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05 07 2008 COW AgendaTOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, MAY 7, 2408 TIME: 9:44 a.m. 1. NOTICE OF ADDITIONS TO AGENDA 2. ADOPTION OF THE AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 4. DEPUTATIONS: None. 5. CONSENT AGENDA: a) Midland Public Library Board minutes, meeting held on March 13, 2008. Staff Recommendation: Receipt. b} Lake Simcoe Region Conservation Authority, minutes of meeting held on March 28, 2008 and Board meeting highlights, April 25, 2008. Staff Recommendation: Receipt. c) Springwater Library Board minutes, meeting held an March 11, 2008. Staff Recommendation: Receipt. d} Oro-Medonte History Association minutes, meeting held on March 17, 2008. Staff Recommendation: Receipt. e) Ontario's Lake Country minutes, meeting held on March 19, 2008. Staff Recommendation: Receipt. f) Janis Hamilton, Secretary, Oro-Medonte Horticultural Society, correspondence dated April 15, 2008 re: Letter of Appreciation. Staff Recommendation: Receipt. g} Dennis Roughley, Chair, Board of Health, Simcoe Muskoka District Health Unit, correspondence dated April 16, 2008 re: Improvements Needed in Provincial Air Quality Regulations. Staff Recommendation: Receipt. h} Nottawasaga Valley Conservation Authority, meeting highlights, April 11, 2008. Staff Recommendation: Receipt. i) Nelson Santos, Mayor, The Corporation of the Town of Kingsville, correspondence dated April 28, 2008 re: Kraft Hockeyville, 2008. Staff Recommendation: Receipt. j) Orillia Public Library Board, minutes of meetings held on March 26 and April 8, 2008 and 2007 Annual Report. Staff Recommendation: Receipt. fi. COMMUNICATIONS: a) Bernadette Jean, OwnerlOperator, "Grover's Chip Truck", correspondence received April 29, 2008 re: Small Business Proposal, Bayview Memorial Park. b) Doug Luker, Chief Administrative OfficerlClerk, Township of Tiny, correspondence dated April 16, 2008, re: Motion, 400th Anniversary -Arrival of Samuel de Champlain. c) Deborah Price Sherman, Administrator for the Board of Directors and Equity Members of the Indian Park Association, correspondence dated April 21, 2008, re: IPA Lands. d) Anson McQuarrie, correspondence dated April 14, 2008, re: Relief from By-Law No. 2005-118, (Signs and Other Advertising Devices), 1681 Hwy. 11 S., Shanty Bay. e) Gerald Heatherington, correspondence dated April 20, 2008, re: Heatherington Oro Station Property Road Allowance Conveyance. f) John and Ingrid Pegg, correspondence dated April 30, 2008, re: Late Dog Tag Charge. g) Jim Purnell, correspondence dated April 27, 2008 re: Ontario's Greenbelt. 7. REPORTS OF MEMBERS OF COUNCIL: a) Mayor H.S. Hughes, re: Simcoe Area Growth Plan. b) Mayor H.S. Hughes, re: Nottawasaga Valley Conservation Authority Budget. c) Councillor Coutanche, re: 2008 Canada Post Community Literacy Award. d) Councillor Evans, re: Enabling Accessibility Fund through Human Resources and Social Development Canada. 8. FINANCE AND ADMINISTRATION: None. 9. PUBLIC WORKS: None. 10. ENGINEERING & ENVIRONMENTAL SERVICES: None. 11. BUDDING, PLANNING AND BY-LAW ENFORCEMENT: a) Repart No. DS 2008-25, Bruce Happe, Director of Building and Planning Services re: Process Review -Building and Planning Department [from Apri123, 2008 Meeting]. b} Repart Na. DS 2008-30, Bruce Happe, Director of Building and Planning Services re: Zoning By-law Amendment 2007-ZBA-11 (George Gaudet}, West Part of Lat 25 Concession 10 (Ora}, Township of Ora-Medonte. 12. EMERGENCY SERVICES: None. 13. RECREATION AND COMMUNITY SERVICES: a) Repart No. RC 2008-14, Shawn Binns, Manager of Recreation and Community Services re: Draft Municipal Alcohol Policy for Township of Oro-Medante Premises and Events. 14. IN-CAMERA: a) Doug Irwin, Director of Corporate ServiceslClerk, re: EducationallTraining Session (Growth Plan for the Greater Golden Horseshoe). b) Gouncillar Coutanche, re: Personal Matter (OMEGA Member). c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Fire). d) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Performance Review Documentation). e) Robin Dunn, Chief Administrative Officer, re: Solicitor-Client Privilege Matter (Fees). f) Rabin Dunn, Chief Administrative Officer, re: Personnel Matter (Public Works}. 15. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 16. ANNOUNCEMENTS 17. ADJOURNMENT ,, ADDENDUM COMMITTEE OF THE WHOLE MEETING Wednesday, May 7, 2008 7. REPORTS OF MEMBERS OF COUNCIL: e) Councillor Agnew, correspondence dated April 10, 2008 re: Ministry of Municipal Affairs and Housing, Greening Communities Across Ontario. 12. EMERGENCY SERVICES: a) Scott Cowden, Director of Fire and Emergency Services, re: Incident Summary. 14. IN-CAMERA: g) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Building Dept.). h) Rabin Dunn, Chief Administrative Officer, re: Personnel Matter (Process Review). MIDZIAND PUBLIC Lit3R:~iiv BOARD "11~I~:1?~1"ING DATE: March 13, 2008 LOCATION: Midla77d Public Library Boardroom PRESENT: A. Campbell, V. Nihill, G.A. Walker, B. Desroches, J. Swick REGRETS: 1'. File, J. LeFebvre, C. Moore GUEST: STAFF: G. Griffith, Recording Secretary, B. Moleswortl~, CIAO I'T'EM L Call to Order G.A. Walker called the meeting to order at 7:08 p.m. Approval of the agenda . ~ Additions: 6. Reports of Board Committees ~ ~, 6.1.1 Tawn Financial Policy t Moved by: A. Campbell Seconded by: V. Nihill That the agenda be approved as amended. 3. Approval of the minutes of the previous meeting P. File, who is unable to attend this Board meeting, asked in an e-mail that there be a small amendment to the Minutes. Under 7.2, Board Transparency, P. File was noted as saying "there was some concern about the number of meetings that are held "in camera". She would like the Minutes to be clear that she was not referring to the Library in this regard, but that there was a general concern about "in camera" meetings on the part of the provincial government which has come up with a new law about how these meetings are held. She suggested that it would be good for the Library Board to include guidelines in a Library Board transparency policy. Moved by: B. Desroches Seconded by: V. Nihill That the minutes of the Board meeting held on February 14, 2008 be approved, as amended. Page 1 of 6 ACTION CARRIED CARRIED ?VIID1..~?V1) PUBLIC LIBRARY BOARD MEETING DATE: March 13, 2008 ITEM 4. Business arising from the minutes 4.1 Wireless Policies LOCATION: Midland Pubic Library Boardroom B. Molesworth informed the Board that the antennae for the Wireless Internet have been installed. He attended a meeting at the County of Simcoe about ha~v this new service would be managed. There was a difference of opinion betv~reen the IT staff and the Libraries using this service around keeping records of the names and addresses of patrons accessing the wireless network. At a subsequent meeting, it was agreed that we will not keep track of people's names and addresses. As a result of this new service, B. Malesworth drafted a Wireless Access Policy and re-wrote our own Internet Proccdures. Copies of these drafts were distributed to the Board. These policies will appear on the computer screen when patrons log in and they will have to agree or accept these terms before they are allowed to complete the login. The Board approved them and a motion was put forward. Moved by. J. Swiek Seconded by; V. Nihill That the Board approves the Midland Library's Internet Policies & Procedures as revised on March 13, 2008. B. Molesworth went on to say that the Library Board has done a lot of work on developing policies and we may have to revisit them in view of operational changes and especially in relation to the PravineiaUGoverzunent's transparency legislation. 4.2 Library 2.0 - e-newsletter B. Molesworth reported on the progress with these initiatives. A. Aneroussos has developed two documents laying out the ground work toward the purchase of a new ILS {Integrated Library System) and a Website Content Management or Web 2.0 plan. B. Molesworth also mentioned a passibility of producing an e-newsletter informing patrons about upcoming events and services at the Library. There is a line in the patron record to include an e-mail address. Staff would have to start collecting this information when they are signing up new patrons or renewing existing cards. This information could also be used for fundraising purposes. Page 2 of 6 ACTION CARRIED MIDLAND PLl BLIC LIBRARY BOARD l1'I E I~: ~ I ~ IN( Page 3 of G DATE: ITEM ISStiE ACTION -l. Business arising from. the minutes -continued -4.3 Transparency -Minutes In an effort to meet new transparency guidelines, a heading has been added to the Library's website called Administration which provides the public with the names of Library Board members, the Agenda for upcoming meetings and Board Minutes that have been passed froze previous meetings. ~.4 Reading Series B. Molesworth has approached local authortpoet Roger Bell to read at this year's series and he has agreed to read an July 10. He will also approach poet John Lee. Three other authors -- Anne Simpson, Alison Pick and Christopher Shulgan have all agreed to read on July 11, July 12 and July 13, respectively. We may also co-host a poetry readu1g, with discussion, on the Saturday afternoon of July 12`h .Carat and Stuart Currie, that own Carriage House Gallery, would be the other hosts. 5. Approval of the accounts Moved by: A. Campbell Seconded by: B. Desroches That the accounts for the month of February 2008 totalling $15,755.07 be approved. 5. Reports of Board Committees 5.1 Finance Committee - 2007 Year End Finance Chairman, A. Campbell, distributed the Library Financial Statement for the Month Ending February 29, 2008. B. Molesworth explained that, although the Town budget has been passed, the new 2008 budget figures do not appear on this document. The Actual Year-to-Date amounts are listed. CARRIED ,~ 1IDI. ~~' n P l ~LfiI,IC LIBRARY BC?ARD n~ E~. H;T i'~G Page 4 of 6 DATE: ITEM ISSUE ACTIt~N 6. Reports of board Committees -continued 6.1.1. Town Financial Policy B. Molesworth informed the Board that the Town is moving the 2009 budget process forward to begin in June 2008. Strategic direction will b~ issued at that time, with first draft to be in by September 30`h, second draft C}etober 31 S~, final changes by December 31 ~c and Council approval by January 31, 2009. Since the Board does not normally meet in July anc August, this new timeline presents a bit of a challenge. B. Molesworth put forward a couple of suggestions. A. Campbell and J. Swick are currently the Finance Committee. Perhaps a larger Finance Committee could be appointed that would meet during the summer so that a proposed first draft could be brought to the September Board meeting, or, we could have a full Board meeting in the summer. It was agreed that the Finance Committee meet in July and that a full Board meeting be held the second Thursday of August. B. Molesworth stated that he can. d< a fair bit of preparation before the strategic direction comes down in June. Appointments will be made to the Finance Committee at the April Board meeting. 6.2 Fundraising Committee There was no report. The Friends of the Midland Public Library, however, are undertaking a fundraising initiative. It was asked that agenda item 6.4 be discussed next. All agreed. 6.4 Report from the Friends of the Midland Public Library -Funding Idea & Loan The Friends are trying to launch a fundraiser with an interior design theme. A new member of the Friends, Myrna Nielsen, has been in touch with television personality Kimberley Seldon. She is well known for her interior design programme. She charges $10,000.00 for a personal appearance but has agreed to reduce her fee by 25% to $`7,500.00 plus tax. She asks for 50% of her fee upfront. The Friends have already sent her that amiount. She will be presenting at the Best Western Highland Inn on November 7, 2008. Tickets will probably be $30,00, although this has not been finalized. MIDL~NIJ- PUBLIC LIBRARY BOARD MEETING Page 5 of 6 DATE: ITEM ISSUE ACTIC?N 6. Reports of Board Committees -continued There has also been some discussion to enlarge the event to the next day and include other presenters and put on a kind of home show. M. Nielson will contact the interior design stores and other merchants il~ Midland to see if there is any interest in being involved. The Friends are asking the Library Board for a loan of about $5,000.00, to be paid back, to support this event. The money would come from the Library's capital reserve fund. B. Molesworth has already spoken to Town Treasurer, S. Gignac and CAO T. Walker about withdrawing funds from the capital reserve and it met with their approval. 6.3 Building Committee -Membership B. Molesworth announced that B. Desroches has agreed to sit on the Building committee replacing former Board member B. Trounce. 7. 1~7ew business 7.1 Pay Phone B. Molesworth informed the Board that he has been looking into the cost of having a pay phone installed in the Library. Staff are often asked by patrons to use our phones. We will call cabs for people or phone parents for children that need a ride home, but our policy is that we don't let the public use our phones. It casts approximately $300.00 for the initial installation and then there is a monthly fee of $50.00 unless you make $6.00 a day. It now costs .50 to make a call from a pay phone. Bell seems to think everyone has a cell phone and has removed several from the downtown area. G.A. Walker suggested that it might be in the Town's best interest to have a pay phone in the area. B. Molesworth will approach the Town with this idea. ?~1lDLANLI PUBLIC 1.11~12:~121' !3(7 il2T) ?VIEETIIV'G 8.1 Chief Librarian's Report Circulation was up by ~6$ in February. B. Reynolds is very busy visiting the elementary schools promoting the Silver Birch awards programme. t~nce the weather is better, we will start to host class visits. 9. Adjournment Moved by: J. Swick That the meeting be adjaun~ed at x:04 p.m. Chairman of the Board ~r__. ~...._. ~~ ~ ~~~ j ,r =, Chief Librarian Page 6 of 6 ")~ ~~ ""` ~ LAKE SIMCOE REGION CONSERVATIC?N AUTHORITY t , /.-. ~ MEETING NO. BOD-03-08 Friday, March 28, 2008 ~" Lake Simcoe Region Conservation Authority Newmarket, ON MINUTES Board Members Present: V. Hackson, Chair Councillor B. Drew, Vice-Chair Councillor S. Agnew Mr. E. Bull Councillor G. Campbell Councillor K. Ferdinands Regional Councillor J. Grant Mayor R. Grossi Regional Councillor H. Herrema Councillor B. Huson Councillor J. McCallum Councillor A. Nuttall Councillor J. O'Donnell Regional Councillor J. Taylor Councillor J. Rupke Deputy Mayor G. Wauchope Mayor J. Young Regrets: Councillor E. MacEachern Mayor R. Stevens DECLARATION OF PECUNIARY INTEREST None indicated for the record of this meeting. 1 11 APPROVAL OF AGENDA Moved by: J. Grant Staff Present: D. Gayle Wood, C.A.O./Secretary-Treasurer B. Kemp, Director, Conservation Lands M. Valcic, Director, Corporate Services M. Walters, Director, Watershed Management P. Davies, Manager, Watershed Stewardship B. Thompson, Conservation Lands Planner G. Casey, Coordinator, Board/CAO, Projects & Services Others: Mr. E. Shmakov Mr. B. Nadvornianski Mr. G. DiBlasi K. MacKenzie, LSCF Seconded by: J. Rupke BOD-030-08 RESOLVED THAT the content of the Agenda for the March 28, 2008, meeting be approved as amended to include the Tabled Items. CARRIED 111 ADOPTION OF MINUTES (a) Board of Directors Moved by: J. Taylor Seconded by: E. Bull BOD-031-08 RESOLVED THAT the minutes of Board of Directors Meeting No. 02-08-BOD, February 22"d, 2008, be adopted as printed and circulated. CARRIED Lake Simcoe Region Conservation Authority ~ Board of Directors' Meeting BQD-03-08 '~- March 28"' 2008 -Minutes Paoe 2 of 8 (b) Administrative Committee Moved by: J. O'Donnell Seconded by: B. Drew BOD-032-08: RESOLVED THAT the minutes of the Administrative Committee Meeting No. AC-02-08 held on March 14t'', 2008, be approved as printed and circulated. CARRIED (c) Conservation Ontario Moved by: B. Drew Seconded by: G. Campbell BOD-033-08: RESOLVED THAT the minutes of the Conservation Ontario Council meeting held on Monday, December 10t'', 2007, be received. CARRIED lV ANNOUNCEMENTS (a) Conservation Ontario -Position of Vice Chair Chair Hackson indicated that she will be putting her name forward for the position of Vice Chair Conservation Ontario. This election will take place on April 28, 2008. (b) Lake Simcoe Conservation Foundation Chair Hackson advised that at the Foundation's Annual General Meeting held an March 20, 2008, Mr. Doug Blakey was elected President. Mrs. Debby Beatty will assume the position of Past President. Further, at their AGM, the Foundation committed $438,000 to the LSRCA to match the Federal Funding request submitted through the Lake Simcoe Clean Up Fund far projects. The Foundation's 20th Annual George R. Richardson Conservation Dinner will be held on Friday, April, 2008, at Le Parc Dining & Banquet Centre. Please contact Judy Milner at 905-895-1281 for tickets. (c) PhaslockTM The Director, Watershed Management provided a brief overview of the Phoslock presentation which was held on March 17, 2008. This was a very well attended session and included The Hon. Peter Van Loan, Members of the Authority's Board, representatives form the Provincial and Federal governments, municipalities, the building industry, universities, neighboring conservation authorities, consulting groups and special interest groups. We also had attendees from the province of Manitoba and Quebec. Lake Simcoe Region Conservation Authority ,,,~~ Board of Directors' Meeting BOD-43-48 March 28"' 2448 -Minutes Paae 3 of 8 The presentations were conducted by experts in the Phoslock field who attended this session Dr. Nicolai Nowak, Germany, Dr. David Garman, Australia and Dr. it Miquel Lurling, The Netherlands, as well as representatives from the company that manufactures Phoslock. The purpose of the Phoslock session was to share information regarding this innovative technology to remove phosphorus from waterways. Phoslock has been used successfully used in many waterways around the world and these successes were identified and shared at the session. (d) Provincial Announcement -March 27 2008 Chair Nackson advised that both she and the CAO attended the Provincial announcement at Queen's Park regarding the Lake Simcoe Protection Act. The discussion paper is now on the EBR for a 36 day commenting period. All Members were encouraged to review the discussion paper and provide comments. The links to the discussion paper http://www.ene.gov.on.ca/en/waterllakesimcoe/index phi and http://www.ebr.gov.on.ca This announcement included the establishment of a Science Advisory Group. There will be consultation sessions throughout the process and it is expected that the legislation will be introduced in June 2008 with final reading in the Fall 2008. The Board requested a meeting to deal with the Discussion Paper specifically. This meeting is scheduled for Friday, April 18, 2008. (e) Lake Simcoe Water Levels The Director, Watershed Management indicated that Lake Simcoe water levels are relatively high however there is no serious concern at this time. Staff continue to monitor this and will continue to provide the three day updates to the Board. (f) Source Protection Committee -York Region Representative The CAO advised that the York Region Representative appointed to the South Georgian Bay Lake Lake Simcoe Source Protection Committee has left his position with York Region which has resulted in his being replaced on this Committee. York Region, by way of resolution, has appointed Ms. Erin Mahoney, Commissioner of Environmental Services as their representative. V HEARINGS (a) Lot 1, Plan 1108 2384 Buchanan Street Town of Innisfil Chair Hackson read the opening statement as it pertained to this Hearing. The Director, Watershed Management presented Staff Report No. 15-08-BOD regarding an application submitted by Mr. Bogdan Nadvornianski to construct a single family dwelling at the above noted location. Lake Simcoe Region Conservation Authority '_ ~ Board of Directors' Meeting BOD-03-08 '?'" March 28`h 2008 -Minutes Page 4 of 8 The Director advised that staff cannot support this application to build the house on stilts as this could obstruct the flow in an flood event as the area below the structure will likely collect debris. This will also have a negative effect on the neighbouring properties. Staff have a concern with both access and egress from this site. Staff have requested that the applicant obtain professional engineering study/drawings which, to date, have not been provided. Staff are prepared to support the balance cut and fill on site if supported by the engineering study. Deputy Mayor Gord Wauchope confirmed that the site in question is a known flood area and Town staff are often dealing with flood situations in the area. Mr. Edward Shmakov presented on behalf of the applicant advising the applicant wants to build the structure on concrete posts which will be built above the flood level. Mr. Shmakov further advised that the engineering study has not been completed as requested. Based an the presentations provided by both staff and the applicant, the Board advised they cannot support this application and encouraged the applicant to obtain the engineering study and provide same to staff in order to move this application forward. Until such time as this is done, further consideration cannot be given to this application. Moved by: J. Taylor Seconded by: B. Huson BOD-034-08: RESOLVED THAT the application by Mr. Bogdan Nadvornianski to construct a single family dwelling on Lot 1, Plan 1108, 2384 Buchanan Street, Town of Innisfil, be refused as it can not meet Provincial and Authority policies which suggest that: (1) New development should be directed out of the regulatory floodplain. {2} There is to be no significant increase in up stream or downstream flooding. (3) The existing stage-storage of the flood plain is to be maintained. {4) The proposal not cause an obstruction to flow taking into consideration cumulative impacts. CARRIED (b) Cancellation of Permit Issued to Mr. G. DiBlasi 1160-1360 Bloomington Rd. Part of Lot 11, Concession 2 Town of Aurora Chair Hackson read the opening statement as it pertained to this Hearing. Lake 5imcoe Region Conservation Authority --' Board of Directors' Meeting BC}D-03-08 March 28`h 2008 -Minutes Pane 5 of 8 The Director, Watershed Management, presented Staff Report [vo. 16-08-BQD regarding the cancellation of Permit AP.2007.023 issued to Mr. G. DiBlasi far the above Hated location. The Director advised that this property is classified as a recharge area to groundwater and is also part of a wetland and therefore a number of conditions were placed on this permit. One of the conditions is that any fill being placed on this site must have written proof {results of sail testing) indicating that the fill is clean. The applicant has placed fill an site and has Hat provided supporting documents to indicate it is clean fill. For this reason, staff are recommending that this permit be cancelled. Mr. DiBlasi presented to the Board advising that he has not placed fill on this property since 2006 and has results of soil testing prior to that time. Mr. DiBlasi indicated that he did perform some grading on the property using fillltop soil already on the site. There are no soil testing results after 2006. The Director, Watershed Management advised that grading will change the hydrology of the property and therefore once grading takes place soil testing must be done. The Director further advised that fill has been placed on the site which may or may not be contaminated. Based on the presentation by staff and the applicant the Board advised that the permit be cancelled and that staff proceed to the next steps to resolve this matter. Further, the Board recommended that staff provide a report to the Board for consideration regarding appropriate penalties to be assessed when the conditions outlined in a permit are not adhered to. Moved by: J. Taylar Seconded by: J. Rupke BOD-035-08 RESOLVED THAT Staff Report No. 16-08-BOD regarding Cancellation of Permit AP.2007.023 be approved in accordance with the Authority's Fill Construction & Alteration to Waterways Ontario Regulation Ontario Regulation 179106, be approved. CARRIED Moved by: J. Taylor Seconded by: G. Wauchope BOD-036-08 RESOLVED THAT staff provide a report to the Board outlining the appropriate penalties to be assessed should the conditions of a permit not be met; and FURTHER that the Authority staff consult with legal counsel when developing this report. CARRIED I..ake Simcae Region Conservation Authority '~ Baird of Directors' Meeting BOD-03-08 ~,~~ ~*•' ' March 28r", 2008 -Minutes Page 6 of 8 V/ DELEGATIONS There were no Delegations scheduled for this meeting. Vll PRESENTATIONS (a) Scanlon Creek Management Plan & Public Workshop The Conservation Lands Planner reviewed a presentation related to the development of the Management Plan for the Scanlon Creek Conservation Area. A public consultation session was held in February where approximately 70 people attended to provide their input. Areas of concern included water quality, trails, programming, amenitieslsignage. Staff expect to host a second public consultation session over the summer with a final Management Plan being presented to the Board for approval toward the end of 2008. Chair Hackson acknowledged the Consenratian Lands Planner for the great work done on this initiative and commended him on the document prepared "Scanlon Creek Conservation Area -Public Open House" which was included with the Agenda. Chair Hackson further extended thanks to Councillor John McCallum for Chairing the Steering Committee. Moved by: J. McCallum Seconded by: G. Wauchope BOD-037-08 RESOLVED THAT the presentation provided by staff regarding the results of the Scanlon Creek Management Plan and Public Workshop be received. CARRIED (b) Conservation Areas Workshop In recognition of time the Director, Conservation Lands requested that this presentation be deferred to the April Board Meeting. Vtl1 DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Item 4 was identified for separate discussion. lX ADOPTION OF ITEMS NOT REQU/RING SEPARATE DISCUSSION Moved by: B. Drew Seconded by: B. Huson BOD-038-0$ RESOLVED THAT the following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board and staff be authorized to take all necessary action required to give effect to same. CARRIED Lake Simcoe Region Conservation Authority ~ board of Directors' Meeting BOD-03-08 ' 4 ~~ March 28`h, 2{708 -Minutes Page 7 of 8 1. Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation 179106 RESOLVED THAT applications under Section 28 of the Conservation Authorities Act and Ontario Regulation 179!06 be received for information. 2. Correspondence RESOLVED THAT the correspondence listed in the March 28t", 2008, Agenda as items 2 a, through m be received for information. 3. Monthly. Communications Update RESOLVED THAT the Monthly Communications Update, far the period January 1 to February 29`", 2008, be received for information. X CONSIDERATION OF ITEMS REQU/RING SEPARATE DISCUSSION 4. Lake Simcoe Clean Up Fund (LSGUF) LSRCA Submission of Letters of Intent to Environment Canada The CAO pravided a presentation regarding the project submissions the Authority pravided to Environment Canada. In addition the Board received Staff Report No. 18-08-BOD regarding this submission as well as a copy of the 47 projects. The CAO extended her thanks to Authority staff for their work in putting these projects together and getting them submitted for funding consideration. Moved by: J. Taylor Seconded by: J. Young BOD-039-08 RESOLVED THAT Staff Report No.18-08-BOD regarding the Lake Simcoe Region Conservation Authority's Submission of Letters of Intent to Environment Canada's Lake Simcoe Clean Up Fund be received; and FURTHER THAT the Lake Simcoe Conservation Foundation be requested to provide $400,000 in funding to collaborate on the East Holland River and science project submissions to Environment Canada. XI OTHER BUSINESS No Other Business was identified. Lake Simcoe Region Ganservatian Authority ~_ ' a ~ Baard of Directors' Meeting B(~D-03-08 ~''~' March 28"', 2008 -Minutes Page 8 of 8 Xll CLOSED SESSfON Moved by: J. McConnell Seconded by: G. Campbell BOD-040-08 RESOLVED THAT the Authority's Baard of Directars move to "Closed Session" to discuss confidential land and legal matters. Moved by: G. Wauchope Seconded by: J. McConnell BOD-041-08 RESOLVED THAT the Authority's Board of Directors rise from "Closed Session" and report their progress. CARRIED {a} Land Securement Update Moved by: S. Agnew Seconded by: B. Drew BOD-042-08 RESOLVED THAT Confidential Staff Report No. 19-08-BOD regarding land securement matters be received; and THAT the recommendations contained within this report be approved; and FURTHER THAT staff develop an "Announcement Communication Plan" regarding the properties for the Board's review. {b} Appointment -Foundation's Board of Directors Confidential Staff Report No. 20-08-BOD regarding an appointment to the Lake Simcoe Conservation Foundation was tabled at the meeting. Moved by: J. Taylor Seconded by: G. Campbell BOD-042-08 RESOLVED THAT Confidential Staff Report No. 20-08-BOD regarding the appointment to the Lake Simcoe Conservation Foundation be approved and the Foundation be so advised. CARRIED Xll ADJOURNMENT Meeting adjourned at 12:15 p.m. on a motion by J. Rupke. original signed by: original signed by: Councillor Virginia Hackson D. Gayle Wood, CMM ~~~ Chair Chief Administrative Officer " ~ ~ _... IV Announcements (a) Sunoco Earth Day 2008 The Manager, Corporate Communications reminded the Board that Sunoco Earth Day 2008 will be held on Sunday, May 4th, 11:00 a.m. to 3:00 p.m., George Richardson Park, Newmarket. This is a tree planting event and is a great day full of activities for everyone to enjoy. Members were encouraged to attend and to extend an invite to family and friends. (b) Heritage House Designation - Sheppard's House Councillor Evelina MacEachern, presented the plaque designating the Sheppard's House located at Sheppard's Bush Conservation Area as a heritage home. Councillor MacEachern thanked the Ontario Heritage Trust and Town of Aurora and Authority staff for all of their work in getting this designation approved. The Director, Conservation Lands provided an update regarding the Sheppard's House advising that Windfall Ecology and the Save the Oak Ridges Moraine Coalition are the new occupants in this home. They have done an amazing job in getting the house ready for their offices which house an educational centre on the main floor with their offices in the upper level. The home is open to the public and the Director encouraged Members and staff to visit the house if they should be in the area. An open house is scheduled for Sunday, May 25th, and more details will follow. Presentations: (a) 2007 Financial Audited Statements & Management Letter Representatives from Grant Thornton presented the Authority's 2007 Financial Audited Statements advising there are no items of concern. (b) Ministry of the Environment -Discussion Paper -Protecting Lake Simcoe Sharon Bailey, Director, Land and Water Policy Branch, Ministry of the Environment, provided the Board with a presentation on the province's direction for the protection of Lake Simcoe. Ms. Bailey highlighted the various workshops and public session held advising that all were well attended. Ms. Deb Pella Keen, Manager, Lake Simcoe Protection Strategy, MOE and Tracy Smith, District Manager, Ministry of Natural Resources, Aurora District. The Authority's Board reiterated the importance of the province ensuring funding is provided for this initiative as well as the requirement that there be no duplication. It was stated that municipalities currently support the work of the Lake Simcoe Conservation Authority and are not in a position to fund another entity. _ Lake Simcoe Region Conservation Authority, "' °° 120 Bayview Parkway, Newmarket, ON L3Y 3W3 , _- ' ~° ~~ ~ E ,~~:~" ~~~fn~lsrca_on ra Webaite• vuww.lsrca nn -;~ ~ .~ Fallowing are the highlights from the April 25th, 2008 meeting of the LSRCA's Board of Directors. ~"~--- t a Comments for the discussion paper currently posted on the EBR are due May 2"d, 2008. (c) Provincial Discussion Pager -Authority Comments The CAO reviewed the draft comments of the Authority in relation to the provincial discussion paper - Protecting Lake Simcoe. The comments reflected the discussion held with the Board during a workshop on April 18m, 2008. The CAO advised that the final comments will be submitted by the May 2"d' 2008, deadline. (d) East Holland River - 2007 Activities / 2008 Plan The Director, Conservation Lands, provided a presentation related to the various projects undertaken in 2007 in the East Holland River sub-watershed. In total, 42 projects were completed between 2004 - 2006, 25 projects began in 2007 and are currently underway with 43 projects planned for completion in 2008. The Authority has submitted projects for funding under the Lake Simcoe Clean Up Fund which is administered by the Federal Government. The Director advised that Authority staff will be making a detailed presentation to each municipal council funding the East Holland River Restoration Project. (e) Conservation Areas Workshop The Director, Conservation Lands provided an overview of the 2007 Conservation Areas Workshop and the results of the evaluation. Overall, the comments received were very positive and many were pleased that this workshop has been reintroduced. The Director will be chairing the 2008 Committee and will ensure the Board is kept informed of the progress. 2008 Budget The Board dealt with Staff Report No. 06-08-AC and received a presentation from the Director, Corporate Services which included an overview of the 2008 Budget. The Authority's 2008 Budget was approved with a weighted recorded vote of 87.22%. One member of the Board was absent from the vote who represented 12.78% of the vote. Watershed Report Card The Board approved the Watershed Report Card 2008 which was prepared by the LSRCA for Lake Simcoe. This document will be distributed to 170,000 watershed residents. The Board congratulated staff for their work in putting this document together. - Lake Simcoe Region Conservation Authority, '" -.. 120 Bayview Parkway, Newmarket, ON ~3Y 3W3 ~.~~ ~ ~=,,~~r~, _ ~-m~il~ irfc~lsrca.on-ca Weh situ wwwJsraa nn c^ ren ~ ; ~ T4 ». .. '.u r '4 ~"P ~. - - `~ Springwater Library Board Meeting March ll, 200$ Elmvale Branch -'7pm. Attendance: Cali to arder: Reet Skelton, Board chair Katy Austin Donna Kenwell Dave Snedden Marg Campbell. Claude Richardson Muriel Van Vugt Linda Collins, Council representative Reg Cowan, Council representative Also present: Lynn Patkau, Chief Librarian Moved by: Marg Campbell Seconded by=.• Reg Cowan 08-09 That the meeting of the Springwater Township Publie Library Board come to order at 7:01 p.m. Carried 1. Approval of the minutes: Moved bv: Donna Kenwell Seeor~ded by: Muriel Van Vugt 08-10 That the minutes of the Springwater Township Public Library Board meeting held on February 12, 2008 be approved Carried 3. Matters arising from the minutes: ~~ ~, a. Midhurst renovation -update: Lynn reported that work began on March 3. It should be finished by early to mid April. b. Claude brought the draft letter to send to people who might contribute items to the local history initiative. Claude will e-mail the letter to Lynn, who will e-mail it to board members for perusal. Once approved, copies will be sent on library letterhead to the people Marg and Claude have already identified and also to the Springwater news. c. Katy still wants more book reports. Carol Austin will be sending one in for next week's paper. d. Marg shared mare ideas about how the John Brown eat /bench project is developing. The artist is looking for clearer ideas about what it will look like. Board members are asked to get cat photos or images to Marg. Marg also mentioned a price from Wyevale Concrete for a concrete slab. 4. Librarian's report: Lynn reviewed the printed report. Elmvale Branch hosted the SC7LS Sma111ibrary committee meeting on March 6. At the afternoon clinic we reviewed the new 4t~' edition of the C~?ntaria Public Library Guidelines (to be published loan) highlighting the changes since the 3rd edition. The next Trustee Council meeting {April 10 - Gravenhurst} will also be looking at this document. 5. Correspondence: Lynn distributed copies of Access {ALA magazine, and copies of "Overview of the County of Simcoe Library Ca-operative". Tiny Township will be selecting a library board rep soon. The library received a $1,000 cheque from Casino Rama far the purchase of First Nations books and materials. A thank-you letter will be sent out immediately and a report will follow later showing how the money was used. 6. Accounts 1 Finance: a. Invoices: Comment was made about the high phone bill casts listed. Reg noted that the December bills were also high. Moved by: Claude Richardson Seee~nded by: Linda Collins 0$-ll That the fallowing invoices on the Council cheque register be approved far payment with the CEO checking into the telephone bills at all three branches: March 3, 2008 - in the amount of $4,443.10 Carried 7. New business• a. Donna reported about the next SC?LS Trustee Council meeting in Gravenhurst in April. Muriel asked for input into what we are doing in the way of "municipal cultural planning"; Claude pointed out that the local history initiative falls into that category; Donna added the Midhurst Branch art gallery. Linda explained how the library acts as an information source for all cultural activities in the community. b. Reet suggested an open house for the public and dignitaries to see the Midhurst renovations when they are finished. May 20 at 4:00 was tentatively suggested. c, Claude invited everyone to come to the library he runs at Woodland Beach before the board meeting in September. d. Board members discussed having a potluck in June. Due to date conflictions, this will be separate from the board meeting on June 25 at Linda's starting at 5:00. The library staff will be invited. Board members will provide the food. 8. Nest rncetin~s: April $ - Elmvale, May 13 - Midhurst, June 10- Minesing 9. Adjournment: Moved by: Dave Snedden a8- 12 That the meeting of the Springwater Township Public Library Board adjourn at 8;30 p.m. Carried Minutes approved April 8, 2008 {Board chair} ~7ro-Medonte Idistory Association March 17, 2008 Present: Allan I-Iow~ir~1, Geoffrey Booth, Jadeen Idenderson, Margaret Prewer, Sheila Kirkland, Bruce Wi~~~~in~~ Invited: Shawn Binns, Councilor Sandy Agnew Discussion around by-laws for historic places by-laws • Demolition by-laws could be a blanket one 1, Develop list of heritage properties (mlmicipal list, local architectural interest, cultural heritage landscapes of particular local interest, historic cemeteries list, sites referred to in "Story of CJro, Kith'n Kin, and Medonte: A Township Remembered") • Student to: List all halls, churches, schools, early buildings pre 1867, use property survey recording form pg.ll of Heritage Act, and make a short list for using the land registry office. • Margaret has started a list starting in the 1800's to 1900 and then to 1950 • There is 46 older properties that need researched • Summer student to do the research. List of owners of the property from settlement to naw, picture of the property from curbside, format a letter to the property owner to get them on side to with heritage designation, • Should start with public buildings like the Old Town Hall was suggested by Jadeen and use the model of the African Church designation which we should have in our records, • If we can compile a list for the student to research it would help the project forward. • Discussian about private homeowners who might not want to have their home designated • Reviewed the process for designating heritage value places • Make recommendations to Council for each property • Possibly put out a notice in the tax bill so that individual homeowners can send in information abaut their properties for possible designation. 2. Need to create a planning document that is useable, hands-on tool for staff and property owners. When we draft by-laws we plan to include penalties if property is destroyed intentionally. For example rebuilding to the state it was in. Budget • Shawn reported that a summer student would be hired once a grant was received to subsidize the wages. The student will report to Shawn who will keep us in the loop. • Geoffrey sent out the job posting through the University • Student to do the heritage property list, catalogue our files, scanning, etc. Ground penetrating radar -Council has set aside $5,000 in the reserve to go toward this. Shawn will look for any grants that we might access to make up the money to go forward with this. Containers cost was discussed and will not be looked at right now until a needs study has been done to do long term planning. Trillium grants have been explored before but we have too much population Minutes from January meeting approved as previously circulated. 41d Business L Geoffrey announced that Georgian College has the movie "Bloodlines" available now to view. Correspondence 1. Email from Rod Harris re; Coulson post office received 2. C}rillia Museum of Art and History soliciting funds letter. New Business 1. Don Robinson has his quote for repairs on the African Church, Next meeting is April 2$, 2008 6pm at the Township Administration Office. ONTARIO'S LAKE COUNTRY BOARD OF DIRECTORS MEETING Minutes of the meeting of the Board of Directors held at the Orillia CDC, on Wednesday, March 19, 2008 at 4:00 pm, PRESENT: Bruce Chappell, Greg Heffering, Roger Selman, Carol Benedetti, Roy Menagh, Andrei Kun, Liz Summerfield, Tara Woodward, Steve Sanderson, Mayor Bill Duffy, Dan Shilling, Frank Coyle, Kathryn Stephenson, Shawn Binns, Andy Ott, Craig Metcalf, Donna Hewitt and Kim Viney, ABSENT: Rick Dory and Scott EIliott 1. ADDITIONS TO THE AGENDA a. QuorumlMeeting Attendance b. Correspondence -United Way of Greater Simcoe County 2. APPROVAL OF MINUTES - It was moved by Frank Coyle and seconded by Roger Selman, "THAT the minutes of the Board meeting held on Wednesday, January 9, 2008 be approved as circulated." CARRIED - It was moved by Roger Selman and seconded by Frank Coyle, "THAT the minutes of the Board meeting held on Wednesday, February 13, 2008 be approved as circulated." CARRIED - It was moved by Roger Selman and seconded by Kathyrn Stephenson, "THAT the minutes of the Board meeting held an Wednesday, March 12, 2008 be approved with changes." CARRIED 3. BUSINESS ARISING FROM THE I1rIINUTES • N/A 4. FINANCIAL REPORTS • Balance Sheet -reviewed and in order • Profit and Lass -web development revenue received from the County of Simcoe, Expenditures far design and translation have been distributed. • Meeting with ScotiabankJScotiaMcLead to discuss investment options. A 1 year cashable GIC was recommended to provide flexible and easy access to funds as required. The Executive Committee will review organizational cash flaw, expected revenues and expenditures to determine investment, o Banking options should take iota consideration investment terms, passible sponsorshiplpartnership opportunities, etc. • Aging Summary -outstanding account o Initial contact has been made with business owner, © Services and charges to be detailed for further reference, • Year End Audit o Request far proposals was forwarded to 10 local chartered accountants. Five requests far additional information were received. © To date one proposal was submitted; Kathryn Plante, CA. - It was moved by Tara Woodward and seconded by Roger Selman, "THAT the monthly financial statements as of January 31, 2008 be approved as presented." CARRIED ~ It was moved by Tara Woodward and seconded by Andrei Kun, "THAT the monthly financial statements as of February 29, 2008 be approved as presented." CARRIED 5. COMMITTEE REPORTS Executive Committee a. Monthly Activity Report -provided for comments. b. 2008 Budget • The draft budget was based on current cash flow and anticipated annual expenses. • Operational budget reflects a base amount for marketing expenditures. 2 Membership recruitment expcn~~c~ include chamber memberships, the membership recruitment packa~~c, communication strategy, etc, Marketing budget based on the draft marketing plan. Expenditures may vary according to the level of development within each sector. t~ntario's Lake Country's maximum contribution to each marketing initiative has been identified. • Variation in the marketing expenses -operational vs. marketing reflects anticipated Destination Guide revenue of $7,000. c. Annual General Meeting • A11 Directors are appointed to a 2 year term office. Clarification of standing and departing directors requested. • Directors currently completing year 1 include: Andrei Kun, Carol Benedetti, Roger Selman, Roy Menagh and Steve Sanderson. All 1 year Directors will be returning, • Directors currently completing year 2 include: Bruce Chappell (At Large) will stand for additional term Greg Heffering (At Large) will not be returning Liz Stephenson (Golf Sector) will stand for additional term Tara Woodward (Accom. Sector) will stand for additional term • Current vacant positions -Outdoor Recreation Sector • Executive Committee to act as a nominating committee • Discussion regarding Board succession planning and the selection of new Executive after the AGM. ACTION: All Directors to forward contact information for applicable candidates to members of the Executive Committee before March 25`x. - It was moved by Greg Heffering and seconded by Dan Shilling, "THAT Ontario's Lake Country provides 9 public holidays and 3 other holidays per calendar year." CARRIED - It was moved by Roy Menagh and seconded by Frank Coyle, "TO approve the 2008 Annual Budget as presented." CARRIED Marketing Committee Discussion regarding 2008 Marketing Plan Destination Guide Update -Advertising information has been forwarded to all current and past members. Approximately 4 pages of advertising confirmed, follow up contact is required to ensure information was received and address any potential questions. 3 • Identification of top priorities within the marketing plan is required {ie. Destination Guide and Membership}. • Implementation Plan required to identify of resources, actionable items, defined goals, timelines and measurability. • Municipal expectations identified include membership development, self sustainability and resultslactivities. It was moved by Liz Stephenson and seconded by Frank Coyle, '`THAT the Marketing Committee set priorities and implementation plan for the 2008 Marketing Plan." CARRIED Membership Committee Identification of membership recruitment strategies o Community presentations, chamber membershiplnetworking, incentives {ie. member to member discount} o Board goal and objectives to be defined. o Strategies to include identification of tourism businesses (recruitment list}, retention of previous members, development of marketing initiatives to enhance membership, etc. Fundraising Committee • Preparations continue for the coordination of the Fall Gala in October including artisan displays, silent auction, awards and award sponsors, • Two corporate sponsorship oppartunities targeted for development. 6. DEPUTATIONS • Items identified at the Common Interest Committee included sustainability, marketing (outdoor signage, funding}, community partnerships and duplication of services (Huronia Tourism, chambers of commerce}. • 2nd year funding request -performance evaluation required in Sept 2008, funding to be provided in 2009. Observations: Municipal attendees were very positive and supportive of Ontario's Lake Country. Marketing strategies should be developed to include a benefit to both urban and rural partners. 7. CORRESPONDENCE 4 r ~. • United Way Board Development Workshops c~ Development of an effective Board structure, organizational development, policies and procedures, volunteer recruitment and appreciation. • Lake Simcoe Assessment Presentation -April 9, X008 ~. OTHER BUSINESS a. Policy Manual * Policy structure and development -General. Advisory, Financial, Human Resources, Marketing Committee, Fundraising Committee, Membership Committee. • Examples of policies should be forwarded to Ray (ie Board succession planning). b. Membership Development • Recruitment list could be provided to Board members including a target monthly contact target. • Lake Simcoe Assessment matrix contact list to be requested. • Information presentation to be developed for community groups to increase visibility and awareness of Ontario's Lake Country. • Initial business contacts to be facilitated by local community representatives and OLC member andlor staff. c. Advisory Resignation • Kim Viney has said Hardwood Hills as of April 24. She has agreed to stay on part-time during May while in transition. As she will not be owning or operating a business in the area she has resigned from the Advisory Committee, Board members gratefully acknowledged the significant contribution of Kim has provided to the organization for many years. ACTION: Wendy to contact additional DMOs and United Way for policy examples. 9. NEXT MEETING • The meeting was adjourned at approximately 5:36 p.m. 1Q. AD.TOURNMENT • Next meeting Wednesday, April 16 at 4:30pm. 5 T~ Oro-Medonte Horticultural Society ~~~.