: Capital replacement reserve fund $ 85,599 $ 23,945 Flats development reserve fund 1,164 1,159 86,763 25,104 Tangible capital assets 8,308,834 8,536,938 $ 8,395,597 $ 8,562,042

16 16 EAST ELGIN COMMUNITY COMPLEX NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, Accumulated surplus continued The participating municipalities currently fund the operations of the Complex based on the operating budget. The excess expenditures over revenue of $236,196 ( $236,196) represents the change in tangible capital assets net of the change in reserve funds. The amortization is not currently funded by the municipalities. The net change in reserve funds represents amounts collected from participants for a capital surcharge to be used in future years to replace existing tangible capital assets. In addition, the Board can approve additional transfers to the reserve funds. 4. Administration The Town of Aylmer acts as the financial administrator for the Complex, and as such, all cash and cash equivalents are held in the name of the Town of Aylmer. 5. Significant event In May of 2014, the Advisory Committee was disbanded and a new governing body, the Ad Hoc Committee was formed. The Ad Hoc Committee is now operating as the East Elgin Community Complex Interim Board.

17 EAST ELGIN COMMUNITY COMPLEX SCHEDULE OF TANGIBLE CAPITAL ASSETS FOR THE YEAR ENDED DECEMBER 31, Schedule 1 Land Land Improvements Buildings Equipment Total Total COST Balance, beginning of year $ 370,966 $ 507,462 $ 9,921,934 $ 549,173 $11,349,535 $11,260,693 Add: Additions during the year - 33,276-10,091 43,367 99,543 Less: Disposals during the year - (14,852) - - (14,852) (10,701) Balance, end of year 370, ,886 9,921, ,264 11,378,050 11,349,535 ACCUMULATED AMORTIZATION Balance, beginning of year - 231,645 2,301, ,576 2,812,597 2,553,781 Add: Amortization during the year - 23, ,698 37, , ,315 Less: Disposals during the year - (7,129) - - (7,129) (1,499) Balance, end of year - 248,343 2,504, ,799 3,069,216 2,812,597 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS $ 370,966 $ 277,543 $ 7,417,860 $ 242,465 $ 8,308,834 $ 8,536,938 This schedule is provided for information purposes only.

18 18 East Elgin Community Complex 531 Talbot Street West Aylmer, ON N5H 2T9 (519) Report Title: GM Submitted for: May 3, 2017 Report Author: James Allen, General Manager Recommendation: That the EECC Interim Board receives Report GM EECC from the General Manager as information. Background and Analysis: The General Manager was asked to report on the impact of moving the library to the East Elgin Community Complex Imperial Hall. Impact of loss of hall rental revenues: Over the past few years, the Imperial Hall rentals have generated revenues on average of approximately $44,000 per year. Therefore, it is anticipated that if the entire Imperial Hall space is no longer available, most of those rentals would be lost as the Blue Line Room would not be sufficient to cover all the space requirements. These lost revenues will need to be considered when drafting the terms of a lease agreement with the EECC, specifically the square foot lease rate

19 19 and any ancillary charges will need to be established to generate sufficient revenue to compensate for the lost hall rentals. Impact of loss of hall rental space on ice revenues: Some of the ice rental revenues are directly tied to the availability of having the entire Imperial Hall space. Over the past few years, the EECC event bookings have included an average of hours of ice rental that were booked only because there was also hall space available. Therefore, it is anticipated that if the entire Imperial Hall space is no longer available, those ice rentals would also be lost as the Blue Line Room would not be sufficient to cover the space requirements. The estimated annual loss in ice revenues is approximately $20,000-$25,000. These lost revenues should be considered when drafting the specific terms of a lease agreement with the EECC. Impact of loss of hall rental space on users: While there are some regular user groups (i.e. monthly meetings, etc.), most of the hall rentals at the EECC are either a one-off booking (i.e. weddings) or recur on an infrequent basis (i.e. annual party/banquet). Thus, it is somewhat difficult to estimate the overall impact to the users if the EECC hall space was no longer available to those users. Many of the bookings are for smaller events that do not utilize all the banquet hall space available; and thus, could potentially be accommodated, subject to availability, in the Blue Line Room or at other community halls in the area. There are, however, some events that are large enough that they are not likely to be able to be accommodated in the same manner as they are currently at the EECC. Some of these events include: annual banquets with over 400 persons, annual general meetings with over 650 persons, fish fry, high school commencement, large corporate Christmas parties, church conference, Skate Canada events, hockey camps, etc. The impact to these types of events will be significantly greater if the EECC banquet hall space is no longer available as this hall is the only one in the area that can accommodate banquets for up to 600 persons and theatre style seating for up to 750 persons. Impact of hall space on delivery of community programs: Some of the programming at the EECC involves the use of the ice facilities. There are only a few programs that are run out of the Imperial Halls on a regular basis. Those include: shuffleboard, pickleball, youth day camp, and senior s day

