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09 25 2002 COW Agenda TOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA DATE: WEDNESDAY, SEPTEMBER 25, 2002 TIME: 9:00 a.m. COUNCIL CHAMBERS . ************************************************************************************************ . 1, ADOPTION OF THE AGENDA 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 3. RECEIPT OF ACCOUNTS: 4. DEPUTATIONS: a) 9:00 a.m. Mr. Ken Pavely, Landscape Ontario re: Pesticide Use. 5. CORRESPONDENCE: a) Correspondence from Joanne Hayes, Acting Secretary, Ontario Municipal Board, re: 2003 Municipal Election. b) Correspondence from Association of Municipalities of Ontario re: Counties, Regions and CMSMs Annual Conference, October 20 - 23, 2002, Sudbury, ON. c) Correspondence from Wayne Wilson, CAO, Nottawasaga Valley Conservation Authority, dated July 30,2002, re: Interim Policy for the Taking of Surface Water. 6. FINANCE, ADMINISTRATION AND FIRE: , a) Memorandum from Paul Eenhoorn, Fire Chief, dated September 12,2002 re:j Volunteer Search and Rescue Program (SAR.). , b) Fire Report No. 2002-11, Paul Eenhoorn. Fire Chief, dated August 31,2002 re: Monthly Fire Report for July 2002. c) Report from Nick McDonald, Meridian Planning Consultants Inc., dated August 30, 3003 re: Private Members Bill 79 - Amendments to the Ontario Water Resources Act. d) Report No. 2002-38, Marilyn Pennycook, Clerk, dated August 14, 2002 re: Responses re: Permits to Take Water Process. 7. PUBLIC WORKS: Nil. . 8. PLANNING AND DEVELOPMENT: va) Ron Kolbe, Director of Building/Planning Development, Licence to Occupy . Agreement, OPP Extended Services Office / Community Meeting Room I Fire Hall 4th Line. 9. COMMUNITY SERVICE: Nil. 10, ENVIRONMENTAL TASK FORCE: Nil. 11. ADDENDUM: 12. IN-CAMERA: / Jennifer Zieleniewski, CAO, re: Personnel Matter (Accessibility Advisory Va) Committee). b) Jennifer Zieleniewski, CAO, re: Personnel Matter. 13. ADJOURNMENT ,. . 2 ADDENDUM COMMITTEE OF THE WHOLE MEETING Wednesday, September 25, 2002 5. CORRESPONDENCE . d) Notice from Nottawasaga Valley Conservation Authority re: NVCA Member's Watershed Bus Tour, September 27,2002. . e) Township of Springwater, re: Notice of Committee of Adjustment Meeting, October 2,2002 re: File No. A16/02, Joseph Flynn. f) Minutes of the Lake Simcoe Region Conservation Authority Meeting No. BOD- 08-02 held August 23, 2002. g) Correspondence from David and Carol Jeffs, dated September 15, 2002 re: Application to purchase filled Crown lakebed. 6. FINANCE, ADMINISTRATION AND FIRE: e) Report No. ADM2002-45, Harold Daynard, Manager of Information Technology, dated September 18, 2002, re: Administration Building Fax Machine. f) Report No. PR2002-12 Chris Carter, Recreation Coordinator, dated September 24, 2002 re: Request to apply for funding with Landscape Ontario. 7. PUBLIC WORKS: a) Report No. PWS2002-11, Jerry Ball, Public Works Superintendent, dated September 24, 2002 re: Proposal- Drainage Repairs at 5th Line, North of Hwy. #11 - Azimuth Environmental Consulting Inc. 8. PLANNING AND DEVELOPMENT I b) Report No. PD2002-33, Andria Leigh, Township Planner, dated September 18, 2002 re: Committee of Adjustment Decisions for September 12, 2002. ~ o v 1J i/ . . (]) (]) ~ '"' "'d ~U8 ~ · ~ .~ r./)~ ~ '"' ~~ f5::E · g ro ~~'"'~ ~ (]) "'d ~~ (]) ~ (]) (]) 0 · "'d~~S~ . 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VJ C) N C) C) ~ ....... ~ () C) ~ 0 () ~ 1;) bO ~ . ~ 0....... 0.... S bO () ~ C)~C) C)bO 0 . >- 0 ~ ~....... () ro ....... VJ ...c: ~~ &~ d ~ . ~ ~ ~ ~ ~ .8 ~ ~ ....... ~ 0 ....... ~ ~ 0 '"d ;:j ~ 0 ~ .......;:j () '"d . ro....... C) ~ ro C) C) ~~ S ~ VJ S ro S ~ C) ....... ~ 0 0 >- 0....... () E t.H '"d '"d ()SC) ~a~ ro '"d ro..D . ...... ro C) C)~o ~~......D ~~~ro ~_. '"d .......c:~ 0 - S ~ C) ~ ....... ....... ;:j...c: 0 .~ 'E ~ ~ ro ...c:~...... ~ ~ '"d .~ C) 'E ~ bO oC)~ bOSC)OO o ~....... ~ ~ S ~ ~ C) '"d ....... 0 ~ ~ p"C)~~C) ~ ~ S t) ~....... P.. C):.a >-o()~~S...c:;:j o () ~ C)....... ~ ro . . . . . . " , 5Q-) Ontario Commission des ~ Municipal affaires municipales ~~ Board de l'Ontario 655 Bay Street, Suite 1500 655 rue Bay bureau 1500 Toronto On M5G 1 E5 Toronto On M5G, E5 Teiephone: (416) 326-6800 Teiephone: (416) 326-6800 Ontario Facsimile: (416) 326-5370 Telecopieur : (416) 326-5370 RECEHlEfil SEP 1 7 21702 I . ORO-MEDONTE September 16, 2002 tOWNSHIP . ALL MUNICIPAL CLERKS Dear Madame or Sir: As you are aware, 2003 is a municipal election year in the Province of Ontario. Municipalities have the authority under the provisions of the Municipal Act, R.S.O. 1990, c. M. 45, as amended, (the "Act") to pass by-laws dividing or redividing the municipality into wards or dissolving the existing wards under subsection 13 (4) of the Act. Within 15 days after a council passes a by-law under subsection 13 (4) of the Act, the clerk of the municipality must give notice of the by-law to the electors specifying the last day for filing of a notice of appeal to the Ontario Municipal Board (the "Board"). The Minister of Municipal Affairs and Housing or any other person or agency may appeal the by-law to the Board provided that the notice of appeal must be filed with the clerk within 20 days after notice is given. I also bring to your attention that the Board's policy on notice in appeals with respect to wards is to provide for 35 days notice of the hearing and I remind you that the panel presiding at an appeal requires a reasonable amount of time after the hearing ends to consider the matter and issue a decision. . Similarly, municipalities are reminded of the provisions of section 13.2 of the Act with respect to electors presenting petitions to a council asking the council to pass a by-law . dividing or redividing the municipality into wards or dissolving the existing wards. In any case where a municipality to which such a petition is presented does not pass a by-law in accordance with the petition within 30 days after receipt of the petition, any of the electors who signed the petition may apply to the Board and on hearing the application the Board may make an order. In such a case the Board is required to specify the date on which the division, redivision or dissolution is to take effect, 5a -)... ALL MUNICIPAL CLERKS September 16, 2002 - Paqe 2 In the case of a petition with respect to which an application is made to the Board, in order to allow the general public to become aware of the proposed objectives of the petition, the Board will require the party who applies to the Board to publish notice of the hearing, in the form directed by the Board, on two occasions in a local newspaper. Again, the Board's policy is such that the hearing would not commence until atleast 35 days have expired from the date of the first publication of the notice. . To permit time for the Board to consider the application after the hearing and issue a decision, the timing is such that if the notice in a local newspaper occurs after November 1, 2002 it would be difficult for the Board to ensure that its decision on the application would be issued prior to December 31,2002, If you have any questions concerning this matter, please contact me at 416-326-6771. Yours very tr ~ Haye Acting Secretary and Senior Case Manager letters:wards . # . ~9/12/82 22:14:48 EST: ASSOCIATIOn OF?-) 1 785 487 8133 CLERH-O~o-Medonte Tp Page 882 SEP-12-02 THU 04:13 PM 260 FAX NO. 416 971 6191 P. 0]/02 5b -) . &lb)j. (Jj SudBury ^.;.;nd3titm uf MUllkip,)Hlic-<; of Onl.uit) nLANDSCAPE 2003" OCTOBER 20 - 23rd, 2002 COUNTIES, REGIONS and CMSMs ANNUAL CONFERENCE What does the future hold? Where are the opportunities? Where are the challenges? What can be done about each? Join your County, Regional and Consolidated Municipal Service Managers as they explore current issues, exchange ideas and learn from leading experts. REGISTER NOW! The Conference Registration Form is attached. [---- ~ KEYNOTE SPEAKER ..__TH!!._I!ON. J~,!ET EC!:ER, MINISTER OF FINANCE Some Of The Topic Areas: Making tile Case (or New Revenue Sources Ambulance - Response and Dispatch Meeling Social Service Requirements and More PnJposed Safe Drinking Water Act and Nutrient Management Regs - Municipal Act Regulations Provincial Offences Waste Diversion l.OOK FOR MORE PROGRAM BULLETINS OVER THE COMING WEEKS ON . W\l\.~~~i! or www.municom.com ! Ho,;: Bd;;n C-Obu;;;;;nd Hon. nna Molinad, Associate Ministe"" Ministry of Municipal Municipal Affairs and Housing will be participating and the Hon. Brenda Elliott to be confirmed, ---- ---- - 3/12/62 22:15:24 EST; ASSOCIATiOn OF?-) 1 765 487 6133 CLERK-Oro-Medonte Tp Page 663 SEP-12-02 THU 04:13 PM 280 FAX NO. 418 971 8191 p, 02/02 5b-d.- ~t:1. (J SudBury i!.O02. AMO COUNTIES AND REGIONS CONFERENCE )ctober 20 - 23. 2002 - The How<:>rd Johnson Plaza Hotel, Sudbury, Ontario DELr.-GA ~C'~-F~;;;I N^MlZ--'"----.-.~--~-ft,.-___oE~fiG^TE's.L^ST NAM~ ---" -- .---. ,---".~~-----'--~-"------_.- -~~. ~. Tille MUNJCII-"'>^UTV/O!{GANI7...A T10N ...----...--.-..---.-......----,-...---.--.---.--. - .- AODf::tF..S5 CI1Y PROVING" --~ ._- ---"'-"..- .----. . ,.- --_.~-_._--------~-~- .---- ... .. .- flOG1N. COOF. TFt Fr-HONt: F,.x _._--~"-_. .-,~--- _.......~._-_..- ... .w_____ ...--~. P/\)HNEJ~'S Fn.\-ST N.\M!.:.c PNnNER'S lAST NAMH ....------ -- GST# I AMO Members Non.Members R 1067:;2944 (8/1 ke, includo 7% GST) (all1ces includo 7% GST) ---------~ R('gular Regular (on f)f bcfrJrl) Oct, 11,2002) (<10 or beJurC Oct 11, 2002) ..----....---.-----......- --.._~._- Fun r{eglstr~ltion $ 315.00 $ 385.00 ___'_.~W~ P,H'111<:f $ 130.00 $ 160.00 ----.-..--- ------~ T(Aaf Fcc(s} Enclosed $ $ -".,,---- PAYMENT Rcgh~1.n:1UDI\ 1fJlf.i$ CANNOT ()0 pr(\cc;.;sed unless Dccornpnnicd with proper payment. ON1_Y PAYMENTS BY U,EDIT CARD MAY BE FAXED TO 416-971.9372 LJ - Clloquc P.1y:"ble to: ASSOCIATION OF MUNICIPALITIES OF ONTAI<IO 393 Univt;:rsity Ave., Suite 1701 Toronto, Ontario MGG 1E6 U.VISA o . Mi3str;rCard o ~ Amcri~an Exproti$ A CHEDIT CARD: --~--_._-- CARD 11: ---..------ -_._--~~--- NAME ON CARD: . --- ------ EXPIRY DATE: ----.--.- -..--- .-.-- SIGNATURE: .--,-----~~.- ---- REFUND POL'CY C,:1rlcellf1tion~ IOHI~;;l t:.c fcqllcslod in writing rmd received by AMO on US' before Oct 11,2002. An udministrativn fee of $53.50 ($50 + GST) will f1pply 10 "lIlduods. "EOUEST FOR REFUNDS WILL NOT Bf: ^CCEPTED ^FTEf< OCTOBE;r< 111h 2002. HEGISTRATION INQUIRIES: Jennifer Gilmore, 1.877-426.6527 Ext. 339 Emf\it: cQnference@amo.municom.com C.\.[)O(:{fMLNTS /lNO $1: rllNG "'V,'H..'NA\DC.'3If IW\RE01S7fMII0N FORM WORn TJ('>C ~ 5c-1 Nottawasaga Valley Conservation Authority 366 Mill Slreet~ Angus, Ontario LOM lBO TEL (705) 424-1479, FAX (705) 424-2115 Website Address: W\\.'W.DVC3.on.ca July 30, 2002 Jennifer Zieleniewski, CAO fiECi!tVED Township of Oro-Medonte Box 100 .MIS - ii lOO1 Oro, On LOL 2XO NQ.MIWONTE rOWHSHIP 'st. 1960 Dear Ms. Zieleniewski: -!arold M. Parker, Chair Re: Interim Policy for the Taking of Surface Water :hris Carrier, Vice-Chair ;Vayne R. Wilson, c.A.O. The Nottawasaga Valley Conservation Authority (NVCA) at its Executive Meeting of Our Member July 26,2002, passed the following resolution No. 10102: MunicipaJjties RESOLVED THAT: The NVCA adopt the Companion to the Guide Adja1:;l~TosorotJtio Township for applying for approval of Permit to Take Water, Technical Support Amll..nmth Township Section, Central Region, Ontario Ministry of the Environment, March CityofBa.rrie 1999, as an interim policy for the taking of surface waters until Town ofBradford~ basin-wide strategies for water taking can be developed; and, West Gwi1Jimbury Town ofColJingv.'ood FURTHERMORE THAT: In the absence of detailed scientific Town of The Blue Mountains investigation by the proponent in support of the water taking, that Clearview Township the summer 60 % exceedance flow be applied for summer surface Essa Township water takings for the protection of the aquatic ecosystem; and, Town of Innisfil FURTHERMORE THAT: In the absence of detailed scientific Melam:thon Township investigation by the proponent in support of the water taking, that Town of Mono the winter 60 % exceedance flow be applied for winter surface water Mulrm.u Township takings as the threshold flow for the protection of the aquatic Town of New Tecumseth ecosystem; and, Oro-Medonte Township Municip9-lity of Grey Highlands FURTHERMORE THAT: Staff be directed to notify the Ontario TownofSheJbume Ministry of the Environment and Energy in writing on an annual SpnogwaterTownship basis requesting that the Nottawasaga Valley Conservation ",Town ofWasaga Beach Authority be circulated for comments, all applications for a Permit to Take Water for surface water takings within the Conservation . Watersbed Counties Authority jurisdiction; and, , County of Simcoe FURTHERMORE THAT: The Policy outlined above be applied for County of Dufferin current applications being reviewed until final review and adoption County of Grey by the Full Authority. cont'd.. Building Partnerships With Our Communi!Jftr a Healtl!J Watmhed Help us achieve our goals by becoming a member of the NottAwasaga Valley Conservation foundation 5c ~~ The Ministry of the Environment and Energy (MOEE) currently regulates groundwater and surface water taking in excess of 50,000 I/day with the Permit to Take Water under Section 34 of the Ontario Water Resources Act. Conservation Authorities have no direct regulatory mandate over water taking, however, the NVCA has an agreement in place with the Federal Department of Fisheries and Oceans to manage fish habitat. Water taking and particularly surface water takings should be reviewed to ensure that the water taking does not result in a HADD (Harmful Alteration, Disruption or Destruction of fish Habitat). The Nottawasaga Valley Conservation Authority presently provides a Level" review of fish habitat projects that are defined as "Actions taken during the planning, design, construction and operation of works and undertakings to prevent potential adverse effects on the productive capacity of fish habitats." The Central Region of the MOEE has issued a "Companion to the Guide for applying for approval of Permit to Take Water". This guide recognizes that balancing the increasing demands of human water users with one another and the aquatic ecosystem requires sound, basin-wide strategies for water allocation. Until these studies have been completed, the companion document sets out an approach that provides minimum in- stream flows required to protect aquatic life and habitat, prevents unacceptable interference with other users of water, ensures that water is allocated fairly between users and ensures that water conservation practices are implemented. The NVCA Executive Committee, by way of the above mentioned resolution, has adopted the MOEE companion document as an interim policy for water taking until basin-wide strategies for water allocation can be developed. In the absence of detailed scientific investigation by the proponent, the MOEE in the Central Region are applying a threshold flow for summer/winter water taking based on the summer/winter 60% exceedance flow. This threshold flow rate, on average, is exceeded 60 % of the time during the summer months. The amount of water that may be taken by one water taker is limited to 10 % of the flow above the threshold flow, however at high flows during spring runoff and major storms the percent of water taking may be increased. The NVCA is requesting the MOEE to circulate Permit to Take Water (PTTW) applications for surface water taking to the Conservation Authority for review and comment. The interim policy for surface water taking should provide a suitable level of protection for the aquatic ecosystem and reduce the risks of a HADD occurring until basin wide studies for water taking can be completed. I trust that this policy meets with your approval and we look for your support in the future. . If your have any questions or concerns please do not hesitate to call Glenn Switzer, ext. 232. Yours truly, ~ ~ ~ Wayne Wilson Glenn Switzer C.A.O. Director of Engineering and Technical Services 1 705 424 2115 N.V.C.A. ~~~ ORO-MEDONTE 1410011001 09/23/02 12:16 FAX 1 705 424 2115 - 5c/ ~ ~"'..'" ~ '4 _';~~~~"'~4;,~\j~:~i*F-' ",\~?,.\::;.->"';t.. _"'ttj::'J~~P:~"" ~ <'~:;;~~;y" ""f;:.,iit1~ < "''''''''''^''';'-''''' .."l'._ ,:.!!- ~ Nve.~~}~l#" ~"SAG" .", ~t;... ~ M ' ~ ..,' _",,".'t"':,,<:,.." ".." .. .. ?'" ":,-'-'-'-,';, ',,',' :_ --, C \<Iwrr"", EMBER S ~ ~~0?i'~' ~j:i, '" ~. ,,'~ ATERSBED ">1~",,, 't:tION,.' . Bus TOU'R "'~~ ~~ ~ .-. " Cii. ~{; .~ \' ~ ~- \ \ "~~. i '" ~ Friday, September 27., 8:00 a.m. to 4:00 et at the Tiffin Centre fc . r Projects. . BY: HP LjSER.JET 3150; 70572B6957; SEP-1B.02 12:2~PM; II PAGE: 2/6 (l~. ./ , . 5e-1 TOWNSHIP OF SPRINGWATER SIMCOE COUNTY ADMINISTRATION CENTRE MIDHURST. ONTARIO LOL 1XO NOTICE FILE NO. A16/0:z. JOSEPH FLYNN IN THE MATTER OF Section 45 of The Planning Act of Ontario. R.S.O. 1990. c.P.13 as amended . ~and.. IN THE MATTER OF an application by Joseph Flynn. owner of property in the East Part of Lot 62. Concession 1, former Township of Medonte. now in the Township of Springwater and known municipally as 530 Scanett Line, Hillsdale for relief from the provisions of Section 3.1.4(b) of By-law 1990-22 Insofar as it relates to the maximum height of an accessory building to a residential use: MAXIMUM HEIGHT 3.00 METRES PROPOSED 5.67 METRES THE COMMITTEE OF ADJUSTMENT for the Township of Springwat"r appoints th" 2nd day of OCTOBER. 2002 at the hour of 7:45 pm (toealtime) in the Council Chambers. Kenzie Knox Bulldlna. 35 Queen Street West. Etmvale. Ontario, (side entrance) for the Hearing of the application. A key map is attached to assist in locating the subject property. Members of the Committee of Adjustment may wish to view the subject property prior to the date of the meeting. Should you desire to express your approval or objection to the application, you may do so at the pl)blic hearing. If it is inconvenient for you to attend the hearing, a signed written submission shan be accepted by the secretary-Treasurer prior to or during the hearing and such written submission shall be available for inspection by any interested party. If you do not make a written submission requesting notification of the Committee's decision Of attend the hearing, you will not be entitled to receive any further notification of the proceedings. Request for deferral of the hearing date must be for reasonable cause and an altemate hearing date will be at the discretion of the Committee. Failure of the appUcant(s) or their authorized agent to appear at any hearing may result in the automatic dismissal of the application. If a person or pubfic body that files an appeal of a decision of the Committee of Adjustment for the Township of Springwater in respect of the proposed consent/variance does not make written submission to-the Committee of Adjustment for the Township of Springwater before it gives or refuses to give a minor variance, the Ontario Municipal Board may dismiss the appeal. If you wish to be notified of the deci:s-ion of the Committee of Adjustment for the Township of Sprlngwater in respect of the proposed consent. you must make written request to the Secretary~Treasurer, Committee of Adjustment, Township of Springwater, Simcoe County Administration Centre. (Lower East WIng) 1110 Highway No. 26. Midhurst. Ontario, LOL IXO_ This wiff also entltfe you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you shoukl request a copy of the Decision since the $pnngwater Committee of Adjustment Decision mav be app"aled to th" Ontario Municinal Board bv the applicant or another member of the nublic. Additional information regarding the -application is available for inspection at the Towns-hip of Springwater Offi<:;Gs, Lower East Wing, Simcoe County Administration Centre~ 1110 Highway 26, Midhurst. Ontario , during regular office hours, Monday to Friday. 8:30 am to 4:30 pm. DATED AT MIDHURST. ONTARIO this 17"' day of SEPTEMBER. 2002. I CERTIFY that a true copy of this notice was mailed or hand delivered to the fOllowing persona; The Owner: Joseph Flynn The Agent: Mike McGill The Clerk of the TowO$hip of Springwater The Planner for the Township of Sprlngwator The tssuer of Building Permits for the Towne-hip of Sprlngwate.- The Secretary Of the Sprlf1gwater Planning Committee The Onainage Superintendent of Springwater Township The Public Works Superlntend&nt of Springwater Township Simcoe CQI.JOty Planning Oepartment Simcoe County District Schoot Board Simcoe Muskoka DJstJic! Catholic. School Board K Elaine Caimcross.Secretary Conseil 5colaire publlque du distrIct Centre-Sud-Ou6Ji1t CommIttee of Adjustment COn$EllI $<::ololre due dlstrict catholique no. 64 Telephone: {705)728-4784 EXT. 232 Township of Oro-Medonfe Fax: (705}728-&957 Property owners within 60 metrev, www.twp.springwater.on.ca r BV: HP L~ERJET 2150; 7057286957; $EP-1e-O~ 12:24PM; PAGE 3/6 5e- KEY MAP . S C- ARLfOT'f 1- r--. I"'" t;:.. - - ----T---- .-l--- l~--'-- , .._.~~-~. I I ,,,," I b~s~ "~...... " I ~F- I l E""":;r'H~ I<{Of":' _~__._ i ._...i"..l!:S.!,-~~~._. I s:i:io~"" I " i I ~~<" ". , 1'10 €! ! ---G:::~D N-- T I , ~- n.__ ,Sof'1~____ _ ~.-.1 r---- IIQ "',...(',~ 8...:.c>- "Il>---~-- , _TV'" I ! 1-___ "+';;~~,.,_,_.__-41 ! I ! jp ,(vv \ ~~ ~'"," , ~~q; (^~ i , , . I i "----2 \ I , , . , I ~4P ~, ___._____.___._ ____J _.~~- ,~, .~ $.c.""....!:!. SUBJECT LANDS r BY: HP L~SERJET 3150; 7057286957; SEP-18-02 12:24PM; PAG~ 4/6 , 512-3 U!: PLAHNXNG AC~ FILB NO. 4/6~"'p- THE TOWNSHIP OF SPHXHGKATBH he undersigned bereby app~ies to the committee of Adjustment for the ownshLp of spr~ngwater under Sect~on 4S of th~ P1anning Act, for ~e1ief, au escri.bed i.n this app~i.cati.on from By-Law No.JqqO~ ~L1ae amended). . Name of Owner J",,~e-Pl-'\ ~L"INtJ Te~epbone No.?35 3&/9 . Add:re....:5'3 a SCA-RI.G 7, 1-. JAJG )?'. b. , fI,-j/s;jo /" ~ ! VO i. Name of Agent (:If any) t1n~C':' N'-bILL . / ._"' Address RRiI'\ I:=.LM\I~LG:: Te~ephoneNo. 3-zZ-llfIO ; . . NaDle and address of any DIOrtgagess" ho~ders of charges or encumbrances: -'C" '\<, 'f\"-\\<: ELMVF\LE " 6. Nature and extent of re1ief app~ied for: --1-1 r;;/f"...r- - J '8 I ",. -- 6 RA1;>'; -r<> /11110 /,ng:&."r 0". G~ 7_ Why is it not posBib1e to comp1y with tbe provisions of the By-Law? N~..,') ~ji:CI~""'f"' FUrz ~=;e.+litE 01= G=Ov-....~ 8_ 'Lega1 description of subject ~ands (regi.stered p1an number a~d 10t number or other 1e9a~ de~cription and, where app11cab1e, street and street number): ~ 6"" ~.r')7'"';;_::; 0,/..tj')..A4~/'2J..Ir,..e:-/ ") ~".-'PI^J~I.1A--'T,rR ;s:.-=StJ S:rARL/?-7':r .I1;')~ H /LL5"."->..,d--/J:" 9 . Tbe app~icant sh..l.~ attach to each copy of this appJ.icat;!.on a pl.an showing the dimens;!.ona of the subject 1ande and of ..~1 abutting 1ande and showinq the 10cati.on, size and type o:f ..~1 bui1dings and structures on the subject and abutting 1ands, and wbere required, by the Committee of Adjustment, such p~an ab..1~ be siqned by an Ontario Land Surveyor. . . T BY: HP ~~SEAJET 3150; 70572SSQ57; SEP~1B-02 12:24PMj PAGE 5/6 . 5e -tJ- - 2 - .0. Dbnen.ion o-r. land affected: ~;)() ... ....- Frontage <\"'\.O "" ... - Depth Area 72.1 QUe.::, ( "2". "it! ~",) '? width of Street , 11. I?art:l.culars o-r. alJ. buildings and structures on or proposed for the subject lands. (specify ground floor area, gross floor area, number o-r. storey.., w:l.dth, length, and height, etc.) Exi.st.ing 1:?c;c;... c-w>-.c b _ A~.nL. I c& dc """I (:'4-. \ 5;~f :2. R Pr T"I.D~r 1#8 ~ \....-..110... <Jpr r:fA<Jt::>< aUT' . , PropoIJed 40 of- t...o .. I",' - I 3",",42. " 12_ Location of all bu:l.ld:l.ngs and etructures on or proposed for the eubject lands. (Specify dietances fromeide, rear and front lot lines) Existi.ng S"'-.... 'S,~ pI 0.'1'\ Proposed S~"'= -:;,.t~ f>1o.V\ 13. Date o:f acquisition of subject lands: lGtqB 14. Date o-r. conetruction of ..11 buildings and structures on subject lands: ''''\<=1 15. :Exi.eti.ng uses of subject property: R010..1 {,., ~..,,~,<kV'\\\~ \ 16. Existing use of abutting properties: "R",.....J - ~..~.._l:l-..J -'\<~. 17. Length of time the existing uses of the subject property have continued: 18_ Municipal Ser-,r.i.c:es available: (Check appropriate space or spaces) Water Connected -- ~ . Sanitary Sewers Connected ./ Storm Sewers Pre.ent Official Plan provisions appJ.ying to th:l.s land: . 19. ~vQf:ltL-.. 20_ Pre.ent Restricted Area By-law (zoning by-law) provi.sions applying to the land.. ROQ~I ( R\J") T BV: HP ~ASERJET 3150; 7057266957; SEP-16.02 12:25PM; PAGE 6/6 -. ~e-t) - 3 - or authorized aqent> )TE; It ~s requ~red that this app1ication b. fi1ewith the Secretary- . Treasurer of the. Committee of Adjustment and be accompanied by a fee of $~OO.OO in cash or by cheque made payab1e to the ~rea.urer of the Township of Sprin9Water. I1t /d"t t':. r >>; c {;./// Je.w~~( 'p , ..7'4.. .- r-;/ ...,. ".., ~ , of the or , E j fA .1",::; lA./~;"_p in the rL> t/ ~/-f.:; of ~, I r>1 C-<?€Y ::>J.emnJ.y dec1are that: A11 of the abQve statements Are true,. and 1: make this so1emn decJ.aration conscientious1y be1ievinq it to be true and know~nq that it is of the same force and effect a. if made under oath. ECLARED BEFORE MS at the ~...... )_J....-<:;^"/~ ~C---c==> f ~-; ,d>,€ua.f6 /--.-I~7""i'"?<':: in the ~L-IA...IY'o.;' It: -- f ~ "')/,??C",nC this '''Y of ~ tJ---- , IP"'-- - ~ A Comm:1.ssioner etc. . ~ "~,m"_ . d( "". FAX (705) 728-6957 , . ~ _ 'SPRINGWATER TOWNSHIP EJ.A.INE CAltlNCROSS SE<;RRTA,AV TO C::OMMITrIlI!. 0'" .v:::uUSTMBNT PI.ANNIN;(. ./III t!'1:!Vi!l.OPMtiNT t;;;OOJU)INA..fO,,- SimCOe Counry Adminialtatlon Centre. 1110 Hwy 26 Midhur.n, Ontario. Canada 1..OJ.. lXO emaJl: apnn.8'W1ltel"@simcoe.nct . 5f-1 ~ LAKE SIMCOE REGION CONSERVATION AUTHORITY MEETING NO. BOD-08-02 Friday, August 23'd, 2002 - 9:00 a.m. Town of East Gwillimbury Municipal Offices 19000 Leslie Street Holland Landing Room Sharon, ON . MINUTES . STAFF: MEMBERS: D. G. Wood, C.A.O./Secretary-Treasurer R. Bridge - Chair A. Leach, Director, Conservation Land Councillor L. Corrigan Management J.O. Dales R. Vos, Director, Watershed Management Alderman A. Eadie M..Walters, Director Environmental Services Mayor J. Holec B. Kemp, Manager, Fundraising and Councillor M.Jordan Community Relations Councillor G. Lamb G. Casey, Recording Secretary Councillor H. Lodwick Councillor P. Marshall Deputy Mayor S. Para Councillor S. Pliakes. Councillor N. Snutch Councillor W. Teel REGRETS: Councillor V. Hackson G. Richardson Mayor R. Stevens Mayor T. Taylor Councillor H. Vander Kooij Deputy Mayor J. West . , 1. Disclosure of Pecuniary Interest & the General Nature Thereof There were no declarations of conflict of interest at this meeting. 9 5 Y-d-, . \ Board of Directors' Meeting BOD-08-02 August 23"', 2002 Minutes 2. Minutes (a) Board of Directors Minutes of the Board of Directors Meeting No. BOD-07 -02, held on July 26th, 2002. Moved by : Margaret Jordan Seconded by: Susan Para BOD-02-111 RESOLVED THAT the Minutes ofthe Board of Directors' Meeting No. BOD-07 -02, held on July 26th, 2002, be adopted, 3. Adoption of Aqenda Moved by: Wayne Teel Seconded by: Susan Para BOD-02-112 RESOLVED THAT the Agenda of the Board of Directors' Meeting No. BOD-08-02 be adopted, 4. Announcements Chair Bridge announced that the Paddling Around Lake Simcoe team will be ending their excursion on August 26th, 2002, at Centennial Beach in Orillia at 2:00 p.m. and invited all Members to join in welcoming them back. . Chair Bridge and the CAO will be meeting with Mr. Michael Garret, Chief Administrative Officer, York Region, on August 27'h, 2002. Also at this meeting will be the Chair and the CAO of the Toronto & Region Conservation Authority. , Chair Bridge, the CAO and the Director, Corporate Services will be attending the Conservation Ontario Biennial Tour in Niagara Falls, September 9-11,2002. The CAO advised that an LSRCA cap and golf shirt has been provided for each Member as well as a magnetic name tag. Windbreakers are currently on order and will be distributed when. received. The CAO thanked the Corporate Services division for their efforts in getting the new, uniforms for all staff and. Members. 10 . ~t-3> Board of Directors' Meeting BOD-08-02 August 23", 2002 Minutes 4. Announce'ments (cont'd) The CAO advised that the Authority is currently working with the Regions of York and Durham and the City of Barrie on 2, 5, and 10 year capital projections. The CAO further advised that a letter has been submitted to the Region of York, Finance Committee requesting deputation status to present the Authority's request for funding of a new Administrative Office facility. . The CAO advised that a meeting is scheduled for September 5th, 2002, with Mr. Peter Lee, City Administrator, City of Barrie to discuss the jurisdictional expansion. Deputy Mayor Susan Para announced that she and Mayor Holec attended the Conservation Foundation's Celebrate the Lake event which was hosted by John Sibbald ofThe Briars. The Paddling Around Lake Simcoe (PALS) team did various presentations which were very impressive and it is suggested that these presentations and messages be incorporated into the Authority's programs. 5. Deputations There were no deputations at this meeting. 6. Hearinqs Under Section 28 of the Conservation Authorities Act There were no hearings at this meeting. 7. Fill. Construction & Alteration to Waterways Applications Moved by: Harold Lodwick Seconded by: Neal Snutch 800-02-113 RESOLVED THAT applications under Section 28 of the Conservation Authorities Act and Ontario Regulation 153/90, as . amended by Ontario Regulations 534/91 and 623/94, be received and approved. . 11 '5 F-4 . 80ard of Direotors' Meeting 800-08-02 August 23", 2002 . Minutes 8. Correspondence The CAO spoke to the correspondence listed in the Agenda. Moved by : Harold Lodwick Seconded by: Neal Snutch . BOD-02-114 RESOLVED THAT the correspondence listed in the August 23'd, 2002, agenda be received for information. 9. Monthlv Communications Update Manager, Fundrasing and Community Relations spoke to the Monthly Communications Update indicating that the Authority continues t6 receive excellent media coverage with a large amount of attention being given to the Paddling Around Lake Simcoe (PALS) initiative. The Manager showed the Board the television campaign on the Healthy Futures for Ontario Agriculture program as well as the radio campaign. Moved by: Harold Lodwick Seconded by: Wayne Teel BOD-02-115 RESOLVED THAT the Monthly Communications update, dated July 1st to 31S\ be received for information. 10. New Business a) Occupational Health and Safety Policy - 2002 Review and Update The CAO presented Staff Report No. 48-02-BOD regarding the Authority's revised Occupational Health & Safety Policy, and provided a brief review of the policy. The . Board requested that the Policy be signed by the Co-Chairs of the LSRCA Health & Safety Committee in addition to the Chair and the CAO. Moved by: Margaret Jordan Seconded by: Jeffrey Holec BOD-02-116 RESOL \lED THAT Staff Report No. 48-02-BOD regarding the Authority's revised Occupational Health & Safety policy be received as presented; and FURTHER THAT the revised Occupational Health & Safety Policy dated July 10th, 2002, be adopted as amended. 12 . 5t'-5 Board of Directors' Meeting BOD-08-02 August 23", 2002 Minutes b) Budqet Status Report - June 30, 2002 The CAO presented Staff Report No. 50-02-BOD regarding the Budget Status Report for the period ending June 30th, 2002. Moved by: Susan Para - Seconded by: Jeffrey Holec BOD-02-117 RESOLVED THAT Staff Report No, 50-02- BOD regarding the Budget Status Report for the period ending June 30t\ 2002 be received for information, c) Retrofit of Lover's Creek Acres Slormwater Manaqement Pond The Director, Environmental Services presented Staff Report No. 51-02-BOD regarding the retrofit of Lover's Creek Acres - Stormwater Management Pond Moved by: Alison Eadie . Seconded by: Jeffrey Holec BOD-02-118 RESOLVED THAT Staff Report No. 51-02- BOD regarding the Retrofit of Lover's Creek Acres Stormwater Management Pond be received for information; and FURTHER THAT staff be directed to -, contract Westlake Inc. to complete the design and supervise construction of the lover's Creek Acres Stormwater Management Pond; and FURTHER THAT staff be requested to ask the MOE to clarify their position, in writing, regarding EA's for stormwater . pond retrofits. . d) Baldwin Dam Operation Analvsis The Director, Watershed Management presented Staff Report No. 52-02-BOD regarding an update on the Baldwin Dam Operation Analysis. 13 5f;~b . Board of Directors' Meeting BOD-08-02 August 23", 2002 , Minutes Moved by: Susan Para Seconded by: Margaret Jordan BOD-02-119 RESOLVED THAT Staff Report No, 52-02- BOD regarding the . Baldwin Dam - Operation Analysis be received for information; and FURTHER THAT staff investigate the feasibility of carrying out further modeling of the operation of the Baldwin Dam once flood plain mapping for the Black River is. completed. 11. Other Business Moved by: Larry Corrigan Seconded by: Gary Lamb BOD-02-120 RESOLVED THAT the Board of Directors move to "Closed Session" to deal with items under New Business of the Agenda as they deal with confidential legal matters. Moved by: Wayne Teel Seconded by: Neal Snutch BOD-02-121 RESOLVED THAT the Board of Directors rise . from "Closed Session" and report their progress. a) Unauthorized GradinQ and Fill Placement . The Director, Watershed Management presented Confidential Staff Report No. 53- 02-BOD. . Moved by: Jeffrey Holec Seconded by: Margaret Jordan BOD-02-122 RESOLVED THAT Staff Report No. 53-02-BOD be received for information and approved. 14 - OJ-I " ID: r1A'jofZ. elLA'&- ,'J",;O />1€."ft3ell.s of CcuN e.1.. September 15, 2002 Municipal Council of Oro- Medonte P. O. Box 100, Oro, Ontario. . LOL 2XO Attn: TownshiD Clerk We are applying to the Ministry of Natural Resources (MNR) to purchase filled Crown lakebed in tront of our property described as Lot 124 Registered Plan 780, Township ofOro-Medonte. A sketch showing the area we wish to purchase is enclosed. The Ministry under the Environmental Assessment Act Exemption Order MNR 26/7 screens all disposition to ensure that the sale will not have any adverse affect on the environment, neighbouring properties or conflict with MNR programs. In order for the MNR to review the application, please advise whether Council has any comments regarding our proposed purchase of the filled Crown lakebed in tront of our property. We would appreciate the inclusion of this matter on the agenda for your next meeting. If you have any questions regarding our application, please call Raffaella Mooney at the Ministry of Natural Resources at 705-725-7529. Sincerely, ~ ~ d olJeffs 257 Eight Mile Point II, j 110\)1 \\ ~t? 1 705-326-5916 >;1 .... (Mailing Address: 14 Cairnmore Court, Brampton, Ontario. L6Z 1 T6) .1 ot!1'i. t-f"D 0'1\0- ;~,<;\-\\I' ,.O~<iJ"''''' . . -<oj ....c.Q~ s\\"t' f.'c. ./ .--- /~./'" ~ '/,00\ , tt.~' ' E.6<1~'r _ ~\ C...,....,.:s.~.t " ~ ..-c;7_ ~O"~~ ~., ",___ql>_ ~ ->I>' ...\ '" ,O~ ,- \ ,?~c:.--- a>\O"'" ;../ ,'~ " , < ,.,,,' .." .' I' . .... ,... " :;.r1;\.... 0\,..\0\""" \.. G"O"'), ~'49o /" " ,.f, f,'H-f. , "".\\CoO /'1'" J"'" I t" \ ~ , / d' ~:I'~ \ \ ,'1:... ".~ '!~ .- , o_~ " " ? -0 <'It>> - j?;; -.">. - __ ~.... ~~ t-') -7 .. '-:!..... ,.,... -~ \ <. - ,- CO t- " ., " - ".... --\ .'< ..-.....' ' -. \ -- .'" .,.' .. "\ . -~ ,-' - f .. ... ~ - 1> "' . ~ - ... ~ :-.. r\ - " " ,," ~ .. . ~ . ;. \, ;;. \ ~ 0 /4$' ,- \ :;IOtoV ,..- i ,,,.. -".. ---- .,.,. ~.,,, ;.- CO >> ,) OJ \0\ ,..' "-.. . ~'" . ..... ............. ,,"'- <!; ~ ~ \ L" . 0 - ..' ~(... ,,~ ~.~.' \ ~ ...} . " _ U ~ 'D" .. .. - . C-" · .... J. - ~ ---- .. ,("\ :... . ~ ,;"" "'. - i ..,...... .. . . ,"'-'- . ~ _ <.. ;,~/1/ 0_ OO.~'!>'\~" \,.\....\ . . ..,' ...~. K · ~ ,,' .. ~9'5'P) .' C 'n.. R'''.... ._'_ D I" . -- . ' . .,C" ...\ ,." .. . ,.' "'-" ,,,, -< .., 51 /1' · < ('01'< \ ,,~.-:;.~ .", ~ 0 \ "" ' 'J Z p,.... ,,~6UE: \t.\\...~ ~ '\ . CAt'f.. ~\Gy.."I, ~ ~ Go;, ./' ----------- /.. ~ .n _____ B ,.... . 04.-1 Memorandum To: Jennifer Zieleniewski, CAO From: Paul Eenhoorn, Fire Chief . Date: September 12, 2002 RE: Volunteer Search and Rescue Program (S.A.R.) Jennifer, Just recently, I spoke to Mr. Larry Barton regarding the SAR. Program that could involve the Township of Oro-Medonte. At this time, they are seeking Council's approval by either a letter of Support or a Resolution by Council to get the program started. Apparently, they are not looking for funding at this time. Once approval has been received, they will advertise for volunteer team members from within our community. As you are aware the Oro-Medonte Fire and Emergency Services has assisted the O.P.P. on many occasions previously, and will continue to provide this service when called upon by the O.P.P. The SAR. volunteers will not illuminate our response but will provide additional expertise in the event of a Search and Rescue Emergency within our Municipality. It is our opinion that the SAR. Search and Rescue Team would be an asset to the Municipality and have no objections to their proposal to create such a team. . ~ l \ . . . 09/10/2002 15:27 ORO MEDONTE TWP .. 