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03 23 2016 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Council Chambers Wednesday, March 23, 2016 6:00 p.m. - Closed Session 7:00 p.m. - Open Session Page 1. Call to Order - 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) Robin Dunn, CAO re: Personal matters about an identifiable individual (Compensation). d) Robin Dunn, CAO re: Labour relations/employee negotiations (Organizational Update). e) Robin Dunn, CAO re: Labour relations/employee negotiations (Collective Bargaining). f) Robin Dunn, CAO re: Litigation affecting the municipality (Burl's Creek). 5. Minutes of Council and Committees: 8 - 10a) Minutes of Oro African Church Steering Committee meeting held on Monday, February 29, 2016. 11 - 14 b) Minutes of Special Council meeting held on Friday, March 4, 2016. 15 - 38 c) Minutes of Council meeting held on Wednesday, March 9, 2016. 6. Recognition of Achievements: None. 7. Public Meetings: 39 - 69 a) 7:00 p.m. Notice of Public Meeting and Complete Application for a Proposed Amendment to the Zoning By Law, Concession 1, Part of Lot 40 (Vespra), Page 1 of 326 Council Meeting Agenda - March 23, 2016 3392 & 3396 Penetanguishene Road, 2015-ZBA-16 (Sinton). 8. Deputations: 70 - 72 a) James Wonta re: Unopened Road Allowance - Line 2 North, North of Blueberry Marsh Road to Hummingbird Hill Road \[rescheduled from March 2, 2016 Council meeting\]. 73 - 74 b) Abdualla Kareem re: Request for Tax Interest Relief. 9. Presentations: None. 10. Identification From the Public of an Agenda Item of Interest: Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 11. Open Forum: The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda, and shall be conducted as follows: Open Forum shall last no longer than 20 minutes; Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address, which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item; No response shall be provided to any question posed during Open Forum; No discussion, debate or decisions will occur during Open Forum; Each speaker is permitted to speak only once per agenda item; A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item; No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once; Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker; Comments made during Open Forum will not form part of the minutes of the meeting; The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; o Matters beyond the jurisdiction of Council or the Township; Page 2 of 326 Council Meeting Agenda - March 23, 2016 o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act, with the exception of comment related to a recommendation contained within the Staff Report. The Chair may conclude Open Forum prior to the 20 minute maximum time limit, for non-compliance with the Open Forum parameters, Conduct of Members of the Public, or any other reason. 12. Reports of Municipal Officers: 75 - 78 a) Report No. FI2016-10, Paul Gravelle, Director, Finance/Treasurer/Deputy 79 - 132 b) Report No. CSI2016-13, Donna Hewitt, Director, Corporate & Strategic Initiatives re: RFP # CSI-IT 2016-01, Information Technology Master Plan. 133 - 137 c) Report No. TES2016-06, Jerry Ball, Director, Transportation & Environmental Services re: Shanty Bay Pilot Low Impact Development (LID) Project Tender Results. 138 - 139 d) Andria Leigh, Director, Development Services re: Proposed Amendment to Section 5.2 Schedule "B" - Building Fees & Charges By-Law. 140 - 145 e) Report No. DS2016-018, Andria Leigh, Director, Development Services re: Removal of Holding (H) Provision from Zoning Applications 2015-ZBA-13 & 2015-SPA-21 (McArthur), 421 Penetanguishene Road, Part of Lot 7, Con.1 EPR (Oro), Township of Oro-Medonte \[Refer to Item 17h)\]. 146 - 163 f) Report No. DS2016-019, Andria Leigh, Director, Development Services re: Applications for Official Plan Amendment (2015-OPA-01), Zoning By-law Amendment (2015-ZBA-12) & Site Plan Approval (2016-SPA-01) (Vinson), 3674 Line 8 North, NE Part of Lot 2 & SE Part of Lot 8, (Medonte), Township of Oro-Medonte \[Refer to Items 17 i), j), and k)\] - Revised. g) Jerry Ball, Director, Transportation & Environmental Services re: Warminster Street Light Request \[to be deferred to a future Council meeting\]. 13. Reports of Members of Council: a) Updates from Council Representatives County of Simcoe and Township Partners and Agencies. 