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01 24 2024 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Hybrid Meeting 4 0����� Wednesday, January 24, 2024 2:30 p.m. - Open Session Proud Her•itc�ge,Exciting Future Closed Session following Item 3 Open Session immediately following Closed Session 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. Residents and business owners are encouraged to continue to utilize on line and telephone services for Township related business; and staff continue to be available to provide assistance by telephone, email and in person. 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. In-person attendance at public meetings is also available. Protocols have been established to advise how to electronically participate in the public portions of these meetings. Please visit the following links for additional information: • Request for Participation Form • Protocols for Public Participation Council and IDS 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. Page 1. Call to Order - Reading of 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] Page 1 of 189 Council Meeting Agenda - January 24, 2024 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: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing/ Organizational Update). 5. Minutes of Council and Committees: 7 - 16 a) Minutes of Council meeting held on January 10, 2024. 01 10 2024 Council Minutes 17 - 24 b) Minutes of Heritage Committee meeting held on Monday, January 15, 2024. 01 15 2024 Heritage Committee Minutes 2024 01 15 Heritage Committee Item 4d) Location of Cemetery Signs 25 - 27 c) Minutes of Special Council meeting held on Wednesday, January 17, 2024. 01 17 2024 SpCouncil Minutes 6. Recognition of Achievements: None. 7. Public Meetings: None. Page 2 of 189 Council Meeting Agenda - January 24, 2024 8. Deputations/Presentations: 28 - 73 a) Presentation by John Mascarin, Aird & Berlis LLP re: Meaningful Communication with Local Officials. 8a Presentation 74 - 91 b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte Fire & Emergency Services' Operations Review. 8b Presentation 9. Identification From the Public of an Agenda Item of Interest: Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 10. 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. Refer to Procedural By-Law No. 2023-043 for additional information. 11. Reports of Municipal Officers for Action: 92 - 103 a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Towing By-law Repeal [Refer to Item 18a)]. DS2024-003 DS2024-003-Attachment 1 DS2024-003-Attachment 2 104 - 113 b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant re: 2024 Conference Schedule for Council Members. CS2024-03 Appendix A 12. Reports of Municipal Officers for Information Only: 114 - 164 a) CS2024-01 , Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant re: Corporate Projects Status Update — October, November, December 2023. CS2024-01 CS2024-01 Appendix A 165 - 170 b) F12024-03, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2023 Capital Progress Report. F12024-03 F12024-03 Appendix A Page 3 of 189 Council Meeting Agenda - January 24, 2024 13. 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. 14. Announcements: 15. Consent Agenda: 171 a) Correspondence dated January 3, 2024 from Orillia Public Library re: Township of Oro-Medonte Statistics: December, 2023. Staff Recommendation: Receive for Information Only. OPLB 172 - 174 b) Correspondence dated January 8, 2024 from the Association of Ontario Road Supervisors, Request for Support re: Municipal Equipment Operator Course. Staff Recommendation: Receive, Support, Advise Appropriate Parties under the Mayor's Signature. AORS SDF Application Municipal Equipment Operator Course 175 - 186 c) Correspondence dated January 10, 2024 from the Township of Wainfleet; correspondence dated December 11 and 12, from Township of Clearview; and correspondence dated December 21 , 2023 from Tay Township re: Cemetery Transfer/Abandonment Administration & Management Support. Staff Recommendation: Receive, Support, Advise Appropriate Parties under the Mayor's Signature. Cemetery Transfer-Abandonment Administration Management Support Request 16. Communications/Petitions: 187 a) Correspondence dated January 19, 2024 from David Yeaman, President, Molded Precision Components (MPC) & 2751851 Ontario Inc. re: Request for Reconsideration, Consultation on Potential Revocation of Minister's Zoning Order Ontario Regulation 609/20, January 10, 2024 Council Meeting, Resolution No. C240110-12. MPC Molded Precision Components Request for Reconsideration 17. Notice of Motions: Page 4 of 189 Council Meeting Agenda - January 24, 2024 a) Brought by Councillor Hutcheson, December 7, 2023 Notice of Motion for January 10, 2024 Council meeting To be dealt with at the January 24, 2024 Council meeting Whereas the Township of Oro-Medonte currently has no tree cutting by-law in place; And Whereas our geographically unique and environmentally sensitive Township has a significant tree canopy; And Whereas given that said canopy is an integral part of the Oro Moraine and watershed system, such a by-law can be explored to work in concert with current and future plans of development within the Township; And Whereas, the Township's Strategic Plan objectives, that were adopted in December, 2023, Phase 1 Implementation (2024-2025), included the following: • 5.3 Review of policies to protect the Township's natural environment (Tree Canopy, Park/Public Spaces, ESA); Now, therefore be it resolved that the Township of Oro-Medonte Development Services, Planning Department bring forward a report on a tree cutting by-law within the Township. b) Brought by Councillor Bard, January 4, 2024 Notice of Motion for January 24, 2024 Council meeting To be dealt with at the February 14, 2024 Council meeting Be it resolved that the Community Service Department bring forward a report to review the development of a confidential fee assistance program for qualifying residents facing financial barriers to provide access to recreation and sport programs in Oro-Medonte. 18. By-Laws: 188 a) 2024-011 : A By-law to Repeal By-law No. 2019-101 , Being a By-law to License and Regulate Towing Companies, Tow Truck Owners and Tow Truck Drivers. 2024-011 19. Closed Session Items (Unfinished Items): 20. Confirmation By-Law: 189 a) 2024-014: Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, January 24, 2024. 2024-014 Page 5 of 189 Council Meeting Agenda - January 24, 2024 21. Adjournment: a) Motion to Adjourn. Page 6 of 189 5.a) Minutes of Council meeting held on January 10, 2024. The Township of Oro-Medonte Council Meeting Minutes Township of Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, January 10, 2024 3:01 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard Councillor David Clark Councillor Richard Schell Councillor Robert Young Staff Robin Dunn, Chief Administrative Officer; Janette Teeter, Supervisor, Present: Clerk's Services/Deputy Clerk, Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee, Director, Human Resources; Brent Spagnol, Director, Development Services; Michelle Jakobi, Director, Environmental Services; Yvonne Aubichon, Clerk; Andy Karaiskakis, Manager, Planning Services, Paul Zhao, GIS Analyst; Jason Scharapenko and Patrick Howse, Information Technology Technicians (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Reading of Land Acknowledgement: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by the reading of the 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 Page 1 of 10 Page 7 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 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: a) Motion to Adopt the Agenda. Motion No. C240110-1 Moved by Clark, Seconded by Hutcheson A# Be it resolved that the agenda for the Council meeting of Wednesday, January 10, 2024 be received and adopted. Carried. Motion No. C240110-2 Moved by Young, Seconded by Bard Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043, be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement, if necessary. msw� I # Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C240110-3 Moved by Lavoie, Seconded by Clark Be it resolved that we do now go in Closed Session at 3.03 p.m. to discuss • Labour relations/employee negotiations (Staffing Update). Carried. Page 2 of 10 Page 8 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 b) Motion to Rise and Report. Motion No. C240110-4 Moved by Bard, Seconded by Schell Be it resolved that we do now Rise at 3:30 p.m. and Report on the Closed Session Item 4 c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update). Carried. 4A c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update). The following staff were present: Robin Dunn, Chief Administrative Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk, Tamara Obee, Director, Human Resources. Motion No. C240110-5 .................. Moved by Hutcheson, Seconded by Bard VK _1�x Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update) be received. Carried. 5. Minutes of Council and Committees: a) Minutes of Traffic Safety Advisory Committee meeting held on Monday, November 27, 2023. b) Minutes of Council meeting held on Wednesday, December 13, 2023. c) Minutes of Special Council meeting held on Wednesday, December 20, 2023. lqmumw d) Minutes of Council meeting held on Wednesday, December 20, 2023. Page 3 of 10 Page 9 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 Motion No. C240110-6 Moved by Schell, Seconded by Hutcheson Be it resolved that the draft a) Minutes of the Traffic Safety Advisory Committee meeting held on Monday, November 27, 2023. be received; and that the draft A# b) Minutes of the Council meeting held on Wednesday, December 13, 2023; c) Minutes of the Special Council meeting held on Wednesday, December 20, 2023; d) Minutes of the Council meeting held on Wednesday, December 20, 2023 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements: a) Correspondence dated November 20, 2023 from the Canadian Association of Certified Planning Technicians (CACPT) re: Paul Zhao, GIS Analyst, Recipient of the 2023 Merit Award - Geomatics. Motion No. C240110-7 Moved by Young, Seconded by Clark Be it resolved 1% 1% 1. That the correspondence dated November 20, 2023 from the Canadian Association of Certified Planning Technicians (CACPT) re: Paul Zhao, GIS Analyst, Recipient of the 2023 Merit Award - Geomatics be received. 2. That Paul Zhao, GIS Analyst, be recognized under the Mayor's signature. Carried. 7. Public Meetings: None. Page 4 of 10 Page 10 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 8. Deputations/Presentations: a) Deputation by Jacob Hanlon, Food Cycle Science re: Municipal Food Waste Diversion Program. Motion No. C240110-8 Moved by Bard, Seconded by Lavoie Be it resolved that the deputation provided by Jacob Hanlon, Food Cycle Science re: Municipal Food Waste Diversion Program be received. Carried. 40 b) Presentation by Byron Tan, Manager, Watson & Associates Economists Ltd. re: 2024 Development Charges Council Workshop. A revised PowerPoint presentation was presented. Motion No. C240110-9 Moved by Clark, Seconded by Schell Be it resolved that the presentation provided by Byron Tan, Manager, Watson & Associates Economists Ltd. re: 2024 Development Charges Council Workshop be received; and that staff and Watson & Associates Economists Ltd. proceed as outlined. 'Nopl%hhh., 1% Carried. 9. Identification From the Public of an Agenda Item of Interest: None. -10 N 10.Open Forum: None. Page 5 of 10 Page 11 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 11.Reports of Municipal Officers for Action: a) F12024-01, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2024 Interim Tax Levy, Penalties & Interest [Refer to Item 18a)]. Motion No. C240110-10 Moved by Schell, Seconded by Young Be it resolved 1. That F12024-01, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2024 Interim Tax Levy, Penalties & Interest be received and adopted. 2. That the draft by-law to levy amounts on the assessment of property in the local municipality rateable for local municipality purposes as per the Municipal Act, 2001 , S.O. 2001, c. 25, s. 317 be brought forward for Council's consideration. 1% 'X Carried. b) F12024-02, Nelly Morrow, Director, Finance/Chief Financial Officer re: Investment Activity. Motion No. C240110-11 Moved by Lavoie, Seconded by Hutcheson 1\ Be it resolved 1. That F12024-02, Nelly Morrow, Director, Finance/Chief Financial Officer re: Investment Activity be received and adopted. 2. That the Director, Finance/Chief Financial Officer execute the recommended 2024 investment plan. 3. That the Director, Finance/Chief Financial Officer execute a request for investment services to enable the Township to engage with financial experts to maximize investment strategies. Carried. Page 6 of 10 Page 12 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 c) DS2024-004, Andy Karaiskakis, Manager, Planning Services re: Consultation on Potential Revocation of Minister's Zoning Order Ontario Regulation 609/20. Motion No. C240110-12 Moved by Lavoie, Seconded by Clark Be it resolved 1 . That DS2024-004, Andy Karaiskakis, Manager, Planning Services re: Consultation on Potential Revocation of Minister's Zoning Order Ontario Regulation 609/20 be received. 2. That Council direct Planning staff to make a submission to the Ministry of Municipal Affairs and Housing based on the comments as outlined in DS2024-004 through the Environmental Registry of Ontario (019-7996) as the Township's submission on the Ministry's Consultation on Potential Revocation of Minister's Zoning Order Ontario Regulation 609/20 to support the revocation of the MZO as it applies to the subject property. N6, Carried. 12. Reports of Municipal Officers for Information Only: None. 13. 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 Greenlaw; Deputy Mayor Lavoie, Councillors Bard and Schell. b) Mayor Greenlaw; and Deputy Mayor Lavoie, re: County of Simcoe, Committee of the Whole Report CCW- 2024-019, County of Simcoe Regional Review Submission to Provincial Standing Committee. Motion No. C240110-13 49 Moved by Lavoie, Seconded by Young Be it resolved 1. That the correspondence presented by Mayor Greenlaw; and Deputy Mayor Lavoie, re: County of Simcoe, Committee of the Whole Report CCW- 2024-019, County of Simcoe Regional Review Submission to Provincial Standing Committee be received. 2. That Mayor Greenlaw and Deputy Mayor Lavoie be authorized to represent Council in making a submission to the Standing Committee on Heritage, Infrastructure and Cultural Policy that confirms the Township of Oro-Medonte's position. Carried. Page 7 of 10 Page 13 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 14.Announcements: The following members of Council provided Announcements: Mayor Greenlaw, Councillors Hutcheson, Bard and Young. 15.Consent Agenda: a) Nottawasaga Valley Conservation Authority re: Minutes of meeting held on November 24, 2023 and Highlights of meeting held on December 8, 2023. Staff Recommendation: Receive for Information Only. b) Lake Simcoe Region Conservation Authority re: Minutes of meeting held on November 24, 2023. Staff Recommendation: Receive for Information Only. c) Township of Oro-Medonte, 2024 Citizen/Senior of the Year, Nominations Open, Deadline, March 8, 2024 12:00 p.m. (Noon). Staff Recommendation: Receive for Information Only. Motion No. C240110-14 XN Moved by Bard, Seconded by Clark Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Minutes of Nottawasaga Valley Conservation Authority meeting held on November 24, 2023 and Highlights of meeting held on December 8, 2023. Received for Information Only. b) Minutes of Lake Simcoe Region Conservation Authority meeting held on November 24, 2023. Received for Information Only. c) Township of Oro-Medonte, 2024 Citizen/Senior of the Year, Nominations Open, Deadline, March 8, 2024 12:00 p.m. (Noon). Received for Information Only. Carried. 16.Communications/Petitions: None. Page 8 of 10 Page 14 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 17.Notice of Motions: a) Brought by Councillor Hutcheson, December 7, 2023 Notice of Motion for January 10, 2024 Council meeting To be dealt with at the January 24, 2024 Council meeting Whereas the Township of Oro-Medonte currently has no tree cutting by-law in place; And Whereas our geographically unique and environmentally sensitive Township has a significant tree canopy; And Whereas given that said canopy is an integral part of the Oro Moraine and watershed system, such a by-law can be explored to work in concert with current and future plans of development within the Township; And Whereas, the Township's Strategic Plan objectives, that were adopted in December, 2023, Phase 1 Implementation (2024-2025), included the following: • 5.3 Review of policies to protect the Township's natural environment (Tree Canopy, Park/Public Spaces, ESA); Now, therefore be it resolved that the Township of Oro-Medonte Development Services, Planning Department bring forward a report on a tree cutting by-law within the Township. ICN 18.By-Laws: a) 2024-003: A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest. Motion No. C240110-15 Moved by Young, Seconded by Lavoie Be it resolved that By-Law No. 2024-003 a) By-Law No. 2024-003: A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest be read a first, second and third time, passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor. Carried. Page 9 of 10 Page 15 of 189 5.a) Minutes of Council meeting held on January 10, 2024. Council Meeting Minutes — Wednesday, January 10, 2024 19.Closed Session Items (Unfinished Items): None. 20.Confirmation By-Law: a) 2024-004: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 10, 2024. Motion No. C240110-16 Moved by Clark, Seconded by Bard Be it resolved that By-Law No. 2024-004: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 10, 2024 be read a first, second and third time, passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor. Carried. 21.Adjournment: a) Motion to Adjourn. Motion No. C240110-17 Moved by Lavoie, Seconded by Schell Be it resolved that we do now adjourn at 6:02 p.m. N 'qV Carried. Mayor, Randy Greenlaw Deputy Clerk, Janette Teeter Page 10 of 10 Page 16 of 189 5.b) Minutes of Heritage Committee meeting held on Monday, January 15, 2... The Township of Oro-Medonte T Heritage Committee Meeting Minutes Township of to Council Chambers Proud Heritage,Exciting Future Monday, January 15, 2024 6:31 p.m. Present: Mayor Randy Greenlaw Councillor Lori Hutcheson Councillor Richard Schell Ruth Fountain Dorothy Moore Kayla Thibeault Victoria Veenstra 41 Anne Walker Jessica Woodrow (arrived at 7.03 p.m.) Staff Present: Catherine McCarroll, Senior Planner; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk ,o%, . -% %,% Councillor Schell assumed the Chair and called the meeting to order. 1. Agenda Approval: a) Motion to Approve the Agenda. Motion No. HC240115-1 it A& Moved by Fountain, Seconded by Thibeault It is recommended that the agenda for the Heritage Committee meeting held on Monday, January 15, 2024 be received and approved. Carried. 2. Disclosure of Pecuniary Interest: None declared. Page 1 of 4 Page 17 of 189 5.b) Minutes of Heritage Committee meeting held on Monday, January 15, 2... Heritage Committee Minutes — Monday, January 15, 2024. 3. Approval of Minutes of Previous Meeting: a) Minutes of Heritage Committee meeting held on November 20, 2023. Motion No. HC240115-2 Moved by Moore, Seconded by Walker It is recommended that the draft minutes of Heritage Committee meeting held on November 20, 2023 be received and approved as printed and circulated. Carried. Ai 4. Reports of Members of Council/Municipal Officers:"" a) Catherine McCarroll, Senior Planner re: Doors Open Ontario 2024. Motion No. HC240115-3 Moved by Moore, Seconded by Veenstra It is recommended that the correspondence presented by Catherine McCarroll, Senior Planner re: Doors Open Ontario 2024 be received. Carried. b) Catherine McCarroll, Senior Planner re: Bayview Memorial Park Cairn [from November 20, 2023 Heritage Committee Meeting]. Motion No. HC240115-4 Moved by Thibeault, Seconded by Fountain It is recommended that the correspondence presented by Catherine McCarroll, Senior Planner re: Bayview Memorial Park Cairn be received. Carried. Page 2 of 4 Page 18 of 189 5.b) Minutes of Heritage Committee meeting held on Monday, January 15, 2... Heritage Committee Minutes — Monday, January 15, 2024. c) Dorothy Moore, Committee Member re: Request to Designate Bayview Memorial Park. Motion No. HC240115-5 Moved by Walker, Seconded by Moore It is recommended 1. That the correspondence presented by Dorothy Moore, Committee Member re: Request to Designate Bayview Memorial Park be received. 2. That the Heritage Committee members provide historical and heritage expertise/research with respect to identifying the Bayview Memorial Park as a Cultural Heritage Landscape. 3. That the matter be brought back to a future meeting for consideration. Carried. AO 'X d) Catherine McCarroll, Senior Planner re: Location of Cemetery Signs. Motion No. HC240115-6 .................. Moved by Woodrow, Seconded by Fountain It is recommended gawk, it 1. That the correspondence presented by Catherine McCarroll, Senior Planner re: Location of Cemetery Signs be received. 2. That it is recommended to Council that the cemetery signs for Rugby Cemetery, Valley View Cemetery, Abandoned Cemetery, and Moon Private Cemetery be placed as confirmed by the Committee. 3. That staff proceed accordingly. 19 Carried. e) Catherine McCarroll, Senior Planner re: Heritage Designations re: Hawkestone Fire Hall Bell and 2379 Old Barrie Road East. Motion No. HC240115-7 'A Moved by Moore, Seconded by Thibeault It is recommended 1. That the correspondence presented by Catherine McCarroll, Senior Planner re: Heritage Designations re: Hawkestone Fire Hall Bell and 2379 Old Barrie Road East be received. 2. That the Heritage Committee members draft a Statement of Cultural Heritage value and the list of heritage attributes to be preserved. 3. That the matter be brought back to a future meeting for consideration. Carried. Page 3 of 4 Page 19 of 189 5.b) Minutes of Heritage Committee meeting held on Monday, January 15, 2... Heritage Committee Minutes — Monday, January 15, 2024. f) Catherine McCarroll, Senior Planner re: Lost Heroes of Oro, February 23rd and 24th, 2024, 2pm & 7pm, Georgian Theatre. Motion No. HC240115-8 Moved by Fountain, Seconded by Walker It is recommended that the correspondence presented by Catherine McCarroll, Senior Planner re: Lost Heroes of Oro, February 23rd and 24th, 2024, 2pm & 7pm, Georgian Theatre be received. Carried. 5. Next Meeting Date: Monday, February 26, 2024 (TBC). 6. Adjournment: a) Motion to Adjourn. Motion No. HC240115-9 Moved by Woodrow, Seconded by Veenstra It is recommended that we do now adjourn at 7.24 p.m. Carried. Councillor Richard Schell, Chair Janette Teeter, Deputy Clerk Page 4 of 4 Page 20 of 189 5.b) �lahfrNigre��the®rrltirm�rh�a#dL�rc�timlefyCmer'Ig�s. Rugby Cemetery (1933 Old Barrie Road East) l On either the east or west 0e' fence posts. a PIRggE2 1�bbfi 80 5.b) �lahfrNigre��the®rrltirm�rh�a#dL�rc�timlefyCmer'Ig�s. Valley View Cemetery (1630 Line 13 North) .E JV On Bass Lake Sideroad East, near Line 13 ' North. PlRggE22GDbfl 80 5.b) �lahfrNigre��the®rrltirm�rh�a#dL�rc�timlefyCmer'Ig�s. Abandoned Cemetery (East of 610 Old Barrie Road West) it r- r.. f d On the road allowance, to the west of the stones. �- S d6 r PlRggE22bU 80 5.b) �lahfrNigre��the®rrltirm�rh�a#dL�rc�timlefyCmer'Ig�s. Moon Private Cemetery (7 Ellen Drive) Cw In the middle of the property. The exact distance from the road to be confirmed by , Operations. b ; ri i �L I 100 hl1 PRggE242Dbf 80 5.c) Minutes of Special Council meeting held on Wednesday, January 17, 2... The Township of Oro-Medonte ,/�}TownShipof Special Council Meeting Minutes (w4a_ 'IMe Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, January 17, 2024 2:15 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard Councillor David Clark Councillor Richard Schell Councillor Robert Young Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Present: Hewitt, Director, Corporate Services; Tamara Obee, Director, Human Resources; Jason Scharapenko, Information Technology Technician (IT) All Council and staff participated via Zoom platform. x Is Ir _1W 1. Call to Order - Reading of Land Acknowledgement: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by the reading of the 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 Page 1 of 3 Page 25 of 189 5.c) Minutes of Special Council meeting held on Wednesday, January 17, 2... Special Council Minutes — Wednesday, January 17, 2024 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. SC240117-1 Moved by Lavoie, Seconded by Clark At Be it resolved that the agenda for the Special Council meeting of Wednesday, January 17, 2024 be received and adopted. Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. SC240117-2 Moved by Young, Seconded by Schell Be it resolved that we do now go in Closed Session at 2.23 p.m. to discuss • Labour relations/employee negotiations (Staffing/Organizational Update). Carried. b) Motion to Rise and Report. Motion No. SC240117-3 Moved by Clark, Seconded by Hutcheson Be it resolved that we do now Rise at 4.43 p.m. and Report on the Closed Session Item 4 c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing/Organizational Update). Carried. Page 2 of 3 Page 26 of 189 5.c) Minutes of Special Council meeting held on Wednesday, January 17, 2... Special Council Minutes — Wednesday, January 17, 2024 c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing/Organizational Update). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Tamara Obee, Director, Human Resources; Oscar Poloni, Ralph Dominelli, KPMG LLP. Motion No. SC240117-4 Moved by Schell, Seconded by Bard Be it resolved 1. That the confidential verbal information presented by Robin Dunn, CAO, Oscar Polini and Ralph Dominelli, KPMG LLP re: Labour relations/employee negotiations (Staffing/Organizational Update) be received. 2. That staff report back at the January 24, 2024 Council meeting. Carried. 5. Confirmation By-Law: NO x a) 2024-009: Being a By-Law to Confirm the Proceedings of the Special Council Meeting held on Wednesday, January 17, 2024. Motion No. SC240117-5 %A6' Moved by Hutcheson, Seconded by Young Be it resolved that By-Law No. 2024-009: Being a by-law to confirm the proceedings of the Special Council meeting held on Wednesday, January 17, 2024 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 6. Adjournment: 1% a) Motion to Adjourn. Motion No. SC240117-6" Moved by Bard, Seconded by Lavoie Be it resolved that we do now adjourn at 4.44 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 3 of 3 Page 27 of 189 Meaningful Communication with Elected Officials The Corporation of the Township of Oro-Medonte AIRD BERLIS 00 v m m v 0 s c- O zT co INTRODUCTION n D Q 90 m v r � r m � N O co (� CO � n O AIRD BERLIS Introduction 90 Montague (Township) v. Page 0 (2006)9 24 M.P.L.R. (4th) 81 (Ont. S.C.J.) at para. 29: 0 "It is the very essence of a democracy to engage many voices in the process, not just those who are positive and supportive. By its very nature, the democratic D process is complex, cumbersome, difficult, messy and 90 at times frustrating, but always worthwhile, with a broad based participation absolutely essential. A democracy W cannot exist without freedom of expression, within the law, permeating all of its institutions." CO 0 AIRD BERLIS Introduction 90 Canadian Charter of Rights and Freedoms 0 Fundamental freedoms 2 Everyone has the following fundamental freedoms- 0 v (b) freedom of thought, belief, opinion and expression, Q including freedom of the press and other media of 90 00 communication, v r cQ r m W � o 00 CD m � cn C� 0 AIRD BERLIS Introduction 90 Canadian Charter of Rights and Freedoms Rights and freedoms in Canada 1 The Canadian Charter of Rights and Freedoms v guarantees the rights and freedoms set out in it v subject only to such reasonable limits prescribed D by law as can be demonstrably justified in a free 90 and democratic society. 