8355884 NU.j4b b'\:J~.! . ba-';). ~ . ~ ORO.MEDONTE COMMUNITY POLICING COMMITTEE ~. P,O.130X 100, ORO, ONTARIO LOL 2X0 . TELEPHONE: (705) ~8i.2'62 June 15, 2002 Mayor Neil Craig Township of Oro-Medonte Box 100 Oro, On LOt. 2XO From: . Oro-Medonte Co~~unity Policing Committee CIO Beverley Hubatsch #5 Cherry Trail F..R. #4 Coldwater, On LOK lEO (705) 835-2273 Dear MayOr, On June fourth Larry Barton, accompanied by members of the Ramera Co~~unity policing Committee, attended a function at our invitation to explain their role in creating a ~earch and Rescue Team that could involve Oro-Medonte Township, At this time they are seeking moral support from the Co~~unity Policing COITrnittees and Councils in the surrounding Townships as this Team must encompass a larger area than Ramara Township. We listened with interest to Larry's presentation and a show of hands indicated all Oro-Medonte Community Policing members present were interested in supporting such an endeavour. Two of our members agreed to attend upcoming meetings and bring back information to our committee concerning their progress,; I was as,ked to forward a letter and information package to Or~-Medonte Council expres,sing the moral support our committee has offered to Larry Barton and the Search and Rescue Team, Councillor Harry Hughes attended our presentation and can assist Council in understanding Famara's need for our support to proceed with this project. Larry was told there was a . possibly that he would be required to appear before Council to answer any questions Council might have. In my letter endorsing this project I told Ramara Township Council that I would request a letter be forwarded from Oro-Medonte - Council expressing any moral support you might lend to this proj ect. Thank you for any assistance you may give the Famara Community Policing Committee, Larry Barton in particular, with this endeavour. His phone number is 1-705-484-1570 if you wish to . oont,ot him~ ~ Sincerely, j .~. , ~f.I...:;-!6-tIl.,-?-t;;t:;.d. . . Beverley Ruba ch. Chair-QMCPC 09/10/2002 15:27 ORO MEDCNTE 1 WI-' .. 1:1.0::>::>"''''' ..................... ............... . , loCi - ~ '. . J BJS10RY OF VOLUNTEER SAR VoJumeet SC2Jch and Rescue lums in Onlario loday arc a grass lOOts phenomenon. The formation of a leam i5 \15ul\lIy blought Qn by 5ome.onc in Y{lur c.(>mm\l.'1i1y who became lost. N(>.one Jmo~ your bac.k yard. like you do, and you were probably there \0 <lSsiSl the Police to find the Jost subject. 1f you fino lhe lost person, you arc happy wi,h the outcome. If you don't, you. arc dis!Watisfie.d with the ~opk in charge Search and Rescue has (orne a long way ftom placing civiljanswoug!r the woods shouJder to shoulder. Ovetlhe years we have learned that Search is a plOCfSS of elimination. For every square mik of woods, lheJc mayor may not be a Jost indivi"u:!l, but ifhc: 'has been wough lhe wQods, he 'Will leave !->thind e.< lea!>t ;0000 c1ue~. The melhnd used r", Search 10&Y ;!> 10 seek OUI the dues and eJiriJinale areas of Selllch. Pladn~ 100 unttained.civilians th10ugh ...... the ""Clods, shouldel.Io shoulder only helps to destJoy the dues, thIU deCle~ing the - . ploblibility of finding the lost subject. ! Hasty tcams~K-9 teams and lIain~d ma.!1tri!{:J<.(J's ale now tb~ prde.ne.(! me-mod (If conducting a S<:arch for a losl 5ubjC'C1.. Grid trcbniques ate U5~ n a lu. r~on. Training to become a SAR Vo\unreet tllkes moch lime ahd dedication 10 be Ihe beSt at .",hal)'otJ do. Ther;c aroe no !ewaJds and no.paychecbu ,he end of the day. It is simply BJ) inner passion of people helping people. . . . . . I . I .- I - I . I I 09/113/2002 15:27 ORD MEDCJNTE TWP .. 8355884 1'iU.J<.fO tT\:JV... . . ~a-Lj . . , . SI:ARCB AND RESCUE VOLUNTEERS PeopJe of the community who brinE theil1~JeJJ1S 102ethel10 fOTm teams aCloss the PlOvinct 10 2~~iS\ the P01ice in thtir d'fons to find someone who is lost OJ injured and bring the victim to ~afety. " . OUR PURPOSE -. .. To <.!siSllhe Police in a "Volv1)Ieer C~p~ci1y" with tr3ined pe~onnel so 11510 conducl a Search effectively and cfficientJy ",~th Ihe ultimate j?oal of saving liv~. T 0 T.i~c funds fOf Ihe u.ininE of i~ members and purchase of equipment u~ed fOf Scaf~h and Eescue operations. To help establish VolUnleeJ learns throughout the Province where the call volume dicta1es it necessary. To establish and conduct Plevention programs \0 les~en the Number of SAR cans in Ontario To educate the public about Search and Rescue vol wileen. . I . I i , ~~ oA,.JI~/x"./ - . . 09/1B/2002 15:27 (R() Mt:.UlN:It:. 1.Wt-' -t tL":J:Jt::SI::sq ,'-1..",...u ~~~ - -. fa? -5 . . BJSTORY OF VOLUNTEER SAR Volon1eel Se21ch and Re~cue le"m~ in Om.rio today are alP'a~ loots phel)omeJJOn. The formation of a II:Rill i~ \I~ual1y b!N!gbt (>n 1:>y 5(>!!1e-<:>ne. in )'''\!r 1;.Q!Il!nuruty woo became lost. )\J<,one k.no~ ,)'Qur 1-w.k yatd.!ike "yOIl do, iilJd you WClt PlObabJy theie to assist the Po1ice 10 fino the JOSI subject.lfyou rind 1he 1051 penoon, you are happy with the oUtcome. JfYQI1 don't, )'QUIi./C dissarislie.d with the :x.Qple. in chalge Se<uch and Rescuc h~ come a JonE way [,0m placinE civilians through the woods shouJder 10 sboulder. Ovet1he years we have learned Ibat Scalch is II pIocess of eJimh1ation. For every square I mile Qf woods, Ihue may ot may nol be a lost individual, but ifbe ha5 been throoj!h Ihe' f woods, he wiJl1cave hehind B.~ lea~t 3000 Clot~. 11.e method u"d ror !\earch loday i~ In ~eek ol.lllhc c1ucz 2nd diminate areas of Se.,eh. Placing 100 untTained civilians tmout!h - - ", the ""<,Ods, shoulder. 10 showdcI only hd.p~ 10 destJoy the dues, thus declea.sing the plobability of finding the lost subject. t H"sty tcamsJ<-9 leam..< and uaine-d m~_T]TTa(h.rs all; now the. p!!:fe.n.:.d rne-thcx! of conduC1ing a Scalch for" 10S1 subjtt1. Gridlf'CbDiQue$ are ust'll u a la51 ,,,,"ort. Tlajninj! to become a SAR V01un1cet 1akes moch lime ahd dedication to be the best at wh8tYOIJ do. Thel~ a'~no tew;,uds and no,p")'chec~ .a11he end of the day. It is simply an i=1 passion of people helping people. . . - ,. 0 , 09/1I'j/2002 15:27 ORO MEDONTE TWP .. 8.:5:,:,tjJ:j4 "1'...h...J""tO I,FUUU loa -& . \\lEO ]S RESPONSIBLE FOR SEARCH M'D ro.:SctJE Thele are 3 distinct ~Jea5 of $eaJch and Rescue. Weter. Air ~nd GJOund, WATER The Coast GU.ld is JesponsibJe 10 look "fie! vessds on Ttderal W~lerways. Surprisingly, th~ pub!i, does not le81i2e Ihat mOle than h"lf of Ontario's bOlders an: Federal CoaS11inc. Hudson's Bay, the Great Lakes a,.,d The TJent/Severn Waterway ate all Federal J urisdictiol\. The C0351 Gword win respond on Federal Waterways onJy. C02S1 GU21d has 2n Auxiliary C02S1 Guald plo.,gr2m )1-nere volun1tus can get involved. Coasr GU21d AlJ)(iliary is a r..d..ully fund..d project. AIR Rescue Cooldin21;on Cemer (RCC) in Tremon, Onunio is lespomible 10 look after downed aircraft wilrnn their jurisdiclion. Th~ w.iJJ also assist the Coast Guard when leque51ed. RCC has an auxiliary pogram whm: volumrenoCan get involved ,ailed CASARA. (Civil Air Se",ch and Resc.\!e Association) CASARA is a fooerally funded pJoject. GROUND Glound and ir,land waler SAR opemioT15 ale the 1tsponsibility of the Police 2gency of jurisdic1ion. In Onurio loday, we have over 80 Police Services. Depending on who's boundaries the: ~earch alea is il4 indic81es ",>bo is in charEe, an~ ultimately r~sponsible for the lost pc~on. In 1992, the Ontario Provincial police were the only PoHce Service to provide a budget to nain OPP EmerEtncy Response T earn members with qualified training techniques to - perfonn the Search hnnion. II!, the OFP were IDIinda1ed 10 85sist any Police Service who requested, most SAR activities were conducted lhJoughoU11he Province by the OPP. . volumeel SAR learns have been in exiSlence since 1958. We have not been Federal1y or , . ProvindalJy funded. Volu1J1ttrs rai~ funds loc211y; woughoU1 their catchment alns to \ provide naininE and pUH:h~ equipment for their memben; to assist the Police on SAR operations. Hard work and dedication have built teams into what We are loday, No Volunteer OIgan.i:l.2t1on can boast as much pride as a Ground SesTchand Rescue - volunteer. - 0'3/!B"'~ l::>:~( lMJ f'1t:.~ I t:. I Wt"' .., 0.):,}:::)00<-4 .........~v v~. , 0q'7 .' . , OU~ PROVDIClAL ASSOOATJON, OSARVA Ove! 1he y(a!~, local1alent who joined 10€flheJ to form I(am~ IhloughoU11he P!ovince i. have worhd ~jde by ~jde: wilh theiJ Poli.e Servite:s when the EmeT/?en")' existS, Independenlly, learns beEan 10 build a TappOJl with the Police StT'llite5 Ihey worked wit1l. As learns gJew 10 Je~mmorc and mOTe abollt SAR techniquc5, mOle: caJJs for assi5t8ncc' became "ppale!>\. As 1ime wen1 on, i$sue$ $uch as Je~aJ JjabiJi1)' and 1raining 51andards plall\'cd our voJul11eers, In ] 996 a N;nional Associalion for SAR Volunteers was (!e~lfd. The SeaJch and Rescue VOIUlJlftr A$soci~lion of C~nada (SARVAC) was fot:JJ1td 'Wilh a leprese:ntative: hom eaco oflbe Ploviflce~ ~nd Tem1One$. This Aswciation helped 10 edocate and ~hatt our khowl.d,!1e licm coa51 10 (0&SI10 CO&st. 111 O/Of11O PJDpesS with Ihc leSl of1he (O\11)tI)I. Omano formed a PlOvinciaJ A~sociation of OUt teams to improve OUt abjJjties ond have a common voice within SARVAC. Tht Ontario Sfalch and Rescue: Volunteer Association (OSARVA) was formed in 1997 with a lepje~ent~tjve nom each of1hc 1eams aCloss~ Province. Ow associalion has 32 teams which involve ]200 volunteer members. As the Ontano provincial Police wele the onry Polin Service toplovide formal SAR 1Iaining to i~ membetS, OSARVA formed a parmenhip with Ihe OFF to de1ermine what the best practice guideJine5 fot training would be for all SAR Volum..,,!'!;, Many of the Polic<, Scrvi(fs aClOS5 the P/ovince m,ve joined OUI parmetship and have 1w<tn S\eps to acquire lbe mining ptognm, In pioviding "ssistance 10 Ihe opp, oUt members ate cove1ed for workers compelt!lition and Eability when assisting with Ii SAR opc:Jation, OUt Na1ional Association, SARVAC has worked wjlh !ns1.Jrance companies to ctute an insulam:e PolicY, hand made, ~petifical1y for SAR volumee!'!;, Although we have managed to overcome these hwoJes, there ismucb more work to be done in Ontario fot our vo}untret members and their -dedication to Search and Rescue. OSAR V A will be conducring a Provincial Needs Ana1Y5is t'luougho\lt On'tario to dClemine where Vo!um..et Teams are nuded. what ~abiJities. sp".ifjc to your area an: n<<ded and what uairung and eGuipment at~.,eQuited to make Ihe SAR operation more drccrivc and efficient. - , . 09/10/2002 15:27 ORO ~tEDCNTE TWP ... 83558134 1'4U.~O ..."'''''' 0q-1 . . . . , PROVlJ'lClAL TRAINIJ'IG P~OJEcr. In forming OUl parmnship ,,-jIb the Ontario Proviocial Police, our a!;wciation went on 10 ~ubJ1jit s.pJOposal 10 the Nalional Scarch hnd Rc:>cue $ecatariats effi<:c:, H:questing fuJ)(Jing fOJ our Provincial Tnining projec:l. Ths pTOpo~1 incJ\Joed funding fOlthe 32 learns cunently leg1Stued with OSARV A. The tlaiDing 1'lOjcct wiU take 2 'y~8rs to cemple'te. During Ihis lime, OUl Board wi]) conductlhe FlOviDcial Needs Analy~is to delermine where 2no if 2ny new le2IDS 'He nnded trooughout thc' Ptovincc. OSARV A MI:MBI.~SBIP If you ~Ie jnJ<Je~led in becominj? a Sealch and Re~uc: v(]lwJlec:r, J have encJo~ed a list of the l<"rn~ 2nO conlaCIS cunently regi~teled wilh us. Our Board will cominur 10 accept yow de~iJt 10 help, Unlil we have compleled a FlOvincial }Iuds Analytis, Wf: have <ndOT~ed II poucy oflequirements for new learns. ,If you ale inleresled in fonning a neW learn, i h~ve enclosed a list of lequirements for 'becoming a neW learn within ow- Association. . . , . - , 09/10,,'2002 15:27 ORO MEDCNTE TWP ... 8355B~ 1'ft..J....>'"f-O ...~" , - ~q-q - . RLQUIR.tMINTS FOP. MI.MBERSHlP ImeleSl in fonning a SM 1<am is uS\Jal1y peaked when a Search occurs in your cQm.munhy. Hald work ~nd dedication aTe the demeDU ICquilCd in fmming suth a team. 10lhe pa.st, OUI Plovincial Association has htJped teams become OIgawzed oruy to discvvel that .her 3 10 6 months of dediciltiDi tUDe, money and reso\l1ces 10 the new found team, thry hilve foldrd due 10 faHing .intelest or rime lestIaints. Polk)' and Pron'dure (n a"a('bmnt PP-A) for pro~peclj"e D<:W OSARVA Organi;;t.ational members: Applicants fOI 0lE,mi2ational munbelship must im\l1c that thc team: I.. hilS a minimum of 10 dedicated peop)e 2.. has a constiTUtion and .by. Jaws . tompkte or in plogress 3.. hilS bnn in existenCe for I yeal ( !15 evidenced by iI copy of minutes) 4" has Jenels of I<commcndation horn the police .l4iency of jurisdiction 51at;ng mat a vo \ unit el SAR te am would be an as!>Ct to the area. 5., has leners of 5uppon fJOm"nious a1:encies. clubs , business~s within the pJoposed !>Jell of coverage 6.. is not within 100 Ian of an ''';5tin8 volunt.er SAR t.am. 7.. is plepa!ed to pay an ~nnual 1:>0.00 members\)ip fee to OSARVA 8.. is plCpared 10 undenake OSARV A I OPP training when available 9.. Lomple" ~n ~ppljcalioD form and ~u.bmit it ~Iong with ~uppoTting documents to the i vice ,pIes ofOSARVA (He by-Jaw 13) and awaiupplOval oftbc Board ofDireclOrs. i , 10. apee to confonn 10 the OSARVA by-law:; as II cOlJdJtion ofmembers\)ip I Training: The (umn! !ound ofOSARVA/OPP uaining is being funded witbNIF fun~ and oppJies IQ Icams (3:2) a(IOSS Ontario wbo wele idenlified at the time ofapplintionJor the gtant. The OSARV A olgaru....tjon has an obligation to !aist: 25% of the total funding a~~ocialed wilh I}>e mining !pant. New tcams ~rt notsunently eligJ'bJe for this Jound of uairung.1f and when fuhhCl funcing is ~(wed OJ altem.ne methods of delivery for this . ploIPam alC devised. new trams ",ill be given the oppommityto access it. , ! ) A volunlecr SAR ttam can ct'J1ainly be fonncd without the above rnentiQn"d i uaining but police services who use Ihem would hav,e to be mindful of the "Adequ84:)' ~ . ; and S1!mdal~ Rrgulation (policing Sumdalds Manua12000) to which they must i tomp)y. J , i "rtI'kOft1..dot O. D.O'1l"i/1y 2/JOO-/:-21 , , , I I 09/H'V2002 15:27 ORO MEDCNrE TWP .. t;.j~~t!tf4 f'fU.-J"'tD "U.l.lU . Wq ~/D . , . TI,ese lequilflToe!11s are ntCeS5<\1)' fot any OI€anh.alion 10 cndure. Members shouJd be wiJJjIJg 10 !Jain at )",Sl once a month in aleas such as Filst Aid and CPR. Map and compa5S, )'e81 round survival, he1icoplet ~~fety, Se~rch techniques, and Crilica11ncident Sness debriefing. As your learn Jilo~ s/)OIJ€ alJd YOU! slUlJs improve, you maybe ilJ1eleSled in fxpanding )'oU! abililies 10 in( Jude ice and walet IC5CUC, tech.njcal lOpe rescue., civiJjalJ k.9 U5e, and an undetwateJ dive leam. The PJOvil](jalluining program wiJl be open to OSARVA members who have been in o;j~te)"Jte fOJ al kast one yeaJ BOO have pioveh ihciJ dedkatiOIJ 10 Search and Re5cue, . I .1 - I ! i . \ . 09/10/2002 15:27 ffiO Ml:.U~ I t:. I WI-' '1' !:jj:J:Jt::1t;j.q ,"U..J...,,)"ofW ~U.lJ.. . . fat-II ...., .-'~' lHE CORPOR.AlI0N OF lHE 10WNSHIP OF RAMARA P.O. btJX 13d, B.echin, ONario LOK 160 t;1)5) .oIII~-!l.37" fli) A8A...Q.u1 [-MOIl! r3m~ls@bwnnc);.net Mar~b 13,2002 Ramus T cwnship Volumeer Community PolichJ!.! Comminee I )<t': V O)Un1eer Seard1 Bnd Resc1J~ Pro~Jam i CO\JnejJ passed the folJowing recommmd21ion at their Comminee of the Wholt- meelin(; heJd on Monday, FebT1JaJ')' 18, 2002: "THA T we ~dvjse the CommunilY Polidng CommiT\~c we are ~ppr~da1ive of Ihe dep\J131ion by Larry B.anon, T ~mara Co1eman and Paul Firminl1er with tej!atd 10 Clj!2J1i..ing a Search W1d :Res~ue Team to assist Ihe: OFP; AND THA 1 we aj!rt~ in pJinciple wlth this vO)UnlCel 0I11Mi221ion and see tht' need fOJ ;110 encomp3ss more Ihan the Township ofRamW1l; AND THAT we will consider fundinj! the incorporation ($1,000.) and the first year's ins\JIaJ1ce (1500.) once more lal!!el m\Jnicipa)jtiet agree in principal with , rhis Sfl,,~h and Res~ue Volunle<:1 Team; AND THAT we ask tbe Comm\Jnity Policing Comminee to approach these target comm\Jnhies throlJlih their Community Policing Comminecs,the opp and the Onlario Search and Rescue Vo!umccr a550cialion to build II consensus; AND THAT we be provid~d with: II clear mandate and goals oftbis.organiution, II dlan bodget of revenue and ~Iants, and a list of municipaJilies within the target alea; AND THAT oneethis information I\S omJined in the paragraphs above is Jeceived 10 the satisfaction of Council, we provide II Jetter of support; AND THAT we thank the Community Policing Comminee for aU its efforts to date for Ihis worthwhile: project . 11I\Jst the above is seJf.expJanatory, howevCl if you havc s.ny questions, please do not hesitalc to conlact me. Yours trUly, .. ~~ Jub{Mvnitfw (Au;". ,s to iMt c. II. P..t w....\.J...I JalJlce McKinnon, . ;-w Lj~/- .. Assistant to the CAO/Clerk ... /S70 , ~~2.1. , bb -} . c TOWNSHIP OF ORO-MEDONTE REPORT DEPARTMENT REPORT TO: PREPARED BY: Fire Report # 2002-11 Members of Council Paul Eenhoorn, Fire Chief SUBJECT: DEPARTMENT: Council Monthly Fire Report Fire and Emergency Services C.ofW. For July, 2002 DATE: Motion # August 31,2002 Date DATE STATION TIME TYPE LOCA TrON DAMAGE Station #6 Medical Highway 400 NIB, S. Julv 1, 2002 Moonstone 04:39:48 Assist of MI. St. louis Rd. Station #2 Unauthorized 10 Mariposa Cr. Julv 1, 2002 Hawkestone 23:31:29 Bum Station #3 Grass Fire 2216 Une 7, East Julv 1, 2002 Horseshoe 08:39:33 Side of Road Station #1 Alarm - No Fire 855 Ridge Road Julv 2, 2002 Shanty Bav 00:48:41 Malfunction West Station #5 Unauthorized Moonstone Road and Julv 2, 2002 Warminster 14:19:59 Bum Une 12 North Station #3 Burning Hwy. 400, North of Julv 3, 2002 Horseshoe 10:47:19 Complaint Penetanouishene Rd. Station #5 Burning 1184 Une 15 North Julv 3, 2002 Warminster 21:04:30 Complaint Station #5 Medical 4114 Une 9 North July 4, 2002 Warminster 00: 16:22 Assist Station #5 Burning 9813 Highway 12 JulY 6, 2002 Warminster 14:28:59 Complaint West Station #3 Burning 2072 Une 3 North Julv 6, 2002 Horseshoe 11:56:55 Complaint Station #6 Motor Vehicle Highway 400 NIB, . Julv 6, 2002 Moonstone 18:14:30 Roll Over /Q). MI. SI. louis Rd. Station #6 Smell of Smoke Une 5 and Ingram Julv 6, 2002 Moonstone 10: 14: 15 Nothing Found Side Road Station #3 Medical 3 Maple Crest Julv 6, 2002 Horseshoe 21:59:46 Assist Station #3 Medical 3215 Penetanguishene Julv 7, 2002 Horseshoe 10:39:30 Assist Road . 06-;2 .. , Fire Report 2002-11 Con't ...2 DATE STATION TIME TYPE LOCATION DAMAGE Station #3 Multi Vehicle Hwy. 93 and Old July 7,2002 Horseshoe 11: 12: 33 Accident Barrie Road Station #4 Medical Assist Bass Lake Provincial Julv 7, 2002 Ruobv 02:05:47 Park, 1132 Line 15 Station #5 Alarm No Fire, Notre Dame School, July 7, 2002 Warminster 10:51:21 Malfunction 1000 Harvie Settlement Station #5 Burning 1184 Line 15 North, Julv 8. 2002 Warminster 20:33:00 Complaint (next door) Station #4 Medical 1478 15116 Side Road Julv 8, 2002 Ruobv 15:50:50 Assist East Station #3 Multi Vehicle Horseshoe Valley Rd., Julv 8, 2002 Horseshoe 20:06:04 Accident @ Line 6 Station #1 Motor Vehicle Line 5 South and July 8, 2002 Shanty Bav 14:27:26 Accident Ridoe Road Station #1 Motor Vehicle Highway 11 SIB, July 13, 2002 Shanty Bav 10:51:50 Accident South of Hwv. 93 Station #3 Motor Vehicle Horseshoe Valley Rd., July 14, 2002 Horseshoe 11: 10:03 Accident near Hiahwav 400 Station #5 Burn ing Beside 1184 Line 15 July 15, 2002 Warminster 21:09:00 Complaint North Station #5 Carbon 1287 Line 15 North Julv 16, 2002 Warminster 07:21:07 Monoxide Call Station #5 Medical 2 Orsi Drive Julv 16, 2002 Warminster 02:02:55 Assist Station #2 Burn ing 707 Line 7 South Julv 16, 2002 Hawkestone 15: 15: 05 Complaint Station #2 Burning 61 Poplar Cr. Julv 16, 2002 Hawkestone 21:42:30 Complaint Station #4 Medical 8 Shelswell Cres. July 17, 2002 Ruobv 22:39:55 Assist Station #1 Vehicle Has 2304 Highway 11 S. Julv 18, 2002 Shanty Bav 23:59:34 Gas Leak Station #6 Motor Vehicle Highway 400 NIB, Julv 18, 2002 Moonstone 18:30:06 Accident at Line 6 North Station #1 Motor Vehicle 2356 Highway 11 SIB July 19, 2002 Shanty Bav 00:04:20 Extrication I VSA Station #2 Burning Ukrainian Camp, . July 20, 2002 Hawkestone 15:32:50 ComPlaint Line 11 Station #3 Motor Vehicle Old Barrie Rd., and July 20, 2002 Horseshoe 16: 29: 16 Roll Over Line 2 North Station #4 Burning 2841 Bass Lake Side . Julv 20, 2002 RUQby 22:04:30 Complaint Road Station #3 Burning Procee Circle, Vacant JulY 20, 2002 Horseshoe 21:41:49 Complaint Lot Station #2 Burn ing Highway 11, Between July 20, 2002 Hawkestone 22:58:57 Complaint Line 7 &8 . , 0b-3 , . Fire Report 2002-11 Con't ...3 DATE STATION TIME TYPE LOCATION DAMAGE Station #6 Motor Vehicle Highway 400 SIB, Julv 21, 2002 Moonstone 17:11:25 Roll Over North of line 4 Station #1 Fuse Panel 1047 Penetanguishene Julv 21,2002 Shanty Bav 23: 17:56 Over Heated Road Station #1 Medical 89 Lakeshore Road Julv 22, 2002 Shanty Bav 11: 29: 30 Assist West Station #1 Hydro Wires 665 line 4 South Julv 22, 2002 Shanty Bav 20:01:41 Down Station #1 Hydro Wires 610 line 2 South Julv 22, 2002 Shanty Bav 17:56:13 Down Station #1 Trees and Wires 279 line 4 South Julv 22, 2002 Shanty Bav 23:27: 18 on Fire Station #1 Medical Assist 2040 Highway 11 S Julv 23,2002 Shanty Bav 02:30:07 Station #2 Burning 195 Kennedy Ave. Julv 23, 2002 Hawkestone 09:45:28 Complaint Station #1 Smell of Smoke, 2040 Highway 11 S. Julv 25, 2002 Shanty Bav 09:24:46 Nothina Found Station #6 Motor Vehicle County Road 19 and Julv 26, 2002 Moonstone 16:43:26 Roll Over Ellen Drive Station #3 Medical 1153 line 2 North Julv 29, 2002 Horseshoe 16:04:00 Assist Station #3 Motor Vehicle Horseshoe Valley Rd, Julv 29, 2002 Horseshoe 19: 13: 12 Accident In Front of Resort Station #5 Burn ing 5 Lakeview Drive Julv 30, 2002 Warminster 21: 10:00 Complaint Station #1 Medical 471 line 3 North Julv 30, 2002 Shanty Bav 11: 39: 58 Assist Station #4 Medical 1008 line 8 North Julv 30, 2002 Ruabv 07: 16;33 Assist . Structure and Vehicle Fire . Dollar Value Lost Dollar Value Saved $ 0.00 $ 0,00 Ambulance Assist Calls comparison: July calls 2001 -1, 2002.13 . 'I toh -4 . Monthly Fire Report for July. 2002 TraininQ Sessions Station #1 Shanty Bay 2 Station #3 Horseshoe 2 Station #2 Hawkestone 2 Station #4 Rugby 2 Station #5 Warminster 2 Station #6 Moonstone 2 Inspection Record for the Month (including Fire Prevention I Public Education) Commercial 2 Residential/ Bed & Breakfast 3 Industrial Schools I Assembly I Church Wood stove 3 Daycare I Camps I Hall Tours 1 Comments or Recommendations by Fire Chief andlor Deputy Fire Chief Extra traininQ I Seminars and Events Attended Chiefs Meeting Oefib Training Recruit Training Respectfully submitted, ~g{~ Paul Eenhoorn, Fire Chief . CAO. COMMENTS: DATE: . CAO. DEPT. HEAD bC-i () !iLRJ~JAM Page 1 of 3 To: Township of Oro.Medonte Council From: Nick McDonald Date: August 30, 2002 Subject: Private Members Bill 79 Amendments to the Ontario Water Resources Act Job Number: 1460 I am writing to provide Council with some information regarding a letter dated June 19, 2002 from Leona Dombrowsky MPP for Hastings Frontenac Lennox and Addington. The letter is attached to this memo. Ms. Dombrowsky's letter requests Council's support for Bill 79 (the Water Resource Protection Act). The Bill was debated in the legislature twice, however the Government voted against the Bill in the last session. It is Ms. Dombrowsky's intent to re-introduce the Bill in the coming session. Ms. Dombrowsky's became aware of Oro-Medonte's initiatives with respect to the Permit To Take Water process as a result of being contacted by the Municipality of Loyalist Township. That Township was circulated a resolution of Oro-Medonte Council dated January this year. Attached to that resolution was a report prepared by our firm which highlighted the shortcomings of the current Permit to Take Water process. In my report dated January 23, 2002, which is attached, I recommended that the MOE be asked to: 1. Ensure that the cumulative impacts of water takings in a watershed are considered before individual applications for PTTW are considered; . 2. Ensure that the impacts of any water takings on features and functions associated with the eco-system of an area are considered before individual applications for PTTW are - considered; and, 3. Establish a public meeting process similar to the Planning Act at which applications for PTTW can be dealt with in an open public forum. Council supported those recommendations and authorized the forwarding of the report and the resolution to all other municipalities in Ontario. It is my understanding that many municipalities Page 1 113 Collier Street, Barrie, Ontario L4M 1 H2 Phone: (7D5) 737.4512 Fax: (705) 737-5078 fec -J have responded favourably to the resolution. Bill 79, as proposed by the Liberal opposition, would amend the Ontario Water Resources Act to require a Director to make decisions consistent with the Statement of Environmental Values of the Ministry as made under Part 2 of the Environmental Bill of Rights, 1993. According to Ms. Dombrowsky, there was an application in the Perth area by OMWA to extract 4.5 million litres of water per day to add to calcium chloride which would then be shipped by rail car to the United States. The application was appealed by a number of residents in the area but the Environmental Review Tribunal eventually approved the application. The Liberal opposition believes that the Statement of Environmental Values would have had an impact on this permit application had it been enshrined in legislation. Apparently, the Ministry's lawyers argued at the hearing that the Statement of Environmental Values is not binding until incorporated in legislation. On this basis, the Liberals believe that as a minimum, the Statement of Environmental Values be included within the Ontario Water Resources Act. The Statement of Environmental Values as written by the Ministry means that the Ministry of Environment will adopt the ecosystem approach in making decisions. Specifically, as noted in the attached documentation "this approach views the ecosystem as composed of air, land, water and living organisms, including humans and the interaction among them. When making decisions, the Ministry will consider: the cumulative effects on the environment; the inter-dependence of air, land, water and living organisms; and the inter-relations among the environment, the economy and society. . It is my opinion that such an ecosystem approach should be adopted whenever a major PTTW application is submitted since it ensures that all aspects of the environmental impact of an application would be explored. On this basis, I believe that Council should support this aspect of Bill 79. The second component of Bill 79 is a requirement for the Director to give notice of an application for PTTW to Conservation Authorities and Municipalities. However, the Director would only be required to give notice if the permit "if granted, wil/ affect or is likely to affect the water source or supply of a municipality or Conservation Authority.' If such notice is given, municipalities and Conservation Authorities would have at least 30 days to respond to the notice. In discussing this particular aspect of Bill 79 with Ms. Dombrowsky, she was of the view that if a municipality was advised specifically of a permit application, then the municipality could then take whatever steps were required to let other people know in the area of the proposed application for a permit. Ms. Dombrowsky indicated that she was concerned that the government would not , support the Bill if there was any type of mandatory public meeting required as part.of a permit application process. As Council will recall, I recommended in my January report that there be some type of mandatory public meeting to deal with a permit application so that everyone in the vicinity of the proposed well was advised of the water taking. It continues to be my opinion that there is some benefit in there being a mandatory public meeting whenever a major application for a PTTW is applied for. Perhaps certain permits could be exempt from this process. However, the process would be similar to any land use change under the Planning Act or an application to develop a pit under the Aggregate Resources Act. Alternatively, the requirement to hold such a public meeting could be made the responsibility of the applicant, similar to the process currently used under the Aggregate Resources Act. Page 2 113 Collier Street, Barrie, Ontario L4M 1 H2 Phone: (705) 737-4512 Fax: (705) 737-5078 , / /' /" ~ Lk-'.l .' However, in any event, it is my opinion that there should be some type of formal public process at which the views of residents could be obtained and then considered by the Director in making a decision on an application for PTTW. On the basis of the above, I believe that Council should support the initiative proposed in Bill 79. however, it is also suggested that Council indicate that the provision should be stronger in that a formal public meeting should be required. As an added note, Ms. Dombrowsky indicated that it is a policy of the Liberal opposition that there be royalty fees collected from any water bottling operation in Ontario. Ms. Dombrowsky indicated that fees for the extraction of other resources such as aggregate is common. I hope the information above clarifies Bill 79 and our current thinking on the issue of PTTW. If anyone has any questions, please give me a call. Yours truly, Nick McDonald, MCIP, RPP Partner Encl. NM/jrw . Page 3 113 Collier Street, Barrie, Ontario l4M 1 H2 Phone: (705) 737.4512 Fax: (705) 737.5078 Queen's Park Office;. if. C - Lj Constituency Office: Room 445 4 Market Square Main Legislative Building ~ N apanee Queen's Park Ontario Toronto, Ontario ~ K7R 113 M7A1A4 Ontario LEONA DOMBROWSKY, M,P.P. Tel: (613)354-6630 Tel: (416) 325-6134 Fax: (613)354-0232 Fax: (416) 325-6170 HASTINGS.FRONTENAC-LENNOX & ADDINGTON Toll Free: 1 -877-536-6248 . RECEIVED JUN 2 7 2002 Wednesday, June 19,2002 ORO.MEDONTE TOWNSHIP Oro-Medonte Township Box 100 Oro Ontario LOL2XO Dear Council, I am writing to you to express my support for your resolution with regard to the permit to take water process that was forwarded to me by the municipality of Loyalist Township. This resolution is particularly heartening to me, because it deals with issues similar to those included in my private members bill, the Water Source Protection Act. The bill has been debated in the legisJature twice in different forms, unfortunately last year, the government voted against it at second reading. The Water Source Protection Act would entrench the Ministry of the Environment's Statement of Environmental Values in the Water Resource Act, so that an ecosystem approach to decision making must be applied. Also, the Bill wou1d require the MOE to notify municipalities and Conservation authorities directly when they were considering PTTW applications that might impact a community. It is my intention to reintroduce the Bill this session, and I would greatly appreciate your . support. I have enclosed a copy of the Bill and additional background information for your consideration. Sincerely, ~ S1rJ~~ Leona Dombrowsky, MPP Hastings-Frontenac-Lennox and Addington cc. Loyalist Township Minister of the Environment Meridian Planning Consultants (Pc c: ,.,/ . , Bill 79 Ontario Water Resources Amendment Act (Water Source Protection), 2001 EXPLANATORY NOTE The Bill amends the Ontario Water Resources Act in regard to the availability and conservation of Ontario water resources. Specifical1y, the Bill requires the Director to consider the Ministry of Environment's statement of environmental values when making any decision under the Act. The Bill also requires that municipalities and conservation authorities are notified of applications to take water that, if granted, may affect their water sources or supplies. An Act to amend the Ontario Water Resources Act with respect to water source protection Her Majesty, by and with the advice and consent of the Legislative Assembly of the Province of Ontario, enacts as follows: 1. Section 5 of the Ontario Water Resources Act as amended by the Statutes of Ontario, 1993, chapter 23, section 73 and 1998, chapter 35, section 45, is further amended by adding the following subsection: Decisions by Director (2.1) When making any decision under this Act, a Director shal1 make decisions consistent with the statement of environmental values of the Ministry as made under Part II of the Environmental Bill of Rights, 1993. 2. Section 34 ofthe Act is amended by adding the following subsections: Mandatory consultation (5.1) If the Director receives an application for a pennit to take water that, if granted, will affect or is likely to affect the water source or supply of a municipality or conservation authority, the Director shal1 give it notice of the application. Same (5.2) The municipality or conservation authority has at least 30 days, or such longer period as the Director may pennit, from receipt of the notice to provide the Director with its comments, if any, on the application, and the Director shal1 take them into account in deciding whether to issue the permit. Commencement 3. This Act comes into force on the day it receives Royal Assent. Short title 4. The short title of this Act is the Ontario Water Resources Amendment Act (Water Source Protection), 2001. '. ., fee - . . . Bill 79: Water Source Protection This Bill amends the Ontario Water Resources Act with regard to the availability and conservation of Ontario water resources. Specifically, the BiJJ requires the Director to consider the Ministry of Environment's Statement of Environmental Values when making any decision under the Act. The Bill also requires that municipalities and conservation authorities are notified of applications to take water that, if granted, may affect their water sources or supplies. Background There are growing concerns in the Province about the process used to issue Pennits to Take Water, and how these pennits might impact our water suppJies. . Pennits to Take Water (PTTW) are required by the Ministry of the Environment for circumstances that involve removing more that 50,000 Jitres of water per day from watershed or groundwater sources. . Several categories ofPTTW exist: CorumerciaJ, Industrial, Municipal, Public Supply, Irrigation, Recreational. . The individual seeking the pennit provides data and reports for applications and because there is no provincial groundwater strategy data is often out of date. . During the first day of hearings at the Walkerton Inquiry, Dr. Kenneth Howard spoke about the problems with water taking pennits in the province saying granting them was "like writing a cheque on your bank account without knowing how much money is coming in." Howard spoke in detail of the need for municipalities to have an understanding of water use in their regions. . Water levels over the past several years (2000 excluded) have been very low. Rural residents are concerned about dry wells; water levels in lakes and streams are low; the International Joint Commission on the Great Lakes has issued warnings about water levels. . WhiJe the Ministry has a Statement of Environmental Values (SEV) which describes taking an ecosystem approach to decision making, the SEV is not yet enshrined in the Water Resources . Act, and is therefore not binding. Some Permits that demonstrate tbe issue: . Hastings County-WaterliefJnc-for water bottling purposes. Community and Municipality not infonned until pennit had been granted. Pennit is at the springhead of a cold water stream that feeds local water sources for miJes down stream. This pennit was Jater revoked. . Perth-OMY A (Canada) Inc. is a calcium carbonate processing facility located 7 Ian west of Perth. They have applied for a Pennit that would allow OMY A to extract up to 4.5 miJJion litres of water a day, the same volume of water used by the entire community of Perth from the Tay River. The Tay River is fed from Bob's Lake, located in the riding of Hastings-Frontenac- Lennox and Addington. It is part of the watershed that includes the historic Rideau Canal. Bill 79: Water Source Protection Leona Dombrowsky, MPP Page 1 , .. -. . " , , (OMYA conCd) . OMY A adds calcium carbonate to water and creates slurry that is exported to the United States. The Great Lakes Charter that limits the mass export of water is not va]id because the s1urry is considered to be a commercial product. Calcium Carbonate can be sold in dry form. . Over 280 individua1s submitted comments objecting to the permit, but it was issued in August 2000 regardless of these public concerns. River flow data used to grant this permit was from 1927 and 1959, and many agencies argued that a more comprehensive review should have been conducted. . This pennit has been appealed under the Environmental Review Tribunal. In the pre1iminary hearing, it was argued that by issuing the pennit without taking an ecosystem approach to decision making, a precedence has been set that would make it difficult to refuse future pennits on the basis on environmental impact. The hearing is currently underway in Perth. LegisJation . The Ministry's Statement of Environmental Values is not enshrined in legislation. This Statement is part ofEnvironmenta1 Bj]) of Rights, 1993, however Ministry lawyer's have argued that it is not binding until incorporated in legislation. This BiU would make it apply to the entire Water Resources Act. . Section 34 of the Ontario Water Resources Act governs PTTW. . Regulation 285/99 section 5 provides that an MOE Director "may ensure that governmental authorities are notified and consulted" however in practice this rarely happens. Section 6 gives the Director the power to require an applicant to consult, but again this rarely occurs. The Minister cou1d have taken action without legislation by changing the word may consult in section 5 of the guidelines to must consult. '"\Thy take an ecosystem approach? . The Ministry of Environment's own Business Plan for 2000/2001 indicates that one of it's "Key Commitments" for the year is "To build a beaer, stronger, clearer environmental agenda in keeping with our statement of environmental values. The ministry's mandate, articulated in the statement of environmental values (SEV) that underpins all its activities, is to protect the quality of the natural environment so as to safeguard the ecosystem and human health and to foster the efficient use and conservation of resources. " . Watersheds are complex integrated systems and a change in a system at one point can have significant impacts miles away. Plants, aquatic life, and human safety can aU be impacted by the change in a watershed, without considering aU of these elements, the true impact of a water taking permit can not be adequately evaluated. Bill 79: Water Source Protection Leona Dombrowsky, MPP Page 2 c ~ (p .'9 . . . . ,( v Why do Municipalities and Conservation Authorities need to know? . Municipalities need to be infonned about the pennits because: . Pennits impact pJanning issues: such as road upgrading for use by heavy vehicles, commercial development (bottling pJants), proximity of penn it to rural subdivisions and developments, they deal with the concerns of area residents on water table issues. . Without an understanding of existing pennits, municipalities can not adequately comment on new proposals. . Conservation Authorities can not adequately manage watershed when they do not have an understanding of water use in their region. A catalogue ofPTTW in a region wjJJ ensure that factors impacting local water/groundwater levels (e.g. dry wells) are understood. . By infonning municipalities we wiJ] improve opportunities for public consultation- municipalities might choose to sponsor third party public meetings or solicit comments on pennits etc. Who has asked for this change? . Individuals who are concerned about the process used to issue PTTW, and the impact that significant water taking may have on their communities. . Centre Hastings passed a resolution March 29, 2000: ., be it resolved that ...the Province of Ontario and the Ministry of the Environment change the regulations so that the director must consult local municipalities and conservation authorities before issuing a permit. ., . 167 municipalities wrote to Centre Hastings expressing support for the resolution. . Over 1500 individuals have signed petitions; the Waterlief pennit in Centre Hastings resulted in a letter signed by 325 citizens being sent to the Minister; and over 200 individuals have signed a fonnletter regarding this issue. . Over 100 individuals have signed petitions regarding the OMY A Pennit. Problems with the EBR Web Site: . Pennit applications are posted on the EBR web site, however many municipalities do not have the time or resources to check the site regularly. . Some pennits, including irrigation of crops, and municipal undertakings are exempt from posting-also permits for "specific reasons for less tban a year". Also, many pennit renewals are exempt from posting on the EBR. Bill 79: Water Source Protection Leona Dombrowsky, MPP Page 3 .. ^ .. .. ( . The Statement of Environmental Values The Statement of Environmental Values (SEV) is a document which outlines the approach a Ministry is to take when making a decision which could impact our environment. Each Ministry has a SEV that sets out the specific approach to be taken by that office. The Following is an excerpt from a Baekgrounder on tbe SEV: Statements of Environmental Values are a means for govemment ministries to record their commitment to the environment and be accountable for ensuring consideration of the environment in their decisions. The EBR requires a Statement ofEnvironmentaJ Values (SEV) rrom 14 government ministries. The SEV explains: . How the purposes of the EBR will be applied when decisions that might significantly affect the environment are made in the Ministry; and . How consideration of the purposes of the EBR will be integrated with other considerations, including social, economic and scientific considerations, that are part of decision-making in the Ministry. It is each Minister's responsibility to take every reasonable step to ensure that the SEV is considered whenever decisions that might significantly affect the environment are made in the Ministry. Ministry of Environment Statement of Environmental Values (From Ministry Web Site) PART I: see background infonnation on SEV PART II: Ministry Mandate The mandate of the Ministry of Environment and Energy is to protect the quality of the natural environment so as to safeguard the ecosystem and human health; coordinate the government's energy supply and demand-related activities; and foster the efficient use and conservation ofresources. ~ &; C ~I () .. ~. . PART III: Guiding Principles for the Ministry of Environment and Energy The following guiding principles will be among the tools used by the Ministry of Environment and Energy to apply the environmental va1ues set out in the purposes of the EBR when making decisions that might significantly affect the environment. The Ecosystem Approach The Ministry will adopt an ecosystem approach to environmental protection and resource managemcnt. This approach views the ecosystem as composed of air, land, water, and living organisms, including humans, and the interactions among them. When making decisions, the Ministry will consider: the cumulative effects on the environment; the interdependence of air, 1and, water and living organisms; and the interrelations among the environment, the economy and soci ety. Environmental Protection The Ministry's environmental protection strategy will place priority first on preventing and second on minimizing the creation of pollutants that can damage the environment. When the creation of pollutants cannot be avoided, the Ministry's priority will be first to prevent their release to the environment and second, to minimize their release. In the event that significant environmental harm is caused, action will be taken to ensure that those responsible for the harm remediate it and to prevent a recurrence. The Ministry will exercise a precautionary approach in its decision- making. Especially when there is uncertainty about the risk presented by particular pollutants or classes of pollutants, the Ministry will exercise caution in favour of the environment. Resource Conservation The Ministry will seek to ensure a safe, secure and reasonably priced supply of energy in an environmentally sustainable manner and will place priority on improving energy efficiency. It will also promote energy and water conservation, as well as encourage the use of the 3RS- reduction, reuse and recycling - to divert materials from disposal. ~ Io(~ /I <' . . . PART IV: Public Participation The Ministry is committed to public participation and wj]J foster an open and consuJtative process in the implementation of the Statement of Environmental Values. PART V: Integration with Other Considerations The Ministry of Environment and Energy wj]J take into account social, economic and other considerations; these wj]J be integrated with the purposes of the EBR and the Guiding Principles in environmental decision-making. In making decisions, the Ministry wj]J use science that meets the demanding standards of the scientific community. It wj]J support scientific research, the development and application of technologies, processes and services, and the development of green industries in Ontario consistent with the guiding principles set out in Part Ill. The Ministry of Environment and Energy wj]J promote and implement the principles of the Statement of Political Relationship and wj]J develop, with First Nations and Aboriginal communities in Ontario, a govemment-to-govemment forum. Within this context, the Ministry wj]J evaluate the impact of proposed decisions on First Nations and Aboriginal communities. PART VI: Application The Ministry wj]J apply the purposes of the EBR and the guiding principles listed in Part III and integrate them with those considerations set out in Part V, as it develops Acts, regulations, and policies. The principles and considerations wj]J also guide the Ministry's internal management practices. The Ministry is committed to developing a process to monitor and track the consideration of the SEV in its decision-making. Instruments such as certificates of approval, permits, licences and orders are issued under the authority of Acts and made pursuant to specific Ministry policies and regulations. As the guiding principles in Part III are incorporated into the development of Acts, regulations and policies, decisions on instruments will in turn reflect these principles. In fulfilling its mandate, the Ministry wjJJ continue to enforce its environmental laws, and wjJJ consider the use of a wide range of measures, including regulation, economic incentives and disincentives, educational programs and programs to encourage voluntary actions. The Ministry wjJJ continue to monitor and assess changes in the environment, and it will review and report on its progress in implementing the Statement of Environmental Values. 0c/-1 Township of Oro-Medonte REPORT Dept. Report To: Prepared By: ADM2002-38 Council Subject & File #: Council Marilyn Pennycook Responses re: Permits to Take Clerk Water Process C.ofW. Date: Motion # August 14, 2002 Date: R.M, File # E05-011260 Background: At the Committee of the Whole meeting of March 27, 2002, Council adopted the recommendation of Meridian Planning Consultants Inc. as follows: "It is recommended that the Ministry of the Environment be asked to: 1) Ensure that the cumulative impacts of water takings in a watershed are considered before individual applications for PTTW are considered; 2) Ensure that the impacts of any water takings on the features and functions associated with the ecosystem of an area are considered before individual applications for PTTW are considered; and 3) Notify local municipalities to host a public meeting at which time applications for PTTW can be addressed in an open public forum and that procedures for such a meeting and its notification process be similar to those in the Planning Act; And further that this resolution be circulated to all municipalities in Ontario for endorsement: On April 17, 2002, this recommendation was "mass faxed" by AMCT to 450 Ontario municipalities with a request for consideration and endorsement at the next council meeting. Analysis: To date, we have received 116 responses out of a total of 450 circulated from Ontario municipalities. The break down of responses is that 92 municipalities endorsed our recommendation and 24 formally received it. 0d-J Recommendation(s): 1) That this report be received for information; and 2) That the correspondence from 116 Ontario municipalities (Attachment # 1) be received. Respectfully submitted, /drw C.A.O. Comments: Dat:9e;d ~Ir) cJ - ~ C.A.O. J Dept. Head 2 < -< fj) rr-:/ -' ,<',_ \./' "'-..../' Attachment # 1 Endorsing Municipalities Township of Chapleau City of Stratford Village of Point Edward Township of Armour Loyalist Township Township of Chisholm Municipality of Arran-Elderslie Township of North Glengarry Town of Marathon Township of Chatsworth Township of Ignace Town of Deseronto Township of Terrace Bay Township of Springwater Town of The Blue Mountains Township of Morley Town of Innisfil County of Bruce Township of Val Rita-Harty County of Perth County of Huron County of Renfrew Clearview Township Township of Lanark Highlands Town of Midland County of Hastings Town of Penetanguishene Town of Lincoln Township of Alfred and Plantagenet Town of North Perth Municipality of Morris-Turnberry Village of Newbury Township of South Frontenac Town of Brancroft Township of North Himsworth Municipality of Hastings Highlands City of Quinte West Township of Hamilton County of Lennox & Addington Township of North Frontenac Township of Cavan-Millbrook-North Monaghan Municipality of Thames Centre Township of La Vallee ! i I ({) ~l- /..;. . c., I Attachment # 1 Endorsing Municipalities - continued Municipality of Huron East Municipality of West Perth Township ofTyendinaga Township of New Liskeard Township of Stirling-Rawdon Township of Dorion Township of Wellesley Champlain Township Municipality of West Nipissing Township of South-West Oxford Municipality of Bluewater Township of Ashfield-Colborne-Wawanosh Township of Nairn & Hyman Municipality of Highlands East Township of Uxbridge Town of Goderich Township of Addington Highlands Township of Carling Town of Plympton-Wyoming Town of LaSalle Town of South Bruce Peninsula City of Woodstock Township of South Dundas Township of Brudenell, Lyndoch and Raglan Township of Essa Town of Bruce Mines Township of McKellar Township of Centre Wellington Township of Tiny Township of Severn Township of Middlesex Centre Township of T ehkummah Municipality of Assiginack County of Oxford Municipality of Southwest Middlesex Township of Asphodel-Norwood Town of Erin Municipality of Tweed Town of Kearney Town of Petawawa Municipality of Brighton Township of Rideau Lakes / : --- f.() c{ - ~~1 '--" Attachment # 1 Endorsing Municipalities - continued Municipality of St. Charles Township of Ramara Town of Mono Town of Ingersoll Municipality of Oliver Paipoonge Township of Bonfield Durham Region Receiving Municipalities County of Peterborough County of Essex Town of Grimsby County of Simcoe Township of West Lincoln City of Port Colborne Municipality of Waterloo Town of Georgina Town of Hanover City of Hamilton City of Windsor City of Thorold Municipality of Clarington Municipality of Kincardine City of St. Catharines City of Vaughan . York Region City of Oshawa City of Thunder Bay City of London Town of Orangeville County of Prince Edward Town of Milton City of Barrie /' (,?e - ( Township of Oro-Medonte REPORT Dept. Report To: Prepared By: Committee Of The Whole Harold Daynard, ADM-2002-45 Manager of Information Technology - Subject & File #: Department: Council ADM Administration Building Administration C.ofW, xxx Fax Machine Date: Motion # Sept18,2002 Date: Sept 25, 2002 Background: The lease of the Oro-Medonte Administration Building's fax machine expires at the end of September 2002. The current fax machine is coming to the end of its functional life and will need to be replaced. Current Fax Machine specifications: 1. Okidata 5900 }> 33.6 Fax Modem }> 600 dpi resolution }> 10 pages per minute printing }> 4.5 MB Memory }> 50 page Document Feeder }> Two paper trays for legal and letter . The following machines were investigated as replacements for the Okidata 5900. Fax Machine: Okidata 5980 Company: Doering & Brown . }> 33.6 Fax Modem }> 600 dpi resolution }> 10 pages per minute printing }> 12.5 MB Memory }> 50 page Document Feeder }> Two paper trays for legal and letter }> Considered medium volume machine }> Price: $93.71 per month based on 36 month lease to e -';A Fax Machine: Xerox 665 Company: Xerox ~ 33.6 Fax Modem ~ 600 dpi resolution ~ 12 pages per minute printing ~ 3 MB Memory ~ 50 page Document Feeder ~ Two paper trays for legal and letter ~ Considered high volume machine ~ Price: $146.20 per month based on 36 month lease Fax Machine: Panasonic 890 Company: Northern Business Machines ~ 33.6 Fax Modem ~ 600 dpi resolution ~ 10 pages per minute printing ~ 10MB Memory ~ 70 page Document Feeder ~ Two paper trays for legal and letter ~ Considered high volume machine ~ Price: $109.08 per month based on 36 month lease Summary (Monthly cost before taxes) Fax Machine: Okidata 5980 $93.71 Fax Machine: Xerox 665 $146.20 Fax Machine: Panasonic 890 $109.08 The following are strong reasons for leasing the Panasonic 890 from Northern Business Machines. 1. The Panasonic 890 Drum and Toner is an all in one module and installation is included. 2. The Okidata 5980 has separate drum and toner modules and installation costs are charged at $70 an hour. 3. The current fax machine was leased from Northern Business Machines and service has been prompt and reliable. 4. The Panasonic 890 is more of a high volume machine compared to the Okidata, which suits the Township's faxing needs. {oe-3 Analysis: Financial Information: Current Costs: I Lease Cost: Okidata I $115.71/Month 36 Month Term I Proposed Solution . I Lease Cost: Panasonic 890 1$109.08/ Month 36 Month Term I Savings are based on the Monthly Lease Payment ~ Monthly savings _n $6.63 After Taxes $7.36 ~ Yearly savings m $79.56 After Taxes $88.31 Recommendations: 1. That Council receives and adopts this report. 2. That staff be authorized to enter into a three year lease agreement with Northern Business Machines for the Panasonic 890 Fax Machine listed in this report. Respectfully submitted, ;i7~ Harold Daynard Manager of Information Technology . 3 (of-, REPORT DEPT. REPORT TO: Council PREPARED BY: #PR2002-12 Chris Carter SUBJECT & FILE #: DEPARTMENT: COUNCIL: Request to apply Parks & Recreation for funding with Landscape Ontario. MOTION #: DATE: DATE: Sept 25, 2002 Earlier this week, CouncilJor Marshall provided staff with an application form to apply for "EXTRA" funding with respect to the deveJopment of the joint Emergency Services Buildings in Horseshoe Valley. The application sheet is distributed by an association by the name of; Landscape Ontario Horticultural Trades Association. Landscape Ontario mandate is to be the Jeader in representing and promoting the horticultural industry in Ontario. After discussion with CouncilJor Marshall and compiling the necessary information, staff would like the authority to submit an application on Councils behalf. Included will be a copy of the designed concept and quotation from North Ridge Landscape for the association review. Copy of the Application Form is attached for Council information. 1. That Council receives and adopts the report 2. That Staffbe authorized to submit an application form for "EXTRA" funding on Councils behalf to Landsca~e Ontario Horticultural Trades for the development of the joint Emergency Services Buildings on the 4' line, Horseshoe Valley. Respectfully submitted, L~/~ hris Carter, Recreation Co-Ordinator b r-J- C.A.O. COMMENTS: DATE:. . C.A.O.: DEPT. HEAD: . Received from 7057351944 ~ PAUL MARSHAll (Ol--~ Sep-20-02 08:26am page 2 09/20/2002 09:40 7057351944 NUTRI LAWN PAGE 02 0e/22/2002 00:11 9058751764 LAND$CAI'E ONTARIO PAGE 03/03 i (a Landscape OntarIo 7886 ,ifU\ line uth, RR 4. , Milton ON C.nld 19T 2X8 \~ 906.876,'806 '-X: 90 .e76.3~2 _ HORTICULTURAL TRADES A5SOCIATION JoG~or\'\',: a.com www.laMaoape n!.rJo.oom "Ath?Ancin8 the hortiC'Ultur, indu6try" rev. I '-M",-02 Application form for "EXTRA" Promotion I Funds CHAPTER/COMMODITY OROUP: CONTACT PERSON: &tl (~~. PHONE/:EMAI~ EVENT TITLE: ,tc<r ~eI'ffl<v,J c'", .-oLDif\J~. t/,fVI: - ~ VIi /?tf7lffjflrzC, ~4/;?7 ' tJt/rt?;f'~ cPo ~ ,,9.:90/9. i DATE OP EVENT: IS THIS A ~ EVENT'? YES L NO - If ")'es", pl..s. provide I prnpoood budpt I If"no",p!oaoc J'I'O"ido rour b,hm.e sboot HOW MUCH MONEY HAS THE CHAPTrl~,COMMODITY GIWUP COMMIITEt> TO T HOW WJLL THIS .EVENT BENEFIT: 1) CHAPTER/COMMODITY GROUP? ......". ~/~t. [N~c".. 1'f#1? . w /Ii rt iv'6 (is ,,, I '1l171/ If ",Ifr rt? i.PI?"" , . 2) LANDSCAPE ONTAJUO? -/.72'- .-f$'S<?c /477-"'''''' ,;// '" <. ,&~ r1P1w.,/-h~1 / ,?/Zl/f"(?//I'A/j"C . 4/V"? ?PrC;?-r/t""'1 / . ; , PL.EASE NOTE: a) Sin.. most tven", ...m to be bold in f'ebNar)>, March ond April . "ppUca1ions !'or: date is November 30 ..<11 )'QI'. b) Then funds art availabl. f<< Chaptm Il C~=odll)' Oroupt c) Cbapter pI"OlnolionaJ fur>do beud on mcmbershJp I>um\>en should be published d) Commodity group pronwtional fw1ds sbou1d be published, . t~'-'4'~":: lRNDSCRPlJRADfS HortJcuJjtre rtn~~ Mom ~ II., ""--" tt.' , _ e."......MtmIt1 RevIew .. "111 ,~ . ~""~"1't'1:fV1 ""--,,~-.. "IC'oN>UMJ!.OOMI" r-~'-"._'- '. -.- 0 . .~ ;;;" Ridge North ......-. ....... Landscaping Design Proposa1 '3~ 3 - A..5i'1- ~.;t"'\ - ~oa,;2.. . . to t-.5 North Ridge Landscaping R R#3 Co]dwater Ontario LOKIEO Job proposal for Oro!I\1edonte Township: Re. Area ofJand bet'ween the Fire HaIJ and the Police station on the 4'" Concession. The project proposal includes reclaiming the land between the two formetioned buildings on the forth conession, clearing ofbrush,instaJling an inter]oc!Ong walkway conecting the facjJjties, a memoria] sitting area with a garden and large trees and regrading and sodding the area . The foJlo\\1ng is an itemized list for the project. ] Clear brush on the property and any necessary trees. 2 Remove existing culvert that is not being used. 3 Supply and instaJl interlocking stone walk from the Police station to the FirehaIJ par!Ong lot, the stone to be used for the project would be Beech Pioneer blend by La farge. 4 Supply and instaIJ stone bench for sitting area. 5 Supply and instaIJ FJag pole, standard type flag pole 20' with Canadian flag 6 Memorial Garden, This to be a large garden with one or two memoria] stones with plaques instaIJed on them(not included in this quote)the size of the garden would app. 800sq' with thee shrub and tree list as folJows 4 goldflame spirea, 2 colorado green spruce 9' ,2 crimson !Ong mapJes]2', ]] hostas (]ga]), 7 compact andorrajunipers ]0 day]ilies. The garden is to be covered with shredded wood.chips to minimize maintenance. , 7 Topsoil,grade and sod memoria] area (1000 roIJs of sod) 1, l' , To minimize cost the township could utilize some of their own resourses by supplying topsoiJ for the project and chipping any brush necessary . The total cost for this project is $ ]3500.00 +gst. Thank you for the opportunity to quote on this proposal for our corumunity., Best regards Paul J. Beard . -. . - , --- - - - - - - - ---..... '\ '\' -\. i ~ ... ... .,... & Z ~ ~ "1 '3 ~ f' p '"";0 -i ;< 00 ;,>> ~ .t:' \>1'6 .!i "z ~ 't <> - \I) \;V - 1! ~ --- ..---^--- - ~ - '\J ~d \-I " ~ $. ~ ~ \ -Q ~ \ , Cl ~ . 'P ..5b \ .~ . .>.l u \ ~ (. ~ i! c$! ( ~ c "" ~ v ~ u- (of {, . ' ! ) j oJ B ~ '" it c IX " - ...... CD V1 -t a <2 <> -5 E- o) - ~ " ~ E ! IJ ... ... - "<t: 13 ~ 1 .. ~ :3 '3 .::s . .J 11; ~p .. -'/- ~ . 0_ -= . ~ b _ . .,. . ~'" H-- . G GD G It: DO ..... . . ~~f) 2002 HERITAGE COMMUNITY RECOGNITION PROGRAM ORO- MEDONTE NOMINATION FOR CULTURAL: MARY GARBUTT Mary Garbutt lives in a 5th generation home built by her family in 1870 on the Seventh Line ofOro-Medonte. Since retiring as a teacher librarian she has extended her passion for discovering, sharing and preserving heritage through her home becoming the unofficial historical community resource centre. Mary has an impressive collection of furniture, photographs and other artifacts that she brings to life through the information that she has acquired through extensive research that has included personal interviews with seniors. She initiated and has been a major contributor to a book that will depict the history of the community and families of the former Medonte Township. Mary has been a contributed and has been recognized for her work as a member of the Ontario Genealogical Society executive over a 25 years period. She has also provided strong leadership as founder and as a member ofthe local historical society for 10 years. Mary's parents restored a log house built in 1850 that is now located next to her home. On occasions she assists her sister to conduct tours for school children and others through this log home. Mary is well known as the resident expert who eagerly assists those seeking heritage connections and through her special efforts to assist with local heritage projects. On numerous occasions she has been called upon to speak to community groups. Mary Garbutt fulfills all ofthe requirements for recognition for a 2002 Heritage Community Recognition Program "CULTURAL' award. , (} I \) - ') t{ MERIDIAN :U ,J PlANNING CONSULTANTS INC. fVit:ETJNG: C t_ ! Page 1 of 3 "'-- '-. -~ ., ,-,' ~. u;~ ',.;'1). To: Township of Oro-Medonte Council From: Nick McDonald Date: August 30, 2002 Subject: Private Members Bill 79 Amendments to the Ontario Water Resources Act .Job Number: 1460 I am writing to provide Council with some information regarding a letter dated June 19, 2002 from Leona Dombrowsky MPP for Hastings Frontenac Lennox and Addington. The letter is attached to this memo. Ms. Dombrowsky's letter requests Council's support for Bill 79 (the Water Resource Protection Act). The Bill was debated in the legislature twice, however the Government voted against the Bill in the last session. It is Ms. Dombrowsky's intent to re-introduce the Bill in the coming session. Ms. Dombrowsky's became aware of Oro-Medonte's initiatives with respect to the Permit To Take Water process as a result of being contacted by the Municipality of Loyalist Township. That Township was circulated a resolution of Oro-Medonte Council dated January this year. Attached to that resolution was a report prepared by our firm which highlighted the shortcomings of the current Permit to Take Water process. In my report dated January 23, 2002. which is attached, I recommended that the MOE be asked to: 1. Ensure that the cumulative impacts of water takings in a watershed are considered before individual applications for PTTW are considered; 2. Ensure that the impacts of any water takings on features and functions associated with the eco-system of an area are considered before individual applications for PTTW are considered; and, 3. Establish a public meeting process similar to the Planning Act at which applications for PTTW can be dealt with in an open public forum. Council supported those recommendations and authorized the forwarding of the report and the resolution to all other municipalities in Ontario. It is my understanding that many municipalities Page 1 113 Collier Street, Barrie, Ontario L4M 1H2 Phone: (7D5) 737-4512 Fax: (705) 737-5078 Queen's Park Office;. Constituency Office: Room 445 4 Market Square . Main Legislative Building ~ Napanee Queen's Park Ontario Toronto, Ontario K7R 113 M7A lA4 Ontario LEONA DOMBROWSKY, M.P.P. Tel: (613) 354-6630 Tel: (416) 325-6134 Fax: (613)354-0232 Fax: (416) 325-6170 HASTINGS-FRONTENAC.LENNOX & ADDINGTON Toll Free: 1-877-536-6248 RECeiVED JUN z 7 2002 VVednesday,June19,2002 ORO-MEDOtm: TOWNSHIP Oro-Medonte Township Box 100 Oro Ontario LOL2XO Dear Council, 1 am writing to you to express my support for your resolution with regard to the permit to take water process that was forwarded to me by the municipality of Loyalist Township. This resolution is particularly heartening to me, because it deals with issues similar to those included in my private members bill, the VVater Source Protection Act. The bill has been debated in the legislature twice in different forms, unfortunately last year, the government voted against it at second reading. The VVater Source Protection Act would entrench the Ministry of the Environment's Statement of Environmental Values in the VVater Resource Act, so that an ecosystem approach to decision making must be applied. Also, the Bill would require the MOE to notify municipalities and Conservation authorities directly when they were considering PTTVV applications that might impact a community. It is my intention to reintroduce the Bill this session, and I would greatly appreciate your support. I have enclosed a copy of the Bill and additional background information for your consideration. Sincerely, ~ SlrJ~+ Leona Dombrowsky, MPP Hastings-Frontenac-Lennox and Addington cc. Loyalist Township Minister of the Environment Meridian Planning Consultants '. ~f) , < ~ ...., r ORO-r~~EDO;\1TE ! rJ1(Y'-:D~T2~:ij~S~~~' Qui I SEP 2 -5-~a02 I t MEETING: COUNCIL CJ ~ C.OFW. AN ORGANIZATIONAL REVIEW OF THE COUNTY OF SIMCOE Allmat & Associates Ltd. Management Consultants April 2001 . ~ , . .- , . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. TABLE OF CONTENTS Page 1.0 Overview 1 . Exhibit 1 - The Customer Driven Model 2 2.0 Council 7 2.1 Present Structure 7 2.2 Observations and Recommendations 10 . Exhibit 2 - Ratio of Elected Officials to Population Base - Comparison Data 12 . Exhibit 3 - Ratio of Elected Officials to Population Base - Comparison Data (County of Simcoe Municipalities) 13 . Exhibit 4 - Proposed Restructured County Council 19 2.3 Advantages and Cost Savings 22 3.0 Staff Structure - Overview 24 3.1 Findings - Current Structure 24 . , - , . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 3.2 Specific Departmental Issues and Associated Recommendations 33 1. New Departmental Structure 33 2. Recruitment of General Managers 33 . Exhibit 5 - Proposed Organization 34 3. Remuneration for General Managers 35 urc asin sset anagement . Exhibit 6 - Goods and Services Summary 6. Human Resources . Exhibit 7 - Organization Chart - Purchasing / Asset Management 38 7. Library Services Co-operative 40 8. Forestry 41 9. Homes for the Aged 42 10. Environmental Services 45 . Exhibit 8 - Site Remedial WorkslEngineering Development 48 . Exhibit 9 - Projected Remedial and Development Capital Costs 2001 to 2011 49 12. Financial Operations 52 . Exhibit 10 - Business Planning Cycle 55 14. M.I.S. Information Technology 58 15. T outism/Economic Development 61 . Exhibit 11 - Tourism Organizations in Simcoe County 65 16. Transportation 67 17. Planning 76 18. Ontario Works 80 . . - . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 3.3 Proposed Organizational Structure 83 3.4 Projected Cost Savings 91 3.5 Appendices 1. Information Technology Review 2. County of Simcoe Organizational Chart as at April 2001 3. Business Planning For Results - The Kingston Experience 4. Customer Service Excellence - Using Information Technologies to Improve Service Delivery in Government . , -, . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 1.0 OVERVIEW For the past six (6) months Al1mat & Associates has been retained to examine the counry's current organizational structure. As a resu1r of numerous interview, analysis of significant work flow structures, strategic sessions with council members and comparative studies associated with the principles of the 'customer driven model', (Exhibit 1), this review is provided for council's consideration. Over the past few years, governments of al1 political stripes have been undertaking similar studies designed to determine alternative methods to once traditional processes of service delivery. The need for organizational change is both internal and external, therein requiring change to become far more strategic in direction and customer oriented than in the past. In Ontatio, the process of municipal change was initial1y set up by the current government's overview of "The Who Does What" review. However, other far more tel1ing and effective trends have been, over a period of years (if not totally realized) having a real and moving effect on government service delivery. Briefly, some of those issues which must be addressed by government service delivery agents are _ technology advancements, world economical agendas, social and demographic trends, world wide government debt loads and consumers' trends and demands for continued tax rebates. Page I of 92 . L ''''-) , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. ; Exhibit 1 r.J"J ~ ~<.e, ...... ~"\Y ~ ~ en ~ ~<.e,~ ~ - ~ ;..y _ 0 O # ~ - .-(\. e, .-: ';t., r ~". ...... ...,J ~ ~~e,~ ~ ~ ~ ~e,"(i;:: - c:6..... ,.,., ~ ~ - .... U ::: :.> c.r. en ~\ _ _.-. \J ~ :.> ~ - E > ~ :.J > ~ ,...., [j) ~ ::: _ >-> c.r. Q) .... jooooi ~ - ~ '- .::::. >-. ::::= - ~.""l = - =- Co. Co. ~ - a o .... -- - - ...~ ._ "': :.J = _:,) c.. ~ [j) .~ ... w . :::::; I- = > > 'E ;.;> ~ 2 t:: Q) 0 ci6 ..:.> - ::J) :oJ) OJ:) r- .... ~ ~ ~ ':,) ~ ~ r "" ~ - - - ,~- ~ ~~~o :: .~ ~ :5 =' jooooi ~ - - ~ ~ ~ lOCh. ~ ute ~ -~~ E 0 Q ~ ~ U S'.;;>S' :::: 0 S'0 0 ..... ~ ~O./Q' <: U E= 0/ct 0,;) q Page 2 of 92 . , -. . County of Simcoe OrganizationaJ Review April 2001 Allmat & Associates Ltd. Further, and of no less importance than the above, is our society's continuing demand for enhanced service (s)without the 'typical' governmental bureaucratic 'redtape' processes once found within service providers. It is these 'new' worldly pressures which an governments now find themselves faced with on a daily basis. As a consequence, once tradirional service processes are now being abandoned at an ever increasing rate. Governments must now examine themselves in a very creative way to ensure their particular service vehicles are the best possible alternatives given these new and sometimes cha11enging g]obal pressures. As a result of these global trends, the very nature of work, service delivery and acceptable customer service levels are now up for grab with respect to government service and the imernal fashion and design once proven to be effective. Hisrorical1y, governments as service providers have been relatively slow in enabling significant and lor radical change to their processes. This historical fact has become one of the significant reasons service providers are now faced with such rapid change. Page 3 of 92 . , .- . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. Compounding this factor is the overal1 lack of government funding programs which once were common place in all municipal financing models. Without funding from higher levels of government, all municipalities, big and smal1, are being forced to find alternative service processes without allowing service decreases. As a resu1r, over the past few years, there has been a real explosion of creative ideas being introduced. Also, and in relation to these global trends, we have witnessed a substantial reduction in both the number of municipalities and their respective elected politicians. In the past six years, the number of municipalities in Ontario has reduced by approximately 20 - 30 per cent. We believe it is safe to predict that such trends will continue into the future and possibly at a more accelerated pace than in the past. The concepts of customer satisfaction, continuous improvement of services produced, convergence of services and the it respective providers, and employing technology as a real and lasting enabler towards change are issues now before al1 municipalities. Further, governments are now embracing the concepts of 'business planning' instead of the once traditional budgeting operation. In consequence, municipal operations are now refocusing their respective service processes towards issues like productivity, cost reductions, overal1 effect and effectiveness, which in the past were not general1y measured. Unlike other consulting firms, our list of recommendations are interdependent and strategical1y based against the present and long term issues before the county. Page 4 of 92 . , .-, . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. Our recommendations are interdependent and as such, if implemented, shal1 have some teWng affect on each other. Strategical1y, they are designed to address the principles of both the customer driven mode] and those previously mentioned global trends. Therefore, it is imperative, if the county wishes to enact real and telling organizational change, both council and staff structures must be affected. It is our experience that unless both structures are addressed in an interdependent fashion and coupled with a coordinated restructuring, based on key global drivers, measurable change does not occur. That which does, is simply a paper exercise wherein little if anything different really occurs towards achieving the customer driven mode1. By the very nature of council's structure, and its related activities, staff, their structure and methods of operation are directly affected. To modify one without the other will result in a far more complex and bureaucratic structute than is currently the case. In conclusion, our report is designed to provide council with an alternative and strategic direction which will result in enhanced service(s) while substantial1y reducing the short and long term costs of county government. Although our findings may appear to be somewhat negative in nature, this report is fashioned against a set of strategic issues which have not been present and/or evaluated previously Page 5 of 92 . h . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. within local government structures. It is our position, and the facts would support such, that governments in the past have general1y served their customers well. However, unless governments are prepared to undertake a somewhat critical self analysis, such as the county has undertaken, the only remedy left wi]] be to continual1y increase taxes while at the same time to reduce various service levels. This continua! circle of simply reducing costs while not examining the appropriateness of your organizational structure is both harmful in design and advances inadequate service processes for your taxpayers. However, to be continually self critical and always moving towards the operating principles of continuous improvement, your operations should by design determine opportunities to improve your overal1 operations. Page 6 of 92 . , . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 2.0 COUNCIL 2.1 PRESENT STRUCTURE 1. The county council is comprised of thirty-two (32) elected officials who represent sixteen (16) various municipal organizations which comprise the County of Simcoe. 2. Excluding the two (2) separated cities of Barrie and Oril1ia, the coUnty's population base is approximately 230,000. 3. The Council members are responsible for the effective management of a county governmental process which costs approximately $260,000,000 of which approximately $61,000,000 (2001) is levied towards the 16 municipalities and in certain cases, such as social services, land ambulance and homes for the aged, Barrie and OriJ]ia. 4. Council as a whole meets once (1) a month to conduct the business of the county. 5. As to a structure, the councij is divided into (7) seven standing committees of councij with each committee comprised of 6 to 7 council members. Page 7 of 92 . . .--~ . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 6. Commi ttee meetings are held once (1) a month and receive various reports and recommendations from of their approptiate staff groups. 7. Each committee has an appointed 'Chair' who in fact reports to the council of the whole his/her specific reports and recommendations. 8. In order to support the committee structure, staff members must produce various reports etc., which are presented at committee meetings. 9. On average, each committee meeting involves approximately four (4) to six (6) hours per meeting wherein both senior staff and council members are present. 10. Based on analysis of staff preparation time, it takes approximately (4) four to five (5) F.T.E.s (fun time equivalents) to support the present committee structure and activities. Approximate costs in staff preparation time, report accumulation etc., excluding meeting time, is placed somewhere between $200,000 and $250,000 per annum. 11. In theory, once committees have reviewed the various and specific issues before them, a decision is reached and subsequent recommendations forwarded to the council as a whole for passage. Page 8 of 92 , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 12. Given the fact that there are presently (7) seven committee meetings, plus one council of the whole meeting each and every month, this (on average) results in senior staff having (12) twelve working days remaining for the purposes of conducting day to day business. 13. In general terms, there is a substantial amount of committee meeting time, which is employed for issues best described as somewhat minor in nature, such as correspondence, etc. 14. A11 relevant correspondence and interaction between staff, council as a whole and committees is currently managed on a manual and unrelated basis, therein resuJting in substantial time required to 'keep' the current structure operating. 15. The current council structure and its related operational processes enhance the negative principles of 'silo' management and bureaucratic staff processes, wherein various staff departments relate more towards council committees than do they interrelate towards other staff departments. 16. The current costs of county council specific to wages, benefits, training and travel a110wance is approximately $160,000.00 per year. 17. Council committees operate in a totaUy separated and unrelated fashion towards each other's business interest. Page 9 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 18. The ratio of county councillors (32) to per capita population is an extremely low 7,155 to 1, in comparison to other large municipal operations. 19. AI1 staff work towards council committee activities is department specific, therein by nature more costly and inhibits the key issues of convergence of data and information. 20. In summary, this structure could best be described as extremely bureaucratic, traditional in design of government process and supportive of processes which over time enhance various negative issues of management which should be modified in order to achieve a customer driven model. 2.2 OBSERVATIONS AND RECOMMENDATIONS In analysis of the county council, specific to the number of representatives, we find other communities moving towards a somewhat sma11er group. Organizations like Northumberland County with a population base of 71,000, now have (7) seven county councillors, therein a ratio of 10,000 to 1. Over the past five years, this county has reduced its number of county representatives from 30 to 15 to the current 7 members. The new City of Kawartha Lakes has moved from a total of 87 elected officials down to 17 Page 10 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. for a population of 87,000. The new City of Sudbury with a population of 164,000 now has 13 elected officials for a ratio of 12,615. And finally, the new City ofT oronto has a population of2.385 miJ]ion and has JUSt recently reduced its elected officials down to 45 for a ratio of 53,009 (see Exhibit 2 and 3) In conservative terms, excludin2 the actual costs of staff meetin2 time, we estimate the total cost of managing and administering County Council inclusive of wages and benefits to be in the neighbourhood of $500,000.00 annual1y. This is a resuJr of two (2) factors: 1. The way in which council is structured both in design and size is far too large to foster effective data transmission and/or knowledge transference throughout the whole council. 2. The means by which the council interacts with both staff and other members of council is achieved by sharing information manual1y (paper) and in an extremely vertical fashion. This factor alone, has a real and lasting effect on staff structure and related work processes. Further, as a result of both structure and design, it is extremely difficuJr for all of council to borh reach for and/or receive good ime2rated and up-to-date information. As a result, the council structure is, in our opinion, far more costly than necessary, and Page II of 92 County of Simcoe Organizational Review April 2001 Al1mat & Associates Ltd. Exhibit 2 RATIO OF ELECTED OFFICIALS TO POPULATION BASE COMPARISON DATA COMMUNITY POPULA 1l0N NO. OF OFFICIALS RAllO: I Tillsonburg 16,000 5 3,200 County of Northumberland 71,000 7 10,000 City of Sudbury 164,000 13 12,615 Town of Norfolk 61,465 9 6,829 Town of Haldimand 22,386 7 3,198 New City of Hamilton 425,000 16 26,563 City of Kingston 116,000 15 7,733 Chatham/Kent 110,000 18 6,111 New City of Sudbury 164,000 13 12,615 New City of Toronto 2,385,421 45 53,009 City of Mississauga 585,000 10 58,500 County of Simcoe 228,956 32 7,155 Page 12 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. Exhibit 3 RATIO OF ELECTED OFFICIALS TO POPULATION BASE COMPARISON DATA COMMUNITY POPULA 110N NO. OF OFFICIALS RA 110:1 Penetanguishene 7,982 9 886 Ramara 8.441 7 1,205 Adjala- T osorontio 9,177 7 1,311 Tay 9,209 7 1,315 Clearview 13,138 9 1.459 Severn 10,807 7 1,543 Wasaga Beach 11,308 7 1,615 Collingwood 15,993 9 1,777 Midland 16,110 9 1,790 Tiny 9,114 5 1.822 County of Simcoe 228,956 122 1,877 Springwater 15,281 7 2,183 Bradford West Gwillimbury 20,513 9 2,279 Oro-Medome 17,504 7 2,500 Essa 13.022 5 2,604 New Tecumseth 24,643 9 2,738 Innisfil 26,714 9 2,968 Total 228,956 122 1,877 Page 13 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. does not foster converged information now required to reach ful1 consensus by council as a whole, specific to some extremely complex managerial issues. Also, the current council structure fosters and even heightens the development of an unnecessarily large and total1y unrelated staff structure, as is present today at the county. Given the fact that, on average (6) six to (7) seven council members sit on each committee, those which do not, must rely on each committee to up date and/or educate them towards specific issues. At one time, this process was probably an appropriate fashion for the transmission of data, but, given the obvious and seriously complex issues now before all of council it is our opinion such is not the case today. In 1996, the county levy was approximately 21 million dollars. Today, as a result of provincial downloading and other factors of complexity and costs, the county levy is now approximately 61 million dol1ars and wil1, in our opinion, continue to rise. The matters now before council, as a whole, are large, complex and extremely costly. A perfect example of such is the present and long term issue of waste management. Now before council is a proposed 30 million do]]ar M.R.F facility designed to substantially divert waste to landfil1 sites. With respect, such a decision wi]] require a]] council members to become totaUy knowledgeable about this issue before such a decision can be reached. In our opinion, Page 14 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. the current strucrure makes such requirement exrremely difficult to achieve. Therein, the process of council decision making wiU no doubt become bogged down in being able to supply solid and integrated knowledge to those members not on the Environmental Services Committee. It is this continual search by council for information and knowledge which, in our opinion, must now drive strategic organizational change. In this new age of complexity of issues and associated cOSt implications for aU members of the county, all counciUors must become far more knowledgeable on issues and at an extremely accelerated pace. Therein lies the reasons for our associated recommendations for council restructuring. These recommendations are nor just cost related, but are far more customer related towards providing for better service related decisions and direct accountability based on facts. It Is Therefore Recommended: 1. That the county design and implement a ful1y integrated Clerks/Council Coordinator Department, wherein, aU activity designed towards the effective and efficient operation of data co]Jection and distribution become consolidated with this department's operations. Page 15 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 2. That, at its earliest convenience, county council be restructured from its present 32 members to a total of 16 members, one from each participating municipality. Voting at council meetings would continue under its present system of weighting by population representation. It is our opinion such restructuring is not limited by the current Munidpal Act. As such we would further recommend such action take place upon the completion of Recommendations No. 18 and No. 19. 3. That at its earliest convenience, council restructure itself by the elimination of its present seven (7) committee structure and implement a (3) thtee committee process as fo]]ows: i) Corporate Services That this committee be comprised of (7) seven members of council and the Warden and that this committee deal with the fo]]owing matters: . Engineering . Roads . Environmental Services . Planning!Forestry . Purchasing! Asset Management . Fleet Management . Risk Management . Museum Page 16 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. This committee shal1 be appointed for the entire term of council, with the exception of the Chair and Vice Chair being appointed by council as a whole for a term of one (1) year. ii) Human Services: This committee shal1 be comprised of eight (8) members of council and the Warden and that this committee shan deal with the fonowing matters: . Ontario Works . Social Housing . Children's Services . Health Unit . Land Ambulance . Homes for the Aged This committee shan be appointed for the entire term of council, with the exception of the Chair and Vice Chair being appointed by council as a whole for a term of one (1) year. iii) Performance Manal!ement And Stratel!ic Planninl! This committee shall consist of eight (8) members of council and the Warden, and this committee shall deal with the short and long term issues surrounding overall county-wide performance management (ie. business planning processes) and key critical strategic issues such as labour relations, manpower planning, demographic analysis, etc. The members of this committee shan be composed Page 17 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. of members drawn from each of the other two committees (4 apiece) plus the Warden, who shal1 be automatically appointed Chair. AI1 members of this committee shall be appointed for a period of (1) one year, excluding the Warden who shal1 remain for the entire period of council. This Committee's function shal1 become of critical importance with respect to the overal1 council's business inasmuch as any and all strategic management issues shall be addressed with this committee. The recommendations of action by the other two (2) committees must be approved by this committee before being presented to council as a whole. By its very design, this committee and its interrelationship to the other council groups' activities shal1 force both the convergence of information, staff and council members' activities in an effective fashion. More specifically, with respect to the transformation of county operations as proposed in this report, such recommendations shall become the responsibility of this committee to ensure compliance (See Exhibit 4). iv) At its earliest convenience, counry council pass the necessary by-law to enable the position of Warden to be appointed for a period equal to the term of county council. Page 18 of 92 County of Simcoe Organizational Review AUmat & Associates Ltd. A ri\ 2001 - '" " '" EO , \ '" . ~ o'C.- .8 -~"''''~ \ ",'tii"'EEO ~ ~ ",g ~~;"''''EO~ '" "CtI) C OIO=, If) CD"Qeu..."'i~CI)C> i '" !~EofA~~~ .. '" ..,n: .= % <. ~ ~ ~ \~ i ~ as.nJ~t:O"i).)J:1 ~ c:: wa:lt:: U') i 0 "', . Q: ~ ~ ii: \ () -e: . J::.. " \ <) \ " ~ .. ::0 j \ D; / \ - \ .- <J \ g 0 u IU" \ 0 :c ,g EO \ '" ,..--. t: - ~ . ~ '" ~ . . :I ~ en:" r\ ~ 0 _ ~ ",5 0 ~ U ~"" \~""EO ",t; 1'5 .;;; "tI \ H IE S . ~" . \ e \ \ Y ~ I"'''' ",Ei;..J't$EO ,::0 .QeD'" E Ig~ \~;!!c.'O~ \ 3. \' E"'~ \co:\ !..."03_ ' > i \~~~ <J ., to <) .'0 ~ - ~ <) "" . " \ ~ <. 5 \~ .! Ie · , · · ~~ ! > \ .. ",,,,' tOEo8!!O \ 0 ~e <on ,g~\..n'o !"\ > ~ , to;: \'E eD ,;:; ~ ii5 E U 3. ~ \ E If) '''' , '" '" . 0 "tI \5 ,!~ 8" e ~ ~ ~ \ \ . g 81 ; <on \[ I ~) / 0 c.. 0 L--' ~ " / ... c:w ., __I /~\ ; " . ( , . I " Q) f/I "0 ~ <II % <II g8 g ~ ~ \ 8 ",~.;;;'~~;!!~ \/ c "~'E \ ~~g~o.S r ~ '" d) coo:I:U)~E- i If) ~~..~..<.2 16 g "'~'C::;~~"~ \ _ ~co~ c~ , ~,.O..... -.:t ~ \ '\\~ .... I!l '" I!l .- ~~Q) J:;. - E"" '" .r:. .,EEO Page 19 of 92 ~ E E '" o E ",<>", ~"', , . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. It is our recommendation council give serious consideration to the above insomuch as we believe dedicated and consistent leadership must be applied to the extremely complex issues before this and future councils. Having someone who for the entire period of council is solely dedicated to the overal1 affairs of the county is in our opinion one of a number of critical managerial issues for the county. v) That the County undertake a complete and thorough review of its overal1 compensation practices and policies for an elected officials. Further, that particular attention be given to the positions of Warden and the two (2) Chairs of the Corporate Services and Human Services Committees. It is our opinion, given the enormous responsibilities and impact elected officials are now facing, the issue of appropriate compensation should be addressed. It would be our further recommendation that a significant number of larger municipal structures be examined including appropriate private sector corporations. 18. That the county invest in the necessary hardware and software to facilitate an online records management process to be employed by both staff and council members (see strategic M.I.S. Section) Page 20 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 19. That the county invest in the necessary hardware and software to enable al1 council transactions to be managed online and robe completely (elecrronica11y) seamless with respect to the transmission of data for both scaff and council members (see MJ.S. Section) 20. That upon the completion of 18 and 19, future council meetings, inclusive of committee meetings be tota11y managed by means of electronic transmission. Page 21 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 2.3 ADV ANT AGES AND COST SAVINGS AdvantaQes: Although all organizational designs possess both positive and negative features, we believe our proposed council redesign wil1 foster far more positive organizational attributes than negative ones. The following positive aspects are: 1. The overall cost of managing and administering council's business shal1 be reduced by a minimum of 50% or approximately $250,000.00 per year. 2. There shall be significant savings in both staff preparation time and meeting time along with corresponding council time savings. 3. As a result of the creation of rwo(2) 'super' committees and (1) one strategic group and their associated makeup, the ability to search for and receive consolidated and interrelated data shall be greatly enhanced. 4. Under this new creation, al1 council members shall have a substantial1y increased ability to become ful1y aware of al1 critical council issues in a rapidly enhanced fashion. 5. This convergence of council committees will greatly accelerate the destruction of the 'old' silo method of management therein by design forcing senior management to both share resources as well as converge now segregated information. Page 22 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 6. As a consequence, council members shal1 begin to view critical issues in a far broader perspective, given the ease by which data can now be shared, transmitted and converged by staff and themselves if need arises. 7. As a consequence of this proposal, staff and its related operations must be converged in a similar fashion in order to fuHy meet this new council's demands for enhanced data and reports. These demands, we believe, wiH become real and teUing factors generating future measurement of staffs' overaH effectiveness. 8. By eliminating any and al1 manual systems and moving into the electronic age of data mobility, council shal1 substantially reduce its current time frame to both make effective decisions, but also inform their respective customer base of such actions. In conclusion, our proposed changes represent a significant alteration of what is now considered effective government. If approved, your council win become one of the few which has not only recognized the reason(s) for change, bur has truly moved in a proactive and positive direction to implement it. Page 23 of 92 County of Simcoe Organizational Review ApriJ200l Allmat & Associates Ltd. 3.0 STAFF STRUCTURE OVERVIEW: In the fo]]owing sections, we have attempted to complete a listing of general findings which currently are present wirhin al1 departments of the county to some degree. Further, we have provided specific areas of departmental analysis where it was found that additional actions and/or remedies are suggested to enhance the overal1 effectiveness of the proposed 'new' organizational structure. In order for the proposed structure to become truly effective and performance oriented, each department must inrerrelate and become dependent on each to ensure that real and meaningful conversion of both employee functions and information can freely flow both horizonral1y as we]] as vertical1y within the new structure. This factor alone, represents a shmificant managerial shift from the present structural design. 3.1 TINDINGS: CURRENT STRUCTURE 1. The current organizational structure consists of approximately 700 ful1 time employees, 400 part time employees and is highly segregated into (7) seven different bargaining units. 2. The fact that over 66% of the work force is unionized, overal1 flexibility of the Page 24 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. workforce is extremely difficult to achieve and manage any real or lasting change initiatives. 3. There are currently (21) twenty-one direct reporrs to the c.A.O. position, with each department lead by a specific manager. 4. The total annualized cost of wages and benefit coverage for a11 employees is approximately 27 miUion do11ars. It is important to note that benefit coverage costs have continued to rise substantially. 5. In general terms, the current structure is reflective of the current council structure insomuch as both are excellent examples of 'silo' management at its finest. 6. As a result, there is very little meaningful interaction among the various departments, both from a managerial point and from the perspective of sharing and/or converging of information, assets or human resources. 7. In the present structure, other than some issues surrounding the convergence of financial data, information is transmitted mainly within each department, stored in each department and only really converged as required. Further, it was found that significant data is available in each department, but in many cases, not employed in a strategic fashion by senior management. This was found to be especially evident in the area of toads maintenance. Page 25 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 8. Given the overal1 'broadness' or segregation of departmental functions, this has led to an unnecessary expansion of the workforce and an extremely high level of job specialization. In simple terms, we found a high level of clerical functions being performed in an departments as wel1 as unrelated manageriaVtechnical functions. 9. 10. Overall, the use of technology is more departmental, however, not extremely strategic in nature and has resuJred in far more independent systems being employed than necessary (see M.I.S. section). 11. As a resuJr of council's committee structure, departmental mind set is far more 'isolationist' in nature and design, therein enhancing further segregarion of departmental activities. This has a real and lasting negative affect towards the issues of conversion and the necessary sharing of resources. 12. In many departments, we observed numerous work processes which were 'stand alone' and highly manual in nature and design, again contributing to the overal1 and unnecessary bureaucratic nature of the existing structure. Page 26 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 13. Both managerial and staff functions are far too specific in nature, resulting in and contributing [0 both the numbers of employees and the structure's inability to quickly converge necessary data. 14. Many work processes are designed with too many manual and technological processes mixed together, therein resulting in generally slow and cumbersome data collection. 15. Within many disciplines, we found 'tOO many' employees and/or departments involved in one specific function, therein resulting in the corporation's inability to effectively manage these areas [0 the fullest of potentia1. This is especially evident in the area of purchasing of goods and services. 16. Given the overall size of the current structure and its related costs of operation, we found a real and telling lack of strategic financial management processes as well as in- house financial expertise. This is not to say the corporation is not well managed, for in fact the corporation is extremely financially healthy. Our reference is in regard to the fact we found the curtent department to be acting and performing more 'akin' to an 'accounting function' and currently does not possess the needed in house expertise to expand its role into a far more proactive department of financial management. We shal1 provide greater detail on this matter in the following section. Page 27 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 17. As a result of the existing 'silo' structure, most deparrments are maintaining information or performing various tasks and processes which, in our opinion, need to be converged, therein resulting in fewer employees while increasing the structure's ability to reduce the now existing level of bureaucratic processes. 18. In many departments, we observed work processes wherein data is collected by means of a manual system and then transferred by another employee into some form of computerized data. These types of work processes are extremely costly to maintain and simply enhance the need for more employees within the structure. 19. In the area of human resources, we found a real and telling lack of in house expertise given the size and complexity of the county operations. 20. There currently exists very little managerial attention to the issues of management training processes, manpower planning framework and strategic benefit management. 21. We found a real and tel1ing need for managerial training specifical1y in the area of labour relations and overall people management techniques and financial affairs. 22. Given council's size and composition of seven (7) committees, it is evident the current c.A.O.'s role is substantially inhibited towards the issues of developing any meaningful and integrated 'senior management' team and related strategic operational programs. It would be our conservative estimate that over 50% of this function's role is far more segregated in design than necessary. This fact alone, enhances the existing Page 28 of 92 , . , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 'silo' mentality and design of senior management's roles and responsibilities. 23. In examination of the current salaried compensation levels for senior managerial positions (with regard to the competitive marketplace), it was found in many cases the current actual salaries and associated salary ranges are far below even the average data recorded. In our opinion, this issue must be addressed if the new ami/or even the existing structure is to become far more effective and cost managed. 24. AJrhough there is a substantial amount of time dedicated towards the budgeting process, it is evident there is very little managerial effort placed towards the establishment of meaningful performance measurements program. As a by-product of these facts, most departmental managers spend an inordinate amount of time examining and comparing last year's individual costs as a basis for the upcoming budget instead of examining possible strategic issues and rhen determining appropriate business plans to achieve those measurable goals. 25. As a direct result of the existing structures (council and staff) coupled with the current budget process, very JitrJe of the corporation's affairs are viewed from a strategic or broader perspective, therein, contributing to missed opportunities to converge assets, both human and physical. Page 29 of 92 , , . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 26. As a result of this 'micro' approach to financial affairs, key interrelated and strategic issues and related performance measurement programs are not commonly addressed by either council and/or senior staff. This fact results in a 'business as usual atmosphere' and last year's results become the key strategic drivers of the corporation. 27- In some of the key functions of the corporation, it was found that there is an overall shortage of adequate in house management expertise, therein resulting in a managerial atmosphere/climate where key strategic functions are not being fully addressed. As mentioned earlier, this is extremely evident in the purchasing function. 28. Given the overall complexity of the county's operations, there exists a critical shortage of a M.I.S. (IT -information technology) in house management talent pool. From a comparative base of other organizations similar in size and scope, the current situation requires immediate and significant council and senior staff attention. 29. As a result of the above and other critical issues such as design of council and staff, the overall system's development and application of both hardware and software is currently inadequate in both design and application and does nor foster a corporate culture wherein technology is being employed towards enhancing both productivity and service delivery betterment. 30. Throughout the organization there is a significant amount of work created on a manual basis, which has little or no real value towards providing enhanced services Page 30 of 92 , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. and/or eliminating non-productive activities. This we find is a direct by-product of the organization's overall lack of employing technology towards enhancing overal1 measurable and strareQic programs. 31. 32. Managerial Performance Appraisals are occurring, but not across the board and in, many cases, it appears this process is more 'routine' than truly examining measurable performance. Notwithstanding the above, the c.A.O. has developed a 'first' good srep in this direction, but the process requires further and far more business like principles being applied towards measuring management's achievements. Further, this process, as currently employed, provides very little linkage with the achievement of overall departmental and/or corporation goals and objectives. 33. Given the obvious economic importance of tourism as a strategic driver for the county, there is currently little effort being dedicated towards the enhancement of Page 31 of 92 , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd, these issues from a regional perspective. 34. Also, the issue of county government assisting in the area of enhancing needed governmental and private sector partnerships specific to economic development is an area of strategic importance which is not currently being examined within the exisTing political or managerial structure. 35. Even in areas of absolute commonality, the Homes for the Aged, there is very little convergence of information and/or managerial functions, resulting in unnecessary duplication of effort in many areas through these structures. 36. The current records management processes specific to by-laws, etc., is currently a disjointed program half manual and half technology, taking substantial time for both staff and council members to retrieve. 37. In summary, we find the current organizational structure to be highly segregated, extremely bureaucratic in design, not extremely performance based and/or oriented towards a process of continuously improving its overal1 operational effectiveness. As more and more issues are placed upon this government structure, these findings of fact must be addressed in order for the county to be in a position to accept greater and far more complex managerial programs. In the total scheme of governmental service delivery agencies, over the past (6) six Page 32 of 92 County of Simcoe OrganizationaJ Review April 2001 Allmat & Associates Ltd. years, county assigned services have continued to be a significantly larger part of the overall tax bill for municipalities (from approximately 15% in 1996 to 30 -35 % in 2001). It is therefore incumbent upon the county to find new and innovative processes and continual1y redesign its operations in order to fully meet these new demands in the most cost effective fashion possible. In consequence we make the following recommendations to assist in such transition: 3.2 RECOMMENDATIONS: 1. As proposed in Exhibit 5, the existing strucrure be converged into (6) six departments, four of which wil1 have a 'general manager' being appointed to 'converge' any and all management functions into a fully integrated operation. As these 'general managers' shall be responsible to the C.A.o. to achieve the necessary changes in structural and cultural issues, and as these positions will require a substantial amount of managerial expertise in both the private and public sectors, it is further recommended: 2. That the county internaIJy and externaIJy recruit for these positions (effective immediately) and that the successful candidates be offered three (3) year contracrs at a salary range of $95,000 to $115,000 per annum. Page 33 of 92 .,; ::i 1 '" OJ '0 i Cii ~ I: , .u OJ '" '" . 0 """,I: ",?:, ~~ '" '" OJ 0 '" cf2= 1:", <( .. :0 '" 0- -'" ....=CII ~ ::!;OC; &..!! (I) I: I: _"'0: ~ I: '" a; a:I~ .... ..~'O ~~m ~ E I: I: g> 0. '0 It E ~ :0 "'~'" I: I: 0 ::!;:o.c: I: ~ I: "":0 :;;: .,,,,.1> ,8= a:I [. '" ., C)E'" ::!; '" I: '" :0-1 '" '" '" :0 -I'" I: ::!;::!; J: J: 1:- ~e ",.5 i::!' I ::!;~ ",'" 113 6 ! - c- :0 .. '" I o I: ~ U .- j ~~ :E I ~ 6 !: uU <( I 1 '" I I I ~ ., OJ u 1 ",,- .. 1= I: LJ c ., o I: I ..w ., ::!;"" ~ - 0 I a.>C6- ~ 8 > ""'I: U ftj , ;- _I: ~ 8. 2 ., '" I: .. '1: Q:; 'E CI) , .. c ~ ., ""'0 '" i ' ~ ~ .. ., ., ..",'Iii .. .. I: "".,., I.... ! ~ ]21i} C I: ::!;I:I: I: 0 ., .. E U I Q.) ~ ~ ~., ,=0 .,.- ~8 "0:- c:: c:'- I c)"" ::!; .5 .. 0 1= ' 0-_ 1i5 ,~- E~ I: '" :! .:: Q) I ~E~ I~~ I ~ w ::!; >W I "0 ~c I c ::!; 1i: lJ.. i ~;;] 0 I w I L , ' 10C"') <C ' ' I I i ,- U 1 I I I , ~ , I I I ~.~ I I co co co i c::: I 13 i co<( ~ "" c .>- --! , ., .. -'I: ...: i ::!;- i IV .S: ~ U C ., ., ~ ~ (ij .~ ",,- Q) c:: .- ., c. 0 , I , co c ol'DLL..!!a ....u:oQ,) '" , I ~ U C :0 e m ~ I -=- I ., c I , ~8 "e::'''' ., ~ U c ~ I ~ c co I i c:: c::~ 0) ~c.. c:: ;;] '" 2' Q) .5 i ('00 Q) co co "" co c::.s:"'O ~ 0 c , C)lJ.. , <( ::!;'t:EC ~ c ;;] en . 5 I (tICI)t::- 0 ; . CJ) U .,.,<( ::!; CO CO C ~ ::!' 1-: ...; .<: i , Y 0.."" .:= CI)'- ~ '" e e ,::!; ci <= I .. U_CO '" .e ~ C :;~~ ~ U i .. - =i. I + 0..'" 2 e " <( H ;;: " r:: :;'" ~ I 2= e c 2 ! ~ , ..,... OJ '" c<= :6 I : ~ ~.~ I ~- ",," 8E " l'D .S= ;; 16 1= I ., I I ~.s ~ ::!; ., Q) 0 "US ~ U I , :,1 '" ' "'~ :0 ., ....:=c: I ~ W I ., I ji 5 ftj C .. 0 W ., C .. , ~:5 2' 0 i ~ CO I c: 0 J: CI) o=> :; I c ~ " ~ E , l'D"r::-. co.c:.I> ., ~ o ~ ~- ! :E ('(I CO c: c-E ",0'0 ::!' 2' ...1: ;) 0 V') ., :0 _"_ IS,) roca< I ! CO - Q) c :0 C)J: I c U ~ C"'''' .. 0 "'m , 0 0 '0 ::!; ., ~ ::!' _ 0 = N :: i en= J:'O coOJ<( 0'<: 0- a I ! .c c l2J ~ '" ~ _";:: .c: U '" '" o c. ~ , -I - 8- ~<( e :; , ~ ~ Page 34 of92 I < ) ~ :z . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 3. That the county review all managerial positions inclusive of the c.A.O. position to ensure competitive salary ranges are in place to attract highly experienced and talented personnel. 4. 5. Purchasinl1/ Asset Manal1ement Currently, the managerial functions of asset management and related purchasing activities are segregated throughout the structure. As a result, there are very few strategic management processes in place and over 78% of all purchases are completed on an independent or uncoordinated basis (see Exhibit 6). Over the past three (3) years purchases of goods and services has gone from 8.9 million to 11.892 million dol1ars a year, a significant number! There is presently a telling lack of professional managerial attention given towards this area. As a result, substantial cost savings are not being ful1y realized within the county's goods and services purchased It is our opinion, savings in the area of approximately $600,000 to $800,000 annually are achievable if a more strategic and professional approach is achieved. Page 35 of 92 . County of Simcoe Organizational Review . March 2001 Allmat & Associates Ltd. Exhibit 6 County of Simcoe Goods and Services Summarv Account Description 1997 1998 1999 2000 Comments ! Purchased from Numerous Vendors 2115 Computer Eauipment & SUPDDrt 203 270 317 211 By MIS Division 2130 Consultant Fees 709 697 815 9504 Bv Each Deaartment Head 2255 Purchased Services 889 1003 1040 1226 By Each Deaartment Head 2258 SecuritY 12 12 12 12 Bv Each Department Head 2272 Courier Services 36 BY Each Deaartment Head 2510 ppstaae/Courier 64 64 83 83 Bv Each Deaartment Head 2520 T elephone/F ax/Radio 274 287 413 234 Lono Distance thru GBAPPC 2522 Data Lines 205 Bv MIS Division 2540 Printina 97 101 118 136 Bv Each Deaartment Head 2630 Vehicle Lease 3 5 5 By Each Deaartment Head 3110 Materials 300 310 323 293 Road salt thru GBAPPC 3111 Material Granular 769 1277 1219 1314 By Each Deaartment Head 3129 Office Eauipment 504 BY Each Department Head 3130 SUDDlies 578 584 479 612 Computer supples thru GBAPPC 3136 Educatipn SUDPlies 4 6 7 7 Bv Each DeDartment Head 3138 Chemical Supplies 26 35 34 36 BY Each Department Head 3320 ReDairs 99 103 172 122 Bv Each Department Head 3330 Buildina Maintenance 65 90 160 216 By Each Department Head 3340 Grounds Maintenance 28 28 45 66 Bv Each Department Head 3343 Heatino & Coolina Maintenance 3 3 3 5 Bv Each Department Head 3345 Elevator/Lift Maintenance 3 3 3 1 BY Each Department Head 3350 Garbaoe Disposal 38 28 29 30 Bv Each Department Head 3510 Utilities 1066 1155 1276 1208 By Each Deoartment Head 3520 Natural Gas 35 35 36 47 BY Each Department Head 3530 Heatina Oil 18 8 11 13 Bv Each Department Head 3610 Equipment Reoairs & Maintenance 807 716 980 937 By Each Department Head 3615 Office Eauipment Maintenance 15 15 20 14 Bv Each Department Head 3710 SUDDlies . Auto 34 41 38 59 By Each Deoartment Head 6453 Other 45 819 198 << Bv Each Department Head 7120 County Eouipment Rental 1465 1376 1<<0 936 By Each Department Head 7132 Laundrv Fees 125 129 136 139 Bv Each Department Head Sub-Totals 7771 9198 9412 9255 About 78% bouoht indeoendentlv Available through "Complete Purchasina" Manors purchase thru LTC Ministrv 2256 Homemakino 88 104 86 79 such Health Care specific items as 2257 HousekeepinQ 34 35 35 31 Dietarv & sanitarv products and 3139 Incontinent products 175 179 specialized fumishinos 3150 Food 1057 Sub- Totals 122 139 296 1346 About 11 % bouoht thru other COOP Available throuah "GBAPPC" Contracts are with: 2270 Haulaoe 461 5504 560 575 Capital Environmental Services 3131 Office Supplies 38 75 75 68 Basics Office Products 3140 ClothinQ 5 5 6 8 CINTAS 3310 Cleanina & Maintenance Supplies 110 107 125 113 SWISH Maintenance Products 3730 Gasoline 262 276 293 352 Mayes-Martin 3740 Diesel Fuel 170 132 162 175 Maves-Martin Sub-Totals 1046 1149 1221 1291 About 11% available thru GBAPPC Totals 8939 10486 10929 11892 Page 36 of 92 , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. As such, it is recommended: 5.1 That the county establish a corporate-wide purchasing and asset management department designed to manage an related issues for the corporation (see attached organization chatt - Exhibit 7) 5.2 In consequence, the county recruit (3) three professional managers (as outlined) to facilitate and manage this new department. 5.3 That the county purchase the necessary hardware and software (LT.) to enable corporation-wide program design and effectiveness on line. The current maintenance system may be able to supply such data. 6. Human Resources: The current resources and availability of in-house managerial assistance is inadequate to provide any type of strategic an/or meaningful assistance to the organization. As a result, the organization is not realizing its ful1est potential with one of its most valuable assets - its employees. Page 37 of 92 - ",- .. <:: <:: '" ~ 0 '" (,):.'1 -;: E ""c 0 co~G) E~"""(; ~~i ~~~,,~€~~~ '" i" e!5 ~ i 13 ~ (J) ':i ~ o':i':i~!03)%-g~ :r; -,oQ,..CI)o ,~O~ . ~ <::.s 0... ",' '" \1.0 - '0 - '" "''0...... -,'" -. ~ \1.0 -;:; "" '" "'::: .... -::>,. :::- '" ~ 'Ill '" <(-; !O ... . 0... ' '" <> ' ~ K o << '" ~ ~ 06 .. E ~ "'~ \.... % i c ..;::; c:. '" '" '" e. ~-e (I,.') 0.-- '" 0 '" ~\ ~.~ '" . '" E ':i '" \ a.> 1) lJ) ~ ~ '" '" '- .. - ",<> r. '" \1.0 0. .- '~ '" _ ",::> c: ~ ':i '" ~~~'" n/ ~ ~ <:: ",3)=-(J) \,.Joooo _ - 0 tf)E. C- O '{j, c: ~~%",06""~ c:( Q) ~._._';.""O:;) 0.. _ \ (J) 11:",..0<::",0 n/ g> \ '" t:~o;'6...s"'<.) \..I-.Cij \.. .--o::E"u..;: '" 11: Eo... -c:"o o ~ w ~~~%"'~~ <.) 'S .. '1J. ~~:;:; ~ ""P- o... ~ ",(J)1-'1J.0::%~ ~ G)"coE:o'- \ -' "'0 0 , ...J 0 ' :::: '0:: '" '; , :E: \ . ~ \ _ t:P _ \ C; t: ;; '" ..... I. ~ 'Cij '" '" '" c> \ to '" .;; - ""~, "'t:~<::'" ~ ~ w~ '\ ~~~~~ 0:: "',,"'''',.............. t:"'E""c;;t: - :::;-Q '" '" '" \ ' , '" =- '" '" .- '" '" ....~ ","'''' \ ",' ",,,,,,,""-'''' C III~ c "'111' c ,,"0"'''''' o ",_1110 Z-' ' - ",..__<.)0. ._ " .. "'._ '" '" _ .... - .... 0... .- -c;; ::> '0 ",- <> :;l <> '" ::> '" '" '" 0... ::> .~ ;; , ~\, " . . . J\ ~ \ ~.~ ~.e- 4. ~ '" c> "" ~\ '" .~ -:> ::> ::> 0... ... '" 0... 111 '" """,1:> -.......- -:>1:> l:J "'.--(!)'U O--'r;. E 0'" \ '(J)O::S.'", ._" '0 .c:"" ' .-- '" 9-u.I 4: S 4. . . ~ ~ 0- '" .. <> 0 .... ' E . (j) '0 ~ ::> o <.) Page 311, of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. As such it is recommended: 6.1 That the county search for and retain the services of a wel1 experienced and professional "General Manager~ of human resources and labour relations. 6.2 That the county create the position of manager labour relations/health and safety. 6.3 That the county create the position of manager of training and development and benefits. As a consequence, it will be necessary for the corporation to transfer benefit management to the human resources department from accounting and eliminate the current stand alone position of health and safety officer. These actions will result in the organization being able to effectively provide strategic management processes in the area of human resources management. Further: 6.4 That the human resources department implement a ful1y computerized 'H.R.I.S.' program designed to converge all employee data and related statistics for immediate and on-line basis, which a]] departments may have access. Page 39 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 7. Librarv Services 'Co-operative' Within the County of Simcoe, there currently exists 13 separate library boards consisting of26 various branches, as wel1 as the county co-operative operations, which for all intent is a central depository program designed to distribute books and other volumes of information throughout the region. From our perspective, the question of this department's overall effectiveness was not at issue. The question before our examination was, given the current role and responsibility the county has determined for this deparrment is such an appropriate and cost effective usage of the taxpayers' money. In our opinion, given the fact there currently exists 13 other boards, who are designed to provide front-line services and with very little co-operative effort could maintain, if not enhance library services, it then becomes apparent this service (at the county level) is inappropriate. In simple terms, by the county being involved in such services, overall governmental responsibilities (for these services) are currently segregated between two separate governmental authorities, which can lead to unrealistic cost estimates for such services throughout the county. Page 40 of 92 . . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. It is therefore recommended: 7.1 That the county close its current library services and therein dispose of any and all assets in the most COSt effective fashion, subject to current issues specific ro the co]]ective agreement. Such action wil1 resuJr in an approximate $500,000 annual savings by the elimination of this operation. This action wi]] also consolidate the sole responsibility for library services with the appropriate level of government. In the aJrernative, if council should not wish to eliminate the current county library service, it wou1d then be our recommendation that the current (13) thirteen boards be consolidated into (1) one county-wide operation, which over time would deliver enhanced services while continua]]y reducing overa]] costs. 8. F ores try In our opinion, this process is extremely we]] managed and an excel1ent source of revenue for the county. However, there are a number of properties which contribute little to the overal1 forestry program. As a result, we would recommend: 8.1 That the County undertake a complete and thorough review of its land Page 41 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. holdings to determine those tracts of]and which may be able to contribute cas h flow by outright sale and/or lease. 8.2 That any funds raised by the sale of existing lands be re-employed into the overall forestry program for the sole purpose of expanding the existing profitable forestry business. 9. Homes for the AQed: The County currently owns and operates four (4) separate homes which resuJr in approximately (5) five to (6) six mi11ion dol1ars being levied annua11y to the lower tiers. By legislation, the county is required to operate one (1) home within their regional boundaries. Other than a few managerial issues specific to commonality of their operations, these facilities are run as individual, separate operations with very little managerial interaction. As most operational issues are mandatory, i.e. service levels, etc., there is very little opportunity to radically change much with these facilities, except in the area of administration. Page 42 of 92 . . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. As a result, we believe there are some opportunities for convergence of data, systems and functions in this area - administration. Therefore, it is recommended: 9.1 That the position of senior administrator be created, to whom all four (4) homes would report on a daily basis. The key responsibility of this position would be to coordinate and converge these separate management groups into one unified operation. 9.2 In concerr with 9.1, that the position of site adminisrrator/nursing director be created. This position would become responsible for the day-to-day management of their respective home and aU employees would report to this position. 9.3 That any and al1 purchasing and/or asset management issues (including building maintenance and capital repairs) be transferred to the new corporate purchasing/asset management group located in Midhurst. 9.4 That any and all financial matters specifical1y accounts payable and accounts receivable be consolidated within the new finance department 9.5 Page 43 of 92 . . . . . . . . . . . . .:,- .. . . . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. ~ 9.6 In summary, recommendations 9.1, .2,.3 and.4, if implemented, would result in direct savings of approximately $200,000 to $300,000 annual1y and, in our opinion, greatly enhance the overall management of these facilities. 10. Environmental Services Since 1990, by the passing of legislation to amend the Munidpal Act and the enactment of a bylaw by county council, the county became directly responsible for management of al1 acrivities and service processes associated with waste management. For al1 intents and purposes, since that time the program(s) have been revenue neutral with respect to the levy. Costs have been recovered through tipping fees, which ultimately flow through to the taxpayer. As such, certain and specific arrangements were entered into by the county and its associated municipal partners, which at the time, would appear to have had some justification. Page 45 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. However, given the obvious and continuous pressure to 'become far more environmental1y friendly' and related M.O.E. actions, the county since assuming these responsibilities has been total1y responsible to meet ever increasing regulatory demands, resulting in ever increasing funding requirements. It is our opinion, and the facts appear to support such, the srratel!ic issue of waste manal!ement wi]] over the next ten (10) years place substantial financial and social pressures al!ainst the overa]] counrv financial picture. This trend has already commenced for the first time wherein the county now requires additional funds by way of the levy for the 2001 budget. This need for additional funds wi]] substantia]]y increase, as the obvious need for increased diversion of waste material is sought after by al1 communities. Diversion wi]] resuJr in a minimum of (6) six million dol1ars in lost tipping fee revenue, while overal1 landfil1 remedial costs continue to escalate. Since 1990 to 2000, the county has paid to the local municipalities a total of$5.623 million in landfi]] credit payments. The total liability for settlement was $27,571,945.85 (not including Oro-Medonte or Wasaga Beach) From 1990 to 2000, the county has paid a further $1.28 million in royalty fees and Page 46 of 92 . . . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. $3.90 million under the terms of a 25% recycling cost rebate program. However. durin!:! this same period of time. the county has spent $24.731.500 on associated remedial/development actions on these sites (see Exhibit 8) Also, of far greater importance, the projected remedial cOSts for the next ten year period 2001 to 2011 is determined to be somewhere in the area of 4 7 million dollars (see Exhibit 9). Combine this financial requirement with the lost of substantial revenue by means of the M.R.F. operations and therein lies a critical financial fact. As a result, we recommend: 10.1 Thar effective at rhe earliest possible date, the county pass any and al1 necessary by-laws to terminate the current financial arrangements specific to royalty fees (excluding sites that list royalties as conditions within the certificates of approval), the recycling credit program and the landfill credit program. 10.2 That the process of manual1y recording waste rickets and its associated processes be terminated and an on-line seamless computerized program be designed to facilitate this function. 10.3 Page 47 of 92 J . 3 . ~~~~~~~~~~~~~~~~~~~~~ ~ . ~ '~N~.~~.~~oog~~~-~R!~- ~ ~ ~~~M~ ~~:~e 8~~ ~ N~ 8 .~ · :;M~""'" Mi.;;." ;;.i~"~ ! u * o ~ ~ ~~~ ~ ~ ~~~ ~~~.~ ~~ i iii ~~Ii: ~ ~ ~~~ ~iO~::!",IQ " E - - ... ~ i = ... . < . . ~ ~ ~~ ~~~~ ~ ! ~ ~~ ~2~~ ~ i -' - N SO! c: * !S E ~ ~~~ ~~~~ ~ ~ ~ ~ ~ O~R 2~gS g ~ . . ~ O '" "'~ -~- ill 8 !!i 'i . i - 1i ~ ~ ! ~ S ~ ~ ~ ~~ ~~ ~~~~ ~ ~ ~ ! ] o . .. ~ ~ OO!;!~ ::!:g~!i.; ~ t -J 'i o . r') co ;0_ &nN ,.... Q,. ..= "C 0 roil ::) ~ 0 * .r~ [ ~ ~ .. ~~~~~~~ ~~~~~~ ~~~ !~! j c: CJ) .. ~N:8~;;;Ii:~ ~:B"':B~~ 2:B1l! "'1- -g .,- · ...- ,... ..,. ,.... -,..... =-i5.!! Co ~ 0 ~ oo~~ I c: Q) -g._ ~ ~ ~ ~~~~~~ ~~~~~~~ ~~~~ ill 1 ~ x : ~o~~~~ ~~;:~:B~:B ;:o~~. ~-g~ ! o t::t enC.. > > ~I~ ~ > ~~~~~~ ~~~~~~~ ~~~ ~i~ ] en <: ri2 ~"'~~"'~"' Ii:~reli:~si~' ~~~ ~~1 ~ "C ~ - ~ · /'i. a ~~~ ~ Q) w.t E ~ ~~~~~~ ~~~~~~~~ ~ !i~ ~ a:: . t;~3:FJ~~ Nt:~""~S~:8 ~ Iii:: i . (:IS co It) .... ::J__ _ ~ :;t ~~~ ~ -' .- -- -; '6 j -g ~ ~~~~~ ~~~~~~~ ~~~ ~ ~j~ i CO_NN_ O)N,....Ng ONQ f"') o.1ii'ii () ~~ '" ~'" .~~ "'~~ ~ ~~~ i . ~~ ~~~~~~~~~ ~~ ; iii i ~ .. \f~~~ ~~~81i::;;~:851!!;!O ~ j"':t "' '> . M,... IS" CD. .c 'i ~ ~ N 2~ ~ a:: * is 'i ~ .!I - -5: -.' ~ .~ ro~- ~~.~. ~i~ 1 iii ~ .. ~ Ii: :B - I ~ .!::! :;; ~"'1! ~ .=0:1 t 0> .... ~1.5 > o ~ ~~~ i ~ ~ ,~ ic.!- 1: .~ "' i!! ~ ! i ! ~ ~Page 48 of92 w- .t=!ii ,15 1D='iOO.t=~ >~!!. '08co " ~~ =.!J; ~iSjl~~'i1u; !l!~ ~ N_ 1i zoo 2e;; e~ ...u~".t= ~II 2 ~~- > ~Oo~O~!.~ uWi - ~ se:e ~=cs!!~~..;;'izi5oo....>::::::~:.....z~ I~o Oi om.r; :.:::;<uww~u..:E~:EO_Nf")"'W')ro~.r.f")"'''I!' .J::.ClCI "5 ~ x Y.' .... N f") 'OIf U') CD ,... c:c 0'1.... _.;;; is N N Q I-.J::.:C U~W ~ _____.__...__...~ __~ . I-~ Z , . 0 0 0 0 0 0 00 0 ~ 0 0 ~ 0 00 ~ 0 0 ~ 0 ~ 'C :::i <II - 8 51 ~ ~ ~ ~ - '" co - - ~ a; .. - - ::/ .13 ~ 0 ~ <II 0 0 0 0 0 0 0 0 0 0 00 0 O~ 0 <II ~ ~ ~ ~ ~ ~ i <{ "" ~ 51 51 ~ ~ ~ ~ ~ !s- a; co - - C .E .. - - - '" .. .. '!1 <{ E 0 0 0 0 0 ~ 0 0 ~ ~ 0 ~ 0 0 ~ 0 0 0 0 0 0 ~ ~ .. ~ ~ 51 ~ ~ ~ ~ co ;; co .. - - :l 'E e ~ 0 0 0 0 0 0 0 0 0 ~ 0 0 0 ~ 0 0 0 0 ~ 0 ~ .. ~ E - .. ~ ~ ~ ~ ~ ~ I- - C> E 0 C> ~ Z N .. - - ::/ C W 0 e :: - ;;; - 0 O~ 0 0 0 0 0 0 ~ ~ 0 00 0 0 00 ~ ~ ~ ~ 8- I- 0 ~ cr. 0 ~ ~ ~ ~ ~ ~ ~ '" N C> ~ C> E <C '" .. - - - ;t a.. {jj ~ 0 e W U ~ 0 ~ 0 0 0 ~ 0 0 0 ~ 0 0 00 ~ 0 o ~ 0 0 ~ ~ 'E C (!j e E - .. ~ ~ ~ ~ ~ ~ ~ i en .is.. C> C> W (!j .. - - - ~ E U e U !: 1:: "5 - 0 ~ 0 0 0 0 0 00 0 0 00 0 ~ > Q) ~ ~ ~ ~ ~ ~ ~ ~ cr. E :!2 0.. .. 5!- 5! 5! ~ ~ ~ ~ ~ @ ~ W C> 0 C> - Cii .. - - ;t en " > e ..J Q) fi 0 0 00 0 00 00 00 00 00 ~ 0 . <C ~ ~ ~ ~ ~ ~ 1" '0 >- l- e: ;; :1! '" 5! !(1 ~ ~ 15 . ~ Z (!j C> - ~ - - 'E rn .. '" ~ 8 ~ w :: '5 :? B Q) .C . 0 o~ ~o ~ 0 00 00 o ~ ~ 0 0 o C Z E ~ ~~ ~ ~ ~ ~ .2 Q) ~ ~ 0 ex: " ~ g ~ ~ ~ 51 g 5! ~ ~ 8 E ~ C> cr. C> '" - - '0 .. - ~ ~ ~ - Q) C> . > u ~ 'E Z Q) ~o o ~ . 5' ~ ~ 0 ~ ~ ~ ~ ~ o ~ ~ ~ 00 ~ ~ ~ ~ ~ .~ w .... ~ "Ii Q.. .. ~ !(1 IiIg 5!. !(1 ~ ~ ~ 5!1iI 5!- iii ~- ~ ~ 3: C> - ~ C> '" .. - - :( .. - .:; ~E '" - ~ cr I! i 8 co ~ ~ ~o o ~ 00 ~ ~ o~ ~~ 00 o ~ 0 ~~ ~ ~.! ~ c .!2 - vi 1:0$ :If €$ € ~ ~ 8 ~~ ~ ~ .. ~ a; C> ~ ~ :; C> ~ N .. .., '" .... I~ ..: .2: .. ;x '" ]1 C> ~ ~ ;; 0 vi ~ ~ !s- a> I] >-vi ... ~~ '2 0 1'"' "2 t.> <: E Page 49 of92 ] i ~ ~ ~ ~ ~ ~ ~ ~ 15' w~ j .... j 2 !I.. c; <: ~ .2 Ii j _0 <: e 0 'ii 1 '5 .. ~ ~ ~ in in I: E l 00(1) ] e i ! " "- IS :Ii ,.."'- ~ 0 ~ i 1 >-<: <: '" E 1 II) ~ I ~ ~ ~ II) :::;; e ;;; -cf5;e .. OJ :I IS ~ 0 :::;; '" ~ 0 ~ ~ ) j j co Z C '" . Z <11>- zz Z ~ 1 >- "'....<::; e ! <.> ~~ u: :::;; .. '" '" ~~ c: 0'" x 0 '" .., :;;: U::ELU ... '" '" ~ : ~ ;; ;; .. co <II ;;;' , .. .. .. , .. , .. , .. .. <.> "'" .... >- .... , County of Simcoe Organizational Review Apri1200l Allmat & Associates Ltd. 10.4 That any and al1 funds currently distributed to the lower tiers, be directly incorporated into the overaH revenue stream of this department specifical1y earmarked towards remedial activities. If implemented, these recommendations shaH save the county approximately $1.6 to $1.8 million per year in distributed costs. Such action would resuJr in reducing the projected remedial costs each year from 2001 to 2011 by approximately 50%, therein reducing the overal1 need for additional levy funds. In order to facilitate a seamless and far greater coordinated function specific to waste management, it is recommended: 10.5 That effective at the earliest possible date, any and an waste and recycling contracts become the sole responsibility of the county's waste management group. In our opinion, such action is required especially in light of the county's direction towards the diversion of waste materials. If constructed, a new M.R.F. wil1 require a substantial and coordinated effort towards guaranteeing certain and specific levels of waste materials in order to ensure its overal1 capacity is realized to the ful1est. 10.6 In concert with 10.5, the county incorporate a customer service function designed toeffectjvely handle any and all customer complaints specific to waste Page 50 of 92 I I I' . . I . . , . " . I. I I I I I I' I . , . County of Simcoe Organizational Review ApriJ200l Allmat & Associates Ltd. 12. Financial Operation: In general terms, the current finance deparrment does a very good job in managing and accounting for the financial activities of the county However, given the scope and size of the county's operation, we find this department seriously lacking in in-house expertise. As programs, systems and capital decisions continue to expand in both costs and complexiry, it is therefore incumbent upon the county to thoroughly examine any and al1 financial opportunities before making a decision. Further, we find that the role of the department is not as centralized and proactive as we believe is necessary. Page 52 of 92 , . . County of Simcoe Organizational Review Apri1200l Allmat & Associates Ltd. Therefore, we recommend. 12.1 That all accounting/financial processes become centralized within the county and that in concert with such action the county re-examine its current financial hardware and software applications by means of an R.F.P. process. As indicated in the M.I.S. teport, we are recommending the county move to the Great Plains program. However, a fun and complete review of alternative programs should be investigated. 12.2 That this department search for and recruit a proven manager of accounting and a manager of performance management/financial analyst. 12.3 That in the future, the manager of performance management/financial analyst become the central figure to oversee the overall development of coordinated departmental business planning processes, capital planning and related financial analysis projects. In order for the county to continuaUy enhance its overal1 service processes, it is also recommended: 12.4 The County implement an activity-wide job costing program in concert with recommendation 12.1, therein, substantially enhancing its ability to determine and measure all facets of its internal operations. Page 53 of 92 . , . County of Simcoe Organizational Review Apri1200l Allmat & Associates Ltd. This wil1 become a kev tool towards developinl! meaninmul business plans and fulfil1inl! its external oblil!ations towards the provincial I!overnment's new performance bench markinl! prol!Tam. 12.5 In concert with 12.4, the county terminate its current deparrmental budgeting process and move to a far more strategic and measurable 'Business Plannin!:! Cvcle' (see Exhibit 10). This process wil1 by itself require both staff and council members to determine the activities, services and/or products they wish to deliver, the means of delivery, and the capital and operational costs and manpower required to complete each service. Further, and far more importantly, all business plans must include the measurement methods for and the effects of each activity. In our experience, the introduction of this business planning process will result in substantially less time being employed by council members in reviewing cost issues. The process also resuJrs in both staff and council having to discuss and examine issues in a far broader perspective and focus on measurable outputs instead of 'micro' managing a particular issue. If introduced and managed correctly this process will undertake a real and lasting 'cultural' shift of the county's staff towards examining issues in a Page 54 of 92 . ,; ::; ~ ~ 1 < ' '" ~ -.::- ~ ~ '" '" . , >' ,0. ' - _00 0 · ;j' 'E g 8E '" >0'" >- ,- I ~: ",_ ==0",-1: C> I~;""'I(,)Q)-I ~ a. = - .!!! '" c:: c:: >--<= ' ~.. "'Ec.8,,'I:: -- I ..0'" =:I!O '" ec::.. '1::_' II"Q.~ u..O ...a:wa.""'_ 8,13 toE:E' -:;_E- ....:.><-=0 ..c:: Ow o"'~ ~",'t:u.'I:: 0::'" I~'t: 0 "''' "'EO"OO 0 ",0- ~m= ~03:c::c. ~u a.:;;;~ ~ ~ ~~~..~ g, i ~~~ u _ u:':: 01 c::.og a: ' c: "C -"") .. I <( ~- ~ I · ~ I I I o ' , . C) \ ~ ~-.::- \' Z . 0.- '" \ o.a..o _ <(",E "0 Z ...." I Z \ g.Ea\ 4\; ","'0 "'= <( 0&5- Zto"" u ",0" ~ ..~~ - a. ga.~ ; c:: C>'" ,^ I - -= u. v, '" 0 I'" ",C> - '" . .-. - - w .1' I ~o !.~ Z .!!! "'~ 0::8"") n_~ - . - - '" .. - ,.-. ,'< '" ' .00 ,wo I '" '" ..., c:: <( => d~o / < -, aJ I m-iij.9 I / 0. '" '" I I .2 ~ 5 Gj-"""') I , ~ <( - I ! 0 I ~ ' I .;; '" I 0:: ' .. " .~ -' .. . ' .' . t .. N ,_ =='- 0 - -0 .-' -> · - · '_0 . ~ _ o' E . o. 0.0 " ,e . , · 0 0 g.' · > ~.oN ,,,c::,,,,>o= I cE 1i\--E"'~>- "..., 0:2== I ._<("" e~ 0 ..w:l! >oc:: E ..=- 5:;; '" dJ:j5. ' ~-gU;8:.!2~ I ~00~~~~&~~~ 015' cg " < I.O.<5"!.-! o..,"ooo>E "0 · E \ (/)- E.' == E c::.. .. - .> .- - .. c:: 0 " c:: > - .. ' '" ~ - .. '" .- W 0. E EO' gEe> \ \ :: g ~ g>.;:; ~:E 8 E g 00 _ ,00(1)='00 \ cpm_oC:CD ._0> o 'o"eoo' "_",.omon' ~ , ~ ' ~~ "e . ,oi ,~..~"~ ~ · 5 o' I ,.. ~ ,.<,~ .-; > o .' 30'~' '" o ",":' (/) ~ '" i: o u Page 55 of92 . . . . . ~ . . . . , It . ---- . , " . , . . . . . ' . , , . . .,:.- . . . . . . .- - . .. . . . County of Simcoe Organizational Review April 2001 Al1mat & Associates Ltd. 13.2 14. M.I.S. Information TechnololN The current M.I.S. function(s) throughout the corporation, aJrhough adequate, are in real need of a substantial upgrade in both hardware and software. In the present form, there is little convergence of data, little integration of systems and very little data flow between systems. As a result, there are far roo many stand alone systems and a substantial amount of employee time and effort being used towards re-keying of data. As a result of the historic development of systems at the county, the current configurarion of hardware and the related software applications wil1 not enhance the overal1 effectiveness of the organization. As a matter of fact, the present LT. solution simply contributes to the 'silo' system of both council and management activities and structures. Further, there is presently a critical shortage of professional in-house expertise and, in general terms, we found the employee base lacking in both technological expertise Page 58 of 92 County of Simcoe Organizational Review April 2001 AlImat & Associates Ltd. and a technological appreciation for performance measurements. This is not in general terms an organization which has employed technology towards enhancing its ability to provide increased services. As a by-product of the current overan system's approach, many key operational functions, which must be converged and inter-related to al10w for enhanced data, simply dO not work together. With our proposed approach, to systems development, the general ledger, accounts payable, accounts receivable, various reporting, financial analysis, budgeting, purchasing, order processes, invoice generation, cash receipts, inventory management, job cost tracking, payron, H.R.I.S. shall an become interrelated, on-line and seamless in both design and function. This approach, coupled with the associated proposal for council, shan result in an organization which is total1y electronic in design and highly flexible, specifical1y with respect to the convetgence of data. Through the implementation of our recommendations, both council and staff shal1 be in a position to radically enhance their respective outputs towards both customer service and performance standards. It is therefore recommended: Page 59 of 92 . , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 14.1 That council accept the report and recommendations contained within the Integral Networking Solutions Document (attached as Appendix 1). 14.2 In concert, al1 future hardware be leased for a period of (3) three years and that such lease agreements include on site maintenance agreements. 14.3 That a complete and thorough council and staff computer training program be developed to ensure that ful1 understanding and use of these new technical processes are fu]]y realized. 14.4 That a senior LT. professional be retained to lead this massive conversion project and converge the issue of internal G.LS. processes with the new technological base. 14.5 This assignment should be for a period of 18 to 24 months and the terms should be on a contractual basis. 14.6 That council establish, as a key council priority, a technology and transition committee designed to assist with this extensive introduction of technology as we]] as leading the change initiatives specific to eliminating any and a]] barriers, which may become obstacles for staff and council. Although the M.LS. recommendations are costly ($1.5 million) the positive effect(s) such changes, in concert with other organizational recommendations, wi]] have on the Page 60 of 92 . . County of Simcoe Organizational Review April 2001 AUmat & Associates Ltd. overaU county's operation is likewise enormous. These recommendations, coupled with the county's position and involvement with the S.C.A.N. network will place the County of Simcoe into the forefront of governmental usage of technology as a positive and proactive process for enhancing its overall operations. 15. T ourismJEconomic Development In a 1995 impact study, it was determined 4.7 million people visit Huronia each year and that over 318 million dollars is spent and/or associated with the tourism industry. As such, this industry is critical towards fostering and enhancing the overal1 economic health of the county. Irs contribution towards growth and a stable, if not expanding tax base for the county as a whole, cannot be taken lightly and/or assumed to be an untouchable source of economic funding. Like any industry, it must be strategically managed, with the appropriate level of suPPOrt and funding provided in order to both maintain the current level of activity as well as continua]]y providing new and/or creative processes designed to provide ever increasing benefits for all communities within the County of Simcoe. In examination of the current county's operation we find there is significant and in our view a critical lack of organizational attention given towards this area. Page 61 of 92 County of Simcoe Organizational Review April 2001 Allrnat & Associates Ltd. Although many (if nor aU) of the various communities within the county do provide some sort of managerial attention to this function, we would suggest that, although these activities are no doubt helpful, in and of themselves they do not address the overaU needs. In our view, to be highly proactive and exceed the needs of your customers, economic and tourism activities must be addressed both local1y and, more importantly, on a regional basis. Using our model of a 'customer driven framework', the more convenzed the information is, the greater its value towards satisfYing the customers! In our view, economic development and tourism issues are simply too important not ro be addressed in a much larger and far more strategic fashion. Given the area's current governmental structure (two tier), it is suggested there is a valuable opportunity for all the various partners to formulate a highly interactive and co-operative body with regard to these functions. The current counry department costs approximately $80,000 to operate and provides minimal regional and strategic value towards enhancing these functions. The H.T.A.'s current office is, in our opinion, not properly located and does not foster positive interaction between staff and its customer base. AJrhough the 'Huronia Guide Map' is extremely welJ done and generates some degree of revenue, the current distribution programs is at best questionable with regard to real Page 62 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. value. It is therefore recommended: 15.1 That county council's performance management and strategic planning committee assume as a key responsibility the development of regional tourism/economic development programs designed to promote and enhance . overall county issues surrounding Simcoe County. 15.2 That the county, with its regional parmers (private and public) commence with an off site strategic workshop designed to set the overaU scope and parameters of this new operation. 15.3 That a fuUy interaccive and co-operatively funded web site be developed wherein aU the various regional partners could participate inclusive of the private sector. 15.4 That the H.T.A.'s offices be relocated, preferably at the existing Museum site, or some other highly customer oriented location. Further, the role and responsibilities of such a site with regard to customer needs and requirements must be determined. It would be our recommendation such a site be operated on a seven (7) day per week basis with extended hours of operation between May 24'h and Labour Day of each year. Also, such a site Page 63 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. should also become the holder of and distributor of al1 converged marketing material. 15.5 That the county retain on a contractual basis outside marketing and economic development expertise to assist in the development of a ful1y integrated and measurable program designed to substantial1v enhance the overall marketability of Simcoe County. In our view such an investment coupled with local community interaction ",'ill greatly enhance your overal1 regional presence in the marketplace. Our recommendations are not based on the elimination of, or to deter local initiatives, but rather to present Simcoe County with an of its marketable strengths to its world marketplace in a far more strategic and unified fashion. 15.6 In summary, there are numerous organizations ",'ithin the county which are presently performing similar tasks on either a local and/or smal1 regional basis (see Exhibit 11). With the spirit of our proposals, we are caning for an of these organizations, plus key private sector industries to come together and determine a new and far more proactive county-wide program. If designed and managed in an appropriate fashion, we believe measurable and significant benefits are achievable. Page 64 of 92 . County of Simcoe Organizational Review April 2001 Exhibit 11 Allmat & Associates Ltd. ORGANIZA nONS IN SIMCOE COUNTY With Full-time staff members: Alliston & District Chamber of Commerce, 519 Victoria St. E., Alliston, ON. L9R IT9 Phone (705) 435-7921, Fax: (705) 435-0289 Barrie & District Chamber of Commerce, 89 Dunlop St. E., Barrie, ON. L4M IA6 Phone: (705) 721-5000, Fax: (705) 726-0973 Barrie Visitor & Convention Bureau, Southshore Community Centre, 205 Lakeshore Drive, Barrie, ON. L4N 7Y9 Phone: (705) 729-9444, Fax: (705) 739-1616 Collingwood Chamber of Commerce, 45 St. Paul Street, Collingwood, ON Phone: (705) 445-0221, Fax: (705) 445-6858 Community Development Officer, Town ofWasaga Beach, 30 Lewis Street, Wasaga Beach, ON. LOL 2PO Phone: (705) 429-3847, Fax: (705) 429-6732 Downtown Barrie Business Improvement Area, 4 Simcoe Street East, Barrie, ON. L4M lAl Phone: (705) 734-1414, Fax: (705) 734-1227 Downtown Orillia Management Board, 25 Mississauga Street East, Orillia, ON. L3V 6S3 Phone: (705)325-3261, Fax: (705)325-7666 Georgian Triangle Tourist Association, 19 Mountain Road, Unit 3b, Collingwood. ON. L9Y 4M2 Phone: (705) 443-4988; Fax: (705) 443-4981 email: geotri({V,geofl:!ian.net Midland Business Improvement Area, Box 69, Midland, ON. L4R 4K6. Phone: (705) 549-8062 Midland Chamber of Commerce, 208 King Street, Box 158, Midland, ON. L4R 4K6 Phone: (705) 526-7884, Fax: (705) 526-1744 Orillia & District Chamber of Commerce, 150 Front Street South, Orillia, ON. L3V 4S7 Phone: (705) 326-4424, Fax: 327-7841 Penetanguishene- Tiny Chamber of Commerce, Box 90, 2 Main Street, Penetanguishene, ON. L9M I TI. Phone (705) 549-2232, Fax: (705) 549-6640 Page 65 of92 County of Simcoe Organizational Review April 2001 Exhibit II Allmat & Associates Ltd. Tottenham Chamber of Commerce, Box 922, Tottenham, ON. LOG lWO, Phone: (905) 936-4100, Fax: (905) 936-4664 Wasaga Beach Chamber of Commerce, 550 River Road West, Wasaga Beach, ON. LOL 2PO Phone: (705) 429-2247, Fax: (705) 429-1407 e-mail: wbchambrwa;eofllian.net Without full-time staff: Angus Chamber of Commerce, c/o ReMax CHA Y Realty, 138 Mill Street, Angus. ON. LOM IBO Bradford Chamber of Commerce, Box 54, Bradford, ON. L3Z 2A 7 Cookstown Chamber of Commerce, Box 162, Cookstown, ON. LOL ILO Creemore Business Improvement Area, Box 130, Creemore, ON, LOM lG<J Elmvale & District Chamber of Commerce, Box 61, Elmvale, ON. LOL lPO Oro-Medonte Chamber of Commerce, Box 10, Oro, ON. LOL 2XO Stayner Chamber of Commerce, Huron Street, Stayner, ON, LOM J SO Page 66 of92 . . . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 16. Transportation The roads and engineering department is in essence divided between two separate operations, construction and road maintenance. These operations represent a total cost of approximately $18.1 million with a net cost of $11.4 million after certain revenue reductions. Although some minor construction projects are completed in-house, the bulk of this work is handled on a contractual basis, through the R.F.P. process. As a result, the county's staff act as in-house inspectors, thereby assuring outside contractors perform and complete each project in accordance with the given specifications of the R.F.P. In review of this process, we are confident the county has and will continue to receive excellent value for their investment. Further, as a resuJr of this 'bidding' process, the county continues to receive expert assistance/service, while controlling both their in- house costs while effectively managing the outside marketplace. In its simplest terms, this outsourcing of construction requirements insures that the county is receiving the absolute best value for the work required ro be performed. Given the vast amount of county roads, approximately 842 km, and the obvious Page 67 of 92 . . County of Simcoe Organizational Review April 2001 AlIrnat & Associates Ltd. managerial requirement to maintain such a vast system, the current practice of sub- contracting construction activities is in our opinion the only viable and cost effective route. As a result of this activity (sub-contracting), there is very little opportunity for this particular function to substantial1y reduce costs except in the area of management, management systems or by simply not performing the necessary construction work in a given year. Given the number of employees directly involved in this function, we find no basis for any such reduction. In analysis of the current state of the county roads it would be our opinion the county shal1 be required to al10cate somewhere in the neighbourhood of 10 million dollars each year for the foreseeable future towards the construction of highways. Given this constant requirement it is therefore only prudent the county examine any and al1 aJrernative service delivery models with respect to the only area which they currently control in-house - maintenance. In general terms, the maintenance budget is approximately 6.7 million do11ars per year with the winter 'snow removal' costs being approximately 3.5 million. The present replacement costs for the county fleet is approximately 8.6 million dol1ars with the bulk of these costS directed towards equipment related for snow removal. In analysis of the fleets' overall state, it would be a conservative fact that between Page 68 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. $500,000 to $800,000 each year for the next (10) ten years is required to simply maintain such a fleet. However, the vast majority of this invesrment is not fu]]y utilized year round. With respect to manpower distribution, at a minimum, at least 40-42 fun - time employees are dedicated towards the roads maintenance program wi th a number of 'seasonal' employees hired during the 'winter months' to assist with snow removal activities. There are currently six (6) works yards as fo]]ows: Yard KM Responsible For 1. Midhurst 222.8 km 2. Beeton 183.1 km 3. Moonstone 99.5 km 4. Creemore 115.3 km 5. Perkinsfield 99.5 km 6. Ramara 99.5 km The current cost for wages, benefits and overtime for the direct labour situated within these (6) six yards is approximately $2.717 million per year with overtime and benefit costs accounting for approximately 30 to 35% of these costs. The fixed operating costs for these (6) yards (hydro, heat, telephone, water) in 2000 was approximately $105,000. Page 69 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. In order to reduce the overaU cost of capital for equipment, the county currently leases (for a period of23 weeks) 11 (eleven) heavy duty trucks at a cost of$441,94S. The area of roads maintenance is an extremely costly process and in our opinion presents the county with the greatest opportunity for enhancement of service, both in overaU cost and service delivery processes. Given the fixed nature and the obvious need to fund the construction side of the county roads system, it is therefore imperative any and all viable alternatives be examined with respect to the maintenance side of this operation. This is especial1y true if one considers that work of a similar nature (albeit to a different standard) is also being performed by the 16 municipalities which comprise Simcoe County. The ability to converge operations throughout the county is only limited by artificial boundaries, which in and of themselves, are simply maintained by specific local politics. In ordet words, other than the determination of appropriate service levels by usage factors, a road is a road! Therefore, given that al1 roads and associated road work is similar in nature and thereby requires identical employee skills, capital and managerial attenrion it is our opinion a far more cost effective and efficient 'roads department' is achievable for the county. It is therefore recommended, if the county wishes to maintain rhe direct responsibility Page 70 of 92 . . . . County of Simcoe Organizational Review April 2001 AlIrnat & Associates Ltd. for roads maintenance, that: 16.1 A thorough and complete analysis be undertaken specific to the creation of a 'roads department' for the County of Simcoe. Such an analysis would focus on the cost benefits of dissolving al1 the current road departments throughout the county's 16 municipalities and therein creating one body/operation responsible for the associated maintenance work for al1 roads. It would be our initial position that except for certain and specific smal1 communities, towns like CoI1ingwood, Wasaga Beach, Penetanguishene, Midland, would maintain their respective urban road operations. However, for issues like vehicle replacements and other associated cost issues, there may be possible (significant) savings from inclusion with the county operations. 16.2 That this new department, report directly to the general manager of engineering services. 16.3 That inclusive within this analysis such issues as capital, operating costs, fleet management, overall maintenance costs, number of employees and associated converged benefits be highlighted as specific areas of concern. 16.4 That all purchasing of goods and services be incorporated into the new centralized purchasing and asset management group located in Midhurst. Page 71 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 16.5 That an associated financial matters be incorporated into the finance operations department. 16.6 That a complete and thorough job base/activity based work order process be developed, based on current and accurate hourly rates. 16.7 That a fixed timetable be established wherein an func tions now handled/managed on a manual and semi-technological basis be eliminated and replaced by an on-line, ful1y integrated and seamless IT process for an road maintenance functions. This is of extreme importance specific to the areas of job costing, payton, fleet management, maintenance management, vehicle utilization, goods and services purchased and associated road maintenance activities. 16.8 That the county retain its position in providing managerial responsibility for the construction side of roads, which are deemed high volume and/or key motorways within the county. However, it is also recommended: 1. That where appropriate, the local municipalities make use of and coordinate any and an construction activities with the county program in order to possibly reduce associated construction cost issues. A perfect example of an area which if examined in somewhat of a different light could result in significant savings is in vehicle leasing Page 72 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. arrangements. By converging everyone's needs, we believe there would be significant savings. At the county, by simply including more vehicles into the leasing agreement and extending the time frame of the lease irself, sta{{believe a 20 to 30% reduction in costs is vety achievable. Further by employing this deal, it is also possible to demand new equipment instead of used. Given that the county currently leases 11 trucks at an approximate cost of$450,OOO for 23 weeks, at a minimum, under a different leasing term, the savings to the county could be sknificanr. With respect to capital and asset utilization, we believe significant savings are also achievable in this area as well. If one simply examines the counry works yard in Perkins field, which is only approximately 2 miles away ttom a similar facility recently constructed in the Township of Tiny, it is not an unreasonable position to assume convergence of these operations would possibly result in significant savings within al1 of the key functional areas. Although at this time we cannot actually determine the overall savings of such a convergence exercise, it is our experience such an Page 73 of 92 , ( County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. investigation would reasonably result in a minimum 00%) ten percent across the board reduction of total operating costs. As such an analysis was not part of our original contract, at this time such figures are unavailable. However, in the aJrernative, and being prudent in our investigation, our first recommendation with respect to roads maintenance would be to sub-contract these operations (county roads only). Similar to the latest actions of the M.T.O., we believe there are real and significant savings for the county, while maintaining control of these services and determining the standards to be adhered to by the contractor. Such actions by the county would by R.F.P. guarantee that key standards were maintained while reducing both fleet and employee costs and management burdens. Further, as contract managers, such action would have significant impact on associated cost issues like management time and attention, associated administrative and systems costs, as wel1 as managerial reductions in other associated departments now necessary to support the existing structure. This proposal is akin to the county's current service agreement with the land ambulance needs. Given the fact that the MT.O. currently has existing contracts within Simcoe County, it is not unreasonable to assume that the county roads contracts could Page 74 of 92 , . . , County of Simcoe Organizational Review April 2001 AlIrnat & Associates Ltd. possibly become 'add ons' to these existing contracts and as such further reduce the overall costs of such contracts. As a result of this recommendation, we believe at a minimum, excluding the sale of assets, ie. fleet, the savings to the county would be approximately $400.000 to $600,000 per year. Therefore, from our perspective the two viable options to be considered by council are: 1. If such service is to be maintained within the county structure, then such delivery process should be considered from a county-wide perspective, inclusive of all roads and therein one department. Such action should result in significanr savings. or 2. That the county continue to be solely responsible for what are now considered 'county roads' and that maintenance services be determined on a contractual basis, either as stand alone contracts or as possible 'add ons' to existing M.T.O. conrracrs. Such action shall result in approximately $400,000 to $600,000 in savings excluding the disposal of certain assets. Page 75 of 92 , , County of Simcoe Organizational Review April 2001 AlIrnat & Associates Ltd. It is important to note that both options shall resuJr in certain human resource issues having to be addressed, specific to the county's unionized workforce. However, it is our position such matters are not of such a fashion to result in either one of these options being eliminated. 17. Plannin!2: Currently within the county there exists a two tiered planning process wherein the county is the approval authority for local official plans and official plan amendments. As wel1 the county is the approval authority for subdivisions and condominiums except where this authority has been delegated to a local municipality, such as New Tecumseth and Oro-Medonte. With respect to growth and therefore the subsequent issue of appropriate planning, except for York and Peel Regions, the County of Simcoe's growth rate (2.7% per year) exceeds al1 other regions within the province. As a consequence, planning and associated land usage issues are becoming a major strategic issue throughout this area. On average, 2,000 to 3,000 dwel1ing units are approved each year, therein raising the issue of the need for development charges for county services. In discussions with staff, if such fees were to be implemented, such would be fixed at between $1,500 - $2,000 per dwel1ing. Page 76 of 92 , . . County of Simcoe Organizational Review April 2001 Al1mat & Associates Ltd. Although some may argue that such fees are a deterrent towards development, in our opinion such is not the case and the facts would support this position. Perfect examples are the Cities of Mississauga and North York. In this particular area, the law of supply and demand is far more important for development than any and/or possible fees implemented by local and/or regional governments. As such it is recommended: 17.1 That the county take the necessary steps to implement development charges determined to be in the area of $1,500 - $2,000 per dwelling for associated county services. Such action will result in a new found revenue source of approximatelv 3.0 million to 6.0 million dol1ars annuallv. Such funds should be directed towards assisting the county in offsetting increased costs for associated growth in services. With respect to planning activities, it is further recommended: 17.2 That the county impJemenr a 'county-wide' pJanning department wherein al1 planning professionals report directly to the director of planning. Although this action on the surface may appear to somehow delete and/or Page 77 of 92 , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. nul1ify the current authority oflocal councils, such is not the case. By enacting such a deparrment, the advantages recognized win be: a) Substantial1y less dependence on the use of outside consultants by all municipalities. It is suggested this area represents simificant savings for all participants within the county. b) Substantial and closer integration of county and local planning issues. c) Throughout the county, fewer planners would be required as professionals could be moved to areas where at that time there exists a greater demand. In essence, planners could follow the needs and development growth. d) By consequence, this department would possess the ability and subsequent requirements for the hiring of certain and specific specialists, such as demographic/research planner, etc. Such services could be utilized throughout the whole county, thereby reducing overal1 costs for all. Currently within the county and the sixteen municipalities, there are approximately (25) twenty-five employees who are involved either fun-time and/or in combined functions with the planning area. Page 78 of 92 . . County of Simcoe Organizational Review April 2001 AlImat & Associates Ltd. It is our position if such a department were developed, this new structure could effectively handle planning issues with a staff of between 18 - 20, which represents a significant reduction of employees and cOSts. Under our proposal, some communities would, as a result of demand, have a planner assigned to their respective community. Others, would share services and from time-to-time, (given their respective needs), be provided with full- time assistance. Although this proposal represents somewhat of a directional change in current practices, such an operation is not uncommon to other county governments. Such is the case in Oxford County and from our investigation has served their needs both from a county's perspective and that of their local governments' as well. In consequence, if this proposal is enacted, savings and associated costs of operations should be achieved for both levels of government. 'However, until a detailed departmental budget is developed and then compared to the (total) existing COSts throughout the county such findings of fact are not available. Therefore it is recommended: 17.3 That the county undertake a complete and thorough review of al1 the existing planning departments and associated costs throughout the Page 79 of 92 . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. county and compare such with the estimated cost of operating a county-wide (one department) planning function. 18. Ontario Works To say the least, this is an organization which has been, and is continuing to be, radically re-designed by various initiatives by way of the provincial government. Further as an agent for the government this operation is significantly controlled by numerous regulations and applicable legislation. In consequence, the county's ability to significantly modify and/or converge this function into something other than what the government believes is appropriate is extremely limited. However, as the county is a major contributor towards the overal1 costs of this department and services, it is only reasonable that the county, where possible, initiate whatever changes which may in one way or another reduce costs and/or enhance service. With respect to service and service delivery it is our posirion that in general terms the current and future delivery processes of this service agency are on the appropriate path. The usage of technology as a service enabler is becoming a key strategic tool for this department. It is our opinion that the process of convergence wil1 no doubt Page 80 of 92 09/2572002 16.: 11 COUNTY SIMCOE CAD WARDEN ~ 4870133 NO. 170 [;>02 . . . . ~ County of Simcoe Organizational Review April 2001 A1lmat &.Associates Ltd. continue and over rime have a po5itive effect on service delivery. . With regard to our analysis, in iu simplest terms, this is an extremely segregated and 'top' heavy organization. Some reason(s) for the current situation is that this structure is cutrently being re-designed and therefore functioru; which win become one ate currently separated as the new systems and processes are put in place. This is the particular case in the areas of the superyjso~ clerical unit and supervisor accounts c1er1c:slcaseworkers in Midhunt. Once these two functions are completed under their restructuring, they should become one unit and as such be managed by one (1) supervisor. Therefore it is recommended: 18.1 That within the following 12 - 18 months (and no longer) the supervisor clerical unit and supervisor accounts clerks be converged into one managerial position. This action win result in approximately a $50,000.00 annual savings within this department. Further, in reviewing the current field operations, which are located in Barrie, Orillia, Co\1ingwood, Midland and A1tisron, it is our opinion, given the similar and consistent nature of these operations, that five (5) supervisors are not needed to effectively manage these employees, By employing a simple rotation of management personnel, these operations can Page 81 of 92 , County of Simcoe Organizational Review April 2001 A11mat & Associates Ltd. be we]] managed with a total of (3) three supervisors. Therefore it is recommended: 18.2 That the Ontario Worb Deparrment take whatever steps necessary to reduce its field supervisor group from its current level of (5) five to (3). Such action shal1 reduce this department's over a]] costs by approximately $120,000 to $150,000 per year, while in no form or fashion reducing its ability to meet its customers' needs. Page 82 of 92 . , County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 3.3 PROPOSED ORGANIZATIONAL STRUC11JRE: The proposed organizational structure (Exhibit 5) is based on the principles of convergence of processes and people, employing technology as a key strategic driver and that there is real and lasting value with developing a culture of continuous improvement and the sharing of informational data processes. Further, it must be stated, because of the obvious interdependence of staff and council, both structures must be addressed in a coordinated and interrelated fashion. To simply change council's structure while maintaining the old 'silo' staff s[rucrure wi]] resuJr in serious problems. It is also just as true if the reverse were to occur. Therefore, both structures must be redesigned to work effectively and in co-operation with each other. It is for these reasons, we have made numerous and significant recommendations specifical1y towards how council is both structured and operated internal1y. This new sraff structure is designed with council's changes in mind. From our experience, we believe these structures, working in unison wi]] produce a new, exciting and far more effective customer driven municipal structure, unlike any other county operation to date. Page 83 of 92 County of Simcoe Organizational Review April 2001 AHmat & Associates Ltd. The overall benefits of this structure are: 1. In concert with your new found direction with information technology, aH departments, employees and council members should be inter-connected to on-line data, information convergence and analysis of data as required. 2. The current 'silo' system of both management and council committees shaH be radical1y reduced, if not total1y eliminated over time. 3. The convergence of departments and related information wiH result in significant reduction of both time and costs related to work generation, work processes, transmission of data and associated numbers of employees. 4. This new structure, staff and council wil1 necessitate rhe development of a unified senior management group designed to enhance their ability to provide council with far more accurate and interrelated data. 5. This structure wil1 result in the consolidation of various managerial posi tions and 6. This structure wil1 greatly enhance council members' ability to access far more data 'across the board' in relatively short periods of time. Page 84 of 92 . . County of Simcoe Organizational Review April 2001 A]]mat & Associates Lta. 7. Over time, this structure wiU result in aU staff becoming far more cost and performance based with regard to decision making. 8. As functions converge, this structure allows for far greater employee involvement and much broader based job assignments. 9. As this structure matures, organizational work processes shal1 become far more focused in design theteby al10wing fewer individuals to perform substantial1y more tasks and such tasks shal1 be greater in magnitude than presently is the case. 10. As the senior management team is relatively smaU, the c.A.O. plus five (5) general managers, this group's ability to consolidate issues and determine appropriate courses of action shall be greatly enhanced. 11. As a result of converging the various departments in four (4) larger groups, the ability of the general managers to search for and determine appropriate convergence issues wiU be substantiaUy easier than the present system. 12. If managed in the appropriate fashion by both council and staff, this organizational structure wi]] by itseJf continue to find appropriate and cost effective solutions for various service issues, insomuch as performance measurements, continuous improvement and employing technology shall become a 'way of life' for both council and staff especially the change agents - "General Managers". Page 85 of 92 County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 13. In consequence of these design modifications, the issue of continuous improvement specific towards employing technology as a strategic driver of the organization shal1 become ingrained into the cuJrural armosphere of both staff and council members. No longer wi11 the organization be concerned with unrelated M.LS. enhancements, but will become critically designed to search for and determine integrated systems processes, which will allow for and develop new and converged system processes. This development wil1 have a radical affect on both staff and council's future outlook in determining appropriate and cost effective solutions for the corporation. It is our experience, once this transformation commences and is continuously fostered by senior staff and council, the critical issue specific to technology usage becomes one of determining what can technology do which we are not already performing and how will such development affect our ability to lower costs while enhancing our ability to provide a service(s) which are not presently being performed. It is this shift in thinking, which enables the overal1 corporation to continual1y improve all facets of its operations and therein achieve the concept of continuous improvement while terminating the present atmosphere of 'business as usual'. This is why it is of critical importance the county search for and secure the services of proven professionals in the role of general managers. These positions will be of key importance towards driving and leading the overa11 Page 86 of 92 . , County of Simcoe Organizational Review April 2001 A]]mat & Associates Ltd. transition process to its obvious conclusion. As with any significant organizational change(s), there will be moments of heightened levels of stress and confusion for aU the participants. As further changes occur, there will also be higher levels of confusion and individuals who may, for one reason or another, not firmly believe in this new approach. It wi]] then become a key and substantial role of all senior managers inclusive of the C.A.O. to act as 'mentors', 'coaches' and 'cheerleaders' on a regular basis. Without this in-house and continuous managerial expertise (specific to change) itwiU become exceedingly more difficult to implement if such coaching is nor readily available. Page 87 of 92 . County of Simcoe Organizational Review April 2001 AlJrnat & Associates Ltd. SUMMARY: PROPOSED ORGANIZATIONAL STRUCTURE In summary, this new structure wilJ become much more focused on processes and systems which are designed to ever increase employee productivity while achieving the county's ability to meet its overal1 objectives; that being to continual1v better serve its customers. As a corporation, issues such as interdependence, sharing of data, the convergence of critical assets and the elimination of bureaucratic and 'silo' mentality shal1 continual1y be at the forefront of both council's and management's agenda. This organization shal1 commence employing technology as a real and meaningful strategic driver for both council decisions and enhanced service provisions. The concepts of performance based management and continuous improvements shan become ingrained cuJrural issues, which shal1 foster a new spirit of entrepreneurism within the management rank. This convergence, shall further foster new and far more exciting job assignments wherein employees shall be rewarded for finding new and exciting aJrernative solutions. The concept of business as usual shal1 cease to exist and be replaced with a new and more exciting style for all involved! However, such change shal1 take time to implement and wil1 not occur without substantial Page 88 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. effort on evetyone's part. The outright and noticeable affects of this transformation shall over a period of time 18 to 24 months resuJr i fewer employees within the counry Another $500,000.00 annua]]y wi]] be required for the hiring of the general managers. However, these costs are now being paid for by the county without the realization of associated cost benefits for the county. Although these actions are no doubt painful, they are quite necessary towards achieving your organizational objectives. It must be stated, from our experience, once this process of transformation begins and is further and conrinuously fostered by council, additional productivity savings sha]] occur year after year. By its own design and related strategic drivers, your new organization wil1, by itself, continual1y search for and find processes to converge data to share and new technology to employ. It shall become cuJrural and therein, unstoppable by design. Further, as the organizarion matures, driven by internal change agents (General Managers), there should be a continual reduction of managerial roles. This structure, by its very nature, Page 89 of 92 , . County of Simcoe Organizational Review April 2001 A11mat & Associates Ltd. wi]] not a]]ow or permit excessive managerial positions insomuch as such creation or maintenance of isolated or "specialist" roles wi]] encumber this structure's overal1 purpose. As a result, this very issue must always be at the forefront of both council's and senior staff agenda whenever someone assumes the position of requiring or requesting additional managerial talent. Page 90 of 92 . . County of Simcoe Organizational Review April 2001 Allmat & Associates Ltd. 3.4 PROJECTED COST SAVINGS Low High 1. Council consolidation 250,000 300,000 2. Purchasing! Asset Management 600,000 800,000 3. Libraty elimination 450,000 600,000 4. Homes for the Aged 200,000 300,000 5. Waste management 1.6 mi11ion 1.8 mi11ion 6. 7. T ransportation* 400,000 600,000 Maintenance 8. 9. M.I.S. process and organizational convergence savings 1.6 million 2.4 mi11ion 10. Ontario Works Department 170,000 200,000 11. Enhanced Revenue - Development Charges 3.0 mi11ion 6.0 mi11ion Total 8.8 mi11ion 13.05 mi11ion * These number.; excludt? tk possible sale of certain aM specific assets As explained in 3.3, although cerrain cost savings are achievable wirh a very short time frame, in order to fully realize the above-noted savings in their enrirety, a period of eighteen (18) to twenty-four (24) months shall be required. This is primarily due to the fact that each Page 91 of 92 , ' . County of Simcoe Organizational Review April 2001 AlImat & Associates Ltd. organizational change wil1 have an affect(s) on others which then require management's attention in order to realize further real savings overal1 within this new and integrated structure. However, once this process commen~, (the transformation), it is our experience, substantially more savings are actual1yrealized as more and more functions become converged than was previously determined. These proiected cost savin!Zs are conservative in desi!m and extremelv achievable within our stated time frame. Page 92 of 92 . . . APPENDIX 1 . . . . . NETWORKING SOLUTIONS INTEGRAL Information Technology Review Prepared for The Corporation of the County of Simcoe APPENDIX 1 Page 1 of 17 59 ATKJNSQK COURT, BOX 155. DELAWARE, ONTARIO. NOL lEG PHONE: (519) 652.1358 . FAX: (519) 652.2051 Confidential Page 1 03/23/0 I Executive Summary Background: The Corporation of the County of Simcoe is engaged in a review of its organization and structure to deliver services to the public more effectively and efficiently. As part of this process, Integral Networking Solutions was retained to review the current and planned information technology infrastructure, software and provide recommendations on alternatives the County should consider to improve and expand the use of technology to achieve the goals of the organizational review. Approach and Process: Step One - Project Initiation and Identification ~ A project kick off meeting was held with the CAO and a conference call with the consultant from AlJrnat and Associates to discuss the purpose of the project and the approach that was used "'- A list of County staff to be included in the interview process was developed , ,. Information on the current IT staffing and history of the IMS department was , requested for review. Step Two - Systems Audit to assess current situation "'- The system inventory previously maintained by the former IMS analyst was , obtained for review ~ Equipment in the inventory was identified for further auditing to validate the information in the inventory to ensure its accuracy with respect to the NT servers and components APPENDIX 1 Page 2 of 17 . . . , Existing network hubs, switches and other network components were not included in the inventory records provided. I visual inspection of the equipment was performed to at the County building. ,. The IMS was asked to provide a listing the major software applications being , used in the County with brief on how the applications are used. ~. County personneJ who have IT related responsibilities were identified and , interviewed to identify current IT related projects Step Three - Identify goals and objectives of the County >- Key departmental personneJ where interviewed to determine departmentaJ system and processes. ~ Existing technology implementations were identified and reviewed , Step Four - Review documentation on goals and objectives provided by the County ~ Simcoe Community Access Network (SCAN) , 0 Network Application A: Geographic Information Systems 0 Network Application B: Health Care Information Systems 0 Network Application C: Virtual Town HaJJ and IBM presentation 0 Network Application D: Community Network }- Maintenance Management System - MAINTAIN 0 Reviewed proposal and activities to date 0 Reviewed Maintain for Municipal Government documentation >- Bridge Management System and Implementation Plan >- LandfiJJ Usage Tracking System APPENDIX 1 Confidential Page 3 of 17 . , . , Findings Current Situation The County of Simcoe has a number of systems in place, but generaJly they are independent stand alone systems that are not integrated to provide the flow of information and data form one system to the other without manuaJly re-keying data into other systems. For example, the Maintain maintenance management system has been under implementation for two years and is not interfaced to the existing financial information system. Time cards are manually generated at the yards and then input in to the Maintain database. The information on the time cards includes materials and equipment usage, which is also entered. However, this information is not available online to paytoJl or finance. Manual reports are generated rrom the Maintain system and sent to treasury who then make adjustments to accounts by manual journal entries to re- allocate the actual costs. Purchase orders are generated manually in all departments using purchase order books and in some departments additional manuaJly generated purchase order summary lists. For the Roads Department, invoices are received and sent to the local yard which matches invoice with the purchase order and receiving slips. The invoices are coded for the G/L account and approved. The invoices are manually entered into the old Maintenance Management System as well and the edit list generated with the matching invoices, purchase orders and receiving documents are sent for approval again. The edit list rrom the old Maintenance Management System is then exported to the financial information system to update the appropriate G/L account. The end result is that the same invoice information has now been manuaJly entered into three separate systems. Environmental Services use a manual Purchase Requisition system and a Purchase Order Summary List. The fiJled out requisitions are manually entered into a DBase database and printed onto Purchase Order forms. This DBase database is also stand alone and is not interfaced with the financial information system. The matching of invoices / purchase orders / receiving slips is done manually and the invoice is manually entered into the financial information system for payment. The existing financial information system has Purchasing and Inventory modules, but those modules have never been implemented for the County. Systems. Hardware The existing Corporate network (LAN and WAN) has been implemented over the last few years has a number of serious performance issues which are impacting daily APPE1\TD!X 1 Page 4 of17 , . . operations. There are a number of factors contributing to the performance issues including: ,. Use of clone computers as file servers that do not have sufficient RAM, Network r Interface cards (NIC) or disk access speeds appropriate for use as file servers. ... Non-standard purchases and implementation of network 10 Base- T and 1011 00 r Base- T Hubs and Switches. Stackable 3Com Switches are not being stacked properJy, resulting in lower network performance. r The addition of Exchange Server services (for Outlook 2000 email) on an undersized and under powered server for this application. The County has in the past purchased clone computers for three different local companies, two of which are no Jonger in business. As a result, many of the clone computers have different components and in many cases mismatched components. In a networked environment, these sub-standard systems can cause the computers to lock up; causing performance probJems on the network and in many cases lead to corruption or loss of data and information. A substantial number of existing desktop computers have in-sufficient memory (RAM) to effectively run the applications that are in use today and need to be replaced with standard computers for either Tier I (IMB, Compaq, HP) or Tier II (Dell) manufactures. Application Software The review of applications currently used in the County suggests that only two are used corporate wide, the financial system and the GIS application. On the program side however, the level of automation varies between departments. )> All of the departments use the lP Hanes Municipal AppJication Software (MAS) for budgets and payrolL Other departmental applications which either generate or use financial information are not tied into the core financial system ~ All of the departments use the GIS database for their mapping needs. Beyond this, sharing of applications and data is rare. A list of the systems that are being used by the County at this time include: ~ Ontario Works has severaJ applications specific to their clients ~ PJanning has an application tracking system APPENDIX 1 Page 5 of 17 , I; . " Forestry has a by-law enforcement system r ~ Roads has a maintenance management system "- Environmental services has an purchase order system r "- Environmental and Treasury share a LandfiH Tracking System r , Human Resources has no system in place r h The Library has a Library booking system r )> The CAO's office has a smaH file management system "- Treasury has a system for tracking leaves of absence r "- Health and Safety has a system for tracking compulsory training r >- Clerks has a system for council minutes, agendas and by-laws )> GIS has a mapping database with aH properties and residents )> IMS has a Hardware inventory system )> Children's services has an SQL application for client tracking "- Several spreadsheets for tracking spending and for costing programs r "- Serca software in the nursing homes for purchasing groceries on line r Although many of these applications use or generate financial information, none are linked into the financial system or any other system to share data and information. The applications are written in various languages including Access 97, Access 2000, Microsoft SQL, dBase III, and File Maker Pro. AH of these systems have information in common; usuaHy it is employee information, resident information, road network or property information. Recommendations Implementing integrated solutions in the areas outlined below can save a significant amount of staff time. These solutions wiH provide increased customer service and al10w the County to increase responsiveness by recording issues and tracking progress through to resolution. APPENDIX 1 Page 6 of 17 , . . . ~ Financial Management System r ~ Electronic records Management r ,-. Electronic By-Law Management r ~ Electronic Council Agenda r ~ Virtual Town Hall Applications r r Customer Relationship Management The implementation of a workflow enabled Customer Relationship Management (CRM) product wj]] be required to support the customer service focused Customer Service Centre concept of a "one-Stop" Customer Service Centre. Integrated applications will provide a knowledge base for the Customer Service Representatives to access to obtain the information they require, when they need it, to effectively service the customer's needs. In addition, this approach will reduce the cross training time and provide alJ Customer Service Representatives and County staff with access to the same corporate policies, procedures, information and by-laws. . Financial System An integrated financial system is proposed which provides the following functionality ~ General Ledger. Accounts Payable. Accounts Receivable , ~ Reporting and financial analysis , }> Budgeting }> Purchase Order Processing }> Invoice Generation }> Cash Receipts }> Inventory Management " Job Cost tracking " PayroU ~ Human Resource Information System , ~ VirtUaJ Town HaU - eJectronic transactions - (Dog tags etc.) , The financial system proposed wj]] also interface with the Maintain Maintenance Management System and the Landfill Usage Tracking System for seamless transfer of data to the financial system and eliminate the duplication of data entry into multiple systems. An integrated Human Resources and payroll components wj]] provide a comprehensive system for managing applicant and employee information, and track information about an employee's work history, vacation/leave of absence history and employee training in all areas including health & safety. The proposed system wi]] converge processes such as purchasing within the Corporation resulting in converged and centralize financial data and history allowing for and enhanced financial management for the Corporation. APPENDIX 1 Page 7 of 17 , . Knowledge Management Technology The proposed infrastructure for col]aborative infonnation management is based on technology developed by Lotus Development Corporation (an IBM Company), which is leading groupware solution extending information The proposed components are: ~ Lotus Domino Server , ;;> Lotus Notes - Workflow, Electronic Mail, Calendaring & Scheduling ;;> Lotus Domino.Doc and Lotus Records Management - Document Management ;;> SuiteResponse Service - Customer Relationship Management ~ SuiteResponse Enact - Electron By-Law management , ;;> Suite Response eGenda - Electronic Council Meeting Agenda Implementation will provide ready access to all by-laws, corporate information and consolidate records management and file management systems into a common enterprise wide information management system. County Council agendas and minutes will be able to be generated and distributed electronically. Public infonnation becomes ready available electronically to the constituents and can be automatically published and accessed through the ViI1ua] Town Hall pOI1aJ. APPENDIX 1 Page 8 of 17 . . . , Infonnation Technology Review Prepared for The Coporation of the County of Simcoe by Robert Musty Integral Networking Solutions january 23,2001 Background: . review of organization and structure . deliver services effectively & efficiently . review current information technology infrastructure . provide recommendations to improve and expand the use of technology to achieve the goals of the organizational review Approach and Process: Step One - Project Initiation and Identification . Purpose of the project . List ofCounzv SlajJto be included in the i11terview process . Obtain information on current IT staffing & history APPENDIX 1 Page 9 of 17 . . Approach and Process: Step Two - Systems Audit to assess current situation . Systems hardware inventory reviewed . Equipment identified to validate inventory' . Inspection of network infrastructure . Software applications Approach and Process: Step Three - Identify goals and objectives of the County . Interviewed departmental stajJto determine departmental systems and processes . Existing technology implementations identified Approach and Process: Step Four - Review documentation on goals and objectives provided by the County . SCAN . Maintenance Management System . Bridge Management System . Landfill Usage Tracking System APPENDIX 1 Page 10 of 17 . . . 11 . . Findings . Current Situation . Little convergence of data . Little integration of systems . No data flow between systems . Independent stand alone systems . Manually re-keying data & information Systems - Hardware . Purchased clone computers from three different companies . Different components and in many cases mismatched components . inadequate servers and desktop computers - memory, processors, network components for tOday's applications . In a networked environment, sub,standard systems causing network performance problems . Leads to corruption or loss of data and information and inefficiency Application Software - Municipal Application Software (MAS) for accounting and payroll - GIS system & database used for mapping needs - Other departmental applications not integrated with the financial system: . Planning, application tracking system . Forestry - by-law enforcement system APPENDIX 1 Page 11 of 17 . . ~ . , - . Roads. maintenance management system . Environmental Services. purchase order system . Environmental Services. Landfill Tracking System . Human Resources - no system in place . CAO's office - file & records management system . Treasury - leaves of absence tracking system . Health & Safety. system for tracking compulsory training Recommendations . Implement integrated systems & solutions . Provide increased customer service . Increase responsiveness . Tracking progress through to resolution . Analysis & reporting - Measurement Integrated Financial System Customer Service/Knowledge Management Technology . Electronic records Management . Electronic By-Law Management . Electronic Council Agenda . Customer Relationship Management . Virtual Town Hall Applications APPENDIX 1 Page 12 of 17 . " ,~ Investment in: . Software . Hardware . Training Investment Summary What does this Investment give you? . Electronic Council Agenda - Substantially reduced time, labor, materials to gather, assemble and reproduce agenda documentation - Minutes documented and available immediately - Ongoing information distribution and communication What does this Investment give you? . 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E (/) .~ tI)>'>::JQ;la;.Q oOa.. _ ro ~ >- (f) 0 co .= CI)"'" O'J ~ . ~ ro "'co ::::J ~ t;: fE Q) ~ ~'G~~g~~ g~w ro D c:: u..ccCQ:CVicU.EQ) Z 0 ~, _COIDQ.) Q.)C_ --00 - - ~ O~GGUG=EU!C 0 - ~ C:~Q.)Q.)oQ.)c"'Cor-~ ~ ~ ~ .Q ~~ooO~~a.....x (f) 0 (l) ~g>Q.)Q.)oQ)()g>o~UJ co U; (,) ~ Q.)._oOC:(,)'~'_C:-'-Q) _0 0 Q) ro > C .- .- .- .- .. C .- ~ U ~ c.-~~E~2.-E"'C> ~ _ ~ r-- O~Q.)Q.)OQ)O~OC~- ctI 5: c:: u~~~o~z~ow~~ ~ ~ ~ ~ ~ f co ro "''''''''''''' "''''''' "'''''''; G U I APPENDIX 1 Page170f17 09(25/2012/2 16: 11 COUNTY SIMCOE CAD WARDEN ~ 4870133 ND.170 [;103 , , , The County of Simcoe COUNTY OFFICERS Report 01-004 For <:onsic:leration by County CoWlci1 on April 24, 2001 RECOMMENDA TIONS: 1. That the recommendations on the County of Simcoe Strategic Organiz.ational Review listed iD Confidential Schedule I 10 County Officm RcIport 01-004 be adopted. 2. 1lIaI Schedule 2 10 County Officers Report 01-004 be received. 3. That Schedule 1 and Schedule 2 and the report dated April 2001, entitled "An Organi.z.WonaI Review of the County of Simcoe", prepared by AlImat &. Associates Ltd., remain confidential. 4. That the contents of the press release dated April 24, 2001 be approved and issued by the Warden. B;.CKGROVND: On April I? and 24, 200 I County Council met in camera and <:onsic:lered the report of AlImat &. Associates Ltd. entitled "An OlganizationaJ Review oflbe County of Simcoe.n On April 17"', Council adopted a resolution 10 present these recommendations for ratification to its regular meeting 01\ April 24, 200 I. Confidential Schedule 1 is a summary of recommendations endorsed and Confidential Schedule 2 isa summ.ary of recommendations not endorsed. Due to labour relations impacts the Schedul~ shall be considered in camera and must remain confidential, after adoption. Similarly, the original report of Allmat & Associates Ltd. must remain strictly <:onfidential. FINANCIAL IMPLICA nONS: The financial implications of the recommendations are <:ontained within the original report of Allmat &. Associates Ltd. S~EDULES: r ....---== Confidential Schedule 1 - Summary of Recommendations endorsed I 0 lW -NT:: n 6 ;"j: r= . ! Confidential Schedule 2 - Summary of Recommendations not endorsed i "o.~ _..YC!f;J;~iHiF ~ J ! !Vie 5 !UfJ ~,-; __ 1:.' -) .G:f ~ . -. - -, "-.::rc"=,,,__~ _ -L1 - RESPECTFULL V SUBMITTED: ; .._~ J ~ l I St:'P 2 r:: MO- I Helen MacRae, C.A.O.-Clerk. I ~... ;} LUtiL ! ~ t ~ ~ i j t _ i ~ r)<::::T:~'c-.q _ _ _ I " .\<11,,_::::. ~ i:d'':::' C""'J 'Ner r t U "' ~-.-', "t-"~J_.. L. _~:J i' L. (;. u1" W. ;]./(1 ~= l__ ~ ------ ==~~~-J 0CJ/25/20!'12 16: 11 COUNTY SIMCOE CRO WRRDEN 7 4870133 NO. 170 G/04 . . i Sebedule 1 COUNTY OFFICERS 01-004 Page 1 SUMMARY OF RECOMMENDA TIONS FROM THE COUNTY OF SJM:C~ ORGANIZATIONAL REVIEW RECOMMENDA nONS ENDORSED Counen 1. That the county design and implement a fully integrated Clerks/Council Coordinator Department, wherein, all activity designed towards the effective and efficient operation of data collection and distribution becolTle consolidated with this department's operations. 2. That, at its earliest convenience, county council be restructured from its present 32 members to a total of 16 members, one from each participating municipality. V oling at council meetings would continue under its present system of weighting by population representation. (NEW) a) That the councils ofthe local municipalities determine and advise the County of Simcoe whether it is the Mayor or Deputy Mayor who will represent their respective municipality for the remainder this tem of office, and further that, the County of Simcoe will decide which office will represent the local municipalities at County Council for the next term of Council. 3. That at its earliest convenience, council restructure itself by the elimination of its present seven (7) committee structure and implement a (3) three committee process as follows: i) Comorate Services That this conuninee be comprised of (7) seven members of council and the Warden and that this committee deal with the following matters: . Engineering . Roads . Environmental Services . PlanningIForestry . Pur<;hasingl Asset Management . Fleet Management . Risk Management . Museum 0SJ/25/2002 16: 11 COUNTY SIMCOE CAO WRRDEN ~ 4870133 NO. 170 [;>05 , , < ! \ Schedule 1 COUNTY OmCERS 01-004 Pa2t 2 This committee shall be appointed for the entire teJm Qf council, with the exception Qf the Chair and Vice Chair being appointed by council as a whole for a tenn of one(l) year. ii) Human Services: This committee shall be comprised of eight (8) members of council and the Warden and that this committee shall deal with the following matters: . Ontario Works . Social Housing . Children's Services . Health Unit . Land Ambulance . Homes for the Aged This committee shall be appointed for the entire tenn of council, with the exception of the Chair and Vice Chair being appointed by council as a wbole for a tenn of one(l) year. iii) Performance Management And Strate~c Planninl!: This committee shall consist of eight (8) members of council and the Warden, and this committee shaU deal with the short and long term issues surrounding overall county- wide performance management (ie. business planning processes) and key critical strategic issues such as labour relations, manpower planning, demographic analysis, etc. The members of this committee shall be composed of members drawn fTom each of the other two committees (4 apiece) plus the Warden, who shall be automatically appointed Chair. All members of this committee shall be appointed for a period of (1) one year. This Committee's function shall become of critical importance with respect to the overall council's business inasmuch as any and all strategic management issues shall be addressed with this committee. More specifically, with respect to the transformation of county operations as proposed in this report, such recommendations shall become the responsibility of this committee to ensure compliance. v) That the County undertake a complete and thorough review orits overall compensation practices and policies for all elected offici~ls. Further, that panicular attention be given to the positions of Warden and the two (2) Chairs of the Corpor~te Services and Human Services Committees. 09/25/2002 16: 11 COUNTY SIMCOE CAO WARDEN ~ 4870133 NO. 170 006 , > Schedule 1 COUNTY OmCERS 01-004 Paste 3 It is our opinion, given the enormous responsibilities and impact elected officials aTe now facing, the issue of appropriate compensation should be addressed. It would be our further recommendation that a significant number ofJarger municipaJ structures be examined including appropriate private sector corporations. (NEW}vi) CounciJ shalJ annual!)' eJect the WArden, Chair and Vice-Chair of die Corporate and Human Services Committees. These five individuals sball form the Striking Committee for tbe purpose of recommending appointments of Council members to Committees in the first year of each term. 4. (FORMER RECOMMENDATION 18) That the county invest in the necessary haTdware and software to facilitate an online records management process to be employed by both staff and council members. S. (FORMER RECOMMENDATION 19) That the county invest in the necessary hardware and software to enable all council transactions to be managed online and to be completely (electronically) searnless with respect to the transmission of data for both staff and council members. 6. (FORMER RECOMMENDATION 20) That upon the completion of 4 and 5, futute council meetings, inclusive of committee meetings be totally managed by means of electronic transmission. Starr Structure 1. As proposed in Exhibit 5, the existing strocture be converged into (5) five departments, four of which will have II 'general manager' being appointed to 'converge' any and aJJ management functions into a fully integrated operation. As these 'general managers' shall be responsible to the C.A.O. to achieve the necessary changes in stroctural and cultural issues, and as these positions will require a substantial amount of managerial expertise in both the private and public sectors, it is further recommended: 2. That the county internally and externally recruit for these positions (effective inunediately) and that the successful candidates be offered three (3) year performance based contracts at a competitive salary. 3. That the county review all managerial positions to ensure competitive salary ranges are in place to attract highly experienced and talented personnel. '09/25/2002 16: 11 COUNTY SIMCOE CRO WRRDEN ~ 4870133 NO. 170 [;>07 . Schedule 1 COUNTY OFFICERS 01-004 Pas;:e 4 (NEW) a) That the CAO. be retained at a competitive salary range (performance based) contract. 4. That the county design and implement a performance based program for non-union staff designed to enhance those strategic issues, such as performance management and cost effectiveness initiatives necessary to radically move the county operations in a new and measurable direction. PurchasimuAsset Mana$!emen~ 5. I That the county establish a corporate-wide purchasing and asset management department designed to manage all related issues for the corporation. 5.2 In consequence, the county recruit (3) three professional specialists (as outlined) to facilitate and manage this new department. 5.3 That the county purchase the necessary hardware and software (IT.) to enable corporation- wide program design and effectiveness on line. The current maintenance system may be able to supply such data. Human Resoun:es: 6.1 That the county search for and retain the services of a well experienced and professional "General Manager" of human resources and labour relations. 6.2 Tbat the county create the position of manager labour relatiomv'healt.h and safety. 6.3 That the county create the position of manager of training and development and benefits. As a consequence, it will be necessary for the corporation to transfer benefit management to the human resources department from accounting and eliminate the current stand alone position ofhealtb and safety officer. 6.4 That the human resources department implement a fully computerized 'RR.lS.' program designed to converge all employee data and related statistics for immediate and on-line basis. which all departments may have access. Librarv Senoicl!S 'Co-operative' 7.1 That the county close its current library services and therein dispose of any and all assets in the most cost effective fashion, subject to current issues specific to the collective agreement. J'OV25/2002 16: 11 COUNTY SIMCOE CRO WRRDEN ~ 4870133 NO. 170 1i1J8 , I , : , I S~hedule I COUNTY OFFICERS 01-004 Paee 5 Forestry 8.1 That the County undertake a complete and thorough review of its land holdings to detennine those tracts ofland which may be able to contribute cash flow by outright sale and/or lease. 8.2 That any funds raised by the sale of existing lands be re-employed into the overall forestry program for the sole purpose of expanding the existing forestry business. Homes for the Aeed: 9.1 That the position of senior administrator be created, to whom all four (4) homes would report on a daily basis. The key responsibility of this position would be to coordinate and converge these separate management groups into one unified operation. 9.2 In concert with 9.1, that the position of site administrator/nursing director be created. This position would become responsible for the day-to-day management of their respective home and all employees would report to this position. 9.3 That any and all purchasing and/or asset management issues (including building maintenance and capital repairs) be transferred to the new corporate purchasing/asset management group located in MJdhurst. 9.4 That any and all financial matters specifically accounts payable and accounts receivable be consolidated within the new finance department 9.S Environmental Services 10.2 That the process of manually recording waste tickets and its associated processes be terminated and an on-line seamless computerized program be designed to facilitate this function. '09/25/2002 16: 11 COUNTY SIMCOE CAO WARDEN ~ 4870133 NO. 170 [;>09 , I I Schedule 1 COUNTY OFFICERS 01-004 Paee 6 10.3 10.5 That effective at the earliest possible dJlte, any and a11 waste and recycling contracts become the sole responsibility of the county's waste management group. 10.6 In concert with 10.S, tbe county incorporate a customer service function designed to effectively handle any and all customer complaints specific to waste issues. If established, issues like roads and others should be included in such a design (key customer initiative). By-law Services: 11.1 Finanrial ODeration: 12.1 That all accounting/financial processes become centralized within the oounty and that in concert with such action the county re-examine its current financial hardware and software applications by means of an R.F .I>. process. 12.2 That this department search for and recruit a proven manager of accounting and a manager of performance management/financial analyst. 12.3 That in the future, the manager of performance management/financial analyst become the central figure to oversee the overall development of coordinated departmental business planning processes, capital planning and related financial analysis projects. 12.4 The County implement an activity-wide job costing program in concert with recommendation 12.1, therein, substantially enhancing its ability to determine and measure all facets of its internal operations. 12.5 In concert with 12.4, the county terminate its current departmental budgeting process and move to a far more strategic and measurable 'Business Planning Cvcle'. 13.1 0'0:1/25/2002 16: 11 COUNTY SIMCOE CRO WRRDEN ~ 4870133 NO. 170 GliB , . Schedule 1 COUNTY OFFICERS 01-004 PI!!! : M.I.S. Information Tecbnolon: 14.1 That council accept the report and recommendations contained within the Integral Networking Solutions Document (attacbed as AppendiJt 1). 14.2 In conceit, all future hardware be leased for a period of (3) three years and that such lease agmoments include on site maintenance agreements. 14.3 That a complete and thorough council and staff computer training program be developed to ensure that full understanding and use of these new technical processes are fully r('~1i"ed. 14.4 That a senior 1.T. professional be retained to lead this massive conversion project and converge the issue ofintemal G.l.S. processes with the new teclu1ological base. 14.5 This assignment should be for a period of 18 to 24 months and the terms should be on a contractual basis. 14.6 That council establish, as a key council priority, a teclu1ology and transition committee designed to assist with this extensive introduction of technology as well as leading the change initiatives specific to eliminating any and all barriers, which may become obstacles for staff and council. TourismlEconomic DeveloDmept 15.1 That county council's performance management and strategic planning committee assume as a key responsibility the development of regional tourism/economic development programs designed to promote and enhance overall county issues surrounding Simcoe County. 15.2 That the county, with its regional partners (private and public) commence with an off site strategic workshop designed to set the overaJl scope and parameters of this new. operation. Subject to the outcome of the workshop, that the county consider retaining on a contractual basis outside marketing and economic development expertise to assist in the development of a fully integrated and measurable program designed to substantially enhance the overall marketability of Simcoe County. 15.3 That a fully interactive and co-operatively funded web site be developed wherein all the various regional partners could participate inclusive of the private sector. 15.4 That the H. T .A. 's offices be relocated, preferably at the existing Museum site, or some other highly customer oriented location. . 09/25/2002 16: 11 COUNTY SIMCOE CAD WARDEN + 4870133 NO. 170 [;>11 . Srbedule 1 COUNTY OFFICERS 01-004 Pare 8 Further, the role and responsibilities of such a site with regard to customer needs and requirements must be determined. It would be our recommendation such a site be operated on a seven (7) day per week basis with extended houn of operation between May 24111 and Labour Day of each year. Also, such a site should also become the holder of and distributor of all converged marketing material. Transportation (NEW) 16.9 That there continue to be a County Road system as it currently exists. (NEW) a) That the County continue to provide engineering/construction on its County Roads. (NEW) b) That staff' be directed to improve the current process of maintenance of County Roads. 16.4 That all purchasing of goods and services be incorporated into the new centralized purchasing and asset management group located in Midhurst. 16.5 That all associated financial matters be incorporated into the finance operations department. 16.6 That a complete and thorough job base/activity based work order process be developed, based on current and accurate hourly rates. 16.7 That a fixed timetable be established wherein all functions nOW handled/managed on a manual and semi-technological basis be eliminated and replaced by an on. line, fully integrated and seamless IT process for all County road maintenance functions. This is of extreme importance specific to tbe areas of job costing, payroll, fleet management, maintenance management, vehicle utilization, goods and services purchased and associated road maintenance activities. (NEW) c) That there be an investigation, including a financial analysis, ofwhetber or not all maintenance on County roads should be contracted either to the private sector m to the local municipalities. Ontario Works 18.1 That within the foJlowing 12 - 18 months (and no longer) the supervisor clerical unit and supervisor accounts clerks be converged into one managerial position. 09/25/2002 15: 11 COUNTY SIMCOE CAD WARDEN ~ 4870133 NO. 170 [;112 . I , Schedule 1 COUNIT OmCERS 0].004 Page 9 18.2 That the Ontario Works Department take whatever meps necessary to reduce its field supervisor group ITom its current level of (5) five to (3). Such action shall reduce this department's overall costs by approximately $120,000 to $150,000 per year, while in no form or fashion reducing its ability to meet its customers' needs. . 09/25/2002 16: 11 COUNTY SIMCOE CRO WRRDEN ~ 4870133 NO. 170 G>13 . Schedule :1 COUNTY OFFICERS 01-004 Pale 1 SUMMARY OF RECOMMENDATIONS FROM :rm: COUNTY OF SIMCOE ORGANIZATIONAL REVIEW RECOMMEND A TIONS NOT ENDORSED: Council 3iv) At its earliest convenience, county counciJ pass the necessary by-Jaw to enable the position of Warden to be appointed for a period equal to the term of county council. Environmental Sel"Yires 10.1 That effective at the earliest possible date, the county pass any and all necessary by-laws to tenninate the current financial arrangements specific to royalty fees (excluding sites that list royalties as conditions within the cenificates of approval), the recycling credit program and the landfill credit program. lOA That any and all funds currently distributed to the lower tiers, be directly incorporated into the overall revenue stream of this depanment specificaUy earmarked towards remedial activities. 13.2 TourismlEeonomic Development 15.6 That effective at the earliest possible date, the county examine the distribution program. (AMENDED) 0'::1/25/2002 16:11 COUNTY SIMCOE CRO WRRDEN ~ 4870133 NO. 170 (;114 . . ^- Schedule 2 COUN1Y OFF1CERS 01-004 Pa~e 2 Transportation 16.1 A thorough and complete analysis be undenaken specific to the crution of a 'roads depanment' for the County of Simcoe. Such an analysis would focus on the cost benefits of dissolving all the current road depanments throughout the county's 16 municipalities and therein creating one body/operation responsible for the associated maintenance work for all roads. It would be our initial position that except for certain and specific small communities, towns like Collingwood, WasagaBeach, Penetanguishene, Midland, would maintain their respective urban road operations. However, for issues like vehicle replacements and other associated cost issues, there may be possible (significant) savings from inclusion with the county operations. 16.2 That this new department, report directly to the general manager of engineering services. 16.3 That inclusive within this analysis such issues as capital, operating costs, fleet management, overall maintenance costs, number of employees and associated converged benefits be highJighted as specific areas of concern. 16.8 That the county retain its position in providing manageriaJ responsibility for the construction side of Toads, which are deemed high volumeandlor key motorways within the county. However, it is also recommended: '. 1. That where appropriate, the local municipalities make use of and coordinate any and all construction activities with the county program in order to possibly reduce associated construction cost issues. Plannina - 17.1 That the county take the necessary steps to implement development charges detennined to be in the area of$I,500 - $2,000 per dwelling for associated county services. Such action will result in a new found revenue source ofaooToxiwateJy 3.0 million to 60 million dollars annualJy. Such funds should be directed towards assisting the county in offsetting increased costs for associated growth in services. 17.2 That the county implement a 'county-wide' planning department wherein all planning professionals report directly to the director of planning. 17.3 That the county undertake a complete and thorough review of aU the existing planning departments and associated costs throughout the county and compare such with the estimated cost of operating a county-wide (one department) planning function. " . . {Ci-J REPORT DEPT. REPORT TO: COMMITTEE OF THE PREPARED BY: #PWS2002-11 WHOLE Jerry Ball SUBJECT & FILE #: DEPARTMENT: COUNCIL: Proposal - Drainage Repairs Roads at 5th Line, North of Hwy. #11 C.OFW.: - Azimuth Environmental Consulting Inc. DATE: Sept. 24, 2002 MOTION #: DATE: R. M. FILE #: During Budget deliberations, $5,000.00 was allotted for required drainage repairs in the vicinity of the 5th Line. north of Hwy. #11. Azimuth Environmental Consulting Inc. has been assisting the Township with this project and to date, the allocated funds have been consumed by Engineering fees required to provide design drawings for review by the Department of Fisheries and Oceans (D.F.O.). Azimuth Environmental Consulting Inc. has submitted a proposal (copy attached) to continue to provide field investigation, environmental impact assessment. and preparation and submission of necessary documents to approval agencies, at an estimated cost of $3,500.00, plus applicable taxes. Therefore, it is recommended that the additional funds of $3,500.00 (plus applicable taxes) be approved as an overrun to the 2002 Budget. The completion date for this work is expected in the summer of 2003. 1. THAT Council receives and adopts this report. 2. THAT Council approves additional funds of $3,500.00 (plus applicable taxes) as an overrun to the 2002 Budget. 3. THAT Azimuth Environmental Consulting Inc. be notified of Council's decision. Respectfully subl)1itted, '\ ~\O' " if' ~. JDD /") 17 ' v ; /ti~1ui& xkd " ,,';t- I .' r,iYV ~' \ ,'Y ? \ if:Jerry Ball 9~ (", ~ } e9/17/2ee2 1.1 ; e3 7e57218926 AZIMUTH ENVIRONMENT PAGE e2 , 0 lC1 -~ -~UTH ENVIRONMENTAL / CONSULTING, INC. Environmental Assessments & Approvals September 17. 2002 ABC 01-122 Township ofOro-Medonte Box 100 Oro. Ontario LOL 2XO Attention: Mr. Jeny Ball, Public Works Superintendent Re: Proposal for Environmental Services to Acquire Regulatory Agency Approvals for a Cbannel Cleanout on a Tributary of SbelsweU Creek, Concession 5, Highway 400 Township of Oro-Medonte Dear Mr. Ball: Azimuth Environmental is pl<:ased to submit our proposal to conduct field work and other data gathering activities needed to establish regulatory approval of the channel modifications deemed necessary to alleviate flooding of residences in the vicinity of Concession 5 west side Highway 400. PROPOSED WORK PROGRAM Azimuth will complete the following activities as pal10fthis study: . conduct a site reconnaissance of the study location to document existing habitat conditions (aquatic and terrestrial) and use of the site by aquatic and other organisms; . provide photographic documentation of onsite habitat conditions; . prepare an impact assessment of the proposed project on fish habitat; . provide a description of the general construction methods utilizing best management practices to prevent or mitigate the harmful alteration, disruption or destruction of fish habitat; . prepare one version of a draft report and one version of a final report documenting the proposed work plan, impact assessment and remedial strategy for the channel c1eanout. The study area is not located within the jurisdiction of a Conservation Authority, therefore it is expected that a work permit wiJ1 be required from the Ministry of Natural Resources (MNR) and a "Letter of Advice", or an Authorization from the Department of Fisheries and Oceans (DFO). Azimuth will liaise with these regulatory agencies to acquire environmental approvals. It is important to note that it is uncertain at this time whether approvals from MNR under the Lakes and Rjvers Improvement Act (LRlA) will be required. therefore, this proposal does not include time to liaise with MNR's Regional Engineer for such approvals. 111 Saunders Road, Unit 2. Barrie, Ontario L4M 6E7 telephone: (705) 721-8451; fax: (705) 721-8926 info@azlmuthenvironmental.com elS/17/20e12 11;el3 7e157218S26 AZIMUTH ENVIRONMENT PAGE el3 . ' . . let -3 ~ /' We would be pleased to assist however once the requirements ftom MNR are confinned, at an additional cost, PROJECT SCHEDULE AND BUDGET Azim;uth staff can initiate the project immediately. Field work can be completed in ~pproximately two weeks. The estimated budget for the field investigation, environmental impact assessment, and preparation and submission of necessary documents to approval agencies is S3,500.OQ plus applicable taxes. This proposal is based on our general fee structure of$65-$80/hour for professional work, $55-$65/hour for field work, and $45/hour for drafting. Project related disbursements are charged at cost, and there is no charge for standard administrative items such as computer time or office supplies. Travel is charged at $OAOlkm, and is included the above cost. This proposal does not include attendence of Azimuth staff at meetings. R.G. Robinson has provided engineering drawings indicating the proposed work to be completed. This budget includes time required to review the drawings provided. In the event that the design changes, Azimuth will request that the Township accept a scope change to reflect time required to reexamine design drawings and update our impact assessment report. This proposal also does not include time required to liaise with regulatory agencies after approvals have been granted, for example, if an amendment is required as a result of a modified design plan. Please indicate your approval of the above scope of work by returning a signed copy of this proposal to Azimuth for our files. If you require additional infonnation or have questions regarding any aspect of the proposal please contact us. Thank you for providing Azimuth with the opportunity to assist you on this project. Should you have any questions, please call me. Yours truly AZIMUTH ENVIRONMENTAL CONSULTING, INC. '5 N'^-Y~l Sara Murphy, B.Se., Aquatic Biologist Jerry Ball, Public Works Superintendent Date: . ',(:'(-1 LICENCE TO OCCUPY AGREEMENT As of the day of ,20 BETWEEN: The Corporation of the Township of Oro-Medonte (Herein called the "Municipality") and Her Majesty the Queen in Right of Ontario as represented by Ministry of the Public Safety & Security Ontario Provincial Police (Herein called the "OPP") It is understood and agreed that the OPP will be providing policing services on behalf of the Province and the Municipality, and will be occupying the Premises for the provision of such services in accordance with the terms of this Agreement. Section 1 Municipality The Corporation of the Township of Oro-Medonte. Section 2 Occupant Ontario Provincial Police (OPP). Section 3 Building The Municipality's building having the municipal address of 3331 Line 4 North, Township of Oro-Medonte, Ontario Section 4 Premises Part of the Building having a Rentable Area estimated to be 2908 square feet. (Note: Township Meeting Room approximately 770 square feet not included.) Section 5 . Term Subject to Section 11, the Term of Agreement will end on April 30, 2012. Further renewals of the Agreement will be for the same extended term(s). The Commencement Date for occupancy of the property shall be on or before April 30, 2002. 3 G(< ;( 2 Section 6 Annual Rent The Municipality hereby agrees that the space will be available at the Municipality's cost to the OPP. The Municipality acknowledges that the OPP will not pay the Municipality any annual rent or other rent or charges for the occupancy of the Premises. Section 7 "The Municipality's Costs for the Municipality's Work and the OPP's Municipality's Work" means the following costs that are directly, actually and Costs for the reasonably incurred by the Municipality in connection with the Municipality's Municipality's Work and the OPP's Work: Work and the (a) the aggregate contract prices of all contracts relating thereto; OPP's Work (b) the usual fees and expenses where applicable that are payable to the Municipality or other Authority, including building permit fees and hook-up fees; (c) professional and consultant's fees for the preparation of working drawings and specifications for the OPP's Work. Section 8 Parking The Municipality shall provide and maintain a parking area. Section 9 Cancellation Either party shall have the option of canceling this Agreement by giving the other party no less than one (1) year's written notice prior to the effective date for such cancellation. Section 10 Access The Municipality shall permit the OPP, its agents, invitees and those having business with any or all of them, full and uninterrupted access to the Building and the premises seven (7) days per week, twenty four (24) . hours per day during the Term and any extension(s) thereof, including access for disabled persons. . -3 3 Section 11 Municipality's The Municipality shall indemnify the OPP and save it harmless from and Indemnity against all losses, claims, actions, damages, costs, liabilities and expenses (together the "Claims") in connection with loss of life, personal injury, damage to property (including any portion of the Building and its equipment, machinery, services, fixtures and Leasehold Improvements) or any other loss or injury arising from or out of the conduct of any work by the Municipality, the provision of any service by the Municipality or any act or omission of the Municipality or those for whom the Municipality is at law responsible or by anyone permitted to be in the Building by the Municipality and not caused by the willful or negligent conduct of the OPP, it's employees or agents, or any person conducting business with the OPP. If the OPP is made a party to any litigation commenced by or against the Municipality in respect of the foregoing, the Municipality will protect, indemnify and hold the OPP harmless in addition to paying all expenses and legal fees incurred or paid by the OPP in connection with such litigation. Section 12 Insurance The Municipality acknowledges that the OPP in respect of damage to the Acknowledgement Building and the Premises is self.insured and in respect of third party liability maintains a comprehensive blanket policy of insurance, and therefore shall not require the OPP to obtain any additional insurance coverage. Section 13 Insurance The Municipality shall obtain and maintain: (a) "all risks. insurance(including flood and earthquake) on the building (including the foundations and excavations and other parts of the Structure) and the equipment contained in or servicing the Building and on the Lands; . (b) comprehensive general liability insurance; (c) such policies shall be written on a comprehensive basis with inclusive limits of not less than Two Million Dollars ($2,000,000.00) . per occurrence. No review or approval of such insurance documentation by the OPP shall derogate from or diminish the OPP's rights or the Municipality's obligations as contained in the Lease. ?;q 4 4 All of the foregoing insurance policies shall contain a waiver of any subrogation rights which the Municipality's insurer may have against the OPP and those for whom the OPP is at law responsible, whether the damage is caused or contributed to by their act, omission or negligence and shall not make provision for co-insurance. All of such policies shall be taken out and kept in full force and effect in the names of the . Municipality and the OPP, as their respective interests may appear and shall contain a cross-liability clause. None of the policies shall be invalidated as respects the interest of the OPP, or those for whom the OPP is at law responsible, by reason of any breach or violation of any warranties, representations, declarations or conditions contained in the policies. All of the policies shall contain an undertaking by the insurers to notify the OPP in writing not less than thirty (30) days prior to any material change, cancellation or termination. If requested by the OPP, the Municipality agrees to deliver certificates of insurance of the underwriting insurance company or complete certified copies of policies to the OPP within thirty (30) days after the placing of the required insurance. No review or approval of such insurance documentation by the OPP shall derogate from or diminish the oPP's rights or the Municipality's obligations as contained in the Lease. Section 14 Signs and Flagpoles (a) As part of the construction, a concrete base, conduit and electrical service for the oPP's illuminated sign shall be provided at the Municipality's expense in a location to be mutually agreed upon between the Municipality and OPP. (b) The Municipality shall erect other signs on the Premises and Lands as the OPP considers necessary for the proper conduct of its business, including parking and directional signs. These signs will be erected in accordance with municipal laws in locations to be mutually agreed upon by the municipality and the OPP. . (c) As part of the construction, the Municipality shall provide flagpoles as specified in a location mutually agreed upon between the . Municipality and OPP. Section 15 Repair The Municipality shall maintain the Premises, including the Leasehold Improvements, the Building and the Structure in good repair and tenantable condition during the Term and any extension(s) thereof. qq .5 5 Section 16 Services and The Municipality shall provide, operate, maintain and repair the following Facilities services and facilities for the Premises as expressed below, at the Municipality's expense during the Term and any extension(s) thereof: (a) Utility Systems All utility systems and facilities including water, fuel and electricity, and including all charges for Utilities used or consumed within the Detachment. (b) Electrical Systems/Lenses, Bulbs and Related Equipment An electrical system which is satisfactory for the OPP's purposes including fixtures and outlets as specified. (c) Thermal Conditions and Air Quality The Municipality shall keep all parts of the Premises heated with artificial heat to a proper and reasonable temperature and provide air- conditioning, ventilation and humidification in accordance with the Ontario Building Code standards. Note: This is a new building and falls under the Ontario Building Code and ASHRAE 90.1 requirements. (d) Water System A water system capable of supplying hot and cold water to the Premises and the washrooms serving the Premises. (e) Washrooms Fully equipped washroom facilities for male and female employees of the OPP in accordance with the requirements established by the Occupational Health and Safety Act, R.S.O.1990,c.O.1, as amended, and the regulations made thereunder, or any successor act, a handicapped accessible male and female washroom , installed in accordance with the requirements of the Ontario Building Code and any other applicable requirements of any relevant laws or Authority, and the provision of all washroom . equipment and supplies reasonably necessary, in the opinion of the OPP, for the use and operation of such washroom facilities, including, without limitation, a sink, vanity, toilet bowl, paper towel dispenser, garbage pail, soap dish and toilet paper dispenser. Fo: b 6 (f) Exterior, Common Areas Maintenance of the exterior of the Building, the landscaped grounds of the Lands, the Parking Areas and walkways of the Building and the Common Areas and Facilities of the Building in good repair and first-class condition and the prompt removal of snow and ice. (g) Life Safety Establishment of a workable emergency evacuation program. This program is to be posted in the building in a visible location to all. (h) Glass Replacement As per maintenance requirements. (If it needs maintenance it will be repaired) The provision of Building security in accordance with OPP hardware and keying standards for the portion of the building used by the OPP. (i) Housekeeping Services Provide housekeeping service for the Premises as would a reasonably prudent owner of a similar building, including the provision of waste removal services and all cleaning materials and washroom supplies. Municipality to provide a schedule of Janitorial services to the OPP indicating routine and frequency. Such schedule shall be subject to the approval of the OPP. The OPP reserve the right to complete a security clearance on the individuals providing the housekeeping services. Anyone not able to pass the security clearance or refusing to consent to the . clearance will be denied access to the premise. The Municipality shall be responsible to provide a suitable substitute. . (j) Waste Management and Recycling Program The Municipality is to indicate to the OPP what, if any, waste management and recycling program is in place for the employees to follow. Municipality to provide containers. . 21C1 7 Section 17 Facility The Municipality has the sole right to regulate the use of the Township Meeting Room and will provide a schedule of use to the OPP when available. . Note: OPP use of the Township Meeting Room is available upon notification to the Municipality or without notification to the Municipality in cases of emergency. Section 18 Legally Binding The License to Occupy Agreement shall be subject to: Agreement (i) the Council of the Municipality passing the necessary resolution(s) or by-Iaw(s), authorizing the Municipality to enter into this License to Occupy Agreement and the financing for the Municipality's Costs for the Work. The undersigned, on behalf of the Ontario Provincial Police, hereby acknowledges and agrees to the above terms and conditions Date: ONTARIO PROVINCIAL POLICE Per: Name: Title: The undersigned, on behalf of The Corporation of the Township of Oro-Medonte, hereby acknowledge and agree to the above terms and conditions. Date: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE , Per: Name: J. Neil Craig Title: Mayor . Per: Name: Marilyn Pennycook Title: Clerk We have the authority to bind the Municipality. -7b X ~I '-~ TOWNSHIP OF ORO-MEDONTE FROM THE TOWNSHIP PLANNER I REPORT TO COUNCIL - REPORT NO.: PD2002-33 COUNCIL PREPARED BY: Andria Leigh C.OFW, DATE: September 18, 2002, MOTION SUBJECT: Committee of Adjustment DATE Decisions for September 12, 2002 I SUMMARY I Attached are the Planning Reports and Committee of Adjustment Decisions for the Consent and Minor Variance applications that were heard at the Committee of Adjustment meeting held on September 12, 2002. The last date for receiving an appeal to the above noted decisions is Wednesday October 2,2002. Consent Applications Minor Variance Applications B-27-32/02 Gordon Mackie A-27/02 AI and Larry Nelson Con 11, Lot 1 (Oro) Plan 979, Lot 18 (Oro) 893 Horseshoe Valley Rd. E. 52 Ward Ave B- l8~ 19/02 Judith and Greg Thatcher A-28/02 Marjorie & David Edmund Con 9, Part Lot 15 (Medonte) Con 9, W. Part Lot 15 (Medonte) 301 Wanninster S.R. B-33/02 Ruth & Allan Juriansz A-30/02 Ruth & Allan Juriansz Plan 742, Lot I (Oro) Plan 742, Lot 1 (Ora) 195 Bay St. 195 Bay St. A-29/02 Egle and Derek Vair Range 1, East part Lot I (Oro) 1 I Pemberton Lane A-19/01 John McCulloch Plan 798, Lot 6 (Oro) 1 I O'Connell Lane 8b -d- Respectfully submitted, ----1J- --e-yl Andria Leigh, Hans B.A., AMCT, MCJP, RPP Township Planner C.A.O. COMMENTS: DATEfrMCI1 C.A.O. DEPT.HEAD f;- < gb-~ --' TOWNSHIP OF ORO-MEDONTE I REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO.: COFA2002-B-27-32 PREPARED BY: Todd Weatherell DA TE: September 3, 2002 APPLICANT: Gordon Mackie APPLICATION NO.: B-27/02, B-32/02 ROLL NUMBER: 4346010004 19704 LEGAL DESCRIPTION: Concession 11, Lot 1 (Oro) I PROPOSAL I The purpose of applications B-27/02 to B-32/02 is to permit the creation of a six new residential lots. The new lots are proposed to have a minimum lot frontage of 30.48 metres (100 feet) and a minimum lot depth of21 1.1 1 metres (692.6 feet) and a minimum lot area of 0.5788 hectares (1.947 acres). There will be two parcels ofJand to be retained. One parcel will have a lot frontage of 3.048 metres (10 feet) and a lot area of 0.073 hectares (0.18 acres), which will be deeded, to the Church to accommodate a well. The second parcel to be retained will have a lot frontage of 45.44 metres (149.08 feet), a lot depth of 216 metres (708.66 feet), and a lot area of 0.990 hectares (2.45 acres) to be used for residential purposes. I AGENCY COMMENTS ~ Building Department: No concerns Roads Department: Township has 2 cross culverts together, crossing 10th Line, any driveway from these new lots must be at least 3 metres away from inlet of crossing. 8b-L\ I OFFICIAL PLAN I The subject property is designated Rural Settlement Area in the Township's Official Plan. The intent of the Rural Settlement Area Designation is to maintain and create attractive communities with suitable amenities and to ensure that settlement areas are developed in a logical and cost-effective manner. This application is subject to the policies of Section D4.3.2 New Residential Lots by Consent The creation of new lots for any permitted use by consent to sever is permitted, provided a Plan of Subdivision is not required in accordance with Section D4.3. J and provided the proposed lot: a) fronts onto an existing public road that is maintained year round by a the Township, County or Province; b) will not cause a traffic hazard as a resuJt of its location on a curve or a hill; c) can be serviced with an appropriate water supply and an appropriate means of sewage disposal; d) complies with the County of Simcoe access policies if the proposed lot is to be accessed by a County road; and, e) is not located on Jands designated Rural Settlement Area in the Forest Home or Prices Comers Settlement Areas. The application appears to comply with the Official Plan policies under section D4.3.2. I ZONING BY -LA W I The subject property is zoned Residential One Exception ]]9 (RJ *]]9) in the Township's Zoning By-Jaw 97-95, as amended. Exception J 19 deals with setbacks from the Environmental Protection Zone, which is located at the rear of the property. With the subject property being divided to create 6 new lots, the application would confonn to the policies of the Zoning By-law as it meets the Township's lot area and frontage. :?b -5 I RECOMMENDATION , It is recommended that Consent Application B-27/02-B-32/02 be GRANTED subject to the following conditions: 1. That the Township of Oro-Medonte Building Department approves of the application, in writing. 2. That three copies of a Reference Plan of the subject lands prepared by an . Ontario Land Surveyor be submitted to the Committee Secretary or appropriate registerable description. 3. That three copies of deeds be submitted to the Committee Secretary to be stamped using Form 2 as prescribed in the Planning Act. 4. That all Municipal taxes be paid to the Municipality. 5. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of giving of this notice. 6. That the County of Simcoe be requested to rescind the current Draft Plan of Approval (43 OM-90050). 7. That a Development Charges Fee be paid to the Township ofOro-Medonte in the amount determined by Council as of the date the fee is received by the Township. 8. That the applicant pay to the Municipality the sum of $500.00 for each lot to be created as cash-in-lieu of parkland pursuant to the Planning Act, R.S.O. 1990 c.P.13. Submitted by, Todd Weatherell, Junior Planner TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date Yb-0 Decision BE IT RESOLVED that: Moved by, Dave Edwards seconded by Joe Charles "That the Committee hereby GRANT AppJication B-27/02-B-32/02 subject to the following conditions: I. That the Township of Oro-Medonte Building Department approves of the application, in writing. 2. That three copies of a Reference Plan of the subject lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary or appropriate registerable description. 3. That three copies of deeds be submitted to the Committee Secretary to be stamped using Form 2 as prescribed in the PJanning Act. 4. That all Municipal taxes be paid to the Municipality. 5. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of giving of this notice. 6. That the County of Simcoe be requested to rescind the current Draft Plan of Approval (43 OM-90050). 7. That a DeveJopment Charges Fee be paid to the Township of Oro-Medonte in the amount detennined by Council as of the date the fee is received by the Township. 8. That the applicant pay to the MunicipaJity the sum of $500.00 for each lot to be created as cash-in-lieu ofparkJand pursuant to the Planning Act, R.S.O. 1990 c.P.J3. 9. That 0.18 acres be dedicated to the Willis Presbyterian Church with construction of a well at no cost to the Church. .....Carried" gb-i . . HORSESHOE VALLEY ROAD ----'I I r--~---r--~---r--~----- I I COMMUNITY I I I REl\DENTIAL I I I CENTRE I I EXISTING I I I I I I I I I f----l I I I I I I . I N59"30'poME 168.99 I I 15.24 ,. ,/ -- I I CHURCH ~ '" 1 _ -;;Remainder . ,.,,... - ,... I I ~~: ~ I z ~ N59"30'OO"E 40.32 i Parcel 1 3.048 ~ Lot Area = 1.207 ha (2.983 ae.) I 40.32 15. .. I ... ci 211.11 ,., I I Parcel 2 I '" Lot Area = 0.788 ha (1.947 ae.) N " ,., I 212.09 . I Parcel 3 I '" Lot Area = 0.792 ha (1.956 ae.) N " i:! I ,., 213.07 ... ...J 0 ,., I. w . l' <( Parcel 4 ~ I z '" E ...J ~ ,.; Lot Area = 0.795 ho (1.965 ae.) ... 0::: - ~ '" ,., N N <( I -.J " z l' ,., 0 '. 214.05 ::) 0::: I .c ;., ,., I +-' g 0::: z Parcel 5 ::) 0 I '" Lot Area = 0.794 ha (1.963 ae.) .,-- N 0::: " ,., I , 215.03 I I Parcel 6 I m Lot Area = 0.980 ha (2.422 ae.) ... '" ... I 216.22 I I Remainder ... Lat Area = 0.990 ho (2.447 ae.) I ... '!j I I N57"43',O"E 217.3-40 I R U R A L I , ?? D- . ~. TOWNSHIP OF ORO-MEDONTE ~ REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO.: COFA2002-B-18, B-19 PREPARED BY: Todd Weatherell DATE: September 3, 2002 APPLICANT: Greg and Judith Thatcher APPLICATION NO,: B-18/02, B-19/02 ROLL NUMBER: 4346 020 005 11601 LEGAL DESCRIPTION: Concession 9, N, Part Lot 15 (Medonte) I PROPOSAL I The purpose of applications B-18/02&B-I9/02 is to permit the creation of a two new residential lots. The new lots are proposed to have a lot frontage of 32.3 metres (J 06 feet) and 31.8 metres (J 04 feet), a lot depth of 301.0 metres (987.5 feet) and a lot depth of 297.0 metres (974.4feet) and a lot area of 0.97 hectares (2.4 acres) and 0.94 hectares (2.33 acres). The land proposed to be retained would a lot frontage of 222.6 metres (730.3 feet), and a lot area of 6.50 hectares (J 6.06 acres). I AGENCY COMMENTS , Building Department: No Concerns Roads Department: No Concerns, County Letter from previous circulation attached. I OFFICIAL PLAN I The subject property is designated Rural Sett]ement Area in the Township's Official Plan. The intent of the Rural Settlement Area Designation is to maintain and create attractive communities with suitable amenities and to ensure that settlement areas are developed in a logical and cost-effective manner. This application is subject to the policies of Section D4.3.2 New Residential Lots by Consent '8 b-C! I The creation of new lots for any permitted use by consent to sever is permitted, provided a Plan of Subdivision is not required in accordance with Section D4.3.1 and provided the proposed lot: a) fronts onto an existing public road that is maintained year round by the Township, County or Province; b) wjJJ not cause a traffic hazard as a result of its location on a curve or a hill; c) can be serviced with an appropriate water supply and an appropriate . means of sewage disposal; d) complies with the County of Simcoe access policies if the proposed lot is to be accessed by a County road; and, e) is not located on lands designated Rural Settlement Area in the Forest Home or Prices Comers Settlement Areas. The application appears to comply with the Official Plan policies under section D4.3.2. The Committee should be satisfied that a Plan of Subdivision is not required under Official Plan policies D.4.3. I (d) which states that a plan of subdivision is required to ensure that the entire land holding or area is developed in an orderly and efficient manner. I ZONING BY-LAW I The subject property is zoned AgriculturallRural Exception 15 (AIRU*15) in the Township's Zoning By-law 97-95, as amended. Exception 15 deals with Lands adjacent to Settlement areas, and only uses that existed on the effective date of this By-law (Nov. 5/97) are permitted on those lands. With the subject property being divided to create two new lots, that would change the existed use on the property, therefore the application would not conform to the policies of the Zoning By-law. The applicant's would be required to rezone the property as a condition of consent. I RECOMMENDATION , It is recommended that Consent Application B-1 8/02 and B-19/02 be Deferred until Committee is satisfied that a Plan of Subdivision is not required under Official Plan policies D.4.3.1 (d) which states that a plan of subdivision is required to ensure that the entire land holding or area is developed in an orderly and efficient manner. 8b-10 Submitted by, Todd WeathereJl, Junior Planner TOWNSHIP PLANNER COMMENTS: . Andria Leigh, PJanner Date Decision BE IT RESOLVED that: Moved by Joe Charles, seconded by Dave Edwards "That the Committee hereby DEFER AppJication B- I 8/02 & B-1 9/02 but support in principle development by consent subject to receipt of: 1. Completion of an Environmental Impact Study (EIS) for the total 9 lots; 2. Submission of application for the additional 7 lots by consent; 3. Approval from the County of Simcoe in regards to individual entrances; and 4. A revised site plan showing the total 9 lots. .. ...Carried 8b-)\~ ~l ! ~~I! ~. . \ ~~ zz ~ a \ / 00 ..... 0>0 0 I / Z ZLU LU I I Wo:::;;::::;;: (J) Vi u. I : \1 5t30~LU uUCL08 t I ZI u.:::;;: \j a::8(/)0(/) o Z 0 I.J.. _3: CL u. LOOIO Z ~I- VJ >- o t;W ~ I- I=....JI 0 Z <c I-I-=> U u. 0 :JO~WU a.. I- >- F a.. 0:::....J <c <(0::: Z CLW - :::;;:;: ~O u.Z '-..J <<'I I FI %' ~I i c!)' i % F VI X w J,...,. C\ {.,.J .,. \F~~ ~ TOWNSHIP OF ORO-MEDONTE ~ REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO.: COFA2002-A30 PREPARED BY: Todd Weatherell DATE: September 3, 2002 . APPLICANT: Ruth and Allan Juriansz APPLICATION NO.: A-30/02 ROLL NUMBER: 434601000714400 LEGAL DESCRIPTION: Plan 742, Lot 1 (Oro) I PROPOSAL , The applicant is requesting relieffrom the minimum required lotfrontagefrom 30 metres (98.7 feet) to 15.24 metres (50 feet). I AGENCY COMMENTS I Building Department: Provide verification of existing septic system and locations on properties, and well for guesthouse property provide location (potable water). Roads Department: No concerns DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE OFFICIAL PLAN? The subject property is designated Rural Settlement Area in the Township's Official Plan. The intent of the Rural Settlement Area Designation is to maintain and create attractive communities with suitable amenities and to ensure that settlement areas are developed in a logical and cost-effective manner. The proposed variance appears to conform with the general intent of the Rural Settlement policies as it will separate two dwellings on one property. $5 b - '3 DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE ZONING BY-LAW PROVISIONS? The subject property is zoned Shoreline Residential (SR) in Zoning By-law 97-95 as amended. The proposed variance would pennit one lot to have a minimum lot frontage of 15.24 metres (50 feet) instead of the required 30 metres (98.7 feet). The proposed variance would not meet the required lot area for the Shoreline Residential Zone and should be amended to include a request for relief from the minimum lot area requirement. , IS THE VARIANCE DESIRABLE FOR THE APPROPRIATE DEVELOPMENT OR USE OF THE LAND? The subject property is well buffered from the neighbouring properties by the significant wooded area on the property; therefore the variance appears appropriate for the development on the property. I IS THE VARIANCE MINOR IN NATURE? ~ The variance proposed is considered minor in nature, as it does not affect any surrounding neighbours, and it will clean up properties that have two dwellings on one property. I RECOMMENDA TION ~ It is recommended that Minor Variance Application A-30/02 be DEFFERED to allow an amendment to consider a variance for the minimum required lot area. Submitted by Todd Weatherell, Junior Planner TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date 2? b -1Y Decision BE IT RESOLVED that: Moved by, Ken Robbins seconded by Joe Charles "That Minor Variance Application A-30102 be DEFERRED to allow an amendment to consider a variance for the minimum lot area." .. ...Canied. , \;:- ~U TOWNSHIP OF ORO-MEDONTE , REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO,: COF A2002-B33 PREPARED BY: Todd Weatherell DATE: September 3, 2002 APPLICANT: Ruth and Allan Juriansz APPLICATION NO.: B-18/02, B-19/02 ROLL NUMBER: 4346010007 14400 LEGAL DESCRIPTION: Plan 742, Lot 1 (Oro) I PROPOSAL , The applicant is proposing a severance from a parcel with two existing dwellings. The land to be conveyed has a lot frontage of 15.24 metres (50 feet), a lot depth of 40.8 metres (J34 feet) and a lot area of 0.062 hectares (0.154 acres). The land to be retained would have a lot frontage of 30.48 metres (JOOfeet), a lot depth of 41.5 metres (136feet), and a lot area of 0.13 hectares (0.313 acres). I AGENCY COMMENTS I Building Department: Provide verification of existing septic system and locations on properties, and well for guesthouse property provide location (potable water). Roads Department: No concerns I OFFICIAL PLAN ~ The subject property is designated Rural Settlement Area in the Township's Official Plan. The intent of the Rural Settlement Area Designation is to maintain and create attractive communities with suitable amenities and to ensure that settlement areas are developed in a logical and cost-effective manner. The application would be subject to D4.3.2 Land division by consent. The creation of new lots for any permitted use by consent to sever is permitted, provided a Plan of Subdivision is not required in accordance with Section D4.3.1 and provided the proposed lot: ~1 6'n-!' _, ,t) a) fronts onto an existing public road that is maintained year round by a the Township, County or Province; b) wil! not cause a traffic hazard as a result of its location on a curve or a hil!; c) can be serviced with an appropriate water supply and an appropriate means of sewage disposal; d) complies with the County of Simcoe access policies if the proposed lot is to be accessed by a County road; and, e) is not located on lands designated Rural Settlement Area in the Forest Home or Prices Comers Settlement Areas. The application appears to comply with the Official Plan policies under section D4.3.2. subject to comments from the building department on subsection (c). I ZONING BY .LA W I The subject property is zoned Shoreline Residential (SR) in the Township's Zoning By-law 97- 95, as amended. The proposed lot creation would permit one lot to have a minimum lot frontage of 15.24 metres (50 feet) instead of the required 30 metres (98.7 feet). The proposed lot creation would not meet the required Lot Area for the Shoreline Residential Zone; therefore it would require the current minor variance application for the lot frontage to be amended to include the lot area variance required. I RECOMMENDA TJON I It is recommended that Consent Application B-33/02 be DEFER to allow the minor variance application A-30/02 to be amended as noted above. Submitted by, Todd Weatherell, Junior Planner TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date , 7 D Decision BE IT RESOLVED that: Moved by, Dave Edwards seconded by Ken Robbins "That the Committee hereby DEFER Application B-33/02 to allow for Minor Variance Application A-30/02 to be amended. .. ...Carried" . 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John F, Ayliffe, AACI, FRI, CPM 'T~"" ZSN:VHmt 'M 'V 'MG SH9 OC9 9H xva os:;n Hid ZO/OC/SO <6 i"A o -oIv TOWNSHIP OF ORO-MEDONTE I REPORT TO COMMITTEE OF , ADJUSTMENT REPORT NO.: COF A2002-A27 PREPARED BY: Todd Weatherell DATE: September 4, 2002 APPLICANT: AI and Larry Nelson APPLICATION NO,: A-27/02 ROLL NUMBER: 4346 010 005 353 LEGAL DESCRIPTION: Conc. 14, Plan 979, Lot 18 (Oro) I PROPOSAL ~ The applicant is requesting relief from Section 5.4 (a) Apartment Dwelling Units Accessory To A Single Detached Dwelling. Reliefis required for the dwelling unit, which has a gross floor area of 84.7 square metres (912 square feet) exclusive of the apartment dwelling unit and not the permitted 110 square metres (1184 square feet). I AGENCY COMMENTS , Building Department: septic permit 880/02 was issued based on an addition to a single dwelling unit. The addition of an accessory apartment would require a new change of use septic system application. Roads Department: No comments received )('1 r oo-JI DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE OFFICIAL PLAN? The subject property is designated Shoreline in the Official Plan. The general intent of the policies is to maintain the character of the shoreline residential area and to protect the natural features of the shoreline area and the immediate shoreline. The proposed variance would pennit the construction of an addition used as an apartment, which would be on the roadside and not the lakeside. The application would appear to maintain the character of the shoreline residential area and would appear to generally confonn with the intent of the Official Plan. DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE ZONING BY-LAW PROVISIONS? The subject property is zoned Shoreline Residential (SR) in Zoning By-law 97-95 as amended. The Shoreline Residential zone applies to all lots located within the vicinity of the shoreline including back lots. The application does not appear to comply with the Zoning By-law as an accessory apartment is not permitted in the Shoreline Residential Zoning, therefore the applicant's would be permitted to apply for a rezoning if Committee grants application. IS THE VARIANCE DESIRABLE FOR THE APPROPRIATE DEVELOPMENT OR USE OF THE LAND? Upon site inspection it would appear that the proposed variance is desirable, as it does not affect any of the surrounding neighbours. I IS THE VARIANCE MINOR IN NATURE? I The proposed variance is considered minor in nature, as it does not affect any of the surrounding neighbours. <g b "" - j i ~ I RECOMMEND A nON I It is recommended that Minor Variance Application A-27/02 be granted subject to the following list of conditions. I. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by J) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of survey/real property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in confonnity with the dimensions as set out in the application, as submitted; 3. That the Township of Oro-Medonte Building Department approve of the application, in writing; 4. That the appropriate building pennit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, c.P. 13; 5. That all municipal taxes be paid to the Township of Oro-Medonte. 6. That the applicant apply to the Township to Rezone the property to allow for an accessory apartment to be permitted. Submitted by, Todd Weatherell, Junior Planner TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date g' ~ Dd'J Decision BE IT RESOLVED that: Moved by, Ken Robbins seconded by Dave Edwards "That Minor Variance Application A-27/02 is GRANTED subject to the following list of conditions. 1. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by 1) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of survey/real property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in confonnity with the dimensions as set out in the application, as submitted; 3. That the Township of Oro-Medonte Building Department approve of the application, in writing; 4. That the appropriate building permit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. J990, c.P. J3; 5. 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("-'," i , ' i I \ 1-\ I ."-- ---.--.--, I _ It: - ~--!._-;--. --.- ..-. ..,.--. --:..-.----. -----+--;----..:-- ! . , ~ b-d5 TOWNSHIP OF ORO-MEDONTE ~ REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO.: COFA2002-A28 PREPARED BY: Todd Weatherell DATE: September 3, 2002 APPLICANT: Marjorie and David Edmund APPLICATION NO.: A-28/02 ROLL NUMBER: 4346 020 003 06800 LEGAL DESCRIPTION: Con. 9, West Part Lot 6 (Medonte) I PROPOSAL , The applicant is requesting relief from Section 5.28 of the Township's Zoning By-law. The applicant is requesting a reduced setback from the limits of an Environmental Protection Zonefrom 30 metres (98.4 feet) to 13.5 metres (44.3feet) on the east side yard, and from 30 metres (98.4 feet) to 15 metres (49.2feet) on the south side yard, which would allow for the construction of a single family dwelling. IAGENCY COMMENTS I Building Department: Roads Department: DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE OFFICIAL PLAN? The subject property is designated Agricultural in the Township's Official Plan. The general intent of the rural policies is to preserve the agricultural character of the area and maintain the open countryside. The proposed variance would permit the construction of a single detached dwelling without the required setback to a ravine and creek area as identified only in the zoning and not identified within an environmental protection designation. is b -~6 DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE ZONING BY-LAW PROVISIONS? The subject property is zoned AgriculturallRural (AIRU) and Environmental Protection (EP) in Zoning By-law 97-95, which recognizes the creek and ravine area on the subject property. The intent of the by-law is to ensure that sufficient setbacks are established from steep sJopes and for flooding purposes. IS THE VARIANCE DESIRABLE FOR THE APPROPRIATE DEVELOPMENT OR USE OF THE LAND? The subject property is weIJ buffered from the neighbouring properties by the significant wooded area on the property, and it appears that there is sufficient setback to the slope/creek for the dwelJing; therefore the variance appears appropriate for the development of a single family dweIJing with the proposed septic being located in the front yard on the property. I IS THE VARIANCE MINOR IN NATURE? ~ The variance proposed is considered minor in nature, as it does not affect any surrounding neighbours, and a minor variance was granted on August 8, 2000 with a setback from the smaIJ creek of 22.86 metres (75 feet) to the deck, with the house to be 15.24 metres (50 feet) to the east side creek instead of the required 30 metres (98.4 feet). I RECOMMENDATION ~ It is recommended that Minor Variance Application A-28/02 be approved subject to the following list of conditions. J. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by I) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of survey/real property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in confonnity with the dimensions as set out in the application, as submitted; 3. That the Township of Oro-Medonte Building Department approve of the application, in writing; 4. That the appropriate building pennit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, C.P. 13; 5. That all municipal taxes be paid to the Township of Oro-Medonte. <;: b -611 Submitted by, Todd Weatherell, Junior Planner TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date Decision BE IT RESOLVED that: Moved by, Joe Charles seconded by Ken Robbins "That Minor Variance Application A-28/02 is GRANTED subject to the following list of conditions. I. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by 1) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of survey/real property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in conformity with the dimensions as set out in the application, as submitted; 3. That the Township of Oro-Medonte Building Department approve of the application, in writing; 4. That the appropriate building permit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, c.P. 13; 5. That all municipal taxes be paid to the Township ofOro-Medonte. ... ..Carried. ['\ i.J ..~, t.i . . ..... ~I ~/7 . D-cJ;6 1:750 . ~ / , \ ~~\ \ \ \ \ , \ POND ., \ " . . '; \ , . \ \ \ " ". \ , \ t; :l~\ \ i5 \ \, 1I1 .,. - {) f'j' , '" 1~ '''\ ", '6 \)\ ~ 5 f\ . ~ ',,' ;\.., _Ill , ~: \ )\ ... I'}. ' ' \ ~liED .. " "1<J 8';: --.--~.- <r DG}"U:c,J-SI-I&P \ f'" 0 , \ IS /'1 ,v '11'-0:- \ 151 ,') G~I'-</ ... ./ . f ai-H ' .. 13....1'\1': \ .~ TOPor" -: r<" \P \ \ .. \ \ - , 53.5'" \ '-'b AC'-, / ,( " 2> - dVI TOWNSHIP OF ORO-MEDONTE REPORT TO COMMITTEE OF ADJUSTMENT REPORT NO.: COFA2001-A19 PREPARED BY: Todd WeathereJl DATE: September 4, 2002 APPLICANT: John McCuJloch APPLICA nON NO.: A-19/0l ROLL NUMBER: 4346 010 009 487 LEGAL DESCRIPTION: Plan 798, Lot 6 (Oro) I PROPOSAL ~ The applicant is requesting relief from the minimum exterior side yard setback from 7.5 metres (24.6feet) to 4.9 metres (16.08feet)fora detached garage. Committee granted relieffrom the exterior side yard from 7.5 metres (24.6feet) to 5.31 metres (17.4 feet) on September ]3'h 2001. IAGENCY COMMENTS I Building Department: No Concerns . Roads Department: No Concems -t b -3D DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE OFFICIAL PLAN? The subject property is designated Shoreline in the Official Plan. The general intent of the policies is to maintain the character of the shoreline residential area and to protect the natural features of the shoreline area and the immediate shoreline. The proposed variance would permit the construction of a new detached garage. The application would appear to maintain the character of the shoreline residential area and would appear to generally conform with the intent of the Official Plan. DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE ZONING BY-LAW PROVISIONS? The subject property is zoned Shoreline Residential (SR) in Zoning By-law 97-95 as amended. The Shoreline Residential zone applies to all lots located within the vicinity of the shoreline including back lots. The application appears to comply with the Zoning By- law as a detached garage is permitted in the Shoreline Residential zoning. IS THE VARIANCE DESIRABLE FOR THE APPROPRIATE DEVELOPMENT OR USE OF THE LAND? Upon site inspection it would appear that the proposed variance is desirable as it is surrounded by a hedge and the garage was moved away from this hedge to preserve it which lead to this revised minor variance application. lIS THE VARIANCE MINOR IN NATURE? I . The proposed variance is now considered minor in nature, as it does not affect any surrounding neighbours. ~ b -2>1 I RECOMMENDATION ~ It is recommended that Minor Variance Application A-23/02 be granted subject to the following list of conditions. 1. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by 1) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of survey/real property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in confonnity with the dimensions as set out in the application, as submitted; 3. That the Township of Oro-Medonte Building Department approve of the application, in writing; 4. That the appropriate building permit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the PJanning Act R.S.O. J 990, c.P. 13; 5. That all municipaJ taxes be paid to the Township of Oro-Medonte. Submitted by, Todd Weatherell, Junior Planner . TOWNSHIP PLANNER COMMENTS: Andria Leigh, Planner Date /) ~ -~ v DECISION BE IT RESOLVED that: Moved by, Ken Robbins seconded by Dave Edwards "That Minor Variance AppJication A-19/01 is GRANTED subject to the foJlowing list of conditions. I. That the setbacks be in confonnity with the dimensions as set out in the application, as submitted; 2. That the Township of Oro-Medonte Building Department approve of the application, in writing; 3. That the appropriate buiJding permit be obtained from the Township's Chief Building Official only after the Committee's decision becomes final and binding, as provided for within the PJanning Act R.S.O. J 990, c.P. 13; 4. That all municipal taxes be paid to the Township of Oro-Medonte. .....Car ried. . ~-_." -----. _._--,-,~,-""'_.".",,. - I -1 9 '6 i <ib-33 i i C\ ' ",' I I ~ , ? \... P- I I , I l A N E. I t:.\) II I I , \t:.R 'CONNE. I I G \ S 6,56 0 ~ ~~.~ ! I t... j I at i R iii i jJ{M. I ...7.66 (41.70 t<EG'O I _ _ '~.. :d,:: h~ * p/J:I"J8}) , I .3'J:! - j I. .4,E/WJ</S , I -- !a , -- I' I - \D i /. ;/ I ! ~I / ',1<20 ~ \ i I .. \ . I ~ I' ~ \~ :: I i ~~~ ! 2: \ .. ~ Ir) !___~~, Cb ! , w ~I~ J~-J. i ! ;) .... I'-. I I ~ CO I -:> I '\ ! i J I , . i l . . i " D , I . ... , ~ . , i ! l- I i I 0 i r I -- I -- i l 2,19 ...: --I I I '" ! i 2. '" I I i , I i I j end of fence , I \Or l- i 'i"! IP(oo) I 0,..._ i G,i , """ 0 o,os ....... I i' end of hllldgll I I /.t ~o...._ I I i --I I ;Ji;IJ~ I i 11 ~El I i i , , ! , ~ l i ! . ..........i I I -- 0.:11 I ! I . 0 . 10 ! ~--- , I m.... I I , lAKE. I I Proposed addition to I main I i dwelling & replacement , I , garage at 1 1 O'Connell Lane i I Lot 6 Plan 798 , I Updated July 25, 2001 Township of Oro-Medonte i i ----------- - __~~________,,__.~__."'_w.~ ~b -34 TOWNSHIP OF ORO-MEDONTE I REPORT TO COMMITTEE OF I ADJUSTMENT REPORT NO.: COFA2002-A29 PREPARED BY: Todd Weatherell DATE: September 4, 2002 APPLICANT: Egle and Derek Yair APPLICATION NO.: A-29/02 ROLL NUMBER: 4346010007088 LEGAL DESCRIPTION: Range 1, East Part Lot 1 (Oro) I PROPOSAL ~ The applicant is requesting relief from the exterior side yard requirement for an addition to an existing dwelling from 7.5 metres (24.6 feet) to 4 metres (13.12 feet). I AGENCY COMMENTS , Building Department: septic permit approval required prior to issuance of a building permit Roads Department: No Concerns DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE OFFICIAL PLAN? The subject property is designated Shoreline in the Official Plan. The general intent of the policies is to maintain the character of the shoreline residential area and to protect the natural features of the shoreline area and the immediate shoreline. The proposed variance would permit the construction of an addition and garage, which would be on the roadside and not the lakeside. The application would appear to maintain the character of the shoreline residential area and would appear to generally conform with the intent of the Official Plan. DOES THE VARIANCE CONFORM WITH THE GENERAL INTENT OF THE . ZONING BY -LAW PROVISIONS? The subject property is zoned Shoreline Residential (SR) in Zoning By-law 97-95 as amended. . The Shoreline Residential zone applies to all lots located within the vicinity of the shoreline including back lots. The variance appears to conform, as the existing dwelling is currently only 5 metres away from the exterior side yard setback. Clarification is required from the applicant as the applicant's sketch showing a proposed distance of II feet 4 and a half inches and the application is requesting 13.12 feet are not consistent and the current request may have to be re- circulated if amended. ??b-35 IS THE VARIANCE DESIRABLE FOR THE APPROPRIA TE DEVELOPMENT OR USE OF THE LAND? Upon site inspection it would appear that the proposed variance is desirable, as it is surrounded by large trees and hedges, and it does not appear to affect any of the surrounding neighbours. lIS THE VARIANCE MINOR IN NATURE? I The proposed variance is considered minor in nature, as it does not appear to affect any of the surrounding neighbours and generaJly maintains the existing house setback. I RECOMMENDA TlON I It is recommended that Minor Variance Application A-29/02 be DEFERRED until clarification is received from the applicant about the requested exterior side yard setback. Submitted by, Todd WeathereJl, Junior Planner TOWNSHIP PLANNER COMMENTS: . Andria Leigh, Planner Date o'b - 3b Decision BE IT RESOLVED that: Moved by, Dave Edwards seconded by Joe Charles "That Minor Variance AppJication A-29/02 be Granted subject to the following conditions: J. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by I) pinning the footing and 2) verifying in writing prior to pouring of the foundation by way of surveylreal property report prepared by an Ontario Land Surveyor. 2. That the setbacks be in conformity with the dimensions as set out in the application, as submitted and that the Building Department verifies the height at the time of inspection; 3. That the Township of Oro-Medonte BuiJding Department approve of the application, in writing; 4. That the appropriate buiJding permit be obtained from the Township's Chief Building Official onJy after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, C.P. 13; 5. That all municipal taxes be paid to the Township of Oro-Medonte. .....Carried. , i c----------- ) J 'e ----------. ~b-37- 1- ~ I I t I EXISTING ACCESS ROAD! ( . . I IJ,r-\,! l,. I I " . o ., -- '" 0 <;'" N \.......,....\ (- 'i ~1, I - ----.~. r GRAVELLED PARKING AREA. J ~~ ~~ 0[ ""_"' Z:;-P"'~""'~ '. .." ?'~" 0 '" . '" '4 'i , .C'L""C~,"''''t~'''T ...'" "',.IV,$Vl."" '" I ' I ~-""-~J'),..r.itl 1.. /,-..r~ '\S.'1."-" .~"';i..~~."'.2.~ C\,'-'\; <"'V"~......-1 <." <-...- ~-- --:;.~.............-:. <.. ,< ~ "1''; ~ ","""=-~~"" ~,,- "?,' , ~,~ ~~ ~~~ 11 'I I J I I I" \'c' I I I I I I '~i': : : : : 11'-41/2,,1 r"5<.' ! : : :: r-.!:W I J ! I ~.,\"') ! I I I! DRIVEWAY I I ~{'r:*' I I EXISTING: : " t )' ~ : : TILe: BED: : I :+ f b"'l, I ! I ! 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I -<;1\ -15"6..-t I ;i'/Ii ..i i ~ J. v).t?t"ff '. rlM<;JS'\{* It';,\!) _ EXI5Tl~ ~':-_ ~"" S 1 Il \:..,:f:' .---_~ CEb^R{)ECt:~:., (,~"\>"- ("'''' /- ,', iOOiiI~III~~III~ 'r,,,~) /) \-\'1 - 1111 '1~~.,ijlllillllli~lh;. I,~,"" C I ,"",//1 1~11h.. .)'r '"",, ,_, ,,?,{ 1 \ ,\.,,~ f ).;-, "A" "t '. If '"c '(' '" &'\,\ n ~ ~.l .--.-... rJ::."?. IJJl!.>'~~ <-k: I.d I ~'\~~; I"--~' }'ri~,Jlf. in " #' -q' J \, ~,. ) ~I ,...., _ -to' (> L IJ" ':1 N' . ) "" t'J'--h,s"r-,.I',"! It! 'r;:, \ 0 - ("-);~ t'~ ~~~ V"". "2'" ,'1i'1)' l! 1 I -.ftty.,., r ;J"'-. .J{ (or;. -~.. 10- y -- rt' (.;"I'\~~'" 11:,'T?~.J l EXISTING \ '. iV~.;tr1/\\'\"! .. .'" ' I ' " I c"?J1..:-"' WALK i \, ~ ~ "1'''i? I I I I ,"'~ ,"I I \.;\":;