164 b) Mayor H.S. Hughes re: Governance Peer Feedback \[deferred from March 2, 2016 Council meeting\]. Page 3 of 326 Council Meeting Agenda - March 23, 2016 14. Consent Agenda: 165 - 167 a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Notice of Closure, Gore Road between Penetanguishene Road and Line 1 South, beginning Tuesday, February 16, 2016 and scheduled to re-open no later than August 15, 2016. 2. Simcoe County Food & Agriculture Charter, Champion Awards, Deadline for Nominations, May 31, 2016. 3. Township of Oro-Medonte, Administration Office Closure, Good Friday and Easter Monday, Friday, March 25 and Monday, March 28, 2016. 168 - 175 b) Minutes of Sustainability Plan Steering Committee meeting held on Thursday, February 4, 2016. Staff Recommendation: Receive. 176 - 177 c) Correspondence dated March 4, 2016 from Town of Innisfil re: Joint and Several Liability Insurance Costs. Staff Recommendation: Receive. 178 - 249 d) Correspondence received re: Municipality Freedom of Information and Protection of Privacy (MFIPPA): City of Barrie dated January 11, 2016 Town of Blind River dated March 8, 2016 Town of The Blue Mountains dated March 7, 2016 Township of Brethour dated January 19, 2016 Township of Cavan Monaghan dated February 8, 2016 Township of Chamberlain dated January 7, 2016 Township of Champlain dated January 20, 2016 City of Clarence-Rockland dated January 11, 2016 Municipality of Clarington dated January 19, 2016 Township of Clearview dated January 12, 2016 Town of Collingwood dated January 28, 2016 Municipality of East Ferris dated January 13, 2016 Town of East Gwillimbury dated January 21, 2016 Town of Erin dated February 2, 2016 Township of Faraday dated January 14, 2016 Town of Georgina dated February 17, 2016 Town of Gore Bay dated January 29, 2016 Town of Grimsby dated December 18, 2015 Municipality of Hastings Highlands dated January 20, 2016 Town of Hawkesbury dated January 14, 2016 Municipality of Highlands East dated January 11, 2016 Township of Hornepayne dated January 8, 2016 Township of Huron-Kinloss dated December 24, 2015 Municipality of Huron Shores dated February 29, 2016 Page 4 of 326 Council Meeting Agenda - March 23, 2016 County of Lambton dated February 18, 2016 Municipality of Lambton Shores dated January 18, 2016 Township of La Vallee dated January 14, 2016 Township of McKellar dated December 22, 2015 Township of McNab/Braeside dated January 6, 2016 Municipality of Morris-Turnberry dated January 6, 2016 Township of Muskoka Lakes dated February 26, 2016 Town of New Tecumseth dated February 11, 2016 Township of North Kawartha dated January 22, 2016 Township of Norwich dated January 13, 2016 Town of Pelham dated January 13, 2016 City of Port Colborne dated January 28, 2016 Township of Prince dated January 12, 2016 Township of Ramara dated February 12, 2016 Township of Severn dated March 5, 2016 County of Simcoe dated January 26, 2016 Municipality of South Bruce dated December 23, 2015 City of Stratford dated January 25, 2016 City of Temiskaming Shores dated February 1, 2016 Municipality of Trent Lakes dated March 8, 2016 Township of Tudor and Cashel dated January 18, 2016 Township of Tyendinaga dated January 6, 2016 Township of Uxbridge dated January 28, 2016 Town of Wasaga Beach dated February 23, 2016 Municipality of West Grey dated January 19, 2016 Municipality of West Nipissing dated February 18, 2016 Staff Recommendation: Receive, Forward to The Honourable Ted McMeekin, Minister of Municipal Affairs and Housing under the Mayor's signature. 15. Communications/Petitions: 250 - 251 a) Correspondence dated January 29, 2016 from Andrew Pye re: Request for Exemption from the Requirement to Provide Qualified Designer Plan Drawings \[deferred from March 2, 2016 Council meeting - to be deferred to April 13, 2016 Council meeting\]. 252 - 258 b) Correspondence dated March 3, 2016 from Robert Johnston, President, Kiwanis Club of Barrie re: Annual Civic Luncheon, Monday, April 25, 2016, Tangle Creek Golf & Country Club, 4730 Sideroad 25, Thornton. 259 - 262 c) Correspondence dated March 4, 2016 from Matt Pegg, President, Ontario Association of Fire Chiefs (OAFC) re: OAFC 2016 Municipal Official Seminar: The Essentials of Firefighting and Firefighting 101, Saturday, April 30 and Sunday, May 1, 2016, Toronto Congress Centre, Toronto. Page 5 of 326 Council Meeting Agenda - March 23, 2016 16. Notice of Motions: None. 17. By-Laws: 263 - 276 a) By-Law No. 2016-038: A By-law to Authorize the Execution of an Agreement Between The Township of Oro-Medonte and Telford Property Management For Snow Removal, Bass Lake Area for the balance of the 2015/2016 season (Tender TES2013-06) And to augment the snow blowing on the Sugarbush cul-de-sacs And to Repeal By-law No. 2013-074. 