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11 05 2008 COW AgendaTOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, NOVEMBER 5, 2008 TIME: 9:00 a.m. 1. NOTICE OF ADDITIONS TO AGENDA 2. ADOPTION OF THE AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 4. DEPUTATIONS: None. 5. CONSENT AGENDA: a) Nottawasaga Valley Conservation Authority, meeting minutes held on September 12, 2008 and meeting highlights far meeting held on October 17, 2008. Staff Recommendation: Receipt. b} Orval Hutchinson, President, Oro Agricultural Society, correspondence dated October 5, 2008 re: 2008 Heritage Day and Tractor Rally, Letter of Appreciation. Staff Recommendation: Receipt. c) Terry Downey, Ontario Federation of Labour, correspondence dated October 15, 2008 re: Proclamation Request, November 6, 2008, Community Social Service Workers Appreciation Day. Staff Recommendation: Receipt. d) Dennis Roughley, Chair, Simcoe Muskoka District Board of Health, correspondence dated October 24, 2008 re: SMDHU Anti-Idling Needs Assessment Survey. Staff Recommendation: Receipt. e) Springwater Public Library Board minutes, meeting held on September 9, 2008. Staff Recommendation: Receipt. f) Orillia Public Library Board minutes, meeting held on September 24, 2008. Staff Recommendation: Receipt. g) Midland Public Library Board minutes, meeting held on August 28, 2008. Staff Recommendation: Receipt. h) Barrie Public Library Board minutes, meetings held on May 29 and June 26, 2008. Staff Recommendation: Receipt. 6. COMMUNICATIONS: a} Sue Bragg, Gaviller & Company LLP, correspondence dated October 23, 2008 re: Audit Letter. ?. REPORTS OF MEMEERS OF COUNCIL: a) Councillor Agnew, correspondence received October 21, 2008 from Joanna McEwen and Paul Marshall re: Rail Trail Project. b) Councillor Evans, re: Status of Outstanding Subdivision Applications. c) Councillor Coutanche, re: Task Follow-Up Process/Tracking. d) Mayor H.S. Hughes, re: Council Appointments to Boards and Advisory Groups. 8. FINANCE AND ADMINISTRATION: a) Report No. ADM 2008-029, Doug Irwin, Director of Corporate ServiceslClerk, re: Unopened Road Allowance -Line 2 North, North of Blueberry Marsh Road to Hummingbird Hill Road [confidential correspondence distributed under separate cover]. b} Report No. ADM 2008-030, Doug Irwin, Director of Corporate ServiceslClerk, re: Closed Meeting Investigator Appointment Renewal, 2009. 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: a) Jerry Ball, Director of Transportation and Environmental Services, memorandum correspondence dated October 28, 2008 re: Ontario Small Waterworks Assistance Program -Part 2 (OSWAP-2). 10. DEVELOPMENT SERVICES: a) Report No. DS 2008-75, Andria Leigh, Director of Development Services, re: Craighurst Development Option Plans. b) Report No. DS 2008-76, Andria Leigh, Director of Development Services, re: Zoning By- Law Amendment 2008-ZBA-12, Township Lands, Part of Block 104, Plan M-368, Concession 7 (Oro). 11. EMERGENCY SERVICES: a) Scott Cowden, Director of Fire & Emergency Services, memorandum correspondence dated October 28, 2008 re: Christmas Shutdown and Renovations at the Township Office, December, 2008 [to be distributed at meeting]. 12. RECREATION AND COMMUNITY SERVICES: a) Report No. RC 2008-26, Shawn Binns, Director of Recreation and Community Services, re: Request for GrantlSubsidy, Ontario Provincial Police, Orillia. b) Report No. RC 2008-27, Shawn Binns, Director of Recreation and Community Services, re: Request for Exemption -Warminster Annual Santa Claus Parade. c) Report No. RC 2008-28, Shawn Binns, Director of Recreation and Community Services, re: Request for GrantlSubsidy, Oro-Medonte 77's. d) Report No. RC 2008-29, Shawn Binns, Director of Recreation and Community Services, re: Tender RC2008-05, Snow Removal, 200$!09, 2009, 2010 Oro-Medonte Administration Centre, Moonstone Fire Hall, Sweetwater Park, Shelswell Park. e) Report No. RC 2008-30, Shawn Binns, Director of Recreation and Community Services, re: Ontario Federation of Snowmobile Clubs -Trail Requests [to be distributed at meeting]. 13. IN-CAMERA: a) Robin Dunn, Chief Administrative Officer, re: Legal Matter (Insurance Claim} [from October $, 2008 meeting]. b) Robin Dunn, Chief Administrative Officer, re: Legal Matter (Lake Simcoe Regional Airport) [from October 15, 2008 meeting]. c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Pay Equity Audit). d) Andria Leigh, Director of Development Services re: Legal Matter (OMB Hearing, 8882 Highway 12, Applications 2008-B-20, 2008-B-21 and 2008-A-17). e) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Galborne Street Deviation}. f} Doug Irwin, Director of Corporate ServiceslClerk, re: Property Matter (Request to Purchase Road Allowances - Markov). g} Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Request to Purchase Road Allowances - Heatherington). 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS 16. ADJOURNMENT ADDENDUM COMMITTEE OF THE WHOLE MEETING Wednesday, November 5, 200$ 7. REPORTS OF MEMBERS OF COUNCIL: e} Mayor H.S. Hughes, correspondence dated October 16, 2008 from Stephen Sperling and Paul Perri, re: Proposed Draft of Subdivision of all of Lots 13 to 24 (inclusive}, South Side of Adam Street; Lots 13 to 24 (inclusive}, North Side of Monk Street and Part of Lots 13 to 16 {inclusive), South Side of Monk Street and Part of Adam Street, Mank Street, Colborne Street and McVity Street, Registered Plan No. 1, (Oro}, Township of Oro-Medonte. ,~~sA,4 NOTTAWASAGA VALLEY CONSERVATION AUTHORITY f~ ~'` `~ BOARD OF DIRECTORS MEETING 08/08 ~' Friday September 12, 2008 ~' ~ ' MINUTES Lacation:Tiffin Centre for Conservation -John L. Jose Environmental Learning Centre PRESENT: Chair: Fred Nix Town of Mano Vice Chair: Walter Benotto Town of Shelburne Members: Sand Anew Townshi of Oro-Medante Rick Archdekin Town of Wasa a Beach Ma Brett Townshi of Ad'ala-Tosorantio Orville Brawn Townshi of Clearview Re Cowan Townshi of S rin water Tom Elliott Townshi of S rin water Sann Fole Town of Collin wood Richard Llo d Ci of Barrie Jahn McKean Tawn of the Blue Mountains Rick Milne Town of New Tecumseth fiord Mont ome Townshi of Mulmur Brian Mullin Munici alit of Gre Hi hlands Cal Patterson Tawn of Wasa a Beach Ron Sim son Tawn of Bradford West Gwillimbu Joan Sutherland Town of New Tecumseth Bill Van Berkel Town of Innisfil Bar Ward Cit of Barrie arrived at 9:10 a.m. Perc Wa Townshi of Amaranth REGRETS: Chris Carrier Town of Collin woad John Crawford Townshi of Oro-Medonte Ter Dowdall Townshi of Essa Ron Henderson Townshi of Essa Gar Matthews Townshi of Malancthan Robert Walker Townshi of Clearview STAFF PRESENT: CAOISecretary-Treasurer Communications Public Relations Assistant Director of Land & Water Stewardship Services Manager of Stewardship Services Acting Director of Planning Director of Engineering Water Resource Engineer Wayne Wilson Kim Garraway Byron Wesson Fred Dobbs Chris Hibberd Glenn Switzer Bahar SM RECORDER: Executive Assistant Laurie Barron BOARD OF DIRECTORS MINUTES MEETING No: 08/08 12 September, 2008 Page 2 of 5 1. CALL TO ORDER Chair Nix called the meeting to order at 9:00 a.m. ANNOUNCEMENTS Passing of George Sheffer Chair Nix expressed his regrets regarding the passing of George Sheffer, former Executive and Board member for the NVCA representing Wasaga Beach. George was a valued member of the NVCA Board of Directors from 1998 to 2006 and an Executive member from 2000-2006. He was a champion in ensuring the continuation of many NVCA programs, in particular the Healthy Waters Program. George and his commitment to the NVCA will be missed. Chair Nix advised that a memorial dedication for George Sheffer is in the planning stages and details will follow. Introduction of Bahar SM Water Resource Engineer Glenn Switzer, Director of Engineering introduced new staff member Bahar SM, Water Resource Engineer. Bahar comes to the NVCA from Conservation Halton where he has been their Water Resource Engineer. Ne has his PhD in Engineering and his Masters in Hydraulic Engineering. The Board of Directors welcomed Bahar to the NVCA. 2. MOTION TO ADOPT AGENDA RES.#1 MOVED BY: Bill Van Berkel SECONDED BY: Reg Cowan RESOLVED THAT: The Agenda for Board of Directors Meeting #08/08, dated 12 September, 2008, be adopted. Carried; 3. PECUNIARY INTEREST DECLARATION None declared 4. MINUTES 4.1 Minutes of the Board of Directors Meeting 07/08, dated 22 August, 2008. RES.#2 MOVED BY: Bill Van Berkel SECONDED BY: Reg Cowan RESOLVED THAT: The Minutes of the Board of Directors Meeting 07/08 dated 22 August, 2008 as amended be approved. Carried; 4.2 Draft Minutes of the Executive 09/08, dated 22 August, 2008. RES.#3 MOVED BY: Richard t_loyd SECONDED BY: Joan Sutherland RESOVLED THAT: The Draft Minutes of the Executive Meeting 09/08, dated 22 August, 2008 be received. Carried; 5. BUSINESS ARISING FROM MINUTES None noted BOARD OF DIRECTORS MINUTES MEETING No: 08108 12 September, 2008 Page 3 of 5 STAFF REPORTS 6. REPORT OF THE DIRECTOR OF PLANNING 6.1 Permits for Ratification RES.#4 MOVED BY: Richard Lloyd SECONDED BY: Joan Sutherland RESOV~ED THAT: The Permits/Approvals issued by staff for the period August 12, 2008 through to September 3, 2008 be approved. Carried; 7. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES AND THE COMMUNICATION/PR ASSISTANT 7.1 Communications Report -August, 2008 RES.#5 MOVED BY: Richard Lloyd SECONDED BY: Joan Sutherland RESOVVED THAT: The Communications report for the months of August, 2008 be received. Carried; 8. REPORT OF THE CAO/SECRETARY TREASURER 8.1 Financial Report -Statement of Operations Summary for the Period ending July 31, 2008 be received. RES.#6 MOVED BY: Rick Archdekin SECONDED BY: Cal Patterson RESOLVED THAT: The Statement of Operations Summary for the Period ending July 31, 2008 be received. Carried; 8.2 NVCA Foundation Ad-Hoc Committee RES.#~ MOVED BY: Gal Patterson SECONDED BY: Rick Archdekin WHEREAS: The CAO/Secretary-Treasurer has been requested by the Executive to provide recommendations regarding NVCA Foundation's continuation; and, WHEREAS: The CAO/Secretary-Treasurer requests the formation of a NVCA Foundation Ad-hoc Committee to assist with the review and recommendations; therefore, BE IT RESOVVED: The following members: Bill Van Berkel, Joan Sutherland, Mary Brett, and Sandy Agnew, be appointed to the Foundation Ad-hoc Committee and; further, THAT: The appointed members will be eligible for per diem and mileage claims; and, THAT: The CAO/Secretary-Treasurer provide a NVCA Foundation report with recommendations to the November meeting of the Executive and the December meeting of the Board of Directors. Carried; BOARD OF DIRECTORS MINUTES MEETING No: 08108 12 September, 2008 Page 4 of 5 8.3 Member Survey of NVCA Operations and Electronic Agenda Packages. Additional copies of the previously circulated survey were distributed to thaw members who had not completed the survey. 9. NEW BUSINESS None noted 10. CORRESPONDENCE (a) The Tawn of Innisfil dated June 5/08 re: Delegation to Committee of the Whole - Climate Change. (b} The Township of Essa dated June 6108 re: Support of recommendations from the Environmental Commissioner. (c} The Tawn of Bradford West Gwillimbury dated July 11/08 re: Presentation an Climate Change - Innisfil Creek. (d} Friends of the Utopia Gristmill & Park dated August 14/08 re: Activity update for the Utopia Conservation Area. (e} Conservation Ontario dated August 11108 re: The Ontario Drinking Water Stewardship Program with an attached memorandum from the Ministry of the Environment regarding the program. (f) The City of Barrie email dated August 21108 re: City of Barrie's 2009 Budget Timelines. (g) Correspondence from Richard Lloyd, Board Member representing the City of Barrie dated Sept 2/08 re: resignation from the NVCA Board as of December 31108. (h} t_etter sent to the Ministry of the Environment, Central Region Regional Director from W. Wilson, CAO/Secretary-Treasurer dated September 4/08 re: MOE Regional Boundary Realignment. RES.#8 MOVED BY: Tom Elliott SECONDED BY: Orville Brown RESOLVED THAT: Correspondence not specifically dealt with be placed on file. Carried; ~~ -5 BOARD OF DIRECTORS MINUTES MEETING No: 08/08 12 September, 2008 Page 5 of 5 FUTURE MEETINGS EXECUTIVE COMMITTEE -September 26/08 BOARD OF DIRECTORS -.October 17/08 Note: change in original scheduled date UPCOMING EVENTS Ducks Unlimited/NVCA signing ceremony with MNR Minister Donna Cansfield -October 10/08 -details to follow ADJOURN TO ADVISORY COMMITTEES RES#9 MOVED BY: Orville Brown SECONDED BY: Tom Elliott RESOVLED THAT: This meeting adjourn at 9:25 a.m. to meet again at the call of the Chair. Carried; Fred Nix, N.V.C.A. Chair Wayne R. Wilson, CAO/Secretary-Treasurer Dated this 17 day of October, 2008 NOTTAWASAGA VALLEY CONSERVATION AUTHORITY ;~~ MEETINGS HIGHLIGHTS NVCA BOARD OF DIRECTORS MEETING - No. 09/OS ©ctober 17 2Q08 9 a.m. Wayne Wilson, CAO/Secretary-Treasurer, provided an overview of the budget format and pressures facing the 2009 NVCA budget. The primary pressure is the approximate $300,000 reduction in plan of subdivision user fees. Staff and the Executive Committee have worked to reduce the levy increase to about $103,000 by reducing other costs. This still resulted in a preliminary 6°!0 levy increase. Board Members will return to their respective advisory committees to review the preliminary budget and provide recommendations to the Executive Committee to prepare a draft budget for review at the Nav. 28th Board of Directors meeting. The Board of Directors voted to support Conservation Ontario's resolution which supports the Lake Simcoe Protection Acf in principle, but wants to see amendments to Bfii 99 and the Conservation Authorities Act to remove duplication. The Lake Simcoe Protection Act will fall under the jurisdiction of the Ministry of the Environment. The Conservation Authorities Act is under the umbrella of the Ministry of Natural Resources, which stipulates that Conservation Authorities make decisions with input from their municipalities. Therefore, there is concern that if the Lake Simcoe Protection Act is passed without the amendments suggested by Conservation Ontario, there is potential to remove decision-making authority from the municipalities and conservation authorities. The NVCA has a keen interest in this Act as it could be affected by it. Studies have shown that a significant amount of phosphorus going into Lake Simcoe is being transported by dust in the air from neighbouring areas. SORO' AR PRO~;"iC~N P1L S~..-.. . Ryan Post, HydrogeologistlSource Protection Coordinator, presented the results of a study that investigated how to implement Source Protection Plans in municipalities that fall under more than one source protection region. The study addressed cross-boundary mapping issues, groundwater fluxes, communications issues and municipal capacity challenges. This pilot study will assist in the development of province-wide applicable tools and protocols. Some of the recommendations from the study include making consistent seamless maps for municipalities; potentially making Conservation Authorities the lead in data management; and having municipalities appoint one staff member to deal with cross-boundary communications. Dufferin County was used as the setting for the study because it contains the headwaters of the Grand, Nottawasaga and Credit rivers. There are three source protection regions in Dufferin County -Lake Erie, South Georgian Bay Lake Simcoe, and Credit-Toronto-Central Lake Ontario. Future Meetings and Events Nov. 12 -NVCA Evening of Thanks (invite only} Nov. 13 -NVCA Planning Roles & Responsibilities Workshop (invite only} Nov. 28 -Executive Committee meeting 12108 & Board of Directors meeting 10/08 -Draft budget For more information contact: Wayne R. Wilson, CAOtSecretary Treasurer 705-424-1479, ext. 225, °, , c C)ro A ricultur~ll ~c~ci~ PO t3ox 175 _ f)ro, ~N LOL 2XQ October 5, 2008 Township of Ora-Medante Mayor Hughes & Council 148 Line 7 South Ora, ON LOL, 2~0 phone: '705-4s7-1753 fay : 765-4 $ 7-1756 email: oroa~societyru sympatico.ca v_~~. Dear Supporter On behalf of the Oro Agricultural Society Board of Directors thank you for your support of the 2008 Heritage Day and Tractor Rally. The success of the event is because of the assistance we receive from you. Plans are underway for the 2009 Heritage Day and Tractor Ra11y. Once again, thank you far your support. Yours truly, Orval Hutchinson President, Ora Agricultural Society OH/ee S~ 1H5]-2~)frl October 15, 2008 To: Mayors and Reeves, WAYNE SAMUECSON President lRENE HARRIS / Secretary -Treasurer d TERRY Executive Vice- `,~ , ;, ~ E -. OCR 2 3 ~d08 Co FAO- tilt ~ ~ ~ `~ On behalf of the membership of the Ontario Federation of Labour (OFL), we are writing to you to ask that as local elected representatives you endorse November 6, 2008 as a day of recognition for the community social service workers in your community. The 7J~,GCC members of the Ontario Federation of Labour work in all economic; sectors and live in communities across Ontario from Kenora to Cornwall and from Moosonee to Windsor. Our members know that community social service workers are essential to building strong communities and making life better for families and individuals. The National Union of Public and General Employees (NUPGE) developed the attached resolution, which calls for November 6, 2008 to be proclaimed Community Social Service Workers Appreciation Day. Please advise us of your participation in this day of recognition, so that we can acknowledge your community's role in celebrating Community Social Service Workers Appreciation Day across Ontario on November 6, 2008. Such information may be sent to Terry Downey, Executive Vice-President, Ontario Federation of Labour, IS Gervais Drive, Don Mills, Ontario M3C IY8, by fax (416) 441-1893 or by e-mail at tdowney~ofl.ca. Thank you for your consideration. Yours truly, Terry owney OFL, Executive Vice-President TD/em Attachment cope343 cc: W. Samuelson., I. Harris, OFL OFL Executive Board and Council OFL Social Services Committee J- Clancy, K. Hawley, NUPGE ® ONTARIO FEDERATION OF LABOUR (CLC) • FEDERATION DU TR,4 t/AlL DE L'ONTARlO 15 Gervais Drive, Suite 202, North York, Ontario M3C 1 VS Telephone: (416) 441-2731 Far; (416) 441-1893 Web htlp://www.ofl-fto.on.ca ~' "~ October 24, 2008 Mayor and Council Township of Oro-Medonte 148 Line 7 South, P.O. Box 100 Oro, ON ~0~ 2X0 Dear Members of Council: y,: s ~ ' ~C1 "~ rt 'C;;ii~, .~,-_;.,~a~ s. ~~~~;-1~1~.~~~1~i1 At their last meeting on October 15, 2008, the Simcoe Muskoka District Health Unit (SMDHU} Board of Health members received information on health effects related to exposure to poor air quality. This included information about the Ontario Medical Association (OMA} software, Illness Costs of Air Pollution (ICAP} which estimates that in 2008, air pollution may contribute to up to 6,261 premature deaths in Ontario and 223 premature deaths in Simcoe Muskoka. In addition, there are an estimated 2200 emergency room visits for the same year. Transportation and energy generation are the leading contributors to poor air quality. Vehicle exhaust is a significant contributor to environmental and health problems like climate change and smog. Idling vehicles release harmful emissions that cause eye, nose and throat irritation, coughing and wheezing, breathing difficulty, reduced lung capacity, and decreased resistance to infections. Exposure to air pollution can also cause serious symptoms for individuals with asthma and cardio-respiratory diseases. Based on this information, the Simcoe Muskoka District Board of Health has supported the staff of health unit to move forward with an anti-idling strategy. The strategy will include research into health-based evidence and best practices, a review of pertinent literature, policy advocacy and development, public awareness and education, and creation of resources to support partners to develop policies and programs. As a first step, the Board of Health encourages municipalities to participate in a SMDHU Anti-Idling Needs Assessment Survey. In the next few weeks, the survey will be forwarded electronically to municipal staff, to gather information related to municipal supports, challenges and resources. The results of the survey will shared with health unit partners and will help guide us in moving forward together in the anti-idling strategy. Sincerely, Original signed by: Dennis Roughley, Chair Simcoe Muskoka District Board of Health Springwater Library Saard Meeting September 9, ZQ08 Bayshore Seniors Club - 6.30pm Attendance• Beet Skelton, Chair Dave Sneddon, Vice-chair Katy Austin Marg Campbell Rosemary Johnston Donna Kenwell Claude Richardson Muriel Van Vogt Linda Collins, Council representative Reg Cowan, Council representative Also present: Lynn Patkau, Chief Librarian '' f >. .~ .~ ~$ ACT ,~ ~ 10~F, 0-~L~..~~~L.,;-,;, Before beginning the meeting a tour of the facility was conducted by Claude Richardson. Claude gave some Canadian history books to Lynn for the Springwater Library. 1. Call to order Moved by: Marg Campbell Seconded b}}: Reg Cowan 08-26 That the meeting of the Springwater Township Public Library Board come to order at 7:15 p.m. Carried 2. Approval of the minutes: Moved by.• Linda Collins Seconded by: Claude Richardson 08-27 That the minutes of the Springwater Township Public Library Board meeting held on June 1Q, 2Q08 be approved Carried 3. Matters arising from the minutes: a. Garden bench project -update: the bench should be here shortly. We have been asked to prepare the site in preparation for installation. Lynn is verifying the details with Regal Monuments b. Policies -Lynn distributed the work that was prepared in August. Board members are asked to review the document for the next meeting. Rosemary, Donna and Lynn will be attending a SOLS clinic on Policy Development in Gravenhurst on September 20. e. Marg and Claude agreed to meet again before sending out the letters concerning the memorabilia project. d. Marg suggested we encat~rage more people to bring in their art to display in the gallery room in Midhurst. 4. Librarian's report: Lynn reviewed the printed report. Circulation of materials for June, July, and August increased over Last year, especially in July with an increase of 17°loi The TD Summer Reading Program was well attended and enjoyed once main this year. There will be Advance Polls at the Elmvale Branch on October 3, 4, and 6 for the federal election. 5. Correspondence: Lynn read athank-you letter from Muriel Jacobs for the flowers we gave her last June in appreciation for her work in writing down her memories of the early years of the library. 6. Accounts 1 Finance: a. Invoices: Moved by: Muriel Van Vogt Seconded by: Dave Snedden 08-28 That the following invoices on the Council cheque register be approved for payment: Aug. 8, 2008 - in the amount of $7,372.14 Aug. 22, 2008 - in the amount of X6,970.51 Carried b. Budget for 2009: The board discussed the first draft of the coming year's budget. Lynn will analyze it with Laurie Kennard (Springwater Director of Finance}, then Dave and Linda will review it in detail; they would like someone new to join them in this task. Marg Campbell agreed to do so on a trial basis. 7. New business: a. Lynn, Rosemary, Donna, Muriel and Claude expressed interest in attending the OLA conference January 28-31, 2009 in Toronto, Lynn will book three rooms in advance for Wednesday night and Thursday night. b. Linda pointed out that we need to do Lynn's annual evaluation in October. 8. Next meetings: October 21 in Midhurst at 7pm (one week later than normal due to election on Oct. 14) 9. Adjournment: Moved by': Claude Richardson 08-29 That the meeting of the Springwater Township Public Library Board adjourn at 8:45 p.m. Carried Minutes adopted October 21, 2008 (Board chair) rte' l ORILLI.~ PL`BI.C~ I.IBR.~FtY B()~RD 1[I:~L'TES (JI~''~t~;I'"I'I':~1I3I:R ?-I 20023 1I~ET[tiG ~~ regular meeting of the Library Board was held in the Library commencing at 7:02 p.m. PRESENT _ BOARD ~ .I. Swartz, Chair; P. Hislop, Vice-Chair; F. Coyle; D. Evans; R. Hawkins; ~. Murphy; J. Rolland STAFF - D. Silver, Chief Executive Officer S. Campbell, Director of Children's &. Youth Services D. Rowe, Director ofTechnical Services T. Chatten, Recorder OTHER -Peggy Walshe, Principal, Libraries in Transition ABSENT- M. Fogarty; R. Fountain; G. Guthrie, M. Seymour DISCLOSURE OF PECUNIARY [NTEREST AND GENERAL NATURE THEREOF -None CONSENT AGENDA A transcription error was pointed out in the Report of the Director of Children's & Youth Services, and a request was made for comparison figures for the statistics in the Report of the Director of Information Services. rF1O17O~V #?©0':32 r1~Iati~ed by J. Rolland, seeondecl by P. Kislop that the consent agenda of the September 24, 2018 meeting be adopted CARRIED DISCUSSION AGENDA BUSINESS ARISING FROM THE MINUTES Borrowing Privileges for Lakehead University Students -The Board discussed reciprocal borrowing privileges with restricted use of some items, using a current Lakehead student card as appropriate identification, <LIOI'1O~' ~2(1(h4: 33 .blo~.