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01 22 2014 Council AgendaPage 6 -16 iii 18 -22 Toutnship of Proud Heritage, Exciting Future THE TOWNSHIP OF ORO- MEDONTE COUNCIL MEETING AGENDA COUNCIL CHAMBERS Wednesday, January 22, 2014 5:30 p.m. - Closed Session 7:00 p.m. - Open Session 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. 3. DISCLOSURE OF PECUNIARY INTEREST: 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Andria Leigh, Director of Development Services re: Personal matters about an identifiable individual (Development Services). d) Andria Leigh, Director of Development Services re: Litigation affecting the municipality (OMB Appeal, Crestwood Park Holdings, 2012- OPA -02, 2011 - ZBA-09). e) Andria Leigh, Director of Development Services re: Litigation affecting the Municipality (Summary of Orders). f) Robin Dunn, CAO re: Litigation affecting the municipality (Legal Update). g) Robin Dunn, CAO, re: Solicitor - client privilege (Water/Waste Water Servicing). 5. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on Wednesday, January 8, 2014. 6. RECOGNITION OF ACHIEVEMENTS: a) Correspondence dated January 16, 2014 from Michelle Manklow re: Letter of Appreciation, Oro - Medonte Firefighters. b) CPI, Prepare Training Instructor Certification Program: Helga Abbott, Darcy Brooke- Bisschop, Tamara Obee, Phillip Patchell, Shannon Stewart. Page 1 of 279 Council Meeting Agenda - January 22, 2014 7. PUBLIC MEETINGS: 23-24 a) 7:OOpm Public Meeting for Proposed Amendment to the Zoning By -Law, Concession 8, Part of Lot 1 (Oro), Township of Oro - Medonte, 3225 Line 7 North, 2013 - ZBA -20 (McKerroll). 25-26 b) 7:OOpm Public Meeting for Proposed Amendments to the Official Plan and Zoning By -Law, Part of the East Half of Lot 17, Concession 11 (Oro), Township of Oro - Medonte, 544 and 556 Line 11 North, 2013- OPA -01 and 2013 - ZBA -12 (SCS Leasing / Shelswell Excavating & Grading Ltd.). 8. DEPUTATIONS: None. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICIPAL OFFICERS: 27-29 a) Report No. F12014 -01, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Statement of Accounts — December 31, 2013. 30-33 b) Report No. FD 2014 -02, Hugh Murray, Fire Chief re: Emergency Response Vehicle [to be distributed at meeting]. 34-39 c) Andria Leigh, Director of Development Services, clarification re: Minutes of Sustainability Plan Steering Committee (SPSC) meeting held on December 5, 2013. 40-42 d) Report No. DS2014 -02, Andria Leigh, Director of Development Services re: 2013 Year End Permit Statistics. 43-51 e) Report No. DS2014 -04, Andria Leigh, Director of Development Services re: Site Plan Agreement Application 2013 - SPA -29, By Braestone Farm Corporation, Part of South East Half of Lot 1, Concession 9 (Oro), Township of Oro - Medonte [Refer to Item 15d)]. 52-64 f) Report No. RC2014 -01, Shawn Binns, Director of Recreation and Community Services re: 2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement. 65-118 g) Report No. RC2014 -02, Shawn Binns, Director of Recreation and Community Services re: Oro African Church Assessment — Update [to be distributed at meeting]. 119-186 h) Shawn Binns, Director of Recreation and Community Services re: 2014 Grants and Subsidies Requests. 187-194 i) Report No. CS12014 -01, Donna Hewitt, Director of Corporate & Strategic Initiatives re: Corporate Projects Status Update — December 31, 2013. 195-198 j) Report No. CS12014 -02, Donna Hewitt, Director of Corporate & Strategic Page 2 of 279 Council Meeting Agenda - January 22, 2014 Initiatives re: External Customer Satisfaction Survey and Corporate Strategic Plan 2014 -2018. 11. REPORTS OF MEMBERS OF COUNCIL: 199-201 a) Councillor Crawford re: Economic Development Initiatives, Canadian Pacific Holiday Train. 202 - 203 b) Mayor H.S. Hughes, correspondence dated January 9, 2014 from Larry Scanlan, Chair, Tillsonburg Police Services Board re: OAPSB November 25, 2013 Letter. 204 - 229 c) Mayor H.S. Hughes re: 2014 Hometown Heroes Award Program, Nominations, Individual, Group and Small Business Awards. 12. CONSENT AGENDA: 230-232 a) Announcements of Interest to the Public: Page 3 of 279 1. Notice for Nominations to Office, 2014 Municipal Election. 2. Attention All Dog Owners. 3. Pancake Supper at Shaw's Pancake House, Line 14 South, Tuesday, February 11, 2014, 4:30- 7:30pm 233 b) Correspondence dated January 2, 2014 from Meghan Thompson, Simcoe- Muskoka Community Office, Canadian Cancer Society re: Proclamation Request, April, 2014, Daffodil Month. Staff Recommendation: Receive, Proclaim, Post on Township's Website. 234 - 243 c) Minutes and Highlights of Nottawasaga Valley Conservation Authority meetings held on December 13, 2013 and January 10, 2014. Staff Recommendation: Receive. 244 - 254 d) Minutes of Midland Public Library meeting held on November 14, 2013. Staff Recommendation: Receive. 13. COMMUNICATIONS: 255 a) Correspondence dated November 27, 2013 from Natasha Bowes, Fundraising Coordinator, Autism Ontario re: Proclamation Request, April 2, 2014, "World Autism Awareness Day" and Autism Ontario's "Raise the Flag" Campaign Request. 256 b) Lake Simcoe Region Conservation Authority, invitation re: Annual General Meeting, Friday, January 24, 2014, 9:00am- 12:00pm, Holiday Inn Express, Newmarket. 257-258 c) Correspondence received January 8, 2014 from Ken St. Amant re: Accommodation Review Committee (ARC) - Community Representation. 259 d) Correspondence dated January 1, 2014 from Bob & Pauline Stuart re: Request for Exemption to By -law 2008 -159, A By -law to Regulate the Removal and Piling of Snow within the Township of Oro - Medonte, 49 Page 3 of 279 Council Meeting Agenda - January 22, 2014 Grandview Crescent. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: 260 - 264 a) By -Law No. 2014 -005 A By -Law: To Transfer Easements for Utility Lines as Defined in the Ontario Energy Board Act, 1998, over Parts 3, 9 and 10, Plan 51 R -39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe, And To Transfer Easements for residential access and egress over Parts 5, 6, 10 and 14, Plan 51 R -39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe, And To Permanently Close and Sell that Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe, And To Permanently Close and Sell Part of the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe. 265 b) By -Law No. 2014 -007 Being a By -law to Amend By -Law No. 2013 -116, A By -Law to Provide a Schedule of Retention Periods for the Records of the Township of Oro - Medonte. 266 c) By -Law No. 2014 -008 A By -law to Amend By -law No. 2012 -168, Being a By -law to provide for the restricting and regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of The Corporation of The Township of Oro - Medonte "Parking By -law ". 267 - 278 d) By -Law No. 2014 -009 A By -law to Authorize the Execution of a Site Plan Control Agreement between The Corporation of the Township of Oro - Medonte and Braestone Farm Corporation described as lands as follows: PT SE 1/2 LT1 CON 9 ORO, T1, 51 R256687, PT2 Page 4 of 279 Council Meeting Agenda - January 22, 2014 51 R4363, TOWNSHIP OF ORO- MEDONTE, COUNTY OF SIMCOE. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): 18. CONFIRMATION BY -LAW: 279 a) By -Law No. 2014 -004 Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, January 22, 2014. 19. ADJOURNMENT: a) Motion to Adjourn. Page 5 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... .01A TOWnshop t)!f .4 Wednesday, January 8, 2014 THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES Council Chambers 2010 - 2014 COUNCIL Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 6:31 p.m. Staff Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Present: Corporate Services /Clerk; Donna Hewitt, Director of Corporate & Strategic Initiatives; Hugh Murray, Fire Chief; Janette Teeter, Deputy Clerk ANNOW Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer /moment of reflection. 2. ADOPTION OF AGENDA:} a) Motion to Adopt the Agenda. Motion No. C140108 -1 Moved by Lancaster, Seconded by Crawford Be it resolved that the agenda for the Council meeting of Wednesday, January 8, 2014 be received and adopted. Carried. Page 1 of 11 Page 6 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C140108 -2 Moved by Coutanche, Seconded by Meyer At Be it resolved that we do now go in Closed Session at 6:32 • acquisition /disposition of land. b) Motion to Rise and Report. Motion No. C140108 -3 m. to discuss Carried. c) Doug Irwin, Director of Corporate Services /Clerk, re: Acquisition /disposition of land (Portion of School House Road). The following staff were present: Doug Irwin, Director of Corporate Services /Clerk; Janette Teeter, Deputy Clerk. Motion No. C140108 -4 Moved by Meyer, Seconded by Coutanche Be it resolved 1. That Confidential Report No. CS2014 -01, Doug Irwin, Director of Corporate Services /Clerk, re: Acquisition /disposition of land (Portion of School House Road) be received and adopted. 2. And That staff proceed as outlined in Confidential Report No. CS2014 -01 and advise Council. Carried. Page 2 of 11 Page 7 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 5. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on Wednesday, December 11, 2013. Motion No. C140108 -5 Moved by Crawford, Seconded by Lancaster Be it resolved that the draft minutes of the Council meeting held on Wednesday, December 11, 2013 be adopted as printed and circulated. ANOW Carried. b) Minutes of Human Resources Committee meeting held on Tuesday, December 17, 2013. Motion No. C140108 -6 Moved by Lancaster, Seconded by Evans Be it resolved that the draft minutes of the Human Resources Gommfttee meeting held on Tuesday, December 17, 2013 be received. Carried. c) Minutes of Special Council meeting held on Wednesday, December 18, 2013. Motion No. C140108 -7 140001ftft� 4hjL Moved by Coutanche, Seconded by Meyer Be it resolved that the draft minutes of the Special Council meeting held on Wednesday, December 18, 2013 be received and adopted as printed and circulated. Carried. d) Minutes of Council meeting held on Wednesday, December 18, 2013. Motion No. C140108- Moved by Meyer, Seconded by Coutanche Be it resolved that the draft minutes of the Council meeting held on Wednesday, December 18, 2013 be received and adopted as printed and circulated. Carried. Page 3 of 11 Page 8 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. e) Minutes of Committee of Adjustment meeting held on Thursday, December 19, 2013. Motion No. C140108 -9 Moved by Crawford, Seconded by Evans Be it resolved that the draft minutes of the Committee of Adjustment meeting held on Thursday, December 19, 2013 be received. Carried. 6. RECOGNITION OF ACHIEVEMENTS: A&# a) Future Ready Leadership Program, Mohawk College Enterprise - Harold Daynard; Dean Mawdsley; Tamara Obee; Samah Othman; Janette Teeter; Rick Yule. 7. PUBLIC MEET None. 8. DEPUTATION; Carried. a) Peter Armstrong, Born To Ride Bicycle, re: Cycling Community Partnership Program. Motion No. C140108 -11 Moved by Evans, Seconded by Crawford Be it resolved that the information presented by Peter Armstrong, Born To Ride Bicycle, re: Cycling Community Partnership Program be received and considered in the development of the Oro - Medonte Cycling Strategy. Carried. Page 4 of 11 Page 9 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. b) Brendan Matheson, Barrie /Simcoe Cycling Club, re: County Wide Strategy for Cycling Tourism. Motion No. C140108 -12 Moved by Meyer, Seconded by Coutanche a) Hugh Murray, Fire Chief, correspondence from Emergency Management Ontario re: Annual Emergency Management Program Statement of Completion. Page 5of11 Page 10 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. b) Report No. FD 2014 -01, Hugh Murray, Fire Chief, re: Emergency Response Vehicle [To be distributed at the meeting]. Motion No. C140108 -14 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That Report No. FD 2014 -01, Hugh Murray, Fire Chief, re: Emergency Response Vehicle be received and adopted. 2. And That the Fire Chief be authorized to negotiate the purchase of the vehicle and report back to Council. Carried. Motion No. C140108 -15 Moved by Coutanche, Seconded by Meyer b) Councillor Coutanche, re: Augmented Reality Video Clip. Motion No. C140108 -16 Moved by Lancaster, Seconded by Evans Be it resolved that the Augmented Reality Video Clip presented by Councillor Coutanche be received. Carried. Carried. Page 6 of 11 Page 11 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 12. CONSENT AGENDA: Page 7 of 11 Page 12 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 13. COMMUNICATIONS: a) Correspondence dated December 10, 2013 from Wayne Wilson, CAO /Secretary- Treasurer and Nina Bifolchi, Chair, Nottawasaga Valley Conservation Authority re: 2014 NVCA Proposed Budget and Municipal Levy Circulation Notice. Motion No. C140108 -18 Moved by Crawford, Seconded by Lancaster Be it resolved that the correspondence dated December 10, 2013 from Wayne Wilson, CAO /Secretary- Treasurer and Nina Bifolchi, Chair, Nottawasaga Valley Conservation Authority re: 2014 NVCA Proposed Budget and Municipal Levy Circulation Notice be received. b) AAF Correspondence from the County of Simcoe re Mount St. Louis, Moonstone. Motion No. C140108 -19 Moved by Meyer, Seconded by Carried. Moved by Lancaster, Seconded by Evans Be it resolved that the correspondence dated December 9, 2013 from William & Dorothy Moore and correspondence dated December 19, 2013 from T.M. Skalosky, President, Del -Coin Holdings Inc., re: Request to Purchase Township Property, Road Allowance abutting Con. 1 North, Part Lot 16, R -Plan 51 R- 22863, Parts 2 and 3 be received and referred to staff for a report. Carried. Page 8 of 11 Page 13 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. d) Correspondence dated December 17, 2013 from the Orillia & Area Physician Recruitment & Retention Committee, re: 1st Annual Seducing Dr. Zeus Fundraising Event, February 21, 2014, Orillia Public Library. Motion No. C140108 -21 Moved by Coutanche, Seconded by Meyer Games. Motion No. C140108 -22 wmbb Moved by Crawford, Seconded by Lancaste Be it resolved that the correspondence dated December 24, 2013 from Steven Davidson, Deputy Minister, Pan / Parapan American Games Secretariat, re: Pan American and Parapan American Games be received. 14. NOTICE OF None. Carried. Page 9 of 11 Page 14 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 15. BY -LAWS: a) By -Law No. 2014 -002: Being a By -law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest. b) By -Law No. 2014 -003: A By -law to Appoint a Meeting Investigator and Repeal By- Law No. 2012 -037. a) By -Law No. 2014 -002: Being a By -law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest. b) By -Law No. 2014 -003: A By -law to Appoint a Meeting Investigator and Repeal By- Law No. 2012 -037. Nor be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. 'N Carried. AN* ikl%61. 18. CONFIRMATION BY -LAW: a) By -Law No. 2014 -001: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, January 8, 2014. Motion No. C140108 -24 Moved by Lancaster, Seconded by Crawford Be it resolved that By -Law No. 2014 -001: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, January 8, 2014 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 10 of 11 Page 15 of 279 5.a) Minutes of Council meeting held on Wednesday, January 8... Council Meeting Minutes — January 8, 2014. 19.ADJOURNMENT: a) Motion to Adjourn. Motion No. C140108 -25 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now adjourn at 8:37 p.m. it IRV Mayor, H.S. Hughes 1M, Clerk, J. Douglas Irwin NN Carried. Page 11 of 11 Page 16 of 279 6.a) Correspondence dated January 16, 2014 from Michelle Man... From: mmanklow Sent: Thursday, January 16, 2014 10:25 AM To: Fax Repository Subject: Thank -you Contact: General Inquiries Hello, I am writing this e-mail in hopes that it will make it to your firefighters to let them know just how thankful I am to each and every one of them who responded to the call on Sunday January 12, 2014 at Half Ass Farm in Moonstone (I believe it would have been station 6 firefighters). I will never forget this day and how they helped to rescue my horse Joe who had been trapped in a very large shed that had collapsed on top of him. Although I was not there at the time he was discovered or during his rescue it is my understanding that the farm owners would never have been able to rescue him as quickly and efficiently without their help and for this I am so very thankful. With their efforts Joe was removed with minimal impact to his health and safety and I attribute this to how well he is doing both physically and mentally now. So thank you all once again for giving up your family /personal time to be the fantastic volunteers that you are. Your efforts are not going unnoticed. Sincerely, Michelle Manklow and PNA's Travelin Joe aka: Joe Name: Michelle Manklow E -mail Address: Phone Number: Page 17 of 279 00 0 prepare ' training a CPI specialized offering Helga Abbott has completed the requirements of the Prepare Training® Instructor Certification Program and is certified to teach the staff of Township of Oro - Medonte Contact Hours: 18 Certification Start Date: December 13, 2013 Certification Level: Associate Instructor ID # 1011684 Judith Schubert President n RUCP O z O�RTI FIC0, *0 v M v m n O n CD v 0 O v prepare training a CPI specialized offering Darcy BrookemBissch6p has completed the requirements of the, P Prepare Training® Instructor Certification Program and is certified to teach the staff of CD Township of Oro - Medonte .� •► , Judith Schubert President Contact Hours: 18 Certification Start Date: December 13, 2013 Certification Level: Associate Instructor ID # 1011687 -1 m I � M'CP1- o O mr�nirtnj— °tirirrrr��trrirni�tm?my� t!! rr' ri�rrntrr >'<im?rrri�TrrTr ?r�'mrrn� �rTrnr�arrnrrr� ; �' 2 c i 0 O m I � M'CP1- o O mr�nirtnj— °tirirrrr��trrirni�tm?my� t!! rr' ri�rrntrr >'<im?rrri�TrrTr ?r�'mrrn� �rTrnr�arrnrrr� ; �' prepare training a C,Pl specialized. offering Tamara 4bee has completed the requirements of the Prepare Training® Instructor Certification Program and is certified to teach the staff of (D Township of Oro-Medonte (D (n Judith Schubert President o 0 (D O. SM M g�r M V prepare training -` a CPI specialized offe ring 7 V 4 i W Phillip P atchell has completed the requirements Of the Prepare Training® Instructor Certification. Program and is certified to teach the staff of Township of Oro-Medonte Judith Schuberto President CD -Contact Hours: 18 Certification Start Date: December 13, 2013 Certification Level: Associate 0 h Instructor ID # 1011690 . . ... . ... ;- YK it 1 tn N, U P/FIC dAAAAAL .0 @NEI M �_Fi_;s 0 0 0 YN r it r x v !11 prepare. training a CPI specialized offering Shannon Stewart has completed the requirements of the Prepare Training® Instructor Certification Program and is certified to teach the staO of Township of Oro - Medonte jt1,a&A scw6r.� Judith Schubert President Contact Hours: 18 Certification Start Date: December 13, 2013 Certification Level: Associate Instructor ID # 1011785 vy IRUC 1p ��r�FIrc (rJr*r lxc /rrrrle 1•: ��::J Vfr: i�al':� J.r�:r�m[ 1:eliirr 7.a) 7:00pm Public Meeting for Proposed Amendment to the Zo... NOTICE OF PUBLIC MEETING FOR PROPOSED AMENDMENT I folk r:1 W' '(41 ►I10[HWa W_\4► OF THE TOWNSHIP OF ORO- MEDONTE 2013- ZBA -20 (McKerroll) TAKE NOTICE that the Council of the Corporation of the Township of Oro - Medonte will hold a Public Meeting on Wednesday, January 22, 2014 at 7:00 pm in the Municipal Council Chambers. The purpose of the Public Meeting is to obtain public comments on a proposed Amendment to the Zoning By -law, under Section 34 of the Planning Act, R.S.O. 1990 c. P. 13. THE PURPOSE of the proposed Zoning By -law Amendment is to amend the zoning on a portion of the lands located at 3225 Line 7 North and described as Concession 8, Part of Lot 1 (Oro), Township of Oro - Medonte. The subject lands are presently zoned Agricultural /Rural (A/RU) Zone and the applicant has applied to rezone a portion of the lands to a site - specific Agricultural /Rural (A/RU) Exception Zone to permit a welding shop as a home industry within in existing building. A KEY MAP illustrating the location of the subject lands is included with this notice. ANY PERSON may attend the public meeting and /or make written or verbal representation either in support of, or in opposition to, the proposed Amendment. If a person or public body that files an appeal of a decision of the Township of Oro - Medonte in respect of the proposed Amendment does not make oral submission at the Public Meeting, or make written submissions to the Township before the proposed Amendment is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. If you wish to be notified of the decision of the Township of Oro - Medonte in respect to the proposed Zoning By -law Amendment, you must make a written request to the address below. WRITTEN SUBMISSIONS should be directed to: Township of Oro - Medonte 148 Line 7 South P.O. Box 100, Oro, Ontario LOL 2X0 Attn: J. Douglas Irwin, Clerk ADDITIONAL INFORMATION relating to the proposed Zoning By -law Amendment is available for inspection between 8:30 a.m. and 4:30 p.m. at the Township of Oro - Medonte Administration Building. For further information, contact the Planning Division at 705 - 487 -2171. DATED at the Township of Oro - Medonte this 19th day of December, 2013. Andria Leigh, MCIP, RPP Director of Development Services Page 23 of 279 7.a) 7:00pm Public Meeting for Proposed Amendment to the Zo 2013- ZBA -20 (McKerroll) KEY MAP APPLICANT'S SKETCH OF LANDS PROPOSED TO BE REZONED of 279 HORSE SHOE VALLEY ROAD HORSE SHOE VALLEY ROAD W SUBJECT PROPERTY 3225 LINE 7 NORTH Applicat Specific Z Amendme welding shop a on forSite ning Bylaw t to permit a a home industry APPLICANT'S SKETCH OF LANDS PROPOSED TO BE REZONED of 279 0 Iledorrle 7.b) 7:00pm Public Meeting for Proposed Amendments to the 0... NOTICE OF (PUBLIC MEETING FOR PROPOSED AMENDMENTS TO THE OFF11 IAL (PLAN AND ZONING BY -LAW OIL THE TOWNSHIP OIL OfRO -M EDONTE 2013- OPA -01 & 2013- ZBA -12 (SCS Leasing/Shelswell Excavating & Grading Ltd.) TAKE NOTICE that the Council of the Corporation of the Township of Oro - Medonte will hold a Public Meeting on Wednesday, January 22, 2014, at 7,00 p.m. in the Municipal Council Chambers. The purpose of the Public Meeting is to obtain public comments on proposed Amendments to the Official Plan and the Zoning By -law, under Sections 22 and 34 of the Planning Act, R.S.O. 1990 c. P. 13. THE PURPOSE of the proposed amendment to the Township of Oro - Medonte Official Plan is to site specifically amend the Agricultural policies of the Official Plan by adding a policy to Section C1.4 — Exceptions, to permit a "Heavy Equipment Training Facility', described as the training of students in the operation and maintenance of construction equipment such as excavators, dozers, back hoe loaders, front end loaders and compactors. THE fPUn POSE of the proposed amendment to Township of Oro - Medonte Zoning By -law 97 -95 is to site - specifically expand an existing Rural Industrial (RI) Zone on the lands, as well as add special provisions to the expanded Rural Industrial (RI) Zone to permit the "Heavy Equipment Training Facility" described above, thereby placing the subject lands in a Rural Industrial Exception Zone (RI °Exception). The above -noted amendments are proposed to apply only to those lands identified in this Notice as the "Subject Lands ", located at 544 and 556 Line 11 north and described as Part of the East Half of Lot 17, Concession 11 (Oro), in the Township of Oro - Medonte. A KEY MAP illustrating the location of the subject lands is provided with this Notice ANY (PERSON may attend the public meeting and/or make written or verbal representation either in support of, or in opposition to, the proposed Amendments. If a person or public body that files an appeal of a decision of the Township of Oro - Medonte in respect of the proposed Amendments does not make oral submission at the Public Meeting, or make written submissions to the Township before the proposed Amendments is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. If you wish to be notified of the decision of the Township of Oro - Medonte in respect to the proposed Official Plan and Zoning By -law Amendments, you must make a written request to the address below. WRITTEN SUBMISSIONS should be directed to: Township of Oro - Medonte 148 Line 7 South P.O. Box 100, Oro, Ontario LOL 2X0 Attn: J. Douglas Irwin, Clerk ADDOTOONAL IMFOfRMATOOM relating to the proposed Official Plan and Zoning By -law Amendments is available for inspection between 8:30 a.m. and 4:30 p.m. at the Township of Oro - Medonte Administration Building_ For further information, contact the (Planning Department at 705- 487 -2171. DATED at the Township of Oro - Medonte this 20th day of December, 2013. _4�j� -,A,L Andria Leigh, MCIP, R Director of Development Services Page 25 of 279 7.b) 7:OOpm Public Meeting for Proposed Amendments to the 0... 2013- OPA -01 & 2093- ZBA -12 (SCS Leasing/Shelswell Excavating & Grading Ltd.) KNIONA LS1AlP P P 14 ISiTIBiJIONITALAA► RfD�Si Ell Page 26 of 279 10.a) Report No. F12014 -01, Paul Gravelle, Director of Finan... Tc I - of REPORT' Proud heritage, Exciting Future Report No. FI 2014 -01 To: Council Prepared By: Janice MacDonald Meeting Date: January 22,2014 Subject: Statement of Accounts — December 31, 2013 Motion # AC00792 Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. FI 2014 -01 be received for information only. 2. The accounts for the month of December 2013 totalling $ 6,789,591.88 are received. BACKGROUND: Following is the statement of accounts for the month of December; Cheque Registers: Batch No. Date Amount AC00791 December 04, 2013 5,373,844.64 AC00792 December 11, 2013 364,899.49 AC00793 December 18, 2013 626,171.67 AC00794 December 19, 2013 56,932.11 AQ00551 December 23, 2013 23,319.58 $ 6,445,167.49 FINANCE January 22, 2014 Report No. FI 2014 -01 Page 1 of 3 Page 27 of 279 Payroll: PR00830 PR00833 PR00834 10.a) Report No. F12014 -01, Paul Gravelle, Director of Finan... December 14, 2013 December 20, 2013 December 28, 2013 Credit Card Reaisters: AE00605 December 27, 2013 AE00606 December 27, 2013 AE00607 December 27, 2013 AE00608 December 27, 2013 AE00609 December 27, 2013 AE00610 December 27, 2013 AE00611 December 27, 2013 AE00612 December 27, 2013 ANALYSIS: Not Applicable. 174,390.16 8,425.57 151,770.57 1,050.92 571.94 193.23 609.16 289.44 3,748.96 2,421.85 952.59 334,586.30 $ 9,838.09 Total: $ 6,789,591.88 FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: Not Applicable. POLICIES /LEGISLATION: Not Applicable. FINANCE January 22, 2014 Report No. FI 2014 -01 Page 2 of 3 Page 28 of 279 10.a) Report No. F12014 -01, Paul Gravelle, Director of Finan... CORPORATE STRATEGIC GOALS: Not Applicable. CONSULTATIONS: Not Applicable. ATTACHMENTS: Cheque Registers - under separate cover. CONCLUSION: That the accounts for the month of December are received. Respectfully submitted: i CSC Janice cDonald, Accounting Clerk SMT Approval / Comments: evl� FINANCE Report No. FI 2014 -01 C.A.O. Approval / Comments: January 22, 2014 Page 3 of 3 Page 29 of 279 10.b) Report No. FD 2014 -02, Hugh Murray, Fire Chief re: Eme... Township of REPORT Proud Heritage, Exciting Future Report No. FD 2014 -02 To: Council Prepared By: Hugh Murray Meeting Date: January 22, 2014 Subject: Emergency Response Vehicle Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action XX For Information Only It is recommended that: 1. Report No. FD 2014 -02 be received and adopted. 2. That the staff be authorized to purchase the vehicle 3. That staff make arrangements for the work required to the vehicle. BACKGROUND: At Councils regular meeting held on January 8, 2014 a report was presented requesting that the Fire Chief be authorized to negotiate for the purchase of a used Emergency Response vehicle based on that report. Council approved the request and authorized the Fire Chief to negotiate for the vehicle. ANALYSIS: Contact was made with the Halton Hills Fire Department to negotiate a price for the vehicle. Using a third party to review the vehicle maintenance documents, the condition of the vehicle and what costs would need to be incurred to bring the vehicle up to standard, we were able to negotiate a verbal agreement of $25,000.00 as is. where is. from the asking price of $50,000.00 as stated in the previous report (FD2014 -01 attached) the engine required some repairs. Halton Hills Fire Department provided a report that outlined the work needed from their service provider which identified a head gasket issue. A complete review of the vehicle was made and a quote with some options was provided to Fire Department staff which is attached. Fire & Emergency Services January 22, 2014 Report No. FD 2014 -02 Page 1 of 4 Page 30 of 279 10.b) Report No. FD 2014 -02, Hugh Murray, Fire Chief re: Eme... The quote provides a couple of options for the engine work. Remove engine, disassemble and report. This would identify all work needed. ($900.00) • Replace the engine with a new rebuilt unit which would then have a 3 year warranty ($19,950.00) • Repair engine as per initial inspection does not guarantee this would totally correct the problem. ($6,500.00) The vehicle also will require the following Replace all 6 tires ($3,240.00) Repair brakes ($1,410) Some minor paint and replacement of decals ($1,500.00 - $2,000.00) Plus any applicable taxes. Based on the information provided we would recommend replacing the engine with a new rebuilt which would provide a 3 year warranty and completing the other work we would have an excellent vehicle at a very affordable price to meet the needs of the department for several years. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: Funds could be provided through the budget Stabilization reserve and an allocation from the development charges reserve. POLICIES /LEGISLATION: Not Applicable CORPORATE STRATEGIC GOALS: Safe & Healthy Community Financial Stewardship Sustainability Fire & Emergency Services January 22, 2014 Report No. FD 2014 -02 Page 2 of 4 Page 31 of 279 10.b) Report No. FD 2014 -02, Hugh Murray, Fire Chief re: Eme... CONSULTATIONS: CAO Deputy Fire Chief Holdaway Truck Service Director of Finance/Treasurer ATTACHMENTS: Report No. FD 2014 -01 Emergency Response Vehicle Holdaway Truck Service Quote for repairs CONCLUSION: For the reasons outlined above, It is recommended that the staff be authorized to complete the purchase of the vehicle based on the negotiated price and that the work outlined above, per that attached quote be also approved and that staff recommends the option for replacement of the engine with a new rebuilt that will provide a 3 year warranty. The vehicle will provide an efficient and effective response vehicle for the department to assist the phase in daytime staff deployment. Respe b�. Fire Chief SMT Approval / Comments: Fire & Emergency Services Report No. FD 2014 -02 C.A.O. Approval / Comments: January 22, 2014 Page 3 of 4 Page 32 of 279 10.b) Report No. FD 2014 -02, Hugh Murray, Fire Chief re: Eme... lr Holdaway Truck Service Inc. Forest Hone Industrial Park, 81 Forest Plain Road, R. R. #1, Oriilia, Ontario, L3V 6H1 705- 326 -4184 1fax 705- 326 -7212 TO: Oro Medonte Fire Department, RE: Repairs for 2005 Ford F550 4 x 4 6.0 L engine 1. Labour to remove engine, disassemble and report. 10.0 hrs 900.00 2. Labour to re & re engine and install new rebuilt unit. 35.0 hrs 3,150.00 Exchange engine 3 year warranty 16,800.00 Note: includes 10.0 hrs remove: and inspect drop in engine. 3. Labour to repair engine as per initial inspection. 35.0 hrs 3,150.00 Includes replacement of head gaskets, EGR cooler and gaskets, EGR valve, high pressure oil pump and regulator. Note: includes 10.0 hrs remove and inspect engine parts Engine repair parts 3,200.00 Misc. parts 150.00 4. Some paint work and decals. 1,500.00 to 2,000.00 5. Replace all 6 tires. 540.00 x 6 3,240.00 6. Repair rear brakes. Replace rear pads, rotors, calipers, hardware & wheel seals Labour 6.50 hrs 585.00 Brake parts 825.00 PLUS HST Fire & Emergency Services January 22, 2014 Report No. FD 2014 -02 Page 4 of 4 Page 33 of 279 10.c) Andria Leigh, Director of Development Services, clarif... Verbal Matters k(Section 12.3 of Township's T'4 °"`h'p�f Procedural By -Law No. 2013 -054) Proud Heritage, Exciting Future Name: I Andria Leigh, Director of Development Services Item Number /Name Meeting Date Motion No Type of Meeting Speaking Notes: 10c) Clarification re: Minutes of Sustainability Plan Steering Committee (SPSC) meeting held on December 5, 2013 January 22, 2014 C140122 -14 F5 Council ❑ Special Council ❑ Committee of Adjustment ❑ Accessibility Advisory Committee ❑ Recreational Technical Support Group ❑ Human Resources Committee • Council had requested clarification regarding purpose and intent of Steering Committee and their role going forward in 2014. • Council expresses comments that Committee has been established for number of years with little action /results having been identified to date. • Ms. Leigh identified that Section 4.0 of the December meeting minutes spoke to the Steering Committee re- assessing the role of the Steering Committee and the related sub- committees in early 2014 to determine the most effective way for future action and implementation of the Sustainable Severn Sound Plan. • Ms. Leigh advised that Glenn White currently represents the Township on the Committee and would be providing additional follow up after the February meeting regarding the meeting structure for 2014. 1/30/14 Page 34 of 279 1O.c) Andria Leigh, Director of Development Services, clarif... sustainable SEV IAN S, T'tiD Sustainability Plan Steering Committee (SPSC) Meeting Thursday, December 5th, 2013, 11:O0am- 1:30pm North Simcoe CFDC, 105 Fourth Street, Midland Meeting #39 Minutes Attendance Ray Millar County of Simcoe Debra Muenz North Simcoe Community Futures Development Corporation Keith Sherman Severn Sound Environmental Association Marina Whelan Simcoe Muskoka District Health Unit Jamie Galloway Town of Midland Ron Stevens Township of Severn Mara Burton Township of Tay Glenn White Township of Oro - Medonte Tracy Roxborough Sustainability Coordinator Regrets Doug Luker Township of Tiny Chris Murray Lakehead University Jennifer Schnier Township of Georgian Bay Andrew Schell City of Orillia Bob Bowles SSEA / Lakehead Holly Bryce /Jessica Klug Town of Penetanguishene Wendy Timpano Orillia Area Community Development Corporation 1.0 Welcome and Introductions The Chair opened the meeting at 11:OOam. Committee welcomed Jamie Galloway, the new appointee of the Town of Midland, and provided introductions. 2.0 Review and Approval of Minutes from Last Meetings Moved by Keith Sherman and seconded by Marina Whelan. THAT the minutes from the SPSC meeting of July 4, 2013 AND October 3, 2013 be adopted as presented. Carried. Page 35 of 279 10.c) Andria Leigh, Director of Development Services, clarif... 3.0 Summary of Pillar Sub - Committee Meetings 3.1 Community Wellbeing Pillar Sub - Committee (CPSC) November 18th Main Points • Sub - committee has advised that SSS build upon the Logic Model developed by the CPSC and John (SMDHU) to create a second draft (and further versions) for approval and sub- committee adoption (mid -2014) • CPSC has recommended the development of a Terms of Reference specific to the Community Wellbeing Pillar • CPSC has recommended monthly meeting schedule for 2014 3.2 Economic Prosperity Pillar Sub - Committee (EPSQ. November 21St Main Points • Larger sub - regional group comprised of Ec. Development staff • Identified lead organization in relation to each strategic direction as to the best of our abilities • SSS to design a worksheet which designates lead, and asks partners (in attendance) to confirm involvement • Necessity of indicators was discussed, as multiple challenges have been identified • Should we approach from an accomplishments perspective? • Group may continue to meet as a sub -group after the County Ec. Dev. Bi- monthly meetings (to be determined) • Concerns were noted regarding the effectiveness of the meeting and the capacity of all organizations to implement additional actions 3.3 Environmental Protection and Integrity Pillar Sub - Committee (EPISC) November 25th Main Points • Limited progress on the development of targets and indicators to facilitate plan reporting • Implementation of specific actions in relation to their organization was reviewed • EPISC would like to recommend to the SPSC the involvement of SSS with the development of a watershed Well Program • Determined that the sub - committee may be more effective at this time than the larger SPSC. Further meetings of the EPISC were recommended (every two months) Page 36 of 279 10.c) Andria Leigh, Director of Development Services, clarif... 4.0 2014 Planning Let it be noted, that this agenda item was open- forum, and a request for comments to determine if a 2014 January 'working- meeting' was required to redefine the SPSC role. Main Points (Summary) • Need to further define the role of the SPSC, will be agenda item for January meeting • View that the pillar sub - committees are action - teams; large component of the effectiveness of SPSC, more meetings could be more effective in achieving progress (versus monthly SPSC meetings) • Suggestion that the sub - committees may function better with an individual approach, no need to try and apply one model • SPSC would benefit from working on development of a platform on how to connect local organizations and municipalities with funding • Agreed that there is value in reporting and drawing trends /statistics from the data that can be applied within the municipality • Challenges have been experienced by SSS in gathering the corresponding data from the municipalities • Request was made by SSS on how this process (reporting) could be facilitated • Members would prefer to send SSS a 'general overview', rather than adhering to a formal reporting template • Stated that frequency of reporting to SPSC should parallel the reporting of the organization • Multiple options for direction of the committee were presented, including: Committee Role Maintain existing structure and function; Apply a strategic approach to the role of the SPSC; SPSC will select priorities for SSS; and SPSC members may be requested to play a larger role in reporting to SSS in response to reducing meeting frequency. Meetings Quarterly sessions for the SPSC; Environmental Pillar Sub- Committee has recommended 2 months on, then 1 month off, Community Wellbeing Pillar Sub - Committee has recommended every other month; Economic Pillar Sub - Committee has not yet confirmed if they will proceed with additional meetings. Page 37 of 279 10.c) Andria Leigh, Director of Development Services, clarif... Action Item: Coordinator to develop meeting schedule for 2014 and send the SPSC members for review and approval by Friday, December 13tH Action Item: Coordinator requested that members prepare for the January meeting by reviewing the Terms of Reference for the SPSC, as well as the Sustainability Plan and Appendices. 5.0 Other Business Discussion: Update provided on County of Simcoe Long Term Affordable Housing Strategy, and the objections /concerns presented by Huronia -area Mayors questioning the criteria used for identifying priority areas. Unique challenges within Huronia include Central North Correctional Facility (CNCC), as well as Waypoint Centre for Mental Health. A main criterion of the strategy was determined to be growth - related. Strategy will be re- evaluated to consider local criteria, such as CNCC and Waypoint. More information on the County of Simcoe Long Term Affordable Housing Strategy Town of Midland will be proceeding with their Energy Conservation and Demand Management Plan (CDM), as required by Ontario Regulation 397/11. The regulation came into force January 1, 2012 requiring municipalities and public agencies to report their annual energy use and GHG emissions to the Ministry of Energy by July 1, 2013. In addition, municipalities and public agencies will need to develop five -year (CDM) plans by July 1, 2014. Information was shared about Bill 91, the Waste Reduction fact. AMO is asking for support on a social media campaign, asking the public and MPPs to support Bill 91 which is stalled in the legislature after second reading. Action Item: Request was presented that SSS distribute further information as provided by Mayor Millar to the larger committee (completed December 5th). Further suggestions/ recommendations about additional support the committee or SSS can offer to be considered on an on -going basis. 6.0 Federation of Canadian Municipalities Webinar Sustainability in Action,: Performance Measurement Summary: Purpose was to highlight performance measurement approaches in small and large communities. Speakers offered concrete examples of how municipalities have managed, analyzed and reported on sustainability data. Representatives from the Fraser Basin Council will share knowledge and lessons learned from over a decade of experience in sustainability Page 38 of 279 10.c) Andria Leigh, Director of Development Services, clarif... performance measurement. The Council's Measuring & Reporting on Sustainability A Report on Lessons Learned was recommended as pre - webinar reading. Speaker(s) • Amy Greenwood, Program Coordinator, Watersheds and Water Resources Program, Fraser Basin Council • Anna Mathewson, Manager, Sustainability, City of Surrey, BC • Dan Wilson, Sustainability Planner and Tourism Specialist, Whistler Centre for Sustainability Presentation(s) • -.._ 'c�u =, ems`_!.. ,. ,, iL z., �, } ,.�,rrys r,.._ E =cr �:.. 'ii� • Fe,vs • �3� t r R o i 4 , f. -a i 4 7.0 Next Meeting /Adjournment Next Meeting Thursday, February 6t", 2013 11am -1pm Adjournment 1:42pm Dan Wilson Anna Mathewson Amy Greenwood Page 39 of 279 10.d) Report No. DS2014 -02, Andria Leigh, Director of Develo... 7awnsh' of REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: DS2014 -002 Council Bobbi Lovering (King) Meeting Date: Subject: Motion # January 22, 2014 Septic/Septic ver 164 Septic /Septic ver 143 2013 Year End Permit Stats Report Roll #: R.M.S. File #: n/a Small projects 207 RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. 2014- 002 be received for information. BACKGROUND: Building permit stats report for the 2013 Year. ANALYSIS: The following is a summary of permit statistics comparing the total # of permits issued for 2013 to the total number of permits issued in 2012: Number of Permits issued 2013 Number of Permits issued 2012 Residential 97 Residential 85 Res Demo 17 Res Demo 30 Septic/Septic ver 164 Septic /Septic ver 143 Res add /reno 36 Res add /reno 41 Small projects 207 Small projects 184 Agricultural 18 A ricultural 17 Com /Ind 40 Com /Ind 23 Cancelled 4 (not inol in total) Cancelled 12 (not ind in total) Total 579 Total 523 The number of building permits issued in 2013 continues to show strong growth in building construction up 20% over 2011 and 10% over 2012 in overall numbers. Significantly permits in the commercial /industrial section continue to thrive. New Single Residential Dwellings remain strong with 97 permits issued in 2013, 83% of which is Development Services January 22, 2014 Report No. 2014 -002 Page 1 of 3 Page 40 of 279 10.d) Report No. DS2014 -02, Andria Leigh, Director of Develo... ANALYSIS CONTINUED: new growth, in settlement areas such as Moonstone, Diamond Valley, Horseshoe Valley and Warminster. Agricultural permits remain consistent and small projects indicate ratepayers are investing in their properties with development such as garages, decks, and boathouses. FINANCIAL/ LEGAL IMPLICATIONS / RISK MANAGEMENT: The following is a summary of the construction value for permits issued for 2013 comparing the same in 2012. Construction value 2013 Construction value 2012 Residential 33,374,085.00 Residential 27,864,357.00 Res Demo 82,000.00 Res Demo 181,300.00 Septic 1,413,200.00 Septic 1,234,400.00 Res add /reno 2,442,964.00 Res add /reno 3,197,100.00 Small projects 5,016,736.00 Small projects 3,734,667.00 Agricultural 1,492,636.00 1,344,000.00 Com /Ind 18,626,429.00 -Agricultural Com /Ind 2,716,643.00 Cancelled ------------- - - - - -- Cancelled ---------------- - - - - -- Total $62,448,050.00 Total $40,272,467.00 The total construction value in 2013 is $22 million higher over 2012. The construction value for new dwellings is consistent with the increased permit numbers. The significant increase of $16 million in construction value in Commercial /Industrial projects directly relates to Wolf Steel Warehouse project and Hitch House Replacement. In addition to the construction value for increasing the tax base, the permit fee revenue is shown below. 2013 Permit fee Revenue 2012 Permit fee Revenue Building permit 584,580.06 Building permit 360,696.77 Septic permit 59,425.00 Septic permit 65,935.00 Total $644,005.06 Total $426,631.77 Permit revenue increase is 45% over 2011 and 34% over 2012 in line with the increased permits issued, large projects and fee increase implemented early in 2013. POLICIES /LEGISLATION: The Building Code Act requires Municipalities to enforce building in Ontario through the Ontario Building Code and to appoint sufficient inspectors for enforcement of the Act. Development Services January 22, 2014 Report No. 2014 -002 Page 2 of 3 Page 41 of 279 10.d) Report No. DS2014 -02, Andria Leigh, Director of Develo... POLICIES /LEGISLATION CONTINUED: The Building Code Act sets out legislation for collection of permit fees to cover the direct and indirect costs of Building permits. CORPORATE STRATEGIC GOALS: This report follows the Township's Strategic Goals through enforcement of Building Code regulations. • Quality of Life, • Safe & Healthy Community, • Sustainability, CONSULTATIONS: n/a ATTACHMENTS: n/a CONCLUSION: Incoming permit revenue for 2013 exceeded budget projections by 57% and it is expected that the growth will continue in the residential sector with new subdivisions for Reid's Ridge and Braemore completing the planning approvals in early 2014, and existing subdivisions Diamond Valley, Horseshoe Ridge Homes, Heights of Moonstone, Southshore Homes continuing. On the Commercial /Industrial side the Hitch House obtained Occupancy in November 2013, exactly one year after the fire. Wolf Steel warehouse construction is ongoing with a proposed Occupancy date in early April. 2014 proposes to be a busy year for staff within the Building Division with the role out of the septic maintenance program now underway, a new version of the Ontario Building Code coming into effect January 1, 2014 with public meetings to be scheduled shortly, and multiple administrative and procedural changes will happen in the next three months to ensure ongoing and improved customer service. Respectfully submitted: ' Bobbi Loved CBCO Chief Building Official SMT Approval / Comments: ,fit Development Services Report No. 2014 -002 C.A.O. Approval / Comments: January 22, 2014 Page 3 of 3 Page 42 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... Township o, f REPORT' Proud Heritage, Exciting Future Report No. To: Prepared By: DS2014 -004 Council Derek Witlib, Manager, Planning Services Meeting Date: Subject: Motion # January 22, 2014 Site Plan Agreement Application 2013- SPA -29 Roll #: R.M.S. File #• . 