~ 5$ Drury Lane Barrie, ON L4M 3C8 April 15, 2008 J. Douglas Irvin, Clerk Township of Oro-Medonte 148 Line 7 South, Box 100 Oro, ON LOL 2X0 Dear Mr. Irwin and Mayor Hughes and Council Members: ----t F l/ ~ 1 A ~~ APB ~ 4 ZQd~ f 1~i~~` ~ ~ ~. ___ t:1 ~____.1 ~~~~ On behalf of Oro-Medonte Horticultural Society, we want to express our sincere appreciation for approving our grant application. As you are aware, we have two very large projects this year-the arena gardens will be totally reconstructed after the oil tank removal; and of course Bayview Memorial Park water reconstruction. Not only have you been generous with the grant, but we truly appreciate the manpower and equipment you have offered us as well. Certainly making the township the beauty it is takes time and manpower and enthusiasm. With your help we are going to be able to make this happen and still continue all the gardens we maintain as well during the growing season. Sincerely, Janis Hamilton Secretary r ~ simcc-e muskoka DISTRICT HEALTH UNIT April 16, 20(78 The Honourable Minister Jahn Gerretsen Minister of the Environment 12t" Floor, 135 St. Glair Avenue West Taranto, ON M4V 1 P5 Dear Minister Gerretsen: Re: Improvements Needed in Provincial Air Quality Regulations During its March 19th meeting, the Simcoe Muskoka District Health Unit Board of Health supported a resolution advocating for improvements to the provincial air quality regulations. This resolution is to support the recommendations made by Mr. Gary Carr, Halton Regional Chair, on the need for improvements in pravincial air quality regulations. The recommendations were addressed to the Minister's office on October 1, 2007. Air Quality -Air Quality Standards and Certificates of Approval: WHEREAS exposure to high levels of sulphur can cause breathing problems, respiratory illness and cardiovascular symptoms; AND WHEREAS people with asthma, chronic lung disease or heart disease are the most sensitive to sulphur; AND WHEREAS in order to properly consider the potential impacts of an emission source, it is critical that existing background levels can be included in the assessment; AND WHEREAS the existing Ministry of Environment Certificate of Approval process does not clearly identify a process by which background air levels and cumulative impacts can be addressed; THEREFORE BE IT RESOLVED THAT the Simcoe Muskoka Board of Health encourages the Minister of the Environment to amend the air standard for sulphur dioxide in Ontario Regulation 419!05 Air Pollution - focal Air Quality (265 uglm3) to be more protective of human health by aligning it more closely with the guideline recommended by the World Health Organization (20 uglm3); AND FURTHER THAT the Minister of the Environment include provisions in Ontario Regulation 419/05 for background levels of fine particulate matter, sulphur dioxide, nitrogen dioxide and carbon monoxide to be included in assessments of emission sources; Page 2... ^ Barrie: ^Collingwood: ^ Cookstown: O Gravenhurst: ^ Huntsville: 15 Sperling Drive 280 Pretty River Pkwy. 2-25 King Street S. 5 Pineridge Gate 34 Chaffey St. Barrie, ON Collingwood, ON Cookstown, ON Gravenhurst, ON Huntsville, ON L4M 6K9 L9Y 4J5 LOL 1 LO P1 P 1 Z3 P1 H 1 K1 (705) 721-7520 (705} 445-0804 (705) 458-1103 705-684-9090 (705} 789-8813 AX (705) 721-1495 AX (705) 445-6498 AX (705) 458-0105 AX {705) 684-9887 ^ Midland: ^ Orillia: 1156 St. Andrew's Dr. 12-575 West St., S. Box 626, Midland, ON Orillia, ON L4R 4L3 L3V 7N6 (705} 526-9324 (705j 325-9565 FAX (705} 789-7245 FAX: (705) 526-1513 FAX (705) 325-2091 AND FURTHER THAT the Ministry of the Environment and local planning departments develop a protocol to communicate planning applications that have potential public health impacts to medical officers of health. AND FURTHER BE IT RESOLVED that a copy of this resolution be forwarded to the Minister of Energy and copied to local MPs, and MPPs and municipal offices, the Acting Chief Medical Officer of Health, the Association of Local Public Health Agencies, and to the boards of health throughout Ontario. The World Health Organization guideline for sulphur reflects current health literature related to sulphur. It was updated on the basis of new epidemiological studies including a Canadian study which found an association between daily air levels of sulphur and daily mortality in 12 Canadian cities when the air levels in those cities was 5ug/m3. Exposure to high levels of sulphur can cause breathing problems, respiratory illness and cardiovascular symptoms. People with asthma, chronic lung disease ar heart disease are the most sensitive to sulphur. In order to properly consider the potential impacts of an emission source, it is critical that existing background levels can be included in the assessment. The existing Ministry of Enviranment Certificate of Approval process does not clearly identify a process by which background air levels and cumulative impacts can be addressed. There is not a protocol far Ministry of Environment and local planning department to communicate planning applications to the Medical Officer of Health that may have public health impacts. Consideration of available public health resources to provide a public health assessment will need to be included in the protocol development. Sincerely, ~.. ~' Dennis Roughley, Chair, Board of Health CG:MW:pgc c. Dr. David Williams, Acting Chief Medical Officer of Health, Public Health Division, Ministry of Health and Long-Term Care Ms. Brenda Mitchell, Director of Environmental Health Branch (MOHLTC} Ontario Boards of Health aIPHa Local MPs & MPPs Municipal offices in Simcae Muskoka NC}TTAINASAGA VALLEY CONSERVATION AUTH©RITY ~~~~'~'~'~ MEETING HIGHLIGHTS NVCA ~~ARt~ OF C?1RECTORS MEETING - No. ~41t78, April 11 20Q8 9 a.m. `O , ~, Shannon Stephens, Healthy Waters Program Coordinator, was recognized for being accepted into the Young Conservation Professionals program. The Chair noted that this is the third consecutive year an NVCA staff member has been accepted into the program. . ~ ~ , Marilyn Eger, Director of Planning, announced her resignation. The Chair and CAO/Secretary-Treasurer expressed their thanks to Marilyn for leading the Planning team this past year. Chris Hibberd will become Acting Director of Planning, effective April 28th. a ~as~#~ air ~ In a letter to the Chair, Dennis Egan, Councillor from the Town of New Tecumseth, announced his resignation from the NVCA Board of Directors. A replacement for Mr. Egan will be announced at a later date. 6ffi88 1 P 61 Nb9 PYY~,a.~ ~ ;~f Byron Wesson, Director of Land & Water Stewardship, introduced Jesse Hubbert, a co-op student from Stayner Collegiate, who is doing a placement with the Lands and Water Stewardship staff. Glenn Switzer, Director of Engineering & Technical Services, introduced Bimal Sarkar wha will be working with our Hydrogealogist on ground water protection. Shannon Stephens, Healthy Waters Program Coordinator, presented an update on the Ontario Drinking Water Source Protection Program. Approximately 800 landowners, within 100 metres of a municipal wellhead or 200 metres of a surface water intake, have been contacted since January. Staff have completed 120 educational site visits and have received applications for 9 septic system upgrades and 4 pollution prevention reviews. In addition, the deadline far Early Actian Funds Outreach & Education has been extended to June 30, 2008 from March 31, 2008. a Brian Smith, Water Resource Technologist, reviewed the April Spring Runoff Event. Areas of the watershed that experienced serious flooding included Stayner, from the Lamont Creek; Wasaga Beach, from the Trillium Creek; and Angus, from the Pine River. During the flood event, staff responded as per the NVCA Flood Contingency Plan to municipalities, the media and the public. The Board of Directors approved the 2008-2010 Business Plan. This strategic document provides specific direction to implement the approved 2008 budget, as well as broad direction for 2009 and 2010. The Business Plan will soon be available on our web site at www.nvca.on.ca. Future Meetincts and Events For more information contact: Board of Directors/Advisory Committees :May 9 Wayne R. Wilson, CAO/Secretary Treasurer Arbour Day tree sale: May 10 705-424-1479 ext 225 Executive Committee: May 23 wwilson@nvca.on.ca ~' --~ T T T ~~~~,5~~ April 28, 2008 CQRP(~RATION 4F THE `~`Q'~~I OF KINGSVILI.E 2Q21 Division Road North Kingsville, Ontario N9Y 2Y9 Phone: (519) 733-2305 FAX: (519) 733-8108 The Corporation fo the Township of Oro-Medonte 148 Line 7 S Box 100 ~ ~~ Oro, Ontario LOL 2X.0 r~ ~ `d [~ 1 7`!(i` ~, Attn.: J_ Douglas Irwin, Director of Corporate Services/Clerk Dear Mr. Irwin: RE: KRAFT HOCKEYVtLLE 2008 On behalf of Council, Staff and the Residents of the Town of Kingsville, please accept our sincerest thanks for your Council's support of the Town of Kingsville's efforts to be crowned Kraft Hockeyville 2008. Without the support given by your communities, the Town's second place finish, with 1.5 million. votes, would not have been possible. We are very proud to have represented Hockeyville Ontario in this year's contest. Your Municipality's support in naming Kingsville "Kraft Hockeyville 2008" was greatly appreciated and will be remembered by Council should your municipality be in the hunt for the coveted crown in the future. Again, thanks so very much for your support. Yours truly, Nelson Santos, Mayor nsantos(cUkin~sville.ca 5 -. ~.. -rH~. co~oRanoN or rHE ~~e~'~'~ ~~~-q~~ _ ~~ i4s t,~ne ~ s.. aoX loo ~: _-ti~~~ Oro, Ontario LOI. 2X0 h ;~'~";"` .~ ~ ~ Phone (705} 487-2171 Fax (705)487-0133 ~~ //J/~/y////j/ www.oro-medonte.ca '~+FAm s'4 ~ ' V .r.- April 3, 2008 Ms. Linda Burling Clerk Carparatian of the Town of Kingsville 2021 Division Road North Kingsville, ON N9Y 2Y9 Re: Kraft Hockeyville, 2008 Dear Ms. Burling: Your correspondence, with respect to the above-noted matter, was formally received by the Council of the Township of Ora-Medonte at the Committee of the Whole meeting of April 2, 2008 with the fallowing motion: "Be it resolved that: 1. The correspandence dated March 12, 2008 from Linda Burling, Clerk, Town of Kingsville, re: Motion, Kraft Hockeyville, 2008 be received. 2. That the Council of the Township of Oro-Medonte endorse the Town of Kingsville's request to all Municipalities within the Province of Ontario, not only to support the Town of Kingsville's endeavours to became Kraft Hockeyville 2008 but also, in an effort to keep the title of Kraft Hockeyvilie 2008 within the Province of Ontario. 3. And Further That the Town of Kingsville be notified immediately of Council's decision." Best wishes for your success. {f you require further information, please contact the undersigned. Yours truly, ~.A4~ `~ . J. Douglas Irwin ` Director of Corporate Services/Clerk /1t cc: Members of Council } .~~ ~.. ClR1GLIA PL`B[.IC LIBRARY BC}ARD ~[Jtit"t~H;ti Ol~ 1J.~tl( tt 26,'_ti(}8 ~tEE"TI~,'G A regular meeting of the Library Board was held in the Library commencing at 7:00 p.m. PRESENT ~-- BOARD - J. Swartz, Chair; P. Hislop, Vice-Chair; F, Coyle; D. Evans; M. Fogarty; R. Fountain; G. Guthrie; R. Hawkins; A. Murphy; J. Rolland; M. Seymour STAFF - M. Soddy, Chief Executive Officer S. Campbell, Director of Children's, Youth & A/~ Services L. Gibbon, Director of Information Services T. Chatter, Recorder DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE TI-IEREOF - Nane CONSENT AGENDA MOTIOr~I #2(108:17 Moved by P. Hislop, seconded by J. Rolland that the consent agenda of the March 26, 2008 meeting be adopted. CARRIED A. Murphy will act as timekeeper for the agenda. DISCUSSION AGENDA NEW BUSINESS Contracts with the Townships of Oro-Medonte and Severn - M. Saddy reported that a signed contract far three years had been received from Severn Totivnship. No contract had been received yet from Oro-Medonte, but a cheque far the first quarter had been received. Friends of the Library -President Ann Marie Alexander attended the meeting to report on updates from the Friends of events since change of membership. Module 9 from Library Board Orientation Kit - J. Swartz led the board through a revietiv of Module 9 which discussed library relationships. Module l0 to be reviewed by J. Swartz at the next meeting. NEW LIBRARY M. Saddy updated the board on the progress of the six architects short-listed far the ne~v library project, with interviews/presentations to be completed within the next two days. A recommendation will be made to Council following this process. REPORTS OF BOARD CO~~~IITTEES AND REPRFSE~TATIVES CEO Selection Committee t~~C~TI©1V #20118:18 Mop=ecl by J. Rallancl, secancled by ~. Guthrie that the Clrillia Publie Library Baarcl move rota closed sessian to discuss a personnel matter at 7: SI p. m. C.~RRIED ti~fOTID.V # 2008.21 et'lovecl by R. Fountain, secan~ecl by F'. C`av'le that the C~rillia Public Library Baar~l exit from closed sessian at 8:00 p. m. CARRIED Adjournment at x:00 p.m. moved by R. Hawkins. BOARD CHAIR CHIEF EXECUTIVE OFFICER URILLIA PUBLIC LIBRAKY BC?ARD MINUTES APRIL 8120©8 A special meeting of the library board vv~as held in the Library- commencing at 6:a© p.m. PRESENT -BOARD - J. Swartz, Chair; P, Hislop, Vice-Chair; F. Coy-1e; D. Ev:~ans; M. Fogarty; R. Fountain; R. Havv-kins; A. Murphy; J. Rolland; M. Seymour STAFF - M. Soddy, Chief Executi~~e Officer - GUEST - B. Je~v~itt, Consultant ABSENT - G. Guthrie B. Je~v~itt presented a re~~iew of the process taken to select an architect for the New Library/Market Square Project with the Board. Six firms were short-listed with excellent proposals and inter~~iews conducted o~•er a two day period. M. Soddy asked about the concept of "fake antique" to tiv-hich B. Jew~itt replied that the idea is to compliment not replicate an antique style in order to fit in with the surrounding buildings. A. Murphy thanked B. Jetiv~itt and the Building Project Team on behalf of the Board for all their hard work. .MOTION #2ao8:22 Moved by J. Rolland, seconded by R. Hawkins Whereas the library project team has reviewed the six short-listed proposals for the library project, interviewed the proponents and toured their libraries and public squares in nearby jurisdictions; Whereas consultant Brian Dewitt has presented the library project team's recommended proposal and reviewed it with the Board an April 8, 2008, the Board recommends that Council accept the recommendation of the firm of Share Tilbe Irwin and Partners to be the architects for the Library and Market Square Project. CARRIED This motion vv-as passed unanimously. Adjournment at 6:4o p.m. mo~~ed by R. Hawkins. CHAIR CHIEF EXECUTIVE OFFICER REPORT OF THE QIRECTOR OF CNILtJREN'S, YOUTH APJD AUdIO VISUAL. SERVICES March ZflQ~3 Goal 2.1 Deve%p and maintain programs associated with identifyed groups PrOgrnms A set of story times began this month with full registration. We have changed the focus of some of our story time programs to allow us to add a program for babies. Previously our programming for children began at 9 months. We now offer a program for babies from birth to 12 months, a pragram far toddlers, a program far three year olds and a program for 4 and five year aids. Book Buddies, a pragram for four and five year olds was cancelled this month due to very low registration. Family Storytime was very popular this month with crowds sometimes exceeding forty children. The March Break Family Storytime saw children arriving in many fun and original costumes for the Haunted House Starytime. Mariposa Chess Club had two meetings this month. Two mare children joined bringing the attendance to five. Therapy Dags of Canada Paws for Reading program was offered ante this month with full attendance in all time slats. The majority of the March Break programs were designed for school age children with the theme Haunted Library. Ail the programs were full and had waiting lists (40 ar more children). The theme had a strong appeal far both boys and girls. One of the most sought after programs was Night at the Opera. Night at the Opera was offered in partnership with the Opera House and included scary stories and a tour of the Opera House at night, the pragram was so popular we had to add a second tour. Reference Goals The Library will develop methods of measurement to evaluato the effectiveness of library services and programs March 2008: 305 March 2007: 419 There was quite a large decrease in the number of reference questions answered by Children's Services staff in March 2007 as compared to March 2008. The largest decrease was seen in the number of questions asked by preschool children. (Jutrec~ch and Publicity foal 4 The Lr`brary will advocate fc~r increased public awareness of the va/ue and range df library services Suzanne visited the Ontario Early Years Center, presented a library storytime, and promoted the new Babytime program. Material displays included Halloween books (March Break), Great Non-fiction, Silver Birch, Red Maple, Easter books, and St. Patrick's Day books. Brochures were created for Starytime, Family storytime and March Break. Personnel Kelli Absalom returned from Maternity Leave and will resume desk hours and management of the Children and Teens web page. Teen Services boa/ 2 The Library wil/create and maintain lifelong re/ationships with users. Chick Chat Book Club met this month and discussed White Bone by Barbara Dowdy. The group meets in the magazine room. Submitted by Suzanne Campbell Director of Children's, Youth and Audio Visual Services REPtJRT >OR THE itilOVTH OF iw1~-ARCH 2(108 BY DIRECTOR C?F [rFQ1Z~[~TIOti SERV[CES L,YNti E GIBBU~i GOAL 2: Create and maintain lifelong relationships with users: Volunteers provided the library with 223 hours of service, which is up 7 percent over this time last year. GOAL 3: Optimize and customize library services to our user gr©ups: 45 people attended the three ~ifescapes programs. Only 5 people attended the poetry reading by Gloria Wesley, but 42 attended Travels in the USSR, presented by David and Patricia Wright. Gloria approached us about her program at the last minute, so there was not time to advertise it properly. The Pianist was the novel reviewed by the Bookworms book club and 14 people attended. There were 18 posts to the new "`Shelfari" blog made available to members of the book club. Library materials were delivered to 18 homebound patrons and 2 retirement homes. GOAL 4: Advocate for increased public awareness of the value and range of library services: Two articles were written for the Packet and Times. Displays for the month included the following topics: nutrition, St. Patrick's Day, King Leary and the Canada Reads program and Earth Hour. Book marks of related reading were also created for some of these topics. GOAL 5: Develop methods of measurement to evaluate the effectiveness of library serer"ces and programs: Use of the databases was about the same at 3211; statistics from Grangers was not available in time for this report. The Frost Scrapbook was accessed 49 times; the hornepage had 1517 visitors and 21 Q1 people used the library computers, both of which have increased a bit, as well. GOAL 6: Investigate, develop and maintain partnerships in the community: In Mike's absence on March 3rd, I gave a library tour to the prospective architects, indoctrinating them to the advantages of a green library! REPORT OF THE DIRECTOR OF TECHNICAL SERVICES ~t~-1RCH ?0~~ Circulation Staffing solutions were ante main major concerns in March. Clerk Jocelyn White had her haurs increased to give her full-time status, along with ensuing health and vacation benefits. ~tichetle Sinclair will maintain her limited but regular haurs at the circulation desk. Technical Pracessin Susan Dance and I inters ie~ved four candidates for the ne~v TP clerical position, and selected Cathy iLlcRae, a Lakehead University student for the job. She will begin work in April. i~tarch .vas a busy month for pool exchanges. We shipped out ~3 large print books on the last day of f'ebruary, then 177 videos and DVDs from the multilingual pool and 33 DVDs from the D~'D pool. At the same time, we received and added to the collection 50 large print books, 190 multilingual DVDs and videos, and 33 regular videos. S sy terns Our Geaweb public catalogue has been intermittently shutting itself down for no apparent reason. t~Vhile I was away in March I received a phone call from Joyce Dempsey and Susan Dance, and together eve did a long distance restart. Our support people at Infar (formerly known as Gear} are looking into the problem. Serious Baok Club The Ltarch l I meeting had 8 attendees. Same of the banks presented were; Born on a bltae c~czy, by Daniel Tammet; Sc~cl, nzc~d and be~cl, by Lisa Appignanesi; The Life csnd times of ~lfenc~c{zem Begin; and Lawrence Hill's Book of negroes. Submitted by David Rotive Director of Technical Services REPORT OF CHIEF EXECUTIVE OFFICER FOR MARCH 2f}08 CIRCULATI{JN OF MATERIALS Jan-Mar Jan-Mar PRINT 2fl47 2Ct08 Books 45797 43366 Periadicals 2484 2166 Maps, Gov't.Publicatians, Pamphlets, Pictures 12 20 Interlibrary Loan - Harrowed 440 425 Interiibra Loan -Loaned 629 636 TfJTAL PRINT ' 49362 as613 NON-PRINT. CD-ROMs 43 82 Equipment 13 10 Framed Art Reproductions 4 0 Microfilms ILLoan -Harrowed 32 30 Microfilms ILLoan -Loaned 0 0 Multi-Media 14 12 Other Materials 8 0 Other Materials ILLoan -Borrowed 3 13 Other Materials ILLaan -Loaned 16 19 Sound Recordings 4015 3364 Talking Books ILLaan - Borrowed 13 8 (and Books-on-Tape} -Loaned 28 28 Videos and DVDs 8334 8583 Videos and DVDs ILLaan -Barrawed 13 3 Videas and DVDs ILLoan -Loaned 42 18 TC}TAL htQN-PRINT 12578 121:70 TQTAL ALL.. CIRCULATION 61940 58:783 SERVICES REFERENCE TRANSACTIONS Adult 4776 4436 Children 1472 853 Directionai/Telephane Queries 572 639 E-Mail/Mail/Fax Requests 53 47 Extended Computer Help 471 353 Other Libraries 1126 1264 Readers' Adviso 3$8 462 TOTRL 8858 805 INTERNET/COMPUTER USE AdultlChildren 5099 6270 Online Praduet Lagins 9617 9070 Frost Scrapbook 133 164 Web Page Visits 4350 4393 TQl'AL 191'99 19.89:7 IN-LIBRARY USE OF NON-FICTION MATERIALS 0 3$27 GRAND TOTAL LIBRARY USE 89997 90561. ~_ SERVICES -CONTINUED Jan-Mar Jan_Mar 2007 2008 PROGRAMS -ADULT SERVICES In-Library -Group Visits 1 ~ * Attendance *8 *~ -Programs 17 16 * Attendance *299 *281 Out of Library -Talks to Groups 1 1 * Attendance *45 *43 PROGRAMS -YOUNG ADULT SERVICES In-Library -Programs ~ ~ * Attendance *~ *49 PROGRAMS - CHILDREN'S SERVICES In-Library -Group Visits 2 4 * Attendance *35 *59 - Story Hours 37 36 * Attendance *$~~ *576 - Other 20 21 * Attendance *835 *968 Out of Library -Talks to Groups 0 a * Attendance *6 *~ -Programs 10 10 * Attendance *218 *154 TOTAL PROGRAMS 88 NUMBER OF NEW BORROWERS REGISTERED zoos zoos Adult -City of Orillia 267 241 - Township of Oro-Medonte 62 41 -Township of Severn 40 46 -Non-Resident -Annual 1 Q -Six Month 6 a -Occasional 9 4 -Non-Resident Taxpayer ~ 2 - Ex-Officio (Councillors, etc.) - Library Staff & Volunteers 5 1 -Visitors (for Internet use) Children -City of Orillia 84 59 -Township of Oro-Medonte 12 9 -Township of Severn 20 14 Institutional 1 g Other (eg ReciprocallLearning Centre/Nursing Homes) 3 3 'TOTAL 511 ''' 420 BR'a~ CITY C7F ORILLIA TC?: Council Committee FRC?M: Library Project Team DATE: Rpril 9, 2448 SUBJECT: Library/Market Square Project -Architectural and Engineering Services F2ecommendatian That Shore Tilbe Irwin & Partners be retained to provide architectural and engineering services for the Library/Market Square project in accordance with their proposal dated March 7, 2448. Background "1 am excited about whaf's happening in my hometown and in Jibraries across the country. But C worry about whether our society will support public Jibraries sa they can sustain this critical community service. In my view, investing in public Jibraries is an Jnvestmenf in the nation's future."- BJJI Gates Fallowing Council's approval of the Project Team's recommendations on February 4, 2448, a Request for Proposals (RFP) was issued an February 5 to the six sham-listed teams. The RFP invited the teams to submit detailed proposals to provide the full range of professioriaf services associated with the design and construction of a new Public Library and revitalized Market Square. While the tearns were preparing their responses, members of the Project Team visited a number of libraries and civic squares in southern Qntaria designed by the respondents, in order to obtain afirst-hand assessment of their work and to interview library/municipal of~ciais about .their working relationship with the design teams. Six excellent proposals were received by the deadline of March 7, 2048. The six proponents were intenrietried by the Project Team over atwo-day period on March 27 and 28. The Technical Proposals and Presentations were evaluated individually by the Project Tearn members in accordance with the evaluation criteria specified in the RFP: • project understanding, management and design approach; • qualifications and experience of the Proponent, including completeness of the team; ~~ G responsiveness and clarity of the present,~ti::,n, including approach to specific key issues such as stakeholder consultation and program development; reference checks. The Cast Proposals were submitted in separate enve{apes, which were opened and evaluated by the Project Team after scoring of the Technical Proposals and Presentations was complete. Discussion 1. The Proposals "i think the health of our civilization, fhe depfh of our awareness about fhe underpinnings of our culture and our concern for the future can all be tested by how well we support our libraries." - Carl Sagan The consistent theme throughout all proposals was the recognition that this project represented a rare opportunity to create a landmark civic institution in association with a new urban space, to anchor the western end of the downtown and stimulate revitalization of the downtown core. To varying degrees, the proponents recognized the fundamental necessity to design a library which functioned efficiently and effectively far bath staff and users, with the flexibility to respond over time to the changing role of libraries. Ail proponents recognized the sensitivity of designing a new civic institution and urban space adjacent to the opera House, but unanimously rejected the replica or "fake antique" approach to contextuaiism in favour of a design approach Which was sympathetic to the context but was clearly a contemporary facility reflective of its time. All teams have had some experience with designing public and/or academic libraries, with varying degrees of success from the clients' perspective. Experience with designing successful civic squares was more varied, although alf proponents confirmed the desirability of planning the entire block as one civic precinct anchored by the Opera House and the new library. The importance of stakehoider consultations and ongoing communications with the public was appropriately reflected in all the propasais, with a similar mix of Town Hall meetings/Open Houses for the public together with focus group sessions with specific stakeholders such as the Farmers' Market organization and Library staff. {Most teams consisted of members who had worked together an similar projects previously, to varying degrees. A(I teams contained registered SEED professionals capable of incarparating the features necessary for the Library to obtain i_EED Silver certification. 3 The draft schedules submitted by the proponents, subject to discussion with the client once a contract is signed, reflected a consistent estimate of approximately 15 months from pre-design to tender award, and approximately 15 months for construction, resulting in completion in the late faiGeariy winter of 2010. There was a similar consistency in the fee proposals for the Library component. Replying the fee structure to a deemed Library capital construction budget in 2009 dollars of X13,000,000 produced fee proposals in the $1 million to X1.2 million range. With respect to disbursements, the proponents that complied with this part of the RFP quoted a range of upset limits from $30,000 to X100,000. There was some variation between firms in the services covered by their fee; some avere ail inclusive, while others specifically excluded specialist services such as security or communications which would be the responsibility of the client. Without exception, it would be the client's responsibility to engage professionals to undertake topographic surveying, sails testing, and environmental investigation of the site due to the insurance/liability restrictions in the professional code of architects. With respect to the preliminary working budget of $13 million for the Library component's capital cost, there was some concern expressed about both the net- to-gross ratio used by Chamberlain Architect in arriving at the space estimate of 38,100 square feet, as well as the continuing rapid escalation of construction costs being experienced by proponents on other projects at 0.5°t° to 0.75°I° per month. These aspects will be addressed in detail with the selected proponent during the pre-design and schematic design phases of the Library component, so that an appropriate project budget can be presented for Council consideration. Since the programme objectives for Market Square are uncertain until the public consultation process is more advanced, proponents were requested to submit an upset fee for design consultation for the Market Square component to completion of the schematic design phase, together with a fee structure formula to be applied to the capital cost of this component through to completion. Those proponents who complied with this part of the RF'P quoted fixed upset fees for the initial phase ranging from $25,000 to x50,000 plus disbursements, with fee structure formulas ranging from 6°l° plus sub-consultant costs to 8.75% alI- inclusive. 2. The Selected Proposal "Libraries are cultural sfarehouses and a community of readers where people interact with the maferiai and with each other. The architecture must celebrate fhaf and in sa doing, not only make a wonderful library, buf go beyond that to creole a placemaker." - Moshe Safdie 4 Ali four members of the Project Team independently scored the same proposal the highest on their individual evaluations, namely the proposal submitted by Shore Tilbe Irwin & Partners, which is attached to this report. Amongst the many factors which contributed to this proposal being ranked first were: • the library experience of the team, tivhich has completed 12 new libraries in the cast eight years. This team has completed a number of award- winning libraries including Whitby, Aurora, Angus Glen, Grimsby and Barrie; • the civic square experience of the team, which designed the civic squares associated with Whitby and Mississauga libraries and is part of the team which recently wan the international design competition for the revitalization of Nathan Philips Square in Toronto; • the testimonials from library staff and municipal officials which were, without exception, glowingly positive about the way in which the Shore Tilbe team interacted with the client, stakeholders, and the community on their projects; • the responsiveness of the proposal, which shows an appreciation of the importance of the functional efficiency of the library, the programming opportunities for the new civic space, and the opportunities, sensitivities and challenges of designing a landmark civic institution within the existing context of the Market Block and heritage downtown; • the clarity and completeness of the proposal, which establishes a clear accountability framework for project management including cost control and scheduling, and includes ail required disciplines; • their approach to stakeholder and public consultation; • the intangible "chemistry" evident during the Presentation and ensuing Q & A session, from which the Project Team concluded that the Project Team, City Council, the Library Board, and the community at large would be very comfortable working with this team on this project. 3. Financial Aspects "Whatever the cost of our libraries, the price is cheap compared to that of an ignorant nation."- Walter Cronkite Based on a building construction price of $13,000,000, the bid received from Shore Tilbe Irwin & Partners for library design was $1,143,000 plus an upset limit of $65,000 for disbursements. Design of the market square through to the end of Schematic Design is X39,000 plus disbursements. The proposal received from Shore Tilbe Irwin & Partners provided an inclusive fee structure, with specialist services such as security, communications, commissioning etc. included in their base fee for services. The expenditures to be incurred in 2008 can be accommodated within the ;~1 rriiiion ;approved in the 20Gd capita! budget. once the design of the project has prc~~t ~~ _~~~ to an approp~~_~t~ s`~ge, a cost estimate will be prepared in sufficient detail to enable Council to ~~;nsid-~r the establishment of a comprehensive project budget, which would be incorpor .ed into the 2009 Capital Budget submissions. 4. Summary "From your parents you learn love and laughter and hove to put one foot before the other. Buf when books are opened you discover that you have wings."- Nelerr Hayes Foliowing an exhaustive assessment of the proposals submitted by the six short- listed proponents, including interviews and site visits, it is the unanimous recommendation of the Project Team that Shore Tiibe Irwin & Partners be selected to provide architectural and engineering services for the Library/Market Square project in accordance with their proposal dated March 7, 2008. Attached is a resolution of support for this recommendation from the Oriilia Public Library Board, adopted at its meeting on April 8, 2008. d or J. o ha , Manager of Special Projects ~' % Ian C. R. Brown, City Manager ICRB/cc attach. Orillia Public Library ,tea - ~5 ~~~`.```=~~~`~~-~~~~"~~ ORILLIA. PUBLIC LIBRARY 36 Mississaga Street W"est, Orillia, Ontario L3V 3:~6 Telephone (705} 325-2338 Fas (705) 327-17d-4 To: Mayor Rob Stevens and the City of Orillia Council From: John Swartz, Chair, Orillia Public Library Board Re: Library Project Team recommendation Date: April 9, 2008 The Orillia Public Library Board met in a special meeting to hear the recommendation of the Library Project Team on the selection of an architect for the new library building. We were very pleased with the information and as a result, the following motion was passed unanimously: tiYhereas the Library Project Team has revietived the six short-listed proposals for the library project, interviewed the proponents and toured their libraries and public squares in nearby jurisdictions; GYhereas considtant Brian Jewitt has presented the Library Project Team's recommended proposal and reviewed it with the board on Apri18, 2008, the board recommends that council accept the recommendation of the firm of Shore, Tilbe, Irwin and partners to be the architects for the library and Market Sgacare project. Regar -_ .~'" John Swartz Chair, OPLB ~' f~ . ~:~ y .:~~ ~~ YO?{ ORILLIA PUBLIC LIBRARY 2007 ANNUAL REPORT ~~ -~ ~ ~~ .~~ _- ORILLIA PUBLIC LIBRARY A MESSAGE FROM THE BOARD Congratulations! We made it through the year. With the exception of our Severn Township representative and the Chair the composition of the board beginning a new term in January 2007 was entirely made up of new people. Of course, one of our City of Orillia councilors previously served, as did two other members (after considerable time off for good behavior), but essentially enough time had passed and many changes made to the functioning of the board to make it all seem new again. In light of that, the board spent the first half of the year getting up to speed. There was much to learn about how we do business. There is still much to learn, not Limited to getting a full grasp on positioning the Orillia Public Library as not being just in the books, magazines, reference and DVD loaning business, but being active in the 'Community Development' business. By fall we were ready to tackle specific projects. An ad-hoc policy committee was struck to bring our policy manual up to date. Many changes have been made already, with many more to come. This work involves not just the committee but staff as well, ensuring that out of date policies are removed, and what remains is reflective of the time we live in. The planning committee worked hard to create an 18 month business plan derived from the current Strategic Plan. Weeding out the old, refining what was left and adding new objectives took most of the fall to do. That task became more urgent when our CEO, Mike Saddy, announced he would retire in early 2008. I am personally sad to see him go at a time when our building plans are starting to accelerate. His tenure was through the bulk of the ground work that was laid toward creating a new home for the library and when the project is complete, there should be a place for him in the festivities. This meant the personnel committee had an enormous task to initiate-right at Christmas. We should be especially glad for the assistance of Daryl Novak of SOLS for aiding us in preparing to find a replacement for Mr. Saddy. But, I get ahead, somewhat. Orillia council requested an investigation by the board of the feasibility of forming a closer relationship with Information Orillia. This was our first collective task. Many months were spent consulting with Information OrIllia and debating amongst ourselves about how to respond to council. Our recommendation to council to accommodate Information Orillia in our operation, while keeping our respective governance structures, was received by council. In November council received the result, the library's Programming Study as performed by dmA Planning & Management. jim Morgenstern developed a terrific plan for the architects to utilize, and also uncovered some operational aspects that should be addressed prior to reopening in our new building. -1- ~ ; , Cif particular Hate, Mr. Morgenstern was amazed at the excellent jab our staff dace each day, despite cramped quarters and no roam. to properly run programs. We are fortunate to have such a good crew. It must be noted council voted unanimously an the recammenclations in the Programming Siudy -and to include the I~iarket Block (Farmer's l~larket) into thc~ design stage of our journey toward a new building. Council also recommended includinf; 5p<<r~~ in the new building for Information ©rillia, which is an exciting prospect for the board and staff. Immediately fallowing that, our project man~~grmc~nt fe~am, led by Brian Jewitt, issued Requests For Information to the design community, which began the prar~~titi of sclc~tng an architect. The process of getting a Haw building began in 1R~9. Since the board meeting when the decision was made to start working an a new library there have been many studies, countless meetings, focus groups, a steering committee, task force, public meetings and wandering if we`d ever get to this stage. Getting dawn to the short strokes of finding an architect was a nebulous concept to imagine. However, all who have worked an the project, through all the stages, have done so meticulously and methodically, leading to the full backing of council to proceed. I would hke to express my thanks to everyone who had a part in bringing the west to a tangible stage where we can count the days to opening. The year ahead will be a busy one, which we should prepare ourselves for. It will be an interesting and adventurous time. Jahn S~vnrtz, ChEzir Qritti~a Public Library Board -2- ORILLIA PUBLIC LIBRARY BOARD BOARD MEMBERS John Swartz, Chair Joanna Rolland, Vice-Chair Frank Coyle, Councillor, Severn Township Dan Evans, Councillor, City of Orillia Michael Fogarty, Councillor, City of Orillia Ruth Fountain, Trustee Gay Guthrie, Trustee Robert Hawkins, Trustee Peter Hislop, Trustee Ann Murphy, Trustee Mort Seymour, Trustee BOARD COMMITTEES Finance: Frank Coyle, Ann Murphy, John Swartz Personnel: Michael Fogarty, Mort Seymour, John Swartz Planning: Peter Hislop, Joanna Rolland, John Swartz Community Relations: Don Evans, Mort Seymour, Robert Hawkins, Jahn Swartz Property: Gay Guthrie, Joanna Rolland, John Swartz Ad Hoc Policy: Robert Hawkins, Ann Murphy, Peter Hislap, John Swartz Ad Hoc Info Orillia: Robert Haw>kins, Gay Guthrie, Don Evans, Ann Murphy, John Swartz POPULATION SERVED* City of Orillia 30,000 Township of Severn 12,030 Township of Oro-Medonte 18,500 TOTAL 60,530 * Bused c7n Figures Pravidect by Mtctzicipntities -3- ~,~ ORILLIA PUBLIC LIBRARY STAFF FULL-TYNE Suzanne Campbell: Director, Cf~il~lrc~n's 8r Audiovisual Services Tina Chatten: Administratiti~~ ;15~i~t~~nt Joyce Dempsey: Head, Circulati~~n Services Lynne Gibbon: Director, Information Services Patricia Hopkins: Adult Page, Circulation & Information Services; Library Clerk, Circulation Jai Khemraj: Caretaker Gail Matthews: Library Clerk, Technical Processing Susan Ivlurphy: Library Clerk, Circulation Services Jennifer Murrant: Library Assistant, Information Services David Rowe: Director, Technical Services Michael Soddy: Chief Ex~utive Officer Kelly Smith: Library Assistant, Children`s jTeen Services (April - ) Gail Ward: Library Assistant, Information Services Maureen Watson: Library Clerk, Circulation Services PART-TIME REGULAR Kelly Absalom: Librarian, Children's Services Qan} Nancy Archer: Library Clerk, Public Services Bill Chatters/Peter Ellis: Relief Caretaker Sarah Csekey: Library Assistant, Children`s Services Qan - } Susan. Dance: Cataloguer Joyce Keddy: Adult Page, Technical Processing Lee Kelly: Library Assistant, Children's Services Lynn Lockhart: Newspaper IndexerJLibrary Assistant, Information Services Fred Marlow: Systems Support Technician Lucey Parolin: Library Clerk, Circulation Services {Jan -Feb} Michelle Sinclair: Library Clerk, Circulation Services & Reader's Advisory Kelly Smith: Library Assistant, Children's Services (Jan -Mar} Jayne Turvey: Community Relations and Volunteer Coordinator Jocelyn White: Library Clerk, Circulation Services PART-TIME STUDENT PAGES Reilly Beesley (Aug - } Becky Calverley Qan -Aug} Lauren Cook Shannon Copithorn (Jan -Aug} Amanda Fahey (Jan -June} Erin Forrest (Jan -Aug} CONTRACT POSITIONS Emma Quirt: Children's Services, Summer Career Placement Megan Copp: Library Clerk, Circulation Services (Mar -Oct} Tara Hill (Sep - } Marley Lauro Paige McCormick Emma Quirt Cassie Rowbatham Keltie Town (Sep - } Michelle Wigham (Aug - } -4- ORILLIA PUBLIC LIBRARY V(LUNTEERS IN-LIBRARY VOLUNTEERS Ben Babineau Margaret Hewgill Bill I~lurphy Dianne Beaton Win I-libbins Joan Newton Bunny Blaksley Al Hutchings Kevin Osborne Diana Baer Wendy Hutchings Lois Percy Sharon Boyle Ellin Irwin O Jelena Petravic Karleen Bradford Nazrul Islam Earl Raymond Ken Brown Jim Jefferies Christine Rohmann O Marilyn Brown Marilyn Kalbfleisch Joanna Rolland Daniel Burnett Mike King Maureen Ross Jacquie Burnett Andrea Lee-Burnet Hugh Rowlinson John Carriere Joan Leitch Sister Missionaries Joan Cody Doreen MacDonald ^ Susan Srnith Shirley Connor Jane MacTnnes O Ursula Soper Geoff Dance Herb Mais Amanda Stafford Chuck Davidson Mary Maltby Marcia Stephen Peter Ellis Graham Marson Fred Stevens Joyce Flood O Melda Marson Jack Stewart Xianquan Fu John Maxwell Alison Talbot Heather Graham Lynda McCague Bill `T'albot Garay Grayston Gay McCreath Shirley Taylor Rosemary Hartley Summer McMahon Bob Thompson Jayvee Hernandez Jessica Muise Sandy Town Charity Vivian SHUT-IN VOLUNTEERS Harry Barons Dave Macdonald * Maureen Ross Marg Hewgill John Maxwell Ursula Soper Wendy Hutchings Walt Murray Alison Talbot Darlene Elder Sandra Preston Bill Talbot Norma Homer Earl Raymond Bob Thornpsan Malcolm Wilding * Received 20 year Ontario Volunteer Service Award ^ Received 10 year Ontario Volunteer Service Award O Received 5 year Ontario Volunteer Service Award -5- ~, ANNUAL REPORT OF THE CHIEF EXECUTIVE OFFICER "The Orillia Public Library enriches the persortat, civic atad corporate fives of ~rur co~tttnuliity thrvrcgh access to ideas aterl inforntatiort irr a z~arief~j of media." (~li~tii~~i1 statement from the Orillia Public Library Strategic Plan} I"he Orillia Public Library enjoyed another successful year delivering library services to the residents of Orillia and the surrounding area in 200?. More steps w~~r~~ t,,[.~~n clang the path to a nety Orillia Public Library as dmA Management and Planning issued a report in October with a rrrruiun~ndation fora 3$,(~0 square foot library ko be located on the current site. Architects will be sought in 2008 to begin th~~ ~it~sii~n process. "Orillia's Big Read" made a suer~~5sfut debut at dte library in the last half of the year. Local author H. Mel Malton's book "Dawn in the Lumps" was s~rlr~ tc~~1 pis the book of choice. Ms. Mahon joined us early an with a reading in the Iz"brary. In October the library halted an evening where the book was subjected to analysis with a police officer and a forensics expert. Over 300 people read the book with. many of those attending related programs. We owe a debt of gratitude to the Friends of the Orillia Public Library who provided copies of the book. The Friends of the Onllia Public Library raised money through memberships and the collection of grocery tapes. President Evelyn Johnstone resigned from the Friends after m<u,~ ~~~~ars of devoted service as president. Ann Marie Alexander stepped forward and was elected as the new President of the Friends. We wish her all the best as she leads the Friends of the Orilha Public Library into this exciting new phase as the new tibr~~ ry grows ever closer. In September of 2007 [announced my intention to retire effective early in 200$. I enjoyed my years at the Orillia Public Library and I have even:' confidence that the best and most exciting times at the library are yet to come. A new CEO is anticipated to join the library in the second quarter of 200$. We must also thank the Staff of the library for their dedication. Every year brings new challenges and our staff rises to meet evert-° one with enthusiasm and new ideas. We thank the men and women who volunteer their time to serve on the Board of the Orillia Public Library. Their generosity in giving their time to govern, lead and advocate for the library pays dividends for better library service. All the services that the Staff of the City of Orillia provides to the library are greatly appreciated. We musf also thank the Council of the City of Orillia who express the wishes of the citizens of Orillia with their support of library service. We thank the many volunteers of the Orillia Public Library. The help that they give to support our everyday tasks help us to deliver better service. We depend on the media to help to spread the benefits of library service to the community and we thank the Packet and Times, the Orillia Today, Rogers Cable Television and Jack FM for helping to publicize our services and programs, We always appreciate the help, counsel and advice of the Southern Ontario Library Service that exists to support Ontario`s Public Libraries and provides the transportation link that makes the lending of materials between libraries passible, We thank the Ministry of Culture and Recreation as well for their suppork All of us believe in the power of public libraries to make our community a better place by improving the lives of all who live here. Lo someone you like afavour -bring them along next time you visit the library. Michcte( V. Srzdcly, CEO Orillza Public Librnn~ -6- ANNUAL REPORT OF THE DIRECTOR OF CHILDREN"5, YOUTH ~ AUDIOVISUAL SERVICES Children's Se~•vi<<•5 st~~ff Cantitturs to develop and customize library services for children and parents as part of the Orillia Pubhr Library's ant;~~iiit; commitment to introducing and maintaining a p~,5itive and welcoming library experience. This year ti~i~~ the exciting addition of a full time position with r~~~pansibilities in bath children`s and teen progranlmin~; and the addition of exciting and fun changes in our ~rrvir~~ti to Young Adults. TEEN 5ERVICES An increased emphasis an serving teens is helping make the library a destination paint for teens and seeing us continue with the 5ucccti~ful pr~~„r~~rnming we initiated in the early years and school age years. A surc~~~5fu1 budget submission created a teen services programming pcsiticn. Apart-time Children's Services Technici~ul position became a full time youth services Technician position with responsibilities in programming far bath children and youth services. Chick Chat, a book club far teen girls fourteen and up has full membership with teen girls participating from all four high schools. In addition, monthly programming began in the fall with two very successful programs one focusing an CSI and one an Harry Patter Trivia. YVe are lacking forward to continued fun programs far teens in 2008. The teen book collection was moved to a mare prominent position in the library with funky wall hangings making it a fun place to visit. All of the teen materials were pulled together including fiction, non-fiction, graphic novels anci sound. recordings. Circulation of teen materials 'increased by 25 per cent after the collection was moved to its new location. EARLY YEARS PROGRAMMING & SERVICES Quality programming focusing an language enrichment for children six years and under continues to be a cornerstone of Children's Services. Programs for this age group emphasize language development, pre-reading skills, and establishing a love of reading. The Summer Ready to Read program and the Saturday morning Family Storytime encourage families to take an active role in supporting their children s reading. Program elements and support materials in the Ready to Read program help parents and. children work together on pre reading and early reading skills in a fun non- competitive environment, while the Family Storytime encourages families to participate together in a fun filled morning of stories, storytelling, story games, as well as rhymes and songs. In 2007 we offered 158 story time programs for children under six years of age, including: Book Babies, Tales far 'Twos and Threes; Preschool Stories, Family Drop-In Storytime. SCHOOL AGE SERVICES Our commitment to quality and innovative literacy based programs and services continue with the programs and services we offer to school age children. School age children participated in the Saturday Explorers Club, a Saturday book anci activity program, Mariposa Chess Club, March Break Programs and our very popular Summer Reader's Club. -7- ~~-ay A primary emphasis of school age summer programming is to keep the children reading over the summer, we do this by offering a fun and innovative Summer Reader's Club. Our theme was "Lost Worlds." This program went province wide and was once again sponsored by Toronto Dominion Bank and developed by Toronto Public Library and Ottawa Public Library. The total number of books read was 6200 with 85 per cent of the children completing the reader's club. The completion rate is high and reflects the enjoyment the children have in the program and the importance of prizes as incentives for the children. Children's Services staff wrote a play and created a DVD to promote the summer readers club theme. One staff member presented the play to fifteen schools (21 presentations}, to a total of 2500 children between grades 1-5. The DVD was enthusiastically received and was reflected in the strong registration for the program. COMMUNITY OUTREACH & SUPPORT Children s Services staff presented programs to 69 community groups with an attendance of 4,061 people. The staff introduced the library to school classes, day care organizations, and community groups. Programming was enhanced with partnerships including; Therapeutic Dogs of Canada and their Paws to Read program; the Ontario Early Years Center; the Simcoe County Chess Club who helped develop the Mariposa Chess club. Staff from the CBC's Jill Deacon show visited the library to prepare a segment on the Paws to Read program established by Therapy dogs of Canada. Children's Services Staff, children, parents and the dog handlers were interviewed and filmed at the library on February 2. Community support and participation also helped to make many of our programs a success. We would like to thank the following people who shared their time and expertise with children at the programs in the library: Kathy's Kakes donated chocolate chess pieces for a chess party; Juliana Hawke demonstrated and led a program on the art of print making. -8- Once again the busirtr5~ community was very generous offering gift certificates as reading reward inccnti~-~~s tut members of the Suns Hier Readers' Club, Reading rewards are a very important part of the Summer R~~~ider's Club. A Lion's Club Store was created with prize incentives purchased with the money donated by the Orillia Lion`s Club. The ttion's Club store proved to be a very popular part of fhe summer. We would like to thank the Fallowing Orillia businesses for supporting summer reading at the Orilfia Public Library: McDonald's Restaurants, East Side Maria's, Burger King, Dairy Qut~t~n, Kentucky Fried Chicken, Zehrs, Wendy's Restaurants, with special thanks to Apple Annie's, Jack and Maddy: A Kids Store, Dominoes Pizza, Sunshine Kitchens, the Lions Club of Orillia anal TD Bank. A thank you also goes to the Toronto Blue Jays who donated 100 tickets to the August 18th game (a very popular prize}. Children's Services staff promoted fhe Library at Arks for Peace, at Canada Day in the Storytelling Tent, at the Festival of Trees as part of the Teddy Bear Breakfast. Children's staff were members of the Gaad for Life Committee and the JP Kidz After School Club Board. Battle of the books was hosted by the Library on Thursday, May 3. Students from Regent Park, Orchard Park, Mount Sloven, David H. Church, Harriet Todd, Mount Sloven, Orchard Park, Hillcrest, Norte Dame, East Oro, Monsignor Lee, and Ardtrea participated in all day round robin. tournament. After a hard fought battle the three teams to emerge victorious and move on to the Grand Battle were Orchard Park (the defending champions), Regent Park, and East Oro. In a close fought Grand Battle, Orchard Park emerged victorious. STAFF TRAINING & DEVELOPMENT Keeping on tap of trends and new approaches to the traditional services the library provides is a key feature of quality service. To this end staff in Children's Services attended OLA and SOLS sponsored warkshaps. The Children's Services Staff continue to participate in the programming round table titled "Beyond the Eensy Weensy Spider' originally created by Orillia staff. This is now an on-goixlg training opportunity with hosting duties rotating among participating libraries. PERSONNEL We were once again successful in obtaining an eight week Summer Career Placement Grant from the Federal government. The grant money was used to hire a summer student in support of the Ready to Read Club and provide outreach programming for community groups. The vacant Children s Technician 11 position was filled by Sarah Papple Csekey. Sarah has brought enthusiasm and creativity to the position and is a great addition to our staff. Two Early Childhood Education (ECE) students from Georgian College each completed a four week placement in the spring. Siczanne Campbell Lirector of Children's and Youtl2 Services Director of Aue~io Vzsa~al Services -9- 5~-~~ ANNUAL REPORT OF THE DIRECTOR OF INFORMATION SERVICES In 2007, Information Services staff worked diligently to make the visit of library users to the department a positive experience. It is always rewarding to review staff accomplishments for the year and see how service has been expanded with the same compliment of staff. The department constantly strives to keep technologies and services up-to-date and succeeds in providing a service which is more reflective of a larger library in Ontario. 