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01 23 2008 Council Agenda0 , I • • i'• JLI�1011 DATE: WEDNESDAY, JANUARY 23,2008 TIME: 7:00 P.M. a • ' a 9 0 a) Minutes of Council Meeting of January 9, 2008. b) Minutes of Special Council Meeting of January 16, 2008. 7. RECOGNITION OF ACHIEVEMENTS: a) Jerry Ball, Public Works Superintendent, Certificate of Appreciation from Mark Shoreman, District Manager, Ministry of Natural Resources, Midhurst District re: Bayview Memorial Park Rehabilitation. 8. PUBLIC MEETINGS: a) 7:00 p.m. Proposed Amendment to the Zoning By-Law, 2007-ZBA-09, West Part of Lot 8, Concession 5, 2815 Line 4 North (Oro), Township of Oro-Medonte (Gray). b) 7:00 p.m. Proposed Amendment to the Zoning By-Law, 2007-ZBA-07, Range 2, Part of Lot 3, 978 Line 2 South and Range 2, Part of Lot 3, 892 Line 2 South (Oro), Township of Oro-Medonte (MacViftie). 9. DEPUTATIONS: a) Haroid Roe and Linda Ambrose, re- • Barrie Terrace. • Report No. EES 2008-05, Keith Mathieson, Director • Engineering and Environmental Services re: Township of Oro-Medonte — Septage Treatment Options. Mall IST• c) Report No. RC 2008-02, Shawn Binns, Manager • Recreation and Community Services re: Request for Grant/Subsidy, Vasey Minor Ball League. None. a) Recreation Technical Support Group minutes, meetings held on December 6 and 13, 2007. b) Committee of the Whole minutes, meeting held on January 16, 2008. 13. CONSENT AGENDA: a) Midland Public Library Board minutes, meetings held on September 20, October 11, November 8 and December 13, 2007. Staff Recommendation: Receipt. b) Orillia Public Library Board minutes, meeting held on November 28, 2007. Staff Recommendation: Receipt. c) Nottawasaga Valley Conservation Authority minutes, meeting held on November 23, 2007. Staff Recommendation: Receipt. 14. COMMUNICATIONS: a) S/Sgt. Ed Whinnery, Detachment Commander, Barrie Detachment, Ontario Provincial Police, correspondence dated December 21, 2007 re: 2008 Barrie OPP Detachment Business Plan. b) Anita Dubeau, Mayor, Town of Penetanguishene, correspondence dated January 14, 2008 re: Penetanguishene Winterama, February, 16, 2008. c) Keith Sherman, Co-ordinator and David Parks, Chair, Severn Sound Environmental Association, correspondence dated January 17, 2008 re: Recent Letter from Environment Canada Concerning SSEA Funding. 15. NOTICE OF MOTIONS: 10 16. MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN: ffem_ 17. IN-CAMERA ITEMS: a) Robin Dunn, re: Personnel Matter (Organizational Review). b) Councillor Coutanche, re: Legal Matter (Insurance Claim). 18. BY-LAWS: a) By-Law No. 2008-006 Being a By-law to provide a schedule of retention periods for the records of the Township of Oro-Medonte and To repeal By-law Nos. 2004-117, 2004-102 and 2005-064. b) By-Law No. 2008-009 Being a By-Law to Authorize the issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Subdivision (Phase 11), Plan 51 M-696. c) By-Law No. 2008-010 Being a By-Law to Authorize the Issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Subdivision (Phase 111), Plan 51 M-767. d) By-Law No. 2008-011 Being a By-Law to Authorize the Issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Sugarbush (Phase 111, Stage IV — Section "C"), Plan 51 M-367, 51 R-28207, 51 R-31153. e) By-Law No. 2008-012 Being a By-Law to Authorize the Issuance of Certificate of Maintenance and Final Acceptance (Underground Works) for Sugarbush (Phase III, Stage IV — Section "C"), Plan 51 M- 367, 51 R-28207, 51 R-31153. f) By-Law No. 2008-013 A By-law to Amend By-law No. 2007-070, Being a By-law to Appoint Building Inspectors/By-law Enforcement Officers. g) By-Law No. 2008-014 Being a By-Law to Authorize the Execution of an Agreement Between the Township of Oro-Medonte and Her Majesty The Queen in Right of Canada as Represented by The Minister of Fisheries and Oceans. 21. ANNOUNCEMENTS 22. ADJOURNMENT Eiii igmell V COUNCIL MEETING Wednesday, January 23, 2008 17. IN-CAMERA ITEMS: c) Councillor Crawford, re: Legal Matter (OPA 16, Nad-Core). d) Bruce Hoppe, Director of Building and Planning Services re: Legal Matter (12 Brooks). J JAN 1 6 2008 ORO- NIEDONTE _ TOWNSHIP Deputation and Presentation Under Procedural By -Law 2007 -136 99,1 Section 16 Regarding: The construction of a new dwelling at 67 Barrie Terrace. Property owner: Mr. Rob Butler Presented by: Mr. Harold Roe and Ms. Linda Ambrose e P -q �-cs - � A, Owners of 65 Barrie Terrace, next door to the east. Summary: Approval of any construction at 67 Barrie Terrace should be delayed pending public hearing at the Committee of Adjustment. Due process of law has been denied us as direct neighbors. Information from the building department has been unduly withheld from us. Notice of this meeting regarding the approval of a site plan and the removal of the Holding Condition and construction of a non - conforming residential building has not been presented to interested parties. A Freedom of Information request regarding these unusual events has been made of the building department. 1. The existing dwelling has been torn down. 2. The existing dwelling was legal non - conforming regarding side yard setbacks. 3. The application before council is requesting a building permit based on a renovation. What is being renovated? There is nothing left but the foundation. Can this actually be passed as a renovation? Should the matter be presented to the Committee of Adjustments as a request for minor variance and new construction? The new walls of this proposed structure will surely encroach upon side yard setbacks and as such should require consent of the Committee of Adjustments. 4. Septics: The property in question contains a boathouse with bath facilities. We request that any septic approval should take into consideration the added load of these facilities. Note that these facilities are not allowed under the Official Plan. 5. Well and Septics: The neighboring well at 65 Barrie Terrace is located and shown on the enclosed survey. We are concerned that the existing or proposed septic bed is within the 15 metre setback. We request a survey of the septic bed location as proposed prior to granting a permit to construct the new dwelling. 6. The Shed shown in the photograph is located on the property line between our homes. We request that the shed be relocated in compliance with the zoning by- law. 7. Private road: The properties front on a private road. This private road is important as an access and as a buffer to encroachment and unrestricted development. The private road represents historic and scenic beauty with a history of 75 years of existence. 8. A hydro station and pole that serves the area is located at 65 Barrie Terrace. We request that the planning department undertake a study to relocate the hydro installation before granting approval for further road developments. Preliminary estimates of the cost of relocating the community hydro substation are in the tens CO of thousands of dollars. The cost of moving the hydro installation should be borne by the community as a whole. Thank you for your consideration of the above matters. Harold and Linda Roe 65 Barrie Terrace. Proud to be a Barrie Terrace resident since 1955. 9a -a U L q CANADIAN NA TIONAL RAILWAY % R: 3470.87' A ;51.16' 0-d,..d MMY ft� C� 51.16 f .3470 87* A:50-91 yR N SIB Pi & meog') sse C: 50.4 I Na7'2945"E Awl JB) (Pi & Meas A AJ F T PLAN 109. "ho `o 10 sit" Raw of Cedar L 045 1 0 Went —J Lo PART I of PLAN 5IR-14996 RaoMinq ftit 5, Mot Cd., 4.t A.[." W.11 V) End of c— End of R.t.,—q W.11 W.1 Rtttphinq V1.11 n jq ) 1 9, W..1 �7,9, 0.2 1 00. a, rp, 2 Nol 2.1' W-t > D ock 0.7' East' CX) location of well at 65 Barrie Ter and 15 Metre radius Location of shed encroaching on property line. ce Location of boathouse with bath facilities. Location of dock L 11 ��6 . , 1� Do 1. encroachments onto Do 65 Barrie Terrace SURVEYOR'S REAL PROPERTY REPORT (PART 2) REPORT SUMMARY DESCRIPTION OF LAND: PART OF LOT 15 ON THE BAY AND y PART OF WATER LOT 15 IN FRONT OF LOT 15 (SOUTH SIDE OF DAVIS STREET, REGISTERED PLAN I AND AND PART OF KEmPFNFELT TOWN PLOT o TOWNSHIP of ORO—MEDONTE (GEOGRAPHIC TOWNSHIP OF ORO) COUNTY OF SIMCOE BA Y OF REGISTERED EASEMENTS MD/OR RIGHT—OF—WAYS: S I ut}"j to a Right—of=Woy Over Part 3, 5IR-15199 and together with a Right —of —Way over Ports 4 and 5. Plan 5IR-15199. ENCROACHMENTS: SIMCOE Note location of wood dock and retaining walls COMpUANCE WITH MUNICIPAL ZONING BY —LAWS: Not certified by this Report. t ADDITIONAL REMARKS: Note locition of cedar hedge and fence along the West LIMA THIS REPORT WAS PREPARED FOR. THIS E. Paibkc Sale AND THE UNDERSIGNED ACCEPTS NO RESPONSIBILITY F r U H OR THE USE BY OTHER PARTIES. r--� U-3 0 �: %; �,_. �f;�. ,, , a .�"OF ORp'V 'y'`' TOWNSHIP OF ORO- MEDONTE ° REPORT �Oq- � Report No. To: Prepared By: EES2008 -05 Council Keith Mathieson Meeting Date: Subject: Motion # January 23, 2008 Township of Oro - Medonte — Septage Treatment Options Roll #: R.M.S. File #: E03 -25330 RECOMMENDATION(S): Requires Action XX For Information Only It is recommended that: 1. THAT Report No. EES2008 -05 be received and adopted. 2. THAT the Report dated May, 2007 entitled "Septage Treatment Options ", prepared by Mr. Colin Kent, P.Eng., of Totten Sims Hubicki Associates, be received for Council information. 3. AND THAT Council defeats Report No. EES2007 -24 dated May 30, 2007. BACKGROUND: At the Committee of the Whole meeting held on June 6, 2007, Council deferred Report No. EES2007 -24 recommending that the Township completes a Class Environmental Assessment for septage treatment options for the Township of Oro - Medonte. Council requested that staff meet with our Planning and Engineering Consultants to determine if the Class EA process was the appropriate avenue to proceed with at this time. ANALYSIS: Township staff met with Mr. Nick McDonald of Meridian Planning Consultants Inc., Mr. Doug Timms and Mr. Rick Groves of Totten Sims Hubicki Associates, and contacted Mr. Bill Armstrong of the Ministry of the Environment. From these discussions, it was determined that the Township, at this time, is under no obligation to look after untreated septage from existing development. The Province is only recommending that planning authorities should confirm there is adequate septage treatment capacity available when developing official plans or making planning amendments to provide for development. To date, the Province has not mandated any legislation with respect to untreated septage, as indicated in the Engineering and Environmental Services Meeting Date: January 23, 2008 Report No. EES2008 -05 Page 1 of 2 2005 Provincial Policy Statement, and Mr. Armstrong has indicated that he has not heard of anything new being proposed in the near future. As the Township is in the process of considering development with full municipal services, it was felt that other options may be available to the Township in the future for treatment of septage, therefore proceeding with a Class Environmental Assessment for septage treatment at this time may be premature. FINANCIAL: No financial impacts at this time. POLICIES /LEGISLATION: Provincial Policy Statement, 2005: Reserve Sewage System Capacity for Hauled Sewage CONSULTATIONS: Mr. Nick McDonald, Meridian Planning Consultants Inc. Mr. Rick Groves and Mr. Doug Timms, Totten Sims Hubicki Associates Mr. Bill Armstrong, Ministry of the Environment ATTACHMENTS: Report No. EES2007 -24 CONCLUSION: ubmitted: Keith Wthieson, C.R.S.I. Director of Engineering and Environmental Services C.A.O. Comments: C.A.O. Approval: Date: Engineering and Environmental Services Meeting Date: January 23, 2008 Report No. EES2008 -05 Page 2 of 2 �0� 4 r TOWNSHIP OF ORO- MEDONTE REPORT Dept. Report No. To: COMMITTEE OF THE Prepared By: WHOLE EES2007 -24 Keith Mathieson Subject: Department: Council Township of Oro - Medonte Engineering and Septage Treatment Options Environmental Services Date: C. of W. May 30, 2007 R.M. File #: Motion # E03 -25330 Roll #: Date: JQyJ �t , `�a� BACKGROUND: During the 2006 budget deliberations, Council approved the commissioning of TSH Associates to explore septage treatment options and to provide for a long -term strategy for the disposal of Township- generated septage, which would include capital and operating costs. Attached for Council's perusal is a copy of Report #EES2005 -45, as well as a report dated May, 2007 entitled " Septage Treatment Options ", prepared by Mr. Colin Kent, P.Eng. of TSH Associates. ANALYSIS: Mr. Kent's report has identified four options available to the Township of Oro - Medonte, other than the present situation of relying on neighbouring municipalities to continue to accept our septage. These options are outlined in Section 4.0, Options Available to Oro - Medonte Township, and Section 6.0, Conclusions. Section 5.0, Approvals, of the report suggests what the next steps the Township should be considering. Mr. Kent is recommending that the Township carry out a Class Environmental Assessment, beginning in 2007 and being - completed in 2008. The Class EA would look at the available options in much more detail with respect sped to environmental and financial impacts and would contain information needed by the Minister to issue approvals in the future. By starting a Class Environmental Assessment now (2007), the Township will -be in a much better position when the Ministry issues its proposed strategy to ban the land application of untreated septage and require municipalities to prepare a strategy on how they will manage untreated septage produced within their area. The Class EA would cost $100,000.00 to carry out and take up to two years to complete. RECOMMENDATIONS): 1. THAT Report No. EES2007 -24 be received and adopted. 2. THAT the Township of Oro - Medonte commissions Totten Sims Hubicki Associates to complete a Class Environmental Assessment for septage treatment options for the Township starting in 2007. 3. AND THAT the Class Environmental Assessment be funded by $25,000.00 from the Township Working Fund Reserve in 2007and $75,000.00 from the Township operating budget in 2008. Respect Ily ubmitted, Keith MLOI Meson Director of Engineering and Environmental Services C� WAI ' ,rF''gOi �o � m - TOWNSHIP OF ORO- MEDONTE REPORT Report No. RC2008 -01 To: Council Prepared By: Margaret Prewer Meeting Date: January 23, 2008 Subject: Request for Grant/Subsidy Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action XD For Information Only It is recommended that: 1. The Blooming Acres Residential Care Homes be requested to submit the applicable fee of $1,184.00 for the arena rental in accordance with the Township Policy. BACKGROUND: Blooming Acres Residential Care Homes would like to begin a skating program for their residents. It has been Council's practice /policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grant/subsidy application be submitted for Council's consideration. Background information on the organization and details of request is attached for consideration in the grant/subsidy application (Attachment #1). ANALYSIS: Sixteen hours over the remainder of the 2007/2008 season is being requested of non - prime time ice. Blooming Acres Residential Care Homes is a registered charitable organization which provides services in the Township of Oro - Medonte. FINANCIAL: The financial impact would be $74.00 x 16 = $1.184.00 POLICIES /LEGISLATION: Fees and Charges By -Law 2005 -043 Recreation & Community Services January 23, 2008 Report No. RC- 2008 -01 Page 1 of 2 1 ("', h . = , , CONSULTATIONS: N/A ATTACHMENTS: 1. Grant/Subsidy Application and Program Description (Attachment #1) CONCLUSION: It is recommended The Blooming Acres Residential Care Homes be requested to submit the applicable fee of $1,184.00 for the arena rental in accordance with the Township Policy. Respectfully submitted: Shawn Binns Manager of Recreation & Community Services C.A.O. Comments: C.A.O. Approval: Date: Recreation & Community Services January 23, 2008 Report No. RC- 2008 -01 Page 2 of 2 t I�US 1Ct�,mQ 5�erZEr, ""a.lz THE CORPORATION OF THE TOWNSHIP APPLICATION FOR GRANTISUBSIDY 143 Line 7 S_, Box 100 Oro, Ontario LOL 2X0 Phone (705) 487 -2171 Fax (705) 487 -0133 www.oro- rnedonte.ca NOTE: GRANT/SUBSIDIES ARE NOT AUTOMATICALLY RENEWED EVERY YEAR. NOTE: ORGANIZATIONS MAY BE REQUIRED TO SUBMIT FINANCIAL STATEMENTS. NOTE: If additional space is required to complete your information, please use the attached sheet. Grant/Subsidy Request Amount $ l� �� = i �' � � � � �'� l � ow: PART A - Orean&ation Name and Address Information Organization pp n Name � � abf�Vl � r` 1 _ t�L �2rS � �s? CX� `` � � S Address d r�P rj �% 1� i City �°v] Jam; z'- Prov. 0--t- Postal Code L 0 L Contact 11 Vt f:Lj Q_ Telephone 3O b E-mail �� YL° VV,%'N Fax PART B - Organization General Information Number of '01S Members Out of Town Membership Fee Residents If Applicable Geographic Area t�� t Served `^^-L- ' "�i Date Formed Outline the mission, purpose and objectives of your organization. --;� mac--. , V T . d XU -J 13CN1 ISd3 dH WdFip : a Looe Dea T a 600 /T00'd SZHOQSW -OHO d0 dIHS11M01 ;VS:tT LOOZ -TZ -OHO b- Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. ,sk CG, a s�o ��l a �z�R ono�- 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 grant/subsidy, if approved, would be used. Give complete details (Le. project or event description, time frame, community benefits). Kg Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Previous grants /subsidies from the Township? Amount Requested: $ Year of Request: Amount Approved: $ Year of Approval: �F �(-e 4P-e Name & Position Date: l7 410 Date: Tor office use on6i 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. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of (lro-Medente, 148 Un+e 7 S -oath, Box 100,, Oro, Outgrio. LO . 2XO z'd Xdd 13rd3Sd1 dH Wda-b"Z L00a oaQ Ta COO /300'd 91UOQSW -0210 30 dIHSHM01 tg:tT L009- TZ -OHQ r;OU d IVLUL WE Please use this additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. Outline the mission, purpose and objectives of your organization. ---rte, Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. ,p , ` O ©o L 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 grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). tk Do you currently receive other grants or subsidies from the Township (facili subsidization, photocopying, secretarial, etc.). A C6 Previous grant/subsidies from the Township? Amount Requested: $ Year of Request: Amount Approved: $ Year of Approval: E'd Xd3 13rN3SU-1 dH Wd2 -r:2 L00a Dag TZ EOO /E00'd SZHOGEW -OHO XO dIHSHMOS VS:VT L00Z- T3-0HQ 14 Jan 2008 10: 38AM MF LRSERJET FAX p- 1 Pragramme Description Blvomizlg Acres is a provincially licensed residential community for children, teenagers and adults diagnosed with multiple and complex special needs. The individuals refe"red to our community are deemed (by the referring agency) hard to serve, and hard to place, dine to the complexity of their, neurological, developmental, behavioural, emotional, communicative and educational at =ds, Clients rofoffed to our programme have often had unsuccessful placements in the past, or have such a variety of complex needs, which requires specialized and in,dividuali.zed one to one support. We support individuals with disorders such as (often in combination) Autism, Asperger's Syndrome, pervasive DevelopraentW Disorders, cognitive and developmental disabilities, Learning Disabilities, Obsessive Compulsive Disorder, Mood and Ana-iety Disorders, challenging' behaviour, communication issues and complex medical conditions. Thcougb our two locations we offer Residential Care, Respite and individualized Educational Programmes. The Blooming; Acres Farm is a ten bed facility situated an 100 acres of land in beautiful Oro Medonte, Ontario. Our flagship estate consists of an 8500 sq ft. spaciom farm house, with a variety of recreation, academic and leisure room. The hone can offer each guest hisrher own bedroom. The farm is complimented by a variety of livestock (in the harm) and is ensconced. in a picturesque country setting. Our farm is fuller operational and raises food for our two facilities. Blooming Aries Snow Valley Lodge is a seven bed 6000sq.fLfacility located twenty minutes from our farm, in Spriug waWr Ontario (outside Barrie). The Lodge is situated on a 2 acre wooded lot with a stunning view that overlooks the Vespra Valley. The lodge was completely renova►tcd and opened in July 2007. Our mission is to build a supportive and caring community and to guide our learners to reach their full potuntial through individualized, one on one and group planned and impromptu skills instruction, We sun to establish positive relationships while living together in a supportive community enviro nt. Our talented and caring staff utilizes a home- education model to respond to each leamer's specific educational, social and vocational. nerds. This child - centred, experiential learning pedagogy allows the resident to guide us, as their teacher- educators, to and through their own personal =Ticulu n. i%'a also ernbrace a strong belief in positive and proactive behaviour management, Applied Behaviour Analysis and Cognitive Behavioural 'Therapy. Ovx aim is to empower our residents to make choices for themselves. Individual needs vary based on their social, neurological and intellectual abilities and interests. LOO1900'd KNOGHW -0W 30 dIHSNMOI 80 :3ti 8003- ti -XVP 14 Jan 2008 10 :36nM HP LFlSERJF'r Fnx We collaborate, with our students, their families, and other support networks to identify the optimum learning situation. Together, we create a customized, zed, academic "c riculunf" that both respects t1w r interests and challengers them Howard Bloom Executive Director Howard manages the overall operation of Blooming Acres, which includes finance, administration, missions, and programuxt,e content. Howard works actively and in collaboration with our management and staff team, and with the families and funding agencies of the individuals placed at Blooming Acres, to develop individual probes for our residents. p,2 CNI Howard M. $loom holds a Masters Degree in Education -with a specialization iii Spccial Education from the Ontario Institute for Studies in Educ on (OISE) at the University of Toronto. Currently, he is a. Doctoral candidate at OISE, working on his PhD. in Adult Education. Howard provides educational and behavioural consulCafion, teaches for agencies and speaks at conferences and workshops. F16-ward is a pro, 4sor at Georg,=ian College - Child and Youth Worker Programme. Blooming Acres learners are supported by a variety of educators and therapists during their stay. Currently we have over 30 specialized and fio nt -line s & f. On our learn are, certified teachers, Child and 'Y'outh Workers, Developmental Service Workers, Social Service'W'ork= and ABA Instructor Therapists. Each of*.ese professionals bites the benefit of their own experiences, strengths, and talents to our community, As'a result, Blooming Acres provides a diverse, individualiwd and well - rounded set of learning opportunities. Our aim is to empower our students to make choices for themselves. Individual needs vary used on their social, neurological and intellectual abilities and interests. We collaborate with our students, their families, and odxx support networks to identity the optimum learning situatiom Together, we create a, aristomized, academic, recreational, social and vocational "curriculum" that both respects their interests and challenges them. Activities may include for example, reading, writing and arithmetic, social, recreation, leisure and life skill development, cooking and baking, music, sclenm, history and social studies, exploring nature and working with our livestock, We also encourage our students to engage in the wider community in an active, hands -on way. Many of our learners work in co -op or paid supportive placements with local businesses. We also offer a conwrehensive recreational programme at our local 'YMCA and within the variety of local municipal aaicl provincial park settings. Life Skills Training LOO/900'd SZNOCE14-OHO 3O dIHSNMOS 80:3T 8003- fit_XVr LUU d ill -Vil 1114 Jan 2008 10:38AM HP LAS8RJE7 FAX Supported by understanding and experienced staff, Blooming Acres guests assist with mertu planning, budgeting, cooking, cleaning, laundry end the myriad of other chores inrrolved in operating a household and living and learning in Community. P. �I Social Skills Training We, nurture personal growth through planned and impromptu social skil'!s instruction. Out staff is alu-ays aw-dre of "teachable moments" for social skills crthaacme'nt. In this area we focus on communication, peer on peer interaction, independence and living. in community in a respectf-erl and productive way. The Recreational Experience Recreation is one of the keys to having a feu, learning experience. Blooming Acres activities include arts and crafts, swimming, music, nature, tilting, biking, days off, town- nights and of course, rest and relaxation. We are always mindful of individual, vocational, and communication requirements and provide the amount of support needed for individual success. There are a variety of farm ainiumis at Blooming Acres Farm These include (always evolviiW cows, goats, chickens, pigs, and even a Llama; other new animals are always arriving. We also grow our own produce and crops. Supported by experiemed star', our guests participate in the day -to -day operation oforur "not so traditional" farm. Supervised activities include gardening, bam chores, planting and harvr;sting craps, tending livestock, attending market and agiicultural auctions, and of course, eating the flints of our labour! Behavioiural Programmes We match behavioural intervention to individual needs and abilities. The focus is always to reduce problematic behaviour, increase desired positive behaviour and to teach and motivate our learners to live peacefully and productively in coITIMUaity, with as much independence or support as is possible and required. To accomplish this we integrate Programmes such as: Applied Behaviour Analysis Cognitive behaviour Therapy Special Education Social Stories PIC Communicatiou Contingency Management Extinction Fun{ctione Analysis Positive and Proactive Behaviour Management Safe Management Non- Violmt Crisis Prevention and Intervontion Child- Centred Learning L00.