4346- 010 - 004 -04600 By Braestone Farm Corporation D11 46950 Part of South East Half of Lot 1, Concession 9 (Oro) Township of Oro - Medonte RECOMMENDATION(S): Requires Action 1K For Information Only It is recommended: 1. THAT Report DS 2014 -004 be received and adopted; 2. THAT the Township of Oro - Medonte enters into a Site Plan Agreement with Braestone Farm Corporation thereby permitting the construction of a temporary sales office for the adjacent residential development and later conversation to a permanent equestrian facility; 3. THAT the Clerk brings forward a by -law for Council's consideration to enter into a Site Plan Agreement with Braestone Farm Corporation to the lands described as Part of the South East Half of Lot 1, Concession 9, formerly in the Township of Oro; and 4. AND THAT the owner be notified of Council's decision. BACKGROUND: The applicant is proposing that a Site Plan Agreement be registered on title for the construction of a permanent 173 square metre (1,862 square feet) 1.5 storey building to function as: 1) A temporary sales office for the adjacent Braestone (formerly Buffalo Springs) residential development; and 2) An equestrian facility consisting of a viewing lounge and gathering space in association with an equestrian farm. DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014 -004 Page 1 of 9 Page 43 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... The owner is required to enter into a Site Plan Agreement prior to the issuance of a Zoning Certificate and a Building Permit related to the construction of the sales centre and equestrian facility building. ANALYSIS: The majority of the subject lands are designated Agricultural by the Township's Official Plan and a westerly portion of the property is designated Oro Moraine Core /Corridor. The majority of the lands are zoned Agricultural /Rural (A/RU) by Zoning By -Law 97 -95 and a westerly portion of the property is zoned Environmental Protection (EP) Zone and Environmental Protection Exception (EP *76) Zone. The EP Zones generally correspond with those lands identified by the Official Plan as being within the Oro Moraine Core /Corridor designation. The applicant's proposed sales office and equestrian facility building is to be constructed on the easterly portion of the property and entirely on lands designated Agricultural by the Official Plan and zoned Agricultural /Rural (A/RU) by the Zoning By -Law. Temporary sales offices for the sales of homes are permitted by the Official Plan and Zoning By -law and are not required to be located on the same lands as the residential development. However, the applicant is required to enter into a Site Plan Agreement to regulate the development of the building and its associated parking lot for use as a temporary sales office and later to be converted to a viewing lounge and rest area in conjunction with an equestrian facility on the subject lands. The applicant has described the use of the equestrian facility building as: "...an exclusive use space intended to.complement the equestrian operations on the site. The building will be of high quality inside and out, and will function as a viewing lounge for patrons who are waiting for riders to complete their lessons, a space to change clothing, and an area for students and trainers to review and discuss training objectives. By high quality, the space would be outfitted with items such as leather couches, fire place, flat screen TV's, etc. This building is separate from the stables where the horses are housed. There will be no commercial kitchen (i.e. restaurant), only a fridge, stove, sink and dishwasher for the convenience of patrons and staff. Snack and beverage vending machines would also be available for vendor convenience. There will be no sale of alcoholic beverages to patrons. The facility would be operated by Georgian International, geared towards residents of the Braestone Subdivision and serving the dual role of being amenity to the horse paddock operations, and maintaining the rural vision of Braestone. Residents buying lots in the Braestone DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014 -004 Page 2 of 9 Page 44 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... Subdivision would have the option of also buying into an equestrian package that would include access to the facility. Overall, it is a private building that will support the functions of the equestrian operations..." An equestrian facility, including the proposed building, is a permitted use according to the Official Plan and Zoning By -law, which defines an equestrian facility as "...an area of land where three or more horses are boarded and taken out to be ridden by their owners or rented to others and where riding lessons may be given." Existing buildings on the subject lands include a barn and the applicant proposes to construct stall within the barn to house up to 5 horses. In order to minimize potential odour conflicts between the horse barn and the future Braestone residential development to the south, Planning Staff has reviewed a Minimum Distance Separation (MDS) calculation supplied by the applicant and has confirmed that the future stables and associated manure storage would comply with MDS guidelines. In order to guarantee that sales uses within the building will be for a temporary period not exceeding the build -out of the Braestone development the Site Plan Agreement will include provisions regarding the use of the building as a sales centre and its future conversion to an equestrian facility, as well as the requirement for a security from the owner to ensure this conversion is completed. Further, Planning staff have reviewed the applicant's site plan for the proposed construction of the sales centre and equestrian facility on the subject lands lots, and confirmed its compliance with applicable provisions of the Township's Zoning By -law 97- 95. FINANCIAL: Not applicable. POLICIES /LEGISLATION: Township of Oro - Medonte Official Plan Township of Oro - Medonte Zoning By -law 97 -95 Planning Act, R.S.O 1990, c. P. 13, Sections 36 and 41 CONSULTATIONS: Building Division — Permits required for building and septic system. Change of use permit required prior to conversion from sales centre to equestrian facility. DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014 -004 Page 3 of 9 Page 45 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... ATTACHMENTS: Schedule 1: Location Map Schedule 2: Applicant's Site Plan Schedule 3: North and South Building Elevations Schedule 4: East and West Building Elevations Schedule 5: Floor Plan CONCLUSION: The purpose of the Site Plan Approval Application is to register a Site Plan Agreement on title for the subject lands, with respect to the construction of a building to be used as a temporary sales office and future equestrian facility. It is recommended that Site Plan Application 2013 - SPA -29, be approved and the associated by -law for Site Plan Approval be adopted by Council. Respectfully submitted: z4 � " L Derek Witlib, MCIP, RPP Manager, Planning Services SMT Approval / Comments: DEVELOPMENT SERVICES Report No. DS2014 -004 C.A.O. Approval / Comments: January 22, 2014 Page 4 of 9 Page 46 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... SCHEDULE 1: LOCATION MAP 2013- SPA -29 (Braestone Farm Corporation) 2. F DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014 -004 Page 5 of 9 Page 47 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... DEVELOPMENT SERVICES Report No. DS2014 -004 January 22, 2014 Page 6 of 9 Page 48 of 279 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... SCHEDULE 3: NORTH & SOUTH ELEVATIONS 2013 - SPA -29 (Braestone Farm Corporation) s a Y J -. Y� 1C Cv ;U It Q Y Y 4'' nx DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014 -004 Page 7 of 9 Page 49 of 279 10.e) Report No. DS2014-04, Andria Leigh, Director of Develo SCHEDULE 4: EAST & WEST ELEVATIONS 2013-SPA-29 (Braestone Farm Corporation) DEVELOPMENT SERVICES January 22, 2014 Report No. DS2014-004 Page 8 of 9 BE L WW W YII 1 �� ■ Page 50 of 279 M l so W. . . . . . . . . .... WWWW".93- I Iml In YII 1 �� ■ Page 50 of 279 0 g 10.e) Report No. DS2014 -04, Andria Leigh, Director of Develo... SCHEDULE 5: FLOOR PLAN 2013- SPA -29 (Braestone Farm Corporation) DEVELOPMENT SERVICES Report No. DS2014 -004 January 22, 2014 Page 9 of 9 Page 51 of 279 10.f) Report No. RC2014 -01, Shawn Binns, Director of Recreat... Township p� f REPORT Proud Heritage, Exciting Future Report No. RC2014- 01 To: Council Prepared By: Shawn Binns Meeting Date: January 22, 2014 Subject: 2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2014 -01 be received; 2. That staff proceed as directed by Council. BACKGROUND: At its meeting of October 16, 2013 Council received correspondence from the Town of Bracebridge with respect to the 2014 Ontario Winter Games (Attachment 1). The Town of Bracebridge requested staff support in assisting with the organization of the ski and snowboard events which will be taking place at Mount St. Louis Moonstone February 28th — March 2, 2014 as well consideration for financial support of $5000 as a "no risk municipal partner". Council passed Motion No: C131016 -17 which received the correspondence and referred the request to the 2014 Budget deliberations. In addition, Council requested confirmation on the funding commitment for support of the 2014 Canadian Mountain Bike Championships from the County of Simcoe. ANALYSIS: As per Council motion Cl 1 0323 -1 1 the Township has committed to providing sponsorship funding of $10,000 year to host the 2013 and 2014 National Mountain Bike Championships at being held at Hardwood Ski and Bike. This funding was approved in the 2013 and 2014 budgets and funded through the budget stabilization reserve fund. Staff has recently received confirmation from the County of Simcoe that they will sponsor the 2014 National Mountain Bike Championships at Hardwood Ski and Bike and the funding in the 2014 Budget is no longer required. Staff has been working with the 2014 Ontario Winter Games Committee and Mount St. Louis Moonstone in the preliminary planning for the event. With the event rapidly approaching, the Town of Bracebridge is seeking confirmation on the financial support Recreation and Community Services January 22, 2014 Report No. RC2014 -01 Page 1 of 3 Page 52 of 279 10.f) Report No. RC2014 -01, Shawn Binns, Director of Recreat... for the games as it is beginning to develop marketing and promotional materials and would like to involve the Township of Oro - Medonte. All other hosting municipalities have provided a "base level ".of financial support. The 2014 Ontario Winter Games has many benefits including: • Showcasing and promoting participation in sport; • Provides athletes the experience of participating in provincial competition — a stepping stone to national and international competition; • A number of local athletes will be competing and participating in the games; • Showcasing Mount St. Louis Moonstone and the Township of Oro - Medonte; • Significant economic benefit — Athletes, friends and families, and visitors will be staying at the Horseshoe Resort and Carriage Hills. This provides a significant opportunity to for local business to become involved. In reviewing POL -PR -012 Grant/Subsidy Requests from Community Organizations, the request would be ineligible given the requirements to have the majority of the requesting organization's board members residing in the Township. Should Council approve the request, this provision would need to be waived. Council has two options it can provide financial support of $5000 to the event through the budgeted contribution towards the National Mountain Bike Championships or it can deny the funding request and maintain the funds in the budget stabilization reserve while providing assistance with coordination. FINANCIAL: The financial request would result in an expenditure of $5,000. It would be recommended that if granted, this be financed from the budget stabilization reserve fund, recognizing that the sponsorship funding ($10,000) for the Canadian Mountain Bike Championships will no longer be required. ATTACHMENTS: 1. Request from the Town of Bracebridge Recreation and Community Services January 22, 2014 Report No. RC2014 -01 Page 2 of 3 Page 53 of 279 10.f) Report No. RC2014 -01, Shawn Binns, Director of Recreat... CONCLUSION: i he Untario winter Games is a significant provincial event which presents an opportunity with Mount St. Louis Moonstone hosting the ski and snow board events. With the games taking place February 28 -March 2, 2014 the Town of Bracebridge and the games organizing committee requires a response on the request for financial assistance /municipal partnership. Respectfully Submitted: Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: I C.A.O. Approval / Comments: Recreation and Community Services January 22, 2014 Report No. RC2014 -01 Page 3 of 3 Page 54 of 279 0 I e art o. R 01 -01 awn Inns, Ir ctor of Re eat... 1 dJ wn runs, Irec or d ecrea ion an GFommunityerv... l BRACEBRIDCE rheH w( of + To AxiA a October 3, 2013 Shawn Bins Director, Recreation and Community Services Township or Oro - Medonte And Donna Hewitt Director, Corporate and Strategic Initiatives Township or Oro-Medonte Via Email The Corporation of the Town of Bracebridge Dear Shawn and Donna, Thank you for meeting with the Town of Bracebridge and 2014 Ontario Winter Games representatives back in the spring. The preparation for the event has ,certainly gained speed over the last few months and we would like to continue with more discussions with the Township of Ora - Medonte on participation in the Games. The Ontario Winter Games are the largest multi -sport event in the province, with over 2,800 athletes, coaches, managers and major officials participating in 27 different sport events. The Games provide athletes aged 22 and under with development and competitive opportunities that will prepare them for national and international competition. Also, this upcoming year will mark the first time that Para Sports will be included in the Games. Sledge Hockey, Wheelchair Basketball, Wheelchair Curling and Para Alpine Skiing will make their debuts at the 2014 Games. The Games are primarily funded by the Province of Ontario and are administered through Sport Alliance Ontario. Muskoka municipalities partnered to host the 2010 Ontario Winter Games and were awarded the Games again for the 2014 event, with the Town of Bracebridge acting as the lead community. The 2014 Ontario Winter Games will take place across Muskoka and Simcoe County from February 27 — March 2, 2014. In addition to the funding received from the Province, a significant amount of financial support is required from the host communities, through private sponsorship and through public granting opportunities. The municipalities in the District of Muskoka as well as the Town of Midland and the City of Orillia have become financial partners on the Games. This financial support Is In relation to the direct economic impact an event of this size brings to the region, in addition to the athletes, coaches and officials who attend the Games, stay in area accommodations and spend money In our communities, it is known that over 5000 spectators will also be in the region_ 0) ftort Yo. RC6014t -01, awn Einns, Dir ctor of Recreat1 d J wn inns, irec or of ecreation and Community Serv... As you know, there will be close to 500 athletes participating in Alpine sports at Mount St. Louis Moonstone, along with additional coaches and officials. This venue will be host to the largest percentage of athletes participating in the Games as a whole. These participants will be accommodated at Horseshoe Resort and Carriage Hills in Oro - Medonte and at Geneva Park in Orillia 'in addition to these accommodators, additional overnight stays will be required for the spectators attending events at Mount St. Louis Moonstone. Due to the large number of both participants and spectators expected in Oro - Medonte, it is felt that the community will see an influx in spending during the Games, making this an excellent opportunity for area businesses to get involved. Staff at Mount St. Louis Moonstone have been extremely supportive and excited to host the alpine events at their facility, including Alpine Skiing, Para Alpine Skiing, Snowboarding and Freestyle Skiing. Sara and Robert Huter have extensive experience in hosting these types of events, 'liaising with Provincial Sport Organizations, as well as handling the logistics of providing auxiliary facilities, meals and meeting special needs of athletes. In order to support the events occurring at Mount St. Louis Moonstone, approximately 60 — 90 volunteers will be required. At this time; the Town of Bracebridge along with the 2014 Ontario Winter Games Organizing Committee would like to invite the Township of Cho - Medonte to become an official municipal partner of the Games. This partnership would include a commitment of staff and/or volunteer resources to: • Support to Mount St. Louis Moonstone in hosting the sports • Assist in the coordination of event logistics such as meals, transportation, volunteers, etc, ■ Assist in seeking potential sponsorship opportunities within Oro - Medonte • Assist in liaising with area acoommodators, restaurants, potential suppliers, etc ■ Participation at the Games Organizing Committee level by appointing a "Community Chair" to liaise between the Committee and the municipality / venue. In addition, due to the significant economic benefit to the community, the Town of Bracebridge would also like to ask Oro - Medonte for a financial contribution to support the Games. The City of Oriilia and the Town of Midland have both come on board as no -risk municipal partners (no financial risk if the Games incur a financial legacy or deficit) at $5000.00 each. As such, the request to Oro - Medonte would be the same. As a next step, we would like to suggest a meeting with representatives from the Town of Bracebridge and the 2014 Ontario Winter Games to have further discussion on the possible support for the Games. I can be reached at 705 -645 -3037 ext. 237 or at kball0bracebridae.ce. Sincerely, Kim Ball Recreation Programmer Recreation / Planning and Development Departments Town of Bracebridge P g%SQOV�4�9 1�Od� ftwoh' �Io. C�04 - awn B.inns, Dir ctor of Rycreat1 mns, erector of ecreaf and G�ommuni Serv... 2014 ONTARIO WINTER GAMES DIN" INTER - MUNICIPAL CO- HOSTING AGREEMENT BRACEBRIDGE I tk:an ofhVi+sRUla 2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement Between The Corporation of the Town of Bracebridge (hereinafter referred to as "Bracebridge ") and the participating municipalities of: and The Corporation of the Town of Huntsville (hereinafter referred to as "Huntsville ") and The Corporation of the Town of Gravenhurst (hereinafter referred to as "Gravenhurst") and The Corporation of the Township of Lake of Bays (hereinafter referred to as "Lake of Bays ") and The Corporation of the Township of Muskoka Lakes (hereinafter referred to as "Muskoka Lakes ") and The Corporation of the City of Orillia (hereinafter referred to as "Orillia ") and The Corporation of the Town of Midland (hereinafter referred to as "Midland ") and The Corporation of the Township of Oro Medonte (hereinafter referred to as "Oro ") THIS CO- HOSTING AGREEMENT made in duplicate and signed in counterparts is effective the _day of 2013. WHEREAS Bracebridge, on behalf of the participating municipalities, has been selected as "Host' for the 2094 Ontario Winter Games (the 'Games') and has been awarded the Grant from the Sport Alliance of Ontario (the 'SAO ") to operate the multi -sport provincial competition within the municipal boundaries of Bracebridge and the participating municipalities / territory; AND WHEREAS the participating municipalities includes The Corporation of the Town of Huntsville; The Corporation of the Town of Gravenhurst; The Corporation of the Township of Lake of Bays; The Corporation of the Township of Muskoka Lakes; and The Corporation of the Township of Georgian Bay;, FP e5 %70yf2��9 1bOd� (tort Y.o. RCMC 01, awn B.inns, �i cr tor of Recreat1 wn inns, erector of ecreaton an G�ommunity Serv... 2014 ONTARIO WINTER GAMES `iI/' INTER- MUNICIPAL CO- HOSTING AGREEMENT BRACEBRIDGE The H-rr M N4 ;Ank,, The Corporation of the City of Orillia, The Corporation of the Township of Oro Medonte and, The Corporation of the Town of Midland; AND WHEREAS Bracebridge has established a Games Organizing Committee (the "GOC ") comprised of representatives from each of the participating municipalities to organize, manage, promote and conduct the Games; AND WHEREAS Bracebridge and the participating municipalities wish to support an opportunity for Ontario's amateur athletes to compete in multi -sport provincial competitions within the municipal boundaries of Bracebridge and the participating municipalities; NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the mutual covenants and agreements contained in this Agreement and subject to the terms and conditions set out in this Agreement, the parties agree as follows: 1.0 The Games 1.1 That Bracebridge and the participating municipalities shall organize, manage, promote and conduct the Games between February 27, 2014 and March 2, 2014 in the participating municipalities /territory in accordance with: 1.2 the Bid Proposal; 1.3 the terms and conditions of the Host City Agreement between Sport Alliance of Ontario (the "SAO ") and the Host; 1.4 the Bid Guidelines; and 1.5 an approved budget. 2.0 Grant 2.1 That, subject to the provisions of this Agreement, Bracebridge and the participating municipalities shall provide a Grant to the GOC calculated at the rate of $1.50 per resident based on the municipality's 2006 Census population as follows: Municipality Population Grant Town of Huntsville 18,280 $27,478 Town of Bracebridge 15,652 $23,478 Town of Gravenhurst 11,046 $16,569 Township of Lake of Bays 3,570 $5,355 Township of Muskoka Lakes 6,467 $9,700 2.2 That the City of Orillia, Township of Oro Medonte and the Town of Midland will each provide a grant in She amount of $5,000 as secondary partners in the Games. 2.3 That Bracebridge will provide office space to the GOC for the efficient organization, management, promotion and conduct of the Games as per section 8.8 of the Host Agreement between the SAO and Bracebridge. 1FJ (tort �lo. RC�O14 -01 awn inns, Dir ctor of Recreat... 11 wn inns, irector a ecrea ion and G�ommunity Serv... 2014 ONTARIO WINTER GAMES 11"W1,114-4'r INTER- MUNICIPAL CO- HOSTING AGREEMENT BRACEBRIDGE 3.0 Purpose of Grant 3.1 That Bracebridge and the participating municipalities through the GOC shall only use the Grant for the purposes of the organization, management, promotion and conduct of the Games in strict compliance with the Approved Budget. 4.0 Responsibilities 4.1 That Bracebridge and the participating municipalities shall provide all the facilities and services necessary to organize, manage, promote and conduct the Games to the standards established by the SAO as set out in the Agreement between Bracebridge and the SAO and as set out in the Bid Guidelines. 5.0 Representatives and Notices 5.1 That all communications between Bracebridge and the participating municipalities territory in respect of this Agreement shall be conducted through the following respective representatives at the following addresses: The Corporation of the Town of Bracebridge Address: 1000 Taylor Court Bracebridge, ON P1'L 1 R6 Fax: (705) 645 -1262 Att: Clerk The Corporation of the Town of Huntsville Address: 37 Main Street East Huntsville, ON P1H 1A1 Fax: (705) 789 -6689 Att: Clerk The Corporation of the Town of Gravenhurst Address 190 Harvie Street Gravenhurst, ON P1 1S9 Fax: (705)687-7016 Att: Clerk The Township of Lake of Bays Address: 1012 Dwight Beach Road Dwight, ON POA 1HO Fax: (705) 635 -2132 Att: Clerk The Township of Muskoka Lakes Address: P.O. Box 129, 1 Bailey St. Port Carling, ON POB 1 J Fax: (705) 765 -6755 Att: Clerk The City of Orillia Address: Orillia City Centre 50 Andrew Street South, Suite 300 Orillia, ON L3V 7T5 Fax: (705) 325 -5178 Att: Clerk 1 Uyj� She wn Blnnsi0ector1decreaion andsommuniRtyerv... �.Y BRACEBRIDGE 'rn<rtiC.a�. m Muwka The Town of Midland Address: 575 Dominion Avenue, Midland; ON L4R IR2 Fax: (705) 526 -9971 Att. Clerk The Township of Oro Medonte Address: 148 Line 7 South Oro, ON LOL 2X0 Fax: (705) 487 -0133 Att: Clerk 6.0 Term 2014 ONTARIO WINTER GAMES INTER - MUNICIPAL CO- HOSTING AGREEMENT 6.1 That this agreement shall remain in full force and effect: 6.2 until August 1, 2014; or 6.3 until any deficit resulting from the organizing, management, promotion and conduct of the Games has been eliminated; or 6.4 until any surplus resulting from the organizing, management, promotion and conduct of the Games has been dispersed to the satisfaction of the GOC acting reasonably; or 6.5 until any Asset Legacy resulting from the organizing, management, promotion and conduct of the Games has been dispersed in accordance with Section 10.0 to the satisfaction of the GOC acting reasonably. 7.0 Insurance and Indemnification 7.1 That Bracebridge shall, at its own cost, put in effect and maintain for the period during which the Host Agreement with the SAO is in effect, with insurers acceptable to the SAO, all the necessary insurance that would be considered appropriate for a prudent Host of the Games, as may be determined by the SAO in its sole discretion including Comprehensive General Liability to an inclusive limit of not less than Fifteen Million Dollars ($5,000;000.00) per occurrence for Property Damage, Bodily 'injury and Personal injury, and Automobile Liability (owned and non -owned or hired units) and including, at least, the following policy endorsements: (i) The Sport Alliance of Ontario as an additional insured; (ii) Her Majesty the Queen in Right of Ontario as represented by The Minister of Health Promotion as an additional insured; Cross Liability; (iv) Contractual Liability; (V) Independent Contractor's Liability: and (Vi) Products and Completed Operations Liability. 7.2 That Bracebridge and all participating municipalities / territory shall put into place and continue to maintain for the period during which this Agreement is in effect all the necessary insurance appropriate to the venues within their municipal boundaries where 1� Rr BitACESIUDGE 8.0 9.0 e ort o. R 014 -01, awn inns, Dir ctor of Re reat1 6?d9 wn runs, erector of ecrea ion and Community cServ... 2014 ONTARIO WINTER GAMES INTER - MUNICIPAL CO- HOSTING AGREEMENT the Games take place, to the activities to take place in said venues and without limitation to all activities relating to the Games (including sport and ceremonial activities). 7.3 That the insurance put into place by Bracebridge and all participating municipalities shall at a minimum include Comprehensive General Liability to an inclusive limit of not less than Fifteen Million Dollars ($15,000;000.00) per occurrence for Property Damage, Bodily injury and Personal injury, and Automobile Liability (owned and non -owned or hired units). All insurance maintained by Bracebridge and the participating municipalities must be acceptable to S.A.O. as S.A O, may determine in its sole discretion. 7.4 Notwithstanding article 7.1, each of Bracebridge and the participating municipalities shall save and hold harmless each other from claims arising out of each and every event that is controlled and managed within their municipal / territorial boundaries and that each of Bracebridge and the participating agree to respond independently to defend each and every claim against them arising from the Games. 7.5 That Bracebridge and the participating municipalities shall provide the SAO with valid Certificates of Insurance (and a renewal replacement as may be necessary), which references the Games, confirms the above requirements and states any pertinent exclusions, as applicable, contained by the policy(ies). 7.6 That Bracebridge, through the GOC, shall develop and implement a risk management plan for the organization, management, planning and conduct of the Games. Accounting and Auditing 8.1 That Bracebridge shall, on behalf of the participating municipalities / territory, keep and maintain care and control of all records, invoices; and other documents of the Host and the GOC relating to the organization, management, promotion and conduct of the Games in accordance with the Agreement between Bracebridge and the SAO. Recognition 9.1 That Bracebridge, through the GOC, shall ensure that the contributions and support of the participating municipalities / territory is acknowledged in all advertising, publicity, website and signs related to the Games. 10.0 2014 Ontario Winter Games Deficit. Surplus or Asset Leaacv 10.1 That any deficit incurred by the GOC upon the completion of the Games shall be the responsibility of each partner municipality. 10.2 That any deficit shall be apportioned to Bracebridge and the participating municipalities based on the municipality's population perthe 2006 Census as outlined in Section 2.1- 10.3 That any surplus funds remaining upon completion of the Games after payment of all liabilities incurred by the GOC resulting from the organizing, management, promotion and conduct of the Games shall be distributed to Bracebridge and the participating municipalities based on the municipality's population per the 2006 Census as outlined in Section 2.1. 10.4 That any physical assets resulting from the 'organizing, management, promotion and conduct of the Games shall form the Asset Legacy of the Games and such Asset Legacy shall be equitably shared by Bracebridge and participating municipalities as determined by the GOG acting reasonably. 110.x) RRe ort yo. RW014 -01, Shawn Binns, Director of Recreat... 10.d Sh wn inns, erector of Kecreation and Community Serv... 2014 ONTARIO WINTER GAMES INTER- MUNICIPAL CEO- HOSTING AGREEMENT BRACCEEBBIZ1I DGE Tr.l -1*,,r d Muai-ki4 10.5 That should an Asset Legacy be established as a result of the organizing, management, promotion and conduct of the Games, an agreement shall be prepared by the GOC to outline the ownership, roles, responsibilities and terms of use the said physical assets. This Agreement shall be signed on behalf of Bracebridge and the participating municipalities / territory by the proper signing authority. THE CORPORATION OF THE TOWN OF BRACEBRIDGE The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law _ Mayor Clerk THE CORPORATION OF THE TOWN OF HUNTSVILLE The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By-law_ Mayor Municipal Clerk THE CORPORATION OF THE TOWN OF GRAVENHURST The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law_ Mayor Clerk P %gq6g2o? JJ 9 0 1 ftort Y RVO14t -01, awn B.inns, Director of Recreat... 1' .d wn Inns, Irec or of ecreatIon and Community Serv... 2014 ONTARIO WINTER GAMES iar INTER- MUNICIPAL CO- HOSTING AGREEMENT BRACEBRIDGE iH F i ;art N htus&nkv THE CORPORATION OF THE TOWNSHIP OF LAKE OF BAYS The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law _ Mayor Clerk THE CORPORATION OF THE TOWNSHIP OF MUSKOKA LAKES The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law _ Mayor Clerk THE CORPORATION OF THE CITY OF ORILLIA The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law _ Mayor Clerk ibOJeort �lo. RC�014 -01 awn ecreat... 11 wn inns, irector 6 ecrea T1,0nns,n�i&ctomrofnR n a muity Serv... 2014 ONTARIO WINTER GAMES ��►�/►, INTER- MUNICIPAL CO- HOSTING AGREEMENT BRACEBRIDGE rh, Hr t d nv, ;,aka THE CORPORATION OF THE TOWNSHIP OF ORO MEDONTE The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By-law_ Mayor Clerk THE CORPORATION OF THE TOWN MIDLAND The signatory has the authority to bind the municipality for purposes of this Agreement. Authorized by By -law _ Mayor Clerk 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Township of REPORT Proud Heritage, Exciting Future Report No. RC2014- 02 To: Council Prepared By: Shawn Binns Meeting Date: January 22, 2014 Subject: Oro - African Church Assessment — Update Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2014 -02 be received and adopted; 2. Staff be authorized to submit a funding application to Parks Canada's National Historic Site Cost Sharing Program in the amount of $73,852; 3. The additional required project funding of $53, 918 be approved and funded from the Facility Maintenance Reserve Fund, contingent upon funding from Parks Canada; 4. Staff be authorized to submit a request for project funding assistance to the County of Simcoe; 5. The Oro - Medonte Heritage Committee be requested to develop recommendations in the event grant funding is not realized; 6. That staff report back with the results of the funding requests; 7. The Oro - Medonte Heritage Committee be informed of Council's decision. BACKGROUND: At its meeting of September 25th. 2013 Council received staff report RC2013 -19 Om African Church Assessment (Attachment #1). The report outlined a number of concerns and considerations with respect to the condition and preservation of the Oro African Methodist Episcopal Church, a National Historic Site. To develop a strategy for the remediation and preservation of the church, Council authorized undertaking a comprehensive background study to review legislative and heritage considerations as well as to conduct a more detailed building condition assessment and to undertake a community consultation program to formulate recommendations for Council's consideration. Significant progress has since been made on the background study. To date the consulting team has completed: • A number of stakeholder consultations and community outreach; • Background research on legislation and heritage considerations; • Presentations /consultations with the Heritage Committee and African Church working group; Recreation and Community Services January 22, 2014 Report No. RC2014 -02 Page 1 of 6 Page 65 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... • A detailed chronology of significant events /renovations to the Church (Attachment #2); • A detailed condition assessment and recommendations for the restoration of the Church was completed on December 12, 2013 (Attachment #3); • A detailed budget for the complete restoration of the church (Attachment #4). In December 2013, staff received notification from Parks Canada regarding a granting program for National Historic Sites. The program provides fifty percent (50 %) project funding to a maximum of $100,000. The program provides $1,000,000 in funding for all of the National Historic Sites across Canada. Despite the program being highly competitive it is felt that the Oro African Project is nationally significant and the work completed to date provides a strong position for receiving federal support. As such, this opportunity has expedited the development of an application to meet the grant program deadline of January 27, 2014. The intent of this report is to provide Council with an update on the initial findings of the background study and provide options and recommendations with respect to undertaking and funding the works to restore and preserve the Oro African Methodist Episcopal Church. ANALYSIS: Chronology of significant events /renovations to the Oro African Church Key findings: • Research suggests that the church and cemetery may have existed prior 1849. • 1946 - The deteriorating condition of the church leads the Clowes Branch of the Women's Institute to initiate an effort to repair the Church primarily as a historic site. • 1947 — The County of Simcoe assumes responsibility for undertaking repairs to the church. • 1948 — The former Township of Oro becomes involved in undertaking maintenance and repairs in partnership with the Clowes Women's Institute and community volunteers. • 1948 — Present - Basic repairs and maintenance were undertaken by the former Township of Oro, followed by the Township of Oro - Medonte and its history committee and community volunteers. • The proximity of the church to both Line 3 and Old Barrie Road has resulted in two incidents of vehicles colliding with the Church causing significant damage. • 2000 - Designation as National Historic Site Oro African Methodist Episcopal Church Condition Assessment On December 12, 2013 Historical Consultant and restoration specialist Victor Snow and Heritage Committee Member Wayne Lintack undertook a comprehensive assessment of the church. Completing the assessment required removing the exterior log siding (installed 1956) to review the log condition and cutting a hole in the v- groove ceiling boards (1947) to review the condition of the roof assembly. The building was then sealed with Tyvek and windows secured with plywood to protect the church until restoration can be undertaken. Recreation and Community Services January 22, 2014 Report No. RC2014 -02 Page 2 of 6 Page 66 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... The report (Attachment #3) provides a detailed analysis of the structure and contrasts the background report prepared by Su Murdoc as well as the supplemental information which was obtained through stakeholder interviews conducted by Wayne Lintack to provide a holistic picture of the buildings history. As suspected in the initial review, the church which is now 165 years old has a number of significant issues, specifically: • Significant structural problems with the roof assembly which compromise the building's structural integrity. • Deterioration of the foundation. • Decay in a number of the logs. • "Historically inaccurate" renovations. • Presence of biohazards. Given the nature of the renovations there is no feasible "short term" remedial solution. To address the issues the only viable option is to dismantle and re- construct the church. This would require further review and considerations with respect to "historical accuracy" i.e. determining the year or period to which restoration should take place, as well as deciding whether to reconstruct in situ or to relocate in location set back from the roads. These decisions would need to be guided by Parks Canada's National Historic Site Design Guidelines with recommendations forthcoming in the consultant's final report. Options Council has two options, to do nothing or to undertake the works. The first option would be to do nothing or to defer the work until external funding has been obtained. While this option provides the benefit of eliminating or reducing the need for municipal funding, the inherent downside is that the roof may fail or that Parks Canada may revoke its designation due to the current state of repair. The second option would be to plan to undertake the work and attempt to optimize grant funding. The total estimated costs to complete the restoration is $147, 770 (145,150 plus net HST impact, Attachment #5). Project funding of $73,852 (50% of total costs) may be obtained through Parks Canada's National Historic Site Cost Sharing Program and additional funding may be obtained through the County of Simcoe. The Township was successful in obtaining $10,000 from the County of Simcoe to assist in undertaking the report and initial works (Attachment #6). With its historic involvement and interest in the property, the County may have a vested interest in its preservation. To apply for Parks Canada's funding program Council needs to commit to the additional funding to bring the project to fruition. Recreation and Community Services January 22, 2014 Report No. RC2014 -02 Page 3 of 6 Page 67 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Should Council pursue the repairs /restoration, the following is recommended for financing: $10,000 — 2014 Operating Budget $10,000 — County of Simcoe Grant $73,852 — Parks Canada National Historic Site Cost Sharing Program (if successful) $53,918 — Facility Maintenance Reserve $147,770 As previously noted additional funding may be realized from the County of Simcoe and community fundraising initiatives. It may also be possible to reduce the budget based on the "period" to which the church is restored and the historical accuracy of building materials. FINANCIAL: The projected 2014 year -end balance of the facility maintenance reserve is $250,000. The required project funding would thus reduce this reserve and may provide implications with the Township's ability to deal with any unplanned facility maintenance issues which may arise. POLICIES /LEGISLATION: • Historic Sites and Monuments Act • Parks Canada's National Historic Site Design Guidelines • Cemeteries Act CORPORATE STRATEGIC GOALS: • External Relations • Financial Stewardship • Sustainability CONSULTATIONS: • Oro - Medonte Heritage Committee • Su Murdoch and Vic Snow Historical Consultants • Director, Finance/Treasurer • Parks Canada • Preliminary community outreach Recreation and Community Services January 22, 2014 Report No. RC2014 -02 Page 4 of 6 Page 68 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... ATTACHMENTS: 1. Heport RC2013 -19 Oro African Church Assessment 2. Chronology of significant events /renovations to the Church 3. Condition assessment and recommendations for the restoration of the Oro African Church 4. Restoration Budget 5. County of Simcoe Grant Notification CONCLUSION: The Oro African Methodist Episcopal Church was designated as a National Historic Site as "it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, representing the important role that Black militiamen played in the defence of Upper Canada during the War of 1812, and early Upper Canada land policy'. The church and its history have local, county, provincial, national and even international cultural and historical significance. With the current degradation of the building condition, immediate action is required to preserve the building. The background study and work undertaken by the Heritage Committee has positioned the Township well to leverage grant/external funding to bring this project to assist in bringing this project to fruition. Respectfully Submitted, Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: I C.A.O. Approval / Comments: 1�� Recreation and Community Services January 22, 2014 Report No. RC2014 -02 Page 5 of 5 Page 69 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Township of REPORT Proud Heritage, Exciting Future Report No. RC2013- 19 To: Council Prepared By: Shawn Binns Meeting Date: September 25, 2013 Subject: Oro- African Church Assessment Motion # C i3o q a-5 -- I U Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2013 -19 be received and adopted; 2. Staff be authorized to sole source with Mr. Vic Snow and Mrs. Su Murdoch to complete the background study described in the said report; 3. The required project funding of $8500 be approved and funded from the African Church reserve fund; .4. Staff be authorized to proceed with the installation of a light fixture on the corner of Line -3 and Old Barrie- Road; and further that: - - - - -- -- -- - - -- - 5. The Oro - Medonte Heritage Committee be informed of Council's decision. BACKGROUND: The Oro Atrican Methodist Episcopal Church was erected in 1849 at the southeast corner of the intersection of Line 3 of Oro - Medonte and Side Road 10/11 (Old Barrie Road). The church building and unmarked cemetery stand today as a unique witness to early African Canadian settlement in Upper Canada. The site was designated in 2000 as a National Historic Site of Canada because "it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, it represents the important role that Black militiamen played in the defence of Upper Canada during the War of 1812, and early Upper Canada land policy' (Parks Canada, National Historic Sites of Canada Application, Crawford, 1999). The church is a simple -form, log church that was built with a remarkable level of craftsmanship. Since abandoned early in the 20th century, the church has suffered considerable deterioration and loss of physical and cultural heritage (historic) integrity. Over the years the church has been maintained by a dedicated group of volunteers who are the reason it still stands today. Given the significance of this national historic site and the need to determine its current condition and develop a long term strategy to ensure its preservation a preliminary facility condition audit was undertaken. Recreation and Community Services September 25, 2013 Report No. RC2013 -19 Pa 1 of 5 Page 70 of 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... The intent of this report is to present Council with the findings of the initial assessment and provide recommendations on a course of action to ensure the preservation of this significant historical and cultural asset. ANALYSIS: Completing a tacility condition assessment on a building over 160 years old with the significance of the Oro African Church is a complex task involving requiring a review of both the structure and heritage implications /considerations. As such, there are few consultants who have the knowledge and experience to provide a thorough assessment. Mr. Vic Snow is a well- respected heritage restoration and construction and consulting specialist who has worked with numerous municipalities and private sector clients on hundreds of heritage projects across the province. Mr. Snow who had previously looked at the Church and the Craighurst Community Hall was engaged to lead the initial assessment. On Friday, June 28th, 2013 staff along with Mr.Wayne Lintack and Tim Crawford (members of the Oro - Medonte Heritage Committee) met Mr. Snow at the Church to undertake an initial review of the church. The report is attached as Attachment #1. The key findings are summarized as follows: 1) Overall the building was found to be structurally sound and in excellent condition given its age. However, there are a number of concerns which require attention._ 2) Removal of some of the siding installed in approximately 1949, revealed rot on the bottom logs which rest on the foundation. This is causing the building to "sink ". This is particularly evident in the north -west corner of building. Further, the grading and the plantings are creating additional issues with moisture around the foundation and bottom logs. 3) The church has no exterior chinking which indicates it was always intended to be covered with clapboard. 4) Original strapping visible behind siding and original pine clapboard (moth muley sawn) found under siding at front gable. Nails in strapping and clapboard are hand forged square head nails. 5) Evidence of water penetration under window sills which would likely indicated log deterioration in these areas. 6) The chimney shows signs of water penetration. 7) Holes in the foundation, siding and soffit are allowing rodents, bats, and birds to access the building with evidence of infestation that has compounded over a number of years. Fecal matter is present in the roof and walls and presents a bio- hazardous concern. As such the building has been "closed" the public. Recreation and Community Services September 25, 2013 Report No. RC2013 -19 Pa e 2 of 5 Page 71 of 79 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 8) Over the years a number of repairs and maintenance activities have taken place. While well intentioned a number of these activities were not performed according to the "period" and are not historically accurate. 9) The entrance has undergone significant alteration. Without further investigation it is difficult to determine the specifics of the initial entrance and if a vestibule was originally present. The framing does appear as though the building possessed double doors. Mr. Snow also provided a number of recommendations for consideration. The report was presented to the Oro - Medonte Heritage Committee on July 15, 2013. In looking at the options to address these concerns there a number of key questions that arise, for example: What is logical sequencing? For example the biohazards could be addressed but to complete this would require removing, ceiling, floor and siding. If this is to occur, how should it be restored? Further, given the inherent concern of the church's proximity to Old Barrie Road and risk of potential vehicular collision, should the church be relocated prior to undertaking remedial actions? If the building is raised and foundation repaired should stay in situ or be moved? What are the historical considerations /limitations, specifically relating to National Historic Sites? • What should long term are the long term considerations with the additional Township_ lands-surrounding _the _church? • What implications /considerations are there with the cemetery and unmarked graves? • What are the views of the various stakeholders? • What is realistic timing and should security and fire prevention controls be implemented in the interim? All of these questions were debated at length by the committee and it was determined that before the committee could develop a recommendation that all of the questions should be analyzed. The committee established a working group consisting of Tim Crawford, Wayne Lintack, Ruth Fountain and Dorothy Moore to advance an application for funding to the County of Simcoe, 2014 Historical Grant Program. The first part of the application consisted of retaining Su Murdoch a well - respected provincial policy advisor and historical consultant and Victor Snow. Mrs. Murdoch would conduct background research and undertake a review of policy /historical /stakeholder considerations while Mr. Snow would undertake a comprehensive review of the building and costing of the various options for remediation. The second part of the application consisted of installing lighting and a fire /burglary monitoring system. The application is attached as Attachment #2. Recreation and Community Services September 25, 2013 Report No. RC2013 -19 Page 3 of 5 Page 72 of z79 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... At its meeting of August 26, 2013 the Heritage Committee discussed the urgency in proceeding with the investigation, as this would become a catalyst in sourcing grants and undertaking fundraising efforts. As such, the committee passed a motion recommending that the $8500 in the African Church Reserve (established through donations and book sales) be used to engage Vic Snow and Su Murdoch to complete the initial analysis. Given the highly specialized nature of this undertaking and lack of qualified consultants to undertake this scope, it is recommended that the Township proceed to "sole source" with Vic Snow and Su Murdoch to complete the assessment. It should also be noted that to complete a detailed assessment of the church there are a number of intrusive measures which need to be taken for example: the siding would need to be removed, chinking removed in sections, alterations to door framing removed, and holes cut in the floor and ceiling. Upon completing the investigation the building would be properly sealed and wrapped in Typar until a direction is determined following the analysis. A detailed scope of work is attached as Attachment #3. Further, consultation with Transportation and Environmental Services indicated that to install a light fixture to the hydro pole at the corner of Line 3 and Old Barrie Road would be approximately $700. FINANCIAL: The projected costs to complete the assessment is estimated at $8500 and recommended to be funded from the African Church Reserve Fund. POLICIES /LEGISLATION: • , By -law 2004 -112 • Ontario Heritage Act Historic Sites and Monuments Act CORPORATE STRATEGIC GOALS: • Quality of Life • Service Excellence • Financial Stewardship • Sustainability • External Relations CONSULTATIONS: • Oro - Medonte Heritage Committee • Former Oro - Medonte History Association • Su Murdoch and Vic Snow Historical Consultants • Director, Transportation and Environmental Services Recreation and Community Services September 25, 2013 Report No. RC2013 -19 Page 4 of 5 Page 73 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... ATTACHMENTS: 1. Initial Atrican Church Condition Audit, June 28, 2013 — Victor Snow 2. County of Simcoe Historical and Cultural Grant Program Application 3. Scope of building condition and financial analysis of recommendations for remedial actions. CONCLUSION: I he Uro Atrican Methodist Episcopal Church was designated as a National Historic Site as "it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, representing the important role that Black militiamen played in the defence of Upper Canada during the War of 1812, and early Upper Canada land policy". The church and its history have local, county, provincial, national and even international cultural and historical significance. With the current degradation of the building condition, a comprehensive strategy is required to ensure its preservation for future generations. Conducting a comprehensive. background study will provide the Heritage Committee, Council and other key stakeholders with a thorough analysis to establish such a strategy while forming the business case in which to obtain funding for the -- - - implementation -of the strategy.