2007 was also a year of awards for accomplishments made by Information Services staff. The award- winning Lifescapes program developed by our Community Relations and Volunteer Coordinator was the topic of an Ontario Library Association Conference presentation by her at the 2007 conference. In the spring, the third group of this program created the longest book yet, which was launched at a luncheon provided to them by Casino Rama. Excerpts were later presented publicly at the Leacock Home's Literary Lapses. The Library Volunteers (over 60 of them), jointly won the Order of Oriliia. It recognizes those who have long contributed to the well-being of the community and enriched the lives of others. In 2007, volunteers dedicated more than 3,200 hours of time to the library, delivering books, books on tape, videos and CDs to nursing homes and seniors residences. They also arganized materials, set up book sales, manned information booths at malls, spoke about programming at schools, checked for flaws in videos and cassettes, and shelved books. A volunteer luncheon to celebrate our library volunteers was held in April. The theme was "Volunteer's Rock" and staff serenaded the group with songs they had written in praise of their dedicated library helpers. ~~ 1 '-_ _ PARTNERSHIPS To provide a higher profile for the library, Information Services partnered with a number of community institutions and groups in 2007. A display was put together for Lakehead University, demonstrating the type of material a public library owns that might be of assistance to students at the university. The department continued to maintain close ties with Information Orillia by continuing with membership on the board of directors and by assisting with the raising of $1462 at the Dragon Boat Festival. Membership in the Orillia Business Women's Association was obtained and a display of library resources was created at their annual trade show, to provide better community awareness of the business materials available at the library; a pamphlet of Information Resources for Business was also handed out. -10- '.~~ M In co-operation with Knowledge Ontario, a consortium of Ontario Libraries, staff began to tag (apply subject headings) to photos in the Local history collection and upload them to the KO database. It makes historical photos of Ontario available online. To see our contribution go to htip://search.ourontario.ca/contributors and scroll down to Orillia. In co-operation with the Orillia High Schools, a co-op student Pram O.D.C.V.I. spent two terms with us, updating the Music Index and job shadowing in various departments. 1~IEW SERVICES With donations from the Boland Foundation, The Estate of Mary McConnell and the Friends of the Library, Information Services was able to purchase a refurbished microfilm reader/printer. This machine is heavily used by genealogists and those researching the local newspapers. Retrospective indexing of the Births, Deaths and Marriages in the local newspapers was completed back to 1982. This information is available in the library by accessing our Newspaper Index. Audiobooks were a new edition to the Netlibrary database. Now library card holders may access recorded books anywhere from their computer. ADDITIONAL ACHIEVEMENTS To make the Young Adult collection more visible and accessible, it was moved into the alcove where the languages materials had been shelved. The French materials were weeded and the entire languages collection was moved to the former section where the Young Adult collection was housed, thanks to the assistance of our library pages. The History of Orillia program on slides was rewritten and updated and then converted to a power point presentation. The images are easier to see and the program can be shortened or lengthened according to the needs of the group that requests it. Information Services also contributed to the Orillia's Big Read committee via input, creating promotional brochures and assisting with programming. Lynne Gibbon Director of Information Services -11- ~~ _ ~` ANNUAL REPORT OF THE DIRECTOR OF TECHNICAL SERVICES 2007 was a year of some changes and improvements, a marked success in programming, and some disappointment in our quest for a new library system. CIRCULATION In 2007, several changes were effected to try to increase awareness and circulation of various collections. In January the non-fiction audiobooks were relocated from the Stacks storage area to the non-fiction shelves on the second floor, where they were interfiled with the books and videos. Another project was reducing the VHS videotape collection, being used less and less, and replacing once-popular and/or classic titles with DVDs. evaluating and reclassifying the paperback non-fiction books, and integrating them with the regular non-fiction collection In May a committee was set up, headed by Sue Murphy, to explore the concept of a "one book, one community" program. "Orillia's Big Read" got off to a grand start in mid- July with a press conference, crime scene re- enactments, promotional buttons, and 26 copies of the featured book, Down in the Dumps by Bracebridge author H. Mel Malton. On August 9 the library hosted a reading by Mel Malton, attended by almost 30 people, who got to meet the author and have books signed. Orillia's Big Read had its finale during Ontario Library Week in October, with a fuII house in the Children's Department. Author William Bell and Officer Dan Anthony of the Ontario Provincial Police compared literary and real life criminal investigations, and OPP forensic analyst Norm Snedden talked about real life crime scene investigations. The conception, selection, organization and execution was carried out by Orillia's Big Read Committee, chaired by Susan Murphy of the Circulation Department, with members Joyce Dempsey of Circulation, Susan Dance of Technical Processing, Lee Kelly of Children's Services and Gail Ward of Information Services. Over 350 patrons eventually read Down in the Dumps, as well as the authors other books. Congratulations on a very successful programme! ~:~ ~, N.. ,. _. 1' ~ Y~ Y r .....y.~w `~ `, f ~~~~~ - ~ ~ - I would lih~~ to thanl. J~~~~rc' lk~iith5~~~= ~u7d her staff. Susan Murphy, Maureen Watson, Patricia Hopkins, Jocelyn White, Mi~h~~11e Sinclair, ~~n~l ~,1r;;,u~ C~~pp, and pages I'~~i~;r titcCarmick, Michelle Wigham, Emma Quirt, and Mandy >~ahey, for all their hard i~~7rk and efforts. A speci,~l shanks is due to Lucey Parolin for alI her unstinting post-retirement help at the circulation desk. TECHNICAL PROCESSING TP cvas able to discard 1120 worn and discarded books in January, most of those weeded by Keiii Absalom as she continued her project. Uncluttered shelves and clean and attractive books are much more conducive to browsing and borrowing. Kepi's maternity leave put the weeding project on hold for several months. Technical Processing clerk Gail 11~latthews was on sick leave for a good part of 2007. ©ther staff members were able to assist in carrying out the work she would normally be doing. Lee Kelly, Marley Laura and Kelly Smith from the Children's Department were a big help, in cataloguing and processing paperbacks and ordering new materials. Much thanks must go to Susan Dance who is also doing a great deal to learn aspects of the work. A major project for TP staff this summer was the reeataloguing and reclassification of several hundred non-fiction paperbacks and their integration into the main non-fiction collection. This was part of a series of moves that changed the location. of the Young Adult area of the library. My thanks goes to Susan Dance and Joyce Keddy for all their efforts during a busy and at ties trying year; to Lee Kelly, Marley Laura and Kelly Smith for their assistance; and best wishes to Gail Matthews, in hopes of her full recovery. SYSTEMS In 2007 we expected to select a ne~v Integrated Library System to replace our aged Geac Advance f Geoweb combination, and had received funding from City Council to hire a consultant to assist our efforts. After issuing an RFP in May, we chose SOLS consultant Helene Golden to be our guide and mentor through the process of evaluating and selecting our new system. We farmed a staff automation committee to determine the needs and wants of each department. We had reached the stage where we had draft request for proposal, when City staff informed us that we could not proceed unless we had a commitment from council for funding the project A new system therefore becomes a priority for the 2008 budget. Dnvicl Rowe Director of Teclmicczl Seruices -13- PRINT MATERIALS BOOKS -ADULT - Fiction. - Non-Fiction - Refer~~nr~~ -Eati~ 1Zc~uiing - Fr~~n~ It - Paht~rE~acks - Largr Print - Yv u n g ; t dint TOTAL ADULT BOOKS BOOKS -CHILDREN'S - Fiction - Non-Fiction - Reference - Easy Reading - French -Paperbacks TOTAL CHILDREN'S BOOKS PERIODICAL SUBSCRIPTIONS STOCK OF LIBRARY MATERIALS ADDED WITI-II7RAWN TOTAL AS OF DEC 31, 2007 1 ~ ti 3 1059 17366 2011 2053 56441 ,~y 98 5 876 7 0 604 48 36 754 1134 1 320 5 741 100 53 1 968 326 7~6 2645 5158 4845 91395 99 125 2542 31.7 190 9 665 4 0 528 348 299 6 632 9 0 491 618 147 5094 1395 761 24 952 Periodicals 2 2 314 Standing Orders & Miscellaneous Serials 0 0 77 Newspaper Subscriptions 0 0 7 Electronic Databases 2 0 9 NON-PRINT MATERIALS Audio Music Tapes -Children's CD-ROM Titles -Adult CD-ROM Titles -Children s Compact Discs -Adult Compact Dices -Children's DVDs -Adult DVDs -Children's Framed Art Reproductions MicrofilmJFiche Titles Multi-Media -Adult Multi-Media -Children's Spoken Word Tapes -Adult Spoken Word Tapes -Children's Spoken Word CDs -Adult Spoken Word CDs -Children's Video Tapes -Adult Video Tapes -Children"s a 37 141 4 z 75 8 0 125 59 46 2121 19 3 80 315 19 798 60 10 179 0 0 68 0 0 46 6 2 118 1 4 129 91 14 2 297 3 1 48 120 1 318 10 0 42 46 538 2 226 15 919 TOTAL NON-PRINT MATERIALS 769 GRAND TOTAL OF ITEMS 7 322 694 10 137 6 300 126 484 -14- CIRCULATION OF MATERIALS PRINT 2006 2007 Soaks 186 900 182 355 Periodicals 9 494 8 559 Maps, Government Publications, Pamphlets, Pictures 1.30 47 Interlibrary Loan -Borrawed 1 515 1595 Interlibrary Loan -Loaned 2184 2 320 TOTAL PRINT 200 223 194 876 NON-PRINT CD-ROMs 288 19z Audio-Visual Equipment 69 ~ Framed Art Reproductions 127 4 Microfilms ILLaan - Borrowed 175 148 Multi-Media 84 50 Other Materials 24 19 Other Materials ILLaan - Borrawed 16 46 Other Materials ILLaan -Loaned 21 43 Sound Recordings {incl. Soaks an tape, CDs, etc.) 16 795 14 483 Sound Recordings ILLaan -Borrowed 69 41 Sound Recordings ILLaan -Laaned 80 93 Videa Tapes & DVDs 31407 29 813 Videa Tapes ILLaan -Borrawed 84 40 Videa Tapes ILLaan -Laaned 131 120 TOTAL NON-PRINT 49 370 45152 GRAND TOTAL CIRCULATION 249 593 240 028 LIBRARY SERVICES REFERENCE TRANSACTIONS 2006 2007 Adult 18 374 16 994 Children 5197 4 837 Directional/Telephone Queries 2 726 2 226 E-Mail, Mail, Fax Requests 186 156 Extended Computer Help 1995 1616 Other Libraries 4106 4 221 Reader's Advisory 1421 1679 TOTAL 34 005 31729 -15- LIBRARY SERVICES - CONT'D INTERNETjCOMPUTER USE ?006 2007 AdultjChikiren 20 868 22 619 Frost Scrapbook 5,57 419 Online Product Lagins 12 804 29 865 Web Page Visits 13 629 I5 011 TOTAL 47858 67 944 GRAND TOTAL LIBRARY USE 331456 339 701 LIBRARY ME1~IBERS REGISTERED ADULTS 2x06 2007 TOTAL City of Orillia 1 059 1004 7 708 Township of Ora-Medante 240 220 1609 Township of Severn 197 167 1649 Nan-Resident - ,annual 1 5 49 Nan-Resident -Six Mantic 7 1 19 Nan-Resident -Occasional 16 28 66 Nan-Resident Taxpayer 28 3 176 Ex-Officio (Councillors, etc.} 0 0 13 Library Staff & Volunteers 3 11 127 Visitors (for Internet use} a a 30 CHILDREN City of Orillia 391 376 2167 Township of Ora-Medonte 88 58 370 Township of Severn 74 107 448 INSTITUTIONAL 0 2 15 OTHER (Reciprocal, Learning Centre, Nursing Homes} 17 15 67 TOTAL USERS 2121 1997 14 513 -16- ~j PROGRAMS ADULT SERVICES IN-LIBRARY Group Visits Attendance Other Programs * Attendance OUT OF LIBRARY Talks to Groups * Attendance YOUNG ADULT SERVICES IN-LIBRARY Programs * Attendance CHILDREN'S SERVICES IN-LIBRARY Group Visits * Attendance Story Hours * Attendance Other Programs *Attendance OUT OF LIBRARY Talks to Groups * Attendance Other Programs * Attendance TOTAL PROGRAMS * TOTAL ATTENDANCE 2006 2007 0 1 * 0 ~~ 36 57 * 694 *1036 26 9 *752 *623 0 12 * 0 *127 21 22 *525 *414 1.52 156 * 3 674 '~3 722 $0 71 * 2 935 *2 530 29 22 * 2 522 *2 943 20 25 *687 *704 364 375 * 11 789 *12107 -17- } REVENUES City of OrilIia Provincial Grant Federal I1RDC Grant Township of Severn. Township of Oro-Medonte Overdue Charges & Fees Other Revenue TOTAL EXPENDITURES Salaries & Benefits Library Materials Office & General Operating Furniture & Equipment Maintenance & Repair Computer Systems & Services Utilities TOTAL $1,061,483 146,303 82,742 5,558 30,199 55,287 36,399 1417,971 GRANTS & SUBSIDIES REVENUES H.R.D.C. (Summer Career Placement} TOTAL EXPENDITURES HRDC grant expensed through Salaries & Benefits STATEMENT OF REVENUES AND EXPENDITURES FOR THE YEAR ENDING DECEMBER 31, 2407 (Not yet audited far 2007} 2006 ACTUAL 2007 BUDGET 2007 ACTUAL $1,16(1,165 $1,248,342 $1,234,851 47,907 47,907 47,907 1,151 1,115 1,240 $7,675 90,000 90,000 88,610 90,000 90,000 21,087 22,500 20,646 11,375 12,600 11,051 $1,417,970 $1,512,464 $1,495,695 $1 151 -18- $1,117,018 151,925 92,?36 10,440 35,410 62,240 43,195 1 512 464 $1,109,350 150,978 100,892 10,047 31,455 54,300 38,673 1495 695 $1 240 $1240 $1240 ~,,,u,~ ~,,..,,._..., . ,. ,~.. ;;: . 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T..TSiSt certi~.caian, business license and ar~y oii~zr d~;cumeiitatian you may retluire. ~'hanl~ you far the opportunity to subnvt my proposal far your consideration. ~ Iao forward to hearing from you at your earliest convenience. a~z~~ irui~, 13-;~rnadette Jean e ~.~iiiiiliz~ a~r~i'iiii ~r~'~i~'+~'i'~~" ~~~1~~ ~'i'F~+i ~' 11411. ~i3~c2if)~.^~ c'3,T~' ~S132E~ ~'fFt f~C::~i' ;ll1i~ ~,t:i "..3~1'3E'~It'la ~fe`1~~.~.~i" ~i«C'C?C~~~:`~ c?~. ~ri~p 4u~u t~eli~:i~u~ 1~rencl~ I`r}r. 5-nluli ~2.Sft FCS/2 c~, ~/tI~JS ~ LSft ~ u ~ ::: r: LQI'~C-' ~ 5~ L.+Lf•I a l" l.-. t' IS~~ ~ ~V 1'UfNII)' ,~I~L' ~.J~ ~outrne (1'vlontreaJ.Style - ~Izeese e'ur~rls c~c ~l2C~l,c~n ~~•rrvy) ,~S Sf~ Frog t~~ ~st'd~~ ?!~~taaelases 5 0.~. liurnbur~g~~i° ~.(~~ ~rtC~/2 ~CrZgs ~ ~ f~f~ ~P~~~o ~ re ~;;,~ .~. ~n ~}22jS ~'rierJ ,!~~~rTrF1F"oo~..~ c cn ~`uussuge on a dun .x.75 +~'hic~en T'irigers & Fries 7.5~ 1~'teuk orr a dun 8 Sfi ~'or» L3ogs 2.5"1 ~`offee .b` 1.25 ~'h ecse . 75 ~'ottle~ muter 1.25 ~'; ;: ;•;~ . 75 Fop 1.25 Iced Teri L 75 BYt?t71~~iQSt ee~euc~s ~rzly} ~ flint -1 ~~~ ~ ~ggs~ l~rt~o~t o~ .~_Tum; ~_To~t~ft^~es ~ Toast - ~ 75 ~estet•>? on u Hugel o~ Foust -~ 25 Hugel ~it~ ~''~eu:~ ~''l~eese - ~.5€~ Toast - 2.25 S1V~~LES FREE! :) ~} _ TOWNSHIP OF TINY April 16, 2008 Re: 400th Anniversary -Arrival of Samuel de Champlain Mayor and Members of Council: At its April 14, 2008 Regular Meeting of Council, the Council of the Corporation of the Township of Tiny passed the following resolution: WHEREAS the 400th Anniversary of the arrival of Samuel de Champlain -French explorer, founder and Father of Canada - to Huronia in Ontario on August 1, 1615, is fast approaching; AND WHEREAS on March 27, 2008, Garfield Dunlop, MPP of Simcoe North presented a resolution (Schedule A, attached) at the Ontario Legislature asking for the support of all levels of government in order to commemorate this event; AND WHEREAS this resolution presentation was supported by a wide range of representatives of both the Town of Penetanguishene and the Township of Tiny during a press conference held at Queen's Park the same day; NOW THEREFORE BE IT RESOLVED THAT the Township of Tiny supports the above mentioned resolution; AND FURTHER THAT this motion be distributed, through AMO, to all Ontario municipalities and all local associations and agencies for support and that a copy be sent to the Province of Ontario and the Federal Government. Please forward your letters of support to the Federal Government, and the Province of Ontario and its Ministry of Tourism, Ministry of Culture, Ministry of Aboriginal Affairs and Ministry of Francophone Affairs. Contact Information: Doug Luker, Chief Administrative Officer/Clerk Township of Tiny 130 Balm Beach Road West Perkinsfield, Ontario LOL 2J0 dlukerCtiny.ca Phone - (705) 526-4204 Fax - (705) 526-2372 SCHEDULE A (Garfield Dunlop, MPP, Simcoe North) That, in the opinion of the house, the provincial government must: Recognize that the year 2015 will mark the 400t" anniversary of the coming of the French explorer, founder and Father of Canada, Samuel de Champlain to Ontario; Recognize that the site of Champlain's arrival on August 1, 1615 at the Huron village of Toanche in what is today the Township of Tiny, near the Town of Penetanguishene, was marked by a cross and that site still exists to this day; Recognize that Samuel de Champlain made numerous recorded visits to other aboriginal communities throughout the region, including what is now the City of Orillia and is marked by an historic monument; Recognize that the coming of Champlain to what it now Ontario, represents forging of a rich historical and cultural heritage that belongs to all Ontarians; Recognize that the Government of Quebec, in conjunction with the Government of Canada, following earlier and similar celebrations in the Maritime Provinces, is commemorating Champlain's arrival in that province this year (2008) and has designated substantial sums of money toward ayear-long observance of the event. The investment is resulting in a very positive impact on the tourism industry and cultural interest in Quebec; Recognize that the Ministry of Tourism, Ministry of Culture, Ministry of Aboriginal Affairs and Ministry of Francophone Affairs in conjunction with the Government of Ganada, should undertake immediate plans to celebrate the fast approaching 400t" Anniversary on August 1, 2015, of the coming of Champlain to Ontario on a scale befitting the historical and cultural significance of this anniversary to all sectors of Ontario society; Recognize that the Government of Ontario should undertake to contact the Government of Quebec to begin a close collaboration with respect to the observance of this event in that province, which properly commemorates Canada's historic multicultural, multilingual roots; and bicultural roots; Recognize that the Government of Ontario and its Ministry of Tourism, Ministry of Culture, Ministry of Aboriginal Affairs and Ministry of Francophone Affairs should consult widely with the various relevant historical and cultural associations that strive to keep the heritage of Samuel de Champlain alive in Ontario; Recognize that the Government of Ontario should consider the site of Champlain's arrival near the Town of Penetanguishene as a prominent landmark and preserve it for all future generations of Ontarians and its visitors; Recognize that the Government of Ontario in conjunction with the Government of Canada should declare the month of August as Samuel de Champlain month because of the numerous events that Champlain took part in during August of 1615; Recognize that the Government of Ontario should establish a Samuel de Champlain Day on August 1 on each year. OJSCLA/MER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. ~~~ PA.~1~ A.~.'~l~(.;1~1 T'IQN R..R. #4 C`OLLIWATER, (~N Lt~K YE(~ Q~~ce; {70~ 83~-3ovo Fcxx; {705 x`35--'+~94 email; web; http;ffindparkassvc.tripod.com April ~~, 2008 The Township of Oro - Medonte P.O. Box X00 ',~._ _ Ora, ON L0L 2No Attention: Harry Hughes, Mayor and Council Robin Dunn, Chief Administrative Officer Mel Coutanche, Ward 1 Councillor Shaun Binns, Manager of Recreation. ~ Community Services J. Douglas Irwin, Director of Corporate Services jClerk Re: Indian Park Association Lands Dear Douglas; Thank you for your response to the Association letter dated March 20, 2008. The Township has requested the Association submit a formal proposal regarding the IPA owned lands in Phases 3 & 4. The Equity Members and the Board of Directors have voted to start the process of Dissolution of the Association as it exists. The dilemma for the Membership and the Board is the loo acres of IPA land, now zoned recreational usage. The Membership wishes to preserve as much of the land as possible as it exists, environmentally and aesthetically. They have voted to sell `some' of the larger pieces of land that are mostly located in Phases 1 & 2. As the Township is aware MHBC Planners have submitted a rezoning application on our behalf on a property on the 6~h. Line (PCL 86-~ SEC SiM367, BLK 86 PL S1M367 Oro; Oro - Medonte}. We also have for sale another piece of property on the 6th. Lane that is presently zoned as a waste transfer site (Part ~. Reference Plan ~rR-20522 subject to an easement over part ~ Reference Plan 5~R-32320, being part of Block S8, Plan 51M-367, being PIN #6$,33-0022 (LT), Oro - Medonte} The Association proposes that the Township accept the trail system in Phases 3 & 4 in lieu of the 51 payment payable to the Township when the above noted ~~r~>pcr~ics arc' sulcl. The ~<iil s~~stcnt ~~°uu1c~ ~x~ <<~~ ~~ss~~l t« the Kccrc~~zli~~1~~~1 hacility bcin~ I~iiili r,~n ihc~ c~l~j ;i~~~~cc~t~~at~~a~ N~~i~i: site.. 'T'he Assoei~iti~~n ~~ncl 1?c~uit~~ Nlerntx~rs ~~s9 t~~ be ~~ci~-ise<i {~fiC~»ncil's decisions regardt~~; ~ln~~ nlrrticrs Ex~rtainin~; t~~ ihc~ lncli~~n Part: nss~x~iatiz>n. Ifyou hai~c~ and ftrri-her ~Tuestic~ns p[c~ase i~ec~l i~ree t~, ec~ntact mc~ at the office. Respectf~,~lly, Deborah L. price S~~erman Administrator for the Board of Directors and Equity Members of the Indian Park Association cc: Andria Leigh MI-IBC Rc~;ional planning 2 ~.. E THE CORPORATION OF TH ,__~,_. .,~ ~ u~_ ~d-H._: ~Q ~~ ~~ .y . , , 148 LPne 7 S., Box l U0 ~O~ Oro, Ontario LOL 2X0 . ~ ~ vT T _°~ ` ..t ~' ~ ~~W ~ (~ ~ 1 ~ Phone (705) ~~-0133 Fax (705) 48 ~ ,~,~,, l www.oro-medonte.ca ul ~L April 10, 2008 Ms. Deborah L. Price Sherman Administrator Indian Park Association 15 Algonquin Trail RR#4 Coldwater, ON LOK 1 EO Re: Indian Park Association Lands Dear Ms. Price Sherman: Your correspondence dated March 20, 2008, with respect to the above-noted matter, was formally received by the Council of the Township of Oro-Medonte at the Committee of the Whole Meeting of April 2, 2008, with the following motion: "It is recommended that 1. The correspondence dated March 20, 2008 from Deborah Price Sherman, Administrator for Board of Directors and Equity Members of the Indian Park Association (IPA) re: IPA Lands be received. 2. That the Indian Park Association be requested to submit a formal proposal outlining the scope of their interest. 3. And Further That the applicant be advised of Council's decision." If you require further information, please contact the undersigned. Yours truly, . Dougl s I Director of Corporate Services/Clerk /It ~__.__ `~ ~,~ - 2 2008 ~~; C~t~NC1L C. 0 F W. IN`Z1ZA1v PATi'.~ ~LSSOCtATIUN ~~ A i,c~v~~p env ~~~ R.R. #~ CO~LIWATER, t?N LOKY.EO t3,~ce: (?~-5~ X35-3000 l~~c~: (?~51 x'35-094 email: inc~~~err~~s;~r~~~~~,: ~~ttrrr~'erstur.rzet web: http:jjindparkassoc.tripod.co ~~~~~ March 20, 200$ The Tor~vnship of Oro- Medonte P.O. Box loo Ora, ON LoL 2Xo MAR 7 7 2008 ORO-MEDQNTE TQWNSHiP Attention: Harry Hughes, Mayor, and Council Robin Dunn, Chief Administrative Officer Mel Cautanche, Ward ~ Councillor Shawn Binns, Manager of Recreation & Community Services Dear Sirs: I, Deborah L. Price Sherman, Administrator for the Board of Directors of the Indian Park Association am writing this letter as a means of informing the Township, Mayor, and Council of the impending changes occurring within the Association. The Equity Members of the Association voted unanimously on March i4, 2008 to commence the process of liquidating property in order to affect the eventual dissolution of the Indian Park Association. The primary concern of the Membership is and always has been the preservation of the common lands and the aesthetic/environmental nature of the Sugarbush Community. The Board of Directors and the Membership have enlisted the services of MHBC Planning Limited to aide in the rezoning and .planning of the larger developable land within the Sugarbush. These lands require rezoning from Recreational usage to Residential usage. In addition, the Association would be interested in discussing the trail system owned by the IPA being Part of Blacks io2, 103, io4, ioS, io6, and 107. The Association believes that this trail system maybe beneficial to the Township for the development of the new Recreation facility being built on the old Sweetwater Park property. The Board and the IPA Equity Members look forward to working cooperatively with the Township and Council to facilitate the disposition of the Association lands in a manner equitable to all involved. Respectfully, , -._.~ 1 r ~ „~ , ~= Deborah L. Price Sherman Administrator for the Board of Directors and Equity Members of the Indian Park Association 1-. ~_ ~~::~,~~~ ~~~ ~ , ^; ,, _,.-x '! si'~ ( K ~~~~~.~ -l 1. '. ..~ ~1. _~ .. 1 ~ _ i _. ~} , 5 j 5~ I `. ~ .i ~.~~~ Fj1~, 11 .-. ~ 1 ,.I~ '. ~ i 1: (~: i:. 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Spnngwue~r t9las:{ga eiatl} Watershed Counties 5vr+~ut Ot~iEsrih (;rr Y Member u! t.~n5etvatinn oN~s~Rra t -d cad -~ ~' Apri14, ~Ci68 Steven Farquharson Township of Ora-Medcmte Box 1 Q6 Oro, Ontario L(?L 2~Q Gear Mr. tarquharson; Re: Rmgosed Sign F't. I.ot Zd, Concession 3, 1681 Highway 11 Township of Oro-Medonte tfotrrterlY L}ro} The Nottawasaga Vaitey Conservation Authority (NVCA} has rk:viewed the location of a proposed sign as demonstrated on the attached sketch. Piease be advised that the NVCA has no abjection to the erection of a sign at this IoCativrt. We advise this location fads within an area under the regulatUry juris~dictian a# the NVCA. Prior to the erection of the sign, the applicant is advised to contact Bsrt3 Perreauft, NVCA Regulations C}fficer for approval under the Conservation A,.atharities Act. Sincerety, - .s~~.t~.-~'~. Tim Satkeld Resource Planner Dopy: Elarb ~*erreauti_ NVCA F~eguiatrons 4fFicer Greg Maaur, Anrris-Way 9ic3ns Ltci. Cuirs>~rving our IYealt.~y t~'ater~ t~t71 tAW1+t.~)1t'+I~YhLtLY ~C>t~ISER~/ATION AIiTHUR1F~ C frrr Ctsrsv~rv~thm loitn Hiic Goasetvatin++ Admini~xrxti+m Cxxetre Ttf~in C.e~~ts~+evaiion Aaea it~QS 8$t l,inc r Urigfia, C)rt l,ftM 4T4 7etrphone: 705-12~td74 - E:+x= iE~.S_dl4.211. .• 1NCh~ v+ww,m+C~.W~ta ~ Emaii: atjmindbnvra_tin-ra ~+se ~ ~o sa .~du fro ~~ l:d 3 Annis -~ l~ ~ 1 ~,~~~ ~ ~ ~~~~u ~ ~~~il~ ~- ~~~~ ~~~ `~~,a r (...~ V Annis-Way Signs Ltd. 299 Lakeshore Drive, Suite 203, Barrie, C}N, L4N 7Y9 Phone - 705-734-2860 /Fax - 705-734-2415 ~ ,~6~ . r~ a ~..~ ,` ~'' `~i~(111I;1 ~~+'flLa' KI: i Urr~ ~t~lti~~n. fiint<{ric> i tll .'{~'I ctnaii „hc<~thclin<~tc~n~"~l.rU~+wTS.CtJtTt 1~1f11 ;1 ~iiii 1lar~~a- ase~t ~~c~uk~e-~c a~f~'ou'ncil 1-1~ I.inc~ ? ~~ul~l~ I;~;~: ''?i; ~}~.Ir A~}a~~t~r~{!~_~ \fe11t[3c'{~; i~l~(~~~~,rl~:i1, ~uhj~~~~( 1 I~~~lilcril~~~l~~1~ (11~~ ~~,_{ii<>rt ~:"t~}'`~'t~` i~~_lai, '~}1e~~1°ance Cc~n~r~yanee ~!t 7~%{).~ Il?`~ 1\ItC d1i~l } {)171~C1ic~~C: C~ ~(:1~)i Y)~iilT<lt~'~1 _> 23~1-~5 C>i ~~11~C~ lil ~~~v ~ti~.l.fi)il ~f~~311T „S=1}?11 ~lal~~«~, ~~,1{i~~h rl!rr~~~il~~ c<m~i.,t~5 c~~~ l~.~t.; ~}7~u~<{tc:~l [~~ i~,~iti ail~~l~a{i~t°~ (~I~is ~~aci~a<.~~' C1I li3.l1C} Iti ~~tl(~I U} l_I111~~'!.`~li~l~t'Ci Oi<lIl (~f)~)_ ~~~~1' ~I~lVC }l~Cll ~:CC1~!li~~ ~_C1 ~l~l\i' ~~1C~ 1~i?~li~ ~;~ ~'`:Ai11~(°C:> ~-, ~,r1V;~'V~'Ci f'~<iC~i 1~. ~~~_ `,!?11:x' ~~.li~~~lttti;l~~, L'll"C ~li~;~~3~':~~`r' ~~t_?l[I~~Cj}~'~1C?S£.'TI{7f ?=t~{) ~~.'~!~,+,'cll"(~ `-:dill ~l'li,~lll ~11tj~ Ci~i+, 1(i d }?~lII11~i.C~ Cli"<ji(1t1~'C ti(llCly II? ~i?~ 1f~';~ ~'~'C }3~?'.'C tl~J1~. 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'. ,_ ., C From: Hughes, Harry Sent: Wednesday, April 30, 2008 1:43 PM T©:.Council Cc: Subject: Late Dog Tag Charge April 30, 2008 Dear Mayor and Council: We are in the process of moving from Bracebridge to Fergus Hill Estates with the expectation to be settled in our new home in the next two weeks. Being conscientious, we visited the Township Offices to purchase a tag for our dog. We were surprised to find that we were assessed a $10.00 late fee. We would like Council to reconsider this late fee in situations like ours as it does not seem fair to penalize individuals who have taken the immediate action to comply with the law. In this instance we are purchasing the tag for our dog in advance of actually moving into our home. Thank you for your consideration of this request for the $10.00 refund. John Ingrid Pegg 30 Clairemont Crescent Fergus Hill Estates RFi#1 Orillia Office Number 705-689-2633 toryslanding @ bellnet.ca 511/2008 ___-- ©riginal Message ----- From: Jim Purnel( Ta: Irwm, Doug , .Council Gc: garfield.dunlop@pc.ola.org ; daltc~n.mcguintyQ_ola.org ; premer~ola.org ;Jim &_Pat Woodford Sent: Sunday, April 27, 2008 10:47 AM Subject: Re: Greenbelt Ta all Oro-Medante council, OMEGA members, all Simcoe Caunty council, Garfield Dunlop, Simcoe North MPP and Premier Dalton McGuinty: 1. a} Simcoe County council clerk -please ensure that this e-mail is forwarded to all county councillors and placed an the agenda ASAP -keep me posted about wheal if it will be discussed at S.C. council 1 b} Garfield -please forward this to anyone at Queen's Park if you feel it would help (especially the premier if I have his a-mail wrong}. Thanks. 1. e} O.M. council. -please keep me informed if and when this issue comes before council. 2. 1 would encourage council {perhaps via OMEGA, but we likely do not have time to provide input before the July deadline to approach the province about joining the greenbelt} to become part of Ontario's Greenbelt. At a minimum, local councils should discuss this with the province, which, as you likely know is accepting "applications" to expand the greenbelt until July. Becoming part of the greenbelt is likely the easiest and best way for us to protect Oro-Medonte's rural nature and the Oro Moraine as well as other parts of Simcoe Gounty. For an informative article an this issue, please see the Martin Middlestaedt's article "Ontario's Greenbelt a made) for the world," in April 10"s Globe and Mail, P. A10 (1 think}. (I can provide copies. If required, let me know}. RSVP, Jim Purnell 127 Huronwaods Drive RR#4, Goldwater ON., WOK 1 EO 705-835-9311 globeandrnail.com: Ontario's greenbelt a model for the world _ Ontario's greenbelt a model for the world Toronto-area protected zone earns high marks for its vastness and for the strong government support it has MARTIN MITTELSTAEDT FROM THURSDAY'S GLOBE AND MAIL APRIL L0. 2008 AT 134 PM EDT The loss of prime agricultural land near cities due to urban sprawl is bemoaned the world over as a modern blight. But a solution may be at hand, for which Toronto should be recognized as a world leader: greenbelts, or farmland and environmentally sensitive land that has been officially made off limits to developers. A study being released today says the zone of protected land around Toronto is not only one of the largest greenbelts in the world, but is also superior to ones in North America and Europe. "Ontario's greenbelt is positioned to be the most successful and most useful greenbelt in the world," concluded the study, compiled by the Canadian Institute for Environmental Law and Policy, aToronto-based think tank. 4 ~.. _ .. Enlarge Image In making the assessment, the institute looked in detail at B.C.'s agricultural land reserve, one of the first efforts to curb sprawl in North America; Oregon's urban growth boundary; the unusual greenbelt that Germany is developing in the former no-man's land along the Iron Curtain; and the famed greenbelts around London and near Amsterdam. It dismissed as a "failure" the greenbelt around the Ottawa region assembled by the National Capital Commission, suggesting it has facilitated rather than hindered urban sprawl. The study will be submitted to the province as part of a consultation process by the ministry of municipal affairs on ways municipalities near Toronto can have some of their remaining viral countryside included in the greenbelt. Many greenbelts are under threat because of pressure for housing, roads and other urban uses, but the case in Ontario is the opposite. The province has told developers hoping to have the tracts removed from the greenbelt to take a hike, and that its current boundaries are fixed, even if real estate companies are willing to trade land into the greenbelt elsewhere to maintain its size. "My goal and my mantra that drives me is that we're going to be doing nothing but expanding the greenbelt," Municipal Affairs Minister Jim Watson said in an interview. With that goal in mind, the government is embracing municipalities that are interested in having more land covered by the greenbelt, established in 2005 by the Ontario government. It intends to issue a directive by July detailing the steps necessary to have the province agree to expand protected areas. Guelph and Oakville have said they're interested, and other municipalities have informally approached the government, although Mr. Watson was unwilling to identify them. The greenbelt includes the world-renowned Niagara Escarpment, a ribbon of limestone cliffs that snakes across Southern Ontario from the Niagara Falls area to Tobermory on Georgian Bay, along with farmland and an expanse of bucolic rolling countryside north of Toronto known locally as the Oak Ridges Moraine, created by debris deposited by glaciers as they melted at the end of the last ice age. Although urban sprawl and the loss of productive farmland are occ~uring almost everywhere in the world, greenbelts area "relatively rare" tool for dealing with the problem, said Maureen Carter-Whitney, a researcher for the institute who conducted the study. It was commissioned by the Friends of the Greenbelt Foundation, anon-profit organization funded by the province that was established to promote agriculture in the greenbelt and safeguard its ecological features. Ms. Carter-Whitney's comparison gave high marks to Ontario's greenbelt because it has tough legislative protection, strong support from government, and covers a large area. globeandrnaiLcom: Ontario's greenbelt a model for the world ~ _ One concern with greenbelts is that they could promote even greater sprawl if development hops over the protected zo~e, creating longer commutes and wasting just as much farmland. Those who back greenbelts hope they encourage more efficient and intensive land use within current urban boundaries. In Toronto's case, such leapfrogging is happening as development moves north to areas of Simcoe County around Barrie, but the trend has been observed frequently enough elsewhere to be viewed as a legitimate threat to this system of land conservation. "That's been seen to be an issue in Che United Kingdom around the London greenbelt," Ms. Carter-Whitney said. "'T'hat is one reason people are hoping an expansion of the [Ontario] greenbelt would be useful" by making such leapfrogging more difficult. The study said B.C.'s agricultural land reserve has had success in saving farmland from development. While the quantity of agricultural land being converted to urban uses in Canada more than doubled from 1971 to 2001, B.C. had no net loss over a roughly comparable period, 1974 to 2003, although some prime cropland was developed and replaced with less productive farmland. Ms. Carter-Whitney said greenbelts should be considered in other areas of Canada facing sprawl, with Calgary a prime candidate. Farmers are potential losers from greenbelts because developers won't pay top dollar for tracts that can't be converted to urban uses, yet they have to cover most of the costs of preserving land for society. The study says farmers should be compensated "financially for implementing environmental stewardship activities that benefit everyone." As wet], governments need to encourage the consumption of food grown in the greenbelt through farmers markets and promoting crops that appeal to Canada s growing visible minority population. The Netherlands has tried to brand food grown in its greenbelt, known as the Green Heart, and Canada should do likewise, the report said. "Steps should be taken to ensure that farmland in the greenbelt stays productive so that the area can continue to provide a secure local food source in the future," the study said. _ , _ _ _ _ _ Recommend this article? 141 votes G©od stare ~~ ~r~ertbett Comparing S~ntar€o's gre~nDtlt wAh tt~®se im -~ United Kingdom, Garmsrty and tht tieiteertardx r, f 1 ,.,, ~ •t ~~:wn:.,; ~;.z;.,, ~.~i~,,~ ,~~~t~- ti', i.t ~ ~ ~ t -~F~L ......~~ d y _ r r,.. ~,. ~ a- v ~ +~: ~t~~r OM/tAlO zt~ ..;a, u ~., -~ T~a" ~'~~ C;..>}x~ a ~ ~ ~..»~.. .,. _W . fv ,, K~r ,waws~a€s r~rM[~t~uaos ~., o T:, O G~;.~.,r, 44R1MNY ,r .. ~ (~ London -, ,~-vr~c.<.la ~t~ ~ .. ,. U ~ .i View the most recommended Real Estate `=: ti -- i ~ ~~ ~ z~ , r~ ~ } ~~'~ .~ Canada's greenest house looks like any other Autos California jump-starts the plug-in race Travel -~-~v`. ~ ~ Cam.. ~~~ C~~~ a;~. -~~ . Cc~v~c, ~- a. ~ ~, ~ -~ ~- ~ ~, Spring Hedge Farm 28 April 2008 Hon. Jim Watson Minister of Municipal Affairs and Housing 777 Bay St, 17th Floor Toronto, Ontario MSG 2E5 -. _a ~' ., .~ - ' ~: :~,; ~- . .,,. .~:.~.. y~ .y fYi' ~_.~~t Almost 26 years ago I married a dairy farmer. At that time I knew that there would be a long road ahead full of unique challenges. In 1982 my husband and his father were operating a 200 acre farm with the help of a full time herdsman and a student each summer. I got a job away from the farm to help save money and prepare for our future together. We now have three sons and I continue to hold a job away from the farm in order to be able to afford the day to day needs for our home and children. I am the first generation of farm wife who has needed to work off this farm even though there is enough work for me to do on the farm at home. When I finish work away, I come home and assist with the farm. Brian, Brent and David help after school, after work and on weekends. Over the years it became more and more challenging to keep full time help. Not only does no one want to work at farm labor, but living so close to Brampton and Toronto, jobs are readily available for those who want easier work with weekends off. Because of this we had to sell some milk quota, cut back the number of cows we milk and do all the- work ourselves. We no longer have a full time herdsman and we have not been successful in hiring a student for many summers. Because of the fact that our farm has been Greenbelted our sons no longer have a future in farming. These hard working young men who are 24, 21 and 17 have had their future stolen from them due to the fact that our farm has been included in the Greenbelt. I continue to hear all the advertisements for the Greenbelt that promote how it protects agriculture. Well it has done exactly the opposite. To help you understand: We are on a 200 acre dairy farm where we milk about 42 cows. This means that we have about 120 cows between the milking cows, the dry cows, the heifers and the calves. We have the appropriate acreage to meet Nutrient Management which is dealing with the waste of our animals. If we wanted to take just one son into the business we would have to milk approximately another 20 cows. This actually means that we need to have another 50 cows on the property with milking cows, dry cows, heifers and calves. We would no longer be able to meet the requirements of Nutrient Management and the land in our area even when Greenbelted is too expensive to purchase to actually farm. It would take more that a generation to pay the additional land off which does not make good business sense. GJ,y ~F~~-itaUe F'.C~:~Ct, R.R.. #1, ~RRfi ~~OTT~, t~n'~a~io Z;~" ~<,'~ `'- "tc=1i ~ - iTiC;C~r,nQt':~;~1t~C~~'-S . C'GI"l Actually it does not make good business sense to add onto the farm business that we have at this location any more as a 6 lane highway, hydro corridor, gas line and possibly rail for trains is now proposed to go through our property. I also understand that Bramwest Parkway will come up and join this East-West Corridor. Yes the Greenbelt allows any infrastructure that will help urban development to go through its protected lands. The ground for this highway is expected to be broken in 10 years with a completion date of two years later. Even if everything goes on schedule and if we could sell the rest of the property at a decent rate it would be too late for our sons to be setting up a new farm. They would be about 35, 32 and 28 years in age. This means that we will probably consider selling our cows and quota in the near future. The only reason we work this hard is to have the opportunity to pass the dairy business onto the next generation. As this is no longer possible dairy farming seems not worth being this tied down or all the additional effort. The costs of farming have continued to soar each year. Over the last 20 years most of the agricultural grants that were offered through the rest of the province were not offered in our area as we live in the GTA. The government did not want to invest in farm land that they felt would soon be urban. We pay higher taxes and higher insurance rates as well in this area. Then in the last 15-20 years all the agricultural infrastructure has left. We must drive over an hour and a half each way to get parts for our machinery, feed and all the other products we need. We also must pay mileage to companies that come out to set up new equipment on top of the costs of the actual machinery. We have also been zoned in the Protected Countryside portion of the Greenbelt lowering the value of our land at a time when we need to sell and move to a more agriculturally based community. The government seems to think that it is simple for us to sell our land to someone else who would like to farm. The problem is that this Greenbelted t_and is locked into agriculture and anyone who is truly interested in making a viable living at farming would not locate here at this time. It is hard enough to farm anywhere these days. It is far easier to be a successful farmer in a farm community where the agricultural infrastructure is still in place. The only ones who want to purchase this land are those who are true speculators. After all we are surrounded by the infrastructure for urban development. A Go-Train station is opened in 2005 five minutes away from our farm. Shopping and jobs are not much further. They might not even mind if the road is going through but naturally they want to purchase our land at the devalued Greenbelt price. A result of Bill 135 this provincial government has caused a major drop in Greenbelted land values. This same government has the right to take the land at the devalued price for any of their roads, dumps, hydro corridors etc. To me and many others this amounts to legal theft. The way Bill 135 is written it also supersedes the Century Farm Act. The Century Farm Act was put in place to protect farms that have been in one family for aver 100 years from being taken for the development of urban infrastructure. Greenbelted Century farms do not have this protection. This bill also supersedes the Expropriation Act. I have had lawyers look at this piece of legislation and they confirmed this to be true. What are we to do if we don't even have the protection of the Expropriation Laws when our land is taken for these highways, dumps hydro corridors and so much more? Our laws were put in place to protect and to treat everyone fairly. We as farmers who have been Greenbelted have not been treated fairly. Many of us have lost millions of dollars of value in our property but our taxes have continued to go up. Many of us feel like the new minority is the farmer or rural land owner. ~~ t ~ _ ._ ~ .. _. _ ~- ;~~t_~~,~. _, _~,. , ~~~_ Farm life is so tough these days that many are thinking about giving up. One of my family members got to this point recently. She and her husband farm property a few miles south of us in the City of Brampton. Along with her husband's family, they have been operating a very successful farm on the same property for 6 generations. During the 2005 GREENBELT their land, along with two other farms was zoned Natural Heritage as they are located along the Credit River. These three farms have been left to survive alone. Development lands surround these farms and subdivisions will soon fill these development lands. The farmers that own the Greenbelted lands now know that the 6 lane Bramwest Parkway is proposed to go through their properties. As the government continues to advertise that everyone should go out to experience the Greenbelt, my cousin finds more and more people driving in their lane to help themselves to their apples or just hike through their land. They are fed up! This is private land where my cousin pays the taxes. They were raising chickens where bio-security is always a concern. They just can't take it anymore! They have sold their quota and will not be raising chickens any longer they are just not sure what they are going to do with the apples. There is something terribly wrong with a Greenbelt plan that is set up to protect agriculture but instead makes farmers give up and throw in the towel. I am sure that you will see more and more barns in the GTA that have been zoned GREENBELT left to decompose as these farmers cannot afford the additional costs of farming in the GTA so they give up. They cannot afford the cost to continue maintaining their buildings and land knowing that sometime in the future, this could all be in pavement or a dump? They know that they will not be paid for all the improvements they would have to make yet the only way to remain viable in agriculture is to maintain their property and their business. Most feel that it would be better to invest this money plus all with the time and efforts towards a farm not located in the Greenbelt where they can settle and have a chance to be a successful farm family. Most will choose to give up. If you only understood the stress that most of us are going through right now. We as farmers all believe in the work ethic. We all felt that if we work the double time at home and away from the farm, take as small an income off the farm as possible, add as much automation as we can afford as there is very little labor available and do almost everything ourselves, then we would get ahead. Some time in the future things will be better and some of the things that we want to do, we will have time and money to do. Well can tell you, there doesn't look like there will be any freedom 55 in my life. We are working even harder that we did 25 years ago when I first married into this family. It is a slap in the face to all rural land owners who have been Greenbelted when the provincial government hands over $25,000,000 to a group called "Friends of the Greenbelt" where this money is primarily lining the pockets of their friends instead of helping those who have been negatively impacted by the Greenbelt. Here's a short sampling. The Executive Director of Environmental Defense, Rick Smith, is a Greenbelt Director and his organization received $600,000 from the ~ 10 million that has already been spent from this public slush-fund. The Executive Director of Ontario Nature, Caroline Schultz, is another Greenbelt Director and her group netted $235,000. Stuart Hilts, a Guelph University professor in charge of the Land and Water Stewardship Programs sits on the Greenbelt advisory board and his academic department walked away with $400,000. The list goes on and on. (See Appendix A for more details) 1 do see the need for environmentally fragile land to be protected and 1 also see that we must have enough good farmland to produce healthy food for everyone in this country. You cannot protect agriculture by protecting farm land though. If farmers were making a decent living ~~ U - ~~~-~ ~~- ._ _ t ~ -_ ~~ _ , ~ ~ ~- _f~ 4 ~ .T . .~.~.~ ,v producing the food you eat they would be happy to continue farming. When food is brought into this country and sold for less than cost of production our farmers cannot compete. Another challenge is that the farmers in this country are expected to meet the highest standards to both produce the very best food while protecting the environment, meeting today's labor standards and so much more. Food brought from other countries does not have to meet the standards that our farmers must meet. Other countries can spray the food they grow with pesticides and herbicides that have been banned in this country including DDT. By purchasing these substandard products you are encouraging more pollution to the planet. By bringing in these substandard products you are feeding Canadian families with food contaminated by chemicals that could have unhealthy results both in making people sick and adding additional stress on our already overworked health care system. What has happened due to Greenbelt is that development has leap-frogged up to Bradford and the surrounding area. Residents in this new development drive through the Greenbelt wearing out our roads and producing carbon to get to their jobs in Toronto or the GTA. Bradford is also a place where there is still a healthy supply of agricultural infrastructure. This is now a place where housing is the fastest growing crop on the land. Farmers in this area will span see the tractor dealers, feed mills, dairy supply companies etc move on as the farm population decreases. We saw this happen 30 years ago as Peel's urban development took off. Please do not put any more land in the Greenbelt. Many who live in the GTA and its surrounding area think this plan is wonderful and would like to protect even more land in this area. The problem is that it doesn't protect and the only ones who are paying for this GREENBELT are those of us who are on the farms, living and farming in this area. All these people who are suggesting more and more land to be included have nothing at risk. We have noticed how many parcels of land sold to developers prior to the 2005 GREENBELT managed to remain just outside the Greenbelted area. The Greenbelt does not protect the environment or agriculture. The Clean Water Act and the Nutrient Management are far better examples of Acts that will help improve the environment and protecting land will never protect agriculture. Agriculture must be a viable industry to be successful. The Greenbelt is only a way to zone land to hold it for future infrastructure for urban development and all at a cost to the farmer or landowner. It is time to stop taking advantage of the new minority, the rural landowner and the farmer. MY RECOMMENDATIONS 1. 