%L00'd dd,110GEW -0210 X30 dIHSi1M0,L 80 :3T 80071- �VI -11Vr � pW TOWNSHIP OF ORO- MEDONTE REPORT 0 U - �, Report No. RC2008 -02 To: Council Prepared By: Margaret Prewer Meeting Dater Jo.� -� .a3 •�� Subject: Request for Grant/Subsidy Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action ❑ For Information Only It is recommended that: The Vasey Minor Ball League be requested to submit the applicable fee of $777.02 for the use of Vasey Ball Diamonds during the 2007 season. And that the Vasey Minor Ball Association be advised that the payment for the 2008 Baseball Season is to be received prior to the issue of the 2008 season permit in accordance with Recreation and Community Services facility booking procedures. BACKGROUND: Vasey Minor Ball League is a Non - Profit baseball league for youth aged 4 to 19 years run by volunteers. It has been Council's practice /policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grant/subsidy application be submitted for Council's consideration (Attachment 1). ANALYSIS: The Township of Oro - Medonte has many minor and adult sports organizations which utilize Township Recreation Facilities. Minor sport organizations receive discounted fees for facility use. It has been Council's practice that all minor sports organizations be required to pay fees for use of Township Facilities in accordance with the Fees and Charges By -Law 2005 -043. FINANCIAL: The financial impact is $777.02 POLICIES /LEGISLATION: Fees and Charges By -Law 2005 -043 Recreation and Community Service January 23, 2008 Report No. RC2008 -02 Page 1 of 2 CONSULTATIONS: N/A ATTACHMENTS: 1. Grant /Subsidy Application and Program Description (Attachment #1) CONCLUSION: i ne tees and unarges by-Law provides discounted fees for minor sports organizations. All other minor sporting organizations are requested to submit appropriate fees. To be consistent with all organizations, and in accordance with Township Policy /Practice: , It is recommended that the Vasey Minor Ball League be requested to submit the applicable fee of $777.02 for the use of Vasey Ball Diamonds during the 2007 season. And that the Vasey Minor Ball Association be advised that the payment for the 2008 Baseball Season is to be received prior to the issue of the 2008 season permit in accordance with Recreation and Community Services facility booking procedures. Respectfully submitted: Shawn Binns Manager of Recreation & Community Services C.A.O. Comments: C.A.O. Approval: Recreation and Community Service Report No. RC2008 -02 Date: January 23, 2008 Page 2 of 2 Im January 2, 2008 Mr. Peter Robinson 4094 Granny White Sideroad RR #1 Victoria Harbour, On LOX 2A0 Dear Mr. Robinson THE CORPORATION OF 0 W N cS H I P or zn�_ RE: Vasey Minor Ball Permit # 1828 IA 148 Line 7 S., Box 100 Oro, Ontario LOL 2X0 Phone (705) 487 -2171 Fax (705) 487 -0133 www.oro- medonte.ca d 'I N E 4 190 ORO- MEDONTE TOWNSHIP We are in receipt of your payment of $166.50 toward your usage of Vasey Ball Diamond and permit # 1828 with your comments. On February 27th, 2007 we forwarded to your attention a letter requesting your Ball Diamond Reservations for the 2007 season. We did not get a reply. On April 18th, 2007 we forwarded to your attention a letter as well as a copy of the permit # 1828. We asked, at that time, that you "read the permit over before signing and return one copy of each with the completed Team Member Listing and your post dated cheques ". We received no indication that you required any changes to the booking. On August 23`d, 2007 we forwarded to your attention a letter indicating that we had not received any payment for the 2007 season. Subsequent to this letter an e-mail was sent to me indicating that we should be speaking to Ms. Joan Shakell, Vasey Minor Ball Treasurer regarding payment. On October 23rd, 2007 we forwarded a letter to Ms. Joan Shakell requesting payment. Ms. Shakell telephoned to inform us that we should be contacting you. It is unfortunate that you did not deem it necessary to inform us at any time during the 2007 baseball season of changes to your bookings or cancellations which are handled in accordance to the fee by -law and cancellation policy both passed by Council. At this point, we cannot verify your claims and, therefore, cannot reduce the perm it. We can accept your $75.00 reduction for field stripe, however, we require a copy of the receipt. We wish to acknowledge the effort you and your volunteers put into Vasey Minor Ball and the valuable service provided to the community, but regret to inform you that in accordance with Township Policy an outstanding balance of $777.02 ($943.52 permit 1828 — $166.50 payment received) remains and is due immediately to avoid accrual of interest charges. We have enclosed a Grant/Subsidy form that can be filled out and submitted to Council requesting to waive fees associated with permit #1828. We ask that if the grant request is going to be submitted that it be returned to my attention by January 16th to coincide with year end. If you have any questions, please do not hesitate to contact me at 705 - 487 -2171 or by e -mail at sbinns @oro - medonte.ca Sincer ` Shawn Binns Manager of Recreation & Community Services /m rp APPLICATION FOR GRANT /SUBSIDY 148 Line 7 S., Box 100 Oro, Ontario LOL 2X0 Phone (705) 487 -2171 Fax (705) 487 -0133 www.oro- medonte.ca Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name p� p cL Address 7 C tv4,�l'J3 J�.lr�w�/ lei' NZ City Prov. 01i Postal Code LO iC .i A V Contact Fe � t,- R & • ."�' Telephone E -mail Q r fJ e x o ci-fe .:A •n z Fax PART B - ORGANIZATION GENERAL INFORMATION Number of Members Out of Town Residents � -5Yy - yam '7 -,P F Membership Fee If Applicable Geographic Area Date Served V �y M ��, �'��► Formed M C' y Outline the mission, purpose and objectives of your organization. Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. ry Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: # of individuals served: 176 PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") _ I '� / c e s t -- PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant Subsidy ✓ Amount Requested: J"7 77 � OQ, Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). kG Pvs pC,+.c- 4, fvb,f /J✓I (.t/a z,I W be " J c d 4 a Cn ✓ef I i'C an'; -i .� I' � � / �'1 9 � he_. p � .J t .�i c �/ 6� / .Y /n on e.�i JT C 3 ✓ G t/1 / �' �� 7 � � % �1 L• V C .% t 11 mI -.- 6- C/ -4 z.,:, i d, -111 44, zoo-7 XC o.iJ^• T J.a'_e (...-!t In erC - JeJ a u —,a d — e -/',- e J a P- _/ c, e Lr e- fG 4- , -/ c - - �/ C e :-, o ..-I A -Jo A - ✓ e ^, o e-e . T e e j E e S ✓' a F ° v� 6' � �4 n � � - e � �- , � c� Mori M,7 a G� 7 a ! % •'t �%. ,fv .�J' ®c�.� �o� �� t,.., i,. is lc. 7b yc, ee.0 armor c,-_; n;7 is feu" r. //%r'e C,v A 1LM GePI J'c,CA e 4,o e es�� L�� a -e- Csr+.:v,yn)6 , -.'CL' /?7rF" Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). N0 •Previous grants /subsidies from the Township? Amount Requested: $ i, O a d- P y Amount Approved: $ PART D - SIGNATURE OF AUTHORIZED OFFICIAL(S) Pe-4c- Name & Position E-7 Name & Position For office use only Approved: Amount $ NOTE: I o c.- � I o Year of Request: a 0o. 5 Year of Approval: :zoo C Date: 3F ^ "/OP Date: Denied: Date: 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. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. ature: NA JAN 16 7009 9z Date: J e~ , 15 _ Q_ L APPENDIX "A" FINANCIAL INFORMATION p ORGANIZATION NAME: Vasey Minor Ball Association - Pe f ,,- Pr z r,'.9�.. CURRENT FISCAL YEAR: Year: 2 o o -7 NEXT YEAR PROPOSED: Year: REVENUE: REVENUE: Source: Amount: Source: Amount: jr OP�-7,1� f5' A ,S,� le J J' 37�.�L TOTAL: C, 3 3 TOTAL EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: G B /y JC- re a?oy o c) �% �� •moo i 1 TOTAL: 1Z2, c>0 TOTAL: 73 ,pe> o0 SUMMARY: SUMMARY: Surplus or deficit from Surplus or deficit from previous year: 4 6 7 ° c, previous year: Revenue 6 3 3.L • L) Revenue & 3 yo o v Sub Total 3 9 `7 0 ° Sub Total y 2.2 oa Minus Expenditures 7 I x 2-° 00 Minus Exp. Expenditures 3X-a° o BALANCE: -7,Z 5 • a a BALANCE: - 9 S-d • c7-- ature: NA JAN 16 7009 9z Date: J e~ , 15 ORO- MEDONTE a G RECREATION TECHNICAL SUPPORT GROUP SPECIAL MEETING MINUTES Thursday, December 6t", 2007 @ 7:00 p.m. Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Carolyn Tripp, Ted Duncan Regrets: Bob Gregory, Mac Shiells Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor John Crawford called the meeting to order at 7:00 p.m. 1. Adoption of Agenda RTS071206 -01: Moved by Ted Duncan, Seconded by Reta Regelink It is recommended that the agenda for the Oro - Medonte Recreation Technical Support Group meeting of Thursday, December 6`h, 2007 be adopted. Carried 2. Disclosure of Pecuniary Interest: None. 3. Adoption of Minutes: RTS071206 -02: Moved by Reta Regelink, Seconded by Ted Duncan It is recommended that the minutes of the Oro - Medonte Recreation Technical Support Group meeting of Thursday, November 8h, 2007 be adopted as written. Carried RTS071206 -03: Moved by Ted Duncan, Seconded by Reta Regelink It is recommended that the minutes of the Oro - Medonte Recreation Technical Support Group meeting of Thursday, November 294h, 2007 be adopted as written. Carried 4. Guest Speaker: Shawn briefed those present regarding the background of the request by the North Simcoe ATV Club. 1 Graeme Davis — County Forester explained the Simcoe County Forests Recreational Use Policy. RTS071206 -04: Moved by Reta Regelink, Seconded by Ted Duncan IY�_ G ` ct- It is recommended that the presentation given by Graeme Davis —County Forester RE. ATV usage be received Carried Wayne Daub — Ontario Federation of All Terrain Vehicle Clubs made a presentation to the Group. RTS071206 -05: Moved by Reta Regelink, Seconded by Ted Duncan It is recommended that the presentation given by Wayne Daub — Ontario Federation All Terrain Vehicle Clubs be received Carried Chair Crawford then invited the public to give their comments which were digitally recorded. RTS071206 -06 Motion by Ted Duncan, Seconded by Rita Regelink It is recommended that we do now adjourn at 9.18 pm Carried. The next meeting will be held on Thursday, December 13th, 2008 at 7.•00 pm in the Neufeld Room of the Administration Centre. 2 r ORO- MEDONTE RECREATION TECHNICAL SUPPORT GROUP I �G SPECIAL MEETING MINUTES Thursday, December 13th, 2007 @ 5:00 p.m. Administration Centre Present: Councillor John Crawford, Mayor Harry Hughes, Councillor Mel Coutanche, Reta Regelink, Mac Shiells, Carolyn Tripp, Ted Duncan Regrets: Bob Gregory Staff Present: Shawn Binns, Manager of Recreation & Community Services Chair: Councillor John Crawford called the meeting to order at 5:05 p.m. 1. Adoption of Agenda RTS071213 -01: Moved by Carolyn Tripp, Seconded by Mac Shiells It is recommended that the agenda for the Oro - Medonte Recreation Technical Support Group meeting of Thursday, December 13th, 2007 be adopted. Carried 2. Disclosure of Pecuniary Interest: None. 3. Correspondence: RTS071213 -02: Moved by Ted Duncan, Seconded by Reta Regelink It is recommended that the correspondence regarding ATV use on Municipal Roads from the public be received. Carried 4. Business Arising From Minutes: A discussion began regarding the report (part of the correspondence) from Shawn Binns, Manager of Recreation & Community Services. Several members of the Group expressed their difficulty with the use of the word "denies ". Comments indicated that the Township needs to work with the Club to control ATV use, as well the potential for Tourism that ATV's could bring to the Township RTS071213 -03: `U _4 Moved by Carolyn Tripp, Seconded by Mac Shiells It is recommended that 1. THAT Report No. RT -01 -07 be received and adopted. 2. THAT the North Simcoe ATV Club be encouraged to explore opportunities for land use agreements with private landowners minimizing the need for access to municipal roads. 3. THAT Staff continue to work with North Simcoe ATV Club, the County of Simcoe, surrounding municipalities and residents to address risk management issues, parking in the development of a regional ATV trail. 4. THAT Council denies, at this time, the request of the North Simcoe ATV Club to permit ATV use on Municipal Road Allowances. 5. AND FURTHER THAT Council be advised of the decision made by the Recreation Technical Support Group. Carried RTS071213 -04 Motion by Ted Duncan, Seconded by Rita Regelink It is recommended that we do now adjourn at 5:50 pm Carried. The next meeting will be held on Thursday, January 10th, 2008 at 7.•00 pm in the Neufeld Room of the Administration Centre. K, MIDLAND PUBLIC LIBRARY BOARD MEETING Page I of 6 DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom PRESENT: G.A. Walker, A. Campbell, B. Desroches, C. Moore, J. LeFebvre, REGRETS: J. Swick, P. Steven, B. Jeffery STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO ITEM ISSUE ACTION 1. Call to order G.A. Walker called the meeting to order at 7:04 p.m. 2. Approval of the agenda '101 wtCoA %j Additions: 4. Business arising from the minutes 4.6 Wireless Moved by: B. Desroches VD- Seconded by: J. LeFebvre That the agenda be approved, as amended. CARRIED 3. 0 Approval of the minutes of the previous meeting Correction Under: 6.3 "approval in principal" — principal should be spelled principle Moved by: B. Desroches Seconded by: J. LeFebvre That the minutes of the Board meeting held on June 14, 2007 be approved. Business arising from the minutes 4.1 Staffing (IT, Pages, Part-time) B. Molesworth spoke about the changes in staffing that took place over the summer and leading into the fall. Due to M. Locke's retirement, several Staff positions have changed. J. Keefer moved to a full-time position and her former part-time hours were split in two with a few extra hours added to create two, 17 hour part-time positions. Many of our student pages went off to University and other endeavours, so four new pages have been hired. We interviewed for the new IT position in MIDLAND PUBLIC LIBRARY BOARD MEETING Page 2 of 6 DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4. Business arising from the minutes - continued August and hired Alex Aneroussos. He seems to be doing quite well. All of these changes meant a lot of training all while vacations were happening. However, everyone seems to have survived. 4.2 Staffing (Reference, Convergent Technologies) B. Molesworth explained that G. Griffith has taken on the position of Head of Adult and Information Services replacing M. Locke while maintaining some of her previous duties. He went on to talk about his wish to enhance Reference services. To this end, we purchased and installed Internet Self sign-in software to take some of the load off the Reference staff. In freeing up some of their time the plan is to setup an Information kiosk on the Main floor. The furniture has been ordered. 4.3 Staffing (Children's Service Desk, Programming) Another part of the Staff reorganization plan is to give more attention to the Children's Department, especially after school. As a result, the outer office area on the Children's floor will be modified to allow for a Staff member to sit at an Information desk. The new schedule allows for Staff to be in Children's after school. J. Keefer is also offering a new programme every other Saturday in the Children's Department. Class visits are taking place on a regular basis due to all the construction happening at various elementary schools. 4.4 E-Audio Books B. Molesworth reported on a meeting he attended at the Sinicoe County Library. Gayle Hall informed the Chief Librarians that she has completed the development of the website for the Overdrive e-audio books. A portion of our startup costs is being covered by monies we received from the Cedar Ridge Foundation. The official launch of the new site will likely be during Ontario Public Libraries Week in October. G.A. Walker asked how one accesses the e-audio books. B. Molesworth explained that they can be accessed from your home computer with your library card. Some can be burned to a CD. iPods are not compatible, but some other portable devices are. Overdrive recommends Zen Creative. MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom Page 3 of 6 ITEM ISSUE ACTION 4. Business arising from the minutes - continued 5. 4.6 Wireless (Agenda item moved up to dovetail with 4.4) Simcoe County is buying a server that will host wireless Internet access for the Simeoe County Libraries. The individual Libraries have to install their own antennas. Given the nature and construction of this old building, reception is a problem. We may need several antennas. Someone will be coming to test the building to see what is required. The cost will be around $1,600.00 to $1,800.00 dollars. The Friends of the Midland Public Library may be willing to help fund this. The Library's hours would be programmed into the County server so it would be shut down when we are closed. We will know by October what we are dealing with. 4.5 Reading Series B. Molesworth reported that we lost money again this year, although not as much as last year. It was, however, a very good series. All the authors were great and different in their own way. We didn't quite get the turnout we had hoped for by year three. We cut the budget on printing and advertising. The big expenses are accommodations and the special event licenses. The deadline for applications to the Canada Council makes it a little tricky to start to plan. B. Molesworth is pursuing publicists again. The general consensus seemed to be that we should hold it again next year. B. Molesworth put forward a suggestion, that might bring in more revenue, which was that, instead of having Coles sell the author's books, we would get the publicist to send the books directly to us for us to sell. There is a 40% markup on books so we could make some money this way. The only stumbling block is that we would need a credit card machine and account and people that know how to use it. He will look into this possibility. Approval of the accounts A question was asked about a cheque written in August 2007 for the Canadian Newstand/Globe & Mail. It was explained that it is an annual fee, not monthly. Moved by: A. Campbell Seconded by: B. Desroches That the accounts for the months of June, July and August totaling $30,617.43, $9,961.26 and $26,680.64, respectively, be approved. CARRIED DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom Page 4 of 6 ITEM ISSUE ACTION 6. Reports of Board Committees 6.1 Finance Committee — Budget 2008 A. Campbell distributed the Library Financial Statement for the Eight Months Ending August 31, 2007. 66.65% spent for this time of year is right where we should be. The Finance Committee Report was adopted. Budget 2008 — Operating B. Molesworth distributed a I" draft of the proposed operating budget for 2008. On the revenue side, things remain pretty much unchanged, although he may add some more to the Municipal Contracts line as the contract with Tiny Township and non-resident fees will go up. B. Molesworth explained the increase in payroll is due to the 3% raises all Staff will receive plus a full year's pay and benefits for the new IT position. These amounts are fixed costs, so there isn't much we can do about this. As a result, he has tried to keep other expense lines down as much as possible. Although budgets for Collection Development should be kept at around 15% - 20% of the overall budget, the price of books has gone down due to the Canadian dollar so, at this time, it is difficult to justify an increase in the various collection expense lines. Book Processing, however, has gone up, again, because of our increased purchasing power, and charges for processing are per unit. Budget 2008 — Five Year Capital The Capital Budget reflects our hopes for an expansion. Under receivables there is $75,000.00 from Trillium though we have not submitted an application yet. The total of the two gifts discussed with the donors in May and June is included and the amounts the Board has on hand in its bank account and in its Development Charge account. If all this money is received, the amount we will be asking the Town to issue a debenture for is $2,008,000.00 In 2008 we will pay off the last of the debenture that financed the renovations of the building through the 90's. There are some incidental costs for computers and bar codes and there is $ 10,000.00 for the Circulation System Reserve account. There are expected to be expenses attached to preparing for the renovations, such as moving and reshelving the fiction collection prior to taking the one story addition off which are not covered in the building budget so two amounts have been included under Computer Software and Equipment. The first payment on the new debenture would be in 2009 and would represent most of the increase in the Capital Budget in the following years. DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom Page 5 of 6 ITEM ISSUE ACTION 6. Reports of Board Committees - continued B. Molesworth has concerns about trying to explain all this to Council as part of the Budget process. The Board usually has only half an hour and Council is dealing with many issues at that time. As well, at least one of the donors would like to see the Town agree to make a commitment before finalizing his. B. Molesworth talked to Ted Walker who suggested an in camera meeting sometime in October and agreed to consult with Jim Downer as to a date. When a date is suggested, B. Molesworth thought he would contact the prospective donors to keep them apprised of the steps taken. It is to be hoped that a general agreement can be reached before the full Budget process begins. 6.2 Fundraising Committee C. Moore asked about the Capital fundraising campaign for the expansion. B. Molesworth has been in touch with Rob Lavery, a fundraiser that works for SOLS. He suggested that, even if you have a couple of potential large donors, you should still fundraise in the community. You would then go to Council and give them a figure that would be the most they would have to pay, based on the large donor amounts and tell them any other monies raised would be used to pay down the debt faster. B. Molesworth will contact the potential donors to let them know how we are proceeding and then meet "in camera" with Council in October and ask them to commit to the debenture in 2008 so that we can hire the architect and proceed with soil testing and drawings. Construction would begin in 2008. 6.3 Building Committee — Council B. Molesworth has been speaking with a retailer to obtain prices on furniture for the new expansion so that groups interested in donating towards certain items will have a goal and can see what we have in mind. G.A. walker suggested that this is the kind of thing the Friends would like to be involved with. The application to Trillium also requires specifications and competitive quotes. Once this list of items and prices is compiled we can decide what we want to apply to Trillium for. DATE: September 20, 2007 LOCATION: Midland Public Library Boardroom Page 6 of 6 ITEM ISSUE ACTION 6. Reports of Board Committees - continued 6.4 Report from the Friends of the Midland Public Library G.A. Walker suggested that the Friends could sponsor a series of talks by personalities from HDTV on interior decorating. Jamie Tripp has offered his organizing experience since he organized a similar event. B. Molesworth mentioned that there is a new member of the Friends who will be contacting the appropriate people toward this endeavour. 7. 1 New business E-11 9. There was no new business. Information 8.1 Chief Librarian's Report Statistics continue to go up and up, which is great. Staff are coping fairly well. Council can also see that we are trying to work with what we have in the way of staffing. 8.2 FoPL B. Molesworth distributed copies of a magazine produced by the Federation of Public Libraries that contains the best stories from the 2006 "Telling our Stories" contest. This was an initiative of the FoPL asking Ontarians to submit their own personal stories about how public libraries affected their lives. The Honourable James K. Bartleman wrote one of the stories. C. Moore suggested that we ask him to be the Honorary Chairman of our capital fundraising campaign. B. Molesworth will draft a letter to be sent to Mr. Bartleman and bring it to the October Board meeting. Adjournment Moved by: J. Lefebvre That the meeting be adjourned at 8:25 p.m. MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: October 11, 2007 LOCATION: Midland Public Library Boardroom Page 1 of 6 PRESENT: G.A. Walker, A. Campbell, C. Moore, B. Jeffery, P. Steven, J. Swick REGRETS: V. Nihill, B. Desroches, J. LeFebvre STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO ITEM ISSUE ACTION 1. Call to order 2. 3. 9 G.A. Walker called the meeting to order at 6:55 p.m. 4n I Approval of the agenda 4. Business arising from the minutes 4.3 Readings 7. New Business 7.2 Huronia Foundation for the Arts That the agenda be approved, as amended. I Moved by: C. Moore Seconded by: P. Steven Approval of the minutes of the previous meeting Moved by: C. Moore Seconded by: B. Jeffery That the minutes of the Board meeting held on September 20, 2007 be approved. Business arising from the minutes 4.1 E-Audio Books B. Molesworth reported that the County Library has been working hard on getting the Overdrive e-Audio books collection launched. They will be issuing press releases and have already sent us promotional business cards announcing "PULSE" — Public Libraries Sharing E-Media. The 500 title collection will be launched during Ontario Public Libraries Week, which is October 15th to the 20th. This collection is in addition to our e-books. MERNME1111111 . ilk, I DATE: October 11, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE 4. Business arising from the minutes - continued 4.2 Wireless This is another initiative of the County of Simcoe. B. Molesworth reported that the County will be installing antennas in public libraries across the County. Gayle Hall, the Director of the County Library, applied to SOLS (Southern Ontario Library Service) for grant funding to help the libraries defray their costs. She was successful, therefore, we will be receiving 2 antennas and possibly a 3rd from the Friends, if we need it, up to a cost of $1,000.00. This will provide wireless Internet access for patrons with laptops. It will be programmed to be shut down outside the Library's hours of operation. 