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01 26 2022 Council Agends The Township of Oro-Medonte Council Meeting Agenda Electronic Meeting 4 Township ofWednesday, January 26, 2022 9:00 a.m. - Closed Session Proud Heritage,Exciting Future Open Session - Immediately following Closed Session Effective Tuesday, January 4, 2022, all Township of Oro-Medonte facilities are closed to the public until further notice. Taking into consideration the positive COVID-19 cases in Simcoe Muskoka and beyond, and the contagious transmission of the COVID-19 Omicron variant, residents and business owners are requested to utilize online and telephone services for Township related business. Staff are available to provide assistance by phone or email. 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. 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 1. Call to Order - Moment of Reflection: Page 1 of 203 Council Meeting Agenda - January 26, 2022 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) Andria Leigh, Deputy CAO/Director, Development Services re: Solicitor- Client Privilege (Short Term Rentals (STR), Ontario Land Tribunal (OLT)). 5. Minutes of Council and Committees: 6 - 23 a) Minutes of Council meeting held on Wednesday, January 12, 2022. 24 - 27 b) Minutes of Special Council meeting on Friday, January 14, 2022. 6. Recognition of Achievements: None. 7. Public Meetings: None. Page 2 of 203 Council Meeting Agenda - January 26, 2022 8. Deputations/Presentations: 28 - 62 a) 11.00 a.m. Andria Leigh, Deputy CAO/Director, Development Services; and Tamara Obee, Director, Human Resources, PFASAr+A+;GR by 6F;aR I',. Brian Krecklo & Associates Inc. re. Township of Oro-Medonte, K&A Survey of 2021 Council Compensation, Selected Ontario Municipalities - Moved to Item 10c), Reports of Municipal Officers for Action. 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: 63 - 129 a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Communications re: Tourism Destination Action Plan - RFP #CS2021-04. 130 - 136 b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Services re: Proposed Street Naming, Draft Plan of Subdivision Application 2013-SUB-01 (Eagles Rest), Part of the East and West Halves of Lot 5, Concession 3 and Part of Lot 5, Concession 4 and Pt of Road Allowance between Concessions 3 and 4 (Oro) Township of Oro-Medonte [Refer to Item 17b)]. 11. Reports of Municipal Officers for Information Only: 137 - 144 a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions. 145 - 152 b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Craig, Deputy Chief Building Official re: Building Division Activity Stats Update 2021 (January-December). 153 - 158 c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Report. 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. 13. Announcements: Page 3 of 203 Council Meeting Agenda - January 26, 2022 14. Consent Agenda: 159 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. 160 - 165 b) Correspondence dated January 17, 2022 from County of Simcoe, Solid Waste Management (SWM) re: Cart Exchange Program Update. Staff Recommendation: Receive for Information Only. 166 - 176 c) Correspondence dated from Lake Simcoe Region Conservation Authority re: Transformation 2022-2024: Lake Simcoe Region Conservation Authority's Strategic Plan. Staff Recommendation: Receive for Information Only. 177 - 179 d) Correspondence dated January 21, 2022 from Tom Mrakas, Mayor, Town of Aurora re: Dissolve the Ontario Land Tribunal (OLT). Staff Recommendation: Receive, Support, Advise under Mayor's Signature. 180 - 183 e) Correspondence dated January 14, 2022 from the Association of Municipalities of Ontario (AMO) re: Joint and Several Liability Resolution. Staff Recommendation: Receive, Support, Advise under Mayor's Signature. 15. Communications/Petitions: 184 - 195 a) 10:00 a.m. Ewart O'Dwyer Report. 16. Notice of Motions: None. 17. By-Laws: 196 - 200 a) 2022-008: A By-Law to Permanently Stop up, close and sell part or the Original Road Allowance, identified as Parts, 1, 2 and 3, Plan 51 R-43274 between Lots 25 & 26, Concession 8, (PIN 58559-0077 (LT)). 201 - 202 b) 2022-009: A By-law to Provide for the Proposed Street Naming, Draft Plan of Subdivision Application 2013-SUB-01 (Eagles Rest), Part of Lot 16, Con. 11 (Oro) Township of Oro-Medonte. 18. Closed Session Items (Unfinished Items): None. 19. Confirmation By-Law: 203 a) 2022-011: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 26, 2022. 20. Adjournment: Page 4 of 203 Council Meeting Agenda - January 26, 2022 a) Motion to Adjourn. Page 5 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. The Township of Oro-Medonte T Council Meeting Minutes Township of to Electronic Meeting Proud Heritage,Exciting Future Wednesday, January 12, 2022 9:02 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; Shannon Johnson, Chief Financial Officer/Treasurer; Michelle Jakobi, Director, Environmental Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Tamara Obee, Director, Human Resources; Derek Witlib, Manager, Planning Services; Justin Metras, Manager, Infrastructure and Capital Projects; David Saunders, Manager, Development Engineering; Jenny Legget, Communications and Public Relations Officer; Jennifer Whitley, Coordinator, Economic Development/Communications; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Patrick Howse; Jason Scharapenko, Information Technology Technician (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Moment of Reflection: Iquor 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. Page 1 of 18 Page 6 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 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. Motion No. C220112-1 Moved by Hough, Seconded by Keane Be it resolved that the agenda for the Council meeting of Wednesday, January 12, 2022 be received and adopted, as amended, to add as Item 4d) Derek Witlib, Manager, Planning Services re: Solicitor-Client privilege, Litigation affecting the municipality (837 Line 7 South — Cannabis); 14f) Additional correspondence dated December 27, 2021 from Mayor H.S. Hughes re: Tourism Product Gap Analysis and Policy Recommendations Report by CBRE Tourism & Leisure; ANNEW That the comments received re: Item 8a), as outlined on the agenda, be received. Carried. Motion No. C220112-2 4L, Moved by Greenlaw, Seconded by DeSousa Be it resolved that Rule 14.19a), as per the consolidated Procedural By-law No. 2017-165, be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement if necessary. Carried. 3. Disclosure of Pecuniary Interest: Councillor Veitch declared a conflict of interest of Item 15b) Correspondence dated January 7, 2022 from Eric Harkonen, Founder/President, Vetta Spa Inc. re: Vetta Nordic Spa (Vetta), Resolution to the Final Site Plan Securities as his spouse, Lisa, is an employee of Vetta Spa Inc. and the Vetta Spa President is requesting from Council Township resolution of final site plan securities. Councillor Veitch turned off his video and did not participate in the discussion or vote on this item. Page 2 of 18 Page 7 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C220112-3 Moved by Veitch, Seconded by Hough Be it resolved that we do now go in Closed Session at 9.05 a.m. to discuss • Solicitor-client privilege; Litigation or Potential Litigation affecting the municipality (Policy Review); • Solicitor-client privilege; Litigation affecting the municipality (837 Line 7 South — Cannabis). Carried. b) Motion to Rise and Report. Motion No. C220112-4 Moved by Scott, Seconded by Veitch Be it resolved that we do now Rise at 10.23 a.m. and recess until 10.30 a.m. and Report on the Closed Session Items 4 ,& c) Andria Leigh, Deputy CAO/Director, Development Services; and Tamara Obee, Director, Human Resources re: Solicitor-client Privilege; Litigation or Potential Litigation affecting the municipality (Policy Review); d) Derek Witlib, Manager, Planning Services re: Solicitor-Client privilege; Litigation affecting the municipality (837 Line 7 South — Cannabis). Carried. Page 3 of 18 Page 8 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. c) Andria Leigh, Deputy CAO/Director, Development Services; and Tamara Obee, Director, Human Resources re: Solicitor-client Privilege; Litigation or Potential Litigation affecting the municipality (Policy Review). The following staff were present: Andria Leigh, Deputy CAO/Director, Development Services; Yvonne Aubichon, Clerk; Tamara Obee, Director, Human Resources. Motion No. C220112-5 Moved by DeSousa, Seconded by Greenlaw Be it resolved A#6' 1. That the confidential correspondence dated November 22, 2021 from Hicks Morley and confidential verbal information presented by Andria Leigh, Deputy CAO/Director, Development Services; and Tamara Obee, Director, Human Resources re: Solicitor-client Privilege; Litigation or Potential Litigation affecting the municipality (Policy Review) be received. 2. That staff proceed as outlined by the Deputy CA0/Director, Development Services. Carried. d) Derek Witlib, Manager, Planning Services re: Solicitor-Client privilege, Litigation affecting the municipality (837 Line 7 South — Cannabis). The following staff were present: Andria Leigh, Deputy CAO/Director, Development Services; Yvonne Aubichon, Clerk; Derek Witlib, Manager, Planning Services; Chris Williams, Andrea Skinner and Laura Dean, Aird & Berlis LLP. Motion No. C220112-6 IV _'q� 4,6 Moved by Scott, Seconded by Hough Be it resolved 1% '% 1. That the confidential correspondence from Aird Berlis LLP and confidential verbal information presented by Derek Witlib, Manager, Planning Services; and Chris Williams, Aird Berlis LLP re: Solicitor-Client Privilege; Litigation affecting the municipality (837 Line 7 South — Cannabis) be received. 2. That legal counsel proceed as outlined by Council. Carried. Page 4 of 18 Page 9 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 5. Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, December 8, 2021 . Motion No. C220112-7 Moved by Keane, Seconded by Scott Be it resolved that the draft minutes of the Council meeting held on Wednesday, December 8, 2021 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements: a) Sheila Spring, Records Management Clerk re: Receipt of Diploma from Records Management University, Fall 2021 Semester. Motion No. C220112-8 Moved by Greenlaw, Seconded7byKeaZne) Be it resolved AJ%iL X 1 . That the correspondence received from the Records Management University, re: Sheila Spring, Records Management Clerk re: Receipt of Diploma from Records Management University, Fall 2021 Semester be received. 2. That Sheila Spring, Records Management Clerk be recognized under the Mayor's signature. Carried. 7. Public Meetings: None. Page 5 of 18 Page 10 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 8. Deputations/Presentations: a) Deputation by David Kennedy, President, Copeland Forest Friends Association re: 3680 Line 5 North Parking, Access Point to the Copeland Forest. Motion No. C220112-9 Moved by Hough, Seconded by DeSousa Be it resolved 1. That the deputation correspondence presented by David Kennedy, President, Copeland Forest Friends Association re: 3680 Line 5 North Parking, Access Point to the Copeland Forest be received. 2. That consolidated Procedural By-law No. 2017-165, Section 14.8, Item o) be waived. 3. That the Township supports the Copeland Forest Friends Association request to the Ministry of Northern Development Mines Natural Resources and Forestry for the creation of an expanded parking lot/access. 4. That staff continue to work with the Copeland Forest Friends Association to further advance the project by providing technical guidance, demonstrating support of the project for required approvals and potential sources of external funding. Carried. 9. Open Forum: 'AW41kh \ One (1) individual provided comments with respect to Item 14f). One (1) individual provided comments with respect to Item 8a). 14.Consent Agend' a) Announcements of Interest to the Public: 1. Severn Sound Environmental Association (SSEA), 2022 Tree Seedling Distribution Program, Tree Order Deadline: Friday, January 14, 2022. b) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, November 26, 2021. Staff Recommendation: Receive for Information Only. c) Nottawasaga Valley Conservation Authority, minutes of Friday, November 26, 2021 and highlights of Friday, December 10, 2021 meetings. Staff Recommendation: Receive for Information Only. Page 6 of 18 Page 11 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. d) Correspondence received re: Updates on Bradford Bypass. 1 . Town of Scugog dated December 2, 2021; 2. Rescue Lake Simcoe Coalition; and Simcoe County Greenbelt Coalition dated November 16, 2021; Staff Recommendation: Receive for Information Only. e) Correspondence dated December 10, 2021 from AgriSuite Team, Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) re: Updated AgriSuite's Minimum Distance Separation (MDS) I & II Now Available. Staff Recommendation: Receive for Information Only. f) Correspondence dated December 17, 2021 from Peter Lavoie on behalf of The Good Neighbours Alliance and correspondence dated January 6, 2022 from Oro-Medonte Good Neighbours Alliance, Board of Directors re: Tourism Product Gap Analysis and Policy Recommendations Report by CBRE Tourism & Leisure [from December 8, 2021 Council meeting]. Staff Recommendation: Receive for Information Only. g) Correspondence dated December 16, 2021 from Ontario Land Tribunal (OLT) re: Case No. PL200165, John Greenwood and Ashley Gardiner, 2019-OPA-01 , 3750 Line 10 North. Staff Recommendation: Receive for Information Only. h) Correspondence dated December 24, 2021 from Ontario Land Tribunal (OLT) re: Case No. OLT-21-001023, Kerissa Govender, 2021-A-22, 35 Landscape Drive. Staff Recommendation: Receive for Information Only. i) Correspondence dated January 5, 2022 from Whitney Walsh, Vice President, Crime Stoppers of Simcoe Dufferin Muskoka re: Request for a Flag Raising and to Proclaim January, 2022 "Crime Stoppers Month". Staff Recommendation: Receive, Proclaim, Post on Township's Website, Advise under Mayor's Signature. Motion No. C220112-10 vook 'I 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 and that Item 14f) be pulled and voted on separately: a) Announcements of Interest to the Public: 1. Severn Sound Environmental Association (SSEA), 2022 Tree Seedling Distribution Program, Tree Order Deadline: Friday, January 14, 2022. Page 7 of 18 Page 12 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. b) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, November 26, 2021. Received for Information Only. c) Nottawasaga Valley Conservation Authority, minutes of Friday, November 26, 2021 and highlights of Friday, December 10, 2021 meetings. Received for Information Only. d) Correspondence received re: Updates on Bradford Bypass. 1. Town of Scugog dated December 2, 2021; 2. Rescue Lake Simcoe Coalition; and Simcoe County Greenbelt Coalition dated November 16, 2021 ; Received for Information Only. e) Correspondence dated December 10, 2021 from AgriSuite Team, Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) re: Updated AgriSuite's Minimum Distance Separation (MDS) I & II Now Available. Received for Information Only. Iwo, A& Nlh, f) Correspondence dated December 17, 2021 from Peter Lavoie on behalf of The Good Neighbours Alliance; correspondence dated January 6, 2022 from Oro-Medonte Good Neighbours Alliance, Board of Directors; and Additional correspondence dated December 27, 2021 from Mayor H.S. Hughes re: Tourism Product Gap Analysis and Policy Recommendations Report by CBRE Tourism & Leisure [from December 8, 2021 Council meeting]. Received for Information Only. g) Correspondence dated December 16, 2021 from Ontario Land Tribunal (OLT) re: Case No. PL200165, John Greenwood and Ashley Gardiner, 2019-OPA-01, 3750 Line 10 North. Received for Information Only. h) Correspondence dated December 24, 2021 from Ontario Land Tribunal (OLT) re: Case No. OLT-21-001023, Kerissa Govender, 2021-A-22, 35 Landscape Drive. Received for Information Only. i) Correspondence dated January 5, 2022 from Whitney Walsh, Vice President, Crime Stoppers of Simcoe Dufferin Muskoka re: Request for a Flag Raising and to Proclaim January, 2022 "Crime Stoppers Month". Received, Proclaimed, Posted on Township's Website, Advised under Mayor's Signature. Carried. Page 8 of 18 Page 13 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. Motion No. C220112-11 Moved by Keane, Seconded by Scott Be it resolved 1. That Item 14f) Correspondence dated December 17, 2021 from Peter Lavoie, on behalf of The Good Neighbours Alliance; and correspondence dated January 6, 2022 from Oro-Medonte Good Neighbours Alliance, Board of Directors re: Tourism Product Gap Analysis and Policy Recommendations Report by CBRE Tourism & Leisure [from December 8, 2021 Council meeting] be received. 2. And, given the upcoming OLT hearing, that legal counsels for the Township of Oro- Medonte and the Good Neighbours Alliance discuss this matter further and report back to Council as required. 3. That should the response from legal counsel necessitate the need for reconsideration that Council will consent to waive the procedural by-law accordingly. Carried. 10.Reports of Municipal Officers for Action. a) Shannon Johnson, Chief Financial Officer/Treasurer re: Draft Policy POL-FIN-11, Financial Controls, Multiple Year Budget and Reporting Presentation. Motion No. C2201 1 Moved by Veitch, Seconded by Hough Be it resolved 1. That the draft Policy POL-FIN-11, Financial Controls, Multiple Year Budget and Reporting and PowerPoint Presentation provided by Shannon Johnson, Chief Financial Officer/Treasurer be received. 2. That POL-FIN-11 , Financial Controls, Multiple Year Budget and Reporting Policy be adopted effective immediately. Carried. Page 9 of 18 Page 14 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. b) OCS2022-01, Shawn Binns, Director, Operations and Community Services; Justin Metras, Manager, Infrastructure and Capital Projects re: Proposed Revisions to the 2022 Capital Budget - Roads Capital Program. Motion No. C220112-13 Moved by Scott, Seconded by Veitch Be it resolved 1. That OCS2022-01, Shawn Binns, Director, Operations and Community Services; and Justin Metras, Manager, Infrastructure and Capital Projects re: Proposed Revisions to the 2022 Capital Budget - Roads Capital Program be received and adopted. 2. That Council approve a carry forward of $200,000 from the 2021 Roads Capital Program positive budget variance to be allocated towards the 2022 Roads Capital Projects as outlined in OCS2022-01 . 3. That the balance of the 2021 Roads Capital Program positive budget variance be reviewed and considered through the Corporate Budget re-calibration process to either reduce the debenture requirements for the Bridge 4 replacement or alternatively to proceed with the additional roads projects as outlined by staff. 4. That Council approve the proposed revisions to the 2022 Roads Capital Projects as outlined in Tables 1-4. b., 5. That communications be prepared to advise the community of the revised 2022 Roads Capital Program. 6. That staff report back to Council following the results of the tendering process. 7. That the specific project funding sources be updated to reflect changes and brought back to Council as part of the Corporate 2022 budget re-calibration process. Carried. c) DS2022-001, David Saunders, Manager, Development Engineering re: Pre-Servicing Agreement with Oro Medonte Estates Inc. for Draft Plan of Subdivision (Forest Heights - Phase 2) Application #43T-93022 [Refer to Item 17b)]. Motion No. C220112-14 Moved by Keane, Seconded by Scott Be it resolved 1. That DS2022-001, David Saunders, Manager, Development Engineering re: Pre- Servicing Agreement with Oro Medonte Estates Inc. for Draft Plan of Subdivision (Forest Heights - Phase 2) Application #43T-93022 be received and adopted. 2. That the Township of Oro-Medonte enters into a Pre-Servicing Agreement with Oro Medonte Estates Inc. 3. That the appropriate By-law be brought forward for Council's consideration. 4. That the owner be notified of Council's decision under the Deputy CAO/Director, Development Services' signature. Carried. Page 10 of 18 Page 15 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 15. Communications/Petitions: b) Correspondence dated January 7, 2022 from Eric Harkonen, Founder/President, Vetta Spa Inc. re: Vetta Nordic Spa (Vetta), Resolution to the Final Site Plan Securities. Councillor Veitch declared a conflict of interest of Item 15b) Correspondence dated January 7, 2022 from Eric Harkonen, Founder/President, Vetta Spa Inc. re: Vetta Nordic Spa (Vetta), Resolution to the Final Site Plan Securities as his spouse, Lisa, is an employee of Vetta Spa Inc. and the Vetta Spa President is requesting from Council Township resolution of final site plan securities. Councillor Veitch turned off his video and did not participate in the discussion or vote on this item. Motion No. C220112-15 Moved by Greenlaw, Seconded by Hough Be it resolved 1. That the correspondence dated January 7, 2022 from Eric Harkonen, Founder/President, Vetta Spa Inc. re: Vetta Nordic Spa (Vetta), Resolution to the Final Site Plan Securities be received. h" 2. That staff proceed with the Site Plan security reduction from $98,467.29 to $29,644.40 being the required 10% of all completed works; and 3. That upon completion of the remaining incomplete or deficient works, and inspection and acceptance by the Township the remaining 10% of the securities be returned. NL Ak Carried. 10. Reports of Municipal Officers for Action: (continued) d) Tamara Obee, Director, Human Resources re: Draft Policy and Program POL-HS- 2-01-02, Respect in the Workplace (Harassment and Violence). Motion No. C220112-16 11 Moved by DeSousa, Seconded by Greenlaw Be it resolved 1. That the Draft Policy and Program POL-HS-2-01-02, Respect in the Workplace (Harassment and Violence) and presented by Tamara Obee, Director, Human Resources be received. 2. That Policy and Program POL-HS-2-01-02, Respect in the Workplace (Harassment and Violence) be adopted effective immediately. Carried. Page 11 of 18 Page 16 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 11.Reports of Municipal Officers for Information Only: a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions and Draft Policy POL-HR-2.12, COVID-19 Vaccination Policy. b) Andria Leigh, Deputy CAO/Director, Development Services re: Correspondence Practice. Motion No. C220112-17 Moved by Hough, Seconded by Scott Be it resolved that the reports, as listed under Item#11, Reports of Municipal Officers for Information Only, be received: a) Andria Leigh, Deputy CAO/Director, Development Services re: Update on COVID-19 Actions and Draft Policy POL-HR-2.12, COVID-19 Vaccination Policy. b) Andria Leigh, Deputy CAO/Director, Development Services re: Correspondence Practice. Carried. Motion No. C220112-1 %6' Moved by Veitch, Seconded by7Kean 6Z Be it resolved that COVID-19 Vaccination Policy POL-HR-2-12 be adopted effective immediately. 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; Deputy Mayor Hough, Councillors Scott and Veitch. Page 12 of 18 Page 17 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. b) Councillor Scott re: Request for Reconsideration of Item 14i) of December 8, 2021 Council Meeting, Correspondence dated November 30, 2021 from Town of East Gwillimbury, Holland Marsh Polder Phosphorus Recycling Facility. Motion No. C220112-19 Moved by Scott, Seconded by Greenlaw Whereas the correspondence dated November 30, 2021 from Town of East Gwillimbury, re: Holland Marsh Polder Phosphorus Recycling Facility was received for information only, per Motion No. C211208-14, at the December 8, 2021 Council meeting. And whereas, Councillor Scott has provided a Request for Reconsideration of the said item. Now therefore be it resolved 1. That, further to Motion No. C211208-14, the correspondence dated November 30, 2021 from Town of East Gwillimbury, re: Holland Marsh Polder Phosphorus Recycling Facility be officially supported by Council of the Township of Oro-Medonte. 2. That the Town of East Gwillimbury and all individuals/entities be advised of Council's decision under the Mayor's signature. Unanimously Carried. l % 13.Announcements-P The following member of Council provided Announcements: Mayor H.S. Hughes; Councillor Keane. Page 13 of 18 Page 18 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 15.Communications/Petitions: a) Correspondence dated December 16, 2021 from Severn Sound Environmental Association (SSEA); and Lake Simcoe Region Conservation Authority (LSRCA) re: Amendments to South Georgian Bay Lake Simcoe Source Protection Plan, Notification of Consultation Pursuant to Section 34(3)(c) of the Clean Water Act 2006 and Ontario Regulation 287/07, Written Comments due by Friday, January 28, 2022. Motion No. C220112-20 Moved by Greenlaw, Seconded by Veitch Be it resolved 1. That the correspondence dated December 16, 2021 from Severn Sound Environmental Association (SSEA); and Lake Simcoe Region Conservation Authority (LSRCA) re: Amendments to South Georgian Bay Lake Simcoe Source Protection Plan, Notification of Consultation Pursuant to Section 34(3)(c) of the Clean Water Act 2006 and Ontario Regulation 287/07 be received. 2. That the proposed amendments to the South Georgian Bay Lake Simcoe Source Protection Plan outlined in the "Amendments to South Georgian Bay Lake Simcoe Source Protection Plan, Notification of Consultation Pursuant to Section 34(3)(c) of the Clean Water Act 2006 and Ontario Regulation 287/07" be endorsed. 3. That the SSEA and LSRCA be advised of Council's decision under the Director, Environmental Services' signature. Carried. Page 14 of 18 Page 19 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 16.Notice of Motions: a) Brought by Councillor Greenlaw, November 24, 2021 Notice of Motion for December 8, 2021 Council meeting To be dealt with at the January 12, 2022 Council meeting Item 1 of Motion No. C200212-13 reads as follows: "Be it resolved 1. That the storage of video recorded meetings on YouTube be retained for a two week period only, after which they may be obtained in-person at the Township Administration Centre." I would respectfully request Council's consideration of the following amendment to Motion No. C200212-13: Item 1 of Motion No. C200212-13 be amended to read: "Be it resolved 1. That the storage of video recorded meetings on YouTube be retained for a one month period only, after which they may be obtained in-person at the Township Administration Centre". Motion No. C220112-21 (Amendment) Moved by Scott, Seconded by DeSousa Be it resolved - That the storage of video recorded Council and Special Council meetings on YouTube be retained for 30 days, after which they may be obtained from the Township Administration Centre. 1% x And further that Development Services Committee meetings be live streamed and not placed on YouTube. Copies of Development Services Committee meetings may be obtained at the Township Administration Centre. Carried. Page 15 of 18 Page 20 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. Motion No. C220112-22 Moved by Greenlaw, Seconded by Scott Be it resolved 1. That the verbal information for the Notice of Motion, re: Live Streaming and Video Recordings of Council Meetings and presented by Councillor Greenlaw be received. 2. That Item 1 of Motion No. C200212-13 be amended to read: That the storage of video recorded Council and Special Council meetings on YouTube be retained for 30 days, after which they may be obtained at the Township Administration Centre. And further that Development Services Committee meetings be live streamed and not placed on YouTube. Copies of Development Services Committee meetings may be obtained at the Township Administration Centre. Carried As Amended. 17.By-Laws: a) 2022-003: Being a By-Law to Amend By-Law No. 2020-108 "A By-Law to Delegate Authority to the Chief Administrative Officer in Continued Response to the COVID-19 Pandemic". . wL A1M1FF"'w111&6_ b) 2022-004: A By-law to Authorize the Execution of a Pre-Servicing Agreement with Oro Medonte Estates Inc. for: Part of Lot 1 , Concession 7 and part of the East Half of the West Half of Lot 2, Concession 7 (Oro) and designated as Part 1, Plan 51 R-31425; Township of Oro-Medonte; PIN 58533-0019(LT). c) 2022-005: A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest. Page 16 of 18 Page 21 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. Motion No. C220112-23 Moved by Keane, Seconded by Scott Be it resolved that By-Law Nos. 2022-003, 2022-004, 2022-005 a) 2022-003: Being a By-Law to Amend By-Law No. 2020-108 "A By-Law to Delegate Authority to the Chief Administrative Officer in Continued Response to the COVID-19 Pandemic"; b) 2022-004: A By-law to Authorize the Execution of a Pre-Servicing Agreement with Oro Medonte Estates Inc. for: Part of Lot 1, Concession 7 and part of the East Half of the West Half of Lot 2, Concession 7 (Oro) and designated as Part 1 , Plan 51 R-31425; Township of Oro-Medonte; PIN 58533-0019(LT); c) 2022-005: A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest; be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 18.Closed Session Items (Unfinished None. 19.Confirmation By-Law. \ floor "VEL a) 2022-006: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 12, 2022 Motion No. C220112-24 is Moved by Veitch, Seconded by DeSousa Be it resolved that By-Law No. 2022-006: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 12, 2022 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 17 of 18 Page 22 of 203 5.a) Minutes of Council meeting held on Wednesday, January 12, 2022. Council Meeting Minutes — Wednesday, January 12, 2022. 20.Adjournment: a) Motion to Adjourn. Motion No. C220112-25 Moved by Hough, Seconded by Keane Be it resolved that we do now adjourn at 3.37 p.m. Carried. Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 18 of 18 Page 23 of 203 5.b) Minutes of Special Council meeting on Friday, January 14, 2022. The Township of Oro-Medonte ,/�}TownShipof Special Council Meeting Minutes (w4a_ 'ItPi Electronic Meeting Proud Heritage,Exciting Future Friday, January 14, 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; Derek Witlib, Manager, Planning Services; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Patrick Howse, Information Technology Technician (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair at the above noted time and called the meeting to order. 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 24 of 203 5.b) Minutes of Special Council meeting on Friday, January 14, 2022. Special Council Meeting Minutes — Friday, January 14, 2022. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. SC220114-1 Moved by Keane, Seconded by Veitch Be it resolved that the agenda for the Special Council meeting of Friday, January 14, 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. SC220114-2 Moved by Scott, Seconded by Keane so Be it resolved that we do now go in Closed Session at 9.01 a.m. to discuss • solicitor-client privilege; litigation affecting the municipality (837 Line 7 South — Cannabis). %k 'q'Wk Carried. b) Motion to Rise and Repo . Motion No. SC220114-3 Vok Moved by Keane, Seconded by DeSousa Be it resolved that we do now Rise at 9.48 a.m. and Report on the Closed Session Item 4c) Derek Witlib, Manager, Planning Services re: Solicitor-Client privilege, Litigation affecting the municipality (837 Line 7 South — Cannabis). Carried. Page 2 of 4 Page 25 of 203 5.b) Minutes of Special Council meeting on Friday, January 14, 2022. Special Council Meeting Minutes — Friday, January 14, 2022. c) Derek Witlib, Manager, Planning Services re: Solicitor-Client privilege, Litigation affecting the municipality (837 Line 7 South — Cannabis). The following staff were present: Andria Leigh, Deputy CAO/Director, Development Services (in part); Yvonne Aubichon, Clerk; Derek Witlib, Manager, Planning Services; Chris Williams, Andrea Skinner, Laura Dean, Aird & Berlis LLP. Motion No. SC220114-4 Moved by DeSousa, Seconded by Hough Be it resolved 44 1. That the confidential correspondence from Aird Berlis LLP and confidential verbal information presented by Derek Witlib, Manager, Planning Services; and Chris Williams, Aird Berlis LLP re: Solicitor-Client Privilege; Litigation affecting the municipality (837 Line 7 South — Cannabis) be received. 2. That the Mayor and Clerk be authorized to execute the Minutes of Settlement with Carmel Pharms et. al. and that Legal counsel be authorized to make any appropriate changes to the Minutes of Settlement and attachments as directed by the CAO to reflect any stylistic, editorial or other minor changes that may be appropriate to reflect the Township's intent with respect to the settlement with Carmel Pharms. 3. That legal counsel proceed as outlined and directed by Council. Unanimously Carried. 5. Confirmation By-Law: S, a) 2022-007: Being a by-law to confirm the proceedings of the Council meeting held on Friday, January 14, 2022. Motion No. SC220114-5 Moved by Greenlaw, Seconded by Scott Be it resolved that By-Law No. 2022-007: Being a by-law to confirm the proceedings of the Special Council meeting held on Friday, January 14, 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 26 of 203 5.b) Minutes of Special Council meeting on Friday, January 14, 2022. Special Council Meeting Minutes — Friday, January 14, 2022. 6. Adjournment: a) Motion to Adjourn. Motion No. SC220114-6 Moved by DeSousa, Seconded by Greenlaw Be it resolved that we do now adjourn at 9.50 a.m. Carried. Mayor, H.S. Hughes " Clerk, YvonnsAubichon Page 4 of 4 Page 27 of 203 KRECKLO !1SSOCIATES INC. 0 Municipal Advisors o v 3 D D Q v' t— _D TOWNSHIP OF ORO-MEDONTE K&A SURVEY OF 2021 COUNCIL COMPENSATION C) m SELECTED ONTARIO MUNICIPALITIES n D O 0 m n o m c N D 00 CD O O N -0 0 3 W Prepared by: CD B.D.Krecklo D S.Tzortzis Ct) January 21,2022 CD G_ n CD N Township of Oro-Medonte KAECKLO K&A SURVEY OF 2021 COUNCIL COMPENSATION PASSOCIATI S INC. Selected Ontario Municipalities C7 Municipal Advisors Table of Contents ©Kr..W.&Ass d.l s Inc. W Table of Contents v Introduction &Survey Description 0 Executive Summary-Overview of Findings O v Exhibit 1: List of Municipalities Included in the Township of Oro-Medonte's Market Comparator Group 3 Exhibit 2: Number of Council Members y Exhibit 3: Head of Council Compensation Q Exhibit 4: Deputy Head of Council Compensation Exhibit 5: Council &Committee Overview r Table 1 -Councillor Compensation m cia• Table 2-Committee Chair Compensation Table 3-Number of Council Meetings p Table 4-Number of Special Council Meetings -0 Table 5-Special Council Meeting Compensation Table 6-Number of Committee Meetings n Exhibit 6: Councillor Pay Policies D Table 1 -Tax Free Status 0 Table 2-Annual Increase Policy Table 3-Term of Council Review of Remuneration Policy Table 4-Pay for Mileage Policy o Table 5-Amount Paid Per Kilometre 71 m Table 6-Meal Allowance Policy 0 N CD Table 7-Benefits Summary m N Table 8-Training and Conferences 0 o Table 9-Per Diem 3 w � Table 10-Communications Expenses =3 Conclusion cf) m 0 m Page 2 Township of Oro-Medonte KAECKLO K&A SURVEY OF 2021 COUNCIL COMPENSATION ASSOCIATES INC. Selected Ontario Municipalities C7 Municipal Advisors Table of Contents ©Kr..W.&Ass d.l s Inc. !v This document has been assembled to take advantage of Adobe's PDF linking and book marking functions.Explore the three methods outlined below for maximum navigation ability throughout the document. O O •Home Tools 304-Hamilton Tow In * n $ q � D _ Bookmarks X Q OClick on th .navigate G] El-I III PO K Bookmarks section. n -R Municipalty V G] 1-Cover Page �.] 2-Table of Contents From the Table of • ge �.] 3-Introduction Q click 4-Executive . • . •. - Summary •� [] 5-Exhibit 1-Market 1< Comparator Group 0 D Home Tools J Executive Summary-Overview of Finding 0 Click on thexhibit 1: List of Municipalities Inc (D Thumbnails Thumbnail ' Page Thumbnails X !ato navigate• ID Exhibit 1A: Percentage of Matches 0 W 0 El- C) 0 cD xhibit 2: Client Summary:Comp; 0 co �i G o =_ cD o 0 N =_ CD 0• Page 3 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PllssoCIATE INC. Selected Ontario Municipalities Municipal Advisors Title-Introduction and Survey Description ©Krecklo&Associates Inc. 9D % e .d or The pressures of Municipal Governance are being felt everywhere in Ontario. Councillors are spending more time in virtual o meetings, conversing with citizens, and reacting to a constant barrage of changing priorities and directives coming from the O Province. At Krecklo & Associates (K&A), we believe that 2021 and beyond will see even more pressure and change. Your time is precious and your compensation should reflect the effort you put into your job, and time you spend away from your families. This report will provide you with the information you require to ensure that you are being fairly compensated in the D market place and that you can defend your decisions to your ratepayers. At the same time, Council compensation practices are often very different from municipality to municipality, making an "apples to apples" comparison difficult. Our best practice models and vast experience helps eliminate potential m misinterpretation and/or misallocation of compensation. The K&A report will give your Council vast insights into this complex � world, and often times help simplify your practices, while ensuring fairness in the marketplace. 0 m As with everything you do as a Council, the key to a successful Council Compensation Review is to be open and transparent _0 with your decision-making. Independent professional advice, provided to you in an open council meeting, will give you the assurance that you are acting in the best interest of the taxpayer. n As part of our professional practice over the past nearly two decades, K&A has identified a number of best practices that are 0 utilized consistently by leading municipalities, when establishing council compensation policies. We used these best practices p to frame our report to you, and invite you to review your policies to align with these six practices, which we have summarized on the following two pages. 