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03 23 2022 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Meeting Township of Wednesday, March 23, 2022 Proud Heritage,Exciting Future 9:00 a.m. - Closed Session Open Session following Closed Session Effective Monday, January 31, 2022, the Township Administration Centre is open for customer service by appointment with safety measures in place including: visitor screening, use of face coverings, and physical distancing. To best serve you, it is recommended that an appointment be booked prior to arrival, Contact us/Book an appointment. Taking into consideration positive COVID-19 cases in Simcoe Muskoka and beyond, and contagious transmission of COVID-19, whenever possible, residents and business owners are encouraged to utilize online and telephone services for Township related business. Input on agenda items are welcome and encouraged. The Township of Oro-Medonte has amended its Procedural By-law to allow for electronic participation at Council meetings during a declared emergency. Protocols have been established to advise how to participate in the public portions of these meetings. Please visit the following links for additional information: • Request for Open Forum or IDS Committee 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. The Township of Oro-Medonte is committed to providing and maintaining a working environment that is based on respect for the dignity and rights of everyone within the organization and for those individuals visiting our organization. The Township of Oro-Medonte supports and fosters an environment that is safe, welcoming and respectful for all residents, visitors, members of Council and staff. Page Page 1 of 374 Council Meeting Agenda - March 23, 2022 1. Call to Order - Moment of Reflection: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: 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) Shawn Binns, Director, Operations and Community Services re: Acquisition/disposition of land (Grandview Crescent). 5. Minutes of Council and Committees: 6 - 14 a) Minutes of Council meeting held on Wednesday, March 9, 2022. 15 - 18 b) Minutes of Special Council meeting held on Thursday, March 10, 2022. 6. Recognition of Achievements: None. 7. Public Meetings: None. Page 2 of 374 Council Meeting Agenda - March 23, 2022 8. Deputations/Presentations: None. 9. Open Forum: The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda. Refer to Procedural By-Law No. 2017-165 for additional information. 10. Reports of Municipal Officers for Action: 19 - 28 a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Permit Parking. 29 - 44 b) OCS2022-10, Shawn Binns, Director, Operations and Community Services; and Michael Cullip, Tatham Engineering Limited re: Line 15 North Traffic Calming. 45 - 97 c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and Oscar Poloni, KPMG LLP re: Township of Oro-Medonte Asset Management Plan. 98 - 128 d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer; Derek Hnatiuk, Manager, Finance/Deputy Treasurer; and Richard Steiginga, Baker Tilley KDN LLP re: 2020 Draft Consolidated Financial Statements. 129 - 226 e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial Officer/Treasurer re: 2022 Budget Recalibration and Schedule 2 —Allowable Excluded Expense Analysis. 227 - 245 f) DS2022-035, Michael Barton, Township Planning Consultant re: Consent Application 2022-B-05, Nicole Reynolds. 246 - 289 g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed Amendments [Refer to Item 17a)]. 11. Reports of Municipal Officers for Information Only: 290 - 298 a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions. 299 - 301 b) F12022-04, Shannon Johnson, Chief Financial Officer/Treasurer re: 2021 Treasurer's Statement of Remuneration. 302 - 306 c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: Statement of 2020 Development Charges Activity. 307 - 310 d) F12022-06, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: Statement of 2020 Investment activities. 311 - 314 e) F12022-10, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: Statement of 2020 Reserves and Reserve Funds Activity. Page 3 of 374 Council Meeting Agenda - March 23, 2022 315 - 350 f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council & CAO re: Corporate Projects Status Update — November 2021- February 2022. 12. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 351 - 352 b) Councillor Keane, Request for Council Consideration, Draft Motion re: "Pause" on any action toward removal of existing additional residential units within the Township of Oro-Medonte. 353 c) Mayor H.S. Hughes, Request for Council Consideration re: Proclamation Support for Ukraine. 13. Announcements: 14. Consent Agenda: 354 a) Announcements of Interest to the Public: 1 . Township of Oro-Medonte, Reminder, 2022 Dog Tag Renewal. 355 - 357 b) Correspondence received March 3, 2022 re: Celebrate the Platinum Jubilee with the Lieutenant Governor. Staff Recommendation: Receive for Information Only. 358 - 359 c) Correspondence dated March 3, 2022 from Jodi Lloyd, Chairperson, Simcoe County District School Board re: Education Development Charges (EDCs). Staff Recommendation: Receive for Information Only. 360 - 367 d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Director, Municipal Engineers Association re: Municipal Engineers Association 2022 Bursary Awards Program. Staff Recommendation: Receive for Information Only. 368 - 369 e) Correspondence dated March 10, 2022 from Caroline Mulroney, Minister of Transportation, Ministry of Transportation re: Connecting the GGH: A Transportation Plan for the Greater Golden Horseshoe. Staff Recommendation: Receive for Information Only. 370 - 371 f) Correspondence dated March 8, 2022 from The Township of Woolwich re: Resolution, Mental Health Supports. Staff Recommendation: Receive for Information Only. Page 4 of 374 Council Meeting Agenda - March 23, 2022 15. Communications/Petitions: None. 16. Notice of Motions: None. 17. By-Laws: 372 - 373 a) 2022-033: A By-law to Amend By-law 2017-165 being to a By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte (Procedural By-law). 18. Closed Session Items (Unfinished Items): 19. Confirmation By-Law: 374 a) 2022-034: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 23, 2022. 20. Adjournment: a) Motion to Adjourn. Page 5 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. The Township of Oro-Medonte T Council Meeting Minutes Township of to Electronic Meeting Proud Heritage,Exciting Future Wednesday, March 9, 2022 9:00 a.m. 2018-2022 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Ian Veitch Councillor Tammy DeSousa Councillor Cathy Keane Councillor Shawn Scott Councillor Randy Greenlaw Staff Andria Leigh, Deputy CAO/Director, Development Services; Yvonne Present: Aubichon, Clerk; Michelle Jakobi, Director, Environmental Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Justin Metras, Manager, Infrastructure and Capital Projects; Jenny Legget, Communications and Public Relations Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Patrick Howse, Information Technology Technician (IT) All Council and staff participated via Zoom platform. 40, 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair at the above noted time and called the meeting to order. 'a 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 Page 1 of 9 Page 6 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. 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. C220309-1 Moved by Hough, Seconded by Greenlaw Be it resolved that the agenda for the Council meeting of Wednesday, March 9, 2022 be received and adopted. Carried. 3. Disclosure of Pecuniary I st: None declared. 4. Closed Session If None. 5. Minutes of Council and Committees a) Minutes of Council meeting held on Wednesday, February 23, 2022. b) Minutes of Special Council meeting held on Wednesday, March 2, 2022. Motion No. C220309-2 Moved by Veitch, Seconded by DeSousa Be it resolved that the draft a) Minutes of the Council meeting held on Wednesday, February 23, 2022; and b) Minutes of the Special Council meeting held on Wednesday, March 2, 2022 be received and adopted as printed and circulated. Carried. Page 2 of 9 Page 7 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: None. 9. Open Forum: None. 10.Reports of Municipal Officers for Action• a) OCS2022-08, Justin Metras, Manager, Infrastructure and Capital Projects: re: Award of Tender OCS2022-05 Bridge 4 Replacement. Motion No. C220309-3 Moved by Hough, Seconded by Veitch 44� Be it resolved - 1. That OCS2022-08, Justin Metras, Manager, Infrastructure and Capital Projects: re: Award of Tender OCS2022-05 Bridge 4 Replacement be received and adopted. 2. That Tender OCS2022-05 Bridge 4 Replacement be awarded to Alexman Contracting Inc. in the amount of $1,367,458.52 plus HST. 3. That the Director, Operations and Community Services be authorized to execute the appropriate tender agreements on behalf of the Township. 4. That the Bidders be thanked and notified under the Director, Operations and Community Services' signature. Carried. Page 3 of 9 Page 8 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. b) CS2022-06, Yvonne Aubichon, Clerk re: Restricted Acts after Nomination Day [Refer to Item 17a)]. Motion No. C220309-4 Moved by Scott, Seconded by DeSousa Be it resolved 1 . That CS2022-06, Yvonne Aubichon, Clerk re: Restricted Acts after Nomination Day be received and adopted. 2. That the Clerk bring forward, for Council's consideration, the necessary by-law delegating authority to the Chief Administrative Officer in the event that a lame duck period may come into effect in the year of a municipal election. %1hh, Carried. c) CS2022-07, Yvonne Aubichon, Clerk re: Joint Compliance Audit Committee (JCAC) Participation. Motion No. C220309-5 Moved by Greenlaw, Seconded by Kean,' Be it resolved 1. That CS2022-07, Yvonne Aubichon, Clerk re: Joint Compliance Audit Committee (JCAC) Participation be received and adopted. 2. That staff be directed to confirm the Township of Oro-Medonte's participation with the Joint Compliance Audit Committee (facilitated by the County of Simcoe) for the 2022 Municipal Election and Term of Office. 3. That staff bring back the appointment by-law for Council's consideration. Carried. 12.Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Mayor H.S. Hughes; Councillors Keane, Greenlaw and Scott. Page 4 of 9 Page 9 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. 11.Reports of Municipal Officers for Information Only: a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions. Motion No. C220309-6 Moved by DeSousa, Seconded by Hough Be it resolved that the report, as listed under Item #11, Reports of Municipal Officers for Information Only, be received: Air a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions. Carried. 12.Reports of Members of Council: b) Councillor Scott re: Request for Consideration, Draft Motion, Lake Simcoe Protection Funding. _N Motion No. C220309=; %66 >4%0 Moved by Scott, Seconded by Keane Be it resolved 1 . That the correspondence presented by Councillor Scott re: Request for Consideration, Draft Motion, Lake Simcoe Protection Funding be received. 2. That the draft motion, as outlined and presented by Councillor Scott, re: Lake Simcoe Protection Funding be supported. 3. That the organizations, as outlined in the motion, be advised of Council's decision under the Mayor's signature. Unanimously Carried. Page 5 of 9 Page 10 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. c) Councillor Keane re: Request for Consideration, Proclamation to support and designate March 2022 as #ITSTARTS Month. Motion No. C220309-8 Moved by Keane, Seconded by Scott Be it resolved 1 . That the correspondence presented by Councillor Keane re: Request for Consideration, Proclamation to support and designate March 2022 as #ITSTARTS Month be received. 2. That the draft motion, as outlined and presented by Councillor Keane, be supported and posted on the Township's website. 3. That staff advise accordingly under the Mayor's signature. Unanimously Carried. 13.Announcements: 4f x The following members of Council provided Announcements: Mayor H.S. Hughes, Councillor Scott. 14.Consent Agenda: a) Announcements of Interest to the Public.. 1 . Township of Oro-Medonte, 2022 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination Notice, Deadline Friday, March 11, 2022. b) Minutes of Barrie Public Library Board meeting held on Thursday, January 27, 2022. Staff Recommendation: Receive for Information Only. c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, January 28, 2022. Staff Recommendation: Receive for Information Only. d) Minutes of Nottawasaga Valley Conservation Authority Meetings held on Friday, January 28, 2022. Staff Recommendation: Receive for Information Only. e) Minutes of Orillia Public Library Board meeting held on Wednesday, February 23, 2022. Staff Recommendation: Receive for Information Only. f) Correspondence dated February 26, 2022 from Ukrainian National Federation of Canada to Lake Simcoe Region Conservation Authority re: Request from Toronto Branch. Staff Recommendation: Receive for Information Only. Page 6 of 9 Page 11 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. Motion No. C220309-9 Moved by Veitch, Seconded by Greenlaw Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed, with the exception of Item 14f) to be pulled for discussion and voted on separately: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, 2022 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination Notice, Deadline Friday, March 11, 2022. b) Minutes of Barrie Public Library Board meeting held on Thursday, January 27, 2022. Received for Information Only. 91W 14%& c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, January 28, 2022. Received for Information Only. d) Minutes of Nottawasaga Valley Conservation Authority Meetings held on January 28, 2022 Received for Information Only. %, e) Minutes of Orillia Public Library Board meeting held on Wednesday, February 23, 2022. Received for Information Only. Carried. or-qv% N Deputy Mayor Hough assumed the Chair. f) Correspondence dated February 26, 2022 from Ukrainian National Federation of Canada to Lake Simcoe Region Conservation Authority re: Request from Toronto Branch. Motion No. C220309-10 Moved by Hughes, Seconded by Scott Be it resolved 1. That should the LSRCA be in a position to support the request outlined in Item 14f) correspondence dated February 28, 2022 from the Ukrainian Federation of Canada to LSRCA from Toronto Branch, that the Township supports the request as well. 2. And that a letter of support be forwarded on behalf of Council under the Mayor's signature. Unanimously Carried. Mayor H.S. Hughes assumed the Chair. Page 7 of 9 Page 12 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. 15.Communications/Petitions: None. 16.Notice of Motions: None. 17.By-Laws: "At a) 2022-027: Being a By-Law to Delegate Certain Powers and Authorities to the Chief Administrative Officer "CAO" During a Period of Restricted Acts of Council in an election year ("Lame Duck" By-law). b) 2022-028: A By-law to Designate Reduced Load Periods and Designate Haul Routes in the Township of Oro-Medonte and to Repeal By-law No. 2012-086. Motion No. C220309-11 Moved by DeSousa, Seconded by Scott14 Be it resolved that By-Law Nos. 2022-027 and 2022-028 a) 2022-027: Being a By-Law to Delegate Certain Powers and Authorities to the Chief Administrative Officer "CAO" During a Period of Restricted Acts of Council in an election year ("Lame Duck" By-law); b) 2022-028: A By-law to Designate Reduced Load Periods and Designate Haul Routes in the Township of Oro-Medonte and to Repeal By-law No. 2012-086 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. NJ Carried. 18.Closed Session Items (Unfinished Items): None. Page 8 of 9 Page 13 of 374 5.a) Minutes of Council meeting held on Wednesday, March 9, 2022. Council Meeting Minutes — Wednesday, March 9, 2022. 19.Confirmation By-Law: a) 2022-029: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 9, 2022. Motion No. C220309-12 Moved by Keane, Seconded by Veitch Be it resolved that By-Law No. 2022-029: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 9, 2022 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 20.Adjournment: a) Motion to Adjourn. Motion No. C220309-13 Moved by Greenlaw, Seconded by Hough Be it resolved that we do now adjourn at 10.41 a.m. Carried. Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 9 of 9 Page 14 of 374 5.b) Minutes of Special Council meeting held on Thursday, March 10, 2022... The Township of Oro-Medonte Special Council Meeting Minutes To, nShtpof Electronic Meeting Proud Heritage,Exciting Future Thursday, March 10, 2022 8:32 a.m. 2018-2022 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Ian Veitch Councillor Tammy DeSousa Councillor Cathy Keane Councillor Shawn Scott Councillor Randy Greenlaw Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Present: Leigh, Deputy CAO/Director, Development Services; Donna Hewitt, Director, Corporate Services; Jason Scharapenko, Information Technology Technician (IT) AtEMONk- V& - IN All Council and staff participated via Zoom platform. 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair at the above noted time and called the meeting to order. The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. Page 1 of 4 Page 15 of 374 5.b) Minutes of Special Council meeting held on Thursday, March 10, 2022... Special Council Meeting Minutes — Thursday, March 10, 2022. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. SC220310-1 Moved by Greenlaw, Seconded by Veitch Be it resolved that the agenda for the Special Council meeting of Thursday, March 10, 2022 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. SC220310- Moved by Hough, Seconded by Scott IVAIL Be it resolved that we do now go in Closed Session at 8.32 a.m. to discuss • Solicitor-client privilege; Litigation affecting the municipality (Ontario Land Tribunal (OLT)). AL Carried. b) Motion to Rise and Report. Motion No. SC220310-3 Moved by Veitch, Seconded by DeSousa Be it resolved that we do now Rise at 10.07 a.m. and Report on the Closed Session Item 4c) Andria Leigh, Deputy CAO/Director, Development Services re: Solicitor-client privilege; Litigation affecting the municipality (Ontario Land Tribunal (OLT)). Carried. Page 2 of 4 Page 16 of 374 5.b) Minutes of Special Council meeting held on Thursday, March 10, 2022... Special Council Meeting Minutes — Thursday, March 10, 2022. c) Andria Leigh, Deputy CAO/Director, Development Services re: Solicitor-client privilege; Litigation affecting the municipality (Ontario Land Tribunal (OLT)). The following staff were present: Robin Dunn, Chief Administrative Officer (a portion); Yvonne Aubichon, Clerk; Andria Leigh, Deputy CAO/Director, Development Services; Donna Hewitt, Director, Corporate Services; Chris Williams; and Meaghan Barrett, Aird & Berlis LLP. Motion No. SC220310-4 Moved by Scott, Seconded by Keane Be it resolved J4 1. That the confidential verbal information presented by Andria Leigh, Deputy CAO/Director, Development Services; Chis Williams and Meagan Barrett, Aird & Berlis LLP re- Solicitor-client privilege; Litigation affecting the municipality (Ontario Land Tribunal (OLT)) be received. 2. That Township legal counsel and staff continue as previously directed regarding the upcoming OLT hearing scheduled for March 22, 2022. Unanimously Carried. Recorded Vote Requested by Councillor Greenlaw Councillor Greenlaw Yea Councillor Keane " Yea Councillor Scott Yea Councillor Veitch Yea " Deputy Mayor Hough Yea Councillor DeSousa Yea Mayor H.S. Hughes Yea 5. Confirmation By-La a) 2022-030: Being a by-law to confirm the proceedings of the Special Council meeting held on Thursday, March 10, 2022. Motion No. SC220310-5 Moved by DeSousa, Seconded by Greenlaw Be it resolved that By-Law No. 2022-030: Being a by-law to confirm the proceedings of the Special Council meeting held on Thursday, March 10, 2022 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 3 of 4 Page 17 of 374 5.b) Minutes of Special Council meeting held on Thursday, March 10, 2022... Special Council Meeting Minutes — Thursday, March 10, 2022. 6. Adjournment: a) Motion to Adjourn. Motion No. SC220310-6 Moved by Keane, Seconded by Hough Be it resolved that we do now adjourn at 10.10 a.m. Carried. Mayor, H.S. Hughes IrClerk, Yvonne Aubichon Page 4 of 4 Page 18 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Township of Report R r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: DS2022-034 Council Curtis Shelswell, Manager of Municipal Law/Chief Municipal Law Enforcement Officer Meeting Date: Subject: Motion # March 23, 2022 Permit Parking Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended that: 1 . That Report No. DS2022-034 be received and adopted. 2. That Council direct staff to proceed with Option # 1 as outlined within Report No. DS2022-034 3. That the Clerk bring forward the appropriate By-law for Council's consideration. Background: Throughout the year the shores of Lake Simcoe draw various user groups to the Township. Whether it's fishing, a leisure boat ride, swimming, enjoying some time at the park in summer, to ice fishing, snowmobiling, snowshoeing, cross country skiing or just out for a walk in the winter, Lake Simcoe provides everyone with the opportunity to get out and enjoy the outdoors. Traditionally, users of these waterfront amenities have been required to display a permit in a conspicuous place within the vehicle when parked within one of the Township lots from May through till October. Over the years demand has grown putting more pressure on the need to provide additional parking options. Having a permit process will always allow residents with access to their amenities. These amenities currently include: Bayview Memorial Park Development Services March 23, 2022 Report No. DS2022-034 Page 1 of 10 Page 19 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Line 9 Boat Launch Carthew Bay Boat Launch Shanty Bay Wharf ( Line 2 Boat Launch Below are areas that have been included in recent years due to increased demand: Line 11 South (Hawkestone Pier) Line 2 South O'Brien Street in Shanty Bay South Side Bass Lake Park Line 15 North (Bass Lake waterfront) Shelswell Park (including Lakeshore Road West surrounding the park) It has been the Township's practice to provide registered property owners (and/or renters) with two permits at no charge. These permits could be obtained either in person by showing some sort of identification, or by mail to the owner of the property. Permits Moving from a manual permit that required a non-resident to hand write on a carboned permit to the pay and display machines, the evolution of parking continues to expand and provide the municipality with a more efficient system. For non-residents, they have had the option to purchase a day use pass or for individuals that attend more often they can purchase a seasonal pass. For the past five years, and prior to the pandemic, Bayview Memorial Park and the Line Boat Launch have had Pay and Display machines set up that allowed Non-Residents to purchase a pass with cash or a credit card. The machines distributed a receipt that the user had to display on their dash for the Enforcement Staff to monitor, which was a much better system for visitors and staff alike. In the early years of the permit program, Resident permits were mailed to every household in the Township with the Tax Bills. This ensured that all residents would have their permits prior to Victoria Weekend when the permit season began. Staff identified that only a small percentage of the permits were being used, so a determination was made to ask residents to request their permits by phone, in writing or in person. Permits being mailed were only sent to the actual mailing address in our Property System, and those requesting in person had to show a piece of identification to prove they resided in the Township. All permits had a unique permit number, and were tracked using an excel spreadsheet when they were issued to the resident. Non- Resident permits were available by phone with credit card payments through the Parks & Recreation Department, and by cash, cheque or debit at the Administration Building. During Covid-19, Township Staff have experimented with existing online recreation facility software to allow residents to obtain permits on line. The process was not easy for residents to use and did not save administrative time as there was no way to verify Oro-Medonte residency. They also required the resident to print off their permits, which Development Services March 23, 2022 Report No. DS2022-034 Page 2 of 10 Page 20 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... posed an issue for those who did not have a printer, or had issues with the permit email they received. Enforcement Staff also found that the printout had a large amount of information on it, which resulted in small font which the officers had to spend more time trying to see if the permits were valid. For the last two summer seasons the amenities have been restricted to residents only, in an attempt to limit the number of people using the amenities and reminding potential visitors of the Provincial Regulations to stay home. A limited number of Non-Resident permits were only available in the 2nd summer of the pandemic, and only for the Line 9 Boat Launch. With all indications being that the Township will open our amenities to residents and visitors alike, Staff have taken this opportunity to re-assess the permit program. As part of the assessment, Municipal Law will continue to seek out additional parking options to meet the increased demand/growth that we continue to experience. Pavilion Rentals (Bayview Memorial Park) Township staff over the years have been flexible when a group rents the pavilion; issuing parking passes for the specific date at no charge, providing the pavilion was rented by an Oro-Medonte resident. Some rentals would result in up to an additional 20 vehicles parking in the lots that any other time would have been required to pay the day use rate. This also resulted in additional pressures for parking during peak times. With pavilion rentals set to resume in 2022 it is important to review parking considerations associated with booking of the pavilion. Parking and Traffic By-law In 2021 , Council enacted By-law No. 2021-005, "Parking and Traffic By-law" which replaced By-law No. 2012-168, as amended. Some of new provisions within the By-law that affect the permit process included: • Extending the permit requirement dates from Victoria Day Weekend through till Labour Day Weekend to May 1st through till October 30tn • New winter restriction that requires all roads to be free from vehicles parked, December 1st through till the 1st day of April in the following year between the hours of 2:00 a.m. and 12:00 p.m., no person shall park a vehicle on a highway or in a municipal lot within the Township. In the past, during the ice fishing season, individuals wishing to venture out onto Lake Simcoe for the purpose of winter recreational activities have had the opportunity to park in specific locations throughout the shoreline area. Parking in one of these areas exempts the individual's vehicle from all the winter parking restrictions. Anyone parking outside of the identified areas would risk receiving a ticket if the Township was conducting winter road maintenance (sanding and/or plowing). With the new winter parking restriction (Dec. 1st. to Apr. 1st), parking outside of the areas prior to 12:00 p.m. could result in an infraction regardless of the weather. Development Services March 23, 2022 Report No. DS2022-034 Page 3 of 10 Page 21 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... The areas where individuals can park during the winter months are: Highway Side of From — To Road 5/6 Sideroad East Side 50 metres north of Ridge Road West to the Rail Trail Black Forest Lane North Side 140 metres from the intersection of Ridge Road West and Black Forest Lane to the cul-de-sac Lakeshore Road North Side 125 metres east of Line 12 South to 125 metres East west of Line 13 South Lakeshore Road North Side ' 470 metres west of Line 7 South, westerly for a West distance of 930 metres Line 6 South East Side Lakeshore Road West to Lake Simcoe Line 7 South 210 metres north of Lake Simcoe to 15 metres south of the Rail Trail Line 11 South East Side Hawkestone Wharf Gate northerly 150 metres Line 12 South East Side 125 metres north of Lakeshore Road East to 15 metres south of the Rail Trail Line 14 South East Side From 50 metres north of Lakeshore Road for a distance of 528 metres. Woodland Drive North Side 125 metres east of Line 15 South, easterly for a distance of 150 metres O'brien Street West Side 15 metres south of Ridge Road West for a distance of approximately 320 metres Warbler Way West Side 15 metres from intersection of Warbler Way and Moon Point Road to the cul-de-sac Woodland Drive East Side 125 metres north of Moon Point Road for a distance of approximately 125 metres. Development Services March 23, 2022 Report No. DS2022-034 Page 4 of 10 Page 22 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Bayview Memorial Parking lot Parking permits not required until May 1st Park 687 Lakeshore Road E. Line 9 Boat Launch Parking lot Parking permits not required until May 1st 871 Lakeshore Road E. Shanty Bay Wharf Parking lot Parking permits not required until May 1st 25 Bay Street Carthew Bay Boat Parking lot Parking permits not required until May 1st Launch Lakeshore Road E (N Side) at Line 14 S. Township staff are continuing to seek other appropriate areas for parking to include on this list and assist users of Lake Simcoe. Some of the advantages of providing specific areas are: • Congestion ease for plow operators, prior to winter time restrictions, winter recreational users could park anywhere along the shoreline outside of no parking zones. This caused a lot of interference for plow operators with vehicles being parked sporadically along the waterfront. When the driver vacates the parking spot, we now have a swath of snow within the live lane that requires the plow to potentially go back out and clear. • Township staff have received concerns from residents during the winter recreational season about vehicles being parked on the road and causing reduced lane restrictions and/or parking too close to a laneway making it difficult to navigate to and from the private property. • Garbage, with the increased demand on outdoor activities over the past two winter seasons, both staff and residents have raised concerns over garbage being left behind. This results in either staff or the resident having to pick up and remove the debris left. Analysis: The Municipal Law division is proposing that we move to a year-round permit process and continue to provide one free permit to property owners and allow non-residence the opportunity to purchase a pass. Development Services March 23, 2022 Report No. DS2022-034 Page 5 of 10 Page 23 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... For the 2022 season, the follow options are being considered: Property Owners (Resident Permits) Issue one free Resident Permit sticker that is attached to the vehicle. Stickers will be issued upon request, similar to previous years. The sticker will be valid for a two-year period. Upon request, one additional permit would be available for the household. The resident would be required to pay $25.00 and provide the specific vehicle information (make, model, plate). Additional permits would only be valid for the year they are issued. The permit would be a sticker and would be required to be affixed to the windshield or rear window so as to be visible from the outside of the vehicle. For individuals that sell/lease or change vehicles and require a new permit, we would require some proof of the change and would replace the permit upon confirmation. Non-Residents (Annual Parking Permit) Non-Residents would have various options to purchase permits, which would remain a hang tag similar to the current tags being used by residents. Visitors would have the option of: Annual Permit $150.00 Summer (May 1st- Oct 30t") $100.00 Winter Permit (Nov 1st-Apr 30th) $80.00 3 Day Pass $40.00 Single Day Use $20.00 Annual/Summer/ Winter Permit Permits can be issued after receiving a cheque in the mail, or when visitors attend the Administration Office. Each permit will have its own unique permit number and one license plate number affixed to each tag. Each type of permit allows the user to park in all areas labelled with a green "P", specific to the dates on their permit. Three Day Use/Single Day Use Permits would only be available through the pay and display Machines, machines would be located at the Line 9 Boat Launch and Bayview Memorial Park. Individuals can purchase a pass from the two locations and utilize it at any of the listed locations. Purchase of Machines Municipal Law are recommending to purchase the two machines starting in 2022. The cost to purchase machines would work out to renting them for the first two years, Development Services March 23, 2022 Report No. DS2022-034 Page 6 of 10 Page 24 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... assuming we move to a year round requirement. Municipal Law would also suggest renting a third machine that would be moved around to locations within the Township depending on traffic volume and use. The rental could be set up at the Administration Building during the ice fishing season and act as kiosk for the area and then moved in the summer months to Shanty Bay, Carthew Bay, and/or South Side Bass Lake Park for the boating season. This would assist staff with reviewing the need for additional resources in other areas. Pay and display machines are secure, and give visitors the option to make contactless payments with cash, credit card and credit/debit cards. Receipts will be printed for display on vehicle dashes, and are compatible with the Pay by Plate option for future consideration. Pavilion Rentals With every pavilion rental staff would provide the group with 5 passes that would be included in the cost of the rental. The group would then be required to pay the day use rate for all additional non-resident guests. Community Presence and Engagement Municipal Law staff intend to provide residents with the opportunity pick up permits at remote locations during the late spring and early summer, dependent of course on any restrictions in place related to COVID. Staff would set up at a destination (i.e. Moonstone Fire Hall) on a Saturday morning and allow residents to attend to pick up their parking passes. There is also the possibility of offering other services that may not be available to them due to internet restrictions or just the time it takes to drive to the Administration Office. Staff would move around to other areas of the Township every Saturday so that all residents have the same opportunity. This would be a great way to engage the community and promote awareness and education on specific By-laws. Other Departments would be welcome to join so that residents are able to take full advantage of the opportunity. Moving to a year round permit will continue to provide residents with free access to parking at all of the locations identified. For non-residents and any additional resident permits beyond the two, the fees will help offset the cost of general maintenance, including but not limited to, grass cutting, garbage collection, lot grading, the general up keep of signage, snow clearing and enforcement. Below are two options for Council's consideration: Option #1 To move to a year round permit requirement for both residents and non-residents similar to what has been outlined within the report. Purchase two machines and lease a third for the 2022 as outlined within the report. Development Services March 23, 2022 Report No. DS2022-034 Page 7 of 10 Page 25 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... That municipal law staff report back to Council prior to the year end with the 2022 statistics associated with the permit process and provide projections moving forward. Option #2 To remain status quo, leaving the permit requirements from May 1st to Oct 30t", rent machines to be located at Bay-view Memorial Park and Line 9 Boat Launch similar to previous years for the 6 mouth duration and continue to sell hang tags. Financial / Legal Implications / Risk Management: Pay and Display Machines The purchase cost is $6,275.00 per unit. There is a monthly fee of $65.00 for the communication software. Installation $1200.00 for both machines. Rolls of permit paper are $65.00 each Services calls $148.00 per hour plus $.58 per kilometer For an additional $995.00 we can add the contactless reader (tap) which would allow for credit/debit cards to be utilized Included in this price is the insert credit card reader, wireless communication kit, 7-inch colour display, 30 watt solar panel, complete printer and coin system, alphanumeric keyboard and one year warranty (parts and labor). These machine have an approximate life expectancy of 8-10 years with some still operating 15 years later. Rental cost are $410.00 per machine, per month (minimum 6 month term). Installation is $1050.00 and removal is $950.00 Permits 10,000 sticker permits with individual numbers would cost $2050.50. The traditional hang tag cost approximately $0.07 per tag (2019). Policies/Legislation: ➢ Traffic and Parking By-law Corporate Strategic Goals: Prepare for Our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Development Services March 23, 2022 Report No. DS2022-034 Page 8 of 10 Page 26 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Support our Workforce Consultations: ➢ Deputy CAO/ Director, Development Services ➢ Director, Operation and Community Services ➢ Supervisor, Municipal Law ➢ Municipal Law Assistant Attachments: Attachment #1- Proposed 2" x 1" sticker for residents Conclusion: With the limitations associated with COVID over the last two years, the Township has experienced an increase in traffic around several of the outdoor amenities that the Township has to offer. Whether it is ice fishing on Lake Simcoe or paddle boarding on Bass Lake, individuals have had to turn to the outdoors and in some cases, attractions that were typically only known to residents have experienced a higher than normal volume of visitors during the pandemic. Moving to a year round permit requirement would allow residents to continue to gain access to the permit areas at no charge and provide a year round fee for non-residents. Respectfully submitted: Curtis Shelswell Manager, Municipal Law Services/ Chief Municipal Law Enforcement Officer Approvals: Date Andria Leigh, Deputy CAO/ Director, Development Services April 18, 2022 Development Services March 23, 2022 Report No. DS2022-034 Page 9 of 10 Page 27 of 374 10.a) DS2022-034, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Attachment #1 to Report No. DS2022-034 2FCO22/2023 00001 lownship of Development Services March 23, 2022 Report No. DS2022-034 Page 10 of 10 Page 28 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... Township of R 0 Report Fraud Heritrage, Exciting Future Report No. To: Prepared By: OCS 2022-10 Council Shawn Binns Meeting Date: Subject: Motion # March 23, 2022 Line 15 North Traffic Calming Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended that: 1. Report No. OCS 2022-10 be received; 2. That Council consider Option 2a — Directional closure of Line 15N from Hwy 12 to Bass Lake Sideroad subject to additional community consultation; 3. That staff report back to Council for further direction/decision following the consultation program. Background: As identified in the 2019 Oro-Medonte Road Network Plan — Road Systems & Operations Report, travel speeds and traffic volumes along Line 15 North between Bass Lake Sideroad to Highway 12 are becoming an increasing concern. This section of road is intended to serve a local function, providing direct access to several homes and side streets as well as the Bass Lake beach area. The beach area experiences relatively high recreational demand during the summer months which generates pedestrian traffic and on-street parking pressures through the immediate area further compounding traffic safety concerns. Despite the intended function of the road, daily traffic volumes are more reflective of a high use collector road (2019 daily volumes were in the order of 4300 vehicles per day). The traffic volumes are expected to increase with the continued development of the West Orillia area as a number of direct access points to Line 15 North will be provided between Bass Lake Sideroad and Old Barrie Road. Furthermore, as volumes on Highway 12 increase, motorists divert to Line 15 North to avoid Highway congestion. Given the intended local function of Line 15 North between Bass Lake Sideroad and Highway 12, a traffic calming pilot project was introduced to address the travel speed and traffic volume concerns, with the ultimate goal of returning Line 15 North to its intended use as a local road. The pilot program, consisting of temporary speed cushions, narrowed travel lanes (through pavement markings) and supplemental pavement markings (dragon Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Pagel of 9 Page 29 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... teeth) through the beach area along with the use of dynamic radar signs and targeted traffic enforcement did not deliver the results that had been hoped for (namely reduced traffic volumes and travel speeds). In light of this, more restrictive measures have been reviewed in order to properly address the existing concerns with the objective of reducing traffic volumes and traffic safety risks. Analysis: Tatham Engineering was engaged in late 2021 to conduct a review of options and considerations to reduce traffic volumes, travel speeds and improve traffic safety on Line 15N. The review identified and outlined considerations for three potential options with varying orientations. A summary is provided below: Option 1- Full Closure A full closure involves wholly preventing vehicles from continuing along a road in both directions through implementation of a physical barrier. Full closures can be implemented at intersections or mid-block (provided a convenient location can be identified). The intent of a full closure is to eliminate through traffic entirely, returning a road to a local function. The primary advantage of a full closure is that it is 100% effective in reducing traffic volumes through complete elimination of through traffic. The disadvantages include restricted access to local residents