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06 20 2007 COW AgendaTOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, JUNE 20, 2007 TIME: 9:00 a.m. 1. NOTICE OF ADDITIONS TO AGENDA 2. ADOPTION OF THE AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 4. DEPUTATIONS: None. 5. CORRESPONDENCE: a) Ron Reid, Executive Director, The Couchiching Conservancy, correspondence dated June 5, 2007 re: Land Transfer Request, Bay Street to Ridge Road Property. b) Mike and Bev Patrick, correspondence dated June 6, 2007 re: Peter Street Sign Requests. c) John Bryant, correspondence received June 11, 2007 re: Part of Road Allowance known as Park Drive and Part of Lot 344, Plan 626, Township of Oro-Medonte. d) Mac Shiells, Treasurer, Oro-Medonte Community Policing Committee, correspondence dated June 7, 2007 re: Application for Grant/Subsidy Request. 6. FINANCE AND ADMINISTRATION: a) Jennifer Zieleniewski, CAO re: OMEGA (Oro-Medonte Environmental Group Advisors), Draft Terms of Reference [to be distributed at meeting]. b) Councillor Agnew, Discussion re: Shanty Bay Sidewalks. c) Councillor Agnew, correspondence dated May 7, 2007 re: Lake Simcoe Region Conservation Authority Board Meeting Highlights. d) Report No. TR 2007-14, Paul Gravelle, Treasurer, re: Statement of Accounts, May, 2007. e) Doug Irwin, Clerk, memo correspondence dated June 15, 2007 re: Draft By-Law, 2007- 069, "A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law Nos. 2004-124, 2005-059, 2005-107 and 2007-020". 7. PUBLIC WORKS: a) Report No. PW 2007-06, Jerry Ball, Public Works Superintendent, re: Heating/Cooling Upgrades for the Administration Centre. 8. ENGINEERING & ENVIRONMENTAL SERVICES: None. 9. BUILDING, PLANNING AND BY-LAW ENFORCEMENT: None. 10.EMERGENCY SERVICES: None. 11.RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2007-10, Shawn Binns, Manager of Recreation and Community Services re: Request for Exemption - Hawkestone Community Hall, Canada Day Parade. 12.IN-CAMERA: a) Jennifer Zieleniewski, CAO, re: Personnel Matter. b) Jennifer Zieleniewski, CAO, re: Personnel Matter. c) Jennifer Zieleniewski, CAO, re: Personnel Matter. d) Jennifer Zieleniewski, CAO, re: Personnel Matter. e) Jennifer Zieleniewski, CAO, re: Legal Matter. 13.ADJOURNMENT: 2 Z w Q o ~ ~ o ~ c a c O ~ t ~ ~ ~ °' c ~ ° ° `~ o ~ va ~N a s o z r O ~ ~ fl m ~ ~ ~ ~ ~ ~ ~ . cn ~ o ~ W -' = ai ~ m °' ~ a ~ °o ~ > ~ ~ z ~ i-- W N a p tL O +-' • ~ J ~ N~ N r ~ ~ ON ~~E uSa ~ p W ~ O = ~ ~ ~ (,~ O ca a> ~ T a ai ~ ~ O N O CO i6 .i z ~ p~ W d ~~,~ M O -ap O ~ -a W .a N N c U ~ C O = ~- ~ ~ z Q ~ ~ ac ~ ~ OJ ~ Q ~ ~ Q ~ N ~ U rc' O w Q ~tS ~ ~ O ~ Q z Z_ O U ~ ~ U U ~ Q~ ~a ~ ai ai Z p i~ ~- 0 O ~ mU ~ ~~ ~ N o Z ~ ~ - - - W zE~ off U o ~ ~ ~ ~' O O ~ - O a~ Z O C N v G ~ p ~~ Q Z ~ O a ~ O Um ~ U U~ -~ C7 u. a w Q U Z N r N c c 0 N d N Q U Y m .~ a~ N N .~ C O i N c c 0 N a Q U Y N 3 a~ .~ a~ a~ !J N .~ G O m N J N c 0 O U C O U L cTi N J ii N N ui S T m m N J N N s vi S O a JAN-28-2002 01:34 Frorn: The Couchichin~ Conservancy Box 704, Orlllta, ON L3V 6K7 Telephone 705-326-1620 Email na[we®couchconservmtcyca lone 5, 200'7 Mayer Harry Hughes & Members of Council Township of Oro-Mcrionte P.U. Box lUU, Oro, Ontario LOL 2X0 Dear Mayor and Members of Council: As you know, we arc most appreciative ofthc assistance provided by the Township of Oro-Medoute in completug the acquisition of The Church Woods, and we were pleased to be able to repay the loa,1 quickly. We are now completing a boundary survey attd heginning the management process to ensure that this property can be an asset for residents of the Township for many years to come. As an adjunct to this successful project, we are asking Council to consider a regttest to transfer to The Couahiching Conservancy all or part of the piece of Township property mm~ing froth Hay Street to Ridge Koad. "Phis would allow us to develop a link for non- motorized trait users to fhe neighbourhoods and the Rail-trail to the north of Ridge Road. It would also prcvcut future development pressures on the wooded areas immediately adjacent to The Clnirch Woods, and avoid creating a. traffic Loop along Bay Street. We would he pleased w meet with you or your staff to discuss this request in more detail at your convcnicncc. Sincerely, "' `~ Ron Reid Executive Director To:4870133 P.1~1 Protecting the slrecial natural features of the Couehiehing rngion for future generations WehSite: wwwenuchconcervancy.ca Michael and Beverley Patrick 227 Peter St. W. __ _._.__- R.R.#2 victoria Harbour, ON. LOK 2A0 JUN 0 $ ?Ci~7 To: Mayor H. Hughes pH0-!~EDONTE Roads Supervisor TOW!~SHIP Oro-Medonte Township June 6, 2007 Dear Sirs: Our farm is located on Peter St. at the south east corner of Line 5. This letter addresses concerns associated with the paving of Peter St. which was completed last week. First of all, we were given no advance notice of this job. A note in our mailboxes would have been appreciated. One of our concerns is the increased speed of vehicles. Peter st. is used for other means of transportation, ie. people on bicycles, many horseback riders, people walking their dogs, children and young ones in strollers etc. An accident is just waiting to happen, especially as there are many blind spots on hills and curves in the road. To this end, I am requesting signs indicating ~°bicycles°° °°horses°~ °°people walking°° °°slow°° to be placed at our corner as well as Line 4 and line 6 as you deem appropriate. Another concern is the anticipated upkeep of a paved road. We will just have to trust that you will not let happen to Peter St. what you allowed Line 3 in our area to become! In closing, we're still wondering why you would pave Peter St. at this time and not fix paved road in desperate need of repair, such as Line 3 and Moonstone Road. We thank you for your speedy installation in our request for these signs. Yours truly, r? j ~>~~ Mike and Bev Patrick (705) 835-7057 r" ~~ John Bryant, 26 Charlotte Avenue, R.R. #2 Hawkestone, Ontario LOL 1 TO Mayor and Members of Council Township of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 ~uN i ~ 2!?07 ORO-MEDOP~T~ Subject: Part of road allowance known as Park Drive and part of Lot 344 Plan 626 Township of Oro. On May 31, 2007, 1 purchased Lot 343 and part of Lot 344 Registered Plan Number 626, Township of Oro from Maria Pozsgai. I understand from planning staff, that council held an in-camera meeting on May 10, 2006 to discuss the dis- position of lands adjacent to the property I have just purchased. Upon reviewing, on the internet, Motion Number CW060510-21 from the in-camera meeting, 1 noted recommendation #6; "That part of the road allowance known as Park Drive and part of Lot 344, plan 626 be conveyed to the owner of Lot 343, Plan 626 (Pozsgai) and that the owner be responsible for costs incurred by the township for the survey, advertising and the transfer of the subject prop- „ erty. As the new owner of Lot 343 and part of Lot 344 Registered Plan number 626 Township of Oro, please accept this letter as my expression of interest in ac- quiring these lands subject to the terms stated in Motion Number CW060510-21. As an adjacent land owner, I would appreciate being kept informed of the progress in this matter. Thank you in advance for your consideration. ours truly, Johh B ant ° 4 ORO-MEDONTE COMMl1NIT1( POLICING COMMITTEE "FOREVER ViG/LANT" ~ ` ~ P.O. BOX 100, ORO, ONTARIO lOL 2X0 O.P.P. EXTENDED SERVICES OFFICE TELEPHONE: (705) 835-5190 Mayor Harry Hughes ° °' ,~ ~~~.~ June 7, 2007 Oro-Medonte Township Council ~~(~ `~ 148 Line 7 8: Box 100 ~~DOyV"(E Oro,ONLOL2X0 O[~O- ~~Nlp -rOW Dear Mayor Hughes and Council Members, ~,"" ~~ We have completed the enclosed application form for a grant or subsidy from Oro-Medonte Council. Our request is broken down into three parts. $500 Yo cover the expenses of the OMCPC, $500 to cover the Road Watch program and $360 to cover the room rental for our meetings at the Ian Beazd Community Centre for 1 D months starting in September 2007. OPP Sgt. Brian Morris arranged for the P.A.C.T. (Police and Community Together) presentations last year and they were so successful that we are planning to have the seven week program re-run this fall. These sessions include such topics as OPP Recruitment, alcohol and drug abuse, police canine use, and forensics. After many years of dedicated service, Bev Hubatsch has stepped aside as Chairperson. We hope we have convinced her to continue to provide the Committee with. her valuable knowledge as an on-going member. Bev is being replaced by Hal Hunter. Hal indicated at our most recent meeting, that he would like OMCPC to have a booth at the upcoming Oro Fair. Joan Fitzgerald is stilt the leader of the Road Watch campaign and anticipates printing and distributing new Road Watch pamphlets. We are very hopeful that Council will be able to approve our request for funding. Yours truly, ~ ~_ _. Mac Shiells ~i Treasurer, OPCPC ~_ t # ~ THE CORPORATION OF THE ~ ~"' 148 Line 7 S., Box 100 T O W N S ~I I P Oro, Ontario LOL 2X0 Phone (705)487-2171 Fax (705)487-0133 ~I~~h SON www.oro-medonte.ca "!~/' _ APPLICATION FOR GRANT/SUBSIDY NOTE: GRANT/SUBSIDIES ARE NOT AUTOMATICALLY RENEWED EVERY YEAR. NOTE: ORGANIZATIONS MAY BE REQUIRED TO SUBMIT FINANCIAL STATEMENTS. NOTE: If additional space is reguired to complete your information, please use the attached sheet. wF ~ ~ Sec _ ®Ftc P` Grant/Subsidy Request Amount $~ ~ ~d ~ ~ ~ SAS - ~~~ PART A -Organization Name and Address Information organization Name ~~p " Address S~` City Contact E-mail ~ ~ 3 two - ~4i-r t-t tl~~~ ~b~'tC £c S ~ t ~k4 t.-_ as-~.i~ ~ . ~~~~ ~~ Prov. ~~ S~-4tc~t_~-S ~'s3 ~ " 2- ~- 10`2__ PART B -Organization General Information Number of ~ ~y, Out of Town /~/ Membership Fee Members t~l ~~ ~ ~ Residents -°"' If Applicable Geographic Area Date ~ ~ l Served ©~- ~~ ~~~ ~"~ Formed 1, Outline the mission, purpose and objectives of your organization. to ~tee~`•~~ i ~ B~.-~zt~ {2.ms'z ~'R C~-c~.~ ~' ~cc' d`~ y~ ~( ~f~2 ~ t ~ C ~t ~S S'c ~ OF t ~r c.a.~ 5 i~~ i ~` ~ ~ iJ ~Ik.~ ~.,..Q ~a c A~~ -°~-~s p ~i ~.~~. ~~~5 fJ1 ~ S'fitP~-hLe _ Ct'~ Fax Postal Code ~ ~ ~- I-- ~ Telephone PA~Kbt-~' ~Pr~~ T~ s,v D Please use this additional sheet (and attach more if required) to wmplete the information requested on the Grant/Subsidy Application Form. ~~~ ~utline thth`e mission, purpose and objectives of your organization. I ~ Q ~,- ~'~- 1''~ -~~ ~ ~ `~`~ ~ ~~s--L3 (,-~ L '~~ t~ P~c>cte>~ R 5~~~ ~a<-cr-cw~v~~-y ~i-~na~.-C~k~ fA~t~ouS ~'~2crl~~~- Type of Organi(z}ation (i.e. Registered Charity, Non-Profit Organization, no status, etc.) and registration number if applicable. (~--~ ~~~-~T-tZ_ ~h C~~~~-Cl ~!-'-~ ~~ ~c~`b~l r~ ~"c{ ~, S ~-f~ ®c5 © 1 Other Sources of Revenue (include amounts that have been received or that are anticipated -other grants/subsidies, private funding, etc.). ~urpose for which the current grantJsubsidy, if approved, would be used. Give complete details (i.e. project or event escription, time frame, community benefits). t~t_ ,p Do you currently receive ocher grants or subsidies from the Township (faciliCy subsidization, photocopying, secretarial, etc.). Previous granY/subsidies from the Township? Amount Requested: $ ~ ~ Amount Approved: $ ~ l Year of Request: Year of Approval: ~~ ~~ ~~q J Type of Organization (i.e. Registered Charity, Non-Profit Organization, no status, etc.) and registration number if applicable:," ~ /} (' 1 ~ g^~ ~iSi~' ~~~5 ~n-oaol Other Sources of Revenue (include amounts that have been received or that are anticipated -other grants/subsidies, private funding, etc.). Purpose for which the current grantJsubsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). ~- ~`'' ~c Cove 6P~-aa~'Z~L~ G~~~.-~ t~1~ PcLa~.~G-.