4.3 Readings B. Molesworth informed the Board that one of the local authors that read during our Author Series, Douglas Hunter, has had his new book published. Bill approached him about doing a reading and book signing here around the end of November and he has agreed. Once a date and time have been confirmed, we will issue a press release and print up some posters. B. Molesworth also read a letter from an author asking about doing a reading here in January. The Board suggested that the author be contacted and told about the weather up here in January not being that great for travel. B. Molesworth will write to her. 5. Approval of the accounts Moved by: A. Campbell Seconded by: B. Jeffery That the accounts for the month of September 2007 totalling $15,916.24 be approved. 6. Reports of Board Committees 6.1 Finance Committee — Budget 2008 — update A. Campbell distributed the Library's Financial Statement for the Nine Months Ending September 30, 2007. Overall, everything looks to be in good shape to this point in the year. 'K U Page 2 of 6 DATE: October 11, 2007 I I b LOCATION: Midland Public Library Boardroom MEL= ITEM ISSUE ACTION 6. Reports of Board Committees - continued B. Molesworth reported that Town Treasurer, S. Gignac has asked Department Heads to provide her with a financial projection to the end of the year. We are a bit over on the Capital side but we are under in other areas, so we should have a surplus of approximately $3,000.00 to $4,000.00. Budget 2008 — update B. Molesworth will be attending a closed door meeting with Council on October 22nd about funding for the proposed expansion. In starting to write speaking notes for his presentation, it became apparent that the Capital receipts and expenses should more properly be shown spread over the life of the project rather than just in 2008 as the first draft had it. He has consulted with Sue Gignac, Town Treasurer, at some length and they have prepared a draft 5 year Capital Budget. If Council approves the project most of 2008 will be taken by developing the construction drawings, getting permits, doing soil testing, and maybe site preparation. Other than the drawings, none of that is covered by the construction costs estimated by the architect so there is a $35,000.00 item for those charges. Major construction is not expected to begin till 2009 which is when both prospective donors have said they would release their gifts. Renovations to the existing building, finishes and cabinet work would take place in 2010. 2008 will see the last payment of the current debt. The Library has been projecting the purchase of new bar codes in 2008 since the last batch were bought. The other major expense not included in the cost estimates are computer related. The Library has been building a reserve fund towards the purchase of a new circulation system which, in this scenario, would be bought before the Library reopens in 2010 and then a new reserve would be started. There will also be a requirement for PCs. The Library has been replacing the public Internet computers as age demanded and budgets permitted but over the last year has stopped purchasing new with the expectation that they will last till the reopening and then be replaced. $75,000.00 has been budgeted in 2009 for that and $20,000.00 each year thereafter to upgrade and replace machines on a continual basis as required. I DATE: October 11, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE 6. Reports of Board Committees - continued The bottom line — Net Tax Support — becomes a more gradual progression to a long term expenditure that is just over twice the average spent over the last few years. 6.2 Fundraising Committee Bartleman The Board approved of the draft letter B. Molesworth wrote to be sent to former Lieutenant Governor James Bartleman asking him to act as Honorary Chairman of our Capital Fundraising campaign. In response to a question posed at the end of the draft, "What does he do?" the Board suggested that Mr. Bartleman be asked to attend the campaign kick-off, with press in attendance, as well as the sod turning and official opening. C. Moore suggested that, if Mr. Bartleman turns us down, we ask current Lieutenant Governor, David Onley if he would fill this position. He apparently has said that he has fond memories of his time living in Midland and that he would be happy to support the community in some way. Trillium B. Molesworth informed the Board that he has spoken to the local Trillium representative, Mr. Pugsley, about our plans for the expansion. Trillium has raised the ceiling that may be applied for from $75,000.00 to $100,000.00. However, Mr. Pugsley advised against applying for the upper amount as he feels this could work against us. 6.3 Building Committee B. Molesworth has started to collect pricing for furniture for the expansion in order to compile a list of items, like chairs and tables, that organizations like the Friends could fundraise towards. 6.4 Report from the Friends of the Midland Public Library The Friends are proposing a fundraising initiative that would see TV personalities from HDTV come to Midland and put on public demonstrations or workshops on things like interior decorating and gardening. G.A. Walker has some names of the people that we might approach. B. Molesworth e-mailed HGTV and received a response from one of the producers. They may be willing but going outside of Toronto would mean a greater time commitment. B. Molesworth will stay in touch with them. r Page 4 of 6 Page 5 of 6 DATE: October 11, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION # I 7. New business 7.1 Point of Sale/Debit B. Molesworth has been looking into the cost of obtaining a credit card/debit machine to be used at fundraising events like the Author series. We will have to use the TD Canada Trust service because the Town of Midland uses them. The machine carries a cost of $35.00 a month and 1.8% of each credit card sale. Debit card transactions are 14 cents each. B. Molesworth will speak to Joanne Gagnon at the Town Office about moving ahead with acquiring a machine. Deputy Treasurer, J. Robitaille has mentioned that the Town's auditors don't like the way the Library records monies taken in. It is a manual system, where Staff write down amounts of money taken in. She is suggesting we purchase "Point of Sale" software that would be loaded on our Main Desk computers. This software costs around $500.00. You don't need a cash register, you simply enter into the computer money taken in and the computer keeps track of it and prints out reports. It does still count on people remembering to input the information and to record the correct amount. 7.2 Huronia Foundation B. Molesworth attended a drop-in meeting of the BIA. Councillor Gordon McKay, who was also in attendance, spoke to Bill about the Library becoming involved with the new Huronia Foundation for the Arts. The Library would be charged a fee of $50.00 for an Institutional membership. The Board agreed with this expenditure. Moved by: B. Jeffery Seconded by: J. Swick That the Board supports the expenditure of $50.00 for an Institutional Membership in the Huronia Foundation for the Arts. 8. Information 8.1 Chief Librarian's Report G.A. Walker asked what a Wiki was. G. Griffith and B. Molesworth provide an explanation. Page 6 of 6 DATE: October 11, 2007 LOCATION: Midland Public Library Boardroom MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom PRESENT: G.A. Walker, A. Campbell, C. Moore, J. LeFebvre, P. Steven, J. Swick, V. Nihill REGRETS: B. Desroches, B. Jeffery, STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO ITEM 1. 2. 3. Call to order G.A. Walker called the meeting to order at 7:02 p.m. Welcome New Board Member G. A. Walker welcomed Virginia Nihill to the Board. Presentation by Cedar Ridge Foundation — Garry Moorehouse and Harry Campbell Mr. Moorehouse and Mr. Campbell did not arrive. B. Molesworth will contact them. Approval of the agenda Additions: 7. New Business 7.1 Christmas Hours 8. Information 8.3 Tiny Township 8.4 F. of P.L. Moved by: J. LeFebvre Seconded by: J. Swick That the agenda be approved as amended. Approval of the minutes of the previous meeting Moved by: C. Moore Seconded by: J. Swick That the minutes of the Board meeting held on October 11, 2047 be approved. Page 1 of 6 ACTION U�W DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE 4. Business arising from the minutes 4.1 E-Audio Books B. Molesworth reported that the e-Audio Book collection from Overdrive was launched during Library Week in October. There has been lots of publicity in the newspapers. They haven't been up and running long enough to have any statistical data available. 4.2 Wireless There is nothing to report on this. The testing that the County of Simcoe is supposed to come and carry out still has not happened. 4.3 Readings B. Molesworth reported that he and A. Aneroussos have been working on making a poster incorporating the publisher's promotional material for the Douglas Hunter book "God's mercies". The reading will take place in the Children's Department on Monday, December 3, 2007 at 7:00 p.m. The Free Press will be giving us some publicity as Mr. Hunter writes a column for them. We will also contact The Mirror. The other author that approached us about doing a reading here, Farzana Doctor, is still keen on coming even though the weather can be tricky in January. She will also be reading in the Children's Department, but on Wednesday, January 9, 2008 at 7:00 p.m. The Twisted Pines festival is holding a fundraiser in early December. Orillia author/musician Paul Quarrington will be performing and reading at the Penetanguishene Public Library and may do a reading here, but the short notice makes it difficult to advertise. 4.4 Point of Sale/Debit B. Molesworth reported that the debit/credit card machine is yet to be installed, but it will be ready before Doug Hunter's reading so that we can sell his new book as a fundraiser. There hasn't been time, so far to get it up and running and the Staff trained. 5. Approval of the accounts Moved by: A. Campbell Seconded by: J. Swick That the accounts for the month of October 2007 totalling $16,021.26 be approved. Page 2 of 6 ACTION CARRIED Page 3 of 6 DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION # I 6. Reports of Board Committees 6.1 Finance Committee — Budget 2008 — Update Board Treasurer, A. Campbell, distributed the Library Financial Statement for the ten months ending October 31, 2007. He reported that the budget is on target for where we are in the year. B. Molesworth explained that the line under Library Collections called A/V Software/Equipment appears to be over budget but will be covered off by the $9,000.00 sitting in the Library Collections Revenue — Ministry Grant line. Budget 2008 — Update An updated Budget Working Paper was distributed. B. Molesworth met with CAO, Ted Walker and Town Treasurer, Sue Gignac, regarding the upcoming budget presentation to Council, especially relating to the proposed expansion. The 2008 proposed operating budget was within Council's guideline of 2% outside of salaries. S. Gignac asked that B. Molesworth project over the next 3 years, to 2010, the increased cost of operating an expanded facility, particularly in relation to staffing. B. Molesworth explained that, based on other organizations of a similar size and the space needs study, we should be looking at a full-time equivalent (FTE) of 15 or 16 staff. We currently have approximately 10. A couple of different ways to achieve this staffing level were discussed. After more discussions with the Town's CAO and Treasurer, it was agreed that increasing part-time staff in 2009 and then again in 2010 was the recommended option. B. Molesworth went on to say that unfortunately this plan means we will have more staff not receiving benefits, however, this proposal will see the FTE raised to 15.4 by the end of 2010. The last column on the 2008 Budget Working Paper document reflects the total increase in salaries over the 2007 budget. Certain revenue lines have also been increased slightly in 2009 and 2010 such as Local Municipalities, Document Recoveries and Fines. Under Expenses, a 14% increase has been added to the Hydro line based on Hydro's own projections and those of the Architect's. The cost of natural gas has gone down but there is an increase in 2009 and then again in 2010 also based on the Architect's projections. n 1xvi 101 ;1 Page 4 of 6 DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 6. Reports of Board Committees - continued Expenditures on Library collections will remain the same for 2008 as the cost of books has dropped but the cost of processing from LSC has gone up plus we have projected an increased number of units processed. There is a small increase in 2009 but 2010 projects a larger increase based on the expansion to the building and shelving. There are standards for libraries that suggest collection budgets should be 15-20% of the overall operating budget. The proposed Capital budget is the same that was distributed at the last meeting except it goes to 2017. Net tax support will increase by approximately I% over the next 3 years with subsequent increases reflecting the post expansion debt charges. The current debt charge from the previous renovations will be retired for 2009. Moved by: A. Campbell Seconded by: C. Moore That the Board accepts the proposed Budget for submission to Council. CARRIED 6.2 Fundraising committee — Bartleman The letter asking Mr. Bardeman to act as Honourary Fundraising Chairman was sent. There has been no reply thus far. 6.3 Building Committee — Roof/HVAC B. Molesworth expressed his concern about the on-going problem with snow and ice falling from the roof on the south and east facing slopes, over the main entrance to the Library. Last year a significant chunk came down and hit one of the Staff, thankfully with no injury, but it may be just a matter of time before someone is hurt. B. Molesworth has spoken to a company called Classic Roofing about installing their 2 pipe system which would be mounted just above the ridges in the roofing and sit about an inch and a quarter high. It breaks the ice and snow up into smaller pieces before it comes down. The quote for the work is $2,600.00 + GST. There is enough money remaining in the Building Maintenance line to cover this. Heat cables would likely be ripped off with the force of the snow and ice build up. The Board approved of B. Molesworth's proposed solution. Plaster is, once again, bubbling off the walls in the Boardroom and elsewhere in the building. On investigation, it would appear that snow builds up in the valleys of the roof and is coming over the edge of the steel roofing and backing up in the gutters. MIDLAND PUBLIC LIBRARY BOARD MEETING Page 5 of 6 DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom ITEM I ISSUE ACTION # I 6. Reports of Board Committees - continued Heating cables running down the downspouts may be the solution to this problem. These cannot be afforded this year. The HVAC heating system can't be balanced. The computer driven system seems to have somehow lost the ability to supply adequate heat to all floors. The companies that install these controls won't give us the ability to control it unless we're willing to pay between $17,000.00 and $20,000.00 B. Molesworth suggested that when the expansion happens that we talk to the Mechanical Engineer that will be on site. 6.4 Report from the Friends of Midland Public Library B. Molesworth has spoken to the producer of "Get This House and Sell it," an HGTV programme, who is willing to talk to some of her people about coming to Midland to do a fundraising event for us. The Friends would like to host a few of these types of events. There will be related costs. 7. New business 7.1 Christmas Hours We normally close at 1:00 p.m. on Christmas and New Year's Eve. This year they fall on a Monday. Rather than bring Staff in for the 3 or 4 hours that they would normally work until 1:00 p.m., B. Molesworth proposed that the Library be closed those days with Staff taking vacation or banked time for the hours they would have normally worked. The Staff have agreed to this idea. The Board gave their approval. So, the Library will close at 5:00 on Saturday, December 22"d and re-open on Thursday, December 27Th to Saturday, December 29th and then be closed from Sunday, December 30th to January is' inclusive. 8. Information 8.1 Chief Librarian's Report C. Moore commented positively about the reptile demonstration that B. Reynolds, the Head of Children's Services, arranged for a PD day in November. She went on to suggest that perhaps Bonnie could approach the Wye Marsh about bringing their Birds of Prey demonstration to the Library. The Library's circulation was up again in October by over 1,200. Page 6 of 6 DATE: November 8, 2007 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4 1 8. Information - continued 8.2 OLBA Governance Guidelines B. Molesworth informed the Board that he was in receipt of a new publication put out by the Ontario Library Board Association on Board governance. Any Board members that are interested in reading this document should speak to Bill. 8.3 Tiny Township B. Molesworth received a response from the Township of Tiny acknowledging the receipt of the letter that was sent from the Board informing the Township of the increase in the per household fee for Library service. In 2008 the fee will rise from $100.00 to $110.00. They stated that the increase will be brought forward to Council during their budget deliberations. 8.4 F. of P.L. The Federation of Public Libraries is an advocacy group for public libraries. Recently representatives met with the Association of Municipalities of Ontario. (AMO) There was a feeling that AMO is receptive and willing to work with the F. of P.L. to further the cause of public libraries. Christmas Board Meeting C. Moore, once again, offered her home as the location for the Board's Christmas meeting, to be held Thursday, December 13, 2007 at 7:00 p.m. The women will provide appetizers and the men will bring beer or wine. 9. Adjournment Moved by: C. Moore That the meeting be adjourned at 8:05 p.m. Chi Wan of the Board Chief Librarian MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: December 13, 2007 LOCATION: Home of Catharine Moore PRESENT: G.A. Walker, A. Campbell, B. Desroches, C. Moore, P. Steven, J. Swick REGRETS: B. Jeffery, J. LeFebvre, V. Nihill STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO GUEST: Councillor, Pat File [1 2. 3. 4. [Claw Call to order G.A. Walker called the meeting to order at 7:07 p.m. Paula Steven's Resignation B. Molesworth informed the Board that Paula Steven, the Board member representing the Township of Tiny, has resigned. He went on to read part of the letter she sent outlining her reasons. Tiny has been notified and they will be advertising for the vacancy. In January 2008 Pat File will be replacing Bob Jeffery as our new Council representative on the Board. As a result, B. Molesworth invited P. File to attend this evening's Board meeting. G.A. Walker welcomed Pat File to the Board. Approval of the agenda There being no additions, G.A. Walker asked for a motion to approve the mi Moved by: C. Moore Seconded by: J. Swick That the agenda be approved as circulated. Approval of the minutes of the previous meeting Moved by: C. Moore Seconded by: J. Swick That the minutes of the Board meeting held on November 8, 2007 be approved. Business arising from the minutes 4.1 E-Audio books B. Molesworth cited some circulation statistics for the month of November. There were 38 during the month with 7 titles circulated during survey week. Page I of 5 ACTION Low. I[RHM 9910mill i ill 1 11, 11 111111 � � 1 ii 11 AIDNINN101 DATE: December 13, 2007 LOCATION: Home of Catharine Moore Page 2 of 5 ITEM I ISSUE ACTION 4 1 4. Business arising from the minutes - continued 4.2 Wireless The County of Simcoe has completed testing of the Library building and have recommended the installation of 2 antennas. One will be on the second floor, the other in the basement. This will provide wireless coverage for the whole building. Installation should take place by the end of January. Patron access to this new service will require a valid library card. The system will be shut down for the hours we are closed. 4.3 Readings B. Molesworth informed the Board that the scheduled reading by local author Douglas Hunter had to be cancelled due to bad weather. A new date will be set, possibly during Heritage Week in February. B. Molesworth will contact D. Hunter. The January 9th reading by Toronto author Farzanna Doctor is still a go. The local press will be contacted about possible publicity. The Free Press had already done a piece on D. Hunter, so we're not sure if they will do another one for free. Another event that was affected by weather was the appearance of Orillia author Paul Quarrington courtesy of the Twisted Pines Festival. The festival has pretty much become a year round event. They are interested in trying to stage another event here on February 1St which is a PD day. B. Molesworth will be in contact with the organizers. 5. Approval of the accounts Moved by: A. Campbell Seconded by: B. Desroches That the accounts for the month of November 2007 totalling $15,211.06 be approved. CARRIED 4 1 MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: December 13, 2007 LOCATION: Home of Catharine Moore Page 3 of 5 ITEM I ISSUE ( ACTION # 6. Reports of Board Committees 6.1 Finance Committee — Budget 2008 — Update A. Campbell distributed the Library Financial Statement for the Eleven Months Ending November 30, 2007. B. Molesworth mentioned that the invoice for the installation of the roof bars, to reduce falling snow/ice over the main entrance, is still to be received but even with that the budget is still on target. The final year end payment from the Township of Tiny has just been received so it has not been entered as yet to the revenue line, Local Municipalities. 6.2 Fundraising Committee — Bartleman B. Molesworth met with Council on November 26th about the proposed expansion. The early response seems to be positive. The regular budget meeting with Council will be December 4th. P. File said that there are always Capital projects before Council that they have to look at, but certainly Council was impressed by the amount of money already raised. B. Molesworth reported that we still have had no response for the letter sent to Mr. Bartleman. 