0 0 CD Council Compensation practices in Ontario can vary significantly across the Province and even between 0 w neighbours with similar program offerings. m 0 0 No Receiving consistent professional advice will help assure your Council and citizens that your practices are fair. _0 w m (D 0' m U) Page 4 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PllssoCIATE INC. Selected Ontario Municipalities Municipal Advisors Title-Introduction and Survey Description ©Krecklo&Associates Inc. 9D Summary of Municipal Best Practices 1. Develop a comparator group of municipalities that is reflective of the following three principles: o v - Same Level of Government: (Single Tier, Upper Tier, Lower Tier). Municipalities in the same level have similar 3 governance and constituencies. D - Similar Suite of Services: (e.g., Roads, Long-Term Care, Recreation, Culture). Municipalities with similar levels of service will be easier to match positions. - Proximity: Compete for Talent. Adjacent municipalities, or municipalities within commuter distance, will generally be in m competition for the same employees. K&A has worked with the Township of Oro-Medonte to develop a comparator group that meets these criteria and is p included in this report, Exhibit 1. _0 c Using this same comparator group when evaluating your employees' compensation will help build further confidence in your decisions. What is fair for Council, should also be fair for your employees. y 2. Select a comparison percentile that reflects your local situation. For most municipalities their Council compensation should be reflective of the 50th percentile (i.e., half the group above your municipality's and half the group below. This will ensure that your compensation is reflective of the marketplace, but "not too high, and not too low". o 3. Through a By-law, establish a regular and predictable timeline for Council compensation review. p N Generally, in the third year, or early in the fourth year of your term, with any remuneration changes taking m < O place commencing with the next term. This will help avoid the criticism that Council is "feathering their nest". o No 4. Do not place your staff in the awkward position of being responsible for collecting or reporting on other 0 municipalities' Council compensation. Your professional staff should not be placed in the position of having m to collect and/or interpret compensation on behalf of their political masters. m 0' m W Page 5 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PllssoCIATE INC. Selected Ontario Municipalities Municipal Advisors Title-Introduction and Survey Description ©Krecklo&Associates Inc. 9D 5. While some municipalities may elect to enlist the support of a "blue chip" citizens panel to review comparator information and make a recommendation to Council, the panel should be provided with the o support necessary to interpret the information when collected. K&A is ideally situated to support your panel o with this task. Remember, the more information and the more accurate the information, the more likely the v panel is to make a recommendation that is defensible to your citizens. 3 D 6. Once you have selected a compensation level for the next Council, include in your By-law a provision that Q automatically increments compensation on an annual basis. While K&A generally recommends using the Statistics Canada inflationary percentage for Ontario, other methods such as negotiated union rates will also work. Regular small annual increases will help ensure that your Council compensation practices remain m (Q' relevant and help avoid larger increases every four years. This practice is generally more acceptable to your citizens and can be justified as being "fair". p m In summary, it is always our recommendation that a Council act fairly, be seen to act fairly and rely on objective professional advice when developing your compensation practices. Council compensation is notoriously variable and subject to misinterpretation. Relying upon professional advice will serve your Council well. 0 O 0 m n 0 C.0 0 m w G w m 0 0 N _0 o 3 W � (D G n (D U) Page 6 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD AssociaTEs INC. Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. Overview The 2021 Council Compensation Study for the Township of Oro-Medonte was developed to provide Council with an overview o of your current situation, in comparison to the select group of municipalities illustrated in Exhibit 1 to this report. Iv The Executive Summary provides the reader with the opportunity to review at a high level, the information provided in the 3 report. The reader will first explore report Findings. The 18 Findings of your report provide a glimpse of one aspect of the D report, such as the Head of Council Compensation or Benefit Offerings. We use a simple stop light graphic to illustrate Q Findings, as follows: Findings in the "green" category indicate that the municipality is generally in line with the comparator group and it is 17 unlikely that significant changes are required. cQ Findings in the "yellow" category indicate that the municipality may have to consider minor adjustments, in order to U bring the municipality in line with the comparator group. Findings in the "red"category indicate that the municipality is not in line with the practices of the comparator group and `< that changes are likely required. D O All Findings reference an Exhibit or Table further on in the report. A reader will likely wish to cross reference the findings with p the appropriate Exhibit in order to gain further insight into the issue and ultimately, the magnitude of the changes that may be m required. o The next section of the Executive Summary is recommendations. Essentially, K&A applies our experience and best practice guide to the findings in the report in order to provide Council and citizens with a summary of issues for consideration. 0 co < m N Finally, we would caution the reader that this report is intended to be read and dealt with in its entirety. Selected reading, or �° quoting of the report, may not leave the correct overall impression of the standing of the municipality, visa-vis your m comparator group. CD m 0 (D U) Page 7 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation Plls tsoc XTE INC, Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. 9D Township of Oro-Medonte Context The Township of Oro-Medonte is a growing municipality located on the edge of the Greater Toronto region. The municipality o provides full range of services to their citizens. v 3 D Comparator Province =3 0- Measurement Group of Ontario Comments �• Expenditures 9 of 11 305 of 444 r Full Time Employees 9 of 11 316 of 444 Does not include PT employees _m Number of Dwellings 7 of 11 346 of 444 Permanent Population 6 of 11 339 of 444 Adjusted Population 7 of 11 346 of 444 (D Expenditures/Household 11 of 11 347 of 444 c Expenditures/Employee 6 of 11 84 of 444 Seasonal Resident Index 4 of 11 274 of 444 n D Oro-Medonte is larger than 69% to 78%of Ontario's 444 municipalities in terms of expenditures, full time employees, number of dwellings, permanent population and adjusted population. The Seasonal Resident Index(SRI -Adjusted Population/Permanent Population)creates a number of service delivery challenges for the County and your member 0 municipalities. 0 sv = cc m The governance and fiduciary responsibilities associated with the delivery of services to a diverse and growing municipality is co (n significant. m 0 0 N -0 o 3 W � (D G n (D W Page 8 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD AssocfATEs INC. Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. Overview of Findings Comparator Group (Exhibit 1) o Best Practice Review !v Finding: 3 The Comparator Group presented in Exhibit 1 meets all best practice requirements for a Council Compensation Review. D Q Council Composition (Exhibit 2) Iv Number of Councillors r (D Finding: �' The range for Council size in the comparator group is from 7-10.With a Council size of 7, Oro-Medonte is in line with Springwater,Wasaga Beach, King,and Orangeville. 0 (D Head of Council (Exhibit 3) Head of Council Compensation 0 Finding: D Oro-Medonte's Mayor is compensated in the middle of the comparator group. 0 (D n Deputy Head of Council (Exhibit 4) o Sv Deputy Head of Council Compensation F4 Finding: rn Oro-Medonte's Deputy Mayor is marginally above the median for the comparator group. 0 o o Deputy Head of Council Title 3 co Finding: � All comparator municipalities use the title Deputy Mayor. Cl) (D n (D Page 9 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD AssocfATEs INC. Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. Members of Council (Exhibit 5) Members of Council Compensation-Table One 6 Finding: 00 A Councillor in Oro-Medonte is compensated near the median for the comparator group. !v 3 Compensation for Committees-Table Two D 7 Finding: Q Only Oro-Medonte and the Town of Midland reported a per diem rate for Committees. r m Approximate Number of Council Meetin s Per Year-Table Three Finding: 8 Oro-Medonte convenes the medium number of Council meetings per year. 0 Approximate Number of Committee Meetings Per Year-Table Four `< 9 Finding: D Oro-Medonte convenes more than the median number of special Council meetings per year. Q 0 Compensation Per Diem for Special Council Meetings-Table Five (D FFinding: 0 O Sv �® Only four comparator municipalities provide per diem compensation for special Council meetings. Oro-Medonte is the highest of the group. � Oro-Medonte's rate is$160/full day and$80/half day. p (DcD co G J Approximate Number of Council Meetings Per Year-Table Six o O o ,� Finding: co Oro-Medonte held the median number of committee meetings per year. (Average of 2019/20) (D f) (D n (D Page 10 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD AssocfATEs INC. Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. Council Policies(Exhibit 6) Tax Free Status-Table One 12 Finding: O Oro-Medonte is in line with the majority of the comparator group. !v 3 Council Remuneration is Increased Annually-Table Two D 13 Finding: Q �Oro-!Vledonte is in line with the majority of the comparator group. r Council has a Policy of Reviewing Council Remuneration Once Per Term-Table Three (D cQ• 0 Finding: 14 Oro-Medonte is in line with the majority of the comparator group. p (D Council has a Policy to Pay Mileage for Council Members-Table Four 0 Finding: 0 15 Oro-Medonte is in line with the majority of the comparator group. O Mileage Amount Paid to Council Members-Table Five (D Finding: 16 Oro-Medonte is in line with the comparator group. O ( 0 m cD �,,� Meal Allowances Paid to Council Members-Table Six G 00 (D 0F17 Finding: O N Oro-Medonte does not specify a daily,or meal maximum.Three municipalities reported. -0 o 3 co (D Benefits Paid to Council Members-Table Seven =3 Finding: 0) 't Oro-Medonte is largely in line with the majority of the comparator group. (D Six of the comparator municipalities have an age limit for their benefits. n (D U) Page 11 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD AssocfATEs INC. Selected Ontario Municipalities Municipal Advisors Title-Executive Summary-Overview of Findings ©Krecklo&Associates Inc. Training and Conferences Available to Council(per ear -Table Eight Finding: 9 Midland and Orangeville provide an aggregate amount. For the purposes of above,the amount was divided by the number of Council p members. 0 !v Full and Half Day Per Diems-Table Nine 20 Finding: � Only four municipalities reported a per diem. Oro-Medonte is the highest of the three. Sv Summary of Eligible Communications Expenses-Table Ten (rD 21 Finding: Only five of the comparator municipalities provide a communications line to their Councillors. (D Summary of Findings n The Township of Oro-Medonte has 16/21 of the Findings in the"Green"category. 16 O 0 The Township of Oro-Medonte has 3/21 of the Findings in the"Yellow"category. -3 (D O (D ■ The Township of Oro-Medonte has 2/21 of the Findings in the"Red"category. 2 0 m (D co G � (D 0 o No Contact Information 0 co (D For questions or additional details on any of the material in the Report, please contact: =3 rn Mr. Brian D. Krecklo at 1-800-KRECKLO (573-2556) bd k@krecklo.ca 0' (D U) Page 12 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation ASSOCIATES INC. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 1 Title:List of Municipalities included in Township of Oro-Medonte's Market Comparator Group OD m ©Krecklo&Associates Inc. Full-Time No.of Permanent Adjusted Reference Municipalities Expenditures Employees Dwellings Population Population(') Population(2) p 1 Town of Bracebridge(20) $21,640,695 87 9,153 16,010 23,798 23,798 O v 2 Township of Springwater(20) $24,482,801 74 8,197 19,059 21,312 21,312 3 Township of Oro-Medonte(19) $24,368,957 86 10,955 21,035 28,483 28,483 4 Town of Huntsville(20) $25,107,918 111 11,263 15,312 29,284 29,284 D 5 Town of Midland(19) $31,812,662 131 7,375 16,894 19,175 19,175 Q 6 Town of Wasaga Beach(20) $39,447,226 147 13,358 20,675 34,731 34,731 v 7 Township of King(20) $48,255,159 153 10,336 27,700 26,874 27,700 r (D 8 Town of Orangeville(20) $56,353,194 201 11,153 30,225 28,998 30,225 (p 9 Town of Collingwood(19) $60,298,804 173 11,854 23,789 30,820 30,820 10 Town of New Tecumseth(20) $62,334,894 198 13,191 34,242 34,297 34,242 11 City of Orillia(19) $78,801,295 259 14,275 31,128 37,115 37,115 _0 Median(50th Percentile) $39,447,226 147 11,153 21,035 28,998 29,284 n Township of Oro-Medonte(19)%of Target 62% 59% 98% 100% 98% Average%of Target 1 80% 1 0 0 Notes: (D (1)Adjusted population is the number of private dwelling,times 2.6,the average number of persons/household in the Province of Ontario as reported by Stats Canada. 0 (2)The permanent population figure is used as a reference number,unless the adjusted population number is 10%largerthan the permanent population. 0 >v (D CD C) G O CD O O Iv _0 0 3 W CD C0 (D G n (D N Page 13 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation ASSOCIATES INC. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 1 Title:List of Municipalities included in Township of Oro-Medonte's Market Comparator Group Op m ©Krecklo&Associates Inc. Trendina i Chan 9e 0 Expenditures: 2017 2018 2019 2020 Trend (17-20) 0 1 Town of Bracebridge(20) $20,538,998 $21,850,402 $22,926,045 $21,640,695 _ 5.4% 2 Township of Springwater(20) $22,093,125 $23,366,750 $24,003,502 $24,482,801 _ M 10.8% 3 3 Township of Oro-Medonte(19) $23,516,012 $25,613,985 $24,368,957 4 Town of Huntsville(20) $23,804,713 $25,111,229 $26,662,190 $25,107,918 _ 5.5% � 5 Town of Midland(19) $30,768,248 $33,038,249 $31,812,662 6 Town of Wasaga Beach(20) $35,900,637 $40,199,639 $38,225,289 $39,447,226 _ 9.9% 0) 7 Township of King(20) $43,897,615 $46,148,812 $46,617,663 $48,255,159 _ M 9.9% r 8 Town of Orangeville(20) $50,374,957 $50,921,123 $50,052,097 $56,353,194 ___M 11.9% (D 9 Town of Collingwood(19) $50,995,744 $54,319,785 $60,298,804 ==M (Q 10 Town of New Tecumseth(20) $59,986,777 $61,378,186 $62,967,968 $62,334,894 _.M= 3.9% 11 City of Orillia(19) $73,400,370 $77,623,472 $78,801,295 =M M 0 n %Change D Full Time Employees: 2017 2018 2019 2020 Trend (17-20) 0 1 Town of Bracebridge(20) 74 75 80 87 __ M 17.6% IJ 2 Township of Springwater(20) 62 68 75 74 _ = 19.4% 3 Township of Oro-Medonte(19) 85 86 86 n 4 Town of Huntsville(20) 96 101 105 111 _ M 15.6% p -0 5 Town of Midland(19) 165 129 131 -n 6 Town of Wasaga Beach(20) 122 128 136 147 __ M 20.5% 0 7 Township of King(20) 126 119 145 153 __ M 21.4% G 8 Town of Orangeville(20) 191 208 205 201 _ 5.2% (D O 9 Town of Collingwood(19) 158 166 173 O IV 10 Town of New Tecumseth(20) 186 189 193 198 __ M 6.5% 0 11 City of Orillia(19) 261 265 259 M M M (D CD (D n (D Page 14 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation ASSOCIATES INC. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 1 Title:List of Municipalities included in Township of Oro-Medonte's Market Comparator Group Op m ©Krecklo&Associates Inc. Benchmarkina 0 Expenditure/Household Rank O Average P Town of Bracebridge(20) Expenditures 444 3 Township of Sprin gwater(20) Township of Oro-Medonte(19) D Town of Huntsville(20) Full Time Employees 444 � Town of Midland(19) Q Town ofWasaga Beach(20) Dwellings 444 Township of King(20) r Town of Orangeville(20) (p Town of Collingwood(19) Permanent Population 444 �• Town of New Tecumseth(20) City of Orillia(19) Adjusted Pop,lation 444 0 50 100 150 200 250 300 350 400 450 CD The Township of Oro-Medonte has expenditures greater than 304 of 444 municipalities. �^^ 0 Expenditure/Full Time Employee Seasonal Resident Index D Average Average O Town of Bracebridg e(20) Town of Bracebrid ge(20) Township of Springwater(20) Township of Springwater(20) Township of Oro-Medonte(19) Township of Oro-Medonte(19) (D Town of Huntsville(20) Town of Huntsville(20) r0-r Town of Midland(19) Town of Midland(19) 0 Town ofWasaga Beach(20) Town ofWasaga Beach(20) 71 Township of King(20) Township of King(20) Town of Orangeville(20) M Town of Orangeville(20) G IV Town of Collingwood(19) Town ofcollingwood(19) (D 0 Town ofNew Tecumseth(20) Town of New Tecumsetli(20) NCity of Orilra(19) City oforilra(19) o 3 W (p (n Not (p The Seasonal Resident Index(SRI)is calculated by dividing the Adj.Pop.by the Permanent Pop. An SRI above 1.00 is generally indicative of a municipality that may have more seasonal residents _ than is typical.While an SRI below 1.00 is generally indicative of a municipality that is more urban, 0 (D Page 15 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 2 Title-Council Composition ©Krecklo&Associates Inc. The table below provides Council with a summary of the number of Council members on each of the comparator municipalities. 0 0 Iv Municipality #of Councillors 3 Town of Bracebridge 9 D Township of Springwater 7 =3 Township of Oro-Medonte Q Town of Huntsville 9 Town of Midland 9 r Town of Wasaga Beach 7 (D Township of King 7 (Q Town of Orangeville 7 Town of Collingwood 9 Town of New Tecumseth 10 (D City of Orillia 9 0 D O Median 9 Finding: High 10 The range for Council size in the comparator group is from 7- !aLow 7 10.With a Council size of 7,Oro-Medonte is in line with 0 Sv Springwater,Wasaga Beach,King,and Orangeville. ( 0 (D A (D W (D O 0 IV -0 o 3 co (D CD (D 0 (D to Page 16 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation ASSOCIATES INC. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 3 Title-Head of Council-Annual Remuneration ©Krecklo&Associates Inc. The table below provides Council with a summary of the annual remuneration for the Head of Council. 0 0 !v Municipality $/Annum 3 Town of Bracebridge $ 45,656 D Township of Springwater $ 43,593 =3 Township of Oro-Medonte $ 49,649 Town of Huntsville $ 51,298 Town of Midland $ 44,163 r Town of Wasaga Beach $ 42,692 (D Township of King $ 96,200 (Q Town of Orangeville $ 51,396 Town of Collingwood $ 45,846 Town of New Tecumseth $ 50,051 (D City of Orillia $ 85,342 0 D O 0 Median $ 49,649 Finding: High $ 96,200 Oro-Medonte's Mayor is compensated in the middle of the !aLow $ 42,692 comparator group. 0 0 Sv Compensation for Oro-Medonte's Mayor ranks 6 th 0 (D (D A G A (D O 0 IV -0 o 3 W (D CD (D 0 (D to Page 17 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation ASSOCIATES INC. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 4 Title-Deputy Head of Council-Annual Remuneration ©Krecklo&Associates Inc. The table below provides Council with a summary of the annual remuneration for the Deputy Head of Council. 0 0 Iv Municipality $/Annum 3 Town of Bracebridge $ 24,464 D Township of Springwater $ 33,605 =3 Township of Oro-Medonte $ 32,848 Town of Huntsville $ 24,900 Town of Midland $ 29,874 r Town of Wasaga Beach $ 29,704 (p Township of King $ 43,055 (Q Town of Orangeville $ 30,593 Town of Collingwood $ 32,567 Town of New Tecumseth $ 34,617 (p City of Orillia $ - 0 D O 0 Median $ 30,593 Finding: High $ 43,055 Oro-Medonte's Deputy Mayor is marginally above the median n Low $ 24,464 for the comparator group. 0 0 Sv (Q Oro-Medonte's Deputy Mayor rank in the comparator group is 4 th 0 (D A G (T (U O 0 IV -0 o 3 W � CD (D 0 (U to Page 18 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below provides Council with a summary of the annual remuneration for a Members of Council. o 0 !v Table 1 Municipality $/Annum Town of Bracebridge $ 23,007 D Township of Springwater $ 26,701 Q Township of Oro-Medonte $ 26,757 Town of Huntsville $ 22,558 Iv Town of Midland $ 19,817 r- Town of Wasaga Beach $ 23,173 (D Township of King $ 41,090 Town of Orangeville $ 27,656 Town of Collingwood $ 25,821 0 Town of New Tecumseth $ 26, CID932 ( City of Orillia $ 39,785 0 D O 0 Median $ 26,701 Finding: (D High $ 41,090 A Councillor in Oro-Medonte is compensated near the median Low $ 19,817 for the comparator group. v 0 (D The Township ofOro-Medonte's rank in the Comparator Group is 5 th (D A G O) (D O 0 N) -0 o 3 W (D CD (D 0 (D to Page 19 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below provides Council with a summary of the annual remuneration for a Committee Chair and Committee members. 6 O v Chair Chair Councillor Councillor Table 2 Municipality $/Annum $per diem $/Annum $per diem Town of Bracebridge $ $ $ $ D Township of Springwater $ $ $ $ - D Township of Oro-Medonte $ $ $ $ 160 ($80/half day) Town of Huntsville $ $ $ $ - N Town of Midland $ $ 100 $ $ 25 r Town of Wasaga Beach $ $ - $ $ - CD Township of King $ $ $ $ Town of Orangeville $ $ $ $ Town of Collingwood $ $ $ $ Town of New Tecumseth $ $ $ $ CD City of Orillia $ $ $ $ n D O 0 Finding: CD Only Oro-Medonte and the Town of Midland reported a per 0 -0 them rate for Committees. 0 m cD G v CD O 0 tv -0 O 3 W CD D (n CD G 0 CD to Page 20 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below summarize the approximate number of Council meetings per year as reported by the comparator group. 0 0 P #of Council 3 Table 3 Municipality MeetingsNear Town of Bracebridge 17 > Township of Springwater 22 Q Township of Oro-Medonte Town of Huntsville 24 53 Town of Midland 24 r CID Town of Wasaga Beach (Q Township of King 20 , Town of Orangeville Town of Collingwood 22CID 0 Town of New Tecumseth 12 ® -0 City of Orillia 20 C 1< 0 D O 0 Median 22 Finding: (D High 24 Oro-Medonte convenes the medium number of Council !a0 v Low 12 meetings per year. ( 0 The Township of Oro-Medonte's rank in the Comparator Group is 3 rd (D A G 00 (D O 0 IV —0 o 3 W (D CD (D 0 (D to Page 21 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below summarize the approximate number of special Council meetings per year. 0 0 P 3 #of Special Council D Table 4 Municipality MeetingsNear � Town of Bracebridge 5 Township of Springwater 35 !v Township of Oro-Medonte '.. r Town of Huntsville 7 CID Town of Midland 3 © (Q Town of Wasaga Beach Township of King 4 IIIIIII� 0 Town of Orangeville CID Town of Collingwood -0 Town of New Tecumseth C City of Orillia 16 0 D O 0 m Median 7 Finding: O High 35 Oro-Medonte convenes more than the median number of (p Low 3 special Council meetings per year. 0 A (D The Township of Oro-Medonte's rank in the Comparator Group is 3 rd (CD O 0 IV -0 o 3 W (D CD (D 0 (D to Page 22 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below summarize the compensation(per diem)for special Council Meetings. 0 0 P 3 Per Diem for D Table 5 Municipality Special Council � Town of Bracebridge Township of Springwater !v Township of Oro-Medonte , r Town of Huntsville $ 50 , LD Town of Midland $ 25 (Q Town of Wasaga Beach Township of King 0 Town of Orangeville CD Town of Collingwood $ 143 -0 Town of New Tecumseth $ 55 K City of Orillia *New Tecumseth: D Planning Public Meeting$100; Special Council(Not Following COW)-$55; 0 (D n Median $ 55 Finding: 0 v High $ 160 Only four comparator municipalities provide per diem Low $ 25 compensation for special Council meetings.Oro-Medonte is 0 cr the highest of the group.Oro-Medonte's rate is$160/full day (D O < The Township of Oro-Medonte's rank in the Comparator Group is 1 st and$80/half day. (D O 0 IV -0 o 3 W (D CD (D 0 (D to Page 23 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation (DASSOCIATES INC. Selected Ontario Municipalities (-7 Municipal Advisors Exhibit Number: 5 Title-Council&Committee Overview ©Krecklo&Associates Inc. The table below summarizes the approximate number of Committee meetings per year. 0 0 P 3 #of Committee D Table 5 Municipality MeetingsNear � Town of Bracebridge 34 Township of Springwater 50 Township of Oro-Medonte Town of Huntsville r (D Town of Midland 6 0 G, Town of Wasaga Beach Township of King 0 Town of Orangeville CD Town of Collingwood 22 -0 Town of New Tecumseth C: City of Orillia 20 1< 0 D O 0 m Median 22 Finding: O High 50 Oro-Medonte held the median number of committee meetings (p Low 6 per year.(Average of 2019/20) 0 U1 CD The Township of Oro-Medonte's rank in the Comparator Group is 3 rd CD O 0 IV -0 o 3 co (D CD (D 0 (D to Page 24 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of the Tax Free Status for Council Remuneration. 0 0 v Municipality $/Annum 3 Town of Bracebridge No D Township of Springwater No =3 Township of Oro-Medonte Town of Huntsville No Town of Midland No r Town of Wasaga Beach No (D Township of King No (Q Town of Orangeville No Town of Collingwood No Town of New Tecumseth No (D City of Orillia - Not Reported 0 D O Total Number Tax Free 0 Finding: Total Number Not Tax Free 10 Oro-Medonte is in line with the majority of the comparator n group. !a Sv Total 10 ( 0 C (D Cn G N (D O 0 N -0 o 3 co (D CD (D 0 (D to Page 25 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of Municipalities that have a policy of increasing Council remuneration. 0 0 Iv Table 2 Municipality $/Annum 3 Town of Bracebridge D Township of Springwater Yes =3 Township of Oro-Medonte Yes Town of Huntsville Yes Town of Midland No r Town of Wasaga Beach Yes (D Township of King No V (Q Town of Orangeville Yes (� Town of Collingwood Yes Town of New Tecumseth (D City of Orillia Yes 0 D O Total Number Increasing Annually 7 Finding: Total Number Not Increasing Annually 2 Oro-Medonte is in line with the majority of the comparator n group. !a Sv Total 9 ( 0 C (D G coW (D O 0 N -0 o 3 co (D CD (D 0 (D to Page 26 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of Municipalities that have a policy of reviewing Council remuneration once per term. o Iv Table 3 Municipality $/Annum Town of Bracebridge Yes > Township of Springwater Yes Q Township of Oro-Medonte Yes = Town of Huntsville Yes Town of Midland Yes C] r Town of Wasaga Beach Yes :} (D Township of King No Town of Orangeville Yes Q Town of Collingwood Yes 0 Town of New Tecumseth No 0 -0 City of Orillia Yes :] C: < 0 D O Total Number Reviewing Once Per Term 9 Finding: 0 Total Number Not Reviewing Once Per Term 2 Oro-Medonte is in line with the majority of the comparator !a group. 0 Total 11 ( 0 C (D Cn G A (D O 0 IV -0 o 3 co (D CD (D 0 (D to Page 27 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of Municipalities that have a policy to pay for Mileage. 0 0 Iv Table 4 Municipality $/Annum 3 Town of Bracebridge Yes D Township of Springwater Yes =3 Township of Oro-Medonte Yes Town of Huntsville Yes ® �' Town of Midland Yes r Town of Wasaga Beach �p Township of King Yes ® (Q Town of Orangeville Yes Town of Collingwood Town of New Tecumseth �p City of Orillia Yes 0 D O Total Number Pay for Mileage 8 Finding: Total Number Do Not Pay for Mileage 0 Oro-Medonte is in line with the majority of the comparator n group. Sv Total 8 ( 0 (D � Cn G (r (D O 0 IV -0 o 3 co (U CD (D 0 (D to Page 28 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of the amount paid to a Councillor per KM. 0 0 Iv Table 5 Municipality $/Annum 3 Town of Bracebridge $0.53 ' D Township of Springwater $0.58 ' =3 Township of Oro-Medonte $0.59 ' Town of Huntsville $0.59 Town of Midland $0.59 ' r Town of Wasaga Beach (D Township of King $0.52 ' (Q Town of Orangeville $0.54 ' Town of Collingwood $0.58 Town of New Tecumseth $0.85 (D City of Orillia 0 D O 0 Median $0.58 Finding: High $0.85 Oro-Medonte is in line with the comparator group. !aLow $0.52 0 0 Sv ( 0 C (D Cn G (D O 0 IV -0 o 3 co (D CD (D 0 (D to Page 29 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD,ASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. 9D The table below provides Council with a summary of Municipalities Meal Allowances. 0 0 v Table 6 Municipality Daily Breakfast Lunch Dinner Finding: 3 Town of Bracebridge $ $ $ $ Oro-Medonte does not specify D Township of Springwater $ $ $ $ a daily,or meal maximum. =3 Township of Oro-Medonte $ $ $ $ Three municipalities reported. Q Town of Huntsville $ $ $ $ �' Town of Midland $ 50 $ $ $ r Town of Wasaga Beach $ - $ $ $ (p Township of King $ 65 $ 15 $ 20 $ 30 (p Town of Orangeville $ - $ - $ - $ - Town of Collingwood $ 75 $ $ $ Town of New Tecumseth $ - $ $ $ (0 City of Orillia $ - $ $ $ -0 C: n D O 0 Daily Breakfast Lunch Dinner Maximum $ 75 $ 15 $ 20 $ 30 n Minimum $ 50 $ 15 $ 20 $ 30 0 cc v � Average $ 63 $ 15 $ 20 $ 30 0 0) vTwo municipalities(including Oro-Medonte)prohibit the purchase of alcohol.One prohibits the spending on accompanied guests. G M O 0 IV -0 o 3 W � 0) G n (1 Page 30 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation CDnssoCIATi S INC. Selected Ontario Municipalities (7 Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. QD The table below provides Council with a summary of Benefits provided. 0 0 v Table 7 Municipality Ext.Health Life Ins. AD&D Dental LTD Pension 3 Town of Bracebridge Yes No Yes Yes No No D Township of Springwater Yes No No No No Yes =3 Township of Oro-Medonte Yes Yes No Yes No Yes 0- Town of Huntsville No No No No No No Town of Midland Yes Yes Yes Yes No No r Town of Wasaga Beach Yes Yes Yes Yes No No (p Township of King Yes No No Yes No Yes (Q Town of Orangeville Yes No No Yes No No Town of Collingwood Yes No No Yes No No Town of New Tecumseth Yes Yes Yes Yes Yes No (0 City of Orillia Yes No No Yes No No -0 C n D O 0 Ext.Health Life Ins. AD&D Dental LTD Pension No 1 7 7 2 10 8 n Yes 10 4 4 9 1 3 0 v � Yes 90.9% 36.4% 36.4% 81.8% 9.1% 27.3% 0 Cn � Oo G (0 Finding:N 0 O Oro-Medonte is largely in line with the majority of the comparator group. 0 W Six of the comparator municipalities have an age limit for their benefits. (U (D G_ n (D Page 31 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation PASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. The table below provides Council with a summary of the amount each Councillor is eligible for Training and Conferences per year. o 0 Iv Table 8 Municipality $/Annum Town of Bracebridge $ D Township of Springwater $ - Q Township of Oro-Medonte $ �. Town of Huntsville $ Town of Midland $ 2,444 Town of Wasaga Beach $ - �• Township of King $ - Town of Orangeville $ 2,714 _ Town of Collingwood $ 4,000 oil 0 Town of New Tecumseth $ - (D City of Orillia $ : < 0 D O 0 Median $ 2,714 Finding: (p High $ 4,000 Midland and Orangeville provide an aggregate amount.For !a Low $ 2,444 the purposes of above,the amount was divided by the 0 Sv � number of Council members. (D 0 CrI (D (D 0 0 IV -0 o 3 co (D CD (D 0 (D N Page 32 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD,ASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. 9D The table below provides Council with a summary of the amount of per diem each Councillor is eligible to receive. 0 O v Table 9 Municipality $/Day $/Half Day Town of Bracebridge $ $ Township of Springwater $ $ - D Township of Oro-Medonte $ 160 $ 80 =3 Town of Huntsville $ - $ - Q Town of Midland $ 120 $ 60 N Town of Wasaga Beach $ - $ - r Township of King $ $ (D Town of Orangeville $ $ "New Tecumseth: Town of Collingwood $ 143 $ - COW-Special,Working Session,Budget or Town of New Tecumseth $ 100 $ 55 "Varies Planning Public Meeting$100; 0 City of Orillia $ - $ - Special Council(Not Following COW)-$55; (D Property Standards-$55; -0 Police Service Board-$100; O Convention/Confeences-$25; `G Accessibilty Advisory-$20; n D O_ Median $ 132 $ 60 Finding: 0 High $ 160 $ 80 Only four municipalities reported a per diem.Oro-Medonte is Low $ - $ - the highest of the three. 0 O a0 0 CD 0) rn G O M O 0 IV -0 o 3 W � (D G n (D Page 33 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council Compensation SD,ASSOCIATES INC.. Selected Ontario Municipalities Municipal Advisors Exhibit Number: 6 Title-Council Compensation Policies ©Krecklo&Associates Inc. Cp The table below provides Council with a summary of communications expenses each Councillor is eligible to receive. 0 O v 3 Communications Internet Cell Phone Table 10 Municipality Per Year Expense/Yr. Expenses/Yr. Comments > Town of Bracebridge $ 300 $1,200 pd.once per term for all comm.needs. Q Township of Springwater $ 50 $ 25 Only Mayor/D.Mayor eligible for phone exp. Township of Oro-Medonte Town of Huntsville r Town of Midland CD Town of Wasaga Beach $ 50 $ 50 � Township of King Town of Orangeville $ 100 $ 50 $ 50 Town of Collingwood D Town of New Tecumseth City of Orillia $ 10 Averages$10/member. n D O 0 CD Finding: 0 Only five of the comparator municipalities provide a 0 Sv � communications line to their Councillors. CD 0 CD G CD O 0 !V -0 O 3 W CD D C0 CD G 0 CD N Page 34 Township of Oro-Medonte KRECKLO K&A Survey of 2021 Council CompensationASSOCIATES INC. Selected Ontario Municipalities Municipal Advisars Conclusion ©Krecklo&Associates Inc. QD Acknowledgements o 0 On behalf of the team at Krecklo&Associates, thank you to the Township of Oro-Medonte for the opportunity to present this v Council Compensation report for your consideration. D We would also like to take this opportunity to thank the participating municipalities that provided the supporting information Q required to complete the report. Without their support and the contribution of their senior staff, this report would not be v' possible. r m (Q' K&A provides a wide range of compensation, human resources and executive search services on behalf of municipalities across Ontario. We look forward to working with the Township of Oro-Medonte in the future. p m Contact Information For questions or additional details on any of the K&A products and services, please contact: n D Mr. Brian D. Krecklo at 1-800-KRECKLO (573-2556). 0 bd k@krecklo.ca m n o m CID < N CD O O 3 W ✓Confidentiality ✓Expertise '—' ✓Support m 0 (D U) Page 35 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Township of Report R r 0 Proud Heritage, Exciting Future Report No. To: Council Prepared By: CS2022-03 Jennifer Whitley, Coordinator, Economic Development & Communications Meeting Date: Subject: Tourism Destination Motion # January 26, 2022 Action Plan- RFP # CS 2021- 04 Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report CS 2022-03 be received and adopted. 2. That the Request for Proposal (RFP) CS 2021-04 —Tourism Destination Action Plan be awarded to Bannikin Travel & Tourism Ltd. in the amount of $25,060.00 plus HST; 3. That staff be authorized to execute the necessary contract, 4. That the proponents be advised of Council's decision under the Coordinator, Economic Development & Communications signature. Background: At the June 9, 2021 Council meeting, Council received and adopted report CS2021-16 which identified a process with respect to the development of a municipal Tourism Strategy. Step One was the completion of a Tourism Product Gap Analysis and Policy Recommendations Project; this component was completed and presented to Council in December 2021. The next steps of the agreed upon Tourism Strategy was to execute a procurement process for a Tourism Destination Action Plan. For more detailed information on the Tourism Strategy components, please refer to Report CS2021-16. Analysis: A Tourism Destination Action Plan developed for Oro-Medonte will provide direction and opportunity for the Township and our stakeholders. It will identify actions needed to Corporate Services January 26, 2022 Report No. CS2022-03 Page 1 of 5 Page 63 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... manage Oro-Medonte as a destination. An Action Plan will confirm the roles and responsibilities of the municipality, and give consideration to the activities of other players in the sector avoiding duplication of efforts. • Township of Oro-Medonte — Destination Management • Orillia & Lake Country Tourism — Marketing & Promotions (ie. media, digital marketing, website, print) • Oro-Medonte Chamber of Commerce & Tourism - Partnerships, Events & Local Marketing & Promotions (ie. shop local, farmers market, community events) • Other larger and more regional players including Tourism Simcoe County, RTO7 and Destination Ontario • Other business support organizations such as the Orillia & Area Community Development Corporation (ie. workforce development, business planning) A number of recently completed initiatives such as the Township's Wayfinding Strategy and the Tourism Product Gap Analysis and Policy Recommendations project will inform and be part of the review of the Tourism Destination Action Plan. The finalized plan will provide guidance and identify opportunities that are unique to our rural municipality, while considering the COVID-19 impacts, and how best the Township and our tourism partners can assist the tourism sector. Sustainable tourism must be considered and take into account current and future economic, social and environmental impacts, addressing the needs of our local community, visitors, the industry, and the environment. The outcomes of this project will tie into the next steps for an updated Economic Development Strategy, which is anticipated to commence later in 2022 and into 2023. The successful proponent for this project must have extensive experience in tourism strategy and action plan development. It is ideal that the proponent have prior municipal experience. The proponent must have strong stakeholder engagement skills and analytical skills to understand the region, our businesses, tourism impacts on residents, as well as tourism trends and the impacts of COVID-19 on this industry. In accordance with the Township's Purchasing & Tendering Procedures By-Law, an RFP was required as part of the process. The RFP was drafted by Jennifer Whitley, Coordinator, Economic Development & Communications in consultation with Donna Hewitt, Director Corporate Services. Please see Appendix A for the full RFP. The RFP included the request for consultation services for a Tourism Destination Action Plan for the Township of Oro-Medonte. This project will be largely funded through the Simcoe County Economic Development Fund that was requested and confirmed in 2021. RFP CS2022-04 for the Tourism Destination Action Plan was publicly posted on the Township Website and on Biddingo.com on December 2, 2021. Biddingo.com is an online Government Contract portal that connects suppliers from across Canada who provide goods and services to buyers from the Provincial, Municipal, Education, Crown Corporation, Housing, Construction and Healthcare sectors. Four (4) proponents responded to the RFP by the December 22, 2021 deadline. The four proposals were submitted electronically, an email receipt confirmed that they were received. Corporate Services January 26, 2022 Report No. CS2022-03 Page 2 of 5 Page 64 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... The proposals were reviewed to ensure all requirements were met prior to the evaluation and ranking. The Evaluation Committee who consisted of Township staff including Donna Hewitt and Jennifer Whitley as well as Kris Puhvel from Orillia & Lake Country Tourism and Sylvia Stark from the Oro-Medonte Chamber of Commerce and Tourism. The Team completed the ranking of each proponent, then further discussions about the submissions, based upon the criteria included in the RFP and noted below. Item Evaluation Criteria Points 1 Quality and Completeness of Proposal 15 2 Company Background and Relevant 20 Experience & Examples 3 Budget 20 4 Work Plan, Methodologies and Timelines 30 5 Client References 15 Total Available Points 100 The four proponents were: Proponent Proposed Budget (excl.HST) Bannikin Travel & Tourism Ltd. $25,060.00 CBRE Limited Tourism & Leisure Group $25,400.00 C4 Strategies $23,500.00 Strexer Harrop and Associates $24,900.00 The Evaluation Committee reviewed other similar projects that have been completed by the proponents and more specifically the project team, we consulted with the partners on the project, conducted zoom interviews and subsequently followed-up with the lead proponents to verify information and project activities. Staff also completed thorough reference checks. Based on this detailed analysis and review of the proponents, it is recommended that Bannikin Travel & Tourism Ltd. and the team that is included in the proposal be awarded the Tourism Destination Action Plan contract for the Township of Oro- Medonte. If approved this project will commence immediately, following the award of the RFP. The goal for completion of the project will be in late May-early June 2022. Financial / Legal Implications / Risk Management: The Tourism Destination Action Plan project budget of$25,000.00 was approved by Township Council as part of the 2021-2022 budget. This project is funded through a grant from the Simcoe County Economic Development Fund approved in 2021. Any additional funds required above the grant allocation of $25,000 can be accommodated within the 2022 approved Economic Development budget. As outlined through CS2021- 015 that was approved by Council Resolution C210526-4, the timeline for this project Corporate Services January 26, 2022 Report No. CS2022-03 Page 3 of 5 Page 65 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... was Fall 2021-Spring 2022 and is being primarily funded through the County Economic Development Fund Grant with the project commencing prior to end of 2021 and carrying forward for completion in 2022 in conformity with the recently approved POL-FIN-011 Financial Controls, Multiple Year Budget and Reporting Policy. Policies/Legislation: Corporate Strategic Goals: • Foster Safe and Inclusive Community Living & Business Growth Consultations: • Evaluation Committee • Reference Checks • Regional Tourism Organization 7 (RTO7) • Tourism Simcoe County • Orillia & Lake Country Tourism • Oro-Medonte Chamber of Commerce and Tourism Attachments: • Appendix A - Request for Proposal RFP # CS 2021-04: Tourism Destination Action Plan Conclusion: The final recommendations and actions of a Tourism Destination Action Plan will help position Oro-Medonte as a destination with a strong and growing tourism sector. The Action Plan will address the importance of the continued efforts for a consolidated and collaborative approach to tourism between the municipality, tourism partners/stakeholders and businesses. It will analyze and provide recommendations on opportunities to leverage existing tourism assets more effectively, engage tourism operators in activities that will assist to growing tourism, and promoting tourism assets. This will enable us to make informed decisions to develop tourism in a sustainable way that is appropriate for the municipality, the businesses and the community. Through this Action Plan we hope to identify new and innovative ways to fulfill our role in management of the Township as a destination. Corporate Services January 26, 2022 Report No. CS2022-03 Page 4 of 5 Page 66 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Respectfully submitted: Jennifer Whitley, Coordinator, Economic Development & Communications Approvals: Date Donna Hewitt, Director Corporate Services January 18, 2022 Andria Leigh, Deputy CAO/Director, Development Services January 20, 2022 Corporate Services January 26, 2022 Report No. CS2022-03 Page 5 of 5 Page 67 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Township of Proud Heritcxge, Exciting Future The Corporation of the Township of Oro-Medonte Request for Proposal RFP # CS 2021 04 TOURISM DESTINATION ACTION PLAN Emailed PDF Proposals, clearly marked as to contents, will be received by Corporate Services, via email to jwhitley@oro-medonte.ca, no later than 12:OOpm (12.00) local time, Wednesday, December 22, 2021 Late proposals will not be accepted. Requirements for: Tourism Destination Action Plan All proposals are subject to the terms and conditions of the Request for Proposal, the accompanying specifications, and all other contract provisions or data that is incorporated. If further information is required, contact: Corporate Services; Jennifer Whitley Economic Development & Communications Coordinator (iwhitley(a�oro-medonte.ca) The Corporation of the Township of Oro-Medonte reserves the right to accept or reject all or part of any proposal, and to accept the proposal that is in the best interest of the owner. Page 1 of 62 Page 68 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Contents Definitions ....................................................................................................................... 