~`S Svcs ~° t Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). ~1'revious grants/subsidies from the Township? Amount Requested: $ t Amount Approved: $ ~ L ~o PART C - Si nature of Authorized Official s -_.-/- ._ cam` 2~~~.tto.~l Name & Position-~ Name & Position Year of Request: Year of Approval ~b c;2f1Q Date: ~ ~" S~ ~ ~ Date: ~~~ for office use only Approved: Denied: Amount $ Date: .NOTE: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Quesfions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-'Vledonte,148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 1 Ob~O~a' ~ ~.r` `'"`° cd '~ .~ U c3 ~ ~ ..C i. ~' 4J N O ~ L ~~ ~~ ~ ~ Vl W q ~ ^y O ..m , ~ b 'd b ~ 0 ~ L ~ ~ .. 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"~! i ' ,s'i tJ ~ r, s C~ ~ y'i L: C. ,:t E Q 11 k n From: "Foster, Barbara" <Barbara.Foster@td.com> To: <harry.hughes@oro-medonte.ca> Sent: Monday, June 18, 2007 1:42 PM Subject: Promenade Path June 18, 2007 The Honorable Harry Hughes, Mayor and Council of Oro-Medonte Township Dear Sirs/Madams: -~Z> I am contacting you on behalf of myself, Jerry and Diane Popiuk, Tom Foster and Eva Kroger. We are in receipt of the letter dated June 12, 2007 from Jennifer Zieleniewski. We would like to meet with you to discuss alternatives to using pavement as the surface for the four foot path. Respectfully Submitted, Barbara Foster NOTICE OF CONFIDENTIALITY This communication including any information transmitted with it is intended only for the use of the addressees and is confidential. If you are not an intended recipient or responsible for delivering the message to an intended recipient, any review, disclosure, conversion to hard copy, dissemination, reproduction or other use of any part of this communication is strictly prohibited, as is the takingor omitting of any action in reliance upon this communication. If you receive this communication in error or without authorization please notify us immediately by return e-mail or otherwise and permanently delete the entire communication from any computer, disk drive, or other storage medium. If the above disclaimer is not properly readable, it can be found at www.td.com/legal AVERTISSEMENT DE CON FI DENTIALITE Ce courriel, ainsi que tout renseignement ci-inclus, destine uniquement aux destinataires susmentionnes, est confidentiel. 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Si 1'avis de non-responsabilite ci-dessus nest pas lisible, vous pouvez le consulter a www.td.com/francais/legale 6/19/2007 ~~ June 12, 2007 Tom Foster, Eva Etroger 46 Stanley Avenue Hawkestone, ON LOL 1T0 Re: Promen_ ade Path Dear SirsiMadams: Jerry & Diane Popiuk 51 Stanley Avenue Hawkestone, ON LOL Barbara i;oster 62 Lakeshore Promenade 1T0 Hawkestone, ON LOL 1T0 Your correspondence dated May 17, 2007, with respect to the above-noted matter, was formally received by the Council of the Township of Oro-Medonte at the regular Council meeting of May 23, 2007. After much consideration, Council directed staff to proceed with the arrangement approved by the previous Council. A four foot paved path will be constructed to the existing bollards located ai the Parkentrance from t9 meters westerly of Blackman Boulevard. The down slope to the park will also be paved to assist residents with access. The Township will make best efforts in restoring the grass on both sides of the newly constructed four toot path by laying sod. As a reminder, it is understood that the residents abutting this section will reimburse the Township for the cost of relocating the bollards, which is $ 1,000.00 dollars, plus 50% of $ 1,000.00 dollars, being the total cost for paving the tour toot path. The total cost to be borne by each of the three abutting owners will be $ 500.00. The Township is anticipating a time schedule to begin sometime in July. I would like to lake this opportunity to thank all of you very much for your patience in regards to this matter. Any further inquiries can be directed io Jerry Ball, Public Works Superintendent or my office. ,~gards t JS Jeflnifer ~Ch~ef A ~ ', 2iele wski dmini cer cc: Members of Council Paul Gravelle, Treasurer Jerry Ball, Public Works Superintendent TO WNSH/P OF ORO-MEDONTE MEMORANDUM To: Jennifer Zieleniewski Mayor and Members of Council cc: From: Doug Irwin, Clerk R.M. File #: Date: June 20, 2007 Roll #: Subject: OMEGA Code of Conduct In reviewing the composition and mandates of the committees/technical support groups established by Council, staff have determined that the conduct of these committees/technical support groups are governed by the Procedural By-law. Section 16 of the Procedural By-law states: "STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The provisions of this By-law, with necessary modification, shall apply to Standing/Ad Hoc Township Committees or Technical Support Groups and to any other Committees or 1oca1 boards established by Council from time to time." Section 7 of the Procedural By-law states "CHAIRPERSON -STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chairperson of a Standing/Ad Hoc Committee or Technical Support Group of Council shall be appointed by Council." The Oro-Medonte Environmental Group Advisors (OMEGA) Draft Terms of Reference identify that members shall be appointed, and that a Member of Council shall act as Chairperson. Based on the above-noted sections of the Procedural By-law, and the OMEGA Draft Terms of Reference, the Clerk advises that OMEGA's Conduct will be encompassed under the Procedural By- law, as with Council's other committees/technical support groups. Accordingly, Section 8 of the Procedural By-law is attached. 7.0 CHAIRPERSON - STANDINGIAD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL ? ; The Chairperson of a StandinglAd Hoc Committee or Technical Support Group of -~ Council shall be appointed by Council. 