20 20 out. While these programs will be impacted if the hall space is leased out, most of the programs could be accommodated, albeit on a much-reduced scale, in other areas of the facility (i.e. Blue Line Room, etc.). The Pickleball program must be eliminated. Over the past few years, the program fees have generated revenues on average of approximately $10,000 per year. The net financial impact to the EECC is not anticipated to be insignificant, these lost revenues should be considered when drafting the specific terms of a lease agreement with the EECC. It is also important to point out that not all the programs will be able to operate effectively if the scale is substantially reduced, and in fact, some may not be able to continue to provide the community benefit as they do currently. If the present format of Shuffleboard is not able to continue, there could be significant negative impacts to many seniors living in the community. Currently, there are 8 shuffleboard mats utilized on a regular basis in the Imperial Halls. If the halls were not available, only 2 mats would be able to be set up in the Blue Line Room. This would impact greatly on the number of seniors that could participate. The number of shuffleboard participants has grown steadily over the past number of years. We have also been advised that for many of the seniors that currently attend shuffleboard, it is not just a physical activity, but it is also their primary social activity. Without such activity, it has been suggested that their long-term wellbeing may be negatively impacted. Staffing implications: It is not anticipated that leasing the hall space for a library space will reduce the total number of full-time staff required to operate the EECC, although there will be a reduced obligation and level of responsibility for staff from the current hall rental situation to a role focused on the property management of the library. This will free up some additional time of such full-time staff to allocate to other ice facility related activities. Operational issues: If the hall space were to be leased out to the library, the following operational issues should be considered for the remainder of the facility: It is anticipated that the hours of operation of the facility will be able to be reduced on a consistent basis as the type of events that would be expected to occur in the remainder of the facility are not likely to extend past 11:00 p.m. or midnight. The current expenditures associated with marketing, promotion, publicity, and

21 21 advertising directed to soliciting the use of the hall space areas could be reduced. Surplus equipment and supplies could be sold and the proceeds allocated to the capital reserve fund. Lease details and cost recovery of expenditures are currently unknown and to be negotiated. Impact of loss of Emergency Response Centre: The EECC currently serves as Aylmer s primary Emergency Response Centre (Reception Centre). A Reception Centre is a one stop service site or facility where, in an emergency, people evacuate to and where their immediate basic needs are met. If the hall space is leased out to the library, Aylmer may require additional or alternative space for a Reception Centre. In addition, the EECC also acts as a secondary Emergency Response Centre for the Ontario Police College, and the Township of Malahide. Traffic impact: The loss of our Pickleball program will result in the reduction of close to 200 visits to the Complex each month. A reduction in our Shuffleboard program would cost the Complex 75 visits per month. Respectfully submitted, James Allen, General Manager Reviewed by, Jennifer Reynaert, Administrator/Managing CAO Michelle Casavecchia-Somers, CAO/Clerk

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23 23 East Elgin Community Complex Report Title: 531 Talbot Street West Aylmer, ON N5H 2T9 (519) GM Financial Report Submitted for: May 3, 2017 Report Author: James Allen, General Manager Recommendation: That the EECC Interim Board receives Report GM Financial Report from the General Manager as information. Background and Analysis: Grants During April, we received notification from the Federal Government that we will be receiving $2,736 for our summer co-op student. (See attached Appendix A). We also have received the Canada Day grant that we applied for in the amount of $3,600. Operating Budget Comparison Analysis (attached Appendix B): The attached budget comparison was printed on April 7, Our total actual expenses year to date are sitting at 22% of budget (anticipated 25% at this point in year). Our total actual revenues are at 39% of budget (anticipated 25% at this point in year). The revenues may appear high, but we are coming out of our busy ice season and heading into a slower ice season. Respectfully submitted, James Allen, General Manager Reviewed by, Jennifer Reynaert, Administrator/Managing CAO Michelle Casavecchia-Somers, CAO/Clerk

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35 35 East Elgin Community Complex 531 Talbot Street West Aylmer, ON N5H 2T9 (519) Report Title: GM Freezer Submitted for: May 3, 2017 Report Author: James Allen, General Manager Recommendation: That the EECC Interim Board receives Report GM Freezer from the General Manager and provides direction to staff. Background and Analysis: The walk-in freezer in our hall kitchen in not working. It requires a new condenser motor which will cost $750 to replace. The current demand for the freezer is low and should the EECC Interim Board entertain a long-term lease for the Imperial Hall area, staff would anticipate less demand in the future. An upright, replacement freezer would cost close to the same amount as this repair. (See attached Appendix C) Options for Consideration by the EECC Interim Board: Option 1: Repair the existing walk-in freezer at a cost of $750 Option 2: Replace the existing walk-in freezer with a new smaller freezer. Option 3: Do not repair or replace and no longer offer a freezer as part of our kitchen rental. We may want to consider removal of the freezer if this is the direction that we head.

36 36 Several options are presented here as information and staff is seeking direction from the EECC Interim Board. Respectfully submitted, James Allen, General Manager Reviewed by, Jennifer Reynaert, Administrator/Managing CAO Michelle Casavecchia-Somers, CAO/Clerk

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