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12 12 2007 Council Agenda1OWNSHIP OF ORO-MEDONTE COUNCIL MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, DECEMBER 12, 2U07 TIME: 7:QQ P.M. 1. OPENING OF MEETING BY THE MAYOR 2. PRAYERlGONTEMPLATIONIREFLECTION 3. NOTICE OF ADDITIONS 4. ADOPTION OF AGENDA 5. "DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - IN ACCORDANCE WITH THE ACT" 6. MINUTES OF PREVIOUS MEETINGS: a) Minutes of Council Meeting of November 28, 2007. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: a) 7:00 p.m. Shari Elliott, Oro Minor Hockey Association, Request for Additional Ice Time and Reallocation of Time Slots. 10. CONSENT AGENDA CORRESPONDENCE: a) Lake Simcoe Region Conservation Authority minutes, meeting held on October 26, 2007. Staff Recommendation: Receipt. b) Nottawasaga Valley Conservation Authority minutes, meeting held an October 12, 2007. Staff Recommendation: Receipt. c) Lake Simcoe Regional Airport Commission minutes, meeting held on October 18, 2007. Staff Recommendation: Receipt. d) Springwater Library Board minutes, meeting held on November 13, 2007. Staff Recommendation: Receipt. e} Ontario's Lake Country Board minutes, meetings held an August 15, September 12 and October 10, 2007. Staff Recommendation: Receipt. f) Orillia Public Library Board minutes, meeting held on October 24, 2007. Staff Recommendation: Receipt. g} Bruce Stanton, MP, Simcoe North, correspondence dated November 27, 2007 re: Canada's New Infrastructure Plan [additional correspondence available in Clerk's office]. Staff Recommendation: Receipt. h) Valerie Thom, Executive Director, Pitch-In Canada, correspondence received November 23, 2007 re: Pitch-In Week, 2008. Staff Recommendation: Receipt. i) Joanne Gates, President, Crime Stoppers, Simcoe, Dufferin, Muskoka, correspondence dated December 3, 2007 re: Proclamation Request, January, 2008, "Crime Stoppers Month". Staff Recommendation: Receipt, Proclaim, Post on Township's Website. j) Connie Simo, President, Bass Lake (Oro-Medonte) Ratepayers Association, correspondence dated December 6, 2007 re: Request for Support. Staff Recommendation: Receipt and Refer to 2008 Budget Deliberations. 11. MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN: None. 12. REPORTS OF MUNICIPAL OFFICERS: a) Report No. ADM 2007-34, Doug Irwin, Clerk, re: Public Notice Policy. b) Report No. ADM 2007-35, Doug Irwin, Clerk, re: Appointment of Closed Meeting Investigator [Refer to Item 16c)]. c) Doug Irwin, Clerk, re: Draft By-Law No. 2007-136, A By-law to Govern the Proceedings of Council and Gommittees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law No. 2006-114. 13. REPORTS OF COMMI?TEES: a} Committee of the Whole minutes, meeting held on December 5, 2007. b) Public Meeting minutes, Proposed Amendment to the Official Plan and Zoning By-law, 2005-OPA-04 and 2005-ZBA-27, Part of Lot 25, Concession 10, tine 9, (Oro), Township of Oro-Medonte, (J. Goossens), November 26, 2007. c) Planning Advisory Committee minutes, meeting held on November 26, 2007. d) Recreation Technical Support Group minutes, meetings held on October 11, November 8 and November 29, 2007. 14. COMMUNICATIONS: a} Gary McNamara, Mayor, Town of Tecumseh, Chair of Ontario Small Urban Municipalities (OSUM), correspondence dated November 30, 2007 re: 2008 OSUM Conference & Trade Show, April 30 -May 2, 2008, Eddie Bush Memorial Arena, Municipality of Collingwood. 15. IN-CAMERA: a) Bruce Hoppe, Director of Building and Planning Services, re: Property Matter. 16. BY-LAWS: a) By-Law No. 2007-132 A By-law to Amend By-law No. 2007-021, being A By-law to Appoint Representatives to Various CommitteeslOrganizations and Technical Support Groups. b) By-Law No. 2007-134 A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs for the 2007/2008 Season And to Repeal By-law No. 2002-143. c) By-Law No. 2007-135 A By-law to Appoint a Meeting Investigator. 17. CONFIRMATION BY-LAW NO. 2007-131. 18. QUESTIONS AND ANNOUNCEMENTS 19. ADJOURNMENT ADDENDUM COUNCIL MEETING Wednesday, December 12, 2007 10. CONSENT AGENDA CORRESPONDENCE: k) Virginia Hackson, Chair, Lake Simcoe Region Conservation Authority, correspondence dated December 4, 2007 re: Lake Simcoe Environmental Management Strategy, Report of the Steering Committee - Towards a New Governance Model for Lake Simcoe [additional information available in Clerk's Office). Staff Recommendation: Receipt. 12. REPORTS OF MUNICIPAL OFFICERS: d) Councillor Coutanche, re: Simcoe County, County Road Conditions. 14. COMMUNICATIONS: b) Ross Harvey, correspondence dated December 11, 2007 re: Harbourwood Park Outdoor Skating Rink. 15. IN-CAMERA: b) Robin Dunn, Chief Administrative Officer, re: Personnel Matter. c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter. 12/04/07 15:39 FAI 705 797 5990 GRAHAM, 19ILSON & GREEN Ip1001 ~°' ~~~ ORO MINOR HOCKEY ASSOCIAxION December 4, 2007 VIA FACSIMILE TO: 487-OI33 Mr. Doug Irwin Township ofOro-Ivledonte Clerk's Departmeaat 148 Line 7 South Oro, ON LOL 2X0 Dear Mr. Irwin: I am writing to request the opportunity for members of the Oro Minor Hcickey Association to present the attached letter and pages of signatures from parent and players, to support the request for more ice time to be allocated to this Association an December 12, 200'7. I confirm that at that mEeting, we will present the original letter with the signing pages. Please confirm that a deputation by the Association will be added to the agenda by sending an email to sde@gwg.on.ca. Thank you for your cooperation with this matter. Yours truly, q~-1 Hncl. Letter and Sisnatuce Pages 12/04/07 15:33 FA% 705 737 5390 M 4 I I/ ,~ , November 29, 2007 GRAHAM, WILSON & GREEN ORO MINOR HOCKEY ASSOCIATION VIA FACSIMILE TO: 487-0133 Mr. Doug Irwin Township of Oro-Medonte Clerk's Department 148 Line 7 South Oro, ON LOL 2X0 Dear Mr. Irwin: ~ 002 ~C~ I am writing on behalf of the Oro Minor Hockey Association and its members. We are requesting more ice time at the Guthrie Arena and a reallocation of time slots currently assigned to other users to accommodate this important program. The Oro Minor Hockey Association has a very popular and successful hockey program which provides an opportunity for children ages 4 to 19 to be involved in hockey from the initial entry level through to local league and rep hockey. We are very proud to be able to report that one of the participants from this program is currently playing in the Ontario Hockey League. This year Oro Minor Hockey has 23 teams with 350 players. This is a volunteer association so many more Oro-Medonte residents are closely involved in this program as coaching staff. The Oro Minor Hockey Association is the largest user of the ice time at Guthrie Arena with an estimated ice bill for the time currently allocated this year of approximately $124,000. As the Township of Oro-Medonte grows, the hockey program also grows. In order to accommodate the current and new residents in Oro-Medonte, more ice time is required to be assigned to the Oro Minor Hockey Association. Without additional ice time next season we will be forced to turn away Oro-Medonte residents who will not be eligible to play anywhere else. Attached is a spreadsheet which sets out the current needs for this year. You will note that to accommodate the number of teams and practices required, many teams' practice slots are at 6:00 a.m. and 7:00 a.m. on school days. A minimum of 14.5 additional hours of ice time is required to properly accommodate the program this year. Additionally, some of the issues with lack of game slots and having teams shares practice times that are experienced could be alleviated by the reallocation of the time slots between OroMinor Hockey and other ice users which consist of participants that are primarily not Oro-Medonte residents. On both Saturday and Sunday, prime game slots are not available in the early afternoon hours because this time is assigned to other users. The four hours that could be gained by the reallocation of this use would assist with the issues currently experienced by the youngest players of the Association and their parents. „, 12t04t0? 15:33 FAX ?05 ?~? 5350 GRAHAM. WILSON & GREEN The introduction to hockey Initiation Program consisting of 4 to 6 year olds and the Tyke program consists of 6-i3 year olds. These programs are pasted on Saturday and Sunday mornings and the only time slot that these players can be assigned is ?:00 and 8:00 a.m. in the moming. This is due to the fact that so many games must be accommodated during the day on both Saturday and Sunday. The Oro Minor Hockey Association has received numerous complaints from parents of 4-6 years olds who are unable to enjoy this activity due to the fact that many of the children are crying and upset from being awakened at 5:30 a.m. or 6:00 a.m. to be on the ice at 7:00 a.m. This is also an age group which would normally draw other relatives to watch, but at that time in the moming, this option is not exercised by many.. If the 7:00 and 8:00 a.m. time slot or a time slot at the end of the day, during time not currently assigned to the Association, could be reallocated to the other users this issue that affects 46 young children and their parents could be alleviated. The Initiation Programs could then be scheduled at 9:00 and 10:00 a.m, with games scheduled in the early afternoon hours. [t has been noticed that the mid-afternoon hours allocated to other users has gone un- used on multiple occasions such that it might be those users were prefer a different time slat. At the very least the lack of available ice time could be raised with all users such that users could provide notice of the availability of the ice so that this Association could put it to good use if proper notice is given. The reallocation of ice from the other (non-resident} users on Saturday and Sunday will go a long way to assisting this Association but will not provide the full 14.5 hours required. We are, therefore, requesting an additional game slot on both Tuesdays and Thursdays at 7:00 p_m. The ice convener has attempted to accommodate the current program within the hours allocated. In order to do so, most learns have been required to share practices, While preparing this letter, a complaint has been received from the arena staff. Their concern is that the increased number of players in the older age groups on the ice at the same time is causing too much damage to the ice. We have been asked to have older players not practice their skating skills but rather concentrate on drills that would have less impact on the ice, like puck control etc. from a stationary position. While a variety of drills is not an issue, the Lack of skating drills for hockey teams when they only get one practice a week, at best, is an unacceptable way for Oro Minor Hockey Association to tun its program. We compete against centres that give their teams two practices a week. While we are addressing the issues for the current regular season, this seems the appropriate time to raise the need far additional ice time to be available during the play- offs. Play-off games, unlike regular season games, must be scheduled within a certain amount of days within each round of games played. The Old Timers Tournament is scheduled during the play-offs. On February 6, 9 and 10, 21.5 hours of Oro Minor Hockey ice are lost. This causes most teams to give up home ice advantage and in some cases play their entire series at the opponents arena when home ice advantage is is most important. if the Old Timers Tournament were moved to the end of the regular rep season (the second weekend in January), this problem could be avoided. The Oro Minor Hockey Association is very proud of our history of winning OMHA Championships. Each year as many as five out of 9 teams makes it to the championship finals annually. As the Township of Oro-Medonte grows and enrolment in this Association increases the available ice time per player is decreasing. Deceased ice-time X1003 x~.,~ 12/O9fO9 15:33 FAQ 7O5 7a? 590 GRAHAM, WILSON & GREEN means fewer andlar shared practices, games played nat at Name and no opportunity far exhibition games all resulting in an ability to properly development the players. Attached to this letter is the signature of aver players and parents. As bro- Medante taxpayers we are asking that our request be considered at the next council meeting on becember 12, 2007. We would also appreciate the opportunity to make a deputation to council at that time. Please be advised in advance that many of the players and parents will be in attendance an that day t~ show their support. Yours truly, Paul Partridge President dro Minor Hockey Association ~ oaa ~M w 12/04/07 15:~~ FAX 705 7a7 590 ~.. , GRAHAM, FYILSON & GH);>;N 1~ UU6 ~G ~~ t Dry ..... Oro Minor Hocke Ice time requirments 2007-2008 _ .~~ _- Home Game time needed Minimum Practice time n ee dec not including floods including flood Re ular Season ___ Pia offs _ Oct 7-Mar 31 ague Local l.e ©ct 7-Feb 2 Feb 3- r 1 _ ~ ' _ _ _ minutes minutes _ __ IP _ avg # _ame_ s 120 minutes x 24weeks Tyke 1 & 2 7 x 60 min. 420 ~ ~ 7 x 60 min 420 120 minutes x 24weeks Novice 1 8 2 20 x 60 min 1200 12 x 60 min 720 120 minutes x 24 weeks Alom 1 8~ 2 20 x 60 min. ' 1200 12 x 60min _ 120 120 minutes x 24 weeks PW 1.2,3 30 x 70 min 2100 18 x 70min 1260 180 minutes x 24 weeks Bantam 1 & 2 20 x 80 min 1600 14 x 80min 1120 120 minutes x 24 weeks Midget 1 & 2 20 x 80 min 1600 14 x 80min 1120 120 minutes x 24 weeks REP - Novice Rep 10 x 60 min 600 10 x 60min _ 600 ' 120 minutes x 24 weeks Atom Rep 8 AE 20 x 70 min 1400 20 x 70min _ _ 1400 120 minutes x 24 weeks P 1/i/ Rep & AE 20 x 70 min 1400 20 x 70min 1400 120 minutes x 24 weeks Bantam Rep & AE 20 x 80 min 1600 20 x 90min ~~ 1800 120 minutes x 24 weeks Min & MaJ Midget 20 x 100 mi 2000 20 x 105min 2100 120 minutes x 24 weeks flood time 207 x10 mi 2070 167 x 10min _ 1670 ire season try outs Sept B-Oct 6 _ ~ ~~ 206 x 60 totals ~~ 17190 14330 our usual week 1480min x 24 weeks pre season try outs Sept 8-Oct 6 _ ~ 206 x 60 we need 67520mi or 1125.3 hrs 35520mi or 592 hrs 12360mi or 206 hrs _ _ tournament less 21 hrs ~~ _ we get total _ 777 hrs _ we need addition 348 hrs ~ or ~ 14.5 hrs per w eek _ minutes 2880 2880 2880 2880 2880 12360 36000 12360 IY Oro-Medonte Township Policy Regarding Ice (Allocation Procedure Regarding: Section Subject Page 1 of 3 PolicylProcedure Parks $c Recreation Ice (Allocation) # PP•PR-~5 Enacted B Council: Jantaa 13, 1994 Policy Procedure Nate ICE ALL4CATIUN POLICY \parks\allocate. ice * A primary commitment is made to provide game and or practice time to the groups listed below, on an allocated priority basis. Priorit Listing 1. TOWNSHIE' PUBLIC SKATES {Future Township Programs}; 2. MINOR SPORT ASSOCIATIONS Oro Minor Hockey Association Oro Figure Skate Club Oro Ringette Association 3. ADULT ASSOCIATIONS Edgar Adult Occupational Centre Girls & Women's Hockey Association Oro Adult Leagues: Monday Night Rec League Wednesday Burton Oldtimers League Adult Skate Club r ~~ 4. PRIVATE INDIVIDUAL USERS Primary commitment is made to allocate PRIlVIE TIME practice ice to the first 2 categories PRIME TIME is Monday to Friday from 5 p.m. to 9 p.m. and Saturday & Sunday from 7 a.m. to 9 p.m. When competition far available ice time exists, the Parks and Recreation Supervisor may give consideration to the following when allocating time: a) locality; b) utilization; c) special needs and, d} gender. BOOKING PERIODS Deadline for applications is March lst. HOCKEY SCHOOL POWER SKATE - Z week period before October 1st SEASONAL ICE -October lst to April Sth TOURNAMENTS -Minor Associations; Christmas & March Break Monday to Friday - Burton Oldtimers: February - Skating Carnival: March (Saturday) - Recreational Mens April lst weekend `~ ~~ General Information * Game and practice time will be allocated in 50 minute periods, flood time is 10 minutes after the hour. * User groups will determine game structure and duration {ie. stop time, straight time, 1 hour game, etc}. * Consideration will be given to the previous years's ice allocation. * Assigrunent of ice will be based on the previous year's actual registration figures far number of teams and or participants. The township may adjust initial allocations after registrations for Minor Associations in order to respond to annual growth or reduction. Ice Cancellation * Minor groups, adult leagues, adult skate club, and private users interested in CANCELLING specific days or blocks of time within the booking period MUST REQUEST SUCH CANCELLATIONS when submitting applications far ice {ie. Christmas Time). * Groups WILL NOT be permitted to request cancellation dates during MARCH BREAK. * Minor groups, adult leagues, adult skate may turn back permit time after March lst. * Private Users may cancel permit time if 7 DAY NOTICE IS GIVEN IN WRITING. * Groups not showing up after permits have been issued will be subject to CANCELLATION. (~`,. 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O vNi O i c.~ l~ . F O O O O O ~1 N . Q O , I n c ': ~~ 8 8 8 8 8 ~~ ~ ~ ~ ° ~ e° ova Q . y M N '. ~ a 69 69 d O ~) ~ e F c eq y ~ ~ ~ g v ~ i ~ ~ ON ~ 60R N ~ E" vi Esi FR V I; I~.~gs8o8 'i '~ v ,, j~~ w O ~° O N O ~ 1 xa ~ ~ °~ w w ~ ~ ~ ~ ~ ~ 0 0 0 0 0 . ~' ~ . 1~I ~y" ~ O O O O O 7 ~ V ~ C vj ~ 00 ~O ~O . I~ o ~ . x ~ I ~ ~ ~ ~ ~ g . c ~ ~ ~' ~ a ~ F o c o 0 0 ,I O '~8 i,~~ .I A~ ~ > ~~I ~ ~ I ~ a ~ ~ o o ~o ~ ~~ '~w a ~ ~ ~ ~ ~ U w '~'~ o ~ ~, Q E" 0 0 0 0 0 ~i~ ~ ~ Z ~ C 0 ~~ ~ ~ O O O O O • D h ~ 00 ~O ~C ~ ~ 3 ~ ~) i,~~~ ~i1 C ~ ~ ~ I ~I ~ U o ~' I, 0 ~ ~ I g C A., .a _ ~ _ h J.i Q fn ~ f/1 ~' V] ~ ~ _' ~ ~ ~ ~ Q~ ~ a ''' F °i 3~~ ~n Q Q~ G L ~ y t7 N ~~ `~' ~' ~~ w w v~ i ~"'~ rte. o ~ ~ N 0 00 h d N 69 0 cn a9 M M O M N 69 N O M M M 0 M 0 0 M c'~ 0 U y a. O ti ~~o, g d9 ~o O~ n fA N 64 v, O O~ 0 ~.j N M b9 ~, r 0 o. 8 U R U '~ cn N fR 0 ao O s9 8 M.. '~'1 N 6R r CV O ~O M M h N M M 0 ~o M U h C E .~ 3 ~ ~ I ~ ~ r a ~~ ~~ ~° ,~ E9 h N oVp',~ il? c c1 ~ - `~ ~ 5 0 .; a e .~ O a .~ ~~ ~a~ ~~ i~/o ~ ~ ~~~ ~ We support the request made for more ice time and realloc ted ice time A~ ~~~ among users requested by the Oro Minor Hockey Association. ~ ~~/~ NAME ADDRESS ~ v~ ~c? ,Jc~ ~ ~ ~ ~ ~ W .S C~ ~' . ~ ~ l l,, / <C>/-fl ~ ~ o'er v- ~~ ` ~ g ~ f~ Luwu- Q N " F~ ~~~ ~- (~ 73 - nth ;~~ v~ ~ CJ (O Sic. ,~ ~ ,- ~ p ~t ~,rc~ r ' \ ' 1 ~` G _ n ~ U SCE'}'\e'~~E} ~ ~ U~ 1~ ~ ~ ~ ~c ~ S ~h C.i~r ~ 0 (~7 ~ l ~ cr= ~s~.~ ~; y on ~~ C n,~ ~ ` c rnG/ n ~ ~ [4 /~c ~/ ~/G ~~ ~~ ~/ ~ Z J (( - c ~ 1 ~ ~~" ' ~ I ~` l ~, l~~i,^~-,rl :J~^,____, l ~ 1.J ~ i LLtit~i' a t -3 ~yZ n t ~ ~ :~c/ - ~ o Sri«~.-~ T U arzc ~T~ T~ ~ ` ,. 1 . r ,~~~ 1 `~ ' ~ ~' ~ / `~'4 ~ ` ~, l r We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS _ ~ (~ ~, i ~~~~~- ~lc . ~~, Z ctc,~~'.-~- `fie ~ _ 1i ( ~'~~ ~~ ~ ,~ ~~ ~~ i Imo' / 1 /1 / / 1 ~' L~1 Y~ ~ ~~1 ~ ~l .__ ~ ~ CCr ~-s ~ ~~l ~i ~v v~ ~ ~ i.~ i /1S f `~ 1Z 1. ~ ~ ~' iC~ "~ ~ ~l"v~ fl ~.\ `'~ We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS a3 1 We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. AME ADDRESS ~, ~ ~' ~ h ~ ~ ~ ~ 9 ~..,,,. /yla~ c~ ~ T 2 S •4 ~ L~b~ M ~l~vl ~ ~~~ ~~-~ Rev ~ ~N~Y 8A fit- ! ~ ~ T ~e~~ ~o ~ (~ N~ 8 N e~ ~l/ J 2 /y~ 2 // / ~j V ' ~ ~/~/ T ~t~K~ . aJ ~; ~ Z S < i ~ S 5~+~~a~v e ~j !3~ -- ~ (~ ~ ti ~~ ~ l C /7 ~J ~ %'~C' ~ pL ~ i ~L ~~~ ~ ~ ~~ ~~ c -~~ /Lt1 ~~~.w.~ ~ ~ ~s ~ ~ ~ _~ 5~ ~ r ~~ ~~ w~~vi~~~ l~tuc~~a:~ ~ z..5 ~-iov:~ l si~u;-~ St-k~cv; Y' 64 . ~ !~ ~./~E~c. ~~F(~ Icy. Tv~cJ ~. ~'~ ~~ /~ t GU L. / ~ ~ "~ /~/~i ro ~~~~~ ~ ~ . ~ • r~` We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS ~' ~ ~ ` ~ h `IOt;~ ~ N~•w'I~est ,~~ ~ 1 ~ •c --181 r ~ a ~ ,j , ~-f ~ ,- ~, ~~~S~,.>wti„ f~ ~~, ~=~c%/ 1 ~ y~ ~~~~z~~~ IZ/J ~~7 / ~~i~~~Il~; ~~3.5"~G~c r~~ -,, ,~~ ~ ~,w ~ ~~ - -~'C~ ~;. ~ ~ c.7Z ~ .fJ1iLC7 ~ L/~% r ~ ; ` /7 ~ ~ -/ r ~ (7 ~. G ~--- ~G~~--c~~- r7 ~~+; 4 ~ - ~ a` ,. .. ,e...... - .s• .. . ,. - • i _ ,F ~ ~ ~ ~~~~ ~ z~: ~ ~ ~ ~~~ ~~ ~ ~ yy ~~~ -/ t ~~_ g We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS .y ~ ' ,~ L ~ ~ ~ ~ ~.~ ~~ ~~- z Sty ~~ ~-~ '~ ~vr. '~ L'Y s~:1 ~~~ r -21 L, ~z ICE„ ~:-`~h ~~~~ ~L ~~_-`~ .r ---U f SIC ' ~'~ ` ~, ~` ~ 2 ~ ~ ~r L} ~ ;~ ~ 4 ~~ ~ - "(.Vt'~ `~ I iJ' 1 ~j~~s l ~~_~~.~ U "L/~ ~ ~L`' t(~11: ~~. ~ // ~~ 1 C~ L U~.~71 /~`~~ Z G 1~~'fi { ( ` " '~s, sue' ~ z/,d~ _ :~ 'r l ~ ~~ d(JY ''~ ' 'L. , , ~ ./'., <rc '~ _. C..' / r f `1 ~~~ Cf~+~'t~1I~ r 7 `-~-L C C.V' l'V r i~~ K 1` ~-' C.~~.~: JI~~L;:'.~L.L'~.J~+c~L: (.' ~ C ~ ~ -T lu\ i ,~ ~6 i ~ ~. - - .`/ ~/ C ~~~, zw 1~"~~ b .~ °j I QIq~P ~~ ff~ U~ru ~ hay ~J *~ ~ . ~~.~~ ~~~n~~ ~~ ~-~ ~~~ ~- ~ ck ~A S h~~-~ ~ ~~ ~ l ~~an I e ~ ~o net ~ r~ ~ ~~r~~~ ~. l cc~t~ ~ ~' ~~ ~ ~- We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS - ,~, '1 /~ n ~^ 1 V~ J 2 ~ /~ ~ ~ e~ l 055 L~° ~ ~ n~ SZ~-4.~~ ` 51~`1,~3 ~o ~ - ~ s Icy ~ eS o r ~ -~ ~ 1~ ,, ~ '`~ ~ v~~~n °l ~ r ~ ~ r ~. /W~ ~~ ...e~„~~ ~ rte.-~-z ~ 21 P ~-~.~- ~ _ ~ ~ ~~ b S ~ ~ ~~- . ;~ ~ ~r ' ~- 01~~~s~~ ~3 r~s _ ~ 5 rz.w `< << ~~ ~ ~ ~ ~~ E ~~~lu~> • •, ~~~~ We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. Z~~ '' a l We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS ~~ ~ ~~ ~ ~~ ~ t ~ ~1i~t%~` ~ . ~~ ~~ ~~ ~ ~, ~ i,.,; ~~" J l~~ ~ ~l~v~, ~.~. l,~r ~ tom; ~`-~- ( }~„~„~ l~ ~ s ~r.~ Lo ~ ~~t ~ ~ ls-.~/ ~/ vl f ~ ~, /c, ti (~ ~ o... r /l `` ~ ,~ ,~ u Yr~ (` ~ t~ LCi'L c .f -~ ~ 'y ~} ~ ~~~ ~ - 1. ~ ~ -,___ _ t_ . ~,~ ` -_ Wi`t` ~~ ~~'' ~ .< `vU~'c L U l~ J ~~ :ti ~~c, L ~ ~~ _c j --,, ~ ` i , r 1 \~ We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAM ADDRESS i- ~ ~ h~~. i 5 N+CIf c1f ~v~ ~(. ~ ~ Si~~~~ ~ y l1 Lt~~ Z ~ :A ~ ~y .~ 3~Y~1 ~1 i ~ ~C ' ~ ~~j!{. ;2 S~ i ~L? L ! X(~ ti.,~lY-~' .~.,~n:~ / ,,E f ~~ ~~ ~ n s ~~ )Z---~• _, T, ~ ~~ 11 ~ ~~~ ~ '~---~ ~ /rte- ~ti-- ~- // ~----~-- 3 We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS e ~ ~a2,~ ~. et ~•z ~ us ~ ~~ ~ ~' ,J~ s;~: ~ tai: ~ ~~ ~~~ ~~ ~ 1E~~ ~1G L~ i {'~2~ ~ ~ 1"v9 1 _~ g t%~~ - ~-~ ~~ G ~ ~ 22 3 ,~ I~ 1~e ~u u~. ~~ ~; ` ~ Sfi ~ l~~~.~}~ ~c _~ n ' ~,~- ~ ~, °~~ fn '~~ ~ ~ ~ , ~ ~U~ ~ ~ ~ 6 ~ ~°~ ;4~ S ~, 5 ~, ~ ~~ C ~ ~ ~~ e ~ e t1 ~l 1~ ~~" l ~ -~ ~ ~ ~ c~• ~~~ ~~ )~ t ~ ~r n ' ~ ~ n ~'t ~. !~ We support the request made for more ice time and reallocated ice time among users requested by the Oro Minor Hockey Association. NAME ADDRESS "3~ ~5 ~ r' o~ s, ~ 3 ~~O~v ~~ ~ ~ Ec. ~ ~ s~ ~ a c~ e~,-- c ~ L - ~ , , i2r~t (.e,~ ~~ S~ z ~ ae1 S`' N ~ ~ ~. ~ ~.( ~~2 '~ 70 ~C ~ ~ [~ ~ ` IAN /' `~ ~1 ~ ~ (7{~~ I~l~l- 1~ J ~ e o ~~ fJ ~ ~ ~ ~ ~h~lS~u~--~' ~ ~ ~ :_~ 1) ~ ~ l~ G- ;G~rx.Q. a L-a. ~~ S ~ c~ (~ ~- vZ ~ ~ G G, ,O ~L ~'?Gb ,~ d~ ~d 3 ~L~ ~~ ~ ~ ~, ~-- ~ ' ~ 1 LAKE SIMCOE REGION CONSERVATION AUTHORITY ~--,,.. '~ MEETING NO. BQD-10-Q7 ~a,./~ Fridary, October 26"', 2007 ~ 9:00 a.m Hawk Ridge Golf & Country Club... Oriltia, ON` MINUTES Board Members Present: V. Hackson, Chair Councillor B. Drew, Vice-Chair Councillor S. Agnew Mr. E. Bull Councillor G. Campbell Regional Councillor J. Grant Mayor R. Grossi Councillor B. Huson Councillor E. MacEachern Councillor J. McCallum Councillor J. O'Donnell Councillor J. Rupke Regional Councillor J. Taylor Deputy Mayor G. Wauchope DECLARATION OF PECUNIARY INTEREST None indicated for the record of this meeting. Regrets: K. MacKenzie, LSCF Councillor K. Ferdinands Regional Councillor H. Herrema Councillor A. Nuttall G.R. Richardson, Honourary Member Mayor R. Stevens Mayor J. Young 11 APPROVAL OF AGENDA Moved by: J. Rupke Staff Present: D. Gayle Wood, C.A.O./Secretary-Treasurer B. Kemp, Director, Conservation Lands M. Valcic, Director, Corporate Services M. Walters, Director, Watershed Management C. Burgess, Manager, Planning T. Hogenbirk, Manager, Engineering & Technical Svcs. G. Casey, Coordinator, Board/CAO, Projects & Services Others: S. Reader, Northern Ethanol N. Horrell, Northern Ethanol G. Langille, Northern Ethanol A. Ciccone, Golder Associates C. Okumura, CARE, Barrie C. Rabinowitz, CARE, Barrie Seconded by: B. Drew BOD-124-07 RESOLVED THAT the content of the Agenda be approved as amended to include the Tabled Items and Other Business agenda. CARRIED 111 ADOPTION OF MINUTES (a) Board of Directors An error was noted on page 9 of the minutes, item XII which indicates incorrectly that the motion was moved by L. Dollin. The minutes have been corrected to reflect the motion being moved by J. McCallum and seconded by B. Huson. Lake imcoe Region Conservation Authority ~! ~ Board of Directors' Meeting BOD-10-07 ~"''~,~ October 26, 2007- Minutes __. Pale 2 of 10 Moved by: B. Drew Seconded by: E. Bull BQD-125-07 RESOLVED THAT the minutes of Board of Directors Meeting No. 09-07-BOD, September 28, 2407, be adopted and as amended to include the correction to page 9 Item XII. CARRIED (b) Administrative Committee Moved by: J. Grant Seconded by: J. McCallum BOD-126-07 RESOLVED THAT the minutes of the Administrative Committee meeting held on October 19, 2007, be approved as printed and circulated. CARRIED tV ANNOUNCEMENTS (a) LSRCA's Annual Conservation Awards Chair Hackson advised that the 2007 Annual Conservation Awards evening was a wonderful event and thanked staff for their work in putting this event together. (b) Launch -East Holland River Restoration Project Chair Hackson congratulated the Executive Director, LSCF, on a very successful event which created awareness throughout the community about this project. Chair Hackson thanked the Board for their participation in this event and to Regional Councillor John Taylor for his assistance in making this a success. (c) Low Cost Tree Planting Program The Director, Conservation Lands reviewed the tabled announcement regarding the Authority's Low Cost Tree Planting Program advising that the Authority has 70,040 bare-root seedlings available to residents in the watershed along with funding assistance. Members are encouraged to share this information with those who may be interested. Further information can be obtained through the Authority's website ~vvr°,Ir.cr~, orbycontacting Paul Cottenden, Forest Technician, 905-895-1281 ext 245. V HEARINGS There were no Hearings scheduled for this meeting fake SimcUe f~egion Conservation Authority --~ ± Board of Directors' Meeting BDD-10-07 `r/ ` flctaber 26, 2007- Minutes Page 3 of 10 Vt DELEGATIONS (a} Northern Ethanol Proposed Ethanol Plant -City of Barrie The Director, Watershed Management, presented Staff Report No. 65-47-BOD, advising that, while staff were requested to prepare a detailed report regarding the proposed Ethanol Plant, this could not be done as sufficient information was not received in time for staff to review it and subsequently prepare a report. The Director further advised that representatives from Northern Ethanol were present at this meeting to provide the details related to this proposed plant. Staff will be preparing a full report for the November Board meeting. Mr. Steven Reader, COO, Northern Ethanol, and Mr. Anthony Ciccone, Golder Associates, reviewed the revised presentation which was tabled at the meeting, regarding the proposed Ethanol Plant in the City of Barrie. The Board was advised that studies have indicated that the emissions from the proposed Ethanol Plant an the water body are insignificant. A report is currently be completed and will be provided to Authority staff as soon as it becomes available. The proponent indicated that they are in preliminary discussions with the City of Barrie regarding the use of grey water for this facility. Authority staff indicated they can work with the proponent to determine the impact this may have on phosphorus reduction. Moved by: J. Taylor Seconded by: J. O'Donnell BOD-127-07 RESOLVED THAT the presentation provided by Mr. Steven Reader, Northern Ethanol (Barrie) Inc., regarding the proposed Ethanol Plan in the City of Barrie, be received; and THAT Staff Report No. 65-07-BOD regarding the proposed Ethanol Plant in the City of Barrie be received for information; and FURTHER THAT staff be directed to provide a detailed report at the November Board Meeting. CARRIED Vll PRESENTAT/ONS There were na presentations scheduled for this meeting. Lake Simcoe Region Conservation Authority 1~ ~ Board of Directors' Meeting BUD-10-07 ~'~ ,! ©ctaber 2~, 2007- Minutes Page 4 of 10 Vlll DETERM/NATION OF ITEMS REG?UlR/NG SEPARATE DISCUSSION Items 2{a}, 5, and ~ were identified for separate discussion. lX ADOPTION OF ITEMS NOT REQUIR/NG SEPARATE DISCUSSION Moved by: E. Bull Seconded by: G. Campbell BOD-128-07 RESOLVED THAT the following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board and staff be authorized to take all necessary action required to give effect to same. CARRIED 1. Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation 179/06 RESOLVED THAT applications under Section 28 of the Conservation Authorities Act and Ontario Regulation 179/06 be received far information. 2. Correspondence RESOLVED THAT the correspondence listed in the October 26`h, 2007 Agenda as items 2 {b} through {c) and items {d} and (e) of the Tabled Items Agenda be received for information. 3. Monthly Communications Update RESOLVED THAT the Monthly Communications Update, for the period September 1 to 30, 2007 be received for information. 4. Budget Status Update RESOLVED THAT Staff Report No. 66-07-BOD regarding the Authority Budget Status for the period ending September 30, 2007, be received. 6. Quarterly Monitoring Report Planning Applications -July 1 -September 30, 2007 RESOLVED THAT Staff Report No. 68-07-BOD regarding the Quarterly Monitoring of Planning and Development applications for the period July 1, 2007 to September 30, 2007, be received for information. Lake imcae Region Conservation Authority _,{ !_ ' Board of C3irectors' Meeting BOD-10-07 t~ctober 26, 2007- Minutes Page 5 of 10 8. Chair's Quarterly Report RESOLVED THAT Ghair's Report No. 02-07-BOD which outlines the activities for the Authority's Ghair for the period June 1 to September 30, 2007, be received for information. X CONSIDERATION OF ITEMS REQU/RtNG SEPARATE DtSCUSStON 2. Correspondence (a) Councillor MacEachern requested clarification regarding whether or not the correspondence from the County of Peterborough addressed to the Hon. Dalton McGuinty requesting a moratorium on the Permits to Take Water far commercial bottling companies requires a formal response from the Authority's Board. The CAO responded that the correspondence is for information only as it is municipally driven and is requesting support to have the royalties transferred to the municipalities for infrastructure. The CAO indicated that conservation authorities do have concerns as they relate to the Permit to Take Water process however they are focussed on water levels and cumulative impacts. Moved by: E. MacEachern Seconded by: J. Rupke BOD-129-07 RESOLVED that the correspondence listed in the October 26tH Agenda, as item 2(a) be received for information. CARRIED 5. Watershed Development Policies -Proposed Changes The Board dealt with Staff Report No. 67-07-BOD regarding proposed changes to the Authority's current Watershed Development Policies. CouncillorAgnewregoested that staff to ensure that the appropriate guidelines continue to be followed regarding the relocation of watercourses and applications received for properties within a floodplain. Moved by: B. Drew Seconded by: G. Wauchope BOD-129-07 RESOLVED THAT Staff Report No. 67-07-BOD regarding proposed changes to the LSRCA Watershed Development Policies be received; and Lake Simcoe Region Conservation Authority i Board of Directors' Meeting B4D-10-07 ~'~+~+~~,' lJctober 26, 2007- Minutes Page 6 of 10 THAT the proposed changes to the Watershed Development Policies contained herein be approved; and FURTHER THAT staff provide an overview at the Board's December 2007 meeting, of the projects completed in watercourse rehabilitation. CARRIED 7. Fairy Lake Dredging The Board dealt with Staff Report No. 69-07-BOD regarding the proposed funding for the rehabilitation of Fairy Lake, Town of Newmarket. Regional Councillor John Taylorthanked stafffor appearing before Newmarket Council to identify the importance of the work being undertaken at Fairy Lake. Regional Councillor Taylor further advised that while the problems within Fairy Lake do not only impact the Town of Newmarket, the Town is contributing a large portion of the funding for this project. Regional Councillor Taylor requested that an addition be made to the recommendation to indicate that if further funding is secured that this be credited to the Town of Newmarket in order to reduce their 2008 commitment. The Director, Conservation Lands responded that it is the intention that should additional funding be secured that such funding will be used to replace the funding provided through the East Holland River Restoration Project which will, in turn, be utilized far projects in Newmarket. Staff will provide all funding partners a true cast accounting of this project once completed. Moved by: J. Taylor Seconded by: J. McCallum BOD-130-07 RESOLVED THAT Staff Report No. 70-07-BOD regarding the proposed funding for the rehabilitation of Fairy Lake, Town of Newmarket, be received; and THAT the Board of Directors approve the recommendation for funding and that the Authority enter into an agreement with CRA Contractors Limited to complete the Tendered Works in accordance with CRA's bid submitted on September 21, 2007; and FURTHER THAT additional funding for this project be aggressively sought, and if received, the Town of Newmarket's funding apportionment to the project be reduced. CARRIED Lake Simcoe Region Conservation Authority -~~ 'r Board of Directors' Meeting ~C}D-10-07 ~/ :' C7ctober 26, 20107- Minutes Page 7 of 10 Xt OTHER BUSINESS {a} Election to the Administrative Committee The CAO reviewed the election process as outlined in the agenda. The CAO advised that the vacancy on the Administrative Committee is due to the appointment of Councillor Lynn Dollin to the position of Chair, Source Protection Committee. Councillor Dollin, in accepting the appointment, had to resign her pasitian an the Authority's Board. Maned by: J. Rupke Seconded by: B. Drew BOD-131-07 RESOLVED THAT in the event of a vote by ballot, the following persons: K. MacKenzie and M. Walters will act as scrutineers; and FURTHER THAT all ballots be destroyed after the election. Councillor Jack Rupke nominated Councillor John McCallum. Nominations called three times. Moved by: G. Campbell Seconded by: S. Agnew BOD-132-07 RESOLVED THAT nominations to fill the one vacancy on the Administrative Committee be closed. CARRIED Councillor McCallum was appointed to the Administrative Committee through acclamation. Councillor McCallum accepted the position on the Administrative Committee and thanked the Board for this opportunity. {b} Abandoned Marina -Town of Georgina Mayor Grossi inquired if funding through the Ministry of Natural Resources is available far the rehabilitation of a marina which is currently in receivership in the Town of Georgina. The CAO responded that the marina would not be eligible far funding through MNR and advised that the reason MNR provided funding for the work at Fairy Lake is because it is a dam related project. There may however be other funding grant opportunities. fake Simcae Region Conservation Authority ~ -! Board of Directars' Meeting BOLT-10-07 '°~/.- October 26, 2007'- Minutes __ page 8 of 10 (c} Conflict of Interest The Board Members received an email regarding a recommended motion which Councillor Agnew would like considered by the Baard. The motion includes a recommendation far the Administrative Committee to review the Conflict of Interest Policy and make recommendations regarding Baard Members accepting donations from the development community. The Baard, fallowing extensive discussions, advised that the Authority's Baard of Directars are bound by the Municipal Conflict of lnterest Act and must adhere to that Act when deliberating and making decisions. Maned by: S. Agnew Seconded by: J. McCallum BOD-133-47 RESOLVED THAT the ~SRCA Board of Directors request the Administrative Committee examine the issue of conflict of interest for the Board Members and make recommendations for such a policy. Motion Defeated The Board proclaimed that the motion was defeated based upon the fact that Board Members are bound by the Municipal Conflict of lnterest Act. Xll CLOSED SESS/ON Moved by: G. Wauchope Seconded by: B. Huson BOD-134-07 RESOLVED THAT the Authority's Board of Directors move to Closed Session to deal with confidential legal matters. Moved by: G. Wauchope Seconded by: J. McCallum BOD-135-07 RESOLVED THAT the Authority's Board of Directors rise from Closed Session and report their progress. (a) Mileage Rate/Per Diem/Honorarium for Board Members The CAO provided an overview of the discussion which took place at the Administrative Committee meeting on October 19, 2007, and referenced the motion within the minutes of that meeting regarding a proposed increase to the current per diem and honorarium rates. Lake Simcoe Region Gonsenration Authority ---f' ~ ~ Board of Directors' Meeting BOD-10-07 `~-~.