6.3 Building Committee — Roof The roof work has been completed. It's still a bit early to tell if it's effective but the bars installed do seem to be allowing the snow and ice to melt more. 6.4 Report from the Friends of the Midland Public Library A Friends meeting was not held this month, so there is no report. B. Molesworth reported that he still has not heard from the HDTV people about a proposed fundraising event. He will contact them. B. Molesworth also spoke of the recent reception he attended for the visit of Lieutenant Governor David Onley. Mr. Onley spent his high school years in Midland and has fond memories of that time. DATE: December 13, 2007 LOCATION: Home of Catharine Moore Page 4 of 5 ITEM ( ISSUE ACTION M New Business 7.1 Family Day Family Day is a new Ontario statutory holiday. Apparently there are some exceptions for various employee groups but we are eligible. B. Molesworth has contacted Town of Midland, CAO, Ted Walker to ask how the Town is approaching this. He is going to be taking it to a Committee of the Town to decide how it will be handled. We could take it as a day off on the actual day or employees might have the day to carry to be taken later. We will await the Town's decision. Information 8.1 Chief Librarian's Report — Cedar Ridge Pops donation — Delaney donation Cedar Ridge Pops donation B. Molesworth informed the Board that Mr. Garry Morehouse from the Cedar Ridge Pops Foundation came and presented a cheque for $10,000.00 to Chairman G.A. Walker. This money will be used for special collections for seniors such as Large Print, Talking Books and E- audio books. Delaney donation B. Molesworth informed the Board that Anne Delaney, former board member and daughter of the late Helen and Lloyd Delaney, made a donation of $1,500.00 in memory of her parents. The donation has been directed to the Building Fund. 8.2 Township of Tiny B. Molesworth received notification from the Township of Tiny that they have accepted the new fee schedule that was presented to them. The per household fee will rise from $100.00 to $110.00 and the Townships overall Library services budget ceiling will be raised to $140,000.00. uEffism"ll 111 ll Lit I I'll 11,10 ]IFFE-11 i Jill Page 5 of 5 DATE: December 13, 2007 LOCATION: Home of Catharine Moore b yr ORILLIA PUBLIC LIBRARY BOARD MINUTES OF NOVEMBER 28,2007 MEETING A regular meeting of the Library Board was held in the Library commencing at 7:00 p.m. PRESENT — BOARD — J. Swartz, Chair; J. Rolland, Vice-Chair; F. Coyle; M. Fogarty; R. Fountain; R. Hawkins; P. Hislop; M. Seymour CONSENT AGENDA Staff members involved in the production of the Library Newsletter were congratulated for their efforts. It was suggested that copies be sent to the local schools. MOTION #2007:19 Moved by M. Fogarty, seconded by J Rolland that the consent agenda of the November 28, 2007 meeting be adopted. CARRIED M. Fogarty will act as timekeeper for the agenda. DISCUSSION AGENDA BUSINESS ARISING FROM THE MINUTES Members of the committee for "Orillia's Big Read" attended the meeting and gave a brief presentation of the pilot project that was initiated in May 2007 to promote the Library and reading just for fun. This program was launched July 12 and ran until October 2007 with books selected by author Mel Malton. The Committee was congratulated on a very successful program. The Operational & Facility Programming Report prepared by dmA Planning & Management Services was presented to Council Committee on October 29 and approved the following week. The process to date has received positive support frorn the Council and the community. The Board will send a letter of thanks to Council for their support. REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Finance — The Budget submissions for 2008 have been prepared with a 2% increase. General discussion followed with questions asked by board members. MOTION #2007:20 Moved by F. Coyle, seconded by P. Hislop that the Orillia Public Library Operating Budget for 2008 in the amount of $1,536,236 (including the City Levy of $1,273, 764) be accepted. CARRIED MOTION #2007:21 Moved by F. Coyle, seconded by R. Fountain that the 2008 Supplemental Budget requests totaling $206,300 be accepted. CARRIED Provincial Funding — At the November 6, 2007 Finance Committee meeting it was suggested that the Board write to MPP Garfield Dunlop to ask him to lobby the legislature to increase the provincial funds received by the Library as they have not changed in several years. Reserve Accounts Authorizations - MOTION #2007:22 Moved by R. Fountain, seconded by P. Hislop that the Orillia Public Library Board approve the expenditure of up to $3,000for 2007 from the AIV Insurance Reserve Account #56-6-3210-0234. CARRIED MOTION #2007:23 Moved by J Rolland, seconded by M. Fogarty that the Orillia Public Library Board approve the expenditure of up to $6,500 for 2007 from the Friends of the Library Reserve Account #56 -6- 3210 -0350 for the purpose of spending $3, 000 for designated collections, $1, 000 for a book truck, and $2,500 toward the purchase of microfilm readerlprinter. CARRIED MOTION #2007:24 Moved by P. Hislop, seconded by R. Fountain that the Orillia Public Library Board approve the expenditure of up to $3,000for 2007 from the Designated Donations Reserve Account #56 -6- 3210 -0352. CARRIED Creation of a New Reserve Account — M. Saddy prepared a report outlining this request. MOTION #2007:25 Moved by M. Fogarty, seconded by J. Rolland that the Orillia Public Library Board authorize the creation of the reserve account "Adult Programming Reserves " and the $595 from General Reserves and $2, 700 from Designated Donations be placed in it. CARRIED Personnel Committee — The CEO selection process is under way with the committee busy working with Daryl Novak to create a draft position profile. Advertisements have been sent and posted on the web with a closing date of December 14, 2007 for receiving applications. The committee will meet Thursday December 6 at 7 p.m. with a staff representative to be chosen, along with Bruce Macmillan who is the community representative. Planning Committee — Minutes of the November 21, 2007 meeting were distributed to the Board. The next meeting is scheduled for Tuesday December I I at 4:30 p.m. to develop a business plan with the strategic plan for an 18 month period. It was noted that it would be desirable to have FAQ or an information sheet to be able to advocate for the new library. If board members have specific questions they would like to see included in this document they should be sent to CEO M. Saddy to have answers formulated. NEW BUSINESS December Meeting Date — The board will meet on Wednesday December 19 at 5:00 p.m. OLA Conference — The 2008 OLA Conference will be held from January 30 — February 2, 2008 with a December 15, 2007 early registration deadline for anyone interested in attending. OLBA Survey — C. Dowd has requested that this be distributed to board members to complete. M. Saddy and J. Swartz to tabulate results and report to C. Dowd regarding the survey success. Request for Institutional -Membership — MOTION #2007:26 Moved by J Rolland, seconded by M. Fogarty that the Orillia Public Library Board approve an institutional membership for Guardian Angels Church. CARRIED Module 7 from Library Board Orientation Kit — Module 7 discussing policies was reviewed at the meeting led by R. Hawkins. A meeting to begin to review the policy manual to be held Monday December 17 at 4:30 p.m. Adjournment at 8:20 p.m. moved by R. Hawkins. BOARD CHAIR CHIEF EXECUTIVE OFFICER REPORT OF THE DIRECTOR OF CHILDREN'S, YOUTH AND AUDIO VISUAL SERVICES November 2007 CHILDREN'S SERVICES Proerams Goal 2.1 Develop and maintain programs associated with identified groups. A new set of fully registered story hour programs began the second week of November including: Storytime for Caregivers; Books for Babies; Tales for Twos and Threes; and Preschool Stories. The Mariposa Chess Club held two meetings this month under the leadership of Mary McCooeye with a membership of thirteen children. The school age Explorers Club met this month for a program teaching them how to create photo backgrounds and creative ideas for picture frames with a booktalk on non-fiction books. The entire fall session of the Explorers club is fully registered. The Saturday morning Drop-ln Family Storytime continued in November with good attendance. The program continues every Saturday morning until Christmas. Goal 7 The Library will investigate, develop and maintain partnerships in the community Two sessions of Paws to Read in partnership with Therapy Dogs of Canada was offered again this month. Outreach and Publicity Goal 4 The Library will advocate for increased public awareness of the value and range of library services. Suzanne presented a Library Storytime at the Ontario Early Years Center and promoted our Family Drop-In Storytime. Lee attended a meeting of the Good for Life Committee and presented a request for funding for children's Services. Material displays included: Great Non-Fiction and Christmas. Goal 7 The Library will investigate, develop and maintain partnerships in the community Kelly and Suzanne attended a special board meeting of JP Kidz to listen to a presentation made by the North Simcoe Boys and Girls Club. The JP Kidz club is considering becoming a member of this institution. The staff of Children's Services are investigating if there can be a role for the library to play in a Boys and Girls Club for after school activities. Reference To come. Staff Development Goal 8 Maintain an ongoing commitment to staff training, recruitment and development All of the Children's Services staff attended a teleconference discussing one library's implementation of ALA's (American Library Association) initiative Every Child Ready to Read. We came away with a better understanding of the initiative and some concrete ideas for implementation. Lee Kelly and Kelly Smith attended a SOLS (Southern Ontario Library Service) sponsored workshop featuring Rob Reid at Whitby Public Library, a truly inspiring Children's Librarian from the USA. Both reported that the workshop was fabulous and they came away with ideas they have shared with other staff and have also put into place in their own programs. Kelly met with the young adult librarian from Barrie Public Library to share programming ideas. She carne away with some great ideas for programs to offer teens as well as information on running a teen advisory board. We appreciate the staff of Barrie Public Library taking the time to share their experiences in teen programming. Kelly and Suzanne attended a special board meeting of JP Kidz to listen to a presentation made by the North Simcoe Boys and Girls Club. The JP Kidz club is considering becoming a member of this institution. Programs Goal 2.1 Develop and maintain programs associated with identified groups. Chick Chat continues to be popular with a core group of girls and a number of new additions this year. This program is held once a month in the magazine room upstairs. A very popular program this month was the Harry Potter Trivia contest. Teens had the choice of forming their own team or competing as part of a library team. In total, 26 teens participated in the program and had great fun answering the questions and cheering on their team members. Kelly Smith, who led the program, said she was amazed with the Knowledge of teens attending the program. It was almost impossible to stump them. A second program with smaller attendance was the Sisterhood of the Travelling Pants. This program included trivia questions, a booktalk on the series and a craft program for girls to use beads, glitter and other decorations to create their own version of the traveling pants. Everyone who attended made stunning creations. REPORT FOR THE MONTH OF NOVEMBER 2007 BY DIRECTOR OF INFORMATION SERVICES LYNNE GIBBON GOAL 2: Create and maintain lifelong relationships with users. Volunteers provided the library with 279 hours of free time, shelving books and providing general help. The Lifescapes program was attended by 59 participants. GOAL 3: Optimize and customize library services to our user groups. The Webpage Committee met to discuss adding music to the initial page and creating a simplified first point of entry on November I". Four security cameras were installed in various areas on the second floor to provide additional security. Twelve people attended the adult book club; the book discussed was Before you Know Kindness. Materials were selected and delivered to 15 shut-ins. GOAL 4: Advocate for increased public awareness of the value and range of library services: 32 attended Sue Kenney's program on her travels. Michelle created eight displays at the Reader's Advisory desk on various timely topics: Remembrance Day, Oprab books, the Giller, Evergreen and Governor Generals prizes, Winter, Mysteries and Christmas. Book marks of suggested reading were also created on these topics. She also collected materials for 4 shut-ins and for Victoria House. We continue to borrow more materials from other libraries (up 2 per cent) and loan more materials to other libraries (up 5 per cent). GOAL 5: Develop methods of measurement to evaluate the effectiveness of library services and programs: 1899 queries were made at the Infoh-nation Desk. Use of the library computers was up by 9 per cent to 2006. Online products were searched 4578 times during the month. Use of the Knowledge Ontario database was the highest since it was mounted at the beginning of the year. Visits to the homepage were up by 32 per cent to 1403 hits. GOAL 6. Investigate, develop and maintain partnerships in the community. Alison from Convergent Technology provided several departments with a software package demonstration which would allow staff to track book club membership and reading. I had a number of meetings as a member of the Information Orillia Board concerning the restructuring of the organization and the successful divesting of the Housing Registry to the Collingwood Housing Center. I attended Marilyn Rolland's retirement party and gave her a small gift as thanks for all she has done for the library over the years, as assistant to Garfield Dunlop. GOAL 7: Attract, develop and maintain a trained and educated workforce and leadership that reflect our values and ethics. Lynn Lockhart and I attended an audio-conference on New Rules of Web Design presented by Jeff Wisniewski of the University of Pittsburgh. He discussed how the web is changing and some pitfalls to be avoided. NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING #10-07 Ak Friday, 23 November, 2007 DRAFT MINUTES Location:Tiffin Centre for Conservation — John L. Jose Environmental Learning Centre PRESENT: Wayne Wilson Mgr. Administration & Human Resources Susan Richards Chair: Fred Nix Town of Mono Vice Chair: Walter Benotto Town of Shelburne (left at 11:55) Members: Fred Dobbs Director of Planning Marilyn Eger Rick Archdekin Town of Wasaga Beach Mary Brett Township of Adjala-Tosorontio Reg Cowan Township of Springwater John Crawford Township of Oro-Medonte Terry Dowdall Township of Essa Dennis Egan Town of New Tecumseth Tom Elliott Township of Springwater Sonny Foley Town of Collin wood Richard Lloyd City of Barrie Gary Matthews Township of Melancthon Gord Montgomery Township of Mulmur Brian Mullin Municipality of Grey Highlands (left at 11:05 a.m.) Cal Patterson Town of Wasaga Beach Ron Simpson Town of Bradford/West Gwillimbury Joan Sutherland Town of New Tecumseth Bill Van Berkel Town of Innisfil Robert Walker Township of Clearview Barry Ward City of Barrie REGRETS: Sandy Agnew Township of Oro-Medonte Orville Brown Township of Clearview Dave Labelle Town of Collin wood Sandie Macdonald Township of Essa John McKean The Town of The Blue Mountains Percy Way Township of Amaranth STAFF PRESENT: CAO/Secretary-Treasurer Wayne Wilson Mgr. Administration & Human Resources Susan Richards Communications Public Relations Assistant Kim Garraway Director of Land & Water Stewardship Services Byron Wesson Manager Stewardship Services Fred Dobbs Director of Planning Marilyn Eger Environmental Officer Karen Dykxhoorn Director of Engineering and Technical Services Glenn Switzer RECORDER: Laurie Barron BOARD OF DIRECTORS MINUTES MEETING No: 10/07 23 November, 2007 1. CALL TO ORDER The Chair called the meeting to order at 9:30 a.m. a� RECOGNITION Karen Dykxhoorn, NVCA Environmental Officer, recently graduated from the Young Conservation Professionals Program. Karen briefed the Board of Directors on the program and the benefits she gained from attending. 2. MOTION TO ADOPT AGENDA Amendments to the agenda Item 6.1 2007 Stewardship Project Overview Res#1 5 Ontario Low Water Protocol Item # 12 Simcoe County Growth Plan RES #1 MOVED BY: Joan Sutherland SECONDED BY: John Crawford RESOLVED THAT: The Agenda for Board of Directors meeting 10/07, dated 23 November, 2007 be adopted as amended. Carried; 3. PECUNIARY INTEREST DECLARATION None Declared 4. MINUTES 4.1 Minutes of the Board of Directors Meeting 09/07, dated 12 October, 2007. RES #2 MOVED BY: John Crawford SECONDED BY: Joan Sutherland RESOLVED THAT: The Minutes of the Board of Directors Meeting 09/07 dated 12 October, 2007, be approved. Carried; 4.2 Minutes of the Executive Meeting 11107 dated 26 October, 2007 RES #3 MOVED BY: Joan Sutherland SECONDED BY: John Crawford RESOLVED THAT: The Minutes of the Executive Meeting 11/07 dated 26 October, 2007,be received. Carried; 5. BUSINESS ARISING FROM MINUTES • Item #10.1 of the BOD Minutes 09/07 Gary Matthews, member representing the Township of Melancthon inquired if the Municipalities will be notified of any permit to take water applications made in their boundaries. The Director of Engineering, Glenn Switzer, advised that the notification to the municipalities has been included as part of the protocol. 2"DIRTirsy MS.: Item #8.1 of the BOD Minutes 09/07 Dennis Egan, member representing the Town of New Tecumseth inquired if correspondence has been received from the Privacy Commissioner regarding Permits for Ratification. Susan Richards, Manager of Administration and Human Resources advised that correspondence has not yet been received. Item #14 of the Executive Minutes 11/07 Mary Brett, member representing Adjala-Tosorontio inquired what impact the Salary Survey would have on the budget. Susan Richards, Manager of Administration and Human Resources, advised that the salary survey would have no impact on the 2008 budget. It has been received by the Executive for information and consideration in the 2009 budget. STAFF REPORTS 6. REPORT OF THE DIRECTOR OF LAND AND WATER STEWARDSHIP SERVICES • NVCA Pesticide Policy RES #4 MOVED BY: John Crawford SECONDED BY: Joan Sutherland WHEREAS: Staff have developed a policy on pesticide use within NVCA programs; and, WHEREAS: The policy has been presented to the Board of Directors for review and approved in principle; therefore, BE IT RESOLVED THAT: Staff develop a formal Pesticide Use Policy & Procedure to be presented to the Board of Directors for approval. Carried; PRESENTATION: Fred Dobbs, Manager of Stewardship Services, presented a 2007 Stewardship program overview. NVCA Stewardship Services works in partnership with the community to implement local projects that protect and restore the environment and help ensure the future of healthy water. Forestry programs provide professional tree planting and a managed forest program. In 2007, 68,000 tree seedlings were planted on 19 sites within the NVCA watershed. Healthy Waters Programs provide community river restoration, fisheries habitat management, outreach and education utilizing grant incentives. In 2007, a total of 27 water quality improvement projects (22 landowners) were approved for incentive grants. Strategic direction for 2008 will include; stewardship staff participating in the Source Water Protection Program, initiating a new Lower Nottawasaga River Stewardship Program funded by Environment Canada, implementation of shoreline habitat demonstration project at Bass Lake, completion of the Oak Ridges Moraine Stewardship, Town of New Tecumseth stream restoration and Mervart Ppojects, initiate Black Ash Creek Floodway stewardship project and, working with partner groups to develop Trillium Fund applications for restoration in the Township of Adjala-Tosorontio and the Town of Innsifil. BOARD OF DIRECTORS MINUTES MEETING No: 10/07 23 November, 2007 7.1 Planning Fee Amendments RES #5 MOVED BY: Bill VanBerkel SECONDED BY: Ron Simpson WHEREAS: The Preliminary Planning Fee Amendments were presented and supported by the Executive at the October 26/07 meeting; therefore, BE IT RESOLVED: That the Board of Directors approve the Planning Fee Amendments and Schedule dated November 23/08; and, FURTHERMORE: That the Director of Planning be authorized to implement the new Planning Fee Schedule as of November 24/07. Carried; 8. REPORT OF THE DIRECTOR OF PLANNING An opportunity to go In-Camera was presented to the Board to review specific permits. The question was asked, does any member have a specific permit requiring review. None were noted. No In-Camera session was held. 8.1 Approvals under the Conservation Authorities Act for the Period September 1, 2007 to September 30, 2007 RES #6 MOVED BY: Ron Simpson SECONDED BY: Bill VanBerkel RESOLVED THAT: The Permits issued by staff for the period September 1, 2007, through to September 30, 2007, be approved. Carried; 8.2 Approvals under the Conservation Authorities Act for the Period October 1, 2007, to November 6, 2007, RES #7 MOVED BY: Bill VanBerkel SECONDED BY: Ron Simpson RESOLVED THAT: The Permits issued by staff for the period October 1, 2007, to November 6, 2007, be approved. Carried; 9. REPORT OF THE CAO/SECRETARY TREASURER AND THE MANAGER OF FINANCE • Statement of Operations for the period ending September 30, 2007 and the Statement of Operations for the period ending October 30, 2007 (presented on table) Wayne Wilson, CAO/Secretary —Treasurer, reported that due to subdivision revenue shortfall, a 2007 operations deficit is forecast. It was also noted that the Planning Reserve would be required to be utilized to offset the planning deficit. With the utilization of the Planning Reserve and the anticipated program area surpluses, the overall deficit should be addressed. RES #8 MOVED BY: Cal Patterson SECONDED BY: Rick Archdekin RESOLVED THAT: The Statement of Operations for the period ending October 30, 2007 be received. Carried; 10. REPORT OF THE CAO/SECRETARY TREASURER 10.1 2008 Draft Budget Discussion ensued regarding the budget approval process and the total 2008 levy. RES#9 MOVED BY: Gord Montgomery SECONDED BY: Reg Cowan WHEREAS: The annual draft budget is circulated to the member municipalities who must pay the levy, for comment and possible changes; and, WHEREAS: After the commenting period, there is not a clear mechanism to make changes and address the municipality's concerns, the ratification of the budget becomes a yes or no vote; therefore, BE IT RESOLVED: That the Full Authority hold a "budget workshop" to address the concerns of our member municipalities and come up with possible compromises to the budget. Defeated; The Board of Directors recessed at 11:00 a.m. The Board of Directors reconvened at 11:05 a.m. Brain Mullin, Municipality of Grey Highlands, left the meeting at 11:05 a.m. The Directors presented their program area budget for 2008. Wayne Wilson, CAO/Secretary Treasurer, provided an overview of the proposed 2008 budget. RES #10 MOVED BY: Reg Cowan SECONDED BY: Cal Patterson WHEREAS: Staff and the Executive have developed a Draft 2008 Budget, dated November 23/07 incorporating Advisory Committee Direction; therefore, BE IT RESOVLED: That the Board of Directors direct staff to circulate the Draft 2008 Budget as amended to the NVCA watershed municipalities for review. ORAL AMENDMENT TO THE MOTION MOVED BY: Dennis Egan SECONDED BY: Gary Matthews THAT: $60,000. be removed from the levy Carried; WHEREAS: Staff and the Executive have developed a Draft 2008 Budget, dated November 23/07 incorporating Advisory Committee Direction; therefore, BE IT RESOVLED: That the Board of Directors direct staff to circulate the Draft 2008 Budget with $60,000. removed from the levy, to the NVCA watershed municipalities for review. Carried; 10.2 Board of Directors Communications target RES #11 MOVED BY: Rick Archdekin SECONDED BY: Reg Cowan RESOLVED THAT: The Board of Directors communication target is 75% or greater Board Member support for all major NVCA initiatives (including: budget, policy, business plan). Deferred; 10.3 Amendments to current targets RES #12 MOVED BY: Mary Brett SECONDED BY: Cal Patterson RESOLVED THAT: The following targets be amended to recognize the target as the desired minimal level; • Meet or exceed Provincial water quality objectives • Greater than or equal to 10% wetland cover • Greater than or equal to 30% forest cover • Greater than or equal to 75% streamside vegetation • Provide a minimum of 8,000 environmental education opportunities, including stewardship extension. 10.4 Watershed Report Card RES #13 MOVED BY: Mary Brett SECONDED BY: Richard Lloyd THAT: The watershed report card, continue to be promoted as the key method of communication for watershed target achievement. Deferred; 11. REPORT OF THE CHAIR 11.1 OLWR— Submission to the MOE RES #14 MOVED BY: Mary Brett SECONDED BY: Rick Archdekin WHEREAS: The drought in the summer of 2007 meant that much of the Nottawasaga Valley Conservation Authority (NVCA) watershed experienced severe low water conditions; and, WHEREAS: NVCA staff worked diligently with our Water Response Team within the terms of the Ontario Low Water Response Plan ("OLWR plan") in response to these drought conditions; and, WHEREAS: The implementation of the OLWR plan did not result in any improvements to the low water conditions; and, WHEREAS: The Ontario Water Directors' Committee — Low Water Committee (MNR, MOE, OMAF and MMAH) did not declare a Level III low water condition; and, WHEREAS: These drought conditions under the anticipated effects of climate change will continue to have serious environmental consequences (fish habitat, etc); therefore, Page 7 of 9 BE IT RESOLVED: That the NVCA Board of Directors requests the Office of the Environmental Commissioner of Ontario, under Section 21 of the Environmental Bill of Rights, to conduct a review of the OLWR plan implementation process. Motion Tabled; Chair Fred Nix explained the subsequent communications with the Ministry of Natural Resources have suggested a commitment on the part of MNR to improve the OLWR plan prior to the next drought season. ORAL MOTION MOVED BY: Gord Montgomery SECONDED BY: Dennis Egan THAT: The motion to request a review of the OLWR plan be tabled. Carried; RES#1 5 MOVED BY: Mary Brett SECONDED BY: Rick Archdekin WHEREAS: During the drought of 2007 grave concerns have been raised with the ineffectiveness of the Ontario Low Water Protocol/Plan in reducing drought impact; therefore, BE IT RESOLVED: That staff be directed to work with; Conservation Ontario, other affected Conservation Authorities and the Province of Ontario, to address the identified concerns and report back to the NVCA Board of Directors with recommendations. Carried Unanimously; 11.2 Notes from the Conservation Ontario Meeting — October 22107 The notes were provided for the information of the Board of Directors 11.3 Latornell Conference Nov 14-16107 — Verbal update Tom Elliott, Executive member representing the Township of Springwater commented on the valuable information gained at the conference and encouraged members to promote their municipalities to attend in the future. 11.4 Update Source Protection Committee Chair Fred Nix advised the Source Water Protection Striking Committee has essentially finished its work and most members of the Source Protection Committee have now been appointed. The inaugural meeting of the Source Protection Committee will be on December 17th in Barrie. 