277 - 280 b) By-Law No. 2016-042: A By-Law To Permanently Close and Sell a public highway described as PCL Plan-1, Sec M-118; Block D, Plan M-118 (Oro) (PIN 58558-0310 (LT)), (geographic Township of Oro), Township of Oro- Medonte, County of Simcoe and To Establish a Drainage Easement in favour of the Township of Oro-Medonte over Block D, Plan M-118 (geographic Township of Oro), Township of Oro-Medonte, County of Simcoe. 281 - 282 c) By-Law No. 2016-043: A By-Law to Raise Money to Aid in the Construction of Drainage Works under the Tile Drainage Act. 283 - 294 d) By-Law No. 2016-045: A By-Law to Authorize Certain New Capital Works of The Township of Oro- Financing Such Capital Works; to Authorize Temporary Borrowing From OILC to Meet Expenditures in Connection with Such Works; and to Authorize Long Term Borrowing for Such Works Through the Issue of Debentures to OILC. 295 e) By-Law No. 2016-046: A By-Law to Amend By-Law No. 2015--law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro- 296 f) By-Law No. 2016-047: A By-law to Amend By-law No. 2015-212, Being a By-law to license and regulate Refreshment Stands in The Township of Oro- - 297 - 298 g) By-Law No. 2016-048: A By-law to remove the Holding symbol on lands described as follows: Concession 5, Part Lot 24 (Oro), RP 51R33741 Parts 1 and 2,Township of Oro-Medonte, County of Simcoe, Roll # 4346-010-008- 12950. 299 - 300 h) By-Law No. 2016-049: A By-law to remove the Holding symbol on lands described as follows: Part of Lot 7, Concession 1 EPR (Oro), Township of Oro-Medonte, (Heritage Estate Winery & Cidery). 301 - 310 i) By-Law No. 2016-050: A By-law to Adopt An Amendment to the Official Plan of the Township of Oro-Medonte OPA No. 39 (Dave Vinson). 311 - 313 j) By-Law No. 2016-051: A By-law to amend the zoning provisions which apply to lands at NE Part of Lot 2 & SE Part of Lot 3, Concession 8 (Medonte) Page 6 of 326 Council Meeting Agenda - March 23, 2016 Township of Oro-Medonte 2015-ZBA-12 (Vinson). 314 - 325 k) By-Law No. 2016-052: A By-law to Authorize the Execution of a Site Plan Control Agreement between The Corporation of the Township of Oro- Medonte and David John Vinson described as lands as follows: NE Part of Lot 2 & SE Part of Lot 8, former geographic Township of Medonte, Township of Oro-Medonte, County of Simcoe - Revised. 18. Closed Session Items (Unfinished Items): 19. Confirmation By-Law: 326 a) By-Law No. 2016-044: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 23, 2016. 20. Adjournment: a) Motion to Adjourn. Page 7 of 326 5.a) Minutes of Oro African Church Steering Committee meetin... Page 8 of 326 5.a) Minutes of Oro African Church Steering Committee meetin... Page 9 of 326 5.a) Minutes of Oro African Church Steering Committee meetin... Page 10 of 326 5.b) Minutes of Special Council meeting held on Friday, Marc... Page 11 of 326 5.b) Minutes of Special Council meeting held on Friday, Marc... Page 12 of 326 5.b) Minutes of Special Council meeting held on Friday, Marc... Page 13 of 326 5.b) Minutes of Special Council meeting held on Friday, Marc... Page 14 of 326 5.c) Minutes of Council meeting held on Wednesday, March 9, ... Page 15 of 326 5.c) Minutes of Council meeting held on Wednesday, March 9, ... 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Page 51 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 52 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 53 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Local Commercial Zone to 15 (A/RU*15) Page 54 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 55 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 56 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 57 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 58 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 59 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... - Justification Report Planning Draft amendment to the Zoning Bylaw Page 60 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 61 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... ,2016 Mar 23 Page 62 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Single Retail & Detached - m Frontage: 51.0 m Area: 0.30 ha (0.75 acres)One SingleDwelling & GarageA/RU*15 & LC ZoningCommercial ServiceResidential DetachedAgricultural/Rural Local Industrial (Autopro) 61.9 Page 63 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... G N I N O Z N O I T A N G I S E D E S U D N A L Page 64 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 65 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 66 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 67 of 326 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... nn a a ll P P Secondary Plan l y a r i a Permits Retail and Service Commercial usesDevelopment will connect to full services when available c i d f n Rural Settlement Area designation within Official Plan permits local convenience usesCriteria for new commercial development (C3.3.1) CraighurstArea Development within Core Area facilitate employment opportunities and provide for adequate community services f o O c e e t S n t o s d r e u M h - g i o a r r O C f o & p i h s n w o Page 68 of 326 T 7.a) 7:00 p.m. Notice of Public Meeting and Complete Applica... Page 69 of 326 8.a) James Wonta re: Unopened Road Allowance - Line 2 North,... Page 70 of 326 8.a) James Wonta re: Unopened Road Allowance - Line 2 North,... Page 71 of 326 8.a) James Wonta re: Unopened Road Allowance - Line 2 North,... Page 72 of 326 8.b) Abdualla Kareem re: Request for Tax Interest Relief. Page 73 of 326 8.b) Abdualla Kareem re: Request for Tax Interest Relief. Page 74 of 326 12.a) Report No. FI2016-10, Paul Gravelle, Director, Finance... Page 75 of 326 12.a) Report No. FI2016-10, Paul Gravelle, Director, Finance... Page 76 of 326 12.a) Report No. FI2016-10, Paul Gravelle, Director, Finance... Page 77 of 326 12.a) Report No. FI2016-10, Paul Gravelle, Director, Finance... Page 78 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 79 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 80 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 81 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 82 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 83 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... Page 84 of 326 12.b) Report No. CSI2016-13, Donna Hewitt, Director, Corpora... 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Township of Oro-Medonte NOTICE OF CLOSURE Gore Road Replacement of Bridge No. 13 Contract No.: 300037030 The Township of Oro-Medontehereby notifies and advises all local residentsand affected partiesof the scheduled Oro-MedonteBridgeNo.13 Replacement and subsequent Closure of GoreRoad between PenetanguisheneRoad and 1LineSouth, in the TownshipofOro-Medonte and CountyofSimcoe. Oro-MedonteBridgeNo.13islocated on GoreRoad over the WillowCreek, roughly halfway betweenPenetanguishineRoadand 1LineSouth.This section of GoreRoad will be: th Closed for Bridge Replacement,beginning Tuesday, February 16,2016, and is scheduled to reopenno later than: th August 15,2016. Local access will be maintained throughout the duration of the Bridge Replacement Works,via PenetanguisheneRoad to the west of the crossing, and 1LineSouth to the east. We apologize for any inconvenience this may cause local residents for the duration of the Bridge Replacement Works. Should you have any questions or concerns, please do not hesitate to contact the undersigned. OwnerContract Administrator Township of Oro-MedonteR.J. Burnside & Associates Limited Ms. Michelle Jakobi,Operations TechnologistMr. Matthew Brooks, P.Eng. Transportation ServicesContract Administrator 148 Line 7 South3 Ronell Crescent Oro-Medonte ON L0L 2E0CollingwoodON L9Y4J6 Telephone:705-487-2171Telephone:705-797-4284 Email:mjakobi@oro-medonte.caEmail:matt.brooks@rjburnside.com Page 165 of 326 14.a) Announcements of Interest to the Public: Township of O... Page 166 of 326 14.a) Announcements of Interest to the Public: Township of O... Good Friday and Easter Monday Office Closure Page 167 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... Sustainability Plan Steering Committee (SPSC) Meeting Date Thursday, Feb 4, 2016 Time 10am-12pm Location North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendance Andrea Betty, Director of Planning and Community Development, Town of Penentanguishene Chris McLaughlin, General Manager, NSCFDC Doug Luker, CAO/Clerk, Township of Tiny Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Jonathan Main, Councillor, Ward 1, Town of Midland Keith Sherman, Executive Director, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Patricia File, Councillor, Ward 1, Town of Midland Steffen Walma, Deputy Mayor, Township of Tiny, County of Simcoe representative Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Regrets