1 recommend that no more land should be added to the GREENBELT. A Greenbelt does not protect agriculture. It does not protect the environment and it is not Green. Go ahead with your growth plan first showing your placement of roads, land fill sites and other infrastructure. Purchase the land you need at the going rate. 2. Farmers need cast of production. When you compare incomes through out the world food takes a much smaller portion here in Canada than in any other country but that food source will disappear if you don't look after the farmers. I am sure that you all like to eat once or twice a day. We as farmers provide the milk, meat, fruit and vegetables that each of you consume with your families and friends each day. Maybe if you put enough of us out of 7 business, you will see just how expensive your food can be. If we continue the way we are, farmers will not be able to afford to farm in this country and when Canada cannot produce the food we need to survive we become a third world country. Please work with the federal government on this issue. 3. The viability issue must be looked at when you are talking about protecting farms. REMEMBER PROTECTING FARMLAND WILL NOT PROTECT AGRICULTURE ESPECIALLY IN AN AREA WHERE THE AGRICULTURAL INFRASTUCTURE IS GONE AND YOU CANNOT BRING IT BACK! 4. Use the natural boundaries like the Escarpment and real science instead of these straight lines and political science that is shown on the draft. Then protect the many parks and conservation areas have been left out. 5. Plan for the whole province. This will stop the leap-frogging onto the best land of all like Bond Head and Bradford. 6. Leave highways and especially landfill sites out of the GREENBELT. They are not environmentally friendly. 7. Don't make this just a cost to the farmers and landowners. Purchasing the land or purchasing the landowners development rights may assist farmers and allow them to continue farming the land. 8. Remove Section 18 and 19 of Bill 135. Allow us the rights that each of you have with your property and allow us the right to a FAIR APPEAL to a Court. I do not know the Minister on a first name basis and he does not know me so 1 would like our Court System to decide what is fair. Even murderers have the right to appeal. 1 feel as a law abiding, tax paying citizen, 1 should at least have as many rights as a murderer! 9. Treat the land owners who stand to loose so much with respect. If you MUST take land far any of your communication, transportation or major services as you call them abide by the Expropriations Laws that were set out to protect the land owner. Sincerely, k ._ H. Lynne Moore C.G. Hon.Dalton McGuinty-Premier MPPs throughout the Province Marolyn Morrison-Mayor-Town of Caledon & counsellors Ontario Federation of Agriculture Media Appendix A ~ ~ ~. ~~.,~~~ s _~~~ - _ ,_~. _~,._~~. a _~~~, ~. By Ia~~ Gumming (Reprinted with pernxissir~n frofn the Ontario Farmer}, January IS, 2008 Since June 2005 Friends of the Greenbelt have given over $ 10 million of tax payer money as grants to about 75 organizations, with another $15 million to be given out before June 2010. Most to other friends of the Greenbelt. The $25 million was granted by the province of Ontario after the formation of the Greenbelt, has allocated funds; ranging from $2.4 million funneled through the Lake Simcoe Conservation Authority, $1 million to Farmers Markets Ontario, $1 million to Local Food Plus, $600,000 to Environmental Defense, $235,000 far Ontario Nature, and $32,500 far the World's Largest Multicultural Salad, has garnered both its critics and supporters. There have been 271 applications too for a piece of the pie thus far, and the nine person board of directors, meet two or three times a year and determine who the successful applicants are." It's legislated money laundering," said Robert Fowler, from the Ontario Property Environment Rights Alliance (OPERA) "It's extortion by statute." Fowler is concerned with the direct connection between some organizations and universities that directors and members work for, and the large amount of money those same organizations and universities receive. Also organizations like the Sierra Club and Suzuki Foundation are recipients of large Greenbelt grants, and lobbied hard for the creation of the Greenbelt in the first place, noted Fowler. A matching of the biographies of these directors and advisors, and where the funds have gone so far, reveals a disturbing picture, says Fowler. The Executive Director of Environmental Defense, Rick Smith is one Greenbelt director and his organization received $600,000. The Executive Director of Nature Ontario, Caroline Shultz, is a Greenbelt director and her organization received $235,000 The Executive Producer of the Royal Winter Fair, William Duron is a director and the Royal got $600,000 over three years. Another director works for Brock's University new school of oenology and viticulture, and is vice -chair of the Ontario Grape Growers and Brock University got $219,000 while there are seven different grants for Niagara tourism and the wine industry totaling $$25, 650. Stuart Hilts, a Guelph University professor in charge of the Land and Water Stewardship program sits on the board of advisors, with his department at the University getting $400,000, along with another $75,000 given to the University, pointed out Fowler. These people, "are very adept and have had well paid careers by integrating with special interest groups," said Fowler. There are very strict conflict of interest guidelines imposed on the directors and advisors, said Burkhard Mausberg, President of the Greenbelt Foundation, and former executive director for Environmental Defense They had the choice of some people being in potential conflict of interest when forming the board, or having a less capable board of directors who would be arms length from the reality of the Greenbelt, he pointed out. "We accepted there would be conflict of interest, but we have the best possible people," said Mausberg "We have participants in governance role that know the issues - a stakeholder board." 1 w` ~~o__. ~ .~~~~~ _ 6 `w Although Mausberg takes exception to the criticism of funding special interest groups he confirmed the Foundation does not support: land claim disputes, basic research, capital campaigns, endowments, deficit financing and projects or organizations outside Ontario. Fowler however remains deeply concerned, noting there is "a ministerial deception of the process and its all smoke and mirrors." Farmers and landowners have been devastated with the Greenbelt, because 'the economic land values and social input does not enter into it," he said. Ross McMaster's Durham farm falls within the Greenbelt and his retirement nest egg has gone up in smoke, while land less then two kilometers away and not affected by the zoning fetches $ 100,000 an acre. "My retirement nest egg was smashed with the enactment of the Greenbelt and it is frustrating to see all the handouts to every special interest group that asks for it," said McMaster. ~_ b ~ ~ 7 ~~c~ ~~~i, ~ i~1, ~c~ ~a~'rcC THE CORPORATION OF THE ,~.,,~'~, ~~~`~ I48 Line 7 S., Box 100 ~VT u Oro, Ontario LOL 2X0 O , W ~ (~ 1 1 ~ ~ C'hone (705) 487-ZIT I 111 111... 111 111 ~~~""""" Fax (705) 487-OI~3 ~r www.oro-medonte.c May 7, 2008 Mr. Glen Knox, Clerk County of Simcoe County of Simcoe Administration Centre 1110 Highway 26 Midhurst, Ontario LOL 1 XO Dear Mr. Knox: RE: PROPOSED SIMCOE AREA GROWTH PLAN Further to our correspondence dated April 30, 2008, the following comments are submitted for your consideration: The need to feature air transportation with roads and railways is essential to the Growth Plan. The importance of the Lake Simcoe Regional Airport (LSRA) with its International Customs component, at the centre of the County, should be more fully referenced in the plan. It is critical to recognize the importance of this facility from an economic standpoint as well as from a mode of transportation perspective. The LSRA is poised to support adjacent industrial growth which is already designated in the approved Official Plan. In addition, the potential to support other users within the broader Simcoe County area needs to be highlighted in the transportation plan. • The plan speaks to the concept of establishing employment nodes along the Highway 400 corridor south of Barrie. While the Township supports this concept in general terms, it is essential that provincial legislation better permits municipalities to designate local employment lands. Without this flexibility, to expect a large portion of residents to commute to the Highway 400 corridor would contradict the live-work-play concepts, and likely continue the reliance on the automobile to commute from the peripheral areas of the County. ~-~- ~~ - • The concept of higher density housing will be a challenge in rural areas especially those located in the snow-belt. Snow storage within some denser neighborhoods need to be part of the community design. Incentives to promote housing to serve seniors and affordable housing should be considered. The plan should acknowledge local employment opportunities that exist adjacent to the Highway 11 corridor. The ability to service this area with existing infrastructure (which is contemplated for expansion) makes logical sense, especially for dry industrial uses which do not require significant water or wastewater and would otherwise occupy large tracts of serviced lands in other areas of the County. • In respect of the Natural Heritage component, there are references to allowing existing farm uses to continue. It is the Township's position that the plan should be stronger in terms of supporting and encouraging agricultural uses to continue. The plan contains important infrastructure improvements essential to the Growth Plan. The Township supports the County's efforts to help ensure that the Province fulfills its obligations to the Growth Plan. If you require any clarification in respect of these items, please contact the undersigned at your convenience. Thank you for the opportunity to provide comments on this plan. Yours truly, H.S. Hughes Mayor cc. Members of Council and Planning Advisory Committee R. Dunn, CAO D. Irwin, Director of Corporate Services/Clerk B. Hoppe, Director of Building and Planning July 27, 2007 THE CORPORATION OF THE 1. ,,, r - y ~ 'ax ~'C~ti~TN~I~II~ - ) ~ OF Mr. Wayne Wilson CAO/Secretary-Treasurer Nottawasaga Valley Conservation Authority 8195 8"' Line Utopia, ON LOM 1 TO V ~~~~' ~ .~ .~ 14 e ox t 00 Oro, Ontario LOL 2X0 Phone (705}487-2171 Fax (705) 487-0133 www.oro-medonte.ca ~~~. ~~~r ~ : ~~~~ , Re: 2006-2007 NVCA Program Services Summary Dear Mr. Wilson: Your correspondence dated June 25, 2007, with respect to the above-noted matter, was formally received by the Council of the Township of Oro-Medonte at the Committee of the Whole meeting of July 18, 2007. If you have any questions, please contact the undersigned. Yours truly, oug Irwi Clerk /jt ' ~~P~ pSA Gq :L9t o ~ _ . `~ o 'z o~ tif~~~q T10N .PV~~ Member Municipalities June 25, 2007 ono-~~E~o~r~ roY~r^~, ~;~~~~- f1~OTI0N# j`~1_ __ _ _ '~ J U L 1 $ 200 h~~=ETING: COUNGI~ _ C . 0 ~ _W._ -c-~ Mayor Harry Hughes and Council The Corporation of the Township of Oro-Medonte 148 Line 7 South Oro, Ontario LOL 2X0 Dear Mayor Hughes and Council: Re• 2006-2007 NVCA Program Service Summary ~~~~~~~ JUL 0 6 ~~?7 ORO-MEQOh1TE TOWNSHIP .;,~;.~ Please find below an overview of the NVCA Services provided to Oro-Medonte ;; ,,, ,, ,,,. ~ „_,,._ Township during 2006 and 2007 as requested. "~`'`~"'°`~ Land and Water Stewardshiu Services ,,,, , Waterways in Oro Medonte (Coldwater River, Bass Lake, North River, Sturgeon River and Hogg Creek) have been thoroughly researched in 2006-07 ' '' ' '`"'' for fish populations/fish sampling. As well, forest cover, wetlands and soil permeability have also been researched. This information was used to develop ,;, ~;., , fish management objectives for watercourses in Oro -Medonte. The Fisheries Habitat Management Plan will be completed March 3t, 2007. .. .,,.;, Fred Dobbs, Manager of Stewardship Services along with Sara Campbell, _ _ Aquatic Biologist presented, a Ratepayers open house in Oro-Medonte on ,,~, ,~. June 2"d with regards t^ startling a "Friends of the Lake" group and stewardship ~`' options. „~,r Watershed Counties ,~~ rF~,,;~~r~r «{ ~t#~ .^ ~--~ Conservation ONTARIO • Byron Wesson, Director of Lands and Water Stewardship Services attended a Bass Lake Rate Payers meeting providing information about the Community River Restoration program. • Land Management -Property Acquisition (Part Lot 11 Concession 2 - 15 acres) Site inspection/inventory undertaken May 12, 2007. Staff are planning to work with the local community to initiate a "Neighbourhood Watch" for the land. The property will see standard management and maintenance as per the NVCA Land Management program. Consert~irr~ «ur Neafthv Watt~rs NOTT,g1+1'ASAG.A VALLEY CONSERVATION AL!THORITY Centre for Conservation John Hix Currenation Administration Centre Tittitt ConsFrvatiun Area 8195 8th line Utopia, On LOti1 1T0 Telephone: i05.424.i4i9 Fax: '05.=724.Z11~ A4~eb: iti~~nv.nvca.on.ca Email: ac!min~'nvca.on_ca .. } ~~~~ ~ ~ ~ 2{)Ob-2OO'7 Sr~~~r~~~1~~ry c~~f I'rc~~ra~7~ Scr~ iceti Pabe 2 cif' 3 ~!, ' t '' ~. ~~ ~ ~. Healthy Waters - During 2006/2007, our Healthy Waters Program received 5 information requests from the Township ofi Qro-Medonte. Shannon Stephens, NVCA Healthy Waters Program Coordinator, also assisted in organizing 11 Healthy Waters workshops that werelwill be held throughout the year and are open to all watershed residents. Most ofi these workshops are held at the Tiffin Conservation Centre, but there are still a couple that are left unclaimed location-wise if your municipality is willing to provide a venue in-kind please contact Shannon at 705-424- 1479 ext 239. These workshops focus on "Protecting Your Drinking Water" and include workshops providing information on wolfs, healthy water awareness, septic systems, organic lawn care and much more. Planning Program Services • Permits issued under Conservation Authorities Act- 33* • Violations under Conservation Authorities Act- 1 "`* • Legal and Real Estate Inquiries - 5 • Minor Variances - 11 • Consents - 1 • Zoning By-law Amendments - 2 • Subdivisions - 2 ? " Permits issued were 10°1~ ofi the total permits issued by NVCA in 2006. *' Bass Lake hearing under the Conservation Authorities Act. Planning fienvicps also provided natural hazard land mapping, including wetland, unstable soils and flood plain mapping #or the Township. Digital copies of the hazard lands mapping have been provided in 2007. In addition, the Authority retained consultants to determine the regulatory flood elevations for Orr and Bass Lakes. Engineering and Technical Services • Engineering reviewlsupport for Planning Permit Applications NVCA's total monitoring effort far 2008 will take place at the 10 stations located in Severn Sound. Qur 2009 total monitoring effort will take place at the 7 stations located in Willow Creek. Each of these sub-watersheds is moni#ored on a 5 year rotational basis. The Sevem Sound stations are subject to .change depending on Severn Sound Environmental Association sharing data with the NVCA. 't'cn~rnsl~ii7 i~f C)rc~-M~ctt~3~te 2U(}~-2t}O7 Stt~n~77~~r~ ~>f~ E'r~~~r~l~l S~rtiaice I',~~e 3 cif 3 • Planning (Natural Heritage review} - Duivenvoarden Severance and McNiven Transposition • Watershed Report Cards -assessment completed for municipalities • Monitoring -Review of Buffalo Springs and Area Monitoring Studies and preparation of monitoring proposal. • Ground Water monitoring -Source Water Protection Actively working within the Source Protection Region to provide Source Water Protection and Ground Water Management in#ormation. Watershed characterization report soon to be finalized. • 1_ands -Biological Inventories on newly-acquired NVCA lands • Ongoing -refinement of Generic Regulation wetland boundaries Flood Forecasting and Warning Program - 20Q6120tI7 Flood Forecasting and Warning Program - 2006!2407 issued a total of 18 flood messages and a total of 12 media interviews. The NVCA also has 11 weather stations located across our watershed, one of which is located at the Oro-Medonte Fire Hall. These weather stations provide us with the temperature and precipitation conditions used in our Flood Forecasting Program. Source Water Protection imp{ementation in cooperation with Lake Simcae Region Conservation Authority and Severn Sound Environmental Association. This information has been provided to capture the extent of Conservation Authority work completed for your municipality. Sincerely, I Wayne R. Wilson CA01Secretary Treasurer .~ Jtr~ ~ Nlv THE CORPORATION OF THE 148 Line 7 5., box 100 Oro, Ontario LOL 2X0 ~~~ ~ ( ~ 1 ~ ~ ~ Phone (705)487-2171 ~.J 1 1 ~1 1 Fax X705) 487-0133 O~ www.oro-medonte.ca s I i June 29 2007 Wayne Wilson CAO/Secretary-Treasurer Nottawasaga Valley Conservation Authority 8195 8~' Line Utopia, ON LOM 1 TO Re: Request for NVCA to Review Operating and Capital Budget Structure Dear Mr. Wilson: Your correspondence dated June 11, 2007, with respect to the above-noted matter, was formally received by the Council of the Township of Oro-Medonte at the regular Council meeting of June 27, 2007. Council has requested clarification with respect to your motion contained in your aforementioned correspondence. A copy of your June 11, 2007 is attached for your convenience. If you have any questions, please contact the undersigned. Yours truly, /~ Doug I ' Clerk /jt Attach. cc: Members of Council ~pSAGq ` _ -i~~4EDONTE TOWNSHIP P o ~ ~~'~~~ _ .l O N ~ ~ ~ ~. -- fi i `' ' 2 ,, .c ' ~ ~ ,;UN 2 7 1007 -'~~ June 11, 2407 I~ n j'j "'~-.~. o ~nn y~~~~~+rioN~P~~~o is i ING: COUNCIL 4E~V C. OF W. ^ ~~ Mayor Hughes aril ounce 'l~N ~ ~ 10p~ The Township of Oro-Medonte ORO_tij 148 Line 7 South T pW NSN~PT E Oro, Ontario LOL 2X0 Member Municipalities Dear Mayor Hughes and Council: ~tljs~ld-7ti~+ rO~Vii-~ Re' Request for NVCA to review Operating and Capital Budget structure ~1~n,ir,in~i, t,<~~~~c Further to the your request that the NVCA Board of Directors consider restructuring ~;,~. E;;~,t. ,,,,~,~;,,~,,;~;~ the NVCA budget format, please be advised that this matter was presented at the June 8/07 meeting of the NVCA Board of Directors for review and direction. The L',rJr(lorcl-l~'l~~c~1 t":nvi~ln~ihur~ following resolution was carried. ~,_{CamieV: c «iii„~,,,,~,,; MOVED BY: Sandy Agnew SECONDED 8Y: Richard Lloyd ;~~, ,~,ni~1i! RESOLVED THAT: The NVCA maintain the current budgeting format/structure; and, ~4elancihin; FURTHERMORE: That during the 2008 and 2009 Business Plan and budget h''""" preparation process, that NVCA Board Members and Staff review the NVCA budget r~~:~if:~u~ format to ensure continued compliance with appropriate auditing and legislative ~~ , ;,, ~~,,,,~,,;_ requirements; and, `'~<'-'~'`'``i"""~ THAT: The budget continues to serve the Board Members needs. c.~t>,~ it~gi,i,~nc„ Carried; Shelt~urnr` A copy of the staff report presented to the Board of Directors on June 8/07 is enclosed `~~~""'~`"~~~"'` for your information. Regards r Watershed Counties Wayne R. Wilson ~itl,~;.,t~. CAO/Secretary Treasurer );d itPrlt~ ,:.. Copy: NVCA Chair Fred Nix ~e,rtE~~~r of #~~ Conserving our Hea/thf~ l~l~aters -~7 NOTTAWASAGA VALLEY COt~SERVATIOn AUTHORITY Centre tar Conservation Conservation John Hix Conservation Administration Centre Titfin Conservation Area 8195 8th Line lJWpia, On LOM 1 TO O NTA R LO Telephone: 705.424.1479 Fax: 705.424.211 S ~~%eb: ~+ww.rnca.cm.ca Email: adminCmTa.on.ca STAFF REPORT 10 e - 2- Date: June 8, 2007 Meeting No.: 06-07 To: The Chair and Members of the Board of Directors From: Wayne Wilson, CAOISecretary Treasurer Subject: Oro-Medonte request to change NVCA Operating and Capital Budget FormaUStructure Recommendation: Resolved that the NVCA maintain the current budgeting format/structure; and, Furthermore: that during the 2008 and 2009 Business Plan and budget preparation process, that NVCA Board Members and Staff review the NVCA budget format to ensure continued compliance with appropriate auditing and legislative requirements, and that the budget continues to serve the Board Members needs. Background: The Municipality of Oro-Medonte has requested that the NVCA Board of Directors, consider restructuring the NVCA budget format, (see attached resolution). Conservation Authority budget formats have evolved over the years. They are shaped by the following standards/requirements: • Conservation Authorities Act and MNR Policies, • Canadian Auditing Standards via Authority Auditors and • Local Conservation Authority funding realities, reflecting local issues and needs. The current budget format utilized by the NVCA meets the above standards and requirements. Our current Auditor, BDO Dunwoody, has confirmed this in their NVCA Audit Report presented to the May NVCA Board of Directors, and April Executive Committee. The current budgeting process at the NVCA separates large capital expenditures, such as the new administration building, from the annual operating budget. This allows separate debate and budget vote on the large capital expenditures. To meet the anticipated provincial capital accounting requirements the NVCA amended financial statements and procedures in 1997 to recognize capi#al assets and amortization. The NVCA follows proper accounting procedures for the recognition of capital versus operational expenditure. This is an area reviewed annually by our Auditors. On-going capital acquisition and replacement of items such as computers and vehicles are facilitated through the net proceeds of our annual operations. The Full amortization expense of $165,000 has been included in the 2007 NVCA budget. This ensures that CA4/St.cretary Tr~:tsu~~cr S~ai-f Kcpr~rt +~ .~-__ ~r~ard of Directc~r~; OCR-07 "~' .~ NVCA Ulcerating and Capital Bud~cts the full cost of carrying out the NVCA programs and operations is readily visible to our Board Members when they are developing and voting on the budget. Exceptions to this occur when special projects that benefit only one ar a few municipalities are budgeted tor. These projects are called special benefiting projects and are paid for by the benefiting municipality. Examples are; sub-watershed studies, natural heritage mapping projects, and Collingwood flood prevention projects. These special benefiting projects only proceed at the request/approval of the benefiting municipalities. The current budgeting procedure and format meets current budgeting pro#oeols and requirements, developed with active involvement from the Board Members. Unless there is a significant issue or need to change the current budget format, expressed by board members, or the NVCA Auditor, it is recommended that we continue to implement the current budget format. It is also recognized that budget formats evolve to reflect shifts in legislative and Board Member needs. It is also recommended that budget format review be included during the normal Business Plan and budget development process. Respectfully Submitted; Wayne R. Wilson CAO/Secretary Treasurer O ~ ~~~~ 2 ' '~ `.fie . >. r ~ ~.~ y ; 0 ~yq TIONyi'% May 2, 2007 ~, OPO-MEDONTE TOWNSH~w MAY - 9 2007 MEETING: COUNCIL~1 1 ~~ ~- ~ Mayor Hughes 8~ Council Member The Township of Oro-Medonte Municipalities 148 Line 7 S., Box 100 Oro, Ontario A~ii,,t:,-Tc,sUFt7tuiO LOL 2X0 ''"""n~' Dear Mayor Hughes and Council: ~,rri~ ~w eit,t? McN,ntains Re: Township request for NVCA to review Operating and Cavital Budget structure f3rarlfc~rri-~Vesr GwiSlimbury t~it,.~ryiE~ I am writing regarding your municipal resolution to have the Nottawasaga Coii;n~w«;ri Valley Conservation Authority (NVCA) look at separating the proposed NVCA operating expenditures from the proposed capital expenditures. The resolution Fes, also requests that the NVCA utilize a capital project budgeting option innisiiS procedure similar to the Lake Simcoe Region Conservation Authority (LSRCA}. Melanctt,on I appreciate your Council's request as the LSRCA and NVCA have historically "''"n" utilized different definitions and budget processes for operational and capital ~~im~r budget development and municipal levy allocation. 1 would appreciate the time y~,ri;TEK~~riSFtt, to give this request very careful consideration as it has significant implications to the NVCA operations. The historic philosophy of the NVCA has been that r~r° ^'eC'`"''~ NVCA Board approved projects, both operations and capital, that benefit the Cre~ a1iZ;h1<',nds overall watershed are considered general benefiting and are billed out to the st,eit~urnr member municipalities, based on their current value assessment apportionment. This is consistent with the Conservation Authorities Act. SprinRwater ~~,~~,~Q a~~~~h This matter will be taken to the NVCA Board of Directors for review and direction. 1 will also consult with our Auditor and other Conservations Authorities, including the LSRCA on this request to ensure we continue to Watershed operate consistent with the Conservation Authorities Act and proper accounting Counties procedures. Sirt,tx7a` Dtttlerin Greg Member of ~ Conserving our Hea/thy Waters ~~ NOTTAWASAGA VAi.Lf.Y CONSERVATION AtlTtiORITY Centre irx Conservation Conservation )nhn tiix Conservaticxt Adrninistratinn Centre = Trftin Conservation Area - 8195 Sdt trine x Utr>Eiia, On LOM 1TD ONTA,_A~R10 Teleptmne: 703A24.t479 fax: 705.424.2115 ~ Web: www.nvca.ext.ca ~ Email: adrnin®nvCa.cm.ca ` . ~-.~ } ~ ~ ~ ~_ NVCA C}pcratin~ and Capital Budget Str~~cture Page 2 of 2 g The NVCA Financia! Statements are audited annual{y to ensure compliance with appropriate financial procedures. The Auditor wi{I be presenting the 2006 NVCA Audited Financial Statements, including Capital Assets, to the May 11~' meeting of the Board of Directors. This would be an excellent opportunity far your NVCA municipal representative to ask questions of the Auditor. I will provide to you and Caunci{ the direction of the NVCA Board of Directors regarding this request. Thank you and your Council far your continued interest in ensuring the conservation of our watershed resources. Sincerely, Wayne R. Wilson, B.Sc. CA©lSecretary Treasurer Copies: Chair F. Nix, Members of the Board of Directors Gayle Woad, CAO, Lake Simcoe Region Conservation Authority t ~;~~ art ortQ THE CORPORATION OF THE ~~ ,.-- -,, '-t vc -, ~~Q ^,~ ~: ~ '~~~TN~I~Ip April 18, 2007 Mr. Wayne Wilson CAO/Secretary-Treasurer Nottawasaga Valley Conservation Authority 8195 Concession Line 8 Utopia, ON LOM 1 TO t48 Une 7 5.. Box 100 Oro. Ontario lOL ZXO Phone (705) 4137-2 17 Fax (705)4$7-0133 wvnn•.oro-medonte.ea Re: Township's Request to Nottawasaga Valtey Conservation Authority Structure of Operating and Capital Budget Dear Mr. Wilson: At its meeting of April 11, 2007, the Council of the Township of Oro-Medonte adopted the following motion with respect to the above•noted matter: "Be it resolved that Whereas the Township of Oro-Medonte is a member of the Nottawasaga Valley Conservation Authority; And Whereas the Nottawasaga Valtey Conservation Authority levy requests from its member municipalities contain both proposed operating and capital expenditures each year, Now Therefore, be it resolved chat the Township of Oro-Medonte respectfully requests that the Board of Directors of the Nottawasaga Valley Conservation Authority give favourable consideration to restructwing the Nottawasaga Valley Conservation Authority levy requests from its member municipalities to provide proposed operating expenditures separately from proposed capital expenditures; And That member municipalities be permitted to select the capital projects that they wish to participate in each year, similar to the levy requests provided by Lake Simcoe Region Conservation Authority to its member municipalities; And That this resolution be forwarded to the Nottawasaga Valley Conservation Authority member municipalities for endorsement and the Lake Simcoe Region Conservation Authority." . `~ ~',~ '° _2_ On behalf of Council, .I look forward to your consideration and reply on this matter. Yours sincerely, r H.S. Hugh Mayor cc: Lake Simcoe Region Conservation Authority NVCA Member Municipalities Members of Council /jt ~~~ ~,~~~ '~ ~ t. ~~'' .. c• r10N ~`~ Nottawasaga Valley Conservation Authority 8195 Concession 8, Utopia, ON LOM 1T0 TEL (705) 424-1479 FAX (705) 4242115 W ebsite:www. nvca.on.ca Invoice Ta Oro-Medonte Township 148 Line 7 South Oro, ON LOL 2X0 attention: D. Irwin, Clerk voice: 705-487-2171 fa~c E-rrtNi: s~ ~ l ~~r n-sen,ber or '~~,,,~ onservatio ~iniraatc~ 4 Hate: February 28, 2008 iavt>icc: 532? Reference: 2008 Municipal Levy Dcpartrneak Ptrooertr r,,^%tf„y County: Municipality: ~~~~: ~: PY CO s»: Roll: The 2008 Budget was approved at the Nottawasaga Valley Conservation Authority Board of Directors Meeting February 8, 2008, Resolution 10,11 & 12 under Sections 26 and 27 of the Conservation Authorites Act R.S.O. 1490 Oro-Medonte Township Apportionment Percentage 9.0050% 1 10 Reforestation $124,028.91 $11 168 80 120 Healthy Waters 285 051.66 , . 25 668 90 150 Conservation Lands 178,907.85 , . 16 110 65 310 Planning and Regulations 239,744.85 , . 21 589 02 400 Engineering & Technical Services 159,590.20 , . 14 371 10 420 Environmental Services 189,991.12 , . 17 108 70 430 Flood Forecast & Warning 185 434.80 , . 16 698 40 460 Source Water Protection 0 00 , . 630 661 Tiffin Education Tiffin Centre Operations and Maintenance . 19,157.00 331 639 98 0.~ 1,725.09 , . 29,864.18 Tatal 2008 Levy: $1,713,546.37 Your Share: $154,304.85 Payment Due t5 March 2008 $ 38,576.21 15 tune 2008 $ 38,576.21 15 September 2008 $ 38,576.21 t5 November 2008 $ 38,576.22 G.S.T. k 107787780 Overdue accounts are wbject t~ an intereet charge of 1°,f~ per month. t_'6.82^,~ per annum) PromiH itayment of this account is requested. !•~ AAA C~ y 2 \'rrn n0 ':9- ~`~'' of ~. o~ F,py .- ,~` ~q rlON ~J~ Member Municipalities Adjala-Tosoron6o Amaranth 6arrie The Blue Mow,tains Bradford-West Gwillimbur}~ 1 ~~ --- ~ .~ March 3, 2008 Mayor Harry Hughes and Oro-Medonte Council Township of Oro-Medonte 148 Line 7 South Oro, ON LOL 2X0 Your Worship and Members of Council Re: NVCA_Servlces and Budget - an Investment in our Future Enclosed please find the NVCA invoice to your Municipality for the 2008 NVCA Conservation Services. The 2008 NVCA Levy is $154,304.85, a 3.4%° increase over 2007. This represents a $9.85 per capita levy cost to your Municipal residents. C~earview On February 8 2008 the NVCA budget was passed by a majority of the NVCA t_,,,,;n~N,,,,,d Board Members (91 %). I have included for your information a summary of Elsa services provided by the NVCA to your municipality. This summary includes a combination of current and proposed Conservation Services. Innisfil Me~ancthan A major portion of Oro-Medonte (Severn Watershed) was added to our area of M,,,,~ jurisdiction in 2003, and because the NVCA programs are relatively new, we Mulmur are still finalizing our technical data collection for the area. "eW Tec:unseth I would, however, like to specifically report that we have completed detailed (fro-Medonte mapping for the entire portion of Oro-Medonte in our watershed. This mapping trey H;Rh,and5 provides a major planning support tool to protect & restore your significant she~burne environmental resources (see attached sample map for details). Your s''rin~Water Municipality has, by in large, very good stream, wetland and forest health as mapped and reported in our new 2007 Watershed Report Cards. Thus, the ~u,~.,~a Beach major emphasis of our conservation work in Oro-Medonte is to provide environment protection through the Planning Act and Conservation Authority Watershed Regulations. We will continue to review the opportunity for new Conservation Counties Authority services that meet the unique needs of Oro-Medonte. For instance , the Bass Lake Stewardship Strategy, which we are committed to implement in smcoe partnership with the Bass Lake Rate Payers Association, and the Municipality Dufferin and Sevem Sound Environmental Association, is an excellent example of such ~iYeV new initiatives. cont'd... lvlember of ~~~, Conserving our -lea/thy Waters NOTTAWASAGA VALLEY CONSERVATION AUTHORITY Centre for Conservation Conservation John Hix Conservation Administration Centre Tiffin Conservation Area 8195 8th Line Utopia, On LOM 1 TO ONTARIO Telephone: 705.424.1479 FaY ~nS a~a ~+,c +er„t,. v.uo.,i cn.,~,n.>~. ,.,...... _..__ __ __ .- .~ ~ _ t i ~~: -„ m pg.2 Through further discussions with your staff and Oro-Medonte NVCA Board members, we recommend the development of a priority lis# of conservation services and other new initiatives for Oro-Medonte, to be implemented in the future. Senior Staff at the NVCA have been working with our Board Members over the past 6 months in the development of our 2008 Business Plan which reflects our 2008 NVCA service needs and priorities. The approved budget reflects this process. It is my understanding that the Bass fake Stewardship Strategy Development will be included in the draft business plan. The Draft Plan will be circulated to our Board Members on March 14, 2008; and the final will be presented at the April 11, 2008 Board meeting. The NVCA is committed to continued cooperation with the Lake Simcoe Conservation Authority, and the SSEA far efficient service delivery, recognizing our organizations' legislative mandates, staff capacity and expertise. Continued discussions are required in this area to ensure that local municipal needs are recognized. 1 believe the Board approved 2008 Budget provides the NVCA with the organizational capacity to protect and restore our environment while balancing fiscal constraints. I also believe that the NVCA meets, within budget realities, aH of the Conservation Authority opportunities and benefits as described by Mr. Chris Jones of the Planning Partnership in 2001, in his report to Oro-Medonte entitled `The Role of Conservation Authorities and an assessment of potential expansion into non-jurisdictional areas'. We look forward to working with your staff and Board Members to identify the primary conservation services needs for delivery in the 2008, 2009 or 2010 year, and 1 would be very pleased to review any areas where we can provide improved service to meet your needs. Enclosed is a bullet paint summary, of NVCA services and investments/costs provided far the Municipality of Ora-Medonte. I hope that Council, staff, and your residents, conclude that these services are a good value and a wise inves#ment into the long-term protection of our environment. I would be pleased to appear before Council or meet with our Board members and staff to review any of the above matters. S~irncerely, /, ~ Wayne R. Wilson, B.Sc. CAOlSecretary-Treasurer c: Fred Nix, NVCA Chair ., NVCA Board Members _~: mmarv oar c NVCA budget X1.198.724 The P{anning Division delivers two specific programs, one ander the Conservation Authorities Act and the other under the Planning Act. Conservation Authorities Act First, under Section 28 of the Conservation Authori#ies Act and the Generic Regulation, the Authority processes permit applications related to development, interference with wetlands and alterations to shorelines and watercourses. This program also responds to due diligence inquiries related to property transactions and is in regular contact with planning and building s#aff at the municipality. Ta assist Township building and planning staff, clearance letters are issued when a portion of a property is regulated but the area in which development activity is proposed is outside the regulated area. For 2007 this included - • Permits issued - 43 (11% of the total permits issued by NVCA in 2007} • Violations Notices issued - 3 • l.egai and Real Estate Inquiries - 9 • Clearance letters - 4 • Cane hearing held by the NVCA Board of Directors to review a Bass Lake area permit application appeal. Also in 2007, the Authority's Environmental Officer met with Township staff to provide updated digital copies of NVCA Generic Regulation mapping. There are 20 orthophato based maps (or portions of maps) at a scale of 1:10 000 to cover the Township's geographic area. The original production of these maps, in 2005 and 2006, required approximately 400staff hours casting approximately $ 10,000. Staff involved included specialists in water resource engineering, biology, GIS and planning. These maps will be updated annually. Planning Act Section 3(1} of the Planning Act provides the basis far Provincial Policy Statements (PPS}. In 1995 the Ministry of Natural Resources delegated to Conseravation Authorities responsibilities related to Natural Hazards including flood plain management, hazardous slopes, shorelines and unstable slopes and erasion. Also under the Planning Act, Conservation Authorities are defined as public bodies to be notified of policy documents and applications. The Authority also provides technical comment to member municipalities in the context of Natural Heritage Features under the PPS and NVCA's Watershed Plan. NVCA planning staff works closely with Township planning staff on a regular basis. In 2007 digital natural hazard land mapping, including wetland, unstable soils and flood plain mapping was provided to the Township to assist in the development of the Township's new ~trrru>>arv ~~t N~'C',~~ S~:rviccs The I't~wn~hit~ of Urc~-14'1c~~1t>>>te Page ? of Compref,ensia~e Zcning By-lawn. Also ire 2007 planning staff Hold checked over 20 properties with municipal staff, ~.vhere propert}r owners had expressed cpncern with the proposed Environmental Prc~tec;ion Zone mapping boundan+~s. This undertaking required one week of planning staff time. Applications reviewed .n 20(77 under the Planning Act included -- « ~,linor VananCes - 8 • Consents - 5 • Zoning By-law Amendments - 2 • SubdivisionsrGondominiums -13 open files at various stages of review. For the NVCA ~~.vatershed there are approximately 180 open subdivision fifes. HYdrogeolagy-Source Water Protection - 2007 Oro -Medonte share S0, NVCA budget $664,962 100°lo Prov ~rantl - Qro Moraine Study with QG to develop a better understanding on the +~eology and hydrostratigraphy of the Qro Moraine - Collected information on all municipal drinking water systems for SWP - Reviewed water quantity trends in municipa! water systems - Reviewed water taking on a watershed basis - Completed base flow measurements far calibration of groundwater models - Provide them ~r/ith Source Water communications - Assisted with the development of the geology for Qro-Medonte - In the process of developing a groundwater management strategy - Source Water Protection plan development and implementation Flood and Erosion Hazard Mana+~ement - 2007 Oro-Medonte share $16,698. NVCA Budget X339,690 - Meteorologic station at Fire Hall, Horsehoe Valley - New snow survey Station, Fire Hall, Horsehoe Valley - Flood contingency planning for Qro-Medonte - Provide flood warning services - Flood Forecasting and Warning Program issues flood messages and total media interviews on a regular basis during flood events. The NVCA also has 11 weather stations located across our watershed, one of which is located at the Qro-Medonte Fire Hall. These weather stations provide us with the temperature and precipitation conditions used in our Flood Forecasting Program. Data is available in real time by Qro-Medonte staff and the public Summary of NVCA Services The Township of Oro-Medonte ~~ _ ~~ Page 3 of 7 Engineering and Technical support ,GIS-IT - 200? Oro-Medonte share $14,3'71, NVCA budget of X167,590 Engineering - Development of engineering review standards - Engineering review of applications under the Planning Act and Regulations - Flood study for Bass Lake - Generic Regs (Difficult to express the value}- updated in 2008 o Hazards, flooding, erosion, stable slope, meander belt, wetlands o Developed hydrologic model for larger watersheds to get flows (not part of Mac~arens) o Hydraulic model for each watercourse - Field surveyed all watercourse crossing and put into database - I_ow flaw measurements summer program 4 GIS and IT support - Data provided to help build new zoning bylaw (subwatersheds, watercourses, unevaluated wetlands} - Generic Regulation mapping including slope analysis, flood modeling, meander belt mapping, detailed wetland mapping - Land use mapping - Digital Elevation Model, TIN, Contour development - Full ArcHydro Model development (subsheds, catchment areas, drainage areas, flow network} - HEC RAS Models and cross-section development - Areas serviced by Municipal water - Sewershed mapping (storm water} - Fisheries Database - Municipal Drains Database - Hosting of GIS Day to promote collaboration across agencies (CA, municipalities, counties, school boards, health departments etc.} Future Projects for Oro-Medonte consideration - Internet Mapping access site for municipal Staff (far internal purposes} - Internet Mapping access site for Oro-Medonte public {with limited access to certain layers} - Dam Inventory - Natural Heritage Mapping .~ i SummarEx c,l INCA. Ser~ric ~:s The Tor~tlst~ip of C}r~r-~~T~dunle Page 4 cif 7 Environmental Monitoring,- 2007 fro-Medonte share $17,108, NVCA budget of $210,07'1 - Natural heritage review/support for Planning Permit Applications NVCA's total monitoring effort for 2008 will take place at the 10 stations located in Severn Sound. tour 2009 total monitoring effort will take place at the 7 stations located in Willow Creek. Each of these sub-watersheds is monitored on a 5 year rotational basis. The Severn Sound stations are subject to change depending on whether Severn Sound Environmental Association decides to share data with the NVCA. - Planning {Natural Heritage review) - Duivenvoorden Severance and McNiven Property. - Watershed Report Cards - In 2007, detailed Report Cards produced for Willow and Severn Subwatersheds in Oro-Medonte. Report card monitoring data collected annually with 5 year updates for individual Watersheds. - Bass fake Environmental report Card and Stewardship Guide under development in 2008 in partnership with Bass lake Rate payers, Municipality and SSEA. - Ground Water monitoring - In tiro-Medonte the Provincial groundwa#er monitoring network is subdivided along the C?ro Moraine watershed boundary with Severn Sound Environment Association. Within the NVCA aspect of wells in C}ro-Medonte, there are no Provincial Ground Monitoring f~letvvork wells. Note: Two adjacent wells located immediately west of Highway # 26 monitored in Springwater. In 2008 looking at additional monitoring wells in Ciro-Medonte. - Lands -complete Biological Inventories on newly-acquired NVCA lands {approx. 15 acres) Ongoing -refinement of Generic Regulation wetland boundaries Summary of NVCA Services The Township of Oro-Medonte Page 5 of 7 Stewardship Services Program Summary 2003 - 2007 Oro-Medonte share , $25,669 NVCA budget of $454,138 • Major initiative to map natural heritage features within Municipality for protection and restoration (see plan review above). • Primary focus in Oro-Medonte is protection (see above planning and monitoring efforts) • 2448 focus on developing a Bass Lake Stewardship plan/ strategy. Completed Bass Lake tributaries report in 2447. • NOTE: Requires additional direction from Oro-Medonte to identify additional stewardship priorities within the Municipality. Community River Restoration and Fisheries Habitat Management Projects Date Sub- ro ram Pro'ect T e Pro`ect Cost 2005 Community River Technical support to landowner E. Gianert in Designing $300.00 Se t 16 Restoration Pond Cleanout 2006 Fisheries Habitat Develop Fish Hab. Management Plan {Oro Medonte Part} $4,000.00 Jan 1 to Mar. 31 Mana ement 2007 Fisheries Habitat Develop Fish Nab. Management Plan {4ro Medonte Part} $S,OQOAO Jan 2 to A r 30 Mana ement 2007 Fisheries Habitat Fish Habitat Plan meeting at Big Cedar Estates $1,040.00 Mar 29 Mana ement 2007 Community River Field Survey of Sturgeon River collecting digital images $300.00 A r t $ Restoration 2007 Community River Technical support to landowner S. Power in designing $300.00 Ma Restoration erosion contras 2007 Community River AttendlPresent at Bass Lake Ratepayers Meeting $200.00 June Restoration 2007 Community River Field Survey at Bass Lake Tributaries with Report $1,400.00 Jul Restoration 2007 Community River AttendlPresent at Bass Lake Ratepayers Stewardship $200.00 Jul 27 Restoration Meetin 2008 Community River AttendlPresen# at Bass Lake Ratepayers Stewardship $200.00 Jan 26 Restoration Meetin TOTAL $12,600.00 Summary of NVCA. Services The Township of Oro-Medonte Page 6 of 7 • Primary focus in Oro-Medonte is the protection of current excellent forest cover (see plan review above). • NVCA offers full professional forestry programs for reforestation, and forest planning including provincial managed forest tax incentive approvers. • NOTE: additional direction is required from Oro-Medonte to identify additional forest management priorities within the Municipality. Date Sub-Pro ram Pro ect T e Pra'ect Cost Grant Issued 2003 Health Waters -Grant Incentive Well U rade $1,000.00 $500 00 2003 Health Waters -Grant Incentive Well U rade $3,735.37 . $1 867 69 2004 Health Waters -Grant Incentive Eavestrou hin $1,790.10 , . $895 00 2004 Health Waters -Grant Incentive Well U rade $1,684.20 . $500 00 2004 Forestr Tree Plantin 1,950 trees lamed $2,002.50 . ( ~ 2004 Forestr Mana ed Forest Plan $450.00 , Qf 2005 Forest Tree Plantin 7,900 trees lamed $8,282.00 $5 700 00 2005 Health Waters -Grant Incentive Well Qecommission $1,605.00 , . $1,000.00 TOTALS $20,549.17 $10,462.69 Land Management - 2007 Oro-Medonte share $16.110, NVCA budget of $211,297 • One New Cons. Auth. wetland acquired in 200?, approximately 15 acres Willow CreeW Highway 11 area through the plan review program. • Approx. 12000 acres of CA lands within 30-45 minutes drive for Ora- Medonte residents for recreation and education use. Including world class Minesing Wetlands and Niagara Escarpment lands. • NOTE: require additional direction from Ora-Medonte regarding future land acquisition priorities within Oro-Medonte including Ora-Moraine lands. Summary of NVCA Services The Township of OrQ-Medonte Page 7 of 7 Date Pra ect 2007 Initial site visit to proposed OrotMedonte lands far acquisition March 21 2007 Comprehensive site visit for inventorylboundary purposes ~, April. 23 2007 Standard Property Inspection Ma 8123 2007 Standard Property Inspection I June 5/19 2007 Standard Property Inspection with comprehensive site visit for inventorylboundary ~,~iy 3;`17131 ur~seS 2007 Standard Property inspection ~ Aur~7,'21 X 2007 Na#urai Heritage Program site visit Auk 31 2007 Standard Property Inspec#ion Se t4/1$ 2007 Standard Property inspection C3ct 16!28 *Note: Standard Property Inspection 2 to 3 times per month May to C}ctober Property naming and signing to be done in 2008. This program includes the operational !overhead costs to support the 31 NVCA staff, the Administration and Education facilities, GIS and governance support. Respectfully su'bm`iltted Wayne R. Wilson, B.Sc. NVCA CAO-/Secretary-Treasurer Canada Post Community Literacy Awa rc~s Dear Friend, In Canada, we are fortunate to have many literacy champions, from the adult learners striving to improve their literacy skills, to the educators helping them to team. Through literacy, a person's world can be transformed for the better almost overnight as knowledge and insights are gained, and new doors are opened. The world hasn't changed, the person has. This is the power of literacy. Please help us acknowledge their efforts by nominating a deserving individual from your community fora 2008 Canada Post Community Literacy Award. The Literacy Awards are Canada's only national awards dedicated to celebrating the achievements of adult learners, along with those who have helped them learn to read and write. Everything you need to make a nomination is in the enclosed booklet, including category descriptions, submission criteria and a nomination form. Visit our website at www.canadapost.ca/literacyawards to learn more about the awards, view samples of past submissions and sign up for our free Literacy Awards a-mail news service. Celebrate literacy in your community - make a nomination to the 2008 Canada Post Community Literacy Awards! Sincerely, ~~ ~~ Bob Waite Senior Vice-President, Corporate Social Canada Post D MAR 2 6 20Q8 s~~MEDONTE Tt7WNSHIP __ Presented by Canuuest President's message At Canada Post, we`re often about numbers-40 million pieces of mail delivered each day, service to 14 million addresses, 72,000 employees, 6,600 post offices. But new statistics released by Statistics Canada concerning Canada`s literacy landscape made me take notice: four out of 10 adult Canadians (representing 9 million people} continue to struggle with literacy. This is your reality. It should be every Canadian`s concern. There is no "one size fits all" formula to improving Canada's literacy landscape, which is why the work of literacy organizations is so important. Your dedication and commitment are cause for celebration and on behalf of Canada Past, I thank you for your tremendous contribution. Canada Post has been a proud advocate of literacy for over a decade. Our Letters to Santa program is a holiday tradition enjoyed by families around the world. We actively promote awareness through our support for hundreds of community literacy groups, including la Dietee P.G.L, and we are honoured to be the presenting sponsor for the CanWest CanSpell National Spelling Bee. Canada Post`s Community Literacy Awards, generously supported by CanWest and The Lowe-Martin Group, celebrate the achievements of Canadians making a special effort or an important contribution to literacy. Through these awards, we've come to know first-hand the important work you do and the many triumphs you celebrate. Share the information in this booklet with your peers. Consider making submissions of your own. With your help, we can recognize the people who make a difference through their contributions to literacy, and award the recognition that is sa richly deserved. .~~~_ Moya Greene President and Chief Executive Officer Canada Past Presented by i ~~nwest~ Recognizing achievement The Canada Post Community Literacy Awards were established more than 15 years ago to discover and acknowledge the achievements of Canadians who have made a special effort or an important contribution to literacy. Today, the program continues to celebrate the achievements of both adult learners and those who have helped them learn to read and write. By acknowledging their efforts, the Community Literacy Awards encourage thousands of Canadians to improve their reading and writing skins, and inspire them to reach their personaC literacy goals. For many, that means obtaining their Secondary School Diploma or General Educational Development (GED} in either of Canada's o#icial languages. For others, it means reaching a level of reading and writing proficiency that allows them to mare fully participate in the world around them. Canada Past is proud to welcome CanWest Global Communications Carp. as Presenting Sponsor of the 2008 Canada Post Community Literacy A~^.