~~ October 26, 2007- Minutes page 9 of 10 The CAO advised that the added responsibility to the Board to undertake the duties of the Source Protection Authority and the fact that the Authority's per diem rate has not been increased since 1990, has resulted in this recommendation to review these rates. Currently the Authority's Board receives .45 cents per km. The mileage rate is driven by the rate paid by York Region which is currently .50 cents per km. Staff will investigate this further and report back. Currently the per diem rate is $61.70 per day (24 hour period) and it is being recommended that effective 2008, this be increased to $100.00 per day (24 hour period). Staff have completed a survey of the neighboring GTA authorities and the $100.00 per day is a competitive rate in comparison. The current honorarium for the Authority's Chair is $5,000 annually and $1,000 for the Vice Chair. It is being recommended that the Chair's honorarium be increased to $10,000 annually and $3,000 for the Vice Chair effective 2008. This recommendation is based on the increased demand on the time to address Authority business far bath the Chair and Vice Chair. The CAO advised that increases to mileage, per diems and honorariums must be submitted to and approved by the Ontario Municipal Board. Should the Board approve the recommendations of the Administrative Committee, staff will make application to the OMB. The Board requested that application be made to the OMB and that their decision be brought back to the Board for further discussion. Further, the Board requested that the Province be approached to provide funding support for the recommended increase based on the added responsibilities of Source Water Protection. Moved by: J. McCallum Seconded by: G. Wauchope BOD-136-07 RESOLVED THAT Staff Report No. '16-07-AG regarding the Authority's Board of Directors Per Diems, Mileage and Honorariums be received; and THAT the Board of Directors approve application be made to the Ontario Municipal Board fora $100.00 daily per diem rate far meetings; the mileage rate be increased based on the rates paid by York Region, and the Honorarium for the Chair be increased to $'10,000 annually and increased to $3,000 for the Vice Chair; and THAT mileage, per diems and honorariums be reviewed on an annual basis as part of the Authority's budget process; and FURTHER THAT the Province of Ontario be requested to provide funding to support the per diem and honorarium increase. CARRIED Lake ~imcae Region Conservation Authority ~! ~ Eioard at Directors' Meeting BC7D-10-07 `~./r~ 4ctaber 26, 200-Minutes Page 10 of 1 U Xl1 ADJ©URNMENT Meeting adjourned at 11:10 a.m. on a motion by B. Nusan. original signed by: anginal signed by: Councillor Virginia Hackson D. Gayle Waad, CMM III Chair Chief Administrative Officer NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING #09-07 Friday, 12 October, 2Q07 MINUTES Location:Tiffin Centre for Conservation -Jahn L. Jose Environmental Learning Centre PRESENT: Chair: Fred Nix Town of Mona Vice Chair: Walter Benotto Tawn of Shelburne Members: Sand Anew Townshi of Oro-Medante arrived at 9:25 a.m. Rick Archdekin Tawn of Wasa a Beach Ma Brett Townshi of Ad'ala-Tasarontia Orville Brown Townshi of Clearview Re Cowan Townshi of S rin water Jahn Crawford Townshi of Oro-Medonte Dennis E an Town of New Tecumseth Tam Elliott Townshi of S rin water Sonn Fole Town of Collin wood Ron Henderson Townshi of Essa Dave Labelle Tawn of Collin woad Richard Llo d Cit of Barrie Ga Matthews Townshi of Melancthon John McKean The Town of The Blue Mountains Gard Mont ome Tawnshi of Mulmur Brian Mullin Munici ali of Gre Hi hlands Cal Patterson Town of Wasa a Beach Ran Sim son Town of Bradford/West Gwillimbu Joan Sutherland Town of New Tecumseth Bill Van Berkel Town of Innisfil Robert Walker Townshi of Cleanriew Bar Ward Cit of Barrie arrived at 9:15 a.m. REGRETS: Sandie Macdonald Townshi of Essa Perc Wa Townshi of Amaranth STAFF PRESENT: CAO/Secretary-Treasurer Mgr. Administration & Human Resources Communications Public Relations Assistant Director of Land & Water Stewardship Services Manager Stewardship Services Director of Planning Director of Engineering and Technical Services Hydrogeologist/Source Protection Coordinator Wayne Wilson Susan Richards Kim Garraway Byron Wesson Fred Dobbs Marilyn Eger Glenn Switzer Ryan Post RECORDER: Laurie Barron _> BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 Page 2 of $ CALL TO ORDER Chair, Fred Nix called the meeting to order at 9:00 a.m. 2 3 4. ANNOUNCEMENTS UPDATE FROM BYRON WESSON Byron thanked the NVCA Board of Directors and staff for their continued support following the lass of his family's Name in a fire on Friday, September 21, 2007. The Chair informed the Board that a trust fund has been set up for Chase wishing to make contributions to help Byron and his family. The account is at Scotiabank under the name /Vottawasaga Va/icy Conservation Authority in trust for Byron and Joanna Wesson, Account #60152 0155217. INTRODUCTION OF NEW STAFF MEMBER • Kim Garraway, Communications Public Relations Assistant The Manager of Administration and Numan Resources introduced Kim Garraway who has accepted the position of Communications/Public Relations Assistant. Kim comes to us from the Town of Penetanguishene, where she worked with the CAO as Administrative Assistant. Her past experiences include the Barrie Examiner as General Reporter and Editorial Assistant of the Eyeopener, Ryerson's independent newspaper. Kim has her Bachelor of Journalism from Ryerson. The Chair and Members of the Board welcomed Kim to the NVCA. MOTION TO ADOPT AGENDA RES #1 MOVED BY: Joan Sutherland SECONDED BY: John Crawford RESOLVED THAT: The Agenda far Board of Directors meeting 09/07, dated 12 October, 2007 be adopted. Carried; PECUNIARY INTEREST DECLARATION None noted 5. LATORNELL CONSERVATION SYMPOSIUM -November 14, 15 & 16 Chair Nix requested confirmation of attendance to the Symposium. It was noted that Chair Fred Nix, Vice Chair Walter Benotto, and Executive members Barry Ward and Tom Elliott have registered for the Latornell Conservation Symposium. In addition there are four, three day passes available for additional Executive and Board members to attend. The following members indicated their interest in attending: Mary Brett, Richard Lloyd, Joan Sutherland, Gord Montgomery, Dennis Egan, Brian Mullin, Garry Mathews, and Sonny Foley. Laurie Barron will contact the members and coordinate the registration to the Symposium. __ BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 Page 3 of $ 6. MINUTES 6.1 Minutes of the Board of Directors Meeting 08107, dated 14 September, 2007. RES #2 MOVED BY: Jahn Grawfard SECONDED BY: Joan Sutherland RESOLVED THAT: The Minutes of the Board of Directors Meeting 08107 dated 14 September, 2007 be approved. Carried; 6.2 Draft Minutes of the E-Business Executive Meeting 09/07 dated 24 September, 2007. RES #3 MOVED BY: Joan Sutherland SECONDED BY: John Crawford RESOLVED THAT: The Draft Minutes of the E-Business Executive Meeting 09-07 dated 24 September, 2007 be received. Carried; 6.3 Draft Minutes of the Executive Meeting 10107 dated 28 September, 2007. RES #4 MOVED BY: Rick Archdekin SECONDED BY: Richard Lloyd RESOLVED THAT: The Draft Minutes of the Executive Meeting 10/07 dated 28 September, 2007 be received. Carried; 7, BUSINESS ARISING FROM MINUTES Mary Brett, member representing Adjala-Tosorontio enquired about item 5.1.1 in the #09/07 Executive minutes regarding acquiring the Niagara Escarpment land in Mulmur Township and any associated costs. The Director of Land and Water Stewardship Services advised that there are minimal costs associated with this property. Discussion ensued regarding Item 5.2.1 of the #09107 Executive Minutes re: the target af12°I° of Watershed [-ands to be protected by Public Agencies. This target has been set to aid in the future management and acquisition of protected lands in the NVCA area of jurisdiction. STAFF REPORTS 8. REPORT OF THE DIRECTOR OF PLANNING $.1 Permits for Ratification Access to specific permit information under the Freedom of Information requirements was discussed. The Manager of Administration and Human Resources will investigate through the Privacy Commissioner and report back to the Executive and Board of Directors concerning permit approval protocols. RES #5 MOVED BY: Richard Lloyd SECONDED BY: Rich Archdekin RESOLVED THAT: The Permits/Approvals issued by staff for the period September 1/07, through September 30/07 be approved. Motion Tabled; a~ BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 Page 4 of 8 9 REPORT OF THE DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES 9.1 Innisfil Creek Low Water Response Pilot Project (Attached: e-mail from ion Cameron, P.Eng., A/Coordinator Surface Water Monitoring Centre, Ontario Ministry of Natural Resources, in response to a request for Low Wafer Levei 3 from the NVCA. ) Item #13 -Report from Chair Nix re: Law Water Response in the NVCA Watershed was discussed. Staff and Chair Nix briefly reviewed some of the issues with the Low Water Program. A Pilot Study is being developed to address the concerns noted. The Director of Engineering advised that the Ministry of Natural Resources is working cooperatively with the NVCA to address this matter. RES #6 MOVED BY: Rick Archdekin SECONDED BY: Richard Lloyd WHEREAS: The NVCA is the primary local agency in the delivery of the NVCA Ontario Low Water Response program; and, WHEREAS: There have been considerable difficulties in the effective delivery of the program in the Innisfil Creek Watershed; therefore RESOLVED THAT: The Board of Directors support staff's request to work with the Ministry of Natural Resources on the Innisfil Creek Low Water Pilot Study subject to Executive Committee approval of a detailed MNR/NVCA agreement with no cost implications to the NVCA budget. Carried Unanimously; 10. REPORT OF THE HYDROGEOLOGIST/SOURCE PROTECTION COORDINATOR 10.1 Permit to Take Water MOE-CA Draft Protocol The Director of Engineering advised that he is pleased with the protocol being set up for the permit approval process. All permits will now come through the NVCA. Further clarification on how the Ministry analyzes the data to issue permits and the fee schedule are to be discussed. RES #7 MOVED BY: Richard Floyd SECONDED BY: Rick Archdekin WHEREAS: NVCA Staff have reviewed and generally support the Permit to Take Water MOE-GA Draft Protocol provided by Conservation Ontario, dated October 1, 2007; and, WHEREAS: NVCA staff are requesting clarification on MOE/CA sharing protocols related to the technical evaluation of the application; therefore, BE IT RESOLVED: That the NVCA Board of Directors support the staff report and direct the CAO/Secretary-Treasurer to forward staff comments to Conservation Ontario. Carried; BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 11. REPORT OF THE MANAGER OF ADMINISTRATION & HUMAN RESOURCES Page 5 of 8 11.1 Contract Staff RES #~ MOVED BY: Richard Lloyd SECONDED BY: Rick Archdekin RESOLVED THAT: The Contract Staff, HR-7 Policy & Procedure be approved by the Board of Directors. Carried; 11.2 Employee Service Recognition RES #9 MOVED BY: Robert Walker SECONDED BY: Orville Brawn RESOLVED THAT: The Employee Service Recognition, HR-8, Policy & Procedure be approved by the Board of Directors. Carried; 12. REPORT OF THE CAO/SECRETARY TREASURER 12.1 Budget Review, September 28/07 RES #10 MOVED BY: Tam Elliott SECONDED BY: Robert Walker WHEREAS: The current budget review dated September 28!07 identifies a potential for a year end shortfall in the plan of subdivision user fees; and WHEREAS: The Executive have directed staff to: • refine the NVCA user fee revenue recognition process in consultation with the Auditor; and • implement the constraints recommended within the Budget Review Report; therefore; BE IT RESOLVED: That The Board of Directors receive this report for information purposes. Carried; 12.2 NVCA Watershed Targets Report • Groundwater target RES #11 MOVED BY: John McKean SECONDED BY: Dennis Egan WHEREAS: The Engineering and Technical Advisory Committee have recommended that 100% of the NVCA groundwater aquifers shall meet the following criteria; Provincial water quality standards/objectives are met, long term average annual aquifer water levels do not drop and base flaws to watercourses are sufficient to provide a healthy aquatic ecosystem; RESOLVED THAT: The Board of Directors supports this recommendation. Carried; BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 Page 6 of 8 • Land Protection target RES#12 MOVED BY: Dennis Egan SECONDED BY: Jahn McKean WHEREAS: The Land and Water Advisory Committee have identified the need far a minimum of 12°t° of the NVCA watershed to be preserved and managed by public agencies; therefore, BE IT RESOLVED: That the NVCA adopt a strategic target that a minimum 12°l° of the NVCA watershed be preserved and managed by public agencies. Carried; Board of Directors Communications target RES#13 MOVED BY: Dennis Egan SECONDED BY: Brian Mullin RESOLVED THAT: The Communication target be 75% or greater Board Member support is required far all major NVCA initiatives (including: budget, policy, business plan) and, THAT: The following targets be amended to recognize the target as the desired minimal level; • Meet or exceed Provincial water quality objectives • Greater than or equal to 10%farest cover • Greater than or equal to 30°l° farest cover • Greater than ar equal to 75% streamside vegetation • Provide a minimum of 8000 environmental education opportunities, including stewardship extension; and, THAT: The watershed report card, continue to be promoted as the key communication tool of watershed target achievement. Motion Tabled; RES#14 MOVED BY: Dennis Egan SECONDED BY: Brian Mullin WHEREAS: It has been recognized that three program areas including: Land Management/Protection, Groundwater Management and Communications, within the NVCA required specific targets to be developed, to support strategic program actions, therefore BE IT RESOLVED: That the NVCA Board of directors endorse these additional targets. Motion Tabled; 1 ~ Y~ BOARD OF DIRECTORS MINUTES MEETING No: 09-07 12 October, 2007 Page 7 of 8 13. REPORT OF THE CHAIR • Low Water Response in the NVCA Watershed The report from the Chair was discussed with Item #9 14. CORRESPONDENCE (a) Summary prepared by Brian Smith, Water Resources Technologist re: Nottawasaga Valley Low Water Response Team Summary Conditions - October 1, 2007. (Correspondence 14(a) was discussed with Item #9 and Item #13) (b) Email from Mr. Dan Merrill, dated September 12/07 re: Praise for NVCA staff and facilities. (c) NVCA Press Release dated Sept 28/07 re: Watershed Stewardship Awards. (d) Correspondence form the Ministry of Natural Resources dated Sept 24/07 re: reply to citizen enquiry regarding Conservation Authority regulations. RES#15 MOVED BY: Dennis Egan SECONDED BY: John McKean RESOLVED THAT: Correspondence not specifically dealt with be placed on file. Carried; FUTURE MEETINGS NOTTAWASAGA VALLEY SOURCE PROTECTION AUTHORITY -Oct 12/07 1:00 p.m. NOTTAWASAGA VALLEY AREA MUNICIPAL MEETING -Oct 12/07 1:30 p.m. (Selection of two representatives to the Source Protection Committee) -Oct 13/07 1:30 p.m. EXECUTIVE -October 26, 2007 BOARD OF DIRECTORS -November 23, 2007 ~~ BOARD OF DIRECTORS MINUTES MEETING Na: 09-07 ADJOURN TO ADVISORY COMMITTEES RES#'16 MOVED BY: Dennis Egan 12 October, 2007 Page 8 of 8 SEC(JNDED BY: John McKean RESOLVED THAT: This meeting adjourn at 10:25 a.m. to meet again at the call of the Chair. Carried; Fred Nix, N.V.C.A. Chair Wayne R. Wilson, CAOISecretary Treasurer Dated this day of , 2007 Regional ~~~. MINUTES OF A MEETING of THE LAKE SIMCOE REGIONAL. AIRPORT COMMISSION HELD ON THURSDAY OCTOBER 18, 2007 AT THE LAKE SIMCOE REGIONAL AIRPORT TERMINAL DUILDING In Attendance: Commissioners: T. Allison Staff: D. James, City of Barrie J, Crawford M. Drumm, APM VV. Lardy L. Leach J. Lehman M. Prawse F. Smith P. Spears -~ Regrets: P. Mulrooney CALL TO ORDER The meeting came to order at 7:10 p.m. and was chaired by L. Leach. 1.0 DECLARATION{S} OF PECUNIARY INTEREST{S} OR CONFLICTS OF INTEREST(S) L. Leach opened the floor for declarations of pecuniary interest(s) or potential conflict(s) of interest(s). None were declared. 2.4 MINUTES OF THE SEPTEMBER 24 2407 COMMISSION MEETING MOTION; Moved by P. Spears, seconded by T. Allison 2447-AC-37 "THAT, the minutes of the September 20, 2007 Cammissian meeting be approved, as presented." 3.4 BUSINESS ARISING FROM THE MINUTES Carried. i) J. Crawford provided an update of a meeting held with the Simcoe North MP Bruce Stanton regarding potential Federal funding for airport capital works. It was reviewed that although there are no Federa! airport funding packages outside of the strict eligibility requirements of ACAP (Airport's Capital Assistance Program), alternative funding avenues would be investigated. General discussion. 4.0 PROPERTIES AND COMMERCIAL DEVELOPMENT i) D. James presented the construction update as of October 15, 2007. It was reviewed that pursuant to airport Cammissian motion 2007-AC-35, quotations for same minor asphalt repairs to miscellaneous sections of the airport were received. In consideration of the required works, the unit prices received were higher than budgeted larger due to mobilization costs being incorporated into the items with relatively small quantities. Accordingly, the following motion was passed. MOTION: Moved by P, Spears, seconded by J. Lehman 2007-AC-38 "THAT, the quotation for the south access road asphalt repairs be awarded to Tectonic Infrastructure Inc., per their quotation dated October 17, 2007 in the amount of $12,134.00, excluding GST." Carried. ii} Pursuant to September 20, 2007 Gommissian meeting, staff distributed initial documentation from each the City of Barrie's solicitor as well as the Director of Building Services regarding the application and legality of the National Building Cade {NBC} as pertains to developments on lands sold by the airport far the purpose of commerciallindustrial development{s). M. Drumm confirmed that a legal opinion had already been received concluding that jurisdiction far development{s} at airport facilities rests with the Federal government regardless of whether they are publicly ar privately owned lands. Further, that any facilities deemed as integral to the airport operation, including hangar facilities, even. if an privately awned lands, are included under the Canadian Aviation Regulations subject to Federal jurisdiction. Gorrespanding information from the City of Barrie Director of Building Services was also reviewed Hating that notwithstanding the proven legal and federal jurisdiction, that some form of process should be developed to review plans and monitor construction activities, under the application of the NBC. Information will be presented to the Commission as it becomes available, with an emphasis an resolving the agreements in the immediate future. 5.0 FINANCIAL. i} The !-august 30, 2007 and YTD financial reports were presented. MOTION: Moved by F. Smith, seconded by J. Crawford 2007-AC-39 "THAT, the August 30, 2007 Financial Statements be accepted, as presented." Carried. ii} M. Drumm distributed Staff Report 2007-ACSR-01 regarding the renewal of the Grass Gutting Contract as scheduled to expire on October 31, 2007. MOTION: Moved by J. Lehman, seconded by P. Spears 2007-AC-40 "THAT, the Lake Simcoe Regional Airport Commission renews the Grass Cutting Contract with Ron Burton 8 Sons, as presented, for an additional three years for a term to include 2008, 2009 and 2010, expiring oh October 31, 2010." Carried. iii} M. Drumm distributed Staff Report 2007-ACSR-02 regarding an extension to the existing Snow Clearing Contract with G. Priest Construction Ltd., for the provision of enhanced equipment, in accordance with the Snow Clearing Contract. It was reviewed that subsequent to a request from staff for the provision of enhanced equipment, G. Priest Construction submitted revised contract pricing and term extension. MOTION: Moved by J. Lehman, seconded by M. Prowse 2007-AC-41 "THAT, the Lake Simcoe Regional Airport Commission endorses staff report 2007-ACSR-02 as presented and that staff be authorized to amend the snow clearing contract accordingly to include revised contract pricing for the provision of enhanced equipment and extended contract term to include 2010, 2011 and 2012, expiring on March 31, 2012." Carried. 2 iv) ili"ne first graft of the 26b8 Operating and Capitat was distributed. Staff was given direction to confirm what resolutions and by-laws were ratified by each of the respective municipalities regarding long-term capital funding, stemming from the confidential Building a Business Ciase for Development. The second draft budget will presented at the , November 15, 24U7 Commission meeting. 6.0 NEW BUSINESS/CORRESPONDENCE i) All additional correspondence as presented was reviewed. ii) Staff was excused from the meeting as a result of a personnel matter. MOTION: Moved by J. Crawford, seconded by F. Smith 2007-AC-42 "THAT, the lake Simcoe Regianal Airport Commission meeting move into camera at 8:45 p.m. to discuss a confidential personnel matter." Carried, MOTION: Moved by P. Spears, seconded by F. Smith 2007-AC-43 "THAT, the lake Simcoe Regianal Airport Commission meeting move out of camera at 8:55 p.m. Carried. M0710N: Moved by P. Spears, seconded by F. Smith 2007-AC-44 "THAT, the motion arising from the in-camera session regarding that the Commission approve the 3°!~ cast of living increase to the Airport Manager's salary retroactive to January 1, 2007, be approved." Carried. 7.0 MEETING{$} The next Commission meeting is scheduled to be held on Thursday November 15, 2007 at 7:00 p.m. 8.0 ADJOURNMENT MOTION: Moved by F. Smith, seconded by W. Gandy. 2007-AC-45 "THAT, the Lake Simcoe Regianal Airport Commission meeting adjourn at 9:00 p.m." Carried. ng Secretary, LSRA Commission Distribution: Commission Members Finance Department, City of Barrie 1. Brown, Gity Manager, City of Orillia Clerk's Ofi'ice, City of Barrie Mayor & Council, cto City Clerk, City of Oritlia ~J L. Leadi~ _ - President, LSRA Commission Clerk's Office, Township of Oro-Medonte B. Stanton, M.P. P. Brown, M. P. A. Carroll, M.P.P. G. Dunlop, M.P.P. 3 DRAFT Springwater Library Board Meeting November 13, 200'7 Midhurst Branch - 7prn. Attendance' Reet Skelton, Chair Dave Snedden Katy Austin Marg Campbell Donna Kenwell Claude Richardson Muriel Van Vugt Linda Collins, Council representative Also present: Lynn Patkau, Chief Librarian Regrets: Reg Cowan, Council Representative 1. Call to order: Moved by: Linda Collins Seconded by: Muriel Van Vugt 07-35 That the meeting of the Springwater Township Public Library Board come to order at 7:00 pm. Carried 2. Approval of the minutes: Moved by: Claude Richardson Seconded by: Donna Kenwell 07-36 That the minutes of the Springwater Township Public Library Board meeting held on October 9, 2007 be approved as corrected. Carried 3. Matters arising from the minutes: a. Midhurst renovation -update: Lynn has received a set of proposed drawings from architect John Jeffrey. She will review them with Paul Flindall, Ron Belcourt, and staff. The Trillium Fund money has been extended to March 3 for this project. b. OLA Conference -January 30 -Feb, l; Muriel, Claude, Dave, Donna and Lynn will be going. Donna and Claude will try to get OLA registration coverage as first time attendees as new library board members. Lynn will book rooms for the Wednesday and Thursday nights. Lynn suggests attending just Thursday and Friday all day. Everyone should get their preferences far workshops to Lynn before the end of November to take advantage of lower fees for early registration. Library memories -Muriel Jacobs is interested in the project and will let Lynn know when she is prepared to start. Marg offered to work with her on completing this project. d. Local history initiative. Claude presented a draft letter to go in the local paper asking people to bring in to the library papers, photos and other items of local history. Claude offered to pick up anything that can't be brought in or take what we can't use to the county archives. Marg offered to help Claude sort through what is brought in. Claude suggested that library staff put what is collected in the Elmvale basement and call Claude to sort it. Reet advised that as well as advertising this project in the newspaper, board members call up people they specifically know regarding items they might wish to donate. Linda expressed concern about not opening a "Pandora's box", and getting into areas which are more along the lines of the historical society; Claude replied that what he is suggesting is more of a research centre of local papers, books and photos. We are not looking far artifacts. Dave will bring this issue up at the county Performance Management Committee for Museums, Archives and Libraries. Other members will contact the Midhurst Historical Society and the Heritage committee to inform these groups of our intentions. e. Reet reported that she, Linda and Muriel did Lynn's evaluation. She is doing well and is encouraged to "keep up the good work". f. Donna reported that SOLS is revamping their training programme, which might make it easier for us to be accredited. g. Linda, Katy, Lynn and Dave took part in the module one (financial literacy) of the "Leadership by Design" series. We recommend that we really don't need to take part in any more of the series since they found the content too basic. 4. Librarian's report: Lynn reviewed the printed report. Tiny Township resident complaint to Springwater Township - a few months ago a resident of Tiny Township was refused a membership since he could not provide information that Tiny Township asked us to collect. Procedures have been reviewed with staff. Lynn is looking into customer service training and further review of procedures !guidelines when dealing with the public to ensure consistency. Lynn distributed copies of information about e-audio books available through the library system, and information about the Ontario Library Conference (Jan. 3Q to Feb. 2, 2008), Lynn will invite Gayle Hall, Chief Librarian at the Simeoe County Library Co-operative, to a meeting (probably February) so that she can discuss the county's automation system and possibly give a tour of the County facilities. ~~ ~. Correspondence; a. Conference information (C)LA -Jan. 30 -Feb. 2, 2008 -Super conference booklets were distributed. b. SOLS Trustee Council meeting -report Donna said there was ~~cc~~t turnout, including a representative from Barrie. The next meeting will be in April, when ~ hcre will be an election far two representatives from this region to the Toronto S{~LS board. Muriel enjoyed the round table discussions at the meeting. She noted that our board seems in better shape than some others. c. Letter to Tiny Township from Midland Public Library Nan-resident fees for Tiny Township residents at Springwater Library will be raised to $7S. Rates are higher in Midland and Penetang. 6. Accounts !Finance: a. Invoices: Moved by: Dave Snedden Seconded by; Marg Campbell 07- 37 That the following invoices on the Council cheque register be approved for payment: Nov. 13, 2007 - in the amount of $15,076.40 Carried b. Budget for 2008: The first budget meeting will be on Dec. 10 7. New business• a. Request for use of Elmvale basement for clogging; Claude clarified that we will need the space far the research project so there will be no room for the sloggers. Request denied. b. Service Ontario grant: We have $7200 from Service Ontario to help people use the website. Lynn recommends using the money to upgrade our computers to meet the requirements of the new county system. 8. Next meeting: December 11 at the Elmvale Branch - 6:3©pm including a Christmas social time with the staff . Lynn will order the food {hot apple cider, wraps and desserts}. 9. Miscellaneous. - Marg read an article from the Toronto Star about Libraries around the world. The Toronto library is the most used but least funded. - November 27: There will be a special event at the Simcoe County Museum about the historic downtown Barrie. 10. Adjournment: Moved by: Katy Austin Q7- 38 That the meeting of the Springwater Township Public Library Board adjourn at $:35 p.m. Carried ONTARIO'S LAKE COUNTRY BOARD OF DIRECTORS MEETING Minutes of the meeting of the Board of Directors held in the Mnjikaning First Nation Council Chambers, on Wednesday, August 15, 200'7 at 4:30 pm. PRESENT: Bruce Chappell, Roger Selman, Tara Woodward, Kathryn Stephenson, Carol Benedetti, Ray Menagh, Steve Sanderson, Greg Heffering, Liz Summerfield, Bi11 Duffy, Dan Shilling, Frank Coyle, Christine Anderson, Donna Hewitt, Ruth Ferguson, Riek Dory, Michael Nepinak ABSENT: Bruce Both, Shawn Binns, Andrei Kun I. APPROVAL OF MINUTES - It was moved by Roger Selman and seconded by Greg Heffering and carried that, "TI-IAT the minutes of the Board Meeting held an Wednesday, July 18`x, 2007 be approved as circulated." 2. BUSINESS ARISING ~ Discussion on the CDC proposal will happen at the end of the meeting. Donna has asked that she be excused while the item is discussed. 3. INFORMATION CENTRES UPDATE A The completed July activity report with inventory numbers was circulated. Ramara & Orillia remain the busiest, but Ruth was positively surprised by Oro-Medonte results. There are interesting points of view and comments being gathered by visitors about the area and the centres themselves. These are being documented for input into next year's kiosk program. - At the Ramara site, the majority of visitors are from south east Ontario, but also a number from New York, Scotland and the UK. - Oro-Medonte's number of visitors is not as good. Maps are moving well and direction questions are the mast common questions at Oro-Medonte. Foreign visitors have come from the UK and Scotland. Next year the Oro-Medonte site needs more visible signage located closer to the facility. - Lack of Internet connection is an issue particularly an Sunday's at Orillia. Information on local galleries and antique shops are the most commonly asked questions in Orillia. - Suggestion offered for next year: create a membership based map of the whole area rather than individual township/City maps. - It was also suggested that we might explore promoting to the foreign visitors. - The Mnjikaning First Nation site is now ready to open. This site will have a computer, Perhaps we want to run a continual Presentation ar create a touch screen program so visitors can select what information they are interested in. ~~ ~ The councellors have created tourism info sheets which are handed out on specifically requested topics i.e. -dining, what to do for families, what to do for night life, what to do if you're a senior, Etc. ~ Ruth will email the spreadsheet to whoever is interested. Please send her an email at: n ~~,~~ ~'~ ~ ,~ isonC` ~mail.com ~. EXECUTIVE DIRECTOR ~ The Management Committee is working through the hiring process. The committee has narrowed down the list 42 applicants to 19 and then to 7 candidates. I withdrew and the remaining 6 were interviewed earlier this week. These 6 have been narrowed down to 2. References are being checked and the committee hopes to have made an offer by the beginning of next week. Both candidates are able to start within 2-3 weeks, r The individual will be introduced to the Board and then a public announcement made. ~ There were number of excellent candidates; it was a tough process. The two individuals have not notified their employer so the names can not be divulged due to confidentiality. - It was moved by Kathryn Stephenson and seconded by Dan Shilling and carried that, "THAT the Board of Directors authorizes the Management Committee to hire the Executive Director." - It was noted by a member that they had concerns; a new position is being created that will carry significant profile. We need to have the proper structure in place; policies and procedures, job descriptions in place etc. We have told the candidates that the position is based on an annual contract with regular reviews etc. ~ These policies need to be in place by the beginning of September. Work is being done by the committee to complete this task. r It will be a one-year contract with a 3 month probationary period. Any future 1-year contracts will be conditional on availability of funding. r The contract should be tied to performance measures which should be tied to the expectations of the municipalities and Mnjikaning First Nations as per the Marian Parrott presentation. - All the candidates realize we are entering into a new area and that there have been changes. - Does the Management committee need more help? No. - We have a good job description. Need to now match performance to job description. ~ At the end of three months there will be a paper trail to support the hire. ~ Should we designate dollars for Future need of legal council? - It was moved by Liz Summerfield and seconded by Steve Sanderson and carried that, "TF-IAT the Board of Directors set aside $2,000 far the review of the ED's employment contract prior to it being signed." 5. MUNICIPAL REPORTING ~ The first municipal quarterly report covering the period May 1, 200- July 31, 2007 should be compiled and submitted by the end of August. - The Board discussed what content should be included in the report, noting that it should reflect progress made towards the goals outlined in Marian Parratt's presentation to the municipalities. Each Committee chair should submit a report highlighting their committee's achievements along these lines. In addition, a report will be needed from Ruth an the Kiosks and a Financial Report from Christine. - Ruth requested a copy of Marion's presentation. Action: Kate to provide a copy to Ruth. ~ Action: Committee Chairs to send in their report to Bruce by Friday, August I7a' via email. - The final report will be circulated to the Board prior to submission. 6. COMMITTEE REPORTS a. Management -Greg Hefferin ~ The financial statements as circulated were presented. ~ Action: Donna to check into Ojibway Bay Marina receivable. - It was noted that 4 new memberships have been received as of Tuesday. ~ Banking services have been transferred from TD Canada Trust to Scotiabank. b. Marketing -Liz Summerfield - A one-page benefits letter was created and distributed to all past member of Ontario's Lake Country. - The $15,000 Fa11/Winter Marketing budget has been allocated as follows; Participation in four trade shows: Toronto Star Travel Show -September; Ski Show -October; Snowmobile Show -October; Boat Show -January. All members of Lake Country will be invited to send along literature for the display and we will look for volunteers from the membership to man the booth. Also members will be allowed to bring small roller display units to augment the Lake Country display. It was noted that the ability to have literature at one of these shows for the cost of a $100 membership is great value and an example of the benefits of Lake Country. It was suggested that the number of additional roller displays might need to be limited to ensure the display does not become cluttered. As well, if others are going to have their own display perhaps they could be clustered together for greater presence i.e. at the Boat Show, the 4jibway Bay might take the booth next to Lake Country. 2. A rack card has been mocked up by Kate. (Jnce finalized with professional graphic design input, these cards will be distributed at all trade shows, through the Muskoka Tourism brochure drop and the HTA brochure drop. Arun of 10,000 cards will be produced. The rack cards are designed to drive traffic to the Website. A seasonal free weekend draw will be included on the website. 3. Website upgrades will need to be done as well. This would include updating of the membership section. ~ It was suggested that we need to inform our members and potential members as to what we are doing. This would help to inform the membership and potentially sell new members. - Membership in Lake Country is a two-way street. We need to work for each other. What about a Window sticker or nice plaque when a member joins -Proud Member of..... Members should also have to have links to the (PLC website on their websites, A point was made by a Severn Township councilor that Lake Country should only allow memberships from those located within our boundaries. It was noted by a municipal representative that we should remember to look at a larger picture and not restrict ourselves but perhaps consider alternative pricing structures. The group discussed this issue and it was concluded that given the time frame of this meeting the issue would be better addressed at a later time when sufficient time was provided in the agenda. Membership -Bruce y 142 membership letters sent out by Ruth after August long weekend. 4 have come back in. All previous members who did not renew in May 200'7 received a package. In addition Ruth has distributed 4 packages to potential new members. rte, The membership package is included on the website. d. Fundraising - No report 7. OTHER BUSINESS - The CDC document that was presented at the last meeting was reviewed. It was moved by Kathryn Stephenson and seconded by Roy Menaugh anal carried that, "THAT the Board of Directors accept the CDC proposal as prescnt~~d." ~ Chief Stinson-Henry joined the meeting and was introduced. She welcomed group to the community and thanked the CDC and all volunteers of Lake Gauntry for all their work and dedication to the organization. Next Meetings: Regular Board Meeting -September 12~' 4:30 pm at Chappell Farms. Special meeting with the Board and the new ED -August 23rd 4:30 pm CDC Boardroom. 8. ADJ©URNMENT Chief Stinson-Henry closed the meeting with a prayer. The meeting was adjourned at approximately 5:45 pm. I II2812007 ONTARIO'S LAKE COUNTRY BOARD OF DIRECTORS MEETING Minutes of the meeting of the Board of Directors held in the CDC Boardroom, on Wednesday, September 12th, 2007 at 4;30 pm. PRESENT: Bruce Chappell, Roger Selman, Tara Woodward, Kathryn Stephenson, Carol Benedetti, Steve Sanderson, Roy Menagh, Shawn Binns, Bill Duffy, Dan Shilling, Frank Coyle, Wendy Chretien ASSENT: Bruce Both, Andrei Kun, Kim Viney, Christine Anderson 1. APPROVAL OF MINUTES ~ It was moved by Roger and seconded by Dan and carried that, "THAT the minutes of the Board Meeting held on Wednesday, August 15th, 2007 be approved as circulated." 2. BUSINESS ARISING none 3. EXECUTIVE DIRECTOR • Introduction of Wendy Chretian as new Executive Director • Wendy has a very strong marketing background • Wendy comes from the Southern Georgian Bay Chamber of Commerce Wendy will start on September 24th 4. MANAGEMENT REPORT • Mr. O'Shansky has agreed to have the public announcement at Casino Rama • We want this function to be well attended and well put together • We should invite our past members • All partners Mayors and Councils will attend • Wendy should be in place for about a month before this launch • Wendy will help plan the press conference • 3rd week of October • Tuesday, October 23rd is the tentative date Phone: • CDC is affiliated with Telizon • Our phone number is 1-$66-329-5959 1 11/28/2007 • This piggy backs on 329-9321 • We are going with Teli~on • We can use the CDC line for the first little while • Wendy should decide what she needs for phone & computer • Let the management committee know and it will be approved. 5. INFORMATION CENTRES WRAP UP • Ramara is open until Thanksgiving - or later • The Mask is open all year - ED will go in and clean up • Lolly is trying to get a computer for the Mask location • The brochures are staying at Northway for now, however the rack is not suitable • Wendy should meet up with Roger to look at the Ramara location 6. COMMITTEE REPORTS a. Membership: the letter was sent out to all 142 members - no new numbers b. Fundraising: no report c. Marketing: • 10,000 rack cards ready for the Toronto Travel and Leisure show weekend of Sept. 28, 07 • Advermap -tourism Barrie on the front we are on the back • Advermap distribution is 40,000 at ski show, OTC's and advertisers • Lake Country will receive 1500 to distribute • Brnce Both will distribute our rack cards at the snowmobile show • Lake Country will have a booth at the Ski Show weekend of Oct. 13, 07 • Elfreide and the ski partners are taking a booth at the ski show • Carol will speak to Pine Ridge about being a member • Still have time to get Pine Ridge on the Advermap 7. OTHER BUSINESS Frank Coyle: • We need to identify who is Lake Country? • What is our mandate? • What are we marketing? • How are we measuring our efforts? • We need to market locally as well as outside the area • Have a competition sponsored by Lake Country - e.g. Iran Chef 2 11f28120Q7 • People want to attend the events we support • We have long term goals and chart term goals in this organization Ray Menaugh: • Lake Country will fail in the long term if we continue on the path we are currently an. • It does not have an identifiable destination • Ray feels Lang term we need to abandon the Labe Country brand We need to identify our fang and chart term goals Shawn Binns: • Budgetlfinancial report should be a regular agenda item • We should approach arenas to put up a banner in each municipality Action: Letter from the board requesting signage (a vinyl banner that is transferable} in sporting facilities and Casino Rama • This hits both the internal and external markets • What happened to the sign at Fern Resort`? Press Conferencelrelease: • Greg has something plannedlpress release for Wendy Next Meeting: October 10th 4.30 pm at the CDC 8. ADJOURNMENT The meeting was adjourned at approximately 6: p.m. KS, RS. 11128/2007 ONTARIO'S LAKE COUNTRY BOARD OF DIRECTORS MEETING Minutes of the meeting of the Board of Directors held in the CDC Boardroom, on Wednesday, October 10, 2007 at 4:30 pm. PRESENT: Bruce Chappell, Greg Heffering, Kathryn Stephenson, Andrei Kun, Roger Selman, Liz Summerfield, Carol Bennedetti, Tara Woodward and Wendy Chretien ABSENT: Shawn Binns, Bruce Both, Bill Duffy, Roy Menagh, Steve Sanderson, Dan Shilling, Frank Coyle, Kim Viney, Rick Dory and Christine Anderson 1. APPROVAL OF MINUTES ~ It was moved by Kathryn Stephenson and seconded by Roger Selman and carried that, "THAT the minutes of the Board Meeting held on Wednesday, September 12, 2007 be approved as circulated." 