7 Part I Project Terms of Reference............................................................................ 9 1. Introduction ...................................................................................................... 9 2. Background...................................................................................................... 9 3. Current Situation ............................................................................................ 11 4. Scope of the Project....................................................................................... 12 5. Timeframe of Project...................................................................................... 13 6. Project Requirements and Deliverables......................................................... 13 Background Documents............................................................................... 14 7. Contents of Proposals.................................................................................... 14 Part 11 Instructions to Proponents ............................................................................. 17 1 . Delivery of Proposals ..................................................................................... 17 2. Proposal Schedule......................................................................................... 17 3. Competition Intended ..................................................................................... 17 4. Inquiries ......................................................................................................... 18 5. Addendum/Addenda ...................................................................................... 18 6. Site Meeting ................................................................................................... 18 7. Mandatory Proposal Requirements................................................................ 18 8. Checking of Proposals ................................................................................... 19 9. Late Submission............................................................................................. 20 10. Proposal Opening .......................................................................................... 20 11. Amendment of Proposals............................................................................... 20 12. Right to Accept or Reject Proposal ................................................................ 20 13. Proposal Evaluation ....................................................................................... 20 Page 2 of 62 Page 69 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 14. Evaluation Criteria.......................................................................................... 20 15. Negotiations ................................................................................................... 22 16. Presentation & Interview ................................................................................ 22 17. Award Determination...................................................................................... 22 18. Execution of Award ........................................................................................ 24 19. Order of Precedence...................................................................................... 24 20. Alternative Dispute Resolution. ...................................................................... 24 21. Contract Additions & Deletions ...................................................................... 25 22. Proponent Qualifications................................................................................ 25 23. Proponent's Statement of Understanding....................................................... 25 24. Term of Contract ............................................................................................ 25 25. Irrevocability of Proposals .............................................................................. 26 26. Errors and Omissions..................................................................................... 26 27. Proponents Expenses.................................................................................... 26 28. Changes to Proposal Wording ....................................................................... 26 29. Price Components.......................................................................................... 26 30. Freedom of Information.................................................................................. 26 31. Bribery/Fraud ................................................................................................. 27 32. Cancellation ................................................................................................... 27 33. Insurance ....................................................................................................... 27 34. Workplace Safety and Insurance Board (WSIB) ............................................ 28 35. Regulation Compliance and Legislation ......................................................... 29 36. Laws of Ontario.............................................................................................. 29 37. Indemnification............................................................................................... 29 38. Force Majeure................................................................................................ 29 39. Severability .................................................................................................... 30 Page 3 of 62 Page 70 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 40. Termination of Contract.................................................................................. 30 41. Termination by Notice .................................................................................... 30 42. Termination for Cause.................................................................................... 30 43. Suspension of Work....................................................................................... 30 44. Suspension in Future ..................................................................................... 31 45. Failure to Comply with Owner Decisions........................................................ 31 46. Evaluation of Performance............................................................................. 31 47. Time is of the Essence................................................................................... 32 48. Safety Standards............................................................................................ 32 49. Non-Waiver.................................................................................................... 32 50. Non-Assignment............................................................................................. 32 51. Emergency Telephone Number ..................................................................... 32 52. Personal Property Security Act ...................................................................... 32 53. Confidentiality of Information.......................................................................... 32 54. Conflicts of Interest ........................................................................................ 33 55. Township Not Employer................................................................................. 34 56. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216 34 57. Working Language......................................................................................... 34 58. Intellectual Property ....................................................................................... 34 59. Accessibility ................................................................................................... 35 60. Township of Oro-Medonte Payment Terms.................................................... 35 Part III Form of Proposal............................................................................................ 37 ScheduleI — Budget...................................................................................................... 43 Schedule II - List of References .................................................................................... 44 PartIV Agreement...................................................................................................... 46 PartV Appendices .................................................................................................... 53 Page 4 of 62 Page 71 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Accessibility for Ontarians with Disabilities (AODA) .................................................... 55 Contract Change Order Sample.................................................................................. 57 _Instructions for Use for Change Orders (if applicable)................................................. 58 Proposal Irregularities ................................................................................................. 60 Page 5 of 62 Page 72 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... [Intentionally Left Blank] Page 6 of 62 Page 73 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Definitions The following definitions apply to the interpretation of the Request for Proposal and Contract Documents; 1. "Addenda or Addendum" means any additions, deletions, modifications or other changes to the Contract Document and all corresponding Schedules and Appendices. 2. "Business Day" means any day from Monday through Friday between the hours of 8.30 am and 4.30 pm, excluding statutory holidays observed by The Township of Oro-Medonte. 3. "Calendar Day" means Monday through Sunday inclusive, but excluding any recognized statutory holiday. 4. "Closing Date" means the date and time specified in Instructions to Proponents, by which all Proposals shall be received and stamped by the Owner. 5. "Conflict of Interest" has the meaning that if there is an actual or potential Conflict of Interest in preparing its Proposal, and/or the Proponent(s) foresees an actual or potential Conflict of Interest in performing the works required under the Contract. 6. "Contract" means the agreement in writing governing the defined Work, which has been executed by the Owner and the Successful Proponent following acceptance by the Owner of the Successful Proponent's submission and subsequent signed agreement. 7. "Contract Documents" means a form of agreement, together with the Standard Conditions, Specifications, Schedules and Appendices, if any, which constitute the entire understanding between the Township and a Proponent submitting a Proposal regarding the Work. 8. "Council" means the elected Council for the Township of Oro-Medonte. 9. "Finance Department" means the Chief Financial Officer/Treasurer or his/her designate working within the Finance Department. 10. "Form of Proposal" are the standard forms provided in the Contract Document. Proponents must complete and submit the forms contained within this section in order to provide the necessary information for the evaluation of the submission for the purpose of entering into a Contract with the Owner in the event of award. 11. "Mandatory Requirements" means those requirements described in Instructions to Proponents, which shall be fully satisfied in order for any Proposal to be considered by the Owner as compliant. Page 7 of 62 Page 74 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 12. "May" used in this document denotes permissive. 13. "Owner" refers to The Corporation of the Township of Oro-Medonte, as the case may be, and as identified in the Request for Proposal, and Contract Documents for the purpose of the award, execution and performance of the Contract. 14. "Proposal" or "Submission" refers to the information submitted by a Proponent in response to this Request for Proposal. 15. "Proponent" means the legal entity submitting a Proposal. 16. "Request for Proposal" or "RFP" means the document issued by the Township and used to solicit Proposals from Proponents to provide goods, services or construction to the Township. 17. "Shall" and "Will" used in this document denotes imperative. 18. "Sub-Contractor" or "Sub-Consultant" means a legal entity approved by the Owner undertaking the execution of a part of the Work pursuant to an agreement with the Proponent. 19. "Successful Proponent" means the Successful Proponent(s) whose Proposal has been accepted by the Township and to whom the Contract is awarded. 20. "Supply" means to provide the necessary tools, material, equipment, and product to satisfy the Request for Proposal requirements. 21. "Township" means The Corporation of the Township Of Oro-Medonte 22. "Work" means Work/service performed to meet a demand to comply with the conditions of the Contract, delivery dates, specifications and technical assistance. 23. "Sustainable Tourism" (or responsible tourism) is the tourism that takes full account of its current and future economic, social and environmental impacts, addressing the needs of visitors, the industry, the environment and host communities. Page 8 of 62 Page 75 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Part I Project Terms of Reference 1. Introduction Oro-Medonte is a four-season destination filled with natural and unique tourism assets! Our rural Township is home to first-class ski resorts and golf courses, a vast network of recreational trails perfect for hiking and mountain-biking, hundreds of kilometres of smooth hardtop roads and trails for leisurely cycling tours, and access to year-round fishing opportunities. Oro-Medonte offers the perfect place for the outdoor recreation enthusiast to get away. The Township is growing its tourism assets including small rural agriculture experiences as well as unique opportunities such as a Finnish Nordic spa and an automotive innovation park that will draw new tourism visitors to the region. The Township's rich history and arts community also provide an array of cultural experiences for guests and residents alike, all in a truly spectacular beautiful rural setting. The Township is a diverse and beautiful community with a central location in Ontario. With a population of 23,500 full time residents, it covers a land area of 61,000 hectares, stretching from the westerly border with Barrie, the southerly border with Lake Simcoe, the easterly border with Orillia and Severn Township and the northerly border shared with Tay and Severn Townships. The Township is comprised of a number of smaller hamlets, with Craighurst containing some components of a traditional downtown including shopping and dining. The Township's prime location along two major highways, providing residents and visitors alike with the riches of rural life and the convenience of a short drive to Barrie, Orillia and the Greater Toronto Area. 2. Background Tourism is a key focus and driver of Economic Development in the Township of Oro- Medonte. Recognizing the importance of tourism to the municipality, specific objectives and actions were approved in the 2018-2022 Economic Development Strategy. The following objectives and actions were included to support and promote Oro-Medonte as a premier four-season destination. Objective 1: Support and positively influence the development of new and existing four- season tourism products in the Township. Action Areas: o Maintain and expand partnerships related to tourism marketing and product development at the local and regional levels. Page 9 of 62 Page 76 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... • Explore providing packaging support for local and regional tourism operators to increase overnight tourism visits. o Work with regional tourism partners and industry stakeholders to develop an action plan for tourism development. Objective 2: Maintain and enhance tourism/recreational infrastructure in the Township. Action Areas: o Identify existing recreational assets and their status. o Identify user groups and clubs that have a vested interest in the Township's recreational assets. o Consult with the community and tourists about recreational needs. o Develop a plan to support and/or expand tourism/recreational assets. o Enhance local wayfinding signage and community branding. Oro-Medonte is home to multiple major tourism businesses, bringing economic prosperity to the Township. These businesses deliver 4 seasons of opportunity for tourism, providing jobs for residents and support to the ancillary tourism businesses, including restaurants and retail stores operating in and around the Township. The Township participates in tourism product and experience development initiatives to encourage more tourism to the area and benefit the region. The Township works closely with tourism partners in the region including Orillia & Lake Country Tourism (OLC), Oro- Medonte Chamber of Commerce & Tourism, Tourism Simcoe County (TSC), Regional Tourism Organization 7 (RTO7) as well as others. Some of the past product development projects that have been completed, and have successfully contributed to the growth of the tourism sector include; cycling (road, trail and mountain biking), paddling and fall driving tours. New and more recent initiatives include the barn quilt trail, motorcycle routes and agri-tourism developments. These types of products and experiences provide more reasons for people to visit Oro- Medonte stay longer and spend more and represent opportunities for businesses to collaborate and promote one another. For several years, the Township has worked in partnership with the Orillia Area Community Development Corporation (CDC), Orillia & Lake Country Tourism (OLC) and the surrounding municipalities on a regional Tourism Investment Project. The project included a complete assessment of tourism products and analysis of the broader region inclusive of stakeholder interviews. The final report was completed in 2019 which identified the top potential Tourism Investment opportunities for the Lake Country region. Over the last couple of years the Township has seen growth in new developments that are directly or indirectly related to tourism, resulting in both an increased interest in and Page 10 of 62 Page 77 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... visitation from outside the region. Some of these developments include the Lake Simcoe Regional Airport (LSRA) expansion, Vetta Spa, Oro Station Automotive Innovation Park and the recently purchased Carriage Ridge and Carriage Hills Resort and new ownership at Horseshoe Resort. On a smaller scale but very much in high demand is the expansion of Glen Oro Farms and the unique glamping and agri/eco- tourism experiences that the farm now offers and other popular agri tourism businesses including Quayle's Brewery and Heritage Estates Winery and Cidery to name a few. The ski resorts including Hardwood Ski & Bike, Horseshoe Resort and Mt. St. Louis Moonstone have all invested significantly in their resort operations. Since the onset of the COVID-19 pandemic the Township has also seen an increased use of the public assets in the Township including the forests, trails and water access locations. Tourism plays an important role in the economic and social well-being of a community. The more visitor friendly a destination is, the more likely it is to create opportunities for visitors to do more, stay longer and visit again creating a stronger and more viable impact. As competition increases for visitors, each destination needs to identify, enhance and develop characteristics that create positive visitor impressions and memorable experiences. Developing a Tourism Destination Action Plan is even more essential today given the long lasting impacts of COVID-19 on the Tourism Industry. 3. Current Situation A Tourism Destination Action Plan developed for Oro-Medonte will provide direction and opportunity for the Township and our stakeholders. It will identify actions needed to manage Oro-Medonte as a destination. An Action Plan will confirm the roles and responsibilities of the municipality, and give consideration to the activities of other players in the sector and avoiding duplication of efforts. • Township of Oro-Medonte — Destination Management (ie. infrastructure, wayfinding) • Orillia & Lake Country Tourism — Marketing & Promotions (ie. media, digital marketing, website, print) • Oro-Medonte Chamber of Commerce & Tourism - Partnerships, Events & Local Marketing (ie. shop local, farmers market, community events) • Other larger and more regional players including Tourism Simcoe County, RTO7 and Destination Ontario • Other business support organizations such as the Orillia & Area Community Development Corporation (ie. workforce development, business planning) An Action Plan will build on the most recent tourism analysis including the Tourism Product Gap Analysis and Policy Recommendations project completed in December 2021 . An Action Plan will provide guidance and opportunities that are unique to our rural municipality, and give consideration to the COVID-19 impacts, assisting the tourism sector. Sustainable tourism must be considered and take into account current and future economic, social and environmental impacts, addressing the needs of visitors, the industry, the environment and our local community. The outcomes of this Page 11 of 62 Page 78 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... project will tie into the next steps for an updated Economic Development Strategy in 2023. The final recommendations and actions will position Oro-Medonte as a destination for a strong tourism sector and opportunities for growth in Tourism. The Action Plan will address the importance of the continued efforts for a consolidated and collaborative approach to tourism between the municipality, tourism partners/stakeholders and businesses. It will analyze and provide recommendations on opportunities to leverage existing tourism assets more effectively, engage tourism operators in activities that will assist to growing tourism, and promoting tourism assets. The deliverable will need to be highly collaborative, actionable and have a strong implementation strategy. This will enable us to make informed decisions to develop tourism in a sustainable way that is appropriate for the municipality, the businesses and the community. Through this Action Plan we hope to identify new and innovative ways to fulfill our role in management of the destination. 4. Scope of the Project The Township of Oro-Medonte is seeking a qualified proponent to complete a multi-year Tourism Destination Action Plan. The successful proponent will work with Township staff and external stakeholders to determine the next steps for the Township to support the growth of Tourism and management of the destination including a final action plan. • Review and consideration of previous work completed under the Background Documents section; • Conduct independent research that builds on previous research to analyze the current destination needs and understanding of economic impact of Tourism in the Township; • Stakeholder engagement including relevant tourism organizations; • An understanding of who has a vested interest in Tourism; • Review and confirm current roles & functions related to tourism, clearly identify roles of tourism organizations, provide recommendations for working collaboratively together, avoiding duplication and opportunities for ongoing communications; • Determine what are the key areas of focus for the Township, what is the roadmap or critical path for the next 3-5 years including: tactics, initiatives, and measures maximizing limited budgets and time; • Review actions and opportunities related to assist in the recovery for local businesses from the impact of COVID-19; • Finalize recommendations, next steps and incorporate into a final action plan with prioritization, if available suggest funding opportunities and partnerships. Page 12 of 62 Page 79 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 5. Timeframe of Project The following is the proposed timing for thisproject: Release of RFP Thursday, December 2, 2021 Last day for questions, errors or Friday, December 10, 2021 omissions from proponents Deadline for Final Addenda Monday, December 13, 2021 RFP Closing Wednesday, December 22, 2022 12:OOpm Evaluation of Proposals Upon Closing of RFP submission Proponent Presentations/ Interviews Week of January 10, 2022 Award of Contract/Council Approval Week of January 26, 2022 Project Commencement Week of February 1 , 2022 Project Team Briefings Ongoing Final Presentation May 2022 (This timetable may be changed by the Township at any time) 6. Project Requirements and Deliverables The successful Proponent will be required to provide a project plan that includes a breakdown of phases, tasks, deliverables and associated timing. The successful Proponent will provide the following: • Confirmation of reviewing current tourism roles & functions, providing an analysis and includes specific recommendations for managing the following activities, but not limited to: visitor experience, destination management, business support (BR&E) and marketing; • All interview survey data will be owned by the Township and will be provided upon request; • A clear picture of what will be required to support economic development of the local tourism industry such as, but not limited to: o Attractions, activities and experiences o Festival and events o Accommodation o Access and infrastructure o Visitor amenities and services o Key tourism resources and features • A final report, that incorporates the above details, plus: o Recommended phased actions and prioritization for the next 3-5 years o Any suggested funding strategies and opportunities for a consolidated and collaborative approach to tourism o Key performance indicators o Submission of findings Page 13 of 62 Page 80 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... • Any additional background information that would be beneficial to support the growth of tourism in the municipality; • Opportunity for the actions to tie into an updated overall Economic Development Strategy for the Township. Once approved, a final report should include a consolidation of the workcompleted, including reasoning for all decisions and recommendations that are ready first for Township staff review and then a presentation to Council and the public, completed by the contracted Consultant. A budget allocation of up to $25,000.00 has been approved for the Tourism Destination Action Plan, based on Township of Oro-Medonte budgets and approval from the County of Simcoe for the Economic Development Funding Program for 2021/2022. Background Documents Background information provided upon request, some of the documents are not available until the successful proponent is selected; • Oro-Medonte Strategic Plan 2021 • Oro-Medonte Economic Development Strategy 2018-2022 • Oro-Medonte Tourism Product Gap Analysis(TPGA) & Policy Recommendations 2021 • Relative Survey Data collected through the TPGA project • Working document for Roles & Functions Assessment 2021 • Visitor Data Profiling and Environics Prizm data 2021 • County Economic Development and Tourism COVID-19 Recovery Plan 2021 • County Economic Development Strategy (2021 — 2025) • Orillia & Lake Country Investment Project 2019 • Provincial — Discover Ontario: A report on the future of Tourism • The Lake Simcoe Tourism Assessment (Premier Ranked), 2007 • RTO7 Destination Development Plan (2011) • Tourism Reports about the COVID-19 Impacts that are relevant • Other Available Documents 7. Contents of Proposals The Request for Proposal response submission shall include at a minimum the following information: 1. Table of Contents, at the front of the submission 2. Completed Proponent Information Form 3. Company Background and Relevant Experience: Page 14 of 62 Page 81 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... a) Provide an outline of your company background and experience in relation to this project; b) Provide samples of similar projects, including links to further information, which your company has been involved with, including at least 2 references (recent clients); c) Describe the unique strengths that your firm can bring to the project and how these set your firm apart from others. 4. Personnel Summary: a) Provide information related to the qualifications and experience of the personnel who will be assigned to work directly on this project, including resumes, documentation of accreditation and/or letters of reference. 5. Work Plan and Timelines a) Provide a detailed work plan of the services to be provided, including all of the tasks, milestones and timelines. Indicate the personnel responsible for each task. The timeline schedule should have sufficient details to clearly demonstrate a full understanding of the timelines associated with the completion of the project. b) A description of the submitting Consultant's understanding of the assignment, including a description of the overall approach. c) The Project Work Plan should also include a detailed methodology that should take the form of a description of the steps to be followed in order to successfully meet the project's goals and objectives. This plan will indicate the sequencing and staging of tasks, key decision points, expected completion date for each task and the interrelationship between the completion of the task and the preparation of the project deliverables. d) A statement indicating a willingness to sign a formal agreement 6. Completed Form of Proposal 7. Completed Schedule II — List of References 8. Completed Conflict of Interest Form 9. Completed AODA Declaration Form 10.Budget a) Provide a detailed budget sheet with number of hours, hourly rates and totals assigned to each individual personnel assigned to this project; b) Identify any out of pocket expenses & disbursements; c) Identify any sub-consultant(s) that will be used on the project and appropriately Page 15 of 62 Page 82 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... include their fees in the detailed budget sheet; d) Completed Schedule I — Budget (breakdown where possible). Page 16 of 62 Page 83 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Part II Instructions to Proponents 1. Delivery of Proposals The Form of Proposal, together with all supporting documentation, is to be submitted attached in PDF format to an email. If the attachments total size is 10mb or more, please send an email, and include a Dropbox link for attachments. Please ensure that the name of the proponent and name of project is included in the email. The email will be responded to along with a date and time stamp according to the email address submitted to. Proposals time stamped after 3.00 p.m. (15.00 hours) are late, shall be deemed non- compliant, and shall be returned to the Proponent. All Proposals shall be irrevocable and shall remain open for acceptance, at the prices quoted, for up to ninety (90) calendar days from the closing date and time. In submitting a Proposal, each Proponent agrees that, notwithstanding anything to the contrary, the Township may notify the successful Proponent at any time within the ninety (90) calendar days that it's Proposal has been accepted. 2. Proposal Schedule Release of RFP Thursday, December 2, 2021 Last day for questions, errors or Friday, December 10, 2021 omissions from proponents Deadline for Final Addenda Monday, December 13, 2021 RFP Closing Wednesday, December 22, 2022 12:OOpm Evaluation of Proposals Upon Closing of RFP submission Proponent Presentations/ Interviews Week of January 10, 2022 Award of Contract/Council Approval Week of January 26, 2022 Project Commencement Week of February 1 , 2022 Project Team Briefings Ongoing Final Presentation May 2022 (The Township may change this timetable at any time) Note: Although every attempt will be made to meet all the dates, the Township reserves the right to modify any or all dates, and closing time at its sole discretion. 3. Competition Intended It is the Township's intent that this Request for Proposal (RFP) permit competition. It shall be the Proponents responsibility to advise the Economic Development & Communications Coordinator, in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received no later than seven (7) calendar days prior to the date set for RFP closing date and time. Page 17 of 62 Page 84 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 4. Inquiries All inquiries concerning this Proposal, including specifications, process and results are to be directed in writing (e-mail) through: Corporate Services; Jennifer Whitley, Economic Development & Communications Coordinator iwhitley(aboro-medonte.ca Inquiries shall not be directed to any other Township employee. No clarification requests will be accepted by telephone. A transcript of the questions and answers will be made available, via the method authorized for advertising the RFP, on or before the date as listed in this document. Questions or clarification will be answered individually in writing in a transcript, but response(s) to any question that modified the scope of this document will be issued as an Addendum and circulated via the method authorized for advertising the RFP. 5. Addendum/Addenda Addendum/Addenda if required will be issued by the Township and shall hereby form part and parcel of the Contract Documents. Failure to acknowledge Addendum/Addenda issued may result in a non-compliant submission. All Addendum/Addenda should be issued to the Proponents forty-eight (48) hours prior to the Closing date and time via the method of RFP listing. It is the responsibility of the Proponent to ensure they have received all Addendum/Addenda that have been issued. The Township of Oro-Medonte will assume no responsibility for oral instructions or suggestions. Prior to submitting their Proposal, Proponents should check the Township's website (www.oro-medonte.ca) to verify they have received all Addenda. 6. Site Meeting Will be determined if necessary during the kick off meeting. Visitation to the Township may be helpful as part of the process. 7. Mandatory Proposal Requirements Failure to adhere to the following Mandatory Proposal Requirements shall result in the Proposal being declared a non-compliant Proposal: i. Proposals shall be received via Email, as set out in the RFP, by the Owner prior to the stated Closing date and time; Page 18 of 62 Page 85 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... ii. Proposals shall be submitted complete and in the original Form of Proposal, as supplied, without any unauthorized alterations, additions, deletions or qualifying statements made to or provided with the Form of Proposal. iii. The Form of Proposal shall be `original' with an `original' signature(s) that is signed in the spaces provided by a duly authorized official of the Proponent; iv. The Proponent shall attend all mandatory site meetings, if applicable; and V. The Proponent shall be previously qualified, under a related pre-qualification process, if applicable. If the Proposal is a joint submission of two (2) or more Proponents, a single Proposal is to be coordinated and submitted by one (1) Proponent, who shall be identified as the "Lead Proponent" and shall take full responsibility for all associated Proponents. Signatures on behalf of a non-incorporated body or by individuals shall be witnessed. In the case of an incorporated company, the corporate seal shall be affixed to the Form of Proposal adjacent to the authorized signature. 