~ards. Under the leadership of its President and CEO Leonard Asper, CanWest has demonstrated a strong and lasting commitment to literacy and {earning through its broad range of programs. In addition to its support of the Community Literacy Awards, CanWest founded Raise-a-Reader, which has raised and distributed more than $7 million in literacy funding to communities from coast-to-coast. Canada Post and CanWest have further aligned their 4iteracy goals with the presentation of the 2048 CanWest CanSpell National Spelling Bee, a program that celebrates the power of words. Your invitation Yc~..d%BYited to nominate a deserving individual and!or educator from your hometown fora 2008 Canada Post Community Literacy Award. in this booklet, you'll find everything submtssd to make your nomination, including category descriptions, eligibility and ounee.on criteria and a nomination form,,,, Far Samples of past submissions, the latest 4 Community Literacy Awards news and more, please visit our official website at www.canadapost.caf I iteracyawards. Prizes and awards Prizes and awards are presented at special ceremonies that take place across the country in the fall. Each winner is invited to attend the ceremony nearest to his ar her home to receive his or her award. Winners in the tndividua! Achievement award category will receive a cash award of $300 and a personalized Certificate of Achievement. Educator category winners each receive a cash award of $500 and a personalized Certificate of Achievement. Bath award categaries.~~present a broad range of literacy accomplishments. We're now accepting nominations, so please use the form provided in this booklet to tell us about any individual ar educator whose efforts you believe deserve to be recognized and honoured. THE 2008 CANADA POST COMMUNITY LITERACY AWARDS How to apply or make a nomination General eligibility Nominees must be 18 years ar older and hold Canadian citizenship, Landed Immigrant ar Refugee status. Past winners are not eligible. How to make a submission The requirements for each Canada Post Community literacy Award category are outlined in the pages that follow. Submissions should be typed double-spaced on letter-sized (8.5" x 11 ") stationery, and should be no more than five pages long. Please pay close attention to the evaluation criteria and answer ail the questions as fully as possible. Attach the completed nomination form from this booklet to the front of your submission. Please note: Submissions without signed nomination forms will not be accepted. Entries in the 2008 Canada Post Community literacy Awards are judged solely an the content and quality of the written submissions. Please do not send books, videos ar audiocassettes, CD-ROMs, or other such additional material. These will not be distributed to judges or returned. Entries must be received in Ottawa by midnight (ET}, Friday, May 23, 2008. Mail your submission to: 2008 CANADA POST COMMUNITY LITERACY AWARDS 2701 RIVERSIDE DR SUITE N0020 OTTAWA ON K1A OB1 To guide you in preparing a submission, samples of successful submissions are available on the Community Literacy Awards website at www.canadapost.ca/literatyawards. Important dates to remember Nominations for the 2008 Canada Post Community Literacy Awards will be accepted until May 23, 2008. For a Vist of finalists, please visit the Community Literacy Awards website after July 21, 2008. Winners will be announced during the final week of August, and the award ceremonies will be held throughout September and October. Individual Achievement Awards This award category is far adults who have faced challenges in life because they were not able to read or write well in either of Canada's official languages (English ar French}. They have taken steps to improve their reading and writing skills, and this has helped them to better their lives. Up to 26 of these awards may be presented, one far an English-speaking person and one for aFrench-speaking person in each Canadian province and territory. Am i allowed to enter? To enter, you must: • have improved your reading and writing skills in your first language of English or French, or improved your English or French literacy skills when they have been {earned as a second language {ESL or FSL); • have joined a recognized adult literacy or ESLlFSL program such as a workplace, community or ZINC program. Programs beyond the Secondary Schaal Diploma and General Educational Development (GED}, or their equivalents, da not qualify; and • have not wan this award before. Can someone help me write my entry? You can receive help to complete your entry, but the story should be told from your own point of view. If someone else nominates you for this award and writes your story on your behalf, you must give them your permission and sign the nomination form. What points should my story address? You can use the fallowing points as a guideline to tell your personal success story: • What was your life like before you improved your ability to read and write? Describe some of the problems and challenges you faced because of your d'rfiiculty with reading or writing. Include the highest level of education/grade you completed in your description. • What made you decide to improve your reading and writing skills, and what led ynu to join an adult literacy ar ESLIFSL program? Briefly describe the program and be sure to include the name of the program. • Describe what it was like to {earn to read and write. Haw did the teachers and tutors help you? Tel! us about your experiences, both positive and negative, and any sacrlfieas you had to make while attending classes. • Haw has learning to read and write changed your life? What things da you enjoy doing now that you could not do before? Describe how improving your reading and writing skills has helped you do things for yourself, your family or your community. ~.~ .A T H E 2 0 0 8 CANADA P O S T C O M M U N I T Y L I T E R A C Y AWARDS THE 2 0 0 8 CANADA P O S T C O M M U N I T Y L I T E R A C Y AWARD 5 Educator Award ~,~r.._..__~__ ` _. ~`"1`hese awards honour educators, tutor~.atS~d advocates who have demonstrated a k ommitme_nt to the~ause•.af~adttff~iteracy or teaching adult ESUFSL Up to 26 awards may be presented, one for an English-speaking person and one for aFrench-speaking person in each Canadian province and territory. Educators who support adult literacy or adult ESUFSL training by developing initiatives or teaching skills, or by otherwise working within their communities to improve reading and writing skills in either of Canada's official languages, are eligible far nomination. Entries should demonstrate the nominee's significant contribution to adult literacy education, as well as highlight his or her creativity ar innovation in developing literacy-oriented adult-learning programs. For the achievements cited in the submission, nominees must be, or have been, affiliated .r._..,.. ___.. m ,....... ~., . , . _ _.. . with a recognized workplace, government-sponsored ar community literacy, ESL or _.___ . FSL program~sj. Previous winners of this award are not eligible. Submissions are expected to include the following elements: 1. Background • A brief description of the nominee's background, including why he or she became involved in adult literacy or adult ESUFSL training, and what sort of role he or she played in the lives of learners, 2. Commitment • A statement of the length of time the nominee has been involved with adult literacy or adult ESUFSL programs. • Examples that demonstrate the nominee's commitment to the cause of adult literacy. 3. Innovation and creativity • A description of the nominee's approach to an adult literacy ar adult ESUFSL initiative or instruction, including the types of materials and activities used, and the most effective approaches he or she has developed to stimulate and motivate adult learners. 4. Impact A description of the nominee's contribution to improving reading and writing levels, including haw he or she has made a difference in the lives of individuals or the community. A description of the positive impact the nominee's efforts have had upon the community or individuals within it. Making a nomination Nominating is easy. Simply follow these seven steps: 1. Please read and ensure that you understand the Awards Rules below. 2. Remove the nomination farm an the next page of this booklet. The form may be photocopied far additional nominations. 3. Print clearly and complete all the information requested in the Nominee section of the farm. 4. If you are nominating a person other than yourself, please complete the information in the Nominator section of the form. 5. If the nomination form is completed on behalf of the nominee, he ar she must give permission for the entry and must sign the form. 6. Please limit your entry to a maximum of five typed, letter-sized pages, plus the nomination form from this booklet. Don't forget to complete and sign the nomination form. 7. Mail your submission ta: 2008 CANADA POST COMMUNITY LITERACY AWARDS 2701 RIVERSIDE DR SUITE N0020 OTTAWA ON K1A 081 + Entries must be received in t3ttawa by midnight {ET), Friday, May 23, 2008. Awards Rules • A completed and signed nomination form must accompany each submission. Submissions without a signed nomination form will not be accepted. • fudges will evaluate all•submissions that meet the requirements outlined in each award description. Entries are judged safely on the content and quality of the written submission. Da not send books, video or audiocassettes, CD-ROMs, or other such additional material, with yaursubmissian.ludges` decisions are final. • Winners agree to accept the awards as presented and must sign a Waiver and Consent Form. • All submissions, including support materials, become the property of the 2008 Canada Post Community Literacy Awards Committee, and will not be returned. • The 2008 Canada Post Community Literacy Awards Committee may publish or publicize information contained in any submission without compensation to the nominators ar the nominees. • By signing the nomination form, nominators and nominees agree to these rules. ~~ :.. ~ , ., r n r n .. . n e n n e r r n as as a a~ ~ r v ~ ~ r e a n r v n ~u n one ~ .. . + ., .. .. ~ .. .. .. .. .. - .. .. .. .. .. . , .. ... - _ - .. ... _ _ _ ~ Naminatian farm Award Category Check the award category for this submission. Only one category may be selected. Individual Achievement ^ Educator Nominee Information Print clearly and sign trelaw. Name of Nominee Mailing Address CityCrown Province Postal Code Fax Contact Person (if other than the nominee} Telephone Signature of Nominee* Date* Nominator Information Complete this section if someone other than the nominee is making the nomination. Name of Nominator Nominator's Title iif applicable) Organization (if applicable) Mailing Address Cityfrown Province Postal Code Telephone Fax Signature of Nominator* Date* *IMPORTANT: Submissions without signed nomination forms will not be accepted. ~ THE 2 0 0 8 CANADA POST COMMUNITY LITERACY AWARD 5 APR-10-2~t~8 13:31 T~?WNSHIP tjP GR~-MEI}C~NTE Township of oro-Medonte This facsimile is provided by CNW Group. To unsubscribe, please call 416-563-2101 or 1-566-309-3511 J Cette telecopie provient de Graupe CNW. Pour vous desabanner, veuillez vous joindre au 416-563-2101 ou 1-566-309-3511 Please Deliver To J sVP REMETTRE A ~`'~.. ~~`"'C~r~taric~ P.O~1~d03 i ~. NEWS Ministry of Municipal Affairs and Housing GREENING CC}MMUNITIES ACROSS C>NTARI~ McGuinty Government Encourages Municipal Retrofits NEWS April 10, 2008 Ontario is helping municipalities "green" their buildings through a grant program designed to cut bath energy casts and environmental impacts. Starting today, municipalities can apply for a grant to cover up to 25 per cent of retrofit costs, up to a maximum of $100,000. The application deadline is May 23, 2008. Ontario's $20 million Municipal Eco Challenge Fund includes $14 million to make municipal buildings more energy efficient. The fund's remaining $6 million is providing municipalities with training, tools and technical support, in collaboration with the Association of Municipalities of Ontario and the Canada Green Building Council. The grant program was announced by Premier Dalton McGuinty as part of Ontario's Go Green action plan on Climate Change, and in conjunction with a $200 million Infrastructure Ontario 1 OSIFA loan program far municipal projects that reduce greenhouse gas {GHG} emissions. QUOTES "We are building great partnerships with municipalities, including green partnerships that will benefit all Ontarians, "said Jim Watson, Minister of Municipal Affairs and Housing. "Through these `Go Green' municipal programs we can help municipalities reduce energy costs and create greener communities for Ontario residents," said Gerry Phillips, Minister of Energy. QUICK FACTS • The Province of Ontario has committed to GHG emission reduction targets of six per cent below 19901evels by 2014, 15 per cent below 1990 levels by 2020 and 80 per cent below 1990 levels by 2050. • Ontario's municipalities spend nearly a billion dollars a year an energy costs alone. • At aver 6.6 billion kilowatt-hours a year, municipalities consume more electricity than any industrial sector outside pulp and paper. • Municipal electricity consumption also causes at least 1.5 million tonnes {1.5 billion kilograms} of carbon dioxide emissions a year, with municipal buildings accounting far as much as 80 per cent of those emissions. AFR-10-~t~QB 13:31 Tt~WN~13IP C'~F t7RC~-MET.~t~NTE F'.t~fj2~`00:.3 ~--, ~~ LEARN MORE Review the Guidelines and Application farm required to apply far Municipal Eca Challenge funding. Learn mare about Ontario's Ga Green climate thane Ian and what Ontarians can da to make a difference. Shanna Brisebois, Minister's Office; 416-585-7131 antario.aalmah-news Sylvia Kovesfalvi, Ministry Qf Energy, 416-327-4334 Disponible en fran~ais APR-1C~-BOOB 13:31 TGWNEHIP 47F ~Rt~-MEi<~t?NTE P.003~'0~3 ~~ }~..,.~- ~ ~}C'1~c~t"IC~ E3/~t~K ~rRt1t/HDL`R Ministry Municipal Affairs and Housing EGt7 CHALLENGE FUND HELPS MUNICIPALITIES GO GREEN April 10, 2008 dntaria is committed to supporting its municipalities in their efforts to renew infrastructure. The Municipal Eco Challenge Fund is a $20-million grant program dedicated to municipal infrastructure projects that reduce energy consumption and greenhouse gas {GHG) emissions. ^ The fund is a component of the government's Go Green climate change plan which calls far GHG reductions of six per cent below 1990 levels by 2014; 15 per cent below 1990 by 2020; 80 per cent below 1990 by 2050. The Opportunity for Municipalities: From sports complexes and community centres to town halls and water treatment plants, Ontario's municipalities are responsible far maintaining -and paying for - a great deal of infrastructure. Municipalities spend nearly a billion dollars a year on energy costs -and have a large impact an the environment. Electricity consumption, from municipal operations alone, causes at least 1.5 million tonnes {1.5 billion kilograms} of carbon dioxide emissions a year. Now It Works: The Municipal Eco Challenge Fund has two important components: municipal capacity building programs and infrastructure grants: ^ Infrastructure Grants ($14 million}: including $10 million for proven and low risk projects that provide a strong probability of payback in a reasonable timeframe and $4 million far innovative projects that will highlight -and move forvuard -effective new approaches and technologies. Municipal Capacity Building {$fi million}: The government is working in partnership with the Association of Municipalities' Local Authority Services Ltd. and the Canada Green Building Council to provide municipalities with training, technical support, and abest- practices network for identifying opportunities to reduce GHG emissions. Applications Submissions Application guidelines and forms are available on the Ministry of Energy's website at www.energy.gov.on.ca. Sharma Brisebois, Minister's ©ffice, 416-585-7131 OntaClO.Ga/mah-news Sylvia Kovesfalvi, Ministry of Energy, 416-327-4334 Disponibte en fran~ais ~~ `~ ~ _~~ ~r.~ • ~ • C~ntar~o The Municipal Eco Challenge Fund (MECF) Application Guidelines for Audit/Feasibility Studies and Retrofit Projects The Municipal Eco Challenge Fund (MECF) is a new $20-million grant program designed to help municipalities undertake infrastructure projects that will conserve energy and reduce greenhouse gas (GHG) emissions. The grant program was announced on June 13, 2007 in conjunction with a $200 million loan program through Infrastructure Ontario's OSIFA (Ontario Strategic Infrastructure Financing Authority) program. The program will run until March 31, 2010. The MECF is a component of the Government of Ontario's Go Green climate change plan, which calls for GHG reductions of 6 per cent below 1990 levels by 2014; 15 per cent below 1990 by 2020; 80 per cent below 1990 by 2050. The fund is split into two application streams: retrofit projects and showcase projects. 1. A retrofit project is defined as the application of an established measure that both conserves energy and reduces GHG emissions attributable to an existing facility. 2. A showcase project is a project that demonstrates a newer, emerging technology that has not been widely commercialized, widely applied or demonstrated in the market. A showcase project would include a high level of risk, little to no market penetration and few competitive technologies. These application guidelines are for audit/feasibility studies and retrofit projects only. Showcase project applications will be made available at a later date. The MECF will accept applications on an ongoing basis. The deadline for the first application review period is May 23. Subsequent review periods will proceed as per the schedule on page 7 until all allocated funds are spent. Municipalities are encouraged to apply early, as funds may not be available later in the program. ~~-~ Partner Organizations The MECF operates in cooperation with two key partner organizations, Local Authority Service Ltd. (LAS) and Canadian Green Building Council (CaGBC). Local Authority Services Ltd. (LAS) was created in 1992 by the Association of Municipalities of Ontario (AMO) and is a wholly owned subsidiary company of AMO. LAS is incorporated under the laws of Ontario to conduct business in this province. LAS is mandated to work with municipalities, their agencies, boards and commissions, as well as other organizations of Ontario's broader public sector, to assist them in reducing the cost of their expenditures and in increasing their levels of revenues through the principles of economies of scale and co- operative procurement efforts. Currently, LAS delivers a number of valuable programs and products designed to benefit municipalities. Two examples of such programs include the Audit ++ Program and the Energy Management Tool -both of which are offered in cooperation with the Municipal Eco Challenge Fund. The Canada Green Building Council (CaGBC) accelerates the design and construction of green buildings in Canada. The CaGBC is a broad-based inclusive coalition of representatives from different segments of the design and building industry. The primary goals of the CaGBC are reducing GHG emissions, improving the health effects of buildings and lowering water consumption. Together, CaGBC and the MECF will enable participating municipalities to evaluate the energy use and environmental footprint of various types of municipally owned facilities. Each is offering programs ,through MECF that provide for fast-tracking projects for retrofit funding assistance. See Appendix 1 for more information about these partner organizations and programs. Who can apply for funding from the MECF? All municipalities in Ontario, as defined by the Ontario Ministry of Municipal Affairs and Housing, may apply to the MECF for funding. Please see Appendix 3: List of Ontario Municipalities to confirm your eligibility. For funds to be advanced, municipalities must first have enacted municipal resolutions/bylaws for the proposed retrofit project if required by the municipality's procedures'. Municipalities are only required to enact resolutions and/or bylaws if required by that municipality's procedures. 2 1. To be considered far retrofit project funding, a feasibility analysis must be completed. This may be satisfied by one of the following pre-retrofit requirements: Pre-retrofit requirements Participation in either the LAS Audit ++IBusiness Planning process, or enrolling in the CaGBG's LEED program and completing the action plan phase of the enrollment. Participation in either of LAS's or CaGBC's programs does not impact a municipality's funding eligibility cap with the MECF. (See Appendix 1 for more details on these two programs.) 4R Completion of an independently conducted pre-retrofit auditlfeasibility study by a qualified auditor that accurately reflects current operations and indicates expected results for retrofits to be funded. OR ~ For relatively simple situations, completion of apre-retrofit feasibility study by municipal staff that accurately reflects current operations and indicates expected results for retrofits to be funded. 2. Auditlfeasibility study funding: Municipalities that have not completed one of the pre-retrofit requirements listed above may, as a first step, apply for funding for an audit or feasibility study. An audit involves the examination of a facility by a qualified party to identify energylGHG savings opportunities. A feasibility study examines the economic viability of a proposed measure, allowing an implementation decision to be made on a business case basis. The MECF may award up to $10,000 (representing 100 per cent of the costs) for completion of an independently conducted auditlfeasibility study. Once completed, this auditlfeasibility study may be used to satisfy the pre- retrofit requirements. It is important to note that the money awarded for the audit/feasibility study will be deducted from the municipality's total funding eligibility of $100,000. Where the municipality already knows what measure it wishes to implement, a feasibility study only (for the measure) will suffice. As allowed for above, it is recognized that for straightforward situations, municipal staff may be able to complete the feasibility study without the need/expense of a third party. In such cases, anon-third party study can be submitted, but it must be endorsed by the municipality's CFOICAO. As this would be considered "in-kind", it would not qualify for MECF funding. What is the maximum grant available from the MECF? AuditslFeasibility Studies A maximum of $10,000 (representing 100 per cent of costs) may be requested for apre-retrofit-feasibility study/audit commissioned for the purpose of preparing a retrofit project application. Retrofit Projects The maximum MECF contribution available to any individual retrofit project is up to 25 per cent of project costs, to a maximum of $100,000 per municipality while funds last. Overall Funding Eligibility Each municipality is eligible for grants totalling $100,000 over the life of the Municipal Eco Challenge Fund (to March 31, 2010) while funds last. The maximum grant amount may be awarded in a single grant for one activity or in several smaller grants for a variety of activities. For example: • Municipality X may be awarded $100,000 by the MECF to support the cost of a $400,000 town hall heating system retrofit. • Municipality Y may be awarded up to $10,000 by the MECF to cover the full cost of apre-retrofit feasibility plus a 25 per cent contribution of $28,000 for an arena lighting retrofit plus another 25 per cent contribution of $62,000 far an insulation retrofit at the public library for a total of $100,000. Who will cover the remaining project casts? 1. Audits/feasibility studies: Applicants may request up to 100 per cent of the cost of an audit/feasibility study up to $10,000. Municipalities that wish to request less than 100 per cent of the cost of the audit/feasibility study may source additional funds from other donors or through loans, user fees, or from the municipality's budget. 2. Retrofit projects: Applicants may request up to 25 per cent of the cost of the retrofit project up to $100,000. In order to close a project's funding gap, municipalities are required to source the remaining 75 per cent of the project costs. Up to 25 per cent of the total cost of the project may be solicited from other donor agencies, with the remaining 50 per cent paid from the municipality's budget. Municipal contributions may include cash from the budget, user fees, or loans from OSIFA or other financial institutions. 4 What types of municipal facilities are eligible? Successful projects will aim to reduce energy use and GHG emissions produced by one or more municipal facilities. Same examples of eligible facilities are: ~ Sports complexes, including arenas and pools Community and cultural centres Wastewater treatment plants Water treatment plants - Town halls - Libraries - Lang-term care homes Works depots ~ Transit depots Fire andlar police stations Other types of municipal facilities where energy and GHG emission savings can be realized What costs are eligible? Eligible costs are those directly related to the reduction of energy use and GHG emissions. For example, a community centre retrofit project is eligible only far construction costs that are directly related to the measure(s) that reduce energy and GHG emissions. Only actual expenditures are eligible. In-kind costs are not eligible. Examples of eligible costs include, but are not limited to: • The purchase and installation costs of new, more efficient equipment; • Permits that are exclusively far the installation of new equipment; • Third-party site supervision; • Labour; • Shipping; and • Commissioning of the qualifying system. Important: Payment will be made only for eligible expenses incurred after the signing by both parties of a Contribution Agreement. What costs are not eligible? Examples of ineligible costs include, but are not limited to: • GST and any other taxes for which your municipality is exempt (either fully or partially); • Used, recycled or refurbished equipment; • Structural components of a building, unless directly related to energy savings; • Back-up systems; • Spare parts inventory in support of a qualifying system; • Operating casts including fuel, electricity, maintenance and insurance costs; and • Environmental assessments. What criteria will be used to evaluate applications? Evaluations will be coordinated by the Ministry of Energy with assistance from representatives from other ministries having relevant expertise. Applications will be evaluated based on the following criteria: Basic Compliance Review • Submission of complete application • Confirmed eligibility as per funding guidelines Funding Evaluation • Project is accompanied by a business case that meets the pre-audit application requirements {See page 2 for a list of pre-retrofit requirements). • Ability to complete project no later than March 31, 2010. • Project benefits including energy savings and GHG reductions {GHG reduction per dollar andlor energy cost reduction per dollar) • Demonstration that the project helps implement aMunicipal- Council-adapted plan • Originality in project concept, building type, geographical location and type of retrofit • Request does not exceed $100,000 eligibility cap Grant recipients will be expected to monitor and report on project outcomes, including abefore-and-after comparison of energy use and estimates of GHG emission reductions. Refer to the project reporting template available on the MECF webpage for additional details about reporting requirements. When will the MECF accept and review applications? The MECF will accept applications on an ongoing basis. The deadline for the first application review period is May 23, 2008. Subsequent review periods will proceed as per the schedule on page 7 until all allocated funds are spent. 6 Schedule: Application Review Periods Deadline for Application review Successful projects Agreement signed by Project start date consideration period notified May 23, 2008 May 26 to June 23, 2008 Week of July 1, 2008 ;Week of July 15, 2008 ~ October 10, 2008 October 14 to November Week of December 1, Week of December 16, Projects may 15, 2008 2008 2008 begin any time February 6, 2009 February 10 to March 7, Week of March 17, 2009 Week of March 31, 2009 after the 2009 Contribution June 12, 2009 June 16 to July 11, 2009 Week of July 21, 2009 Week of August 4, 2009 Agreement has been signed. October 9, 2009 October 14 to November Week of November 24, Week of December 15, ~, 2009 2009 2009 '"The number of application review periods may vary. The number of application review periods will depend on how quickly the funds are spent during the preceding review period(s). ** Shaded area represents the guaranteed review period. Unshaded areas represent tentative review periods. Please ensure that your application arrives at our office by the deadlines indicated in the application review schedule to ensure that your application will be considered in the review period of your choice. Applications received after the deadline will be considered during the following- application review period if funds remain. 7 `~~ - CI Which application form should I use? Audit/feasibility studies: Municipalities applying for funding for an audit or feasibility study should use the "Audit/Feasibility Study" application form. Municipalities seeking funding for more than one audit/feasibility study should use one application form per proiect. The requested total for applications must not exceed the municipality's $100,000 funding limit. 2. Retrofit projects: Municipalities applying for funding for a retrofit project should use the "Retrofit Project" application form. Municipalities seeking funding for more than one retrofit project should use one application form per proiect. If the requested total for all applications exceeds the $100,000 funding limit, indicate which application you wish to have considered first. Once the $100,000 threshold has been reached, no other applications will be considered. What information is required in the application package? All application templates can be found on the Ministry of Energy website at www.energy.gov.on.ca. Your application package must include all of the documents described below. All sections of the application form must be completed in the format provided. Referencing websites and other external documents will not be considered as a substitute for providing the requested information in the application form. Incomplete proiect applications will not be considered. Please include the following items in your application package: 1. Signed application form: Please submit a completed, signed and type- written application form that observes all indicated word-count limits. Please check that you have completed the application form that corresponds with your type of project. 2. Budget: Please use the budget template provided on the Ministry of Energy website. The total budget amount should reflect the cost of the project net of any tax rebates for which your municipality is eligible, including GST. Municipalities seeking funding for more than one retrofit project should use one budget template per project. 3. Work plan: Please use the work plan template provided on the Ministry of Energy website. List all relevant project milestones and indicate the month in which each milestone is expected to be undertaken. Sample project milestones may include project start/end dates, securing building permits, tendering process, construction period, testing period, data 8 ~.~ ;t eollectionlmonitoring period etc. Municipalities seeking funding for more than one retrofit project should use one work plan template per project. 4. Municipal support document(sj: Please include a copy of any documents demonstrating that your application is supported by Municipal Council. /f your municipality's procedures require enactment of a municipal resolution or bylaw prior to submitting a funding application such as this, please include a cagy of the resalutian or provide a letter of support from an authorized person indicating when such a resolution maybe reached 5. For auditlfeasibility study projects only: For municipalities requesting funding for an audittfeasibility study, a proposal from the intended auditor may be included. Multiple proposals, with an indication of the municipality's preference are welcome, but not mandatory. 6. For retrofit projects only: For municipalities requesting funding for retrofit projects, please include copies of any documents that show you have met the pre-retrofit requirements. Such documents may include a copy of an Audit ++ Business Case, SEED evaluation, or professionally produced third-party audit. What are the contractual obligations associated with a successful funding application? If selected, the applicant will be required to sign a Contribution Agreement. Please read the Contribution Agreement carefully, as it contains the general terms and conditions governing grants awarded under this program. By signing the application form and submitting it to the Ministry, the applicant is agreeing with the Ministry to be bound by the terms and conditions of the Contribution Agreement, if a grant is awarded. When will 1 receive the grant funds? Successful applicants will receive 50 per cent of the awarded funds upon execution of a Contribution Agreement with the Ministry of Energy, subject to fulfilling requirements noted in the agreement (insurance, governance, bank account etc.) The remaining 50 per cent will be awarded upon completion of the project, subject to approval of the final report. Making your submission Before you submit your application, please review your application to ensure you have provided all of the necessary information. 9 ~ Applications must be received in hard copy before 5pm on the deadline date. Late applications will be considered during the following application review period if funding remains. x Incomplete applications or applications submitted by fax or email will not be considered; completed hard copies only please. Please submit your complete application by mail or courier to: Municipal Eco Challenge Fund Office of Conservation and Strategic Policy, Conservation Branch Ministry of Energy 6t" Floor, 880 Bay Street Toronto, ON M7A 2C1 Inquires about the Municipal Eco Challenge Fund should be directed to MECFQOntario.ca. 10 ~~~.~L, Local Authority Services Ltd. (LAS) Local Authority Services Ltd. (LAS) was created in 1992 by the Association of Municipalities of Ontario (AMO) and is a wholly owned subsidiary company of AMO. LAS is incorporated under the laws of Ontario to conduct business in this province. LAS is mandated to work with municipalities, their agencies, boards and commissions, as well as other organizations of Ontario's broader public sector, to assist them in reducing the cost of their expenditures and in increasing their levels of revenues through the principles of economies of scale and co- operative procurement efforts. Currently, LAS delivers a number of programs and products designed to benefit municipalities. Two examples of such programs include the Audit ++ Program and the Energy Management Tool -both of which are offered in cooperation with the MECF. Audit ++ Program2 The Audit++ Program is an audit combined with basic recommissioning suggestions and capacity-building exercises, including staff workshops and a detailed cost-benefit analysis of specific actions at a given municipal facility. This program is designed to encourage the implementation of energy efficiency solutions in key municipal facilities by providing successful applicants with a no- cost comprehensive audit for a selected municipal facility. This no-cost, application-based project can help municipalities develop an intimate understanding of one key municipal facility and will provide the required information to proceed with facility and operational improvements. The result of all completed Audit++ projects will be a detailed facility analysis and blueprint for moving forward with operational enhancements, retrofit work, and related incentive applications from local utilities and senior levels of government. Contact LAS for further information on this program. Contact: Scott Vokey, LAS Energy Services Coordinator Phone: (416) 971-9856 Email: svokeyC~amo.on.ca Energy Management Tool The application deadline for this program is April 11, 2008. For additional information please visit AMO's website at http://www.amo.on.ca. 11 LAS recently purchased a dynamic on-line energy management software application. The ION Enterprise Energy Management (EEM) software package will soon allow all AMC? members to benchmark and compare facility performance, measure and verify savings from energy conservation projects, reduce operational costs and improve processes, and meet corporate environmental stewardship goals including GHG reductions. Those municipalities with interval meters will also be able to utilize the software to manage demand control schemes such as load shedding, peak shaving or on- site generation. LAS is currently piloting the ION Enterprise Energy Management software package, offering the service to 48 municipalities covering 4 million residents. On completion of the pilot in August 2008, the service will be offered to all municipalities as part of the Municipal Eco Challenge Fund program. LAS is planning to pair the software rollout with some optional fee-for-service programs, including a utility bill verification service and targeted energy management advice. Bill verification should help members realize significant savings by checking rates and identifying utility billing errors. Energy experts will be retained to help identify and implement those projects that bring the most significant economic and environmental paybacks. Together, LAS and the MECF will enable participating municipalities to evaluate their energy use and GHG emissions and take steps toward reducing their environmental footprints. Ganada Green Building Council tCaGBC) The Canada Green Building Council (CaGBC) accelerates the design and construction of green buildings in Canada. The CaGBC is a broad-based inclusive coalition of representatives from different segments of the design and building industry. The primary goals of the CaGBC are reducing GHG emissions, improving the health effects of buildings and lowering water consumption. SEED Program The CaGBC is currently implementing a series of national pilot projects to support the development and testing of the new LEED Canada rating system. LEED-rated buildings are more energy efficient than a standard building constructed according to building code standards, and have a reduced environmental impact. MECF is providing funding to CaGBC to offset the casts to municipalities for enrolling buildings. The primary elements of the on-line energy and environmental management system are: 12 ~~~~ Assessment: Templates and calculators for use by building managers. Users enter utility data and high-level building profit, and work through an assessment of their energy and water performance relative to LEED standards, their carbon footprint, their LEED score and their potential energy, water, emissions and dollar savings. Building performance audit: Standard templates, for use by technicians, to document building systems' performance and highlight areas for improvement. LEED action plan: Standard template for use by owners and consultants to identify, plan and budget improvements over multi-year timeframes, including energy, water and GHG savings, operating cost savings, and potential LEED credits and certification levels. Please contact the CaGBC for more information on how your municipality can participate in the program. Contact: Canada Green Building Council Phone: 613-241-1184 x22 Toll Free: 1-866-941-1184 Web: www.caabc.org 1. Can I apply for multiple projects? Yes. Each municipality is eligible for grants totalling up to $100,000 over the life of the MECF program (2008-2010) while funds last. The maximum grant amount may be awarded in a single grant for one activity, or in several smaller grants for a variety of activities. For example: • Municipality A may be awarded $100,000 to contribute to the cost of its $400,000 town hall heating system retrofit. • Municipality B may be awarded up to $10,000 to cover the full cost of apre-retrofit feasibility plus $28,000 for an arena lighting retrofit plus $62,000 for an insulation retrofit at the public library. 2. Which municipalities are eligible for funding? Municipalities, as defined by the Ontario Ministry of Municipal Affairs and Housing, are eligible. Please see Appendix 3 of this document for a complete list of eligible municipalities. 3. Are fuel-switching projects eligible? Yes, fuel-switching projects are eligible for funding on condition that the project will not result in increased GHG emissions and that the feasibility study provides reasonable economic justification for fuel switching. 13 ~m~ ~ 4. Are GHG-reduction-only projects eligible? Yes. Projects that result only in reduced GHG emissions will be considered, however projects that reduce GHG emissions through energy savings are preferred. 5. I noticed that there are multiple deadlines. Does it matter when 1 apply? Municipalities are encouraged to apply early as the number of application review periods may vary. The number of application review periods will depend on how quickly the funds are spent during the preceding review period(s). For example, if all funds are spend during the first review period, the MECF will na accept further applications for retrofit or auditlfeasibility study projects. 6. What reporting is required duringJafter the project? A narrative and financial report will be required within 30 days of project completion. Projects may be requested to provide additional information on actual energy and GHG emissions savings after the project is complete. ?. What is the difference between a retrofit and showcase project and why are the showcase projects allowed so much more funding? The purpose of the retrofit funding is to motivate municipalities to implement established, proven and cost-effective measures where there is relatively little risk that the expected results will not be realized. In such circumstances, there should be little financial subsidy required to motivate anyone to proceed. Typical retrofits would be replacing a bailer with a mare efficient commercially available one, or going from incandescent to LED traffic signals. The purpose of the showcase funding is to make it attractive for municipalities to consider implementing newerlless common measures that show promise of significant savings and cost effectiveness, but where a track record of performance/experience is not in place. This does mean there is more risk that the expected results will not be realized, sa a higher level of funding is appropriate. The payoff is that successful demonstration of a new measure by a municipality will allow others (and not just municipalities) to consider the measure with less concern over risk, and help establish the new measure. Showcases will not be "typical" and would be expected to involve not yet commercialized or recently commercialized technologies. One possibility might be a new application of a technology, like perhaps LEDs for general office ceiling lighting. Another might involve an entirely new technology. A distinction is made between new technologies and new products. A new 14 '}~ . product, which is simply another supplier's version of an established application of a technology, would not be included. Applications for showcase funding will be closely scrutinized to ensure the higher level of funding is warranted. Proposals not awarded showcase funding could still access retrofit funding. 8. Do I have to enact a municipal resolutionlbylaw before 1 can submit my application? Municipalities are only required to enact aresolution/bylaw supporting the project if required by that municipality's procedures. If a resolution is required and cannot be completed before the application deadline, the municipality may submit an application with a letter of support from an authorized municipal official. However, before funds can be advanced, the required municipal resolutionlbylawrnust be enacted. 15 nrr,~ ~~ T4WNSHlP t~F C1Rt7-ME'L7C?1VTE .__ ,~. - REPtJRT ~, -~ Report No. DS 2008-025 Meeting Date: May 7, 2008 Rall #: To: Council Subject: Process Review -- Building and Planning Department Prepared By: B. Hoppe Motion # R.M.S. File #: RECOMMENDATION(S): Requires Action X For Information Only It is recommended: 1. THAT Report No. DS 2008-025 be received. 2. THAT Council adopts a `planning first philosophy' in respect of customer service respecting all building and planning related enquiries. 3. THAT Council support the establishment of a `complete submission paliey' respecting all building permit applications, to be phased in aver the second quarter of 2008 with full implementation as of September 1, 2008. 4. THAT staff conduct a detailed review of the current fee and building by-laws and report back to Council before June 30, 2008. 5. THAT Council supports the establishment of a 24-month contract By-law Enforcement Officer, and that same is recruited immediately. 6. THAT staff report back at the end of the second quarter 2008 and provide a status update in respect of the implementation plan. 7. AND THAT the Building and Planning Services Department be known henceforth as the Development Services Department. BACKGROUND: In December of 2007, Council authorized the firm of McCauley Nichols & Associates to conduct a review of the Building and Planning Services Department. The intent of the review was to examine all operational aspects of the department with a view to streamlining processes, where possible, and improving the overall customer service function of the department. The review also examined haw Planning Department affected building permit processes, and how the interaction between departments could be improved. This initiative was a direct result of Council's strategic direction for continuous improvement throughout the corporation, especially as it relates to the customer service area. As part of the project workplan, a 'h day session was held on January 9, 2008 between the consultant and Council to review expectations and discuss their comments. Following this initial session, on January 21 and 22, 2008, the research phase of the project occurred. This included individual interviews with all staff members of the department, as well as a detailed analysis of DEVELOPMENT SERVICES May 7, 2008 Report No. DS 2008-025 Page 1 of 4 tracking systems and current tools being used in file management. Following the research phase, the consultant and all departmental staff and the CAC? participated in a two-day `lockdown' which was conducted off-site on February 19 and 20, 2008. This working session ~ , allowed a campletE.~ analysis of departmental processes and farmed the basis for staff and the consultant to assemble recommendations for improvements. Lastly, on March 7, 2008, Council was provided ahigh-level overview of the recommendations contained in the McCauley Nichols report. The purpose of this staff report is to review the recommendations contained in the McCauley Nichols report and review with Council the next steps which will involve project implementation. ANALYSIS: While it is acknowledged that the efforts of the consultant, Ms. McCauley were crucial from a moderator standpoint, it is important to note that the substance of the issues raised, as well as the recommendations contained in the final report, was advanced wholly by staff. To this end, this report captures an important field of work which staff support and will lead on a go-forward basis. This support is crucial as all members of the team need to be committed in order to achieve the ultimate successes that will be implemented in the next phase of the project. It is also acknowledged that the two-day `lockdown' is an unprecedented step that was supported by Council While it was advantageous to have this conducted during the winter months, to have an entire department closed for two full business days proved extremely effective. Council support of this process, as well as the direct feedback provided to the consultant by Council, are both acknowledged. The McCauley Nichols report, attached to this report as Attachment #1, outlined 24 specific recommendations. These range from straightforward matters to those which are mare complex. This report will examine all 24 recommendations and outline the implementation strategy for each. The 24 recommendations have been grouped into 9 related topical headings which are summarized as follows: a. Handling Customer Enquiries b. Planning c. Application submission d. Permit processing e. Inspections f. Roles & Responsibilities g. Tracking h. Communication i. Other A detailed analysis of each of the 24 issues raised in the McCauley report has been included as Attachment #2 of this report. It is anticipated that staff will monitor the implementation of each of the recommendations, and report back to Council after the second quarter 2008 with a status update. While it is recognized that the leadership far the implementation strategy will fall to the Director of the department and the CAO, a number of the recommendations and implementation will DEVELt?PMENT SERVICES May 7, 2008 Report No. DS 2008-025 Page 2 of 4 involve the input and technical direction of the Chief Building Official Staff have initiated the recruitment process to fill this vacancy. , It is noted that a component of the McCauley workplan included a customer feedback survey. The intent of this element is to ensure that communication lines are opened directly with our customers, the feedback from which can then be used in turn by Council and staff as a tool to ensure that we are heading in the correct direction. This work is being led by the office of the CAO and will be reported on separately. FINANCIAL: Staff are recommending that a review of the fee-for-service be conducted following the receipt of this report. This review will examine gaps and opportunities that exist within the current fee structure to ensure that staff time is captured fairly and appropriately. POLICIESJLEGISI.ATION: Bill 124 -The Building Code Act The Planning Act Township of Oro-Medonte, Strategic Directions -Looking Ahead 2008 CONSULTATIONS: Council Chief Administrative Officer Senior Management Team Department Management Team Departmental Staff Other municipalities McCauley Nichols & Associates Proposed organizational re-alignment, Report CAO-2008-03 dated February 6, 2008 ATTACHMENTS: Attachment #1 -Summary Chart of Recommendations and Implementation Strategy Attachment #2 -Planning and Building Department Process Review, Project Report March 1, 2008, McCauley Nichols & Associates CONCLUSION: The preparation of the McCauley report concludes an in-depth, four-month analysis of departmental processes and procedures relating to the planning and building department and business practices within the department. The primary focus of this analysis is to improve the customer service function and service delivery within the department. Implementation of the recommendations will require staff focus in the coming months. Staff are confident that the process and changes relating thereto will be well-received by the community, direct customers, as well as staff within the department and throughout the corporation. -- DEVELOPMENT SERVICES May 7, 2008 Report No. DS 2008-025 Page 3 of 4 At this time, in recognition of the renewed change in direction, the re-branding of the department through a name change to Development Services is also recommended. Respectfully submitted: Bruce Hoppe. MCIP, RPP Director of Development Services C.A.A. Comments: C.A.O. Approval: Date: DEVELOPMENT SERVICES May 7, 2008 Report No. DS 2008-025 Page 4 of 4 DEVELOPMENT SERVICES PROCESS REVIEW -IMPLEMENTATION STRATEGY it ~ Recommendation ~, Staff lead primary (secondary) Target Completion date ;Comments I A. CUSTOMER ENQUIRIES 1 Rece tionist NM BH June 2008 2 Call rocedure SM/KA CBO, BH Immed. 3 Counter covera a SM/KA CBO, BH Immed. 4 Lobb review DI BH, RLD, PG end 2008 Review desi n B. PLANNING 5 Plannin first hiloso h GW BH Immed. 6 Site Ian a royal BH GW, KM Se t 2008 Consider dele ation 7 Plannin com liance certificate NM GW, AK, SF Immed. C. APPLICATION/SUBMISSION 8 Com lete submission olic SM/KA KA, BH Se t 2008 Phase-in D. PERMIT APPLICATION PROCESSING 9 Minor a lication dele ation SM/KA CBO on oin 10 Permit rocessin ma NM SM/KA on oin E. INSPECTIONS 11 AM/PM a ointments NM Ins ectors Immed. 12 Vehicle de to ment BH JB, RLD Year-end In con unction with fleet review F. ROLES AND RESPONSIBILITIES 13 Job description review TO (BH, CBO) Year-end Ensure accurate descriptions reflect ro er duties G. TRACKING 14 Tracking NM (planners, SM) Ongoing ~--- A X31 H. COMMUNICATION __ _ _ _ -- 15 _ Procedure manual NM (SM/GW, BH} Sept and ongoing Update required; amendments to be reflected as changes made to ensure current 16 Meetin s De 't m mt team On oin 17 Re ortin to Council CBO SM/KA, BH On oin Establish re ular re ortin 18 Responding to Council enquiries Dept mgmt team Ongoing RLD 19 Application materials NM {SMIKA, CBO, Ongoing GW, BH) _ I. OTHER I 20 En ineerin BH KM Se t 2008 Review service deliuer 21 Lot grading policy CBO (SM/KA, KM, Sept 2008 BH 22 By-law Enforcement TO (BH/DI, SM/KA, Immed. upon Council GBO direction 23 Feesldeposits NM (SM/KA, GBO, Sept 2008 BH 24 Stamped drawings SMiKA (CBO, BH, Sept 2008 RLD ~ ~~ ~~ A. Handling Customer Enquiries ISSUE. l . Improved instructions to receptionist lliscussion '~ A written summary can be prepared immediately following receipt of this staff report which E `summarizes the call direction processes. The Department will also endeavour to provide training for new staff in the reception position, and the Phone Direction list can be updated on an as-needed basis. _ _ '# Recommendation ~. ',~ This recommendation can be implemented immediately Issue ?. Develop a procedure for call direction u°ithin the Building Division __ _ _ __ '' lliscussion 'l During the workshop loekdown, there was an expressed desire to develop a protocol as to how calls are assigned within the department. The intent is to balance the need for a customer to have direct contact with a knowledgeable staff member (vs. voicemail) with the need for staff to have s uninterrupted time for complex reviews. There were several options outlined on how to best achieve this, all of which have both merits and pitfalls. Recommendation The Department Management Team has been reviewing this issue and is moving forward on implementation at this time. It is recommended that these changes be critiqued by the new CBO to ensure that the customers are being appropriate routed. Issue 3. Counter coverage process lliscussion 'i Again, several different options were reviewed at the workshop, including a rotating (roster) system, '~ making this function the responsibility of a single staff member, engage a dedicated counter person '~ (contract staff) during the peak season, or assignment of enquiries on an issue basis ie permit questions to the Plans Examiner, fee enquiries to the Administrative Support person, general enquires ~ to Inspectors or Deputy. Recommendation Again the Department Management Team have discussed improvements on this issue. Input from the new CBO will also be sought to ensure that customers are being promptly and effectively served. ~ ~a ~8 Issue. ~. Re-configure wont c~~unter/lobby are;. Discussion '~ This point relates to potential improvements in the counter area. There was a concern expressed that E the current counter does not allow for effective room especially during busy times ie tax due dates, where there are several customers being served by several staff members. Moreover, sometimes ~ [ customers require more privacy to discuss their project or deal with sensitive issues. Often for ~ elderly customers, or those who have lengthy queries, the need to provide seating has been expressed. '€ Lastly, it was noted that visitors to the Township office are greeted by an empty outer front office area which does not create a welcome environment. During the workshop it was recognized that ~ '~ there is little opportunity given the space constraints and the improvements that have recently ~ I occurred to maximize office space. The outer lobby, however, presents an opportunity to review the '~ use of this space to determine if improvements can be made to better use this space. 'E Recommendation It is therefore recommended that the office designer be requested to review this space and make '( recommendations. Any changes requiring capital investment can be considered and reviewed by '[ Council following this review, which is anticipated prior to September 2008. B. Planning Iss~~e 5. Development of a `'Planning First Philo~~~~~1~}" Discussion ~ There was a concern expressed at the workshop that many customers were dealing with very specific j building permit details when, in effect, they had not completed a required planning application such as a site plan or minor variance. This led to unanticipated delays which were often thought to be a building permit delay, but more fairly should have been categorized as a result of a sometimes lengthy planning application. _- ~, ,Recommendation E This recommendation is essentially a public education component of the process, and improved '~ communication between the Building and Planning Divisions. This can be implemented by ensuring ', that a planning department staff member is the primary contact for counter or phone enquiries. Once '; it has been determined that the project complies with the planning documents, the building '1 department can be engaged. Given that this is a policy decision, a specific recommendation from '~ ;Council respecting this initiative has been proposed for Council direction. ~ f i ISSUe 6. Site .Plan approval _-- --- I Discussion _ t The Planning Act allows Municipal Councils to delegate the site plan authority to the staff level, ~! usually to the Director of Planning. This can be done for all site plan applications, or perhaps for 't ;more straightforward applications, keeping more complex or sensitive applications to be dealt with by Council. There are many municipalities which have exercised this process with a view to ~`~ i ~ _~ expediting the more straightforward applications. There may be some applications that Council would like to consider and others that delegation is preferred. There can be a process developed to ' handle how Council is notified of a new application and which process is followed. Recommendation ~~~ ~ It is recommended that staff report back to Council respecting the process for 'implementation of such delegated approval prior to September 2008. Issue 7, That a `"Planning Coinpli~u~c~: Certificate" process be implemented. Discussion '' This process follows from the previous point which requires a planning first philosophy. This point also relates to the complete application policy discussed in greater detail under Issue #8 below. At '~ present, the planning department is circulated all building permit applications, and a zoning review is conducted. If there are issues relating to non-compliance, planning dept staff contact the proponent ',~ and discuss options such as applying for a minor variance or amending the plans if possible. '„ Requiring the planning dept to sign off before a permit is submitted would provide greater clarity that [ there are no compliance concerns. In addition to zoning, this certificate can also include any other ',= special provisions affecting specific lots that have been identified as requiring special attention '~ through the subdivision process can be flagged at this stage. The zoning review process at present is ',~ also not currently cost-recovered. E_ _ :: ~ ~ ~: __ _ _ _ _ _ _ _ _ ~ ~ ~ ___,~; ~ Recommendation It is recommended that staff implement a planning compliance certificate to be effected immediately, and that the cost-recovery for this service be reviewed in the context of the fee by-law review. C. Application/Submission Issue 8. Complete submission police Discussion ____ ',~ When the new Building Code amendments came into effect in July of 2006, it included specific `~ reference to dealing with applicable law, which is a broad range of other legislation that must be considered by the Chief Building Official in reviewing and issuing building permits. Rather than turn ~~ applicants away with partial applications, many municipalities accepted these partial submissions and reviewed what was submitted so that when the missing information came in the review was ~ expedited. Applicants would have to acknowledge that the Township could not meet the legislated '` turn-around time (ie 10 days for detached dwellings) and sign a waiver form to this effect. `~ Unfortunately, some applicants experienced delays in dealing with other agencies beyond the control f of the Township building department. Expectations regarding permit issuance were therefore ~ '~ unrealistic, and confusion for the customer resulted. For these reasons, many municipalities are moving towards the complete submission policy, which would in-turn allow the Township to process complete applications within the designated timelines and create better customer service. ~ Recommendation ' f It is recommended that the Township adopt a complete submission policy, and that same be ,; communicated for phase-in effective September 1, 2008. During the months leading up to this implementation, staff will develop a communications strategy to ensure that customers are aware of '3 ;? this change. Again given this is a policy issue, a separate Council resolution is included for '' Council's consideration and direction. ~~~-~d f D. Permit Application Processing Issue 9. Examine feasibility of delegate, autliorit~~ i~t~~r n~in~~,~ tij~i~licau«ns. __ I~'I Discussion During the lockdown review, it was suggested that all applications, irrespective of complexity, were signed off for final review by the Chief Building Official, or in their absence, the Deputy CBO. It ~~ was suggested that in some instances this caused some delays in permit issuance for very straightforward matters that could otherwise be expedited by other staff. _- Recommendation 'd In the absence of the CBO, in recent months there has been an opportunity to expedite minor permits given there are two alternates currently appointed. It is recommended that the new CBO continue to review the merits of signatory alternates to expedite certain permits. ISSUE 10. ~I~1k:C [1~l~UtillllClll~ f~ (~llltl (i~ l~l~ ~tOC~~~I~l_' l)~ 11~[[illl~. Discussion This point relates to a `process map' which was prepared during the lockdown phase of the project. '~ Staff anticipate that this tool will continue to be refined on an ongoing basis as staff identify minor '? improvements to the process. ~ Recommendation L Ongoing. E. Inspections IsSt1E' I ~. L_~~ln~inc i~~a~ihility of r~iornin~ <~r ~il~i~rnu~,n a~?1x~inU~ients. _ _ _ __ Discussion Appointments for building inspections were taken for the day, and then split up geographically amongst the inspectors. For those customers who had inspections which required access to their dwelling, it often meant waiting until the inspector arrived. This minor adjustment can not only allow customers in this situation to better plan their day, it also allows for flexibility for early morning or late afternoon inspections i.e. someone waiting to pour concrete. Recommendation ~~ It is recommended that the Township adopt a morning or afternoon appointment schedule if such a ', ', preference is identified by the customer. This improved customer service will also be affected by the 'extended workday for building inspectors as provided in the collective agreement, which provides coverage from 7:30am to 5:30pm. Inspectors also call ahead if requested to provide some advance notice and more definitive arrival time. 1~~-t I~~~,~~ l~. I,~;in~in~~ f„i~if~ilit~~ ~>f ttikin<~ ~,~Iiiclrs h~~n~c [u c~Eu~~lite. Discussion ~ It was suggested that it may be more time-efficient to allow inspectors to take vehicles home so efficiencies can be realized in conducting inspections on the way to work or conversely on the way '~ home. It was suggestion that these efficiencies need to be balanced with the distance to/from the '~ employees' residence. Further, some employees may not have the required parking spaces to j~ accommodate municipal vehicles thereby creating parking problems at home. Recommendation ~~ It is recommended that Council provide some direction on this matter, and that the future fleet review take this issue into consideration. F. Roles and Responsibilities Issue 1.~. lZ~~~i,~~~ j~~h ~Jcu ripti~~ns tt~ ~n~ur~ ~~li~nin~nt ~~ ith clay-to-day ~~~ti~iti~~. Discussion _ _ _ _ _ __ ____ There was a concern that on occasion there is not clarity with the roles and responsibilities. Given the amount of overlap in activity within different departmental positions, this is a normal situation in a dynamic work environment. Having said this, it is important for management staff to ensure that there are no gaps nor overlaps in within the duties and responsibilities of each employee. ~I! Recommendation The Director in consultation with the Department Management Team and the HR Officer will review the roles and functions of the staff member job descriptions to ensure that these remain current and that staff roles are more clearly articulated. G. Tracking Issue 1~. The rurr~nt uackin~ ~~a~m h~ r~~l~inc~1 tc~ m~~nit~~r key ~l~itc ~~hi~h includes the E~lannin~~ di~it'i~~u iu a co>>>~~lim~u~~ir~ fa~~hion. Discussion '~° During the data collection phase, it was recognized that there are excellent tracking tools already established. It was noted however, that the planning process is not tracked for key dates at present. Given the recommended planning first philosophy, it is important for these prerequisite planning processes to be tracked. This will allow any staff member within the department access to these key dates to enable prompt status updates to customers from any staff member. Recommendation As this is intended as an internal tool available for all staff, further discussion is warranted to ensure ;that the preferred tracking dates are included. Ongoing. H. Communication Issue 15. Pt~~~~~~~durc inanu,~(. _ __ 'Discussion During the lockdown process, it was acknowledged that the procedure manual has not been updated in some time. Procedures have evolved and have been communicated, however the manual has not ~~~_~~ been consolidated. This process review provides an excellent opportunity to update the manual, and incorporate many of the changes recommended herein. It was suggested that once this is complete, that all staff review and `sign-aff on the document. Future updates can be regularly emailed to staff for inclusion in the manual. This tool can be an excellent reference tool for all staff and new hires. Recommendation That the procedure manual be updated. Issue 16. Dcpartmeutal ~u1d Divisional Meetings. Discussion 'i Internal staff meetings do occur, however these do not follow a specific timeline. It was suggested j that to improve communication channels a more regular pattern be established. ~ Recommendation II Each division should have regularly scheduled weekly meetings, each at an informal level with a '[ workflow basis. These should be led by the divisional manager (CBO and Senior Planner). Monthly departmental meetings led by the Director should also be held, which should be more formal with a '~ set agenda and minutes taken. Ad hoc Director/Manager meetings shall continue to be set on an as- '' needed basis. Issue 17. Staff reports to Council. - _ ___ Discussion ~ Establishing regular communication to Council will provide a formal means of tracking departmental workflow and economic activity within the Township. While this has historically been done, the ', leve(~of information provided has varied. ___. R mmendation A quarterly building statistics report shall be prepared and presented by the CBO to Council. During ~ these updates, the CBO can also provide general updates on emerging legislation and/or other j pertinent professional updates for Council's information. Is~suc 1 ~. [?stablish set protoc~>1 for MayorlMen~laers of Council response ~inles. _ __ _ _ _ 'Discussion It is common for constituents to contact their elected representatives in respect of concerns regarding the approvals process. In order to expedite accurate responses, it is important to agree upon a standard protocol to provide prompt responses to such enquiries. Recommendation A suggested approach would be that the elected representative contacts the Director or Manager (CBO or Senior Planner). With the advancement of tracking systems outlined above, an answer shall '! be provided back within 24 hours. The elected official can elect to convey the information back to the customer or convey the information directly. In turn, the Director or Manager shall raise the exchange with staff no later than the next divisional meeting to ensure that all staff are aware of the ~ concern. 'r ~ ~~ ~ ~ 3 Issue 1~+. :application n~~ll~ri~~l~. '! Discussion '~ While there have been significant enhancements to the materials provided to customers, the sheer volume of the information due to the more complex regulatory environment can be overwhelming to some. There should be a more customer-friendly approach regarding the design and presentation of '~ the forms to ensure that customers obtain just Che material they require. Simplifying the format and ~ display of the forms, perhaps in concert with the lobby layout review referenced earlier, present opportunities in this regard. __ __ ~ __ ___ _ _ 'Recommendation '' That the department develops new application forms designed to be more user-friendly, and that best- practices and examples from other municipalities are sought. __ - ____ ~~~~~.._..~~~~ ..~:~~~:~._._~~_ ._~~.~~:__~:.~~._~_r~..:_-_.r I. Other Issue 20. f:n~~incerin~r inT~ut. ' Discussion ~ A suggestion was raised that the Township review the service delivery with the Township's external engineering consultant. Specifically, a concern was raised that some reviews of planning ` applications were not always completed in a timely fashion. This has caused delays in some instances. _ ~ Re endation __ _ _ __ _ _ ~..... '~ That the Director meet with the consultant to review service delivery and terms of their engagement. 'i Any changes could result in a further report to Council with recommended changes or alternatively, consideration of the issuance of a RFP with well described service delivery requirements. Issue 2l. Lo< <~~radii~« i~~an5. _- Discussion The policy for the submission of lot grading plans has evolved over the years. While this I requirement is standard within plans of subdivision, the policy has also been utilized for infill lots. !While the intent is well-intended, such requirement for projects that do not propose any grade r changes is costly to a landowner. This inconvenience must be balanced, however, with the need to '' protect abutting owners whose drainage patterns can be impacted by adjoining construction projects. Recommendation __m_. ` '; That the Director consults with the Township's engineer to review the existing policy. Following this ',j ' discussion, in consultation with the new CBO, a policy be formulated to provide both fairness to keep '' costs for smaller, zero-impact applications with the protection of lot owners especially within small lots with infill projects. Issue ~ 22. 13v-la~~~ 1nl~orcemerlt. Discussion _ _ _ _ _ _ _.,.. __ There was a substantial concern regarding the current practice in respect of by-law enforcement not ~l~-~y bein sustainable. With limited staff resources, there is also limited and inconsistent coverage, '~ follow-up and ability to prioritize this work. There is also anticipated downloading of property ~ standards in the future from the Province which will further compound these concerns. For these reasons, staff are of the strong feeling that the time has arrived that the Township consider afull-time by-law enforcement position, as is done in many other municipalities. It is anticipated that this function will provide supervision and coordination of the animal control contract, as well as the summer student involved with tag revenue collection and the parks seasonal staff responsible for fee collection. Recommendation I It is recommended that Council support the establishment of a contract By-law Enforcement Officer position. Istiuc 23. I~ccs acid Deposits. - _ __. __ Discussion There have been some concerns expressed by customers in respect of the difference between fees and deposits. There is a need therefore to ensure that when monies are collected by the Township, it is clear as to what fees are payable to the building department versus other regulatory agencies, what '? deposits cover and whether they are returned in full or partial, and the development of a well- ', described system for compliance and return of outstanding funds. To a large extend this recommendation will be addressed in the process to improve guide materials and instructions to applicants. It will be useful to engage the Treasury Department to ensure there is a common understanding around the monies collected and responsibilities for tracking and release of funds. Recommendation It is recommended that the communication piece around this issue be improved through the application guide changes outlined separately. Issue 24. Rc.vi~i~7ns to stamC~cd dr~i~tiin~~,. ___ __ Discussion This concern has been raised on several occasions, both in terms of the staff time and associated delays and costs with revising drawings that are stamped by a professional architect or engineer, as '~, ~ well as the liability that rests with the corporation requesting such changes. Staff are of the opinion that the Building Code Act provides the legislative framework to request such revisions and suggest ; that by not flagging errors in drawings, can lead to larger delays and costs when such deficiencies are picked up during on-site building inspections when construction projects are in progress. However, staff also acknowledge that all parties would benefit from external advice in this regard, which should be led by the Township's insurer. Additional input on this issue should also be sought from the ~, professional associations including the Ontario Building Officials Associations as well as the ~ Professional Engineers of Ontario and Ontario Association of Architects. Recommendation ', It is recommended that the new CBO obtain further external opinions on this issue and report back to Council with a goal to the establishment of a Township policy. Anticipated to be completed Q3 'f 2008. ~~c~ - ICJ Planning and Building Department Process Review ~~~~ ~ Prepared By Maureen McCauley McCauley Nichols & Associates m~ BACKGROUND ....................................................................................................................................... 3 THE PLANNING AND BUILDING DEPARTMENT PROCESS REVIEW PROJECT ...................................... 3 Planning and Building Department Process Review Framework ................................................................ 4 COUNCIL EXPECTATIONS ..................................................................................................................... 5 STAFF INPUT ..........................................................................................................................................E OUTCOMES OF THE STAFF WORKSHOP .............................................................................................. 7 Handling Customer Enquiries .......................................................................................................... ~ Planning .......................................................................................................................................... g ANpiication/Subrnission ................................................................................................................. ~o Permit Processing ......................................................................................................................... 11 Inspections ....................................................................................................................................12 Roles & Respansibilities ................................................................................................................. i3 Tracking/Performance Indicatars .................................................................................................. s4 Communication ............................................................................................................................. ~5 Other .............................................................................................................................................1g IMPLEMENTATION .............................................................................................................................. i2 APPENDICES APPENDIX A -Process Map (Current Building Permit Issuance Process} APPENDIX B- Revised Process Map (Potential Bulding Permit Issuance Process) APPENDIX C -Fees Lisitng Draft APPENDIX D -Flow Chart Draft APPENDIX E -Best Practices (Caledon Samples) z The Township of Ora Medonte is entering an exciting time in it`s history. Recent Council initiatives include "Looking Ahead zoo8" - outlining a strategy that will see the corporate strategic direction aligned with the mandate of this Council term. One of the primary goals of this effort is customer satisfaction. A catch phrase "Oro Medonte -Serving with Pride" has been adopted and forms a base forfuture decision making and service delivery. The operations of the entire corporation will be influenced in some way by Council's desire for a customer centric organization as expressed in "Looking Ahead zoo8". Highlighted within the "Looking Ahead zoo8" report to Council is reference to the initiation of a process review for the Planning and Building Department. The intent behind the process review was to; • Examine current work methodologies to determine possible areas for improvement • Seek out constraints that prevent Staff from performing theirjobs in the mast efficient manner • Identify Staff frustrations that inhibit excellent customer service • Look at policies and procedures that require development or updating to support effective service delivery • Flesh out recommendations for improvement that would address key areas of administration, operation and communication In addition to the above desired outcomes, it was also agreed that this exercise would be an opportunity for Team building as well. In order to proceed in an expeditious manner an outside consultant was engaged to design and manage the project. A project framework and schedule were developed as outlined an the following page. It should be Hated that to some extent the Building and Planning department were "pioneers" in this project, as it is anticipated that other departments within Oro Medonte will be involved in similar exercises as the Township works towards achieving the strategic goals set out for zoo8. Hence the Building and Planning Process Review identifies a model for potential future work within the municipality. 3 e. ~ Ern~:il Exc~rangePE?iscussions vrith CAQ end D re~~~ ~ . •~ refine Project Framework ~ C1tn;,~rr~erG~tian Via. Ptcr)er° anct Pre:~a°a`icn for stUrt,tr- 3 IUen'ro from CAC}?a Council & Stn 1 to ad~,i,e than the r~~oject i.~ beEr initiates end pravi^e Prolectdoaumentation ~ P;epa,atc;r, for and des-gn et forurn ,or Council npr.' C}i~,a,s~ion t:~itn Council- tacilaat~- 1 <-„ n with Council to outline project, and to collect their cammentsand desired project outccrr,es `+-. =f_.i ~j -rt.+.Zs t. f, c'~ -: i ~- ,'Yr ti ~ , I r ,? l ~ . T1(f . ~' (~: `-: ,.rBtiOn tOr pn g.a~ ,' _~: r: 'v~l'.11 °~a f1n!rG ?' >- .:.11'Qlrl~ St811 ~ St: ~r .p meting wifl~ C° ~ ~ Cant. t=C} an i ; ',~ftt7::.,au~s,h~: p ~.r;,~ t, r« , ::,r prajeGt=ram~_:;-)rk and establish s~'n~: oa is a nd ti r~ e lines $ Fc?I'aw-up individual interviews betareen Consultant and Planning« Building Staff and Senior Staff ~ p v_.ts, r,r ovrth NiraJSherrilKim to get a sense of existing tracking systems (or lack thereat} and to initiate assembly of 1'd S` "ro~rGt :~tdtlSt~CS ,~~ ~]u:u5~icr~ r~;ti~ >>«ati regarding "Best Practlces~ contributions {tVote: could be ineorparated with step 7 vs see~rate dISCUSS~CrI~__ _________.._.._____ ~ ~ b~~scuss c n Urtn NinarShernrKm u' CA4 regarding preparation of a list of Customers to be canvassnd -j f?.. ~ f'~ «~ ~ 4 .~ f' `mot ~ ~ Anelysss and evalua..vn of the re: nets st the drsvuss,ors w~.~t~~ Staff end protest statistics ~~ P~,vne interviews with select 20~612Gv,~vus:or~ers ~ ~ pre~aratron of a Cus#amer Service "Report Card" based on customer interviews W _W . .- _- _.__ __ _-... _ _ _ ~~ ; Cocso idat on oP Plra~e t and Phase ~ findings and preparation for Staff Workshop <~ t r v ~; t :t ~t? ~ ~, Preparation far an site work v,th Planning and wilding 5taf` ~~ V~farkshop with Building and Planning Staff to reVie:v ez~scing a F>proach and to assemble recommendations for improvement '~.~ r,~' t ' ~.;ar ltR.r~ ,~ Preparati~~norCon '-.,~ - .~- rrrnhnt r ~ ~ ~ res3ltsr~ftheStaffWarkshl~~~.«~ecornmenda'ion5for im -o~. ant C_o ~~ rnr ~ n' ~ -~ inplen~_ ^r<, " r : t ~r ~. to Erie included ~~ Meetir u ,m C.,nnu,a.tt " ~, , ,~tt ,~~ dis~u~~ , ~c;~c :, ':,ome and tfre implementation str .~yy ~}~ 8=~efmg «~diih Gvuncil to set the stage for the Corporate report to Council meefng of F~'arch 26"`. .w ~ . In light of Council's vision for the future of Oro Medonte, it was vital to seek their input at the early stages of the project. Through this effort, Council's expectations for the project could be clearly defined and articulated to Staff in order to focus their efforts in looking for solutions and creative options that would support Staff in efficient service delivery with enhanced customer service. A meeting was arranged with Council and the Consultant with the following identification of project expectations. ~ That the outcome of Planning and Building Department Process Review Project contribute, in a significant fashion, towards the "Ora Medonte Strategic Directions - ~aoking Ahead Zoo8" by changing the general impression the municipality currently has with some of its customers ~ That the review project develop new systems and procedure that will assist in turning around the reputation of the Township with respect to site plan processing and building permit issuance ~ That the Staff working an the review project be challenged to find ways that will promote "positive experience" stories to be circulated throughout the community vs the current "negative experience" stories That during the review project, a particular emphasis be placed on eliminating redundant drawing examinations and determining new policies that will reduce the need to review technical designs prepared by professional engineers and architects ~ That one of the outcomes of the Planning and Building Department Process Review Project be the development of tracking and monitoring systems to form a base for measuring performance and ultimately customer satisfaction Cl That this project lead to improved communication with customers -both in terms of profiling the project and it's results, and as an integral component of future processing. ~ That new business procedures developed through the review project encourage staff to adopt and take ownership of projects and that they continue to look for ways to improve service delivery and customer satisfaction ~ That changes brought about due to the Planning and Building Department Process Review Project contribute to an improved work environment for Staff such that they enjoy their work and are proud to be employed by Oro Medonte S To set the stage for a ~ day Workshop, the Consultant met with all members of the Planning and Building Department to seek their comments on the work at hand. The Staff were very forthcoming and the following areas for discussion were identified. i} Handling Customer Enquiries -how best to direct customer calls and front counter enquiries - how best to ensure customers were getting the advice they required ii} Planning -the need to distinguish between work associated with obtaining Planning approvals vs the work associated with Building Permit issuance iii) Application/submission -assisting the customer in making their initial submission for a building permit -ensuring complete submission requirements are clear and achievable iv) Permit Processing -ensuring that the processing of permits is streamlined and understood by the applicant v) Inspections - reviewing booking procedures to balance convenience factors for customers with efficiency requirements forthe division vi) Roles & Responsibilities -clarifying "who does what" - investigating realigning of responsibilities in certain areas vii) Tracking/Performance Indicators - building on the existing tracking base for clear indication of project status -expanded access to project status information - regular reporting of activity viii) Communication -With the customer -Internal amongst staff -With Council ix} Other -for example deposits and Bylaw Enforcement This list of key areas, formed the base upon which a z day Workshop for Staff was designed to develop solutions that would meet Council's expectations. 6 ~~ ,. Towards the end of February z days were set aside to allow Ora Medante Planning and Building Staff dedicated time to analyze current issues and develop recommendations far improvement. The following is a summary of their work. Note: The Issues and Recommendations noted within this section are not identified in a prioritized fashion, but rather categorized under theme headings. Calls that came into reception regarding Building enquires are Barr<=Mimes misdirected to The ~~rong department or the wrong person in Building, in turn creating delays and passible irritation for customers. That instructions to the Receptionist be improved to provide expanded information and training to assist in the proper direction of customer calls. This should take place fallowing implementation of what may be new procedures stemming from this review project, and a procedure for regular review and updating should be established as well. Customer calls are assigned to Building Staff on a random basis ie whoever appears to be available. This can sometimes lead to calls going to voicemail, inconsistent advice being provided and inefficient work flow due to interruptions. ~~ That the Building Division develop a procedure as to how calls are to be assigned within the department to ensure a customer has contact with a knowledgeable staff member {vs voicemail) and that this is balanced with the need for staff to have uninterrupted time for complex reviews. During the Workshop several proposals were tabled as to how this could be addressed, however no conclusion was reached. '~ 7 t Front counter enquiries are handled an a "whoever is available" random basis. This can potentially lead to inconsistent advice being provided and inefficient work flow due to interruptions. That the Building Division establish a procedure for counter coverage that ensures a staff person is always available to provide consistent responses to customers. A number of proposals were identified during discussions at the Workshop including -assigning this responsibility to one Staff member for all front counter enquiries - developing a roster system to share counter duties amongst all staff - engage a dedicated counter person during the busy season using existing budget monies for part time summer help {random staff selection to be in place for the balance of the year} -assignment of enquiries on an issue basis ie permit questions to the Flans Examiner, deposit and fees questions to the Building Secretary and general enquiries to the Deputy CBO or Inspectors. No conclusion was reached and further discussion on this subject is required to determine the best approach to accommodate both the needs of good customer service far the front counter and other Staff responsibilities. "~' Discussions with customers can be difficult at times if the issue requires a long conversation {it may be uncomfortable far the customer to stand for an extended period} or the conversation requires some privacy. It can also be somewhat awkward to engage a customer when there are numerous enquiries going on at the same time during the busy seasons over the course of the year (for example tax payment periods}. ~x That the front counter and reception area be reconfigured to better accommodate a variety of customer/staff consultations and those times when simultaneous customer enquiries occur. Staff propose that an improved front counter design would enhance the overall customer experience for visits to the municipal offices. Utilizing the existing large foyer area to allow for an enlarged front counter, seating area, information centre (ie printed materials}, and potentially private meeting space are two related suggestions. 8 Currently what is perceived as the Building Permit Process incorrectly includes Planning related work. The Building Division have been in the habit of accepting application for building permits and in turn forwarding the application to Planning for prerequisite work. The customer is unaware that they have made a premature application for building permit. This blurring of division between the two areas of responsibility gives the wrong impression as to the work involved and required length of time to issue a building permit. :5 That a "Planning First" philosophy be adopted to guide a customer towards fulfilling Planning requirements and avoid the pitfalls associated with a premature application for Building Permit. Discussions at the Workshop confirmed that it is common far customers to assume they need a building permit before completing required Planning review. This recommendation incorporates a "Planning First" concept, whereby time would be spent with the customer upon initial contact to determine if Planning approvals are in place and if not, they would be directed to the Planning Division for assistance in advance of Building Permit submission. This will require that Planning and Building Staff work collectively in developing methods to educate, communicate and guide residents regarding the distinction between Planning requirements (for example zoning approvals and site plan applications} vs the requirements for the application for a Building Permit. A majority of Site Plan applications are either routine (for example development of lots on unassumed roads} or simple in nature. Methods need to be in place to process expeditiously. ~~~s, That delegated authority for Site Plan approval be assigned to the Director of Planning and Building. Many municipalities operate under this system, which allows a member of Staff to approve routine Site Plans. Also incorporated in this approach is a description as to what Site Plans should be brought forward for specific Council attention. 9 Zoning approval must be obtained prior to making application for a Building Permit. A mechanism needs to be created so that Building can be alerted when Zoning approval has been granted by Planning. That a "Zoning Compliance Certificate" process be developed to confirm for the customer when they have received Zoning approval and to be utilized as part of the Building Permit application process, and that an appropriate fee be established for the work involved Planning Staff have the responsibility to review and issue Zoning approvals. At present, this review is e°~Lornpassed ~,^~ithin the Building. Permit process and is not understood by the resident _' ~aT this is a pre requisite to the review of a Building Permit application. Creation of a "Zoning Compliance Certificate", will assist in the "Planning First" concept and be a good communication tool for use between the Planning and Building Divisions. It is imagined that the areas to be addressed by a Zoning Compliance Certificate process would be; - Compliance with the Town's Zoning By-law - Variances - Site Plan - M-Plan (subdivision Agreement} It is conceivable that In many instances the Zoning Certificate could be issued upon first enquiry at the Counter. Note: through this exercise, thought could also be given to transferring some simple Zoning review responsibilities to Building for minor applications such as decks and additions. This could assist in keeping simple Building Permit applications -simple. As well, conserving the efforts of the Planning Staff to more complex reviews. It has been the practice to accept incomplete Building Permit submissions upon signing of a waiver form. This has resulted in such negative fallout out; 1} Raising false expectations as to when the Building Permit process will be completed {it cannot begin until all information has been received} 10 ~) A misunderstanding as to the intent of the waiver form -same customers end up feeling misled even though the waiver is clear as to its purposes and was instigated as a good customer service approach 3) Having Staff time devoted to monitoring and coordinating outstanding information that may arrive piecemeal. That the Waiver Form be eliminated from the Building Permit application and that Oro Medonte adopt a "Complete Submission Policy", and that Staff s} create clear and concise information as to submission requirements, 2) develop practices to work with customers to provide guidance on complete submission requirements and 3} ensure the process for review meets or exceeds the mandated permit issuance period, and that a transition period be identified during which time the municipality veil find ways in which to advertise this shift in policy, and that 6 months following implementation, areport be prepared assessing the new policy to determine if any further changes are required to enhance the value of this approach. The essence of this recommendation is that if the customers provide all required information for Building Permit submission in one comprehensive package, Building Staff can in turn undertake an efficient review and provide a timely response. This requires effort up front to work with the Customers in assisting them in preparing a complete submission. Recent changes outlined in Bill 124 support the implementation of this approach. This policy also means that packages will not be accepted if they are found to be incomplete. It is recognized that same time will be required to put in place the proper guidelines and literature, as well as appropriate communication to convey the elements associated with a complete submission policy. It should be noted that it is the Planning Divisions intent to eventually evolve to a Complete Submission Policy as well underahe terms of the new Planning Act. Prudent, yet only the required level of review for the processing of permits. si ~ ~° ~, That the Director of Planning and Building work with the new CBO to examine current permit sign off procedures to determine if responsibility for minor application (garages, decks and additions) sign offs could be transferred from the Deputy CBO's to the Plans Examiner andjor Inspectors This approach could conceivably contribute to earlier issuance of minor permits, as well as release some time for the Deputy CBO's to use for other tasks. "~ Efficient processing of permits That adjustments be made to the processing of permits, that are reflective of the implementation of recommendations resulting from the Planning and Building Process Review. As part of the Workshop a Process Map was prepared representing the current processing methodology. Subsequently a streamlined version was prepared which incorporated anticipated changes that will came as a result of this exercise. Bath illustrations are included in Appendix A and Appendix B. This information could be useful for developing materials to describe Ora Medonte's processing methodology for customers and new hires, as well as for continuous improvement purposes. With respect to the customer, inspection bookings can currently only be made on a daily commitment basis and at times may not accommodate on site scheduling needs. That bookings for inspections return to morning or afternoon assignment and that the Inspectors provide advance notice of arrival. With these two refinements to the current Inspection policy, customers will be able to count on an inspection within a 31/z hour timeslot (vs the current ~ hour timeslot). 12 It should be Hated that the Medonte area would be the exception as inspection in this portion of the municipality could only be booked in the morning due to geographic constraints. In addition, upon completion of an inspection, Inspectors will be required to call the next customer to advise of an estimated time of arrival. Both of these customer service features should facilitate the scheduling of on site works requiring 'inspections. ~i With respect to Staff, a review of inspection booking procedures could generate new approaches and lead to more efficient daily inspection schedules. That the Director work with the new CBO to explore a policy that would allow municipal vehicles to be taken home, thereby allowing the Inspectors to go directly to their first inspection each morning. The concept identified in this recommendation seeks to eliminate the need for Inspectors to come to the Municipal offices each morning. At times this can be an inefficient use of time, depending on the location of the first morning appointment. ~' Not all Building Staff understand their roles and responsibilities nor that of their Building colleagues. That in conjunction with other ongoing corporate initiatives, that a review of Job Descriptions be undertaken to confirm there is alignment with actual day to day activities of Building Staff. It is natural in a dynamic environment for activities of Staff to shift overtime with everyone intent on "getting the job done". However to ensure that all Division Staff members have a clarity of purpose there is a role for management to play to ensure clear lines of responsibility and that there are no gaps or duplication of effort existing in the system. '~ 13 Current tracking for permit processing does not record all key dates. That the current date tracking for the processing of Building Permits be refined to record specific key dates, and that the Planning Division develop complimentary date tracking such that this collective information provides the status of a project at any point in time. It is important that the progress of permits through the system be tracked far a number of reasons such as; - Monitor the status of the permits to ensure they will be issued within the mandatory timeframes - Identify projects that encounter difficulties so they can be escalated for attention - Identify when responsibility for continued progress rests with others -for example the input of the customer or approvals of another agency - to be utilized for performance measurement and benchmarking purposes in a continuous improvement environment In conjunction with Recommendation 5 the work of the Planning Division will come under closer scrutiny and as such it would be prudent to have similar project tracking procedures, for all Planning applications, for the same reasons as noted above. Discussions at the Workshop led to suggested tracking for Planning Applications such as; Applicant File Date of Date of Circulation Subsequent Date of Date Zoning Name Application First Responses Circulations/ Final Certificate Date Circulation Received Responses Dates Approval Issued In the case of Building Permit Processing only a moderate adjustment to existing tracking systems is require, for example; Applicant Permit Construction OTC Complete Mandated Date for Date of Permit Permit Name # Type # Submission Timeframe Issuance or Refusal Issuance Pick Up Date Refusal and Why Date Date Since this is intended to be an internal tool available for all Planning and Building staff to access and analyze, further discussion will be required to confirm the preferred dates for tracking. 14 ~ ~, ;-•~ There is not a common understanding of Building division operating procedures amongst all Staff. That the Building Division update its Procedures Manual A Procedures Manual forthe Building Division currently exists, however is outdated. There is a need to firm up some of the existing operating procedures and the exercise of updating the manual provides an excellent opportunity to do so. The resulting document can in turn be utilized as a solid reference tool for existing staff and new hires. Discussion at the Workshop around the updating of the Procedures Manua! highlighted that it v,%~uld he important to engage all staff in this work and have everyone sign off on the final document. It was also agreed that future e changes to the Manual would be highlighted at Department meetings and circulated to all in writing. In light of the ongoing challenges and dynamic environment of the Planning and Building Department, there is a need for frequent communication between Staff members to keep abreast of issues. That regular Department and Division meetings take place for the purposes of communication relating to workflow and corporate issues. At the Workshop it was agreed that standing meetings amongst Staff would be beneficial to establish set channels for communication. The following meetings will be held on a regular basis • weekly Bldg and Planning Division meetings -to be informal sessions with a workflow focus • monthly Department meetings -formal with minutes to be issued. Higher level discussions covering priority project work and corporate issues with the opportunity for staff to contribute agenda items • ad hoc Director/Manager meetings on an as need basis to be called by the Director 15 There is an ill defined communication link between Council and the Building Division that leads to a lack of understanding regarding department activities and procedures. That a quarterly report be prepared and forwarded to Council outlining the Building Division activity for the period, with the CBO in attendance at Council meetings to respond to any related questions, and that This regular reporting be utilized for the purposes of bringing other pertinent Building matters to Council's attention. Establishing this regular communication flow will provide Council with an opportunity to keep track of Building Division workflow and the level of activity. Council needs to be better informed as to the volume of work and challenges faced by the Building Division in order to be in a position to better respond to concerns raised by residents. This regular reporting also provides an opportunity to convey other information to Council to keep them informed of topics of a general nature such as internal procedures. Far example, the current operating procedures of the Building Division are not widely broadcast. Procedures such as the differentiation between major and minor permit processing, and investigative requirements for new products and technologies could be outlined far Council as these were specifically referenced in the recent session with Council. There is an ill defined communication link between Council and the Building Division that does not provide Council with an opportunity for timely responses to issues raised by residents and for Staff to gain a better understanding of customer concerns. That a set protocol be established that incorporates a 24 hour response commitment for the Mayor and Councillors who have been contacted by members of the public with Building Permit related concerns. It is common that residents will contact members of Council when they have concerns. Staff understand that Council requires an expeditious process to respond to such concerns. Hence it is proposed that Council and Staff agree to a prescribed protocol for handling these matters. 16 A suggested approach would be: - When an issue is raised by a resident, the Mayor or Councillor would contact the Department Director or CBO - Due to anticipated improved tracking and communication procedures within the Building Division, the Director ar CBO should be in a position to provide a response within 24 hours. - This Mayor or Councillor would have the choice or relaying the response to the resident or requesting that Staff convey the message. - The Director or CBO would in turn, raise this exchange with Staff no later than the next Division meeting in order that all Staff are aware and the matter can be discussed Materials to assist customers in applying for Building Permits aren't comprehensive and can appear to be overwhelming That the Building Division review the existing materials it prepares for Building Permit application for the purposes of enhancing the information with the intent to provide more guidance for customers. There has been frequent reference by both Council and Staff that the existing application forms and accompanying instructions could be improved to provide assistance to a broader customer base. During the Workshop, suggestions for enhancements were listed as follows; - Prepare a manuals} to guide an applicant through the process - The manual(s) should not be too wordy ar use complex language - Pictures should be used to help illustrate - Conservation Authority maps should be included - Sample plans should be included - An explanation as to when and why Building Permits are required should be included - An explanation of a complete submission, and the related benefits for both parties, should be included - An explanation should be included related to the use of new products and technologies and the additional information that is required for approval. - An overview of the septic permit process should be included - A description of what inspections are required should be included - The fee list or a sample thereof shauld be included (Appendix C includes a draft version) - A clear description should be included regarding deposits -when and how they are returned and whether they will be returned in full or not. 17 1~~-~~ - Accompanying checklist(s) should be included making it clear as to what is required for a complete submission - A Flow Chart should be prepared for illustrative purposes (Appendix C includes a draft version) It should also be noted that at the Workshop, some materials from other municipalities were reviewed as a Best Practice exercise. Staff appeared to have strong support for the Town of Caledon materials and approach. For reference purposes, a few samples from Caledon have been included in Appendix E. As well, there was support for the manner in which materials are made readily available to customers at the Caledon Building counter, ie the "Self Help Wall", a picture of which has been included below. s C° r ~ S ;'.,,~,-. . ,w. ~. :~~ ~~~ ~~ ~ . ~ ~- ~~~ ~~, ~ ~~~`' 3 e ~. ~ -_° , ~. ,; k _;~ ~. ~:-.' On a last note for this point, the Acting CBO has been in the habit of preparing tailored packages for individuals that contact her in advance of making application. These packages are prepared for specific properties and address localized issues. This is an excellent customer service approach and perhaps as future work continues, this practice can be incorporated on a broader scale with less effort, with the preparation ofthe materials noted above. i8 Comments from the Town's contracted engineering consultants are sometimes late in coming. This can sometimes lead to the mistaken conclusion that Ora Medonte Staff are causing a delay. ao That the Director of Planning and Building review the current arrangements with the Town's engineering consulting firm with the intent to revise the terms to meet Planning and Building processing requirements. A number of questions have been raised regarding the service delivery arrangements with the Town's engineering consultants and clarification is required. A suggested program is as follows: - Determine if a contract exists and if so ensure terms are acceptable. This may in turn require a meeting with the Engineers to discuss adherence to terms - If a contract exists and terms aren't acceptable for Planning and Building purposes, research will be required as to how terms can be altered to suit - If a contract does not exist, consideration should be given to issuing an RFP with well described service delivery requirements - This RFP could include the work associated with the lot grading reviews to pursue a volume discount It is unclear as to the background and need for the existing 8m lot line setback requirement for infil) lots. ~~h That the Engineering Department be requested to review the 8m from lot line setback policy to determine if adjustments should be made. This policy was put in place at the request of Engineering some time ago and requires revisiting to ensure it is meeting current requirements. Upon review it is suggested that this standard be prepared as a By-law for Council approval to be incorporated as part of the Planning Division Zoning Certificate process. ~' sg The Building Division currently have responsibility for By-law enforcement. Due to other priorities, there is na dedicated focus to this area and activity tends to be on a complaints driven basis. w; That a business case be prepared and presented to Council for the creation of a full time By-law Enforcement Officer position. There is some concern that the current reactive vs proactive nature of By-law enforcement is not sustainable. With limited resources there is also limited coverage, followup and ability to prioritize this work. Of specific concern, is lack of capacity for Staff to assume the anticipated downloading of property standards responsibilities from the Province. ~' The Fees and Deposits associated with Building Permit issuance require clarity. That the Building Division review the current Fees and Deposits to ensure they are clear to the applicant as to s) what fees are Building Division related vs other departments and agencies, z) what Deposits cover and whether they are returned in full or partial, and 3) a well described system for compliance and return of outstanding monies. To a large extent this recommendation will be addressed in the process to improve guide materials and instructions for Building Permit applicants. It may also be useful to work with the Treasury Department in refining this information to ensure there is a common understanding around the monies collected and responsibilities for tracking and release of funds. Questions have been raised regarding the potential exposure of the municipality with respect to drawing revisions requested by Building Staff during their reviews. That the question of potential liability related to requested design changes be raised with the Town's insurer for the purposes of preparing a written response to be reviewed by Council and Staff Zo Building Staff believe that the Building Act regulations govern their right to request design changes to meet the Ontario Building Cade. However they acknowledge that all parties would benefit from some addition information on this subject and would welcome comments from the Town's insurer with respect to potential exposure. In concluding this section, it should be noted that a number of miscellaneous comments were made that although not part of this Process Review exercise, should be recorded for potential future attention; • Staff are mindful of the corporate effort to improve the municipalities customer service standards and welcome the opportunity for future Custoi ~ per Service Training • In the same vein, Staff assume a corporate Customer Satisfaction Form will be prepared and would like to participate in the preparation thereof to ensure Planning and Building service experiences can be rated • Although not raised during this project, Council has previously expressed comments regarding the Order to Comply procedures and clarification is required from Council as to how they would like matters of this nature handled. • With the pending work ahead to implement changes to operational procedures for the Planning and Building Department, future opportunities should be kept in mind such as the potential for online applications and online inspection bookings that currently exist in some municipalities within Ontario. ~z Unless a properly defined Implementation Strategy is prepared, there is a risk that the results of Staff's hard work to prepare a list of recommended changes, will be a wasted effort as day to day activities take priority. In turn it is incumbent on the Director of the Planning and Building Department to lead staff in preparing an Implementation Strategy which would include; - Development of work programs to flesh out each of the recommendations - Assigning appropriate staff to take lead roles or participate in work required to bring recommendations tofruition - Prioritization of the various initiatives - Coordination between the various initiatives - Establishing milestones and deadlines for completion - Monitoring progress to ensure target dates are met - Developing measurables for success - Refinements to recommendations asrequired - Methods for seeking further improvements as time goes an - A well defined communication flow to keep other corporate groups and Council apprised of progress The Director of Planning and Building participated I n the 2 day Workshop and is aware of the need for leadership in the preparation and overseeing of an Implementation Strategy and has indicated that this initiative will be a standing item on the monthly Department meeting agenda so all Staff will be kept aware of ongoing progress and indeed will be participants in achieving success. As a final step in the Planning and Building Process Review project, a survey of customers will be undertaken and subsequently presented to Council in the form of a "Customer Report Card". This exercise will form the base for measuring future progress as the Planning and Building department implement changes to procedures and policies identified within this report. ii z3 Oro Medonte -Building Permit Process (Current) March 2008 - ~ 0 , ~ Package of material may be Waiver Signed ~.-~ forwarded to assist ~ customer U If accepted i Customer c ontacts the ssue, Depending on ~ municipality f or information Receptionist directs customer may need to Submission of Package reviewed. ~ '~ calls or front counter be redirected to other Building Staff Building Permit g Jud acce ttcall to enquiries to whoever is lication A p pp incomplete m available in Building Verbal responses for simple enquiries Planning may be ~ called to the C counter by Entire Package C C Building Staff sent to Planning tB ~ _ <.~.-~^ Ate" ~+ Oro Medonte -Building Permit Process (Current) March 20Q8 ~ Notification in Additional ~ information writing regarding _ outstanding assembled for ~ information submission (.~ Deputy CBO/Plans Reviewed by Incomplete Examiner reviews Plans Examiner Package If incomplete Package put in ~ ~ package to sort If Major Reviewed "Hold Drawer" f Fi l i Building Permit into Minor and ---- If complete rev ew o na Package Returned Major applications Reviewed b y i Package ~ m or assemble If Minor Plans Examiner or additional Inspectors information If additional information assemble with "Hold Drawer° C Planning review -- - ~ for Zoning ~I If further Planning approval is required (`or eg a var~~ nce) work continues t~ compliance i - - -_ _ - - -- - _ _ - - _ _ - _-- ____ __ (Z Contact may be ~ required to others {for ~ eg designer, MTO, ~ Conservation Authority} Oro Medonte -Building Permit Process (Current) March 2008 Repeated as many times as required ~ Customer contacted and ~ advised Permit i s Construction Call for Inspection ~ available for ~ Copy for C.7 pickup Customer ~ C 'C3 If no other Planning Building approvals required Building advised Building Permit Permit all Planning Fees and Deposits uilding Inspection Booked -within 48 hrs - 1 day commitment Daily Inspection ~ Inspection Inspection f l d •~ Package If Planning approvals approvals are in are aid p Permit Issued - am/pm preference Schedule i occurs Report e m Approved are ongoing Permit is held place can be stated by no Prepared _ guarantee a~ C ~ ~ If further Planning approval is required work continues ~) Final Planning Approval N _~ 24 Oro Medonte - Building Permit Process (Streamlined) March 2008 -, - .~ Applicant advised ~ Package of that if all other Complete p information and or requirements are Submission ~ referral to Building in place, Building Package ~ Permit guide may Permit can be prepared U be provided applied for m r C t t t th Building Staff are s~ ~ us o e c municipality f on ac s e or information Receptionist screens to If yes called to assist based on set _ Complete determine if Planning protocol Submission •~ advise has already Building Permit m been sought Application If no ~ ~C Planning Staff respond to enqui ~ I " rther tinning approval is required ( for eg a Planning ~ ry and work with variance) worts continues ,%' approval a Customer < '~ • ~ : _r ~; ~ J F t~ " ~ ~i ~ ~ ' ~ ~ ~~ t.~ -~~~ ,. ( ` ~ ~ _= E I - ~~ ,--'"' ~' 1 J Oro Medonte -Building Permit Process (Streamlined) March 2008 ~ Package returned to ~ Customer with Complete ~ identification of what Submission ~ ~ is outstanding and Package prepared U advise on how to complete i d b R ~ If incomplete Customer is advised of Deputy CBOPIans If Ma' r P ev ewe y Plans Eaminer _ Building Permit k Eaminer reviews Package ~ A li ti If l t pac age t t k ~ ca on pp corn e e p acceptance along o sor pac age Reviewed ~ m reviewed with an anticipated into Minor and If Mi Reviewed by Pl E i i date for issuance Mapr applicati nor ner or ans am I Inspectors sT C C i C (6 Contact may be ~ required to others (for I L eg Designer, MID, Q Conservation Authority) ~~ ~, (./~J Oro Medonte --€3uilding Permit Process (St reamlined) March 2008 Rep eated as many times as required ~ Customer ~ contacted and ~ advised Permit is Construction Call for Inspection ~ available for Copy for U pickup Customer p~ Inspection Booked C Building Building Permit -within ors Daily ~ Permit F e nd D it Building 1P d it t Inspection i Inspection Inspection ~~ Package e s a epos s are paid Permit Issued - ay comm men -Inspector calls Schedule occurs Report filed m Approved ahead Prepared C • ~ i C (II a a~ L .,-+ ~.~ /~ _...1.-. ~. ~ ~. a~ ~~ _ ~ _ _ 25 Oro Medonte -Building Permit Application Fees Summary The following fees may be applicable for your Building Permit submission. For a full listing of potential fees and charges, please refer to Township of Oro Medonte Bylaw 2005-043 FEES Plumbing Fee $120.00 Occupancy (use) $25.00 Water Connection Fee $200.00 Sewer Connection Fee $200.00 Square Footage Calculation (variable) This listing could be extended t o refer to other potential fees as identifie d within the Bylaw DEPOSITS/SECURITY Occupancy (refundable) $100.00 Lot Grading (partial refundable) $2,000.00 Conditional Permit (refundable) $5,000.00 FEES DEPOSITS/SECURITY Township Development Charges Note: Securities relating to Site Plan or Entrance Permit $50.00 Subdivision may be required to be in place Municipal Address $15.00 prior to acceptance of Building Permit application FEES County of Simcoe Development Charges Education Development Charges SAMPLE ILLUSTRATION OF A REFORMATTED FEES LISTING DISTINGUISHING BETWEEN PAYMENTS ~...... b .. 4; i6 Pre Requisites for Building Permit Application -_ I' i Design C7rawing(s) ~, I Planning ~ Other Required ' and Specifications ~ ~i Approvals ~ Approvals I~- - - - - - - ~-- - -- I -T-~ Refer to the Oro Medonte Complete "Building Permit Guide" or Submission contact the Building Building Permit Department for full details Application on how to prepare your Building Permit Application Submit to ~~o Medonte Building Department Package is checked for completeness information is noted and customer ~Q~. S ~~pP ,~ G~ Make sure to use the checklist to outlines all requirements for Complete Submission packages Building Permit Application is reviewed Outstanding information is submitted If application is acceptable If application is not acceptable " Notification of outstanding information is Building Permit prepared in writing Prepared and forwarded to customer Customer Notified Fees Paid and Deposits made Permit Issued a m- m ~- a 0 .T .~ m .~ o a m ~ ~• ~ ~. ~ a~ a• w a ~ ~ C't "`" { i7 ~~ TOWN OF GALEDON BUILDING PERMIT CHECKLIST FOR ADDITIONS 1 GARAGES / CARPORTS RESIDENTIAL ONLY Descri lion Re aired Received Comments Site Flan Approval and Site Plan X Ifapplieable A reement(inchtdin ORM Niagara Escarpment Commission x If applicable - (905} 877-5191 A royal Toronto Region Conservation X If applicable - (416) 661-660Q A royal ext. 5221 to book a ointment r~^+ Credit Valley Conservafion X If applicable-(905) 670-1615 ~ A royal t l h d M Site Plan Drawing ~ a so s ow propose us Q drainage/lot rading Q Detailed Construction Drawings ~ (includes floor plans, elevations and X „ cross sections ~ l d f d i d i R raw ngs (sea truss es gn e oo X If applicable (refer to Guide) b a P. En ineer) Engineered floor framing layout X If applicable (refer to Guide) drawin Heat Loss Meat Gain Gale's, HVAC X If applicable (refer to Guide) drawin s & Ventilation summat Application(s) & Payment X Septic System analysis may be required to confirm existing system X If applicable (refer to Guide} is sized appropriately for additional ,,~ ~ Toad d ~l Town of Caledon approval for Road If applicable - (905) 584-2272 ~ ~ Accesslexisting culvert X Ext. 4238 ,_, Public Works & En ineerin De t F ~ roval for Raad Re ion of Peel a u . pp g X Hrapplieable-(905)791-7800 A p., Aceesslexistin culvert A G '~ ~ Road Access approval from Ministry X If applicable (4l6) 235-5292 of Trans aortation Building approval from Ministry of Transportation for buildings within ~ if applicable -(416) 235-5292 150 ft of Hw #9 or 10 *2 COPIES OF ALL DRAWINGSJDOCUMENTS ARE REQUIRED AT TIME OF PERMIT APPLICATION SUBMISSION -~ Please note that additional information may be required following a frill review of your permit application. Revision Dxte: lanu~ry i OH u ~~ TOWN OF CALEDON BUILDING PERMIT CHECKLIST FOR AGRICULTURAL BUILDINGS -NEW & ADDITIONS Uescti tion Re Hired Received Comments Site Plan Appro~~~a~l and Site Plan X tf applicable A regiment inchadin ~ ORM Niagara Escarpment Commission X I{applicable - (9t)5} 877-5191 A ..rova) Toronto Region Conservation X If applicable-{416) 661-6600„ A .rova) ext. 5221 to book a ointment Credit Valley Conservation Approval ~' If applicable-(905) b70.1615 Si Pl X Must also show proposed drainage/lot ~„ te an eradin Q(, Detailed Construction Drawings These may be required to be sealed by Q (inchrdas floor plans, elevations and ~ an Architect and/or Professional F' cross sections En =ineer ~ RooPmtss design drawings (sealed X If applicable (refer to Cfrdde) b a P. En *ineer; Z 'h i l rm ng ayout Engineered floar ~' If applicable (refer to Gtdtie) drawin V ' uired to th ma be re if li bl AC I{eat Loss, I[eat Gain Culo s, hT X y q app ca e, ese drawin >s & Ventilation sinning be sealed b a Professional En ineer Commitment to General Review by X If Buitdtng area > 600 m' Architects and Engineers (See note below} Completed Nutrienr Management X uestionnaire Septic System a;~. :anon along with SiCe Plan showin lxation of }~ If a new system is proposed ra osed r rrtic >. win Application(s) fi. ' ayment ~' Town of Caledon approval for Road If applicable -(905} 584-2272 Ext. ~ r,/1 Access/existing culvert X 4238 ~ Q Public Works & En *ineerin~ De t ~ Region of Peel approval for Road x if a h~able - 905 741-7800 PP " E ) " Access/existin .culvert ~ roval from Minist Road Access a ~ ry pp X If applicable -(416) 235-5292 ~ ~ of Trans ortation A Q+ Building approvat from Ministry of Q '~` Transportation for buildings within ~' If applicable - {41 G) 235-5292 ISOftofHw #9 or t0 ~2 COPIES OF ALI. DRAWINGS/DOCUMENTS ARE REQUIRED AT TIME OF PERMIT APPLICATION SUBMISSION -r• Building area is the actual horizontal area the building will cover (i.e., the footprint of the building). -~ Please note that additional information may be required following a fidt review of your permit application. Rc+~sion Dote: January f eN ~~ ^O~' TOWN OF CALEDON BUILDING PERMIT CHECKLIST FOR DECKS ONLY Descri lion Re aired Received Comments Site Plan Approval and Site Plan X If applicable A reement (indudin ORM) Niagara Escarpment Commission ~ Ifapplicable-(905)877-5191 ~ A. royal p; Toronto Region Conservation `Y Ifapplicable - (416) 651-6600, Q A r royal ext. 5221 to book a ointment ~ Credit Valley Conservation X If applicable - (905) 670-1615 A A royal ~ A plot plan showing setbacks from Q Site Ptan Drawing X property lines, must also show `~' easements & se tic location Detailed Constntction Drawings (includes floor plan, elevation and X See TACBOC details for assistance cross section Application & payment ~ ~~ *2 COPIES OF ALL DRAWINGS/DOCUMENTS ARE REQUIRED AT TIME OF PERMIT APPLICATION SUBMISSION -Please note that additional information may be required following a full review of your permit application. Revision Date: January / nr _ Ily~ TOWN OF CALEDON B~TILDING PERMIT CHECKLIST FOR INDUSTRIALtCOMMERCIAL!INSTITUTIONAL BUILDINGS Descri lion Re ulred Received Comments Site Plan Approval and Site Plan X Tf applicable A meement indudin * ORM) Niagara F.scar~ment Cotmnission ~' if applicable - (405} 877-5141 A royal TorontoRegiorConservation ~, Ifapplicable-(416)66]-660Q A royal ext 5221 to book a ointment Credit Valley Conservation X Ifapplicable-(905) 670-1615 A .royal Site Plan Drawing X Must also slfow proposed draina *e/lot radin Architech~ral I?ssign Drawings (includes floor plans, elevations and ~ 4 sets of plans required cross sections _ C Q Structural Design Drawings X Ifappiieable Q ~ NVAC Design Drawings ~' Ifapplicable Plumbing Design Drawings ~' Ifapplicable ineludin Site Services Electrical Drawings if Fire Alarm X Ifapplicable, 4 sets of plans S stern is included re aired Sprinkler Drawings ~ if applicable, inclade hydrauiic cabs Commiunent to General Review by X If applicable Architects & Fn ~ineers Form O.B.C. Da[a Matrix ~' Application(s) 8c Payment ~' Ifapplicable Septic System application along with Site Plan showing location of X If no municipal sewers availebie ra osed se tic s stem ~ V Town of Caledon approval for Road A / i ti l rt ~ Ifapplicable-(905)5842272 1 ve ccess ex s ng cu Gxt. 4238 Public Works & En ~ineerin De t} ~ Q R i f P l l f R d "~ approva eg on o ee or oa ~ r Ifapplicable - OOS) 791-78(}0 ~.+ Access{existin> culvert ~+' N ~` Road Access a;~proval from Ministry X Ifapplicable-(416}235-5292 a of Trans ortatian A a Building approval from Ministry of Q Q Transportation for buildings within X Ifapplicable-(416)235-5292 150 ft of Hw ~9 or 10 *4 SETS OF THE ARCHITECTURAL DRAWINGS AND 2 SETS OF ALL OTHER DRAWINGS/DOCUMENTS ARE REQUIRED AT TIME OF PERiVII'I' APPLICATION SUBMISSION -> Please be advised that a<iditional information may be required following a full review of your application and that all applicable Development Charges must he paid prior to Building Permit issuance. a~~-~>~o~ na~~:.t~nros /~ TOWN OF CALEDON Building 8~ By-Law Enforcement Department Building Permits A Homeowner's Guide ~~ ~ '~ .~; ! ~~ 4 `~ ! / ~ ~~ ,~~ /~ / ~,~ ~~ ~ -_ - ...~« BUILDING PERMITS A homeowner's guide Whether you are plarning on building a simple shed to a large addition on your house you will have many o'the same questions. Do I need a Building Permit? What do I need to submit to get a permit? How long will it take? Why do I need a permit? This guide has been developed to :assist you with understanding the Building Permit process and what information you will need to provide to the Town along with your Building Permit application. This guide is designed as a basis to assist you in not only obtaining your Building Permit but with completing your project, however, since each project is unique and some of the external agency (e.g., Conservation Authorities, Niagara Escarpment Commission, etc) requirements that may apply to your property are different, you should contact the Building Section for the specific requirements that apply to your property. ,~_ ~~~'~ 2 r~ D"'"' ~~ i Why is a Building Permit Required? Obtaining a Building Permit will help ensure that the work being constructed is in accordance with both the Ontario Building Code and the Town's Zoning By-Law. The Ontario Building Code contains the minimum construction standards that have been developed to ensure that the health, safety and welfare of both inhabitants and users of buildings are protected. What is a Building Permit? A Building Permit is a document which grants legal permission from the Town to begin construction of a building project, it also includes a set of 'approved' plans which have been reviewed and approved by the Building Department for compliance with both the Ontario Building Code and the Zoning By-Law. What types of construction projects require a Building Permit? Under the Building Code Act, a Building Permit is required for the construction, alteration or renovation of any structure over 10 m= (108 ft~) in area. Some typical projects that do require a permit include: • new houses • additions to houses • garages (either detached or attached • carports • decks` • plumbing, heatinglair conditioning work • sheds or other types of accessory structures that are greater than 10 m~ (108 ft2) in area. • new or repairs/alterations to sewage (septic) systems Please remember that even though a Building Permit may not be required, compliance with the Zoning By-Law or other regulations (e.g., Conservation Authorities, Niagara Escarpment Commission, Oak Ridges Moraine, etc.). may apply. Please check with the Planning & Development Department for confirmation on the applicability of the Zoning By-Law or other regulations to your project. A deck which is less than 60 cm (24 inches) above grade does not require a Building permit regardless of the size. Please note that all applicable Zoning By-Laws are still applicable to these decks. Types of construction projects that do not require a Building Permit Not all new construction, alterations or renovations will require a Building permit. Some typical projects that do not require a permit include: • air conditioning units or heat pumps added to existing systems • pool heaters • painting or decorating • landscaping • fences • re-shingling of roofs • eavestrough • construction of non-loadbearing basement walls • kitchen cupboards • satellite dishes • minor masonry repairs • new window/doors • a building or any accessory structure that does not exceed 10 m2 (108 ft~). • wind turbines including towers Please remember that even though a Building Permit may not be required, compliance with the Zoning By-Law or other regulations (i.e., Conservation Authorities, Niagara Escarpment Commission, Oak Ridges Moraine) may apply. Please check with the Planning 8 Development Department for confirmation on the applicability of the Zoning By-Law or any other regulations that may apply to your project. What if 1 do the work without getting a Permit? If the work does not comply with either the Ontario Building Code or the Town's Zoning By-Law, cos'!y work may be needed to correct any infractions or the removal of the work ,ray be required. Also any future Iega! transactions of the property (e.g., mortyage renewal, selling, etc.) may be significantly impacted by the 'illegal' construction work. If the work is being done by a contractor, then there is no independent review by a third party for the homeowner to help ensure that work is being done correctly and your insurance may not cover any claims that may arise as a result of faulty construction. It is also a violation of the Building Code Act to cany out work for which a Building Permit is required. Failure to comply with the Building Code Act could result in charges being laid and penalties being assessed to the property owner or other responsible persons. .°~ j,..*Ji What if I live in an area regulated by a Conservation Authority, the Niagara Escarpment Commission or the Oak Ridges Moraine Act? If your property is in an area that is regulated by a Conservation Authority, Niagara Escarpment Commission or subject to the Oak Ridges Moraine Act and the work you are proposing is either new construction or work that is not wholly contained within an existing building, then you may require a permit from one of the Conservation Authorities, the N.E.C. or Site Plan Approval for the Oak Ridges Moraine, In order to determine if you require this additional approval, staff in the Planning 8 Development Department can advise of this and how to apply for these approvals. Please note that you may still apply for a Building Permit prior to obtaining this approval (if necessary), however, a Building Permit cannot be issued until such approval is obtained. What is needed to get a Permit? A Building Permit application form along with Z sets of the following r~ ' drawings are required to be submitted to the Building Section along I with the necessary Building Permit fees*: j__,. • Site Plan (this does not apply if the proposed work is confined to the interior of the building) • Floor Plans • Elevation Drawings of each side of proposed construction (this does not apply if the proposed work is to the interior of the building only} • A roof framing plan or truss layout (including truss drawings) • Mechanical drawings including Heat Loss! Heat Gain calculations if a H.V.A.C. system is being installed or altered • Number and type of Plumbing fixtures being installed (i.e., 2 sinks, bathtub, laundry room sink, toilet, etc.) • Septic System information • If the property is under the jurisdiction of a Conservation Authority or the Niagara Escarpment Commission, then proof of approval from these authorities is required. If you have a good working knowledge of construction you may wish to design your own project, however, you may wish to have a draftsperson or designer transform your sketches or ideas into proper plans. Please contact the Building Section early in the planning stages of your project BEFORE any drawings have been started. Determining the specific requirements for your application can speed up the approval process and save you time and money. 'Please contact the tuilding Section to determine your Building Permit fee prior to visiting the Town to submit your application. The following table indicates the drawings required for various types of projects. Samples of these different drawing types follow on pages 7 to13. Appliuition Sito P,ar Foundafion or Crass Section ~ Partial Floor Complete ~ clevafions for Basement ~ Plan Floor Plan i (Viaw of Plan ~ ~' ~ ' ___ ____ P_q 7 P 9 P 10 P B- 5 P 9 i 12 Pg '~ ' Ca its Yes Yes Yes Yes No Yes Detached garages and Yes Yes Yes No Yes Yes accessory buildin s Additions and attached ara es Yes Yes Yes No Yes Yes Wood burning stoves, fireplaces and Yes No Yes Yes No No chimne s Porches and decks Yes Yes Yes Yes No Yes Basement Walkouts Yes Yes Yes Yes No Yes 6 w t Site Plan A site plan identifies buildings and other structures or features in relation to property boundaries. The site plan should identify your existing house and any proposed changes. Most or all of the information required for a site plan can be found on your property survey You may have received one when you bought the property If not you may have to hire a surveyor. The following information should be shown on a site plan: l) Title and scale 2) Legal description 3) Street name 4) North arrow 5) Property lines with dimensions 6) Setbacks to all property lines from existing and proposed structure(s) 7) Proposed construction (shaded) R) Overall building dimensions 9) Right-of-way(s) and easements LOT 8 -{ ~ P LOT ~s 9 LOT 10 -o a4~ T i '~ ' m-0 ~a.r~,m,.Me ~{ ewie ~ ~ m p ~, i _ I I I SITE PLAN ecy.e r. s.b. '._rc« a~ xRVn a ~., °`m a r l ~ o (I r.,~,,.n 4. ` > i I ~ g ~~ ~~ +(( re x v ~ x ~ I I ~ ~ ~.b.~. ~~» ro 4 ! I i wv,~.. 9 A ~ I 0 F KH,4LMl1R GRE SGENT SAMPLE SITE PLAN 7 Floor Plans Floor plans provide a 'bird's eye view' of the different floors of your house. They show scaled _+ dimensions of the rooms, -.• f halls and stairs on each ~~ ~ ~y ~ A q -1~. , floor, as well as the size, ; ---- -- -~ ~~-»~-- r:ili direction and spacing of ~ i structural members(e.g., ~ f ~`~ c p~ joists, beams and lintels). ~ § ' mow, d ~w, i The following information 3 : _---- ~- - ~------ - -- - n i should be shown on a floor ~ ~• plan: ~ i s ~ o---~ ~ o .f 4 I I) Title and scale ~ ~ a --~ ~! !; v 2) Room names !; ~ I } r ' ' _' ' -}-- -- -mss ---- 3) Interior and exterior - ---.~- - --- dimensions, , " including door and * i ~~ window sizes 4) Structural mf:mbers and lintels, including the'd izes 5) The materials used ~ ~°`° ! and the extent and s size of both the new - and existing structure(s) ~ - A 6) Cross-section ~ -- - symbols ~' '~ 7) Location of ` ~ ~-`~"~~' plumbing fixtures 4 I I ~ASEI-LENT PLAN SAMPLE FLOOR PLAN 8 S Floor Plans (con't) 76'-0' MCrtMI ~~"~- b'-b' 4'-0' b'-b' A M n Q 4 O ,.-0. ,,.-0. ,,a. u.~i un.~ I Q r~ I'r ~ ~ s.w,e ~,.r.w ~ i ~ 4 ~«I.~4:.~ ~~ 'r_ e o- ry o 4 ~ ® ~ .'~ ..~ a/Z%t0 4(j%10 4 ~ 4 e•-a Irr s -n a ---- 5us~ Y -.jam L__-_y~..T~{y.~~ (vA~ ice--I~nl Yt .__ - 1d O 1 ~ • eo n T b ~ ~ ~ 10 A iv w. i~ 63*~e Lrl,3 ~ tMtR __ ~ ~'1' Iblb 1011 4 '1 O i ~ n „~~ -easi~~- GROUND FLOOR PLAN .,< ~.~ . ,~ ~ 9 Cross Sections A cross-section presents a view of a building along an imaginary cut, showing the structural elements of the building and exposing what is hidden behind the walls. . Cross-sections through the proposed and existing ~ ~' s structure(s) may be required to show building materials ~ ~ ` and how they relate to one another. The location of a ,` .~-` cross-section is shown by the cross-section symbol on the floor plans. The following information should be shown on across-section: 1) Title and scale 2) Room names 3) Heights and dimensions of doors and windows 4) Size and type of materials and finishes 5) Finished floor level and grades 6) Existing house and proposed addition(s) More detailed drawings may be necessary to fully explain a particular aspect of your project which varies from conventional construction practices. Typical detailed sections are available at the Building Section counter. O .~ ~.... ~r~ ~~ Q ,~~~~.~.~~~.~ ~DOSi:Qi "I V ~~ •- ~~~ _______~ ~ ~~----I Chi ~ _ <3 _ epRM K,x w. r..-y---0 cn -~ --U O-', Vii.'-Cf ~_ ~...~ h V ~ l 1A~ n,~.!a~ ~. ` p ~ i! __~ ; '~~ ~` I ~ ~~~ ~~ 5EGT10N 'A-A' sc...e xv. r.e• ,.M.~«. SAMPLE CROSS SE%710N 10 ,~-+ v Elevations Elevations show all exterior side views of a building. Elevation drawings may be required for any project which would alter the exterior view of your house. The following information should be shown on an elevation: 1) Title and scale 2) Heights and dimensions of existing and new window and door openings 3) Exterior finishes and materials 4) Finished floor levels and grade 5) Extent of proposed addition and existing house 6) Overall height of buildings 7) Slope/pitch of new roofs JJJJJ »JJJ JJJJJ JJJJJ JJJJJ JJJJ J JJJJJ f ~'~ JJJJJ J J J J J f,' ~.ff,11" JJJJJ_ JJJJJ ~~-/.~~ JJJ 1., J J J J J l1_/1 JJ~MI~ JJJJJ i1J JJ1J JJJJJ ~1 _.'1JJ~ J J J J J ~~ ~JJ~~~ J J J J J ~~~ ^ ^ (~'~ ~w.r e ~- ~i wholes new 1--- ~'. ~.,.-`'Rr ...~ca ~ r' .lens _ ~^.^, ~ P RA=E Wt f !bi ~ ,' ' -- 11 q O ~~ 1 ~ ,_, ~ t ,. tEawG~.b4K f ~ 9 1 .~ Y ~ i ~ "dam, ?M*f as Np12TH ~LEVATIL~N ~~ ~.-. SAMPLE ELEVATION DRAWING Elevations (co~t't) ~--+ ,~ ~m =F .~_ _ - ~ _-- ~'' i §~ r - _ ~ - ~ ~:t ~, 2E :~~c>.eQ >~s ~'~ ~, `'\~[` ... C~'wainm x+-~wa. ~c.m t ~ N' ~(~J nhtMR ^^rr } r ~ ~C~ri'A rt ~ ~ i 4 f ~tT 1 IfJ wWAa' ~ ~~ ~ II M~:I (?i ,., e ~ ~ ~I eta I r . ~~~~__.- L. _ ~ ~ ~ _ } ;~ . cww ~.`_ ~ 3 9f _. ,a } ~ ...Qa G __ j,..~.~ ~. a..e ._.. ... _ __..-..,. ... r..~wr ` .s.e ~A~'r ELFV A'1'IpN i ora c': :tFa_.sl~~"~i .~..~. SAMPLE ELEVATCN DRAWINGS 12 .-^-' ...J1 .....~ Private On-Site Sewage (Septic) Systems In areas with municipal sewers, the disposal of sewage is not something property owners often think about. However, in areas without municipal sanitary sewers, sewage disposal is the responsibility of each property owner. Residential property owners must treat and dispose of both sanitary sewage and waste water on their property. Factors affecting Sewage System design There are several factors that affect the size and location of the sewage system which also may ultimately impact on the location and size of your house. These factors are as follows: • Number of bedrooms in house • Size of house • Number of plumbing fixtures • Soil type • Location of other structures on property (e.g., sheds, decks, garages, etc.) • Location of wells, watercourses, and property Tines What information must be submitted? 2 sets of a Site Plan showing the sewage system, any structures on the property, wells, watercourses, property lines, etc. and measurements to those features (see page 14 for a sample site plan) along with a soils analysis showing the percolation capacity of the soil. If you are hiring a designer or contractor then you should be aware that the Ontario Building Code requires that all designers ~ contractors must be certified by the Buildings Branch of the Ministry of Municipal Affairs. ~.. l3 e What happens once 1 apply? Once an application is submitted to the Town it is reviewed by a Zoning Plans Examiner along with a StructuraUArchitectural Plans Examiner and a Mechanical Plans Examiner. Once each Plans Examiner has completed their review and if there is additional information required, then they will contact the applicant in writing or by phone and advise them of this. Once all of the requirements are met including the payment of all fees', then the application is approved and a Building Permit is issued. Now that 1 have my Building Permit, what's next? Once you have been issued a Building Permit you may now legally begin the construction of your project. During the course of your project there are several different stages of construction that must be inspected by the Town's Building Inspector and/or Mechanical Inspector (for a complete listing of these mandatory inspections please refer to page 16 of this guide). These inspections are legally required and are in place to ensure that the health, safety and welfare requirements of the Ontario Building Code have been met. These inspections are also a good way for either the do-it-yourselfer or the professional you've hired to utilize the expertise and experience that the Inspector can offer in helping to resolve any technical difficulties that may arise during the course of the project. Please note that these inspections do not happen automatically. It is your responsibility to ensure that either you or your contractor contacts the Town to request an inspection at least 24 hours prior to the actual inspection. This will ensure that your project proceeds as approved and with minimal delays. To book an inspection please call (905) 584-2272 Ext. 4174 Please note that the owner or representative of the owner (e.g., contractor) must be present during any mandatory inspection. Before you dig: Remember to call the appropriate utilities before you dig: Bell Canada Enbridge Gas Hydro One at 1-800-400-2255 Region of Peel Wafer & Sewer locate at (90S) 791 - 7800 Ext. 3400 Once the project is finished what do I do? Upon completion of the project, the Inspector's must conduct one final inspection and upon successful review the Building Permit is officially signed-off as being complete. This signing-off is your assurance that everything has been inspected and approved and found to be in compliance with both the Ontario Building Code and the Town's Zoning By-Law. 'All Building Permit fees must be paid at the time the Building Permit application is submitted and all Development Charges must be paid prior to permit issuance. .. ~ ~ ~r~li~'"~.A { Y^ ~~""~ ,.~ ~,~ , r x~. ~~ R - IS Contacts Town of Caledon Building ~ By-Law Enforcement Department (905) 584-2272 Ext. 4233 Planning & Development Department (905) 584-2272 Ext. 4228 Public Works & Engineering (905) 584-2272 Ext. 4238 Committee of Adjustment (905) 584-2272 Exi. 4265 Mailing Address: P.O Box 1000 6311 Old Church Road Caledon East On LON 1 EO Office Hours: Monday -Friday 9:OOam to 4:30pm Other Agencies Credit Valley Conservation Authority 1255 Derry Road West Mississauga On L5N 6R4 (905) 670-1615 Toronto Region Conservation Authority 5 Shoreham Drive North York On M3N 1S4 (416} 661-6600 Niagara Escarpment Commission 232 Guelph Street Halton Hills On L7G 461 (905)877-5191 Region of Peel 10 Peel Centre Drive Brampton On L6T 489 (905)791-7800 Mandatory Inspections Structures: 1. FOOTINGS (prior to pouring concrete) 2. FOUNDATION AND WEEPERS (Backfilq 3. EXTERIOR DRAINS 4. INTERIOR DRAINS 5. PLUMBING ROUGH-IN 6. H.V.A.C. ROUGH-IN 7. FRAMING (Prior to insulating) 8. FIREPLACE OR WOODSTOVE ROUGH-IN 9. INSULATION & VAPOUR BARRIER 10. PLUMBING FINAL 11. H.V.A. C. FINAL 12. OCCUPANCY 13. COMPLETION OF WORK Sewage Systems: 1. READINESS TO CONSTRUCT SEWAGE SYSTEM 2. COMPLETION OF TILE BED (Prior to backfill) 3. COMPLETION OF SEWAGE SYSTEM "Please note that the owner or a representative of the owner (e.g., contractor) must be present during any mandatory inspection. 16 -^ '-,'.. .~ .,..J3 ''~ T(JWNSNIP QF QRt?-MEDONTE , t r _ . REPt~RT Report No. To: Committee of the Whale Prepared By: DS 2008-030 Steven Farquharson, Junior Planner Meeting Date: Subject: Zoning By-law Motion # 2008 May 7 Amendment 2007-ZBA-11 , (George Gaudet) Roll #: West Part of Lot 25 R.M.S. File #: D14 37483 4346-010-010-01800 Concession 10 {Oro} Townshi of Oro-Medonte RECOMMENDATION{S): Requires Action X For Information Only It is recommended: 1. THAT Report DS 2008-030 be received and adopted; and 2. THAT Zoning By-law Amendment Application 2007-ZBA-11 for George Gaudet, West Part of Lot 25, Concession 10, Township of Oro-Medonte, (Former Township of Oro) on Schedule A5 on the Zoning By-law 97-95 (as amended} from AgriculturallRural (A/RU) Zone to Shoreline Residential Hold (SR*H) Zone be approved. 3. That the Clerk bring forward the appropriate By-law for Council's consideration. BACKGROUND: The purpose of this report is to consider a proposed Zoning By-law Amendment submitted by George Gaudet. This rezoning application has been submitted to fulfill a condition of approval for Consent Application 2007-8-27, which was granted by the Committee of Adjustment on September 20, 2007. A statutory public meeting was held on April 9, 2008 to receive comments from members of the public and relevant agencies. The application was circulated to internal Township Departments and outside agencies, and no concerns were raised. ANALYSIS: As part of the Committee's provisional approval, the applicant must apply for and obtain a rezoning for both properties to maintain the consistency of the zoning fabric in the area. The subject lands are appropriate for area in relation to the shape, frontage and area in relation to the surrounding properties. DEPARTMENT SERVICES Meeting Date May 7, 2008 Report No. DS 2008-030 Page 1 of 5 i~r FINANCIAL: Not applicable. PO~ICIESII_EGIS~ATION: Township of Oro-Medonte Official Plan: The subject property is designated "Shoreline" by the Official Plan. Permitted uses within the "Shoreline" designation include single detached dwellings, accessory structures to residential uses, and home-based businesses. It is noted that the creation of new lots by way of severance is permitted within the Shoreline designation. Zoning By-law 97-95: The subject property is zoned Agricultural/Rural (A/RU) Zone. The proposed lot will consist of 0.2 hectares, and will have 56 metres of frontage on Lakeshore Road East. The proposed retained lands would consist of approximately 0.256 hectares, and maintain 63 metres of frontage on Lakeshore Road East. With respect to severance policies contained in the Official Plan, Section D2.2.1 d) indicates that that the severed and retained lots "[have] adequate size and frontage for the proposed use in accordance with the Zoning By-law..." As a condition of Provisional Consent should be that the lands are re-zoned to the Shoreline Residential HOLD (SR*H) Zone, where the minimum required lot frontage is 30 metres, and the minimum required lot area for a residential use is 0.2 hectares. As a result of site inspection, it was determined that the subject property abuts lands that have been identified to contain significant woodlands. Given the proximity to significant woodlands, it is appropriate that a Holding provision be included as part of the rezoning which will require a Site Plan Agreement, depicting building and septic envelopes, and vegetation areas to be protected. The Zoning By-law and the requirement of a Site Plan will be utilized to reduce the potential impact of the residential use on the adjacent woodlot. The proposed lots will comply with the minimum lot frontage and lot area requirements of the Shoreline Residential Zone. CONSULTATIONS: No concerns were given by internal departments in relation to the proposed rezoning of the property. Comments received from the Lake Simcoe Region Conservation Authority stated that they had no objections to the rezoning application but requested that due to the property being identified as a bevel 1 feature in the LSRCA Natural Herbage System, all site alteration should be located in the south-west corner of the severed lot to reduce the potential impact in the wood lot. The ~SRCA has commented that both the severed and retained lands are outside of the regulated area and that a permit will not be required from them for the proposed development. DEPARTMENT SERVICES Meeting Date May 7, 2008 Report No. DS 2008-030 Page 2 of 5 A public comment was received via email on April 7, 2008, which raised a concern with respect to a loss of wooded land with significant wildlife. These concerns can be addressed with the requirement that the applicant enter into a Site Plan Agreement at time of building permit issuance, to ensure that development occurs in the appropriate location on the properties for tree preservation. This is consistent with concerns raised by the Committee of Adjustment, which have placed a condition requiring the requirement of s Site Plan Agreement prior to an applicant obtaining a building permit from the Township. ATTACHMENTS: Attachment #1-Context map of location for application 2007-ZBA-11 Attachment #2- Context map of location for application 2007-8-27 CONCLUSION: Consent Application 2007-8-27 was approved by the Committee of Adjustment on September 27, 2007. As part of the Committee's conditional approval, the applicant must apply for and obtain a rezoning for the lands to maintain the consistency of the zoning fabric in the area. The proposed Zoning By-law Amendment conforms to the general intent of the Official Plan and the provisions of the Zoning By-law. ©n this basis, it is recommended that Zoning By-law Amendment Application 2007-ZBA-11 be approved and adopted by Council. Respectfully submitted: Steven Farquharson Junior Planner Department Head Comments: Department Head Approval: C.A.O. Comments: C.A.O. Approval: DEPARTMENT SERVICES Report No. DS 2008-030 Date: Reviewed by: Glenn White, MCIP, RPP Senior Planner Date: Meeting Date May 7, 2008 Page 3 of 5 ATTACHMENT 1 2007-ZBA-11 {Gaudet) DEPARTMENT SERVICES Meeting Date May 7, 2008 Report No. DS 2008-030 Page 4 of 5 ATTACHMENT 2 200$-ZBA-11 (Daudet} 5 DEPARTMENT SERVICES Meeting Date May 7, 2008 Report No. DS 2008-030 Page 5 of 5 TC?WNSHIP QF 4RC?-MEDQNTE REPt)RT Report No. To: Prepared By: RC2008-14 Committee of the Whole Shawn Binns Meeting Date: Subject: Motion # May 7, 2008 Draft Municipal Alcohol Policy Roll #: far Township of Oro-Medonte R.M.S. File #: Premises and Events RECOMMENDATION{S}: Requires Action For Information Only It is recommended that; 1. Report RC2408-14 be received and adapted. 2. The draft Municipal Alcohol policy be approved with an implementation date of June 15, 244$. BACKGROUND: The purpose of this report is to adopt a revised Municipal Alcohol Policy (MAP) for the Township of Oro-Medonte. The Municipal Alcohol Policy (MAP) is intended to carefully regulate the consumption of alcohol in Township Facilities in order to create a safe environment for the general public and staff. Although the sale of liquor and issuance of liquor licenses are regulated by the province, the Township is responsible for monitoring the use of Alcohol ion Township Owned facilities, and at Township sponsored events. The MAP makes event hosts aware of their responsibilities under the provincial Liquor License Act and minimizes the Township's liability under the Occupier's liability Act. All municipalities need a MAP in place to protect the public, the event host (renterJpermit holder), and the Township from risk due to alcohol related incidents. The Municipal Alcohol Policy applies to all Township premises, and all Township-run or Township sanctioned events regardless of locations. The original Alcohol Risk Management was adopted by Council in 1994, it went through minor revisions in 1995 and 2447 adding additional facilities. Since 1994 there have been many changes in acceptable best practices relating to managing risks associated with Alcohol Consumption which required a revised policy to ensure that proper structures are in place to protect the general public, staff, and the Township from risk due to Alcohol related incidents. Recreation & Community Services May 7, 2008 Report No. RC-2008-14 Page 1 of 3 ANALYSIS: The MAP serves two main purposes. First, it outlines the appropriate measures that must be taken by any group/individual hosting an event involving alcohol at a Township Facility. These measures are communicated throughout the policy in an easy to follow manner providing astep- by -step list of things to do before, during and after the event. It outlines the requirements for hosting a event such as obtaining a Special Occasion Permit from the LCBO, carrying appropriate insurance, having safe transportation options for guests, and event workers on site who are trained in Smart Serve or S.I.P (training courses endorsed by the Alcohol and Gaming Commission of Ontario). The policy also provides protection to both the Township and the public from potential incidents by providing important facts about alcohol and the encouragement of responsible consumption. The policy ensures that structures are put in place to minimize the potential of incidents that may arise from alcohol consumption. Second, the MAP guides Township Staff and Volunteer Hall Boards through the process of booking events where alcohol will be served at the facilities they supervise. 10 Township Facilities, 2 sports fields, and 1 park (identified in Section 5.0) have been designated suitable for the use of alcohol under the authority of a Special Occasion Permit. Although a facility may appear an the list of "Municipal Facilities Eligible for Special Occasion Permit", this in itself does not guarantee automatic approval for any event where Alcohol will be served. Each event request will be considered individually and staff will assess the potential risks and review "Operation Plan" (Appendix B) to determine whether the event is appropriate to permit the serving of alcohol. Staff investigated the possibility of being able to offer insurance to facility renters through the Townships insurance provider however there was no significant savings realized to provide this service and would be administratively time consuming. FINANCIAL: There will be minor financial implications for the implementation of the Municipal Alcohol Policy. Expenses of approximately $1500 will be required for signage at Township Facilities; expenses will be covered within the 2008 Recreation and Community Services budgets approved by Council. POLICIES/LEGISLATION: • Liquor License Act • Occupier's Liability Act CONSULTATIONS: • Simeae County District Health Unit • Centre for Addiction and Mental Health • Community Hall Boards • Recreation Technical Support Group • Senior Management Team Recreation & Community Services May 7, 2008 Report No. RC-2008-14 Page 2 of 3 ATTACHMENTS: 1. Draft Municipal Alcohol Policy CQNC~USIQN: The revised Municipal Alcohol Policy outlines the appropriate measures that must be taken by any grouplindividual hosting an event involving alcohol consumption at a Township facility. These measures are clearly articulated in a step -by- step list of controls before, during, and after the event. The policy also includes enforcement controls in the event of policy contravention. By ensuring that the proper controls are in place for events involving alcohol a safe environment will be created for the public and staff minimizing potential far liability. Respectfully submitted: 4. .~, . `_. __. °~-~ ~.._ ~... Shawn Binns Manager of Recreation & Community Services Recreation & Community Services May 7, 2008 Report No. RC-2008-14 Page 3 of 3 ([~ ( }j DRAFT TOWNSHIP OF ORO-MEDONTE Municipal Alcohol Policy Original September 1994 Amended November 1995 and March 2007 Revised 2008 Township of Oro-Medonte Draft Municipal Alcohol Policy tiro-Medonte Township Policy Section Recreation and Community Services Subject Municipal Alcohol Policy Number of I PolicylProcedure Pages 17 # PP-PR- 001 Enacted By Council September 1994 Amended November, 1995 and March 21, 2007 1.0 PREAMBLE The Township of tiro-Medonte owns and manages facilities where alcohol consumption is not permitted, as well as some facilities where alcohol consumption is permitted under the authority of a Special Occasion Permit. The Township of Oro-Medonte has developed a Municipal Alcohol Policy in order to manage the use of alcohol in designated facilities owned and operated by the municipality in a manner that ensures the health and safety of all participants and the protection of facilities. This policy will also minimize the risk and vulnerability of the municipality, taxpayers and community members, and prevent alcohol related problems that may arise from alcohol consumption within its facilities. This policy pertains to all events held at Township of Ora-Medonte facilities operated by the Township or Hall Boards. Problems arising from alcohol consumption can affect not only the drinkers but also other people who use the facilities. Some of these problems may include: • Vandalism and destruction of Township property • Police being called to municipal property • Injuries to drinkers or other individuals • Liability action arising from alcohol-related injuries or deaths • Increased insurance rates as a result of alcohol-related incidents • Loss of insurability should the insurer's risk assessment escalate • Charges laid against the Township or the Special Occasion Permit holder under the Liquor Licence Act • Suspension or loss of alcohol permit privileges by the Liquor Licence Control Board of Ontario • Loss of enjoyment by non-drinkers and moderate drinkers • Complaints lodged by offended parties • Withdrawal from use of facilities by people concerned about alcohol consumption • Loss of revenue due to reduced participation • Increased public concern about alcohol consumption Township of Oro-Medonte Draft Municipal Alcohol Policy 2 2.0 PURPQSE ©F THE POLICY The Alcohol Risk Management Policy consists of a range of measures designed to prevent alcahol-related prablems such as: a) Drinking to intoxication; b) Drinking and driving; c) Underage drinking; d) Drinking in prohibited areas; and e) Damage to municipal facilities As well as to increase the enjoyment of those who use the facilities, by reducing the potential for alcahol-related prablems, the Township of Ora-Medante concurrently reduces its risk of liability actions. 3.0 PC?LICY OBJECTIVES 1. To provide appropriate and reasonable procedures and education to individuals or groups wishing to hold events; to encourage and enforce responsible drinking practices and adherence to the Alcohol and Gaming Commission of Ontario (AGCO) regulations. 2. To promote responsible use of Township facilities to ensure a safe and enjoyable environment far users. 3. Ta ensure proper supervision and operation of events by providing management procedures and education to protect the general public, volunteers, event organizers, the Township of Oro-Medante and its staff from liability arising from events/functions where alcohol is served. 4. To encourage and reinforce responsible moderate drinking practices through the development of appropriate operational procedures, controls, training and education. 5. To provide far the balanced use of alcohol through Special Occasion Permits so that alcohol becomes a responsible part of a social function rather than the reason for the function. 6. Ta provide a balance of wet and dry facilities and programs so that consumers, abstainers, adults, youth and families will be adequately serviced and protected. 7. To respect the decision of citizens who do not drink alcohol and to encourage their participation by providing alternative non-alcoholic beverages. $. To clearly outline enforcement and consequences resulting in failure to comply with the policy and regulations. 9. To develop a Township of Oro-Medonte Municipal Alcohol Policy that is easy to read and understand. Township of Oro-Medonte Draft Municipal Alcohol Policy 4.0 MUNICIPAL FACILITIES NOT ELIGIBLE FOR SPECIAL OCCASION PERMITS The consumption of alcoholic beverages is prohibited in all Township of Oro-Medonte Facilities including but limited to the Administration Centre, Public Works Yards, Fire Halls, Parks, and Sports fields with the exception of those designated in Section 5.0 unless otherwise sanctioned by resolution of Council. 5.0 MUNICIPAL FACILITIES ELIGIBLE FOR SPECIAL OCCASION PERMITS The fallowing facilities and areas in the Township of Oro-Medonte are currently designated suitable for the use of alcohol under the authority of a Special Occasion Permit. The Council of the Township of Ora-Medonte may change the designation of any site at its discretion at any time. FACILITY CAPACITY The Ora-Medonte Community Arena 800 persons Floor Surface The Ora-Medonte Community Arena 250 persons Ban uet Hall Hawkestone Gommunity Hall Main Floor Only 120 persons with chair 95 ersons with tables and chairs Jarratt Community Hall Main Floor 130 persons with chairs (100 persons with tables and chairs} Downstairs 100 persons with chairs 80 ersons with tables and chairs Warminster Community Hall Main Floor 59 persons with tables and chairs Eady Community Hall 110 persons with chairs 74 ersons with tables and chairs Edgar Community Hall Main Floor 110 persons with chairs (90 persons with tables and chairs) Downstairs 59 persons with tables and chairs Craighurst Community Hall 120 persons with chairs 100 ersons with tables and chairs Carley Gommunity Hall 80 persons with chairs 68 ersons with tables and chairs Old Town Hall (Oro) Main Floor Only 110 persons with chairs 90 ersons with tables and chairs Lions S orts Fields N/A Vase Sorts Fields N/A Ba view Memorial Park N/A Township of Oro-Medonte Draft Municipal Alcohol Policy 6.0 CONDITIONS FOR SPECIAL. OCCASION PERMITS The person/group responsible for an event must obtain a Special Occasion Permit from the liquor Control Board of Ontario, and ensure that all the conditions of the liquor license Act and the Township of Oro-Medonte are adhered to for the event. The Township reserves the right to refuse any applicant permission to run a licensed event on its property and to impose on the event whatever restrictions it deems appropriate to the circumstances. Facility Rental Permits will not be issued by the Township of Oro- Medonte for alcohol consumption at any youth focused event. Ta be eligible for a facility rental for a special occasion function, the event organizer must demonstrate sufficient event controls so that patrons will not be put in a situation that could cause harm to others. The event organizer will ensure that the physical setting is safe for both drinkers and non-drinkers. The Township reserves the right to refuse the issuance of a facility permit at its sole discretion. All Special Occasion Permit holders are required to adhere to the conditions as outlined in the following sections of this Policy. 7.0 DEFINITIONS OF EVENTS 7.1 Private Events: Privatelinvitation gatherings that are by invitation only and not open to the general public. This is noted in the Special Occasion Permit as Reception Permit. Example: Wedding, Anniversaries, etc. 7.2 Public Events: Events where the general public will be attending. Examp/e: Dance, Baseball Tournaments, Beer Tents, Concert 8.0 CONTROt_S PRIOR TO THE EVENT The responsible renter J permit holder must provide the following documentation to the Manager of Recreation and Community Services or designate at least 14 days prior to the event. • Completion of Facility Rental Agreement (Appendix "A") • Completion of Operational Plan (Appendix "B") • A copy of Special Occasion Permit from the Alcohol and Gaming Commission of Ontario • Proof of insurance in the amount of Two Million Dollars ($2,000,000), naming the Township of Oro-Medonte as a third party under the policy (See section 11.0 Insurance) or purchase of insurance from the Township. • The Township reserves the right to impose on the event whatever restrictions it deems appropriate to the circumstances. Township of Oro-Medonte Draft Municipal Alcohol Policy 9.0 CONTROLS DURING EVENT 9.1 Signs The renter t permit holder will be provided the following signs} which will be displayed at the bar area or in areas of high visibility. The sign shall read. TOWNSHIP OF ORO- MEDONTE ALCOHOL RISK MANAGEMENT POLICY It is against the law to serve anyone to intoxication andlor to serve someone who appears to be intoxicated, Bartenders, Servers and Monitors in oar facilities are required to obey the law. VVe do not wish to harm oar customers, nor do we wish them to harm others. People use our facilities far enjoyable social gatherings, and we are happy to provide these opportunities. It is our policy that a maximum of two (2j alcoholic beverages per person may be served at any one time. Should you wish anon-alcoholic beverage, please request a soda pop, coffee or other alternative. If you would like a smaller than standard portion of alcohol, please request a low alcohol beer, wine or mixed drink. At any time daring the event unused tickets may be redeemed for cash. There will be no last call before the bar closes. The Township of Oro-Medante supports the R.LD.E. Program. The Ontario Provincial Police look forward to personally thanking you, atone of their spot checks, for leaving this event as a sober driver. Alcohol and Gaming Commission of Ontario I-800-522-2$76 In the event of emergency call 911 9.1a. Proof of Age The renter /permit holder will post signs near all entrances which read: "This event has a Special Occasion Permit, You must be 19 years of age or older to be served alcohol. The only acceptable proof of age is government issued photo identification with a birth date." 9.1 b. Ticket Sates The renter /permit holder will post signs at the alcohol ticket sales table outlining the following regulations: "Maximum 4 tickets per person: ticket sales ending one hour prior to the closing of the bar at (Specify Time)." 9.1 c. Special Occasion Permit The renterlpermit holder will ensure that a copy of the special occasion permit is posted in an area of high visibility within the bar area. Township of Oro-Medonte Draft Municipal Alcohol Policy 6 10.0 REQUIREMENTS FOR ALL SPECIAL t7CCASIQN PERMIT EVENTS • The renterlpermit holder will ensure that the event is supervised to encourage legal and moderate drinking behaviour and ensure that any problems that may arise are dealt with appropriately. • The renterlpermit holder will ensure that bartenders, and servers da not serve alcahol to underage, intoxicated, rowdy or unauthorized persons at the event. • The renterlpermit holder will ensure that the facility occupancies are adhered to for the duration of the event. • The monitors, bartenders, and servers will not consume alcohol while on duty. If in the opinion of the Special Occasion Permit signatory, someone is not capable of performing hislher duties or is intoxicated, the individual will be removed from his/her duties. • The renterlpermit holder will be responsible for requesting additional assistance should it become necessary during the event from the appropriate Township of Oro-Medonte staff or representative, security officers or police. • The renterlpermit holder will receive a copy of the fire safety plan and will familiarize themselves with location of fire exits, fire detection and suppression devices, evacuations and designated meeting place. The renterlpermit holder will be responsible far ensuring that all exits remain clear during the event. • The Special Occasion Permit signatory or designate, must attend the event and be responsible for making decisions regarding operation of the event. They must not be under the influence of alcahol ar consume alcohol while performing this role. The renterlpermit holder and event workers must prevent patrons from engaging in activities that can harm themselves or others. • The Township of Oro-Medonte reserves the right to require the presence of police officers} andlar security for the duration of an event. The cost is to be borne by the sponsoring group or renterlpermit holder. 10. i Special Requirements for Public Events Entrance to public events will be monitored by a minimum two people nineteen (19} years of age or older. Acceptable photo identification will include: • Age of Majority Card • Provincial Drivers License • Passport /Citizenship Card • First Nations Status Card • Military Cards Township of Oro-Medonte Draft Municipal Alcohol Policy ~' , _ ~~ Event workers should wear highly visible identification. Suggestions include shirts, hats, or badges. 10.2 Staffing Requirements The renter /permit holder will only use monitors, ticket sellers, and bartenders who are nineteen (19) years of age or older. Names, telephone numbers and S.I.P (Server Intervention Program) or Smart Serve Certification numbers are to be attached and submitted with the Operational Plan (Appendix "C„) The fallowing are guidelines to be followed for the minimum numbers of Server Intervention Program {S.I.P) or Smart Serve trained and untrained staff for public and private events. 10.2 a. Public Events Under 100 people Location of Staff Number of S.I.P / Smart Serve Trained Staff Number of Untrained Staff Door 1 1 Bar 1 Bar Tickets At door At door Floor Monitor No monitor re uired No monitor re uired - No floor monitor required unless patrons are not visible to the bartender during event 101-300 people Location of Staff Number of S.I.P / Smart Serve Trained Staff Number of Untrained Staff Door 1 1 Bar 3 Bar Tickets 1 1 Floor and Exit Monitor 1 per exit location -Two (2) Extra monitors are required for events allowing participants under the age of majority 301-500 people Location of Staff Number of S.I.P / Smart Serve Trained Staff Number of Untrained Staff Door 1 1 Bar 4 Bar Tickets 1 1 Floor and Exit Monitor 2 1 per exit location - Four (4) extra floor monitors are required for events allowing participants under the age of majority -Security can be counted in staffing numbers Township of Oro-Medonte Draft Municipal Alcohol Policy ~~ ..~. 501-650 people Location of Staff Number of SJ.P I Number of Smart Serve Untrained Staff Trained Staff Door 1 2 Bar 4 Bar Tickets 2 Floor and Exit 3 1 per exit location Monitor 2 at each outdoor exit location - Four {4} extra floor monitors are required for events allowing participants under the age of majority -Security can be counted in staffing numbers 650-800 people Location of Staff Number of S.I.P ! Number of Smart Serve Untrained Staff Trained Staff Door 2 3 Bar 5 Bar Tickets 3 Floor and Exit 4 2 per exit location Monitor 2 at each outdoor exit location Six {6} extra floor monitors are required for events allowing participants under the age of majority -Security can be counted in staffing numbers In certain cases, the number of people required at the door can be altered at the discretion of the Manager of Recreation and Community Services. Example: Afternoon Baseball Tournament 10.2 b. Private Events 50-100 people Location of Staff Number of S.LP ! Smart Serve Trained Staff Number of Untrained Staff Door 0 0 Bar 1 Bar Tickets - - Floor and Exit Monitor 0 1 * A floor monitor is not required if patrons are visible to the bartender during the event Township of Oro-Medonte Draft Municipal Alcohol Policy Over 100 people Location of Staff Number of S.I.P / Number of Smart Serve Untrained Staff Trained Staff Door 0 0 Bar 2 Bar Tickets - - Floor and Exit 0 2 Monitor • Two (2) additional Floor Monitors are required for events allowing participants under the age of majority. Note: The Township of Oro-Medonte has the smart serve training program which is available on loan to community groups. 10.3 Persons under the age of majority 10.3a. Adult Events It is recommended that if persons under the age of majority are attending a publiclprivate event that they be distinguished from other participants be visible means i.e. stamp, wrist band. 10.3b. Youth Events No alcohol or alcohol advertising will be permitted at youth events 10.4 Masquerade Parties Participants attending Halloween or Masquerade Parties/Events must adhere to the following conditions • Participants must be prepared to unmask and identify themselves with acceptable photo identification as previously listed. • No admittance will be permitted to persons under the age of nineteen (19) years. 10.5 Bar Area Closure and Premises Vacated • The bar is to be closed at t :00am with no last calf • The facilities are to be vacated by 1:30am. The only exception is to be far the purposes of clean up after the event. This must be negotiated with the Manager of Recreation and Community Services or appropriate booking agent in advance. 10.6 Security Requirements far Specific Events The following events require off-duty police officers or a licensed/bonded security company as per the schedule below: 10.6a. Outdoor Events OUTDOOR EVENTS STAFFING REQUIREMENTS U to 300 eo le A raved Securit Plan 301-750 eo le 4 Officers 751-1200 eo le 6 Officers Township of Oro-Medonte Draft Municipal Alcohol Policy 10 10.6 b. Indoor Events -Community Halls, Banquet Room, Arena Floor Buck & Does, Dance Parties STAFFING REQUIREMENTS U to 200 ea le A raved Securit Plan 201-450 eo le 2 Officers/ rivate securi 451-600 4 Officerslprivate security Over 600 people Subject to approvals and security plan Time Period required is from 9:OOpm to 2:OOam. However the Township of Oro- Medonte reserves the right to require the presence of police officers} and or private security for the duration of the event. Off duty officers or licensed bonded security are not required if the function is private (not open to the public) Full payment of the off-duty officers and 1 or licensed bonded security is the sole responsibility of the renter. The Township reserves the right to approve ar reject the licensed and bonded private security companies. 10.? Beer Tents and Controls for Outdoor Events • The Chief Building Officer and the Director of Fire and Emergency Services will determine the maximum capacity for beer tents based on the available exits and floor area. ~etter(s} requesting approval must be received by the Chief Building Officer and the Director of Fire and Emergency Services 30 days prior to the event. • That event Workers are to have access to a telephone • That event organizers, provide at least one trained personnel with valid first aid and CPR certification • That event organizers provide parking controls • Licensed area to be fenced with both an inner and outer parameter separated by a 6 foot no access area • All other conditions and procedures described in this policy apply • The Township reserves the right to impose additional conditions as deemed appropriate 11.0 LIABILITY INSURANCE Facility rentals associated with a "Special Occasion Permit" are subject to the applicant providing proof of a minimum of two-million dollars ($2,000,000) in public liability insurance naming The Corporation of the Township of Oro-Medonte as an additional insured and a cross liability clause holding The Corporation of the Township of Oro- Medonte harmless. Proof of liability must be submitted to Township of Oro-Medonte two weeks prior to the event. Township of Oro-Medonte Draft Municipal Alcohol Policy 12A A~COHOt_ SERVICE • Bartenders will not serve any one person, at any one time, more than two (2) alcoholic beverages. No "Doubles" and na "Extra Strength" beer aver 5% will be offered. Discounts will not be offered for volume purchase of tickets and no more than four (4) tickets will be sold to any one participant at a given time. Signs outlining the above restrictions will be clearly posted. • All liquor and beer bottles are to be retained in the bar area. Drinks are required to be in disposable cups. Nan-alcohol drinks are to be served in a different colour cup than those containing alcohol. • Bartenders are required to pour all beverages into plastic or paper cups. • For formal dinners, wine may be served at the table in glasses but must be cleared immediately fallowing the dinner. • The renterlpermit holder will ensure that low alcohol product(s) and non-alcoholic beverages are available during events and non-alcaholic options are clearly marked on signage. • Faod must be available during the event. Snacks such as chips, peanuts or popcorn are not an acceptable substitute for this requirement. • Tickets for both alcoholic and non-alcaholic beverages are to be purchased from a designated ticket seller and redeemed at the bar. • Marketing practices, which encourage increased consumption, will NOT be permitted, i.e. oversized drinks, double shots, pitchers of beer, drinking contests, volume discounts on tickets and events that include the bar. • No alcoholic beverages of any type may be raffled during the event. • No person attending the event shall be permitted to bring their awn alcohol onto the premises. • Unused tickets purchased at the event may be redeemed for cash at any time during the event. • The bar area is to be closed by 1:flflam with no last call. All patrons must vacate the facility by 1:3flam. Note: There are no self serve events; wine and cheese functions require a bartender. 13.0 ADVERTISING AND PURCHASE OF ALCOHOL 13.1 Advertising All advertising must abide by the regulations of the Alcohol and Gaming Commission of Ontario (AGCO) including: • Advertisements may state only the name of the event and facility, not that you have a liquor license and the types of liquor you have available. You may NOT mention brand names or manufacturers in the advertisement. Liquor prices may NOT be advertised outside the facility. Ads that carry more information than the above must be approved by the Alcohol and Gaming Commission of Ontario. • Anyone involved in the sale and service of alcohol must know that na action, such as pricing or advertising, may promote or encourage excessive consumption. It is also a violation to require patrons, as a condition of entering or remaining on the premises, to purchase a minimum number of alcaholic beverages. Township of (3ro-Medonte Draft Municipal Alcohol Policy 12 ~.. `~~, 13.2 Purchase of Alcohol According to the Liquor License Act (Unlawful Purchase -Regulation 719190 - section 31 (1) (b);no person shall purchase liquor except from a government store or from a person authorized by license ar permit to sell liquor 14A Safe Transportation Policy The rentertpermit holder will be required to implement safe transportation strategies including a designated driver program * combined with additional alternative home transportation options ** and promotion of the Police spot check. Designated Driver - advertiselannounce the designated driver program at the event. - provide non-alcoholic drinks (such as coffee, pop, juices) at no charge or at a reduced rate for the designated drivers. ** Alternative Transportation C?ptions - post local cab phone numbers. - have sponsors drive intoxicated participants home, andlor - call a friend, relative, or taxi to assist intoxicated driver and/or collect keys upon entry andlor - if necessary, call police, warn or apprehend the impaired driver. - announce alternate transportation options available at the event. *** Police Spot Checks Post wall signs and/or an announcement that reminds participants of the R.I.D.E. program Township of Oro-Medonte Draft Municipal Alcohol Policy 13 15.0 ENFORCEMENT PROCEDURES FQR POt~ICY VIOLATION 1) Where persons under the age of majority are found to have consumed ar to be consuming alcohol at events, the authorities may be called andlar the following procedure followed: a) The individual could be suspended from attending any public function held in a municipal facility or park for a period of six (6) months. 2) Where anyone is engaged in disruptive behaviour as a result of alcohol consumption at social events, the authorities may be called andlar the following procedure followed: a) The individual will be ejected from the event far its duration b) The individual could be suspended from attending any public functions held in any municipal facility ar park for a period of one (1) year. 3} Where anyone is engaged in destructive behaviour within a Township of Oro-Medonte Park or Facility as a result of alcohol consumption at social events, authorities may be called andlar the following procedure followed: a} The individual could be suspended from attending any public functions held in any municipal facility or park far a period of one (1) year. 4. Immediate closurelcancellation of the event by a municipal employeel designate, hall board or other authority. 5. Loss of the deposit 6. Where the Renter/Permit Holder has violated the policy and has been informed by the municipal employeeldesignate board of management representative on duty, the renterlpermit holder will be sent a registered letter advising of the violation and a suspension far booking Township of Oro-Medonte facilities will be issued far a specific period of time at the discretion of the Manager of Recreation and Community Services. 7. Should the RenterlPermit Holder violate this policy within two (2} years of receiving notice of the first violation, the organization andlar individual named on the Special Occasion Permit will be suspended from use of Township of Oro-Medonte facilities for a period of two (2} years. A registered letter will be sent to the contact person advising of the suspension. A copy of the suspension will be provided to the Township of Oro- Medonte Council. 8. The Township of Oro-Medonte will report at its discretion any infraction of this policy to the authorities including the Alcohol and Gaming Commission of Ontario. Township of Oro-Medonte Draft Municipal Alcohol Policy 14 APPENDIX `A' TOWNSHIP OF ORO-MEDONTE FACILITY RENTAL AGREEMENT 15 hereinafter called the renter /permit holder NAME OF TEAMIORGANIZATION (if applicable) ADDRESS TELEPHONE: Residence Business hereby apply to rent the facility known as from the CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE DATE REQUIRED: TIMES REQUIRED I acknowledge and agree that: • I have received, reviewed, read and understand the Township of Oro-Medonte Municipal Alcohol Policy. • I agree to adhere to the conditions of this policy, AGCO regulations and the Liquor License Act of Ontario. • 1 understand that if an infraction of the policy occurs, the Township of Oro-Medonte may closelcancel my event and suspend my organization from using Township of Oro- Medonte Facilities. • I understand that the renterlpermit holder (organization named above) can be held liable far injuries and damages arising from the failure to adhere to the conditions of this policy, AGCO regulations and the Liquor License Act of Ontario; or from otherwise failing to take action that will present foreseeable harm from occurring. • 1 will be held responsible for payment of any costs associated with damage repair as a result of the above facility rental. • I understand and acknowledge that I must attend the event and be responsible for decisions regarding the operation of the event. • I understand that the Ontario Provincial Police and Liquor License Board Inspector may attend and inspect the function and can lay charges under relevant legislation. • 1 have obtained a Special Occasion Permit Number from the Liquor Control Board of Ontario. A copy of the permit is attached. • I have obtained valid liability insurance, naming the Township of Oro-Medonte as an additional insured in a minimum amount of two million dollars ($2,000,000). Proof of insurance is attached. • I have completed an Operation plan. A copy is attached Signature of Special Occasion Permit Holder on Behalf of the above named organization Renter/Permit Holder (please print) Signature Township Staff Emai Date Date Township of Oro-Medonte Draft Municipal Alcohol Policy 15 APPENDIX `B' C?PERA?ION PLAN Note: All materials to be submitted two (2) weeks prior to the event 1. Name of the person and/or group sponsoring the event 2. Anticipated Attendance: 3. Type of Event/Inte 5. Facility 6. Type of Identification for event workerslvolu 7. Please Hate if you are providing: 8 Paid Duty Officers Private Security Number of officers or security personnel andlor company and letter of confirmation 8. The Safe Transportation Strategies that will be used at this function are: a) b} c} d) 8. What type of food will be provided during the event? 9. Will non-alcoholic beverages be provided ^ YES ^ NO 10. Please include any other relevant details regarding your event? Township of Oro-Medonte Draft Municipal Alcohol Policy 16 ~£ APPENDIX °B' OPERATION PLAN 11. Please complete the attached table for trained event staff/volunteers NAME TELEPHONE S.I.P 1 SMART DUTY SERVE 1)DOOR CERTIFICATION # 2)BAR 3)TICKETS 4)FLOOR AND EXIT MONITORS Date: Date: Renter /Permit Holder Signature Staff Signatu Township of OraMedonte Draft Municipal Alcohol Policy 17 _ , j --F -~r ~ ~ C~--- ~.- ~. f ~ 1 r\ :~ 1 1~Ga„ . -. Outline • Introduction • Growth Management Principles • Places to Grow Act, 2005 • Growth Plan for the Greater Golden Horseshoe, 2006 • Where and How to Grow • Infrastructure to Support Growth • Protecting What is Valuable • Implementing the Growth Plan • Municipal Conformity • T h i l A l i d R h This presentation was developed to assist individuals in understanding the Places to Grow Act 2005 and the Growth Plan for n na ys ec ca s an esearc , the Greater Golden Horseshoe. The • Complementary Initiatives information provided should not be relied upon as a substitute for legal or • Public Engagement professional advice in connection with any particular matter. ~~Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 2 L 1 • -• Greater Golden Horseshoe • 32,000 square kilometres. • Economic engine of Ontario. • Represents 70% of Ontario's & 29% of Canada's GDP • Covers 21 counties and regions, comprising 110 different municipal jurisdictions. • Forecast to grow by 3.7 million people and 1.8 million jobs between 2001 and 2031. 1- MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 'Ontario 3 • '~ Benefits of Growth Management Environmental „~ • Reduces traffic congestion and improves air quality by prioritizing transit use for moving people. • Reduces development pressures on natural areas and agricultural land i through a focus on developing more compact communities in existing built-up areas. • Supports efforts to combat climate change with an emphasis on less ~, „ automobile dependent urban form. ~-~,,,~,.._ ~;, Economic It ,~ TM,a • Supports regional competitiveness through more efficient goods movement and ability to attract a highly skilled workforce with vibrant, livable `~ .. ~$ ~ ~ communites. .a ,~, • Increases innovation and su orts hi her levels of roductivi throw h the PP 9 P ~' 9 ~ '~ ~" mow:. ~ ~' : clustering of businesses and services. : 1 Health `" • Supports a more healthy and active population with communities that are _ ' pedestrian, cyclist and transit-supportive. i • Reduces threat of type two diabetes and other obesity related diseases ~ ; associated with inactive populations. Important for children who are particularly , ~'~ at risk. ,• „ ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL ~'~Ontario q 2 • •~ Key Growth Management Principles • Good Urban Design • Complete Communities • Revitalized Downtowns • Efficient Use of Land and Infrastructure • Protection of Farmland and Natural Areas Onta(IQ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL Places to Grow Act, 2005 "Places To Grow Act" passed by Ontario Legislature in 2005 is the foundation of the Growth Plan for the Greater Golden Horseshoe. • Enables the development of Growth Plans for any part of the province. • Planning decisions must conform to the Growth Plan's policies. • Official Plans must be brought into conformity with the Growth Plan within three years (i.e. June 2009). Ftill I!~. I'roj.l ~Ir~ I.~i 1.4. E. MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 6 3 • •• Growth Plan for the Greater Golden Horseshoe, 2006 ~~Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 7 • '• Growth Plan for the Greater Golden Horseshoe • "Places To Grow" initiative launched in the summer of 2004. • Built on "Smart Growth Panel" created by the province in 2001. • Series of draft growth plans released, accompanied by extensive consultation. • Growth Plan for the Greater Golden Horseshoe released in June 2006. ., ;~:~ . ~. -` shoPe ".. i'~e future ,ls ,, ~ ~ ^1 ~ ;, .; ~~. April July February November June 2003 2004 2005 2005 2006 ,.'Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL g 4 • •. Growth Plan for the Greater Golden Horseshoe Structure I. Introduction II. Where and How to Grow ~ .~ III. Infrastructure to Support Growth u!iiwi'1 Plan IV. Protecting What is Valuable $AY s..-.g~~ V. Implementation I ~ C::^,I,uk '`Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL g • '• Where & How To Grow ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL ~x'Ontario io 5 • -. Terminology H ~,•. a ~~~ r ~ ~ ~ ~, „„ r r r~ . ~~~ . . - . P ~ r . ~ .1} ~ • . p C d k K,...P ,~+~ ..,,~ ,, . ,' i ~ ~~ .. :: .. ~, ~ ~.. ""'~ : y ~~~y; . - ~- ~ ~ Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 11 • '~ 2.2.1 Growth Forecasts • Population and employment forecasts contained in the Growth Plan for all upper- and single-tier municipalities will be used as the basis for planning in the Greater Golden Horseshoe. • Forecasts will be reviewed at least every 5 years in consultation with municipalities. • Upper-tier municipalities, in consultation with lower-tiers, will allocate the Growth Plan's forecasts to the lower-tiers. ~_ m:u" xa•~ .uo um aam a x~a: i ~~u - ... ~ - .. , . - - -- - m; ' , ~,.. 5;; - „~.. , ~'i I .,x~u~,., r.~ ; :;~ ; MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 12 Settlement Area Boundary Designated Greenfield Area Built Boundary Built-up Area Intensification Areas • Urban Growth Centres • Intensification Corridors • Major Transit Station Areas • Other major opportunities - infill, redevelopment, brownfields /greyfelds Rural Areas /Prime Ag. Lands 6 • •. 2.2.2 Managing Growth • Population and employment growth will be accommodated by: • directing a significant portion of new growth to built-up areas through intensification • building complete communities, with high-quality public spaces and the right mix of housing, jobs and community services • ensuring the availability of sufficient land for employment • directing development to settlement areas ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL ~~0rltarl0 13 ~ '~ 2.2.3 General Intensification • By 2015 and each year thereafter, a minimum of 40 per cent of all residential development occurring annually within each upper- and single-tier municipality will be within the built-up area. • Built-up area is generally the portion of a municipality that was already developed as of June 2006. It is defined by the built boundary. ~ • Built Boundary was issued on April 2, 2008. '~ ' t • Upper-tiers, in consultation with the lower-tiers, will identify intensification Built Boundary ' .~ ~ ~~ 4 ~.- 2 targets for the lower-tiers. Built-up Area ~ ~ ~`~' • The Minister of Public Infrastructure . ? .. Renewal may review and permit an alternative minimum intensification target for an upper- orsingle-tier municipality t Y located within the outer-ring. ~ A- ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 'l''Ontario 14 7 • •. 2.2.3.6 Intensification Strategies All municipalities will develop strategies and policies tophase-in and achieve the intensification target. Intensification strategies will: • Encourage intensification generally throughout the built-up area. • Identify particular intensification areas and the appropriate type and scale of development in these intensification areas. • Recognize urban growth centres, intensification corridors and major transit station areas as a key focus for development. • Plan for a range and mix of housing, taking into account affordable housing needs. Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 15 ntensification Areas: 2.2.4 Urban Growth Centres 25 Urban Growth Centres identified in the Greater Golden Horseshoe: • vibrant, higher density downtowns • accommodate and support major transit infrastructure • accommodate a significant share of population and employment growth Municipalities will plan for a minimum density of residents and jobs per hectare by 2031 • Toronto - 400 • GTA, Hamilton, Kitchener and Waterloo - 200 • "Outer Ring" -150 Province is working with affected municipalities to identify the size and location of urban growth centres. Growth Plan Province has proposed i - After the size and location is identifies general ti the general size and ~ established, municipalities will be location of urban ^" location of urban growth responsible for delineating precise x' ~`_~ ~ boundaries in their official plans. t growth centres centres. ;;.,~,,.,e ~,_ ,.~. „Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 16 8 • •~ Intensification Areas: 2.2.5 Major Transit Station Areas The area including, or around, any existing or planned higher order transit station or major bus depot in an urban core. ,,; , AFTER r~r ~ ~~ _ ~,~ ,~ ^~s r ~ r--=-' _.13 r ~ ~~a~ ~~ ~. _ f~ iy. ~.~. ~~~. ~" ~ is ~_ .nb _ :~ .~~ -- ~y MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 17 ~Tontdflo • '• Intensification Areas: 2.2.5 Intensification Corridors • Intensification areas along major roads, arterials or higher order transit corridors that have the potential to provide a focus for higher density mixed- use development consistent with planned transit service levels. ~. q~";.~AFTER , ~.~ i ~:~ .s,a< ~ 1 Y ~: ~ ~ .. ~"+°qy. +~, tit? ~„+, Fy ~ ~ ~'4c., ,s~ ~1~ < F..' ~ ;g . ~ ' ~ .'a~ ~' _ .. --ter ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 18 ~x Ontario 9 • •. 2.2.6 Employment Lands • Municipalities should maintain an adequate supply of lands providing for a variety of appropriate employment uses to accommodate the Growth Plan's growth forecasts. • Major office or appropriate institutional uses should be located in areas well served by transit. • Municipalities may permit conversion of lands within employment areas, to non- employment uses, only through a municipal comprehensive review which demonstrates that: • there is a need for the conversion • it will not adversely affect the achievement of employment forecasts and other targets and policies of the Growth Plan • there is existing or planned infrastructure • the lands are not required over the long term for the employment purposes • For the purposes of the conversion policy major retail uses are considered non- employment uses. • Growth Plan conversion policy does not apply to downtown areas or regeneration areas (in which case PPS conversion policies still apply). ~ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL ~'Ontaria i9 10 • -. 2.2.7 Designated Greenfield Areas • New development taking place in designated greenfield areas will be planned, designated, zoned and designed in a manner that contributes to creating complete communities with a diverse mix of land uses, high quality public spaces, and street configurations, densities and an urban form that supports walking, cycling and transit use. • The designated greenfield area of each upper- orsingle-tier municipality will be planned to achieve a minimum density target that is not less than 50 residents and jobs combined per hectare. • Target is net of certain specified features. • Upper-tier municipality will, in consultation with the lower-tier municipalities, identify density targets for the lower-tiers. • The Minister of Public Infrastructure Renewal may review and permit an alternative minimum designated greenfield area density target for an upper- orsingle-tier municipality located within the outer-ring that does not have an urban growth centre. MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL • '~ 2.2.8 Boundary Expansions Settlement Area Boundary MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 11 • •~ 2.2.8 Settlement Area Boundary Expansions • May only occur following a municipal comprehensive review. • Comprehensive review has to meet certain tests and criteria: • Sufficient opportunities to accommodate forecasted growth are not available through intensification and in designated greenfield areas within the regional market area, as determined by the upper-tier orsingle-tier municipality, or within the lower-tier municipality. • The expansion makes available sufficient lands for a time horizon not exceeding 20 years. • Timing and phasing will not adversely affect the achievement of the intensification target and density targets. • In small cities and towns in the outer ring, municipalities will maintain or move towards one job per three residents. ~~~nt2flQ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 23 12 • •• 2.2.9 Rural Areas • Plan for a variety of cultural and economic opportunities within rural settlement areas to serve the needs of rural residents and businesses. • Only development that is necessary for the management or use of resources, resource-based recreational activities, and / or that cannot be located in settlement areas is permitted outside of settlement areas. • New multiple lots and units for residential development (i.e. estate residential development) will be directed to settlement areas. • May be allowed in rural areas in site-specific locations where there was existing zoning or designation that permits this type of development in a municipal official plan, as of the effective date of the Growth Plan. ~'Ontaria MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 25 • '• Infrastructure To Support Growth yF'Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 26 13 • •~ 3.2.1 Infrastructure Planning • Infrastructure planning, land use planning and infrastructure investment will be co-ordinated to implement the Growth Plan. • Infrastructure includes, but is not limited to, transit, transportation corridors, water and wastewater systems, waste management systems, and community infrastructure (such as hospitals, schools, libraries, etc.). • Priority will be given to infrastructure investments made by the Province that support the policies and schedules of the Growth Plan. ~x'Ontaria MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 27 14 • •• 3.2.4 Moving Goods • Highway investment should facilitate efficient goods movement. • The planning and design of highway corridors, and the land use designations along these corridors, will support the policies of the Plan, in particular to direct development to settlement areas. ~w ,~ _. v r °~~ '+i. ~ "~ . i a;' - Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 29 • '• 3.2.5 Water and Wastewater Systems & 3.2.6 Community Infrastructure Water & Wastewater Services Municipalities are encouraged to coordinate their planning with other municipalities that share the same water source or receiving body, to prepare watershed plans, and to implement innovative stormwater practices. New or expanded water and wastewater systems should only be considered if conservation and demand management strategies are being implemented and they serve growth in a manner that supports achievement of the intensification / density targets. Community Infrastructure • Community infrastructure planning, land-use planning, and community infrastructure investment will be co-ordinated to implement the Growth Plan. ~F'Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 30 15 • •~ Protecting What is Valuable ~ntarlQ MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 31 Protecting What is Valuable • Taken as a whole, the policies in the Growth Plan help to reduce development pressures on important natural areas and agricultural lands. • Growth Plan links with and supports the 1.8- million acre protected Greenbelt at the heart of the Greater Golden Horseshoe. • Municipalities will develop Official Plan policies and strategies that support water conservation, energy conservation, air quality, waste management, conservation of mineral aggregates and protection of cultural heritage. ~F'"'Ontaria MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 32 16 • •• Implementing the Growth Plan 'Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 33 • '~ Strong Commitment to Implementation • The Province is moving forward with implementation of the Growth Plan on a number of fronts: • Municipal Conformity • Technical Analysis and Research • Complementary Initiatives • Infrastructure Investment • Alignment of the Provincial Real Estate Portfolio • Supportive Provincial Initiatives • Public Engagement /lOntario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 34 17 • •• Municipal Conformity • All provincial, municipal and OMB decisions on new planning matters must conform to the Growth Plan as of June 16, 2006. • All 110 municipalities in the Greater Golden Horseshoe must bring their official plans into conformity with the Growth Plan by June 2009. • Key elements of municipal conformity: • Growth Plan's population and employment forecasts need to be used for planning. • Policies to ensure the development of complete, transit- and pedestrian-supportive communities, with high-quality public spaces, and a mix of housing, jobs and services. • Development of an intensification strategy and identification of intensification areas. • Policies to ensure that urban growth centres are able to meet their density target. • Policies for designated greenfield areas to make sure that Growth Plan's density target is achieved. • Assessment of land needs to accommodate forecasted growth and application of the Growth Plan's policies on 'settlement area boundary expansions'. • Plans to preserve and protect employment areas. • Development of a housing strategy, including affordable housing. '`iJ~Ontaria MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 35 • '• Technical Analysis and Research • Province is undertaking technical analysis and research in a number of areas, in order to help municipalities and others implement the Growth Plan: • The delineation of the bui/t boundaryand monitoring tools to measure intensification rates. • Building consensus on the size and scope of the 25 urban growth centres to assist in the application of policies and achievement of specific density targets. • A methodology for assessing future /and needs within the Greater Golden Horseshoe. • Additional direction on p/arming for emp/oyment in the Greater Golden Horseshoe. • Working with partner Ministries and agencies on the analysis of issues and application of provincial policy in the areas of transportation, water/wastewater, natural systems, prime agricultural areas, and mineral aggregates. ~x'Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 36 18 • •• Infrastructure Investment • The Growth Plan's policies and objectives are key considerations in the Ministry of Public Infrastructure Renewal's infrastructure planning and priority setting for the Province. • Growth Plan is supported by over $8.3 billion in infrastructure investments over five years through $30 billion ReNew Ontario initiative • Province has announced extension of ReNew Ontario to $60 billion over 10 years. • An additional $17.5 billion ($12.5 billion - provincial share) to be invested in transit through the Move Ontario 2020 initiative. Ontaria MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 37 • '~ Alignment of Provincial Real Estate Portfolio Province is committed to ensuring that the location and design of provincial facilities and development decisions about provincial lands are supportive of the Growth Plan. OGS works with PIR's Real Estate Division on aproject-specific basis to ensure the general objectives of the Growth Plan are considered. Province has already led by example in developing some key properties: • West Don Lands in downtown Toronto <~, .~ _-- - West Don Lands -Toronto MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 38 19 • •• Supportive Provincial Initiatives OGS will continue to work with partners within the Province and its agencies on initiatives related to growth planning, the environment, land use planning, development and infrastructure, including: • The regional transportation plan under development by Metrolinx. • Brownfield Reforms to help speed up and facilitate the rehabilitation and redevelopment of brownfields. • Tax increment financing to help finance key public infrastructure for redevelopment projects. • Implementing recent Planning Act reforms to give municipalities the tools to achieve urban revitalization (e.g. Community Improvement Plans, Development Permit System). • A six-month limit for environmental assessments of provincially-funded transit projects. MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 3g • Development of on-line tools, visualizations, information materials. • New, more user-friendly website for Places to Grow initiative: www.placestoarow.ca • Expansion of the highly successful youth engagement project in 2008. • Ongoing Growth Plan training since Fall 2006 to provide an in-depth review of the Growth Plan and the application of its policies, as well as the Places to Grow Act, 2005. • Municipal elected officials • Municipal and Conservation authority planning staff • Environmental Review Tribunal • Ontario Municipal Board • Private planning consultants, developers, ENGOs i~ Ontario MINISTRY OF PUBLIC INFRASTRUCTURE RENEWAL 40 20 21