along Line 15 North, impacts to emergency vehicle response times (unless the closures are designed so as to allow emergency vehicle access — i.e. gates, collapsible bollards, etc.), and disruption of snow clearing, bussing and garbage routes. A full closure would also require land acquisition to facilitate appropriate turn arounds and would require cooperation for land from Ontario Parks (Bass Lake Provincial Park) for full closure at Bass Lake Side Road, the North, or South Park Gate, or private property north of Ruttledge Road approximately 50m south of Highway 12. Approval from the Ministry of Transportation would also be required for closure at Highway 12. Option 2 — Directional Closure A directional closure involves limiting traffic flow to a single direction (i.e. one-way travel) through the implementation of a barrier extended to the centreline of the road at the road segment limits. Applied to Line 15 North, directional closures could be implemented at either the intersection of Line 15 North at Bass Lake Sideroad (Option 2a) or at Highway 12 (Option 2b) (although MTO approval would be required for any changes to the intersection with Highway 12). By implementing access restrictions at one of the noted intersections, access to the road is prohibited at that location, effectively prohibiting through traffic in one direction for the entire length of road. While a directional closure could be Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 2 of 9 Page 30 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... implemented mid-block (i.e. in the vicinity of the beach), the circumvention of such would be more likely as motorists would resist backtracking along Line 15 North. The advantages of directional closure include the reduction of through traffic in one direction by 100% and reduced travel speeds (Transportation Association of Canada - TAC) research indicates reduction in 85th percentile speed by up to 11 km/h). Emergency vehicles are able to circumvent the one-way restriction as necessary during emergency operations. As the emphasis is to restrict access to the road from one location rather than egress, residents along Line 15 North are still able to access Highway 12 and Bass Lake Sideroad, which offers better service than a full closure. The disadvantages are that directional closures only reduce traffic in one direction (i.e. one direction would continue to experience high volumes), restricts access for local residents to one location and can impact waste collection, snow removal and bus routes. In addition, motorists may deliberately disobey the one-way restriction, particularly during off peak hours. Option 2a. Directional Closure at Bass Lake Sideroad Option 2a would be to close northbound access to Line 15 North at Bass Lake Sideroad. The closure point would be located at the intersection of Line 15 North with Bass Lake Sideroad, with the northbound receiving lanes on the north leg of the intersection closed through the placement of a barrier configured so as to create a channel or throat to further discourage circumvention of the closure. In addition to the barrier, no-entry/wrong-way signage would be required to alert motorists to the directional closure. Option 2b. Directional Closure at Highway 12 Under Option 2b, southbound access to Line 15 North would be closed at Highway 12 (approximately 50 metres south of Highway 12 so as not to restrict access to the existing commercial property on the southeast corner of the Highway 12/Line 15 North intersection). The directional closure would be enforced through the placement of a barrier in the southbound lane. In addition to the barrier, no-entry/wrong-way signage would be required to alert southbound drivers to the closure. This closure would require MTO approval which may be difficult to attain as there would be concern of impacts to the highway system (particularly during the early stages of implementation). Under both Option 2 orientations additional warning signage would be required along Bass Lake Sideroad to indicate turning movement prohibitions. Option 3 — Traffic Calming Measures As previously highlighted recently implemented traffic calming measures including speed cushions, line painting and targeted traffic enforcement have not yielded considerable benefit. Additional traffic calming considerations were reviewed but do present a number of limitations such as seasonality (removed for snow removal), damage to devices and Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 3 of 9 Page 31 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... roadways, limited effectiveness to location of installation and high cost considerations (lifecycle and operating). Moreover, the measures would likely have limited impact on traffic volumes. The main benefit is they would continue to permit two-way traffic while potentially providing minor improvements to traffic volumes and speed (during installed period). Additional traffic calming measures such as the use of chicanes could be applied with a directional closure and would assist with speed reduction and improve safety and access for pedestrians and public use of the existing beach area. Recommended option and direction Option 2a, a directional closure at Bass Lake Sideroad, is recommended as it can be implemented at the intersection (rather than mid-block, as is required in Option 2b), would not have potential implications to Highway 12 traffic and would not require MTO approval. Directional closure at Bass Lake Sideroad, if properly obeyed by motorists, would result in improved operations at the intersection of Highway 12 with Line 15 North. While southbound volumes would not be reduced on Line 15 North, northbound through traffic would theoretically be reduced to zero. The implementation of this option would also reflect a continued staged approach to traffic calming in the area by introducing an added level of traffic flow restriction to be assessed prior to consideration of a full closure. It is further recommended that additional traffic calming through the use of temporary chicanes be implemented at the north and south limits Line 15 North Bass Lake beach area to enhance safety and recreational access. Stakeholder considerations As previously referenced considering a directional closure will limit residents on this segment to one point of access which may be seen as an inconvenience to some. In addition, residents around the area and motorists who currently use this segment as a by-pass to Hwy 12 may also be inconvenienced with alternate travel routes. While this is understood, there are no other feasible options to address the traffic volume and safety issues which continue to be compounded with the growth of West Orillia. Staff have reviewed options and the recommended direction with the Township's Traffic Safety Task Force and the Line 15 North Bass Lake Ratepayers Association group who were generally supportive of the proposed direction. However, prior to rendering a decision it is recommended that further consultation occur with residents along this segment of Line 15N, as well as emergency and public service providers (Waste collection, School Bussing). In addition, information on the proposed direction and an opportunity for the general public to provide comment will be made available through the Township's communication channels. Following the consultation program an updated report and final recommended direction for 2022 implementation will be provided for Council's consideration. Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 4 of 9 Page 32 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... Financial / Legal Implications / Risk Management: The proposed recommended direction will provide tangible improvements for traffic safety. A project budget of $30,000 has been identified for Line 15 North Traffic Calming in the revised 2022 Roads Capital Program endorsed by Council on January 12, 2022. The recommended direction allows for a continued phased approach which will be monitored to review effectiveness and for potential implications on other roadways with adjustments considered accordingly. Policies/Legislation: Ontario Highway Traffic Act Corporate Strategic Goals: Prepare for Our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Consultations Tatham Engineering Traffic Safety Task Force Manager, Operations Manager, Infrastructure and Capital Projects Attachments: Appendix 1 — Site Location - Line 15 North Hwy 12 to Bass Lake Side Road Appendix 2 — Option 2 - Directional Closures Appendix 3 — Example of chicanes Conclusion: Recognizing that the traffic calming pilot project on Line 15 North has not delivered the desired results (i.e. reduced traffic volumes and travel speeds), more restrictive measures have been reviewed to address ongoing traffic concerns in the area. The review completed by Tatham Engineering has identified potential options with respect to full closure, directional closure of Line 15 North and additional traffic calming. Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 5 of 9 Page 33 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... It is recommended that consideration be given to implementation of a directional closure of Line 15 North at Bass Lake Road as well as additional traffic calming along the Bass Lake Beach Area subject to consultation with emergency and public service providers and additional community consultation and a final recommended decision by Council. Respectfully submitted: Shawn Binns, PBDM, MBA Director, Operations and Community Services Approvals: Date: Andria Leigh, Deputy CAO, Director, Development Services Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 6 of 9 Page 34 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... Appendix #1 — Site location Line 15 North — Hwy 12 to Bass Lake Side Road 7 T- sitf 7�4 .ram .e� -,. ................................ ......................... . ... Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 7 of 9 Page 35 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... Appendix #2 — Directional Closure Options Option 2a. Directional Closure on Line 15 North at Bass Lake Sideroad tig Option 2b. Directional Closure at Highway 12 Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 8 of 9 Page 36 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... Appendix 3 — Example of chicanes Chicanes use physical roadside features end° pros that force lateral shifting of driving paths -Narrow chicanes may and can narrow roads as well, reduce traffic volumes and traffic noise as a result .! 4, Con may be confusing for people with vision loss Narrow chicanes may divert traffic volumes to other streets Most Beneficial Context Local(one-way.two-way). collector(two-way only).and r Traditional!Village F Mainstreets sou e.City of Ottawa Traffic..,Ming ign Guidalines Temporary chicane installation Operations and Community Services March 23, 2022 Report No. OCS 2022-10 Page 9 of 9 Page 37 of 374 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... � AW o I � r 1�1 i .8 a 7`A `W 1 _ _ z O 4 W G z °C - o s � Z � � N LA _ � o N i Z w M O � ti Page 38 of 374 • • _O U c6 O U i 7D � U � � s ,10 b OCS2022-10 ~ ctor, Operations and C mmunity rvic... i 9 n� I67 «rs Mk is mil` i Imo_ f ` ' w 4. I6 m � s L [� (A o Y . C 0 4 aJ F� N V 1 Oc 202274-Qm�.h, irector, Operations and Community .».� 1. T � + lz Ora Vt- V r`• i t. k 3� CS2022- 0, Shawn Binns, Director, Operations and Community Servic... I _ 11 � 11 1 ■ M (n a MI age 42 of 374 -Operations and Community Servic Am 47 lo - _. axle► __r .� t��`, ,� 10.b) OCS2022-10, Shawn Binns, Director, Operations and Community Servic... • Page 44 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer, and... Township of Report t.� Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-08 Council Shannon Johnson Meeting Date: Township of Oro-Medonte Asset Motion # March 23, 2022 Management Plan Roll #: R.M.S. File #: Recommendation(s): Requires Action IX For Information Only It is recommended that: 1. Report No. FI 2022-08 be received and adopted; 2. Council approve the Asset Management Plan for the Township of Oro-Medonte as required by the Province of Ontario pursuant to the Infrastructure for Jobs and Prosperity Act, 2015, and 3. That a copy of the Asset Management Plan be posted on the Township's website as required under the Infrastructure for Jobs and Prosperity Act, 2015 Background: During 2012, the Province of Ontario published "Building Together: Guide for Municipal Asset Management Plans" which supported Ontario municipalities in the development of asset management plans. Funding was also provided under the Municipal Infrastructure Investment Initiative to assist with the cost of developing the asset management plan. On May 1, 2016, the Infrastructure for Jobs and Prosperity Act, 2015 (the "Act") was proclaimed by the Province of Ontario which, along with Ontario Regulation 588/17: Asset Management Planning for Municipal Infrastructure (O.Reg. 588/17), establishes the requirement for Ontario municipalities to adopt asset management plans for core infrastructure (roads, bridges, water and wastewater management) by July 1, 2022, with asset management plans for remaining municipal assets adopted by July 1 , 2024. As required by O.Reg 588/17, the Township passed a strategic asset management policy in 2019 that provided a framework for asset management planning. The Township had previously prepared an Asset Management Plan in 2016. In order to be compliant with the requirements of the Act and O.Reg 588/17, Township staff Finance March 23, 2022 Report No. FI 2022-08 Page 1 of 4 Page 45 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer, and... commenced work on a revised asset management plan, with assistance being provided by KPMG LLP. Under O.Reg. 588/17, the asset management plan requires Council approval by way of a Council resolution. Analysis: The asset management plan has been prepared in accordance with the Province's requirements for asset management planning and includes: • A summary of core municipal infrastructure assets (roads, bridges and culverts, water), along with information concerning asset age, historical cost and replacement cost; • A condition assessment and description as to the approach adopted for assessing the condition of core infrastructure assets; • A description of the current level of service provided by the Township as outlined by O.Reg. 588/17-1 • An assessment of the Township's anticipated life cycle maintenance requirements over a ten year period, based on the Township maintaining the current levels of service; and • An indication as to how the ongoing growth of the Township is considered in the asset management plan. As identified in the asset management plan, the estimated replacement value of the Township's core infrastructure assets is $436.0 million, the majority of which ($364.4 million or 84%) relates to the Township's municipal road network. While the results of the condition assessment indicate that the Township's assets are, on average, in good condition, certain assets are in poor condition, reflecting the deferral of their replacement/rehabilitation upon reaching the end of useful life. As identified in the asset management plan, the Township is expected to require between $67.6 million and $122.2 million for lifecycle maintenance activities relating to roads, bridges and culverts and water over the next ten years. While the asset management plan addresses core infrastructure only, the analysis undertaken has included other asset categories as well (e.g. fleet, facilities) in order to assist with future budgeting, forecasting and asset management planning activities on a corporate-wide basis. Pursuant to O.Reg. 588/17, the Township is required to prepare an asset management plan for other non-core assets by July 1 , 2024. Financial / Legal Implications / Risk Management: While the Township's core infrastructure is considered to be in a good condition on average, specific components of its core infrastructure are approaching or are at the end of their useful lives. Currently, the Township's annual funding for maintenance and capital replacement of core infrastructure is not sufficient to meet its requirements and as a result, maintenance and replacement requirements are necessarily deferred, resulting in an increasing infrastructure deficit, continued deterioration of its core infrastructure assets and the potential for reduced levels of service for residents and other users. Finance March 23, 2022 Report No. FI 2022-08 Page 2 of 4 Page 46 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer, and... While the Township can defer lifecycle maintenance activities to a certain extent, this will increase the risk of asset failure which, in some cases, can result in a significant impact on service levels (e.g. failure of a bridge or culvert). The challenges associated with securing sufficient financial resources for lifecycle maintenance and asset management activities are also compounded by the current pricing pressures resulting from inflation and other supply-side problems resulting from the pandemic. As noted in the asset management plan, the year-over-year change in the non- residential construction price index (2021-2022) was 6.9%, with the expectation of continuing price pressures into the near future. As a result, the deferral of lifecycle activities, in addition to the potential for affecting service levels, is expected to increase costs for the Township, further challenging the ability to meet lifecycle requirements within the amount of the budgeted allocations. The Township's 2023 budget process will incorporate the results of the asset management plan, including strategies for addressing the identified lifecycle maintenance requirements. Policies/Legislation: Strategic Asset Management Policy July 1 , 2019 Infrastructure for Jobs and Prosperity Act, 2015 Ontario Regulation 588/17: Asset Management Planning for Municipal Infrastructure Corporate Strategic Goals: Prepare for Our Future - Develop a Sustainable Financial Strategy - Establishing a Sustainable Approach to Servicing and Infrastructure Consultations: Senior Management Team Oscar Poloni, KPMG LLP Attachments: Township of Oro-Medonte Asset Management Plan Conclusion: The Township maintains a significant portfolio of assets that are essential in providing services to residents of the community. While recognizing the importance of balancing the Township's financial requirements with affordability, the Asset Management Plan demonstrates both the significance of the infrastructure requirements facing the Township and the implications for service levels in the future if the deferral of lifecycle maintenance activities continues. Finance March 23, 2022 Report No. FI 2022-08 Page 3 of 4 Page 47 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer, and... The Asset Management Plan represents only a component of the overall planning for asset maintenance and replacement for the Township, with the 2023 budget process identifying potential strategies for addressing the Township's financial requirements for asset management planning. On the basis of the above, it is recommended that Council formally approve the Asset Management Plan for core infrastructure assets as required by O.Reg. 588/17. Approval of the plan does not commit the Township to future budget decisions or future financial strategies. Respectfully submitted: Shannon Johnson, CPA, CGA Chief Financial Officer / Treasurer Approvals: Date: Andria Leigh, Deputy CAO/Director, Development Services March 16, 2022 Finance March 23, 2022 Report No. FI 2022-08 Page 4 of 4 Page 48 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... 10011111011100 . • . • o 1 • • • 70 ' 1 • • • • .. 1 Co • LO • . . 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... 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L •C 00 o -I.- cU CL °� L o ai (D co o > � � (D � 0 n o = � � � L -0 5 co (6 CON N N Cr(6 U L O ._ co E OIf CU N 0 � U O U N L >+ D N � N N L U o 70 N co -0 4-0U C� "= U to � O CL :CD ; 2 W♦ U 6 N C Q > 70 NN E co E N E CO n, N N O W C) a N > (D D co U U L 0) ' L O O O o coO N L O O CU 0 L Q 0 O Ln -0 CO O U CU 0 - 0 C "= U EU 5 co Q -0 O U 6 U O L o O 0) C: >+ a L N U N (6 >+ to U Q — N O OA _ _ ♦ ) 0N QOU � O♦A N Q � -0 (�N � � O C: N N U O W U O — O - OU N N v O � p O O N N N U 4-0 � � Q N � O • L E O 7 � �_ �+ �+ •5 4-0 "-' O �• U U >% C: (6 .� UNN OU) p OO "O� 0 (6'� O �O Ln O N U � Q 0 U 0 Q O Q -0 N C: O > Q E O N 4—I N N L (6 U U O N N co >, =) O 0 Q— Page 56 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... • . • 0 Alto, 70 a 1 • • • • 1 4-• • C/) • 1CU C: • CU Page 57 of 374 10.C) F|2022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and.. 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S � R � $ . \ r R o R \ r U $ $ / k R 0) C � ' CU . a) Q - / \ � 0- -0-0 � 2 : § -� O 70 C)) \ QL 0) g q � � \ O O � CU 72 72 % O ) @ @ E E E ( O k / / \ k ' y y -0-0 R m 5 E E v h co � q '& $ 7@ @ •E $ C �p » % % o • _r_ •N E � .> o @ @ m § @ % ) § § � 6 _ E _� � S k _ • ) ) � � �� � @ C / / / ® C m $ Cn t o e e '�EZ @ Cn 4-0 E _ 2 » » $ -0 CL $ .g m ® E O -0 '� •� $ > E : _� 70 o 0 § 0 G - $ 0 0 - LL 0- =3 LL 0- ECr C)) Cn 0 k � > C (n C $ % m $ k .C: O .g 204 CL o ._ - $ $ 2 2 7 2 0 � 0 k 0 00 � _ .. 0 (C) 00 0 90 .. Q U % U . 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E N 0) L +` O Cn 0 O U QQN O N •"= L � � U C N O c6 U O i O � U N c6 N N N L L+ Q C: N Cn c.) 'U U � U L CU O '� �, Q L O � O V N fn � O N O O O O Q_ N L _ Cl) « L (� N O `� t5 E ( 0 U a 0 0 , .� O U N � c6 O) � i "r 0) -r .- N U 0 c�oao C JCL � C a� -0 2) � (U c� Co ) � E 0 — a � � a�i .C � z � Q U �' N i N � N N � H c6 uj O O � 0 N O N 4 Q O CD V N U c6 N c6 W � N O O N CD ' Q CD O L U N �+ � -I.- > O O '� — E c� 0- E ca o o O co o cn 0) a� � � � �_ (D (U (D a' w0 E- o Cn � ai aQi O E Cn C = � 0 � � o o � Q � � 0 = 0 0 a� � a� CD -iM � oo � 0Cn 0 c60 Ea� 0a . � � � > (U -0 (D o � � � E � � � >, 0) o � � Cn70 � ( � Q '� � c� Qom to U N 0) O N O O 0 N >+ .L � O > f` Z � U � 2) c6 c6 -C 0 N a)Cr .— § N Cn �CU c: q: � 0 0 v C O N Q N `� N cn cc) Ecu a) o) -- -0 CU 0 Cn -0 — w It: = ��a) L) - .�? � OU E S N Cn (6 O 0O O 0 N N N U -FU H N < ^ N a) O Page 73 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... 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N N N L L �_ i= ~ (B .> E -0O � U ++ CL N Q C C cu W (DN V fA U a) L to C: F) .S (6 In N co Cfl I� 00 O O , i U E (6 U < ) N N N N N N N N N N (D (D — C L O Page 74 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... N � O U U >' (� Cn :3 (6 U N O 0 U q: U N •� � L (6 Q C U N p N U O C U O O O L W CI) C♦ E j O 0) W U (6 � (6 N 0 N 0) Q � �O C. N 15' Cr (D =3 to — N M "' V i W > > O > >+ (6 U � U N Q � .� U fA S N C Q (6 fn fn (6 O U U OC O O C: U H - 4E 4E N _ L � C L � _� a- U i -1 O 0 A♦ E X O \V N O 0 O E 0 0 . - ++ 0 N O U U � L U N O) N 7 • U C� � U '^ �_ O > (�, 42 O U O U 5 O O Cn N G N O U - 4-0 N C U E c 0 A` U W C i (D � O q O .S E O c L f� N w -0 C ♦^ _ A 4-0 O M M � -0 L Q O U U H .n O N Page 75 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... • . • 0 Alto, 70 a 1 • • • • 1 4-• .4..j C • • 1 ► 1 C: C: P..j Page 76 of 374 10.C) F|2022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and.. � ~ \) O ! E Q. � .� % !/! R E Q 0 6 ® � � E � co.g � o @ m 5 C) t � � 8 �a � � @ % q6CC � Cl) E O @ @ m g $ $ co � @ R \ .> C $ ; $ > � 5 R U R � $ � \ $ C) $ Lo $ -1 C: a) , 0 2 @ � .> p % 7 a) O QL � Q- � (U >% m $ $ R % .o) � . !E .E p E E ._ $ @ co ,d 5 � .E m E $ D m 0 •Q $ _ $ �$ S \ % ® � $ o � CO � w \ § O % ( � � $ z % Cp % (D Co CO .- -Q CU co co 0 (D W � , 2 co @ � 6 4 ® - 2 � $ @ R $ 4 r m 4 $ '� � O 6 ( Cy) M $ K 2 0 CL 2 p E $ U) p o 70 $ a) C O � (1) S @ R 0 $ _ @ �: p � _ � � � U (UCl) U k o g 6- 70 C QL � @ O - k w m % � m % ¢ > R � (D (D � 2 O p O (D ' c: c: (D $ 0 p E 0 U p t $ � $ 0- \ Q $ Q m R O C Page 77 O 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... O &_ LO N LO co ti 'IT LO N • O O O 'RT 'RT (D N • � .. LO M co 0) LO ti LO O F 114 N M O M O O L M Cfl M O • In (O 0) 00 (O N O M • (O M O O I- Ln O 00 — qt I` IT N N M O (O O (O N V In 00 O (O (O 00 0) 00 N . • Ln Il- N 00 M O (O (O I` .• EA EA EA EA 0 0 O • o 0 0 0 0 0 0 o N • co U1 Il- 00 00 L0 00 C O /�\ W 4 C a3 7 00 I� M 00 M 0) N N N m a3 O U) O a) Z) 4- O O 00 I- O 00 O -0 L0 — M M M O `^ U i a3 U O ■ Ln i C O O }I a) M 0 -0 V � LO LO — E N O M E 4-0M M M M 00 N � LO m W � � vi o LO LO o 0 0 0 0 w` y LO N N 00 00 00 LO 00 N = c 0 CU C as G 0 • In p > }+ _ i E c L � Ea) a a> o ° mU^ E o a U) U U ? C a)> L ' H Page 78 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... M L > �tiZ 2 o o L O U Q O O Q L !E FD L3 to O N � � �_ C o 0 0 o N Nam ~ U U _O � N N N (6 � Q "r O O Q > o o C L — O .L 'L ' O O O Ln L � (D L 0 C O (6 � N O � o � `� 10 O N N o 0 0 0 0 •L L U Q O ?� O O N E C > • o 0 m � Q H O CO CD CD ( O 0 • V 0 C _ Q .� C a L) L . o 0 o V Cn (6 U to C -0 co coN O N N D -I.- L M C: Cn (6 � OU C 0 �O C: }j O 0) 0) L CD N C— O to NCY)0 0 U ^` w -0 N U VJ U L � L N >O O >_ (6 � 0 w O � L O O m y+ O Q N N N L Q U0 � j Cr (6 ++ -- O N 0) o o � cn a) N L t!� O N c U1 m -.0' CD C N F'- 0) 0) _a (D N N 0 o ! o a�i .> O O _ 0 '> 2! Lo N J ((D _ 00 0L)0 0 L♦^ CO O �O ) N L Page 79 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... N U) ) Q U) U) cu f a ) U) C) 3 0) m .C E ~ cu > N O C (B E U) L Z U) a..1 U) L L C (B cu O) CU O Q O cu E L E C- ca N (B U (n U) ?j •E ) a) ?j L T U) U) Q O L C Q U) 0 U) U) E U) O c ?-IO O OC U CO + O+ O (0 cCO0 O U) O — O O "a - U) U) U) > OO U cu N +— > L V O O � UJ cu c o U) p = U) co 4? � U) > 0 C C) -C "0 O O U) — O O O N_ C) U) 2 2 0 E � � ) C � cu 0 U) O U U) O _0) c0 U) O - U U) E X co U ) 0 �+ � U) 22 � � Q' O N a) X O O O U) O OL � O U) cu cu co E v 0- L a co Q E 0 -0 V a) a 0 p a) E o CU -0 � + Q +-' C +J LI + U) 0 co U) O O a) co U) C V N cu C (Oj C C cU U ° L = L U a o a U L cu La a_ U)_O _ OWU) _ _ —CLLU) cu L LU) U) I H�O U • • • • C L C C) — L —c a) co p CC c E L +C O n L U+)O L -0 M 0) O O O O E U a)E o C > c EUUU2 2a U) U) U) U U U) L 0 O O L L a) O • • • • • Q LL 0— C- U) O L � C `a) E a) c0 > U ` L cB > c0 + U) C Y •C L cu cu I U) '> C c0 C c0 c0 L � C cu O o E C co L U) U) U) U) C L co 4-0 2- Q 7 co U) � U) E —O C— C C a U c0 O O } N C 7 C cU Q M U ♦ E E a) E ccu c� 0 �' C \V a) a) E L o O E +� +� L O +J O O U) O O >j E O U) U) E U) "O �� L C L }U) a) cu a) � a) L O >, O O O O L O L O L U) L C L U) L O L O O C a) Q U) Q Q- U) U) •U) 0 �j }� O y co > > p > L 0 0 cu Uri Uri � ? °) > °) co °) a) E C E L Q L O O O CU - O C U) U U) Q Q +_ U) Lp Q Q C O L C - E L E O O O O U - 0 O > U) U U) co U a) 0 aF O O p) p) O cB - O -- 4/ N O —O O O C C U) Q U) U) (D = .Q'� 'Q' .Q' L L E u) c E E > U U U U U) U) 7 C 7 O O L U) U) U) Q Q C U E C Q L L C U) U) U) O a) E U Q OU O CU U Page 80 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... 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EA EA EA EA 4—/ I I I I I I I I I I CUCn y-+ (6 � O N O O • _ 5 • N i O I I I 00 I I (o 00 • � N N }0 07 N �' rn M o • W = EO rn � (flLn N W OO E I .• � • M Efl fA O 0 `-- 00 N (O I- M • O O O V OO O — (O .• OO • O Lo ({} EA .� 70 � O 4—I N 7 W i N ♦^ .� E 0 N ♦A E E- � A � � O in U Q N N N N N N N N N OM O O O O O O O O O O • Q Q (D =; N N N N N N N N N N L Q Page 82 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... • . • 0 Alto, • • 1 , • 4-0 Cn 0 U) • Page 83 of 374 10.c) F12022-08, Shannon Johnson, Chief Financial Officer/Treasurer; and... 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(V N I M � 00 � m N M (O !- r M O • 00 r O 0 (O !- M LO 00 N N M In O M LO M N M LO O N 69 64 69 69 6). 69 ER 69 m J t0 O N M e4 N I I I I M I • Y • (O r ' • s N N O 00 3 It r— I N M N • m 69 64 69 69 � _ m E I I I I I I I I I I • 0 E d • a d `o I I I I I I I I I 0 N N m O /\ • N d W 0 J m I I I I I I I I I r `o > E � w N N O 2 E ° l� E a E � °c m O I I I ao ao • `�am s U OM O N • d O M (O 00 O • Y E9 (V a � 69 E9 E9 69 w� `m 3 • I I I I I M O� I E EE �J C O (fl Ln s d �' ' • O 00 N •• -° E O • co 669 6M9 O N E9 a (�N CLDW > r I (O M 00 r N (O I, • N N V C cl Cy O t0 d N OD N • OO a V 69 64 69 69 64 V �J L_ V J W , N M It LO O !- D A O v/J O O O O O O O O O • Q N N N N N N N N N N Page 96 of 374 10.C) F|2022-08, Shannon Johnson, Chief Financial Officer/Treasurer, and.. 7 % 2 § k = a = m = 0 / CL/ / / / k \ /\ 0 7 » @ % CU � \ � 2 E E o 5 t @ o / 7 f 2 o s » 3 2 % q CUg ± E 2 e ± § / § ± ( U Ln CU (n0C \ / E E e # R ® ± a) f / E o a)@ M % - o [ > 2 \ § R 2 �/ % / CU 7 ° § E - CUe / / � 0 0 \ \ 7 \ ƒ \ \ 7 fCU � CU \ \ \ \ k ƒ 0 CU = 0 2 § / E 2 = o % m ƒ \ 2 2 C f > g / \ \ \ 0 \o CU 76 0 mo � & \ 7 / \ k \ \ 7 ± § a) \ \ U \ / � \ / / o � 2q � % CUf = o k 0 E } ) " g /_ ) _ CU�\ / # \ % / -J \ CU > k :\ ( � E ) / / � / ƒ > m '- } \ § e E \ [ \ A = a) $ / CU 2 3 7 / \/ � > 0 A = = o •- o O g \ / / / § Page 97 0 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Township of R 0 Report Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-07 Council Derek Hnatiuk Meeting Date: Motion # March 23, 2022 2020 Draft Consolidated Financial Statements Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: • That Report No. FI2022-07 be received and adopted; • That Council approve the draft consolidated financial statements of the Corporation of the Township of Oro-Medonte for the fiscal year ended December 31, 2020; and, • That Staff proceed to publish the final audited consolidated financial statements for the fiscal year ended December 31, 2020 upon receiving the Independent Auditors' Report. Background: The purpose of this report is to obtain Council's approval of the 2020 financial statements and to obtain Council's direction to publish the audited financial information as required by the Municipal Act (the Act). 2020 Consolidated Financial Statements (hereinafter "financial statements") This report and its appendices are prepared in accordance with the Act as follows: • Section 286 (1) requires the Treasurer to report the financial affairs of the municipality to Council. • Section 294 (1) requires a municipality to prepare, for each fiscal year, annual financial statements in accordance with generally accepted accounting principles (GAAP) for local governments as recommended, from time to time, by the Public Finance March 23, 2022 Report No. F12022-07 Pagel of 8 Page 98 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Sector Accounting Board (PSAB) of the Chartered Professional Accountants of Canada (CPAC). • Section 296 (1) requires a municipality to appoint an auditor, licensed under the Public Accounting Act, who is responsible for annually auditing the accounts and transactions of the municipality and expressing an opinion on the financial statements based on the audit. By-law 2021-025 was adopted by Council on March 10, 2021 that appointed Baker Tilly KDN LLP, Chartered Accountants as the municipal auditor for the fiscal years 2020, 2021 , and 2022. PSAB issues recommendations and reporting requirements that serve the public's interest by strengthening accountability in the public sector through the development, recommendation, and acceptance of accounting and financial reporting standards. The financial statements reflect the financial position of the Township, the operating results, and how the Township financed its activities and met its cash requirements. Additionally, the financial statements confirm that the resources were obtained and used in accordance with the budget approved by Council. The Township engaged the external audit firm Baker Tilly KDN LLP, Chartered Accountants to audit the financial statements as at December 31, 2020 and their accompanying notes to financial statements (notes). The notes comprise a summary of significant accounting policies and other explanatory information. The audit was conducted in accordance with Canadian Generally Accepted Auditing Standards to obtain reasonable assurance as to whether the financial statements are free from material misstatement. Finance March 23, 2022 Report No. F12022-07 Page 2 of 8 Page 99 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Analysis: Highlights from the Consolidated Financial Statements for year ended December 31, 2020: • Unqualified audit opinion —financial statements are free from material misstatement • Net financial assets $ 11 ,724,488 (2019 - $ 6,380,545) • Annual surplus (revenues less expenses) $ 5,444,843 (2019 - $ 3,860,409) • Additions to tangible capital assets $ 7,279,606 (2019 - $ 12,328,280) • Grants received $ 2,556,413 (2019 — $ 2,516,057) • Developer contributions earned $ 373,849 (2019 - $ 1,111,548) • Budget Contingency reserve $ 2,453,924 (2019 - $ 1,824,645) • Annual Debt Repayment Limit (available) $ 5,595,887 (2019 - $ 4,686,670) Consolidated Statement of Operations Budget Actual Actual 2020 2020 2019 Revenues 30,498,262 32,134,327 30,983,458 Expenses 27,685,956 26,689,484 24,472,345 Net revenues 2,812,306 5,444,843 6,511,113 Other: Loss on sale of 20% airport interest (2,650,704) Annual surplus 2,812,306 5,444,843 3,860,409 Consolidated Net Assets 2020 2019 Total financial assets 35,131 ,580 30,643,928 Total liabilities 23,407,092 24,263,383 Net financial assets 11 ,724,488 6,380,545 Finance March 23, 2022 Report No. F12022-07 Page 3 of 8 Page 100 of 374 10A) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Consolidated Cash, Cash Equivalents, and Investments 2020 2019 Cash and cash equivalents 16,279,170 13,164,695 Investments (1 — 5 years) 10,041,916 9,624,917 Total 26,321 ,086 22,789,612 The total is comprised of unrestricted and restricted amounts as follows: 2020 2019 Unrestricted 20,673,727 18,724,936 Restricted — obligatory reserve funds 5,647,359 4,064,676 Total 26,321,086 22,789,612 Consolidated Receivables 2020 2019 Taxes receivable 5,600,324 5,215,817 Trade and other receivables 3,210,170 2,638,499 Total 8,810,494 7,854,316 Finance March 23, 2022 Report No. F12022-07 Page 4 of 8 Page 101 of 374 10A) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Consolidated Liabilities 2020 2019 Accounts payable, deposits and 9,989,327 11,552,275 other current liabilities Deferred revenue — obligatory 5,912,975 4,064,676 reserve funds Long-term liabilities 7,504,790 8,646,432 Total 23,407,092 24,263,383 Breakdown of Obligatory Reserve Funds: 2020 2019 Development Charges Act 3,224,185 2,226,470 Recreational Land 1,064,918 202,425 Main Street Revitalization 1,947 45,576 Gas Tax Allocation 442,543 807,204 Building Code Act 913,766 783,001 Total 5,647,359 4,064,676 Consolidated Tangible Capital Assets 2020 2019 Tangible capital assets — net 84,841,302 84,766,210 Finance March 23, 2022 Report No. F12022-07 Page 5 of 8 Page 102 of 374 10A) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Accumulated Surplus 2020 2019 Invested in tangible capital assets (net) 76,571 ,512 76,119,778 Surplus — Township 2,092,089 527,315 Reserves and reserve funds 18,638,694 15,210,359 Total 97,302,295 91 ,857,452 Breakdown of Reserves and Reserve Funds set aside by Council for specific purposes: 2020 2019 Acquisition of capital assets 6,543,103 4,775,632 Working funds 5,365,572 3,658,660 Water systems 5,910,722 6,190,836 Community halls 77,118 88,107 Insurance 742,179 497,124 Total 18,638,694 15,210,359 Financial / Legal Implications / Risk Management: Financial implications discussed above. Policies/Legislation: Municipal Act, 2001 (Ontario) Section 286 (1) Section 294 (1) Section 296 (1) Corporate Strategic Goals: Prepare for Our Future Finance March 23, 2022 Report No. F12022-07 Page 6 of 8 Page 103 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Consultations: • CFO / Treasurer • Audit Partner, Baker Tilly KDN LLP Attachments: Appendix A— Draft Consolidated Financial Statements and Accompanying Notes Conclusion: It is recommended that: • Council approve the draft consolidated financial statements of the Corporation of the Township of Oro-Medonte for the fiscal year ended December 31,2020 • Council authorize Staff to publish the final audited financial statements for the fiscal year ended December 31, 2020 upon receiving the Independent Auditors' Report. Respectfully submitted: Derek Hnatiuk Deputy Treasurer/ Manager, Finance Approvals: Date: Shannon Johnson, Treasurer / CFO March 17, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 17, 2022 Finance March 23, 2022 Report No. F12022-07 Page 7 of 8 Page 104 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... APPENDIX "A" Draft Consolidated Financial Statements and Accompanying Notes Finance March 23, 2022 Report No. F12022-07 Page 8 of 8 Page 105 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2020 Page 106 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2020 TABLE OF CONTENTS Page Number MANAGEMENT REPORT INDEPENDENT AUDITOR'S REPORT CONSOLIDATED FINANCIAL STATEMENTS Statement of Financial Position 1 Statement of Operations and Accumulated Surplus 2 Statement of Change in Net Financial Assets 3 Statement of Cash Flows 4 Notes to the Financial Statements 5 - 15 Schedule of Tangible Capital Assets 16 Schedules of Segment Disclosure 17 - 18 Page 107 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE For The Year Ended December 31, 2020 MANAGEMENT REPORT The accompanying consolidated financial statements of the Corporation of the Township of Oro-Medonte are the responsibility of management and have been approved by Council. The consolidated financial statements have been prepared by management in accordance with Canadian Public Sector Accounting Standards. Financial statements are not precise since they include certain amounts based on estimates and judgements. When alternative accounting methods exist, management has chosen those it deems most appropriate in the circumstances, in order to ensure that the financial statements are presented fairly, in all material respects. The Township maintains systems of internal accounting and administrative controls of high quality, consistent with reasonable cost. Such systems are designed to provide reasonable assurance that the financial information is relevant, reliable and accurate and the Township's assets are appropriately accounted for and adequately safeguarded. The Township's Council is responsible for ensuring that management fulfills its responsibilities for financial reporting and is ultimately responsible for reviewing and approving financial statements. Council reviews and approves the Township's financial statements for issuance to the members of Council, inhabitants and ratepayers of the Corporation of the Township of Oro-Medonte. Council meets periodically with management, as well as the external auditor, to discuss internal controls over the financial reporting process, auditing matters and financial reporting issues, to satisfy themselves that each party is properly discharging their responsibilities and to review the financial statements and the independent auditor's report. The consolidated financial statements have been audited by Baker Tilly KDN LLP in accordance with Canadian generally accepted auditing standards on behalf of the Township. Baker Tilly KDN LLP has full and free access to Council. March 23, 2022 Mayor Treasurer Page 108 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... INDEPENDENT AUDITOR'S REPORT To the Members of Council, Inhabitants and Ratepayers of the Township of Oro-Medonte Opinion We have audited the consolidated financial statements of the Corporation of the Township of Oro- Medonte (the Township), which comprise the consolidated statement of financial position as at December 31, 2020, the consolidated statements of operations and accumulated surplus, change in net financial assets and cash flows for the year then ended, and notes to the consolidated financial statements, including a summary of significant accounting policies. In our opinion, the accompanying consolidated financial statements present fairly, in all material respects, the consolidated financial position of the Township as at December 31, 2020, and the results of its consolidated operations and its consolidated cash flows for the year then ended in accordance with Canadian Public Sector Accounting Standards. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Consolidated Financial Statements section of our report. We are independent of the Township in accordance with the ethical requirements that are relevant to our audit of the consolidated financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Other Matter The consolidated financial statements of the Township for the year ended December 31, 2019 were audited by another auditor who expressed an unmodified opinion on those statements on February 24, 2021. Responsibilities of Management and Those Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of the consolidated financial statements in accordance with Canadian Public Sector Accounting Standards, and for such internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error. In preparing the consolidated financial statements, management is responsible for assessing the Township's ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate the Township or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the Township's financial reporting process. Page 109 of 374 10A) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... Auditor's Responsibilities for the Audit of the Consolidated Financial Statements Our objectives are to obtain reasonable assurance about whether the consolidated financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these consolidated financial statements. As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: • Identify and assess the risks of material misstatement of the consolidated financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Township's internal control. • Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. • Conclude on the appropriateness of management's use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the Township's ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the consolidated financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditor's report. However, future events or conditions may cause the Township to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the consolidated financial statements, including the disclosures, and whether the consolidated financial statements represent the underlying transactions and events in a manner that achieves fair presentation. • Obtain sufficient appropriate audit evidence regarding the consolidated financial information of the entities or business activities within the Township to express an opinion on the consolidated financial statements. We are responsible for the direction, supervision and performance of the group audit. We remain solely responsible for our audit opinion. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. Chartered Professional Accountants Licensed Public Accountants Peterborough, Ontario March 23, 2022 Page 110 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED STATEMENT OF FINANCIAL POSITION At December 31, 2020 2020 2019 FINANCIAL ASSETS Cash (note 2) 16,279,170 13,164,695 Investments (note 3) 10,041,916 9,624,917 Trade and other receivable 3,210,170 2,638,499 Taxes receivable 5,600,324 5,215,817 TOTAL FINANCIAL ASSETS 35,131,580 30,643,928 LIABILITIES Accounts payable and accrued liabilities 9,753,423 11,308,397 Deferred revenue - obligatory reserve funds (note 8) 5,647,359 4,064,676 Deferred revenue - other 265,616 - Long term debt (note 9) 7,504,790 8,646,432 Employee future benefits payable (note 5) 235,904 243,878 TOTAL LIABILITIES 23,407,092 24,263,383 NET FINANCIAL ASSETS 11,724,488 6,380,545 NON-FINANCIAL ASSETS Tangible capital assets (note 7) 84,841,302 84,766,210 Other current assets 404,571 422,923 Prepaid expenses 331,934 287,774 TOTAL NON-FINANCIAL ASSETS 85,577,807 85,476,907 ACCUMULATED SURPLUS (note 10) 97,302,295 91,857,452 The accompanying notes are an integral part of these financial statements 1 Page 111 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED STATEMENT OF OPERATIONS AND ACCUMULATED SURPLUS For the Year Ended December 31, 2020 Budget Actual Actual 2020 2020 2019 (Unaudited) REVENUES Property taxation 21,813,820 22,071,567 20,087,045 User charges 4,405,208 5,310,544 5,276,456 Province of Ontario 1,725,816 2,284,010 2,521,326 Other municipalities 127,000 88,443 124,359 Penalties and interest on taxes 615,625 611,021 644,827 Investment income 220,000 379,393 524,423 Donations - - 34,051 Developer contributions earned 575,293 373,849 1,111,548 Parkland fees earned 2,500 2,500 21,423 Federal gas tax earned 1,013,000 1,013,000 638,000 TOTAL REVENUES 30,498,262 32,134,327 30,983,458 EXPENSES General government 5,056,222 5,302,874 4,041,466 Protection services 7,501,432 6,883,543 6,641,346 Transportation services 8,718,242 8,202,159 7,872,687 Environmental services 3,289,046 3,138,376 2,563,525 Recreation and cultural services 2,070,798 2,121,254 2,337,676 Planning and development 1,050,216 1,041,278 1,015,645 Loss on sale of Lake Simcoe Regional Airport Inc. interest - - 2,650,704 TOTAL EXPENSES 27,685,956 26,689,484 27,123,049 ANNUAL SURPLUS 2,812,306 5,444,843 3,860,409 ACCUMULATED SURPLUS - beginning of year 91,857,452 87,997,043 ACCUMULATED SURPLUS - end of year 97,302,295 91,857,452 The accompanying notes are an integral part of these financial statements 2 Page 112 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED STATEMENT OF CHANGE IN NET FINANCIAL ASSETS For the Year Ended December 31, 2020 Budget Actual Actual 2020 2020 2019 (Unaudited) ANNUAL SURPLUS 2,812,306 5,444,843 3,860,409 Amortization of tangible capital assets 4,267,391 4,605,111 4,267,391 Purchase of tangible capital assets (7,214,751) (7,279,606) (7,819,169) Loss on disposal of tangible capital assets - 364,690 103,390 Proceeds on sale of tangible capital assets - 2,234,713 - Change in other current assets - 18,352 (52,775) Change in prepaid expenses - (44,160) (20,386) Loss on sale of Lake Simcoe Regional Airport Inc. interest - - 2,650,704 Proceeds from sale of Lake Simcoe regional Airport Inc. interest - - 1,172,645 INCREASE/(DECREASE) IN NET FINANCIAL ASSETS (135,054) 5,343,943 4,162,209 NET FINANCIAL ASSETS - beginning of year 6,380,545 6,380,545 2,218,336 NET FINANCIAL ASSETS -end of year 6,245,491 11,724,488 6,380,545 The accompanying notes are an integral part of these financial statements 3 Page 113 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE CONSOLIDATED STATEMENT OF CASH FLOWS For the Year Ended December 31, 2020 2020 2019 CASH PROVIDED BY(USED IN) OPERATING ACTIVITIES Annual surplus 5,444,843 3,860,409 Items not involving cash Amortization of tangible capital assets 4,605,111 4,267,392 Loss on disposal of tangible capital assets 364,690 103,389 Loss on sale of Lake Simcoe Regional Airport Inc. interest - 2,650,704 Change in employee future benefits payable (7,974) 22,794 Change in non-cash assets and liabilities Trade and other receivable (571,671) (288,729) Taxes receivable (384,507) (301,597) Other current assets 18,352 (52,775) Prepaid expenses (44,160) (20,386) Accounts payable and accrued liabilities (1,554,974) (260,472) Deferred revenue-obligatory reserve funds 1,582,683 (128,785) Deferred revenue-other 265,616 - Net change in cash from operating activities 9,718,009 9,851,944 CAPITAL ACTIVITIES Purchase of tangible capital assets (7,279,606) (7,819,169) Proceeds on disposal of tangible capital assets 2,234,713 - Proceeds from sale of Lake Simcoe Regional Airport Inc. interest - 1,172,644 Net change in cash from capital activities (5,044,893) (6,646,525) INVESTING ACTIVITIES Purchase of investments (1,069,136) (6,622,342) Proceeds from matured investments 652,137 1,427,638 Net change in cash from investing activities (416,999) (5,194,704) FINANCING ACTIVITIES Debt principal repayments (1,141,642) (1,386,054) NET CHANGE IN CASH 3,114,475 (3,375,339) CASH - beginning of year 13,164,695 16,540,034 CASH -end of year 16,279,170 13,164,695 The accompanying notes are an integral part of these financial statements 4 Page 114 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 The Township of Oro-Medonte is a lower tier municipality in the Province of Ontario, Canada. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1. SIGNIFICANT ACCOUNTING POLICIES These consolidated financial statements have been prepared in accordance with the standards in the Chartered Professional Accountants Canada Public Sector Accounting (PSA) Handbook. Significant aspects of the accounting policies are as follows: (a) Reporting Entity These consolidated financial statements reflect the assets, liabilities, revenues and expenses and accumulated surplus of the Township of Oro-Medonte. All interfund assets and liabilities and revenues and expenses are eliminated. (b) Tangible Capital Assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. Initial costs for tangible capital assets that were acquired or developed prior to 2009 were obtained using historical cost information or using current fair market values discounted by a relevant inflation factor to the point of acquisition. The cost, less residual value, if any, of tangible capital assets is amortized on a straight-line basis, over the expected useful life of the asset, as follows: Land improvements 10-60 years Buildings 15-85 years Vehicles 3-40 years Equipment 5-40 years Infrastructure 6-100 years Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and are also recorded as revenue. Tangible capital assets categorized as assets under construction are not amortized until they are put into service. 5 Page 115 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 1. SIGNIFICANT ACCOUNTING POLICIES, continued (c) Recognition of Revenues and Expenses Revenues and expenses are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues in the period in which the transactions or events occurred that give rise to the revenue; expenses are recognized in the period the goods or services are acquired and a legal liability is incurred or transfers are due. Taxation Property tax billings are prepared by the Township based on assessment rolls issued by the Municipal Property Assessment Corporation (MPAC) and in accordance with the provisions of the Municipal Act, 2001. The Township's Council establishes the tax rates annually, incorporating amounts to be raised for local services, and amounts the Township is required to collect on behalf of the County and School Boards. From time to time property assessments are adjusted by MPAC through the reconsideration process or by the Assessment Review Board through the appeal process. Additional assessments, referred to as supplementary and omitted assessment can also be issued by MPAC in accordance with the Assessment Act. These adjustments and additional assessments are reported in the financial statements when amounts can be reasonably determined. The Township is entitled to collect interest and penalties on overdue taxes. These revenues are recorded in the period the interest and penalties are levied. Government Funding Government funding is recognized in the financial statements as revenues in the period in which events giving rise to the transfers occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made. Other Revenue User charges are recognized as revenue in the year the goods and services are provided, with the exception of building permits that are recognized when the permits are issued. Investment income is recorded when earned. Federal gas tax, development charges and parkland fees are recognized in the period in which the related expenditures are recorded. (d) Non-financial Assets Tangible capital and other non-financial assets are accounted for as assets by the Township because they can be used to provide services in future periods. These assets do not normally provide resources to discharge the liabilities of the Township unless they are sold. (e) Reserves and Reserve Funds Certain amounts, as approved by Council, are set aside in reserves and reserve funds for future operating and capital purposes. Transfers to and/or from reserves and reserve funds are an adjustment to the respective fund when approved. 6 Page 116 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 1. SIGNIFICANT ACCOUNTING POLICIES, continued (f) Deferred Revenue Deferred revenue represents grants, user charges and fees which have been collected but for which the related services have yet to be performed. These amounts will be recognized as revenues in the fiscal year the services are performed. (g) Use of Estimates Certain items recognized in the consolidated financial statements are subject to measurement uncertainty. The recognized amounts of such items are based on the Township's best information and judgment. By their nature, these estimates are subject to measurement uncertainty and the effect on the consolidated financial statements or changes in such estimates in future periods could be significant. The Township's significant estimates include: • The amounts recorded for amortization of tangible capital assets are based on estimates of useful life and residual values; • The values of employee future benefit obligations and the amount of employee future benefits charged to operations depend on certain actuarial and economic assumptions; and • The amount recorded as allowance for doubtful accounts receivable is based on management's estimate of future payments on receivable account balances. 2. CASH Cash consists of the following: 2020 2019 Unrestricted 10,631,811 9,100,019 Restricted 5,647,359 4,064,676 16,279,170 13,164,695 3. INVESTMENTS Investments, stated at cost, consist of the following: 2020 2019 RBC Dominion Securities 10,041,916 9,624,917 Investments consist of cash and fixed income GICs maturing between 2021 and 2026 earning interest at 1.20% to 4.859% per annum. Investments are recorded at cost which approximates fair market value. 7 Page 117 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 4. OPERATIONS OF SCHOOL BOARDS AND THE COUNTY OF SIMCOE During 2020, requisitions were made by the County of Simcoe and School Boards requiring the Township to collect property taxes and payments in lieu of property taxes on their behalf. The amounts collected and remitted are as follows: School Boards County Amounts requisitioned and remitted 9,855,363 13,990,642 These amounts have not been included in the Consolidated Statement of Operations and Accumulated Surplus. 5. EMPLOYEE FUTURE BENEFITS PAYABLE The Township pays certain post-retirement benefits for extended health benefits on behalf of its retired employees. The Township recognizes these post-retirement costs in the period in which the employees rendered the services. The accrued benefit obligation and the net periodic benefit cost were determined using a discount rate of 3.0%. The accrued benefit obligation at December 31, 2020 of $235,904 (2019 - $243,878) and the net periodic benefit cost were determined by management and extrapolated to 2043. Actuarial valuations will be prepared when there are significant changes to the workforce. 6. EXPENSES BY OBJECT The expenses for the year reported on the Consolidated Statement of Operations and Accumulated Surplus by object are as follows: Budget Actual Actual 2020 2020 2019 (Unaudited) Salaries and benefits 11,922,770 11,111,582 10,115,576 Interest charges 278,839 264,429 318,998 Materials 5,373,164 5,064,149 4,364,259 Contracted services 5,390,142 4,845,697 4,727,747 External transfers 453,650 434,865 574,985 Amortization 4,267,391 4,605,111 4,267,391 Loss (gain) on disposal of tangible capital assets - 363,651 103,389 Loss on disposal of Lake Simcoe Regional Airport - - 2,650,704 27,685,956 26,689,484 27,123,049 8 Page 118 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 7. TANGIBLE CAPITAL ASSETS The net book value of the Township's tangible capital assets are: 2020 2019 General Land 8,445,283 9,264,403 Land improvements 763,134 812,827 Buildings 11,420,371 9,792,343 Vehicles 6,234,015 5,283,717 Equipment 5,962,824 5,985,054 Infrastructure Infrastructure 50,977,727 49,616,380 83,803,354 80,754,724 Assets under construction 1,037,948 4,011,486 84,841,302 84,766,210 For additional information, see the Consolidated Schedule of Tangible Capital Assets. During the year there were no write-downs of assets (2019 - $Nil) and no interest capitalized (2019 - $Nil). Tangible capital assets allocated by segment are as follows: 2020 2019 General government 26,275,986 24,543,178 Transportation services 32,856,439 31,535,852 Environmental services 23,338,682 26,207,420 Protection services 1,111,326 1,162,096 Recreation and cultural services 960,810 1,028,599 Planning and development 298,059 289,065 84,841,302 84,766,210 9 Page 119 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 8. DEFERRED REVENUE -OBLIGATORY RESERVE FUNDS A requirement of the Chartered Professional Accountants Canada Public Sector Accounting Handbook, is that obligatory reserve funds be reported as deferred revenue. This requirement is in place as legislation and external agreements restrict how these funds may be used and under certain circumstances these funds may possibly be refunded. The balances in the obligatory reserve funds of the Township are summarized below: 2020 2019 Development charges 3,224,185 2,226,470 Parkland 1,064,918 202,425 Main Street Revitalization 1,947 45,576 Federal gas tax 442,543 807,204 Building Code Act 913,766 783,001 5,647,359 4,064,676 The continuity of deferred revenue -obligatory reserve funds is as follows: 2020 2019 Balance - beginning of year 4,064,676 4,193,462 Add amounts received: Development charges 1,371,563 598,393 Parkland 864,993 36,700 Main Street Revitalization 2,164 - Federal gas tax 648,339 1,288,722 Building Code Act 130,765 - 3,017,824 1,923,815 Less transfer to operations: Development charges 373,849 1,111,548 Parkland 2,500 21,423 Main Street Revitalization 45,792 10,680 Federal gas tax 1,013,000 638,000 Building Code Act - 270,950 1,435,141 2,052,601 Balance - end of year 5,647,359 4,064,676 10 Page 120 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 9. LONG TERM DEBT (a) The balance of long term debt reported on the Consolidated Statement of Financial Position is made up of the following: 2020 2019 Daimler financing loan, interest at 4.70%, repayable in blended monthly payments of$4,528 to 2020 - 45,395 OIPC debenture, interest of 3.46%, repayable in blended semi- annual payments of$119,150 to 2020 - 232,255 OILC debenture, interest of 2.81%, repayable in blended semi- annual payments of$106,748 to 2021 209,080 412,406 OILC debenture, interest of 2.74%, repayable in blended semi- annual payments of$158,131 to 2024 1,190,486 1,468,404 OILC debenture, interest of 2.54%, repayable in blended semi- annual payments of$59,458 to 2026 657,927 758,217 OILC debenture, interest of 2.76%, repayable in blended semi- annual payments of$63,315 to 2027 801,041 903,438 OILC debenture, interest of 3.64%, repayable in blended semi- annual payments of$177,058 to 2038 4,646,256 4,826,317 7,504,790 8,646,432 (b) The long term debt in (a) issued in the name of the Township have been approved by by-law. The annual principal and interest payments required to service these liabilities are within the annual debt repayment limit prescribed by the Ministry of Municipal Affairs and Housing. (c) The Township acts as a collection agency for the Province of Ontario for tile drainage loans for individual ratepayers. The value of these loans outstanding at December 31, 2020 is $57,420 (2019 - $70,705). These loans and the related repayments are not reported on the Consolidated Statements of Financial Position, Operations and Accumulated Surplus Change in Net Financial Assets and Cash Flows. (d) Interest paid during the year on long term debt amounted to $264,429 (2019 - $318,998). 11 Page 121 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 9. LONG TERM DEBT, continued (e) The long term debt reported in (a) of this note is repayable as follows: Principal Interest Total 2021 889,437 239,983 1,129,420 2022 700,646 215,277 915,923 2023 721,553 194,370 915,923 2024 743,097 172,826 915,923 2025 446,870 152,792 599,662 2026 and subsequent years 4,003,187 972,503 4,975,690 7,504,790 1,947,751 9,452,541 10. ACCUMULATED SURPLUS 2020 2019 Surplus/(Deficit) Township 2,365,616 787,836 Unfunded employee future benefits (235,904) (243,878) Community halls (37,623) (16,643) 2,092,089 527,315 Invested In Capital Assets Tangible capital assets - net book value 84,841,302 84,766,210 Long term debt (7,504,790) (8,646,432) Unfunded capital (note 19) (765,000) - 76,571,512 76,119,778 Surplus 78,663,601 76,647,093 Reserves Insurance 742,179 497,124 Water systems 5,910,722 6,190,836 Community halls 77,118 88,107 Acquisition of capital assets 6,543,103 4,775,632 Working funds 5,365,572 3,658,660 Total Reserves 18,638,694 15,210,359 97,302,295 91,857,452 12 Page 122 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 11. PENSION AGREEMENTS Certain employees of the Township are eligible members of the Ontario Municipal Employees Retirement System (OMERS), a multi-employer pension plan. The Actuarial Opinion contained in the 2020 Annual Report disclosed total actuarial liabilities of $113,055 million in respect of benefits accrued for service with actuarial assets of $109,844 million indicating an actuarial deficit of $3,211 million. Because OMERS is a multi-employer plan, any pension plan surpluses or deficits are a joint responsibility of Ontario municipal organizations and their employees. As a result, the Township does not recognize any share of the OMERS pension surplus or deficit. The Township's required contributions to OMERS in 2020 were $751,458 (2019 - $705,462). 12. BUDGET FIGURES The budget, approved by the Township, for 2020 is reflected on the Consolidated Statement of Operations and Accumulated Surplus and the Consolidated Statement of Change in Net Financial Assets. The budget established for capital investment in tangible capital assets are on a project- oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual amounts. Budget figures have been reclassified for the purposes of these financial statements to comply with PSA reporting requirements. Budget figures are not subject to audit. 13. CONTINGENCIES The Township, in the course of its operations, is often named in lawsuits the outcomes of which are indeterminable at this time. No amounts in connection with these items have been reflected in these financial statements. During 1991, the County of Simcoe assumed the waste management of the Township pursuant to provincial legislation. In connection therewith, the Township transferred the property and related assets utilized in its waste management activities to the County. The legislation provides for financial adjustments to be made between the Township and County with respect to the transfer of these activities, the property and related assets. Settlements were reached for the related assets in prior years. Negotiations remain unresolved and indeterminate regarding the landfill sites and gravel pit property. Settlements will be reflected in the periods in which the settlements occur. 14. GOVERNMENT PARTNERSHIP The Township of Oro-Medonte is one of eight partner municipalities in the Severn Sound watershed supporting the Severn Sound Environmental Association (SSEA). The Township of Oro-Medonte's pro-rata share of the accumulated surplus of SSEA for 2020 of $53,910 (2019 - $18,087) has not been consolidated in the financial statements. In 2020, the Township contributed $91,322 (2019 - $82,227) to the SSEA and this is reported in the protection services expenses on the Consolidated Statement of Operations and Accumulated Surplus. 15. COMPARATIVE FIGURES Certain comparative figures were restated, where required, to conform with the current year presentation. The restatement did not affect the prior year annual surplus. 13 Page 123 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 16. SEGMENTED INFORMATION The Township of Oro-Medonte is a municipal government organization that provides a range of services to its residents. Township services are reported by function and their activities are separately disclosed in the segmented information. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Certain allocation methodologies are employed in the preparation of segmented financial information. Taxation, payments-in-lieu of taxes and certain unconditional government transfers are apportioned based on each segment's net requirements. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in Note 1. For additional information see the Consolidated Schedule of Segment Disclosure. General Government General government consists of the activities of Council and general financial and administrative management of the Township and its programs and services. Protection Services Protection services include police, fire, conservation authority and protective inspection and control. Transportation Services The activities of the transportation function include construction and maintenance of the Township's roads and bridges, winter control and street lighting. Environmental Services The environmental function is responsible for providing stormwater, communal tile beds, water and wastewater services. Recreation and Cultural Services The recreation and cultural services function provides indoor and outdoor recreational facilities and programs and library services. Planning and Development The planning and development services function manages commercial, industrial and residential development within the Township. 17. MUNICIPAL SERVICE CORPORATIONS Pursuant to Ontario regulation 599/06 of the Municipal Act, 2001, the Township incorporated two new municipal service corporations: Oro-Medonte Holdings Corp. and Oro-Medonte Utilities Corp. on January 1, 2020. The corporations are currently inactive in contemplation of transfer of assets related to Environmental services in 2022. The new corporations will be responsible for the ownership, operation, maintenance and funding of the Township's drinking water, streetlights, stormwater management, communal tile beds and wastewater services. 14 Page 124 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer, Der... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS For the Year Ended December 31, 2020 18. UNCERTAINTY CAUSED BY COVID-19 In March 2020, the World Health Organization categorized COVID-19 as a pandemic. The potential economic effects within the Township's environment and in the global markets, possible disruption in supply chains, and measures being introduced at various levels of government to curtail the spread of the virus (such as travel restrictions, closures of non-essential municipal and private operations, imposition of quarantines and social distancing) could have a material impact on the Township's operations. The extent of the impact of this outbreak and related containment measures on the Township's operations cannot be reliably estimated at this time. 19. SUBSEQUENT EVENT Subsequent to the year end, the Township was approved for a $6,500,000 debenture from the Ontario Infrastructure and Lands Corporation for road and bridge work. The unfunded capital of $765,000 reported in note 10 will be funded from this debenture. The Township has until November 2022 to utilize the balance of this debenture and the repayment terms will be finalized then. 15 Page 125 of 374 10.d) F12022-07, Shannon Johnson, Chief Financial Officer/Treasurer; Der... 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Township of Report r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: FI 2022-09 Council Shannon Johnson, CFO/Treasurer & Robin Dunn, CAO Meeting Date: Subject: Motion # March 23, 2022 2022 Budget Recalibration and Schedule 2 — Allowable Roll #: Excluded Expense Analysis R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: That Report No. FI2022-09, 2022 Budget Recalibration and Schedule 2 —Allowable Excluded Expense Analysis be received and adopted. Background: On February 24, 2021 Township of Oro-Medonte Council approved the Township's first multi-year budget covering the budget years 2021 to 2022. The Multi-Year Operating and Capital Budget was approved at $46,199,466 with a two year average annual property tax levy increase from 2020 rates of 3.96%. When combined with the County of Simcoe approved tax increase of 2% and the education rate which is expected to remain neutral, residents can expect to see a 1.99% blended tax increase on their 2022 tax bill. For an average home in Oro-Medonte assessed at $500,000, the approved blended rate amounts to a $111.41 (Township $84.05 + County $27.36) increase over 2021 levels, or $9.28 per month. For every tax dollar spent: $0.49 is retained by the Township of Oro-Medonte (includes Policing); $0.30 goes to the County of Simcoe; and $0.21 goes towards Education. Finance March 23, 2022 Report No. F12022-09 2022 Page 1 of 8 Page 129 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... The Municipal Act, 2001 requires Council to review and readopt the budget for each year of the Multi-Year budget period. The annual recalibration process provides an opportunity to adjust the budget and provide flexibility for events or circumstances that require funding and resource adjustments. The intent is to adhere to multi-year Township plans and budgets that support them. The budgets are not intended to be opened up for a full scale review, only to consider adjustments when circumstances warrant that meet the established criteria contained in the approved Financial Controls, Multiple Year Budget and Reporting Policy. Financial Controls, Multiple Year Budget and Reporting Policy On January 12, 2022, The Township of Oro-Medonte Council adopted POL-FIN-011, Financial Controls, Multiple Year Budget and Reporting Policy to define the approach to be used for preparation of the multiple year budgeting and Council approval, recalibration, mid-year adjustments, and reporting processes. The six key elements outlined in the policy are as follows: • Distinction between Council's and Administration's (Staff's) Role • Multi-year business plan preparation and term of the multi-year budget (2 years) • Annual budget recalibration and update procedures • Operating and capital budget development and authority for mid-year budget changes • Guidelines for approving an average annual tax levy adjustment • Monitoring and reporting budget timelines In accordance with the policy, the annual recalibration process is intended to focus on 3 types of budget amendments: 1) New/Changed Regulation - A new or changed legislation or regulation with a financial impact to the municipality 2) New Council Direction - New Council directive with an impact to the municipality 3) Cost/Revenue Driver - A corporate or service area budget shortfall or surplus as a result of changes in project requirements and economic and environmental conditions As part of the annual process and in accordance with the budget policy, there were three additional types of budget amendments made to the 2022 original approved budget. These additional amendments are described as follows: 4) Carry-over - Operating and capital projects approved but not yet started or have started but not completed by the end of the year. Remaining funds shall be placed in reserve to be allocated to the project in the subsequent year (sections 5.2 and 6.3) Finance March 23, 2022 Report No. F12022-09 2022 Page 2 of 8 Page 130 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 5) Deferral - Operating and capital projects approved but have been delayed due to operating procedures or availability of resources in the budget year. Funding sources shall be placed in reserve to be allocated to the project in the year it is implemented 6) Base Level Budget Amendment — Involves the review of the historical financial results of a service area's programs and objectives. Budgeted expenses and revenues are identified that have consistent budget surpluses or deficits and are adjusted to reflect the actual cost to deliver the program within service levels. Analysis: 2021 Budget The Township has continued to experience another unprecedented year as a result of the COVID-19 pandemic and resulting State of Emergency. Township Staff worked diligently to continue delivering key services to residents, while adhering to provincial restrictions and enhanced safety protocols. Based on the estimated 2021 year-end financial results, the financial analysis reflects a 2021 operating and capital budget surplus of $923,659 which will be transferred to the Budget Contingency Reserve in accordance with the Township's Budget Policy, POL-FIN-011. As a result, 2021 projects that were not completed or not yet started, and have been identified for carry-over as a 2022 budget recalibration amendment have been funded from the related surplus in the budget contingency reserve. 2022 Budget Recalibration Increase The 2022 Budget Recalibration process has resulted in an additional $189,269 in operating and capital budget amendments, resulting in a 2022 Township of Oro- Medonte tax levy increase of 0.83% over the 3.75% approved on February 24, 2021. When combined with the County of Simcoe approved tax increase of 2% and the education rate which is expected to remain neutral, Oro-Medonte residents can expect to see an additional 2022 overall tax increase of 0.16% on their 2022 tax bill. An average home in Oro-Medonte, assessed at $500,000, will see a $19.25 increase over the 2022 budget approved on February 24, 2021, for a revised total 2022 tax bill increase of$130.66 or $10.89 per month. Operating Amendments: $114,044 0.50% Capital Amendments: $ 75,225 0.33% Total 2022 Amendments: $ 189,269 0.83% tax increase Finance March 23, 2022 Report No. F12022-09 2022 Page 3 of 8 Page 131 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 2021 Budget 2022 Budget 2021/2022 Multi-year Average %Increase Approved Tax% Increase 4.17%1 3.75%1 3.96% Approved Budget Levy increase from Prior year $ 11108,271 $ 1,211,754 Approved Operating and Capital Budget - 4• • $ 23,705,610 2022 Proposed operating budget amendments$ $ 114,044 2022 Proposed capital budget amendments$ $ 75,225 Amended Operating and Capital Budget Levy $ 23,894,879 2022 Proposed operating and capital budget tax% 0.83% Increase Amended Tax% Increase From Approved Rates 4.58% 4.38% 2022 Operating/Capital Budget Amendments - Impact to 2022 Budget Recalibration With a total 0.83% increase to the 3.75%, initially approved for 2022, the following are the main drivers of the Operating and Capital tax levy increase: Operating Budget — 0.50% increase to 2022 approved rates 1) Inflationary pressures has resulted in the increased costs in fuel to operate Township vehicles and an increase in salaries and benefits in accordance with the Township's 2022 pay equity, market and COLA adjustments; 2) Fire Department Next Generation 911 Capital costs -In the 2021-2022 Fire & Emergency Services Budget Presentation staff identified that they would be working with the service provider in regards to dispatching and 911 services as NextGen 911 was being implemented for 2023 and would result in increased costs associated with these services. In December 2021, the Township received correspondence from the City of Orillia that the Township's per capita costs for the Next Gen 911 capital costs would be $ 67,502 and therefore these have been reflected in the 2022 recalibration process. Additional operational costs will also be reflected in the 2023 budget going forward. 3) Provincial Offences Act (POA) revenue — the Township continues to see a decline in the POA revenues received by the Township that are reflected in the 2022 budget and the increased operation costs for delivery of police services. The Township is continuing to work with the OPP regarding the level of enforcement and opportunity to enhance the POA revenues. With the delay in establishment of the Police Services Board to 2023, additional adjustments to police services costs are anticipated at that time. Finance March 23, 2022 Report No. F12022-09 2022 Page 4 of 8 Page 132 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 4) Municipal Services Fee Revenue — In 2021 , the Township continued to see significant increase in development activity and revenues, while the same level of growth and activity is not anticipated in 2022, increases to the Planning revenues have been incorporated into the 2022 budget. Given the level of development activity and to ensure timely application review, the Township continues to rely on external planning consulting services to assist with development review and these consultant expenses are offset by the increased revenues reflected in the 2022 budget adjustments. 5) Health Services —As outlined in the 2021-2022 Health Service Budget presentation, a building addition was completed in January 2014 that expanded the area occupied by the Clinic. A portion of the annual lease revenues has been directed to reserves to repay the Township borne capital facility expansion costs. As of January 2022, the repayments of initial Township borne costs for the expansion of the Nurse Practitioner are complete. No further transfer to the Budget Contingency Reserve is required or reflected in the 2022 budget. 6) Base Level Budget Amendments —senior staff have reviewed the historical financial results in each of their service area's programs and objectives and have identified expenses and revenues that could be adjusted to reflect the actual cost to deliver the programs within approved service levels. 7) ERP and Corporate Projects (Digital Solutions) —with the recognition that the Township current software system (Baker) is scheduled for transition by the end of 2022, staff and consultants have bene working on the completion of various system transitions including the Township's Enterprise Software Upgrade (ERP), Payroll and HRIS System, Work Orders, and Fire Pro. An allocation of $150,000 has been reflected in the 2022 budget as a contingency to ensure the necessary resources are allocated in 2022 to ensure successful project completion in 2022. Capital Budget — 0.33% increase to 2022 approved rates 8) Debt Payments: an increase to the capital budget has resulted from the need to acquire a debenture in the amount of $1.6 mm to replace Bridge 4 aging infrastructure. On January 12, 2022, Council approved the 2022 recalibration of the Roads and Bridge Program of $7,975,000. As interest rates have been estimated at 2% repaid over a 10 year term, the annual repayment of this debenture has been estimated at $139,900-1 9) Deferral of Capital Projects — Funding sources have been placed in reserve to be allocated to the project in the year it is implemented; this has resulted in a decrease to the capital budget and the tax levy required to support the capital projects. The following table below illustrates the impact of the Township's operating and capital amendments that have contributed to the 0.83% tax increase: Finance March 23, 2022 Report No. F12022-09 2022 Page 5 of 8 Page 133 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 2022 Amended Operating and Capital BudgetAmendments: R Operating Operating 20222022 Amended 2022 Total RLevy Levy% Capital Budget Increase to 2022 Budget Recallbration Levy BudgetLeYyS BudgetTaxi BudgetLevyS Tax Levy Impact $Impact Impact Impact Increase in Fuel Expenses(Fire Dept&Operations 147,076 0 64% - - 147076 064% Dept) Township Salary&Benefits:(2022 Pay Equity 7g 022 0-34% - - 78.022 0.34 Maintenance,Market&COLA Adjustments) Fire Department:Next Generation 911 Equipment 67,502 0.30% - - 67,502 0.30% Cost Sharing Agreement Police Services Department:Decrease in POA 40,000 0-18% - - 40,000 0.18% revenues Net Decrease in Other Fees and Charges (143.987j. -0.63% - - (143,987) -0.63% Health Services Department:Reduction in Transfer (64,053) -0-28% - - (64,053) -0.28% to Budget Contingency Reserve All Departments:Other Base Level Budget (10.515) -0 019 - - (10.515) -0.05% Amendments Debt Payments:Increase for Bridge 4 replacement - _ 139,900 061% 139.900 0.61% Provincial Debenture Payment Deferral of original 2022 capital projects approved -0..28°6 (64,676) -0.28 to future years which have a direct tax levy$impact Levy increase Reserve and Reserve Adequacy The 2022 recalibrated budget includes $5,461 ,350 as a capital levy as a contribution to Township reserves and reserve funds. This amount, coupled with additional non tax revenue and the 2021 unaudited operating and capital surplus of $923,659 has increased 2022 reserve contributions to $10,623,197 The Township's Budget Contingency Operating Reserve target balance has been achieved as the estimated 2022 ending balance of this operating reserve is $3,205,044. This estimated 2022 ending balance exceeds the target balance of $1,854,324 by (10% * 2022 operating budget levy of $18,543,236) Reserves serve a number of purposes with the greatest demand being the funding of the major repair and replacement of aging municipal Infrastructure. Based mainly on the funding of 2022 capital equipment and projects, the Township will spend $19,737,982 of reserves thus leaving an estimated remaining balance at the end of 2022 of $18,181,363. Township of Oro-Medonte Asset Management Plan As identified in the Township's asset management plan for core services, the estimated replacement value of the Township's core infrastructure assets is $436.0 million, the majority of which ($364.4 million or 84%) relates to the Township's municipal road network. Finance March 23, 2022 Report No. F12022-09 2022 Page 6 of 8 Page 134 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... While the results of the condition assessment in the asset management plan indicate that the Township's assets are, on average, in good condition, certain assets are in poor condition, reflecting the deferral of their replacement/rehabilitation upon reaching the end of useful life. As identified in the asset management plan, the Township is expected to require between $67.6 million and $122.2 million for lifecycle maintenance activities relating to roads, bridges and culverts and water over the next ten years. It is recommended that during the preparation of the 2023 to 2024 multi-year budget, that a financial strategy be developed in order to plan for future infrastructure requirements and needs, increased reserve allocations will be required in order to sustain the Township's future replacement of infrastructure requirements. Schedule 2 — Excluded Allowable Expenses The Township of Oro-Medonte's budget reflects anticipated cash inflows and outflows during the year. Certain expenses such as amortization & the accrual of the present value of post-retirement benefits are excluded from the budget, as there are no funds being spent in relation to these expenses. The 2022 recalibration budget also reflects cash inflows and outflows that are not recognized as revenue or expenses for external reporting purposes such as debt financing and capital expenditures. Ontario Regulation 284/09 stipulates that for 2011 and subsequent years, the municipality shall, before adopting a budget for the year that excludes any of the said expenses, prepare a report about the excluded expenses and adopt the report by resolution. The report shall provide an estimate of the change in accumulated surplus of the municipality resulting from excluded expenses and an analysis of the estimated impact of the exclusion of any expenses may have on the future capital asset funding requirements of the municipality. Accordingly, please find attached a reconciliation of the estimated accumulated surplus for external reporting purposes in relation to the 2022 budget recalibration. Policies/Legislation: Municipal Act, 2001, c.25, s. 290 - Yearly budget, local municipalities. Municipal Act, 2001, Ontario Regulation 284/09 - Budget Matters - Expenses. Finance March 23, 2022 Report No. F12022-09 2022 Page 7 of 8 Page 135 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... Corporate Strategic Goals: Prepare for Our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Support of Workforce Consultations: CAO SMT Attachments: • 2021 — 2022 Multi-Year Budget — 2022 Recalibration Update Presentation • Schedule 2 —Allowable Excluded Expense Analysis Conclusion: The Township of Oro-Medonte 2022 budget recalibration process has resulted in a 0.83% increase over the original 2022 tax increase of 3.75%, approved on February 24, 2021 . The 2022 recalibrated budget provides a financially responsible plan for operations and capital infrastructure, incorporating a 0.50% operating increase, mainly from inflationary pressures; and a 0.33% increase for annual debenture repayments to fund the Bridge 4 replacement. Schedule 2, attached to the staff report will provide compliance as required per the Municipal Act, Ontario Regulation 284/09, and as well provide Council some understanding of the difference between cash and accrual budgeting. Respectfully submitted: Shannon Johnson, CPA, CGA Robin Dunn, C.E.T., M.A., ICD.D Chief Financial Officer/Treasurer CAO Finance March 23, 2022 Report No. F12022-09 2022 Page 8 of 8 Page 136 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... W W � . � o W � N N � x N N N N ` 1 w ti .Q-, Page 137 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... U) to I` CO a) a r M CO 'T U) CO LO O to to m O � N M "T CO I,- CO m � r r r r r N N N N N N N N N c7 CO Ln (6 r N Cr) Cy N � 7 m ca O O y � 0 L U L N cC 3 E N E cy O N N 7 N L. O Cl) N O (A V a) N N N > U L O o a� L U > N > N () CU O O U U N m — 1 E C UCO V L CY (II (II (II y Q O (II C E O N (Q N LLL C C C E O O O O U N E > W E CY CY E Cy c C C +. 