7.1 Absence from Standing/Ad Hoc Committee or Technical Support Group Meeting a) In the absence of the Chairperson, a Chairperson shall be chosen from among the members of the CommitteelTechnical Support Group to preside during the meeting or until the arrival of the Chairperson. 6) The Chairperson of a CommitteelTechnicai Support Group may appoint another member of the Committee to act as the Chairperson while he is temporarily absent from the meeting. '8.0 ORDER AND DECORUM No Member shall: a) disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking; b) resist the rules of Council or disobey the decision of the MayorlHead of Councilor Chairperson on questions of order or practice or upon the interpretations of the rules of order of the Council; c) be permitted to retake histher seat at any meeting after being ordered by the MayortHead of Council or Chairperson to vacate after committing a breach of any rule of order of the Council, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate; d) leave histher place on adjournment until the Mayor/Head of Councilor Chairperson leaves his chair; e) speak until he/she has addressed himself to the Mayor(Head of Council or Chairperson; walk across or out of the Chamber or make any noise or disturbance when the Mayor/Head of Council or Chairperson is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared; g) ignore a dress code for Council Meetings agreed to by the majority Members of Council. 9.0 RULES OF DEBATE 9.1 Rules of Debate -Head of Council/Chairperson In directing the course of debate, the Head of CouncillChairperson shall: a) designate the Member who has the floor when Members raise their hand to speak; b) preserve order and decide questions of order; c) cause to be read all motions/recommendations presented in writing and state all motionslrecommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. DRAFT -June 15.2007 ORO-MEDONTE ENVIRONMENTAL GROUP ADVISORS [OMEGA] TERMS OF REFERENCE It is recoanized that: • Oro-Medonte Council is committed to lead by example to serve as a model in fulfilling environmental responsibilities. • Tapping into the expertise of volunteers has the potential to assist Council in working in concert with residents to fulfil its role. • It is essential that OMEGA work in harmony with existing structures and functions in a manner that avoids duplications. MANDATE: To EDUCATE ADVISE and ASSIST Council bv: • Identifying issues and opportunities for Council's consideration • Acting as a "sounding board" for Council initiatives • Researching and providing information requested by Council • Volunteer work to carry out established environmental strategies within the framework approved by Council • Fulfilling the role of ambassador in regards to the "bigger picture" 1.0 GUIDING PRINCIPLES (Appendix A): In carrying out its mandate, the OMEGA will be governed by the following principles: • Collective and Individual Stewardship • Balanced Perspective • Sustainability 2.0 GENERAL STRUCTURE OF COMMITTEE 2.1 Oversight 2.1.1 Council will guide and define OMEGA's activities. 2.2 Membership (Appendix Bl: 2.2.1 OMEGA members shall be appointed for the term of Council or for a specific initiative 2.2.2 OMEGA shall consist of a minimum of eight (8) public members appointed by Council, two Council members and staff, as necessary. 2.2.3 The appointed public members shall serve on a volunteer basis, with no remuneration 2.2.4 Working Groups may be established for specific projects and issues 2.2.5 OMEGA will be chaired by one of the two Council members 2.2.6 OMEGA members will adhere to a Code of Conduct (Appendix C) 2.3 Activities as Assigned by Council 2.3.1 Research 2.3.2 Education 2.3.3 Report Recommendations 2.4 Reporting to Council 2.4.1 OMEGA will formally report to Council through their minutes, annual report or as requested by Council. 2.5 FundinalBudget 2.5.1 A budget will be considered on an annual basis, in conjunction with the Township of Oro- Medonte's budget deliberations. Expenditures require Council approval. APPENDIX A: (DEFINTION of Terms) Sustainability Use of land or a resource without having a negative impact on ecosystem integrity and with regard for future generations. 2. Balanced Perspective Recognition that decisions taken in the present must consider present and future generations and that considering input from all stakeholders can enhance balanced decisions pertaining to development. 3. Collective and Individual Stewardship We all have urgent responsibilities to learn, convey and apply Environmental Protection Principles, as individuals and as a municipality. APPENDIX B: (OMEGA Composition) Council Two members of Council. One Council representative shall act as Chairperson. Council representation will be shared and will rotate through all members of Council, dependent on subject matter. 2. Staff as a Resource OMEGA activities may encompass a broad range of topics which will not be specific to any particular department. The Staff component of OMEGA will be as a resource, according to topics, and issues. The County of Simcoe will be asked to participate as required. 