8. Checking of Proposals Proposals opened are checked by Corporate Services to ensure that: i. the required Bid security is provided and properly executed, if applicable; ii. all Proposals submitted comply with the Mandatory Proposals Requirements; iii. all arithmetic extension calculations are correct; iv. where there is an obvious error in extensions, additions or computations, the Township shall be entitled to correct such errors based on the unit prices supplied, and the corrected total shall be considered as representing the intention of the Proponent, and shall be used as the basis for comparison of Bids. For greater certainty, any failure by a Proponent to insert a unit price where required shall be deemed to be a $ "0" value; v. all items as specified have been bid on; vi. all strikeouts, erasures or overwrites are initialed by an authorized person; vii. no claims or litigation proceedings have been instituted by the Proponent against the Township, or in turn by the Township against the Proponent; and viii.all addenda have been acknowledged on the Form of Proposal in the space provided. Page 19 of 62 Page 86 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... In any of the above circumstances where there are obvious or patent errors such as misplaced decimals, the Owner shall consider the intent of the Proponent. 9. Late Submission Proposals received after the closing date and time will not be considered during the selection process and will be returned unopened to the respective Proponent. 10. Proposal Opening Proponents are advised there will not be a public opening for this Request for Proposal. Proposals received, by the date & time of closing, will be opened administratively by respective members of the Corporation and/or the Evaluation Team, at a time subsequent to the closing. 11. Amendment of Proposals Proponents who have submitted a Proposal may amend it up to the Closing Date and Time by submitting a replacement Proposal. Amended Proposals must be sealed and submitted in accordance with all other requirements included in this document. The amended Proposal will clearly be marked "Amended" and should clearly indicate that it replaces any other submitted version. In the case of a discrepancy, the Township will deem the last Proposal received prior to the Closing Time, to be the valid Proposal. 12. Right to Accept or Reject Proposal The Corporation of the Township of Oro-Medonte reserves the right to accept any Proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost Proposal, or any Proposal may not necessarily be accepted as per The Township of Oro-Medonte's Purchasing and Tendering Procedures By-law 2004-112, as amended. Township staff shall evaluate all Proposals received by the Closing Date and make evaluations and recommendations for acceptance. The Tenderer is advised that the scope of works as required by this tender may be changed at the discretion of the Township as may be necessary due to budgeting constraints or in the best interest of the Township. Should the Township exercise this option, the unit prices bid shall prevail with no additional claims to be considered by the Township. 13. Proposal Evaluation An Evaluation Committee will evaluate each of the Proposals received in accordance with the evaluation criteria as set out in the RFP Document. The Committee reserves the right to enter into further discussions in order to obtain information that will allow the Committee to reach a decision with a Proponent, and to waive irregularities and omissions if, in doing so, the best interest of The Township will be served. 14. Evaluation Criteria Page 20 of 62 Page 87 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... It is the responsibility of the proponents to provide sufficient information in the Proposal to exhibit required abilities. Proponents are cautioned that organization of their response, as well as thoroughness is critical to the evaluation process. All required information should be furnished and presented in an organized, comprehensive and easy to follow manner. Selection of a Proposal will be based on, but not solely limited to, the following criteria and weighting: Item Evaluation Criteria Points 1 Quality and Completeness of Proposal 15 2 Company Background and Relevant 20 Experience 3 Budget 20 4 Work Plan, Methodologies, Timelines 30 5 Client References 15 Total Available Points 100 Proposals will be assessed on the basis of information provided by the Proponent at the time of submission and shall take into account subsequent interviews with the Proponent as may be required. Proposals may be considered for an interview. Note: Only teams that have completed work of a similar nature for municipalities, since January, 2016 will be considered. Proposals will be evaluated on the basis of the following criteria. Each of the criteria will be scored 1 through 5 with 5, being the best score. The criteria is assigned a weighting factor that represents the significance relative to other criteria. The scores for the criteria will be multiplied by the weighting factor assigned and the results will be totaled out of 100. Criteria: Note: Refer to the Form of Proposal for specifics relating to content requirements of the Proposal. 1 . Quality and Completeness of Proposal: 1 2 3 4 5 /15 Priority Factor: 3X 2. Company Background and Relevant Experience: 1 2 3 4 5 /20 Priority Factor: 4X Page 21 of 62 Page 88 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 3. Budget: 1 2 3 4 5 /20 Priority Factor: 4X 4. Work Plan, Methodologies and Timelines: 1 2 3 4 5 /30 Priority Factor: 6X 5. Client References: 1 2 3 4 5 /15 Priority Factor: 3X Total Score out of 100 Proposal evaluation results are the property of the Township. The Township intends not to disclose evaluation results, under any circumstances, either before, during, or after the RFP process. An award of an Agreement, if any, shall be based on the evaluation results. By responding to this RFP, Proponents agree to accept the recommendations of the Evaluation Committee as final and binding. 15. Negotiations The Township may award the contract on the basis of the proposals received, without discussion. Each proposal should therefore contain the Proponent's best terms and complete detailed information. The Township reserves the right to enter in to negotiations with any selected Proponent(s). If the Township and the selected Proponent(s) cannot negotiate a successful agreement, the Township may terminate the negotiations and begin negotiations with the next selected Proponent(s). This process will continue until an agreement has been executed or all of the Proponent(s) have been rejected. No Proponent shall have rights against the Township arising from negotiations. 16. Presentation & Interview The Township reserves the right to interview any or all of the Proponents that submit a Proposal to provide the Evaluation Committee with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. If required, the interviews would be conducted by representatives of the Evaluation Committee virtually and shall follow this general format: a. Introduction of Proponent's Project Team (5 minutes) b. Proponent Presentation of the Proposal (15 minutes) c. Questions from Evaluation Committee (15 minutes) d. Questions from Proponents (5 minutes) Proponents will be notified of the final format for interviews/presentations in advance. Interviews will take place via a scheduled Zoom Meeting. 17. Award Determination Page 22 of 62 Page 89 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Consideration for award shall only be undertaken in relation to Proponents who are determined by the Township to have satisfied all the requirements. The Evaluation Committee hereby reserves the right, privilege, entitlement and absolute discretion, and for any reason whatsoever to: i. Recommend acceptance of a Proposal which is not the lowest Proposal submission, or recommend rejection of a Proposal that is the lowest Proposal even if it is the only Proposal received; ii. Recommend acceptance of the Proposal deemed most favourable to address the scope of work. iii. Recommend acceptance or rejection of any and all Proposals, whether in whole or in part; iv. Recommend acceptance or rejection of any unbalanced, irregular, or informal Proposals; or v. Recommend rejection of any Proponent who is involved in litigation with the Township. The Evaluation Committee reserves the right to consider, during the evaluation of Proposals: vi. Information provided in the Proposal itself; vii. Information provided in response to enquiries of credit, experience and industry references set out in the Proposal; viii.Information received in response to enquiries made by the Owner of third parties apart from those disclosed in the Proposal in relation to the reputation, reliability, experience and capabilities of the Proponent; ix. The manner in which the Proponent provides services to others; x. The experience and qualification of the Proponent's senior management, and project management; xi. The compliance of the Proponent with the Owner's requirements and specifications; or xii. The Proponent acknowledges that the Owner may rely upon the criteria, which the Owner deems relevant; even though such criteria may not have been disclosed to the Proponent. By submitting a Proposal, the Proponent acknowledges the Owner's rights under this section and absolutely waives any right, or cause of action against the Owner, by reason of the Owner's failure to accept the Proposal submitted by the Proponent, whether such right or cause of action arises in Project, Page 23 of 62 Page 90 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... negligence, or otherwise. 18. Execution of Award The Successful Proponent, if any, shall sign the Contract in triplicate (3), within seven (7) calendar days of written notification of acceptance. The following completed documents, as listed, shall be submitted prior to or at the time of signing: a) Agreement signed and sealed in triplicate; b) Contract Security, if applicable; c) current Insurance Certificate; d) a current copy of the Workplace Safety and Insurance Board Certificate of Clearance; e) Payment Information, if applicable; f) AODA Declaration Form and; g) Any other documentation requested within this RFP. 19. Order of Precedence The Successful Proponent understands that the Contract shall consist of the following documents, ranked in order of priority, from highest to lowest: a. The duly signed Agreement preceding the Schedules; b. Township's Change Orders (including any purchase orders issued for these Change Orders); c. the Schedules of the Agreement; d. any addenda to the RFP; e. the RFP Document; f. any modifications to the Proposal acceptable to the Township, in its sole discretion; and g. the Proposal submitted by the Proponent. The Contract shall constitute the entire agreement between the parties pertaining to the subject matter of this RFP and shall supersede all prior agreements, understandings, negotiations and discussions, oral or written, between the parties or any documentation that may otherwise accompany the Work. Any conflict or inconsistency between the components of the Contract shall be resolved, to the extent of any conflict or inconsistency, in accordance with the order of authority stated above. The Township reserves the right to include additional terms and conditions during the process of Contract negotiations. These terms and conditions shall be within the scope of the original RFP and Contract documents and will be limited to cost, clarification, definition and administrative and legal requirements. 20. Alternative Dispute Resolution. Page 24 of 62 Page 91 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... (a) If requested in writing by either the Township or the Proponent, the Township and the Proponent shall attempt to resolve any dispute between them arising out of or in connection with this Contract by entering into structured non-binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties. If a dispute cannot be settled within a period of ninety (90) calendar days with the mediator, the dispute shall be referred to and finally resolved by arbitration under the rules of the province having jurisdiction or by an arbitrator appointed by the agreement of the parties. (b) No person shall be appointed to act as mediator or arbitrator who is in any way interested, financially or otherwise, in the conduct of the work on the project or in the business or other affairs of either the Township or the Proponent. (c) The award of the arbitrator, including an award for costs if applicable, shall be final and binding upon the parties. (d) The provisions of the Arbitration Act, 1991, S.O. 1991 , Chapter 17, as amended shall apply. 21. Contract Additions & Deletions The Township reserves the right to add and/or delete any item(s) from the Contract. Deletions will not result in any penalty in any form. 22. Proponent Qualifications Qualified Proponents are those which: • have sufficient facilities and resources to meet the Township's needs; • will provide all of the Township's Key Service Requirements; • demonstrate reasonable flexibility and willingness to work with the Township as a business partner; • have experience with clients requiring services of a similar scope and complexity as the Township of Oro-Medonte and provide contact details for these clients. 23. Proponent's Statement of Understanding It is understood that Proponents have carefully examined all of the Contract Documents and have carefully examined the Work to be performed under the Contract if awarded. The Proponent also understands and accepts the said Contract Documents, and for the prices set forth in the Proposal to be firm for the length of the project. 24. Term of Contract The term of contract will become effective upon award to the successful Proponent(s) and shall remain in effect for the entire period of the work. Page 25 of 62 Page 92 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 25. Irrevocability of Proposals By submission of a clear and detailed written notice, the Proponent may amend or withdraw its Proposal prior to the closing time. Upon closing time, all Proposals become irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal be deemed successful the Proponent will enter into a Contract with the Township. 26. Errors and Omissions No oral interpretation shall be effective to modify any provisions of the Contract Documents. Any modification or clarification shall be by written Addendum. The Addendum(s) shall form part of the Contract Documents. 27. Proponents Expenses Proponents are solely responsible for their own expenses in preparing a Proposal and for subsequent negotiations with the Township, if any. If the Township elects to reject all Proposals, the Township will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 28. Changes to Proposal Wording The Proponent will not change the wording of its Proposal after closing and no words or comments will be added to the Proposal unless requested by the Township for purposes of clarification. 29. Price Components All prices will be quoted in Canadian Funds. Prices must be expressed in accordance with the unit of measure specified in the document. Prices documented shall be net prices including transportation and delivery charges fully prepaid by the Proponent to any specified destination within the limits of the Township, unless a breakdown is requested on the Schedule I Budget. The Township reserves the right to correct patent computational or other mathematical errors evident on the face of the bid; however, unit prices will not be adjusted. 30. Freedom of Information All Proposals submitted to the Owner become the property of the Owner and as such, are subject to the Municipal Freedom of Information and Protection of Privacy Act ("MFIPPA"). All correspondence, documentation and information provided to staff of the Township by Page 26 of 62 Page 93 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... any Proponent in connection with, or arising out of this RFP, and the submission of any Proposal will become the property of the Township and as such is subject to MFIPPA, and may be released, pursuant to the Act. The Proponent's name at a minimum shall be made public upon request. In-line with MFIPPA, Proponents are advised to identify in their Proposal material, any scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which could cause them injury. Any information in the Proponent's submissions that is not specifically identified as confidential will be treated as public information. All correspondence, documentation and information provided to the Evaluation Committee may be reproduced for the purposes of evaluating the Proponent's submissions to this RFP. 31. Bribery/Fraud Should any prospective Proponents or any of their agents give or offer any gratuity or to attempt to bribe any employee of the Owner, or to commit fraud, the Owner shall be at liberty to cancel the prospective Proponent's Proposal and to rely upon the Bid Security submitted for compensation, if applicable. 32. Cancellation i. In the event the Successful Proponent does not comply with the specifications, terms and conditions, and scope of work, at any time throughout the duration of the Contract, the Contract shall be cancelled in accordance with the terms contained herein. ii. The Owner upon non-performance of Contract terms may cancel the Contract; however, in doing so, the Owner does not waive its right to rely upon any obligations or commitments agreed to by the Proponent as part of their Proposal. The Proponent remains liable for the difference between the next acceptable Proposal of goods and/or service Proposal prices. iii. Where there is a question of non-performance, payment in whole or in part may be withheld at the discretion of the Owner. This action shall not prevent the Owner from taking early payment discounts otherwise applicable. 33. Insurance The successful Proponent shall maintain and pay for Commercial General Liability Insurance with an insurer acceptable to the Owner. The coverage shall include premises and all operations liability to be performed by the Proponent. This insurance coverage shall be subject to limits of not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof for any one occurrence. i. The CGL policy shall include The Corporation of the Township of Oro- Medonte_as an additional insured in respect to all operations performed by or on behalf of the Successful Proponent. Page 27 of 62 Page 94 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... ii. The Successful Proponent shall be entirely responsible for the cost of any deductible, which is maintained in any insurance document. iii. The Insurance Policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30) days prior written notice to the Owner. In addition, Professional Liability Insurance is required, in an amount of not less than Two Million Dollars ($2,000,000) inclusive per claim. All required insurance would be endorsed to provide the Township within 30 days advance written notice of cancellation or material change. The Service provider will provide the Township with evidence of the required insurance, in the form of a completed Certificate of Insurance, immediately following execution and delivery of the Contract. Where applicable the successful Proponent shall carry standard automobile and non- owned automobile liability insurance and shall protect themselves against all liability arising out of the use of owned or leased vehicles, used by the Successful Proponent, its employees or agents. The limits of the liability for both owned and non-owned vehicles shall not be less than Two Million Dollars ($2,000.000.00) per occurrence. 34. Workplace Safety and Insurance Board (WSIB) The successful Proponent shall be required to supply a Certificate from the Workplace Safety and Insurance Board prior to the start of the Contract and thereafter upon request during the life of the Contract indicating that all of the assessments the successful Proponent or any sub-consultant is liable to pay under the Worker's Safety Insurance Board Act or successor legislation have been paid and they are in good standing with the Board. Effective January 1, 2013, Bill 119 legislates that all Consultants, Contractors and Sub- Contractors, categorized under Class G: Construction, shall have a WSIB account and clearance coverage prior to commencing any Contract. Alternatively, if the Successful Proponent is an Independent Operator and is not categorized under Class G: Construction, the Successful Proponent must submit a letter from the WSIB, confirming that s/he has Independent Operator Status under the WSIB Act. If the Successful Proponent does not have Independent Operator Status, the Successful Proponent shall; I. Complete an Independent Operator Status Questionnaire upon being awarded the Contract; and, II. fund all costs associated with any appeal of a determination by WSIB that the proponent/contractor is not an Independent Operator; and, III. provide proof of Employer's Liability Insurance in an amount not less than two million dollars ($2,000,000) per occurrence (provided either by WSIB or the successful Proponent's insurance provider). The Successful Proponent acknowledges and agrees that the Township is not hiring an Page 28 of 62 Page 95 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... employee(s) to perform the work associated with this RFP. As such, the Township reserves the right to terminate all Contracts associated with this RFP if all appeals have been exhausted and the Successful Proponent is determined by WSIB or court or tribunal of competent jurisdiction to be an employee. 35. Regulation Compliance and Legislation The Successful Proponent shall ensure all services and products provided in respect to this Contract are in accordance with and under authorization of all applicable authorities, Municipal, Provincial and Federal legislation, including but not limited to: • the Occupational Health and Safety Act and its regulations; • the Workplace Safety & Insurance Act and its regulations; • the Municipal Act and its regulations; 36. Laws of Ontario Any Contract resulting from this Request for Proposal will be governed by and will be construed and interpreted in accordance with the laws of the Province of Ontario. 37. Indemnification The Successful Proponent shall indemnify and save harmless the Owner, its Agents and employees from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries and judgments (including legal fees and expenses) of every nature and description brought or recovered against either the Owner, its Agents and employees, or the Successful Proponent by reason of a negligent act, error or omission of the Successful Proponent, its Agents, employee or licensees in providing the services, including, without limiting the generality of the forgoing, loss or damage to property, injury or the death of any persons, alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment. 38. Force Majeure Neither party shall be responsible for any delay or failure to perform its obligations under the Contract where such delay or failure is due to fire, flood, explosion, war, embargo, Governmental action, Act of Public Authority, Act of God, or to any other cause beyond its control, except labour disruption. In the event Force Majeure occurs, the party who is delayed or fails to preform shall give prompt notice to the other party and shall take all reasonable steps to eliminate the cause. Should the Force Majeure event last for longer than 30 calendar days, the Owner may terminate this Contract by notice to the successful Proponent without further liability, expense or cost of any kind. Page 29 of 62 Page 96 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 39. Severability Should any term or portion of this Contract be found to be invalid or unenforceable, the remainder shall continue to be valid and enforceable. 40. Termination of Contract The Owner may terminate this contract at any time without penalty upon giving written notice to the Proponent, if, in the sole opinion of the Owner, the Proponent is unable to deliver the service as required, the Proponent's performance of the service is persistently faulty or below the required standard, or, the Proponent becomes insolvent or commits an act of bankruptcy. 41. Termination by Notice The Owner may terminate this contract at any time upon notice to the Proponent, whereupon the Owner shall only be liable for any Proponents fees and expenses for satisfactorily completed work up to the date of the termination and not thereafter. 42. Termination for Cause The Owner reserves the right in its sole discretion to terminate this contract, in whole or in part, at any time, without penalty, expense or further liability of any kind: a. At any time, upon notice to the Proponent, for a major breach of the terms of this Contract by the Proponent; b. At any time, upon notice to the Proponent, following the failure of the Proponent to satisfactorily remedy, repair or replace any defector or deficiency in the Proponent's performance of the Contract, after having been given notice to do so by the Owner; c. At any time if the Proponent makes an assignment for the benefit of its creditors, a proposal of compromise with its creditors, a declaration of its voluntary bankruptcy or insolvency, a placing or its cessation or winding up of its business, in whole or in part; d. At any time if a Force Majeure event preventing performance of the Contract by either party continues for longer than thirty (30) consecutive days; or e. As otherwise provided in this Contract. The Owner's rights of termination shall be in addition to any other rights or remedies it may have in law, in equity or under this Contract. 43. Suspension of Work The Owner may in its sole discretion at any time upon notice to the Proponent in writing suspend the performance of the Work, in whole or in part, for a specified or unspecified Page 30 of 62 Page 97 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... time. Upon receiving notice of the suspension, the Proponent shall immediately suspend all operations concerning that identified portion of the Work except such Work as is necessary in the opinion of the Owner to care for, preserve and protect the Work. During the period of suspension, the Proponent shall only be entitled to be reimbursed for its reasonable, proper and actual expenses in caring for, preserving and protecting the Work. Should the period of suspension of the Work, in whole or in part, last longer than thirty (30) calendar days or such longer period as the parties may agree upon in writing, either party to the contract may consider the contract to be terminated by mutual agreement without further liability. 44. Suspension in Future In the event the Proponent fails to provide quality service, equipment or personnel, as determined by the Owner in its Sole discretion, the Proponent may be deemed ineligible for similar work in future competitions for contracts issued by the Owner. 45. Failure to Comply with Owner Decisions If the Proponent fails to comply with any decision or direction of the Owner made pursuant to the Contract, the Owner may, upon notice to the Proponent, employ such methods as the Owner deems advisable to do that which the Proponent failed to do, at the Proponent's cost and expense. The Proponent shall be liable for and shall upon demand pay to the Owner an amount equal to the aggregate of all costs, expenses and damages including the cost of any methods the Owner employed by reason of the Proponent's failure to comply as above. 46. Evaluation of Performance At project completion, the Township will conduct an evaluation of the Proponents overall performance with input from the Township's Inspectors or consultants if applicable. This evaluation will be reviewed with the Proponent and recommendations will be put forward as to the Successful Proponent's overall suitability of future Township of Oro-Medonte work. It must also be noted that while overall performance is being evaluated, the Township reserves the right to suspend a Proponent for extreme or repeated inadequate grades on any issues related to health and safety, specifically items public safety and traffic control, compliance with all WSIB provisions, maintenance of employee safety standards, compliance Ministry of Labour regulations. The evaluation shall be placed on file and a copy will be provided to the Proponent. This information may be made available to persons requesting Owner references for the Contract. The Proponent hereby authorizes the maintenance and release of this information. Page 31 of 62 Page 98 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 47. Time is of the Essence The Owner shall have the right to cancel at any time any project or any part of any project resulting from this RFP in respect to the goods, materials, articles, equipment, work or services, covered thereby, not delivered or performed by the specified time in the written document, without incurring any liability whatsoever in respect hereto. "Time is of the essence". 48. Safety Standards It is the responsibility of the Successful Proponent to Work in a safe and orderly manner so as not to constitute any safety hazards. 49. Non-Waiver No condoning, excusing or overlooking by the Owner of any default, breach or non- observance by the Successful Proponent at any time or times in respect of any provision herein contained shall operate as a waiver of the Owner's right hereunder in respect of any continuing or subsequent default, breach or non-observance or so as to defeat or affect in any way the rights of the Owner herein in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Owner save only an express waiver in writing. Any Work completed by the Owner required by this agreement to be done by the Successful Proponent shall not relieve the Successful Proponent of his/her obligations to do that Work. 50. Non-Assignment The Successful Proponent may not assign this Contract nor any Work to be performed under this Contract or any part hereof without the prior written consent of the Owner. Such written consent however shall not under any circumstances relieve the Successful Proponent of his/her liabilities and obligations under this Contract and shall be within the sole and unfettered discretion of the Owner. 51. Emergency Telephone Number Prior to commencing, the Work, the Successful Proponent shall provide the Owner with the name(s) and telephone number(s) of his/her representative(s) who can be contacted on a 24-hour basis in case of an emergency during the term of the Contract. 52. Personal Property Security Act The Successful Proponent warrants that the goods/inventory/equipment being supplied to the Owner, are free and clear of all liens, charges, encumbrances, mortgages, hypothecations, copyright, patents or any third-party statutory claims. 53. Confidentiality of Information Page 32 of 62 Page 99 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Proponents receiving this RFP may not use, disclose, or duplicate it for any purpose other than to prepare a response. Proponents shall keep the Township data confidential and shall not disclose its content to any other party, other than to those internal employees or agents responsible for preparing a submission, without the prior written approval of the Township. Receipt of this RFP does not entitle the Proponent to associate its services with the Township in any way, nor represents in any way that the Township has employed or endorsed the Proponent's services. Any such association or endorsement being contemplated by the Proponent must receive the prior written approval of the Township. The Township will not disclose or share a Proponent's response to this RFP with other Proponents or other organizations. The submission of a Proposal indicates acceptance by the Proponent of all of the conditions contained in this Request for Proposal unless clearly and specifically noted in the Proposal submitted and confirmed in the formal Contract between the Township and the Successful Proponent. Deviations from the Request for Proposal must be clearly identified in the written submission. Proposals are subject to a formal Contract being negotiated, prepared and executed. The Township reserves the right to negotiate the terms and conditions of the Contract. 54. Conflicts of Interest Proponents(s) shall disclose, in their submission, all perceived, potential, and actual Conflicts of Interest. For the purposes of this RFP, "Conflict of Interest" includes: • any situation or circumstances where, in relation to this RFP and/or the Contract, the Proponent(s) other commitments, relationships or financial interests could or could be perceived to exercise an improper influence over the objective, unbiased and impartial exercise of independent judgment by any personnel of the Evaluation Committee or the Township; • any situation or circumstances where any person(s) employed by the Township in any capacity; • has a direct or indirect financial interest in the award of the Contract to any Proposal(s); • is currently employed by, or is a sub-contractor or a consultant to a Proponent(s); • is negotiating or has an arrangement concerning future employment or contracting with any Proponent(s); • has an ownership interest in, or is an officer or director of, any Proponent(s). Page 33 of 62 Page 100 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... If a Proponent(s) discovers, at any time, any perceived, potential, or actual Conflicts of Interest, the Proponent(s) shall promptly disclose the Conflict of Interest by sending a written statement clearly identifying the conflict to the CAO's Office (Corporate & Strategic Initiatives). Failure of any Proponent(s) to comply with this section may result in the disqualification of the Proponent(s) and the rejection of its submission. Without limiting the generality of the Township's rights, the Township may, in its sole discretion: • exclude any Proponents(s) and its submission on the grounds of Conflict of Interest; • waive any and all perceived, potential or actual Conflicts of Interest upon such terms and conditions as the Township, in its sole discretion, requires to satisfy itself that the Conflict of Interest has been appropriately managed, mitigated and minimized. In the event any Proponent(s) is found to be in a potential Conflict of Interest during the term of the Contract, the Proponent shall disclose the said conflict immediately. The Township reserves the right to request any Proponent(s) cure the conflict to the Township's complete satisfaction. Failure to cure the conflict shall result in disentitlement to any compensation under this Contract. 55. Township Not Employer The Proponent agrees that The Corporation of the Township of Oro-Medonte is not to be understood as the employer to any Successful Proponent nor to such Successful Proponent's personnel or staff for any work, services, or supply of any products or materials that may be awarded as a result of this RFP. It is understood that the Successful Proponent will act as an independent contractor. 56. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216 It is the responsibility of all Proponents to become familiar with and comply with The Township of Oro-Medonte Purchasing and Tendering Procedures By-law. The Township's Purchasing and Tendering Procedures By-law can be found on Township's website: www.oro-medonte.ca 57. Working Language The working language of the Township of Oro-Medonte is English and all responses to this Request for Proposal must be English. 58. Intellectual Property Page 34 of 62 Page 101 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... All information and data, in any form, together with all designs or materials capable of intellectual property protection, prepared, developed or created by the Proponent, its employees or agents during the performance of and/or pursuant to this work shall automatically become the property of the Township. Proponents and their employees and agents each agree to sign whatever documentation may be necessary to give full force and effect to this paragraph. 59. Accessibility In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service provider's policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: 1. How to interact and communicate with persons with various types of disability 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person 3. How to use assistive device equipment that is available on the premises that may help in the provision of accessible goods or services 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services 5. Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities. Contracted employees, third party employees, agents and others that provide services to the public on behalf of the Township of Oro-Medonte must meet the requirements of Ontario Regulation 429/07 with regard to training under the Accessibility for Ontarians with Disabilities Act (AODA). A document describing your training policy or procedure, a sample copy of training and details of training dates and attendees may be required to be submitted to the Township prior to the commencement of any work. 60. Township of Oro-Medonte Payment Terms The Township payment terms are 30 days from receipt of Invoice. Harmonized Sales Tax (HST) is an extra and shall be identified separately in the Contract Documents and on all invoices. Page 35 of 62 Page 102 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Contract Payments 1 . Progress Payments Monthly statements are to be prepared based on the progress in completion of each component. 2. Progress Reports Progress report timelines shall be discussed, they will need to be submitted by the Consultant in a format acceptable to the Township and include, but are not limited to the following information: i. Work progress in the form of a Gantt Chart showing the baseline schedule and the percentage completion to date of each task/activity and the overall percentage progress of the Contract; ii. Areas where progress are on or ahead of schedule and areas where progress are behind schedule; iii. Measures taken/proposed to be taken, where necessary, to bring the work progress back on schedule; iv. Any claims for extension of time due to unforeseen circumstances or extra payment due to changes in contractual obligations during the previous payment period; and v. Payments may be deferred, at the Township's option, until the progress reports are submitted to the Township (payment is Net 30 days) Page 36 of 62 Page 103 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Part III Form of Proposal Form of Proposal Township of Oro-Medonte 148 Line 7 South, Oro-Medonte, ON LOL 2E0 RFP#: CS 2021 -04 Tourism Destination Action Plan Documents to Be Enclosed with This Form of Proposal ■ Complete Contents of Proposal ■ Proponents Information Form Signed & Sealed ■ Schedule II - List of References ■ Conflict of Interest Form ■ AODA Declaration ■ Budget Upon Award ■ W.S.I.B Certificate (upon award) ■ Certificate of Insurance (upon award) ■ Other information to be included Page 37 of 62 Page 104 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Proponents Information Form Proponents must complete this form and include with their Submission. Please ensure all information is legible. 