~ed by R. Llatickins, seconded bt~ F. C'avle that tLie Orillia Publie Library" Board appr©ves a reciprocal borro~cifag agreement tirith Lal~ehead C'rui~ersity~ as discussed at the September 2=1, 2004 B©ard muting. C~IRRIED Infannation Orillia - Infarr~ation Orillia has requested disbursement of the second pardon of the grant installment with details of expenses provided. _; ~,Ft1' LIf3R_AF'~~ A public fonim meeting was held September 1'r where the architects presented three sets of potential drawings for the new Library i Market Square to those present for discussion. The DOMB ~vi11 also meet with the building planning committee at a later date to discuss the plan. The architects are now working on the schematic designs It~r the ne~v building. REPORTS OF BOARD CO1~1~1ITTEES AND REPRESENTATIVES The Policy Committee in conjunction with the Personnel Committee wi11 set a date to meet to discuss the ongoing policy manual review. NEt~t%' Bi~'Iti~SS Resort Re: Request for Direct Payment to Performers -This was deferred to the next meeting. Library Team Entered in Dra<7on Boat Race -The Library has entered a team into the upcoming Dragon Boat Race on Saturday September ?7 in order to begin fundraising for the new library building. Teen Reading Sets From FOL Reserve Funds - MC.1 TIOr~ #20D8: 34 t~~oi~ed by I). Evans, seeondeel by P. Hislap that the Orillia Pzablic Library Board authorizes titi~ithdra~ti~al f om the Friends of the Library Rese~~~e Fund (Account # 56-6-3210-~}350).for the purchase of teen reading sets -not to exceed ~'75Q. 00 CARRIED Geoweb Rem -This is the library operating system that allows patrons electronic access to our holdings from outside the building. A replacement system was requested for the 2008 budget ~yhich was denied by City Council. The system recently died and we are awaiting possible repairs and hope to be back up and running as soon as possible. This item will be resubmitted for the 2009 budget with a high priority. Staffing Study -Peggy t~'alshe of Libraries in Transition led the Board through a discussion surrounding the staffing study to assess present staffing and potential needs for the new building. Adjournment at 9:40 p.m. moved by D. E~-ans BOARD CHAIR CFIIEF EkEC[JTIVE OFFICER ~'~'~ REPORT OF THE DIRECTOR OF' CHILDREN'S, YOUTH AND AGDIO'~"ISUAI. SERVICES September 2Q{)8 Submitted by Suzanne Campbell CHILDREN'S SERVICES Programs Goal 2.1 I)evelo~ and maintain programs associated with identified groups. A new series of storytime programs began this month with full registration and a waiting list in the toddler program. The Saturday morning Drop-In Family Storytime began on the last Saturday in September with a small but enthusiastic group of families. The program continues every Saturday morning until Christmas. The Saturday Explorers Club began this month with two programs. The first program was titled the International Language of Chess, an introduction to chess. Beyond Beijing was the second Explorer's program offered this month, the program had full registration and introduced children to the stories and traditions of China. A special treat for this program was a sampling of food from China provided by Gung Ho Restaurant. This is a program for school age children and is offered once a month on Saturday mornings. Staff has been busy planning for a new emphasis in programming. We are now offering programming geared to Tweens (children from 9-12 years}, Upcoming programs include the Drama Club led by Corinna Hodgkinson and the Mother Daughter Book Club. Outreach and Publicity Goal ~ The Library will advocate for increased p~tblie a~i~areness of the vaCue and range o~f library seri~ices. Suzanne presented a Library Storytime at the Ontario Early Years Center and promoted our Family Drop-In Storytime and the next session of storytimes. Material displays included: Back to School, Thanksgiving, and Great Nan-Fiction. Staff Development Goal 1~ i1~Iaintain an ongoing eommitrr~ent to staff training, recruitment and development. Kelly attended Beyond the Eensey Weensey Spider, a pra~rram sharing workshop held at Oshawa Public Library. Kelly and I attended the Children's Publishers Display Day held by LSC {Library Service Center}. ,~ ~. i The part-time Children's Library Technician position was tilled. 1~i~re are happy to welcome Amanda Silt to the Children's ~~r~ ices staff. [2eference C~aal S I'tie Library mill develop methr~ds of'measurement to e~~ahrcrte tfie effectiveness of librarrv services and programs. Children's Services staff answered 295 reference questions this month and 2,987 reference questions to date. YOUTH SERt~'ICES Programs Goal 2.1 l~evelap and maintain programs associated til~ith identified groups. Chick Chat continues to be popular with a core group of girls and a number of new additions this year, fine program was held this month. Chick Chat members read Go and Come Baek by Joan Abelave. Caroline Rennie Pattison presented an author program. Katherine was the winning author in the Teen Survivor Summer C}n-Iine Reading Club and is an author who lives in Bracebridge. Katherine spoke to twenty-one enthusiastic teens about her books and about writing and getting published. Ke11y Smith has been busy planning and promoting programs for this fall. Same of the upcoming programs include: CSI, Mask Making, Play Writing Workshop, Goth Party at the Library (highlighting the book Twilight). BET Goa12,1 Develop and maintain programs associated ti~~it{a identified groups, BET {Board of Extraordinary Teens) had a fu11 board meeting and a committee meeting this month. The focus of BET this month is on the Goth Party. A committee of BET is planning the party and will be helping to decorate and run the evening. This program will be held when the library is closed. Other committees include a committee to create the banner for Teen Scene, a committee to make recommendations for CDs and Books on CD for Teens. The minutes of BET will be made available on the Bulletin Board in Teen Scene. Y~ 1~`IaQazines G©al 3.1 adapt collections, serti~ices and programs to meet the elzanging needs of otlr Con2muniry. Six YA magazines have been moved from the main collection in the reading room to the Teen Scene Collection. They are stored in bins with easy access to the collection. Keltie, an IS Page has created some eye catchin, signs to identify in which bin each of the magazines are located. -- f REPfJItT FOR THE tiIO~TH C}F SEPTEYIBER 200 BY DIRECTC}R OF IitiFOR~I~TIOti SERY`ICFS C,Y~~,~V"I/ GIB6QV GOAL 2: Create and maintain lifelong relationships with users: Volunteers provided the library with 205 hours of work, which is down from 244 hours last year at this time. GOAL 3; lJptimize and customize library services to our user groups: Material was selected far 17 housebound patrons. The Bookworms Boak Club began its fall season with a discussion of the best summer reads the members had experienced over the break. 9 people attended with one new member joining the group. Two students from the University of Western Ontario's school of Library Science began the weeding of the non-fiction collection after an orientation session. GOAL 4: Advocate for increased public awareness of the value and range of library services: 4 articles were written for the Packet promoting library collections, programs and services. Promotional displays at the Reader's Advisory desk included topics such as the Man Booker award, the Giller award, Autumn, Beatlemania, and Canadian Library Month. Jayne helped Dawn organize the Village of the Arts, which was very well attended and brought new people (and those who had not visited for years) into the library. Jayne held the first Lifescapes information session, with 25 people able to attend. Thirty people attended the travelogue on Vietnam. Jayne hosted a meeting with other libraries in the area, which involved brainstorming new programming ideas for adults - 14 people from other libraries attended. The Lifescapes Alumni met in the library, with 7 members attending. Jayne took the library out to the Leisure Fair at the Oriilia Square Mall and to the Volunteer Fair, where she spoke to 23 possible new volunteers. I attended the first fall meeting of the Orillia Business Women's Association meeting, where Craig Metcalf provided a presentation an his department and its role in heritage designation. GOAL 5; Develop methods of measurement to evaluate the effectiveness of library services and programs; Requests made at the Information Services desk were up this month to 2258. 87 people used the wireless network -mast of them, university students from Lakehead. Total use of the Internet was 2429 users far the month. The homepage was accessed 1531 times which has increased from 1224 last year. The Frost Scrapbook was accessed 39 times. Twa databases had not reported at the time this report was written, but online access seems to be a bit Iawer this month. GOAL 6. Investigate, develop and maintain partnerships in the community; The Information Qrillia board did not meet in September. The Community Policing committee is working on a second program to be presented to the communi#y. Goal 8: Maintain an ongoing commitment to staff training, recruitment and development. Information Services staff attended presentations by Our 4ntaria, the local history segment of Knowledge Ontario, where new information on enhanced services was provided. Staff also attended a webinar on e-audio books presented by Netlibrary. Jayne attended a webinar on genealogical resources. Pages were interviewed and one new page was hired for Information Services. Her name is Kees Merkley and she is in grade nine at Twin Lakes. Gail Ward indicated her intention to retire as of the end of November, but has been off most of C?ctober, due to serious illness in the family. I have been given permission to reconfigure her position and change the duties to incorporate some collection development duties at a librarian one level. This will mean that the fiction collection will be better maintained and weeded in the future and will provide me with more time to maintain the other adult collections. TECI-ItiIC:~L. SERVICES REPORT ~"~ 1 September 2()0~ Cir~E~latic~n C)n Scptember 27 the library entered its first ever team in the Orillia Dragon Boat 1~estivaL It was a very successful debut, as the team wan two heats and placed second in the other. Cur overall ranking was 22 of 29 teams, but we were only 5 seconds off the winning pace. Congratulations to all staff, family and friends who participated, and a special mention for Sue ~`Iurphy, Gvho organized, coached and above all inspired! 1 personally am very proud of all my staff who took part - it cvas no small feat. And to boot, the library raised 5322 towards the new building. We added a new staff member in September: Molly-Claire Gillett joined the Circulation Department as a student page, taking over from Paige McCormick. Technical Processing; Technical Processing had it's second busiest month of the year as staff handled almost 1800 books, DVDs, and CDs, both coming and going. The deselection project in Information Services provided us with a deluge of materials to be repaired, have records fixed, or disposed of. Fall is also a traditional time for heavy library spending, as publishers bring out their fall & Christmas catalogues, and libraries try to spend their budgets before the end of the fiscal year. S stems The dangers of running an antiquated library computer system was brought home to library staff and patrons when our Geoweb server declined to work on September 3. This server connects patrons via the web to our library catalogue, and without it, users had to phone or physically visit the library to find materials. The problem vas a powered chip whose battery had run out, and the bigger problem was the rarity of a functioning replacement chip. It took 4 weeks to get Geoweb back, functionality finally returning September 30. Since the server was too old for Sun Microsystems to guarantee, we no longer had a maintenance agreement, but will be billed for time and parts, The bill has yet to come. Davit! Rowe zs the f ibr-c~rv's Director of Technical Set-~~ices. REPC?RT OF CHIEF EXECUTIVE OFFICER FOR SEPTEMBER 2008 CIRCULATION OF MATERIALS Jan-Sep Jan-Sep PRINT 2007 2008 Books 139994 137381 Periodicals 6571 6412 Maps, Gov"t.Publications, Pamphlets, Pictures 35 34 Interlibrary Loan -Borrowed 1235 1378 Interlibrary Loan -Loaned _ 1732 1727 TOTAL PRINT 149567 146933 NON-PRINT CD-ROMs 131 154 Equipment 54 58 Framed Art Reproductions 4 0 Microfilms ILLoan -Borrowed 125 62 Microfilms ILLoan -Loaned 0 0 Multi-Media 43 41 Other Materials 1 g 0 Other Materials ILLoan -Borrowed 31 64 C7ther Materials ILLoan -Loaned 25 62 Sound Recordings 11098 9955 Talking Books ILLoan -Borrowed 32 15 (and Books-on-Tape} -Loaned 71 77 Videos and DVDs 22335 23962 Videos and DVDs ILLoan -Borrowed 36 20 Videos and DVDs ILLoan -Loaned 105 72 TOTAL N4N-PRINT 34109 34542 TOTAL ALL CIRCULATION 183676 181475 REFERENCE TRANSACTIONS SEfiVICES Adult 129$6 13030 Children 3733 3106 Directional/Telephone Queries 1685 1653 E-Mail/Mail/Fax Requests 138 130 Extended Computer Help 1135 952 Other Libraries 3058 3311 Readers' Advisory _-- _._.~~ _ 1326 1718 TOTAL ~.~_ 24111 23x00' INTERNET/COMPUTER USE Adult/Children 16965 19876 Online Product Logins 20942 21953 Frost Scrapbook 329 348 Web Page Visits 11210 13220 Wireless 0 351 TOTAL. '4946 557'48' IN-LIBRARY USE OF NON-FICTION MATERIALS 3697 11154 4 a ~~ ~9 GRAN[3 TOTAL LIBRARY USE' 260930 272277 SERVICES -CONTINUED PROGRAMS -ADULT SERVICES In-Library -Group Visits * Attendance - Programs * Attendance Out of Library -Talks to Groups ~` Attendance PROGRAMS -YOUNG ADULT SERVICES In-Library -Programs *Attendance PROGRAMS - GNILDREN'S SERVICES Jan-Sep Jan-Sep ~ ' . 2007 , ~ 2008 ~ -_ -~ 1 0 *8 ''0 37 36 *646 *836 4 13 *292 *346 6 21 *48 '`236 In-Library -Group Visits 20 17 * Attendance *359 *330 -Story Hours 104 101 * Attendance *2640 '"2200 -Other 56 64 * Attendance *2209 *2314 Out of Library -Talks to Groups 22 22 * Attendance *2943 *3519 -Programs 20 20 * Attendance *569 *331 TOTAL PROGRAIVIS 270 294 NUMBER OF NEW BORROWERS REGISTERED 2007 2008 Adult -City of Orillia 752 829 - Township of Ora-Medonte 174 156 -Township of Severn 122 119 -Nan-Resident -Annual 5 1 -Six Month 1 5 -Occasional 23 14 -Nan-Resident Taxpayer 21 17 - Ex-Officio (Councillors, etc.) 0 0 -Library Staff & Volunteers 10 9 Children -City of Orillia 301 286 - Township of Oro-Medante 46 48 -Township of Severn 69 40 Institutional 1 0 Other (eg. Reciprocal/Learning Centre/Nursing Homes) 12 12 TOTAL 1537 ~ 536 MIDLAND PUBLIC LIBRARY BOARD MEETIN i P<i~e 1 of 8 DATE: august 28, 208 LOCATION: Midland Public Librar} ~B~>ar~lruur~i PRESENT: ~. Campbell, V. Barycky, G,A. Walker, B. Desraches, J. Swick, J. LeFeb~ re, C'. Moore, V. Nihill REGRETS: P, File GUEST: STAFF: G. Griffith, Recording Secretary, B. Molesworth, GEC} ITEM I ISSUE I ACTION 1. I Call to Order G.11. Walker called the meeting to order at 7:00 p.m. 2 Appro~~al of the agenda Moved bY: J. LeFebvre Seconded by: V. Barycky That the agenda be approved, as circulated. 3. Approval of the minutes of the previous meetings of Jane 12 and August 5, 2008. Moved by: J, Stiv~ick Seconded by: B. Desroches That the minutes of the Board meeting held an Jane 12, 2008 be approved. Moved by: A, Campbell Seconded by: V. Nihill That the minutes of the Special Building C"ommitteelBoard meeting held on August 5, 200$ be approved. Demonstration of proposed Web Site B. Molesworth explained the reason for the new website and the possibilities of Web 2.0 or Library 2.0 and introduced A, Aneraussos, the Library's IT hechnician. A. Aneroussos proceeded to demonstrate the functionality of the new site and highlighted its interactivity. We hope to launch it some time this fall. The interactive aspects of the site will be phased-in overtime. C. Moore asked if the site would be monitored for any inappropriate postings. B. Molesworth responded in the affirmative. A great deal of time and effort has been spent on this project. Board members were pleased and G.A. Walker congratulated A. ~lneroussos for all his efforts. CARRIED CA BRIE D CARRIED ~J ~, MIDLAND PLJI3L.IC L,II312ARY BOARD MEETING Page 2 of $ DATE. ,august 28, 20Q~ LOCATION: Midland Public Library Boardroom ITEM -I. Business arising from. the minutes ~.I Reading Series - Itepart B, Molesworth reported on this year's Reading Series. We averaged between 25 and 2~7 people per evening and for the afternoon poetry session. considering none of the authors are well known, the turn out was quite good. Although we did not break even, B. Molesworth made contact with a publicist and, through one of the authors, got same names for next year. He went on to say that he feels the event is worthwhile and that we should continue next year. -I.2 ILSIRFID B, Molesworth distributed a spreadsheet listing various vendors' software with comparative prices for a new ILS {Integrated Library System.} and RFID (Radio Frequency Identifier) along with SIP (Standard Identification Protocol). The ILS software called Symphony is the new software that SirsiDynix is now marketing that replaces Horizon, the software we currently n.m. The company has gone through many changes and their level of response to customers has been lacking. Three of the vendors offer pretty much the same functionality but pricing for one of them, called Millennium, came in at almost ~0% more than the others in the same class. There are also two "Open Source" systems that we're looking at that are available through the Internet, for asign-up fee, that you can take and manipulate to build your own system. These appear to be less expensive but there is a concern about how much staff time they would take to get them set up. Some afthe pricing includes certain special functions like Serials and flequisitions management. SIP allows your ILS to communicate tivith other software and recognizes people's Library card numbers. Representatives from 3M met with us twice to tell us about their RFID system and to give us a quote. An electronic tag is placed in each book that emits a signal. This device is used to check out multiple books in a pile just by placing them on a special plate that is inset in the desk, as well as acting as a security tag. When people exit through gates with material that is not checked out an alarm 4vill sound, The system also features self check-out and inventory ACTION DATE. f'~ugust 28, 2008 ,_ MIDLAND PUBLIC LIBRARY B(}ARD MEETING Page 3 of 8 LOCATIt~N. Midland Public Library Boardroom ITEM ~ ISSUE _ ~ ACTIt7N 4. Business arising from the minutes -continued c,~~~abilities. The price for all these features is $94,000.00. J. Swiek a~kcd if SirsiDynix is still supporting our current Horizon software. B. Molesworth stated that they are, for another few years, but that he would like to get this new system in place for the opening of the expanded building so that Staff don't have to go through another big change, again, in a couple of years. B. Molesworth will talk to the Town about budgeting for this. 4.3 Letter to Weber Foundation There was nothing to report on this as there hasn't been a response. 5. Approval of the accounts A. Campbell explained some of the expenditures far June and July 2008. Moved by: A. Campbell Seconded by: V. Nihill That the accounts for the months of June and July 2008 totalling 532,965.00 and $114,672.58, respectively, be approved. 6. Reports of Board Committees 6.1 Finance Committee A. Campbell distributed the Library Financial Statement for the Seven Mt,nth~ Ending July 31, 2008. ~'e axe still about where we should be for this time of the year. 6.2 Fundraising Committee -Capital Campaign B. Molesworth informed the Board that Town of Midland Treasurer, S. Gignac had found money to make up the additional S% contingency fund amount. The architect had included GST in his calculations which municipalities do not have to pay. However, this doesn't account for the potential loss of some revenue from the Weber Foundation. S. CJignac also told B. Molesworth that she had information that said in the first six CARRIED ~.. ~ i _t MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: ,%lu xust ?~. ?q()8 Page ~ of 8 LOCATION: Midland Public Iabrary Boardroom ITEM 6. Reports of Board Committees -continued months of the year construction casts had gone up by 10°lti. As a result, we need to fundraise to cover any extra expenses that might come up. B. Molesworth has been approached by a Library member, Jennifer Abet, who has experience in fundraising and public relations, with an offer to help. G.A. Walker suggested that B. Molesworth invite her to the next Board meeting so that the Board has a chance to ask questions of her about her experience. B. Molesworth also spoke with Rod Lavery a SOLS fundraiser. He said that people want to be asked to contribute in some way to their Library. V. Nihill commented that you need to come up with a unique idea, which isn't easy, A. Campbell suggested that the public be asked to donate the price of a book toward the building fund. UA. V4ralker reminded the Board of the idea of publishing a catalogue of items that we need so that individuals and groups can contribute toward a specific area or item. It was agreed that the timing could be good since other major capital campaigns, like the hospital's, have finished. 6.3 Building Committee -Contingency Fund -Schedule -constructian, re-shel~~ing and storage The contingency fund issue was discussed under the Fundraising Committee report. Schedule -construction, re-shelvin and storage The next meeting with Architect, J. I~nibb ~~ll be an September 10, 248 to give final approval for the constructian drawings and contract. J. Knibb will then put the drawings out for tender and will meet with interested contractors. The delivery of the shelving, B. Molesworth ordered for the move of the fiction collection, has been delayed. It now should arrive around the middle of September. We should be able to move the fiction before the tenders close. Storage space for material and equipment currently housed in the fiction room basement will need to be found. B. Molesworth suggested an off-site storage unit that costs $115.Q0 a month fora 10 x 20 space. The Board agreed. ACTION ._ ` MIDLAND PUBLIC LIBRARY' BtJARD MEETING Page Syof 8 DATE: august 28, 2008 LOCATI©N: Midland Public Library Boardroom ITEM ~ ISSUE _ ( ACTION 6. Reports of Board committees -continued B. Mole.~worth asked the Board to consider cancelling the September 25. 2008 Bu~ird meeting since there will be a meeting on either September 30`" or October 1~t to open the tenders. The Board could have a short meeting after the tender process is complete. The Board agreed. 6.4 Report from the Friends B. Molesworth distributed a poster, designed by A. Aneroussos, advertising the upcoming fundraiser with Kimberley Seldon. So far, 10 stores have expressed an interest in participating in the event. They will each pay $100.00 for their booths. D. Glynn is working on setting up an interview with K. Seldon to run in the Free Press. There will be one hour for the exhibits and then a presentation by Leigh-Ann Allaire Perrault and then Kimberley Seldon. 500 tickets will be printed at $30.00 each. G.A. Walker asked for volunteers to take tickets at the door and to handle the door prizes. Participating businesses hopefully will supply the door prizes. V. Barycky and J. LeFebvre volunteered. The local stores that are involved may sell tickets and, if they wish, Board members could also. B. Molesworth said the new website software has a module for selling tickets on-line, however, it would mean that the website would have to be launched soon. He will check with A. Aneroussos. Board members suggested several avenues for advertising the event. Canadian Living magazine has an upcoming events in Qntaria column. V. Nihill will contact them. K. Seldon is also connected to the magazine "Style at Home". Rogers, the community cable channel, might run something for us. There are a couple of local publications, House ~ Home and On the Bay, which is out of the Collingwood area, that could be approached and the Galaxy Theatre runs... same local ads before movies. ~" MIDLAND PCIBLIC LII3R_4RY BOAKD MEETING Page 6 of 8 DATE: August 28, 2008 LOCATION. Midland Public Library Boardroom ITEM ~ ISSUE _ ~ ACTION 7. Merv business 7.1 Draft budget 2009 Capital Budget B. Malesworth distributed a proposed Five dear capital budget that incorporates the expansion budget with the usual capital budget. B, Molesworth explained the figures to everyone and noted that Tawn Treasurer, S. Gignac provided us with the figures and the breakdown, so we will not be making any changes to this document. She has tried to keep the net tax support about the same aver the next 5 years. Operating Budget B. IWlolesworth distributed the proposed 2009 Operating Budget. Revenue There is pat much change here. There were small increases made to the Local Municipalities line that reflects the increase in non-resident fees and to Document Recoveries that reflects new charges for colour copying and increased faxing services. Pa roll B. Malesworth distributed a Staff Report that will go forward to the Tocvn justifying the request for two additional part-time positions. One position will be a Reference Assistant position, proposed at 28 hours per week and the other is a 17 hour Circulation Desk position. B. Molesworth described the increased workload the current Staff are experiencing. He noted that it is very difficult to convey just how much the Staff does here. The increase to the payroll, with pension benefits, in the first year will be $47,800.00. "l`he Board agreed. with the justification for more Staff. Moving onto the other Expense lines, G. Moore asked for an explanation for the increase in the Mileage line. B, Molesworth stated that, because we will na longer be clearing a parking lot of snow, the Ground Maintenance line was reduced by $2,000.00, but we will now be paying far Staff parking permits, sa the line now named Mileage will be changed to reflect Mileage and Parking Permits. B. Malesworth will ask the Tawn Staff to rename this line. ~a MIDLAND PUBLIC LIBRAR'Y' BOARD iYIEETING Page '7 of 8 DATE: August 28, 2008 LOCATION: Midland Public Library Boardroom ITEM ( ISSUE ~ ACTION 7. New Business -continuer) Collections B. i'Vlolesworth explained that the new Electronic Resources line has been increased. Some items this year were wrongly attributed to the Books-Reference line sa it looks like we are overspending in that line and under spending in the Electronic Resources line. The other Books lines in the proposed budget, with the exception of Reference, will stay the same for 2009 since we won't have any space. B. Molestivorth will be meeting with Town Treasurer, S. Gignac and C.A.O., T. Walker and will get their reaction to the proposed increases. C.A. Walker asked far a motion. Moved by: A. Campbell Seconded by: J. Swick That the Board approves the Draft of the 2009 Operating Budget and 2009 Capital Budget. 