2. BUSINESS ARISING Brandin • Concern was raised regarding the commitment of stakeholders to the organizational brand, • The Ontario's Lake Country brand has been established and recognized by external customers and the Ministry of Tourism. • It was noted and agreed that the Board is committed to the current brand and will reinforce the positive aspects of the organization as well as the visibility and development of the brand both internally and externally. Community Advertising • Confirmation on municipal protocol/channel regarding letters of requests (recreational advertising opportunities) to be investigated. ACTION: Wendy to contact the clerk at each township to ensure correct contact information. Dan Shilling to be contacted for Mjikaning and Shawn Binns for Oro Medonte. 3. FINANCIAL REPORTS Visitor Information Kiosk ~ I128~200'7 • Huronia Tourism Association student filnding has not received by the City of Orillia to date. Kathryn to confirm funding has been processed. Project on budget. Billboards • Further investigation required. Signage fees may not be applicable. ACTIGN -Wendy to contact Mark Downing for additional background information and status of signage. Aging Summary • Andrei raised concern regarding outstanding invoice to Casino Rama. • City of Orillia funding has been submitted -confirmation of all funding partner participation was required before payment was released. • Settler's Ghost -outstanding payments. Board members have contacted the owners and have attempted to address the situation by providing payment options. Participation in various projects has been disputed. A report regarding background communication and rationale to be requested from Christine. ACTION: Wendy to follow up regarding Casino Rama invoice, verify contact information and provide update to Andrei for consideration. ~ It was moved by Greg Heffering and seconded by Tara Woodward and carried that, "THAT the monthly financial statements be approved as presented." 4. COMIVIITTEE REPORTS Mana~ernent Committee Operations Update • Computer purchased, telephone set up, email (both admin and info) now received by our office, parking pass will be purchased by CDC and invoiced to our office Authorization required for cellular phone - 3 year contract, monthly fee approx. $50.00, activation fee $35.00 and phone purchase $40.00 - Approved Media Event -Casino Rama • Andrei will coordinate services required at Casino Rama. It was agreed to provide a cash bar and some seating availability for the guest during the presentations. 2 11128f2007 • The membcr~hip database is currently being updated to include all contact email addre~scs in order to forward the majority of invitations electronically. The full distribution list will include past and current membership, past and current Board, Mayors and Councils, Chambers and Boards, Media (including Barrie), First Nations Chief and Council, Marian Parrott, Casino Rama representatives and Ministry representatives. • A media kit ,including an Ontario's Lake Country newsletter, press release, profile of the ED and membership application will be available. • A projector will be provided by the CDC and an altered version of Marian Parrott's presentation will be developed to highlight "where we've been" and `where we're going". • Presentations: MC and introductions -Kathryn Stephenson Welcome -Harry Oshanski "Where we've been" - Bruce Chappell "Where we're going" -Wendy Chretien • Any additional contact names as well as potential members should be forwarded to Wendy. RS'~P will be required by October 18. • Timeframe does not allow for community based advertising, however the invitation should be forwarded Ramara and the Oro-Medonte Chamber for targeted distribution. • Andrei and Tara extent regrets as they wiIl be out of town. Quarterly Report • Provided for reference. Positive feedback received from the municipalities. Membership Committee • Current paid members = 35 • Members renewed in October = 7 • Membership database - 2004 database currently being updated (163 entries). Previous members to be contacted regarding new programs and strategies. • Retainment has been reinforced through the promotion of current strategies such as trade show and advertising participation. • Membership renewals for remaining 2006 members (66) to be processed and distributed with a letter clearly outlining the benefits of membership, as discussed. Fundraising Committee • Marketing plan must be priority as it is required for provincial initiative. Marketing Committee 3 1 UZ$120(~7 Trade Shaw Update • The Board recognized the effort provided by Liz in the coordination of the Toronto Fall Travel Show as well as the participation of all volunteers. • High attendance at the show with goad interest at the OLC booth. Positive feedback received regarding the booth and volunteer participation. It was Hated that although marketing strategies have been previously sector lead, there is need to take an a more regional approach to destination marketing; and highlight additional activities and opportunities for visitors with the region. • The organization had committed to attend two trade show in the fall and possibly the boat show, The Marketing Committee will further evaluate attendance at the boat show. • Information which may assist in identification of visitor trends and potential marketing strategies include the RamaralRama Mnjikaning strategy and Premier First Ranked. • Further investigation was suggested to incorporate impact analysis for each marketing strategy and identify possible partnership opportunities. Item to be tabled for discussion at the next Board meeting, • Packages are na longer available far purchase online at www.antarioslakecountry.com. Links to accommodation partners are provided on OLC Website but administrative fees are no longer applicable. • Opportunities far revenue generator could include banner advertising Winter Campaign • Presentation of cooperative ski advertising purchased in Advermap to highlight ski packages. • invitations forward to all members offering the opportunity to display brochures andlor provide assistance at the OLC booth at the Toronto Ski, Snowboard and Travel Show, October 11-14. • invoices forwarded to all advertising participants, including membership fees if not current members. S. OTHER BUSINESS Website • Basic information is currently provided however there is an opportunity to enhance the site. Website hosting is provided by Pronet and content management provided by Janet Stead. Strategic Planning • Christine Anderson and Cheryl Brine have offered to facilitate a strategic planning session to identify next steps at no cost. ACTION: Wendy to confirm possible dates and venues in November. 4 111281200'7 Reporting Methods • Monthly Executive Directors report to be developed for consideration Corporate Advertising • fellow Pages contacted regarding category listing for OLC under `fiourist Information". Changes will be reflected online within 1 S days and in the next publication of the Bell directory. White Page Listings • Community listings are available at a cast of $2.00 per listing per month. Orillia listing is complimentary; however an additional eight applicable listings could be purchased through Telizon. - It was moved by Greg Heffering and seconded by Kathryn Stephenson and carried that, "THAT community listings be purchased for Barrie, Moonstone, Oro, Brechin, Coldwater, Severn Bridge, Waubashene and Beaverton." Direction Ontario • Wendy is directed to purchase double enhanced listing in the Francophone Tourism Resource Guide at a cost of $650.00 (+ taxes), • It was suggested that additional consideration be provided for website development for the francophone market. Advisory Committee • Proposed organizational structure outline by Marian Parrott included the development of an advisory committee to provide resource assistance in the fields of business development and marketing. • Three CDC representatives and Kim Viney have indicated their interest in participation. Additional contacts could include Craig Metcalfe or Mark Downy. 6. NEXT MEETING • November 14, 4:30 pm at the CDC office 7. AD,TOURNMENT • The meeting was adjourned at approximately 6: 13 p.m. KS, RS. 5 ORILLIA PUBLIC LIBF~AI2Y BOARD MINUTES OF OCTOBER 24, 2007 MEETING A regular meeting of the Library Board was held in the Library commencing at 7:03 p.m. PRESENT -BOARD -1. Swartz, Chair; J. Rolland, Vice-Chair; F. Coyle; D, Evans; R. Fountain; G. Guthrie; R. Hawkins; P. Hislop; A. Murphy; M, Seymour STAFF - M. Soddy, Chief Executive Officer S. Campbell, Director of Children's, Youth & A!V Services D. Rowe, Director of Technical Services T, Chatten, Recorder ABSENT - M. Fogarty DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF -None CONSENT AGENDA MOTION #2(107:16 Moved by G. Guthrie, seconded by A, Murphy that the e©nsent agenda of the October 24, 2007 meeting be adopted. CARIZIEI3 M. Seymour will. act as timekeeper for the agenda. DISCUSSION AGENDA NEW LIBRARY The Operational & Facility Programming Report prepared by dmA Planning & Management Services was presented at a public meeting held in the Council Chambers on October 3. CEO M. Saddy prepared a brief report based on the presentation at which several goad questions were raised based on a very thorough. presentation. MOTION #2Q07:17 Moved by G, Guthrie, seconded by R. Fountain that the Orillia Public Library Board having reviewed the dmA Planning c~ Management Service Operational & Facilityv Programming report for the future Orillia Public Library dated Oetaber 2007, accepts it and recommends that it be used as a basis for fz~ture architectural designs. CARRIED Board members were asked to be present at the upcoming presentation of the Operational & Facility Programming Report to City Council on Monday October 29. REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Ad-Hoc Committee OPLIInformation Orillia -The ad-hoc committee presented their report to City Council an October 15. At this time the Library is awaiting direction from City Council. PersonT~el Committee - A committee meeting was held October 16 to discuss the process of hiring a new CEO with Daryl Novak of the Southern Ontario Library Service, CEO Selection Guidelines were distributed to the Baard. MOTION #2007:18 Moved by F. Coyle, seconded by P. Hislop that the Orillia Public Library &oard hire the Southern Ontarir~ Library Service to guide the CEO search process and that staff put an amount in the budget for that purpose of up to $10, OQO. CARRIED NEW BUSINESS Finance Committee - A committee meeting is scheduled for Tuesday November 6 at 4:30 p.m. to discuss the 2008 budget submission. Planning Committee -The committee will meet to discuss a new business plan for the Library on Wednesday November 21 at 4:30 p.m. Board Meeting Location _ Discussion at the next board meeting of a possible alternate location. Module 6 from Library Baard Orientation Kit - J. Swartz led the discussion on this module outlining financial accountability and monitoring of spending which lead the day to day operations of the Library. Module 7 outlining policies will be discussed at the next meeting led by R. Hawkins, and Module 8 at the December meeting led by P, Hislop. Adjournment at 8:00 p.m. moved by R. Hawkins. BOARD CHAIR CHIEF EXECUTIVE OFFICER REPORT OF THE DIRECTOR OF CHILDREN'S, YOUTH AND AUDIO VISUAL SERVICES Suzanne Campbell October 2007 Programs Goal 2.1 Develop and maintain programs associated with identifzed groups. The first fall session of story time programs finished the last week of October with registration far the next session beginning the first week of November. The Mariposa Chess Club held two meetings this month under the leadership of Mary McCooeye with a membership of thirteen. children. The school age Explorers Club met this month for a fun Halloween program featuring Halloween stories and a candy making workshop. The entire fall session of the Explorers club is fully registered. The Saturday morning Drap-In Family Storytime continued in October with good attendance. The program continues every Saturday morning until Christmas Reference Goal S The Library will develop methods of measurement to evaluate the effectiveness of library services and programs, Reference questions: October 2006: 425 October 2007: 412 There was a three per cent decrease in the number of reference questions answered by children's services staff in September 2007 aver September 2006. Outreach and Publicity Goal 4 The Library will advocate for increased public awareness of the value and range of library services. Suzanne presented a Library Storytime at the Ontario Early Years Center and promoted our Family Drop-In Storytime and the next session of Story times. Material displays included: Thanksgiving, Halloween, and Great Non-Fiction. Kelly Smith attended a board meeting of JP Kidz Club, an after school program. At the moment the Club is not running as the board investigates alternate ways of funding and transporting children to the club, Next month a representative from Boys and Girls Club of North Simcoe will be making a presentation to the board. Staff from the library will attend. School Partnerships Gr~al 2.7 Establish amutually-beneficial presence in the school system. The first mailing for the Battle of the Books was sent this month to all Onllia schools and all schools in the contracting townships. VVe have thirteen. schools participating in this years Battle of the Books. The schools participating this year are: Mount Slavers, Regent Park, David H. Chw-ch, Orehard Park, Harriet Todd, Notre Dame, Hillcrest, Monsignor Lee, Marchmont, Couchiching, East Oro, St, Bernard's, and Warminster. Goal 7 The Library will investigate, develop and maintain partnerships in the community Paws for Reading Paws for Reading in partnership with Therapy Dogs of Canada is being offered again this session with two sessions offered this month. Judith Dremin, of Therapy Dogs of Canada asked us to contact library families to help in the evaluation of therapy dog candidates for the Paws to Read program. Two families agreed to participate and had a good afternoon interacting with the dogs. The evaluation was held on Saturday (Jctober 29`" at Trillium Manor. One of the evaluated dogs is now visiting the library. Banner Festival Sarah Papple-Csekey attended the Festival of Banners as both a library representative and. a member of Festival of Banners committee. Sarah bid on three banners which are now on display on the ramp as you enter the library from the market parking lot. One banner was created by the Saturday Explorers Club with Lee Kelly helping to provide inspiration and guidance. A second banner (the purple one) was painted by Marley Lauro, a student page in Children's Services. YOUTH Programs Goal 2,1 Develop and maintain programs associated with identified groups. Chick Chat continues to be popular with a core group of girls and a number of new additions this year, This program is held once a month in the magazine room upstairs. The first in the fall series of YA programs was offered in October. In conjunction with Orillia's Big Read program Kelly Smith arranged for a CSI program featuring a forensic expert from the OPP, We had a goad turn out for the first program with over twenty teens who were very interested in the presentation. Due to space requirements this program was held in Children's Services. REPORT FOR THE MONTH OF OCTOBER 2007 x , BY DIRECTOR OF INF0~IYIATION SERVICES LYNNE GIBBON GOAL 2: Create arrd maintain lifelong relationships with users: Voluntccrs provided 287 hours of service to the library during the month. 27 people attendtxl the various Lifescapes programs in October. Jayne handed out over 100 library coupons during library week, providing a free computer printout, photocopy or pay out for a Library fine, Jayne spoke to approximately 60 people at Garfield Dunlop's Seniors Day and handed out about 8Q library brochures at the Volunteer Fair. GOAL 3: Optimize and customize library services to our user groups: At the Reader's Advisory desk, Michelle created displays on autumn, library month, thanksgiving, literary prizes given during the month {Gilley, Governor General and Man Booker) Halloween and Women's history month. She also created bookmarks of library materials to accompany these displays. She picked out materials for Victoria House, Birchmere and for one shut-in. GOAL 4: Advocate for increased public awareness of the value arrd range of library services: The adult program on the referendum in the Ontario election attracted 24 people. 26 attended the session on Emergency Preparedness and 75 attended the Evening of Crime. GOAL 5: Develop methods of measurement to evaluate tl:e effectiveness of library services and programs: Queries made at the reference desk were up a bit to 2211. 1212 items on the non-fiction floor were used in house. Use of the public computers was also up to 2030 users. Use of the online products was up to t0 3027 searches, due mostly to the Itnowledge Ontario databases. Visits to the webpage were also up to 1237. Materials were picked out and delivered to 12 shut-ins. Volunteer hours were down a bit to 287 for this October over 340 for last, COAL 6: hrvestigate, develop arzd maintain partnerships irr the eonurrunity: 1 attended the Orillia Business Women's Trade Show and dinner, and there was an excellent turnout. -about 200 people. Icreated abusiness-oriented display and handed out our Business brochures. REPORT OF THE DIRECTOR OF TECHNICAL SERVICES October 2007 Circulation in October the Circulation Desk did a mass registration for students from the Ardtrea- Cumberland Beach elementary school in Severn Township. About 30 happy new library users received membership cards. Borrowing took a bit of a rise in October relative to October 2006, with 500 more items being checked out. Orillia's Big Read had its finale during Library Week in October, with a full house in the Children's Department to learn about crime scene investigations. The Committee is preparing a report for presentation to the Board. Serious Baak Club The Book Club has been meeting monthly again after the summer break. Seven participants in October discussed books like The Kennedy Curse by Edward Klein, Intent for a Nation by Michael Byers, Alan Antliffe's Anarchy and Art, and Ivory Tower &lues. In October the library received a generous donation of art from Clif Bennett, fang-time library patron and former Oro-Medonte resident, and a founding member of the book club. The donation comprises about 50 works of various types, including landscapes, botanicals, figures and abstracts, in various media such as oils, prints, and watercolours. David Rowe Director of Technical Services HocrsE oc Connor+s CNAMBP-E OB COMHUNES Ottawa Room 702 Justice Building Ottawa ON K1A OA6 TeL 613-992-6582 Fax;613-996-3128 '` :` ~.,,, p. : ~J ~~` ;• '~ i Bruce Stanton Member of Parliament Depute Simcoe North/Nord Orillia 575 West Street South Willow Court, Unit 2A Orillia, ON L3V 7N6 Tel: 705-327-0513 Fax:705-327-8310 Midland 504 Dominion Avenue Midland, ON L4R 1P8 Tel: 705-527-7651 Fax:705-527-7668 Intl _I November 27, 2007 Mayor Hughes and Council The Township of Oro-Medonte 148 Line 7 South Oro, ON LOL 2X0 Re: Canada's New Infrastructure Plan Dear Mayor Hughes and Council.: Earlier this November, our government released details of the Building Canada Fund (BCF), part of our government's unprecedented $33 Billion commitment to renew Canada's infrastructure over the next seven years. The program will help support a stronger Canadian economy by investing in infrastructure that contributes to increased trade, efficient movement of goods and people, and economic growth. A healthy environment is also a key component to the program, and it will focus on infrastructure investments that contribute to cleaner air, water and land, including public transit, wastewater and solid waste management, brownfield remediation, and green energy. I am very encouraged about this program. It will replace the former Canada- Ontario Infrastructure Program with a full, seven-year commitment totalling $8.8 Billion. The new BCF is in addition to the full GST refund and the Gas Tax Transfer that have been extended to 2014. These two additional measures amount to approximately $39.8 million for Simcoe North's eight municipalities over seven years. The Ontario share of BCF is approximately $3.14 Billion (of the $8.8) and 1/3 is dedicated to smaller communities, municipalities with less than 100,000 people. That means more than $1.0 Billion for smaller Ontario communities, an average of $143 million per year over seven years, where the last COMRIF program offered $83 million per year over three years. It is also notable that the previous program, COMRIF, funded municipalities up to a population of 250,000. Under the BCF's smaller communities' component, only municipalities under 100,000 will be eligible. I was particularly satisfied to see a separate category for funding of local and regional airports. Subject to Councils' and the Commission's concurrence, I would not spare any time before pursuing an application for the urgent runway and taxi-way expansions at Lake Simcoe Regional Airport. While this new program is now available and budgeted at the federal level, a framework agreement must still be completed with the Province of Ontario. The framework agreement functions as an umbrella cooperation agreement for upcoming funding arrangements. What this means is that without a signed agreement between the Government of Canada and the Province of Ontario, our community will not be eligible to receive any of the funds available under the Building Canada Plan. I have already briefed our M.P.P., Garfield Dunlap on the importance of these framework agreements, and I hope that you will join us in doing all we can to encourage Premier McGunity to conclude a new Canada-Ontario framework agreement as soon as possible. I have enclosed a copy of the Building Canada Plan overview. Please review it, and if you have further questions ar concerns, don't hesitate to contact my office. Sincerely, s~ E3ruce Stanton, M.P. Simcoe North 2 ~. ~~ ~peration .' ; Clean Sweep y-~j z ~ ~~~~ ~ ~, Volunteers in Actions ~`~ ~°= ~. c% Nations! Ofl`ice, PITCH-IN CANADA Box 45011, Ocean Park P.O. 1-877-4-PITCH-IN White Rock, B.C., V4A 9t.1 pitch-in@pitch-in.ca www.pitch-in.ca Patron, PITCH-IN CANADA The GaUernor General of Canada Dear Members of Council A HEADS-UP ............. PITCH-IN WEEK 2008 April 21 - 27, 2008 ~peration . • Clean Sweep 2008 Look for further details in our mailout to you in January, 2008. Online Registration opens on January 15, 2008! A reminder. participation in P1TCH-lN WEEK is always FREE ......thanks to our sponsors and supporl~ers, which include many Ontario municipalities who choose to become financial contributors as Patrons or Supporters of PITCH-IN ONTARIO. Enclosed is our report far PITCH-IN WEEK 2007 in Ontario. Another very successful campaign - we hope your community was one of the 335 throughout Ontario that undertook local action projects to improve their community! For more information on PITCH-IN CANADA and how your community can participate in any of our programs go to www. Pitch-in.ca Si rely Valene om Executive Director TM PLEASE TURN OVER.... Y • Page 2 November 8, 2007 -~ t~.~ ~ ~' YOU CAN FIND THE FOLLOWING FREE MATERIALS AT WWW.PITCH-IN.CA click on PROGRAMS for Local Governments "Fastest Broom Confiest - to help kick-off your PITCH-IN WEEK: OPERATION CLEANSWEEP campa~n • Adopt" Programs -guidelines • How you can assist volunteers - in your Community • Safety Tips -for Conducting Clean-Up Campaigns • Action Projects for the Environment - a multitude of activities • Tra$h-aThons - to help raise money while beautifying your community • Conducting a Media Campaign • Re-Think - 45 activities - educa6onai unit K - 5 Colouring Books + Posters -for schools and others • AND MORE...I ALSO ..... Did you know that PITCH-IN CANADA offers ayear-round litter control program??? • Email pitch-in@pitch-in.ca for details on how to obtain and implement our CIVIC PRIDE PROGRAM FOR COMMUNITIES. 0 2 ~0~-3 2007 PITCH-IN CANADA Week in Ontario Rackgr~und PITCH-IN CANADA Week is a partnership with local governments, sponsors and more than 395,717 volunteers throughout Ontario. The program was developed in Ontario 1979 and it has become the largest volunteer environmental and beautification program in Ontario and the country. 2007 sponsors of the campaign in Ontario were 22 local Chapters of TD's Friends of the Environment Foundation, The Suncor~Sunoco Energy Foundation, The Ontario Trillium Foundation, E[-En Packaging Co., FedEx, and numerous municipalities who are both members of PITCH-IN ONTARIO and/or contributed tens of thousands of dollars in support of local activities. The Provincial Program, - tr~~ got G~~,~1 More than 14,000 EcoActionPaks were sent out in January, 2007 by direct and electronic mail to, in cooperation with the Ministry of Educa#ion, every school in Ontario, local governments, and thousands of community-based organizations. Each kit contained background information, a Registration Form enabling participants to register and information about free materials. Many groups registered via the PITCH-IN website, a major source of information and resources for volunteers providing colouring books, posters, Activity Suggestions and much more! .... and ®ur PITCH-IIV !/olunteers Rasp®nded!i 395,717 (387,123? volunteers participated in 14_,011 (6,840) aroiects in 335 (247) communi ies, with support of 543 (540) local PITCH-iN Eco-Team Coordinators. Most volunteers participated in multiple projects - 2,645,786 (1,888,982) volunteers participated in all orojects combined. Participating groups are divided into three categories: school, youth and communitybased. They include schools, colleges, scouts, girl guides, chambers of commerce, naturalists, hiking clubs, old age pensioners, ratepayers, environmental groups, service clubs, athletic organizations, local governments, and others. 6D 50 46 30 ao tD 0 -, % ~ __ F,:--; I o Coaa~traunity ~ School ^ Youth # of Groups # o(Volu~drs # of Projects The ab®ve sh®ws thato - 1,041 (1,016) community based groups provided 232,948 or 59% of the volunteers and carried out 44% of all projects. Community groups represent the largest overall participation. - 959. (901) Schools provided 148,144 or 38% of the volunteers and carried out 37% of all projects. ~ 576~516~youth grogps provided 10,846 or 19% of the volunteers and carried out 19% of all projects ®ur Rartners are hundreds of IocaB governments anti these participating sponsors THS owrgRio .: tq a'oeogrioN $UNCOR _ (may "~ ~l*nd5 ~~{1@ Y4ILLIVN -' TReL~iYw { F t f -~, „ I.'i Lt'.-.~ FOY NOwi 10N oa ~•ONTARIO `~ t C ~ O ~ ~nvBroaemmnt I FOUNDATION ^~ ~ {~®undagiase+ What did PITCH-IN Volunteers do? ion-y Projects were classified as Education (3,567) or Action Projects (10,444). ~ Litterless Lunch Ira Poster Coyest ® Education Projects 3,5H7 ^ Action Protearts ~a,aa4 A total of 14,011 projects took place, involving 2,576 groups who participated in multiple projects -many taking place on different days of PITCH-IN CANADA Week. Environmental education projects included litterless lunch programs (290), poster contests (190), displays {178), tree planting (595), recycling projects (508), cell phone collection (115}, video and speaker presentations (252), energy conservation (176), composting (146) and participating in PITCH-IN CANADA's Green Shopper Program, conducting Pollution Counts and many other activities. [] Business ®4Nildlife Area *.7 Pas!c ¢ Ravi.~?e C] schoolltdeight hood Q highway ®Sports Field ®Shoreline O Trai! D'asplays ®Tree Planting Recycling ~ Cett Phone Collection Videos ~ ®Energy Conservation ®Cotvaposting included business + commercial areas (1030), wildlife areas (377), ~ park + ravines (2497), School and neighbourhood clean-ups (3837), Highway / Roadside Clean-Ups (594), sports fields (379}, shoreline and waterways (753) nature and recreational trails (592) and various other community improvement projects (374). ~~C:~~IiY, `~~;~1 _"~~'~.; ,:,n~~u d1 ] ,~(,„=,~°I@C~ ~~~'~~~~13 [~~ ~tC~'~^~Q~^~~~!'.d .;~~fL~ '~ & ~ ~ ~-: tr t In 2007 the PITCH-IN program continued to develop and promote new programs as well as experience unprecedented growth in alt of its programs. Education Projects Simcoe Dufferin Muskoka ,, ~~ _ i . , _,~ .~ • . • .. • r 20 Rose Street Barrie, Ontario I_4M 2T2 Administration: 1-800-567-2043 Telephone: (705) 726-2237 Fax: (705) 726-3067 E-mail: crimestoppersofs.d.m@csolve.net December 3, 2007 Mayor Harry Hughes, Township of Oro Medonte, 148 Line 7S, Box 100, Orr, Ontario LOL 2X0. RE: January is "Crime Stoppers Month" DEC 0 6 20Q1 ORO-MEDONTE -rnwn-~H{P __ Dear Mayor and Members of Council: We need your help in our continuing effect to promote Crime Stoppers in your community and it would be greatly appreciated if you would recognize CRIME STOPPERS by presenting a motion to declare or proclaim January as "Crime Stoppers Month" in your community. Please advise if your town or township will be issuing a proclamation as an official media launch will take place in early January. CRIME STOPPERS ofSimcoe-Dufferin-Muskoka was established in January 1987 as an incorporated non- profit charitable organization. The program is operated by a volunteer Board of Directors, who oversees all phases of the program. CRIME STOPPERS is not a Police program nor funded by the provincial or federal government or from police agencies. The program is operated solely with monies generously donated from the private sector, businesses and monies raised through fundraising efforts of the volunteer Board of Directors. CRIME STOPPERS is a program that benefits everyone in the community and in 2005 Crime Stoppers International was recognized by the United Nations as a global force in the fight against crime and terrorism. We are very proud to be part of that effort. CRIME STOPPERS mandate is to assist the Police in solving crimes thereby making our communities and schools safer. Through the media, the public is encouraged to call a province wide toll free number with any information about a crime that has occurred or is about to occur. If the information provided solves or prevents a crime, the caller is eligible for a cash reward. Anonymous calls to CRIME STOPPERS of Simcoe-Dufferin-Muskoka have assisted the Police and other investigative agencies in making 3,187 arrests, recovering stolen property valued at $9,456,698.00 and seizing $40,790,422.00 in illegal drugs. For this information, Crime Stoppers has paid $237,490.00 in cash rewards. Thank you for your support. oa ne Gates sident WE PAX CASH FOR TIPS... 1 800 222-847? Page 1 of 2 Irwin, Doug From: csimo Sent: Thursday, December 06, 2007 2:10 PM Ta: Irwin, Doug Gc: Hughes, Harry; Hough, Ralph; terryallisan Subject: Request far Support: Bass Lake (Oro-Medonte) Ratepayers Association Dear Mayor and Council, Oro-Medonte Township, Thank you for your support and advice on important issues that have arisen over the years. Your continued support is essential as we move forward. On behalf of the Bass Lake (Oro-Medonte} Ratepayers Association, I am requesting financial and general support in 2048 from the Township of Oro-Medonte for various initiatives that are of priority to preserve the wellness of Bass Lake. At this time, we estimate total funding of approximately $10,000 to be required from the township by Bass Lake (Oro-Medonte) Ratepayers Association in 2008, Details as follows: 1) Dam on Bass Lake at the North River a) We require funding estimated at $4000 - $5000 to repair the dam in the spring. Part of the dam is tilting and we are worried it may collapse. We have not received estimates as of yet, and are prepared to do this in the spring. Approvals from the township and the appropriate conservation authorities will be required to complete this re-build. b) We would like to investigate the possibility of Oro-Medonte township covering the cost of insurance for the dam estimated at $200 per year or for the Township's insurance policy to cover this risk. If approved, we would submit our bill for 2007 and 2008 insurance costs of approx $400. We respectfully ask for a stipulation to the above requests: Bass Lake (Ora-Medonte) Ratepayers Association will retain full control over the dam and Oro-Medonte Township will not interfere in our Provincially granted management rights, in any way, shape or form. 2) Environmental Priorities We request funding of $5000 to move forward various initiatives for the preservation of the lake and its surroundings and the enjoyment of the lake by its residents. This may entail hiring outside parties to assist us with our plans. Our new Bass Lake Stewardship committee is currently developing specific priorities. Our focus is a) Wetland preservation b) Management of geese and duck population and construction of a floating loon nesting platform c} Overall health of the lake (fishing, water quality} d) Shoreline protection and development (treecutting & restoration of shoreline) 3) Ruyter Lands a} Request: Oro-Medonte Township to conduct an "official study" to determine the impacts of any harmful leaching of contaminants into Bass Lake or the surrounding wetlands on or near Shawn Ruyter's property at the end of Ward Avenue. Should leaching of contaminants be found, the fill will be removed from these lands at Oro-Medonte Township's expense. This is an outstanding issue that is of concern to all Bass Lake residents and the general public at large. r ~i~r~nm Page 2 of 2 Approximately 2 years ago, old road pavement and other materials were dumped into an environmentally pratected area near the lake at the end of Ward Avenue. This was Bane by township trucks who filled in wetlands on request of the owner of the lands, Shawn Ruyter. We have appealed to various authorities to have this fill removed as we believe it may have a harmful leaching effect on the lake, but unfortunately our efforts have not been successful. This is very frustrating for a community that is focused an protecting the environment. Your support would be appreciated to provide us with documented proof that the lake, its surroundings and habitat far wildlife are not being harmed by 1) leaching of the fill and 2} filling in of the wetlands on the Ruyter property. b) We also ask for your support to deny requests for any type of development on these environmentally pratected lands. These wetlands are protected and are essential to the long-term preservation of Bass Lake.We da not wish to see any harmful alteration, damage or destruction of fish or wildlife habitat. If you would like to discuss further or need more details ,please feel free to contact me. Thank you far your consideration. Your support is appreciated. Yours truly, a/s Connie Simo Fresident, Bass Lake (Ora-Medonte) Ratepayers Association 416-948-7495 email: csimoC~cmhc.ca 12/6!2007 .~r,o b~ ~ Y `,\ ~~b ~ ~ Yy .. Tel: 905~89~.1281 1.800.4b5.043~ Faac; 905.853.5881 rrMaii: info~lstca.on.ca Web: i wwwlsrca.on.ca 120 a~eyview Parkway Box 28z Nevvn~arket, Ontario L3Y 4X1 A 't~atershed For SIC-I December 4, 2007 ~~~~ QE,~ Mr. Doug Irwin Clerk Township of Oro-Medonte BOX 100 Oro, ON LOL 2X0 aE~ ONCE oa° NNSN~ Attention: Mayor Hughes and Members of Council Dear Mayor Hughes and Members of Council: Re: Lake Simcoe Environmental Management Strategy Report of the Steering Committee - Towards A New Governance Model For Lake Simcoe At the November 23~d, 2007, meeting of the Lake Simcoe Region Conservation Authority's Board of Directors, the following resolution was passed: Moved by: J. Young Seconded by: G. Wauchope BOD-142-07 RESOLVED THAT Staff Report No. 77-07-BOD regarding the Report of the LSEMS Steering Committee - Toward A New Governance Model for Lake Simcoe be approved; and THAT the Lake Simcoe Region Conservation Authority endorses the recommendations of the LSEMS Steering Committee Report; and FURTHER that Authority's support for the Steering Committee's Report and Recommendations, as well as a copy of Staff Report No. 76-07-BOD be forwarded to the Premier, Ministers of provincial signatories to the LSEMS partnership, MOU, Fisheries and Oceans Canada, Chief, Chippewas of Georgina First Nation and watershed municipal Chairs, Mayors and Councils. Included with this letter is copy of Staff Report No. 77-07-BOD for your information. Sincerely, ~~ V~ ginia Hackson, Chair Attach. Life ~"-`'` Staff Report No. 77-Q7-BOD ~} Page No. 1 of E ~~ '~ l File Nv: ALSR ~`~.~;~`` Agenda Item No. V11 (d) BOD-11-07 70: Board of Directors ~ ~ ~ `~ FROM: D. Gayle Wood, CMM III Chief Administrative Officer DATE: November 13, 2007 SJBJECT: LakeSimcoeEnvironmentalManagementStrategy- Report of the Steering Committee Towards A New Governance Model for Lake Simcoe RECOMMENDATION: THAT Staff Report No. 77-07-BOD regarding the Report of the LSEMS Steering Committee -Toward A New Governance Model for Lake Simcoe be approved; and THAT the Lake Simcoe Region Conservation Authority endorses the recommendations of the LSEMS Steering Committee Report; and FURTHER THAT the Authority's support for the Steering Committee's Report and Recommendations, aswell as acopy ofStaff Report No. 77-07-BOD be forwarded to the Premier, Ministers of provincial signatories to the LSEMS partnership MOU, Fisheries and Oceans Canada, Chief, Chippawas of Georgina First Nations and watershed municipal Chairs, Mayors and Councils. Purpose of the Staff Report: The purpose of this Staff Report is to provide the Authority's Board of Directors with an overview of the recommendations of the Lake Simcoe Environmental Management Strategy(LSEMS)Wnrking Group and Steering Committee regarding the future governance of LSEMS and to gain the Authority's support of the LSEMS Report on recommendations entitled "Towards A New Governance Model for Lake Simcoe". `~.~;~ Staff Report tvv. 77-C17-BOD . Page No. 2 of 8 ~~ File No. ASR Agenda {tem fVa. Vtt {d~ BQD-11-07 Hisi_~_ry of LSEMS= fn 1990, ~s a response to deteriorating water aua€ity in Lake Simcoe, tr;e province and the lake ir~cae E;egion Conservation Authority deve€aped a part;fership under a N€ernarandt~m cf Understanding to: "restore a self sustaining Coldwater fishery in Lake Simcoe" by improving v~ater guafity. Over the years, this partnership has expanded to inc€uc3e federa€, First Nations, and rnunicipaf partners. A brief history of the 17 year, three phased LSEMS partnership is out€ined in the attached report entitled frSEMS Phase Ill Progress Report Summary. Background: On March 23, 20tJ'7, the Board of Directors approved Staff Report No. 12-07-BCD which authorized a one year extension to the Phase €I€ Memorandum of Understanding (MOU) for the LSECi~RS partnership, vrhich wif€ terminate March 31, ZOQ8. During this extension, the partnership agreed to camp€ete the fa€€awing three de€iverab€es: 3. Fina€ize the LSEMS Phase €€€ Progress f~epart and Public Summary, The LSEMS Phase lii Report and Public Summary have been compiefed and distributed to all partners as well as posted on the LSEMS website. This reporf provides a defailed revr`ew of the accomplishments of the LSEMS partnership beginning Frith Phase I (? 