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CO M y O L r E � L V � E z ao NI N '� N C U N N am' om . >1 *' LO LO LO LO N N C N m CO CO 0 000 '0 L N O a N m U m CDCDO v >I N CDN N cm N N L6 N 'a N a CO 7 N m O N +' V CD O U N N O LO O N E CO M O a v o v R y o N C 0) N I- 0)C '0) '0 LO O N 'L CO M N Om 0 m o 0)Z +r LO o LO 0 'a m M N m V N CO O CO M R V ' O N N N a C O N N v Q }' N V1 +r E o Q me m .N 04 ) CIj N C m O a) 4 >+ N C n 3 0 0 0 C Q � O � o Page 169 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... +, M C � O 'a •Q' N N U E Z Q 0 y I p () M E Op [- 00 00N ' N a L6 � NCN - CO -0 (DQ CO y C yl CO r- ti N CO N C �' a CO � i 00 i i � N N L(- 00 ( co c6 y O a) O N 'a N 7 CO m O N -0 O -p D y l O O N O 00 N 00 I' O 00 O O _ > y V CO O aO CO CO CO O LO I� O aO N C (A ++ �( CO CO O O O N CO CO O CO CO V N N c6 0 N a N U CO 00 00 V CO LLf - [- LO ONO CO (CO 0000 ti 0- a Q COCO N — —— — � � U) N a) E y (6 CO Q (6 a) Q N -a LO V O 00 O I� O O O O O O O C U E N N O O I- O O O O O O O O U a) .a LO 00 O m O I- O O O O O ' O ' 0 C/) U r L6 C6 O L6 G O L6 N N_ O a N (6 Q U N m Q O p a) N m a) N U _ a) a CO V O 00 O I� O O O O O f� O O a) T! ++ O O O I- O 00 O O O O O CO O v L N a 1� 00 0 m O ' 00 O O O O ' O CO }; -O C 'CD .a C V O O O L(� N N O � '� C N •� N N .L a CO V N COO - V— O M O U m 0 - E N CO T (6 C � Q m N LO O CO O O O O O O O O LU 0 +` M = ++ V N O LO O N O O O O O N y r a O O O N O ' N O O O O ' O N >+ >, y.� N CD CO C V O O V O L(� N N O W Q = Z O 'a - V N N O O I- V N f� N a O N O O N Q Co m N a) N ND (/) N CO O O O 00 N 00 U 0 y O 00 O CO 00 CO O LO O 00 N a) N O N O O V CO () O CO 0 0 V ' > > }� N j I� L6 C6 O - L6 O V O L6 I� 0 0 O ++ O CO N LO I� CO N LO CO 4-0 N a G) CO LO � � � � LO G� O O _ .0 E N y — a U _ 24,Cq a) N N aai .o t E c .� m 0 v li ( E . 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CO M C � O O a N M N U E 0 Z NILO LO LO -� N a N C V V O O O c N E 'a00 N .='aN N � (D (to O (6 p Q m O m O Q a) N a) CO V CO LO N N M p) D N N C m N CO O (O (O M c CO a) Z3 O 0 O (O C6 00 N V V 00 =p E -0 O N 'a N a U M N O aD E 7 m (6 > m O m J Q- m o O (6 > N 00 LO O LO CO CO 'IT = a) 0 Q a s - V LO M LO LO � E N .0 O 0 O +a+ In N V V CO EO T N N 'a N a CO N M N 2 O CO N m x N C U C U N N � CO In 00 00 iF CM OU � O Q G� N v V CO O N N CO U a) �� = a > Q N C O 04 E wo Q m Q O O 7 C U (n O _ U LL a) O CO O 00 00 CO fl- (�6 U O) a) N O m O N N N E .c m > O a L6 O V (O (O (o a) (n c U M: = N .L a N (O (O (n (n O (na) Q m O T- (D (D O NO)O L O O CO O - 00 - - N U C v CD L(� OO (O (O (O (a 4 J T .� O C I N 7 N LO (D a) Q U C 3 CO = Q 00 0) c� o 0 0 00O 00 O 00 LO LO M N �1� (3 4- p CO LO O N N r- L (` Co -0 C N Q > .> O ((n E 0 U Co Q (D O E E N U Q = m o G� N� p ++ E O Q N +r N O U c � E c O (D o m L d C) a�i a) .� Cr Q 04 m 0 m '5 N S E U) U N O U E J m N S U E Z ..92 �U (x3 L L a) (T6 (6 (D (6 (6 ~ 3 O O O 2 zLLLLCY ~ UO ~ 0 Page 174 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 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L N O V LO OM M U 0 - M 041- Q) OO N LO N CON V N Q Q o y = N Q G� N E O Q N O N E O N 0 ai d d Q 0 5 N U) N m a)J O ) 4) aty ai O + a ) c co R c N > CL N U m O d p U J '++ :E ._ m0)xs o � � 0) x _ _ W C N � ate+ C ate+ O O 0 rL+ O m O m O H O fn v) � H 0 Page 177 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 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M C � O O 'a N M N U E 0 Z �I M O M M N 'a N C a CO LLO O CO N CO rn M CO O 0 O 0 N a m N O m y O m 00 F O 00 CO O V V 00 F f3 �' I- O r- M 0 V LO - - - M N N r N N m M V M I- N r- M LO LO M ' I- O O a M 0 - - M N L(� L(� M N '� 'a N a U N M N M p m CO y l 0 0 0 ('') I� ('') O M O B > N O r- N V O m O O m ITN I- O - a s M LO M M - 0 M LO M � M M r- ON 7 i CO L(� CO O O N L(� — I� L(� OO V 00 ++ V LO 0 N M LO N ITLO 0 N m N Q m N N -•+ N M O M M M M M O .r M N 0 0 0 0 O O O O 0 LO O N M O O O M V 0 0 0 M LO O V N r CO O I� C6 L(� Cn N N V I� Q O a 'a O N O 0 - O LO LO 0 -I 0 i0 N 7 N V CO - - 0 /'�^/ 0 a CO V, L3 O N M I- O M M M M M CO N 0 0 00 LO O O O 0 00 L a � 00rnMvco000M N L •L M O I- M - LO M N N � O N O 0 M LO LO 0 CO O CO V M — 00 N04 m N 0 V 0 0 0 V - V N N V N N N V 0 LO M LO I- V I- M M N O O N C'� CO - � � 00 I� V I� V C'� Z O 7 N 0')') V O O I- M M M M 00') N w U MLOI� LOM MMrnrnv Q L3 M M 0 0 M O N N LO M 7 M M r- V V O O N I- M 0 N U M � O V O I� M N M V 00 00 I- �- Q NV CO CO M N M M N mN OMO N � � N E N y +�+ N Q E 0 Q ) C � N �U c U) m 070 aNi O Of , U 0 Q m •� o 6 cn 06 5 a) Q Q 0 L N o c a) ' is O :E U) off$ — 0 (5 ii N 'C C Q Q H O > () 0a-U) 10U) I: ~ Page 179 of 374 10.e) F12022-09, Robin Dunn, CAO; and Shannon Johnson, Chief Financial 0... 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Township of Report t.f Proud Heritage, Exciting Future Report No. To: Prepared By: DS2022-035 Council Michael Barton, Planning Consultant Meeting Date: Subject: Motion # March 23, 2022 Consent Application 2022-B-05 Roll #: Nicole Reynolds R.M.S. File #: 4346-020-003-06100 D13 60395 Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. DS2022-035 be received and adopted. 2. That Council approve Application 2022-13-05 being a boundary adjustment to convey a parcel having an area of 3.1 hectares (7.7 acres) from 4075 Line 8 North, to be added to the adjacent parcel at 4065 Line 8 North, while retaining the existing single detached dwelling and accessory structure on the retained lands of 0.46 hectares (1.13 acres), subject to the conditions outlined in Report DS2022-035. 3. The conditions are as follows: a. That the severed lands be consolidated with the abutting property at 4065 Line 8 North and that the provisions of Section 50(3) and 50(5) of the Planning Act apply to any subsequent conveyance of, or other transaction involving, the identical subject parcel of land. Therefore, once the subject parcel of land has been conveyed to the owner of 4065 Line 8 North, the subject parcel and the said abutting parcel shall be consolidated and become one parcel of land. A solicitor's written undertaking shall be provided to the Secretary-Treasurer indicating that the necessary steps will be taken to implement the conveyance and to consolidate the parcels to one Property Identifier Number; b. That one copy of a Registered Reference Plan of the subject lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary-Treasurer; c. That the applicant's solicitor prepare and submit a copy of the proposed conveyance for the parcel severed, for review by the Municipality; d. That all municipal taxes be paid to the Township of Oro-Medonte; e. That the Certificate of Consent be issued utilizing Form 4, Section 53 (42) of the Planning Act, R.S.O. 1990, to merge the parcels; and, Development Services March 23, 2022 Report No. DS2022-023 Page 1 of 19 Page 227 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... f. That the conditions of consent imposed by the Committee be fulfilled within two years from the date of the giving of the notice of decision (Approval shall lapse where the conditions have not been fulfilled within two years of being imposed and/or two years from the date of the certificate if the transaction has not been finalized.). WARNING: Failing to fulfil the conditions within the above-noted statutory periods (Sections 53(41) & 53(43), the Planning Act R.S.O. 1990) shall cause the application to lapse and render this Decision null and void. 4. And that the applicant be advised of Council's decision under the Secretary- Treasurer's signature. Background: 1 . Site Location and Existing Conditions This consent application relates to the property known municipally as 4075 Line 8 North (the "subject property"), as illustrated on Schedule 1. An aerial view of this property and its limits is provided on Schedule 2. The subject property has approximately 61 metres (200 feet) of frontage on Line 8 North and a lot area of 3.56 hectares (8.83 acres). There is an existing detached dwelling and detached accessory structure located towards the front of the property. The majority of the property is agricultural/rural in nature and vacant of structures. There are also natural heritage features and environmental protection lands towards the rear of the property. 2. Existing Official Plan and Zoning By-Law Designations The following land use planning designations apply to the subject property: • Simcoe County Official Plan: Greenlands and Agricultural • Township of Oro-Medonte Official Plan: Agricultural • Zoning By-Law: Agricultural/Rural (A/RU) and Environmental Protection (EP) 3. Proposal This application for consent will sever approximately 3.1 hectares (7.7 acres) from the subject property (4075 Line 8 North) and transfer these severed lands to the receiving lands at 4065 Line 8 North. The retained lands will be approximately 0.46 hectares (1.13 acres) in area and will include the existing single detached dwelling and detached accessory structure. The severed lands will be transferred to the receiving lands and form a merged parcel of 6.65 hectares (14.4 acres). The frontage of the retained lands and receiving lands will not be modified by the proposed consent. The dimensions of the severed and retained lands are provided in the table below: Development Services March 23, 2022 Report No. DS2022-023 Page 2 of 19 Page 228 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Lands to be Severed Lands to be retained Total Merged lands from (4075 Line 8 North) (4065 Line 8 North) 4075 Line 8 North Frontage: Measuring Approximately Approximately Approximately 61 m 200 ft. 61 m 200 ft. Depth: 61 m X 510 m Approximately Approximately (200 ft. X 1673 ft.) 75.3 m 247 ft. 583 m 1913 ft. Area: Approximately Approximately Approximately 3.1 ha 7.7 ac. 0.46 ha 1.13 ac. 6.65 ha 14.4 ac. Use: Continued horse pasture Continued residential Continued agricultural and residential Based on the information provided in the application, it appears that the severed, merged and retained lands will all comply with the applicable zoning regulations and no minor variances are required. The proposed severance reference plan is included in Schedule 4. This application was previously heard at the March 2, 2022 Development Services Committee meeting. The application was deferred to allow the Applicant to provide a detailed site plan of the retained lot as requested by the Township Building Department that included the building locations, well location, septic location and driveway location. The Applicant prepared the plan that is included in Schedule 5 and the Deputy Chief Building Official confirmed on March 7, 2022 that the Applicant had addressed all of the Building Department comments and there were no remaining concerns with the proposed consent application. This application is now scheduled to return for a decision. Analysis: 1 . Provincial Policy Statement, 2020 Part II of the Provincial Policy Statement, 2020 ("PPS 2020") identifies the requirement under Section 3 of the Planning Act that the exercise of any authority that affects a planning matter, "shall be consistent with" policy statements issued under the Act. Comments, submissions or advice that affect a planning matter that are provided by the council of a municipality, a local board, a planning board, a minister or ministry, board, commission or agency of the government "shall be consistent with" this Provincial Policy Statement. The PPS 2020 policies included in Table 1 are applicable to this application. The proposed consent will not result in creation of a new lot and will sever and transfer agricultural/rural and environmental protection lands from the subject property leaving the existing single detached dwelling on a lot that satisfies the minimum lot area and frontage requirements. It is my opinion that the proposed consent is consistent with PPS 2020 for the following reasons: Development Services March 23, 2022 Report No. DS2022-023 Page 3 of 19 Page 229 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... • The proposed consent will transfer existing Greenlands and Agricultural lands to an abutting property and maintain the environmental and agricultural/rural character of the severed and retained lands, • The proposal will maintain an existing single detached dwelling on a reduced lot while allowing consolidation of lands used exclusively for rural/agricultural and environmental protection purposes, and • The existing environmental and agricultural/rural character of the subject property and surrounding area will be protected and enhanced. Table 1 - Policy Analysis Matrix (PPS 2020) Policy Section Policy Details Part V:Policies 1.1.1 Healthy,liveable and safe communities are sustained by: 1.0 Building Strong Healthy Communities a)promoting efficient development and land use patterns which sustain the financial well-being of the Province and municipalities over the long term; 1.1 Managing and Directing Land Use to b)accommodating an appropriate affordable and market-based range and mix Achieve Efficient and Resilient of residential types(including single-detached,additional residential units, Development and Land Use Patterns multi-unit housing,affordable housing and housing for older persons), employment(including industrial and commercial),institutional(including places of worship,cemeteries and long-term care homes),recreation,park and open space,and other uses to meet long-term needs; c)avoiding development and land use patterns which may cause environmental or public health and safety concerns; d)avoiding development and land use patterns that would prevent the efficient expansion of settlement areas in those areas which are adjacent or close to settlement areas; e)promoting the integration of land use planning,growth management, transit-supportive development,intensification and infrastructure planning to achieve cost-effective development patterns,optimization of transit investments,and standards to minimize land consumption and servicing costs; g)ensuring that necessary infrastructure and public service facilities are or will be available to meet current and projected needs; h)promoting development and land use patterns that conserve biodiversity; i)preparing for the regional and local impacts of a changing climate. 1.1.4 Rural Areas in Municipalities 1.1.4.1 Healthy,integrated and viable rural areas should be supported by: a)building upon rural character,and leveraging rural amenities and assets; b)promoting regeneration,including the redevelopment of brownfield sites; c)accommodating an appropriate range and mix of housing in rural settlement areas; d)encouraging the conservation and redevelopment of existing rural housing stock on rural lands; e)using rural infrastructure and public service facilities efficiently; f)promoting diversification of the economic base and employment opportunities through goods and services,including value-added products and the sustainable management or use of resources; g)providing opportunities for sustainable and diversified tourism,including leveraging historical,cultural,and natural assets; h)conserving biodiversity and considering the ecological benefits provided by nature;and i)providing opportunities for economic activities in prime agricultural areas,in accordance with policy 2.3.1.1.4.2 In rural areas,rural settlement areas shall be the focus of growth and development and their vitality and regeneration shall be promoted. Development Services March 23, 2022 Report No. DS2022-023 Page 4 of 19 Page 230 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... 1.1.5 Rural Lands in Municipalities 1.1.5.1 When directing development on rural lands,a planning authority shall apply the relevant policies of Section 1: Building Strong Healthy Communities, as well as the policies of Section 2:Wise Use and Management of Resources and Section 3:Protecting Public Health and Safety. 1.1.5.2 On rural lands located in municipalities,permitted uses are: a)the management or use of resources; b)resource-based recreational uses(including recreational dwellings); c)residential development,including lot creation,that is locally appropriate; d)agricultural uses,agriculture-related uses,on-farm diversified uses and normal farm practices,in accordance with provincial standards; e)home occupations and home industries; f)cemeteries;and g)other rural land uses. 1.1.5.3 Recreational,tourism and other economic opportunities should be promoted. 1.1.5.4 Development that is compatible with the rural landscape and can be sustained by rural service levels should be promoted. 1.1.5.5 Development shall be appropriate to the infrastructure which is planned or available,and avoid the need for the unjustified and/or uneconomical expansion of this infrastructure. 2.0 Wise Use and Management of 2.1.1 Natural features and areas shall be protected for the long term. Resources 2.1.2 The diversity and connectivity of natural features in an area,and the long- 2.1 Natural Heritage term ecological function and biodiversity of natural heritage systems,should be maintained,restored or,where possible,improved,recognizing linkages between and among natural heritage features and areas,surface water features and ground water features. 2.1.3 Natural heritage systems shall be identified in Ecoregions 6E&7E1, recognizing that natural heritage systems will vary in size and form in settlement areas,rural areas,and prime agricultural areas. 2.3 Agriculture 2.3.4 Lot Creation and Lot Adjustments 2.3.4.1 Lot creation in prime agricultural areas is discouraged and may only be permitted for: a)agricultural uses,provided that the lots are of a size appropriate for the type of agricultural use(s)common in the area and are sufficiently large to maintain flexibility for future changes in the type or size of agricultural operations; b)agriculture-related uses,provided that any new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services; c)a residence surplus to a farming operation as a result of farm consolidation, provided that: 1.the new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services;and 2.the planning authority ensures that new residential dwellings are prohibited on any remnant parcel of farmland created by the severance.The approach used to ensure that no new residential dwellings are permitted on the remnant parcel may be recommended by the Province,or based on municipal approaches which achieve the same objective;and d)infrastructure,where the facility or corridor cannot be accommodated through the use of easements or rights-of-way. 2.3.4.2 Lot adjustments in prime agricultural areas may be permitted for legal or technical reasons. Development Services March 23, 2022 Report No. DS2022-023 Page 5 of 19 Page 231 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... 2.3.4.3 The creation of new residential lots in prime agricultural areas shall not be permitted,except in accordance with policy 2.3.4.1(c) 2. A Place to Grow - Growth Plan for the Greater Golden Horseshoe As set out in Section 1.2.2, A Place to Grow — Growth Plan for the Greater Golden Horseshoe applies to the area designated by Ontario Regulation 416/05 as the Greater Golden Horseshoe growth plan area. All decisions in respect of the exercise of any authority that affects a planning matter will conform with this Plan, subject to any legislative or regulatory provisions providing otherwise. All of the Township of Oro- Medonte and County of Simcoe are included in the "Simcoe Sub-Area" of this Plan. The Growth Plan policies included in Table 2 are applicable to this application. It is my opinion that the proposed consent conforms to the applicable Growth Plan policies for the following reasons: • The consent will maintain an existing single detached dwelling on a lot that meets the minimum size requirements while also protecting and enhancing the natural heritage features and functions of the subject property and surrounding area; • No new lot creation will occur and no development is proposed on the severed or retained lands; • The existing natural heritage features and natural and agricultural character of these lands will be maintained; and • The proposal will consolidate lands that are part of the existing natural heritage and agricultural systems while allowing the existing single detached dwelling to remain on an appropriately sized residential lot. Table 2 - Policy Matrix (A Place to Grow— Growth Plan for the Greater Golden Horseshoe, 2020) Policy Section Policy Details Section 1.2.1 Guiding • Support the achievement of complete communities that are designed to Principles support healthy and active living and meet people's needs for daily living throughout an entire lifetime. • Prioritize intensification and higher densities in strategic growth areas to make efficient use of land and infrastructure and support transit viability. • Support a range and mix of housing options,including additional residential units and affordable housing,to serve all sizes,incomes,and ages of households. • Protect and enhance natural heritage,hydrologic,and landform systems, features,and functions. • Support and enhance the long-term viability and productivity of agriculture by protecting prime agricultural areas and the agri-food network 2.2 Policies for Where and 2.Forecasted growth to the horizon of this Plan will be allocated based on the following: How to Grow a)the vast majority of growth will be directed to settlement areas that: 2.2.1 Managing Growth i.have a delineated built boundary; ii.have existing or planned municipal water and wastewater systems;and iii.can support the achievement of complete communities; Development Services March 23, 2022 Report No. DS2022-023 Page 6 of 19 Page 232 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... c)within settlement areas,growth will be focused in: i.delineated built-up areas; ii.strategic growth areas; iii.locations with existing or planned transit,with a priority on higher order transit where it exists or is planned;and iv.areas with existing or planned public service facilities; d)development will be directed to settlement areas,except where the policies of this Plan permit otherwise; e)development will be generally directed away from hazardous lands;and f)the establishment of new settlement areas is prohibited. 3.Upper-and single-tier municipalities will undertake integrated planning to manage forecasted growth to the horizon of this Plan,which will: a)establish a hierarchy of settlement areas,and of areas within settlement areas,in accordance with policy 2.2.1.2; b)be supported by planning for infrastructure and public service facilities by considering the full life cycle costs of these assets and developing options to pay for these costs over the long-term; c)provide direction for an urban form that will optimize infrastructure,particularly along transit and transportation corridors,to support the achievement of complete communities through a more compact built form; d)support the environmental and agricultural protection and conservation objectives of this Plan;and e)be implemented through a municipal comprehensive review and,where applicable, include direction to lower-tier municipalities. 4.2 Protecting What is 3.Within the Natural Heritage System for the Growth Plan: Valuable a)new development or site alteration will demonstrate that: 4.2.2 Natural Heritage System i.there are no negative impacts on key natural heritage features or key hydrologic features or their functions; ii.connectivity along the system and between key natural heritage features and key hydrologic features located within 240 metres of each other will be maintained or, where possible,enhanced for the movement of native plants and animals across the landscape; iii.the removal of other natural features not identified as key natural heritage features and key hydrologic features is avoided,where possible.Such features should be incorporated into the planning and design of the proposed use wherever possible; iv.except for uses described in and governed by the policies in subsection 4.2.8,the disturbed area,including any buildings and structures,will not exceed 25 per cent of the total developable area,and the impervious surface will not exceed 10 per cent of the total developable area; v.with respect to golf courses,the disturbed area will not exceed 40 per cent of the total developable area;and vi.at least 30 per cent of the total developable area will remain or be returned to natural self-sustaining vegetation,except where specified in accordance with the policies in subsection 4.2.8; b)the full range of existing and new agricultural uses,agriculture-related uses,on-farm diversified uses,and normal farm practices are permitted.However,new buildings or structures for agricultural uses,agriculture-related uses,or on-farm diversified uses are not subject to policy 4.2.2.3 a),but are subject to the policies in subsections 4.2.3 and 4.2.4. Development Services March 23, 2022 Report No. DS2022-023 Page 7 of 19 Page 233 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... 4.2.6Agricultural System 2.Prime agricultural areas,including specialty crop areas,will be designated in accordance with mapping identified by the Province and these areas will be protected for long-term use for agriculture. 3.Where agricultural uses and non-agricultural uses interface outside of settlement areas,land use compatibility will be achieved by avoiding or where avoidance is not possible,minimizing and mitigating adverse impacts on the Agricultural System.Where mitigation is required,measures should be incorporated as part of the non-agricultural uses,as appropriate,within the area being developed.Where appropriate,this should be based on an agricultural impact assessment. 4.The geographic continuity of the agricultural land base and the functional and economic connections to the agri-food network will be maintained and enhanced. 5.The retention of existing lots of record for agricultural uses is encouraged,and the use of these lots for non-agricultural uses is discouraged 3. Simcoe County Official Plan The subject property is designated "Greenlands" and "Agricultural" under the Simcoe County Official Plan. On the basis of the review of the specific policies of the Simcoe County Official Plan provided in Table 3, it is my opinion that the consent application conforms to the applicable policies of the Official Plan. The proposed consent will protect and enhance the natural heritage features and agricultural character of the property and surrounding area by consolidating the Agricultural and Greenlands on the subject property with the receiving lands and allowing the existing single detached dwelling to remain on an appropriately sized lot. The proposed consent will not result in creation of a new lot or a lot that does not meet the applicable size requirements. Table 3 - County of Simcoe Official Plan Policy Matrix Policy Section Policy Details Section 1.3-Goals of the Plan The goals of this Plan are: • To protect,conserve,and enhance the County's natural and cultural heritage; • To achieve wise management and use of the County's resources; • To implement growth management to achieve lifestyle quality and efficient and cost-effective municipal servicing,development and land use; • To achieve coordinated land use planning among the County's local municipalities and with neighbouring counties,districts,regions,and separated cities,and First Nations lands; • To further community economic development which promotes economic sustainability in Simcoe County communities,providing employment and business opportunities;and • To promote,protect and enhance public health and safety. Part 3-Growth Management The planning strategy of this Plan is based on four themes: Strategy • Direction of a significant portion of growth and development to 3.1 Strategy settlements where it can be effectively serviced,with a particular emphasis on primary settlement areas. Development Services March 23, 2022 Report No. DS2022-023 Page 8 of 19 Page 234 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... • Enabling and managing resource-based development including agriculture,forestry,aggregates,and tourism and recreation. • Protection and enhancement of the County's natural heritage system and cultural features and heritage resources,including water resources. • Development of communities with diversified economic functions and opportunities,and a diverse range of housing options. 3.6Agricultural 3.6.1 To protect the resource of prime agricultural lands and prime agricultural areas,while recognizing the inter-relationship with natural heritage features and Objectives areas and ecological functions,by directing development that does not satisfy the Agricultural policies of this Plan to Settlements and the Strategic Settlement Employment Areas and Economic Employment Districts and directing limited uses that are more suitable to the Rural designation accordingly. 3.6.2 To enable the agricultural industry to function effectively in prime agricultural areas by minimizing conflicting and competing uses while accommodating uses and facilities which support the agricultural economy in accordance with the Planning Act and the Farm Practices Protection Act and its successors. 3.6.3 To ensure the availability and sustainability of prime agricultural areas for long-term use for agriculture and support a diversified agricultural economy. 3.6.4 To promote a sustainable local food system that enhances opportunities for food,agriculture and agriculture-related businesses and/or producers to deliver products locally. Policies 3.6.5 Prime agricultural areas are identified by the Agricultural designation on Schedule 5.1 and shall be protected for long-term use for agriculture.All types,sizes and intensities of agricultural uses and normal farm practices shall be promoted and protected in accordance with provincial standards. 3.6.6 Permitted uses within the Agricultural designation are agricultural uses, agriculture-related uses(PPS 2014),processing of agricultural products,on-farm diversified uses,natural heritage conservation and forestry,mineral aggregate operations subject to Section 4.4,and agricultural produce sales outlets generally marketing production from the local area. 3.6.7 In the Agricultural designation lot creation is discouraged and may only be permitted for:a)Agricultural uses,provided new lots for agricultural uses should not be less than 40 hectares or the original survey lot size,whichever is lesser,or 16 hectares in specialty crop areas.b)Agriculture-related uses(PPS 2014),provided that any new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services.Residential uses shall be prohibited on such lots,and they shall be zoned accordingly;c)a residence surplus to a farming operation as a result of farm consolidation,provided that: i.the new lot will be limited to a minimum size needed to accommodate the residential use and appropriate sewage and water services,and should be an approximate size of 1 hectare;and ii.new residential dwellings are prohibited on any remnant parcel of farmland created by the severance.To ensure that no new residential dwellings are permitted on the remnant parcel,municipalities may use approaches such as zoning to prohibit the development of a dwelling unit(s),and/or the municipality may enter into agreements imposed as a condition to the approval of lot creation and the agreements may be registered against the land to which it applies;or d) infrastructure,where the facility or corridor cannot be accommodated through the use of easements or rights-of-way. 3.6.8 Lots may be created for agriculture-related uses provided that the use must be in close proximity to the farm operation(s)and cannot be accommodated on the farm or existing lots of record or directed to the Rural or Settlement designations. The lot should be in a location that is separated from the primary farm operations by physical features or where it causes minimal disruption to farm operations.If possible,the lot should be located on lower quality soils.The lot size shall be kept to the minimum required to accommodate the use and appropriate on-site sewage Development Services March 23, 2022 Report No. DS2022-023 Page 9 of 19 Page 235 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... and water services,and should generally not be larger than 1 hectare.Residential uses shall be prohibited on such lots,and they shall be zoned accordingly.The local municipality may enter into agreements imposed as a condition to the approval of lot creation and the agreements may be registered against the land to which it applies. 3.8 Greenlands 3.8.1 To protect and restore the natural character,form,function,and connectivity of the natural heritage system of the County of Simcoe,and to sustain the natural Objectives heritage features and areas and ecological functions of the Greenlands designation and local natural heritage systems for future generations. 3.8.2 To promote biodiversity and ecological integrity within the County's natural heritage features and areas and the Greenlands designation. 3.8.3 To improve the quality,connectivity and amount of woodlands and wetlands cover across the County. 3.8.4 To ensure that species and communities of conservation concern can continue to flourish and evolve throughout the County. 3.8.5 To contribute to the protection,improvement,and restoration of the quality and quantity of surface water and ground water and the function of sensitive surface water features and sensitive ground water features within the County. 3.8.6 To ensure that the Greenlands designation complements and supports the natural heritage systems established in provincial plans and is linked with the natural heritage systems of adjacent jurisdictions,and to require local municipalities to identify and protect natural features and ecological functions that in turn complement and support the Greenlands. 3.8.7 To ensure that the location,scale,and form of development respect and support the protection of the County's natural heritage system. 3.8.8 To provide opportunities for natural heritage enjoyment and appreciation and for recreational and tourism uses in keeping with the Greenlands objectives,that foster healthy and liveable communities and enhance the sense of place and quality of life that characterize the County. 4. Township of Oro-Medonte Official Plan The subject property is designated "Agricultural" on Schedule A of the Township of Oro- Medonte Official Plan. The policy analysis matrix in Table 4 outlines the applicable policies. It is my opinion that the proposed consent conforms to the Township Official Plan for the following reasons: • The proposed consent will protect and enhance the natural heritage features and functions on the subject property and consolidate these lands and features with those of the receiving lands; • The proposed consent will consolidate agricultural land and natural heritage features while maintaining the existing single detached dwelling on a reduced lot, which will protect, maintain and enhance the agricultural character of the rural area, • Land suitable for agricultural use will be maintained in agriculture and merged with abutting agricultural lands; and • The use of the severed and retained lands will be enhanced for their existing purposes and no new lot will be created. Development Services March 23, 2022 Report No. DS2022-023 Page 10 of 19 Page 236 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Table 4 - Township of Oro-Medonte Official Plan Policy Analysis Matrix Policy Section Policy Details SECTION A2—GOALS AND A2.1.1 Goal STRATEGIC OBJECTIVES It is the goal of this Plan to protect and enhance significant natural heritage features A2.1 Natural Heritage and related ecological functions in the Township. A2.1.2 Strategic Objectives a)To protect from incompatible development significant natural heritage features and their associated ecological and hydrological functions. c)To ensure that an understanding of the natural environment,including the values, opportunities,limits and constraints that it provides,guides land use decision- making in the Township. e)To require that the land use planning process contributes to the protection, maintenance and enhancement of water and related resources and aquatic ecosystems on an integrated watershed management basis. f)To protect from incompatible development significant woodlands and wildlife habitat areas and the ecological functions they provide. g)To protect from incompatible development wetlands and Provincially Significant Areas of Natural and Scientific Interest and the habitats and ecological functions they provide. h)To protect natural heritage systems as defined by the Township and the County of Simcoe. A2.5 Rural Character A2.5.1 Goal It is the goal of this Plan to protect,maintain and enhance the natural,agricultural and open space character of the rural area. A2.5.2 Strategic Objectives a)To preserve and enhance the Oro Moraine as a unique and important landform feature of the Township. b)To minimize the negative impact of proposed development on the open and natural character of the existing rural area. e)To discourage the intrusion of land uses that are incompatible with the rural character and/or resource activities of the area. SECTION C1—AGRICULTURAL C1.1 OBJECTIVES a)To maintain and preserve the agricultural resource base of the Township. b)To protect land suitable for agricultural production from development and land uses unrelated to agriculture. c)To promote the agricultural industry and associated activities and enhance their capacity to contribute to the economy of the Township. d)To preserve and promote the agricultural character of the Township and the maintenance of the open countryside. C1.2 PERMITTED USES The principle use of land in the Agricultural designation as shown on the schedules to this Plan shall be agriculture.Other permitted uses include single detached dwellings,bed and breakfast establishments,home occupations,home industries, commercial dog kennels,forestry,resource management uses,farm implement dealers and feed and fertilizer distribution facilities,storage facilities for agricultural products,greenhouses,agricultural research and training establishments,farm Development Services March 23, 2022 Report No. DS2022-023 Page 11 of 19 Page 237 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... related tourism establishments,agriculturally-related commercial uses,commercial uses on farm properties and seasonal home grown produce stands.Wayside pits and portable asphalt plants are also permitted.All existing commercial and industrial uses are also permitted.The designation also permits existing tourist commercial uses such as private parks,trailer or recreational vehicle parks,mobile home parks,rental cabin establishments and private campgrounds and accessory recreational and commercial facilities and existing recreational uses such as golf courses.The development of new tourist commercial and recreational uses in the Agricultural designation is not contemplated by this Plan C1.3 DEVELOPMENT POLICIES It is the intent of this Plan that land which is suitable for agricultural use be protected from development and land uses that are unrelated to agriculture.It is C1.3.1 The Creation Of New Lots For also the intent of this Plan to encourage the expansion,consolidation and Agricultural Purposes development of new agricultural uses since the agricultural sector greatly contributes to the economy of the municipality.Council supports the development of new specialized agricultural uses in the Township as these uses have the potential to increase the amount of agricultural activity in the municipality. Planning Act, R.S.O. 1990, c. P.13 Section 3(5) of the Planning Act states that all decisions in respect of the exercise of any authority that affects a planning matter shall be consistent with provincial policy statements and shall conform with or shall not conflict with the provincial plans that are in effect on the date of the decision. It is my opinion that the requested consent is consistent with PPS 2020, conforms to the Growth Plan and has appropriate regard to the applicable matters of provincial interest. Section 51(24) of the Planning Act sets out criteria for evaluating proposals for subdivision, including consent. I have reviewed these criteria and it is my opinion that the proposed consent satisfies these criteria since no new lot is being created and there will be no adverse impact to the character of the subject property and community, particularly the following criteria: a) the effect of development of the proposed subdivision on matters of provincial interest as referred to in section 2; (b) whether the proposed subdivision is premature or in the public interest; (c) whether the plan conforms to the official plan and adjacent plans of subdivision, if any; (d) the suitability of the land for the purposes for which it is to be subdivided; (f) the dimensions and shapes of the proposed lots; (h) conservation of natural resources and flood control. Financial / Legal Implications / Risk Management: Potential financial and legal implications should the decision of the Committee be appealed to the Ontario Land Tribunal (OLT) and Council chooses to defend the Committee's decision. Development Services March 23, 2022 Report No. DS2022-023 Page 12 of 19 Page 238 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Policies/Legislation: • Planning Act, R.S.O. 1990, c. P.13 • Provincial Policy Statement, 2020 • A Place to Grow: Growth Plan for the Greater Golden Horseshoe, 2020 • County of Simcoe Official Plan • Township of Oro-Medonte Official Plan • Township of Oro-Medonte Zoning By-law No. 97-95, as amended Corporate Strategic Goals: In 2021 , Council adopted the Township's Corporate Strategic Plan 2021-2023. The following Goal of the Plan is relevant to these applications: Foster Safe and Inclusive Community Living & Business Growth: Guide growth while protecting the environment, support community events, facilitate utility and infrastructure plans. I am of the opinion that these applications are consistent with the Corporate Strategic Plan. Consultations: Notice of this application was circulated to the public and to various review agencies and Township departments. A Public notice sign was also posted on the subject lands. As of the preparation of this report, the following comments have been received: • Township Development Engineering: No objection to the application. Township Building: Satisfied with the plan provided by the Applicant showing detailed site plan of retained lot, including the building locations, well location, septic location and driveway location. No further comments or concerns. • County of Simcoe: No objection to the proposed boundary adjustment. • Bell Canada: No comments or concerns with this application. • Nottawasaga Valley Conservation Authority: No objection to this application. Attachments: Schedule 1: Location Map Schedule 2: Aerial Photo Schedule 3: Site Photos Schedule 4: Site Plan Schedule 5: Building Drawings Development Services March 23, 2022 Report No. DS2022-023 Page 13 of 19 Page 239 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re: Conse... Conclusion: I recommend that Consent 2022-B-05 be approved with the conditions outlined in this report. Respectfully submitted: Michael Barton, RPP Township Planning Consultant Approvals: Date: Derek Witlib, Manager Planning Services March 16, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 16, 2022 Development Services March 23, 2022 Report No. DS2022-023 Page 14 of 19 Page 240 of 374 10J) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Schedule 1: Location Map V 4314 379 42fl1 m i 4182 :70 202 4162 4161 396 Warmin tee Srd. 4151 285 289 301 323 351 369 373 377 4107 4095 4128 4075 J 4pE5 4a55 4043 4009 3988 4006 3956 3950 3940 3884 3928 Schedule 1 � Location --� Subject Lands Proud Herituge,Exciting Future 300 M Ple Number:2022-8-05 i Development Services March 23, 2022 Report No. DS2022-023 Page 15 of 19 Page 241 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Schedule 2: Aerial Photo TI Al 'F Y r i ,.awtru .r Schedule 2 Aerial Photo ' 7iTg11!!Shly[!t1� �sLl/ Subleet Lands Proust H-itogr,L• ddi g Future D 160 m File NUMteT:2¢22-6-(E I t I Development Services March 23, 2022 Report No. DS2022-023 Page 16 of 19 Page 242 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re. Conse... Schedule 3: Site Photos All �5 %rF lel Single Detached Dwelling on Retained Lands Lands to be Severed 1 9b ? / Ar Lands to be Severed(looking north) Receiving Lands(from Line 8 North) Existing Structures on Receiving Lands Receiving Lands Schedule 4: Site Plan Development Services March 23, 2022 Report No. DS2022-023 Page 17 of 19 Page 243 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re- Conse... gyp` ✓ � Q� i{f�fda �i�SC t--� w 4 2-- f-'*IlTIr-di O' 4K'hWE f..'�c�Cr i+l4 SSfF� Em 3- �;11a33'Sr.tf u.iEid. 7. '�t��a [r,�'Ati�� bra. �x.1StS.�4 64�+-I Sst�e,►G,[- '.Schedule 5: Plan Prepared to Address Building Department Request Development Services March 23, 2022 Report No. DS2022-023 Page 18 of 19 Page 244 of 374 10.f) DS2022-035, Michael Barton, Township Planning Consultant re- Conse... i`K_I C i$Oki lit lip '_�'\ 't�sr 3 e r�.i�e1 We_11 . �. be+dc VUal.i Development Services March 23, 2022 Report No. DS2022-023 Page 19 of 19 Page 245 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Report Township of Fraud Heritrage, Exciting Future Report No. To: Prepared By: CS2022-08 Council Yvonne Aubichon, Clerk Meeting Date: Subject: Motion # March 23, 2022 Procedural By-law - Proposed Amendments Roll #: N/A R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report CS2022-08 from Yvonne Aubichon, Clerk re: Procedural By-Law — Proposed Amendments be received and adopted. 2. That the proposed amendments to the Procedural By-law, as outlined in Report CS2022-08, be brought forward for Council's consideration. Background: Staff are reviewing options to continue to streamline the agenda processes and while some of these changes relate to the modification of internal administrative procedures, others require amendments to the Township's Procedural by-law. This report pertains to processing of correspondence that is received by the Township for inclusion on Agendas. Analysis: There are three types of correspondence received from other agencies, municipalities and individuals identified in the Procedural by-law: 1 . Consent Agenda correspondence normally received from Federal, Provincial and Regional levels of Government and agencies, resolutions from other municipalities, associations, municipal partners/stakeholders, businesses, etc.; and normally appear under the Consent Agenda heading, with standard recommendations, and referred to under Section 14.13 of the Procedural By-law. 2. Communications from the public regarding a specific matter that requires input or feedback from staff or Council direction for staff to report back and normally Corporate Services March 23, 2022 Report No. CS2022-08 Page 1 of 8 Page 246 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... appears under the Communications Agenda heading, with a more detailed specific recommendation under Section 14.14 c) of the Procedural By-law 3. Public correspondence received from the public pertaining to an item on an Agenda and referred to as public comment under Section 13.2 f) of the Procedural By-law. The purpose of this report is to address proposed changes to the above noted Consent Agenda correspondence, Communications, and public comments processing as it relates to the Procedural By-law. Consent Agenda Correspondence Currently staff receive multiple pieces of correspondence and forward them individually to Council via e-mail. Council then advises staff via e-mail, if they would like that item placed on the consent agenda. When the Township of Oro-Medonte or another municipality initiates a motion pertaining to a particular matter, that motion is often sent to the appropriate level(s) of government and shared with other municipalities across Ontario. With 444 municipalities in Ontario, the volume of these copied motions can be significant depending on the matter. Once a motion of this nature appears on the consent agenda the remainder of motions pertaining to that subject matter are filed. Staff have reviewed this process, from a streamlining perspective, to deal with the volume of correspondence and repeated motions received from other municipalities. Accordingly, staff are proposing a comprehensive list be prepared and posted on the Township website for Council and public review. Council will still have the discretion to request that an item be pulled from the list to place on the agenda with a proposed recommendation. This will achieve three objectives 1) reduce the volume of e-mails in managing the flow of correspondence to one e-mail a week when the list is prepared; 2) enhance accountability and transparency, if not requested on the agenda, will still be available for public review; and 3) reduce the number of items with a recommendation to be received, as the motion to be received will not be necessary if the item has already been received and published on the website. Of course, items such as minutes from other agencies, etc. that are normally placed on the agenda by staff would continue to appear on the agenda. Communications Staff are recommending that this type of communication would be defined as Communications addressed to Mayor and Members of Council that require staff input or requires report back direction from Council. This communication may be placed on a Council agenda for disposition. Staff are also recommending a change regarding receipt of communications for the agenda from 7 days to 10 days. This is to provide adequate processing time for staff to request additional information if needed, etc. prior to the agenda posting. Corporate Services March 23, 2022 Report No. CS2022-08 Page 2 of 8 Page 247 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Public Comment Currently Council and Committee correspondence received from the public pertaining to an item on the agenda, that meet the requirements and timelines set out in the procedural by-law, are uploaded to the agenda. This is done on a continual basis after the posting of the agenda until 3-00p.m. on the business day prior to the meeting. This proves challenging at times, as each piece of correspondence must be vetted with respect to procedural by-law requirements and for liability purposes. In reviewing this process, areas that require clarification were identified; such as, what is a public record? Many believe that the agenda is the public record and that correspondence must be posted to the agenda in order for it to form part of the public record. While there are many definitions of what a public record is, perhaps the clearest definition of a Public Record is defined in the Merriam-Webster Dictionary as information required by law to be made and kept that is recorded and stored by a government which a member of the public has a right to access and review. Examples of Public Records are: a: a record made by a public officer or a government agency in the course of the performance of their duties; and b: a record filed in a public office Access and review of public documents are done through FOI Requests and Routine Disclosures. For clarification, the agenda is a document that forms part of the public record, but it is not "the" public record. It is also not necessary for public correspondence to be uploaded to the agenda in order to become part of the public record. Written submissions to the Township automatically become a public record. The second consideration in reviewing this process is ensuring that the public correspondence is directed through the appropriate channels for review and consideration by the decision-makers and governing body for the municipality. In this regard it is important to understand that Council are the decision-makers and governing body of the municipality. Therefore, it is imperative that Council receive public input/correspondence for their consideration, as part of their decision-making process with respect to items on an agenda. The third consideration is to ensure adequate processing time for agenda correspondence items. In order to ensure appropriate receipt and distribution of public correspondence for consideration by Council and to mitigate Township liability, staff are proposing the following changes to Procedural By-law 2017-165: Corporate Services March 23, 2022 Report No. CS2022-08 Page 3 of 8 Page 248 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... 1 .0 Definitions — It is recommended to include the following definitions: g) "Communications" means written submissions addressed to Mayor and Members of Council, that meet procedural requirements and timelines, and require staff input or report back direction from Council q) "Public Record" means a record required by law to be made and kept, a record made by a public officer or a government agency in the course of the performance of a duty, a record filed in a public office. Section 13.1 q) Council Agenda Current: g) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section, written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township's website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be filed accordingly. Any information contained in a written submission, including contact information, will become part of the public record. Proposed Amendment: g) Written comments from the public, addressed to Mayor and Members of Council, received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting, pertaining to an item on the current upcoming Council agenda shall be forwarded directly to Council, in its original form, for their consideration, as the governing body and decision- makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Section 13.2 f) Committee Agenda Current: f) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section, written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township's website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be Corporate Services March 23, 2022 Report No. CS2022-08 Page 4 of 8 Page 249 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... filed accordingly. Any information contained in a written submission, including contact information, will become part of the public record. Proposed Amendment: f) Written comments related to an Agenda item when the comments are received by the Clerk's office by 3.00 p.m. on the business day prior to the scheduled meeting will be forwarded, in its initial form, to Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including contact information, will become part of the public record. Section 14.7 e) Public Meetings and Public Information Sessions New Section: e) Written comments related to a Public Meeting or Public Hearing, held in accordance with the Planning Act, when the comments are received by the Township will be forwarded, in its initial form, to the Development Services Committee/Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including contact information, will become part of the public record. Section 14.13 Consent Agenda Current: Consent Agenda includes "Announcements of Interest to the Public", as well as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. Proposed Amendment: Consent Agenda includes "Announcements of Interest to the Public", received from Federal, Provincial and Regional levels of Government and agencies, resolutions from other municipalities, associations, municipal partners/stakeholders, businesses, etc., that appear as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. Corporate Services March 23, 2022 Report No. CS2022-08 Page 5 of 8 Page 250 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Section 14.14 b) Communications/Petitions Current: c) Communications addressed to Mayor and Members of Council shall be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Head of Council and Chief Administrative Officer. Proposed Amendment: c) Communications, as described in 1.0 g) Definitions above, addressed to Mayor and Members of Council that require staff input or require report back direction from Council, may be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Head of Council and Chief Administrative Officer/Deputy Chief Administrative Officer. Section 14.14c) to become d) Current: c) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 7 calendar days prior to the meeting. If, in the Clerk's opinion, the communication/petition is of a time sensitive nature, the Clerk may bring forward such communication/petition for Council/Committee consideration, after the aforementioned deadline. Proposed Amendment: d) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 10 calendar days prior to the meeting. If, in the Clerk's opinion, the petition is of a time sensitive nature, the Clerk may bring forward such petition for Council/Committee consideration, after the aforementioned deadline. While a number of proposed amendments are being recommended to enable a more streamlined approach to agenda matters. It is also important to note that on the homepage of the Township's website, under Contact Us, members of the public also continue to have the following options of discussing any concerns they may have: • emailing all members of the Council directly at the group email "council(a-)-oro- medonte.ca"; • emailing members of Council individually; or • telephoning members of Council to discuss their concerns. Members of the public also have the opportunity to speak directly at a meeting under the Open Forum or during the Public Meeting. Corporate Services March 23, 2022 Report No. CS2022-08 Page 6 of 8 Page 251 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Reinstatement of Section 14.9 Identification from the Public of an Agenda Item of Interest While unrelated to the correspondence portion of this report, By-Law No. 2021-004 passed on January 13, 2021 which provided 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 was temporarily removed from the Procedural By-law, when safety restrictions pertaining to the pandemic were in effect. It was the intent to reinstate this section back into the Procedural By-law when in-person meetings resume. In anticipation of returning to in-person meetings, staff are recommending that Item 14.9 now be reinstated into the Procedural By-law to provide for the resumption of in-person meetings and the public can return to the Council Chamber. Financial / Legal Implications / Risk Management: Cost savings with respect to staff resources Policies/Legislation: Procedural By-law 2017-165 Corporate Strategic Goals: • Modernize Township Services o Implement Standard Information Technology Practices o Improve Delivery Services • Support Our Workforce o Maintain Effective Governance-Operational Relations Consultations: Director, Corporate Services Deputy Clerk Simcoe County Clerk Simcoe County Area Municipal Clerks Attachments: Appendix A — Schedule A to 2017-165 Consolidated Procedural By-law Corporate Services March 23, 2022 Report No. CS2022-08 Page 7 of 8 Page 252 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Conclusion: A number of proposed amendments are being recommended to enable a more streamlined approach to agenda matters with additional contact information that is provided on the Township website. Staff are respectfully presenting the amended Procedural By-law for Council's consideration. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director Corporate Services March 15, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 17, 2022 Corporate Services March 23, 2022 Report No. CS2022-08 Page 8 of 8 Page 253 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re- Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020' By-Law No.2020-092 dated August 12,2020. By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 The Corporation of the Township of Oro-Medonte By-Law No.2017-165 A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law Nos.2015-203,2016.46 and 2016.174 (Procedural By-law) Whereas Section 238(2)ofthe Municipal Act,2001,S.O.2001,c.25,as amended states that every municipality and local board shall pass a procedure by-law for governing the calling,place and proceedings of meetings, And Whereas Section 238(2.1)of the Municipal Act,2001,S.O.2001,c.25,as amended states that the procedure by-law shall provide for public notice of meetings, And Whereas the Township of Oro-Medonte By-law No.2015-203,being a by-law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte was passed under the authority of the Municipal Act,2001,S.O.2001,c.25,Section 238(2), And Whereas the Council of the Corporation of the Township of Om-Medonte deems it expedient to amend By-law No.2017-165,as amended,so that Council may reflect the current practices,procedures and statutory requirements of Council and Committees/Technical Support Groups of Council, Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the proceedings of Council and its Committees/Technical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule"A",attached hereto and forming part of this by-law. 2. That the current edition of"Robert's Rules of Order Newly Revised"shall be the basis of interpretation for questions of procedure or order not provided for in Schedule"A". 3. That should any section,subsection,clause,paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid,the same shall not affect the validity of the by-law as a whole or any part thereof,other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by-law shall take precedence. 4. That this by-law may be cited as the"Procedural By-law". By-Law No.2017.165,As Amended and Consolidated. Page 254 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re- Procedural By-Law Proposed A... Office Consolidation-By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 2 of 36 Schedule"A"to By-law No.2017.165 for The Corporation of the Township of Oro-Medonte Index 1.0 Definitions 2.0 Notice of Meeting 3.0 Calling,Place and Time of Meetings 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of Council 3.3 Council Meetings-Special or Emergency 3.4 Committees or Technical Support Groups of Council Meetings 3.5 Clerk Required 4.0 Quorum 4.1 Quorum-Council 4.2 Quorum-Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non-Attendance-Committees or Technical Support Groups of Council 5.0 Open and Closed Meetings-General 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 Head of Council 6.1 Chair-Council 6.2 Duties of Chair 6.3 Vacate the Chair-Head of Council 6.4 Absence from Council Meeting 7.0 Chair-Committees or Technical Support Groups of Council 7.1 Absence from Committee or Technical Support Group Meeting 8.0 Conduct 8.1 Conduct-Members of Council 8.2 Conduct-Committees or Technical Support Group Appointees 8.3 Conduct-Members of the Public 9.0 Rules of Debate 9.1 Rules of Debate-Head of Council/Chair 9.2 Rules of Debate-Members 9.3 Rules of Debate-In Council/Committee 10.0 Use of Ballot for Determining Appointee 11.0 Voting 11.1 Voting-Head of Council 11.2 Voting-Chair of Committee or Technical Support Group of Council 11.3 Voting on Questions 11.4 Failure to Vote 11.5 Appeal of Declaration of Result 11.6 Equality of Votes 11.7 Recorded Vote 11.8 Voting-Closed Session Meeting 11.9 Voting-2/3 Vote Calculation 12.0 Motions/Recommendations 12.1 Motions/Recommendations-General 12.2 Withdrawal of a Motion Page 255 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 3 of 36 12.3 Motion to Amend 12.4 Motion to Reconsider 13.0 Agendas 13.1 Council Agenda 13.2 Committee Agenda 13.3 Verbal Matters 13.4 Announcements 14.0 Agenda Section Headings 14.1 Call to Order—Moment of Reflection 14.2 Adoption of the Agenda 14.3 Disclosure of Pecuniary Interest 14.4 Closed Session Items 14.5 Minutes of Council and Committee 14.6 Recognition ofAchievements 14.7 Public Meetings and Public Information Sessions 14.8 Deputations/Presentations ''[To be reinstated when in-person meetings occur], 14.9 Open Forum 14.10 Reports of Municipal Officers 14.11 Reports of Members of Council 14.12 Announcements 14.13 Consent Agenda 14.14 Communications/Petitions 14.15 Notice of Motions 14.16 By-laws 14.17 Closed Session Items(Unfinished Items) 14.18 Confirmation By-law 14.19 Adjournment 15.0 Suspension/Amendment of Procedure Page 256 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 4 of 36 1.0 Definitions That in this By-law: a) "Agenda'means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. b) "Closed Session'means a meeting,or portion thereof,closed to the public in accordance with Section 239 of the Municipal Act,2001,as amended. c) "Committee"means an advisory committee or Technical Support Group of Council or similar entity. d) "Chair"means the person presiding over a meeting of Council or a Committee/Technical Support Group. e) "Clerk"means the Clerk of the Township of Oro-Medonte,or the Deputy Clerk,acting in the capacity of the Clerk in his/her absence,or a person who the Clerk has delegated authority to in accordance with Section 228(4)of the Municipal Act,2001,as amended. f) "Consent Agenda"means a list of items on the agenda containing recommendations from staff as to their disposition,all of which may be adopted by one motion,but any of which may be removed from the motion and voted upon separately upon the request of a Member. g) "Communications'means written submissions addressed to Mayor and Members of Council,that meet procedural requirements and timelines, and require staff input or report back direction from Council h) "Council'means the Council of The Corporation of the Township of Oro- Medonte. i) 'Deputation"means an address to Council/Committee by an individual or a group for the purpose of making a presentation for information or asking for an action;and/or an individual or a group who have requested to provide an address to Council/Committee. j) "Emergency Meeting"means a meeting not scheduled in accordance with the approved schedule of meetings and must be held as expeditiously as possible. k) "Head of Council'means the Mayor of The Corporation of the Township of Oro-Medonte or the Deputy Mayor acting in the capacity of the Mayor in his/her absence. 1) "Holiday'means: i) any holiday as defined in the Section 88 of the Legislation Act,2006. S.O.2006,c.21,Sched.F, ii) any day proclaimed by the Head of the Council as a Civic Holiday. m) "Improper Language'means the use of profane,indecent or obscene language that is deemed,at the discretion of the Chair,to be disrespectful. n) "Local Board"means a public utility commission,transportation commission,board of park management,board of health,planning board, Page 257 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 5 of 36 or any other board,commission,Committee,body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. Page 258 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 6 of 36 o) "Meeting"means any regular,special,Committee or other meeting of Council,or a Local Board or of a Committee of either of them. p) "Member"means a member of the Council,including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. q) "Public Record"means a record required by law to be made and kept,a) record made by a public officer or a government agency in the course of the performance of a duty,b)a record filed in a public office. r) "Recorded Vote'means the recording of the name and vote of every Member on any matter of question. s) "Resident"means an individual who resides or rents/owns property within the boundaries ofthe Township. t) "Special Meeting'means a meeting not scheduled in accordance with the approved schedule of meetings. u) 'Technical Support Group'means an advisory Committee where less than 50 per cent of the Members are members of Council of the Township of Oro-Medonte. v) 'Township"means The Corporation of the Township of Oro-Medonte. 2.0 Notice of Meeting a) The Clerk or designate shall ensure that the Agenda,for each regular meeting of Council and/or Committee,shall be distributed to Council up to one day prior to,but no later than noon on the last business day prior to its release to the public via the Township website by end of the last business day of the week prior to the meeting. The posting of the Agenda on the Township website shall constitute public notice of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) Notice of an Emergency Council Meeting shall be given to the public by posting the Agenda on the Township website as soon as is practicable. Such posting may not occur prior to the Emergency Meeting. d) The Mayor or Chair may,if it appears that a storm or like occurrence will prevent the Members from attending a meeting,postpone that meeting by advising the Clerk and as many Members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. e) The Chair may cancel a meeting due to lack of items for consideration,or the Clerk,in consultation with the Chair,may cancel a meeting when it has been confirmed before the meeting that there will be a lack of quorum present. Such cancellation shall be noted on the Township's website as soon as is practical after the meeting has been cancelled. Page 259 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 7 of 36 f) The Clerk,or designate,shall provide notice of cancellation to Council, Staff,and Media a minimum of two(2)hours,whenever possible,in advance of any meeting,public meeting,hearing,or information session in the case of severe inclement weather.The notice of cancellation shall be posted on the Township's website,and may be communicated in any other manner deemed appropriate for the circumstances of the cancellation. g) Lack of receipt of notice or Agenda for a meeting by any person shall not affect the validity of the meeting or any action lawfully taken at the meeting. h) In the event the Township's website is unavailable for posting of a notice or cancellation of a meeting,staff will take alternative measures to post a notice or cancellation in a medium as available,such as but not limited to at the Township's Administration Centre located at 148 Line 7 South,Oro- Medonte.As soon as practicable after the website is available,the notice or cancellation is to be posted on the Township's website. i) The Corporate Services Division will ensure that information on how the public may access the meeting will be provided on the meeting agenda and on the Township website. 3.0 Calling,Place and Time of Meetings 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p.m.on the first Wednesday of December following a regular election. b) The Mayor-elect and Clerk shall be responsible for the location,content and format of the Agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. c) That prior to the commencement of the first meeting of the newly elected Council,the Clerk in consultation with the Mayor,shall establish the seating arrangement to be used for the Term of Council,or portion thereof. 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for Council shall be: a) Council Meetings on the second and fourth Wednesday of each month (except July,August and December—as defined further in this section). b) Council Meetings to commence at 9:00 a.m.with the Closed Session to commence immediately following the opening of the meeting. The public session(Open Session)shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items)towards the end of the meeting agenda. c) During the months of July and August,a Council meeting shall be held on the Wednesday of the week,in which the 15'h day falls between Sunday and Saturday.These meetings to commence at 9:00 a.m.with the Closed Session to commence immediately following the opening of the meeting. Page 260 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 8 of 36 The public session(Open Session)shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items)towards the end of the meeting agenda. d) During the month of December,meetings shall be held as follows: i) The meeting on the second Wednesday of the month to commence at 9:00 a.m.with Closed Session to commence immediately following the opening of the meeting. The public session(Open Session)shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items) towards the end of the meeting agenda. ii) On the third Wednesday,a regular Council meeting may be dedicated to Recognition at a time confirmed with the Head of Council. iii) There shall be no meeting the fourth Wednesday of the month. e) In the absence of a scheduled closed session the public session(open session)shall commence at 9:00 a.m. f) When a Development Services Committee meeting is held,there shall be a Regular meeting of Council held immediately following the Development Services Committee. This Regular meeting of Council shall be held solely for the purposes to adopt the recommendations of the Development Services Committee meeting and consideration of any Closed Session matters and By-laws related to the Planning Act. g) Meetings of Council/Committee shall be held at the Township of Oro- Medonte Administration Centre,148 Line 7 South,Oro-Medonte or any other location within the municipality otherwise designated from time to time for such purposes.The location shall be identified on the Agenda cover pages for the said meeting. h) In the event that the day scheduled for a regular Council meeting is a public Holiday,civic Holiday,or a day on which a Municipal Election is to be held,the Council shall meet at the same hour on the 11'day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council is to be held at a time,day or place other than as set out in this Section,notice shall be provided pursuant to Section 2.0 as confirmed with the Head of Council. j) Notwithstanding Section 3.2i),where a Regular meeting of Council is to be held at a location within the Township as a Travelling Council meeting, Council shall give notice,at least 30 calendar days in advance of such meeting,by publication on the Township website and any other manner which is deemed appropriate by the Clerk,to inform the Residents of the area in which the meeting will be held. 3.3 Council Meetings—Special or Emergency a) The Head of Council may,at any time,call a Special Meeting of the Council. Page 261 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 9 of 36 b) The Clerk,in consultation with the Head of Council,may call a Special Meeting of the Council in circumstances where Council needs to make decisions and actions need to be taken before the next regularly scheduled meeting. c) Upon receipt of a petition of the majority of the Members of Council,the Clerk shall call a Special Meeting for the purpose and at the time mentioned in the petition. d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or Agenda. e) Once the Agenda for a Special Meeting of Council is posted on the Township website,there shall be no amendment to the notice of the meeting or the Agenda. f) Notice of a Special Meeting of Council shall be delivered to all Members of Council at least one calendar day before the date established for the Special Meeting. g) If a Special Meeting of Council is summoned as the result of a request from an applicant to deal with a specific matter before the next regular meeting of Council,the applicant shall be responsible for all costs associated with the Special Council meeting,including per diem and mileage payments,etc. The minimum charge of$750.00 shall be applicable in such circumstances where a Special Council meeting is deemed to be a"half day'. h) The Head of Council may,at any time,call an Emergency Meeting of Council without the required one calendar day notice where the Head of Council is satisfied an extraordinary situation exists that will negatively impact the health,safety and well-being of persons,expose the municipality to liability,or negatively impact the municipality's position in negotiation,if Council does not make a decision and the Township does not act on the matter within one calendar day of the Emergency Meeting. i) No business may be transacted at an Emergency Meeting of Council other than the business dealing directly with the emergency or extraordinary situation. j) When the Head of Council calls an Emergency Meeting of Council,the Clerk shall notify Members of Council of the meeting in the most expedient manner. k) For the purposes ofthe Township's Remuneration By-law,an Emergency Meeting of Council shall be classified as a Special Meeting of Council. 3.4 Committees or Technical Support Groups of Council Meetings a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established,revised,disbanded and replaced as Council deems necessary. b) The majority of Members of such Committees or Technical Support Groups shall be Residents within the municipality. c) The Mayor shall be an ex-officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. Page 262 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 10 of 36 d) Council,in its sole discretion,may amend the appointment of any public member to a Committee or Technical Support Group during its term. e) The provisions of this By-law,with necessary modification,shall apply to Township Committees or Technical Support Groups and to any other Committees or Local Boards established by Council from time to time. f) In the event that Council has enacted a Committee or Technical Support Group specific procedural by-law,the provisions of this By-law,shall apply when the Committee or Technical Support Group specific procedural by- law does not speak to the matter in question. g) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. h) In the event that the day scheduled for a regular Committee or Technical Support Group meeting is a public Holiday,civic Holiday,or a day on which a Municipal Election is to be held,the Committee shall meet at the same hour on the 1It business day thereafter,unless otherwise provided by resolution. 3.5 Clerk Required No meeting of Council or Committee/Technical Support Groups,including any Closed Session,shall be held in the absence of the Clerk or his/her designate. This provision of the By-law may not be suspended. 4.0 Quorum 4.1 Quorum—Council a) Four(4)Members of Council shall be physically or electronically present to discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the Council,Local Board or Committee to constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting,the Clerk shall call the roll and record the names of the Members present.The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. 4.2 Quorum—Committees or Technical Support Groups of Council a) A majority of the whole number of voting Members required to constitute the Committee or Technical Support Group shall be physically or electronically present to form a quorum(being the next whole number in excess of one-half the number of Members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting,the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all Committee or Technical Support Group Members. 4.3 Attendance Page 263 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 11 of 36 Attendance shall be in person or electronically for Members of Council, Committee or Local Boards. Electronic participation is permitted for Members of Council,Committee or Local Boards. Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a Member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee or Technical Support Group meeting shall be at the Member's own discretion and without per diem. 4.3.1 Electronic Meeting Participation That while every effort shall be made by members to attend meetings physically in person,during the following circumstances members may participate remotely in a meeting to the extent and in the manner set out in this By-law: (a) It is not safe or possible to attend an in person meeting due to a natural weather event(inclement weather), (b) Health and safety restrictions as determined by the Chief Administrative Officer in consultation with the Head of Council, (c) Restrictions,guidelines or recommendations set out by the Simcoe Muskoka District Health Unit,the Ontario Provincial Police or the Province of Ontario; (d) The activation of the Emergency Control Group or a declared emergency by any level of government, (e) Illness or disability; (f) Need to care for a sick family member that makes in person attendance difficult,or (g) Trip/vacation that may make in person attendance difficult. 4.3.2 In accordance with the criteria set out in 4.3.1 above,a member of Council, local board or committee may participate fully in a meeting by electronic means (via teleconference or video conference). This applies to regular,special, emergency and closed sessions of council and meetings of local boards and committees and Public Meetings under the Planning Act or other Provincial legislation. 4.3.3 Electronic participation shall mean participation by teleconference or video conference. 4.3.4 Electronic participation by members of Council,Local Boards and Committees shall count towards quorum in accordance with section 238(3.3)(a) of the Municipal Act,2001,as amended. 4.3.5 Members of Council,Local Boards and Committees shall be permitted to participate electronically in a meeting that is open or closed"in camera"to the public in accordance with section 238(3.3)(b)ofthe Municipal Act,2001,as amended. 4.3.6 Votes cast by members of Council,Local Boards and Committees electronically shall be counted towards the overall decision by show of vote cards or if by teleconference,by verbal means. 4.3.7 In the case that members of Council participate electronically in closed sessions,all members must attest to the fact that they recognize they will be in a closed session and are able to ensure confidentiality. Page 264 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 12 of 36 4.3.8 In the event of technical failure during the meeting,Council,the local board or committee may take a recess to allow staff to reinstate the electronic participation.If a member can no longer participate by electronic means,it will not affect the validity of the meeting or decisions made. 4.3.9 Any member of Council participating remotely shall notify the Clerk,via email,as soon as possible in advance of the meeting. Page 265 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re- Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 13 of 36 4.4 Non-Attendance—Committees or Technical Support Groups of Council a) The seat of a Member of a Committee or Technical Support Group shall be declared vacant I the Member is absent for three(3)consecutive meetings,without prior approval from Council,with the exception of illness/health reasons. b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group,the continuation of their appointment shall be determined by Council. c) Members of a Committee or Technical Support Group are required to inform the Clerk's office of any anticipated,but unavoidable,absences from upcoming meetings. 5.0 Open and Closed Meetings-General 5.1 Open Meetings All meetings of Council and all meetings of any Committees/Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. 5.2 Closed Session Meetings a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality(may be cited as "security of municipal property'), ii) personal matters about an identifiable individual,including municipal employees(may be cited as"personal matters about an identifiable individual"); iii) the proposed or pending acquisition/disposition of land by the municipality(may be cited as"acquisition/disposition of land"), iv) labour relations or employee negotiations(may be cited as"labour relations/employee negotiations'), v) litigation or potential litigation affecting the municipality,including matters before administrative tribunals(may be cited as"litigation affecting the municipality"), vi) advice that is subject to solicitor-client privilege,including communications necessary for that purpose(may be cited as "solicitor-client privilege'); vii) a matter in respect of which a council,committee or other body may hold a closed meeting under another Act; viii) the education or training ofthe members;provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision making of the Council or committee(may be cited as"education or training of members"). bo information explicitly supplied in confidence to the municipality or local board by Canada,a province or territory or a Crown agency of any of them(may be cited as"information explicitly supplied in confidence to the municipality"), x) a trade secret or scientific,technical,commercial,financial or labour relations information,supplied in confidence to the municipality or local board,which,if disclosed,could reasonably be Page 266 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 14 of 36 expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person,group of persons,or organization(may be cited as Irade secret or scientific,technical,commercial,financial or labour relations information,supplied in confidence to the municipality'), xi) a trade secret or scientific,technical,commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value(may be cited as"a trade secret or scientific,technical,commercial or financial information that belongs to the municipality'),or xii) a position,plan,procedure,criteria or instruction to be applied to any negotiations carded on or to be carried on by or on behalf of the municipality or local board(may be cited as"a position,plan, procedure,criteria or instruction to be applied to any negotiations related to the municipality"). b) A meeting or part of a meeting shall be closed to the public if the subject matter being considered is: i) a request under the Municipal Freedom of Information and Protection to Privacy Act,if the Council is designated as the head of the institution for the purposes of the Act, ii) an ongoing investigation respecting the municipality,a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act,an Ombudsman referred to in subsection 223.13 ofthe Municipal Act,or the investigator referred to in subsection 239.2 of the Municipal Act. 6.0 Head of Council 6.1 Chair—Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair shall preserve order and decorum,decide questions of order (subject to an appeal to the Council/Committee by any Member)and, without unnecessary comment,cite the rule of authority commonly accepted(under parliamentary procedures or the procedural by-law) applicable to the case,if called upon to do so. b) To open the meeting of CounciVCommittee by taking the chair and calling the Members to order. c) To announce the business before the Council/Committee in the order in which it is to be acted upon. d) To receive and submit,in the proper manner,all motions/ recommendations presented by the Members. e) To put to vote all questions which are regularly moved and seconded,or necessarily arise in the course of proceedings,and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. Page 267 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 15 of 36 g) To restrain the Members,within the rules of order,when engaged in debate. h) To enforce,on all occasions,the conduct of the Members. i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council/Committee,thereby ordering him/her to vacate the Council Chamber,or designated meeting place. k) To receive all messages and other communications and announce them to the Council/Commiftee. 1) To authenticate,by his/her signature when necessary,all by-laws(if applicable),motions/recommendations and minutes of the Council/Committee. m) To represent and support the Council/Committee,declaring its decision in all things. n) To ensure that the decisions of Council/Committee are in conformity with the laws and by-laws governing activities of the Council/Committee. o) To adjourn the meeting when the business is concluded. p) To unilaterally adjourn the meeting without a motion,in the event of grave disorder arising in the meeting place. 6.3 Vacate the Chair—Head of Council a) If the Head of Council/Chair desires to introduce a motion or by-law, he/she shall vacate the chair for that purpose only,and shall call on another Member of Council to fill his/her place until he/she resumes the chair. b) The Clerk shall note in the minutes of the meeting when the Head of Council/Chair vacates and resumes the chair. 6.4 Absence from Council Meeting a) When the Head of Council knows in advance that he/she will be absent at the commencement of a Council meeting,the Head of Council shall advise the Deputy Mayor and Clerk as soon as possible prior to the commencement of the meeting. In the event that the Head of Council and Deputy Mayor will both be absent at the commencement of the Council meeting,the Head of Council may appoint a Member of Council to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor,and the Head of Council shall advise the Clerk of the appointment as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Head of Council,within fifteen minutes after the time appointed for the meeting,the Deputy Mayor shall call the Members to order and,if a quorum is present,shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor,and a quorum is present,the Clerk shall call the Members to order,and a Chair shall be chosen from Page 268 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 16 of 36 the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. c) When the Chair is vacated by the Head of Council,the Deputy Mayor shall assume the Chair and shall preside during the meeting until the Head of Council resumes the chair. d)L—While presiding,the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. djeL—The seat of a member of Council shall be declared vacant if the Member is absent for three(3)consecutive meetings,without prior approval from Council,with the exception of illness/health reasons. ejfL_If that member is prepared to show just cause why they should remain on the Council,the continuation of their appointment shall be determined by Council. yg)_Members of Council are required to inform the Clerk's office of any anticipated,but unavoidable,absences from meetings 7.0 Chair—Committees or Technical Support Groups of Council The Chair of a Committee or Technical Support Group of Council shall be appointed by Council. 7.1 Absence from Committee or Technical Support Group Meeting a) When the Chair of a Committee/Technical Support Group knows in advance that he/she will be absent at the commencement of the meeting, the Chair shall advise the ex-officio,Vice Chair if appointed,and the Clerk as soon as possible prior to the commencement of the meeting. When a Vice Chair is appointed,the Vice Chair shall assume the Chair for the meeting. When there is no Vice Chair appointed,the ex-officio shall assume the Chair for the meeting or until the arrival of the Chair. In the event that the Chair and ex-officio will both be absent at the commencement of the meeting,the ex-officio may appoint a Member of Council to act in an ex-officio capacity,to preside during the meeting or until the arrival of the Chair or ex-officio,and the ex-officio shall advise the Clerk ofthe appointment,in writing,as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Chair and quorum is present,the Clerk shall call the Members to order and a Chair shall be chosen from among the Members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. c) During the meeting,the Chair of a Committee or Technical Support Group may appoint another Member of the Committee to act as the Chair while he/she is temporarily absent from the meeting. Page 269 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 17 of 36 8.0 Conduct 8.1 Conduct—Members of Council Members of Council shall: a) not disturb another,or the Council itself,by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake his/her seat at any meeting after being ordered by the Chair to vacate after committing a breach of any rule of order of the Council,without making apology and the consent of the Council expressed by a majority vote of the other Members present,determined without debate. d) not speak until he/she has addressed himself/herself to the Chair. e) not walk across or out of the Chamber/designated meeting place or make any noise or disturbance when the Chair is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. f) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. g) Where a Member of Council has exhibited conduct,outside of the Council Chambers,that is unbecoming of a Council Member,Council may impose sanctions and/or reprimands on that Member of Council,in its sole discretion,by a majority of Members present. h) declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter. i) convey the position of Council once a question has been decided, including when a Member had a minority opinion,while demonstrating respect for democracy. j) adhere to a dress code for Council Meetings as agreed to by the current term of Council. 8.2 Conduct—Committees or Technical Support Group Appointees Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct,integrity,impartiality,good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence,discrimination,threats and harassment. The Township will not tolerate any action or failure to act which results in violence, Page 270 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 18 of 36 discrimination,threat,harassment or a violation of the human rights of any employee,or persons appointed to Committees or Technical Support Groups. Principles of Conduct a) All Members of Committees or Technical Support Groups of Council shall: i) Promote the general goals,objectives and policies of the Township. ii) Convey the position of the Committee or Technical Support Group,and Council once a question has been decided,including when a Member had a minority opinion,while demonstrating respect for democracy. iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public, iv) Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter, v) Not discriminate or harass another Member of Council,Committees, Technical Support Groups,staff or public. vi) Not benefit from the use of information acquired or used,and that is not generally available to the public,during the course of their duties. vii) Council Appointees,their immediate family and family Members residing in their households may not sell goods,materials or services to the Township without the express written permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts,persons,groups,companies or organizations with which the Township does business,pursuant to Township policy. ix) Not accept gifts that are given in anticipation of special consideration by the Township. Consequences for Violations of Conduct All reports of incidents shall be considered serious,will be investigated and appropriate action will be taken,up to and including removal from the Township Committee or Technical Support Group. 8.3 Conduct—Members of the Public Members of the public shall respect the decorum of Council/Committee and shall refrain from public outbursts,shouting,or behaviour intended to disrupt the debate,discussion and/or general proceedings of Council/Committee. Members of the public shall respect the dignity and rights of all persons present, and shall not ridicule,demean or intimidate any person. Members of the public who displays signs,posters,clothing or other advertising devices,whether political or otherwise,that demonstrate a lack of respect for the formal nature of the meeting may be requested,by the Chair to leave or remove these items. Page 271 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 19 of 36 No person shall use offensive,insulting or Improper Language in or against the Council/Committee or any Member thereof,employees of the Township or any other person. Any member of the public who contravenes any provision of this section,may be requested to leave or be expelled from the meeting place by the Chair or in accordance with the direction of Council. The Chair may unilaterally suspend the meeting until order is restored in the meeting place. In the event of grave disorder arising in the meeting place,the Chair may unilaterally adjourn the meeting without a motion. 9.0 Rules of Debate 9.1 Rules of Debate—Head of Council/Chair In directing the course of debate,the Head of Council/Chair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motionstrecommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question,except when otherwise provided in this by-law. 9.2 Rules of Debate—Members In addressing the Council/Committee,no Member shall: a) speak disrespectfully of Her Majesty the Queen or any of the Royal Family,or of the Governor-General,Lieutenant-Govemor or any member of the Senate,the House of Commons of Canada,or the Legislative Assembly of Ontario. b) use offensive,insulting or Improper Language in or against the Council/Committee or any Member thereof,employees of the Township or any other person. c) speak beside the question in debate. d) speak against any decision of Council/Committee except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. e) disobey the rules of Council/Committee or a decision of the Chair. 9.3 Rules of Debate—In Council/Committee a) Every Member may participate in a meeting by in person or electronic means. b) Every Member when speaking to any question or motion shall respectfully Page 272 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 20 of 36 address the Chair. c) When a Member is speaking,no other Member shall pass between him/her and the Chair,or interrupt him/her except to raise a point of order. d) Any Member may require the question or motion under discussion to be read at any time during the debate,but not so as to interrupt a Member while speaking. e) No Member shall speak more than once,except as outlined in Section 9.3 f),until every Member who desires to speak has spoken. f) Upon verbal notification by the Chair of their intention to enforce the following time limits,no Member shall speak to the same question for longer than 2(two)minutes.With the leave of the Chair,a supplementary question with a further 1(one)minute,may be granted. (i) A Member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. g) The Chair may take part in any debate without leaving the Chair. h) Upon consent by a 2/3 vote of the Members present,Council/Committee may permit members of the public to speak to a specific matter on an Agenda,without a formal Deputation,at the time the matter is being considered in order to provide additional information that may assist Council/Committee in rendering a decision on the matter. 10.0 Use of Ballot for Determining Appointee a) Where Council wishes to appoint a Member of Council as its representative to a Board,Commission,Committee,etc.and more Members of Council than available vacancies have expressed an interest in being the appointed representative,Council may use a ballot for determining the appointee. b) The Clerk shall provide a ballot to Members of Council with the names of the Members who have expressed an interest in being the appointed representative(s). c) Each Member of Council shall select their preferred representative(s)on the ballot,shall fold the ballot and return it to the Clerk. d) The Clerk and another staff member shall tally the votes and the Clerk shall announce the successful representative(s). e) In the event of a tied vote,the Clerk shall draw a lot consisting of the names that received the tied vote. f) Following the announcement of the successful representative(s),the Chair shall ask for a motion to destroy the ballots. Page 273 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 21 of 36 11.0 Voting 11.1 Voting—Head of Council Notwithstanding Section 11.3 c),the Head of Council(except where disqualified from voting by reason of interest or otherwise)may vote with the Members on all questions. 11.2 Voting—Chair of Committee or Technical Support Group of Council a) Members of Council sitting as Members of Committees or Technical Support Groups of Council may not vote with the public Members of the Committee or Technical Support Group on any question. b) Notwithstanding Section 11.2 a),Members of Council sitting as Members of Committees or Technical Support Groups of Council may vote on any question,when no public Members have been appointed to the Committee or Technical Support Group. 11.3 Voting on Questions a) When the Chair calls forthe vote on a question,each Member shall occupy his/her seat and shall remain there until the result of the vote has been declared by the Chair.During such time no Member shall walk across the room or speak to any other Member or make any noise or disturbance. b) After a question is finally put by the Chair or Member,no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c) Every Member present at a meeting of the Council/Committee,when a question is put,shall vote thereon,unless he/she has declared any pecuniary interest,direct or indirect in the question. d) The manner of determining the decision of the Council/Committee on a motion shall be by a"show of hands". e) Any motion shall require a majority of votes of the quorum present in order to be valid and binding on Council/Committee,unless otherwise set out in this By-law or in any Act. 11.4 Failure to Vote Failure to vote by any Member present,except when a Member has declared a pecuniary interest,shall be taken as a negative vote. 11.5 Appeal of Declaration of Result If a Member who has voted on a question disagrees with the declaration of the Chair that the question is carried,or lost,he/she may,but only immediately after the declaration by the Chair,appeal the declaration. On an appeal of the declaration by a Member,the Chair shall call for a Recorded Vote to be taken on the question in the manner prescribed in Section 11.7 of this By-law. Page 274 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 22 of 36 11.6 Equality of Votes Where a vote on a question results in an equality of votes,the result shall be deemed to be negative. 11.7 Recorded Vote a) When a Member present requests,immediately prior to or immediately subsequent to the taking of the vote,that the vote be recorded,each Member present,except a Member who is disqualified from voting by any Act,shall announce his/her vote openly. b) The Chair,immediately following the request for a Recorded Vote,will put the question again. c) All Members present at the Council or Committee Meeting,unless disqualified from voting by any Act,must vote in alphabetical order, beginning with the Member who has requested the Recorded Vote.The Clerk shall call each Member individually,record the Member's vote,and report the result of the vote to the Chair. d) The Chair shall vote last. 11.8 Voting—Closed Session Meeting a) Subject to Section 11.3,a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.3,a meeting may be closed to the public during the taking of a vote where: i) Section 5.2 permits a meeting to be closed to the public,and ii) The vote is for a procedural matter or for giving directions or instructions to officers,employees or agents of the Township or persons retained by or under contract with the Township. 11.9 Voting—2/3 Vote Calculation a) When a 2/3 vote is required,the following table sets out the number of votes required to meet the 2/3 requirement: #Members Present #Votes Required for 213 vote 7 5 6 4 5 4 4 3 12.0 Motions/Recommendations 12.1 Motions/Recommendations—General a) Motions/recommendations,or notices thereof,shall be in writing,moved and seconded. b) Every motion/recommendation,when duly moved and seconded,shall be Page 275 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 23 of 36 received by the Chair,and shall then be open for discussion prior to the vote being taken.Immediately preceding the taking of the vote,the Chair, may state the question in the form introduced and shall do so if required by a Member.He/she shall state the question in the precise form in which it will be recorded in the minutes. c) The following matters may be introduced orally,without written notice,and without leave: i) a point of order or personal privilege ii) presentations of petitions iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure iv) a motion to adjourn(not debatable) v) a motion that the vote now be taken vi) a"Friendly"amendment vii) a motion to defer shall not be considered until every Member who desires to speak has spoken. The Chair has the discretion to request that a friendly amendment to a motion be in writing and signed by the mover and seconder. d) When the motion,under consideration,concerns two or more matters,a vote on each matter,upon the request of any Member,may be taken separately. e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) A Member shall speak to a motion in accordance with Section 9.3—Rules of Debate—In Council/Committee. 12.2 Withdrawal of a Motion After a motion has been received and/or read by the Chair,it shall be deemed to be in the possession of the Council/Committee but may be withdrawn by the mover,with the consent of the seconder,prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council/Committee prior to a decision on the main question. e) shall be disposed of in the reverse order of presentation to any further amendment and/or the original motion. f) shall not be further amended,more than once,provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. Page 276 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 24 of 36 12.4 Motion to Reconsider After any question has been decided,the following shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side,or a Memberwho was absent from the meeting when the question was considered,and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b) No discussion,except that obtaining information that justifies the reconsideration,shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered more than once,and may only be reconsidered if action has not yet been taken. 13.0 Agendas 13.1 Council Agenda a) Notwithstanding the Order of the Day for a regularly scheduled Council meeting,an Agenda may be published with such section headings as may be required and listing all matters to be considered. b) Notwithstanding the Order of the Day,the Clerk has the authority to arrange or omit headings as may be required to address the items of the agenda. c) In accordance with the Township's Accountability and Transparency Policy,additions to the Agenda shall not be permitted,except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature,the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk,Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature,and should not wait until the next regular meeting,the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. e) For the purpose of this section,a matter is deemed to be of a time sensitive nature when it will negatively impact the health,safety and well- being of persons,expose the municipality to liability,or negatively impact the municipality's position in negotiation,if Council does not make a decision and the Township does not act on the matter prior to Council's next regular meeting. f) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the Agenda,and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.1d),the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council's consideration. g) Written comments received from the public,addressed to Mayor and Members of Council,received by the Clerk's office by 3:00 p.m.on the business day prior to the scheduled meeting,pertaining to an item on the Page 277 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 25 of 36 current upcoming Council agenda shall be forwarded directly to Council,in its original form,for their consideration,as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. h) The Order of the Day shall have preference during a regularly scheduled Council meeting,save and except that the Chair may change the order at any time during the meeting. Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order—Moment of Reflection 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Minutes of Council and Committees 6. Recognition of Achievements 7. Public Meetings 8. Deputations/Presentations 9- Identification from the Public of an Agenda Item of Interest-[To be reinstated when in-person meetings occur]. 10. Open Forum 11. Reports of Municipal Officers 12. Reports of Members of Council 13. Announcements 14. Consent Agenda 15. Communications/Petitions 16. Notice of Motions 17. By-laws 18. Closed Session Items(Unfinished Items) 19. Confirmation By-law 20. Adjournment 13.2 Committee Agenda a) The Clerk shall forward all notices and Agendas,to each Member of Council and Committee,for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) The Clerk shall publish an Agenda with such section headings as may be required and listing all matters to be considered. c) In accordance with the Township's Accountability and Transparency Policy,additions to the Agenda shall not be permitted,except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature,the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk,Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature,and should not wait until the next regular meeting,the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. Page 278 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 26 of 36 d) For the purpose of this section,a matter is deemed to be of a time sensitive nature when it will negatively impact the health,safety and well- being of persons,expose the municipality to liability,or negatively impact the municipality's position in negotiation,if Committee does not make a recommendation for Council's consideration at Council's next regular meeting and the Township must act immediately upon Council's decision at such meeting. e) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the Agenda,and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.2d),the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. f) Written comments related to an Agenda item when the comments are received by the Clerk's office by 3:00 p.m.on the business day prior to the scheduled meeting will be forwarded,in its initial form,to Council for their consideration,as the goveming body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission,including contact information,will become part of the public record. 13.3 Verbal Matters a) In the event that a matter is addressed during a meeting,and no report, memorandum or correspondence exists as background for the matter,it shall be the responsibility of the Member of Council/Committee or staff member,who spoke to the matter,to provide,at a minimum,a written record of speaking points to the Clerk's office within 7 calendar days of the meeting. b) Such written record shall be included in the Agenda package for all open session matters. c) For Closed Session matters,such record shall be retained by the Clerk's office,in a secure manner. 13.4 Announcements a) Announcements of Interest to the Public are to be provided to the Clerk's office by 9:00 a.m.7 calendar days prior to the meeting. b) Upon receipt of the aforementioned announcements,the Clerk's Office shall prepare a written record of the Announcements,which shall be included in the Consent Agenda portion of the Agenda. Page 279 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 27 of 36 14.0 Agenda Section Headings 14.1 Call to Order—Moment of Reflection As soon after the hour fixed for the Council or Committee/Technical Support Group meeting as there is a quorum present,the Chair shall take the chair and call the Members to order. Land Acknowledgement The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek(A-nish-in-aa-beh)people,and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa[Oh-DAH- wah],Ojibwe[O jib-we]and Pottawatomi[boh4ah-WAH4oh-mee]nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation,the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 14.2 Adoption of the Agenda A motion/recommendation will be brought forward to adopt the Agenda. The motion/recommendation may include any addenda items which have been added per the Procedural By-law,and/or written comments related to an Agenda item. 14.3 Disclosure of Pecuniary Interest Every Member shall comply with the provisions of the Municipal Conflict of Interest Act. a) Where a Member has a pecuniary interest pertaining to any item listed on a meeting Agenda,the Member shall so disclose the pecuniary interest in writing,the general nature thereof,and shall provide such declaration in writing to the Clerk,within 24 hours of the scheduled meeting. The Clerk shall record the declaration in the minutes of the meeting,and maintain the declaration in a registry. b) When a Member has declared a pecuniary interest on a matter that is to be considered during an open meeting,the Member shall leave the table, and at his/her discretion may remain or leave the open meeting until the matter has been dealt with. c) When a Member has declared a pecuniary interest on a matter that is to be considering during Closed Session,the Member shall leave the Closed Session during the consideration of the matter. 14.4 Closed Session Items Page 280 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 28 of 36 a) A meeting or part of a meeting may be closed to the public as provided in Section 239 of the Municipal Act. b) Before all or part of a meeting is closed to the public,the Members shall state by motion: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting;or ii) in the case of a meeting under Section 239(3.1)of the Municipal Act,Education or training sessions,the fact of the holding of the closing meeting,the general nature of the matter and that it is closed under that subsection. c) Except as provided for in Section 239 of the Municipal,Act,a meeting shall not be closed to the public during the taking of a vote. Any matters considered during Closed Session Items shall be brought forward and voted upon when the Members rise from Closed Session. d) All Members shall ensure that all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential,and that all materials distributed to Members during a Closed Session are required to be returned to the Clerk,at the conclusion of the matter,for destruction. 14.5 Minutes of Council and Committees The minutes of meetings of Council and Committee shall record,without note or comment: a) the place,date and time of meeting, b) the names of those present, c) disclosure of pecuniary interest and the nature thereof, d) the fact of the holding of a closed meeting and the general nature thereof, e) all motions/recommendations,decisions and proceedings of the meeting. The minutes of the meeting shall record when the Chair has exercised the right to unilaterally adjourn a meeting without a motion,in the case of grave disorder arising in the designated meeting place,and shall identify any outstanding agendas items that will be brought forward to a future meeting. If there are multiple minutes listed,they shall be the subject of one motion, unless a separate vote is required by a member of Council or deemed appropriate by the Clerk. 14.6 Recognition of Achievements Recognition of Achievements shall include Township employee recognition type events,and written correspondence recognizing the accomplishments and actions of Township staff and Council. 14.7 Public Meetings and Public Information Sessions a) Council,from time to time,may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be Page 281 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 29 of 36 deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required for an application,in accordance with the Planning Act,may be conducted during a scheduled meeting of Council or Committee,or I deemed necessary by the Clerk,or designate,may be conducted as a separate meeting on a designated day. c) Public Information Sessions may be conducted as a separate meeting on a designated date in a format that is appropriate to provide the information. d) All Public Meetings/Public Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. e) Written comments related to a Public Meeting or Public Hearing,held in accordance with the Planning Act,when the comments are received by the Township will be forwarded,in its initial form,to the Development Services Committee/Council fortheir consideration,as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission,including contact information,will become part of the public record. 14.8 Deputations/Presentations a) Individuals or Groups desiring to present information verbally on matters of fact or make a request of Council/Committee shall give notice,in writing on the prescribed form,to the Clerk by 9:00 a.m.7 calendar days prior to the preferred meeting,stating the purpose of the Deputation. Deputations must confine their remarks to the business stated in the prescribed form to the Clerk. If the individual(s)/group requesting the deputation is unable to present and would like an alternate individual to present on their behalf, they may do so but a written authorization is required to be submitted to staff prior to the start of the meeting and before the deputation commences. Notwithstanding subsection(e)below this individual who has presented on their behalf continues to be entitled to their ability for one deputation in a calendar year. b) Council/Committee may,at its sole discretion,entertain Deputations with less notice as circumstances warrant. When determining if a Deputation will be heard with less notice than stipulated in Section 14.8 b), consideration shall be given to the Township's Accountability and Transparency Policy. c) Individuals representing an agency,in partnership with or a consultant for the Municipality,may request(or be requested)to present information at a Council meeting. Notice shall be provided to the Clerk no later than 7 business days prior to the meeting and include the information to be presented. d) Presentations may include the Township receiving and/or presenting an award,certificate,cheque,etc. Page 282 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 30 of 36 e) Any individual/group/organization shall be limited to one(1)deputation in a calendar year on the same subject matter,not including presentations requested by Council or staff. f) If an individual/organization has additional information to provide to Council/Committee on the matter,they may provide written correspondence to the Clerk to be placed on the next regular scheduled Council agenda or,at the discretion of the Clerk,placed on a future agenda where the matter will be debated by members. g) Council/Committee will entertain up to three(3)Deputations/Presentations per meeting. h) Deputations shall be limited in speaking to not more than ten(10)minutes. i) A Deputation wishing to appear before Council/Committee shall be limited to no more than two(2)speakers with a total speaking time of not more than ten(10)minutes. j) Upon consent of the majority of Members present,the ten(10)minute time limit for Deputations may be extended. k) Individuals/Groups requesting to appear before Council/Committee shall be advised of the time limitation in advance of their Deputation. 1) Specific types of audio visual equipment may be used to assist in Deputations to Council/Committee,provided that such equipment has been requested from the Clerk at the time of the Deputation request. All deputation materials must be provided in an electronic format to the Clerk at the time of submitting the deputation request form to the Clerk. m) The Chair may expel or exclude from the meeting,any individual who in the opinion of the Chair,has behaved improperly. n) Deputations appearing before Council/Committee with respect to the same matter on the same agenda will be requested to limit their Deputation so as not to repeat the same points. o) Upon the completion of comments to Council/Committee by a Deputation, any discourse between the Members of Council/Committee and the Deputation shall be limited to Members asking questions for clarification and obtaining additional,relevant information only. Members of Council/Committee shall not enter into debate with the Deputation respecting their comments. Council may not respond to a deputation during the meeting at which it occurs. All deputations shall either be received for information,or shall be received for information and request for further information from staff. p) Deputations will not be permitted on items that shall be or have been the subject of a scheduled public meeting pursuant to the Planning Act or other relevant legislation. Persons should present their concerns and opinions at the scheduled public meeting where their comments can be considered along with all other submissions. Deputations to Council after the Public Meeting has been completed and before Council has made its determination will not be permitted. Page 283 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 31 of 36 q) Notwithstanding(p)above,persons may speak to a item that has been the subject of a Public Meeting during the Open Forum portion of a Council meeting where the item is included on the agenda. r) Scheduling shall be at the discretion of the Clerk and may include consultation with the Head of Council,CAO and appropriate Director. s) No Deputation shall: i) Speak disrespectfully of any person; it) Use Improper Language or unparliamentary language, iii) Speak on any subject other than the subject for which they have received approval to address Council/Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council/Committee. t) No person will be permitted to address Council relating to any litigation matters with respect to the Municipality. u)For Emergency Council meetings or Public Meetings the Clerk/designate will authorize all deputation requests to ensure they are related to agenda items for the meeting. 14.9 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. [To be reinstated when in-person meetings occur]. 14.9 Open Forum The Open Forum provides an opportunity for the public to provide verbal comments to Council,in Open Session,on matters scheduled on the current agenda,and shall be conducted as follows: Open Forum shall last no longer than 20 minutes, Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address,which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item, No response shall be provided to any question posed during Open Forum, No discussion,debate or decisions will occur during Open Forum; • Each speaker is permitted to speak only once per agenda item, A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item, No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once, Speakers providing comment on the same agenda item,shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker, Comments made during Open Forum will not form part of the minutes of the meeting; Public attendance to Electronic Meetings in accordance with the circumstances outlined in the Procedural By-law,as amended may be restricted to electronic means and will be indicated on the meeting agenda. Depending on circumstances,an Electronic Meeting may not permit an in- person Open Forum or deputations,but will permit electronic submissions received in advance of the meeting. Open forum registration requests shall Page 284 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 32 of 36 be submitted to the Clerk's Department at aaendacomment(c),oro-medonte.ca. wr H d:wne w..Irc)Ni.1 no laterthan 3:00 p.m.the day prior to the electronic meeting or as otherwise noted on the agenda. • The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff, o Matters beyond the jurisdiction of Council or the Township, o Closed Session agenda items,including current or pending litigation,or Insurance claims and/or pending claims by or against the Township, o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act,with the exception of comment related to a recommendation contained within the Staff Report. • The Chair may conclude Open Forum prior to the 20 minute maximum time limit,for non-compliance with the Open Forum parameters,Conduct of Members of the Public,or any other reason. 14.10 Reports of Municipal Officers (a)Staff Reports for Recommended Action Staff reports for action includes matters for Council/Committee consideration that requires action or direction.These reports are brought forward by Township staff,including Township hired consultants and the Township's appointed auditor. (b)Staff Reports for Information Staff reports for information includes matters for Council/Committee that are being provided for informational purposes only and do not require a decision. These reports are brought forward by Township staff,including Township hired consultants and the Township's appointed auditor. All staff reports for information may be adopted by one motion,but any of which may be removed from the motion and voted upon separately upon the request of a Member or at the discretion of the Clerk". 14.11 Reports of Members of Council Reports of Members of Council includes"Updates from Council Representatives —County of Simcoe and Township Partners and Agencies',as well as matters for Council consideration/information that are brought forward by the Members of Council. a) Updates from Council Representatives—County of Simcoe and Township Partners and Agencies: Provides an opportunity for the Township's representatives at the County of Simcoe,and the Council members appointed as the Township's representatives at the Township's Partners and Agencies,to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 14.12 Announcements The Chair may call on members to state items related to events that are taking place within their ward/municipality,i.e.,community events and/or Mayor events Page 285 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 33 of 36 i.e.golf tournament,etc. The member of Council may state the event noting date/time. There is no discussion/debate and any Announcements will not form part of the minutes of the meeting. 14.13 Consent Agenda Consent Agenda includes"Announcements of Interest to the Public",received from Federal,Provincial and Regional levels of Government and agencies, resolutions from other municipalities,associations,municipal partners/stakeholders,businesses,etc.,that appear as a list of items on the agenda containing recommendations from Staff as to their disposition,all of which may be adopted by one motion,but any of which may be removed from the motion and voted upon separately upon the request of a Member. 14.14 Communications/Petitions a) Petitions designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) The petition must be addressed to the Township and request a particular action within the authority of Council, ii) Petitions must be legible,typewritten or printed in ink(no pencil), iii) The text of the petition must be listed at the top of each page for multiple-page petitions. Pages should be numbered and total number of pages indicated, iv) The petition must be appropriate and respectful in tone,and must not contain any improper or offensive language or information, v) Each petitioner must print and sign his or her own name. A paper petition must contain original signatures only,written directly on the petition, vi) Each petitioner must provide his or her full address, vii) For electronic petitions,petitioners must provide name,address and a valid e-mail address,and viii) The petition must clearly disclose on each page that it will be considered a public document by the Township of Oro-Medonte and the information contained in it may be subject to scrutiny as part of the public record. b) Communications designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) Communications must be legible,typewritten or printed in ink(no pencil), ii) The communication must be appropriate and respectful in tone,and must not contain any improper or offensive language or information, iii) Every communication shall be dated and shall include the name of at least one person,and an address where return correspondence or contact is to be directed to. Paper communications shall contain signatures,and Page 286 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 34 of 36 iv) Every communication shall be considered a public document by the Township or Oro-Medonte and all information contained in the communication will become part of the public record of the meeting file for at-whichit is received. c) Communications,as described in 1.0 g)Definitions above,addressed to Mayor and Members of Council that require staff input or require report back direction from Council,may be placed on a Council agenda for disposition,at the Clerk's discretion,in consultation with the Head of Council and Chief Administrative Officer/Deputy Chief Administrative Officer. e4D_Every communication or petition,to be printed on an agenda, may be delivered to the Clerk no later than 9:00 a.m.10 calendar days prior to the meeting. If,in the Clerk's opinion,the communication/petition is of a time sensitive nature,the Clerk may bring forward such communication/petition for Council/Committee consideration,after the aforementioned deadline. 14.15 Notice of Motions Notice of Motion"means an advance notice to Members of a matter on which Council will be asked to take a position. a) A motion to rescind or alter or amend a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 14.15 b). b) Notice of Motion requires the Member of Council to provide,at a minimum, a brief verbal explanation of the matter and to provide the Head of Council with a written motion at a regularly scheduled meeting of Council.Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 14.16 By-laws a) Every by-law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By-law. b) Every by-law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Clerk. c) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted and passed by the Council,the amendments shall be inserted therein by the Clerk. d) Every by-law shall have three readings prior to it being passed. e) The first,second and third readings of all by-laws listed on an agenda, with the exception of the Confirmation By-law,shall be the subject of one motion,unless a separate vote is requested by a Member of Council,or deemed appropriate by the Clerk. f) If Council so determines,a by-law may be taken as read. g) The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. Page 287 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,2021 By-Law No 2021-131 dated December 8,2021 Page 35 of 36 h) The Clerk is authorized to make such minor additions,deletions or correct other grammatical and clerical errors or changes in form to any by-law before same is signed and sealed,for the purpose of ensuring correct and complete implementation of the action of Council forming the subject matter of the by-law. i) Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Head of Council or Chair and shall be deposited by the Clerk in the office for safekeeping. j) By-laws approved in accordance with this Procedural By-law will be available on the Township's website once signed by the Head of Council/Chair and Clerk. 14.17 Closed Session Items(Unfinished Items) Any matters considered during Closed Session Items that were not concluded prior to rising from Closed Session,are brought forward to Closed Session Items (Unfinished Items)to enable for discussion on the matters so that they may be brought forward and voted upon when the Members rise from Closed Session Items(Unfinished Items). 14.18 Confirmation By-law Council shall adopt a Confirmation By-law at every meeting to confirm the decisions of Council. The Confirmation By-law confirms that the actions of Council in respect to each motion,resolution or other actions passed and taken by Council at a Council meeting,except where prior approval of the Ontario Municipal Board or other authority by law is required,is thereby adopted,ratified and confirmed as if all such proceedings were expressly embodied in a by-law. The Confirmation By-law shall be listed separately on the agenda and enacted by one motion that is not amendable or debatable. 14.19 Adjournment a) Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by motion of the majority of the Members present. b) In the event of grave disorder arising in the meeting place,the Chair may unilaterally adjourn the meeting without a motion. c) A meeting lasting 4 hours or less shall be deemed to be a"half day'in accordance with the Township's Remuneration By-Law. 2. Technical lnterruption(s)/Failure a) In the event of a Township connection/service interruption with the electronic meeting or a question as to the performance of the meeting technology impacting the meeting,the Chair may recess the meeting to confirm the electronic format is performing effectively before proceeding with the meeting. b) In the event of technical difficulties/failure during the meeting that cannot be resolved,the Chair may unilaterally adjourn the meeting after thirty(30) minutes of the technical failure. Page 288 of 374 10.g) CS2022-08, Yvonne Aubichon, Clerk re: Procedural By-Law Proposed A... Office Consolidation—By-Law No.2017-165,as amended by By-Law No.2020-009 dated February 26,2020; By-Law No.2020-092 dated August 12,2020,2020; By-Law No.2020-097 dated September 9,2020. By-Law No.2021-004 dated January 13,202t By-Law No 2021-131 dated December 8,2021 Page 36 of 36 c) A subsequent meeting to deal with those items not dealt with shall be scheduled as soon as possible thereafter.Notice of the disruption shall be noted in the minutes of the meeting. d) Information Technology(IT)Staff shall ensure that the video conference is available to members of the public and other stake holders via the Township's YouTube channel or similar streaming platform. 15.0 Suspension/Amendment of Procedure a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been provided in writing on a meeting agenda of Council.The waiving of this notice by the Council is prohibited. Page 289 of 374 O/Director, Development Services re, Update... k o a �o c Ou) J rk { w i C O•t if O •1 i 1 t CL a i N N O N M N U L CCz G Page 290 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Dev&pment Services re- UpdateIr— ... CO 0 -0 O M >1 Q o o x Cu to Q Cu - a) " a) 0 " Z3 Q + Z3 to 0) •— w (6 CU Cu Z3 E E •0) :tf }' O F- a--r � � o Cu CU _ U (6 U U U > — O .0) Cu Ch to U :3 L O (U Cu 0 � E Fn a) ." N �, o j O �' Cu N U >, Z3 O N O. 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O lO. _0 (D o x T (D M U) O � U 0) Cn (6 Cn L •U O O a Cu > _ •> •U) O vjCu Cu to U U Cu a) ELM Cu Cu C U a) O + 0) p to }' Cu Cu _0 — a) � � ° CU Cn •° O a) cnCu cn 0) ° c" cn E Cu •ca � ~ " o ° E (D r � — 0) a� N Cu 0 N T 0) � .� O U CV O Q O °� 0 U o Ca ca Cu .- _0 a) a) a Q U > ) A A A A A _ C/) Ca Page 293 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Development Services re: Update... lO. " T - ec > O Ov U N a) > N � N a N 0 a Cu O o CuLM Cu CY) U U O -0 -0 V a) 0) a- a • n � o O a � >, E Q � vi O _o _O CL N U U (1) M� _0 L.- E O4-0 c U Q O Q0 O O Q U O Q U) — U O � a)EE -0 (6 O O 0- 0- U � (6 O O .— � U Cu Cu p N 0 iz 0 ca I I Q m I 0 � NMC'7 ":t N voi con con voi con O Cn c6 ca ca c6 C6 � Cu O -r- 12- a_ 0- 12- 0- Q- Ca Page 294 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Development Services re: Update... UW W k O O � u .E o x 2 CO 0 O CU C O -0 E C: O 2 Cu O •>Cu CU (6 CuE Cu L O Cn L 4-0 Cu 4-0 O 7 '� O O � u w tf 10 = C � CU 0 Cum N O � i O � O U) O LJ U O Q O to Q cn •> � O = � •E � O � � 72 Fu 0U) U) U 'cn ° � •� a� oa) =_ ° a o — 4-0 '� O Cu .L U O Cu (6 O O E ° CU —0 0 c) 010� w0- Cu Page 295 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Development Services re: Update... I 0 0 o O L O H (6 � � U O O U O r � C O � LM 0) Q- cn LU O C' (M) _ >1 o Cu a) � o CL >% o0Cu M �: ._ � vC � > � -0O C T p E o tl� O �, a) _0 m l= V � T O M T T O 0 � 0 � O U CU .o o .O U) FMINO Cu � 4-0 to O LJJ O � Q E O E � Cu � a) 0) a) a) O 0 Q i- Q O CU � J � � AAAAA O cu U 0) Page 296 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Development Services re: Update... nt ec 4-0 } lO. O C N � U L i-- CO4-0 (a N T N N � N � O 4-0 N N � N N O v CN I Q LM O U 0 ti L � O N _ ca ca to N � � •L > > O p U � � OU •� CO > L (a > li E � � N N � �O += O N _,_, U T O O •> 4-0 � N O O +r O O N .0 ,N O E N T N O O �L V >, O O 0 _ N > t6 ^ L C T 1I vJ LL � C �^' O •E co0 1 I I 1 .a) O N E co � Mu-) E L 0 (V '+-0 'L 'L 'L > O U Q Q Q _a O A A A A A (a U N N Page 297 of 374 11 .a) Andria Leigh, Deputy CAO/Director, Development Services re: Update... 7)) w cn �+ Cn > +� O 0) � O LM O U_ O O o. E T 0O -0 �U U O � a) C O a) C.� .� Cu E O Q -0 � Q E -5 r Cu — �> Cn O O Cu O (a ca Cu FEE — L.- U O C- D (60 _0 >� CU V _0O N (6 Q Z3 — Cu C LL 0) LL LU Page 298 of 374 11 .b) F12022-04, Shannon Johnson, Chief Financial Officer/Treasurer re: ... Township of Report r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-004 Council Shannon Johnson, CFO/Treasurer Meeting Date: Subject: Motion # March 23, 2022 2021 Treasurer's Statement of Roll #: Remuneration R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. FI2022-004 be received for information only. Background: Section 284 of the Municipal Act, 2001 stipulates that the Treasurer in each year on or before March 31st to provide Council with an itemized statement of remuneration and expenses paid in the previous year to each member of Council and each person, other than a member of Council, appointed by the municipality to serve as a member of any body, including a local board. In accordance with the Township's Remuneration and Expenses By-law, meeting fees for other Committees and local boards (such as the Severn Sound Environmental Association, Orillia Library, Oro-Medonte Chamber of Commerce, and Joint Accessibility Advisory Committee) are included within the Meeting Fees category on the Statement. Analysis: In accordance with the legislative requirements of the Municipal Act, attached is the 2021 Treasurer's Statement of Remuneration. Financial / Legal Implications / Risk Management: No further financial impacts Finance March 26, 2022 Report No. F12022-004 Page 1 of 3 Page 299 of 374 11 .b) F12022-04, Shannon Johnson, Chief Financial Officer/Treasurer re: ... Policies/Legislation: Municipal Act, 2001, S.O. 2001, c. 25 Township of Oro-Medonte By-law 2020-010 - Remuneration and Expenses By-law Corporate Strategic Goals: Prepare for Our Future Modernize Township Services Consultations: Director, Human Resources Attachments: 2021 Treasurer's Statement of Remuneration Conclusion: This report and attached statement are presented for information only. Respectfully submitted: Shannon Johnson, CPA CFO/Treasurer Approvals: Date Andria Leigh, Deputy CAO/Director, Development Services March 16, 2022 Finance March 26, 2022 Report No. F12022-004 Page 2 of 3 Page 300 of 374 11 .b) F12022-04, Shannon Johnson, Chief Financial Officer/Treasurer re: ... TOWNSHIP OF ORO-MEDONTE TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES FOR THE YEAR 2021 MEETING REGISTRATION ACCOMODATIONS, SALARY FEES FEES MEALS,ETC. MILEAGE TOTAL Council Harry Hughes 49,620.34 4,240.00 0.00 1,443.28 1,821.92 57,125.54 Ralph Hough 32,828.88 0.00 0.00 1,598.17 83.78 34,510.83 Cathy Keane 26,741.64 2,160.00 0.00 4,805.04 794.96 34,501.64 Tammy Desousa 26,741.64 3,280.00 105.56 1,536.60 915.09 32,578.89 Ian Veitch 26,741.64 1,680.00 610.56 2,650.88 0.00 31,683.08 Shawn Scott 26,741.64 3,600.00 105.56 2,257.49 1,074.98 33,779.67 Randy Greenlaw 26,741.64 2,080.00 0.00 2,940.86 143.96 31,906.46 216,157.42 17,040.00 821.68 17,232.32 4,834.69 256,086.11 Nottawasaga Conservation Authority Cathy Keane 820.30 0.00 820.30 820.30 u.Uu 820.30 Lake Simcoe Conservation Authority Randy Greenlaw 1,100.00 0.00 1,100.00 1,100.00 0.00 1,100.00 Heritage Committee Stephen Davids 320.00 0.00 320.00 Ruth Fountain 320.00 0.00 320.00 Dorothy Moore 320.00 0.00 320.00 Kayla Thibeault 320.00 0.00 320.00 Bob Tudhope 320.00 0.00 320.00 Jess Woodrow 240.00 0.00 240.00 Note:Payments detailed herein are in accordance with the provisions of the Township's remuneration by-law, being 2020-010,as amended March 7,2022 Finance March 26, 2022 Report No. F12022-004 Page 3 of 3 Page 301 of 374 11 .c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Township of R 0 Report Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-05 Council Derek Hnatiuk Meeting Date: Motion # March 23, 2022 Statement of 2020 Development Charges Roll #: Activity R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: • That Report No. FI2022-05 be received; and • That Council accepts the Treasurer's declaration that the Township is in compliance with Section 59.1(1) of the Development Charges Act, 1997; and • That Report FI 2022-05 and related attachment (Schedule A) be posted on the Township's website Background: The purpose of this report is to provide Council with information on the Township's Development Charges and related transactions as of December 31 , 2020. As Council is aware, the Development Charges Act (DCA) enables municipalities to pass Development Charges By-Laws, which permit the collection of development charge funds to assist in paying the costs to service growth related initiatives of the Township. As identified in the Development Charges Act, 1997, S.O. 1997, c. 27, s. 43: (1) The Treasurer of a municipality shall each year on or before such date as the Council of the municipality may direct, give the Council a financial statement relating to Development Charge by-laws and reserve funds established under Section 33; Finance March 23, 2022 Report No. F12022-05 Pagel of 4 Page 302 of 374 11 .c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... (2) A statement must include, for the preceding year, statements of the opening and closing balances of the reserve funds and of the transactions relating to the funds and such other information as is prescribed in the regulations; and In the past, a municipality was required to file the Treasurer's report with the Minister within 60 days of the presentation of the report to Council. In accordance with Section 43 of the DCA, this requirement has been removed and replaced by a requirement that Council shall ensure that the statement is available to the public and that the Treasurer shall give a copy of the statement to the Ministry of Municipal Affairs and Housing upon request. Section 59.1 (1) of the DCA specifically prohibits municipalities from imposing additional payments on developers or requiring construction of a service unless specifically authorized under the DCA or another Act. This provision does not affect a municipality's right to include conditions for installation or payment for local services; but is intended to close the door on other "voluntary" payments that may have been sought by municipalities outside the legislative framework. The importance that the Province places on this Section is reinforced by (a) requiring that the Treasurer's report include a statement confirming that the municipality is in compliance with Section 59.1(1) and (b) granting extensive investigative powers to the Ministry of Municipal Affairs and Housing to investigate whether a municipality is in compliance. The Township does not require any "voluntary" payments from developers and the Treasurer's statement below will confirm that that the Township is in compliance with Section 59.1 (1) of the Act. In order to comply with these reporting requirements: • The Treasurer confirms that, for 2020 development charges reporting, the Township is in compliance with Section 59.1(1) of the Development Charges Act, 1997; and, • The recommendations to Report FI2022-05 include Council's acceptance of the Treasurer's statement and Council's direction to post this report and related attachment (Schedule A) on the Township's website. Analysis: 2020 Total Balance Development Charges Reserve Funds totaled $ 3,224,185 at December 31, 2020. Table 1 below summarizes 2020 Development Charges Reserve activity for the Township. Finance March 23, 2022 Report No. F12022-05 Page 2 of 4 Page 303 of 374 11 .c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Table 1 Beginning balance in Jan 1 , 2020 $2,226,470 Development charges received during the 1 ,342,778 year Interest earned 28,828 Projects funded by development charges (373,891) during 2020 Closing balance Dec 31, 2020 $3,224,185 Contributions 2020 Contributions to the Development Charge Reserve Funds were $1,371 ,605 and allocated to the individual departments in 2020. Contributions include $1,342,778 coming from development activity in the Township and $ 28,828 in earned bank interest. Contributions were allocated to the individual departments per Schedules A-C of By- Law 2019-001 passed by Council on October 23, 2019 and were included in the Township's 2019 Development Charge Background Study that was prepared by Watson & Associates Ltd. Allocations Use of Development Charge Reserve funds totaled $ 373,891 , which were utilized to fund 2020 capital projects incurred in 2020 due to development growth in the municipality. A Statement of Development Charge balances and transactions in 2020, by service area, is listed in Schedule A. Financial / Legal Implications / Risk Management: Financial implications as discussed above Policies/Legislation: • Development Charges Act, 1997 • Ontario Regulation 82/98 Finance March 23, 2022 Report No. F12022-05 Page 3 of 4 Page 304 of 374 11 .c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Corporate Strategic Goals: • Prepare for Our Future Consultations: • CFO / Treasurer Attachments: Schedule A— Statement of Development Charges as at December 31 , 2020 Conclusion: It is staff's recommendation that Report No. F12022-05 be received and adopted and that Council accepts the Treasurer's declaration that the Township is in compliance with section 59.1(1) of the Development Charges Act, 1997. And further that Report F12022- 05 and related attachment (Schedule A) be posted on the Township's website as legislated. Respectfully submitted: Derek Hnatiuk Deputy Treasurer/Tax Collector Approvals: Date: Shannon Johnson, Chief Financial Officer / Treasurer March 17, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 17, 2022 Finance March 23, 2022 Report No. F12022-05 Page 4 of 4 Page 305 of 374 11 .c) F12022-05, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... CD 00 00C) I� N (0 I- aO aO aO V _ Cl) Cl) (fl N aO C) V 'ITN M M M N 0 N CM N N N N 00 00 C) 00 V Cn Cn > C6 0 Cn N R Q CM N I� N CO LO LO O 0 N CD R L NV 1.1 N M O V CO CO N CT � CO LO CO CO L I- Ci O O ate+ V W) I� CA CA M V N CD CD 7 ,rn _ W N R O M O V W) O O V G CM 0 M CA Cl) CM l9 'a+ N V N O aL d L U- ar N O V CO C CO I- � 0 p V (fl � E CA CD CM i CO CO N O 0 > R U N Q N N 0 Ef3 Ef3 O) CO L U .- o .O O N N N N CD CD O E O N Q N O C1 N N O U) C� CO _ a) c M t m 21 N m aU) O L i Q SZ O c i U E rn O U rn N c U �° E 7 C N N m aNi o in > N Q m cn E 0 c) a� u°'i u u w y c 0 �• C- a) N c c .-. COS a) N a) (0 (0 v O (n Q ate) 0 o X H H o 0 Cl) H (n Q O � w U Page 306 of 374 11 .d) F12022-06, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Township of R 0 Report Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-06 Council Derek Hnatiuk Meeting Date: Subject: Statement of 2020 Motion # March 23, 2022 Investment activities Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended that: 1 . Report No. FI 2022-06 relating to investment activities to December 31 , 2020 be Received for information purposes. Background: The Municipal Act requires the Treasurer to report annually to Council on investment activities. Analysis: Interest Earned For 2020, Township funds were held in the Township's chequing account with TD Canada Trust; One Investment Group; and various GICs held with RBC Dominion Securities. The interest yield on account interest is comparable to stock market performance, and the capital preservation and agreed interest earnings are guaranteed; meaning that the Township can comfortably predict its cash position throughout the year. Throughout 2020, a total of $379,393 in interest was earned. Table 1 below illustrates the 2020 annual interest earned from cash, cash equivalents and investments: Finance March 23, 2022 Report No.FI 2022-06 Pagel of 3 Page 307 of 374 11 .d) F12022-06, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Table 1 Interest Earned Bank $105,236 ONE investment HISA $55,297 1 year GICs $15,732 1-5 year ladderin GICs $203,128 TOTAL $379,393 Financial / Legal Implications / Risk Management: The Township holds various financial instruments as shown in Schedule A - Statement of Investment Activities for the year ending December 31 , 2020 which includes opening balances, purchases, disposals and closing balances for each financial instrument category. Policies/Legislation: Section 418 of the Municipal Act, 2001 and Ontario Regulation 438/97 — Eligible Investments and Related Financial Agreements Corporate Strategic Goals: Prepare for Our Future Consultations: CFO/Treasurer Attachments: Schedule A - Statement of Investment Activities Finance March 23, 2022 Report No.FI 2022-06 Page 2 of 3 Page 308 of 374 11 .d) F12022-06, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Conclusion: Investment activities during the year generated additional revenue in the amount of $379,393 and the Township's financial instruments are earning interest in agreement to its stated stock market yield. Respectfully submitted: Derek Hnatiuk Deputy Treasurer/Tax Collector Approvals: Date: Shannon Johnson, Chief Financial Officer / Treasurer March 17, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 17, 2022 Finance March 23, 2022 Report No.FI 2022-06 Page 3 of 3 Page 309 of 374 11 .d) F12022-06, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re, St... SCHEDULE A+ TOWNSHIP OF ORO-MEDONTE STATEMENT OF INVESTMENT ACTIVITIES FOR THE YEAR ENDED DECEMBER 31,2020 FINANCIAL INSTRUMENT ONE Investment(High 1 year GICs 1.5 Year Laddering Interest Savings Acct {various GICs(various (HISA) institutions) institutions) TOTAL Opening balance,Jan 1,2020 $ 4,046,256 $ 945,537 $ 8,779,380 $ 13,671,173 P u rc ha seslTran sfe rs: 23-5ep-20 $ 207,868 20-Nov-20 $ 216,063 26-Nov-20 $ 435,479 21-Dee-20 $ 209,727 $ - $ $ 1,069,136 $ 1,069,136 Di s posal slTransfersf W rite- Downs: 20-Nov-20 $ (216,063) 26-Nov-20 $ (435,479) 21-Dec-20 $ (209,727) Write-down to cast at 31-12-20 $ (9,728 $ - $ (861,269) $ (9,728) $ (870,997) Interest earned $ 55,297 $ 15,732 $ 203,128 $ 274,158 Ending balanes,Dee.31,2020 $ 4,101,563 $ 0 $ 10,041,916 $ 14,143,470 Finance March 23, 2022 Report Noll 2022-06 Page 4 of 3 Page 310 of 374 11 .e) F12022-10, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Township of R 0 Report Proud Heritage, Exciting Future Report No. To: Prepared By: F12022-10 Council Derek Hnatiuk Meeting Date: Motion # March 23, 2022 Statement of 2020 Reserves and Reserve Funds Activity Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: • That Report No. FI2022-10 be received and be posted on the Township's website Background: The purpose of this report is to provide Council with information on the Township's Reserves and Reserve Funds and related transactions as of December 31, 2020. The primary purpose for reserves and reserve funds is: • Adherence to statutory requirements • Provision for major capital expenditures • Smooth expenditures which would otherwise cause fluctuation in the operating budget; and • To take advantage of financial opportunities that may arise Also, reserves are often referred to as "stabilization funds" as they may provide the following: • To offset in-year revenue shortfalls • To offset in-year expenditure overages due to unforeseen or emergency situations; or • Are restricted to extraordinary or unforeseen one-time events and may not be used to balance operating budgets Finance March 23, 2022 Report No. F12022-10 Pagel of 4 Page 311 of 374 11 .e) F12022-10, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Analysis: The Township's Financial Reserves totaled $24,286,053 at December 31 , 2020. Table 1 below summarizes the 2020 Reserves and Reserve Funds activity for the Township. Table 1 Opening Closing Balance, Balance, Dec Jan 1, 2020 Transfers In Transfers Out 31, 2020 Total Obligatory Reserves $4,064,676 $3,017,824 $1 ,435,141 $5,647,359 Discretionary Reserves Operating Reserves $7,163,235 $3,665,218 ($1 ,311,699) $9,516,754 Capital Reserves $8,047,124 $8,167,972 ($7,093,156) $9,121,940 Total Discretionary Reserves $15,210,359 $11,833,190 $8,404,855 $18,638,694 TOTAL RESERVES $19,275,035 $14,851,014 ($9,839,996) $24,286,053 Obligatory Reserve Funds Contributions to Obligatory Reserves are collected due to a legislative requirement or authority and must be segregated from the Township's general revenues for their prescribed purpose. These funds are classified in the financial statements as Deferred Revenue. For example, the Parks Reserve contributions are mostly earned as cash-in-lieu of parkland through lot creation (severances, etc.) and only utilized through the capital budget for the purchase of recreational assets. Development Charges are collected when building permits are issued for any new development that occurs within the Township. They may only be spent on capital required to increase service capacity deemed necessary due to development within the Township. Both of these revenue streams may vary depending on the level of activity in the given year. The 2020 Ending Balance for Obligatory Reserves was $ 5,647,359. Finance March 23, 2022 Report No. F12022-10 Page 2 of 4 Page 312 of 374 11 .e) F12022-10, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Discretionary Reserve Funds Discretionary reserve funds are funds set aside by Council for operating and program specific purposes or uses and can be established by resolution of Bylaw. They are an essential element of strategic financial planning. Council may establish a reserve or discretionary reserve fund, where advisable. The 2020 Ending Balance for Discretionary Reserves was $ 18,638,694. In-Flow & Interest Reserves increase through the annual capital tax levy and earned interest on Township funds. Out-Flow Discretionary Reserve disbursements are applied based on 2020 actual capital expenditures approved by Council in the 2020 final budget. As the state of the Township's infrastructure will be more accurately identified through the Township's Asset Management Planning Process, the Township's forecasted capital needs will be updated. Financial / Legal Implications / Risk Management: Financial implications discussed above. Policies/Legislation: Municipal Act, 2001, Section 417 Corporate Strategic Goals: Prepare for Our Future Consultations: • CFO/Treasurer Attachments: N/A Finance March 23, 2022 Report No. F12022-10 Page 3 of 4 Page 313 of 374 11 .e) F12022-10, Derek Hnatiuk, Manager, Finance/Deputy Treasurer re: St... Conclusion: Finance staff confirms that reserves and reserve funds were accounted for and presented in accordance with municipal best practices and the annual audited financial statements. Staff are recommending that Report FI 2022-10 be posted on the Township's website. Respectfully submitted: Derek Hnatiuk Deputy Treasurer/Tax Collector Approvals: Date: Shannon Johnson, Chief Financial Officer / Treasurer March 17, 2022 Andria Leigh, Deputy CAO/Director, Development Services March 17, 2022 Finance March 23, 2022 Report No. F12022-10 Page 4 of 4 Page 314 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... Township of Report epo t Proud Heritage, Exciting Future Report No. To: Prepared by: CS2022-09 Council Vanessa Cooper, EA Mayor and Council & CAO Meeting Date: Subject: Motion # March 23, 2022 Corporate Projects Status Update — November 2021- Roll #: February 2022 R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2022-09 be received for information. Background: As requested by Council and identified in Report CSI 2013-05, Township staff commenced reporting to Council 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 November 2021- February 2022 Corporate Project report. Analysis: Not applicable. Financial / Legal Implications / Risk Management: Not applicable. Corporate Services March 23, 2022 Report No. CS2022-09 Page 1 of 2 Page 315 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... Policies/Legislation: Not applicable. Corporate Strategic Goals: • Modernize Township Services • Prepare for Our Future • Support our Workforce • Foster Safe and Inclusive Community Living and Business Growth Consultations: Senior Management Team Project Managers Attachments: Appendix A: Corporate Project Tracking — November 2021- February 2022 Conclusion: That the status update on the Corporate Projects be received for information. Respectfully submitted: Vanessa Cooper Executive Assistant, Mayor and Council & CAO Approvals: Date Donna Hewitt, Director, Corporate Services March 14, 2022 Andria Leigh Deputy CAO, Director, Development Services March 16, 2022 Corporate Services March 23, 2022 Report No. CS2022-09 Page 2 of 2 Page 316 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... a C C >% y (II L L co E U CO 0 CO � w CO E 0 x A♦ L + W �R W i.i N 0 0 O � O L Q O a) 0) (B O U - w N to U a)70 a) > E -0 - cn O cB O Y (B � O) U 0) o E cu a o 0 -0 (D w w E 0 � � y �, � � � � � Ema) m (n > a� — mm � o `L� � � > 4-- oE5 m o 70 C (Q N (Q OQ (B (Q N (U aC) N ( " O } } U O — O U > O O w0) 0 a) La) 0 } N to U (Q NN Na_ iU� U � O Oa) U L wa) WE (D Cm (B O O X U O _ o OU a U a) a) EQw mw a- OUPO EaQ) a rp Oa) U L OF L U- N r N N N N C) L N Q N N N K a) E i CN N E C) � CDOU 4 C)Q ; N Np N p 0 -0N Q Z m m m U- Q Q ^E, E (C (C L W > L o (n z � � L O N Q CO J IY r) _ (n i Q Q O O C a) 0 to � > � 0 E E O L 0) (nv Oc E � Q OEU � 0 U a U Page 317 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... a) a) L o ° ca O ca U (Q + O a) N a) L N ^�,, Off^,, O O ca N a) +� U +� O 0 0 0_ a m c� - � vi � EL.o � 0 E � 0 U 70 Y .� L L 0- a) a) O '> L to a) 70 O a) m cn > U N = O cII 'U Q 0 M O to }' -0 a) cB to N cII cB U + 0_ a) OL 0- U C -0 i 0 0 . > .N - .> � O > N 0- 0 �O C 0 0 0 N 0) a) C C N - _ � m � °� �, � � � � � Eo � � N � � c� m a) ca -0 E `~ off m E 0 0 0 >,-0 ° ° `� •° � � ° aa) E 00- 0 0 H ' — 0 U L a) Q0 > oo5 � � � o � � � �'v� U ° > oa) > o0 0 ° m � oo � a) c0io_ O oMc0Cn0) � � � 0 a) a) 40_ a) 4U � z U O L i + i (Q i U i 0_ cB to �+ -0 Z 0_ 0_ .— i .— i to r N r N N C) N N NN N a) o p i N L � N N a) a 0 � i N � N N O O °U a) L O 0 N O � 0) N o cv O 0 � a) a) a) LL O N L L LL Q E E E E i a) a) U Q a) (n Z 0 cB � L 7 Q Q 0) J = Q C O t N >i 65 O � O HOw Page 318 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 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'L L U L � L .— ._ 5 to to to t m m U O i Q i i i i cB O . i i i H i � i - i CO T N N N i N � O N E L i O N N p U- Q N > i (Q (Q Z � N TN O N r Q E An •L J H Ca L L O OU Page 326 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... � 0) N N � N 06 U � O o O tea) �, � � � LO � > E � .� a) }>- mQ m 0 � -0 CO 1 C m — � O O OaQ = — N O U O Q O 0) E m m O 0- >, CO 0- 0 o � CY L � ° V mZ- � � >, � cn 0).9 moo ° � ° � oo � m ° E H O CO I I I Ia)a) Q Z3 U o .- 0- - � � o � a OCQ .V ° b ° 7QQ C a' ° ��, n � Q � � mm '� ) _ + () N_ 0) O Q co 4O a CL Oa) E z > c O Q CL ^ a>° ° C � °> ) ° OC Z3° � LL Q 1 — m QQ W a 1 C Eo ) I T N N N i N O O L N m O O i N � O U i Q L L LL m cn Z Page 327 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... t W � (D w E QO ( W a0-+ _ � a) o Q L � O o E CO 0 O N +�Q� N� -- ap COE N (n Z3a) J N CO(Q E > 00y � CO O 0 C 0 N � O Q.- -0 (U Z C CU . a) O � >O M Ua) 0) CO amU)Q c m O — a) cn CO 0 O Q'= �a CL L (n o� c ° E E -0 � Q- Q > Oo a)Q ° ° N o 0a � = a ` w o Cn oo > m o �o o _ O U1OC +LU N O O Q a 01 01 Om (� C N NH o mm m (tea ct a �2CnU0 � �� Q m o 5) 2 o � CO � �E co � o � � Uo N O N L Q. U L CCU C TW 1 ^L' CO _ O N r }, O V O = E Q a) O O a) E ns L W O fn Page 328 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 0) E X o o (� L L O U U (Q to (n N Q O p cn N cn O vi p- E L70 + L O L E a) N ° . O Oa) to � ' O 0( O U O� Z3 M m ° Q _ N O w C � — Q oa) o o m oc o LU 0 U a� U O N OU L O ( CO W O (D �' U �' +� UO N JOQ (� Q Q O +O� Y fa N O O a) +C 0 N Ca) O W O � C _ O L _ E to BONL +O fn a) . QQO L wL +- OQ �N YO O � 0- UNYU +to � O OY (B0 — Z5 ° N ID � a) 0- ° O - - . E N° ° � � O � a) 0 a_ O O Q to, c}n N N O O CV N j N � � Q (Q � Page 329 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... (D T = a_ M a) i M O to + 0 L a) 0-Y O � ai -0 o 0 0 0 vi = H .o aNi m to C a) -0 a) C M w 0t _ _ O (II O Q U i Y O O 0 to �C C1 O to _ O i a) \ 0) a) ° + L a) O O 0 .L Co � O U 0 m +, (q O O 0 � �_ +, Q _ Q C (B 0 to Q a) Y a) _ 0 aO+ O O Q >' 3 N O aNO � a OQ 0 m m 0 -0 Q ON ON) 0- > �O U a ° N +. L> Q � mp _ }' T N N N L N O O L N a) E S� 0 U � i O m m LL a) 0 (n Z Page 330 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... cn O N O = T o cv� o } o � � o > N oca O V_ U Q S OC O � O I Q c ON W N cB WW to U (n -0 ' > N . O V— LC� O Q L + L W > CO LN _ ^ a A• •� to O 0- O to O C I— .O N � a) 3 O cn Q % H > a �= +r ry O (B 0- o O a) L +� H N a) t Z5 a) M 0 O O +, � tLn E 042 N >, N cB a) cU _ 0 O , a1 `~ L WFD O U C L UQ � L OL — H 5C CU C omN oa Q� O0UC m ocOB QOQ000) O � O W CL U O O U Q- QUO Uja Q U Q � = C T N C N N 0 i N N c L N E L N O O U i o cv O 0 N L i LL � a) > (B >+ Q _ (n Z T a) Q U U O a L Page 331 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... m m m O O U ° Z5 a) to i C 0 � O Z N a) c� L N cB — O vn m — •N O C U N 0) m O > O N N a) W a) O av)i a >i,m N O � a) — — � — A` C a) a) a" J � � C 4 Ln N —cB '—B O -0 () a) a) Q CO c U C) U tiN a O ° m a) C O . c� QO QOc ° oOv O N O ° 0- 0N � 0) o � U � U A`` 0 � a) ! Ya Q aL aL a O a ._ � I, a) OnI' CON O O � CO 0- O O cB W m � OF m0oQ mU 0- 0C14 o o o CO o cn o cn oQ o Q ° v v� ° ° > L ' a C:) rLn Q W V N O E m E > � E O O > O ON O N N � C = = O (n O > (n O 0O � a000 � N Q a) N � N acn ) OO -0 Qa) O 0 -0 a- a) U U U 70 7 I N N N M M -0 (N L N M M -0 r N cm cm NO i N N a) c L N N a) E i C)`— O a) � � N � NO N CD i O CN N O N O � O N O rr Q O Q 0) Q E is Q o y cB >; Q � cn Z � O cB U a) = Q O � a) a) � O O > > Q � Q (n Q Q O N Q N a) O O 0- 0 Z :3Cn O Page 332 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... N E o m o a m �r ° } N to N to M OT Q Q a) v� O ON O +� U O t Q m 70 O �_ O L O Q O U `� CII 0_ U `� OMns O Q O a) � +� a) (n 0O to :EZ 0 CO p 2 3 O OT r a) a) U N H O z�Y to f2 CO � a CZ M N }' N 370 CO N > O to } 0)-0 a CQ C) — mCB cna) �° m mrn > M > m 0-0 NoN C_ M0 E E EE aO � U w ° � � .o�� NO O 0)° a) CII CCU II M O O to O a) ` `o CO S o O Z C CO OO 0) = c� to a) � ° � ° � ° 2o4 , ar s= � � � w ti CB U ti CO O + U ° C a) N •U w 0 O a) w N (� Q�N Q a) N (� N = N Q= N tV a) 1 L N — Y a) Y - .() CU O - C2O _0 C2a) O -0r CZO OO Q'++ O Y O O (B � ND_ N M — M N M M -0 N M — M N N m CA N O m .— E U E 0 L T N N N N N O i N O N O O N L N L O O � O U 4 N i O U O N O L L LL L E E CC Q E a) a) Q > _a) 02:1 Q Cn Z Cn m ^L, W W Q V O N .O Ca Ca -0 c� Ca m 0 .N E i >' O :3 CC t) 0a � Page 333 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 4- � ° � ° O O (U Oin ar _ 70 N = Emcai ::5 � mQ CL CU Z- O Q 0 M aN., 3 O E O +� � OU N N O i Q O U O U tq — y U U ° U N + } 0 0 N O Q } � to ° � U � � Q � o � L o °) O m84 � �� CU m O O E i ''' 0) O N ° — m � mom' O o m 3 C � � (D � � } ° N � — L U (Q �- CV . O cII - -. S E E E a maO) 0 a) O O N } 0 >' 0- �1 0- O O O O rMZ O Q � ( O a) OO 0- 0 O = EN Q -0 C14 a1 CO 0) L cB cB cB cB O N O 0-, cB — cn O N :3 � m Ho ° ° o ° m CL C UnU7oNoLL c ZF— ZU0CLcQcQ N ) w T T T N N N N N N N N N N N i N p i N p i N m o N O a N O N L N L N E CU E L (U E L' O � O m C O O L O N O OU O L O N O OU O L N o N O N o cv O 0 L • L N L L LL i- N L L U- - Q C 0) Q 0) E Q E+, EC Q E E � Z � CnZ 2 2 Cn Z � 'L L ^L, L ^2, W C W •-• � J .N. (U CU (Q L CU O U >(B J Q J > Q _0 LO — v CO Q m a c E a 6 m > •o CL O � oa Cnn 2 a O :D Page 334 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... a� L C C E 7 o 70 (B _ O II > N> `~ Q aO= 0 a) C) C O .O O U + U a" O a) 0) OL O O O a N cC � a a) N �U m _Q V )m � 0 N r = n m n3 Q a) Q L O a 4— L ^ Q n♦ O OL O a) + (n N t �1 O m O U m VLJ cn c�i cB N N O � cnvo OU N Q _ O a . 04 oo � o E _o ° o o m E Uo � o � OBY O0 0) C: 0), a0)CV � _ (U 0) 0 LC > Q E � N O O L (n � 'O a U O B U C Ca) O a) O C4 _ Z n •— c C Z O E a > C oON � — ca i � �a) N O 0 N � O� Z ) U U n N L �+ � � O r r N N N N N N N N O i N O i N N a) c N a) c L N L N m E E > a) 0 y NO N C) U i N C) U i 0 N N C:) N O 0 O N O p -0 N O N } O N } 0 = N 0) 0 0) 0 LL Q Q Q E E is Q ca cn cn Z � � 2) J Y (B L ^L, 70 W L 70 W O J — � O N 3 � � m � O Ca E O 0 L p E a>i ° = o f t a) V Page 335 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 4 O ^�' � Q AIL'' }� W L L Q VI O �+ O _ N N � = i 0 W a) (n N O p N N CO Np 0 N CO }' N V O 4 CU N F- Q•� O N N CV L L O (Q C,I N a O O - N 0 E o ap � Uo ( O a' � 0 ai NN a) L `~ fC L ( CO L L Q O U N N +�+ i 'i COQ N m � U N O cn U O Q L CO —_ U � } N � Qm N 0_ 0 Q (n Q (B � L ° � CD� QCY)� �� Q� oQo .° o Qo -0 :E � Q O N N m 0 J Q N W U Q ca Q o d N L vi .� L p H U) a-+ O O O T E L �_ (n L O `� ,� +J U (D � O L to �O E N }�, O NC 0) NU CD N C U _ � (Q a1 N -0 O N O N to = 0 E N = = rZ(U CO _ cB +, cB _ N U S N fn O CO L L t t N L +, fn N t O — L m voiU c�i � p LU UUUU m � o .E ai Q� � � .� V ° cn m � aiU5COz � �' � z zz° z° z° O � N °� � ° °'C14 in w � 0 �' z � , (' vino T T T N N N O O O cm cm C\1 C NN O NN C) NN N O N O N O L N L ja N L ja N E L E E L (14 O U i O N O U 4 i 0 N O U 4 i 0 N N O N oNOO -0N O N O 0 �` N O j L L LL .L N j L L LL .L N j L L LL .L N 1^L 0- -0iL -0i^L CL COZY 2 (nZ 2-, � (n Z � � Q 2 J Y T Y ^L' 70 ^L' W � W N wN` W 0 �+ 0 i 'N i N �C o � 5E - m m = a� -0 Cm c � � 0E -0 'F 00 � � ca Page 336 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 'L O� � N O +� O O O to O + + (B C O a) E E � O � Q FD } L Q O > O O.� O O O (B O (II t�: (D a) a N N U CIOa) (II (D Q (II CO O = (�N a) N N O La- La- N L (n N E - a1 U U N � V Q U N V � (D L (j L (Q im L a) O Via ' o O � Q a) CL 70 7 O � (n m o (D N 0) m mCL U � ca � N � � � � �N c� = O0 U)� Q� QOQ O O .V (a Co a_ 0Cn QJZ iN Cf) — J (N cnOf0M (n 0 Cf) Z 0� a) Q� >1QZ T T T N N N �- O O O N N N N N N N N N N O ^� a O ^� a O ^0 L iL N L f7 N L iL m EL O O 0 i O N O O i O N CDO 0 N O 0 N O N O 0 -0 N O N O D LL L ^N^'' (n ^L^'' AL` LL L ^N^,, W W Q W � 0) W W Q W W W Q 0) Q Q E `_ m y` `_ _ m y` 0- _ L ^CIO ^ Q ` _ L ^ >1 C Cn Z o Cn Z o CnZ (II W (C (C CO J I J Cn V L F, v = o a � +� i O r- O 0 _ 0 U- O > -0 0 CM •O N a) •O � U- 0- OaWUa FL Page 337 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... L a) L L a) cn gyQ v p NE _0 O .— 0a Bp P ' �CU E 0 (0 COmO 70O N a � om �cn L�a) a)O ,�— � O O � a) O(Q 0 (B ) OiE c cB 0 N _(D ° O te O O EE OU c � (D —a) Q a) a) n U (n (Ln CU > o -0 � � o a o = �' � � m � � ON = >, a) ° 0 m c°� o � '3 = � �_ o a) a) � Y E 4 } w " � V Q_ a) �+ L M O > � U 0 � ° � C a) U (n Q a) O N U) c}—' F m p 3 Q � /) t . a) O (B CO U � o E E c N t) 0 +: . L (Q (n C � � (B a) O' 0) a) (� N U (B o a) (D ON o N = N t O V (D a) U a) 2 a) O O 0- D O N a) M ° ° O C ° -0 0 0 O 0 0 O C V O C = cB (U O C Q O a) D cU 00 -0 (n00 ° y= Z (0000Z (U CO m ° Lr- cn -0 = (n (nZwm0 = Of T N N N N N N 0 i N O N a) O N L ja N a) E S� -0 a) r N ° V N i 0 N O U a) i 0 N O N 0 cv O 0 N ON }, 4) L L L LL L � Q � 0 Q C 0 iC � Q E E Q a`) � U CO (U L >1 >� n > = CU CO L > >> (n Z Z3 U) � c m CO (B (B C/) U) Q c � � c E > E W U U 3 c m m m � Z U cn Page 338 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 70 L O i N 0 0 -0 N � N CO 0m N = CO Qtn O O m p N U (UNQ Q_m O _ O NQ-0 E 0-w (U N L r a.+ O (B U o O a) O ~ > N =CO Q�qN �N L °C � 0 = oL -0 > _ 0 O -Q c ca 70 m O O � CO — � om> m CO O r O CO _0 0 E 4 O >� O . OO LL N z tU Z OO U � + N =O O�N O > � "O� O L OtO O � .—t (CUrB QCO0 -0 > CC ` U Oa) L L� N O Q� O Q— HN -0cB r 4— r > c OCL O CO FO Q CO a Q Q iE E 43 E E U •> QE c : EN E _ 00 E �� o m m o mo o oQo om o 0QZ � Z � U 2Qacn00 � 04-- O U cB cn T T T N N N �— O O O NO N N N N NO N N N O D N O D N O D L N L a N L ja N-0 E �' E O Oa) i C) N O OU a) i 0 N O O O i O N O 0 -0 N o N O 0 -0 N o N O 0 N o � L ^N'' ^L'' AL,, � L ^N'' ^L,, AL`` � L N♦ W W CL W W W W W W Q A E cv Q E cC Q E ca Q > = L >1 Q > = L >1 >1 Q > = L 0 Z 2 —) (n (n Z � m m � � U C/) C/) a � U •L � 3 (UQ 0 � Uo z 4-- 70 Q — > L 0 m Q _ C wa OU � _ 2 Page 339 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 4- L O) 0 CO 70 CO O70+' O V(B O CO o N O 0 cm0) 0 U O to N m Q } - U O N .- Q +� � .- -0 U U �� . —_ 3 — to Q Q CO' t^^�'' a) cB O (II O a) a) E —_ ^�' 0 0 � 0^, U �A`` t) A>A,, W L O L ^' L U L +� CU a) E (Q 0 -0 W W W E -0t� a O C Q 0- O > �" L O O Y a) o L a) 0 L E OU > O 0 .2 U N a U (Q E a) Cn E L O L (Q e (Q Q UQ U •_ + O > Q U a) U O a) a) (L) + to z Q EN O + a) O � Nz Q U a) O a' a a c 0-) °a) E � cB E O E 0) a) a) m � 0�ma) ID m o � cn m m o E am a) CLc O Q CO a) a) L — L r — i>O � O o °0_ U (n Z a D_ D_ o O U Of W Z D D c D a) o N > _ r T- r N N N N N N N N N N N N O i N O L N O i N N ^� c N a) c N a) L iL N L A N L M N a) E E L E L N V N N O U 0 i CN 0 N O U i O U � i O _ Q Q N _ _ C14O O O N O O 0 to L L 'L N L L 'L N L L U- U- LL O n 0) Q Q 0 .. Q Q E cLa Q E E c�a Q E E / Cn 2: CA Z Cn Z � (D a)a m a) J = O Z5 Cn r Q Q L C (a O ° a a v N ca > aW2t a Page 340 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 0) c (D — � o � a Lm0 0 o co 2 = o oW +_. _ C> > to N (n T MCo CU =cLaQ Ea00 2Q ) aE coE JoO O r_ � w O a = = a In � ° p �> cB -0OQN 2 N � � o ( �o � U ° O a) nU_ 0 O ON LZ N +� LL _ �' O a) E a) t� O + a) N O-0 � a) O O i a)C'4 Cm Cons m N � Y � m o m �� o m � � m �.� U o � ° o a o CO o o cn m co O Co L U L /O/ a"' 0) 0) O 0) Z3 O �, N cB O 0 m Cm Z3 o y U0 D o > a O p 0 — O O p3 o > T T N N N N N N N N O i N O L N N a) c N a) c L N L N m E >+ m E �, a) m � 0m a �m NN N V iO ON O O Q c�vN O NLL LL 0) -0 0) Q O E S� E i Q _ ns Q _ 4 Q L >1 >1 Q > L >1 >1 Q >-5 0 _ / >1 2 2 (n Z 2 2 (n Z � C/) rn cn cn m 2 N N t) O O +O+ H c 0- ++ N LO _ — N N O E E 3 �+ J U m Page 341 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 0) 0) C14 CO _0 NO (B Q70 O N O N LL om♦ N_ ^> OO m C ON , _ > Y � H O Q � a) = a) CO U U -0 () O to .LD) Q Z3 0 = >, + 0) 04 a) O O a) a) _ _ 0 N O Q N N O Y U vi '� 0 = N O a) O O + 0 0 0 O N O a) i L 0 E U U WO � m L " a1 C 0 a W C �' �' cn �' cn W L m >,} o '� .>_ 0o � � 'Nca = � L � o (B � � v my N Q 2 O aCM ) O OE te W L CO C _ � > � a) U � (II Q t L O Q O L O O (Q +- L L ++ � � CUFi 0c � �Z� � U T = ZZ " o� Z T T T N N N N N C cm 04 N C 04 N C) N N ^� c N ^� C N c L iL N L iL N L N U i O N 0 0 0 i O N CD 0 i O N 0 Q N p N 0 Q N p N 0 Q M N p L L U- L N U) L L LL L N (n L L U- 'L N CU CO Cn Z : chz 212 UJZ 22i N p m m p m c: (D -0 a) -0 � m -0 0 E U_ Y U 0 E U_ `00 O N O � _ +r +�+ O = O a) N E O =_ t -0 <4 � E Q L = � °' _ Ov lmL � = � N � •cam .O O a1— cC O Page 342 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... L N w a) a i ° C ate.+ O o O a) QUA � U U � (� O a1 cC cB +, L _ ?� Q.� Q to to O CO dj N off$ O E 0 a) O p LLl U to O J Q'0 W L L a) W 0 � ° � � a) O W O � +� � � +� Cn L fn 0- � V J O V - (II (II ° ° L a) + + to .° �+ 0 fn +� � +� .L a) } } O � � � w ° Q ° -0 -0 �o + N O O o O O UO 0 m 0 -�0 �n w� Uo U vO O O *-' 0 -0 o oo ' Zn nUo ZUUZ0CY (nNz Z C\1a_ Z3 c OL 3 = T T T N N N O O O O N N C cm cm cm N C N N N a) O N a) O N 0) O L N L N L ja N O E L O a) L O U a) L O N O U a) i 0 (V O U a) L N 0 p 0 N O N O 0 -0 N O N O 0 -0 + — N 0) _ N } a) LL i LLLL -0 0) Qm 0) -0 - Q is Q Q m \_ ` m y` _ ` m m ^ Q > L ^ ^ l.L = L >1 >1 Q > CO Z Cn Z Cn Z p m m a) E 7a-) E L 5� O +�+ (n O �+ � cn 0)� � o o = UUo :Dcn Page 343 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 4- 0 -0 70 O (Q a-+ O O m 0O � QU _ O) . ^ O) O C N _ _ O >' L 5O U O U NO O -0a > U O Q Nc C a) C: m _ O O U '� N O i N C:) (Q O U ( O E N N +' � �_ to N V Q N +� N .� _ (II `� O `� N 0 N to L fn 0 0 U O N O - O = T = N O O O 0 — C N } % N � N O N N N — 0 � � L N N a=+ O � CO Q 3 N U C U � O O > 0 N N M -0 C �, L - L O i L N (B U = to +� O U) O (Q O N N W m Q O a O) O CL O O N 0 Q N E Q �_ `� N 01 O -0 -0 fn U N 0 -0 0) O c� m O O O Q N .= 0 0 +, �- cn O O O N cB +' N N O � � Lo U E O = C WN C(Q UC(Q U_ O Om m EB .V m U, N U m U ° (D CL ) n - � - HC °o / °CL oi Oz0 o0 LUZ Qzzz T T T N N N C N N NO N N O N N N O O (N O O N O O L N L N L N N E > E CD N C) O a i 0 N C) O C) N C) O 0 i N p N O Q -0 N p N O Q -0 N p N O Q L N (na) M L L LL L N L L LL L N (n L i LL Q E E Q E E Q E^, E is L ^ >1 W > L ^ ^ Q ` L ^ � - 0 CO (nz (n z � � (nz � N p N p N - Q Q m H = 5- O _ N a E N = O E � •_ > � E ca = - U U- C cn U Page 344 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... O _ .� O N Q N O L L N L + •— O Q C: O (U +� U O Q Z E O Z z Y .Q 3 L N ;A CV O O ° > O C) ON(c�� iN C o E JM -0 U UU CO U J — -0 t°o C .- U >' O (D to CU O O > to U = 0-0 m L O(U > ° n C 0) m a) �> cB w O E ca 0 0 N CO c O a LL >' O CO r YCO C ° O O > O Y )O12 a) > O U m NO > -0 O C) � O� 0 Cm a) 0- E CO nw4 �a3a) oo � o_ BCD ENONm ° o N O ° N C U O + 'i O J to Z w N E O U - Q Q m c U O (U N LL O O N Q (J 0 Q � O N M W O LU CO .N _ O O Q L C N a- O to w w E �O m w tQ O U cn U . -0 NO M (BUE � O O U O O O O ° U O > CDZ (Q CLU o ZQQZ Q > = Om o 3: U) T T N N N N N N N N O i N O L N N O c N O c L N L N N E i N E i C) N C) U 0 i C U 0 i O N N p N Q Q N O Q N p O — N Q LL 0) -0 0) A Q Q E Q c�a ` \ ° m \ ° m > _ ^ 0- > CnZ CnZ � Q � N CU 0 _ _ _ O N CU E JCn � N � Q m L a'a T Cm cn 0 CO Cn in 0- FL Page 345 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... C� ° r = ° o °70 ° Q O =C) �50 � o � } O LL O N E Y V> = p� N U U ��/ N U E p -0 -0 L + ° WW « W NO � NN OV � O 70N (0 0).� m — "_p 0 O Co .— O O i O �+ > L U N tp U � cn O (II L CO U oa) ¢ o U Q(Q to > L = . � (6 O O Z3 a) Q OQ O Q Q O O Q — L N LLO OU N mQa°i U — _0) NON 0) O 7 � 0 � � a � ° � QN Q� " � UQ � '- (L) p.(�U OL CL O0C\1 a r- .om > � C ° = m �omoY � �EC\Im Y � E- ma- Q � E00 m T N N cm 0 i N N O c L N N E S� -0 O O CD 4 i O N O O �_� N o 04 L A, U- L N U) W Q E cv Q N O N O Cn Z O O CO = O Cn Q 0- w CL W t Oa0C� � wcn =) a Page 346 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... o (D N > �a m m 0 L L = C m O U cC Q cNC C 0 3 K (B O U to O a) CO N O ns i V a) �' (a a) Q+ QN Q F N � O V Q i N _ Q._ N ° m m m ° O o 0 0 � m is o � 0 q m Q- QED ^^,, /^� w CO Cm Q � °3 �Um cL �0) a.2- m .= ^ amI) a � � 76 O ° _ O O O � o ° � U° T N N N � L N N L N E S� O U i O N O N O L L L N a) 0 c CO CO c!) Z N 0) 0) O J E: >, E (Q CL N N � Page 347 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... _ C L fnto w O a) O > a)n > — M � _ CBa) o � O N } mU a)v ID CO U W a) COa) ° � U mooL - _ Qo � .�' m (U a) L � E (II � O cQ a) L a) E Q °U > c OL L = a) � +� �- Q E W ^, ^^'' _ _ W 0) � W C E a) >, ~ a) -0 to a) E a) >, ~_ O L > O CO to a) ° CO +� } vi 0 a) ° vi 0 w m m L o a) CO 0 C a) CO cB � � � CO � � -0 a) a) U % Q•> a) C N N U j CO Q > a) a) " N a) � % t� Q O a) O 0) O O � (Q +� to - > O U O cu CO � � w � U0 � � � � � � ° � � � � � � � � � -0 � � CO� � Q� � N O N a) N ° O U N p L^, W 0 Q ^E W VJ Page 348 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... 0 m 70 o �c o t�: c o -0 m cn g O O _ Q V N O O a i i 70 m E 01 O .N C a1 a) j N cB E 4m) 4 3 � � 0 .25 u0E .uQEQ.- — o � — c m � � ° ° m � . Om Nt O) OU fat m = a. a) : 5 m � m � CU L a) >' O a) a O L 0 N a) O = ca ca = Y � 0 p � cB � L _ = L L ° m e m o a � a) 3 .N N 3 O O O N O -00 . . i v> Q _0cn N = OV O E O m a Capaaa = >, U) Om T N N N L N � O N E N i N O 0 LL O cB m cB 0 Q O •L O '> •L aw Page 349 of 374 11 .f) CS2022-09, Vanessa Cooper, Executive Assistant, Mayor and Council ... N o s= r- m O +_ N O >, N m O N O -0 N �� O+ C .O C w L ate-' U • O O N OL mQ EU N — a) 0 Q C a>L CO U � c� � U000U o_ � � ry Q ° O Ernes _0 �� �� NU ° op o � o o O L 0 0 0 — � o O0 O L .� L N � (L to N (B � U i ,� Co Q L O - O >1 N O N _0 O - O � N ���I,� to -0 • -0 CO +>, U > /O O N \ O •O C)V J -0 � � a) to - Q — Q NCO C •� OIn � N O O i . � U O ++ fn 0 CQ N CU 01 N CO N U N CO ^' 0^ N � L m O7 Loo_I oo� o_ � Cn CO C E o O .T E N OO UCnL r P1 oo ° . � �oL� � ° (n Ooo Oo � > Om U o coco o0 E A CO Z E O/ I U I + I Z 1 1 }I T T N N N N N N N N O i N O i N N O c N O c L N L N O E E i O O O O N U i 00 i O O N O 0 E E Q E N O N O Q > C >, Q > r- (n Z (n Z s= N O s= � � U 0 -0 > � Q Q O N - N O +. v � O � 0 Page 350 of 374 12.b) Councillor Keane, Request for Council Consideration, Draft Motion ... Verbal Matters (Section 13.3 of Township's tvnsbrp°f Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future Name: Councillor Keane Item Number/Name: 12b) Request for Council Consideration, Draft Motion re: "pause" on any action toward removal of existing additional residential units within the Township of Oro-Medonte — Refer to Page 2 Meeting Date: March 23, 2022 Motion No.: Type of Meeting: �X Council ❑ Special Council ❑ Development Services Committee ❑ Accessibility Advisory Committee ❑ Heritage Committee ❑ Human Resources Committee I would like to respectfully request Council's consideration of the below draft motion: Whereas, multiple levels of government within the country are acknowledging Canadians are experiencing difficulties with regard to affordable housing (first time home-buyer down- payments; high cost of real estate and rental units; and inflation); and Whereas, on March 8, 2022 the Committee of the Whole, County of Simcoe approved the Township of Essa's Official Plan Amendment No. 38; and Whereas, the Township of Oro-Medonte is currently working on amending its Official Plan with an expectation to bring it before Council this spring/summer; and Whereas, the Province of Ontario's amended Planning Act requires official plans to contain policies authorizing the use of additional units within detached homes, semi-detached homes or rowhouses and permitting residential units within buildings or structures ancillary to the same; Be it resolved, Council approves a "pause" on any action toward removal of existing additional residential units within the Township of Oro-Medonte until such time a proposed Official Plan amendment specific to Additional Residential Units (ARU's) is brought forward for Councils consideration. Page 351 of 374 12.b) Councillor Keane, Request for Council Consideration, Draft Motion ... Verbal Matters (Section 13.3 of Township's tvnsbrp°f Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future Updated Draft Motion as read out by Councillor Keane at Council meeting I would like to respectfully request Council's consideration of the below draft motion: Whereas, multiple levels of government within the country are acknowledging Canadians are experiencing difficulties with regard to affordable housing (first time home-buyer down- payments; high cost of real estate and rental units; and inflation); and Whereas, the Province of Ontario's amended Planning Act requires official plans to contain policies authorizing the use of Additional Residential Units within detached homes, semi- detached homes or rowhouses and permitting residential units within buildings or structures ancillary to the same; Whereas Council has received numerous delegations from applicants requesting consideration to construct additional residential units on their property either within their dwelling or as a stand-alone dwelling unit and Council is supportive of the establishment of Official Plan policies that would encourage and promote additional residential units; Whereas, the Township of Oro-Medonte is currently working on updating its Official Plan and Zoning By-law in accordance with the Planning Act and include policy direction and zoning provisions regarding Additional Residential Units; Be it resolved, that Council support a temporary suspension on any actions by the Township regarding the removal of any existing residential units that were lawfully authorized for a temporary period (not including Garden Suites) within the Township of Oro-Medonte, until such time as the Official Plan and Zoning By-law Updates, including provisions specific to Additional Residential Units (ARU's) are brought forward for Councils consideration. Page 352 of 374 12.c) Mayor H.S. Hughes, Request for Council Consideration re: Proclamat... Township of Oro-Medonte Proclamation Support for Ukraine Whereas: Russia launched an unprovoked attack on Ukraine on February 24, 2022; and Whereas: Millions of Ukrainian citizens have been displaced creating over one and a half million refugees fleeing to other countries, to date; and Whereas: Russia shows no signs of retreating and continues a systematic attack on innocent civilians and critical infrastructure; and Whereas: The Township of Oro-Medonte is home to many Ukrainian families, who have family in Ukraine fearing for their lives; and Whereas: The Township of Oro-Medonte hopes for a quick and meaningful solution for the citizens of Ukraine. Therefore I, Mayor Hughes on behalf of Oro-Medonte Township Council, do hereby proclaim this period as a time for "Support for Ukraine" in the Township of Oro-Medonte. Our thoughts and prayers are with Ukraine and its citizens. Page 353 of 374 14.a)Announcements of Interest to the Public: Township of Oro-Medonte, ... till i REMINgi ka 2022 DOG TAG RENEWAL 9 Dog Tag Licensing For your convenience, dog tags and renewals can be purchased securely on-line by clicking on the Dog Tag Licensing Online Registration Form. Complete all of the required fields as indicated on the form. Online transactions will receive a receipt by way of email to the address provided on the form. New tags purchased online will be mailed out to the address provided on the form. If you purchased a tag previously, you will not be issued a new license number or tag-the tag you received is your permanent one. Similar to the past you will be required to renew your license each year, all tags expire on December 31st of the year in which it was purchased. As part of the renewal process you will no longer receive a new tag each year, the tag and the serial number will remain the same year to year. The dog tag is non-transferable, if the ownership of the dog changes or a new dog is acquired, a new tag must be purchased. Email reminders will be sent out throughout the year to remind all dog owners of the current legislation, any proposed changes and to remind all dog owners of the renewal process. Dog Licensing Fees (Maximum of three(3) dogs per household) For One (1) dog (male or female) $25.00 For One (1) dog (spayed or neutered) $20.00 For One (1) dog (spayed or neutered and micro-chipped) $15.00 Replacement dog tag $5.00 For One (1) dangerous dog $200.00 **An additional $15.00 fee shall apply to every dog license purchased on or after March 31st. The additional fee shall not apply to new residents for the year in which they moved to the Township or for a new dog(s) acquired on or after March 31st. Vendor Outlets To purchase a tag in person please visit one of the vendors listed below. Location Address Township of Oro-Medonte Administration Centre 148 Line 7 South Oro-Medonte Heartland Kennels 336 Line 5 North Oro-Medonte Who Do I call? If you find a lost or stray dog or have a canine related concern please call the Municipal Law Enforcement Division at 705-487-2171. Lost and stray dogs will be held at Heartland Kennels 336 Line 5 North, Oro-Medonte. Please note the Township of Oro-Medonte only handles canine related animal concerns. All wildlife related concerns can be directed to the Ministry of Natural Resources and Forestry at 800-667-1940. Page 354 of 374 14.b) Correspondence received March 3, 2022 re- Celebrate the Platinum J... From:Alex<alexandra.tichinoff@ontario.ca> Sent: March 3, 2022 1:00 PM To: Hughes, Harry<harry.hughes@oro-medonte.ca> Subject: [External] Your Worship: Celebrate the Platinum Jubilee with the Lieutenant Governor This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. View this email in your browser BXDR Celebrate the Platinum Jubilee with the Lieutenant Governor In 2022, Canada and Ontario are celebrating the Platinum Jubilee of Her Majesty Queen Elizabeth II, marking her 70th anniversary on the Throne. This year marks a historic occasion to celebrate and pay tribute to Canada's longest-reigning Sovereign and the first to celebrate a platinum jubilee. As The Queen's representative in Ontario, the Lieutenant Governor is excited to join your communities in these celebrations! i R - }'1 Page 355 of 374 14.b) Correspondence received March 3, 2022 re- Celebrate the Platinum J... Throughout the months of July and August, the Honourable Elizabeth Dowdeswell will be travelling across the province to celebrate the platinum jubilee year with Ontarians. Click here or email alexandra.tichinoff(a-)ontario.ca to invite Her Honour to your event or to find out more about this exciting summer. r yyy u © 0 0 Copyright(C) 2022 Office of the Lieutenant Governor of Ontario.All rights reserved. You are receiving this email because you opted in via our website. Our mailing address is: Office of the Lieutenant Governor of Ontario 111 Wellesley Street Toronto, ON M7A1A1 Page 356 of 374 14.b) Correspondence received March 3, 2022 re: Celebrate the Platinum J... Canada Add us to your address book Want to change how you receive these emails? You can update your preferences or unsubscribe Grow your business with f mailchimp Page 357 of 374 14.c) Correspondence dated March 3, 2022 from Jodi Lloyd, Chairperson, S... Simcoe County District 5choo[ Board March 3, 2022 The Honourable Stephen Lecce Minister of Education 900 Bay Street, 14t" Floor Toronto, ON M7A 1L2 Dear Minister Lecce, On behalf of the Board of Trustees for the Simcoe County District School Board (SCDSB), I would like to take this opportunity to express our concern regarding the current Education Development Charges (EDCs) within our jurisdiction. On October 12, 2018, the province modified the legislation that governs EDCs and issued Ontario Regulation 438/18 which amended Ontario Regulation 20/98. The amendment froze EDCs at rates that were in effect on August 31, 2018. On March 29, 2019, the province issued Ontario Regulation 55/19 which further amended Ontario Regulation 20/98. One of the main purposes of this amendment was to partially relax the above noted rate freeze and provide a provisional phase-in of proposed EDC rates. This allowed an annual increase of existing rates by the greater of 5 percent or $300 for residential development, and the greater of 5 percent or $0.10 per square foot for non-residential development for the length of the by-law. The proposed EDC rates indicated in the SCDSB's 2018 Background Study were $3,578 per residential dwelling unit and $0.97 per square foot of non-residential gross floor area. Under the amended legislation, the SCDSB has and will continue to collect the following relative amounts: Per residential dwelling unit: i. May 27 to October 29, 2019 - $1,611 ii. October 30, 2019 to October 29, 2020 - $1,911 iii. October 30, 2020 to October 29, 2021 - $2,211 iv. October 30, 2021 to October 29, 2022 - $2,511 V. October 30, 2022 to October 29, 2023 - $2,811 Non-residential per square foot: i. May 27 to October 29, 2019 - $0.37 ii. October 30, 2019 to October 29, 2020 - $0.39 iii. October 30, 2020 to October 29, 2021 - $0.41 iv. October 30, 2021 to October 29, 2022 - $0.43 V. October 30, 2022 to October 29, 2023 - $0.45 Based on these values, the SCDSB has and will continue to annually collect between 21 percent and 55 percent less per residential unit in EDCs than justified in the SCDSB's Ministry of Education approved 2018 Background Study. Similar proportional losses will also be incurred in the collection of non-residential EDCs. Pagel of 2 Simcoe County District School Board-www.scdsb.on.ca- 1170 Hwy 26-Midhurst, ON—L9X 1 N6-705-728-7570 Page 358 of 374 14.c) Correspondence dated March 3, 2022 from Jodi Lloyd, Chairperson, S... Simcoe County District 5choo[ Board As noted in the 2018 Background Study and evident in the SCDSB's past and recent Ministry of Education approvals for capital funding, Simcoe County continues to experience extensive residential growth. As a result, enrolment pressures will require long range accommodation solutions. Currently, the board has more pupils than available space, and even with the approved new projects, continued investment will be required. The SCDSB's 2018 Background Study projected the need for 36 public school sites over the 15-year analysis term to accommodate this growth, and board staff believe this estimate may in fact be under projecting the actual long-term need. With the identified needs, increased land values, and increased barriers to site acquisitions and municipal and planning approvals, the SCDSB is concerned that the current restrictions will result in extensive EDC deficits and delays. While the SCDSB acknowledges initiatives taken to address affordable housing, we are firm believers in the concept of growth paying for growth, and we are concerned that these deficits will become unviable and/or passed on to ratepayers. We would also like to point out that municipal and county development charges, which are much larger in monetary scale, have continued to increase unabated in order to provide the necessary services and infrastructure to accommodate current and future growth. As we prepare for our 2023 EDC by-law renewal process, we respectfully request a review of the EDC restrictions in order to ensure the resources exist to continue accommodating the relatively unprecedented growth experienced and expected to continue in Simcoe County. Thank you for your consideration. Sincerely, Jodi Lloyd Chairperson Simcoe County District School Board c: Hon. Doug Downey, MPP, Barrie, Springwater, Oro-Medonte Hon. Jill Dunlop, MPP, Simcoe North Andrea Khanjin, MPP, Barrie, Innisfil Jim Wilson, MPP, Simcoe Grey Hon. Caroline Mulroney, MPP, York-Simcoe All Simcoe County Municipal Clerks Board of Trustees, SCDSB John Dance, Director of Education, SCDSB Page 2 of 2 Simcoe County District School Board-www.scdsb.on.ca- 1170 Hwy 26-Midhurst, ON—L9X 1 N6-705-728-7570 Page 359 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... From: Dan Cozzi <dan.cozzi@municipalengineers.on.ca> Sent: March 8, 2022 10:12 AM To: Subject: [External] Municipal Engineers Association 2022 Bursary Program Dear Municipal Clerk: The Municipal Engineers Association (MEA) is pleased to announce that it will once again be offering its annual bursary program for the children/dependents of Ontario municipal employees/elected councillors who plan to enter the 1 st year of an engineering program at the university level for the upcoming September 2022 term. This is the 15t" consecutive year the MEA is providing bursaries; to date we have awarded over $150,000 in bursaries to eligible candidates. Our program has become quite popular with many applications being received each year. Up to ten (10) bursaries will be awarded this year. The top two (2) scoring applications will receive: • The John Hammer Memorial Bursary valued at $2,000 • The William Robinson Memorial Bursary valued at $2,000 The balance of the bursaries (up to 8) are valued at $1 ,500 each. have attached a letter from the MEA outlining this year's bursary program which includes eligibility/ selection criteria requirements, an application form (note applications can also be made online) and a flyer (see last page of attachment) which you can use to notify your municipal staff about this year's program. The deadline for applications for this year's program is midnight May 13, 2022. We would respectively request you make the appropriate arrangements to please notify your municipal staff and elected councillors about our 2022 Bursary Program. If you have any questions, please let me know. D.M. (Dan) Cozzi P.Eng, Executive Director MUNICIPAL ENGINr=ERS ASSOCIATION Page 360 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... MUNICIPAL Office of the Executive Director ENGINEERS 1525 Cornwall Road ASSOCIATION Oakville ON L6J 0132 dan.cozzi(a-)municipalengineers.on,ca March 8, 2022 Attention: Municipal Clerk Subject: Municipal Engineers Association 2022 Bursary Awards Program The Municipal Engineers Association (MEA) is pleased to advise that it will be offering its 2022 Bursary Program to assist students enrolling in the first year of an engineering program at the University level for the upcoming 2022 academic year. This is the 151" consecutive year the MEA will be awarding bursaries to prospective engineering students. Up to ten (10) bursaries will be awarded to children/dependents of all municipal employees and elected councillors. The two (2) highest scoring applications will receive the John Hammer Memorial Bursary and the William Robinson Memorial Bursary valued at $2,000 each; the balance valued at $1,500 each. The MEA is a non-profit association representing the interests of over 1,000 municipal engineers across Ontario who are employed as professional engineers at Ontario municipalities and other provincial agencies serving in the engineering/public works field. The MEA values the contribution of all municipal employees, is committed to the technical excellence of our future municipal engineers, is sensitive to serving the community and the need for effective communication skills. Please find attached the following items: 1. Eligibility and Selection Criteria 2. 2022 MEA Bursary Application form (applications can be done online). 3. Bursary Notice Flyer (1 page) that can be used to assist you in publicizing this year's bursary at your municipality. The above items are also available for download at www.municipalengineers.on.ca/bursary. We respectfully request that the Clerk's office make reasonable efforts to notify their municipal employees about the availability of the MEA's 2022 Bursary Program including the selection criteria, application process and the deadline (midnight May 13, 2022). We appreciate the opportunity to work with the children/dependents of municipal employees to contribute to their academic studies to become engineers. If you require any additional information or have any questions, please feel free to contact the undersigned. Yours sincerely, ,�7c" D.M. (Dan) Cozzi, P. Eng. Executive Director Municipal Engineers Association Page 361 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... MUNICIPAL 1525 Cornwall Road, Unit 22 ENC31 uEER'S Oakville, ON L6J 0132 AE38CICIATION 07kN Tel: (289) 291-6472 info@m u n i ci pale n g i neers.on.ca 2022 MEA BURSARY APPLICATION FORM 1. Contact Information Student Name Home Address/Telephone/E-mail Parent/Guardian Name Parent/Guardian' Municipal Employer & Job Title Parent/Guardian's Municipal Business Address/Telephone/E- mail 2. Education Please provide us with a copy of secondary school transcript and volunteer hours form. Letters of reference are welcome. Post-Secondary Schools applied for Engineering Program applied for 3. Why have you selected an Engineering Program? Tell us about your interest in the selected education program and why you would like to be an engineer (300-words) 4. Special Interests Summarize any special interests you have acquired from employment, volunteer work, or through other activities, including hobbies or sports. 5. Why should you receive this Bursary? Summarize your interest in this bursary. Demonstrate financial need. Page 362 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... 6. Essay Submission Please indicate your essay topic and attach a copy of your essay to this Application (500- words). 7. Agreement and Signature By submitting this application, I affirm that the facts set forth in it are true and complete. I understand that if I am accepted for this bursary, any false statements, omissions, or other misrepresentations made by me on this application may result in withdrawal of the bursary. Student Name (printed) Applicant Signature / Date Parent/Guardian Signature / Date NOTE: If you have any questions, please contact: dan.cozzia-municipalengineers.on.ca Page 363 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... UMUIPALL 1525 Cornwall Road, Unit 22 ENGINEERS Oakville, ON L6J OB2 ASSOCIATION 07 Tel: (289) 291-6472 info@municipalengineers.on.ca 2022 MEA Bursary Awards Program A. Purpose B. Eligibility C. Application Requirements D. Selection Committee and Awards Criteria Page 364 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... A. Purpose The MEA Bursary Program provides financial assistance to encourage secondary school students to pursue a career in engineering. Up to ten (10) bursaries will be awarded to students enrolling into an Engineering Program at the University level. The two (s) highest scoring applications will receive the: • John Hammer Memorial Bursary valued at $2,000; and, • William Robinson Memorial Bursary valued at $2,000. The balance of the bursaries are valued at $1 ,500 each. B. Eligibility • The MEA Bursary Program is open to all children and/or dependents of current, full- time, municipal employees and elected municipal Councillors in Ontario. Full-time "part-time" employees who work at least 24 hours per week are also eligible if they qualify for OMERS pension and benefits. • Must be an Ontario resident and Canadian citizen. • Student must be in the process of completing a secondary school program in Ontario and be eligible for graduation in the year of application. • Student must have been accepted and commit to entering an undergraduate engineering program (1st year) at a Canadian University as a full-time student. • Interest in, and contribution to, their community through active participation in extracurricular activities at their school and/or in civic organizations. • The awards are non-renewable and non-transferable. C. Application Requirements • Each application (attached) will include the following: o Name and signature of applicant o name(s) and signature(s) of parent/guardian and the name of the municipality where employed; o Applicant's secondary school transcript; o Applicant's resume that includes details of extracurricular activities and contributions to their community; o Demonstration of financial need; 0 300-word explanation of why the applicant aspires to be an engineer; 0 500-word essay on a topic of the applicant's choice relating to municipal engineering or public works • Each application must include a copy of the University Admission Offer Letters and/or any other supporting documents confirming enrolment/acceptance at an Ontario University (or equivalent) and their response to enter into an undergraduate engineering program as a full-time student (if this is not available at the time of submission, the application can proceed, but it must be provided prior to actual award of the MEA bursary cheque). • Applicants are encouraged to submit their application online at www.municipalengineers.on.ca. Alternatively, applications may be submitted in PDF format and emailed to info(d�municipalengineers.on.ca. • Submission deadlines for all applications will be midnight on May 13, 2022. Page 365 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... D. Selection Committee and Awards Criteria • All bursary applications will be reviewed/judged by the Municipal Engineers Association through its Bursary Committee and will be assessed/scored/ranked as follows: o Complete Application: 15 Points o Demonstrated Financial Need: 10 Points o Extra-curricular activities (sports/volunteerism, helping others): 15 Points o Why They Aspire to be an Engineer: 25 Points o Essay Component (creativity, logical, grammar/spelling): 20 Points o Overall Quality of Application: 15 Points • As many as 10 applications will be awarded bursaries. • The 2 highest ranked applications will be awarded the John Hammer Memorial Bursary and William Robinson Memorial Bursary valued at $2,000 each; the balance will be for $1 ,500 each. • All decisions of the Bursary Committee are final - only those receiving a bursary award will be notified. • The monetary awards (cheques) will be forwarded to successful applicants upon the completion of the judging and only after the receipt of university confirmation of acceptance and evidence of student commitment to enter a university engineering program. Page 366 of 374 14.d) Correspondence dated March 8, 2022 from Dan Cozzi, Executive Direc... UMUIPALL 1525 Cornwall Road, Unit 22 ENGINEERS Oakville, ON L6J 0132 ASSOCIATION 07 Tel: (289) 291-6472 info@municipalengineers.on.ca 2022 MEA BURSARY AWARD PROGRAM The Municipal Engineers Association (MEA) is a non-profit association representing the interests of over 1,000 municipal engineers across Ontario who are employed as professional engineers at Ontario municipalities and other provincial agencies serving in the engineering/public works field. The MEA values the contribution of all municipal employees, is committed to the technical excellence of our future municipal engineers, the need for effective communication skills and is sensitive to serving communities. This is the 15t" consecutive year the MEA is offering bursaries to engineering students. Up to ten (10) bursaries will be awarded to children/dependents of municipal employees and elected councillors entering the 1st year of a university engineering program for the 2022/2023 academic year. The two (2) highest scoring application will receive the John Hammer Memorial Bursary and the William Robinson Memorial Bursary valued at $2,000 each; the balance of the bursaries are valued at $1,500 each. Candidates must complete an application to the MEA. Please visit www.municipalengineers.on.ca/bursary for further details. The application deadline is midnight, May 13, 2022. Eligibility • Candidates must be in their final year of a secondary school program. • Candidates must have been granted conditional acceptance at a Canadian University in an engineering program (1st year) and will be required to show proof of entering that program. • Interest in, and contribution to, their community through active participation in extra- curricular activities on campus and/or in civic organizations. • As part of the application, the Municipal Engineers Association requires the student to submit a 300-word explanation on why they wish to become and engineer and a 500-word essay on an engineering-related topic. • All applicants must be children and/or dependents of current, full-time municipal employees or elected municipal councillors in Ontario. Full time "part time" employees, who work at least 24 hours per week, are also eligible if they qualify for OMERS pension and benefits. For more information, contact the Municipal Engineers Association at info@municipalengineers.on.ca Page 367 of 374 14.e) Correspondence dated March 10, 2022 from Caroline Mulroney, Minist... Ministry of Ministere des Transportation Transports Office of the Minister Bureau de la ministre 777 Bay Street, 51" Floor 777, rue Bay, 5e etage Toronto ON M7A 1Z8 Toronto ON M7A 1Z8 416 327-9200 416 327-9200 www.ontario.ca/transportation www.ontario.ca/transports March 10, 2022 107-2022-457 His Worship Harry Hughes Mayor Township of Oro-Medonte harry.hughes@oro-medonte.ca Dear Mayor Hughes: I am pleased to announce that the province has released its plan to build a better transportation system in the Greater Golden Horseshoe to meet forecasted population growth and future needs of the region. Connecting the GGH: A Transportation Plan for the Greater Golden Horseshoe is a 30-year plan that will support population and employment growth, reduce gridlock, connect communities and improve people's access to jobs, housing, health care and education. The Greater Golden Horseshoe is a dynamic, integrated economic region with diverse communities requiring different transportation needs. Ontario's plan considers many new challenges to prepare for the future including impacts of climate change, new technologies such as automated and connected vehicles, and shifting demographics that will change the way people travel. The 2051 vision includes proposed infrastructure improvements, service improvements and policies organized under four inter-related themes: • Fighting gridlock and improving road performance; • Getting people moving on a connected transit system; • Supporting a more sustainable and resilient region; • Efficiently moving goods. Progress is already being made towards this vision, with many actions underway. The plan also sets out more than 100 immediate and near-term actions that the province and its partners are taking, and will take, to make substantial progress towards our 2051 vision for mobility. /2 Page 368 of 374 14.e) Correspondence dated March 10, 2022 from Caroline Mulroney, Minist... -2- Municipalities have been important partners at every stage of the planning process, and will be essential to support implementation of our plan. We are committed to working closely with municipalities, the public, transportation agencies, Indigenous communities and organizations, industry, and businesses as we consider implementation of the individual elements of the vision. If you have any questions or comments, or require additional information, please do not hesitate to email GGHTransportationPlanCa)ontario.ca. Sincerely, Cam. L-"' %Aj� Caroline Mulroney Minister of Transportation Page 369 of 374 1 Correspo eq�j4f0d March 8, 2022 from The Township of Woolwich r... ray. .. WOOLWICH W00LWICH BOX 1 24 CHURCH ST ELMIRA,A,ONTARIO N3B 2Z6 TEL.519-669-1647/1-877-969-0094 COUNCIL/CAO/CLERKS FAX 519-669-1820 TOWNSHIP PLANNING/ENGINEERING/BUILDING FAX 519-669-4669 FINANCE/RECREATION/FACILITIES FAX 519-669-9348 March 8, 2022 Prime Minister of Canada Hon. Justin Trudeau Office of the Prime Minister 80 Wellington Street Ottawa, ON K1 A OA2 Premier of Ontario Hon. Doug Ford Legislative Building Queen's Park Toronto, ON M7A 1A1 Honorable Prime Minister Trudeau and Premier Ford: RE: Resolution Passed by Woolwich Township Council — Mental Health Supports This letter is to inform you that the Council of the Township of Woolwich endorsed the following resolution at their meeting held on March 7, 2022: WHEREAS the Council of the Township of Woolwich (the "Township") has been an annual funding partner of Woolwich Counselling Centre to support local mental health counselling; and WHEREAS Woolwich Counselling Centre is part of the broader Counselling Collaborative of Waterloo Region, a community-based partnership between six community counselling service providers within Waterloo Region; and WHEREAS the COVID-19 pandemic has had a significant impact on individuals and families, both globally and locally, including immediate and ongoing mental health concerns; and WHEREAS the Township is aware that there has been an average 39% increase in total client referrals, which includes a 71% increase in child and youth referrals, for government funded programs in 2021 across member organizations of the Counselling Collaborative of Waterloo Region, which has led to difficulty for the member organizations to keep up with the demand in terms of bringing on new qualified staff to support the substantial increase in local client needs; and Page 370 of 374 14.f) Correspondence dated March 8, 2022 from The Township of Woolwich r... 2 WHEREAS the Township believes local needs for mental health supports and difficulties in responding to this increased need is indicative of a broader issue across Ontario and is expected to continue in the future; and WHEREAS the current provincial funding model for mental health support is fragmented across several ministries and programs; NOW THEREFORE BE IT RESOLVED THAT the Council of the Township of Woolwich requests that the Government of Canada ensure appropriate and sustained funding is transferred to provinces for mental health purposes in their 2022 budget; and THAT the Council of the Township of Woolwich requests the Government of Ontario to provide stable, reliable and predictable funding for mental health organizations in their 2022 budget; and THAT this resolution be forwarded to the Prime Minister, the Federal Minister of Finance, the local Member of Parliament, the Federation of Canadian Municipalities (FCM), the Premier of Ontario, the Ontario Minister of Finance, the local Member of Provincial Parliament, the Association of Municipalities of Ontario (AMO) and other municipalities in Ontario. Should you have any questions, please contact Alex Smyth, by email at asmyth@woolwich.ca or by phone at 519-669-6004. Yours truly, Jeff Smith Municipal Clerk Corporate Services Township of Woolwich cc. Chrystia Freeland, Deputy Prime Minister and Minister of Finance Tim Louis, MP Kitchener-Conestogo Federation of Canadian Municipalities Peter Bethlenfalvy, Ontario Minister of Finance Mike Harris, MPP Kitchener-Conestogo Association of Municipalities in Ontario (AMO) Municipalities in Ontario "Proudly remembering our past, Confidently embracing our future." Page 371 of 374 17.a) 2022-033, A By-law to Amend By-law 2017-165 being to a By-law to G... The Corporation of the Township of Oro-Medonte By-Law No. 2022-033 A By-law to Amend By-law 2017-165 being to a By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte (Procedural By-law) Whereas Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings. And Whereas Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by-law shall provide for public notice of meetings. And Whereas the Township of Oro-Medonte By-law No. 2017-165, being a by-law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2). And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it expedient to amend By-law No. 2017-165, as amended, so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees/ Technical Support Groups of Council. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Schedule "A"to By-law 2017-165 be amended as follows: (i) Section 1.0 Definitions That Section 1.0 be amended to add as follows and renumbered accordingly: g) "Communications" means written submissions addressed to Mayor and Members of Council, that meet procedural requirements and timelines, and require staff input or report back direction from Council. q) "Public Record" means a record required by law to be made and kept, a) record made by a public officer or a government agency in the course of the performance of a duty, b) a record filed in a public office. (ii) Section 13.1 Council Agenda That Section 13.1 Council Agenda be amended as follows: g) Written comments received from the public, addressed to Mayor and Members of Council, received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting, pertaining to an item on the current upcoming Council agenda shall be forwarded directly to Council, in its original form, for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. (iii) Section 13.2 Committee Agenda That Section 13.2 Committee Agenda be amended as follows: f) Written comments related to an Agenda item when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting will be forwarded, in its initial form, to Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including Page 372 of 374 17.a) 2022-033, A By-law to Amend By-law 2017-165 being to a By-law to G... contact information, will become part of the public record. (iv) Section 14.7 Public Meetings and Public Information Sessions That Section 14.7 be amended to add as follows: e) Written comments related to a Public Meeting or Public Hearing, held in accordance with the Planning Act, when the comments are received by the Township will be forwarded, in its initial form, to the Development Services Committee/Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including contact information, will become part of the public record. (v) Section 14.9 Identification from the Public of an Agenda Item of Interest That Item 14.9 be reinstated into the Procedural By-law. (vi) 14.13 Consent Agenda That Section 14.13 be amended as follows Consent Agenda includes "Announcements of Interest to the Public", received from Federal, Provincial and Regional levels of Government and agencies, resolutions from other municipalities, associations, municipal partners/stakeholders, businesses, etc., that appear as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. (vii) 14.14 Communications/Petitions That Section 14.14 be amended as follows: c) Communications, as described in 1.0 g) Definitions above, addressed to Mayor and Members of Council that require staff input or require report back direction from Council, may be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Head of Council and Chief Administrative Officer/Deputy Chief Administrative Officer. d) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 10 calendar days prior to the meeting. If, in the Clerk's opinion, the petition is of a time sensitive nature, the Clerk may bring forward such petition for Council/Committee consideration, after the aforementioned deadline. 2. This By-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 23rd day of March, 2022. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 373 of 374 19.a) 2022-034, Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2022-034 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, March 23, 2022 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, March 23, 2022, 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. ldmEp--qqqooL_ _ ' By-Law Read a First, Second and Third time, and Passed this 23rd day of March, 2022. 1% '%Ik The Corporation of the Township of Oro-Medonte IW Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 374 of 374