12. CORRESPONDENCE (a) NVCA and LSRCA Presentation to the County of Simcoe Growth Management Committee, Oct 27/07. (b) Conservation Ontario Council meeting, Oct 11/07 re: Integrated Watershed Management Model. (c) Conservation Ontario 2006 Conservation Authority Statistical Survey Summary of Results — Oct 12/07. (d) Maitland Valley Conservation Authority letter to Conservation Ontario dated Sept 24/07 re: Request for Conservation Ontario to Endorse the Alternative Land Use Services Policy Concept. o BOARD OF DIRECTORS MINUTES MEETING No: 10/07 23 November, 2007 Page 8 of 9 (e) Letter sent to the County of Simcoe from LSRCA dated Nov 5, 2007 re: Natural Heritage System for the Lake Simcoe Watershed Phase 1: Components and Policy Templates. (f) Resolution from the Township of Centre Wellington dated Oct 19/07 re: support of the geological study of the Orangeville Moraine. (g) Letter sent to NVCA member municipalities Mayors & Council, dated Oct 26/07 re: Conservation Authority Funding Shortfall and Service Delivery Resolution from the Municipality of Brockton. (copy of the Brockton resolution and correspondence from Saugeen Conservation attached) (h) Correspondence from Conservation Ontario sent to the Council of Canadian Academies, dated Nov 2/07 re: Groundwater: A key Canadian Resource — public call for evidence. (i) Ministry of Natural Resources dated Oct 16/07 re: Relationship between the Conservation Authority and the Source Protection Authority. Blue Mountain Watershed Trust Foundation dated Nov 6/07 re: NVCA Environmental Watershed Steward Award. (k) Media Release dated Nov 9/07 from Conservation Ontario re: Latornell Symposium Strives to set a "Green" Example. (1) Media Release dated Nov 6/07 from Conservation Ontario re: Justin Trudeau to address delegates at increasingly popular Conservation Symposium. (m) Ministry of Natural Resources memorandum dated Oct 31/07 re: Revised Transfer Payment Directive. (n) Memorandum dated Nov 23/07 re: SWP Stewardship Funding. (o) The Township of Scugog dated Aug 29/07 re: endorsement of the Town of Erin's resolution regarding the Management of Water Resources. (p) Article published in the Innisfil Scope — Oct 24/07 re: Support for NVCA on Essa Township's endangered list RES#1 6 MOVED BY: Gord Montgomery SECONDED BY: Robert Walker RESOLVED THAT: Correspondence not specifically dealt with be placed on file. 12.1 Simcoe County Growth Management Plan RES#1 7 MOVED BY: Robert Walker SECONDED BY: Gard Montgomery WHEREAS: Simcoe County is undertaking the preparation of a Growth Management Plan by June 2008; therefore, BE IT RESOLVED: That the Board of Directors of the NVCA urges Simcoe County to: • Ensure that the current growth management process gives full and due consideration to the impacts of different growth scenarios on natural areas, water resources, and the economic benefits that currently accrue from those resources, • Propose growth levels that are consistent with recommendations of the Assimilative Capacity Study for the watersheds, and to • Consider the technical work currently available through the Source Water Protection exercise; and, FURTHER THAT: The NVCA, in cooperation with the LSRCA, and other partner ministries, agencies and associations actively work with the Simcoe County Growth Management Committee, to ensure environmentally sound growth within Simcoe County. Carried Unanimously; , BOARD OF DIRECTORS MINUTES MEETING No: 10/07 23 November, 2007 Page 9 of !, FUTURE MEETINGS BOARD OF DIRECTORS — December 7107 NVCA Christmas Dinner and Dance (Georgian College) — December 14/07 EXECUTIVE — December 14/07 ADJOURN RES#1 8 MOVED BY: Robert Walker SECONDED BY: Gord Montgomery RESOLVED THAT: This meeting adjourn at 12:50 p.m. to meet again at the call of the Chair. Carried; Fred Nix, N.V.C.A. Chair Wayne R. Wilson, CAO/Secretary Treasurer Dated this day of 2007 0 Ontario Police Provincial provinciale Police de ['Ontario December 21, 2007 Township of Oro-Medo rat e Line 7 Attention: Mayor Huges Council N W5 QP,P 0 o f t _06, I jt tfjms JIP Barrie Detachment The 2008 Barrie OPP Detachment Business Plan is currently being designed. T61, : (705) 726-6484 T616c, : (705) 726-6487 The business planning process involves consultation with various stakeholders including members of civilian govemance. I am therefore seeking input from the Municipal Council of the Township of Oro- dot for the Business Plan of 2008. Traditionally input from the Township co areas of traffic safety such as speeding and possibly issues related to youth crime. Please feel free to provide comments concerning any areas of enforcement or community services that you feel may be valuable for inclusion in the plan. You may provide your feedback via coffespondence or you may provide me with some verbal comments when I provide council with a year-end police report in early January 2008. Comments from council and the Mayor are important for the OPP to providing our citizens with the most professional policing services possible. Ew/ys January 14, 2008 Mayor Harry Hughes Oro - Medonte Box 100, 148 Line 7 South Oro, ON LOL 2X0 Town oflVille de Penetanguishene JAN 1 7 1006 14b Dear Mayor H es,i� 1 2008 marks a very important year for Penetanguishene's Winterama. It is our 60'' Anniversary and in preparation for the weekend, we have many exciting and unique events planned for all to enjoy. After much thought and deliberation with my fellow Councillors, we are issuing a challenge to our fellow municipalities. The challenge is ..................a TURKEY SLIDE! It is our hope that you will embrace this challenge and send two representatives from your municipality to Penetanguishene, on Saturday, February, 16, 2008 to participate in this challenge which will take place on a synthetic ice rink located at our Town Dock. The Turkey Slide is scheduled to begin directly after our Winterama parade at approximately 1:00 p.m. To register for this exciting challenge, please contact Meghan at (705) 549 -7453 or me by e -mail at anita.dubeau @county. s imcoe. on. ca by Wednesday, February 6, 2008. Once your registration has been received, we will forward you the rules and regulations of the game. Looking forward to seeing you at Winterama, Anita Dubeau Mayor, Town of Penetanguishene 10 rue Robert St. West/ouest, P.O. /C.P. Box 5009 Tel: 705.549.7453 Fax: 705.549.3743 Penetanguishene, ON L9M 2G2 l _ www.penetanguishene.ca January 17, 2008 Mr. Doug Irwin, Clerk Township of Oro - Medonte Box 100 Oro, ON LOL 2X0 Dear Doug, oc Severn Sound Environmental Association 67 Fourth Street Midland, Ontario L4R 3S9 (705) 527 -5166 - FAX (705) 527 -5167 Website: wwtiv severnsound.ca RE: RECENT LETTER FROM ENVIRONMENT CANADA CONCERNING SSEA FUNDING A letter dated January 10, 2008 was sent to each of our partner municipalities indicating that Environment Canada is withdrawing from the Severn Sound Environmental Association. The letter has generated some confusion which we hope to clarify. The commitment by Environment Canada, mentioned in their letter reflects the current SSEA Agreement (Clause 2.8) which does not extend beyond the end of the end of March 2008. Environment Canada is simply serving notice to the members that they are following through on their original intention to end their direct funding support to the Association as per the Agreement. We are continuing to apply for Environment Canada (and other federal agency) support for specific projects. For example, we have just received Environment Canada support for a project on exotic species awareness. The SSEA board have embarked on a strategic planning exercise to map out the next few years of the SSEA operation, to the end of the current Agreement (March 2009) and beyond. This will include discussion of our mandate, our legal status and future funding. The initial report will be discussed at the next SSEA Quarterly Meeting at the end of January. We will be communicating the results of these discussions to our municipal partners in detail following that meeting. In the meantime, we wish to assure you that the SSEA continues to enjoy an excellent working relationship with the federal and provincial government agencies as well as with our municipal and community partners. If you have any further questions, please contact us. Yours Truly, Keith Sherman, Coordinator David Parks, Chair Severn Sound Environmental Association Severn Sound Environment 1 A t' a ssocta ion C, - I Being a By-law to provide a schedule of retention periods for the records of the Township of Oro-Medonte and To repeal By-law Nos. 2004-117, 2004-102 and 2005-064 WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254 thereof; AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte deems it desirable to establish retention periods for the records of the municipality by enactment of this by-law; NOW THEREFORE the Council of The Corporation of the Township of Oro-Medonte enacts as follows: 1. DEFINITIONS a) "auditor" means the person or firm appointed by the Council of the Township from time to time to perform the annual audit of the records of the Township. b) "classification system" means the systematic identification and arrangement of records into categories according to structured conventions, methods and procedural rules. c) "Clerk" means the Clerk of the Township of Oro-Medonte or designate. d) "dispose" means to destroy and "disposition" has a corresponding meaning. e) "files" has the same meaning as "records" and may be used inter-changeably. f) "official records" means records that serve important functions of the Township, such as supporting program delivery or policy development, meeting legal, financial and other official requirements, or providing evidence of decisions and actions. g) "orphan data" means data that is not machine readable because the data exists with no identifiable computer application or system that the Township utilizes, or the data is machine readable but does not have sufficient content, context or structure to render it understandable. h) "records" means any recorded information, however recorded, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, LaserFiche, e-mail, machine readable records, and any other documentary material regardless of physical form or characteristics, and including "official records" and "transitory records". i) "retention period" means the period of time during which records must be kept by the Township before they may be disposed of. j) "retention schedule" means the schedule prescribing how long specific records must be retained before they may be disposed of. k) "Township" means The Corporation of the Township of Oro-Medonte. 1) "transitory records" means records kept solely for convenience of reference and of limited value in documenting the planning or implementation of Township policy or programs, such as: i) copies of miscellaneous notices or memoranda concerning routine administrative matters or other minor issues; ii) information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or for other program purposes; iii) preliminary drafts of letters, memoranda or reports and other informal notes which do not represent significant steps in the preparation of a final document and which do not record decisions; iv) duplicate copies of documents in the same medium which are retained only for convenience or future distribution; v) voice-mail messages; vi) e-mail messages and other communications that do not relate to Township business; vii) copies of publications, such as, published reports, administration manuals, telephone directories, catalogues, pamphlets or periodicals; viii) duplicate stocks of obsolete publications, pamphlets or blank forms; ix) unsolicited advertising materials, including brochures, company profiles and price lists. PAIN-*T961 a =1111 L, Lei VWAVA • a) The scope notes attached hereto as Schedule "A" and the records retention schedule attached hereto as Schedule "B", form part of this by-law. b) The Clerk shall administer this by-law and shall ensure that the retention periods set out in Schedule "B" attached hereto comply with all relevant legal requirements for records retention. c) In determining the retention periods for any records, the Clerk shall consider, in consultation with other Township employees where appropriate: i) The operational nature of the records, including the period of time during which the Township uses the records to perform its functions; ii) The legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by agreements, permits or similar documents, or to ensure that the records are available in case of investigation or litigation; iii) The fiscal nature of the records, including the period of time necessary for audit or tax purposes; and, iv) The historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the Township. 3. EMPLOYEE RESPONSIBILITIES a) All Township employees who create, work with or manage records shall: i) Comply with the retention periods as specified in Schedule "B" attached hereto; ii) Ensure that official records in their custody or control are protected from inadvertent destruction or damage; and, iii) Ensure that transitory records in their custody or control are destroyed when they are no longer needed for short-term reference. 4. CLERK'S RESPONSIBILITIES a) The Clerk shall: i) Develop and administer policies and establish and administer procedures for the Township's records management program; ii) Periodically review and make recommendations with respect to this by- law, including Schedule "A" and Schedule "B" attached hereto; iii) Ensure that official records are preserved and disposed of in accordance with Schedule "A" attached hereto; and, iv) Ensure that all disposition notices prepared pursuant to Subsection (a) of Section 5 of this by-law and all certificates of disposition prepared pursuant to Subsection (f) of Section 5 of this by-law are preserved. 5. DISPOSITION OF RECORDS a) The Clerk shall notify the appropriate Township senior manager in writing of the scheduled disposition of records, including a list of the records eligible for disposition and the scheduled disposition date. b) The Township senior manager shall notify the Clerk in writing, before the scheduled disposition date, whether any of the records included in the disposition notice need to be retained past the scheduled disposition date, and the reason why such further retention is necessary. c) Where appropriate and taking into account the principles governing the disposition of official records, the Clerk shall re-schedule the disposition of any records listed in the notice referred to in Subsection (b) of this Section for up to one year later than the scheduled disposition date. d) Re-scheduling the disposition of any records beyond a one year period requires written notice from the Township senior manager to the Clerk for each additional year. e) If no notice is received under Subsection (b) of Section 5 of this by-law before the scheduled disposition date, the records shall be deemed to be authorized for disposition by the Township senior manager, and the Clerk shall provide written approval for the destruction of any such records. f) When official records have been disposed of pursuant to this by-law, the Clerk shall obtain written confirmation of such disposition. 6. DISPOSITION OF ORPHAN DATA a) Prior to the destruction of orphan data, the Manager of Information Technology and/or the Clerk shall prepare an image of the directory containing the orphan data and identify each orphan data file to be destroyed. b) The Clerk shall approve the orphan data for destruction by signing the printed image of the directory identifying the orphan data. c) The Clerk, with the assistance of the Manager of Information Technology, shall then destroy the approved orphan data. d) The Clerk shall be responsible for retaining the approval to destroy the orphan data in accordance with the Records Disposition identified in the Township's Records Retention By-law. 4:1zlineSIMPFU4. IN iiiii a) The following principles govern the destruction of official records: i) When there are no further business or legal reasons for retaining official records, they shall be destroyed; ii) Official records pertaining to pending or actual investigation or litigation shall not be destroyed; iii) Official records disposed of at the end of a retention period, as well as drafts and copies of records disposed of on a regular basis, shall be destroyed in a way that preserves the confidentiality of any information they contain. b) Official records in the custody or control of the Township shall not be destroyed unless such records are older than the retention period set out in Schedule "B" attached hereto and have been identified in a disposition notice prepared pursuant to Subsection (a) of Section 5 of this by-law. c) Copies of official records may be destroyed at any time provided that the original records are being retained in accordance with Schedule "B" attached hereto. a) This by-law shall take effect upon the final passing thereof. 9. CITING OF BY-LAW a) This by-law may be cited as the "Records Retention By-law". BY-LAW READ A FIRST AND SECOND TIME THIS 23 RD DAY OF JANUARY, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF , 2008. Mayor, H.S. Hughes Clerk, J. Douglas Irwin Records Classification System Page 1 of 34 SCOPE NOTES FOR January 2008 PRIMARY SUBJECTS A ADMINISTRATION Includes records regarding routine administration and office services functions. Includes current Blank Forms used by the Municipality. C COUNCIL, BOARDS AND BY-LAWS Includes records regarding the establishment of policy and by-laws, and the operations of Council and of Boards for which Council is responsible. D DEVELOPMENT AND PLANNING Includes records regarding municipal development and planning. Includes general studies as well as official plans, zoning, subdivision and site plan development files, etc. Subjects are grouped according to long range vs. departmental planning. E ENVIRONMENTAL SERVICES Includes records regarding provision of public works and other environmental services other than roads. Includes water works, sewers, treatment plans, waste management and environmental monitoring. Also includes tree removal and pruning. F FINANCE AND ACCOUNTING Includes records regarding the management of funds. H HUMAN RESOURCES Includes records regarding the Municipality's relationship with its employees. Includes records regarding general staff programs as well as information on specific employees. L LEGAL AFFAIRS Includes records regarding legal matters as well as contracts and agreements, insurance and real estate matters. MAN MANUALS Includes manuals, publications, booklets. M MEDIA AND PUBLIC RELATIONS Includes records regarding the Municipality's relationship with the media and the general public. P PROTECTION AND ENFORCEMENT SERVICES Includes records regarding the operational functions of law enforcement, licensing, public protection and fire prevention within the community. 1 1 \V�N - U F I III Of 040 Records Classification System Page 2 of 34 SCOPE NOTES FOR January 2008 PRIMARY SUBJECTS R RECREATION AND CULTURE Includes records regarding the provision of recreational and cultural services to the community. S SOCIAL AND HEALTH CARE SERVICES Includes records regarding social services and health care programs. T TRANSPORTATION SERVICES Includes records regarding the development and improvement of transportation systems (roads and public transit). V VEHICLES AND EQUIPMENT Includes records regarding municipal vehicles and equipments. Includes records on fleet management, mobile equipment, and protective equipment and related maintenance activities. Schedule "A" to By-law 2008-006 Of 0110 Records Classification System Page 3 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS A - ADMINISTRATION AOO ADMINISTRATION - GENERAL Includes administrative records which cannot be classified elsewhere. Use only if no other heading is available. A01 ASSOCIATIONS AND ORGANIZATIONS Includes correspondence, minutes, agenda, notices and reports regarding organizations and associations to which staff belongs or with which they communicate in the course of their duties. See also A16 for organizations to which regular communication takes place with the municipality. Excludes Membership Fees — see Accounts Payable F01 A02 STAFF COMMITTEES AND MEETINGS Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, minutes, etc. May also include copies of staff activity reports and miscellaneous staff memos. Excludes Council Minutes and Agenda — see CO3-004 Standing Committees — see C05-006 A03 COMPUTER/INFORMATION SYSTEMS Includes records regarding all types of information systems in use. Includes computer hardware, computer software, data transmission, system design and implementation, quality control, office automation and electronic correspondence management. Excludes Reports — file by subject Acquisitions — see Quotations and Tenders F18 A04 CONFERENCES AND SEMINARS Includes invitations, approvals, agenda, notes on proceedings and other records regarding conferences, conventions, seminars and special functions attended by staff or sponsored by the municipality. Excludes Travel and Accommodation —see A13 Speeches and Presentations — see M08 Employee and Council Expenses — see F09 Ceremonies and Events — see M02 A05 CONSULTANTS Includes correspondence, proposals, resumes and other documents regarding the selection, appointment and monitoring of consultants. May include similar records regarding legal solicitors. Excludes Reports — file by subject Quotations and Tenders — see F18 0 0110 Records Classification System Page 4 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS A - ADMINISTRATION A06 INVENTORY CONTROL Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and small equipment stock levels. Excludes Assets — see F06 A07 OFFICE EQUIPMENT AND FURNITURE Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes copiers, fax, etc. Excludes Computer Hardware and Software — see Computer/Information Systems A03 Service Agreements — see Control and Agreements — Simple L14 Assets — see F06 A08 OFFICE SERVICES Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter-office mail system, internal printing and word processing services. A09 POLICIES AND PROCEDURES Includes policy and procedure manuals, guidelines and directives. A10 RECORDS MANAGEMENT Includes information regarding the management of corporate records, regardless of medium. Specific records include file listings, feasibility studies and records centre operations. Excludes Retention By-law — see C01 Policies and Procedures — see A09 Records Disposition — see A11 All RECORDS DISPOSITION Includes records regarding the disposition of municipal records. Includes the disposal method used and forms authorizing and describing the destruction of records. Al2 TELECOMMUNICATIONS SYSTEMS Includes records regarding all types of telecommunications systems. Includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems and 911 emergency systems. Excludes Licenses — see P09 Assets — see F06 Long Distance Call Records — see Accounts Payable F01 Agreements — see Contracts and Agreements L04 or L14 r z RELN11.1111 j I Ot ofto*, Records Classification System Page 5 of Q4 SCOPE NOTES FOR January 2009 SECONDARY SUBJECTS A - ADMINISTRATION A13 TRAVEL AND ACCOMMODATION Includes records regarding travel and accommodation arrangements. Includes itineraries, maps, authorizations, reservations, rented vehicles and catalogues and brochures concerning hotels, convention sites and restaurants. Excludes Employee and Council Expenses — see F09 A14 UNIFORMS AND CLOTHING Includes records regarding uniforms and special clothing used by municipal staff members, such as police uniforms, firefighters' clothing and safety clothing used by utilities operators. A15 VENDORS AND SUPPLIERS Includes records regarding vendors and suppliers of goods and services as well as information about these goods and services, such as catalogues, price lists, correspondence and bidders information sheets. Excludes Purchase Orders and Requisitions— see F17 Office Equipment — owned and leased — see A07 Fleet Management — see V01 A16 INTERGOVERNMENTAL RELATIONS Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other levels of government (such as telephone numbers, contact names, etc.). May include correspondence to and from Boards and Commissions. Where possible, these records should be filed by their subject, not the originator or recipient of the report and/or correspondence. A17 FREEDOM OF INFORMATION Includes documents regarding the municipality's responsibilities under the Municipal Freedom of Information and Protection of Privacy Act, and records regarding the handling of requests under the Act. Excludes Copies of the Act — see Provincial Legislation L11 Complaints and Inquiries — see M04 A18 SECURITY Includes reports, logs and other records regarding the security of offices/facilities and properties such as security passes and control of keys. Excludes Vandalism Reports — see Incident/Reports P05 Computer Security — see Computer/information Systems A03 E� 0 00--- Records Classification System Page 6 of 34 0 January 2008 SCOPE NOTES FOR SECONDARY SUBJECTS A - ADMINISTRATION A19 FACILITIES CONSTRUCTION AND RENOVATIONS Includes records for the planning and construction of municipal facilities such as fire stations, pools and office buildings. Includes site meetings, consultants' reports and cost reports. Also includes architectural and engineering drawings. A20 BUILDING AND PROPERTY MAINTENANCE Includes records regarding the maintenance of the municipality's buildings and properties, such as cemeteries, bus terminals, garages, libraries and office buildings. Includes exterior maintenance of buildings, landscaping, grounds keeping and grass cutting including records regarding community halls. Also includes interior design of buildings, including floor layouts, office cleaning and Engineering evaluation reports of water systems. Excludes Parks Management — see R04 Recreational Facilities — see R05 A21 FACILITIES BOOKINGS Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. i it: to. Of ojto x Records Classification System Page 7 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS C — COUNCIL, BOARDS AND BY-LAWS COO COUNCIL, BOARDS AND BY-LAWS - GENERAL Includes records regarding Council, Boards and By-laws which cannot be classified elsewhere. Use only if no other heading is available. C01 BY-LAWS Includes final versions of the municipality's by-laws and amendments and attachments that are legally part of the by-laws. Excludes Background information — file by subject By-laws — Other Municipalities — see C01 A C01 BY-LAWS —OTHER MUNICIPALITIES Includes by-laws and amendments from other municipalities. CO2 BY-LAWS — DRAFTS Includes draft versions of by-laws of interest. CO3 COUNCIL AGENDA Includes notices of meetings and agenda of Council meetings as well as working notes used in agenda preparation. C04 COUNCIL MINUTES Includes minutes of the proceedings of Council meetings. Includes attachments to the minutes. Excludes Council Committees — see C05 — C06 Reports to Council — see C11 C05 COUNCIL COMMITTEE AGENDA Includes notices of meetings and agenda for Committees/Technical Support Groups of Council as well as working notes used in agenda preparation. C06 COUNCIL COMMITTEE MINUTES Includes minutes of Committees/Technical Support Groups of Council meetings. Includes attachments to the minutes. C07 ELECTIONS Includes returned notices, lists of officials, voters' lists, nominations, and information on polling places and ward boundaries, advertising. Excludes Election Results — see C07A Election Ballots — see C07B C07A ELECTION RESULTS Includes records regarding final election results. C07B ELECTION BALLOTS Includes completed election ballots. C08 GOALS AND OBJECTIVES Includes records regarding strategic planning, goals and objectives and mission statements. C09 MOTIONS AND RESOLUTIONS Includes final signed versions of resolutions and motions of Council C10 POLICE VILLAGE ISSUES Includes information regarding all police village matters. C11 REPORTS TO COUNCIL Includes records regarding all departmental Reports to Council. C12 APPOINTMENTS TO BOARDS AND COMMITTEES Includes records regarding appointments by Council of staff, Council members and others to various Boards and/or Committees. C13 MOTIONS AND RESOLUTIONS— OTHER MUNICIPALITIES Includes records regarding motions and resolutions received from other municipalities/boards/agencies. IF TOT, =..# I - Of 090- Records Classification System Page 9 of 34 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS D - DEVELOPMENT AND PLANNING DOO DEVELOPMENT AND PLANNING - GENERAL Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available. D01 DEMOGRAPHIC STUDIES Includes records regarding trends in population growth, census reports and density studies. Also includes records regarding the type, level and rate of growth of employment, unemployment statistics, composition of the workforce, etc. Excludes Vital Statistics — see L12 D02 ECONOMIC DEVELOPMENT Includes records regarding the field of Economic Development, Industrial Development and the growth of the economy. Includes studies, statistics, projections, etc. Excludes Demographic Studies — see D01 Residential Development — see D04 Tourism — see D06 D03 ENVIRONMENT PLANNING Includes records regarding general types of environmental studies with a long range planning emphasis, such as storm drainage and flood control planning, parks and open spaces planning and waste management planning. Excludes Environmental Monitoring — see E05 Waste Management — see E07 D04 RESIDENTIAL DEVELOPMENT Includes records regarding the availability of housing. Includes general assessments of the need for affordable housing, occupancy rates, housing cost statistics, etc. Includes monthly Building Department reports. D05 NATURAL RESOURCES Includes records regarding the management and preservation of forests, records regarding the characteristics of various mineral as well as mineral deposits and other natural resources information including gravel pit license applications, etc. D06 TOURISM Includes records regarding the tourism industry and efforts made to promote and encourage tourism such as the use of the municipality as a convention site or special event. .: r1. 1 I - Of 0 •Records Classification System Page 10 of 34 -7 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS D - DEVELOPMENT AND PLANNING P07 CONDOMINIUM PLANS Includes records regarding the approval of plans • condominiums. Includes drawings, technical reports, correspondence, written comments, working notes and background information and applications. D08 OFFICIAL PLANS Includes the official plan, containing detailed objectives and policies concerning the planning, development and re-development of specific planning districts. Excludes Official Plan Amendments — see D09 Secondary Plans — see D09 D09 OFFICIAL PLAN AMENDMENTS AND SECONDARY PLANS Includes applications to amend the official plan, approved amendments to the official plan, and secondary plans and amendments. Also includes background reports, staff reports, notices, planning studies related to proposed amendments, resolutions and decisions. Excludes OMB Decisions — see Appeals and Hearings — L01 D10 SEVERANCES Includes records regarding the granting of severances to parcels of land. D11 SITE PLAN CONTROL Includes records regarding the provision of services to individual land sites. Includes water, sewage, utility approvals, comments and correspondence. Alsc includes correspondence regarding parking areas, drainage and driveways. Excludes Systems for Servicing Land — see relevant subject Site Plan Agreements — see Contracts and Agreements — under seal L04 D12 SUBDIVISION PLANS Includes records regarding the approval of plans of subdivisions (both residential and commercial). Includes drawings, technical reports, correspondence, written comments, working notes and background information. Includes clearance letters, draft approved plans and "red line" revisions, applications, registered plans and changes to approved plans. Excludes Subdivision Agreements — see Contracts and Agreements — under seal L04 D13 VARIANCES Includes records regarding the granting of variances in land use from existing zoning regulations. Excludes Budget Variances — see Budgets and Estimates F05 Of ORO,* Records Classification System Page 11 of 34 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS D — DEVELOPMENT AND PLANNING D14 ZONING Includes records and standards regarding the designation of zones for land use planning purposes. Includes zoning applications. Excludes Zoning By-laws — see By-laws C01 Variances — see D13 D15 EASEMENTS Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public services such as water and sewer lines that cross private property. Also includes records regarding all Township waterfront right of ways. Excludes Original Agreements — see Contacts and Agreements — under seal L04 D16 ENCROACHMENTS Includes all records regarding private properties and buildings, etc. encroaching on municipal lands. Also includes surveys and any other related documentation. Excludes Original Agreements — see Contacts and Agreements — under seal L04 Original Encroachment By-laws — see By-laws C01 D17 ANNEXATION/AMALGAMATION Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth. May include studies on County restructuring. D18 COMMUNITY IMPROVEMENT PROJECTS Includes records, studies, statistics and any required background information on community development programs. Examples include Ontario Neighbourhood Improvement Programs, Community Area Improvement Programs, BIA, BIC, PRIDE, etc. May also include records on housing rehabilitation programs, i.e. RRAP, CMHC. Excludes Economic Development — see D02 D19 REFERENCE PLANS Includes Registered Plans, site plans, property survey plans as received from Registry Office. Also includes Engineering Drawings. D20 MUNICIPAL ADDRESSING SYSTEM, G.I.S., BASE MAPPING Includes records regarding Ontario Base Mapping, requests for and assignment of new subdivision and other street names and numbers and Geographical Information Systems. Of ORO Records Classcation System Page 12 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS D - DEVELOPMENT AND PLANNING D21 INDUSTRIAUCOMMERCIAL DEVELOPMENT Includes records regarding promotion and development of industry and commerce. Includes studies, statistics, projections, etc. D22 PROPERTY FILES Includes records regarding the history of development on individual properties within the municipality. Files are maintained by roll number. D23 PLANNING APPLICATIONS — OTHER MUNICIPALITIES Includes records regarding planning applications received from other municipalities. <z of 0R0_ Records Classification System Page 13 of 34 0 SCOPE NOTES FOR January 2008 W SECONDARY SUBJECTS E — ENVIRONMENTAL SERVICES EOO ENVIRONMENTAL SERVICES - GENERAL Includes records regarding environmental services which cannot be classified elsewhere. Use only if no other heading is available. E01 SANITARY SEWERS Includes records regarding the design, construction and maintenance of sanitary sewers and septic systems. Includes specifications and monitoring of septic systems. Excludes Waste Management — see E07 Storm Sewers — see E02 Treatment Plans — see E03 E02 STORM SEWERS Includes records regarding the design, construction and maintenance of storm sewers and storm water management ponds. E03 TREATMENT PLANS Includes records regarding the operation of treatment and pumping stations and lagoons. Excludes Water Pumping Stations — see Water Works E08 E04 TREES Includes records regarding tree removal, planting, trimming, pruning and tree preservation. E05 ENVIRONMENTAL MONITORING Includes records regarding the routine monitoring of water quantity and air quality as well as responses to interference with quality or quantity. Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and storm water. Excludes By-law Enforcement — see P01 Complaints and Inquiries — see M04 Conservation Authorities — see Intergovernmental Relations A16 Water Quality — see E10 E06 UTILITIES Includes records regarding utility services provided to residents. Includes telephone lines, gas mains, power lines, etc. Excludes Site Plans — see Site Plan Control D11 "N' 11�1- M, - Ot 040- Records Classification System Page 14 of 34 0 SCOPE NOTES FOR January 2008 X SECONDARY SUBJECTS E — ENVIRONMENTAL SERVICES E07 WASTE MANAGEMENT Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. Excludes Sanitary Sewers — see E01 Environment Planning — see D03 E08 WATER WORKS Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines and related facilities and equipment including water meters. E09 DRAINS Includes records regarding the design, construction and maintenance of rural drains. Also includes engineer reports, petitions, assessments, general specifications and correspondence. May include convenience copies of tenders, by-laws and grants. Excludes Tile Drainage Loans — see Debentures and Bonds F08 E10 WATER QUALITY AND QUANTITY— MUNICIPAL SYSTEMS Includes records regarding the routine testing, control and monitoring of water quality for municipal water systems. Ell STORM WATER QUALITY Includes certificate of approvals, records and monitoring of municipal storm water management facilities. E12 WATER TEST RESULTS AND REPORTS Includes records from laboratory regarding weekly bacterial samples of water from municipal water systems and community halls and quarterly chemical analysis. Also includes water sample results from public swimming areas. E13 LAKESHORE IMPROVEMENTS Includes records regarding shoreline rehabilitation. it'510-MITIMIUM& M*.3%F77r&-4sw:11#1or-9 Of ORON Records Classification System Page 15 of 34 E FOR January 2008 SCOPE NOTES SECONDARY SUBJECTS F - FINANCE AND ACCOUNTING FOO FINANCE AND ACCOUNTING - GENERAL Includes records regarding finance and accounting which cannot be classified elsewhere. Use only if no other heading is available. F01 ACCOUNTS PAYABLE Includes records documenting funds payable by the municipality, such as paid invoices, rebates, payable reports, membership fees and telephone bills. F02 ACCOUNTS RECEIVABLE Includes records documenting funds owing to the municipality, such as invoices, billing listings and recoveries reports. Includes tax, water, rent receivables and overdue taxes. This category also contains information on tax rebate programs available to members of the public Excludes Write Offs — see F23 F03 AUDITS Includes records regarding internal and external financial audits of accounts. Excludes Operation Audits — see relevant subject Audited Financial Statements — see Financial Statements F10 F04 BANKING Includes records regarding banking transactions and relationships with banks. Includes bank statements, bank reconciliations and deposit records. Excludes Banking Proposals— see Quotations and Tenders F18 F05 BUDGETS AND ESTIMATES Includes departmental and corporate budgets, both capital and operating. Includes all working notes, calculations and background documentation. Also includes Budget Variances, Assessment Analysis and other budgets which affect taxation. F06 ASSETS Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization and disposal. Excludes Land Acquisition and Sale — see L07 F07 CHEQUES Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques. Excludes Banking — see F04 E•�. ••y Of ORO_ Records Classification System Page 16 of 34 c. 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS F — FINANCE AND ACCOUNTING F08 DEBENTURES AND BONDS Includes records regarding debentures and bonds issued including Tile Drainage Loans. Includes information regarding the initial issuance of the debenture or bond as well as all records of payments made to investors. Excludes Debenture Registers — see Subsidiary Ledgers, Registers and Journals F14 F09 EMPLOYEE AND COUNCIL EXPENSES Includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to substantiate expense claims. F10 FINANCIAL STATEMENTS/FINANCIAL INFORMATION RETURN Includes the Balance Sheet, Income Statement and Statement of Source and Application of Funds. Excludes Working Papers — see Financial Information Return — Working Papers — F1 OA F10A FINANCIAL INFORMATION RETURN —WORKING PAPERS Includes all working notes, calculations, trial balance and background documentation for preparation of the Financial Information Return. F11 GRANTS AND LOANS Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans and subsidies. Also includes submission, acknowledgements, reports, road subsidies and tax rebate programs. Includes grants provided through budget deliberations. F12 INVESTMENTS Includes records regarding the municipality's investments, term deposits and promissory notes. F13 JOURNAL VOUCHERS Includes completed journal voucher forms, input forms and all background documentation used to substantiate journal entries. F14 SUBSIDIARY LEDGERS, REGISTERS AND JOURNALS Includes all subsidiary ledgers, registers and journals such as Payment and Receipt Journals and Debenture Registers. Excludes Documents and vouchers used to support entries — see relevant subject in this Primary Payroll Registers — see Permanent Payroll Records — F26 Y 05 =-1 I - Of ORO.1M1. Records Classification System Page 17 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS F - FINANCE AND ACCOUNTING F15 GENERAL LEDGERS AND JOURNALS Includes all records in the Books of Original Entry. 1� �--. -• Includes all records of payment of salary, wages and deductions to employees. Includes pay lists, OHIP, Blue Cross reconciliations and Statistics Canada reports. Also includes honoraria and fees to Council. Excludes Payroll Registers — see Permanent Payroll Records F26 OMERS — see Permanent Payroll Records F26 T4's — see Permanent Payroll Records F26 Time Sheets — see Attendance and Scheduling H01 F17 PURCHASE ORDERS AND REQUISITIONS Includes purchase orders and requisitions, blanket orders, and all background documentation authorizing the procurement of goods and services. Excludes Quotations and Tenders —see F18 F18 QUOTATIONS AND TENDERS Includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Invitations to Tender, Proposals, Tender Submissions, Pre-qualifications and all documentation regarding the selection process. Excludes Successful Quotations and Tenders — see Contacts and Agreements — under seal L04 F19 RECEIPTS Includes receipts issued for payment of items such as parking tickets, rentals, taxes, community hall receipts and tax certificates. F20 RESERVE FUNDS Includes records documenting obligatory and/or discretionary reserve funds such as reserves for working funds, contingencies, future capital projects and information systems, etc. F21 REVENUES Includes records regarding the generation of revenues other than assessment taxes and water receivables, such as fees from applications for severance, parking tickets, lot levies, development charges, police escort fees and auction sales. Excludes Accounts Receivable — see F02 i 1-f- 11 pj:JX11111�11111111 1111111 fill Of ORD.* Records Classification System Page 18 of 34 0 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS F - FINANCE AND ACCOUNTING F22 TAX ROLLS AND RECORDS Includes taxation records of long term importance, such as assessment rolls and tax collector's rolls. Excludes Accounts Receivable — see F02 Tax Sale Records — see F22A Tax Registration — No Sale — see F22B jqqo •101111-. Includes records regarding tax registration where a sale of the property has occurred, including tax arrears register cards and tax sale deeds. F22B TAX REGISTRATION — NO SALE Includes records regarding tax registration where no sale of the property has occurred, including tax arrears register cards. F23 WRITE OFFS Includes accounts receivable that have been written off as uncollectible. Also includes records of bankruptcies and tax adjustments. Excludes Accounts Receivable — see F02 F24 TRUST FUNDS Includes records regarding funds established by the municipality for money held in trust, such as bequests and Ontario Home Renewal Program (OHRP), etc. F25 SECURITY DEPOSITS Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security (i.e. performance bonds). F26 PERMANENT PAYROLL RECORDS Includes T4's, OMERS and Payroll Registers. F27 PROPERTY ASSESSMENT NOTICES Includes yearly assessment notices received from Municipal Property Assessment Corporation (MPAC). •• � • 3 ii: ii• Of 040 Records Classification System Page 19 of 34 SCOPE i FOR January 2008 SECONDARY HUMAN i ii HUMAN RESOURCES Includes • • regarding human • r • be classified elsewhere. Use only if no other heading is available. H01 ATTENDANCE AND SCHEDULING Includes records regarding employee attendance, shift scheduling, vacation schedules, hours of work, etc. Excludes Payroll — see F16 H02 BENEFITS Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group insurance and dental plans. Excludes Payroll — see F16 Pension Records —see H10 H03 EMPLOYEE RECORDS Includes records regarding the employment history of municipal employees. Includes initial resumes and applications, performance evaluations, correspondence with the employee, employee assistance. Includes full -time, part -time and student employees. H03A EMPLOYEE RECORDS — DRIVER ABSTRACTS Includes Driver Abstracts for employees, Members of Council, Volunteer Firefighters H04 HEALTH AND SAFETY Includes records regarding the occupational health and safety of staff. Includes accident reports, WSIB reports, and information on health and safety programs for staff. Excludes Health and Safety Education — see Public Health S08 Accidents of the Public — see Incident/Accident Reports P05 H05 HUMAN RESOURCE PLANNING Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire /promotion targets, recruitment freezes, employment equity, performance management and related records. Excludes Employee Records — see H03 H06 JOB DESCRIPTIONS Includes job descriptions and specifications as well as background information used in their preparation or amendment. 0 •4 Records Classification System Page 20 of 34 rt 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS H — HUMAN RESOURCES UIIAIF:i •' Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with unions and negotiations. Excludes Grievances — see Grievances H07A Collective Agreement — see Contacts and Agreements — under seal L04 H07A GRIEVANCES Includes records regarding grievances filed by unionized staff and all supporting documentation. Excludes Labour Relations — see Labour Relations H07 Collective Agreement — see Contracts and Agreements — under seal L04 H08 ORGANIZATION Includes records regarding reporting relationships, re-organization, organizational analysis and organization charts. Excludes Job Descriptions — see H06 Includes records regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, salary surveys and schedules, Excludes Employee Records — see H03 Pay Equity — see H13 Includes records detailing pension obligations due to individuals under OMERS. Excludes Deductions — see Payroll F16 General information on Pensions — see Benefits H02 Payments made to OMERS — see Accounts Payable F01 H11 RECRUITMENT Includes records regarding the recruitment of staff. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications. H11 RESUMES- UNSOLICITED Includes unsolicited resumes received by the municipality, H1 I B RECRUITMENT - VOLUNTEER FIREFIGHTERS Includes records regarding recruitment of Volunteer Firefighters. Includes copies of advertisements, record regarding competitions and unsuccessful applications. fillillill� fillililill W 1: 1 ;E�ilili'll 0 : . I I I: M Of ORO -* Records Classcation System Page 21 of 34 0 January 2008 SCOPE NOTES FOR SECONDARY SUBJECTS H - HUMAN RESOURCES H12 TRAINING AND DEVELOPMENT Includes records regarding courses offered to employees, and information on career and professional development programs. Also includes orientation materials. Excludes Employee Records — see H03 H12A TRAINING AND DEVELOPMENT- VOLUNTEER FIREFIGHTERS Includes all training documents for Volunteer Firefighters. Excludes Employee Records — see H03 H13 PAY EQUITY Includes final Pay Equity documentation and any reference material retained regarding issues related to pay equity. E� Of 040, Records Classification System Page 22 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS L — LEGAL AFFAIRS LOO LEGAL AFFAIRS - GENERAL Includes records regarding legal affairs which cannot be classified elsewhere. Use only if no other heading is available. L01 APPEALS AND HEARINGS Includes all transcripts and related documentation regarding appeals, hearings and legal proceedings. Includes final judgments. Includes zoning appeals, official plan appeals and Committee of Adjustment appeals. Also includes orders issued by regulatory bodies and boards. Excludes Litigation — see Claims Against the Municipality L02 or Claims By the Municipality L03 L02 CLAIMS AGAINST THE MUNICIPALITY Includes all liability claims made by other parties against the municipality. Excludes Appeals and Hearings — see L01 L03 CLAIMS BY THE MUNICIPALITY Includes all liability claims made against other parties by the municipality. Excludes Appeals and Hearings — see L01 L04 CONTRACTS AND AGREEMENTS — UNDER SEAL Includes all agreements entered into by the municipality. Includes construction contracts, collective agreements, site plan agreements and subdivision agreements. Also includes agreements regarding easements, encroachments, area ways and laneways. Excludes Office Equipment Maintenance Agreements— see Contracts and Agreements — Simple L14 Contracts regarding Land — see Land Acquisition and Sale L07 Insurance Policies — see L06 L05 INSURANCE APPRAISALS Includes appraisals of municipal property for insurance purposes. L06 INSURANCE POLICIES Includes municipal insurance policy documents, such as vehicle, liability, theft and fire insurance. Excludes Employee Group Insurance — see Benefits H02 Third Part Contracts — see Contracts and Agreements — under seal L04 Records . '.•- 23 of Of 01to- SCOPE NOTES FOR iN11"1Yt., January 2008 dtl x, SECONDARY . L — LEGAL AFFAIRS L07 LAND ACQUISITION AND SALE Includes records regarding real estate transactions and conveyance of land such as lot sales and acquisitions whether through voluntary transactions or expropriation. Includes leases, deeds and expropriation plans, purchase letters and appraisals. Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by -laws. L09 PRECEDENTS Includes records regarding judgments and decisions which may affect the municipality's position in actual or potential legal matters. L10 FEDERAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Parliament of Canada which affect or are of interest to the municipality. L11 PROVINCIAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Ontario Legislature which affect or are of interest to the municipality. L12 VITAL STATISTICS Includes registers of births, deaths and marriages. Excludes Population Statistics — see Demographic Studies D01 L13 PROSECUTIONS Includes records regarding prosecutions to enforce by -laws and federal and provincial legislation. Excludes Appeals and Hearings — see L01 By -law Enforcement — see P01 L14 CONTRACTS AND AGREEMENTS —SIMPLE Includes contracts and agreements not under corporate seal, such as equipment rental and service contracts and vehicle lease agreements. L15 TITLE SEARCHES Includes records regarding title searches prepared for the municipality. L15 ROAD CLOSURES AND SALES Includes records regarding the stop up and closure and possible conveyance of roads, alleys and allowances. Includes leases, deeds and appraisals. ffiF a F TIT, =.# I - Of ORO,* Records Classification System Page 24 of 34 0 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS M — MEDIA AND PUBLIC RELATIONS MOO MEDIA AND PUBLIC RELATIONS - GENERAL Includes records regarding media and public relations which cannot be classified elsewhere. Use only if no other heading is available. M01 ADVERTISING Includes records regarding public advertising in magazines, newspapers, radio, television and transit. Excludes News Releases — see M06 Recruitment — see H11 Elections — see C07 Includes records regarding participation in special events, openings and anniversaries, such as Remembrance Day, Canada Day and Winter Carnival. Also includes invitations to the events and records regarding the set-up and running of special events and plaques presented. M02A CEREMONIES AND EVENTS - PHOTOGRAPHS Includes photographs of special events, opening and anniversaries, such as Remembrance Day, Canada Day, Park Openings, Inaugurals, etc. M03 CHARITABLE CAMPAIGNS/FUND RAISING Includes records relating to municipal donations to charitable or non-profit groups which are processed outside of budget deliberations and includes records regarding the raising of funds and donations for the municipality, for municipality run programs or for other charitable organizations. This would include the United Way, Cancer Fund, community interest groups, etc. Excludes Receipts — see F19 M04 COMPLAINTS, COMMENDATIONS AND INQUIRIES Includes records regarding complaints, commendations, requests for information and very general types of inquiries. Also includes concerns about services offered by the municipality, inquiries about Council proceedings and congratulatory letters. Excludes Freedom of Information —see A17 By-law Enforcement — see P01 Investigations — see P08 M05 NEWS CLIPPINGS Includes clippings from newspapers, information from journals and other printed media. Excludes Clippings used as reference material — see relevant subject Of ORO- Records Classcation System Page 25 of 34 0 SCOPE NOTES FOR January 2008 ti SECONDARY SUBJECTS M — MEDIA AND PUBLIC RELATIONS M06 NEW RELEASES/NEWSLETTERS Includes background notes and final versions of news releases issued. Includes messages for inclusion in special event programs. M07 PUBLICATIONS Includes typed manuscripts, artworks, printed copies and related records regarding the publication of tourism information, trade shows, current events, industrial directories, business directories and maps. May include annual reports of a non-financial nature. M08 SPEECHES AND PRESENTATIONS Includes background notes and final versions of speeches, presentations and news conferences given by elected and non-elected officials. Excludes Media coverage of speeches/presentations — see News Clippings M05 News Releases — see M06 M09 VISUAL IDENTITY AND INSIGNIA Includes records regarding the standards which apply to graphic designs in the interest of establishing a Visual Identity Program. Includes logo and letterhead design, signage, vehicle identification, etc. Also includes records regarding corporation insignia and seals of office. X CC F-1IF SERVICES POO PROTECTION AND ENFORCEMENT SERVICES - GENERAL Includes records regarding protection and enforcement services which cannot be classified elsewhere. Use only if no other heading is available. P01 BY-LAW ENFORCEMENT Includes records of municipal efforts to enforce by-laws, such as parking infractions, pest control, smoking, etc. Excludes Environmental Monitoring — see E05 Fenceviewing — see Investigations P08 Inspections — see Health Inspections — P07 Investigations — see P08 Prosecutions — see L13 P02 DAILY OCCURRENCE LOGS Includes logs maintained of daily occurrences such as police dispatches or fire assistance calls. Includes records regarding the planning and rehearsal of emergency measures. Excludes 911 Central Dispatch — see Telecommunication Systems Al2 P03A EMERGENCY PLANNING — OTHER Includes records regarding the planning and rehearsal of emergency measures that have been superceded by an updated plan or copies of other municipalities' emergency plans. Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substances control, transportation, spills and effects related to hazards from other companies, agencies, etc. Excludes Staff Safety Training — see Public Health S08 P05 INCIDENT /ACCIDENT REPORTS Includes vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties involving the public. Excludes Accidents of Municipal Staff — see Health and Safety H04 Security — see A18 Vehicle Accidents — see Fleet Management V01 Includes fire prevention inspection reports. Excludes By-law Enforcement — see P01 W M*01 1=1 * P07 HEALTH INSPECTIONS Includes health inspection reports conducted on private, public and commercial properties, such as restaurants and slaughterhouses. P08 INVESTIGATIONS Includes records of investigations pertaining to law enforcement, traffic accidents and fire fighting activities, Crimestoppers, Building permit violations, fenceviewing and general fire department files. Excludes By-law Enforcement — see P01 P09 LICENSES Includes records regarding licenses administered by or required by the municipality, or required by the province, such as liquor, kennels, taxis, quarries, etc. Excludes Dog Licenses — see P09A Lotteries — see P17 Marriage Licenses — see Vital Statistics L12 P09A DOG LICENSES — "2 Years" Includes records regarding dog licenses administered by or required by the municipality or required by the province. Excludes Liquor, kennels, taxi, quarries, etc — see P09 Lotteries — see P17 Marriage Licenses — see Vital Statistics L12 P10 BUILDING AND STRUCTURAL INSPECTIONS AND PERMITS Includes permits issued to builders, contractors and residents giving them permission to build or renovate. Also includes any inspection reports, plans submitted and background documentation provided. P11 PERMITS - OTHER Includes applications and permits that the municipality issues giving permission to hold special events, topsoil removal, entrance permits onto municipal roadways, transport oversize loads, erect signs, park on the street and other purposes. Excludes Building Permits —see P10 P12 LOTTERY ORGANIZATIONAL INFORMATION Includes records regarding organizations that apply for lottery licenses that are filed once by the hosting organization. P13 LOTTERY ORGANIZATIONS' ANNUAL REPORTS Includes records regarding organizations that apply for lottery licenses that are required to be filed on an annual basis, such as annual budgets. P14 ANIMAL CONTROL Includes records regarding the control of household pets, strays, livestock and wildlife. Also includes animal control officers reports and rabies documentation. Also includes Livestock, Poultry and Honey Bee Protection Act information. Excludes Dog Licenses — see Licenses P09 P15 COMMUNITY PROTECTION PROGRAMS Includes records regarding protection and crime. May include information and brochures on programs such as Neighhourhood Watch, Block Parents, Police Walk, Fire Prevention and Education, etc. P16 POLICE SERVICES Includes records regarding police protection services provided to the community. P17 LOTTERIES Includes records regarding the operation and licensing of lotteries, including raffles, break-open and bazaar. itMMNM��* Of IRZO Records Classification System Page 29 of 34 •xa SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS R — RECREATION AND CULTURE ROO RECREATION AND CULTURE - GENERAL Includes records regarding recreation and culture which cannot be classified elsewhere. Use only if no other heading is available. R01 HERITAGE PRESERVATION Includes records regarding heritage and historical development, including designations of buildings, districts and cemeteries. Excludes By-laws — see C01 R02 LIBRARY SERVICES Includes circulation lists, recommendations for additions to library collections, information searches, inter-library loan requests and more general records regarding the operation of libraries. R03 MUSEUM AND ARCHIVAL SERVICES Includes registers of holdings, museum programming, activity reports, historical society holdings, archival operations, conservation information and related records. Excludes Records Centre Operations —see Records Management A10 Records of Archival Value — see appropriate subject R04 PARKS MANAGEMENT Includes correspondence, descriptions, reports and other records dealing with the management, design, set-up, landscaping and maintenance of specific municipal parks. Includes maps, plans and information on boat ramps and walkways. Excludes Building and Property Maintenance — see A20 R05 RECREATIONAL FACILITIES Includes correspondence, descriptions, reports and other records dealing with the management, operation and design of specific municipal recreational facilities, such as arenas, rinks, pools, baseball diamonds, soccer fields. Includes floor plans, architectural, engineering drawings and Engineering evaluation reports of water systems. Excludes Facilities Construction— see A19 Building and Property Maintenance — see A20 R06 RECREATIONAL PROGRAMMING Includes correspondence, policies, applications, registrations and general information regarding the development and delivery or recreational programs to the community, such as youth, sport and fitness, adult education, crafts and other programs. Of ORO Records Classification System Page 30 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS R - RECREATION AND CULTURE R07 RECREATION MASTER PLAN AND SECOND_- • ` al versions • Recreation Master Plans and Secondary Studies, as well as all background information. SOO SOCIAL AND HEALTH CARE SERVICES - GENERAL Includes records regarding social and health care services which cannot be classified elsewhere. Use only if no other heading is available. S01 NOT CURRENTLY IN USE S03 NOT CURRENTLY IN USE SO4 SOCIAL ASSISTANCE PROGRAMS Includes general program information regarding social assistance programs available to residents. Also includes general resource information used in counseling recipients of social assistance and information pertaining to Employment Support Programs and Community Support Services. S05 NOT CURRENTLY IN USE S06 NOT CURRENTLY IN USE S07 CHILDREN'S SERVICES Includes general program information regarding programs benefiting developmentally handicapped children, abused children and other children's programs. Also includes general resource information used in counseling children and parents involved in these programs. S08 PUBLIC HEALTH Includes records regarding public health programs such as health and safety education, school health programs, family planning and disease control including immunization. S09 CEMETERY RECORDS Includes burial permits, maps, plot ownership records, interment registers and indexes for municipal cemeteries. Excludes Building and Property Maintenance — see A20 • FT#T# =.# I - Of 04 Records Classification System Page 32 of 34, SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS T - TRANSPORTATION SERVICES TOO TRANSPORTATION SERVICES - GENERAL Includes records regarding transportation services which cannot be classified elsewhere. Use only if no other heading is available. T01 ILLUMINATION Includes records and studies regarding the installation and repair of equipment used to illuminate roads such as street lights, pedestrian crossover lights, etc. Also includes records on power consumption. Includes records and studies regarding municipal parking issues, such as handicapped parking, lot and garage operations, fire routes and employee parking. T03 PUBLIC TRANSIT Includes records and studies regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes project records regarding the construction of bus shelters and similar facilities, route administration and planning, fare policies, intergovernmental transit co-ordination and access for the disabled. k AT M -1*70 91MONNIM&-t mel Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major improvements to existing roads, such as resurfacing, widening, bridges, etc. Excludes Road Design and Planning — see T05 Routine maintenance an minor improvements — see Road Maintenance T06 T05 ROAD DESIGN AND PLANNING Includes estimates, studies and other records regarding the design and planning of specific road construction projects. Also includes design of curbs and sidewalks, cycle ways, footpaths, walkways, etc. T06 ROAD MAINTENANCE Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to the road surfaces, curbs and sidewalks, cycle ways, footpaths, walkways, etc. Also includes grading, plowing and sanding of roads and snow removal and cleaning. T07 SIGNS AND SIGNALS Includes records and studies regarding the manufacture and installation of signs and signals. Excludes Visual Identity Program — see Visual Identity and Insignia M09 FT15 =*.I I - Of 040. Records Classification System Page 33 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS T - TRANSPORTATION SERVICES T08 TRAFFIC Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, accident statistics, temporary road closures and related records. T09 AIRPORTS Includes records regarding the development and planning of airport facilities, runways and terminals. May also include studies, surveys and correspondence. 0 0 00- Records Classification System Page 34 of 34 SCOPE NOTES FOR January 2008 SECONDARY SUBJECTS V - VEHICLES AND EQUIPMENT VOO VEHICLES AND EQUIPMENT - GENERAL Includes records regarding vehicles and equipment which cannot be classified elsewhere. Use only if no other heading is available. V01 FLEET MANAGEMENT Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle history files, accident reports, vehicle maintenance and disposal. Excludes Vehicle ownerships and registrations —see V01 Insurance Policies — see L06 Accident Claims — see Claims Against the Municipality L02 or Claims By the Municipality L03 V01A FLEET MANAGEMENT- VEHICLE OWNERSHIPS Includes ownerships, registration and certifications of all vehicles currently leased or owned, operated and maintained by the municipality. Excludes Vehicle history, maintenance files, etc. — see V01 Insurance Policies — see L06 V02 MOBILE EQUIPMENT Includes records regarding mobile equipment used in conjunction with vehicles. Also includes maintenance and history files on equipment such as generators, pumps, snowblowers, sanders, etc. V03 TRANSPORTABLE EQUIPMENT Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on equipment such as lawnmowers, hoses, weed-eaters, drills and rescue equipment. VO4 PROTECTIVE EQUIPMENT Includes records regarding protective equipment used by the municipality. Also includes maintenance and history files on equipment such as breathing apparatus, breathing tanks, down alarms and other fire department equipment, etc. Excludes Uniforms and Clothing —see A14 Schedule "B" to By-law 2008-006 Of 04()* Records Classification System Page 1 of 17 0 RECORDS RETENTION SCHEDULE January 2008 r. All Retention Periods are stated in years, unless otherwise specified. Primary Heading: ADMINISTRATION Code Secondary Heading Retention Remarks AOO Administration — General 2 A01 Associations and Organizations 3 A02 Staff Committees and Meetings 4 A03 Computer/Information Systems 7 A04 Conferences and Seminars 3 A05 Consultants 3 A06 Inventory Control 6 A07 Office Equipment and Furniture 6 A08 Office Services 3 A09 Policies and Procedures Permanent A10 Records Management 15 All Records Disposition Permanent Al2 Telecommunications Systems 7 A13 Travel and Accommodation 2 A14 Uniforms and Clothing 3 A15 Vendors and Suppliers 3 A16 Intergovernmental Relations 6 A17 Freedom of Information 5 A18 Security 3 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ORO- Records Classification System Page 2 of 17 0 January 2008 RECORDS RETENTION SCHEDULE Primary Heading: ADMINISTRATION Code Secondary Heading Retention Remarks A19 Facilities Construction and Renovations Permanent A20 Building and Property Maintenance 15 A21 Facilities Bookings 3 All Retention Periods are stated in years, unless otherwise specified. f. C�x - Schedule "B" to By-law 2008-006 of 01to"* Records Classification System Page 3 of 17 RECORDS RETENTION SCHEDULE January 2008 Primary Heading: COUNCIL, BOARDS AND BY-LAWS Code Secondary Heading Retention Remarks COO Council, Boards and By-laws — General 2 C01 By-laws Permanent C01 By-laws — Other Municipalities 2 CO2 By-laws — Drafts 3 CO3 Council Agenda Permanent C04 Council Minutes Permanent C05 Council Committee Agenda Permanent C06 Council Committee Minutes Permanent C07 Elections 4 C07A Election Results Permanent C07B Election Ballots 90 days C08 Goals and Objectives 7 C09 Motions and Resolutions Permanent C10 Police Village Issues Permanent C11 Reports to Council Permanent C12 Appointments to Boards and Committees 6 C13 Motions and Resolutions — Other 2 Municipalities All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ORO-* Records Classification System Page 4 of 17 RECORDS RETENTION SCHEDULE January 2008 D05 Natural Resources 25 D06 Tourism 7 D07 Condominium Plans Permanent D08 Official Plans Permanent D09 Official Plan Amendments and Secondary Permanent Plans D10 Severances Permanent D11 Site Plan Control Permanent D12 Primary Heading: DEVELOPMENT AND PLANNING Code Secondary Heading Retention Remarks DOO Development and Planning — General 2 D01 Demographic Studies 20 D02 Economic Development 25 D03 Environment Planning Permanent D04 Residential Development 15 D05 Natural Resources 25 D06 Tourism 7 D07 Condominium Plans Permanent D08 Official Plans Permanent D09 Official Plan Amendments and Secondary Permanent Plans D10 Severances Permanent D11 Site Plan Control Permanent D12 Subdivision Plans Permanent D13 Variances Permanent D14 Zoning Permanent D15 Easements Permanent D16 Encroachments Permanent D17 Annexation/Amalgamation Permanent D18 Community Improvement Projects 10 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ,R Ot 040* Records Classification System Page 5 of 17 RECORDS RETENTION SCHEDULE January 2008 Primary Heading: DEVELOPMENT AND PLANNING Code Secondary Heading Retention Remarks D19 Reference Plans Permanent D20 Municipal Addressing System, G.I.S., Base Permanent Mapping D21 Industrial/Commercial Development 11 D22 Property Files Permanent D23 Planning Applications — Other 2 Municipalities All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ORO-* Records Classification System Page 6 of 17 RECORDS RETENTION SCHEDULE January 2008 Primary Heading: ENVIRONMENTAL SERVICES Code Secondary Heading Retention Remarks EOO Environmental Services — General 2 E01 Sanitary Sewers Permanent E02 Storm Sewers Permanent E03 Treatment Plans Permanent E04 Trees 10 E05 Environmental Monitoring Permanent E06 Utilities 10 E07 Waste Management 10 E08 Water Works Permanent E09 Drains Permanent E10 Water Quality and Quantity — Municipal 15 Systems Ell Storm Water Quality Permanent E12 Water Test Results and Reports 15 E13 Lakeshore Improvements Permanent All Retention Periods are stated in years, unless otherwise specified. V3ivl___" - 14, 'i Schedule "B" to By-law 2008-006 Of OR(>, Records Classification System Page 7 of 17 0 RECORDS RETENTION SCHEDULE January 2008 Primary Heading: FINANCE AND ACCOUNTING Code Secondary Heading Retention Remarks FOO Finance and Accounting — General 2 F01 Accounts Payable 7 F02 Accounts Receivable F03 Audits F04 Banking F05 Budgets and Estimates F06 Assets F07 Cheques F08 Debentures and Bonds F09 Employee and Council Expenses F10 Financial Statements/Financial Information Return F10A Financial Information Return —Working Papers F11 Grants and Loans F12 Investments 7 7 7 7 7 7 5 7 Permanent 7 7 7 F13 Journal Vouchers 7 F14 Subsidiary Ledgers, Registers and Journals 7 F15 General Ledgers and Journals Permanent F16 Payroll 7 *after disposal *after maturity All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ORO-*, Records Classification System Page 8 of 17 0 January 2008 RECORDS RETENTION SCHEDULE Primary Heading: FINANCE AND ACCOUNTING Code Secondary Heading Retention Remarks F17 Purchase Orders and Requisitions 7 F18 Quotations and Tenders 10 F19 Receipts 7 F20 Reserve Funds 7 *after use of funds F21 Revenues 7 F22 Tax Rolls and Records Permanent F22A Tax Sale Records Permanent F22B Tax Registration — No Sale 7 F23 Write Offs 7 F24 Trust Funds 10 *after funds terminated F25 Security Deposits 15 *after release of securities F26 Permanent Payroll Records Permanent F27 Property Assessment Notices 2 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of 090 Records Classification System Page 9 of 17 yaZ RECORDS RETENTION SCHEDULE January 2008 Primary Heading: HUMAN RESOURCES Code Secondary Heading Retention Remarks HOO Human Resources — General 2 H01 Attendance and Scheduling 7 H02 Benefits 10 H03 Employee Records Permanent H03A Employee Records — Driver Abstracts 4 H04 Health and Safety 7 H05 Human Resource Planning 10 H06 Job Descriptions 10 H07 Labour Relations Permanent H07A Grievances 7 H08 Organization 6 H09 Salary Planning 6 H10 Pension Records Permanent H11 Recruitment 2 H11A Resumes - Unsolicited 6 months H11 Recruitment - Volunteer Firefighters 2 H12 Training and Development 3 H12A Training and Development - Volunteer Permanent Firefighters H13 Pay Equity 25 All Retention Periods are stated in years, unless otherwise specified. L14 Contracts and Agreements — Simple 10 L15 Title Searches Permanent L16 Road Closures and Sales Permanent All Retention Periods are stated in years, unless otherwise specified. Primary Heading: LEGAL AFFAIRS Code Secondary Heading Retention Remarks LOO Legal Affairs — General 2 L01 Appeals and Hearings Permanent L02 Claims Against the Municipality Permanent L03 Claims By the Municipality Permanent L04 Contracts and Agreements - Under Seal Permanent L05 Insurance Appraisals 10 L06 Insurance Policies 7 L07 Land Acquisition and Sale Permanent L08 Opinions and Briefs 10 L09 Precedents 3 L10 Federal Legislation 2 L11 Provincial Legislation 2 L12 Vital Statistics Permanent L13 Prosecutions 20 L14 Contracts and Agreements — Simple 10 L15 Title Searches Permanent L16 Road Closures and Sales Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 4c ORO Records Classification System Page 11 of 17 0 RECORDS RETENTION SCHEDULE January 2008 All Retention Periods are stated in years, unless otherwise specified. Primary Heading: MEDIA AND PUBLIC RELATIONS Code Secondary Heading Retention Remarks MOO Media and Public Relations — General 2 M01 Advertising 3 M02 Ceremonies and Events 3 M02A Ceremonies and Events - Photographs Permanent M03 Charitable Campaigns/Fund Raising 3 M04 Complaints, Commendations and Inquiries 3 M05 News Clippings Permanent M06 News Releases/Newsletters 3 M07 Publications 3 M08 Speeches and Presentations 3 M09 Visual Identity and Insignia Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 of 040, Records Classification System Page 12 of 17 Al RECORDS RETENTION SCHEDULE January 2008 Primary Heading: PROTECTION AND ENFORCEMENT SERVICES Code Secondary Heading Retention Remarks POO Protection and Enforcement Services — 2 General P01 By-law Enforcement P02 Daily Occurrence Logs P03 Emergency Planning — Current Plan P03A Emergency Planning - Other PO4 Hazardous Materials P05 Incident/Accident Reports P06 Building Inspections P07 Health Inspections P08 Investigations P09 Licenses P09A Dog Licenses P10 Building and Structural Inspections and Permits P11 Permits — Other 5 5 Permanent is 6 *if injured party is under 18 then the record must be kept for 6 years after their 18th birthday Permanent 7 10 3 2 Permanent 7 P12 Lottery Organizational Information 7 P13 Lottery Organizations' Annual Reports 7 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of 0401 * Records Classification System Page 13 of 17 RECORDS RETENTION SCHEDULE 0 January 2008 Primary Heading: PROTECTION AND ENFORCEMENT SERVICES Code Secondary Heading Retention Remarks P14 Animal Control 10 P15 Community Protection Programs 10 P16 Police Services 10 P17 Lotteries 7 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of Olt Records Classification System Page 14 of 17 RECORDS RETENTION SCHEDULE January 2008 J� All Retention Periods are stated in years, unless otherwise specified. Primary Heading: RECREATION AND CULTURE Code Secondary Heading Retention Remarks ROO Recreation and Culture — General 2 R01 Heritage Preservation Permanent R02 Library Services 5 R03 Museum and Archival Services Permanent R04 Parks Management 15 R05 Recreational Facilities 15 R06 Recreational Programming 4 R07 Recreation Master Plan and Secondary Permanent Studies All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ORO-* Records Classification System Page 15 of 17 RECORDS RETENTION SCHEDULE January 2008 All Retention Periods are stated in years, unless otherwise specified. Primary Heading: SOCIAL AND HEALTH CARE SERVICES Code Secondary Heading Retention Remarks SOO Social and Health Care Services — General 2 S01 Not Currently in Use S02 Not Currently in Use S03 Not Currently in Use SO4 Social Assistance Programs 7 S05 Not Currently in Use S06 Not Currently in Use S07 Children's Services 6 S08 Public Health 10 S09 Cemetery Records Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of 040'* Records Classification System Page 16 of 17 0 January 2008 RECORDS RETENTION SCHEDULE 0 T09 Airports 10 All Retention Periods are stated in years, unless otherwise specified. Primary Heading: TRANSPORTATION SERVICES Code Secondary Heading Retention Remarks TOO Transportation — General 2 T01 Illumination 10 T02 Parking 10 T03 Public Transit 10 T04 Road Construction 20 T05 Road Design and Planning 20 T06 Road Maintenance 20 T07 Signs and Signals 20 T08 Traffic 20 T09 Airports 10 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 Of ONO- Records Classification System Page 17 of 17 0 RECORDS RETENTION SCHEDULE January 2008 V X Primary Heading: VEHICLES AND EQUIPMENT Code Secondary Heading Retention Remarks VOO Vehicles and Equipment — General 2 V01 Fleet Management 10 V01 Fleet Management - Vehicle Ownerships Permanent *superceded upon vehicle disposition V02 Mobile Equipment 10 V03 Transportable Equipment 10 VO4 Protective Equipment 10 All Retention Periods are stated in years, unless otherwise specified. Being a By-Law to Authorize the Issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Subdivision (Phase 11), Plan 51 M-696 WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council; AND WHEREAS Section 51, Subsection (26) of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, provides that municipalities may enter into agreements imposed as a condition to the approval of a plan of subdivision and such agreements may be registered against the land to which the subdivision plan applies; AND WHEREAS Council for the Corporation of the Township of Oro-Medonte entered into a Subdivision Agreement with Arbourwood Estates Ltd. in October, 2002 to construct Arbourwood Development, Phase 11 consisting of seventy-eight (78) lots in the village of Shanty Bay. AND WHEREAS the requirements of this Subdivision Agreement with respect to the aboveground works have now been met; NOW THEREFORE the Corporation • the Township • Oro-Medonte hereby enacts as follows: 1 That the Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Ltd., Phase 11 may now be issued by the Township Engineers (Totten Sims Hubicki Associates) in compliance with the Subdivision Agreement between the Corporation of the Township of Oro- Medonte and Arbourwood Estates Ltd. 2. That the attached Schedule "A", Certificate of Substantial Completion and Acceptance (Aboveground Works) shall form part of this By-Law. 3. That this By-law shall come into force and take effect on the final date of passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 23RD DAY OF JANUARY, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF ,2008. Mayor, H.S. Hughes Clerk, J. Douglas Irwin TIH engineers architects planners CERTIFICATE OF MUNICIPALITY PROJECT DEVELOPER FILE NO. Description of the Works: Schedule "A" to By -Law No. 2008 -009 TOWNSHIP ENGINEERS SUBSTANTIAL COMPLETION AND ACCEPTANCE (ABOVEGROUND WORKS) Township of Oro- Medonte Arbourwood Estates Subdivision Phase 2 Plan 51 M-696 Arbourwood Estates Ltd. Phase II 12- 08921 -60 (MMA 43T- 92024) Roadways in the Arbourwood Estates Subdivision Phase 2 consisting of. 1�6_a • Red Oak Crescent westerly from the north end of Walnut Drive, and then southerly and easterly to the south end of Walnut Drive; a distance of 1,420 metres (4,659 feet) • Basswood Circle from Red Oak Crescent to Red Oak Crescent; a distance of 820 metres (2,690 feet) We, Totten Sims Hubicki, notify the Municipality that the above mentioned works were inspected on December 11, 2007 and to the best of our knowledge and judgement, are complete in accordance with the Subdivision Agreement except for the deficiencies below: • Curb repair at Lot 90. We hereby accept these works for use and operation by the Municipality subject to the rectification of the above noted deficiencies and to the rec:tificatim of any further deficiencies that may become apparent during the maintenance period and to the maintenance that is require by the Subdivision Agreement and its Amendment. The date of Substantial Completion and Acoeptan vegrou orks) is established by the Cert' rcate as of mber 11, 2007. Date: O Signature: K %921- 50ftoveground S.C. & A doc mKIII I i I I; I ;�11' I-jT.; 11 11, 1 Being a By-Law to Authorize the Issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Subdivision (Phase 111), Plan 51 M-767 WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council; AND WHEREAS Section 51, Subsection (26) of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, provides that municipalities may enter into agreements imposed as a condition to the approval of a plan of subdivision and such agreements may be registered against the land to which the subdivision plan applies; AND WHEREAS Council for the Corporation of the Township of Oro-Medonte entered into a Subdivision Agreement with Arbourwood Estates Ltd. in January, 2004 to construct Arbourwood Development, Phase III consisting of nine (9) lots in the village of Shanty Bay. AND WHEREAS the requirements of this Subdivision Agreement with respect to the aboveground works have now been met; NOW THEREFORE the Corporation of the Township of Oro-Medonte hereby enacts as follows: That the Certificate of Substantial Completion and Acceptance (Aboveground Works) for Arbourwood Estates Ltd., Phase III may now be issued by the Township Engineers (Totten Sims Hubicki Associates) in compliance with the Subdivision Agreement between the Corporation of the Township of Oro- Medonte and Arbourwood Estates Ltd. 2. That the attached Schedule "A", Certificate of Substantial Completion and Acceptance (Aboveground Works) shall form part of this By-Law. 3. That this By-law shall come into force and take effect on the final date of passing thereof. F�111 It", ill &NUMMUM, 0-I BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF ,2008. MV Mayor, H.S. Hughes Clerk, J. Douglas Irwin ,, IfH wn—gi.—S architects planners CERTIFICATE OF 71UNID91' .11�v DEVELOPER Description of the Works: Schedule "A" t o By-Law No. 2008-010 TOWNSHIP ENGINEERS SUBSTANTIAL COMPLETION AND ACCEPTANCE (ABOVEGROUND WORKS) Township of Oro-Medonte Arbourwood Estates Subdivision Phase 3 Plan 51 M -767 Arbourwood Estates Limited (Phase 111) 12-8921-53 (OM T- 94004) Roadways in the Arbourwood Estates Subdivision Phase 3 consisting of: I'l--°' - CY-1. Jenna Court southerly from Red Oak Crescent, and easterly to a cul-de-sac; a distance of 260 metres (853 feet) • Diane Court southerly from Red Oak Crescent to a cul-de-sac; a distance of 160 metres (525 feet) We, Totten Sims Hubicki, notify the Municipality that the above mentioned works were inspected on December 11, 2007 and to the best of our knowledge and judgement, are complete in accordance with the Subdivision Agreement except for the deficiencies below: • Nil We hereby accept these works for use and operation by the Municipality subject to the rectification of the above noted deficiencies and to the rectification of any further deficiencies that may become apparent during the maintenance period and to the maintenance that is require by the Subdivision Agreement and its Amendment. The date of Substantial Completion and Acceptance egrolund W is established by the Certifi te as Of mber 11, 2007. Date: l::= Jca"7 Signature: K:18921-531Aboveground S.C. & A.doc ± 1 • of; I Being a By-Law to Authorize the Issuance of Certificate of Substantial Completion and Acceptance (Aboveground Works) for Sugarbush (Phase 111, Stage IV — Section "C"), Plan 51 M-367, 51 R-28207, 51 R-31153 WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council; AND WHEREAS Section 51, Subsection (26) of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, provides that municipalities may enter into agreements imposed as a condition to the approval of a plan of subdivision and such agreements may be registered against the land to which the subdivision plan applies; AND WHEREAS Council for the Corporation of the Township of Oro-Medonte entered into a Subdivision Agreement with Monica Interior Design Ltd. and Modco Investments Ltd. in June, 2002 to construct the last Phase of the Sugarbush development, consisting of three (3) Sections; Section "C" consists of twenty-two (22) lots on Ironwood Trail and Ash Court. AND WHEREAS the requirements of this Subdivision Agreement with respect to the aboveground works have now been met; NOW THEREFORE the Corporation of the Township of Oro-Medonte hereby enacts as follows: That the Certificate of Substantial Completion and Acceptance (Aboveground Works) for Sugarbush, Phase 111, Stage IV — Section "C" may now be issued by the Township Engineers (Totten Sims Hubicki Associates) in compliance with the Subdivision Agreement between the Corporation of the Township of Oro- Medonte and Monica Interior Design Ltd. and Modco Investments Ltd. 2. That the attached Schedule "A", Certificate of Substantial Completion and Acceptance (Aboveground Works) shall form part of this By-Law. 3. That this By-law shall come into force and take effect on the final date of passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 23RD DAY OF JANUARY, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY • ,2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin 0 1!01M CERTIFICATE OF JiteEllr•31:7-3411 F9T4nAJU*1241z Description of the Works: to By-Law No. 2008-011 TOWNSHIP ENGINEERS SUBSTANTIAL COMPLETION AND ACCEPTANCE (ABOVEGROUND WORKS) Township of Oro-Medonte Sugarbush Phase 111, Stage IV — Section "C" Plan 51 M-367, 51 R-28207, 51 R-31153 Monica Interior Design Ltd. and Modco Investments Ltd. 12-8847-60 (MMA 43T-86031) Roadways in the Sugarbush Phase 111, Stage IV — Section "C" consisting of : Ash Court westerly from 6t" Line to cul-de-sac; a distance of 100 metres (328 feet) Ironwood Trail from Station 0+250 to Station 0+000; a distance of 250 metres (820 feet) We, Totten Sims Hubicki, notify the Municipality that the above mentioned works were inspected on December 11, 2007, and to the best of our knowledge and judgement, are complete in accordance with the Subdivision Agreement except for the deficiencies below: • Asphalt shoulder behind curb; • Tree planting; • As-Constructed Drawings & OLS Certification; We hereby accept these works for use and operation by the Municipality subject to the rectification of the above noted deficiencies and to the rectification of any further deficiencies that may become apparent during the maintenance period and to the maintenance that is require by the Subdivision Agreement and its Amendment. The date of Substantial Completion and Acceptance (Aboveground s) is established by the Certi f to as of aDember 11, 200T Date: T Zoo , %Signature:A KA8841-50\Aboveground S.C. & A.Phase C.doc �� 'e -I THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2008-012 Being a By -Law to Authorize the Issuance of Certificate of Maintenance and Final Acceptance (Underground Works) for Sugarbush (Phase 111, Stage IV — Section "C "), Plan 51 M -367, 51 R- 28207, 51 R -31153 WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council; AND WHEREAS Section 51, Subsection (26) of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, provides that municipalities may enter into agreements imposed as a condition to the approval of a plan of subdivision and such agreements may be registered against the land to which the subdivision plan applies; AND WHEREAS Council for the Corporation of the Township of Oro - Medonte entered into a Subdivision Agreement with Monica Interior Design Ltd. and Modco Investments Ltd. in June, 2002 to construct to construct the last Phase of the Sugarbush development, consisting of three (3) Sections; Section "C" consists of twenty -two (22) lots on Ironwood Trail and Ash Court. AND WHEREAS the requirements of this Subdivision Agreement with respect to the underground works have now been met; NOW THEREFORE the Corporation of the Township of Oro - Medonte hereby enacts as follows: That the Certificate of Maintenance and Final Acceptance (Underground Works) for Sugarbush, Phase III, Stage IV — Section "C" may now be issued by the Township Engineers (Totten Sims Hubicki Associates) in compliance with the Subdivision Agreement between the Corporation of the Township of Oro - Medonte and Monica Interior Design Ltd. and Modco Investments Ltd. 2. That the attached Schedule "A ", Certificate of Maintenance and Final Acceptance (Underground Works) shall form part of this By -Law. 3. That this By -law shall come into force and take effect on the final date of passing thereof. BY -LAW READ A FIRST AND SECOND TIME THIS 23RD DAY OF JANUARY, 2008. BY -LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF , 2008. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin IfH engineers architects planners CERTIFICATE OF F, UUM12JIM Description of the Works: Schedule "A" to By-Law No. 2008-012 TOWNSHIP ENGINEERS MAINTENANCE AND FINAL ACCEPTANCE (UNDERGROUND WORKS) Township of Oro-Medonte Suaarbush Phase Ill, Stage IV — Section "C" Plan 51M-367, 51R- 28207.51 R -31153 Monica Interior Design Ltd. and Modco Investments Ltd. 12-8847-60 (MMA 43T-86031) Watermain distribution system and storm drainage works in the Sugarbush Phase Ill, Stage IV — Section "C". We, Totten Sims Hubicki, notify the Municipality that the above mentioned works were inspected on December 11, 2007, and to the best of our knowledge and judgement, are complete in accordance with the Subdivision Agreement except for the deficiencies below: l 0111 We, Totten Sims Hubicki, notify the Municipality that to the best of our knowledge and judgment: 1. The Developer named herein has completed the required maintenance work, has rectified known deficiencies and has fulfilled the other terms of the Subdivision Agreement. 2. The period of maintenance of this SubdivisioQ!qBement expir on the issuance of this Certificate Date. 0-- P-iAi ? �' Signature:_ K:\8847-50\Underground M. & F A.Phase C.doc WHEREAS the Building Code Act, S.O. 1992, Chapter c.23 provides that Councils shall, by By -law, appoint such inspectors as are necessary for the purposes of the enforcement of the Act; AND WHEREAS the Municipal Act 2001, S.Q. 2001, c. 25, Section 224, as amended, provides that the role of Council is to ensure that administrative practices are in place to implement the decisions of Council; AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte did, on the 27th day of June, 2037, enact By -law No. 2007 -070 to appoint employees of the Corporation as Building Inspectors /By -law Enforcement Officers; NOW THEREFORE the Council of the Township of Oro- Medonte hereby enacts as follows: That Schedule 'A' of By-law No. 2007-070 be amended by adding "Janice :• • • 2. This by -law shall take effect on the final passing thereof. i A THIRD AND FINALLY PASSED THIS DAY OF 00: Mayor, H.S. Hughes Clerk, J. Douglas Irwin 92�• 11: 1 E Being a By-Law to Authorize the Execution of an Agreement Between the Township of Oro-Medonte and Her Majesty The Queen in Right of Canada as Represented by The Minister of Fisheries and Oceans WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte did, on the 5t" day of September, 2007, pass Motion No. CW070905-22 to accept the offer from Fisheries and Oceans Small Craft Harbours to assume ownership of the Carthew Bay Wharf facilities upon completion of all necessary upgrades; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. THAT the Mayor and Clerk be authorized to execute the Transfer/Deed of Land attached hereto as Schedule "A" and forming part of this By-Law. 2. THAT this by-law shall take effect on the final passing thereof. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF 2008. Mayor, H.S. Hughes Clerk, J. Douglas Irwin Province of Ontario z 0 LU U) LL Lt 0 Cr O New Property Identifiers LL Executions Transfer/Deed of Land Schedule "A" Form 1 — Land Registration Reform Act to By-Law No. 2008-014 A Additional: See Schedule El (1) Registry � Land Titles 1 (2) Page I of 3 pages (3) Property Block Property Additional: Identifler(s) ee 58548 0 130 (LT) i >'._ schedule (4) Consideration One - - - -- 001100 (5) Description This is a: Property Property ❑ Division ❑ Consolidation PCL WATER LOT-1 SEC LOCATION DT-72; PT OF THE BED OF LAKE SIMCOE IN FRONT OF PT LT 20 CON 14 ORO PT 1 51 R4375; ORO-MIEDONTE. Additional: See I � I Schedule (6) This (a) Reclescription (b) Schedule for: (7) Interest/Estate Transferred Document New Easement Additional Fee Simple Contains Plan/Sketch ❑ Description 1:1 Parties ❑ Other (8) Transferor(s) The transferor hereby transfers the land to the transferee and certifies that the transferor is at least eighteen years old and that We have authority to bind Her Majesty .............. ........ ....... ......... (10) Transferods) Address Fisheries and Oceans Canada, 3027 Harvester Road, P.O. Box 85120, Burlington, Ontario L7R 41<3 for Service J (11) Transferee(s) Date of Birth Y M D THE CORPORATION, OF THE TOWNSHIP OF ORO-M.E.D.O.N.TE.... .......... .— ...... (12) Transferees) Address for Service P.O. Box 100, Oro, Ontario LOL 2X0 (13) Transferors) The transferor verifies that to the best of the transferor's knowledge and belief, this transfer does not contravene section 50 of the Planning Act. Date of Signature Date of Signature Y M Di i Y i M i D Signature . . . . . . Signature . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . i . . . . . . . Solicitor for Transferor(s) I have explained the effect of section 50 of the Planning Act to the transferor and I have made inquiries of the transferor to < determine that this transfer does not contravene that section and based on the information supplied by the transferor, to the best of my knowledge and 0 z belief, this transfer does not contravene that section. I am an Ontario solicitor in good standing. Date of Signature i— Name and Y M D h- Address of 0 Solicitor Signature . . . . . . . . . . . . . . I y - (14) Solicitor for Transferee(s) I have investigated the title to this land and to abutting land where relevant and I am satisfied that the title records reveal no contravention as set out in subclause 50 (22) (c) (ii) of the Planning Act and that to the best of my knowledge and belief this transfer does not contravene section 50 of the Planning Act. I act independently of the solicitor for the transferor(s) and I am an Ontario solicitor in good standing CM C F a C c EPA Name and Date of Signature Address of Solicitor Y I D Signature . . . . . . . . . . . . . . . . . . . . . . (15) Assessment Roll Number Cty. Mun.; Map Sub. Par. III Fees and Tax of Property Not Assigned > Registration Fee (16) Municipal Address of Property (17) Document Prepared by: Land Transfer Tax LL Not Assigned Department of Justice Canada L 130 King St. West Box 36, Suite 3400 Toronto, Ontario M5X IK6 Total Date of Signature Name(s) Signature(s) Y M D # HER MAJESTY THE QUEEN in right of Canada as 11 2007 : I . . . . . . Michael Hecimovich,-AA)Irectcr, Central &-Arctic Region- . . . . . . . . I represented by the Minister of Fisheries and Oceans t Countersignature by the MINISTER OF JUSTICE pursuant to 2007 Colin T.'Wyse,'C6dn§eI1' Ont" Reg. Office . . . 1: It Ss. 5(6) of the Federal Real Property Act and Federal Immovables Act (9) Spouse(s) of Transferor(s) I hereby consent to this transaction Date of Signature Name(s) Signature(s) Y M D (10) Transferods) Address Fisheries and Oceans Canada, 3027 Harvester Road, P.O. Box 85120, Burlington, Ontario L7R 41<3 for Service J (11) Transferee(s) Date of Birth Y M D THE CORPORATION, OF THE TOWNSHIP OF ORO-M.E.D.O.N.TE.... .......... .— ...... (12) Transferees) Address for Service P.O. Box 100, Oro, Ontario LOL 2X0 (13) Transferors) The transferor verifies that to the best of the transferor's knowledge and belief, this transfer does not contravene section 50 of the Planning Act. Date of Signature Date of Signature Y M Di i Y i M i D Signature . . . . . . Signature . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . i . . . . . . . Solicitor for Transferor(s) I have explained the effect of section 50 of the Planning Act to the transferor and I have made inquiries of the transferor to < determine that this transfer does not contravene that section and based on the information supplied by the transferor, to the best of my knowledge and 0 z belief, this transfer does not contravene that section. I am an Ontario solicitor in good standing. Date of Signature i— Name and Y M D h- Address of 0 Solicitor Signature . . . . . . . . . . . . . . I y - (14) Solicitor for Transferee(s) I have investigated the title to this land and to abutting land where relevant and I am satisfied that the title records reveal no contravention as set out in subclause 50 (22) (c) (ii) of the Planning Act and that to the best of my knowledge and belief this transfer does not contravene section 50 of the Planning Act. I act independently of the solicitor for the transferor(s) and I am an Ontario solicitor in good standing CM C F a C c EPA Name and Date of Signature Address of Solicitor Y I D Signature . . . . . . . . . . . . . . . . . . . . . . (15) Assessment Roll Number Cty. Mun.; Map Sub. Par. III Fees and Tax of Property Not Assigned > Registration Fee (16) Municipal Address of Property (17) Document Prepared by: Land Transfer Tax LL Not Assigned Department of Justice Canada L 130 King St. West Box 36, Suite 3400 Toronto, Ontario M5X IK6 Total Province Uft & UUK�M f . PU�Kl� IWV� of Schedule Ontario Form —Land Registration Reform Act S Page 2 Additional Property Identifier(s) and/or Other Information Covenants of Transferee 1. The Transferee covenants to use the lands described herein for the purpose of a public harbour for a period of five (5) years commencing on the date of registration of this Transfer, and covenants to operate a public harbour during the said five (5) year period at substantially the same level of operations as existed on the lands described herein during the twelve (12) month period prior to registration of this Transfer. 2. In the event that at any time within the period of five (5) years commencing on the date of registration of this Transfer, the Transferee ceases to use the lands described herein for the purpose of a public harbour with operation of such public harbour at substantially the same level of operations as existed on the lands described herein during the twelve (12) month period prior to the registration of this Transfer, or the Transferee disposes of all or part of the lands described herein, the Transferee shall pay forthwith to the Transferor the sum of Fifty Thousand Dollars ($50,000.00). Do Process Software Ltd. - (416) 322-6111 or (tibb) Jbf-fb4lj U. I 11Y / IJ4 Property Identifleir(s) No. nistry of Revenue Land ransfer Tax Affidavit Land Taxes Section Ontario Land Transfer Tax Act 33 King St West PO Box 625 Oshawa ON LIH 8119 Refer to instructions on reverse side. In the Matter of the Conveyance of (insert brief description of land) the Bed of Lake Simcoe in —Front of —Part —Lot Z_Q, -'5j—R43-75;-Townshjp-gfDrg-Medonte- BY (print names of all transferors in full) To (print names of all transferees in full) —The—Cvxpvration-"e-Towii&W-oMro--Medmte------- have personal knowledge of the facts herein deposed to and Make Oath and Say that. 1. I am (place a clear mark within the square opposite the following paragraph(s) that describels) the capacity of the deponents): ❑ (a) the transferee named in the above-described conveyance; FRI (b) the authorized agent or solicitor acting in this transaction for the transferee(s); ❑ (c) the President, Vice-President, Secretary, Treasurer, Director or Manager authorized to act for (the transferee(s)); ❑ (d) a transferee and am making this affidavit on my own behalf and on behalf of (insert name of spouse) who is my spouse. ❑ (e) the transferor or an officer authorized to act on behalf of the transferor company and ❑ I am tendering this document for registration and ❑ no tax is payable on registration of this document. THE TOTAL CONSIDERATION FOR THIS TRANSACTION IS ALLOCATED AS FOLLOWS: (a) Monies paid or to be paid in cash .......... Nil (b) Mortgages (i) Assumed (principal and interest) .............. _ ...... Nil All blanks must (ii) Given back to vendor ... ........... ....... Nil be filled in. (c) Property transferred in exchange (detail below in para. 5) .... _ ........ $ Nil Insert 'Nil' (d) Other consideration subject to tax (detail below) , I I ...... ..... .$ Nil where applicable. (e) Fair market value of the lands (see Instruction 2(c)) . . . . . ........ ... _ .......... .$ Nil (f) Value of land, building, fixtures and goodwill subject to Land Transfer Tax (Total of (a) to (a)) . . , . . . . . ........ ....... ......... $ Nil $ Nil (g) Value of all chattels - items of tangible personal property which are taxable under the provisions of the Retail Sales Tax Act ...... ...... ...... ...... ......... $ Nil (h) Other consideration for transaction not included in (f) or (g) above ...... ................. ... _ .$ ___ Nil (i) Total Consideration ...... ... ....... ......... ...... ......... _ -$ Nil 3. To be completed where the value of the consideration for the conveyance exceeds $400,000.00. 1 have read and considered the definition of "single family residence' set out in subsection 1(1) of the Act. The land conveyed in the above-described conveyance: ❑ does not contain a single family residence or contains more than two single family residences; ❑ contains at least one and not more than two single family residences; or ❑ contains at least one and not more than two single family residences and the lands are used for other than just residential purposes. The transferee has accordingly apportioned the value of consideration on the basis that the consideration for the single family residence is $ --- and the remainder of the lands are used for purposes. Note: Subsection 2(l)(b) imposes an additional tax at the rate of one -half ofone per cent upon the value of the consideration in excess of $400,000.00 where the conveyance contains at least one and not more than two single family residences and 2(2) allows an apportionment of the consideration where the lands are used for other than just residential purposes. 4. If consideration is nominal, is the land subject to any encumbrance? ❑ Yes [-I No 5. Other remarks and explanations, if necessary. Transfer to a- municipality. No consideration _pasAng.____ __,__ Sworn/affirmed before me in the - City of Toronto Province of Ontario I this day of January —,2008 _ T A Commissioner for taking Affidavits, etc. Property Information Record A. Describe nature of instrument: -Transfer/Deed of Land B. (i) Address of property being conveyed (if available) Not Assigned.-_ (ii) Assessment Roll No. (Ifavailable) C. Mailing address(es) for future Notices of Assessment under the Assessment Act for property being conveyed P.O. Box 100, Oro, Ontario LOL 2X0 D. (i) Registration number for last conveyance of property being conveyed (If available) (ii) Legal description of property conveyed: Same as in D (i) above. ❑ Yes ❑ No ❑ Not known Signature(s) E. Name(s) and address(es) of each transferee's solicitor: Aird & Berlis LLP HnmiIers&SdWUxs,BCEFIaae, Box 754,181 Bay Street, %W I" Twito, Ohilaria, NWZD School Support (Voluntary Election) (see reverse for explanation) Yes No (a) Are all individual transferees Roman Catholic? (b) If Yes, do all individual transferees wish to be Roman Catholic Separate School Supporters? (c) Do all individual transferees have French Language Education Rights? (d) If Yes, do all individual transferees wish to support the French Language School Board (where established)? ❑ Note: As to (c) and (d) the land being transferred will receive French Public School Board Election unless otherwise directed In (a) and (b). 0449M (2007M) 1 11, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Council Meeting held on Wednesday, January 23, 2008, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro-Medonte. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 23 Id DAY • JANUARY, 2008. Mayor, H.S. Hughes Clerk, J. Douglas Irwin