- - - - Respectfully Submitted: Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: I C.A.O. Approval / Comments: -1 ��� Recreation and Community Services September 25, 2013 Report No. RC2013 -19 Page 5 of 5 Page 74 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... GENERAL INFORMATION As follows: 1.) The Church which is about 20'x 30' appears to be structurally sound. 2.) Removal of some of the round faced (imitation log ?) siding installed about 1949 revealed rot on the bottom of the first log resting on the concrete foundation on the left side. With certainty this will be the case with the first log on all sides although the first log on the front of the Church has partially sunk into the ground. The first log in the back wall may be in better condition as the grade slopes down to the back and the Church appears relatively level although the north east corner has settled to some extent. The extensive plants on the back and right side of the Church prevented access to those sides. Most of these plants should be transplanted elsewhere on the site to allow air circulation on these two sides as the current dense growth against the walls serves as a moisture trap. 3.) The logs, where exposed by removal of the siding, are neatly hewn on the faces and show virtually no weathering. Also, there is no sign of any exterior lime mortar chinking which indicates that the Church was intended to be covered with clapboard from the outset. If lime mortar had been removed (and there is no logical reason for this), traces of white lime staining would remain. Further, the split wedges placed between the logs to form a backing and to "key" the lime mortar chinking have been inserted from the interior which is not the norm. 4.) The corners of the logs are lapped and not dovetailed. Some suggest that such lapping is the work of lesser skilled builders and that may be the case but I have seen many finely crafted 19th century log buildings that are lapped. This method is often seen when the structure was intended to be covered by siding -as the walls were effectively secured -by the - strapping rather than -by the sloped dovetails. Even -- - - - - -- - without strapping the shear weight of the logs and other components usually maintains structural integrity (the term being "under compression "). Log buildings with lapped corners often tend to occur in defined areas suggesting localized adoption of this method or perhaps the work of a single builder /crew. I have previously seen a log house near Stroud with only one corner dovetailed and three lapped. In addition, I recently dismantled the 1856 Royal Hotel in Craighurst with two corners dovetailed and two not so the rationale for this may indeed be the matter of skill, assuming separate individuals working at each corner. 5.) Original pine clapboard (3/8" +/- x 7" with about 1/2" of overlap) was found behind the rounded siding in the front gable. It is somewhat weathered but evidence of distinctive "muley" saw marks is visible. These saw marks indicate that the clapboard was not hand planned, although further investigation is required as it is possible that these boards were turned over at some point. Water powered muley saws used vertical blades making vertical cutting marks that are quite fine and very similar to modern band saw mills. Steam powered circular saw mills did not come into common use until later in the 19th century. Note that a photograph taken about 1947 and in the possession of Tim Crawford shows the original clapboard from 1849. My own house also built in 1849 was still covered with the original clapboard in 1986, 137 years later and I know of other examples indicating the longevity of pine clapboard, even when not painted. 6.) The walls were strapped with full dimension muley sawn pine, 2'x 4' or wider on 36 " +/- centres. Some large nails with irregular shaped heads secure the strapping, indicating that it was installed in 1849 to receive the clapboard. The nail heads are not in the standard "rose head" form but none the less they appear to be blacksmith forged and unquestionably are from an early date. 7.) The building is obviously infested with rodents such as mice and bats as their droppings are plainly visible. The bat infestation probably exists throughout the year but the numbers of mice will be greatest during the cold months. Additionally, birds have access and the splatter of their fecal matter is evident, even on furnishings. Also, a large amount of raccoon feces was found between the siding and the log wall on the left side. (Siding was only removed at the bottom of the left wall and a limited amount in the front gable. All was replaced.) Page 75 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 8.) Raccoons and skunks can also gain access to the area under the flooring through holes in the concrete foundation. Rodents have easy access in many places including where the soffit is missing. 9.) Volunteers performing work over the years have provided a valuable service in generally protecting the structure from the elements and minimizing animal damage. However, while well intentioned; most existing restoration /repairs has been carried out in a non - period and historically inaccurate manner, as follows: - The existing siding dates from about 1950 and is not the correct clapboard style. - The contemporary window sash has very wide muttons, narrow stiles and rails and is glazed with modern glass. Also one sash has 16 panes of glass instead of 12 as in all other sash. Windows made in the exact historically accurate design are available, including the use of 19th century glass. It is unfortunate that the original 1849 glass was not saved. - The concrete foundation is in a deteriorated state with cracks and holes and obviously is shallow in depth and therefore not frost protected. - The ceiling is covered in "v- groove" boards without tongue and groove. This "v- groove" boarding was used in later Victorian homes and even into the 20th century. The spaces between the boards have extensive visible black organic matter that is clearly the result of animal fecal matter in the attic space. The ceiling was most likely originally covered with wider pine boards similar to the wainscoting. Usually such boards would have the edge bead with tongue and groove in the same manner as the wainscoting and are referred to as "bead board ". 10.) The vestibule that appears in photographs taken in the late 1940s presents an enigma, as follows: a) The opening in the log wall is 6' in width including framing and appears to define the width of the vestibule. The length of the vestibule would have also been about 6'. The height of the opening is about 97 " ± / -. so the _opening extends above the slope of the vestibule roof on both Sides_where covered -by_ clapboard. b) The framing at the sides of the opening is secured with cut (square) nails and is circular sawn hemlock (instead of pine), indicative of a later date. e) Without getting into extensive detail, the existing work to enclose the opening, including the slab door (battens secured with modern Phillips screws) and reproduced four panel door (modern hinges and non period hardware) and all other aspects is completely inconsistent with what should exist and of rather poor quality. Removing this material should help determine the original nature. e) The size of the opening suggests two possibilities, a pair of tall doors each about 32" wide or a central door with transom and side lights, but two doors is more likely. f) Considering "b" above the vestibule was likely built later in the 19th century, also recognizing the following: . ' - the vertical boarding is inconsistent as normally it would also be clapboard - the door (scaled to 30" x 78 ") is off centre suggesting poor workmanship, unlike the original period work - the clapboard above the vestibule roof slope on the left side has been re- worked and shows a "running joint' in four courses. - the fascia is also wider than on the main structure - while difficult to discern, there appears to be no battens, again poor workmanship - the vertical boarding is heavily weathered and based on the many knots visible was probably hemlock, again indicating construction later in the 19th century. 11.) The pulpit and railing have been extensively reworked with re- cycled materials and a mix of cut nails, wire nails and even forged clinch nails. The railing components appear to be late Victorian. The elevated platform was originally about 3' wider per indications on the wainscoting and the platform is also crude in construction. 12.) The flooring has many visible Phillips screws and is not tongue and groove. It is also somewhat irregular suggesting that whatever supports it is rotting. In all likelihood, because the floor structure rests on the bare ground the underside will have mould present, not to mention animal feces. The air quality in the Church is rather poor, presumably the result of the bio hazards present as well as the fact that the building is generally closed with no air circulation. To my knowledge, neither the Ministry of Labour or Page 76 of 279 1O.g) Report No. RC2O14 -02, Shawn Binns, Director of Recreat... WSIB has an official policy on bio hazards and they are not listed as "designated substances" with a policy for handling. However, they are clearly a health risk. 13.) The chimney is in a poor deteriorating state and the corbelling is completely missing. The flashing is also slipshod and not in the correct historical manner. The chimney bracket supporting the entire brick mass of the chimney is nailed to the log wall and its structural integrity is a concern 14.) The cedar shingling is the work of someone lacking knowledge of the correct and most enduring way to install shingles as there are many places where the spaces between shingles in alternate courses are exactly aligned as many as five times I Shingles that are 18" in length and installed 6" "to the weather" should have the spaces varying in three successive courses by never less than 1" and preferably 2 ". The shingles also appear to be the lowest quality, being 3/8" at the butt with flat sawn grain. I always recommend #1 grade BC tapersawn 24" cedar shingles installed 8" to the weather (although the maker suggests 10" exposure) providing durability for at least 50 years. The existing shingles also have excessively wide spacing between each, obviously to minimize material cost. I also presume that "cedar breather" which is inexpensive was not installed. It is a modern product that is invisible but allows air circulation under the shingles to aid in drying and extend the life of the shingles substantially. 15.) There has been a suggestion that the space between the siding and the logs was originally filled with straw. "In- fill" such as sawdust is very occasionally found in timber frame houses for the purpose of providing insulation. If the spaces in the walls of the Church had been filled with straw, most if not all would have fallen out when the original siding was removed about 1949 and those replacing the siding would have needed an extraordinary dedication to originality to replace same, unlikely since duplicating the original exists in no other workmanship. The straw found at the bottom of the wall cavities is a mixture of fragments of various plants, pink insulation, polyethylene, complete and partial dead baby birds, etc. and appears to be the remnants-from nesting birds at the top of those wall spaces where bird droppings are visible on the siding. In one space there is an area containing a mixture of pine wood chips and straw so it is possible that there was original in -fill between the strapping for the purpose of insulation. 16.) 1 will also mention the subject of a possible original dirt floor. Log buildings were not usually built directly on the ground and certainly not by 1849. The logs were either set on stones or stone walls or rested directly on round cedar floor joists that were hewn flat on top and extended the full width of the building, usually spaced between 32" and 36 ". The building shows considerable refinement and it is unlikely that it had a dirt floor, particularly considering the wainscoting which is primarily decorative. Functional flooring would logically take priority over wainscoting. However it is possible that a dirt floor existed for a period of time before the floor and wainscoting were installed in that order. 17.) Contemporary masonry cement has been extensively used on the interior walls to cover the original lime mortar chinking with some areas completely parged over. Much of this is cracked, loose and in a poor state. All was painted with white wash which alone is historically accurate. 18.) The stone cairn is also failing as some of the stone veneer is at the point of falling off. RECOMMENDATIONS 1.) Avoid trying to address the bio hazards in some "make do" temporary fashion. It would not be money well spent. The problem with animal access /fecal matter and attendant health risks needs to be completely and permanently eliminated. 2.) Close the Church to public access until such time as comprehensive restoration can be carried out to bring the building to it's full original appearance and glory. I do not say "glory" without stressing it's current dismal state. Being of such historic importance its physical appearance should meet the usual standard for a National Historic Site. In spite of its rather humble origins, the Church originally had considerable refinement, as follows: - being covered with clapboard when the logs could have been exposed Page 77 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... - large "12 over 12" windows which not only brightened the interior but enhanced its architectural appearance - a large entrance that was worthy of a church although now missing - beaded wainscot with chair rail around the interior - lime wash ( "whitewash ") on interior walls and ceiling to add brightness and discourage insects (a property of lime) 3.) Perhaps a professionally designed website should be considered which could also encourage donations. Certainly a way to recognize larger donations and major benefactors should be considered. Additionally, signage directing the public to the site could be improved. Since the African Methodist Episcopal Church was originally "born in protest against discrimination and slavery", it is a theme that should be used as it still resonates in today's world, even beyond African Canadians and Americans. Oro - Medonte has a virtual shrine to freedom and that needs to be acknowledged and promoted. The media can and should be used to advantage beginning with a Media Release on the exact nature of this report. 4.) Both provincial and federal politicians should be approached for support. Heritage funding is available from both governments but I can't elaborate within the limits of this report. 5.) Also, the means to have Tax Receipts issued is required, presumably by a local volunteer organization to champion this cause and have charity status. 6.) The opportunity goes far beyond what I have listed and I would be happy to provide my knowledge and experience at a "blue skying" session with those involved. Vic_ Snow, Heritage Restoration, _Construction & Consulting Services Page 78 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Toumship of County of Simcoe� 1110 Hwy 26 Proud Heritage, Exciting Future Midhurst, Ontario LOL 1X0 Attention: Marie Hamilton Dear Mrs. Hamilton, Please find attached the Township of Oro - Medonte's submission for the Historical and Cultural Grant Program for the Oro African Episcopal Church Cultural Heritage Assessment project. The Oro African Episcopal Church is a unique landmark and recognized National Historic Site that holds significance for both local residents and the African Canadian Community throughout the Country and perhaps internationally. It is essential that this landmark be preserved and maintained for generations to come as it is unique to North America as one of the last remaining structures of its nature and a remarkable example of the British policy of equality at a time when slavery was still tolerated in the U.S. This grant program provides a wonderful opportunity for the Township and the County to develop a strategy for long term preservation of a National treasure. Through the project we will be able to solicit guidance from highly skilled specialists to provide recommendations for the preservation and protection of the Oro African Episcopal Church. In addition, the investigation will strengthen the historical knowledge of the site and act a catalyst to engage the community and stakeholders in implementing the recommendations while telling a very important part of North American history. The Oro African Episcopal Church is a vital historical structure in our community. The Township of Oro - Medonte hereby requests your support for its application to the Historical and Cultural Grant Program for the preservation and protection of this facility. . We thank you for your time, consideration, and support. 148 iu 7SDuth, Box 10(7` P: (7¢5) 487-101 ww Drp� 2E Oro, Ontario LOZ 2X0 R (705) 487-0133 Page 7�d"f'� 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... COUN;YOFWW SIMC �AA, COUNTY OF SIMCOE GRANT APPLICATION FORM HISTORICAL AND CURTURAL GRANT PROGRAM 1. Name of Organization: Township of Oro - Medonte Address and Telephone: 705 -487 -2171 E -mail address: (optional) sbinns @oro- medonte.ca 2. Primary Contact Person: (Name and Position) Shawn Binns Address and Telephone: Township of Oro - Medonte 148 Line 7 S Box 100, Oro ON LOL 2X0 3. Names and positions of Board of Directors or Management Committee, who will be responsible for the management of the service and disbursement of the funds requested: NAME POSITION Shawn Binns Dir. Rec. & Com. Services Harry Hughes Mayor /Committee EXOfficio John Crawford Councillor /Committee Chair Mel Coutanche Councillor Heritage Committee 4. Mission Statement of the Organization: (attach separate sheets if required) Township Vision: To provide service excellence while building a sustainable, fiscally sound and healthy community that preserves Oro - Medonte's rural character and enriches quality of life. Recreation & Community Services Mission To strengthen Community through programs, services, parks and facilities that promote healthy lifestyles, connect families and neighbours, recognize culture and heritage; thereby enriching the quality of life in Oro - Medonte County of Simcoe, Finance Department, 1 110 Hwy. 26, Midhurst, ON LOL 1X0 Page 80 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... S1 COUN7YOF MCO"00WE7MJ 5. Describe in some detail, the project or services undertaken that will be funded by this grant. Identify the cultural and /or historical significance of the program and any measurable opportunities which will promote increased awareness and knowledge of our local history and culture through this project. See Appendix A Attached. 6. Identify the tangible opportunities that will be presented to encourage participation of a historical or cultural nature to the residents of Simcoe County. See Appendix A Attached County of Simcoe, Finance Department, 1 110 Hwy. 26, Midhurst, ON LOL 1X0 Page 81 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... COUNTY OF SIMCOE mom 7. Detail other sources of funding for this project/program: See Appendix A Attached 8. The applicant organization must have a governance structure in place to act as administrator of the funds. Describe this structure. Municipal Government. See Appendix B Attached 9. Does your organization hold not - for - profit status: Yes No ❑ Is your membership open to the public: Yes No ❑ How many volunteers are there in the organization 9 Approximate number of members /participants /audience 9 Heritage Committee Consists of 9 Volunteers and 2 members of Council as well as the Mayor as Ex- Officio 10. Attachments to be enclosed: a) Current Year Budget b) Previous Year's Financial Statement c) Proof of "not- for - profit" status Municipal Government. Details are public and can be accessed at www.oro- medonte.ca 12. Amount of Grant Requested $ 1 5,500.00 County of Simcoe, Finance Department, 1110 Hwy. 26, Midhurst, ON LOL 1X0 Page 82 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Appendix A County Heritage Grant Application Supplemental 5. Describe in some detail, the project or services undertaken that will be funded by this grant. Identify the cultural and /or historical significance of the program and any measurable opportunities which will promote increased awareness and knowledge of our local history and culture through this project. The Oro African Methodist Episcopal Church was erected in 1849 at the southeast corner of the intersection of Line 3 of Oro - Medonte and Side Road 10/11 (Old Barrie Road). The church building and unmarked cemetery stand today as a unique witness to early African Canadian settlement in Upper Canada. The site was designated in 2000 as a National Historic Site of Canada because "it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, it represents the important role that Black militiamen played in the defense of Upper Canada during the War of 1812, and early Upper Canada land policy." This is a log church with a simple form that was built with a remarkable level of craftsmanship. Since abandoned early in the 20th century, the church has suffered considerable deterioration and loss of physical and cultural heritage (historic) integrity. A cultural heritage assessment and strategy for the stabilization and restoration of this site is critical to its survival. As a first stage, Su Murdoch Historical Consulting and Victor R. Snow, Heritage Restoration, Construction and Consulting Services will be contracted to undertake the fallowing Scope of Work: • Review the supporting documentation submitted for the National Historic Sites designation to determine any parameters for future work based on architectural, historical, and contextual significance reasons; as well as capital cost sharing funding potential; • Review any other governance of the site, such as the Ontario Heritage Act, Cemetery Act, and Methodist Episcopal Church stewardship (if applicable), that may set parameters for future work; • Through consultation with stakeholders, identify an appropriate level of commemoration and use of the site (passive landmark, periodic celebration proactive development of a tourist location, as examples) based on community /public interest, financial resources, manpower, educational value, etc.; • Outline the importance of the principles contained in the Parks Canada Standards • and Guidelines for the Conservation of Historic Places in Canada, Evaluate the options for the stabilization and restoration of the church and cemetery based on issues of cultural heritage integrity, legislation, other funding potential, physical needs, and property restraints; • Undertake preliminary costing for appropriate options, which may include leaving in situ, relocation, or placing under cover; • Meet with the Oro - Medonte Heritage Committee, stakeholders, and Township Council; • Submit a final report. This preliminary consultation and investigation is essential to establish a strategy and direction for the preservation of this remarkably unique heritage asset. This stage of the Page 83 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... project will generate local and regional awareness through an extensive consultation and communication program in addition to strengthening the knowledge surrounding this site. The final report will then be a catalyst to engaging the broader community to implement its recommendations. The second stage of this project involves the protection of the facility. In its history, the church has suffered a collision from a motor vehicle (due to it's proximity to Old Barrie Road) and several acts of vandalism. The installation of site lighting and a monitoring system (intrusion, fire, security camera) will minimize the inherent risks of significant damage to the facility. 6. Identify the tangible opportunities that will be presented to encourage participation of a historical or cultural nature to the residents of Simcoe County. The story of the 1819 Black Settlement along Wilberforce Street in Oro - Medonte Township reveals aspects of early settlement in Upper Canada, as well as the military strategy in the opening of the Penetanguishene Road (now County Road 93). The 1849 Oro African Methodist Episcopal Church is part of a unique story that has long fascinated residents of Simcoe County and is part of our local, as well as national history. Its significance is acknowledged by the National Historic Sites designation. To truly tell the story, the diminishing cultural and physical integrity of the church and cemetery needs to be assessed and a plan for immediate stabilization and long term - restoration formulated. As a National Historic Site, the Oro African Methodist Episcopal Church should authenticity present this aspect of Simcoe County and Canada's history to area residents, students, Black history enthusiasts, and those interested in this unique aspect of settlement in Upper Canada. 7. Detail other sources of funding for this project/program: Township of Oro - Medonte Site Lighting $ 1,500 Marketing and Communications $ 2,500 Project Management $ 2,000 Oro - Medonte Heritage Committee In kind services - background research, community outreach and engagement, documenting and writing about the project to preserve and transfer knowledge $ 4,000 Total contributions from other sources $10,000 12. Amount of Grant Requested Stage 1 — Consulting service $ 8,000 Stage 2 — Facility Protection $ 7,500 Total amount of grant requested $15,500 Page 84 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Appendix B AMENDED THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW 2013 -017 A By -law to Establish a Heritage Committee (Heritage Committee) WHEREAS Section 28 of the Ontario Heritage Act, R.S.O. 1990, Chapter 0.18 as amended, herein referred to as the "Act ", provides that the council of a municipality may by by -law establish a municipal heritage committee to advise and assist the council on matters relating to Parts IV and V and such other heritage matters as the council may specify by by -law; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte eems i d t desirable to establish a Heritage Committee; NOW THEREFORE the Council of The Corporation of the Township of Oro - Medonte enacts as follows: 1. That a Heritage Committee is hereby established for the Township of Oro - Medonte and such committee shall be known as the Oro - Medonte Heritage Committee. 2. That the purpose of the Oro - Medonte Heritage Committee shall be to advise and assist Council and staff in matters related to cultural heritage resource conservation including public awareness of heritage, heritage planning and Heritage Act designation located within the Township. 3. The mandate of the Oro- Medonte Heritage Committee shall be to provide suggestions and advice on matters pertaining to heritage, specifically: 3.1.To act as an advisory body to Council. Recommendations shall be forwarded to Council for consideration: 3.2. Oro African Methodist Episcopal Church, National Historic Site 3.2.1. Advise Council on the maintenance of the Oro African Methodist Episcopal Church — National Historic Site in accordance with Parks Canada's Guiding Principles and Operational Policy— Part Ill. 3.2.2. Co- ordinate volunteers to make the Oro African Methodist Episcopal Church - National Historic Site available for public. visitation for its established hours and special events. 3.3. Artifacts and archival documents /materials 3.3.1. To provide recommendations with respect to artifacts and archival documents /materials currently held by the Township. 3.4. Heritage Register 3.4.1. Pursuant to Section 27 of the Act, on behalf of the Clerk, keep a register of property situated in the municipality that is of cultural heritage value or interest. 3.4.2. Consult with and recommend to Council regarding the inclusion of a property in the register. 3.4.3. Consult with and recommend to Council regarding the removal of a property from the register. Page 85 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 3.5. Public Education 3.5.1. Provide public education and promote awareness and conservation of Oro - Medonte's cultural heritage. 3.6. Planning Matters 3.6.1. Provide advice, as requested, in accordance with the Township of Oro - Medonte's Official Plan on Planning Act applications. 3.7. Conservation of Property and Heritage Conservation Districts 3.7.1. Consult with and recommend to Council pursuant to Part IV — Conservation of Property of Cultural Heritage Value or Interest and Part V — Heritage Conservation Districts of the Ontario Heritage Act. 3.7.2. Pursuant to Section 38 of the Act, all members of the Oro - Medonte Heritage Committee are authorized to conduct inspections, where such members have been directed by Council, or staff. 4. Upon appointment, the Oro - Medonte Heritage Committee shall develop a Strategic Work Plan for the term, and shall submit same for Council's consideration. The Strategic Work Plan shall encompass how the Oro - Medonte Heritage Committee will address the various components of its mandate, and may recommend other initiatives for Council's consideration. The Strategic Work Plan shall support Council's current Strategic Plan. 5. On behalf of the Township of Oro - Medonte, the Oro - Medonte Heritage Committee shall maintain affiliated membership with the Simcoe County History Association, National Historic Sites Alliance of Ontario, and any other associations and agencies as approved by Council 6. That the following persons shall be appointed as members of the Oro - Medonte Heritage Committee for the term of the Council that appointed them or until their successors are appointed. Where a member ceases to be a member before the expiration of his or her term, Council may appoint another eligible person for the unexpired portion of the term: 6.1. Five (5) Members of the Public 6.2.Two (2) Members of Council (1 Chair and 1 Vice - Chair) 6.3. Mayor (ex- officio) 7. Council shall strive to maintain a minimum of one (1) public member in transitioning between terms to provide continuity. Public members shall not serve more than two (2) consecutive terms. 3. Council shall appoint the Chair and Vice -Chair of the Oro - Medonte Heritage Committee. The Council members appointed to the Oro - Medonte Heritage Committee shall be non - voting members. 3. The Oro - Medonte Heritage Committee shall endeavor to meet monthly, with the exception of July and August. 10.The Township of Oro- Medonte's Procedural By -law shall govern the proceeds and activities of the Oro - Medonte Heritage Committee. Page 86 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 11.The persons appointed to the Oro - Medonte Heritage Committee shall be paid such remuneration as outlined in the Remuneration By -law. 11.1. Notwithstanding the above, any person providing assistance with the operation of the Oro African Methodist Episcopal Church - National Historic Site or with special events shall be on a volunteer basis, with no remuneration. 12.The Director of Recreation & Community Services, or his /her designate, shall be the staff liaison to the Heritage Committee. 13. That this By -law shall take force and effect upon final passage hereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 13TH DAY OF FEBRUARY, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE J. Page 87 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Binns, Shawn From: Snow <beavermeadowfarm @aol.com> Sent: Monday, September 23, 2013 2:28 PM To: Binns, Shawn Cc: sumurdoc @sympatico.ca Subject: African Methodist Episcopal Church Project Shawn As discussed, I propose to undertake the following: Investigation to determine the full extent of restoration required: 1) Cut a neat rectangular access hole in the non original ceiling v- groove boarding to determine state of ceiling joists and rafters. The inside surface of the roof sheathing will also be examined. Even though the cedar shingles are improperly installed, they would still survive for quite some time and unless there are any surprises, they should not require replacement as part of the restoration. The v- groove is mid 20th century and will require replacement with bead board similar to the wainscoting. It is also possible that the ceiling was originally covered with hand split or "accordion" lath although less likely. This would also become obvious. 2) Lift a number of adjoining floor boards, where secured by screws, to determine condition of floor joists and potential presence of mold. Even though the existing, floor boards are not tongue and groove, as the originals would have been, it may be possible the reuse all by simply installing splines as sometimes used in the period in place of tongue and groove. 3) Remove existing imitation log siding installed about 1948. Siding in the gables would only be removed if same is backed with complete original clapboard as appears to be the case in the front gable. 4) Dismantle existing material that fills the 6'x V entrance opening. Retain any components that may have been original or could be used in restoration elsewhere in the Church. As discussed, there are two possibilities for the original entrance, the most likely being a pair of doors. While I had not considered it previously, there is a third, being a larger vestibule (larger than that appearing in the 1947 photograph) that would completely cover the opening. This would be obvious by indications visible on the exterior of the logs. 5) Install 1/2' plywood over all windows and the front entrance, carefully secured with screws. The plywood over the door opening would also have a mid vertical support. Then cover the log walls with Typar (fire retardant) secured with 1 x 2 strapping nailed to the original 2 x 4 strapping that held the clapboard. The Typar would provide protection from the weather until appropriate restoration commences. 6) Remove any non period interior masonry cement parging (much is loose) if required to ascertain the condition of the log(s) based on deterioration or rot on the outside surface. Provide detailed costing of all required restoration to return the Church to its 19th Century appearance consistent with its status as a National Historic Site - relative to the following (not in any particular order): ...................................................................................... ............................... Costing on the following: 1) Required log repair /restoration or replacement. Based on the previous limited investigation, it is known that at least one log at the front has sunk into the ground and will be rotted and need replacement. 2) Raising the building to enable restoration /replacement of the bottom logs. The cost to move the building a short distance to the south -east would also be determined since those raising the structure could also undertake this move and Page 88 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat.., they must visit the site in any case. We may also find that the Church may need to be temporarily moved immediately to the right as a matter of greater ease in both excavating and forming the foundation. 3) Replacement of existing windows with accurate period style windows with 19th Century glass. Also to include thermal pane storms. Wayne Lintack has the exact style of 19th Century windows in his home although in the "6 over 6" style (instead of 12 over 12 ") and with thermal pane storms. Perhaps the Oro - Medonte Heritage Committee could visit Wayne's home to see the high quality windows and precise but discreet storms since I routinely use the same maker to make the best quality period reproductions. 4) Replacement/reconstruction of chimney and missing corbelling using existing bricks and some additional. Replacing the poor quality chimney flashing with step and counter flashing exact to the period. Improving the structural integrity of the supporting bracket - all in a manner sympathetic to the period. 5) Installation of period style clapboard. 6) Installation of fire retardant Roxul batt insulation in the cavity between the siding and the log walls as well as in the attic to code. 7) Restoration of the entrance in a manner /design using minimum conjecture 8) Replacement of floor joist with the addition of a centre structural beam. 9) Reconstruction of the raised platform to its original height and size (visible on wainscoting) and reconstruction of the pulpit in a manner typical of the period. 10) Installation of a propane fired heating system, air exchanger and ducting in the basement crawl space. 11) Installation of lighting and electrical wiring to a heritage standard as acceptable to the ESA. Additionally, a security - system based on the recommendation of experts but -with options priced separately. - 12) Installation of footings and frost walls, damp proofing, drainage layer, inside insulation, poly under crushed stone, pads and piers for structural beam and a sump as required, particularly considering damp ground. Also excavation and back - filling with care to minimize impact on site. 13) Build 10" to 12" rubble stone walls with lime masonry on top of concrete frost walls (concrete walls not visible above grade). 13) Drawings as required with BCIN approval as well as any necessary engineering review and approval. 14) Replacement of missing soffit and restoration of fascia 15) Installing exact period eaves trough with two downspouts to extend the life of lower rows of clapboard and log walls - actual installation to be based on further consideration and discussion. 16) Any and all other restoration required that becomes obvious during this investigative process. 17) Archaeological investigation of the floor area as well as a three to four foot area surrounding the Church. Also the same for the area where the Church might be relocated. I know the co -owner of a company of professional archaeologists who do this type of work, particularly on sites pending housing development, etc. and can readily obtain a quote. I think one quote would suffice for now. Price: $4,450 plus HST - exclusive of recent site meeting to be billed separately. (Commercial Liability and WSIB requirements will be provided in advance of any work commencing.) Note: The only designated substance would appear to be the silica in the masonry and I am familiar with the breathing apparatus and coveralls required. Regardless, I am obliged under the OHSA to request a Designated Substances Report from Oro - Medonte. I expect to be able to complete the foregoing by early Nov., however please bear in mind that I have other scheduled work related to the 1837 Melville White Church, the 1863 designated Gingerich House, the 1860 Pendergast Log House, etc. all before commencing work in late Oct.on the 1856 Caledon East Orange Lodge, being rec str ctec� and restored 2 Page �� o' 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... on the Town Hall Campus. Please acknowledge and agree to the foregoing Regards, Vic Snow s Page 90 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH Compiled by Su Murdoch, December 2013. This is a work -in- progress. 1.0 DATE OF CONSTRUCTION The traditional date of construction given for this church building is 1849. The service to commemorate the "One Hundredth Anniversary" was held on August 14, 1949. The year 1849 corresponds with the May 26, 1849 date of the legal transfer of a one acre parcel of land at the northwest corner of the west half of Lot 11, Concession 4, Oro Township, to the trustees of the "Colored African Episcopal Methodist Church in Canada." The property owner, Noah Morris (a Black settler), arrived in Oro in 1829, moved to the west half of Lot 11, Concession 4, that year, and received the Crown Patent in March 1840. Morris mortgaged his property in June 1845 but in January 1846 had the acre at the northwest corner (the church and cemetery site) released from the mortgage. The reason for the release is that he was conveying the acre to the trustees of a "Religious Society of Colored African Episcopal Methodist Church in Canada" for use as a "Chapel and Burying Ground." The January 1.846 date for the mortgage release suggests that the use of the acre for a chapel_ and burying ground was already considered, perhaps since June 1845 or possibly earlier. The first Black missionary, the Reverend R.S.W. Sorrick, was in Oro between 1845 and 1847. On April 18, 1996, The British Methodist Episcopal Church Conference of Canada provided documentation to Russell, Christie, Miller, Loughan, legal counsel for the Township of Oro - Medonte (Twp. of Oro - Medonte file R03- 006928 v -001). This submission from the BME Church was prompted by the initiative of the Township to take legal possession of the church and cemetery lands. The BME documentation begins June 2, 1849, and includes an entry of expenditures for "Oro." Later documents include expenditures for the Oro "station" (parish) and Sabbath School Although not conclusive, the research suggests that the church and cemetery existed by 1849, possibly started in 1845. 2.0 ACTIVE USE The American based African Methodist Episcopal Church ( "AME ") was officially founded in 1816 (but is unofficially much older). "Societies" of the AME existed in Canada at least as early as 1826 but it was 1832 when the first American AME missionary was sent to Canada. In 1840, the AME conference was held in Toronto and a committee was shortly after formed to officially establish the AME in Canada. The outcome was the founding in 1856 of the British Methodist Episcopal Church ( "BME ") as the Canadian version of the American AME. DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 1 Page 91 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... As noted, documentation provided to the Township's legal counsel in 1996 confirms the official involvement of the BME in Oro at least as early as 1849. The last dated document is the published minutes of the 1916 BME Annual Conference. This document references "Section 2 - Oro Church Property." Further research is needed to determine if "Section 2" deals with the abandonment of the Oro church by the BME in 1916. The BME is still active in Canada. 3.0 1946 REDISCOVERY AND COUNTY/TOWNSHIP RENOVATIONS (1946 -1949) According to an undated (likely early 1940s) article by "Mr. Hale," publisher of the Orillia Packet and Times newspaper: The Clowes Branch of the Women's Institute have begun a movement to reclaim and restore the little church at Edgar which was the place of worship used by the coloured people who came from the United States for freedom and settled in this neighbourhood. This church is in need of repairs, if it is to be saved, and the interior equipment requires cleaning and repairing... I am told that recently the old penitent bench in the church has been taken away by someone. That is a pity, as it was a priceless and unique relic. The Clowes Women's Institute Tweedsmuir History contains an account titled "Restoration of the African Episcopal Church" which states "Miss Euphemia McKay did much to arouse interest in the restoration of the African Church, primarily as a historic site...." At the November 1946 session of Simcoe County Council, a Special Committee on the Coloured Church and Cemetery in Oro Township was appointed with members A.M Tudhope (Chairman), George Patterson, and A. Cumming. The Special Committee conducted a site inspection of the church and cemetery on November 27, 1946. The published minutes of the January 1947 session of Simcoe County Council note the receipt of correspondence dated November 21, 1946, from R.W. Thom of Collingwood, asking Council to consider the "condition and restoration of the old coloured church in Oro Township." Report No. 1 of the Special Committee was submitted to Council on January 23, 1947. The site inspection notes that: The church, which is about 20 feet wide and 30 feet long, is built of hewed pine logs with clapboard siding, and was erected between 1832 and 1834 approximately. The local community and the Township of Oro have recently re- shingled it and built a chimney. In the cemetery there are about fifty graves without any markers.... The Special Committee recommended that County Council assume responsibility for the following renovations: DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 2 Page 92 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... ■ Level up the church building and put a concrete foundation under it. ■ Repair the siding where necessary. ■ Repair and re- shingle the porch. ■ Inspect the sleepers, and where necessary have them replaced, and repair the floor. ■ Repair the seats and store them in the building. ■ Put in three new windows with glass. ■ Install a wooden tablet in the church with as many names of the early worshippers as possible. ■ Straighten the chandelier and attach it to the ceiling. ■ Erect a small cairn in the cemetery. ■ (The pulpit and the railing around it are in a very good state of repair). And they would recommend that the following be assumed by Oro Township: Clean up the grounds and place a wooden marker at each grave. Provide future maintenance of the church and grounds. The next Special Committee report was submitted to Council on November 25, 1947. It describes the restoration and maintenance undertaken since January 1947: ■ The Church building has been levelled and a concrete foundation placed under it. ■ The porch has been repaired and re- shingled. ■ New sleepers have been put in where necessary, and the floor repaired. ■ A new ceiling has also been placed in the entire building. • The old seats have been repaired and placed in the building. • Three new window sash with glass have been put in, and the siding on the outside has been repaired where necessary. DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 3 Page 93 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... ■ Some minor repairs on the inside of the building remain to be completed, such as straightening up the chandelier and attaching it to the ceiling. A stone cairn, with a granite tablet, has been erected beside the church, containing the family names of the early worshippers at the church. A portion of the cemetery grounds is covered with a second growth of young trees. All dead wood and rubbish in this area will be cleared out, and the trees left to grow. The clear part of the cemetery will be levelled in the spring and planted with ornamental trees. Your Committee recommends that a substantial fence be erected on the two sides of the cemetery plot adjoining the farming lands. The unpublished minutes of the Special Committee meeting of May 14, 1948, indicate the following: They recommend that the seats in the church be braced and strengthened in a more substantial way and that a door be put on the porch. The Township of Oro will level the cemetery and thin out the brush on the -part that is covered with underbrush and it was suggested that about half of the area of the cemetery lot is fenced [be] reverted to, the owner of the adjoining farm. A substantial fence should be erected on the two sides of the cemetery plot adjoining the farm lands. Mr. Best [W.R. Best] later reports that occasionally cattle are allowed to run at large on the roads in this section and that many residents in that locality are of the opinion that the cemetery should be fenced on the four sides. The published Special Committee report of June 18, 1948, notes that most of the County work had been completed as outlined in the report adopted on January 23, 1947. The reference to the fence is that "A substantial fence should be erected around the cemetery as, in the opinion of your Committee, a cemetery should be property enclosed." The unpublished minutes of November 4, 1948, recap the restoration, adding a "new chimney built" and the "porch straightened up." Robert Calvert and Bruce Duncan painted the inscription board for the church. On November 26, 1948, the Special Committee reported that Oro Township is having "a new DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 4 Page 94 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... fence erected around the cemetery and the brush cleared from the front half of the lot; that half is being levelled with the Township machinery and it will be ready for seeding in the spring." The Special Committee minutes of June 26, 1949, note that the part of the cemetery facing the concession line was levelled by the Township but "there are still some snags and roots of small trees showing up and they should be removed by the Township grader. When this is completed it is the intention to erect a fence along the concession line. The other three sides of the cemetery is fenced." On August 8, 1949, it was noted by the Special Committee that the seats and door were repaired by Lloyd Scott and that two quarts of white paint were bought (reason not given). An account in the Clowes Tweedsmuir titled "Clean -Up Day at the African Episcopal Methodist Church August 1949" explains that Clowes Branch members arrived with cleaning supplies and "paint and brushes" to "chase the dirt away." August 14, 1949, was the official reopening and 100th Anniversary service of the church. The day was officiated by the Reverend A.B. Gearo, B. Theology, a stepson of James Thompson, an Oro black settler by then living in Allandale (Barrie). The Special Committee report of .November 24, 1949, notes that the outside walls of the church - -- should be given two coats of paint. 4.0 1956 RENOVATIONS According to a recap of renovations described in the Clowes Tweedsmuir: In 1956 new siding was put on the outside walls, other repairs were made, and the old porch was taken away. On August 1956 another service was held on the grounds with a large attendance. Rev. Seymour Boyce was guest speaker. In the cemetery there are no signs of the wooden crosses which marked the graves. It was becoming a grove of trees. Part of the one -acre lot was cleared of trees and sodded in 1947 and now is cared for by Simcoe County Council's Tourist and Industrial Committee, Chairman John Woodrow, Reeve of Oro 1947. The Barrie Examiner newspaper article reporting on the 1956 "African Church Memorial Service" states the church "was opened in 1846 by slaves who fled their southern bonds." Photographs taken at the event reveal that the "old porch" that was "taken away" was the portico /vestibule at the west entrance. DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 5 Page 95 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 5.0 1967 RENOVATIONS According to the Barrie Banner newspaper of July 27, 1967, "restoration and preservation of this interior is a centennial project of the Toronto Negro Business & Professional Men's Association. A plaque was unveiled by Simcoe County Warden George MacKay." 