00 v r cQ r m � W N � O CO (� CO � n O AIRD BERLIS Critical Commentary 90 0 David A. Potts and Jacqueline Gumienny, ' 0 "Municipal Politics and Libel" s Municipal World (Nov. 1993) at p. 21 : 0 "...local politicians are perceived by citizens as having an impact on daily life more directly and intimately than federal or provincial politicians. Consequently, there is an emotional Q intensity present in municipal politics which can lend itself to 90 00 colourful commentary and criticism of its participants." v r cQ r m � W W � o • • CO CD cm v cn C� 0 AIRD BERLIS Critical Commentary 90 0 "criticism" can take two forms: ° constructive feedback that seeks to be positive in nature to v assist in improving behaviour or performance destructive D Q 90 commentary that tends to be negative in nature 00 and which can be unhelpful, hurtful, disparaging, w denigrating and harmful PI 00 0 AIRD BERLIS 00 v m m v 0 s c— ABUSE OF LOCAL OFFICIALSzT n D Q 90 00 m v r cQ r m � w cn o • • 00 CD m � cn C� 0 AIRD BERLIS 8 . Abusive Commentary 90 0 destructive criticism aimed at locally elected officials ' 0 can range from harsh, irrelevant and sarcastic s commentary to vitriolic, defamatory, untrue and personally damaging statements, whether in verbal or written format, and disseminated by broadcast, publication or the internet D three main types of abusive commentary: 90 00 criminal `° v cQ r w defamation o . . CO internet or on-line harassment v 0 AIRD BERLIS 00 v m m v 0 s c- 0 zT CRIMINAL 0 D Q 90 m v r (0 r m W � o 0o CD m � cn C� 0 AIRD BERLIS 10 Criminal Harassment 90 CO Criminal Code ' 0 Criminal harassment s 0 264 (1) No person shall, without lawful authority and knowing that another person is harassed or recklessly as to whether the other person is harassed, engage in conduct referred to in subsection (2) that causes that D Q other person reasonably, in all the circumstances, to 90 fear for their safety or the safety of anyone known to v them. cQ r m W CO o • • CO CD m � cn C� 0 AIRD BERLIS Criminal Harassment 90 CO Prohibited conduct 0 (2) The conduct mentioned in subsection (1 ) consists of 0 (b) repeatedly communicating with, either directly or indirectly, the other person or anyone known to them; D Q 90 (d) engaging in threatening conduct directed at the other person or any member of their family. w � 0 C 0 v 0 AIRD BERLIS Hate Crimes 90 CO Public incitement of hatred ' 0 319 (1) Every one who, by communicating statements in s any public place, incites hatred against any identifiable group where such incitement is likely to lead to a breach v of the peace is guilty of v (a) an indictable offence and is liable to imprisonment Q for a term not exceeding two years; or 90 00 (b) an offence punishable on summary conviction. v r cQ r m � o o • • CO CD m � cn C� 0 AIRD BERLIS Hate Crimes 90 CO Wilful promotion of hatred ' 0 (2) Every one who, by communicating statements, other than in private conversation, wilfully promotes hatred against any identifiable group is guilty of v 0 v (a) an indictable offence and is liable to imprisonment for a term not exceeding two years; or D Q 90 (b) an offence punishable on summary conviction. 00 v r cQ r m � 0 00 CD m � cn C� 0 AIRD BERLIS P 00 v m m v 0 s C- O zT DEFAMATION n D Q 90 m v r � r m � N � O co (� CO � n O AIRD BERLIS Defamation 90 0 Prud'homme v. Prud'homme, s [2002] 4 S.C.R. 663 v "An action in defamation involves two fundamental values: freedom of expression and the right to reputation." D Q 90 00 v r cQ r m � W � o • • CO CD m � cn C� 0 AIRD BERLIS Defamation 90 CO What is Defamation? v a statement or communication that discredits the reputation s of another person a statement or communication may be defamatory if, when viewed as a whole, the statement or communication would v be believed by an ordinary person D Q to recover damages for defamation, a claimant must prove 90 00 that a statement or a publication: is defamatory; refers to the claimant; and CO is communicated to a third person. 0 AIRD BERLIS Defamation 90 CO Defences v justification absolute privilege v qualified privilege D Q fair comment 00 00 responsible communication o . . CO 0 AIRD BERLIS Defamation 90 CO Qualified Privilege v a form of "conditional immunity" available to councillors for s statements made in the council chambers 0 attaches to the occasion upon which communication is made and not to the communication itself v Hill v. Church of Scientology: qualified privilege relates to D an occasion where the person who makes a 90 00 communication has an interest or duty - legal, social or 0) moral, to make it to the person to whom it is made, and the r person to whom it is made has a corresponding interest or duty to receive it" CO 0 v limitations on defence: (1 ) malice; (2) extension beyond limits of the duty or interest of the particular occasion 0 AIRD BERLIS P Defamation 90 Municipality Cannot be Defamed ' 0 a municipality cannot itself commence or sustain a s claim in defamation v n v Montague (Township) v. Page D (2006)9 79 O.R. (3d) 515 (S.C.J.) 90 00 "In a free and democratic system, every citizen must be guaranteed the right to freedom of expression about issues relating to government as an absolute privilege, without threat of a civil action for defamation being initiated against them by that government." 0 AIRD BERLIS Defamation 90 CO Private Civil Tort v enforcement is via the courts by the individual who has s been allegedly defamed 0 a government can fund the costs of a private civil action for defamation on behalf of an elected representative or a government employee D test — does the defamation damage the reputation90 of the governmental institution as a whole and M negatively affect the person from exercising their M duties of public office? CO o . . Hill v. Church of Scientology CO Holyday v. Toronto (City) 0 AIRD BERLIS 00 v m m v 0 s ON - LINE OR INTERNET HARASSMENT n D Q 90 m v r � r m � o • • 0o CD m � cn C� 0 AIRD BERLIS 2L On -Line Harassment 9 co New Civil Tort recently new recognized tort: internet or on-line harassment s 0 main purpose is not so much to defame a person (i.e. damage their reputation) but to harass and annoy them 0 385277 Ontario Ltd. v. Gold, 2021 ONSC 4717: D 90 ". . . [I]t is unlawful harassment to use the internet in a 00 manner that is outrageous in character, duration, and extreme in degree, with intent to coerce behaviour by Cn causing fear, anxiety, emotional upset, or impugning co the dignity of [a person] online." v 0 AIRD BERLIS On -Line Harassment 9 co Z) Test Caplan v. Atlas s 2021 ONSC 670 at para. 171 v "Where the defendant maliciously or recklessly v engages in communications conduct so outrageous in character, duration, and extreme in degree so as D Q to go beyond all possible bounds of decency and 90 tolerance, with the intent to cause fear, anxiety, `° emotional upset or to impugn the dignity of the plaintiff, and the plaintiff suffers such harm." p 00 0 AIRD BERLIS On -Line Harassment P Private Civil Tort like defamation, on-line harassment is a private or personal civil tort, enforceable by the individual who is harassed v 0 v case law on this tort is very limited and is still evolving D no current case involving governmental officials 90 00 it is possible that this tort might be dealt with like defamation where an employer may be able to pay for the costs of a private civil action by an employee or an elected representative alleging abuse by on-line harassment cc 0 AIRD BERLIS P 00 v m m v o' C- 0 "ANTI - S LAPP" LEGISLATION (n D Q co m M v r C r m � cn W � o • • 1 00 lVm h �1 0 AIRD BERLIS p 26 Anti -SLAPP Legislation 9 Co SLAPP = Strategic Litigation Against Public Participation v 1704604 Ontario Ltd. v. Pointes Protection Association, s 2020 SCC 229 [2020] 2 S.C.R. 587 at para. 1 : "Freedom of expression is a fundamental right and value; the ability to express oneself and engage in the interchange of ideas fosters a pluralistic and healthy democracy by generating fruitful public discourse and corresponding public participation in civil Q society." 90 Mawhinney v. Stewart, 2023 BCCA 484 at para. 3: m r "These [SLAPP] lawsuits often take the form of defamation actions Co and are filed against individuals or organizations to indirectly limit or "quell" their expression on issues of public interest." 0 AIRD BERLIS Anti -SLAPP Legislation 9 co Anti-SLAPP Legislation v in 2015 the Courts of Justice Act was amended by the s Protection of Public Participation Act added a new part entitled "Prevention of Proceedings that Limit Freedom of Expression on Matters of Public . Interest" to incorporate ss. 137.1 to 137.5 D Q purpose. "to protect the rights of Ontario residents to 90 speak out on public issues without the fear of being . faced with a strategic lawsuit by allowing the courts to Cn use a fast-track process to identify and dismiss O strategic lawsuits quickly." 0 AIRD BERLIS Anti -SLAPP Legislation 9 Courts of Justice Act v Dismissal of proceeding that limits debate - Purposes 137.1 (1 ) The purposes of this section and sections 137.2 to 0- 137.5 are, v (a) to encourage individuals to express themselves on matters of public interest, D (b) to promote broad participation in debates on matters of 90 public interest, 00 (c) to discourage the use of litigation as a means of unduly limiting expression on matters of public interest; and (d) to reduce the risk that participation by the public in debates on matters of public interest will be hampered by fear of legal action. 0 AIRD BERLIS P 00 v m m v 0 s OCCUPA TONA L HEA L TH A ND 5AFETYACT n D Q 90 m v r (0 r m � cn o • • 0o CD m � cn C� 0 AIRD BERLIS 30 Occupational Health & Safety 9 Occupational Health and Safety Act, o R.S.O. 1990, c. 0.1 0 an employer — which includes a municipality — has a duty to protect its workers from "workplace violence" as well as "workplace harassment" D "worker" means. . . 90 00 1 . A person who performs work or supplies services for v monetary compensation. Cn Co worker = "employee" Co 0 AIRD BERLIS Occupational Health & Safety 9 Council Member * Employee v St. Elizabeth Home Society v. Hamilton (City), 2005 CanLll 46411 (Ont. S.C.J.) s 0 "It is an equally long-standing principle of municipal law that an elected member of a municipal council is not an agent or employee of the municipal corporation in any legal sense. . Elected members of council are not employed by or in any D way under the control of the local authority while in office." 90 Ras v. Mississauga (City) and Starr, 2023 ONSC 7102 "The Plaintiff was a City Councillor. An elected City Councillor co has a unique role. It is a principle of municipal law that City Councillors are not employees of a municipal corporation." 0 AIRD BERLIS P Occupational Health & Safety P Council Member not in "Employment Relationship" Di Muccio v. Newmarket (Town), 2016 H RTO 406 applicant council member filed a complaint with HRTO 0 against the Town of Newmarket alleging she was being discriminated against because of her sex and "with D Q respect to employment" - s. 5 of Human Rights Code 90 00 the applicant's role as a member of councillor was not: m r o "with respect to employment", or co a "contractual relationship" with the Town 0 AIRD BERLIS 00 v m m v 0 s " M EAN I NG FU L 0 COMMUNICATION " n D Q 90 m v r cQ r m � rn o 00 CD m � cn C� 0 AIRD BERLIS 34 Meaningful Communication 90 0 Mann v. Saugeen Shores (Town) ° 2023 ONSC 10257 Bielby J. at para. 76: v "I accept that the right to communicate with elected officials is a right that is central to democracy. I find the D Applicant's right to communicate with his elected officials 90 is protected by Charters. 2(b) which guarantees the right 00 of freedom of expression." v r cQ r m � rn N � O CO (� CO n O AIRD BERLIS Meaningful Communication 90 Facts v applicant was denied opportunity to delegate to council on 11 0 separate occasions pursuant to limitations in the procedure s by-law respecting open forum presentations procedure by-law established rules for delegations- 0 appropriate language only - civil and professional conduct . presentations only on "new information" and on matters Q related to the business of the Town 90 00 no presentations related to litigation matters . applicant refused delegations- 3 times because no new information brought forwardCO 3 times because subject matter was litigation 5 times because of inappropriate or defamatory language 0 AIRD BERLIS P Meaningful Communication 90 CO Issues v Did restrictions in procedure by-law deny the applicant his right communicate with council pursuant to s. 2(b) of the Charter? Was the applicant denied his right to "meaningful expression" with his elected representatives under the Charter'? D Q the applicant's position was that: 90 00 0 he had an absolute right to state his views without limitations to council at an open public meeting; and he also had a right to demand that his locally elected CO representatives respond to him and answer [all] his questions 0 AIRD BERLIS P Meaningful Communication 90 CO Ruling v Freedom of Expression procedure by-law limited the applicant's freedom of expression 0 but freedom of expression is not absolute D all levels of government are subject to procedural 90 rules enacted to establish procedures for conducting 00 government business v r cQ r m C " the need to establish a procedural by-law that o . . . . . contains the sections in issue, can be said to be a CO `clearest of cases' for limitations." [para. 91 ] 0 AIRD BERLIS P Meaningful Communication 90 Ruling v Reasonable and Justifiable Limit under s. 1 of Charter s Reasonable Objective procedure by-law mandated by s. 238 of Municipal 0 Act 2001 D if Town could not place limits on residents addressing 90 the council, it would "severely hinder Council's ability 00 to conduct the business of the Town" [para. 105] v r cQ r m procedure by-law established a reasonable balance between a resident's right to communicate with co council and the Town's right to conduct its meetings in an effective and efficient manner 0 AIRD BERLIS P Meaningful Communication 90 CO Ruling v Reasonable and Justifiable Limit under s. 1 of Charter s 0 Proportionality impugned provisions of the procedure by-law were: v not arbitrary — modelled on other municipal by-laws D impaired freedom of expression as little as possible 90 00 as Town residents had means other than the "open 0) forum" to formally communicate with council m r M were proportional and balanced with respect to the CO overall objective of the by-law to move forward the business of the Town in an effective and efficient manner 0 AIRD BERLIS Meaningful Communication 90 CO Ruling v Meaningful Communication a person has a fundamental right to communicate with public officials — a central right of democracy v n v while the applicant did have a protected right of expression under s. 2(b) of the Charter to D Q communicate with members of the council, it did 90 M not include the right to "meaningful communication" `° as defined by the applicant r rn � CO "The elected officials have no Charter-based, CO obligation to respond to [the applicant's] communications." [para. 82] 0 AIRD BERLIS 00 v m m v 0 s c- 0 zT PUBLIC CONDUCT POLICIES 0 Q 90 m v r � r m � rn o • • 0o CD m � cn C� 0 AIRD BERLIS 4 Public Conduct Policies 90 0 Public Conduct Policies and Codes City of Ottawa: 'ublic Conduct Polic s 0 City of Elliot Lake: Public Code of Conduct v Township of Scugog: 'itizen Code of Conduct Pol v Durham Region: 'ublic Code of Conduct Policy D Q 90 City of Thorold: Public Code of Conduct00 0 City of Burlington: Public Conduct Policy Town of Pelham: 'ublic Code of Conduct C 0 Essex County: )ublic Conduct Policy 0 AIRD BERLIS P 43 00 v m m v 0 s c- 0 zT CONCLUSIONS 0 Q 90 m v r cQ r m � 0 00 CD m � cn C� 0 AIRD BERLIS 44 Conclusions 90 public criticism of government is an accepted aspect of the democratic process s 0 a person is entitled to freedom of expression — political speech is at the core of s. 2(b) Charter guarantee v 0 v members of council are locally elected representatives D not employees of municipality 90 00 administrative intervention to protect members of council is viewed as heavy-handed and intrusive N � remedies for abusive conduct that are not criminal in CO nature are in the nature of private civil remedies 0 AIRD BERLIS P 00 fin • 07 AIRD BERLIS .. co CD • John Mascarin • Partner ' •: Email: jmascarin(c�airdberlis.com ,� Direct Line: 416.865.7721 1 Aird&Berlis LLP�Lawyers Brookfield Place,181 Bay Street,Suite 1800,Toronto,Canada M5J 2T9 T 416.863.1500 F 416.863.1515 � airdberlis.com h a SW Corporation of the Township of Oro-Medonte - .x Fire Services Review open session Presentation to council - r oe � "fix January 23, 2024 , Page 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Project Overview Page 75 of 189 Township of Oro-medonte I Fire Services Review Proiect obiectives 01 02 03 04 Identify opportunities Develop strategies for Identify ongoing Develop indicators for for ongoing effectiveness enhancing volunteer resource requirements measuring and reporting and efficiency of service firefighter engagement and necessary corporate on performance delivery that meets and satisfaction supports service level standards r1i and legislative requirements ag76 of :• 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Scope of Review Ck �r Report and Presentation Consultation FES overview Data Analysis Online survey of Project Initiation y Key themes • Project workplan and Calls for assistance and volunteer firefighters schedule associated response Working session with ' Suggested courses of action • Initial introductory Firefighter attendance District Chiefs meeting with volunteer Firefighter training Interviews with senior firefighters Financial indicators officers • Initial introductory Benchmarking meeting with full-time firefighters K� _6 b 11111 KPMG LLP,an Ontario 1imi111 liability p--1ip antl a member firm of the KPMG global wganea on of intlepe tlent member firms a filiatetl with I-MG Inte national Limi(etl,a private Document Classificalian KPMG Public I Q M English company limi by guarantee.NI fights resery The KPMG name antl logo aretrademarks used antler license by the intl.p.—t member firms of the KPMG global organizafi Page 77 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... FES Overview Page 78 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review FES Organizational Structure Fire Chief FES Assistant Deputy Chief Deputy Chief Operations Prevention and Life Safety Fire Prevention Officer Station 1 Station 2 Station 3 Station 5 Station 6 District Chief 1 District Chief 1 District Chief 1 District Chief 1 District Chief 1 Training Officer 1 Captain 2 Captain 2 Captain 1 Lieutenant 2 Divisional Firefighter 16 Lieutenant 2 Lieutenant 1 Lieutenant 2 Firefighters 13 Chief of Training Training Officer 2 Firefighters 13 Training Officer 1 Firefighters 27 Firefighters 10 i g andliancecer :] K� _6 a 2121 KPMG LLP,an Ontario 1i,111 liability paMership antl a member(rm of the KPMG global organization of,,Nwnd-member fines a�Fl-d with I MG International Limitetl,a private Document Classification WMG Pubh: 6 M English company l im ilea by guarantee.Al fights reserved.The KPMG name antl logo are trademarks used antler license by the independent member firms of the KPMG global organiz.- Page 79 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review FES Organizational Structure Fire Chief FES Assistant Deputy Chief Deputy Chief Operations Prevention and Life Safety Response Fire Prevention Officer Station 1 Station 2 FS�tation FSt�ation5 Station 6 Prevention Training District Chief 1 District Chief 1 District Chief 1 District Chief 1 District Chief , Education Training Officer 1 Captain 2 Captain 2 Captain 1 Lieutenant 2 Investigation Divisional Firefighter 16 Lieutenant 2 Lieutenant 1 Lieutenant 2 Firefighters 13 Chief of Training Training Officer 2 Firefighters 13 Training Officer 1 ] \1 Firefighters 27 Firefighters 10 Training and Compliance Officer(vacant) K� _6 a 2121 KPMG LLP,an Ontario 1i,111 liability paMership antl a member(rm of the KPMG global organization of,,Nwnd-member fines a�Fl-d with I MG International Limitetl,a private pocument Classnication P(viG 7 M English company lira ilea by guarantee.Al fights reserved.The KPMG name antl logo are trademarks used antler license by the independent member firms of the KPMG global organiz.- Page 80 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Firefighter Years of Service >20 years 16 to 20 of service years of service 12 firefighters 11 to 15 12 firefighters (12%) years of service (12%) 50.0 11 firefighters 12%) 6 to 10 years <5 years of service of service 45.0 53 firefighters 16 firefighters (51%) (15%) 40.0 35.0 30.0 25.0 20.0 15.0 10.0 5.0 KA16 01111 KPNIGLLP an 01111,11111, 11111111p Mers pantlamemb f aFl ated wth�MGI English company rmiletl by guarantee.NI fights reserved.The KPNIG name d logo are trademarks used antler cense by the-ntlependent member firms Ithe KPMG global organ za0on. Page 81 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Calls for Assistance by Type Vehicle and Other Rescue Medical Assistance False Alarm 110 Other Hazard Fire Assisting Other Agencies Pre-Fire Conditions Burning Complaint 0 20 40 60 80 100 120 140 160 K� _6 b 2121 KPMG LLP,an 01111,111M iletl liability pa.ership antl a member firm of the KPMG global organiza on of intlepentlent member fi s affiliat,d with I MG Inte national Limitetl,a private Document Classification WMG Public I 9 M English company lim II,1 by guarantee.Al fights reservetl.The KPMG name antl logo aretrademarks used antler license by the intlependent member firms of the KPMG global organizafion. Page 82 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Calls for Assistance by Station Station 6 63 calls (10%) Station 5 74 calls (12%) Station 4 60 calls (10%) Station 3 148 calls (24%) Station 2 126 calls (21%) Station 1 134 calls (23%) 0 20 40 60 80 100 120 140 160 180 200 K� _6 b 2124 KPMG LLP,an Ontario lim etl liability paMership antl a member(rm of the KPMG global organiza on of intlepend-member fines a�Fl-d with I MG Inte national Limited,a Private Document Classification WMG PubIk I 10 M English company lim filed by guarantee.Al fights reserved.The KPMG name antl logo are trademarks used antler license by the independent member firms of the KPMG global organiz.- Page 83 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Calls for Assistance by Day 12 June 17,2022 April 15,2022 • Outdoor fires 2 • Outdoor fire 2 • Power lines down 8 10 • Power lines down 4 •Vehicle rescue 1 • Medical assistance 2 8 • False alarm 1 •Assist other agency 1 6 0 I �I Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec (42) (34) (46) (54) (48) (65) (56) (71) (47) (43) (43) (56) K� _6 b 1114 KPMG LLP,an Ontario limrtetl liabilRy partnership III member firm of the KPMG global organiza on of intlepentlent member fi s affili-d with I MG International L.mitetl,a private uo.Linent Classnication KPMG Pu 11 M English company limiletl by guarantee.Al fights rese.The KPMG name antl logo aretrademarks used IhdI,license by the independent member firms of the KPMG global organizafion. Page 84 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Calls for Assistance by Time of Day 66%of calls happen 50 between 6:00 am and 5:59 pm 45 11%of calls happen 23%of calls happen between midnight between 6:00 pm 40 and 5:59 am and midnight 35 30 25 20 15 10 5 0 0000 to 01:00 to 02:00 to 03:00 to 04:00 to 05:00 to 06:00 to 07:00 to 08:00 to 09:00 to 10:00 to 11:00 to 12:00 to 13:00 to 14:00 to 15:00 to 16:00 to 17:00 to 18:00 to 19:00 to 20:00 to 21:00 to 22:00 to 23:00 to 0059 01:59 0259 0359 0459 0559 0659 0759 0859 0959 1059 11:59 1259 1359 1459 1559 1659 1759 1859 1959 2059 21:59 2259 2359 x�/I-11� 029 KPNtG 11 an Onteno limfie liebili__ry padne hip end e member(inn of the KPNIG glob l organrze[ion of indepeadenl membe!imis e lieted wiM K`o International Lime eq e pnva[e 12 M English company limited by guarantee.NI fights reserved.The KPMG name and logo aretrademarks used antler license by the independent member firms Ithe KPMG global orgarizafion. Page 85 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... Township of Oro-Medonte I Fire Services Review Response Times 03559 031:59 Total response time 02759 (assembly+travel) I \ I \ 02359 Travel time Assembly time 01959 01559 Targeted response time 012.00 ----- ----- ----- ----- ----- 00a00 00400 00000 6 91114 KPMGLLP a KA1 an OntarolmA tll blty pertnersM1pandmemberTrm fthe K oPMGglobal ..organzat on o'ndepentlen[member(rms11-tlwlh l�MGlnternat onalLmtetl eprvate Docume cation K rGRIN, 13 English company miletl by guarani .All fights reserved.The KPMG name antl logo aretrademarks used antler tense by the-ntlependent member firms Ithe KPMG global organ-zafion. Page 86 of 189 8.b) Presentation by Oscar Poloni, KPMG LLP re: Township of Oro-Medonte ... observations Page 87 of 189 Township of Oro-medonte I Fire Services Review observations 01 02 03 Volunteer satisfaction and FES faces a significant The current approach to engagement appears to be (unaddressed) training gap responding to calls during significantly eroded peak periods is perceived negatively by volunteer firefighters 0 I @ M-99 g.,i�.­ Page 88 of :• Township of Oro-medonte I Fire Services Review observations 04 05 06 Key operational processes Opportunities may exist to Volunteer firefighter are performed on an ad hoc generate additional non- compensation appears low in basis taxation revenues comparison to other fire services g.,im­ Page 89 of :• Township of Oro-medonte I Fire Services Review suggestea Course of ACtIon Phase1 Phase2 Phase3 Ensure appropriate leadership Address urgent matters relating to Implement strategies addressing other resources are focused on urgent training; attendance and engagement; priority areas(user fees,standard matters within FES and align and prevention and education operating procedures, officer organizational structure to FES development, peak period response) priorities Page 90 of :• i • Presentation by OscarP• •ni, KPMG LLP re- Township of • ' • • ®©CH home.kpmg/ca 02024 KPMG LLP,an Ontario limited liability partnership and a member firm of the KPMG global organization of independent member firms affiliated with KPMG International Limited,a private English company limited by guarantee.All rights reserved.The KPMG name and logo are trademarks used under license by the independent member firms of the KPMG global organization. Document Classification:KPMG Public Page 91 of i 9 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... t Townshi�a���'�LLC?,f?,�F,P� Staff Report Proud Heritage, Exciting Future To: Council From: Curtis Shelswell, Manager, Municipal Law Meeting Date: January 24, 2024 Report No.: DS2024-003 Subject: Towing By-law Repeal Type: Requires Action Motion No.: Recommendation It is recommended: 1 . That Report No. DS2024-003 be received and adopted. 2. That the appropriate draft by-law to Repeal By-law No. 2019-101 "Towing By- law" be brought forward for Council's Consideration. 3. That all current licensed companies be notified of Council's decision under the Manager of Municipal Law Services signature. Background On July 1, 2023, the Province announced the phasing of the Towing and Storage Safety and Enforcement Act (TSSEA) whereby the Township will no longer be permitted to license Tow companies. The Township enacted its' first Towing By-law in 2011 . In conjunction with the Ontario Provincial Police, the By-law was initiated to assist with concerns related to the towing industry. Concerns ranged from excessive billing, vehicles being towed outside the boundary of the Township, towing compounds not located within the Township or within a reasonable distance, and company trucks not being equipped with proper tools to complete the job. Development Services January 24, 2024 Report No. DS2024-003 Page 1 of 4 Page 92 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... At the time of passing, the By-law provided Tow Companies wishing to continue to operate within the Township with a six-month grace period to come into compliance with the By-law. The main purpose of the By-law was to regulate fees charged for collision tows, ensure vehicles remain within the boundary of the Township, and to coordinate a rotation so that each licensed company was provided with an equal business opportunity. Prior to a company obtaining a license, the company is required to submit a package that outlines the following: • Proper Insurance coverage • Proof of a secure compound with the Township • Up to date rates sheet • List of drivers and trucks • Approved background checks for owners/employees • Approved Ministry of Transportation abstract • Copies of vehicle information o Copy of ownership o Lease Agreement o Annual inspection o Proof of Master installer Once an application has been deemed complete, an inspection of the truck(s) and the compound would be conducted. When approved, the company is added to a rotational call list that is operated and monitored by a third-party contractor. The By-law to date has been effective in curbing the concerns related to excessive billing, vehicles that are towed to unknown compound addresses, companies without adequate equipment to complete the job, and the rotation has minimized the chasing of calls. Analysis As of January 1, 2024, Phase 3 of the Towing and Storage Safety and Enforcement Act (TSSEA) will begin and the Township will no longer be permitted to license Tow Companies as the Province is taking over the licensing process through the implementation of a Certification process. Over the last several months, licensed companies operating within the Township have expressed their concerns related to repealing the By-law and losing the Rotational call list. They fear that business equity issues will resurface, and the local companies will again face challenges with operating their business within the area. Development Services January 24, 2024 Report No. DS2024-003 Page 2 of 4 Page 93 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Financial/Legal Implications/ Risk Management The current By-law requires the following fees on an annual basis. Tow Company $325.00 Tow Truck $225.00 Driver $125.00 For the 2023 licensing year, the Township issued the following licenses: 16 companies $5200.00 42 Trucks $9450.00 40 Drivers $5000.00 Without the revenues from the Towing By-law, the Township will see a reduction of $19,650.00 for the 2024 licensing year. Policies/Legislation ➢ By-law No. 2019-101 "Towing By-law" ➢ Link- www.ontario.ca/page/get-towing-vehicle-storage-certificate Corporate Strategic Goals ➢ Strengthen Operational Capacity Consultations Municipal Law Assistant Director, Development Services Attachments 1 . DS2024-003-Attachment 1-Ministry of Transportation December 30, 2023 Announcement 2. DS2024-003-Attachment 2-Towing and Vehicle Storage Maximum Rate Schedule-Question and Answer Development Services January 24, 2024 Report No. DS2024-003 Page 3 of 4 Page 94 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Conclusion As the Province phases in the TSSEA, municipalities will no longer have the ability to license Tow Companies. Under the current By-law, companies are required to renew their license prior to November 30t"of each year to ensure they remain on the Rotational Call List. Now that the Province has taken the oversight of the Towing Industry, the Township no longer requires the By-law and requests that it be repealed at this time. Respectfully submitted, Curtis Shelswell Manager, Municipal Law January 3, 2024 Approvals: Date of Approval: Brent Spagnol, Director, Development Services January 3, 2024 Nelly Morrow, Director Finance/CFO January 14, 2024 Robin Dunn, CAO January 17, 2024 Development Services January 24, 2024 Report No. DS2024-003 Page 4 of 4 Page 95 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Ministry of Transportation Ministere des transports Commercial Safety and Direction de la securite et de la conformite en Compliance Branch matierede transport commercial Ontario O 301 St. Paul Street, 3rd Floor 301, rue Saint-Paul, 3e etage St. Catharines ON L2R 7R4 St. Catharines ON L2R 7R4 1 800 387-7736,416 246-7166 1 800 387-7736,416 246-7166 towinq(doontario.ca towinq(a)ontario.ca December 30, 2023 Re: Towing and Vehicle Storage Oversight This memorandum is to provide an update on the implementation of the Towing and Storage Safety and Enforcement Act (TSSEA) and regulation amendments that impact the towing sector. Oversight of the towing and vehicle storage sector will fully transition to provincial oversight as of January 1, 2024, replacing municipal regimes. The TSSEA establishes a provincial oversight framework for the towing and vehicle storage sector. The Act requires tow operators, tow truck drivers, and vehicle storage operators to have a provincial certificate to operate. The Ministry of Transportation (MTO) operationalized the TSSEA by implementing requirements in several phases: • January 1, 2023 (in effect): o New Highway Traffic Act (HTA) requirements that apply to other commercial motor vehicles and establish vehicle requirements for tow trucks (i.e., daily and annual inspections and use of a safety vest). • July 1, 2023 (in effect): o Introduction of three certificate types: Tow Operator, Tow Truck Driver and Vehicle Storage Operator. On July 4, 2023, the online application portal launched and industry can apply for a certificate at no cost (until July 2024). • January 1, 2024: o Tow operators, vehicle storage operators and tow truck drivers must now comply with the TSSEA customer protection requirements and industry standards. o New TSSEA requirements related to rates charged for towing and vehicle storage services. o Tow operators and vehicle storage operators must have a certificate to operate. Page 96 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... o The provincial framework under TSSEA will replace these municipal regimes so operators and tow truck drivers only have to comply with the provincial regime. • January 15, 2024: o Maximum Rate Schedule portal open to tow and vehicle storage operators, allowing operators to submit their maximum rates to the ministry. o Complaints portal opens for customers, law enforcement, municipal authorities and stakeholders. • Late March 2024: o Published maximum rates schedule launch to allow public viewing of an operator's certificate status and their maximum rates for tow and vehicle storage services. • April 1, 2024: o All tow trucks must enter truck inspection stations (TISs) for the purposes of commercial motor vehicle inspection (additional information below). o Period of TSSEA education and awareness ends and full TSSEA enforcement begins on April 1, 2024. • July 1, 2024: o Tow truck drivers must have a certificate to drive a tow truck. o Tow truck drivers applying for a TSSEA certificate on or after July 1st, 2024 must complete training requirements prior to receiving a certificate. o Certificate fees come into effect: ■ $575 per year for Tow Operators ■ $575 per year for Vehicle Storage Operators ■ $195 every three years for Tow Truck Drivers The ministry recognizes that the transition to provincially led oversight is a significant change to industry. In the first few months of the new oversight model, to support the industry's adjustment, the Ministry of Transportation has encouraged our enforcement partners to, when possible, educate the towing sector on the changes coming into effect and direct them to Towing and Vehicle Storage Requirements to learn more. While most tow and vehicle storage operator applications have been processed and their TSSEA certificates issued, there remains a number of outstanding applications currently under review and have not been processed. As a result, the towing and vehicle storage sector is advised that: • Tow and vehicle storage operators who have applied for their TSSEA certificate that has not yet been issued should be prepared to present law enforcement with Page 97 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... proof of application through the email receipt they received from the ministry. This may be presented electronically or in printed form. • Sector specific requirements are available on Ontario.ca to better inform industry of their obligations under TSSEA. • The sector must continue to prepare to be in compliance with all of TSSEA's requirements, including applying for a tow and vehicle storage operator certificate if you have not yet applied and submitting your maximum rates schedule to the ministry through the self-serve portal beginning January 15, 2024. We would like to acknowledge the continued efforts of the tow and vehicle storage sector as they continue to work diligently in support of this important safety initiative. Tow trucks Entering Truck Inspection Stations (TISs) Currently, by ministry policy, tow trucks are not required to enter a TIS by direction from a highway signboard with flashing lights activated unless they are operating under an oversize/overweight permit, and it is a condition of that permit to enter a TIS when directed. As of April 1, 2024, this policy exemption will be removed, and tow trucks will be required to enter a TIS along with other commercial motor vehicles when the flashing lights on a TIS signboard are activated. The tow industry was first introduced into the Commercial Vehicle Operator's Registration (CVOR) program in January 2017. At that time, it was communicated that further requirements for tow trucks, including the requirement to enter a TIS, would be phased in over time. The ministry has been raising awareness of this upcoming change with industry stakeholders over the past year. This change will support the ministry goal of road safety compliance as well as contribute to TSSEA oversight. Ontario offers preclearance bypass opportunities at all ministry TIS' through Drivewvze PreClear. The subscription-based service allows trucks and their drivers to be precleared and legally bypass TIS' saving time and money. Trucks and their drivers are still subject to random inspection and the rate of bypass is dependent upon the operator's safety record. To learn more, please visit Drivewvze PreClear. Application Process and Certificate Fees The ministry has received considerable uptake since the TSSEA certificate application portal opened on July 4, 2023; however, all operators and tow drivers are encouraged to apply now in the event they have not already done so. Due to the high volume of applications being received and the earlier deadline, Tow Operator and Vehicle Storage applications are currently being prioritized and as a result it may take longer than expected to process Tow Driver certificate applications. Page 98 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... To encourage industry registration and ease transition from municipal oversight, there will be no fees charged until July 1, 2024, for all certificate types. Tow drivers who apply early will have an additional three years to complete the required training (training must be completed for certificate renewal, which is required three years after certification). Effective July 2024, the following certificate fees will apply: o $575 per year for a Tow Operator Certificate; o $195 every three years for a Tow Truck Driver Certificate; and, o $575 per year for a Vehicle Storage Operator Certificate. You must meet certain requirements to apply for and keep your certification. To learn more, please visit Ontario.ca/towstoragecertificate. Maximum Rates Schedule Beginning January 15, 2024, both tow operators and vehicle storage operators will be required to submit their maximum rates to the MTO through the ministry's Maximum Rates Schedule Portal. Each operator's maximum rate schedule will then be published online and can be viewed by the public. An operator must submit their maximum rates to the ministry's Maximum Rates Schedule Portal by January 31 , 2024. The maximum rate schedule form that identifies which tow and storage services can be provided for a charge was developed in consultation with industry stakeholders, and in accordance with Ontario Regulation 162/23-Charges for Towing and Vehicle Storage Services. Once an operator's rates are submitted, they are free to update them whenever they choose; however, updating an existing rate requires 30 days before the updated rate becomes effective. Please note that under TSSEA: • Operators cannot charge for a service unless it appears on their maximum rate schedule and must not charge more than their published maximum rate for any service. • If you provide a service, you must submit your maximum rate using the self- service portal or your default rate will be $0. • Customers must receive a copy of the maximum rate schedule before consenting to a tow. • Tow operators must display their current maximum rate schedule at all locations open to the public. • Vehicle storage operators must display their current maximum rate schedule at all premises where vehicles are stored. Operators are encouraged to review the maximum rate schedule form now to determine the appropriate maximum rates for your business. Page 99 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... To learn more about maximum rates and to view the Maximum Rate Sheet template, please visit the 0ntario.ca/TowSto rage Rates webpage. The Maximum Rates Schedule portal will be available through this same link on January 15, 2024. As TSSEA is fully in effect on January 1, 2024, and governs the rates that operators may charge, the Director of Towing and Vehicle Storage Standards has the authority to review unreasonable rates and intervene. Towing and Vehicle Storage Complaints Customer Complaints All towing specific provisions of the Consumer Protection Act, 2002 will be repealed as of December 31, 2023. Jurisdiction of consumer protection provisions will fall under TSSEA starting January 1 , 2024. As provincial oversight begins January 1 , 2024, the MTO can only address concerns for events happening after that date. Customers who have a concern about the towing and vehicle storage services they have received, or the conduct of a tow truck driver, tow or vehicle storage operator, may report the complaint to the MTO using the TSSEA Complaints Portal available January 15, 2024. Questions, comments or complaints about the Tow Zone Pilot or the public's experience receiving towing services within any of the restricted towing zones, should continue to be directed to the Tow Zone Pilot. Police Services, Municipal Authority, and Other Stakeholder Complaints The ministry has designed a portal to intake and prioritize complaints, issues of non- compliance and intelligence gathered from police, municipal partners and stakeholders. The portal can be used to submit a complaint about a tow company, tow truck driver, or vehicle storage operator for events that occur after January 1, 2024. Example of some of the complaints that the ministry will investigate are: • Dangerous or unsafe driving; • Driver behaviour (aggression, intimidation, etc.); • Non-registered operators or drivers; and • Customer protection (pricing, code of conduct, releasing of vehicles, etc.). Once a complaint is received, the ministry will investigate and determine if action should be taken against the operator or driver's certificate. Page 100 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Law enforcement, municipalities and stakeholders may access the complaints portal using the TSSEA Complaints Portal, available on January 15, 2024. To learn more about Ontario's tow and vehicle storage requirements and customer rights and rates, the following reference materials are available: • Ontario.ca/towstoragecertificate • Towing and Vehicle Storage Requirements • Know Your Rights When Getting a Tow • 0ntario.ca/TowSto rage Rates • Towing and Storage Safety and Enforcement Act • Ontario Regulation 167/23 General • Charges for Towing and Vehicle Storage Services Sincerely, Jennifer Elliott Director Commercial Safety and Compliance Branch Page 101 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Towing and Vehicle Storage — Maximum Rate Schedule Question and Answer 1. How are towing and vehicle storage rates determined? Maximum rates for towing services are determined, individually, by tow operators and maximum rates for vehicle storage services are determined, individually, by vehicle storage operators. These rates are submitted by the operator and published by the Ministry. Operational costs, such as those related to administration, labour, fuel, tolls, and property and equipment maintenance, should be a consideration in determining the rates for towing and vehicle storage services. The Director of Towing and Vehicle Storage Standards has authority to reject unreasonable rates and require that lower rates be submitted. 2. Are there any restrictions on charging for tow and vehicle storage services? Operators cannot charge for a service unless it appears on their maximum rate schedule and must not charge more than their published maximum rate for any service. Operators cannot charge a person a higher rate if a lower rate has already been arranged with an authorized person. Operators are not permitted to charge for: • fuel surcharges • an amount arising from any towing service that takes longer than usual because of defects associated with the tow truck or inefficiencies caused by the actions of the tow operator or tow truck driver. • an amount for services, including equipment and resources used to provide a service, that are unnecessary for a towing service being provided. • transporting the driver and any passengers of a towed motor vehicle in the tow truck to the destination of the tow or other drop-off location. • allowing the driver or any passenger of a towed motor vehicle to have access to it while providing towing services. • changing the destination of a tow, other than an amount related to the change in distance that a motor vehicle is towed if the destination is changed. • vehicle storage services after an authorized person has made a good faith attempt to retrieve the vehicle. • providing access to or release of a stored motor vehicle when the vehicle storage yard facility is open for business. • preparing or cleaning storage spaces in a vehicle storage yard facility. • moving a motor vehicle within a vehicle storage yard facility or between vehicle storage yard facilities, unless the move is requested by the owner or operator of the motor vehicle. • preparing invoices, consents or other administrative services related to the towing or vehicle storage services. )ecember 14, 2023 Page 102 of 189 11 .a) DS2024-03, Curtis Shelswell, Manager, Municipal Law Enforcement/Ch... Towing and Vehicle Storage — Maximum Rate Schedule Question and Answer 3. Can an operator charge less than their published rate? Yes, operators may charge less than their published maximum rate. 4. What if operational costs for tow or vehicle storage operators increase? Operators are free to adjust their rates filed with the Ministry to reflect changing operational costs. Aside from a 30-day holding period occurring when rates are updated by an operator, there is no restriction as to the number of times an operator may update their rates. 5. Is charging for the cost of lien searches prohibited? Lien search costs are not considered "administrative services" related to either towing services or vehicle storage services. Charging for lien search costs is not prohibited by the TSSEA. 6. How would a customer use the maximum rate schedule? Customers must receive a copy of an operator's maximum rate schedule before consenting to a tow; customers should review the schedule before signing a contract to tow. Customers will be able review and compare all operators current maximum rate schedules on the ministry's portal launching in late March 2024. Also, operators must post their current maximum rate schedule at their premises and on any website or social media they use. 7. Who can I contact for more information or if I have any questions about the changes affecting the tow sector? For more information about Ontario's requirements for the towing sector and operating commercial vehicles, the following reference materials are available to you: Towing and Storage Safety and Enforcement Act • Ontario Regulation 167/23: General • Ontario Regulation 162/23: Charges for Towing and Vehicle Storage Services Ontario.ca/towstoragecertificate Towing and Vehicle Storage Requirements Know Your Rights When Getting a Tow • 0ntario.ca/TowSto rage Rates Members of the public are also welcomed to submit inquiries to towing(abontario.ca )ecember 14, 2023 Page 103 of 189 11 .b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... t Townshi�a���'�LLC?,f?,�F,P� Staff Report Proud Heritage, Exciting Future To: Council From: Vanessa Cooper, Social Media Coordinator/ Corporate Executive Assistant Meeting Date: January 24, 2024. Report No.: CS2024-03 Subject: 2024 Conference Schedule for Council Members Type: Requires Action Motion No.: Recommendation It is recommended: 1 . That Report No. CS2023-27 be received; 2. That Mayor Greenlaw, Deputy Mayor Lavoie and Councillors Hutcheson and Young be authorized to attend ROMA (Rural Ontario Municipal Association) Conference Toronto ON January 21 — January 23, 2024; 3. That be authorized to attend OGRA (Ontario Good Roads Association) Conference Toronto ON April 21 - April 24, 2024; 4. That Deputy Mayor Lavoie be authorized to attend OSUM (Ontario Small Urban Municipalities) Orillia ON April 30 — May 2, 2024; 5. That Councillors Bard and Clark be authorized to attend AMO (Association of Municipalities of Ontario) Ottawa ON August 18- August 21, 2024; 6. That Councillor Schell be authorized to attend CRRBC (Canada's Rural & Remote Broadband Community) Conference Orillia ON — May 27 — May 29, 2024. 7. And That the Social Media Coordinator/ Corporate Executive Assistant makes the necessary arrangements accordingly. Corporate Services January 24, 2024. Report No. CS2024-03 Page 1 of 3 Page 104 of 189 11 .b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... Background Each year, members of Council may, by resolution of Council, attend conferences that educate and inform municipal representatives on items such as amendments to existing legislation, new legislation, policies, and procedures related to municipal government, as well as providing Council members with the opportunity to connect with and share ideas with other municipal partners. Conference registration fees and other associated costs are deducted from the Constituent Support and Professional Development (CSPD) budget allocation, as per the Remuneration and Expenses for Members of Council By-law 2023-057 attached as Appendix A. Councillors may elect to attend and use their (CSPD) allocation for the costs associated with the conference. Per diems would require a resolution of Council as noted in Section 5.5 and further detailed in Section 3 of Schedule C of By-law 2023-057. At the December 13, 2023, Council Meeting, Report CS2023-27 was presented seeking direction from Council with respect to 2024 Conference attendance by members of Council. The following conferences were highlighted: 2024 Conferences: • ROMA (Rural Ontario Municipal Association) Toronto ON- January 21-23, 2024. https://www.roma.on.ca/ ; • OGRA (Ontario Good Roads Association) Toronto ON- April 21-24, 2024. https://goodroads.ca/ ; • OSUM (Ontario Small Urban Municipalities) Orillia ON —April 30- May 2, 2024. Registration costs to be determined https://www.osum.ca/ ; • AMO (Association of Municipalities of Ontario) Ottawa ON- August 18-21 , 2024. Registration costs to be determined https://www.amo.on.ca/ ; • FCM (Federation of Canadian Municipalities) Calgary AB- June 6-9, 2024. Registration costs to be determined https://fcm.ca/en . Direction was provided to Council members to provide staff with their preferred attendance to the events presented. Analysis In response to the direction noted at the December 13, 2023, Council Meeting, the following individuals submitted their desire to attend the ROMA and AMO conferences: ROMA: Mayor Greenlaw, Deputy Mayor Lavoie, Councillors Hutcheson and Young OSUM: Deputy Mayor Lavoie AMO: Councillors Bard and Clark Corporate Services January 24, 2024. Report No. CS2024-03 Page 2 of 3 Page 105 of 189 11 .b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... A further request from Councillor Schell was received to add the CRRBC Conference (Canada's Rural & Remote Broadband Community) to the list of annual conferences for Council's consideration. Orillia ON — May 27- 29, 2024. Registration costs are to be determined (https://crrbc.ca/) Financial/Legal Implications/ Risk Management By-Law 2023-057 Remuneration and Expenses for Members of Council Section 5.5 Attendance at conferences, conventions and seminars as authorized by resolution of Council. Conference fees will be deducted from Councillor's remuneration allotment. Policies/Legislation Remuneration and Expenses for Council Members By-law 2023-057 Corporate Strategic Goals NA Consultations Clerk's Department Attachments Appendix A. Remuneration and Expenses for Members of Council By-law 2023-057 Conclusion In conclusion, staff respectfully presents the proposed 2024 conference attendees as received from Council members for authorization by Council in accordance with the Remuneration and Expenses By-law — By-law No. 2023-057. Respectfully submitted, Vanessa Cooper Social Media Coordinator/ Corporate Executive Assistant January 24, 2024 Approvals: Date of Approval Donna Hewitt, Director Corporate Services January 12, 2024 Robin Dunn, CAO January 17, 2024 Corporate Services January 24, 2024. Report No. CS2024-03 Page 3 of 3 Page 106 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... The Corporation of the Township of Oro-Medonte By-law No. 2023-057 A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law No.2022-015 (Remuneration and Expenses By-law) Whereas subsection 283(1)of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board. And Whereas subsection 283(2)of the Municipal Act, 2001 provides that, despite any statute, a municipality may only pay the expenses of the members of its council or of a local board of the municipality and of the officers and employees of the municipality or local board if the expenses are of those persons in their capacity as members, officers or employees and if, (a) the expenses are actually incurred;or (b) the expenses are, in lieu of the expenses actually incurred, a reasonable estimate, in the opinion of the council or local board, of the actual expenses that would be incurred. And Whereas subsection 283(7)of the Municipal Act, 2001 provides that, on or after December 1, 2003, a council shall review a by-law under subsection 238(5)at a public meeting at least once during the four-year period corresponding to the term of office of its members after a regular election. And Whereas Council deems it expedient to pass a by-law to provide for the remuneration and expenses of Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Schedules"A", "B""C"and "D"attached hereto form part of this By-law. 2. That By-Law No.2022-015 is hereby repealed. 3. This by-law shall take effect on January 1, 2023. By-law read a First,Second and Third time,and Passed this 16th day of August, 2023. The Corporation of the Township of Oro-Medonte ayor, R. Greenlaw Clfyk,Yvonne Aubichon Page 107 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... Schedule"A" to By-law No.2023-057 Remuneration of Members of Council 1. The annual remuneration for Members of Council for 2023, 2024 and 2025 shall be as follows: 2023 Mayor $51,138 Deputy/Ward Councillor $38,354 Councillors $27,560 2024 Mayor $ 52,545 Deputy/Ward Councillor $39,409 Councillors $28,318 2025 Mayor $53,858 Deputy/Ward Councillor $40,394 Councillors $29,026 2. The annual remuneration for Members of Council reflects the annual cost of living adjustment provided to bargaining unit excluded staff for each of the years 2023, 2024 and 2025(reflected in the chart). 3. Members of Council shall receive, in addition to their annual remuneration, per diem payments as follows: • $ 80.00 for each half day or evening meeting • $ 160.00 for each full day meeting Where a Member of Council attends multiple meetings on the same day, which are eligible for per diem payments,the Member of Council shall be entitled to a single per diem not to exceed the full day meeting per diem identified above. 4. The per diem set out in Section 3 shall not apply to attendance at the following: 4.1 Regularly scheduled Council/Council Committee Meetings, as defined in Regular Meeting Schedule of the Procedural By-law: 4.1.1 Regularly scheduled Council/Council Committee Meetings include: i) Council Meetings ii) Development Services 4.2 Functions for the purpose of presenting Congratulatory Certificates on behalf of the Township. 4.3 Functions/events where the Township has purchased a ticket for the Member, such as Awards Dinners, etc. 5. The per diem set out in Section 3 shall apply to attendance at the following: 5.1 Special meetings of Council, as defined in the Procedural By-law. 5.2 Orientation Sessions as defined as education and training as organized by the Township for the purpose of on-boarding new Members of Council subsequent to swearing of oaths or by resolution of Council. 5.3 Public Meetings/Public Information Sessions,as defined in the Procedural By-law, when such meetings are conducted as a separate meeting on a designated day. Page 108 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... 5.4 Meetings of Committees, local boards, or special ad-hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council. No per diem or mileage shall be provided where the Member of Council appointed receives any compensation from the external body to which they are appointed. 5.4.1 Committees and local boards include: i. Joint Accessibility Advisory Committee ii. Heritage Committee iii. Human Resources Committee iv. Barrie Area Physician Recruitment v. County Council Alternate vi. Lake Simcoe Region Conservation Authority vii. Nottawasaga Valley Conservation Authority viii. Orillia&Area Physician Recruitment ix. Orillia Chamber of Commerce x. Oro-Medonte Chamber of Commerce A. Severn Sound Environmental Association xii. Top Aggregate Producing Municipalities of Ontario xiii. Orillia Public Library Board xiv. Orillia&Lake Country Tourism 5.5 Conferences, conventions and seminars as authorized by resolution of Council. 5.6 By the Mayor, and/or his/her designate(s)including the Mayor in his/her capacity as ex-officio, and/or his/her designate(s), in an ex-officio capacity and Members of Council, at meetings required for a specific purpose relative to municipal business and at business functions as representatives of the Township, that are authorized by resolution of Council. Page 109 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... Schedule"B" to By-law No.2023-057 Remuneration of Appointed Members of Local Boards&Committees 1. Members of the: • Heritage Committee • Property Standards Committee; shall receive per diem payments as follows: •$ 80.00 for each half day or evening meeting; •$ 160.00 for each full day meeting. 2. Persons appointed as Fence-Viewers shall receive per diem payments of$80.00. 3. The per diem set out in Sections 1 and 2 of this Schedule shall apply to the following attendances: 3.1. At meetings of the local board or committee; 3.2. At conferences, conventions and seminars as authorized by resolution of Council; 3.3. At meetings required for a specific purpose relative to municipal business and authorized by resolution of Council; 3.4. In the case of Fence-Viewers, at locations for fence-viewing purposes. 4. The above per diems, including per-kilometer payments, shall be paid on a semi- annual basis, upon submission of a Expense Statement approved by the respective Senior Manager. Page 110 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... Schedule"C" to By-law No.2023-057 Expenses for Members of Council,Council's Appointees to Local Boards and CommitteeslTechnical Support Groups and Employees 1. Per Kilometer Payments 1.1 Effective January 1, 2020, Members of Council, Council's Appointees to Local Boards&Committees/Technical Support Groups and Employees shall be entitled to receive payment at the Township-approved per kilometer rate for the use of non-township owned vehicles while on Township business. 1.1.1 The per kilometer rate will be adjusted on January 1st each year to the Canada Revenue Agency(CRA)rate for Ontario. 1.2 Members of Council shall receive a per-kilometer payment as follows: 1.2.1 For travel from their residence and back to attend: i. meetings at the Township Administration Centre and as outlined in Section 4.1.1 and Section 5 of Schedule"A", and ii. conferences, conventions and seminars stipulated in Section 3 of Schedule"C", upon submission of Meeting and Mileage Expense Statements. 1.3 Per kilometer payments as defined in Section 1 will be charged against the individual Members of Council annual Constituent Support and Professional Development(CSPD)allocation as outlined in Section 4 of Schedule"C". 1.4 Members of local boards and committees shall receive a per-kilometer payment for travel from their residence and back to attend meetings of the local board or committee and to attend conferences, conventions and seminars as set out in Section 3 of Schedule"B". 1.5 Township employees shall receive a per-kilometer payment for each kilometer driven in a non-township owned vehicle while on Township business. 2. Luncheon &Dinner Meetings 2.1 The Township shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the applicable local board or committee. 2.2 Members of Council and Senior Staff shall have the discretion to invite guests for lunch or dinner in connection with Township business and such expense shall be paid by the Township. 3. Conferences,Conventions, Seminars and Meetings Attendance at conferences, conventions, seminars and meetings for Members of Council shall be pre-authorized by resolution of Council or in accordance with Township policy. 3.1 The following expenses shall be paid upon submission of receipts: i) Hotel/Motel accommodation -actual cost ii) Parking -actual cost iii) Registration -actual cost iv) Meals and incidental expenses -actual cost 3.2 Costs associated with conferences, conventions, seminars and meetings will be charged against the individual Members of Council annual Constituent Support and Professional Development(CSPD)allowance as outlined in Section 4 of Schedule C. Page 111 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... 4. Council Expense Allocation: The approved annual budget will include an annual allowance of$6,600 for the Mayor and $5,600 for each Member of Council to cover the cost of Constituent Support and Professional Development(CSPD)expenses. 4.1 Eligible expenses include: i) Conferences and seminars as defined in Section 3 of Schedule"C" ii) Promotional material related to Township Business iii) Constituent Newsletters&associated postage costs iv) Monthly internet plan(to a maximum of$75 per month) v) Subscriptions related to Township Business or municipalities in general vi) Parking related expenses save and except parking fines. vii)Expenses related to Constituent&ward meetings viii)Social Events and Banquets ix) Mileage Reimbursement as defined in Section 1 of Schedule"C". x) An expense authorized by resolution of Council within the CSPD Allocations. 4.2 Ineligible expenses include but are not limited to: i) Additional accommodation for days outside of a formal Conference and/or seminar ii) Alcohol and alcoholic beverages iii) Companion registration fees and expenses at Conferences iv) Personal entertainment(e.g. sight-seeing, concerts, sporting events, etc.) v) Donations vi) Costs associated with materials or supplies for a display,float or parade etc unless authorized by resolution of Council vii)Personal services(e.g. shoe shine,valet service, spa treatments, etc.) viii)Personal vehicle costs beyond mileage(e.g. maintenance, repair, etc.) ix) Traffic and parking fines 4.3 Corporate promotional items:Township pins,flags and other Township promotion items may be made available from time to time to Members of Council,for distribution to the public and service clubs.The associated costs will be charged against the individual Members of Council annual CSPD allowance. 4.4 Expenses shall be paid upon submission of the Expense Statements with receipts on a monthly basis. 4.5 A recap of expenses relating to the annual allowance will be prepared quarterly,distributed to Members for information and posted on the Township website annually. 4.6 Costs exceeding the annual CSPD allowance shall be borne by the individual Member of Council except where authorized by resolution of Council. 5. Expense Statements 5.1 Expense Statements shall be submitted in a form determined by the Township. 6. Mobile Devices 6.1 The Township shall be responsible for the issuance of mobile devices and related monthly plan costs in accordance with the current information technology mobile device policy.While engaged in Township business, Members of Council shall arrange an appropriate out of country mobile device plan in order to avoid excessive roaming charges. Page 112 of 189 11.b) CS2024-03, Vanessa Cooper, Social Media Coordinator/Corporate Exec... Schedule°`D" to By-law No.2023-057 Pension and Benefits for Members of Council 1. Pension (a) Members of Council are enrolled in the Ontario Municipal Employees' Retirement System ("OMERS")from the date they take office, subject to the terms and conditions as established by OMERS,the terms of the pension plan and the Income Tax Act, R.S.C. 1985, c. 1, in accordance with the By-Law No. 2017-160 "A By-law to authorize participation in the OMERS primary pension plan ("Primary Plan"), and the retirement compensation arrangement that provides benefits for members and former members of the Primary Plan ("RCA"), in respect of the Head of Council, Councillors and Employees of the Corporation of the Township of Oro-Medonte identified herein". The Township's contributions to,and obligations and liability under the pension plan is limited to the terms and conditions of the Primary Plan as established and managed by OMERS, and as regulated by law. (b) A Member of Council subject to By-Law No. 2017-160,who becomes a participant in the Primary Plan pursuant to By-Law No.2017-160 and who thereafter attains the age that requires such participant to begin collecting pension payments pursuant to the terms of the Primary Plan(currently age 71), shall be provided with payment, currently first eligible on and after December 1 st of the year in which the participant attains age 71, of a biweekly income payment equal to the Township's portion of its pension contribution calculated on the Member of Council's base salary(made to OMERS on behalf of such participant Member of Council) in lieu of such pension contribution. This additional biweekly remuneration will be terminated on the last date of the month an eligible Member of Council leaves office. (c) A Member of Council who is deemed ineligible to participate in OMERS due to the terms and conditions as established by OMERS, shall be provided a biweekly income payment equal to the Township's portion of the biweekly pension contribution calculated on the Member of Council's base salary(made to OMERS on behalf of a participant Member of Council)in lieu of such pension contribution. This additional biweekly remuneration will be terminated on the last date of the month an eligible Member of Council leaves office. 2. Health, Dental &Out of Country Benefits Members of Council are enrolled in the Council Health, Dental&Out of Country Benefits, effective the day they take office.These benefits will be terminated on the last date of the month a Member of Council reaches the age of 80 or upon termination of office whichever is earlier. Members of Council are required to complete all eligibility requirements of the Benefits Plan Provider;the Township's obligation and liability is limited to paying the associated premiums for said benefits. 3. Life Insurance Members of Council are provided Life Insurance Benefit coverage, effective the day they take office.These benefits will be terminated on the last date of the month a Member of Council reaches the age of 80 or upon termination of office whichever is earlier. Members of Council are required to complete all eligibility requirements of the Life Insurance Benefit Provider;the Township's obligation and liability is limited to paying the associated premiums for said benefits. 3.1 Life Insurance Benefit $15,000 Life Insurance Benefit at age 65 $ 7,500 Life Insurance Benefit at age 70 $ 5,000 Page 113 of 189 12.a) CS2024-01 , Vanessa Cooper, Social Media Coordinator/Corporate Exec... t Townshi�a���'�LLC?,f?,�F,P� Staff Report Proud Heritage, Exciting Future To: Council From: Vanessa Cooper, Social Media Coordinator/ Corporate Executive Assistant Meeting Date: January 24, 2024. Report No.: CS2024-01 Subject: Corporate Projects Status Update — October, November, December 2023 Type: For Information Only Motion No.: Recommendation It is recommended: 1 . That Report No. CS2024-01 be received. Background As requested by Council and identified in Report CSI 2013-05, Township staff commenced reporting on Corporate Project Implementation in October 2013. This report provides Council with snapshot details of both capital project implementation as well as other projects of significance to the municipality. As identified at the June 22, 2016, meeting of Council, the structure has been reduced to show a one-year rolling report, with the history retained on the website within previous Corporate Projects Status Update reports. Attached as Appendix A is the October, November, December 2023 Corporate Project report. Corporate Services January 24, 2024 Report No. CS2024-01 Page 1 of 3 Page 114 of 189 12.a) CS2024-01 , Vanessa Cooper, Social Media Coordinator/Corporate Exec... Analysis Not applicable Financial/Legal Implications/ Risk Management Not applicable Policies/Legislation Not applicable Corporate Strategic Goals • Financial Sustainability • Employment Lands • Community Safety • Well-planned Development Consultations Senior Management Team Project Managers Attachments Appendix A: Corporate Project Tracking — October, November, December 2023 Conclusion That the update on corporate projects be received for information Page 115 of 189 12.a) CS2024-01 , Vanessa Cooper, Social Media Coordinator/Corporate Exec... Respectfully submitted, Vanessa Cooper Social Media Coordinator/ Corporate Executive Assistant Approvals: Date of Approval Donna Hewitt, Director Corporate Services January 12, 2024 Robin Dunn, CAO January 17, 2024 Page 116 of 189 Appendix A Project Tracking—October, November, December 2023 CAO's Office Project Ward Leads Date Status Continuous All Robin Dunn/ January, February 2023 - Projects ongoing N Improvement Donna -Anticipate roll-out of updated process v (CI) Initiative Hewitt refinement and presentation to Council n April/May C� March, April 2023 -Projects ongoing No -Presentation scheduled for May 24th May, June, July 2023 -Council presentation made o - Implementation of revised processes -Data tracking and 30/60/90-day v assessments/modifications underway D August, September 2023 -Modifications made to process to improve N ability to meet deadlines. v -Tracking continues. n Oct, Nov, Dec 2023 -Project complete; o -Successful defence of Lean project; m -Process transferred to process co- owners; -Tracking results to be shared with 0. SMT in 2024; -Training delivered to new hires as part E�: of on-boarding process. CD Q Long term All SMT January, February 2023 No change a) Accommodation March, April 2023 Planning updated with consideration of o Planning impact of seasonal hires. Further long- o m term focus required—administration building space above capacity. Reviewing v 0 opportunities with surplus facilities. o May, June, July 2023 To be reviewed in 2024 budget n recalibration and strategic planning o process. August, September 2023 No change ° v m M x m Oct, Nov, Dec 2023 No change. Long term staffing considerations and accommodation will be included in scope of work for 2024 service review. Township All Robin January, February 2023 -Workplan in development, Strategic Plan Dunn/Donna implementation pending budget a roval N Hewitt March,April 2023 Workplan developed. Consideration being v given to inclusion of previous community n and staff engagements as well as co additional Council, staff and community o inputs. Anticipate report to Council prior to end of Q2. o May, June,July 2023 -Procurement process completed -3rd party award report presented to n<i Council =3 -Community, Council, and staff N engagement process refined with 3rd party ni -Background information (Master n plans/strategic plans, previous community, and staff engagement information) m provided to 3rd party -First community survey in development o for launch in August n August, September 2023 -Community survey implemented for v month of August. -Staff focus groups held in early Q September. in -Workshops held with Council and with n v Township Management. °o CD -Second community survey in Q development as are scheduling of n=i o 00 Community focus groups for late October. o Oct, Nov, Dec 2023 -Focus groups held with community 77. n w members; o cfl -Second community survey —0 implemented; a m m x m -Workshops held with Council and senior staff; -Draft strategic plan presented and endorsed by Council December 2023; -Communication plan for sharing Plan with the community and graphic work to N be completed in early 2024. v n Finance C) Project Ward Leads Date Status No N Corporate Services o Project Ward Leads Date Status Communications All Jenny Legget/ January, February 2023 Social Media n�i Strategy &Plan Vanessa Cooper -Facebook followers increased from 4,027 m to 4,071 N -Twitter followers increased from 4,189 to v 4,197 0 -YouTube subscribers increased from 434 0 0 to 444 _0 m -Instagram followers increased from 650 to 7 747 CO 0 0 General Communication -2 Council Highlights &Township Updates E�: E-newsletters prepared, distributed, and Q shared via social media iv -Worked with Fire&Emergency Services - o v 1 media advisory and 1 media release- o CD Safe Community Project Zero initiative _L1 through Enbridge Gas Inc., in partnership D a)o with the Fire Marshal's Public Safety o Council-distribution of more than 8,000 n 00 combination smoke and carbon monoxide o alarms to Oro-Medonte residents 0 v m M x m -Communication -nominations for Oro- Medonte Citizen of the Year and Ontario Senior of the Year -Established relationships with 3rd party Facebook Administrators for private and public groups/pages in Oro-Medonte for N the purpose of assisting the Township with v communicating relevant Township n business (i.e. notification of meetings and agendas, corporate initiatives seeking o public input/comment etc.) N -Preparation of speaking points re: o corporate initiatives of public interest to ensure consistent and accurate messaging v for media inquiries and interviews D -Internal communication (Council &staff) N regarding corporate initiatives 0 v March, April 2023 Social Media n -Facebook followers increased from 4,071 0 to 4,149 CD -Twitter followers decreased by 3 from 7 4,197 to 4,194 co -YouTube subscribers increased from 444 ° to 452 v -Instagram followers increased from 747 to E�: 851 m Q v General Communication n 0 v -Council Highlights&Township Updates E- 0 CD newsletters for the months of March and Q i:� April were prepared, distributed, and D' o shared via social media W -Corporate communication assistance provided pertaining to the Township's 0 2023/2024 multi-year budget 0 v m M x m -2 media releases were issued regarding the 2023/2024 multi-year budget, and 100% inspection rating from the Ministry of the Environment, Conservation and Parks (MECP) pertaining to all drinking water systems in Oro-Medonte N -Worked with Fire&Emergency Services v to effectively communicate the necessary n Township wide fire ban implemented on CO April 14t", and coordination of media No interviews resulting from significant N grass/brush fires in the Township in April o -Preparation of Ministerial delegation briefing notes for the 2023 Annual Good < Roads conference, and correspondence to D Ministries following delegations N -Communication assistance provided ni regarding the Township's Rain Barrel n Program 0 -Preparation of speaking points and _0 messaging regarding corporate initiatives m of public interest to ensure consistent and CO accurate messaging for the general public, ° media inquiries, and interview requests v (i.e. Line 15 North traffic calming initiative) -Internal communication (Council &staff) m regarding Q corporate initiatives v May, June, July 2023 Social Media C) v -Facebook followers increased from 4,149 0 0 CCD to 4,187 Q -Twitter followers increased from 4,194 to D' 4,210 W -Instagram followers increased from 851 to n 976 0 -YouTube subscribers increased from 452 to 462 0 v m M x m General Communication -Council Highlights&Township Updates E- newsletters for the months of May, June and July were prepared, distributed, and shared via social media N -Preparation of the June/July digital edition v of North Simcoe Life including Council's n Timely Topic -Design and preparation of content for tax o bill insert for inclusion with the final tax bill N for 2023 0 0 -Corporate communication assistance provided pertaining to sale of land by < public tender, Line 15 North traffic calming, D Highway 12 and Warminster Sideroad N intersection, Zone 1 drinking water system, v short term accommodations, cannabis n production and processing facilities, ° municipal law, and SaveStation/AED m installations in some Township parks 7 -2 media releases were issued regarding co the Oro-Medonte Tourism Ambassador ° 0. Certificate Program and expansion of the v Art Trees public art project E�: -Coordination of media interviews m Q -Worked with Fire&Emergency Services v re:necessary fire bans and adjustments to n v fire ratings for the Township o 0 CD -Preparation of Ministerial delegation Q i:� requests for the 2023 annual Association D' 0 of Municipalities of Ontario (AMO) o conference -Preparation of speaking points and o messaging regarding corporate initiatives of public interest to ensure consistent and o accurate messaging for the general public, IV x m media inquiries, and interview requests (i.e.Zone 1 water, short term accommodations etc.) -Internal communication (Council &staff) regarding corporate initiatives -Coordination of ribbon cuttings for N SaveStation/AED installations in some v Township parks -Coordination of public education/training co sessions for use of SaveStation/AED's N 0 August, September 2023 Social Media N -Facebook followers increased from 4,187 0 to 4,274 -Twitter followers increased from 4,210 to n�i 4,219 =3 -Instagram followers increased from 976 to N 1,058 ni -YouTube subscribers increased from 462 n to 477 0 0 General Communication m -Council Highlights&Township Updates E- (D newsletters for the months of August and ° September were prepared, distributed, and v shared via social media E: -Preparation of the August/September and m CL October/November digital editions of North v Simcoe Life including Council's Timely n v Topic 0 CD -Preparation of follow-up Q correspondence/information in response to =' Ministerial delegations from the 2023 W annual Association of Municipalities of o 00 Ontario (AMO)conference o -Corporate communication assistance provided pertaining to short term 0 v m m x m accommodations, cannabis production and processing facilities, municipal law, 2024- 2027 Strategic Plan, SaveStation/AED installations in some Township parks, Community Consultation Group, and general Township business N -2 media releases were issued regarding v ribbon cuttings/unveilings for n SaveStation/AED installations in some Township parks and the 2024-2027 0 Strategic Plan Questionnaire N -Coordination of media interviews o -Preparation of speaking points and messaging regarding corporate initiatives n�i of public interest to ensure consistent and D accurate messaging for the general public, N media inquiries, and interview requests ni (i.e. short term accommodations, cannabis n production and processing facilities etc.) 0 -Internal communication (Council &staff) CD regarding corporate initiatives 7 Oct, Nov, Dec 2023 Social Media co -Facebook followers increased from ° 4,274 to 4,371 v -Twitter followers increased from 4,219 E�: to 4,235 m Q -Instagram followers increased from iv 1,058 to 1,096 n v -YouTube subscribers increased from 0 CD 477 to 499 Q N D General Communication v -Council Highlights&Township Updates E-newsletters for the months 0 of October, November, and December 0 v m M x m were prepared, distributed, and shared via social media -Preparation of the December/January 2024 digital edition of North Simcoe Life including Council's Timely Topic -Preparation of follow-up N correspondence and background v information to Mayor Nuttall, City of n Barrie regarding the City of Barrie's boundary adjustment proposal o -Preparation of correspondence and N background information to the City of o Orillia regarding the City of Orillia's proposed settlement area boundary n�i expansion. D -Preparation of follow-up N correspondence to Minister Calandra, ni Ministry of Municipal Affairs and n Housing regarding the province's o Community Infrastructure and Housing m Accelerator Program 7 -Preparation of 2024 ROMA(Rural co Ontario Municipal Association) ° ministerial delegation requests v -Corporate communication assistance E�: provided for/pertaining to: m -development of the 2024-2027 v Strategic Planning process, n v -the 2023 Township of Oro-Medonte O 0 CD staff satisfaction survey, Q i:� -short term accommodations, D' Cn o cannabis production and processing o facilities, municipal law, community 0o services,the Community Consultation n C° Group, and general Township business -1 media advisory was issued O regarding Oro-Medonte Fire& v m M x m Emergency Services Santa Tour community parades regarding public education pertaining to fire safety during the holiday season -Coordination of media interviews -Preparation of speaking points and N messaging regarding corporate v initiatives of public interest to ensure n consistent and accurate messaging for the general public, media inquiries, and o interview requests(i.e. short term N accommodations, cannabis production o and processing facilities, Community Centre Partnership in Horseshoe Valley n�) etc.) D -Internal communication (Council & N staff regarding corporate initiatives 0 v Simcoe County All Donna Hewitt/ January, February 2023 -Beginning the graphic design for the n Economic Jennifer Whitley Economic Development Strategy funded 0 Development through County grant 0 CD Funding March, April 2023 -Final of the Economic Development 7 Application Strategy will be shared publicly in May CO -Carryover will be spent to support related 9. initiatives including Community Profile v update and support of Wayfinding projects, projects must be complete by end of (D August 2023. a) May, June, July 2023 -Working through final projects for o deadline end of August and report back to 0 m County September _Q ry -Review of locations and costs for new D v o secondary gateway signs—report to 0 Council June 28 August, September 2023 -Completion of final report for County of 0 Simcoe end of September 0 v m M x m -Addition of new gateway signs at 4 entry points into Township—2 installed 2 delayed until early October Oct, Nov, Dec 2023 -Projects complete -No further funding available at this time N Orillia& Lake All Jennifer Whitley January, February 2023 -Support to the Tourism Ambassador a) Country Tourism program development n -publishing content and digital advertising W support for winter tourism activities No -Tap into Maple development for 2023 -new marketing and brand awareness o campaigns for the region—digital and print -deputations at Council meetings < -Media Influencer visits to Oro-Medonte D businesses CD -Transition from an Oro-Medonte staffa) v member to Councillor on the Lake Country n Board of Directors 0 March,April 2023 -Tap into Maple Promotions CD -Flavours of Lake Country Promotions 7 -regular meetings with Township staff re: o funding applications and upcoming 0. opportunities v -assistance with the Art-Tree project— photo &video shoots and blog/social Q media promotions v' -working with Destination Ontario on an (� v upcoming Media visit 0 CD -seasonal updates to Oro-Medonte Q Tourism landing page v o May, June, July 2023 -Support to Township businesses through 0 social media posts and sharing -New blog post—Summer Bucket List 0 Experiences in Oro-Medonte 0 v m M x m -Promoting the Arts&Culture sector in Oro-Medonte through blog +social advertising -The Oro-Medonte Arts&Culture piece was the top visited page on OLC's website for July,with the digital campaign N generation 7,269 Link Clicks and 165,878 v Impressions. n -Other campaigns were part of Orillia& o Lake Country's regular social media N promotions and included features for o Juhannus at Vetta Nordic Spa, Crankworx Series at Horseshoe Resort, and an Oro- < Medonte Summer Bucket List blog � featuring many destinations. The Juhannus N at Vetta Spa blog was the top visited page ni for OLC's website in June,with the digital n campaign generating 1,958 Link Clicks and o 81, 748 Impressions. m-Art_Trees advertising -OLC continued its digital signage (� campaign to promote the region in Toronto ° through the purchase of screen time along v the Gardiner Expressway for a two week period in May, as well as mobile digital m CL trucks at the Leafs playoff series games v and throughout Pride Weekend. n o cQ -Farmers Market promotions and sharing CD via regional blog and social posts L1 N =3 N 00 -Media hosting -worked in partnership with o Destination Ontario,organize and n 00 contributed financially to bring CHCH o Television (Hamilton)to Glen Oro Farm _0 and Qua le's Brewery in June.A total of ° v m m x m 16 minutes of airtime on their popular morning show was dedicated to showcasing experiences at these businesses. -FlavoursofLakeCountry.com had 9,080 N Pageviews (+40.0% from 2022)and The v Ktchn and Blacksmith Pub's menus were n in the Top 3 clicked for the whole program. W August, September 2023 -Preparation for Fall Flavours o -Support to Images Studio Tour N -Updating fall blogs and content to promote o Oro-Medonte tourism assets during the fall colours < -Media Host in September for girls D getaway, included stops at Tree Top N Trekking &Quayles' ni -Tourism spotlights on local businesses n including North Bound Rustic& Horseshoe 0 Valley Outfitters who were winners of the 0 CD Tourism Ambassador program draw+ a spotlight on Carriage Ridge Resort C� -Planning for upcoming AGM on October Q. 12 to update all partners on activities for v 2023 and vision for 2024 E�: -working on 2024 visitor guide m Q Oct, Nov, Dec 2023 -OLC AGM at Bayview Wildwood Resort v' -Creation of the 2024 Regional Visitor n v Guide o 0 CD -Updating Oro-Medonte winter and Q holiday blogs for promotion through v. o social media campaigns o -Planning for 2024 winter media tours in coordination with Oro-Medonte 0 businesses 0 v m M x m -Planning for winter marketing campaigns—8 week paid social media marketing promoting Oro-Medonte winter activities -Partner to fabricate additional Trees' of Oro-Medonte welcome signs for trail N heads in the Township v Economic All Donna Hewitt/ January, February 2023 -Draft presented to Council and approved n Development Jennifer Whitley in January (� Strategy -Working through developing a formal o Implementation document to share with the public N -EDR worked through priority ranking o exercise resulting in workplan for presentation in March to Council < March, April 2023 -Final Strategy document completed with D graphic design N -staff will add to the Township website ni -working through communication plan to n share publicly 0 -continue working through annual workplan 0 CD -Economic Development Summer Student 71 will assist with the workplan CO implementation—starting May 0 May, June, July 2023 -Summer student assisting with Economic v Development projects—including agri- E�: tourism webpage creation Q -Developing Oro-Medonte content to a) promote and share with OLC (� v -Promotion of the Art Tree Project— 0 CD running a photo contest Q Z; -weekly social posts about upcoming v o events and activities o -Implementation of the Wayfinding Strategy—first phase of signs to be 0 installed Jul 0 v m M x m August, September 2023 -AgriTourism webpage completed on the website with an interactive map and listings of farms and locally made products -weekly to bi-weekly emails to business community about upcoming events and opportunities N -MAT meeting with accommodations v -continued implementation of the n Wayfinding cA -looking for new Economic Development No Roundtable members that fit certain N industry o -Working on an updated community profile -4 additional art trees completed and on n�i display—Bayview Memorial Park, D Hardwood Ski &Bike, Vetta Spa, Quayle's N Brewery 0 v Oct, Nov, Dec 2023 -Weekly/bi-weekly emails when content n is available, sent to the business 0 community about upcoming events and CD opportunities 7 -Continued research and requested co feedback from accommodations for ° MAT report to Council in November v -Trail signs installed on Rail Trail E�: -2 new Economic Development m Roundtable members joined the group v -Continue gathering stats and data for n 0 the updated community profile, share 0 cu internally with staff Q -Continue promotion of Ambassador Program -� -Support to Oro-Medonte Chamber Mystical Lights—Corporate Display 0 enhanced and promoted the event 0 v m M x m through paid social media and earned media. -Participate in regional meetings with County of Simcoe Economic Development&Tourism departments& regional Agritourism group N -Attended the Manufacturing Innovation v Summit -Supported launch of new website including local imagery and content o -Finalize Phase 1 of Wayfinding N signage, continue on Phase 2 working o with contractor, partners and with internal staff < Internet Advocacy All Jennifer Whitley January, February 2023 -EDR reviewed success of ICTF in light of =3 significant installations underway and felt N currently no formal committee is required ni at this time, however continue corporately n to advocate and look for connection o opportunities m -continue ongoing conversations with ISP's March,April 2023 -Rogers meeting with staff to look at some o of the future plans in the Township, more information to be available in coming v weeks -Starlink has a new promotion for Rural Q customers to sign up—this may be an v' opportunity for some of the rural residents n while waiting for future fibre connection o CD May, June, July 2023 -Rogers deputation to Council June 28th— Q update on future expansion plans n=i o August, September 2023 -No further updates o w Oct, Nov, Dec 2023 -Rogers advised there are delays in n their plans until 2024—no details 0 provided O All January, February 2023 Status quo, no new applications received. v m m x m Municipal Property Donna Hewitt/ March,April 2023 Status quo, no new applications received. Surplus Process Yvonne May, June, July 2023 Status quo,one inquiry, but no new Aubichon applications received. Council direction received regarding additional information required for outstanding application. Research is iv ongoing. v August, September 2023 Status quo, no new applications received. n Staff received direction regarding one N outstanding application. N Oct, Nov, Dec 2023 -RFP approved for sale of Firehalls/ RFP scheduled for Jan/Feb 2024 6 -Forfeited lands from the province complete and vested with the Township n�i Dec. 18,2023 m FOI Requests All Yvonne January, February 2023 2 FOI requests for Jan-Feb both were N Aubichon/Sheila denied as Frivolous and Vexatious with v Spring one withdrawn from IPC and the other still o moving forward. 0 One appeal from 2021 is still with IPC m awaiting adjudication. March,April 2023 1 FOI request for March/April for a total of 0 3 for the year. 3 Frivolous and Vexatious 2. appeals were upheld at adjudication. v Waiting on 2 more Frivolous and Vexatious E: files which are at the mediation level at _Q_ IPC. May, June, July 2023 1 New File request for a total of 5 requests 0 cQ for 2023.4 files still in appeal at IPC 0 August, September 2023 4 new requests for a total of 9 with 3 0_ outstanding.Appeals still waiting with IPC. nai w o Oct, Nov, Dec 2023 1 New file request for a total of 10 for 0 the year and completed.Appeals still n waiting with IPC. 0 0 v m m x m Development Services Project Ward Lead(s) Date Status Cloud Permit All Garry January, February 2023 Additional Planning applications available. Program McCartney Building Data transfer to be complete March 31. March,April 2023 Zoning Certificates now available. rev Mapping for baker inspection information v underwayn May, June, July 2023 Some final planning applications and data N configuration remain outstanding. o rIJ August, September 2023 Some final planning applications and data configurations remain outstanding. 0 Oct, Nov, Dec 2023 Planning Implementation ongoing < Official Plan All George January, February 2023 No change W Update Vadeboncoeur/ March, April 2023 No change N Brent Spagnol May, June, July 2023 Township &County discussing potential v modifications for possible September n 2023 County approval. 0 -August, September 2023 To County Council for Approval in October Oct, Nov, Dec 2023 Approved by County Nov. 14, 2023, received 5 appeals. Majority of OP in o effect. 0 Comprehensive All George January, February 2023 Staff working on background review and v Zoning By-law Vadeboncoeur/ collecting data. Update Brent Spagnol March,April 2023 No change (D All May, June, July 2023 No change a) August, September 2023 No change. Waiting for OP approval o Oct, Nov, Dec 2023 Once OP appeals are sorted,will o m commence ZBL Review. WPlanning & Robin Dunn/ January, February 2023 Cloud permit is now live for Zoning v o Development George Certificates, Minor Variance, Consent and o Process Review All Vadeboncoeur/ Site Plan Approval applications. Full n � All Brent Spagnol implementation work is ongoing. o March,April 2023 No change o May, June, July 2023 No change a m M x m -August, September 2023 No change Oct, Nov, Dec 2023 No change Planning All George January, February 2023 No change Application Vadeboncoeur/ March,April 2023 No change Summary Brent Spagnol May, June, July 2023 No change August, September 2023 To be completed at year-end N v Oct, Nov, Dec 2023 Planning activity summary posted on n website Q) Horseshoe Ridge 1 George January, February 2023 No change. o Phase 4 Vadeboncoeur/ March, April 2023 No change. N Subdivision Brent Spagnol May, June, July 2023 No change o August, September 2023 Working on finalizing engineering conditions. Preparing subdivision v agreement D Oct, Nov, Dec 2023 Applicant in process of clearing draft N Ian conditions. a) v Baxters Place 4 George January, February 2023 Staff received Council direction in n (formerly Oro Vadeboncoeur/ February 2023 to revise Draft Plan o Station) Brent Spagnol Conditions and to provide representation m Subdivision (Planning Staff& Legal Counsel)at OLT 71 Hearing on March 21, 2023, if needed. o March,April 2023 Applicant has provided 3rd engineering submission. v May, June, July 2023 Applicant advancing clearance of Draft Plan Conditions CD Q August, September 2023 No change iv Oct, Nov, Dec 2023 Meetings with developer and staff to 0 address water servicing requirements o m Eagles Rest 3 George January, February 2023 Meetings between developer and staff as Zo (formerly Edgar Vadeboncoeur/ developer working to obtain MOECP v o Centre) Brent Spagnol servicing approvals and clear Draft Plan o Subdivision Conditions toward registration. n March, April 2023 Staff received Council direction in March o 2023 to revise Draft Plan Conditions clarify the private sanitary sewage option a m M x m comprises treatment and collection systems. Developer to provide: -Draft Municipal Responsibility Agreement; -Published Notices of EA Completion; -Final engineering drawings for"Approved N of Construction" purposes. W May, June, July 2023 -Township Solicitor reviewing Draft n Municipal Responsibility Agreement. -Township has received and is reviewing No proposed Final Engineering Drawings. N -Notices of Completion published o regarding Environmental Assessments for Drinking Water and Waste Water < Treatment Systems. D -MOECP Permit to Take Water Issued. CD U) -MOECP Environmental Compliance v Approval issued for Waste Water n Treatment System. o August, September 2023 Clearing draft plan conditions. Reviewing m 2"d draft of subdivision agreement 71 comments co Oct, Nov, Dec 2023 Working with Developer to clear conditions. Final Draft MRAs for water v and sewer systems being reviewed. E�: Builders looking to pull permits in the Q spring. a) Forest Heights 1 George January, February 2023 Subdivision Agreement executed and n v Subdivision Vadeboncoeur/ registered and plan registered as Plan °o CD Brent Spagnol 51 M-1246. Staff to prepare report to DS Q C, Committee/Council to remove Holding v o rovision from zoning. o March, April 2023 Holding Provision removed April 2023. ZZ n ZoningCertificates beingprocessed. o May, June, July 2023 No change August, September 2023 No change m M x m Oct, Nov, Dec 2023 Building permit construction continues throughout various phases. Horseshoe Valley 1 George January, February 2023 No change. Life (Holes 2&3) Vadeboncoeur/ March, April 2023 No change. Subdivision Brent Spagnol May, June, July 2023 No change. August, September 2023 No change. rev Oct, Nov, Dec 2023 No change. v Eagles Landing 1 George January, February 2023 No change. n (formerly Vadeboncoeur/ March, April 2023 No change. N Kellwatt) Brent Spagnol May, June, July 2023 No change. o Subdivision Au ust, September 2023 No change Oct, Nov, Dec 2023 Staff reviewing 2nd submission and o compiling draft plan conditions. Shanty Bay 3 George January, February 2023 No change. v Estates Vadeboncoeur/ March, April 2023 Developer, Developer's Engineer, m Subdivision Brent Spagnol Township Staff&LSRCA Staff met April N 2023 towards addressing development v matters. o May, June, July 2023 No change. o -August, September 2023 3rd submission received, under review. m Oct, Nov, Dec 2023 Staff drafting conditions of draft plan approval. o Short Term All George January, February 2023 No change. Q. v Rental Vadeboncoeur/ March,April 2023 No change. E Accommodations Brent Spagnol May, June, Jul 2023 Township ranted Leave to Appeal m August, September 2023 No change. Q Oct, Nov, Dec 2023 Zoning By-law being enforced. v v Charges laid and proceeding through o the courts. Q Georgian 3 George January, February 2023 Developer working with Township and D Communities Vadeboncoeur/ County Staff to address comments. v Subdivision— Brent Spagnol March, April 2023 Ongoing discussions with Developer Craighurst working with Township NVCA Staff to n C° address comments. May, June, July 2023 Developer actively advancing detailed o design in response to comments. v m M x m August, September 2023 Model homes installed, reservoir and booster pump station to be constructed Oct, Nov, Dec 2023 Ongoing work between staff and applicant to clear conditions of draft Ian approval. Cannabis All George January, February 2023 OLT Decision issued Jan. 25, 2023, N Vadeboncoeur/ allowing the appeals against the a) Brent Spagnol Township's By-law and directing the n municipality to repeal By-law No. 2020- C� 046. No N Township Solicitor has filed request for o OLT review and request to Divisional Court for leave to appeal. v March, April 2023 No change. D May, June, July 2023 OLT Chair granted the Township's review CD request, and a new OLT hearing has been v tentatively scheduled for 8 days in July n 2024. 0 August, September 2023 No change. _0 m Oct, Nov, Dec 2023 In discussion with Medical Saints to try and resolve appeal of ZBA. Sought leave to appeal the OLT decision. 0. Hearing in early January. v Guthrie Industrial 4 George January, February 2023 Construction substantially complete. Final E�: Park Vadeboncoeur/ plantings expected to be completed Q2 Q Michelle Jakobi 2023. a) March,April 2023 No change. o May, June, July 2023 Stormwater Management Pond Retrofit 0 m and Fire Storage Tank Installation _Q_ w complete. D a)o August, September 2023 Construction substantially completed. 0 Contractor working on outstanding n deficiencies. 0 Oct, Nov, Dec 2023 Outstanding deficiencies to be o completed Spring 2024. v m M x m Oro Station Auto 4 George January, February 2023 No change. Innovation Park Vadeboncoeur/ March, April 2023 No change. Brent Spagnol -May, June, July 2023 No change. -August, September 2023 No change. Oct, Nov, Dec 2023 Site Plan application has been reactivated. Proponent made a rev presentation to Council outlining v status of application,tenants signed n and plans for 2024. Outstanding fees N owed to municipality and LSRCA to be o addressed in January. N 0 Fire & Emergency Services Project Ward Leads Date Status v Master Fire Plan: All Hugh Murray January, February 2023 Construction on schedule. D CD East Oro Fire Hall March, April 2023 Some delays with Hydro putting the N project behind schedule approximately 4 v weeks. n May, June, July 2023 Interior painting has begun, site works 0 have started. Project is still a few weeks m behind schedule, however good 71 1 progress is being made. 0 August, September 2023 Project coming to completion. Station to . be op erational mid October. v Oct, Nov, Dec 2023 Fire Hall is now open and operational m with some ground work to be Q completed in the spring. v n 0 cQ Operations&Community Services ° `D Project Ward Leads Date Status cWo Energy All Shawn Binns January, February 2023 Project to be completed internally v o Conservation following the implementation of Great 0 Demand Plains 0 C° Management Plan March, April 2023 No change May, June, July 2023 No change 0 August, September 2023 No change v m M x m Oct, Nov, Dec 2023 Project to be reviewed in 2024 budget Horseshoe Valley 1 Shawn Binns January, February 2023 No change Community March,April 2023 SCDSB looking to at potential and Centre/ advancing planned addition to school Elementary portion of the facility. Ministry of School education currently reviewing plans to N Partnership issue approval to proceed to tender. May, June, July 2023 No change. Continuing with advocacy for Province to issue co August, September 2023 Project issued for tender. Close October N 4,2023. Report to Council November 2023 6 Oct, Nov, Dec 2023 Report prepared to Council December 20,2024. Tender v completed and awarded. Project m initiation Jan.2024. Oro African 3 Shawn Binns January, February 2023 Black History Month Event held on v Church (OAC) February 25,2022. Oro-Freedom n Institute to provide update to Council Q2 0 2023. m March,April 2023 OFI conducted tour for all of SCDSB 7 Principles. Currently finalizing workplan ° to initiate structure tours over the . summer months and longer-term plan v for the church. E: m May, June, July 2023 No change August, September 2023 OFI has provided the following tours to the public: o cQ Sat.Aug. 19—tour provided to 40-50 ° CD members of the Mississauga 55+Cari- o Can Group v o Mon.Aug.21 —Private tour provided to 0 w 2 descendants of previous church elder n cfl Mark Bush ° Sat. Sept. 2—open tour day-avg. 5 0 tours/visitors per hour v m m x m Fri. Sept. 15—4 drop in tours Wed. Sept 27—St Monica Grade 8 tour Still awaiting conceptual plans from OR regarding interpretive center. Oct, Nov, Dec 2023 Continuing to work with Oro Freedom Institute to review long term N plans for preservation and a) interpretation. n Parks and All Shawn Binns/ January, February 2023 Master Plan to be presented to Council W Recreation Master Roz Llewellyn April 26, 2023. Public Open Houses to 0 Plan be scheduled for May—Moonstone, Hawkestone and virtual. o March,April 2023 Draft Master Plan to be presented to Council May 10, 2023, followed by final v community consultation program prior to m adoption. c) May, June, July 2023 No change a) August, September 2023 Council received and adopted plan at its n meeting of September 27, 2023 0 0 Oct, Nov, Dec 2023 Project complete 0 CD Facilities All Roz Llewellyn August, September 2023 Barrie Ball Hockey completed their first 71 season operating out of the Oro- 0 Medonte Community Centre. This is a 9. new rental opportunity, which proved to be very successful. Working on securing them as a permanent renter for the Q spring/summer season moving forward. v Ice operations resumed end of August, n with Sept. 10 being opening day for 0 `D Minor Hockey. The arena had 2 capital improvements v o completed over the summer—a new 0 dehumidifier and new scoreboard were n c00o installed. 0 0 v m M x m Carley Hall Roof Replacement will be completed by the end of October. Oct, Nov, Dec 2023 Community Hall Roof projects for Carley, Eady and Hawkesotne completed. Ice operations underway at Arena. N Parks All Roz Llewellyn August, September 2023 Summer parks operations have ended v and parks are being prepared for winter. n The summer Beach Water Sampling C� program through the SMDHU ended No after Labour Day weekend, with a total of 3 events where the beach was posted o with unsafe levels of e-coli in the water. Parks with washroom buildings are D being winterized and those with outdoor N rinks will have portable toilets delivered v for the rink season. n 0 The Rail Trail is being prepared for CD winter operations and coordination with 71 the Snowmobile Club for their use of the U) trail has begun. ° E Docks will be removed from Lake E�: Simcoe after Thanksgiving. m Q Oct Nov Dec 2023 Limited services provided in Parks v' over Winter. (� v Programs All Roz Llewellyn August, September 2023 Summer day camp programs resumed 0 CD this July for the first time since the Q pandemic. Response from the v community was tremendous and nearly o 300 campers attended camp. ZZ Fall programming also resumed ins o September. The programs offered -0 where determined by the needs 0 v m M x m expressed by residents who completed the Community Recreation Survey which was shared earlier in the summer. Programs will be incrementally increased as engagement and demand rows. N Oct, Nov, Dec 2023 Fall programs underway. v Mayor and Council Skate extremely n well attended. W Christmas Break Day Camp filled all No available spaces. N Special Events Various Roz Llewellyn August, September 2023 Another successful season of events o were held in the municipality.There were 17 events that took place-some n�i being smaller community events, and =3 others large events like Boots and N Hearts. W v Oct, Nov, Dec 2023 Continue to work with stakeholders n for planning events for 2024 0 Paving Program All Justin Metras January, February 2023 2023 Paving projects out for tender _0 2023 Guiderail program—out for tender m 2023 Microsurfacin —out for tender (D March,April 2023 2023 Paving-awarded to IPAC Paving °. Inc. 2023 Guiderail—Awarded to Borall Fencing Q 2023 Microsurfacing—canceled due to iv' budget constraints n v May, June, July 2023 2023—Guiderail— 100%complete 0 CD 2023 Paving—95%complete with minor _L1 deficiencies. Report to Council =3 o September 2023 0 August, September 2023 Cracksealing— 100%complete. Update n 00 report received by Council Sept. 27, 0 2023. Petherwine place to commence 0 week of October 2. v m m x m Oct, Nov, Dec 2023 Petherwin Place—complete 2023 Paving -complete with minor deficiencies to be rectified in spring 2024 Transportation All Justin Metras January, February 2023 -Sugarbush Drainage—finalizing projects-design report and integrating with cul de sac N design/watermain. v —Algonquin Trail is 1st priority. n Pine ridge Cul de sac—finalizing design Co -Drainage studies—outlet designs No underway, land acquisition required. N -Warminster Sideroad—commenced, o road design to follow SWM review, land acquisition required for SWM < -Wilson Street outlet—submitted to =3 LSRCA for comments m March,April 2023 -Sugarbush Drainage—finalizing report and integrating with cul de sac n design/watermain. 0 —Algonquin Trail is 1st priority.Desigmn 0 is 60%complete. Pine ridge Cul de sac—out for tender (� -Drainage studies—outlet designs 0 underway, land acquisition required. v -Warminster Sideroad—commenced, road design to follow SWM review, land Q acquisition required for SWM v' -Wilson Street outlet—LSCRA has n v a roved the design, tender mid May °o CD May, June, July 2023 Wilson St Drainage Improvements— Q tender closed n=i o Pine ridge Cul de sac reconstruction— o Awarded to Morris Shelswell &Sons 77. 00 Algonquin Trail is 1st priority design is o 80% complete. _0 0 v m m x m Warminster Sideroad—commenced, road design, land acquisition required for SWM. Must follow EA process for proposed channel. 2022 Drainage studies—outlet designs underway 95% complete, land N acquisition required. v 2023 Drainage studies commenced n August, September 2023 Wilson St Drainage Improvements— commenced work. N 0 Pine ridge Cul de sac reconstruction- N awaiting hydro relocation - o Algonquin Trail is 15t priority design is 90% complete. < Warminster Sideroad—commenced, D road design, land acquisition required N for SWM. Must follow EA process for v proposed channel. n 2022 Drainage studies—outlet designs 0 underway 95% complete, land 0 CD acquisition required. 71 2023 Drainage studies commenced Co Oct, Nov, Dec 2023 Wilson St Drainage Improvements 0 90% complete with toplift asphalt in v spring of 2024 Pine Ridge cul de sac reconstruction- Q 20% complete v' —hydro has been relocated n v work has commenced, but will be 0 CD completed in spring of 2024 Q Algonquin Trail design 95% v. C" complete-out to tender Jan 2024 a) Iroquois Ridge/Mohawk Heights- o design 95% complete—out to tender o Jan 2024 0 v m M x m Warminister Sideroad rehabilitation— finalizing designs, Public meeting about MCEA on Jan 11t", tender spring of 2024 2022 Drainage studies—outlet designs underway 95% complete, N land acquisition required. v 2023 Drainage studies commenced n Bridge Program All Justin Metras January, February 2023 -Bridge 23—out for tender -Design of C27 replacement No commenced N -Bridge 4 (Steeles Line) minor o deficiencies to be rectified in the spring of 2023 < March, April 2023 -Bridge 23—awarded to Envision D Excavating N -Design of C27 replacement v commenced n -Bridge 4 (Steeles Line) minor 0 deficiencies to be rectified in the spring 0 CD of 2023 71 -Design of Line 1 culvert underway CO May, June, July 2023 Bridge 23—awarded to Envision Excavating—awaiting LSRCA permit v Design of C27 replacement commenced Bridge 4 (Steeles Line) minor (D deficiencies to be rectified in the spring of 2023 (� v Desi n of Line 1 culvert underway °o CAD August, September 2023 Bridge 23—commenced work. Q Design of C27 replacement—NVCA D a)permit applied for o Bridge 4 (Steeles Line)toplift asphalt ZZ n and minor deficiencies complete 0 Design of Line 1 culvert underway 0 v m M x m Oct, Nov, Dec 2023 Bridge 23—complete—minor deficiencies to be rectified in spring of 2024. Design of C27 replacement— awaiting NVCA approval -tender in Jan 2024 N Design of Line 1 culvert underway v Line 2 South Drainage improvements n —design 95% complete. Line 15 Traffic 2 Shawn January, February 2023 Update report to be presented to 0 Calming Binns/Karla Council April 26, 2023. N Musso-Garcia April, May 2023 Report to Council approved removal of o directional closure, and traffic calming modifications. Bylaws being drafted for v stop control adjustments, DNE removal, D Yield control removal. Community safety N zone by law update. Materials ordered v for new lay out. Speed humps re- n evaluation for site specific layout. Field 0 design underway. _0 CD May, June, July 2023 DNE removed , 2 way traffic re CD established. CA Vertical gates installed at key locations, ongoing vandalism and damage to v posts. Stop control installed at line 15 and Barr Q avenue. W Community safety zone signs were (� v updated. °o CD Planters blocking high volume Q pedestrian use installed. The equivalent v 0 of four parking stalls was removed o through the overall shoulder location. n The beach area was blocked off with o planters to allow visibility of pedestrians _0 and remove maneuvering vehicles at ° v m M x m the beach location signage for no stopping at previous speed hump locations removed. New speed cushions were ordered but are delayed. Previous speed humps were installed in the interim. New speed N humps will be installed once received v and new blazes to be removed from the n signs. C/) Designated speed and stop o enforcement with OPP scheduled. N Blackcat redeployment pending. o August, September 2023 Black cat data pending review. Material ordering and 2024 layout review to be v completed in q4. D Speed bumps and post to be removed N for winter operations late October. 0 v Oct, Nov, Dec 2023 No change.Will review community n safety zone by-law and Line 15 0 0 application with Traffic Safety 0 CD Committee. 7 Braestone Starfall 1 Shawn Binns/ January, February 2023 Working to develop maintenance Co Park Justin Metras agreement Braestone Condo Corp. 0. March,April 2023 No change v May, June, July 2023 No Change August, September 2023 No Change CD Q Oct, Nov, Dec 2023 No change—Assumption to occur in v 2024 0 Hwy 12 2 Shawn January, February 2023 Addressing MTO comments 0 m Intersection Binns/Justin March, April 2023 MTO taking over project. Awaiting L1 Warminster Metras meeting with MTO staff to discuss v 00 o transition. 0 May, June, July 2023 Township to tender project for MTO- n MTO comments received back—Late 0 summer construction o 0 v m M x m August, September 2023 Final MTO comments received, awaiting permit and legal agreement before proceeding further. Oct, Nov, Dec 2023 MTO approved drawing, MTO Encroachment permit received, finalizing legal agreement, tender in N February 2024 a) Winter Operation All Karla Musso- March, April 2023 End of maintenance season April 30, n Garcia 2023. Material management reporting C� pending to EC (June 1 deadline) No Subdivision invoicing for q1 pending. LOS update in q3 due to MMS changes o for q4 implementation. May, June, July 2023 Material management sand reporting v deferred with notification to EC pending m material testing results. v) Subdivision invoicing for Q1 and Q2 v issued. n Winter contracted services and material supply tendering are underway. CD Staff posting for seasonal staff posted. 71 Route mapping review pending Co following dev assumptions. 0. Training is scheduled for Nov. 6— 10. v August, September 2023 Material Management report pending for EC. Material testing results received Q pending submission summary. Q4 agreements to be sent to C� v unassumed subdivisions. 0 CD Winter Material ordering, mixing, and Q stacking to commence mid-October.CD v o Winter training was snowschool o deferred to Nov 13-17 due to training ZZ availability and topic development. o Staff on boarding ongoing. 0 v m M x m P Winter contracted services initiated and pending training kick-off. Oct, Nov, Dec Winter operations underway. Unseasonable weather in Jan 2023 and Nov. Dec. will have a positive impact on 2023 winter operations N budget. v Fleet All Karla Musso- March,April 2023 Equipment Tenders were issued and n Garcia awarded for Class 2 trucks. (o Specifications development for Class 1 0 Facility plows. Safety renewals and MVIS Licence renewed. HWIN updated. o Fleet Utilization Review Scope commenced for Issuance of RFP in q2 . n<i Sweeper specification development =3 underway. m May, June, July 2023 Fuel facility monitoring wells installed. ni TOR for Fleet Utilization review n complete. 0 Fleet safeties are 50%complete,the 0 rest are scheduled in August sept prior to the winter season. (f) Equipment breakdowns required the rental of the excavator to re-deploy v brushing equipment on Township excavator to prevent service delays. Q MVIS renewal completed. v' CVOR annual submission completed. n v August, September 2023 Equipment rental of excavator to return 0 CD end of October. Q Fleet Safeties up to date. = v o Hoist review underway. o Lift device certification pending install 77. n 00 Fuel management and site monitoring 0 are o erational with Comco. -0 0 v m m x m Purchasing of Class 1 Pick up truck pending delivery. Purchasing of Class 1 -two 1 ton trucks report to council October 11. Specifications for Sweeper, and mechanic truck in progress to be N tendered Late October. v Winter parts/consumables (Cutting n edges, cables, chainspurchased. co Oct, Nov, Dec No change. N 0 Drainage 4 Karla Musso- March,April 2023 Drainage maintenance commencing in Maintenance Garcia May for Lakeshore Road East(between o Operations Line 9 and Springhome Rd), Rail Trail Dr, Kirkpatrick St, Springhome Rd and n<i Tudhope Blvd. =3 May, June, July 2023 Railtrail Drive, Kirkpatrick, and Tudhope N Dr. pending driveway paving and hydro ni seed. Invoices pending for pipe n replacements to be sent in q3. 0 Springhome drainage works pending 0 new crossing outlet install (scheduled August 14)and ditching. (f) Drainage maintenance for line Lakeshore Rd East(between line 9 to v Springhome)has been deferred to 2024 due to storm response required and Q timing. W Unplanned drainage project for 50 and n v 75 Lakeshore Rd West. Design and site 0 CD investigations underway, and interim Q intervention pending fall 2023. = August, September 2023 Invoices for culvert replacements sent o for Rail trail, Kirkpatrick and Tudhope. 77. 00 Paving partially complete, Contractor o coordination. -0 0 v m m x m Springhome and lakeshore crossing pipes complete 20 %zone capacity diversion. Pipe flushing, camera and lining are scheduled late October 50 Lakeshore Rd West. N 75 Lakeshore Dr inspection of v underground system clear. Shellswell Dr n Drainage diversion to be completed fall cf) 2023. N 0 Line 7 S drainage maintenance N completed. 0 0 Oct, Nov, Dec 2023 Continued work on addressing priority areas and planning for 2024 n<i drainage maintenance. =3 1 Karla Musso- March,April 2023 Drainage maintenance plans being N Garcia developed for high shoulder removal W and pipe flushing Highland Dr, Fairway n Crt,Alpine Way, Pods Ln, Bridle Path, o Bunker PI, Chestnut Ln, Nordic Trail, m and Landscape Drive as required. May, June, July 2023 Highland Drive, and Fairway Court o underway,scupper and high shoulder 2. maintenance. Req pipe flushing, and v topsoil and hydroseed. Alpine Way, Pods Ln, Bridle Path, Q Bunker PI, Chestnut Ln, Nordic Trail, in and Landscape Drive are on hold due to n severe storm damage on Medonte Road o m 2, Greenwood Ave, and line 11 N and _LI 12N. Crews have been re-deployed = v and will return to zones 4 thru 7 (as per o 0o notice)if time permits, otherwise 77. n 00 deferred to 2024. o Unplanned Greenwood Avenue, -0 drainage work due to capacity concerns. ° v m m x m August, September 2023 Greenwood Avenue project phase 1 pending hydroseed, new catchment area diversion. Requires phase 2 engineering from line 13 to 48 Greenwood Ave. High shoulder removal underway for N drainage zone. v Oct, Nov, Dec Update next report n 2 Karla Musso- May, June, July 2023 Line 13N from Hwy 11 to Small Cres_ N Garcia drainage works to commence in August. o Preparation for future capital work. Locates received. o August, September 2023 Line 13 N to Small Cres drainage work completed. Capital work underway. v Oct, Nov, Dec 2023 Update next report m All Karla Musso- March,April 2023 Catch basin cleanout coordinated, sump N Garcia material removal and flushing. Location v Updates for compliance with 0 Health unit Tier 3-West Nile o monitoring, permit standby. _0 m May, June, July 2023 Catch basin cleanout completed. Spawning window complete drainage work in protected zones commenced 0. June. 276 pending drainage work orders. August, September 2023 Catch basin replacement to be Q completed Nov. various locations. v Pending Requests for Service (RFS): 93 0 cQ Closed RFS: 64 m Q U, Oct, Nov, Dec 2023 Update next report D' o Vegetation/Forestry All Karla Musso- March,April 2023 Noxious Weed spray zones identified o Garcia and scheduled. ZZ Bridge deck vegetation control (spring 0 application) confirmed schedule June. May, June, July 2023 Brushing underway. O v m M x m Roadside cutting cut 1 complete. Second offset cutting underway. 131 forestry work orders pending. 16 noxious weed locations. 67 roadside vegetation work orders August, September 2023 Forestry RFS: Open 126, Closed 26 N Noxious Weeds: Open 15, Closed 2 v Roadside vegetation: Open 77 Closed: n 44 (A Oct, Nov, Dec 2023 Update next report N 0 Ward 5 Karla Musso- March, April 2023 A significant woodland arborist review Garcia for ash and high-risk tree removals on o Lakeshore Road East is underway. May, June, July 2023 Significant woodland site work v complete. Pending report and action. D August, September 2023 Report received work plan development N for budget 2024 v Oct, Nov, Dec 2023 No change 0 Right of Way All Karla Musso- March, April 2023 Spring sweeping completion May 16, °o Maintenance Garcia 2023. Material testing underway. Re m sweeping of sweeping zone 1 (Parts of 71 ward 1 were completed.) CD Spring Grading-agreement roads 0. complete. v May, June, July 2023 Spray Patching is underway (weather m permitting) Q Dust suppression and gravel surfacing v complete. o 58 pending work orders for surface o maintenance. cn Roadside washouts are significant v o following rainstorms. Some locations o diverting to capital. ZZ Au ust, September 2023 152 RFS Closed; 59 Pending o Oct, Nov, Dec 2023 Update next report o 0 v m M x m Traffic All Karla Musso- March, April 2023 Line Painting to commence last week of Management Garcia May including railway crossing painting. Sign retro-reflectivity testing confirmed schedule June 2023. May, June, July 2023 Line painting complete. railway crossings markings complete. N Sign retro reflectivity field complete, 191 v pending sign/traffic work orders. n August, September 2023 Guiderail RFS Open 5, Closed 6 C� Signs and Markings RFS, Open 33, No Closed 42. N Sign replacements pending: 136. o Oct, Nov, Dec 2023 Update next report Environmental Services D Project Ward Leads Date Status uCDi Horseshoe Michelle January, February 2023 No Change nNi Highlands Zone 1 1 Jakobi March,April 2023 No Change o Integration May, June, July 2023 No Change 0 August, September 2023 No Change m Oct, Nov, Dec 2023 No Change Watermain All Michelle January, February 2023 Isolated flushing completed as needed 0 Flushing Program Jakobi March, April 2023 Spring flushing initiated v' May, June, July 2023 Isolated flushing completed as needed (Maplewood &Shanty Bay) m August, September 2023 Isolated flushing completed as needed Q iv (Maplewood &Shanty Bay) n v Oct, Nov, Dec 2023 Isolated fall/winter flushing completed 0 across all s stems Q 8, Municipal Water All Michelle January, February 2023 Draft review by KPMG received; to be Cn Rates Jakobi finalized with support of CFO in Q2 March, April 2023 No Change May, June, July 2023 Continued work with KPMG and CFO to 0 finalize rate-setting 0 v m M x m August, September 2023 Continued work with KPMG and CFO to finalize rate-setting Oct, Nov, Dec 2023 Financial Plan received and endorsed by Council &MSC; water rate by-law with updated user rates to follow in 2024 N Urban Stormwater All Michelle January, February 2023 Final CLI's received. v Jakobi n Guthrie pond retrofit to be resumed and C� finalized spring 2023 N 0 March, April 2023 Spring inspections completed; maintenance work initiated in Maplehill o Estates Subdivision May, June, July 2023 Maintenance activities continue (Maplehill n�i Estates, Houben Estates, Sprucewood m Estates, Martine Cres.) U) August, September 2023 Maintenance activities continue (Medonte W Estates,Whistler Place) n Oct, Nov, Dec 2023 Maintenance activities continue(Sunset o Cres., Maplehill Estates, Shanty Bay, m Keys Crt,Whistler Pl, Martine Cres.) 7 Communal Tile 1 Michelle January, February 2023 One (1)emergency repair of collection line co Fields Jakobi completed Q. March, April 2023 Annual reporting completed and submitted to MECP May, June, July 2023 Regular maintenance and operational Q activities completed iv August, September 2023 Regular maintenance and operational n activities completed o `D Oct, Nov, Dec 2023 Regular maintenance and operational Q activities completed v o Municipal All Robin Dunn/ January, February 2023 Report No. ES2023-02, Municipal Services o Services Michelle Corporation (MSC) Documents for MSC n (.00 Corporation Jakobi Operationalization received and adopted. o Asset transfer Complete, Effective January o 31, 2023 m M x m Board of Directors Recruitment Complete March, April 2023 Ongoing legal work, website landing page update, preparations initiated for 1 st meeting and orientation May, June, July 2023 Two (2) MSC Board of Directors meetings complete for orientation, business N overview, governance and presentation of v Council endorsed budgets and capital n project overview; next meeting October N 2023 0 August, September 2023 No Change N Oct, Nov, Dec 2023 Water&Communal Tile Financial Plans o presented and endorsed in the October meeting; next meeting January 2024 n<i Sugarbush 1 Michelle January, February 2023 No Change m Drinking Water Jakobi March, April 2023 No Change N System May, June, July 2023 Project being completed with Operations v (drainage), awaiting final design 0 August, September 2023 No Change 00 Oct, Nov, Dec 2023 No Change; advancing design on m Mohawk 7 SCADA Upgrades 1 Michelle January, February 2023 Awaiting capital budget approval to 0 Jakobi proceed 9. March, April 2023 No Change May, June, July 2023 Internal needs evaluated; awaiting quotations to support project prioritization Q in 2023 August, September 2023 Quotations received- PLC upgrade at 0 cQ Medonte Hills to be completed 0 m Oct, Nov, Dec 2023 Medonte Hills PLC Upgrade complete Q including test run &trainingv 0 0 Z Strategic Initiatives 0 Project Ward Leads Date Status 0 All Nelly Morrow Jan, Feb 2023 Included in Budget Deliberations 0 March,April 2023 No updates are anticipated until 2024 v m M x m Asset May, June, July 2023 No updates are anticipated until 2024 Management August, September 2023 No updates are anticipated until 2024 Plan Oct, Nov, Dec 2023 Began consultation/collaboration with municipal partners Township All Nelly Morrow January, February 2023 Project Ongoing Enterprise March, April 2023 Transitioned AP to Great Plains on April rev Software 1. Working on the transition of data from v Upgrade (ERP) the legacy financials stem. n Phase 1 May, June, July 2023 Working on the transition of data from the N leqacv financials stem. o August, September 2023 Working on the transition of data from the legacy financials stem. o Oct, Nov, Dec 2023 Finalized 2023 data transition - Working on the previous year's v transition of data from the legacy m financial system.Virtual City Hall to N come to residences in Jan 2024. v Website All Sam Flowers/ January, February 2023 -Ongoing review and maintenance of the o Upgrades Jenny Legget Township website's accessibility o standards _0 m -Development and design of graphics for social media messaging and website slider banners 0. -Review/updating of information on the Township's website for easier navigation -Extensive update to the Parks and Q Recreation Master Plan landing page a) -Departmental graphic design and o presentation assistance provided as o m required cn -Ongoing research regarding alternative v o web hosting platforms -County of Simcoe o in process of changing their platform n March, April 2023 -Review/updating of information on the o Township's website for easier navigation o and general website maintenance m M x m -Ongoing review and maintenance of the Township website's accessibility standards -Development and design of graphics for social media messaging and website slider banners N -Development and design of the v Township's Rain Barrel Program website n landing page Q) -Development and design of the o Township's Summer Camp website N landing o -Design and creation of the Township's Summer Camp PDF Guide < -Development and design of the D Township's Tourism Ambassador N Program website landing page v -Update to the Art Trees website landing n page to incorporate expanded Art Tree 0 Trail _0 -Development and design of the 2023- CD CD 2027 Economic Development Strategy C!� website landing page 0 -Graphic design/presentation assistance v provided pertaining to the Township's E�: 2023/2024 multi-year budget m Q -Graphic design/presentation assistance v provided regarding the Municipal n v Services Corporation 0 0 CD -Determination of preferable web hosting Q platform -County of Simcoe in process of D' changing their platform W May, June, July 2023 -Revieupdating of information on the n w/ Township's website for easier navigation 0 and general website maintenance 0 v m M x m -Ongoing review and maintenance of the Township website's accessibility standards -Development and design of graphics for social media messaging and website slider banners N -Development and design of sale of land v by public tender website landing page n -Development and design of an upcoming Q) webpage for AgriTourism o -Updates to the Municipal Law Division N website landing page (i.e., licensing and o dog tag purchase/renewal) -Updates to Oro-Medonte Fire & < Emergency Services website landing D page with a focus on public education N -Confirmation of preferable web hosting v platform through Council endorsement— n GHD Digital ° -Execution of contract with GHD Digital m -Significant focus pertaining to necessary 71 backend website work for the Website co Migration Project ° 9. August, September 2023 -Review/updating of information on the v Township's website for easier navigation E�: and general website maintenance m Q -Ongoing review and maintenance of the v Township website's accessibility n v standards ° 0 CD -Development and design of graphics for Q 8 social media messaging and website D' o slider banners W -Working with the Operations& n Community Services department, ° development and design of the digital Fall Recreation Program guide o v m M x m -Updates to departmental website landing pages (Operations &Community Services, Finance, Municipal Law, Fire& Emergency Services, Economic Development etc.) -Significant focus and time dedication N pertaining to necessary backend website v work for the Website Migration Project n Oct, Nov, Dec 2023 -Review/updating of information on the Township's website for easier No navigation and general website N maintenance o -Ongoing review and maintenance of the Township website's accessibility v standards D -Development and design of graphics N for social media messaging and v website slider banners n -Working with the Operations& 0 Community Services department, 0 CD development and design of the digital 71 Winter Recreation Program guide U) -Updates to departmental website 0 landing pages (Operations& v Community Services, Environmental E�: Services, Finance, Clerk Department, m Q Municipal Law, Fire& Emergency iv Services, Economic Development etc.) n -Significant focus and time dedication 0 m through October and November Q a, pertaining to necessary backend 5' website work for the Website Migration v Project ZZ -Successful launch of the Township's o new website on Tuesday, December 5, 0 v m M x m 2023, bringing the Website Migration Project to a close Fleet Review All Shawn Binns September 2023 Council awarded contract to Fleet Challenge Canada Inc. on September 13, 2023. Project currently initiated report to Council targeted for early November. N Oct, Nov, Dec 2023 Project experienced delays as a result v of the acquisition of the contracted n consulting firm by Deloitte and delays N in the provision of data. Project is o underway and a more detailed update will be provided next report. o Prioritization All Donna Hewitt January, February 2023 Tool to be reviewed post-budget process Review v March, April 2023 No change N May, June, July 2023 No change v n August, September 2023 0 No change m Oct, Nov, Dec 2023 Prioritization to align with Strategic Plan and staff survey o recommendations and budget a recalibration. E�: Records All Yvonne January, February 2023 Council report anticipated March/April m Digitization Aubichon pending budget approval. Q Alternative bridge process in v v development as interim measure until o cQ news stem and policies are in place. ° m March,April 2023 Report presented to Council with support rrQ received to expand our existing v o agreement with Ricoh Canada for use of o LaserFiche as our records management 0 system. ° Agreement under review and o implementation plan in development. v m M x m May, June, July 2023 Project launched and implementation underway. Defining and finalizing system structure. August, September 2023 Records and TOMRMS training by department and division ongoing. N Technical work continuing with Laserfiche v Oct, Nov, Dec 2023 Classification of final outstanding co records remaining in legacy system. o Creation of training videos ongoing for N) staff on-boarding purposes. Work Order All Shawn January, February 2023 Implementation of Requests for Services Implementation Binns/Karla modules for Operations and Community < (MESH) Musso-Garcia/ Services and Occurrence Module for W Curtis Municipal Law Enforcement underway m Shelswell and going well. Continue to advance v Phase 2 and build out of form templates. n March, April 2023 Development of project team channels o and centralized communications. RFS -0 phase 1 modification for phase 2 m integration launched on May 15. co Onboarding of PM. Phase 2 phasing— 1. roads assets, road patrolling,2. parks, 3. v' Facilities. Permit development concurrent E: development. Roads network uploaded, Q GIS integration for asset layout L• underway. Hardware sourcing and user n v access coordination. o CD May, June, July 2023 PM onboarding is complete. Q MS Profile development for field staff is =' w underway, phase 1 testing with field staff v ° ongoing. 77. 00 Road asset and road patrolling sandbox o development in progress by ops manager.Testing of phase 2 and o improvement to phase 1 are underway. v m m x m IT hardware deployment in progress. Road asset profiles and GIS integration sandbox are underway. August, September 2023 Work order testing and hardware deployment complete. Field modifications following field test underway. Dashboard N report development commencing. v Facilities to move to phase 2 n implementation. Oct, Nov, Dec 2023 Continued refinement and testing of No field deployment and reporting. Reviewing POA tracking o capabilities/integration for MILE requirements. < v D m U) U) v n 0 0 m 0 0 v' m Q 0 0 � o m Q D. v 0 0 Z � n co 0 0 v CD M x m 12.b) F12024-03, Nelly Morrow, Director, Finance/Chief Financial Officer... t Townshi� f��'�LLC?,f?,�F,P� Staff Report Proud Heritage, Exciting Future To: Council From: Nelly Morrow, Director of Finance / Chief Financial Officer Meeting Date: January 24, 2024 Report No.: F12024-03 Subject: 2023 Capital Progress Report Type: For Information Only Motion No.: Recommendation It is recommended: 1 . That Staff Report No. FI2024-03 2023 Capital Progress Report be received for information. Background The purpose of this report is to provide Council with a progress update of the Township's capital projects including status, estimated completion dates, and a summary of the current condition of the project. The Township's 2023/2024 budget was approved at a special meeting of Council on March 29, 2023. This report shows 2023 actual costs paid to date compared to the total approved budget. Analysis Appendix A lists the Township capital projects. The majority of the projects not completed in 2023 will be carried forward to 2024. The actual costs represent the total paid to date and may not represent the final 2023 costs. Comments provided include all known and available information at the time of this report. Finance January 24, 2024 Report No. F12024-03 Page 1 of 2 Page 165 of 189 12.b) F12024-03, Nelly Morrow, Director, Finance/Chief Financial Officer... Financial/Legal Implications/ Risk Management Completed projects are fully funded using budgeted reserves. Project surpluses in 2023 will be used to offset any project over budget and carried forward to fund 2024 capital project costs. Policies/Legislation Non-Applicable Corporate Strategic Goals • Financial Sustainability Consultations Senior Management Team Attachments Appendix A — Capital Progress Update Conclusion In total, the Township's capital projects are under budget. A final review of 2023 capital progress will be reviewed during budget recalibration and will include expected project carryovers as well as highlight our 2024 projects. Respectfully submitted, Nelly Morrow, Director of Finance, Chief Financial Officer January 14, 2024 Approvals: Date of Approval: Robin Dunn, CAO January 17, 2024 Page 166 of 189 Budget Total 2023 Actual 2023 DIFF EST COMP Carry 2023 Project Description Section Group Budget Paid to ACT TO Status Comments 2022 Forward Budget 2023 Date* BUD Date Website Redevelopment- Corporate Any unspent funds could be allocated for community engagement Content/Design/Mobile App Services 70,000 - 70,000 26,917 43,083 Completed Q4 additions to the website and intranet-in alignment with Corporate Strat Plan and Staff Survey Recommendations Phase 1- Contract awarded,structure development complete,Phase 1 data Corporate Q4;addtl transfer from Baker Q1 2024,first department digital records to Records Information Management Services ,153 165,847 250,000 127,384 122,616 In Progress phases transfer to Laserfiche in early 2024;other departments to transfer 2024 in 2024/2025-funds remaining at conclusion of 2023 will be required in 2024 and possibly into 2025 Signage Strategy Implementation- Corporate 10,000 24,000 34,000 25,000 9,000 Completed Q4 - Communit/Wayfinding si na a Services Contract awarded,community surveys(2)completed,facilitated Corporate Strategic Plan Corporate _ 50,000 50,000 6,901 43,099 In Progress Q4 sessions Sept/Oct/Nov.-public,staff,Council,draft plan Services endorsed by Council;Graphic design and comms plan in development for 2024 Cell Phones,Computers Lifecycle Corporate Computers purchased and rolled out. Cell phones purchased I Replacement Services-IT - 60,000 60,000 58,137 1,863 In Progress Q4 with the majority deployed prior to Holiday shut down. Server Replacement Corporate _ 15,000 15,000 - 15,000 Deferred 2024 Due to moving to cloud able to reduce server footprint can move Services-IT to 2024. Cell Phone Boosters Corporate _ 30,000 30,000 - 30,000 In Progress Q1 2024 RFQ completed,selection made,boosters received prior to Services-IT Holidayshutdown;installation in January Fire Headquarters Training Centre Emergency 80,000 - 80,000 - 80,000 Not Started 2024 Waiting for completion of new station Services Station 3-Parking Lot Resurface Emergency 40,000 - 40,000 - 40,000 Deferred 2024 Aligns with New headquarters addition Services Station 6-Diesel Exhaust Extraction Emergency 50,000 - 50,000 - 50,000 Not Started Dec-24 Working with Supplier-Supply issues Services Station 5-Parking Lot Resurface Emergency _ 20,000 20,000 - 20,000 Deferred 2025 Align with roads asphalt plans Services Dry Hydrant Emergency - _ 7,011 - 7,011 Emergency Emergency replacement Services Rescue Boat Emergency 20,000 45,000 65,000 - 65,000 Not Started Report to come to Council Services Propane Training Props Emergency 55,000 - 55,000 - 55,000 Not Started 2024 Waiting for completion of new station Services Breathing Air Compressor System Emergency 35,000 25,000 60,000 - 60,000 Not Started 2024 Working with Supplier Res laitivctemen t Services oe Pressure Fans Replacement Emergency _ 15,000 15,000 12,313 2,687 Completed - Services w Fire Station Emergency 3,086,661 - 3,086,661 3,114,885 - 28,223 Completed Fire Hall is now open and operational Services-Facility tation 3-Fire Headquarters Addition Emergency _ 1,200,000 1,200,000 - 1,200,000 Not Started - Report to come to Council Services-Facility Environmental Contractor invoicing upon completion of work(Sunset Cres., ban Stormpond Clean Outs Services - 250,000 250,000 183,516 66,484 In progress Dec-23 Maplehill Estates,Shanty Bay,Keys Crt,Whistler PI,Martine Cres. SCADA Software Enhancements/PLC Environmental _ 55,000 55,000 31,283 23,717 In progress Dec-23 80%completed,awaiting final supplies that are back ordered Replacements Services Drinking Water Systems-Pump,Pipe Environmental _ 40,000 40,000 29,917 10,083 Completed Jan-24 Work being finalized January 3,2024 due to Holiday shutdown Replacement Services Drinking Water Storage-Horseshoe Environmental _ 60,000 60,000 1,247 58,753 Deferred 2024 Engineering review being completed Highlands Drinking Waters stem Services Drinking Water Systems-Integration of Zone Environmental _ 300,000 300,000 8,310 291,690 In progress ongoing - 1 Freed to Horseshoe Highlands Services 'Actual costs on Completed projects may not represent total project cost. Budget Total 2023 Actual 2023 DIFF EST COMP Carry 2023 Project Description Section Group Budget Paid to ACT TO Status Comments 2022 Forward Budget 2023 Date* BUD Date Drinking Water Storage-Shanty Bay Environmental _ 60,000 60,000 - 60,000 Not Started 2024 Continued work on source water protection&well Drinking Water System Services Distribution System Upgrades Sugarbush Environmental Engineering design 90%for Algonquin Trail-Project is being Drinking Water System Services - 700,000 700,000 10,898 689,102 In progress 2024 completed with Operations(drainage),capital field work deferred to 2024 Elevated Water Tower Rehab/Replace- Environmental _ 30,000 30,000 1,337 28,663 Deferred 2024 Engineering review being completed Horseshoe Highlands Services Drinking Water Systems-Generator(Stand Environmental _ 60,000 60,000 61,280 - 1,280 Deferred 2024 Generator delivery delayed to 2024(anticipate 50 week delay) By Power)Replacement Services Municipal Drinking Water Well Replacement Environmental _ 70,000 70,000 - 70,000 Deferred 2024 Finalizing revised reduction in scope of work&quote, entire Services project to be 2024/2025 Drinking Water Storage-Warminster Environmental _ 70,000 70,000 - 70,000 In progress Dec-23 Finalizing engineering design&tender prep Drinking Water System Services Streetlight Pole Environmental 40000 40000 28818 11 Awaiting contractor invoicing upon completion of work-10 Evaluation/Rehab/Replacement Services - , , , ,182 In progress Dec-23 remaining poles Historical data to be transitioned to new system.Virtual Customer ERP System Replacement Finance 409,544 - 409,544 103,160 306,384 In progress Q2 2024 platform for e-billing and viewing transaction to be completed for r Jan 2024. Development Charges Study Finance - - - 22,713 - 22,713 In progress Mar-24 Project was original planned for 2024 with a budget of$30,000. 75%com letion. Halls-Carley-Roof and Soffit Replacement Community Halls- 75,000 6,000 81,000 62,665 18,335 Completed 50/50 With Hall need to recocile at y/e Carle Halls-Eady-Repoint Masonry EadyCommunity Halls- 7,800 - 7,800 - 7,800 Deferred Q4 2024 Defered to Q2 2024 Halls-Eady-Air Conditioner Replacement Community Halls- _ 6,500 6,500 4,783 1,717 Completed Q2 2023 Complete Halls-Eady-Addition Roof Replacement EadyCommunity Halls- _ 9,500 9,500 - 9,500 Completed Completed in kind by Hymask Roofing Halls-Hawkestone-Shed Roof Community Halls- _ 8,500 8,500 4,869 3,631 In progress Q4 2023 Completed awaiting invoice.To be split 50/50 with hall. Replacement Hawkstone Operations-North Yard- Septic Other Facilities- 24,000 6,000 30,000 - 30,000 Not Started Q2 2024 Planning and design to be completed Dec-Mar. Replacement Operations Operations-South Yard-Roof Replacement Other Facilities- 140,303 - 140,303 124,474 15,829 Completed Minor deficiencies to be address by year end. Operations Operations-North and South Yards-Fuel Other Facilities- 74,129 - 74,129 26,607 47,522 Completed Review of Monitoring wells prescribed time period. Pumps Operations Operations-Moonstone Yard Transfer Other Facilities- 25,000 - 25,000 - 25,000 In progress In progress.Carry forward legal allocation to 2024 Operations erations-Hoist-Small/Medium Vehicle Other Facilities- 36,000 16,000 52,000 - 52,000 Not Started Awaiting completion of fleet review 33 Operations It perations-Hoist-Heavy Equipment Other Facilities- _ 100,000 100,000 - 100,000 Not Started Awaiting completion of fleet review Operations Other Facilities- d Town Hall Exterior weatherproofing Shared -Old 6,500 - 6,500 - 6,500 In progress Q2 2024 Procured to complete in 2024 Town Hall Other Facilities- Id Town Stairs Replacement Shared -Old 8,000 - 8,000 - 8,000 Quote Q2 2024 Quotes secured-delayed due to contractor-scheduled spring Town Hall of 2024 Admin Building Washroom Update Other Facilities- 7,500 - 7,500 - 7,500 Deferred Deferred to coincide with renovation psot 2024 Shared-Admin Admin Building Automation System Update Other Facilities- _ 5,000 5,000 - 5,000 Not Started Q12024 Deferred to 2024 Shared-Admin Ramey Board Replacement Parks 25,000 - 25,000 - 25,000 Not Started Perimeter boards installed.Reviewing 2024 plans for full/partial boards with the communit. Railside Park Playground Replacement Parks 58,000 15,000 73,000 73,000 Deferred 2024 RFP drafted to be issued Q1 2024. Craighurst Community Park-Master Parks - 20,000 20,000 - 20,000 In progress TBD Working with Georgian International as part of Craighurst PlanningDevelo ment.No ex enditure in 2023. 'Actual costs on Completed projects may not represent total project cost. Budget Total 2023 Actual 2023 DIFF EST COMP Carry 2023 Project Description Section Group Budget Paid to ACT TO Status Comments 2022 Forward Budget 2023 Date* BUD Date Surveys and consultation with pickleball groups have occurred. Pickleball Courts-Planning and Design Parks - 60,000 60,000 - 60,000 Deferred 2024 Site location limited to Guthrie Lands however exploring potential partnership opportunities.Conceptual planning to begin spring 2024. Vasey Pavilion and Concession Parks - 6,000 6,000 - 6,000 In progress Dec-23 Repair completed in 2023.Working with community to redevelop n 2024. Wharf Concrete Repairs-Hawkestone and Parks - 350,000 350,000 5,129 344,871 Deferred 2024 Report to Council Q1 2024 Shanty Bay Arena Scoreboard Replacement Recreational Facilities 15,000 - 15,000 13,304 1,696 Completed Q4 2023 Install complete,invoice paid Arena Dehumidifier Replacement Recreational Facilities 55,000 - 55,000 38,540 16,460 Completed 45,139.00 install complete-invoice to be paid Arena Elevator Replacement Recreational _ 73,000 73,000 - 73,000 Quote Q2 2024 Order completed.Delivery/install Q2 2024. Facilities Horseshoe Valley Community Centre- Recreational 2,365,861 - 2,365,861 11,592 2,354,269 RFPlfender 2024/2025 Tender awarded-report to Council on updated budget December SCDSB Partnership Facilities-School 20,2023 r Parks Brush Chipper Recreational _ 30,000 30,000 - 30,000 In progress 2024 Quotes secured.Purchase anticipated Q1 2024 Vehicles&Equip. Parks and Facilities Truck Recreational _ 48,000 48,000 64,210 - 16,210 Completed Dec-23 Completed Vehicles&Equip. Bridge: X-10-Line 10 north of 15/16 SR Road Bridges 1,325 - 1,325 Completed 2022 Budget,final costs Bridge 4 Steels Line North of Cty.Rd.19 Road Bridges 39,867 - 39,867 Completed 2022 Budget,final costs Bridge 23,Line 13 North,South of 15/16 Road Bridges 20,077 500,000 520,077 406,102 113,975 Completed Complete-minor deficiencies to be rectified in spring of 2024. Sideroad Bridge C-27,Dunns Line- Road Bridges - 50,000 50,000 30,768 19,232 In progress Q1 2024 Awaiting NVCA approval -tender in Jan 2024 Design/Construction Culvert Line 1 North Road Design Road Bridges- _ 25,000 25,000 7,327 17,673 In progress Design of Line 1 culvert underway Culvert 15/16 Sideroad-Line 5 to Line 4 Road _ 345,000 345,000 303,692 41,308 Completed - Construction 15/16 Sideroad Line 10 to Line 9 Road _ 330,000 330,000 311,634 18,366 Completed - Construction Algonquin Trail-Sugarbush Road _ 600,000 600,000 - 600,000 Deferred Q4 2024 Larger scope of work,design 95%complete-out to tender Jan Construction 2024 Bass Lake Sideroad-Line 12 to Line 11 Road _ 432,000 432,000 379,205 52,795 Completed - Construction eechwood Cres.Maplewood Court Road _ 414,000 414,000 335,425 78,575 Completed - - Construction %eorgian Drive Walkway Road 6,660 - 6,660 3,531 3,129 Completed - Construction therin Place Road - _ _ 73,555 - 73,555 Completed Coplete with minor deficiencies to be rectified in spring 2024- Construction Bud meted for$128,000 in 2024,started earlier. :_Pine Ridge Cul-De-Sac Road 350,000 350,000 1,098 348,902 In progress Q1 2024 Reconstruction-20%complete-hydro has been relocated,work esign/Relocation/Construction Construction has commenced,butwill be completed in spring of 2024 DO Trails Rd.-Line 1 to Hwy 93 Road _Construction 441,000 441,000 427,670 13,330 Completed - Ski Trails Rd.-Line 2 to Line 1 Road _ 261,000 261,000 253,094 7,906 Completed - Construction Sugarbush-Iroquois,Mohawk Roads and Road 57,760 - 57,760 45,061 12,699 In progress Q1 2024 Design 95%complete-out to tender Jan 2024 Cul-De-Sac Construction Warm in ister Sideroad-Line 10 to Line 9 Road - 377,000 377,000 345,565 31,435 Completed - Construction Warminster-Line 11 to Line 10 Road _ 386,000 386,000 355,091 30,909 Completed - Construction 'Actual costs on Completed projects may not represent total project cost. Budget Total 2023 Actual 2023 DIFF EST COMP Carry 2023 Project Description Section Group Budget Paid to ACT TO Status Comments 2022 Forward Budget 2023 Date* BUD Date Asphalt Patching-Road Road Resurfacing/Roadside Safety Construction- - 225,000 225,000 220,751 4,249 Completed - Annual Cracksealing-Road Resurfacing/Roadside Road Safety Construction- - 50,000 50,000 29,812 20,188 Completed - Annual Guiderail Replacement-Road Road Resurfacing/Roadside Safety Construction- - 250,000 250,000 232,265 17,735 Completed - Annual Road Grandview Outlets/Easements NE Side Construction- - 100,000 100,000 1,048 98,952 In progress 2023 Drainage studies commenced Drainage Road Grandview Study Construction- - 14,000 14,000 967 13,033 In progress 2023 Drainage studies commenced Drainage Road Lakeshore Lines 12 to 14 Study Construction- 37,220 - 37,220 - 37,220 In progress 2023 Drainage studies commenced Draina e r Lakeshore Road Line 12 to 13 Outlet- Road Design/Construction Construction- - 100,000 100,000 5,779 94,221 In progress 2023 Drainage studies commenced Drainage Lakeshore Road Line 5 to 7 and Road Harbourwood Review Construction- - 80,000 80,000 55,767 24,233 In progress 2023 Drainage studies commenced Drainage Line 2 South Drainage Review/Outlet Road Complexity of design and drawings to permit to go to tender - Construction/Catchment Area Construction- - 30,000 30,000 41,842 - 11,842 In progress Comdesi Compp95%complete. Drainage Road Mount Saint Louis Rd W,Line 6 N-Drainage Construction- - - - 43,057 - 43,057 Completed Emergency replacement of collapsed culvert Drainage Shoreline Drive Outlets/Easements- Road Design/Construction Construction- - 100,000 100,000 2,717 97,283 In progress 2023 Drainage studies commenced Drainage Road Wilson St Drainage Improvements 90%complete with top lift Wilson Street Outlet Construction Construction- - 350,000 350,000 420,931 - 70,931 In progress Q1 2024 asphalt in spring of 2024 Drainage Road MTO approved drawing,MTO Encroachment permit received, Intersection Pedestrian Signal-Warminster Construction- 23,228 200,000 223,228 22,725 200,503 RFP/Tender finalizing legal agreement tender in February 2024 Traffic Road Review community safety zone by-law and Line 15 application ine 15 North Traffic Calming Construction- 18,588 48,000 66,588 43,024 23,564 In progress with Traffic Safety Committee. Traffic .Qraighurst/Hwy 93 Active Transportation Road Design costs no longer required due to collaborations with an Construction- - 75,000 75,000 - 75,000 Cancelled Georgian lnt'I Traffic Road Finalizing designs,Public meeting about MCEA on Jan 11th, arminster Sideroad Design Construction- - 30,000 30,000 57,248 - 27,248 In progress Q1 2024 tender spring of 2024 Warminster phalt Roller Roads Vehicles& 70,000 - 70,000 - 70,000 Deferred 2024 Deferred to 2024 Equip. Excavator Roads Vehicles& 189910 - 189910 178390 11520 Completed Dec-23 Awaiting parts which will result in full utilization of budget Equip. , , , , allocation. Shoulder Reclaimer Roads Vehicles& 32,000 - 32,000 - 32,000 In progress 2024 Deferred to 2024 Equip. Fleet Mechanic Vehicle Roads Vehicles& - 70,000 70,000 - 70,000LIn eferred 2024 Post fleet review-will need budget adjustment given tenders Equip. submissions received for unit 10 and 4.They were 110,000 each. ERP Work Order System Transportation 267,355 267,355 60,210 207,146progress 2024 Phase 1-RFS com lete,Phase 2-Q4 2024 Townshi Fleet Review Trans ortation 60,000 60,000 14,971 45,029 ro ressFeb-24 Antici ate com Ietion rior to end of Q1 2024 HRIS&Prolls stem HR 189,647 189,647 55,400 134,247progress 2024 This is a multi-year project,includingHRIS in 2024 c ua cos s on omp a pro/ec s may no represen o a pm/ec cos. 15.a) Correspondence dated January 3, 2024 from Orillia Public Library r... Irll'111��1 �I � rillia Public Memo Library To: Shawn Binns, Director, Operations & Community Services, Township of Oro- Medonte via Janette Teeter, Deputy Clerk, Township of Oro-Medonte From: Melissa Robertson, Director of Corporate and Operational Services, Orillia Public Library Cc: Bessie Sullivan, CEO, Orillia Public Library Date: January 3, 2023 Subject: Township of Oro-Medonte Statistics: December 2023 Township of Oro-Medonte monthly statistics below, please contact me if you have any questions or concerns. Township of Oro-Medonte Borrower Type Number of Number of members Check Outs and members* —borrowing Renewals January 1, 2024 Dec 1-31, 2023 Dec 1-31, 2023 Township of Oro- 1 ,327 405 3,047 Medonte Adult Township of Oro- 274 56 91 Medonte Child Township of Oro- 35 9 27 Medonte Youth Township of Oro- 0 0 0 Medonte Housebound E-Access 79 N/A N/A Total 1,715 470 0,565 Borrowing statistics on this chart are limited to the circulation of physical items, including books, magazines, DVDs, CDs, books on CD, video games, etc. Not represented in the above figures are e-book, e-audiobook or e-magazine downloads, music downloads, online access to database, or program attendance. *Number of members subject to final verification by Orillia Public Library. Page 171 of 189 R `5.b) Corres ondence dated January 8, 2024 from the Association of Ontar... 4 r ��•R$' PROMOTING KNOWLEDGE. PURSUING EXCELLENCE January 8, 2024 Dear Head of Council, Deputy Head of Council and Councillors, Your local Public Works department provides invaluable services within your community.Without the dedicated public works employees thatyou are fortunate to have, many basic functions in your community would not be able to happen.Without maintained roads,your emergency services (police,fire, and ambulance)would not be able to respond to calls, school buses could not run to get children to school, and your residents would not be able to leave to work,school, appointments, children's extra-curriculars and any other activity important to them.Additionally, as you work with the provincial government to tackle the housing crisis,your communities require more core infrastructure to handle the growth. For the health and safety of our communities it is important we keep our Public Works department staff complement full, and well trained. Public Works departments across the province have already begun to feel the impacts of labour shortages, and as we will begin to see many retirements across the province,the shortage will become even more exasperated. From a recent survey that AORS completed with public works departments from across Ontario,we know that 91.5%of respondents will be hiring entry level positions in the next three to five years. However,we are already seeing the start of the labour shortage. From our survey,we found that 70%of respondents already reported getting less than five applications for entry level positions when posted, and the top three challenges municipalities are currently facing is a lack of applicants, applicants that do apply not meeting the required qualifications and municipalities having to compete with private sector positions. Over the last year,AORS has been dedicating much of our advocacy to encouraging youth to consider careers in public works through career fairs, local government presentations to students, developing printed resources for guidance counsellors and much more.AORS has also been working closelywith Fanshawe College Corporate Training Solutions to develop a Municipal Operator Course that would train potential municipal equipment operators to come to your municipality with the basic knowledge they need to begin maintaining your core infrastructure.This would be the first course of its kind thatwould attract potential students from across the Province of Ontario.To fund this endeavor,AORS has applied for a Skills Development Fund through the Province's Ministry of Labour,Training, Immigration and Skilled Trades.We are reaching out to you for your support in our application and your advocacy to the province on why having more—and qualified—applicants to our public works departments are so imperative. We would ask that you consider passing the following motion: WHEREAS,municipal public works departments from across the Province of Ontario provide invaluable services to our communities ensuring the health and safety of all residents; AND WHEREAS,if it was not for our municipal public works employees from across the Province of Ontario maintaining our public roads systems, our communities would not be able to function as 268 Maiden Lane, Suite 206,PO Box 2669,St. Marys,ON N40A6172 of 189 Tel:226.661.2002 • Fax: 226.661.2003 • admin@aors.on.ca • ww aors.on.ca 15.b) Correspondence dated January 8, 2024 from the Association of Ontar... emergency personnel could not respond to calls, school buses could not get our children to school, residents would not be able to get to work,school or appointments and many more basic functions would not be able to happen; AND WHEREAS,municipal public works departments are already feeling the impacts of a labour shortage, which will only be exasperated over the next three to five years, which will cause levels of service municipalities are able to provide to ensure the health and safety of our residents to decrease; AND WHEREAS, there is currently no provincial-wide course that properly trains potential municipal public works employees, specifically relating to municipal heavy equipment. THEREFORE IT BE RESOLVED, that(INSERT MUNICIPALITY NAME)supports the work of the Association of Ontario Road Supervisors to develop a Municipal Equipment Operator Course to address this issue; AND THAT, (INSERT MUNICIPALITY NAME)calls on the Province of Ontario's Ministry of Labour, Training, Immigration and Skilled Trades to fully fund the Municipal Equipment Operator Course in 2024 through the Skills Development Fund; AND THAT,a copy of this resolution be sent to the Minister of Labour, Training, Immigration and Skilled Trades David Piccini, (INSERT MUNICIPALITY'S NAME)'s Member of Provincial Parliament (INSERT LOCAL MPP NAME)and the Association of Ontario Road Supervisors. We appreciate your on-going support and should you have any questions or concerns, please do not hesitate to contact AORS for all things municipal public works! Best regards, John Maheu Dennis O'Neil AORS Executive Director AORS Member Services Coordinator Christie Little Kelly Elliott AORS Training and Programming Coordinator AORS Marketing and Communications Specialist Page 173 of 189 15.b) Correspondence dated January 8, 2024 from the Association of Ontar... Notice of Motion — Municipal Equipment Operator Course WHEREAS, municipal public works departments from across the Province of Ontario provide invaluable services to our communities ensuring the health and safety of all residents; AND WHEREAS, if it was not for our municipal public works employees from across the Province of Ontario maintaining our public roads systems, our communities would not be able to function as emergency personnel could not respond to calls, school buses could not get our children to school, residents would not be able to get to work, school or appointments and many more basic functions would not be able to happen; AND WHEREAS, municipal public works departments are already feeling the impacts of a labour shortage, which will only be exasperated over the next three to five years, which will cause levels of service municipalities are able to provide to ensure the health and safety of our residents to decrease; AND WHEREAS, there is currently no provincial-wide course that properly trains potential municipal public works employees, specifically relating to municipal heavy equipment. THEREFORE IT BE RESOLVED, that (INSERT MUNICIPALITY NAME) supports the work of the Association of Ontario Road Supervisors to develop a Municipal Equipment Operator Course to address this issue; AND THAT, (INSERT MUNICIPALITY NAME) calls on the Province of Ontario's Ministry of Labour, Training, Immigration and Skilled Trades to fully fund the Municipal Equipment Operator Course in 2024 through the Skills Development Fund; AND THAT, a copy of this resolution be sent to the Minister of Labour, Training, Immigration and Skilled Trades David Piccinni, (INSERT MUNICIPALITY'S NAME)'s Member of Provincial Parliament (INSERT LOCAL MPP NAME) and the Association of Ontario Road Supervisors. Page 174 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... —The TOWNSHIP of CLERK'S DEPARTMENT ,*WAINFLEET P.O. Box 40, 31940 Highway#3 Wainfleet, ON LOS 1V0 Te1: 905-899-3463 Fax: 905-899-2340 www.wainfleet.ca January 10, 2024 Hon. Todd McCarthy Ministry of Public and Business Service Delivery 777 Bay Street, 5th Floor Toronto ON M513 2H7 SENT ELECTRONICALLY Todd.McCarthy(a)pc.ola.org Re: Cemetery Transfer/Abandonment Administration & Management Support Request Please be advised that at its meeting of January 9, 2024, the Council of the Corporation of the Township of Wainfleet passed the following motion: "THAT the Township of Wainfleet receive C-2023-430 from the Township of Clearview and C-2023-442 from the Township of Tay regarding cemeteries and that we send a resolution of support for their correspondences to all appropriate parties." Should you have any questions, please contact me at achrastina(a)-wainfleet.ca or 905- 899-3463 ext. 224. Regards, � � .1� Amber Chrastina Deputy Clerk Cc: Jim Cassimatis, BAO Interim CEO/Registrar MPP Niagara West, Sam Oosterhoff Ontario Municipalities Page 175 of 189 Received December 14,2023 41 � .c) Correspondence dated January 10, 2024 from the°�ownship of Wainfle... Staff Report CLEARVIEW To: Mayor and Council From: Sasha Helmkay, Clerk/Director of Legislative Services Date: December 11, 2023 Subject: Report # LS-032-2023 — Cemetery Transfer/Abandonment Administration & Management Support Recommendation Be It Resolved that Council of the Township of Clearview hereby receives Report LS- 032-2023 (Cemetery Transfer/Abandonment Administration & Management Support) dated December 11 , 2023; and, Whereas under the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), when a cemetery is declared abandoned by a judge of the Superior Court Justice, the local municipality within whose geographic boundaries the land of the cemetery is located, becomes the owner of the cemetery with all the rights and obligations in respect of the cemetery and the assets, trust funds and trust accounts related to it that the previous owner or operator possessed; And Whereas over the last decade, there has been an increase in the number of churches and local cemetery boards initiating processes to transfer ownership or abandon their owned and operated cemeteries to the local municipality due to such issues as high maintenance costs, inaccuracy of records, lack of financial and human resources to effectively operate and maintain the cemetery, increased regulatory processes regarding training, selling of interment rights, financial operation of the care and maintenance fund, etc.; And Whereas municipalities experience the same issues and pressures that churches and local boards experience with the operation and maintenance of cemeteries within its jurisdiction, and additional transfers of cemetery lands only compound the burden on municipal taxpayers; And Whereas cemeteries are important infrastructure where the reasonable costs for interment rights, burials, monument foundations, corner stones and administration charges do not sufficiently support the general operation of cemeteries; And Whereas the interest earned from the care and maintenance fund(s) of a cemetery do not provide adequate funding to maintain the cemetery with the rising costs of lawn and turf maintenance contracts and monument restoration; Page 176 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... Now Therefore Be It Resolved that Council of the Township of Clearview requests that the Province through the Ministry of Public and Business Service Delivery and the Bereavement Authority of Ontario (BAO) consider the following to assist municipalities in this growing concern of cemetery transfers: • Amend the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), to have the Province, through the BAO, identified as the default owner and operator of a cemetery when it is abandoned; • Provide annual funding (based on the number of cemeteries a municipality owns and operates) to municipalities to assist with the maintenance of inactive and active cemeteries; • Provide free training opportunities for municipalities regarding cemetery administration; and, • Investigate and support the design of universal cemetery software for use by municipal cemetery operators that can be offered at an affordable cost. And that this resolution be circulated to the Hon. Todd McCarthy, Ministry of Public and Business Service Delivery, Jim Cassimatis, BAO Interim CEO/Registrar, MPP Brian Saunderson and all Ontario municipalities. Background Under the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), when a cemetery is declared abandoned by a judge of the Superior Court Justice, the local municipality within whose geographic boundaries the land of the cemetery is located, becomes the owner of the cemetery with all the rights and obligations in respect of the cemetery and the assets, trust funds and trust accounts related to it that the previous owner or operator possessed. Over the last decade there appears to be a trend where cemeteries in Ontario are being transferred, whether through abandonment or a mutually agreed upon transfer, to the care and control of municipalities. This is often seen when there is a breakdown in existing cemetery boards and/or when churches cease operations. For many existing private cemetery boards their board members and volunteers are aging and are unable to assist with the operations and maintenance of the cemetery any longer. Finding new members proves to be difficult for these boards to continue. In addition to aging board members, there are other issues that are contributing to the increase in cemetery transfers: • high maintenance costs • inaccuracy of records • lack of financial and human resources to effectively operate and maintain the cemetery Page 2 of 7 Page 177 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... • increased regulatory processes that require ongoing training for selling of interment rights, and the financial operation of the care and maintenance fund, etc. Township Owned Cemeteries The Township of Clearview currently owns and operates nine (9) cemeteries within its geographic boundaries. Out of these nine cemeteries, four (4) are considered active meaning that there are still interment rights to be sold, or burials to take place. Below is a chart outlining these cemeteries and their status: Cemetery Name Address Status Batteau Hill Cemetery 2670 County Road 124, Duntroon Inactive Bethel Union Cemetery 2249 Creemore Avenue, New Inactive Lowell Dunedin Union Cemetery 9 Turkeyroost Lane, Dunedin Active Duntroon Pioneer Cemetery 2870 County Road 124, Duntroon Inactive Lavender Cemetery 827103 Mulmur/Nottawasaga Active Townline, Creemore Old Zion Presbyterian Church 6130 Highway 26, Sunnidale Inactive Cemetery Corners Second Line Nottawasaga 2279 County Road 42, Stayner Active Cemetery Stayner Union Cemetery 7661 Highway 26, Stayner Active Zion Presbyterian Church 12358 County Road 10, Inactive Cemetery Sunnidale Corners For the Dunedin and Stayner Union Cemetery, the Township looks after the maintenance and burials through a third-party contractor. The maintenance and burials for the Lavender Cemetery are conducted through the Board. For the Second Line Nottawasaga Cemetery all the interment rights have been sold, but there remains one burial to be completed. The cost to maintain an active cemetery is expensive. Although burial costs and the installation of markers, etc. are cost recovery through the purchaser, grounds maintenance is not. Inactive cemeteries still require consistent grounds maintenance, which includes any monument restoration for health and safety, and record searches for the public register. Page 3 of 7 Page 178 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... Comments and Analysis When analyzing the number of cemeteries that Clearview Township currently owns and operates, maintenance and administration is a large undertaking. To add any additional cemeteries by way of transfer or abandonment will only compound the issues the Township is already facing. In the past year, the Township has been approached by two separate entities regarding possible cemetery transfers. When a board or cemetery transfers ownership to the municipality, the issues are transferred with it. Municipalities are not immune to the same concerns. It becomes a strain on municipal resources, financially, administratively, and operationally. Administrative Impact From an administrative perspective the management of four active cemeteries is both time consuming and complex. No interment is the same, and providing good customer service takes time especially for those making arrangements while also dealing with grief. Administrative tasks include but are not limited to: interment right sales and mapping, burial contracts and scheduling, monument placement, historical record searches, plot and monument staking, fees and charges review, family transfers of interment rights and annual reporting to the Bereavement Authority of Ontario (BAO). • Incomplete records Often the records accepted by the Township from a dissolved cemetery board or church are incomplete and disorganized. This is no fault of the previous board members, as they are also often operating with limited resources. However, it does make it difficult to manage the cemetery post-transfer when records are sparse. Understanding which plots are occupied and by who is critical to the sound management of a cemetery. Unfortunately, this is not made possible in all cases because of incomplete records. In addition, records received during a transfer usually are maintained under different records management standards and are often organized and named inconsistently. Adaptation to Township records keeping practices takes time. • Lack of human resources Cemetery management is a highly regulated professional field, with the responsibility of which is often placed on public sector employees who may have limited knowledge of cemeteries in general. With reduced resources within municipalities especially rural ones, the management of cemeteries often becomes a secondary responsibility to another position. There is also a lack of affordable training available for municipal employees who are required to abide by regulations set out by the FBCSA and the BAO. Page 4 of 7 Page 179 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... • Increased regulatory processes Annual reporting requirements of the BAO can be extensive and complex. This includes monitoring the number of interments, the transfers to the Care and Maintenance Fund (C&M), and how the C&M fund can be used. There are also regulations pertaining to maintaining a public register, how sales are to be conducted and strict guidelines on Cemetery By-law approvals, and expansions including the erection of columbaria structures. • Inconsistent cemetery regulations Cemeteries can have many different regulations related to plot size, number of burials allowed in a given plot, monument size, what types of flowers/shrubs are allowed to be installed near a headstone etc. The transfer of different cemeteries having inconsistent regulations can make it difficult to adapt management practices in order to maintain original cemetery operational standards. Operational Impact Similarly, from an operational perspective the grounds maintenance of cemeteries, whether active or inactive, is both time consuming and complex. A key issue when analyzing the maintenance component of cemetery management is the lack of financial resources to support the operation. Cemetery maintenance includes, but is not limited to: grass cutting (whipper snipping around monuments), tree and shrub maintenance, monument and corner stone maintenance, water pipe and washroom monitoring, and general upkeep of cemetery grounds (removal of debris, etc.). • High maintenance costs As with many services, there are rising costs to contend with. Municipalities have adopted different models to address the maintenance of such, with third party contractors being commonly used or it becomes the responsibility of an internal department such as Parks & Recreation. Regardless the model, the costs have increased significantly over the last decade with equipment purchases/upgrades, insurance requirements for third-party contractors, and the time it takes to cut the grass and whipper snip around monuments. To put it into perspective, the Stayner Union Cemetery with the expansion is 25 acres with monuments to manoeuvre around during ground care. Other considerations for maintenance includes monument restoration and ensuring that they are not deteriorated to the point where they are unsafe. This is important for older cemeteries where restoration hasn't been provided in the past and there are many deteriorating monuments. • Cost of cemetery management software Cemetery Management Software can help municipalities manage cemetery records, including plot sale contracts, interment rights certificates, and regulatory reporting. Page 5 of 7 Page 180 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... However, these software solutions are often expensive and require a large amount of staff time to implement especially with incomplete data and records. These software solutions range in price from $5,000 to $100,000 with annual maintenance costs. This investment in software can be a large budget request and one that would need to be supported from taxation with the limited funds in cemetery general accounts. • Inadequate Care and Maintenance funds When the Funeral, Burial and Cremation Services Act, 2002 (FBCSA) was enacted, it stipulated that a care and maintenance fund for a cemetery shall be established. A cemetery operator is required to make contributions to the fund from the sale of in- ground graves, crypts, tombs, niches, scattering rights and monument installation. The contribution is prescribed under the FBCSA and differs dependant on the interment type. The idea is that the fund (income earned from the fund - interest) pays for maintenance costs after a cemetery has stopped making sales. In reality, this concept does not produce enough funds to maintain a cemetery. Looking at the Stayner Union Cemetery as an example, for the very basics (grass cutting and whipper snipping) the interest from the care and maintenance fund does not provide enough monies to maintain the cemetery for the 7 months it's required. In addition, the care and maintenance fund is also to be utilized for the stabilization, maintenance and security of markers. Cemeteries are not self funding, and maintenance of such is becoming a larger budget concern. Support Request Cemetery transfers and abandonments have been an ongoing concern for Clearview Township for many years. When you look at the large geography of the Township there are many cemeteries within the boundaries that have the potential to be transferred. To gauge the concern of other municipalities on this issue, staff addressed it at a Simcoe County Clerks group discussion. Many neighbouring municipalities expressed that they were dealing with the same issues and have also been approached by different external entities on possible transfers. As result of the discussion, it was agreed that to assist with the real concerns with transfers and abandonments of cemeteries, it's vital that the Province provide assistance to adequately support this infrastructure. Support can be provided in many different forms, with staff making the following recommendations for the Ministry of Public and Business Service Delivery and the BAO: • Amend the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), to have the Province, through the BAO, identified as the default owner and operator of a cemetery when it is abandoned; Page 6of7 Page 181 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... • Provide annual funding (based on the number of cemeteries a municipality owns and operates) to municipalities to assist with the maintenance of inactive and active cemeteries; • Provide free training opportunities for municipalities regarding cemetery administration; and, • Investigate and support the design of universal cemetery software for use by municipal cemetery operators that can be offered at an affordable cost. There is not one solution to solve all the issues, but at the very least it's important to identify the concerns and have open and real discussions at the provincial level on what support can be provided. Clearview's Strategic Plan The above initiative supports the following strategic pillars: • Governance Financial Implications It is difficult to identify an exact dollar amount that can be attributed to a cemetery transfer/abandonment to the municipality. Every transfer is different and depends on a multitude of factors beginning with the cemetery status (active/inactive), acreage, care and maintenance fund (if any), maintenance of records, etc. What is being recommended by staff by way of support from the province is not meant to erase the costs entirely, but rather, to alleviate the financial burden in some capacity. Report Appendices Not applicable. Approvals Submitted by: Sasha Helmkay, B.A., Dipl. M.A., AOMC, Clerk/Director of Legislative Services Reviewed by: Krista Pascoe, Deputy Clerk Financial Implications Kelly McDonald, Treasurer Reviewed by: Approved by: John Ferguson, CAO Page 7of7 Page 182 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... Clerk's Department Township of Clearview Box 200, 217 Gideon Street Stayner, Ontario LOM 1S0 C L E A R V I E W clerks(a)clearview.ca I www.clearview.ca T O W N S H I P Phone: 705-428-6230 December 12, 2023 File: C00.2023 Hon. Todd McCarthy Ministry of Public and Business Service Delivery 777 Bay Street, 5t" Floor Toronto ON M5B 21-17 Sent by Email RE: Cemetery Transfer/Abandonment Administration & Management Support Please be advised that Council of the Township of Clearview, at its meeting held on December 11, 2023, passed a resolution regarding Cemetery Transfer/Abandonment Administration & Management Support as follows: Moved by Councillor Walker, Seconded by Councillor Broderick, Whereas under the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), when a cemetery is declared abandoned by a judge of the Superior Court Justice, the local municipality within whose geographic boundaries the land of the cemetery is located, becomes the owner of the cemetery with all the rights and obligations in respect of the cemetery and the assets, trust funds and trust accounts related to it that the previous owner or operator possessed; And Whereas over the last decade, there has been an increase in the number of churches and local cemetery boards initiating processes to transfer ownership or abandon their owned and operated cemeteries to the local municipality due to such issues as high maintenance costs, inaccuracy of records, lack of financial and human resources to effectively operate and maintain the cemetery, increased regulatory processes regarding training, selling of interment rights, financial operation of the care and maintenance fund, etc.; And Whereas municipalities experience the same issues and pressures that churches and local boards experience with the operation and maintenance of cemeteries within its jurisdiction, and additional transfers of cemetery lands only compound the burden on municipal taxpayers; Page 1 of 2 Page 183 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... Clerk's Department December 12, 2023 And Whereas cemeteries are important infrastructure where the reasonable costs for interment rights, burials, monument foundations, corner stones and administration charges do not sufficiently support the general operation of cemeteries; And Whereas the interest earned from the care and maintenance fund(s) of a cemetery do not provide adequate funding to maintain the cemetery with the rising costs of lawn and turf maintenance contracts and monument restoration; Now Therefore Be It Resolved that Council of the Township of Clearview requests that the Province through the Ministry of Public and Business Service Delivery and the Bereavement Authority of Ontario (BAO) consider the following to assist municipalities in this growing concern of cemetery transfers: • Amend the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), to have the Province, through the BAO, identified as the default owner and operator of a cemetery when it is abandoned; • Provide annual funding (based on the number of cemeteries a municipality owns and operates) to municipalities to assist with the maintenance of inactive and active cemeteries; Page 6 of 7 • Provide free training opportunities for municipalities regarding cemetery administration; and, • Investigate and support the design of universal cemetery software for use by municipal cemetery operators that can be offered at an affordable cost. And that this resolution be circulated to the Hon. Todd McCarthy, Ministry of Public and Business Service Delivery, Jim Cassimatis, BAO Interim CEO/Registrar, MPP Brian Saunderson and all Ontario municipalities. Motion Carried. For reference, please find attached the Staff Report LS-032-2023 that provides background for the above resolution. If you have any questions, please do not hesitate to contact the undersigned. Regards, """A Sasha Helmkay-Playter, B.A., Dipl. M.A., AOMC Clerk/Director of Legislative Services cc: Jim Cassimatis, BAO Interim CEO/Registrar MPP Simcoe Grey, Brian Saunderson Ontario Municipalities Page 2 of 2 Page 184 of 189 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... TAY TOWNSHIP 450 Park Street PO Box 100 Victoria Harbour, Ontario LO K 2AO Received December 21, 2023 December 21, 2023 C-2023-442 Hon. Todd McCarthy Minister of Public and Business Service Delivery 5th Floor 777 Bay St. Toronto, ON M7A 2J3 sent via email Todd.McCarthy cbpc.ola.org Dear Hon. Todd McCarthy, Re: Provincial Cemetery Management Support Request — Tay Township Tay Township Council passed the following resolution during the December 20, 2023 Council Meeting regarding the Provincial Cemetery Management Support Request: Whereas under the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), when a cemetery is declared abandoned by a judge of the Superior Court Justice, the local municipality within whose geographic boundaries the land of the cemetery is located, becomes the owner of the cemetery with all the rights and obligations in respect of the cemetery and the assets, trust funds and trust accounts related to it that the previous owner or operator possessed; And Whereas over the last decade, there has been an increase in the number of churches and local cemetery boards initiating processes to transfer ownership or abandon their owned and operated cemeteries to the local municipality due to such issues as high maintenance costs, inaccuracy of records, lack of financial and human resources to effectively operate and maintain the cemetery, increased regulatory processes regarding training, selling of interment rights, financial operation of the care and maintenance fund, etc.; And Whereas municipalities experience the same issues and pressures that churches and local boards experience with the operation and maintenance of cemeteries within its jurisdiction, and additional transfers of cemetery lands only compound the burden on municipal taxpayers; And Whereas cemeteries are important infrastructure where the reasonable costs for interment rights, burials, monument foundations, corner stones and administration charges do not sufficiently support the general operation of cemeteries; @TayTownship 705-534-7248 or :00 :: . • 15.c) Correspondence dated January 10, 2024 from the Township of Wainfle... TAY TOWNSHIP 450 Park Street PO Box 100 e Victoria Harbour, Ontario LO K 2A0 � And Whereas the interest earned from the care and maintenance fund(s) of a cemetery do not provide adequate funding to maintain the cemetery with the rising costs of lawn and turf maintenance contracts and monument restoration; Now Therefore Be It Resolved that Council of the Township of Tay requests that the Province through the Ministry of Public and Business Service Delivery and the Bereavement Authority of Ontario (BAO) consider the following to assist municipalities in this growing concern of cemetery transfers: - Amending the Funeral, Burial and Cremation Services Act, 2002 (FBCSA), to have the Province, through the BAO, identified as the default owner and operator of a cemetery when it is abandoned; - Provide annual funding (based on the number of cemeteries a municipality owns and operates) to municipalities to assist with the maintenance of inactive and active cemeteries; - Provide free training opportunities for municipalities regarding cemetery administration; and, - Investigate and support the design of universal cemetery software for use by municipal cemetery operators that can be offered at an affordable cost; And that this resolution be circulated to the Hon. Todd McCarthy, Ministry of Public and Business Service Delivery, Jim Cassimatis, BAO Interim CEO/Registrar, MPP Jill Dunlop and all Ontario municipalities. Sent on behalf of Tay Township Council. Yours truly, Katelyn Johns, MPPA Municipal Clerk Cc: Jim Cassimatis, BAO Interim CEO/Registrar, Hon. Jill Dunlop, Minister of Colleges and Universities/MPP, and all Ontario municipalities. @TayTownship 705-534-7248 or :00 :: . • 16.a) Correspondence dated January 19, 2024 from David Yeaman, President... M MOLDED PRECISION COMPONENTS INTEGRITY • COLLABORATION • INNOVATION January 19, 2024 Township of Oro-Medonte Oro Station, ON LOL 2EO To Mayor and Council, This letter is a request the Mayor and council to reconsider the decision made regarding the Consultation on Potential Revocation of Minister's Zoning Order Ontario Regulation 609/20 from the January 101", 2024 council meeting (agenda item 11c). We were not consulted on the topic as part of the township investigation on the progress of the project and feel due diligence was not done in order to make an informed decision that has such serious consequences and hardships to Oro-Medonte residence and business owners. I am requesting a reconsideration at the January 24t" council meeting. We recognize this is short notice but due to the time sensitivity of consultations to the Ontario Government being due next Friday January 261" we need to address this before then. I appreciate you support in this regard. Sincerely, David Yeaman P.Eng President Molded Precision Components & 2751851 Ontario Inc www.MPCcomponents.com Pa a 187 of 189 239 Line 4 South, Oro-Medonte, ON LOL2LO Office: +1 (705)487 9-- 18.a) 2024-011 , A By-law to Repeal By-law No. 2019-101 , Being a By-law t... The Corporation of the Township of Oro-Medonte By-law No. 2024-011 A By-law to Repeal By-law Nos. 2019-101, Being a By-law to License and Regulate Towing Companies, Tow Truck Owners and Tow Truck Drivers. Whereas Council of the Township of Oro-Medonte did, on the 23rd day of October, 2022, enact By-law No. 2019-101, being a By-law to License and Regulate Towing Companies, Tow Truck Owners and Tow Truck Drivers; And Whereas as of January 1, 2024, Phase 3 of the Towing and Storage Safety and Enforcement (TSSEA)was implemented. And Whereas the Township is no longer permitted to License Tow Companies, Tow Truck Owners and Tow Truck Drivers. And Whereas the Council of the Corporation of The Township of Oro-Medonte deems it expedient to repeal By-law No. 2019-101 in its entirely. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That By-law No. 2019-101 is hereby repealed in its entirety. 2. 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 January, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw %6' Clerk,Yvonne Aubichon Page 188 of 189 20.a) 2024-014: Being a By-Law to Confirm the Proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2024-014 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, January 24, 2024 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, January 24, 2024, 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 January, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 189 of 189