990 through to and including Phase 111(2001-2008. Attached to this Staff Report is a copy of the LSEMS Phase 11l Progress Summary Report for the Board's information. 2. Fina€ize a Lake Simcoe Comprehensive Basin Wide Plan far protecting and restoring the hea€th of Lake Simcoe and its watershed, including eonsu€tation with stakeho€ders and the public. The draff plan is complete and staff are currently hosting LSEMS consultation sessions an the draft. The Board of Directors will receive the draft plan prior to circulation for public consultation. it is anticipated that the plan will be completed by March 31, 2008. ;~ v 3 ~; f '~ Acger~da Ct~rn too. ~li~ (d~ ~G}-11-t~7 3. Consider governance modals teat will ensure adepuate decision n~akin ~~ a manner that will pro~:~~~ 1c - the protection and restoration of the Lake Sir~rcae watershed as ~ v,~!~c~le and which will include, but is not limited to, ~~~:~'~~~ ~ratior~ among ~:a~~;;isicn-making agencies; enhanced opportunities for cite~~n and stakeholc~_-r engagement, and increased transparency and at~~.ctt~ntabiiity. ?~he i/Varkirtg Groc~~p earr~pleted ther`r report an recar~rnartdatior~s for a rte€-~~ ~o~~ernartce r~tode/ far Lake 5irncae and tl~„s report was received by tt~ie Sfeerirg GGt?7rF7ltt~'G' of7 ~Grt~ ,~(~, ~t~t~ ~. i he L S`EP~fiS Steering Gornr~iftee rept~rt is ~ravia'ad in draft as an attachment to fhrs Staf' ~e~c~rt. It is arrtraipated tl~e final ,~~apt~rt ~riif ha available far fete November hoard ~i~etirtc~. ?~he purpose cif this Staff Re,:~or~t ~°s to review the recarrtmertdatiarts of the LSE,r~1S Steering Committee and to request tte Beard`s endorserne,~tt of these racomr~andations. LSEI~iS ~§/t~rking Group - Recomrner~dations for a dew Governance: In 2i~v5, the LSEI'~IS partnership, throughthe Lake Sirncoe Region ConservationAutl~~oritpr, began a public consultation process to review achievements of ti"ie 15 year history of the LSEMS partnership, which was focused on improving water quality in Lake Simcoe, and map the future of ~SEMS. Stakeholders around the lake indicated a need for a more collaborative approach to encourage public participation, integrated action and broader community engagement during the development of a common sat of goals and strategies to protect, restore and improve the Lake. A LSEMS Working Group, consisting of representatives from the provincial gc~vernrnenf, citizens, anglerslhunters; the farming community, local environmental groups, development industry, the conservation authority, chambers of commerce and r~tunicipal government was formed to collaborate on an updated vision far a Lake Simcoe governance model. After discussions and review of additions! watershed models, as well as the public consultation process, the Working Group agreed that value added governance for the Lake must include the following: 3? .`'x'31' '?upc;-` ?;c~. 77-~!7-E3t~~ €!e ltio. AL a~~~ ~4c~er~d~ Ite~r~ Na. VCl (a} E3UD-'t1-Q7 • The new partn~r~`-,;. rust engage gov~ rnment, industry and the public egui~al` IY by p-cn~t~-~g a Cc~il~t~arative iVlanager,~~~7t ~lpprc~ach. • The new ~ar~nF r~~ `:ip should ~ramo'.~~ ir~.formaticr~ sharing, cQilabaratian and cooperation sa th.:~ there i~ a r =~riity nt Purpose. • The new partnership must not duplicate existing responsibilities ~i.e municipalities. the Lake Sirrcae Rec~ian Canservatic~n Authority. It will peavide value added. • The new partnership should create an alliance of Lake Charrspic~ns V1lha Can ~ff~ect Change by bringing high lave! political appointments at all levels cf government, industry and the public together. • The new partnership must be supported by dedicated staff and carnrnitted resources so that there is One Voice fc~r the Lake -- One Central Point of Contact. ( hp concept of One Voice does not imply the Secretariat will take aver the responsibilities ofthe Lake Simcoe egian Conservation Authority, the Lau res of the Lake, MOE, PJII~JR, tVlPIR, etc.} This may consist of a srnafl group of core staff that will carnr~rise a Lake Simcoe Secretariat. • The Secretariat must be sufficiently resourced sa that it has Sustainable, Reliable ~ Adequate Revenue to arable it to work with all partners to promote irformaticn sharing, collaboration and cooperation. • The Secretariat should be located (at least at the outset) in the offices of the Lake Sirncoe Region Conservation Authority but should have its awn website, phone rumberand dedicated resources. Staff from the Conservation Authority who have been providing LSEMS sup; ort should be actively engaged in the new Secretariat to promote knowledge retention and continuity. • The new governance model needs to be Implemented Quickly to build an the marr~enlurn of public participation created aver the past two years. in girder to operatianalize these statements, the Working Group suggested, though not t~rt~nirnously, a governance option shown in Figure 1 fallowing. ~, ,.,> Staft Repot ~'~~. 77-7-~~C' Page tea. 5 of File. t~lo. ALSR Agenda Item t ~o. V11 t~'l ~O~-1 ~ -t}7 ~Ig(~ire '~ ~ecre'arat f Science & ~ ~ ~aiicy 8 Monitarmg Planning Subcommittee ~ Subcommittee lake Simcoe Governing Gourcii lake Simcoe Executive Committee Restoration, Retrofitting, Remediation & Stewardship Subcommittee Fund (Communication, Coordination 1 Education 8 Subcommittee II flutrea~h Sutx:ommittee under this proposed structure option, the Governing Council would be made up of high level peiiticaE appointments at a}l levels of government, as well as high level representatives tram industry and the pub{ic. The Governing Council would represent an alliance of Lake Champions wh© can effect change and would be the responsible and accountable body for strategic vision and overall budget accountability. The Governing Council would meet once or several times each year. The V'Jarking Group also discussed the establishment of a Lake Simcoe Secretariat as a separate and distinct entity Pram the Gonservatian Authority, to provide dedicated staff to the new partnership. The functions of the Lake Simcoe Secretariat could include: • Coordinate, liaise and integrate partner efforts focused an Lake Simcoe by strengthening existing partnership and building new alliances. • Track progress, produce reports and records of achievement and documentation. Act as a conduit and linkage to the Lake Champions. • Support the efforts of the Executive Committee, Governing Council and any Subcommittees that emerge. The Working Group a}so recommended the creation of Functionally Aligned Subcommittees. Subcommittees which could include: • Science 8 Monitoring; • Policy & Planning; • Restoration, Retrofitting & Remediation (Stewardship; • Fund Coordination; • Communication, Education & Outreach. ?~2 Staff Deport No. 77-07-BC7D Page Igo. 6 of ~ ~ , Fi#e too. AL~R Agenda item No. V## (d} BOD-11-Q7 The 1Norking Group report was delivered to the Steering r:,ammittee in late June. In preparation for a Steering Committee submission in mid-Navernber to the Province, watershed municipalities and the Conservation Authority's Board of Directors, the LSEMS Steering Committee have carefu#iy reviewed the recommendations of the Working Gr~-up and have provided a #ist of recommendations for a future governace mode'... as outlined in the attached report emit#ed Towards a New Govemce Model for Lake Simcoe. The Steering Committee subrnissian as we## as the Working Group report is expected to be considered byt~ie Province as part of their de#iberations on new legis#ation. The draft report of the Steering Committee is appended as Attachment 2. {Note: the report of the Working Group can be accessed at wvrv+r.lsems.info} Issues; The governance model option from the Working Group presents a number of issues far municipa# government and the Conservation Authority. While the intent and principles cf value-added governance, long term stab#e funding, increased representatian from both community groups and industry and additanal staff to assist in administration is supported by Authority staff, an option that proposes the establishment of a separate entity, distinct from the Conservation Authority to deliver this program cannot be supported by staff. The Lake Simcae Region Conservation Authority has ably led the LSEMS partnership for the past 17 years. This has net been an easy task in the face of growth pressures, uncertain funding #evels, watershed size and divergent resident interests. Staff agree that the governance structure far the next phase of LSEMS could be refined and improved. Changes in governance have occurred before to make the partnership more responsive to changing conditions and are indicated at th#s juncture based an public input. Staff are of the opinion that the areas of required change are threefold: Widening the circle of ir~vo#vement at many levels to include representation from industry and members of public. At the outset this should include additonal members on the Executive Gammittee or senior politica# #eve#, the Steering Committee or guiding leve#, at the technica# levels and in public involvement. The provision of increased and adequate stable funding, not solely dependant on municipal tax revenues. AEI levels of government and the private sector shau#d be engaged to assist in funding appropriate levels of remediation. The provision of dedicated administrative and technical staff to support a stronger LSENlS partnership and undertake the necessary coordination and technica# work. ~~ `N ~.ff Retaort ~~~. 77-C~7-~?~C~ f= ale Via. 7 ca€ ~° F-i(e hlc~. ALSR .~gendat Item No. VEI (aj g{}D-11-~~;' The lNorking i~roup proposed model speaks to all of these ir<provarnent areas, but secs the expanded administrative and terhrieai staff as being separate from the Consar~!atior~ Authority. Authority and municipal staff ';eve a number of issues with that aspect cf the Working Group's report particularly. Staff and the LSE(v1S Steering ~: ommitten are of the apinicn tt,;at a separate entity ~,~rill lead tJ: • Duplication cif activities a!d canfusi;:an of roles with those of the Gor~servaticn Authority, • Lass of car;~c,rate and institutional knowledge from the past 17 years, • Financiai inefficiency as the proposed entity requires an entirely new administrative structure, and • Difficulties in supporting the program from a technical standpoint with t. ~e lirrFited number cf qualified experts and staff available to sit c~ tl~e aver increasing range cf advisory panels anct technical subcommittees. Sased open the above review of the LSE~~iS Steering Camrr~ittee of fhe iNorking Groups Report, the Steering Committee made some madificati;:;ns to relfect the fallowing structure (Figure 2) and a se<<<eatariate supported by the LSRCA. Fig::re 2 ' Cort~x.~itisxr f2eprese!7,at.~'t Fr;-rn ttr~ t*!~e :~~res - GQVERI`J{tea ~'~ ,~-^ ~~;an~s a,w t;!e p;;~,c ~ SUP Ji:;iL H gh le,~' :~~i;~! ~x!~nr~s s he ~sn acx r~~rrz~s as vei; as an-ttte-~^~;~i :aaryss!or ~nae t `~ F;~tdtms: Fv:f,~,s,~~s for the .take face±a?e a~!u~;. st~at~~!c ti~srx~ & pnv ~t}• sit+rk3, ~ cxrnurn~i:g is the L::ke SeGr~tarlc~t 1 E?CFCUTiVE CUP~IMIT~~ f=UNCTIC~NA[_ SUBCC?MMIT~ES Gxtp~Urn F~x''atiora gran the the s~t~t-es; s,ha~~ tx~Il~xxdli'~~ Fu~titxts: s.r3te~ic p~'~'~3; f~xf n~, ~(xa5a7 - ~ ~xr~ing cow rr~: a ~ ~e {fri7i!ty ~ ~ furs!tr~t `rim Staff Report Na. 77.07-BQD rage No. ~ of 8 - Fiie No. ALSR Agenda Item No. Vii {d~ B(~D-1 ~ -07 it is therefore reeomr+ vended that {he Authority's Board advise the federal government, First Nations, Province, watershed municipalities anti tho Conservation Foundation of its support far the LSEMS Steering Committee Report on "Towards A New Governance Model for Lake Cimct~e" with the Lake Simcoe Region Conservation Authority as the secretariate fora revitalized Phase 1V partnership, subject to refinement to the current governance structure, including: Additonal representation from the public and industry cn the LSEMS Executive Committee, Steering Committee and repaired Technical and Working Committees. increased stable long term funding from multiple sources. The provision of dedicated administrative and technical staff within the Conservation Authority to support ~ stronger partnership. Summary and Recommendation• THAT Staff Report No. 77-07-Bt~D regarding the Report of the LSEMS Steering Committee - Toward A New Governance Model for Lake Simcoe be approved; and THAT the Lake Simcoe Region Conservation Authority endorses the recommendations of the LSEPJIS Steering Committee Report; and FURTHER that Authority's support for the Steering Committee's Report and Recommendations, as well as a copy of Staff Report Na. 76-Q7-BC}D be forv4~arded to the Premier, Ministers of provincial signatories to the LSEMS partnership, MC?U, Fisheries and Oceans Canada, Chief, Chippawas of Georgina First Nations and watershed municipal Chairs, Mayors and Councils. Recommended by: Q. Gayle Wood, CMM li! Ghief Administrative Officer Attachments: {1}!-BENS Phase il! Progress Report -Summary (2) Towards A New Governance Model for Lake Simcoe -Draft Report of the LSEMS Steering Committee ~> ~'c~v~ar~ ~~ C~~oern~nce ~c-del Fir ~.ak~ im+co~ Report cif the Lake irncc~e ~nvirc~nmental Management ~trate~ steering C4mrr~ittee (graft 3 j ._ ~ i . ~. LAK E r.~..* St~GC3E ENVIRONMENTAL MANAGEMENT STRATEGY November 7, 2087 ~` . Tab~~ of Cc~ntertts `' Page Number Members of the LSEMS 1~^Jorking Group ....................... ...........................................3 Members of the LSEMS Steering Committee ................. .........................................4 E <ecutive Summary ............. ~ Summary of Recommendations of the Steering Committee ....................... ..............6 7. Introduction ................ 2. What The Lake Needs ........... 10 ..................................................................... 3. The Principles of Good Governance .................. ........................................... ~ a 4• Critical Elements for Developing a Lake Simcoe Governance Model...,........ .....................................................................14 5. Lessons & Leanings From Qther Governance Models ...............................15 6. Key Elements of a New Governance Model for Lake Simcoe ......................16 7. Summary ~ Recornmerdations ......................... ..........................................23 Appendices: Appendix R: LSEMS Working Group Charter Appendix B: LSEMS lNorking Group Report, June 2007 ''° (®raft) Report -November 7, 20Q7 -.~. Towards A New Governance Model for Lake Simcoe ~rftr """""° LSEMS Steering Committee 2 ~~-} ~~'~,+~}~~~t:~ 'Ji ~' i..c~~ ~tllGO~ ~[1'~tErtl ~~,~''i i`i1~ri~~a£?rT;i",t ~trottr,"-~J~ ~,r<~i{l~;rSi"',' Cyr ~ ;~.aiiy avkno x,-.~~,~~=~, a(I sta4c~~~~_ ~; rs ~t~~rho ~~:~~ u,~a*.ed irr cor~su(taaiQns ran fhe fut~~re of L ~.? `'ir~i:;~~, ~ c~ i~-, part;ruiar v~r~is'; ~~ ti~ar~}~ the d~~i;~ated eommitrryen~ ~ncl ~risi~n of the ~ ~•~P~? V'°e~rking Grote who presented t~~e fraun~ation for this repc~~. Mi~r~b~~t~ ~~ the C;~~~ ~c~~~ Er~vir~~m~i~tal ~n~g~rt~~r~'~ ~tr~te~y l~'~~~-(~~n C~r~~p ~/i ~G~I6i4[I~t~f[l K}I111 ~ey,/i~ ~ Wt4: 1. ri rl 5~ ~«.+f VFl3+[it~i.~4 ~- /'1~LW rt iBi 4\i R~erxtider ~ fJtinis.r-y ~~ }he Lr~virorl~r nt I Anne Peary, Co-Chair ~ Ei~zabeth Janz , i il~iristry of Natural Resources r~et~r ~`v'arin~ , Cc-Ck;a r Aurora} _ _ _ __ __ f Re~iona} h~unici ~lity cf Ycrk ~ ~~:;°bara J~~rt~,_ 'Karen Ant~r~io Hadca;,k -~ Cit of Barrie ! ~~ichard Fosvuard ~ Steve Patterson ~~si~eries and aceat^s_Cana~aa ~~P,eEa_nie i~oivin _ -__ ---- - 'Chris Strand ~~ ~ Durham Federation of ~ ~d B~avh A~ ric ~ !' u re _ ~ _ ~ } ~ Fede~~a~.ion ofAng(ers and _ Vtres Brown ~_ ___~ _ ~ ~Nunters __ _ ~ Ladies of the L_akerThe ~'~rave { Annabel Siaig ~t ~ Goody Lerner _~~_? Rescue Lake Sirrcoe CO3}it iot" ~ John Giibarrk __~ Building Incustry any Land ~ Marvin Geist ~~ j Jessica Ann,s ~ Deue}c~ rr?~ent _ I ~ ~ Lake Simcoe Region Conservation Authori~ _ ~ Gayle VVc~od j ~ mike'~~`aiters Lake Simooe Canservatior Foundation _ ' debby Beatty _~ ~ Kimberley MacKenzie Administrative ;3uppo~ to :Gina Gasey, LSRCA LS FMS i ~ I Facilitator ;Karen V`dianecki, PEanning I Solutions C '-`.' (L3raft) Report - November 7, 2t}07 ~ ~,:dw..,., Towards A New Governance Model for Lake Sirneoe '°a"",~ tS~P~S GEeerirrg Comrrr?tee L.,~k~ ~irr~~c~~ `r~~i-~ur,r~tent::~~ `~'I~~r~~i~~:i~er~t Str~t~cxr S~t;erEnc~ C;crtzrr'iittE~t~ r-~-- ------- - Qrganx4iti~r~nrAffiliatic-n ~ tait:e Sin-coe Re:, •n 'Conservation AutP~ ~,rit~~ Minist~ of the Environment S#eerir~g Corrsrnittee ~ Al#ernate ~--~ "~ _ Nferrtber Cayce Wood, Chair Mike V`Jalters~ i Anne Peary ---- Elizabeth Jan~_---- ' -- ityolfgang Scheider ___ _ E Claude Lafrance _ Ministry of t~aturai Resources Tracy Smith ~ Peter Waring ~ (Auror~___-___~ ~_ f ____I Ministry of F~griculture, t=oad S;:,ott Duff _ ~ Hugh Sirr~pson and Rural ~ffaars I Housing cf Municipal Affairs and Bruce SingbuUh~ ~ Tim Ha(~enby g '_ _ I Christy Doyfe Ministry of Public lnfrastrt~eture ~ Ti;a Cirla ~ Trevvr Bingier Renews( _ !Michael Azuf~- Fisheries arrd _Uceans ;a~ Dada I N€elanie Roivin !Chris Strand -~-' Envirorrr~ent Canada ~ Michael Coffin AI-Noor Jarnai -- Chippe~,r~as of Georgina Island --I _ ---- Junr~a Big Can;~~ Sandra Geese ~ First Natio«~ _ _ -~~ ? _ ~ Regional Mur;icipa;ity s~f ~ Nester Chc~rncbay j Nancy Rutherford ~ - Durharn ~~ County of Sirncoe/Ta-~vr~ of ~Je;~~ i Rick Newiove "Ian Bender Teeumseth ~ Regional Murici alit of Y©rk ~ Barb Jeffre ~` Jo!~n I i VVa ler Cit cf t~riilia _ Kathy Suggitt Cit of Barrie ~ Richard Forward Stew Patterson Town of innisfii j Rob McAuley Town of Bradford West !Gard PJliokovic ~ Jay Currier Gwillimbury I ~ Township of Ramara i Richard Bates , _City of Kawartha takes j Richard Danzi~er Administrative Support to LSEMS ~ Gina Casey, t_SRCA _ ~_ Facilitator ~ Karen Wianecki, Planning Solutions {Draft} Re.;art - November ~ , ?QG7 ~ ~....,.,,., Towards A New Governance tvtadel for take Simcae `'"""""' tS~MS Steering Commitfee - Smm~ ~~~C LT! i ~ VL~AIIFF Ek B"'1~ I .•. £ Eor sr~,entaen years, efforts to p~ct~=,.' and restore the health of Lake Simone have beer undenrray through the fake Simcoe Er~4~ironrnen.al PJlanagement Strategy (! SEMS) partnership, under the Leadership of the Lake Sirncoe Region Conservation Authority. C}perating under an interim 1Vtemarar~ctum cf Understanding, the current LSEMS Phase 111 partnership agreement is stated to expire an March 3', 2008. Lr~oking to the future, the LSEMS Steering Committee is recommending a governance model for Lake Simcae that focuses on an expanded collaborative that would align the interests and the effcr#s of business. citizens and all levels of government. I~remised on the advise and guidance farthcorning from the members of tiie Working Group, the LSEMS Steering Committee recognize that there is a need for: Better coardinatian of science; Better coordination of remediator: goaded by an action plan and appropriate resources; Better coardinatian of cammunicatians and education efforts concerning Lake Simcae and its watershed. ~"he Steering Committee supports the principles put forward by the Working Group that the future governance made! be premised crr: + A cailabarative approach that is expanded to include the public and industry along wifh all levels of government; + What the lake needs; + Enhanced cammunicationslcansultation and information sharing; + Avoiding duplication and overlap; + Sustainale and reliable funding; W._ + Strong science and monitoring; + Building on tlFe success of the past; + No new decision making body. The Steering Committee supports the premise that everyone brings a strength and that Lake Champions are needed. The Steering Committee recognizes the importance of moving forward expeditiously with a common vision and set of strategic priorities that are shared by all and consequently, is recommending a governance model that promotes a centralized point of contact through the Lake Simcae Region Conservation Authority who, through an LSEMS Secretariat, will provide support to the new partnership. The Steering Committee is recommending that the new partnership be headed by a LSEMS Executive Council and that its operations be guided by a Steering Committee, bath of which would have representation from government, industry and the public. It is recommending further that the partnership not be a decision making body but rather act as a conduit for information sharing, collaboration and cooperation, as suggested by the Working Group sa that the interests of government, industry and the public are aligned in working far the betterment of Lake Simcoe. It is the expectation that the respective decision making agencies will be committed to action and implementation based upon the recommendations of the new collaborative partnership. The LSEMS Steering Committee recommendations are summarized below. ,~ j ~ (Qreft) Report -November 7, 2007 ~..~.,~. Towerds A New Governance Modes far Lake Simcae ;,;,,~"' LSEMS Steering Committee Recom~ncrrit `:~~ : ref the ?_ake Si~*~car nvi ~nrnai~ta? tt~anacgr:rrent Strategy' Steering C~~i,~rt~it`~ec The LSEMS Steering Cam~~ittee recommends that tine new partnership: ~ ~° • Consists of a collaborative approach that is expanded to include citizens and industry alrsng with all levels of government. • Focuses on what the lake needs. • Promotes enhanced communications, consultation any'? information sharing. • Avoids duplication and overlap. • Does not create a new decision making body. • Has sustained and reliable funding. • wilds on the successes of the past. • Continues to emphasize science-based decision making {science and monitoring). • Supports a centralized point of contact with the Lake Simcoe Region Conservation Authority (LSRCA} acting as the administrative body to support the new partnership. Reeornrr~~~r~c;atrar; #1 (gage 7) The Steering Camniittee sG~ppor±s the statement of the Workng Group that everyone brings strength to a co-ca!'aborative partnership and that Lake Champions are needed. Recommenelatron #2 !}gage 7) The Steering Camm~}tee agrees with using the report of the VG~ork;ng Group as thu foundation for preparing th;s report. Ree~amnier~d~^tior~ #3 (~:~age ~~ The Steering Can~mittee suppcrts the recommendation of the Working Group v~rith respect to what the Lake needs. Recamrner~c'atior7 #4 (page 5) The Steering Committee supports tt~e principles of goad gaverr~Gnce as identified by the YVarking Group in their repai~t. Recornmenci~aiart #5 {page 92) The Steering Committee supports the critical elements required to deve?op a new governance model as identified by the Vvarking Group. Recomrner~datiorr #6 (page 13) The Steering Committee supparis the (earnings taken from other governance models reviewed by the Working Group and the important role that these have in developing a new governance model far Lake Simcoe. Recornrnendation #7 (page 94) The Steering Committee did not agree an the establishment of a new name for the partnership. The Steering Committee recommends that the new partnership determine whether or not a new name is required and/or appropriate. Recornrnendation #8 (page 7 5) The Steering Committee supports the position of the Working Group that the governance model should be implemented through a Memorandum of Understanding (MOU}. ,~j ~~ (Graft} Report -November 7, 2GG7 { ~,,.,,~..,.,~ Towards R New Governance Model for Lake Simcoe '""""""' t_SEMS Steering Committee :„w~. ~ - , _ '{ ~- ~, ~ _ _ , a- ., .. ~_. .7 r~ ~_^ ~~ .~ .. .. ,. .,. ~ 4'~ _ ~ ~ ~r E ~3~- ~il i~ t~f~ 1 c~~., k~ i'~~...1 1~4~~. ~ _ _,~ ~ _I~ ~;i ~~, .~, _ ~ ~-j ~, wrl'. ~ ~'~~. ^,r„ ;, ~.~ ~x1t~ 17 ,. .. gat ~ ,~t ~ _ _ .~~ :'ar~r r ~-~; ~iecl~c#e a :pit: ~ ,'~~ _~- ~~~'llt~~~, ti'J~IU:`i ~ _ ~~-f~~ ,~~ iCt t~' ~"til......;~ ~.~r~"QU~} ~-.~~.~~ c~S ~?~1~' 'EX~CUfi.t~' ~~r~'~~,. ~ - ~ . ~ "_ cf~E`~ ltl~ '.~,''.jPc~ `~:-~,rt^^~°"7C.S ~`~c~~ ~'l~` 5~'~.:aBC~t~ C`'.I` ' ~~ c~r~~.`~,~t ~C~ ttlc~t'13~~ ~~'!~' r1~4V ~~:~r~ t ~ `~~,- ~~~. ~,~- , :`r= Na~:r~.:.,.~~, ecret~~i~t ~e s;.r~~~~r:~,d ~y th=~ Lake irt-~c~e Re~~~n ~Pr;vft7t?i~t1C~!101? ~?_ tr-`~~t? °"', ~~r ~=i,~,'E3r(r?~ l~G[I~P_- `~ ~ 'L'C;~ i `it!'~[v;~ itic~~ ~~"'E* Pl~W S~Ft.IC~U(`2 f10~ ~'DE' CUr'71~~?'SC7tTi~ c~ilC~ GC(°2;}'7~~X ar,;;; tt~,e n~~rT;~er ~;:. >~_~;: .C;~'~~r-~ e~:~ ~~ rin~~ited fa three. ~r~ ~ (graft) RF por* -November 7, 2QQ7 ,~ i ~...~„ Towards. f~ New Governance tJiocfel ftrr Lake Sirx~coe u~,"; „ C sE~iS ~ ,erring Cc,*rimitfee Ar ern~ironmEr'f'~ -..~ ~ ~_~,~; ~~ ,~.~a:E=~~ F'a~r~-.`tip for Lake Sirr~coe has existed infc~~`r~ ~~Iy ~ir~..~ tree mid 't~~ ~ ~ - :: ~; ~;~~;? :,~~t~~:r :~,~,, ~,~-~~~_ a fJlernorandurn of l}nderstanding b~_'o.~ tF~~ province and G~,e L -~_ ~ ~r1GOe Region Cori~:~-~vation Authority. Thr goa! of the partnership I~: To im,r~~~~e and ~-c: r` the hea'~`1 of the Lake Sir-nc~oe watershed ecosystem and,re~±.~>re re,.~eati~_r,ai op;~orturs;zis. LSEMS focuses on restoring a selfsustaining coldwaer fi~~~~r~i ~~~~~ro~,lin wa:f~ quality; reducing phos~!~orus loads to Lake Simcoe and pro~_~rg natural hWritage features and functions. Since f ~~Q, LSEMS has been carried out in phases or planning cycles, under the direction of the LSEiJIS Steering Committee. Over the past seventeen { 17) years, tl}e partnership has expanded to include er,unicipal, federal, first Nation representatives, and citizens and, at the present time, LSEMS membership inc}odes: Chippe~~ras of Georgina Island First Natc~r~, Fisheries c~ Oceans Canada, Ministry of Agriculture, Food and Rura} Affairs, Ministry of the lwnvironr~ent f~linistry of Municipal Affairs ~ blousing Ministry of Natural P,esources, PJlinistry of Public infrastructure Rear waC, Regiona{ Municipality of G~urham, Regional Municipality of York, County cf Simcoe, City of Barrie, City of Kawartha sakes, City of C}riilia, Town of B; adford V'lest Gwil{i~ribur,~ Town of lnnisfil, iown of New Tecurnseth, Township of Oro-Mrdonte, Township of Rarnara, Lake Simcoe Region Conservat<on Foundation, Lake Simcoe Region Conservation Authority and Environment Canada(ex-officio}. The current LSEMS Phase 111 Memorandum of Understanding (fJIC~U} expired on t~"arch 31, 207 but has been rra~:nded to M arch 31, 2G~S through an interim fttlOU. Under the terms of the extender; Phase Ill A4,~~~~~, rr°tt, the l_SL=F~~S pa~ners agreed to cor~nplete three tasks: 1. Finalize the L'<~~.~#v~lS PfLLase 111 Progress l'?epcrt and Public Summary. 2. Cons;der governance rxrodels that vrlli ensure adequate decision making in a manner fhaf tst1iN provide for the protection acrd restoration of the Lake Simcoe v~atershed as a whole arrd which w,Yl incluu"e, but is ;ncf ltmifed to, ecilaborafrerr arrreng decision-making agencies, enhanced o~~aartunities far cifizen acrd stakeholder engagement, and increased tran~carency and accountability; and 3. Finalize a Lake Simcoe Comprehensive Basin Wide Plan for protecting and restoring the health of Lake Simcoe and its watershed, inc{uding consultation with stakeholders and the public. In preparing for a new phase of LSEMS, the Steering Committee through the Lake Simcoe Region Conservation Authority, began atwo-year public consultation process and a Conference was held ire 20G5. Stakeholders throughout that process, conveyed a clear message with respect to the future of the LSEMS partnership -they wanted a more collaborative approach to encourage public participation, integrated action and broader community engagement during the development of a common set of goals and strategies to protect, restore and improve the Lake. .? ~~ Graft) Report - November 7, 2007 ~ i ~ "..~. Towards A New Governance tJlodel for Lake Simcoe "''."'"°~ ISEMS Steering Gomtnrttee The LSEMS Steeping Gomr~ittr;e agreed that it was vital to create a VG~orking Gro~~i: of cammunity, industry, business ar::. y~~tierrkment to craft a report providing :e,~cammendations far the future. The Warking Group car~pleted their report an June 30, 2007, and provided their recommendatians to the Steering Catrsrnittee far review. The Steering Co~r~mittee agreed that it would use... as its foundation, the work aampleted by the LSEMS Working Graup. All agreed that the process undertaken by the Warking Graup had Been comprehensive and that this shoo#d farm the basis upon which to proceed. It was agreed by the Steering Committee however, that where there was an opportunity to clarify, define and enhance the Working Graup Report, all efforts would be made to provide such enhancements. Cri'iCal to capitalizing an the coliecti~~re intelligence of alt partners is the design of a governance structure that meets the needs of the Cake. The Steering Cemrr~ittee supports the Working Group recommendation that.... Everyone Brings A Strength: Responding to the needs of the Lake rep sires extraordinary effort and the collaborative action of the cammunity, volunteers, municipalities, affected First Nations, the Conservation Authority, interest groups and organizations, provincial and federa staff and politicians. Lake Champions Are Needed: The Cake faces a number of critical issues. There is a need to engage senior decisi~;n makers to become champions for the Cake and at~mmit needed resources. i The LSEMS Steering Committee agreed with respect to the process, that... 1. The LSEMS Working Graup Report would €arm the foundation far rnovin the roc ' forward. g p etis 2, The Steering Committee wiii produce a short Report that documents the key recornrnendations that wi" gc forward to the decision makers. 3. The Working Group Report will remain as a stand-atone document and wilt be appended to the Steering Committee recommendations. 4. The UVorking Group Report wi41 not be altered by the Steering Committee. 5. The Steering Gamrnittee will produce its awn set of recamrnendation~, using the Warking Group Report as thc~ foundation for this work. 6. The Steering Committee wiii review the Working Group Report recommendations and wilt determine if there is concurrence with the recommendations or nat. If necessary, cfarificatian will be provided and/or enhancements made to the recommendatians forthcoming from the Warking Graup. The Steering Committee will revisit the recornrnendations and validate the principles. The process will be as follows: i) Begin with the Working Croup Report ii} Do we agree? If not, why not? iii) Are there elements the Working Group missed? ,~. ~~ {Draft) Report -November 7, 2007 ~ .,.. Towards A New Governance Model for Lake Sirncae `""`~°"' LSEMS Steering Committee :,.,~„ 2. 'U~(NAT ~TNE ~.AKE ~EEG~ ~ ~ `£ Members of the C_SEMS Steering Committee are in agreement with the LSEMS Working Group with respect to `what the 'ake needs.' The Steering Committee confirm their support for the following: - _ _- The Steering Committee s~.tpparts the Working Group recommendation that the lake needs... • An Appreciation That Time is Cf the Essence" • Lake Champions - An Affiance of f~ecision Makers and Catalysts Whc Can Effect Change* • A Common Vision that is Shared By All • A Unity of Purpose & Action to Address the Priorities cf tl;e Lake` • Strategic readership • One Cen#raiized Point of Contact • Sustainable Funding (Adequate, Reliable & Dedicated) and the Ability fo Lever Funding From A Number of Sources, Including Partners to Address the Priorities of the Lake` • Efficient and Effective Resource ANocation • Efficient and Effective Public-~'rivate Partnerships • Pntegrated and Coordinated Pions of Action • A Meaningfully Engaged Public Who Feei A Sense of O~^rnership and Pride in the Lake An Ecosystem-Based Management Approach ;A Holistic Approach; A Balanced Approach Based on the Ecosystem}* • .~ Collaborative V~"eb of Constituents and Stakeholders • An Enhanced Monitoring and Analysis System Treat !s Connected To Indicators of Watershed Health • Continued Emphasis on Science, Data Collection and infarrr;ation Sharing Denotes embellishments made by the Steering Cornrnittee to enhance the Working Group report which are noted in italics. 3. THE PRINCIPLES OF GOOD GC}VERNANGE White there is a great deal of literature available an the subject of governance, there are several fundamental principEes upon which good governance is based. These can be categorized as follows: 1. Legitimacy and Voice (Partieipatian, Gansensus orientation] 2. Direction (Strategic vision) 3. Performance (Responsiveness, Effectiveness and Efficiency} 4. Accountability (Accountability, Transparency} 5. Fairness (Equity, Rule of Law) Goad governance requires that same element of ail five prirteiples be present. ~- ~ (Draft! Report -November 7, 2007 t ~ s.~ ....~ Towards A New Governance Model for Cake Sirncoe ' °°"'"" tSEMS Steerir:q Committee ' ieurtn ~.. TF~e ! SEI~S Steering Car~tmtttee scrp~,crts the principles t~f good govr~rnance, as identified by the LSENS y4lorking ~r~;up, as fc~liows: inclusiveness ,accountability transparency simplicity Lake Champions unity of purpotie callabarative constituents integrated plans of action appropriately resourced cost efficient lake & watershed focused ability to inform decisions Gammon vision strategic leadership enhanced monitoring effective partnerships single point of contact practical, implementabie integrated with other r~tandates promotes information sharing discourages duplication/ overlap engaged public-ownership pride ecosystem-based continued emphasis en science In building on the L"~`orking Group Report, the S±eering Comrr~ittee has taken these principles and defined them to ensure that all partners fully understand their meaning in the context of the recommended governance structure for Lake Sir}coe and its watershed: 1. Governance: Governance does nit equate to government; it is the process vrhereby which organizations interact; hcw they relate to their constituents and how decisions are made; a process whereby organization's make important decisions, determine :vl`Eo they will involve in the process and how accountability is rendered. (Working Group i~efinition} 2. Inclusiveness {af all representative interests}: In a partnership, inclusiveness includes all interested stakeholders, where interests of all are aligned tavrards a common obEective and shared goal, fostering respeot for all stakeholders and their perspectives. (Steering tiarnrnittee Definition}, - ,3. Accountability: May be dictated or implied by law, regulation, or agreement. in leadership roles. accountability is the acknowledgement and assumption of responsibility far actions, products, decisions, and policies including the administration, governance and implementation within the scope of the role or ernplayment position and encompassing the obligation to report, explain and be answerable for resulting consequences. In public organizations accountability is based on methods of public reporting and increased opportunity of public and industry participation. (External Sources Definition} ~. Transparency: In governments, a body of law, regulation, and practice has grown to ensure that ordinary citizens have access ±o meetings of government officials, are able to request and receive government documents, and are able to input into government decisions and rule-making. Transparency allows the public to openly see the activities of the organization; requires timely release of information; ensures transactions and processes are readily identifiable and accountable; ensures clear tracking of activities; educates citizens; and ensures citizens can hold officials accountable for the actions. (External 5:.: urces Definitions) 3. Simplicity and easily understood: Simplicity minimizes complexities to ensure that the scope, structure and function of governance and the vision for the Lake is understandable to as many as passible. (Steering Committee Definition} ,~ ~ {Draft} Report -November T, 207 E«': ~_„, Towards A New Governance PJiodel far take Sirncoe "~`"`""" ISEMS Steering camrnittee ,,,,,.m 6. f~ [ ~~'cpr;~.teiy E:c~~sc~~r;ed~ Ads _~.a~>._ -~r~;s and ~,`~ _ ~e~c~u--es and requests tc'dei~°er c ~ ~;~c;,: ~ ~ t~~a <~-Yd de':iverai~l~-s c. ~r spec`~c tirY~lines (strategic plan, business pia., ar'~ a:::~:av: ~r~c~kpians} from all partners. (Ste;:rin~g Gornrnittee Definition) Efficient a:d Effective Resource Allocation avoids wasting resources t~7ro~.a~h discussions cn the strategic vision for the lake, roles and responsibilities, and disc~ssian an elirninatian of duplication and overlap. (Steering Carnrnittee Definition} Efficient and Effective Public-Private Partnerships enab~e the organization to obtainlraise/garner rnanev from both public and private sources towards the organizations goals. ~Steerng Cor~r-ni~ee Definition} 7. Crrs# Efficient: A cost-efficient organization will be the most effective with as little waste of time ar effort or expense. (External Sources Definition} 8. Lake and Watershed focused; Lake focused is where the lake is the centre for existing and future strategic directions and decisions for the organization; goals for the lake will be the drivers and stimulus. (External Sources Definition} Watershed focus: A watershed is focused cn a drainage basin or river catchment which is that region of land whose wafer drains into a specified body of water; and a watershed focus would be similar to "lake faces' but an a watershed basis. (External Sources Definition} 9. Ability to inform decisions: Informing decisions allows partnerships to give recommendations about a decision or course of action and to meet and exchange views to reach a decision. (External Sources Definition) 10. Based on a single point of contact: "A face for the lake" as a centralized paint of eor`.act provides one window approach to lake and watershed management. (Vdorking Group Definition) 11. Rractical, implementable and applicable to LSEMS (The Forum Fits the Fuss): A new partnership must meet the needs of the lake and the needs of the people (citizens, industries, and governments) around the lake; and it should be fiscally achievable. (W~rking Group Definition) 12. tntegrated with the mandates and requirements of other organizations and agencies: The new made! must be harmonized so that it can operate together with government operational frameworks; it should align with existing mandates and build an them. (Working Group Definition) 13. Prorr~ rtes information sharing, cooperation and coordination of effort: Sharing of infarn anon, co-operation and co-ordination of all partners - government and stakeholders will provide for shared ownership of the resources as well as achieve operational efficiencies and effectiveness in resource allocation to achieve shared goals. (Working Group Definition) 14. Discourage duplication and overlap: A new partnership must not duplicate current mandates, but provide value added from each partner. (Working Group Definition) :; ~ (graft} Report -November 7, 200? ~ 2 ~i;,M ..~. Towards A New Governance Model for Lake Simcoe ' "'"""' LSEMS Steering Committee :...~.. 15. Lak+~ Champions: Nigh pr~f~{e ~~~~siwn ~~et-F ~-s ~rrho c~~~ ~, .. ...~,.,.~ resaElrces, ~- ~-a pos~~~~~re change and offer a stro~~ger voice t~-r t`.e Lai<e and watershed are nr:~c~_~~. {Working Group Definition) } 46. A Cornmon Vision that is Shared By Atl and A Unity of Purpose: A shared strategic vision and action plan for the Lake is required. (External Source Definition) 'l 7. Strategic leadership: The strategy is the plan; strategic leadership is the thinking and decision making required to de~eiap and effect the plan implies leading complex consequential decisions for future action in uncertain, complex, and ambiguous er,~ironments based on !