6.0 1972 TOWNSHIP BYLAW No. 999 In November 1972, the Township of Oro passed Bylaw 999 under section 62 of The Cemeteries Act, R.S.O. 1970, Chapter 57, allowing the Township to take over for the purposes of "maintenance, management, regulation, and control," three cemeteries considered abandoned. The list includes the African Episcopal Church Cemetery. 7.0 1975 REFERENCE An article in the Clowes Tweedsmuir written about 1975 contains a sketch of the church that is romanticized by the artist. It shows exposed exterior timber walls (on the erroneous assumption that the siding added'in 1956 was over the timbers). The accompanying article recaps past renovations: The floor of the church has been turned over because it became so worn. The picket fences, remembered by some of our senior citizens, stood guard around burial lots and along the road. The front porch was removed when repair work was done. Siding was put on to preserve the church. Shutter doors protected the windows. Inside rough lumber was used to make benches. A pulpit stood on a small platform.... 8.0 1979 STONE CAIRN ?? A stone cairn was selected in 1979? TBC 9.0 1980 RENOVATIONS The Township paid $2,266 to reinforce the roof and clad it with cedar shingles. (Twp. of Oro - Medonte file: Permanent 0328 7- 7 -5 -34 R01- 000387 v -001 African Church 1989) 10.0 1981 TRUCK VANDALISM On August 31, 1981, damage was sustained by the church when a dump truck backed into the west facade and a tandem truck rammed into the north facade. The exterior and interior DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 6 Page 96 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... damage was extensive but it was concluded that it "appears that practically all materials can be salvaged for re -use with some replacements." (Twp. of Oro - Medonte file: Permanent 0328 7 -7- 5-34 R01- 000387 v -001 African Church 1989) The damage resulted in an insurance claim for which the adjustor listed the damage as follows: Damaged by Trucks Remove all cedar board siding Reinstall log wall and replace damaged stud strapping Install original cedar board siding Replace damaged cedar board siding Repair damaged cement footing West Side: Remove and replace entrance door (solid cedar) Remove and replace damaged cedar board siding Reinstall undamaged cedar board siding Reinstall log wall Replace door jamb Remove and replace damaged cedar wainscoting Replaster log seams on north and west wall (Twp. of Oro - Medonte file: R01- 000387 v -001 Permanent 0328 7- 7 -5 -34) The repairs were done by Edward Robinson and Charles Sanderson. One of their invoices for materials included: 2x4x10 and 2x4x12 spruce 2x10x7 and 1 x10x7 pine 2x1 0x3 door. sill 1 x9x4 pine 1x6x8 door casing 1 panel door 1 pair window sash 1 pair 3" butt hinges 1 pair 4" strap hinges 420 bft 1 1/a x 6 cedar log 1 gallon charcoal Charles Sanderson made the door and window. (Twp. of Oro - Medonte file: Permanent DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 7 Page 97 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 0328 7- 7 -5 -34 R01- 000387 v -001 African Church 1989) 11.0 1984 TREE PLANTING The Oro Horticultural Society planted trees on the property in 1984. (Twp. of Oro - Medonte file: Permanent 0328 7- 7 -5 -34 R01- 000387 v -001 African Church 1989) 12.0 1987 FLOORING In January 1987, area resident Walter Hutchinson assisted by Howard Campbell, Wallace Key, and Keith Lees worked "among dirt and old wood to replace the floorboards." (Clowes Tweedsmuir; Simcoe County Archives) The repair to the floor is confirmed in the Township of Oro History Committee minutes of February 3, 1987. A letter dated March 30, 1987 from Clif Bennett (R.R. 2 Hawkestone) to the Township notes "the old stringers from the AME Church on Line 3 still have a few solid chunks. I noticed that they are piled in front of the church." He asks to take these so he and others can carve something related to the history of the church. (Twp. of Oro - Medonte file: Permanent 0328 7- 7 -5 -34 R01- 000387 v -001 African Church 1989) 13.0 2003 On June 23, 2003, Tim Crawford drafted a Memo to Oro - Medonte Council outlining the success of the National Historic Sites ceremony on June 15, 2003. He notes that the stone cairn was restored. He also notes that on June 21, 2003, there was a wedding in the church. In preparation, the bride's father "made 7 or 8 replica benches out of 150 year old barn board and has donated them to the church. One has to study the benches carefully to identify the originals from the replicas, they are so carefully reproduced. He repaired an original bench which was not safe, but did so, after asking permission. He did it in such a way as to not detract from its original design." (R01- 011338 v -001). In December 2003: "Thieves stole several wooden pews, many at least 100 years old, from the building." Some were later recovered at an antique market near Midland. 14.0 2004 VAN DAMAGE In March 2004, a van went off the concession road into the west entrance of the church. According to a local newspaper dated March 25, 2004, "the impact splintered a few logs on the building's exterior and knocked down the plywood door." (Clowes Tweedsmuir History) DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 8 Page 98 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... This image is likely just prior to the start of renovations by Simcoe - County and Oro - Township in-1947. If- may be showing the new roof- - and rebuilt chimney recently done by Oro Township. Source: The Oro African Church, Tim Crawford, ed., 1999, p.15 DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 9 Page 99 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 0 L E WZ H39W303Q 'HOO(idfIW ns `HounHO NVOIUJV 080 3Hl Ol SNOI1VAON3)d 1NVOUINUIS HO.IEJOIONOHHC) JAVaQ (saniyoay fqunoo aoowiS `fuOls'H amwspeami semolo :eoanos sa6awl) __ - aartiras ivsj-aAuuV 0,0 l `t& t, l Isnby m- aoijAsmopu nn ui�d - -- pua yoanyo 6uivaalo saagwaw a }n}ilsuI s,uawoM semolo :6ti6 � Isnbny Page 100 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... The image of the church was taken for the 100th Anniversary Service on August 14, 1949. The following renovations had just been completed: Exterior building has been levelled. new concrete foundation "porch"/vestibule has been straightened, repaired, reshingled 3 new window sash with glass replaced siding repaired (not replaced) stone cairn erected (new roof and rebuilt chimney done in first phase of renovations) Interior new sleepers where necessary and floor repaired (possibly by turning over worn boards) new ceiling throughout old seats repaired chandelier straightened and attached to ceiling minor interior repairs pulpit and railing found to be in "good repair" and presumably not changed DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 11 Page 101 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Above: Image taken at August 14, 1949, 100th Anniversary service (Source: Barrie Examine► Below:- Image- taken - between 1�94!�-andl- 956 (before porch/vestibule- was removed and siding replaced in 1956) (Source: (Jane Simpson) E8 131 R313 S1 Sh2 Simcoe County Archives DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 12 Page 102 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Above: Likely the August 1956 anniversary service. The porch /vestibule is removed and the exterior clad in new, half round siding. Below: After the 1956 removal of the porch /vestibule and the new exterior, half round siding. DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 13 Page 103 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Top: Damage by two trucks on August 31,1981 (Source: Township of Oro - Medonte) Lower: Before and after the 1981 damage DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 14 Page 104 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Photographs taken the day following the August 31, 1981 truck damage. The photographer D.M. Lemmon queries the unusual lower sash on left (12x16). It may be a modern replacement. The window on right has what is like_l)r the original 12x12 sashes: (Source: Lemmon Collection) DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 15 Page 105 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... The floor is being replaced in January 1987. (Source: Barrie Examine#Clowes Tweedsmuir History) DRAFT CHRONOLOGY OF SIGNIFICANT RENOVATIONS TO THE ORO AFRICAN CHURCH, SU MURDOCH, DECEMBER 2013 16 Page 106 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Condition Assessment and Recommendation for the Restoration of the Oro African Church Submitted to the Township of Oro - Medonte by Victor R. Snow, Heritage Restoration - Project Management & Consulting January 2014 1.0 Background and Site Visits In the fall of 2013 at the request of the Township of Oro - Medonte, I (Victor Snow) conducted a preliminary site visit of the Oro African Church near Edgar (the southeast corner of Line 3 Oro and Old Barrie Road) in Oro - Medonte Township. —The sit&contains a 1 -840s- log- church–,cemetery {with- unmarked - burials), and a- moder-n-stone- - cairn. Oro Black settlers founded this church and cemetery in the 1840s. The active use of the church may have ended in 1916. Beginning in the early 1940s, repairs were completed by Oro Township and the County of Simcoe in response to the concerns of area residents about the deteriorated condition of this landmark.It was declared a National Historic Site in 2000. Subsequent to this preliminary investigation, I was contracted by the Township of Oro - Medonte to undertake a comprehensive structural analysis of the log church and make recommendations for its conservation /restoration. Su Murdoch Historical Consulting was retained in 2013 by the Township to undertake documentary research about the site and compile a record of the founding of the church and cemetery and known alterations. The Township made a public appeal for information about the site. A volunteer interviewed descendants of Black settlers and long time area residents about their knowledge of the appearance of the church, cemetery, and site features. This documentary and interview information was available to me when the onsite assessment was undertaken on December 12, 2013. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 1 Page 107 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 2.0 December 12, 2013 Onsite Assessment As authorized by the Township, on Thursday, December 12, 2013, 1 and four crew members, three with extensive experience in heritage buildings, undertook the onsite work necessary for a comprehensive assessment of the condition and conservation needs of the log church. Under the Terms of Reference agreed to with the Township, this assessment did not negatively impact any of the historic fabric of the building or its character defining elements. The following were necessary to complete the assessment: a) All imitation exterior log siding (documented to date to 1956) was removed. b) A rectangular hole was cut in the v- groove ceiling boards (documented to date to 1947) to allow access to the attic. c) Much of the gerry -built entrance (documented to 1981 following truck damage) was removed. d) We did not lift any floorboards (joists and floorboards were repaired in 1947 and then replaced in 1987) as planned, as it was obvious that the floor joists are decayed. e) Other elements identified in the chronology of alterations compiled by Su Murdoch were examined without interference. f) Following investigation and assessment, the walls were covered with Tyvek House Wrap to protect the structure from the elements, pending restoration. 3.0 Summary of Findings The December 2013 examination indicates that this log church is in a far worse state than expected. It needs immediate comprehensive restoration to address very serious structural problems that now compromise its survival. Money should not be wasted on interim or temporary measures in an attempt to just "stabilize" the structure. As well as the structural issues, conservation /restoration is required to reinstate authenticity to its historic appearance, i.e., the period before alterations were undertaken in the early 1940s by the Township and County. Minimal, if any, conjecture is required to undertake full restoration to its period of active use as a church, as nearly all key components survive and /or can be documented (notably by a 1941 photograph of the north facade). Findings related to the pressing need for restoration are summarized as follows: Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2614 2 Page 108 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... a) There are very serious problems with the entire roof structure as well as the decay in the left plate (top log) that supports the rafters. b) The left and right walls have spread and are not plumb. Also, some individual logs have shifted. This movement is likely the result of several factors: - some design weaknesses in the original construction (e.g., lap keying instead of dovetail corners for the logs) - the lack of a frost protected foundation. The church has rested on grade since the foundation was replaced in 1947. The cement is cracked and has large holes that allow raccoon access to the area under the floor. Heaving caused by frost action is one of the factors that has affected the integrity of the walls. - the destructive action of the two trucks rammed into the front (west) and north walls by vandals in August 1981. The extensive damage was repaired in the immediate areas of impact with no visible marks on the log faces. Nonetheless, the force of impact unquestionably contributed to other problems that now exist. - substantial, well intentioned but generally poor quality repairs and "restoration" carried out since the early 1940s (particularly the roof and ceiling structure). c) Due to advanced decay, at least one log requires full replacement and at least three require pieced restoration at a minimum. The first course of logs may have slight decay on the bottom sides where they rest on the cracked and heaved foundation. d) The non - original chimney ( "rebuilt" about 1947) positioned in the back gable is deteriorated and its structural support on a wood bracket nailed to the log wall is questionable. A photograph dated 1941 indicates a chimney in the centre of the building. e) The biohazards present, such as bat and mouse droppings, bird splatter and other fecal matter, area health issue. These are a factor in closing the building to the public and will be a continuing problem if appropriate restoration is not undertaken. These creatures have ready access to the building in its current state. 4.0 Detailed Analysis 1) The space between successive logs is minimal and consistent, even though individual logs vary in face width by several inches. This results when the logs in each course around the building are about the same diameter. I do not believe that this is coincidence, but results from care in log selection and is likely the work of experienced log builders or perhaps the supervision of one skilled individual. The logs have been neatly hewn or "score hacked" with Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 3 Page 109 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... chopping axes and "hewn to the line" with broadaxes giving relative smoothness to the faces. I did not see signs of the use of an adze, as is sometimes the case. Those faint but distinctive tool marks are rarely obvious although very occasionally late in the day when the sun is exactly positioned they can be seen. 2) The lapped (non dovetailed) "keying is neatly formed but not to the same quality on every corner, being indicative of the work of several men. Although the lap style is usually considered the work of lesser skilled individuals, I have seen dovetailed construction with the variation in spacing between the logs ranging from 2" to 13" with irregular hewn faces, so the matter of skill may be mitigated by many factors. For example, lack of care and speed of work would be factors if a structure needed to be completed before the arrival of cold weather. There also seems to be regional preference for the lapped style. As an example, there are a number of full two storey log houses surviving in Albion Twp., Peel County, all very finely crafted but without dovetails. Elsewhere in Peel County, lapped keying is the most common. 3) Plate (top) logs are normally secured with wooden pegs known in the 19th century as trunnels or treenails; one at each corner and usually one or two spaced equally between. They are driven into vertically augured holes usually extending one or two logs below the plate (although I know of three other methods of securing same). Only one augured hole is visible in the south prate of-the church- but-the trunnel appears tooe missing.- Others - may be coveredby rafter-- "birdsmouths." (More on that to follow.) In 19th century log construction in Ontario, the plate logs that receive the rafters are one level higher than the logs in the gable ends. The gables are usually stud framed with exterior horizontal or vertical boarding. On the church, early clapboard siding survives above the logs in the gable ends. The weathering on the log faces and on the gable clapboard suggests that clapboard was added to all the exterior walls, overlaying the logs and the gable clapboard, about 10 to 20 years after the church was built, i.e., before 1870. As such, the exterior cladding associated with the period of active use by the Black congregation is authentically 1860s to 1870s period clapboard. 4) The upper logs in the walls are smaller in dimension, as is typical. Most upper logs are hardwood, although a single log in the left wall is likely basswood. One hardwood log in the back wall has numerous Powder Post Beetle holes, but it is doubtful that there is ongoing insect activity and the log does not appear compromised. The lower. courses of logs are pine. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 4 Page 110 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 5) One pine log in the back wall has extensive rot on the top; as does another, but possibly to a lesser degree. A third log shows areas of decay on the face. The plate log on the north side is also "punky" and cracked near the centre across its width. This is a serious problem affecting the structural integrity of the roof. The full extent of these problems could not be readily determined as the interior has been extensively re- chinked and parged with 20th century masonry cement and then whitewashed. Additionally, we chose not to disturb the split wedges between the logs that "key" the chinking. 6) The 20th century masonry cement re- chinking and parging on the interior is cracked and loose and will need to be removed. 7) Nine logs are above grade in the back wall but only eight logs are in the front wall. It is obvious that the bottom log on the front will have to be replaced in its entirety. 8) The attic space might give a structural engineer a heart attack. On the positive side, the pole rafters are straight and true and spaced 24 inches on- centre (more commonly 30 to 32 inches with less structural integrity). The rafters are held by "birdsmouths" that improve roof strength and prevent the rafters from spreading under a heavy snow load. Where the rafters extend to form -the eaves, they -have been perfectly shaped -with a drawknife; indicating - the -work of-a skilled and experienced individual. This perfect workmanship allows direct attachment of fascia and soffit eliminating the need for "lookouts." 9) There is no ridge board, which is typical. The first pair of rafters at the front remains secured by cut nails where they meet at the ridge; but other rafters are separated up to 5" at the ridge. This relates to the fact that the building has spread over the years, creating a sag in the roof that was previously corrected by separating the rafters at the ridge to increase their pitch. 10) Gerry -built and improper 2 x 4 bracing has been added (in the 1940s and later) for support; but the roof load is now partly transferred onto the ceiling (which also has serious problems). The correct way to brace the roof is to add "gussets" at the ridge (2 for each pair of opposing rafters) and more importantly "collar ties" so that the roof load rests fully on the plate logs as intended (although that alone would not have corrected the spreading). 11) There are 9 ceiling joists in the 30' length, i.e., 10 spaces with the joists about 36" on- centre. In addition, four of the hewn (and presumably rotted) ceiling joists have been replaced by "scabbing two pieces of contemporary 2 x 6 together and again adding diagonal 2 x 4 bracing to the rafters as support. This was never done in 19th century construction and contravenes the Ontario Building Code. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 5 Page 111 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 12) The five surviving hewn joists measure 7" x 5.5 ", 7" x 7 ", 7" x 5 ", 5" x 6" and 5.5" x 9 ". The 5.5" x 9" joist is at the midpoint and dovetailed into both plates. The dovetail is vertically and horizontally compressed because of the outward movement of the walls. Further, two of the hewn joists at the west end are not seated in pockets (open mortises) in the plate but are notched out at the ends. The reason for this serious original construction deficiency is baffling. Since the building has spread, these are barely supported by pieces at the ends measuring about 1.5" in depth with the same length of "catch" on the plates. Although these heavy joists have improper 2 x 4 diagonal bracing to the rafters, I would not want to stand under the ceiling. 13) Another but lesser problem visible inside the attic are several pieces of what appear to be the original pine roof sheathing now showing serious rot on the underside and edges. These have obviously been turned over and may have some remaining integrity but they should have been replaced when the roof was last shingled. 14) Tar paper (or 15 lb. building felt) covers the roof under the shingles but the absence of a "cedar breather" will speed their decay since the underside cannot dry quickly. Contemporary products such as high quality Grace Ice and Water Shield and "cedar breather" can substant�allyexten the -fife of - a-cedarshingle roof and- preventrteaking due to ice-dams, etp—. Once installed neither are visible so period authenticity is not compromised. The existing wood shingles are not installed in the correct 19th century manner. 15) Several whitewashed pine boards have been used as replacement roof sheathing. An area on each side of the boards has no whitewash, so it appears that battens originally covered the space between adjoining boards. The whitewash indicates these may be original ceiling boards (removed in 1947). 1 have only once previously seen boards with battens used in this manner. 16) Two steel cables about 1/4" in diameter extend between the plate logs. One cable is taunt while the other is slack. These presumably were added at the same time as the work referred to in Nos. 10, 11, and 12 took place. Obviously, the cables were intended to prevent the building from spreading farther apart, although one cable appears to have caused the crack through the left plate log. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 B Page 112 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 17) The 1941 photograph of the church (taken before repairs were undertaken) shows a centre chimney, possibly offset slightly towards the back. The rise from the ceiling to the ridge is about 8' plus the usual 3' above the ridge resulting in a chimney 11' in total height. Since the chimney appears larger in dimension (as it would need to be but the explanation is lengthy) versus the later chimney (1940s built) at the gable end, it would have been of considerable weight. The stovepipe would enter the bottom of the chimney through a lime masonry "thimble." Centre chimneys serving a wood stove in early buildings are uncommon because of the difficulty of providing structural support. (Centre chimneys serving a fireplace are supported by the mass of the fireplace and a "pier" giving continuous support from the ground or basement floor.). In the church, there is no evidence whatsoever in the attic of the means of providing support to a centre chimney; the exact position of the chimney; or any sign of telltale creosote. The chimney may have been in the position of the original, now missing, hewn joists. The ceiling boards have been replaced, further eliminating any trace evidence of the centre chimney. 18) The current entrance is gerry -built and dates, in part, to the 1981 repair after the truck damage. The ends of the logs defining the opening are covered with contemporary vertical 2 x 8s being structural. To thoroughly examine this area, the front logs need to be supported and the non - original framing removed to determine if the logs had trunnel holes, indicating that the large opening dated to the 1840 to 1870 period (pre clapboard). Various photos show a simple vestibule, removed in 1956, which would have fully covered the opening. 19) The letters "TH" and "NE" are cut into the face of the second log from the bottom in the back wall. The letters have crude serifs indicating a 19th century origin. Research may reveal the identity or meaning of these letters or initials. 20) Traces of original mud chinking are visible in the south wall. Mud chinking is rare. In forty years experience, I have seen this only once before and that was coincidentally on the previous day (December 11). That example is a log house that has mud chinking with a slight trace of slaked lime as a binder. The mud was covered with a thick coat of whitewash to make it more durable and mud was used as mortar to brick the fireplace. 21) The wainscot on the left wall is about 2" away from the wall (out of plumb) at the top. The resulting space at the top is now filled with masonry cement and the window sills are extended with a wood insert. 22) The window frames are original as are some interior window casings. The replacement sashes (1948) have the correct 12 "lights" (panes), double hung with 24 lights per window, as per old photographs of the church. The stiles, rails and muttons are incorrect in moulded detail and dimension. The replacement glass is contemporary, not period. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 7 Page 113 of 279 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... 23) The pulpit (likely 1948) is gerry -built from recycled materials. Indications on the wainscot confirm that the raised platform where the pulpit rests was reduced in dimension. The long period during which the roof leaked no doubt contributed to the demise of the original pulpit and the need to replace the boarded ceiling, floorboards and some joists. The original wainscot and chair rail survive in near perfect condition with only two pieces requiring slight restoration at floor level. Re- creating the original pulpit would require some "educated" conjecture and documentary research. 5.0 Recommendation My expertise in heritage building conservation and restoration has been acquired over forty years of examination, research, and evidence based work. For the African Church project, I have considered all the options based on the on -site assessment, documentary and interview research, and input from others, notably Reyn Richardson, Wayne Lintack and Gary French. For over twenty years, Reyn and I together have completed extensive period restoration work on heritage buildings in situ. We also have dismantled and reconstructed significant heritage buildings that could not be saved, or relocated and restored, without dismantling. I value Reyn's opinion and expertise. Wayne Lintack and I share an interest in heritage preservation. The recreated Georgian style addition to his residence in Oro reflects his extensive knowledge of period construction, styles, and materials. Gary French has a vast knowledge related to local history and heritage buildings. He is an expert in the history of the Oro Black settlement and lives in a relocated 1832 area log house. The consensus of opinion is that to reinstate the structural integrity of this log building, return the walls to plumb, correct the deficiencies in the roof framing, restore /replace decayed logs, add a frost proof foundation with 12" of rubblestone above grade, and then authenticate other elements, the church must first be carefully dismantled. Every individual component will be discreetly numbered and recorded on appropriate drawings. In most cases, original early nails will remain intact and be aligned with their original holes and nailed components for an exact reinstallation. I am aware that all work on site must be undertaken without disturbing the associated cemetery. The Township acknowledges that archaeological fieldwork may be required, notably in advance of any excavating needed for the new foundation. A detailed Scope of Work with costing for this conservation strategy will be provided separately, on request, and /or as needed for future funding applications. Condition Assessment and Recommendation for the Restoration of the Oro African Church, January 2014 8 Page 114 of 279 v c� m O N V! Parks Canada's National Historic Sites . Cost - Sharing Program NAME OF NHS: PROJECT TITLE: PREPARED BY: CATEGORY 2 - CONSERVATION PROJECT BUDGET Funding Overview Proposed and Secured Private and Public Sources of funding for the project: please list all sources of funding for the (proposed project. For further information, refer to Section 5.3 in the Program Guidelines. The total requested amount that appears on this form must be the same amount that appears on the Funding Application Forrrl. Please ensure that the amounts, in cash and in -kind, are identical to the amounts indicated in the attached letters of support. Anticipated Funding Sources! Revenue Non- Secured / Proposed Funding Securfd Funding ($) ttach roof In -kind ($) Max. 25% of costs COMMENTS Applicant's Please specify Contribution Federal Parks Canada (requested) N/A N/A Please specify Government / Public Sector Support Province/ Territory Pleasespecify Municipal / Local authority Please specify Please specify Private Sector Support I Pleases ecif Other SUB -TOTAL $ Is TOTAL REVENUES (proposed + secured + in-kind) $ Project Funding Shortfall (if a licable I $ I Page 1 of 3 O O I--f z O C) N O H O N (D 0 O S O h Za (D 0 S (D 2) (Q CD O N tsumate or Project hosts Please provide a budget breakdown for the proposed project using indicative or class C estimates (prepared within the last 12 months) for all costs using the Project Budget Form for the appropriate project proposal category. Include expenses to be covered by your organization, by Parks Canada and by other funding sources. 'Expenses should include taxes (minus GST /HST Rebate) and contingencies. Please ensure to include, where appropriate, contingency fees for construction materials and planned services under individual expenditure categories. COST TYPE ELIGIBLE COSTS IN KIND COSTS 1 TOTAL COSTS I COMMENTS (identify the detailed project description I block number, whenever possible) ELIGIBLE COSTS RELATED Tp THE HISTORIC SITE Archaeology $ Architecture $ Engineering $ 1,500.00 $ 1,500.00 Heritage conservation specialist $ 2,400.00 $ 2,400.00 Project management $ 12,000.00 $ 12,000.00 Professional services Site surveying $ fees Environmental Assessment $ Conservation planning $ _ Condition assessment $ 3,200.00 $ 3,200.00 Historical research $ Travel ex enses $ 7,850.00 $ 7,850.00 Legal services $ _ Payments Financing and feasibility fees $ Permits (please list permits ) $ _ SUB -TOTAL $ 26,950.00 S $ 26,950.00 ELIGIBLE CONSTRUCTION COSTS !MATERIALS AND LABOUR) includes related shipping & trans ortation, taxes less app I!cable credits Equi ment including scaffolding $ - Related work Se re 1, e demo itton, removal or dismantling of a part of the site that is specifically required for the planned conservation work $ 12,000.00 $ 12,000.00 dismantling, including boomtruck Testing (paint, masonry, mortar) $ Foundation walls $ 11,000.00 $ 11,000.00 12" x4' plus 11" rubblestone Foundation Underpinning /Shoring $ - Drainage $ 1,100.00 $ 1,100.00 & drywell and sum Structural components $ Exterior cladding (identify type) $ 13,650.00 $ 13,650.00 clapboard clear pine, quarter sawn, custom / kiln dried Roofing $ 5,700.00 $ 5,700.00 5/8 #1 quarter sawn Flashing; atticiroof vents $ 250.00 $ 250.00 ridge vent, gable vent Envelope Elements such as turrets, pinnacles, lanterns, spires, roof fences(please specify) $ Chimneys $ 2,600.00 $ 2,600.00 Entrances, porches and balconies $ 1,600.00 $ 1,600.00 vestibule Doors and storefronts $ 800.00 $ 800.00 2 slab / period hardwood Doors and windows Windows $ 2,600.00 $ 2,800.00 Storm windows; shutters $ 900.00 $ 900.00 - Stained glass $ _ Insulation I $ 5,100.00 $ 5,100.00 R /50 attic, R /20 crawlspace, R /11 walls Restoration Log Replacement $ 4,000.00 $ 4,000.00 includes transport hewn ceiling & floor joist $ 5,200.00 $ 5,200.00 5 x 7 pine Roof sheating 1$ 700.00 $ 700.00 11 x 12 pine Page 2 of 3 0 N O Z O^ l J N O O N C� 0 O S O h Za (D 0 S (D 2) (Q C� O N Page 3 of 0 N O z OT N N O H O N C� (D 0 O S O h Za (D 0 S (D 2) Flooring $ 3,100.00 $ 3,100.00 T & G hand planed pine Walls $ _ Ceilings $ 3,400.00 $ 3,400.00 hand planed Interior components Painting (Lime Wash) $ 2,450.00 $ 2,450.00 lime wash - walls & ceiling & floor Stairways (including emergency exits and fire $ - Moldings and millwork $ 700.00 $ 700.00 includes soffit & fascia Interior signa a attached to the building $ Built -in fixtures $ Walkways and pavements $ Signage attached to the building $ Site work Landscaping costs if related to character - defining elements of the site, such as historic fences and gates $ Crushed stone / Poly - crawl space $ 850.00 $ 850.00 Excavation / Backfill / Grade $ 1,600.00 $ 1,600.00 Accessibility $ - Communications Communication /security systems $ Plumbing systems $ Sanitary fixtures $ Sewer and septic systems $ Mechanical and Component of existing heating system $ electrical systems Component of existing air conditioning or ventilation system $ Heating system / HRV $ 8,100.00 $ 8,100.00 high efficiency propane furnace, HRV Electrical service/ wiring $ 4,950.00 $ 4,950.00 Mechanical and Interior lighting $ 800.00 $ 800.00 reproduction period lighting electrical systems Exterior lighting attached to the building $ - Fire safety Fire detection and suppression systems --rff $ Project close -out pera ing an ain enance manua inc u ing drawings) $ 650.00 $ 650.00 Final site and building clean -up $ 400.00 $ 400.00 Reconstruction Erect walls, ceiling joist, rafter, gussets, collar ties, chimney support, sheathing, rough window and door, framing, backing wedge, strapping $ 22,000.00 $ 22,000.00 Chinking $ 1,800.00 1 $ 1,800.00 SUB TOTAL $ 118,200.00 $ $ 118,200.00 ELIGIBLE OVERHEAQ EXPENSES Project or corporate) overhead expenses allocated to the rehabilitation project up to 10% of total eligible project costs SUB TOTAL $ $ $ OTHER To be discussed with the Program Office prior to submission of application, add lines as necessary SUB TOTAL 1 $ $ $ ELIGIBLE COSTS IN- kIND COSTS TOTAL PROJECT COSTS TOTAL Conservation Project $ 145,150.00 $ $ 145,150.00 Page 3 of 0 N O z OT N N O H O N C� (D 0 O S O h Za (D 0 S (D 2) 10.g) Report No. RC2014 -02, Shawn Binns, Director of Recreat... Binns, Shawn From: Hamilton, Marie <Marie. Hamilton @simcoe.ca> Sent: Thursday, December 12, 2013 3:06 PM To: Binns, Shawn Subject: County of Simcoe 2014 Grant The Corporation of the County of Simcoe recently approved the 2014 Budget which confirmed Council Recommendation No. CCW- 038 -13 regarding the 2014 Grant Budget Allocation. Your organization has been approved to receive a grant in the year 2014, in the amount of $10,000.00. Payments will be processed during the month of February, 2014. Thanks. Marie Hamilton Administrative Assistant County of Simcoe, Finance Department 1110 Highway 26, Midhurst, Ontario LOL 1X0 Phone: 705 - 726 -9300 ext. 1196 Fax: 705 - 726 -1605 E -mail: marie.hamilton @simcoe.ca Website: www.simcoe.ca 1 Page 118 of 279 2014 Grant & Subsidy Requests Budget Allocation .0 Notes a) c0 (D QO 0 N v QO All requests comply with the criteria of the policy. * B, C,H, I may not have boards where the majority of membership resides within the Township. (Unable to confirm) O v U) (D C7 O O Za (D n (D O v Q C7 O 3 3 W (D G Meets Policy Req'ts Requested Amount Approval Amount Requested Amount Approval Amount Subsidy Request Subsidy Approved Subsidy Request Subsidy Approved Code Applicant 2013 Grant 2013 Grant 2014 Grant 2014 Grant 2013 2013 2014 2014 A Coldwater & District Agricultural Society y $500.00 $200.00 $500.00 $0.00 $0.00 $0.00 $0.00 B Couchiching Jubilee House N $500.00 $250.00 $500.00 $0.00 $0.00 $0.00 $0.00 C Kids for Turtles Environmental Education N $0.00 $0.00 $700.00 $0.00 $0.00 $0.00 $0.00 D Oro Agricultural Society y $500.00 $500.00 $500.00 $1,632.00 $1,632.00 $1,792.00 E l0ro Horticultural Society y $2,000.00 $2,000.00 $2,000.00 $1,687.50 $1,687.50 $2,195.00 F Oro Station Community Hall y $3,000.00 $2,500.00 $3,000.00 $0.00 $0.00 $0.00 $0.00 G Rugby Community Hall y $2,500.00 $2,500.00 $2,500.00 $0.00 $0.00 $0.00 $0.00 H Simcoe County Farm Fresh N $0.00 $0.00 $1,100.00 $0.00 $0.00 1 Telecare Orillia Distress Line N $1,000.00 $500.00 $1,000.00 $0.00 $0.00 Totals Requested and Approved 510.000.00 $8,450.00 $11.800.00 0.00 3 319.50 3 319.50 EJA .0 Notes a) c0 (D QO 0 N v QO All requests comply with the criteria of the policy. * B, C,H, I may not have boards where the majority of membership resides within the Township. (Unable to confirm) O v U) (D C7 O O Za (D n (D O v Q C7 O 3 3 W (D G 10.h) Shawn Binns, Director of Recreation and Community Serv... A TOW11ship Of Policy Proud Heritage, Exciting Future Department/Section Policy # Recreation and Community Services POL -PR -012 Subject Enacted by Council: Grant/Subsidy Requests from April 24, 2013 Motion # C- 130424 -12 Community Organizations Statement The provision of grants /subsidies or municipal resources, demonstrates Council's commitment to working with local Non - Profit, Charitable and Community Based Volunteer organizations who provide beneficial programs and services to Oro - Medonte residents. At the same time, limited resources impact the Township's ability to support all groups, organizations and specific requests. The purpose of this policy is to outline parameters for community requests for grants /subsidies or Township resources to optimize limited municipal resources and the benefits to the community. Policy On an annual basis, all qualifying grant applications will be submitted for the approval of the Township Council. Any grant application, received prior to October 1, will be considered for approval and inclusion in the budget for the following year as specified within this policy. Each year, an amount will be established, within the annual budget, for the grant/subsidy application. Distribution of the funds will be dependent on the number of applications and the amount requested. Applications received after October 1St may be granted consideration pending the availability of allocated funding. Page 1 of 3 Page 120 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Types of Financial Assistance Financial assistance includes requests for monetary contribution, as well as municipal resources, outlined as follows: • Use of a municipally owned facility (rental fee - waived /reduced); • Municipal staff support (expertise) for an event (wages - waived /reduced); • Use of municipally owned equipment (rental fee - waived /reduced); and • Use of municipally owned materials (rental fee - waived /reduced). Eligibility Criteria An applicant must meet the following general criteria in order to be considered for a grant /subsidy from the Township: • Local Non - Profit, Charitable and Community Based Volunteer organizations that have been in existence for a minimum of (1 ) year and demonstrate local community support, efficient use of resources, and sound business practices; • Groups or organizations must clearly demonstrate community benefits; • Groups or organizations must have volunteer boards that hold regular meetings and the majority of the membership must reside within the Township; • Do not use the Township's financial assistance to provide grants and /or funds to other groups or organizations; • Are able to demonstrate they have sufficient resources to be able to deliver the services and programs for which funding is being sought; Terms and Conditions • The applicant organization, within the current year, must spend any grant funding on the sole purpose for which it was awarded. • Any unused portion of a grant remains the property of the Township of Oro- Medonte. If any unused portion has already been paid to the recipient, it shall be repaid by the recipient upon request from the Township. • The recipient shall repay the whole or any part of the grant, as determined by the Township, if the recipient: - Ceases operations; - Ceases to operate as a non - profit organization; - Has knowingly provided false information in its application; - Uses funds for purposes not approved by Council; or - Breaches any of these terms and conditions. - Receives or fails to disclose additional sources of public funding awarded for the intent of the application made to the Township. • Funding will not be provided for accumulated deficits or funding shortfalls of any organization. • The term of a grant /subsidy shall be for one year only unless Council has endorsed a multi -year commitment. Page 2 of 3 Page 121 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... • Renewals are not automatic, nor are any increase in funds, for expansion or other reasons. • Grant recipients will be notified, in writing, of the grant amount approved following Council approval of the Township's annual budget or specific request. Ineligible Applicants Contributions will not be made for the following purposes: • Any group or organization, charitable or otherwise, which is located outside the geographical area of the Township and does not provide a direct service to the Township residents; • Applicants who are requesting grant or subsidy as their primary funding source; • Any group or organization, charitable or otherwise, which includes public or private fundraising or canvassing as part of their mandate; • Where other identifiable funding sources may be available; • Individuals; • For profit organizations; • Organizations supporting political or religious activities; • Discriminatory or activities which are contrary to the policies of the Township. While Council will consider requests for contribution, there is no guarantee that a request will be approved. Further, Council will retain the right to make the final decision on both the overall funding allocation and the allocation of municipal resources. Council reserves the option to impose additional criteria and /or reporting as it deems necessary in order to ensure public accountability for the use of Township funds. When a non - qualifying group or organization is attempting to schedule a deputation /delegation to a Council /Committee meeting for the purpose of requesting a grant, subsidy, or municipal resources, staff shall advise the related representative of the policy and deny the deputation /delegation request in accordance with this policy. Application Process • The link to the "Application for Grant/Subsidy" is available through the Township's website. • All grant applications shall be directed to the Director of Recreation and Community Services on or before October 1 for the following year to ensure they are incorporated in the annual budget process. • Applications, including all attachments, are copied on the public Council agenda. • Only one grant request per organization will be considered. • All applications shall be submitted on the Township's "Application for Grant /Subsidy" and completed in full. • Further information and /or clarification may be required. Page 3 of 3 Page 122 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Coldwater & District Agricultural Society PO Box 339 Coldwater ON LOK 1 EO August 19, 2013 The Corporation of The Township of Oro - Medonte 148 Line 7 S, Box 100 Oro, ON LOL 2X0 Attention: Sandie Spattz Dear Sandie: Re: Budget Call for 2014 Phone: (705) 826 -0826 E -mail: coldwaterfallfair @bell.net WD AUG 2 2 2013 OI ;O- MEDONTE - TOWNSHIP I am writing to you on behalf of the Coldwater and District Agricultural Society. The Coldwater Fall Fair is one of the best area agriculture events with close to 7,000 visitors and exhibitors. It is always held on the last full weekend in September. We are asking if you would consider supporting our Fair with a grant similar to the amount given in past years. The grants that we receive insure that our Agricultural Society is able to encourage interest, promote improvements in and advance the standards of Agriculture, Domestic Industry and Rural Life, now and in the future. We thank you in advance for your time to review our request and look forward to hearing from you. Sincerely, N�1�1_ Joanne Reid, Treasurer Coldwater & District Agricultural Society Page 123 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... THE CORPORATION OF THE TOWNSHIP — OF APPLICATION FOR GRANT /SUBSIDY 148 Line 7 S., Box 100 Oro, Ontario LOL 2X0 Phone (705) 487 -2171 Fax (705) 487 -0133 www.oro - medonte.ca Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Address�� 33`� City �^ Prov. © yo Postal Code �-O `' V06 Contact J oa Telephone ,3`� 3q5( E -mail (d Y'. Nm _- Fax PART B - ORGANIZATION GENERAL INFORMATION Number of Members �u Out of Town Residents T10 jl�_ Membership Fee . If Applicable Geographic Area Date Served Formed `l rt__k Outline the mission, purpose and objectives of your organization. \ v J Page 124 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: n � ' c�— c._'-'�- cad 2rT"n2:4r ss,� oss # of individuals served: Ak O'c'�")_ — %So y PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant V/ Subsidy Amount Requested: Sob . o b Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Page 125 of 279 1O.h) Shawn Binns, Director of Recreation and Community Serv... Previous grants /subsidies from the Township? Amount Requested: $ Amount Approved: $�� �o D - SIGNATURE 11 OF AUTHORIZE '21 �" K� -' � Name & Position Name & Position Year of Request: Year of Approval: D-0i� )..I:, t3 Date:`' Date: �, `�o '° l� F For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more If required) to complete the information requested on the Grant/Subsidy Application Form. Page 126 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... APPENDIX "A" FINANCIAL INFORMATION ORGANIZATION NAME: w Page 127 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery CURRENT FISCAL YEAR: Year: Q -.)t3 NEXT YEAR PROPOSED: Year: REVENUE: REVENUE: Sou rce: Amount: Source: Amount: TOTAL: TOTAL EXPENDITURES: bV, EXPENDITURES: Item: Amount: Item: Amount: TOTAL: TOTAL: SUMMARY: SUMMARY: Surplus or deficit from Surplus or deflcit from previous year: -00 previous year: Revenue Z S o y o- 0 0 Revenue Sub. Total � -7 D"I - 0 L) Sub Total Minus Expenditures 15DCo 00 Minus Exp. Expenditures ob BALANCE: Ti a3,00 BALANCE: 7 Q:b • 6: C > Date. Page 128 of 279 la Coldwater & District AgriculturMAOwn Binns, Director of Recreation and Community Sere 1 Income Statement 01 Jan, 2012 to 31 Dec, 2012 REVENUE REVENUE Fees - Exhibitor ($6) 902.00 Entry Fees 4,292.00 Animal Drug Test 0.00 Total Fees 334.80 Grant -Prov. of Ontario 4,000.00 Grant -Cty of Simcoe 750.00 Grant -Twp Oro - Medonte 200.00 Grant -Twp of Severn 1,000.00 Grant -Twp of Tay 500.00 Total Grants 1,700.00 Gate Fees - FRI 19,570.00 Gate Fees - SAT 13,400.00 Gate Fees - SUN 3,695.46 Weekend Passes 1,890.00 Total Gate Fees 1,042.98 Vendors - Inside 2,604.00 Vendors - Outside 3,589.00 Total Vendors 0.00 Events 339.89 Donations 149.75 Sponsorships 2,414.51 Crown & Anchor 0.00 Midway 6,229.20 Food Booth 200.00 Subtotal Events Interest Earned 2011 Cookbook Sales Dance Silent Auction 50/50 Draw TOTAL REVENUE TOTAL REVENUE EXPENSE EXPENSES I nsu ran ce-Office r/Di rector 1,134.00 Insurance - General Liability 3,127.04 Insurance - Building 0.00 Insurance -Accident Direct/Off 334.80 Insurance - Liabiity - Motorsports 835.10 Insurance - Contents 540.00 Insurance - Township of Severn 223.78 Insurance- Dance 0.00 Total Insurance Honorariums 1,700.00 Affiliation /Membership Dues 292.95 SOCAN Fee 43.43 OASS Partnership Program 100.00 OAAS - Other 210.00 Office Supplies 1,042.98 Postage /Courier 1,113.28 Phone 978.69 Meeting Room Rental 0.00 Bank Fees 339.89 Annual Audit 149.75 Advertising /Promotion 2,414.51 Decoration 0.00 Internet/Web 1,627.09 Fair Donations /Grants 600.00 5,194.00 6,450.00 38, 555.46 6,193.00 0.00 250.00 15,507.50 6,429.20 668.23 970.00 1,735.00 260.00 0.00 82,212.39 82,212.39 6,194.72 Page 129 of 279 Coldwater & District AgriculturlMd vwn Binns, Director of Recreation and Community SeVVe? Income Statement 01 Jan, 2012 to 31 Dec, 2012 Gifts/Thanks 0.00 Memoriam 175.00 Conferences /Seminars 1,371.44 Mileage 0.00 Travel 0.00 Meals 191.18 Advances 0.00 Annual Dinner 557.87 Total Administration 12,908.06 Rentals- Indoor 0.00 Rentals- Outdoor 1,562.20 Rental- Equipment -Gate 0.00 Rental- Building -Gate 0.00 Rental- Grandstand 4,959.34 Rental - Portable Toilets 0.00 Total Rental Expense 6,521.54 Gate - Wrist Bands 605.23 Gate - Staff 3,210.00 Total Gate Expense 3,815.23 Prizes - Ribbons /Stickers 1,406.63 Prizes - Trophies /Plaques 261.31 Prizes -Cash (Adult/Youth) 17,444.50 Prizes -Cash (School) 343.00 Prizes - Gift Certificates 0.00 Prizes - Sponsorship Winners 100.00 Prizes - Other 43.78 Total Prizes 19,599.22 Printing - School- Children's Books 825.80 Printing -Adult Prize Books 1,063.99 Printing - Photcopies 162.39 Printing- Posters /Signs 888.68 Printing -Entry Forms/Tags 829.26 Printing- Cards /Passes /Pamphlets 370.69 Printing -Other 1,024.16 Printing - 2011 Cookbooks 0.00 Total Printing Expense 5,164.97 Tractor/Truck Pull 3,146.75 Antique Display 1,370.00 Demolition Derby 2,837.00 Entertainment 775.00 Blank Account 0.00 Dog Show 0.00 Antique Appraisals 0.00 Parade 521.19 Special Exhibits 100.00 Total Event Expense 8,749.94 Cleaning Supplies 101.68 Judges 2,431.92 Ribbon Buy Back 0.00 Vet/Animal Supplies 0.00 Operation Supplies 1,009.18 Repairs & Maintenance 74.49 Utilities 1,148.94 Security 2,660.70 Fuel 35.12 Sound System 1,000.00 Waste Disposal/Toilets & Sink 2,297.97 Total Fair Operations Expense 10,760.00 Dance 689.00 Misc. Expense 86.38 Fairground Improvements 0.00 TOTAL EXPENSES 74,489.06 TOTAL EXPENSE 74,489.06 Page 130 of 279 p' Pa e3 Coldwater &District Agricultur c % wn Binns, Director of Recreation and Community Serve... Income Statement 01 Jan, 2012 to 31 Dec, 2012 NET INCOME 7,723.33 Page 131 of 279 August 29, 2013 Mr. Shawn Binns 10.h) Shawn Binns, Director of Recreation and Community Serv... Couchiching Jubilee House Empowering vulnerable women to improve their quality of life through a program of individualized support and transitional housing Director, Recreation and Community Services Township of Oro Medonte 148 Line 7 South, Box 100 Oro, ON LOL 2X0 RE: Request $500 for continued expansion of Post Resident Program Dear Shawn, Thank you for offering us the opportunity to apply for a grant in the 2014 budget year. We are so grateful for your continued support of CJH. Thanks to your last grant of $250, we were able to purchase an infrared camera. We are now able to monitor our entire property and ensure the safety of our families. As you know, Couchiching Jubilee House works to empower homeless or near homeless women to improve their lives. We provide families with individualized support and transitional housing for up to one year. As the families move back into the community, we continue to support them as needed. We call this our Post Resident Program. This program plays an essential role in helping the women maintain the positive momentum they have made as they work towards their goals and preventing a relapse to homelessness. Through this program, we help the women move out of the transitional house and into an apartment. As they move out on their own, we provide them with furnishings, volunteers to help move and deposits for utilities if needed. After they move, we also continue to provide access to group meetings, crisis support, court support and so much more. As we continue to serve more families in our transitional house, this Post Resident program continues to grow. Our enclosed application requests $500 towards the costs associated with increasing our Post Resident program. Thank you for taking the time to consider our request. Sincerely, V Shauna Crawford Development Coordinator P.O. Box 272, Orillia, Ontario L3V 6J6 Phone:(705) 326 -4337 Fax:(705) 326 -2767 Email: info@iubileehouse.ca Web: www.iubileehouse.ca Supported in part by �� ('� Page 132 of 279 %w Rj 10.h) Shawn Binns, Director of Recreation and Community Serv... Ir "W Proud APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application, Appendix "A' Financial Information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Names Add City or l l-I-+- A Prov. ON Postal Code Contact Shat,LVLO�_ Telephone E -mail SGr 0-ca p, 1 c_b% LQ, ho u_ L, c-ot . Fax PART B — ORGANIZATION GENERAL INFORMATION Number of ��^ �_ ,, ( Out of Town Members l3 t. (j CJ_ Vjr,? ` 4esidents 106 - ")(o - `f 351 Membership Fee . If Applicable Geographic Area Date Served ✓Y1 COC CoLkr-LN Formed c Owed t .In 0,00 1 Outline the mission, purpose and objectives of your organization. nna�u i'ncl. 11g.rauGh oiler p,-xram ,5. wt a)M -fn " Za 1'rov;'cle, 0-)ornea arid lhe,t( 11 .. ' ■ ri •A ' i s_ / •ilk 1Ii 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 Page 133 of 279 rnbn 10.h) Shawn Binns, Director of Recreation and Community Serv... Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Indicate the products / services / benefits provided to the Township of Oro - Medonte by your opanization: r # of individuals served: '7) LAJnMe,a & " Gh t WY-P -n Kas pu.rCklarsea PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant X Subsidy Amount Requested: Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). ( ),j ino axe_ +Y-a vis i o yl i na back into ffne, WMmund'tt %as c30:�10 1 A_g S iLmnTt i3 G Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). No - Previous grants /subsidies from the Township? Page 134 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Amount Requested: * SuU Amount Approved: $ 56d PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Name & Pos Name & Position For office use only Approved: Amount $ NOTE: L.�5-7. Year of Request: [a Year of Approval: 30 B Date:�^� a� /3 Date: Denied: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro- Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 135 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery FINANCIAL INFORMATION ORGANIZATION NAME:-CzuCJU CGS 1'rtq U CURRENT FISCAL YEAR: Year: jo13 REVENUE: Source: Amount: NEXT YEAR. PROPOSED: Year: REVENUE: Source: Amount: 'Ino�onsZEVed- llq,300 'a3 n ahc ns A-Is 103 , 050 bm� --fol 00c) Gy-o-n+-s caf5, oco -(�rfkw Q& 60) 0+ Ve-r $(93,000 — Item: Amount: Aowsz Exp9-rise- � 2 s Rmrarns v Cfi�c Y1 / A-dryi i vi MiTAILT, TOTAL � jqo,j5o,00 EXPENDITURES: Item: Amount: 700 au C) 9, 300 VhAen-1 Progrczms I SIQ-') q R, 01(0. Over-ohon Marn i a ► q50 k So to rtd 11qi "78o TOTAL 4, t90 g j sco Surplus or deficit from previous year: Revenue Sub Total M[nus Expenditures 00 90� 1500 BALANCE: $ 1 (P —ra5 TOTAL: 4 1 q 1 1 0 so SUMMARY: Surplus or deficit from previous year: 765 Revenue C/) 0 560 Sub Total L-0-T ()()S Minus Exp. Expenditures / q7, X0 BALANCE: $0175S Page 136 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... 0 ToWnShip of OFo Proud Heritage, Exciting Future APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Kids For Turtles Environmental Education/Turtle Guardians Address 450 Atherley Road PO Box 2597 City Orillia Prov. Ontario Postal Code L3V 5A3 Contact Sandy Agnew/Lynn Cherr Telephone 705 - 835 - 6824/705- 327 -9288_ E -mail sagnew@ ecomedic .ca/abbiedeane @hotmail.com Fax PART B — ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members Fifty Residents If Applicable $25.00 Geographic Area Date Served North Simcoe County Formed 2006 Outline the mission, purpose and objectives of your organization. Kids for Turtles Environmental Education ( KFTEE) Mission Statement: To promote public awareness of wildlife habitats through environmental education. KFTEE is dedicated to increasing public awareness about the importance of preserving natural habitats and protecting the many species then support. KFTEE's goal is to increase the survival rates of reptiles and amphibians, as well as butterflies, dragonflies and other wildlife species. We provide an opportunity for children and their families to interact with nature in a positive learning environment. Since children are our future, we strive to show them about the importance of habitat protection and loving the natural world around them. The Turtle Guardians Proiect is a collaborative proiect between KFTEE. The Land Between, Couchichin Conservancy and seven other partners. The TG proiect provides education and support to increase the survival of Ontario's native turtles throughout their life cycle but especially during their critical reproduction stage. Turtle Guardians help conserve turtles and turtle habitats. They help to increase survival of turtle eggs by receiving and installing protective cages with safe exit points on nest sites. They help to conserve turtle Populations by learning to identify, monitor and report turtle sightings and habitat features and then by applying conservation and stewardship measures on their properties. Volunteers are provided with education and support through workshops, presentations, online resources, and access to proiect field experts. 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 Page 137 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Registered Charity #82287 6553 RR0001 Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: KFTEE has successfully undertaken numerous projects such as stream restoration, wildflower garden construction, turtle nest construction, a butterfly conference, a turtle rescue, displays at dozens of local events erection of turtle warning signs and children's summer camp programs # of individuals served: Thousands since 2006 PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant X Subsidy Amount Requested: _$700.00 Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). The Rail Trail Project: The Rail Trail between Line 15 and Woodland Drive passes through Bluff's Creek Wetland. In 2013 trail user Lynn Cherry counted approximately 15 turtles laving eggs on the Rail Trail. Virtually all of these nests were predated bV raccoons and /or skunks. This protect will protect turtle nests by identifying the nest when it is laid, installing a protective cage and monitoring the nest until the turtles hatch in late summer. Signs will be purchased and erected on the trail in cooperation with O -M staff at Line 15 and Woodland Drive. Volunteers, coordinated by Lynn Cherry, will monitor for new nests and install cages. The volunteers will monitor the rail trail for turtle sightings and activities and record information for the Turtle Guardian program. The project will run from MaV 1 to August 31, 2013 (perhaps longer depending on when nests hatch). Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). In kind funding was received in 2013 to place nest materials (gravel) on Townline Road. Previous grants /subsidies from the Township? Amount Requested: Amount Approved: Year of Request: Year of Approval: Page 138 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Sandy Agnew, Board Member Name & Position Lynn Cherry, Volunteer Name & Position For office use only Approved: Amount $ NOTE: Date: Au ust 30 2013 Date: August 30 2013 Denied: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. HUN- Typical cage installation kLJ Turtles nesting on Rail Trail, 2013, (Lynn Cherry) Predated nests on Rail Trail, 2013 Page 139 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... APPENDIX "A" FINANCIAL INFORMATION ORGANIZATION NAME: Kids For Turtles Environmental Education/Turtle Guardians Cash Expenses 15 cages and installation packages @ $20 = $300 2 signs @ $200 = $400 In Kind Support Brochures provided by KFTEE/TG Volunteer monitoring — 1 hour /day X 120 days (May to August) Sign installation by O -M staff — 2 hours in kind O -M Website support — Advertise on O -M website O -M Advertising support in O -M newsletter Workshop for volunteers — 2 hours — Presented by KFTEE/TG at a Township venue Amount requested: $700.00 Signature: Date: Page 140 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... W wifish of Proud Heritage, Exciting Future, APPLICATION FOR GRANT /SUBSIDY AUG 1 9 2015 -_ TOWNSHIP Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Address 1" n - City Prov. Postal Code( �LQ Contact l _ i .r� �� 9- �G.�1f =�: rr tLAL" , Telephone _-C!) 4?y _T —1 E -mail r) r [PIA L v% ryv, ,1 r C� Fax , PART B - ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members Residents If Applicable Geographic Area Date Served Or `T -14 J W, `. �► � � ri Formed Outline the mission, purpose and objectives of your organization. l a .. n .ten r �rI d ;. V, � L r; n ,1, - L"U . r ( r f li r n. -'U, I (L- `G� � t i de r nc P I vv cyn --h. I,.,J e- n_-L� r��< �, l�i � �, r s� r�r' �f (� �r �_r'P l� >mil' ors. ( � u 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 Page 141 of 279 Type of Organization (i.e. Regist �d i y, ii�to`Fiitr6 glgnriiati Rr nrggfayusae c�.) nrregistratio erv... number if applicable. - firn �-(,A . f) Y'n /,), ,\ ►1,y 4-,-) Y-\ n 4 Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: # of individuals served: Lpoo i- PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Gran t�� Subsidy Amount Requested:' Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). iffaTMIEW419 "10- Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). MM Previous grants/subsidies from the Township? Page 142 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Amount Requested: Year of Request: Amount Approved: PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Year of Approval: Ol 0 j Date: )9"- m// 7 pe & PAsition Name & Date: J For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 143 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... ORO AGRICULTURAL SOCIETY 2013 BUDGET 72,900 99,797 DEPARTMENT INCOME Food Booth, schedule 3 7,300 8,051 80,200,/ 107,848 Less: Expenditures, per schedule 2 91,250^ 89,931 NET INCOME FOR THE YEAR ($ 11,050)x/ 17 917 Page 144 of 279 2013 2012 Budget Actual Grants - County $ 750 ✓ $ 750 - Municipal 500 500 - Provincial - capital improvement 2,000'° 2,000 - prize money 3,000' 3,000 - trillium - 15,750 Donations - general 2,500 2,538 - building fund 750' 600 - memorial 2,000 1,125 Memberships 2,000 2,017 Entry fees 3,000 3,605 Gate -fall fair 35,000 39,359 Loonie Lane 1,000 1,041 Heritage day - fees, meals and donations - 3,146 Midway 2,500 2,909 Rentals, buildings and grounds 10,000 13,050 Interest 400 434 Beef lottery 2,500 2,828 Tractor pull donations 3,000 3,100 Sale of advertising 2,000 1,975 Sundry income - 70 72,900 99,797 DEPARTMENT INCOME Food Booth, schedule 3 7,300 8,051 80,200,/ 107,848 Less: Expenditures, per schedule 2 91,250^ 89,931 NET INCOME FOR THE YEAR ($ 11,050)x/ 17 917 Page 144 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Page 145 of 279 SOCIETY ORO AGRICULTURAL 2013 BUDGET 2012 2013 Acs Bum $ 8,495 $ 11,500 2,100 Prize Money - Senior & junior fair 2,200 400 355 - School fair 400 400 - Amateur talent show 1 1,101 - Horseshoe pitching ,200 1,198 - Light horse shows 1,200 9,000 8,773 - Western horse shows 150 ,. 1 ull costs Tractor & AT ' P 300 5,000 5,000 display Antique machinery P y 6,000 5,238 Bleacher and light rentals 50 44 Entertainment 1900 1,752 Professional fees , 500 435 convention, district meetings 1,800 1,785 Affiliation fees 3,000 3,029 Judges 2,500 2,300 Ribbons & trophies 500 300 Night guard & security costs 1,500 1,200 Medical support costs 3,500 3,574 Sound system 1,900 1,863 Printing & stationery 400 420 Postage & office 4,294 Miscellaneous expenses - 1,341 Heritage day 15200 9,369 Telephone 9,000 1,000 995 Advertising 4,200 4,182 Hydro 200 153 Insurance 2,000 2,000 Bank charges Demolition derby 2,000 1,564 895 Toilets 900 800 3` 745 Beef draw 2,700 2,700 Travel expenses 8,500 8,412 Secretary honorarium 3,769 Amortization 4,000 Repairs & maintenance 9�1 250 89 931 S ---- -- TOTAL EXPENDITURES Page 145 of 279 Daniel S. Sawatsky r CHARTERED ACCOUNTANT V� PROFESSIONAL CORPORATION NOTICE TO READER On the basis of information provided by management, I have compiled the balance sheet of Oro Agricultural Society as at December 31, 2012 and the statements of income and members' equity for the yearthen ended. I have not performed an audit or a review engagement in respect of these financial statements and accordingly, I express no assurance thereon. Readers are cautioned that these statements may not be appropriate for their purposes. Orillia, Ontario January 17, 2013 Daniel S. Sawatsky, CA, Professional Corporation, Authorized to practise public accounting by The Institute of Chartered Accountants of Ontario pp f 1. 66 Coldwater Street E. Suite 201 Orillia, Ontario L3V 1W5 Tel: 705 - 329 -7700 Toll Free: 877 -729 ) ?a�Og373 - -- awn inns, erector o ecreation and Community Serv. r I , It Member's Equity, schedule 1 103,558, 88,739 Net assets invested in capital assets, schedule 1 158,121 155,023 It Balance, end of year 261,679 243,762 $263,254 $260,239 ItApproved on behalf of the Board: % a &,jfl Director Director The accompanying notes are an integral part of these financial statements. Page 147 of 279 ORO AGRICULTURAL SOCIETY BALANCESHEET AS AT DECEMBER 31, 2012 (Unaudited — see Notice to Reader) 2012 2011 ASSETS CURRENT Cash - general $ 3,287 $ 7,479 - building fund 18,880 27,485 Investment — guaranteed investment certificate 80,000 70,000 Accounts receivable 2,485 96 Prepaid expenses 481 157 105,133 105,217 It CAPITAL ASSETS, note 3 158,121 155,022 263.254 260 239 It LIABILITIES It CURRENT Accounts payable $ 141 $ 5,758 Deferred revenue 1,434 10,719 1,575 16,477 It MEMBER'S EQUITY It Member's Equity, schedule 1 103,558, 88,739 Net assets invested in capital assets, schedule 1 158,121 155,023 It Balance, end of year 261,679 243,762 $263,254 $260,239 ItApproved on behalf of the Board: % a &,jfl Director Director The accompanying notes are an integral part of these financial statements. Page 147 of 279 ..�� �.■.r a MWr_r.7T.1 ���i�lTi7TT.3 • _ • �i • •• •� • t�l.` 'its ORO AGRICULTURAL SOCIETY STATEMENT OF INCOME FOR THE YEAR ENDED DECEMBER 31, 2012 (Unaudited - see Notice to Reader) The accompanying notes are an integral part of these financial statements. Page 148 of 279 2012 2011 Grants - County $ 750 $ 750 - Municipal 500 500 - Provincial - capital improvement 2,000 2,000 - prize money 3,000 3,000 - trillium 15,750 10,000 Donations - general 2,538 2,704 - building fund 600 1,575 - memorial 1,125 - Memberships 2,017 2,071 Entry fees 3,605 3,470 Gate -fall fair 39,359 42,207 Loonie lane 1,041 1,125 Heritage day -fees, meals and donations 3,146 1,666 Midway 2,909 3,903 Rentals, buildings and grounds 13,050 9,058 Interest 434 278 Beef lottery 2,828 2,658 Tractor pull donations 3,100 2,200 Sale of advertising 1,975 2,759 Sundry income 70 258 99,797 92,182 DEPARTMENT INCOME Food Booth, schedule 3 8,051 8,859 107,848 101,041 Less: Expenditures, per schedule 2 89,931 74,619 NET INCOME FOR THE YEAR $ 17,917 26 422 The accompanying notes are an integral part of these financial statements. Page 148 of 279 ' ORO AGRICULTURAL SOCIETY SCHEDULE 2 ' STATEMENT OF EXPENDITURES FOR THE YEAR ENDED DECEMBER 31, 2012 (Unaudited - see Notice to Reader) ' 2012 2011 Prize Money - Senior & junior fair $ 8,495 $ 9,966 - School fair 2,100 2,060 - Amateur talent show 355 265 - Horseshoe pitching 400 400 ' - Light horse shows 1,101 1,103 - Western horse shows 1,198 1,177 Tractor & ATV pull costs 8,773 7,891 ' Antique machinery display 150 300 Bleacher and light rentals 5,000 3,345 Entertainment 5,238 2,135 Professional fees 44 125 Convention, district meetings 1,752 1,714 I Affiliation fees 435 456 Judges 1,785 1,905 Ribbons & trophies 3,029 2,891 ' Night guard & security costs 2,300 2,139 Medical support costs 300 300 Sound system 1,200 1,200 ' Printing & stationery 3,574 3,349 Postage & office 1,863 1,644 Miscellaneous expenses 420 - Heritage day 4,294 1,549 Telephone 1,341 791 Advertising 9,369 3,458 I Hydro 995 998 Insurance 4,182 4,182 Bank charges 153 61 I Demolition derby 2,000 500 Toilets 1,564 1,564 I Beef draw 895 916 Travel expenses 745 820 Secretary honorarium 2,700 2,700 I Amortization 8,412 8,106 Repairs & maintenance 3,769 4,609 TOTAL EXPENDITURES 931 $ 74,619 The accompanying notes are an integral part of these fintWal t e Daniel S. Switsky V�CHARTERED ACCOUNTANT PROFESSIONAL CORPORATION NOTICE TO READER On the basis of information provided by management, I have compiled the balance sheet of Oro Agricultural Society as at December 31, 2012 and the statements of income and members' equity for the year then ended. I have not performed an audit or a review engagement in respect of these financial statements and accordingly, I express no assurance thereon. Readers are cautioned that these statements may not be appropriate for their purposes. Orillia, Ontario January 17, 2013 Daniel S. Sawatsky, CA, Professional Corporation, Authorized to practise public accounting by The institute of Chartered Accountants of Ontario 1. 66 Coldwater Street E. Suite 201 Orillia, Ontario L3V 1 W5 Tel: 703- 329 -7700 Toll Free: 8PapaslM c& 2R9 7453 Visit us on the web at wwwsawatskt,.com -_y - --- - -- i n% irec or o ecrea ion and - CmFida Serv... it LIABILITIES It CURRENT Accounts payable $ 141 ORO AGRICULTURAL SOCIETY Deferred revenue 1,434 10,719 BALANCE SHEET 1,575 16,477 It AS AT DECEMBER 31, 2012 MEMBER'S EQUITY (Unaudited — see Notice to Reader) Member's Equity, schedule 1 103,558. 88,739 2012 2011 158,121 155,023 ASSETS Balance, end of year 261,679 243,762 CURRENT Cash - general $ 3,287 $ 7,479 - building fund 18,880 27,485 Investment — guaranteed investment certificate 80,000 70,000 Accounts receivable 2,485 96 Prepaid expenses 481 105,133 157 105,217 CAPITAL ASSETS, note 3 158,121 155,022 It 263.254 260 239 it LIABILITIES It CURRENT Accounts payable $ 141 $ 5,758 Deferred revenue 1,434 10,719 1,575 16,477 It MEMBER'S EQUITY Member's Equity, schedule 1 103,558. 88,739 Net assets invested in capital assets, schedule 1 158,121 155,023 Balance, end of year 261,679 243,762 263 254 260 239 �. Approved on behalf of the Board: Director Director The accompanying notes are an integral part of these financial statements. I Page 151 of 279 ORO AGRICULTURAL SOCIETY STATEMENT OF INCOME FOR THE YEAR ENDED DECEMBER 31, 2012 (Unaudited - see Notice to Reader) The accompanying notes are an integral part of these financial statements. Page 152 of 279 2012 2011 Grants - County $ 750 $ 750 - Municipal 500 500 - Provincial - capital improvement 2,000 2,000 - prize money 3,000 3,000 - trillium 15,750 10,000 Donations - general 2,538 2,704 - building fund 600 1,575 - memorial 1,125 - Memberships 2,017 2,071 Entry fees 3,605 3,470 Gate -fall fair 39,359 42,207 Loonie lane 1,041 1,125 Heritage day -fees, meals and donations 3,146 1,666 Midway 2,909 3,903 Rentals, buildings and grounds 13,050 9,058 Interest 434 278 Beef lottery 2,828 2,658 Tractor pull donations 3,100 2,200 Sale of advertising 1,975 2,759 Sundry income 70 258 99,797 92,182 DEPARTMENT INCOME Food Booth, schedule 3 8,051 8,859 107,848 101,041 Less: Expenditures, per schedule 2 89,931 74,619 NET INCOME FOR THE YEAR $ 17,917 26 422 The accompanying notes are an integral part of these financial statements. Page 152 of 279 ' ORO AGRICULTURAL SOCIETY SCHEDULE2 ' STATEMENT OF EXPENDITURES FOR THE YEAR ENDED DECEMBER 31, 2012 (Unaudited - see Notice to Reader) ' 2012 2011 Prize Money - Senior & junior fair $ 8,495 $ 9,966 ' - School fair 2,100 2,060 - Amateur talent show 355 265 - Horseshoe pitching 400 400 ' - Light horse shows 1,101 1,103 - Western horse shows 1,198 1,177 Tractor & ATV pull costs 8,773 7,891 ' Antique machinery display 150 300 Bleacher and light rentals 5,000 3,345 Entertainment 5,238 2,135 Professional fees 44 125 Convention, district meetings 1,752 1,714 Affiliation fees 435 456 Judges 1,785 1,905 Ribbons & trophies 3,029 2,891 ' Night guard & security costs 2,300 2,139 Medical support costs 300 300 Sound system 1,200 1,200 IPrinting & stationery 3,574 3,349 Postage & office 1,863 1,644 Miscellaneous expenses 420 - ' Heritage day 4,294 1,549 Telephone 1,341 791 Advertising 9,369 3,458 I Hydro 995 998 Insurance 4,182 4,182 I Bank charges 153 61 Demolition derby 2,000 500 Toilets 1,564 1,564 Beef draw 895 916 Travel expenses 745 820 Secretary honorarium 2,700 2,700 IAmortization 8,412 8,106 Repairs & maintenance 3,769 4,609 ' TOTAL EXPENDITURES 89,931 74 619 The accompanying notes are an integral part of these financial statements. I Page 153 or 2 79 10.h) Shawn Binns, Director of Recreation and Community Serv... O>ro-Mecdlo>nttre Hcoirttic u[toun att Society The Council of the Township of Oro - Medonte Box 100 148 Line 7 South Oro, ON LOL 2XO Dear Mayor Hughes and Council: 9� O A a y 0 Keeping Ontario Beautiful You will find attached our Society's application for a 2014 grant. Our Society enjoys working with staff and Council, as we continue to increase the beauty within Oro - Medonte Township. We certainly do thank you in advance for considering our application. We did not receive the application until October 21, so we do apologize if we have missed the deadline but hope you still consider our application. We are so appreciative to Council for allowing our monthly and executive meetings to be held at Guthrie Arena. Although the arena will be under renovations next year, we know we will be able to meet somewhere within the Township. The rental subsidy that Council has given us in the past allows us to keep our membership fees to be one of the lowest. In 2012 our Society donated almost 3,000 hours. Here is the breakdown: Planting within the Township -430 hours Flower Shows, Garden Tours, Community events -700 hours Youth Activities with now only 2 school groups -150 hours Our executive and board members donated over 800 hours alone If $10/hour rate was given for our hours, then we saved the Township $4300. just for plantings. Once again, our year end is not until October of each year, so our financial statement cannot reflect the true costs we have incurred until that time. The new Executive are installed on the 3rd Monday of October, so of course our next year's budget has not been set. We certainly hope you will give serious consideration to our Grant Application so we can continue to "Green Up" Oro - Medonte and help to educate gardeners and those interested in a society free of herbicides through organic practices. Our "Lug the Mug" and our Green Bin program at break time with compostable cups is keeping the landfill lighter as well. We are trying to help increase the bee populations, the butterflies and plants for birds as well again through education and handouts. We have distributed over 400 Invasive Species information packets to get the word out about plants that will create problems within the Township and Province and still supply residents with our own "Native Trees and Shrubs" booklet. Sincerely, Janis Hamilton Secretary Enclosures (5) Page 154 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... THE CORPORATION OF THE H IP Phone (705) 487 -2171 T OW N S Fax (705)487 -0133 61kle— *7 — �: — — OF www.oro- medontexa APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Oro - Medonte Horticultural Society Address J58 Drury Lane, City Barrie Prov. ON Postal Code L4M 3C8 Contact Mrs. Janis Hamilton Telephone 705- 728 -9348 E -mail 'an.hamilton s atico.ca Fax PART B — ORGANIZATION GENERAL INFORMATION Number of 214 adult Out of Town Membership Fee Members 108 youth Residents 15 If Applicable single $10; family $15; youth $2. Geographic Area Date Served Oro - Medonte Formed November 1976 Outline the mission, purpose and objectives of your organization. To encouraize an interest in all branches of horticulture. To promote and implement civic beautification. To encourage planting trees, shrubs and flowers in our municipality. To stimulate and support youth interests in horticulture. To promote and circulate horticultural information. To promote and educate the public about current and safe environment practices through seminars and any other suitable means. Page 155 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Registered Charity- Business Number 87620 007 R R 0001 Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: Through our dedicated volunteers and membership, we are able to provide: • Civic Beautification at the Municipal parks and public buildings- 8 sites in total. • Education and information to adults and children through our Master Gardeners Program, Youth Garden Clubs, open meetings with informative speakers, quarterly newsletters, seminars, conventions and workshops; as well as, through our own publication of "Native Tree and Shrub booklet ". (This booklet is provided free to all residents of Oro - Medonte) Additionally, our partnership with the Township on projects such as the Bayview Memorial Stream Restoration allow for educational opportunities on the protection of our environment. We hope to increase signage at the park. • Membership program recruits supporters for our society that allows us to recruit volunteers for projects and ambassadors for our Township. Support local businesses through our discount to members program. • Landscape Appreciation encourages residence to beautify their properties thus the township. The Bloomin' Good Gardens signs distributed by this team indicate the gardens and encourage homeowners to take pride in their efforts. • Dr. Ives Bursary Fund supports and encourages our own students throughout Simcoe County to pursue Horticulture or Agricultural studies in a 2 year related program. • Plant -a -Row Grow -A -Row is a nationally recognized program that we promote within the township and county. The program encourages gardeners to grow and donate extra produce, from their gardens, to the food banks, soup kitchens and shelters. A current brochure promoting the program has been produced and printed by OMHS. At the Oro World's Fair we distributed over 200 pounds of produce. • Other initiatives that provide benefit to the Township are the annual garden tour and plant sale. Through these services, we are able to provide the people of Oro - Medonte Township considerable amount of benefits. We also proudly sponsor prizes at the Oro World's Fair. Through our local column in the North Simcoe County News we announce our upcoming meetings, flower shows and discuss current gardening tips and issues. Our summer Country Garden Tour attracts many from out of the area thus providing a good leisure opportunity, tourism as well as sharing pride and ideas with others in the Township. # of individuals served: 322 members plus hundreds of others that take part in or receive information from our seminars, workshops, garden tour, literature, Information Barrie and Orillia, the OHA web site telephone enquiries and plant sale.. PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant $2,000 Subsidy Left blank at Twp request* Amount Requested: $2,000 * Will not have arena due to renos. for undetermined meetings Page 156 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). ■ Bayview Memorial Stream Restoration Project will add educational signage. ■ Arena garden is now planted and maintained by our Society. ■ Bayview Gardens, Barbara Stoddart at Guthrie Public School, Old Town Hall, African Church, Cenotaph, Ian Beard Centre, East Oro Drill Shed Cairn will be cared for by our Society and 4th Line Park Gardens will continue to be on our list to help when it is needed. ■ Youth activities at the 2 schools that can enjoy being in the Garden Clubs ■ Sponsoring our Youth to attend Ontario Horticultural Association camps in the summer when applicable. ■ Spent $350on our youth with the two clubs this year to date. ■ Educate through workshops, meetings, 4 newsletters and meeting handouts - invasive species, eco challenges with the pesticide ban. To date have distributed over 400 invasive species 3 pack booklets. ■ Attracts new members and lots of visitors to our meetings. ■ Financially sponsor delegates adult and youth to Provincial Conventions and District Seminars. ■ Fund raise through Plant Sales, Garden signs &Garden Tours -these attract many out of town visitors. I ■ In conjunction with the Chamber of Commerce and the Municipal Office we promote our Native Trees and Shrubs and Invasive Species Booklets free of charge to all Township Residence. Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Meeting space at the Guthrie Arena Previous grants /subsidies from the Township? Amount Requested: $ 2,000 Year of Request: 2014 Amount Approved: $ 2,000 Year of Approval: 2014 PART D — SIGNATURE OF AUTHORIZED OFFICIALS) &04e & x� Name & Position For office use only Approved: Amount $ Date: 0,- 6 23,11 Date: .... �. �%� 3 Denied: Date: Page 157 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... NOTE: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro- Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet (and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. ORGANIZATION N See the attached financial information APPENDIX "A" ®� FINANCIAL INFORMATION Please note: The Financial Information is incomplete and unaudited as our year end has just ended Sept. 30/13. The proposed budget for 2013 -14 information is not set as our new executive was just installed and have not met vet. We have provided you with as accurate information as is possible, but some of our costs have not billed to our Society to date. We were glad to help with the moving of the plants at the 4h Line Park and know it will be an on going project the Township will continue. Page 158 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... CURRENT FISCAL YEAR: Year: REVENUE: '. -W41XD /r£D Source: Amount: Min rP�/�S��P /a �R/9SLITS j �00 • 00 �i�Gi�%i RD 4tiPTiS�N^G 144 90 . O o SAAgs 6/e -V5, 13 63,110 'ale , �JDG)/fSi l(IDiE'/i5'/fDf3� CO3V4JeA)7j4tis, CTeJ TOTAL: /� 3&/. ® 0 EXPENDITURES: item: Amount: 6 D 0, O 0 PuES r �E s Dae5 4 71,10- T5' 6tF•7s r IPW413mus 0,3 3 00, 0 0 MEN r/Av 6 S// /S'0 0, 0 0 )f�f3�2,�3D0le e- /"a B 1-/c,9T /cvVs / S• 0 ©, O0 S /. 617. / 8 T 37,900-00 oceTN X37, 7�z.. C%U /C &4X4 7,r1CAT1eAJ 7 /S5w 5j- TOTAL: 104 /9(0.57 - SUMMARY: Si Surplus or deficit from previous year: 7/ Revenue /A 36,11 �0 Sub Total(�,� 906, Minus Expenditures /Q /sF6, .9-z) BALANCE: �ZP. NEXT YEAR PROPOSED: Year: do13 -;Qd REVENUE: Sri M grED 60,06F7- Source: p1,qAr-s1941, 7 A J7 C7 /R0 CAJ TZ)&X [) T27✓ . Amount: ,Spo. 0 0 ADO• D o bDO. yo TOTAL EXPENDITURES: j3cel 6-i Item: Amount: 4DM1/V/S ��J -16 4j 6 D 0, O 0 PuES r �E s -7 d 0 - o 01 6/FrS*' - _-t)0kU)4Tr?'NS• 600, 00 S/USi,e,v19nlc E 3 00, 0 0 MEN r/Av 6 S// /S'0 0, 0 0 )f�f3�2,�3D0le e- /"a B 1-/c,9T /cvVs / S• 0 ©, O0 9eWar- 1,C1C,47zo1J y Soo, o e T 37,900-00 TOTAL: /6,/ 900. Do SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Exp. Expenditures BALANCE: a6s Z /2 &/ //, ov 2DD- 0 D ,9 3, 31 9,, 6 % Gate :: Page 159 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Printed 16- Jan -14, 09:42 AM Page I Township of Oro - Medonte Acct ID: 148 Line 7 S., Box 100 Phone: (705) 487 -2171 Oro - Medonte, ON LOL 2X0 Fax: (705) 487 -0133 Customer Schedule Permit Number: 3561 Oro - Medonte Horticultural Society Judy Kurtz Judy Kurtz Home Phone: 835 -5453 61 Cathedral Pines Email: judy.kurtz @sympatico.ca RR # 1 Barrie, ON L4M 4Y8 Date Day Complex Facility Event Type Start Time End Time Dur. (Min) Rate Other Charge Amount 27 -Jan-14 Mon GUTH Banquet Hall Meeting 7:00 PM 9:00 PM 120 32.00 0.00 64.00 Board Meeting - hollow square setup with 24 chairs 24- Feb -14 Mon GUTH Banquet Hall Meeting 7:00 PM 9:00 PM 120 32.00 0.00 64.00 Board Meeting - hollow square setup with 24 chairs 10- Mar -14 Mon GUTH Banquet Hall Meeting 7:30 PM 10:00 PM 150 32.00 0.00 80.00 Open Meeting - theatre style setup for 80 people with long tables for registration & displays 24- Mar -14 Mon GUTH Banquet Hall Meeting 7:00 PM 9:00 PM 120 32.00 0.00 64.00 Board Meeting - hollow square setup with 24 chairs 23- May -14 Fri OTH Old Town Hall Meeting 8:00 AM 2:00 PM 360 0.00 0.00 0.00 Plant Sale outside - please ensure that the grass is cut a day or so before this event 06- Oct -14 Mon GUTH Banquet Hall Meeting 7:30 PM 10:00 PM 150 32.00 0.00 80.00 Open Meeting - AGM - theatre style setup for 80 people with long tables for registration & displays 10- Nov -14 Mon GUTH Banquet Hall Meeting 7:00 PM 10:00 PM 180 32.00 0.00 96.00 Christmas Workshop 24- Nov -14 Mon GUTH Banquet Hall Meeting 7:00 PM 9:00, PM 120 32.00 0.00 64.00 Board Meeting - hollow square setup with 24 chairs 01- Dec -14 Mon GUTH Banquet Hall Meeting 7:30 PM 10:00 PM 150 32.00 0.00 80.00 Open Meeting - theatre style setup for 80 people with long tables for registration & displays 24.5 (hrs) Sub Total $592.00 Tax $0.00 Grand Total $592.00 ONTRACT PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO- MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It- is mutually agreed that in the event it becomes necessary for the Recreation and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Recreation and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. Ice Cancellation Policies: * Indicates event spans multiple days. Powered by MaxEnterprise@, a product of Maximum Solutions, Inc. Page 160 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Printed 16- Jan -14, 09:42 AM Page I Minor Sports -Season's ice permits must be finalized by July 31 of each year for the season commencing in September. -Should the permit not be finalized by July 31, ice times may be offered to other user groups. -No cancellations or refunds will be granted upon the finalization of the ice permit — Exceptions will be made if the ice can be re- rented, in which case a full refund will be issued. -Cancellations and full refund will be granted at the end of the season to accommodate playoffs upon receiving written notice within 5 business days of the booking. Adult Groups /Casual Renters -Season's ice permits must be finalized by July 31 of each year for the season commencing in September. -Should the permit not be finalized by July 31,.ice times may be offered to other user groups. -Cancellations and full refund will be granted upon receiving written notice within 15 business days of the booking. No refund will be provided for cancellations outside of this period. -Note: Business day is defined as a day whereby the Township Administration Office is operational. The exchange of booked time between individual teams or organizations is not permitted without proper written permission from the Recreation and Community Services Department. No alcoholic beverages are allowed in any Township of Oro - Medonte facility without express permission from the Recreation and Community Services Department. NOTE: Failure by any renter /group to adhere to the rental regulation/conditions noted herein may result in the cancellation of the renters /groups entire booking. Cancellation Policies: otice of pavilion, ball diamond, and hall rental cancellations by contract holders must be given, in writing, to the Township Office per the following guidelines: - Cancellation, in writing, more than 7 days in advance of rental date - $20.00 administration charge & full (100 %) refund of rental rate - Cancellation, in writing, within 7 days of rental date - $ 20.00 administration charge 100% refund of rental rate if rental time is used by another renter 50% refund of rental rate if rental time is not used by another renter Cancellation, in writing, later than 48 hours before rental date - No refund of rental rate No cancellation notice ( "no- show ") - No refund of rental rate WAIVER: The permit applicant/organization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro - Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my /their person or property, however caused, which may occur as a result of my /their participation in the use /uses intended which will be held at the permit location/locations during the period of this permit including any additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro - Medonte shall or may become liable for by reason of any willful default or negligence of the Corporation of the Township of Oro - Medonte, its officers and employees. IGNATURE: DA' not the named addressee of the permit, please print your name. Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 * Indicates event spans multiple days. Powered by MaxEnterprise®, a product of Maximum Solutions, Inc. Page 161 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery Proud Heritage, Excititig Future Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS -INFORMATION Organization Name Address lew City 0'-0 Prov, Postal Code LPL. 1-'?Zd Contact_'er_-'-__-- Telephone W7 - -11S-]f E-mail Fax PART B - ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members - /0 W14wel*42r Residents If Applicable IV114' Geographic Area 1� Date -, Served ol-c 4 S' Z, 1�0-e -),c- 11 8"' Formed V Outline the mission, purpose and objectives of your organization. 7e 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 Page 162 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery Type of Organization (i.e. Registered Charity, Non-Profit Organization, no status, etc.) and registration number if applicable. Indicate the products / services / benefits provided to the Township of Oro-Medonte by your organization: # of individuals served: 412 CYZ? PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "All) PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Su, t§idy is a request for a reduction or waiving of fees Application is for a (please check) Granter Subsidy If Amount Requested; 31000 Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). �C-,/ Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Previous grants/subsidies from the Township? Page 163 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery Amount Requested; fs, ez>0 - Amount Approved: '2, roz> , Name & Position Year of Request: 20/z Year of Approval, Z ,3 Date: z� Date: For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the -Grant/Subsidy Application Form. APPENDIX "A" Page 164 of 279 10.h) Shawn Binns, Director of Recreation and Community Sery FINANCIAL INFO , P.NIATION ar.: CUR YEAR.- -Ye TOTAL SUMMARY,,- Sq,roJus'o defidt frpm privioo� year: R*0 n,' we Sub Total Minus Expenditures BALANCE, Amount,. L J 'T .;p 2, 7 , NEXT YF►R PROPOSED.- Year: 17 () . REVENUE: Source: 70 TOTAL EXPENDITUOES: Amount f Amount: Ih AMount- 70 A -7) 01;71-) 0-10 17 TOTAL WE-Nbi fuketf TOTAL SUMMARY,,- Sq,roJus'o defidt frpm privioo� year: R*0 n,' we Sub Total Minus Expenditures BALANCE, Amount,. L J 'T .;p 2, 7 , NEXT YF►R PROPOSED.- Year: 17 () . REVENUE: Source: 70 TOTAL EXPENDITUOES: Amount f TOTAL 4. SUMMARY: Surplus or d6fidt from- Previous y6ar. Revenue otal P , S b T ltern, Ih AMount- 70 A -7) 01;71-) 0-10 TOTAL 4. SUMMARY: Surplus or d6fidt from- Previous y6ar. Revenue otal P , S b T Minus Exp. Expenditures Ih BALANCE Page 165 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Township of Oro — Medonte 148 Line 7 S., Box100 Oro, Ontario LOL 2X0 To whom it may concern: Re: Application for Grant /Subsidy Rugby Community Hall August 30, 2013 As in previous years, our Hall has applied for a Grant /Subsidy to help with the maintenance, upkeep and basic running of our Community Hall. Attached please find our application for a 2014 Grant. If you have any questions, please contact me, my name and home phone # is in the application. Thank you for your continued support for our Community Hall. Yours truly, Ellenor Dixon Treasurer R EEIV SEP 0 4 2013 ORO- MEDONTE TOWNSHIP Page 166 of 279 • ft - g� I .h) ShamurairmsjDivestmof Recreation TOWNSHIP y ,� eY \ \���•`a x and Community Serv... 148 Line 7 S., Box 100 Oro, Ontario LOL 2X0 APPLICATION FOR GRANT /SUBSIDY Phone (705) 4137 -217.1 Fax (705) 487 -0133 www.oro - medonte.ca VJA 1 SEP 0 4 2013 ORO- MEDONTE TOWNSHIP Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name dJ 'u 1 b Address l l (� �d 6 "6 � � C�c.,= d E7 • k,/) , City A 0 W6S ­& Prov. rBt -f?4V IO Contac t tll l'lctr b/on E -mail C"I'U4 PART B - ORGANIZATION GENERAL INFORMATION Number of Members J3o Out of Town Residents Postal Code k o 2-- 2 7-v Telephone '7C?_- 32 Q tt7 Membership Fee 'F Z'00 w - If Applicable -ree_ Geographic Area Date lc� Served Rio- YYl Formed 1 Outline the mission, purpose and objectives of your organization. r7tC05/ Of,7 S . i Page 167 of 279 10.N Shawn Binns, Director of Recreation and Community Serv... 's ype of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: C�$e�C �iS CZ �G�lirl S IG'Tln[� for, ��E/lrSrl S # of individuals served: PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C - DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant 'V/ Subsidy Amount Requested: "" G®a. 0o Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). M r/1 � %[ 477) �� /�_Sa� &V /., (4c,, 4 4-A �, , -- i_ , /,.- - / , .1 n _ r V Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). (V� Page 168 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Previous grants /subsidies from the Township? Amount Requested: $ S 00 Amount Approved: $ ,,00 Name & Position tlNono v blY-O^ Name & Position For office use only Approved: Amount $ NC)TF Year of Request: Year of Approval: o�QlvZl Date: 4 30I D.o ( 3 Iry. Date: Denied: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. w Page 169 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... APPENDIX "A" FINANCIAL INFORMATION ORGANIZATION NAME: r t,[&Oy roft ylhl ?- �ALt -. Page 170 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... CURRENT FISCAL YEA NEST YEAR PROPOSED: Year: REVENUE: REVENUE: Source: To-; 4-- cqs/ 1nemor�als Mein het eA)OS 61let EXPENDITURES: Item: Amount: / s d0 a�c�•oo j-so0.00 TOTAL: 99 464,v gyr1ro n� p� o' TOTAL: SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures BALANCE: Sienature: P( Amount: * -C), Id, i gg).165, 7 / ), wo.00 ,51 lo®0 100 Source: Amount: Fung ra i s �G 1 SDE7 TOTAL EXPENDITURES: Item: , Amount: TOTAL: SUMMARY: Surplus or deficit from previous year: Revenue Suit Total Minus Ixp. Expenditures BALANCE: 1 o 0 .��Oe.o0 _11(00 .O 0 1 ��0' D0 Date: h,35!;- 00 /1,100.00 �v�f70(JUO t , q_00-0o Page 171 of 279 10,7®c),OD 10.h) Shawn Binns, Director of Recreation and Community Serv... Simcoe ftmd County Farm July 10th, 2013 Township of Oro - Medonte Box 100, 148 Line 7 South, Oro, Ontario LOL 2X0 To Mayor and Councillors and Economic Development Officers of the Township of Oro - Medonte On behalf of the Board of Directors of Simcoe County Farm Fresh Marketing Association, we would like to invite the Township of Oro - Medonte to partner with us for the 2014 fiscal year. Over the course of the history of Simcoe County Farm Fresh Marketing Assoc., our Members and Partners have been a vital part. We feel that it's important to make a connection with all Municipalities in Simcoe County around agriculture, agri - culinary tourism and local food. The agri -food sector is an important economic driver in Ontario and in Simcoe County and we think that there is lots of opportunity for further initiatives and that includes partnerships with all municipalities in the County. We are requesting from each municipality, a partnership "Fee" of $1,100.00 which will go toward some of the costs and activities outlined in the attached summary. Your municipal LOGO will also appear on our partnerships page on the www.simcoecountyfarmfresh.ca web site, as well your municipal representative will be kept up- to-date with our monthly e- newsletters that go out to our members and partners. FYI - We have invited your economic development officers /committee chairs to a special meeting we have set up for Wednesday September 25th, 2013 around the further development of "Agri - culinary Tourism" in Simcoe County. We do hope that a representative from the the Township of Oro - Medonte will take the opportunity to attend. We look forward to hearing from you and if you have any questions, concerns or suggestions, please don't hesitate contacting me. Kindest regards, Sandra Trainor Executive Director Simcoe County Farm Fresh Marketing Association Non - Profit Corp. 13 -4 Alliance Blvd. Suite 227, Barrie, ON L4M 7G3 P; 705 734 -2075 F. 705 734 -7633 info @simcoecountyfarmfresh.ca www.simcoecountyfarmfresh.ca Page 172 of 279 July, 2013 10.h) Shawn Binns, Director of Recreation and Community Serv... 61 Our mission statement: "To promote and advocate local food production, processing, distribution and consumption for the purpose of sustaining the local food system in Simcoe County" Following is a framework of our main accomplishments to -date: • Simcoe County Farm Fresh Marketing Association (SCFFMA) Inc. Incorporated as a not-for- profit organization in early 2007 Diverse Membership SCFFMA has attracted (to -date) nearly 100 paying members from all parts of Simcoe County and some from just outside. Our members include farmers and producers, restaurants /caterers & accommodators, farmers' markets and local food retailers. Our members must meet minimum criteria before being considered for membership with SCFFMA. Printed Field Maps "Buy Local" Guide Maps have proven to be an extremely effective marketing tool; very informative and easy to follow, now in its fifth edition, features a map of the region, member's locations on the map, their addresses and a brief description. Many SCFFMA members have gained new customers as a result of distributing the popular maps in key places such as members' site, tourism information centres, community partners' sites or while participating in community /industry events. We have printed 50,000 copies in 2013, in addition to the 320,000 exemplars printed in previous years. Website Development http: / /www.simcoecouniyfarmfresh.ca/ has a more visible online presence (20,000 - 50,000 unique visits per month and showing a growing trend). It is easy to follow, informative and includes a "Food & Farm Directory" section showcasing the SCFFMA members, addresses and details, and "Food Route' section featuring a convenient map. The website is constantly updated with upcoming events and daily featured members. It has been proved to be very effective as a source of creating awareness of our members, activities, and therefore new business. Annual Savour Simcoe Event This annual event is our premier local culinary tasting event, hosted by Simcoe County Farm Fresh Marketing Association. The 6th Annual "Savour Simcoe" will take place on August 25, 2013 on the beautiful grounds of Simcoe County Museum. Its theme "Celebrating our Heritage"- Agriculture and Regional Cuisine - is - Page 173 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... reflecting the County's rich agricultural history and the Museum's extensive collections and artifacts. As an effective and popular food and drink - farmer and chef pairing event, Savour Simcoe has attracted participants from Simcoe County and surrounding areas - farms, restaurants, wineries and micro- breweries. The guests' feedback is always very positive and many of them have turned Savour Simcoe into their annual "must -do" event. As a result, we have created new business partnerships; which have built repeated business and attracted new customers. http://www.simcoecountyfarmfresh.ca/savoursimcoe Farmer /Chef /Food Service Networking To -Date, we have held four stakeholder (Source -it - Local) events and continue to pursue new modalities of developing business with local food service operators so more locally sourced food will show on the local menus. E- Newsletter We issue a monthly email newsletter for all members, community and municipal partners keeping up -to -date on association news and opportunities throughout the year. Social Media StrateV SCFFMA uses Facebook and Twitter as key networks to promote its members, to connect and engage with those interested in its activities, to keep them up to date and acquire new customers - to create a community. Currently the SCFFMA Facebook page reached over 2,039 "likes" Twitter @SavourSimcoe displays over 1,575 "followers" Traditional Media Visibility Simcoe County Farm Fresh website is a valuable source of information for reporters and journalists who have been broadly used the data provided. Estimations based on the media hits we have had over the years and their audiences shows that nearly 2,000,000 media impressions have been made through both purchased and in -kind media coverage. SCFFMA Board of Directors The seven member Board of Directors is made up of members of SCFFMA, including farm businesses and food service. The Board is up to date and involved in activities concerning the agricultural sector. They are currently active participants on the steering committees for the following organizations and events: • Regional Food Distribution Hub -Feasibility Study • International Plowing Match - Simcoe County 2014 • Food Partners Alliance of Simcoe County • Simcoe County Food and Agriculture Charter Page 174 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Educative Activities for Members We have provided many educational opportunities for our members over the years. For example, to -date in 2013, SCFFMA has provided four opportunities for the Association's members to participate in our industry workshops and seminars related to agriculture and food marketing: • Central Ontario Agriculture Conference • Huronia Economic Alliance Summit • OMAFRA Food Safety Workshop • Huronia Food Trail workshop and networking session. Public Education Activities SCFFMA staff and volunteers have been part of numerous public speaking events and have participated in events and venues throughout Simcoe County and beyond. Wherever there is an opportunity to inform the general public and promote the importance of eating and buying local food, we have made point to be there. Agri - Culinary Tourism Development Our goal is to create awareness on the benefits of locally sourced food consumption and to increase the visibility of SCFFMA members; an effective way to do that is to boost agri - culinary tourism in all areas of Simcoe County. Huronia Sentier FOOD TRAIL DES SAVEUR SCFFMA is currently developing a PILOT project - Huronia Food Trail - Sentier des Saveurs - an initiative of SCFFMA while working with area partners and supporters including Eco- Huronie, Tourism Simcoe County, North Simcoe Community Futures Development Corp., Downtown Midland BIA, Ministry of Tourism, Ministry of Agriculture & Food and the Municipalities of Midland, Tay and Tiny. http : / /www.huroniafoodtrail.ca /en/ A successful media FAM tour took place on June 24, 2013, with the public launch scheduled for the weekend of July 6 -7, 2013. Tourists are encouraged to create their own self - guided scenic route featuring the shores of Georgian Bay and the beautiful countryside, eat locally and spend the night at one of the listed accommodations. Huronia Food Trail - Sentier des Saveurs is offering locally grown products and experiences to all tourists through farms, restaurants, B & B's, resorts and attractions. This pilot project will provide a model for future agri - culinary trails in all of Simcoe County. It is intended to boost tourism /economic development in the region and create awareness on the local products and taste, culinary specialities, and the terroir of the region. Page 175 of 279 - - 10.h) Shawn Binns, Director of Recreation and Community Serv... SCFFMA have developed & fostered partnerships and relationships with a variety of community supporters who have assisted us in moving forward over the years. Some include: Ontario Ministry of Agriculture and Food (OMAFRA) Ministry of Tourism, Ontario Culinary Tourism Alliance County of Simcoe Departments - GIS, Tourism Simcoe, Simcoe County Museum, The County of Simcoe's Economic Development Office Municipal Partners, (Barrie, Orillia, Tiny, Tay, Springwater, Innisfil, Bradford West Gwillimbury, Wasaga Beach, New Tecumseth, Collingwood, Midland) Muskoka & District Chef's Assoc. Simcoe Muskoka District Health Unit, North Simcoe Community Futures, Nottawasaga Community Futures, Georgian College, RT07 (BruceGreySimcoe) Simcoe County Food Partners Alliance We are always willing and interested in working with partners who have common goals Page 176 of 279 Sh .n Binn Dire r of Re reation and Community Serv... ® r0t�ce�� �e a�� �uncae pa cart wa& a pheaae pa can warA a feiend" 24 -3 &wt lOwwaa Bwe.a September 16 2013 Township of Oro Medonte 148 Line 7 South Box 100 Oro, ON LOL 2X0 R�ct 1-3 " 2 3 1615 0Vvn AV7 Please find enclosed a grant application for consideration in the 2014 budget deliberations on behalf of Telecare Distress Line of Greater Simcoe. The support of the Council of Oro Medonte has been very important to our operations as well as volunteer moral. It is so very important to know that we are supported and appreciated in our communities. Your consideration in supporting this important service is very much appreciated. Please contact the Business office if there are any questions or concerns. Sincerely, Catherine Blakely C, - J4--- Executive director Telecare Distress Line of Greater Simcoe "If you can reach a phone you can reach a friend" 170 Colborne Street West • Orillia, ON • L3V 2Z3 Business Office: 705- 327- 2383Email. info@telecaredistressline.com uuouu.%tecawx aiw6Anzxom Page 177 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Telecare Distress Line of Greater Simcoe Address 170 Colborne St. W City Orillia Prov. Ontario Postal Code L3V 2Z3 Contact Catherine Blakely Telephone 705 - 327 -2383 E -mail info(cD-telecaredistresline.com Fax N/A PART B — ORGANIZATION GENERAL INFORMATION Number of 41 active Out of Town Members 13 associates Residents Geographic Area Served Simcoe County /South Muskoka Membership Fee 20.00 per year 13 If Applicable voluntary Date Formed January 14 1979 Outline the mission, purpose and objectives of your organization. Telecare Distress Line of Greater Simcoe Mission Statement Telecare Distress Line of Greater Simcoe provides a free 24 hour anonymous and confidential telephone listening service staffed by trained volunteers who are caring and supportive, understanding and compassionate and able to respond to the needs and concerns of all. Dedicated to making a difference. If you can reach a phone you can reach a friend. Areas of Service Telecare Distress Line of Greater Simcoe is available to all residents of Simcoe County through a local phone call (705- 325 - 9534/705- 726 -7922) including all areas of Oro Medonte. Objectives We continue to strive for the original objectives set forth when Telecare began in Orillia 35 years ago. Our main purpose is to be available 24/7 to all residents in any type of distress or crisis situation. To be a Page 178 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... non judgmental, anonymous friend when a person is feeling the effects of loneliness, domestic abuse, substance abuse, isolation, bereavement and mental illness. We strive for public awareness in order that anyone who may be having thoughts of despair leading to suicide or self harm will be aware that we are here, we will listen and we care. We are able to give hope and offer resources, help our callers to clarify their feelings and seek more positive strategies. We help to make important connections in the community. Broken down our objectives are: To provide well trained volunteers to be available 24/7 To this end we are revamping our training model in order to make it more accessible to today's busy volunteers. Provide a rewarding volunteer experience We are committed to providing ongoing training, support and evaluation to our volunteers, including certification in Applied Suicide intervention Skills Training. We also offer our volunteers several social events per year. To alleviate loneliness and isolation felt by our aging population We continue to offer our reassurance call program and provide speakers to seniors groups, churches nursing homes etc. to promote the service. To raise awareness of our services to our community We provide speakers and actively seek opportunities in our community to present information about Telecare Distress line in order to raise awareness for callers, volunteers and financial support. For example we were able to speak at Coldwater and Eady United Churches, we attend at all college and university orientation days, and we attend Garfield Dunlop's Seniors Day. To support and supplement other community services We act as an answering service for AA, connecting callers with sponsors and providing appropriate information and meeting details. Our number is provided on the Alzheimer's society after hour's answering service. We maintain up to date information and provide many local organizations such as hospice, women's shelters, food banks etc with our information for their clients. We offer free tickets to our fundraising events to local organizations such as food bank, Couchiching Jubilee House and youth groups. Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Telecare Distress Line of Greater Simcoe is a registered charitable organization Charitable donation number 11920 9534 RR0001 Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: Telecare Distress Line of Greater Simcoe continues to answer up to 1000 calls per month from all over Simcoe County. Due to the anonymous nature of our service it would be impossible to deliver exact statistics however we are certain that a good number of those calls originate in Oro Medonte. We provide valuable volunteer experience to citizens of Oro Medonte. Over the past year we have provided an Oro Medonte resident with the ability to successfully complete her university placement with Telecare, We have provided ASIST (Applied Suicide Intervention Skills Training) to two residents of Oro Medonte, who then presented their learning to our entire volunteer base. Two residents of Oro Medonte sit on our board and our one paid office staff resides in Oro Medonte. We are grateful for the support we receive from all citizens of the township. Page 179 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... We continue to support the community by addressing issues before they become crisis situations, and referring to appropriate services when necessary. We continue to support police and hospital services by averting crisis and alleviating the burden on the system. Anecdotal evidence would show that without support of Telecare Distress line services our callers would experience crisis causing hospitalization, averting these crisis situations can save the system up to $40,000.00 per year in ER visits. # of individuals served: We answer up to 12000 calls per year. Some are repeat callers. We are available to all of Simcoe County population 430,000. PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant X Subsidy Amount Requested: $1000.00 Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). The grant would be used to continue to be able to offer services to our communities as they have for the past 34 years as described in our objectives and benefits. Funding will help with the basic necessities of providing service • Telephone expenses — $3000.00 Insurance /accreditation /legal expenses — $2300.00 Office equipment /supplies /postage - $1800.00 Wages /benefits - $14,000 Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). We do not receive and funds or subsidies from the Township of Oro Medonte except as listed below. Previous grants /subsidies from the Township? May 2013 -$500.00 Feb 2012 -$500.00 May 2011 -$100.00 March 2010 -$100.00 2008 -$50.00 Amount Requested: Year of Request: Page 180 of 279 Amount Approved: 1O.h) Shawn Binns, Director of Recreation and Community Serv... Year of Approval: PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Name & Position Date Catherine Blakely — Executive director September 15 2013 Name & Position Date Paul Finley — chair September 15 2013 , Let U Iya- I z"; / f For office Approved: _ Amount $ use only Denied: Date: NOTE: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. Page 181 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... Dmmiel S. bu -6kv CAS LN.a P "F.tFO ,1CCnu���n�at` vPOrk!5,iOrta�'f.oNP[SPni���.y .�. TELECARE DISTRESS LINE OF GREATER SIMCOE FINANCIAL STATEMENTS (Unaudited - See Notice to Reader) December 31, 2012 Page 182 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... TELECARE DISTRESS LINE OF GREATER SIMCOE NOTICE TO READER FINANCIAL STATEMENTS Balance Sheet Statements of Operations and Surplus Daniel S. SWIM,k�r GAmc aNTk REN Al: (:UII lITPNl� �F(1f FVYlO4wl. C.ORPlI0.�l�ON ••••— .'•�•_. CONTENTS Paee Page 183 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... NOTICE TO READER On the basis of information provided by management, I have compiled the balance sheet of Telecare Distress Line of Greater Simcoe as at December 31, 2012 and the statements of operations and surplus for the year then ended. I have not performed an audit or a review engagement in respect of these financial statements and accordingly, I express no assurance thereon. Readers are cautioned that these statements may not be appropriate for their purposes. I L4� -1 Orillia, Ontario February 26, 2013 Daniel S. Sawatsky, CPA, CA, Professional Corporation, Authorized to practise public accounting by The Institute of Chartered Accountants of Ontario 1. Page 184 of 279 10.h) Shawn Binns, Director of Recreation and Community Serv... TELECARE DISTRESS LINE OF GREATER SIMCOE BALANCE SHEET (Unaudited - See Notice to Reader) AS AT December 31, 2012 2012 2011 ASSETS CURRENT Cash $ 9,614 $ 10,889 Marketable securities 35,617 36,476 $ 45,231 $ 47,365 NET ASSETS Surplus $ 45,231 $ 47,365 Uimial S. Sa��atsl►y CAy Page 185 of 279 2. 10.h) Shawn Binns, Director of Recreation and Community Serv... REVENUE Donations Fund Raising Interest Income Other EXPENDITURES TELECARE DISTRESS LINE OF GREATER SIMCOE STATEMENTS OF OPERATIONS AND SURPLUS (Unaudited - See Notice to Reader) FOR THE YEAR ENDED December 31, 2012 2012 2011 $ 18,917 $ 17,540 5,238 5,357 506 611 593 423 25,254 23,931 Accreditation 1,855 1,705 Advertising and promotion 4,100 2,282 Fundraising 100 - HST paid 1,063 851 Office and general 1,810 1,930 Professional fees 300 1,300 Telephone 2,904 2,303 Travel 503 362 Volunteer training 1,842 3,792 Wages and benefits 12,911 12,901 27,388 27,426 NET LOSS $ (2,134) $ (3,495) SURPLUS, beginning of year $ 47,365 $ 50,860 NET LOSS (2,134) (3,495) SURPLUS, end of year $ 45,231 $ 47,365 Mid S. Watsky CALy Page 186 of 279 93 10.i) Report No. CS12014 -01, Donna Hewitt, Director of Corpo... 'you nshi- c) )J REPORT"` =�' Proud Heritage, Exciting Future Report No. To: Prepared By: CSI 2014 -01 Donna Hewitt, Director of Council Corporate & Strategic Initiatives Meeting Date: Subject: Motion # January 22, 2014 Corporate Projects Status Update — December 31, 2013 Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended: 1. THAT Report CSI 2014 -01 be received. BACKGROUND: As requested by Council and identified in Report CSI 2013 -05, Township staff commenced monthly reporting on Corporate Project Implementation in October 2013. Attached as Appendix A is the December Corporate Project report. ANALYSIS: Not applicable. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: Not applicable. POLICIES /LEGISLATION: Not applicable. CSI Report No CSI 2014 -01 Meeting Date January 22, 2014 Page 1 of 8 Page 187 of 279 10.i) Report No. CS12014 -01, Donna Hewitt, Director of Corpo... CORPORATE STRATEGIC GOALS: Service Excellence: To provide a welcoming, courteous and professional culture of service excellence on the part of Council and Township staff. CONSULTATIONS: Senior Management Team ATTACHMENTS: Appendix A: Corporate Project Tracking — December 31, 2013 CONCLUSION: That the update on corporate projects be received for information. Respectfully submitted: Donna Hewitt Director Corporate & Strategic Initiatives C.A.O. Approval / Comments: CSI Report No CSI 2014 -01 Meeting Date January 22, 2014 Page 2 of 8 Page 188 of 279 0) M C — N � L y.+ CL 0 CL 0 d a w L a o 10.i) Report No. CS12014 -01, Donna Hewitt, Director of Corpo... G et o0 N 0 M N R 0a 3 d D C d d 2 0 r 0 N N U 0 z r- 0 Um CL v c e E � � C E U V 0 3- Cu 2 _ � Q X O o L =t�OU Q �i C O U O� (D -a ' ❑ E 3 >+ , . o -0 ooc �aUo > o Cu 0� c o 3 -a> � m E�1E o oQ > � ° CU 0 0. _ o -3eC) > _ o 0 CU 0 CD N L .Q 1 4- O (B 4- CO +' O O O acv O 2 CEo. — — ,4? 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Page 193 of 279 IV 00 o p N ti N d �O ma C i 0 C i/ d 2 Tml 0 r N U O Z t O UW � o c ca ea Cu p (O U) L i 0) L O .� 30 N CO -0 E 0 a) -c U i Cu fn a) C: O O O Q U C . - O - FV J (6 J N QO a) -0 Z -C�N E E "C a p N O C O O O N �i fn OZ'' C ^U, W O Q- Y `ten L W O /�� O O U y"' U C C V, 0 ,n Cn 0 a) O C N (� Cu V J 0) 0 a) QU O EC � .O 0 O— 0 U O �U O 0 Q to -0 0 C C O� O C O (E Ui "O C c C �O/ LO m LL L O "O f6 t CL O +r N U L O a) ID — a) y E Y U a a a y+Q Oa- Vii❑ W O CO O 0 0U') U i O Q U-0 CL Cr CO) H i L a) L a) L L a) a) L () L � � L ,Q •,Q L OU �0 UO O a) O O a) t0 > 00 z 0 z 00 z W W N Cu Mt t J (n U) J I'M �. Q-����� ;F+ O u j Q L iw Cu —j a) a+ CO E Ca O ❑ O d vm 1 .1 O O �C: a cn F=ad Page 193 of 279 IV 00 o p N ti N d �O ma C i 0 C i/ d 2 Tml 0 r N U O Z t O UW 10.i) Report No. CS12014 -01, Donna Hewitt, Director of Corpo... a of 279 11 00 0 N 00 N 0 �m �a C i 0 0) C iu 2 T O 4 T O N U 0 z 0 a UW 0 a O L C -CD � (0 � N :3 L L Q) U U L Q a) L CD t p � O I � a) a E N �'� CL _0 t�� C CU U Q Cu = c "O '� "O E O J 0 0 J O Oa) a) U C L 40 N X E o -0 a) E U Q O -0� a) a) C 4E c Q Cu 0 CD � ° a) Q I _ U o m a) U Cu _0 +, O cn c O CL �+ - C: Od -a En m •� Cu > N _ 'E c O_ C U 0 Q m �. U (B A Y° Y L i 10 J) Report No. CS12014 -02, Donna Hewitt, Director of Corpo... W 3umshi- cif REPORT Proud .Heritage, Exciting Future Report No. To: Prepared By: CSI 2014 -02 Donna Hewitt, Director of Council Corporate & Strategic Initiatives Meeting Date: Subject: Motion # January 22, 2014 External Customer Satisfaction Survey and Corporate Strategic Roll #: R.M.S. File #: Plan 2014 -2018 RECOMMENDATION(S): Requires Action For Information Only It is recommended: 1. THAT Report No. CSI 2014 -02 be received; 2. And THAT the Director CSI proceed with the community data collection and analysis process outlined in the report. BACKGROUND: History: In 2008, the municipality initiated "Looking Ahead 2008" which included as a primary goal, enhancing customer satisfaction. Both internal and external surveys were executed to measure and benchmark satisfaction and solicit suggestions on how the municipality could deliver a better experience to our customers. The input received resulted in a number of changes in "how services" are delivered to our customers. Council also began a process in late November 2010 to review and update the Corporate Strategic Plan that had been initially developed during the previous term of Council. Throughout 2011, Township staff worked with both Council and the Community at -large to refine the Plan with a focus on priority and relevancy to the needs of the Community. A number of goals were documented; one of which focused on Service Excellence, consistent with the message identified in 2008. The 2011 -2014 Corporate Strategic Plan was adopted by Council in December 2011 and made available to the community in printed and digital formats in early 2012. CSI Report No CSI 2014 -02 Meeting Date January 22, 2014 Page 1 of 4 Page 195 of 279 10.j) Report No. CS12014 -02, Donna Hewitt, Director of Corpo... Council has utilized this Strategic Plan as it identified work objectives for the CAO through to 2014. These objectives were subsequently incorporated in the municipality's Performance Management Program for staff at all levels. Further, the strategies as outlined in the Strategic Plan have provided direction to staff in the creation of operating budgets and long term capital budgets. Annual reports have been prepared and distributed to the community documenting actions taken regarding the implementation of the Plan. ANALYSIS: External Customer Satisfaction Survey and Corporate Strategic Plan 2014 -2018: As noted previously, significant effort has been made by Council and senior staff to link the Corporate Strategic Plan, Department Operation Plans and the annual Operating and Capital Budgets into the Corporate Performance Management program. In keeping with the objective of "Service Excellence ", Council has tasked staff with updating the external and internal satisfaction surveys. The results of which will not only gauge our progress of continuous improvement but will also identify opportunities for future action and will support service level delivery and budget processes. In addition, as noted above, the current Strategic Plan has been structured such that it aligns to the current term of Council; 2011 -2014. Staff is recommending that the external community survey also be used as an opportunity to solicit input on the existing mission and goals as approved by Council and identify potential actions to be included in the next Corporate Strategic Plan. The survey tool will be multi - pronged based upon the customer satisfaction survey utilized in 2009 and also include open -ended qualitative questions reflecting the mission and goals of the municipality. Utilizing the 2009 survey will enable a comparative analysis to assess improvement in service level delivery. With consideration for ensuring a quality project delivered in a financially efficient and anonymous fashion, staff approached the Georgian College's Research Analyst Program (RAP) at the Barrie campus for assistance with this project. The Research Analyst Program is a post - graduate program which focuses on teaching students the skills necessary to engage in applied market and social research for both the business and government sectors. As part of the learning process, teams of students are required to complete actual research assignments for businesses or organizations while being mentored by the RAP Program Co- ordinator. The organizations are expected to cover all direct costs associated with the research (for example: printing and postage costs, meeting expenses etc.) and it is hoped that an honorarium would be provided to the team; the team members are not paid. An application was submitted to the program and a team of students have begun working with township staff to develop a research plan which includes survey design and execution. The research team will utilize the Recreation & Community Services Guide, the Oro - Medonte Messenger, Press Releases, the municipal website and Social Media to communicate with CSI Report No CSI 2014 -02 Meeting Date January 22, 2014 Page 2 of 4 Page 196 of 279 10J) Report No. CS12014 -02, Donna Hewitt, Director of Corpo... residents /businesses both the project objectives and the survey. In an effort to obtain a sufficient response rate (sample size) for analysis, municipal staff will outreach directly to a variety of community stakeholders /organizations via attendance at meetings, through emails and telephone. All reasonable efforts will be taken to obtain individual feedback from our constituents. The community will be encouraged to complete their surveys on -line to aid in the data entry process and to minimize opportunities for multiple responses. However, for those who are not able /comfortable utilizing technology, the ability to respond in writing will be made available. All survey responses will be analyzed by the RAP Team with a consolidated report provided to staff. Staff will utilize these results as input into the draft 2014 -2018 Corporate Strategic Plan which will be presented to the 2014 -2018 Council for consideration for their term. Proposed Proiect Work Plan: (CSI = Director; RAP= Research Analyst Project Team; SMT= Senior Management Team; R &CS= Recreation& Community Services) Action Timing Responsibility Research Methodology finalized December 31, 2013 CSI, RAP, CAO Communication message finalized January 24, 2014 CSI, RAP, Communications Survey Tool finalized January 24, 2014 CSI, RAP, CAO, SMT Advance communication messages issued January 24, 2014 Communications, RAP Initial communication — Messenger January 30, 2014 Communications Survey printed (Recreation & Community Services guide) January 31, 2014 Communications, R &CS Website Updates, Social Media program (ongoing) February — March 2014 Communications, RAP Community Organization Outreach (email, attendance at meetings etc.) February — March 2014 CSI, CAO Survey distribution and execution February — March 2014 RAP Data analysis March 2014 RAP Report preparation & presentation April 2014 RAP Interpretation of qualitative data and development of draft 2014 -2018 Corporate Strategic Plan May — October 2014 CSI, CAO, SMT Presentation /workshop with 2014 -2018 Council December CSI Presentation of finalize Plan to Council for approval January 2016 CSI FINANCIAL/ LEGAL IMPLICATIONS / RISK MANAGEMENT: Any financial implications associated with this report can be accommodated within the CAO Department's Base Operating Budget for 2014. CSI Report No CSI 2014 -02 Meeting Date January 22, 2014 Page 3 of 4 Page 197 of 279 10 J) Report No. CS12014 -02, Donna Hewitt, Director of Corpo... POLICIES /LEGISLATION: NA CORPORATE STRATEGIC GOALS: Service Excellence CONSULTATIONS: CAO Corporate Communications Georgian College Research Analyst Program Staff & Project Team ATTACHMENTS: CONCLUSION: The municipality has made great strides in moving forward on Council's strategic direction. Through the integration of the Performance Management Program and the annual and multi -year budget process, the Township has remained focused on fulfilling Council's mission. The implementation of an external customer satisfaction survey is an excellent vehicle to drive continuous improvement and the development of the next Corporate Strategic Plan — a tool to guide the next term of Council Respectfully submitted: Donna Hewitt Director Corporate & Strategic Initiatives C.A.O. Approval / Comments: CSI Report No CSI 2014 -02 Meeting Date January 22, 2014 Page 4 of 4 Page 198 of 279 11.a) Councillor Crawford re: Economic Development Initiativ... Holiday Train 15th year of CP Holiday Train raises record $2 million in support of local food banks The 2013 Canadian Pacific Holiday Train has officially wrapped up its journey across Canada and the United States raising record donations for North American food banks. Donations for the 2013 three -week journey by two brightly- decorated freight trains to over 150 communities hit more than $2 million and 300,000 pounds of food. "This was a record year for the Holiday Train and Canadian Pacific congratulates all those who rallied together in supporting communities in their fight against hunger," said E. Hunter Harrison, CP's chief executive officer. As part of what was raised during this year's Holiday Train, the Breakfast Club of Canada and Feeding America each received $250,000 from CP in support of their national programs. The 2013 donation results now push totals since 1999 to close to $9.5 million and 3.3 million pounds. 2013 Holiday Train schedule Holiday Train Signature Events Sheryl Crow, Sarah McLachlan, Tom Cochrane with Red Rider, The Tenors, Great Big Sea, Matt Dusk, Natalie MacMaster and Take 6 in celebrated the 15th anniversary of the CP Holiday Train in Hamilton on November 30, Calgary on December 7 and Cottage Grove on December 14. Canadian Holiday Train schedule and entertainers The Canadian Holiday Train embarked on its three -week journey on November 26 from Beaconsfield, Quebec, finishing up in Port Coquitlam, BC, on December 16. The Canadian train featured Melanie Doane with special guests Doc Walker, Brothers Dube, Crystal Shawanda, Jim Cuddy, and Matt Dusk. Page 199 of 279 f y � M � r fir, ■ ■ �, � � � W74 ■` � ■ a _ t -� 4 .._ i F ■ f ® r i 1 v1Y' 1 _ { Lo e r 11.a) Councillor Crawford re: Economic Development Initiativ... C a M �J 77 r om h Page 201 of 279 11.b) Mayor H.S. Hughes, correspondence dated January 9, 201... TILLSONBURG POLICE SERVICES BOARD 200 Broadway Street, 2nd Floor Tillsonburg, Ontario N4G 5A7 Telephone (519) 688 -2406 Fax (519) 842 -4120 January 9, 2014 Ms. Mary Silverthorn Provincial Commander, OPP Municipal Bureau 777 Memorial Drive Orillia, ON L3V 7V3 Corporate Services Ms. Karen Maxwell Assistant Deputy Minister - Policy and Strategic Planning Division Ministry of Community Safety & Correctional Services George Drew Building 9th Floor, Grosvenor Street Toronto, ON M7A 1Y6 RE: OAPSB Letter November 25th, 2013 A letter sent to you from the OAPSB has placed our Board in a position that compels us to send a response in support of the current proposed Billing Model. It is disconcerting that the OAPSB decided to take a position that we believe does not represent the majority of the Section 10 membership. In light of this we have notified the OAPSB of our concerns. Everyone is aware that not all will be happy with the proposed change but we believe it is a step in the right direction. Municipalities paying over $400 per household, which appears to be the bulk of the Section 10 Boards under contract to the OPP, cannot continue to pay the lion's share of policing costs. The OPP were asked to develop an alternative to the current model. We believe the model outlined at the engagement sessions, goes a long way toward fairly reflecting the true cost of policing that must be shared by all municipalities. When it comes to policing, every member of the public has the same basic expectation, that should an emergency arise, a 911 call will result in the response of a police constable. That expectation comes with a price that until now has not been shared equally across the province. Every municipality should be required to pay their fair share for the infrastructure needed to provide that basic level of service. j an6ur(5 apP tvd Page 2 k#vo 11.b) Mayor H.S. Hughes, correspondence dated January 9, 201... Challenges in implementing the new model are to be expected, it may require some adjustment along the way, but the status quo is obviously not working as it relates to costing fairness. Our Board sincerely hopes that those responsible for the implementation of the new OPP billing model will persevere amongst the objectors and bring this model to full implementation for 2015. Respectfully, Larry Scanlan Chair Tillsonburg Police Service Board Igscan @hotmail.com cc: The Honourable Minister Madeline Meilleur, Minister of Community Safety & Correctional Services The Honourable Jeff Leal, Minister of Rural Affairs The Honourable Charles Sousa, Minister of Citizenship and Immigration The Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing The Honourable Kathleen Wynne, Premier of Ontario Mr. Russ Powers, President AMO Mayors Coalition Section 10 Police Services Boards Mr. David Calder, CAO Town of Tillsonburg Members of Town of Tillsonburg Council j on6ar(5 apP tvd Page 2 11.c) Mayor H.S. Hughes re: 2014 Hometown Heroes Award Progr... From: zoal(a)earthday.ca [mailto:zoal(c-)earthday.ca] Sent: Tuesday, January 14, 2014 12:29 PM To: Hughes, Harry Subject: $10,000 and $5,000 awards for local eco- heroes! Contact: Mayor Harry Hughes Hello Harry Hughes, I am writing as a follow -up to the e-mail we sent you regarding the Hometown Heroes Award Program 2014. If you know an individual, group or small business in your community that is making a difference to improve the state of the environment at the local level, we encourage you to nominate them for an award at earthday.ca /hometown and help Earth Day Canada (EDC) recognize and celebrate environmental achievement in Canada. Heroic candidates can win one of the following: • Individual Hometown Heroes Award —a $10,000 cash -prize to donate to a local environmental group /cause of their choice • Group Hometown Heroes Award —a $10,000 cash -prize to support their work • Small Business Hometown Heroes Award —a $5,000 cash -prize that must be used by the business to make an operational change that results in the business lessening their environmental impact, and permission from EDC to use the award and the EDC logo for one year to help market and promote the business and /or an approved product. For more information or to submit a nomination, please visit earthday.ca /hometown. Heroes must be nominated by March 31, 2014. If you have any questions about the program or would like our guidance completing the nomination package, please contact us at 416- 599 -1991 ext. 113 (1- 888 - 283 -2784 ext. 113) or at heroes a().earthday.ca. We're happy to answer any questions you may have, and guide you through the nomination process. Best regards, Zoal Razaq Program Assistant Earth Day Canada www.earthday.ca Name: Zoal Razaq E -mail Address: zoal a().earthday.ca Phone Number: 416- 599 -1991 x113 Notice of Collection /Use /Disclosure: All information about municipal services is collected in accordance with the Municipal Act, 2001, under s.8 and for Council's purposes under s.239(1) and may be used in Council deliberations, and disclosed in full, including email, names, opinions and addresses to other persons requesting access to records, or as part of a public agenda. All information submitted to the municipality is subject to the Municipal Freedom of Information Act (MFIPPA). Questions about this notice of collection should be directed to the Clerk's Office (705) 487- 2171, ext. 2132. Page 204 of 279 Hometown Heroes - Home Page 1 of 1 11.c) Mayor H.S. Hughes re: 2014 Hometown Heroes Award Progr... Home Eligibility FAQ Judges Winners a sfram ai.r ES ft�ct7����iriai�� k�.t�� ir4��i»aei�lxl ,�lchieti ei77e�i� INDIVIDUAL AWARD GKOIJP AWARF) SMALL BUSINESS AWARD They overcome environmental obstacles. They engage others in support of a sustainable community. You may know them as a neighbour, volunteer group or local business, but to Earth Day Media Canada, they're Hometown Heroes working to support a healthier environment. The Hometown Heroes Award Program is your chance to help Contact Canada recognize and celebrate environmental leaders — whether an individual, group or small business — who foster meaningful, long -term community awareness and action. Heroic candidates can win the Individual Hometown Heroes Award -a $10,000 cash prize to donate to a local environmental group /cause of their choice; the Group Hometown Heroes Award a $10, 000 cash prize to support their work or the Small Business Hometown Heroes Awarda $5,000 cash prize that must be used by the business to make an operational change that results in the business lessening their en vironmental impact, and permission from EDC to use the award and the EDC logo for one year to help market and promote the business and /or an approved product. The nomination deadline is March 31, 2014. Print Magazine Partner Sponsored By r a11� jWm�al co � i � With eco- friendly spray paint in hand, DDB Canada took to the streets of Toronto to promote the Hometown Heroes Award Program. Very cool. Thanks DDB! Ad #1 [2.9M8 JPEG] Ad #2 [2.5M8 JPEG] 6 0 Ecirth Da.y CANADA O 2014 Earth Day Canada Privacy Statement Page 205 of 279 http://www.earthday.ca/hometown/en/index.php 1/14/2014 11.c) Mayor H.S. Hughes ��C &6 JtUHRT tBMi T8rn H OESr5�r14 Earth Day CANADA AWARD NOMINATION PACKAGE G��V What is the Individual Hometown Heroes Award? Earth Day Canada's Hometown Heroes Award Program recognizes individuals who make significant environmental achievements in their community with the Individual Hometown Heroes Award. The winning individual is awarded $10,000 to donate to a local environmental group /cause of their choice. Please note: The winning individual will be recognized at an awards ceremony in Toronto in spring 2014. The attendee will be provided any necessary accommodation and travel, courtesy of Earth Day Canada. Eligibility requirements for individual nominations Earth Day Canada will consider individual candidates who: • Demonstrate outstanding environmental leadership, commitment and achievements in their communities • Carry out voluntary, not - for - profit environmental efforts, outside of the candidate's employment activities, with notable accomplishments that have resulted in continuous, long -term and sustainable impacts within local communities • Engage, educate and /or empower community members to support a healthier environment • Focus their environmental efforts on Canada • Are Canadian citizens or permanent residents of Canada (landed immigrants) • Are not an elected official (applicable to all levels of Government) • Completed the Individual Hometown Heroes nomination package, including all forms and supporting documentation - must be received by March 31, 2014 How to submit a nomination package To nominate (or self- nominate) someone for the Individual Hometown Heroes Award, submit ALL of the following to Earth Day Canada: A typed Hometown Heroes Nomination Form (see pages 4 -8), including: The candidate's information • A summary of the candidate's environmental accomplishments (Sections A and B) • A summary of the intended $10,000 cash award recipient and the environmental work that will be accomplished with the financial award (Section C) • The Candidate's Declaration Form — signed by the candidate Two items of supporting documentation (with a limit of five single -sided pages or five minutes for each item) substantiating the candidate's environmental achievements (e.g. two of the following items: newspaper articles, brochures, video clips, photographs with captions, testimonials, etc). All documents exceeding these requirements will not be considered in the judging process. Two reference letters (with a limit of one page only for each) signed, on letterhead and sealed in an envelope sent with the nomination package. References cannot come from relatives or employees of the candidate. Submit hard copies by March 31, 2014 to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Earth Day Canada Hometown Heroes Award Program 2014 Page 206 of 279 Page 1 of 8 Please note: 11.c) Mavor H.S. Hughes re: 2014 Hometown Heroes Award Progr... • Earth Day Canada is not resp nsibl for nominatio s lost during delivery • Handwritten nominations will not be accepted • Nomination materials will not be returned • All supporting documentation in audio /visual format must be submitted on a DVD, CD -ROM or USB • All supporting documentation and references must be reproducible on 8.5" x 11" white paper • Supporting documentation that cannot be duplicated will not be sent to judges for consideration Instructions Step One — Getting started Before you begin completing the nomination package, ensure that the individual meets all of the eligibility criteria. Allow yourself enough time to complete all forms and obtain supporting documentation. Carefully read the instructions and be sure to answer the questions directly. Step Two — Completing the nomination form • Please do not reformat any part of the nomination form. • Candidates are responsible for ensuring that all forms are typed. Handwritten material (excluding the signature on the Candidate's Declaration Form) will not be accepted. • The candidate's information section consists of information fields that you must complete. All answer fields are highlighted in grey. 1. Position your cursor inside a form field (within a grey area) and click. The text field will be highlighted, and you may then begin typing. 2. Move to the next field by either pressing the Tab key or selecting the next field with your mouse. 3. To check a box, click on the box with your cursor. 4. To save the Nomination Form at any time while entering information or revising: a) Choose File /Save As from the top menu bar. b) Choose a location and then click Save. 5. After you have completed the nomination, print pages 4 through 8 only. Please do not submit pages through 3 with your nomination package. If you have trouble accessing or completing the nomination form, please contact Hometown Heroes at heroes@earthday.ca. Step Three — Before you submit your nomination • Have someone review the form for grammar and spelling. • Save a copy of the nomination form for your own records. • Sign and date the Candidate's Declaration Form on Page S. Please note: Nominators may not sign on behalf of the candidate (unless self- nominating). Nomination review process • Upon receipt of your package, an email confirmation will be sent to you. If you do not receive a confirmation within two weeks of sending us your nomination, please contact us at heroes@earthday.ca. • A judging panel of community, business and environmental leaders will select the 2014 Earth Day Canada Hometown Heroes Award winners. • Notifications to all candidates will be made by email in May 2014. • To find out about the 2014 award winners, please visit www.earthday.ca /hometown in June 2014. Please note: Earth Day Canada, Mill Street Brewery and the RBC Foundation are not involved in, nor have any influence over, the decisions of the judging panels. Earth Day Canada Hometown Heroes Award Program 2014 Page 207 of 279 Page 2 of 8 • general please �Qir: i?�i�m ' +�.'- '��7��s�c For all other questions regarding the Hometown Heroes Award Program, please email heroesCa)earthday.ca. The Hometown Heroes Award Program is made possible through the support of Mill Street Brewery and the RBC Foundation. Earth Day Canada thanks all Hometown Heroes Award candidates for their outstanding commitment to the environment. Good Luck, Heroes! Earth Day Canada Hometown Heroes Award Program 2014 Page 208 of 279 Page 3 of 8 EARTH DAY14:ANAPArH-CWEfl@WNrMEPWt$-iAMb%RUhRROfeRNIhard Progr... INDIVIDUAL NOMINATION FORM 2014 Candidate's Information Surname Job Title Confirm nomination category: C Individual C Group Street Address City /Town Given Name Employer Status in Canada C Small Business C Canadian Citizen C Permanent Resident (Landed Immigrant) Province /Territory Email Address (to confirm receipt of nomination) Nominator (if applicable) Surname Relationship to Candidate Street Address City /Town Province /Territory Email Address (to confirm receipt of nomination) Postal Code Telephone Number Given Name Name of Organization (if applicable) Postal Code Telephone Number How did you find out about the Earth Day Canada Hometown Heroes Award Program? ❑ Environmental/ ❑ Earth Day Canada ❑ EDC Mailing ❑ Local Mayor's Office ❑ Friend Community Organization Website List ❑ Radio Ad ❑ Internet Teacher Newspaper Magazine Other Earth Day Canada Hometown Heroes Award Program 2014 Page 209 of 279 Page 4 of 8 SECTION A: The Candidajj • "cft1grcM1&ggqhes re: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Additional text will not appear on the application form. Tell us about the candidate, the voluntary environmental work they undertake and how it relates to positive environmental outcomes and results in the community. Please include the following in your response: • Describe the community and its size, region and /or population. • Describe the limitations within the community that were overcome to realize positive environmental action. • Describe how the candidate's work has led to greater environmental awareness and action in the community. Earth Day Canada Hometown Heroes Award Program 2014 Page 210 of 279 Page 5 of 8 SECTION B: Major accon 1,,WkWor H.S. Hughes re: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Describe the candidate's most notable environmental initiative, which fostered healthier and more sustainable communities. Please include the following in your response: • Provide details on the timeline of the initiative and /or volunteer work. • Discuss the limitations or barriers the candidate had to overcome. • Describe the initiative's positive environmental benefits and long -term sustainable impact, include quantitative and qualitative results. • Describe how the initiative was received and supported by the community. • Discuss the other individuals and /or groups involved, and how the initiative created and instilled greater environmental awareness and action in the community. Earth Day Canada Hometown Heroes Award Program 2014 Page 211 of 279 Page 6 of 8 SECTION C: The Award rl�IAMUWtHhe §.AW S &a?�fti�iometown Heroes Award Progr... Please note: Use only the space provided. Tell us about the registered not - for - profit, charitable organization, or school group that the individual would designate the $10,000 award to. Please include the following in your response: • Describe the group and their environmental work. Please provide the group's mission /mandate. • Describe how the award will benefit the environment and the local community. Please be specific in your response - e.g. detail a specific project or initiative the funds will go towards. • Describe both the quantitative and qualitative benefits of the project or initiative to the local environment and community. Earth Day Canada Hometown Heroes Award Program 2014 Page 212 of 279 Page 7 of 8 Candidate's declaration fj�nt) �c i�aFt�S 'uSt it Pa c� Uf fi 1'hls'� fi t� a� 1'h' aQr ah� a�rlgr�i �i' completed nomination package to be received by March 31, 2014. Nominators may not sign this form on behalf of the candidate (unless self- nominating). J I declare that: 1) All information provided in this nomination is true, complete and accurate to the best of my knowledge. 2) I have read and understood the eligibility requirements of the Earth Day Canada Individual Hometown Heroes Award Program and fulfilled each and every applicable requirement. I understand and agree that: 1) Nomination information may be subject to verification. 2) Photographs and a summary of my nomination may be released and used for publicity or promotional purposes associated with Earth Day Canada and /or the Hometown Heroes Award Program. 3) If I am chosen as a winner of the Individual Hometown Heroes Award, I or a personal representative will be available to participate in the awards ceremony in spring 2014, in Toronto, Ontario (accommodation and travel expenses to be paid by Earth Day Canada). 4) Nomination materials will not be returned. 5) Earth Day Canada will not be responsible for nominations lost during delivery between the candidate and the Earth Day Canada office. 6) If successful, Earth Day Canada will not release the $10,000 award to a local group /cause that is not a registered charity, registered not - for - profit or a not - for - profit school. Candidate's signature (in ink) Checklist Date (in ink) Please ensure that you have completed and submitted the following with your nomination package: ❑ Nomination and Candidate's Declaration Forms (pages 4 through 8). El Two reference letters illustrating the candidate's environmental accomplishments (with a limit of one page each), signed, on letterhead and sealed in an envelope. ❑ Two items of supporting documentation (with a limit of five pages or five minutes each). Hardcopy Nomination Packages must be received by March 31, 2014. Please mail the package to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Earth Day Canada Hometown Heroes Award Program 2014 Page 213 of 279 Page 8 of 8 11.c) Mayor H.S. Hughes re: 21d& 3[ 08MYffn ftpOESr5�r14 Earth Day CANADA AWARD NOMINATION PACKAGE G��V What is the Group Hometown Heroes Award? Earth Day Canada's Hometown Heroes Award Program recognizes groups and organizations that make significant environmental achievements in their community with the Group Hometown Heroes Award. The winning group is awarded $10,000 to support their environmental work. Please note: The group will be recognized at an awards ceremony in Toronto in spring 2014 if they are selected as the recipient of the Group Award. The attendees will be provided any necessary accommodation and travel, courtesy of Earth Day Canada. Eligibility requirements for group nominations Earth Day Canada will consider group candidates who: • Operate as a registered not - for - profit or charitable organization, volunteer group or school • Demonstrate outstanding environmental leadership, commitment and achievements in local communities • Carry out not - for - profit environmental efforts with notable accomplishments that have resulted in continuous, long -term and sustainable impacts within local communities • Engage, educate and /or empower community members to support a healthier environment • Focus their environmental efforts on Canada • Are not fully funded and delivered by any level of Government • Completed the Group Hometown Heroes nomination package, including all forms and supporting documentation - must be received by March 31, 2014 How to submit a nomination package To nominate (or self- nominate) someone for the Group Hometown Heroes Award, submit ALL of the following to Earth Day Canada: A typed Hometown Heroes Nomination Form (see pages 4 -8), including: The candidate's information • A summary of the candidate's environmental accomplishments (Sections A and B) • A summary of the environmental work that will be accomplished with the Hometown Heroes Award (Section C) • The Candidate's Declaration Form — signed by the candidate Two items of supporting documentation (with a limit of five single -sided pages or five minutes for each item) substantiating the candidate's environmental achievements (e.g. two of the following items: newspaper articles, brochures, video clips, photographs with captions, testimonials, etc). All documents exceeding these requirements will not be considered in the judging process. Two reference letters (with a limit of one page only for each) signed, on letterhead and sealed in an envelope sent with the nomination package. References cannot come from relatives or employees of the candidate. Submit hard copies by March 31, 2014 to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Earth Day Canada Hometown Heroes Award Program 2014 Page 214 of 279 Page 1 of 8 Please note: 11.c) Mavor H.S. Hughes re: 2014 Hometown Heroes Award Progr... • Earth Day Canada is not resp nsibl for nominatio s lost during delivery • Handwritten nominations will not be accepted • Nomination materials will not be returned • All supporting documentation in audio /visual format must be submitted on a DVD, CD -ROM, or USB • All supporting documentation and references must be reproducible on 8.5" x 11" white paper • Supporting documentation that cannot be duplicated will not be sent to judges for consideration Instructions Step One — Getting started Before you begin completing the nomination package, ensure that the group meets all of the eligibility criteria. Allow yourself enough time to complete all forms and obtain supporting documentation. Carefully read the instructions and be sure to answer the questions directly. Step Two — Completing the nomination form • Please do not reformat any part of the nomination form. • Candidates are responsible for ensuring that all forms are typed. Handwritten material (excluding the signature on the Candidate's Declaration Form) will not be accepted. • The candidate's information section consists of information fields that you must complete. All answer fields are highlighted in grey. 1. Position your cursor inside a form field (within a grey area) and click. The text field will be highlighted, and you may then begin typing. 2. Move to the next field by either pressing the Tab key or selecting the next field with your mouse. 3. To check a box, click on the box with your cursor. 4. To save the Nomination Form at any time while entering information or revising a) Choose File /Save As from the top menu bar. b) Choose a location and then click Save. 5. After you have completed the nomination, print pages 4 through 8 only. Please do not submit pages through 3 with your nomination package. If you have trouble accessing or completing the nomination form, please contact Hometown Heroes at heroes@earthday.ca. Step Three — Before you submit your nomination • Have someone review the form for grammar and spelling. • Save a copy of the nomination form for your own records. • Sign and date the Candidate's Declaration Form on Page 8. Please note: Group Hometown Heroes Award candidates must choose an appropriate representative to sign on behalf of the group candidate and the nominator may not sign on behalf of the group candidate (unless self - nominating). Nomination review process • Upon receipt of your package, an email confirmation will be sent to you. If you do not receive a confirmation within two weeks of sending us your nomination, please contact us at heroes @earthday.ca. • A judging panel of community, business and environmental leaders will select the 2014 Earth Day Canada Hometown Heroes Award winners. • Notifications to all candidates will be made by email in May 2014. • To find out about the 2014 award winners, please visit www.earthday.ca /hometown in June 2014. Please note: Earth Day Canada, Mill Street Brewery and the RBC Foundation are not involved in, nor have any influence over, the decisions of the judging panels. Earth Day Canada Hometown Heroes Award Program 2014 Page 215 of 279 Page 2 of 8 For general inquiries, please v�i�it �i i tq ra�H�gq i ftAft W.. OAVWAnoWard Progr... For all other questions regarding the Hometown Heroes Award Program, please email heroes @earthday.ca. The Hometown Heroes Award Program is made possible through the support of Mill Street Brewery and the RBC Foundation. Earth Day Canada thanks all Hometown Heroes Award candidates for their outstanding commitment to the environment. Good Luck, Heroes! Earth Day Canada Hometown Heroes Award Program 2014 Page 216 of 279 Page 3 of 8 EARTH DAY14:ANAPArHCWEfl@WNrMEPWt$-iAMb%RUhRROfeRNIhard Progr... GROUP NOMINATION FORM 2014 Candidate's Information Name of Organization /Group Name of Primary Contact Confirm nomination category: Type of organization ( e. 9• registered charit Y. volunteer group) C Individual (` Group {' Small Business Street Address City /Town Province /Territory Postal Code Email Address (to confirm receipt of nomination) Website (if available) Nominator (if applicable) Surname Relationship to Candidate Street Address City /Town Province /Territory Email Address (to confirm receipt of nomination) Telephone Number Given Name Name of Organization (if applicable) Postal Code Telephone Number How did you find out about the Earth Day Canada Hometown Heroes Award Program? ❑ Environmental/ ❑ Earth Day Canada ❑ EDC Mailing ❑ Local Mayor's Office ❑ Friend Community Organization Website List ❑ Radio Ad ❑ Internet Teacher Newspaper Magazine Other Earth Day Canada Hometown Heroes Award Program 2014 Page 217 of 279 Page 4 of 8 SECTION A: The Candidaj� uq�oupgRfi h& tbLWAl l§i[y: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Additional text will not appear on the application form. Tell us about the candidate, the environmental work they undertake and how it relates to positive environmental outcomes in the community. Please include the following in your response: • Describe the community and its size, region and /or population. • Describe the limitations within the community that were overcome to realize positive environmental action. • Describe how the candidate's work has led to greater environmental awareness and action in the community. Earth Day Canada Hometown Heroes Award Program 2014 Page 218 of 279 Page 5 of 8 SECTION B: Major accon 1,,WkWor H.S. Hughes re: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Describe the candidate's most notable environmental initiative, which fostered healthier and more sustainable communities. Please include the following in your response: • Provide details on the timeline of the initiative. • Discuss the limitations or barriers the candidate had to overcome. • Describe the initiative's positive environmental benefits and long -term sustainable impact, include quantitative and qualitative results. • Describe how the initiative was received and supported by the community. • Discuss the other individuals and /or groups involved, and how the initiative created and instilled greater environmental awareness and action in the community. Earth Day Canada Hometown Heroes Award Program 2014 Page 219 of 279 Page 6 of 8 SECTION C: The Award'sldo�k WXgiV&e%r"NAVAL %tJ014 Hometown Heroes Award Progr... Please note: Use only the space provided. Tell us how the $10,000 award will support the group's environmental work. Please include the following in your response: • Describe a specific project or initiative the funds will go towards. Please be specific in your response — e.g. what costs the award will cover. • Describe how the project or initiative will lead to greater environmental awareness and action in the community. • Describe the initiative's positive environmental benefits and long -term sustainable impact, include quantitative and qualitative results. Earth Day Canada Hometown Heroes Award Program 2014 Page 220 of 279 Page 7 of 8 Candidate's declaration fl�rtOA; •am �p §gst? yskgv& ?i9J JA90%py� g fdgq� %&qfg Pa99Sa- along with a completed nomination package to be received by March 31, 2014. Nominators may not sign this form on behalf of the candidate (unless self- nominating). I /we declare that: 1) All information provided in this nomination is true, complete and accurate to the best of my /our knowledge. 2) I /we have read and understood the eligibility requirements of the Earth Day Canada Group Hometown Heroes Award Program and fulfilled each and every applicable requirement. I /we understand and agree that: 1) Nomination information may be subject to verification. 2) Photographs and a summary of my /our nomination may be released and used for publicity or promotional purposes associated with Earth Day Canada and /or the Hometown Heroes Award Program. 3) If chosen as the winner of the Group Hometown Heroes Award, a representative from the organization will be available to participate in the awards ceremony in spring 2014 in Toronto, Ontario (accommodation and travel expenses to be paid by Earth Day Canada). 4) Nomination materials will not be returned. 5) Earth Day Canada will not be responsible for nominations lost during delivery between the candidate and the Earth Day Canada office. Candidate's /Representative's signature' (in ink) Date (in ink) Checklist 7 Please ensure that you have completed and submitted the following with your nomination package: ❑ Nomination and Candidate's Declaration Forms (pages 4 through 8). Two reference letters illustrating the candidate's environmental accomplishments (with a limit of one page ❑ each), signed, on letterhead and sealed in an envelope. ❑ Two items of supporting documentation (with a limit of five pages or five minutes each). Hardcopy Nomination Packages must be received by March 31, 2014. Please mail the package to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Earth Day Canada Hometown Heroes Award Program 2014 Page 221 of 279 Page 8 of 8 11.c) Mayor H.S. Hughes p:E ?8&V�ToByhy8rn 1-f pp ESra�r14 Earth Day CANADA AWARD NOMINATION PACKAGE G��V What is the Small Business Hometown Heroes Award? Earth Day Canada's Hometown Heroes Award Program recognizes small businesses that make significant environmental achievements in their community with the Small Business Hometown Heroes Award. The winning business is awarded $5,000 that must be used to make an operational change that results in the business lessening their environmental impact. In addition, the Small Business winner will receive permission to use Earth Day Canada's logo for one year to help market and promote the business and /or an approved product. Please note: The winning small business will be recognized at an awards ceremony in Toronto in spring 2014. The attendees will be provided any necessary accommodation and travel, courtesy of Earth Day Canada. Eligibility requirements for small business nominations Earth Day Canada will consider small business candidates who: • Are Canadian -owned and operated, and have operated as a registered business for at least two years • Carry out their business locally and regionally • Demonstrate outstanding environmental leadership, innovation and benefits beyond their products and /or services • Prioritize long -term environmental planning and /or commitment as an integral part of their business model and /or operations that have resulted in positive sustainable impacts • Are engaged in internal initiatives that incorporate environmental best practices, resource conservation and green living from supply chain management to employee engagement programs • Serve as community ambassadors, influencing and engaging suppliers, customers and the general public to educate and /or empower them to support a healthier environment • Are not government or quasi - government entities • Completed the Small Business Hometown Heroes nomination package, including all forms and supporting documentation - must be received by March 31, 2014 Please note: The Small Business Hometown Heroes Award is intended for small scale and locally /regionally owned businesses. Large scale business operations will not be considered. Please contact heroes @earthday.ca if you have any questions. How to submit a nomination package To nominate (or self- nominate) a business for the Small Business Hometown Heroes Award, please submit ALL of the following to Earth Day Canada: A typed Small Business Hometown Heroes Nomination Form (see pages 4 -8), including: The candidate's information A summary of the candidate's environmental accomplishments (Sections A and B) A summary of how the Hometown Heroes Award will be used to lessen the business' environmental impact and how the EDC logo will be leveraged to assist in marketing the small business and /or approved product (Section C) The Candidate's Declaration Form — signed by the candidate Earth Day Canada Hometown Heroes Award Program 2014 Page 222 of 279 Page 1 of 8 Two items of supportiggl ` '' o� ( i � ii �f 2M4npJ®,!i�6,R""(9 &mg A lbF(@0 item) substantiating the cand date' environment achievements (e.g. two of the following items: newspaper articles, brochures, video clips, photographs with captions, testimonials, etc). All documents exceeding these requirements will not be considered in the judging process. Two reference letters (with a limit of one page only for each) signed, on letterhead and sealed in an envelope sent with the nomination package. References cannot come from relatives or employees of the candidate. Submit hard copies by March 31, 2014 to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Please note: • Earth Day Canada is not responsible for nominations lost during delivery • Handwritten nominations will not be accepted • Nomination materials will not be returned • All supporting documentation in audio /visual format must be submitted on a DVD, CD -ROM or USB • All supporting documentation and references must be reproducible on 8.5" x 11" white paper • Supporting documentation that cannot be duplicated will not be sent to judges for consideration Instructions Step One — Getting started Before you begin completing the nomination package, ensure that your business meets all of the eligibility criteria. Allow yourself enough time to complete all forms and obtain all supporting documentation. Carefully read the instructions and be sure to answer the questions directly. Step Two — Completing the nomination form • Please do not reformat any part of the nomination form. • Candidates are responsible for ensuring that all forms are typed. Handwritten material (excluding the signature on the Candidate's Declaration Form) will not be accepted. • The candidate's information section consists of information fields that you must complete. All answer fields are highlighted in grey. 1. Position your cursor inside a form field (within a grey area) and click. The text field will be highlighted, and you may then begin typing. 2. Move to the next field by either pressing the Tab key or selecting the next field with your mouse. 3. To check a box, click on the box with your cursor. 4. To save the Nomination Form at any time while entering information or revising: a) Choose File /Save As from the top menu bar. b) Choose a location and then click Save. 5. After you have completed the nomination, print pages 4 through 8 only. Please do not submit pages through 3 with your nomination package. If you have trouble accessing or completing the nomination form, please contact Hometown Heroes at heroes@earthday.ca. Step Three — Before you submit your nomination • Have someone review the form for grammar and spelling. • Save a copy of the nomination form for your own records. • Sign and date the Candidate's Declaration Form on Page S. Earth Day Canada Hometown Heroes Award Program 2014 Page 223 of 279 Page 2 of 8 Please note: Small Businesslhjog�iler�e�Ar��r�da .tr��si�nfq�gsAjd I�r�'�f� on behalf of the small business ca dida e and the nom nator may not sign on behalf of the business (unless self- nominating). Nomination review process • Upon receipt of your package, an email confirmation will be sent to you. If you do not receive a confirmation within two weeks of sending us your nomination, please contact us at heroes @earthd ay. ca. • A judging panel of community, business and environmental leaders will select the 2014 Earth Day Canada Hometown Heroes Award winners. • Notifications to all candidates will be made by email in May 2014. • To find out about the 2014 award winners, please visit www.earthday.ca /hometown in June 2014. Please note: Earth Day Canada, Mill Street Brewery and the RBC Foundation are not involved in, nor have any influence over, the decisions of the judging panels. For general inquiries, please visit the Hometown Heroes website at www.earthday.ca /hometown. For all other questions regarding the Hometown Heroes Award Program, please email heroes@earthday.ca. The Hometown Heroes Award Program is made possible through the support of Mill Street Brewery and the RBC Foundation. Earth Day Canada thanks all Hometown Heroes Award candidates for their outstanding commitment to the environment. Good Luck, Heroes! Earth Day Canada Hometown Heroes Award Program 2014 Page 224 of 279 Page 3 of 8 EARTH DAY14:A rHCWEfC.@WblydE"9$ -IAMb$R�iR Ward Progr... SMALL BUSINESS NOMINATION FORM 2014 Candidate's Information Name of Small Business Confirm nomination category: C Individual (` Group Street Address City /Town Name of Primary Contact Type of ownership (e.g. sole proprietorship, co- operative, etc.) (` Small Business Province /Territory Email Address (to confirm receipt of nomination) Nominator (if applicable) Surname Relationship to Candidate Street Address City /Town Province /Territory Email Address (to confirm receipt of nomination) Website (if available) Postal Code Telephone Number Given Name Name of Organization (if applicable) Postal Code Telephone Number How did you find out about the Earth Day Canada Hometown Heroes Award Program? a ❑ Environmental/ ❑ Earth Day Canada ❑ EDC Mailing ❑ Local Mayor's Office ❑ Friend Community Organization Website List ❑ Radio Ad ❑ Internet ❑ Teacher ❑ Newspaper ❑ Magazine Other Earth Day Canada Hometown Heroes Award Program 2014 Page 225 of 279 Page 4 of 8 SECTION A: Describe the guc�rNgVor H.S. Hughes re: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Additional text will not appear on the application form. Tell us about the business. Please include the following in your response: • Describe the business, their products /services and corporate social responsibility efforts. • Describe the community in which the business works and its size, region and /or population. • Describe how the business incorporates long -term environmental planning and ethical /social values into their business model. • Describe the limitations the candidate has faced to realize positive environmental action in their business. Earth Day Canada Hometown Heroes Award Program 2014 Page 226 of 279 Page 5 of 8 SECTION B: Major accon 1,,WkWpr H.S. Hughes re: 2014 Hometown Heroes Award Progr... Please note: Use only the space provided. Describe the business' most notable environmental initiative(s) and accomplishment(s). Please include the following in your response: • Provide details on the timelines of the initiative(s). • Describe the limitations or barriers the business had to overcome. • Describe the positive environmental benefits and long -term sustainable internal /external results, include qualitative and quantitative results. • Describe how these initiatives influenced the manufacturing or supply chain management process. • Describe how the initiative was received and supported within the workplace and community; including suppliers, clients, project partners and the general public. Earth Day Canada Hometown Heroes Award Program 2014 Page 227 of 279 Page 6 of 8 SECTION C: Use of the Aji�ri b���ea� f9gg014 Hometown Heroes Award Progr... Please note: Use only the space provided. Tell us how the business will use the $5,000 to lessen their environmental impact and how the Earth Day Canada logo will be used to market and promote the business and /or approved product. Please include the following in your response: • Describe a specific operational change the business will make to lessen their environmental impact. Please be specific in your response - e.g. how will the $5,000 award be used. • Describe how the operational change will lead to environmental benefits and long -term sustainable impact - include quantitative and qualitative results. • Describe how the EDC logo will help further the business' environmental initiatives and message. • Describe the product and why the business would choose to promote it using the Hometown Heroes Award and /or EDC logo. Earth Day Canada Hometown Heroes Award Program 2014 Page 228 of 279 Page 7 of 8 Candidate's declaration fj�nt ) ,4 s pirr 42 pc, jea%sf�oem ?A1sJnMpMg9Apn r9paWn bqn trt��r... form to Earth Day Canada along with a completed nomination package to be received by March 31, 2014. Nominators may not sign this form on behalf of the candidate (unless self- nominating). I /we declare that: 1) All information provided in this nomination is true, complete and accurate to the best of my /our knowledge. 2) I /we have read and understood the eligibility requirements of the Earth Day Canada Small Business Hometown Heroes Award Program fulfilled each and every applicable requirement. 3) The nominee's business is small scale and based on a local and /or regional sphere. I /we understand and agree that: 1) Nomination information may be subject to verification. 2) Photographs and a summary of my /our nomination may be released and used for publicity or promotional purposes associated with Earth Day Canada and /or the Hometown Heroes Award Program. 3) If chosen as the winner of the Small Business Hometown Heroes Award, a representative from the organization will be available to participate in the awards ceremony in spring 2014 in Toronto, Ontario (accommodation and travel expenses to be paid by Earth Day Canada). 4) If chosen as the winner, the business has permission to use the award and the Earth Day Canada (EDC) logo for a period of one year to promote a service or product, from June 2014 to June 2015, and any use of EDC's logo and award must be approved by EDC in advance. 5) Nomination materials will not be returned. 6) Earth Day Canada will not be responsible for nominations lost during delivery between the candidate and the Earth Day Canada Office. Candidate's /Representative's signature' (in ink) Date (in ink) Checklist Please ensure that you have completed and submitted the following with your nomination package: ❑ Nomination and Candidate's Declaration Forms (pages 4 through 8). Two reference letters illustrating the candidate's environmental accomplishments (with a limit of one page ❑ each), signed, on letterhead and sealed in an envelope. ❑ Two items of supporting documentation (with a limit of five pages or five minutes each). Hardcopy Nomination Packages must be received by March 31, 2014. Please mail the package to: Earth Day Canada: Hometown Heroes 111 Peter Street, Suite 503 Toronto, ON M5V 2H1 Earth Day Canada Hometown Heroes Award Program 2014 Page 229 of 279 Page 8 of 8 12.a) Announcements of Interest to the Public:Notice for Nom... Tv f NOTICE OF NOMINATION FOR OFFICE Notice is hereby given to the Proud Heritage, Exciting Future Municipal Electors of the Township of Oro - Medonte Nominations in the Township of Oro - Medonte for the offices of: Mayor — one to be elected at large Deputy Mayor — one to be elected at large Councillors — five to be elected, one from each of the five Wards may be made by completing and filing in the office of the Clerk, nominations on the prescribed form and accompanied by the prescribed nomination filing fee of $200 for the Head of Council (Mayor) and $100 for all other offices. The filing fee is payable by cash, debit, certified cheque or money order. A nomination must be signed by the candidate and may be filed in person or by an agent during regular business hours between January 2, 2014, and September 11, 2014, and between 9 a.m. and 2 p.m. on September 12, 2014 (Nomination Day). At the time of printing, determination as to where nominations are to be filed for the School Board Trustees had not yet been finalized. Please contact the Clerk's Office or visit the Township's Website at www.oro - medonte.ca for further information in this regard as it becomes available. No person who proposes to be a candidate may solicit or accept contributions for election purposes; or incur expenses, until that person has filed a nomination paper. Electors are hereby given notice that if a greater number of candidates are certified than are required to fill the said offices, the election day is Monday, October 27, 2014. Dated this 2 day of January, 2014. J. Douglas Irwin, Clerk Page 230 of 279 12.a) Announcements of Interest to the Public:Notice for Nom... Township of Proud Heritage, Exciting Future ATTENTION ALL DOG OWNERS All Oro - Medonte dog owners are required to register their dog(s) with the Township by purchasing a tag and affixing it to their pet. A maximum of three (3) dogs per each residential dwelling is permitted. A list of Dog Tag Outlets can be found on our website by clicking the "Forms" link found under the "Municipal Services" menu located at the top of the page and also on the side pane under the Quick Links. New residents to the Township and new dogs are to be licensed within 15 days. Fees are as follows: Male /Female $25.00 Spayed /Neutered $20.00 Spayed /Neutered and Microchip $15.00 The following can only be purchased at the Township Administration Office: Replacement Tags $3.50 Dangerous Dog $200.00 Canine Service Animal No Cost Livestock Guardian Dog No Cost Police Working Dog No Cost To avoid any fines, please ensure you have purchased a tag for each dog before March 1St, 2014. A late fee of $10.00 will apply after this date. A set fine of $100 will be enforced if any dog is found without a tag. Unregistered dogs found running at large within the Township will be transported directly to the Orillia SPCA located at 467 West Street North, in Orillia. A release form must be obtained from the Township Administration Centre before the OSPCA will be authorized to release the dog. 148 Line 7 South, Box 100 P: (705) 487 -2171 Oro, Ontario LOL 2X0 F: (705) 487 -0133 WWW.0 -1�t�a AT SHAW'S PANCAKE HOUSE LINE 14 SOUTH ORO- MEDONTE TUESDAY, FEB. ,11., 2014 4:30 -7:30 p.m. ADMISSION ADULTS $7.00 Ages 10 and under $5.00 Proceeds to Hawkestone Women's Institute For Community Support / \ 1 (�v�V c Fo or'� — • •• • • • • • • • • C 4 12.b) Correspondence dated January 2, 2014 from MegMnMT#Pit. Canadian Societe 4 Checkley St. suite # 103 Cancer canadienne Barrie, Ontario Society du cancer L4N 1031 ] Telephone: (705) 726 -8032 Facsimile: (705) 726 -4073 Proclamation request letter January 2, 2014 His Worship Mayor Harry Hughes Townships of Oro - Medonte 148 Line 7 South Oro, Ontario LOL 2X0 Dear Mayor Hughes: The Canadian Cancer Society has been an active community organization in the Township of Oro - Medonte for close to 70 years. Thanks to the generosity of local residents and the efforts of our volunteers, we have more impact against more cancers in more communities than any other cancer charity in Canada. Every April, volunteers in the Township of Oro - Medonte and across Ontario work together to raise funds for the Canadian Cancer Society by selling bright, yellow daffodils - the Society's symbol of hope - and by knocking on doors in their community to collect donations. The money raised through the Daffodil Month activities helps the Canadian Cancer Society lead the fight against cancer. We fight back by doing everything we can to prevent cancer from ever happening in the first place, funding research to outsmart cancer, empowering, informing, supporting and improving the lives of Canadians living with cancer. In order to raise awareness about the essential work the Society and its volunteers do, I invite you to show your support for this effort by proclaiming this April Daffodil Month in the Township of Oro - Medonte. The Canadian Cancer Society is at work in Simcoe- Muskoka in 2012: • fund several local research projects • providing 1568 clients rides to their cancer treatment • local volunteer drivers drove 1,924,341 km By proclaiming April Daffodil Month, you will let the people touched by cancer in our community know that they are not alone. By rallying together, we fight back against cancer. Please find enclosed a sample proclamation we hope you will consider. Sincerely, .lbie#h= J hm"13o -a Meghan Thompson Fundraising Assistant Simcoe- Muskoka Community Office, Canadian Cancer Society For information about cancer, our services or to make a donation / Pour obtenir de Finformation sur le cancer, nos services on pour faire un don 1 888 939 -3333 • www.cancer.ca Page 233 of 279 Charitable Organization No. 11882 9803 RR g r w° NOTTAWASAGA VALLEY CONSEIRVATIONoAUTHORITYaIIey Conservat... BOARD OF DIRECTORS 10/13 MINUTES Date: Friday December 13, 2013 Time: 9:00 a.m. Location: John L. Jose Learning Centre, Tiffin Conservation Area, Utopia, On PRESENT: Chair: Nina Bifolchi Town of Wasaga Beach Vice Chair: Darren White Township of Melancthon Past Chair: Walter Benotto Town of Shelburne Members Gail Ardiel Town of the Blue Mountains Mel Coutanche Township of Oro - Medonte Earl Hawkins Township of Mulmur Donna Jebb Town of New Tecumseth Rob Keffer Township of Bradford West Gwillimbury Kevin Lloyd Town of Collingwood Bob Marrs Town of New Tecumseth Paul McQueen Municipality of Grey Highlands Fred Nix Town of Mono Perry Ritchie Township of Springwater Michael Smith Township of Essa Rick Webster Township of Springwater Keith White Township of Essa REGRETS: Mary Brett Township of Adjala- Tosorontio Daniel Davidson Town of Innisfil Mike Edwards Town of Collingwood Arif Khan City of Barrie Marty Lancaster Township of Oro - Medonte Brent Preston Township of Clearview Alicia Savage Township of Clearview George Watson Town of Wasaga Beach Percy Way Township of Amaranth Guests: Kate Harries and Anne Learn - Sharpe - AWARE Simcoe Staff: Wayne Wilson, CAO /Secretary- Treasurer Sheryl Flannagan, Director of Corporate Services, Recorder Byron Wesson, Director of Land Operations and Stewardship Services Chris Hibberd, Director of Planning Glenn Switzer, Director of Engineering and IT Caleigh Clubine, Communication /PR Coordinator, Recorder Page 234 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 2 of 8 1. CALL TO ORDER Chair Bifolchi called the meeting to order at 9:08 a.m. 2. MOTION TO ADOPT AGENDA RES. #1 MOVED BY: Donna Jebb SECONDED BY: Rob Keffer RESOLVED THAT: The Agenda for Board of Directors Meeting #10/13 dated 13 December, 2013 be adopted. Carried; 3. PECUNIARY INTEREST DECLARATION None declared 4. MINUTES Draft Minutes of the Board of Directors Meeting 09/13 dated 29 November, 2013 RES. #2 MOVED BY: Donna Jebb SECONDED BY: Rob Keffer RESOLVED THAT: the Minutes of the Board of Directors Meeting 09/13 dated 29 November, 2013 be approved. Carried; S. BUSINESS ARISING FROM MINUTES None 6. DEPUTATION AWARE Simcoe — Petition to include the Nottawasaga River in the Navigation Protection Act. Kate Harries and Anne Learn - Sharpe of AWARE Simcoe made a deputation to the Board of Directors seeking support of their petition to include the Nottawasaga River in the Navigation Protection Act. Ms. Harries and Ms. Learn - Sharpe explained that their goal is to have the Federal Government reconsider their decision not to include the Nottawasaga River on the list of rivers protected under the Act, which deals with infrastructure developments that impact navigation on waterways. The current legislation covers only 97 of Canada's 40,000 lakes and 63 of its 2.5 million rivers. The presenters referred to the abundant eco- tourism on the river, as well as endangered species found only in this area, as reasons for concern. Staff Direction: The Board directed staff to follow up further on this matter and bring a staff report back to the Boardl:%s _oS60ion. 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 3 of 8 7. REPORT OF THE NVCA THIRD PARTY EFFICIENCY AUDIT AD -HOC COMMITTEE 7.1 Minutes of the Efficiency Audit Committee dated November 29, 2013. RES. #3 MOVED BY: Donna Jebb SECONDED BY: Bob Marrs RESOLVED THAT: the Board of Directors receive the Efficiency Audit Committee meeting minutes from the November 29, 2013 meeting for information. Carried; 7.2 Efficiency Audit Request for Proposals Mel Coutanche requested an amendment to Section 2 - Study Process, first point to read. "Performance management and operating efficiency review with key workplace process analysis." RES. #4 MOVED BY: Bob Marrs SECONDED BY: Donna Jebb BE IT RESOLVED THAT: the board of directors approves the Efficiency Audit Request For Proposals as amended; and FURTHER THAT: the RFP be posted on the NVCA's website and advertised appropriately with the assistance of the Director of Corporate Services. Carried; 8. REPORT OF THE AGRICULTURAL AD -HOC COMMITTEE 8.1 Draft Minutes of the November 29, 2013 meeting of the Agricultural Ad -Hoc Committee meeting. 8.2 RES. #5 MOVED BY: Walter Benotto SECONDED BY: Gail Ardiel RESOLVED THAT: the Board of Directors receive the Agricultural Ad- Hoc Committee meeting draft minutes from the November 29, 2013 meeting for information. Carried; 8.2 Terms of Reference of the Agricultural Ad -Hoc Committee RES. #6 MOVED BY: Gail Ardiel SECONDED BY: Walter Benotto RESOLVED THAT: the Board of Directors approve the Agricultural Ad- Hoc Committee Terms of Reference; and FURTHER THAT: the committee circulate invitations along with the Terms of Reference to identified potential representatives via their agricultural organization /association. Carried; Page 236 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 4 of 8 The Board of Directors recessed at 10:00 The Board of Directors reconvened at 10:07 9. MOTION FOR WHICH NOTICE HAS BEEN RECEIVED RES. #7 MOVED BY: Walter Benotto SECONDED BY: Gail Ardiel WHEREAS: only 5% of Ontario's land is suitable for farming; and WHEREAS: only 1/2 of one percent (.5 %) of Canada's soil is Class 1; and WHEREAS: Ontario, with over 50% of Canada's Class 1 land has lost, in the last two decades between 1976 and 1996, 18% of its Class 1 land; and WHEREAS: prime farmland is a non - renewable finite resource; therefore BE IT RESOLVED: that the NVCA Board of Directors will support in principle the "Food and Water First" campaign. Carried; Staff Direction: staff were directed to circulate the "Food and Water First" resolution to Conservation Authorities and Conservation Ontario for their information. 10. REPORT OF THE DIRECTOR OF LAND OPERATIONS AND STEWARDSHIP SERVICES 10.1 NVCA Fleet — Mechanical Services RES. #8 MOVED BY: Perry Ritchie SECONDED BY: Walter Benotto RESOLVED THAT: Patterson's Service Centre of Barrie be utilized as the service provider for NVCA Fleet mechanical services. Carried; Page 237 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 5 of 8 10.2 Friends of Fort Willow — Augmented Reality RES. #9 MOVED BY: Walter Benotto SECONDED BY: Gail Ardiel RESOLVED THAT: the board receives the report entitled Friends of Fort Willow, Augmented Reality for information. Carried; Staff Direction: staff were directed to send a letter of support to the appropriate parties thanking them for their excellent work. 11. REPORT OF THE MANAGER OF GIS /IT AND THE DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES Regulation Mapping Update RES. #10 MOVED BY: Mel Coutanche SECONDED BY: Rick Webster RESOLVED THAT: the Board of Directors receives the Regulation Mapping update report for information. Carried; 12. REPORT OF THE WATER RESOURCE ENGINEER AND THE DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES • NVCA Natural Hazards Technical Guide and the NVCA Stormwater Technical Guide RES. #11 MOVED BY: Mel Coutanche SECONDED BY: Rick Webster RESOLVED THAT: the Board of Directors approve the NVCA Natural Hazards Technical Guide and the NVCA Stormwater Technical Guide dated December 2013 to support NVCA Planning and Regulation Guidelines. Carried; 13. REPORT OF THE DIRECTOR OF CORPORATE SERVICES Administration Regulations - Voting RES. #12 MOVED BY: Mel Coutanche SECONDED BY: Rick Webster WHEREAS: at the October 25, 2013 meeting, staff were directed by the NVCA Board of Directors to prepare an update to the Administration Regulations regarding section 6.10.3 Voting; therefore BE IT RESOLVED: that the proposed Board of Directors Regulations 6.10.3 be amended as recommended in the December 13/13 staff report. Carried; Page 238 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 6 of 8 14. REPORT OF THE FINANCE ADMINISTRATIVE COORDINATOR AND THE CAO /SECRETARY- TREASURER Financial Activity Report Summary to November 30, 2013 a) Accounts Receivable Summary as at November 30, 2013 RES. #13 MOVED BY: Rick Webster SECONDED BY: Mel Coutanche RESOLVED THAT: The Chair be authorized to approve the Accounts Receivable as at November 30, 2013 in the amount of $686,816.59 including Planning items of $592,001.75 Carried; Staff Direction: Chair Bifolchi raised a question regarding the identification of identifiable companies on the accounts receivable report. Discussion ensured and staff were directed to revise the accounts receivable report, to include a summary of total receivables to be included in the public staff report, and that the detailed receivable report with identifiable individuals and companies be provided to the Board members through an in- camera report. b) Summary of Disbursements for the month of November, 2013 RES. #14 MOVED BY: Mel Coutanche SECONDED BY: Rick Webster RESOLVED THAT: The Chair be authorized to approve disbursements as at November 30, 2013 in the sum of $303,577.58 including wages (net of withholdings) of $125,896.47 Carried; c) Statement of Operations for Period Ending November 30, 2013 RES. #15 MOVED BY: Perry Ritchie SECONDED BY: Fred Nix RESOLVED THAT: The Unaudited Combined Statement of Operations Program Summary as at 30 November, 2013 be received. Carried; Page 239 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 7 of 8 14. REPORT OF THE CAO /SECRETARY- TREASURER • Memorandum of Understanding between the Township of Oro - Medonte,. NVCA, and Severn Sound Environmental Association RES. #16 MOVED BY: Perry Ritchie SECONDED BY: Fred Nix WHEREAS: an MOU was entered into between the Township of Oro - Medonte, NVCA, and the Severn Sound Environmental Association (SSEA) in 2011 for the delivery of coordinated environmental services within the Severn Sound Watershed of Oro - Medonte; and WHEREAS: staff support renewing the agreement; therefore BE IT RESOLVED: the board approve the extension of the MOU by three (3) years as per section h.(7) of the original MOU, conditional upon the support of the municipality of Oro - Medonte and the SSEA. Carried; 15. IN CAMERA RES. #17 MOVED BY: Perry Ritchie SECONDED BY: Fred Nix RESOLVED THAT: this meeting of the Board of Directors No. 10 -13 go In- Camera at 10:35 a.m. to address matters pertaining to: • labour relations or employee negotiations • litigation or potential litigation, including matters before administrative tribunals, affecting the Authority • the receiving of advice that is subject to solicitor /client privilege, including communications necessary for that purpose; and THAT: the following staff be in present: Wayne R. Wilson, Chief Administrative Officer /Secretary- Treasurer, Sheryl Flannagan, Director of Corporate Services /Recorder, Chris Hibberd, Director of Planning, Byron Wesson, Director of Land Operations and Stewardship Services. Carried; RES. #18 MOVED BY: Earl Hawkins SECONDED BY: Rick Webster RESOLVED THAT: this meeting of the Board of Directors No. 10 -13 come out of In- Camera at 10:55 and report. Carried; Page 240 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... BOARD OF DIRECTORS MINUTES MEETING No: 10/13 December 13, 2013 Page 8 of 8 RES. #19 MOVED BY: Earl Hawkins SECONDED BY: Rick Webster RESOLVED THAT: the Board of Directors approve the In- Camera report of the Director of Corporate Services. Carried; 16. CORRESPONDENCE (a) Conservation Ontario Whitepaper status - November 2013 (b) NVCA letter to municipal partners and stakeholders dated (c) Dec .3/13 re: Fisheries Act - CA /DFO Partnership Agreement Changes (d) NVCA letter to municipal partners and stakeholders dated Dec. 3/13 re: NVCA 2013 Planning Review Fees. (e) Township of Essa Resolution emailed Dec 5/13 re: Request for Addition of Nottawasaga River to Navigation Protection Act RES. #20 MOVED BY: Michael Smith SECONDED BY: Keith White RESOLVED THAT: Correspondence not specifically dealt with be placed on file. Carried; FUTURE MEETINGS: Board of Directors Annual General Meeting and Election - January 10/13 9:00 a.m. to 12:00 noon, John L. Jose Learning Centre, Tiffin CA ADJOURN RES: #21 MOVED BY: Michael Smith SECONDED BY: Keith White RESOLVED THAT: this meeting adjourn at 11:00 a.m. to meet again at the call of the Chair. Carried; Chair Nina Bifolchi Wayne Wilson, CAO /Secretary- Treasurer Approved on this 101h day of January, 2014 Page 241 of 279 "c 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... Nottawasaga Valley Conservation Authority HIGHLIGHTS of the NVCA BOARD OF DIRECTORS MEETINGS - No. 11/13 & 01/14 - Jan. 10, 2014 NVCA BOARD OF DIRECTORS ELECTS CHAIR AND VICE CHAIR Nina Bifolchi, Councillor for the Town of Wasaga Beach, was re- elected as Chair of the Nottawasaga Valley Conservation Authority Board of Directors for 2014 at the NVCA's Annual General Meeting on January 10, 2014. Bifolchi has served as Board Member, Vice Chair and Chair over the last three years. Gail Ardiel, Councillor for the Town of the Blue Mountains was elected Vice Chair for the 2014 term. Walter Benotto, Councillor for the Town of Shelburne will continue as Past Chair for 2014. 2014 BUDGET APPROVED BY BOARD The Board of Directors unanimously approved a 2014 NVCA budget of $4,525,040. The budget is comprised of a non - matching levy (no provincial grant provided) of $1,836,387 and a matching levy (matching provincial grant provided) of $185,490. The increase over 2013 is 3.25 %, which is equal to the combined rates of population growth and inflation. The approved budget will enable the NVCA to continue to provide "Innovative watershed management supporting a healthy environment, communities and lifestyles" consistent with the recently approved NVCA 2014 to 2018 Strategic plan (Plan available on website, www.nvca.on.ca) Staff will report budget activity to the board on a monthly basis, with quarterly budget update reports. NVCA AGRICULTURAL ADVISORY COMMITTEE - BOARD MEMBERS APPOINTED The Board approved the Terms of Reference for an NVCA Agricultural Advisory Committee on Dec. 131h/13. The committee shall be composed of 12 members, who live, farm or work within the NVCA watershed. It will be the responsibility of the individual organizations to appoint annually in writing their representatives, by Jan. 301h to the NVCA Chief Administrative Officer or designate. An invitation for membership has been sent to the following organizations: Ontario Federation of Agriculture: Other Agricultural Groups: 3 representatives from Simcoe County FA 1 representative each 1 representative from Dufferin County FA Christian Farmers Assoc. 1 representative from Grey County FA Simcoe County Farm Fresh National Farmers Union 1 additional representative from Agricultural Community (selected by the Advisory Committee through an open /by invitation selection process) The Board appointed the following NVCA board members to the committee: NVCA Vice -Chair Gail Ardiel, member representing the Town of the Blue Mountains Rob Keffer, member representing the Town of Bradford West - Gwillimbury, Paul McQueen, member representing the Municipality of Grey Highlands. 1/2 Page 242 of 279 12.c) Minutes and Highlights of Nottawasaga Valley Conservat... In addition Perry Ritchie, member representing the Township of Springwater and Donna Jebb, member representing the Town of New Tecumseth were named as alternate members. All of the members appointed from the NVCA Board of Directors are members of the agricultural community, actively farming in the NVCA watershed. NVCA PLANNING STAFF REPORT ON PROPOSED DEVELOPMENT AT CASSELL DRIVE AND HIGHWAY 93, HILLSDALE SECONDARY PLAN, TOWNSHIP OF SPRINGWATER NVCA Senior Planner and Director of Planning reported on the Cassell Drive proposed development. NVCA staff will continue working with the landowner and the Township of Springwater to ensure wetland reconfiguration which will result in the protection and enhancement of the overall wetland feature and functions of the property. BARTRAM WOODLANDS TO PROVIDE SERVICE TO FORESTRY PROGRAM The NVCA has retained the services of Bartram Woodlands to provide tree planting and spraying services for the 2014 spring tree planting season. Please contact the NVCA office for tree planting opportunities in 2015. BOARD RECEIVES DEPUTATION REGARDING DUFFERIN WIND POWER INC. Jonathon Myers and Crawford Smith of TORY LLP made a deputation to the Board of Directors on behalf of Dufferin Wind Power Inc. regarding the issuance of four applications submitted to the NVCA for properties in the County of Dufferin. The Board of Directors directed staff to continue to implement NVCA Board approved procedures regarding the implementation of Ontario Reg. 172/06 For the full agenda including documents and reports, please visit our website: http: // nvca. on. ca / meetings /BoardofDirectors /Agendas/ Future meetings and events: Board Meeting 2/14 - Feb. 28, 2014 Family Day at the Tiffin - Feb. 17, 2014 For more information, please contact: Wayne Wilson, CAO /Secretary- Treasurer (705) 424 -1479 ext. 225 wwilson @nvca.on.ca Page 243 of 279 2/2 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 1 of 11 DATE: November 14, 2013 LOCATION: Midland Public Library Boardroom PRESENT: U. Schmid, B. Desroches, V. Nihill, M. Pearce, Z. Pendlebury, B. Gorski, J. Swick, L. Campbell STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO ITEM 1. 2. 3. ISSUE Call to Order J. Swick called the meeting to order at 7:00 p.m. Approval of the agenda Additions: 7. New Business 7.3 AODA Training 8.2 Correspondence Two more letters — Garden Tour Committee Jane Barnett Moved by: Z Pendlebury Seconded by: B. Desroches That the agenda be approved, as amended. Approval of the minutes of the previous meeting J. Swick asked if there were any questions or concerns about the minutes. There being none, he called for a motion of approval. Moved by: B. Desroches Seconded by: Z. Pendlebury That the minutes of the Board meeting held on October 10, 2013 be approved. JAN 1 3 2014 ORO -t' EDONTE 10WNSHIP ACTION CARRIED CARRIED Page 244 of 479 12.d) Minutes of Midland Public Library meeting held on Nove., MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 ITEM ,4. ISSUE Business arising from the minutes Page 2 of 11 LOCATION: Midland Public Library Boardroom 4.1 Budget 2014 — Response to Council approval in principle of 2% increase B. Molesworth informed the Board that the schedule to meet with Council about the 2014 budget has been delayed. At the last meeting, Council approved, in principle, a 2% budget. We have been talking about what that will mean. The process this year has been a moving target. At 1St draft, after the first round of Pay Equity, the increase was projected to be 4 %. We went back to Council with the consequences of what this would mean. Then the 2nd round of Pay Equity adjustments, placing staff on a new pay grid, raised the increase to closer to 6 %. We have just recently been told that we have to find another $2,500.00 because of increased costs in the area of benefits. This amount will have to come out of collections. Possible savings that were discussed are: - cutting electronic resource subscriptions by $5,600.00 - cutting 3 hours of a staff position - cutting corresponding Page hours - raising fees It was projected initially that the staff cuts would mean closing Thursday and Friday evenings at 5:00 p.m. After discussions with the managers' group, it was determined that we might be able to get away with only closing Monday evenings at 6 PM. However, even doing this will impact groups using our meeting rooms. In recent discussions with Scott Cooper, our Program Assistant, who looks after most of our room bookings, B. Molesworth discovered that we already have a number of bookings on Monday evenings going into the New Year. And we've talked about the fact that there is no good time to close, somebody is always going to be affected. The groups that have these bookings will have to be given advance notice so that they can try to book a different time. B. Molesworth wants the Board to know that he may be put in the position of having to explain why this is happening. If he is asked why, he will have to tell them that it is due to budget cuts. Page 245 of 279 ACTION 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 3 of 11 LOCATION: Midland Public Library Boardroom ITEM I ISSUE I ACTION # 4. Business arising from the minutes - continued There is also a possibility that he will be asked if there is anything they can do about this decision. If asked he will tell them to write to Council. He is very aware that we, as a staff, cannot lobby the public but we are in a position of having to answer some questions, when asked. B. Molesworth also explained that Pay Equity identified staff not being paid equally (to male comparators). Some of our Staff, six of them, received no adjustment and have been told they will also not receive the 1 % negotiated increase they thought they would be receiving. V. Nihill asked what is going to happen in 2015 with these increases. How will we cover these? B. Molesworth said we have to get through this year first. U. Schmid suggested that we re- examine using volunteers. Council wants us to use volunteers. Perhaps the Book Store staff could be trained. L. Campbell asked if we had considered closing at 8 PM in the evening. B. Molesworth said no we haven't because of groups using our meeting rooms. Most don't arrive until 7PM so getting them out by 8PM would be very difficult. L. Campbell said Orillia Public Library had a man that came and sat until people left. He was paid minimum wage. J. Swick said this might be something to consider. J. Swick went on to say that:wages and benefits are the elephant in the room. Do we have to do Pay Equity? Is it a law? Why doesn't it ever go the other way when these comparisons happen? Why don't wages ever go down? It irks him, maybe we can't do this. This doesn't happen in the private sector. V. Nihill stated that it is provincially mandated. We have to do it. Z. Pendlebury said that the provincial government is addressing this. Many (provincial employees) have not received increases in five years and new hires are coming in at lower rates of pay. Page 246 of 479 12.d) Minutes of Midland Public Library meeting held on Move.:. MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 4 of 11 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4. Business arising from the minutes - continued There was a comment suggesting Midland could go bankrupt. Z. Pendlebury stated that Midland is not going bankrupt. It's a question of how much taxes need to go up. Discussion came to a close. B. Molesworth will keep the Board informed. 4.2 Volunteers B. Molesworth put this item on the agenda. The topic had come up at the Policy Committee and J. Swick had called B. Molesworth about the Cambridge Public Library. He had heard they were using volunteers. As a result of this conversation, B. Molesworth called the Cambridge Public Library and spoke with their Volunteer Coordinator and asked in what capacity they use volunteers. Cambridge has a four branch system. They have a volunteer coordinator that is a professional Librarian. She spends 75% of her time coordinating volunteers. Volunteers provide support only and do not work on their own. They are used as "brand ambassadors" at special events which Librarians run and organize. They act as greeters at the door and help with other programming. They act more to enhance services. B. Molesworth referred to a document prepared by G. Griffith who surveyed 6 libraries some of which were comparators in the KPMG study, or that were close in size, or close geographically. None of them use volunteers on service desks. They provide delivery to the homebound, fundraising, some shelf reading, special programmes and processing of new materials. V. Nihill expressed a concern that Council doesn't understand that we have volunteers. We have a lot of volunteers, around 70. Cambridge uses 300 over 4 branches, we have one Library. B. Desroches pointed out that our staff would have to direct any volunteers. This would be a big job and would have an effect on job descriptions. U. Schmid said Council is not seeing volunteers in the Library. They think we are never discussing this. The minutes need to show that we are having this discussion. She went on to Page 247 of 27 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 5 of 11 LOCATION: Midland Public Library Boardroom ITEM I ISSUE I ACTION # CI Business arising from the minutes - continued suggest that Page positions be replaced by volunteers and repeated the idea of training Book Store volunteers. A question was asked about the job description of Pages. B.. Molesworth said that their duties are fluid. They don't just shelve, they end up being used at the Circulation Desk and upstairs at the Information Desk filling in, as needed, for staff vacations. Z. Pendlebury commented that Council believes the Library can be run like the Midland Cultural Centre, although she noted that they now have more paid staff. If you bring in volunteers they would have to have a level of expertise. J. Swick admitted that he doesn't understand the operational level of things at the Library, but we should explore possible avenues to use volunteers. B. Desroches said we already have them (volunteers). Why can't we just build on that? J. Swick asked why we can't take a person off the street and have them sign a confidentiality agreement. B. Gorski suggested that we keep the Library open as much as possible and maybe spread staff more thinly. B. Molesworth said if you look around in the States and other libraries it is clear that libraries are easy targets. Libraries have always tried to get by with less, Police and Fire, not so much. V. Nihill talked about the hospital volunteers. They do not take personal information. they push people around in wheelchairs. J. Swick noted that they are very visible. V. Nihill said maybe we should move the book store upstairs so that our volunteers are more visible. This is very frustrating. The Garden Tour Committee volunteer their time as do the people who lend their gardens for the event. They go to a lot of work. J. Swick said volunteers need to be seen on the operational side. Z. Pendlebury commented that in government you have to realize that some things don't make money. Businesses don't provide services that don't make money, but there are services government has to provide. Page 248 of 479 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 ITEM I ISSUE 4. Page 6of11 LOCATION: Midland Public Library Boardroom Business arising from the minutes - continued J. Swick stated that we are charged with a duty at this table to explore this issue. Z. Pendlebury responded that we are. B. Molesworth stated that we can continue to look at how libraries use volunteers and other opportunities to enhance services. We will keep exploring it. . J. Swick suggested that we talk to the Town solicitor about privacy issues. B. Desroches said that Askennonia uses volunteers and wondered how they used them. They aren't really a Town department, though. It was agreed that we move on with the rest of the agenda. 4.3 Building Maintenance — Stairs and Valves B. Molesworth reported that the crumbling part of the front stairs has been patched. The north stairs will have to wait until next year. The valve controlling the in floor heating in the basement has been replaced. 4.4 Provincial Capacity Building Grant This grant was discussed at the last Board meeting. In consultation with the Library's managers' group it was decided that computer technology equipment would be purchased. That equipment has already been ordered and some has been received. 4.6 Volunteer Appreciation B. Molesworth reported that a little less than half of our volunteers attended the appreciation luncheon. The Mayor attended as well. Everyone seemed to enjoy themselves. Page 249 of 27 ACTION 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 7 of 11 LOCATION: Midland Public Library Boardroom ITEM I ISSUE I ACTION # 4. 5. Business arising from the minutes - continued 4.6 Shirley Whittington Book B. Molesworth reported that approximately 150 people attended the Shirley Whittington book launch in the Assembly Room. 120 books were sold and there is still money coming in. The original amount of $2,800.00 that was received in donations and then spent, has now been replenished and is back at around $2,800.00. We still have copies for sale. All proceeds are coming to us. Another event that was not mentioned in the agenda was an author visit. Jennifer Maruno and B. Molesworth attended at the 2 high schools. She was very well received. The topic of her book about a child soldier was very timely being close to Remembrance Day. Approval of the accounts J. Swick asked if there were any comments or concerns. Treasurer, B. Gorski, noted that the October accounts did not include a Hydro invoice. J. Swick asked for approval. Moved by: V. Nihill Seconded by: B. Desroches That the accounts for the month of October 2013 totalling $14,577.67 be approved. Reports of Board Committees 6.1 Finance Committee B. Gorski distributed copies of the Library Operating Financial Statement as of October 31, 2013. U. Schmid asked what if there is anything we can do to bring our Hydro down. Charges are going up. CARRIED Page 250 of q79 12.d) Minutes of Midland Public Library meeting held on Nove.,. MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 8 of 11 LOCATION: Midland Public Library Boardroom ITEM ISSUE 6. Reports of Board Committees - continued ACTION B. Molesworth responded that we have had the PUC look at our lighting. The person we had been dealing with has moved on, so the PUC are in the process of hiring someone new. They will be checking our building and the MCC to see where savings can be achieved. We do have many efficient light fixtures but there was a suggestion when the lighting was checked before that the expansion was perhaps over lit while the old side of the building was under lit. The next step may be to take some bulbs out. U. Schmid also asked about cutting back on air conditioning. B. Molesworth said we are still working on that. B. Gorski pointed out that being at 83% spent is pretty good. V. Nihill asked about our Provincial grant. B. Molesworth responded saying that our application has been submitted so it should be coming soon, although we didn't receive the 2012 grant until March of 2013. Finance Committee report received. 6.2 Report from the Friends B. Molesworth reported that the Friends /Book Store is holding a big book sale this coming weekend. They have been receiving lots of donated books and lots of publicity. 6.3 Policy Committee The Committee met on October 24t" and will meet again next week on November 21St. The Policies and Conditions of Employment document should be ready to come to the December Board meeting for approval. Work has begun on the Operating Policies. Page 251 of 27 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 ITEM _I ISSUE VA New business 7.1 CEO Evaluation Page 9 of 11 LOCATION: Midland Public Library Boardroom The issue of the CEO evaluation came up due to the review of the Operating Policy manual at the Policy Committee meeting. There was a policy that the CEO be evaluated every year. The Policy Committee is recommending that they happen twice in the life of the Board's 4 year.term. B. Molesworth circulated some forms that could be used by Board members to achieve this. A Committee should probably be struck. B. Desroches suggested that perhaps the Policy Committee could act in this capacity. J. Swick suggested that the whole Board needs to be involved. Perhaps the Policy Committee could decide on the format to be used and then come back to the whole Board. It was agreed that the Policy Committee will come forward with a proposal for the December meeting. 7.2 `Written Word' B. Molesworth reported that the IFOA event went very well. As a result, Fred Hacker has approached B. Molesworth about having ongoing author readings at the MCC. B. Molesworth said he would discuss this with the IFOA as they do these things on an ongoing basis. If this is to happen, he wants it to reflect on the Library and not just the MCC. He is going to Toronto on Friday and has a meeting with people from the IFOA to explore the possibilities. We are going to have to be careful about the cost of this. V. Nihill said how great the IFOA event was and how wonderful it was that we had the Giller Prize winner, Lynn Coady as one of the participants. Page 252 of q79 ACTION 12.d) Minutes of Midland Public Library meeting held on dove.,. MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 Page 10 of 11 LOCATION: Midland Public Library Boardroom ITEM I ISSUE I ACTION 7. 8. New business - continued 7.3 AODA Training B. Molesworth read from an e-mail from the Town Office notifying us of another round of training related to the Integrated Accessibility Standard Regulation as it pertains to the Human Rights Code. All employees and volunteers must attend. People will be scheduled to attend one of 6 sessions. The dates are November 21, 25, and 27 at either 9:30 a.m. or 1:30 p.m. The venue is to be announced. Please let us know which one you can attend. Information 8.1 Chief Librarian's Report — Blog B. Molesworth informed the Board that there is now a tab on our website which takes you to some of Bill's columns. It isn't really a blog. The Birds of Prey demonstration put on by the Wye Marsh was a great success. B. Molesworth wrote to Rogers Publishing about their new digital magazine platform asking if, as a library, we are able to access the titles we lost when they withdrew their publications from Zinio. The answer is no. U. Schmid asked that it be noted that the Library is involved with community partners like the MCC and the Wye Marsh and other businesses in Town. 8.2 Correspondence — Janet Chan Garden Tour Jane Barnett B. Molesworth read the letter from Janet Chan who is a university professor that was visiting our area from Australia. She was very grateful for our facility and how helpful the staff was. Page 253 of 2791 12.d) Minutes of Midland Public Library meeting held on Nove... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 14, 2013 ITEM I 8. 1 ISSUE Information - continued Page 11 of 11 LOCATION: Midland Public Library Boardroom The two other letters are copies of letters sent to Mayor and Council expressing concern about the effect of the Library budget cuts. U. Schmid said maybe the Board should be writing these letters. V. Nihill .commented that this was a question she had voiced previously, how far do we go? Christmas Board meeting The date for the December Board meeting is Thursday, December 12th. A question was asked about where the Christmas Board meeting was going to be held. V. Nihill offered to host again this year. Please e-mail her with what you are bringing. Adjournment Moved by: B. Gorski That the meeting be adjourned at 8:34 PM. R. • -. ard Page 254.of 479 ACTION 13.a) Correspondence dated November 27, 2013 from Natasha Bo... November 27, 2013 TownshipOro- Medonte Township of Oro - Medonte 148 Line 7 South Oro, Ontario LOL 2X0 To Whom It May Concern: DEC 0 6 2011 ORG- KAEDUATE TOWNSHIP AutismONTARIO Gj) see the potential voir le potentiel April 2, 2014, marks a historic day in Canada for the autism community. For the second year, Canadians will officially recognize World Autism Awareness Day. As a means of increasing public awareness about Autism Spectrum Disorder (ASD) and the day -to -day issues faced by people with autism and their families, Autism Ontario is inviting municipalities across the province to raise awareness of ASD by participating in our 2014 "Raise the Flag" campaign. By officially proclaiming April 2, 2014 as World Autism Awareness Day and participating in Autism Ontario's "Raise the Flag" campaign, your message to the people and families affected by ASD living in your community and province -wide is loud and clear that their struggles matter to all Ontarians. Autism Ontario is the leading source of information on autism and one of the largest collective voices representing the autism community in Ontario. Today, 1 in 94 children are diagnosed with autism in Canada. Through improved public awareness, Autism Ontario strives to increase opportunities and acceptance for over 100 000 people living with Autism Spectrum Disorder in Ontario, ensuring that each person with ASD is provided the means to achieve quality of life as a respected member of society. If your community is interested in supporting autism awareness by participating in Autism Ontario's "Raise the Flag" campaign on April 2, 2014, please register your municipality at www.raisetheflagforautism.com or email us at Natasha @autismontario.com For questions regarding participation, please contact Autism Ontario at 1 -800- 472 -7789 and ask to speak with Natasha Bowes (x233) or Shane Cunningham (x223). Sincerely, Natasha Bowes Fundraising Coordinator Please Join Us For Our Annual General Meeting Friday, January 24, 2014 9:00 AM to 12:00 PM Lake Simcoe Region conservation authority Meeting will be held at the Holiday Inn Express "Meeting Room 2" 100 Pony Drive Newmarket, ON RSVP by January 17, 2014 t.barnett @LSRCA.on.ca 905.895.1281 ext 223 13.c) Correspondence received January 8, 2014 from Ken St. A... From: ken st. amant Sent: Wednesday, January 8, 2014 8:06 PM To: Irwin, Doug; Mayor Gerry Marshall; Powell -Holt, Pamela Cc: Hughes, Harry Subject: RE: ARC Representative Doug, I'm very interested in serving as Oro - Medonte's representative for the MSS /PSS ARC committee Contact info — Midland, ON L4R 5G1 I feel that I am qualified to serve on this committee because of my career as an educator in both Midland and Penetanguishene; my past involvement in other ARC committees; being a long time resident in the area; and I have a strong desire to ensure that the best interest of the students are met. Please feel free to contract me if you require more information. Sincerely, Ken St. Amant Page 257 of 279 13.c) Correspondence received January 8, 2014 from Ken St. A... Simcoe County J District School Board 1170 Highway 26 West Midhurst, ON LOL1X0 Phone: 705 -728 -7570 June 28, 2013 Robin Dunn — Chief Administrative Officer Township of Oro- Medonte 148 Line 7 South Oro, ON LOL 2X0 Dear Mr. Dunn, RECEIVED JUL 0 2 7013 ORO- MEDONTE TOWNSHIP Accommodation Review Committee (ARC) - Community Representation The Simcoe County District School Board is undertaking a pupil accommodation review to address the enrolment, programming, and facility challenges of the secondary schools set out below, commencing in the fall of 2013. A pupil accommodation review provides the public with an opportunity to make informed recommendations to the Board through an Accommodation Review Committee (ARC). The ARC includes parents /guardians, students, and community representatives, as well as non - voting representatives from the school board. The accommodation review will focus on Midland Secondary School and Penetanguishene Secondary School. The Board is inviting the municipality to recommend one (1) individual to represent the community on the ARC. The representative is not restricted to be a member of council, must be a public school supporter, and cannot be a parent/guardian of a student attending one of the schools in the ARC. Please be aware that the accommodation review may last several months and the community representative will be asked to participate in numerous working sessions and in at least four public meetings. Policy 2313 — Pupil Accommodation Review and Administrative Procedures Memorandum A5500 are enclosed for your reference. Please provide the board with the name and contact information of the individual whom municipal council selects as the community representative. If a community representative is not available, the accommodation review will continue without representation. Please forward this information to David Few, Manager of Planning, Enrolment and Community Use, at the above address or by e-mail to dfew @scdsb.on.ca before September 24, 2013. Sincerely, Ja s Medysky, Associate Director Simcoe County District School Board cc: SCDSB Trustee(s) Peter Beacock, Michele Locke, Jodi Lloyd Superintendent of Education, Anita Simpson Superintendent of Facility Services, John Dance Encl. (2) Page 53 of 108 Page 258 of 279 13.d) Correspondence dated January 1, 2014 from Bob & Paulin... From: pstuart Sent: Wednesday, January 01, 2014 11:54 AM To: Shelswell, Curtis Subject: Snow Removal Contact: Curtis Shelswell Attention Mayor Harry Hughes & Members of Council: We Live at 49 Grandview Crescent and have for over 30 years. Gerry Learmonth of Lawn Rangers has been plowing our driveway for over 10 years. There is a large ditch on the other side of the road in which Gerry has been plowing the snow into. We live on the low side of the road with an elevation that slopes toward our house. We are very concerned that if the snow is plowed onto our side of the road, where there is no ditch, our house will be flooded with the spring runoff. We are asking for an exemption from any bylaws that would prohibit the snow being plowed into the ditch on the other side of our road. There have been no objections or problems in the past. Thank you for your consideration in this matter. Sincerely, Bob and Pauline Stuart Res: Name: Bob & Pauline Stuart E -mail Address: Phone Number: Page 259 of 279 15.a) A By -Law: To Transfer Easements for Utility Lines as D... 141:1 *614102 l:?A11 I:•]0[ 01 ad: I=1111tilgvlki M :I :1411JA142141 ki 1194 BY -LAW NO. 2014 -005 A By -Law: To Transfer Easements for Utility Lines as Defined in the Ontario Energy Board Act, 1998, over Parts 3, 9 and 10, Plan 51 R -39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe, And To Transfer Easements for residential access and egress over Parts 5, 6, 10 and 14, Plan 51 R -39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe, And To Permanently Close and Sell that Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51R- 39236, Township of Oro - Medonte, County of Simcoe, And To Permanently Close and Sell Part of the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14,15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe. WHEREAS pursuant to Section 11(3) of the Municipal Act 2001, S.O. 2001, c.25, as amended, Council is empowered to pass by -laws respecting highways; AND WHEREAS Section 34 of the Municipal Act, S.O. 2001, c.25, as amended, provides procedures for highway closing; AND WHEREAS Section 270 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a Council of a municipality to sell or otherwise dispose of land in accordance with policies adopted and maintained by the municipality in respect thereof; AND WHEREAS Council enacted By -Law No. 2012 -112 on the 6t" day of June, 2012, Being a By -law to Establish a Policy with respect to the Sale and Other Disposition of Land; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte deems it necessary to transfer to Hydro One Networks Inc. easements for utility lines as defined in the Ontario Energy Board Act, 1998, be established and reserved over Parts 3, 9 and 10, Plan 51 R- 39236, and any sale of these lands would be subject thereto; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte deems it necessary to transfer easements for residential access and egress over Parts 5, 6, 10 and 14, Plan 51R-39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe, and any sale of these lands would be subject thereto; AND WHEREAS Council has previously caused notice to be given of its intention to permanently close and sell the lands described in Schedule "A" attached hereto and forming part of this by -law, in accordance with the requirements set out in By -law 2012- 112; AND WHEREAS Council has determined that Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51R-39236, Township of Oro- Medonte, County of Simcoe, described in Schedule "A" attached hereto is not required for municipal purposes, and has by Resolution No. C130501 -4 declared the lands to be surplus to the needs of the municipality; Page 260 of 279 15.a) A By -Law: To Transfer Easements for Utility Lines as D... AND WHEREAS Council has determined that that Part of the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe, described in Schedule "A" attached hereto is not required for municipal purposes, and has by Resolution No. C130501 -4 declared the lands to be surplus to the needs of the municipality; AND WHEREAS Council has received no notice of objection to the proposed road closure or the proposed sale of land from any party; AND WHEREAS pursuant to procedural By -law 2012 -112, the Clerk of the Township of Oro - Medonte did cause a Notice of the proposed by -law to permanently close and sell Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51R-39236, Township of Oro - Medonte, County of Simcoe, and the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51R- 39236, Township of Oro - Medonte, County of Simcoe, to be published in newspapers of local circulation, a copy of which is attached as Schedule "B" and forms part of this by -law; AND WHEREAS the proposed by -law came before Council of The Corporation of The Township of Oro - Medonte for consideration at its meeting on the 22nd day of January 2014, and at that time Council received no notice of objection to the proposed road closure or proposed sale of land from any party; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: Permanently Close - Council does hereby permanently close Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51R-39236, Township of Oro - Medonte, County of Simcoe, and the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51R- 39236, Township of Oro - Medonte, County of Simcoe, more particularly described in Schedule "A" attached hereto, and forming part of this by- law. Authorization of Sale - Council does hereby authorize the sale of Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 10, 11 and 12, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe, and the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51R-39236, Township of Oro - Medonte, County of Simcoe to the registered owners from time to time of the abutting lands, together with and subject to the following Easements for residential access and egress, at a Sale Price hereinafter set out, as follows and that the title to the transferred lands merge with those lands owned by the respective abutting owners: Page 261 of 279 15.a) A By -Law: To Transfer Easements for Utility Lines as D... Owner's Lands Land to be Transferred Lots 70 and 71, Plan 589 Parts 2, 3, 4, 5 and 10, (PIN 58559 -0282 (LT)) Plan 51R -39236 Together with Easement over Part 6, Plan 51R-39236 Subject to Easement over Parts 5 and 10, Plan 51 R -39236 At a land Sale Price of $1,892.46 Lots 52 and 53, Plan 589 Parts 6 and 7, Plan 51R -39236 (PIN 58559 -0292 (LT)) Together with Easement over Parts 5 and 10, Plan 51R-39236 Subject to Easement over Part 6, Plan 51 R -39236 At a land Sale Price of $1,559.04 Lots 54 and 69, Plan 589 Part 12, Plan 51 R -39236 (PIN 58559 -0283 (LT)) No Easement At a land Sale Price of $494.23 Lots 55 and 68, Plan 589 Parts 11 and 13, Plan 51 R -39236 (PIN 58559 -0284 (LT)) Together with Easement over Part 14, Plan 51R-39236 At a land Sale Price of $1,488.78 Lot 67, Plan 589 Part 15, Plan 51R-39236 (PIN 58559 -0285 (LT)) Together with Easement over Part 14, Plan 51R-39236 At a land Sale Price of $816.25 Lot 56, Plan 589 Parts 14 and 16, Plan 51 R -39236 (PIN 58559 -0290 (LT)) Subject to Easement over Part 14, Plan 51 R -39236 At a land Sale Price of $828.53 In addition to the land Sale Price as set out above, the respective registered owners are responsible for the administrative costs incurred by the Township of Oro- Medonte, associated with the transfers. Such administrative costs include cost of survey, advertising, legal fees and disbursements. Upon registration of the Transfer, the respective owners be required, at their expense, to bring an Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate the parcels with their abutting property to one Property Identifier Number. Transfer of Easements for Utility Lines as Defined in the Ontario Energy Board Act, 1998 — That a Transfer to Hydro One Networks Inc. of easement for utility lines as defined in the Ontario Energy Act, 1998, be registered over Parts 3, 9 and 10, Plan 51 R- 39236, and any sale of these lands would be subject thereto. Execution of Documents — The Mayor and Clerk are hereby authorized to sign all documents to carry out the intent of this By -law. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 22ND DAY OF JANUARY, 2014. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 262 of 279 15.a) A By -Law: To Transfer Easements for Utility Lines as D... Schedule "A" to By -law No. 2014 -005 for The Corporation of the Township of Oro - Medonte Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51R-39236, Township of Oro - Medonte, County of Simcoe, and That Part of the Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51R- 39236, Township of Oro - Medonte, County of Simcoe. Page 263 of 279 15.a) A By -Law: s�Re�iaVfer Easements for Utility Lines as D... to By -law No. 2014 -005 for The Corporation of the Township of Oro - Medonte NOTICE OF PROPOSED 4 SALE OF LAND BY -LAW TauactI , of Prored HMfam. F=ifinn Fulum TAKE NOTICE that the Township of Oro - Medonte proposes to pass a By -law to permanently close and sell road allowances, in the Township of Oro - Medonte, County of Simcoe, more particularly described in Schedule "A" hereto. AND FURTHER TAKE NOTICE that the proposed By -Law will come before the Council of the Township of Oro - Medonte at its regular meeting to be held at the Council Chambers on the 22 "d day of January, 2014 at 7:00 p.m. and at that time Council will hear in person or by his /her counsel, solicitor or agent, any person who claims that his /her land will be prejudicially affected by the By -law. Any person wishing to be heard or make comment on the proposed sale shall provide the undersigned with either a written application to be heard or written comment no later than 12:00 noon on January 16, 2014. DATED AT THE TOWNSHIP OF ORO- MEDONTE THIS 9T" DAY OF JANUARY, 2014. J. Douglas Irwin, Clerk, Township of Oro - Medonte 148 Line 7 South, Box 100, Oro, ON LOL 2X0 Fax: (705) 487 -0133 SCHEDULE "A" Closure and Sale: Part of the Road Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue) and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11 and 12, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe, and The Road Allowance known as Hill Crest between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313 (LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts 13, 14, 15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe. HBL CREST SARI W A PARK SUBJECT LMOS Page 264 of 279 15.b) Being a By -law to Amend By -Law No. 2013 -116, A By -Law ... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Being a By -law to Amend By -Law No. 2013 -116, A By -Law to Provide a Schedule of Retention Periods for the Records of the Township of Oro - Medonte WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254 thereof; AND WHEREAS the Township of Oro - Medonte did, on the 17th day of July 2013, enact By -law No. 2013 -116, being a By -law to provide a schedule of retention periods for the records of the Township of Oro - Medonte under the authority of The Municipal Act, S.O. 2001, c. 25, as amended; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte deems it appropriate to amend By -law No. 2013 -116; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the Scope Notes for Classification °C0713" contained in Schedule "A ", be amended to add, "including but not limited to; Preliminary Voters Lists, Interim Lists of Changes, Final Voters Lists and lists of electors who have voted ". BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 22ND DAY OF JANUARY, 2014. ill:I Kd:71i]:L• Is] z[ 0l ;29: l=1111ti] TAz6 9:IIZil;Ki]:Z413 kyiI=1BZel►1111:4 Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 265 of 279 BY -LAW NO. 2014 -008 A By -law to Amend By -law No. 2012 -168, Being a By -law to provide for the restricting and regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of The Corporation of The Township of Oro- Medonte. "Parking By -law" WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states a lower -tier municipality and an upper -tier municipality may pass by -laws respecting matters within the following spheres of jurisdiction: highways including parking and traffic on highways AND WHEREAS the whole sphere of highways, including parking and traffic on highways is assigned to all upper tier municipalities non - exclusively; AND WHEREAS Section 27(1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may pass By -laws in respect to highways over which it has jurisdiction;; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte, did on the 10th day of October 2012, enact By -law No. 2012 -168, Being a By -law to provide for the restricting and regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of The Corporation of the Township of Oro - Medonte; AND WHEREAS Council of the Township of Oro - Medonte does now find it expedient to amend By -law No. 2012 -168; 1. That Schedule "B" of By -law No. 2012 -168 be amended to include the following: COLUMN 1 COLUMN 2 COLUMN 3 HIGHWAY SIDE FROM - TO Line 7 South East Side 210 metres north of Lake Simcoe to 15 metres south of the Rail Trail. 2. That Column 3 of Schedule "B" of By -law 2012 -168 be amended by deleting the Line 12 South item and inserting the following: COLUMN 1 COLUMN 2 COLUMN 3 HIGHWAY SIDE FROM - TO Line 12 South East Side 125 metres north of Lakeshore Road East to 15 metres south of the Rail Trail. The by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 22ND DAY OF JANUARY 2014. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk J. Douglas Irwin Page 266 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2014 -009 A By -law to Authorize the Execution of a Site Plan Control Agreement between The Corporation of the Township of Oro - Medonte and Braestone Farm Corporation described as lands as follows: PT SE 1/2 LT1 CON 9 ORO PT1, 51 R256687, PT2 51 R4363 TOWNSHIP OF ORO- MEDONTE COUNTY OF SIMCOE WHEREAS authority to enter into Site Plan Control Agreements is provided for in Section 41 of The Planning Act, R.S.O., 1990, c. P. 13, as amended, and Council deems it necessary to enter into a Site Plan Control Agreement on the lands described herein; AND WHEREAS By -Law No. 2009 -062, a By -Law to Designate Areas of the Township as Site Plan Control Areas, was passed by Council for the Township of Oro - Medonte, pursuant to the provisions of The Planning Act, R.S.O., 1990, c. P. 13, as amended; AND WHEREAS the lands referred to in this By -Law are subject to Site Plan Control, pursuant to By -Law No. 2009 -062; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. THAT the Township enter into the Site Plan Control Agreement attached hereto as Appendix "A ", on lands described on the attached Schedule "A "; 2. THAT the Mayor and Clerk are hereby authorized to execute the Site Plan Control Agreement on behalf of the Corporation of the Township of Oro - Medonte; 3. THAT the attached Appendix "A" and Schedules "A, B, C and D" shall form part of this By -Law; 4. THAT this By -Law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 22ND DAY OF JANUARY, 2014. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE MAYOR, H.S. HUGHES CLERK, J. DOUGLAS IRWIN Page 267 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... APPENDIX "A" SITE PLAN AGREEMENT - between - BRAESTONE FARM CORPORATION -and - THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE DESCRIPTION OF LANDS PT SE' /2 LT1 CON 9 ORO PT1, 51 R256687, PT2 51 R4363 TOWNSHIP OF ORO- MEDONTE COUNTY OF SIMCOE PIN 58532 -0028 LT ROLL # 4346010004046000000 By -Law No. 2014 -009 January 22, 2014 Page 268 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... THE TOWNSHIP OF ORO- MEDONTE SITE PLAN AGREEMENT TABLE OF CONTENTS Section 1 Covenants by the Owner Section 2 Covenants by the Township Section 3 Development Restrictions Section 4 Development Changes Section 5 Security Section 6 Compliance Section 7 Co- operation Section 8 Binding Effect Section 9 Severability of Clauses Section 10 Save Harmless SCHEDULES Schedule "A" Legal Description of Lands Schedule "B" Site Plan Schedule "C" Deeds and Easements to be Conveyed Schedule "D" Itemized Estimate of Cost of Construction 2 Page 269 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... SITE PLAN CONTROL AGREEMENT This Agreement made, in triplicate, this 22nd day of January, 2014, in accordance with Section 41 of the Planning Act. - 1=&i4TA=1 =8 k' 5 Braestone Farm Corporation Hereinafter called the "Owner" PARTY OF THE FIRST PART -and- 10:1=11Kd:71i][bl0 Is] ►[ 4129: 1=61101TAL,6 9:11 As] Yi]:1411MI=1•Z•]L,rr:0 Hereinafter called the "Township" PARTY OF THE SECOND PART WHEREAS the Owner has applied to the Township of Oro- Medonte to permit the construction of a temporary home sales centre and an equestrian facility on lands described in Schedule "A ", attached hereto; AND WHEREAS the Township has enacted a By -law to provide for the designation of the lands as a "Site Plan Control Area "; AND WHEREAS the Owner intends to develop the lands in accordance with the Site Plan attached hereto as Schedule "B ": NOW THEREFORE This Agreement Witnesseth THAT in consideration of the mutual covenants hereinafter contained, the parties hereto hereby covenant and agree as follows: Page 270 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... 1. COVENANTS BY THE OWNER The Owner covenants and agrees as follows: a) The Owner owns the subject lands described in Schedule "A ", attached hereto, and has provided the Township with a Registered Deed containing the legal description of the subject lands. b) This Agreement may be registered against title to these subject lands and shall take priority over any subsequent registrations against the title to the subject lands. C) No work shall be performed on the lands, nor any use made of the subject lands with respect to the proposed development, except in conformity with all the provisions of this Agreement. d) The Owner shall, prior to the execution of this Agreement, obtain all necessary permits and approvals from the Township and from all Ministries and Agencies, including, but not limited to, the County of Simcoe. e) The Owner shall, prior to the execution of this Agreement, pay all municipal taxes and charges related to obtaining the approval of these lands for the intended use. f) The Owner shall pay a refundable deposit for such reasonable costs as may be involved to the Township in having its solicitor, engineer, planner and staff, perform any work in connection with this Agreement, including the preparation, drafting, execution, and registration of this Agreement. The Owner acknowledges and agrees that the Owner shall be responsible for the cost of performance of all the Owner's obligations hereunder, unless the context otherwise requires. Every provision of this Agreement, by which the Owner is obligated in any way, shall be deemed to include the words "at the expense of the Owner ", unless specifically stated otherwise. The refundable deposit for expenses and actual cost shall be $1000.00. The Owner shall replenish the refundable deposit, to its full amount, when the expenses and actual costs are submitted by the Township. g) The Owner shall have delivered to the Township, all Transfers /Deeds, Discharges and Easements, or other documents required by Schedule "C ". h) The Owner agrees that prior to issuance of a Building Permit, a Sewage System Permit approval must be received by the Township /Ministry of the Environment. i) The owner agrees that the use of the building as a sales office shall cease forthwith upon the completion of all construction within the residential plan of subdivision on the adjacent lands to the south and described as: PCL 2 -1 SEC- ORO -9; LT 3 CON 9 ORO, BEING THE E' /2 & W' /2; LOT 2 CON 9 ORO, BEING THE E' /2 & W' /2; PT 1, 51R21804, EXCEPT PT 1, 51R28741, TOWNSHIP OF ORO- MEDONTE, COUNTY OF SIMCOE. j) The Owner agrees that prior to the change of use of the development from a home sales office to an equestrian facility, the Owner must obtain a Building Permit from the Township. 2. COVENANTS BY THE TOWNSHIP The Township covenants and agrees as follows: a) That the Township has enacted a By -law to permit the construction of a temporary home sales centre and an equestrian facility as described on the Site Plan. b) That the Township agrees that subject to compliance by the Owner with all relevant Municipal By -laws and Provincial Statutes and Regulations, the Owner may Page 271 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... proceed to develop the subject lands, as indicated on the Site Plan attached hereto as Schedule "B ", subject to the development restrictions contained herein. 3. DEVELOPMENT RESTRICTIONS The Parties hereto acknowledge and agree that any use of the subject lands by the Owner shall be on and subject to the following terms and conditions: a) Site Plan The use and development of the subject lands shall be in accordance with and as set out on the Site Plan, attached hereto as Schedule "B ". b) Lighting All lighting systems installed outside, such as floodlights, shall be directed away from any adjacent residential use and /or roadway, not to cause interference in any way. C) Parking Areas and Driveways All parking areas and driveways shall be constructed in conformity with Sections 5.19 and 5.20 of By -law No. 97 -95, as amended, and the Ontario Building Code Regulation #419/86, and such parking areas, loading, and access areas shall be kept free and clear of snow and ice and kept adequately drained. All entrances shall be constructed, as in Schedule "B" attached. The Owner agrees to obtain all necessary approvals from the Ministry of Transportation, County of Simcoe and Township of Oro- Medonte. d) Garbage Storage The Owner agrees to provide suitable storage areas for garbage and waste, as shown on the Site Plan, and to install and maintain litter containers in and around development on the lands. All metal scrap and associated refuse contained in the fenced compound shall be removed on a weekly basis. f) Garbage Collection The Owner acknowledges and agrees that any Industrial, Commercial and Institutional (I. C. & 1) and multi -unit locations (six (6) units and over) will not receive curb side waste collection services from the County of Simcoe. Each 1. C. & I location and multi -unit residential location will be responsible for their own garbage and recycling disposal. g) Landscaping The Owner shall complete all landscaping and landscaped areas shown on the Site Plan, attached as Schedule "B ", as soon as weather permits, and all grading and sodding required, according to any Engineering drawings submitted, shall be done on all lawn areas. h) Erosion and Siltation Control The Owner must take all necessary precautions to prevent erosion and sedimentation of ditches and culverts, slopes, etc., within the Site Plan, and downstream prior to and during construction. The Owner agrees to maintain all erosion and siltation control devices in good repair until vegetative cover has been successfully established. 4. DEVELOPMENT CHANGES The parties acknowledge and agree that there shall be no changes to this Agreement or the Schedules attached hereto, unless and until such changes have been approved by all parties. It is the intention of the parties that material amendments to this Agreement be properly recorded. Such amendments may take the form of a registered Amending Page 272 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... Agreement, an unregistered Agreement, exchange of correspondence, Memorandum of Confirmation, or notations on Engineering drawings. The nature of such record of amendment shall depend on circumstances. 5. SECURITY Prior to signing the Agreement, the Owner will deposit, with the Treasurer of the Township, to cover the faithful performance of the obligations of the Owner arising under this Agreement, including but not limited to the construction of the works and services identified in Schedule "D" to this Agreement (the "said Work "), the following securities: a) A Certified Cheque in the amount specified in Schedule "D" to this Agreement to ensure completion of said Works. b) Any Certified Cheque or security filed with the Township is based upon the estimated cost of completing the various matters prescribed by this Agreement. However, all Certified Cheque and security received by the Township may be used as security for any item or any other matter which, under the terms of this Agreement, is the responsibility of the Owner, including without limiting the generality of the foregoing, payment of engineering, legal, planning or other costs incurred by the Township, which are the responsibility of the Owner, under the terms of this Agreement. C) Upon written notification by the Owner's agent, certifying that all required works for which the Certified Cheque was submitted have been completed in accordance with the plans submitted and upon confirmation by the Township or its agent that the Owner's obligations under this Agreement have been completed, the Township will return said Certified Cheque. d) If in the event of default of the Owner under any of the provisions of this Agreement, it becomes necessary for the Township to realize on its security or deposits, then the Township shall give, by registered mail, twenty -one (21) day's notice, its intent to draw down on the security or deposit. 6. COMPLIANCE Any action taken by the Township or on its behalf, pursuant to this Agreement, shall be in addition to and without prejudice to any security or other guarantee given on behalf of the Owner for the performance of its covenants and agreements herein, and upon default on the part of the Owner hereunder, the Township shall, in addition to any other remedy available to it, be at liberty to utilize the provisions of Section 466 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended. ►RKSai] ;J =1:bA 9 Is] ► The Owner consents to the registration of this Agreement by the Township, upon the title of the subject lands, at the expense of the Owner and agrees to execute such further and other documents, consents or applications, as required, for the purpose of securing registration and giving effect to the provisions of this Agreement. m: 11►U71►[H=1;1;1Xt1 This Agreement, and everything contained herein, shall be binding upon the successors and assigns of the parties hereto, and upon the lands described in Schedule "A ", attached hereto, such Schedule being a legal description of the lands, and it is further agreed that this Agreement shall be prepared, approved and registered on title. �N&*1 =kV/ =I:b1 -311111 was] ;&] W_11911=? Should any section, subsection, clause, paragraph, or provision of this Agreement be declared by a Court of competent jurisdiction to be invalid, the same shall not affect the Page 273 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... validity of the Agreement as a whole or any part thereof, other than the provision so declared to be invalid. 10. SAVE HARMLESS The Owner, on behalf of itself, its successors and assigns, agrees to indemnify and save harmless, the Township from and against any and all claims, suits, actions and demands whatsoever, which may arise either directly or indirectly by reason of any work or service performed by the Township, its servants or sub - contractors in order to complete the work or services required to be completed under this Agreement, provided the subject matter of such action, suits, claims or demands was not caused intentionally or through gross negligence on the part of the Township, its servants or agents or sub - contractors. IN WITNESS WHEREOF, the Parties hereunto have affixed their respective seals under the hands of their proper officers duly authorized in that behalf. SIGNED, SEALED AND DELIVERED Braestone Farm Corporation pe r: (Signature) Name: (Print) Title: Authorized Signing Officer I have authority to bind the Corporation The Corporation of the Township of Oro - Medonte pe r: H.S. Hughes, Mayor J. Douglas Irwin, Clerk Page 274 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... SCHEDULE "A" NOTE: It is understood and agreed that this Schedule forms part of the Site Plan Agreement between the Township of Oro - Medonte and Braestone Farm Corporation. I*CY-3qQ�Y01NIa0[d21 go] aW_1ki Ub1 PT SE' /2 LT1 CON 9 ORO PT1, 51 R256687, PT2 51 R4363 TOWNSHIP OF ORO- MEDONTE COUNTY OF SIMCOE PIN 58532 -0028 LT ROLL # 4346010004046000000 Page 275 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... SCHEDULE "B" NOTE: It is understood and agreed that this Schedule forms part of the Site Plan Agreement between the Township of Oro - Medonte and Braestone Farm Corporation. SITE PLAN Site Plan Drawing: Braestone Sales Centre, Prepared by C.C. Tatham & Associates Ltd., dated November 2013. Site Plan is not in a registerable form and is available from the Township of Oro - Medonte. Page 276 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... SCHEDULE "C" NOTE: It is understood and agreed that this Schedule forms part of the Site Plan Agreement between the Township of Oro - Medonte and Braestone Farm Corporation. DEEDS AND EASEMENTS TO BE CONVEYED All title documents shall be properly drawn and executed by the parties, with the appropriate Lot or Block Number inserted in the description of the document, and the registered Plan Number shall be left blank, to be inserted by the solicitors for the parties after the Plan is registered and a Plan Number assigned. The consideration for all conveyances shall be the sum of Two Dollars ($2.00) and the cost of preparation, execution and registration thereof, shall be borne by the Owner. All documents to be registered shall be prior approved by the solicitor for the Township The following land and easement shall be conveyed: 1.0 LANDS TO BE CONVEYED TO THE TOWNSHIP N/A 2.0 DRAINAGE EASEMENTS TO BE CONVEYED TO THE TOWNSHIP ki U_1 10 Page 277 of 279 15.d) A By -law to Authorize the Execution of a Site Plan Con... SCHEDULE "D" NOTE: It is understood and agreed that this Schedule forms part of the Site Plan Agreement between the Township of Oro- Medonte and Braestone Farm Corporation. ITEMIZED ESTIMATE OF COST OF CONSTRUCTION ITEMIZE CONSTRUCTION ESTIMATE AMOUNT n/a 2. LETTERS OF CREDIT AMOUNT Certified Cheque to be provided by the Owner $5000.00 to ensure completion of all works required under the terms of this Agreement, as noted in Section 5 herein. [E Page 278 of 279 18.a) Being a by -law to confirm the proceedings of the Counc... id:I=KKd[71i7:7_1%11 Is] 0[ did: I=& EVAki 69:IIli] &il:i•1 41=1•Z•]0rr4 We WAYA ki 141WIT11 [111I01, 1 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, January 22, 2014 WHEREAS Section 5 of the Municipal Act, 2001, S. 0. 2001, C. 25, as amended provides that the powers of the Municipal Council shall be exercised by By -Law, unless the municipality is specifically authorized to do otherwise; AND WHEREAS The Council of The Corporation of the Township of Oro - Medonte deems it expedient that the proceedings at this Council Meeting be confirmed and adopted by By -Law; NOW THEREFORE the Council of The Corporation of the Township of Oro - Medonte hereby enacts as follows: 1. That the actions of the Council at its Council Meeting held on Wednesday, January 22, 2014, 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 Ontario 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 Council of the Corporation of the Township of Oro - Medonte. 3. That the Mayor /Chair and Clerk /Designate are hereby authorized and directed to execute and affix the corporate seal to all necessary documents. 4. And That this by -law shall come into force and take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 22ND DAY OF JANUARY, 2014. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 279 of 279