Andria Leigh, Director, Development Services, Township of Oro-Medonte Glenn White, Manager, Special Projects, Township of Oro-Medonte Marina Whelan, Program Manager, Health Protection Service, Simcoe Muskoka District Health Unit Nick Popovich, Director of Development Services, Township of Georgian Bay Ron Stevens, Councillor, Ward 4, Township of Severn Steve Farquharson, Director of Planning and Development, Township of Tay 1.0 Welcome and Approval of Agenda Discussion: Roundtable introductionsequest for any additions or changes to the agenda. Hearing none, Chair requested a motion to approve the agenda. Moved by A. Betty, seconded by S. Walma. Agenda approved. 2.0 Approval of Minutes from the 7-Jan-2016 SPSC Meeting Discussion: APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 168 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... Minutes were provided to the SPSC on 12-Jan-2016, no requests for changes or additions received. Chair requested motion to approve the 7-Jan-2016 minutes. Moved by S. Walma, seconded by J. Schnier. Minutes from the 7-Jan-2016 meeting approved on 4-Feb-2016. Action Item: Coordinator to distribute approved minutes to the SPSC and municipal clerks for distribution to councils. 3.0 2015 SSS Work Plan Items (Project Charter #1 and Project Charter #2 Actions) 3.1 Sustainability Speaker Series Discussion: Event Budget Coordinator provided an update on the following items, as per the enclosed budget: Overview of revised event budget Total Cost: $8486 Total Income: $7100 Loss: -$1386 (included in 2016 budget) The Chair requested motion to approve the March 22 Event Budget. Moved by A. Betty, seconded by S. Walma. Motion to approve the March 22 budget approved. Review of Event Details Coordinator reviewed the event details (date, time) an event MC (script to be provided, as below). Introduction_BMac Donald.docx Additional details (2-3 lines on SSS, and the release of the SAP, which identifies sharing sustainability information and ideas through speaker events and as a priority for the project. SSS will also be hosting a new series in partnership with the MCC, entitled Café Scientifique. Casual conversation in the atrium led by guest speakers. We look forward to launching that initiative in May. So, stay tuned. Chair requested motion to approve Doug Luker as event MC. Moved by S. Walma, seconded by K. Sherman. Motion approved. APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 169 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... Marketing and Communication Coordinator circulated poster around table for SPSC review and approval of logo use. Motion to approve the marketing materials for distribution was moved by P.File, seconded by M. Levison. Marketing materials approved. Coordinator requested motion to approve the marketing materials be posted on partner . Moved by P. File, seconded by D. Luker. Motion approved. Action Items: (1) Coordinator to send poster to each communications contact and SPSC member (digital copy), and request posting on event/community pages and announcements. (2) Hard copies will be made available by 9-Feb-2016 and can be picked up at the SSS or mailed to each SPSC member (upon request). (3) Coordinator to explore TV (Roger Klein) and radio (104.1) advertising options and connect with P. File by 16-Feb-2016 to determine next steps. (4) Ticket Sales Discussion: 35 complimentary tickets have been requested, including all watershed municipalities, as well as active SPSC members. Letters will include 2 tickets, small event poster and rack-card and business card, and addressed to Mayors and Councils. SPSC members recommended the following: Request 40 total complimentary tickets, Shorten the length of the letter, Clarify the language (current supporter vs. prior supporter), Request an RSVP and complete a follow-up phone-call, and Do not send the tickets with the letter (only upon RSVP). Chair requested motion to approve the letters for distribution (with the recommendations and changes). Moved by P. File, seconded by A. Betty. Letter approved. Other Items APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 170 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... Discussion: Coordinator addressed the recommendation from the SPSC to discuss future proposed events with SSEA, this wi-1pm. SSEA, SMDHU and SSS will meet to discuss June 2016 speaker event (environment and health). Coordinator presented information on nametags/plaques for SPSC members (cost and options). For 15 plastic badges, the price is $9.50 each, with magnet, add $2.50 each, for 15 Metal badges (gold or silver brushed), the price is $16.99 each (domed), with magnet, add $2.50 each. There is one time setup fee of $25.00, shipping $15.00. Estimated cost is: Plastic: $250 Metal: $372 SPSC consensus was to not proceed with this cost at this time. Only outstanding item is the TED talks to play in the atrium during the networking hour on March 22. MCC has said it will be possible; but has recommended an in-person test. Action Items: (1) Coordinator to schedule a test meeting with the MCC by 19-Feb-2016. (2) Coordinator and J. Schnier will identify TED Talk options and decide on appropriate video or shots for the atrium screen. 3.2 Partnership/Collaboration with Georgian College Discussion: Coordinator provided a brief update on project submission to support the redesign of the website as it relates to evaluation of SSS project activities. A baseline survey is needed to determine the attitudes and opinions of municipal staff and Council representatives towards sustainability and the Sustainable Severn Sound (SSS) project to evaluate the success and impact of the project. This information will inform strategies to improve partner support and recognition of SSS and sustainable practices, techniques and ideas; and allow us to evaluate/determine the effectiveness of the project activities. The intention would be for SSS to conduct annual surveys; to determine whether the attitudes and opinions change over time. Questions could include: Issues of Highest Concern to Municipal Staff and Council Representatives (as selected through the 10 Sustainability Building Blocks Greatest Perceived Benefits from Addressing Sustainability Issues Top Reasons for Addressing Sustainability Issues Factors Driving Action on Sustainability (i.e., corporate reputation, brand, trust, cost savings, alignment with business goals, competitive advantage , improve efficiency/lower cost, personal motivation, employee morale/retention, meet community expectations, 4 Page APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 171 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... consumer demand, government regulation, risk management, pressure from NGOs) Awareness of SSS and the Role of the SSS Project Rating the Effectiveness of the SSS Project and the Information Provided by SSS As this item is a task of the Website Redesign Sub-Committee, the Coordinator requested approval to defer the item to the next WSC meeting scheduled for 3-March-2016. Motion to approve the request moved by C. McLaughlin, seconded by D. Luker. Motion to defer the item to the attention of the WSC approved. 3.3 Sustainability Action Plan, 2016-2018 Discussion: Coordinator provided an update on the following items: - Sustainability Action Plan Rack Cards and Business Cards) complete, provided to each member (100 cards/50 French + 50 business cards) SPSC recommendation to develop a staff report template for the Sustainability Action Plan and monthly Sustainability Bulletins (DRAFT Report attached) Report includes: o 4 recommendations, o Background of the SSS project, o 2016-2018 Project Impacts and Outcomes, o Summary of 2011-2015 SSS Activities, o English and French Rack card, and o Approved SPSC Terms or Reference. Recommendation received from the committee included: SPSC members will have to modify the report to adhere to their respective Council processes; Include that the report was prepared by SSS, Include date of report, Amend the recommendations for clarity, and Ensure quarterly reports follow the same style, summarizing SSS activities from Jan-Mar, and the upcoming activities for Apr-June. Chair requested a motion to approve the staff report for distribution to clerks for Council information with the recommended amendments. Moved by D. Luker, seconded by S. Walma. Motion approved to distribute staff report to clerks and Councils. APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 172 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... Action Items: (1) Coordinator to amend report and distribute to each SPSC member by 12-Feb-2016 for review prior to Council distribution. (2) SPSC members to complete the needed action to present to Council (i.e., pull for correspondence, direct to appropriate committee, or advise Coordinator or best action). 4.0 Budget Update Discussion: Coordinator provided an update on the following items: - Balance Sheet and Profit and Loss as of January 31, 2016 - - 2016 SSS revised budget - Deferred revenue has been utilized for 2016, this budget does not include the potential $35,500 from OTF (Apr-16), or the $10,000 (Feb-16) from Simcoe County Chair requested motion to approve the 2016 project budget with the recommended changes by the committee. Moved by D. Luker, seconded by A. Betty. Motion to approve the 2016 budget with recommended changes approved. Action Item: Coordinator to amend the 2016 budget as per the recommendations of the SPSC and include as item for review at the 3-March-2016 meeting. 4.1 Budget Contributions for 2016 Discussion: Coordinator provided an update on the following item: - County of Simcoe Community Grant Program - One-on-one scheduled with Donna from the County on 5-Feb-2016 to discuss application for 2016 contribution of $10,000 APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 173 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... - Requested a letter of support from the Chair (D. Luker) on behalf of the committee Timeline Late January Application Information Session for eligible applicants First Two Weeks of February One-to-One Application Mentoring Sessions for eligible applicants Last week of February Arts, Culture and Heritage Grant applications due Notification of successful applicants immediately following approval by Grant Program Task Force Action Item: Coordinator to draft letter of support and provide to D. Luker for approval and signature by 16-Feb-2016. 5.0 March 2016 - June 2016 Meeting Schedule Date Time Location Purpose Thursday, March 3, 2016 10am-12pm SSS Office, 105 Fourth -Final event details for March 22 Street, Midland -Update on Project Charter 1 & 2 Thursday, April 7, 2016 10am-12pm SSS Office, 105 Fourth Regular Meeting Street, Midland Thursday, May 5, 2016 10am-12pm SSS Office, 105 Fourth Regular Meeting Street, Midland Thursday, June 2, 2016 10am-12pm SSS Office, 105 Fourth Regular Meeting Street, Midland Discussion: SPSC members requested that the Coordinator send all the meeting requests for 2016 as soon as possible. Action Item: Coordinator to send a recurring meeting request to all SPSC members by 9-Feb-2016. 6.0 Information Sharing Discussion: Coordinator to request suggestions for case studies from each municipality as related to the 10 Sustainability Building Blocks (i.e., Oro-Medonte Community Environmental Centre APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 174 of 326 14.b) Minutes of Sustainability Plan Steering Committee meet... -Grid Project, LID projects (swales, stormwater ponds, etc.), shoreline or parkland restoration) Midland: Traffic Calming Policy, Jamie Galloway, Town Engineer County of Simcoe: LEED Building, Jason Allan, Sustainable Operations Coordinator Penetanguishene: Micro-Grid, Brian Murray, Director of Public Works Community Design Manual, Andrea Betty, Director of Planning and Community Development Tiny: Septic Re-Inspection Project, Shawn Persaud, Manager of Planning & Development SSEA/Penetang: Shoreline Restoration Project, Keith Sherman, Executive Director, SSEA Brian Murray, Director of Public Works SSEA/Midland: Tiffin Pond, Keith Sherman, Executive Director, SSEA Sean Berriault, Director of Operations Georgian Bay: Waterfront Development Plan, Nick Popovich, Director of Development Services Coordinator also requested that the SPSC share information on funding and training related to the 10 Sustainability Building Blocks (February focus on Community Economic Development). Action Item: municipal partner that describes the new website design and the development of the case studies. The Coordinator will be contacting staff directly to schedule interviews and request information to complete the case studies. This is scheduled to begin in late February. 7.0 Adjournment Time: 1:18pm Next Meeting When: Thursday, March 3, 2016 Time: 10am-12pm Where: SSS Office 8 Page APPROVED - SPSC MEETING MINUTES- 4-FEB-2016 Sustainable Severn Sound | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 175 of 326 14.c) Correspondence dated March 4, 2016 from Town of Innisf... Page 176 of 326 14.c) Correspondence dated March 4, 2016 from Town of Innisf... Page 177 of 326 14.d) Correspondence received re: Municipality Freedom of In... Page 178 of 326 14.d) Correspondence received re: Municipality Freedom of In... Page 179 of 326 14.d) Correspondence received re: Municipality Freedom of In... 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