~nowiedge and experience and with assumed levels of risk. (Exrernal Source Definition) 1$, Integrated and Coordinated Plans of Action: Business Plans and Vttorkpians must be operationalized under unity of purpose and common vision to achieve SMART goals for the Lake - Specifc, Measurable, Achievable, Realistic and Timebound. (Working Group Definitif,ri) 'I 9. A Meaningfully Engaged Public Who Feel A Sense of C}wnership & Pride in the lake: (refer to inclusiveness under 2} 2tI. An Ecosystem-Based Management Approach: The Ecosystem Appr©ach is considered one of the most important principles of sustainable environmental management. The Sixth Conference of the Parties to the Convention an Biological C~iversity defi~~ed the Ecosystem Approach in Decision V16, Annex A, section T as 'a strategy for the integrated management of land, water and living resources that promotes conservation and sustainable use in an equitable way'. Essentially it requ`res the taking into consideration of the effects of actions on every element of an ecc ystem, based an the reeagnition that aN elements of an ecosystem are linked. {External Source Definition} 20. A Collaborative Web of Constituents and Stakeholders: hietworks of people who have an interest and are engaCed in working towards the common vision and unity of purpose are deemed to be the best farm of public engagement. {WVorking Group Definition) 21. An Enhanced Monitoring and Analysis System That !s Connected To Indicators of Watershed Health: Building on the current work under LSEMS and enhancing monitoring and analysis wiq address the current state of the watershed and lake and will help to target areas for remediation. {Working Group /Steering Committee Definition) Z0. Continued Emphasis on Science, Data Collection and Information Sharing: Science provides a strong basis for making informed decisions. Updated scientific data, which is easily understood and shared with all stakeholders, will assist in making decisions that can be supported by all stakeholders. (Steering Committee Definition) ~~,.; ~~« (E?raft} Report -November 7, 2007 ~ ~ E.~....,.,,. Towards A New Governance Mabel for fake Simcoe ",";,"'" C.SEMS Steenrrg Committee 4. G~l~`ICAL FLEM~`~tT~ F~,7~ C}EV~~.~P6t~t~ ~4 LAKE SIM~C3E G~10ERi~At~C~ tVEC}[~~~ ~ ~~ m~ The Steering Gammittee supports the Worming gaup Report that identified the faiiowinc~ elements as being critical in developing a new governance made!: Tithe /s C?f the Essence: Moving the process forward quickly is critical. Action is needed now Partnerships Are Critical -Inclusiveness /s Essential: The future of take. Simcae and its watershed depends on a partnership approach where the interests of all are afiyned toward a common objective and a shared goal, The overnance model needs to be inclusive of the interests of the public, government and Indust An Ecosystem-Based ll,+lanagement Approach That Supports a take 8 Watershed Focus: The issues facing the take are complex and multi-faceted. The governance model needs to be broad enough in scope to address the key issues and flexible enough to take into account local circumstances and conditions. The new take Simcae partnership should not be seen to be 'everything to everyone' but it should provide a forum to assist partners in coming together for a collective purpose. It should be watershed focused. Practical, /mplementab/e & Applicable (Fit the Forum to the Fuss}: The development of a new governance structure for take Simcoe and i#s watershed needs to be cognizant of the current fiscal climate. Any governance model needs to focus on addressing the core functions and mandate of the partnership. There is a need to `fit the forum to the fuss' and not overbuild ar over-design an unnecessarily complicated model. The model also needs to be easy to irnpler~ Trent, simple and easily understood. Prevents Duplication 8 Overlap and Instead Promotes Information Sharing, Coltabc~ratian and Cooperation: The development of a new governance model needs to be aligned with existing organizational structure and legislative mandates. Any new governance mode! must take into account the prevailing role and legislated responsibilities of the partners, including provincial and federal agencies, municipalities (local and regions!}, and the Lake Simcoe Region Conservation Authority. The new governance model must provide linkages to those structures that already exist. It must provide value added. It must build on the considerable strengths of the past LSEMS partnership and, at the same time, further engage the public and industry. Accountability: The development of a new governance model for Lake Simcoe and its watershed needs to adhere to the principles of transparency and accountability. It needs to be premised on aforward-focused, strategic and visionary approach that provides an opportunity for increased public and industry participation, one that is based on formalized methods of public reporting. Effects Change: The new governance model must be focused on information sharing, coHabaratian and cooperation. It must engage people at all levels and it must clearly identify to its members, the public and industry, the delineation between those who are in a position of decision making au#hority and those who are responsible for implementation. It must have the ability to inform and influence decisions that impact the Lake and its watershed. The mode! must be both sufficiently resaurced and cost efficient. The model, to be effective, needs to promote an allianoe of Lake-based interests that are united in their implementation efforts, based on a defined vision and agreed upon set of strategic priorities. W (Draft} Report -November 7, 2007 ~ ,~ ~:,. Towards A New Governance Model for Lake Simcoe """"'" LSEMS Steering Committee ~,~.. ~. ~4-.~.5~:'Wi~~.r 1tl~,4'f~..€ L.~:..~iFiE'4«~ti.1 ~r~A~t~ l,.~k~L~_r Thee Steering Cc rE~mittte did r}ct debate tine lessors and learrir~g~ fror7 ot!~er rnodel;~ but cc~~c~:rred that tF~e ccncl~~sior~s ora~~~n b}r he ~^~torking C ~;~. ~: appeared to be reflected in the following: Comrrri€rnent From ~3a~ t°~lic~h: lnvelve the highest Gavels of leadership in the governance structure. Core S#aff Are F~sent'al: Core stet{ are essential to getting the jots done Engage the eight i'ec~ple: Du -~'t be concerned abo!.=~ engaging lame gro~:ps. Encourage a broad specrurn of participation. Set St~AF7 c~c~als: Set specific, measurable, achievable, results driven and time bound go«~s. Foeerac~afion of Scieraee: Use science as the foundation far decision-making t'~1ake s~.rre scientists are at the table and that decisions are based on sound science. Tre Steering Co~~~~m~ttee reeegnizes that decisions are based c~n the foundation at environmertai science as v~ell as economic and soci;~i considerations. Collataorative IVtaraagement: ~1iE"ersrfied Funtirr-ag: Institutionalize Cooperat~ora: Establish an integrated structure for collaborative management. Secure a sustainable, appropriate ar~d diversified funding base. Provide incentives/methods fear institutionalizing cooperation. Learn from ethers. Assess & Cornnaunicate Progress:Conduct regular assessments of goals. Demonstrate marks of success and report on progress. Fit the Forum to the Foss: Focus on a `made for Lake Simcoe' solution. Agrees' Upon Action F/era: Develop an Action Plan that everyone can commit to. Encourage the participation of local groups. Exercise Due Qifigence: Exercise due diligence -continue to revisit the past to be sure nothing has been missed or overlooked. IVlembers of the Steering Gorrtmittee support these learnings and the important role that these tnril- have in developing a new governance model for Lake Simcoe. (Draft} Report -November 7, 2(JC3' ~ S ~"~ ., Towards A flew GcverrFar7ce Motet far Lake Simcce ~ ~;";;`~.~ LS~MS Steering ~..ommittee ~. ~~Y EL~~If~# ~~ CAF ~ N~Vtf ~~V~~lVAP~C~ ~C}Q~~. FAR ~.AFCE SIINlCQ~ Griticaf to moving forward is having in place a governance structure that brings tagether ti•re various stakeholders to work tagether to meet the needs of tr.e Lake. This Report is intended to outline a governan :e model tar the Lake that reconciles competing interests, forges new cooperative partnerships and explores opportunities far inno~~ 'ion and learning. The successor to the LSEMS partnership must dr~ considered in sight of the foSlawing: A Shared Purpose & A Sense of tlrgertcy. The future of Lake Sirncoe is large/}~ de,~aendent on partner effor's being aligned and motivated by a shared purt~ese. fJrgent action is neec+'ed. 1`he operating prerr~ise of `action decayed would be results denied' needs to faefor prorfinently in the establydhrr;e.~t acrd start up of the new go~~ernance model. e4 Callabe~ratitre Strucfure Tttaf i-9aximizes Etficiencies. Design a reporting structure that maxirr~izes efficiencies and promotes integration. Support the committee structure with dedicated staff and oFe,rating resources. Priority Setting. The wo; k of tfre new partnership nee.~s to be guided by a defined time horizon for completing its work. {Nhile there w~tl continue tc~ be opportunities to focus on the Lake and its watershed over the bng term, critical issues need to be addressed within. a finite timefrarrre. There is a Head for all partners to work tagether tc: effect change based on agreed-upon strategic priori%ies. Regular reporting on p~agress should be part of the overall reporting structure and mandate. All reporting shoulc` reflect Phis defined end point and specific measures ref pe~fc;rmance should be defined accordingly. ~ Face For the Lake. Thtr V~'crking C=oup repo,~t called fur a `face' far take Simcc~e. Many representatives at tie Steeri,~g G~;rnrnittee taute were cf the view that the Lake Simcoe Regi~.n Conservation Authority lies been and continues to be the face for Lake Sir7coe and its v,atershed. Steer~~g Committee rnernbers felt strongly that no new decision r°raking entity should be created t~,~t ~r~~ou/d duplicate the effori`s of the tSRCA and further that an~~ support function protifided to the new partnership should be through the LSF?GA. Mar;. felt that rescurcing tc support LuEMS she~lld be formalized and that the role of the LSRGA should be strengthened in this regard. Ertvirortmentat Reporfingr. Ali reporting or tracking progress needs to dovetail with measurable br?-the-grcfund results.' In this regard, a reporting structure needs to be defined up front. Annual Progress l?eports should clearly and concisely define the goat, what action was to be taken; the resuits and what remains to be completed. Note: There was no agreement by the Steering Committee on the foil©wing... A New Name...The need far and value of assigning a new name to LSEMS. Some members felt there was real value in capitalizing on the 17-year LSEMS partnership; others felt a new name would promote a new approach to doing business. The Steering Committee recommends that the new partnership determine whether or not a new name is required and/ar appropriate. ~ o~'. {Draft] Report -November 7, ZOQ7 ~ ~ E•..~ Towards A New Governance Model for Lake Simcoe "°","'~ LSEMS Steering Committee ~.w„., ~$ The C}etaiEs r3f Cane Goverw~anc~ r~ic~~a i' f~he Steerin~~Gornmittee s~,~;#;~r2s ~.ItB positiort of the Wrrrkirtg Group that the cdoverrtance (I enode# sh~~~~'rs tue ir~npleme~ 'cd t`~rough a N#emorar~durn of Llrtderstar~c3ing {#SROU). I i #rrtplernentat#on by Mt~U The details of the governance model were also discussed from an implementation perspective. ~ Members of the Steering Committee support a governance model that is enabled by a i Memorandum of tJnderstar~dir~g Many members of the Steering Carnrnittee discussed the range of implementation possibilities and Hated that governance,_ ;,; c;~te~f dv le~islat+of-~ could prove particularly problematic if it focused on creating ancther v~~a4ershed based agency. Municipalities were particularly concerned with any suggestion to create a duplicate agency and noted that the creation of a Lake Simcoe secretariat, un:ess closely aligned with the work of the LSRCA would pose significant funding dilemmas a~ the municipal level, as well as duplication of mandates, contrary to agreed upon principles. The governance model that was includes in the Working Group Report promotes: • an overall Governing Council {political arm}; • an Executive Committee (cperatianal arm); and • a series of Subcommittees aligned on a functional basis but with representation from each of the three spheres: government, industry and business. The Working Group made! appears schematically belovr: Lake Simcoe Governing Council l Secretar~a~ Science & Folicy ~ Monitoring Planning Subcommittee Subcommittee Lake Simcoe Executive Committee Restoration, Retrofitting, Remediation & Stewardship Subcommittee Fund Coordination Subcommittee Communication, Education ~ Outreach Subcommittee The Working Group identified a potential governance structure that would be lead by a Governing Council, driven by an Executive Committee, supported by a Lake Simcoe Secretariat and focusing on five care functional areas, with Subcommittees being created to address each of these areas. ([}raft) Report -November 7, 2007 # ~ f.."~...," Towards A New Governance Model for Lake Simcoe »"'"w" ISEMS Steering Committee Fn"m The ^teerinq Committee reviewed the sr:~^~=:?ed rr,t~de and first eval~.:atcd ~`. strengths arrd litritations, Euild~~~g on t`~e strengths cif them =€, a Governance strucl..~e ~~~:~s craf<ed bry the Steering Com~rrttae t~~ reflect tl~e principles of ~;~od governance, The re u;ts of the Steering . Cornrn~ttee del~beratEOns are summarized below: ,- j Executive Cauncit (Formerly Governing ~ Pros Cons r~uncil in the Working Grt~up Report} ~--- ~ C~m~~s~tion Nigh level political appointme~~ts who i • Almost identical to current I can access resources and who can commit to ~ Execufive advisory I effecting change based an Lake priorities as weI! as E Council for LSEMS on-the-ground catalysts for change. ~ except that it would include industry and the Functions public ~ • influences -resource allocation Would address V'dG • Ambassadors for the lake recommendations • Communicating vis-~-vis the lake • Facilitating action • Strategic Vision and Priority Setting • Nate: not responsible far budget accountability • Opportunity to enhance the existing Executive ~ j Advisory Council to include Provincial ~ i representatives, Public ~ r,dustry Would rewire Clear Tv~rr~.s of Reference ~ ~ ~ The Steering Committee Recommends: 1. That the Governing Council be renamed as the LSEMS Executive Council. The term 'Governance' could be confused to mean 'government.' 2. That the new LSEMS partnership be headed by an LSEMS Executive Council. 3. That the Executive Council should have fair representation (not necessarily equal representation) from government, industry and the public. These recornrnendations support what the Lake needs: Lake Cha,rr~pions, a Gammon vision shared by all; a unity of purpose and action to address the priorities of the Lake; strategic Leadership; a rneaningfuliy engaged public t~rho feel a sense of ownership and pride in the lake; a collaborative ~a~eb of constituents and stakeholders; efficient and effective pubCic-private partnerships. Furthermore, ti7ese recommendafions promote the principles of inclusiveness, transparency, accr~unfabiiity, in.`egration, information sharing, cooperation and coordination of effort. {Draft) Report -November 7, 2007 l ~ ~ `u~Y"»«.,4 Towards A New Governance Model for Lake Simcoe ';~;;""' LSEMS Steering Committee f r ~ "y t. ~ : r. i~r4 ~ ~ rc~ i re; e~ ,:??,:.r, < the ,g :;~ c,;p r- ~ , F~. rEj:~tE:.:: ' al~~r? . .~Cl r~ !'4~"' 's~,are~~ collaborative' wit"r :~ ~ ~.. ;' ~ eG;~es- '~' _ - end ~~~~.r~;;3';~.~ the objective of "'~1c-.r ~;rr~agir~g tie „,4 ~' ~. ~: c~ rt s i ~ ~i ~ r _.- ~L' ~~ I -~;;th tr~~~e sc- .;!~~~~ cif c~.ar c,~.~~~.`s. -t:1;-~e t0 CC?!"15~dE:r hC}W p«rticipa~rts c;;n contribute r, al',~ '''`~:.''rl tl"'ielr ?f ~?E•Ct'YG'8 and 4~!ilty t0 CG°r'ttrtC7ute may be very differer`* (Fdr example, pub' .. cntribut;ans, industry contributions and government Contr~butlOns may bE' very different.) If this is a shared collaborative, different 6~inds and levels c=f contribution may be an issue. F~an_ ° .ors: ~:~'..3'e~tc P'annir~y • ~ ~ ~ lili0~~ttOn T'e teerirtg Gdf~rr~i ee ~~;cc~mmends: 1. ..That the Executi~~~; C~r~rnittee be renamed as the Steering Committee to reflect the change in terminology assraciated with the LEMS Executive Cdun^il. 2. That the LSEMS partnership be managed by a Stee~'r~ G^rnrnittee, with r'4presentation from radv~rnrnent, tl-ae public and industry. fJc;te: The ~±~: Rring Committee did not feel that the r~•pr~~~er`ation between the three spheres had to be equal, only that there he representation from government, industry and the public, do a fair basis. The Steering Committee shauld be responsible for: budgeting, funding allocation and fundraising priority recommendations, integrating policy and planning and strategic plane gig. (The Steering Committee noted that the'~`,/orking Group was referring to fundrais+ng and fund cfeve!oprnent in its repor ~. The Steering Committee views the issue of funding as a corporate function ar?d is suggesting that the issue of funding discussions anc budgeting from all spheres be coordinated at the Steering Committee level.) 7"hese recommendations suppar# what the lake needs.' Lake Champions, a Gammon vision shared by all; a unity of purpose and action to address the priorities of the Lake; strategic leadership; a meaningfully engaged public who feel a sense of ownership and pride in the lake; a collaboratrwe ~~ ~.;~ of eunstituents and stakeholders; efficient and effective public-private partnerships. rurthermore; these recommendations support the following principles of good governance: inclusiveness, transparency, accountability, integration, information sharing, cooperation and coordination of effort. ~~ {Dra`':? Report - Novern"uer ? : ~G' F 9 x To J,:rds ,°ti New Governance !,",~.tel !or Lake Sir,coe ;:. ,~ "i~ LS`MS Steering Committee ' Sec rnt~rit Y Functions Iti,_•-.- + "~~,~ in t~~ ~~;r;-t ~~ +n~ -_ -- ~t}rlfi~Ui1 --- - ~ Coord~nat~ , ll~ __ cinn~ I" tP:r oIB [:o:"t~,E~r efforts focuser ~'- L~~r.e Sir-~c~a Track progrc~~ ~.~uoe re,o~.s and records of eti~~rent. docu 7~Pntation r Aot as condo, and linkage to the Governing Council ' Suppt~rt the eff~-;s of the Governing Council, Dzenutive Ccrnmittee and Subcomn ~.'c ~ s ~.t,_,~~ ____ I fC ~ ~- dr '~ `'~c'1 } ~"~50. ~.~ 3'"j' i ' ~~ ~ ~~ ~,~_,;,ces to foc~;s s~ ' =~`ralir on Lake S~~tt~ .. t~1ay t:,~ L;=~,- r~ some to be mere it :~ependen` from other governrr:e„t agencies Does promote a singe point of ontac.t prini:iples ^ Another layer of government • Duplicates the existing role assigned to the LSRCA • Raises resouroing concerns, particularly from a rnunicspal perspectwe M~~ create more confusion rep responsibilities (in the mind of the put~iic) Campetit~on for administrative resources may result • Riot CQSt €'ffeCt!'J@ • Corporate memory and documentation currently rests in one iocaticn The Steering Committee l~ecomrnends: _ _~ 1. That no separate entity should be created ~o manage the new partnership. This would run counter tc the principles of simplicity, efficient and effective use of resources and it runs the risk of creating additional confusion, not to mention overlap and duplication of effort. 2. That a Secretariat with dedicated staffing and funding is needed to coordinate the efforts of the partnership. This functi;~n should be providt::d through the Lake Sirnoae Region Conservation Authority (LSRCA}. 3. Tl-at the role of the LSRCA should be strer~gt`-~erii:;rf The LSRCA should be resour;;ed to provide formal secretariat servi~;es to the LSEtv~~ partnership. These recarnrnendatiars support what the lake needs: Ore Centralized Paint of Gantact; Sustainable Funding; Efficient &~ E,~'ectiv°e F?esaurce l~llacatian, Are Ecosystem-Based 14~aragemer~f Approach. Furtherrnare, they scrppart the fcllatr/ing prirresp/es of goad gaverrance: single paint of cantact, appropriate resaurcing; cast efficiency, lake and watershed focus; simplicity and ease of understana!irg, irfarmatian sharing, caaperatia=°~ and caardir~atian of effort. ___ _ __._.___ ___ __ ~; es ~ ~ s ~' ~ .' ~ i ~".~Efl'- ;' 40 (Draft} Report -November 7, 2JO7 E.`~„~.~.. Towards A trey Governance Morsel for Lake Simcoe ~~ „',;;;;;~"' LSEMS Steer;ng Committee C he `~/`V~,.~rKin~ : rCUp ~~p~rt ~ "_ ,. -. _ _ :, ri~~=~'l~c-r cf ~t~~" ~rrrm!ttees aligned ~n ~ fur~..!~~r,a[ basis to adcruss ti.e ' ~c~~.~i! ~~~ f~=,e area: • ~Cieri~.e ~'c PtiRor~,tc=r~r~~, • Policy °~ Pian;7ing; • f~estoration, Retratitfing, • Fund Cc~ :.~n~: n and ~emedidticn & Steti~vardship C~mmunicat gin, Education ~ Gu'reach. The S~eerirtg Corrtrrtittee Recamrt~encis. 1. Tl~,at the nun~~er of Sr:f;corr-~mittees bQ kept tc a rninirnurn, to avoid a cumLersome and CGri?~ieX StrUCture. 2. That SubcommitteES should be established to address the key functions identified by the 1,~?orkina Group, as follows: - Policy Coordination - Science (Research ~ P,rlonitoring} - Rernediation guided by an action p#an .and appropriate resources - Education, Communications $ C7utreach (including soda! rnarketing, genchmarking, Performance r'~.eporfing} 3 That ad hoc corn;~nittees be estab'~isl"I?Ca based cn need and in response to demand, prio'ity and opportunity. 4. That the Subcommittees `;~e properly resourced from an administrati~.re perspective. 5. That tt.e Subcommit'.ees wii( pr;~vide opportunity for representation from the three spheres tgovernrner~t, business and the public), as determined by the Steering Committee. These recornrnendations support whaf the lake needs' A Common Vision that is shared by all; a Unity of Purpose and Action to Address fhe Priorities of the Cake,- Efficient and Effective Resource F,ltocation; Efficient and Effective Public-Private Partnerships; Integrated and Coordinated Plans of Action; A Meaningfully Engaged Public Who l=ee! a Sense of Ownership and Pride in the Lake; An Ecosystem Based Mar~agernent Approach; A Collaborative Web of Constituents and Stakeholders; An Enhanced Monitoring and Analysis System that is Connected to Indicators of Watershed Healfh; Continued Emphasis on Science; Data Collection and Information Sharing. Furthermore, they support the principles of goad governance: integration, information sharing, cooperafion and coordination of effort. .,; ~ (Draft) Report -November 7, 2407 ~ ~ ,,,,.,,,,,.,, Towards A New Governance Modei for Lake Simcoe ~'""'"'"" LSEMS Steering Committee x,~,... The pro~?csed governance mos~el by the Steering ~orr~tmi~t~-e for '.he nev~~ partners!~ip can be c;~.4p1., _ a' . a5 toEi~~v~ ~ ' Composition - _~ Representatio; ~ from the three spt,eres - ~3~VERN~~~ ~ government business and ire c~ublic C~~NC~L Migh level palit~eai appa,r,tmenis why c2n access resaurr. s as well as cn-the--grG~,nn~ cata;ysis far chc,r,ye. Functions: Ambassadors for the lake: tact! t2!e action strategic vision & ' ~iGrtiy settirg communicating fav the Lake S£C~et~C`lat EXECUTIVE CQMMITTEE FUNCTIQN~L SUBCC}MMITTEES ,~ s (Draft) Report -November 7, 2007 ~.Y.~..,y Towards A New Governance Model for lake Simcoe '"""'"° t_SEMS Steering Committee :.a... Ctsr,+position ~epreser?ation from the three spheres: shared „oilaborative Functions: strategic panning, funp.ng allocation - buc+geting eGOrdmation ;o(e (funding arro fundrais+no} 22 i ~ ?.{ ~tJh"~A14~Y At1D €~EGGi~~~+.~P~C7ATiQh~: The LSEMS Steering Gamr-°~ittee suppc;,4s a r~°~~jority t~f the recar~mendafians farthca~ing fre~r,~ the Working Grcu~ with respect to the future c~avernance of ttEe LSEMS partnership. Tt'~~ Steering ;ammittee recarnrr~ends that tfre partnership cantinas beyond the terms of the existing interim MOU a~vhich is scheauled to expire March 31, 2008. It is recommended that t~~e partnersl",ip be effected by .an MC?dJ and that a cc~ilaborative approach that aligns tre interest and the cailective effars cf government, industry and the public be promoted. In addition, thze L~EIJiS Steering Committee recommends that the new partnership: • Consist of a callabarative approach that is expanded to include citizens and industry along with all levels of government. Be focused an what the fake needs. Promote enhanced communications, consultation and information sharing. • Avoid duplication and overlap. • [3aes not create a new decision making,; Body. • Has sustained and reliable funding. • Builds on the success of the past. • Continues to emphasize science-based decision making (science and monitoring}. • Supports a centralized point of contact with the Lake Simeoe Region C.onse~rvation Authority (LSRCA} acting as the administrative body to support the new partnership. f~espectfuliy S:~bmitted, ~e Lake Simcae Environmental Management Strategy (LSEMS) Steering Committee _. ~~ ([}raft) Report -November 7, 2007 5"`" Towards A New Governance Mode! for Lake Sirncoe ""`""" !.BENS Steering Comrrrittee ~,..,». 23 n .~ TOWNSHIP OF ORO-MEDONTE REPCJRT Dept. Report No. To: Prepared By: ADM 2007-34 Council Doug Irwin, Clerk Subject: Department: Council Administration Public Notice Policy C. of W. Date: December 12, 2007 Motion # R.M. File #: Date: Roll #: BACKGROUND: The Municipal Act, 2001, as amended by Bill 130, Section 270(1), paragraph 4 states that the municipality adopt and maintain a policy with respect to "the circumstances in which the municipality shall provide notice to the public and, if notice is to be provided, the farm, manner and times notice shall be given". In the past, there were detailed and strict requirements as to how and when notification to the public was required. The new Act allows municipalities to determine their own principles for notification. ANALYSIS: It is necessary for Council to formally adapt a Notice Policy before January 1, 2008. A draft of Notice Policy is attached as Schedule "A". The Sections outlined in the draft Notice Policy, Schedule "A" only relate to requirements identified in the Municipal Act, 2001. A by-law will be brought forward for Council's consideration on December 19, 2007 (attached as Schedule "B"). In the event that the Township exercises its authority in additional matters, e.g., Business Improvement Areas, the Notice Policy will need to be refined. There are no financial implications to this matter. Communications were undertaken with other municipalities and comments were received from the Senior Management Team. RECtJMMEND1~TIflN S 1. THAT Report Na. ADM 2Q07-34 be received and adapted. 2. That the Public Notice Policy be approved. 3. And Further That the Clerk bring forward the appropriate by-law for Council's consideration. Respectfully submitted, J. Douglas,, Irwin ~ Clerk -2- ~ t ~, _~ CS O t1. 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N ~ ~ O O ~ O i m O~ p+. t!) .LZ .CZ : O to • . +- N C~ ~ p N C O Q O N U tSS ~ U ~'p+-' N ~ ~ ~ Cf ~ ~ U U 2 .C ~ N ~ ~ .C H O .C O F- fl. .C L d' I- Q d' C .C .pC - .~ .C2 ~.. .~ ~ tU '~ ~ fl. ~ ~. X~ ~ C N U V fl. (D C V ~. fl. ~ :~ N ~ O ~ Q t3' =~tcSO~~~-. F-s~ ~ ciS ~ o ~ N ~ d' N N i i ~ ~ ~ ~ _ O R W C O v ~ ._ d J O ~ ~ z m v+ -~ .F.~ ~z N O Off? Q1 ~ d ~ ~ C Zi ~ O c~Y} p ~ M N ~ ~ ~ ~ 'd' +:+ C (~ i =~~ c tII 'i L ° ~ oV C v C m ~ o O c.> ~ ~ C' d O v of ~ .O Qt v i C> ~ > '~. O O O d ~ O N O~ CAd v~ cn~d to NNt'3Z ~i ~ ~ ~ `~ ~« THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW N0. 2007-133 BEING A BY-LAW TO ADOPT A PROVISION OF NOTICE POLICY FOR THE TOWNSHIP OF ORO-MEDONTE AND TO REPEAL BY-LAW NO. 2002-123 WHEREAS Section 270 {1) of the Municipal Act, 2001, S.D. 2QQ1, c.25, as amended, provides that a municipality shall adopt and maintain policies with respect to the circumstances in which the municipality shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given. WHEREAS Section 224 of the MurtieipalAct, 20Q1, S.Q. 2001, e.25, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; NOW THEREFORE the Council of the Township of Oro-Medante hereby enacts as follows: 1. That the Provision of Notice Policy, Schedule "A", attached hereto and farming part of this by-law is hereby adopted. 2. That By-law No. 2002-123 is hereby repealed in its entirety. 3. This by-law shall take effect on the t$` day of January, 2008. BY-LAW READ A FIRST AND SECOND TIME THIS 19T" DAY OF DECEMBER, 2007. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF , 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin TOWNSHIP OF ORO-MEDONTE REPt~RT Dept. Report No. To: Prepared By: ADM 2007-035 Council Doug Irwin, Clerk Subject: Department: Council Appointment of a Closed Administration Meeting Investigator C. of VI/. Date: December 12, 2007 Motion # R.M. File #: Date: Rall #: BACKGROUND: Bill 130, the Municipal Statute Law Amendment Act, which was enacted by the Province in December 2006, amended the Municipal Act, 2041 in a number of ways. One of the key amendments related to the provision of a closed meeting investigator which is contained in Sections 239.1 and 239.2 of the Act. These sections provide that any person may request an investigation into whether a municipality has complied with the legislation during its In Camera session. The legislation also provides the authority for a municipality to appoint an investigator or if a municipality does not appoint an investigator, the Ombudsman's office will conduct the investigation. The provisions of Sections 239.1 and 239.2 come into force as of January 1, 2008. As such, an investigation could be requested regarding an In Camera meeting held after that date. At its meeting of June 27, 2007, Council of the Township of Oro-Medonte adopted the following motion with respect to this matter: Motion No. C070627-15 Moved by Coutanche, Seconded by Allison Be it resolved that The correspondence dated May 17, 2007, from Carol Trainor, CIerWDeputy Treasurer, Township of Essa, re: Appointment of an Integrity Commissioner be received; And That Whereas Bill 130 amends Section 239 of the Municipal Act, 2001, providing that a municipality is authorized to appoint an investigator, to investigate in an independent manner, a complaint whether the municipality or /Deal board has complied with Section 239 of the Municipal Act, 2001, or a procedure by-law under Section 238 of the Municipal Act, 2001; And Whereas if the municipality has not appointed an investigator, the Ombudsman, appointed under the Ombudsman Act, will investigate a complaint; Now Therefore the Township of Oro-Medonte respectful/y requests that the County of Simcoe appoint two investigators, one from South Simcoe and one from North Simcoe, far all municr`palities within its jurisdiction to undertake investigations as maybe requested under Section 239 of the Municipal Act, 2001; and That this resolution be circulated to all Simcoe County municipalr`ties. Carried. At its meeting of November 27, 2007, County of Simcoe Council adopted Report CO 07-049 (Attachment #1) appointing JGM Consulting to provide closed meeting investigator services to the County of Simcoe, and if requested to the member municipalities. ANALYSIS: The County of Simcoe agreement with JGM Consulting contains provisions that allow member municipalities to participate in the agreement. The County is paying the required retainer to secure the services of JGM Consulting. If the Township of Oro-Medonte chooses to participate under the County umbrella with respect to the agreement with JGM Consulting, the Township would be responsible for the hourly cost of investigative services at $75.00 per hour plus expenses. These costs would only become applicable in the event that the Township is subject to an investigation in accordance with the Act. It is recommended that the Township of Oro-Medonte participates as a member municipality, under the County umbrella, in the agreement between the County of Simcoe and JGM Consulting. RECOMMENDA' 1. THAT Report No. ADM 2007-035 be received and adopted. 2. THAT the Township of Oro-Medonte participates as a member municipality, under the County umbrella, in the agreement between the County of Simcoe and JGM Consulting. 3. THAT the Township of Oro-Medonte appoint JGM Consulting to provide closed meeting investigator services. 4. THAT the Clerk bring forward the appropriate by-law for Council's consideration. 5. AND FURTHER THAT the County of Simcoe be advised of Council's decision. Respectfully submitted, J. Douglas Irwin Clerk -2- COUNTY OF SIMCOE ITEM FOR: COUNTY COUNCIL SECTION: County Officers ITEM NO. CO 07-049 MEETING DATE: November 27, 2007 SUBJECT: Appointment of a Closed Meeting Investigator RECOMMENDATION: THAT JGM Consulting be appointed to provide closed meeting investigator services to the County of Simcoe, and if requested to the member municipalities and the cities of Barrie and Orillia as outlined in Item CO 07-049 AND THAT the necessary by-law be presented to County Council to authorize the Warden and Clerk to enter into a one year agreement with JGM Consulting substantively in the form attached as Schedule 5 to Item CO 07-049 BACKGROUND: Bill 130 which was recently enacted by the Province amended the Municipal Act, 2001 in a number of ways. One of the key amendments related to the provision of a closed meeting investigator which is contained within Section 239.1 and 239.2 quoted below; "Investigation ~' ~9.I A person may request that an investigation of whether a municipality or local board has complied with section 239 or a procedure by-law under subsection 238 (2j in respect of a meeting or part of a meeting that was closed to the public be undertaken, (a) by an investigator referred to in subsection 239.2 (I j; or (b) by the Ombudsman appointed under the Onzf~uc~sr7tnn Act, if the municipality has not appointed ail investigator referred to in subsection 239.2 (1). 2006, c. 32, Schell. ~, s. i04. Investigator 2~~9e2 i 1 Without limiting sections 9, 10 and 1 L those sections authorize the municipality to appoint an investigator who has the fi~nction to investigate in an independent manner, on a complaint made to him or her by any person, whether the municipality or a local board has complied with section 239 or a procedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public, and to report on the investigation. 2006, c. 32, Schell. A, s. 104. Powers and dufies !~~_~ November 27, 2007 County Officer's Item CO 07-049 Page 2 ~ ~' a Subject to this section, in carrying out his or her functions under subsection (1), the investigator may exercise such powers and shall perform such duties as may he assigned to him or her by the municipality. 2006, c. 32, Schell. n, s. 104. Matters to which municipality is to have regard In appointing an investigator and in assigning powers and duties to him or her. the municipality shad have regard to, among other matters, the importance of the matters listed in subsection (S). 2006, c. 32, Schell. A. s. t04. Same, investigator i 4) In carrying out his or her functions under subsectivn (] ), the investigator shall have regard to, among other matters. the importance of the matters listed in subsection (~). 2006, c. 32. Schell. A, s. 1.04. Same The matters referred to in subsections (3) and (4) are, (a) the investigator's independence and imp~u~tiality; (bj confidentiality with respect to the investigator's activities; and (c) the credibility of the investi~~ator's investigative process. 2006. c. 32, Schell. A, s. I04. Delegation (~ An investigator may delegate in writing to any person, other than a member of council any of the irivesti~rator's powers and duties wider this Part. 2006, c. 32, Schell. A, s. I04. Same An investigator may continue to exercise the. delegated powers and duties, despite the delegation. 2006, c. 32, Schell. A, s. 104. Status i An investigator is not required to be a municipal employee. 2006, c. 32, Schell. A, s. l 04. Application ~~ i Subsection 223.13 (6) and sections 223.14 to 223.18 apply with necessary modifications with respect to the exercise of functions described in this section. 20Q6, c. 32, Schell. A, s. 104. Report and recommendations r_" 1 O~ If, after making an investigation, the investigator is of the opinion that the meeting or part of the meeting that was the subject-matter of the investigation appears to have been closed to the public contrary to section 239 or to a procedure by-law under subsection 238 (2), the investigator shall report his or her opinion and the reasons for it to the t~~~~ November 27, 2007 County Officer's Item CO 07-049 Page 3 municipality or local board, as the case may be, and may make such recommendatio~~s as he or she thinks fit. 2006, c. 3?. Sched. A, s. 1O4. Publication of reports 1 I ~ The municipality or local board shall ensure that reports received under subsection (10) by the municipality or local board, as the case may be, are made available to the public. 