3. Public Members (minimum of eight) To achieve balance and diversity withir backgrounds in: • Agriculture • Business ! Chamber of Commerce • Conservancy connection • Education system • Ecology • Health and wellness • Hydro the membership, consideration may include APPENDIX C: (OMEGA Code of Conduct) TBA 2 Minutes: The minutes of the April 27th, Board Meeting were reviewed and two corrections were approved for the minutes. o Page 9 of 11 -Item Xllla) 2007 Budget Will be corrected to include "all Board Members present at the meeting unanimously supported the 2007 budget." o Page 11 of 11 -Item XII Ic) Tabled Correspondence The minutes will be corrected to include the information related to the recorded vote - 9 in favour (will include names) and 1 opposed (will include name). Announcements: • The CAO advised that the Strategic Session held on May 10, 2007, was very successful. The next step is for staff to coordinate the input received from the Board and bring the Strategic Plan to the June Board meeting for endorsement. This plan will then be used to update the Authority's Business Plan in relation to the corporate priorities identified by the Board. • Chair Hackson reminded the Board Members that a Source Water Protection consultation session will be held on June 7, 2007, 10:00 a.m. to 1:00 p.m. in Orillia. This session will be focused on municipalities and Members are encouraged to attend. • Chair Hackson announced that the Authority recently received a $25,000 grant from the Commercial Building Incentive Program in recognition of the Authority's new Administration Offices meeting the criteria for an energy efficient building design. • Chair Hackson extended thanks to Councillor Alex Nuttall for attending the Kidd's Creek event held in Barrie. Correspondence -Township of Oro-Medonte Councillor Sandy Agnew advised that he did not support this resolution regarding the Township's request to the Nottawasaga Valley Conservation Authority that they consider restructuring their levy requests separate from the proposed capital expenditures. Councillor Agnew further advised that he is not supportive of offering a selection of projects for municipalities to support. • The CAO and Director, Corporate Services provided an overview of the Authority's budget process explaining that the Authority's process is partnership focused in order to ensure each municipali#y is comfortable wi#h the projects they are financially supporting. .../Page 2 Lake Simcce#2egion Conservation Authority. 120 $ayview Parkway, Newmarket. ON L3Y 3W3 E-mail: inlo(o~lsrca.on.ca Web site: wwwJSrca.on,~ • Councillor Lynn Dollin advised that her Council did not support this resolution indicating that budget processes are specific to each area and one does not fit everyone's needs. Sheppard's Bush Conservation Area • The Board dealt with Staff Report No. 35-07-BOD regarding the Sheppard's Bush Conservation Area • The CAO and Director, Conservation Lands provided an update on the meetings held with staff of the Town of Aurora which have been very favourable. • The Board recommended that staff negotiate a term of the lease for a period of ten years. Source Protection Authority Committee • The Board dealt with Staff Report No. 36-07-BOD which provided an update related to the Source Water Protection consultation sessions currently underway. • The Manager, Source Protection Planning provided a verbal update on the missions advising that they are going well and have provided the opportunity to answer questions and address concerns related to the Source Water Protection process and provide clarity as it relates to the Glean Water Act. • The CAO provided an overview of the process, the structure and purpose of the Source Protection Committee and the function of the Authority's Board of Directors in the process. fake Simcoe Region Conservation Authority, 1208ayview Parkway, Newmarket, ON L3Y 3W3 E-mail: inTo(a~lsrca.on.ca Web site: www.tsrca.on.Ga~:~:,,,°"' , • ~. -- ~ 3 t 4 s~`-~ TOWNSHIP OF ORO-MEDONTE REPORT Dept. Report No. To: Prepared By: TR 2007-14 Committee of the Whole Bonnie McPhee Subject: Department: Council Treasury Statement of Accounts C. of W. Date: June 08, 2007 Motion # May R.M. File #: Date: Roll #: Following is the statement of accounts for the month of May. Batch No. Date Amount Cheaue Resisters: A000433 May 02, 2007 $ 81,000.84 AQ00341 May 03, 2007 2,700.00 AQ00342 May 04, 2007 394,258.52 A000434 May 09, 2007 131,399.50 AQ00343 May 09, 2007 465.10 AQ00344 May 10, 2007 11,585.34 A000435 May 16, 2007 286,333.67 A000436 May 23, 2007 192,036.48 A000437 May 30, 2007 158,639.33 $ 1,259,218.78 Payroll: PR00219 May 12, 2007 90,437.81 PR00224 May 26, 2007 92,807.80 183,245.61 Credit Card Registers: AE00059 May 18, 2007 2,368.17 2,368.17 Total $ 1,444,832.56 T e ? ~ '.; ~ °' RECOM 1. THAT Report No. TR2007-14 is received. 2. The accounts for the month of May, 2007 totaling $ 1,444,832.56 are received. Respectfully submitted, ~' Bonnie McPhee Accounting Clerk C.A.O. Comments: Date: C.A.O. Dept. Head -2- <,~;~~ TOWNSHIP OF ORO-MEDONTE MEMORANDUM To: Members of Council cc: Jennifer Zieleniewski, CAO From: Doug Irwin, Clerk R.M. File #: Date: June 15, 2007 Roll #: Subject: Draft By-law No. 2007-069 Please find attached, Draft By-law No. 2007-069, A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to focal Boards and Committees/Technical Support Groups, and Expenses for Employees. The attached draft is a consolidation of By-law No. 2004-124, 2005-059, 2005-107 and 2007-020. Staff will provide clarification and recommendation with respect to the application of the per diem policy on desk at the June 20, 2007 Committee of the Whole meeting. l t,~{ THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2007-069 ~ f A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and -- Committeeslfechnical Support Groups, and Expenses for Employees, and to Repeal By-law Nos. 2004-124, 2005-059, 2005-107 and 2007-020 WHEREAS Section 283 of the Municipal Act, 2007, S.O. 2001, c. 25, as amended, provides that the municipality may pay any part of the remuneration and expenses of the Members of Council of the municipality and of the officers and employees of the municipality; AND WHEREAS Council deems it expedient to pass a By-law to provide for the remuneration and expenses of Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: That Schedules "A", "B" and "C" appended hereto from part of this By-law. 2. That Bylaw No.s 2004-124, 2005-059, 2005-107 and 2007-020 are hereby repealed. 3. This by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS DAY OF , 2007. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF , 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes ,~//f~ Clerk, J. Douglas Irwin Schedule "A" ~o f' ' ~`} to By-law No. 2007-069 for The Corporation of the Township of Oro-Medonte REMUNERATION OF COUNCIL MEMBERS ®/!/'7/ ~. The annual remuneration for Members of Council for 2007 shall be: Mayor $ 23,974.00 Deputy Mayor $ 18,532.00 Councillors $ 13,739.80 2. That the annual remuneration for Members of Council shall be subject to an annual escalation factor of the lessor of: • The annual rate of inflation being the increase in the Consumer Price Index (CPI) for the prior year; or • The cost of living adjustment stipulated for the current year in the collective agreement 3. Members of Council shall receive, in addition to their annual remuneration, per diem payments as follows: • $ 75.00 for each half day or evening meeting $ 150.00 for each full day meeting 4. The per diem stipulated in Section 3 shall apply to the following, but exclude Regular meetings of Council: • Attendance at Committee of the Whole meetings and Special meetings of Council • Attendance at meetings of local boards, committees/technical support groups or special Ad-Hoc committees to which the Member of Council has been appointed by resolution of Council • Attendance at conferences, conventions and seminars as authorized by resolution of Council • Attendance at special meetings required for a specific purpose relative to municipal business and authorized by resolution of Council • Attendance by the Mayor, or his designate, at business functions as representatives of the municipality • Attendance at non-committee/technical support group meetings where the Members of Council's attendance has been requested on behalf of Council 5. When a Member of Council has been appointed by resolution of Council to a local board, regulatory body or committee which compensates its members directly, the Member of Council shall be entitled to the difference, if any, in compensation and expenses received from the local board, regulatory body or committee and the amounts of compensation and expenses stipulated in this by- law. ~. E ~i Schedule "B" ~~ to By-law No. 2007-069 for The Corporation of the Township of Oro-Medonte REMUNERATION OF PUBLIC MEMBERS OF LOCAL BOARDS & COMMITTEESffECHNICAL SUPPORT GROUPS The Public Members of the: • Planning Advisory Committee • Recreation Technical Support Group • Accessibility Advisory Committee • Site Plan Control Technical Support Group shall receive per diem payments as follows: • $ 40.00 for each half day or evening meeting • $ 80.00 for each full day meeting 2. The Public Members of the Committee of Adjustment shall receive per diem payments as follows: • $ 75.00 for each half day or evening meeting • $ 150.00 for each full day meeting 3. The per diem stipulated in Sections t and 2 of this Schedule shall apply to the following: • attendance at meetings of the local board or committee • attendance at conferences, conventions and seminars as authorized by resolution of Council • attendance at special meetings required for a specific purpose relative to municipal business and authorized by resolution of Council 4. The above remuneration and per-kilometer payments shall be paid on a semi- annual basis, upon submission of a statement approved by the Treasurer. ~e-`~ Schedule "C" to By-law No. 2007-069 for The Corporation of the Township of Oro-Medonte EXPENSES FOR MEMBERS OF COUNCIL COUNCIL'S APPOINTEES TO LOCAL BOARDS & COMMITTEES AND EMPLOYEES PER KILOMETER PAYMENTS 1.1 The municipality shall compensate Members of Council, Council's Appointees to Local Boards & Committees/Technical Support Groups and employees at the rate of $.40 per kilometer for the use of non-township owned vehicles. 1.2 Members of Council shall receive aper-kilometer payment for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 4 of Schedule "A". 1.3 Members of local boards & committees/technical support groups shall receive a per-kilometer payment for travel from their residence & back to attend meetings, conferences, conventions and seminars stipulated in Section 3 of Schedule "B". 1.4 Township employees shall receive aper-kilometer payment for each kilometer driven in anon-township owned vehicle while on Township business. 2. LUNCHEON & DINNER MEETINGS 2.1 The municipality shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the Committee concerned. 2.2 Council members and Senior Statf shall have the discretion to invite visitors for lunch or dinner in connection with Township business and such expense shall be borne by the Township. 3. CONFERENCES, CONVENTIONS, SEMINARS AND MEETINGS 3.1 Attendance at conferences, conventions, seminars and meetings shall be pre- authorized by Council resolution or in accordance with Township policy. 3.2 The following expenses shall be paid: i) Hotel/Motel accommodation -actual cost ii) Parking -actual cost iii) Registration -actual cost iv Meals and incidental expenses -actual cost to a maximum of $100/day v) The municipality will provide registration for a double room, when a spouse is attending an approved conference, convention or seminar. 4. ADVANCES 4.1 The Treasurer shall have the authority to furnish advances to meet estimated expenses for those authorized to attend conferences, conventions and seminars. 5. EXPENSE STATEMENTS 5.1 Statements for expenses shall be submitted to the Treasurer for actual cost of items in a form recommended by the Treasurer. L//QA/~r ~ ~- TOWNSHIP OF ORO-MEDONTE MEMORANDUM To: Mayor and Members of Council cc: From: Jennifer Zieleniewski, CAO R.M. File #: Date: June 20, 2007 Roll #: Subject: Draft By-law No. 2007-069 Further to the memorandum correspondence dated June 15, 2007 from Doug Irvin, Clerk, with respect to Draft By-law No. 2007-069, staff offer the following clarification of the per diem policy for Council's information. Excerpt from Schedule "A" of Draft By-law No. 2007-069: 4. The per diem stipulated in Section 3 shall apply to the following, but exclude Regular meetings of Council: 4.1 Attendance at Committee of the Whole meetings and Special meetings of Council 4.2 Attendance at meetings of local boards, committees/technical support groups or special Ad-Hoc committees to which the Member of Council has been appointed by resolution of Council 4.3 Attendance at conferences, conventions and seminars as authorized by resolution of Council 4.4 Attendance at special meetings required for a specific purpose relative to municipal business and authorized by resolution of Council 4.5 Attendance by the Mayor, or his/her designate, at business functions as representatives of the municipality including the Mayor in his/her capacity as ex-officio or his/her designate, in an ex-officio capacity 4.6 Attendance at non-committee/technical support group meetings where the Members of Council's attendance has been regaested-sa-~ef}al# authorized by resolution of Council No per diem shall be paid, as identified in Section 3.3 of the Procedural By-law, which reads: "Attendance Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a member shalt only participate in the discussion at the invitation of the Chairperson. Such attendance at the Committee meeting shall be at the member's own discretion and without per diem." ' It is recommended that Section 4 of Schedule "A" to Draft By-law No. 2007-069, be amended to number each point sequentially, and that the sub-sections 4.5 and 4.6 be amended to include the underlined/italicized text. It is further recommended that the Clerk bring forward the amended Draft By-law No. 2007-069 for Council's consideration at its meeting of June 27, 2007. -2- F s Ic.,.~ v, ~'. TOWNSHIP OF ORO-MEDONTE REPORT Dept. Report No. To: COMMITTEE OF THE Prepared By: WHOLE PW2007-06 Jerry Ball Subject: Department: Council Heating/Cooling Upgrades for Public Works _ C. of W. the Administration Centre Date: June 13, 2007 Motion # R.M. File #: Date: Roll #: BACKGROUND: For the past several years, by way of a verbal contract, any maintenance and repairs of the heating and cooling system for the Administration Centre has been handled by Roper Controls Inc. of Barrie. In 2006, Roper Controls Inc. and RHA Environmental Inc. were requested to provide an estimate for the removal and reinstallation of the roof air conditioners to allow for scheduled roof repairs. The proposal from RHA Environmental Inc. was the only estimate received and due to time restraints, were contracted to complete this service. During the 2007 Budget deliberations, Council agreed to the capital expenditure of $34,250.00 to improve the heating and air conditioning system within the original or older side of the Administration Centre. This upgrade will improve efficiency and be a cost savings within the operation of the system. ANAL Since RNA Environmental Inc. was contracted in 2006 and with their excellent scheduling and workmanship, they were also requested to provide an estimate for possible upgrades to the existing system for an improved climate control. Their proposal and recommendation included installation of new electronic thermostats, damper controls, relay packs, link controls to operate A/C systems, a new fresh air fan for spring to fall operation, and a new transformer to operate controls. The total cost for these upgrades to the original office is $34,250.00 (plus G.S.T.) and $25,200.00 (plus G.S.T.) for the newer office section. ~~ _- Section 7 of By-law No. 2004-112, establishing Purchasing and Tendering Procedures, provides exceptions to allow a Department Head to deem it necessary to, or be in the best interest of the Township to, acquire goods or particular services from an individual source, and a report be prepared for Council's consideration and approval. Due to the nature and complexity of this type of work, it is recommended that RHA Environmental Inc. be contracted to complete the original office project and provide the required maintenance for the entire system by a signed two (2) year HVAC Maintenance Agreement. RECOMMENDATION 1. THAT Report No. PW2007-06 be received and adopted. 2. THAT Council provides an exception to By-law No. 2004-112 to contract RHA Environmental Inc. to complete the heating/air conditioning upgrades to the original side of the Administration Centre. 3. THAT a two (2) year HVAC Maintenance Agreement be signed with RHA Environmental Inc. to provide the required maintenance for the entire heating/air conditioning system for the Administration Centre. 4. AND THAT the upgrades to the newer office section be completed in 2008 by RHA Environmental Inc. Respectfully submitted, Jerry Ball Public Works Superintendent -2- ': ; ': 4 TOWNSHIP OF ORO-MEDONTE REPORT Dept. Report No. To: Committee of the Whole Prepared By: RC2007-10 Shawn Binns Subject: Department: Council Request for Exemption- Parks and Recreation Hawkestone Community Hall C. of W. Canada Day Parade Date: June 11, 2007 Motion # R.M. File #: Date: Roll #: BACKGROUND: By-Law No. 2006-38 regulates the holding of parades or processions/events in the municipality. Section 8 of the above mentioned By-law permits that in a situation where a parade or procession/event will last Tess than 24 hours, Council may dispense with any or all of the requirements of the By-Law (Attachment #1) ANALYSIS: Mr. Bob Gregory (Parade Marshall and Community Association Member}, has supplied information regarding the event (Attachment #2). The Hawkestone and Area Community Association will have volunteers present for the event to assist with the road closure and management of the event. The Oro-Medonte Fire Chief and the Ontario Provincial Police have both been notified. The parade route will commence at the Hawkestone Pier at 1:OOp.m. travel up Line 11 S. turning right on John St, then right on Allen and then conclude at Matilda St. The parade will last approximately 45min. It is recommended that Council waive the requirements of By-Law No. 2006-38 to allow for this parade. The Hawkestone and Area Community Association will advertise the parade as a combined Hawkestone and Area Community Association /Township of Oro-Medonte event for liability purposes. t .,>., t '; ~ ~°-_ RECOMMENDATIONS 1. THAT Report No. RC2007-10 be received and adopted. 2. AND THAT an exemption to By-law 2006-38 be granted to the Hawkestone and Area Community Association to hold a Canada Day Parade on Saturday July 15', 2007 commencing at 1:OOp.m. 3. AND FURTHER THAT the Public Works Superintendent and the Hawkestone and Area Community Association be notified of Council's decision. Respectfully submitted, ~ w Shawn Binns Manager of Recreation and Community Services -2- ~4~»~ 1 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2006-038 A By-law to Regulate the Holding of Parades or ProcessionslEvents on Highways within the Township of Oro-Medonte and to Repeal By-law 99-41 WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, defines spheres of jurisdiction under which a municipality may pass by-laws; AND WHEREAS the spheres of jurisdiction include highways, including parking and traffic on highways; AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte deems it expedient to regulate the holding of parades or processions/events on highways within the Township of Oro-Medonte; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. Before any person, persons, corporations, organizations or associations may hold or conduct a parade or procession/event on a municipal highway within the limits of the Township of Oro-Medonte, they shall obtain a permit therefore and comply with the provisions of this by-law. 2. No permit shall be granted under this by-law unless and until a letter of confirmation from the Police Services, in effect at the time of application, is provided to the Township of Oro-Medonte, to ensure that adequate police protection is available during the period of the parade or procession/event or any or all of them, during which such police protection shall, in the opinion of the Police Services, 6e necessary. All costs associated with the required police protection shall be the responsibility of the applicant. 3. No permit shall be granted under this by-law unless and until the applicant has provided, to the Township of Oro-Medonte, proof of insurance indemnifying the Township against damage to public and private property, as well as, indemnification for general property damage to public and private property, as well as, indemnification for general property damage and public liability. 4. No permit shall be granted under this by-law unless the applicant has deposited, at the discretion of the Township Clerk, a certificate in writing from the Medical Officer of Health or the local Heath Unit, that all health and sanitation requirements for the parade or processioNevent have been provided. 5. No permit shall be granted under this by-law unless the applicant has deposited, with the Township Clerk, an approved outline of the routes of travel for the parade orprocession/event. 6. No permit shall be granted under this by-law until the applicant has deposited, with the Manager of Recreation and Community Services, a damage deposit, in the amount in effect at the time of application, for the applicable municipal building, to repair minor damages, cleaning of buildings and grounds, after such parade or procession/event has terminated. 7. All other costs incurred, so that municipal property shall be restored to its previous state, without cost to the Corporation for the administration of such public property, shall be the responsibility of the applicant. 8. In the case of any parade or procession/event which would last for a lesser period than twenty-four (24) hours, the Council may, at its discretion, dispense with any or all of the requirements of this by-law. 1 ? -X> v ~z ~- 9. Every person, persons, corporation, organization or association who contravenes ?. any provision of this by-law is guilty of an offence and shall be liable to a fine in ` ~''° the amount to be determined pursuant to the ProvincialOifences Acf, R.S.O. 1990, c. P.33, and every such fine is recoverable under the Provincial Offences Act. 10. If any court of competent jurisdiction finds that any of the provisions of this by-law are ultra vires the jurisdiction of Council, or are invalid for a reason, such provision shall be deemed to be severable and shall not invalidate any of the other provisions of the by-law which shall remain in full force and effect. 11. By-law No. 99-41 is hereby repealed in its entirety. 12. This by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 19T" DAV OF APRIL, 2006. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 19T" DAY OF APRIL, 2006. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Ma r, J. Neig`~ r ~ ~ <" > ~cfing Clerk Jennifer 2ieleniewski i ~ ~1 ~ i 1 June 4, 2007 Mr. Shawn Binns The Township of Oro-Medonte Box 100, Oro, ON. LOL 2X0 Re: Canada Day Parade in Hawkestone Hi Shawn: JUN 0 5 2007 ORO-MEDC7NTE Attached please find a map indicating the parade route for the Canada Day Parade to be held in Hawkestone on July 1, 2007, starting at 1:OOpm. Could you please arrange for Township approval to hold the parade? A copy of this letter has been sent to the Oro-Medonte fire chief and the OPP. Thanks for your assistance. Sincerely, .- _ .--~' Bob Gregory Parade Marshall cc. Mr. Scott Cowden, Director, Oro-Medonte Emergency Services OPP Barrie detachment C ~ i l y~ :... l ~• ~ `` ~y ~ c r r •.' i~_ Gk ~ ~ ~~ 1 ~f T,, aE ~ I M .~rT r c ~~ ~i" C ~.. } n n `2 V ~~ 0 1. ~J 0 U t t a„ Xi J'l/~L-~ tg I ~ STh`T ~ o n) ~~ ~. L.. 5-r......,_ 2 ~ - i ~ ~ ~~ ~ 1 ~ ~~ ' ~ "' ,~ ~ ~_ . ~ _~ n, >„ ~% Q ~r--~ .~ Ur\ m-- ~.. ' ~-.