Loading...
12 10 2008 Council AgendaTOWNSHIP OF ORO-MEDONTE GOUNCIL MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, DECEMBER 10, 200$ TIME: 7:00 P.M. 1. OPENING OF MEETING BY THE MAYOR 2. PRAYER/CONTEMPLATIONIREFLECTION 3. NOTICE OF ADDITIONS 4. ADOPTION OF AGENDA 5. "DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - IN ACCORDANCE WITH THE ACT" 6. MINUTES OF PREVIOUS MEETINGS OF COUNCIL: a) Minutes of Council Meeting of November 26, 200$. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: None. 10. REPORTS OF MUNICIPAL OFFICERS: a) Shawn Binns, Director of Recreation and Community Services, verbal update, re: Oro- Medonte Minor Sports Association. b) Report No. RC 2008-31, Shawn Binns, Director of Recreation and Community Services re: Recreation and Community Services Fees and Charges Review. c) Report No. TES 2008-12, Jerry Ball, Director of Transportation and Environmental Services re: Water Rate Structure -Change from Flat Rate to Consumption Based. d) Report No. FD 2008-21, Scott Cowden, Director of Fire & Emergency Services re: Proposal to Change Fees far Selected Emergency Services [to be distributed at meeting]. 11. REPORTS OF MEMBERS OF COUNCIL.: a) Mayor H.S. Hughes, re: Oro-Medonte Environmental Group Advisors (OMEGA) Membership. 12. REPORTS OF COMMITTEES: a) Minutes of Committee of the Whole, meeting held December 3, 2008. b) Minutes of Site Plan Control Technical Support Group, meeting held on December 3, 2008. 13. CONSENT AGENDA: a) Lake Simcae Region Conservation Authority, minutes of meeting held on November 14, 2008; board highlights of meeting held on November 28, 2008. Staff Recommendation: Receipt. b) Orval Hutchinson, President, Oro Agricultural Society, correspondence dated November 23, 2008 re: Letter of Appreciation. Staff Recommendation: Receipt. c) Christie Cadotte, Physician Recruitment Co-ordinator, Barrie Area Physician Recruitment, correspondence dated November 28, 2008 re: Financial Support Request. Staff Recommendation: Receipt and Refer to 2009 Budget Deliberations. d) Springwater Library Board, minutes of meeting held on October 21, 2008. Staff Recommendation: Receipt. e) Brian Smith, Director of Information Technology, County of Simcoe, correspondence dated December 1, 2008 re: Rural Connections Application. Staff Recommendation: Receipt. f) Ontario's Lake Country, minutes of meetings held on November 4 and 14, 2008. Staff Recommendation: Receipt. g) Nottawasaga Valley Conservation Authority, minutes of meeting held on October 17, 2008 and board highlights of meeting held on November 28, 2008. Staff Recommendation: Receipt. 14. COMMUNICATIONS: None. 15. NOTICE OF MOTIONS: None. 16. MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN: None. 17. IN-CAMERA ITEMS: a} Rabin Dunn, Chief Administrative Officer, re: Legal Matter (Landfill Site}. b) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Poplar Crescent). 18. BY-LAWS: a) By-Law No. 2008-109 A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law No. 2007- 136. b) By-Law No. 2008-162 Being a By-law to Remove the Holding Symbol Applying to Lands Located in Draft Plan of Subdivision 43T-91031, Part of Lots 2 and 3, Concession 9 (Ora); Township of Oro- Medonte. c) By-Law No. 2008-177 A By-law to Amend By-law No. 2007-021, being A By-law to Appoint Representatives to Various Committees/ Organizations and Technical Support Groups and to Repeal By-Law No. 2007-110. 19. CONFIRMATION BY-LAW NO. 2008-173 20. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 21. ANNOUNCEMENTS 22. ADJOURNMENT ~. ADDENDUM COUNCIL MEETING Wednesday, December 1 ~, 2008 10. REPORTS OF MUNICIPAL OFFICERS: e) Tamara Obee, Numan Resources Officer, memorandum correspondence dated December 10, 2008 re: Retirement of Director, Engineering & Environmental Services -Special Projects. 17. IN-CAMERA ITEMS: c) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Staffing Update). ~w. ~~ 1;,,!~,r~l,r~, ~ 1'r~~tr~l Ilrrii~~;=~~, 1:~_~riri~~~,~ Jritrrr~~ Report No. RC2008-31 To: Council Prepared By: Shawn Binns Meeting Date: December 10, 2008 Subject: Recreation and Community Services Fees and Motion # Charges Review Rall #: R.M.S. File #: RECOMMENDATION(S): Requires Action~X For Information Only ~t is recommengeg tnat: 1. Report RC2008-31 be received and adapted 2. The fees for rental of the Ian Beard Community Room be established at $14.00 per hour effective March 1, 2009 3. That staff report back to Council in the first quarter of 2009 with respect to the proposed fee structure for ice rentals by minor sports groups 4. That the clerk bring forward the appropriate By-Law for Council's consideration BACKGROUND: Rt the Committee of the Whole meeting of February 20 200f3 C~unc;il rPr;Pivarl anal adopted report RC200$-06 which outlined recommendations and amendments to the fees and charges By-Law for Recreation and Community Services. The report outlined that the ice rental rates for minor sports organizations were low in relation to market comparators and that the rates should be reviewed in 2009. As a component of the development of the 2009 Recreation and Community Services budget, an annual review of the Township's By-Law to provide for the imposition of fees and charges has been completed for the Recreation and Community Services Department. The process for setting facility rental rates is first to determine the facility operating expenses, and then review rates of other comparable municipalities to determine a market average, The comparator rates are then reviewed along with facility operating costs and rates are then established which are reasonable and sustainable. Kecreation and Community Services December 10, 2008 Report No. RC2008-31 Page 1 of 4 ANALYS[~: ... ~n~r~car .7. p~riS ICe Kemal KaIeS A review of minor sports rates of other comparable municipalities was conducted to determine market comparators: Severn Township $ 97.00 Midland $115.03 Penetanguishene $ 80.50 Springwater $120.85 Essa $ 125.28 Barrie $177.17 Orillia $123,53 Average $120,00 Average (excluding Barrie} $110.00 _Review of Arena Revenues and Expenses 2008 budget Revenues as per budget $265,800 Subsidy-Minor Hockey $ 47,670 Subsidy Oro-Medonte Skating Club $ 6,283 Subsidy (Schools and Senior and pre-school skates) $ 7,071 Total $326,924 Operating Costs $328,224 Capital- Estimated average Annual Allocation $ 75,000 Total $404,224 Revenue -Expenses $ -77,300 Fees for minor sports ice rentals were last updated in 2006 whereby all ice rental fees were increased by 10%. The minor sports ice rental rate was raised to $90/hour from $83.00 hour. The 2009 draft budget reflects a proposed 5°f° or $5 /hour fee increase for minor sports groups effective September 1.09 which would account for additional $4,400 in 2009 and $7,770 in 2010. Recreation and Community Services December 10, 2008 Report No. RC2008-31 Page 2 of 4 The impact on the minor sports organizations for the 2009/2010 season would be as follows: Oro Minor Hockey $5,830 Oro-Medonte Skating Club $ 7g5 North Simcoe Girls Nockey $ 45 It is recommended that prior to amending the fees far the 200912010 ice season that a formal consultation be held with affected groups and staff report back to Council in the first quarter of 2009. Meeting Room - lan Beard Community Centre 2008 Budget Revenue Rentals $5,500 Expenses {30°l~ of total budget) $8,400 The facility rental rates far the lan Beard Community room have remained unchanged since 2005 at $12 hour. The Ian Beard Community Room is rented by private recreational service providers {Yoga, Pilates, Scrapbaoking) which provide service to the local community. The draft 2009 proposes a 16°fo increase or $2 /hour rental fee increase be instituted March 1, 2009. The impact to the 2009 budget would be an increase of $1300 in revenue. FINANCIAL: wee analysis POLICIES/LEGISLATIC}N: • try-i_aw ~uc~i3-~5 CONSULTATIONS: • uirector of f-finance ATTACHMENTS: N/A Recreation and Community Services December 10, 2008 Report No. RC2008-31 Page 3 of 4 C4NC~USI4N: i ne praposea tees and charges are reflective of market comparators and will assist in the recovery of facility operating expenses in the 2089 budget. Respectfully submitted, Shawn Binns -- Director, Recreation and Community Services SMT Approval l Comments: C.A.4. Approval l Comments: Recreation and Communit Services Y December 10, 2008 Report No. RC2008-31 Page 4 of 4 ,,j ~ ~. ,; t r=fad Report No. TES2048-12 To: COUNCIL Prepared By: Lisa McNiven Meeting Date: December 10, 2Q0$ Subject: Water Rate Structure -Change Motion # from Flat Rate to Consumption Roll #: Based R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. THAT the rate structure for municipal water systems be changed from flat rate to consumption based with a charge of $1.65 per cubic meter (m3) and an annual infrastructure renewal fee of $200.00, effective April 1, 2009. 2. THAT homeowners on municipal water who do not allow access to their homes for the purpose of the installation or repair of water meters will, after three notices, be charged an annual flat rate of $1,200.00, effective April 1, 2009. 3. AND THAT the Clerk be authorized to prepare a By-law to reflect the changes to the water rates. BACKGROUND: In 2004, Council requested that staff investigate a water billing system based on actual water used by each water system resident. At the time, water meters were installed in only a portion of the homes and a large number of the installed meters needed to be repaired. In 2006 and 2007, significant work was completed to upgrade the existing meters and to install new meters in homes that did not yet have them. By the end of 2007, the majority of the upgrades and installs were completed. As of October 2008, only five (5) residences do not have water meters. In 2007, staff also completed a life cycle analysis of the existing water systems and put a program into place that contributes funds to reserves each year, allowing sufficient reserves to be accumulated by 2017 to cover infrastructure renewal costs. The required transfer to reserves for 2009 is $358,734.00. Engineering and Environmental Services December 10, 2008 Report No. TES2008-12 Page 1 of 4 l~ The current rate structure is a flat rate annual fee of $600.00 per user, which allows an annual consumption of 365 m3. Any additional usage over the allotted 365 m3 is billed in the third quarter of each year, with usage between 366 m~ and 545 m3 being billed at $1.89 perm and usage over 545 m3 being billed at $2.05 per m3. Historical data estimates the average usage per household at 260 m3, per year, or 21 m3 per month. The current number of users billed is 1,913. Vacant lots located within subdivisions that offer municipal water do not currently contribute to operating or capital costs associated with the municipal water system. The Township's streetlight "user pay" system currently bills vacant lots for streetlights once the development has been assumed. ANALYSIS: Infrastructure Renewal Fee One of Council's mandates is sustainability and regard for future generations. In order to ensure that sufficient funds are allocated and set aside for infrastructure renewal (capital) costs, it is recommended that each user be charged a fee. The contribution for capital reserves in 2009 is $358,735.00 and for 2010 and 2011, it is estimated at $388,734.00. With 1,913 users, an "infrastructure renewal fee" of $200.00 per year would generate $382,600.00 per year for transfer to the capital reserve. Staff recommend that vacant lots be charged the "infrastructure renewal fee" once the underground works for the subdivision have been assumed by the municipality. Once the underground works have been assumed, the Township takes ownership and begins operation of the system. Consumption Charge Based on average consumption over the past three years and projected 2009 operating costs, the consumption charge per m3 is recommended to be set at $1.65. Below are some examples of consumption charges for the low, average and high end users: Usage per Year Annual Consumption Charges Low Consumption 180 m~ $297 Average Consumption 260 m~ $429 High Consumption 350 m3 $577.50 *The Infrastructure Renewal Fee would be in addition to the consumption charges*. Engineering and Environmental Services December 10, 2008 Report No. TES2008-12 Page 2 of 4 Water rate charges far small ground water systems within the Province of Ontario range from $146.00 to $1,109.00, per year, based on an annual usage of 275 m3. The proposed rates far the same amount of usage in Ora-Medonte would result in a bill of $653.75. Billing Frequency The current consumption charges are billed in the third quarter only. During 2008, the meters were read three times using part-time staff. The meters are scheduled to be read again between December 19, 2008 and January 1, 2009. In 2009, the meters will be read in April, July, September and December. Water bills will then be sent on a quarterly basis with the previous three months consumption charge and the portion of the infrastructure renewal fee ($50.OOlquarter) due that quarter. During quarters when a specific meter is unable to be read (e.g. disconnected wire}, staff would endeavor to get a reading by repairing the meter as soon as possible. Residents would be contacted three times in an attempt to gain access to repair the deficiency or get a reading directly from the meter located inside the home. Contact would be given firstly through a letter delivered to the home, secondly by telephone and lastly by registered mail. The third attempt by registered mail would include notification that if access was not granted to make the repairs within thirty days, the home would be switched to a flat rate of $1,200.00, per year, and billed accordingly. This process would also apply for homes in which meters have not been installed and where the owner was denying access. In order to provide notice of the change of rate structure to the water system users, it is recommended that the changes take effect April 1, 2009. This will allow a notice to be sent in the next billing. The first quarter of 2009 would be billed using the flat rate system with users being billed $150.00 for the quarter. A meter reading would be done at the end of March and the consumption rate structure would begin April 1St, 2009. FINANCIAL: Although there will be no impact on the operating budget, an increase in workload for existing staff members for the maintenance and repairs to water meters is expected. In the past, water meters were repaired ar replaced as time permitted. In 2009, an intensive repair program is scheduled to ensure that billing is not affected. POLICIES/LEGISLATION: O. Reg 453107 -Financial Plans Safe Drinking Water Act - O.Reg 188/07 Systems - Licensing of Municipal Drinking Water Engineering and Environmental Services December 10, 2008 Report No. TES2008-12 Page 3 of 4 CONSULTATIONS: Paul Gravelle, Treasurer Keith Mathieson, Director of Special Projects Association of Municipal Clerks and Treasurers of Ontario ATTACHMENTS: CONCLUSION: Respectfully submitted: Lisa McNiven, B.Sc., C.E.T. Manager of Engineering and Environmental Services SMT Approval /Comments: G.A.O. Approval /Gomments: ~~ . -~~ Engineering and Environmental Services December 10, 2008 Report No. TES2008-12 Page 4 of 4 MEMORANDUM To: Mayor and Members of Council cc: Robin Dunn, CAQ From: Tamara Obee, HR Qfficer Date: December 10, 2008 , r ,~t?~f'tf5ltl~~ ~~~ ~, ~~ ~~./"" t..~ ~ ~ ~ . ~~`~ Pr~~~~rr~ ~h~r-rrFz~rt~, ~;trirt~z~ I~rtt~~r~zr R.M. File #: Roll #: Subject: Retirement of Director, Engineering & Environmental Services -Special Projects On November 19t", 2008 Council received the retirement native of Keith Mathieson Director, Engineering & Environmental Services -Special Prajeets. An open houselcelebration has been scheduled for Friday, January 16t", 2009 from 5:00 to 9:00 at Trehaven Golf & Country Club - 135 Line 10 South, Hawkestone. Appetizers, tea, coffee and nan- alcoholic punch for 120 people will be served. A cash bar will be offered under Trehaven's liquor license. Invitations will be sent to Council, Staff and Mr. Mathieson's family and friends. It is recommended that Council fund up to $1,300 far the retirement celebration of the Director, Engineering & Environmental Services -Special Projects from the 2009 budget and that staff be authorized proceed accordingly. ~~, TOWNSHIP OF ORO-MEDONTE SITE PLAN CONTROL TECHNICAL SUPPORT GROUP MINUTES Robinson Room Wednesday, December 3, 2008 TIME: 2:45 p.m. Present: Mayor H. S. Hughes Councillor Dwight Evans Staff Present: Andria Leigh, Director of Development Services; Keith Mathieson, Director of Engineering and Environmental Services; Kim Allen, Chief Building Official; Glenn White, Manager of Planning; Steven Farquharson, Intermediate Planner; Marie Brissette, Committee Coordinator. Andria Leigh, Director of Development Services, assumed the Chair and called the meeting to order. 1. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN AGGORDANCE WITH THE ACT" None declared. Motion No. SPTSG081203-1 Moved by Evans, Seconded by Hughes It is recommended that the agenda for the meeting of Wednesday, December 3, 2008 be received and adapted. Carried. Motion No. SPTSG081203-2 Moved by Hughes, Seconded by Evans It is recommended that the minutes of the meeting held on October 20, 2008 be adopted as printed and circulated. Carried. 2. SITE PLAN APPLICATION a) Russell Hill Homes (Diamond Valley Draft Plan), Lot 3, Concession 7, Township of Oro-Medonte. Motion No. SPTSG081203-3 Moved by Hughes, Seconded by Evans It is recommended that the verbal information presented by Andria Leigh, Director of Development Services, re: Russell Hill Homes (Diamond Valley Draft Plan) -Site Plan Application, Lot 3, Concession 7, Township of Oro-Medonte be received. Carried. b) Lois and Beverley Crawford, Lat 16, Plan 798, Concession 8, 29 O'Connell Lane, Township of Oro-Medonte. Motion No. SPTSG081203-4 Moved by Evans, Seconded by Hughes It is recommended that the verbal information presented by Andria Leigh, Director of Development Services, re: Lois and Beverley Crawford -Site Plan Application, Lot 16, Plan 798, Concession 8, 29 O'Connell Lane, Township of Oro-Medonte be received. Carried. 