7.2 Sod Turning B. Molesworth spoke to the Board about dignitaries to be invited to the sod turning. Someone from the Province will be invited, along with the Mayor and Mr. Weber. B, Moleswarth will speak with J. Knibb at the next meeting about a date for the event. It was agreed that there should be refreshments served. 8. Information 81 Chief Librarian's Report B. Molesworth informed the Board about a recent Staff change. Joshua Quinlan has left us to go to University and Teresa Mebus has been hired to replace him. CARRIED h~IIDL 4ND PUSL,IC LIBRARY SHARD MEETING Page $ ~f $ DATE: t~llgust 28, 2008 Lt~CATIC)Ns l~Iidland Public Library Boardre~~m `~ ~..~. L._LL ~~i~' z~ l- ~ ~ i" l ; :- ll"iil~ i-3AF~Ft1~ PUE~[.iC L~L~t?/~1~Y MINUTES BOARD MEETING #08-05 THURSDAY MAY 29, 2008 AT 7:30PM CONSUMERS GAS BOARD ROOM PRESENT: S. I~astner (Chair), V. DeCecca, M. Meads, L. Strachan, C. Virgo (Vice-Chair), R. Duhamel, L. McClean, A. Davis (Director), T. Latimer (Recorder) ABSENT: M. Stong, A. Prince i, Call to Qrder The meeting was called to order at 7:31pm 2. Confirmation of Agenda The agenda was confirmed. 3. Conflict of Interest None declared. 4. Minutes of lYleetin~; 4.1 Minutes of Board Meetin¢ #t}8-04 dated Thursda~A~ril 24 2008 #08-25 DUHA~iEL - MEADS THAT the Minutes of Board Meeting #08-04 dated Thursday April 24, 200$ be adopted. CARRIED 5. Business Arising Nane 6. Report of the Chair Sarah attended Battle of the Books Grand Battle- it was a great time! Great feedback was received from parents and other attendees. Volunteer appreciation is tomorrow (Friday i'Vlay 30 from 6pm - 7:30pm) if any board members are available to attend. 7. Committee Reports 7.1 Financial Statements far April 2008 #0$-26 STRACHAN -VIRGO THAT the expenses listed on the Financial Statements <~pril 2008 be approved. CARRIED 7.2 Planning Report 7.4.1 Minut~~~ oL Planning ~I~cri~, -#PLQB-02 dated Thursday April 24 2Q08 ~~- -- - #08-2'T DtiHAtiIEL - ~1EADS THAT the Minutes of Planning Meeting #PL08-02 dated Thursday Apri12~, 200$ be received. CARRIED 8. Director of Library Services Report for April 2Q08 Highlights of the report were discussed. Brief explanation of Libraries on the Go was given. CULL meeting in Vancouver was a good meeting -there will be an update included in the May report. 9. C7ther Business None 10. Committee Meeting Dates At the Call of the Chair Communications Committee meeting with Campaign Coaches will take place on June 17`h 11. Date of Next Board Meeting Thursday June 26, 20Q8 at 7:3Qpm in the Consumers Gas Board Roam 12. Adjournment A motion to adjourn the meeting at 8:04pm was made by Lynn McClean _. ~ CHAIR A DATE ~`~._ ~ LLL , ~ <~ ~~ BAR~t)E PUEiLJC L_.IE3f2ARY MINUTES BOARD MEETING #Q$-0~ THURSDAY JUNE 26, ~BQ$ AT 7:3BPM CONSUMERS GAS BOARD ROOM PRESENT: C. Virgo (Vice-Chair -- acting as Chair}, ~'. DeCecco, L. Strachan, R. Duharnel, A. Davis (Director), T. Latimer (Recarderj ABSENT: S. Kastner (Chair}, L. McClean, M. pleads, i~I. Stang, A. Prince Nat enough in attendance far quorum so the meeting proceeded as a discussion meeting only. 1. Call to Qrder The meeting was called to order at 7:35pm 2. Confirmation of A enda The agenda was confirmed. 3. Conflict of Interest None declared. 4. Minutes of Meeting 4.1 Minutes of Board Meeting #~8-OS dated Thursday Vlay 29L2008 Deferred to next meeting 5. Business Arising None 6. Report of the Chair Capital Campaign is progressing with Campaign Coaches. The Volunteer event in May was successful and Al was requested to thank the staff for organizing the event. 7. Committee Reports 71 Financial Statements for Ma~2008 Points of the statements were discussed and explanations of what same of the numbers include was given. 7.2 Finance Report 7.4.1 Minutes of Finance Meeting #F08-02 dated Thursda~June 26 2008 Deferred to next meeting .. - `j Director of Libraryvices Report tar Ma~008 Brief discussion on the CLA and CULC conferences. Copyright laws are changing and Al provided an explanation on changing communities. 9. Other B~~in~~ Discussion regarding attendance and confirming attendance was recommended to avoid meetings with no quorum. Meetings can be changed and rescheduled if it is known ahead of Lime that there would not be enough in attendance. Going into the capital campaign it was pointed out that attendance for meetings to proceed was important. 10. Committee Meeting Dates At the Call of the Chair ll. Date of Next Board Meeting Thursday September 25, 2008 at '7:30prn in the Consumers Gas Board Room 12. Adjournment A motion to adjourn the meeting at B:lOpm was made by Ray Duhamel CHAIR ~ 1 ,%` DATE .-~ : _. . ~, SE 5~° TE 'm``ti;._ ~' . , l ~. ~. ~... ! , ~; - LLL (i; ,~ `c.a , /~~l,F,r~~l~11i~1 C-~AR1~1~ PUE-3L.IC L.IBF~RY 1~IiNLTES FOR FINANCIi; COMMITTEE :MEETING #F08-02 DATE: Thursday Jclne 26, 2008 TIME: 6:30pm LOCATION': Consumers Gas Boardroom PRESENT: C.Virgo (Chaim, V.DeCecco, R.Duhamel, A. Davis (Director}, H.Betz, T. Latimer {Recorder) ABSENT: S. Kastner, M.Meads, 1. Call to Order The meeting was called to order at 6:38pm. 2. Confirmation of Agenda The agenda was confirmed. 3. Conflict of Interest None declared. 4. Financial Statements for Year Ended December 31 2007 (Audit) and Management Letter F08-02 DL~HAIVIEL - DECECCO THAT the Finance Committee recommends to the Barrie Public Library Board that the Management Letter be received. CARRIED. F08-03 DECECCO - DtiI-IAiYIEL THAT the Finance Committee recommends to the Barrie Public Library Board that the Auditor's Report be received. CARRIED. 5. Dragon Boat Festival Budget for 2008 Discussion regarding the revenues raised from the festival and the community partnerships formed as a result of the festival. Feedback was positive and it was requested to have an updated report be included in the fall meeting. F08-0~1 DECECCO - DL'HAi4IEL THAT the Finance Committee recommends to the Barrie Public Library Board that the Dragon Boat Festival Budget for 2048 be received. CARRIED. ~ ~. ~. ~ ~ ~)11i ~_ . ~... ~ /~i~lril~~ll~1,, ~! ~A(~R[~ F'UL3L1C L..1[~3f?~ftY 6. Other Business None. 7. Date of Next Meetin¢ At the Call of the Chair 8. Adjournment A oration to adjourn the meeting at 7.15pm was made by Ray Duhamel. ~ ~ .. LHAIIt ~ ~G"'~ ~ ~ ~' ~ _ DATE DIRECTC?R'S REPt~RT September 25`", 2008, for June, July, August, 200$ ~~ I PERSUZNEL 1. Dunja Conroy, Manager, Technical Services, after joining the Library in 19$x, announced that she will be retiring October 31~` of this year. Congratulations Dunja and best wishes. 2. The Director; Manager of fundraising, Marketing and Communic~~tians; Business Officer and Barrie Chamber of Coml:rerce met to discuss the Library's nomination for a Bell Business Award, ``Mayor's Employer of the Year." 3. August 1 sc to 5`", the Director acted as one of the Notary Club of Barrie's Captains to participate in Kempenfest with the Rotary's Beer Tent. 4. Cathy Bodle, Information Barrie, received her Community Information and Referral Specialist {GIBS) certification from the Alliance of Information and Referral Systems (AIRS). 5. Elizabeth Bufton is to be congratulated for being the recipient of the City's "Catch the Spirit Award" ,Tune 20`n 6. Stephanie Duncan, a former Library page, started work this summer as our student Readopoly Assistant. Stephanie speaks French and was able to assist with our Francophone families. 7. August 5`h, Laura LaFleshe, a recent graduate of the University of Western Ontario's Masters afLibrary and Information Science program, joined the Library as the Children's and Youth Services Librarian. 8. Kim McOuat completed her first credit course toward her Master's Degree in Library Science. 9. Julie Ross continues to work toward her Bachelor of Arts degree by completing another course aver the summer. 10. Mary Colvin, Circulation Services, was promoted to the page Coordinator position effective August 11 m 11. Marge Osborne, Circulation Services, was promoted to the full time Library Assistant II position effective August 11 `h 12. Lesley Warden-Huffman, Circulation Services, resigned to take a position with the York District School Board as a Library Technician effective September 1 ~t. Best wishes Lesley. 13. Pages Jessica Petrie, Stephen Stern, Crystal Zold resigned to attend University. Jenna Kyle also resigned to focus on school New pages, Melissa Petrie, Kelsey Davis, Rachel Graves, Linda Lucey, Cheryl McArthur and Sarah Stefaniuk were hired and began their training August 18`h 14. Morgan Bimm, Technical Services page, resigned her position effective August 29`h II INFORMATION SERVICES Adult Services Anne Dorsey, Business Librarian and Ann Andrusyszyn, Manager Fundraising, Marketing and Communications, will be providing a presentation at the Ontario Library Association (OLA) SuperConference on ``Building Bridges to Business in Your Community." ~_. 2. Patrici,~ Roebuck attended the International Federation of Library Associations (IFLA) Ct~nl ~ r~~n~ ~, August 1 ~-1 ~. Patricia attended seminars on multilingualism/multiculturalism as well as workshops on women's issues, literacy, children's and young adult issues. James Bartleman was one of the plenary speakers. 3. June 20t", Robyn Zuck, Electronic Services Librarian, attended a preview of the new r~:le~t~e of"Our Ontario" interface. 4. June 27`h, Elizabeth Bufon attended a publishers' presentation at the Markham Public Library. 5. The Library has added a compilation of magazines in the ``DAISY" format from the Canadian National Institute for the Blind {CNIB~ to better serve the needs of our legally print challenged citizens. 6. Patricia Roebuck met and accompanied Louise Godbout-Legault, Southern Ontario Library Services French Language Services, to Penetanguishene Public Library. The Barrie Public Library currently has fewer French-language volumes and usage per capita than the standards established by the Administrators of Rural and Urban Public Libraries of Ontario {ARUPLO}. Patricia has started work on increasing our collection and programs to increase use and better serve the Barrie Francophone community. 7. 383 donated items were added to the collection in June, July and August. 8. During the month of June, July and August, Elizabeth Burton maintained the following displays on the main floor of the Library: "So good I read it twice ~a Your Library" "Book Club Selections @ Your Library" "Laugh Out Loud ~a Your Library" "Senior's Month ~ Your Library" ``Non-fiction for the Fiction Reader ~ Your Library ``Fiction for the Nan Fiction reader ~a Your Library "Dreams of Dragons ~a Your Library" "Summer Cooking ~ Your Library" "Celebrate Canada ~ Your Library" 9. Robyn Zuck arranged a scavenger hunt far St. Joan of Arc School Fun Day. 10. Anne Dorsey provided assistance to viewers who had seen her on the Rogers' ``Women to Women" show May 30th. Anne also assisted a number of patrons in June to research and assist local businesses to establish in Barrie. One particular patron has been helped several times and is particularly pleased that the Library has a dedicated business librarian to assist his creative consulting business. 11. After researching the history of the automobile, Alison Bramwell attended the Simcoe Community Services {SCS} Book Club June 2bth to lead a discussion of the history of the automobile and Henry Ford. 12. Ayia Demiray received a $100 donation from library user, Peter Rodgers, to purchase music books. 13. Cindy Madden, Consumer Health Librarian, submitted another article to the Barrie Community Health Centre's "Healthwise" newsletter focusing on "Gardening and Nature for Health." 14. The "Libraries on the Ga" program received the Digital Pioneer award from Overdrive, "the Digie Award," for excellence and leadership in delivering digital media downloads to the community through successful collection development, website management, promotion and community outreach and more. The Barrie Advance included an interview with Robyn ~~ith a colored picture which appeared August 2$`h. This ti~~as a great promotion of our online audio books collection and service. 1 S. June 1 Jth, Robyn Zuck made a presentation to the winner of an MPS player in celebration of the first anniversary of our "Libraries on the Go" service. The MP3 player was donated by Overdrive. A newspaper article «,=as included in the local newspaper along with a picture of the winner. 16. Anne Dorsey, Business Librarian, n~,i~le a presentation to the 60+ participants of the Donna Douglas Go Venture groups June 2°`~. Anne also provided a display for a Mr. Bob Networking Event June 10`h at South Shore Community Centre. 17. Anne Dorsey was the guest speaker at the Women with Vision luncheon July 2nd. The topic was "Face book -Fad or Phenomenon?" 1$. Anne also participated in the Business Retention and Expansion session sponsored by the City of Barrie Economic Development Office (EDO). Anne will conduct confidential interviews with a few small business owners as part of larger effort as the EDO attempts to retain current business owners. 19. Anne Dorsey was appointed to the Greater Barrie Ch~xnber of Commerce AG~1 June 1$th as the Library's representative on their appointed board. 20. Anne attended the Greater Barrie Business Enterprise Centre's (GBBEC) Teen Business Plan Challenge Awards Dinner June 26th. Anne was a judge for this program and the Library is a community and financial sponsor. 21. Anne was the guest speaker at the Roaring Women dinner July 22nd. The topic was ``Business in women ~ Your Library." 22. During June, July and August, 4~ adult programs including workshops, tours, programs, outreach and community events were delivered to approximately 420 participants. 23. Anne filmed a commercial spot for Rogers Television. rfhe commercial was filmed in the Ready Reference section of the Library and called "I'm Anne and I'm looking for a business plan -you're watching your local Rogers TV." 24. Anne also attended a session sponsored by Scotia McLeod June 25th called "Understanding the Major Donor." 25. During the summer, Lynn Hougham received a request from a Durham police Detective looking for an article from the Barrie Examiner that involved a car and train accident. Children and Youth Services L Kym McOuat provided a storyrtime far the Early Years picnic June 3`d. 2. Nancy Woods led a tour for 26 g;-ade one and two students with the teachers from Algonquin Ride, June 4th. 3. Ruby Meijers prepared the Expo System and crafts for Celebrate Barrie June 7th. 4. Kym McOuat also used the Expo System for the YMCA Healthy Kids Day on June $th. Kym used puppets, newsletters, magnets, stickers, bookmarks and books to demonstrate the resources the Library has regarding healthy, active children. 5. June 9th, Debra Smith led a tour for a group of Grade one students from Maplehill 'Montessori School 6. June 10th, Kym McOuat and Brenda Jarvis provided two tours for Terry Fox School. 7. June 12th, Ruby Meijer provided a storytime for three grade four classes from Hillcrest (65 people) and explained Readopoly. r 8. Kym ~1cOuat provided a puppetry tivork at Frontier Coliege June 13`h. 9. June 13th, Vicki I~~icholls visited the Early Years l~•lapleton Playgroup to present a storytime. 10. Family Jazz Story~time on June 1~`h was led by Russ Strathdee with animal noises and fun. Kym ~1cOuat provided the storytirne. 11. Nancy Woods provided a tour June 17`h for staff and grade one students from W.R. Best Elementary School. 12. Vicki hricholls led a tour for students with delayed reading skills from Portage View Public School June 17`h and visited Andrew I-Junter Public School June 1$t~' as part of an introduction to kindergarten for parents and children. 13. Nancy Woods visited West Hayfield Elementary School far Bronco Bash June 19th. Nancy presented the Library's summer reading Programs and the Library's newsletter to parents. 14. Jane Salmon worked with a writer doing an article for City page on the summer programs and services offered by the Library. 15.Owen Signcraft completed the plaque far the Pizza Challenge as part of Youth Week event at the Library. The winner's name will appear on the plaque and Owen Signcraft will begin work on the donation of a plaque to the Library for the Teen Creative Arts Contest. 16. Cindy Pomeroy-White obtained donations of a portable DVD Player from "1'he Source By Circuit City as well as two digital cameras from FutureShop far her Teen programs. 11. Cindy also met with a journalist writing a story on Teen Survivor. Pictures were taken of teens at the Library and Cindy is planning with the journalist the Teen Photography Course far the Fall. 18. The Teen Advisory Board (TAH) held its June meeting with Dave Carr of Rock95 to plan new and revamped radio commercials. Radio commercials were recorded June 25`h and will air staring July 8`h on ROCK95 and KOOLFM. The commercials will also be available from the Library's website. 19. Patricia Roebuck was able to have Scholastic send us a box of French books as prizes for Readapoly. 20. Nancy Woods led the Hedtime Tales June 18`h. 2L Debra Smith developed a "Bldg" for teens to discuss the novels for Teen Survivor. 22. Roby Meijers prepared four book displays for each week in the month of June commemorating the anniversary of D-day, Munsch's birthday, National Aboriginal Day and the start of summer. 23. A parent wrote the following to the Library: We used the Heritage and Citizenship flyer from our home school study zanit. It was very helpful. It also gave my boy a chance to look for banks on his own. I love this library. " (the flyer referred to is actually a pathfinder created by Library staff) 24. Brenda Jarvis and Vicki Nicholls led the Zehr's "Library on the Loose" storrtimes this summer. There was an average attendance of 66 at each storytime reaching the maximum number allowed under the Fire Code at Zehrs. 25. Patricia Roebuck submitted an English translation and revised wording of a French flyer supplied by the French Head of the Ontario Early Years Centre for the newsletter =.. advertis'!~_~ upcoming French programs. This is part of a partnership bet~vee;n the Libr~;r~. a;~.l Ul~e Early years Centre. 26. July 31~` J~~ne Salmon led a sty>r~time for children Ii~om a SEEDS daycare and another tour August 8`h from anotht r ~1 1.li~ u,~~,;;.u~ centre. 27. Kym McOuat delivered ~~ st~,r~ti~~re for tf~~~ ~_ an~~,~r Society Ted,ly 13~,1r Picnic on August 17th at the Springy ~.«;a~r Conservation :1,rea. 28. August 18`h, Jane Salmon led a tour and story~time for 16 children from St. Nicholas YhICA daycare and a tour and storytime for children from Ferndale tt~ot~~ ~ YMCA daycare August 19th. 29. Kym McOuat provided a craft and book activity program related to the I }.:trie Dragon Boat Festival for the YMCA day camp on August 26th. 30. Several daycares and day camps visited the Library unannounced during the summer for tours and to participate in Readopoly. 31. Jane Salmon arranged with the Data Coordinator of the Ontario Early Years Centres in Simcoe County to do presentations to representatives from all Simcoe County libraries about Early Development Instrument results. The meetings will take place at Barrie Public Library. 32. In June, July and August, Children's and Youth Services delivered 64 programs including storytimes, tours, outreach, electronic workshops, puppet shows and teen programs to 3,572 participants. 33. Dan the Music Man kicked-off the Readopaly program at the Library keeping everyone very busy and entertained. July $th, Butterscotch, the clown, entertained children and parents with a magic show returning again August 7th for another show. July 15`h, with Debra Smith assistance, local artist, Anne-Marie Henry provided a "Fun With Clay" program. July 15th, Jane Salmon provided a crafts program for 35 children and Debra Smith led the same program August 12th. 34. Vicki Nicholls delivered a "drop-in" Baby Goose program July 24th and Roby Meijers provided another Baby Goose program, August 7th 35. Drop in storytimes on Wednesday mornings throughout the summer were well attended. 36. Jane Salmon led Bedtime Tales July 16th and August 13tH 37. Kym McOuat and Ruby Meijers presented 7 performances of Singing Cows and Pigeons with Dreams puppet shows over the summer. 38. Author, Nancy Belgue, spoke at the Library July 22°d 39. Kym McOuat and Nancy Woods provided an interactive Theatre Fun program July 29th involving the audience as participants in ~e play, "Circus Disastrous." 4~. July 30th, local artist and musician, conducted adrum-making workshop far children ages 10 years and up. 41. Local author and singer, Andrew Kizik, performed his latest book in the picture book area July 3151. ~2. July 31st, a comic art workshop was provided by Freeze DNA, a company owned by Justin Anthony and Jermaine Stanberry from Toronto. This company has been conducting learn to draw workshops for schools and produce their o~m comic book. This program was sponsored by the Ontario Art Council. 43. August 6th, Vicki Nicholls and Brenda Jarvis presented "Ticklish Tales," an oral storytelling. The program was held in the Moore's Packaging Library Roof Garden. ~~. Thc: 1~~~~d~.~pa1y wrap up party was held August 21't. Big Kid Entertainment Theatre Group ~ ntertained the audience with one lucky child getting to participate in the play. Aare children were successful in receiving a free book this year far meeting their reading goals. The number of French speaking players doubled. ~5. August 23"~, mare than two hundred people visited the Dragon's Nast at the Barrie J )ra~c~~l Bart l~ ~~~i~~~l. Moore Packaging pravided the lame dragon hats. "Thanks to Kym ~1cOuat and library pages Rebecca and Ashley as well as Board members Vince and Catherine far helping "man" the tent. 46. Teen Survivor Online Summer Reading program went online July 9`t'. TAB promoted the program through their high schools and Cindy Pomeroy-White sent the Library's "thread messages" to TAB members via Face book regarding Survivor. All Grand prizes were donated by Zehrs, The Source, and Futureshap of Barrie. PizzaHut donated the weekly pizzas again. 47 July 2nd, Debra Smith and Emma, a TAB member, set up a display and pravided information in the young adult Teen Survivor area of the Library. Debra and Cindy Pomeroy-White monitored the use of the Teen Survivor blag keeping tack of voting and balding weekly prize draws. The Teen Survivor Wrap-Up party was held August 2Q`~'. Press releases were pravided far the Baak Club and the Mango Club. III CIRCULATION SERVICES l . As a member of the Federation of Ontario Public Libraries (POPE) Marketing Task Force and the lead for the Association of Municipalities of Ontario (AMO) conference, Joanne Camper, Manager, Circulation attended the AMO Conference August 24-2b. 2. As Chair for the Ontario Horizon Dynix User Group (OHDUG}, Joanne worked with SirsiDynix staff to finalize the agenda for the meeting to be held September 29`h in Stratford. 3. The inventory of the Library collection continues but the Junior Nonfiction area had to be delayed over the summer to accommodate the vast number of children participating m the Library's summer reading program. The adult portion of the collection is expected to be completed by the end of September. N TECHNICAL SERVICES 1. Frieda Lund met with Knowledge Ontario to prepare for coding digitally accessible material as part of a province-wide pilot. 2. Laurie Wright continues to work an completing the new Teen website. 3. Dunja Conroy met with vendors Ebsco, Sirsidynix and Recorded Books over the summer and prepared test orders for material to evaluate how well each vendor meets our specifications. 4. Dunja continues to work on the material vendor selection process with Sharma Fraebel, Manager, Adult Information Services. 5. Dunja continued in the evaluation. and the selection of a Wireless vendor over the summer. SPYDERS will be installed in September and full training provided before the Library launches the service in early October. 6. Dunja continued to work with City Information and Communication Technology to help resolve the Library's issues with its Telecirc service, This is the service that advises patrons when items that have been placed an hold are at the library. v Co~r~rLti~TY ~E~I" Lap~~~T 1. S6 teams were registered for the Barrie Dragon Boat Festival as w-cll as 11 concessions (2 for Library). Media coverage was good and, in spite of downtown construction issues, the weather cooperated and the event was a success. Amore detailed report wi11 be provided. Congratulations to Chris Vanderkruys. 2. Ann Andrusyszyn attended the monthly Executive meetings of the Planned Giving Counsel of Simcoe County over the summer. 3. Ann and Chris participated in Celebrate Barrie, representing the Barrie Dragon Baat Festival and Library. 4. Arm participated in the United Way Trainer's Institute as part of the United Way training and consulting team. 5. The Association of Fundraising Professional's (AFP) Web conference initiative offered sessions to other fundraisers in the area using the Library to host several sessions over the summer. Some of the workshops were: "Haw to Create Benchmarks for Naming Opportunities," "Easy and Essential Risk Management for Fundraisers," ``Keep your Donors Part 1: Building Donor Centered Relationships," and ``Four Tried and True Keys to Fundraising Success." 6. The Library was a host site again this summer for music events as part of the Barrie Jazz and Blues Festival. 7. Ann and Chris manned a display booth at the West Hayfield School's `Bronco Bash." Information an Library programs and the Barrie Dragon Boat Festival was provided to families. 8. Ann Andrusyszyn taped a "Summer at the Library" segment for Rogers T.V. that was broadcast several times throughout the summer. 9. Ann continues to work as a Board member on the Barrie Community Foundation (BCF). 10. Anne Dorsey and Ann Andrusyszyn attended the Barrie Chamber of Commerce AGM and represented the Library at the Greater Barrie Business Enterprise Centre teen entrepreneur awards dinner. 