1. Company Name 2. Proponent's Main Contact Individual 3. Address (include postal address) 4. Office Phone # 5. Toll Free # 6. Cellular# 7. Pager # 8. Fax # 9. e-mail address 10. Website 11. HST Account # 12. Will you accept payment by YES: O NO. O Visa? Acknowledgement of Receipt of Addenda This will acknowledge receipt of the following addenda and, that the pricing quoted includes the provision set out in such addenda Addendum # Date Received O Check here if no Addendum received. Page 38 of 62 Page 105 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Conflict of Interest Prior to completing this portion of the Form of Proposal, Proponents(s) should refer to the definition of Conflict of Interest set out in the RFP. Check the box that applies: ❑ The Proponent(s) declares that there is not an actual or potential Conflict of Interest relating to the preparation of its Proposal and/or the Proponent(s) do not foresee an actual or potential Conflict of Interest in performing the services required under the Contract. ❑ The Proponent(s) declares that there is an actual or potential Conflict of Interest relating to the preparation of its Proposal, and/or the Proponent(s) foresees an actual or potential Conflict of Interest in performing the services required under the Contract. If the Proponent(s) declares an actual or potential Conflict of Interest by marking the box above, the Proponent(s) must set out below details of the actual or potential Conflict of Interest: The Proponent(s) agrees that, upon request, the Proponent(s) shall provide the Township with additional information on the Conflict of Interest. Page 39 of 62 Page 106 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... To The Corporation of the Township of Oro-Medonte, hereafter called the "Owner": I/We the undersigned declare: 1. That I/We represent that no person, firm or organization, other than the Proponent, has any interest in this Proposal or in the proposed Contract for which said Proposal is made. 2. That I/We declare that there is no perceived, potential, and/or actual Conflicts of Interest relating to the preparation of this Proposal and/or I/We do not foresee an actual or potential Conflict of Interest in performing the services required under the Contract, unless otherwise declared. 3. That this Proposal is made without any connections, knowledge, comparison of figures or arrangements with any other company, firm or person making a Proposal for the same Work and is in all respects fair and without collusion or fraud. 4. I/We represent that no member of the Council, and no officer or employee of the Owner, is, or has become interested, directly or indirectly, as a contracting party, partner, stockholder, surety or otherwise howsoever in or on the performance of the said Proposal, or in the supplies, Work or business in connection with the said Proposal, or in any portion of the profits thereof, or of any supplies to be used therein, or in any monies to be derived there from. 5. That the several matters stated in the said Proposal are in all respects true accurate and complete. 6. That I/We do hereby propose and offer to enter into an agreement to supply and deliver all materials mentioned and described or implied therein including in every case freight, duty, currency exchange, H.S.T. in effect on the date of the acceptance of Proposal, and all other charges on the provisions therein set forth and to accept in full payment therefore, in accordance with the prices and terms set forth in the Proposal herein. 7. That additions or alterations to or deductions from the said Proposal, if any, shall be made in accordance with the prices stated in Provisional Items of the Schedule of Unit prices in strict conformity with the requirements of the Proposal and all unused monies in Provisional Items shall be deducted from the final cost of the Work and any quantities exceeding those shown shall be added. 8. That this Proposal is irrevocable and open to acceptance until the formal Proposal is executed by the awarded Proponent for the said Work or Ninety (90) Calendar Days, and prices for as long as stated elsewhere in the document, whichever Page 40 of 62 Page 107 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... event first occurs and that the Owner may at any time within that period without notice, accept this Proposal whether any other Proposal has been previously accepted or not. 9. That if the Proposal is accepted, I/We agree that the Contract shall constitute the entire agreement between the parties and shall supersede all prior agreements, understandings, negotiations and discussions, oral or written, between the Proponent and the Owner or any documentation that may otherwise accompany the Work. Any conflict or inconsistency between the components of the Contract shall be resolved, to the extent of any conflict or inconsistency, in accordance with the order of authority stated in Order of Precedence in this RFP. 10.That if the Proposal is accepted, I/We agree to furnish all documentation, security and certifications as required by the Proposal and to execute the agreement in triplicate within seven (7) calendar days after notification of award. If I/We fail to do so, the Owner may accept the next highest ranked or any Proposal or to advertise for new Proposals, or to carry out completion of the works in any other way they deem best and I/We also agree to pay to the Owner the difference between this Proposal and any greater sum which the Owner may expend or incur by reason of such default or failure or by reason of such action as aforesaid on their part, including the cost of any advertisement for new Proposals, and shall indemnify and save harmless the Owner and their officers from all loss, damage, cost, charges and expense which they may suffer or be put to by reason of any such default or failure on my/our part. 11.That I/We agree to save the Owner, its agents, or employees, harmless from liability of any kind for the use of any composition, secret process, invention, article or appliance furnished or used in the performance of the Proposal of which the Proponent is not the patentee, assignee, or licensee. 12. I/We hereby accept and agree that the Total Proposed Price (including HST) as stated in the Form of Proposal will form an integral part of this contract. 13. The Proponent hereby accepts and agrees that the Addenda referred to in this document form an integral part of this contract. Page 41 of 62 Page 108 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... The undersigned affirms that he/she is duly authorized to execute this Proposal. Proponent's Signature and Seal: (I have authority to bind the company) Position: Witness: (If not under seal) Position: (If Corporate Seal is not available, documentation shall be witnessed) Dated at the _ (City/Township) This day of 2021. Page 42 of 62 Page 109 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Schedule I — Budget Tourism Destination Action Plan The Total Proposed Pricing shall be all inclusive, including but not limited to, mileage, disbursements, and travel time. Please include a breakdown of costs. Description Price Tourism Destination Action Plan $ Subtotal $ HST $ Total Proposed Pricing $ The Total Proposed Price (excluding HST): Dollars in lawful money of Canada. Inserted price in words take precedence over numeric Page 43 of 62 Page 110 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Schedule II - List of References The Proponent shall provide below three (3) separate references other than the Township, having purchased a similar size and design of goods and/or services as specified herein for a previous 5 (five) year period from the issuance of this document. Project Name: Company for whom the work was completed: On the project did your firm act as: Prime Consultant 0 Sub Consultant 0 Value of your portion of the project? Date of Completion of this project? Contact Name at the owner's facility: Contact's Email Address: Telephone Number with Area Code: Fax Number with Area Code: Project Name: Company for whom the work was completed: n the project did your firm act as: Prime Consultant 0 Sub Consultant 0 Value of your portion of the project? Date of Completion of this project? Contact Name at the owner's facility: Contact's Email Address: Telephone Number with Area Code: Fax Number with Area Code: Project Name: Company for whom the work was completed: On the project did your firm act as: Prime Consultant 0 Sub Consultant 0 Value of your portion of the project? Date of Completion of this project? Contact Name at the owner's facility: Contact's Email Address: Telephone Number with Area Code: Fax Number with Area Code: Page 44 of 62 Page 111 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Reference Release Form I (authorized signatory for the Proponent) authorize the Township to contact the person and/or organization listed on the List of References, for the purpose of obtaining information relating to the Proponent and Project. The Township reserves the right to call references if in its sole discretion finds a need to do so. The Township reserves the right to check other references other than listed herein. If the Township is unable to obtain a satisfactory reference or if the reference does not respond to the reference call or if the reference chooses not to comment, the reference will be deemed unsatisfactory. Page 45 of 62 Page 112 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6YspTWt/ Com... Part IV Agreement Draft— Amended Upon Award Terms and Conditions of Professional Services Agreement (Short Form) This Agreement made this day of 2022. Between The Corporation of the Township of Oro-Medonte hereinafter called the "Owner", And hereinafter called the "Proponent" Whereas the Owner has awarded to the Proponent the Proposal for; Tourism Destination Action Plan According to the terms and conditions herein referred to, the Proponent having put in a Proposal therefore, a copy of which is hereto annexed, which Proposal was accepted by the "Owner" on the; day of 2022. Scope of Work 1. The Corporation of the Township of Oro-Medonte ("Township") hereby retains the Consultant/Contractor to provide the Services as specified below and in the Township's Request for Proposal document ("RFP") under the general guidance and direction of the Township: The Proponent shall provide the Township with details for the Tourism Destination Action Plan as detailed in the Project Terms of Reference Sections 4 through 6 of RFP. 2. The Proponent agrees to supply, at its sole cost and expense, all staff, equipment and technical assistance necessary to perform the Services as stipulated herein. Contract Documents and Order of Precedence 1. The Professional Services Agreement ("Agreement") shall consist of the RFP, the Proponent's Proposal and these Terms and Conditions. In the event of conflicts or inconsistencies between these documents, the terms of these Terms and Conditions shall prevail over the RFP and the Proposal, and the terms of the RFP shall prevail over the Proposal. Fees and Disbursements 1. The Township shall pay to the Proponent as full payment and compensation for Page 46 of 62 Page 113 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6YspTWt/ Com... the Services an amount not to exceed the upset limit of the Total Proposed Pricing by the Township, including all disbursements but excluding the harmonized sales tax. No payment in excess of this amount shall be made without the Township's prior written authorization. 2. During the term of the Agreement, the prices quoted by the Proponent are not subject to change without the prior written consent of the Township and the Proponent shall not be entitled to any increases in the upset limit or to the prices for any of the individual items. 3. Provided that the Consultant is not in default of its obligations under the Agreement, and provided that the Township does not dispute the invoice submitted by the Consultant, the Township shall pay each invoice submitted within thirty (30) days of receipt. The Consultant shall not be entitled to any interest upon any payments made by the Township beyond the 30-day period. Workplace Safety and Insurance Board (WSIB) 1. The Consultant must be in good standing with the Workplace Safety and Insurance Board and shall furnish the Township with satisfactory evidence, in the form of a valid WSIB Clearance Certificate, prior to commencement of the Services under the Agreement, upon presentation of a final invoice and at any other time during the Agreement at the Township's request. 2. The Consultant shall maintain its WSIB Insurance or pay such assessments as will protect the Consultant and the Township from claims under Workplace Safety and Insurance Act, and, from any other claims for damage from personal injury, including death, which may arise from the Consultant's performance under the Agreement. 3. In the event that the Consultant is not required by law to be registered with WSIB, confirmation of employer's liability insurance in the amount of $2 million ($2,000,000.00) is required. Such coverage shall be confirmed by a Certificate of Insurance. Compliance with Laws 1. The Consultant acknowledges that it is aware of the provisions of the Occupational Health and Safety Act (Ontario), the Environmental Protection Act, the Human Rights Code, the Pay Equity Act (Ontario), and any other applicable Federal, Provincial, and/or Municipal statutes, regulations, policies and guidelines thereunder and agrees to comply with, and cause to be complied with, the provisions thereof as such statutes, regulations, policies and guidelines may be amended or replaced from time to time. 2. The Consultant shall do, shall cause to be done, shall refrain from doing, and/or shall prohibit from being done, any act or thing as directed by the Township if, at any time, the Township considers that any situation or condition is unsafe, damaging to the environment or contrary to the provisions of any applicable statutes, regulations, policies or guidelines. Page 47 of 62 Page 114 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dev,6YspTWt/ Com... Records and Audit 1. The Township shall have the right to audit all books and records (in whatever form they may be kept, whether written, electronic or other) relating or pertaining to the Agreement (including any and all documents and other materials, in whatever form they may be kept, which support or underlie those books and records), kept by or under the control of the Consultant, including, but not limited to those kept by the Consultant, its employees, agents, assigns, successors and subcontractors. The Consultant shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of this contract or agreement and for at least two years following the completion of the Agreement, including any and all renewals thereof. The books and records, together with the supporting or underlying documents and materials shall be made available, upon request, to the Township, through its employees, agents, representatives, contractors or other designees, during normal business hours at the Consultant's office or place of business. In the event that no such location is available, then the books and records, together with the supporting or underlying documents and records, shall be made available for audit at a time and location in the Township of Oro-Medonte, Ontario, which is convenient for the Township. Use of Work 1. Notwithstanding any other provisions of the Agreement, the Township shall have the right to take possession of, and use, any completed or partially completed portions of the work. 2. The Township shall retain exclusive ownership in all components and deliverables created solely under this Agreement and shall own any copyright and patent directly related to and developed solely pursuant to this Agreement. Quality Control and Quality Assurance 1. The Consultant warrants that it shall perform the Services with the requisite degree of skill and competence to satisfy the Township's requirements as stipulated in the Agreement. 2. The Township reserves the right to monitor the performance of the Consultant and to issue directives to the Consultant to remedy any condition which the Township considers to be detrimental to provision of the Services, which the Consultant shall be required to carry out within the timeframe stipulated by the Township. 3. At any time during the course of the Agreement, the Township may direct the Consultant to immediately remove a staff member and replace them with another staff member acceptable to the Township. Changes and Alterations and Additional Services 1. The Consultant shall not change or deviate from the scope of Services without the prior written consent of the Township. In the event that the Consultant undertakes a change or deviation in the scope of Services without the prior Page 48 of 62 Page 115 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6YspTWt/ Com... written consent of the Township, it shall not be entitled to any additional payments. Assignments and Subcontracts 1. It is understood and agreed that the Consultant will be an independent contractor and that the employees or agents of the Consultant will perform all services offered. Subcontracting agreements made by the Consultant will not release the Consultant from any obligation to the Township with respect to the performance of its obligations under the Agreement. 2. The Township must grant prior written approval for any assignments and all sub- contracts which may be granted on such terms, as the Township deems advisable. The Township's consent to any assignment or subcontract shall not release the Consultant from its duties and obligations under the Agreement. Damages and Set Off 1. If the Township should suffer damage because of any wrongful act or neglect of the Consultant or of anyone for whom the Consultant is responsible in law, then the Township shall be reimbursed by the Consultant for such damage. 2. Services which have not been performed to the Township's satisfaction in accordance with the Agreement, whether the result of poor workmanship or through carelessness or other acts or omissions of the Consultant or any of its subcontractors, shall be promptly rectified in accordance with the Agreement at the Consultant's expense. 3. In the event that any portion of the Services is not performed in accordance with the Agreement or is not satisfactory to the Township, the Township may retain, as a holdback, an amount equal to the Township's estimated cost to perform the Services in a satisfactory manner, until the Services have been completed to the satisfaction of the Township. 4. In addition to the rights set forth above, the Township shall have the right to set-off against the monies due or which may become due to the Consultant under the Agreement, any amounts owing by the Consultant to the Township. Suspension or Termination 1. The Township may, at any time by notice in writing to the Consultant, suspend or terminate the Services, or any portion thereof. Upon receipt of such notice, the Consultant shall perform no further Services and shall not be entitled to any payment for additional work beyond that date, nor for lost profits or any consequential damages as a result of the termination. 2. In addition to the above, if the Consultant should become bankrupt or insolvent, or if a receiver is appointed because of its insolvency, or if the Consultant transfers, assigns or otherwise disposes of its interest in the Agreement or any part thereof without the prior written authority of the Township, the Agreement shall terminate as of the date of the any such event and the Township shall pay Page 49 of 62 Page 116 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6YspTWt/ Com... for the Services rendered and disbursements incurred by the Consultant to the date of termination. 3. Upon termination of the Agreement, all documentation relating to the Project shall be delivered to the Township including all work product, drawings, paper and electronic files, and the Consultant shall not be entitled to payment until it has provided the Township with all such documentation. 4. All duties and obligations of the Consultant with respect to Services provided up to and including the date of termination shall survive termination of the Agreement. Indemnification 1. The Consultant shall indemnify and save harmless the Township, its directors, officers, council members, partners, agents and employees from and against all claims, demands, actions, losses, expenses, suits, proceedings, costs or damages of every nature and kind whatsoever which the Township, its directors, officers, council members, partners, agents and employees may suffer as a result of the acts, error or omissions of the Consultant, its employees, officers, subcontractors or agents in the performance of the Agreement, including, but not limited to any suits or proceedings (including by any government agency) arising as a result of any violation or alleged violation of any statutes or regulations, policies and guidelines thereunder, and any legal costs associated therewith. Insurance 1. Without restricting the generality of the section on Indemnification, the Consultant shall obtain, maintain, pay for and provide evidence of the following insurance coverage, taken out with insurance companies licensed to transact business in the Province of Ontario and not otherwise excluded by the Township's Director, Finance/Treasurer/Deputy CAO: a) Commercial General Liability Insurance Commercial General Liability ("CGL") Insurance shall include as an additional insured, the Township of Oro-Medonte, with limits of not less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily and personal injury, death and damage to property including loss of use hereof. b) Automobile Liability Insurance Automobile Liability Insurance in respect to owned and non-owned vehicles shall have limits of not less than two million dollars ($2,000,000.00) inclusive per occurrence and shall protect against all liability arising out of the use of owned or leased vehicles, used by the Consultant, its employees or agents. c) Professional Liability Insurance Professional Liability Insurance shall have limits of not less than two million ($2,000,000.00) inclusive per claim, covering services or activities that are professional in nature and thereby excluded under the CGL Page 50 of 62 Page 117 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6YspTWt/ Com... policy. The form of all insurance to be provided herein, shall in all respects be satisfactory to the Township's Director, Finance/Treasurer and shall be maintained continuously from either the commencement of the services or the signing of the Agreement, whichever is sooner. The policies shall be endorsed to provide the Township with not less than thirty (30) days written notice in advance of cancellation, change or amendment restricting coverage. Confidential Data 1. The Consultant shall not divulge any specific information as confidential, communicated to or acquired by it, or disclosed by the Township in the course of carrying out the Services provided for herein. No such information shall be used by the Consultant on any other project without the approval in writing of the Township. Claims and Disputes 1. Should the Consultant wish to claim additional compensation arising out of a change to the scope of Services or for any other reason, it shall provide the Township with written notice of this claim within five (5) business days of becoming aware of the claim, failing which, it shall not be entitled to any compensation for such claim. In the event of any claims or disputes between the parties, the Consultant will continue to perform the Services without interruption, if so directed by the Township, pending the resolution of the claim/dispute. General Requirements 1. Time shall be of the essence of the Agreement. 2. Any notice given pursuant to the Agreement may be delivered by facsimile transmission, electronic mail or mailed by prepaid registered mail to the addresses designated by the respective parties. If delivered, the notice is effective on the date of delivery, and if mailed, the notice is effective on the fifth (5th) business day following the day of mailing. 3. The Agreement shall ensure to the benefit of, and be binding upon, the Township, the Consultant, their heirs, executors, administrators, successors and permitted assigns. 4. The Agreement constitutes the complete and exclusive statement of the agreement between the parties, which supersedes all proposals, agreements, arrangement or understandings, oral or written, and all other communications between the parties, relating to the subject matter of the Agreement, except as referenced in, and made part of, the Agreement. 5. The Agreement may be modified only by a written amendment signed authorized representatives of both parties. 6. The Agreement shall be governed by, and construed in accordance with, the laws of the Province of Ontario. Page 51 of 62 Page 118 of 203 Part I\(O.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Dey,6yspTWt/ Com... In witness where of the parties hereto have hereunto set their hand and seals on the above date. Proponent Signed, Sealed and Delivered in the ) By: presence of(if practical); ) Position: (I have authority to bind the Company) Witness: (If not under Seal) Owner Per: Witness ) H.S. Hughes, Mayor Per: Yvonne Aubichon, Clerk Page 52 of 62 Page 119 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Part V Appendices Part V Appendices Proponent Payment Information Accessibility for Ontarians with Disabilities (AODA) Contract Change Orders Letter of Credit Notice of "No Proposal" Submission Label Page 53 of 62 Page 120 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Part V Appendices Payment Information Vendor Name: Please Note: The Township currently uses a Direct Deposit form for payment. If you are the successful Proponent, you can find more information here: Vendor Direct Deposit Form Alternately, to ensure the accuracy of our account information, you must attach a void cheque and complete the following financial information: Name of Financial Institution: Address of Financial Institution: Account Information: Bank Code Transit Number Account Number Remittance Information Contact person: E-mail address: Name: Title/Position: Phone: ( ) Fax: ( ) Signature: Date: Page 54 of 62 Page 121 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Accessibility for Ontarians with Disabilities (AODA) The Accessibility for Ontarians with Disabilities Act, 2005 and Regulations under this Act were enacted to improve accessibility for persons with disabilities. This legislation applies to public sector organizations such as the Corporation of the Township of Oro-Medonte as well as to private companies and organizations that provide goods and services on behalf of the Township. The Township of Oro-Medonte is committed to ensuring legislative compliance and providing persons with disabilities consistent opportunity and access to Township goods, services, and facilities. Accordingly, the Township has adopted policies, procedures, and practices that address integration, independence, dignity, and equal opportunity. The Accessibility Standards for Customer Service Regulation (O. Reg. 429/07) was developed to ensure that all customers can access goods and services and that their individual disability needs are met while accessing an organization's goods and services. This Regulation requires that obligated organizations ensure that every person who deals with members of the public or other third parties on their behalf, whether as an employee, agent, volunteer, or otherwise, receives training. The Regulation outlines the required training components. All public sector and private organizations were required to comply with this Regulation by January 1 , 2012. The Integrated Accessibility Standards Regulation (O. Reg. 191/11) includes requirements for information and communication, employment, transportation and the design of public spaces in the built environment, as well as general accessibility requirements. Public sector organizations and private businesses must comply with this Regulation. Commencing in 2014, organizations must ensure that training is provided on the requirements of this Regulation and the Ontario Human Rights Code as it pertains to persons with disabilities to all employees, volunteers and those who provide goods, services or facilities on behalf of the organization. The Township of Oro-Medonte and all agents and contractors must comply with the OADA and its Regulations. Failure to comply with the Act may result in administrative penalties pursuant to Parts IV and V of the Act. The Township may request that agents and contractors provide records of training and confirmation of compliance with the Act and its Regulations. Links are provided below to assist with compliance. Your co-operation and support are essential to increasing accessibility for persons with disabilities. Page 55 of 62 Page 122 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... AODA Declaration Form I, the undersigned, in submitting the Accessibility Compliance Form (thereinafter "form") to the Township of Oro-Medonte do hereby make the following statements that I certify to be true and complete in every respect. I certify, on behalf of (Corporate Name of Proponent, thereinafter "Proponent") That 1. I have read and understand the contents of this form; 2. 1 understand that if this form is found not to be true and complete in every respect, the Corporation of the Township of Oro-Medonte has the authority to discontinue the services of the Proponent; 3. 1 am authorized by the Proponent to sign this form and to submit the form on behalf of the Proponent; 4. 1 acknowledge that as a vendor of the Corporation of the Township of Oro- Medonte that I/we are required to comply with the Accessibility for Ontarians with Disabilities Act, 2005 and all Regulations under this Act, as amended from time to time; 5. 1 declare that I/we have reviewed, understand and will meet all accessibility Acts and Regulations, as amended from time to time; 6. 1 declare that I/we will undertake to ensure that all employees, agents, sub- contractors, and volunteers hired by the Proponent in completion of our work will also comply with accessibility legislation. Proponent's Signature: (I have authority to bind the company) Position: Dated this day of 2021. Page 56 of 62 Page 123 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Contract Change Order Sample 1. - CONTRACT CHANGE ORDER NO. ❑ DESCRIPTION: PURCHASE ORDER No.: REQUESTED BY: DEPARTMENT: The following description of work(s)and/or material(s),associated cost(s) have been approved and agreed upon by both signing parties; The authorized changes,as stated,are subject to all provisions of the contact: 1. Revised Contract Price $ 2. HST $ 3. Sub Total Extra's $ With a completion and/or delivery date of / weeks. Made this day of 20 Original Contract Price: $ THE ABOVE MENTIONED CONTRACT IS HEREBY AMENDED BY SUM OF: With a completion and/or delivery date: The Corporation of the Township of Oro-Mledonte Consultant/Supplier PER: PER: POSITION: POSITION: Page 57 of 62 Page 124 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Instructions for Use for Change Orders (if applicable) 1. This form is to be used for all changes in the work that involve changes in price including any such changes covered by Certificates of Equality. 2. All additional or extra work and changes in the work must be authorized by the Owner. Cases may arise when instructions on changes must be given to the Contractor right away to avoid damage or expensive delay. If the change is of a minor nature, the Resident Engineer or Inspector may proceed but should inform the Owner's Project Manager without delay. If the proposed change is more costly or if there is doubt about its desirability, it should be cleared with the Project Manager by telephone. Whenever possible, the price should be agreed upon prior to the commencement of the work. 3. A change in the amount of a unit price item in the Schedule of Items and Prices as a result of the measured quantity differing from the estimated quantity does not require the issuance of a change order specifically for that item. The change in amount will be covered by the last (Final Measurement) change order issued for the contract, as explained in para. 11 below. 4. Extra work carried out on the direction of the Owner requires the issuance of a change order. The change order must identify the work and shall give the quantities, prices and amounts involved. 5. When work is to be performed on a cost-plus or unit-price basis and the exact cost will not be known until the work has been completed, the change order should be headed "COST-PLUS" or "UNIT PRICES", as the case may be, and the estimated cost should be shown. The estimated cost is NOT to be included under "Total Additions" or "Total Deductions", nor is the "Balance of Contingency Allowance" or the Contract Price to be changed. When the work covered by the change order has been completed, a further change order is to be prepared giving the final cost. It will be given a new number and this number will be followed by the original number suffixed by "a"; e.g., if the change order giving the estimated cost is No. 7 and if when work has been completed 11 change orders have been issued, the change order showing the completed cost will be numbered 12.7a. 6. Change orders should be set out clearly. If the reason for the issuance of a change order is not clear from the change order itself, one copy of an explanation should be sent to the Owner with the change order. Change orders must state the quantities or estimated quantities involved and must state how the price or prices were arrived at. Quotations obtained from the Contractor or sub- contractors should give adequate breakdowns, and mark-up percentages must be in accordance with the Contract (see Section of the General Conditions Page 58 of 62 Page 125 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... headed "Valuation of Variations."). 7. Only related changes are to be included in the same change order. Unrelated items should be covered by separate change orders. 8. Change orders should be submitted promptly to the Owner for approval during the period of construction and should not be accumulated in batches or have their submission delayed to the end of the job. 9. The Consulting Engineer should give careful consideration to the matter of whether an extension of the Time for Completion should be given on account of a change order. His recommendation should be given to the Engineer when forwarding the change order to approval. If it is difficult or impossible to decide at the date of issuance of the change order what would be a reasonable extension to give, this should be stated and the matter should be discussed with the Engineer at a suitable date. 10. Additional or extra work will be paid for out of the Contingency Allowance without immediately changing the Contract Price. Only when the Contingency allowance has been used up or when the Final Measurement change order is prepared will the Contract Price be changed. 11. On contracts that include unit price items, the last change order issued should be headed "Order No.? (FINAL MEASUREMENT)." The description will be "adjust quantities and amounts of all unit price items in the Schedule of Items and Prices in accordance with the final measurement". The amount of the change order will be the net addition or deduction due to the final measurement, and the Contract Price will be shown in the bottom right-hand corner of the form as "Final" instead of "revised to date". 12.Attached to each copy of the change order should be a copy of the detailed final measurement set out item by item as in the Schedule of Items and Prices showing the estimated quantities, unit prices, amounts, final quantities, final amounts, adjustments in quantities and amounts and the net total of all other change orders approved. This is to be typed on the Owner's "FINAL MEASUREMENT" forms. 13.The Owner will require the original and one copy of the change order. Sufficient additional copies should be submitted to fulfil the requirements of the Consulting Engineer and the Contractor. All copies shall be signed by the Contractor and the Consulting Engineer before being submitted to the Agency. When the change order has been approved, all but the original and one copy will be returned to the Consulting Engineer for distribution. Page 59 of 62 Page 126 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... Proposal Irregularities Item Irregularity Response 1 Late Proposals Automatic rejection, not read publicly and returned unopened to Proponent 2 Unsealed Envelopes (Tender or Automatic rejection Other 3 Amount on deposit cheque incorrect Automatic rejection 4 All required sections of Proposal Automatic rejection unless, in the documents not completed consensual opinion The Finance Department, Director in charge of RFP solicitation, Clerk or Treasurer, the incomplete nature is trivial or insignificant and does not affect the total price. 5 Proposals not completed in Ink, Automatic rejection typewritten or automated printers 6 Incomplete, illegible or obscure bids Automatic rejection or Proposals which contain additions not called for 7 Erasures, alterations, or strike-out May be rejected, unless such changes errors or irregularities of any kind clearly exhibit the Proponent's intent, as such two (2) business days shall be given to rectify 8 Failure to attend mandatory site visit Automatic rejection 9 Proposals received on documents Automatic rejection other than those provided in RFP or requested 10 Pricing or signature pages missing Automatic rejection 11 Part Proposals (all items not bid) Acceptable unless complete Proposal has been s ecified in the request. 12 Documents in which all necessary Automatic rejection Addenda, which have financial implication, have not been acknowledged 13 Documents in which all necessary Two (2) business days to acknowledge Addenda, which have informational content, have not been acknowledged 14 Proposals received on documents Automatic rejection other than those provided in the Form of Proposal by the Township of Oro-Medonte Page 60 of 62 Page 127 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 15 Proposals received without proper Acceptable if officially received on time label used 16 Failure to insert the Proponent's Automatic rejection business name in the spaces provided in the Form of Proposal 17 Failure to include signature of the Automatic rejection person authorized to bind the Proponent in the space provided in the Form of Proposal 18 Conditions placed by the Tenderer Automatic rejection on the Total Contract Price 19 Qualified Proposals (Proposals Automatic rejection unless, in the qualified or restricted by the consensual opinion of The Finance attached statement) Department, Director in charge of Proposal solicitation, Clerk or Treasurer or designates, the qualification or restriction is trivial or not significant and does not affect the total price. 20 RFP clearly states that an award Proposals may be rejected except when the may be made for individual items. RFP clearly states that an award may be made for individual items (contracts such as equipment rental or some material contracts which are in effect several individual contracts combined). 21 Corporate seal or signature missing, Two (2) business days to rectify signatory's authority to bind the Corporation or signature missing 22 Corporate seal and signature Automatic rejection missing; authority to signature missing 23 Proposals Containing Minor Two (2) business days to correct and initial Obvious Clerical Errors errors 24 Proposals Containing Minor Two (2) business days to correct and initial Mathematical Errors errors. The Township of Oro-Medonte reserves the right to waive initialing and accept Proposal. 25 Un-initialed changes to the request Two (2) business days to correct and initial documents which are minor (i.e.; the errors. The Township of Oro-Medonte Proponent's address is amended by reserves the right to waive initialing and overwriting but not initialed) accept Proposal 26 Alternate items bid in whole or in Available for further consideration unless part specified otherwise in request Page 61 of 62 Page 128 of 203 10.a) CS2022-3, Jennifer Whitley, Coordinator, Economic Development/ Com... 27 Unit prices in the schedule of prices 1 . Two (2) business days to have been changed but not initialed correct initial errors. The Township of Oro-Medonte reserves the right to waive 28 Other mathematical errors which Two (2) business days to initial corrections. are not consistent with the unit Unit prices will govern. prices 29 Pages requiring completion of Automatic rejection information by vendor are missing Note: The above list of irregularities should not be considered all-inclusive. The requisitioning department will review minor irregularities not listed and shall have authority to waive other irregularities or grant two (2) business days to initial such irregularities, which they jointly consider to be minor. Page 62 of 62 Page 129 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... Report Township of Fraud Heritrage, Exciting Future Report No. To: Prepared By: DS2022-006 Council Andria Leigh, Deputy CAO/Director, Development Services Meeting Date: Subject: Motion # January 26, 2022 Proposed Street Naming, Roll #: Draft Plan of Subdivision R.M.S. File #: 4346-010-002-03800 Application 2013-SUB-01 D12 43950 (Eagles Rest) Part of the East and West Halves of Lot 5, Concession 3 and Part of Lot 5, Concession 4 and Pt of Road Allowance between Concessions 3 and 4 (Oro) Township of Oro-Medonte Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. DS2022-06 be received and adopted; 2. That the following street names: Cupid Lane, Pearsall Place, Aldwinckle Avenue, Pinetree Drive, Radome Drive, Barnes Drive, Herbert Avenue, and Vinnicombe Drive be assigned to the Eagles Rest Subdivision as shown on Schedule 1 (Location Map) and Schedule 2 (Draft Plan); and 3. That the appropriate by-law for the street naming assignments be brought forward for Council's approval. Background: The subject lands are located near the intersection of Line 3 North and Bass Lake Side Road West as identified on the location map (Schedule 1). The lands received a revised Draft Plan Approval from the Township of Oro-Medonte on September 2, 2020 for a 208 lot residential subdivision (Schedule 2). There are 32 draft plan conditions, which are required to be fulfilled in order to proceed to final registration, one of those conditions (Condition #6) requires the streets within the subdivision to be named to the satisfaction of the Municipality. The approval of the proposed street names is the purpose of this report. Development Services January 26, 2022 Report No. DS2022-06 Page 1 of 7 Page 130 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... Analysis: The applicant's consultant submitted a list of proposed street names on November 29, 2021 . The initial name proposed for Street B was Shelswell Boulevard; however there are currently two similar street names within the Township: Shelswell Crescent (near Line 15 North/Highway 11) and Shelswell Boulevard (in the Harbourwood subdivision) and therefore an alternative street name was requested for Street B. In considering the proposed street names, the Township of Oro-Medonte has the following Street Naming Policy in place: 1 . When naming or changing street names in the Township, consideration be given to one of the following: a. A historic name which once identified the location; b. The surnames of local pioneer families in the immediate vicinity; c. Any prominent geographic, natural or practical feature which makes the location unique or identifiable; d. The names of local servicemen who made the ultimate sacrifice; e. The names of prominent former residents who contributed to the betterment of the Township through their community involvement, athletic or business achievements. 2. Where there are two or more proposed street names in a new development or plan of subdivision, at least one street name will have regard to the above criteria and the developer be encouraged to research the following resources: a. Oro-Medonte Historical Association; b. Simcoe County Historical Society c. Simcoe County Archives & Township records (i.e. assessment rolls, historical publications); d. Local Registry Office (former land ownerships). 3. All proposed new street names shall be circulated to internal departments for review and comment prior to Council approval. 4. The duplication of street names used in adjacent municipalities shall be minimized as not to conflict with emergency response addresses. Circulation of proposed new names will be made by the Township to the neighbouring municipalities for comment when deemed appropriate. 5. A report will be submitted to Council for the approval of the proposed names. The developer in their letter of November 29, 2021 (see Schedule 3) has provided the documentation to substantiate that the requested street names would be consistent with Section 1 of the Township's policy outlined above. Development Services January 26, 2022 Report No. DS2022-06 Page 2 of 7 Page 131 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... The proposed street names identified above were circulated to internal departments and to surrounding municipalities for comment or conflicts. No concerns were raised from any department or neighbouring municipality. Financial / Legal Implications / Risk Management: N/A Policies/Legislation: The Township of Oro-Medonte Street Naming Policy Corporate Strategic Goals: • Foster Safe and Inclusive Community Living & Business Growth Consultations: • Director, Operations & Community Services • Director, Fire and Emergency Services/Fire Chief • Neighbouring municipalities Attachments: Schedule 1: Location Map Schedule 2: Draft Plan of Subdivision Schedule 3: Applicant's Letter Conclusion: The proposed street names for the Eagles Rest subdivision are considered to satisfy Section 1 of the Township's Street Naming Policy, and appears to meet all other requirements of this policy. On this basis, Planning Staff supports the proposed street names as outlined in this report. Respectfully submitted: Andria Leigh, RPP Deputy CAO/Director, Development Services Approvals: Date Development Services January 26, 2022 Report No. DS2022-06 Page 3 of 7 Page 132 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... Schedule 1 : Location Map hi 341 N z J 8AS'SLAKE sIDERoao_w z LU z S BJEOT PROPERT (1552 Bass Lake Side Road West) Development Services January 26, 2022 Report No. DS2022-06 Page 4 of 7 Page 133 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service Schedule 2- Draft Plan of Subdivision ---------- v % T"C�SIIV4 P s V- UJ I In IPLA 57 1.�, LEI Lu las �.°tl� Il3a la a%-r�s� r.. y p P� R I � 'J! was ��! `� ', U6 411— LN RSA LXemsa. CXU,.AVE I—K 21! 1 17 5 �4via 1 FIOA�­'ALL5r'11K�[K��EFN Lo�T -J DMC (K—KI E1�17rAcm SID3 RCAE Y.EST LOT LOT E.�CNCES�ON Development Services January 26, 2022 Report No. DS2022-06 Page 5 of 7 Page 134 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... Schedule 3: Applicant's Street Naming Request Eagles Rest Estates — Proposed Street Names Submitted November 29, 2021 Street A: Cupid Lane o The former Base was codenamed "Cupid" during its time as a radar station during the Cold War after beginning construction in 1951. https://www.ontarioabandonedplaces.com/ontario/oro-medonte/cfb-edgar http://www.c-and-e-museum.org/Pinetreeline/other/other14/otherl4a.htmI Street B: Pearsall Place • Private' James Henry Pearsall o Born September 29, 1897 in Oro Station, Ontario o Part of Canadian Infantry (Western Ontario Regiment) unit o Passed away April 11, 1917 https://www.veterans.gc.ca/eng/remembrance/memorials/canadian-virtual-war- memorial/detail/618313?James%20Henry%20Pearsall Street C: Aldwinckle Avenue ❑ Clive Aldwinckle was a corporal stationed at Edgar Centre from September 1955-Spring 1959 as a radar technician. Street D: Pinetree Drive o Pinetree stations (including station Edgar) were part of the Pinetree Line, which was a series of radar stations located across northern United States and southern Canada to detect potential missile strikes from the Soviet Union during the Cold War Street E: Radome Drive ❑ Named after dome shaped radar structures which were used to detect potential soviet missiles ❑ Street `E" is generally where the Radome Structures were located (within the north east) https://militarybruce.com/edgar-a-cold-war-relic/ Street F (to be relabelled from Street G): Barnes Avenue ❑ `Sapper' Harold Edward Barnes o Born December 26, 1911 in Oro Station, Ontario o Enlisted to army on September 13, 1939 o Part of Royal Canadian Engineers unit in the Army in Second World War o https://www.veterans.gc.ca/eng/remembrance/memorials/canadian-virtual-warmemorial/ detai1/2145153?Harold%20 Edward%20Barnes Street G (to be relabelled from Street H): Herbert Avenue ❑ Private Sylvester Angus Herbert o Born in Oro, Ontario on April 8, 1895 o Party of Canadian Infantry, Canadian Expeditionary Force o Killed on accident by bomb when company was at practice Development Services January 26, 2022 Report No. DS2022-06 Page 6 of 7 Page 135 of 203 10.b) DS2022-006, Andria Leigh, Deputy CAO/Director, Development Service... o https://www.veterans.gc.ca/eng/remembrance/memorials/canadian-virtual-warmemorial/ detail/492559?Sylvester%20Angus%20Herbert Street H (to be relabelled from Street 1): Vinnicombe Drive ❑ HC Vinnicombe, First commander of Edgar Station ❑ https://www.ontarioabandonedplaces.com/ontario/oro-medonte/cfb-edgar Development Services January 26, 2022 Report No. DS2022-06 Page 7 of 7 Page 136 of 203 g - r 0 CD Update on COVID=190 CD Actions CD v 0 Andria Leigh, Deputy CAO CD o CD N w Township oe� n. w Proud Heritage,Exciting Future (n January 26, 2022 c v m COVI D-19 General Information Update • On October 22, 2021 the Ontario government, in consultation with the Chief Medical Officer of Health, released a plan to safely reopen Ontario and manage COVID-19 for the long-term • This Plan outlined a gradual approach to lifting the remaining measures based D on ongoing assessment of key public health and health care indicators including: o • identification of new COVID-19 variants; 0 • increases in hospitalizations and ICU occupancy; and o • rapid increases in transmission. < 0 0 3 0 00 CD 0 _z O �1 N �i T 0 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D v COVI D-19 General Information Update Q r m • On January 3, 2022, Provincial announced additional Public Health Measures 7 effective January 5, 2022 for a minimum of 21 days and a return to a modified COD Step 2 of the Roadmap to Reopen ➢Resulted in Township facilities being closed to the public o 0 CD • On January 20, 2022, Premier Ford identified a plan to gradually ease Public o Health Measures o ➢Phased approach to lifting of various public health measures in 21 day intervals o (January 31 , February 21 , and March 14, 2022) CD Co CD 0CD �%111� _z 00 N �i T � 0 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D Township COVID-19 Recovery Plan Update • Emergency Control Group met to review the updates and impacts on Township's Recovery Plan m • Following the Emergency Control Group meeting and consultation with Mayor Hughes, Townshipo facilities will gradually re-open to the public commencing on January 31St with a return to Phase 3A of the Township's Recovery Plan —Open By Appointment I ➢ Township's Safety Plan will require modification and posting publically, portable sign and D website will be updated to reflect service provision adjustments p 0 m • Additionally staff will continue to provide service delivery by phone and email during regular offic§ hours (8:30 a.m.-4:30 p.m.) and use of online services is always encouraged 0 m m • Community Arena is anticipated to re-open around January 31st once the latest Provincial 0 regulations are received and implemented. Similar to previous service adjustments 3 PI communications will be provided to user groups once the detailed regulations are received 0 N Tohip� �oe� O 0 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D Public Health Order and Letters of Instruction • Class Orders and Letters of Instructions issued by Dr. Gardner, Medical Officer of Health for the Simcoe Muskoka District Health Unit in November and December 2021 remain in effect regarding: o 0 ➢Scree ning D o_ ➢Self-isolation requirements m ➢ Remote Work 0 0 ➢Covid-19 Safety Plan o m m 0 cQ 3 m cD _z N 1 Tod 0�1 O 0 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D v COVID-19 Proof of Vaccination Q r m • Effective January 5, 2022 the Provincial government requires patrons 12 years of age and older (to allow children a grace period of 12 weeks from their 12th birthday) to be fully vaccinated against COVID-19 and to provide proof of vaccination using a digital or printed paper copy of an enhanced COVID-19 0 vaccine certificate with QR code and proof of identity with an original o identification document to access certain businesses and organizations, withCD limited exemptions. ID ➢ These screening measures are required at the Community Arena in addition to CD a number of businesses in the Township 3 CD CDCD N �i To� �o O � 0 1 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D v Township COVID-19 Recovery Plan r m • Oro-Medonte remains under a Declared Emergency ➢Further consultation is required on the timing to lift the emergency declaration in o 2022 ➢Delegated Authority by-law remains in effect, as amended in December 2021 D • Staff continue to receive regular briefing updates from Dr. Gardner, Medical Officer of o Health for the Simcoe Muskoka District Health Unit, and Dr. Steven Rebellato Vice CD - President, Environmental Health Department for the Simcoe Muskoka District Health o UnitCD CD o • The Township's COVID-19 Safety Plan, and COVID-19 Recovery Plan, will continue to be adjusted as necessary, based on direction from the Province and the Simcoe W Muskoka District Health Unit u3 CD N W (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D v Township COVID-19 Recovery Plan Update r m • With the return to Stage 3A of the Recovery Plan 0 ➢ Further updates will be required to the COVID-19 Safety Plan Stage 3A I ➢Portable sign and website to be updated on return to Open by Appointment o on January 31 , 2022 0 0 0 0 0 0 0 0 3 0 CDCD N �'Toine� O 0 (D Proud Hnimyc,Erci rir, Pnnur (n (D C v (D 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... I ownship o f Report 0 Proud Heritage, Exciting Future Report No. To: Prepared By: DS2022-008 Council Garry McCartney and Jason Craig Meeting Date: Subject: Motion # January 26, 2022 Building Division Activity Roll #: Stats Update 2021 (January- R.M.S. File #: Decem ber) Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. DS2022-008 be received for information purposes. Background: This report is intended to provide Council with a summary of the Building Division Activity for the year of 2021 that includes: 1 . Building permit stats report for January— December 31 , 2021. 2. Summary of Septic Maintenance Program statistics. 3. Summary of the Order to Comply/Site Investigation update. Throughout 2021 the challenges of the COVID-19 pandemic continued, the Building Division staff continued to provide a high level of customer service from an electronic standpoint, and inspections and construction have somewhat "normalized" with additional health and safety requirements and protocol requirements from municipal, ministry and provincial levels. Building staff continue to conduct their legislated duties with these additional measures in place. During 2021 , the Permitting and Inspections project (Cloud Permit) was also commenced. This project is designed to enhance the permit process and customer service delivery through an online application system. On January 4, 2022, the Township of Oro-Medonte Development Services Department launched Phase 1 of Cloudpermit an online application software. As we move through the second and third phases, this will see further integration with the Planning and By-Law Divisions. Development Services January 26, 2022 Report No. DS2022-008 Page 1 of 8 Page 145 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... With the continued strong permit numbers and concerns with the pandemic and overall spending, Development Services staff are recommending that the annual fee increase not be implemented in 2022 in accordance with Schedule B or the Township of Oro- Medonte most recent fee by-law. This would remain consistent with the approach being taken by many municipalities throughout Ontario as the pandemic continues. Analysis: The following is a summary of permit statistics comparing the permits issued in 2021 to 2020. Number of Permits issued in 2021 Number of Permits issued in 2020 Residential 127 Residential 105 Multi Res. 4 Multi Res. 7 Res Demo 27 Res Demo 30 Septic/Septic 257 Septic/Septic 214 verification verification Res add/reno 59 Res add/reno 52 Small projects' 188 Small projects 168 Agricultural 15 Agricultural 32 Com/Ind 24 Com/Ind 16 Cancelled 10 Cancelled 20 Total * 701 Total 624 Total does not include cancelled permits Includes Solar, Tent, Sign &Other permits Based on each year there is an increase in overall permit numbers which is directly reflected by an increase in revenue. There has been an increase in small projects and septic systems in 2021 . Single Residential permit types also remain strong with 127 permits this year within the developments such as Meadow Acres, Kayley, Braestone as well as numerous private custom homes throughout the Township. Tent and event related permits did increase slightly with some event spaces and weddings having taken place in 2021 . To date in 2022, permit activity remains strong. Financial / Legal Implications / Risk Management: The Building Code Act requires Municipalities to enforce building in Ontario through the Ontario Building Code. The Building Code Act sets out legislation for collection of permit fees to cover the direct and indirect costs of Building permits. The following chart outlines the total 2021 permit revenue compared to 2020. 2021 Permit fee Revenue 2020 Permit fee Revenue Building permit $ 1 ,195,388.12 Building permit $ 908,810.66 Septic permit $ 130,398.25 Septic permit $ 108,014.96 Total $ 1,325,786.37 Total $ 1,016,825.62 Development Services January 26, 2022 Report No. DS2022-008 Page 2 of 8 Page 146 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... The following is a summary of the construction value for permits issued for 2021 compared to 2020. Construction value 2021 Construction value 2020 Residential $ 83,136,614.00 Residential $ 47,044,140.00 Multi Res. $ 3,450,000.00 Multi Res. $ 910,000.00 Septic $ 3,987,375.00 Septic $ 3,190,647.00 Res add/reno $ 6,240,750.00 Res add/reno $ 4,918,258.00 Small projects $ 7,310,199.00 Small projects $ 6,450,581.00 Agricultural $ 2,445,000.00 Agricultural $ 6,845,278.00 Com/Ind $ 8,760,000.00 Com/Ind $ 9,372,835.00 Cancelled -- Cancelled -- Total $ 115,329,938.00 Total $78,731,739.00 The construction values in 2021 show a significant increase. This is likely due to increase in lumber and material as well as the increased number of permits in general. All other permit values are relatively comparable based on permit numbers. Analysis: SEPTIC MAINTENANCE PROGRAM STATS Effective January 1st 2016 the SMP program was expanded to include all properties within 100m along rivers, streams, lakes, ponds, and tributaries that feed into Lake Simcoe in addition to all previous properties within 100m of the Lake Simcoe Shoreline. This is a total of over 2500 properties throughout the Township. The program also include well head protection within the Well Head Program (WHP 2021). WHP 2021 has a compliance deadline of December 31, 2021. As of December 31, 2021 , the second 5-year cycle of the Well Head Maintenance program (WHP 2020) has concluded. Properties that are non-compliant with the program requirements may now be faced with additional fees, orders issued under the Building Code Act and possible legal implications. Regardless of enforcement requirements, staff continue to work with property owners to gain compliance with this cycle. December 31 , 2021 marks the completion of WHP 2021 and the commencement of SMP 2026. Although SMP 2026 has commenced, enforcement and completion of SMP 2020 and WHP 2021 continue to be a priority for staff. As noted in the charts below, a number of the properties have outstanding documents that are required to be submitted; documents such as Phase 2, pump reports and maintenance agreements. Although inspections have been completed, full compliance has not yet been gained. Staff are currently working through the plan to achieve full compliance. Development Services January 26, 2022 Report No. DS2022-008 Page 3 of 8 Page 147 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... SMP2020 Statistics — December 2021 100m to lake and tributaries Compliance Deadline: December 31, 2020 Total Affected Properties (SMP2020) 2663 Pending Inspected Incomplete Complete Inspection N/A-Vacant (vacant land and/or 4 382 no septic) N/A-MOECP (not 1 18 o OBC regulated) N/A-Other(i.e. 2016+septic permit, 26 1 203 W overlap with WHP) N/A-Exempt (septic outside 10 409 LSRCA regulation boundary) No Record(cannot inspect until owner 7 1 7 submits record/Phase II) No Status(Septic 1589 11 1631 record on file) Hold(Inspection or 1 2 0 other Pending) Totals 7 1632 21 2643 WHP2021 Statistics — December 2021 100m to municipal well head Compliance Deadline: December 31, 2021 Total Affected Properties (WHP2021) 196 Pending Inspected Incomplete Complete Inspection N/A-Vacant 0 19 N/A-MOECP(not 0 5 o OBC regulated) N/A-Other(i.e. 2017+septic permit, 1 3 W overlap with WHP) N/A-Exempt 0 44 (Miscellaneous) Development Services January 26, 2022 Report No. DS2022-008 Page 4 of 8 Page 148 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... No Record(cannot inspect until owner 0 submits record/Phase II No Status (Septic 0 125 14 111 record on file Totals 0 126 14 182 SMP2025 Statistics — December 2021 100m to lake and tributaries Compliance Deadline: December 31, 2025 Total Affected Properties (SMP2025) 2671 Pending Inspected Incomplete Complete Inspection N/A-Vacant (vacant land and/or 379 no septic) N/A-MOECP(not 18 o OBC re lated) N/A-Other(i.e. 2016+septic permit, 4 27 27 W overlapwith WHP) N/A-Exempt (septic outside 1 413 LSRCA regulation boundary) No Record(cannot inspect until owner submits record/Phase .y 11) No Status(Septic 137 1792 14 record on file) Hold(BPs or 1 Inspection Pendin ) Totals 0 142 1820 851 Development Services January 26, 2022 Report No. DS2022-008 Page 5 of 8 Page 149 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... WHP2026 Statistics — December 2021 100m to municipal well head Compliance Deadline: December 31, 2026 Total Affected Properties (WHP2021) 196 Pending Inspected Incomplete Complete Inspection N/A-Vacant 19 N/A-MOECP (not 5 o OBC regulated) N/A-Other(i.e. 2017+septic permit, 3 W overlap with WHP) N/A-Exempt 44 (Miscellaneous) No Record(cannot y inspect until owner submits record/Phase 11) No Status (Septic 0 125 record on file) Totals 0 0 0 196 With a large number of non-compliant SMP 2020 properties that required attention, staff were limited to the number of inspections that were conducted in 2021. 2022 will see additional focus on site inspections for the new cycles. Staff also continue to work on the administration and compliance for all the SMP2020 and WMP2021. Staff will continue to work with property owners in order to gain compliance with the program. In conjunction with the closure of the SMP 2020 cycle, staff will begin working on the 2026 cycle of the program that commenced on January 1, 2022. Analysis: ORDERS TO COMPLY Building Inspectors follow up on reports of illegal activity through receiving a complaint or through observation when conducting inspections throughout the Township. Orders to Comply have become a last resort in our enforcement process. Township staff alongside the local Conservation Authorities (when applicable) continue to work with property owners to educate and gain compliance. This has been the ongoing strategy as a customer service oriented approach. With courts being reopened, staff have been able to continue to work with the Township solicitor in gaining compliance with difficult files through Superior Court applications. Development Services January 26, 2022 Report No. DS2022-008 Page 6 of 8 Page 150 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... Policies/Legislation: Building Code Act Ontario Building Code Corporate Strategic Goals: Prepare for Our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Support Our Workforce Consultations: Building Division staff Baker Records Conclusion: As with other departments, COVID-19 has significantly changed the way that Building staff conduct their duties. Although COVID-19 has had significant impacts on the Province and the Township, there are now provisions in place in order to keep staff, property owners and contractors safe. Building permit numbers through 2021 were strong. Residential dwelling construction continues throughout the Township's approved subdivisions and developments. Staff have continued to provide excellent customer service, timely inspections, and meet the legislated timelines under the Ontario Building Code. The Septic Maintenance Program affects over 2500 properties. These additional properties are within 100 meters of a tributary to Lake Simcoe; As a large part of this program; staff are continuing to communicate and educate the public as well as work to obtaining compliance. With the continuation of the program through to 2026, staff will continue to focus on public education and assisting property owners with compliance. Building staff continue to issue Orders to Comply as required and proceed through the necessary legal processes to obtain compliance; however staff are proactively communicating with property owners to advise of the permit requirements and obtain building compliance without the requirement for the issuance of an Orders to Comply. Staff are committed to communicating and educating the public through various media streams that are available. Development Services January 26, 2022 Report No. DS2022-008 Page 7 of 8 Page 151 of 203 11 .b) DS2022-008, Garry McCartney, Chief Building Official; and Jason Cr... With the implementation of Cloudpermit, staff will continue to provide a high level of customer service as well as continuing to enhance processes with our new technology. The Building Division will continue to refine the permit application process in order to provide a high service level regardless of the ongoing pandemic. Respectfully submitted: Jason Craig, CBCO Deputy CBO And Garry McCartney, CBCO Chief Building Official Approvals: Date Andria Leigh, Deputy CAO/ Director, Development Services January 19, 2022 Development Services January 26, 2022 Report No. DS2022-008 Page 8 of 8 Page 152 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... Report Township of Fraud Heritrage, Exciting Future Report No. To: Prepared By: CS2022-02 Council Yvonne Aubichon Meeting Date: Subject: Motion # January 26, 2022 2021 Annual Accessibility Roll #: Report R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2022-02, presented by Yvonne Aubichon, Clerk be received; and 2. That the Annual Accessibility Report be added to the Township website in accordance with Provincial Legislation. Background: Section 4(1) of the Accessibility for Ontarians with Disabilities Act (AODA), requires that municipalities establish, implement, maintain and document a Multi-Year Accessibility Plan that is reviewed at least once every five (5) years. This plan is reviewed by the Township's Joint Accessibility Advisory Committee (JAAC), approved by Council and made available to the public. The Township of Oro-Medonte's Multi-Year Accessibility Plan was updated, reviewed by the JAAC and subsequently approved by Council in 2019. As part of the plan and consistent with legislation, there is a requirement to prepare an annual status report to be reviewed by the JAAC, received by Council and posted to the Township's website. Analysis: The intent of the municipality's Multi-Year Accessibility Plan is to prevent, identify and remove barriers and obstacles that could impact individuals with disabilities from accessing services, facilities and information. The Township's Plan aligns with the standards identified within the Act; specifically: • Customer Service, • Information and Communications, • Employment Accessibility and, Corporate Services January 20, 2022 Report No. CS2022-02 Page 1 of 6 Page 153 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... • Built Environment. In addition, the plan also references the role of the Joint Accessibility Advisory Committee (JAAC). The Township is represented on the JAAC through participation by a Ward Councillor and a resident. During 2020 and 2021, the Committee completed the following: • Approved site plan review guidelines • Implementation of the previously approved process, plan and checklist for the completion of accessibility facility reviews of County and Township owned and operated facilities. • Review of the 2020 Work Plan, approval of the 2021 Work Plan, draft 2022 Work Plan • Provided memorandums on the following Ministry Releases: o Ontario Establishes a New Framework to Continue Progress on Accessibility o Amendments to the Barrier-Free Design Section of the Ontario Building Code o New Mental Health and Addictions Centre of Excellence and Roadmap to Wellness Plan o Ontario's Supports During COVID-19 Pandemic; and o National Disability Employment Awareness Month o Legislative Updates on Information and Communications Standards and Employment Standard, • Despite the pandemic, the Committee pivoted in 2021 to continue accessibility reviews and/or virtual tours of the following locations: Library facilities in the Township of Tay, 3 Public Parks in Adjala-Tosorontio and Administration Centre in the Township of Oro-Medonte and provided subsequent feedback regarding these presentations. • The Committee reviewed site plans for various outdoor spaces throughout the County; such as, 400 Newton St, Victoria Harbour, Midhurst Subdivision Trails and Anten Mills Proposed Walking Trail. • The Committee also made recommendations on items such as: • Bradford Ontario Works Office - Barrier Free Features; and • The Committee received and adopted Annual Accessibility Reports from the County and respective Township's Unfortunately all other awareness activities were prohibited due to COVID-19 Restrictions. Corporate Services January 20, 2022 Report No. CS2022-02 Page 2 of 6 Page 154 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... The following is a summary of the achievements the Township has had with respect to the standards outlined in the Multi-Year Accessibility Plan: Customer Service The Customer Service Standard mandates that service providers must find ways to break down barriers that prevent customers with disabilities from accessing the services they need. • As part of the Township's on-boarding process all new staff members including summer students, volunteer firefighters and Township volunteers were trained on the Integrated Accessibility Standards and the Township's Accessibility Policy. In 2020/2021 the Township updated the AODA training to include a recorded zoom meeting to allow for training to be completed by all employees prior to the commencement of their employment and to maintain training records in accordance with legislation. • The Township implemented the issuance of electronic parking passes, facility bookings and various permits, providing enhanced accessibility for residents to municipal services. • Implementation of Cloudpermit software solution for residents, builders, and the community. Cloudpermit is an online application system that allows an individual to apply and track their building or septic permit, make payments, request inspections and receive email updates on the building permit process. Cloudpermit was tested in December 2021 and scheduled to go live to public January 1, 2022. Cloudpermit allows an applicant to get up to date information on the status of their permit at a time and place convenient to them. • An online payment method was implemented through PayPal; creating enhanced payment options for residents and visitors to access municipal services from any location. • Automated External Defibrillator (AED's) have been installed at various locations within the Township and will be made available at other sites on a continued basis, availability of these units throughout the Township provides enhanced accessibility to these potential life-saving devices. Information and Communications This standard outlines requirements for organizations to create, provide and receive information and communications that are accessible for individuals with disabilities. • The Township continued, in accordance with Township Accessibility Policy, to provide documentation in an accessible manner. Factors such as font size and style, colour contrast, spacing, use of white space, and use of formatting techniques such as bold, italics, underlining and capital letters are all components for consideration. We do provide our documents in alternative format and/or with communication support as requested. • In 2021 the Township employed a staff member under the title of "Website Information Coordinator", whose responsibility is specific to, but not limited to, Corporate Services January 20, 2022 Report No. CS2022-02 Page 3 of 6 Page 155 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... website AODA compliance. This staff member has undertaken the responsibility of ensuring web content remains and continues to be uploaded and presented up to WCAG Level AA compliance. Processes have been implemented to ensure web compliance is consistently met, and is continuously improved during the lifespan of the website. Improvements are on-going through the processes of ensuring numerous standards are met, including but not limited to; colour contrast sufficiency, alternative text standards, hyperlink visibility, webpage hierarchy (heading levels), implementation of accessible imagery, and on-going webpage content monitoring. • Regular Council Meetings continue to be livestreamed with videos posted to our YouTube Channel to ensure those who wish closed captioning have that capability. Livestreaming and video archives enables those who are unable to attend meetings in person to view the business of the corporation. With the onset of COVID 19 restrictions the Township extended its livestreaming capabilities to include Special Council Meetings and Development Services Meetings. In response to the 2020/2021 pandemic, the Township introduced electronic Council and Committee meetings and electronic meeting participation; thus providing greater accessibility opportunities for those wishing to participate in governance related matters. • Electronic meetings were also extended to staff, interest groups, task forces, round tables, etc. providing greater options for residents with disabilities to participate and get involved in their community. Employment Accessibility This standard outlines requirements for organizations to remove barriers for individuals with disabilities regarding employment (recruitment, retention, performance etc). • As part of our on-boarding process the Township continues to train all new staff members including summer students, volunteer firefighters and Township volunteers on the Ontario Human Rights Code and the Township's Accessibility Policy with respect to the availability of accommodation. The Township maintains training records in accordance with legislation and accommodation is addressed upon request. • Continued digitization of files will eliminate the need for physical storage, enabling accessibility to all users. Built Environment This standard outlines the need for newly constructed or redeveloped public spaces to be accessible for individuals with disabilities. • In 2021 Braestone/Georgian International has substantially completed Starfall Park which was developed with input from the Township's previous accessibility advisory committee. The park was designed to reduce barriers to play and participation with integration being a key design element. Corporate Services January 20, 2022 Report No. CS2022-02 Page 4 of 6 Page 156 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... • In 2021 the Township initiated a Parks and Recreation Master Plan which will provide a 10-year plan for the provisions of parks, recreation, trails and associated facilities and programs. As part of the initial community engagement program a household survey was sent to all Oro-Medonte residents, surveys were completed by key stakeholder groups and a youth survey was also completed. The initial engagement program also consisted of a geo-spatial on- line crowdsourcing tool and feedback boards posted throughout the community. A key aspect will be reviewing all types of barriers to facilities, public spaces and program and the development of strategies to reduce and eliminate these barriers. As the plan advances specific consultation will take place with the JAAC. The plan will also look at developing specific master plans for the larger Township community parks. • A facility review of the Administration Centre Building was conducted with JAAC on October 14, 2021 . At the request of Committee a follow up staff report to the facility review is being presented to the Committee on January 20, 2022 (see Report CS2022-01). Financial / Legal Implications / Risk Management: These service level enhancements were approved through the 2021/2022 multi-year budget. Policies/Legislation: Accessibility for Ontarians with Disabilities Act (AODA) Corporate Strategic Goals: • Foster Safe and Inclusive Community Living & Business Growth • Modernize Township Services • Streamline Permitting Process • Digitize and Enhance Records Management System • Update the Township's Website • Improve Delivery Services Consultations: • Deputy CAO/Director, Development Services • Chief Financial Officer/Treasurer • Director, Operations & Community Services • Director, Human Resources Attachments: None Corporate Services January 20, 2022 Report No. CS2022-02 Page 5 of 6 Page 157 of 203 11 .c) CS2022-2, Yvonne Aubichon, Clerk re: 2021 Annual Accessibility Rep... Conclusion: Despite the many changes required to facilitate business continuity during the Pandemic, as outlined above, the JAAC in conjunction with the Township, remained committed to removing barriers for persons with disabilities. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date Donna Hewitt, Director, Corporate Services January 12, 2022 Andria Leigh, Deputy CAO/Director, Development Services January 13, 2022 Corporate Services January 20, 2022 Report No. CS2022-02 Page 6 of 6 Page 158 of 203 14.a) Announcements of Interest to the Public: Township of Oro-Medonte, ... Who Makes a Real Difference in Your Community? The Township of Oro-Medonte is currently accepting nominations for a resident you Tr)f believe has the greatest impact on improving the quality Yrarrd Hrrilr{qr. E.rriliug Frarurr of community life in Oro-Medonte. Please submit a completed Nomination Application form (one name) (available on the website or at the Township Administration Office) outlining, in detail, the reasons for the nomination. Additional letters of support and material are very helpful and may be attached. Select the applicable box on the Nomination Application for the Oro-Medonte Citizen of the Year or Ontario Senior of the Year Award or Both! Oro-Medonte Citizen of the Year— One Individual The Oro-Medonte Citizen of the Year Award honours a resident's volunteer efforts that benefits the quality of life in the Township and demonstrates: - Commitment / contribution to community service; - Support and leadership for a lasting quality of community life; - Significant volunteer involvement with associations, charities, societies and institutes; - Outreach and assistance to those in need; - Optimistic and inspiring role model with a desire to make a positive impact. Ontario Senior of the Year— One Individual The Ontario Senior of the Year Award gives each municipality in Ontario the opportunity to honour one outstanding local senior. Recipients must be over 65 years old and are people who have made their communities better places to live. Achievements in many fields would qualify, for example in: - Arts/Literature; - Community Service/Volunteerism; - Education; Environment/Science; - Fitness/Recreation/Sport Humanitarian Activities; and/or - Keeping History Alive. The submission deadline for both awards is Friday, March 11, 2022. Nominations must be signed by the nominator and will be accepted at the Township Administration Centre, by mail, email or fax to the Clerk's Department, Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, ON LOL 2EO. Nominees must be a resident of Oro-Medonte. Page 159 of 203 14.b) Correspondence dated January 17, 2022 from County of Simcoe, Solid... COUNTY OF Release SIMCOF,S County of Simcoe,Office of the Warden and CAO For the Greater Good 1110 Highway 26,Midhurst,Ontario L9X IN6 si mcoe.ca FOR IMMEDIATE RELEASE Find your fit with a cart size that suits your household needs Midhurst/January 17, 2022—The County of Simcoe is pleased to introduce a new cart request program to support residents' and businesses' capacity and storage needs. Starting January 17, 2022, business and homeowners can visit carts.simcoe.ca to swap their garbage and/or recycling cart for a smaller size. Exchanges will be free of charge until July 30, 2022. "Our residents deserve a great deal of credit for adapting so well to the new automated cart collection system," said Warden George Cornell. "Myself, and many of our Councillors, have heard first hand how so many residents have enjoyed the benefits and conveniences of this new program. While we had some learnings the first few weeks due to scale of this significant change, we've quickly seen the improvements in alleviating labour challenges and ultimately reducing collection misses for our residents. For households that would prefer smaller carts, the County is now pleased to offer a simple and easy way for residents to swap their existing carts for different sizes." Smc h SIZEMW Cart Sizes Options: RECYCLING GARBAGE ORGANICS Residents are now able to choose the cart size that fits their 360L 240L 120L needs. Cart sizes available for selection are: It it I • Recycling — 360 L (default size), 240 L, 120 L g 240` 20` • Garbage —240 L (default size), 120 L o • Organics — 120 L only N 120L Cart size dimensions include: I Capacity Height Depth (Front to Back) Width (Side to Side) 360 litres (Recycling 110.4 cm 84.5 cm 74.1 cm only) 240 litres 102.8 cm 71.4 cm 67.8 cm 120 litres 95.2 cm 62.2 cm 46.9 cm How to Submit Your Request To submit your cart exchange request, residents and business owners can visit carts.simcoe.ca and go to our `Cart Exchange' section. This page provides all the relevant information about swapping your recycling and/or garbage cart, including a link to our online portal where you can make your request. For those people unable to access our website, requests can be made through our Contact Centre via phone at 1-800-263-3199. However, due to call volumes for all County Services, the most efficient and timely way to complete your cart swap request is through carts.simcoe.ca Prior to requesting a cart exchange, residents should consider the following information: Page 160 of 203 14.b) Correspondence dated January 17, 2022 from County of Simcoe, Solid... • Requests can only be made by home/property-owners. Renters should contact their landlords or property managers for assistance • The first cart exchange/set of cart exchanges for each eligible County household is free until July 30, 2022 • For any subsequent exchanges (maximum once annually) or exchange requests made after July 30, 2022, there is an administration fee of$50 per cart, unless you are a new homeowner • Exchange deliveries will commence in early March and may take several weeks to complete. You will be notified prior to delivery to have your current EMPTY cart(s) at roadside for the exchange to occur • Please carefully select the best size for your household. If smaller carts are selected and the location has consistent overflow of materials or overstuffed carts, the location will be required to revert to a larger size cart and the $50 per cart administration fee will be applied. Overflow garbage must have a $3 tag affixed. • For more information, visit carts.simcoe.ca NEED MORE CAPACITY? One additional recycling and/or organic cart may be requested by contacting Service Simcoe. Some conditions and a $50 per cart administration fee apply. This program does not apply to the cities of Barrie and Orillia. County of Simcoe is composed of sixteen member municipalities and provides crucial public services to County residents in addition to providing paramedic and social services to the separated cities of Barrie and Orillia. Visit our website at simcoe.ca. - 30 - Chris Hedley Collin Matanowitsch Public Relations Consultant Manager, Public Relations County of Simcoe, Service Simcoe Department County of Simcoe, Service Simcoe Department 705-715-7654(mobile) 705-734-8386 (mobile) Chris.HedleW(a simcoe.ca Collin.Matanowitsch(cDsimcoe.ca Page 161 of 203 14.b) Correspondence dated January 17, 2022 from County of Simcoe, Solid... SICOUNTY �� SERVICE SIMCOE FLAN AT A GLANCm! Cart Exchange Promotions Plan Purpose To advertise and educate the public on the cart exchange program launching in early 2022, including requirements, request instructions and promotion of the free exchange process lasting until July 30, 2022. Tactical Overview Public Relations 1. Mid-December: • Content and message development • Create cart exchange webpage (housed on carts.simcoe.ca) with program details, FAQs and timelines and intake instructions 2. Launch: • Extensive social media linking to the online portal • Website takeover - dedicate simcoe.ca banner space • Media Relations • Media circuit • Content for mailer(s) 3. Spring/early-summer: • News release in July regarding free cart exchange period coming to end • Social media reminders 4. Long term: • Social media reminders • Website updates • Media relations as needed Page 162 of 203 14.b) Correspondence dated January 17, 2022 from County of Simcoe, Solid... Advertising Launch Timeline: January 17— February 14 (4 Weeks) Targeting: All of Simcoe County, excluding Barrie and Orillia 1. Managing Your Waste (January) a. Single page (double sided) mailer to all COS households and out-of-town residents 2. Video a. Create a short 15 second video to be used as advertising on YouTube and social media b. Create a longer video outlining the process of exchanging cart sizes c. Both of these videos will be 'animated' and contain footage already captured in addition to graphics. We do not anticipate needing to film any additional footage 3. Municipal Print Materials a. Create a buck card/post card to be sent to municipalities outlining the exchange process b. Create poster for municipalities 4. Social Advertising a. Facebook and Instagram advertising to run for the full 4 weeks b. Video and static creative 5. Radio a. Advertise on main stations throughout Simcoe County b. Radio ads will run steady for 4 weeks starting January 17 until February 14, 3x daily (total of 87 spots per station) 6. Google Search a. Google search ads will capture the people searching for the cart exchange. 7. Newspaper a. We will run 2 print ads throughout the 4 weeks, % page size 8. YouTube a. Utilizing the 15 sec video, we will run YouTube ads throughout the County for the full 4 week period. Secondary Campaign —Continued Awareness (if needed based on reach, volumes and analytics) February 21 — March 14 - Campaign to bolster awareness if needed based on request volume/feedback • Social Media Ads • Google Search • YouTube Reminder Campaign Early July for 1 week to remind people that free cart exchange campaign is coming to end ($50 fee per cart applies as of August 2022) Page 163 of 203 14.b) Correspondence da*d January 17, 2022 from County of o Q 4: 1 4: .... .'... MEN �p �� JIM, Auk r >! THIS IS HOW WE ROLL! The County of Simcoe successfully Remember the following �� Our pick-up was g launched its new automated cart excellent and thank you for during the winter: waste collection system on Nov.1, 2021,representing the culmination of implementing the new system! months of preparation. Sadie,A rac0o0k PP Set out carts on a cleared driveway many p p � or cleared area with two feet of space all around More than 450,000 carts were to continuing to refine the program distributed to eligible locations and introduce cart size exchanges Do not place on top of prior to the launch of this valuable later this winter for residents or behind a snow pile automated service. wanting to reduce the capacity of their carts." "County residents have done a greatjob adapting to our new Residents did a greatjob of automated collection system," following the instructions provided; said Warden George Cornell. remembering to set carts out with Do not leave "We're already experiencing the the arrows facing the road,with a ©frozen or benefits and convenience of the minimum of two feet between each buried in cart system,which addresses the cart and between other objects,as a snow pile industry-wide labour shortages well as setting carts out within eight for waste collection workers and feet of the travelled portion of the makes managing and storing your road.A helpful tip is to remember ° household garbage, recyclables and that carts must not be over-stuffed Do not leave on the road blocking traffic, or on the sidewalk blocking pedestrians organics easier.We look forward and the lids must be fully closed. M111'-Winter 2.21V2indd 1 Page 164 of 20312/31/2021 11:55:07AM 4 b) Correspondence did January 17, 2022 fr FOLLOW THE RULE OF 2 V Rollout 2 carts weekly • No .. paved V Keep minimum 2 feet apart from each other parking shoulder ./ Keep minimum 2 feet from other objects M2ft M M2ft C] El ,/ Point 2 arrows towards the street Place carts at the curb within 2.4 metres(8 feet) 2ftr 1 of the travelled portion of the road and 0.6 metres (2 feet)apart from each other or other objects. Arrows must point to the street. ...................................................................................................................................................................................... FINDING THE CART THAT FITS YOUR NEEDS County Council recognizes some residents have concerns with respect to capacity,storage or accessibility issues with the uniform cart sizes,and have listened to the feedback.As a result,residents and businesses will be able to self-select sizes for exchange of their current carts starting mid-to late January 2022 by visiting carts.simcoe.ca. Now that you've had a few months Delivery of replacement carts may FOR FULL DETAILS,VISIT to experience the carts and confirm take several weeks.Please do NOT CARTS.SIMCOE.CA your waste capacity requirements, submit multiple online requests including over the recent holiday RECYCLING GARBAGE ORGANICS season,please consider the following As part of the County's cart 360E 240E 120E information prior to requesting an exchange service,the County will exchange: coordinate delivery and exchange c 24oL 120L of your carts to your household/ d Requests can only be made by business.You will be notified prior N home/property-owners.Renters to delivery to have your current 1A 120L should contact their landlords for EMPTY cart(s)at roadside for the assistance exchange to occur The first cart exchange/set of Please carefully select the best NEED MORE CAPACITY? cart exchanges for each eligible size for your household.Overflow County household is free until July materials must have a$3 tag •ne additional recycling 30,2022 affixed (garbage only). If smaller and/or organic ' ' be carts are selected and the requested by contacting For any subsequent exchanges location has consistent overflow Simcoe. (maximum once annually) of materials or over-stuffed carts, Some conditions or exchange requests made the location will be required to and a per afterjuly 30,2022,there is an revert to a larger size cart and the cart administration • administration fee of$50 per cart, $50 per cart administration fee -- ...y. unless you are a new homeowner will be applied. ...................................................................................................................................................................................... Re-purpose your old green bins,recycling boxes and garbage pails! Blue boxes can be used for overflow recyclables or to place your leaf and yard waste at the curb or for storage. Garbage cans can be used for occasional overflow garbage but require a County garbage tag to be affixed.They are also handy for storing rakes,shovels,etc. Green bins can be used to store items like birdseed,pet food or driveway sand or salt in the winter. Alternatively,they can be brought to a County Waste Facility to be recycled free of charge until March 31,2022. ...................................................................................................................................................................................... Questions? Visit carts.simcoe.ca or contact Service Simcoe Monday to Friday 8 a.m.to 5 p.m. I Toll Free:1-800-263-3199 1 Email: service@simcoe.ca NOTAPPLICABLE FOR THE CITIES OF BARRIE AND ORILLIA MYW-Wi.,�,20211'2L,dd 2 Page 165 of 20312/31/2021 11:59:09AM 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Transformat 'ilon 2022-2024 Transformation 2022-2024 In nature, rarely do things stay the same. Our watershed is no different. And like our planet, it is undergoing significant change - the natural systems and the societal ones too. We are the Lake Simcoe Region Conservation Authority, the leading, local agency dedicated to the health of this watershed we call home. We're here to help guide and influence the necessary changes to address what's ahead. There's no doubt we are in the midst of challenging times, but we remain optimistic. Through oversight, our expert knowledge and by bringing people together, we will be the catalyst for the change we seek. Transformation 2022-2024, our new Strategic Plan, reaffirms our vision of watershed health and the mission we aspire to achieve. The values we hold at our core, underpin our actions and will lead us to meaningful outcomes that will have positive impacts across our watershed community. Through this next chapter, we seek to transform the way we consider our work and its effects. And in doing so, we will transform our watershed. Transformation is also a call to action. A call out to every level of government, to every resident, business, community group, and volunteer. To secure our future, and that of many generations to come, we need to collaborate for change. We look forward to this new chapter and hope you will engage with us on this journey of transformation. Transformation 2022-2024 Page 2 Page 166 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Who We Are The Lake Simcoe Watershed The Lake Simcoe watershed is a 3,400 square kilometre area of land that sweeps across 20 municipalities, from the Oak Ridges Moraine in the south to the Oro Moraine in the north, through York and Durham Regions, Simcoe County and cities of Kawartha Lakes, Barrie and Orillia. It has been inhabited by Indigenous Peoples since creation. We recognize the Williams Treaties First Nations, including the Chippewas of Georgina Island, Rama and Beausoleil and the Mississaugas of Alderville, Curve Lake, Hiawatha, the Credit and Scugog Island. We are committed to renewing our relationships and deeply appreciate their historic connection and unwavering care for this land and water. 1 �y J ^ 4 The Lake Simcoe Region Conservation Authority We are a local watershed management organization incorporated under the Conservation Authorities Act. For over 70 years, we have been dedicated to conserving, restoring and managing the Lake Simcoe watershed. Ourjurisdiction includes the entire Transformation 2022-2024 Page 3 Page 167 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Lake Simcoe Watershed with the exception of the City of Orillia and the Upper Talbot River subwatershed. We are governed by an 18-member Board of Directors, appointed within a four-year cycle by its 9 member municipalities. Each year, the Board of Directors elects a Chair and Vice Chair from among its 18 members. The Lake Simcoe Conservation Foundation raises funds to support our environmental initiatives. Transformation 2022-2024 Page 4 Page 168 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority The Context Largely, the challenges of the future are guiding our path forward. They influence our perspective, shape our innovations and form the basis on which we make our business plans and decisions. The context of our future is continuously evolving and includes significant considerations around our changing climate, regional growth and demographics as well as impacts from shared community values and concerns. What might we expect with a changing climate? DAYS ABOVE. 300C DAYS BELOW -100C PRECIPITATION EVENTS AMON-awn 2020's 2080's 2020'5 2080's i • r / • j Climate Change Reference What might we expect with a changing region? More Urbanization and People New Communities Economic Pressures and Opportunities Demand for Natural Areas Transformation 2022-2024 Page 5 Page 169 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority What might we expect with a changing society? The need for transparency to diminish misinformation The need for unity to mitigate polarization The need for resilience to adapt to change Transformation 2022-2024 Page 6 Page 170 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Our Way Forward Our Vision Healthy lake, healthy land, healthy life... for generations to come. Our Mission We collaborate to protect and restore the Lake Simcoe watershed with innovative research, policy and action. Our Values Optimism We are confident that the work we do is having a positive impact now and for the future. r' Inclusivity We value and respect the importance of a diversity of perspectives, knowledge and experience. Transformation 2022-2024 Page 7 Page 171 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority i Innovation We encourage and pursue advancements in science, technology, education and communications because these are integral to success. P= a �p L Integrity We are consistent and honest; we use fair and equitable principles as part of our decision making. Accountability We take ownership for our actions, and we measure our success so that we know if we're doing the right things the right way. Transformation 2022-2024 Page 172 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Strategic Directions Strategic Direction One Champion Watershed Health and Climate Resilience Our work on the land We commit to protecting people, property, drinking water sources and restoring protected areas as we find a balance between what society and our environment needs. 1.1. People, property and infrastructure are protected from natural hazards through planning, permits, enforcement of regulations and flood management and warning activities. 1.2. Healthy communities are supported through effective plan review services for our municipal clients. 1.3. Drinking water sources are protected through our leadership of the source water protection program. 1.4. A resilient watershed is achieved through nature-based restoration solutions and an increase in protected areas on rural, urban and agricultural lands. Strategic Direction Two Drive Evidence-Based Decision-Making Our science and knowledge We use environmental science, collaborative research and data to protect the integrity and strengthen our watershed management decisions. 2.1.Knowledge of watershed health and management decisions are improved through comprehensive, leading-edge science. 2.2.Decision makers access, understand and implement integrated watershed management plans and their recommendations. 2.3.Effectively and securely managed data facilitates collaboration and analysis, improving decision-making. 2.4.Climate change considerations drive internal and external programs, policies, plans and practices. Transformation 2022-2024 Page 9 Page 173 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Strategic Direction Three Spark a Passion and Action for Nature Our role in fostering the people & nature relationship We protect that which we love. Inspire awareness and action by fostering an appreciation of nature - through leading edge education programming, outdoor opportunities and communications. 3.1.Landholdings provide ecological and human health benefits in a sustainable way 3.2.Mutually beneficial partnerships leverage knowledge and resources for watershed health outcomes. 3.3.Target audiences are aware of our organization's purpose, programs and services. 3.4.Watershed communities consider us a trusted, transparent and inclusive organization. 3.5.Watershed communities are engaged, educated and inspired to care and take action for watershed health. Strategic Direction Four Advance Organizational Effectiveness and Excellence Our behind-the-scenes business operations Execute our mission effectively and efficiently through excellent organizational practices and transformative digital solutions to reach our Vision. 4.1.Proactive financial management and reliable funding sources support sustainable operations. 4.2.Internal and external clients receive excellent service and have their diverse needs met. 4.31egal business obligations are upheld through proactive measures. 4.4.Effective and efficient business processes demonstrate a commitment to continuous improvement and environmental sustainability. Transformation 2022-2024 Page 10 Page 174 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Strategic Direction Five Nurture People and Talent Our staff and workplace culture A workplace that attracts and retains talent, a welcoming and engaging culture where professional opportunities thrive and engaged staff collaborate for watershed health. 5.1.Skilled talent is attracted and committed to our vision and have opportunities to grow and develop. 5.2.Employees feel a sense of belonging and contribute to a safe and healthy culture where diversity, equity, inclusion and wellness are celebrated and promoted. 5.3.Staff are highly engaged and have the technical resources, knowledge, and collaborative opportunities to do their jobs effectively, securely and efficiently. Transformation 2022-2024 Page 11 Page 175 of 203 14.c) Correspondence dated from Lake Simcoe Region Conservation Authorit... Lake Simcoe Region conservation authority Evaluating and Reporting on our Impact Transformation 2022-2024 urges us to improve our ability to identify, evaluate and track longer term impacts, which we will achieve through internal processes. We're committed to transparency and will report on this work publicly, on at least an annual basis, through a formal report to our Board of Directors. Join Us We don't manage the watershed alone. We rely on a multitude of partners to make our vision of a healthy lake, healthy land, healthy life... for generations to come even possible! If you live, work or play in the Lake Simcoe Watershed, you are part of the solution moving forward. Join us as we embark on this next chapter together. One way to stay in touch is to sign up to "Buzz", our quarterly newsletter, or engage with us on our social media channels. Enewsletter signup Linkedln Twitter Facebook YouTube Instagram Member of Conservation Ontario. This document is a text version of the website www.lsrcatransformation.ca published in November 2021. © 2022 Lake Simcoe Region Conservation Authority Transformation 2022-2024 Page 12 Page 176 of 203 14.d) Correspondence dated January 21 , 2022 from Tom Mrakas, Mayor, Town... From: Mrakas, Tom <TMrakas(a)aurora.ca> Sent: Friday, January 21, 2022 9.53.18 AM To: . Council <Council(a)oro-medonte.ca> Subject: [External] Dissolve the OLT (Ontario Land Tribunal) 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. Good day fellow elected official, Successive provincial governments of all political stripes have failed to have due regard for municipal authority in local land use planning decisions. As a result, rather than approving much needed housing units, municipalities instead have spent decades mired in the red tape of costly, time consuming appeals hearings spending millions of taxpayer dollars defending Council decisions to uphold provincially approved Official Plans. With delay upon delay, nothing gets built and the hope of developing the "missing middle" of housing looks at this stage, to be merely a pipe dream. We are witnessing a crisis in attainable housing; a crisis fueled in part by a land use planning appeals process that supplants the rights of local municipalities to uphold their own provincially approved Official Plans with the power of an unelected, unaccountable third party — the OLT - to determine "good planning outcomes" for our communities. If municipalities had the authority to enforce their provincially approved Official Plans, then thousands of units of housing could be built in York Region alone without any further delay. To address the very real need for a diversity of attainable housing in communities across our province, we need to eliminate one of the key barriers to its realization —the Ontario Land Tribunal. I have attached a Motion that I would respectfully ask you to put forward at your council. This Motion requests the Government of Ontario to dissolve the OLT and recognize the authority of municipal councils in local land use planning decisions. Please consider adding this Motion to your Council agendas. It is imperative that collectively our voices are heard. Local governments should have the authority to exercise greater control over planning matters in their own communities. By working together, we can build a positive future for all Ontarians. Whereas Municipalities across this province collectively spend millions of dollars of taxpayer money and municipal resources developing Official Plans that meet current Provincial Planning Policy; and Whereas an Official Plan is developed through months of public consultation to ensure, "that future planning and development will meet the specific needs of(our) community", and Whereas our Official Plan includes zoning provisions that encourage development of the "missing middle" or "gentle density"to meet the need for attainable housing in our community; and Whereas our Official Plan is ultimately approved by the province, and Page 177 of 203 14.d) Correspondence dated January 21 , 2022 from Tom Mrakas, Mayor, Town... Whereas it is within the legislative purview of Municipal Council to approve Official Plan amendments or Zoning By-law changes that better the community or fit within the vision of the (Your Municipality) Official Plan; and Whereas it is also within the legislative purview of Municipal Council to deny Official Plan amendments or Zoning By-law changes that do not better the community or do not fit within the vision of the (Your Municipality) Official Plan, and Whereas municipal planning decisions may be appealed to the Ontario Land Tribunal (OLT; formerly the Ontario Municipal Board or "OMB'), an unelected, appointed body that is not accountable to the residents of(Your Municipality), and Whereas the OLT has the authority to make a final decision on planning matters based on a "best planning outcome" and not whether the proposed development is in compliance with municipal Official Plans and Provincial Planning Policy; and Whereas all decisions—save planning decisions—made by Municipal Council are only subject to appeal by judicial review and such appeals are limited to questions of law and or process, and Whereas Ontario is the only province in Canada that empowers a separate adjudicative tribunal to review and overrule local decisions applying provincially approved plans, and Whereas towns and cities across this Province are repeatedly forced to spend millions of dollars defending Official Plans that have already been approved by the province in expensive, time consuming and ultimately futile OLT hearings, and Whereas lengthy, costly OLT hearings act as a barrier to the development of attainable housing, 1. Now Therefore Be It Hereby Resolved That (Your Municipality) requests the Government of Ontario to dissolve the OLT immediately thereby eliminating one of the most significant sources of red tape delaying the development of more attainable housing in Ontario, and 2. Be It Further Resolved That a copy of this Motion be sent to the Honourable Doug Ford, Premier of Ontario, the Minister of Municipal Affairs and Housing, the Leader of the Opposition, the Leaders of the Liberal and Green Party, all MPPs in the Province of Ontario; the Large Urban Mayors' Caucus of Ontario, the Small Urban GTHA Mayors and Regional Chairs of Ontario, and 3. Be It Further Resolved That a copy of this Motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration. Regards, Tom Mrakas Mayor Town of Aurora 416-543-1624 Page 178 of 203 14.d) Correspondence dated January 21 , 2022 from Tom Mrakas, Mayor, Town... Confidentiality Note: The information contained in this communication is confidential and is intended only for the use of the individual or entity to whom it is addressed. The contents of this communication may be subject to legal privilege, and all rights of that privilege are expressly claimed and not waived. This communication may also contain information exempt from disclosure under the Municipal Freedom of Information and Protection of Privacy Act. Any distribution, use or copying of this communication, or the information it contains, by anyone including the intended recipient, is unauthorized unless consent is received. If you have received this communication in error, please notify me immediately and destroy the communication without making a copy. Thank you. Page 179 of 203 14.e) Correspondence dated January 14, 2022 from the Association of Muni... AMOAssociation of Munici papes Ontario POLICY UPDATE January 14,2022 AMO Policy Update — MOI Broadband Webinar, Joint + Several Liability Resolution and Federal Housing Accelerator Broadband Webinar On Thursday January 13, 2022, members of municipal council and CAOs received an emailed invitation from Jill Vienneau, Assistant Deputy Minister, Broadband Strategy Division to attend a webinar on broadband deployment in Ontario to meet the commitment to connect all homes and businesses to high-speed internet by 2025. Municipal governments have played a critical role in supporting broadband expansion and will continue to do so as the projects approved under the Ontario Reverse Auction in spring 2022 require access to rights of way and public infrastructure. This webinar will provide an update from Minister Surma and a presentation from Ministry officials on the status of projects, planned actions and requirements. AMO members are encouraged to attend the session which will be held on January 18t", 2022, from 2.00 — 4.00 p.m. Joint and Several Liability Resolution Recently, AMO wrote to members regarding the status of commitments to review Joint and Several Liability and the need to encourage the Ontario Government to put a plan in place with municipalities to address this issue before the end of the current mandate. Members were asked to consider passing a resolution to support the request and to send it to relevant Ministers and copy AMO. AMO thanks those members that have already done so and has drafted a standard resolution for members that may still be interested in supporting this call. If you have not already done so, councils are encouraged to discuss the request at their next meeting and consider the attached draft resolution. Federal Housing Accelerator Municipalities and the public are invited to share their ideas on how the federal Housing Accelerator Fund and Rent-to-Own programs could be most effective. The Housing Accelerator Fund will aim to remove barriers and help municipalities build housing more quickly in an ambitious and innovative manner, while the Rent-to-Own program will aim to help make it easier for renters to work towards home ownership. Page 180 of 203 14.e) Correspondence dated January 14, 2022 from the Association of Muni... Ideas can be submitted directly to the federal government until January 31 , 2022, at htti)s://www.i)lacetocalIhome.ca/calIforideas. If you have ideas for AMO to convey, please send to Amber Crawford and Michael Jacek by 12pm Tuesday, January 18th. Email: ACrawford(a-)-amo.on.ca; MJacek(a)amo.on.ca. `Disclaimer:The Association of Municipalities of Ontario(AMO)is unable to provide any warranty regarding the accuracy or completeness of third-party submissions. Distribution of these items does not imply an endorsement of the views,information or services mentioned. Page 181 of 203 14.e) Correspondence dated January 14, 2022 from the Association of Muni... Call to Action — Joint and Several Liability In 2018, Premier Ford committed to reviewing the matter of municipal joint and several liability. This review was conducted in 2019 with AMO and municipalities fully participating. Unfortunately, the results of this provincial review have not been released and municipalities are still awaiting news of how the Attorney General will address this important matter. As municipal leaders are aware, liability and risks are one major driver of exponentially increasing insurance costs. However, managing risk and liability also has environmental impacts such as road salt application affecting wetlands and water quality in our lakes and streams. To help drive the policy discussion, AMO submitted "Towards a Reasonable Balance —Addressing Growing Municipal Liability and Insurance Costs" in October 2019 that provides a refresh on the municipal argument to find a balance to the issues and challenges presented by joint and several liability, including implementing full proportionate liability and a cap on economic loss awards. It provided seven straightforward recommendations for actions to deal with this problem. AMO is now asking for municipal councils to lend their support to the 7 recommendations contained in the AMO submission to re-establish the priority for provincial action on this issue. Councils are encouraged to pass a resolution when you next meet to ask the government to work with us on a plan for resolution before the end of its current mandate. AMO has linked a draft resolution template for municipalities to use for their correspondence. Please send your supportive resolutions to the Attorney General, the Honourable Doug Downey at attorneygeneral(a�ontario.ca and copy the Minister of Municipal Affairs and Housing, the Honourable Steve Clark at minister.mah(a-)ontario.ca as well as the AMO President, Jamie McGarvey, at amopresident(a-)amo.on.ca Page 182 of 203 14.e) Correspondence dated January 14, 2022 from the Association of Muni... Draft Resolution — Joint and Several Liability Whereas municipal governments provide essential services to the residents and businesses in their communities; and Whereas the ability to provide those services is negatively impacted by exponentially rising insurance costs; and Whereas one driver of rising insurance costs is the legal principle of `joint and several liability,' which assigns disproportionate liability to municipalities for an incident relative to their responsibility for it; and Whereas, the Government of Ontario has the authority and responsibility for the legal framework of `joint and several liability;' and Whereas the Premier of Ontario committed to review the issue in 2018 with a view to helping municipal governments manage their risks and costs; and Whereas the Association of Municipalities of Ontario on behalf of municipal governments has provided recommendations in this source document to align municipal liability with the proportionate responsibility for incidents and capping awards; Now, therefore be it resolved, that the MUNICIPALITY OF XXX does hereby support AMO's recommendations; and Further be it resolved that the MUNICIPALITY OF XXX does hereby call on the Attorney General of Ontario to work with municipal governments to put forward a plan of action to address 'joint and several liability" before the end of the government's current term so that municipalities can continue to offer high quality services to their communities. Page 183 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. E WART O'DWYER Barristers and Solicitors THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE TO: Yvonne Aubichon, Municipal Clerk AND TO: Municipal Council DATE: January 20, 2022 SUBJECT: Breach of Municipal Code of Conduct/ Sections 1 and 9 i PURPOSE: I This is a report to the Municipal Council for the Corporation of the Township of Oro-Medonte j on the Municipal Integrity Commissioner's finding with respect to the behaviour of a Member of 1 Council with during a Development Services Committee Meeting of May 5, 2021. Specifically, the complaint involves the behaviour of Council during the consideration of a Minor Variance Application. The complaint received with respect to this matter was dated June 28, 2021, with a farther supplementary complaint and materials provided July 27, 2001, and September 28, 2001. PROCESS: i i In preparation of this report, I have interviewed the Complainants and the Member of Council. E In addition, I have reviewed the chronology of events as provided by the Complainants, and the Member of Council. I have also reviewed materials provided by both the Complainants and the Member of Council. As directed by the Complainants, I have reviewed the video recording of the Development Services Committee Meetings of May 5, 2021, and September 1, 2021. I have received full cooperation from the Complainants, the members of Council, and Municipal staff. 311 George Street North,Suite 103,Peterborough, ON K9f 3N3 Tel.(705)874-0404—Fax.(705)874-1165 www.ewartodwyercom W John Hwart Certified by the Law Society as a Specialist in Municipal Law-Local Government/Land ftg&rilr@4n(D Q"ment 15.a) 10.00 a.m. Ewart O'Dwyer Report. 2 BACKGROUND: I was appointed by the Municipal Council for the Corporation of the Township of Oro-Mcdonte to serve as alternate Integrity Commissioner related to contraventions of the Township's Code of Conduct. The complaint focused primarily on the behaviour of one Member of Council. Of specific concern to the Complainants is the behaviour of the Member of Council with respect to statements made during the May 5, 2021, meeting of the Development Services Committee when considering a Minor Variance Application, and the belief that the Member of Council was improperly influenced when malting a decision contrary to the Township's Code of Conduct. As a result of the alleged actions and statements of the Member of Council, a formal complaint was received by the Township with respect to an alleged contravention of the Township's Code of Conduct by the Member of Council,namely Rules 1 and 9 (Member Conduct). LEGISLATIVE PROVISIONS: A Municipal Integrity Commissioner is appointed by Council under Section 223.3(1) of the Municipal Act, 2001, as amended with the following responsibilities: Without limiting Sections 9, 10, or 11, those Sections authorize the municipality 1 to appoint an Integrity Commissioner who reports to Council and who is responsible for performing in an independent manner the functions assigned by the municipality with respect to: a) the application of the code of conduct for members of council and the code of conduct for members of local boards, or either of them; b) the application of any procedures, rules and policies of the municipality and local boards governing the ethical behavior of members of council and of local boards or either of them, or; c)both of clauses a) and b). THE ROLE OF THE INTEGRITY COMMISSIONER IN ASSESSING A COMPLAINT: The role of the integrity commissioner is to determine whether or not there is sufficient information or evidence to support and substantiate the allegations made in the complaint. That determination is made on an evidentiary standard of the "balance of probabilities", that is whether it is more likely than not that the complaint in each scenario is contrary to the provisions of the code of conduct, the Municipal Act, 2001, and/or other applicable legislation. In order to ensure fair and credible process, the municipal integrity commissioner must also: 1. Act as an impartial,unbiased third party; 2. Maintain the integrity and confidentiality of the process, to the extent possible; 3. Interview the Complainant, the respondents, and the primary witnesses; 4. Collect and review the evidence; Page 185 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. 3 5, Assess the issue of credibility; 6. Determine whether farther witnesses should be interviewed; 7. Determine whether additional evidence or interviews are required; 8. Transmit the final report to the Complainant and to the municipality setting out the findings and conclusions with respect to the allegations. NATURE OF THE COMPLAINT: It is alleged by the Complainants that the Member of Council breached the Code of Conduct for the Township of Oro-Medonte as a result of statements and behaviour exhibited during a meeting of the Development Services Committed dated May 5, 2021. At issue was the consideration of a Minor Variance Application involving property which the Complainants owned or had interest in. The Complaint itself was provided in nine (9) sections or parts without specific reference to any section of the Township's Code of Conduct. This resulted in the Complainants having to identify during the initial interview the specific sections which were allegedly breached by the Member of Council. 1 While it would have been of assistance if the Complainants had been in a position to identify the sections of the Code of Conduct which had been allegedly breached by the Member of Council, it was concluded that the sections of concern were Rule 1 and Rule 9 of the Code of Conduct. Furthermore, during the initial interview it was the position of the Complainants that sections 7 and 8 of the nine (9) sections or parts of the Complaint were to be withdrawn. i Accordingly, section 7 and 8 of the Complaint were considered as abandoned and were not considered as part of this Report. This Report therefore addresses seven(7) areas in which it is alleged that the Member of Council had breached the Code of Conduct for the Corporation of the Township of Oro-Medonte arising from the events of the May 5, 2021, Development Services Committee meeting. MUNICIPAL CODE OF CONDUCT: The Corporation of the Township of Oro-Medonte as of the date of the Complaint, being June 28, 2021,had adopted a code of conduct for all Members of Council. Subsequent to the Complaint being received, and prior to a supplementary Complaint being received on September 15, 2021, from the Complainants, Municipal Council for the Township passed an amended Code of Conduct on September 9, 2021, at its regular meeting of Council. Page 186 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. 4 As noted earlier, the initial Complaint received does not specifically refer to any sections of the Municipal Code of Conduct. In light of the amended Code of Conduct having been passed on September 9, 2021, and a supplementary Complaint received September 15, 2021, the Complainants were interviewed on September 8, 2021. At that thne the Complainants confirmed that Sections 1 and 9 of the amended Code of Conduct were the Sections of the Code allegedly breached by the Member of Council. This clarification and confirmation were of importance as it served to focus the inquiry of this matter particularly in light of the amended Code of Conduct having been passed on September 9, 2021. The Code of Conduct as amended September 9, 2021, applies to all Members of Municipal Council of the Township of Oro-Medonte and, unless specifically indicated otherwise and with all necessary modifications, to all members of the Township's Local Boards. In the writer's opinion, the wording set out in Section 1.2 of the Code of Conduct would include application to a Member of Council sitting as a Member of the Development Services Committee. Section 1.1 of the Code of Conduct serves to identify the purpose of the Code of Conduct which is to establish a general standard to ensure that all Members share a common basis for acceptable conduct, and to which all Members are expected to adhere to and comply with. It was confirmed that the Complaint received in this matter pertains to an alleged breach of Section 9 of the Code of Conduct. I have chosen to set out Section 9 of the Code of Conduct in its entirety. i Section 9 - Discrimination and Harassment 9.1 A Member shall treat all members of the public, one another and staff y with respect and without abuse, bullying or intimidation and ensure that their work environment is free from discrimination and harassment. � 9.2 A Member shall not use indecent, abusive, demeaning or insulting words, phrases or expressions toward any member of the public, another Member or staff. 9.3 A Member shall not make comments or conduct themselves in any manner that is discriminatory to any individual based on the individual's race, colour, ancestry, citizenship, ethnic origin, place of origin, creed or religion, gender, gender identity, gender expression, sexual orientation, marital status, family status, disability, age or record of offences for which a pardon has not been granted. Page 9 of 13 Page 187 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. 9.4 A Member shall comply with the Township's Respect in the Workplace (Harassment and Violence) Policy. It is noted that the Complainants did subsequently provide specific sections of the Code of Conduct other than Sections 1 and 9 as the basis of their initial complaint on May 5, 2021. However, no specific particulars were provided in relation to those sections. I have chosen therefore not to include the reference to the Sections of the Code of Conduct provided by the Complainants when dealing with each of the concerns set out below. CONFIDENTIALITY: It is important to state at this point the requirement of confidentiality in order to provide the necessary context to the complaints which form the subject of this inquiry. The Township of Ora-Medonte is not a large municipality and therefore providing excerpts from witness interviews runs the risk of identifying individuals who cooperated with the Code complaint investigation. Furthermore, as the events which form the basis of the within complaint occurred at a meeting of the Development Services Committee which had a limited number of agenda items. Accordingly, efforts were made to not identify specifically the comments attributed to the Member of Council. As a statutory safeguard to ensure protection from disclosure of the names of those who speak with the Integrity Commissioner during the course of the investigation, Section 223.5(1) of the Municipal Act, 2001, sets out the Integrity Commissioner's duty of confidentiality. This section requires that: 1 "The Commissioner and every person acting under the instructions of the Integrity Commissioner shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this part' g INVESTIGATION: 3 CONCERN]: Disqualifying Interest/Conflict o f Interest It is alleged by the Complainants that the Member of Council had a disqualifying interest in a matter involving a Minor Variance while sitting as a Member of the Development Services Committee. It is of note that the Development Services Committee performs the function of what is otherwise known as the Committee of Adjustment as provided for by Section 44 of the Planning Act. The Development Services Committee is comprised of all Members of Municipal Council for the Township of Oro-Medonte and is therefore comprised of seven(7) Members. Page 188 of 203 6 15.a) 10.00 a.m. Ewart O'Dwyer Report. . The Member of Council who is the subject of this complaint is but one Member of the Development Services Committee and has one (1) vote in matters coming before that Committee. It is farther noted that the matter in which the Member of Council is alleged to have a disqualifying interest was denied by the Committee by a vote of four(4) to three (3). Furthermore, the subject application did not have the support of the Township's Planning Consultant which report was available to the Committee prior to the Committee's deliberation and ultimate vote. In support of the Complainants' position that the Member of Council did possess a disqualifying interest the following information was put forward: (a) the Member of Council had past ties with a Property Owners Association which opposed the Planning Application; (b) the Member of Council resides in proximity of the lands which were the subject of the Minor Variance; (c) the Member of Council sought to have the Planning Application deferred on May 5, 2021, on the basis that additional information was required; (d) that a previous Planning Application was similar to the subject Application which had been approved unanimously by the Development Services Committee and in less time including a favourable vote by the Member of Council; and ! E (e) that the Member of Council was receiving text messages during the meeting of May 5, 2021, which suggested that the Member was receiving external information which would serve to influence the Meinber's vote. It is the position of the Complainants that the above factors would serve to establish, on a balance of probabilities, that the Member of Council had a demonstrable bias and therefore 1 possessedd-a disqualifying interest in the Planning Application. I do not agree with this position, nor do I find that the evidence supports such a position. In speaking with the Member of Council, and the specific allegations put forward by the Complainants, the Member denied that such factors were a consideration in the manner in which the Member had voted. The Member further advised that any request for a deferral was based on a sincere belief that additional information was required in order to make an informed decision. The subsequent decision to withdraw a Motion to defer the matter was in order to allow the Committee to vote on the matter without any further delay. Page 189 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. When questioned as to the basis of the allegation of the Member having received text messages, the Complainants did advise that it was speculation based solely on what the Complainants had observed of the Member of Council's behaviour. The basis for this specific allegation is mere speculation. As such, I cannot find that it is sufficient to find that the Member had engaged in activity which contravened the Code of Conduct. As to past ties with the Property Owners Association and the proximity to the subject lands, I am not persuaded by the evidence presented that this was a factor in the Member's decision to either first seek a deferral of the Planning Application or to ultimately in opposition to the Application. As of May 5, 2021, the Member of Council confirmed that he did not hold any position with any Property Owners Association. The fact that the Member of Council was circulated or copied on an email confirming opposition to the Planning Application was the result of the Member of Council being just that, a Member of Municipal Council. The Member of Council confirmed that the email received on May 2, 2021, was unsolicited and was not at the request of the Member of Council. As to the fact that this particular Planning Application took more than two (2)hours to dispose of is not, in the writer's opinion, significant or indicative of a breach of the Code of Conduct. Planning matters are site specific and therefore not subject to any uniformed timeframe in order to properly consider the planning relief being sought. Finally, as noted as the outset the Member of Council sitting as a Member of the Development g p and Services Committee has but a single vote. The Planning Application having been defeated required more than the single vote of the Member of Council . The logical conclusion being that Members, other than that of the subject Member of Council, did not believe that the Planning Application presented"good planning" and therefore not in the public interest. I note that there is reference made in the Complainant to a possible Human Rights violation. It is important to identify that the authority bestowed upon Integrity Commissioners pursuant to Section 223.3(1) of the Municipal Act, 2001, as amended, does not extend to alleged violations of the Ontario Human Rights Code. I believe that it is important to identify the limitations of my jurisdiction and the fact that any contravention of the Human Rights Code, if it had occurred, would have no application to the inquiry carried out in this matter. For the reasons set out above, I do not find that the Member of Council breached the Code of Conduct as it relates to the allegations set out as Concern 1. Page 190 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. 8 CONCERN 2: Conflict of Interest In addition to the statements and behaviour of the Member of Council at the May 5, 2021, Development Services meeting I have been asked by the Complainants to investigate the incidents of alleged conflict of interest involving the Member of Council. In doing so, it is important to note that the incidents as identified by the Complainants pertain to matters which are not specific to a specific time and are lacking in particulars, and for the most part, speculative. I have chosen to address each of the identified concerns in a summary manner for the reasons stated. With respect to a particular concern allegation, it is alleged that the Member of Council in relocating the Member's place of residence, did so based on information gained as a Member of Municipal Council pertaining to proposed development in proximity to the Member of Council's former residence. In speaking with the Complainants, no cogent evidence was put forward in support of this allegation other than speculation and belief on behalf of the Complainants. Mere speculation does not serve to meet the evidentiary standard of the balance of probabilities. a In the case of Concern 2, I find the allegation based on mere speculation does not rise to the evidentiary standard of a balance of probabilities, and therefore it is my finding that the allegations contained in Concern 2 are unfounded, and without merit. 1 As such, I find that there was no contravention of the Code of Conduct by the Member of 3 Council with respect to Concern 2. CONCERN 3: Interest in Property Owners Association With respect to this Concern, it is alleged that the Member of Council, due to past association with a Property Owners Association demonstrated a pattern of voting in a manner favourable to the Property Owners Association. It is further alleged that the Member of the Council had retained membership in a Property Owners Association and was therefore influenced by the Association when dealing with matters corning before Municipal Council. In speaking with the Member of Council it was confirmed that the Member's involvement with the Property Owners Association ceased upon election in October 2018. Furthermore, in discussing this matter with the Member of Council, I an satisfied that the Member was fully aware of the requirement to adhere to Municipal Code of Conduct and the need to avoid any conflicts of interest, real or perceived. Page 191 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. 9 As with Concern 2, the basis of the allegation by the Complainants rests on speculation rather than sufficient evidence which is necessary to support the allegation, Accordingly, I find that the allegations contained in Concern 3 are unfounded and therefore dismissed. In doing so, I find that the Member of Council did not contravene the Code of Conduct on the basis of the allegations contained in Concern 3. CONCERN 4: Commercial Spa With respect to this Concern, it is alleged that the Member of Council participated in deliberation and voted on matters involving a commercial enterprise being a commercial Spa. While the complaint does not provide specific or particulars as to the exact "conflict of interest", I was directed to a letter dated December 14, 2017, authored by the Member of Council in support of the then rezoning of lands to allow for the creation of the commercial Spa. Furthermore, the Complainants reference the fact that the spouse of the Member of Council having been employed with the commercial Spa in an administrative role. a It is therefore alleged that the Member of Council had a pecuniary interest whenever the matter 1 of this commercial operation came before Council, 7 In addressing this concern, the timing of both the letter and the employment of the spouse of the Member of Council is of importance. With respect to the date of the letter referred to in the Complaint, the date was December 14, 2017. This is prior to the Member of Council being elected as a Member of Council for the Township of Oro-Medonte in October 2018. As noted earlier, the Member of Council advised that the Member ceased to hold office or memberships in any Property Owners Association upon having been elected to Council. With respect to the spouse of the Member being employed by the commercial Spa, no evidence was put forward by the Complainants in support of this allegation. The Member of Council, when interviewed, confirmed an understanding that this allegation, if substantiated, in support of this allegation which would have had serious implications both for the subject inquiry as well as a possible proceeding pursuant to the Municipal Conflict of Interest Act. For the reasons set out above, however, I do not find that the Member of Council breached the Code of Conduct as alleged in Concern 4 and, perhaps more importantly, there was insufficient grounds to recommend or undertake any further inquiry pursuant to the provisions of the Municipal Conflict of Interest Act. Page 192 of 203 10 15.a) 10.00 a.m. Ewart O'Dwyer Report. f CONCERN 5 Pecuniary Interest -Election Contributions With respect to this Concern, it is alleged that the Member of Council had a pecuniary interest as a result of a having received campaign donations from constituents who belong to an identified Property Owners Association. In addressing this issue, the specific pecuniary interest was not identified by the Complainants despite having been provided the opportunity to do so on at least two (2) occasions. The issue of campaign contributions and the amount contributed to a municipal election campaign is governed by the Municipal Elections Act, and the reporting requirements set out therein. Accordingly, it is beyond my jurisdiction to consider the Statute as an Integrity Commissioner given that the Act has it owns enforcement regime. For the reasons set out above, I do not find that the Member of Council had breached the Code of Conduct as alleged with respect to Concern 5. 9 CONCERN 6 Boundary Review 5 6 i With respect to this Concern, it is alleged that the Member of Council met with constituents to discuss an upcoming Ward Boundary Review. It is further alleged that such meetings were an attempt to influence decisions regarding the Boundary Ward issue. The allegations are based on the Complainants review of Facebook postings which, as interpreted by Complainants, constitute a breach of the Code of Conduct. 7 Upon a review of the evidence presented, I disagree with the position of the Complainants. f Having review the materials provided by the Complainants, I find that there is no basis for the allegation identified as Concern 6. In speaking with the Member of Council it was confirmed that no such discussions ensued between the Member of Council and constituents which could constitute, "influence" being exerted upon the Member of Council. The initial Facebook posting as referred to by the Complainants indicates that the Member of Council recognized the fact that Members of Council had been specifically asked to remain at "arms length" from reviewing any Ward Boundary materials with constituents as of the date of the posting,being June 16, 2021. Given the lack of particulars provided by the Complainants in support of the allegations other than "belief' and "suspicion", I am prepared to find that there was no breach of the Code of Conduct by the Member of Council with respect to this particular allegation. Page 193 of 203 15.a) 10.00 a.m. Ewart O'Dwyer Report. CONCERN 9: External Messages With respect to this Concern, it is alleged that the Member of Council had received external emails during meetings of Council. It is therefore alleged that the Member of Council, through the use of their personal device, was subject to external influence. When questioned as to the use of personal electronic devices during Council meetings in order to receive external information, the Member of Council vehemently denied doing so. The Member of Council further denied communications with other Members of Council through personal email or electronic devices during meetings of Council. It is noted that the complaint, refers to the Member of Council in the plural as "they" received "text messages or emails at the same time", suggesting that the Member of Council is communicating with other Members of Council. As noted earlier, the basis of this allegation is on the perceived action or behaviour of the Member of Council and that another or other Members of Council looking at their personal devices at the same time. In light of the speculative basis for the allegation that the Member of Council was using a personal electronic device to receive emails/texts during Council meetings and the denial by the Member of Council, I cannot find that there has been any breach of the Code of Conduct, t ANALYSIS: When making decisions on acceptable conduct, it is necessary to keep in mind that Members of Council are required to comply with the Code of Conduct adopted by the Municipality. These rules provide Council with a reference guide and a supplement to the legislative parameters within which they must operate. When evaluating the integrity and ethical conduct of a Member of Council, my role is to apply the rules of the Code to the facts gathered throughout the investigation and make a determination as to whether there has been a breach of the Code of Conduct. The Code of Conduct passed by the Township of Oro-Medonte sets out in that elected officials of the Municipality have recognized their obligation to not only obey the law but to go beyond the minimum standards of behaviour and act in a manner that is of the highest ideals so that their conduct will bear the closest public scrutiny. To be a member of Municipal Council is a position of honour and privilege. Accordingly, all members are obliged to comport themselves in such a way that brings respect and honour to both the office and the Municipality. In doing so, Members of Council must discharge their duties in a manner that recognizes a fundamental commitment to the wellbeing of the community as a whole and have high regard for the integrity and presence of a corporation. Any behaviour which falls short of that obligation would need to be the subject of sanction. Page 194 of 203 12 15.a) 10.00 a.m. Ewart O'Dwyer Report. Code of Conduct and Integrity Commissioner inquiries are significant matters for all parties involved. The legislature has seen fit to require that each Municipal Council adopt a Code of Conduct and either appoint an Integrity Commissioner or obtain the services of one. Upon the request of Council, Council Member or member of the public, an IC may conduct an inquiry into whether a Council Member had contravened the Code of Conduct. In conducting the inquiry where there is an allegation of a breach of Code of Conduct, I have followed a process that ensures fairness to both those individuals bringing the complaint, as well as to the Council Member in responding to the complaint. This is explained at the outset to all parties when commencing the inquiry and the taking of any evidence. Accordingly, any finding of fact is based on the civil standard of the balance of probabilities. FINDING; Upon a careful review of the evidence and materials provided in this matter by all parties interviewed and based on the documentation provided and review of videos as directed, I cannot find that there has been any breach of the Municipal Code of Conduct by the Member of Council as alleged by the Complainants. As noted throughout this Report,- the basis of the allegations were founded and framed on speculation, suspension or belief. However, when requested to provide further evidence to meet the evidentiary standard, the evidence did not rise to the required standard, namely, a finding based on a balance of probabilities. i Recognizing that any finding of the Code of Conduct by a Member of Council is a serious matter, and the sanctions which may be imposed with a material cost to the Municipality, I am ' not prepared to vary from the evidentiary standard established both by Statute and precedent. j i Accordingly, it is the decision of the Office of the Integrity Commissioner to dismiss the � complaints put forward in this matter as against the Member of Council for those reasons as set out herein. As a result of this finding, there is no recommendation of corrective action or imposition of remedial measures. ALL OF WHICHISRESPECTFULLYSUBMITTED BYM. JOHNEWART on January 20,2022. M. ART, B.A., M.A. L.L.B., C.S. Page 195 of 203 17.a) 2022-008: A By-Law to Permanently Stop up, close and sell part or ... The Corporation of the Township Of Oro-Medonte By-law No. 2022-008 A By-Law to Permanently Stop Up and Close and to authorize the sale of Part of the Original Road Allowance between Lots 25 &26, Concession 8, Geographic Township of Oro now in the Township of Oro-Medonte, County of Simcoe more particularly described as Parts, 1, 2 and 3, Plan 51R-43274, being PIN 58559-0077 (LT) (all of the foregoing lands referenced as the "subject lands"). Whereas pursuant to Section 11(3) of the Municipal Act 2001, S.O. 2001, c.25, as amended, Council is empowered to pass by-laws respecting highways; And Whereas Section 34 of the Municipal Act, S.O. 2001, c.25, as amended, provides procedures for highway closing; And Whereas Section 270 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a Council of a municipality to sell or otherwise dispose of land in accordance with policies adopted and maintained by the municipality in respect thereof; And Whereas Council enacted By-Law No. 2021-126 on the 24t" day of November, 2021, Being a By-law to Establish a Policy with respect to the Sale and Other Disposition of Land; IMF 1% And Whereas Council has determined that the subject lands are not required for municipal purposes; And Whereas the subject lands have been declared surplus to the needs of the Municipality by Resolution No. C210623-16; And Whereas pursuant to By-law No. 2021-126, the Clerk of the Township of Oro- Medonte did cause a Notice of the proposed by-law to permanently stop up, close and sell the subject lands to be published in a newspaper and on the Township website, a copy of which is attached as Schedule "B" and forms part of this by-law; And Whereas the proposed by-law came before Council of The Corporation of the Township of Oro-Medonte for consideration at its meeting on the 26t" day of January 2022; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. Permanently Close—Council does hereby permanently stop up and close the subject lands as described in Schedule"A" attached hereto. 2. Authorization of Sale—Council does hereby authorize the sale of the subject lands at the prescribed price and the granting of right of ways (ROWs)to the abutting land owners as follows: Portion of the Subject Lands to be Transferred and Subject to ROW To the Owner(s) of PIN Part 3, Plan 51 R-43274 at a Sale Price of 58599-0417 $.26 cents per square foot plus Harmonized Sales Tax (HST)with a Right of Way over Parts 1 and 2, 51 R-43274 for pedestrian and vehicular access. To the Owner(s) of PIN Part 1, Plan 51R-43274 at a Sale Price of 58599-0026 $.26 cents per square foot plus Harmonized Sales Tax (HST)with a Right of Way over Page 196 of 203 17.a) 2022-008: A By-Law to Permanently Stop up, close and sell part or ... Parts 2 and 3, 51 R-43274 for pedestrian and vehicular access. To the Owner(s) of PIN Part 2, Plan 51 R-43274 at a Sale Price of 58599-0377 $.26 cents per square foot plus Harmonized Sales Tax (HST)with a Right of Way over Parts 1 and 3, 51 R-43274 for pedestrian and vehicular access. To the Owner(s) of PIN A Right of Way over Parts 1, 2 and 3, 51R- 58599-0328 43274 for emergency pedestrian and vehicular access only. In addition to the land Sale Price as set out above, the respective registered owners are responsible for the costs incurred by the Township of Oro-Medonte, associated with the transfers. Such costs include advertising, legal fees and disbursements, the cost of installation of the culvert referenced in Schedule C and such other administrative costs as determined by the Township. 3. That the title to the transferred lands merge with those lands owned by the respective abutting owners as outlined above. Upon registration of the Transfer, the respective owners are responsible, at their expense, to bring an Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate the unopened road allowance as noted above with their abutting property as one Property Identifier Number to the satisfaction of the Township. 4. That the owners of the abutting parcels described above are to be advised of the conditions/obligations affecting the use/development of the subject lands outlined in Schedule"C" hereto and that such owners shall be required to execute documentation acknowledging those conditions/obligations as a condition of the transfer of the Subject Lands and any ROWs related thereto. 5. Execution of Documents—The Mayor and Clerk are hereby authorized to sign all documents to carry out the intent of this By-law. By-Law read a First, Second and Third Time, and Passed this 26t" day of January, 2022. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 197 of 203 17.a) 2022-008: A By-Law to Permanently Stop up, close and sell part or ... Schedule "A" to By-law No. 2022-008 for The Corporation of the Township of Oro-Medonte Part of the Original Road Allowance between Lots 25 &26, Concession 8, Geographic Township of Oro now in the Township of Oro-Medonte, County of Simcoe more particularly described as Parts, 1, 2 and 3, Plan 51R-43274, being PIN 58559-0077 (LT) (all of the foregoing lands referenced as the "subject lands"). Page 198 of 203 17.a) 2022-008: A By-Law to Permanently Stop up, close and sell part or ... Schedule "B" to By-law No. 2022-008 for The Corporation of the Township of Oro-Medonte r. �Am Township of Notice of Proposed Proud Heritage,Exciting Future Sale of Road Allowance By-Law Take Notice that the Township of Oro-Medonte proposes to pass a By-law to authorize the Sale of Original Road Allowance in the Township of Oro-Medonte, County of Simcoe, more particularly described in Schedule "A" hereto. And Further Take Notice that the proposed By-Law will come before the Council of the Township of Oro-Medonte at its regular meeting to be held on the 26th of January, 2022 at 9:00 am. Any person who claims their land will be prejudicially affected by the proposed sale may comment on the proposed sale by submitting a Public Participation Request Form through the following link on the Township of Oro-Medonte website hhtps://survey.simcoe.ca/surveys/deputation-form or provide the undersigned with written comments no later than 12:00 noon on Monday, January 24th, 2022. Yvonne Aubichon, Clerk, Township of Oro-Medonte 148 Line 7 South, Oro-Medonte, ON LOL 2EO Fax: (705) 487-0133 Dated at the Township of Oro-Medonte this 13th Day of January,2022. Part or the Original Road Allowance, identified as Parts, 1, 2 and 3, Plan 51 R-43274 between Lots 25 &26, Concession 8, (PIN 58559-0077 (LT)) Geographic Township of Oro now in the Township of Oro-Medonte, County of Simcoe. (Line 7 South between Ridge Road East and Lakeshore Road (PIN 58559-0077 (LT)) PLAN OF SURD"FF TOWNSHIP OF ORO ME➢ONTE r' LUUNIY OF bTMCOA — 'NCST HALF OF LOTS 2T CONCESSION 8 - —(OBLGI NAL POAD nZLOSA NCa© ©ETWEGI LOTS 2E & 28) — < m KEE r s a : I HALF OF LOT 28 , I NN iSS[UI ri 3 k r s we (ISFARIJFN AN1J (A TUN t;n A"ra.. Page 199 of 203 17.a) 2022-008: A By-Law to Permanently Stop up, close and sell part or ... Schedule "C" to By-law No. 2022-008 for The Corporation of the Township of Oro-Medonte The Purchasers of the Subject Lands and any Right of Way related thereto acknowledge that the use and/or development of any portion of the subject lands is subject to the following: 1. Archaeological Potential: Confirm with County of Simcoe the requirement for an Archaeological Assessment prior to any reconstruction within the road allowance, as the subject lands are identified by the County of Simcoe as an area of"Archaeological Potential". 2. Enbridge: All proposed work must adhere to the "Third Party Requirement in the Vicinity of Natural Gas Facilities" document as found on http://.endbridgegas.com website. 3. Hydro One: For proposals affecting 'Low Voltage Distribution Facilities' please consult your local area Distribution Supplier. http://www.hydroone.com/StormCenter3/ 4. LSCRA: Confirm with Lake Simcoe Region Conservation Authority need for clearance letter or permit prior to any reconstruction within the road allowance. 5. Construction of fencing within the right of way that interferes with access over and/or use of lands subject to the Right of Ways is not permitted. 6. A double wide culvert shall be installed and maintained at the entrance of the subject lands to Line 7 South and all costs associated with the installation and maintenance of the culvert shall be borne by all three of the benefitting parties. Page 200 of 203 17.b) 2022-009: A By-law to Provide for the Proposed Street Naming, Draf... The Corporation of the Township of Oro-Medonte By-law No. 2022-009 A By-law to Provide for the Proposed Street Naming, Draft Plan of Subdivision Application 2013-SUB-01 (Eagles Rest) Part of the East and West Halves of Lot 5, Concession 3 and Part of Lot 5, Concession 4 and Part of the Road Allowance between Concessions 3 and 4 (Oro) Township of Oro-Medonte Whereas the Municipal Act, S.O. 2001, c. 25, as amended, Section 11(3) authorizes a municipality to pass by-laws with respect to highways. And Whereas the Municipal Act, S.O. 2001, c.25, as amended, Section 61(1) provides that the municipality may enter upon land lying along a highway to install and maintain a signs setting out the name of a highway. And Whereas Council for The Corporation of the Township of Oro-Medonte adopted, by Motion No. , that the street names "Cupid Lane", "Pearsall Place", "Aldwinckle Avenue", "Pinetree Drive", "Radome Drive", "Barnes Drive", "Herbert Avenue", and "Vinnicombe Drive" be assigned to the Eagles Rest subdivision. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the highways located within Draft Plan of Subdivision 2013-SUB-01 (Eagles Rest), Part of the East and West Halves of Lot 5, Concession 3 and Part of Lot 5, Concession 4 and Part of the Road Allowance between Concessions 3 and 4 (Oro), Township of Oro-Medonte, County of Simcoe, as shown on Schedule "A" attached hereto, shall, on the day this by-law takes effect, be named as: Street `A': "Cupid Lane" Street 'B': (Pearsall Place" Street C : Aldwinckle Avenue . Street `D': "Pinetree Drive" Street `E': "Radome Drive" Street `F': "Barnes Drive" Street `G': "Herbert Avenue" Street `H': "Vinnicombe Drive" 2. That the names for the public highways outlined in Section 1 above shall be affixed at every affected intersection thereof on public property. Where it is not practical to affix the name on public property, it shall be affixed on private property. 3. This by-law shall take effect on the final passing thereof. By-Law read a First, Second and Third Time, and Passed this 26t" Day of January, 2022. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 201 of 203 17.b) 2022-009- A By-law to Provide for the Proposed Street Naming, Draf... Schedule "A" to By-law 2022-009 Y. : I w s ? +s3 m ¢ PEA R L x011 LU L s �a : LL04..�:.0 Kin'LS L T i V]6 d 0— �.BnS�Ac_SC. F,iaC�E�i - -- Page 202 of 203 19.a) 2022-011 , Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2022-011 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, January 26, 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, January 26, 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. lddnr"�� � By-Law Read a First, Second and Third time, and Passed this 26t" day of January, 2022. 1% '%Ik The Corporation of the Township of Oro-Medonte IW Mayor, H.S. Hughes Clerk, Yvonne Aubichon Page 203 of 203