3. ADJOURNMENT Motion No. SPTSG081203-5 Moved by Evans, Seconded by Hughes It is recommended that we da now adjourn at 2:56 p.m. Carried. A digital recording of the meeting is available for review at the Township Administration Centre, 148 Line 7 South. Andria Leigh, Marie Brissette, Director of Development Services Committee Coordinator Page 2 Site Plan Control Technical Support Group Meeting Minutes -December 3, 2008 t ~ ~ ~-- LAKE SIMCOE REGI©N CONSERVATION AUTHQRITY MEETING NO. BOD-10-08 Friday, November 14, 2008 (rescheduled from October 24, 2008) Hawk Ridge Golf & Country Club Orillia, ON MINUTES Board Members Present: Staff Present: V. Hackson, Chair D. Gayle Wood, C.A.O./Secretary-Treasurer Councillor B. Drew, Vice-Chair M. Walters, Director, Watershed Management Councillor S. Agnew K. Kennedy, Land Securement Officer Mr. E. Bull J. Lee, Manager, Finance Councillor K. Ferdinands G. Casey, Coordinator, Board/CAO, Projects & Services Regional Councillor J. Grant Mayor R. Grossi Guests: Councillor J. O'Donnell Mr. D. Dabis, D 8~ G Dabis Farm Councillor J. Rupke Ms. C. Kaiser-Reid, Point of Mara Resort & Trailer Park Deputy Mayor G. Wauchope Mr. K. Szijarto, Concerned Ratepayers of Ramara Councillor G. Campbell Regrets: Regional Councillor H. Herrema Councillor B. Huson Councillor E. MacEachern Councillor J. McCallum Councillor A. Nuttall Mayor J. Young Regional Councillor J. Taylor Mayor R. Stevens DECLARATIONS OF PECUNIARY INTEREST None indicated for the record of this meeting. II APPROVAL OF AGENDA Councillor J. O'Donnell requested that Item 5, Staff Report No. 53-08-BOD regarding the McNabb Drain be deferred to the November 28th, 2008, meeting of the Board in order to provide Mr. Dabis the opportunity to address the Board. Moved by: J. O'Donnell Seconded by: G. Campbell BOD-08-111 RESOLVED THAT the content of the Agenda for the November 14tt', 2008 meeting of the Board of Directors be approved as amended to defer Staff Report No. 53-08-BOD regarding the McNabb Drain to the November 28t'', 2008, meeting and also to include the Tabled Items and Other Business Agenda. CARRIED Lake Simcoe Region Conservation Authority Board of Directors' Meeting BC7D-10-08 ~,~ November 14`", 2008 -Minutes Paae 2 of 8 III ADOPTION OF M/NUTES (a} Board of Directors Moved by: B. Drew Seconded by: S. Agnew BOD-08-112 RESOLVED THAT the minutes of Board of Directors Meeting No. BOD-09-08, held on September 26, 2008, be adopted and approved as printed and circulated. CARRIED (b) Administrative Committee Chair Hackson reviewed the highlights of the Administrative Committee Meeting, in particular that the Authority's Annual General Meeting will be moved to the month of January effective 2009. Moved by: J. Grant Seconded by: R. Grassi BOD-08-113 RESOLVED THAT the minutes of the Administrative Committee meeting No. AC-05-08 held on October 17, 2008, be approved as printed. CARRIED IV ANNOUNCEMENTS (a} 2008 Conservation Awards Chair Hackson congratulated staff on another successful 2008 Conservation Awards event. This was held on October 30, 2008 at Madsen's Greenhouse in Newmarket with approximately 150 guests in attendance. (b} Watershed Excellence Showcase- October 31 2008 Chair Hackson announced that this was a very interesting day which was attended by various individuals, MP's, MPP's, Board Members, municipal representatives, Foundation Board members and staff. Those that attended shared very favourable comments on the content and the showcasing of the staff expertise within the Conservation Authority. The Showcase included a variety of video clips on projects currently being undertaken by the Authority and their partners, and Chair Hackson indicated that these videos may be useful for events within the watershed municipalities. The CAO advised that she is currently working with staff to identify how best to take this Watershed Excellence Showcase out to the community and will be brining recommendations in this regard to the Board for their approval in the future. ~~ Lake Simcae Regian Conservation Authority Board of Directors' Meeting BOD-09-08 ~ September 26`h, 2008 -Minutes ' _ Page 3 of 8 (c) Proposed Lake Simeoe Protection Act -Bill 99 The CAO advised that the Authority has been invited to present to the Standing Committee on General Government in relation to Bill 99. Chair Hacksan and the CAO will be making this presentation on Monday, November 17, 2008, at 4:45 p.m. A copy of the presentation will be provided to all Board Members in advance. V HEARINGS There were no Hearings scheduled for this meeting. VI DELEGATIONS There were na Delegations scheduled for this meeting. VII PRESENTATIONS There were no Presentations scheduled for this meeting. VIII DETERMINAT/ON OF /TENS REQU/R/NG SEPARATE D/SCUSSION Item 4, 7 and 8 were identified for separate discussion. IX ADOPTION OF ITEMS NOT REQU/RING SEPARATE DISCUSS/ON Moved by: J. O'Donnell Seconded by: E. Bull BOD-08-114 RESOLVED THATthe following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board and staff be authorized to take all necessary action required to give effect to same. CARRIED 1. Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation 179/06 BOD-08-115 RESOLVED THAT applications under Section 28 of the Conservation Authorities Act and Ontario Regulation 179/06 be received for information. 2. Correspondence BOD-0$-116 RESOLVED THAT the correspondence listed in the September 26`", 2008 agenda as item 2 (a}through (e), and (g) and (h) of the Tabled Items and Other Business Agenda be received for information BOD-08-117 RESOLVED THAT the correspondence dated September 29`", 2008, from The Hon. Donna Cansfield, Minister of Natural Resources regarding the government's climate change agenda be received; and Lake Simcoe Region Conservation Authority Board of Directors' Meeting BC7D-09-08 September 26`h, 200$ -Minutes Page 4 of 8 FURTHER THAT a letter be forwarded to Minister Cansfield advising of the Authority's interest in the continuing partnership between the Ministry of Natural Resources and the Authority. 3. Monthly Communications Update BOD-08-118 RESOLVED THAT the Monthly Communications Update, for the period September 1 to 30, 2008 be received for information. 6. Proposed Lake Simcoe Protect Act (Bill 99~ BOD-08-119 RESOLVED THAT Staff Report No. 54-08-BOD regarding the proposed Lake Simcoe Protection Act (Bill 99) be received;and FURTHER THAT the Lake Simcoe Region Conservation Authority endorse Conservation Ontario's resolution with regard to the proposed legislation. 9. Chair's Activity Report BOD-08-120 RESOLVED THAT Chair's Report No. 02-08-Chair which outlines the activities of the Authority's Chair for the period April 1 to September 30, 2008, be received for information. 10. Funding Support -Oak Ridges Moraine Foundation BOD-08-121 RESOLVED THAT WHEREAS the Oak Ridges Moraine Foundation (ORMF} was created by the Province of Ontario in 2002 and at that time the Province provided the ORMF with $15 million to its activities; and WHEREAS ORMF has provided the Lake Simcoe Region Conservation Authority(~SRCA} with funding for watershed stewardship, restoration and education projects; and WHEREAS this funding has been a key factor in the success of these projects; and WHEREAS the ORMF has committed most ofthe initial Provincial funding to stakeholder projects and will not be able to continue to support projects on the Moriane without additional funding; THEREFORE BE IT RESOLVED THAT LSRCA request the Province of Ontario renew its financial investment in the Oak Ridges Moraine by providing additional funding of $30 million to the ORMF; and FURTHER THAT the Regions of Durham and York and the Conservation Authorities Moraine Coalition be encouraged to support this request to the Province of Ontario for additional funding far ORMF. CARRIED Lake Simcoe Region Conservation Authority -- Board of Directors' Meeting BOD-09-08 ~/ September 26`h, 2008 -Minutes Page 5 of 8 X CONSIDERATION OF /TENS REQUlR1NG SEPARATE DISCUSSION 4. Budget Status Report Chair Hackson requested an update on Staff Report No. 52-08-BOD and the Authority's current budget status. The Manager, Finance responded that staff are currently 3/4 of the way through the year end and are projecting a modest surplus at the end of September 2008. It is expected the Authority will have a small year end surplus. The Director, Watershed Management added that the Permitting Division is experiencing some pressures with the absence of a Manager, Planning and have had to enlist the services of outside consultants to assist with the review of plans. It is expected the position will be staff shortly which will help alleviate these pressures. Moved by: G. Wauchape Seconded by: B. Drew BOD-0$-122 RESOLVED THAT Staff Report No. 52-08-BOD regarding the Authority Budget Status for the nine month period ending September 30, 2008, be received. CARRIED 7. Lake Simcoe Clean Up Fund -Update Councillor O'Donnell requested an update on the projects submitted far funding approval, in particular the project related to the Municipal Septic System Re- inspections Program. The Director, Watershed Management advised that the Technical Committee met to review the project submissions and have provided recommendations to PROPEL who will be meeting on November 19 to review the projects and provide recommendations to the Minister of the Environment. It is expected that project approvals will be announced in early January 2009. Moved by: J. O'Donnell Seconded by: B. Drew BOD-08-123 RESOLVED THAT Staff Report No. 55-08-BOD which provides an update on the Federal program Lake Simcoe Clean Up Fund be received for information. CARRIED Lake Simcoe Region Conservation Authority ~- ,~ Board of Directors' Meeting BOD-09-08 ,, September 26`h, 2008 -Minutes page 6 of 8 8. Eastern Creek Stabilization Project -Award of Tender Councillor Rupke requested clarification of information contained in Staff Report No. 56-08-BOD and the tenders which were submitted for this project. The CAO advised that the Tender for this project was issued in compliance with the Authority's Policy. Two bids were submitted, staff do not know why the third proponent did not respond. While there is a difference in the bottom line total between the two submissions received, staff are very pleased with the contractor awarded this project. They were on the project site the next day and their work is very specific to what was required far the Eastern Creek Stabilization Project. Moved by: G. Wauchope Seconded by: J. Rupke BOD-08-124 RESOLVED THAT Staff Report No. 56-08-BOD detailing the records of tenders for the completion of the streambank stabilization project at the Southlake Regional Health Centre (Eastern Creek) (CL 2008-001) be received for information; and CARRIED XI OTHER BUSINESS (a) Municipal Agreements -Authority Planners The CAO advised that a Letter of Understanding was undertaken with the Townships of Uxbridge and Oro-Medonte to have an Authority Planner work from their Town Offices on a bi-weekly basis. The Board approved this initiative at their meeting in June 2008 and staff were to report back to the Board an this program. The CAO reported that the Authority has now been approached by the Township of Ramara to provide a Planner to work out of their Town Office and wish to implement this service by the end of 2008. While staff have not yet reported to the Board an this initiative, the Director, Watershed Management, advised that it is working very well and that the Townships of Uxbridge and Ora-Medonte, both the staff and the community, are very pleased with having an Authority Planner on site. Staff requested approval from the Board to proceed with implementing this service in the Township of Ramara by the end of 2008, and advised that a full report will be provided to the Board at their December 2008 meeting. ~~~~~, Lake Simcoe Region Conservation Authority w Board of Directors' Meeting BOD-09-08 ''~~// September 26`", 200$ -Minutes Page 7 of 8 Councillor Agnew advised that having an Authority Planner in the Township of Oro-Medonte is working very well and supports implementing this in the Township of Ramara. Councillor O'Donnell expressed his support far this initiative and hopes to have it implemented in Ramara by the end of 2008. Mayor Grossi indicated that this service would be welcome in the Tawn of Georgina as well and inquired if consideration is being given to expanding this project. The Director, Watershed Management, responded that staff will be exploring the opportunity to expand this throughout the watershed with the exception of those municipalities located close to the Authority Offices (ie. Newmarket, Aurora). Moved by: J. O'Donnell Seconded by: S. Agnew BOD-08-125 RESOLVED THAT staff proceed with the Letter of Understanding between the Authority and the Township of Ramara to provide the services of an Authority Planner to work on site; and FURTHER THAT a report providing the status of this initiative be provided to the Board for their December 2008 meeting. CARRIED (b) Media Native Regional Councillor John Grant referenced a "Letter to the Editor" regarding a perceived "die off' of zebra mussels and round goby. This letter appeared in either the Brock Citizen or the Ontario Out of Doors publication. XII CLOSED SESSION Moved by: S. Agnew Seconded by: J. Rupke BOD-08-126 RESOLVED THAT the Authority's Board of Directors move to Closed Session to discuss confidential land matters. CARRIED Moved by: J. Grant Seconded by: G. Wauchope BOD-08-127 RESOLVED THAT the Authority's Board of Directors rise from Closed Session and report their progress. CARRIED Lake Simcoe Region Conservation Authority ~- ~ Board of Directors' Meeting BOD-09-08 September 26~', 2008 -Minutes Page 8 of 8 (a} Land Disposition The Land Securement Officer presented Confidential Staff Report Na. 56-0$- BOD. Moved by: J. Rupke Seconded by: K. Ferdinands BOD-08-128 RESOLVED THAT Confidential Staff Report No. 56-08-BC1D regarding land disposition matters be received; and FURTHER THAT the recommendations contained within this report be approved. XIII ADJOURNMENT Meeting adjourned at 11:30 a.m. on a motion by R. Grossi original signed by: original signed by: Councillor Virginia Hackson Chair D. Gayle Wood, CMM III Chief Administrative Officer Following are the highlights from the November Announcements `~ c; 2008 meeting of the LSRCA's Board of Directors. (a) Association of Fundraising Professionals(AFP) Chair Hackson, Vice Chair Bobbie Drew and Councillor John McCallum attended the 2008 AFP Philanthropy Awards Luncheon on November 26, 2008, at which the Lake Simcoe Conservation Foundation received the award for the 2008 Outstanding Small Organization for Excellence in Fundraising. Chair Hackson, with Mrs. Debby Beatty, accepted the award on behalf of the Foundation. Chair Hackson, on behalf of the Authority's Board extended congratulations to the Lake Simcoe Conservation Foundation on this achievement. (b) Santa Clause Parade -East Gwillimburv Chair Hackson advised that the LSRCA participated in the 2008 East Gwillimbury Santa Clause Parade on November 22"d, using the Authority's research boat for the parade float. Chair Hackson received very favourable comments from those in attendance. The Authority will also be participating in the Sutton Parade on December 6, 2008. (c) Annual General Meeting The CAO reminded the Board of Directors that the Authority's Annual General Meeting will be held on Friday, January 23`d, 2009. Location to be confirmed. (d) Proposed Lake Simcoe Protection Act The CAO provided an update on the proposed Lake Simcoe Protection Act which included Chair Hackson's presentation before the Standing Committee on General Government. The CAO advised that the proposed Act has been revised and includes two of the three recommendations put forward by the LSRCA. The proposed Act is now submitted for Third Reading. It is expected that the proposed Lake Simcoe Protection Plan will be released for public comment in early January, 2009. Delegation: McNabb Drain The Board dealt with Staff Report No. 53-08-BOD regarding the McNabb Drain which included a delegation by Mr. Diether Dabis. The Board approved the Staff Report as written. Presentation: (b) York Region Community Fund -Crossland Family Foundation Ms. Gina Rosen, Executive Director, York Region Community Fund provided an overview related to the Fund. _, ~- . ~` ~ ~ ~ Lake Simcoe Region Conservation Authority, '" _ ~1 ~ " `'" " - --9~"" 120 Bayview Parkway, Newmarket, ON L3Y 3W3 - ,; -, ..-~~ ..,, ~.-~ a - -- zr! rnfn~l,rca nn ra W?h srte~ www lsrca.on c - -~ t_ ~. ~ -~ ~_ Mr. Ernie Crossland presented to the Board in regard to the Crossland Family Foundation; a Foundation created to provide scholarships to students pursuing apost-secondary education in environmental studies. Mr. Crossland asked the Board Members to take the information provided to their respective Councils for consideration of providing a donation to the Crossland Family Foundation. Staff Reports: Proposed Changes to the LSRCA Watershed Development Policies The Board dealt with Staff Report No. 63-08-BOD regarding proposed changes to the Authority's Watershed Development Policies. The proposed changes are in relation to the "Wetlands Policy Statement for the Lake Simcoe Watershed for the Implementation of Ontario Regulation 179/06" which was included with the report. Staff responded to various questions from the Board and advised that the purpose of the revised Policy is to make the process more transparent and understandable in relation to development in a wetland. The content of the Policy does not differ to what is currently being done regarding the implementation of Ontario Regulation 179/06. Staff further advised that there is some expectation that these Policies may be further revised to bring them in compliance with the proposed Lake Simcoe Protection Act and Plan if required. Flood Events - 2008 The Board dealt with Staff Report No. 63-08-BOD regarding flood events in the Lake Simcoe Watershed during 2008. Councillor's O'Donnell and McCallum extended their thanks to the Authority's Board and staff for the assistance provided during the flood events in their respective municipalities. The Board commended staff on the process used in 2008 to communicate the water levels to the Board Members and municipalities and recommended that this same process be implemented again for the 2009 season. Other Business Proposed Changes to the Drainage Act Regional Councillor John Grant asked for clarification regarding some proposed changes to the Drainage Act as it relates to the Endangered Species Act and the potential requirement to complete fisheries related Environmental Impact Statements. Staff responded that there has been some discussion in this regard and a report will be forthcoming to the Board that will include potential financial implications of recommended changes. .. ~ ,~~ ~*~~..~ y. ~ ~~~ ~~- '~ Lake Simcoe Region Conservation Authority, ` ~,-- ,~~'° ~ ~ --' 120 Bayview Parkway, Newmarket, ON L3Y 3W3 ~.1 _ .. ,;, _~ : ~' • - <.i!• infn~lsma nn ca Web situ wwwJsrca.on c -~ ""~ .dYr ' - ,~~ :. ~~ ~ ' ~ ~~~ ~~~ -,^~- ~,. ~~F XS ~~~~ ~w ` . ~~~ ~ ~' ~. ~~ s i ~~~,,~ ~- -_ `'~ ,~ ~, ,~ . ` LA e S~MCCIE RESEARCH ~'~ : ~" `-"'~- - ~. is ~~~ ~~~r~N ~ ..: Ao. ¢'~ -.~r -'e.~,, - ,... ~fi~ ~~iM~ll .~. ;~~ ~- East Gwillimbury Santa Clause Parade -November 22"d, 2008. .. ~ • ~=~'~:.:'~ ~~~~° ~ Lake Simcoe Region Conservation Authority, "' ~" ~~ •-'` ~ ~` - 120 Bayview Parkway, Newmarket, ON L3Y 3W3 ,- ~ ~ -~" - 1a~1 infonlsrca on.ca Web site: wwwJsrca on c -. 3-. -r ~`.- ~_:~~,.~;; - '~, x~W , . , -. --"_". tom, ~= .r.. _~ - ~ ,: w... ~_ _ ~ . Oro Agricultural Society Telephone 705-487-1753 Fax 705-487-1756 E-mail: oroagsociety@sympatico.ca PO Box 175 Oro, ON LOL 2X0 November 23, 2008 Township of Ora-Medonte Mayor Harry Hughes & Council PO Box 100 Oro, ON LOI. 2X0 near Mayor Harry Hughes & Council, 1 - a ~f _ ,,~ _ ; _~ ~~ E ~-1~~ic, ~~ On behalf of the Ora Agricultural Society we wish to thank you for your support you give to the Ora Fair Board. Our 2008 Oro World's Fair is now over and it was a great success for our organization, with a record attendance, and beautiful weather. The participation of our community is an integral part of our rural fair and it is an important opportunity for us to appreciate the efforts of our farmers, gardeners and crafts people that make our community unique and progressive. Our Fair dates far 2009 are September 18t" & 19t" and we look forward to your continued support. Once again on behalf of the entire Board of Directors thank you and we look forward to seeing you in 2009. Sincerely, t - Orval Hutchinson President, Oro Agricultural Society ~, . ,. r ~ ~ ~~ itiTOVember 28, 2008 Mr. Doug Irwin °fownship of Oro-:Medonte 148 Line 7 South, Box 100 Oro. ON I~OI, 2~0 Dear Mr. Irtivin, On behalf of the Barrie Area Physician Recruitment Task Force I'd like to take this opportunity to thank the Cauncil of the Township ofOro-Medonte for the ongoing support of the recruitment and retention initiative in our community. We have made great strides in bringing much needed Family Physicians and Specialists into the area, but there is still a trelnendaus amount of wark to be done. Health care human resources will be a significant issue facing all residents of the area in the coming years and recruitment will be, the key initiatiti e to alleviate the hardships of the physician shortage. ire have been successful in relocating several new physicians to the area this year in the following specialties Family Medicine, Paediatrics, Emergency Medicine, Radiology, Oncology, Radiation Oncologry, Cardiology, Otolaryngology, Anesthesia, Internal Medicine, hltensive Care and Surgery. We are also very proud to say that we are in active negotiations approximately 9 new physicians for 2009. "I'he Task Force is also focusing on the personal needs of incoming physicians. We tour every visiting physician throughout the entire community. Six of our newest members of the medical community, three Family Doctors an Emergency Physician, an Oncologist, and a Pediatrician have all recently purchased their home in the Tovcrn hip of Oro-Medonte. We forn~aIly request your financial support, in the amount of $20,000 to help further our initiatives. As you are aware your financial contribution allows for your Representative to hold a seat on the Task Force, which will ensure that your input and accountability needs are met. If you have any questions please do not hesitate to contact me at any time. I can be reached directly at 705-728- 9090 x41310 or by email at cadottec@rvh.on.ea. Please find our Council Grant and Donation Application from 2008 enclosed. Sincerely, `~n ~ ~ ~ f, ~, . Christ~~ ~ ..~.i~~~tc Physician I'.e~~n~ i t rnent Coordinator ~,' ~~ ~~ ~~ ) _, -;:~.. .