2006, c. 32, Sched. A, s. 104. See: 2006, c. 32, Sched. A, ss. 104, 1.92 (2). As can be seen any person may request an investigation into whether a municipality complied with the legislation during its In Camera session. The legislation provides authority to appoint an investigator or if a municipality does not appoint an investigator the Ombudsman office conducts the investigation. The provisions of Section 239.1 and 239.2 come into effect as of January 1, 2008 and thus an investigation could be requested regarding an In Camera meeting held after that date. In May, 2007 in anticipation of Sections 239.1 and 239.2 coming into effect the Township of Essa forwarded a letter (attached as Schedule 1) to the County and the member municipalities requesting that the County appoint an Integrity Commissioner. Subsequently Oro-Medonte and Midland provided comment on the issue. (attached as Schedules 2 and 3) There are a number of alternatives regarding the appointment of a Closed Meeting investigator as noted below; Option 1 The County could choose to retain its own independent investigator to undertake reviews on behalf of the County. The services of this individual could be offered to the member municipalities on a user pay basis. Option 2 In August, 2007, the Association of Municipalities of Ontario through the LAS program established a program whereby the firm of Amberley Gavel Ltd. could be retained to provide investigator services. This firm has been created by Fred Dean and Nigel Bellchamber with whom members are familiar due to their presentations and seminars on behalf of AMO. Amberley Gavel will retain a team of investigators and provide an investigator when requested. The cost for this service is a retainer fee of $600 for two years per municipality, with the cost of an investigator being $1,250.00 per day plus expenses. Option 3 The County could appoint a member of staff as the closed meeting investigator. Option 4 The County could choose to not appoint an investigator in which case the Provincial Ombudsman No~~cntbcr 27, 2007 County Officer's Item CO 07-049 Pa~~r ~ Office would undertake any requested investigation. The Ombudsman's office has confirmed that there will be no cost for this service. When considering which Option is best suited to the County, members are reminded to be aware of Section 239,2 (5} (a} which notes the criteria that should be kept in mind relating to the appointment of the investigator. In the fall of 2007 the County Chief Administrative Officer's discussed this issue on a number of occasions and created asub-committee to review this issue in more detail. The sub-committee met on November 16`i', 2007 in the New Tecumseth Town office and received a presentation from Mr, John Maddox regarding his provision of the closed meeting investigator service. Mr. Maddox has recently been retained by a number of municipalities to provide this service, including Hastings and Prince Edward Counties, There are also a number of other municipalities which are considering retention of Mr. Maddox. He has had extensive involvement with the local government sector through his various roles with the province and a copy of his background and employment experience is attached as Schedule 4 for consideration. The staff present at the meeting on November 16t1', 2007 being Mrs. Caron and Ms. MacDonald from New Tecumseth, Mr. Currier from Bradford West Gwilliumbury, Mr. Bates from Ramara and Glen Knox, on behalf of Mr. Aitken were unanimous in agreeing that Mr. Maddox would be an excellent candidate to provide the service for the County and the member municipalities. He has a very extensive background in local government at the provincial level, he clearly recognizes the need to be objective and impartial and he has not been involved with the municipalities within the county. There are also perceived benefits in having a consistent approach applied across the County. The fee far Mr. Maddox's service includes an annual retainer, estimated at a maximum of $13,000 (depending on participation} far the County including the member municipalities plus $75.00 per hour plus expenses for actual investigations. In reviewing the other Options noted within this report Option 3, appointment of a staff member, was quickly eliminated due to what might be perceived as a lack of impartiality. Option 4 regarding the use of the Ombudsman, while it is the Ieast costly option, is not supported at this time due to uncertainities with timelines in addressing matters due to potential volume and a similar concern with respect to impartiality due to the nature of their office's roles and mandates. Option 2, the use of Amberley Gavel Ltd., through the Association of Municipalities of Ontario is also not supported due to the cost of the service and some municipal perceptions on this arrangement. Amberley Gavel's retainer is lower than that of Mr. Maddox, however the investigation fees at $1,250 per day plus expenses are significantly higher. It is also noted that other consultants have approached the County about the provision of the service and their cost is approximately the same as Amberley Gavel Ltd. In conclusion the services of John Maddox (JGM Consulting} appear to provide the best combination of impartiality, professionalism and experience with the municipal sector at this time. As the amount of use that is going to be required of the investigator is not known, the ri November 27, 2007 County tJfficer's Item CO 07-049 Page S signing of a one year contract with Mr. Maddox provides an opportunity for all parties to review their experiences without having a long term commitment. Further with the option for the member municipalities to retain the same individual the consistency of approach in our region would be beneficial. A number of senior staff within the County family have has indicated that they will be recommending Mr. Maddox's services to their Councils under the county umbrella. It is proposed that the County pay the `retainer' for Mr. Maddox on behalf of the County and any of the member municipalities that wish to participate as this is cost effective for those involved, It is also proposed that as a courtesy the County offer to pay the `retainer' for the cities of Barrie and 4rillia should they wish to participate. There has also been discussion regarding the charging of a fee to initiate a complaint. However, a consensus of this issue has not been reached and it is proposed that a further report be presented regarding the charging of a fee at a future meeting following consultation with the participating municipalities. FINANCIAL ANALYSIS: The cost to the County to retain Mr. Maddox's services for one year for the County, the sixteen member municipalities and the cities of Barrie and Orillia would be $13,000, with the cost being reduced for every municipality not participating. The hourly cost for investigative services would be $75.00 plus expenses and would be the responsibility of the municipality being investigated, The actual hourly cost of the closed meeting investigator that maybe incurred throughout the year can not be determined as the cost will be dependent on the number of investigations undertaken. SCHEDULES: The following schedules are attached and farm part of this Item. Schedule I-Township of Essa, May, 2007 Township of Essa.pdf Schedule 2- Township of Oro-Medonte, July, 200'7 Township of Oro-Medonte. pdf Schedule 3- Town of Midland, July, 2007 Town of Midland.pdf Schedule 4- Maddox Background Maddox background Schedule 5- Proposed agreement with JGM Consulting November 21, 20{17 County (~Cficcr's Item Ct~ 07-0~9 Proposed agreement PREPARED BY: Glen R. Knox, County Clerk Pale 6 APPROVALS: Date Mark Aitken, Chief Administrative ©fficer November 21, 2007 Schedule 1 Corporation of the Township of Essa 57$h Simcoe Cty. Rd. #21 Utopia, Essa Township, Ontario LOM 1 TO County CO 07-049 Town and Country Meet '~~~..~ Page 1 of 1 Telephone: (705) 424-9770 Fax: (705) 424-2367 Web Site: www.essatownship.on.ca 17 May 2007 CSv R~~ED NiAY 2 42001 Glen Knox, County Clerk County of Simcoe Administration Centre 1110 High:~~ay 26 MIDHURST, Ontario LOL 1 XO Dear Mr. Knox: Re: Appointment of an Integrity Commissioner Under provisions of Bill 130, the Municipal Statute Law Amendment Act, Councils may appoint an Integrity Commissioner who would be responsible to oversee the application of a Code of Conduct and other policies governing Council's actions. For the sake of consistency and standardization throughout Simcoe County, the following Resolution was passed at the Council meeting of 16 May 2007: WHEREAS Bill 130 amends Section 239 of the Municipal Act, 2001, providing that a municipality may appoint an independent investigator to determine whether the rules under Section 239 for closed meetings have been complied with, effective January 1, 2007; and WHEREAS every municipality is encouraged to appoint an investigator prior to the request, for an investigation by a resident, saving that the Province of Ontario may appoint an Ombudsman to conduct the investigation if no such Investigator has been appointed; NOW THEREFORE BE IT RESOLVED THAT The Township of Essa requests that the County of Simcoe appoint an Integrity Commissioner for all municipalities within its jurisdiction in the event that any person requests an investigation of a council, local board or committee; and That this resolution be circulated to all Simcoe County municipalities for their support. Please do not hesitate to contact the undersigned should you have any questions. Yours truly, ~"~ Carol O. Trainor, A.M.C.T. Clerk 1 Deputy Treasurer ec: All Simcoe County Municipalities ~~b ~ ~~ Schedule 2 County Officer's CO 07-049 ~`t OF ~~~~~ THE CORPORATION OF THE ~~ ~ _ ~ ~'O~~N~I~II~ ~ ~~ Page 1 of 1 148 Line 7 S.. Box 100 Orb, Ontario LOL 2X0 Phone (7051487-2171 Fax (705)487-Oi33 www.oro-medontaca ~~ June 29, 2007 Ms. Carol Trainor Clerk/Deputy Treasurer Corporation of the Township of Essa 5786 Simcoe Cty. Rd. X21 Utopia, ON !_OM 1 TO 1Ul 0 9 ~ Re• Appointment of Integrity Commissioner Dear Ms. Trainor: At its regular Council meeting of June 27, 2007, the Council of the Township of Oro-Medonie adopted the following motion with respect to the above-noted matter: "tae it resolved that The correspondence dated May 17, 200, from Carol Trainor, C/erWDeputy Treasurer, Township of Essa, re: Appointment of an Integrity Commissioner be received; And That Whereas Bill 130 amends Section 239 of the Municipal Act, 2001, providing that a municipality is authori2ed to appoint an investigator, to investigate in an independent manner, a complaint whether the municipality or total board has complied with Section 239 of the Municipal Act, 2001, or a procedure by-law under Section 238 of the Municipal Act, 2001; And Whereas it the municipality has not appointed an investigator, the Ombudsman, appointeC unuer the Gmbudsman Act, will investigate a complaint; Now Therefore the Township of Oro-Medonte respectfully requests chat the County of Simcoe appoint two investigators, one from South Simcoe and one from North Simcoe, for all municipalities within its jurisdiction to undertake investigations as maybe requested under Section 239 of the Municipal Act, 2001; and That this resolution be circulated to all Simcoe County municipalities." Thank you for your consideration of this matter. Yours sinc rely, H.S. Hughes Mayor cc: Simcoe County Municipalities Members of Council /jt Schedule 3 •° l~ ~~ r~~ ~ ~ ~ tea/ }q ~ ~`Qntu.ui+r+M'~-.. County Officer's CO 07-049 Page 1 of 2 July 24, ~{}~}~ THE CC7RC'{JRATI©N CaF THE TOWN C}F MIDL.AhID Mr. Glen Knox, County Clerk County of Simcoe admin. Centre, 1 l l0 Highway 26 Midhurst. Ontario LOL l XO Dear Mr. Knox: Re: Appointment of Integrity Carnrnissioner 575 Dominion Avenue tvlidland, C7filN t_4R 1 R2 Phone:7d5-526-4275 Fax:7d5-526-9971 info ~ town. midiand.on.ca •www.town midiand.on.ca pEGE1V'Eb JUG 2 7 2007 4t a recent meeting, Midland Council reviewed a letter dated June 29, 2007, from the Township of Oro-Medonte, requesting support in their petition to the County of Simcoe to appoint two integrity investigators, one from South Simcoe and one from North Simcoe, far all municipalities within its jurisdiction to undertake investigations as may be requested under Section 239 of the Municipal Act, 2001. As a result, we provide you with a copy of Council's resolution supporting the Township of Oro- Medonte in this matter for your consideration. Yours truly, THE CORPORATION OF THE TOt~VN OF MIDLAND s~ .rlt.~-oa•-r.~ ~~~~~~ ' l-leather Babcock Clerk :kd c.c. Township of Oro-Medonte Schedule 3 County Officer's CO 07-049 ~- ~` The Corporation of the Town of Midland ~~~ Pt1[lr µlf~1}r~`~,J Moved by .... Seconded by - _~ ~ ,may Page 2 of 2 / Resolution No. 2007- 233 July 23, 2007 THAT Council herein expresses their support of the Township of Oro-Medonte in their petition to the County of Simcoe to appoint two integrity investigators, one from South Simcoe and one from North Simcoe, for all municipalities within its jurisdiction to undertake investigations as may be requested under Section 239 of the Municipal Act, 2001. For :................ Agains~~...... ................................................... Carried ........................................................ Defeated //~M OR or HAIRMA / // ~~/ Schedule 4 County ©fficer's CO 07-049 Page 1 of 2 ~~ k3ACKCRQIJNDER - JC?HN MADQC}X .~ EMPL.C}YMENT EXPERIENCE Ministry of Municipal Affairs and Noosing Regional L)irQCtor Juty 23~, 2t,~1 to January 2007 Regional Manager May 1998 to July 23, 2001 Municipal Services Office - Southwesfem London, C?ntario • Manager and co-ordinate activities of Municipal Services Clffice - Southwestern • Plan and determine the effective deployment of office fiscal and human resources • Implement Ministry directions, policies and programs in the field • Inter-ministerial regional service delivery initiatives in the region * Respond to gaeries from municipalities, politicians and media • Identification of emerging trends, issues and problems related to the government, Ministry and client groups and formulating approaches ar solutions to deal with. those situations • Responsibility far maintaining effective communication with head office, outer Ministry branches, other Ministries and the client groups * Provision of advisory and educational services to municipalities an all aspects of municipal administration and Ministry policies and programs ^ Responsible for staff management including: setting goals and priorities, establishing performance standards, hiring, providing for training/caaching, evaluation performance, determining necessary remedial action, recommending merits or formal discipline and responding to s~kaff complaints and grievances • Ca-ordinate annual Southwestern Regional Ganference (4U0-SOQ delegates) * Appointed Chair, Southwestern Public Service Liaison Committee, June 1499 Senior Municrpa/ Advisor London, Ontario F*abrcaary 1985 to May 1998 ' Supervise and monitor activities of municipal advisory staff ^ Provide financial and administrative advisory service to municipalities in Southwestern Ontario • Act as liaison between Provincial Government and Local governments with regard to implementation of Provincial programs * Mannar and ensure compliance with 1'ravincial Legislation as it pertains to local. government * Responsible for Municipal Election in accordance with the applicable legislation * Prepare briefing notes and reports on municipal issues ^ Conduct serninarslworlcshaps for local government staff and municipal politicians Schedule 4 County Officer's CO 07-049 Page 2 of 2 Specie! Projects PMRD {Clirector) The objective was to manage and facili#ate the effective implementatian a# the Regional Restructuring Initiative (Bil# 25} which included the geographic areas saf Ottawa, Sudbury, Harniltan and Maldimand-l~lorfolk. This assignment provided an opportunity to demonstrate skills in a wide variety of manag+srial disciplines. The critical ingredients to the success are based on leadership, political sensitivity, dispute resolution, team building and integrity. ChathamlKent Restructuring The preliminary assignmen# invaivsd wanking with the Provincially appoin#ed Commissioner, Dr. Pe#er Meyboam. This undertaking included managing the prrscess far the Cammissianer. When the proposal was submitted to the Minister of Municipal Affairs far implementation, Iwas named the Provincial representative an the Transition Board far implementation of the Cammissianer-s Order. London-Middlesex Annexation {Transition Team Leader} This assignment involved local responsibilities for co-ordinating various activities relating to the London-Middlesex Act and its implementation. Bruce County Restructuring Study {Project leader} This assignment involved the co-ordinating of research .activities related to a self examination of the present system of local government with Bruce County, The project header was responsible for guiding a review process that would enable the local study committee to generate recammendatiansfer reform. Municipal Elections (Tri-Ministry Committee) This challenging opportunity allowed me to represent the Ministry of Muniapal Affairs on the Tr¢Ministry team nesponsible far the 1988 election reform changes. Team members were responsible for the training, education and implementation cif extensive changes. EDUCATION NORTHERN COLLEGE OF APPLIED ARTS Kirkland Lake, Ontario • Business Atlimiini~tration Diploma SIR JAMES DUNN COLI.EGlATE Sauft Ste. Marie, Ontario May 1968 dune i9C4 Schedule 5 County Ufficer's Ct7 07-049 Page 1 of 10 'TI-1IS AC'rREEIviENT dated BETWEEN: THE CORPORATION OF THE (Hereinafter referred to collectively as the "Municipalities" and Individually referred to as a "Municipality"} JGM CONSULTING (Hereinafter referred to as the "Independent Contractor'°) WHEREAS: `?007 (A} section 239.2 of the Municrpa114ct, 2D01, S.O. 2~1, c.25 {the "Act"}, when proclaimed in farce, authorizes the Municipalities to appoint an investigator to investigate in an independent m;~nner any complaint as to whether the Municipality has complied with the Act ar a Munricipal procedural by-law in respect of a meeting ar part of a meeting that was closed to the public and to report on the investigation; (B) in appointing an investigator and in assigning powers and duties to him, a Municipality is to have regard to, among other things: a. the investigators independence and impartiality; b. confidentiality with respect to the investigator's activities; c. the credibility of the investigator's investigative process; {C} the Municipalities are satisfied that the Independent Contractor has the skills and ability to meet the foregoing criteria; NOW THEREFORE the parties agree as follows: Services: The Municipalities hereby retain and appoint the Independent Contractor as an investigator far the purposes of Section 239.2{1} of the Act and the Independent Contractor agrees to provide such services far and at the request of the Municipalities and accepts such appointment. The Independent Contractor confirms that services under this agreement will be carried out by Sohn G. Maddox except as otherwise delegated by Jahn G. Maddox. Schedule 5 County Officer's CO 07-049 Page 2 of 10 2. Duties --'I'he duties of the Independent Contractor shall be: 3 (i) to conduct investigations form time to time as requested by a Municipality upon receipt of a complaint (a "Complaint") in respect of meetings ar part of meetings that are closed. to the public to determine compliance with the Act ar the Municipal procedural by-law and to report an the results of such investigations; (ii} in conducting such investigations, to have regard to the importance of the matters listed above in recital (B); {iii) to proceed without undue delay and with due diligence to investigate a Complaint; (iv) to conduct each investigation in private; (v) to hear or obtain information from such persons as the Independent Contractor thinks fit and to make such inquiries as he thinks fit; (vi} to provide an opportunity to the Municipality ar any person that may be adversely affected by a proposed report of the Independent Contractor, the opportunity to make represenr~atians respecting such report or recommendations; (vii} to preserve the confidentiality and secrecy with respect to all matters that come to his or her knowledge in the course of performing duties hereunder, save and except disclosure c-f such matters as in the Independent Contractor's opinion aught to be disclosed in order to establish grounds for his conclusions and recommendations; (viii} after making an investigation, the Independent Contractor shall render his opinion as to whether ar not the meeting ar part of the meeting that was the subject matter of the investigation appears to have been closed to the public contrary to the Act or Mu~ucipal procedure by-law and, in either case, the Investigator shall report his opinion and the reasons for it to the applicable Municipality and shall make such recommendations as he thinks fit. In perfarn~ing such duties, the Independent Contractor shalt have the powers set out in Subsection 223.13(6) and Sections 223.14 to 223.18 of the Act, copies of which are attached hereto as Schedule "A". Joint Retainer --- The Independent Contract acknowledges that the Independent appointed as an Investigator for each of the Municipalities. In addition, the Contractor agrees to also be the Investigator for the member municipalities of County listed in Schedule "B" hereto attached, at the written request of together with payment of the Additional fee, defined below. Fees County (a) Annual Retainer -The County of shall pay to the Independent Contractor an ar before the commencement date TWO THOUSAND FIVE HUNDRED DOLLARS {$2,500.00} plus applicable taxes. In order to add the Included Municipalities to the duties of Independent Contractor and additional fee of $ .00 ("Additional Fee") shall be paid by the County of (b} HourlyRate - In addition, the Independent Comractar shall be paid a fee of SEVENTY- FIVE DOLLARS ($75.00} per hour plus applicable taxes during such time the Independent Contractor is performing his duties hereunder. T'he Independent Contractor agrees such rate shall be charged only for such fume that the Independent Contractor is actively investigating a Complaint and preparing and representing his report with respect thereto. The Independent Contractor would be entitled to be reimbursed other reasonable receipted expenses related to his duties, including food and hotel casts, car rental, kilometre rate at the respective municipal rate or railway tickets. Contra<~tor is Indepf~ndent z Schedule 5 County Officer"s CD 07-049 Page 3 of 10 (c} Responsibility for Payment -- The Independent Contractor further convents and agrees that his hourly fee and related expenses hereunder shall be paid by the Municipality or included Municipality against whom the Complaint is made and which initiated the investigation. Each Municipality agrees to be responsible for such fees and expenses and, nothwithstanding the joint retainer, the Independent Contractor shall not hold the: other Municipalities responsible for such payment obligation. The Independent Contractor shall invoice the applicable Municipality upon completion of his report. Term --- The term of this agreement (the "Term"} is for a fixed one (I}year tezm commencing the effective date of the proclamation by the Lieutenant Governor amending the Act by addition Sections 239.1 and 239.2 (the "commencement date") and ending on the first anniversary date thereof unless renewed andJor extended by agreement of all the parties. The Independent Contractor or any municipality party to this Agreement shall give at least 30 days written notice prior to the end of the Term of his intent not to renew this Agreement if such renewal were to be available. 6. Taxes -All amounts payable to the Independent Contractor shall be paid without deduction.. The Independent Contractor shall be responsible far any contributions imposed or required under employment insurance, health tax, social insurance, income tax laws, Worker's Compensation {if elected to enrol}, pension with respect to any amounts paid to the Independent Contractor. The Municipalities assume no obligation or liability as between the parties to this Agreement to deduct or xemit any statutory or government remittances. Independent Contractor -The Independent Contractor is a contractor independent of the Municipalities. l<tothing herein shall be interpreted to create a relationship of employer/emp:layee, partnership, franchise, agency ar joint venture or other like arrangement. 8. Delegation - In the event more than one Complaint is made at any one time requiring morn; than one investigation, either with the same or more than one Municipality, and the Independent Contractor determines it to be necessary to delegate some ar all of his powers and duties, then he may do so in writing to any person other than a member of council, provided that the percaan to whom such a delegation is made agrees in writing to be governed by the same duties of secrecy as the Independent Contractor and to abide by the terms and conditions in this Agreement. Such person shall always be under the supervision and direction of the Independent Contractor. Such delegation shall not be to a member of council or staff of any Municipality and shall not result in any additional roses or fees to the Municipalities. Invoices shall be rendered by the Independent Contractor and payments made to the Independent Contractor and the Independent Contractor shall otherwise be responsible for the fees and disbursements of any of his delegates. 9. Binding -This agreement shall enure to the benefit of and bind the parties and their respective heirs, successors and permitted assigns. I0. Indemnification -The Municipalities agree to indemnify and save harmless the Independent Contractor, its agents and assigns, from and against any and all liabilities, losses, suits, claims, demands, damages, expenses, costs {including all legal costs), fines and actions of any kind or nature whatsoever arising out of or in connection with the Independent Contractor's provision of services and carrying out of its duties including, but not limited ta, any alleged breach of this agreement, any procedural defect or other breach of relevant statutory provisions. i I. Entire Agreement -This Agreement contains the entire agreement between the parties and supersedes all previous negotiations, understandings and arrangements, verbal or written with respect to any matters refereed to in this agreement. 3 Schedule 5 County C)fficer's CC? 07-049 Page 4 of 10 IN WITNESS HEREOF each of the parties hereto have set its hand and seal as of this ~~~ day of 2447. SIGNED, SEALED & DELIVERED ADDITIONAL PARTIES NEXT PAGE By: NameiTitle: THE CORPORATION OF' By: NamelTitte By: _ NamelTide: By: Iti~amelTitle The Independent Contractor hereby accepts and agrees to the terms and conditions herein contained. DATE: , 2447 WITNESS JOHN MADDOX 4 Schedule 5 County Officer's CO 07-049 Page 5 of 1d SCHEDULE "A" TC) Agreement re: Municipal Investigator MT/`NICIPAL ACT, 2001 S.C1. 2001, CHAPTER 25 EXTRACT Plt(JCEDURE BY-LAW Procedure by-law Definitions 23g, { l~ Ln this section and in seasons 239 to 239.2, "committee" means an advisory or other committee, subcommittee or similar entity of which at least 50 per cent of the members are also members of one ar more councils or local boards; {"comite") "local board" does not include police services boards or public Library boards; ("conseil local") "meeting" means any regular, special or other meeting of a council, of a local board or of a committee of either of them. ("r~uruon") 2001, c. 25, s. 238 {1}; 2006, c. 32, Sched. A, s. 102 (1, 2). Procedure by-laws respecting meetings Every municipality and local board shall ass a procedure by-law for governing the calling, place and proceedings of meetings. 2001, e. 25, s. 238 ~}. Notice 2.1 The procedure by-law shall provide far public notice of meetings. 2006, c. 32, Sched. A, s. 102 (3}. Uutside municipality The procedure by-law may provide that meetings be held and public offices be kept at a place outside the municipality within an adjacent municipality. 2001, c. 25, s. 238 (3). Pre`ciding officer j4j The procedure by-law may, with the consent of the head of council, designate a member of co~ar-cil, other than the head of council, to preside at meetings of council. 2006, c. 32, Sched. A, s. 102 (4). Secret ballot A presiding officer may be designated by secret ballot. 2006, c. 32, Sched. A, s. 102 {4). Meetings open to public 239. (1~ Except as provided in this section, all meetings shall be open to the public. 2001, c. 25, s. 239 (1). Exceptions A meeting or part of a meeting may be closed to the public if the subject matter being considered is, (a) the security of the property of the municipality or local board; 5 schedule 5 Caurtty Officer's CO 07-049 Page 6 of 10 (b} personal matters about an identifiable individual, including municipal or local board employees; (c) a proposed or pending acquisition. ar disposition of land by the municipality or local board; {d) labour relations or employee negotiations; (e} litiganon or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (g} a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act. 20D1, c. 25, s. 239 (2}. ©ther criteria 3~A meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipcil Freedom of Inf©rmatfr~n and Protection of Privacy Act if the council, board, commission or other bodyrs the head of an institution for ttte purposes of that Act. 2001, c. 2S, s. 23'9 (3}. Educational or training sessions f 3. t l A meeting of a council or local board or of a committee of either of them may be closed i:a the public ifthe following conditions are both satisfied: l . The meeting is held far the purpose of educating or training the members. 2. At the meeting, na member discusses or otherwise deals with any matter in a war that materially advances the business or decision-making of the council, local board or comrruttee. 20x6, c. 32, Sched. A, s. 103 {l). Resolution Before holding a meeting or part of a meeting that is to be closed to the public, a municipality or local board ar committee of either of them shall state by resolution, (a) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or {b) in the case of a meeting under subsection (3.1 }, the fact of the holding of the closed meeting, the general nature of its subject-matter and that it is to be closed under that subsection. 2001, c. 25, s. 239 (4); 2006, c. 32, Sched. A, s. i03 {2}. (open meeting Subject to subsection (6), a meeting shall not be closed to the public during the taking of a vote.:?001, c. 25, s. 239 (5}. Exception Despite section 244, a meeting may be closed to the public during a vote if, (a) subsection (2} or {3}permits or xequires the meeting to be closed to the public; and (b) the vote is far a procedural matter or for giving directions ar instructions to officers, employees or agents of the municipality, local board ar committee of either of them or persons retained by or under a contract with the municipality ar local board. 2001, c. 2S, s. 239 {6}. Record of meeting ~7) A municipality or local board or a committee of either of them shall record without note or comment resolutions, decisions and other proceedings at a meeting of the body, whether it is closed to the public or not. 2006, c. 32, Sched. A, s. I03 {3}. Same b Schedule 5 County C.lfficer's CO 07-049 Page 7 of 10 `I'lie record required by subsection {7} shall be made by, {a} the clerk, in the case of a meeting of council; or (b} the appropriate officer, in the case of a meeting of a local. board ar committee. 2006, c. 32, Sched. A, s. 103 (3}. Record may be disclosed (~ Clause 6 { 1 } (b} of the Municipal t'reedom of Information and Protection of Privacy Act does not apply to a record afa meeting closed under subsection {3.1}. 2046, c. 32, Sched. A, s. 143 (3}. Investigation 239,1 A person may request that an investigation of whether a municipality ar local board has complied with section 239 ar a roeedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public be undertaken, (a) by an investigator referred to in subsection 239.2 (l}; or (b) by the Ombudsman appointed under the (?mbudsman Act, if the municipality has not appointed an investigator referred to in subsection. 2392 (l }. 2446, c. 32, Sched. A, s. 104. Investigator 239.2 ~ Without limiting sections 9, 10 and 11, those sections authorize the municipality to appoint an investigator who has the function to investigate in an independent manner, an a complaint made to him or her by any person, whether the municipality or a local board has complied with section 239 or a procedure by-law under subsection 238 (2) in respect of a meeting ar part of a meeting that was closed to the public, and to report on the investigation. 2046, c. 32, Sched. A, s. 104. Powers and duties Subject to this section, in carrying out his or her functions under subsection (l}, the investigator may exercise such powers and shall perform such duties as may be assigned to him or her by the municipality. 2006, c. 32, Sched. A, s. 104. Matters to which municipality is to have regard In appointing an investigator and in assigning powers and duties to him ar her, the municipality shall have regand ta, among other matters, the importance of the matters listed in subsection (5). 2046, c. 32, Sched. A, s. 104. Same, investigator {~ In carrying out his or her functions under subsection (1), the investigator shall have regard ta, among other matters, the importance of the matters listed in subsection {5). 2046, a 32, Sched. A, s. I04: Same (5) Z`he matters referred to in subsections (3) and (4) are, {a) the investigator's independence and impartiality; {b) confidentiality with respect to the investigator's activities; and (c) the credibility of the investigator's investigative process. 2406, c. 32, Sched. A, s. 104. Delegation An investigator may delegate in writing to any person, other than a member of council, any of the investigator's powers and duties under this Part. 2006, c. 32, Sched A, s. i04. Same 7 Schedule 5 County ©fficer's CO 07-049 Page 8 of 10 An investiggator may continue to exercise the delegated powers and duties, despite the delegation. 2006, c. 32, Schell. A, s. I04. Status An investigator is not required to be a municipal employee. 2006, c. 32, Schell. A, s. 104. Application Subsection 223.1.3 (6} and sections 223.14 to 223.18 appl~ with necessary modifications with respect to the exercise of functions described in this section. 2006, c. 2, Schell. A, s. 104. Report and recornmendatians Tf, after making an investigation, the investigator is of the opinion that the meeting or hart of the meeting that was the subject-matter of the investigatron appears to have been closed to the publtc contrary to section 239 or to a procedure by-law under subsection 238 {~}, the investigator snail report his or her opinion and the reasons for it to the municipality or local board, a5 the case may be, ,and may make such recommendations as he or she thinks fit. 2006, c. 32, Sehed. A, s. 104. Publication of reports 11 The municipality or local board shall ensure that reports received under subsection (10} ley the municipality or local board, as the case may be, are made available to the public. 2006, c. 32, Schell. A, s. 104. See: 2006, c. 32, Schell. A, ss. 104,192 {2}. Powers paramount 223.13~¢~ The powers conferred on the Ombudsman under this Part may be exercised despite any provcstan rn any Act to the effect that any such decision, recommendat%an, act ar omission is final, or that no appeal lies in respect of them, or that no proceeding ar decision of thg person or or tion whose decision, recommendation, act or omission tt is shall be challenged, reviewed, quasht~~alled itt question. 2006, c. 32, Schell. A, s. 98. Investigation 223.14 { 1 } Every investigation by the Ombudsman shall be conducted in private. 2006, c. 32, Schell.. A, s. 98. Opportunity to make representnhons j2} The Ombudsman may hear or obtain information from such persons as he or she thinks fit, and may make such inquiries as he ar she thinks fit and it is not necessary for the Ombudsman to hold any hearing and no person is entitled as of right M be heard by the Ombudsman, but if at any tune doting the course of an investigation it appears to the Ombudsman that there may be sufficient grounds for him or her to make any reepport ar recommendation that may adversely affect the munici{aali~y, a local board, amunicipally- controll_~d cotpo_ration or any Qth~r persct!t, the Otnbuds_rn_an shat{ dive hjrtl, her or ?t an opportunity to make representations respecring the adverse report or recommendatton, either personally or by counsel. 2006, c. ~32, Schell. A, s. 9$. Application of Ombudsman Act Section 19 of the Ombudsman Act applies to the exercise of powers and the performance of duties by the Ombudsman under this Part. 2006, c. 32, Schell. A, s. 98. Same j4} For the purposes of subsection (3), references in section 19 of the Ombudsman Act to "any governmental organization", "the Freedom offnformatton and Protection afPrivacy Act" and "the Pubtic Service of C7ntaria Act, 2006" are deemed to be references to "the muntcipaltty, a local board ar a Schedule 5 County Officer's CU 07-049 Page 9 of 10 municipally-controlled corporation", "the Municipal Freedom of Information and Protection of Privacy Act" and "this Act", respectively. 20(}6, c. 32, Schell. A, s. 98; 2006, c. 35, Schell. C, s. 134 {3}. Note; On the day the Statutes of Unt~rio, 2006, chi~~~pter 35, Sch dole C, section 134 comes iaxt+ force, subsection (4} is amended by the Statutes of t3ntario, 2006, chapter ~~ Schedule 5 County Officer's CCJ 07-049 Page 10 of 10 SCHEDLTI.,E "B' To Agreement re: Municipal Investigator The Corporation of the The Corporation of the The Corporation of the ~l`he Corporation of the The Corporation of the The Corporation of the The Corporation of the ~I"he Corporation of the The Corporation of the The Corporation of the The Corporation of the The Corporation of the The Corporation of the The Corporation of the Id THE GORPORATION OF THE TOWNSHIP OF ORO-MEDONTE ~ ~~ BY-LAW NO. 2007-136 A By-law to Govern the Proceedings of Council and CommitteeslTechnical Support Groups of Gouncil in the Township of Oro-Medonte and to Repeal By-law No. 2006-114 WHEREAS the Township of Oro-Medonte By-law No. 2446-114, being a by-law to govern the proceedings of Council and Committees of Council in the Township of Oro- Medonte was passed under the authority of the Municipal Act, 2401, S. ©. 2001, G.25, Section 238(2}; AND WHEREAS the Council of the Corporation of the Township of Oro-Medonte deems it expedient to repeal By-law No. 2446-114 so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees of Council; AND WHEREAS Section 238{2} of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and heal 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, 2001, S,O. 2001, G.25, as amended states that the procedure by-law shall provided for public notice of meetings; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the proceedings of Council and its CommitteesiTechnical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A", attached hereto and forming part of this by-law. 2. That the current edition of "Robert's Rules of Order Newly Revised" shall be the basis of interpretation of questions of procedure or order not provided for in Schedule "A". 3. That should any section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by-law as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by-law shall take precedence. 4. That this by-law may be cited as the "Procedural By-law". 5. That By-law No. 2446-114 is hereby repealed in its entirety. 6. This by-law shall take effect on the 1St day of January, 2408. BY-LAW READ A FIRST AND SECOND TIME THIS DAY OF DECEMBER, 2007. BY-LAW READ A THIRD TIME AND FINA~~Y PASSED THIS DAY OF DECEMBER, 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Schedule "A" to By-{aw No. 20Q7-136 Page 2 of 19 Schedule "A" to By-law No. 2007-136 for The Corporation of the Township of Oro-Medonte INDEX 1.0 DEFINITIONS 2.0 NOTICE OF MEETING 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of CouncillCommittee of the Whole 3.3 Council Meetings -Special 3.4 Committee of the Whale Meetings 3.5 Time Meetings to Commence 3.6 Time Meetings to Adjourn 4A QUORUM 4.1 Quorum - CouncillCommittee of the Whole 4.2 Quorum - Standing/Ad Hoc Committees or Technical Support Groups of Gouncil 4.3 Attendance 5.0 OPEN AND CLOSED MEETINGS -GENERAL 5.1 Open Meetings 5.2 Closed Meetings (In-Camera} 6.0 HEAD OF COUNCIL 6.1 Chairperson -Council 6.2 Duties of Head of Council 6.3 Vacate the Chair -Head of Council 6.4 Absence from Council Meeting. 7.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE 7.1 Duties of Chairperson of Committee of the Whole 7.2 Vacate the Chair -Chairperson of Committee of the Whole 7.3 Absence from Committee of the Whole Meeting 8.0 CHAIRPERSON -STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 8.1 Absence from StandinglAd Hoe Committee or Technical Support Group Meeting 9.0 CONDUCT 9.1 Conduct -Members of Council 9.2 Conduct -Members of the Public 10.0 RULES OF DEBATE 10.1 Rules of Debate -Head of CouncillChairperson 10.2 Rules of Debate -Members 10.3 Rules of Debate - In Council/Committee of the Whole 11.0 VOTING 11.1 Voting -Head of Council 11.2 Voting -Chairperson of Committee of the Whole 11.3 Voting -Chairperson of StandinglAd Hoc Committee or Technical Support Group of Council 11.4 Voting on Questions 11.5 Failure to Vote 11.6 Appeal of Declaration of Result 11.7 Equality of Votes 11.8 Recorded Vote 11.9 Voting -Closed Meeting Schedule "A" to By-law No. 2007-136 Page 3 of 19 12.0 MOTIONS/RECOMMENDATIONS 12.1 MotionslRecommendations -General 12.2 Withdrawal of a Motion 12.3 Motion to Amend 12.4 Notice of Motion 12.5 Motion to Reconsider 13.0 AGENDA AND MINUTES 13.1 Council Agenda 13.2 Committee Agenda 13.3 Minutes -Council and Committee 14.0 PUBLIC MEETINGS1PUBt_IC INFORMATION SESSIONS 15.0 PETITIONS AND GOMMUNIGATIONS 16.0 DEPUTATIONSlDE~EGATIONS 17.0 BY-LAWS 18.0 STANDINGIAD HOC COMMITTEES OR TECHNIGA~ SUPPORT GROUPS OF COUNCIL 19.0 CONFIRMATION BY-LAW 20.0 SUSPENSIONIAMENDMENT OF PROGEDURE x. Schedule "A" to By-law N4. 2007-136 Page 4 of 19 SCHEDULE `A' TO BY-LAW NCt. 200?-136 1.0 DEFINITIONS That in this By-law: a) "Committee" means an advisory committee of Council or similar entity, but does not include the Committee of the Whole. b) "Agenda" means a list of all items to be considered by the GouncillCommittee at the meeting for which the agenda was published. c} "Addendum" means a list of all items to be added to the agenda to be considered by the CouncillCommittee at the meeting for which the agenda was published. d} "chair" means the person presiding over a meeting of a Council or Committee/Technical Support Group. e} "clerk" means the Clerk of the Township of Qro-Medonte or the Deputy Clerk acting in the capacity of the Clerk in hislher absence. f) "Committee of the Whole" means all members of Council present at a meeting sitting as Committee of the Whole. g) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be transferred to the regular agenda for consideration upon the request of a member. h} "Council" means the Council of The Corporation of the Township of Oro- Medonte. i) "DeputationlDelegation" means a person or group of persons who address Council on behalf of an individual or a group for the purpose of making a presentation to Gouncil. j) "Head of Gouncil" means the Mayor of The Corporation of the Township of Oro-Medonte or the Deputy Mayor acting in the capacity of the Mayor in hislher absence. k) "Holiday" means: (i) any holiday as defined in the Section 8$ of the Legislation Act, 2046. S.O. 2006, c.21, Sched. F, {ii} any day proclaimed by the Head of the Council as a Civic Holiday. I) "Improper Language" means the use of profane, indecent or obscene language. m) "In Camera" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. n) "Local Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. o) "Meeting" means any regular, special, committee or other meeting of Council, or a local board or of a committee of either of them. p) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. q) "Notice of Motion" means an advance notice to members of a matter on which Council will be asked to take a position. r) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. Schedule "A" to By-law Na. 2007-136 Page 5 at 19 s) "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. t} "Technical Support Group" means an advisory committee where less than 50 per cent of the members are members of Gauncil of the Township of Qro- Medonte. u) "Township" means The Corporation of the Township of Qro-Medonte. 2.0 NOTICE OF MEETING a) The Clerk shall ensure that the agenda for each regular meeting of Council and Committee of the Whole shall be pasted to the Township website on the morning of the first business day of the week of the meeting. b} Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) The Mayor or Chairperson may, if it appears that a storm or like occurrence will prevent the members from attending a meeting, postpone that meeting by advising the Clerk and as many members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. d) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, Media and all other interested parties a minimum of two (2) hours in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. 3.0 CABLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p. m. on the first Tuesday of December following a regular election. b} The Mayor-elect and Clerk shall be responsible for the location, content and format of the agenda for the inaugural Meeting and all arrangements for the Inaugural proceedings. 3.2 Regular Meeting Schedule of CouncillCommittee of the Whole The regular schedule of meetings for the Council of The Corporation of the Township of Qro-Medonte shall be: a) Council Meetings on the second and fourth Wednesday of each month (except January, July, August and December - as defined further in this section) commencing at 7:00 p.m. or on such other day as may be determined from time to time by resolution of Council. b) Committee of the Whole Meetings on the first and third Wednesday (except January, July, August and December - as defined further in this section) of each month commencing at 9:00 a.m. or on such other day as may be determined from time to time by resolution of Council. ~` Schedule "A" to By-law No. 2007-136 Page 6 cif 19 c} During the month of January, meetings shall be held as follows: i) There shall be no meeting the first Wednesday of the month; ii) Council meetings shall be held on the second and fourth Wednesday of the month commencing at 7:00 p.m. iii) A Committee of the Whole meeting shall be held on the third Wednesday of the month commencing at 9:00 a.m. d) During the months of July and August, a Committee of the Whole, followed by a Special Council meeting, to ratify the decisions of the Committee of the Whole, shall be held on the Wednesday of the week, in which the 15th day falls between Sunday and Saturday, commencing at 9:00 a.m. e) During the month of December, meetings shall be held as follows: i) A Committee of the Whole meeting shall be held an the first Wednesday of the month commencing at 9:00 a.m. ii} A Council meeting shall be held on the second Wednesday of the month commencing at 7:00 p.m. iii} A Committee of the Whole, followed by a Special Council meeting, to ratify the decisions of the Committee of the Whole, shall be held on the third Wednesday of the month commencing at 9:00 a.m. iu} There shall be no meeting the fourth Wednesday of the month. f) Meetings of the CouncilJCommittee of the Whole shall be held at the Township of Oro-Medonte Administration Centre, 148 Line 7 South, Ora or any other location within the municipality otherwise designated from time to time for such purposes. g) In the event that the day scheduled for a regular Council or Committee of the Whale meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1St day thereafter, unless otherwise provided by resolution of COUncil. h) Where a Regular meeting of Council or Committee of the Whole is to be held at a time. day or place other than as set out in this Section, Council shall give notice, at least 48 hours in advance of such meeting, by publication on the Township weiasite, and if deemed appropriate by the Clerk, in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. 3.3 Council Meetings -Special a) The Mayor may, at any time, summon a Special Meeting of the Council. b) Upan receipt of a petition of the majority of the Members of Council, the Clerk shall summon a Special Meeting for the purpose and at the time mentioned in the petition. c) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or agenda. d) Notice of a Special Meeting of Council shall be delivered to all members of Council at least one calendar day before the date established for the Special Meeting. 3.4 Committee of the Whole Meetings a) The rules governing the procedure of Council and the conduct of Members in Council shall be observed in Committee of the Whole sa far as they are applicable. schedule "A" to By-law No. 2007-13f Page 7 of 19 3.5 3.6 4.0 4.1 4.2 4.3 Time Meetings to Commence As soon after the hour fixed for the CouncillGommittee of the Whole ar Cammittee/Technical Support Group meeting as there is a quorum present, the Head of Council or Chairperson shall take the chair and call the Members to order. Time Meetings to Adjourn a} Day meetings shall adjourn at 1:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. b) Night meetings shall adjourn at 11:00 p.m. unless this rule is temporarily suspended by resalution of the majority of the Members present. QUORUM Quorum - CounciVCommittee of the Whole a) Four (4) Members of Council shall constitute a quorum. b} Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting ar until a Special Meeting is called. Quorum - StandinglAd Hoc Committees or Technical Support Groups of Council a) A majority of the whole number of members required to constitute the Committee ar Technical Support Group shall be necessary to form a quorum (one-half the number of members + one}. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Chairperson shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chairperson for which 48 hours notice is given to all committee or technical support group members. Attendance Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a member shall only participate in the discussion at the invitation of the Chairperson. Such attendance at the CommitteelTeehnical Support Group meeting shall be at the member's own discretion and without per diem. 5.0 OPEN AND CLOSED MEETINGS -GENERAL 5.1 Open Meetings All meetings of CouncillCommittee of the Whole and ail meetings of any CommitteeslTechnical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. Schedule "A" to By-law Na. 2C}C~7-136 Page 8 of 19 5.2 Closed Meetings (In-Camera) a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality; ii} personal matters about an identifiable individual, including municipal employees; iii) the proposed ar pending acquisitianldisposition of land by the municipality; iv) labour relations ar employee negotiations; v} litigation or potential litigation affecting the municipality, including matters before administrative tribunals; vi} advice that is subject to solicitor-client privilege, including communications necessary for that purpose; vii) a matter in respect of which a council, committee ar other body may hold a closed meeting under another Act; viii) the consideration of a request under the Municipal Freedom of information and Protection fo Privacy Act, if the Gouncil is designated as the head of the institution for the purposes of the Act; ix} The education or training of the members: provided that no member discusses or otherwise deals with any matter ir7`a way that materially advances the business or decision making of the Gouncil or committee. b) Before all or part of a meeting is closed to the public, the Members shall state by resolution: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meeting under Section 239(3.1), Education or training sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. 6.0 6.1 HEAD OF COUNCIL Chairperson -Council The Head of Council shall assume the duties of Chairperson during Council Meetings. 6.2 Duties of Head of Council a) The Head of Council shall preserve order and decorum, decide questions of order (subject to an appeal to the Gouncil by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable to the case, if called upon to do so. b) To open the meeting of Council by taking the chair and calling the Members to order. c) To announce the business before the Council in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members of Council. e} To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. Schedule "A" to By-law No. 2007-136 Page 9 of 19 f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members, within the rules of order, when engaged in debate. h} To enforce, on all occasions, the conduct of the Members. i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council, thereby ordering himlher to vacate the Council Chamber. k) To receive all messages and other communications and announce them to the Council. I) To authenticate, by hislher signature when necessary, all by-laws, resolutions and minutes of the Council. m} To represent and support the Council, declaring its decision in all things. n) To ensure that the decisions of Council are in conformity with the laws and by-laws governing activities of the Council. o) To adjourn the meeting when the business is concluded. p) To adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber. 6.3 Vacate the Chair -Head of Council a) If the Head of Council desires to introduce a motion or by-law, he/she shall leave the Ghair far that purpose only, and shall call on another Member of Council to fill hislher place until he/she resumes the Chair. b) A motion in Council that the Head of Council leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. 6.4 Absence from Council Meeting a) In the absence of the Head of Council, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Gouncil or Deputy Mayor. b) When the Chair is vacated by the Head of Council, the Deputy Mayor shall assume the Ghair and shall preside during the meeting until the return of the Head of Council. c) While presiding, the Deputy Mayor or Chairperson chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. 7.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE The Head of Council shall assume the duties of Chairperson during Committee of the Whole Meetings. Schedule "A" to By-law Na. 2007-136 Page 10 of 19 7.1 Duties of Chairperson of Committee of the Whole The Chairperson of Committee of the Whole shall maintain order in the Committee and report the proceedings to the Council. 7.2 Vacate the Chair -Chairperson of Committee of the Whole a} During Committee of the Whole Meetings, the Chairperson may appoint a member of the Committee to take the Chair, and the Chairperson may then vacate the chair. b) A motion in Committee of the Whole that the Ghairperson leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. ?.3 Absence from Committee of the Whole Meeting a) In the absence of the Mayor/Chairperson, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Mayor/Chairperson. In the absence of the Mayor and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Mayor or Deputy Mayor. b} While presiding, the Deputy Mayor or Chairperson chosen by Committee of the Whole shall have all the powers of the Mayor/Chairperson and shall be entitled to vote as a Member. c) The Mayor/Head of Council may designate any Member of Council to act as Chairperson. While presiding, the Chairperson shall have all of the powers of the MayorlChairperson and shall be entitled to vote as a Member. 8.0 CHAIRPERSON -STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chairperson of a Standing/Ad Hoc Committee or Technical Support Group of Council shall be appointed by Council. 8.1 Absence from Standing/Ad Hoc Committee or Technics! Support Group Meeting a) In the absence of the Chairperson, a Chairpersan shall be chosen from among the members of the Gommittee/Technical Support Group to preside during the meeting or until the arrival of the Chairperson. b) The Chairperson of a Committee/Technical Support Group may appoint another member of the Committee to act as the Chairperson while he/she is temporarily absent from the meeting. Schedule "A" to By-law No. 2007-136 Page 11 of 19 9.0 CONDUCT 9.1 Conduct -Members of Council Members of Council shall: a} not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Gouncil or disobey the decision of the MayorlHead of Gouncil or Chairperson on questions of order ar practice or upon the interpretations of the rules of order of the Council. c} not be permitted to retake hislher seat at any meeting after being ordered by the Mayor/Head of Gouncil or Ghairperson to vacate after committing a breach of any rule of order of the Gouncil, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate. d) not leave hislher place an adjournment until the Mayor/Head of Gouncil ar Ghairperson leaves his chair. e) not speak until he/she has addressed himself to the MayorlHead of Council or Chairperson. f) not walk across or out of the Ghamber or make any noise or disturbance when the MayorlHead of Gouncil or Chairperson is putting a question and shall occupy hislher seat while a vote is being taken and until the result thereof is declared. g) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. h} declare where a conflict of interest or possible conflict of interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter. i) support the position of Council once a question has been decided, whether they are in favour or opposed. j} not ignore a dress code for Gouncil/Committee of the Whole Meetings as agreed to by the current term of Council. 9.2 Conduct -Members of the Public Members of the public shall: a) respect the decorum of Council/Committee and shall refrain from public outbursts; shouting: or behaviour intended to disrupt the debate, discussion and/or general proceedings of GouncillCommittee. The Mayor or Ghair may request that a member or members of the public vacate the meeting room if their behaviour is deemed to be disruptive to the business at hand. The Mayor or Chair may unilaterally suspend the meeting until order is restored in the meeting room. 10.0 RULES OF DEBATE 10.1 Rules of Debate -Head of CouncillChairperson In directing the course of debate, the Head of Gouncil/Ghairperson shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions/recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. Schedule "A" fo By-!aw No. 2407-136 Page 12 of 19 10.2 Rules of Debate -Members In addressing the CouncillCommittee of the Whole, no member shall: a} speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor-General, Lieutenant-Governor or any member of the Senate, the House of Gommons of Canada, or the Legislative Assembly of Ontario. b) use indecent, offensive or insulting language in or against the Council or any member thereof, employees of the Township or citizens of the Township. c) speak beside the question in debate. d) criticize any decision of CouncillCommittee except for the purpose of moving that the question be reconsidered. e) disobey the rules of GouncillGommittee or a decision of the Nead of CouncitlChairperson on questions out of order or practice, or upon the interpretation of the rules of the CouncillGommittee. 10.3 Rules of Debate - In CouncillCammittee of the Whole a) Every member when speaking to any question or motion shall respectfully address the MayorlHead of Council or Chairperson. b) When a member is speaking, no other member shall pass between himlher and the Chairperson, or interrupt him/her except to raise a point of order. c) Any member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking. d) No member shall speak to the same question far longer than 2 (two) minutes. With the leave of Council/Committee. a supplementary question with a further 1 (one) minute, may be granted. (i) A member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) Ali questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. 11.0 VOTING 11.1 Voting -Head of Council The MayorlHead of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members an all questions. 11.2 Voting -Chairperson of Committee of the Whole The Chairperson of Committee of the Whole (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on al( questions. 11.3 Voting -Chairperson of Standing/Ad Hoc Committee or Technical Support Group of Council Members of Council sitting as members of Standing/Ad Hoc Committees or Technical Support Groups of Council may not vote with the members of the committee/technical support group on any question. _~~ Scheduke "A" to By-kaw Na. 2007-136 Page 13 of 19 11.4 Voting on Questions a} When the Mayor/Head of Council or Ghairperson calls for the vote on a question, each member shall occupy hislher seat and shall remain there until the result of the vote has been declared by the MayorlHead of Council or Chairperson. During such time no member shall walk across the room or speak to any other member ar make any noise or disturbance. b) After a question is finaNy put by the Mayor/Head of Council, Chairperson or member, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c} Every member present at a meeting of the GouncillCommittee, when a question is put, shall vote thereon, unless he/she has declared any pecuniary interest, direct ar indirect in the question. d} The manner of determining the decision of the Gouncil on a motion shall be by a "show of hands". e) Any motion shall require four affirmative votes in order to be valid and binding on Gouncil. Where only a quorum is present, a resolutionlrecommendation, in order to carry or be passed, must be affirmed by the majority of the quorum. f} Members of Council appointed to the Planning Advisory Committee shall not vote with the public members of Planning Advisory Committee on any question. 11.5 Failure to Vote Failure to vote by any member present, except when a member has declared a pecuniary interest, shall be taken as a negative vote. 11.6 Appeal of Declaration of Result a) Council Meetings If a member who has voted on a question disagrees with the declaration of the Mayor/Head of Council or Chairperson that the question is carried, or lost, he/she may, but only immediately after the declaration by the Mayor,~Head of Council or Ghairperson, appeal the declaration. Qn an appeal by a member, the MayorlHead of Gouncil or Chairperson shall call far a recorded vote to be taken on the question in the manner prescribed ire Section 11.8 of this By-law, b) Committee of the Whole and StandinglAd Hoc Committees or Technical Support Groups of Gouncil An appeal of the Declaration of Result by the Chairperson of a Committee/Technical Support Group of Gouncil shall be to the Mayor/Head of Council in Council. 11.7 Equality of Votes Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 11.8 Recorded Vote a) When a member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each member present, except a member who is disqualified from voting by any Act, shall announce hisfher vote openly. b) The Mayor/Head of Council or Chairperson, immediately following the request for a recorded vote, will put the question again. c) All members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the member who has requested the recorded vote. The Clerk shall call each member individually, record the member's vote, and report the result of the vote to the Mayor/Head of Council or Ghairperson. d) The Mayor/Head of Gouncil or Ghairperson shall vote last. Schedule "A" to By-law Na. 2007-136 Page 14 of 19 11.9 Voting -Closed Meeting a) Subject to Section 11.4, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.4, a meeting may be closed to the public during the taking of a vote where: i) Section 5.2 permits a meeting to be closed to the public; and ii) The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 12.0 MOTIONSlRECOMMENDATIONS 12.1 MotionslRecommendations -General a) Motions/recommendations, or notices thereof, shall be in writing, moved and seconded. b) Every motionlrecommendation, when duly moved and seconded, shall be received by the MayorlHead of Council or Chairperson, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the MayarlHead of Council or Chairperson, may state the question in the form introduced and shall do so if required by a Member. Helshe shall state the question in the precise form in which it will be recorded in the minutes. c) The fallowing matters may be introduced orally, without written native, and without leave: (i) a point of order or personal privilege (ii} presentations of petitions (iii) a motion to suspend a rule of procedure or incompliance with a rule of procedure (iv) a motion to adjourn (not debatable) (v) a mation that the vote now be taken (vi} a motion that the Gounvil resolve itself into a Committee of the Whole (not debatable} d} When the motion, under consideration, concerns two or more matters, a vote on each matter, upon the request of any member, may be taken separately. e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. g) No member shall speak to a motion more than once, without leave from the Mayor/Head of Council or Chairperson. Eavh Member shall vanfine their remarks to a limit of 2 (two) minutes. 12.2 Withdrawal of a Motion After a motion has been received andlor read by the MayorlHead of Counvil or Chairperson, it shall be deemed to be in the possession of the Gounvil but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council prior to a devision on the main question. Schedule "A" to By-law No. 20Q7-136 Page 15 of 19 e} shall be disposed of in the reverse order of presentation to any further amendment andlor the original motion. f) shall not be further amended, more than once, provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. 12.4 Notice of Motion a) A motion to rescind or that has the effect of being contrary or opposite to a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 12.4 (b). b) Notice of motion requires the Member of Council to provide, at a minimum, a brief verbal explanation of the matter and to provide the MayorlHead of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 12.5 Motion to Reconsider After any question has been decided, the following shall prevail: a} A motion to reconsider a question can only be made by a Member who voted on the prevailing side, or a Member who was absent from the meeting when the question was considered, and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b} No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c} No main motion may be reconsidered and no further discussion of the main motion may take place more than once in a ninety-day period. 13.0 AGENDA AND MINUTES 13.1 Council Agenda a) The Gierk shall forward ail notices and agendas, to each member of Council, for regular meetings of Council a minimum of 48 hours in advance of such meetings. b} Notice of intention to introduce a matter not provided for on the Agenda may be given in the "Notice of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by the Mayor/Head of Council ar Chairperson. This shall include all items on the Addendum. Additions and Addendums shall be limited to those matters which are of an urgent nature. c) The Order of the Day shall have preference during the Council meeting, save and except that the MayorlHead of Council may change the order at any time during the meeting. Schedule "A" to By-law Na. 2007-136 Page 16 of 19 Order of the Day The business of Council shall be taken up in the following order: 2. Opening of Meeting by the Mayor 3. Prayer/ContemplationlReflection 4. Notice of Additions 5. Adoption of the Agenda 6. Disclosure of Pecuniary Interest 7. Minutes of Previous Meetings of Council 8. Recognition of Achievements 9. Public Meetings 10. Deputations 11. Reports of Municipal Officers 12. Reports of Members of Council 13. Reports of Committees 14. Consent Agenda 15. Communications 16. Notice of Motions 17. Motions for which Notice has been given 18. In-Camera Items 19. By-laws 20. Confirmation By-law 21. Questions from the Public Clarifying an Agenda Item 22. Announcements 23. Adjournment 13.2 Committee Agenda a) The Clerk shall forward all notices and agendas, to each member of Council, for regular Committee of the Whole meetings a minimum of 48 hours in advance of such meetings. b) Notice of intention to introduce a matter not provided for on the Agenda may be given in the "Notice of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by resolution of a majority of members. This shall include all items on the Addendum. Additions and Addendums shall be limited to those matters which are of an urgent nature. 13.3 Minutes -Council and Committee The minutes of meetings of Council and Committee shall record, without note or comment: a) the place, date and time of meeting; b} the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; e) all resolutions/recommendations, decisions and proceedings of the meeting. 14.0 PUBLIC MEETINGS/PUBLIC INFC?RMATION SESSIQNS a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required to fulfill a condition imposed by a decision of the Township of Oro-Medonte Committee of Adjustment, in accardance with the Planning Act, shall be conducted during a regularly scheduled meeting of Council. c) Public Meetings required far an application, in accardance with the Planning Act, which is subject to the approval of the Planning Advisory Committee shall be conducted in conjunction with a regularly scheduled meeting of the Planning Advisory Committee, or if deemed necessary by the Clerk, or designate, shall be conducted as a separate meeting on a designated day. d) All Public MeetingslPublic Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. Schedule "A" to By-law No. 21707-136 Page 17 of 19 15.0 PETITIONS AND COMMUNICATIONS a) Every communication, including a petition designed to be presented to the Council and filed with the Clerk, shall be legibly written or panted; shall not contain any obscene or improper matter or language; shall be signed and dated by at least one person; and shall include an address and telephone number where return correspondence or contact is to be directed. b) Petitions designed to be presented to the Council and filed with the Clerk, shall contain original signatures, and all information on the petition, including names, addresses and telephone numbers shall become part of the public record of the meeting at which it is received. c} Communications addressed to Mayor and Members of Council shall be placed on a Council/Committee of the Whole agenda, at the Clerk's discretion, for disposition. c) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 12:00 noon on the Thursday prior to meeting. If, in the Clerk's opinion, the communicationlpetition is of a time sensitive nature, the Clerk may bring forward such communicationlpetition for Council's consideration, after the aforementioned deadline. 16.0 DEPUTATIONSlDEL.EGATIONS a) Council/Committee will entertain up to three (3) deputations/delegations per meeting. b) Persons desiring to present information verbally on matters of fact or make a request of Council/Committee shall give native, in writing, to the Clerk by 4:30 p.m. on the Wednesday prior to the preferred meeting, stating the purpose of the Deputation and providing a general outline of the subject matter. c) Council/Committee may, at its sole discretion, entertain deputations/delegations with less notice as circumstances warrant. d) Deputations shall be limited in speaking to not more than ten (10) minutes. e) A delegation wishing to appear before CouncillCommittee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. f) Upon consent of the majority of Members of Council present, the ten (10) minute time limit for deputations/delegations may be extended. g) Persons requesting to appear before CouncillCommittee shall be advised of the time Hmitation in advance of their deputation. h) Specific types of audio visual equipment may be used to assist in deputations/delegations to CauncillCammittee, provided that such equipment has been requested from the Clerk at the time of the deputation/delegation request. Deputationldelegation material must be provide in an electronic format to the Clerk by 4:30 p.m. on the Monday prior to the meeting date. i) The Chairperson of a Committee Meeting or Council Meeting may expel or exclude from the meeting, any person who in the opinion of the Chairperson, has behaved improperly. j) Deputations/delegations appearing before Council/Committee with respect to the same matter on the agenda will be requested to limit their deputation so as not to repeat the same points. k) Deputationsldelegations to Council/Committee will be limited to one appearance before Council with respect to the same matter. I) Deputations/delegations to Council/Committee will be encouraged to provide written copies of presentations. Schedule "A" to By-{aw No. 2Q(}7-136 Page 18 of 19 m} No deputation/delegation shall: i} Speak disrespectfully of any person; ii} Use improper language or unparliamentary language; iii} Speak an any subject other than the subject for which they have received approval to address CouncillCommittee; iv) Disobey the rules of procedure or a decision of the Chair of CouncillCommittee. n) Upon the completion of comments to CouncillCommittee by a deputationldelegation, any discourse between the members of CouncillCommittee and the deputationldelegation shall be limited to members asking questions far clarification and obtaining additional, relevant information only. Members of CouncillCommittee shall not enter into debate with the deputation/delegation respecting their comments. 17.0 BY-LAWS a} Every by-law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By-law. b) Every by-law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Clerk with the exception of the number and date thereof. c) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d) Every by-law shall have three readings prior to it being passed. e) The first and second reading of a by-law shall be decided without amendment or debate. f} If the Council determines that the by-law is to be considered in Committee of the Whole, it shall be so considered prior to the third reading thereof. g) if Council so determines, a by-law may be taken as read. h} The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. i) Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Mayor/Head of Council or Chairperson and shall be deposited by the Clerk in the office for safekeeping. j) By-laws approved in accordance with this Procedural By-law will be available on the Township's website once signed by the Mayor and Clerk. 18.0 STANDINGlAD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL a) The provisions of this By-law, with necessary modification, shall apply to StandinglAd Hoc Township Committees or Technical Support Groups and to any other Committees or local boards established by Council from time to time. b) Standing/Ad Hoc Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. c) All members of such CommitteeslTechnical Support Groups shall be qualified electors within the municipality. Schedule "A" to By-law Na. 2007-i 36 Page 19 at i 9 d) The Mayor shall be an ex-officio member of all Township StandingJAd Hoc Committees and Technical Support Groups where not otherwise prohibited by any Act. e) All members of Standing/Ad Hoc Committees or Technical Support Groups of the Cauncil of the Township of Oro-Medonte shall: i) Not disclose any written or verbal information received at a meeting ar part of a meeting closed to the general public; ii) Declare where a conflict of interest or possible conflict of interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; iii} Support the position of the CammitteetTechnical Support Group, and Council once a question has been decided, whether they are in favour or opposed. f} Cauncil of the Township of Oro-Medonte, in its sale discretion, may amend the appointment of any public member to a CommitteelTechnical Support Group during its term. 19.0 CONFIRMATION BY-LAW a) There shall be enacted a by-law at the end of each Council Meeting to confirm each recommendation contained in a Report of the Committee of Council and, in respect of each motion, resolution and other actions passed and taken by the Cauncil at the meeting, except where the prior approval of the Ontario Municipal Board or any other body or agency is required. b) A motion for leave to pass a by-law to confirm the proceedings of a meeting of Council shall be voted on without debate. 20.0 SUSPENSIONIAMENDMENT OF PROCEDURE a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council The waiving of this notice by the Council is prohibited. THE CORPORATION OF THE TOWNSHIP OF flRO-MEDONTE PUBLIC MEETING MINUTES (Proposed Amendment to the Official Plan and Zoning Bylaw) 2005-flPA-04 and 2005-ZBA-27, Part of Lot 25, Concession 10, Line 9, (Oro), Township of Oro-Medonte, (J. Goossens) November 26, 2007 C~ 7:07 p.m. Municipal Council Chambers Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough {arrived 7:09 p.m.) Councillor Mel Coutanche Councillor Terry Allison Councillor Sandy Agnew Councillor John Crawford Councillor Dwight Evans Staff Present: Bruce Hoppe, Director of Building and Planning Services; Glenn White, Senior Planner; Janette Teeter, Deputy Clerk Also Present: Jerry Young; Hubert and Carol Schaefers; Bernd Schaefers; Lynda Aiken; Dennis Aiken; Tiziano Zaghi, Jones Consulting Group Ltd.; Jamie Nairn, Michalski, Nielsen Associates Ltd.; Roy Hastings; Larry Tupling; Tom Kurtz Mayor H.S. Hughes called the meeting to order and explained the public meeting has been called under the authority of the Planning Act, Section 17 and 34, R.S.O. 1990 c.P.13, to obtain public comment with respect to a proposed Amendment to the Official Plan, Application 2005-OPA-04 and proposed Amendment to the Zoning By-law, Application 2005-ZBA-27 (J. Goossens), Part of Lot 25, Concession 10, (formerly within the Township of Oro), East side of Line 9 South, North of Lakeshore Road East, Township of Oro- Medonte. Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the specified site on November 5, 2007 and posted on a sign on the subject property on November 5, 2007. The following correspondence was received at the meeting: Simcoe County District School Board dated November 21, 2007; Ministry of Natural Resources dated June 22, 2007, Lake Simcoe Region Conservation Authority dated August 22, 2007. Bruce Hoppe, Director of Building and Planning Services, provided an overview of the purpose and effect of the proposed Amendments. Tiziano Zaghi, Jones Consulting Group Ltd. on behalf of applicant, provided an overview of the proposed Amendments. Coloured map correspondence was distributed to members of Council and staff. -2- The following public persons offered verbal comments with respect to the proposed Amendment: None. Mayor Hughes advised that written submissions will be received at the Township office until December 10, 2007 and that no additional deputations to Council will be permitted with respect to the proposed amendment. A digital recording of the meeting is available for review at the Tawnship Administration Centre, 148 Line 7 South. There being no further comments or questions, the meeting adjourned at 7:35 p.m. Page 2 Planning Public Meeting November 26, 2007 2005-OPA-04 and 2005-ZBA-27 J. Goossens TOWNSHIP OF ORO-MEDONTE PLANNING ADVISORY COMMITTEE MINUTES 2006-2010 TERM November 26, 2007, 7:40 p.m. Council Chambers Present: Council Representatives Public Representatives Mayar N.S. Hughes Ray Hastings Deputy Mayar Ralph Haugh Tam Kurtz Councillor Mel Coutanche Mary O'Farrell-Bowers Councillor Terry Allison (arrived t~ 8:05 p.m. Councillor Sandy Agnew Larry Tupling Councillor Jahn Crawford Councillor Dwight Evans Regrets: Linda Babulic Staff Present: Bruce Hoppe, Director of Building and Planning Services; Glenn White, Senior Planner; Janette Teeter, Deputy Clerk Also Present: Jerry Young; Hubert and Carol Schaefers; Bernd Schaefers; Lynda Aiken; Dennis Aiken; Tiziano Zaghi, Jones Consulting Group Ltd.; Jamie Nairn, Michalski, Nielsen Associates Ltd 1. Opening of Meeting by Chair. Deputy Mayor Hough assumed the chair and called the meeting to order. 2. Adoption of Agenda. Motion No. PAC071126-1 Moved by Roy Hastings, Seconded by Tom Kurtz It is recommended that the agenda for the Planning Advisory Committee meeting of Monday, November 26, 2007 be received and adopted. Carried. 3. Declaration of Pecuniary Interest and the General Nature Thereof - in Accordance with the Act. None declared. 4. Minutes of Previous Meetings -- t7ctober 22, 2007 Motion No. PAC071126-2 Moved by Larry Tupling, Seconded by Roy Hastings It is recommended that the minutes of the Planning Advisory Committee Meeting held on October 22, 2007 be received and adopted. Carried. 5. Correspondence and Communication. a} Correspondence dated November 16, 2007 from Jeremy Young et al regarding Craighurst Secondary Plan Motion No. PAC071126-3 Moved by Larry Tupling, Seconded by Roy Hastings It is recommended that the correspondence dated November 16, 2007 from Jeremy Young et al re: Craighurst Secondary Plan -Community Concerns be received. Carried. b) Status of Development applications list -November 23, 2007 Motion No. PAC071126-4 Moved by Larry Tupling, Seconded by Roy Hastings It is recommended that the memorandum correspondence dated November 23, 2007 presented by Bruce Hoppe, Director of Building and Planning Services re: Status - Planning Applications be received. Carried. Planning Advisory Committee Meeting November 26, 2007, Page 2 c) Growth Management presented by Bruce Hoppe, Director of Building and Planning Services Motion Plo. PAC07112fi-5 Moved by Tom Kurtz, Seconded by Larry Tupling It is recommended that the verbal information and correspondence dated August, 2007 presented by Mayor N.S. Hughes and Bruce Hoppe, Director of Building and Planning Services re: Hemson Consulting ltd., Directions Report, Developing a Growth Management Strategy for the Simcoe County Area be received. Carried. fi. Planning Applications. None. 7. Other Business. a) Committee process discussion, Tom Kurtz. Motion No. PAC07112fi-fi Moved by Tom Kurtz, Seconded by Larry Tupling It is recommended that the verbal information presented by Tom Kurtz re: Committee Process be received. Carried. b) Next PAC Meeting -Monday, January 28, 2008. Planning Advisory Committee Meeting November 26, 2447, Page 3 8. Adjournment. Motion No. PAC071126-? Moved by Roy Hastings, Seconded by Tom Kurtz It is recommended that we do now adjourn at 9:50 p.m. Carried. Chair, Deputy Mayor Ralph Hough Director of Building and Planning Services, Bruce Hoppe Planning Advisory Committee Meeting November 26, 2007, Page 4 ORO-MEDONTE t RECREATION TECHNICAL SUPPORT GROUP MINUTES Thursday, October 11th, 2007 @ 7:00 p.m. Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Bob Gregory Regrets: Ted Duncan Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor John Crawford called the meeting to order at 7:02 p.m. 1. Adoption of Agenda RTS1 01 1 07-01: Moved by Carolyn Tripp, Seconded by Mac Shiells It is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, October 11 "', 2007 be adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTS101107-02: Moved by Reta Regelink, Seconded by Mac Shiells It is recommended That the Minutes of the Oro-Medonte Recreation Technical Support Group meeting of Thursday, September 6'h, 2007 be adopted as written. Carried 4. Deputations: None 5. Items for ConsiderationlDiseussion: None 1 6. Correspondence: a) Operating Costs: Community Hall -Pat Shellswell This letter was as a result of the request made by the RTSG (Recreation Technical Support Group to each of the Community Hall Boards for a report on their operating costs. However, it was felt that it would have been more helpful to see actual costs. Shawn indicated actual operating casts would be added as an agenda item for the next meeting. RTS101107-03: Moved by Carolyn Tripp, Seconded by Rita Regelink It is recommended that the correspondence dated October 2nd, 2007 regarding Community Halt Operating Costs from Pat Shellswell be received. Carried A question was raised regarding the memo sent by Shawn to all Community Hall Boards regarding renovationlreconstruction projects on community halls. What is the policy on the use of tradesmen to do this type of work and how strict is it? Shawn discussed the ramp incident at Jarratt Hall and indicated that the Township certainly encourages use of volunteers for work, however, because the buildings are owned by the municipality, classed for assembly occupancy, any wark done needs to be done in compliance with building regulations. We need to use licensed trades people to ensure work is done to standard and ensure due diligence. Wark can still be done by volunteers however things like plumbing and electrical need to be done by licensed trades people. Community halls are to liaise with Township staff prior to undertaking any work to ensure that the details of the work can be worked out. RTS1011 Q7-04: b) Playground Equipment -Edgar Hall -Pat Shellswell Moved by Bob Gregory, Seconded by Mac Shiells It is recommended That the correspondence dated October 2°d, 2007 regarding Playground Equipment -Edgar Community Hall from Pat Shellswell be received. Carried c) Proposed Subdivision: Can 5 W Pt Lt 11 Edgar -Pat Shellswell It was suggested that the letter regarding the Playground Equipment and the Proposed Subdivision could be considered together. A discussion ensued and the salient points were: o Edgar Community Hall is located on Old Barrie Road. This is not an ideal location for a playground. o Is there a need for playground equipment? o If the Township agreed to a playground, it should be to service the local community and not those who may rent the community hall as stated in the letter. o This small community would have to fundraise the 50% of costs which may be a problem. o There is a significant amount of parkland in the Edgar community which does not receive much use. RTS101107-05 Moved by Reta Regelink, Seconded by Mac Shiells It is recammended that the correspondence dated September 8'h, 2Q07 regarding Proposed Subdivision Can. 5 West Part of Lat l 1 Village of Edgar from Pat Shel/swel! be received. Carried 7. Updates: (a) Councilor Crawford indicated that Council authorized the Recreation Technical Support Group to begin to a draft terms of reference for a facility feasibility study for the Uro-Medonte Community Arena. Shawn gave a brief background on the existing arena facility. He informed that the facility was aging and that the lifespan of the various components of the building are unknown. He went on to outline some of the costs involved in maintaining it and some of the major repair expenditures required in the near future i.e. the oil tank replacement which is immediate and the roof. He further explained that a plan needs to be developed to identify a strategy for repair t replacement. The feasibility study would provide this information. However, we must begin planning for a new facility now as these projects could take up to 5 or mare years to reach completion. RTS101107-06 Motion by Carolyn Tripp, Seconded by Bab Gregory !t is recammended that the verbal update given by Shawn Binns an the Guthrie Lands Feasibility Study be received. Carried. (b) Shawn stated that he had reviewed the letter from HVPOA and that the request for the fitness trail would be referred to budget deliberations and that the possibility to construct an ice rink exists within the Lohuaru Trail parking lot should the community come together and organize volunteers. Julie has created an outdoor rink manual and volunteer community members would be trained on how to build and maintain the rink. Mac Shiells reported that he had spoken with Hugh Murray who indicated that he may able to get some volunteer firefighters to assist. Mac brought up the question of fundraising for this project and issuing tax receipts to the donors. They need to issue a tax receipt but if the project does not go ahead, how do you reverse the receipt? Mac indicated that a conceptual plan should be developed. Shawn indicated that he would be working with the Horseshoe Valley Property Owners Association and would be reporting back to Council regarding the development of a conceptual plan far the 4`h line lands. RTS101107-07 Motion by Mac Shiells, Seconded by Rita Regelink !t is recammended that the verbal update given by Shawn Binns on the Line 4 Park (HVPOA) be received. Carried. 3 (c) Shawn reported that, thanks to Margaret and Julie, we received over 144 registrations for our fall programs which are the highest number on record. The last two fall sessions averaged 60 people. The number of cancellations has greatly reduced and we have capped out on a couple of programs and are looking to add second classes. We have introduced programs at Warminster and have line dancing at Edgar Hall. We are looking to change our brochure format to a new 8'f2 x 11 magazine style brochure for the winter edition of the brochure which we are looking to mail to all residents to ensure that all residents receive a copy. RTS101107-08 Motion by Rita Regelink, Seconded by Carolyn Tripp !t is recommended that the verbal update given by Shawn Binns on Fall Recreation Programs be received. Carried. 8. New Business: (a) Project Breakdown -Critical Path The goals developed at the last meeting were reviewed, Shawn indicated the critical path will provide a method to break down these goals, apply resources and ensure that the group is moving forward to achieve these goals. The group discussed these goals and felt that the first priority should be to begin the facility feasibility study. Councillor Coutanche agreed to facilitate on the whiteboard while the group brainstormed a critical path for the Guthrie Lands Feasibility Study. (See appendix (A) attached). RTS101107-09 Motion by Bob Gregory, Seconded by Carolyn Tripp It is recommended that the verbal update given by Shawn Binns on the Project Breakdown - Critical Path be received. Carried. Councillor Coutanche drew up a Project Flow Chart (See appendix (B) attached). He explained that this is an excellent tool to aid in determining the order of the steps to be taken in a project. Discussion ensued about the need to revisit the mission and vision before work goes into further development of the goals. Once the mission and vision is reviewed the goals will become clearer. 9. Action Items a} Facility Feasibility Study and Conceptual Plan for Guthrie Shawn indicated that he would endeavor to have a draft Terms of Reference done for review at the December meeting. It was agreed that the Group would meet far a special Vision/Mission meeting on November 22nd 10. Evaluation of Functioning • Our goals are set and we are moving to next steps, we are achieving our goals. Everyone is pitching in. 11. Next Meeting ` 1 Next Meeting will be scheduled for November 1 at 7pm in the Robinson Room at the Administration Centre A special "VisionlMission" meeting will be held on November 22"`', 2007 - 7:00 pm at the Administration Office. 12. Adjournment RTS101107-10 Mahon by Mac Shiells, Seconded by Carolyn Tripp It is recommended that we da now adjourn at 9:07 pm Carried. The next meeting will be held on Thursday, November'sr at 7:00 pm in the Robinson Room of the Administration Centre. Appendix A Brainstorm Considerations for Facility Feasibility Study Terms of Reference Land Inventory Budget Community Input Recreation Master Plan Official Plan Parkland Secondary Study Other studies IGAP Growth Strategy MTO- Highway Plans? Planning and Zoning Issues Demographics Soil Analysis -Contamination? Safety and Security Analysis of Current Facilities Phase 1 -Needs Assessment Phase 2- Feasibility and Business Plan Agency and Community Serviee Organization Input Phasing Partnerships Operating Costs? Grants and Sponsorships Integration of facility Lifespan of facilities Culture Advertising Trends Baseball diamonds Pool? Schools and Joint Use? Trends Community Halls Funding a .~ m x c a a. dC F-- Q U J LL H U W 0 d a~ .~ .«u C3 U_ ~ O U ~- C ~ O O .N '~ ~ O ciS ;+_ ~ ~ ~ ~~ ~ ~ Q N ~ ~ ~ ~ O ~ ~ O U C 4 C N S1 cU d? ~ N N ~ ~~ G ~ O ~ G "' C tl? o s cn p ~ ~ fl. ~" ~ ~ 't3 '~ Y ~ ~ t~S ~ tll s ~ ~ N ~ ~C ~ ~ .~ ~ X 4 ~ ~~ ~ *" C .C ;~' ~~ 'S ~ ~ ~ C C ~. ~ ~ .~ ~ ~ N N a. C2 Q. Q. ~ ~ X O N C .~ i C .~ ~} ;- V RS N C .~ W I.L W Ca O U tll .s~ O 7C ~ O ~ ~ ~ C ~ 4 ~ ~!n a-~ CA ~ C ~ O. .~ U 5 ~ N v ~ ~ .,-. _ ~ ~ O F- ~ ~ ~ ~ ~ O ~ _ 4 N ~ O ~ O tiS q~ Q 1- .- N ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP MINUTES Thursday, November 8th, 2807 @ 7:00 p.m. Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Bob Gregory, Ted Duncan Staff Present: Shawn Binns, Manager of Recreation & Community Services Julie Gearing Recreation and Special Events Programmer Guests Graeme Davis, Earl Dertinger -County of Simcoe Chair: Councillor John Crawford called the meeting to order at 7:02 p.m. 1. Adoption of Agenda RTS110807-01: Moved by Carolyn Tripp, Seconded by Ted Duncan It is recommended that the agenda for the Oro-Medonte Recreation Technical Support Group meeting of Thursday, November 8th, 2007 be adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: RTS110807-02: Moved by Carolyn Tripp, Seconded by Rita Regelink It is recommended that the Minutes of the Oro-Medonte Recreation Technical Support Group meeting of Thursday, October 11 r'', 2007 be adopted as written. Carried 4. Guest Speakers: Chair Crawford introduced Graeme Davis -County Forester and Earl Detringer -Simcoe County Forest By-Law Officer Graeme and Earl discussed the Simcoe County Forest Recreation Forest Use Policy as well as motorized use and designation of trails ~_ RTS110807-03: Moved by Bob Gregory, Seconded by Carolyn Tripp It is recommended that the presentation given by Graeme Davis -County Forester and Ear! Detringer -Simcoe County Forest By-Law Officer Re: ATV usage be received. Carried RTS110807-04: Moved by Bob Gregory, Seconded by Ted Duncan It is recommended that the verbal presentation given by Shawn Binns on the request from the /North Simcoe ATV Club be received. Carried 5. Items far ConsiderationlDiscussion: None 6. Correspondence: None 7. Updates: a} Installed Playground Equipment Shawn indicated that this year three sets playground equipment had been installed, the latest being at Shelswell Park. The Recreation department received a huge card from the children in the area thanking the Township for the park and indicating that they are getting lots of use out of it. Some of those who initially opposed the development of the park came out to help erect the playgraund equipment. RTS110807-05: Moved by Ted Duncan, Seconded by Rita Regelink It is recommended that the verbal update given by Shawn Binns on the Installed Playground Equipment be received. Carried b} Recreation Program and Brochure Update Shawn introduced July who has been with the department for two months as the Recreation & Special Events Programmer. Shawn indicated that in this fall session we had received over 140 program registrations which is almost double that of the past. Participants in fall sessions of 2005 and 2006 totaled 119. We are now meeting our direct costs, and are breaking even. In the past, 20,000 copies of each issue of the brochure were distributed in the Packet & Times and the Barrie Examiner. However, we knave that they did not reach all the households as not all residents subscribe (only 18% of residents are getting the ~„ ~~ , newspaper) to the papers or they were just missed. Shawn then passed the floor to Julie. Julie indicated that this issue of the brochure wiH be in a new $~/~ x 11 format consisting of 24 pages. Nine thousand copies would be printed and 7,000 would be mailed to 4ro- Medonte households. Next year we are looking at going with a glossy cover and by combining SpringlSummer and FaIIlWinter there will be a greater savings. We have also rented two sandwich board signs at $150.00 each per month on which we are advertising the brochure and the Christmas Skate. The wording can be changed every two weeks. The benefits will be that all residents will receive the brochure and find out valuable Township information. RTS110807-06 Motion by Carolyn Tripp, Seconded by Ted Dunean It is recommended that the verbal update given by Shawn Binns on the Recreation Program and Brochure Update be received. Carried. c) RailTrail Signs - HTG Shawn informed that Huronia Trails received a Trillium Foundation grant and donated 32 2ft x aft signs for all the road crossings of the RailTrail. These would be going up in the near future, weather permitting. The signs would make drivers aware of who could be crossing the road at any given time and also inform everyone who can use the trail. This organization also did the trail usage count statistics earlier this year. The Mayor sent a letter of thanks on behalf of Council. RTS110807-07 Motion by Bob Gregory, Seconded by Rita Regelink It is recommended that the update given by Shawn Binns an the RailTrail Signs -HTG be received. Carried. 8. Business Arising From the Minutes: a) Critical Path -Guthrie Lands Feasibility Study Shawn indicated that the first step was to draft the terms of reference far the meeting at the beginning of December. The second step would be to include something in the budget for Council's consideration. Once the terms of reference are completed, recommendations from this group will be forwarded to Council requesting authorization to seek proposals. There should be a four week turnaround for the Request for a Proposal and we should receive submissions by the end of April. The Feasibility Study should start by the beginning of May. Fees are standard and there are about five top consultants. We want to ensure we get one of the five so pre-qualification will likely occur b) Financial Report -Hall Boards Shawn explained to the Group that the financial sheets were a five year synapsis of Community Hall expenses. Revenues were separated from the expenses. The Township had contributed the other 50% of the capital costs. 3 A discussion ensued wherein it was indicated that there was definitely something wrong with the numbers. It was indicated that Hawkestone's deficit was cleared at the end of each year by their Association. It was expressed that the Warminster Hall received very little use and there are a number of facilities within the area. It was also stated that community halls should also be reviewed far reflection of those activities that were for the community good and offered for free and not concentrate only on private enterprises for booking revenue. RTS110807-08 Matian by Bob Gregory, Seconded by Rita Regelink It is recommended that the written report given by Shawn Binns on the Financial Reports - Hall Boards be received. Carried. c) Eady Nall Success and Challenge RTS110807-09 Motion by Ted Duncan, Seconded by Rita Regelink It is recommended that the written report given by Shawn Binns on the Eady Hall Success and Challenge be received. Carried. d) Carley Hall Success and Challenge RTS110807-10 Motion by Carolyn Tripp, Seconded by Ted Duncan It is recommended that the written report given by Shawn Binns on the Carley Hall Success and Challenges be received. Carried. 9. New Business a) Alcohol Risk Management Policy Due to the length of the meeting, it was agreed that the Alcohol Risk Management Policy would be deferred until the next meeting. 10. Action Items None 11. Next Meeting Next Meeting which will include the Public Information Session on ATV use on Municipal Roads will be scheduled for December 6th at 7pm in Chambers at the Administration Centre. It was agreed that the special Vision/Mission meeting would be postponed until November 29th, 2007 - 7:OOpm at the Administration Office. 4 12. Adjournment RTS110807-11 Motion by Bob Gregory, Seconded by Rita Regelink It is recommended that we da now adjourn at 9:40 pm ~~. Carried. 5 ORO-MEDONTE RECREATION TECHNICAL SUPPORT GROUP VISION !MISSION MINUTES Thursday, November 29th, 2007 C 7:00 p.m. Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Bab Gregory, Ted Duncan Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor John Crawford called the meeting to order at 7:45 p.m. 1. Adoption of Agenda RTS071129-01: Moved by Carolyn Tripp, Seconded by Bob Gregory It is recommended that the agenda for the Ora-Medonte Recreation Technical Support Group meeting of Thursday, November 29`", 20Q7 be adopted as amended. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of the Minutes: None 4. Guest Speakers: None 5. Items for CansiderationlDiscussion: None 6. Correspondence: None 7. Updates: a) Outdoor Rink Program Shawn informed the group that there are six rinks throughout the Township and two more to be set up this year. We will undoubtedly receive calls for more rinks in the near future. To ensure that the volunteer groups are given the same information, an Outdoor Rinks Manual had been created. These manuals contain information regarding the site, temperature, maintenance, volunteer agreement, and an application form. The manual t also includes a list of contact telephone numbers in case an emergency arises. Volunteers will now be covered under third party liability insurance. RTS071129-02: Moved by Reta Regelink, Seconded by Ted Duncan It is recommended that fhe written report regarding the Qutdoor Rink Program from Shawn Binns, Manager of Recreation & Community Services be received. Carried b) Winter Brochure Shawn informed the Group that the brochure will be going out in the mail on December 6t" He drew the Groups attention to the Mayors Christmas Skate and invited everyone to attend. He also indicated the inclusion of the Recreation Technical Support Group list of members, their mandate and goals on page 5. RTS071129-43: Moved by Bob Gregory, Seconded by Ted Duncan It is recommended that the Recreation & Community Services Winter 2(108 Brochure be received. Carried 8. Business Arising From the Minutes: None 9. New Business a) Vision /Mission Shawn explained to the Group that the Vision 1 Mission of Recreation & Community Services flowed from the Recreation Technical Support Group's mandate which, in turn, flowed from Council's mandate which camp from the people. He drew the Group's attention to the three flaw charts on the wall (see attached) to reinforce this and indicated that the Vision and Mission of the Recreation & Community Services department flow chart needed to be created. Chair Crawford informed the group that Councillor Coutanche would facilitate a brainstorming session to fill in the blanks. A discussion ensued and the matter will be reviewed at a future meeting. 10. Action Items a) Wordsmithing would be done to fine tune the tag line. 11. Next Meeting Next Meeting which will include the Public Information Session on ATV use on Municipal Roads will be scheduled for December 6t" at 7pm in Chambers at the Administration Centre. 12. Adjournment RTS071129-04 Motion by Bob Gregory, Seconded by Mac Shiells It is recommended that we do now adjourn at 9: 70 pm Carried. .. .. ~:. ~~'~ti ' ~~~~ ,.~~~~~ ,,~ , ( t. -~~.. w`~~ _t `~i~`' Dear Heads of Council, Members of Council and Staff. _~l S ~ 1 '~f _A; ARIC} SIVIALL URBAI~I MUNICIPALITILS ASSOCIATION OF MUNICIPALIT'lES OP ONTARIO November 30, 2007. Re: 2008 OSUM Conference & Trade Show This letter is your first invitation to attend our 55"' Annual Conference and Trade Show to be held in the Municipality of Collingwood from April 30 -May 2, 2048. The Conference and Trade Show will be held in the Eddie Bush Memorial Arena Located in the heart of historic Downtown Collingwood and at the beautiful Georgian Manor Resort. This year's Conference theme is "The CF~anging Ontario Small Urban Municipality: Building a ~"ustainable Community". Our Conference Planning Committee, headed by our Vice-Chair Norman Sandberg, Councillor, Town of Collingwood, has planned worthwhile and interesting workshop sessions designed to suit everyone's interest and especially those serving their first term on Council. Several changes have been made to the program structure which will be of benefit to delegates, exhibitors and sponsors. Delegates will learn valuable information related to the "four pillars ©f sustainabiliry" (social, economic, cultural and environmental}, as well as other relevant topics of interest to small urban municipalities. Several Cabinet Ministers are expected to participate in the Ministers' Forum, and the Premier has been invited to address the delegates. The Minister of Municipal Affairs and Housing will also make his regular report. You are cordially invited to the Evening of Welcome on Wednesday, April 30~`, 2008 which includes complimentary food, cash bar and the opportunity to chat with the Trade Show Exhibitors. There will also be plenty of early bird events on Wednesday arranged by the Town of Collingwood including a golf outing at the Blue Mountain Golf and Country Club. Please check the Town's website at for more details. The Town of Collingwood is currently planning an exciting Companions' Program featurin~~ opportunities to visit and explore the beauty of Collingwood -details to follow! As always, the program may be changed depending an the availability of Ministers and other significant persons. Please find enclosed a Registration Farm and information on local accommodations. I am sure that you will be impressed by our new Conference format and the quality of our workshop participants from bath the public and private sectors. please cheek the AMO website to and click on OSUM for program updates. Our next mailing to you will also have more program updates. If you would like further information about our exciting conference, please call Ted Blowes, Annual OSUM Conference and Trade Shaw Coordinator at 519-393-5877 residence, or 519-271-0250 ext. 241, or by email at ~s .,.,. ,_w>~, or .You may also contact Karen Cubitt, Collingwood's Conference Coordinator at 705-445-9463 or via email at .Make plans now to attend what promises to be our best Conference ever! Most sincerely, ~~tiz6 ~YI~/1~~ca Gary McNamara, Mayor Town of Tecumseh Chair of OSUM Enclosures Ted Blowes, Annual Conference & Trade Sho~a> Co-ordinator; 519-271-0250 ext. 24/ (O~ce phone), 519-393-5877 (Home office phonej, 514-393-5218 (fax) (home email) and/or P.O. Box 818, Stratford, Ontario NSA 6W 1 //~~ 55~- Annual OSUM Conference 8 Trade Show ~~~ c...iG~~~ ~~UDn~C1~C~ The Changing Ontario Small Urban Municipality - Building a Sustainable Community ~ ` ~,~,_~~>~--~~~~~aa-.~ DELEGATE REGfSTRATION FORM Delegate Name: Position: Municipality: Mailing Address: City: Telephone: Fax: Email: Companion Name: Postal: Cell: Delegate Package Includes 2 breakfasts, 1 lunch, Chairman's Luncheon, and all workshops. Package does not include accommodations. All delegates must book their own accommodations. Before March 31, 2008 ^ $365.00 After March 31, 2008 ^ $390.00 ompan on Package Includes 2 breakfasts, Chairman's Luncheon and scheduled companion activities ^ $85.00 Companion Package Activities (Please Indicate choices. No additional cost) ^ Downtown Collingwood Shopping Excursion ^ Collingwood Museum 8~ Historic Walking Tour ^ Pilates Class ^ Collingwood Trails Network Bike Tour (Bring your own bicycle or rentals available) Chatrman's Luncheon Additional Tickets ^ $50.00 Takes place Friday, May 2, 2008 at 12:30pm Earty Btrd Actfvittes for Delegates, Companions, and Exhibitors Wednesday, Aprtl 30 ^ Blve Mountain Golf Club ^ $67.92 (Tee times available 9:30am - 1 1:30am, limited to the first 60 registrants, 18 holes with cart) ^ Scenic Caves Eco Adventure Tour (Includes Treetop Walk and Zip Line Ride. Tours depart ^ $85.00 every 1.5 hours beginning at 1 pm, limited to 15 people per tour) ___ Payment Method: ^ Visa ^ MasterCard Card No. Signature: Subtotal $ -+t`T $ vJ I Town of Collingwood GST# R 108125766 ...............Total R~rr~~'tF^~ Exp.(mm/yy) ^ Cheque (Payable to the Corporation of the Town of Collingwood) DEADLINE FOR REGISTRATION IS MONDAY, APRIl21, 2008. Registration fees, less a $50 service charge, are refundable only if written notification is received by Friday, April 25, 2008. Please send this registration form and your payment to the Corporation of the Town of Collingwood at 97 Hurontario Street, Box 157, Collingwood, Ontario L9Y 3Z5. Fax: (705) 445-9004 Attn: Karen Cubitt, 2008 Conference Coordinator for Collingwood, phone (705J 445-9463, kcvbitt@collingwood.ca. All Trade Show enquiries are to be directed to Ted Blowes, OSUM Annual Conference 8~ Trade Show Coordinator, phone (519) 393-5877, c/o City of Stratford, Box 818, Stratford, Ontario NSA bW 1, ted.b@quadro.net. ~ 55~ Annual OSUM Conference ~ Trode Show The Chan in Ontario Small Urban Munici ali ~ '"~ G ,GU00 ~U~~ g 9 p ty - Building a Sustainable Community ~~~~ ~-~~r~_:~ ACCOMMODATION LISTING *Georgian Manor Resort 10 Vacation Inn Drive, Collingwood www.georgianmanorresort.com 1-800-482-7894 FROM $139 *Cranberry Resort 19 Keith Avenue, Collingwood *Days Inn 8~ Suites 15 Cambridge Street, Collingwood *Holiday Inn Express 4 Balsam Street, Collingwood *Mariner Motor Hotel 305 Hume Street, Collingwood Milestone Motel 327 First Street, Collingwood Thurso House 167 Pine Street, Collingwood www.thecranberrvresort.on.ca 1-800-465-9077 www.daysinncollingwood.com 1-800-329-7466 www.collingwood-hotels.com 1-888-231-2378 www.marinermotorhotel.com (705) 445-3330 (705j 445-1041 www.thursohouse.com (705) 445-71 17 Joseph Lawrence Hovse Bed 8~ Breakfast www.iosephlawrencehouse.com 492 Hurontario Street, Collingwood (705) 445-7132 Dundrillin Inn 39 St Clair Street, Collingwood www.bbcanada.com/dundrillin (705) 446-0069 Cedar Chest Bed 8~ Breakfast 216 Cedar Street, Collingwood Beild House Country Inn & Spa 64 Third Street, Collingwood www.bbcanada.com/cedarchest (705) 444-0484 www.beildhouse.com 1-888-322-3453 FROM $109 FROM $1 15 FROM $129 FROM $75 FROM $75 FROM $99 FROM $90 FROM $120 FROM $95 FROM $99 The accommodations marked with an asterisk (*) have blocks of rooms reserved for OSUM delegates. These rooms will be held until March 29th. Book your accommodations early to receive the best rates! All delegates must book their own accommodations. For more information contact Karen Cubitt, 2008 Conference Coordinator, at (705) 445-9463 or at kcubitt@collingwood.ca. e Page 1 of I From: rharvey , Sent: Tuesday, December 11, 2Ub7 2:41 Nm To: Hughes, Harry Cc: Hough, Ralph; Coutanche, Mel; Allison, Terry; Agnew, Sandy; Crawford, Jahn; Evans, Dwight Subject: Dear Mayor Hughes, I am writing this letter as a follow up to our discussion last Sunday, As I had mentioned 1 was called by Shawn Binns late last week to inform me that the township was now looking into locating a temporary skating rink behind the pumphouse and next to my house. At that time I expressed my displeasure to this news and wanted to know why this was occurring when a site had already been decided upon and approved by council. He told me that it looked unlikely that they would be able to get the permanent pad up and running until spring. At that I asked why this temporary rink is going in. It became obvious at that point Rob Prouty was once again pushing the township to install things according to his timeframe and not what is feasible. Shawn informed me that with the late start and with snow on the ground he felt it may not even happen. With that I agreed to meet should they pursue this avenue. Within an hour I then received a phone call from Rob Prouty informing me that the township was installing a rink beside me and, in fact, they had already installed a water tap out the side of the pumphouse. At this I became more annoyed because once again the people who are directly affected by this proposal are being told about things after the fact. My other neighbours affected by this have not even been informed. At this I left a message for Shawn expressing my anger at not being told the entire truth and got in touch with you on Sunday. I have since talked to Shawn again, on Monday, and he has basically said that the rink will go in as there is an expressed desire to have it. I asked him to see any Ietter, petition, etc., to indicate this sudden immediate need to have a rink but he was unable to give me anything as nothing exists. As with the playground, one person is dictating what needs to be down and it appears the township is falling over itself to accommodate him. As Mr. Prouty expressed with playground with council present when we met, `I don't care where it goes, as long as it's in by the fall'. This seems to be the case with the rink. He was unable to get things together in time to pour concrete so his thinking is; `lets put it up anyway'. And Shawn Binns is again going along with it with no input or consultation with those affected. This pad was always going in Shelswell Park, which is what council voted on and approved, As mentioned in our conversation the people affected by the initial playground location had to deal with this several weekends over the summer and, for some reason, are facing the same thing over this proposed temporary rink. Why the township is not saying, `You didn't get all your planning in place so we'll have to wait until the spring' is beyond me. That is normally the way it works. In this case it seems the demands of one individual are superseding the concerns of those affected. It also goes against what `our' group agreed to when we supported the two proposals and what council voted on to allow, I welcome any thoughts regarding this. I da not look forward to going into the Christmas season facing a fight that I though we had worked out in the summer and to which council put its stamp on. Sincerely Ross Harvey 42 Shelswell Blvd t ~i~ ~t~nm THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW N0.2007-132 A By-law to Amend By-law No. 2007-021, being A By-law to Appoint Representatives to Various CommitteeslOrganizationsond Technical Support Groups WHEREAS Section 224 of the Municipal Act, 2001, S.U. 2001, c.25, as amended, provides that the role of Council is to ensure that administrative practices are in place to implement the decisions of Council; AND WHEREAS Council of the Township of Oro-Medonte appoints representatives to various committees/organizations and technical support groups; AND WHEREAS Council of the Township of Oro-Medonte did, on the 14th day of February 2007, enact By-law No. 2007-Q21, A By-law to Appoint Representatives to Various CommitteeslOrganizations and Technical Support Groups; NOW THEREFORE the Council of the Township of Ora-Medonte hereby enacts as follows: 1. That Schedule "B" of By-law No. 2007-021 be amended to add: "3. That the following Members of Gouncil be appointed to the Recreation Technical Support Group for 200: • Councillor Crawford, • Councillor Coutanche." 2. That Schedule "E" of By-law No. 2007-021 be amended to add: "2. That the following Members of Council be appointed to the Site Plan Control Technical Support Group fora 15 month period commencing March 1, 2t3t}8 and terminating May 31, 2409: Councillor Allison, Councillor Evans." 3. This by-law shall be deemed to have come into force and taken effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 12T" DAY OF DECEMBER, 2007. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin at THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2007-134 A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs For the 2007/2008 Season And to Repeal By-law No. 2002-143 WHEREAS the Municipal Act, 2Q01, S.O. 2QQl, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS the Gouncil of The Corporation of the Township of Oro-Medonte deems it desirable to enter into a Memorandum of Understanding with the Qntario Federation of Snowmobile Clubs far the 2007!2008 season; NOW THEREFORE the Council of the Township of Qro-Medonte hereby enacts as follows: 1. That the Clerk is hereby authorized to execute the Memorandum of Understanding between The Corporation of the Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs attached hereto as Schedule "A" and forming part of this By-Law. 2. That By-law No. 2002-143 is hereby repealed. 3. That this by-law shall take effect on the finale passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 12T" DAY OF DECEMBER, 2007. BY-LAW READ A THIRD TIME AND FINA~~Y PASSED THIS DAY OF 2oa7. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin ~ ~~ ~ ~ ONTARIO FEDERATION OF = ~ • • = ' ' SNOWMOBILE CLUBS ' 501 Welham Road, Unit 9, Barrie, Ontario ~' L4N 8Z6 MEMORANDUM OF UNDERSTANDING Schedule "A" t o (PLEASE PRESS HARD AND PRINT OR TYPE) B y- L 3 w N O. 2 O O 7 -13 4 On this 12th day of December year 2007 I, the undersigned, owner/occupier of the premises that is lot# attached as Appendix ~~1" concession# or other in the Township of O r o - M e d o n t e County/District/Region of S imCOe do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner/occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Properly Act R.S.O. 1990, aT21; the Motorized Snow Vehicles Act R.S.O. 1990, c.M44; and the Occupiers Liability Act R.S.O. 1990, c.0-2 as amended. LAhTDOWNER/OCCUPIER LOCAL SNOWMOBILE CLUB NAME Township of Oro-Medonte NAME ~ ~1L L/~ ~ ` / ~~~~ CL ADDRESS 1 n e Oll t, O X ADDRESS v >L 8 1.._ ry PHONE 7 0 5- 4 8 7- Z 1 ~ 1 PHONE ~ SIGNATURE SIGNATURE J. Douglas Irwin, Clerk LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OFSC DISTRICT GOVERNOR NAME & PHONE ~ r ~ ~ ~ b~ r~ ~ ~-.- -~ m ,~ u ~ - 8 7 - a-- 7 a~-S2~ -- j a-S ~ '' ~~' ~ "The OFSC and its member clubs are committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate " White copy -owner/occupier yellow copy -club Form date: 1012004 ~~ Appendix "1" to Schedule "A" By-Law No. 2007-134 a) Oro-Medonte Rail Trail from Woodland Drive through to Thunder Bridge. b) 201 Trail: 1 Line 5 North from Bass Lake Sideroad to Horseshoe Valley Road in its entirety, 2. Line 5 North from approximately 100 metres South of Railway line to top of hill on Line 5 approximately 1 km north of Horseshoe Valley Road (1 km long), 3. Line 6 North from Bass Lake Sideroad North approximately 1.5km to South side of Sugarbush. c) 203 Trail: 1. Line 11 North from Old Barrie Road to Bass Lake Sideroad in its entirety. d) B Trail: 1. Line 9 North of Bass Lake Sideroad in its entirety to Bottom of hill at Gold Mountain Springs (opened road allowance) approximately 1.5 km long. e) B206 Trail: 1. Line 6 North from Mount St. Louis Road approximately 650 meters to top of hill. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2007-135 A By-law to Appoint a Meeting Investigator WHEREAS Section 239.2 (1 } of the Municipal Acf, 2001, S.O. 2Q(?1, c. 25, as amended authorize a municipality to appoint an investigator who has the function to investigate in an independent manner, on a complaint made to him or herby any person, whether the municipality or a local board has complied with section 239 or a procedure by-law under section 238 (2} in respect of a meeting or part of a meeting that was closed to the public, and to report on the investigation; AND WHERAS The County of Simcoe has entered into an agreement with JGM Consulting to provide meeting investigator services; AND WHEREAS said agreement provides that member municipalities of the County of Simcoe may participate; AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte does now find it expedient to participate in the agreement between The County of Simcoe and JGM Consulting and to appoint a meeting investigator to investigate complaints initiated under Section 239.1 of the Municipal Act, 2QQ1, as amended; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That JGM Consulting be appointed as the Township of Oro-Medonte's meeting investigator. 2. This by-law shall take effect on the 1$c day of January 2008. BY-LAW READ A FIRST AND SECOND TIME THIS 12T" DAY OF DECEMBER, 2007. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO.2gq?-131 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL MEETING HELD ON WEDNESDAY, DECEMBER 12, 20g7 THE COUNCIL QF THE GC}RPQRATIf~N QF THE TOWNSHIP 4F CJRO-MEDQNTE HEREBY ENACTS AS F4LLC}WS: 1. THAT the action of the Council at its Council Meeting held on Wednesday, December 12, 2007, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the 4ntaria Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Gauncil of the Gorporation of the Township of Caro-Medonte. And, the Glerk is hereby authorized and directed to affix the corporate seal to all said documents. BY-LAW READ A FIRST AND SECOND TIME THIS 12th DAY OF DECEMBER, 2oa?. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 12th DAY OF DECEMBER, 2q0?. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin