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11 24 2021 Council Agenda The Township of Oro-Medonte Council Meeting Agenda 4 Electronic Meeting Township of Wednesday, November 24, 2021 Proud Heritage,Excitiq Feature 9:00 a.m. - Open Session Effective Tuesday, September 7, 2021 , all Township facilities will re-open to the public with safety measures in place including: mandatory masks/face coverings; COVID-19 health screening; and social distancing. Taking into consideration positive COVID-19 cases in Simcoe Muskoka and beyond, and contagious transmission of the COVID-19 Delta variant, whenever possible, residents and business owners are encouraged to utilize online and telephone services for Township related business. Input on agenda items are welcome and encouraged. The Township of Oro-Medonte has amended its Procedural By-law to allow for electronic participation at Council meetings during a declared emergency. Protocols have been established to advise how to participate in the public portions of these meetings. Please visit the following links for additional information: • Request for Open Forum or DS Committee Participation Form • Protocols for Public Participation Council and DS Committee All electronic Council meetings will be streamed live, where possible, on the Township YouTube Channel. Council Agendas will continue to be published on the Civic Web Meeting Agendas in advance of the meeting date in accordance with the Township's Procedural By-law. The Township of Oro-Medonte is committed to providing and maintaining a working environment that is based on respect for the dignity and rights of everyone within the organization and for those individuals visiting our organization. The Township of Oro-Medonte supports and fosters an environment that is safe, welcoming and respectful for all residents, visitors, members of Council and staff. Page 1. Call to Order - Moment of Reflection: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa Page 1 of 306 Council Meeting Agenda - November 24, 2021 [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: 6 - 41 a) Motion to Adopt the Agenda. [Addenda] 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: None. 5. Minutes of Council and Committees: 42 - 50 a) Minutes of Council meeting held on Wednesday, November 10, 2021 . 51 - 60 b) Minutes of Heritage Committee meeting held on Monday, November 15, 2021 . 6. Recognition of Achievements: 61 - 63 a) 9.00 a.m. Recognition presentation by Shawn Binns, Director, Operations and Community Services re: Rogers Hometown Hockey Event. 7. Public Meetings: None. 8. Deputations/Presentations: 64 - 74 a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Commander, Orillia Detachment, Ontario Provincial Police (OPP) re: Third (3rd) Quarter (Q3) Statistics Update. 9. Open Forum: Page 2 of 306 Council Meeting Agenda - November 24, 2021 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. Refer to Procedural By-Law No. 2017-165 for additional information. 10. Reports of Municipal Officers for Action: 75 - 87 a) DS2021-183, David Saunders, Manager, Development Engineering re: Five (5) Year Extension to Agreement for Engineering Consulting Services [Refer to Item 17a)]. 88 - 117 b) OCS2021-29, Shawn Binns, Director, Operations and Community Services re: COATV Trail Request Follow Up [Refer to Item 17b)]. 118 - 128 c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coordinator re: Ontario Federation Snowmobile Clubs Memorandum of Understanding. 129 - 132 d) OCS2021-31 Justin Metras, Manager, Infrastructure and Capital Projects re: South Yard Roof Replacement — Revised Quotations. 133 - 138 e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & Charges —Administration, Finance and Environmental Services. 139 - 148 f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests to Purchase Township Land [Refer to Item 17c)]. 149 - 185 g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. 186 - 234 h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Board Election Voting Method and Vote Counting Equipment Recommendations. 11. Reports of Municipal Officers for Information Only: 235 - 241 a) Robin Dunn, CAO re: Update on COVID-19 Actions. 242 - 247 b) FI2021-17, Lianne MacGibbon, Financial Analyst, re: Statement of Accounts, Quarter 3 - 2021 , July 1 , 2021 to September 30, 2021. 12. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 248 - 249 b) Councillor Keane re: Request for Council's Consideration, Letter to Simcoe County District School Board. 250 c) Page 3 of 306 Council Meeting Agenda - November 24, 2021 Mayor Hughes re: Request for Letter of Support for Royal Victoria Hospital (RVH) - South Campus Ministry Application. 13. Announcements: 14. Consent Agenda: 251 a) Announcements of Interest to the Public: 1 . Oro-Medonte Firefighters, 2021 Holiday Food Drive, Sunday, December 5, 2021, 1-00p.m. - 3-00p.m. at all Oro-Medonte Fire Stations. 252 b) Correspondence dated November 10, 2021 from the Municipality of Mattice- Van Cote re: Municipal Property Assessment Corporation (MPAC) Assessment Update. Staff Recommendation: Receive, Support and Advise under Mayor's Signature. 253 - 271 c) Correspondence received November 3, 2021 from CUPE Ontario re: OMERS' Investment Performance. Staff Recommendation: Receive for Information Only. [Refer to Item 14 d) below]. 272 - 277 d) Correspondence dated November 15, 2021 re: Information in Response to CUPE Ontario's Correspondence dated November 3, 2021 re: OMERS' Performance Investment [Refer to Item 14 c) above]. Staff Recommendation: Receive for Information Only. 278 e) Correspondence dated November 16, 2021 from Christine Fergin, Manager, Community & Events, Rogers Hometown Hockey re: Letter of Appreciation. Staff Recommendation: Receive for Information Only. 279 f) Correspondence dated November 18, 2021 from Jeremy Pollard re: Rogers Hometown Hockey and Horseshoe Valley Property Association (HVPOA). Staff Recommendation: Receive and Refer to Staff for a Response. 15. Communications/Petitions: None. 280 - 282 a) Correspondence dated November 18, 2021 received from Mayor Mike Burkett, Township of Severn, re: Growth Plan's Provincial Natural Heritage System. 16. Notice of Motions: None. 17. By-Laws: Page 4 of 306 Council Meeting Agenda - November 24, 2021 283 - 289 a) 2021-124: A By-law to Authorize the Execution of the Professional Services Agreement (Short Form) between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte and to Repeal By-law 2016- 142. 290 - 299 b) 2021-125: Being a By-law to Permit All-Terrain, Multi-Purpose Off-Highway Utility and Recreational Off-Highway Vehicles on Municipal Highways (Off- Road Vehicles By-law) and to repeal By-Law No. 2019-079. 300 - 305 c) 2021-126: Being a By-law to Establish a Policy with respect to the Sale and Other Disposition of Land and to Repeal By-law No. 2012-112. 18. Closed Session Items (Unfinished Items): None. 19. Confirmation By-Law: 306 a) 2021-127: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 24, 2021. 20. Adjournment: a) Motion to Adjourn. Page 5 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW:Atv and Snowmobile proposal Date: November 23,2021 2:23:52 PM Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne Sent: November 23, 2021 9:23 AM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: Atv and Snowmobile proposal ATV below Yvonne Aubichon Clerk Township of Oro-Medonte From: pmbspareparts <pmbsparepartsPyahoo.ca> Sent: November 23, 2021 9:04 AM To: Agenda comment<AgendacommentPoro-medonte.ca> Subject: Atv and Snowmobile proposal Hi, I live in Horseshoe Valley and I own an ATV. I know there are many beautiful trails around us here in the Copeland but I do not understand why we are unable to use some of the roads around us. It doesn't make sense to trailer everything a couple kms to a trail head if it's safe to ride on the shoulders of side roads. I hope one day we will follow in the foot steps of other townships and allow ATVs (with rules of course)to enjoy the shoulders of side roads here in Oro-Medonte. Thank you and I hope this willake a difference. Best Regards, Peter Bleha President PMB Spare Parts Barrie, ON Canada Phone: 1 226 989 7101 Web: www.PMBSi2areParts.com Page 6 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW:Agenda items 10(b)and(c) Date: November 23,2021 2:21:57 PM Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne Sent: November 23, 2021 1:49 PM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: Agenda items 10(b) and (c) Yvonne Aubichon Clerk Township of Oro-Medonte From: Sonia Faryna Jean-Pierre Ouellette<sfandibona gmail.com> Sent: November 23, 2021 1:39 PM To:Agenda comment<Agendacommentna oro-medonte.ca> Subject:Agenda items 10(b) and (c) I am writing these comments as an individual, taxpaying resident and not on behalf of any association to which I belong. The conflict between motorized vehicles and pedestrian/human-powered recreational activities is a growing concern, especially for those of us who value peace, quiet and a clean, safe, natural environment. I used to enjoy walks and snow-shoeing in the South Barr tract of the county forest,but over the past two years it has become over-run with motorized vehicles such as ATVs, dirt/trail bikes and snowmobiles. I now have to ri to other tracts of forest if I want to feel safe and enjoy the peaceful beauty of a forest. Owners of motorized recreational vehicles have or should have trailers or large enough pick- up trucks to tow those machines to approved trails. They're burning gas and polluting the environment anyways. Why should I be forced to drive and add to those carbon emissions to enjoy apeaceful walk? Staff reports and previous Council decisions have already acknowledged that motorized recreational vehicles should be directed away from settlement areas. We know that the Township does not have the resources to effectively enforce the restrictions that currently exist; for example, I did not appreciate being woken up this morning by a snowmobile blaring down the currently prohibited portion of Ln3N behind my home. Page 7 of 306 2.a) Motion to Adopt the Agenda. Any expansion or further promotion of existing trail networks will only increase the incidence of encroachment on prohibited areas and amount of conflict that occurs between motorized recreational vehicle use and human-powered activities. This is a divisive issue within our Township and communities and I believe that our Council should be trying to minimize rather than inflame these tensions. To that end, I believe that Council should not approve any expansion or further promotion of existing trail networks, specifically including: •removal of Bass Lake Sideroad from Lines 2 to 5 N from the trail map for COATV (recognizing that another 400-500 residents will be moving into the Eagles Rest development in the next 1-2 years) •deleting the proposed added portions of LON from the snowmobile routes. Sonia Faryna Landscape Dr. Page 8 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW:ATV Club proposal Date: November 23,2021 12:57:01 PM ATV Feedback Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne Sent: November 23, 2021 12:46 PM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: ATV Club proposal Yvonne Aubichon Clerk Township of Oro-Medonte From: Diane Mandeville<man devil ledianena hotmail.com> Sent: November 23, 2021 12:45 PM To: Agenda comment<Agendacommentna oro-medonte.ca> Subject: ATV Club proposal I think the ATV Club proposal of allowing ATVs on specific roads in the Township of Oro-Medonte is illogical, a bad idea and very unsafe. This will increase the use of ATVs on already banned roads more than they are now. We have enough problems with them driving all over the streets in the Medonte Hills, Bachly and Robins Crest subdivisions as it is. ATV use is prohibited on these streets and yet they run wild all the time with no regard to the law or safety. There is no public education of the banned roads or enforcement of the by-laws. ATV's are best suited for use on private land or off-road trail system only. They are a great help to those with farms or acreage and making light work of chores or moving things. ATVs are unsafe for road/street use as they offer very little to no protection to the driver and or passenger in the event of an accident. Page 9 of 306 2.a) Motion to Adopt the Agenda. By allowing ATVs to drive along Mt. St. Louis and the other proposed roads you are endangering the lives of the ATV riders and the drivers of the vehicles who will need to make quick evasive actions to avoid hitting one. We all know ATV drivers don't do the required speed limit or stay on the shoulder of the road, and in combination with the heavier traffic on Mt. St. Louis, as well as its many curves and hills, it won't be long before there is a serious injury or fatality. It would be interesting to know what the Oro-Medonte Fire and Emergency Services think of the ATVs driving along Mt. St. Louis and the other proposed roads, as it will surely increase the MVC calls, but maybe that is a good thing as numbers of calls seem to be declining. I urge the Mayor and members of council to vote against this proposal and keep ATVs on the trails designed for them or private property only. Diane Mandeville Glacier Cres, Oro-Medonte Page 10 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 23,2021 12:55:54 PM Username: 8FDC 1054-BEDD-4AFB-BO86-C7ED 1 C8265DB Numeric Response ID: 712700 Response GUID: 8E60ECE9-EEOD-48BF-95FA-AE6DOF8EEF72 Survey Start Date: Tuesday, 23 November 2021 12:52:29 Survey Completed Date: Tuesday, 23 November 2021 12:55:47 Name: Tanya Long Address: Cedarbrook Cres Email: Thebirdwhisperer4@gmail.com Subj ect: Atv/snowmobile permits-please keep these vehicles off our residential streets (ie Cedarbrook). Children play on or near the road due to lack of sidewalks, and allowing expanded snowmobile and or AtV use on such streets is very dangerous. Page 11 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: ATV Feedback form Date: November 23,2021 9:18:49 AM Username: 9A981 B2A-8AD3-49FC-93F0-87C7A2040163 Numeric Response ID: 712572 Response GUID: F409E619-1BBA-4E3A-A9A4-A23A1F565D55 Survey Start Date: Tuesday, 23 November 2021 09:17:06 Survey Completed Date: Tuesday, 23 November 2021 09:18:43 Name: glenn seiger Address: 21 melville ct Email: seigerplumbingh@aol.com Subj ect: Li think this is a great idea,hope it passes...thx Page 12 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW: Snowmobiles,ATVs Date: November 23,2021 9:05:31 AM Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne Sent: November 23, 2021 8:28 AM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: Snowmobiles, ATVs For inclusion in the ATV documents. Regards, Yvonne Aubichon Clerk Township of Oro-Medonte From:James Purnell <purnelli939(@ gmail.com> Sent: November 22, 2021 8:29 PM To: Agenda comment<Agendacomment(@ oro-medonte.ca>; Helen Hansen <hihelen30(@ hotmail.com>; ruth mckay<mckay0897(@ gmail.com>; Lori Hutcheson <beageepea(@ gmail.com>; orillianaturalists(@ gmail.com; info(@ scmbc.ca Subject: Snowmobiles, ATVs To Oro-Medonte council: Please do not expand routes for snowmobiles or ATVs....these noisy, annoying, polluting, speeding and often unsafely driven machines should be banned, not promoted in our township. Be a part of the solution for climate change action!! Polluting recreational machines are unnecessary and should be banned for the sake of local residents peace, the township's air quality and contribution to CO2 emissions. These machines also are extremely destructive to the County Forests they are allowed to travel in. They ruin the air and sound quality for other human powered forest users and horseriders, plus rip apart the terrain, creating giant mud puddles and erosion that also ruins for flora and fauna. Bottom line: Do not expand snowmobile use on Line 3, (a busy enough road without snowmobiles!), or, create an ATV trail along Bass Lake Side road...(hugely dangerous for motorists, cyclists,walkers and roller skiers with the many blind hills). Also,please enforce the current ATV bylaw....ATVs are frequently driving up and down Line 5 between Horseshoe Valley Road and Bass Lake Side road despite them not being allowed. Loud unlicensed dirt bikers (teens and adults) frequently drive along this road as well. Page 13 of 306 2.a) Motion to Adopt the Agenda. No expansion of ATV routes until drivers can follow the existing rules and the township, OPP can enforce existing bylaws!! Please keep us informed about this issue. Thanks for your consideration, Jim Purnell and Ruth McKay 34 Trillium Trail (next to Line 5) Coldwater, LOK IE0 Page 14 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW:Agenda item 10c snowmobile trails Council agenda November 24.OCS 2021-30 Date: November 23,2021 9:05:10 AM Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne Sent: November 23, 2021 8:31 AM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: Agenda item 10c snowmobile trails Council agenda November 24. OCS 2021-30 Another ATV response below. Regards, Yvonne Aubichon Clerk Township of Oro-Medonte -----Original Message----- From: Ron Barry<ronbarry(@operamail.com> Sent: November 22, 20219:27 PM To:Agenda comment<Agendacomment(@oro-medonte.ca> Subject:Agenda item 10c snowmobile trails Council agenda November 24.OCS 2021-30 1 support the proposed agenda item in full. Ron Barry 40 Cathedral Pines"Horseshoe Valley' Oro- Medonte (705)835-3201 Ron Barry ronbarryPoperamail.com Page 15 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 22,2021 7:47:49 PM Username: E8E2EE21-5687-4BAE-989B-7B8DE45B4186 Numeric Response ID: 712099 Response GUID: 4A5F8349-BB72-47A9-A7D3-266789873F83 Survey Start Date: Monday, 22 November 2021 16:54:44 Survey Completed Date: Monday, 22 November 2021 19:47:42 Name: Roger Kerslake Address: 3270 Line 10 N,ORO-MEDONTE, LOL 1T0 Email: kerslakepottery@gmail.com Subj ect: New trial permission for A.T.V's to use Concession 10 N& S ,this coming Winter season,crossing Horseshoe valley road (Simcoe rd 22) at ,what has developed into(argueably,)Ontarios most dangerous and treacherous crossroads, in the village of Jarratt. My wife and myself have owned our corner property since November 1973...when it was a quiet, peaceful Rural environment! To add yet another vehicle-type Crossing rights amidst the Thundering Truck volume can only invite a fatality.Is there to be a"curfew"on" Gathering, Meeting and Convoy Traveling "that generate 'sleep disturbing noise' ?Now that the illegal Machinery/Trucking business seems to have been resolved on the 10th, it does seem to us ironic that adding another group to the danger----- -------- innapropriate. I am,Yours sincerely, Roger Kerslake p,s, Has Council considered using concession 8 as a crossing route to relieve the danger and noise? If only in part. Page 16 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: FW:ATV ByLaw Date: November 22,2021 7:30:33 PM Can you make sure we include this comment. Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: douglasrvarty@gmail.com <douglasrvarty@gmail.com> Sent: November 22, 2021 6:35 PM To: Binns, Shawn <sbinns@oro-medonte.ca>; Aubichon, Yvonne <yaubichon@oro-medonte.ca> Cc: 'Linda Myles' <myles.linda@gmail.com>; Scott, Shawn <shawn.scott@oro-medonte.ca> Subject: ATV ByLaw Shawn I believe the survey only pertained to the proposed ATV trail. Looking at the updated ATV bylaw I noted that Sprucedale and Sherwood Estate are not included as settlement areas? I would recommend (as I have in past)that you update the proposed bylaw to include these two areas. We have experienced unsafe use of ATV's in both of these neighbourhoods. I question why area like Braestone,just north of us are afforded this protection and our neighbourhoods are not. Regards Doug Varty Page 17 of 306 2.a) Motion to Adopt the Agenda. From: Binns,Shawn To: Robinson.Brad Subject: Fwd: Nov 24,2021 Council Meeting-Item 10c.OCS2021-30,Brad Robinson,Infrastructure and Capital Projects Coordinator re: Ontario Federation Snowmobile Clubs Memorandum of Understanding. Date: November 22,2021 6:19:16 PM Sent from my Bell Samsung device over Canada's largest network. Shawn Binns Director, Operations & Community Services Township of Oro-Medonte From: Aubichon, Yvonne <yaubichon@oro-medonte.ca> Sent: Monday, November 22, 2021 6:17:37 PM To: Binns, Shawn <sbinns@oro-medonte.ca> Subject: FW: Nov 24,2021 Council Meeting- Item 10c. OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coordinator re: Ontario Federation Snowmobile Clubs Memorandum of Understanding. See e-mail received below regarding ATV's. Y Yvonne Aubichon Clerk Township of Oro-Medonte From:John Fawcett (Owner) <johnfawcett53@gmail.com> Sent: November 22, 2021 5:49 PM To: Agenda comment<Agendacomment@oro-medonte.ca>; Hughes, Harry<harry.hughes@oro- medonte.ca>; . Council <Council@oro-medonte.ca>; Aubichon, Yvonne <yaubichon@oro- medonte.ca> Subject: Nov 24,2021 Council Meeting- Item 10c. OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coordinator re: Ontario Federation Snowmobile Clubs Memorandum of Understanding. Attention, Mayor Hughes, Deputy Mayor, Council Members &Yvonne Aubichon: Please find enclosed my comments. NOV. 24,2021 COUNCIL MEETING: 10c. OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coordinator re: Ontario Federation Snowmobile Clubs Memorandum of Understanding. New additions PROPOSED for 2021: • Line 1 North (Unopened Road Allowance), From Horseshoe Valley Road, South 1200 meters Page 18 of 306 2.a) Motion to Adopt the Agenda. • Line 2 North (Unopened Road allowance), From Bidwell Road, North 400 meters • Line 2 North (On Road), From Bass Lake Side Road West, South 100 meters • Line 2 North (East Side of Road), From Bass Lake Side Road West, North 600 Meters I DO NOT SUPPORT THESE RECOMMENDATIONS TO THE NEW ADDITIONS PROPOSED! • Line 3 North (East Side of Road), From Highland Drive, South 500 Meters — NOT ACCEPTABLE AS THIS IS THE MAIN ACCESS FOR TRAFFIC TO THE SETTLEMENT AREA! • Line 3 North (East Side of Road), From Highland Drive, North 300 Meters — NOT ACCEPTABLE AS THIS IS THE MAIN ACCESS FOR TRAFFIC TO THE SETTLEMENT AREA! Traffic through LINE 3N from Old Barrie Road via Bass Lake Road to Horseshoe Valley Road is extremely busy now and will increase for the Future based on Responsible Development requirements controlled by the Township Master Plan! IMPORTANT NOTE: MY CONCERNS EXPRESSED FOR THE ATV/ORV IN 10b PROVIDED ONLINE TODAY ARE ALSO VALID & A CONCERN - PROPOSED ROUTE FOR THE TOWNSHIP ACCESS THROUGH TO SEVERN AND SPRINGWATER TOWNSHIPS! Regards John Fawcett 72 Landscape Drive, ORO-MEDONTE. ON LOL 21-0 Email:johnfawcett53(c)amail.com John Mobile: 905-715-0630 Page 19 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 22,2021 4:55:44 PM Username: 5CC 17205-7D72-477C-A28A-B5B7E4BEOE2F Numeric Response ID: 712097 Response GUID: DC52195B-7366-426B-9CFB-F3455A9A7ED1 Survey Start Date: Monday, 22 November 2021 16:53:18 Survey Completed Date: Monday, 22 November 2021 16:55:39 Name: John Fawcett Address: 72 Landscape Drive Email: johnfawcett53@gmail.com Subj ect: Nov. 24,2021 Council Meeting. 10b. OCS2021-29, Shawn Binns, Director, Operations and Community Services re: COATV Trail Request Follow Up [Refer to Item 17b)]. 17b. 2021-125: Being a By-law to Permit All-Terrain, Multi-Purpose Off-Highway Utility and Recreational Off-Highway Vehicles on Municipal Highways (Off- Road Vehicles By- law) and to repeal By-Law No. 2019-079. GENERAL CONCERNS/COMMENTS FOR YOUR CONSIDERATION: "Based on the Recognized Agencies—Ontario Federation of All-Terrain Vehicle Clubs and the Central Ontario ATV Club request to Council to Repeal By-Law 2019-079 and replace with this New By-Law 2021-125 (TBA?) 1) I have reviewed the maps provided for this New By-Law 2021-xxx (TBA) and the recommendation to Council seems to be reasonable for ATV/ORV access from Springwater Township through our Oro-Medonte Township to Severn Township, however,there are concerns for Health and Safety based on the reality that exists today without some investment by the Township to provide wider Shoulders for acceptable Clearances to safeguard the health and safety requirements for ATV/ORV Operators, increased traffic that affect Existing and Future Resident capacity alike. 2) I support ATV/ORV in Rural Areas as residents utilize these for getting around to minimize use of their day-to-day vehicles. 3) The enforcement of this New By-Law will almost be near impossible as we do not have enough By-Law Officers or OPP presence. 4)As we have experienced for many years in Horseshoe& Sugarbush there are many ATV/ORV owners Page 20 of 306 2.a) Motion to Adopt the Agenda. who travel local roads,to get to nearby Trails, (maybe should use trailers). This will not change as we are so close to Simcoe Forest Trails etc. Many are respectful and go the speed limit, but there are a few who spoil it for others. 5)ATV/ORV Operators have expressed that the 5th Line North portion, between Horseshoe Valley Road and Bass Lake Road -that is not paved should be added as part of the proposed Trail Access System as many utilize this from Sugarbush to get to other trails. 6) As there are minimal or no sidewalks in the Township Residential areas, where many Children tend to play on the roads, could find themselves in jeopardy, not just from ATV/ORV operators but also Dirt Bikers & Snowmobilers who do not operate with common sense and abide by the Laws of the road. Additionally, many of our country roads have pedestrians, dog walkers, cyclists etc. to name a few- ATV/ORV's/Dirt Bikes potentially pose safety risks to all of these Residents or Visitors alike. 7) Vetta Spa is close to Opening on LINE 3N and the required Peace and Tranquility they require for their Patrons is Paramount. No ATV/ORV/Snowmobilers/Dirt Bikes should be permitted to operate in or around this Facility. 8) Signage improvements are a must in designated areas and on all Trails, to ensure a clear understanding what is required plus speed limits for ATV/ORV should be mandatory at 20Km/Hr on all designated Township Roads/Res/Subdivisions. 9) Section 2.3.2 in the document should always be 50% of posted speed limits per the Highway Traffic Act, until the Operators are on the designated Trails. Health& Safety is Paramount. 10)All ATV/ORV Operators should also be Licensed and Insured. 11) Minimum age to operate an ATV/ORV should be 16 Years. IMPORTANT CONCERN/SUMMARY: Major concerns permitting ATV/ORV's travelling along Bass Lake Side Road between Line 3 North and Line 9 North, which present major entry points to our Residential/Settlement areas. Bass Lake Side Road is somewhat problematic, due to narrow shoulder widths, especially with the future Development at Eagles Rest where the Population can grow well above 500 who would use the Base Lake Side Road daily, hence an increase in traffic. This route may also present the temptation to access many of the County Forests via Ward 1, through Line 3N. As a possible solution, by increasing the shoulders to an acceptable width/clearance to allow safe passage would be vital and provide the necessary safeguards needed for ALL Vehicles who travel this road. I am also concerned with an expected increase in ATV/ORV vehicles/operators that would use this corridor and slow down the regular Traffic in both directions and affect the health and Safety of everyone. An accident waiting to happen! Best Regards Page 21 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 22,2021 10:52:39 AM Username: BA6B104F-A617-4D3B-B553-8D469092CB54 Numeric Response ID: 711842 Response GUID: ID718825-49A9-4B88-852E-3F72DOODOF32 Survey Start Date: Monday, 22 November 2021 10:46:47 Survey Completed Date: Monday, 22 November 2021 10:52:34 Name: Abraham Bosman Address: 33 Northwood Court Oro-Medonte Email: Abraham.g.bosman@gmail.com Subj ect: ATV use: I would like to the by-law to be amended to exclude ATV use on those roads located within the area known as Simcoe Estates. This is the only settlement area in the Township that permits ATV use. A near accident last winter with an ATV pulling a toboggan shows ATV use in built up areas is unsafe. Page 22 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 20,2021 4:47:38 PM Username: 611BF65F-9E60-4016-AC4E-B 1 OC73442F5C Numeric Response ID: 710525 Response GUID: OFF1C9F7-6643-45A2-B6F5-36AE5E7DO932 Survey Start Date: Saturday, 20 November 2021 16:45:06 Survey Completed Date: Saturday, 20 November 2021 16:47:31 Name: D R V arty Address: 14 Houben Crescent Email: cvarty@gmail.com Subj ect: ATV Route - Why are our tax dollars being used to promote a carbon negative activity like this? What sort of environmental leadership is the Township demonstrating here? Why is Township/Council supporting this? Page 23 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 20,2021 3:20:49 PM Username: DA123532-2060-4278-A473-EBD13B4D0357 Numeric Response ID: 710424 Response GUID: AF5D1DA3-1057-46CA-86D4-BB7EBB40EIA4 Survey Start Date: Saturday, 20 November 2021 15:10:24 Survey Completed Date: Saturday, 20 November 2021 15:20:46 Name: PAUL D SANDERSON Address: 2251 LAKESHORE RD EAST, HAWKESTONE, ON LOL 1T0 Email: psanderson@rogers.com Subj ect: I am not in favour of ATVs/ORVs travelling on our roads. These devices are a menace to the neighbourhood speeding along well above the limit of 20kmh. I have a JEEP designed for both on road and off road yet I can only drive on road. ATVs/ORVs are clearly not designed for on road use according to the manufacturers,yet OM wants to allow allow them on roads. Not sensible in the least. Where is the consistency and common sense? ORVs and ATVs should be banned from all roads on Oro-Medonte if Council is really serious about public safety. All Council members who own an ATV or ORV need to recuse themselves due to their disqualifying interest. Please BAN ATVs and ORVs from the roads in our community as there is no NET benefit to residents of being menaced in their own neighbourhoods by these mechanical devices on their roads. Thank you for supporting this notion and the petition of>1500 voters who are also opposed to this ridiculous unfounded notion. Thank you. Page 24 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 20,2021 3:02:20 PM Username: OCOOCF9A-AA25-4308-A385-589FB9F 1 B27D Numeric Response ID: 710411 Response GUID: B2983CE8-8D99-4BB7-8297-33C4BF9DA3CC Survey Start Date: Saturday, 20 November 2021 14:45:53 Survey Completed Date: Saturday, 20 November 2021 15:02:10 Name: David Melanson Address: 19 Highland Drive, Oro-Medonte Email: dmelansonmt@yahoo.ca Subj ect: We do not need or desire a trail system for ATV's in Oro-Medonte. If we are serious about reducing our collective footprints in relation to climate change, we should not be providing or encouraging off road motorized vehicles to be used in our forests or roads. A decision to allow this access will inform the public that this council is not serious about our individual needs to look at our daily practices to reduce carbon into the atmosphere. Allowing this trail system will show the public that you are on the wrong side of history with your decision. It must start somewhere or we will be expecting change in the amount of CO2 into the air without changing any of our practices. DOING THE SAME THING AND EXPECTING A DIFFERENT OUTCOME IS ..... You can finish that line. I am opposed to increasing traffic from non-essential motorized vehicles in our forests and road ways. Page 25 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 19,2021 6:33:15 PM Username: A99AACF3-1DA5-45B7-A822-E658877FFF4E Numeric Response ID: 709692 Response GUID: C8CD6B63-8CF2-47E9-AC72-OOD252F090AF Survey Start Date: Friday, 19 November 2021 18:24:24 Survey Completed Date: Friday, 19 November 2021 18:33:10 Name: Suzanne Carlaw Address: 2 Trillium Trail, Coldwater, ON LOK lE0 Email: carlawsuz@gmail.com Subj ect: ATV/ORV Use Hello, In this time of climate change and carbon reduction targets, could the Township Council please take leadership on the issue? ATV/ORV use currently allowed is a contributor to carbon release in our local environment. And, their noise is an additional environmental issue. Secondly, some drivers ignore the fact that Line 5 between Horseshoe Valley Road and Bass Lake Road is forbidden to these vehicles. This section is adjacent to my property so I often see/hear the vehicles going at high speed on this part of Line 5 - and blind hills mean the resident who is walking there has to jump out of the way. And, some of those trespass onto the adjacent private property. Who will enforce and fine those who disobey the prohibition of these vehicles in this area? Page 26 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 19,2021 5:46:15 PM Username: 864567D8-A426-4A99-8CBD-AFFA30EE6E27 Numeric Response ID: 709473 Response GUID: A7097726-FC59-4E8E-AF9D-196E8A9E3900 Survey Start Date: Friday, 19 November 2021 12:50:03 Survey Completed Date: Friday, 19 November 2021 17:46:07 Name: Linda Myles Address: 11 Trillium Trail Email: myles.linda@gmail.com Subj ect: I am asking the Council not to support a request from COATV for the establishment of an ATV trail network on our Municipal Roads. The reasons for my position include the impact on our environment and climate change, the potential for incursions onto private land and Simcoe County forests, and safety on our roads. It's time for all municipal governments to start taking action to become more carbon neutral. Increasing the areas that ATVs can be used for recreational activities is taking our township in the wrong direction. The Oro-Medonte Township and the Simcoe County should be discouraging the use of recreational vehicles. The emissions from these vehicles add to the climate crisis. The township's own Strategic Asset Management Policy states under Environmentally Conscious: The Township shall minimize the impact of infrastructure on the environment by 1. Respecting and helping maintain ecological and biological diversity, 2. Augmenting resilience to the effects of climate change, 3. Endeavoring to make use of acceptable recycled aggregates, 4. Being good stewards of the waterways and natural environment the community enjoys. Illegal riding of these vehicles is already an issue in some areas of the township. The 5th Line North between Horseshoe Valley Rd and Bass Lake Sideroad is an area where incursions occur on a regular basis. I believe the establishment of a trail system will increase these incursions. There are many examples of the destruction caused by these vehicles. The south side of Horseshoe Valley Road east of the 3rd Line is a good example. The maximum speed an ATV is permitted to travel is 20 Page 27 of 306 2.a) Motion to Adopt the Agenda. km/h on roads that are posted less than 50 km/h, and 50 km/h on roads that are posted greater than 50 km/h. This means ATVs should be travelling significantly slower than other vehicles. Many of the township roads have blind hills and blind corners which could result in collisions between slow moving ATVs and cars or trucks. Page 28 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 19,2021 3:15:04 PM Us ername: 6324FF 86-92BB-40B2-991 A-D 1 BA8A9D 11 D8 Numeric Response ID: 709544 Response GUID: F 16B2E4F-75C8-4954-82A8-BC42907AAB66 Survey Start Date: Friday, 19 November 2021 14:32:24 Survey Completed Date: Friday, 19 November 2021 15:14:58 Name: Carol Vnuk Address: 16 St Antoine Cr,Hillsdale Email: Vincentvnuk@hotmail.com Subj ect: Re Proposed COATV Trail Network- I live in Mt St Louis Estates, a community of 36 homes off of Mt St Louis Rd. There are currently about 13 children under the age of 13 years living here. We do see an occasional ATV in our subdivision as well as on the Road, but my concern is that with an official published trail declaring Mt St Louis Road part of an extensive network of trails that it will attract considerably more traffic, not only from local but also from others outside of Oro Medonte. Since licensed and insured ATVs are already allowed on the roads, I'm not in favour of encouraging more traffic with an official trail. Thank you...Carol Vnuk Page 29 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 19,2021 10:03:56 AM Username: 9DABFDAB-1552-469A-9625-90865801 BD2A Numeric Response ID: 709363 Response GUID: 8182AAF8-362B-4F1F-B89C-F8CEFC3677E3 Survey Start Date: Friday, 19 November 2021 09:38:15 Survey Completed Date: Friday, 19 November 2021 10:03:48 Name: Sandra Cuthbertson Address: 2464 Line 8 N., Oro-Medonte Email: sandycuthbertson@hotmail.com Subj ect: I am totally opposed to the proposed designated trail route along the 8th line and Bass Lake Side road. With the increased traffic we are experiencing with the Braestone development(dump trucks haul all day long !), the motor bikes speeding by and ski-dos roaring by at all hours of the day and night, I believe designating this area as a trail route is a recipe for disaster!!! I would be interested to know if any such trails run by any councilor's doors and if they have to experience the constant drone of ski-dos or ATV's . ..not too mention the garbage they leave behind. Have you walked through our woods lately or taken your turn to clean up the roadways?? Please give real consideration to the families living on these routes. Page 30 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 7:54:34 PM Username: AFD9B3EF-AA25-4EOC-BB 16-E373F3ECCF63 Numeric Response ID: 708972 Response GUID: EDDDD3AA-B545-4C21-B9D9-6A49AC23294C Survey Start Date: Thursday, 18 November 2021 19:24:07 Survey Completed Date: Thursday, 18 November 2021 19:54:28 Name: Mike maynard Address: 28, Sumac Crescent, Sugarbush Email: maynmike@hotmail.ca Subj ect: Proposed amendments to By-Law 2019-079. Comment: It was noted in one report that very few complaints had been received re the existing ATV/OTV bylaw. It should also be noted that complaints are probably low due to the fact that at this time these vehicles are are prohibited in residential areas. You won't get complaints where nobody is there to complain. If additional authorization is given who will Police them ?. In my opinion, in this context, an ATV/OTV is exclusively a recreational vehicle and should be treated as such, I.E. restricted to designated trails in the same way as Snowmobiles. In my opinion the By-Law should remain as is and ATVV/OTV Associations formed to ensure that all existing regulations are adhered to. Mike Maynard. Page 31 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 7:49:40 PM Username: 61 IBF65F-9E60-4016-AC4E-B 1 OC73442F5C Numeric Response ID: 709000 Response GUID: 1C75A3A9-9F2E-4026-AD5A-9FF559FOC31D Survey Start Date: Thursday, 18 November 2021 19:46:01 Survey Completed Date: Thursday, 18 November 2021 19:49:33 Name: Doug Varty Address: 14 Houben Crescent Email: douglasrvarty@gmail.com Subj ect: I do not agree with the proposed route along Bass Lake Side Road. This is the heart of the Oro-Moraine and a wildlife corridor. Having the route along the 15/16 side road makes more sense -through farm country, straight roads and better visibility, safer for ATVers and automobiles. Page 32 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 5:09:46 PM Username: F39C2F81-40A2-43F5-AE45-F14454DF0774 Numeric Response ID: 708861 Response GUID: A9454D18-18F9-4993-AF27-90F35824782A Survey Start Date: Thursday, 18 November 2021 17:01:36 Survey Completed Date: Thursday, 18 November 2021 17:09:41 Name: PAUL D SANDERSON Address: 2251 LAKESHORE RD EAST, HAWKESTONE Email: psanderson@rogers.com Subj ect: Councilor Scott should recuse himself from voting as he has a disqualifying interest, a form of conflict of interest. Speeding>20kmh by ATV/s is of epidemic proportions here, every night at duck, teens speeding and standing on the pedals. My Jeep IS an actual deigned, built and approved for off-road use. ATVs are NOT deigned, built or meant to be used on roads. The Manufacturer's sticker says so,NOT FOR ROAD USE. SO, AN APPROVED VEHICLE IS not APPROVED AND AN unapproved VEHICLE is approved. A decison to allow ATVs on our roads is a saerious error of judgement, an abuse of unfounded discretion and just fundamentally wrong. BAN ALL ATVs and ORVs from our roads, support the citizens, not the Special Interest Groups of ATVers. Do the right thing. Thank you very much. Page 33 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 4:49:54 PM Username: D246B3BF-6270-4527-9984-66FC57FA9D4C Numeric Response ID: 708851 Response GUID: 47F751CC-FCBA-4CF8-A804-8503E6826F79 Survey Start Date: Thursday, 18 November 2021 16:45:12 Survey Completed Date: Thursday, 18 November 2021 16:49:51 Name: Ann Budge Address: 13 Oneida in Sugarbush Email: budge.ann.no.e@bell.net Subj ect: I'd say that the ATV riders have enough roads to ride on at this time. I certainly don't want to see them on Bass Lake SR. I am not in favor of their proposal. Ann Budge Page 34 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 4:43:19 PM Username: E2BCD3D0-1DCD-4858-B283-0374FCD640EA Numeric Response ID: 708834 Response GUID: 3F93829B-9B6E-410E-9A28-9D9B578DC111 Survey Start Date: Thursday, 18 November 2021 16:23:09 Survey Completed Date: Thursday, 18 November 2021 16:43:13 Name: Holly Levinter Address: 2275 Lakeshore Rd. E Email: hlev@rogers.com Subj ect: Snowmobile access From past experience on my road and others where I see snow machines and ATVs,there is no respect for or adherence of speed limits. They should not be allowed on the roads. They are an accident waiting to happen. The only businesses they support Might be the corner stores that now sell liquor. Snow machine riders and ATVs have no respect for private property. They cut across residents' lawns, they gather and are very loud both at night and during the day, particularly when they are inebriated. Walkers on the road will be endangered. If these vehicles are allowed to expand their "trails," they will cause traffic chaos, trespass on private property, knock down farmers' fences, deposit litter wherever they are, frighten small animals and make the roads and a dangerous place for children and adults. They frighten and chase deer. The speeders are not apprehended no matter how noisy, they are, no matter how fast they go,nor as they trespass on people's land. Enforcement of rules of the road are a joke. Page 35 of 306 2.a) Motion to Adopt the Agenda. From: noreplvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 10:50:34 AM Username: F39C2F81-40A2-43F5-AE45-F14454DF0774 Numeric Response ID: 708586 Response GUID: A453F328-F5D4-4AE9-8AE0-45AD1C881C82 Survey Start Date: Thursday, 18 November 2021 10:43:43 Survey Completed Date: Thursday, 18 November 2021 10:50:31 Name: PAUL D SANDERSON Address: 2251 LAKESHORE RD EAST, HAWKESTONE Email: psanderson@rogers.com Subj ect: ATVs/ORVs should be banned from ALL roads in Oro-Medonte. These devices were NEVER intended to be used on roads. Since the 'trial'there has been a significant increase in young handlers speeding along LRE at>20kph. The OPP have been contacted and the undersigned even met with local OPP officials to ameliorate the problems. Dangerous illegal activities creating safety issues for the community continue unabated. The so- called Road Wardens are useless and do nothing to support compliance. These illegal devices and their handlers should be permanently banned from community roads throughout the township. Page 36 of 306 2.a) Motion to Adopt the Agenda. From: Kim Fisher <kfish0714(a)yahoo.com> Date: November 20, 2021 at 3.19.08 PM EST To: yaubichon(a-)oro-medonte.ca Subject: Naming of new school after Pte. Kevin T. McKay - Item #12 Dear Mayor and Council, I am taking this opportunity to show my support for naming the new public school being built off HSVR after Pte. Kevin McKay. I can not agree more with this proposal by Cathy Keane for Oro-Medonte Council to request that the SCDSB name the school in honour of Pte. Kevin McKay. He made the ultimate sacrifice so that Afghanistan children could have the chance at an education. What other name for this school could be more meaningful and appropriate? Thank you for your consideration. Sincerley, Kim Fisher Page 37 of 306 2.a) Motion to Adopt the Agenda. From: Valerie Thornton <vmt4141 @gmail.com> Sent: November 23, 2021 1.04 PM To: Agenda comment <Agendacomment@oro-medonte.ca> Subject: Amended letter The Mayor and Council of the Township of Oro-Medonte. November 24t" 2021 Re Meeting of Council on November 24t" 2021 Item 12 (b) Regarding Request for Council's Consideration "Although the structural build of the new school near Horseshoe Valley has not yet commenced I am requesting Council support sending a meaningful letter to the SCDSB requesting strong consideration of naming the new elementary school "Pte Kevin McKay Public Elementary School". I am assuming that this was discussed by Council at their meeting on November 17t" and that it is being proposed by Councillor Keane on their behalf. I am also assuming that both the Township Council and the School Board make up lists of names for consideration of new schools. Page 38 of 306 2.a) Motion to Adopt the Agenda. I am in support of Pte Kevin McKay's name being officially on this `list for consideration' and it echos recommendations from some residents that this new school could bear his name; I am happy that the Council picked up on this. Not being familiar with naming schools, my only query is would it be the full "Pte. Kevin McKay'name. In addition I am not aware of any other soldier in this area who lost their lives in the service of this country but this should be considered and discussed. Kevin grew up here in Horseshoe so naming the school after him would be very appropriate. Sincerely, Valerie Thornton 30 Birch Grove Drive Page 39 of 306 2.a) Motion to Adopt the Agenda. HORSESHOE VALLEY PROPERTY OWNERS ASSOCIATION Helping to make Horseshoe Valley an even better place to live J November 20, 2021 Delivered by email to agendacomment@oro-medonte.ca Please add this correspondence to the Consent Agenda for the Council meeting of November 24, 2021 Re: Item 14 (f) November 24, 2021, Oro-Medonte Council Meeting Agenda Dear Mayor Hughes, Council and Staff: I wanted to sincerely thank Township staff, our wonderful residents, and all those engaging people, families, kids, and businesses that have helped to make the Rogers Hometown Hockey event such an outstanding success, not only across Oro-Medonte, but across the nation. What a fabulous way to promote our national sport amid all the natural and rural beauty of our Oro-Medonte community. Of course, we give a big shout out of thanks to our guest Rogers organization, our great hockey stars, our many volunteers, and our local employees of our welcoming Horseshoe Valley resort. I am writing to address the concerns of Mr. Pollard, Ward 3 constituent, in his letter to Council. This is item 14 (f) on the agenda for November 24t"Council meeting. Rogers is one of about fifty Business Supporters of the HVPOA. As such Rogers is able to publish updates and advertisements about their services and events relevant to our community in our E-news and on our Facebook page. Representatives of Rogers approached us only a few days before the event, asking to inform our members that they would have a booth at the event to provide an exclusive gift to HVPOA members. The HVPOA did not pro actively solicit or ask for any special treatment from Rogers. Rogers is a large business owner and producer of Hometown Hockey in Ontario and decides how the event is rolled out, not the HVPOA. It is their decision who to invite to their events. They are the hosts. They chose to invite the HVPOA Board of Directors to the VIP event and several members graciously accepted. Fortunately, one of our HVPOA Board of Directors,Jack Lynch, from Country Club Lane, attended the evening. He was a former NHL pro for several teams, including the Washington Capitals, the Pittsburgh Penguins, and the Detroit Redwings. Ron McLean asked Jack if he could get the recent tape of Jack's grandson, a resident of Oro-Medonte, getting his first ever goal while playing in a house league hockey game. Ron chose to play this tape the next night as the first part of the Oro-Medonte Rogers Hometown Hockey broadcast with great delight of us all. HVPOA4 Highland Drive, Oro-Medonte, Ontario LOL 21-0 Page 40 of 306 2.a) Motion to Adopt the Agenda. HORSESHOE VALLEY PROPERTY OWNERS ASSOCIATION Helping to make Horseshoe Valley an even better place to live KI&A HVPOA Board of Directors would like to suggest we all focus on the very positive coming together this event provided for our amazing Oro-Medonte community of communities. It was such wonderful opportunity to rejuvenate the collective soul of this township after so many months of our Covid-19 hardships. Warm regards, Lori Hutcheson, President HVPOA HVPOA4 Highland Drive, Oro-Medonte, Ontario LOL 21-0 Page 41 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . The Township of Oro-Medonte T Council Meeting Minutes Township of to Electronic Meeting Proud Heritage,Exciting Future Wednesday, November 10, 2021 9:00 a.m. 2018-2022 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Ian Veitch Councillor Tammy DeSousa Councillor Cathy Keane (arrived at 9:22 a.m.) Councillor Shawn Scott 14466, Councillor Randy Greenlaw Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Present: Leigh, Deputy CAO/Director, Development Services; Shannon Johnson, Chief Financial Officer/Treasurer; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Patrick Howse, Information Technology Technician (IT) All Council and staff participated via ZOOM platform. 1. Call to Order Moment of Reflection: Mayor H.S. Hughes assumed the Chair at the above noted time and called the meeting to order. At the request of the Chair, the Clerk read the Land Acknowledgement as follows: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Page 1 of 9 Page 42 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C211110-1 Moved by Scott, Seconded by Greenlaw Be it resolved that the agenda for the Council meeting of Wednesday, November 10, 2021 be received and adopted, as amended, to withdraw Item 11a) Robin Dunn, CAO re: Update on COVID-19 Actions and to amend item 4c) to include Personal matters about an identifiable individual in conjunction with Labour relations/employee negotiations. Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items. a) Motion to go In Closed Session. Motion No. C211110-2 ANIL Moved by DeSousa, Seconded by Hough Be it resolved that we do now go in Closed Session at 9.04 a.m. to discuss • Personal matters about and identifiable individual/Labour relations/employee negotiations (Staffing Update). Carried. Page 2 of 9 Page 43 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. b) Motion to Rise and Report. Motion No. C211110-3 Moved by Veitch, Seconded by Scott Be it resolved that we do now Rise at 9:22 a.m. and Report on the Closed Session Item 4c) Robin Dunn, CAO re: Personal matters about and identifiable individual/Labour relations/employee negotiations (Staffing Update). Carried. c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Leigh, Deputy CAO/Director, Development Services; Donna Hewitt, Director, Corporate Services. Motion No. C211110-4 Moved by Hough, Seconded by DeSousa Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: Personal matters about an identifiable individual /Labour relations/employee negotiations (Staffing Update) be received. Carried. 5. Minutes of Council and Committees: a) Minutes of Joint Accessibility Advisory Committee meeting held on Thursday, October 14, 2021. L 11 b) Minutes of Human Resources Committee meeting held on Wednesday, October 20, 2021 . ININEW c) Minutes of Council meeting held on Wednesday, October 27, 2021. d) Minutes of Special Council meeting held on Friday, October 29, 2021 . Page 3 of 9 Page 44 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. Motion No. C211110-5 Moved by Veitch, Seconded by Greenlaw Be it resolved that the a) Minutes of Joint Accessibility Advisory Committee meeting held on Thursday, October 14, 2021; and b) draft Minutes of Human Resources Committee meeting held on Wednesday, October 20, 2021 ; be received; and that the draft c) Minutes of Council meeting held on Wednesday, October 27, 2021 ; and d) Minutes Special Council meeting held on Friday, October 29, 2021 be received and adopted as printed and circulated Carried. 6. Recognition of Achievements: None. 7. Public Meetings: NonIC 8. Deputations/Presentations: None. N40 9. Open Forum: None. Page 4 of 9 Page 45 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. 10.Reports of Municipal Officers for Action: a) Memorandum dated November 10, 2021 from Shannon Johnson, Chief Financial Officer/Treasurer re: BBS Investments Inc. - Request for Exemption of Development Charges at 53 Jamieson Drive. Motion No. C211110-6 Moved by Greenlaw, Seconded by Veitch Be it resolved A& 1. That the memorandum correspondence dated November 10, 2021 from Shannon Johnson, Chief Financial Officer/Treasurer re: BBS Investments Inc. - Request for Exemption of Development Charges at 53 Jamieson Drive be received and adopted. 2. That the request for exemption of development charges at 53 Jamieson Drive be respectfully denied. 3. That the applicant be advised of Council's decision under the Chief Financial Officer/Treasurer's signature. Carried. b) DS2021-171 , Andria Leigh, Deputy CAO/Director, Development Services re: Source Water Protection - Appointment of Risk Management Officer/Inspector for Risk Management Services [Refer to Item 17c)]. Motion No. C211110-7 Moved by Keane, Seconded by Hough..,._. Be it resolved 1. That DS2021-171, Andria Leigh, Deputy CAO/Director, Development Services re: Source Water Protection - Appointment of Risk Management Officer/Inspector for Risk Management Services be received and adopted. 2. That Council consider the adoption By-Law 2021-122 to appoint Melissa Carruthers of the Severn Sound Environmental Association (SSEA) as the Risk Management Official and Risk Management Inspector, and to appoint Michelle Jakobi and Jennifer Barrick as alternate Risk Management Officials and Risk Management Inspectors for the Township of Oro-Medonte under Part IV of the Clean Water Act. 3. That the SSEA be advised of Council's decision under the Deputy CAO/Director, Development Services' signature. Carried. Page 5 of 9 Page 46 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. 11. Reports of Municipal Officers for Information Only: a) Robin Dunn, CAO re: Update on COVID-19 Actions. This item was withdrawn. 12.Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Mayor H.S. Hughes; Deputy Mayor Hough and Councillor Scott. 13.Announcements: The following member of Council provided Announcements: Deputy Mayor Hough. 14.Consent Agenda: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Administration Centre Closed, Thursday, November 11, 2021, Remembrance Day. b) Minutes of Barrie Public Library Board meeting held on Thursday, September 23, 2021. Staff Recommendation: Receive for Information Only. c) Correspondence dated October 25, 2021 re: Vasey Countrymen, Simcoe Rural Fastball League. Staff Recommendation: Receive for Information Only. d) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 24, 2021. Staff Recommendation: Receive for Information Only. Page 6 of 9 Page 47 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. Motion No. C211110-8 Moved by Hough, Seconded by Keane Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Administration Centre Closed, Thursday, November 11, 2021 , Remembrance Day. A& b) Minutes of Barrie Public Library Board meeting held on Thursday, September 23, 2021. Received for Information Only. c) Correspondence dated October 25, 2021 re: Vasey Countrymen, Simcoe Rural Fastball League. Received for Information Only. d) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 24, 2021 . Received for Information Only.' Carried. 15.Communications/Petitions: None. 16.Notice of Motions: None. 17.By-Laws: a) 2021-109: Being a By-law to Declare Surplus and Authorize the Sale of Lands to the County of Simcoe and the Execution of Documents related thereto. b) 2021-121: A By-law to Authorize the Execution of An Agreement Between The Corporation of the Township of Oro-Medonte and Shawn William Glassford and Tanya Kim Sampson and repeal By-law 2016-166. c) 2021-122: A By-law to Appoint Risk Management Official(s) and Risk Management Inspector(s) for the purposes of the Clean Water Act, 2006 and to Repeal By-law 2018- 07. Page 7 of 9 Page 48 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. Motion No. C211110-9 Moved by Keane, Seconded by DeSousa Be it resolved that By-Laws 2021-109; 2021-121 and 2021-122 a) 2021-109: Being a By-law to Declare Surplus and Authorize the Sale of Lands to the County of Simcoe and the Execution of Documents related thereto; b) 2021-121: A By-law to Authorize the Execution of An Agreement Between The Corporation of the Township of Oro-Medonte and Shawn William Glassford and Tanya Kim Sampson and repeal By-law 2016-166; c) 2021-122: A By-law to Appoint Risk Management Official(s) and Risk Management Inspector(s) for the purposes of the Clean Water Act, 2006and to Repeal By-law 2018-07 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 18.Closed Session Items (Unfinished Items): None. 19.Confirmation By-Law a) 2021-123: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 1, 2021. Motion No. C211110-10 qNS6, it Moved by Greenlaw, Seconded by Veitch Be it resolved that By-Law No. 2021-123: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 10, 2021 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 8 of 9 Page 49 of 306 5.a) Minutes of Council meeting held on Wednesday, November 10, 2021 . Council Meeting Minutes — Wednesday, November 10, 2021. 20.Adjournment: a) Motion to Adjourn. Motion No. C211110-11 Moved by Scott, Seconded by Keane Be it resolved that we do now adjourn at 9.59 a.m. Carried. Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 9 of 9 Page 50 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... The Township of Oro-Medonte hipo� Heritage Committee Meeting Minutes �Totvns T f Electronic Meeting Proud Heritage,Exciting Future Monday, November 15, 2021 5:04 p.m. Present: Mayor H.S. Hughes (arrived @ 5.14 p.m.) Councillor Cathy Keane, Chair Councillor Tammy DeSousa (left @ 6:45 p.m. and returned 7.10 p.m.) Stephen Davids Ruth Fountain Dorothy Moore Age Kayla Thibeault Bob Tudhope (arrived @ 5.29 p.m.) Regrets: Jess Woodrow Staff Present: Andria Leigh, Deputy CAO/Director, Development Services; Shawn Binns, Director, Operations and Community Services; Catherine McCarroll, Intermediate Planner; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk V46V "qqqw In All Committee members and staff participated via ZOOM platform. " Staff confirmed Michael Cleland would be in attendance for Item 4a). 1. Agenda Approval: a) Motion to Approve the Agenda. Motion No. HC211115-1 Moved by Moore, Seconded by Davids It is recommended that the agenda for the Heritage Committee meeting held on Monday, November 15, 2021 be received and approved. Carried. 2. Disclosure of Pecuniary Interest: None declared. Page 1 of 4 Page 51 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... Heritage Committee Minutes — Monday, November 15, 2021 . 3. Approval of Minutes of Previous Meeting: a) Minutes of Heritage Committee meeting held on Monday, October 18, 2021 . Motion No. HC211115-2 Moved by Fountain, Seconded by Moore It is recommended that the draft minutes of Heritage Committee meeting held on Monday, October 18, 2021 be received and approved as printed and circulated. IV 'IV Carried. 4. Reports of Members of Municipal Officers/Members of Committee: a) Shawn Binns, Director, Operations and Community Services and Michael Cleland, RC Strategies re: Parks & Recreation Master Plan. Motion No. HC211115-3 Moved by Thibeault, Seconded TDvijSjN0, Whereas the Township of Oro-Medonte Heritage Committee has received a presentation from Shawn Binns, Director, Operations and Community Services; and Michael Cleland, RC Strategies, dated November 15, 2021 re: Township of Oro- Medonte Parks & Recreation Master Plan; And Whereas the Heritage Committee provided feedback regarding heritage and cultural issues, evaluation of heritage and processes for determining priorities for culture and heritage within the Parks and Recreation Master Plan; Now, therefore the Heritage Committee respectfully recommends to Council to: • Continue to identify heritage and culture as a strategic priority for the Township of Oro-Medonte; • Invest resources (including financial and human) into the promotion, development and protection of heritage and cultural assets throughout the community; and • Continue to advocate and partner with key stakeholders, including other levels of government, for the continued investment in the Township's heritage assets. Carried. Page 2 of 4 Page 52 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... Heritage Committee Minutes — Monday, November 15, 2021 . b) Catherine McCarroll, Intermediate Planner re: Valley View Cemetery Signage. Motion No. HC211115-4 Moved by Moore, Seconded by Fountain It is recommended 1. That the information presented by Catherine McCarroll, Intermediate Planner re: Valley View Cemetery Signage be received. 2. That it is recommended to Council that the appropriate sign for the Valley View Cemetery, to be located north of 1630 Line 13 North, along Bass Lake Sideroad East near Line 13 North, be considered in the 2022 approved budget allocation. 46 Carried. c) Catherine McCarroll, Intermediate Planner re: Index of Register of Heritage Listed/Designated Properties, Potential Listing for Rugby Cemetery, 1933 Old Barrie Road East. Motion No. HC211115-5 Moved by Thibeault, Seconded by Moore K %& It is recommended that the correspondence presented by Catherine McCarroll, Intermediate Planner re: Index of Register of Heritage Listed/Designated Properties, Potential Listing for Rugby Cemetery, 1933 Old Barrie Road East be received and brought back to a future Heritage Committee meeting with further information. Defeated. doppm _qq%� 5. Communications: a) Community Heritage Ontario, CHOnews, Quarterly Publication, Fall 2021. Motion No. HC211115-6 'A Moved by Davids, Seconded by Tudhope It is recommended that the Community Heritage Ontario, CHOnews, Quarterly Publication, Fall 2021 be received. Carried. 6. Next Meeting Date: Monday, January 17, 2022 (TBC). Page 3 of 4 Page 53 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... Heritage Committee Minutes — Monday, November 15, 2021 . 7. Adjournment: a) Motion to Adjourn. Motion No. HC211115-7 Moved by Davids, Seconded by Fountain It is recommended that we do now adjourn at Carried. Councillor Keane, Chair Janette Teeter, Deputy Clerk Page 4 of 4 Page 54 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... • cc o 0 w . o 04 • .� . 0 cn • o Page Oof 306 A � 5.b) Min, so Heritage Comrritteb meeting h nday, November 15, ... a _ N Q /� ■ � ` _ SU� Nv ) o \V > (6 > L L O W . T W U (� +� U 'A Q (D � �_ O N •V CU 0) 0-i U O N L E ■ � (B N > N L O L 0 � L U « ^x' U D -0 O O CU U/ W � 0 O O � O � cu V W U .(n Qcu � +J O (O L L ) W (D U ��U) `~ +� > ma�c// O 0) (B 0 LJ_ Q CU (D Q I..L Q � O Q (n I/A0 I � lt � ' Page 56 of 306 5.b) Minutes of H age Comm ing". Id on M ber 15, ... �i ljr ` • A40 Y �1sow Hill }� Pa'c bt 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... U) cn U c: cn L. _ c cu cn > cu L cn cu� cn n' p � N U a/ U }, cu U) Q Ocu cn U O Q cn U L� • � N L N C O O > N �+/ •� N to to � 0 to E >� ?f ca x 0- C � ca p W N E U_ � 0 Q I-- cn •L LO > •V E LCU 6 N O p `N E 'L } Y/ > � N 0 C O� F U L L U N L cn CU W (a � O O a) CU Q n/ W � ca (n (n E cn A C - aZ N Y Page 58 of 306 �l 5.b) Minutes of Heritage Co ber 15, ... e i 1 • • cu • 1 • U) • �.., �_ O U • • • 0 1 E Q.L1 � 0 O cA \V L }a / 1 V 1 _ U •� L •L O 1 • 0 O O (u 1 1 — • • • • • • Page 59 of 306 5.b) Minutes of Heritage Committee meeting held on Monday, November 15, ... O N > p c6 � � O Ua O Oryo 0) }' O •- lO. c6 � (a. � a) c T . E _Q i U) L.- U) � a) to O _ � O a) CU Z3 a) .� 'i tf to V >' O cu � � � �n n � � Q p O � 0) O Q a) a) � •� E 0) c- 7o CU c�n •U ca ) D O � � a) Z O O a) T O) c6 OCU to '� D � V � � � O O � cu 5 p O a O c cu • Page 60 of 306 6.a) 9.00 a.m. Recognition presentation by Shawn Binns, Director, Operat... Verbal Matters �— (Section 13.3 of Township's Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future Name: Shawn Binns Item Number/Name: 6a) Recognition — Rogers Hometown Hockey Meeting Date: November 24, 2021 Motion No.: Type of Meeting: �X Council ❑ Special Council ❑ Development Services Committee ❑ Accessibility Advisory Committee ❑ Heritage Committee ❑ Human Resources Committee Speaking Notes: • On Monday November 8, 2021 the Township of Oro-Medonte was showcased from coast to coast across the Country through the live integration of Rogers Hometown Hockey — Oro-Medonte into the Hockey Night in Canada broadcast. • The event which took place throughout the weekend was huge success. From the ceremonial puck drop, balmy fall temperatures, hockey themed events, community and business participation to the live broadcast itself. Good times were had and good feelings of community pride remain. • For those that did not have a chance to attend we have put together a quick video highlight reel — leaving out the final score (5-1 kings) of Leafs loss. Your worship, members of Council this event is what we as a community are all about. The success of this event was only realizable because of the efforts of so many people who came together to make this happen. Today we want to extend our thanks to those who went above and beyond to make this happen. 12/1/21 Page 61 of 306 6.a) 9.00 a.m. Recognition presentation by Shawn Binns, Director, Operat... Verbal Matters �— (Section 13.3 of Township's Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future • The opportunity to host the event came up in mid-September. While we understood the benefits the event would bring we were all spinning about what needed to be done and how we could possibly pull it together with such tight timelines. When I first heard of it, I placed a call to Jonathan Reid (GM at Horseshoe) and asked if they would be able to assist and provide a venue for the event. Without any hesitation, Jonathan made a quick call and got back to me 5 minutes later saying he's reserved the facility and that he'd have his amazing Director of Sales Amber Curry be part of the organizing team. • Jenny Legget (Communications and Public Relations Officer) was quick to jump in and take on a leadership role in the organizing committee and rallying our staff Jen Whitley (communications) to optimize business mobilization and marketing, Roz Llewellyn for operations coordination and to maximize fun factor, Vanessa Cooper to assist in coordination and Mel Brown to ensure Fire Prevention initiatives could be actively promoted through the event. Your worship, we would like to thank all of these staff who took this on in addition to their already demanding roles, often staying late or working weekends, sacrificing their personal time to ensure the event was a success. (All are on zoom). • To our partners and organizing committee members Amber Curry and Nate Clingersmith from Horseshoe Resort with support of Jonathan Reid we thank you for all of your efforts and giving up a week to work around the clock at the resort to make sure we had the best exposure and experience possible (Amber and Jonathan on zoom). Thank-you for your individual contributions and ongoing partnership in promotion of our amazing community. • Scott Bjannes — Scott is the president of Oro-Minor Hockey and took on another volunteer role in making hockey connections and integrating Oro-Minor Hockey into the event. Scott thank-you for your contributions. • We also want to recognize Tourism Simcoe County for quickly coming to the table to assist with funding support and marketing and promotion. Orillia and Lakecountry Tourism and OM Chamber of Commence The City of Orillia — For loaning us the maple leaf Businesses and residents who participated in the pant the Town Red event Ron Hogarth who participated in puck drop And all of those who contributed to sharing their stories 12/1/21 Page 62 of 306 6.a) 9.00 a.m. Recognition presentation by Shawn Binns, Director, Operat... Verbal Matters �— (Section 13.3 of Township's Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future And special thanks to Christine Fergin RHTH Coordinator, Jonathan Ochoa and Sportsnet team and to Rogers Communication. Your worship I would be remiss if I didn't extend thanks to Council. Thank you for embracing this and mobilizing the community through your involvement with community groups, connections with people and local business and Oro-Medonte pride. Thank- you. Your worship thank-you for the opportunity to provide this recognition and I will turn it back to you. 12/1/21 Page 63 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System July- 2021 Violent Crime Actual July Year to Date - July 8 2020 2021 % 2020 2021 % 7 Change Change Murder 0 0 -- 0 0 - 6 Other Offences Causing 0 0 -- 0 0 - 5 Death = 4 Attempted Murder 0 0 -- 0 0 -- a 3 Sexual Assault 1 2 100.0% 5 11 120.0% Assault 8 4 -50.0% 26 17 -34.6% 2 Abduction 0 0 -- 0 0 1 Robbery 0 0 -- 2 0 -100.0% 0 Sexual Assault Other Other Crimes Against a 3 2 -33.3% 16 10 -37.5% Assau... Crimes... Person 2020 ■ 2021 Total 12 8 -33.3% 49 38 -22.4% Property Crime Actual July Year to Date - July 12 2020 2021 % 2020 2021 % 10 Change Change 8 Arson 0 0 -- 1 0 -100.0% 4j 6 Break& Enter 9 3 -66.7% 32 16 -50.0% a 4 p Theft Over 3 4 33.3% 11 19 72.7% 2 0 Theft Under 9 11 22.2% 61 65 6.6% Z:' Have Stolen Goods 0 0 -- 1 3 200.0/o Fraud 3 4 33.3% 23 30 30.4% Mischief 4 3 -25.0% 24 14 -41.7% 2020 2021 Total 28 25 -10.7%1153 147 1 -3.9% Drug Crime Actual July Year to Date - July 5 2020 2021 % 2020 2021 % 4 Change Change 3 3 Possession 0 0 -- 1 1 0.0% a 2 Trafficking 0 0 -- 0 1 -- 1 Importation and 0 0 -- 0 0 -- 0 Production Total 1 01 0 -- 1 L 2 100.0% Clearance Rate Detachment: 1M - ORILLIA Location code(s): 1M00 - ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte (Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:02:35 PM PP—CSC—Operational Planning-4300 Page 64 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System July- 2021 Clearance Rate July Year to Date -July 100% 2020 2021 Difference 2020 2021 Difference 80% 60% Violent Crime 83.3% 12.5% -70.8% 77.6% 47.4% -30.2% 40% Property Crime 25.0% 12.0% -13.0% 16.3% 14.3% -2.0% 20% w � Drug Crime -- -- -- 100.0% 50.0% -50.0% 0% Violent Property Total Total (Violent, 43.9% 12.1% -31.8% 33.2% 26.5% -6.7% Crim... Cri... (Viole... Property&Drug) 2020 2021 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 1M - ORILLIA Location code(s): 1M00 - ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte (Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:02:35 PM PP—CSC—Operational Planning-4300 Page 65 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System August- 2021 Violent Crime Actual August Year to Date -August 7 2020 2021 % 2020 2021 % Change Change 6 Murder 0 0 -- 0 0 -- 5 Other Offences Causing 0 0 -- 0 0 - ra 4 Death Attempted Murder 0 0 -- 0 0 -- a 3 Sexual Assault 1 4 300.0% 6 15 150.0% 2 Assault 7 1 -85.7% 33 18 -45.5% Abduction 0 0 -- 0 0 -- 1 dw Robbery 0 1 -- 2 1 -50.0% 0 Sexual Assault Robbery Other Other Crimes Against a 2 3 50.0% 18 13 -27.8% Assau... Crimes... Person 2020 2021 Total 10 9 -10.0% 59 47 -20.3% Property Crime Actual August Year to Date -August 12 2020 2021 % 2020 2021 % 10 Change Change 8 M Arson 1 0 -100.0% 2 0 -100.0% 6 , Break& Enter 7 6 -14.3% 39 22 -43.6% a 4 Theft Over 2 2 0.0% 13 21 61.5% 2 Theft Under 8 12 50.0% 69 77 11.6% 0 a at at a a� Have Stolen Goods 1 1 0.0% 2 4 100.0% P �a rase, J \e; Fraud 4 3 -25.0% 27 33 22.2% `�� c a �aa Mischief 2 2 0.0% 26 16 -38.5% 2020 2021 Total 25 26 4.0% 178 173 -2.8% Drug Crime Actual August Year to Date -August 1 2020 2021 % 2020 2021 % 1 Change Change 1 4J Possession 1 0 -100.0% 2 1 -50.0% Q 0 Trafficking 1 0 -100.0% 1 1 0.0% 0 Importation and 0 0 -- 0 0 -- 0 Production Possession Trafficking Total 1 21 0 -100.00/. 3 2 -33.3% 2020 2021 Clearance Rate Detachment: 1M - ORILLIA Location code(s): 1M00 - ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte (Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:03:01 PM PP-CSC-Operational Planning-4300 Page 66 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System August- 2021 Clearance Rate August Year to Date -August 100% 2020 2021 Difference 2020 2021 Difference 80% 60% Violent Crime 70.0% 66.7% -3.3% 76.3% 51.1% -25.2% 40% Property Crime 28.0% 19.2% -8.8% 18.0% 15.0% -3.0% 20% Drug Crime 100.0% -- -- 100.0% 50.0% -50.0% 0% Violent Property Drug Total Total (Violent, 46.2% 31.4% -14.7% 35.2% 27.2% -8.00/0 Crim... Cri... Crime (Viole.. Property&Drug) 2020 2021 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 1M -ORILLIA Location code(s): 1M00 - ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte (Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:03:01 PM PP—CSC—Operational Planning-4300 Page 67 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System September- 2021 Violent Crime Actual September Year to Date- September 8 2020 2021 % 2020 2021 % 7 Change Change 6 Murder 0 0 -- 0 0 -- Other Offences Causing 0 0 -- 0 0 -- i 5 Death v 4 Attempted Murder 01 0 -- 01 0 -- a 3 Sexual Assault 1 1 0.0% 7 16 128.6% Z Assault 4 8 100.0% 37 26 -29.7% 1 Abduction 0 0 -- 0 0 -- 0 Robbery 0 0 -- Z 1 -50.0% Sexual Assault Other Other Crimes Against a Z 0 -100.0% 20 13 -35.0% Assau... Crimes... Person 2020 2021 Total 7 9 28.6% 66 56 -15.20/0 Property Crime Actual September Year to Date- September 10 ZOZO Z021 % 2020 2021 % 8 Change Change = 6 4J Arson 0 0 -- Z 0 -100.0% Q 4 Break&Enter 6 0 -100.0% 45 ZZ -51.1% Z Theft Over 3 7 133.3% 16 28 75.0% 0 at at a a� Theft Under 4 10 150.0% 73 87 19.2% �a' pA J�a �taJ F Have Stolen Goods 0 0 -- Z 4 100.0% 4} bra bra Fraud 3 5 66.7% 30 38 26.7% Q�t Mischief 5 Z -60.0% 31 18 -41.9% 2020 2021 Total 21 24 14.30/o 199 197 -1.0% Drug Crime Actual September Year to Date- September 1 ZOZO Z021 % 2020 2021 % 1 Change Change 21 Possession 0 1 -- Z Z 0.0% Q O Trafficking 0 0 -- 1 1 0.0% 0 0 Importation and 0 0 -- 0 0 -- Possession Production 1 1 2020 2021 Total1 01 1 -- 31 31 0.0% Detachment: 1M -ORILLIA Location code(s): 1M00 -ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte(Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:03:22 PM PP—CSC—Operational Planning-4300 Page 68 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System September- 2021 Clearance Rate Clearance Rate September Year to Date-September 100% 2020 2021 Difference 2020 2021 Difference 80% 60% Violent Crime 85.7% 77.8% -7.9% 77.3% 55.4% -21.9% 40% Property Crime 14.3% 0.0% -14.3% 17.6% 13.2% -4.4% Z0% Drug Crime -- 100.0% -- 100.0% 66.7% -33.3% 0% Violent Property Drug Total Total (Violent, 32.1% 25.7% -6.4% 34.9% 27.0% -7.9% Crim... Cri... Crime (Viole... Property&Drug) 2020 2021 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 1M -ORILLIA Location code(s): 11100 -ORILLIA, 11110 - BARRIE Area code(s): 1066 - Oro-Medonte(Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 3:03:22 PM PP—CSC—Operational Planning-4300 Page 69 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System July to September- 2021 Violent Crime Actual July to September Year to Date- September 20 ZOZO Z021 % 2020 2021 % Change Change 16 Murder 0 0 -- 0 0 -- Other Offences Causing 0 0 -- 0 0 -- 3 12 Death I u Attempted Murder 0 0 -- 0 0 -- a 8 Sexual Assault 3 7 133.3% 7 16 128.6% Assault 19 13 -31.6% 37 26 -29.7% 4 Abduction 0 0 -- 0 0 -- 0 Robbery 0 1 -- 2 1 -50.0% Sexual Assault Robbery Other Other Crimes Against a 7 5 -28.6% 20 13 -35.0% Assau... Crimes... Person 2020 2021 Total 29 26 -10.3% 66 56 -15.2% Property Crime Actual July to September Year to Date- September 35 20Z0 Z021 % 2020 2021 % 30 25 Change Change 3 ZO Arson 1 0 -100.0% Z 0 -100.0% a 15 Break&Enter ZZ 9 -59.1% 45 22 -51.1% 10 Theft Over 8 13 62.5% 16 28 75.0% p Y 0 1 Theft Under 21 33 57.1% 73 87 19.2% t�O� �e:' Z Have Stolen Goods 1 1 0.0% Z 4 100.0% P a, ram a J C�9 Fraud 10 12 20.0% 30 38 26.7% ��aa� Xr,z,a�a Mischief 11 7 -36.4% 31 18 -41.9% 2020 2021 Total 74 75 1.4%1 199 1 197 1 -1.0% Drug Crime Actual July to September Year to Date - September 1 ZOZO Z021 % 2020 2021 % 1 Change Change 1 u0 Possession 1 1 0.0% 2 Z 0.0% a 0 Trafficking 1 0 -100.0% 1 1 0.0% 0 Importation and 0 0 -- 0 0 -- Possession Trafficking Production 1 1 2020 2021 Total1 21 1 -50.0% 3 3 0.0% Detachment: 1M -ORILLIA Location code(s): 1M00 -ORILLIA, 1M10 - BARRIE Area code(s): 1066 -Oro-Medonte(Old Association), 1066 -Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 2:59:35 PM PP-CSC-Operational Planning-4300 Page 70 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... Police Services Board Report for Township of Oro-Medonte Records Management System July to September- 2021 Clearance Rate Clearance Rate July to September Year to Date - September 100% 2020 2021 Difference 2020 2021 Difference 80% 60% Violent Crime 79.3% 53.8% -25.5% 77.3% 55.4% -21.9% I 40% Property Crime 23.0% 10.7% -12.3% 17.6% 13.2% -4.4% 20% I Drug Crime 100.0% 100.0% 0.0% 100.0% 66.7% -33.3% 0% Violent Property Drug Total Total (Violent, 41.7% 23.3% -18.4% 34.9% 27.0% -7.9% Crim... Cri... Crime (Viole... Property&Drug) 2020 2021 Data contained within this report is dynamic in nature and numbers will change over time as the Ontario Provincial Police continue to investigate and solve crime. Data Utilized - Major Crimes - Niche RMS All Offence Level Business Intelligence Cube Detachment: 1M - ORILLIA Location code(s): 1M00 - ORILLIA, 1M10 - BARRIE Area code(s): 1066 - Oro-Medonte (Old Association), 1066 - Oro-Medonte Data source date: Report Generated by: Report Generated on: 2021/11/13 Doucet, Carli Nov 15, 2021 2:59:35 PM PP—CSC—Operational Planning-4300 Page 71 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... _146TA02, •� Q3—July, August, September 1 2020 vs. 2021 Orillia Detachment I Oro-Meclonte Township Orillia Detachment Orillia Detachment 2020 2021 %Change Quarter 3-MVC's July-September Non-Fatal Personal Injury 79 44 -44.30% Property Damage 309 397 28.48% Fatal Injury 1 1 0.00% Orillia Detachment 2021 Quarter 3-MVC's Top 4 Primary Factors I July-September 2020 Fatal Non-Fatal Personal Injury Personal Damage Failed to yield right of way 1 Inattentive driver 12 Unknown 57 Failed to yield right of way 10 Inattentive driver 43 Speed—Too Fast for conditions 6 Following too closely 35 Lost control 6 Animal—Wild or domestic 24 Orillia Detachment 2021 Quarter 3-MVC's Top 4 Primary Factors I July-September 2021 Fatal Non-Fatal Personal Injury Personal Damage Disobeyed traffic control 1 Failed to yield right of way 10 Following too closely 67 Following too closely 5 Failed to yield right of way 41 Speed—excessive 4 Inattentive driver 40 Ability Im aired—Alcohol 3 Unknown 36 Lost control 3 DATA SOURCED:OCTOBER 14,2021 ECRS Page 72 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... • •R VEHICLE CAUSAL FACTORS Q3—July, August, September 12020 vs. 2021 Orillia Detachment I Oro-Medonte Township 2021 2020 Q3- Oro-Medonte 2021 Oro-Medonte Township 2020 Oro-Medonte Township Quarter 3 Quarter 3 MVC Primaty Factors MVC Primary Factors Non-Fatal Injury Non-Fatal Injury Failed to yield right of way 2 Failed to yield right of way 3 Following too closely 2 Ability Impaired Alcohol 3 Speed--excessive 1 Speed-excessive 1 Speed--too fast for conditions 1 Disobeyed traffic control 1 Unknown 1 Improper turn 1 Property Damage Lost control 1 Inattentive driver 9 Speed-too fast for conditions 1 1 Animal-Wild or Domestic 5 Animal-Wild or Domestic 1 1 Failed to yield right of way 4 Property Dam a e Disobeyed traffic control 3 Inattentive driver 8 Improper passing 3 Animal-Wild or Domestic 6 Improper turn 3 Other 5 Lost control 3 Speed-too fast for conditions 4 Other 3 Failed to yield right of way 3 Following too closely 2 Ability Impaired Alcohol 2 Unknown 2 Following too closely 2 Ability Impaired Alcohol 1 Lost control 2 1 Medical/Physical Disability for 2 Debris on roadway Driver Driver fatigue 1 Unknown 2 Improper lane change Ability Impaired Drugs 1 Improper passing 1 Improper turn 1 Speed-excessive 1 1 DATA SOURCED:OCTOBER 14,2021 ECRS _ Page 73 of 306 8.a) 10.00 a.m. Presentation by Inspector Coyer Yateman, Detachment Comm... _146TA02, •� Q3—July, August, September 1 2020 vs. 2021 Orillia Detachment I Oro-Medonte Township 2021 2020 Q3- Oro-Medonte Quarter 3- Top 4 Quarter 3 - Top 4 MVC Primary Factors MVCPhmary Factors Non-Fatal Injury Non-Fatal Injury Failed to yield right of way 2 Failed to yield right of way 3 Following too closely 2 Ability Impaired Alcohol 3 Property Dam a a Property Dam a e Inattentive driver 9 Inattentive driver 8 Animal-Wild or Domestic 5 Animal-Wild or Domestic 6 Failed to yield right of way 4 rsp'eed- her 5 too fast for conditions 4 DATA SOURCED:OCTOBER 14,2021 1 ECRS 3 Page 74 of 306 10.a) DS2021-183, David Saunders, Manager, Development Engineering re. F... � o,wnship of Report Proud Heritage, Exciting Future Report No. To: Prepared By: DS2021-183 Council David Saunders, Manager Development Engineering Meeting Date: Subject: Motion # November 24, 2021 Five (5) Year Extension to Agreement for Engineering Roll #: Consulting Services R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. DS2021-183 be received and adopted; 2. That Council approve the execution of a Five (5) year extension of the Agreement for Engineering Consulting Services with The Jones Consulting Group Ltd.; 3. And that staff bring forward the appropriate By-law authorizing the extension agreement for Council's consideration. Background: The Township identified the need to review its relationship with its Engineering Consultants in 2016 and issued a Request for Proposal (RFP) for Engineering Consulting Services in June of 2016 with service delivery requirements for: Development Applications Review: Costing, Inspection, and Administration. The Jones Consulting Group Ltd. were the successful candidates at the conclusion of the RFP process and an agreement for a Five (5) Year Agreement for Engineering Consulting Services was entered into on October 2016 through By-law 2016-142. The RFP and executed agreement provided the ability to consider a five (5) year extension to the initial agreement for professional engineering consulting services which is the purpose of this report. Analysis: The five (5) year term for The Jones Consulting Group Ltd. ("Jones") to provide Engineering Consulting Services to the Township has recently expired and the need to evaluate the provision of extending the professional services agreement for an additional five (5) year period is due to be reviewed. Development Services November 24, 2021 Report No. DS2021-183 Page 1 of 13 Page 75 of 306 10.a) DS2021-183, David Sunders, Mara er Development Engineering re: F... Jones ha provided the Township wit Engineering o sultant Sery ces for the ast five (5) years and has met or exceeded all of the criteria as per the agreement entered into with the Township. Jones has provided technical engineering evaluation and administration for the Development Services, Environmental Services, Operations and Community Services, Fire and Emergency Services Departments as well as overseeing the technical engineering design evaluation and administration of development projects brought forward in the Township. Over the past five (5) years, Jones has provided thorough and timely evaluations and assessments on a cost-effective scale and a time efficient schedule; for the benefit of the Township, the proponents and the proponent's consultants. Staff in each of the four (4) Township Departments (noted above) for which Jones has provided engineering consulting services were approached and each provided positive comments and evaluations of Jones performance to date. On this basis, staff are in a position to bring forward a recommendation that favorable consideration be given by Council to enact a by-law authorizing the execution of the Five (5) Year Extension to the Agreement for Engineering Consulting Services with The Jones Consulting Group Ltd. Financial / Legal Implications / Risk Management: Financial: The Engineering Services Rates outlined in The Jones Consulting Group successful RFP are indexed and adjusted annually to the Consumer Price Index (CPI) annual rates of inflation, therefor continuing to provide services at the rates originally provided in the successful RFP as adjusted for inflation. Legal and Risk Management: Professional engineering evaluation and licensing is governed under the Professional Engineers Act, R.S.O. 1990 and the R.R.O. Reg. 941 Regulations. Having Professional Engineers available to the Township on a consultancy basis provides the Township with licensed and insured expertise to assist with actions and evaluations of Professional Engineering required in the Province of Ontario. Policies/Legislation: N /A Corporate Strategic Goals: Foster Safe and Inclusive Community Living & Business Growth - supporting residential and commercial business development while protecting our natural environment by way of ensuring best engineering practices and low impact development. Modernize Township Services - streamlining of the development service review processes, improved staff to consultant, consultant to consultant and consultant to Development Services November 24, 2021 Report No. DS2021-183 Page 2 of 13 Page 76 of 306 10.a DS2021-183, David Saunders Manager, Development Engineering re: F... public co munications; and reduced cost an time delay in processing an administering development review, and improved construction project inspection. Prepare for Our Future - delivery of affordable, quality and timely engineering consulting services and engineering best practices. Consultations: Development Services staff Operations and Community Services staff Director, Fire and Emergency Services Director, Environmental Services The Jones Consulting Group Ltd. Attachments: Attachment # 1 — Proposed By-law 2021-124 and 5 year Extension Agreement for Engineering Consulting Services Conclusion: As part of the Township's Continuous Improvement Process; enhanced service delivery, improved communications and balanced growth combined with Low Impact Development and the implementation of best engineering practices are key elements to building a sustainable community. The Township previously exercised a competitive RFP process (2016) and selected The Jones Consulting Group Ltd. as the Township's Engineering Consultants, in accordance with the Township's Purchasing and Tendering Procedures By-law. Included in the RFP was a provision for a five (5) year extension to the original agreement, should the performance of the successful party meet the Township's requirements. Development Services, Environmental Services Operations and Community Services and Fire and Emergency Services Departments were contacted for comments regarding Jones performance and have provide support for continuing with The Jones Consulting Group Ltd. as the Township's Engineering Consultants. Based on the previous five (5) year performance of the Jones Consulting Group Ltd. and the positive responses from each of the Township Departments queried, the Township is now in a position to proceed with entering into a Five (5) Year Extension to the Agreement for Engineering Consultant Services. Respectfully submitted: David Saunders, B.E.S., C.E.T. Manager, Development Engineering Approvals: Date: Andria Leigh, Deputy CAO/ Director, Development Services November 16, 2021 Development Services November 24, 2021 Report No. DS2021-183 Page 3 of 13 Page 77 of 306 10.a) DS2021-183, David S unders, M�a�nager, Development Engineering re: F... lttachment A The Corporation of the Township of Oro-Medonte By-law No. 2021-124 A By-law to Authorize the Execution of the Professional Services Agreement (Short Form) between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte and to Repeal By-law 2016-142 Whereas Section 5(3) the Municipal Act 2001, S.O. 2001 C.25, as amended, provides that a municipal power, including a municipality's capacity, rights, powers and privileges under Section 9, shall be exercised by a By-law unless the municipality is specifically authorized to so otherwise; Whereas Section 9 of the Municipal Act, 2001, S.O. 2001, c25 as amended, grants municipalities the powers of a natural person for the purpose of exercising its authority under this or any other Act; Whereas Section 224 of the Municipal Act, 2001, S.O. 2001, c25 as amended, provides that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; Whereas Council for the Corporation of the Township of Oro-Medonte enacted By-law 2016-142 authorizing the Execution of the Professional Services Agreement Short Form) between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte; And Whereas Council for the Corporation of the Township of Oro-Medonte deems it expedient to enter into a Five (5) Year Extension to the Professional Services Agreement (Short Form) for Engineering Consulting Services; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. The Mayor and Clerk be authorized to execute the Five (5) Year Extension to the Professional Services Agreement (Short Form) for Engineering Consulting Services, between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte, attached hereto as Schedule "A" and forming part of this By-law; 2. That By-law 2016-142 be repealed in its entirety. 3. This by-law shall take effect on the final passing thereof. Development Services November 24, 2021 Report No. DS2021-183 Page 4 of 13 Page 78 of 306 10.a) DS2021-183, David aunders, MSna�ger, Devel ptpment Engineering re: F... By-law read a First, Second and hird time, an Pa sed this 24t day of November, 2021. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Yvonne Aubichon Development Services November 24, 2021 Report No. DS2021-183 Page 5 of 13 Page 79 of 306 10.a) DS2021-183, David S and rs, Mpnager, Development Engineering re: F... cheule "A ' This Agreement made this 24t" day of November, 2021 . BETWEEN: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE (the "Township") - and - THE JONES CONSULTING GROUP LTD. (the "Consultant") WHEREAS the Township issued RFP # CAO 2016-01 - Engineering Consulting Services (the "RFP") on June 1, 2016 with the Consultant's RFP Response Submission accepted by the Township on October 12, 2016; AND WHEREAS pursuant to the terms of the award, the Township and the Consultant agreed to enter into a contract (the "Agreement") to set out the terms and conditions of the arrangement for the provision of Engineering Consulting Services (the "Services") by the Consultant for and on behalf of the Township enacted through By-law 2016-142; AND WHEREAS the Township issued RFP # CAO 2016-01 included provisions for a Five (5) Year Extension to the original Agreement under the same terms and conditions contained therein; NOW THEREFORE the Township and the Consultant hereto agreed with one another as follows: Scope of Work 1. The Township hereby retains the Consultant to provide the Services as specified in this Contract, in the RFP and in the RFP Response Submission under the general guidance and direction of the Township. 2. The Consultant agrees to supply, at its sole cost and expense, all staff, equipment and technical assistance necessary to perform the Services as stipulated herein. 3. The Consultant shall provide the Township with the Services for an approximate five (5) year term, from November 24, 2021 through to October 31, 2026. Contract Documents and Order of Precedence 4. The "Contract" as defined in the RFP between the Township and the Consultant shall consist of the RFP, the RFP Response Submission and this Agreement. Development Services November 24, 2021 Report No. DS2021-183 Page 6 of 13 Page 80 of 306 10.a�DS2021-183, David Saunders, Manager, Develo�menj Engineering re: F... In e event of any conflicts or inconsistencies etween any ese ocu ents, this terms of this Agreement shall prevail. Fees and Disbursements 5. The Township shall pay to the Consultant as full payment and compensation for the Services an amount not to exceed the Hourly Rates as set out in Appendix 4 of the RFP Response Submission. No payment in excess of this amount shall be made without the Township's prior written authorization. 6. During the term of the Agreement, the prices quoted by the Consultant shall be adjusted annually to the rate of inflation as determined by Statistics Canada and are not subject to any increase or change above the annual cost escalation factor without the prior written consent of the Township. 7. Provided that the Consultant is not in default of any of its obligations under the Agreement, and provided that the Township does not, in good faith, dispute the invoice submitted by the Consultant, the Township shall pay each invoice submitted within thirty (30) days of receipt. The Consultant shall not be entitled to any interest upon any payments made by the Township beyond the 30-day period. Workplace Safety and Insurance Board (WSIB) 8. The Consultant must be in good standing with the Workplace Safety and Insurance Board ("WSIB") and shall furnish the Township with satisfactory evidence, in the form of a valid WSIB Clearance Certificate, prior to commencement of the Services under the Agreement, upon presentation of a final invoice and within fifteen (15) business days of the Township's request during the Agreement. 9. The Consultant shall maintain its WSIB Insurance or pay such assessments as will protect the Consultant and the Township from claims under the Workplace Safety and Insurance Act, and, from any other claims for damage from personal injury, including death, which may arise from the Consultant's performance under this Agreement. 10. In the event that the Consultant is not required by law to be registered with WSIB, confirmation of employer's liability insurance in the amount of Two Million Dollars ($2,000,000.00) is required. Such coverage shall be confirmed by a Certificate of Insurance. Compliance with Laws 11. The Consultant acknowledges that it is aware of the provisions of the Occupational Health and Safety Act, the Environmental Protection Act, the Human Rights Code, the Pay Equity Act, and any other applicable federal, provincial, and/or municipal statutes, regulations, by-laws, policies and guidelines thereunder and agrees to comply with, and cause employees to Development Services November 24, 2021 Report No. DS2021-183 Page 7 of 13 Page 81 of 306 10.a DS2021-183, David $aunoers, Managqer, Development Engqineering re: F... co ply with, the provisions t ereof as such statutes, regulations, policie`� and guidelines may be amended or replaced from time to time. 12. The Consultant shall do, shall cause to be done, shall refrain from doing, and/or shall prohibit from being done, any act or thing as directed by the Township if, at any time, the Township reasonably considers that any situation or condition is unsafe, damaging to the environment or contrary to the provisions of any applicable statutes, regulations, policies or guidelines. Records and Audit 13. The Township shall have the right to audit all books and records (in whatever form they may be kept, whether written, electronic or other) relating or pertaining to the Agreement (including any and all documents and other materials, in whatever form they may be kept, which support or underlie those books and records), kept by or under the control of the Consultant, including, but not limited to those kept by the Consultant, its employees, agents, assigns, successors and sub-consultants. The Consultant shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of the Agreement and for at least two years following the completion of the Agreement, including any and all renewals thereof. 14. The books and records, together with the supporting or underlying documents and materials shall be made available, upon request, to the Township, through its employees, agents, representatives, contractors or other designees, during normal business hours at the Consultant's office or place of business. In the event that no such location is available, then the books and records, together with the supporting or underlying documents and records, shall be made available for audit at a time and location in the Township, which is convenient for the Township. Use of Work 15. Notwithstanding any other provisions of the Agreement, and provided that the Township has complied with its obligations under this Agreement, including but not limited to the payment of fees and disbursements pursuant to Paragraph 5, 6 and 7 of this Agreement, the Township shall have the right to take possession of, and use, any completed or partially completed portions of the work associated with the Services provided under this Agreement. 16. Provided that the Township has complied with its obligations under this Agreement, including but not limited to the payment of fees and disbursements pursuant to Paragraph 5, 6 and 7 of this Agreement, the Township shall retain exclusive ownership in all components and deliverables created solely under this Agreement and shall own any copyright and patent directly related to and developed solely pursuant to this Agreement. Development Services November 24, 2021 Report No. DS2021-183 Page 8 of 13 Page 82 of 306 10.a) DS2021-183, David Saunders, Manager, Development Engineering re. F... Quality Assurance and Quality Control 17. In providing the Services under this Agreement, the Consultant shall perform in a manner consistent with the degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances, at the same time and in the same or similar locality. The Consultant shall perform the Services with reasonable diligence and expediency, consistent with sound professional engineering practices. 18. The Township reserves the right to monitor the performance of the Consultant and to issue directives to the Consultant to remedy any condition which the Township considers to be detrimental to the provision of the Services, which the Consultant shall be required to carry out within the timeframe stipulated by the Township. 19. At any time during the course of this Agreement, the Township may direct the Consultant to immediately remove a staff member and replace them with another staff member acceptable to the Township. Changes and Alterations and Additional Services 20. The Consultant shall not change or deviate from the scope of the Services without the prior written consent of the Township. In the event that the Consultant undertakes a change or deviation in the scope of the Services without the prior written consent of the Township, it shall not be entitled to additional payments. Assignments and Sub-consultants 21. It is understood and agreed that the Consultant will be an independent contractor and that the employees or agents of the Consultant will perform all of the Services offered. Sub-contract agreements made by the Consultant will not release the Consultant from any obligation to the Township with respect to the performance of its obligations under this Agreement. 22. The Township acknowledges that Azimuth Environmental Consulting Inc. and Triton Engineering Services Limited are pre-approved Sub-consultants, as identified in the RFP Response Submission. Should any other Sub-consultant be utilized by the Consultant, those Sub-consultants must be approved by written approval prior to any assignments and all sub-contracts which may be granted on such terms as the Township deems advisable. The Township's consent to any assignment or subcontract shall not release the Consultant from its duties and obligations under this Agreement. Damages and Set Off 23. If the Township should suffer provable damage as a result of negligence on the part of the Consultant or their Sub-consultants in the performance of the Services in this Agreement, the Township shall be reimbursed by the Consultant for such damage. Development Services November 24, 2021 Report No. DS2021-183 Page 9 of 13 Page 83 of 306 10.a) DS2021-183, David Saunders, Manager, Development Engineering re. F... 24. Any of the Services which have not been performed to the Township's reasonable satisfaction as a result of negligence or other acts of omission by the Consultant or any of its Sub-consultants, shall be promptly rectified in accordance with this Agreement at the Consultant's expense. 25. In the event that any of the Services are not performed in accordance with this Agreement, as a result of negligence or omission by the Consultant or any of its Sub-consultants, the Township may retain, as a holdback, an amount equal to the Township's reasonable estimated cost to perform the Services in a satisfactory manner, and until the Services have been completed to the reasonable satisfaction of the Township. 26. In addition to the rights set forth above, the Township shall have the right to set off against the monies due or which may become due to the Consultant, any proven amounts owing to the Township by the Consultant as a result of negligence or omission for the Services provided under this Agreement. Suspension or Termination 27. The Township may, at any time by ten (10) business days' notice in writing to the Consultant, suspend or terminate the Services, or any portion thereof. Upon receipt of such notice, the Consultant shall perform no further Services and shall not be entitled to any payment for additional work beyond that date, nor for lost profits or any consequential damages as a result of the termination. 28. The Consultant may suspend or terminate the Services, or any portion thereof, as a result of non-payment on the part of the Township. Upon receipt of notice by the Township, the Consultant shall perform no further Services until such time as outstanding payment, not resulting from damages or set off, is received. 29. In addition to the above, if the Consultant should become bankrupt or insolvent, or if a receiver is appointed because of its insolvency, or if the Consultant transfers, assigns or otherwise disposes of its interest in this Agreement or any part thereof without the prior written authority of the Township, this Agreement shall terminate as of the date of the any such event and the Township shall pay for the Services rendered and disbursements incurred by the Consultant to the date of termination. 30. Upon termination of this Agreement, all documentation relating to the Services shall be delivered to the Township including all work product, drawings, paper and electronic files, and the Consultant shall not be entitled to payment until it has provided the Township with all such documentation. For the avoidance of doubt, the Consultant may retain a copy of all documentation relating to the Services for its files. 31. All duties and obligations of the Consultant with respect to the Services provided up to and including the date of termination shall survive termination of this Agreement. Development Services November 24, 2021 Report No. DS2021-183 Page 10 of 13 Page 84 of 306 10V DS2021-183, David Saunders, Manager, Development Engineering re. F... Indemnification 32. The Consultant shall indemnify the Township, its directors, officers, council members, partners, agents and employees from and against all damages, liabilities, and costs or damages which the Township, its directors, officers, council members, partners, agents and employees may suffer as a result of the negligent acts, error or omissions of the Consultant, its employees, officers, sub- consultants or agents in the performance of the Services under this Agreement, to the extent that the Consultant is responsible for such damages, liabilities and costs on a comparative basis of fault between the Consultant and the Township. 33. The Consultant shall not be obligated to indemnify the Township for the Township's own negligence or for the negligence of third parties not specified in this Agreement. Insurance 34. Without restricting the generality of the section on Indemnification, the Consultant shall obtain, maintain, pay for and provide evidence of the following insurance coverage, taken out with insurance companies licensed to transact business in the Province of Ontario and not otherwise excluded by the Township: (a) Commercial General Liability Insurance Commercial General Liability ("CGL") Insurance shall include the Township as an additional insured, with limits of not less than Five Million Dollars ($5,000,000.00) inclusive per occurrence for bodily and personal injury, death and damage to property including loss of use hereof. (b) Automobile Liability Insurance Automobile Liability Insurance in respect to corporate owned and non-owned vehicles shall have limits of not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence and shall protect against all liability arising out of the use of corporate owned or leased vehicles, used by the Consultant, its employees or agents. (c) Professional Liability Insurance Professional Liability Insurance shall have limits of not less than Five Million Dollars ($5,000,000.00) inclusive per claim, covering services or activities that are professional in nature and thereby excluded under the CGL policy. 35. The form of all insurance to be provided herein, shall in all respects be satisfactory to the Township and shall be maintained continuously from either the commencement of the services or the signing of this Agreement, whichever is sooner. 36. The policies shall be endorsed to provide the Township with not less than thirty (30) days written notice in advance of cancellation. The Consultant shall provide Development Services November 24, 2021 Report No. DS2021-183 Page 11 of 13 Page 85 of 306 10.a) DS2021-183, David Saunders, M n er, Develo�.ment Engineering re: F... the Township with not less than thirty (30� �a�s written n tice in adv nce of change or amendment restricting coverage. Confidential Data 37. The Consultant shall not divulge any specific information as confidential, communicated to or acquired by it, or disclosed by the Township in the course of carrying out the Services provided for herein unless the information is in the public domain (other than as a result of the unauthorized disclosure by the Consultant) or if the Consultant is required by a court of law or other competent authority to disclose such information. No such information shall be used by the Consultant on any other project without the approval in writing of the Township. Claims and Disputes 38. Should the Consultant wish to claim additional compensation arising out of a change to the scope of the Services or for any other reason, it shall provide the Township with written notice of this claim within ten (10) business days of becoming aware of the claim, failing which, it shall not be entitled to any compensation for such claim. 39. Subject to Paragraph 28 of this Agreement, in the event of any claim or dispute between the parties, the Consultant will continue to perform the Services without interruption, if so directed by the Township, pending the resolution of the claim/dispute. General Requirements 40. Any notice given pursuant to this Agreement may be delivered by facsimile transmission, electronic mail or mailed by prepaid registered mail to the addresses designated by the respective parties. If delivered, the notice is effective on the date of delivery, and if mailed, the notice is effective on the fifth (5th) business day following the day of mailing. 41. This Agreement shall enure to the benefit of, and be binding upon, the Township, the Consultant and their heirs, executors, administrators, successors and permitted assigns. 42. This Agreement constitutes the complete and exclusive statement of the agreement between the parties, which supersedes all proposals, agreements, arrangement or understandings, oral or written, and all other communications between the parties, relating to the subject matter of the Agreement, except as referenced in, and made part of, the Agreement. 43. This Agreement may be modified only by a written amendment signed by the authorized representatives of both parties. 44. This Agreement shall be governed by, and construed in accordance with, the laws of the Province of Ontario. Development Services November 24, 2021 Report No. DS2021-183 Page 12 of 13 Page 86 of 306 10.a) DS2021-183, David Saunders, Manager, Development Engineering re. F... IN WITNESS WHEREOF the parties hereto have hereunto set their hand and seals on the above date. THE JONES CONSULTING GROUP LTD. Per: Name: Title: I have authority to bind the corporation. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Per: H.S. Hughes, Mayor Per: Yvonne Aubichon, Clerk Development Services November 24, 2021 Report No. DS2021-183 Page 13 of 13 Page 87 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Township of Report 0 Proud Heritage, Exciting Future Report No. To: Prepared By: OCS2021-29 Council Shawn Binns Meeting Date: Subject: Motion # November 24, 2021 COATV Trail Request Follow Roll #: Up R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. OCS-2021-29 be received; 2. That the Director of Operations and Community Services be authorized to execute the Memorandum of Understanding with the Central Ontario All-Terrain Vehicle Club (COATV) for 2022; 3. That By-law 2021-125 Off Road Vehicle By-law be brought forward for Council's consideration. Background: At its meeting of October 27, 2021 Council received staff report OCS2021-27 COATV Trail Network Using Municipal Roadways and passed a resolution to consider authorizing the proposed Central Ontario All Terrain Vehicle Club (COTAV) trail network subject to public feedback on the proposal, and amendments to the Off-Road Vehicles By-law. Analysis: New Draft Off Road Vehicle By-law Summary of changes The new draft Off Road Vehicles By-law removed the previous permissive language to operate an off-road vehicle from restricted Settlement Areas to access a designated trail network. Operations and Community Services November 24, 2021 Report No. OSC 2021-29 Page 1 of 3 Page 88 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... The dates the dates for winter recreation permissions (Schedule A of By-law) have been changed from January 1 — March 15 to December 15 — March 31 to provide continuity of permissive use between the winter recreation schedule and general seasonal use restrictions. The new draft By-law has been written to provide overarching regulations for Off Road Vehicle use, while permissions for a designated trail route are to be defined through a Council approved agreement (Memorandum of Understanding) similar to the Ontario Federation of Snowmobile Clubs (OFSC) agreement. A "red-lined" version of the proposed By-law is provided as Attachment #1 for reference purposes. Public input received Information pertaining to the proposed designated COATV Trail Network was posted on the Township's website and communicated through the Township's social media channels. As of November 17, 2021 a total of 13 submissions were received and are included as Attachment #2. Any additional comments received prior to the meeting will be included in a verbal update from staff and incorporated into the agenda. The concerns raised echo the concerns and considerations highlighted in previous staff reports such as encroachment of ATV/ORV use into prohibited areas, impacts on Copeland Forest and County of Simcoe Forests, safety and damages to property and requests for expanded permissions in currently restricted areas. These comments have been considered and can be managed in the recommended controls prescribed through provincial regulations, the Off-Road Vehicle By-law and agreement with the COATV. Expanded use into settlement areas as defined within the By-law is not recommended at this time. Memorandum of Understanding (COATV) A draft Memorandum of Understanding and insurance certificate is provided as Attachment #3. The agreement would be structured for a one-year term for 2022 with renewal subject to further review and approval by Council prior to 2023. Corporate Strategic Goals: Foster Safe and Inclusive Community Living and Business Growth Consultations: • Chief Municipal Law Enforcement Officer • Traffic Safety Task Force • Public input received Operations and Community Services November 24, 2021 Report No. OSC 2021-29 Page 2 of 3 Page 89 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Attachments: Attachment #1 — "Red-lined" Draft By-law 2021-125 Off Road Vehicle By-law Attachment #2 — Public Input Received as of November 17, 2021 Attachment #3 — Draft MOU with COATV and associated maps Conclusion: Based on the review and direction emanating from Report OCS2021-27, it is recommended that Council authorizes the execution of an updated Off-Road Vehicle By-law (By-law 2021-125) and a Memorandum of Understanding with the Central Ontario All Terrain Vehicle Club for 2022. Respectfully submitted: Shawn Binns PDDM, MBA Director, Operations and Community Services Approvals: Date Andria Leigh, Deputy CAO/Director, Development Services November 18, 2021 Operations and Community Services November 24, 2021 Report No. OSC 2021-29 Page 3 of 3 Page 90 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... The Corporation of the Township of Oro-Medonte By-law No.202149-12507-9 Being a By-law to Permit All-Terrain,Multi-Purpose Off-Highway Utility land Recreational Off-Highway Vehicles on Municipal Highways (Off-Road Vehicles By-law) and to repeal By-Law No.2019-0798 Whereas the Highway Traffic Act,R.S.O.1990,Chapter H.8,Section 191.8(1),provides that no person shall drive an off-road vehicle on a highway except in accordance with the Highway Traffic Act regulations and any applicable municipal Bl4y-law, And Whereas the Highway Traffic Act,R.S.O.1990,Chapter H.8,Section 191.8(3), provides that a municipality may pass by-laws permitting certain off-road vehicles on highways under the jurisdiction of the municipality and providing speed limits for such vehicles, And Whereas the Municipal Act,S.O.2001,Chapter 25,Section 11(3),provides that a municipality may pass by-laws with respect to municipality owned roads,including parking and traffic on such highways, And Whereas the operation of off-road vehicles on highways is a privilege and not a right, And Whereas Council deems it necessary to enact a lay-law to permit the use of off- road vehicles on certain municipal highways. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Appendix"A",Schedules"A",'B","C'and"D"form part of this By-law. 2. This By-law may be cited as"The Township of Oro-Medonte Off-Road Vehicles By-law." 3. That By-law No. 2019-0794 is hereby repealed in its entirety. 4. This By-law shall come into force and effect on the date of its final passing. By-law read a First,Second and Third time,and Passed this 2444th day of Septe Noyember 2021. The Corporation of the Township of Oro-Medonte Mayor,H.S.Hughes Deputy Clerk,Janette Teeter Page 91 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Appendix"A" To By-law No.202149-125074 for the Corporation of the Township of Oro-Medonte 1.0 Definitions For the purpose of this By-law,the following definitions shall apply: "Boulevard"shall mean that part of the highway situated between the curb line and the property line of the lot abutting the highway,but does not include a sidewalk or shoulder. "Council"means the Council for The Corporation of the Township of Oro-Medonte. "Designated Trail Route"shall mean a trail that has been approved by Council and designated by agreement or memorandum of understanding with a recognized agency and includes extension of the agency's insurance coverage to terms acceptable to the Township. "Highway"includes a common and public highway,street avenue,parkway,driveway, square,place,bridge,viaduct or trestle,any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof. "Municipal Law Enforcement Officer"means a person duly appointed by the Corporation of the Township of Oro-Medonte for the purpose of enforcing the provisions of this By-law and who shall have the powers as set out in the Provincial Offences Act, R.S.O.,1990,c.P.33,as amended. "Municipality"shall mean The Corporation of the Township of Oro-Medonte. "Off-Road Vehicle"shall mean an off-road vehicle intended for off-road and within the meaning of the Off-Road Vehicles Act,and as defined by the Highway Traffic Act and or the regulations thereto and includes off-road vehicles as defined as follows: "All-terrain vehicle"means an off-road vehicle that, a) has four wheels,the tires of which are all in contact with the ground, b) has steering handlebars, c) has a seat that is designed to be straddled by the driver,and d) is designed to carry, (i)a driver only and no passengers,or (ii)a driver and only one passenger,if the vehicle, (A)has one passenger seat that is designed to be straddled by the passenger while sitting facing forward behind the driver,and (B)is equipped with foot rests forthe passengerthat is separate from the foot rests for the driver, "Multi-purpose off-highway utility vehicle"means an off-road vehicle that, a)has four or more wheels,the tires of which are all in contact with the ground, b)has a steering wheel for steering control, c)has seats that are not designed to be straddled,and d)has a minimum cargo capacity of 159 kilograms, "Recreational off-highway vehicle"means an off-road vehicle that, a) has four or more wheels,the tires of which are all in contact with the ground, b) has a steering wheel for steering control, c) has seats that are not designed to be straddled,and d) has an engine displacement equal to or less than 1,000 cubic centimeters, For the purposes of this By-law the terms off-road vehicle, multi-purpose off-highway utility vehicle, and recreational off-highway vehicle shall be referred to as "off-road vehicle'and treated as one in the same. Page 92 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... "Recognized Agency"shall be the Ontario Federation of All-Terrain Vehicle Clubs and the Central Ontario ATV Club. "Settlement Area"for the purpose of this By-law shall include: Prices Comers/Bass Lake area, Shanty Bay area, Eight Mile Point Road area, Horseshoe Valley area, Sugarbush/Diamond Valley area,Braestone area,Moonstone Area and Scottdale Drive. "Sidewalk/Footpaths"means that portion of a highway as is set aside by The Corporation of the Township of Oro-Medonte for the use of pedestrians. "Township"shall mean The Corporation of the Township of Oro-Medonte. 2.0 Regulation of Off-Road Vehicles on Township Highways 2.1 Prohibition 2.2 No person shall operate an Off-Road Vehicle or permit an Off-Road Vehicle to be operated on a highway: 2.2.1 under the jurisdiction of the Township that is an unopened road allowance except upon those highways (unopened road allowances) or portions thereof set out in Schedule"B"of this By-law and during the dates listed therein unless otherwise established as a Designated Trail Route, 2.2.2 under the jurisdiction of the Township outside of a Settlement Area except upon those highways or portions thereof set out in Schedules"A"and"D" of this By-law and during the dates listed therein unless otherwise established as Designated Trail Route,and 2.2.3 under the jurisdiction of the Township within a Settlement Area(identified in Schedule"C"of this By-law)zxsept wh is s6ish QP ___I �n 2.3 On those highways under the Township's jurisdiction where Off-Road Vehicle use is permitted under section 2.2,no persons shall operate such Off-Road Vehicle at a rate of speed greater than: 2.3.1 20 kilometers per hour, if the speed limit established under the Highway Traffic Act or by municipal by-lawforthat part ofthe highway is 50 kilometers per hour or lest, 2.3.2 50 kilometres per hour, if the speed limit established under the Highway Traffic Act or by municipal by-law for that part of the highway is greaterthan 50 kilometres per hour. 2.4 On those highways under the Township's jurisdiction where Off-Road Vehicle use is permitted under section 2.2,no persons shall operate such Off-Road Vehicle during the following period, 2.4.1 two(2)hours after sunset through till two hours prior to sunrise the following day.. 2.5 On those Highways under the Townships jurisdiction where Off-Road Vehicles use is permitted under section 2.2,no person shall operate such Off-Road Vehicle between December 16'h through till March 311' of the following year,except as identified in Schedules"A"and"B"of this By-law. 2.6 Notwithstanding section 2.4, upon written request Council may approve by resolution,a modification to the regulated hours therein where such request is made in association with a special event or other activity that is legally permitted. 2.7 No person shall park an off-road vehicle on a municipal highway except in accordance with the(Parking By-law)or where otherwise authorized by signage displayed and indicating that Off-Road vehicle parking is permitted. 2.8 Notwithstanding the permission granted under section 2.2 no person shall Page 93 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... operate an Off-Road Vehicle: 2.8.1 upon any Sidewalks/Footpaths,or 2.8.2 within any ditches,drainage areas or other portions of the highway outside of the travelled portion(of the highway). 3.0 Off-Road Vehicles on Municipal Property Other than Highways 4.1 On all municipally owned lands,other than highways,no person shall operate an Off-Road Vehicle except: 3.1.1 in areas permitted as identified in Schedule"B"of this By-law 4.0 Enforcement 4.1 The provisions of this By-law shall be enforceable by a police officer,municipal law enforcement officer,or other such persons as appointed by the municipality. 4.2 Failure to stop when directed by a police officer,municipal law enforcement officer, or appointed person shall be an offence of obstruction. 5.0 General 5.1 In the event that any provisions of this By-la are found by a'court of competent jurisdiction to be without effect under Section 14.(1)of the Municipal Act,S.O. 2001, as amended, such provisions shall be deemed to be severed and the remainder of this By-law shall remain in full force and effect. 5.2 This By-law shall apply in addition to the provisions of any,pther Township by-law and the Municipal Act,2001,S.O.2001 c.25,as amended,provided that in the event of conflict,the provisions of any other Township by-law or the Municipal Act, 2001, S.O. 2001 c.25,as amended,shall not be paramount over this By-law, provided such provisions are not contrary to law. 6.0 Offences 6.1 No person shall obstruct, hinder, or otherwise interfere with a police officer, municipal law enforcement officer or other duly appointed individual in the lawful carrying out of their duties and responsibilities under the provisions of this By-law. 6.2 Every person who contravenes any provision of this By-law is guilty of an offence and shall be liable to a fine pursuant to the Municipal Act,as amended,every such fine is recoverable under the Provincial Offences Act,as amended. Page 94 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"A" to By-law No.202149-125074 for The Corporation of the Township of Oro-Medonte Areas Permitted December 15danuary 4't—March 31a5* _,, Commented fssil:r op eaamma­<<,q"e eabY coy"�mo soon All highways under the jurisdiction of the Township of Oro-Medonte within the following boundaries: Northern Boundary -Old Barrie Road Southern Boundary-Lake Simcoe Western Boundary -Line 1 North/South to Lake Simcoe Eastern Boundary -Line 14North/South from Old Barrie Road to the Rail Trail.The boundary then continues from Line 15 South from the Rail Trail to Lake Simcoe. Exclusions to the above are hereby noted as follows: Ridge Road/Shanty Bay Road-Under the jurisdiction of the County of Simcoe(only permitted to cross at 90-degree angle). H rseahoe V 1 Hors shoe i Hey d.E. The Northern Boundary is Old Barre Road. The Southern Boundary is Lake Simme. Bass K The Western Boundary is Line 1 North/South. Lake y The Eastern Boundary Is Line 14 NorthlSouth from Old Barrie Rd to the Rail Trail. G The Boundary then continues from line 15 South from the Rail Trail W Lake Simi .E z m c This Map is to be used for Illustrative Purposes Only m m c y J G a rrie ,W, u Z Z � c N C C C J J J 15/16 rd.W 15165rd E. a Z Z Z o N 11 O N N C C G N y 0 m QI C J J m J C C C C J J m J J J 11 c N J v m m U1 c W N N N c j J gea Lake a J < < b16 Simcoe J J J Ri e AN Use Boundary �f1 o r a a aural September 2019 lYivl" /ttPi N HOWge,FiMxg Fuwe Page 95 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"B" to By-law No.20121-1259 079 for The Corporation of the Township of Oro-Medonte Areas Permitted January V—March 15rh of any given year Operation of an off-road vehicle is permitted on the following unopened road allowance from January V till March 15'h in any given year: a) Colborne Street b) Black Forest Road c) Ice Road d) Little Road e) Wilson Street f) Woodland Drive Page 96 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"C" to By-law No.' 44-W42 0 21-1 2 5 for The Corporation of the Township of Oro-Medonte Settlement Areas Horseshoe Valley Area Aege el %M,q\ P I I ��AetvGMeeu� z WRwehw VtlIaY RA. .'j 1 teh•fiI a to g � =PetminaA Yo Cho.gh.�._ IWeI ProhRWteA R N°Nle•>; Horvr ,Valley Re.W- 2 Sugarbush Diamond Valley \rcl. 0 1. e\/ ;b J�(—MiePte�4 PermitteA � L� —ProhbW Woke J �roereeAea� :7 1`kr Le�� j �byRl T, A �.1N•Aw. � 99'�e �. C4 -Ia opp W.Y D` j'r \moo opal G. eaw� EmaralA TWae Page 97 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"C" to By-law No.'^"�92 0 21-1 2 5 for The Corporation of the Township of Oro-Medonte Settlement Areas-Continued P"eC o, ,z Prices Corners/Bass Lake 22 I Homes hhooe Valley Rd.E. Permitletl u y' zi Prohibited \Im l Lake H,- Yy a ISunsetcres.r2 Ra� c q co-W Bass Lake Srtl.E. {q Moonstone Area bakesnoreRd.E. _ Eight Mile Point Gres� Moot stone Rd.E. .prl I.c Q.Vieao•D!f m �oto�C V0 �^ g ��jpva -Agnea•St. � a. Boyd-Gres. 30 �� Lake Valle � Simcce Yvaw Or � �Cc Pmhibiletl —Petmilletl Pmhlbiletl Scottdale Drive 1llscotmamro.. pOeg 1. m m •�A 5 a0 0� _ =Permilletl 400 Pmhibitetl Page 98 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"C" to By-law No.202144-125075 for The Corporation of the Township of Oro-Medonte Settlement Areas-Continued Bero�5' `moo \ �_ snenty Bav Re. 6—ie Terrace e r �o gad 0a �e Kempe fIt o11w, 2U =Penndred Say ProMDlted CRIdO-Rd.W' -Red Oak U— Shanty Bay A. 'easswoour a"g I J i" Janna Ji rc e ''MeRIneOree�O M011km_ tStT RWBe Rd.W. _fj W � Po L 20 I. € v� c hahh Stec e n PermlOed J o Brook St. —Pmkiaited Kempenfelt e I-a Bay �aler ld Braestone �eorpl nGrande i 7 O m� 2 o ProhlElted ''celaet Page 99 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule"O" to By-law No.2021.12549-970 for The Corporation of the Township of Oro-Medonte Permitted/Prohibited Areas All highways under the jurisdiction of the Township of Oro-Medonte coloured in green are permitted Township roads and all Township roads coloured in purple are prohibited.All roads in white are not in the Township's jurisdiction. Mx mwn S��oW Ra IM Qb k. } � 3 Lake 5+` Slmcu n/.k a, Off Road Vehicle Use(ATV/OTV) Q on Municipal Roadways Page 100 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 8:15:19 AM Username: 9F5CFF5B-2856-4643-9727-FCB3A4BEC 153 Numeric Response ID: 708415 Response GUID: 9AF8A653-COCO-4677-8D2C-1A98FD36627C Survey Start Date: Thursday, 18 November 2021 08:08:20 Survey Completed Date: Thursday, 18 November 2021 08:15:16 Name: Irena Lawrenson Address: 2562 Bidwell Rd. Oro-Medonte Email: iklawrenson@gmail.com Subj ect: ATV survey -At a time of climate emergency when our world is literally imploding,we should be doing EVERYTHING possible to mitigate things including BANNING all recreational vehicles that are destroying our forests, scaring hikers and wildlife and burning fossil fuels "for fun". Why do you not see the connection between this proposal and the dire situation our world is facing. No more ATV's, no more snowmobiles, no more skidoos. Pollution for the sake of"fun" has got to stop. We have to grow up and take responsibility for future generations. Page 101 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 17,2021 10:38:39 AM Username: A5C76256-F7BF-4BD8-9FE8-455AAC691EBB Numeric Response ID: 707742 Response GUID: 6BOBE645-A80D-41DA-8D45-345AA300BOBA Survey Start Date: Wednesday, 17 November 2021 10:26:18 Survey Completed Date: Wednesday, 17 November 2021 10:38:34 Name: John McGee Address: 52 Landscape Dr. Oro-Medonte LOL2L0 Email: jgm9768@gmail.com Subj ect: ATV trail application I am opposed to the creeping infringement of ATV traffic in our neighbourhood. We frequently see violators of the existing ban as the association members have little respect for property owners. Children as young as 10 driving on Highland Drive. Operators going way over 50 km/h on line 3 and 4. Safety, lawlessness and peace and quiet are the major concerns. Council should look for ways of enforcing what's on the books instead of harassing residents with COATV continuing requests. Page 102 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 16,2021 10:13:25 PM Username: AOE927E8-AC9A-4A19-831D-9DD3A3392865 Numeric Response ID: 707390 Response GUID: 846D56F8-40D5-4F81-A970-3D188F31335E Survey Start Date: Tuesday, 16 November 2021 22:03:07 Survey Completed Date: Tuesday, 16 November 2021 22:13:20 Name: Scott deLottinville Address: 1102 Horseshoe Valley Road West, Barrie, ON, L4M4Y8 Email: s_delottinville@hotmail.com Subj ect: I feel it would be an absolute travesty to allow ATV trails within the Valley and Oro- Medonte area. Our trail resources are already at a finite commodity as exhibited by some of the conflict and challenges with x-country skiers and hikers..... Allowing ATV's into the mix would only create further issues. Make no mistake -those using ATV's will use trails outside of the designated system if you provide them with this opportunity. More importantly, we need to preserve nature and the tranquility that the Copeland forest offers. The excessive noise and traffic that ATV's create will most certainly take away from this. It's bad enough that we've continued to over-develop these areas.... allowing ATV's into the mix would be yet another devastating blow to those of us that have located to Oro to enjoy the beauty that it has to offer. Page 103 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCEboro-medonte.ca To: Robinson.Brad Subject: ATV Feedback form Date: November 16,2021 7:00:44 PM Username: FE5AB601-OOA6-4362-A780-A3E99A479FF3 Numeric Response ID: 707296 Response GUID: 48EC06FO-DB9C-477E-A7C9-3CFEAAlEAC79 Survey Start Date: Tuesday, 16 November 2021 18:59:23 Survey Completed Date: Tuesday, 16 November 2021 19:00:38 Name: Alice Smith Address: 51 High Vista Dr Email: Alicesmith2@hotmail.com Subj ect: LI definitely do not want ATV in our area or surrounding areas. Thank you Page 104 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 16,2021 4:38:44 PM Username: 91 F34688-5D3 8-45FO-A 1 B7-F76544763722 Numeric Response ID: 707193 Response GUID: 7CB7F746-AAAB-4B5F-9678-692740D5DFFD Survey Start Date: Tuesday, 16 November 2021 16:30:22 Survey Completed Date: Tuesday, 16 November 2021 16:38:38 Name: Jack Lynch Address: 15 Country Club Lane Email: jack.lynch@rogers.com Subj ect: The trail seems to be a reasonable request. Living here in Horseshoe Valley there are numerous owners of ATVS, in fact several on this street and an adjoining street. How are they going to access the Bass Lake sideroad legally as they try to access the main trail from their homes here? As you know they are prohibited in this area however that does not seem to stop them from running the streets and occasionally on the valley golf course. These vehicles unlike snowmobiles do a tremendous amount of damage to trails but they are a reality. Whatever gets them away from the settlement areas and on to legal trail would be a win. Page 105 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 16,2021 1:36:35 PM Username: 667B05BE-C985-44AF-90F4-FB653EDB 121 C Numeric Response ID: 707078 Response GUID: D303BC6A-887E-4281-9233-24D4AD1390BF Survey Start Date: Tuesday, 16 November 2021 13:33:58 Survey Completed Date: Tuesday, 16 November 2021 13:36:27 Name: David Myles Address: 11 Trillium Trail Email: davidlmyles@gmail.com Subj ect: I agree with the Staff Report recommendation to remove the provision from the current ATV bylaw that allows ATV/ORVs to travel from prohibited areas to allowed areas. This provision essentially negates the prohibition on ATV/ORVs in specified settlement areas.. Secondly, if and when a trail network is approved though the township, the COATV association should place signs on intersecting township roads where ATV/ORVs are prohibited that indicate NO ATVs are allowed on those prohibited roads. Currently, ATVs continue to use prohibited roads and when confronted the operators invariably say that they didn't know about the prohibition on that road. Thirdly, the Township should impress on the County that increased ATV/ORV usage of the County Forests will result in conflict with existing users and that the Township does not support increased access to the County Forests by ATV/ORVs. And finally, if there is any disagreement on the potential for damage caused by off road vehicle usage please visit CR22 between Horseshoe Resort and the 2nd line to view the hillside on the south side of the roadway. Page 106 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 15,2021 9:48:19 PM Username: 43 OFF 71 B-ODF2-40DO-93D 1-FOF26D8BBOEF Numeric Response ID: 706631 Response GUID: 499C6394-1C6D-4C6E-BDB5-590B86F7FFCE Survey Start Date: Monday, 15 November 2021 21:42:24 Survey Completed Date: Monday, 15 November 2021 21:48:14 Name: David Address: Boatman Email: davidboatman@hotmail.com Subj ect: I certainly wouldn't have any of these machines in my neighbourhood and the neighbours and I have already have incidences of juveniles racing along with dirt bikes on the property behind our house. I have a video on my phone of this happening while people walk leissurely on the old golf course. Fortunately I have not seen this behaviour for awhile and don't want to see it again. These machines are designed for the woods and are very destructive on the landscape. One only has to look at the ruts formed by them and the resulting erosion on Horseshoe Valley Rd by the third line. Why should public lands become the places for these people to have their "fun." Page 107 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 15,2021 8:56:54 PM Username: 953DC951-D084-4661-B2A2-539A 1366011 A Numeric Response ID: 706608 Response GUID: D696FD2D-D9EF-4611-867D-F8B6F51A9C5C Survey Start Date: Monday, 15 November 2021 20:42:50 Survey Completed Date: Monday, 15 November 2021 20:56:48 Name: Mike McCarthy Address: 6 Red Pine Court Email: Michaeljmccarthy0l@gmail.com Subj ect: As responsible ATV riders, my family fully supports municipal road access to COATV trails. I don't understand why Line 5 north between Bass Lake Road and Horseshoe Valley Road is restricted. This is an off-road section that allows for a safer alternative to get to authorized trails to the north than having to travel all the way east to Line 10. Line 5 is also part of the OFSC trail system. Please open line 5 to ATV travel. Page 108 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCEboro-medonte.ca To: Robinson.Brad Subject: ATV Feedback form Date: November 15,2021 8:22:24 PM Username: FB0712FB-4FB6-4D89-BABB-9698D7288918 Numeric Response ID: 706603 Response GUID: 77F2D4D4-85E1-44F4-8297-8B8D6BD9933E Survey Start Date: Monday, 15 November 2021 20:16:39 Survey Completed Date: Monday, 15 November 2021 20:22:17 Name: Rob Chambers Address: 9 Somerset Blvd Oro Medonte ON LOL2E0 Email: rob.d.chambers@gmail.com Subj ect: Why is it that the woodland beach area is not accessible during the January 1 to March 15th time frame? Other than that, I believe ATVing should be allowed year round in the township, no different than snowmobiles. Page 109 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCEboro-medonte.ca To: Robinson.Brad Subject: ATV Feedback form Date: November 15,2021 5:02:09 PM Username: FBAOOECO-336F-4660-831C-BA2A64A9CE88 Numeric Response ID: 706452 Response GUID: 6E66F59C-3E29-41F7-A6EF-D7938E260D5E Survey Start Date: Monday, 15 November 2021 17:00:06 Survey Completed Date: Monday, 15 November 2021 17:02:05 Name: Justin Zimmerman Address: 69 Landscape Drive Email: Justinzimmerman0@gmail.com Subj ect: I strongly agree with the decision to allow ATV use on roads to connect trails. This will greatly improve access for users and potentially help some local restaurants. Page 110 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... From: noreolvCsloro-medonte.ca To: Robinson.Brad Subject: AN Feedback form Date: November 18,2021 8:38:19 AM Username: B4831E73-3C07-44A9-BB3C-A5A2B6FEEF8B Numeric Response ID: 708479 Response GUID: BC238A3C-72B1-470D-915C-AC339IF1096D Survey Start Date: Thursday, 18 November 2021 08:34:57 Survey Completed Date: Thursday, 18 November 2021 08:38:14 Name: Diana Wells Address: 67 Stanley Ave Email: Emddcb@gmail.com Subj ect: This summer there have been ATV all over our neighbourhood. And in winter it is snowmobiles. They do not obey the speed limits, they are loud and they are dangerous. I personally have almost been hit on 3 occasions. I think a designated trail is a good idea but ATVs should be limited to only the trail marked in yellow. Page 111 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Oct.23,2021 Re:Oct.27,2021 Council Mtg.Agenda Item 10(b)-COATV NEW Trail proposal. Attention:Oro-Medonte Council On numerous occasions,Council members have stated that PUBLIC SAFETY is definitely a major concern for the Township. This is evident and has been demonstrated through the posting of the Please SLOW DOWN signs and the reduction of speed limits on many township Concession roads. It was also the major concern and consideration in resolving the HVR and Line 6 intersection issue. As many of you who watched the LPAT Hearing this week(OM vs KJ Excvtn.), PUBLIC SAFETY was again front and centre as a major concern of Jarratt residents. For these reasons, I have difficulty understanding why-Council would even consider or intend to approve the proposal for Line 10N to become a NEW ATV trail. The Map provided as Attachment#3 to Agenda Item#10(b), shows that the proposed trail would run directly through the Village of Jarratt and as a consequence,add another group of motorized vehicles to the existing traffic mix. The mix of traffic on Line 10N between Bass Lake SR.and the Horseshoe Valley Rd. intersection includes, but isn't limited to: seasonal agricultural equipment,vehicles participating in Horse Farm Events,customers of the Glen Oro Farm luxury camping business,and participants in the Images Tour as well as local traffic as a short route into Orillia. It's also an official township truck haul route. On Line 10N between HVR and Mount St. Louis Rd.there is a similar mix and additionally includes school buses and KJ heavy truck traffic; it's also a part of the township's Bicycle and Snowmobile Trails. The intersection of Line 10N and HVR is the location of the Jarratt Hall and is very heavily travelled through by gravel and other large trucks early mornings and all day. Although it has a posted speed limit of 60 km/hr.that is normally exceeded. It's obvious to anyone who travels on these roads and especially to local residents,that this intersection is very dangerous and there has been an increasing number of close incidents and accidents,fortunately not fatal and not always reported. To my point and for your consideration and discussion. There are,as evident on the proposed Trail Map, alternative north/south trail locations which would not pose additional threats to PUBLIC SAFETY in the Jarratt Community and would also be viable for permitted ATV use. Line 8N namely. It's centrally located,a continuation of the proposed starting point of the NEW trail which starts just south of Bass Lake SR East. Line 8N crosses Bass Lake SR, HVR,Warminster SR, Mount St. Louis Rd.and continues north to Vasey Rd. Access points to Line 8N from these roads are also the same. In my opinion,the choice of Line 8N would provide a more direct and continuous north/south ATV trail,avoid the additional risks to PUBLIC SAFETY by running the trail through the Jarratt intersection,and help to address our collective concerns and efforts to protect both township residents and other users of our roads. Please discuss and give warranted consideration to this matter and suggestion. Best regards, Allan Baker 638 Horseshoe Valley Rd. E. 705 326 9849 Page 112 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Oct 25, 2021 Re: Oct 27,2021 Council Meeting Agenda Item 10(b)—COATV New Trail proposal Attention : Oro-Medonte Council We are residents at 3901 Line 10 North . We are opposed to a New ATV trail proposed from Bass Lake Sideroad to Mount St Louis Road for many reasons. We do not want to see more traffic on our 10 th Line.ATV's contribute to noise pollution and are potentially dangerous. Our country road has many users including pedestrians, dog walkers, horses, bicycles, and tractors to name a few. ATV's would pose another safety risk for all of these users. In our experience,ATV's often do not respect the speed limit and there is no enforcement now on our road. Our speed limit should be officially lowered to 60 km/hr. If we must have a New ATV Trail there is a more logical route on Line 8 where the new ATV trail begins. Line 8 would be safer for ATV's because it is more rural with a lot less traffic. Respectfully submitted, Wendy and Si Lowry 3901 Line 10 North 705-326-2750 Page 113 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... 10020 - 12th Avenue OASIS OUTDOOR North Battleford, SK S9A 3A4 ADVENTURE & Toll Free: 1-866-979-2747 SPORT INSURANCE Phone: 306-446-2747 SOLUTIONS INC. Fax: 866-488-6122 Certificate of Insurance Certificate Holder: Township of Oro-Medonte 148 Line 7 South Oro-Medonte, ON LOL 2EO (with regards to land use agreement) Named Insured: Central Ontario ATV Club & Ontario Federation of All Terrain Vehicle Clubs Broker: Outdoor Adventure& Sports Insurance Solutions Inc. (OASIS) Policy: CAS561758 This is to certify that the policies of insurance listed below have been issued to the named insured above for the policy period indicated,notwithstanding any requirement,term or condition of any contract or other document with respect to which this certificate may be issued or may pertain. The insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies.Limits shown may have been or may be reduced by paid claims/expenses. Schedule of Insurance Coverage Insurer Policy Dates Limits of Liability/Amounts Commercial General Certain Lloyd's Expiry October 5,2022 Bodily Injury and Property Liability(CAS561758) Underwriters under Damage contract $5,000,000.00 CDN Inclusive M KL2020001 Commercial General Excess Certain Lloyd's Expiry October 5,2022 Liability(OASIS0165) Underwriters Under $5,000,000410,000,000 CDN $5,000,000-10,000,000 Contract B0429BA1905983 Commercial General Excess XN Financial Expiry October 5,2022 $10,000,000415,000,000 CDN Liability(DW001027) Services(Canada) $10,000,000415,000,000 Inc. It is agreed that Bodily Injury or Property Damage Liability,Cross Liability with a limit of$15,000,000.00 shall also apply to the Above Certificate Holder as an additional insured,but solely with respect to the legal liability arising out of the Named Insured's operations. This certificate is issued for convenience only. All the terms and conditions of the Policies referred to are contained in the original document which are not modified or amended by this Certificate. With respect to Liability Insurance Certificate, where an Aggregate limit applies,the Certificate Holder is advised that the limit shown may apply to products/completed operations or projects other that shown in this certificate and the limit may be reduced by Claims/Expenses Paid. OASIS Insurance Per: Signed:Keith Bossaer Page 114 of 306 n inns, ire Py era ions and Community Servic.. z N Permittedl December 16-March 31 c z Pete St. T p to t. E. Permitted April 1 - December 15 J C� z Prohibited Orr J z00 Trail m Lake O C Moonstone Rd. J E o to eRd' z z QD r m °3 c J J Mount St. L02k Rd- W Mnun St_ Lo is Rd. zj10001 ` zz. Zz 6 rr r C r _ 12 J War inster z Srd. z z uO v C — TE J Horseshoe Valley Rd.W.. 22. Hors shoe Iley d.j �o Bass i LakeCD II Racc I aka RM 1R1 sq' Lakn 3r a z ua � r m c N J C a Old Barrie .W Old rci Rd. E. z z z z N cJ V N o c c J 't J 15 16 Srd E. 15116 rd. W. z zA' z z z r N N Co V u7 �_ N N N C J JCo J C C C C C J J J J CO 0 C C6 J Co�' � C J R Lake anma C C ZQ J J Simcoe Ridge l6d. COATV 0 1 2 3 4 K TRAIL NETWORK Km TRAIL eriu(ge,Exriling Funfre 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... ' UAA I A01 I Y Ontario Federation of All Terrain Vehicle Clubs OFATV All-Terrain Vehicle Trail Land Use Permission Form MEMORANDUM OF UNDERSTANDING {Please print c[earl}.pressor,,`p hard.or type I`V On this\+ day of OICa�MV, year 1, the undersigned owner/occupier of the premises that is lot # concession # or other in the township of Oro Medonte County'District/Region r a r hereby give the undersigned named All-Terrain Vehicle (hereinafter ATV) Club. as a member in good standing of the Ordario Federation of All Terrain Vehicle Clubs (hereinafter OFATV) permission to legally enter, establish, maintain, groom. sign, and use that portion of the premises herein designated bN myself for the exclusive purpose of allowing individual members of the OFATV to use said designated premises for ATV'ing under the followin- terms and conditions: 1) The local ATV club shall, at all times, maintain its status as a member in good standing of the OFATV, and be able to verify this to the owner/occupier with a current OFATV insurance certificate.or this agreement shall be immediately null and void. By remaining in good standing of the OFATV,the local ATV club shall have access to the OFATV third party liability insurance plan. Before this document is signed, proof of coverage should be provided to the land owner/occupier, (certificate of insurance) and is confirmed to the undersigned land owner/occupier by signing this memorandum of understanding on the condition that no fee has been char-ed by the owner'occupier for the use of said designated premises. The insurance shall have a limit of no less than ten million dollars (10 million) to cover land uses specified herein by the local ATV club, and individual OFATV members on the designated premises. save and except any intentional acts by the owner or occupier. The land owner'occupier is automatically covered under the clubs third party liability insurance upon this agreement, which has been bound by signatures from both parties. If the land owner'occupier wishes to have him/her shown as a named insured: a certificate is available upon request from the club's representative. 2) The designated premises shall be shown on an attached map. A copy of the map shall be initialed by both undersigned parties and attached to each copy of this agreement. 3) It is understood that, at the owner/occupiers request. ATV use will cease in the winter months, for the duration of the snowmobile grooming season,and resume at the end of the grooming season. It is also understood that all trail usage will adhere to Township Bylaw 2021-125 in regards to prohibited roads and winter month restrictions 4) The local ATV club shall maintain that portion of said designated premises to be used by individual OFATV members in reasonably good condition for ATV'ing purposes only. The local ATV club may assist or be assisted by other trail user groups. insofar as trail maintenance and upkeep, only provided that the other user groups in question also have sucb agreements as this made with the same land owner/occupier, for the same designated portion of same said premises, with all proper documentation and liability coverage in place. The ATV club will undertake the posting of appropriate signage, remove on an annual basis, and will make reasonable repairs for any damage to property caused by individual OFATV members on that portion of the property designated for ATV use. 5) Each undersigned party shall give the other sixty (60) days prior written notice to the address below of any changes to. or cancellation of this agreement, Changes must be agreed upon by both parties prior to the new agreement coming into effect. 6) The local ATV club. or its executive. are hereby authorized to be the undersigned owner/occupier's agents) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990.C.T.21,the Occupiers Liability Act R.S.O. 1990, C.O.I.: and the Off-Road Vehicles Act R.S.O. 1990. Tov,nship of Oro Medonte Central Ontario ATV Club NAME NANIIF, Alain Pominville ADDRESS 148 Line 7 S, Oro Medonte LOL 2E O ADDRESS 8166 HWy 26' Sta ner LOM ISO III LONE 705 487 2171 IHIONF - - 705-812-3457 SIGNATURE SIGMA FLIRL 7) This MOU is valid for the period commencing January 1,2022 and ending December 31,2022 One(1)Copy Each to Remain With Land Ovmer/Occupicr,ATV Cluh. OFATV Office Form ReNision Date:07'2P21020 Page 116 of 306 10.b) OCS2021-29, Shawn Binns, Director, Operations and Community Servic... Schedule of Roads for COATV Trail Route • County Forest - Scarlett Line South to Mount St Louis Road West • Mount St Louis Road - Scarlett Line to Line 12 • 12 Line North — Highway 12 to Warminster Side Road • Line 9 North — Mount St. Louis Road to Warminster Side Road • Warminster Side Road — Line 9 North to Line 12 North • Line 10 North — Warminster Side Road to Bass Lake Side Road • Bass Lake Side Road - Line 10 North to Line 8 North • Line 8 North — Bass Lake Side Road South to County Forest • Line 7 North — Bass Lake Side Road South to County Forest • Line 6 North — Bass Lake Side Road South to County Forest • Bass Lake Side Road to Line 8 North to Line 2 North • Line 2 North — 30/31 Side Road to Bidwell • Bidwell Road - Line 2 North — to County Forest • 30/31 Side Road — Line 1 North to Line 2 North • Line 1 North — County Forest to 20/21 Side Road • 20/21 Side Road — Line 1 North to Line 2 North • Line 2 North — 20/21 Side Road to Ski Trails Road • Ski Trails Road — Line 2 North to Highway 93 Page 117 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... Township of Report r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: OCS 2021-30 Council Brad Robinson Meeting Date: Subject: Ontario Federation Motion # November 24, 2021 Snowmobile Clubs Memorandum of Roll #: Understanding R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. OCS-2021-30 be received and adopted. 2. That the Director, Operations and Community Services be authorized to execute a renewed Memorandum of Understanding between the Township of Oro- Medonte and the Mid-Ontario Snowmobile Trails (Orillia District Snowmobile Club and the Sno-Voyageurs) for use of Township road allowances and properties to facilitate the Ontario Federation of Snowmobile Clubs (OFSC) trail network. Background: Each year within the Township of Oro-Medonte, various portions of municipal road allowances are open to the Ontario Federation of Snowmobile Clubs (OFSC) to provide a trail network through the Township. The OFSC manages approximately 85km of snowmobile trails in Oro-Medonte on various parcels of public and private land as part of their provincial trail network. In 2019, a two-year memorandum of understanding was executed for the 2019/2020 season and the 2020/2021 season. Motorized Snow Vehicle Act The Motorized Snow Vehicle Act outlines where individuals may operate a snowmobile in the province of Ontario. The act permits the travel of snowmobiles along public roads, between the shoulder and fence line but restricts travel on the pavement of public roads where vehicles drive. Operations and Community Services November 24, 2021 Report No. OCS-2021-30 Page 1 of 5 Page 118 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... Memorandum of Understanding The Township of Oro-Medonte and the local snowmobile clubs have historically entered into a Memorandum of Understanding (MOU) pertaining to the OFSC using specific Township road allowances and properties as part of their trail network. These agreements expired at the end of the 2020/2021 winter season. The Orillia District Snowmobile Club and the Sno Voyageurs Club are the two local volunteer clubs responsible for maintaining the OFSC trail network in Oro-Medonte under the umbrella of the Mid-Ontario Snowmobile Trails. The MOU agreement sets out specific requirements such as; • Permitted use; • Insurance; • Club status with the OFSC; • Installation of signage; • Approval to be land owners agent in regards to the Trespass to Property Act, the Motorized Snow Vehicles Act and the Occupiers Liability Act. The following are a list of municipal road allowance that are proposed to be listed within the MOU for consideration. Orillia District Snowmobile Club • The Rail Trail from Line 5 to Woodland Dr • Line 5 North from Bass Lake Side Rd to Horseshoe Valley Rd • Line 5 North approx. 100 meters south of the Railway Line to the top of the hill in Line 5 • Line 5 approx. 1 km north of Horseshoe Valley Rd for 1 km • Line 11 North from Old Barrie Rd to Bass Lake Side Rd • Line 9 North of Bass Lake Side Rd to the bottom of the hill at Gold Mountain Springs, approx. 1 .5km • Line 6 North from Mount St. Louis Rd, approx. 650 meters to the top of the hill • Line 7 and Peter St unopened road allowance near north west of Moonstone Sno-Voyageurs Club • Oro Medonte Rail Trail from 600 Meters East of Thunder Bridge at Ridge Road (Line One Parking Lot), 8 Kilometers East to Line 5 South. • Line 2 North (Unopened Road Allowance) from 50/51 Side Road, south 600 meters to Highway 400 Corridor. • Line 4 North (On Road) from Ingram Road, North 500 Meters. • Ingram Road (South Side), from Line 4 North to Line 5 North, approx.1600 meters Operations and Community Services November 24, 2021 Report No. OCS-2021-30 Page 2 of 5 Page 119 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... • Bass Lake Sideroad West (South Side of Road), from Line 3 North, East 900 meters, then (North side of road) for 150, then (South side of Road) for 400 meters to Line 4. • Bass Lake Sideroad West (South Side of Road), from Line 4 North, East 1000 meters • Line 1 North (East Side of Road) from Old Barrie Road West, North 2000 Meters to 30/31 Sideroad West • 30/31 Sideroad (Unopened Road Allowance) from Line 1 North, West for 400 Meters • Line 1 North (West Side of Road) from 400 Meters North from Highway 11 South to 700 Meters North from Highway 11 South. • Line 2 North (West Side of Road) from 200 Meters North from Highway 11 South to 600 Meters North of Highway 11 South. New additions for 2021: • Line 1 North (Unopened Road Allowance), From Horseshoe Valley Road, South 1200 meters • Line 2 North (Unopened Road allowance), From Bidwell Road, North 400 meters • Line 2 North (On Road), From Bass Lake Side Road West, South 100 meters • Line 2 North (East Side of Road), From Bass Lake Side Road West, North 600 Meters • Line 3 North (East Side of Road), From Highland Drive, South 500 Meters • Line 3 North (East Side of Road), From Highland Drive, North 300 Meters Analysis: Considerations/implications Stakeholder Perspectives Numerous recreational opportunities are some of the many quality of life benefits that residents in Oro-Medonte are afforded. Access to the OFSC trail network directly benefits residents who enjoy snowmobiling within the Township and provides necessary connection to neighbouring communities and the Provincial trail system. OFSC Trails through properties such as the County Forests provide benefits outside of winter months by providing maintained trails for other recreational pursuits. The OFSC trail network also brings tourism opportunities to the Township and provides income to many businesses within the Township during the snowmobile season. One of the objectives of the OFSC trail system is to link to tourism assets and infrastructure. Although there are many benefits to having an OFSC trail network, the OFSC trail network may also impact residents in a negative way. Noise, safety concerns and improper operation within the Motorized Snow Vehicle Act are items of concern for many. Additional concerns relate to the inherent conflict between motorized vs. non- motorized recreational use on public lands. The Township receives several complaints from residents each year regarding operation of snowmobiles. The Township maintains Operations and Community Services November 24, 2021 Report No. OCS-2021-30 Page 3 of 5 Page 120 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... open dialogue with the snowmobile clubs and the Ontario Provincial Police to resolve complaints within their trail network, but cannot place blame on the snowmobile club for complaints that occur outside of the trail network. While the Township can control which public properties can be used for the OFSC trail network, permission to use Municipal roadways is permitted under the Motorized Snow Vehicles Act unless otherwise prohibited by Municipal By-law. The road segments used for the trails network under the agreement are articulated primarily for route identification and risk management but do on occasion change when routes require alteration to address changes in land use permissions and other factors necessitating an amendment. Moonstone The OFSC has proposed a new route that will bypass the village of Moonstone. The new trail will include a segment of Peter Street between Line 9 North and Line 8 North, a segment of an unopened road allowance between Line 8 North and Line 7 North and a segment of Line 7 North which is made up of a section of unopened road allowance and open road allowance to Moonstone Road. In using this route, the OFSC trail will avoid conflict with pedestrian routes in the village to the school that have been problematic in previous years. Risk Management The OFSC maintains a comprehensive liability insurance policy in the amount of $15 million, which is extended to the Township through the MOU. This also extends for Occupiers Liability. The Ontario Provincial Police enforce provincial regulations including the Motorized Snow Vehicles Act and work collaboratively with the OFSC in education and enforcement. Recommendation It is recommended that the MOU document be renewed for a two-year period for the 2021/2022 and 2022/2023 winter seasons. In addition, staff will continue to work with the Orillia District Snowmobile Club and The Sno-Voyageurs Snowmobile Club should any trail related issues arise Corporate Strategic Goals: • Foster Safe and Inclusive Community Living and Business Growth Operations and Community Services November 24, 2021 Report No. OCS-2021-30 Page 4 of 5 Page 121 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... Consultations: • Director, Operations and Community Services • Manager, Operations • Mid-Ontario Snowmobile Trails • The Orillia District Snowmobile Club • Sno Voyageurs Snowmobile Club Attachments: Attachment #1 - Memorandum of Understanding and communication from Mid Ontario Snowmobile Trails Attachment #2 - Communication from the Orillia District Snowmobile Club. Attachment #3 - Communication from the Sno Voyageurs. Conclusion: In order to effectively connect an OFSC trail network within the Township of Oro- Medonte, Mid Ontario Snowmobile Trails (the Orillia District Snowmobile Club and Sno Voyageurs Club) must use various sections of Township road allowances. A renewed MOU agreement will protect both the interest of the Township and the community, while providing the OFSC with a trail network system that provides recreational opportunities to residents of the Township and others who snowmobile. In considering future agreements, Staff will consult with the snowmobile clubs regarding desired trail routes. Should any conflict arise as a result of this agreement, staff will continue to work collaboratively with stakeholders to bring forward appropriate resolution. Respectfully submitted: Brad Robinson, C.Tech Coordinator, Infrastructure and Capital Projects Approvals: Date Shawn Binns, Director, Operations and Community Services November 17, 2021 Andria Leigh, Deputy CAO/Director, Development Services November 18, 2021 Operations and Community Services November 24, 2021 Report No. OCS-2021-30 Page 5 of 5 Page 122 of 306 10.c) OCSaQIeI'aIFORANDdllF Wi0smggimtDu'M(m&a4 Capital Projects Coo... PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRINT OR TYPE) On this 17 day of November , year 2021 I, the undersigned, owner/occupier of the premises that is lot # concession# or other in the Township of Oro-Medonte County/District/Region of Simcoe do hereby give the Mid Ontario Snowmobile Trails (snowmobile club), hereinafter referred to as the "local snowmobile club" (a member in good standing of the Ontario Federation of Snowmobile Clubs —OFSC), permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing legally permitted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: 1. This MOU is valid for the period commencing and ending 2. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 3. The local snowmobile club will provide liability insurance in the amount of$15,000,000 for liability arising from the grooming, maintenance and use of the snowmobile trail but only with respect to the negligence of the local snowmobile club for those operations usual to a snowmobile trail.This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. 4. The insurers will add the landowner as an additional insured but only with respect to liability arising from the operations of the named local snowmobile club name.Coverage will be extended to the location listed in the landowner agreement through an insurance policy held by the OFSC and its member organization snowmobile club. 5. The above referenced insurance liability policy will not provide any coverage for the willful misconduct and or negligence on the part of the landowner. 6. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 7. It is understood that the local snowmobile club,with the owner/occupier's verbal consent on each occasion,shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing,upgrading and maintaining the trail when there is no snow cover. 8. The local snowmobile club shall maintain that portion of the designated premises to be used as a trail in reasonably good condition for snowmobiling purposes only;and undertake to post appropriate signage;remove on an annual basis any litter and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 9. Each party hereto shall give the other sixty(60) days prior written notice to the address below of any changes to,or cancellation of this agreement. 10. Representative of the local snowmobile club or district are hereby authorized to be the owner/occupier's agent(s)to cooperate with local law enforcement agencies in their efforts to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, c.M44;and the Occupiers Liability Act R.S.O. 1990,c.O-2 as amended. 11. The landowner/occupier and the local snowmobile club mutually confirm that the landowner/occupier,by signing this MOU is not requesting nor granting permission for a registered easement over the designated premises. 12. Additional Conditions: Mid Ontario Snowmobile Trails members are: Orillia District Snowmobile Club&Sno Voyageurs Club LANDOWNER/OCCUPIER Name Township of Oro-Medonte Phone: 705 487 2171 Address 148 Line 7 South, Oro Medonte, LOL2EO Email: brobinson@oro-medonte.ca Landowner Signature LOCAL SNOWMOBILE CLUB Club Name Mid Ontario Snowmobile Trails Phone: 705 534 0097 Address PO Box 464, Victoria Harbour, LOK 2AO Email: manager@ most.on.ca Alternate Contact David Emms Governor Alternate District Phone/Email 705 817 4246 davidemms.12@gmail.comM Club Signature p_ � ` ` J i so 4 Privacy Policy:Persona information provided on this form will only be used for purposes related to thP"@ "25 ObP � MOU Form: v2019 Linking1 OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... o„ Trails Orillia District Snowmobile Club �Istrtct SnoWMop``eG` Nov 10, 2021 Mayor Hughes and Council Township of Oro-Medonte 148 Line 7 south, Ontario LOL 2EO To Mayor and Council, The Orillia District Snowmobile Club would like to formally request to renew its 2 year agreement for use of the trails within the borders of the Oro-Medonte Twp. The agreement will remain mostly unchanged from previous years which has been signed previously by council. We request permission to use: 1: The Rail Trail from Line 5 to Woodland Dr 2: Line 5 North from Bass Lake Side Rd to Horseshoe Valley Rd 3: Line 5 North approx 100 meters south of the Railway Line to the top of the hill in Line 5 4: Line 5 approx llm north of Horseshoe Valley Rd for lkm 6: Line 11 North from Old Barrie Rd to Bass Lake Side Rd 7: Line 9 North of Bass Lake Side Rd to the bottom of the hill at Gold Mountain Springs, approx 1.5km 8: Line 6 North from Mount St. Louis Rd, approx 650 meters to the top of the hill 9: Line 7 and Peter St unopened road allowance near north west of Moonstone 10. Portions of the boulevard on Bass Lake Side Rd between Line 11 and Line 13 Enclosed you will find a Memorandum of Understanding with the Federation of Snowmobile Clubs for you to sign. A certificate of insurance naming the township as insured will follow as a separate document once the policy is in effect. In an effort to show appreciation to the township for the use of the trails, the club will endeavor to maintain and brush the trails along the specified routes. This may be done in steps of approx 2 concessions per year in a rotating schedule. If you have any questions or concerns, please feel free to contact us at any time. ROB LOVE President Orillia District Snowmobile Club 699 Glen Crescent,Orillia,ON L3V 6112 www.sledorillia.com Club # (705) 558-1247 P.O. Box 582, Orillia, L3V 6K5 www.s1edorilltaqg?124 of 306 Linlsking, OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... o Trails Orillia District Snowmobile Club 0 �1Strict SnoWm°p``eG` ODSC Snowmobile Trail 2014/2015/2016/2018/2020/2022 (Modified slightly Moonstone, proposed updates in the next map) V \ � V C O ti P f.J L_ L a 6 t' l:l C D 0 O y• g d ° " P.O. Box 582, Orillia, L3V 6K5 www.s1edorilltaw%125 of 306 Linking1 OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... o„ Trails Orillia District Snowmobile Club 40 Istrt�t SnoWM0p``eG` Possible route for Moonstone, making use of the Township roads of Line 9 north to Peter St, Peter St across to the unopened road allowance, across to the unopened road allowance of Line 7 Rd and down Line 7. 0 a m 2 � ?m 9 `y O� 4 `f �Stone� c t� a m 3 r m �n 1B y v. m� 3 r P.O. Box 582, Orillia, L3V 6K5 www.sledorilltaqg?126 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... P.O. Box 20148 Barrie, Ontario L4M 6E9 P EURS November 16, 2021 Mayor and Council Township of Oro-Medonte 148 Line 7 South, Ontario LOL 2E0 To Mayor and Council, The Sno Voyageurs Club would like to formally request to renew its two-year agreement for use of the trails within the borders of the Oro-Medonte Twp. The agreement will remain mostly unchanged from what was signed previously by council. We request permission to use: • Oro Medonte Rail Trail from 600 Meters East of Thunder Bridge at Ridge Road (Line One Parking Lot), 8 Kilometers East to Line 5 South. Municipally Owned Roads: Line 2 North (Unopened Road Allowance) from 50/51 Side Road, south 600 meters to Highway 400 Corridor. • Line 4 North (On Road) from Ingram Road, North 500 Meters. • Ingram Road (South Side), from Line 4 North to Line 5 North, approx.1600 meters • Bass Lake Sideroad West (South Side of Road), from Line 3 North, East 900 meters, then (North side of road) for 150, then (South side of Road) for 400 meters to Line 4. • Bass Lake Sideroad West (South Side of Road), from Line 4 North, East 1000 meters • Line 1 North (East Side of Road) from Old Barrie Road West, North 2000 Meters to 30/31 Sideroad West. • 30/31 Sideroad (Unopened Road Allowance) from Line 1 North, West for 400 Meters • Line 1 North (West Side of Road) from 400 Meters North from Highway 11 South to 700 Meters North from Highway 11 South. • Line 2 North (West Side of Road) from 200 Meters North from Highway 11 South to 600 Meters North of Highway 11 South. Page 127 of 306 10.c) OCS2021-30, Brad Robinson, Infrastructure and Capital Projects Coo... P.O. Box 20148 Barrie, Ontario L4M 6E9 P EURS New additions for 2021: • Line 1 North (Unopened Road Allowance), From Horseshoe Valley Road, South 1200 meters • Line 2 North (Unopened Road allowance), From Bidwell Road, North 400 meters • Line 2 North (On Road), From Bass Lake Side Road West, South 100 meters • Line 2 North (East Side of Road), From Bass Lake Side Road West, North 600 Meters • Line 3 North (East Side of Road), From Highland Drive, South 500 Meters • Line 3 North (East Side of Road), From Highland Drive, North 300 Meters Enclosed you will find a Memorandum of Understanding (MOU) for the prescribed snowmobile trail land use permission. The MOU is being issued under Mid Ontario Snowmobile Trails which the Sno Voyageur Club Inc., and the Orillia District Snowmobile Club are both members of. A certificate of insurance naming the township as insured will follow as a separate document once the agreement is in effect. In an effort to show our appreciation to the township for the use of the trails, the club will endeavor to maintain and brush the trails along the specified routes. Any changes required to the routes as described will be reported to the Township in a timely manner. If you have any questions or concerns, please feel free to contact us at any time. Sincerely, R�'4 r .7 David Emms President 7058174246 Davidemms.12@gmail.com Page 128 of 306 10.d) OCS2021-31 Justin Metras, Manager, Infrastructure and Capital Proj... 1 ownship o f Report R 0 Proud Heritage, Exciting Future Report No. To: Prepared By: OCS 2021-31 Council Justin Metras Manager, Infrastructure and Capital Projects Meeting Date: Subject: Motion # November 24, 2021 South Yard Roof Replacement Roll #: — Revised Quotations R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended that: 1 . Report No. OCS2021-31 be received and adopted; 2. That the Revised Quotation for the South Yard Roof Replacement (RFQ - OCS 2021-09R) be awarded to A and M Construction Inc. in the amount of $215,000.00 plus HST; 3. That the Deputy CAO/Director, Development Services be authorized to execute the appropriate agreements on behalf of the Township; 4. And that the Bidders be thanked and notified under the Deputy CAO/Director, Development Services signature. Background: The existing steel roof system on the South Yard has reached the end of its useful life and was scheduled for replacement as part of the approved 2021 budget. The scope of the project included replacing the existing steel roof with a new membrane and standing seam steel roofing system, and alternative solution endorsed by the Township engineering consultant. Tender OCS 2021-09 — South Yard Roof Replacement was awarded by Council to Armoured Solutions Inc. at the Sept 8, 2021 meeting (Report OCS2021-23) and the necessary contract documents were executed following the meeting. Since the time of award, Armoured Solutions Inc. has subsequently indicated they are unable to complete the contract and have requested to be released. Operations and Community Services November 24, 2021 Report No. OCS 2021-31 Page 1 of 4 Page 129 of 306 10.d) OCS2021-31 Justin Metras, Manager, Infrastructure and Capital Proj... In preparation of project completion this fall, the contractor had already completed the preparation of the shop drawings, ordered the Westman steel roofing materials, and these materials have been delivered and are being stored currently at the South Yard. The costs for the materials delivered is $ 70,698.03. Given the time of the year and weather constraints, the completion of the project will be deferred until spring of 2022. Staff will continue to monitor the roof for any requisite maintenance until project completion in the spring of 2022. The delivered materials are intended to be secured and stored for completion of the project in the spring of 2022. Analysis: As a result of the Armoured Solutions Inc. request, staff met with legal counsel and the Township's engineering consultant to review options for completion of the required and approved South yard roof replacement project and determined that it is in all parties best interest to [proceed with termination of the existing contract. On this basis, staff and the Township engineering consultant prepared an updated quotation documents for the project utilizing the delivered materials and request each of the three previous contractors that submitted bids on the original tender to submit a new quotation. The results of the quotations "RFQ -OCS 2021-09R South Yard Roof Replacement"are as follows: A and M Construction Eileen Roofing $ 215,000 $228,400 Both submissions met the mandatory tender requirements. Staff and the consultant have undertaken a review of the submissions, references and are recommending that RFQ OCS 2021-09R be awarded to A and M Construction. The project had a budget of $170,000 and the lowest bid including the cost of the roofing material previously purchased would result in a negative variance of $120,726.31 . Upon award of the revised quotation, execution of the necessary contract documentation, and payment for the materials received, Township legal counsel will then proceed with the release of Armored Solutions Inc. from their current contract. Financial / Legal Implications / Risk Management: NAME OF BIDDER A and M Construction $215,000.00 Operations and Community Services November 24, 2021 Report No. OCS 2021-31 Page 2 of 4 Page 130 of 306 10.d) OCS2021-31 Justin Metras, Manager, Infrastructure and Capital Proj... Roofing material previously $70,698.03 purchased HST (1.76) non- recoverable $5028.29 Total $290,726.31 The approved 2021 capital budget allocation for this project was $170,000. The market pricing exceeded the budget allocation resulting in a negative variance of $120,726.31 . Given the on-going materials cost increases and materials shortages associated with COVID -19, securing the Westman steel materials that have been delivered is of benefit to the Township. The shortfall in the budget allocation will be addressed during the annual re-calibration when presented by the CFO/Treasurer and Senior Management Team. Policies/Legislation: • Purchasing and Tendering Procedures Corporate Strategic Goals: • Prepare for Our Future • Modernize Township Services Consultations • Steenhof Building Services • Deputy CAO/Director, Development Services • CFO/Treasurer Attachments: none Conclusion: The results of RFQ OCS 2021-09R— South Yard Roof Replacement has resulted in market pricing which has exceeded the 2021 budget allocation. It is recommended that the RFQ be awarded to A and M Construction and that the budget shortfall be addressed during the 2021-22 re-calibration process. Operations and Community Services November 24, 2021 Report No. OCS 2021-31 Page 3 of 4 Page 131 of 306 10.d) OCS2021-31 Justin Metras, Manager, Infrastructure and Capital Proj... Respectfully Submitted: Justin Metras, CET, CRS-I Manager, Infrastructure and Capital Projects Approvals: Date Andria Leigh, Deputy CAO/Director, Development Services November 23, 2021 Operations and Community Services November 24, 2021 Report No. OCS 2021-31 Page 4 of 4 Page 132 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... Report Township of Proud Heritruge, Exciting Feature Report No. To: Prepared By: CS2021-28 Council Donna Hewitt, Director Corporate Services Meeting Date: Subject: Motion # November 24, 2021 Fees & Charges — Administration, Finance and Roll #: N/A Environmental Services R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2021-28 be received and adopted; 2. That Council supports the changes as recommended in Report CS 2021-28 and that staff bring forward the appropriate by-law amendment for Council's consideration; 3. And that the Fees and Charges By-law amendments as outlined be effective on January 1, 2022. Background: As part of regular service reviews, staff from all departments assess the fees and charges levied for the delivery of their services to ensure they appropriately reflect the costs incurred and ensure they are appropriately recovered from those accessing those services. The following analysis pertains to the Amended Fees and Charges By-Law 2018-044 and the following Schedules: Schedule A —Administration Schedule G — Sewer Schedule H - Finance Schedule J — Water Schedule K — Waste Water Treatment The analysis and recommendations reflect the following: - Where relevant, comparator data obtained from other municipalities within Simcoe County to reflect consistent approaches; Corporate Services November 24, 2021 Report No. CS2021-28 Page 1 of 6 Page 133 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... - Actual time and costs related to the provision of service and the objective of user-cost recovery. Analysis: Schedule A - Administration: Section Revision Rationale 5 Revise section title to: Provides clarification that Maps and Oversized Documents Section 5 includes all other (larger than 11" x 17") oversized documents that are larger than 11" x 17" 7 7e) Add "including publicly available Provides clarity to recover costs Information" associated with use of staff resources Add item g) Copies of Livestreamed Township has been providing Meetings at a cost of$10/meeting copies on request with no cost recovery for time or supplies. Meeting downloads are publicly available directly from YouTube while the meeting is hosted on the Township's channel should someone wish to download a free copy during that time. Schedule G - Sewer: Section Revision Rationale Title Revise Schedule to: Communal Tile For clarification of service provision and prevent confusion with Skyline wastewater services 1, 7, 8 Consolidate fees as outlined in Consolidate with by-law 2020- updated by-law 2020-106 using 106 Tabled rates; delete section 7 and renumbers section 8 in accordance with updated by-law 1, 2, 6 Replace "sewer" or "sewage" with Provide greater clarity for users "communal tile" 3 Change "sewage bill payments" to Reflects recent revisions on bill Corporate Services November 24, 2021 Report No. CS2021-28 Page 2 of 6 Page 134 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... "communal tile bill payments" statements to support added clarity for users 6 (b),(d),(e) Delete items and renumber Not relevant as staff/consulting Accordingly engineering review sewage capacity and coordinate connection potential and procedure through the development process Schedule H - Finance: Section Revision Rationale 1 Increase fees for NSF and Stop To bring fees in alignment with Payments from $30 to $45 other municipalities and costs borne by the municipality 2 Increase fee for Tax/Water To bring fees in alignment with Certificates from $35 to $60 other municipalities and costs borne by the municipality 3 Remove Tax/Water Certificates Not required RUSH 6 Increase Tax/Water Bill Reprint To bring fees in alignment with From $10 to $20 other municipalities and costs borne by the municipality In order to bring fees in alignment with those of other municipalities and to enable the Township to recover costs associated with the specific Finance tasks, the following new sections would be added and Schedule H renumbered accordingly: Additions to the Tax Roll - $40.00 Letter/Statement Confirming Assessment Records - $50.00 Statement of Account - $10.00 Arrears Notice - $10.00 Warning Letter - $100.00 Hand Deliver Charge - $100.00 Tax Registration — preparation - $200.00 Tax Registration — actual —Actual Costs Tax Sale — preparation - $200.00 Tax Sale — actual —Actual Costs Tax Sale Tender Package - $40.00 Corporate Services November 24, 2021 Report No. CS2021-28 Page 3 of 6 Page 135 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... Schedule J — Water Section Revision Rationale Title Revise Schedule to: Drinking Water To prevent confusion from drainage/stormwater; to be consistent with language on website and in other documents 1.1,1 .2,1.7 Replace "water" with "drinking water" See above 3.1,3.2 Consolidate fees as outlined in by-law Consolidate with by-law 2019- 2019-113 using tabled rates 113 3.3 Consolidate and renumber below Consolidate with by-law 2020- Sections per by-law 2020-074 074 3.3,3.4 Add.......in addition to fixed rates Further clarity of billing practices Identified in Section 3.1 & 3.2" after Description of fees and renumber as Above 3.5 Remove plan numbers from description As Zone 1 Integration takes place Remove (b) description; Revise removing plan numbers will Description to: Skyline (PVT) mitigate necessity to revise by- Drinking Water law and staged integration will take place over multiple years of same plan number 3.6(a) Add "per occurrence" To reflect increasing instances of multiple visits of contractor of homeowner not ready and staff arrive on site to reschedule a return; reflects additional staff and admin time per occurrence 3.6(b) Revise: $55 per occurrence (Regular Cost recovery for on call staff, Business Hours); Add $130 per overtime call outs, includes Occurrence (After Hours Emergency) overtime and vehicle costs 3.6 Add new item (e) Added due to increased MXU-Radio Read Box $170 frequency of call outs; price reflective of costs + HST 3.6 Add new item (f) Added due to increase frequency Corporate Services November 24, 2021 Report No. CS2021-28 Page 4 of 6 Page 136 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... Touch Pad $20 of call outs; price reflective of costs + HST 4.2 After "wire and MXU" add ....for 3/4" Reflects current costing and Service installation $530 clarification of HST inclusion (costs + HST) Schedule K — Wastewater Section Revision Rationale Title Revise to: Schedule K — Wastewater Clarification of private service Treatment (Skyline PVT) provision through Skyline 7(a) Revise —Add "Inspection" Connection Clarification, consistent fee Fee Inspection description in Schedules G & J Financial / Legal Implications / Risk Management: The Municipal Act, 2001, S.O. 2001, c.25 enables municipalities to establish a user-pay structure and ensures the costs associated with the completion of specific functions are borne by the user. The proposed amendments contained within this report are designed to enable the municipality to realize those recoveries on behalf of all residents. Policies/Legislation: Municipal Act, 2001, S.O. 2001 . C.25 Township of Oro-Medonte 2018-044; 2019-113; 2020-106; 2020-074 with respect to Imposition of Fees & Charges By-law 2019-100 — Imposition of Development Charges Corporate Strategic Goals: Prepare for Our Future Consultations: Chief Financial Officer/Treasurer Director Environmental Services Clerk Records Clerk Attachments: None Corporate Services November 24, 2021 Report No. CS2021-28 Page 5 of 6 Page 137 of 306 10.e) CS2021-28, Donna Hewitt, Director, Corporate Services re: Fees & C... Conclusion: The amendments, as proposed, provide both clarity as to the details contained in the Township's Fees & Charges By-law and also enables costs associated with the provision of services to be recovered from the users rather than through the general tax levy. Respectfully submitted: Donna Hewitt, Director, Corporate Services Approvals: Date Andria Leigh, Deputy CAO Director, Development Services November 17, 2021 Corporate Services November 24, 2021 Report No. CS2021-28 Page 6 of 6 Page 138 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... Report lownship of Fraud Heritrage, Exciting Future Report No. To: Prepared By: CS2021-34 Council Yvonne Aubichon Meeting Date: Subject: Motion # November 24, 2021 Revised Process re: Requests to Purchase Township Land Roll #: N/A R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. CS2021-34 as presented by Yvonne Aubichon, Clerk be received and adopted; 2. That Council approve the process amendments as outlined in Report CS2021- 34; 3. That staff bring forward an amended Sale and Disposition of Land By-law for Council's consideration. Background: On March 10, 2021 staff presented a report to Council requesting deferral on requests on the sale of Township lands, pending • completion of a revised framework and processes pertaining to the sale of Township land; • updated background studies including the Parks Master Plan and Drainage Study are completed; and • Until the 2022 post-Election legislative requirements are fulfilled in 2023. Council passed Motion No. C210310-24 Be it resolved 1. That CS2021-4, Yvonne Aubichon, Clerk re: Deferral of Requests to Purchase Township Land be received and adopted, as amended. 2. That all new requests to purchase Township owned Parklands be deferred until the completion of the Parks Master Plan. 3. That any new requests to purchase Township land beyond those already received by Township staff be deferred until the completion of a revised framework and processes. Corporate Services November 24, 2021 Report No. CS2021-34 Page 1 of 5 Page 139 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... 4. That staff prepare a revised framework and processes pertaining to the sale of Township land and bring back to Council by Summer 2021 . 5. And that should additional staff resources be required to support current or future land matters through to end of 2023, that these resources would be identified in a future report to Council. Carried. As time has permitted, staff have continued to process the requests that were received and in queue prior to the above-noted motion being passed by Council. Analysis: 1. Process: Currently the process to purchase municipally owned land when initiated by a member of the public is as follows: a) An applicant submits a request to purchase land which is forwarded directly to a Council agenda with direction from Council for staff to report back. b) The application fee is then paid and staff commence the circulation request to the Senior Management Team (SMT), neighbours and outside agencies for comment. c) A report is prepared for Council based on the feedback received in the circulations regardless of the staff recommendation to retain or dispose. In an effort to improve the process for all parties involved, staff are recommending two changes to the current process as outlined below: Proposed process: a) An applicant submits a request to purchase land with the required application fee which is received by staff. b) Staff commence circulation of the request to the Senior Management Team (SMT) for comment. Based on the recommendation from the Senior Management Team, there are two outcomes: If SMT recommends the land be retained, then no action is required by Council. The applicant will be advised by staff that the lands are to be retained and the land request will be incorporated into the Corporate Services Corporate Projects Update report to Council, for information only. If the recommendation from SMT through the circulation process is to dispose of the land, in accordance with the Municipal Act, 2001 , as amended, Council must declare the land surplus as noted further in section d) below. Corporate Services November 24, 2021 Report No. CS2021-34 Page 2 of 5 Page 140 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... c) The request would then be circulated to the outside agencies, abutting owners and where necessary the larger community, as part of the Township's due diligence. d) These responses would then be considered by the Clerk and a full report to Council would be prepared with a staff recommendation to declare the land surplus to the needs of the municipality as required by the Municipal Act, 2001 , including recommended value, and required conditions, concluding with the By- law necessary to complete the transfer of land if appropriate. This will align with Council's legislated authority with respect to sale of surplus land, in accordance with the Municipal Act, 2001 , as amended and will streamline the process. Removing the submission of the initial request from the Council agenda will save time and resources; potentially expedite the circulation time, reduce the reporting requirements from two reports down to one and most importantly expedite the response time to the applicant. While this does not negate the need for the Township to ensure cost recovery through the $350 non-refundable application fee, it does reduce the potential for the request being held in abeyance. Additionally the revised process, allows for a requester to be informed earlier in the process of a staff recommendation to "retain" lands. Further to the above-noted amendments regarding process, staff are also recommending the following two amendments: a pause on receipt of requests during a municipal election year and an amendment to section 6a) of By-law 2021-112 (Sale and Disposition of Land Policy) with respect to public notices, as outlined below; 2. Deferral of Requests During a Municipal Election Year Land requests are processed as time permits between legislative duties. While not previously approved by a motion of Council, the practice was that a pause was taken in processing surplus land requests from approximately March of an election year until post-election in March of the following year. This ensures that every staff resource is available to focus on fulfilling the important legislative requirements and meeting the deadlines in conducting a municipal election. Staff are recommending that this pause be approved by Council and implemented for the upcoming 2022 and future elections. For clarification, with the exception of municipal parkland noted in Motion No. C210310- 24 above, it would be staff's intention to receive and process new land request submissions under the proposed new process until March 31, 2022, then pause receipt of any new requests until after March 31 , 2023. Time sensitive transactions would still be processed accordingly. 3. Public Notice The Provision of Notice Policy By-law 2007-133 notes that the sale and disposition of land notice shall be outlined in the Sale and Disposition of Land Policy. Section 6a) of the Sale and Disposition of Land Policy By-law 2012-112 provides that: Corporate Services November 24, 2021 Report No. CS2021-34 Page 3 of 5 Page 141 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... 6a) The Clerk shall publish a notice of the intended sale of the land, a minimum of ten (10) days before consideration of the by-law to authorize the proposed sale. Such notice shall be placed at least once, in at least one (1) newspaper having local circulation in the Township, and may also be posted on the Township's website. Staff are proposing that section 6a) of the Sale and Disposition of Land Policy be amended to remove " placed at least once, in at least one (1) newspaper having local circulation in the Township, and may also" and would now read as follows: 6a) The Clerk shall publish a notice of the intended sale of the land, a minimum of ten (10) days before consideration of the by-law to authorize the proposed sale. Such notice shall be posted on the Township's website. Staff often publish these notices in three newspapers to ensure adequate circulation and compliance with our current policy. The majority of these newspaper circulations are now online, not paper documents, and have more limited circulation. This amendment would result in cost savings to the applicant who is required to cover these notice costs, comply with public notice requirements and still be in keeping with continued modernized Township service practices of directing the public to the Township website at www.oro-medonte.ca for all municipal related information and resources. Financial / Legal Implications / Risk Management: Short term loss of potential revenue would be reflected in one out of every four year term. Policies/Legislation: By-law No. 2012-112 Sale and Other Disposition of Land By-law 2007-133 Provision of Notice Policy Municipal Act, 2001, as amended Corporate Strategic Goals: • Modernize Township Services o Implement Standard Information Technology Practices o Improve Delivery Services Consultations: Director, Operations and Community Services Deputy CAO/Director, Development Services Previous practice Corporate Services November 24, 2021 Report No. CS2021-34 Page 4 of 5 Page 142 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... Attachments: Appendix A- Staff Report CS2021-04 Conclusion: 1 . Staff are recommending the above process and by-law amendments that would align with Council's legislated authority with respect to sale of surplus land, in accordance with the Municipal Act, 2001, as amended and streamline the process. Removing the submission of the initial request from the Council agenda will save time and resources, potentially expedite the circulation time, reduce the reporting requirements from two reports down to one and most importantly expedite the response time to the applicant. 2. Pausing the receipt of land purchase requests during the election period will allow staff to focus on the important legislative requirements and deadlines inherent in conducting a municipal election. 3. Removal of newspaper publications from section 6a) of By-law 2012-112 will result in cost savings to the applicant, comply with public notice requirements and still be in keeping with continued modernized Township service practices of directing the public to the Township website at www.oro-medonte.ca for all municipal related information and resources. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director Corporate Services November 16, 2021 Andria Leigh, Deputy CAO/Director, Development Services November 18, 2021 Corporate Services November 24, 2021 Report No. CS2021-34 Page 5 of 5 Page 143 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... Report lownship of Fraud Heritrage, Exciting Future Report No. To: Prepared By: CS2021-04 Council Yvonne Aubichon Meeting Date: Subject: Motion # March 10, 2021 Deferral of Requests to Purchase Township Land Roll #: N/A R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. CS2021-04 as presented by Yvonne Aubichon, Clerk be received and adopted; 2. That all new requests to purchase Township land be deferred pending: • completion of a revised framework and processes pertaining to the sale of Township land; • updated background studies including the Parks Master Plan and Drainage Study are completed; and • Until the 2022 post-Election legislative requirements are fulfilled in 2023. Background: The Township on a fairly regular basis receives requests from individuals regarding their interest to acquire/purchase Township lands. These requests are governed through By- law 2012-112 the Township's By-law to Establish a Policy with respect to the Sale and Other Disposition of Land and received and coordinated through the Clerk's Division. Requests to purchase Township land are an involved process that can take anywhere from 6 months to one year to complete. The Corporate Services Department normally deals with requests to purchase Township land as time permits in relation to other required legislative duties. Allocating the time to process these requests is difficult under normal circumstances, as unforeseen matters take priority on a regular basis. Some requests to purchase surplus land involve extensive historical research, reviewing or obtaining legal opinions, sometimes consisting of review of very large background files, etc., in addition to the regular components inherent in the declaration of surplus and sale of municipal land procedures. Corporate Services March 10, 2021 Report No. CS2021-04 Page 1 of 5 Page 144 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... The Clerk's Division is primarily driven by a very cyclical workflow, inherent in pre and post Committee and Council meeting cycles, response timelines required in processing Freedom of Information (FOI) requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) especially the magnitude received by the Township each year etc. These cyclical processes leave little time remaining for additional tasks or projects. However, the allocation of time for surplus land requests, depending on the number and the complexity of the requests, while challenging, have generally been achievable under normal circumstances with the exception of an election year. Like many others around the world, the COVID-19 Pandemic found the Corporate Service's Department having to pivot and focus on revising policies, procedures and processes, both from a Corporate wide and Departmental perspective to ensure customer service levels and business continuity were maintained. Given the Township remains in a declared emergency through the pandemic, these revisions still remain in every aspect of our Departmental practices; such as, but not limited to customer service responses, commissioning, FOI requests, OMAFRA wildlife claims, records management, electronic meetings, electronic meeting registrations, etc. and therefore have delayed other important initiatives; such as, the Corporate surplus land inventory. With this current state, staff are recommending at this time that all new requests to purchase Township lands be deferred. This deferral of requests to purchase Township land has cross purposes and the reasons for this recommendation are discussed later in this report. Analysis: The recommendation to defer all new requests to purchase Township lands is based on the following that currently influence the current process and outcomes: 1: Completion of a revised framework and process pertaining to sale of Township land: Currently when a request is received, staff are required to report back to Council with a comprehensive staff report regardless of whether the staff recommendation is to retain or to sell the land. The overall current process requires staff to be reactive to requests to purchase Township land, whereas completion of a comprehensive framework including a surplus land inventory, would allow Council and staff to determine potential surplus land opportunities and provide access to this information for public review. This could potentially realize economies of scale through purposeful grouped title searches, greater disposal of surplus land via tender process (minimum bid requirement) or individual request, survey and legal costs, and create efficiencies through availability of more comprehensive information. Staff requires the time to review existing processes, to determine greater efficiencies such as, but not limited to those noted above; allowing staff to be more proactive versus Corporate Services March 10, 2021 Report No. CS2021-04 Page 2 of 5 Page 145 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... reactive to the sale of land process and ensure best practices to generate potential revenue and reduce liability. 2. Updating of background studies that influence staff recommendations on potential Township land sales In many instances, when requests to purchase Township lands are circulated for review to the various Township departments, there are issues raised by staff which require further study or would be informed through comprehensive reviews that are underway or scheduled (such as the Parks Master Plan, Stormwater Drainage Study) and would form part of the analysis provided by the respective Departments. Without these comprehensive studies being complete and available, staff are not able to provide a thorough review of the request resulting in a recommendation to retain until these reviews are complete. Currently when a request is received and referred back to staff for a report, an administration fee of $350 must be paid by the application prior to staff commencing the process. This ensures cost recovery prior to the preliminary work being undertaken; such as internal and external circulations, research etc. However, in the absence of the necessary reference material/background studies i.e. Drainage Study or Parks Master Plan, staff are sometimes unable to complete a comprehensive assessment and therefore must recommend to retain the land until these reference studies or framework policies can be completed. This negatively impacts our customer service standards, as it results in the applicant receiving a negative response after paying the $350 non- refundable fee or the request is held in abeyance for an undermined period of time; 2-3 years until the reference material/studies are complete. Unfortunately, despite the long wait, the potential recommendation may still be to retain the land, depending on the study results. 3: Time required for election preparation and post-election legislative requirements. Election preparation starts for the Clerk's Department in the year prior to the election (2021 for the 2022 election). In addition, in the first and second quarter of this year (2021), the Clerk's Division will also be playing leadership roles in the Ward Boundary and Council Composition Review currently underway and the much needed Records Management Digitization System approved recently in the 2021-22 Budget. Upon completion of the Ward Boundary and Council Composition Review, Clerk's staff will immediately commence with election preparation resulting in staff having even less time to allocate to the Surplus Land Requests. In fact, election preparation is underway as the area Clerk's have already commenced meetings on a monthly basis to discuss the 2022 election changes, service delivery options, etc. It has been the practice of the Township of Oro-Medonte to defer all requests for surplus land until after the election; once all post-election legislative requirements have been fulfilled. Corporate Services March 10, 2021 Report No. CS2021-04 Page 3 of 5 Page 146 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... Therefore in accordance with this previous practice, staff are respectfully recommending that all requests to purchase surplus land be immediately placed in abeyance pending completion of the updated framework and processes; finalization of the updated and background studies pertaining to Township land; and until after the 2022 post-election legislative requirements are fulfilled. As outlined in the Corporate Services 2021-22 Budget presentation, 2020 was an exceptional year for surplus land sales with revenue totaling $880,524.38. However there are other land sale requests that were recommended for retention due to the absence of the above-mentioned framework or outstanding studies (Parks Master Plan). The Clerk's Division will continue to process the existing requests to purchase Township land that are currently in que following receipt of this direction from Council; but will advise any further requesters of the deferral timelines. It is not yet determined if the requests currently in que will be recommended to Council for consideration to sell or retain. Financial / Legal Implications / Risk Management: Impact loss of potential revenue until framework is complete Policies/Legislation: By-law No. 2012-112 Sale and Other Disposition of Land Corporate Strategic Goals: Continuous Improvement & Fiscal Responsibility Inclusive, Healthy Community Consultations: Shawn Binns, Director, Operations and Community Services Previous practice Attachments: None Conclusion: Staff are recommending that new Requests to Purchase Township Land be deferred immediately pending completion of the necessary framework and process review, background studies and post-election 2023 to permit the much needed time for the Corporate Services March 10, 2021 Report No. CS2021-04 Page 4 of 5 Page 147 of 306 10.f) CS2021-34, Yvonne Aubichon, Clerk re: Revised Process re: Requests... Clerk's staff to concentrate on priority projects and preparation for the 2022 municipal election. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director Corporate Services March 2, 2020 Robin Dunn, CAO March 5, 2021 Corporate Services March 10, 2021 Report No. CS2021-04 Page 5 of 5 Page 148 of 306 10.g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Report Township of Proud Heritrage, Exciting Future Report No. To: Prepared By: CS2021-35 Council Yvonne Aubichon, Clerk Meeting Date: Subject: Motion # November 24, 2021 Procedural By-law Update Roll #: N/A R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended 1 . That CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update be received and adopted. 2. That the proposed updates to the Procedural By-law as outlined in CS2021-35 be brought forward for Council's consideration at the next Council meeting. Background: In preparation of the anticipated lifting of the Township's declared State of Emergency and to update the Procedural By-law in accordance with recommendations outlined in CS2021-22 re: Hybrid Meeting and Procedural By-law Update Report, the following proposed amendments outlined below are for Council's consideration. Analysis: Staff are proposing that the Procedural By-law 2017-165 be amended as follows: Section 3.2 Regular Meeting Schedule of Council Current: The regular schedule of meetings for Council shall be: b) The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Corporate Services November 24, 2021 Report No. CS2021-35 Page 1 of 5 Page 149 of 306 10.g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. c) The public session meeting on the fourth Wednesday of the month will commence at 7:00 p.m. The meeting may commence earlier to deal with Closed Session Items. The Closed Session commencement time will be as noted on the Agenda cover pages for the said meeting. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. d) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15t" day falls between Sunday and Saturday with the public session commencing at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. e) During the month of December, meetings shall be held as follows: a. The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. b. On the third Wednesday to be held at 7:00 p.m. which shall be dedicated to Recognition. c. There shall be no meeting the fourth Wednesday of the month. Proposed Amendment: The regular schedule of meetings for Council shall be: b) Council Meetings to commence at 9:00 a.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. c) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15t" day falls between Sunday and Saturday. Corporate Services November 24, 2021 Report No. CS2021-35 Page 2 of 5 Page 150 of 306 10.g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. These meetings to commence at 9:00 a.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. d) During the month of December, meetings shall be held as follows: i) The meeting on the second Wednesday of the month to commence at 9:00 a.m. with Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. ii) On the third Wednesday, a regular Council meeting may be dedicated to Recognition at a time confirmed with the Head of Council. iii) There shall be no meeting the fourth Wednesday of the month. e) In the absence of a scheduled closed session the public session (Open Session) shall commence at 9:00 a.m. Section 3.2 i) Regular Meeting Schedule of Council Current: Where a Regular meeting of Council is to be held at a time, day or place other than as set out in this Section, notice shall be provided pursuant to Section 2.0. Proposed Amendment: Where a Regular meeting of Council is to be held at a time, day or place other than as set out in this Section, notice shall be provided pursuant to Section 2.0 as confirmed with the Head of Council. Section 4.3 Attendance Current: 4.3.1 Electronic Meeting Participation That while every effort shall be made by members to attend meetings physically in person, during the following circumstances members may participate electronically in a meeting to the extent and in the manner set out in this By-law: (a) It is not safe or possible to attend an in person meeting due to a natural weather event; (b) Health and safety restrictions as determined by the CAO in consultation with the Mayor; (c) Restrictions or guidelines set out by the Simcoe Muskoka District Health Unit, the Ontario Provincial Police or the Province of Ontario. (d) The activation of the Emergency Control Group or a declared emergency by any level of government. Corporate Services November 24, 2021 Report No. CS2021-35 Page 3 of 5 Page 151 of 306 10.g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Proposed Amendment: That while every effort shall be made by members to attend meetings physically in person, during the following circumstances members may participate remotely in a meeting to the extent and in the manner set out in this By-law: (a) It is not safe or possible to attend an in person meeting due to a natural weather event (inclement weather); (b) Health and safety restrictions as determined by the CAO in consultation with the Head of Council; (c) Restrictions, guidelines or recommendations set out by the Simcoe Muskoka District Health Unit, the Ontario Provincial Police or the Province of Ontario; (d) The activation of the Emergency Control Group or a declared emergency by any level of government; (e) Illness or disability; (f) Need to care for a sick family member that makes in person attendance difficult; or (g) Trip/vacation that may make in person attendance difficult. Current: 4.3.9 Any member of Council participating by electronic means shall notify the Clerk at a minimum twelve (12) hours in advance of the meeting. Proposed Amendment: Any member of Council participating remotely shall notify the Clerk, via email, as soon as possible in advance of the meeting. 15.0 Suspension/Amendment of Procedure Current: b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. Proposed Amendment: b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been provided in writing on a meeting agenda of Council. The waiving of this notice by the Council is prohibited. Financial / Legal Implications / Risk Management: None Policies/Legislation: 2020-165 Procedural By-law Corporate Services November 24, 2021 Report No. CS2021-35 Page 4 of 5 Page 152 of 306 10.g) CS2021-35, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Section 15.0 reads as follows: 15.0 Suspension/Amendment of Procedure b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. Therefore, this report provides the required notice of the proposed amendments, as per Section 15.0 of the Procedural by-law outlined above. Corporate Strategic Goals: • Modernize Township Services o Implement Standard Information Technology Practices o Improve Delivery Services • Support Our Workforce o Maintain Effective Governance-Operational Relations Consultations: Director, Corporate Services Deputy Clerk Attachments: Appendix A — Schedule A to 2017-165 Consolidated Procedural By-law Conclusion: A number of amendments are being recommended to enable a more streamlined approach to procedural matters and to implement Council's direction associated with CS2021-22. Staff will bring forth an amended Procedural By-law at the next meeting for Council's consideration. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director Corporate Services November 16, 2021 Andria Leigh, Deputy CAO/Director, Development Services November 17, 2021 Corporate Services November 24, 2021 Report No. CS2021-35 Page 5 of 5 Page 153 of 306 10.g) CS2021-35, YvonrfiAybsordoto eLak :2�1r01ggdUaaln Pee ybLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13, 2021 Page 2 of 33 Schedule "A" to By-law No. 2017-165 for The Corporation of the Township of Oro-Medonte Index 1.0 Definitions 2.0 Notice of Meeting 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of Council 3.3 Council Meetings-Special or Emergency 3.4 Committees or Technical Support Groups of Council Meetings 3.5 Clerk Required 4.0 Quorum 4.1 Quorum-Council 4.2 Quorum-Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non-Attendance-Committees or Technical Support Groups of Council 5.0 Open and Closed Meetings -General 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 Head of Council 6.1 Chair-Council 6.2 Duties of Chair 6.3 Vacate the Chair-Head of Council 6.4 Absence from Council Meeting 7.0 Chair-Committees or Technical Support Groups of Council 7.1 Absence from Committee or Technical Support Group Meeting 8.0 Conduct 8.1 Conduct-Members of Council 8.2 Conduct-Committees or Technical Support Group Appointees 8.3 Conduct-Members of the Public 9.0 Rules of Debate 9.1 Rules of Debate-Head of Council/Chair 9.2 Rules of Debate-Members 9.3 Rules of Debate- In Council/Committee 10.0 Use of Ballot for Determining Appointee 11.0 Voting 11.1 Voting- Head of Council 11.2 Voting-Chair of Committee or Technical Support Group of Council 11.3 Voting on Questions 11.4 Failure to Vote 11.5 Appeal of Declaration of Result 11.6 Equality of Votes 11.7 Recorded Vote 11.8 Voting-Closed Session Meeting 11.9 Voting-2/3 Vote Calculation 12.0 Motions/Recommendations 12.1 Motions/Recommendations-General 12.2 Withdrawal of a Motion 12.3 Motion to Amend 12.4 Motion to Reconsider Page 154 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 3 of 33 13.0 Agendas 13.1 Council Agenda 13.2 Committee Agenda 13.3 Verbal Matters 13.4 Announcements 14.0 Agenda Section Headings 14.1 Call to Order—Moment of Reflection 14.2 Adoption of the Agenda 14.3 Disclosure of Pecuniary Interest 14.4 Closed Session Items 14.5 Minutes of Council and Committee 14.6 Recognition of Achievements 14.7 Public Meetings and Public Information Sessions 14.8 Deputations/Presentations 14.9 Idden+ifo,.atmei, fre. .the P blin nef an Ag8Rda Iten; eff Interest[To be reinstated when in-person meetings occur]. 14.9 Open Forum 14.10 Reports of Municipal Officers 14.11 Reports of Members of Council 14.12 Announcements 14.13 Consent Agenda 14.14 Communications/Petitions 14.15 Notice of Motions 14.16 By-laws 14.17 Closed Session Items (Unfinished Items) 14.18 Confirmation By-law 14.19 Adjournment 15.0 Suspension/Amendment of Procedure Page 155 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 4 of 33 1.0 Definitions That in this By-law: a) "Agenda" means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. b) "Closed Session" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. c) "Committee" means an advisory committee or Technical Support Group of Council or similar entity. d) "Chair" means the person presiding over a meeting of Council or a Committee/Technical Support Group. e) "Clerk" means the Clerk of the Township of Oro-Medonte, or the Deputy Clerk, acting in the capacity of the Clerk in his/her absence, or a person who the Clerk has delegated authority to in accordance with Section 228(4)of the Municipal Act, 2001, as amended. f) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. g) "Council' means the Council of The Corporation of the Township of Oro- Medonte. h) "Deputation" means an address to Council/Committee by an individual or a group for the purpose of making a presentation for information or asking for an action; and/or an individual or a group who have requested to provide an address to Council/Committee. i) "Emergency Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings and must be held as expeditiously as possible. j) "Head of Council" means the Mayor of The Corporation of the Township of Oro-Medonte or the Deputy Mayor acting in the capacity of the Mayor in his/her absence. k) "Holiday" means: i) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, ii) any day proclaimed by the Head of the Council as a Civic Holiday. 1) "Improper Language" means the use of profane, indecent or obscene language that is deemed, at the discretion of the Chair, to be disrespectful. m) "Local Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, Committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. Page 156 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 5 of 33 n) "Meeting" means any regular, special, Committee or other meeting of Council, or a Local Board or of a Committee of either of them. o) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. p) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. q) "Resident" means an individual who resides or rents/owns property within the boundaries of the Township. r) "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. s) "Technical Support Group" means an advisory Committee where less than 50 per cent of the Members are members of Council of the Township of Oro-Medonte. t) "Township" means The Corporation of the Township of Oro-Medonte. 2.0 Notice of Meeting a) The Clerk or designate shall ensure that the Agenda,for each regular meeting of Council and/or Committee,shall be distributed to Council up to one day prior to, but no later than noon on the last business day prior to its release to the public via the Township website by end of the last business day of the week prior to the meeting. The posting of the Agenda on the Township website shall constitute public notice of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) Notice of an Emergency Council Meeting shall be given to the public by posting the Agenda on the Township website as soon as is practicable. Such posting may not occur prior to the Emergency Meeting. d) The Mayor or Chair may, if it appears that a storm or like occurrence will prevent the Members from attending a meeting, postpone that meeting by advising the Clerk and as many Members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. e) The Chair may cancel a meeting due to lack of items for consideration, or the Clerk, in consultation with the Chair, may cancel a meeting when it has been confirmed before the meeting that there will be a lack of quorum present. Such cancellation shall be noted on the Township's website as soon as is practical after the meeting has been cancelled. f) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, and Media a minimum of two (2) hours,whenever possible, in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. The notice of cancellation shall be posted on the Township's website, and may be communicated in any other manner deemed appropriate for the circumstances of the cancellation. Page 157 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 6 of 33 g) Lack of receipt of notice or Agenda for a meeting by any person shall not affect the validity of the meeting or any action lawfully taken at the meeting. h) In the event the Township's website is unavailable for posting of a notice or cancellation of a meeting,staff will take alternative measures to post a notice or cancellation in a medium as available,such as but not limited to at the Township's Administration Centre located at 148 Line 7 South, Oro- Medonte.As soon as practicable after the website is available, the notice or cancellation is to be posted on the Township's website. i) The Corporate Services Division will ensure that information on how the public may access the meeting will be provided on the meeting agenda and on the Township website. 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p.m. on the first Wednesday of December following a regular election. b) The Mayor-elect and Clerk shall be responsible for the location, content and format of the Agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. c) That prior to the commencement of the first meeting of the newly elected Council, the Clerk in consultation with the Mayor, shall establish the seating arrangement to be used for the Term of Council, or portion thereof. 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for Council shall be: a) Council Meetings on the second and fourth Wednesday of each month (except July,August and December—as defined further in this section). b) The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. c) The public session meeting on the fourth Wednesday of the month will commence at 7:00 p.m. The meeting may commence earlier to deal with Closed Session Items. The Closed Session commencement time will be as noted on the Agenda cover pages for the said meeting. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items)towards the end of the meeting Agenda. Page 158 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 7 of 33 d) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15th day falls between Sunday and Saturday with the public session commencing at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items)towards the end of the meeting Agenda. e) During the month of December, meetings shall be held as follows: i) The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m.for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items)towards the end of the meeting Agenda. ii) On the third Wednesday to be held at 7:00 p.m. which shall be dedicated to Recognition. iii) There shall be no meeting the fourth Wednesday of the month. f) When a Development Services Committee meeting is held, there shall be a Regular meeting of Council held immediately following the Development Services Committee. This Regular meeting of Council shall be held solely for the purposes to adopt the recommendations of the Development Services Committee meeting and consideration of any Closed Session matters and By-laws related to the Planning Act. g) Meetings of Council/Committee shall be held at the Township of Oro- Medonte Administration Centre, 148 Line 7 South, Oro-Medonte or any other location within the municipality otherwise designated from time to time for such purposes.The location shall be identified on the Agenda cover pages for the said meeting. h) In the event that the day scheduled for a regular Council meeting is a public Holiday, civic Holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1st day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council is to be held at a time, day or place other than as set out in this Section, notice shall be provided pursuant to Section 2.0. j) Notwithstanding Section 3.2i),where a Regular meeting of Council is to be held at a location within the Township as a Travelling Council meeting, Council shall give notice, at least 30 calendar days in advance of such meeting, by publication on the Township website and any other manner which is deemed appropriate by the Clerk, to inform the Residents of the area in which the meeting will be held. Page 159 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 8 of 33 3.3 Council Meetings—Special or Emergency a) The Head of Council may, at any time, call a Special Meeting of the Council. b) The Clerk, in consultation with the Head of Council, may call a Special Meeting of the Council in circumstances where Council needs to make decisions and actions need to be taken before the next regularly scheduled meeting. c) Upon receipt of a petition of the majority of the Members of Council,the Clerk shall call a Special Meeting for the purpose and at the time mentioned in the petition. d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or Agenda. e) Once the Agenda for a Special Meeting of Council is posted on the Township website, there shall be no amendment to the notice of the meeting or the Agenda. f) Notice of a Special Meeting of Council shall be delivered to all Members of Council at least one calendar day before the date established for the Special Meeting. g) If a Special Meeting of Council is summoned as the result of a request from an applicant to deal with a specific matter before the next regular meeting of Council,the applicant shall be responsible for all costs associated with the Special Council meeting, including per diem and mileage payments, etc. The minimum charge of$750.00 shall be applicable in such circumstances where a Special Council meeting is deemed to be a "half day". h) The Head of Council may, at any time, call an Emergency Meeting of Council without the required one calendar day notice where the Head of Council is satisfied an extraordinary situation exists that will negatively impact the health, safety and well-being of persons, expose the municipality to liability,or negatively impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter within one calendar day of the Emergency Meeting. i) No business may be transacted at an Emergency Meeting of Council other than the business dealing directly with the emergency or extraordinary situation. j) When the Head of Council calls an Emergency Meeting of Council, the Clerk shall notify Members of Council of the meeting in the most expedient manner. k) For the purposes of the Township's Remuneration By-law, an Emergency Meeting of Council shall be classified as a Special Meeting of Council. 3.4 Committees or Technical Support Groups of Council Meetings a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. Page 160 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 9 of 33 b) The majority of Members of such Committees or Technical Support Groups shall be Residents within the municipality. c) The Mayor shall be an ex-officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. d) Council, in its sole discretion, may amend the appointment of any public member to a Committee or Technical Support Group during its term. e) The provisions of this By-law, with necessary modification, shall apply to Township Committees or Technical Support Groups and to any other Committees or Local Boards established by Council from time to time. f) In the event that Council has enacted a Committee or Technical Support Group specific procedural by-law, the provisions of this By-law, shall apply when the Committee or Technical Support Group specific procedural by- law does not speak to the matter in question. g) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. h) In the event that the day scheduled for a regular Committee or Technical Support Group meeting is a public Holiday, civic Holiday, or a day on which a Municipal Election is to be held, the Committee shall meet at the same hour on the 1st business day thereafter, unless otherwise provided by resolution. 3.5 Clerk Required No meeting of Council or Committee/Technical Support Groups, including any Closed Session, shall be held in the absence of the Clerk or his/her designate. This provision of the By-law may not be suspended. 4.0 Quorum 4.1 Quorum—Council a) Four(4)Members of Council shall be physically or electronically present to discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the Council,Local Board or Committee to constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present.The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. 4.2 Quorum—Committees or Technical Support Groups of Council a) A majority of the whole number of voting Members required to constitute the Committee or Technical Support Group shall be physically or electronically present to form a quorum(being the next whole number in excess of one-half the number of Members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all Committee or Technical Support Group Members. Page 161 of 306 1O.g) CS2O21-35, Yvonr A�bsordot0, gprak :�1r�l�gduaral���bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 10 of 33 4.3 Attendance Attendance shall be in person or electronically for Members of Council,Committee or Local Boards. Electronic participation is permitted for Members of Council,Committee or Local Boards. Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a Member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee or Technical Support Group meeting shall be at the Member's own discretion and without per diem. 4.3.1 Electronic Meeting Participation That while every effort shall be made by members to attend meetings physically in person,during the following circumstances members may participate electronically in a meeting to the extent and in the manner set out in this By-law: (a) It is not safe or possible to attend an in person meeting due to a natural weather event; (b) Health and safety restrictions as determined by the CAO in consultation with the Mayor; (c) Restrictions or guidelines set out by the Simcoe Muskoka District Health Unit,the Ontario Provincial Police or the Province of Ontario. (d) The activation of the Emergency Control Group or a declared emergency by any level of government. 4.3.2 In accordance with the criteria set out in 4.3.1 above,a member of Council,local board or committee may participate fully in a meeting by electronic means(via teleconference or video conference)_ This applies to regular,special,emergency and closed sessions of council and meetings of local boards and committees and Public Meetings under the Planning Act or other Provincial legislation. 4.3.3 Electronic participation shall mean participation by teleconference or video conference. 4.3.4 Electronic participation by members of Council,Local Boards and Committees shall count towards quorum in accordance with section 238(3.3)(a)of the Municipal Act, 2001,as amended. 4.3.5 Members of Council,Local Boards and Committees shall be permitted to participate electronically in a meeting that is open or closed"in camera"to the public in accordance with section 238(3.3)(b)of the Municipal Act,2001,as amended. 4.3.6 Votes cast by members of Council,Local Boards and Committees electronically shall be counted towards the overall decision by show of vote cards or if by teleconference,by verbal means. 4.3.7 In the case that members of Council participate electronically in closed sessions,all members must attest to the fact that they recognize they will be in a closed session and are able to ensure confidentiality. 4.3.8 In the event of technical failure during the meeting,Council,the local board or committee may take a recess to allow staff to reinstate the electronic participation.If a member can no longer participate by electronic means,it will not affect the validity of the meeting or decisions made. 4.3.9 Any member of Council participating by electronic means shall notify the Clerk at a minimum twelve(12)hours in advance of the meeting. Page 162 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 11 of 33 4.4 Non-Attendance—Committees or Technical Support Groups of Council a) The seat of a Member of a Committee or Technical Support Group shall be declared vacant if the Member is absent for three (3)consecutive meetings,without prior approval from Council,with the exception of illness/health reasons. b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. c) Members of a Committee or Technical Support Group are required to inform the Clerk's office of any anticipated, but unavoidable, absences from upcoming meetings. 5.0 Open and Closed Meetings -General 5.1 Open Meetings All meetings of Council and all meetings of any Committees/Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. 5.2 Closed Session Meetings a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality (may be cited as "security of municipal property"); ii) personal matters about an identifiable individual, including municipal employees (may be cited as "personal matters about an identifiable individual"); iii) the proposed or pending acquisition/disposition of land by the municipality (may be cited as "acquisition/disposition of land"); iv) labour relations or employee negotiations (may be cited as "labour relations/employee negotiations"); v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited as "litigation affecting the municipality"); vi) advice that is subject to solicitor-client privilege, including communications necessary for that purpose (may be cited as "solicitor-client privilege"); vii) a matter in respect of which a council, committee or other body may hold a closed meeting under another Act; viii) the education or training of the members; provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision making of the Council or committee (may be cited as "education or training of members"). ix) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (may be cited as "information explicitly supplied in confidence to the municipality"); x) a trade secret or scientific,technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board,which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a Page 163 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 12 of 33 person, group of persons, or organization (may be cited as"trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality"); xi) a trade secret or scientific,technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (may be cited as "a trade secret or scientific, technical, commercial or financial information that belongs to the municipality"); or xii) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (may be cited as"a position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality"). b) A meeting or part of a meeting shall be closed to the public if the subject matter being considered is: i) a request under the Municipal Freedom of Information and Protection to Privacy Act, if the Council is designated as the head of the institution for the purposes of the Act; ii) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 of the Municipal Act, or the investigator referred to in subsection 239.2 of the Municipal Act. 6.0 Head of Council 6.1 Chair—Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair shall preserve order and decorum, decide questions of order (subject to an appeal to the Council/Committee by any Member)and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures or the procedural by-law) applicable to the case, if called upon to do so. b) To open the meeting of Council/Committee by taking the chair and calling the Members to order. c) To announce the business before the Council/Committee in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions/ recommendations presented by the Members. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members, within the rules of order, when engaged in debate. h) To enforce, on all occasions,the conduct of the Members. Page 164 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 13 of 33 i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council/Committee, thereby ordering him/her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Council/Committee. 1) To authenticate, by his/her signature when necessary, all by-laws (if applicable), motions/recommendations and minutes of the Council/Committee. m) To represent and support the Council/Committee, declaring its decision in all things. n) To ensure that the decisions of Council/Committee are in conformity with the laws and by-laws governing activities of the Council/Committee. o) To adjourn the meeting when the business is concluded. p) To unilaterally adjourn the meeting without a motion, in the event of grave disorder arising in the meeting place. 6.3 Vacate the Chair—Head of Council a) If the Head of Council/Chair desires to introduce a motion or by-law, he/she shall vacate the chair for that purpose only, and shall call on another Member of Council to fill his/her place until he/she resumes the chair. b) The Clerk shall note in the minutes of the meeting when the Head of Council/Chair vacates and resumes the chair. 6.4 Absence from Council Meeting a) When the Head of Council knows in advance that he/she will be absent at the commencement of a Council meeting,the Head of Council shall advise the Deputy Mayor and Clerk as soon as possible prior to the commencement of the meeting. In the event that the Head of Council and Deputy Mayor will both be absent at the commencement of the Council meeting,the Head of Council may appoint a Member of Council to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor, and the Head of Council shall advise the Clerk of the appointment as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Head of Council, within fifteen minutes after the time appointed for the meeting,the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the Members to order, and a Chair shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. c) When the Chair is vacated by the Head of Council,the Deputy Mayor shall assume the Chair and shall preside during the meeting until the Head of Council resumes the chair. Page 165 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 14 of 33 d) While presiding, the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. e) The seat of a member of Council shall be declared vacant if the Member is absent for three(3)consecutive meetings,without prior approval from Council,with the exception of illness/health reasons. f) If that member is prepared to show just cause why they should remain on the Council,the continuation of their appointment shall be determined by Council. g) Members of Council are required to inform the Clerk's office of any anticipated, but unavoidable,absences from meetings 7.0 Chair—Committees or Technical Support Groups of Council The Chair of a Committee or Technical Support Group of Council shall be appointed by Council. 7.1 Absence from Committee or Technical Support Group Meeting a) When the Chair of a Committee/Technical Support Group knows in advance that he/she will be absent at the commencement of the meeting, the Chair shall advise the ex-officio, Vice Chair if appointed, and the Clerk as soon as possible prior to the commencement of the meeting. When a Vice Chair is appointed, the Vice Chair shall assume the Chair for the meeting. When there is no Vice Chair appointed, the ex-officio shall assume the Chair for the meeting or until the arrival of the Chair. In the event that the Chair and ex-officio will both be absent at the commencement of the meeting, the ex-officio may appoint a Member of Council to act in an ex-officio capacity, to preside during the meeting or until the arrival of the Chair or ex-officio, and the ex-officio shall advise the Clerk of the appointment, in writing, as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Chair and quorum is present, the Clerk shall call the Members to order and a Chair shall be chosen from among the Members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. c) During the meeting, the Chair of a Committee or Technical Support Group may appoint another Member of the Committee to act as the Chair while he/she is temporarily absent from the meeting. 8.0 Conduct 8.1 Conduct—Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. Page 166 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 15 of 33 c) not be permitted to retake his/her seat at any meeting after being ordered by the Chair to vacate after committing a breach of any rule of order of the Council,without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate. d) not speak until he/she has addressed himself/herself to the Chair. e) not walk across or out of the Chamber/designated meeting place or make any noise or disturbance when the Chair is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. f) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. g) Where a Member of Council has exhibited conduct, outside of the Council Chambers, that is unbecoming of a Council Member, Council may impose sanctions and/or reprimands on that Member of Council, in its sole discretion, by a majority of Members present. h) declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter. i) convey the position of Council once a question has been decided, including when a Member had a minority opinion,while demonstrating respect for democracy. j) adhere to a dress code for Council Meetings as agreed to by the current term of Council. 8.2 Conduct—Committees or Technical Support Group Appointees Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment or a violation of the human rights of any employee, or persons appointed to Committees or Technical Support Groups. Principles of Conduct a) All Members of Committees or Technical Support Groups of Council shall: i) Promote the general goals, objectives and policies of the Township. ii) Convey the position of the Committee or Technical Support Group, and Council once a question has been decided, including when a Member had a minority opinion,while demonstrating respect for democracy. Page 167 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 16 of 33 iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; iv) Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; v) Not discriminate or harass another Member of Council, Committees, Technical Support Groups, staff or public. vi) Not benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family Members residing in their households may not sell goods, materials or services to the Township without the express written permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business, pursuant to Township policy. ix) Not accept gifts that are given in anticipation of special consideration by the Township. Consequences for Violations of Conduct All reports of incidents shall be considered serious,will be investigated and appropriate action will be taken, up to and including removal from the Township Committee or Technical Support Group. 8.3 Conduct—Members of the Public Members of the public shall respect the decorum of Council/Committee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate, discussion and/or general proceedings of Council/Committee. Members of the public shall respect the dignity and rights of all persons present, and shall not ridicule, demean or intimidate any person. Members of the public who displays signs, posters, clothing or other advertising devices,whether political or otherwise, that demonstrate a lack of respect for the formal nature of the meeting may be requested, by the Chair to leave or remove these items. No person shall use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. Any member of the public who contravenes any provision of this section, may be requested to leave or be expelled from the meeting place by the Chair or in accordance with the direction of Council. The Chair may unilaterally suspend the meeting until order is restored in the meeting place. In the event of grave disorder arising in the meeting place, the Chair may unilaterally adjourn the meeting without a motion. Page 168 of 306 10.g) CS2021-35, Yvonr iAybsordoto6 C�eLak :2P1r�lgpduaraln ybLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 17 of 33 9.0 Rules of Debate 9.1 Rules of Debate—Head of Council/Chair In directing the course of debate,the Head of Council/Chair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions/recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. 9.2 Rules of Debate—Members In addressing the Council/Committee, no Member shall: a) speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor-General, Lieutenant-Governor or any member of the Senate,the House of Commons of Canada, or the Legislative Assembly of Ontario. b) use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. c) speak beside the question in debate. d) speak against any decision of Council/Committee except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. e) disobey the rules of Council/Committee or a decision of the Chair. 9.3 Rules of Debate—In Council/Committee a) Every Member may participate in a meeting by in person or electronic means. b) Every Member when speaking to any question or motion shall respectfully address the Chair. c) When a Member is speaking, no other Member shall pass between him/her and the Chair, or interrupt him/her except to raise a point of order. d) Any Member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a Member while speaking. e) No Member shall speak more than once, except as outlined in Section 9.3 f), until every Member who desires to speak has spoken. f) Upon verbal notification by the Chair of their intention to enforce the following time limits, no Member shall speak to the same question for longer than 2 (two) minutes. With the leave of the Chair, a supplementary question with a further 1 (one) minute, may be granted. Page 169 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 18 of 33 (i) A Member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. g) The Chair may take part in any debate without leaving the Chair. h) Upon consent by a 2/3 vote of the Members present, Council/Committee may permit members of the public to speak to a specific matter on an Agenda, without a formal Deputation, at the time the matter is being considered in order to provide additional information that may assist Council/Committee in rendering a decision on the matter. 10.0 Use of Ballot for Determining Appointee a) Where Council wishes to appoint a Member of Council as its representative to a Board, Commission, Committee, etc. and more Members of Council than available vacancies have expressed an interest in being the appointed representative, Council may use a ballot for determining the appointee. b) The Clerk shall provide a ballot to Members of Council with the names of the Members who have expressed an interest in being the appointed representative(s). c) Each Member of Council shall select their preferred representative(s)on the ballot, shall fold the ballot and return it to the Clerk. d) The Clerk and another staff member shall tally the votes and the Clerk shall announce the successful representative(s). e) In the event of a tied vote, the Clerk shall draw a lot consisting of the names that received the tied vote. f) Following the announcement of the successful representative(s), the Chair shall ask for a motion to destroy the ballots. 11.0 Voting 11.1 Voting—Head of Council Notwithstanding Section 11.3 c), the Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.2 Voting—Chair of Committee or Technical Support Group of Council a) Members of Council sitting as Members of Committees or Technical Support Groups of Council may not vote with the public Members of the Committee or Technical Support Group on any question. b) Notwithstanding Section 11.2 a), Members of Council sitting as Members of Committees or Technical Support Groups of Council may vote on any question, when no public Members have been appointed to the Committee or Technical Support Group. Page 170 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 19 of 33 11.3 Voting on Questions a) When the Chair calls for the vote on a question, each Member shall occupy his/her seat and shall remain there until the result of the vote has been declared by the Chair. During such time no Member shall walk across the room or speak to any other Member or make any noise or disturbance. b) After a question is finally put by the Chair or Member, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c) Every Member present at a meeting of the Council/Committee,when a question is put, shall vote thereon, unless he/she has declared any pecuniary interest, direct or indirect in the question. d) The manner of determining the decision of the Council/Committee on a motion shall be by a "show of hands". e) Any motion shall require a majority of votes of the quorum present in order to be valid and binding on Council/Committee, unless otherwise set out in this By-law or in any Act. 11.4 Failure to Vote Failure to vote by any Member present, except when a Member has declared a pecuniary interest, shall be taken as a negative vote. 11.5 Appeal of Declaration of Result If a Member who has voted on a question disagrees with the declaration of the Chair that the question is carried, or lost, he/she may, but only immediately after the declaration by the Chair, appeal the declaration. On an appeal of the declaration by a Member,the Chair shall call for a Recorded Vote to be taken on the question in the manner prescribed in Section 11.7 of this By-law. 11.6 Equality of Votes Where a vote on a question results in an equality of votes,the result shall be deemed to be negative. 11.7 Recorded Vote a) When a Member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each Member present, except a Member who is disqualified from voting by any Act,shall announce his/her vote openly. b) The Chair, immediately following the request for a Recorded Vote,will put the question again. c) All Members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the Member who has requested the Recorded Vote. The Clerk shall call each Member individually, record the Member's vote, and report the result of the vote to the Chair. d) The Chair shall vote last. Page 171 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 20 of 33 11.8 Voting—Closed Session Meeting a) Subject to Section 11.3, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.3, a meeting may be closed to the public during the taking of a vote where: i) Section 5.2 permits a meeting to be closed to the public; and ii) The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 11.9 Voting—2/3 Vote Calculation a) When a 2/3 vote is required, the following table sets out the number of votes required to meet the 2/3 requirement: # Members Present #Votes Required for 2/3 vote 7 5 6 4 5 4 4 3 12.0 Motions/Recommendations 12.1 Motions/Recommendations—General a) Motions/recommendations, or notices thereof, shall be in writing, moved and seconded. b) Every motion/recommendation,when duly moved and seconded, shall be received by the Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Chair, may state the question in the form introduced and shall do so if required by a Member. He/she shall state the question in the precise form in which it will be recorded in the minutes. c) The following matters may be introduced orally,without written notice, and without leave: i) a point of order or personal privilege ii) presentations of petitions iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure iv) a motion to adjourn (not debatable) v) a motion that the vote now be taken vi) a "friendly" amendment vii) a motion to defer shall not be considered until every Member who desires to speak has spoken. The Chair has the discretion to request that a friendly amendment to a motion be in writing and signed by the mover and seconder. d) When the motion, under consideration, concerns two or more matters, a vote on each matter, upon the request of any Member, may be taken separately. Page 172 of 306 10.g) CS2021-35, YvonriAybsordoto6 C�eLak :2P1r�1ggduaraln ybLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 21 of 33 e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) A Member shall speak to a motion in accordance with Section 9.3—Rules of Debate— In Council/Committee. 12.2 Withdrawal of a Motion After a motion has been received and/or read by the Chair, it shall be deemed to be in the possession of the Council/Committee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council/Committee prior to a decision on the main question. e) shall be disposed of in the reverse order of presentation to any further amendment and/or the original motion. f) shall not be further amended, more than once, provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. 12.4 Motion to Reconsider After any question has been decided, the following shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side,or a Member who was absent from the meeting when the question was considered, and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered more than once, and may only be reconsidered if action has not yet been taken. 13.0 Agendas 13.1 Council Agenda a) Notwithstanding the Order of the Day for a regularly scheduled Council meeting, an Agenda may be published with such section headings as may be required and listing all matters to be considered. Page 173 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 22 of 33 b) Notwithstanding the Order of the Day, the Clerk has the authority to arrange or omit headings as may be required to address the items of the agenda. c) In accordance with the Township's Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. e) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter prior to Council's next regular meeting. f) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.1d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council's consideration. g) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section, written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township's website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be filed accordingly.Any information contained in a written submission, including contact information, will become part of the public record. h) The Order of the Day shall have preference during a regularly scheduled Council meeting, save and except that the Chair may change the order at any time during the meeting. Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order—Moment of Reflection 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Minutes of Council and Committees 6. Recognition of Achievements 7. Public Meetings 8. Deputations/Presentations [To be Page 174 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 23 of 33 reinstated when in-person meetings occur]. 10. Open Forum 11. Reports of Municipal Officers 12. Reports of Members of Council 13. Announcements 14. Consent Agenda 15. Communications/Petitions 16. Notice of Motions 17. By-laws 18. Closed Session Items (Unfinished Items) 19. Confirmation By-law 20. Adjournment 13.2 Committee Agenda a) The Clerk shall forward all notices and Agendas, to each Member of Council and Committee, for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) The Clerk shall publish an Agenda with such section headings as may be required and listing all matters to be considered. c) In accordance with the Township's Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. d) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Committee does not make a recommendation for Council's consideration at Council's next regular meeting and the Township must act immediately upon Council's decision at such meeting. e) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.2d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. f) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section,written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township's website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be filed accordingly.Any information contained in a written submission, Page 175 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 24 of 33 including contact information,will become part of the public record. 13.3 Verbal Matters a) In the event that a matter is addressed during a meeting, and no report, memorandum or correspondence exists as background for the matter, it shall be the responsibility of the Member of Council/Committee or staff member,who spoke to the matter, to provide, at a minimum, a written record of speaking points to the Clerk's office within 7 calendar days of the meeting. b) Such written record shall be included in the Agenda package for all open session matters. c) For Closed Session matters, such record shall be retained by the Clerk's office, in a secure manner. 13.4 Announcements a) Announcements of Interest to the Public are to be provided to the Clerk's office by 9:00 a.m. 7 calendar days prior to the meeting. b) Upon receipt of the aforementioned announcements, the Clerk's Office shall prepare a written record of the Announcements,which shall be included in the Consent Agenda portion of the Agenda. 14.0 Agenda Section Headings 14.1 Call to Order—Moment of Reflection As soon after the hour fixed for the Council or Committee/Technical Support Group meeting as there is a quorum present, the Chair shall take the chair and call the Members to order. Land Acknowledgement The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek(A-nish-in-aa-beh)people,and ancestral territory of the Huron- Wendat. The Anishnaabek include the Odawa[Oh-DAH-wah],Ojibwe[O-jib-we]and Pottawatomi[boh-tah-WAH-toh-mee]nations,collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation,the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 14.2 Adoption of the Agenda A motion/recommendation will be brought forward to adopt the Agenda. The motion/recommendation may include any addenda items which have been added per the Procedural By-law, and/or written comments related to an Agenda item. Page 176 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 25 of 33 14.3 Disclosure of Pecuniary Interest Every Member shall comply with the provisions of the Municipal Conflict of Interest Act. a) Where a Member has a pecuniary interest pertaining to any item listed on a meeting Agenda, the Member shall so disclose the pecuniary interest in writing, the general nature thereof, and shall provide such declaration in writing to the Clerk,within 24 hours of the scheduled meeting. The Clerk shall record the declaration in the minutes of the meeting, and maintain the declaration in a registry. b) When a Member has declared a pecuniary interest on a matter that is to be considered during an open meeting, the Member shall leave the table, and at his/her discretion may remain or leave the open meeting until the matter has been dealt with. c) When a Member has declared a pecuniary interest on a matter that is to be considering during Closed Session, the Member shall leave the Closed Session during the consideration of the matter. 14.4 Closed Session Items a) A meeting or part of a meeting may be closed to the public as provided in Section 239 of the Municipal Act. b) Before all or part of a meeting is closed to the public, the Members shall state by motion: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meeting under Section 239(3.1)of the Municipal Act, Education or training sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. c) Except as provided for in Section 239 of the Municipal,Act, a meeting shall not be closed to the public during the taking of a vote. Any matters considered during Closed Session Items shall be brought forward and voted upon when the Members rise from Closed Session. d) All Members shall ensure that all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential, and that all materials distributed to Members during a Closed Session are required to be returned to the Clerk, at the conclusion of the matter,for destruction. 14.5 Minutes of Council and Committees The minutes of meetings of Council and Committee shall record, without note or comment: a) the place,date and time of meeting; b) the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; Page 177 of 306 10.g) CS2021-35, Yvonr iAybsordoto6 C�eLak :2P1r�lgpduaraln ybLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 26 of 33 e) all motions/recommendations, decisions and proceedings of the meeting. The minutes of the meeting shall record when the Chair has exercised the right to unilaterally adjourn a meeting without a motion, in the case of grave disorder arising in the designated meeting place, and shall identify any outstanding agendas items that will be brought forward to a future meeting. If there are multiple minutes listed, they shall be the subject of one motion, unless a separate vote is required by a member of Council or deemed appropriate by the Clerk. 14.6 Recognition of Achievements Recognition of Achievements shall include Township employee recognition type events, and written correspondence recognizing the accomplishments and actions of Township staff and Council. 14.7 Public Meetings and Public Information Sessions a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required for an application, in accordance with the Planning Act, may be conducted during a scheduled meeting of Council or Committee, or if deemed necessary by the Clerk, or designate, may be conducted as a separate meeting on a designated day. c) Public Information Sessions may be conducted as a separate meeting on a designated date in a format that is appropriate to provide the information. d) All Public Meetings/Public Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. 14.8 Deputations/Presentations a) Individuals or Groups desiring to present information verbally on matters of fact or make a request of Council/Committee shall give notice, in writing on the prescribed form,to the Clerk by 9:00 a.m. 7 calendar days prior to the preferred meeting,stating the purpose of the Deputation. Deputations must confine their remarks to the business stated in the prescribed form to the Clerk. If the individual(s)/group requesting the deputation is unable to present and would like an alternate individual to present on their behalf, they may do so but a written authorization is required to be submitted to staff prior to the start of the meeting and before the deputation commences. Notwithstanding subsection (e) below this individual who has presented on their behalf continues to be entitled to their ability for one deputation in a calendar year. b) Council/Committee may, at its sole discretion, entertain Deputations with less notice as circumstances warrant. When determining if a Deputation will be heard with less notice than stipulated in Section 14.8 b), consideration shall be given to the Township's Accountability and Transparency Policy. Page 178 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 27 of 33 c) Individuals representing an agency, in partnership with or a consultant for the Municipality, may request(or be requested)to present information at a Council meeting. Notice shall be provided to the Clerk no later than 7 business days prior to the meeting and include the information to be presented. d) Presentations may include the Township receiving and/or presenting an award, certificate, cheque, etc. e) Any individual/group/organization shall be limited to one (1)deputation in a calendar year on the same subject matter, not including presentations requested by Council or staff. f) If an individual/organization has additional information to provide to Council/Committee on the matter, they may provide written correspondence to the Clerk to be placed on the next regular scheduled Council agenda or, at the discretion of the Clerk, placed on a future agenda where the matter will be debated by members. g) Council/Committee will entertain up to three (3) Deputations/Presentations per meeting. h) Deputations shall be limited in speaking to not more than ten (10) minutes. i) A Deputation wishing to appear before Council/Committee shall be limited to no more than two (2)speakers with a total speaking time of not more than ten (10) minutes. j) Upon consent of the majority of Members present, the ten (10) minute time limit for Deputations may be extended. k) Individuals/Groups requesting to appear before Council/Committee shall be advised of the time limitation in advance of their Deputation. 1) Specific types of audio visual equipment may be used to assist in Deputations to Council/Committee, provided that such equipment has been requested from the Clerk at the time of the Deputation request. All deputation materials must be provided in an electronic format to the Clerk at the time of submitting the deputation request form to the Clerk. m) The Chair may expel or exclude from the meeting, any individual who in the opinion of the Chair, has behaved improperly. n) Deputations appearing before Council/Committee with respect to the same matter on the same agenda will be requested to limit their Deputation so as not to repeat the same points. o) Upon the completion of comments to Council/Committee by a Deputation, any discourse between the Members of Council/Committee and the Deputation shall be limited to Members asking questions for clarification and obtaining additional, relevant information only. Members of Council/Committee shall not enter into debate with the Deputation respecting their comments. Council may not respond to a deputation during the meeting at which it occurs. All deputations shall either be received for information, or shall be received for information and request for further information from staff. p) Deputations will not be permitted on items that shall be or have been the subject of a scheduled public meeting pursuant to the Planning Act or other relevant legislation. Persons should present their concerns and Page 179 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 28 of 33 opinions at the scheduled public meeting where their comments can be considered along with all other submissions. Deputations to Council after the Public Meeting has been completed and before Council has made its determination will not be permitted. q) Notwithstanding (p)above, persons may speak to a item that has been the subject of a Public Meeting during the Open Forum portion of a Council meeting where the item is included on the agenda. r) Scheduling shall be at the discretion of the Clerk and may include consultation with the Head of Council, CAO and appropriate Director. s) No Deputation shall: i) Speak disrespectfully of any person; ii) Use Improper Language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address Council/Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council/Committee. t) No person will be permitted to address Council relating to any litigation matters with respect to the Municipality. u) For Emergency Council meetings or Public Meetings the Clerk/designate will authorize all deputation requests to ensure they are related to agenda items for the meeting. 44 tifination frern the P"h'mG of an Agenda- Ito f Interest I]rr\Vnr♦oo 914 1ROty fr.r m mhorc r.f the ni ihlin#r. ageRda i#om uhinh #ho p ihlin m mhor m Fequest be bFe gh#fe FwaFd- and n oirlored earlier it the moo#in [To be reinstated when in-person meetings occur]. 14.9 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; Public attendance to Electronic Meetings in accordance with the circumstances outlined in the Procedural By-law,as amended may be restricted to electronic means and will be indicated on the meeting agenda. Page 180 of 306 10.g) CS2021-35, Yvonr iA�bsordoto� C�eLak :2P1r�lgpduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 29 of 33 Depending on circumstances,an Electronic Meeting may not permit an in-person Open Forum or deputations,but will permit electronic submissions received in advance of the meeting. Open forum registration requests shall be submitted to the Clerk's Department at agendacomment(a�oro-medonte.ca.no later than 3:00 p.m.the day prior to the electronic meeting or as otherwise noted on the agenda. 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; 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. 14.10 Reports of Municipal Officers (a)Staff Reports for Recommended Action Staff reports for action includes matters for Council/Committee consideration that requires action or direction. These reports are brought forward by Township staff, including Township hired consultants and the Township's appointed auditor. (b)Staff Reports for Information Staff reports for information includes matters for Council/Committee that are being provided for informational purposes only and do not require a decision. These reports are brought forward by Township staff, including Township hired consultants and the Township's appointed auditor. All staff reports for information may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member or at the discretion of the Clerk". 14.11 Reports of Members of Council Reports of Members of Council includes "Updates from Council Representatives —County of Simcoe and Township Partners and Agencies", as well as matters for Council consideration/information that are brought forward by the Members of Council. a) Updates from Council Representatives—County of Simcoe and Township Partners and Agencies: Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. Page 181 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 30 of 33 14.12 Announcements The Chair may call on members to state items related to events that are taking place within their ward/municipality,i.e.,community events and/or Mayor events i.e.golf tournament,etc. The member of Council may state the event noting date/time. There is no discussion/debate and any Announcements will not form part of the minutes of the meeting. 14.13 Consent Agenda Consent Agenda includes "Announcements of Interest to the Public", as well as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. 14.14 Communications/Petitions a) Petitions designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) The petition must be addressed to the Township and request a particular action within the authority of Council; ii) Petitions must be legible,typewritten or printed in ink (no pencil); iii) The text of the petition must be listed at the top of each page for multiple-page petitions. Pages should be numbered and total number of pages indicated; iv) The petition must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; v) Each petitioner must print and sign his or her own name. A paper petition must contain original signatures only,written directly on the petition; vi) Each petitioner must provide his or her full address; vii) For electronic petitions, petitioners must provide name, address and a valid e-mail address; and viii) The petition must clearly disclose on each page that it will be considered a public document by the Township of Oro-Medonte and the information contained in it may be subject to scrutiny as part of the public record. b) Communications designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) Communications must be legible,typewritten or printed in ink (no pencil); ii) The communication must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; iii) Every communication shall be dated and shall include the name of at least one person, and an address where return correspondence Page 182 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 31 of 33 or contact is to be directed to. Paper communications shall contain signatures; and iv) Every communication shall be considered a public document by the Township or Oro-Medonte and all information contained in the communication will become part of the public record of the meeting at which it is received. c) Communications addressed to Mayor and Members of Council shall be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Head of Council and Chief Administrative Officer. d) Every communication or petition,to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 7 calendar days prior to the meeting. If, in the Clerk's opinion, the communication/petition is of a time sensitive nature, the Clerk may bring forward such communication/petition for Council/Committee consideration, after the aforementioned deadline. 14.15 Notice of Motions Notice of Motion" means an advance notice to Members of a matter on which Council will be asked to take a position. a) A motion to rescind or alter or amend a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 14.15 b). b) Notice of Motion requires the Member of Council to provide, at a minimum, a brief verbal explanation of the matter and to provide the Head of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 14.16 By-laws a) Every by-law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By-law. b) Every by-law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Clerk. c) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d) Every by-law shall have three readings prior to it being passed. e) The first,second and third readings of all by-laws listed on an agenda, with the exception of the Confirmation By-law, shall be the subject of one motion, unless a separate vote is requested by a Member of Council, or deemed appropriate by the Clerk. f) If Council so determines, a by-law may be taken as read. g) The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. Page 183 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 32 of 33 h) The Clerk is authorized to make such minor additions, deletions or correct other grammatical and clerical errors or changes in form to any by-law before same is signed and sealed, for the purpose of ensuring correct and complete implementation of the action of Council forming the subject matter of the by-law. i) Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Head of Council or Chair and shall be deposited by the Clerk in the office for safekeeping. j) By-laws approved in accordance with this Procedural By-law will be available on the Township's website once signed by the Head of Council/Chair and Clerk. 14.17 Closed Session Items (Unfinished Items) Any matters considered during Closed Session Items that were not concluded prior to rising from Closed Session, are brought forward to Closed Session Items (Unfinished Items)to enable for discussion on the matters so that they may be brought forward and voted upon when the Members rise from Closed Session Items (Unfinished Items). 14.18 Confirmation By-law Council shall adopt a Confirmation By-law at every meeting to confirm the decisions of Council. The Confirmation By-law confirms that the actions of Council in respect to each motion, resolution or other actions passed and taken by Council at a Council meeting, except where prior approval of the Ontario Municipal Board or other authority by law is required, is thereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in a by-law. The Confirmation By-law shall be listed separately on the agenda and enacted by one motion that is not amendable or debatable. 14.19 Adjournment a) Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by motion of the majority of the Members present. b) In the event of grave disorder arising in the meeting place,the Chair may unilaterally adjourn the meeting without a motion. c) A meeting lasting 4 hours or less shall be deemed to be a "half day" in accordance with the Township's Remuneration By-Law. 2. Technical Interruption(s)/Failure a) In the event of a Township connection/service interruption with the electronic meeting or a question as to the performance of the meeting technology impacting the meeting,the Chair may recess the meeting to confirm the electronic format is performing effectively before proceeding with the meeting. b) In the event of technical difficulties/failure during the meeting that cannot be resolved,the Chair may unilaterally adjourn the meeting after thirty (30)minutes of the technical failure. Page 184 of 306 10.g) CS2021-35, YvonriA�bsordoto� C�eLak :2P1r�1ggduaraln��bLaw Update. By-Law No.2020-009 dated February 26,2020; By-Law No.2020-036 dated April 3,2020. By-Law No.2020-050 dated April 29,2020. By-Law No. 2021-004 dated January 13,2021 Page 33 of 33 c) A subsequent meeting to deal with those items not dealt with shall be scheduled as soon as possible thereafter.Notice of the disruption shall be noted in the minutes of the meeting. d) Information Technology (IT)Staff shall ensure that the video conference is available to members of the public and other stake holders via the Township's YouTube channel or similar streaming platform. 15.0 Suspension/Amendment of Procedure a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. Page 185 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Report I ownship o f 0 Fraud Heritage, Exciting Future Report No. To: Prepared By: CS2021-31 Council Yvonne Aubichon Meeting Date: Subject: Motion # November 24, 2021 2022 Municipal and School Roll #: Board Election Voting Method R.M.S. File #: and Vote Counting Equipment Recommendations Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2021-31, presented by Yvonne Aubichon, Clerk be received and adopted. 2. That Council hereby endorse Option #1; the use of In-person Electronic/Remote Internet/Telephone with Paper Ballot on Request Voting (with tabulators, if available) for the 2022 Municipal & School Board Election; and 3. That a by-law authorizing the Alternative Voting Method for the 2022 Election be brought forward for Council's consideration. Background: On October 13, 2021, staff presented Report CS2021-24 re: 2022 Municipal and School Board Election Voting Method Options to Council for information only. As noted in the report, staff would bring back a subsequent voting method recommendation report for Council's consideration. While this report will reiterate some information from the previous report, it will also include additional information and responses to questions and comments, as requested or noted by Council at the October 13, 2021 meeting. Ultimately, the purpose of this report is to provide a staff recommendation for Council consideration, regarding the voting method and vote-counting equipment options for the 2022 Election and to obtain Council's direction to proceed forward. The Municipal Elections Act (MEA) provides Clerks with significant authority and/or responsibility to create and implement any policies and procedures that are necessary to conduct an election in a manner that reflects the principles of the Municipal Elections Act, 1996 (MEA) and its Regulations. While these principles are not specified in any particular section of the MEA or other legislation, these principles are founded in case Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 1 of 25 Page 186 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... law and are the precedents by which any presiding court officer will make their ruling, in the event a claim is filed against a municipality pertaining to the election. These principles are recognized as follows: • Maintain the secrecy and confidentiality of the voting process and individual votes, • Provide an election that is accessible to the electors, • Provide an election that is fair and non-biased, • Ensure the integrity of the process is maintained throughout the election, • Ensure the results of the election reflect the votes cast, and that valid votes be counted, and invalid votes be rejected so far as reasonably possible, and • Ensure voters and candidates are treated fairly and consistently. While the Clerk does have the authority as outlined above, Council has the very distinct responsibility of authorizing the voting method or vote counting equipment, as stated in Section 42(1) of the Act and outlined below: "The Council of a local municipality may pass by-laws, (a) authorizing the use of voting and vote-counting equipment such as voting machines, voting recorders or optical scanning vote tabulators; (b) authorizing electors to use an alternative voting method, such as voting by mail or by telephone, that does not require electors to attend at a voting place in order to vote. For the 2022 Municipal and School Board Election, alternative voting method and/or the use of vote-counting equipment must be approved by by-law before May 1, 2022. Procedures and forms for the use of any alternative voting method and vote-counting equipment, or alternative voting methods must be established by June 1 , 2022. As indicated in report CS2021-24 there are a variety of voting methods available to municipalities including; in-person traditional voting, vote-by-mail, internet, telephone, or a combination of these methods. While the deadline to establish voting methods is May 1 , 2022, it is important that municipalities determine their voting methods early, to ensure that vendors are available for successful procurement for the required services. Additionally, earlier determination of voting methods provides the ability for staff to commence the necessary communications and guidelines earlier within the election timeline. At the time of this report, across the Province and the Simcoe Muskoka District Health Unit, many COVID-19 pandemic protocols are still in place. While Ontario is attempting to move towards a complete reopening, increased case numbers will continue to impact this plan. Without knowing the success of the Province and SMDHU in decreasing case numbers, it is safe to anticipate many of the current COVID-19 safety protocols could continue to remain in place for an extended period of time. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 2 of 25 Page 187 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Given the concern and uncertainty associated with the pandemic, and considering protocols could still be required, public health measures should play an integral role in determining the voting method for the 2022 election. The Simcoe Muskoka District Health Unit will need to be consulted prior to the election to ensure proper protocols are put in place to address public safety risks at that particular time. It is anticipated that many public health measures will still need to be implemented\applied for each voting method (i.e. sanitation of voting stations, supplies and materials, distancing, etc.) which if in force, could potentially cause congestion with traditional voting, as accessible locations are limited within the Township. Out of the twenty-four (24) municipalities surveyed in the AMCTO Zone 2 area, including the County of Simcoe and District of Muskoka municipalities, Guelph, Newmarket and Peterborough; twelve (12) municipalities have selected Internet/Telephone as the preferred method of voting for the 2022 election. The City of Barrie was one of these twelve municipalities. Six (6) municipalities confirmed Internet/Telephone with Paper Ballot/Tabulators, two (2) confirmed traditional paper ballot and two (2) were unknown, two (2) are still undecided. The larger municipalities will conduct the election through a combination of internet and vote-by-mail. In 2018, the Township of Oro-Medonte Council approved a hybrid model of online/telephone voting with paper ballot and tabulators. Many Simcoe County municipalities, as well as other municipalities from across the Province utilized the internet/telephone voting option. Oro-Medonte's voter turnout at 42.75% was amongst the highest in Simcoe County in 2018, with the majority of voters in Oro-Medonte choosing to vote online versus in- person (6,397 vs 1,359). (Refer to Appendix C). This trend was consistent with other municipalities who also offered internet/telephone voting options. According to MPAC, who produces the Voters List, the Township of Oro-Medonte currently has 21,363 eligible electors, with 3,752 being seasonal residents and 17,611 being full-time residents. The 2016 census notes that 65.8% of Oro-Medonte residents are between 15-64 years old, with 18.9% being 65 and older (only 1 .5% of which are 85+) and 15.2% being 14 years of age or less. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 3 of 25 Page 188 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Analysis: All four of the voting methods addressed in this report uphold the Principles of the Municipal Act that are outlined in the background section above; however, some of the options may provide greater accessibility, supporting broader voter access and enfranchisement more than others. Option # 1 - Hybrid Method - In-person Electronic and Remote Internet /Telephone Voting with Paper Ballot/Tabulator only on Request Internet/telephone voting has gained popularity with Ontario municipalities since its introduction in 2003. In 2014, a total of 97 Ontario municipalities used internet/telephone voting. In 2018, that number increased to 194 of the 444 Ontario municipalities or 43.7%. Generally, there has been no definitive evidence that the use of Internet/Telephone voting increases voter turnout. It should be noted that the method of voting is only one of the many factors that can impact voter turnout. In Oro-Medonte's 2018 Municipal Election, all Council office's were contested. Municipalities that utilized Internet/Telephone voting, in conjunction with another method of voting on final Voting Day noticed a steady increase in those who have decided to vote online. With COVID-19 propelling the use of technology across all age groups, it is expected that interest and use of internet/telephone voting will continue to grow for the 2022 municipal election. Council noted at the October 21 , 2021 meeting, that these software system solutions are sold on the basis of giving the results sooner, it was further noted that this has not been the case in the previous elections. While Council, the Clerk, potential candidates and other election staff, may all have different expectations as to what election software might provide for their purposes during the election, it is not a measurement that is monitored by staff. With the exception of the technical issue experienced last election in 2018, internet/telephone voting results have been available much faster than traditional paper ballot counts, as ballot counts cannot be commenced until after the polls are closed. Internet/telephone voting has increased in popularity due to the convenience in form of voting that it provides to electors. It accommodates changing lifestyles and demanding work schedules, and enhances accessibility for persons who may not be available or able to vote in person due to mobility issues or transportation limitations. It provides an opportunity to further engage those who wish to vote from the comfort of their own home or office rather than travelling to a physical voting location. This last point may be of greater significance depending upon the situation relating to COVID at election time. It also presents a viable method to replace voting by way of proxy for those electors who may be away during election time. Similar to any other election, eligible electors will receive a Voter Information Letter (VIL) in the mail, advising them of voting dates, times and voting locations. Included in the Voter Information Letter will be credentials for persons wishing to cast their ballot Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 4 of 25 Page 189 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... electronically from their home or work using a computer, tablet or smartphone that has internet access or via telephone using their touchtone home phone or cellular device. In-Person Internet Voting To respect the tradition of in-person voting for those who would still prefer that option, an additional option can be provided in the Voter Information Letter for eligible electors to cast their electronic ballot in-person from an advanced voting location or from a voting location on Election Day, utilizing computers/devices available on-site provided by the Township. Those who wish to use this option would be presented with an electronic ballot upon arrival at the voting location and would cast their ballot by marking their selections on an electronic device, as opposed to a paper ballot. Electors can then review their selections and submit their ballot on a user-friendly interface. Election staff would be available to provide any assistance needed, accessibility devices would also be available as required. This service was provided during the 2018 municipal election. Telephone Voting Telephone voting follows the same security process as Internet Voting. Telephone voting relies on the voter to process an audio ballot by choosing their selection on their telephone keypad for each office, i.e. Mayor, Ward Councillor and School Board Trustee, if eligible. After each selection, the voter is prompted to confirm their selection. Once their vote is complete, their final ballot is sent to the results reporting system to be calculated. The Voters' List is live during Internet/Telephone voting and automatically updates the voter's information to "voted" once a ballot is cast. This prohibits the person from casting a ballot at a Voting location and then going home to try and vote again. This was successfully tested in the previous election and security trials will also be run for the 2022 election. For voter security and privacy, no link can be established between the voter and votes cast and staff have confirmed that for the 2022 election, voters will receive confirmation of ballots cast. The elector may only access the voting platform during the period when Internet /Telephone voting is "open" for casting ballots. It is anticipated that equipment and service provision for in-person electronic and remote internet/telephone voting with paper ballot on request will cost approximately $60,000 to $70,000, plus additional costs for advertising/promotional materials, statutory newspaper notices, staff time, health & safety measures etc. which are not included in this figure. The cost of this voting method was addressed at the October 13, 2021 meeting with respect to confirming the election count early and if the cost of this method is warranted. This method is the most convenient and economical of the four options. While staff support a shop local model, experienced election personnel can be difficult to acquire for one day, as experienced with previous elections and as recent as the Federal Election in 2021, where the number of polling stations were significantly reduced due to COVID-19 restrictions and shortage of available election staff. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 5 of 25 Page 190 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... In addition, accessible polling locations are at a minimum in the Township and accessibility is one of the guiding principles of the Act and must be reported on post election. (Also referred to under Traditional Voting cons) On October 13, 2021 Council referenced issues with voting by phone in the 2018 election. Staff will ensure that clear instructions are provided and that trials are run on the instructions, prior to release to the electors. Council decisions on the election voting method at this time, will provide staff additional time to prepare these instructions and run the required trials. Paper Ballot/Tabulator on Request Given the percentages from the 2018 election (6,397 vs 1 ,359) opting to use the internet voting, the increase in understanding and comfort with technology through COVID-19, together with the opportunity for cost savings with the in-person electronic voting experience; staff are anticipating that the number of voters seeking to vote via paper ballot will be relatively low. On this basis, the Paper Ballot/Tabulator on Request option will provide the opportunity for those who wish to vote by paper ballot the option, printed on request at the voting location. This approach will reduce the necessity to have pre-printed paper ballots for each ward will also result in an overall cost savings for the election. In this option, if a voter prefers not to vote online, the voter would arrive at a voting location with their voting information, would be provided with a paper ballot on request, and proceed behind a voting screen to vote. The paper ballot would then be tabulated onsite. Staff would be on hand to deal with any voter registration issues and provide voting assistance. At the time of this report, as a result of discussions with election suppliers, staff have been made aware that tabulators may be in short supply. As noted above, staff are anticipating a smaller percentage of paper ballots on request being utilized; and therefore, a manual count could be possible should tabulators not be available. Advanced Voting and Election Day Voting Online voting is planned to open well ahead of election day; staff also anticipate hosting advanced voting, prior to Election Day. These opportunities will be scheduled with alternating evening and weekend openings, to ensure ample opportunity for electors to vote in advance of Election Day. On Election Day, one (1) southern and one (1) northern location, yet to be determined, may be open as voting locations. It is anticipated that only two (2) voting locations may be open on Election Day due to the advanced voting being offered and due to the limited number of accessible voting locations within the Township, subject to input being received from the Joint Accessibility Advisory Committee. A sufficient number of voting booths will be offered to alleviate lines and help move electors through the process, with as minimal wait times as possible. In accordance with the health and safety protocols in effect at election time and following the direction Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 6 of 25 Page 191 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... of the SMDHU medical officer of health; appropriate cleaning protocols will be in place to ensure sanitization between each voter and touchpoints will be minimized as voters will be provided with their own stylus pen and/or pencil to cast their ballot. Appropriate processes will be established to ensure the required safety protocols are adhered to. Pros • Multiple Ways to Vote: Electors can choose to vote in the following ways: ✓At home or work using the credentials sent in the Voter Information Letter ✓At a library, or any location that has access to Wi-Fi or Internet Services. ✓ In-Person at an Advanced Voting Location ✓ In-Person on Election Day. • Multiple Ways to Vote: Convenient: Electors are provided with a quick, simple, secure and convenient method of voting, while keeping the tradition of in-person voting as an option for those who prefer to visit a voting location during advanced voting or on Election Day. • Public Safety - the COVID-19 pandemic remains a cause for concern in Ontario. As we look ahead to the 2022 Municipal Election and acknowledge the uncertainty COVID-19 presents, the remote option would provide electors with the safest option by which to vote. • Accessible: Electors can vote from the comfort of their home or workplace, while using any accessibility device they require. Those who are unable to easily leave their home due to mobility issues, transportation issues or simply due to work/life schedules can exercise their right to vote quickly, efficiently and at a time when is most convenient for them. • Fast Results: Results would be available shortly after the close of voting on Election Day. The voting location would have to allow those in-line prior to the close of voting to cast their ballots, however delays should be minimal. The Clerk, in conjunction with the voting methods vendor would be able to register the on-site devices to stay open past the close of voting to accommodate anyone still in line. These devices would then be manually closed by the Clerk or designate, prior to retrieving election results. • Staffing Resources: This hybrid voting method requires minimal additional staffing resources compared to a traditional paper ballot election and subsequently can be delivered at a significantly reduced cost. • The days leading up to the election are historically organized by existing Clerk Division staff. Election Day with a paper ballot election, historically required the hiring and training of up to seventy-four (74) election workers. Approximately 10-12 of the election workers were existing Township staff, the remainder were hired on a temporary contract for training days and Election Day. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 7 of 25 Page 192 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... • With this hybrid voting method, approximately 6 staff will be required to run an internet/telephone voting location. If, as anticipated, with only two (2) voting locations that may be operating on Election Day, no additional staff would be required, as the existing staff complement would be sufficient. Utilizing Township staff is also important as they are already vetted under the vaccination protocol policy should that still be a policy requirement. • Costs associated with staffing a paper ballot election are estimated to be $18,000 compared to an estimated $8,500 for the Hybrid - In-Person Electronic and Remote Internet/Telephone Voting and Paper Ballot only on Request. • Enhanced Focus on the Voters List: With less preparation and planning required for this voting method, staff could spend more time and resources reviewing, maintaining, and correcting the preliminary voters list received from MPAC. • The voter's list is received in early August of the election year and staff must ensure that the list is ready to be finalized and provided to candidates by early September. The final voters list is also used to create the mail list for the Voter Information Letters. It is important that the data in the list is accurate. • The preliminary list of electors is estimated to have approximately 21,300 eligible electors for the 2022 election. As such, the following review will take place: • Review and removal of duplicates. • Review of all street names for consistency (i.e. Road v Avenue v. Street, etc.). These inconsistencies create difficulty for candidates when using the list for campaign purposes. • Additions and changes based on notices of ownership change through sales from the time the list is sent to the Township from MPAC to the time the list is finalized. • Review and removal of deceased persons. • Comparison to changes made during the past election to ensure they were captured by MPAC correctly. During the meeting of October 13, 2021 , Council also addressed concerns with the accuracy of the voter's list for the last election. For example: children who had left the Township to attend University; residents who had passed etc. all received voter's cards. As noted above, the voter's list is produced by and provided to the municipality by MPAC. It is a fluid document and despite collaborative efforts from all of the stakeholders involved (i.e. MPAC, Clerks, Death Registry and residents) there will always be anomalies that occur during any election. In the scenario referenced above, if voting in-person, these students or anyone similar, would likely have provided an Oro-Medonte proof of identification. It is important that the onus is on the voter to cast a legal vote. The role of election staff Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 8 of 25 Page 193 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... is to ensure every elector who is eligible to cast a vote, is provided that opportunity, and not disenfranchised from their democratic right. Following the 2018 election, MPAC continued to provide access to Voter Look Up through Municipal Connect, their online public facing software. This offering has permitted residents to review and make changes to their information, since the 2018 election. Staff understand that Municipal Connect will continue to be offered through to the 2022 election. The Township will promote and encourage electors to access the Voter Look Up platform, up to and throughout the 2022 election. MPAC is are citing that tenants\renters will continue to be the biggest issue leading up to any election, as they have a tendency to relocate to their new place of residence without advising MPAC or making the necessary changes on line as to their new place of residence. More recently, Elections Ontario has been working collaboratively with MPAC in preparation of their taking over responsibility for the Voter's list, commencing in 2024. As noted previously, the onus is on the elector to ensure they cast an eligible vote. Anyone can enter the in-person voting place and complete an eligibility declaration form and be permitted to vote, as they may have just moved to the area and have no identification with the new address. Once they complete an eligibility form the onus is on the elector to be casting a legal vote. It is important to note that it is a criminal offence to vote illegally. The Hybrid - In-person Electronic and Remote Internet /Telephone Voting with Paper Ballot on Request would provide electors with their preferred voting option, including the election day atmosphere through electronic in-person voting. Since the onset of COVID-19, seniors and others in the Township may prefer to vote from a remote location due to vulnerability, mobility issues, etc., if provided that opportunity. Regardless of the voting method used, it will not be possible to host a polling station in each ward, as polling locations are required to be accessible and there are limited locations that currently meet the accessibility requirements. Other locations utilized in previous elections, are no longer considered an option, given they do not meet the accessibility requirements, which must be included in the post-election report. This particular concern was also noted under Traditional Voting cons in the October 13, 2021 report. Access to school facilities is reportedly a challenge due to public health reasons and inability to schedule professional development for student on the day of the election. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 9 of 25 Page 194 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... • Campaigning for Candidates: With electronic voting, candidates have access to an electronic voters list, which provides them with real time access to those who have and have not voted. As voters cast their ballot, candidates will see their name stricken from the voters list. This provides candidates with an opportunity to target electors who have not voted and focus their attention to this group. • Environmental: There would be minimal paper required as there would be no printing of ballots and a reduced carbon footprint due to the reduction of travel to voting locations by electors. Cons Security/Voter Identification/Service Interruption While the above detail outlines the advantages of this hybrid voting method, there are potential areas of concern that will require consideration and management. • Security: Security of Internet voting and fraudulent activity is always an expressed concern. Technical protective measures decrease the likelihood and effectiveness of these threats. Proper testing and auditing throughout the various implementation phases also serves to protect the voting system from external threats. Internet voting platforms utilize the same stringent access methodologies and encryption principles which protect internet banking sites and Electronic Medical Records (EMR) systems. Although there have been documented cases of malicious attempts designed to comprise an online voting system, there are no known controverted elections resulting from the use of an internet voting channel. • Voter Identification: Validating the identification of voters is another concern often noted. As a result, voter authentication practices commonly exist as part of any online voting system and can be customized to include use of personalized security questions, CAPTCHA challenges, and/or unique identification codes (e.g. "vote- TANs"). There are also procedural controls in place to authenticate potential electors. For example, only electors on the voters' list receive credentials which can be used to register to vote and/or vote online. An individual may be added to the voters' list but first must validate their identity by submitting an acceptable form of personal identification to a designated Election Official. • Notwithstanding the process to validate the voters' list and the various techniques noted above, it will always be more difficult to validate voters using an unsupervised voting method. That is not to say that supervised voting methods are infallible in this regard, only that the prospect of abuse is greater in an unsupervised voting channel. That said, Section 89 of the Municipal Act is applicable in that the legal responsibility of upholding the integrity of the voting process rests with the voters themselves. Important to note that fraudulent voting is a crime and is subject to prosecution. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 10 of 25 Page 195 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Internet voting products have continued to develop in response to common concerns expressed about the technology or the associated processes, some products have the capability to create ballot images representative of the online ballots which are submitted. If a manual recount is ordered, these images can then be physically produced and run through tabulators along with manually marked ballots. Regardless of the voting method(s) used in an election, risk cannot be eliminated, rather it must be mitigated. • Potential Interruptions in Internet Services - Back-up plans and redundancies must be put in place in the event of an interruption in internet services during the voting period. As the voting period occurs over a number of days, there are many opportunities for electors to cast their ballot, should they experience a service interruption. The following back-ups and redundancies would be put in place to mitigate any service interruptions: o Service interruptions during advanced voting - Due to the length of advanced voting, any interruptions in service due to internet outages are mitigated as electors can chose to cast their ballot anytime during that period. An extended interruption is highly unlikely, and in that event, electors would have the choice of casting their ballot via telephone voting. o Service interruptions on Election Day - A service interruption on Election Day would need to be treated differently than during an advanced vote. If the interruption is short and earlier in the day, no remedial action would need to be taken. Should an interruption last an hour or more or be after 4pm, the Clerk would need to determine if voting hours should be extended. The Clerk has legislative authority to extend voting hours for any purpose deemed as an emergency. As an example, if a service interruption took place for 2 hours on the afternoon of Election Day, it would be appropriate for voting to be extended by 2 hours. • Back-up plans for the voting location would include: - Use of "hot-spotting" cellular data to the tablets used for in-person internet voting to ensure electors attending the polling location are able to cast their ballot in the event of an internet outage. - Promotion of telephone voting, with back-up phones for electors who are attending in-person. It is important to note that an internet service disruption would also affect an in- person traditional paper election, as access to the voters list (to ensure the elector has not already voted and additions/amendments to the voters list) requires access to the internet. Without an internet connection, in-person traditional paper voting would also need to be stopped and the above mitigating measures would be taken into consideration, including the extension of voting hours. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 11 of 25 Page 196 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... 2018 Municipal Election Experience — Connectivity Issues with Dominion Voting The service provider used by many municipalities in 2018 experienced a significant technical issue in the closing hours of the election, resulting in Oro-Medonte extending the voting period for an additional day. These issues were a result of a limit placed on incoming voting traffic by the Internet Voting Provider's third-party server, that was roughly 1/10th of the system's designated bandwidth. As a result, voting was not available for 90 minutes on final Voting Day. Unfortunately, this technical issue may have a negative impact on the public's perception of Internet voting, despite this being a specific issue relating to bandwidth, which had no effect on the integrity of the election or elector's personal information. As a result of the election voting disruption caused by the vendor, the Township received a discount of 20% off the service costs from Dominion Voting Services. The security of internet voting has always been a factor when considering the voting method, and staff recognize that there will always be some level of risk to manage with this method of voting. As technology is enhanced\changed, internet voting providers are continually evolving their systems, offering the highest standards in end-to-end ballot encryption and system securities. Clerk's Division staff, in consultation with our IT staff will ensure security is of utmost importance when selecting a vendor, In addition to the above noted discount, members of Council referenced that the 2018 contract limited recovery in the event of an issue and did not provide the extra data that was supposed to be in the contract, such as, who votes, age of voters, days votes were cast, method used by voters. This was information Council indicated candidates would require to make decisions and requested this gap be looked at for future contracts. While staff can ensure that the requested information is included in the contract, the Voter's List is provided by MPAC and utilized through Data-Fix Voter View, not the voting equipment software. Every effort will be made to ensure a comprehensive contract is established with all elections vendors/suppliers. As outlined in this report, changes have been made to the voter's list real time strike outs as voters cast their vote. Candidates can be provided a link to access the real time Voter's List for greater focus on electors who have not yet voted. As noted in the October 13t", 2021 report, hosting a hybrid election as recommended in Option #1 and outlined in Option #2, equates to staff running two separate elections. However of the hybrid options, Option #1 this would be the least labour intensive as the internet would be the primary voting option used with telephone and paper ballot on request as secondary options to ensure each voter is provided the desired option in which to cast their vote. In addition to the recommended Hybrid - In-person Electronic and Remote Internet /Telephone Voting with paper ballot/tabulator on request method, there are three Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 12 of 25 Page 197 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... additional methods that Council were advised of in the October 13, 2021 staff report as follows.. Option # 2 - Hybrid Method — Internet/Telephone Voting and Paper Ballots with Tabulators This combination was pursued by quite a few municipalities in the 2018 Municipal Election as a way to provide a balance of voting options. As previously noted above, the Township of Oro-Medonte provided this combination of voting options in 2018; however, the majority of electors used internet/telephone voting vs paper ballots at polls (6,397 vs 1 ,359). This average of internet/telephone voting vs poll participation generally held true across the municipalities that provided two voting options. Staff are very familiar with this process. However, given the number of voters favouring internet voting in the 2018 election, increased understanding relative to use and comfort in technology since COVID-19, as well as the opportunity for cost saving with the in- person electronic voting experience and Paper Ballot/Tabulator on Request option, staff are recommending Council support of the enhanced hybrid option, through Option #1 - In-person Electronic and Remote Internet /Telephone Voting with Paper Ballot/Tabulator only on Request for the 2022 election. This eliminates the need to pre-print ballots for each ward, that may go unused which would be cost prohibitive. In Option #2 - Hybrid Method — Internet/Telephone Voting and Paper Ballots with Tabulators, if a voter chooses to not vote online, and arrives at a voting location with their voting information, they would be provided with a pre-printed paper ballot, and proceed behind a voting screen to vote. The paper ballot would then be tabulated onsite. Staff would be on hand to deal with any voter registration issues and provide voting assistance. As noted above, hosting an election via this Hybrid method equates to staff running two separate elections. Pros • Improvements Post 2018 - election vendors have made improvements to the administration of a hybrid voting method with a live/real-time sync of who has voted, eliminating the concern that people could try and vote twice. • Flexibility - Hybrid voting models do provide flexibility for the voter; however, they also result in higher election costs in order to ensure their proper administration due to two voting systems being run simultaneously. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 13 of 25 Page 198 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Cons • Hybrid Election Method - Any of the hybrid voting models equates to staff running two separate elections at the same time. • Double the work - Due to the processes, manuals, training, auditing, advertisement, education for electors being two separate individual processes for internet/telephone and pre-printed paper ballots with tabulator systems this may impact staff's ability to attend to other election and divisional responsibilities. • Short timelines - the shorter nomination period essentially compacts the work functions required for an election into a much shorter timeframe, such functions include due dates for manuals, ordering and review of ballots/proofing of various documents and testing of the systems. • Budget - costs associated with a hybrid election would be extensive due to cost of equipment and supplies required and election staff resources. • Accessible voting locations - finding accessible voting locations within the Township is a challenge, as facilities used in the previous elections do not meet the accessibility requirements. School facilities may also be a challenge to engage for public health reasons. • Public Safety - as noted earlier in this report, the COVID-19 pandemic remains a cause for concern in Ontario. As we look ahead to the 2022 Municipal Election and acknowledge the uncertainty COVID-19 presents, the use of paper ballots may require more safety protocols and more staff resources to ensure those safety protocols are adhered to, due to the increase in supplies and equipment being utilized. • At the time of this report, many of the COVID-19 pandemic health and safety protocols are still in place. While Ontario moves towards a complete reopening a sample of safety measures that could be implemented regionally or locally depending on outbreaks/case counts could include: • capacity limits and/or physical distancing requirements (percent and/or hard caps) • requirement for proof of vaccination, • reduced gathering limits etc. Given the fear and uncertainty that the pandemic has created in addition to the measures that still could be implemented in the event of an outbreak, public health measures should still play an integral role in determining the selected voting method. The Simcoe Muskoka District Health Unit will need to be consulted prior to the election to ensure proper protocols are put in place, pertinent to the public safety risks at that time, as it is anticipated that many necessary but stringent public health measures may still need to be applied to each voting method i.e. sanitation of voting stations, supplies Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 14 of 25 Page 199 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... and materials, distancing, etc. could cause congestion with traditional voting as accessible locations are limited within the Township. In addition to the cost of the equipment and service provision for internet voting system detailed above, this option does not include the costs of advertising, poll rentals, tabulator rentals, pre-printing of ballots, health & safety measures and external staff, if required. This option is anticipated to cost in the order of $90,000 to $100,000. Option #3 - Vote by Mail Vote by Mail is a unique system created by Canada Post many years ago with the intent to make it easier for remote communities to vote and was the preferred alternative method offered for the Federal Election in September 2021 . With this system, voters receive a voting kit which contains a voter declaration form, ballot, secrecy envelope and return envelope. Voters would complete their ballot and then place it in the secrecy envelope. They would then sign the declaration form, and put it with the secrecy envelope in a pre-paid return envelope. Returns are collected into ballot boxes, and starting a week out from the election a small election staff will open the return envelopes, mark the voter off the voting list as having voted, and then place the still sealed secrecy envelope containing the ballot into a new ballot box thereby eliminating any link between the voter and their ballot. These ballots remain in their secrecy envelopes until Election Day. On Election Day these ballots are taken to a secure location where they are removed from the secrecy envelope and tabulated. With this system, voting can occur over a four week period from the date that the voting kits hit the mail system up until Election Day. The voting kit clearly identifies a 'drop date' by which completed kits must be put into the postal system for Canada Post to guarantee delivery. Staff would work with local Canada Post staff to ensure that any returns placed at the local postal office are collected immediately after the 'drop date' to ensure that they are received on time. In addition, a voter assistance kiosk would be set up at the voting location for any voter to access. It is anticipated that equipment and service provision for Vote By Mail would cost in the order of $75,000 to $85,000 plus the additional election costs for advertising, staffing resources, printing of voter kits, etc. For this method, only in-house staff would be required to open, separate the declaration form from the secrecy envelope and scan the declaration form to strike the voter from the voters list. As with any alternate voting method, there would be additional costs related to communication, outreach and advertising above normal statutory advertising and these costs are unknown at this time. Staff are not recommending this method, even if offered as a hybrid option, it would be more cost prohibitive with the printing, mailing and returning of voter kits, as opposed to the paper ballot/tabulator on request option recommended as a hybrid alterative in option #1 above. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 15 of 25 Page 200 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Pros Convenience —Voting kits are mailed to all electors at their preferred mailing address and electors are able to vote from the comfort of their home. This alleviates most public health concerns related to COVID-19. • Processes —Vote-by-mail eliminates the need for proxy voting and in-person voting which saves staff time, resources and planning for these processes. Cons • Security from the public's perspective — Vote-by-mail presents the possibility of forged ballots or mail fraud such as opening or tampering with the mail or altering ballots. Although these concerns are limited, over the years this method has been cause for concern from the public perspective. • Resources — Vote-by-mail can get expensive considering the cost for postage x 2 (mail out and return of vote by mail kits) and education campaigns required to ensure electors are aware of how to register to vote and how to vote using this method. • Potential Barriers — Vote-by-mail requires a more extensive timeframe to get the voting kits mailed out while ensuing enough time for the ballots to be returned by Election Day. For example, a barrier is created when non-resident voters who may not receive their voting kit and are unable to pick one up prior to Election Day. • Effects on Campaigns — Voters may feel pressure to complete their ballot so they can be mailed back in time which would affect the campaign period, there would be little value in candidates campaigning close to Election Day. Option #4 - Traditional Paper Ballots at polls, with Tabulators This is the most traditional voting method. Electors receive a voter notification card with their polling location and attend a local polling station in order to cast their vote. The vote is then tabulated onsite which does deliver election results in a timely fashion at the close of the vote. This is considered the most restrictive voting option, as voting is fixed to polling locations during set hours that often may not meet the needs of all voters and is not as accessible as other methods. Proxy voting has been viewed as the option for those to vote when they cannot themselves attend a poll; however, while proxy voting is permitted, this system relies on one voter trusting someone else to cast their vote for the candidate of their choice and does not allow the voter to cast their own ballot. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 16 of 25 Page 201 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Pros • Familiarity - The traditional vote in-person method is the most familiar to electors and is used in various government elections, for example the recent 2021 federal election. • No additional communications - As most residents are familiar with this method, it would require minimal education or instruction throughout the process. • Trusted method - Offering a secure and monitored location for electors to cast their ballot, this method is the most trusted by electors. Polling stations are monitored by municipal staff, volunteers, and scrutineers, to ensure all votes are cast in a secure environment and that all ballots are accounted for in a controlled process. Cons • Resources — Voting in-person requires significant staff time and resources during the election. This option requires the largest number of election staff, and equipment with an estimated cost in the order of $80,000 to $85,000, plus regular elections costs such as advertising, poll rental, health & safety measures etc. It is important to note that there were 74 election staff required for the 2014 traditional paper ballot election at a cost of $17,806.00., which is not considered in the costs noted above. • Vaccination protocols — as noted above, this method requires significant election staff. The Township's vaccination policy/protocols must be adhered to if still in place. Vetting approximately seventy-five (75) election personnel for proof of vaccination would be labour intensive and may further reduce/restrict the number of personnel who will agree to work the election. • Less accessible — Voting in-person is the most restrictive voting option as it requires fixed polling locations during set hours which may not meet the needs of electors. Those who are unable to easily leave their home due to mobility issues, transportation issues or simply due to work/life schedules may have a hard time voting. This can contribute to lower voter turn-outs and disengagement of the community with its election process. Proxy voting is an option where an elector can allow someone else to vote on their behalf if they cannot attend the polling location themselves. This system relies on the elector to trust someone else to cast their vote for the candidate of their choice and may not be a favourable option for some. Proxy voting is complex and requires the elector to complete a form, witnessed by a Commissioner of Oaths and then brought to the voting location by the proxy. For these reasons, this method could result in barriers for some electors. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 17 of 25 Page 202 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... • Accessible polling locations — staff have reviewed the accessible polling locations within the Township and confirmed this will be a significant challenge, as some facilities used in previous elections do not meet the accessibility requirements. Access to school facilities is reportedly a challenge due to public health reasons and the inability to schedule professional development for students on the day of the election. The municipality is required to submit an accessibility report to the Province, post-election, outlining how an accessible election, was provided. In order to achieve this while utilizing this methodology, electors may be required to travel longer distances to an accessible voting location that may be outside of their ward. • Time change — polls close at 8.00 p.m. and with the spring\fall time change, adequate outside lighting at voting locations may be another issue to consider from a safety and accessible standpoint and potential cost. • Safety Protocols — In light of COVID-19, planning for public health measures may be required now and into the future. If traditional paper ballot is the only option provided, these requirements maybe significant given the magnitude of electors to be accommodated for example, directional signage, physical distancing measures/line ups outside of a facility, mask requirements, individual pencils for marking ballots, sanitization of the voting booths and capacity limitations at the polling locations. It is always a challenge to obtain election workers, the pandemic along with vaccinations protocols may further deter election workers from applying. Electors may also be uncomfortable to attend in person voting going forward, due to the heightened public health concerns created by the COVID-19 pandemic and despite every attempt to eradicate the virus, cases continue to increase. Staff are not recommending traditional paper ballot with tabulators, due to the challenges with obtaining skilled election personnel resources, limited supply of tabulators, previously discussed above, restricted accessible voting locations and vaccination protocols under the Township's vaccination policy, that may still be required. Finally, this method could require election staff of approximately seventy-four (74) to adhere to vaccination policy protocols. Guiding Principles Evaluation • Maintaining the secrecy and confidentiality of the voting process and individual votes, • Providing an election that is accessible to the electors, • Providing an election that is fair and non-biased, • Ensuring the integrity of the process is maintained throughout the election, • Ensuring the results of the election reflect the votes cast, and that valid votes be counted, and invalid votes be rejected so far as reasonably possible, and • Ensuring voters and candidates are treated fairly and consistently. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 18 of 25 Page 203 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Voting Method Secrecy Accessible Fair Integrity of Fair Results Confidentiality process treatment Reflect Valid unbiased for Voters and invalid and Votes Cast candidates In person V/ V/ V/ V/ V/ V/ electronic and remote internet/telephone Voting with Paper Ballot/tabulator on request Hybrid Voting Method Internet/Telephone Voting and Paper Ballots with Tabulators Vote by Mail with v/ �/ �/ Security Shorter Tabulators perception campaign by public time 4. Traditional Paper �/ Accessible Less so �/ Potential Ballot with restrictions due to restrictions Tabulators for voters, accessible due to locations, items accessible public restrictions safety Costing Estimates Comparison Chart — All Voting Methods Voting Method Approx. Cost Recommended - Hybrid Model: In-Person Electronic and Remote Internet/Telephone Voting with Paper Ballot/Tabulator only on Request $60,000 to 70,000 Hybrid Model: Remote Internet/Telephone and Traditional Paper Ballot with Tabulators $90,000 to $100,000 In Person: Traditional Paper Ballot with Tabulators $80,000 to $85,000 Vote-by-Mail $75,000 to $85,000 Additional costs for advertising/promotional materials (pens/styluses), statutory notices in newspapers, health & safety measures, lieu time for staff to attend various events to promote the election/voters list/ prior to advanced voting are not included in this figure. These additional costs are estimated to be approximately $25,000 to $35,000. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 19 of 25 Page 204 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Advertising will be increased to ensure early and timely communications with respect to Voter Look Up, Voting information, election information to avoid misinformation, third party advertising information, etc. Safety protocols and additional supplies are included in the above estimate. It should be noted that the numbers provided within this report are estimates only. Final pricing would be confirmed once the voting method has been determined. Financial / Legal Implications / Risk Management: An annual allocation is made to the election reserve. Going into the 2022 year the balance of the Election Reserve will be approximately $160,000. As such, it is anticipated that there would be no negative impacts to the budget and all funds needed for the 2022 Municipal Election would be covered by the current balance of the Elections Reserve. Any remaining funds will be kept in the reserve for future elections. Policies/Legislation: Municipal Act, 2001, as amended Municipal Elections Act, 1996 2021/2022 Budget Corporate Strategic Goals: • Modernize Township Services o Improve Delivery Services Consultations: Simcoe County Clerks Local Clerk's Election Group Deputy Clerk Former Clerks Reports Election Suppliers Attachments: Appendix A - Voting Method Details Appendix B - Report 2021-24 — re: Municipal and School Board Voting Method Options (For Information Only October 13, 2021) Appendix C - Report 2019-05 — re: 2018 Municipal Election Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 20 of 25 Page 205 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Conclusion: Staff are recommending Option #1, as the most accessible, accommodating and cost effective alternative voting option method for the upcoming 2022 municipal election. Option #1 - Hybrid Voting Method - In person electronic and remote internet/telephone Voting with Paper Ballot/tabulator on request. Option #2 - Hybrid Voting Method - Internet/Telephone Voting and Paper Ballots with Tabulators. Option #3 - Vote by Mail with Tabulators. Option #4 - Traditional Paper Ballot with Tabulators Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date: Donna Hewitt, Director Corporate Services November 16, 2021 Robin Dunn, November 19, 2021 CAO Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 21 of 25 Page 206 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Appendix "A" Voting Methods Review — How each voting method works Internet Voting: Internet voting can be conducted in the following ways: • remotely, from the comfort of someone's home, work or other location using their personal computer, tablet or smartphone anywhere there is an internet connection. • within a physical voting location supervised by election workers on an electronic device (tablet or computer). • A combination of the above methods. To vote online, a voter enters the website address provided on their Voter Information Letter into a web browser on a computer, tablet or smartphone to go to the secure internet voting website dedicated to the municipality. They will first register to vote online, which requires that they enter the unique voter ID and PIN provided on their voter notification card and verify other personal information to confirm their identity. This usually asks for the voters' birthdate. This automatically checks that they are eligible to vote if all information matches the voters' list. The voter will be asked to accept a voter declaration statement indicating that they are aware of offences and penalties under the Municipal Elections Act and that they are not committing fraudulent or corrupt acts by voting. The voter then receives their ballot. Instructions are provided on how to mark and navigate from one race to the next. Once the voter has completed all races on the ballot, they are presented with a confirmation screen which provides an overview of how each race is marked and shows any warning messages if the voter has left any races blank, under-voted or over-voted. This is an opportunity to update the selections. Once everything is marked as intended, the voter clicks the `cast ballot' button. If the voter is disconnected before selecting `cast ballot', their voter credentials are still valid. They simply have to re-log in to the internet voting system and would begin marking a blank ballot again. The ballot is only cast when the voter provides final confirmation to cast it at the very end. When a voter casts their ballot online, the ballot is sent through an encrypted channel to secure servers. Ballot information is encrypted to protect the information on the ballot and hash coded to ensure the ballot is not altered by malicious intent before reaching the election servers. Once at the application servers, the integrity of the information is then verified one last time against business rules then the ballot is stored on secure servers. It is stored with an electronic audit trail that can be used to audit, investigate or conduct a recount if needed. This includes the storing of IP addresses for auditing purposes should there be concern of fraudulent voting. Once a ballot is cast the voter is struck off the voters' list and cannot receive another ballot online or at an in-person voting location. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 22 of 25 Page 207 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Telephone Voting Telephone voting is an alternative voting method which allows voters to complete a ballot using any point-to-point telephone connection. Qualified electors on the voters' list receive a Voter Information Letter containing instructions on how to dial in to access the system as well as how to navigate the audio ballot. Most interactive telephone voting systems rely on the voter to interact with the audio ballot by way of dialing on the keypad in relation to response requests, however, the potential exists to use voice activated responses to navigate and complete an audio ballot. After voting selections have been made for each office, the voter is prompted to review their decisions and continue on. Once the ballot is completely "marked" by the voter, they are then asked to review their selections prior to submission. Once submitted, the respective data is transferred to a secure server which effectively separates the voters' identity data (name, phone number etc.) from their ballot data. The former serves as the master voters' list identifying, in real-time, those electors who have voted and the latter represents pending results which are not tabulated until the end of voting day. Telephone voting is most commonly employed as part of a multi-channel voting solution in conjunction with remote internet voting. Telephone voting provides for an enhanced level of convenience as it allows voters to cast their ballot remotely from anywhere they have access to a phone line at any time within a defined voting period. A telephone-based system is also better able to fully qualify voter intent through use of automatic controls. In other words, the system could be programmed to disallow a voter from proceeding to the next office if their current selection resulted in an over-vote. This all but eliminates unintentional spoiled ballots, a control which can also be engaged on vote scanners/tabulators. One of the most commonly cited concerns regarding telephone voting has been that it can take a significant amount of time to navigate through and complete an audio ballot. A ballot for a local municipality in Ontario can consist of a multitude of offices with which to vote including municipal candidates and school board candidates. Depending on the number and sequencing of selections and the review options engaged, a lengthy audio ballot can even serve to disengage and confuse voters. Furthermore, the clear pronunciation of candidate names can be a challenge if call quality on either end is compromised. Other documented issues relate to network congestion as the host telecommunications system must be able to support call volumes that are often difficult to predict. As with most technology solutions, the overall cost of telephone voting can fluctuate based on the scale and composition of the system. Often, the largest contributor to cost in this regard relates to the capacity of the system to be able to support high volumes of traffic and its ability to provide for an adequate backup system. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 23 of 25 Page 208 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Traditional Paper Ballot with Tabulators In the lead up to the election, voters receive a Voter Information Letter advising them of voting locations, voting dates, how to cast their ballot and identification requirements. Voting can take place at an advanced voting location(s), and at voting locations on Election Day. Advanced voting locations are generally scheduled within the 2 weeks leading up to Election Day and are established by the Clerk. Having advanced voting locations provides voters who are not available on Election Day the opportunity to vote, and it also alleviates the number of persons visiting voting locations on Election Day. Upon entry to the voting location, election staff will view an elector's Voter Information Letter along with acceptable identification. If satisfied that the elector is eligible to vote, the election staff will provide them with a paper ballot and direct them to a privacy screen to mark their ballot. Once marked, the elector will insert it into a tabulator that records their vote on an internal memory card. Upon the close of polls, all memory cards are securely brought to a central location and collated to determine election results. Unofficial results are certified by the Clerk and the successful candidates announced. Vote-by-mail The vote-by-mail method requires vote-by-mail kits that contain a ballot, secrecy folder, voter declaration card and a return envelope with postage pre-paid, to be sent to each elector listed on the final list of electors, several weeks in advance of election day, approximately one (1) month. Once received, a voter would mark their ballot and seal it inside the secrecy envelope provided in the vote-by-mail kit. They would also sign their voter declaration card and mail it/deliver it along with the secrecy envelope back to the Administration Centre using the provided return envelope. The voter declaration card acts as an affidavit or solemn oath and must be signed in order for the ballot to be counted. When election officials receive the returned envelope, they will open the vote-by-mail package and separate the voter declaration card from the ballot, which is kept secret and sealed in the secrecy envelope. Election officials review and scan the voter declaration card to automatically strike that voter off the voters list. This is completed in pre-scheduled sessions with candidates appointed scrutineers in attendance to view the process. This is an important step to ensuring a secure voting process by verifying the details on the voter declaration card and confirming that the voter is struck off the voters list at the time the mailed ballot is received. They will take the secrecy envelope containing the ballot and place it in a ballot box for safe keeping until Election Day. At the end of the session, the ballot box will be sealed and all scrutineers in attendance initial or sign the seal. At the next scheduled session, the sealed ballot box is inspected by the scrutineers and then opened for the addition of more ballots. This process is repeated as necessary leading up to Election Day. Multiple ballot boxes may be used for this process as they start to reach their capacity. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 24 of 25 Page 209 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... If the voter declaration card is not signed, the ballot cannot be accepted or counted. These vote-by-mail packages will be separated out and securely stored should candidates or scrutineers wish to review this decision at the time of vote counting. On Election Day, tabulators will be deployed at the election office. At the start of the scanning process, a report will be run to demonstrate to all officials and scrutineers that the results database is empty, and all candidate totals are zero. Secrecy envelopes containing ballots, which are anonymous and separated from anything identifying the voter, would then be opened. Ballots would be flattened and stacked in batches by election staff, and the batches would then be placed in the feeding trays of the tabulators. After the close of voting locations on Election Day, the vote by mail results would be counted and announced at the same time as unofficial results on election night. Corporate Services Date November 24, 2021 Report No. CS2021-31 Page 25 of 25 Page 210 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Report lownship of Proud Heritrage, Exciting Future Report No. To: Prepared By: CS2021-24 Council Yvonne Aubichon Meeting Date: Subject: Motion # October 13, 2021 2022 Municipal and School Roll #: Board Election Voting Method R.M.S. File #: Options Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2021-24, presented by Yvonne Aubichon, Clerk be received for information only. Background: While other important information pertaining to the October 24, 2022 municipal election will be forthcoming to Council at a later date, the purpose of this report is to provide information on voting method options. Staff will be bringing back a subsequent voting method recommendation report for Council's consideration. The Municipal Elections Act (MEA) provides clerks with significant authority and/or responsibility to create and implement any policies and procedures that are necessary to conduct an election in a manner that reflects the principles of the Municipal Elections Act, 1996 (MEA) and its Regulations. These principles are recognized as: • Maintaining the secrecy and confidentiality of the voting process and individual votes, • Providing an election that is accessible to the electors, • Providing an election that is fair and non-biased, • Ensuring the integrity of the process is maintained throughout the election, • Ensuring the results of the election reflect the votes cast, and that valid votes be counted, and invalid votes be rejected so far as reasonably possible, and • Ensuring voters and candidates are treated fairly and consistently. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 1 of 12 Page 211 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Section 42(1) of the Act states that: "The council of a local municipality may pass by-laws, (a) authorizing the use of voting and vote-counting equipment such as voting machines, voting recorders or optical scanning vote tabulators; (b) authorizing electors to use an alternative voting method, such as voting by mail or by telephone, that does not require electors to attend at a voting place in order to vote. In 2018, the Township of Oro-Medonte Council approved a hybrid model of online/telephone voting with paper ballot and tabulators. Many Simcoe County municipalities as well as other municipalities from across the Province utilized the internet/telephone voting option. Oro-Medonte's voter turnout at 42.75% was amongst the highest in Simcoe in 2018, with the majority of voters in Oro-Medonte choosing to vote online versus in-person (6,397 vs 1 ,359). This trend was consistent with other municipalities who also offered internet/telephone voting options. According to MPAC, who produces the Voters List, the Township of Oro-Medonte currently has 21,363 eligible electors, with 3,752 being seasonal residents and 17,611 being full-time residents. The 2016 census notes that 65.8% of Oro-Medonte residents are between 15-64 years old, with 18.9% being 65 and older (only 1.5% of which are 85+) and 15.2% being 14 years of age or less. Analysis: All voting methods addressed in this report uphold the Principles of the Act that are outlined in the background section above. #1 In-person Electronic and Remote Internet /Telephone Voting Internet/telephone voting has gained popularity with Ontario municipalities since its introduction in 2003. In 2014, a total of 97 Ontario municipalities used internet/telephone voting. In 2018, that number increased to 194 of the 444 Ontario municipalities or 43.7%. Generally, there has been no definitive evidence that the use of Internet/Telephone voting increases voter turnout. It should be noted that the method of voting is only one of the many factors that can impact voter turnout. If using Internet/Telephone voting in conjunction with another method of voting on final Voting Day, municipalities have noticed a steady increase in those who have decided to vote online. With COVID-19 propelling the use of technology forward across all age groups, it is expected that interest and use of internet/telephone voting will continue to grow for the 2022 municipal election. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 2 of 12 Page 212 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Internet/telephone voting has been used by various municipalities in order to enhance the convenience of voting, to accommodate changing lifestyles and demanding work schedules, and to enhance accessibility for persons who may not be available or able to vote in person. It provides an opportunity to further engage those who may be more inclined to vote from the comfort of their own home or office rather than travelling to a physical voting location. It also presents a viable method to replace voting by way of proxy for those electors who may be away during election time. Similar to any other election, eligible electors will receive a Voter Information Letter (VIL) in the mail, advising them of voting dates, times and voting locations. Included in the Voter Information Letter will be credentials for persons wishing to cast their ballot electronically from their home or work using a computer, tablet or smartphone that has internet access or via telephone using their touchtone home phone or cellular device. In-Person Internet Voting To respect the tradition of in-person voting for those who would still prefer that option, an additional option can be provided in the Voter Information Letter for eligible electors to cast their electronic ballot in-person from an advanced voting location or from a voting location on Election Day utilizing computers/devices available on-site. Those who wish to use this option would be presented with an electronic ballot upon arrival at the voting location and would cast their ballot by marking their selections on an electronic device, as opposed to a paper ballot. Electors can then review their selections and submit their ballot on a user-friendly interface. Election staff would be available to provide any assistance needed and accessibility devices would also be available as required. This service was provided during the 2018 municipal election. Telephone Voting Telephone voting follows the same security process as Internet Voting. Telephone voting relies on the voter to process an audio ballot by choosing their selection on their telephone keypad for each office, i.e. Mayor, Ward Councillor and School Board Trustee, if eligible. After each selection the voter is prompted to confirm their selection. Once their vote is complete, their final ballot is sent to the results reporting system to be calculated. The Voters' List is live during Internet/Telephone voting and automatically updates the voter's information to "voted" once a ballot is cast. This prohibits the person from casting a ballot at a Voting location and then going home to try and vote again. For voter security and privacy, no link can be established between the voter and votes cast. The elector may only access the voting platform during the period when Internet /Telephone voting is "open" for casting ballots. It is anticipated that equipment and service provision for in-person electronic and remote internet/telephone voting will cost approximately $60,000.00 to $70,000.00, plus additional costs for advertising/promotional materials, statutory newspaper notices, staff time, etc. which are not included in this figure. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 3 of 12 Page 213 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Pros • Multiple Ways to Vote: Electors can choose to vote in the following ways: ✓At home or work using the credentials sent in the Voter Information Letter ✓At a library, or any location that has access to Wi-Fi or Internet Services. ✓ In-Person at an Advanced Voting Location ✓ In-Person on Election Day. • Multiple Ways to Vote: Convenient: Electors are provided with a quick, simple, secure and convenient method of voting, while keeping the tradition of in-person voting as an option for those who prefer to visit a voting location during advanced voting or on Election Day. • Public Safety - the COVID-19 pandemic remains a cause for concern in Ontario. As we look ahead to the 2022 Municipal Election and acknowledge the uncertainty COVID-19 presents, the remote option would provide electors with the safest option by which to vote. • Accessible: Electors can vote from the comfort of their home or workplace, while using any accessibility device they require. Those who are unable to easily leave their home due to mobility issues, transportation issues or simply due to work/life schedules can exercise their right to vote quickly, efficiently and at a time when is most convenient for them. • Faster Results: Results would be available shortly after the close of voting on Election Day. • Staffing Resources: This voting method requires minimal additional staffing resources compared to a traditional paper ballot election and subsequent at a significantly reduced cost. • Campaigning for Candidates: With electronic voting, candidates have access to an electronic voters list which provides them with immediate access to who has and hasn't voted. As voters cast their ballot, candidates will see their name stricken from the voters list. This provides candidates with an opportunity to target electors who haven't voted and focus their attention to this group. • Environmental: There would be minimal paper required as there would be no printing of ballots and a reduced carbon footprint due to the reduction of travel to voting locations by electors. Cons Security/Voter Identification/Service Interruption While the above details outline the advantages of this voting method, there are potential areas of concern to manage. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 4 of 12 Page 214 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... • Security: Security of Internet voting and fraudulent activity is always an expressed concern. Technical protective measures decrease the likelihood and effectiveness of these threats. Proper testing and auditing throughout the various implementation phases also serves to protect the voting system from external threats. Internet voting platforms utilize the same stringent access methodologies and encryption principles which protect internet banking sites and Electronic Medical Records (EMR) systems. Although there have been documented cases of malicious attempts designed to comprise an online voting system, there are no known controverted elections resulting from the use of an internet voting channel. • Voter Identification: Validating the identification of voters is another concern often noted. As a result, voter authentication practices commonly exist as part of any online voting system and can be customized to include use of personalized security questions, CAPTCHA challenges, and/or unique identification codes (e.g. "vote- TANs"). There are also procedural controls in place to authenticate potential electors. For example, only electors on the voters' list receive credentials which can be used to register to vote and/or vote online. An individual may be added to the voters' list but first must validate their identity by submitting an acceptable form of personal identification to a designated Election Official. Notwithstanding the process to validate the voters' list and the various techniques noted above, it will always be more difficult to validate voters using an unsupervised voting method. That is not to say that supervised voting methods are infallible in this regard, only to suggest that the prospect for abuse is greater in relation to an unsupervised voting channel. That said, Section 89 of the Act is applicable in that the legal responsibility of upholding the integrity of the voting process rests with the voters themselves. Important to note that fraudulent voting is a crime and is subject to prosecution. Internet voting products have continued to develop in response to common concerns expressed about the technology or the associated processes, some products have the capability to create ballot images representative of the online ballots which are submitted. If a manual recount is ordered, these images can then be physically produced and run through tabulators along with manually marked ballots. Regardless of the voting method(s) used in an election, risk cannot be eliminated, rather it must be managed. • Potential Interruptions in Internet Services - Back-up plans and redundancies must be put in place in the event of an interruption in internet services during the voting period. As the voting period occurs over a number of days, there are many opportunities for electors to cast their ballot should they experience a service interruption. The following back-ups and redundancies would be put in place to mitigate any service interruptions: o Service interruptions during advanced voting - Due to the length of advanced voting, any interruptions in service due to internet outages are mitigated as electors can chose to cast their ballot anytime during that period. An extended interruption is highly unlikely, and in that event, electors would have the choice of casting their ballot via telephone voting. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 5 of 12 Page 215 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... o Service interruptions on Election Day - A service interruption on Election Day would need to be treated differently than during an advanced vote. If the interruption is short and earlier in the day, no remedial action would need to be taken. Should an interruption last an hour or more or be after 4pm, the Clerk would need to determine if voting hours should be extended. The Clerk has legislative authority to extend voting hours for any purpose deemed as an emergency. As an example, if a service interruption took place for 2 hours on the afternoon of Election Day, it would be appropriate for voting to be extended by 2 hours. • Back-up plans for the voting location would include: - Use of "hot-spotting" cellular data to the tablets used for in-person internet voting to ensure electors attending the polling location are able to cast their ballot in the event of an internet outage. - Promotion of telephone voting, with back-up phones for electors who are attending in-person. It is important to note that a service disruption would also affect an in-person traditional paper election as access to the voters list (to ensure the elector has not already voted and additions/amendments to the voters list) requires access to the internet. Without internet connection, in-person traditional paper voting would also need to be stopped and the above mitigating measures would be taken into consideration, including the extension of voting hours. 2018 Municipal Election Experience — Connectivity Issues with Dominion Voting The service provider used by many municipalities in 2018 experienced a significant technical issue in the closing hours of the election, resulting in the voting period being extended for an additional day. These issues were caused by a limit placed on incoming voting traffic by the Internet Voting Provider's third-party server that was roughly 1/10th of the system's designated bandwidth. As a result, voting was not available for 90 minutes on final Voting Day. Unfortunately, this technical issue may have a negative impact on the public's perception of Internet voting despite this being a specific issue relating to bandwidth, which had no effect on the integrity of the election or elector's personal information. Due to the voting disruption caused by the vendor, the Township received a discount of 20% off the service costs from Dominion Voting Services. The security of internet voting has always been a factor when considering the voting method, and staff recognize that there will always be some level of risk to manage with this method of voting, as technology continually changes; however, internet voting providers are continually evolving their systems, offering the highest standards in end- to-end ballot encryption and system securities. Staff would ensure that security is of utmost importance when selecting a vendor, with consultation from our IT Department. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 6 of 12 Page 216 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... # 2 Hybrid Method — Internet/Telephone Voting and Paper Ballots with Tabulators This combination was pursued by quite a few municipalities in the 2018 Municipal Election as a way to provide a balance of voting options. As previously noted above, the Township of Oro-Medonte provided this combination of voting options in 2018; however, the majority of electors used internet/telephone voting vs paper ballots at polls (6,397 vs 1,359). This average of internet/telephone voting vs poll participation generally held true across the municipalities that provided two voting options. Given the increased understanding, use and comfort with technology, and the option for in- person electronic voting experience, the need for a paper ballot option may be minimal in 2022. In this instance, if a voter chooses to not vote online, a voter would arrive at a traditional election poll with their voting information, be provided with a paper ballot, and proceed behind a voting screen to vote. The paper ballot would then be tabulated onsite. Staff would be on hand to deal with any voter registration issues and provide voting assistance. Pros • Improvements Post 2018 - election vendors have made improvements to the administration of a hybrid voting method with a live/real-time sync of who has voted, eliminating the concern that people could try and vote twice. • Flexibility - Hybrid voting models do provide flexibility for the voter; however, they also result in higher election costs in order to ensure their proper administration due to two voting systems being run simultaneously. Cons • Hybrid Election Method - Any hybrid voting model equates to staff running two separate elections at the same time. • Double the work - Processes, manuals, training, auditing, advertisement, education for electors is done twice, as there are separate individual processes for internet/telephone and paper ballot with tabulator systems. This results in a very labour-intensive process. • Short timelines - the shorter nomination period essentially compacts the work functions required for an election into a much shorter timeframe, such functions include due dates for manuals, ordering and review of ballots/proofing of various documents and testing of the systems. Budget— costs associated with a hybrid election would be extensive due to cost of equipment and supplies required and election staff resources. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 7 of 12 Page 217 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... • Accessible voting locations — finding accessible voting locations within the Township is a challenge, as facilities used in the previous elections do not meet the accessibility requirements. School facilities may also be a challenge to engage for public health reasons. • Public Safety - as noted throughout this report, the COVID-19 pandemic remains a cause for concern in Ontario. As we look ahead to the 2022 Municipal Election and acknowledge the uncertainty COVID-19 presents, the use of paper ballots will require more safety protocols and more staff resources to ensure those safety protocols are adhered to, due to the increase in supplies and equipment being utilized. In addition to the cost of the equipment and service provision for internet voting system detailed above, this option would also add the costs of advertising, poll rentals, tabulator rentals, ballot printing, and external staff. This option is anticipated to cost approximately $93,000.00 to $103,000.00. #3 Vote by Mail Vote by Mail is a unique system created by Canada Post many years ago with the intent to make it easier for remote communities to vote and was the preferred alternative method offered for the Federal Election in September 2021 . With this system, voters receive a voting kit which contains a voter declaration form, ballot, secrecy envelope and return envelope. Voters would complete their ballot and then place it in the secrecy envelope. They would then sign the declaration form, and put it with the secrecy envelope in a pre-paid return envelope. Returns are collected into ballot boxes, and starting a week out from the election a small election staff will open the return envelopes, mark the voter off the voting list as having voted, and then place the still sealed secrecy envelope containing the ballot into a new ballot box thereby eliminating any link between the voter and their ballot. The ballots remain in their secrecy envelopes until Election Day. On Election Day the ballots are taken to a secure location where they are removed from the secrecy envelope and tabulated. With this system, voting can occur over a four week period from the date that the voting kits hit the mail system up until Election Day. The voting kit clearly identifies a 'drop date' by which completed kits must be put into the postal system for Canada Post to guarantee delivery. Staff would work with local Canada Post staff to ensure that any returns placed at the local postal office are picked up after the 'drop date' to ensure that they are received on time. In addition, a voter assistance kiosk would be set up at the office for any voter to access. It is anticipated that equipment and service provision for Vote By Mail would cost approximately $75,000.00 to $85,000.00 plus the additional election costs for advertising, staffing resources, printing of voter kits, etc. For this method only in-house staff would be required to open, separate the declaration form from the secrecy envelope and scan the declaration form to cross the voter from the voters list. As with any new voting method, there would be additional costs related to communication, Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 8 of 12 Page 218 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... outreach and advertising above normal statutory advertising and these costs are unknown at this time. Pros • Convenience — Voting kits are mailed to all electors at their preferred mailing address and electors are able to vote from the comfort of their home. This alleviates most public health concerns related to COVID-19. • Processes — Vote-by-mail eliminates the need for proxy voting and in-person voting which saves staff time, resources and planning for these processes. Cons • Security from the public's perspective — Vote-by-mail presents the possibility of forged ballots or mail fraud such as opening or tampering with the mail or altering ballots. Although these concerns are limited, over the years this method has been cause for concern from the public perspective. • Resources — Vote-by-mail can get expensive considering the cost for postage x 2 (mail out and return of vote by mail kits) and education campaigns required to ensure electors are aware of how to register to vote and how to vote using this method. • Potential Barriers — Vote-by-mail requires a more extensive timeframe to get the voting kits mailed out while ensuing enough time for the ballots to be returned by Election Day. For example, a barrier is created when non-resident voters who may not receive their voting kit and are unable to pick one up prior to Election Day. • Effects on Campaigns — Voters may feel pressure to complete their ballot so they can be mailed back in time which would affect the campaign period, there would be little value in candidates campaigning close to Election Day. #4 Traditional Paper Ballots at polls, with Tabulators This is the most traditional voting method. Electors receive a voter notification card with their polling location and attend a local polling station in order to cast their vote. The vote is then tabulated onsite which does deliver election results in a timely fashion at the close of the vote. This is considered the most restrictive voting option as voting is fixed to polling locations during set hours that often do not meet the needs of all voters and is not as accessible as other methods. Proxy voting has been viewed as the option for those to vote when they cannot themselves attend a poll; however, while proxy voting is permitted, this system relies on one voter trusting someone else to cast their vote for the candidate of their choice and does not allow the voter to cast their own ballot. Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 9 of 12 Page 219 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Pros • Familiarity - The traditional vote in-person method is the most familiar to electors and is used in various government elections, for example the recent 2021 federal election. • No additional communications - As most residents are familiar with this method, it would require minimal education or instruction throughout the process. • Trusted method - Offering a secure and monitored location for electors to cast their ballot, this method is the most trusted by electors. Polling stations are monitored by municipal staff, volunteers, and scrutineers, to ensure all votes are cast in a secure environment and that all ballots are accounted for in a controlled process. Cons • Resources — Voting in-person requires significant staff time and resources during the election. This option requires the largest number of election staff, and equipment with an estimated cost of approximately $80,000.00 to $85,000.00. plus regular elections costs such as advertising, poll rental, etc. Important to note that there were 74 election staff required for the 2014 traditional paper ballot election at a cost of $17,806.00. • Less accessible — Voting in-person is the most restrictive voting option as it requires fixed polling locations during set hours which may not meet the needs of electors. Those who are unable to easily leave their home due to mobility issues, transportation issues or simply due to work/life schedules may have a hard time voting. This can contribute to lower voter turn-outs and disengagement of the community with its election process. Proxy voting is an option where an elector can allow someone else to vote on their behalf if they cannot attend the polling location themselves. This system relies on the elector to trust someone else to cast their vote for the candidate of their choice and may not be a favourable option for some. Proxy voting is complex and requires the elector to complete a form, witnessed by a Commissioner of Oaths and then brought to the voting location by the proxy. For these reasons, this method could result in barriers for some electors. • Accessible polling locations — finding accessible polling locations within the Township is a challenge, as facilities used in the previous elections do not meet the accessibility requirements. School facilities may also be a challenge to engage for public health reasons. The municipality is required to submit an accessibility report to the Province, post-election, outlining how an accessible election was provided. Safety Protocols — In light of COVID-19, planning for public health measures may be required now and into the future. If traditional paper ballot is the only option Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 10 of 12 Page 220 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... provided, these requirements will be significant given the magnitude of electors to be accommodated for example, directional signage, physical distancing measures/line ups outside of a facility, mask requirements, individual pencils for marking ballots, sanitization of the voting booths and capacity limitations at the polling locations. It is always a challenge to acquire election workers, the pandemic may further deter election workers from applying. Electors may also be uncomfortable to attend in person voting going forward, due to the heightened public health concerns created by the COVID-19 pandemic. Financial / Legal Implications / Risk Management: An annual allocation is made to the election reserve. Going into the 2022 year the balance of the Election Reserve will be approximately $160,000.00. As such, it is anticipated that there would be no negative impacts to the budget and all funds needed for the 2022 Municipal Election would be covered by the current balance of the Elections Reserve. Any remaining funds will be kept in the reserve for future elections. Please note the numbers provided within this report are estimates only. Final pricing will be determined once the voting method has been determined. Policies/Legislation: Municipal Act, 2001, as amended Municipal Elections Act, 1996 2021/2022 Budget Corporate Strategic Goals: Continuous Improvement & Fiscal Responsibility Inclusive, Healthy Community Services Consultations: Director of Finance/Treasurer Simcoe County Clerks Local Clerk's Election Group Deputy Clerk Former Clerks Reports Attachments: AMCTO 2021 - How Are People Staying Connected? AMCTO 2021 - Seniors Online - Statistics Canada Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 11 of 12 Page 221 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Conclusion: Staff have provided the following voting options as well as the pros and cons to each method, for Council's information only. This will permit Council the time required to garner feedback from their constituents with respect to the various voting methods available. • In person electronic and remote internet/telephone Voting • Hybrid Voting Method Internet/Telephone Voting and Paper Ballots with Tabulators • Vote by Mail • Traditional Paper Ballot with Tabulators Staff will report back to Council with further details seeking a decision on methodology prior to year-end. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director Corporate Services October 5, 2021 Robin Dunn, CAO October 8, 2021 Corporate Services Date October 13, 2021 Report No. CS2021-24 Page 12 of 12 Page 222 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... 7oa nsh' o f Report Proud Heritage, Exciting Future Report No. To: Prepared By: CS2019-05 Council Karen Way, Clerk Meeting Date: Subject: Motion # May 22, 2019 2018 Municipal Elections Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. CS2019-05 be received and adopted for informational purposes only. Background: The Municipal Elections Act, 1996, as amended, states that the clerk of a local municipality is responsible for conducting elections within that municipality. The 2018 Municipal Elections was held on Monday, October 22, 2018. As the result of a Declaration of Emergency the election was extended for an additional twenty-four (24) hours. Oro-Medonte had a voter turnout of 42.67%, which was higher than the Provincial average of 38.29%. As well, this represented a new voter turnout record for the Township since amalgamation in 1994. The Township of Oro-Medonte Council's included a Mayor and Deputy Mayor positions' who are each elected at large, as well as five (5) ward councillors each elected within their ward. The election included a race for each of the seven (7) positions, and resulted in four (4) new members and one (1) returning with a new position. Analysis: Municipal Elections Act Municipal elections in Ontario take place once every four (4) years. Recent legislative changes with the introduction of the Municipal Elections Modernization Act which came Corporate Services May 22, 2019 Report No. CS2019-05 Page 1 of 12 Page 223 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... in effect in 2016, brought significant changes to the 2018 Municipal Elections. Notable changes included: • Ability to have ranked ballots. • Introduction of registered third party advertisers. • Candidates unable to accept contributions from corporations. • Decreased nomination period. • Potential for a longer lame duck period. • Council term ends on November 14, 2022. Election Method For the first time in Oro-Medonte, qualified voters could cast their ballots by one (1) of three (3) methods: • Internet • Telephone • Paper Ballot Internet and telephone voting were available starting at 9:OOam on Friday, October 12, 2018 straight through twenty-four (24) hours a day until the close of voting at 8:OOpm on Tuesday, October 23, 2018. Traditional paper ballot was originally only available at one of our advance vote locations on: • October 13, 2018 — Township Administration Centre • October 16, 2018 — Big Cedar Clubhouse • October 18, 2018 — Mount St. Louis Moonstone Following the Declaration of Emergency associated with a service provider vendor interruption, in addition to the internet and telephone voting, the traditional paper ballot was also available at: • October 22, 2018 — Township Administration Centre • October 23, 2018 — Township Administration Centre and Mount St. Louis Moonstone As well, internet and telephone voting was available at all paper ballot locations. Except for the challenges provided by the vendor, the vote-by-internet system functioned well. The system was quick, convenient to users, and secure. Voter Help Centres Voter help centres were established to assist voters by providing help such as election information, internet and phone voting terminals, additions to the voters' list, etc. The Corporate Services May 22, 2019 Report No. CS2019-05 Page 2 of 12 Page 224 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Township's Administration Centre had a Voter Help Centre during all regular business hours from October 12 to October 23. On Election Day, October 22, 2018, and the Declaration of Emergency day October 23, 2018, Voter Help Centres were available at the Township Administration Centre and at Mount St. Louis Moonstone. In addition to this, staff provided response to voicemail messages and emails outside of regular Township business hours which were during voting hours. Accessibility Under the Municipal Elections Act, municipalities must report on their efforts to identify barriers that may affect electors and candidates with disabilities, staff's review included the following: • Reviewed accessible voting methods such as internet and telephone. • Assessed election procedures to determine areas of risk with respect to accessibility and developed measures to mitigate or minimize the risk. • Reviewed election procedures with the Township's Accessibility Advisory Committee and discussed methods to meet the accessible needs of the community. • Explored various ways to promote awareness of the proposed election procedures through various media outlets, information sessions, etc. • Accessible Customer Feedback forms were made available to the public to report any barriers to the Township. • Ensuring Voter Help Centres were barrier free. The introduction of internet and telephone voting significantly increased the accessibility of the Township's election practices by enabling people of all abilities to be able to vote anywhere anytime during the advance vote to the close of voting. This enabled individuals to vote from locations and devices of their comfort and that were adaptable to their needs. Voting methods such as internet and telephone provide for individuals to vote from home if they are shut-in or those who may have difficulty accessing public locations. Although the Voter Help Center locations were reviewed to meet accessibility standards, some inaccessible features did become apparent during voting hours such as smooth transition of flooring which will be reviewed when determining any Voter Help Center locations for the 2022 municipal elections. At any time during the voter experience, election staff made themselves available to assist electors when necessary. All election staff were trained on the voting devices and required to take an Oath of Secrecy prior to assisting a voter. As well staff received accessibility training on Township policies including accessible customer service. Corporate Services May 22, 2019 Report No. CS2019-05 Page 3 of 12 Page 225 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Communications and Community Outreach External and internal communication is imperative with every election cycle, and the Township's communication staff provided invaluable work during this time. It was important to ensure consistent branding and messaging on all Township communications. The following mediums were used to provide advertising and communications: • In-person at Events o OK Friday Farmers Market o Movie in the Park o Oro Word's Fair • Township's Website o Dedicated pages and main source of information • Print Communication o Oro-Medonte Community Information Guide o North Simcoe Life o Post card • Radio o Joint ads across the County of Simcoe • Social Media o Facebook o Twitter • Internal Communication o Email newsletter • Traditional Media o News segment interviews Registered Third Party Advertisers (TPA) The changes introduced to municipal elections through the implementation of the Municipal Elections Modernization Act included the establishment of regulations for registered third party advertisers (TPA). The intent of a TPA was to provide for a more open and transparent election process when it came to campaign funds and advertising. Previous elections permitted corporations to make donations to a candidate's campaign, as well, there were no regulations or restrictions for any individual or group to make advertisements about any one or a group of candidates. The regulations surrounding TPAs was to provide for accountability, as a TPA must register with the municipality in which they plan to advertise and are obligated to file financial statements at the conclusion of the election similar to that of a candidate. As this was new to every municipality in Ontario in 2018, Township staff did not anticipate the level of active TPAs in our community with three (3) TPAs; the majority of municipalities across Ontario saw no TPAs. Corporate Services May 22, 2019 Report No. CS2019-05 Page 4 of 12 Page 226 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... In the County of Simcoe, the following municipalities had TPAs: • Township of Adjala-Tosorontio (3) • City of Barrie (3) • Town of Bradford West Gwillimbury (2) • Township of Clearview (1) • Town of Collingwood (1) • Township of Oro-Medonte (3) • Township of Springwater (2) • Town of Wasaga Beach (4) The TPAs Aware Simcoe and Campaign Life Coalition registered in multiple municipalities which produced little to no advertisements despite being officially registered; however Oro-Medonte experienced TPAs that were much more publically engaged than most from across the province. The general public were not aware of the introduction of TPAs within the municipal election process, and overall seemed caught off guard which led staff to produce education material detailing the purpose and responsibilities of a TPA. Better education for the public surrounding TPAs will be important for the 2022 municipal elections. Declaration of Emergency Shortly before 6:OOpm on October 22, 2018 the voting system experienced a load issue caused by a limit placed on incoming voting traffic to the system provided by our vendor, Dominion Voting Systems (DVS). This load issue caused many voters the inability to cast their ballot nearing the close of the election as the voting system could not be accessed; the load issue did not cause a complete stoppage of the system but did cause a substantial slowdown. The Clerk declared an emergency and extended voting for a period of twenty-four (24) hours, which led to the closing of voting a day later on October 23, 2019 at 8:OOpm. During the load issue that occurred between 6:00-8:OOpm on October 22, 2018 the Clerk participated in communications that involved the impacted municipalities province wide, as well as communications with those impacted within Simcoe County. Collectively it was established that a Declaration of Emergency was the appropriate course of action given the circumstances, and many of the 49 municipalities which included all within the County decided an extension for a period of twenty-four (24) hours would be the best course of action. This maintained the integrity of the election and ensured that every voter impacted was given a viable option and time for them to cast their ballot. In an effort to ensure every voter had their right to receive a ballot to vote, staff secured additional resources to permit paper ballot voting during the extended voting hours with the Township's Administration Centre remaining open until 12:00 midnight on the evening of October 22, 2018. The paper ballot option was also made available on Corporate Services May 22, 2019 Report No. CS2019-05 Page 5 of 12 Page 227 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... October 23, 2018 at the Township's Administration Centre from 8:30am to 8:OOpm and at Mount St. Louis Moonstone from 10:OOam to 8:OOpm. During the time DVS experienced a load issue and the Township's subsequent Declaration of Emergency, staff made every effort to communicate with the public, candidates and TPAs to notify of the voting extension, affirming the voting solution was secure and there was no risk of the election being compromised. During the period of 6:OOpm to 8:OOpm on October 22, 2018 staff experienced a significant high volume of calls to the voter help line which they were not able to immediately respond to, however staff ensured each phone call was returned that day and questions answered; by the time many of the calls were returned the load issue had been resolved and voters had been able to access their ballot by internet or telephone and had cast their vote. After the conclusion of the election event, the 49 impacted municipalities collectively discussed the themes of professional integrity, customer service, additional fees incurred, and distress. A small working group of three (City of Greater Sudbury, Municipality of Brockton, Township of Innisfil) formed and were appointed to work with the vendor on behalf of all the impacted municipalities. Throughout November, the working group connected with the vendor in person to relay the various issues provided by the collective group and see a settlement for all. At no time were municipalities required to sign on and accept the terms negotiated. The final offer provided by the vendor was a reduction of service fees by 20%. For Oro- Medonte the fee reduction was $4,549.50 prior to HST calculations. After reviewing with the CAO, the Township accepted this settlement and finalized payment with the vendor. Voter Turnout As depicted in Appendix A of this report, the Township received its highest voter turnout on record at 42.67%. In addition to a race for the offices of Mayor, Deputy Mayor and all ward councillors, coupled with the introduction of internet and telephone voting, electors were able to cast their ballot anytime anywhere, allowing them to vote when it was most convenient for them, this also allowed for 251 hours of scheduled voting time, which is a substantial increase in time compared to previous elections that only utilized a traditional paper ballot for voting. During this election voters demonstrated a preference in their choice of voting method as 5,603 from a total of 7,756 voters cast their ballot by internet; that left the remaining 1,359 to vote by paper ballot and 794 to vote by telephone. Corporate Services May 22, 2019 Report No. CS2019-05 Page 6 of 12 Page 228 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Budget Implications Staff made every effort to ensure the 2018 municipal elections did not exceed the budget of $100,000 and actively explored cost saving options. Allocations were made for the following election costs: • Service Provider • Remuneration • DataFix • Supplies • Advertising • Mileage • Voting Location Rentals Cost savings were achieved through the following avenues: • Reduction of voting locations • Utilizing Township staff for Voter Help Centers • Rental of tabulators from Elections Ontario • Reduction from two (2) to only one (1) voter notification letter Due to the voting disruption caused by the vendor, the Township received a discount of 20% off of service costs from DVS. The final election budget expenditure totaled $69,645.42, well within the approved Township 2018 election budget allocation. Although Township staff were able to achieve significant cost savings for the 2018 municipal elections, it would be beneficial to have increased communications and advertising for the public to promote the elections, updating the voters' list, and provide information to residents of regulations that impact them such as TPAs. Summary A record number of 7,756 engaged residents cast their ballot in the 2018 municipal elections to elect their Members of Council and School Board Trustee. Candidates also exercised their rights with the appointments of scrutineers who were able to watch the voting and tallying processes; positive comments to staff were often forthcoming from scrutineers about the efficient voting processes implement. Despite the Declaration of Emergency, which caused an obvious frustration for all, voting was continuous, user friendly, and provided opportune time to vote. The date of January 28, 2019 passed without note, which was the last date for an individual to make an application claiming a controverted election. As a whole, staff received comments from the public about the easy and convenient options to vote. Corporate Services May 22, 2019 Report No. CS2019-05 Page 7 of 12 Page 229 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Financial / Legal Implications / Risk Management: Funds will continue to be transferred to reserves annually to ensure adequate funds are available for the 2022 municipal elections. Policies/Legislation: • Municipal Elections Act • Municipal Act Corporate Strategic Goals: • Continuous Improvement & Fiscal Responsibility • Enhanced Communications & Customer Service Consultations: • Deputy Clerk • Director, Corporate Services Attachments: • Appendix A — Historical Voter Turnout • Appendix B — Percentage by Vote Method • Appendix C — Voter Turnout Corporate Services May 22, 2019 Report No. CS2019-05 Page 8 of 12 Page 230 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Conclusion: Despite the need for the extension of voting due to the load issue with DVS, the Township saw the highest voter turnout and staff are pleased with this outcome. Various feedback was provided by the community and this will be taken into consideration for any recommendations coming forth for the 2022 municipal elections. Respectfully submitted: Karen Way Clerk SMT Approval / Comments: C.A.O. 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Appendix B — Percentage by Vote Method ■ Internet 72% Paper 18% Telephone 10% Corporate Services May 22, 2019 Report No. CS2019-05 Page 11 of 12 Page 233 of 306 10.h) CS2021-31 , Yvonne Aubichon, Clerk re: 2022 Municipal and School Bo... Appendix C — Voter Turnout ■Advance Vote 68% Election Day 22 % Emergency Extension 11% Vote Period Date and Time Frame Advance Vote October 12 at 9:OOam to October 21 at 8:OOpm Election Day* October 21 at 8:OOpm to October 22 at 8:OOpm Emergency Extension October 22 at 8:OOpm to October 23 at 8:OOpm *Calculated as per the last twenty-four (24) hour period of voting. Corporate Services May 22, 2019 Report No. CS2019-05 Page 12 of 12 Page 234 of 306 d Dunn, CAO re: Updzite on COVID-19 Actions. J-011 Uj W J0 . Q Ow � U r ,4 Y' a w i Qt •,t ' C O�t if C Ov ti CL N O N N L E 0 Z Page 235 of 306 11 .a) Robin Dunn, CAO re: Update on COVID-19 Actions. CL w ._ � U O 2:N — - ♦"� a= CL i cn 0 oCu v .� E O .- .� a) 4-0 a� U U O N 0) to U }, � O CN E > N N Cu L O +� U > -0 0 CU I-z C: 0)O = C 0 0 L o '� te a' Q n Cu 0 mj � O m LM a) L- 5; 0 a) -FU N pa) M � >' o 0 C) a E � � a)cv 4- O •� Cu NEE :3M a U r N O 0- a) .� -0 , Cu T o QL � U •O O a) •— -O cn O U � � to • • • 0 c� cU V 0 � O� A Page 236 of 306 11 .a) Robin Dunn, CAO re: Update on COVID-19 Actions. 75 �• la x > Iz- U � Q O U Q U > (1) - (D O ♦= � cn � . . � � can 0) 4-0 '� L .E- � .� CV a=-, V NO O O L6 CY) L— O 4-0 a) C� Q U) 0 -0 (6 0) � '� O U 0 z a) 00 : m V (5 -0 O � • Page 237 of 306 11 .a) Robin Dunn, CAO re: Update on COVID-19 Actions. N r a) CL E00 � '— U U C: a) a)a)�O Q � i ELM � o � U) o � � � ° o > o � `/)0 0 o o � v � L . � a) QL CU (U ° C a U) 0 Q Q .C: 0) U 4-0 — a) U > 0 a) ° (.) SUE U Cu CU -0 p 4- U QCU V_ 0) 0 � � ° '� '� O -0 Q N >, Q D) u) — O a) FEE Page 238 of 306 11 .a) Robin Dunn, CAO re: Update on COVID-19 Actions. O k s � OC � U a) � o 0- (M) o ._ O O a 0 -0 o o Q � O_ -0 O -1r CuC O C) CU ._ Cu C> >. -_ C) U U Cu > Oo SUN oti CU N U � � (u E O a)� U Q2O • Page 239 of 306 11 .a) Robin D n, CAO re: Upda#&on COVID-19 Actions. rm cO - �_ U _0 E � � a) k w (U L � c m O E CO> a) to O i L > •� a) a) �..rQL U O `� to ._ z O a) O a0 > O - U N N N O -0 0 � L- a) J > .� � a) • O a) -0 U) U Co c C ° � •> L a--+ Q - a) •O a)4-0i C _ ) m N a)o •v � � p � E cU 0 0 O � � O � ° � U cn � v i = CL- a) a) a) _ ^ — L ° O .v •cn a) a) •> a) u) J •� a ° .— QQL L U) C •� O C: O 4-0 0 — E QL ° _N • � L- N N N O E q :3 m � 4-0 CN CN � U 0 � m O O m to (� U CN C) U e 0 0 N U � O .- CO>O � � 1 � r � A a � 0 ZN N -o Page 240 of 306 11 .a) Robin Dunn, CAO re: Update on COVID-19 Actions. Cu U � o x 0w — Om =3 .. m � D 0) 0 � � N N � a) -000 > a) m 0 Cu O a 0 L-: Ow •i -0 O 4-0 O 0) cn � a C� a� w cO U W -0 U_ U to � � 0 N = 4-0 cu -— . > � N � ! � � � � Opp a)FO L 0 0 U � M 0 a) ♦= �O .� � V _� M a) � � a) W CL O = N � .� a) � —_ > p � N O �� a)0 •— ,� O -0 V 0 0 i O U E N 0 Cu m E a) _0 0 a_ CO 0 � ° OcuO F • Page 241 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... f{'� township of Report lam` ; ff(,eC- Proud Heritage, Exciting Future Report No. To: Prepared By: FI 2021-17 Council Lianne MacGibbon Meeting Date: Subject: Motion # November 24, 2021 Statement of Accounts Roll #: Quarter 3 - 2021 R.M.S. File #: July 1, 2021 to Sept 30, 2021 Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. FI 2021-17 be received for information only. 2. That the Statement of Accounts for Quarter 3 - 2021 totaling $ 16,842,663.39 be received. Background: The following are the statement of accounts for the months of July, August and September. Cheque Registers: AC01192 July 7, 2021 92,584.97 AD00095 July 7, 2021 587,897.11 AC01193 July 14, 2021 23,851.72 AD00096 July 14, 2021 214,915.00 AC01194 July 21, 2021 32,685.35 AD00097 July 21, 2021 395,768.84 AQ00007 July 21, 2021 12,459.39 AC01195 July 28, 2021 293,043.31 AD00098 July 28, 2021 22,256.91 AQ00009 July 30, 2021 5,000.00 Finance November 24, 2021 Report No. FI 2021-17 Page 1 of 6 Page 242 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... 1,680,462.60 AC01196 August 4, 2021 30,298.17 AD00099 August 4, 2021 189,355.67 AC01197 August 5, 2021 6,788.77 AD00100 August 5, 2021 10,925.69 AD00101 August 10, 2021 710,306.68 AC01198 August 12, 2021 101,050.49 AD00102 August 12, 2021 1,097,371.21 AC01199 August 19, 2021 351,416.28 AD00103 August 19, 2021 1,067,188.84 AD00104 August 23, 2021 25,475.37 AC01200 August 24, 2021 28,313.26 AD00105 August 24, 2021 42,856.38 AD00106 August 27, 2021 285,420.92 3,946,767.73 AC01201 September 2, 2021 104,739.03 AD00107 September 2, 2021 443,274.46 AC01202 September 8, 2021 297,307.74 AD00108 September 8, 2021 95,312.99 AC01203 September 16, 2021 43,581.49 AD00109 September 16, 2021 447,075.40 AC01204 September 23, 2021 31,459.53 AD00111 September 23, 2021 1,215,332.71 AD00112 September 23, 2021 140,501.20 AD00113 September 23, 2021 5,815,585.63 AC01205 September 27, 2021 225.54 AC01206 September 27, 2021 100,000.00 AD00114 September 27, 2021 459,119.00 AC01207 September 29, 2021 81,988.65 AD00115 September 29, 2021 215,788.44 9,491,291.81 $15,118,522.14 Finance November 24, 2021 Report No. FI 2021-17 Page 2 of 6 Page 243 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... Payroll; PRO1494 July 12,974.12 PRO1495 129,241.53 PRO1496 1,984.16 PRO1497 74,604.58 PRO1498 15,306.24 PRO1499 130,805.26 PRO1500 1,169.68 PRO1501 78,282.81 PRO1502 14,775.52 PRO1503 129,543.13 PRO1504 17,319.62 PRO1505 74,511.40 680,518.05 PRO1506 August 12,012.41 PRO1507 133,922.91 PRO1508 1,169.68 P RO1509 71,082.47 PRO1510 13,942.23 PRO1511 134,474.85 PRO1512 1,027.14 PRO1513 72,519.22 440,150.91 PRO1514 September 14853.47 PRO1515 137306.28 PRO1516 1488.12 PRO1517 71493.98 PRO1523 71247.43 PRO1524 14971.28 PRO1525 137048.36 PRO1526 627.95 PRO1527 70772.24 519,809.11 $1,640,478.07 Finance November 24, 2021 Report No. FI 2021-17 Page 3 of 6 Page 244 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... Credit Cards AE01493 April 29, 2021 2195.87 Petro Canada/April 2021 AE01494 May 30, 2021 980.32 Petro Canada/May 2021 AE01495 June 29, 2021 1852.58 Petro Canada/June 2021 AE01496 July 28, 2021 3070.41 Petro Canada/July 2021 AE01460 July 2, 2021 3640.27 AE01464 July 2, 2021 1304.78 AE01477 July 2, 2021 115.00 AE01478 May 5, 2021 1624.91 AE01479 May 5, 2021 3020.59 AE01483 July 26, 2021 124.85 AE01484 July 2, 2021 2388.22 AE01485 July 26, 2021 279.13 AE01486 July 26, 2021 286.91 AE01487 July 26, 2021 402.36 AE01488 July 26, 2021 197.75 AE01489 July 5, 2021 3496.60 AE01490 July 5, 2021 145.00 AE01491 July 26, 2021 1574.86 AE01492 July 5, 2021 555.86 27256.27 AE01508 August 8, 2021 2283.47 Petro Canada/August 2021 AE01498 August 5, 2021 157.17 AE01499 August 5, 2021 4300.00 AE01500 August 5, 2021 2061.35 AE01501 August 5, 2021 48.00 AE01502 August 5, 2021 917.80 AE01503 August 5, 2021 175.15 AE01504 August 5, 2021 178.39 AE01505 August 5, 2021 226.13 AE01506 August 5, 2021 50.71 AE01507 August 5, 2021 2683.99 AE01509 August 5, 2021 679.80 AE01510 August 5, 2021 431.99 AE01511 August 5, 2021 4660.16 AE01512 August 5, 2021 3421.52 22275.63 Finance November 24, 2021 Report No. FI 2021-17 Page 4 of 6 Page 245 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... AE01517 September 29, 2021 1565.59 Petro Canada/September 2021 AE01513 September 7, 2021 1577.08 AE01514 September 7, 2021 3234.02 AE01515 September 7, 2021 710.25 AE01516 September 7, 2021 325.66 AE01518 September 7, 2021 140.10 AE01519 September 7, 2021 417.20 AE015120 September 7, 2021 100.00 AE01521 September 7, 2021 3766.34 AE01522 September 7, 2021 1654.68 AE01523 September 7, 2021 8448.77 AE01524 September 7, 2021 1107.40 AE01525 September 7, 2021 255.50 AE01526 September 7, 2021 1059.13 AE01527 September 7, 2021 113.00 AE01528 September 7, 2021 1948.66 AE01541 September 7, 2021 7707.90 34131.28 $83,663.18 Total: $16,842,663.39 Analysis: Not Applicable. Financial / Legal Implications / Risk Management: Not Applicable. Policies/Legislation: Not Applicable. Corporate Strategic Goals: Prepare for our Future Modernize Township Services Finance November 24, 2021 Report No. FI 2021-17 Page 5 of 6 Page 246 of 306 11 .b) F12021-17, Lianne MacGibbon, Financial Analyst, re: Statement of A... Consultations: Not Applicable. Attachments: Cheque/Deposit Registers — under separate cover. Conclusion: That the Statement of Accounts for Quarter 3 — July 1 — September 30, 2021 be received. Respectfully submitted: Lianne MacGibbon Financial Analyst Approvals: Date Shannon Johnson, Chief Financial Officer / Treasurer November 17, 2021 Andria Leigh, Deputy CAO/Director, Development November 18, 2021 Services Finance November 24, 2021 Report No. FI 2021-17 Page 6 of 6 Page 247 of 306 12.b) Councillor Keane re: Request for Council's Consideration, Letter t... Verbal Matters (Section 13.3 of Township's //'��Twnshipof Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future Name: Councillor Cathy Keane Item Number/Name: 12b) Request for Council's Consideration re: Letter to Simcoe County District School Board Meeting Date: November 17, 2021 Motion No.: Type of Meeting: X❑ Council ❑ Special Council ❑ Development Services Committee ❑ Accessibility Advisory Committee ❑ Heritage Committee ❑ Human Resources Committee Speaking Notes: • Although the structural build of the new school near Horseshoe Valley has not yet commenced, I am requesting Council support sending a meaningful letter to the SCDSB requesting strong consideration of naming the new elementary school "Pte Kevin McKay Public Elementary School". • Kevin grew up in the neighbourhood, very close to where this new school will be. • Kevin attended W.R. Best Public School which is where the majority of the students who currently attend, will then move to the new school when it is completed. • 11 years ago, Kevin was only 24 years old when he was killed by an IED in May 2013 (just two days from the end of his tour in Afghanistan, while on a night patrol he volunteered for). • Kevin's dad was recently quoted as saying Kevin "wanted to make sure the kids in Afghanistan has a chance to go to school. He didn't think it was right that children were having acid thrown in their faces when they arrived at a school, and teachers were being murdered for being teachers." He said although Afghanistan is once again under Taliban 11/15/21 Page 248 of 306 12.b) Councillor Keane re: Request for Council's Consideration, Letter t... Verbal Matters (Section 13.3 of Township's //'��Twnshipof Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future rule, "Canadian soldiers should be very proud of what they accomplished because they gave children in Afghanistan a 20-year window in which they could get an education." • Kevin's dad pointed out the Canadian military was responsible for building 55 schools in Afghanistan. • 1 strongly believe naming this new elementary school in honour of Pte. Kevin T. McKay will show this Township's gratitude and respect. It will acknowledge our indebtedness to Kevin and all of Canada's military personnel for their service and sacrifice for Canada, and in protecting and supporting those most vulnerable in our world. 11/15/21 Page 249 of 306 12.c) Mayor Hughes re: Request for Letter of Support for Royal Victoria ... �4'Alk, r146, To-wttshipo_ Township of tSpritovater HE CORPORATION OF THE CITY OF BARRIE Proud Heritage,Exciting Future Mayor's Office November 5, 2021 The Honourable Steve Clark Minister of Municipal Affairs and Housing 777 Bay St. 17th floor, Toronto, ON M5G 2E5 Dear Minister Clark; As mayors of communities that rely on Royal Victoria Regional Health Centre (RVH) for high quality, accessible care, we were very pleased to recently see the Town of Innisfil council unanimously endorse RVH's request to accelerate development of its future South Campus in Innisfil and bring urgent healthcare closer to home, sooner, through a Minister's Zoning Order (MZO). As we noted in our previous letters of support, we believe the 83-acre South Campus site, at the south-west corner of Yonge Street and Innisfil Beach Road, is ideally situated to serve all our communities, as part of RVH's integrated `one system; two site' model which will double the size of the existing North Campus while simultaneously building the new South Campus. As members of the RVH Board of Directors' Capital Planning Committee, we have been part of the transparent, comprehensive planning process. We have also seen the high degree of community support for the location, and RVH's plans, expressed through more than 57,000 consultation interactions. That unprecedented level of community engagement gives us tremendous confidence in RVH's commitment to broad consultation and continued due diligence. Over the next 20 years, the population of south Simcoe County will double, and the healthcare needs of our communities will increase significantly. If RVH is to maintain current services, and meet the needs of residents in the future, it must have certainty that a hospital can be developed on the chosen site. An MZO will enable RVH to get shovels in the ground on the first phase of construction and redevelopment more quickly, bring healthcare—and jobs—to south Simcoe County sooner, and support economic recovery as the region emerges from the COVID-19 pandemic. Provincial planning certainty will also spur momentum in the community, enabling the RVH Foundation to accelerate its Moments Matter campaign, ensuring the hospital can raise its local share of funding. a The Town of Innisfil has sent a formal request to your office and we also, respectfully, request you grant an MZO for RVH's South Campus in Innisfil. It will provide the certainty needed to ensure RVH can continue detailed site planning while seeking timely approvals to move forward with it plans which will impact the healthcare of generations to come. Respectfully; Mayor Jeff Lehman Mayor Harry Hughes Mayor Don Allen City of Barrie Township of Oro-Medonte Township of Springwater Page 250 of 306 � is a)nonoun<e�msor Interest to the Pueuo.Oro-rneaonte Fo-eram OROIIIIIIIIIIIIIIIIIMEDONTE FIREFIGHTERS 2021 HOLIDAY FOOD DRIVE ORO-MEDONTE FIRE & EMERGENCY SERVICES ARE COLLECTING FOR THE SALVATION ARMY FOOD BANK Help our communitU bU donating Sunday , December 5th , IPM-3PM At All Oro-Medonte Fire Stations ACCEPTING NON-PERISHABLE FOOD ITEMS MONETARY DONATIONS PREFERRED CHEQUES MADE TO ORILLIA SALVATION ARMY *TAP MACHIN ESAVAILABLE 14.bJQ&WfjV n I 10, 2021 frit�?Zwo unicipality of Ma... Municipality of � Sac postal/P.O.Rag 129, Mattice, Ont. POL ITO (705)3644-6S11 Fax:(705)364-�6431 RESOLUTION NO.21-247 Moved by: Marc Dupuis Seconded by: Steve Brousseau WHEREAS the government of Ontario recently announced the continued postponement of the province-wide assessment update for the 2022 and 2023 taxation years, and; WHEREAS this means that property values will continue to be based on the January 1, 2016 valuation date until at least 2024, and; WHEREAS the Municipality of Mattice —Val Cote is aware of the important increase in property values throughout the province and within its own jurisdiction and; WHEREAS the continued postponement of property valuation translates into a significant loss of taxation revenue for Municipalities; NOW THEREFORE BE IT RESOLVED THAT Council far the Municipality of Mattice—Val Cote urges the government of Ontario to reconsider its decision and to direct MPAC to proceed with a province-wide assessment update in order for Ontario Municipalities to be able to collect property taxes based upon actual property values,and; BE IT FURTHER RESOLVED THAT a copy of this resolution be forwarded to the Premier of Ontario,to MPAC,to AMO,to all Ontario municipalities and to our federal and provincial government representatives,Carol Hughes and Guy Bourgouin. -CARRIED- I, Guylaine Coulombe, CAO/Clerk of the Municipality of Mattice—Val Cote, do hereby certify this to be a true and complete copy of Resolution 21-247, passed by the Council of the Municipality of Mattice — Val Cate at its meeting held the 8th day of November 2021. DATED at Mattice, Ontario This 10th day of November 2021 uylain oulombe Page 252 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re: OME... �LCUF FP M Commerce Valley Drive E, Suite 1 Markham, ON L3T OB2 . + r Phone:905-739-9739 • Fax:905-739-9740 Web:cupe.on.ca E-mail:info@cupe.on.ca Dear Township of Oro-Medonte Council: On behalf of CUPE Ontario's nearly 125,000 active members of the Ontario Municipal Employees Retirement System (OMERS), I am writing today to express our serious concerns with OMERS' investment performance. In 2020, OMERS posted a net loss 2.7%, representing three billion dollars in losses. This was during a year that comparable defined benefit pension plans and funds in Canada posted substantial investment gains. CUPE Ontario investigated further and tracked investment returns at OMERS for ten years. We found that OMERS has underperformed relative to other large pension plans and funds, as well as relative to its own benchmarks. We also found that OMERS no longer shares this critical information in their annual reporting, making it difficult for plan members to hold their investment managers accountable. Attached you will find a report detailing OMERS investment underperformance. Also attached, you will find the analysis of a third-party actuary (P131 Actuarial consultants) who confirmed that our reasoning and conclusions were sound. CUPS Ontario believes plan members and employers have the right to know why OMERS' investments have, over a ten-year period, underperformed other large defined benefit pension plans and funds. If OMERS had performed in line with the average large Canadian public pension plan, it would have a substantial, multibillion-dollar surplus, versus the ' deficit it currently faces. Considering the significant impact such underperformance could have on plan members and on all sponsors who hold the liabilities of the plan, we are calling on OMERS to cooperate fully with an independent and transparent third-party review of its investment performance transparent and accountable to plan members, sponsors like CUPE Ontario, other unions, and employers like the Township of Oro-Medonte. We are hoping that the Township of Oro-Medonte Council will join our call for an independent expert review of OMERS. We are asking you, and other municipal councils across the province, to debate the following motion or to pass a similar motion calling for a third-party expert review of OMERS. The terms of such a review would need to be agreed upon by sponsors and they could explore whether reasonable costs could be funded from the plan. Fred Hahn PUBLIC SERVICES SAVE LIVES Candace Rennick President Secretary-Treasurer Page 253 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re: OME... We simply cannot afford another decade of investment returns so far below other pension plans and funds. We know that ensuring strong investment returns is a goal shared by employers like the Township of Oro-Medonte and by unions like CUPS. CUPE Ontario staff person Liam Bedard is available to answer any questions you may have. He can be reached at Ibedard(a)cupe.on.ca. All materials are available in French at cupe.on.calfrancaisomers. It's time for all of us to work together to #FixOMERS. Thank you, Fred Hahn President of CUPE Ontario Fred Hahn PUBLIC SERVICES SAVE LIVES Candace Rennick President Secretary-Treasurer Page 254 of 306 �0. 14.c) Correspondence received November 3, 2021 from CUPE Ontario re. OME... Proposed Motion — Independent Review of OMERS' Investment Performance 1. The Township of Oro-Medonte Council is calling for an immediate, comprehensive and independent third-party expert review of OMERS' investment performance and practices over the past ten years, conducted by the OMERS Pension Plan's sponsors and stakeholders. 2. Such a review would, at a minimum: a. Compare OMERS plan-level, and asset class-level performance to other comparable defined benefit pension plans and funds, OMERS internal benchmarks, and market-based benchmarks. b. Examine OMERS decision-making processes around the timing of various investment decisions. c. Assess the risk management policies and protocols that were in place and determine if they were followed and/or if they were sufficient to protect the plan from undue risk. d. Assess whether the disclosures provided to the OMERS Administrative and Sponsorship Boards were sufficient evidence to allow the Boards to respond appropriately and in a timely manner. e. Examine executive compensation, investment fees and investment costs at OMERS in comparison to other major defined benefit pension plans and funds. f. Examine other relevant issues identified by the third-party expert review. g. Make recommendations for changes at OMERS to ensure stronger returns moving forward. h. Issue their final report and recommendations in a timely manner. i. Publicly release its full report and recommendations to ensure that it is available to OMERS sponsors, stakeholders, and plan members. 3. The Township of Oro-Medonte Council further calls on the OMERS Administrative Corporation to: a. Provide all requested data, documentation and information required of the review panel to fulfill its mandate. b. Establish a step-by-step plan, with OMERS sponsors and stakeholders, to implement any recommendations set out in the review report. 1 Page 255 of 306 ©, rrespo M E... PB1 PBI Actuarial Consultants Ltd. Suite 1070,One Bentall Centre,505 Burrard Street,Box 42,Vancouver, BC V7X 1M5 pbi@pbiactuarial.ca T. 604-687-8056 F.604-687-8074 April 27, 2021 To: Fred Hahn, President CUPS Ontario CUPE Ontario From: Bradley Hough Subject: OMERS Performance Review Scope of review CUPE has asked PBI to review "CUPE Ontario Concerns With OMERS Investment Returns". PBI has reviewed the performance data, methods, and comparisons of OMERS with peer pension plans and funds in CUPE's report. The intention of our review is to determine: a) if comparisons made between the pension plans and funds and their respective benchmarks are reasonable; and b) if the analysis completed by CUPE supports the conclusions of their report. We have reviewed the performance comparisons in CUPE's report by reviewing public information provided by the plans and funds referenced. Statements of investment policies and procedures, actuarial valuation reports, annual reports and other governance documents were reviewed to add as much context around plan performance as possible with the public information available. Summary We conclude that the comparisons made by CUPE are reasonable and show that there is a significant gap in performance between OMERS and other comparable public pension plans and funds. In our opinion, public information is unable to fully explain the performance gap. More information is required to truly understand why performance is so different between OMERS and comparable public pension plans and funds. In our opinion, the comparisons and analysis in the report support CUPE's request for further review of performance. Review Is the choice of peer universe reasonable? CUPE has chosen a universe of large public sector defined benefit plans ("plans"), or public sector investment managers managing assets ("funds") including, but not exclusively, defined benefit pension plans. Scale gives public plans and funds a different opportunity set versus smaller private sector plans as a result of the size of assets and also investment opportunities. We therefore believe that CUPE's approach of focusing on a limited universe of public sector peers rather than a broader pension plan universe is reasonable and fair. Of the universe supplied, HOOPP, OTPP, BCMPP and LAPP are easier to directly compare given they are pension plans rather than funds; however, the public sector investment managers referenced by CUPE are still useful Page 256 of 306 rrespondence received November 3, 2021 fro me E-eOrbtaabCFe�riOME... CUPS Ontario PB1 April27,2021 Page 2 points of reference when looking at comparable performance. Performance of funds such as PSP, CDPQ, BCI and AIMCO suggests that client defined benefit plans are likely to have higher absolute returns than OMERS for 2020. LAPP and AIMCO have not published full performance information for 2020. Would conclusions change if the universe of plans was expanded? Defined benefit plans have different benefits, contributions, funding policies, and member demographics. Making comparisons across universes of defined benefit plans requires caution and it is difficult to draw firm conclusions. However, it is worth noting that OMERS performance is significantly below not only public peers, but wider universes of defined benefit plans. RBC's universe of pension plans shows a median return of 9.2%for 20201. PBI has access to the Northern Trust universe of Canadian defined benefit pension plansz and note that the median return is similar to RBC (full year 2020 median return is 9.9%).The lowest return in the Northern Trust Universe is 5%for 2020. We are not aware of an absolute return for PBI clients below 5%. Could 'context' such as different asset mixes driven by Plan demographics or situation explain OMERS performance? a. Asset Mix We compared asset mixes with HOOPP, BCMPP and OTPP. HOOPP has a liability driven investment strategy and has a higher fixed income allocation. BCMPP and OTPP are return focused like OMERS.. OMERS has a higher proportion in real assets and credit than these plans and lower fixed income assets. OTPP has a specific inflation management strategy. However, at a high level, asset allocations between OMERS, BCMPP and OTPP make use of similar asset classes and are comparable. Asset Class OMERS BCMPP OTPP HOOPP Public Equity 31% 33% 19% 23% Fixed Income L 6% 21% 16% 86% Private Equity 14% 10% 19% 13% Real Assets 34% 27% 21% 15% Credit/Mortgages 17% 6% 8% 0% Inflation Sensitive 0% 0% 17% 0% Innovation 0% 0% 2% 0% Absolute Return Strategies 0% 0% 6% 0% I j Money Market -2% 2% -8% �`-37% Source:annual reports as of December 31,2020,except for BCMPP,which is as of December 31,2019. 1 The RBC pension plan universe is published by RBC Investor and Treasury Services."All Plan Universe"currently tracks the performance and asset allocation of a cross-section of assets under management across Canadian defined benefit pension plans. 2 The Northern Trust universe of defined benefit plans is provided to PBI by Northern Trust.It consists of 34 defined benefit plans ranging from$16.4M to$8.713 in size.Average plan assets are$1.9B,median plan assets are$627M as of December 31,2020. Page 257 of 306 rrespondence received November 3, 2021 from RED nia c'eariOM E... CUPE Ontario PBT April 27,2021 1 Page 3 As the differences in performance are so large between OMERS and two plans with comparable asset mixes (albeit with some differences), more information on specific strategies within each asset class, such as style of equity manager, exposure to office, retail, and industrial real estate within real assets, use of leverage/overlay strategies and derivatives, currency hedging, and approach to liquidity management would be required to explain differences in performance. We note that on page 43 of the OMERS 2020 Annual Report, losses were incurred on foreign currency hedging positions due to actions taken to protect liquidity. This contributed $2.2B to the overall loss. Again, this indicates that a review, significantly beyond simple asset mix comparisons, is required to truly understand performance differentials. Finally, understanding the role of the `Total Portfolio Management' approach in determining asset allocations and strategies would be helpful to putting context around the asset mix choices and investment strategies. b. Membership Demographics We note that BCNIPP and HOOPP have broadly similar membership demographics to OMERS. OTPP is more mature with a greater proportion of retirees. PBI does not believe plan demographics are different enough to render comparisons between the plans invalid. Comments on CUPE's five principal findings: 1) OMERS 10-year annualized performance was below peer group as of December 31, 2019. PBI believes the comparisons made are reasonable and agree with the conclusion. 2) OMERS performance in 2020 was significantly below peers. PBI agrees with this conclusion and notes that expanding the peer group adds weight to this conclusion. 3) OMERS does not report comparisons of its annualized long-term returns to its own benchmarks Page 143 of the 2020 report has a comparison of calendar year returns vs benchmarks to 2011.We could not find a comparison of annualized long term performance vs benchmarks for OMERS. We understand benchmarks are set annually by OMERS and approved by the Administration Corporation Board. From the information made public by OMERS, we would need more detail on the methodology used to derive the absolute return benchmark to interpret performance. 4) 5 to 10-year returns versus 5 to 10-year benchmarks. PBI verified the calendar year returns shown by CUPE. We were unable independently to verify the 5 and 10-year performance versus the benchmark as this was provided verbally to CUPE by OMERS and is not published. The peer group of public plans and funds all take different approaches to benchmarking. Some use composites of public market indices/asset class benchmarks according to their target allocations. PSP uses a reference portfolio approach and HOOPP may use a liability focused benchmark. We note that comparisons of relative performance vs stated benchmarks across peer group plans are challenging because of the differences in methodology. However, in our opinion the analysis is sufficient to show that OMERS is the only Plan underperforming their internal benchmark over a 10-year horizon. Understanding why requires a deeper understanding Page 258 of 306 rrespondence received November 3, 2021 frona,"P,F�,,eQ 64Q S%,iQM E... CUPE Ontario PBI April 27,2021 Page 4 of performance and benchmarking methodology beyond the information made public. In our opinion this adds weight to CUPE's request for a review of performance. 5) OMERS 20-year return is not above its 20-year benchmark. We were unable to independently verify this point as the performance versus the benchmark was provided verbally to CUPE by OMERS and is not publicly available. Conclusions The comparisons made by CUPE are high level and broad by the nature of information made public. However, we believe the comparisons are reasonable and that CUPE has chosen similar public plans and funds as practically possible. Overall, we believe the analysis is sufficient to conclude that OMERS investment performance in 2020 and longer term is significantly lower than other comparable plans. PBI would require considerably more information than made public on OMERS' total portfolio management approach, investment strategies, third party managers, asset mix policies, liquidity management approach and derivative positions to interpret performance. In our opinion,the comparisons made demonstrate that the longer-term performance gap between comparable peers is significant and supports CUPE's request for a further, more detailed review of performance beyond the information made public. Bradley Hough, FIA, ACIA, CAIA BH:jh U:\T0001\00011110\d0\2021\D\C1,DOCX Page 259 of 306 �'3'aws?'yrclr3Mw:�a�,� taFa�Fy�°r��1'Tc�`''"i�`3prr,;p,�rK+ry���.t� i�tis�tSi��.-r�;+a� 7kt�{+rt NOT JUST ONE "TOUGH YEAR"": THE NEED FOR A REVIEW OF OMERS INVESTMENT PERFORMANCE May 2021 �UAE �SCF1� S 14.c) Correspondence received November 3, 2021 from CUPE Ontario re- OME... Executive Summary CUPE Ontario represents nearly half of the 289,000 active members of the Ontario Municipal Employees Retirement System (OMERS)—the province's Defined Benefit (DB) pension plan for municipal, school board and certain other public sector workers. While most pension plans had strong returns in 2020, OMERS recently reported billions of dollars of losses over the year. This has prompted CUPE Ontario to examine how OMERS investments have performed compared to other large pension plans and funds. We have also looked at how OMERS has performed against its own internal benchmarks. We find that OMERS underperformance is not a new or a short-term problem.. Specifically, we find that: 1) OMERS longer-term performance has significantly lagged behind other large pension funds and plans, in periods both before and after 2020 results were in. 2) OMERS has now fallen behind even some of its own internal longer-term return benchmarks—a troubling fact that, contrary to industry standards, is not disclosed in OMERS Annual Report. Since investment returns fund the vast majority of pensions paid from the plan, returns are incredibly important to DB plan members. Lower investment returns may lead to members being asked to pay more into the plan, or could result in additional pressure for more benefit cuts. Despite requests, OMERS has not committed to an independent, transparent review of its investment decisions. CUPE Ontario feels these issues are so serious that a fully transparent expert review of OMERS investment strategies, returns, and internal performance assessment is urgently needed. This review should be conducted by the plan sponsors and stakeholders themselves (the risk-bearing parties to OMERS) and should be fully independent of OMERS staff, who have a clear conflict of interest in conducting a review of their own performance. We invite the other sponsors of OMERS, including our employer counterparts and the broader community of the plan's organizational stakeholders, to support this proposal and to work with us to conduct this review. 2 Page 261 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re. OME... Introduction COPE Ontario represents 125,000 plan members of the Ontario Municipal Employees Retirement System (OMERS). We are the largest sponsor in this defined benefit QB) pension plan that is — at least in theory —jointly-controlled by plan sponsors life CUPE Ontario and other unions and employers. CUPE Ontario strongly believes that DB pension plans are the best way to provide a decent and secure retirement for our hard-working members. Large public sector DB plans like OMERS allow for an efficient pooling and sharing of costs and risks between WE CONTINUE employers and plan members. DB plans allow members to know what their pensions TO STRONGLY will be in retirement. This security is incredibly important for plan members. However, it BELIEVE THAT is not only retirees who benefit from good, secure pension benefits. DB pension plans DB PLANS ARE have been shown to have positive macroeconomic effects on the economy as a whole.' A MODEL WORTH The concerns we raise in this report are not concerns with the DB model itself; we NOT ONLY continue to strongly believe that DB plans are a model worth not only defending, DEFENDING, but extending to all workers. BUT EXTENDING For a number of years, we have been concerned with the lower level of OMERS pension TO ALL WORKERS. fund investment returns in comparison to those of other similar plans. OMERS recently reported that the plan had a very bad year in 2020. This has led CUPE Ontario to perform a more in-depth examination of publicly-available annual reporting documents to determine how, in our view, OMERS is performing compared to the seven other large ($50 billion+) pension plans and funds in Canada.2 OMERS themselves refer to this club of large plans and funds as the "eight leading Canadian pension plan investment managers," and occasionally takes coordinated activity with them,' Conference Board of Canada,"Economic Impact of British Columbia's Public Sector Pension Plans,"October 2013;Boston Consulting Group,"Measuring Impact of Canadian Pension Funds,"October 2015;Ontario Teachers Pension Plan;News Release, "New analysis confirms that defined benefit pensions provide significant benefits to Canadian economy,"October 22,2013. Unless otherwise specified,the data in this document has been compiled from publicly-available annual reporting of the respective plans.with the exception of CDPO,returns are as reported in these documents,and are net,CDPO results were reported gross of some expenses,and have been reduced by 0.2%to best approximate a net return.Longer-term periods are annualized,and are as reported by the respective plans. a OMERS News Release,"CEOs of Eight Leading Canadian Pension Plan Investment Managers Call on Companies and Investors 3 to Help Drive Sustainable and Inclusive Economic Growth," November 25,2020. Page 262 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re: OME... Due to their scale, these large pension plans and funds are able to invest in asset 10 classes that are typically not available to smaller investors or individuals. At the same time, we acknowledge that these eight plans are not completely similar: they have As BAD AS their own governance structures, asset mixes, risk appetites, and reporting periods, all OMERS of which are described in the public documents of the respective plans. However, we PERFORMANCE also acknowledge that many of these differences are the result of specific investment WAS IN 2020, decisions made by the respective plans and funds. We therefore believe that there is THIS IS NOT A value in comparing the performance of this small set of large funds, particularly over NEW OR A SHORT- longer-term periods. TERM PROBLEM Assets Under Funded Status Most Recent Annual Acronym Name Management Reporting Billion) Annual Report Date CPPIB Canada Pension Plan 410 N/A March 31, 2020 Investment Board CDPQ Caisse de depot et 366 108%(RREGOP) Dec 31, 2020 placement du Quebec OTPP Ontario Teachers Pension 221 103% Dec 31, 2020 Plan Public Sector Pension 170 111°%(Public March 31, 2020 PSP Investment Board Service Plan) Ontario Municipal OMERS Employees Retirement 105 97% Dec 31, 2Q20 System HOOPP Healthcare of Ontario 104 119% Dec 31, 2020 Pension Plan BC Municipal Pension Plan Dec 31, 2019 (investments managed by 59(MPP) 105% (MPP) BC MPP BCI,the BC Investment 171 (BCI) March 31, 2020 Management Corporation) (BCi) Alberta Local Authorities Pension Plan 0 ) LAPP (investments managed 119(A MCC) 119% Dec 31, 2019 by Alberta Investment Management Corporation) In some cases, the pension funds above manage the investments of several pension plans (CDPQ, PSP, BCI, AIMCO are all such cases). In those cases, we look most closely at the returns at an individual plan level for the respective client plan that most closely compares to OMERS. We have also looked at how OMERS has performed against its own internal benchmarks. This review has resulted in some very troubling findings which suggest that, as bad as OMERS performance was in 2020, this is not a new or a short-term problem. We found evidence that OMERS longer-term return performance has significantly lagged behind 4 Page 263 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re: OME... other large pension funds and plans. We also found that OMERS has now fallen behind 10 even some of its own internal longer-term return benchmarks — a troubling fact that, contrary to industry standards, is not disclosed in OMERS Annual Report, NIGHER INVESTMENT Investment results are incredibly important to DB plan members because compounded RETURNS WOULD returns typically fund the vast majority of the pensions that are eventually paid. OMERS HAVE BEEN indicates that investment returns are expected to fund approximately 70% of the pensions paid by the plan.'When investment returns are insufficient, it can put upward BETTER FOR pressure on required contribution rates for both members and employers. Most other OMERS PLAN plans have now returned to pension surpluses since the global financial crisis more MEMBERS, AND than a decade ago, but OMERS continues its long climb out of deficit. Contribution FOR OMERS levels were a central talking point from OMERS when plan decision-makers removed EMPLOYERS. guaranteed indexation in 2020. And we expect that, in the months to come, OMERS will once again be looking to plan members to bear the burden of plan funding issues that are, in part, a result of these investment returns. Meanwhile other pension plans, who have had better returns, are currently holding significant surpluses, many have lower contribution rates and some are even improving pension benefits.5 higher investment returns would have been better for OMERS plan members, and for OMERS employers. Despite requests", OMERS has not committed to an independent, transparent review of its investment decisions. Any reviews that have taken place have been behind closed doors at OMERS and have not been shared with sponsors or described in any detail. While OMERS has outlined several investment policy changes it plans to make, its overriding message remains: "the fundamentals of our long-term strategy remain sound, and we will continue to advance that strategy."' CUPE Ontario feels these issues are so serious that a fully transparent 3W expert review of OMERS investment strategies, returns, and internal A FULLY performance assessment is urgently needed. This review should be TRANSPARENT conducted by the plan sponsors and stakeholders themselves (the risk- EXPERT REVIEW bearing parties to OMERS) and should be fully independent of OMERS OF OMERS staff, who have a clear conflict of interest in conducting a review of their INVESTMENT own performance. We invite the other sponsors of OMERS, including STRATEGIES, our employer counterparts and the broader community of the plan's RETURNS, organizational stakeholders, to support this proposal and to work with AND INTERNAr us to conduct this review. PERFORMANCE ASSESSMENT IS URGENTLY NEEDED. ° OMERS 2020 Annual Report,p.2. s HOOPP News Release,"HOOP?posts 11.42%return in 2020,surpasses E100 billion in assets,"March 31,2021. ° CUPE Ontario Press Release, "we won't pay for the mistakes of OMERS executives,"February 25,2021. 5 OMERS 2020 Annual Report,p.23. Page 264 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re. OME... Our five principal findings are as follows: 1. CUPE Ontario's concerns go beyond one "difficult" year in 2020. OMERS 10-year annualized returns trailed those of the other major funds and plans before the COVID crisis hit. 10-Year Annualized Returns at 2019 12.0% - ° 10.7% 9.saio 10.0% - 0 8.9% 8.8% 8.2% 8.0% — — 6.0% — - - 4.0% 0.0% HOOPP CPPIB* PSP* QTPP CDPQ BC MPP LAPP OMERS *To March 31,2019, otherwise to Dec 31, 2019 Source: Respective Annua!Reports 2. OMERS 2020 investment performance was especially poor THIS WAS OMERS 2020 annual return (-2.7%) fell far short of the plan's own benchmark for the year A HISTORIC of+6.9%. This was a historic annual underperformance compared to benchmarks. ANNUAL Other plans, however, have reported very strong annual returns for calendar year 2020: UNDER- PERFORMANCE 2020 ANNUAL COMPARED TO HOOPP + 11.4% BENCHMARKS, p RBC Pension Plan Universes +9.2,6 QTPP + 8.6% CDPQ +7.3% OMERS -2.7% RSC Investor&Treasury Services,"Canadian DB pensions post near-double-digit returns despite historic,turbulent year," 6 January 29,2021. Page 265 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re- OME... This negative result led OMERS 10-year annualized return to fall from 8.2% to 6.7%. 10-Year Annualized Returns at 2020 12.0% -moo 10.0% 9.9% 8.5% 8.5% 8.5% 8.0% 6.7% 6.0% 4.0% -- 2.0% HOOPP CPPIB* OTPP CDPQ BCI* PSP* OMERS 'To March 31,2020 otherwise to Dec 31, 2026 The chart above reports the most recent available return information for the respective funds and plans as disclosed in their annual reports. LAPP and BC MPP have yet to report their December 31, 10 2020 results.A1MC0 has also not fully reported its 2020 results. However, B0(the investment agent for BC MPP and other BC public sector plans)has reported its March 31, 2020 results and has been OMERS included here. The chart can be updated as more plans report their 2020 investment returns. DOES NOT REPORT CLEAR 3. OMERS does not report comparisons of its annualized long-term returns COMPARISONS OF to its own benchmarks. THE PLAN'S LONG- TERM ANNUALIZED Benchmarking is a common practice where an investment standard or goal is set, RETURNS TO ITS against which actual plan returns are compared for ongoing assessment of investment performance. OMERS itself describes a benchmark as "a point of reference against CORRESPONDING which the performance of an investment is measured."Comparisons of returns vs. LONG-TERM benchmarks are typically done on a 1-year basis, but it is very common for long-term BENCHMARKS. annualized comparisons to also be disclosed. Reporting these benchmarks is standard practice for pension plans and third-party investment managers. Even individual investment vehicles like mutual funds and ETFs typically provide details on how their performance compares to both annual and long-term benchmarks. The OMERS Administration Corporation (AC)sets OMERS benchmarks each year, as described in the "Performance Management" section of the OMERS investment policy document.10 OMERS Annual Reports describe how these benchmarks are constructed for each asset class. For many years, these reports stated that "Our goal is to earn stable returns that meet or exceed our benchmarks." OMERS Annual Reports compare OMERS single-year returns to the plan's single-year benchmarks. However, in sections describing investment performance, OMERS sloes not report clear comparisons of the plan's long-term annualized returns to its corresponding long-term benchmarks. While the Annual Report does compare performance to the plan's discount rate and a long-term return expectation set by the AC Board, it omits comparisons of the plan's long-term performance against their own long-term benchmarks. ° OMERS 2015 Annual Report,p.131. 0 CMERS"Statement of Investment Policies and Procedures-Primary Plan,"January 1,2021. Page 266 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re- OME... OMERS believes that "paying pensions over decades means a long-term approach."" 10 But in the absence of longer-term comparative data, stakeholders face serious obstacles in evaluating performance. A review of historical Annual Reports shows that IN THE ABSENCE OMERS had a longstanding practice of reporting these long-term comparisons, but OF LONGER-TERM OMERS stopped this reporting, without explanation, in 2013. This is dramatically out COMPARATIVE of step with other pension plans and is, in our view, a serious lack of transparency DATA, STAKE- from OMERS. HOLDERS FACE SERIOUS • • • . • • OBSTACLES IN E Does annual VALUATING report compare PERFORMANCE annualized longer- YES YES YES YES YES YES YES NO term returns to corresponding benchmarks? The OMERS Statement of Investment Policies and Procedures states that "performance 10 reporting is consistent with industry recognized practices." "The OMERS Statement of Investment Beliefs says that "articulating our investment goals and performance THIS Is measures helps ensure clear accountability."13 We do not believe OMERS is meeting DRAMATICALLY these standards of reporting and accountability on this point. OUT OF STEP WITH - 4. OMERS Sand 10-Year Returns are now below OMERS own benchmarks OTHER PENSION for these periods. PLANS AND IS, IN OUR VIEW, A OMERS Annual Returns vs OMERS Annual Benchmark SERIOUS LACK OF TRANSPARENCY 6.0% FROM omFRs. 4.0°ro 4.2% 4.4/o 2.3% 2.3% 2.4% 2.0% 0.0% -2.0% -4.0°fa — - - -- -6.0% -4.9% -8.0% ------ — — — —-- -- -- - =9 G%- -12.0°/a - - --- --- --- 2011 2012 2013 2014 2015 2016 •2017 2018 2019 2020 Source: OMERS 2020 Annuai Report, Tern-Year Financial Review, p. 742. OMERS News Release,"OMERS Reports 2020 Financial Results:paying pensions over decades means a long-term approach," February 25,2021 ,z OMERS"statement of Investment Policies and Procedures,"January 1,2021 www.omers.com/governance-manual-policies- and-guidelines 8 13 OMERS"Statement of Investment Beliefs,"January 1,2020.www.omers.comlgovernance-manual-policies-and-guidelines Page 267 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re- OME... OMERS Return OMERS Benchmark Difference 5-Year Annualized 6.5% 7.4% -0.9% 10-Year Annualized 6.7% 7.3% -0.6% Source:Returns from OMERS 2020 Annual Report Annualized Long-Term benchmarks not referenced in Annual Report and were reported verbally to CUPS by OMERS on our request. The 5 and 10-year annualized benchmark figures above were not disclosed in the OMERS 2020 Annual Report. OMERS provided these numbers verbally to CUPE Ontario upon our request. Previous OMERS Annual Reports normally included a statement that "Our goal is to earn stable returns that meet or exceed our benchmarks."14 This statement appears to have been struck from the 2020 Annual Report. We also note that, OMERS benchmarks are comparatively low over this period when examined alongside other plans. We believe this is due to a different benchmarking THE OTHER methodology for certain investments at OMERS compared to industry standards. The MAJOR PLANS other major plans and funds that have reported 2020 results, however, are all ahead AND FUNDS THAT of their 10-year benchmarks as of their most recent annual reports. HAVE REPORTED 2020 RESULTS, 10-Year Returns vs 10 Year Benchmarks to 2020 HOWEVER, ARE 12.0% ALL AHEAD OF 11.2% THEIR 10-YEAR 10.0% — 9.2% BENCHMARKS AS 9.3% n $$k, $.3% 8.5% 8.3% OF THEIR MOST 8.0% 7.3% — —-- 7 2°� RECENT ANNUAL 6.7°k REPORTS. 6.0% — - 4.0% — — 2.0% — - - 0.0% — OMERS OTPP HOOPP BCI* CDPQ PSP* CPPIB* 10 Year Benchmark 10 Year Return *To March 31, 2020 otherwise to Dec 31,2020 2010 Annual Report p.27;2011 Annual Report p.25;2012 Annual Report p.23;2013 Annual Report p.22;2014 Annual Report p. 12;2015 Annual Report p.9;2016 Annual Report p.33;2017 Annual Report p.33;2018 Annual Report p.33;2019 Annual Report 9 p.42;2020 Annual Report N/A. Page 268 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re: OME... The impact on OMERS of these longer-term below-benchmark returns has been 10 significant. The difference of 0.6% between OMERS actual annualized 10-year investment returns of 6.7% and its benchmark of 7.3% has meant an absolute return HAD OMERS outcome that would have been roughly 6% higher after these 10 years (all other factors ACHIEVED being equal). Even achieving just this benchmark return on an annualized 10 year basis THESE BETTER would have resulted in an asset base of roughly $6 billion higher current plan assets.15 RESULTS, This better result would have brought OMERS reported funding level into surplus. THE PLAN This difference is even greater if we were to compare the impact of OMERS investment WOULD NOW performance to that of any.of these other large plans. For example, had OMERS HOLD A VERY achieved the actual 10-year annualized returns of the OTPP of 9.3% (just below the SUBSTANTIAL average of the other six plans listed above), the OMERS asset base would now be SURPLUS. (all other factors being equal) approximately 27% higher than OMERS actual asset level. In dollar-value terms, this difference represents roughly$28 billion more in assets after the 10-year period from 2011 to 2020. Had OMERS achieved these better results, the plan would now hold a very substantial surplus. S. OMERS 20-year return is not above its 20-year benchmark. Upon request from CUPS Ontario, OMERS also verbally disclosed that its 20-year return is equal to its 20-year benchmark of 6%. In our view, it is troubling that the plan has not outperformed its benchmark over this long period, and that this comparison is also not disclosed in OMERS annual reporting. The alternative scenarios for investment performance results outlined in this section are necessarily approximate as they are based on data that is made publicly available by OMERS,and were generated using the reported OMERS asset base as at 10 December 31,2010 of$53.3 billion. Page 269 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re. OME... FT ondusion 3 �ry u CUPE Ontario has serious concerns with OMERS investment performance, and with what we believe is a troubling lack of transparency about these issues. In our view, these issues cannot be dismissed as a one-year problem. We anticipate that these long-term, below-benchmark investment returns are very likely to lead directly to yet another round of proposals to reduce pension benefits payable to current actives and future retirees. OMERS has already eliminated the guarantee of THESE ISSUES indexation of pension benefits for service after 2022, and OMERS management has CANNOT BE indicated it will be examining further changes in plan design. OMERS has recently DISMISSED AS stated in writing to CUPE that "the OMERS pension plan has been facing sustainability A ONE-YEAR issues for some time now and the investment results of 2020 have amplified the need to PROBLEM. address those issues." At the recent 2021 OMERS AGM, OMERS Sponsors Corporation CEO Michael Rolland stated that "There are no guarantees as to what decisions we will have to make based on our performance...it's a long term performance we need to look at...the results of 2020 did have an impact...and that's why we're taking a look at it." CUPE Ontario is the largest sponsor representing plan members in OMERS, with 10 over 125,000 active members in the plan. It is true that CUPE Ontario appoints representatives to both the OMERS Administrative Corporation and the OMERS WE ANTICIPATE Sponsors Corporation. However, because of restrictive confidentiality rules at both THAT THESE LONG- boards, our representatives are unable to keep CUPE Ontario fully-informed about what TERM, BELOW- is really happening at OMERS governing boards, and the decisions that are being made BENCHMARK about our members' hard-earned retirement savings. We do not believe this is how INVESTMENT well-governed jointly-sponsored pension plans are supposed to function. The result is RETURNS ARE VERY that we feel that we are a plan sponsor in name only. Our members are not being well- LIKELY TO LEAD served by a structure that effectively cuts them out of playing the oversight function DIRECTLY TO YET they should over their pension plan. ANOTHER ROUND OF PROPOSALS TO REDUCE PENSION BENEFITS PAYABLE TO CURRENT ACTIVES AND FUTURE RETIREES. ?1 Page 270 of 306 14.c) Correspondence received November 3, 2021 from CUPE Ontario re- OME... These barriers will not stop CUPS Ontario from doing everything we can to ensure these 10 concerns about OMERS investment performance are addressed. Based on their public comments to date, we are not confident that OMERS management itself has taken, or WE ARE NOT is planning to take, sufficient steps to critically examine its own performance, nor are we CONFIDENT confident that plan members or sponsors and organizational stakeholders will receive THAT OMERS a transparent reporting of any such review. MANAGEMENT ITSELF HAS TAKEN, Therefore, CUPE Ontario is calling on other plan sponsors from both OR IS PLANNING sides of the table to work with us to commission a fully transparent TO TAKE, and independent expert review of the investment program at OMERS. SUFFICIENT STEPS This review should be conducted in the open by the sponsors and TO CRITICALLY stakeholders themselves, and not behind closed doors at OMERS. EXAMINE ITS OWN Ensuring our pension returns are as strong as they can be is not a PERFORMANCE. partisan issue, nor is it an issue that the member and employer side of the table should have a difference of opinion on. We want to work with other OMERS sponsors and stakeholders to address these issues for the good of all OMERS members.. ENSURING OUR PENSION RETURNS ARE AS STRONG AS THEY CAN BE IS NOT A PARTISAN ISSUE, NOR IS IT AN ISSUE THAT THE MEMBER AND EMPLOYER SIDE OF THE TABLE SHOULD HAVE A DIFFERENCE OF OPINION ON. WE WANT TO WORK WITH OTHER OMERS SPONSORS AND STAKEHOLDERS TO ADDRESS THESE ISSUES FOR THE GOOD OF ALL OMERS MEMBERS. 12 Page 271 of 306 0, OMERS Bullet*in November 1 This bulletin includes important information in response to letters that have been • municipal Councilsby Ontario regarding OMERS investment performance There is nothing more important to OMERS than our commitment to members and employers. We recognize the significance that having a lifelong, secure and reliable stream of pension income has on members when they retire. Canada's jointly sponsored public sector pension plans, including OMERS, are leaders in governance, plan design and investment expertise. We have positive and far- reaching impacts on society, beyond the members we serve. OMERS Economic Impact OMERS helps generate significant economic activity in Ontario — through OMERS retirees' spending and through our operations and the investments we make in local communities across Ontario. This includes approximately $5 billion in pension payments made annually to over We know that OMERS 180,000 retirees. Throughout OMERS almost 60-year history, we have consistently paid pensions on time, and activities support one as promised. of every 64 jobs across OMERS activities support one of every 64 jobs across Ontario, including Ontario, including 118,000 jobs across all rural regions, and lead to $12 billion in gross domestic product. 118,000 ,Jobs across a We have partnered with the Canadian Centre for rural regions, and lead Economic Analysis (CANCEA) to measure OMERS to $12 billion in gross economic impact, and we will be sharing some additional findings from a new report through our Q4 newsletters to domestic product. members, employers and stakeholders. .)MERS , Page 272 of 306 14.d) Correspondence dated November 15, 2021 re: Information in Response... OMERS is proud to be amongst the Canadian public sector pension plans that are held in high esteem around the world, far beyond this country's borders. As a 2017 World Bank Group study notes, "Canada is home to some of the world's most admired and successful public pension organizations...Over the past three decades, a 'Canadian model' of public pension has emerged that combines independent governance, professional in-house investment management, scale, and extensive geographic and asset-class diversification" OMERS Credit Ratings Our credit ratings were affirmed by four rating agencies earlier this year, with Fitch Canada including in their credit report that OMERS AAA rating reflects our "solid long-term investment track record... [and]strong corporate governance', among other qualities. AAA AAA Aa 1 AA+ DBRS Fitch Moody's S&P Comparison of OMERS Results Against Other Pension Plans OMERS investment strategy is designed to earn stable long-term returns, to meet our specific pension liabilities, while operating within a professional risk appetite that will meet the needs of our pension plan. Other pension plans have their own plan demographics, design features, risk appetite, liabilities and funded status — and some of these differ significantly from OMERS. As a result, comparing OMERS results against those of other pension plans is not the right focus because it necessitates taking information out of context and does not present a complete and fair comparison. In the municipal context, an analogy would be comparing property taxes across municipalities: they all have a different set of circumstances. While it's important to be aware of other property tax rates across Ontario, municipalities will set their property taxes based on their own set of circumstances — their own needs to finance the delivery of public services to their residents. We believe that our performance should be assessed against our own benchmarks, which are set annually by the Administration Corporation (AC) Board, and consider our specific pension liabilities, risk appetite, and the trade-offs between risks and returns. We align these benchmarks with OMERS objective of providing sustainable, affordable and meaningful pensions over the long term. These benchmarks form the basis of our disclosures in our publicly available Annual Report. Page 273 of 306 14.d) Correspondence dated November 15, 2021 re: Information in Response... Investment Results Over the 10-year period leading up to 2020, OMERS investment portfolio averaged an annual return of 8.2%, and 8.5% for the five- and three-year period. In 2019, OMERS delivered an 11.9% return. We have previously shared that we were not pleased with our 2020 investment results. The effects of the global COVID-19 pandemic negatively impacted our portfolio in 2020, contributing to an investment return net of expenses of-2.7%. The factors contributing to these results are outlined in our Annual Report and include the following: • widespread lockdowns which severely affected the business-and consumer-facing investments; • the loss in value of OMERS portfolio of high-quality public equities in early 2020, which did not fully recover during the market rally in the latter part of 2020; and • the actions we took proactively to enhance and protect the Plan's liquidity from further possible adverse market events achieved their objectives but resulted in currency losses. In addition to these three factors, long-term bond yields fell steeply in March and April, leading to strong returns for those assets. OMERS prioritizes short-dated, higher-yielding credit investments, with only a small allocation to long-term bonds, whose fair values can be volatile and whose low (or even negative) cash yield is not enough to meet our long-term investing hurdle rate. Accordingly, our 2020 returns did not materially benefit from these types of gains. As published in our mid-year financial results,this situation has reversed and we earned $9.2 billion of net investment income in the first six months of 2021. Mid-Year Financial Results as of June 30, 2021 In August 2021, we released our mid-year investment update for the first time, which is For the first six months available at omers.com. For the first six months of of the year, we earned a the year, we earned a net return of 8.8%, and net net return of 8.8%, and net assets grew by $9 billion to $114 billion. Further, over the 12 months ended June 30, 2021, the Plan assets grew by $9 billion to earned a net investment return of 18.2%. $1 1 4 billion. Further, over We expect the positive results to date in 2021 will the 12 months ended June continue for the remainder of the year, provided equity markets remain stable. The AC Board and the 30, 2021 , the Plan earned OMERS leadership team strongly believe we have a net investment return of the investment expertise and strategy in place to continue to achieve long-term returns consistent 18.2%. with our objectives. Page 274 of 306 14.d) Correspondence dated November 15, 2021 re: Information in Response... OMERS Governance Model It is important for you to know that in 2012, pursuant to the Ontario Municipal Employees Retirement System Review Act, 2006, an independent reviewer ("Reviewer") was appointed by the Minister of Municipal Affairs and Housing to conduct a review of the operation of OMERS governance structure. The Reviewer confirmed the importance of having an independent, professional OMERS AC Board to oversee the investment performance of the Plan, among other matters. Role of the Independent, Professional OMERS AC Board of Directors OMERS investment strategy and execution is governed by the independent AC Board of Directors, whose professional members are nominated by OMERS sponsors, including two representatives nominated by CUPE. It is the AC Board's responsibility to govern OMERS investment program, and it takes this duty very seriously. AC Board of Directors Review of the 2020 Financial Results and Consideration of the Third-Party Review Following the 2020 results, the AC Board undertook a thorough and extensive review of OMERS investment strategy and past decisions. George Cooke, the independent AC Board Chair, made the following comments on the matter earlier this year: "OMERS investment program is governed by an independent expert board, whose members have been nominated by our sponsors. The board continually and thoroughly reviews investment performance, independent of management, utilizing external experts where appropriate. Following the 2020 results specifically, we undertook a thoughtful look at our investment strategy and past decisions with an open mind. We are confident in our strong new leadership team and have concluded that our current investment strategy is appropriate. An additional third-party independent review is not warranted." 4 Page 275 of 306 14.d) Correspondence dated November 15, 2021 re: Information in Response... The Association of Municipalities of Ontario and Consideration of the Third-Party Review OMERS leadership and OMERS AC and Sponsors Corporation (SC) Board appointees work closely with the Municipal Employer Pension Centre of Ontario (MEPCO) Board and AMO staff to ensure their issues and concerns are fully considered by the AC and SC Boards, and by OMERS leadership. We particularly focused on this positive working relationship during 2021 and had frank and constructive discussions about OMERS investment performance. As a Plan Sponsor representing municipalities across Ontario, AMO has two qualified, professional representatives on the OMERS AC Board, overseeing the investment performance of the Plan. The City of Toronto, as OMERS largest employer, has a separate seat on the AC Board, also filled by a qualified professional. More information is available in MEPCO's August newsletter and MEPCO's November newsletter in which AMO and MEPCO expressed confidence in OMERS Plan governance and administration. In addition to AMO, other sponsors, including the Police Association of Ontario (PAO), Ontario Professional Fire Fighters' Association (OPFFA), Ontario Secondary School Teachers' Federation (OSSTF) and OPSEU, have also written to the OMERS AC Board Chair confirming their support for the independent AC Board of Directors to oversee OMERS investment performance. Following are excerpts from a letter sent by these sponsors to OMERS: "...in our view, the ultimate responsibility for the performance of OMERS'investments lies with the Administration Corporation Board of Directors[the 'AC Board"]. The AC Board is responsible for placing individuals in leadership roles at OMERS, evaluating their performance, assessing risk, and making key decisions with regard to the investment fund and its administration." "We therefore would not support any position that would substitute the view of a single sponsor organization or a group of sponsor organizations for the view of the AC Board. This would undermine the independent nature of the AC Board and reduce their ability to properly hold OMERS staff to account." OMERS has also provided information to the Ontario Municipal Administrators Association (OMAA), in response to questions they posed, which will be made available on their website. Page 276 of 306 14.d) Correspondence dated November 15, 2021 re: Information in Response... Continuing Oversight and Governance of OMERS To ensure the effective oversight and governance, and the proper functioning of the AC Board, it is critical that sponsor organizations continue to nominate directors with the expertise to independently evaluate and approve strategic investment choices and assess investment manager skill. AC directors are nominated by OMERS sponsors and appointed by the SC Board. OMERS management and the AC Board will continue to review, refine and improve our disclosures as we gather feedback from stakeholders and as the reporting environment continues to evolve. Conclusion The role of governance and oversight of OMERS investment strategy resides in the hands of the independent AC Board. The AC Board has considered the request by CUPE Ontario for a third-party review of OMERS investment results and has determined that it is not warranted. OMERS 2021 annual results will be released during the first quarter of 2022, and we welcome the opportunity to discuss our performance with employers, sponsors and stakeholders following this release. At the same time, the Sponsors Corporation is undertaking the important work of reviewing the Plan we look forward to against a shifting membership demographic to ensure that we are set up to deliver sustainable, affordable 2022 with humble and meaningful pensions for generations to come. confidence, as We look forward to 2022 with humble confidence, as we celebrate OMERS 60th year of proudly serving we celebrate members across Ontario. OMERS 60th year If you would like to further discuss our investment of proudly serving results, our governance structure or require any additional information, please contact our Stakeholder members across Relations team at StakeholderRelations&omers.com. Ontario. Page 277 of 306 14.e) Correspondence dated November 16, 2021 from Christine Fergin, Mana... From: Christine Fergin <cfergin(a)sdimktg.con-> Sent: November 16, 2021 10.22 PM To: Legget, Jenny <ilegget(a-)oro-medonte.ca>; Cooper, Vanessa <vcooper(a.oro-medonte.ca>; Whitley, Jennifer <iwhitley(a-)oro-medonte.ca>; Hughes, Harry <harry.hughes(a-)oro-medonte.ca>; Scott Bjaanes <sbiaanes(agmail.com>; Llewellyn, Roz <rllewellyn(a)oro-medonte.ca>; McCartney, Garry <gmccartney(a-)oro-medonte.ca>; Binns, Shawn <sbinns(a)-oro-medonte.ca> Cc: Margaret Langford <mlangford(a-)sdimktq.com> Subject: Rogers Hometown Hockey-Thank YOU! Hi Oro-Medonte Team! I hope you are all having a fantastic week and have had some time to relax and reflect on the amazing week and weekend we had in Oro-Medonte a few short weeks ago! On behalf of the entire Rogers Hometown Hockey team, we wanted to send a quick note to you all, to thank you so much for being so incredible and for truly making us feel at home during our stay. Rogers Hometown Hockey is a very special experience because it provides our team with the unique opportunity to meet so many incredible people from all across the country. This is my fourth year on the program, and I can honestly say that the hospitality, dedication, and gratitude that we felt and experienced while working with your team was unparalleled. You all get to work with so many wonderful people each day and I am so happy that we were able to be a part of the team, even if only for a short while. The planning process for this event is always fairly hectic but even more so this year due to covid, new people in new roles, and the incredibly tight timelines that I know you all felt along the way. I cannot tell you how very thankful we were for your patience throughout this entire process. Despite all of the craziness, you all pulled off a phenomenal Rogers Hometown Hockey event and made a lot of local people very happy! It is always such an incredible feeling for our team when there is a big turnout to the festival, so thank you for working tirelessly over the past few months to make that happen. Hosting Rogers Hometown Hockey festival in the midst of a global pandemic is truly an accomplishment and all of you deserve a huge pat on the back for bringing it to life. This past year and a bit, I think, has really forced a lot of us to open our eyes and truly remember what is important to us and I can honestly say that I feel very fortunate to work in the role that I do because it provides me with the opportunity to meet so many incredible people along the way such as yourselves. Being a part of Rogers Hometown Hockey is a pretty remarkable experience, and it was really our pleasure to work with you all. Again, please pass on my sincerest thank you to everyone else involved in the planning of the event & throughout the weekend of the festival! We will very much miss working with you all every week! Thank you SO much again for being so amazing! I truly hope that our paths will cross again at some point down the road! O Stay safe! All the best, Christine Christine Fergin I Manager, Community & Events Rogers Hometown Hockey Page 278 of 306 14.f) Correspondence dated November 18, 2021 from Jeremy Pollard re: Rog... From: Jeremy Pollard <jpollard@tsuonline.com> Sent: November 18, 2021 9.41 AM To: Agenda comment <Agendacomment@oro-medonte.ca> Subject: HomeTown Hockey and the HVPOA Dear Mayor Hughes and the Oro-Medonte Council Good morning. I was wondering why the HVPOA got very special treatment at the HomeTown Hockey event. My wife and I went into the Rogers tent because we were told that they were giving away a Rogers toque, and we were asked if we were members of the HVPOA to which we said no. Sorry we can't give you a toque they are for HVPOA members only. Huh?? This was an Oro-Medonte event not an HVPOA even correct?? A little miffed we departed the tent and wondered how the HVPOA managed to hijack an Oro- Medonte event. Any guidance? Thank you in advance. Cheers from: Jeremy Pollard, CET The Caring Canuckian! Crisis, necessity, change Integrator, Educator, Consulting, Columnist — Control Design 3 Red Pine Court, Oro-Medonte, Ontario LOL 21_0 Cell # 705.725.3579 Virus-free. www.avq.com Page 279 of 306 15.a) Correspondence dated November 18, 2021 received from Mayor Mike Bu... am Administration Office 1024 Hurlwood Lane,Severn Mailing address PO Box 159,Orillia,Ontario L3V Q3 Email info@severn.ca Phone 705-325-2315 Township of SEVERN November 18, 2021 Minister of Natural Resources & Forestry Honourable Greg Rickford Minister of Colleges and Universities, Honourable Jill Dunlop Attorney General Honourable Doug Downey Deputy Government House Leader Honourable Andrea Khanjin Minister of Transportation Honourable Caroline Mulroney Minister of Municipal Affairs & Housing Honourable Stephen Clark Dear Ministers, RE: Growth Plan's Provincial Natural_Heritage System Council of the Township of Severn passed the following motion at its November 18, 2021 Special Meeting: THAT the Township of Severn send correspondence to the Minister of Natural Resources & Forestry as well as the Minister of Colleges and Universities Dunlop, Attorney General Downey, Deputy Government House Leader Khanjin, Minister of Transportation Mulroney as well as the Minister of Municipal Affairs & Housing Clark expressing the Township's continued and ongoing concerns with the accuracy of the Growth Plan natural heritage system and agriculture system mapping and the very limited process to permit refinements to the mapping through the County Municipal Comprehensive Review process, AND FURTHER THAT the correspondence be copied to the County of Simcoe and all municipalities within the County. severn.ca W f Page 280 of 306 15.a) Correspondence dated November 18, 2021 received from Mayor Mike Bu... The Township of Severn has previously expressed significant concerns to the Province and to the County of Simcoe regarding the accuracy and application of the Growth Plan Natural Heritage System (GP-NHS) mapping prepared by the Province as required by Section 4.2.2.1 of the Growth Plan. While the language of the amended Growth Plan (2020) would appear to provide flexibility for the County of Simcoe to undertake a true and accurate refinement of the GP-NHS mapping, the Provincial guidelines and technical criteria currently in effect have significantly limited and restricted the work to date by the County and its consultants. The Council of the Township of Severn is committed to identifying and protecting the significant natural heritage system. However, the current broad-brush GP- NHS and the automated, algorithmic refinement methodology based on four (4) very narrow criteria required by the Province does not permit the County and its lower-tier municipal partners to get the refined GP-NHS mapping right—getting it right, should be the objective of this exercise. Not getting the mapping right at this point in time will cause significant impacts throughout the local planning processes and will have huge impacts on existing and approved developments throughout Simcoe County. The Province is requested to update its guidelines and technical criteria from 2018, which predate this Governments amendments to the Growth Plan, to provide greater flexibility to the County of Simcoe to refine the GP-NHS mapping in keeping the policy goals and principles of the Provincial Policy Statement. We also recommend that the Province take a critical look at Section 4.2.2.3 and Section 4.2.2.4 of the Growth Plan. Section 4.2.2.3 has far reaching implications on existing developed properties across the Growth Plan Area, even if refinements to the GP-NHS are undertaken. It is our recommendation that what is included in Section 4.2.2.3 does not belong in a Provincial Policy document, and may not belong in a County Planning Document. These sections were added by the previous Government and it is our suggestion that Section 4.2.2.3 is much too restrictive of a policy regime for a Provincial Plan. Rather, Section 4.2.2.3 includes policies that one would expect to find in a local or single-tier Official Plan. Yours Tr ly, ORA ION OF THE TOWNSHIP OF SEVERN Mayor ik Burkett C. County of Simcoe All Simcoe County municipalities severn.ca V f Page 281 of 306 15.a) Correspondence ated November 18, 2021 r ei ed om ayor $g g CL SP OR CL Ali co clj rl W Y � Q � r � s � O r / K, E Q m � 1 m Q } � 4 W h. P e 82 N06/ 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... The Corporation of the Township of Oro-Medonte By-law No. 2021-124 A By-law to Authorize the Execution of the Professional Services Agreement (Short Form) between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte and to Repeal By-law 2016-142 Whereas Section 5(3)the Municipal Act 2001, S.O. 2001 C.25, as amended, provides that a municipal power, including a municipality's capacity, rights, powers and privileges under Section 9, shall be exercised by a By-law unless the municipality is specifically authorized to so otherwise; Whereas Section 9 of the Municipal Act, 2001, S.O. 2001, c25 as amended, grants municipalities the powers of a natural person for the purpose of exercising its authority under this or any other Act; Whereas Section 224 of the Municipal Act, 2001, S.O. 2001, c25 as amended, provides that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; Whereas Council for the Corporation of the Township of Oro-Medonte enacted By-law 2016-142 authorizing the Execution of the Professional Services Agreement Short Form) between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte; And Whereas Council for the Corporation of the Township of Oro-Medonte deems it expedient to enter into a Five (5)Year Extension to the Professional Services Agreement (Short Form) for Engineering Consulting Services; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. The Mayor and Clerk be authorized to execute the Five (5)Year Extension to the Professional Services Agreement (Short Form) for Engineering Consulting Services, between The Jones Consulting Group Ltd. and The Corporation of the Township of Oro-Medonte, attached hereto as Schedule "A" and forming part of this By-law; 2. That By-law 2016-142 be repealed in its entirety. 3. This by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 24t" day of November, 2021. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk,Yvonne Aubichon Page 283 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... Schedule "A" This Agreement made this 24t" day of November, 2021. BETWEEN: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE (the "Township") -and - THE JONES CONSULTING GROUP LTD. (the "Consultant") WHEREAS the Township issued RFP#CAO 2016-01 -Engineering Consulting Services (the "RFP") on June 1, 2016 with the Consultant's RFP Response Submission accepted by the Township on October 12, 2016; AAW AND WHEREAS pursuant to the terms of the award, the Township and the Consultant agreed to enter into a contract(the"Agreement")to set out the terms and conditions of the arrangement for the provision of Engineering Consulting Services (the "Services") by the Consultant for and on behalf of the Township enacted through By-law 2016-142; AND WHEREAS the Township issued RFP # CAO 2016-01 included provisions for a Five (5) Year Extension to the original Agreement under the same terms and conditions contained therein; NOW THEREFORE the Township and the Consultant hereto agreed with one another as follows: . Scope of Work 1. The Township hereby retains the Consultant to provide the Services as specified in this Contract, in the RFP and in the RFP Response Submission under the general guidance and direction of the Township. 2. The Consultant agrees to supply, at its sole cost and expense, all staff, equipment and technical assistance necessary to perform the Services as stipulated herein. 3. The Consultant shall provide the Township with the Services for an approximate five (5) year term, from November 24, 2021 through to October 31, 2026. Contract Documents and Order of Precedence 4. The"Contract"as defined in the RFP between the Township and the Consultant shall consist of the RFP, the RFP Response Submission and this Agreement. In the event of any conflicts or inconsistencies between any these documents, this terms of this Agreement shall prevail. Fees and Disbursements 5. The Township shall pay to the Consultant as full payment and compensation for the Services an amount not to exceed the Hourly Rates as set out in Appendix 4 of the RFP Response Submission. No payment in excess of this amount shall be made without the Township's prior written authorization. 6. During the term of the Agreement, the prices quoted by the Consultant shall be adjusted annually to the rate of inflation as determined by Statistics Canada and are not subject to any increase or change above the annual cost escalation factor without the prior written consent of the Township. Page 284 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... 7. Provided that the Consultant is not in default of any of its obligations under the Agreement, and provided that the Township does not, in good faith, dispute the invoice submitted by the Consultant, the Township shall pay each invoice submitted within thirty (30) days of receipt. The Consultant shall not be entitled to any interest upon any payments made by the Township beyond the 30-day period. Workplace Safety and Insurance Board (WSIB) 8. The Consultant must be in good standing with the Workplace Safety and Insurance Board ("WSIB") and shall furnish the Township with satisfactory evidence, in the form of a valid WSIB Clearance Certificate, prior to commencement of the Services under the Agreement, upon presentation of a final invoice and within fifteen (15) business days of the Township's request during the Agreement. 9. The Consultant shall maintain its WSIB Insurance or pay such assessments as will protect the Consultant and the Township from claims under the Workplace Safety and Insurance Act, and, from any other claims for damage from personal injury, including death, which may arise from the Consultant's performance under this Agreement. 10. In the event that the Consultant is not required by law to be registered with WSIB, confirmation of employer's liability insurance in the amount of Two Million Dollars ($2,000,000.00) is required. Such coverage shall be confirmed by a Certificate of Insurance. Compliance with Laws 11. The Consultant acknowledges that it is aware of the provisions of the Occupational Health and Safety Act, the Environmental Protection Act, the Human Rights Code, the Pay Equity Act, and any other applicable federal, provincial, and/or municipal statutes, regulations, by-laws, policies and guidelines thereunder and agrees to comply with, and cause employees to comply with, the provisions thereof as such statutes, regulations, policies and guidelines may be amended or replaced from time to time. 12. The Consultant shall do, shall cause to be done, shall refrain from doing, and/or shall prohibit from being done, any act or thing as directed by the Township if, at any time, the Township reasonably considers that any situation or condition is unsafe, damaging to the environment or contrary to the provisions of any applicable statutes, regulations, policies or guidelines. Records and Audit 'i 13. The Township shall have the right to audit all books and records (in whatever form they may be kept,whether written, electronic or other) relating or pertaining to the Agreement (including any and all documents and other materials, in whatever form they may be kept, which support or underlie those books and records), kept by or under the control of the Consultant, including, but not limited to those kept by the Consultant, its employees, agents, assigns, successors and sub-consultants. The Consultant shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of the Agreement and for at least two years following the completion of the Agreement, including any and all renewals thereof. 14. The books and records, together with the supporting or underlying documents and materials shall be made available, upon request, to the Township, through its employees, agents, representatives, contractors or other designees, during normal business hours at the Consultant's office or place of business. In the event that no such location is available, then the books and records, together with the supporting or underlying documents and records, shall be made available for audit at a time and location in the Township, which is convenient for the Township. Page 285 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... Use of Work 15. Notwithstanding any other provisions of the Agreement, and provided that the Township has complied with its obligations under this Agreement, including but not limited to the payment of fees and disbursements pursuant to Paragraph 5, 6 and 7 of this Agreement, the Township shall have the right to take possession of,and use,any completed or partially completed portions of the work associated with the Services provided under this Agreement. 16. Provided that the Township has complied with its obligations under this Agreement, including but not limited to the payment of fees and disbursements pursuant to Paragraph 5, 6 and 7 of this Agreement, the Township shall retain exclusive ownership in all components and deliverables created solely under this Agreement and shall own any copyright and patent directly related to and developed solely pursuant to this Agreement. Quality Assurance and Quality Control 17. In providing the Services under this Agreement, the Consultant shall perform in a manner consistent with the degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances, at the same time and in the same or similar locality. The Consultant shall perform the Services with reasonable diligence and expediency, consistent with sound professional engineering practices. 18. The Township reserves the right to monitor the performance of the Consultant and to issue directives to the Consultant to remedy any condition which the Township considers to be detrimental to the provision of the Services, which the Consultant shall be required to carry out within the timeframe stipulated by the Township. 19. At any time during the course of this Agreement, the Township may direct the Consultant to immediately remove a staff member and replace them with another staff member acceptable to the Township. Changes and Alterations and Additional Services 20. The Consultant shall not change or deviate from the scope of the Services without the prior written consent of the Township. In the event that the Consultant undertakes a change or deviation in the scope of the Services without the prior written consent of the Township, it shall not be entitled to additional payments. Assignments and Sub-consultants 21. It is understood and agreed that the Consultant will be an independent contractor and that the employees or agents of the Consultant will perform all of the Services offered. Sub-contract agreements made by the Consultant will not release the Consultant from any obligation to the Township with respect to the performance of its obligations under this Agreement. 22. The Township acknowledges that Azimuth Environmental Consulting Inc. and Triton Engineering Services Limited are pre-approved Sub-consultants, as identified in the RFP Response Submission. Should any other Sub-consultant be utilized by the Consultant, those Sub-consultants must be approved by written approval prior to any assignments and all sub-contracts which may be granted on such terms as the Township deems advisable. The Township's consent to any assignment or subcontract shall not release the Consultant from its duties and obligations under this Agreement. Damages and Set Off 23. If the Township should suffer provable damage as a result of negligence on the part of the Consultant or their Sub-consultants in the performance of the Services in this Agreement, the Township shall be reimbursed by the Consultant for such Page 286 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... damage. 24. Any of the Services which have not been performed to the Township's reasonable satisfaction as a result of negligence or other acts of omission by the Consultant or any of its Sub-consultants, shall be promptly rectified in accordance with this Agreement at the Consultant's expense. 25. In the event that any of the Services are not performed in accordance with this Agreement, as a result of negligence or omission by the Consultant or any of its Sub-consultants, the Township may retain, as a holdback, an amount equal to the Township's reasonable estimated cost to perform the Services in a satisfactory manner, and until the Services have been completed to the reasonable satisfaction of the Township. 26. In addition to the rights set forth above, the Township shall have the right to set off against the monies due or which may become due to the Consultant, any proven amounts owing to the Township by the Consultant as a result of negligence or omission for the Services provided under this Agreement. Suspension or Termination 27. The Township may, at any time by ten (10) business days notice in writing to the Consultant, suspend or terminate the Services, or any portion thereof. Upon receipt of such notice,the Consultant shall perform no further Services and shall not be entitled to any payment for additional work beyond that date, nor for lost profits or any consequential damages as a result of the termination. 28. The Consultant may suspend or terminate the Services, or any portion thereof, as a result of non-payment on the part of the Township. Upon receipt of notice by the Township,the Consultant shall perform no further Services until such time as outstanding payment, not resulting from damages or set off, is received. 29. In addition to the above, if the Consultant should become bankrupt or insolvent, or if a receiver is appointed because of its insolvency, or if the Consultant transfers, assigns or otherwise disposes of its interest in this Agreement or any part thereof without the prior written authority of the Township, this Agreement shall terminate as of the date of the any such event and the Township shall pay for the Services rendered and disbursements incurred by the Consultant to the date of termination. 30. Upon termination of this Agreement, all documentation relating to the Services shall be delivered to the Township including all work product, drawings, paper and electronic files, and the Consultant shall not be entitled to payment until it has provided the Township with all such documentation. For the avoidance of doubt, the Consultant may retain a copy of all documentation relating to the Services for its files. 31. All duties and obligations of the Consultant with respect to the Services provided up to and including the date of termination shall survive termination of this Agreement. Indemnification 32. The Consultant shall indemnify the Township, its directors, officers, council members, partners, agents and employees from and against all damages, liabilities, and costs or damages which the Township, its directors, officers, council members, partners, agents and employees may suffer as a result of the negligent acts, error or omissions of the Consultant, its employees, officers,sub- consultants or agents in the performance of the Services under this Agreement, to the extent that the Consultant is responsible for such damages, liabilities and costs on a comparative basis of fault between the Consultant and the Township. 33. The Consultant shall not be obligated to indemnify the Township for the Township's own negligence or for the negligence of third parties not specified in this Agreement. Page 287 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... Insurance 34. Without restricting the generality of the section on Indemnification, the Consultant shall obtain, maintain, pay for and provide evidence of the following insurance coverage, taken out with insurance companies licensed to transact business in the Province of Ontario and not otherwise excluded by the Township: (a) Commercial General Liability Insurance Commercial General Liability ("CGL") Insurance shall include the Township as an additional insured, with limits of not less than Five Million Dollars ($5,000,000.00) inclusive per occurrence for bodily and personal injury, death and damage to property including loss of use hereof. (b) Automobile Liability Insurance Automobile Liability Insurance in respect to corporate owned and non-owned vehicles shall have limits of not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence and shall protect against all liability arising out of the use of corporate owned or leased vehicles, used by the Consultant, its employees or agents. (c) Professional Liability Insurance Professional Liability Insurance shall have limits of not less than Five Million Dollars ($5,000,000.00) inclusive per claim, covering services or activities that are professional in nature and thereby excluded under the CGL policy. 35. The form of all insurance to be provided herein,shall in all respects be satisfactory to the Township and shall be maintained continuously from either the commencement of the services or the signing of this Agreement, whichever is sooner. 36. The policies shall be endorsed to provide the Township with not less than thirty (30)days written notice in advance of cancellation. The Consultant shall provide the Township with not less than thirty (30) days written notice in advance of change or amendment restricting coverage. Confidential Data 37. The Consultant shall not divulge any specific information as confidential, communicated to or acquired by it, or disclosed by the Township in the course of carrying out the Services provided for herein unless the information is in the public domain (other than as a result of the unauthorized disclosure by the Consultant)or if the Consultant is required by a court of law or other competent authority to disclose such information. No such information shall be used by the Consultant on any other project without the approval in writing of the Township. Claims and Disputes 38. Should the Consultant wish to claim additional compensation arising out of a change to the scope of the Services or for any other reason, it shall provide the Township with written notice of this claim within ten (10) business days of becoming aware of the claim, failing which, it shall not be entitled to any compensation for such claim. 39. Subject to Paragraph 28 of this Agreement, in the event of any claim or dispute between the parties,the Consultant will continue to perform the Services without interruption, if so directed by the Township, pending the resolution of the claim/dispute. General Requirements 40. Any notice given pursuant to this Agreement may be delivered by facsimile transmission, electronic mail or mailed by prepaid registered mail to the Page 288 of 306 17.a) 2021-124: A By-law to Authorize the Execution of the Professional ... addresses designated by the respective parties. If delivered, the notice is effective on the date of delivery, and if mailed, the notice is effective on the fifth (5th) business day following the day of mailing. 41. This Agreement shall enure to the benefit of,and be binding upon,the Township, the Consultant and their heirs, executors, administrators, successors and permitted assigns. 42. This Agreement constitutes the complete and exclusive statement of the agreement between the parties, which supersedes all proposals, agreements, arrangement or understandings, oral or written, and all other communications between the parties, relating to the subject matter of the Agreement, except as referenced in, and made part of, the Agreement. 43. This Agreement may be modified only by a written amendment signed by the authorized representatives of both parties. 44. This Agreement shall be governed by, and construed in accordance with, the laws of the Province of Ontario. Ad, IN WITNESS WHEREOF the parties hereto have hereunto set their hand and seals on the above date. THE JONES CONSULTING GROUP LTD. Per: Name: Title: I have authority to bind the corporation. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Per: H. hes, Mayo Per: Yvonne Aubichon, Clerk' Page 289 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... The Corporation of the Township of Oro-Medonte By-law No. 2021-125 Being a By-law to Permit All-Terrain, Multi-Purpose Off-Highway Utility [and Recreational Off-Highway Vehicles on Municipal Highways (Off-Road Vehicles By-law) and to repeal By-Law No. 2019-079 Whereas the Highway Traffic Act, R.S.O. 1990, Chapter H.8, Section 191.8(1), provides that no person shall drive an off-road vehicle on a highway except in accordance with the Highway Traffic Act regulations and any applicable municipal By-law; And Whereas the Highway Traffic Act, R.S.O. 1990, Chapter H.8, Section 191.8(3), provides that a municipality may pass by-laws permitting certain off-road vehicles on highways under the jurisdiction of the municipality and providing speed limits for such vehicles; And Whereas the Municipal Act, S.O. 2001, Chapter 25, Section 11(3), provides that a municipality may pass by-laws with respect to municipality owned roads, including parking and traffic on such highways; And Whereas the operation of off-road vehicles on highways is a privilege and not a right; And Whereas Council deems it necessary to enact a By-law to permit the use of off- road vehicles on certain municipal highways. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Appendix "A", Schedules "A", "B", "C" and "D" form part of this By-law. 2. This By-law may be cited as "The Township of Oro-Medonte Off-Road Vehicles By-law." 3. That By-law No. 2019-079 is hereby repealed in its entirety. 4. This By-law shall come into force and effect on the date of its final passing. By-law read a First, Second and Third time, and Passed this 24th day of November 2021. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Deputy Clerk, Janette Teeter Page 290 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Appendix "A" To By-law No. 2021125 for the Corporation of the Township of Oro-Medonte 1.0 Definitions For the purpose of this By-law, the following definitions shall apply: "Boulevard" shall mean that part of the highway situated between the curb line and the property line of the lot abutting the highway, but does not include a sidewalk or shoulder. "Council" means the Council for The Corporation of the Township of Oro-Medonte. "Designated Trail Route" shall mean a trail that has been approved by Council and designated by agreement or memorandum of understanding with a recognized agency and includes extension of the agency's insurance coverage to terms acceptable to the Township. "Highway" includes a common and public highway, street avenue, parkway, driveway, square, place, bridge, viaduct or trestle, any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof. "Municipal Law Enforcement Officer" means a person duly appointed by the Corporation of the Township of Oro-Medonte for the purpose of enforcing the provisions of this By-law and who shall have the powers as set out in the Provincial Offences Act, R.S.O., 1990, c.P. 33, as amended. "Municipality" shall mean The Corporation of the Township of Oro-Medonte. "Off-Road Vehicle" shall mean an off-road vehicle intended for off-road and within the meaning of the Off-Road Vehicles Act, and as defined by the Highway Traffic Act and or the regulations thereto and includes off-road vehicles as defined as follows: "All-terrain vehicle" means an off-road vehicle that, a) has four wheels, the tires of which are all in contact with the ground, b) has steering handlebars, c) has a seat that is designed to be straddled by the driver, and d) is designed to carry, (i) a driver only and no passengers, or (ii) a driver and only one passenger, if the vehicle, (A) has one passenger seat that is designed to be straddled by the passenger while sitting facing forward behind the driver, and (B)is equipped with foot rests for the passenger that is separate from the foot rests for the driver; "Multi-purpose off-highway utility vehicle" means an off-road vehicle that, a) has four or more wheels,the tires of which are all in contact with the ground, b) has a steering wheel for steering control, c) has seats that are not designed to be straddled, and d) has a minimum cargo capacity of 159 kilograms; "Recreational off-highway vehicle" means an off-road vehicle that, a) has four or more wheels,the tires of which are all in contact with the ground, b) has a steering wheel for steering control, c) has seats that are not designed to be straddled, and d) has an engine displacement equal to or less than 1,000 cubic centimeters; For the purposes of this By-law the terms off-road vehicle, multi-purpose off-highway utility vehicle, and recreational off-highway vehicle shall be referred to as "off-road vehicle" and treated as one in the same. Page 291 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... "Recognized Agency" shall be the Ontario Federation of All-Terrain Vehicle Clubs and the Central Ontario ATV Club. "Settlement Area" for the purpose of this By-law shall include: Prices Corners/Bass Lake area, Shanty Bay area, Eight Mile Point Road area, Horseshoe Valley area, Sugarbush/Diamond Valley area, Braestone area, Moonstone Area and Scottdale Drive. "Sidewalk/Footpaths" means that portion of a highway as is set aside by The Corporation of the Township of Oro-Medonte for the use of pedestrians. "Township" shall mean The Corporation of the Township of Oro-Medonte. 2.0 Regulation of Off-Road Vehicles on Township Highways 2.1 Prohibition 2.2 No person shall operate an Off-Road Vehicle or permit an Off-Road Vehicle to be operated on a highway: 2.2.1 under the jurisdiction of the Township that is an unopened road allowance except upon those highways (unopened road allowances) or portions thereof set out in Schedule "B" of this By-law and during the dates listed therein unless otherwise established as a Designated Trail Route; 2.2.2 under the jurisdiction of the Township outside of a Settlement Area except upon those highways or portions thereof set out in Schedules "A" and "D" of this By-law and during the dates listed therein unless otherwise established as Designated Trail Route ; and 2.2.3 under the jurisdiction of the Township within a Settlement Area (identified in Schedule "C" of this By-law). 2.3 On those highways under the Township's jurisdiction where Off-Road Vehicle use is permitted under section 2.2, no persons shall operate such Off-Road Vehicle at a rate of speed greater than: 2.3.1 20 kilometers per hour, if the speed limit established under the Highway Traffic Act or by municipal by-law for that part of the highway is 50 kilometers per hour or lest; 2.3.2 50 kilometres per hour, if the speed limit established under the Highway Traffic Act or by municipal by-law for that part of the highway is greater than 50 kilometres per hour. 2.4 On those highways under the Township's jurisdiction where Off-Road Vehicle use is permitted under section 2.2, no persons shall operate such Off-Road Vehicle during the following period; 2.4.1 two (2) hours after sunset through till two hours prior to sunrise the following day.. 2.5 On those Highways under the Townships jurisdiction where Off-Road Vehicles use is permitted under section 2.2, no person shall operate such Off-Road Vehicle between December 16t" through till March 31st of the following year, except as identified in Schedules "A" and "B" of this By-law. 2.6 Notwithstanding section 2.4, upon written request Council may approve by resolution, a modification to the regulated hours therein where such request is made in association with a special event or other activity that is legally permitted. 2.7 No person shall park an off-road vehicle on a municipal highway except in accordance with the (Parking By-law) or where otherwise authorized by signage displayed and indicating that Off-Road vehicle parking is permitted. 2.8 Notwithstanding the permission granted under section 2.2 no person shall operate an Off-Road Vehicle: Page 292 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... 2.8.1 upon any Sidewalks/Footpaths, or 2.8.2 within any ditches, drainage areas or other portions of the highway outside of the travelled portion (of the highway). 3.0 Off-Road Vehicles on Municipal Property Other than Highways 4.1 On all municipally owned lands, other than highways, no person shall operate an Off-Road Vehicle except: 3.1.1 in areas permitted as identified in Schedule "B" of this By-law 4.0 Enforcement 4.1 The provisions of this By-law shall be enforceable by a police officer, municipal law enforcement officer, or other such persons as appointed by the municipality. 4.2 Failure to stop when directed by a police officer, municipal law enforcement officer, or appointed person shall be an offence of obstruction. 5.0 General 5.1 In the event that any provisions of this By-law are found by a court of competent jurisdiction to be without effect under Section 14. (1) of the Municipal Act, S.O. 2001, as amended, such provisions shall be deemed to be severed and the remainder of this By-law shall remain in full force and effect. 5.2 This By-law shall apply in addition to the provisions of any other Township by-law and the Municipal Act, 2001, S.O. 2001 c. 25, as amended, provided that in the event of conflict, the provisions of any other Township by-law or the Municipal Act, 2001, S.O. 2001 c. 25, as amended, shall not be paramount over this By-law, provided such provisions are not contrary to law. 6.0 Offence' Wft,"I%k 6.1 No person shall obstruct, hinder, or otherwise interfere with a police officer, municipal law enforcement officer or other duly appointed individual in the lawful carrying out of their duties and responsibilities under the provisions of this By-law. 6.2 Every person who contravenes any provision of this By-law is guilty of an offence and shall be liable to a fine pursuant to the Municipal Act, as amended, every such fine is recoverable under the Provincial Offences Act, as amended. Page 293 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "A" to By-law No. 2021-125 for The Corporation of the Township of Oro-Medonte Areas Permitted December 155t—March 31 All highways under the jurisdiction of the Township of Oro-Medonte within the following boundaries: Northern Boundary -Old Barrie Road Southern Boundary -Lake Simcoe Western Boundary -Line 1 North/South to Lake Simcoe Eastern Boundary -Line 14North/South from Old Barrie Road to the Rail Trail. The boundary then continues from Line 15 South from the Rail Trail to Lake Simcoe. Exclusions to the above are hereby noted as follows: Ridge Road/Shanty Bay Road -Under the jurisdiction of the County of Simcoe (only permitted to cross at 90-degree angle). H rseshoe V le nE Hors shoe alle d.E. 1"'\ r_1 W �I J I- I / The Northern Boundary is Old Barrie Road. The Southern Boundary is Lake Simcoe, Bass The Western Boundary is Line 1 North/South. Lake y The Eastern Boundary is Line 14 North/South from Old Barrie Rd to the Rail Trail. t The Boundary then continues from Line 15 South from the Rail d H Trail to Lake Simcoe. d.E z c This Map is to be used for Illustrative Purposes Only R c y J C a Old rrie W. 11 z Z 7 9 Z N a) = J J J 1516 5rd.E. 15116 rd.VVLID z Z z z z z z00 z Z �, ° N � � � N Q) Q)J N C J J J J m J C _C =_ C J ;moU) J N � 0) Rco C J LO a) = J P N co a C J J J R19a Lake Q) � a� _ J Simcoe J J J Z�_r ill. Ri a d.9 z s a Km AN Use Boundary o � �r�_�ui�to-o N September 2019 � Proud Henlage,EzdNng Pueure Page 294 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "B" to By-law No. 20121-125for The Corporation of the Township of Oro-Medonte Areas Permitted January 1st—March 15t" of any given year Operation of an off-road vehicle is permitted on the following unopened road allowance from January 1st till March 15t" in any given year: a) Colborne Street b) Black Forest Road c) Ice Road d) Little Road e) Wilson Street f) Woodland Drive Page 295 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "C" to By-law No. 2021-125 for The Corporation of the Township of Oro-Medonte Settlement Areas �d9e Sc. Horseshoe Valley Area e Map/e Q�� c mat Cl A n O� / •�`��� \/ eAoinr Gatho6ra/ m �T1 pa 4o j Horseshoe Valley Rd.W. 22 airch Gro` •D 0 4 o ato Ct. C. vmlS o 3 wag W Z n = o i s e H1Wand•Or. $ � s Cry Permitted %40"1 °O way -Prohibited NordIC,T�-•-i Q Horseshoe Valley Rd.W. 23, SugarbushDiamond Valley 1 ? m P3 �MaP�°G< 1 =Permitted X L� Prohibited Hlckdr. E,,eida O4• nwood° RySu 6gar `aSuma�. _T s' •r d Je aPDh{re Way 0 \eF Opal,GL 007 Emerald Ta Page 296 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "C" to By-law No. 2021-125 for The Corporation of the Township of Oro-Medonte Settlement Areas-Continued Price Dr. 12 Prices Corners/Bass Lake 2 I Horseshoe Valley Rd.E. N B�rc�Rd. v J %%% lTdl�� c Permitted Prohibited / N a m BASS Lake h� Sunset Cre& 6e z 'Cl a� �. Z lQJ c m i x c a Bass Lake Srd.E. J N C J i76 Moonstone Area Lakeshore•Rd)E. Eight Mile Point Ares Moonstone Rd.E. 6�t. L ,�,,ncan Dr. n 0 pve. O Agnes St. Q° RI—--Boyd Cres. a Lake Simcoe TVa l leyj,j,-W Or for 2 O' do Permitted �o��r. c —Prohibited J —Permitted —Prohibited Scottdale Drive {{Scondale-Dr. 0 1�o aoo J h° ,Pw e ' ao c =Permitted I 400 Prohibited Page 297 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "C" to By-law No. 2021-125 for The Corporation of the Township of Oro-Medonte Settlement Areas-Continued eaYc� 5` c° o� Vo Shanty Bay Rd. Barrie Terrace y' r �Ce is Kempenfelt =Permitted Bay Prohibited Ridge Rd.`r'l Red Oak Cres. Shanty Bay o ei `a. Bassvoorin 5 c U C J Im = Jenna CLO m m K e 0 Wllli7St MartineCres: o Ridge Rd 20 a MChurch c y � =Permitted z C Brook St Prohibited Kempenfelt o BOY Oster Rd Z m Braestone c lo—Georgl n Grande Dr. m of i M m c m r � 9 Permitted ° _ —Prohibited is A Gelde= Page 298 of 306 17.b) 2021-125, Being a By-law to Permit All-Terrain, Multi-Purpose Off-... Schedule "D" to By-law No. 2021-125for The Corporation of the Township of Oro-Medonte Permitted/Prohibited Areas All highways under the jurisdiction of the Township of Oro-Medonte coloured in green are permitted Township roads and all Township roads coloured in purple are prohibited. All roads in white are not in the Township's jurisdiction. N 1 L --- -Permrtt�a —Prl>wlDeHd Orr Z a. Lak, MOMaon�Rd.vy ® RQ � Z O d Moun Rd — 2 Z av = inolt Z O R H"d Vol IL ® N .1� dMY CL K. �► �I d Bass L.Av ,{ Ola{Yrl O/d Rd E. 0 J C 1 !f 8r0 E. 11W1W z 2 2 A FV 1 P ® R`°� Lake t Simcoe KvrnOtnJaft �f.- B Off Road Vehicle Use (ATV/OTV) � 4 0 on Municipal Roadways Page 299 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... The Corporation of the Township of Oro-Medonte By-Law No. 2021-126 Being a By-law to Establish a Policy with respect to the Sale and Other Disposition of Land and to Repeal By-law No.; 2012-112 Whereas Section 270 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipality shall adopt and maintain policies with respect to its sale and other disposition of land; And Whereas Section 224 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that it is the role of council to develop and evaluate the policies of the municipality; And Whereas Section 227 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that it is the role of the officers and employees of the municipality to implement Council's decisions and establish administrative practices and procedures to carry out Council's decisions; And Whereas the Corporation of the Township of Oro-Medonte did on the 6t" day of June, 2012 enact By-law 2012-112 to amend this policy/procedure; And Whereas, Council of The Corporation of the Township of Oro-Medonte deems it expedient to update the policy with respect to the sale and other disposition of land; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. Definitions a) "Act" means the Municipal Act, 2001, S.O. 2001, as amended; b) "Appraisal" means a written opinion/letter of opinion of the fair market value of the land prepared by an individual with training and experience in valuing real property, including a registered member of the Appraisal Institute of Canada and/or a licensed real estate agent or brokerage firm; c) "Clerk" means the Clerk of the Township, or his/her designate; d) "Council" means the Council of The Corporation of the Township of Oro- Medonte; e) "Local Board" means a local board as defined in the Municipal Act, 2001, S.O. 2001, as amended; f) "Publish" means posting of a notice on the Township of Oro-Medonte's website; g) "Reference Plan" means a plan that is prepared by an Ontario Land Surveyor which pictorially details the dimensions of a parcel of land and which provides a legal description for registration purposes. h) "Sale" means the sale of or other disposal of land, and includes a lease of 21 years or longer; i) "Senior Management Team" means the Township of Oro-Medonte staff holding the following positions: Chief Administrative Officer, Deputy CAO/Director Development Services, Chief Financial Officer/Treasurer, Director Corporate Services, Director Environmental Services, Director Operations & Community Services, Director Fire& Emergency Services/Fire Chief, and Director Health & Safety, Human Resources; Page 1 of 6 Page 300 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... j) "Surplus Land" means any land of the Township of Oro-Medonte declared surplus under this by-law; and k) "Township" means The Corporation of the Township of Oro-Medonte. 2. Application of Policy a) This policy shall apply to all classes of land owned by the Township, save and except, i. Land sold under Section 110 of the Municipal Act, 2001, S.O. 2001, as amended (municipal capital facilities); ii. Land to be used for the establishment and carrying on of industries and industrial operations and incidental uses; iii. Land sold under Part XI of the Municipal Act, 2001, S.O. 2001, as amended (sale of land for tax arrears); iv. Easements over municipally owned lands, as approved by Council; v. Lease of municipally owned property for a period of less than 21 years, as approved by Council, wherein the municipality retains ownership of the lands; and, vi. Encroachment Agreements, as approved by Council, wherein the Township grants permission for an encroachment to be located on municipally owned lands. 3. Sale or Other Disposition of Land a) The Senior Management Team shall be given the opportunity to provide comments with respect to any potential sale of land. b) If disposal is recommended by the Senior Management Team a Confidential Report shall be prepared for Council, to be considered in closed session, pursuant to Section 239 of the Municipal Act, 2001, S.O. 2001, as amended, providing all pertinent information, including Senior Management Team comments, with respect to a potential sale of land. c) Prior to the sale of land, Council shall, by resolution, declare the subject lands to be surplus to the needs of the municipality. d) A valuation of the land to be disposed of shall be obtained, except for those classes of land owned by the Township which are exempt pursuant to this policy. e) If deemed necessary, a reference plan of the land proposed to be disposed of shall be obtained from a Registered Ontario Land Surveyor. 4. Valuation a) Where land needs to be valued, it will be valued by a method determined by the Clerk and approved by Council, including, but not limited to: i. An appraisal by a registered member of the Appraisal Institute of Canada; ii. An opinion of value prepared by a licensed real estate agent or real estate brokerage firm; iii. The value assigned by the Municipal Property Assessment Corporation; iv. A value established at a per square foot basis; or Page 2 of 6 Page 301 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... v. Such other means as may be specifically determined as appropriate by Council in the circumstances. b) Council shall have the absolute discretion to determine the sale price of the land. 5. Class of Land Exempt from Valuation a) Notwithstanding Section 4 above,the Township shall not be required to obtain an appraisal or opinion of value, unless Council deems it desirable, for any class of land as follows: i. Land 0.3 metres or less in width acquired in connection with an approval or decision under the Planning Act, R.SO. 1990, as amended; ii. Closed highways if sold to an owner of land abutting the closed highways; iii. Land formerly used for railway lines if sold to an owner of land abutting the former railway land; iv. Land that does not have direct access to a highway if sold to the owner of land abutting the land; v. Land repurchased by an owner in accordance with Section 42 of the Expropriations Act, R.S.O. 1990, as amended; vi. Land sold under Sections 107 and 108 of the Municipal Act, 2001, S.O. 2001, as amended; vii. Land sold to a municipality; a local board, including a school board and conservation authority; The Crown in right of Ontario or Canada, and their agencies; and viii. Parcels of land being exchanged with a landowner as part of a procedure that requires the acquisition of that owner's lands for municipal purposes. 6. Notice a) The Clerk shall publish a notice of the intended sale of the land, a minimum of ten(10)days before consideration of the by-law to authorize the proposed sale. Such notice shall be posted on the Township's website. b) The notice shall specify that any person who claims their land will be prejudicially affected by the proposed sale may comment on the proposed sale by delivering such comment in writing to the Clerk at the Township offices. c) The final date for submitting such comments shall be specified in the notice.Any comments received shall be considered by Council,which in its sole discretion shall decide if any further action shall be taken on same. d) Notwithstanding Section 6a), the Township shall not be required to publish a notice of the intended sale of land, unless Council deems it desirable, for the following class of land: i. Land sold to a municipality; a local board, including a school board and conservation authority; The Crown in right of Ontario or Canada, and their agencies; and ii. Parcels of land being exchanged with a landowner as part of a procedure that requires the acquisition of that owner's lands for municipal purposes. Page3of6 Page 302 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... 7. Methods of Sale a) The Township may utilize any of the following methods, as may be authorized by Council in its sole discretion, to effect the sale of land: i. Offering the land for sale by way of tender or proposal call; ii. Listing the land with a licensed real estate agent or brokerage firm; iii. Direct sale to an abutting landowner; iv. Direct sale to an individual or company; or v. Such other manner as Council deems appropriate. b) Where Council chooses to proceed with a direct sale, the purchaser shall supply the requisite deposit, as outlined in the Township's Fees &Charges Bylaw, upon Council's decision to declare the lands to be surplus to the needs of the municipality. i. Such deposit shall be drawn on to cover the Township's costs with respect to a survey, appraisal, advertising and legal costs associated with the sale of the subject land. ii. In the event that the costs are less than the requisite deposit, the benefitting landowner will be refunded any excess monies at the time of the transfer. iii. In the event that the costs exceed the requisite deposit, the benefitting landowner shall be charged the additional costs, and such costs shall be payable at the time of the transfer. iv. Where Council has chosen to proceed with a direct sale to an abutting landowner, the purchaser shall be required to merge title to the transferred lands with the purchaser's property within the meaning of The Planning Act, R.S.O. 1990, as amended, and that as a condition of such sale, the purchaser is required, at his/her own expense to register an Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate title to the lands acquired with his/her parcel as one Property Identifier Number. c) Where Council chooses to proceed with listing the land with a licensed real estate agent or brokerage firm: i. All offers shall be submitted to the Clerk on the standard Ontario Real Estate Offer to Purchase forms and shall provide for an irrevocable period of at least fourteen (14) days; ii. The Clerk shall be authorized to negotiate all offers within the parameters identified by Council; and iii. All final offers shall be submitted to Council for approval of the sale price and terms. 8. General Provisions a) The Clerk shall be authorized to carry out any actions and/or execute any required documents to give force and effect to Council's decision to utilize the chosen method of sale. b) Council shall have the absolute discretion to accept any proposal to purchase the land, to judge the acceptability of any terms or conditions placed therein and to judge the sufficiency or acceptability of any consideration proposed by any purchaser. c) Upon acceptance of any proposal, Council shall take such action as is required to finalize the sale, and the Clerk shall provide a Certificate of Compliance, in the Page 4 of 6 Page 303 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... form set out in Schedule "A" attached hereto and forming part of this By-law, to be included in the Transfer/Deed of Land verifying compliance with this By-law and which Certificate shall be deemed to be sufficient proof of such compliance. 9. Repeal a) That By-law No. 2012-112 is hereby repealed in its entirety. 10.Enactment a) That this by-law shall come into force and take effect on the date of its final passing. By-Law Read a First, Second and Third Time, and passed this 24t" Day of November, 2021. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 5 of 6 Page 304 of 306 17.c) 2021-126, Being a By-law to Establish a Policy with respect to the... Schedule "A" to By-law No. 2021-126 for The Corporation of the Township of Oro-Medonte Certificate of Compliance The Corporation of the Township of Oro-Medonte By-Law No, 2021-126 Being a By-law to Establish a Policy with respect to the Sale and Other Disposition of Land I, Yvonne Aubichon, Clerk of the Corporation of the Township of Oro-Medonte, in the County of Simcoe, hereby certify that: 1. The requirements of Township of Oro-Medonte By-law No. 2021-126 relating to the sale or other disposition of the following lands have been complied with: ( Insert Legal Description Here) Yvonne Aubichon, Clerk ( Date) The Corporation of the Township of Oro-Medonte Page 6 of 6 Page 305 of 306 19.a) 2021-127, Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2021-127 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, November 24, 2021 Whereas Section 5 of the Municipal Act, 2001, S.O. 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, November 24, 2021, 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 Land Tribunal 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 24t" day of November, 2021. 1% '%Ik The Corporation of the Township of Oro-Medonte IW Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 306 of 306