- :~ MEMBERSHIP & Contact Information Physician Representatives Dr. Rich li~in rir~~in~r r ~_; .ct,~.n (7C)S) 725-13(}83Jc-i25-213i Dr. }:~~ilc~, A\ri,~l~i kelleV.utf~~61~t1 ~at7CO.Ca v'~~~739-8989 L~ClmlmstratlC'e CO-Chart '`rartll ~lsttht~~~n~, ~ 1~ [Ze~onal Cancer Care c~L ~,~1n1Cal Ser~tces maths ~: ':~~~~r i~1,,_t~: (7Q5} 728-90)0 ext. X3000 Physician Co-Chair Dr. Diu \l~u~l~~t I~. Chief of Family ~Sedicine mur~h;,_~ ~ ~, , , ~, ~ ~ ,,,~ (705) 722-4091 Physician Recruitment/Retention Christie C'a~l~>ttc- Ct~~>rdinator cadotrectrt,r~-h.r,ir.cn (705} 728-9090 ext. 41310 City of Barrie Andrew Prince r!u~ ~ ~7~barrie.ca (705) 739-4256 R•.d},~~~ Tackson r a~ c'; : ~ -~ ~:~ ~ !., ! i ,~ie.ca (705) 739-42C>9 Tom n of Innisfil Gord \\ ;n_ichope __ia_C lt)~~ett~lnnlsfll.Ca Township of Springwater him Andes <<>n kanrler<<~n~t ~.~, i~~~nUatcr.ca (705) 739-1901 Township of Oro-Medonte llarrv FTu~rl,t~<,'~Civor hhughe `>rrr ~'- ri ~,:.tico.ca (705} 487-2128 Economic Development Robert I3rtnc~cy (open) rhrixlcll~`rr lr<~ric.ca (705) 739-4220 ext. 4524 ROMP Research Coordinator/Manager Michelle I hinter mhunter(ct~xomPonline.com {705} 445-7667 Federal Member of Parliament Pati~ick Bro~~~n Firourn ~a9rri~~,1. ~c.t .~. (705) 726-5959 ~ .Allison 1~;at1i~ Brownpaltct~~~arl.,~~c.ca (705) 726-5959 Provincial Member of Parliament Aileen Carroll/Ltirnda Murtha ac arroll.mi~p.co(u7liberal.ol~z.org Physician Spouse Heather Rissanen Rissanen t~svmpaticaca (705) 733-1292 Cirizen Volunteers} Barb Baguley ~Iaximunl 3 Representative aba~ L3 ile~~bcr>nnes.net (705) =~58-9358 John Thornton "1'horntot7.john~t7s~-tnpatico.ca (705) 835-5862 Peter Silveira candidate,~petex~vard5.com (705) 719-1208, (416) 841-8029 ._ ~ ~ ~-~ RC?LES & RESPQNISBILITIES tJF MEMBERS Co-Chair, Task Force -the Co-Chairs ~f ~h~~ `l"ask Force will lead the committee in ax>rdinating all relvant recruitment and r~ i ~ i ~ t i ~_>n initiatives, ultitnatel~> lc tiding to an adequate supply of ph~~sicians for the comnzi~~iitt-. Chair of Finance -the Chair of Finance wall coordinate activities relating to ensuring a balanced. bucl<tiet, allocatix:>n of dollars and. the strategic direction of the "Task Force <>r ins"olvng the expenditure of funds. Initiatives mat- include but are not limited to: • ~eel4ing out and securing additional funding dollars • pr<~posal and project dcvc:lopment • strategic planning and development Physician Recruitment Coordinator -Under the direction of the Task Force, the Chief of staff and the Chief of 1{'amih- ~Icdicinc the I'h~-sician Recruitment Coordinator will coordinate all aspects of ph~~sician recruitment bv: • Developing a a~mprehettsive ph~-sician recruitment stratcgt- with the 'T'ask Force undertaking recruitment activities; • Identif~> opportunities for student and resident placements, locums and permanent practices; • (:;oordinating phs~sician contact, tours and visits; • foster partnerships with the community- and business sector; and • I3stablish relationships with representatives from various associations and medical bodies on a provincial. level. Public Relations: ~ Coordinate activities related to fundraising initiatives ~ Consider formal approach to community clubs and~or corporations --~ lnsurc the general public is up-to-date on recruitment initiatives, efforts and successes through a variety of media outlets Retentionr -~ Coordinate activities relating to physicians and their families before, during and after thc~- arrive in the communit~° ~ Communicate and support famines during their transitional period -3 I?nsure accurate communication between the physician and the Ministry of Health '' ~ ~ ~~. . ;- ~ ®~ ~~~,~ 7HE COTtPOTtATION OF THT~ =":htiy ~`~~ 148 Line 7 S., Box 100 ~ ~; Oro, Ontario LOL 2X0 Phone 705 487-217 ~~'~ ( ) t ~¢ P ' r~ `~- fl Fax (705) 487-0133 .~,~~,~, ~ _ www.oro-medonte ca ~~~ APPLICATION FOR GRANT/SUBSIDY instructions: In order to process th® application oh fields including Appendix "A".financial information must be completed Note; GrantsJSubsidies are not automatically renewed annually PART A -ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name arri~ ~reA ician~ecrui~'m Address o~o~ ~eOV'G~-Qh ~h'I' City ~ ~ r' 1 ~. ~ Prov, Contact Chri s~h'e Cadof+~ (~Y~'I~Y~I 0 Postal Cod mail ___GC1do~e rvh.on.ca PART B -ORGANIZATION GENERAL INFORMATION. Telephone pax e ~~M ~~a (70~'7~ 8-` goao (7as~7z8-.?4~0~ . Igo Number of Out of Town Membership Fee- Members Residents tf Applicable ~ !~ Geographic Area Date Served ~Q ~" r ~ e- ~ n? Q Formed Outline the mission, purpose and objectives of your organization. ___ ~1_~Se. see ~ t~lxnr~ i x I ~Anuary a oo Type of Organization (i.e. Registered Charity, Non~Profit Organization, na status, etcw} and registration number if applicable. ~ ~~~ ~ ~ ~icate the products t services t benefits provided to the Township of Oro~Medonte by your organization: _. -- r m ~, l y_~..~ G ~,~s ~r i rm a r v ca ~~, # of individuals served: PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATIQN INDICATING REVUNUES AND EXPENDITURES (Appendix "A"") -PART C -DETAILS QF REQUEST Grant Is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees .~plication is for a (please check) Grant V Subsidy Amount Requested: ~ ~ ~ t Purpose for which the granVsubsidy, if approved, would be used, Give complete details (i.e. project or event description, time frame, community benefits}. . . ~ _ P~eQse see ~ ~per~d 1'X a Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc}. ~ wend i X ~ Previous grantslsubsidies from the Township? Amount Requested: $__0~~, CXJC~ 7ount Approved: $_- 1 ~ , Cabo PART D -SIGNATURE ©F AUTHORf2ED OFFICIAI.(S1 Name ~ Position Year of Request: Year of Approval: --- ~.©o~ ~oo~ Z.. .~.._._- te: ~_~~ Ve..rn F~err ~C~, a cao'~ C,~ 1 r i ~~1'~. ~C~d b~ f -tom, C(Jt~ f`"~ 1` 1'1 a ~ ~`~' Date: - ,~' ~J ~ ~~~> Name ~ Position . I ~~,,~~ ~~,,, ' ~~~..-~ For office use only Approved' Denied: Amount ~ Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of information and Protection of Privacy Act, and will be used for the purpose of determining eligibility far grants. Questions about this collection should be directed to the Freedom of Information Co~ardinator, The Corporation of the Township °` ©ra-Medonte, 148 Line 7 South, Box 140, pro, C}ntarlo, LOL 2X0 ease use additional sheet {and attach more if required) to complete the information reque,sied on the GrantlSuk,sidy Application Form. APPENDIX "A" {~j~ FtNANG1AL INFORMATION ORGANIZATION NAME: ~Qr r i e pre~a~- h~si ci4 n ~eCrU I ~' I~I~.as~ see, a ppe-rrd i ~ Z CURRENT FISCAL YEAR: Year: NEXT YEAR PROPOSED: Year: REVENUE; REVENUE: Source: Amount. Source:. Amount: TOTAL: TOTAL EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: TOTAL: 5UM MARY: Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures BALANCE: TOTAL SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Exp. Expenditures BALANCE: s. [?ate: TOTAL P.05 ~lj4~etl/z.x J Future Initiatives & Recruitment Statistics • t~onrinue to dc~-ek>p strong connections ~z~ith the community based family physicians (those. not affiliated titi>it1~ hospitalsj. • C~~ntinue to maintain srr«t1;~ ~~-nit ng relationships tiz-ith e~~r,rsct~ of thr municipal, provincial and federal p1 cif arms including: conu~,~tinii ,end 17<rspital haled pig <iri,in r~rriiiuncut groups, College of Physicians and ~, , ~ ~ ~~, , of C)ntario, C)nta; i~ ~ ,'Medical .lssociation, IZoy.~1 Collcgc "E Ph~•sicians and Surgeons of Canada, I~IUI II,'1'C:. • illaintaT:1 connections with national faniil~~ Tt~edicine residency program directors aTtd liaisons. "Phis will help further pht-sician recruitment efforts. • F~urtllc~r proms>te the North '_~iet~vork to otTr medica} residents and. students. "I'hc i~lorth Nei ,; ~ ,rl< i< a means t<> provide thr~ residents and students kith. access tc> rounds, academic half da~-s, etc. bt- vidcoco~tfc rence. `I'hts allows them t<> stac on site, eliminates travel to their medical schools for~thesc sessions. • Chlgoing work with medical and hospital administraticm to prioritise specialist recruitment. • C:ollaboratc ~i~ith other conununitj- and hospital laascd recruitment teams on hest practices. Discuss our success stories in attempts to assist other communities with phGrsician recruitment. • l-stablish a r~ ~~i~~n:~l connection with surrounding physieian recruitment teams within our I,HIN?. This «nll facilitate difi~~ ~~lt ;j>ecialtst placement (e.g. Pst-chiatrS, infectious disease). + Create and maintain an extensive database of all physicians, residents and medical students' contacts (Ong?(?Int?~. • Continue to develop community tours showcasing the area by collaborating a>ith community members, businesses and highlighting the amenities that make this region unique. - • De~-elop extensive chamber of commerce retention program by engaging the business axnnnu7in-. 'T'his «;•ill allow local lusinesses to provide an incenti~-e to ph~~sicians, while promoting their products or serzYices. C;hambcT: incentive. programs base been a huge success in other communities (i. e. Sudbury, Sault Ste. Marie). • Develop a structured physician retention program, including assisting the current medical staff social l;raup, and recognizins> our physician preceptors. • COnttnue ~-~~ _~,C1~ I~~.i ,- ~ ~; i i~: ~_ i~,i1ii'~i~ ial : ,i.. ~ .--~.. ,5ti~l ~lil lip uliies to all members of funding bodies. • C;ontinuc to provide a standing incitation for'"ask Force meeting to all members of funding bodies. We... have a responsibility and a challenge to be visionary In developing a plan to meet the primary health care needs in the Barrie Area. Barry"e Area Physrcran Recrur"tment Task Force is proud to say that we have successfully recruited 147 Physicians to the community since 2001. We look forward to continued success! T,n~ir~hi~~„FC?ra-t'ttedorate- BusinessPtan Appendzx 2 Parrie Area Physician R.e~ruitment ~~~~ Business Plan 2009/2014 Summary The Barrie Area Physician Recruitment Task Force was first funded in 2002 to develop and implement a recruitment and retention program to combat the shortage of physicians in our area. A number of factars have led to this physician shortage, including many physicians reaching retirement age in our community and the unprecedented growth in the area over the last sip years, "This business plan will outline recruitment success since 2002, medical student and resident training, recruitment tours, funding from current fiscal year, planned budget for 2009 f 2410, and total eantribution for 2008 j2009 from all fiznding partners. Recruitment Success Over the past sip years the Barrie Area Physician Recruitment Task Force has had great success in the recruitment of physicians to our community. The chart below notes the number of ne~.r physicians who came into our area to practice medicine during this time period. Also noted is the impact the committee had on the recruitment of each particular physician. Not noted are the multitude of locum physicians (one week - sip month periods) who came rota our area during this time period. Much work needs to be continued in the recruitment and retention of family physicians. The trends in family medicine are changing, and this greatly effects the recruitment of the traditional family physician. The Task Force has recognized this change, and has developed a recruitment program that will offer many options for family physicians including full and part time practice, short and long term locums, emergency, hospitalist, obstetrics, oncology, palliative care and nursing home care. Please note that the Task Farce has recruited physicians up to three years in advance of the completion of their residency program. We have seen that the recruitment process can be quite a lengthy one. We have already had commitments from 24 physicians (including 9 fanvly physicians) to come to our community in 2008/2009. Town. hipc~fO~~, tll~~~l~,~rr, Business Plan Appenclrx2 Table 1. Recruitment Success 2002 - 2008 Year Specialty Impact Adcliiional Applicaitons F2equired 2002 Infectious Rise-use Medium Hema#ology Law Nephrology Medium Radiology Low Anaesthesia Low Family Practice Medium General Surgery Low Emergency Low Family Practice High UAP Obstetrics Medium FTP Family Practice Low Anaesthesia law Emergenay Mediaine Law Patholagy Low 2003 Surgery Low Family Practice High Radiology High Obstetrics High FTP Family Practice Medium Family Practice High Family Practice Medium Emergency Medium Emergency Medium Psychiatry Medium Emergency High Trainee Family Practice High Urology Medium Gastroenterology High Emergency Low Family Mediaine High UAP Dermatology High Neonatology Nigh 2004 Emergency Medicine Nigh FTP, UAP Family Medicine High Trainee, FTP, UAP Anaesthesia Low Emergency Medicine High Trainee, FTP Family Medicine High General Surgery High Orthopedic Surgery High FTP Family Medicine Nigh Trainee Family Medicine High UAP Paediatrics High HospitalisUFamily High Trainee Oncalagy High IMG Nephrology High IMG Emergency Low Radiology Low Anaesthesia Medium Plastic Surgery High Pathology High RPA 2005 Anaesthesia High Trainee, FTP Anaesthesia Nigh Family Medicine High FTP, UAP Obstetrics High FTP Intensive CaretlD High Intensive CarelER High Family Medicine High Trainee, FTP,UAP Patholagy High Dermataiagy High Rep Anaesthesia High Trainee, FTP Family Medicine High FTP, UAP Family Medicine High FTP, UAP Emergenay High Pediatrics Nigh Psychic#ry High Family High FTP, UAP Family High UAP Emergency High Radiation Oncology Low Radiation Oncology Low Radiation Oncology Low Radiation Oncology Low Tc~x~nshz~~ofC?r~, ~It'rlr~llr~'-l7ri~iii~+~ l'lr~n 2006 Obstetrician High FTP Family Medicine High FTP Family Medicine High Ft'P Emergency Medicine High Emergency Medicine Medium Orthopedic Surgeon High FTP Psychiatrist High PRA Haspitalist Nigh Paediatrician High Family Medicine Low FTP 2007 Emergency Medicine High Emergenay Medicine Nigh Paediatrics High Family Medicine High UAP Radiolagy High FTP Oncology Medium UAP, FTP Radiation Onaolagy Low Radiation Oncology Low Radiation Oncalagy Law HaspitalisUFP High ENT Surgeon Low Paediatrics High Emergency Medicine High Cardiology High IMG, UAP Emergency Medicine(FP Medium Haspitalist Medium Internal Medicine High IMG, UAP Oncology Nigh UAP, FTP Paediatrics High FTP Internal Medicine High IMG, UAP Physical Medicine Nigh UAP, FTP Internal Medicine High IMG, UAP Endocrinology High IMG, UAP Paediatrics High Family Medicine High UAP Family Medicine High UAP, FTP Dermatology High IMG, UAP 2008 Radiology Low Emergency Medicine High IMG Emergency Medicine High IMG Radiation Oncology Medium IMG Anesthesia High Intensivist High UAP Gastroenterology Low Intensivist High Respiro(ogy Nigh Anesthesia High Anesthesia High IMG Emergenay Medicine High Anesthesia High Emergenay Medicine High Paediatrics High Pathology Low Family Medicine High UAP, FTP Family Medicine High UAP, FTP Family Medicine High UAP, FTP Family Medicine High UAP, FTP Family Medicine High IMG Family Medicine Nigh IMG Family Medicine High UAP, FtP Radiation CJncoiogy Medium FTP Radiation Oncology Medium FTP l(~(~c'l]rli~ ~ Township of Oro-Medonte -Business Plan Explanation of Impact Appendix 2 1 i,., "'. High High assistance means the physician received a tremendous amount of support by the physician recruiter and the physician recruitment program. This can include: initial contact made to Physician Recruitment Coordinator; training opportunities; community tours & site visits; funds to assist with the transition; ministry applications; spousal support; real-estate, office space and community support. Medium Medium assistance means the physician located in our community after making contact with other physicians, but the recruitment program provided considerable support to the physician's decision & relocation process (i.e. providing funds). Low Low assistance means the marketing and support provided by the Physician Recruitment Coordinator was of some help in the physician's awareness of the area and their decision to relocate. Explanation of Additional Applications FTP Free Tuition Program application UAP Underserviced Area Program application RPA Registration through Practice Assessment application IMG International Medical Graduate application Rep Repatriation Program application Trainee Trained at RVH or in the community during residency, medical school --- --- __ E ~.~~ ~~~ F ~ -t: ~~ _ m Vim. ~- -~•. ' ,, ~. ,;; ~ ~' ' ~~ ~. _. .~x` _ r ~~ ' ~.' Dr. Russell Price, Pathologist, has worked with the Physician Recruihner~t Team to bring three pathologists to the communky. These physk:lans were errtered in two of the province's fast track programs, and have been wonderful additioru: to the community. 4 ~i ~ ~ ~ ~ r ~ l~ r ~, of Qr-a-Medonte- Bus=mess Plan Medical Student & Resident Trainin 4ppendzx 2 RVI ~ hcll,s to combat Doctor Shortage with University of Toronto partnership. ltayal Tictoria 1-laspital is moving forward izrith an innovative strategy to combat the severe shortage of family physicians in the region., RVH has announced it will develop a Family Medicine Residency Program in affiliation with University of Toronto's Faculty of Medicine. Beginning July 2009, Royal Victoria will become an official teaching site of the Uni~Tersity of Toronto's accredited program, which is the last stop for medical residents training to became family doctors. This initiative is a milestone for health care innovation and community-based medical training and vrill position RVH as a centre of educational excellence. ~ dynamic medical staff, broad range of programs and state-af-the-art equipment all combine to create the perfect learning environment for doctors-in-training. Residents will receive traditional classroom training from physicians affiliated with the Barrie Community Family Health Team. They'll also receive practical experience, working alongside those family doctors in a new Family Medicine Teaching Unit (FM1"U), where each student will manage a caseload of up to 300 patients. The medical residents will also da specialty rotations in the hospital in areas such as paediatrics, emergency medicine and suxgery. Initially, the residency program will begin with four first-year residents, but within four years will have l8 residents enroIled. 'I"his partnership is beneficial on many levels. lt's a benefit for the family medicine residents to get their final training in a community-based hospital, a tremendous benefit for the many people in the region without access to a doctor, and also a benefit for the doctors teaching the residents as it offers an opportunity for growth and learning for them as well. Royal Victoria Hospital was approved as a site for the residency program because of its full range of diagnostics, high tech equipment, medical expertise and interdisciplinary teams. The Ministry of Health and Long-Term Care has provided X2.5 million in start-up funding for the project. The Teaching Unit will open its doors to the first residents early summer 2009 in a temporary facility near Royal Victoria Hospital. Construction on a permanent site will coincide with Phase 1 of Royal Victoria Hospital's expansion. The Barrie Area Physician Recruitment Task Force will play an integral role in the promoting, marketing, recruitment and retention of this program. Statistics shave that up to half of the residents stay in the communities they train in. That could make a huge impact on the doctor shortage we are experiencing. The medical student jresident training program is one of the Task Force's key initiatives and vital to physician recruitment for our area. It has been seen that many students and residents who train in our community will return to practice here full time. We hope to expand the medical student and resident training program by bringing on more physician preceptors and focusing our efforts on family medicine teaching. Township of Oro-Medonte-Business Plan In 2008, forty-seven medical students and residents trained at the RVH and in our community. ~..~.. ~.....~ ~' f " .. .L :. ~' ~ f ~.r .1 ~ ~ ,11 ~ r Ad'' ~ . ~'f` First year medical student Chris Evans works in the emergency department of the Royal Victoria Hospital with Family ~ Emergency Physician Dr. Marcie Kostenuik. Appendix 2 4 "~ ' ~~ ~~ `I"he "I"ask Force brings students and residents into the community and RVH under the guidance of a preceptor, ensures the quality of their placement and helps them get acquainted with the hospital, its staff and the community. This program works because our physicians are enthusiastic about providing the students and residents with a great learning experience. Seventy-one physicians affiliated with the Royal Victoria Hospital are official preceptors with ROMP. G ~ The goal of the program is that the medical students and "~, ;~ residents will have a positive '" experience and will return again during their training or ~~~ ~ when they are ready to practice ~ ~~'~ ~~ ' t . ~ , +;~- ~1 r ,.