1 1. The Barrie Folk Society postponed their joint fundraiser with the Library from June 13 to September 2Qth to accommodate the schedule of the performers. 12. Ann Andrusyszyn and Chris Vanderkruys also accompanied Anne Dorsey to the Oro Medonte Chamber BAS in July to start building relations in that geographic area in light of the Barrie Public Library's contract with the township. 13. Ann also assisted Anne Dorsey, Business Librarian, by attending a "Roaring Women" meeting to manage the library information. booth while Anne made a presentation on library services for business. 14. Ann Andrusyszyn attended the planning meetings of the Georgian College Advisory Committee in preparation far the October one-day fundraising conference in October being held by the College. The theme for the conference is "The Power of 10." Ann has been asked to participate in presenting a session on ``What Boards Need to Know about Fundraising." 15. The Barrie Folk Society held Unplugged Saturday Nights at the Library in June and August. 16. Two monthly columns were sent to the Barrie Life and Times over the summer and another bimonthly column sent to North Simcoe County News. 17. r~nn and Chris attendc~l the one day gathering of the Ontario Public Library fundraising int~:rc~t group with :~~~~~~-a1 other libraries in attendance. A special workshop addressed Direct Mail. 18. Ann continued to meet with the Board and Campaign Coaches over the summer as the consultants proceed with the community scan before reporting back to the Board. The first meeting of the Capital Campaign's Communications Team was held in August. 19. Chris Vanderkruys participated in the Base Borden Armed Farces Day activities to assist with the Dragon Boat display and also represented the Library at the Barrie Chamber of Commerce Lunch Networking session held at the Barrie Country Club. 20. Chris also helped the Library's dragon boat team, Dragon Tales, with fundraising strategies and an event to increase the team's fundraising goal. 21. Chris also appeared on the Rogers Television Daytime show to speak about the Barrie Dragon Boat Festival and dragon boat racing. VI Vt~LliiYTEER PRQGRAiVt 1. Julie Ross, Manager, Volunteer Resources, attended the Ontario Volunteer service Awards June 12th. Six Library volunteers received awards: John Bradbury, Euclyn Maing, Catherine Virgo, Lynn McClean, Jean Chabot, Bennie Giguere. David Murtha, a member of TAB received the Youth Award for length of service. 2. Julie provided volunteers for the children's activities at Celebrate Barrie and Bronco Bash at Nest Hayfield Elementary School as well as for the children's summer programs and the Dragon's Nest, Pizza Booth and Merchandise Tent at the Barrie Dragon Boat Festival. 3. The Barrie Association of Volunteer Administrators {BAVA) held their annual election of officers in June and Julie was re-elected Secretary. 4. Julie participated in a survey of volunteer management initiated by the Ontario Community Support Association to gain a detailed and comprehensive picture of jab conditions and demands placed upon volunteers as well as on what it is like to work as a manager of volunteers in Ontario. 5. Julie held a Volunteer information Session August 12th to provide information on volunteering at the Library. 6. A Cafe volunteer has been trained for the Boutique having indicated an interest in working additional shifts. 7. Cathy Barlow, United Way and President of the Barrie Association of Volunteer Administrators (BAVA}, and Julie Ross visited the Newmarket Public Library June 6th to investigate how their Volunteer Centre has been integrated into the Library as a one- step Volunteer Centre. They also visited Volunteer South Simcoe which is part of the Community Information Centre in Alliston. Volunteer South Simcoe has created its own database where volunteers can search for opportunities community wide. Community organizations post their volunteer positions with the Centre. 8. Julie provided an update on the Library's I-lealthy Steps (c~z~ Work activities to Sharon Marshall of the Canadian Diabetes Association. VIII I3I [LDIV(: 1. ll~..th~r cr~~ilin~~cs ~,> work on implementing the Minister ~~'Labo~~r compliance order. ~n er~~o~;~~,nic ~is:;~~~~ ~«nt has been conducted for one work ;!::4ion in the Library's ~.dult Inl~.~r;n<lii~,~rr ~cn;,.:,; area. 2. Final d~rwings ~,:~ ~-e been recei~-ed from City for the Volunteer C~f~iee. ,,'' ~~ ~~~.; ~ ~`~ --~ t --.--~-~-~--- L'1~r lz;~l2~~}~ 1~~~ A. IJavis ~~, L~~TE September 25", X00$ LIBRARY USAGE FOR THE MONTH OF: JUNE 2008 SAMEMTH CURR PREY CURR PREY YR MTH °10+1- YTD YTD °I°+!- 1CIRCULATION Adult 65,697 72,098 9.74°l0 426,788 438,784 2.81°l0 Children 43,396 46,308 6.71°l0 302,764 296,202 -2.17°la TOTAL CIRGULATION 1139,093 118,406 8.54°.~0 729,552 734,986 0.74°la 2 HOLDS PLACED 9,364 10,388 10.94°l0 62,161 67,225 8.15°ln 3 INTERLIBRARY LOAN Harrowed 160 246 53.75°l0 1,172 1,390 18.60°l0 Lent 175 156 -10.86°l0 1,177 1,049 -10.8$°l0 4 MEMBERSHIP New members 480 617 28.54°!0 3,312 3,324 0.36% Active Members 66,792 54,456 -18.47°l0 66,792 54,456 -16.42°l0 In Person Visits 56,765 56,181 -1.03% 366,905 382,277 4.19°l0 5 INFORMATION REQUESTS a) Main Floor Information 2,607 2,642 1.34°l0 16,978 18,158 6.95°l0 b} Second Floor Information 884 1,010 14.25°l0 6 878 7 429 8.01 °lo TOTAL INFORMATION REQUESTS 3,491 3,652 4.61°/0 23,856 25,587 7.26°fo 6 ON-LINE DATA BASE SEARCHES 3,813 5,444 42.77% 19,126 39,054 104.19°!0 7 COMMUNITY INFORMATION a} Database retards created 12 5 -58.33°l0 74 56 -24.32°l0 b) Database retards updated 189 184 -2.65% 1,531 1,065 -30.44% a} Events records treated 162 137 -15.43% 836 889 6.34°l0 b) Events records updated 149 74 -50.34°l0 1,026 402 -60.82% 8 COMMUNITY SERVICES Programs & Tours a} Adult 19 22 15.79°l0 111 147 32.43% b} GhildrenlYoung Rdult 18 18 0.00% 311 308 -0 96°l0 TOTAL PROGRAMS 37 40 8.11°l0 422 455 7.82°l0 Attendance a} Adult 177 181 2.26°l0 870 1,432 64.60°l0 b) ChildrenlYaung Adult 1,063 1,558 46,57°l0 8 434 9 320 10 51% TOTAL ATTENDANCE 1,240 1,739 40.24°/a 9,304 10,752 15.56% VISITS TO LIBRARY WEBStTE 9 (remote and in house) 79,168 141,052 7$.17°l0 558,216 673,140 20.59°l0 10 COMPUTER RESERVATIONS 5,146 5,539 7.64°l0 32,066 32,992 2.89°l0 11 NEW ITEMS a) Adult 1,5$5 1519 -4.16°10 8,783 8,664 -1.35% b} GhildrenlYoung Adult 934 836 -10.49°l0 6,502 5,231 -19.55°l0 Collection size 237,069 243,775 2.83°l0 237,069 243,775 2.81 °lo 12 VOLUNTEER HOURS 648.50 652.5 0.62°la 3,971 4,110 3.49°l0 13 ROOM BOOKINGS 144 102 -29.17% 924 921 -0.32% ~-'. ;~,~,; LIBRARY USAGE FOR THE MONTH OF: JULY 2008 SAMEMTH CURB PREY CURR PREV YR MTH °10+1- YTD YTD %+,- 1 CIRCULATION Adult 74,937 79.~~i1 5.74°l0 501,725 518,025 3.25% Children 54,217 64,7~~s O.Bti-5 366,981 36Q960 -1.64°l0 TOTAL CIRCULAT!CON 139,154 143,''09 3 Vii;?'; 868,706 878,985 1.18% 2 HOLDS PLACED 11,916 11,851 -0.55°l0 74,077 79,076 6.75°l0 3 INTERLIBRARY LOAN Harrowed 304 266 -12.50°/0 1,476 1,656 12.20°l0 Lent 152 151 -0.66°la 1, 329 1,200 -9.71 °lo 4 MEMBERSHIP New members 724 720 -0.55°l0 4,036 4,044 0.20°l0 Active Members 66,72$ 52,169 -21.82°!0 66,728 52,169 -18.47°l0 In Person Visits 68,490 68,106 -0.56°l0 435,395 450,383 3.44°!0 5 INFORMATION REQUESTS a) Main Floor Information 2,652 2,761 4.11°l0 19,630 20,919 6.57°l0 b) Second Floor Information 981 1,490 51.89°l0 7 859 8 919 13 49°l0 TC7TAL INFORMATIt:7N REQUESTS 3,633 4,251 17.01% 27,489 29,83$ 8.55% 6 ON-LINE DATA BASE SEARCHES 2,227 4,288 92.55% 21,353 43,342 102.98°/a 7 COMMUNITY INFORMATION a) Database records created 9 5 -44.44% 83 61 -26.51 b) Database records updated 209 140 -33.01 % 1,740 1,205 -30.75°l0 a) Events records created 107 78 -27.10°l0 943 967 2.55% b) Events records updated 128 58 -54.69°l0 1;154 460 -60.14% 8 COMMUNITY SERVICES Programs & Tours a} Adult 4 13 225.00°l0 115 160 39.13% b) ChildreniYoung Adult 27 32 18.52% 338 340 0 59% TOTAL PRC3GRAMS 31 45 45.16°l0 453 500 10.38% Attendance a) Adult 89 176 97.75°l0 959 1,608 67.67°l0 b} Children/Young Adult 1,188 1,500 26.26°l0 9 622 10 820 12 45% TOTAL ATTENDANCE 1,277 1,676 31.25°l0 10,581 12,428 17.46°l0 VISITS TO LIBRARY WEBSITE 9 (remote and in ht~use) 79,168 153,420 93.79°l0 637,384 826,560 29.68°!0 10 COMPUTER RESERVATIONS 5,657 6,103 7.88°10 37,723 39,095 3.64% 11 NEW ITEMS a) Adult 1,634 1121 -31.40% 10,417 9,785 -6.07°l0 b) Children/Young Adult 1,394 1290 -7.46°l0 7,896 6,521 -17.41°l0 Collection size 237,531 244,953 3.12°l0 237,531 244,953 2.83% 12 VOLUNTEER HOURS 64$.00 660 1.85% 4,619 4,770 3.26°l0 13 ROOM BOOKINGS 96 98 2.08°l0 1,020 1,019 -0.10°l0 LIBRARY USAGE FOR THE MONTH OF: AUGUST 2008 SAME MTH PREV YR 1 CIRCULATION Adult 74, 776 Children 59 9136 TC>TAL CIRGUI_,4TI(ON 134.532 REVISED CURR PREV CURB MTH °lo+!- YTD YTD °,to+!- 65,958 -11.79°l0 651,438 663,224 1.81 °lo 3, 367 -10.92°l0 491,104 479,085 -2.45°l0 119,325 -11.40°l0 1,142,542 1,142,309 -0.02°I° 2 HOLDS PLACED 11,184 3 INTERLIBRARY LOAN Borrowed 264 Lent 149 4 MEMBERSHIP New members 621 Active Members 66,505 In Person Visits 65,486 10,797 -3.46°l0 97,177 101,724 4.68°l0 220 -16.67% 2,044 2,142 4.79°I° 110 -26.17°l° 1,630 1,461 -14.37°l0 591 -4.83°l0 5,381 5,355 -0.48% 52,451 -21.13°l0 66,505 52,451 -21.13°l0 65,958 0.72% 569,371 584,447 2.65°l° 5 INFORMATION REQUESTS a} Main Floor Information 2,651 2,543 -4.07°l0 24,933 26,223 5.17°l0 b} Second Floor Information 810 928 14.57°l0 9,650 11,337 17.48°l0 T(3TAL INFQRMATIC7N REQUESTS 3,461 3,471 0.29°,~a 34,583 37,560 $.61°l0 6 ON-LINE DATA BASE SEARCHES 1,464 2,672 $2.51°l0 25,044 50,302 100.85°l0 7 COMMUNITY INFORMATION a} Database records created 11 16 45.45°l0 103 82 -20.39°l0 b} Database records updated 132 204 54.55°l0 2,081 1,549 -25.56°l0 a} Events records crew#ed 83 93 12.05°l0 1,133 1,138 0.44% b} Events records updated 71 85 19.72°Jo 1,353 603 -55.43°l0 8 COMMUNITY SERVICES Programs & Tours a} Adult 6 9 50.00% 125 182 45.60°l0 b} Children/Young Adult 27 26 -3.70°l0 392 398 1.53% Tt~TAL PROGRAMS 33 35 6.06°l0 517 580 12.19% Attendance a} Adult 8 63 687.50% 1,056 1,847 74.91°l0 b} Children/Young Adult 1,426 1,006 -29.45°l0 12,236 13,326 8.91% TC7TALATTENDANCE 1,434 1,069 -25.45°l0 13,292 15,173 14.15% VISITS TO LIBRARY WEBSITE 9 {remote and in house) 79,168 136,884 72.90°f° 795,720 1,116,864 40.36°l0 10 COMPUTER RESERVATIONS 5,905 5,572 -5.64°l0 49,285 50,770 3.01°l° 11 NEW ITEMS a} Adult 1,134 12$7 13.49°la 13,185 12,193 -7.52°l0 b} Children/Young Adult 608 1129 85.69°l0 9,898 8,940 -9.68°l0 Collection size 238,083 245,770 3.23°l0 238,083 245,770 3.23°l0 12 VOLUNTEER HOURS 611.00 683.5 11.87% 5,$78 6,113 4.00% 13 ROOM BOOKINGS 110 94 -14.55°l0 1,226 1,211 -1.22°l0 .` Caviller & Company ~~P Telephone~RE°ACCOUNrS) 4445-2020 Fax (705)444-5833 Email sbragg@gaviller.on.ca Township of Oro-Medonte Administration Centre 148 Line 7 S., Box I00 Oro, Ontario LOL 2X0 Attention: Council Members Dear Sirs: ~,W~s i ~~ F Q ~ f 2 ~ 10a~ ~~~,~ ~ r ~..~.. _;_~ _ _ . -___.w_. We have been engaged to audit the financial statements of Township of Oro-Medonte (the "Municipality") for the year ending December 31, 2008. Canadian generally accepted auditing standards (GAAS) require that we communicate at least annually with you regarding all relationships between the Municipality and us that, in our professional judgement, may reasonably be thought to bear on our independence. In determining which relationships to report, these standards require us to consider relevant rules and related interpretations prescribed by the appropriate provincial institute/ordre and applicable legislation, covering such matters as: (a) holding a financial interest, either directly or indirectly, in a client; (b) holding a position, either directly or indirectly, that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; (c) personal or business relationships of immediate family, close relatives, partners, either directly or indirectly, with a client; (d) economic dependence on a client; and (e) provision of services in addition to the audit engagement. We have prepared the following comments to facilitate our discussions with you regarding independence matters arising since October 15, 2007, the date of our last letter. We are not aware of any relationships between the Municipality and us that, in our professional judgement, may reasonably be thought to bear on our independence, that have occurred from January 01, 2008 to October 23, 2008. The total fees charged to the Municipality for audit services were $18,200 and for non-audit services were $675 during the period from January 01, 2008 to December 31, 2008. I ] 5 Hurontario St. 3rd Floor, F.O. Box 130 Collingwood,ON L9Y 3Z4 October 23, 2008 ~~-.-- S ~IC~s~~eaM~a~k YOuG_Aeply Fpr~he Attention Of Owen Sound ~ Collingwood ~ . ~ W alkerton s, ~ Meaford I r ~~`' ~U a Canadian GAAS for audit engagements requires that we confirm our independence to the Council Members in the context of the Rules of Professional Conduct of the Institute of Chartered Accountants of Ontario. Accordingly, we hereby confirm that we are independent with respect to the Municipality within the meaning of the Rules of Professional Conduct of the Institute of Chartered Accountants of Ontario as of October 23, 2008. This report is intended solely for the use of the Council Members, management, and others within the Municipality and should not be used for any other purposes. We look forward to discussing with you the matters addressed in this letter as well as other matters that may be of interest to you. We will be prepared to answer any questions you may have regarding our independence as well as other matters. Yours very truly, CAVILLER & COMPANY it,[' Per 8 ~f SEB/bc 2. Rail Trail Project OCi~ 2 1 20011 C7lgp iMEDC~,'V.~,~ As the Brewis Park project came to a close the subject of the importance of other locations alone the rail line to the early settlers and farmers of the Township were discussed. We would like to outline the project and ask for Council's approval of the project in principal. We are unable at this time to put a dollar value on the instillations but have had verbal commitment from some families who wish to be involved as partners. This plan can be initiated over a period of time depending on financing. Locations for highlight include Thunder Bridge at Line 1; Watt's Crossing at Line 4, Oro Station at Line 7, Hawkstone at Line ll, and Carthew Bay at Line 14. The history and importance to the population in the early years would be produce on a didactic similar to the one in Shanty Bay using period pictures and brief explanation. In discussions with the Manager of Recreation, Shawn Binns this project seems to be in line with the direction he envisions for the Rail Trail. Support for the project from the Oro-Medonte History Association has been indicated through Chair, Sheila Kirkland. Group member Geaff Booth with alternative Alan Howard have agreed to join our add hock committee. In addition Bill Fell of Craighurst has agreed to assist in photo research and selection. Permission is also requested to use a small space on the Township page of the next issue of the North Simcoe News to solicit historical Rail Road memorabilia. Thank you for your consideration in this matter. Joanna McEwen Paul Marshall Thursday, October ~6, zoo8 Township of Ora-Medonte ~_ X48 [_ine 7 South Oro, ON LoL 2Xo Attention: Mayor Hughes Dear Mayor Hughes: I have been a resident in Oro-Medonte for the last twenty-eight years. Twenty years ago together with my neighbour, Mr. Paul Perri, I applied for a subdivision of our properties to permit the development of our lands. At that time council turned us down. Since then many changes have occurred in the province including "The places to grow documents for Ontario". We have revised our proposal to reflect these changes per the attached sketch. This is only a sketch and the number of lots and sizes can be adjusted if desirable to the Township. We believe this proposal would be beneficial to the Township generating in excess of $~50,00o per year in additional tax revenues once the project is completed. Please consider this as an inquiry as to where the Township stands on such a development. The plan shows the two existing residences that are occupied by Mr. Perri and myself. If you have any questions, please give me a call. Thanking you in advance for your consideration in this matter, Yours truly, ~, ~; Stephen D. Sperling c.c. Ms Andrea Leigh, Planning Department 364 Shanty Bay Road Barrie, Ontario L4M 1 E7 (705) 726-7130 October 1 t~, 2008 Township of Oro-Medonte 148 Line 7 South Oro, ON LOL 2X0 Attention: Mayor Harry Hughes -~ Dear Sir: This letter will confirm my agreement with Mr. Sperling's letter of this date with respect to the proposed subdivision of our properties at the southwest corner of the Township as attached. I have been a long term property owner in the Township and look forward to your positive response to this proposal. Yours sincerely Mr. Paul Perri 85 Penetangvishene Road Barrie, Ontario L4M 7C4 c.c. Andrea Leigh, Planning Dept Township of Oro-Medonte `O~Q ;~~ o PENETANGUISNENE ROAD 0 0 0 0 ~' LOT 20 ~ `+ -+ -+ ': N .. N .. N N ~~ r O `" -+ LOT 25 ~w LOT 26 ~; LOT 18 LOT 27 LOT 17 LOT 28 LOT 29 `,' r"' r O O ~ O -~ --i -I --i ~=~ ~ ~ ~ LOT 3O:_ s> w C0L8ORNE STREET ERIN COURT LOT 31 `o '"' LOT 12 _ LOT 32 LOT 11 ~ ~ LOT 33 m LOT 10°~ q~ ;; LOT 34 "'< LOT 9 ', ~ - LOT 35 '; LdT 8 LOT 36 '" LOT 7 ~ LOT 37 `', LOT 6 LOT 38 ~I LOT 5 LOT 39 , Ld7 4 LOT 40 LOT 3 LOT 41 5, n LOT 2 LOT 42 °- LOT 1 Ld7 43 LOT 44 r 0 A I O BR1EN STREET pp 3 ! t! E. ~ S ~~~ ~ ~ ~ C ~ p tl 0 ~ n sib ~ ~~~ ~~~~ ~~ ~C ~ ~ ~ ~{ v1 ~ ~~YZ ~ a ~ r f ~. ~ ~ ~i 4~ [.~ . a ~ ~~~ ~M tt ~~"~ z~~ ~ ~ ~~ ~~'~ O fl i ~ i : ~ ~* ~ ~ 4~ ~6~3 ~ ~~ 3 has I °~, ~ .. r ~~. ~~ F,~E~'C?F~`T ~ _ ~ ~. 3, ~ ta~`~~( i ~'t a ate<` ~5~, ~: ~4a i2;'<~? F ~. Report No. Ta: Prepared By: ADM2008-029 Committee of the Whole Doug Irwin Meeting Date: Subject: Motion # November 5, 2008 Unopened Road Allowance- Line 2 North North of Roll #: , Blueberry Marsh Road to R.M.S. File #: Hummingbird Hill Road. L07--12373 v-002 RECOMMENDATION(S): Requires Action X For Information Only It is recommended that: 1. Report ADM2008-029 be received and adopted. 2. That the request to prohibit vehicular traffic on the unopened section of Line 2 North, North of Blueberry Marsh Road to Hummingbird Hill Road, be denied. 3. And that the applicant and abutting owners be advised of Council's decision. BACKGROUND: On July 16, 2008, the Committee of the Whole considered a request dated July 4, 2008, from Will Wonta to prohibit vehicular traffic on the unopened section of Line 2, north of Blueberry Marsh Road to Hummingbird Hill Road. Council directed staff to contact area residents in order to determine if the unopened road allowance is currently utilized by residents to access their properly. Staff forwarded correspondence dated September 2, 2008, to the 5 owners of property that abut the unopened section of Line 2 North of Blueberry Marsh Road to Hummingbird Hill Road. ANALYSIS: Of the five abutting owners, 1 did not respond, 1 responded in favour, and 3 responded in opposition. One owner is in favour of the prohibition of vehicular traffic, and three requested that the road allowance remain status quo as it is utilized to access their properties for farming and recreational purposes. corporate Services November 5, 2008 Report No.ADM2008-029 Page 1 of 2 FINANCIA<_: None. P4LICIESILEGIS~ATI4N: None. CONSULTATIONS: Jerry Ball, Director of Transportation and Environmental Services Abutting area residents ATTACHMENTS: Original request Township's letter to the abutting residents Confidential responses from abutting owners (provided under separate cover) CONCLUSION: Given that the majority of abutting property owners desire to have the unopened road allowance remain "as is", it is recommended that the request to prohibit vehicular traffic on the unopened section of Line 2 North from Blueberry Marsh Road to Hummingbird Hill Road be denied. Respectfully,s~bm fitted: ?aug Irv~iin ~ Director of Corporate Services/Clerk C.A.O. Approval /Comments: Corporate Services November 5, 2008 Report No.ADM2008-029 Page 2 of 2 Irwin, Doug From: Wonta, Will Sent: Friday, July 04, 2dQ8 11:06 AM To: Irwin, Doug Subjec#: FW: Update: Meeting: June 25-08 -Fie: Unopened Road allowance -Line 2 North From; twonta, will Sent: Fnday, )uly 04, 2048 50:26 AM Cc; 'Irwin, Doug; Coutanche, Mel Subject: Update: Meeting: )une 25-0$ - Re: Unopened Road allowance -Line 2 Nortfi Gear Mr. Irwin, Per our discussion today, can you please ensure that the Mayor and council receive the request below: I am requesting that the unopened section of Line 2 North from Blue Berry Marsh Road northerly to the assumed section currently known as Hummingbird Nil! Road be closed to vehicular traffic as well. Ali of the same paints that Michael and ..Janet Colley presented in their letter dated October 7th, ~OQ8 apply to the above section as well. Respectfully submitted, Will Wanta From: wonta, will Sent: Friday, June 27, 2008 11:02 AM To: 'Irwin, Doug' Cc: Coutanche, MeI Subject: Meeting: June 25-08 Re: Unopened Road allowance -Line 2 North Mr. Irwin, I noticed in your report to council, you recommended that vehicular traffic be prohibited on the unopened section of Line ~ North From Moonstone Road East northerly to the assumed section currently known as Blueberry Marsh Road. have requested this in the past but it was denied. Now ~,~n I =Jet this applied to the rest of the unopened road ailoGVance an Line ?_ North? `Ir,~r,k you. O~~ ~ - "' ~ 4- -_ r.+ ;~~ ~ `` ~ ~ ~ '~ •. ~~ September 2, 2008 ~C`..y ~~ iE C~izi~c?rt,a ~ ~<» ~~F r~ i[ a'I~~~ui ~ )5i l~l ' (II ~ix ,~75 t.~1 0(33 Re: Request to Prohibit Vehicular Traffic on the Unopened Section of Line 2 North from Blueberry Marsh Road to Hummingbird Hill Dear Resident: Council, at their meeting on July 16, 2008, received a request in regard to the above noted matter. Council has directed staff to contact area residents whose property abuts the unopened section of Line 2 North between Blueberry Marsh Road to Hummingbird Hill, in order to determine if the unopened road allowance is currently utilized by residents to access their property, prior to making a decision on the aforementioned request. Please advise our office, in writing, no later than September 30, 2008, whether or not the use of your property would be affected by prohibiting vehicular traffic on the unopened section of Line 2 North between Blueberry Marsh Road to Hummingbird Hill. If you require further information, please contact Marie Brissette at extension 2244. Yours truly, ,~ ~ ~,--- r Doug 1"rwin ' ~ "" Director ol: Corporate Services/Clerk Imjb `~ ;; ~~ ~; ~ r ~ 3.. w._ Report No. To: Prepared By: ADM 2008-030 Committee of the Whole Daug Irwin, Director of Cor orate Services/Clerk Meeting Date: Subject: Motion # November 5, 2008 Closed Meeting Investigator Appointment Renewal 2009 Roll #: , R.M.S. File #: C02 03745$ v-01 RECOMMENDATION(S): Requires Action XC~ For Information Only It is recommended that: 1. Report No. ADM 2008-030 be received and adopted. 2. That the Township of Oro-Medonte, for 2009, continue to participate under the same terms and conditions as outlined in the agreement between the Corporation of the County of Simcae and JGM Consulting. 3. And Further That staff advise the County of Simcoe, immediately, of Council's decision. BACKGROUND: The County of Simcae and 14 participating municipalities entered into a one year agreement with JGM Consulting to provide the services, regarding the closed meeting investigator, when the provisions of the Municipal Act came into force January 1, 2008. The County provided the required retainer to JGM Consulting on behalf of the County and the 14 participating municipalities. The current agreement expires at the end of 2008; accordingly it is in order that consideration be given to the provision of the services for 2009. CORPORATE SERVICES November 5, 2008 Report No. ADM 2008-030 Page 1 of 2 ANALYSIS: Glen Knox, County Glerk, County of Simcoe, indicated that Mr. Maddax, JGM Consulting, is prepared to provide the service in 2009, under the same terms and conditions as 2008. FINANCIAL: The hourly cost of investigative services is $75.00 per hour plus reasonable receipted expenses. The cost would only become applicable in the event the Township is subject to an investigation in accordance with the Act. POLICIESILEGISLATION: Municipal Act, 2001, S.O. 2001, e.25, as amended, Section 239.1 and 239.2. CONSULTATIONS: None. ATTACHMENTS: Attachment 1 - By-Law No. 2007-135, "A By-Law to Appoint a Meeting Investigator". CONCLUSION: It is recommended that the Township of Oro-Medonte, for 2009, continue to participate under the same terms and conditions as outlined in the agreement between the Corporation of the County of Simcoe and JGM Consulting. Respectfully submitted: Douglas Irwin Director of Corporate Services/Clerk CORPORATE SERVICES November 5, 2008 Report No. ADM 2008-030 Page 2 02 Attachment 1 to Report No'': ADM 2008-030 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2007-135 A By-law to Appoint a Meeting Investigator WHEREAS Section 239.2 (1 } of the Municipal Act, 2001, S. C7. 2001, c. 25, as amended ~~~'!! authorize a municipality to appoint an investigator who has the function to investigate in an independent manner, on a complaint made to him or her by any person, whether the municipality or a local board has complied with section 239 or a procedure by-law under section 238 (2) in respect of a meeting or part of a meeting that was closed to the public, and to repor# on the investigation; ', AND WHERAS The County of Simcoe has entered into an agreement with JGM Consulting to provide meeting investigator services; AND WHEREAS said agreement provides that member municipalities of the County of Simcoe may participate; AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte does now find it expedient to participate in the agreement between The County of Simcoe and JGM Consulting and to appoint a meeting investigator to investigate complaints initiated under Section 239.1 of the Municipal Act, 2001, as amended; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That JGM Consulting be appointed as the Township of Oro-Medonte's meeting investigator. 2. This by-law shall take effect an the 1S` day of January 2408. BY-LAW READ A FIRST AND SECOND TIME THIS 12T" DAY OF DECEMBER, 200?. I! BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 12T" DAY OF DECEMBER, 2007. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE ~i ~ ~~- ~~~ ,. .~ ~ Mayor, H.S, Hughes _~..-- ~ f y~ _, ~ rk, J. Derygias Irwin a.- r C! 11S At,i21?F?~1E1'~1"i' dated ~C~,slilC~.+~.. ~ ,'{}~~~ ~, . }31:1 lt`t~l~: TI[H. CC~Li,I'OKA'T1t)N O~ "ftIE COU?Y'I'Y t)E SIM1~3CC}E (} Icrcinaftcr referred to collectively as the "Municipalities" and Individually rcf'erred to as a "Municipality") AND- .1C,M COhsuL~ri:~rc; (i lereinat~er referred to as the "Independent Contractor") ~'VHE[tI~:AS: {;1) section 239.2 of the A~funici~crt .4ct, ?t)(}/, S.O. 2UtJ1, e.25 {the "Ac["}, when proclaimed in force, uuthurir.es the hlunicipahties to appoint an investigator to investigate in an independent manner any complain[ as to whether the Municipality 1:as complied with the Act or a Municipal procedural by-la~u its respect of a m~etint; or part of a meeting that was closed to the publii; end to report on the investigation; tR) in appointing an investigator and in assigning powers and duties to him, a Municipality is to have regard to, among other things: a. the investigators independence and impartiality; b. confidentiality with respect to the investigator's activities; c. the credibility of the investigator's investigative process, {C} the Muntcipalities are satisfied that the Independent Contractor has the skills and ability to meet the f~>regoing criteria; N(}W TI~EItFF'C~1~~ the parties agree as follows: I. Services: The btunicipatities hereby retain and appoint the Independent Contractor as an investigator for the purposes of Section 239.2(1) of the ,pct and the Independent Contractor agrees to provide such services for and at the request of the Municipalities and accepts suoh appointment. The Independent Contractor confirms that services under this agreement will be carried out by John G. Maddo~c eYCept as otherwise delegated by John G. Maddox. I)ut~ew The dutua of the Independent Contractor shall be: {t} to conduct invcstigatians farm time to time as rc~lt.~:,t<~~( by a MunicipaLky upon receipt of~a complaint (a "'Complaint"} in respect of meetings ur p,~rt of meetings that are cl«~;cd to the pubic to determine compliance with the Act or the .1•Iunicipal procedural by-!aw and to report on the results of such investigations; (ii) in conducting such investigations, to have regard to the importance of the matters listed abt~ve in recital (I3); (iii;i to ,~raeced Gvithout undue delay and with due diligence to investigate a Carnplaint; {iv} t{~ conduct each investigation in private; (w? to hear or obtain infarmatian from such persons as the [ndependent Contractor thinks (It and to m<~ke such inquiries as he thinks fit; {v~i) to provide an opportunity to the fulunicipality or any persr>n that may be adverse(v aflccted by a proposed report afthe Independent Contractor, the opportunity to makc representations respecting such report ar recammendatians; {vii) to preserve the confidentiality and secrecy with respect to all matters that came to his or her knarx;ledge in the course of performing duties hereunder, save and except disclosure ai`such matters as in the Independent Contractor's apinian aught to be disclosed in ardor to establish grounds far his conclusions and recammendatians; {viii) after making an investigation, the Independent Cantractar shall render his apinian as to whether or not the meeting or part of the meeting that was tl7e subject matter of the im~cstigation appears to have been closed to the public contrary to the Act or Municipal proceiit~ire by-law and, in either case, the Investigator shall report his apinian and the reasons for it to the applicable Municipality and shall makc such recammendatians as he thinks #it. In performing such duties, the independent Cantractar shall have the powers set out in Subsection 223.13(61 and Sections 223.1 to 223.18 of the Act, copies of which are attached hereto as Schedule "ri" It~int I~ct tir7er -The h~dependent Contract acknowledges that the Independent Cantractor is appointed as an 6lvestigatar far each of the Municipalities. In addition, the Independent Cantractar agrees to also be the Investigator far the member murvcipalities of Simeae County listed in Schedule "B" hereto attached, at the written request of Simeae Caunry together with payment afthe Additional fee, defined below. Fees (aj ,lnnual Retainer -The Caunry of Simeae shall pay to the Independent Contractor an or before the carnmencement date Two THOUSAND FIVE NhNDREf7 DOCL,ARS ($2,Sf}0.00} plus applicable taxes. In ardor to add the Included Municipahtics to the duties of Independent Contractor and additional fee of 55,000.00 {"Additional Fee") shall be paid by the County of Simcoe, (b1 Ilourl~ate -- In addition, the Tndependent Cantractor shall be paid a fee of SEVE~ ITY- FIVE DOLLARS ($75.00} per hour plus applicable taxes during such time the Independent Contractor is performing his duties hereunder. The Independent Cantractar agrees such rate shall be charged only far such time that the Independent C~antT3C tar is actively investigating a Complaint and preparing and representing his report with respect thereto. "fhe Independent Cantractor would be entitled to be reimbursed other reasonable reeeipted expenses related to his duties, including Toad and Note) casts, car rental, kilometre rate at the respective municipal rate or railway tickets. ~,,. (e} IZt=si~etnsilaility fetr YaymenC - 'fhe Independent Contractor fut~ther convents and agrees ;hat his hourly fee and related expcnsrs hereunder shall I>e paid by the.. Municipality or Included Municipality against whom the Complaint is made and which initiated The iirtestr~ation. Each Municipality a~;rccs tt} be responsible It>r such ices ~.rnd cxpe.nses and, nuthwitlrstanding the joint retainer, the Independent C«ntractor shall not hetld the other LlunicipaGties responsible fitr such payment obligation. I'he Independent Contractor ;Ball in~,~oice the applicable Municipality upon completion of his report. hcrtn ~}'Ire term of this agreement (the "`I'errn") is for a fixed one (I}year term commencing the e'~t«~hve hate e~i' the proclamation by the Lieutenant Governor amending the Act by addition `;c~ ~ ~~ns ~3r). I and 33~ 2 (tlre "commencement date"} and ending on the first anniversary date thri ~°oi` unless renewed andlor extended by agreement of~ all the parties. The Independent Cetntracterr c>r any tnunic;ipality party to this Agreement shall give at least 30 days written notice prior to the: end of the'I'errn of his intent not t« renew this Agreement if such renewal were to be available. faxes .•~i; amounts payable to the Independent (~'c~ntractor shall be paid without deducticin. The Independent Contractor shall be responsible fi7r any contributions imposed or required under emp(oymc;nt insurance, health tax, social insurance, income tax laws, ~,Vorker's Compensation {if cleated to enrol), pension with respect to any amounts paid to the Independent Contractor. T'he Municipalities assume no obligation or liability as betwveen fhe parties to this Agreement to eeduct or rt•mit any statutory or government remittances. 7 lndepcndent Contractor -The Independent Contractar is a contractor independent c~f the Municipalities. Iwlothing herein shall be interpreted to create a relationship of employerlempioycte, parmcrship, franchise, agerrey or joint venture or other like arrangement. u. (>clcgation - [n the event more than one Complaint is made at any one time requiring more than one investigation, either with the same or more than one Municipality, and the Independent Contractor determines it to be necessary to delegate some or all of his powers and duties, tl-~en he may du so in writing to any person other than a member of council, provided that the per.;on to whom such a delegation is made agrees in wu-iting to be governed by the same duties of seart;cy as the Independent Contractor and to abide by the terms and conditions in this Agreement. Such person shall always be under the supervision and direction of the Independent Contractor. Such delegation shall not be to a member of council or staff of any Munieipahty and shall not result in ar~V additional costs or fees to the Municipalities. Invoices shall be rendered by the Independent C`antractor and payments made to the Independent Contractor and the Independent Contractar shall otherwise be responsible for the fees and disbursements of any of his delegates. ?. Binding - "this agreement shall enure to the benefit of and bind the parties and their respective heirs, successors and perrrtitted assigns. ld, Indemnitication -The Municipalities agree to indemnify and save harmless the Independent Contras-tor, its agents and assigns, from and against any and afl liabilities, lasses, suits, claims, demands, damages, expenses, casts {including alI legal costs}, fines and actions of any kind or nature whatsoever arising out of or in connection with the Independent Contractor's provision of services and carrying out of its duties including, but not limited to, any alleged breach of this agreement, any procedural defect or other breach of relevant statutory provisions. l 1. Entire Agreement -This Agreement contains the entire agreement between the parties and supersedes all previous negotiations, understandings and arrangements, verbal or written with respect to any matters referred to in this agreement. 1~' » 1`t"VF`~ti IIERF:OE' each c>f the parties hercut have set its hand and seal as t~(' this .~ clay oi' ~___ r .2{7C _~ . ~a ~~~ __ ~. StG;~EC}, SE:.~I,i~.D ~c UELIVEI2ED AUTHOFIIZED BY BYLAW NO.~~~ PASSEG BY THE COUNCIL. OF THE C4FiPOF~ATION OF THE ~rHF c«~~>or~~t'tt~v c» c~u~TY a~ SLMCdE dN ~~~.~., zoo _. - _~ , _~, rv_ _- ----- ~--_ F3 v r ~ _- ~'~ _ N 2n}c-, I~itte: 1(n~:-~ ~; VJar ep Name,Title: ~ tr ~ f2. Knox, Caunty C'iet-k [~he Independent C`ontractar hereby acce{~ts apd agrees tc~ the terms and cc~pditic~ps herein captained. - d. _~_ _ _ ~ ~~, d ~ ,' ;- 4 I~( ) ;~~;recrrrent ee: ;Municipal [nvestit!atcar ;4itJMClI'~~1. AC°C'. 20{?I ~.(). 20t)1, C'lirll'"1'Elt 25 Id ~"rl~:1c~"r PCtCX'EI7CiE~1s l3Y-I_~1W 1'rocednre br~-law Uetinitir?ns 238. (i } [n t}~is secticm apd u~ sectit>ns 23'~ t~ ?39.2, "commrttec" means any advisory or other committee, subcommittee or similar entity oC which ai_ least 50 per- cent of tl7e c~~embers are also members of one or more councils or local boards; ("comitc'"} "local board" does not include police services boards or public librnry boards; ("conseil local") "meeting" means any regular, special or other meeting of a council, of a local board or of a committee crC~ithcr ot'them. {"rcunron"} 2041, c. 2~, s. 238 (l); 2006, c. 32, Sched. ~, s. 102 (1, 2j. Procedure by-taws respecting meetings Every murtic,paliiy and local board shall pass a procedure by-faw for governing the calling, place and proceedrngs oCmeetings. 2001, c. 25, s. 238 (2j. \otice ~?.l~ "I"he procedure by-law shall provide for public notice of meetings. 2006, c. 32, Sched. A, s. 10~? {3). (7utside municipality ~3~ T`he procedure by-Iaw may provide that meetings be held and public offices be kept at a place outside the municipality within an adjacent municipality. 200I, c. 25, s. 238 (3). Presiding officer t~ "Che procedure by-law may, with the consent o"the head of council, desilmatc a member of council, other than the head of counciC, to preside at meetings of council. 2006, c. 32, Sched. A, s. 102 (4j. Secret ballot (>~ A presiding otiicer may be designated by secret ballot. 2006, c. 32, Sched. A, s. l02 {4). 1~tectings open to public 239. {I) Except as provided in this section, all meetings shall be open ttr the public. 20f31, x..25, . 239 t 1 t. Exceptions (~ n meeting or part of a meeting may be closed to the public if the subject matter being considered is, (a) the security of the property of the municipality ar loco! board; 4 ib) ; rr-~r~nal matters about an identifiable individual, including municipal or local board c~n~~pl,~~r~ ~.; (c} ~ pr«posed or pending acquisition or disposition of land by the municipality or local board: (~1} labour relations or employ, ce negotiations; (e} litigation or potentiAl liti~,~iti~m, including matters before administrative tribunals, affecting the municipality or (oval board; (f`) advice that is subject to solicitor-client privi;ege, including communications necessary f<~r that purpose; (gj a "natter in respect of which a council" board, committee or other body may hold a closed me-eing under another ~lct. 2001, c. 25. s. 239 (2}. t)ther criteria t 3~A muting sha12 be closed to the public if the subject matter relates to the consideration of a request under the .4ltrnicipat FreE~clotn ~f Inforrn~tiort rznd Protection ref' Privtxcy pier if the council, board, commission or other body is the head of an institution for the purposes of that pct. 2001, c. 25, s. 239 (3). Educational ar training sessions f3.1)_ A meeting of a council or local board or of a committee of either of them may be closed to the public ifthe following conditions are both satisfied: l . The rneettng is held for the purpose of educating or training the members. 2. :fit the meeting, na member discusses or otherwise deals with any matter in a tvay that rnateriailY advances the business or decision-making of the council, local board or committee. 200b. c. 32, Sched. A, s~ l03 { 1). Resolution t<3} Hefore ho}ding a meeting or part of a meeting that is to be closed to the public, a municipality or local bu~zrd or committee of either of them shall state by resoiuion, {a) the fact of the holding of the closed meeting and the general nature of t17e matter to be considered at the closed meeting; ar (b) in the case of a muting under subsection (3.1j, the fact of the holding of the closed mewing, the general nature of its subject-matter and that it is to be caused under that subsection. 2001, c. 25, s. 239 (4); 2006, e. 32, Sched. A, s. 103 (2), ripen meeting Sub;ect to subsection (6), a meeting shall not be closed to the public during the taking of a vote. 2001, c. 25, s. 239 {5}. Exception ~6~ Despite section 24d, a meeting may be closed to the public during a vote if, (a} subsection (2} or (3) permits or requires the meeting to be closed to the public; and (b} the vote is for a procedural matter or for giving directions ar instructions to officers, employees c7r agents of the municipality, local board or committee of either of them or persons retamcd by ar under a contract with the municipality or local boaz-d, 2001, c. 25, s. 239 (b), Necard of meeting t~ .~ n~unicipaiity or local board or a committee of either of them shalt retard without note ar cvrrunent sal rcuiutions, decisions and other proceedings at a meeting of the body, whether it is closed to the public ur not. 200f7, c. 32, Belied. ~1, s. 103 (3}- Same (z t`'1 "Che rccc~rd rtcluircd by subsc-ction (7} sha11 be made by, {a} tht~ clerk, in the arse oI'a meeting of council; or 1.1~} the approprrate officer, in the case of a meeting of a local be}ard or committee_ '006, ~:. 32, tichcd. ,1, s. ltl3 (3j. Itacord mav~ be disciased (`~ Clause 6 (1 } (b} of the a~rrrrici~~rxl hreztl~~rn «(~ Irrf arrtuxtiart utr~l Pre~tec~tintr tif' F'rrr~,~ ,~ Act does not apply [o a rea»d ~rT a meeting closed under subsection (3.1}. 2006, c. 32, Schexi :l, s. (t)it,}. (nvestigation 23y.i r1 person may reyucst that an investigation of whether a municipality or loci! board has complied with sectron 2 39 or a procedure by-law under subsection 2313 (2} in respect of a muting ur part ol• a meeting that was dosed to the public be undertaken, (a} by an investigator ret~rrcd to in subsection 239.2 (I}, or (b} by the C)mbudsman appointed under the (9rrrhutfrrnun rtes, if the municipality has not appointed an investigator referred to in subsection 239.2 (I). 2006, c. 32, Sehed. r~, s. 104. Investigator Z~i9.2 { 1 } L~'ithout limiting sections 9, 10 and 11, those sections authorize the municipality to appoint an ~nvestrgator who has tl~e function to investigate in an independent manner, on a complaint made to him or her by any person, vvhcther the r-nunicipality or a local board has complied with section 239 or a procedure by-lase under subsc coon 238 {2) in respect of a meeting or part of a meeting that was closed to the public, and to report on the investigation. 2006, c. 32, Sehed. ~, s. 104. Powers and duties Subject to this section, in carrying out his or her functions under subsection (i }, the investigatu:~ may exercise such poevers and shall perform such duties as may be assigned to him or her by the municipality. 2006, c. 32, Sehed. A, s. 103. Vlattcrs to which municipality is t© have regard ~3~ [n appointing an investigator and in assig7ning powers and duties to him or her, the municipality shall have. regard to, among other matters, the importance of the matters listed in subsection (5 ), 2006, c. 32, S~hed..a, s. t04. Same, investigator (4~ In carrying out his or her functions under subsection (I), the investigator shall have regard to, among other matters, the importance of the matters listed in subsection (5). 2006, c. 32, Sehed. r~, s. 104. Saute (5} `fhc matters refErred to in subsections (3) and (4} are, ta} the in~.c:,~ig:,tar's independence and impartiaht}; tb} amfidentiality with respect to the investigator's activities; and (e} the credibility ofthc investigator's investigative process. 2006, c. 32, Sehed. A, s. I04. Delegation ~6~ .•an investigator may delegate in si~riting to any person, ether than a member of council, any of the investigator`s powers and duties under this Part. 2006, c. 32, Sehed. A, s. 104. 4amt (~`! .'fin ir~t~~~~~tt~~:;+rrr may continue to exercise the delegated pol~;ers zlnd duties, d~aptte the dcle~?ation. ~«~„~. ~.: ', ~;: ;~~,i. ~, s. 104. `status f~2_ iln ir~vestit,~ator is not required tea be a municipal employee. 2()06, c. 32, Sched. A, s. 104. ip}}ticatiorl f`~ SubsecUan 223.13 (6) and sections 223.14 to 223.18 apply with necessary modifications with respect tea the exercise of functions described in this section. 2(}06, e. 32, Sched A, s. ;04. Report and recommendations ~)(}~ if, after making an investigation, the investigator is of the opinion that the meeting or part of the meeting that was the subject-matter of the investigation appears to have been closed to the publrc contrary tr7 scctran 23r) or to a procedure by-Iaw under subsection 23$ (2}, the investigator shalC report his or her opinion and the reasons for it to the municipality or local board, as the case may be, and may make such recommendations as he or she thinks fit. 20fl6, c. 32, Sched. A, s. 104, Publication of reports ~.l l~ "E`he municipality or lo~;al board shall ensure that reports received under subsection (10} [;~y the municipality or local board, as the case may be, are made available to the public. 2006, c. 32, Sched, A, s. l (}~l. 4ee: 2[70b, c, 32, Sched. A, ss. 104, 192 (2}. Powers paramount 223.13 {t~j "!'tic powers conferred on the Ombudsman under this Fart may be exercised despite any procrsron rn any Act to the effect that any such decision, recommendation, act or omission is anal, or that no ~~~~peal lies in respect of them, or that no proceeding ar decision of the person car or=anization whose; der iron, recommc:ndatton, act or omission It is shall be challenged, reviewed, quashe~ or called in qu~~,rion. 2006, c. ?2, Sched. A, s. 9~. llYE'SLlgati0I1 223,14 [ 1 } Lvcry investigation by the Ombudsman shall be conducted in private. 21)06, c. 32, Sehcd. A, . 98. Opportunity to make representations The Clmbudsman may hear or obtai^ information from such persons as he or she thinks fit, and may make such inquiries as he or she thinks fit and it is not necessary for the Ombudsman to hold any hearing and no person rs entitled as of right to be heard by the Ombudsman, but if at any time during the course of an rnvestigation it appears to the Ombudsman that there may be sufficient grounds for him or her to make any report or recommendation that may adversely affect the municipality, a local board, amunicipally- controlled corporation or any other person, the Ombudsman shall give him, her ar it an opportunity to make representations respecting the adverse report or recommendation, either personally or by counseh 2006, c. 32, Scheel. A, s. 95. :~pplieation of t?nrbudsnian Act ~?~ Section I9 of the Or>7f~cecCsmcrn ,het applies to the exercise of powers and the performance of duties by the Ombudsman under this fart. 20U6, c. 32, Sched A, s. 98~ same {~ For the purposes of subsection {3), references in section 19 of the Ornbudsmara .pct to "any governmental organization ', °`the T'rec~dorn of (n~~rl7zrztir~rz arut Protection ref Privacy ,4cf" and "the F'uhlic _4"~>ri~ice ~a% CJrrtcrrro f}ct, '(lflb" are d~eme€~ to be references to "the municipality, a local board or a i^ munzc~p~lly-cc~ntrc~licc~ ~~,r!,c~ratlon". "the .rl~fureu•ipcrl !~'rce~fom c~J'Irafr~raurtion rrncl /'rcltec~iion t~f !'t'n~i~c:1- Oct" and "this Act", rc~~.~ci ~ti~,l~, 20(76, c. 32, Sche<l. A, ~. {)b; 2006, c. 35, shed. C, s. 134 {3}. Mote: (Jn the tiny the Sfatutes of Clntario, 2006, cha ter 3S, Schedule C, sectit~n 134 c~~ntes int~u farce, subsection (4) is amended by the Statutes of ~ntario, 2006, chapter n~ T`u A~;rccrncntre: 'Utunicipal fnv~~,ti,~„feu l~hc Cotpcx-ation of the "Cowl; ofiT3radford West CrwilCimbury ~l'he Corporation tyI`the ~how~ship of`Clearview 1`he Corporation of the `Down of t:'oflingwood The Corporation ol`the `I"vwnshtp of Essa Che Corporation of'thc Tou=n of Innisf;l l~he Corpurati<>n of"thy "t`own of Midland (~he Co~-horatit~~~ o!'the "Town of` Nevv "Tccurrtseth Che Corporation ot~the "T`ownship of (7ro-Medonte I'he Cor-por~+~ion of the `Co~unship of Itamara The Corporation oT`the Township of Severn The Corporation of`the "Cawnship of Sprin~~vater the C`orporatiun oFthe `T'ownship of Tay The C"arpotation of the ~1'ownship of~C'iny "('he Corporation oCthe `t`own oCG~`asaga Leach IO MEMORANDUM To: Council cc: From: Jerry Ball Date: October 28, 2008 R.M. File #: Roll #: Subject: Ontario Small Waterworks Assistance Program -Part 2 (OSWAP-2) The Ministry of Energy and Infrastructure has launched the second stage of a three-stage funding program aimed at public drinking water systems serving small populations. The funding is geared towards providing relief from the operating pressures that small waterworks systems experience and to ensure that water and wastewater systems are financially sustainable and affordable now and in the future. OSWAP-2 will provide $12 million in predictable operating funding over a four year period. In order to be eligible, municipalities must serve a population between 1,001 and 5,000 residents and must submit an Expression of Interest (EOI) by October 31, 2008. The EOI indicates how municipalities intend to use the grant money among four areas of focus -planning work, direct costs, regulatory compliance and retaining expertise. It clearly states in the criteria that this funding cannot be used to support a decrease in water rates. OSWAP-2 does not require municipalities to match cost funding provided by the program, but municipalities will be required to sign a provincial contribution agreement. Eligible municipalities will be notified in the fall of 2008 with details of the funding they will receive. It is the intention of the Province that payments will begin in the spring of 2009. The Transportation and Environmental Services Department has submitted an Expression of Interest on behalf of the Municipality. Items included in the request for funding consist of upgrades to the meter reading system, change-out of electric heating systems in the pump houses to natural gas systems, the purchasing of a trench safety system, funding for sampling costs, funding for hydro costs, leak detection equipment, well pump upgrades in the Horseshoe Highlands water system, and funding to ensure compliance with the new Drinking Water Quality Management System requirements. '7"n~t>>z~1li~ ~~~` ~' Pr~~~ucl .IIc~~°it~~~JE,, l'~~-citil2~T ~"~~trrre Further updates will be provided once notification from the Province has been received with regards to the success of our funding request. i,~~' _. REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: DS2008-075 Committee of the Whole Andria Leigh Meeting Date: Subject: Motion # November 5, 2008 Craighurst Development Roll #: Qption Plans R.M.S. File #: D08 1385? RECOMMENDATION{S): Requires Action X For Information Only It is recommended that: 1. THAT Report DS 2008-075 be received and adopted; 2. THAT the draft Development Options A-C prepared by Meridian Planning dated October 28, 2008 be received for discussion purposes; and 3. THAT an Open House be scheduled for Tuesday December 2 to review and obtain input regarding the draft Development Options from the Craighurst community. BACKGROUND: On September 17, 2008 Report DS2008-66 regarding an updated timeline for the Craighurst Secondary Plan process was received and approved by Council. This timeline identified that the next step in the process was the preparation of a number of concept plans of varying densities to identify the potential options for future development in Craighurst. The purpose of this report is to review the draft development options which are intended to be received for discussion with the Craighurst working group and the community through an open house. DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-075 Page 1 of 3 ANALYSIS: As the development of Craighurst is intended to proceed on full municipal services, there are opportunities for the provision of a range of housing types for all levels of income. Also, the establishment of a fully serviced community in Ora-Medonte provides for the possible development of higher order residential uses such as retirement homes and the development of a new public school on full municipal services. The development of these types of new facilities would be in the public interest, since such retirement homes do not exist at the present time in the Township and there is a need for a new elementary school on full municipal services. Locations for each of these proposed land uses have been identified on the Development Options. In accordance with the timeline and revised tasks, the intent is to proceed with the attached development options to the working group and the community to obtain input which will be utilized towards the identification of the preferred option far development in Craighurst and the preparation of the Secondary Plan document. Once prepared, the Secondary Plan and preferred option are intended to be submitted to Council for direction to proceed to the statutory public meeting. Each of the three options is based on a density of 32 persons and employees per hectare, which is understood to be the preferred density identified in the County Official Plan. All of these options are also based on a split of the 700 new residential units between singles (75% or 525 units} and medium density residential (25°l0 or 175 units}. The concepts also identify locations far a community park, an elementary school site, and a senior's facility. The Open House to be held in December will include both an informal opportunity for residents to discuss the three concepts with staff and the consultant and secondly a mare formal presentation to the community of the details of each of the three concepts and the opportunity to obtain feedback from the community of the desired option for the future development of Craighurst. A Development Options Comment form will also be provided at the meeting to residents for the submission of any comments on the options either at the meeting or within a specified time from the meeting. FINANCIAL: N/A POLICIES/LEGISLATION: Planning Act County of Simcoe Official Plan Places to Grow DEVEt_OPMENT SERVICES November 5, 2008 Report No. DS2008-075 Page 2 of 3 CONSULTATIONS: Planning Division staff CAO ATTACHMENTS: Attachment 1:Meridian Planning Memo revision date October 28, 2408 re: Craighurst Development Options CONCLUSION: The attached Craighurst Development Options A-C are considered to be draft for the purposes of obtaining input on the form of development. These concepts should be received and circulated to the Working Group and the community in order to obtain input towards the preparation of a preferred option and the Secondary Plan document. The concepts and the community input should be received at an Open House to be held on Tuesday December 2, 2008. Respectfully submitted: Andria Leigh, MCIP, RPP Director of Development Services SMT Approval !Comments: C.A.O. Approval 1 Comments: ~~ DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-075 Page 3 of 3 t~CT-28-2008 11:25 TOWNSHIP OF QRO-MEL7QNTE P.001~'005 aCT-28-2008 TUE 10 20 AM MERIDIAN PLAN FAX N0, 17057875078 P, 01 MERIDIAN M~Mt~RANaUM To: Andria Leigh, Manager of Development Services ''~~ ~'~ ~ t~~ Township of Oro-Medonte From: Nick McDonald, MCI P, i2PP Date: October ~, 2008 (Revised October 28, 2008} Re: Craighurst Development Options ©ur Fite No. 1793 I have prepared this memorandum for distribution to the members of the Working Group that has been struck by the Township to provide input into the development of the Craighurst Secondary Ptan. The intent of the memorandum is to: Review the amount of land required to support an `approved' population for Craighurst; Provide my planning opinion on the need Co establish a key planning principle that deals with the use and planning of the lands that are already within the settlement area boundary; and, Describe a series of options for the location and density of new development in Craighurst. LAND REQUIREMEhITS l have made a number of assumptions regarding population equivalents to assist with determining land requirements for new development. For the purposes of this exercise, I have assumed that 700 dwellings would be constructed over time in Craighurst, with this number reflecting what has been allocated to Craighurst by the Official Plan and the work that has been completed to date on servicing. In this regard, l have assumed that each single-detached dwelling is anticipated to have a household size of 2.7 people. Each multiple dwelling, such as a townhouse ar apartment, is expected to have a household size of 2.2 people, if the residential unit counC was divided into a 75/25 split, that would mean that 525 units would be low-density residential units and 175 units would be medium density residential units. Based on a household size of 2.7 for singte5 and 2.2 for townhouseslapartments, the 700 units would then generate 1,802 people, which translates into a blended household size of 2.57, QCT-28-2t~08 11:5 TC7WNSHIF ttF JRC-ME1~4NTE P.flll2r005 OC1'-28-2008 T11E 10 ~ 20 AM MER I D 1 Ate PLAN FAX N0, 17057375078 P, 02 In addition to the above, if an elementary school were constructed, it would have a staff of approximately 30. Lastly, if 4,640 square metres of commercial floor spate was developed, about 150 jobs could potentially be Created (at one job per 30 square metres}. Lastly, with a nursing home {if one was developed}, another 40 jobs Could be treated. Asa result, the total number of persons and jobs that Could be accommodated within Craighurst, based on the assumptions above is 2,022. Based on the above, the amount of net land required based on five different density assumptions is below on ?able A; Table A; Amount of Development Land Required based on Five Density Assam bons Density (persons and jobs per hectare # of People # of Hectares Required 20 2 022 101.1 ha 30 2 022 67.4 ha 32 2 022 63..18 ha 40 2,022 50.5 ha 50 2 022 40,4 ha NQTE: The '32' is derived from the draft County of Simctte Official Ptah It is noted that environmental areas are excluded from any area calculations carried out to determine land needs in accordance with Section 2.2.7.3 of the Growth Plan. This means that the lands to be protected from development adjacent to the watercourses and the woodlots that have been identified are to be excluded from the density Calculation. !n this regard, there are 4.1 hectares of such land within the Settlement Area and an additional 13.8 hectares in the expansion area. The 'net development land` figure is the result. Qn the basis of the above, Table B below identifies now much additional land outside of the existing settlement area boundary would be required to support the 'approved' population based on the five density options. Table B: i_ocation of Land Required to Suooort `Apctroved' Population -- Net Amount of Amount of Additional Amount of Greenfield Land Net >-and in Density Land Land Need Greenfield Expansion Required within Ctutside of Land in Area that is Settlement Settlement Expansion not Required Area Area Area 20 101. i ha 39 ha 62,1 ha 74.4 ha 12.3 ha 30 67.4 ha 39 ha 28.4 ha 74.4 ha 46.0 ha 32 63.18 ha 39 ha 24.18 74,4 ha 50.22 ha 40 50.5 ha 39 ha 11.5 ha 74.4 ha 62.9 ha 50 40.4 ha 39 ha 0 74.4ha n/a 113 Cattier Street, Barrie, Ontario L4M 1 H2 Telephone: {7D5} 737-4512 Facsimile: {705) 737-507 Website: www.meridianpian.ca a~T-28-2aa8 11:5 TaWNSHIP C7F G~R~-MEDaNTE OCT-28-2008 Tl1E 10 ~ 20 flM I1ER I ~7 I flN PLAN FAX N0. 17057375078 3 It is clear based on the above that not all of tend within the study area wilt be required to support the `approved' population. PLANNING PRINCIPLE -THE USE t}F LANDS WITHIN THE SETTLEMENT AREA F.aa~.~aa~ P. 03 The planning principle that needs to be agreed an in my opinion involves the use of the land that is already within the Craighurst Settlement Area boundary as set out in the Official Plan. It is my opinion that any option that involves additional development in Craighurst has to include the consideration of the build out of the lands that are already designated for settlement purposes. In other words, since we are only able to plan for the development of up to 7110 dwelling units, as many of these dwelling units as is appropriate should be developed on lands that are already designated for development and for which the principle of development has already been established. Based on our analysis, there are about 39 net hectares of net developable land located within the Settlement Area boundary at the present time. Table C below identifies how much development could potentially be supported on these lands, based an .the five different density assumptions. Table C: Potential Po ulatio n and Units on Lands within Settlement A rea Bouncia Net Unit Type Total Units Developable [?ensity Population Singles TH/APT {Note 1 } end Note 2 Note 3 39 20 780 Z27 76 303 39 30 1170 341 114 455 39 32 124$ 364 122 4$6 39 40 1560 455 152 607 39 50 1950 56$ 940 75$ Note 1: Based on a blended household size of 2.57 Nate 2: 7590 of the tcatat units Mote 3: 25`~ of the total units an the basis of Table C, between 43% and 100% of the 700 units could be developed on lands that are already within the Craighurst Settlement Area boundary, depending on the density that is selected. It is my opinion that no matter the density selected for new development, all of the land within the Settlement Area boundary at the present time should be included within the population allocation. LAND USE iaPT10N5 Given the land requirements above, it is very likely that there is a need expand the Settlement Area to accommodate the approved population of Craighurst. It is recognized that if development were to proceed an the basis of 50 persons and employees per hectare, no additional land would be required. However, achieving this high a density in a community like Craighurst would in my opinion be 113 Coiner Street, Barrie, bntario i.4M 1 H2 Telephone: (705} 737-4512 Facsimile: (705} 737-5078 Website: www.meridianplan.ca QGT-28-2008 11:25 Tt7WNSHIP CAF 4R~-MEDUNTE F.004~'005 OCT-28-2008 Tl1E 10 21 AM MERIDIAN PLAN FAX N0. 17057375078 P, 04 ' ~ u inappropriate. At the present time, there are very few neighbourhoods in Southern Ontario where that density has been achieved. The new County of SimCOe Official Plan (in draft form} suggests that the average overall density for alt urban areas except the largest urban areas in the County be set at 32, To place this suggested density in an appropriate context, we have carried out a high level review of a number of existing neighbourhoods in the Courtly of SimCOe, based on current air photography. To Carry out this review, we simply created 25 hectare squares {500 metres by 500 metres) and applied them to selected areas and then counted the number of dwellings and jobs accordingly. !t is noted that we did nat net out any land, most notably environmental land, which means that the densities listed below may be stightly higher in some Cases, depending on the amount of environmental land. Table d below shows the results, with the attached Maps A to E identifying the areas that were rdviewed. T..I.iri. r-. t1.~•.nlnramant han~itlac 1n S~,te~rt NeSsthbottrhoods in the County of simcoe Nei hb+ourhood Land Uses Densit 1. North-east quadrant of 21b singles 28 +/- (MAP A) St. Vincent/Cundtes in 15+1- townhouses Barrie elementary school • office building • nei hbourhood ark 2. Livingstone Area east of 330 singles 33 +/- (MAP B} St. Vincent in Barrie nei hbourhood ark North-east quadrant of 3 17$ singles 27 +/• (MAP C . Queen and Yonge in 30+/-other units Etmvale elements school 4. Northeast quadrant of 139 singles 14 +/- (MAP D} Coldwater Road/Gray parks StreeC in Coldwater vacant land * 3 Churches 5. t-ivingstone West of 314 singles 51 +I-(MAP E} Waimart in Barrie 250+/-th • ark !f 32 is selected for planning purposes in Craighurst, b3 hectares of net development land will be required (2,022132}. Of that amount, 39 hectares is located within the Settlement Area, which means that about 24 additional net hectares are required. On the basis of the above, two options that show how that 24 additional net hectares Could be distributed in the Craighurst settlement area and expansion area have been prepared, and they are attached for discussion purposes. Option A shows alt of the land being added in the north east quadrant and Option i3 shows how the land could be distributed in the two quadrants {5W and NE}. Multiple variations of Option B are possible, however, it is important to note that not alt of the 24 hectares required Can be located in the southwest quadrant, meaning that an expansion to the northeast is a given. 113 collier Street, Barrie, Ontario t.4M 1 H2 Telephone: {705} 737-4512 Facsimile. (705} 737-5078 Website: www.meridianplan.ca OCT-28-2008 11:25 TpWNSII I P pF ORp-MEI}pNTE 1}CT-28-2008 TUE 1021 At1 MERIDIAN PLAN FAX N0. 171157375078 5 Option C changes the locations of the school, community park and nursing home site to the north-east quadrant. In developing both of these options, regard was had to the location of potential collector roads,. stormwaker management ponds, parks, the new school and a slightly expanded commercial core.. Factors to consider in reviewing these three options include the following: • Relationship of expansion area to community tore; • Potential for transportation linkages to County Roads; Topography of the land and its scenic qualities; • Potential impacts from land uses and infrastructure on adjacent or nearby lands {highways and raft lines}; • Number of watercourse crossings required; • Potential timing of the development of community infrastructure; • Land owner willingness for development; and, • Economy of scale required to support servicing. U addition to the above, other factors to consider include the location of a new elementary school and related community park and the ability to link various parts of the community together through an integrated trail network that is related to and oriented to the natural heritage features in Craighurst. It is recognized that there is one landowner within the community that is anxious to proceed. In order to provide the economies of scale potentially required, some consideration could be given to siting a future school and community park along with other supporting institutional uses (nursing home} in the south-west quadrant of the community, and within the boundary of the settlement area {as shown in Options A and B}. The effect of the above would be to limit khe number of potential new homes in the south-west quadrant so that certain economies of scale can be realized in the north east quadrant to support the development of a new sewage treatment. and sewage disposal system. It is my opinion that this option merits consideration. ~~..~,~- Nick McDonald, MCIP, RPP PARI`N ER NM! j m P. pp5.~pp5 P. 05 Macintosh HD:CURRENT WORK-(JRW):1743 ORO-,+AEQON7E CRAIGHURST:1793 memo Leigh-Cratghurst Options RevOct28.doc 113 Collier Street, Barrie, Ontario L4M 1 N2 Telephone: (705} 737"-4512 Facsimile: {705} 737-5078 Website: www.meridianplan.ca TpTAL P.005 a a t o ° ° ~ ^ C C ~ ,-. ~ z m o ._ m = O N N m y L _ o • L L T(0t O o~ v L 5 a ~ ~ .c v ~ o ~ t Y L°° a ~ -- o ~/f O. N ~ ° ~^ w E Eo a o ors c a° v rv a. 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T N f0 N L N ._~ N N O 2 I~ ^~ 1 r :~ ~,t ~ < _~- "lo~tJrzs~xip of ;-~ ,-' R ~~~~ EPC?RT 1'rvud Ileritrxge, ~~rcit`it~i~ Fu~u~'e Report No. To: Prepared By: DS2008-076 Committee of the Whole Andria Leigh Meeting Date:. Subject: Motion # November 5, 200$ Zoning By-law Amendment Roll #: 2008-ZBA-12, Township R.M.S. File #: Lands, Part of Block 104, Plan D14 38670 M-368, Concession 7 Oro RECOMMENDATION{S): Requires Action For Information Only It is recommended: 1. THAT Report DS 2008-076 be received and adopted; and 2. THAT Zoning By-law Amendment Application 2008-ZBA-12 for Part of Block 104, Plan M-368, being RP 51 R-28724, Parts 11 & 14, and RP 51 R-18471, Part 1, Concession 7 (Former Township of Oro}, now in the Township of Oro-Medonte an Schedule A16 an the Zoning By-law 97-95 (as amended} from the Private Recreational Exception (PR*114} Zane to the Residential One (R1 }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 Application for four parcels two privately owned and two Township parcels. This application is being completed by the Township in order to recognize the existing residential dwelling, the pump house, and the other two vacant parcels- which are designated for residential purposes. The subject parcels are located on the west side of Line 6 North just north of the intersection of Huronwoods Drive and Monica Court. A public meeting was held on October 22, 2008 to receive comments from members of the public and relevant agencies. Only one comment was received in writing and no members of the public were in attendance at the public meeting. The written correspondence received is reviewed in the "Consultations" section of this report. DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 1 of 7 ANALYSIS: The Zoning By-law Amendment Application proposes to rezone these four lots from the Private Recreational Exception (PR*114} Zone to the Residential One (R1 } Zone to recognize the existing residential dwelling, the municipal pump house, and the additional Township lands surrounded by other residential uses. The current zoning on the properties permits a recreation centre and associated amenities and also open space uses. As noted above, the current zoning does not reflect the uses existing on the properties. The subject lands are located in the Sugarbush settlement area and therefore the intended use of the subject lands are for residential purposes; the proposed rezoning would bring the subject properties into conformity with the current Official Plan designation. FINANCIAL: Not applicable. POLICIES/LEGISLATION: Township of Oro-Medonte Official Plan: The lands subject to this application are designated Residential in the Official Plan within the Sugarbush settlement area. The permitted uses within this designation include single detached dwellings as proposed. The policies also permit public uses i.e. municipal pump house in all designations. The intent therefore of the Township's Official Plan is that these lands would be utilized for residential purposes and the proposed rezoning would conform with this intent. The proposed zoning reflects the permitted residential use of the Official Plan designations. Zoning By-law 97-95: The lands are presently zoned Private Recreational Exception (PR*114) Zone which is the site specific zone for all the lands owned by the Indian Park Association and utilized for recreation purposes including the recreation centre and associated amenities. As identified above, the lands subject to the rezoning are not owned by the Indian Park Association, do not form part of the common recreation lands, do not contain the recreation building and amenities, and therefore their current zoning in the Private recreational zone is not considered appropriate. The proposed rezoning would bring the lands into conformity with the current Residential designation of the lands. DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 2 of 7 The R1 Zone requires a minimum lot frontage of 34 metres, and a minimum lot area of 4.2 hectares for a residential use. Each of the proposed lots would comply with the minimum requirements of the Residential One (R1) Zone. The proposed zoning of Residential One (R1) Zone is consistent with other properties in the Sugarbush community. GONSULTATIONS: The application was circulated to required agencies as part of the public meeting process. In regards to neighbourhood circulation one letter was received for the public meeting and no verbal comments were received at the meeting. The one written correspondence-identified the concern with regard to the sole entrancelexit into the Sugarbush community and the potential increase in residential units increasing the impact on this single access point. The proposed rezoning affects four parcels of land: one which currently contains an existing residential dwelling, the municipal pump house parcel, and two vacant parcels of lands one of which is the municipal unopened road allowance. Essentially with the proposed rezoning, there is the potential for a maximum of two residential dwellings and a limited number of additional vehicles. The second entrance from the Sugarbush community is located in the Diamond Valley draft plan located just south of the lands subject to the rezoning. The developer of the Diamond Valley development is currently working with the Township towards the registration of their development and the second access to the Sugarbush community. ATTACHMENTS: Schedule 1: Location Map Schedule 2: Rezoning .Proposal CONCLUSION: The proposed Zoning By-law Amendment conforms to Plan and the provisions of the Zoning By-law. On thi Zoning By-law Amendment Application 2048-ZBA-12 Council. Respectfully submitted: Andria Leigh, MCIP, RPP Director of Development Services the general intent of the Official s basis, it is recommended that be approved and adopted by DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 8 of 7 SMT Approval 1 Comments: C.A.O. Approval 1 Comments: DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 4 of 7 Schedule 1: Location Map ~~~~~ ~.. ___ 1` 1, - - 7 II "° '\ f~~~ ~~ ~~ 7 z ~~p, J . i s ;. , _~~` ~ 1 f_ ` 1 l ~r €.~ ~''~ s.~' ~' ___ .............~_... _,,., ~~ i '---' '~~~~ ~ , ~ ,~ ~ -- - - /~r~Y t/ it ~ tf~:: ~, ,r - -.-.-~- ~~ ~-" SUBJECT LANDS TO BE RE-ZONED DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 5 of 7 Schedule 2: Proposed Zoning By-law Amendment THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY- L.AW NO. 2008-154 A By-law to amend the zoning provisions which apply to lands within Part of Block 104, Plan M-368, being RP 51 R-28724, Parts 11 & 14, and RP 51 R- 1841, Part fi, Concession 7 (Former Township of Oro), now in the Township of Oro-Medonte (2008-ZBA-12) WHEREAS the Council of the Corporation of the Township of Oro-Medonte is empowered to pass By-laws to regulate the use of land pursuant to Section 34 of the Planning Act, R.S.Q. 1990, c.P.13; AND WHEREAS Council deems it appropriate to rezone the lands to permit. the development of residential uses, in accordance with Section C14 of the Official Plan; NOW THEREFORE the Council of the Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. Schedule `A16' to Zoning By-law 97-95, as amended, is hereby further amended by changing the zone symbol applying to the land located in Part of Block 104, Plan M-368, being. RP 51 R-28724, Parts 11 & 14, and RP 51 R- 1$471, Part 1, Concession 7 in the former geographic Township of Oro, now in the Township of Oro-Medonte, from Private Recreational Exception (PR*114) Zone to the Residential One (R1) Zone as shown on Schedule `A' attached hereto and forming part of this By-law. 2. This By-law shall come into effect upon the date of passage hereof, subject to the provisions of the Planning Act, as amended. BY-LAW READ A FIRST AND SECOND TIME THIS 12T" DAY OF NOVEMBER, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF NOVEMBER, 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Ma vor, H. S. Hughes Clerk, J. Douglas lrwln DEVE<_OPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 6 of 7 ,5ch~alute fA' to By-la w Na, ZClt?S= ~`,5~# This is Schedule 'A' to By-Law 2008-154 passed the 12t" day of November, 2008. LANDS TO BE RE-ZONED FROM PRIVATE RECREATIONAL EXCEPTION 114 (PR"114) ''.. ZONETO RESIDENTIAL ONE (Rt}ZONE ',. Mayor H.S. Hughes Clerk J. Douglas Irwin TOWNSHIP OF ORO-MEDONTE (FILE 2008-ZBA-12) DEVELOPMENT SERVICES November 5, 2008 Report No. DS2008-076 Page 7 of 7 ~... TOWNSHIP OF ORO-MEDONTE MEMORANDUM To: Mayor and Council cc: Senior Management Team From: S. Cowden, Chief, OMFES R.M. File #: Date: October 28, 2008 Roll #: Subject: Christmas shutdown and renovations at the Township office, December 08 This memo is a reminder that our Township office is also our Emergency Operations Centre where our efforts to respond to an incident in the community would be based from. During the Senior Management Teams weekly meeting on October 28t", it was noted that renovations to the offices and workspaces will occur during the Christmas shutdown during the last 10 days of the year. According to the Clerk, it appears that the facility will be unuseable during the renovations. Under normal operations this would not be a concern for us owing to the planning of this work during a period when the offices will not be open for business. During these renovations our ability to operate should an event arise that requires us to recall staff to deal with a municipal or community emergency. Winter in the township is a period when weather- related events are at a higher level of risk for us in addition to the risks we manage every day of the year. We are mandated to ensure that we are able to deploy the resources of the Township and manage occurrences and emergencies under the Emergency Management and Civil Protection Act, 2007. With the unavailability of the Township offices, we need to be prepared to conduct operations from an alternate location. Fire Service Headquarters is our designated Alternate Emergency Operations Centre. It is equipped with telephone and network access, photocopiers and fax machines, emergency electrical power and other equipment that will allow us to operate during an emergency. From a Township operations perspective for the individual Departments to be in business from this location, some efforts must be made to ensure service delivery in an emergency situation. ~~ From an IT perspective, our network and network files have to be maintained from the Twp. office ar working copies have to be available at Fire HQ. Each Department needs to assemble whatever files, items ar equipment that would be needed to conduct operations from a site that is not the Twp. Office. Each Department must decide what items, files and materials are critical to their ability to work and `" ensure that these items are in containers and ready for delivery to Fire HQ or another site as the situation dictates. We are suggesting that these packages be ready by December 17tH Any questions regarding the resources available from Fire HQ can be directed to either the Deputy ar the Department Chief. Thanks, ~~ -2- T4WNSHlP OF C,1R0-MEDONTE REP{~RT Report No. To: Prepared By: RC2008-2fi Committee of the Whole Margaret Prewer Meeting Date: Subject: Motion # 2008 November Stn , Request for GrantlSubsidy Roll #: R.M.S. File #: RECOMMENDATION{S): Requires Action LX For Information Only It is recommended that. 1. Report RC2008- 26 be received and adopted. 2. The Ontario Provincial Police be requested to submit the applicable fee of $260.00 far facility rental in 2009 in accordance with the Township policy. 3. The Ontario Provincial Police be notified of Councils decision. BACKGROUND: The Ontario Provincial Police have submitted a request for grantlsubsiay. i ney are requesting that Council waive facility permit fees of $260.00 for a fundraising hockey tournament. The proceeds of which will be dontated to the D A R E program for local youth. It has been Council's practice/policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and agrant/subsidy application be submitted for Council's consideration. Council waived facility rental fees for the Ontario Provincial Police tournament in 2007. ANALYSIS: As part of the DARE program OPP officers visit local schools on an ongoing basis to establish and maintain an open dialogue with youths regarding the perils of drug use. The Ontario Provincial Police provide a significant contribution to community well being. Recreation & Community Services November 2, 2008 Report No. RC-2008-26 Page 1 of 2 °- a FINANCIAL: The financial impact would be: 2009 ~260.QQ POLICIES/LEGISLATION: Fees and Charges By-Law 2008-108 CONSULTATIONS: N/A ATTACHMENTS: 1. GrantlSubsidy Application CONCLUSION: It is recommended the Ontario Provincial Police be requested to submit the applicable fee of $260.00 for arena facility rental permit #2271, in accordance with the Township policy. Respectfully submitted: ~y~~~~~~, r~~ Shawn Binns Director, Recreation & Community Services C.A.O. Comments: C.A.O. Approval: Date: Recreation & Community Services November 2, 2008 Report No. RC-2008-26 Page 2 of 2 THE dORPDRATldN dF THE 948 Rine 7 8., Box 100 ` Qro, Untario LOL 2X0 ,~I~~ Phony (705 487-217 ~~ ) 1 P ~~ _ ~ FaX (745)4$7-0933 ~- i__ ..~ www.o~-n3edante.ca ~ ~~, _~ APPLICATIGN Ft~R GRANT/SUBSIDY Instructions: to order to process the $pplicatlon on fields including Appendix ``A" financial infarmat+on must be completed Note: Orar9~tslSubsidies are not automatica!!y renewed annua!!y Organization Name ~f~ .~ City ~ (~ ~ ~ Prov. ~~~. Postal Code ~~ --~ ., . _ . ~ _ . ~ - ~-- ~ u _ Telephone E-mail ~~2sa`--~-~~~C-t~.~ _, __ Fax PART F3 - ORGANIZATION GENERAL INFORMATION Number of Out of 7c~wn Members _ ~ D _ Residents Geographic Area Served `745 ~ 3~~i- ~~~ 7 Membership Fee >F Applicable date Formed Outline the mlSSion, purpose and objectives of your organiza,tian. ~e•~d EEtI~LSb6 al sbsz szs sez a•a•a•d ~~ wd ss:b seed s~ dss LOa~j00'd ~ZHaQSItI-aga da dIHSHM01. 85~Lj 8002-6T-dSS Type of C)rganization {i.e. Registered Charity, Non-Profit arganl~attor~, nc~ status, etc.) and registration number if appttcapte. indicate the products ! services J benefits provided to the Tcswnship 4f flrra-Medonte by your organization: ,., . # of individuals s~erved~ Pt.EASE ATTACH DI:TAILEt~ ANNUAL. t3l1t~GET 1NFpRMAT1{)N 1Na1CATING REVUNUES AN[~ EXPENDITURES {Appendix "A") PANT C -~ DfwTAlt.~ dF FfEt,~UEST ~ request far ~ financial contribution from Council is a request fcrr a reduction or waiving of fees Application is fora {please check) Grant Subsidy Amount Requested: Purpose for which the grantlsubsidy, if approved, would be used. Give comptete details {i.e. project ar event description, time frame, community benefits). too you currently receive other grants or subsidies from the Township {facility subsidization, photocopying, secretarial, etc). L~O.fZ~r~'d d,LKt~~~~W-~dt~ d~ dIHSNMtJZ B~~LI 80Ci~-~ti-d~S F~reviaus grantstsub5id+es Pram the Township? Amount Requested: ~ Amount Approved: $ PART D - S!t'.aNATR1RE t7F AU~'Ht~RI?ED C}FFlCIAL ~ Name & Position Noma & Position ~'+~~ office use only Year t~f Request. ~~_ Year at Approval: ~~#e: Date: Approved: Denied: Amount $ t7ate: N©TE: persona! ir+formation contained on this faun is collected Pursuant to the Municipal Freedom of lnfarmation and I'rotectiori of Privacy Act, and wit! be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Infarrnation itt~-artlirtatar, The ~or~orati4n of the Township of Ciro-Medc~nte~ fdt3 Lir~~e T youth, Box it~0, aro, t~ntaria, LOt. 2Xt~ Please use additiana! sheet {and ai#ach more if required) to complete the information requested an the ~rant~Subsidy Application Form. ~~'d ~ut~~~~~ ~l ~~~L ~t~ St~Z c~'~'~'d cJ~ Wd S~~b 8~~3~ ~I d~~ ZUO~'~Ot~'d ~,LtdC~Q~W-~~T~ ~3C~ dIIi~KMC~s B~~LI 8t~t~Z-Eti-~3~5 APPENDLrC "A" FINANCIAL Y~'aI7MATI~N ~Ci - URGANIZA,'TTON NAML:--~, }.l . ,~:, CURRENT FfS+tAf_ YEAa; Year. RE1lENUE: Source; Amount: TOTAt: ND(T YEAR aROPDSFf): Year: REVENUE: SaUrce: Amount: -z~ roTA~ EXPENDITURES: "i EXPENDITURES: Item; Amount: Item: Amount ToTAt.: SUMMARY. Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures SAIANCE: 'T07AL• SUMMARY; Surplus ar deficit from previous year: Revenue Sub Total Minus Exp. Expenditures EAEANCE: b0'd SSI~ZSb6 01 SbSZ 6~E SaZ 0'~'0'd ~~ Wd SS~b B~aZ 6I d3S LOOii~00 ' d ~ZHOQ~LI-0230 .30 d I HSKMOZ 85 ~ L i 8002-6 T-d~S `1'+~~uvlr~sh~p of ~l-rc~-1Vl~edor~te 248 Line 7 S.F l~o~ 100 Phone: (7Q5~ 487-2171 C7to~Medonte, C?Tr L4L 2~0 Fait: (70S) X87-4133 C~'ustomter Sche~duie Devon I-~u~tton Tournnmen# Mr Devon Rattan Date Day Co~npte Facility event 03-Apt-09 Fri GI.IT'I~I Paul ~~A~ ~'YPe S#art Tims End Time Tottrnamer~t 6'40 Phil 7:50 .PM Ct72~1TRACT Act~# II? Pcxg~; 1 cf ,2 Permit 1~Tu~-ber: 22'71 R'fr. Devon Hutton Dur. Hourly t)tber Cbar~e 120 I30,40 0.04 2.0 {brn? Sub 'fatal Taa Grand 'f'atal PLEASE SIGN A~I13 ITIJRN C}NI;. CC?k'Y C7F T1~lIS PIr;Rh~T VVTI']~ PAYMLI~I'I' IMMEDIATELY. I3t~I~INtaB ARE TENTATiVL LTNTtI, S2t'rNEi PERMIT AND FAY"MEIdT ARE R.E~.EXVET:I. ALL C'FIEc~2,7ES Ake TO RE Iv2ADE PAYABLE Tt7 TFIE TCIWNSIiiF' t)F URCI-MI/I~t?~tTE. Amount 264,00 $2G0.00 $0.00 $26U.{Nl NSF cheques mug be replaced itnntediately with either a money order, cash or certified cheque and a $20.44 fee must be added to the amount of the dishonoured cheque. 12tterest will be charged at a rate of 2 5% per ax~ntzm on ail overdue accounts. Late Payments or fnilure to replace NSI~ Ghequcs may rest ~ cattcellatian of yonx booking. It is mutually agreed that in tlxe event it becorr-es neces breakdc:wn of equipment or any other cause, to cancel a slteduledeeven {sai one ref theb f~ac~~s the ~ ~s i I~t.~cTn o~x laeparttuent wits notify the Pelson signing the permit, Evezy effort will be made to replace a booking which has been cancelled or a refund will be given. I*dotace ref a bookir~g cancellation by permit holders mnst be given in writing to fire Township Clilice. Cancellation in writing mare than ?days in advance of rental date; - $2t).04 administration c~targe - Full ~I04°/¢) refuel ofretttal I"ee Cancellation in writiztg zvithirt 7 days oI` rental date: - $20.Ofl administratiotx charge Full (144°la} refttnti of rentat fee if renta! time is used by anotttex ren,tet. - ~4°lo refnnd of rental. fee if rental time is not used by antrther renter Cancellation in evriting Iess than ~8 hours before rental date: - No ret4artd of rezttal fee ,No cartcellation notice ("na-show"'}: No refnnQ of rental fee The cacltan~ge of baol~ed time.betwcen individual teams ar orgattitions is nett perrttitted without proper written permissicm fronit the Parks & Recreation Department. I~?o ~Icoholic beverages are allowed in any Township c>f't~ro-Med,pnte :Facility without express p,~rmissian from the Parks c4c Recreation Depat2tnent. NC~TF: Failure by any rentertgroup to adhere to the rental regulationlconditions noted herein tray result in the cancellation tsf the rcnters/groups entire booking. t~AIVER: ..mod d ~~ T ~LBt;~ t~l 5~~~ ~~~ ~©Z r7' '~ ~ ~' d °~ Ind SS ~ tr 8~i~~ 6I d~~ LOC~r`~00'd ~yHt~~I~Id-t~?3Ca ,3C~ ~3IH~NPIC)Z B~~LZ $OOZ-GZ-dB~ Wage 2 c~~'~ I hereby waive and forever discharge the +Corparatian of the Township cif l~r~r-Ma+donla, its ~mploye~s, agents, bffscers, ~tnd elected officials from all claims, ct~sts and e.+cpenses in respect zo injury ar damage io m~/their prgperty, ha~wever caused. which may occur as a result of myltheir participation. .~--~-~- sz~rwl~,•I~lxx~: t'a ~~~.. ,~ r~aT~:.._.__~l_~' .t~~ If not the named addressee crFthe pezxnity please print youx name, Fersor-al in.I'oriuation cantaincd on this farm is eoliected puzsuaxrt to TTiE MI,lT1I~tIaAl., ITtEEI7pM 4F fNl''t~RN1ATIc~hI ,ATVI~ t'RaT,~GTt{7i+1 OF PRIVACY ~,CT, and will be used for the purpose of this permit. Questions about this collection shozdd be ~rrd' afListrMg _ 9~t' ~ ~'~ t ~~~tr~ Gl SG~~ 6~~ ~~L C~' ?' ~' d ~~ W~ 9S ~ t' 8[~©~ I; t ~~S LC~~t.'900'd dZAIC~Q~~I-~~iC~ di.~ dIH~i~Mi:?Z 89~LS I~DOc^.-~I-ddS li~.'Ji •, jlltii ~~,~ 14l~PQ14T ~~i~`r(~ ~~('(~tl/ l>lt 1'r~~,~;( ll~~i r~~i~rr, 1 ~~~ i~in~ l~~ilrrrr Report No. RC2008-27 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: Nov. 5, 200$ Subject: Request for Exemption - Motion # Warminster Annual Santa Roll #: Claus Parade R.M.S. File #: RECOMMENDATION{S): Requires Action For Information Only It is recommended that: 1. Report No. RC2008-27 be received and adopted. 2. An exemption to By-law 2006-38 be granted for the Warminster Santa Claus Parade to be held on Sunday, December 21, 2008 at 2pm. 3. The Warminster Hall Board be advised of Council's decision. BACKGROUND: I7., 1 Rt_ nnr1 ~+ ~y-~pvv ~v~,. ~~,u~-moo r~yuia~es the noiamg or paraaes or processions/events in the municipality. Section $ of the above mentioned By-law permits that in a situation where a parade or procession/event will last less than 24 hours, Council may dispense with any or all of the requirements of the By-Law. The Warminster Hall Board has requested that Council waive the requirements of the By-Law for the Warminster Santa Claus Parade to be held on Sunday, December 21, 2008, at 2pm {Attachment "1 "). ANALYSIS: na.. n,. n_._t_t. ..-, t,rtl. I..,~t,,,,~ va,R,Gy tr'd~aue ~viarsnau ana community Haii Member) has submitted a request for exemption to the conditions of By-Law 2006-38 {Attachment " 2"). Section 8 of the afore-mentioned By-law permits that in a situation where a parade or procession/event will last less than 24 hours, Council may dispense with any or all of the requirements of the By-Law. Specifically the organizing committee is requesting exemptions to section 3 (Provision of liability Insurance) and section 6 (Provision of Damage Deposit) to permit the annual parade. Recreation and Community Services November 5 , 2008 Report No. RC2008-2~ Page 1 of ~` ~ ~~ Risk Management • The organizing committee will have volunteers assisting with the parade • Emergency personnel (O.P.P and Oro-Medonte Fire and Emergency Services) have been notified and will be in attendance. The Warminster Santa Claus Parade is an annual event, which Council has historically waived the conditions of the By-Law 2006-38 to permit the event. FINANCIAL: AIlfl 1 Y1!-l F'{)LICIES/LEGISLATION: / Ilyllvvdy I Id1111. H(:l tZ.J.V ly`J'U By-Law 20fl6-038 CONSULTATIONS: LJ/1 c~.wl , 1 1 d11aNu1 ~duu~ 1 al IU crlvlronmenial JerVICeS Director, Fire and Emergency Services ATTACHMENTS: Al t"f .-~..__i .c_._ 1 j 1\cl.juGJl It11 CJ(Ct1I~UUII 2) BY-2006-38 CONCLUSION: 1 Ilri aJCilltd l/Idua ra~au~ an annual community event ana draws significant community involvement and participation. The organizing group has taken all precautions to ensure that the event will be run safely and associated risks will be properly managed. It is recommended that Council grant this request to allow this event to occur again in 2008. Respectfully submitted: Shawn Binns .~ Director of Recreation and Community Services SMT Approval /Comments: C.A.O. Approval / Comments• Recreation and Community Services November 5 , 2008 Report No. RC2008-27 Page 2 of „ ~~'T-~~-~Ot~~ 13:34 T~WNEHIP t~F t~RC>-MEL1t~NTE P.t~t~1.Fp«2 I~~T-~3-~~~~fTHiJ~ 11 ; 23 ~lEST~~IRh~E ~FA~~~05 ~~15 bQ~~ P. 0~11~02 i _. ~< I ~'est~rc~rn.~ ~2udtly ~ 44~ Lc:celsl~rits T.~r. Bt•acel~ri~g~, ~nt~•i~ '1`~1: {7pS~ t545-S'~~8 P ~ ~. ~ ~'~ ram: {~~~~ sa s~.~c~~~ -- ~ To11 ~r~c 1-87?-~~5-8?~38 --~.z~.,_....._, .~ _.__- E°~~'M: D~rtnis b~rkl~y t/~- '~ j _ --- ,.~ REF~6~Ei~1C~: ' ` ~ ~ t' ~~ _...._._. ~~..t ~... ~ ~~ OCT-23-2008 f3:34 TOWNSHIP OF ORO-MEDONTE OCT-23-2008(THU) 11:23 l~ESTBURNE P.OO2iOO2 (FAK)705 645 6074 P. 0021002 ~ ~ ~~ ~~ ~~ 1Narminster Santa Claus Parade Dec.Zl/08 2PM Start Put A Float Together And Join Us Dennis 325-3915 Harold 325-7729 TOTAL P.OO2 K.h ` .~_ ~ .~~ . _ _~,, ,~ THE CORP©RATIC3N OF T'HE TOWNSHIP OF C}RO-MEDONTE BY-I.AW NO. 2006-038 A By-law tq Regulate the Holding of Parades or ProcessionslEvents on Highways ~ within the Township of Oro-Medonte and to Repeal By-law 99-41 WHEREAS Section 11 of the MunicrpafAcf, 2t1Qf, S.C.?. 2(701, c.25, as amended, dcines spheres of jurisdiction under which a municipality may pass by-laws; AND WHEREAS the spheres of jurisdictian include highways, including parking and traffic on highways; AND WHEREAS the Cauncil of The Corporation of the Township of tJra-Medonte deems it expedient to regulate the holding of parades ar processianslevents an highways within the Township of C7ro-Medonte; NOW THEREFORE the Council of the Township of Ora-Medante hereby enacts as follows: 1. Before any person, persons, corporations, organizations ar associations may hold or conduc# a parade ar processionlevent on a municipal highway within the limits of the Township of Cara-Medonte, they shall obtain a permit therefore and comply with the provisions of this by-law. 2. No permit shad be granted under this by-law uNess and until a letter of confirmation from the Police Services, in effect at the time of application, is provided to the Township of C}ro-Medonte, to ensure that adequate police protection is available during the period of the parade or procession/event or any or all of them, during which such police protection shall, in the opinion of the Police Services, be necessary. All costs associated with the required police protection shall be the responsibility of the applicant. 3. No permit shall be granted under this by-law unless and until the applicant has provided, to the Tawnship of C)ro-Medonte, proof of insurance indemnifying the Township against damage to public and private property, as well as, indemnification for general property damage to public and private property, as well as, indemnification for general property damage and public liability. 4. No permit shall be granted under this by-law unless the applicant has deposited, at the discretion of the Township Clerk, a certificate in writing from the Medical Officer of Health ar the local Heath Unit, that al( health and sanitation requirements for the parade or procession/event have been provided. 5. No permit shall be granted under this by-law unless the applicant has deposited, with the Tawnship Clerk, an approved outline of the routes of travel for the parade or procession/event. 6. No permit shall be granted under this by-law until the applicant has deposited, with the Manager of Recreation and Community Services, a damage deposit, in the amount in effect at the time of application, for the applicable municipal building, to repair minor damages„ cleaning of buildings and grounds, after such parade or processianlevent has terminated. 7, All other costs incurred, so that municipal property shall be restored to its previous state, without cost to the Corporation far the administration of such public property, shall be the responsibility of the applicant. 8. In the case of any parade or procession/event which would last for a lesser period than twenty-four (24} hours, the Cauncil may, at its discretion, dispense with any ar all of the requirements of this by-law. 9, Every person. pt:rsons. corpor~~lirrn, organization or association who contravenes any provision of f`~is by-faw is guii±y ~,~ an offence and shall be liable ter a fine in the amount to be determined pursuant to the Pravinct~! C)fferrces Aet, R.5.47. 1990, c. P.33, and every such fine is recoverable under the Provincial Offences Act. 10. If any court of competent jurisdiction finds that any of the provisions of this by-law are ultra vires the jurisdiction of Council, or are invalid for a reason, such provision shall be deemed to be severable and shall not invalidate any of the other provisions of the by-law which shall remain in full force and effect. 11. By-law No. 99-41 is hereby repealed in its entirety. 12. This by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 19~" DAY OF APRIL, 2006. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 19'x'` DAY OF APRIL, 2oa6. THE CORPORATION flF THE TOWNSHIP OF ORO-MEDONTE .~~t Ma r, J. Neil Craig ~~~~~ t1~ ~ ~. ~ ~ ~ ,'_ ^ _ , '~ ~~, s '` ti E1et'ing Clerk, Jen>iif~r ~eleniewski i ~4 /~„ ~~ ~ ~ ~ c l~Ji~tlrj llt'Itl~!<ti'. j_1_ tI1H~~ /~ttrr;~~ Report No. RC2008- 28 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: November 5t", 2008 Subject: Motion # Request for GrantlSubsidy Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only ~r is r~c;urrirr~er~ra~a mat: 1. Report RC2008- 28 be received and adopted. 2. The Oro-Medonte 77s be requested to submit the applicable fee of $2,624.00 for the banquet hall rental during the 200812009 hockey season in accordance with the Township policy. 3. The Oro-Medonte 77's be notified of Councils decision. BACKGROUND: ~ ~~~ vru-ivieca~n~e ~ rs nave submitteo a request for grantlsubsidy. They are requesting that Council waive banquet hall permit fees of $2,624.00 for a Booster Club. A portion of the proceeds made from the "Booster Club" will be donated to Oro Minor Hockey. It has been Council's practicelpolicy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grantJsubsidy application be submitted for Council's consideration. ANALYSIS: TI_ !1 ~..C vrc,-ivieu~r~te r ~ s junior H rlocKey c;iuo is a tranchise of Greater Metro Hockey League. A Jr. "A" Hockey Club within the Township has many benefits such as: Economic Benefits -Hockey Games will attract visitors and Oro-Medonte will be promoted by the Oro-Medonte 77's in other locations. Enhancements to Minor Hockey Programs -Opportunities will be available for local hockey players to play for the Oro-Medonte 77's. Currently there are six players from Oro-Medonte on the team. The 77's will also provide coaching assistance for minor hockey and assistance with fundraising efforts. {This is being reviewed as currently the G.M.H.L is not sanctioned by Ontario Minor Hockey) Recreation and Community Services November 5 , 2008 Report No. RC2008-28 Page 1 of 3 Gommunity Benefits-Junior games will provide an opportunity far local entertainment and far the community to came together and support "their" team. The 77's also plan to assist local not far profits organizations with fundraising initiatives. To date the club has raised $500 towards providing subsidy far access to Recreation/Sports programs far law income families. Arena - Having a Junior "A" Harkey team will also assist in future planning far a possible new/retrofitted facility. The Oro-Medante 77's have hosted two Saturday evening Booster Club events and four home games with no issues being reported. The Banquet Hall would not be able to be rented on Saturday evenings when there is a Oro-Medante 77's to avoid parking issues and potential conflicts between user groups and the Oro-Medante 77's. The Ora-Medante 77's currently have the following expenditures far the operation of a booster club /per night: Bartenders and Security - Insurance Banquet Hall Rental Special Occasion Permit Total $125 $200 $164 $ 75 $564 FINANCIAL: The financial impact would be: 200$/2009 X2,_624.00 POLICIES/LEGISLATION: 1 cca al lu ~..~ jai t~. C5 ay-LdW LUVZS-~I l1tS CONSULTATIONS: RI/R !YI /'1 ATTACHMENTS: 1. GrantlSubsidy Application ecreation and Communit Services y November 5 , 2008 Report No. RC20t)8-28 Page 2 of 3 CONCLUSIC}N: ~~ :_ 4 ~~ ~ ~~~~ ~ ~~ r ~~r iu~u rr r~ vrc~-rvie~aante r r s oe requestea to submit the applicable fee of $2,624.00 far banquet hall rental permit #2282, in accordance with the Township policy. Respectfully submitted: ~• Shawn Binns Director, Recreation & Community Services SMT Approval /Comments: C.A.C}. Approval 1 Comments: Recreation and Community Services November 5 , 2008 Report No. RC2008-28 Page 3 of 3 u~,r-~1-~uurs 14.1°r 'eclwN~HtP tJF' UK~J-MEI~NTE F.002~'004 1~121120~8 13:~3 7~!5-739-6483 BARRIE P&P PAGE 0~/~4 Name: Oro-Medante 77°s Junior `~ ' .Hockey Club Address: 104 Cumberland St. >3arrie ON 1:,4N 2P7 .Contact: Mark Cat~diff ~•Maii: zna~~l~.C~ardiff~a~,;onturio.ca Tole: 705 ?95 843 Fax: 705 739 64$3 Part S Number of mernbcrs: 2 Qut of 'Yawn Residents: I Member. ship Fee: / Geographic Area Served: Ora-Medante Date Farmed: April 2008 Ntission, Purpose and Objectives The mission of the 77's organa~.ation is to provide a place far the y~-uth.s aged 16-20 in the area a place to continue their hockey playing career. Additionally, we aim to provide them with. an avenue w pursue their personal goals of competing at the highest level possible. The purpose of our league is to encourage artd enable these young :men to have the passibility of canting NCAA athletic scholarships and to provide them with the opportunity of exposure to da sa. Type of Organization Mackey Organization. Na Status. The products/scrvices/t>enefrts provided to thG Township of Oro-Medante by our Organization The 77's will ofi'er a place for the members ofthe community to unite and meet in an athletic atmosphere in support oftheir local youths and team. # C?f Individuals Served 0-440 P~urt C Subsidy or Grant Subsidy l~,equest ~~~ , ~ o l~,rnaunt Requested: ~ 164 per Evening of use for each Saturday might home game Purpose far which the subsidy, if approved, would be used' The purpose would be to feasibly operate a boaster club and serve al~ohatic beverages and basic food items throughout the course of the evening an a home' game right. With the cast of insurance grad consistently acgvired Special. (~ccasian Permits tl~e added cost u~~-.~~-,~uud 1~:1 r ruw~~ti~r ur~ uxu-Ml~;llUN'I•E 10f21f2008 13:03 705-739-6483 BARRIE P&P of the use of the room would grave the operatit-an of a boaster worthless. A portionfpercentage ofthe proceeds earned by the use of the booster club will be given to Oro Minor Hockey in the form of a charitable donation. The amountfpercentage to be determined through discussion and agreement with Oro Minor Hockey. ~a you cu~xently receive other grants ar subsidies from the Townsb.ip? No P.003~'004 PAGE 03f 04 Mark Cardiff President October 14, 2008 Jeff. Stack CEO October l4, 244$ 10f21f2008 13:03 705-739-6483 BRIE P&P ~ -~ iLJ API'ENDU~ "A" FINANCIAL INfiPORMATION r OItGANYZATION NAME: 8 ~ o ~ ~'t ~~ bivfl,{' ~ ,~ Ci1RREN"f I"E5tAL YEAf~~ Year; ~~ REVENUE: S~+urc.e; .~~T ~ ~ {~ Arnaurtt: ~'y~.o~b .Sp~,.~,sy,~o5- ~"~~-~..~.~.~ .r,,,.Dr~.cc - ~IY~a a. TOTAL: ~! I/ 6 ~~D EXPEfIipiTURES: Item: A/maurtt: -~G ~ 110" ~ ',P •Z~" P ~'Y'r ~US ~2 ~~~ TC?TA4 ~/ 2~. ~ Y/ ~ 5UMMARY: 5urFxlus or defitft ir~rn pier Taus year; Re~~ert~~e Sufi Tdtz~f iviirti,r~ ~x~ertditt~res BALANCE: PiEXT YEAR PRQ1~b5£t?: Year: PACaE 04/04 REVENUE: S~t~rr.e; _ ~~ ~~~ /l'L~,lc.,~~ C~ Arrt~?i~nt; ~~,~ Qua ~~, p y ~' /~~vd TOTAL ~~, ~ p. EXPENnfTUl2ES: f teat; ArrtQUnt -- y3~S~ 2-?~~~ ~~~~-~P~~r ~~~ ass- ~.' ~~o ~_ ~2,~~fw•-c.~!,. TOTAL: $ ~ ~~J SUMMARY: Surplus ur deficit from previous year: Revernle Sufa Tokal F~linus exp. Expenditures __ BALaFiCE: ~ti,itu rr: ~ ,.,t. Printed 30-©ct-C?f3, (~3: I I I'M Township of faro-1~~Ie+donte 148 Line 7 S., Box 100 Phone: (705j 487-217 i Oro-Medonte, ON L0L 2~0 Fax: (705) 487-0133 Customer Schedule Permit Number: 2282 ()ra-Medonte 77s Mark Cardiff Mark Ca rdiff Other Pho ne: 796-8343 104 Cum berland Street Barrie, ON L4N 2P7 Dur. Hourly Other Date Day Camplex liacility Event Type Start Time End Time (Min} Rate Charge Amount 04-0ct-08 Sat GUTH Banquet Hall Parry 6:00 PM i I :00 PM 300 28.00 500.00 640.00 1 I-Oct-08 Sat GU1°H Banquet Hali Party 6:00 PM 11:00 PM 300 28.00 0.00 140.00 Payment of $ 730.00 n~ansferred from permit # 2279. 01-Nov-08 Sat GUTH Banquet Hall Party 6:00 PM 1 l :00 PM 300 164.00 0,00 164.00 08-Nov-08 Sat GUTH Banquet Hali Party 6.00 PM 11:00 PM 300 164.00 0.00 164.00 15-Nov-08 Sat GUTH Banquet Hall Party 6:00 PM 1 I :00 PM 300 164.00 0.00 164.00 22-Nov-08 Sat GUTH Banquet Hall Party 6:00 PM 11:00 PM 300 164.00 0.00 164.00 20-Dec-08 Sat GUTH Banquet Hall Party 6:00 PM 11:00 PM 300 164.00 0.00 164.00 27-Dec-08 Sat GUTH Banquet Hall Party 6:00 PM 1 I :00 PM 300 164.00 0.00 164.00 03-Jan-09 Sat GUTH Banquet Hall Party 6:00 PM 1 1:00 PM 300 164.00 0.00 164.00 10-Jan-09 Sat GUTH Banquet Hall Party 6:00 PM 1 I :00 PM 300 164,00 0.00 164.00 17-Jan-09 Sat GUTH Banquet Hall Party 6:00 PM 1 1:00 PM 300 164.00 0.00 164.00 24-Jan-09 Sat GUTH Banquet Hall Party 6:00 PM 11:00 PM 300 164.00 0.00 164.00 14-Feb-09 Sat GUTH Banquet Hall Party 6:00 PM 11:00 PM 300 164.00 0.00 164.00 28-Feb-09 Sat GUTH Banquet Hall Parry 6:00 PM 1 I :00 PM 300 164.00 0.00 164.00 07-Mar-09 Sat GUTH Banquet Hall Party 6:00 PM 1 1:00 PM 300 164.00 0.00 164.00 14-Mar-09 Sat GUTH Banquet Hall Party 6:00 PM 1 I :00 PM 300 164.00 0.00 164.00 21-Mar-09 Sat GUTH Banquet Hall Party 6:00 PM 1 I :00 PM 300 164.00 0.00 164.00 2&Mar-09 Sat GUTH Banquet Hall Party 6:00 PM 1 L•00 PM 300 164.00 0.00 164.00 90.0 (hrs} S ub Total $3,404.00 Tax $0.00 Gra nd Total $3,404.00 CONTRACT SE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IIvIMEDIATELY. BOOKINGS ARE ATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHII' OF ORO-MEDONTE. ~F cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to amount of the dishonoured cheque. Interest will be charged at a rate of IS°lo per annum on all overdue accounts. Late payments failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Parks & Recreation Department, through weather conditions, breakdown of equipment or any other cause, to cancel a sheduled event(s) at one of their facilities, the Parks and Recreation Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. once of a booking cancellation by permit holders must be given in writing to the Township Office. ancellation in writing more than 7 days in advance of rental date: '~' tilCj l('A tPC PVPiIt CtlA ilC mtt~till~P r'l~vc Page 1 of 2 _. __ _. Acct ID; Pn~xiarvA ha, AAavG„rF ,~,,,-,o~lul , .,.-.,~7„~« ,.~ nn .... :............ c~t....__.. .__ ~~~~,~~~ ~ ~cr~ocr-os, o.~: rr r~tvr X0.00 administration charge Full (100~~c} refund of rental fee Cancellation in writing within 7 days of rental date: - $20.00 administration charge - Full (100%) refund of rental fee if rental time is used by another renter 50~1c refund of rental fee if rental time is not used by another renter ~ncellatian in writing less than ~$ hours before rental date: No refund of rental fee o cancellation notice ("no-show"): No refund of rental fee ~~~~r~ ~ ~, f, exchange of booked time between individual teams or organizations is not permitted without proper written permission from the ks & Recreation Department. Nu alcoholic beverages are allowed in any Township of Oro-IVledonte facility without express permission from the Parks & l2ecreatian Department. NOTE: Failure by any renterlgroup to adhere to the rental regulationlconditions noted herein may result in the cancellation of the renterslgroups entire booking. dAIVER: hereby waive and forever discharge the Corporation of the Township of Oro-Medonte, its employees, agents, officers, and elected ffrcials from all claims, costs and expenses in respect to injury or damage to my/their property, however caused, which may occur ~ a result of my/their participation. ATURE: DATE: not the named addressee of the permit, please print your name. Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 End of Listing Tnrliratr c avPnt cr~anc rnnltirilP rl xvc P~«,P,-~.i h., nn~. ~„r~,-.,,-;~~m ., ,.,-,.a~... ,.a n,r„_,:._...., o~i...:__ .__ ~. ~~ ~, ,~r~ 14EP~?F~T ~ l `~.~-~ ~ ~~t'lrfltll (' l',,~rr~( fl~~ii~,t~~~~, 1:.~titiri~~ 1~+iri~l~~ Report NO. To: Committee of the Whole Prepared By: RC2008-29 Shawn Binns Meeting Date: Subject: Tender RC2008-05 Motion # November 5, 2008 Snow Removal 200812009 2009 2010 Roll #: , , Oro-Medonte Administration R.M.S. File #: Centre, Moonstone Fire Hall, Sweetwater Park, Shelswell Park RECOMMENDATION(S): Requires Actiono For Information Only it is recommenaea tnat: 1. Report RC 2008-29 be received and adopted. 2. Tender RC2008-05 be awarded to Daly Custom Landscaping for snow removal 2008/2009, 200912010 at the Oro-Medonte Administration Office in the amount of $11,077.50 plus GST. 3. Tender RC2008-05 be awarded to Ron Burton and Sons far snow removal 2008/2009, 200912010 at the Moonstone Fire Hall in the amount of $8,400 plus GST. 4. Tender RC2008-05 be awarded to Evergreen Landscaping for snow removal 2008!2009, 2009/2010 at Sweetwater Park in the amount of $1,950 plus GST. Tender RG2008-05 be awarded to Orville Hutchinson for snow removal 200812009, 2009/2010 at Shelswell Park in the amount of $1,700 plus GST. 5. The Director of Corporate Services bring forward the appropriate By-Laws to execute the agreements. BACKGROUND: in the rail of ~uu~ the uirector of ~ ransportation and environmental Services issued a tender call for a three contract for snow removal services at various locations including the Oro- Medonte Administration Centre and the Moonstone Fire Hall. Council awarded a one year contract for the Oro-Medonte Administration Centre to LB Landscaping in the amount of $ 5,100 +GST for 200712008. The contract for snow removal at the Moonstone Firehall was awarded to Mr. Lou Mason for 2007/2008, 2008/2009, 2009/2010.. Mr. Mason recently provided notice that he would be terminating the agreement far snow removal services at the Oro-Medonte Fire Hall. Snow removal for the parking area at Shelswell Park and the parking areas and walkway at Sweetwater Park are also required for 2009. Recreation and Community Services November 025 08 Report No. RC2008-27 Page 1 of 3 Tender call RC2008-05 was issued to obtain snow removal services for two years at the Oro- Medonte Administration Centre, the Moonstone Fire Hall, Shelswell Park, and Sweetwater Park. ~~ ANALYSIS: ~ enaer rcesu~ts - Aam~n~stration Centre (Parkin area and walkwa s Com an 2008..... 20Q9 Total - LB L..andsca in $6,595 $7,295 $13,890 Morris Shelswell & San $6,615 $7,276.50 $13,891 "Daly Custom Landsca in $5,512.50 $5,565 $11,077.50 Ron Burton and Sons $9,000 $9,800 $18,800 Mark Dem se $14,400 $14,400 $28,800 Note: Prices exclude GS1 Tender Results -Moonstone Fire Hall {Parking area and walkways) Company 2008 2009 Total Daly Custom Landsca in $5,512.50 $5,565 $11,077.50 *Ron Burton and Sons $4,000 $4,400 $8,400 Note: Prices exclude GSl Tender Results -Sweetwater Park {Parking areas and walkway) Cam an 2008 2009 Total Daly Custom Landsca in $3,937.50 $3,990 $7,297.50 Ron Burton and Sons $4,000 $4,400 $8,400 *Evergreen Landscaping Tim d'Olivat $950 $1,000 $1,950 Note: Prices exclude GSl Tender Results -Shelswell Park - {Parking Area) Company 2008 2009 Total LB Landsca in $1,225 $1,225 $2,450 Morris Shelswell & Son $900 $990 $1,890 Daly Custom Landsca in $1,260 $1,286.25 $2,546 Ron Burton and Sons $3,000 $3,400 $6,400 'Orval Hutchinson $800 $900 $1,700 Mark Dem se $4,000 $4,000 $8,000 Note: Prices exclude GS7 FINANCIAL: i ne nnancia~ brea-cdown for snow removal services for two years is as follows: Oro-Medonte Administration Centre $11,077.50 Moonstone Fire Hall $8,400 Sweetwater Park $1,950 Shelswell Park $1,700 Total $23,127.50 Recreation and Community Services November 5 , 2008 Report No. RC2008-27 Page 2 of 3 POLICIES/LEGISLATION: r., ,_ ~ ....,.. .. ruis.,tia~~rlc~. Dy-LctWGUUW-I IL CONSULTATIONS: • urrector, I ransportatlon and t=nvironmental Services Director, Emergency Services ATTACHMENTS: IVJH CONCLUSION: ~~ ~~ i~~ur~~r~i~ruaeta r.nat I enaer rc~~uuzs-u5 t5now removal contract zUUt3t2009, 200912010) to the lowest bids as follows: Oro-Medonte Administration Centre -Daly Custom Landscaping $11,077.50 Moonstone Fire Hall -Rob Burton and Sons $8,400 Sweetwater Park -Evergreen Landscaping $1,950 Shelswell Park -Orville Hutchinson $1,700 Total $23,127.50 Respectfully submitted: c --,,4~ Shawn Binns Director, Recreation and Community Services SMT Approval /Comments: G.A.O. Approval i Comments: ~~ Recreation and Community Services November 5 , 2008 Report No. RC2008-27 Page 3 of 3 ~~ ~~~?'1'll~ill~> ` ~ ,~~fl~-~ ~ ('f~«,~~'l (~' REPt~l~'T 1'~~~~u~( I1~~~ rr~lt~r, (:.~~ rti~i~~ 1~trrrr~c Report No. RC2008-30 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: November 5, ZOp8 Subject: Ontario Federation of Snowmobile Vehicle Clubs Motion # Request for Trails Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action Far Information Only It is recommended that: 1. Report RC2008-30 be received and adopted 2. council give consideration to the execution of a two year agreement with the Orillia District Snowmobile Club and the Sno Voyageur Club with amendments to the memorandum of understanding to include an annual inclusive contribution of $1,000 to the Public Works reserve fund and the addition of a damage to municipal property clause. 3. the Orillia Snowmobile Club be permitted to install two 4' by 10' tourism information signs to at Line 5 and Line 12 along the rail trail at specific locations to be determined by the Director, Community Services. 4. the clerk bring forward the appropriate by-laws to execute the revised agreement 5. the Orillia District Snowmobile Club and the Sno Voyageurs Club be notified of Council's decision BACKGROUND: The Tawnship of Oro-Medonte has maintained a Memorandum of Understanding with the Ontario Federation of Snowmobile Glubs for use of the Oro-Medante Rail Trail. In 2007 the Memorandum of Understanding and associated By-Law (2007-134) was updated to include a number of road allowances that have been used by the local snowmobile club but not covered in the agreement. The Ontario Federation of Snowmobile Clubs is a provincial umbrella organization which is operated regionally but member clubs. The Orillia District Snowmobile Club has been the regional club operating within the Tawnship of Oro-Medonte and responsible for trail development and maintenance within the boundary area. This year the boundaries of the local clubs have changed and will be managed by the Orillia and District Snowmobile Club as well as the Sno Voyageurs Club. The east t west division of the club boundaries is approximately Line 5. Requests have been made by the Orillia and District Snowmobile Club and the Sno Voyageurs Club to be granted permission for trail use on portions of municipally owned lands. Recreation and Community Services November 5 , 2008 Report No. RC2008-30 Rage 1 of 4 ANALYSIS: By-Law 2004-85 restricts the use of motorized vehicles on municipal property, Section 2.a. 1 provides exceptions as follows: MOTORIZED SNOW VEHICLES: Operate or use motorized snow vehicles except: i. to provide access to the lakes at the following park locations: Memorial Park, Shelswell Park, Sauthside Bass Lake and the parkland adjacent to the 12th Line End-of-Road Allowance. ii. in the event of an emergency involving personal injury, motorized snow vehicles shall be permitted. iii. on the Oro-Medonte Lake County Rail Trail by agreement with the Ontario Federation of Snow Mobile Clubs iv. as otherwise authorized by the Township. The Orillia District Snowmobile Club is requesting permission for the following lands (Attachment 1 }: 201 Trail: 1. Line 5 North form Bass Lake Side Road to Horseshoe Valley Road in its entirety 2. Line 5 North form approximately 100 metres south of Railway Line to the top of the hill on Line 5 approximately 1 km north of Horseshoe Valley Road. 3. Line 6 North from Bass Lake Side Road North approximately 1.5km to the South Side of Sugarbush. 203 Trail: 1. Line 11 North from Old Barrie Road to Bass Lake Side Road in its entirety. B Trail West: 1. Line 9 North of Bass Lake Side Road in its entirety to the bottom of the hill at Gold Mountain Springs (opened Raad Allowance) approximately 1.5km long. Trail B206: Line 6 North from Mount St. Louis Road approximately 650 metres to the top of the hill The Orillia District Snowmobile Club is also requesting to install two 4' by 10' tourism information signs to be installed at Line 5 and Line 12 along the rail trail. Trail 206 and 203 1. Rail trail from Line 5 to Woodland Drive Recreation and Community Services November 5"', 2008 Report No. RC2008-30 Page 2 of 4 The Sno Voyageurs Club is requesting permission far the following lands (Attachment 2): B Trail 1. North Side of 50151 Side Road from Scarlett Line to Line 2 North 2. Line 2 North from 50/51 Side Raad to Hwy 400 Corridor 3. Line 4 North from Hwy 400 to Ingram Road 4. South Side of Ingram Road from Line 4 North to Line 5 North Trail 421 1. Oro-Medonte Rail Trail from Penetanguishene Road to Line 5. To grant this request Council would be need to waive the conditions of By-Law 2004 -85. The Ontario Federation of Snowmobile Clubs maintains a 41,000 km trail network within the province of Ontario which generates approximately $1.2 billion of economic each winter in Ontario. In Ora-Medonte the economic benefits are realized by the accommodation and tourism sectors, restaurants, service stations, artisans and retail. In the course of the agreement with O.F.S.C member clubs there have been minimal conflicts with motorized and non-motorized recreational users of the Oro-Medonte Rail Trail. The O.F.S.C exercises due diligence and minimizes potential risks through comprehensive policies and procedures, a warden (enforcement} program, and carries a comprehensive fifteen million dollar ($15,000,000) commercial liability policy. The Transportation and Environmental Services Department report that the use of Motorized Snow Vehicles an the Rail Trail has caused damages to the road surfaces at the road crossings. Consultations with surrounding municipalities revealed various methods to deal with this issue. Some municipalities are attempting to have to have the local clubs pay for the cost of the necessary repairs, others collect an annual fee which is held in a reserve fund and applied to road repairs, and other municipalities do not have a stipulation in their agreement which deals with this issue. The Transportation and Environmental Services Department are recommending that a contribution of $1,000 annually be collected between the two local clubs and applied to Public Works reserve fund. In reviewing the memorandum of understanding (Attached), it is also recommended that a that a damage clause be added to hold the local clubs financially responsible for any damages that may occur from the use of specified areas. It is also recommended that Council give consideration to a two-year agreement with the local clubs. FINANCIAL: $1,000 Reserve contribution annually - (Estimated cost to repair 1 road crossing is $1000.00} Economic benefits "Spin Offs" of to the Township from the extensive trail network POLICIESILEGIS<_ATION: • Motorized Snow Vehicles Act, R.S.O 1990. • By-Law 2004-85 -Regulation with respect to Municipal Parkland and Municipally owned lands used for recreational purposes. Recreation and Community Services November 5 , 2008 Report No. RC2008-30 Page 3 of 4 C4NSU~TATIUNS: Manager, Engineering and Environmental Services Township of Springwater, Township of Tay, Township of Tiny ATTACHMENTS: 1. Orillia District Snowmobile Club request 2. The Sno Voyageurs Club request 3. Trail Map CONC~USICJN: • There are many benefits that are derived from a comprehensive snowmobile trail network within the Township of Oro-Medonte. • Local snowmobile trails provide for recreational enjoyment far many residents • The O.F.S.C and its member clubs carry comprehensive commercial liability insurance in the amount of $14,000,000. • The inclusion of a damage clause and an annual contribution of $1,000.00 to the Public Works reserve fund to the memorandum of understanding will ensure that the damage to the road crossings and any expenses related to damages to municipal property from use by the clubs will be born by the local snowmobile clubs. It is recommended that Council give consideration to the execution of a two year agreement with the Orillia District Snowmobile Club and the Sno Voyageur Club with amendments to the memorandum of understanding to include an annual inclusive contribution of $1,000 to the Public Works reserve fund and the addition of a damage to property clause. It is also recommended that the Orillia Snowmobile Club be permitted to install two 4' by 10' tourism information signs to at i_ine 5 and Line 12 along the rail trail. Respectfully submitted: Shawn Binns Director, Recreation and Community Services SMT Approval /Comments: ~ C.A.Q. Approval 1 Comments: ~~ Recreation and Community Services November 5"', 2008 Report No. RC2008-30 Page 4 of 4 C~ri1l~a I~~str~ct snowmobile Club Box s~2, ()ril~ia, (Jntar~o L3V 6K5 Octoberl5, 2008 l~fia~ ar 11 u~~hf~~ acrd Council Ta~~ nship of Ora Medonte Box 100, Ora, Ontario LOL, 2X0 bear Mayor 1~ughes and Council: East spring the Orillia District Snowmobile Club negotiated an agreement of separation from the grooming association of Mid Ontario Snowmobile Trails. The club made this move to have better control of local and financial decisions, We continue to be actively involved with the Ontario Federatian of Snowmobile Clubs District 8. As part of the agreement we agreed that the traditional boundary between us and our neighboring club was the Line Five of Ora Medonte, Rather than an annual agreement, OriIlia District Sna~°rr~obile Club requests the use of the Oro Medonte Rail Trail from Woodland Drive to the Line Five for a two year period. We also request permission. to continue to use the fallowing unopened read allowances as part of our trail system: ~ Trai1201: Line 5 North from Bass Lake Side Road to Horseshoe Malley Raad in its entirety. Line 5 North from approximately 100 metres south. of the Railway Line to the top of hill on Line 5, approxi3n~E±~t~: 1 km. north of Horseshoe Valley Road (1 km. long. Line 6 North from Bass Lake Side Raad North approximately L 5 to south side of Sugarbush, • Trail 203: Line 11 North from Old Barrie Road to Bass Lake Side Road in its entirety. • B Trail West: Line ~ North afBass Lake Side Road in its entirety t~~ bottom >f hill at Clo1d M~.~i~,~~in Sfiis~~,.:~ ~t~:l)~:~tu~i road allat`~~n~;:~~ a1~~~r~~~~L~zat. ~_ L~ i, t. lorr.g9 ® Trail 8206: Line ~ North from Mount St. Louis Road approximately 650 meters to tap of hill. A certificate of liability insurance naming the Township of Ora Medonte as insured will be requested and will be sent directly after November t 2009. Enrlu~~d you will find a i°Viemorandum of Understanding with the {~ntario Federation of Sno~n~obile Clubs for you to sign. We have been granted funding throughout District 8 by the Qntario Provincial Government far high quality tourism signs with a map ofthe area promoting businesses. We hope to place these signs at the entrances into ODSC area and at trail .?unctions. We request permission to place two signs on the Rail Trail, one at Line 5, and the other at Line 12. These signs will be Oft. by IQ ft. and will be installed on 6"~6"'o We propose to remove the signs seasonally, but would like to leave the uprights in place. We, trust. €~ur agreement with the tc~wr~sl~ip is satisfaetcsr~ fc~r all parties, as vxTe wish. t4 eantinue to serve the residents of ©ro Medonte with safe snowmobile trails. ~~z Yours truly, ~ . . John Britten (326-2130} President ©rillia District Snowmobile Club C Z~`~~° i Insurance Brokers 1Ir Cansultanta i~uJ 0 !~ 2006 480 University Avenue, Suite I10(l, Toronto, Ontario MSG 1V2 www.jonesbrown.com TEL: (4l6) 408-1920 FAX: (416) 408-~45I7 CERTIFICATE OF INSURANCE ~~~~ Certificate Number 092 This certificate of insurance neither affirmatively nor negatively amends, extends or alters ~e coverage afforded by the policies scheduled herein. tt is furnished as a matter of information only, confers no rights upon the holder and is issued with the understanding that the rights and liability of the parties will be governed by the original policy or policies as they may be IawfWly amended by endorsement from tirrre to time. Certificate Holder: Name and Address of Named Insured Township of Oro Medonte The Onta,9to Federation of Snmwmobik Clubs and PO Box 100 its MEMBER CLUB -- Orillia District Snowmobile Club 148 Line 7 South 9-501 WeWam Raad Oro, ON, LOL ZXO Bar-ie, ON, L4N 8Z6 As Landowner TYPE OF INSURANCE INSURER POLICY NUMBER POLICY TEttM COVERAGE LIIHITS OF LIABILITY Commercial Lloyd's through 5002002E 10/01!08 Inclusive Limits Bodily Pack Occurrence General Premiere Insurance To Injury and Property $1,000,000 Liability Underwriting 10141/09 Damage Liability, Services including Cross Liability ProductslCompleted Clause Operations Annual Aggregate $1,000,000 Excess Lloyd's through 50013'73L I O/01/08 Excess Liability in Each Occurrence Liability Premiere Insurance To excess of underlying $14,000,000 Underwriting 10/01!09 Commercial General Services Liability General Aggregate $14,000,000 RE: Lane Use Pern-issions Township of Oro Medonte is added as Additional Insured, but only with respect to Iiability arising out of the operations of the Named Insured. CANCELLATION: Should any of the above described polices be cancelled before the expiration date thereof; the Insurer will endeavour to mail 30 days written notice to the Certificate Holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the Insurer. Issued at: Toronto, Ontario Dated: October 30, 2008 JONES BROWN INC. ~. r ~~ Authorized Representative ~ ~~ ~ ONTARIO FF:DERATIOhi o~ -a SNOWMOBII,E CLUBS 106 Saunders Road, Unit f 2, Barrie, Ontario L4N 9A8 Tel 705-739-7669 Fax:705-739-7005 MEMORANDUM OF UNDERSTANDING (PLEASE PRESS HARD AND PRINT OR TYPE) On this __ day of lot # or other year I, the undersigned, owner/occupier of the premises that is concession # in the Township of County/DistrictlRegion of ~ ~"~~~~ do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing individual trail permit members of the OFSC to use said designated premises for snowmobiling under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC membership card or this agreement shall be immediately null and void. Z. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liabi(iry insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and OFSC individual trail permit members on the designated premises, save and except the negligence of the owner/occupier. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by individual snowmobile trail permit members in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by individual trail permit members; and repair or replace property damaged by individual trail permit members on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its wardens and executive are hereby authorized to be the undersigned owner/occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, C.T. ? 1; the Motorized Snow Vehicles Act R.S.O. 1990, C.M.44; and the Occupiers Liability Act R.S.O. 1990, C.O.I. LANDOWNER/OCCUPIER LOCAL SNOWMOBLLE CLUB NAME NAME ADDRESS ADDRESS ~~~ ~ ~ ~ ~ r`~ ~{ PHONE PHONE ~ Z ~ _~ ~ i ~~ SIGNATURE SIGNATURE 1 LOCAL SNOWMOBILE CLUB CONTACT PERSON NAM11E & PHONE: OFSC DISTRICT GOVERNOR NAME & PHONE r 3Z~ ~. ~i 3;;; "Ic ~4yc.~ White copy - ownerfoccupier yellow copy -club pink copy -0FSC oYfice Form date: 07/2000 IZe>9 Sno Voyageurs Club Box 20172 Barrie ON l4M 6E9 October 27, 2008 Township of Oro-Medonte Attn: Shawn Binns, Director of Recreation and Community Services 148 line 7 South Oro ON LOL 2X0 Dear Mr. Binns: Sno Voyageurs Club is a snowmobile club that has been operating in the local area for over 30 years and would like to continue the tradition of offering snowmobile trails for the benefit of riders and surrounding communities. In this regard, we request use of the specified trail routes: North side of Cassell Dr from Cty rd 93 to line 2 N Line 2 N from Cassell Dr to the Hwy 400 corridor Line 4 N from Hwy400 to Ingram Rd -- South side of Ingram Rd from line 4 N to Line 5 N Railtrail from line 5 S to Thunderbridge at Ridge Rd (previously groomed by O. D.S.C.) Should you have any questions or concerns, please do not hesitate to contact myself at 705.422.1856. Thank you in advance, for your continued support of local snowmobiling. Yours truly, -~~_.r~~ Eldon Somerville President, Sno Voyageurs Club Members of: ~~~~ ~ ?~ = qua o.aei. ~..www yen G- i s + ~ Z~~ (~ ®~`~~ ~~®~~~' ~.V INC. Insurance Brokers fd Consultants 480 University Avenue, Suite 1100, Toronto, Ontario MSG 1V2 www.jonesbrown.com TEL: (416) 408-1920 FAX: (416) 408-4517 CERTIFICATE OF INSURANCE Certificate Number 048 This certificate of insurance neither affirmatively nor negatively amends, extends or alters the coverage afforded by the policies scheduled herein. It is furnished as a matter of information only, confers no rights upon the holder and is issued with the understanding that the rights and liability of the parties will be governed by the original policy or policies as they may be lawfully amended by endorsement from time to time. Certificate Holder: Name and Address of Named Insured Township of Oro-Medonte The Ontario Federation of Snowmobile Clubs and 148 Line 7 South, Box 100 its MEMBER CLUB - Sno Voyageurs Clnb Oro, ON, LOL 2X0 9-501 Welham Road Barrie, ON, L4N 8Z6 As Landowner TYNE OF INSURANCE INSURER POLICY NUMBER POLICY TERM COVERAGE LIMITS OF LIABIGITI' Commercial Lloyd's through 5002002E 10/01/08 Inclusive Limits Bodily Each Occurrence General Premiere Insurance To Injury and Property $1,000,000 Liability Underwriting 10/01/09 Damage Liability, Services including Cross Liability Products/Completed Clause Operations Annual Aggregate $1,000,000 Excess Lloyd's through 5001373E 10/01/08 Excess Liability in Each Occurrence Liability Premiere Insurance To excess of underlying $14,000,000 Underwriting 10/01/09 Commercial General Services Liability General Aggregate $14,000,000 RE: Lane Use Permissions The Township of Oro-Medonte s added as Additional Insured, but only with respect to liability arising out of the operations of the Named Insured. CANCELLATION: Should any of the above described policies be cancelled before the expiration date thereof, the Insurer will endeavour to mai130 days written notice to the Certificate Holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the Insurer. issued at: Toronto, Ontario Dated: October 10, 2008 JONES BROWN INC. / t Authorized Representative ONTARIO FEDERATION OF SNOWMOBILE CLUBS 501 Welham Road; Unit 9, Barre, Ontario L4N 8Z6 MEMORANDUM OF UNDERSTANDING (PLEASE PRESS HARD AND PRINfi OR TYPE) On this day of lot # concession # or other in the Township of IZe~I County/District/Region of ~5 , A..,~- o ~ do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: L .The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner/occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, aT21; the Motorized Snow Vehicles Act RS.O. 1990, c.M44; and the Occupiers Liability Act R.S.O. 1990, a0-2 as amended. LANDOWNER/OCCUPIER LOCAL SNOWMORii.F, CLitR NAME NAME -- SNp VO~(/~GEURS CLUB ADDRESS ADDRESS BOX 201 ~ 2 F3~RRIE ON t_yM GEq PHONE PHONE SIGNATURE SIGNATURE LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OF5C DISTRICT GOVERNOR NAME & PHONE / 6 '611_L GooDALE `705 4y5 SS38~ "The OFSC and its member clubs are committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate " year I, the undersigned, owner/occupier of the premises that is White copy -owner/occupier yellow copy -club Form date: 10/2004 LxE~.~,, ->~'~ ~ ' r.~rdoo~sns Victoria =•~, _ m,a~Eq~grrow Pc!: Lavc ar. 6^i"~; .:. '•,Naubaushene ~ ~ o i 4 1~ ~S".J 12 ~. 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