~+ medicine. ~ .d ~ ~~ !~ ~ ~ ~. ~ ~~ ~~ .~..._ ~ ~ s~ ` ~ ~ ~ ~ ~ ~ ~ %~ ~ Third year medical student (from Shanty Bay) ~~~ ~- ~ ~ ~~' Carly Thompson and first year Family Medicine resident (from Collingwood), work with Dr. „ ~~;~~ ~ ~ I Vincent Ho in the RVH's special care nursery. ~~ _ r both learn~ra have came Yack t~ the community multiple times to train. 6 To~vnshiP U/'(lr ~, 17~ ~/~,rr~~ .. Ba~st~ess Pltrra ~ m E APPenc~ix ? Recruitment fours A significant portion of the Physician Recruitment budget 020,000 per year) is allocated to recruitment tours. 'Z"hese tours are located around the pravince and are the best recruitment tool we hovel Far the past sip years, the Task T"orce has participated in the Professional Association of Interns and Residents of Ontario (PAIRO) Health Professional Recruitment Tour. The participants of this tour include all of the underserviced areas in the pravince of Ontario. The 2008 PAIRO Taur, held from September 21 -September 25, included stops at Ottawa LTniversit~>, Ottawa, Queen's University, Kingston; i~lcMaster University, Hamilton; University of Western Ontario, London and University of Taranto, Toronto. More than 140 contacts were made at all of the venues, This includes medical students, residents, allied health professionals, and practicing physicians. The tour was a great success, as our Task 1=orce representatives met with many residents who are interested in relocating to an undersercriced area within one ~=ear's time. I'he representatives an the 2008 taut included. ~ Garth Matheson, VP Clinical Services and Dancer Care -~ Dr. Jim Shave, Family Physician~Oncology -3 Dr. Kerstin Massman, Family Physician --~ Christie Cadatte, Physician Recruitment Coordinator -~ I7r. Brent E1sey, Family Physician -~ Dr. Stu Murdoch, Family Physician Tnwnshzpaft7ro-Medonr~~ b',rti~~~~°„ Plan f~ural Medicine Week Appendix 2 It was an exciting spring for the $arrie area. During the week of June 2 - 6~', 2007 the Barrie area hated 2 first y=ear medical students from the University of t~ttawa who came to see Barrie ftr~t hand and what their life could be like if they Sucre to choose to practice medicine in the li,~ rr-ie area. Rural I~f~~diciiu~ Week ~~~ is an initiative facilitated through the Rural Ontario IUledical Program (ROMP) in conjunction with local recruitment programs. Founded in 19811 by Collingcvood physician, Dr. Peter Wells, and funded byT the 1Vlinistry of health and Long term Care, the Rural Ontario Medical Program is based out of Collingwood Rural Medicine Week is designed for first year medical student to spend time away from their academic centre and experience a different type if family medicine; the scope of practice for a family doctor in a rural ar regional site is much broader than that of an urban ph~~sician. l~ first year medical students, RI~fi3U is often the first chance that learners have to e>;F~erience family medicine as it is practiced in the community. They achieve more hands-on e~~perience than would have previously received at their teaching centres because there are fewer learners at each site and each learner is given the opportunity to spend time one-on- one with their physician preceptor. During the course of RMW, learners are also exposed to social events and acti~~ities throughout the community that are designed to showcase the regions assets. While spending the entire week in the community and living with their preceptors, the learners see physicians balancing their office and hospital work with their family and social life. ~"he medical students partnered with over 15 of our physicians who mentored the students in real-time aspects of being a family practice physician. These physicians dedicated their professional time in their clinics and in the hospital as well as their personal time to spend with the learners. During the course of the week the students were exposed to family practice as well as specialty medicine at the Royal victoria Hospital. In addition, a variety of activities were planned throughout the week, which gacTe the students the opportunity to meet physicians and community leaders in a social environment, as well as educating them about the community and the wonderful resources that the Barrie area has to offer, We had a fixn-filled and exciting week, showcasing the best of Barrie and the surrounding region, Rural Medicine Week was great exposure for the participating medical students but it also provided an exciting opportunity for the community. This week long e~Tent is an important aspect of long term recruitment efforts. When learners are introduced to a community early in their training, they are more likely to return to that community for further training, and they will be more apt to consider that community for their permanent practice location. u kl N ~ ~l f ~ ~ u F d7 v 1 /i'r ~n II ! ~'- ~Lt.St #~.'SS ~i4t2 „_ r~~T~12)ZCiZ.x Funding --current fiscal year The information below sho«s the financial data for this current fiscal year (end September 2008) .Receipts Budgeted Actuat to date Se tember 30, 2007) C of Barrie T 70,000 Ra at Victoria tfaspital b6,000 Town of tnnisiit 30,000 Tawn of S rin ater T 0,000 Tawn of Ora-fviedante 75,000 t.osslCa Forward t 74,580.39 Other Sources 78,000 O eratin Fund Recruitment Sala 69,451.20 33,390A0 Administrative Su art 15,OOtT Office 5,000 2066.8b Advertisin 15,000 Promotion 20,000 1 b89.35 Recruitment Tours 25,000 6013.58 Recruitment Fund Physician Assistance 75,000 35,547.69 Medical Student Training 20,{)tTtT 12,b15.46 DFCM 25,000 Visits and Tours 40,000 10,043.50 Scholarship 5,000 5000.00 Retention 10,000 447.70 Reserve 34,129.14 1477.00 363,580.39 363,580.39 108,341.64 *Please not that our fiscal year runs from April 15` to March 31S` C~Lt~NGES NOTED • Recruitment Tours increase to X25,000 to allow for Recruitment Coordinator to attend more national recruitments fairs and conferences. • New line added for Department of Family & Community Medicine to assist with the marketing, recruitment and retentions of Family MedicuZe Residents. • Physician tours and visits increased to fund and allow for more second visits including: o Real Estate shopping o Identifying local office space opportunities o Hospital tours o Spousal support o Integration into the community o Travel expenses, accommodation, etc. 9 Tr~wnsh%ajOra-Medonte /l,r~iia~~,~l~1cXn Funding ~- proposed budget 2009/2010 Appendix 2 Operating Recruitment Coord. Salary costs X75,000 t~ffice ~ 10,000 Advertising ~~0 000 Promotion $15 000 Recruitment `L'ours $25,000 Administrative Assistant X15,000 Total Operating Fund $160,000 Recruitment & Retention Fund PhS=sician Assistance X75,000 Medical Student f Resident `I"raining Program X20,000 I~L~cI~~ X25,000 Visits and tours $40 000 h~edical Student Scholarship X5,000 Retention ~ 10,000 Website/Cantaet ~gmt. $5,000 Total Recruitment Fund $1$0,000 Total $340,000 l0 TawnshzpQfCJra-Medante Brr~~i~r<,~ l'l~ur :~hlrendix2 Funding 2009/2010 -~ III eQntributors 'I'he information below not c ~ t I ~ ~ t~_~ t al financial requests, including hospital, municipal, corporate and anticipated don;u ions. 'I`he Physician Recruitment Task Force proms ides all interested family physicians and family medicine residents with a comprehensive list of available places to practice throughout the entire region. Funding supports the overall program, including communit~T tours, medical student and resident training and physician recruitment tours that showcase all communities within our catchment area. The funding not only supports the recruitment of family physicians, but also of much needed specialists (that provide service primarily in a hospital setting) including medical oncologists, pediatricians and psychiatrists. t Confirmed Royal Victoria Hospital ~~100,000 yes City of Barrie X110,000 yes Town of lnnisfil $30,000 pending Township of Oro-Medonte X20,000 pending Township of Essa X20,000 pending Township of Springzvater X20,000 pending Other Sources ~40~00Q Total contribution X340,000 11 .~peardix 3 ~~;~~~~ TERMS C)F REFERENCE October 2007 TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Force TABLE OF CONTENTS TABLE OF GONTENTS SECTION 1 -PURPOSE SECTION 2 -GOAL SECTION 3 -OBJECTIVES SECTION 4 -TASK FORCE SECTION 5 -MEMBERSHIP SECTION 6 -MEMBER RESPONSIBILITIES SECTION 7 -MEETINGS SECTION 8 - AGCOUNTABILITY SECTION 9 -DECISION MAKING SECTION 10 -OFFICERS SEGTION 11 - PHYSIGIAN RECRUITMENT COORDINATOR SECTION 12 - COMMITTEEJWORKING GROUP STRUCTURE SECTION 13 -SIGNING AUTHORITY SECTION 14 -MINUTES SECTION 15 -EFFECTIVE DATE 2 3 3 3 4 5 6 6 7 7 7 9 9 10 10 11 -2- TERMS C)F REFERENCE -Barrie Area Physician Recruitment Task Force `~~ ~ w ~s ,. . g ~ ._. SECTION 1 -PURPOSE 1. The purpose of the Barrie Area Physician Recruitment Task Force (the "Task Force"} is to bring physicians, healthcare leaders, community leaders and municipal leaders together to develop and implement strategies to train, recruit, and retain physicians for: • The City of Barrie • The Town of Innisfil • The Township of Oro-Medonte • The Tawnship of Springwater • The Royal Victoria Hospital SECTION 2 -GOAL 1. The goal of the Task Force is to have an adequate supply of physicians for all residents in the communities, ultimately removing the area from the Ministry of Health and Lang Term Care's List of Areas Designated as Under-serviced (LADAU}. SECTION 3 -OBJECTIVES /ACTIONS 1. To develop and implement strategies to recruit family physicians for permanent practice and locum tenens opportunities in the communities served. 2. To support the Family Health Teams and other community based efforts designed to attract family physicians, 3. To develop and implement strategies to recruit specialists for permanent practice opportunities in the communities served within the Royal Victoria Hospital's catchment area. 4. To develop and implement strategies to encourage medical students and residents to seek training and permanent practice opportunities in the RVH Catchment area. 5. To develop and implement strategies to retain current family physicians and specialists 6. To pursue opportunities for fundraising for physician recruitment, training and retention, 7. To promote the efforts of the Task Force and inform key stakeholders of the communities served, through various media, provincial and municipal recruitment issues and initiatives. 8. To advocate to government and government agencies for initiatives that would increase the supply of physicians to the area. -3- TERMS C3F REFERENCE -Barrie Area Physician Recruitment Task Force SECTII?N 4 -TASK FARCE Role and Function The Task Force shall be responsible for: a. Making decisions on policy affecting the Task Force's initiatives b. Hiring of the Recruitment Caardinator c. Appointing committees or working groups as may be required to accomplish the work of the Task Force Confidentiality and Privacy of Information The Task Force and its members shall respect the confidentiality of all matters discussed at Task Force meetings and any other information and documentation to which one may have access to in the capacity as a Task Farce member, Standard of Care 3. Every Task Force member shall: a. Exercise the powers and discharge the duties of the Task Force honestly, in good faith, and in the best interests of the Task Farce; and, b. Exercise the degree of care, diligence and skill that a reasonable and prudent person would exercise in comparable circumstances. Conflict of Interest 4. Every Task Force member who has any direct or indirect interest in any contract or arrangement, or proposed contract or arrangement with the Task Farce shall disclose his or her interest as follows: a. Declare his or her interest at the first meeting of the Task Force after which he or she became interested or aware of any such interest; b. Request that his or her declaration be recorded in the minutes of the meeting; and, c. Not vote on any resolution or participate in any discussion with respect to the resolution concerning the contract or proposed contract or arrangement, Quorum 5. When items of issue are called to a vote, a quorum shall be a majority of the voting Task Force membership. Vacancies 6. Where a vacancy occurs within the General Members category, the Task Force may nominate a replacement, who shall hold office for the remainder of the term for which his or her predecessor was appointed. -4- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Force SECTION 5 -MEMBERSHIP Vofingr Members: 1. The voting members of the Task Force shall include: Organization Members {representatives appointed by the organization) 2 Royal Victoria Hospital Representatives; 2 City of Barrie Council Representatives; 1 City of Barrie Economic Development Department Representative; 1 Town/Township Representative (from each Township listed in Section 1); 1 Joint Representative far the area Chambers of Commerce; 1 Community Health Organization; 1 Rural Ontario Medical Program (ROMP) Representative -Regional Clinical Director; 1 Federal Member of Parliament Representative; and 1 Provincial Member of Parliament Representative, General Members (representatives appointed by the Task Force) 1 Physician Representative (Specialist); 2 Physician Representatives (Family Medicine}; 1 Physician Spouses Representative; 3 Citizen Volunteer Representative; Ex-Officio Members: 2. The ex-officio (non-voting members) of the Task Force shall include: 1 Administrative Representative of the Rural Ontario Medical Program (ROMP); 1 Physician Recruitment Coordinator Term of Office 3. The term of office for Organization Members shall be permanent unless one of the following situations arises. Written notice of the existence of any of these conditions must be provided to the Task Force for consideration: a. The goal of the Task Force has been reached and it ceases to exist; b. The organization chooses not to continue their membership in the Task Force; or c. The relationship is no longer desired by the Task Force. -5- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Farce `~ ~, 4. The term of office for General Members shall be far four years, concurrent with the municipal term of office. Removal from the Task Force 5. i1 member may, by majority vote, be removed from the Task Force if: a. The member is absent from three or more regular meetings during any calendar year without prior notice; b. The member breaches the provisions regarding conflict of interest or confidentiality and privacy of information; c, The member breaches the provisions regarding the Standard of Care referred to in these Terms of Reference and/or their behaviour is deemed harmful to the welfare or best interests of the Task Force. 6. If the Task Force so determines that a resignation is required, the Administrative Co-Chair shall provide written notice to the representative and request that the parent organization (if applicable} provide a replacement. Remuneration 7. No Task Force member shall receive remuneration in payment for services carried out in that capacity. 8. Task Farce members may be reimbursed for all reasonable, out-of-the-ordinary expenses relating to their functions as such. Reimbursement for any such expenses must be approved in advance by the Task Force. SECTION 6 -MEMBER RESPONSIBILITIES Individual Task Farce members shall: a. Promptly attend meetings; b. Send regrets to the meeting chair or Recruitment Coordinator if unable to attend meetings; c. Prepare for meetings by completing assigned tasks; d. Participate constructively in meetings by Hstening, questioning, discussing and brainstorming; e. Respect confidentiality; f. declare any conflict of interest; and g. Make decisions without bias in the best interest of the Task Force SECTION 7 -MEETINGS Regular Meetings 1. The Task Force and Committees will meet monthly. The Task Force may hold its meetings at any place within the communities served as it may from time to time determine. 2. Notice of such regular meetings shall be issued in accordance with these Terms of Reference. -6- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Farce ~',, ~_. Special Meetings 3. At the call of the Chair ar at the request of a majority of members, the Task Force may hold special meetings. 4. Notice of such special meetings shall be issued in accordance with the Terms of Reference of the Task force. Notice ai Meetings 5. Notice of meetings shall be provided by e-mail or directly by telephone at least twenty-four (24} hours prior to the date and time of the meeting; provided always that a meeting of Members may be held for any purpose on any date and at any time and at any place without notice, if all Members are present in person at the meeting or if all the absent Members shall have signified their assent in writing to such meeting being held. Notice of any meeting ar any irregularity in any meeting or in the notice thereof may be waived by any Member. 6. The accidental omission to give notice of any meeting ar the non-receipt of any notice by any persons shall not invalidate any resolution passed or any proceedings taken at any meeting. 7. The Task Force may appoint a day ar days in any month or months for regular meetings at an hour to be named. If regular meetings are scheduled, no additional notice is required. SECTION 8 -ACCOUNTABILITY 1. The Task Farce is accountable to its funding sources, which are the organizations listed in Section 1 and ultimately, to the patients and citizens of these communities. SECTION 9 -DECISION MAKING Decisions will be reached by a consensus or by a majority vote of quorum when consensus is not able to be reached. All decisions involving the strategic direction of the Task Force or involving the expenditure of funds in an amount greater than $1,000 (where the item is not previously approved within a category in the annual budget} shall require a vote and be duly recorded in the minutes as approved. In a situation where a decision is required immediately and the issue cannot wait to be addressed at the next regularly scheduled meeting, the Executive Committee can, via email or other means of communication, reach a decision based on either consensus or a majority vote. The record of the decision reached shall be recorded and reported on at the next regularly scheduled meeting. SECTION 14 -OFFICERS Election and Term The Task Force shall elect three Officers from amongst themselves for the positions of Administrative Ca-Chair, Physician Co-Chair, and Treasurer who shall serve for the current term of the Task Force ar until he or she is removed from office by resolution of the Task Force. Duties of the OfFcers The Administrative Co-Chair responsibilities include: a. Chair all meetings of the Task Force, when present in person and able; -7- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Force i. Ensure that decisions are made and actions are noted for follow-up; ii. Ensure a transparent and inclusive discussion; and iii. Call a vote when issues cannot be resolved by consensus b, Provide general supervision of the Recruitment Coordinator and oversight of the affairs of the Task Force; c, Be an official spokesperson for the Task Force to the media andtor other key stakeholders or delegate this responsibility from time to time as deemed fit; d. Perform any other duties, which the Task Force may, from time to time, assign. 3, The Physician Co-Chair responsibilities include: a. Be an official spokesperson far the Task Farce to the media and/or other key stakeholders; b. Provide applicable physician related expertise; and c. Perform the duties of the Administrative Co-Chair on an as-needed basis should they be unable to fulfill their duties. d. Perform any other duties, which the Task Farce may, from time to time, assign. 4. The Treasurer's responsibilities include: a. Cause to be kept and maintained the financial statements of the Task Force; b. Providing regular budget updates to the Task Force ce The preparation of any required annual reports and funding requests to funding bodies; d. Cause to be prepared and distributed the proposed annual budget on or before the first day of March in each year; e. Provide direction for physician incentive guidelines/policies and fundraising initiatives; f. Perform any other duties, which the Task Force may, from time to time, assign. -8- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Force ~~ SECTION 11 -PHYSICIAN RECRUITMENT COORDINATOR Appointment The Task Force, through an associated legal entity, shall hire or contract with a Recruitment Coordinator, and shall prescribe the duties of this position. 2. The Recruitment Coordinator shall report directly to the Task Force Administrative Co-Chair, who by virtue of that position shall be responsible to the Task Force for the activities of the Recruitment Coordinator. Any additional duties deemed to be desirable for the Recruitment Coordinator to action must be approved by either the Task Force at one of its meetings or the Task Force Administrative Co- Chair. Duties 4. Be the chief administrative officer and provide general management and execution of the policies and recruitment/retentian activities of the Task Force; 5. Be the senior staff position, responsible for the hiring and termination of all other staff; 6. Attend all meetings of the Task Force and be entitled to speak on all matters, without the right to vate; 7. Serve as a resource to all committees andlor work groups of the Task Force; 8. Fulfill the duties of the jab description, or List of Services as a contractor, as determined by the task Farce 9. Be an official spokesperson of the Task Force to the media and/or other key stakeholders, Remuneration and Evaluation 10. The Task Farce shall: a. Establish the remuneration far the Recruitment Coordinator through a resolution of the Task Force; and, b. Carry out a formal and written evaluation of the position of Recruitment Coordinator, within a mutually determined and agreed upon approach, process and time frame. The Administrative Co-Chair of the Task Force shall represent the Task Force in this matter. SEGTION 12 - COMMiTTEE/WORKING GROUP STRUCTURE The Task Force is an informal, action oriented group of like minded organizations and individuals working together towards a common goal. As such, a formal committee structure would stifle the creativity and activities of the Task Force. The Task Force instead utilizes a "working group" structure where a working group will be formed to develop or implement activities that support the Task Force's objectives. Typically, work groups may be formed within the following categories: Recruitment -such as attendance at recruitment fairs, physician tours, dinner meetings, follow up activities, etc. -9- TERMS OF REFERENCE -Barrie Area Physician Recruitment Task Force Retention --• such as initiatives that acknowledge existing physicians or bring physicians andlor their families together in social gatherings. Education -such as initiatives that encourage students (bath high school and university} to consider physician career choices as well as to assist in the provision of training opportunities for International Medical Graduates (IMGs} and other students. Public Relations -such as initiatives far promoting the work of the Task Force, keeping stakeholders informed, ar advocating to government agenciese 2. The Task Force shall designate a lead person for each working group who will provide regular updates to the Task Force and liaise on an as-needed basis with the Recruitment Coordinator. Notwithstanding Section 13, subsection (1 } above, the Task Force will have one formal committee; namely, the Executive Committee. The Executive Committee will be comprised of the three Officers of the Task Force and the Recruitment Coordinator and will be responsible for leading the strategic direction and day-ta-day activities of the Task Force. Ad Hoc CommitteelWorking Group Members: 4. The Task Force may appoint ad hoc (non-voting} members to any of its CommitteeslWarking Groups should such members be determined to be of strategic benefit to the Task Force far the particular initiative. 5. These members are to be chosen based upon the strategic value they provide to the Task Farce and will generally remain as Ad Hac Members until such time as either the goal of the Task FarcelCommittees has been reached or the relationship is no longer mutually beneficial. SECTION 13 -SIGNING AUTHORITY Three (3) persons shall have signing authority for the Task Force; the two Co-Chairs, and the Recruitment Coordinator. 2. Contracts, documents or any instruments in writing requiring the signature of the Task Force shall be signed by any two of the above noted officers and all contracts, documents and instruments in writing so signed shall be binding upon the Task Force without any further authorization or formality. The Task Force shall not bind the `host' legal entity without its consent. 3. Notwithstanding Section 13, subsection (2} above, the Task Force may provide special authorization for the Administrative Co-Chair, ar Recruitment Coordinator alone to enter into specific contracts and engagements required far the ordinary course of operations. 4. Notwithstanding Section 13, subsection (2) above, any written correspondence on the behalf of the Task Farce may be issued by the Recruitment Coordinator alone, or, if an behalf of a Working Committee,. co-signed by the Recruitment Coordinator and the lead person for the Workir7g Committee. 5. The Royal Victoria Hospital, acting as the current finance department for the Task Force shall sign all cheques issued in the name of the Task Force. SECTION 14 -MINUTES Minutes will be taken at each Task Force and Committee meeting for approval at the following meeting. -10- TERMS QF REFERENCE -Barrie Area Physician Recruitment Task Force SECTION 15 -EFFECTIVE DATE These Terms of Reference shall come into force and are effective immediately, subject to approval by the Members of the Task Farce at a regular meeting ar a special meeting called for that purpose, whichever occurs first. 2. PASSED by the Task Force this 6"' day of November, 20(17. -11- Springwater Library Baard Meeting 4ctaber 21, 2008 Midhurst Branch -'7pm Attendance• 1. Call to order: Katy Austin Marg Campbell Rosemary Johnston Donna Kenwell Claude Richardson Muriel Van Vugt Linda Collins, Council representative Reg Cowan, Council representative Reet Skelton, Chair Also present: Lynn Patkau, Chief Librarian Regrets: Dave Snedden ~~_;;,~. ~f`~.-Asn , ~._ ..~ ~ .~~~ r; Moved by: Rosemary Johnston Seconded by: Katy Austin 08-30 That the meeting of the Springwater Township Public Library Baard come to order at 7:04 p.m. Carried 2. Approval of the minutes: Moved by: Marg Campbell Seconded by: Linda Collins 08-31 That the minutes of the Springwater Township Public Library Board meeting held on September 9, 2008 be approved Carried 3. Matters arising from the minutes: a. Garden bench project -update: the bench should be here shortly. Site preparation should take place by the end of the week (weather permitting). Lynn will write a letter to Regal Monuments tomorrow expressing our strong concern aver the fang delay an the delivery of the bench. b. Rosemary, Donna and Lynn reported on the SOLS Policy Workshop in Gravenhurst which they attended on Sept. 20. c. Policies, as written to date, were reviewed and will be amended, Policy review will be considered an ongoing issue. d. Claude volunteered to bring some of his own art work to hang in the meeting room in the Midhurst branch. 4. Librarian's report: Lynn reviewed the printed report. Circulation of materials in September was up again almost IO~Ic~. The Minesing Hall is being renovated from (pct. 31 to November 5. It should not affect the library hours. S. Correspondence: a. County of Simcoe Library Co-operative -annual report for 2007 was passed around. 6. Accounts 1 Finance: a. Invoices: Moved by: Muriel Van Vugt Seconded bv: Donna Kenwell 08-32 That the following invoices on the Council cheque register be approved for payment: Sep. 30, 2008 - in the amount of $6,0811'7 Carried b. Budget for 2009: The draft budget was submitted to the Director of Finance. Linda proposed the budget sub-committee meet before next month's board meeting to finalize the library budget. 7. New business• a. Review of overdue fines. Lynn surveyed other libraries to see what their fines are. Moved by: Claude Richardson Seconded by. Katy Austin That the fines for overdue DVDs be reduced from $4 to $2 in keeping with other libraries in Simcoe County Defeated b. The SOLS Trustee Council meets in Victoria Harbour on Nov. 15. Donna and Muriel will be attending. c. Claude donated a copy of the Pioneer History of Midhurst to the library. d. Marg and Claude will send out the thank-you letters soon to those who may be interested in the historical project. 8. Next meeting: November 18 in Elmvale at 7pm 9. Adjournment: Mooed ~y: Reg Gowan 08-33 That the meeting of the Springwater Township Public Library Board adjourn at 8:45 p.m. Carried Minutes adopted November 18, 2008 (Board chair) From: Smith, Brian K. [mailta:Brian.Smith@simcoe.ca] Sent: Monday, December 01, 2008 11:44 PM Ta: bkane@tawnshipadjtos.an.ca; Trainor, Carol; Irwin, Daug; gmcdanald@town.newtecumseth.on.ca; hsander@tawnshipafsevern.eom; dluker@tiny.ea; mgallaway@essatawnship.an.ea; pnash@townafbwg.com; bcampbell@clearviewtwp.an.ca; athamas@tay.township.an.ca; tcaran~atawn.newtecumseth.on.ca; jcurrier@townafbwg.cam; Dunn, Rabin; wmbfax~townshipadjtas.on.ca; Grant, Winanne; slatham@tay.township.on.ca; smckenzie@clearviewtwp.on.ca; gmurphy@essatownship.on.ca; epetersan@townshipofsevern.com Cc: Nastasiuk, Mark; Daynard, Harald; bbiggs@tiny.ca; jsanders@tay.township.on.ca; Hudalin, Grant; Elliott, Craig; Hall, Gayle Subject: Rural Connections Application I am pleased to report that our application to the Rural Connections Broadband program has been approved and we are eligible for $1M in provincial funding to support the development of new infrastructure in our region. I have attached the provincial media release on the topic. I would like to hold an initial meeting of the Rural Connections steering committee an Dec 19 from 9:00 -11:00 a.m. at the County office to review the details of our application and discuss next steps. While I am very pleased that we have been successful in our funding award, there is much work ahead to put a vendor RFP together to determine the detailed technical design, as well as the various components of the outreach program. There is an expectation that all municipalities who were party to the application will commit a representative to attend the steering committee meetings and share in the work that lies ahead. 1 would ask that you confirm the attendance of a representative at the initial meeting on December 19. Let me know if you have any questions or concerns. Brian ------------------------------------------------------------------- Brian Smith Director of Information Technology County of Simcoe Phone: {705) 726-9300 x1188 FAX: (705) 726-8167 E-mail: rian,smithGsimcoe.ca Web: simcoe.ca ~"` a -- ,'"' l i Ministry of Agriculture, Food and Rural Affairs HIGH-SPEED INTERNET COMING TO SIMCQE CQUNTY McGuinty Government Supports Local Infrastructure Project NEWS November 28, 2008 The County of Simcoe is among 15 successful municipalities moving forward with plans to build local broadband infrastructure thanks to a partnership with the Ontario government. The Rural Connections Broadband Program provides funding to help rural municipalities build high-speed Internet projects in their communities. The program's goal is to bring broadband access to rural and remote areas currently under-serviced in southern Ontario. The province will provide funding for one-third of the approved eligible costs of the project. The County of Simcoe's project is eligible for $1 million. Broadband combines telecommunications infrastructure and service to deliver more Internet information at speeds far greater than dial-up service. QUOTES "This announcement will give our businesses, students and teachers, healthcare professionals and citizens the hi-tech tools they need to succeed and do business," said Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs. "I am delighted that the County of Simcoe and its municipal partners have brought forward a successful proposal which shows their commitment to community broadband expansion and to providing their citizens with the best technology possible." "The broadband development plan that we put forth will go a long way to closing the Internet service gaps that currently exist across the County," said County of Simcoe IT Director, Brian Smith. "With the tremendous growth occurring in our region, this is vital infrastructure to support both economic development and quality of li#e for our residents." QUICK FACTS ^ Today's announcement of 1 ~ new k~==°=~ladband ro`ects amounts to a provincial commitment of $8.8 million. In the next four years, the Ontario government will invest up to $30 million in rural partnerships which will build rural Ontario's broadband infrastructure. ^ The County of Simcoe collaborated with the Municipalities of Adjala-Tosorontio, Bradford West Gwillimbury, Clearview, Essa, New Tecumeth, Tay, Tiny, Severn, Springwater and Oro-Medonte on this project. `$ • In 2007, 18 projects marked the first wave of broadband infrastructure undertaken jointly by rural municipalities and the province. Thanks to the province's strategy, today's announcement brings the total to 33 projects. LEARN MORE About the Rural Connections Broadband Pragram Sherry Persaud, Minister's Office, 416-326-6439 ontario.calrural-news Brent Ross, Communications Branch, 416-326-9342 Disponibie en fran~ais ONTARIO'S LAKE COUNTRY BOARD (~F DIRECTORS MEETING Minutes of the meeting of the Board of Directors held at the Orillia CDC, on Tuesday, November 4, 2008 at 2:00 pm. PRESENT: Carol Benedetti, Roger Selman, Tara Woodward, Bruce Chappell, Shawn Binns, Ray Menagh, Kathryn Stephenson, Bill Duffy, Frank Coyle, Donna Hewitt, Craig Metcalf, Lynda Bidwell ABSENT: Andrei Kun, Steve Sanderson, John Britton, Linda Hilton, Dan Shilling 1. ADDITIONS TO THE AGENDA None. 2. APPROVAL OF MINUTES It was maned by Bill Duffy and seconded by Roy Menagh. "THAT the minutes of the Board meeting held on Wednesday, August 13, 2008 be approved as circulated." CARRIED 3. BUSINESS ARISING FROM THE MINUTES None. 4. LETTER OF RESIGNATION - It was moved by Bill Duffy and seconded by Roy Menagh "THAT the letter of Resignation as President, from Bruce Chappell, dated October 14, 2008, be accepted as presented with sincere appreciation." CARRIED 1 ~w~ ~. 5. FINANCIAL. REPORTS It was moved by Tara Woodward and seconded by Bill Duffy "THAT the September, 2008 monthly financial statements be approved as distributed." CARRIED Ontario's Lake Country bookkeeper, Christine Jarvis, will be invited to attend a future Board meeting to present the financial reports. 6. REVIEW COMMITTEE REPORT It was moved by Roy Menagh and seconded by Bill Duffy. "THAT the minutes of the Review Committee Meetings held on Friday, October 17, 2008 and Tuesday, October 21, 2008, be approved as circulated." CARRIED ?. BUSINESS ARISING FROM THE MINUTES • The following Marketing Plan has been prepared for sourcing out to The Marketing Group. This agreement will run far three months, to February 13, 2009, and will include the presentation to the Common Interest Group on November 19, 2008. • Kathryn Stephenson, Marketing Committee Chair, will liaise with Marian Parrott, of The Marketing Group. * All communications regarding marketing will filter through Kathryn 30 Day Plan Source out a 3 month marketing plan ~ Roadside signage - Membership recruitment Decals for members and supporters ~ Ads on Jackson Transport trucks (to possibly include a map) ~ Restructure the Board to include 7 - 9 Board Members ~ Board to include sectors of Accommodation, Ski, Golf, Marine, Arts & Culture, Trails, (possibly Retail and Dining), Common Interest representative and 2 at-large members Committee levels to be increased with a good cross section of members Funding plan -programs, identify sources 2 ,t „- 3 Month Plan - Summer marketing program/packages Sector meetings -Golf, Arts & Culture Costlfeasibility of on-line booking :~ Staffing -administrative cost/description ~ Long term marketing contract - Research media partnerslprojects 6 Month Plan - Hire staff - Implementation an-line booking Review ways and means of a sustainability Plan - Structural review-corporate sponsorship and program Implement summer plan Continue with sector meetings - Fa112009, Winter 2010 book at other DMC? and Economic Development Plans 12 Month Website - Audiol Video Component to be researched - Membership matures to 200-250 Website - On-line booking Component feasibility study with tracking system ~ Recruitment of media partners Annualized seasonal program and on- going corporate branding - Review ways and means of a sustainability Plan Develop a 3 year sustainability plan Develop a Destination Guide - It was moved by Roy Menagh and seconded by Bill Duffy "THAT the contract with The Marketing Group be approved as presented." Carried 8. SIGNATURE CHANGES WITH THE BANK • Frank will make arrangements at the bank to include his name for cheque signing authority and remove Bruce Chappell's name for cheque signing authority. 3 ~~ 9. DAY TO DAY OPERATIONS • Frank will meet with Christine Jarvis to review bookkeeping procedures. 10. CORRESPONDENCE • Marketing correspondence was distributed to Kathryn Stephenson, Marketing Committee Chair. 11.OTHER BUSINESS • Linda Hilton has requested removing herself from the Board level and serving on the Committee level on the Marketing Committee. • The CDC will be holding their Board Meeting on November 13, 2008. • The Marketing Group will be presenting to the Common Interest Committee on November 19, 2008, in the Council Chambers of the City of Orillia. • Ongoing reporting to our funding partners will include quarterly presentations as well as minutes of our board meetings. • Enquiry by Shawn Binns regarding the grant for our summer student. Kathryn will fallow up with Simcoe County Tourism (formerly Huronia Tourism Board). • The CDC has clarified the responsibilities far the relationship between the CDC and Ontario's Lake Country. • Carol Benedetti will assist Frank Coyle with the media event and press release for the Jim Wilson Chevrolet Minor Hockey Tournament kicking off at the Coldwater arena on Friday, November 7, 2008. Shawn Binns will assist with preparation of the press release. 12.IN CAMERA ~ It was moved by Roy Menagh and seconded by Bill Duffy "THAT the Board go In-Camera to discuss a personnel matter." - It was moved by Roy Menagh and seconded by Bill Duffy "THAT the Board Rise and Report from In-Camera." 4 ~ It was maned by Roy Menagh and seconded by Bill Duffy "THAT Lynda Bidwell be hired from September 2, 2008 to December 19, 2008, with conditions of emplayment outlined in a letter of offer of employment." The motion was defeated. ~ It was moved by Shawn Binns and seconded by Kathryn Stephenson "THAT Lynda Bidwell be hired from November 4, 2008 to December 19, 2008, with conditions of employment outlined in a letter of offer of employment." Carried • A letter will be drafted for ~ynda's signature. 13. NEXT MEETING/ADJOURNMENT Next meeting Friday, November 14, 2:00 pm Meeting adjourned Recorded by: Lynda Bidwell 5 ~, ONTARIO'S SAKE COUNTRY BOARD OF DIRECTORS MEETING Minutes of the meeting of the Board of Directors held at the Orillia CDC, on Friday, November 14, 2008, at 2:04 pm. PRESENT: Carol Benedetti, Roger Selman, Bruce Chappell, Ray Menagh, Kathryn Stephenson, Bill Duffy, Frank Coyle, Donna Hewitt, Lynda Bidwell ABSENT: Andrei Kun, Steve Sanderson, John Britton, Linda Hilton, Dan Shilling, Tara Woodward, Shawn Binns 1. ADDITIONS TO THE AGENDA None. 2. APPROVAL- OF MINUTES It was moved by Bill Duffy and seconded by Roy Menagh "THAT the minutes of the Board meeting held on Tuesday, November 4, 2008 be approved as circulated." CARRIED 3. BUSINESS ARISING FROM THE MINUTES None. 4. FINANCIAL. REPORT • September financial statements were presented at the Board meeting of November 4, 2008 • Ontario's Lake Country bookkeeper, Christine Jarvis, will be invited to attend the next board meeting to present the financial reports. 5. MARKETING COMMITTEE REPORT • Kathryn reported she has met with the Marketing Group to review progress of the marketing plan and the preparation for the Common Interest presentation • The Marketing Group are developing concrete timelines and programs with the programs having in place measurable successes 3 6. MEDIA RELEASE Carat Benedetti successfully prepared a media release far Ontario's Lake Gauntry opening ceremonies at the Coldwater arena for the Jim Wilson Chevrolet Minor Harkey Tournament, which took place on Friday, November 4, 2008. Great photos were taken and the article will be featured in Orillia Today's Huronia Business Times as well as the next issue of Snaps and North Simcoe News. Carol was thanked by the Chairman for an excellent jab on the Media Release. ?. MEMBERSHIP • Roy Menagh reported he visited businesses in the Coldwater area with Deputy Mayor Judith Cox. They distributed membership packages to aver 12 businesses in the area. 8. COMMON INTEREST PRESENTATION • Chairman, Frank Coyle, will be presenting on behalf of Ontario's Lake Country. He will then introduce Marion Parrot of the Marketing Group to present our Marketing Plan. 9. OTHER BUSINESS • The Marketing Group will be preparing the Fall Newsletter for members • Orillia Learning Centre have requested a speaker from Ontario's Lake Country to present on tourism in the area and also employment opportunities in the industry. Kathryn Stephenson volunteered to follow up with this. 10. NEXT MEETING/ADJOURNMENT Next meeting Friday, November 28, 2008, at 2:00 pm Meeting adjourned Recorder: Lynda Bidwell 2 ~_ NOTTAWASAGA VALLEY CONSERVATION AUTHORITY A~A~;q ` BOARD OF DIRECTORS MEETING 09/08 z4~ ~< Friday October 17, 2008 ,: MINUTES Location:Tiffin Centre for Conservation -John L. Jose Environmental Learning Centre PRESENT: Chair: Fred Nix Town of Mono Vice Chair: Walter Benotto Town of Shelburne Members: Sand Anew Townshi of Ora-Medonte Rick Archdekin Town of Wasa a Beach Ma Brett Townshi of Ad'ala-Tosarontio Orville Brawn Townshi of Clearview Re Cowan Townshi of S rin water Jahn Crawford Townshi of Oro-Medonte Tom Elliott Townshi of S rin water John McKean Town of the Blue Mountains Rick Milne Town of New Tecumseth arrived at 9:45 a.m. fiord Mont ome Townshi of Mulmur Brian Mullin Munici alit of Gre Hi blonds Cal Patterson Town of Wasa a Beach Joan Sutherland Town of New Tecumseth Bill Van Berkel Town of Innisfil Bar Ward Cit of Barrie Robert Walker Townshi of Clearview Perc Wa Townshi of Amaranth REGRETS: Chris Carrier Tawn of Collin woad Ter Dowdall Townshi of Essa Sann Fole Town of Collin wood Ran Henderson Townshi of Essa Richard Flo {d Cit of Barrie Gar Matthews Townshi of Melancthon Ran Sim son Tawn of Bradford West Gwillimbu STAFF PRESENT: CAO/Secretary-Treasure r Manager of Administration and Human Resources Communications/Public Relations Assistant Director of Land & Water Stewardship Services Acting Director of Planning Director of Engineering Hydrogeologist/Source Protection Coordinator Wayne Wilson Susan Richards Kim Garraway Byron Wesson Chris Hibberd Glenn Switzer Ryan Post RECORDER: Executive Assistant Laurie Barron BOARD OF DIRECTORS MINUTES MEETING No: 09108 17 October, 2008 Page 2 of 6 1. CALL TO ORDER Chair Nix called the meeting to order at 9:00 a.m. ANNOUNCEMENTS Chair Nix made the following announcements: Richard Lloyd, representative for the City of Barrie will be resigning from the Board of Directors effective Dec 31/08. Gerald Poisson will be joining the Board of Directors representing the City of Barrie effective January 1/08. An Evening of Thanks will be held an November 12/08 at the Jahn Hix Learning Centre to recognize the many partners that assist the NVCA. Board Members were encouraged to nominate a member of their community who they feel should be recognized far their efforts. The Healthy Waters Review Committee will select three individuals to receive a Conservation Champion Award and one Youth Award. The Evening of Thanks will be by invitation only as space is limited. The Planning Department will host a Planning Roles and Responsibility Workshop on November 13/08 from 8:30a.m. to 12:00 Noon. This workshop is intended for Municipal Planning, Building and Works Department staff and Municipal Council. Invitations have been mailed to the municipalities in the NVCA's watershed. 2. MOTION TO ADOPT AGENDA RES.#1 MOVED BY: Bill Van Berkel SECONDED BY: Reg Cowan RESOLVED THAT: The Agenda far Board of Directors Meeting #09/08, dated 17 October, 2008, be adopted. Carried; 3. PECUNIARY INTEREST DECLARATION None declared 4. MINUTES 4.1 Minutes of the Board of Directors Meeting 08108, dated 12 September, 2008. RES.#2 MOVED BY: Reg Cowan SECONDED BY: Bill Van Berkel RESOLVED THAT: The Minutes of the Board of Directors Meeting 08/08 dated 12 September, 2008 be approved. Carried; 4.2 Draft Minutes of the Nottawasaga Valley Source Protection Authority (NVSPA) 04/08, dated 12 September, 2008 RES.#3 MOVED BY:BiII Van Berkel SECONDED BY: Reg Cowan RESOLVED THAT: The Draft Minutes of the Nottawasaga Valley Source Protection Authority (NVSPA} 04/08, dated 12 September 2008 be received. Carried; BOARD OF DIRECTORS MINUTES MEETING No: 09/08 17 October, 2008 Page 3 of 6 4.3 Draft Minutes of the Executive 10!08, dated 26 September, 2008. RES.#4 MOVED BY: Sandy Agnew SECONDED BY: Gord Montgomery RESOLVED THAT: The Draft Minutes of the Executive Meeting 10108, dated 26 September, 200$ be received. Carried; 5. BUSINESS ARISING FROM MINUTES 5.1 Mary Brett, member representing Adjala-Tosorontio asked a question of clarification regarding item 10.1 of the Sept 26/08 Executive Minutes i.e., would the Conservation Authority be required to contribute financially to the Innisfil Creek Study Proposal. Glenn Switzer, Director of Engineering and Technical Services advised that the study would be funded with grant money through the Ontario Geological Survey, Ministry of Northern Development and Mines. 5.2 Chair Nix advised that Ryan Past, Hydrogeologist/Source Protection Coordinator would be presenting the Dufferin Headwater Pilot Update at this Oct 17/0$ meeting of the Board of Directors rather than the next meeting of the Nottawasaga Valley Source Protection Authority, as noted in the NVSPA minutes of Sept 12/08. STAFF REPORTS 6. REPORT OF THE DIRECTOR OF PLANNING 6.1 Permits for Ratification RES.#5 MOVED BY: Gord Montgomery SECONDED BY: Sandy Agnew RESOLVED THAT: The Permits/Approvals issued by staff far the period September 3, 2008 to September 29, 2008 be approved. Carried; 7. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES AND THE COMMUNICATION/PR ASSISTANT 7.1 Communications Report -September, 2008 RES.#6 MOVED BY: Gard Montgomery SECONDED BY: John McKean RESOLVED THAT: The Communications report for the months of September, 2008 be received. Carried; 8. REPORT OF THE CAO/SECRETARY TREASURER 8.1 Financial Report -Statement of Operations Summary far the Period ending August 31, be received. RES.#7 MOVED BY: Rick Archdekin SECONDED BY: John McKean RESOLVED THAT: The Statement of Operations Summary for the Period ending August 31, 2008 be received. Carried; BOARD OF DIRECTORS MINUTES MEETING Na: 09108 17 October, 2008 Page 4 of 6 tick Milne, member from the Town of New Tecumsefh arrived at 9:45 a. m. 8.2 Preliminary 2009 Budget The CAO1Secretary-Treasurer provided an overview of the preliminary budget report. Ta be discussed further at each Advisory Cammittee. RES.#8 MOVED BY: Percy Way SECONDED BY: Rick Archdekin RESOLVED THAT: Each NVCA Advisory Cammittee review the Preliminary 2009 Budget dated October 7, 2008, focusing on relevant program areas and provide recommendations to the Executive for preparation of the Draft 2009 budget for review at the November 2$, 2008 NVCA Board of Directors meeting. Carried; 9. REPORT OF THE GHAIR 9.1 Notes of the Conservation Ontario Meeting -October 6J08 The notes were provided for the information of the Board of Directors. 9.2 Lake Simcoe Protection Act The Chair noted that, at the Conservation Ontario meeting, there was general support far the intent of the Lake Simcoe Protection Act but that there was a concern that the Act would lead to unnecessary duplication of powers that already existed. RES.#9 MOVED BY: Tom Elliott SECONDED BY: Orville Brown RESOLVED THAT: The NVCA Board of Directors supports the following Conservation Ontario resolution regarding the proposed Lake Simcoe Protecfion Act' C.W. #38/08 Moved by: Mark Burnham Seconded by: Tom Prouf WHEREAS: Alt CAs are in full agreement that the best way to protect and restore the ecological health of the Lake Simcoe Watershed is through an integrated watershed management plan; and WHEREAS: Conservation Authorities are watershed-based resource management agencr`es, enabled through Sections 20 and 21 of the Conservation Authorities Act to coordinate and lead watershed management plans and programs, locally; and WHEREAS: Conservation Ontario has very serious concerns with the potential for dupliaation, overlap and inefficiencies created by the current draft of the legislation; therefore, BE lT RESOLVED: That Conservation Ontario supports the Lake Simcoe Protection Act in principle subject to amendments being made to Bill 99 and the Conservation Authorities Act to remove duplication; and, THAT: Conservation Ontario supports that the implementation of Bill 99 must support and acknowledge the significant role of the CA; and, FURTHERMORE: That the Association of Municipalities of Ontario, and all CA Boards be notified of this resolution for their support and so inform their local MPPs. Unanimously Carried; BOARD OF DIRECTORS MINUTES MEETING No: 09108 17 October, 2008 Page 5 of 6 10. NEW BUSINESS None Hated 11. CORRESPONDENCE {a} Thank you note from Sharon Sheffer re: Donation in memory of George Sheffer. (b) Conservation Ontario re: 2008 Levy Rates for Conservation Authorities (c) Conservation Ontario dated August 15, 2008 re: Proposed Lake Simcoe Act (response to the Ministry of the Environment from W.Wilson CAO/Secretary- Treasurer dated August 6108 regarding the EBR Registry of the proposed Lake Simcoe Acf) (minutes from Conservation Ontario dated Sept 26108 regarding the proposed Lake Simcoe Act) (d) Letter copied to the NVCA re: Avalon Orchards to Mayor Jackson and Council, Town of Innisfil dated Aug 29/08 re: Wind Turbine site adjacent to the Orchard property. {e) Blue Mountain Watershed Trust dated Sept 2/08 re; recognition sent to the Minister of Municipal Affairs and Housing re: Plan for growing the greenbelt. (f) Conservation Ontario dated Sept 4108 re: Review of Non-Conservation Authority Members (Associate Membership) and Proposal to amend Conservation Ontario By-laws. (g) Ausable Bayfield Conservation Authority dated Sept 4/08 re: International Upper Great Lakes Study. (h) Ducks Unlimited Canada dated Sept 8/08 re: publication "Natural Heritage Planning News". {i) Blue Mountain Watershed Trust dated Sept 10/08 re: letter to the Minister of Fisheries and Oceans and Minister of Natural Resources regarding Shoreline Development and its Impact on Ecological Features (Particularly on South Georgian Bay} {j} Credit Valley Conservation dated Sept 12/08 to the Minister of Natural Resources review of Sept 4108 meeting to discuss mutual natural environmental goals. (k) Conservation Ontario Council dated Sept 23108 re: 2009 Provincial Transfer Payments Shortfall update. (I) Conservation Ontario Council dated Sept 26/08 re: Trees Ontario Partnership update. (m} Conservation Ontario Council dated Sept 26/08 re: 2007 CA Statistic Survey Summary. BOARD OF DIRECTORS MINUTES MEETING No: 09/08 17 October, 2008 Page 6 of 6 (n} Minister of Natural Resources received dated Sept 29108 re: Opportunity for the MNR and Conservation Authorities to work together in studying and understanding climate change. (a} Letter of congratulations to Chris Hibberd who has been appointed the position of Director of Planning with the NVCA. (p} Conservation Authorities Moraine Coalition dated Oct 2/08 re: Ecological Land Classification Program for Southern Ontario. RES.#10 MOVED BY: Orville Brawn SECONDED BY: Tam Elliott RESOLVED THAT: Correspondence not specifically dealt with be placed an file. Garried; STAFF PRESENTATION Dufferin Headwaters Source Water Protection Pilot Update Ryan Post, HydrogeolagistlSource Protection Coordinator provided a summary presentation an the Dufferin Headwaters Source Protection Pilot Project. The Pilot Study contains the Headwaters of the Grand River, the Nottawasaga River and the Credit River. The Objective of the Study is to aid in the implementation of source protection plans where multiple source protection plans occur within one municipality by addressing cross boundary mapping issues, communication issues and municipal capacity challenges. This information will assist in the development of province-wide applicable tools and recommendations that can be employed in other similar situations. FUTURE MEETINGS EXECUTIVE COMMITTEE -October 24, 2008 BOARD OF DIRECTORS -November 28, 2008 ADJOURN TO ADVISORY COMMITTEES RES#11 MOVED BY: Tom Elliott SECONDED BY: Orville Brawn RESOVLED THAT: This meeting adjourn at 11:00 a.m. to meet again at the call of the Chair. Carried; ORIGINAL SIGNED BY Fred Nix, N.V.C.A. Chair ORIGINAL SIGNED BY Wayne R. Wilson, CAO/Secretary-Treasurer Dated this 28 day of November , 2008 '. .. ~~:. :~ r ~. - ' NOTTAWASAGA VALLEY CONSERVATION AUTHORITY ,. ~~~~~`~~~ MEETINGS HIGHLIGHTS NVCA BOARD ©F DIRECTORS MEETING - No. 10/08 November 28 2008 9:30 a.m. #4LCf~t~N1Tf~3N ~~ °tC?UlitC3 ~~fV5~~2V~T1f3N ~'~~f"~ s °"'.°°. ~ :BLS F'~~.~,~~~ G~A~(.IAT~ Shannon Stephens, NVCA Healthy Waters Program Coordinator, graduated from the Young Conservation Professionals Program at the t_atornell symposium. Shannon briefed the Board of Directors an the program and the benefits she gained from participating. Shannon was the third consecutive NVCA employee to be accepted into the annual program. SC!-fDCC.~C.~` ~ f _ , '-- :`., a t; AAdt7 DtIL~: '~9'a T J,'EL.ATt) ES ~'9~t5~'L7 F()R 2(t9 The Board of Directors approved a revised 2009 planning fee schedule which diversifies fees to better reflect the associated workload of NVCA staff. There are new fees for site visits, official plan reviews, as well as three categories and associated fees far site plans -minor, intermediate and major. These fees are generally consistent with fees charged by neighbouring Conservation Authorities for similar services. Member municipalities are exempt from these fees as these services are included in the general levy. L7RAI~T 2(Jt~9 8t1t~G1' 7`C3 E C:IRCLlLAT® TC~ ~ ,-`''3~.: '~'<.'~m `°:9PAL/T15 Each Advisory Committee Chair and Program Director presented an overview to the Board of their draft 2009 budget. Some highlights include: • The Planning Program's user fee revenue is projected to decrease by approximately $310,000 in 2009 over 2008, due to the current economic slowdown. It would require a 17.2°l0 levy increase to address this funding pressure alone. Staff were able to address 70% of this shortfall in the proposed 2009 budget by reducing operating and staffing costs in several ways. This reflected the Board Members' deliberation on how best to balance a reasonable level of levy increase with the pressures to provide an acceptable level of conservation services to our member municipalities and residents. • $320,000 of provincially-funded landowner grants to protect and improve drinking water is included in the 2009 Land & Stewardship proposed budget. This budget includes stewardship staff support required to deliver this program. The Board of Directors approved the draft 2009 budget, with a 6.06% levy increase over 2008, for circulation to the 18 member municipalities for review. The proposed budget includes a $20,000 Corporate Contingency Fund to help address the high level of 2009 planning revenue uncertainties. Members will vote on the budget at the February 13, 2009 Board of Directors meeting. Future Meetings and Events Dec. 19 -Executive Committee meeting Jan. 9, 2009 -Board of Directors final 2008 meeting, as well as 2009 AGM, including elections For more information contact: Wayne R. Wilson, CAO/Secretary Treasurer 705-424-1479, ext. 225, THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2008-109 A By-law to Govern the Proceedings of Council and GommitteeslTechnical Support Groups of Council in the Township of Ora-Medonte and to Repeal By-law No. 2007-136 WHEREAS the Township of Ora-Medonte By-law Na. 2007-136, being a by-law to govern the proceedings of Council and Committees of Council in the Township of Oro- Medante was passed under the authority of the Municipal Acf, 2007, S.Q. 200, c.25, Section 238{2); AND WHEREAS the Council of the Corporation of the Township of Oro-Medonte deems it expedient to repeal By-law No. 2007-136 sa that Council may reflect the current practices, procedures and statutory requirements of Council and Committees of Council; AND WHEREAS Section 238{2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shah pass a procedure by-law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238{2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by-law shall provided for public notice of meetings; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the proceedings of Council and its CommitteeslTechnical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A", attached hereto and forming part of this by-law. 2. That the current edition of "Robert's Rules of Order Newly Revised" shall be the basis of interpretation of questions of procedure or order not provided for in Schedule "A". 3. That should any section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by-law as a whole ar any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by-law shall take precedence. 4. That this by-law may be cited as the "Procedural By-law". 5. That By-law No. 2007-136 is hereby repealed in its entirety. 6. This by-law shall take effect on the 1St day of January, 2009. BY-LAW READ A FIRST AND SECOND TIME THIS 10T" DAY OF DECEMBER, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF zao8. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin ~~ __ ~ G Schedule "A" fo ay-law No. 2008-109 Page 2 of 20 Schedule "A" to By-law No. 2008-109 for The Corporation of the Township of Oro-Medonte INDEX 1.0 DEFINITIONS 2.0 NOTICE OF MEETING 3.0 GALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of GouncillCommittee of the Whole 3.3 Council Meetings -Special 3.4 Committee of the Whale Meetings 3.5 Time Meetings to Commence 3.6 Time Meetings to Adjourn 4.0 QUORUM 4.1 ©uorum -Cauncil/Committee of the Whole 4.2 Quorum - StandinglAd Hoc Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Nan-Attendance - StandingtAd Hoc Committees or Technical Support Groups of Cauncil 5.0 OPE N AND CLOSED MEETINGS -GENERAL 5.1 Open Meetings 5.2 Closed Meetings (In-Camera} 6.0 HEA D OF COUNCIL 6.1 Chairperson -Council 6.2 Duties of Head of Council 6.3 Vacate the Chair -Head of Council 6.4 Absence from Council Meeting T.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE 7.1 Duties of Chairperson of Committee of the Whole 7.2 Vacate the Chair -Chairperson of Cammittee of the Whole 7.3 Absence from Committee of the Whole Meeting 8,0 CHAIRPERSON - STANDINGIAD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 8.1 Absence from StandinglAd Hoc Committee or Technical Support Group Meeting 9.0 CONDUCT 9.1 Conduct -Members of Cauncil 9.2 Ganduct -Members of the Public 10.0 RULES OF DEBATE 10.1 Rules of Debate -Head of CouncillChairpersan 10.2 Rules of Debate -Members 10.3 Rules of Debate - In CouncillCommittee of the Whole 11.0 VOTING 11.1 Voting -Head of Council 11.2 Voting - Chairperson of Committee of the Whole 11.3 Voting -Chairperson of StandinglAd Hoc Committee or Technical Support Group of Cauncil 11.4 Voting on Questions 11.5 Failure to Vote 11.6 Appeal of Declaration of Result 11.7 Equality of Votes 11.8 Recorded Vate 11.9 Voting -Closed Meeting v. `° Schedule "A" to By-Iaw Na. 2008-109 Page 3 of 20 12.4 MOTIONSlRECOMMENDATIONS 12.1 MotionslRecommendations -General 12.2 Withdrawal of a Motion 12.3 Motion to Amend 12.4 Notice of Motion 12.5 Motion to Reconsider 13.4 AGENDA AND MINUTES 13.1 Council Agenda 13.2 Committee Agenda 13.3 Minutes -Council and Committee 14.0 PUS~IC MEETINGSlPUBLIC INFORMATION SESSIONS 15.0 PETITIONS AND COMMUNICATIONS 16.0 DEPUTATIONSlDE~EGATIONS 17.0 t3Y-LAWS 18.4 STANDINGlAD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 19.4 CODE OF CONDUCT FOR STANDINGIAD HOC COMMITTEES OR TECHNICAL. SUPPORT GROUP APPOINTEES 24.4 CONFIRMATION BY-LAW 21.4 SUSPENSiONlAMENDMENT OF PROCEDURE Schedule "A" to By-law No. 20Q$-109 Page 4 of 2Q SCNEDU~E `A' TO BY-LAW NO.2Q07-136 1.0 DEFINITItJNS That in this By-law: a) "Committee" means an advisory committee of Council or similar entity, but does not include the Committee of the Whole. b) "Agenda" means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. c) "Addendum" means a list of all items to be added to the agenda to be considered by the Council/Committee at the meeting far which the agenda was published. d) "Chair" means the person presiding over a meeting of a Council or CommitteeJTechnical Support Group. e) "Clerk" means the Clerk of the Township of Oro-Medonte or the Deputy Clerk acting in the capacity of the Clerk in his/her absence. f) "Committee of the Whole" means all members of Council present at a meeting sitting as Committee of the Whole. g) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be transferred to the regular agenda for consideration upon the request of a member. h) "Council" means the Councii of The Corporation of the Township of Oro- Medonte. i) "DeputationlDelegation" means a person or group of persons who address Council on behalf of an individual or a group for the purpose of making a presentation to Council. j) "Head of Council" means the Mayor of The Corporation of the Township of Oro-Medonte ar the Deputy Mayor acting in the capacity of the Mayor in his/her absence. k) "Holiday" means: (i) any holiday as defined in the Section 88 of the t_egislation Act, 2006. S.O. 2006, c.21, Sched. F, (ii) any day proclaimed by the Head of the Council as a Civic Holiday. I) "Improper Language" means the use of profane, indecent or obscene language. m) "In Camera" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. n) "focal Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. o) "Meeting" means any regular, special, committee or other meeting of Council, or a local board or of a committee of either of them. p) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. q) "Notice of Motion" means an advance notice to members of a matter on which Council will be asked to take a position. r) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. Schedule "A" to By-law No. 2Q08-109 Page 5 of 20 s} "Resident" means an individual who resides or rents/owns property within the boundaries of the Township. t} "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. u) "Technical Support Group" means an advisory committee where less than 50 per cent of the members are members of Council of the Township of Oro- Medonte. v} °Township" means The Carporation of the Township of Oro-Medonte. 2.t) Nt}TICE t)F MEETING a) The Clerk shall ensure that the agenda for each regular meeting of Council and Committee of the Whole shad be posted to the Township website on the morning of the first business day of the week of the meeting. b} Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) The Mayor or Chairperson may, if it appears that a storm or like occurrence will prevent the members from attending a meeting, postpone that meeting by advising the Clerk and as many members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. d} The Clerk, or designate, shad provide notice of cancellation to Council, Staff, Media and all other interested parties a minimum of two (2} hours in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p.m. an the first Tuesday of December following a regular election. b} The Mayor-elect and Clerk shall be responsible for the location, content and format of the agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. 3.2 Regular Meeting Schedule of CouncillCommittee of the Whole The regular schedule of meetings for the Council of The Carporation of the Township of Oro-Medonte shall be: a) Council Meetings on the second and fourth Wednesday of each month (except January, July, August and December - as defined further in this section) commencing at 7;00 p.m. or on such other day as may be determined from time to time by resolution of Council. b) Committee of the Whole Meetings on the first and third Wednesday (except January, July, August and December - as defined further in this section) of each month commencing at 9:00 a.m. or on such other day as may be determined from time to time by resolution of Council. Schedule `A" to By-law No. 2008-109 Page 6 of 20 c} During the month of January, meetings shall be held as follows: i} There shall be no meeting the first Wednesday of the month; ii) Council meetings shall be held on the second and fourth Wednesday of the month commencing at 7:00 p.m. iii} A Committee of the Whole meeting shall be held on the third Wednesday of the month commencing at 9:00 a.m. d} During the months of July and August, a Committee of the Whole, followed by a Special Council meeting, to ratify the decisions of the Committee of the Whole, shall be held on the Wednesday of the week, in which the 15tt' day falls between Sunday and Saturday, commencing at 9:00 a.m. e) During the month of December, meetings shall be held as follows: i) A Committee of the Whole meeting shall be held on the first Wednesday of the month commencing at 9:00 a.m. ii) A Council meeting shall be held on the second Wednesday of the month commencing at 7:00 p.m. iii) A Committee of the Whole, followed by a Special Council meeting, to ratify the decisions of the Committee of the Whole, shall be held on the third Wednesday of the month commencing at 9:00 a.m. iv) There shall be no meeting the fourth Wednesday of the month. f} Meetings of the GounciliCommittee of the Whole shall be held at the Township of Oro-Medonte Administration Centre, 148 Line 7 South, Oro or any other location within the municipality otherwise designated from time to time for such purposes. g} In the event that the day scheduled for a regular Council or Committee of the Whole meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1St day thereafter, unless otherwise provided by resolution of Council. h} Where a Regular meeting of Counci! or Committee of the Whole is to be held at a time, day or place other than as set out in this Section, Council shall give notice, at least 48 hours in advance of such meeting, by publication on the Township website, and if deemed appropriate by the Clerk, in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. 3.3 Council Meetings -Special a) The Mayor may, at any time, summon a Special Meeting of the Council. b} Upon receipt of a petition of the majority of the Members of Council, the Clerk shall summon a Special Meeting for the purpose and at the time mentioned in the petition. c) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or agenda. d) Notice of a Special Meeting of Council shall be delivered to all members of Council at least one calendar day before the date established for the Special Meeting. 3.4 Committee of the Whole Meetings a} The rules governing the procedure of Council and the conduct of Members in Council shall be observed in Committee of the Whole so far as they are applicable. Schedule "A" to By-law No. 200$-108 Page 7 of 20 3.5 Time Meetings to Commence As soon after the hour fixed for the Gouncil/Committee of the Whole or Gommittee/Technical Support Group meeting as there is a quorum present, the Head of Council or Ghairperson shall take the chair and call the Members to order. 3.6 Time Meetings to Adjourn a) Day meetings shall adjourn at 1:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. b} Night meetings shall adjourn at 11:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. 4.0 QUORUM 4.1 Quorum - CounciUCommittee of the Whole a) Four {4} Members of Gouncil shall constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. 4.2 quorum - Standing/Ad Hoc Committees or Technical Support Groups of Council a) A majority of the whole number of members required to constitute the Gommittee or Technical Support Group shall be necessary to form a quorum {one-half the number of members + one). b) Where quorum is not present within thirty minutes of the time appointed far a meeting, the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Ghairperson for which 48 hours notice is given to all committee or technical support group members. 4.3 Attendance Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a member shall only participate in the discussion at the invitation of the Chairperson. Such attendance at the CommitteelTechnical Support Group meeting shall be at the member's own discretion and without per diem. 4.4 Non-Attendance -StandinglAd Hoc Committees or Technical Support Groups of Council a) The seat of a member of StandinglAd Hoc Committee or Technical Support Group shall be declared vacant if the member is absent for three {3) consecutive meetings, without prior approval from Council, with the exception of illness/health reasons. b) If that person is prepared to show just cause why they should remain on the Standing/Ad Hoc Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. c) Members of a StandinglAd Hoc Committee or Technical Support Group are required to inform the Clerk's office of any anticipated, but unavoidable, absences from upcoming meetings. ~- Schedule "A" to By-law Na 2Q08-109 Pag€ 8 cat 20 5.t) 5.1 5.2 OPEN AND CLOSED MEETINGS - GENERAt_ Open Meetings All meetings of Council/Committee of the Whole and all meetings of any CommitteeslTechnical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2_ Closed Meetings (In-Camera) a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates ta: i) the security of the property of the municipality; ii) personal matters about an identrfiable individual, including municipal employees; iii} the proposed ar pending acquisitionldisposition of land by the municipality; iv) labour relations or employee negotiations; v} litigation or potential litigation affecting the municipality, including matters before administrative tribunals; vi} advice that is subject to solicitor-client privilege, including communications necessary far that purpose; vii} a matter in respect of which a council, committee or other body may hold a closed meeting under another Act; viii} the consideration of a request under the Municipai Freedom of tnformafion acrd Protection to Privacy Act, if the Council is designated as the head of the institution for the purposes of the Act; ix} The education or training of the members; provided that no member discusses ar otherwise deals with any matter in a way that materially advances the business or decision making of the Council or committee. 6.0 6.1 6.2 b) Before all or part of a meeting is closed to the public, the Members shall state by resolution: i} the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii} in the case of a meeting under Section 239(3.1), Education or training sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. HEAD OF COUNCIL. Chairperson -Council The Head of Council shall assume the duties of Chairperson during Council Meetings. Duties of Head of Council a) The Head of Gouncil shall preserve order and decorum, decide questions of order (subject to an appeal to the Council by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable to the case, if called upon to do so. b) To open the meeting of Council by taking the chair and calling the Members to order. ~, .~. ~h ~. Schedule "A" to By-law No. 2008-109 Page 9 of 20 c) To announce the business before the Council in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members of Council. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members, within the rules of order, when engaged in debate. h) To enforce, an all occasions, the conduct of the Members. i} To expel any person for improper conduct. j} To call by name any Member persisting in breach of the rules of order of the Council, thereby ordering him/her to vacate the Council Chamber. k} To receive all messages and other communications and announce them to the Council. I) To authenticate, by hislher signature when necessary, all by-laws, resolutions and minutes of the Council. m) To represent and support the Council, declaring its decision in all things. n) To ensure that the decisions of Council are in conformity with the laws and by-laws governing activities of the Council. o) To adjourn the meeting when the business is concluded. p) Ta adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber. 6.3 Vacate the Ghair -Head of Gouncil a) If the Head of Council desires to introduce a motion or by-law, he/she shall leave the Chair for that purpose only, and shall call on another Member of Council to fill hislher place until helshe resumes the Chair. b) A motion in Council that the Head of Council leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. 6,4 Absence from Gouncil Meeting a} In the absence of the Head of Council, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. b) When the Chair is vacated by the Head of Gouncil, the Deputy Mayor shall assume the Chair and shad preside during the meeting until the return of the Head of Council. N Schedule "A" to By-law No, 2008-109 Page to of 2fl c) While presiding, the Deputy Mayor or Chairperson chosen by Council shall have all the powers of the Nead of Council and shall be entitled to vote as a Member. 7.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE The Head of Council shall assume the duties of Chairperson during Committee of the Whole Meetings. 7.1 Duties of Chairperson of Committee of the Whole The Chairperson of Committee of the Whole shall maintain order in the Committee and report the proceedings to the Council. 7.2 Vacate the Chair -Chairperson of Committee of the Whole a) During Committee of the Whole Meetings, the Chairperson may appoint a member of the Committee to take the Chair, and the Chairperson may then vacate the chair. b) A motion in Committee of the Whole that the Chairperson leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. 7.3 Absence from Committee of the Whole Meeting a} In the absence of the Mayor/Chairperson, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the MayorlChairperson. In the absence of the Mayor and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Mayor or Deputy Mayor. b} While presiding, the Deputy Mayor or Chairperson chosen by Committee of the Whole shall have all the powers of the MayorlChairperson and shall be entitled to vote as a Member. c} The Mayor/Head of Council may designate any Member of Council to act as Chairperson. While presiding, the Chairperson shall have all of the powers of the Mayor/Chairperson and shall be entitled to vote as a Member. 8.0 CHAIRPERSON - STANDINGJAD HOC COMMITTEES OR TECHNICAL. SUPPORT GROUPS OF COUNCIL. The Chairperson of a Standing/Ad Hoc Committee or Technical Support Group of Council shall be appointed by Council. 8.1 Absence from StandingJAd Hoc Committee or Technical Support Group Meeting a} In the absence of the Chairperson, a Chairperson shall be chosen from among the members of the CommitteeJTechnical Support Group to preside during the meeting or until the arrival of the Chairperson. b} The Chairperson of a Committee/Technical Support Group may appoint another member of the Committee to act as the Chairperson while he/she is temporarily absent from the meeting. Schedule "A" to By-law No. 20d$-1d9 Page t t of 2d 9.0 CONDUCT 9.1 Conduct -Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Mayar/Head of Council or Chairperson an questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake hislher seat at any meeting after being ordered by the MayorlHead of Council or Chairperson to vacate after committing a breach of any rule of order of the Council, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate. d) not leave hislher puce on adjournment until the MayorlHead of Council or Chairperson leaves his chair. e) not speak until helshe has addressed himself to the MayorlHead of Council or Chairperson. f) not walk across or out of the Chamber or make any noise or disturbance when the MayorlHead of Council or Chairperson is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. g} not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. h) declare where a conflict of interest or passible conflict of interest exists, and shall not participate in the discussion of ar vote on any question with respect to the matter. i) convey the position of Council once a question has been decided, whether they are in favour or opposed. j) adhere to a dress code for CouncillCommittee of the Whole Meetings as agreed to by the current term of Council. 9.2 Conduct -Members of the PubNc Members of the public shall: a) respect the decorum of CounciUCommittee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate, discussion andlor general proceedings of Gouncil/Committee. The Mayar or Chair may request that a member or members of the public vacate the meeting room if their behaviour is deemed to be disruptive to the business at hand. The Mayor or Chair may unilaterally suspend the meeting until order is restored in the meeting room. 10.0 RULES OF DEBATE 10.1 Rules of Debate -Head of Council/Chairperson In directing the course of debate, the Head of Council/Chairperson shall: a} designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c} cause to be read ail motions/recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. ,._ Schedule "A° to By-law No. 2048-109 Page 12 of 20 10.2 Rules of Debate -Members In addressing the CouncillCommittee of the Whale, no member shall: a} speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor-General, Lieutenant-Governor or any member of the Senate, the House of Commons of Canada, or the legislative Assembly of dntario. b) use indecent, offensive or insulting language in or against the Council or any member thereof, employees of the Township or citizens of the Township. c) speak beside the question in debate. d) criticize any decision of CounciUGommittee except far the purpose of moving that the question be reconsidered. e) disobey the rules of CounciltCommittee or a decision of the Head of CouncillChairperson on questions ou# of order or practice, or upon the interpretation of the rules of the CounciUGommittee. 10.3 Rules of Debate - In CounciUGommittee of the Whole a} Every member when speaking to any question or motion shall respectfully address the Mayor/Head of Council or Chairperson. b} When a member is speaking, no other member shall pass between himlher and the Chairperson, or interrupt himlher except to raise a point of order. c} Any member may require the question ar motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking. d) No member sha{I speak to the same question for longer than 2 (two) minutes. With the leave of CounciUGommittee, asupplementary question with a further 1 (one) minute, may be granted. {i) A member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. {ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. 11.0 VOTING 11.1 Voting -Head of Council The Mayor/Head of Council {except where disqualified from voting by reason of interest or otherwise) may vote with the Members on aA questions. 11.2 Voting -Chairperson of Committee of the Whole The Chairperson of Committee of the Whole (except where disqualified from voting by reason of interest ar otherwise) may vote with the Members on all questions. 11.3 Voting -Chairperson of Standing/Ad Hoc Gommittee or Technical Support Group of Council Members of Council sitting as members of StandingtAd Hoc Committees or Technical Support Groups of Council may not vote with the members of the committee/technical support group on any question. SCheduie "A" to By-iaw No. Zoos-109 Page 13 of 20 11.4 Voting on Questions a) When the MayorlHead of Council or Chairperson calls for the vats on a question, each member shall occupy hislher seat and shall remain there until the result of the vote has been declared by the MayorlHead of Council or Chairperson. During such time na member shall walk across the room or speak to any other member or make any noise or disturbance. b) After a questian is finally put by the Mayor/Head of Council, Chairperson ar member, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c) Every member present at a meeting of the Council/Committee, when a question is put, shall vote thereon, unless helshe has declared any pecuniary interest, director indirect in the questian. d} The manner of determining the decision of the Cauncil on a motion shall be by a "show of hands". e} Any motion shall require four affirmative votes in order to be valid and binding an Council. Where only a quorum is present, a resolution/recommendation, in order to carry or be passed, must be affirmed by the majority of the quorum. f} Members of Cauncil appointed to the Planning Advisory Committee shall not vote with the public members of Planning Advisory Committee on any question. 11.5 Failure to Vote Failure to vote by any member present, except when a member has declared a pecuniary interest, shall be taken as a negative vote. 11.6 Appeal of Declaration of Result a) Council Meetings If a member who has voted an a question disagrees with the declaration of the MayorlHead of Gouncil or Chairperson that the question is carried, or lost, helshe may, but only immediately after the declaration by the MayorlHead of Cauncil or Chairperson, appeal the declaration. On an appeal by a member, the MayorlHead of Gouncil or Chairperson shall Gail for a recorded vote to be taken on the questian in the manner prescribed in Section 11.8 of this By-law. b} Committee of the Whole and Standing/Ad Hoc Committees or Technical Support Groups of Council An appeal of the Declaration of Result by the Chairpersan of a Committeetfechnical Support Group of Council shall be to the MayorlHead of Cauncil in Cauncil. 11.7 Equality of Votes Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 11.8 Recorded Vote a) When a member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each member present, except a member who is disqualified from voting by any Act, shall announce his/her vote openly. b) The Mayor/Head of Council or Chairperson, immediately following the request for a recorded vote, will put the question again. c) All members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the member who has requested the recorded vote. The Clerk shall call each member individually, record the member's vote, and report the result of the vote to the MayorlHead of Gouncil or Chairperson. d) The MayorlHead of Council or Chairperson shall vote last. ~~ Schedule "A to By-law Na. 2048-149 Page 14 of 24 11.9 Voting -Closed Meeting a) Subject to Section 11,4, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.4, a meeting may be closed to the public during the taking of a vote where: Section 5.2 permits a meeting to be closed to the public; and ii) The vote is for a procedural matter or far giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 12.0 MOTIONSIRECOMMENDATIONS 12.1 Motians/Recommendations -General a) Motions/recommendations, or notices thereof, shall be in writing, maned and seconded. b) Every motionlrecommendation, when duly moved and seconded, shah be received by the MayorlHead of Council or Chairperson, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the MayorlHead of Council or Chairperson, may state the question in the form introduced and shad do so if required by a Member. HeJshe shall state the question in the precise form in which it will be recorded in the minutes. c) The following matters may be introduced orally, without written notice, and without leave: (i) a point of order or personal privilege (ii) presentations of petitions (iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure (iv) a motion to adjourn (not debatable) (v) a motion that the vote new be taken (vi) a motion that the Council resolve itself into a Committee of the Whole (not debatable} d) When the motion, under consideration, concerns two ar more matters, a vote on each matter, upon the request of any member, may be taken separately. e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) No member shall speak to a motion more than once, without leave from the Mayor/Head of Council or Chairperson. Each Member shah confine their remarks to a limit of 2 (two) minutes. 12.2 Withdrawal of a Motion After a motion has been received andlor read by the Mayer/Head of Council or Chairperson, it shall be deemed to be in the possession of the Council but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council prior to a decision on the main question. =Y Schedule "A" to By-law No. 2008-109 Page 18 of 20 e) shall be disposed of in the reverse order of presentation to any further amendment andlar the original motion. f) shall not be further amended, more than once, provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. 12.4 Notice of Motion a} A motion to rescind ar that has the effect of being contrary or opposite to a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 12.4 (b}. b) Notice of motion requires the Member of Council to provide, at a minimum, a brief verbal explanation of the matter and to provide the Mayor/Head of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 12.5 Motion to Reconsider After any question has been decided, the following shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side, or a Member who was absent from the meeting when the question was considered, and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered and no further discussion of the main motion may take place more than once in a ninety-day period. 13.0 AGENDA AND MINUTES 13.1 Council Agenda a} The Clerk shall forward all notices and agendas, to each member of Council, for regular meetings of Council a minimum of 48 hours in advance of such meetings. b} Notice of intention to introduce a matter not provided for on the Agenda may be given in the "Notice of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by the MayorlHead of Council or Chairperson. This shall include all items on the Addendum. Additions and Addendums shall be limited to those matters which are of an urgent nature. c) The Order of the Day shall have preference during the Council meeting, save and except that the Mayor/Head of Council may change the order at any time during the meeting. Schedule "A" to By-law No. 2008-109 Page 16 of 20 drder of the Dav The business of Council shall be taken up in the following order: 1, ripeningg of Meeting by the Mayor 2. PrayerlContemplationlReflection 3. Notice of Additions 4. Adoption of the Agenda 5. Disclosure of Pecuniary Interest 6. Minutes of Previous Meetings of Council 7. Recognition of Achievements 8. Public Meetings 9. Deputations 10. Reports of Municipal dfficers 11. Reports of Members of Council 12. Reports of Committees 13. Consent Agenda 14. Communications 15. Notice of Motions 16. Motions for which Notice has been given 17. In-Camera Items 18. By-laws 19. Confirmation By-law 20. Questions from the Public Clarifying an Agenda Item 21. Announcements 22. Adjournment 13.2 Committee Agenda a) The Clerk shad forward all notices and agendas,. to each member of Council, for regular Committee of the Whole meetings a minimum of 48 hours in advance of such meetings. b} Notice of intention to introduce a matter not provided for an the Agenda may be given in the "Native of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by resolution of a majority of members. This shall include all items on the Addendum. Additions and Addendums shall be limited to those matters which are of an urgent nature. 13.3 Minutes -Council and Committee The minutes of meetings of Gouncil and Committee shall record, without note or comment: a) the place, date and time of meeting; b} the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; e) all resolutions/recommendations, decisions and proceedings of the meeting. 14.0 PUBLIC MEETINGS(PUBt_IC INFORMATION SESSIONS a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required to fulfill a condition imposed by a decision of the Township of Oro-Medonte Committee of Adjustment, in accordance with the Planning Act, shall be conducted during a regularly scheduled meeting of Gouncil. c) Public Meetings required for an application, in accordance with the Planning Act, which is subject to the approval of the Planning Advisory Committee shall be conducted in conjunction with a regularly scheduled meeting of the Planning Advisory Committee, or if deemed necessary by the Clerk, or designate, shall be conducted as a separate meeting on a designated day. d) All Public MeetingslPublic Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. f .~~ Schedule "A" to By-law No. 20Q8-1Q9 Page 17 of 20 15.0 PET1TIt}NS AND COMMUNICATIONS a) Every communication, including a petition designed to be presented to the Council and filed with the Clerk, shall be legibly written ar printed; shall not contain any obscene or improper matter or language; shall be signed and dated by at least one person; and shall include an address and telephone number where return correspondence or contact is to be directed. b) Petitions designed to be presented to the Council and filed with the Glerk, shall contain original signatures, and all information on the petition, including names, addresses and telephone numbers shah become part of the public record of the meeting at which it is received. c) Communications addressed to Mayor and Members of Council shall be placed on a CouncillCommittee of the Whole agenda, at the Clerk's discretion, for disposition. c) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 12:00 noon on the Thursday prior to meeting. If, in the Clerk's opinion, the cammunicatiantpetition is of a time sensitive nature, the Clerk may bring forward such communicationlpetition for Council's consideration, after the aforementioned deadline. 16.0 DEPUTATIONSlDELEGATIt3NS a} CounciUCommittee will entertain up to three (3} deputationsJdelegatians per meeting. b) Persons desiring to present information verbally on matters of factor make a request of CouncillCommittee shall give notice, in writing, to the Clerk by 4:30 p.m. an the Wednesday of the week prior to the preferred meeting, stating the purpose of the Deputation and providing a general outline of the subject matter. c) CauncillCammittee may, at its sale discretion, entertain deputationsidelegations with less notice as circumstances warrant. d} Deputations shah be limited in speaking to not more than ten (10} minutes. e) A delegation wishing to appear before Council/Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. f) Upan consent of the majority of Members of Council present, the ten (10) minute time limit for deputatiansldelegatians may be extended. g) Persons requesting to appear before Council/Committee shall be advised of the time limitation in advance of their deputation. h} Specific types of audio visual equipment may be used to assist in deputations/delegations to Council/Committee, provided that such equipment has been requested from the Clerk at the time of the deputation/delegation request. Deputationldelegation material must be provide in an electronic format to the Clerk by 4:30 p.m. on the Monday prior to the meeting date. The Chairperson of a Committee Meeting or Council Meeting may expel ar exclude from the meeting, any person who in the opinion of the Chairperson, has behaved improperly. j) Deputationsldelegatians appearing before Council/Committee with respect to the same matter on the agenda will be requested to limit their deputation so as not to repeat the same points. k) Deputations/delegations to Council/Committee will be limited to one appearance before Council with respect to the same matter. 1) Deputationsldelegations to Council/Committee will be encouraged to provide written copies of presentations. Schedule `A" to By-law No. 2408-109 Page 18 of 20 m) No deputationidelegation shall: i) Speak disrespectfully of any person; ii} Use improper language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address CouncillCommittee, iv) Disobey the rules of procedure ar a decision of the Chair of CouncillCommittee. n} Upon the completion of comments to CouncillCommittee by a deputation/delegation, any discourse between the members of CouncillCommittee and the deputationidelegation shall be limited to members asking questions for clarification and obtaining additional, relevant information only. Members of CouncillCommittee shall not enter into debate with the deputation/delegation respecting their comments. 17.0 BY-LAWS a} Every by-law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By-law. b} Every by-law when introduced shah be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Glerk with the exception of the number and date thereof. c} All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d} Every by-law shall have three readings prior to it being passed. e) The first and second reading of a by-law shall be decided without amendment or debate. f) If the Council determines that the by-law is to be considered in Committee of the Whole, it shall be sa considered prior to the third reading thereof. g} If Council so determines, a by-law may be taken as read. h) The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. i} Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Mayor/Head of Council or Chairperson and shall be deposited by the Clerk in the office for safekeeping. j) By-laws approved in accordance with this Procedural By-law wil9 be available on the Township's website once signed by the Mayor and Clerk. 18.0 STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL a) The provisions of this By-law, with necessary modification, shall apply to Standing/Ad Hoc Township Committees or Technical Support Groups and to any other Committees or local boards established by Council from time to time. b} StandinglAd Hoc Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. c) All members of such CommitteeslTechnical Support Groups shall be residents within the municipality. Schedule "A" to By-law No. 2008-109 Page f 9 of 20 d) The Mayor shall be an ex-officio member of all Township StandingtAd Hoc Committees and Technical Support Groups where not otherwise prohibited by any Act. e} Council of the Tawnship of Ora-Medonte, in its sole discretion, may amend the appointment of any public member to a CommitteetTechnical Support Group during its term. 19.0 CODE OF CONDUCT FOR STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUP APPOINTEES Statement Persons appointed to StandingtAd Hoc Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects an the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Tawnship is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment ar a violation of the human rights of any employee, or persons appointed to StandingtAd Hoc Committees or Technical Support Groups. Principles of Conduct a} All members of StandinglAd Hoc Committees or Technical Support Groups of the Council of the Township of Oro-Medonte shall: i} Promote the general goals, objectives and policies of the Township. ii) Convey the position of the CommitteelTechnical Support Group, and Council once a question has been decided, whether they are in favour or opposed. iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; iv) Declare where a conflict of interest or possible conflict of interest exists, and shall not participate in the discussion of or vote an any question with respect to the matter; v) Not discriminate or harass another member of Council, StandinglAd Hoc Committees, Technical Support Groups, staff ar public. vi} Nat benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family members residing in their households may not sell goods, materials or services to the Township without the express permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business. ix) Not accept gifts that are given in anticipation of special consideration by the Township. Consequences for Violations of Code of Conduct All reports of incidents shall be considered serious, will be investigated and appropriate action will be taken, up to and including removal from the StandinglAd Hoc Township Committee or Technical Support Group. Schedule "A" to By-law No. 200$-109 Page 2Q of 20 20.0 CONFIRMATION BY-LAW a) There shah be enacted a by-law at the end of each Council Meeting to confirm each recommendation contained in a Report of the Committee of Council and, in respect of each motion, resolution and other actions passed and taken by the Council at the meeting, except where the prior approval of the C?ntario Municipal Soard or any other body or agency is required. b) A motion for leave to pass a by-law to confirm the proceedings of a meeting of Council shall be voted on without debate. 21.0 SUSPENSION/AMENDMENT OF PROCEDURE a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment ar repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2008-162 Being a By-law to remove the Holding symbol applying to lands located in Draft Plan of Subdivision 43T-91031, Part of Lots 2 and 3, Concession 9 (Oro); Township of Oro-Medonte WHEREAS the Council of the Corporation of the Township of Oro-Medonte is empowered to pass By-laws to remove a Holding provision pursuant to Section 36 of the Planning Act, R.S.O. 1990, c.P.13. AND WHEREAS Council deems it appropriate to remove the Holding provision applying to the subject lands; NOW THEREFORE the Council of the Corporation of the Township of Oro-Medonte enacts as follows: 1.Schedule `A17', to Zoning By-law No. 97-95 as amended, is hereby further amended by removing the Holding provision applying to lands known as Part of Lots 2 and 3, Concession 9, {Oro), Township of Oro- Medonte, as shown on Schedule `A' attached hereto and farming 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. 8Y-LAW READ A FIRST AND SECOND TIME THIS 10T" DAY OF DECEMBER, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS DAY OF 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Schedule `A' to By-law No. 2008-162 This is Schedule 'A' to By-Law 2008-162 passed the day of , 2008. Mayor H.S. Hughes Clerk J. Douglas Irwin oN ~~ b -~ a.. ~`f l` ~ i ~ .a.., J / ~~ ~-_.~. ~ - r~ _. t'l ~,, - _.. 3. ~ (~ ~~_` 6. .! - ~~ ll.,~, - _. u,~.. rte= € -~ _._. ._ T~'~' I I I ~~` \~ T ~~~ I i ~ ,` .u, I / ` ~, ,` '' ~/, \ ~~~~ ~ 1 - 1 I ~ Sin E '~ l d ~ r ~~ i~._ v ~ . ~ ~ : r..~ ~:1 ,~ . S % ~ ~ suaomsax ~~.r 230 Wtn 7aml ~~ -~ j ' ~~ / ~~ I ~ ' ~~~ / ~ _ I \ ~ ~ .f l j I PHA9EONE ~ ..1 118 Loe Lmd~S~DJ.ctb RamovY ~ of xaerq aiw~rm % / ' ~..__ ~_'~ ~ ~_.\~ ~ - f -- THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-t-AW NO. 2008-177 A By-law to Amend By-law No. 2007-021, being A By-law to Appoint Representatives to Various Committees/Organizations and Technical Support Groups and to Repeal By-Law No. 2007-110 WHEREAS Section 224 of the Municipal Act, 2001, S.4. 2001, c.25, as amended, provides that the role of Council is to ensure that administrative practices are in place to implement the decisions of Council; AND WHEREAS Council of the Township of Oro-Medonte appoints representatives to various committeesJorganizations and technical support groups; AND WHEREAS Council of the Township of Oro-Medonte did, on the 14"' day of February 2047, enact By-law No. 2007-021, A By-law to Appoint Representatives to Various CommitteeslOrganizations and Technical Support Groups; AND WHEREAS Council deems it necessary to amend By-Law No. 2QQ7-021. NOW THEREFORE the Council of the Township of Ora-Medonte hereby enacts as follows: That By-law No. 2007-Q21 be amended by the addition of Schedule "A" -named "Schedule "G" to By-law No. 2007-021" attached hereto and forming part of this by-law. 2. That By-Law No. 2007-110 be repealed in its entirety. 3. This by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 10T" DAY OF DECEMBER, 2008. BY-LAW READ A THIRD TIME AND FiNAt_~Y PASSED THIS DAY OF 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Schedule "A" to By-law No. 2008-177 "Schedule "G" to By-law No, 2007-021" far The Corporation of the Township of Qro-Medonte 1. That the following public representatives be appointed to the Oro-Medonte Environmental Group Advisors {QMEGA) for the balance of the 2006-2010 term of Council: • Robert Barlow, • John Bosomworth, • Steve Cromwell, • Meryl Drake, • David Edwards, • Ruth Fountain, • Susan Grant, • Don Hanney, • Allan Johnson, • David Kennedy, • Josephine Martensson-Hemsted, • Wilfred McMechan, • Jacinto McNairn, • Andy McNiven, • Gerry Murphy, • Avery Parle, • Jim Purnell, • Doug Shelswell, • Beverley Smith, • Mike Vandergeest, • Kimberly Wand, • Jim Woodford. 2. That appointments for any specified term or specific initiative shall be made by resolution of Council as required. 3. That the following members of Council shall be appointed as Go-Chairpersons until December 31, 2008: • Councillor Agnew • Councillor Goutanche. 4. That the following members of Council shall be appointed as Co-Chairpersons from January 1, 2009 until the end of the 2006-2010 term of Council: • Councillor Agnew • Councillor Allison • Councillor Goutanche. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO.2008-173 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL MEETING HELD ON WEDNESDAY, DECEMBER 10, 2008 THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Council Meeting held on Wednesday, December 10, 2008, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro-Medonte. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY-LAW READ A FIRST AND SECOND TIME THIS 10th DAY OF DECEMBER, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 10th DAY OF DECEMBER, 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin