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10 07 2009 COW AgendaTownship of Proud Heritage, Exciting Future Page 1. NOTICE OF ADDITIONS a) Motion for Notice of Additions. 2. ADOPTION OF AGENDA a) Motion to adopt the agenda. TOWNSHIP OF ORO-MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA COUNCIL CHAMBERS Wednesday, October 7, 2009 9:00 a.m. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: - "IN ACCORDANCE WITH THE ACT" 4. DEPUTATIONS: a) 9:00 a.m. Joshua Morgan, Hons., B.A., Planner, MORGAN Planning & Development Inc., re: Klavs Andersen Draft Plan of Subdivision and ZBLA Application [refer to item 10a) Report No. DS 2009-063]. b) 9:10 a.m. Peter Mudry, re: Objection to Speed Reduction for Line 4 North, South of Mount Saint Louis Road [refer to item 9a) Report No. TES 2009-30]. 5-6 c) 9:20 a.m. Noah Murad, re: Moss Developments, Alternative Collection of Securities. 5. CONSENT AGENDA: 7 a) Rural Ontario Municipal Association, correspondence received September 23, 2009, re: ROMA Board Update from meeting held in August 2009. Staff Recommendation: Receipt. 8-10 b) Oro Medonte History Association, minutes of meetings held on Wednesday, August 26, 2009 and Wednesday, September 23, 2009. Staff Recommendation: Receipt. 11-15 c) Dalton McGuinty, The Premier of Ontario, correspondence dated September 24, 2009 re: County of Simcoe Landfill Site 41, Township of Oro-Medonte, County of Simcoe. Staff Recommendation: Receipt. Page 1 of 126 Committee of the Whole Agenda for the meeting of October 7, 2009. Page 5. CONSENT AGENDA: 16-31 d) Orillia Public Library, minutes of meeting held on Wednesday, June 24, 2009. Staff Recommendation: Receipt. 32-42 e) Nottawasaga Valley Conservation Authority, minutes of meeting held on August 28, 2009, and hightlights of meetings held on August 28, 2009 and September 11, 2009. Staff Recommendation: Receipt. 6. COMMUNICATIONS: 43-44 a) AMO Alert No.: 09/067, dated September 28, 2009, re: AMO's Message to the Province: Accessibility and Municipalities at Risk with Initial Proposed Built Environment Standard. 7. REPORTS OF MEMBERS OF COUNCIL: a) Mayor H.S. Hughes, re: Remembrance Day Services. 45 b) Lake Simcoe Region Conservation Authority, correspondence dated September 23, 2009, re: Invitation to the Lake Simcoe Region Conservation Authority's Annual Conservation Awards Ceremony, Thursday, October 29, 2009. 46-48 c) Deputy Mayor Hough, re: Correspondence from Mary and Roy Sheppard, dated September 20, 2009, Warminster Road "S" Curve. d) Mayor H.S. Hughes, re: Town of New Tecumseth Delegation October 5, 2009. [Addenda] e) Mayor H.S. Hughes, re: Forrester Road. [Addenda] f) Mayor H.S. Hughes, re: Railtrail Parking. [Addenda] 8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: 49-63 a) Mark Aitken, Chief Administrative Officer, County of Simcoe, re: County of Simcoe's Assistance with Issues Faced by the Township of Oro-Medonte. 64-71 b) Report No. CS 2009-023, Doug Irwin, Director of Corporate Services/Clerk, re: Set Fines - By-law No. 2009-099, Pool Fence By-law. Page 2 of 126 Committee of the Whole Agenda for the meeting of October 7, 2009. Page 8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: 72-75 c) Report No. CS 2009-030, Doug Irwin, Director of Corporate Services/Clerk, re: Section 10.1 of Parking By-law No. 2009-022 - Parking Prohibited for Winter Road Maintenance. 76-96 d) Report No. HR 2009-02 , Tamara Obee, Manager of Health and Safety, Employee Relations, re: Accessibility Standards for Customer Service. 97-104 e) Memorandum dated October 7, 2009, Robin Dunn, Chief Administrative Officer, re: Grant Application through Ministry of Tourism/Memorandum of Understanding with Townships of Oro-Medonte, Tay and Skyline International [deferred from September 23, 2009]. 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: 105-119 a) Report No. TES 2009-30, Jerry Ball, Director of Transportation and Environmental Services, re: Speed Reduction for Line 4 North, South of Mount Saint Louis Road [deferred from September 16, 2009]. 10. DEVELOPMENT SERVICES: 120-126 a) Report No. DS 2009-063, Andria Leigh, Director of Development Services, re: Plan of Subdivision and Zoning By-law Amendment 2008-SUB-01 and 2008- ZBA-13 (Andersen), Part of Lot 5, Concession 14, 9733 Highway 12. 11. EMERGENCY SERVICES: a) S/Sgt. Tuomien, Acting Detachment Commander, Barrie Detachment, Ontario Provincial Police, re: Statistics. 12. RECREATION AND COMMUNITY SERVICES: 13. IN-CAMERA: a) Motion to Go In-Camera b) Motion to Rise and Report c) Mayor H.S. Hughes, re: Personal Matter (Committee Members). d) Councillor Coutanche, re: Property Matter (Request to Purchase, Part of Unopened Road Allowance Between Conc. 4 and 5, Part 2, 51 R-17464). [Addenda] e) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Line 11 North and 15/16 Sideroad). Page 3 of 126 Committee of the Whole Agenda for the meeting of October 7, 2009. Page 13. IN-CAMERA: [Addenda] f) Doug Irwin, Director of Corporate Services/Clerk, re: Personnel Matter (Corporate Services - Information Technology Division). [Addenda] g) Doug Irwin, Director of Corporate Services/Clerk, re: Personnel Matter (Municipal Law Enforcement). [Addenda] h) Robin Dunn, Chief Administrative Officer, re: Personnel Matter (Staffing Update). [Addenda] 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS 16. ADJOURNMENT a) Motion to adjourn. Page 4 of 126 Agenda Item # 4c) - 9:20 a.m. Noah Murad, re: Moss Developments, Alternative Co... SENT BY FACSIMILE Township of Oro-Medonte 148 Line 7 South Oro, ON LOL 2X0 Attention: Ms. Andrea Leigh Dear Ms. Leigh RE: Moss Developments Ltd. Oro Township Subdivision AND RE: Requirements to resister the Subdivision This letter is further to our telephone conversation with respect to the above matter. As we discussed Moss Developments Ltd. would like the approval of the Township to post the security by way of letter of credit for its subdivision in two instalments. When the project was originally conceived, several errors were made with respect to the budget of the project. At that time the undersigned were not actively involved in the project being only a silent partner. As a result of the default of our partners we took over the project in February, 2008. At that time we discovered a number of significant errors in the Project. These errors have resulted in long delays in completing the Project and registration of the subdivision. Of course and as you are no doubt aware and can appreciate the recession had devastating effect on our efforts to finance and complete the Project. Despite these difficulties we eventually refinanced the project and brought it to the point where we can complete the Project. We have the necessary funds in place, if the value of the required letters of credit is not considered. Since we first began operating the Project, we had been doing so under the mistaken impression that once we put down the first coat of asphalt, the required Letter of Credit would be $170,000, and had been budgeting accordingly. As well, we had consciously been working to extend our purchase agreements with those individuals who had pre-bought, until September 1" 2009 because this was the date which we were told we would finish the first coat asphalt, and thus be able to register the subdivision. When we were advised that we are required to post $338,000 of letters of credit we were surprised. We had only budgeted half this amount. Accordingly we are faced with a situation where we are being forced to delay the registration of the subdivision Page 5 of 126 Agenda Item # 4c) - 9:20 a.m. Noah Murad, re: Moss Developments, Alternative Co... until we post these required Letters of Credit. This, in turn, is causing us to risk losing all of our presales, as well as delaying the start of the two year maintenance period. What we would like to request is the ability to register the subdivision by putting in place one letter of credit as soon as possible in the amount of $150,000, and then, 60- 90 days thereafter, increase the amount of the letter of credit if such increase is required, based on the work left to complete based on the formula set out in the subdivision agreement. To summarize, we have worked very hard to keep this project alive, and we will continue to do so. We would truly appreciate any help you could give us with respect to this matter. Please treat our request as urgent. If you wish to discuss this matter please don't hesitate to contact the undersigned. We look forward to hearing form you and to a positive reply to our request. Kind Regards, Moss Developments Ltd. Per: Noah Murad Director Page 6 of 126 Agenda Item # 5a) - Rural Ontario Municipal Association, correspondence received... Is Aldo ROMA BOARD Association of Municipalities of Ontario Update from meeting held in August 2009 AMO Annual Conference -AMO President Peter Hume welcomed the ROMA Board to Ottawa and to the AMO Conference. The Honourable Jim Watson, Minister of Municipal Affairs and Housing, also welcomed members to his municipality. Rural School Closures - Doug Reycraft briefed the ROMA Board on the work of the Community Schools Alliance, which is looking for alternatives to closing rural schools. He advised that the Community Schools Alliance is asking Minister Wynne to support a "smart moratorium" on all school closings disputed by municipalities. The goal of the smart moratorium is for the Ministry, schools boards and municipalities to work together and develop policies addressing such issues as planning for declining enrolments, a mutually agreed upon ARC process, a review of funding to rural and small community schools, and defining the working relationship, transparency and accountability between municipalities and school boards. Support for the Alliance is growing in urban municipalities as well, including Toronto. The ROMA Board appointed First Vice President Chris White to the Alliance, and approved a donation to the Alliance of $2000.00. Non-Agricultural Source Materials- Eileen Smith, Manager, Policy and Special Projects Section, Ministry of the Environment, provided a briefing on the province's Framework for the Management of Non-Agricultural Source Materials. Alternative Land Use Services (ALUS) - Staff provided a briefing on ALUS, a possible way of compensating farmers whose land falls under protected watershed areas designated by conservation authorities. More information can be found at www.norfolkalus.com Safe Communities - Sue Snider, Deputy Mayor for the Township of Mulmur and Councillor for the County of Dufferin, made a presentation on Safe Communities Canada. Sue Snider is also the Vice President of Child Find Canada and the Chair of Child Find Dufferin. Members expressed concern regarding the lack of filters for pornographic materials in many of our public libraries. ROMA/OGRA Conference 2010- Board members started developing a list of topics for both plenary and concurrent sessions. The conference will be held February 21 - 24, 2010 at the Fairmont Royal York Hotel, Toronto, Ontario. The theme of the conference is The Road to Recovery. Further information can be found at: htto://www.amo.on.ca/Content/NaviaationMenu5/Events/20100GRAROMAAnnualConf erence/default.htm Further information about ROMA can be found at www.roma.on.ca Or by contacting your are representative for the County of Simcoe, York Region and Durham Region: Mike Galloway, CMO, Township of Essa. Page 7 of 126 Agenda Item # 5b) - Oro Medonte History Association, minutes of meetings held on... August 26, 2009 Oro-Medonte History Association Minutes Attendance: Geoffrey Booth, Vice-Chair; Bruce Wiggins; Margaret Prewer; Jadeen Henderson; Sheila Kirkland Regrets: Allan Howard, Chair Minutes of April 22, 2009 amendment as follows: under 160th Anniversary point one change choir to Chorale; and same point change Mercury-Smith to Mercury-Clarke. Moved by Bruce Wiggins and seconded by Margaret Prewer that the amended minutes be accepted. Old Business 1. No old business-will discuss 160'' under a separate heading. Correspondence 1. Email invitation to new artists Shirley Thompson-Kort & Abel Kort for June of this year. Sheila will contact them regarding art if appropriate for the 160th Anniversary Service of the African Church as the Thompson-Kort's are direct descendents of the Oro African settlement. Margaret and Sheila will make an appointment to see their artwork and report back to the group. 2. Email Strategic Facility Plan Draft received June 15 3. Email Oro African Church summer schedule received June 24 4. Email Link to ACHA website received from Margaret Cole June 28. Margaret Prewer will visit the site and report back to us. 5. Email Medonte Book corrections received July 16. We need to set up an errata/amendment file for each book we have. Sheila will ask Shawn Binns if Sandy Spattz can do on our behalf. 6. Email Pipe band received July 16 regarding a new local pipe band that played for the Heritage Day tractor rally. 7. Email from Sheila Linton regarding an African church visit received July 21. Allan gave this tour. 8. Email requesting information on an old graveyard found on property at 568 Line 5 North received July 26. Contact information for Jadeen given to assist them. 9. Email from NHSAO received August 25 regarding the registration for the next conference October 6 & 7 being held in Carp, Ontario. This years title is "Shifting Foundations: Reaching out to New Audiences at National Historic Sites". Margaret will contact them for more information and forward to us members. Margaret, Bruce, Jadeen and Sheila are interested in attending. New Business 1. Site visit with Dett Chorale representatives was televised. 2. Jadeen Henderson, Carolyn Wilson, Gary French, Tim Crawford, Brian Baker, Rev. Sheffield and Allan Howard were all in a documentary of the African church Page 8 of 126 Agenda Item # 5b) - Oro Medonte History Association, minutes of meetings held on... that Roger Cable 10 produced. It will air after the 160th Anniversary and they promised us a copy of the finished product. 3. Oro Fair: our booth will be in the President's Building this year. On Thursday September 17 we will take the current display to the building. We can sell/promote the 160th Anniversary celebration. All available to help with set up contact Bruce. 4. Coldwater Fair: We will see what Allan wants to do and the dates then we will support whatever he thinks will work. 5. Jadeen made us aware that there is a printed history of one of the original Black families on sale on the internet (genealogy). Jadeen will let Geoffrey know the site address to purchase it for our collection with an approximate cost of $75. Moved by Bruce and seconded by Margaret that we purchase the genealogy. PASSED. 6. Discussed the portable banners that Parks & Recreation have purchased with the view that it might be something that would be beneficial for our group. Geoff will discuss with Shawn Binns as to cost ($250?), etc. and report back to us. 7. Jadeen did a tour for the 15t Black themed school "Afro Centre" in Toronto. She donated 3 African Church books to the school. Margaret Davenport-Cole also attended along with approximately 40 people. 8. Joy (Rice) donated $50 from Heritage Day to the OMHA-given to Carol Bennedetti to take to finance department. Sheila will send a thank you if anyone has an address for Joy? 9. Still waiting for an update on the trailer for the African Church site from Mayor Hughes. 10. Rail Trail group (Paul Marshall & Joanna McEwon) has a September 15 meeting with Geoff and he will update us on their progress at our next meeting. 11. Sheila to contact Sandy Spattz regarding filing correspondence with our minutes at the Township while Margaret is away. 160th Anniversary 1. Bruce to bring his two fern stands for the interior of the Church 2. Sheila will purchase two boston ferns and flower for the front like the last service. 3. Geoff will get the ground radar report for September meeting to know where the graves are and he will ask Shawn Binns to get as big a copy as we can to frame for the African Church celebration. 4. Sheila will contact Clowes W.I. regarding a very light snack/drinks (details to follow) so they can discuss at their meetings. Historically they have provided the food/drinks for all African church events. 5. Sheila and Margaret will set up a book sale table both at the Church site and the Trinity site. Next meeting is September 23 at 7pm at the Northway Restaurant. Adjourned at 8:30pm Recorded by Sheila Kirkland, Secretary Page 9 of 126 Agenda Item # 5b) - Oro Medonte History Association, minutes of meetings held on... Oro-Medonte History Association Minutes September 23, 2009 Attendance: Allan Howard, Chair; Geoffrey Booth, Vice-chair; Margaret Prewer; Bruce Wiggins; Sheila Kirkland, secretary Absent: Jadeen Henderson Minutes of August 26 meeting. Moved by Margaret and seconded by Bruce they are accepted as circulated. Correspondence • NHSAO email re: pre-conference tour to Almonte. Discussion about attendance and none to attend this year as too close to the 160`h Anniversary celebration for the African church. • Email re: chair set up at Trinity. Thursday at loam in auditorium and Friday at 9pm in the gym. Also included email about the sound system and updated action plan. Allan and Geoff will take care of the sound system at the African church. • Email re: Booth family tree. Looking for Geoffrey for information. He will follow-up with suggestions of the Medonte book, Fairvalley cemetery records, and the Simcoe County Archives. • Hand written history of the graves from settlers located on the corner of the 13 Concession and Bass Lake Side road on property currently owned by George Anderson was received. Allan will make copies and forward to members with a copy to be kept in the errata file for Kith'n Kin/Medonte books. • Email from Shawn Binns re: setting up file for errata sheets, minute storage, portable banners, and enlarged print of the ground radar-see Old Business. Old Business • Jadeen did not send email address of Black family genealogy that was for sale on the internet to Geoffrey so no action taken at this time. • Portable banners not being pursed right now as too close to the NHS event-Will discuss artwork, etc at a future meeting. • Rail Trail report from Geoffrey. The group is meeting in early October with a group to fundraise. Each plaque is $2000.00 and they are targeting Oro Station for the spring. It will combine rail history, local history, and pictures. They plan a total of 5 along the trail. • We are waiting for Samah to laminate the large copy of the ground radar that was enlarged earlier this year so we can use it on October 3. New Business None at this time. Next meeting October 29, 2009 at 7pm at the Northway Restaurant Adjourned at 8:40pm Sheila Kirkland : recording secretary Page 10 of 126 Agenda Item # 5c) - Dalton McGuinty, The Premier of Ontario, correspondence date... The Premier of Ontario Legislative Building Queen's Park Toronto, Ontario M7A 1A1 September 24, 2009 Le Premier ministre de ('Ontario Edifice de I'Assemblee legislative Queen's Park Toronto (Ontario) M7A 1 Al His Worship H.S. Hughes Mayor Township of Oro-Medonte 148 Line 7 South PO Box 100 Oro, Ontario LOL 2X0 Dear Mayor Hughes: V%_ Ontario 4 A SEP 2 S 2009 TOW NS IH: Thank you for your letter of September 8 providing me with a copy of council's resolution regarding Site 41. The views of our municipal leaders are very important to me and I appreciate your keeping me informed of council's activities. As this issue falls under the jurisdiction of the Honourable John Gerretsen, Minister of the Environment, I have sent him a copy of council's resolution. I trust that the minister will also take council's views into consideration. Thank you again for writing. Please accept my best wishes. Yours truly, c: The Honourable John Gerretsen Page 11 of 126 Agenda Item # 5c) - Dalton McGuinty, The Premier of Ontario, correspondence date September 8, 2009 The Honourable Dalton McGuinty Premier of Ontario Queen's Park, Room 281 Main Legislative Building Toronto, ON M7A 1A1 Townsh - of Proud Heritage, Exciting Future Re: County of Simcoe Landfill Site 41 Township of Oro-Medonte, County of Simcoe Dear Premier McGuinty: At its Committee of the Whole meeting of August 12, 2009, the Council of the Township of Oro-Medonte adopted the following motion with respect to the above-noted matter: "it is recommended that 1. The correspondence dated July 16, 2009 from Township of Tiny and presented by Councillor Agnew, re: County of Simcoe Landfill Site 41 be received. 2. That Council supports Mayor Hughes and Deputy Mayor Hough in their vote at Simcoe County Council on June 26, 2007 in regard to Site 41. 3. And Further That Dalton McGuinty, Premier of Ontario; Garfield Dunlop, MPP, Simcoe North; and the Township of Tiny be advised, under the Mayor's signature, of Council's decision." We respectfully request your consideration of Council's resolution of this matter and thank you in advance for your time. Yours sincerely, - 4 H.S. Hughes Mayor /s0 Cc: Doug Members of Council Enc: The Corporation of the Township of Tiny 148 Line 7 South, Box 100 P: (705) 487-2171 Oro, Ontario LOL 2X0 F: (705) 487-0133 www oro-rnedonte.ca Page 12 of 126 Agenda Item # 5c) - Dalton McGuinty, The Premier of Ontario, correspondence date... Agenda Item # 7c) Councillor Agnew, re: correspondence dated July 16, 2009 fro... ~ TINY 130 BALM BEACH ROAD WEST MUNICIPALITE DU CANTON DE TINY R.R. #1, PERKINSFIELD, ONTARIO LOL2JO MUNICIPALITY OF THE TOWNSHIP OF TINY (705) 526-42041526-3706 1-$66-839-6469 www,tiny.ca FAX (705) 526-2372 July 16, 2009 The Hon. Dalton McGuinty 'n Premier of Ontario RECEIVED Legislative Building Queen's Park JUL 3 1 2009 Toronto, ON M7A 1A1 ORO-MEE)ONTE TOWNS:-[IF+ Dear Premier McGuinty: Re: County of Simcoe Landfill Site 41 Township, of Tiny, County of Simcoe The Council for the Corporation of the Township of Tiny recently passed the attached resolution requesting that your Government declare a one-year moratorium on the construction of the Landfill Site known as Site 41 located in the Township of Tiny, County of Simcoe. As the resolution outlines, Council is concerned regarding the outstanding environmental issues related to the protection and conservation of groundwater at this site. Numerous other organizations (Appendix 1) have expressed their concerns over the process that led to the approval of the site as well as its future safety. There also remains a community wide concern over the integrity of the site design. As a result, we respectfully request your consideration of Council's resolution and declaring a one-year moratorium on the construction of Landfill Site 41. Sincerely; CORPO TIOIiT OF THE TOWNSE" OF 'I IIYh: cli D-MEDONTE TOWNSWR f,,10 !ON# 0 oug Luker I1 Chief Administrative Officer/Clerk AUG 1 2 2009 /sw MEETING: COUNCIL Encl. 0. OF WdL c:c. W. Bruce Stanton, M.P., Simcoe North Mr. Garfield Dunlop, M.P.P., Simcoe North County of Simcoe Association of Municipalities of Ontario Organizations Opposing Landfill Site 41 Project Recycled material Page 64 of 193 Page 13 of 126 Agenda Item # 5c) - Dalton McGuinty, The Premier of Ontario, correspondence date... Agenda Item # 7c) - Councillor Agnew, re: correspondence dated July 16, 2009 fro... Motion # 462 ro9 U,,~tcx ne ►N rawxsxy THE CORPORATION OF THE TOWNSHIP OF TINY Meeting Date: July 13, 2009 sc-.died Mvwod by, Carried: 5 C L.JY11t Sid by: Defeated: f Signed;:. WHEREAS the Council of the Township of Tiny supported by its residents and local organizations has already expressed Its opposition to the development of the Landfill site known as Site 41; AND WHEREAS a pending appeal by the previous chair of the Community Monitoring Committee (cMC) to the Ontario Ombudsman is stiff in effect; AND WHEREAS numerous other organizations (Appendix 1) have expressed their extreme concerns on the process that drove to the approval of the site as well as the future safety of this site; AND WHEREAS the Council of the Township of Tiny is still concerned regarding outstanding environmental issues on the protection and conservation of groundwater at this site in respect of the Township's Environment First Official Plan and further that there remains a community wide concern regarding a number of unsatisfactorily answered site design questions. THEREFORE LET IT BE RESOLVED - 1. That the Council of the Township of Tiny request that the Premier of Ontario declares a one-year moratorium on the construction of the Landfill site known as _ Site 41 located in the Township of Tiny, County of Simcoe 2. That a copy of this resolution be sent to the attached organization list,. the Ministry of the Environment and local Provincial and Federal elected representatives. 3. That this resolution be sent to AMO asking for support and action on Provincial Waste Management. Page 65 of 193 Page 14 of 126 Agenda Item # 5c) - Dalton McGuinty, The Premier of Ontario, correspondence date... Agenda Item # 7c) - Councillor Agnew, re: correspondence dated July 16, 2009 fro... Motion log APPENDIX 1 List of Organizations Opposing the Landfill Site 41 Project Provincial and National Groups Nature Canada The Green Party of Canada The First Nation (Chiefs of Ontario) The Dairy Farmers of Ontario The Ontario Federation of Agriculture The Simcoe County Federation of Agriculture The Ontario Secondary School Teachers Federation Member of Parliament for Simcoe North, Bruce Stanton Member of Provincial Parliament for Simcoe North, Garfield Dunlop The Environment Commissioner of Ontario Senior Advisor on Water to the President of the United Nation General Assembly, Maude Barlow The Council of Canadians (one of the largest civil society group in Canada) United Church of Canada The Native Women's Association of Canada The Beausoleil First Nation The David Suzuki Foundation Townshlos. Town. Local Associations and Kev Individuals Township of Tiny Township of Oro-Medonte Township of Tay Town of Midland Tiny's Residents Working Together (Ratepayers Association) The Federation of Tiny Township Shoreline Associations The Honourable David Crombis P.C.O.C. Leader of the NDP Party, Andrea Horwath I Page 66 of 193 Page 15 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... ORILLIA PUBLIC LIBRARY BOARD MINUTES OF JUNE 24. 2009 MEETING A regular meeting of the Library Board was held in the Library commencing at 7:00 p.m. PRESENT - BOARD - J. Swartz, Chair; P. Hislop, Vice-Chair; F. Coyle; D. Evans; M. Fogarty; R. Fountain; G. Guthrie; R. Hawkins; A. Murphy; J. Rolland; M. Seymour STAFF - D. Silver, Chief Executive Officer S. Campbell, Director of Children's Services L. Gibbon, Director of Information Services D. Rowe, Director of Technical Services T. Chatten, Recorder ABSENT - none DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF - None CONSENT AGENDA MOTION #2009:33 Moved by R. Hawkins, seconded by A. Murphy that the consent agenda of the June 24, 2009 meeting be adopted. CARRIED P. Hislop will act as timekeeper. DISCUSSION AGENDA BUSINESS ARISING FROM THE MINUTES Staffing Studv Presentation to Council - Peggy Walshe has been asked to present the results of the Staffing Study to City Council in September. Tentative date to be September 21, 2009. Performer Pavment Update - The present method of payment for performers is still not working in the library's favour. Other alternatives may have to be sought. Board Attendance Un_ date - The Ministry does not provide legal advice and the board will need more time to devote to searching the Act for further advice, also awaiting a legal opinion from the Library's solicitor. Benefits Undate - The past board minutes have been reviewed as far back as 1997 and found no mention of any EAP discussion. The CEO has requested any documents regarding the decision from L. Bolton, Human Resources, City of Orillia, as well as how much it would cost for the Library staff to join the City's EAP. Page 16 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... NEW LIBRARY The project team met with the Farmers Market management team regarding amenities and the parking lot design with recommendations. The suggested temporary location will be presented to council committee for final approval. The Board chair will send a letter to the Mayor and Council with the Board's concerns regarding the lack of shared information with the project team and the library board. REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Ad Hoc Fundraisins Committee - The committee has been unable to meet to date to discuss hiring a professional fundraising firm and to determine the amount to be raised. NEW BUSINESS Automation Project - A new ILS is being sought to replace the 1996 system that was upgraded in 2000. This item was approved for this budget year to issue an RFP with the help of Dan Kehoe at the City of Orillia. Five firms in Ontario have been selected to respond to the tender, with a recommendation to be presented to City Council for approval in September. Banking - Deferred to September board meeting. Big Read Launch - Congratulations were offered by the Board to staff involved in the planning. Volunteer Awards - The awards ceremony is being held this year at ODAS Park on Thursday June 25 at 7:30 p.m. Adjournment at 7:37 p.m. moved by R. Hawkins. BOARD CHAIR CHIEF EXECUTIVE OFFICER Page 17 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... REPORT OF THE DIRECTOR OF CHILDRENS, YOUTH AND AUDIO VISUAL SERVICES JUNE, JULY, AND AUGUST 2009 Submitted by Suzanne Campbell CHILDREN'S SERVICES OUTREACH AND PUBLICITY Goal 4 The Library will advocate for increased public awareness of the value and range of library services. Kelly Smith attended the Arts for Peace Festival at the Stephen Leacock Memorial Home on June 14. Children's Services and the Paws for Reading program were promoted with great success. Over 100 people (children and adults) stopped at our booth and shared stories and a quiet time with their children. The weather was hot and sunny bringing out a good crowd this year. Suzanne Campbell staffed a literacy booth at the Canada Day Celebration on July 1. It was lightly attended, but those who visited enjoyed having the time to sit and enjoy a story time with their children. Sarah Csekey offered a fun storytime as part of the Stephen Leacock Museum's Teddy Bear's Picnic on July 241h Group Visits and School Visits Goal 2.7 Establish a mutually-beneficial presence in the school system. The TD Summer Reader's Club brochure was produced and distributed to over 4,000 students from Junior Kindergarten to Grade 6 in Orillia and area schools. Kelly Smith promoted the TD Summer Reader's Club 009. Kelly visited Ardtrea, Cumberland Beach, Warminster, East Oro, Notre Dame, Harriet Todd, Mount Slaven, Hillcrest, Orchard Park, Regent Park, David H. Church, St. Bernard's, Guardian Angels, Monsignor Lee, Marchmont and distributed flyers to the schools we were not able to visit. Classes from Monsignor Lee, Mount Slaven, and Regent Park visited the library in June. Registration for the TD Summer Reading Club began on June 21 with a steady stream of parents and children coming in through most of the day and the following week. Materials displays were created in support of the TD Summer Readers Club booklist and were color coded and arranged by age and grade level. These displays received heavy use over the summer. Page 18 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... PROGRAMS Goal 2.1 Develop and maintain programs associated with identified groups. Registration for the TD Summer Reading Club began on June 21 with a steady stream of parents and children coming in through most of the day and the following week. Brittany Boynton was hired with a half and half grant through the federal government's Summer Career Placement program. Brittany and Sarah Csekey offered a fun language rich experience for the Spy Kids Ready to Read Club. The program took on a new focus this year emphasizing the six pre reading skills found in the Every Child Ready to Read@the library. Brittany and Sarah worked well together presenting a fun literacy rich summer program. The Spy Kids Ready to Read Club had a membership of 80 children. There were 62 children from Orillia, 9 children from Severn, and 8 children from Oro-Medonte enrolled in the program Materials displays were created in support of the TD Summer Readers Club booklist and were color coded and arranged by age and grade level. These displays received heavy use over the summer. Two hundred and seventy one children ages 6-12 joined the TD Summer Reading Club and read a total of 6189 books (book reporting occurred after 100 pages were read). As part of the Summer Reading Club we implemented twenty-eight programs reflecting the theme 009. Membership in the TD Summer Readers Club included children from both the city and the townships: 19 children from Oro-Medonte Township, 29 children from Severn Township, and 224 children from the City of Orillia participated in the TD Summer Readers Club. Once again the business community was very generous offering gift certificates as reading reward incentives for members of the Summer Readers' Club. Reading rewards are a very important part of the program. For a third successful year the reading incentives were made possible by a generous donation from the Lions Club of Orillia. A Lion's Club Store was created with prize incentives purchased with the donated money. Children earned reading points by reporting on books they read and then used these points to redeem prizes in the store. Coming to programs and completing reading related activities also earned them a ticket for a draw for a $75.00 gift certificate or two tickets to the Jonas Brothers concert in Toronto on September 30th. The tickets were generously donated by Sarah Csekey, a children's services staff member. The Lion's Club store proved to be a very popular part of the summer and a definite incentive in encouraging even reluctant reader's to continue to read through the whole summer. We would like to thank the following Orillia businesses for supporting summer reading at the Orillia Public Library: Rounds Ranch, with a special thanks to the Lion's Club of Orillia, Apple Annie's, Jack and Maddy: A Kids Store, Dominoes Pizza, and the TD Bank. SUMMER PROGRAM EVALUATION Goal S The Library will develop methods of measurement to evaluate the effectiveness of library services and programs. Children's Services staff developed and implemented a survey for parents evaluating the TD Summer Reading Club and for the children evaluating the TD Summer Reading Club. Page 19 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... SCHOOL AGE PARENT'S SURVEY COMMENTS: L1 It was a great program and encouraged my kids to read more in the summer months. II The summer reader's club program is very important and helpful to my daughter it helps her improve her reading skills. N Great staff and fun activities! It is a super program to encourage regular reading and get kids familiar with library resources! H The Lion's club prizes were on of the most important driving factors that pushed my children to read! Read! Read! Read! H The quality of the summer reading program is excellent - this is my sons third summer and he is already talking about next summer! Cl It was great. She loved coming it kept her interest and made her think. I noticed an improvement in her confidence in reading and her ability. The games kept her challenged. Thanks Q 1 was very happy to see the people running the program really loved kids and seemed to have just as much fun. I thank you from the bottom of my heart you made the program and now I have a little girl who loves to read. READY TO READ PARENT'S SURVEY COMMENTS ♦ We have attended programs in the past and enjoy them, somehow this year you have managed to make it even better - Sarah made the story time songs very fun! ♦ It gave my daughter confidence in reading and allowed her to grow in her knowledge of sight words. COMMUNITY PARTNERSHIPS Goal 7 The Library will investigate, develop and maintain partnerships in the community. Brittany brought the Ready to Read program to community groups with weekly visits from Orillia Parks and Recreation Early Years day camps and the summer day camps from the YMCA. PAWS for Reading was offered Thursday evenings for seven weeks over the summer with two dogs and their owners participating in this popular one on one reading program. The program is offered in the library through a partnership with Therapy Dogs of Canada. PROFESSIONAL DEVELOPMENT Lynne Gibbon and I visited S. Walter Stewart Branch and the Dufferin/St. Clair Branch of Toronto Public Library featuring the new Kids Stop areas. The spaces were impressive using literacy building activities supporting the skills in the every child read to read@ your library initiative. We were able to take some great pictures and have some useful ideas to apply to the design of the children's area in the new library many of which the architects are incorporating in the design of the children's space. I attended Libraries Designed for Kids on June 1, a SOLS sponsored workshop on what to include, special lay out and product recommendations for children's spaces in libraries. The ideas and planning forms have helped me to work with children's services staff on the design requirements for the new library. Page 20 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... STAFF Goal 8 Maintain an ongoing commitment to staff training, recruitment and development. Brittany Boynton was hired on a nine week contract with a half and half grant through the federal government Summer Career Placement Grant program Brittany is attending Lakehead University in their education program this fall. Brittany's enthusiasm and easy rapport with children, parents, and staff, helped make the Ready to Read program a success this summer. Marley Lauro, a library page and university student at Laurentian at Georgian was hired to help plan and implement the programs in the school age TD Summer Readers Club. Marley and Amanda Sist (CS Technician) worked great as a team producing a fun filled summer reader's club with great participation. TEEN SERVICES Goal 2.1 Develop and maintain programs associated with identified groups. Chick Chat Chick Chat met twice in June and once in August. The June titles were Cut by Patricia McCormick and Prom by Laurie Hales Anderson, the August title was the Secret Life of Bees by Sue Monk Kidd. Teen Survivor On-line Readers Club Kelly Smith enthusiastically promoted Teen Survivor in June. Kelly visited Warminster, East Oro, Notre Dame, Harriet Todd, Mount Slaven, Hillcrest, Orchard Park, Regent Park, David H. Church, St. Bernard's, Guardian Angels, and Monsignor Lee, Hillcrest, Orchard Park, Ardtrea, Marchmont. Brochures were distributed at the four High schools and were either mailed out with the report cards or made available with the report card pick-up. Teen Survivor was once again a huge success with 140 teens participating, this is almost double the registration in 2008 (75). Members of teen survivor wrote 300 reviews in support of their favourite books, they submitted 436 reviews. The program was sponsored by the Orillia Rotary Club - Lake Country, their donation was used to purchase multiple copies of the books and for cash prizes for the Short Story Contest and the Poetry Contest. In addition, community businesses donated prizes which were awarded in weekly draws for participating teens. Kelly developed a number of fun contests to keep interest in the program strong all summer. Teen Survivor will be wrapping up in early September. The X-Men Wolverine was shown in August as a Teen movie and the attendance was excellent. BET (Board of Extraordinary Teens) did the set-up for the movie and took the registration and cleaned up when the program was over. Members of BET did an excellent job of making everyone welcome. Page 21 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... REPORT FOR THE MONTHS OF JUNE JULY & AUGUST 2009 BY DIRECTOR OF INFORMATION SERVICES LYNNE GIBBON GOAL 2: Create and maintain lifelong relationships with users: Volunteer hours diminished during the summer months, as they do each year: June 253, July 194 and August 193. GOAL 3: Optimize and customize library services to our user groups: Book displays over the summer included the following topics: Father's Day, Canada Day, Oprah Books, Senior's Month, Aboriginal Day, ManBooker Prize, Humour, Summer Reading, Mysteries. Bookmarks of reading materials for some of these topics were also created for patrons. The Book Worms book club did meet over the summer, with a reduced number in attendance: in June, 12 attended and the book discussed was Patricia Cornwell's Portrait of a Killer; in July, 5 attended and discussed Christmas books; in August 6 reader's attended to discuss fantasy, science fiction or a genre that the member would not normally read. Service to library shut-ins continued over the summer: in June 19 library user who could not get into the library were served. In July, 20 had library materials delivered to them and in August staff pulled materials for 21 shut-ins. I attended the presentations of and did evaluations for five Integrated Library Service vendors in August. GOAL 4: Advocate for increased public awareness of the value and range of library services: The genealogical sessions were attended by 175 people. Two Lifescapes programmes were held in June, with 34 people in attendance. The alumni group met once in June, with 10 people in attendance. Sixty people attended the Lifescapes Book Launch at the Leacock Literary Lapses. Jayne also did a genealogical workshop to the Girl Guide Conference at Geneva Park, with 20 people attending. In July, 22 people attended the book reading by Betty Hard and 7 people attended the meeting of the Lifescapes alumni. We did not hold any programs in August. GOAL 5: Develop methods of measurement to evaluate the effectiveness of library services and programs: I June July August Internet 2139 2370 2418 Wireless 131 134 182 Online Products 3099 958 835 Homepage 1337 1965 1965 Frost Papers 39 ( 53 53 Information 1891 1981 1757 Services Inquiries Page 22 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... GOAL 6: Investigate, develop and maintain partnerships in the community: I assisted Information Orillia with Christmas in June planning and took charge of some of the many tasks that had to be completed. I also assisted with Information Orillia's strategic planning, held in July. I gave a library orientation to 5 people accompanied by their workers from Community Living in July. Goal 7: Attract, develop and maintain a trained and educated workforce. Jayne attended the Marketing Think Tank, held at the Oakville Public Library. Suzanne and I visited East York Public Library and York Public Library both of which had been recently renovated to obtain information about new products available for our new library. I interviewed for a new library page position in August and Amy Lentini, a young student who had volunteered in the Children's department in the summer was hired. Page 23 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... REPORT OF THE DIRECTOR OF TECHNICAL SERVICES JUNE-JULY-AUGUST 2009 JUNE Circulation June saw a spurt in circulation, where we were higher in most categories, with an overall increase in borrowing of 1459 items, or almost 8% over June 2008. We also registered 138 children as new members as opposed to 83 in June '08. Some of this increased activity was in anticipation of the splendid children's summer programs, and also to the economic times that lead people to discover the extensive resources of the library. Technical Processino After juggling various schedules we were able to find money for extra hours for Cathy McRae and Marley Lauro to help with processing, discards, and other routine functions that seemed to have piled up. Over 1800 items were either added to the collection or withdrawn from it in June. Svstems The Automation Committee worked in earnest with consultant Helene Golden through June to produce a Request for Proposal for a new system. We released the RFP June 26 to five selected firms: Infor Library and Information Solutions, Innovative Interfaces, Polaris Library Systems, Sirsi/Dynix, and The Library Corporation. We gave them 4 weeks to respond to the proposal. JULY On July 14 we celebrated the library centennial very quietly with treats from Tim Horton's. Circulation Circulation was up 8.5% over July 2008, with gains in every type of material. Patrons placed over 1200 holds and we signed up 244 new members. Svstems The library received 5 excellent responses to our RFP for a new system, and copies were made for all the members of the Automation Committee to take home and study. We scheduled demonstrations with all the vendors for early August. Page 24 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... Interim Buildins While the CEO was on vacation, I was asked to okay the paint, floor and trim scheme for the 2nd Last Library. I did this, and then was asked for a layout of the shelves. I replied that I thought this was the architects' task, with help from the library staff. However, I was told that it was agreed we would do the shelf layout, and could they have it ASAP? I spent a weekend with graph paper and rulers, and provided Rod Young's office with rough sketches. Regarding movers, I spoke with Bruce Duncan at the City and he said that for such a large moving job, a written quotation would be needed, so I drafted an RFQ and left it for the CEO's return from vacation. AUGUST Circulation August continued to be very busy, with an increase over August 2008 by 3.3%. Mondays were an especially heavy day, with staff generally spending a large part of the day checking in and sorting returns. On August 4, after the long weekend the staff checked in over 1600 items and loaned over 1400, probably setting a record. The Packet did a story on our busy circulation desk, interviewing Sarah Csekey. Svstems The Automation Committee spent an interesting few days looking at systems as demonstrated by vendors. We used a process called "scripted demonstrations" where we give the vendors several scenarios, based on our experiences, and then they show us how their systems would handle the situations. The Committed members then scored each presentation. After the demos we added up the scores, and three of them were almost identical. After discussion, however, we all rated one system as the overall best. The next step was to clarify several points with the vendor, and check with other users for their satisfaction levels etc. Susan Dance and Lynne Gibbon completed this step at the end of August. A further report on the project will be available for the September Board meeting. Interim Building There were more surprises in store from Rod Young's office. They e-mailed requesting locations for electrical outlets, computer network connections etc. and I was asked to provide them. I asked for a copy of their proposed layout, and found out that we were supposed to design that as well. As they say, back to the drawing board. Page 25 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... I provided the architects' the information they wanted in a few days, but not until they had said we could make no further changes to anything as it had to go to tender! That was resolved however, I am still working on the details of how to squeeze an already overcrowded library into one 2/3 the size, and am guessing at dimensions since some of the rooms are not measured on the drawings we have, and we also cannot access the building itself. I am learning a new program called Visio, with which I am doing a rudimentary floor plan. Technical Processing Circulation staff informed me we were getting low on library cards, so I designed a new one featuring a rendering of the new library. Previous cards were sponsored by CIBC and Jim Wilson, but staff felt this time it was important to advertise ourselves. We should have them for use in October. Since we must reduce the size of our collection to take with us to the 2°a Last Library, I ran and began printing a report listing items that had not circulated in the last 18 months (as of Dec 31, 2007). It is an extremely long report, so I am printing it in sections, and staff will be able to mark items for storage or weeding. Page 26 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... REPORT OF CHIEF EXECUTIVE OFFICER FOR JUNE 2009 CIRCULATION OF MATERIALS Jan-Jun Jan-Jun PRINT 2008 2009 Books 86930 87759 Periodicals 4280 4210 Maps, Gov't. Publications, Pamphlets, Pictures 24 26 Interlibrary Loan - Borrowed 865 844 Interlibrary Loan - Loaned 1197 1125 ~TQfiAL PUNT 93290 9364 NON-PRINT CD-ROMs 126 46 Equipment 36 9 Microfilms ILLoan - Borrowed 34 26 Microfilms ILLoan - Loaned N/A N/A Multi-Media 27 13 Other Materials 0 0 Other Materials ILLoan - Borrowed 46 12 Other Materials ILLoan - Loaned 38 51 Sound Recordings 6694 6837 Talking Books ILLoan - Borrowed 11 0 (and Books-on-Tape) - Loaned 55 47 Videos and DVDs 15875 18715 Videos and DVDs ILLoan - Borrowed 16 11 Videos and DVDs ILLoan - Loaned 48 57 ITO AL NON P INT . ' 230U6 . 2 82 ~k~ I.TQ;ALLI CULA LO N: 41 . IE 1.978;8 SERVICES REFERENCE TRANSACTIONS Adult Children 8740 7991 2151 2211 Directional/Telephone Queries 1065 922 E-Mail/Mail/Fax Requests 78 86 Extended Computer Help 638 615 Other Libraries 2323 2227 Readers' Advisory 912 958 T~T.4L:RI=EEC . NCB TRa ISAC......... ;5tI19 INTERNETICOMPUTER USE Adult/Children 12778 11057 Online Product Logins 14045 11994 Frost Scrapbook 267 296 Web Page Visits 8451 10720 Wireless 0 762 .TTAt::1Pll'ERI~1ETfGaMPUTERlrE 35a4'I 34129 IN-LIBRARY USE OF NON-FICTION MATERIALS 7542 6235 IN-LIBRARY USE OF MICROFILMS 509 476 f GRAND TOTAL'!LIBRARY=,U-SE 1:75801,; '176338] Page 27 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... SERVICES - CONTINUED Jan-Jun Jan-Jun 2008 2009 PROGRAMS - ADULT SERVICES In-Library - Group Visits 0 1 * Attendance 0 10 - Programs 29 58 * Attendance 530 859 Out of Library - Talks to Groups 7 5 * Attendance 255 175 PROGRAMS - YOUNG ADULT SERVICES In-Library - Programs 14 16 * Attendance 152 168 PROGRAMS - CHILDREN'S SERVICES In-Library - Group Visits 5 12 * Attendance 80 284 - Story Hours 76 65 * Attendance 1535 1306 - Other 29 47 * Attendance 1127 1351 Out of Library - Talks to Groups 22 54 * Attendance 3519 3733 - Programs 19 5 * Attendance 297 378 Tt3fiAL RRaGRAIVIS. . 201:: 2 1710. L ATTENDANCE 7495 LIBRARY VISITS (Door Count) 95760 100974 AVERAGE PER DAY (Incl. Sunday) 580 613 NUMBER OF NEW BORROWERS REGISTERED 2008 2009 Adult - City of Orillia 459 525 - Township of Oro-Medonte 89 100 - Township of Severn 86 86 - Non-Resident - Annual 1 1 - Six Month 3 3 - Occasional 11 11 - Non-Resident Taxpayer 6 4 - Lakehead Students 0 11 - Library Staff & Volunteers 6 2 Children - City of Orillia 154 246 - Township of Oro-Medonte 32 33 - Township of Severn 28 32 Institutional 0 0 Other (eq. Reciprocal/Learning Centre/Nursing Homes 7 15 ~TOTAL.NEV1l B€~RRO1t~fRS RG(STERE.d`€ 69) Page 28 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... - ® SIX NATIONS PUBLIC LIBRARY, Est. 1968 ` - PO Box 149 1579 Chiefswood Road ear 1963 Ohsweken, Ontario NOA 1MO phone • 519-445-2954 fax • 519-445-2873 email • sounders@snpl.ca web • www.snpl.ca July 31, 2009 Ontario Public Library Six Nations Public Library is currently pushing forward for a new building. Our current home, an 1885 heritage residence, has been outgrown by our patronship and does not meet accessibility guidelines set before us by the province and human rights advocates. As such, we are kicked off our Building Fund with a 2009 Chevy Equinox Raffle. Proceeds from the raffle will be used for the marketing of the major capital campaign. Tickets are $20 each, 3 for $50 or 6 for $100. The winner will receive the 2009 Equinox valued at $28,975. Library staff may wish to purchase tickets individually or to put into a pool, selling the car for the proceeds upon winning. Tickets can be purchased onsite or by check via mail. Although our draw is scheduled for September 131h, it should be known that there are only 2500 tickets available and sales will end when this number has been reached. Please feel free to contact us with any questions or for more details. Being public library staff we all realize the need for our libraries, especially in this economic climate. We also realize the efforts which must be made in both fundraising and campaigning when infrastructures become defunct or obsolete. I encourage you, your staff and Trustees to consider this opportunity, thus supporting Six Nations Public Library. Sincerely, Sabrina ER Saunders Director of Library Services Page 29 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... 1 T ifg of ORILLIA CfTY CENTRE 50 ANDREW ST. S., SUITE 300 ORILLIA, ON. L3V 7T5 August 26, 2009 Mr. John Swartz Orillia Public Library Board 36 Mississaga Street West Orillia, ON L3V 3A6 Dear Mr. Swartz: TELEPHONE (705) 326-1177 FACSIMILE (705)325-1612 Thank you for your letter of July 27 regarding communications between the Library/Market Square Project Team and the Orillia Public Library Board. As you discussed with the City Manager at your meeting on August 17, the issue essentially comes down to timing. While we share a common objective to ensure an appropriate flow of information between the two groups, we have to be mindful of the fact that Council members do not appreciate reading about developments in the newspaper before they have discussed the item. While I agree that on occasion this can be addressed through a closed session of the Board, some of the examples discussed with the City Manager would not have qualified for a closed session discussion. As a.result of your letter and your subsequent meeting with Mr. Brown, the Manager of Special Projects has been requested to pay specific attention to the concerns raised in your letter throughout the balance of the project. The upcoming reports to Council from the Project Team are expected to deal with the prequalification of general contractors, the pre-tender estimate, and the results of the tender call. Since none of these require a Board motion of support, we can avoid putting the Board in the position of feeling that it has insufficient time to consider the issues by authorizing the Board's CEO to release the reports to the Board members for their information at the same time as the reports are sent to Council members. Since these reports go to Council Committee first and any recommendations are submitted for ratification to Council a week later, we trust that this will provide the Board with sufficient time to communicate any opinions to Council prior to the date of the Council meeting. Thank you again for raising our awareness of how the Board is feeling about the communications process. Yours truly, ~i Ron Stevens, Mayor cc: City Manager L. Koughan ter,+ocness OFFICE OF THE MAYOR I rt"to Page 30 of 126 Agenda Item # 5d) - Orillia Public Library, minutes of meeting held on Wednesday... I I / ORILLIA PUBLIC LIBRARY 36 1-lississaga Street Nest, Orillia, Ontario L3v" 3,k6 • Telephone (703) 3_5-2333 • Fax(7705)3-1-7-1744 July 27, 2009 Mayor Ron Stevens Ian Brown, CAO City of Orillia 50 Andrew St. S., Ste 300 Orillia, On., L3V 7T5 Dear Sirs: The Orillia Public Library Board wishes to communicate its desire to improve the flow of information to the Board regarding the new library building project. The Board is frustrated that some information it feels should be shared between City Hall (the Library Project Team) and the Board is lacking. Most recently we learned of the location for the temporary library by reading the newspaper. There were two occasions when the Board was asked to endorse reports and next step actions Council was about to take. We held special meetings, received the information and passed resolutions at the same meetings. I think you would agree that some things take a little time to consider and there are likely questions that need answers and the time to get an answer. The Board wonders why we cannot have information sooner to properly consider our collective action; and when appropriate, to communicate to Council or the Library Project Team when it has opinions on such information. Our CEO, Dawn Silver, has informed us on occasion that she is unable, or feels unable, to provide us with information we request because of the sensitivity of some of the information that is asked about at board meetings (and/or that she was told not to share information). Since she is ultimately accountable to our Board, this situation places her in an unfair and uncomfortable position. We wish to point out that the OPLB has the same mechanism and requirements as Council to go into closed session when discussing sensitive issues, in particular property and contract issues. The paramount concern of the Board is that we make informed decisions and work in close cooperation with City authorities. We believe that we all share the same objectives with respect to the building of a new Public Library. Accordingly, we need to collectively develop effective mechanisms that will ensure timely and appropriate handling of information. This will allow Council, City administration and our Board to work together as equal partners in an orderly process where all authorities have had opportunity to contribute to the final decision. Respectfully John Swartz, Chair Orillia Public Library Board Page 31 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING 07109 Friday August 28, 2009 MINUTES Location:Tiffin Centre for Conservation - John L. Jose Environmental Learning Centre PRESENT: Chair: Walter Benotto Vice Chair: Joan Sutherland Town of Shelburne Town of New Tecumseth LMEMBERS: Rick Archdekin Mary Brett I Orville Brown Chris Carrier I Mel Coutanche I Reg Cowan I Tom Elliott Ralph Hough I Gang Matthews Rick Milne I Gord Montgomery I Fred Nix I Gerald Poisson Ron Simpson Robert Walker Barry Ward I REGRETS: Terry Dowdall I Sonny Foley I Ron Henderson I John McKean I Brian Mullin I Cal Patterson Bill Van Berkel Percy Way Town of Wasaqa Beach Township of Ad'lala-Tosorontio Township of Clearview Town of Collingwood Township of Oro-Medonte Township of Sprinqwater Township of Sprinqwater Township of Oro-Medonte Township of Melancthon Town of New Tecumseth Town of Mulmur Town of Mono City of Barrie Town of Bradford West Gwillimbury Township of Clearview City of Barrie Township of Essa Town of Collinqwood Township of Essa Town of the Blue Mountains Municipality of the Grey Highlands Town of Wasaqa Beach Town of Innisfil Township of Amaranth GUEST Tonya Fraser - Property owner, Adjala-Tosorontio STAFF PRESENT: CAO/Secretary-Treasurer Manager of Administration and Human Resources Communications/Public Relations Assistant Director of Land Operations & Stewardship Services Manager of Stewardship Services Director of Planning Director of Engineering and Technical Services RECORDER: Laurie Barron, Executive Assistant Wayne Wilson Susan Richards Kim Garraway Byron Wesson Fred Dobbs Chris Hibberd Glenn Switzer Page 32 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 2 of 8 CALL TO ORDER Chair Walter Benotto called the meeting to order at 9:40 a.m. MOTION TO ADOPT AGENDA RES#1 MOVED BY: Chris Carrier SECONDED BY: Rick Milne RESOLVED THAT: The Agenda for Board of Directors Meeting #07/09 dated 28 August 2009, be adopted. 2. PECUNIARY INTEREST DECLARATION None declared 3. NVCA STAFF SERVICE RECOGNITION The following NVCA staff were recognized for their years of service with the NVCA: 20 vears of service Byron Wesson, Director of Land Operations and Stewardship Services 10 vears of service Sue Whitters, Mgr. OF Finance & Kimberly Winder, Receptionist/Admin Assoc. 4. MINUTES 4.1 Minutes of the Public Meeting regarding the Township of Oro-Medonte request to reduce Conservation Authority Jurisdiction held on 12 June, 2009. Past Chair, Fred Nix, requested additional text be added to the minutes to reflect a handout that was provided by Mayor Hughes, of Oro-Medonte, which contained the Mining and Lands Commission mediation resolution and a statement regarding the original request for a boundary change that was made at the request of Oro-Medonte, not the NVCA. RES#2 MOVED BY: Rick Milne SECONDED BY: Chris Carrier RESOLVED THAT: The Minutes of the Public Meeting regarding the Township of Oro- Medonte request to reduce Conservation Authority Jurisdiction held on 12 June, 2009 be approved. Carried; 4.2 Minutes of the Board of Directors Meeting 06/09, dated 12 June, 2009. RES#3 MOVED BY: Chris Carrier SECONDED BY: Rick Milne RESOLVED THAT: The Minutes of the Board of Directors Meeting 06/09 dated 12 June, 2009 be approved. Carried; 4.3 Minutes of the Executive Committee Meeting 09109, dated 26 June, 2009. RES#4 MOVED BY: Rick Milne SECONDED BY: Chris Carrier RESOLVED THAT: The Minutes of the Executive Committee Meeting 09109 dated 26 June, 2009 be received. Carried; Page 33 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 3 of 8 Note: Planning Regulations and Guidelines (item 7.2) were discussed at this point in the agenda to accommodate a resident from Adjala-Tosorontio who attended the meeting to hear the outcome of Resolution#10 as noted on page 4 of these minutes. 5. BUSINESS ARISING FROM MINUTES Item 4.1 of the Public Meeting Minutes: Past Chair Fred Nix asked the following question of Chair Walter Benotto: At the public meeting regarding the Township of Oro-Medonte's request to reduce Conservation Authority jurisdiction held on June 12th , Mr. Robin Dunn, CAO for Oro- Medonte, made a statement (reflected in the minutes) that he understood that the NVCA had agreed in 2003 to enter into an MOU with the Severn Sound Environmental Association and that, to date, the NVCA had not done this. Fred Nix stated that this is the third time that he is aware that Oro-Medonte Councillors and/or officials have told the public that the NVCA has failed to live up to a commitment it made. NVCA staff were directed to search through correspondence and other documents from 2003 to find out where the commitment had been made, and staff were unable to find any documentation that the NVCA ever made this commitment to enter into an MOU. After Mr. Dunn's presentation on June 12th, Fred Nix asked Mr. Dunn if he had a copy of the letter from 2003 wherein the NVCA made this commitment. Mr. Dunn stated quite emphatically that he did and that he would forward a copy to Wayne Wilson, CAO/Secretary Treasurer. Fred Nix asked Wayne Wilson, CAO/Secretary-Treasurer if the correspondence had been forwarded from Mr. Dunn. Wayne Wilson advised that no correspondence had been received. Fred Nix stated that he wanted it to be clear he is not against the idea of an MOU between the NVCA and the SSEA, but has concerns when charges are made that the NVCA has failed to live up to a commitment, when no such commitment was ever made. This makes the NVCA look "bad" in the public eye. Fred Nix requested that, Chair Benotto, direct NVCA staff to write Mr. Dunn a letter, reminding him of the commitment he made to send this documentation to the NVCA over two months ago. RES#5 MOVED BY: Fred Nix SECONDED BY: Chris Carrier RESOLVED THAT: NVCA staff (CAO/Secretary-Treasurer, Wayne Wilson) be directed to correspond in writing with the CAO of Oro Medonte, Mr. Robin Dunn, asking him to follow up on the commitment made at the June 12th Public Meeting of the NVCA, "to send the NVCA the 2003 documentation indicating that the NVCA made a commitment to enter into a memorandum of understanding with the SSEA (Severn Sound Environmental Association)." Carried; Page 34 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 4 of 8 6. REPORT OF THE DIRECTOR OF LAND OPERATIONS AND STEWARDSHIP SERVICES 6.1 Land Management - Minesing Wetlands Property Management Plan RES#6 MOVED BY: Chris Carrier SECONDED BY: Rick Milne RESOLVED THAT: The Minesing Wetland Property Management Plan be endorsed by the Board of Directors. Carried; 6.2 Forestry Program 2010 Fee Schedule R R2,Sg MOVED BY: Barry Ward SECONDED BY: Rick Archdekin S LVED THAT: The NVCA Planting, Tending and Site Preparation Fee Schedule for 2010 be approved by the Board of Directors effective August 28/09. Carried; RES#8 MOVED BY: Barry Ward SECONDED BY: Rick Archdekin RESOLVED THAT: The reports of the Director of Land Operations and Stewardship Services dated August 28, 2009 be received. Carried; REPORT OF THE DIRECTOR OF PLANNING 7.1 Permits for Ratification for the period June 1/09 to August 17109. Gerald Poisson, member representing the City of Barrie, questioned if it would be possible to have more detail in the permit summary of approvals with respect to works being permitted. Chair Walter Benotto, advised the Board of Directors that at any time they are welcome to contact staff if they have any questions about a particular permit. In addition Chris Hibberd, Director of Planning, concluded that this request would be placed on the Planning Advisory Committee agenda for further discussion RES#9 MOVED BY: Barry Ward SECONDED BY: Rick Archdekin RESOLVED THAT: The Permits/Approvals issued by staff for the period June 1/09 to August 17/09 be approved. Carried; 7.2. NVCA Planning and Regulation Guidelines RES#10 MOVED BY: Tom Elliott SECONDED BY: Barry Ward RESOLVED THAT: The Board of Directors approved the August 28, 2009 Planning and Regulation Guidelines; and, FURTHER THAT: Staff be directed to use the guidelines when commenting on development proposals and reviewing Ontario Regulation 172/06 permit applications. Unanimously Carried; RES#11 MOVED BY: Robert Walker SECONDED BY: Orville Brown RESOLVED THAT: The reports of the Director Planning dated August 19 and August 28, 2009 be received. Carried; Page 35 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 5 of 8 8. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES AND THE COMMUNICATIONS/PR ASSISTANT 8.1 Communications Report - June 2009 8.2 Communications Report - July 2009 RES#12 MOVED BY: Orville Brown SECONDED BY: Robert Walker RESOLVED THAT: The Communications report for the month of June and July, 2009 be received. Carried; 9. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES 9.1 NVCA Dress Policy RES#13 MOVED BY: Orville Brown SECONDED BY: Robert Walker RESOLVED THAT: The NVCA revised Dress Policy, HR-1 be approved by the Board of Directors. Carried; RES#14 MOVED BY: Tom Elliott SECONDED BY: Barry Ward RESOLVED THAT: The report of the Manager of Administration and Human Resources dated August 28, 2009 be received. Carried; 10. REPORT OF THE CAO/SECRETARY-TREASURER AND THE MANAGER OF FINANCE 10.1 Financial Report - Statement of Operations Summary for the Period ending July 31/09. RES#15 MOVED BY: Tom Elliott SECONDED BY: Barry Ward RESOLVED THAT: The Statement of Operations Summary for the Period ending July 31/09 be received. Carried; RES#16 MOVED BY: Barry Ward SECONDED BY: Tom Elliott RESOLVED THAT: The reports of the CAO/Secretary-Treasurer and the Manager of Finance dated August 28, 2009 be received. Carried; 11. REPORT OF THE CAO/SECRETARY-TREASURER Discussion ensued regarding the appeal of the budget and the lack of jurisdiction the NVCA would have if options 1 and 2 are not considered. It was suggested that a short concise report dealing with the original appeal Oro-Medonte made to the Mining and Lands Commissioner regarding the NVCA budget should be sufficient. The option of Oro-Medonte withdrawing the appeal of the NVCA budget and hiring a consultant to review NVCA service delivery was also discussed. 11.1 Oro-Medonte (Severn portion) NVCA Service Delivery update report. Page 36 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 6 of 8 RES#17 MOVED BY: Tom Elliott SECONDED BY: Barry Ward RESOLVED THAT: the Board of Directors receive the update report; and, THAT: Staff will continue to work with Oro-Medonte and Severn Sound Environmental Association (SSEA) to prepare a joint report regarding this matter, to be presented to the September 25/09 Executive meeting and the October 9/09 Board of Directors meeting. Carried; 11.2 Constraints/Contingency Plan Revisions RES#18 MOVED BY: Mary Brett SECONDED BY: Gord Montgomery WHEREAS: The Executive Committee have directed staff to draw up an operations constraints/contingency target to offset potential planning user fee shortfalls; and, WHEREAS: At the June 26/09 Executive Committee meeting, staff were directed to provide an additional $98,000 constraint to the contingency plan resulting in a total constraint of approximately $208,000; therefore, BE IT RESOLVED: That the Board of Directors endorses the 2009 Constraints/ Contingency Plan as presented. Carried; RES#19 MOVED BY: Ralph Hough SECONDED BY: Gord Montgomery RESOLVED THAT: The reports of the CAO/Secretary-Treasurer dated August 28, 2009 be received. Carried; 12. NEW BUSINESS Garry Matthews, member representing the Township of Melancthon advised the Board of Directors about a book he had read that was very interesting reading. The book was entitled "Blue Gold - The Fight to Stop the Corporate Theft of the Worlds Water" written by Maude Barlow. Mr. Matthews encouraged the members to read the book and advised that it is also available in video. 13. CORRESPONDENCE (a) Ministry of Natural Resources dated May 25/09 re: Endanaered Species Act, MNR working across the province to protect and recover Ontario's at-risk plants and animals. (b) Oak Ridges Moraine Foundation dated May 27109 re: Status of grant application deadlines. (c) Ministry of Energy and Infrastructure dated June 12/09 Simcoe Area - A Strategic Vision for Growth. This document can be viewed on www.olacestoorow.ca (d) Ministry of Natural Resources dated June 12/09 re: Ontario Flood Forecasting and Warning - Implementation Guidelines for Conservation Authorities and the Ministry of Natural Resources. (e) Letter to Oak Ridges Moraine Foundation dated June 12/09 re: A progress report from Shannon Stephens, NVCA Healthy Waters Program Coordinator - Caring for the Moraine Year Four. Page 37 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 7 of 8 (f) Municipality of the Township of Tiny dated June 18/09 re: NVCA Presentation to Council - June 8/09. (g) The Township of Essa letter to the Minister of Municipal Affairs and Housing and the Minister of Natural Resources dated June 18/09 re: Resolution regarding Approval of a Special Policy Area. Subsequent response from Minister Cansfield dated July 22/09. Question Fred Nix, is Angus going to be a special policy area. Wayne the process is to review and comment. (h) Beacon Environmental dated June 19/09 re: Willow Creek/Minesing Wetland Site Development. Good news item. (i) Ministry of Natural Resources dated June 22109 re: Thank you from Minister Cansfield for hosting the canoe trip on the Nottawasaga River. (j) Trees Ontario dated July 2/09 re: The 50 Million Trees Project. (k) Trees Ontario press release dated July 7/09 re: Trees Ontario Reports Largest Spring Tree Planting Ever. (1) New Tecumseth Streams Committee dated July 8109 re: Confirmation of funding support for the 2009 Beeton Creek Restoration Project. (m) Conservation Ontario letter to Mayor L. Peterson, City of Thunder Bay dated July 9/09 re: At the Shoreline: A Mayors' Collaborative Action Plan to Protect the Great Lakes. (n) Letter to the Town of the Blue Mountains from W. Wilson, CAO/Secretary Treasurer dated July 6/09 re: The Blue Mountains Sustainable Path. (o) Letter from D.J. Kerr, Director of Blue Mountain Watershed Trust Foundation to MNR Minister Cansfield dated July 17/09 re: Conservation Authorities Liaison Committee. (p) Central Ontario Geocachers received July 29/09 re: The 5th annual world-class Geocaching event held at Tiffin - thanks to NVCA for making the event a success. (q) Ontario Federation of Agriculture letter to Warden Gordon Montgomery dated Aug 10/09 re: Resolution to afford a high priority for Dufferin County in the preservation the Honeywood Soils. (r) The Township of Melancthon dated July 3/09 re: Cumulative impacts of aggregate extraction below the water table. (s) Letter to Township of Melancthon from W. Wilson, CAO/Secretary-Treasurer re: response to July 3/09 correspondence noted in item (r) above. Page 38 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... BOARD OF DIRECTORS MINUTES MEETING No: 07-09 28 August, 2009 Page 8 of 8 (t) The Town of Collingwood dated August 6/09 re: Proposed Open Pit Mine Nottawasaga and Grand River Watersheds (Note: comments will be provided when review had been completed). (u) The Township of Melancthon dated August 18/09 re: The Highland Companies application to amend the zoning by-law and official plan for a Class A Quarry - public meeting date to be set in September. RESf20 MOVED BY: Gord Montgomery SECONDED BY: Ralph Hough RESOLVED THAT: Correspondence not specifically dealt with be placed on file. Carried; FUTURE MEETINGS BOARD OF DIRECTORS - September 11/09 EXECUTIVE COMMITTEE - 25/09 UPCOMING EVENTS DISABILITY AWARENESS CUSTOMER SERVICE TRAINING SESSIONS (Open to NVCA Board Members) October 21/09 -10-11 a.m. or 1-2 p.m. NVCA EVENING OF THANKS (save the date) Tuesday, November 3/09 - 7:00 p.m. - John L. Jose Building ADJOURN RES.#21 MOVED BY: Ralph Hough SECONDED BY: Mary Brett RESOLVED THAT: This meeting adjourn at 11:30 a.m. to meet again at the call of the Chair. Carried; Walter Benotto, N.V.C.A. Chair Dated this day of Wayne R. Wilson, CAO/Secretary-Treasurer , 2009 Page 39 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... NOTTAWASAGA VALLEY CONSERVATION AUTHORITY MEETING HIGHLIGHTS yATM NVCA BOARD OF DIRECTORS MEETING -No. 07109. Auaust 28. 2009 STAFF RECOGNIZED FOR YEARS OF SERVICE Chair Benotto and Wayne Wilson, CAO/Secretary-Treasurer recognized the following staff for their years of service with the NVCA: Byron Wesson, Director of Lands, Operations and Stewardship Services, 20 years; Sue Whitters, Manager of Finance, 10 years; and Kimberly Winder, Reception ist/Ad min Associate, 10 years. BOARD ENDORSES PLAN TO MANAGE THE MINESING WETLAND The Board of Directors voted to endorse the 2009-2013 Minesing Wetlands Management Plan, written in partnership between the NVCA and Nature Conservancy Canada (NCC). The plan outlines how the agencies will assess biodiversity targets, threats, and conservation actions for the protection, recovery and enhancement of the internationally-significant wetland. NVCA staff are working with the NCC and Friends of Minesing Wetlands to identify funding opportunities to meet these deliverables. 2010 FORESTRY PROGRAM FEE SCHEDULE APPROVED The Board of Directors approved the 2010 forestry program fee schedule which has an approximate 5 percent increase over 2009 to ensure costs are met and the NVCA maintains its competiveness. Our forestry program has expanded beyond the planting of trees and now includes a site tending and preparation option for the landowner, in large part due to funding from Ontario's 50 Million Trees Program. The NVCA will plant about 100,000 trees in 2010. NVCA PLANNING AND REGULATION GUIDELINES APPROVED The Board of Directors unanimously approved the NVCA Planning and Regulation Guidelines which will be used by staff when commenting on development proposals and reviewing Ontario Regulation 172/06 permit applications. The guidelines are posted on the NVCA web site under the "planning policies" section. UPDATE ON NVCA/SSEA/ORO-MEDONTE JOINT REPORT ON SERVICE DELIVERY IN THE SEVERN SOUND SUBWATERSHED On July 21" four NVCA staff and board members met with representatives from Oro-Medonte and the Severn Sound Environmental Association to assess short and long term options for environmental service delivery in the Severn Sound subwatershed. No consensus was reached on a single preferred option. The group will meet again but a meeting date has yet to be confirmed. Wayne Wilson, CAO/Secretary-Treasurer, hopes to present the joint report at the September 25th Executive Committee meeting as a draft report for review, and then submit it at the October 9th Board meeting as a final report for consideration. For more inforT to contact: Wayne Wilson, CA~/Secretary-Treasurer 705-424-1479, ext. 225 wwilson0)nvca.on.ca Page 40 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... NOTTAWASAGA VALLEY CONSERVATION AUTHORITY HIGHLIGHTS FROM MEETINGS OF SEPTEMBER 11, 2009 J'11lCN A NVCA BOARD OF DIRECTORS MEETING -No. 08109 NVCA MAKES RECOMMENDATIONS FOR ONTARIO LOW WATER RESPONSE POLICY REVISION The Board of Directors gave direction to NVCA staff to ask the Ministry of Natural Resources to consider the NVCA's 19 recommendations for improving the Ontario Low Water Response Plan. The 19 recommendations come from the Innisfil Creek Low Water Response Pilot Project, the most significant of which is to change the declaration of a level 3 drought condition to a two-phased approach whereby the Conservation Authority and the MNR confirm the technical drought conditions and the Water Response Team provides recommendations for water conservation actions to be approved at the provincial level. The MNR is planning to conduct a complete policy review on the Ontario Low Water Response Plan in late fall 2009. NVCA SUPPORTS GROWTH PLAN FOR SIMCOE COUNTY Board members endorsed NVCA staff comments on the Ministry of Energy and Infrastructure's strategy entitled "Simcoe Area: A Strategic Vision for Growth." In general, NVCA staff are supportive of the document, particularly its advocacy for holistic environmental and servicing planning principles which protect key natural heritage and hydrologic features. Staff have provided the province with recommendations to further address/clarify the Vision regarding: integrated watershed planning, natural hazards, water quantity/quality, and natural heritage systems. NVCA REPRESENTATIVES TO ATTEND TOWNSHIP OF ESSA COUNCIL MEETING WHERE MOTION TO DISSOLVE THE NVCA WILL BE BROUGHT FORWARD BY COUNCIL At the September 2"d meeting of the council of the Township of Essa, Mayor Guergis brought forward a motion to support the dissolution of the NVCA and that the NVCA re-form into an association similar to the Severn Sound Environmental Association. The motion was deferred when several councillors requested more background information. It was also suggested by a councillor to consider using a third party/consultant to develop a report to address concerns. Essa staff will bring a report to Essa Council meeting on Sept. 16th, a meeting which NVCA Chair Walter Benotto, CAO Wayne Wilson, and Admin & HR Manager Susan Richards will attend. UPDATE ON PROCEEDINGS WITH THE TOWNSHIP OF ORO-MEDONTE AND THE SEVERN SOUND ENVIRONMENTAL ASSOCIATION REGARDING ORO-MEDONTE'S REQUEST TO REDUCE CONSERVATION AUTHORITY JURISDICTION Wayne Wilson told the Board of Directors he met with staff from the Township of Oro Medonte and Severn Sound Environmental Association again on September 10th. He said a draft report will be presented at the October 9th NVCA Board of Directors meeting outlining what options have been considered with respect to Oro-Medonte's request to reduce conservation authority jurisdiction. GRAND OPENING OF THE NEEVA GAYLE HIX GREENWAY The covered boardwalk at the Tiffin Centre for Conservation has been completed as a result of a generous donation received from John and Neeva Gayle Hix. Chair Benotto and the Board of Directors, along with NVCA staff and guests of John and Neeva Gayle Hix, acknowledged the Hix's contribution with a grand opening celebration and unveiling of the "NEEVA GAYLE HIX GREENWAY" plaque. Page 41 of 126 Agenda Item # 5e) - Nottawasaga Valley Conservation Authority, minutes of meetin... NOTTAWASAGA VALLEY SOURCE PROTECTION AUTHORITY (NVSPA) MEETING - No. 02109. September 11. 2009 NVSPA TERMS OF REFERENCE APPROVED BY THE ONTARIO MINISTRY OF THE ENVIRONMENT The NVSPA Terms of Reference were approved by the province on July 13th, 2009. The Severn Sound SPA terms were approved on the same day and the Lake Simcoe and Couch iching-Black River SPA terms were approved on June 29th. These approvals trigger the deadline for the Technical Assessment Reports one year later. INVITATION TO ATTEND MUNICIPAL SOURCE WATER PROTECTION WORKSHOP SERIES Source Protection Committee Chair, Lynn Dollin, reminded NVSPA members of the final two Source Water Protection municipal workshops to be held this fall. The next workshop is on September 17th at Casino Rama and includes sessions on enforcement and monitoring, water budgets, and Source Water Protection & Emergency Response. The final workshop is on October 29th. NVSPA members, as well as all municipal councillors and staff who deal with Source Water Protection in the South Georgian Bay Lake Simcoe Source Protection Region, may register for the workshops at www.ourwatershed.ca. WATER BUDGET PRESENTATION GIVEN BY DON GOODYEAR Don Goodyear, Manager of Source Water Protection for the South Georgian Bay Lake Simcoe Source Protection Region, gave members an update on water budgets in the NVSPA area. Tier 1 water budgets have been completed for the entire area and four sub-watersheds are undergoing tier 2 budgets. They are the Innisfil Creek, Pine River, Middle Nottawasaga River and Willow Creek sub-watersheds. Future Meetinas and Events Nine Mile Portage Heritage Festival, Sept. 19 Executive meeting 11/09, Sept. 25 Friends of Minesing Wetlands annual meeting, Sept. 26 Friends of Minesing Wetlands fall canoe trip, Oct. 3 Board meeting 09/09, Oct. 9 Deadline for Conservation Champion nominations, Oct. 9 NVCA Evening of Thanks, Nov. 3 Fqr moCe information contact: Wayne i son CAO/Secretary-Treasure r (705) 424-1479, ext. 225 wwilson aanvca.on.ca Page 42 of 126 Agenda Item # 6a) - AMO Alert No.: 09/067, dated September 28, 2009, re: AMO's M... r At 0 ,A.faw;iaf ivn or Nlonktapafit)es of Onfaras MEMBER COMMUNICATION To the attention of the Clerk and Council September 28, 2009 200 University Ave, Suite 801 Toronto, ON 1V15H 3C6 Tel.: (416) 971-9856 1 Fax: (416) 971-6191 E-mail: amo0amo.on.ca ALERT N°: 09/067 H J Q FOR MORE INFORMATION CONTACT: Petra Wolfbeiss , AMO Senior Policy Advisor (416) 971-9856 ext 329 AMO's Message to the Province: Accessibility and Municipalities at Risk with Initial Proposed Built Environment Standard Issue: On July 14, 2009, the government released the initial proposed Accessible Built Environment Standard under the Accessibility for Ontarians with Disabilities Act for public Review. The initial proposed standard sets out specific requirements for making the built environment in Ontario accessible, including all new construction. AMO is strongly encouraging municipalities to respond to the oublic review. The deadline to respond is October 16, 2009. Background: AMID continues to support the need for increased and improved accessibility for Ontarians in all aspects of community and civic life. AMO believes that since the enactment of the AODA four years ago, important advancements have been made in discussions on the key barriers to achieving accessibility for Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, buildings, structures and premises. AMID also appreciates the government's inclusive approach to the standard development process and at the same time appreciates the challenges associated with reaching "consensus" on issues in a process where common ground has not been clearly defined. Bearing this in mind, it is unclear the degree to which the initial proposed Built Environment Standard as written will improve accessibility for people with disabilities. It is important to note, that the financial burden and expectations the proposed standard places on municipalities will not only undermine the objectives of the Act and the potential for greater accessibility for all Ontarians, but conflict with the provincial objective of "Open for Business" The timelines, requirements and cost of implementing all of the requirements proposed in the standard may undermine Ontario's competitiveness. AMO will be providing a detailed response to the Built Environment Standard Development Committee and will be responding to the Minister Meilleur. Addressing key areas of concern related to the continued lack of harmonization across standards, the overall scope and applicability of the standard and the cost impact on municipalities if the standard is implemented as proposed, AMO's key recommendations are: Association of A11140 1-2 Municipalities of Ontario Page 43 of 126 Agenda Item # 6a) - AMO Alert No.: 09/067, dated September 28, 2009, re: AMO's M... 1. AMO is recommending that the Government adopt the proposed model for harmonization, The Case for Harmonization of AODA standards. 2. AMO is recommending that in the absence of financial support to municipalities to implement the AODA, the Province should reject retrofit requirements. In addition, the Government should conduct a thorough impact analysis on the economic implications of implementing the standard as proposed. 3. AMO recommends that if the standard is to include compliance when undertaking renovations, flexibility must be provided in recognition that in some cases compliance is not feasible. Rather than a specific definition for compliance, degrees of accommodation should be considered. However, prior to any acceptance of the standard into regulation, high minimum thresholds for compliance must be developed in consultation with the building sector and construction industry representatives. 4. AMO recommends that maintenance be removed from the proposed built environment standard as standards currently exist in municipal by-laws and provincial legislation such as the Highway Traffic Act. 5. AMO recommends that the technical requirements set out in the proposed standard be reviewed by industry experts prior to finalizing any aspects of the standard. AMO also recommends that the cost implications be understood by way of an impact analysis and that the cost implications be considered in timelines to implement as well as through appropriate provincial funding, 6. AMO recommends that administration responsibilities be significantly reduced and be integrated into existing Provincial government processes. And, that increased administrative costs and impacts resulting from implementation and compliance review of the standard be paid for by the provincial government. 7. AMO recommends in light of the potential province-wide financial impact of the proposed standard, further impact analysis is required to ensure that the Ministry is fully aware of the economic implications prior to the adoption of a regulation. Regarding the proposed harmonization model, AMO believes that if the government chooses to adopt the proposed harmonization model, many of the concerns, including the cost and human resource implications of implementing any and all of the proposed standards will be addressed and significantly mitigated. Action: AMO recommends that municipalities endorse The Case for Harmonization of the AODA Standards and include the model as a recommendation in your public review response to the initial proposed Built Environment Standard. AMO will continue to work with the government and municipalities to ensure the implementation of the AODA is fiscally responsible and manageable and to ensure the intent and objectives of the Act are achieved by 2025. This information is available in the Policy Issues section of the AMO website at www.amo.on.ca. Association of .N• 2_2 Municipalities of Ontario Page 44 of 126 Agenda Item # 7b) - Lake Simcoe Region Conservation Authority, correspondence da... September 23, 2009 Dear Clerk, RMEWE . I SEP 2 8 2009 f ORO-MEDON'6 E TOWfTSHIP I Re: Invitation to the Lake Simcoe Region Conservation Authority's Annual Conservation Awards Ceremonv. Thursdav. October 29.2009 Newmarket; ctarlo We are pleased to invite your Mayor and Members of Council to attend our Annual L3Y 4xr Conservation Awards Ceremony on Thursday October 29, from 6: 00p. m. - 8: 30p. m. at Madsen's Greenhouse in Newmarket. Light food and refreshments will be served. This year we salute and celebrate the lake's "Watershed Heroes" with members of the community, elected officials, and environmental leaders from around the Lake Simcoe watershed. The Lake Simcoe Region Conservation Authority s mission is to provide leadership in the restoration and protection of the environmental health and quality of Lake Simcoe and its watershed with our community, municipal and other government partners. By celebrating environmental success stories from across the watershed, we hope to inspire others to conserve and protect Lake Simcoe. Thank you, in advance, for distributing the enclosed letter to your Council so that they may consider attending our festivities. We value our watershed municipalities among our most important partners, and we hope to see many Members of Council and guests at the Conservation Awards Ceremony. Please RSVP to Shelley Fogelman by October 15. Shelley can be reached at (905) 895- 1281, ext. 231 or by email at s.fogelmannlsrca.on.ca. A Yours truly, Z ~ Watershed Virginia Hackson Chair For Encl. L fe Page 45 of 126 Agenda Item # 7c) - Deputy Mayor Hough, re: Correspondence from Mary and Roy She... 10/01/2009 03:20 7053275345 TERRY ALLISON PAGE 02/04 lAA ~F r~~ r, C ALI ')e avw fur C4 47 ILe t P Auk OeLt rJy A el-"~ al~k AIL WINNV 0 /F. /k. Page 46 of 126 Agenda Item # 7c) - Deputy Mayor Hough, re: Correspondence from Mary and Roy She... 10/01/2009 93:20 7053275345 TERRY ALLISON PAGE 03/04 i ( r'~' 'c cD x t a aq i F ~671~. aA* f ti' , zx/ i? j~ 1•/ O' 7 +'F.0.,-...tJ...~F. W ° 0~~.y/ 1 ;,0 .Ldp l~C✓~"~ c„,l i Page 47 of 126 Agenda item # 7c) - Depu'Y ivIQy- PAGE 04104 TERR'A` ALL'So" '101,01/2009 -5 03:20 7053275345 .0 ,tV I f. r A e7 G. Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... OF SIMCCOUONTY 460000m+ County of Simcoe Administration Centre 1110 Highway 26 Midhurst, Ontario LOL 1X0 Page 49 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... oft jk! Cil1INTY iJF Background & Statistics ,,v Established in 1843 7 Towns 9 Townships The cities of Barrie and Orillia are separate although the County provides significant services to both 480,000 hectares Total County population (2006 Census Canada): ■ 438,700 including Barrie and Orillia r ~ 2 Page 50 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... Statistics COUNTY OF ^r SIMCOE s Approximately 12,545 hectares (31,000 acres) of County Forests 500 km (311 miles) of shoreline 850 km of roads, 1700 lane km, over 180 bridges and structures and 48 major signaled intersections Almost 1,600 full and part-time employees 2009 budget of $437 million 2009 County tax levy = $95 million 2009 Waste Management Levy= $18.4 million County of Simcoe s~MCO The County of Simcoe provides a range of key municipal services to the sixteen member municipalities that make up the County as well as the single tier municipalities of Barrie and Orillia including: Mandated Services: ■ Ontario Works ■ Social Housing ■ Children's Services ■ Long Term Care ■ Paramedic Services ■ Environmental Services (solid waste management) ■ Planning ■ Emergency Management 3 Page 51 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe Mandated Services,: Ontario Works ■ Caseload: 4,920 ■ ODSP:7,850 ■ 2009 Exoenditures: $148 M County of Simcoe Mandated Services: Social Housing ■ Buildings: 239 owned or 1235 units ■ Non-Profit Housing Provider: 28 housing providers with 3000 units ■ 2009 Expenditures: $38 M SrMCOE 4 Page 52 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe SlNie+QF^' y Mandated Services: Children and Community Services ■ Caseload: 1897 children 1293 families 124 child care sites 55 homelessness projects ■ 2009 Exoenditures: $24 M County of Simcoe w ~T,fw -10,0~00~ Mandated Services: Long Term Care ■ 4 Facilities, 505 beds: Beeton Collingwood Crillia Penetanguishene ■ Nursing & personal care ■ Day programs ■ `Georgian Village': $57 M redevelopment ■ 2009 Exoenditures: $34 M SPMCOF ^y 5 Page 53 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... MY1M County of Simcoe slAie, Mandated Services,: Paramedic Services ■ Over 73,000 calls annually ■ 90th percentile response time ■ 299 Paramedics ■ 31 Peak-time Paramedic staffed response unites ■ 2009 Exoenditures: $34 M SEl~l1~6i 'A Am County of Simcoe s'Me° Mandated Services: Environmental Services ■ Newest program: Curb-side Organics Collection Program' ■ Landfill sites: 6 active ■ Transfer stations: 3 active} ■ Materials Recovery Facility: 1 active ■ Total waste: 120,000 tonnes ■ Total diverted: 57,000 tonnes ■ Households serviced: 120,000 ■ 2009 Exoenditures: $4 M8 a ~If1IR0l11Y1~11AL Sams 6 Page 54 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe Mandated Services: Planning ■ Maintains Official Plan and in 2008, Council approved a new Official Plan which will address growth issues over the next 25 years ■ Maintains census data ■ Processes over 1000 applications annuallv County of Simcoe Mandated Services: Emergency Planning 911 Service 01-ff W71 At EMSC EMEMNCW MANMI11 ENT ,uar~ F1~~8bS SINCE y r SINICOE ^4 T f 7 Page 55 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... MY1M County of Simcoe slMe, The County of Simcoe provides a range of key municipal services to the sixteen member municipalities that make up the County as well as the single tier municipalities of Barrie and Orillla including: Directed Services: ■ Roads ■ Forestry Management ■ Library ■ Simcoe County Tourism County of Simcoe Directed Services: Transportation and Engineering ■ Roads construction and maintenance ■ Long term asset planning ■ Intersection studies ■ Works yards ■ 2009 Exoenditures: $51 M ■ Museum ■ Archives ■ By-law Enforcement SIMCOE _'~s 8 Page 56 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... MY1M County of Simcoe slime, Directed Services,: County Forests ■ Managed forests since 1922 ■ Over 31,000 acres - ■ Economically sustainable 5'r ■ Award winning forestry practices as recognized by the Province of Ontario f t~l,1P]T~ FQR County of Simcoe s'Me° Directed Services: Library Co-operative ■ Rare collections ■ Special collections ■ Library Boards: 13 PULSED PUBLIC LIBRARIES ■ Library branches: 26 SHARING €-MEDIA A, LIBRARY GO-OPERATIVE 9 Page 57 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe Directed Services: Tourism Simcoe County ■ Over 8 million visitors annually to Simcoe County ■ Produces Annual Guide Maps ■ Maintains over 50 visitor brochure racks County of Simcoe Directed Services: Museum ■ Over 30,000 visitors annually ■ Over 20,000 artifacts ■ 16 buildings ■ Expansion completed in 2006 SINieQF^' y TouRis~i Fnr ffer (:rrRPer F pcrfrrsrcV SiMCOF ^y UM MUSE 1 10 Page 58 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... SiMeQF_^~ County of Simcoe - Directed Services: Archives ■ Archival records: 1293 ■ Unprocessed records: 200 i~9 J ■ Archives Expansion approved T with 2009 Budget - $200,000 C S ARQIILrES County of Simcoe s~MeoF Directed Services: Municipal Law 11- Enforcement fit!tl'4 ` ' of AWNI uwr rerr 11 Page 59 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe SlNie+QF^' y Operational support to the County of Simcoe is provided by the following departments: Customer Service Department ■ Monthly Customer Inquiries: over 5200 f f CUSTOMER SERVICE County of Simcoe s~MCO Operational support to the County of Simcoe is provided by the following departments: Geographical Information Systems ■ Maintains Land Information Network Co-operative (LINC) Services used by all levels of government y~EOE Copry~ ,..p: J LINC GIS ~T'ON veiµO~¢ ! GEOGRAPHICAL INFORMATION d: SYSTEMS 12 Page 60 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... MY1M County of Simcoe slime, Operational suoport to the County of Simcoe is provided by the following departments: Finance Department Purchasing, Fleet and Property Department Information Technology Human Resources Department Executive: ■ Office of the Warden and CAO ■ Corporate Communications Department ■ Clerk's Office r ,~,MYM , County of Simcoe s'"`~1~ Other County Funded Services: Municipal Property Assessment Corporation (MPAC) Slmcoe Muskoka District Health Unit Hospital Alliance Post Secondary Education ■ 2009 Expenditures: ■ MPAC: $4.2 M ■ SMDHU: $3.3 M ■ HA: $3 M ■ Education funding: $900 K (college and university) 13 Page 61 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... County of Simcoe Costs (2009 Budget) In 2009 the cost to deliver County services _ $440 million 2008 County tax levy _ $95 million 2008 Waste Management Levy _ $18.4 million County of Simcoe SINieQF^' y SiMCOF ^y Major issues facing the County today 14 Page 62 of 126 Agenda Item # 8a) - Mark Aitken, Chief Administrative Officer, County of Simcoe,... slw(l For the Greater Good . iyVl" CNSSFOMSTOMEER LIBRARY COUNTY FORESTS CO-OPERATIVE MU ICIPAL LAW ENFORCEMENT SOCIAL SERVICES A SJAICOF COUNTY E17SC ENVIRONMENTAL MUSEUM PARAMEDIC SERVICES SERVICES TRANSPORTATION AND ENGINEERING ManAGeMENr ~~I~~_\\\ 7 LONG TERM CARE GEOGRAPHICAL INFORMATION LONG TERM CARE SERVICES SYSTEMS RCI 15 Page 63 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... REPORT (WTGh&&Wt,e Proud Heritage, Exciting Future Report No. To: Prepared By: CS2009-023 Committee of the Whole Gary Skelding, Chief Municipal Law Enforcement Officer Meeting Date: Subject: Set Fines - By-law Motion # October 7, 2009 No. 2009-099, Pool Fence By- law Roll R.M.S. File RECOMMENDATION(S): Requires Action For Information Only It is recommended: 1. That Report No. CS2009-023 be received and adopted. 2. That the set fines related to By-law No. 2009-099, "Being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte" be established and approved as follows: Item Column 1 Column 2 Colum 3 Short Form Wording Offence Creating Set Fine Provision 1 Construct a pool without a pool Section 2.1 $300.00 fence permit 2 Construct a pool without temporary Section 2.2 $300.00 fencing Fail to ensure that enclosure 3 complies with height and material Section 2.3 $300.00 requirements 4 Place or allow water in a pool Section 2.4 $300.00 without an enclosure 5 Allow enclosure to be removed, Section 2.5 $300.00 destroyed or ineffective 3. And further that the Clerk forward the appropriate documentation to the Ministry of the Attorney General for approval. Corporate Services October 7, 2009 Report No. CS2009-023 Page 1 of 4 Page 64 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... BACKGROUND: Township of Oro-Medonte By-law No. 2009-099, "Being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte", was enacted on July 15, 2009. ANALYSIS: Attachment #1 to this report identifies the recommended set fines for offences under the provisions of By-law No. 2009-099, Pool Fence By-law. FINANCIAL: Not Applicable. POLICIES/LEGISLATION: • Provincial Offences Act, as amended. • Township's By-law No. 2009-099. CONSULTATIONS: • Clerk ATTACHMENTS: 1. Proposed Set Fines for Offences - By-law No. 2009-099. 2. By-law No. 2009-099, Pool Fence By-law Corporate Services October 7, 2009 Report No. CS2009-023 Page 2 of 4 Page 65 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... CONCLUSION: It is recommended that the set fines related to By-law No. 2009-099, being a By-law to Regulate Fencing around Private outdoor pools within the Township of Oro-Medonte, be approved. Respectfully submitted: Gary Sk Iding Chief Municipal Law Enforcement Officer SMT Comments: C.A.O. Aooroval / Comments: Corporate Services October 7, 2009 Report No. CS2009-023 Page 3 of 4 Page 66 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... Attachment #1 to Report CS2009-023 By-law No. 2009-099 Being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte Part I Provincial Offences Act Item Column 1 Column 2 Colum 3 Short Form Wording Offence Creating Set Fine Provision 1 Construct a pool without a pool Section 2.1 $300.00 fence permit 2 Construct a pool without temporary Section 2.2 $300.00 fencing Fail to ensure that enclosure 3 complies with height and material Section 2.3 $300.00 requirements 4 Place or allow water in a pool Section 2.4 $300.00 without an enclosure 5 Allow enclosure to be removed, Section 2.5 $300.00 destroyed or ineffective NOTE: The penalty provision for the offences indicated above is Section 5 of By-law No. 2009-099. Corporate Services October 7, 2009 Report No. CS2009-023 Page 4 of 4 Page 67 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2009-099 Being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte and to Repeal By-law No. 2005-138 WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that councils of local municipalities may pass by-laws respecting fences; AND WHEREAS the Council of the Corporation of the Township of Oro-Medonte deems it necessary and expedient, and in the public interest to enact a By-law to regulate fencing around private outdoor swimming pools within the Township of Oro- Medonte. NOW THEREFORE, the Council of the Corporation of the Township of Oro-Medonte enacts as follows: DEFINITIONS 1.1 "Owner" shall mean any lessee, tenant or person in possession of property on which a pool is located. 1.2 "Enclosure" shall mean a fence, wall or other structure, including doors and gates surrounding a privately owned outdoor pool to restrict access thereto. 1.3 "Pool' means a privately owned outdoor body of water: (a) Contained in a container that is: (i) Artificial, manufactured or assembled; (ii) Capable of retaining water measuring more than one metre in depth at any point and a surface dimension in excess of three metres; and, (iii) Capable of being used for swimming, bathing, diving, wading or any recreational water activity; (b) And includes: (i) Manufactured swimming pools, both above ground and in ground; and, (ii) Custom built pools; (c) But does not include: (i) Any container which is placed on ground at grade level and has no depth exceeding one metre and no surface dimension exceeding three metres. (ii) Irrigation ponds on farms used for watering livestock or for irrigation; (iii) Naturally formed depressions in the ground surfaces; (iv) Garden or fish ponds used as landscaping features with plant materials grown in and around the pond; (v) Hot tubs and spas; and, (vi) Public swimming pools as defined and regulated by the Ontario Building Code. 1.4 "Township" means The Corporation of the Township of Oro-Medonte. Page 68 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... 2. PROHIBITIONS No person shall; 2.1 construct or cause to be constructed a privately owned outdoor swimming pool without obtaining a Pool Fence Permit from the Township. 2.2 excavate for or commence construction of an in ground pool without having erected a temporary fence which restricts access to the area in which the in ground pool is being excavated and/or constructed. 2.3 construct or cause to be constructed a pool enclosure that does not comply with the height and material requirements in this By-law. 2.4 place or allow to be placed, water or allow water to remain in a privately owned outdoor swimming pool, at a depth of more than 460 mm, unless the enclosure prescribed in this by-law has been erected and maintained in conformance with provisions of this by-law. 2.5 allow the enclosure, as prescribed in this by-law, to be removed, destroyed or become in a state where it does not perform its intended use. 3. PERMITS Applications for Pool Fence Permits required in this By-law shall be made on the prescribed form and be accompanied by the following; 3.1 A detailed site plan of the property showing the location of all buildings, septic and the proposed swimming pool and fence, drawn to scale. 3.2 A Zoning Certificate from the Township of Oro-Medonte Development Services Department. 3.3 A fee as authorized by the Township of Oro-Medonte's current Fees and Charges By-law. 3.4 All permits issued in accordance with this By-law shall have an inspection conducted to ensure compliance at the earlier of: notification of the readiness to inspect or when the permit is more than four weeks old and no notification to inspect has been received. 3.5 In the event that the enclosure is not complete and satisfactory, a re- inspection shall be conducted and the appropriate fee as authorized by the Township of Oro-Medonte's current Fees and Charges By-law shall be charged. 3.6 As soon as possible following a satisfactory inspection of the completed enclosure, the Township's file shall be closed. 3.7 The Township of Oro-Medonte Municipal Law Enforcement Division shall issue permits in accordance with this By-law and shall conduct all required inspections. 4. REGULATIONS FOR ENCLOSURES The enclosures referred to in this By-law shall be constructed as follows; 4.1 The fence shall be a minimum of 1.2 m in height measured from anywhere at the grade of the bottom of the fence vertically to the top. Notwithstanding the minimum height requirement specified, no fence shall be erected in contravention of the Township's Zoning By-law. 4.2 There shall be no opening in the fence greater than 100 mm. Page 69 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... 4.3 The fence shall be constructed of such material and in such a manner as to not facilitate climbing of the fence. If the fence is constructed of lattice or chain link, the openings in the material shall not be greater than 51 mm x 51 mm. 4.4 Where the swimming pool is constructed wholly or partly above grade, that portion of the construction above grade may be used in the calculation required for height in Subsection 4.1 above provided that the remaining requirement is met in a safe manner for pool uses. 4.5 The fence shall completely encompass the swimming pool excepting that the wall or walls of a building may be substituted for a portion thereof provided the fence is affixed to the building. 4.6 All fences required in this by-law, excepting fences as described in Section 4.5 of this by-law, shall be constructed in such a manner that no portion of the fence is closer than 1.5 m to the edge of the swimming pool. 4.7 Any opening in the pool enclosure, provided for passage through the enclosure shall be protected by a gate, and that each gate shall be equipped with proper locks with self locking devices and when the pool is not in use, the gates shall be closed and locked.. 4.8 Gates shall be constructed in a like manner as the fence required in Section 4.1, 4.2 and 4.3 of this by-law. 4.9 Gates shall be provided with a lock or locks which require a key or special knowledge to open and be self-closing and equipped with a self-latching device which shall be located on the pool side of the fence at the top of the gate. 4.10 Gates shall be kept closed and locked at all times except when the fenced in area is in use by the owner, lessee or tenant of the land, or other authorized responsible person. 4.11 For above ground pools, only the ladders, stairs or decks providing access to the above ground pool need to be enclosed in accordance with this by- law provided that the following conditions are maintained: a. The sides of the above ground pool shall be not less than 1.2 metres in height measured from the finished grade or any climbable fixture or feature on the exterior face of the pool wall to the top rail of the pool wall; and b. Pumps, air conditioners, heaters, filters or other appliances or equipment shall be located not less than 1.5 metres from the top rail of the pool walls or shall be enclosed in accordance with this by-law. 5. OFFENCES Every person who contravenes any provision of this by-law is guilty of an offence and upon conviction is liable to a fine or penalty as provided for in the Provincial Offenses Act, R.S.O. 1990, c. P.33. 6. SEVERABILITY If any court of competent jurisdiction finds any of the provisions of the By-Law are ultra vires of the jurisdiction of the Township, or are invalid for any other reason, such provisions shall be deemed to be severed and shall not invalidate any other provision of the By-Law which shall remain in full force and effect. Page 70 of 126 Agenda Item # 8b) - Report No. CS 2009-023, Doug Irwin, Director of Corporate Se... CITATION This By-law may be cited as the "Pool Fence By-law". 8. REPEAL That By-law No. 2005-138 is hereby repealed in its entirety. 9. That this by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST AND SECOND TIME THIS 15TH DAY OF JULY, 2009. BY-LAW READ AND FINALLY PASSED THIS 15TH DAY OF JULY, 2009. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Page 71 of 126 Agenda Item # 8c) - Report No. CS 2009-030, Doug Irwin, Director of Corporate Se... Township ot. f~t~j1- REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: CS 2009-030 Committee of the Whole Doug Irwin Meeting Date: Subject: Motion # October 7, 2009 Section 10.1 of Parking By-law No. 2009-022 - Parking Roll Prohibited for Winter Road R.M.S. File Maintenance RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. CS2009-030 be received and adopted. 2. That people accessing Lake Simcoe for winter recreational activities be encouraged to utilize the parking lots at Bayview Memorial Park and the Line 9 Boat Launch. 3. That staff liaise with the private property owners at 985 Line 7 South and the corner of 5/6 Sideroad and Ridge Road to determine if they would be willing to provide off-road parking areas for people accessing Lake Simcoe for winter recreational activities. 4. That the Clerk bring forward the appropriate by-law to prohibit parking on Black Forest Lane, from the intersection of Ridge Road, for a distance of approximately 50 metres on both sides. 5. And that the Clerk bring forward the appropriate by-law to amend Section 10.1 of Parking By-law No. 2009-022 as outlined in Report No. CS2009-030. BACKGROUND: In September 2008, the Township hired a full-time Chief Municipal Law Enforcement Officer (MLEO) to enforce the Township's by-laws. As the MLEO worked with the Township by-laws, it was recognized that a number of by-laws needed to be updated. This report deals with the updated Parking By-law, in particular, parking with respect to winter road maintenance. Corporate Services October 7, 2009 Report No. CS2009-030 Page 1 of 4 Page 72 of 126 Agenda Item # 8c) - Report No. CS 2009-030, Doug Irwin, Director of Corporate Se... In 1995, the Township enacted By-law No. 95-85 to regulate the parking of vehicles. Section 4.03 - Parkina Prohibited Where Interferina with Winter Road Maintenance - of this by-law read "No person shall park or leave standing a vehicle whether attended or unattended on a highway in such manner as to interfere with the clearing of snow from any highway, or interfere with the sanding or other winter maintenance of any highway." In February 2009, an updated Parking By-law No. 2009-022 was considered and enacted by Council. Section 10.1 - Parkina Prohibited for Winter Road Maintenance - of this by-law reads "No person shall park or leave standing a vehicle, whether attended or unattended on a highway, at any time, 24 hours per day, between October 15th and April 30th inclusive." This by-law came into force and effect in May 2009, upon receipt of the approval of the Set Fines from the Attorney General. During the 2008-2009 winter season, the MLEO patrolled during snow removal activities. If a vehicle was parked on a road obstructing snow removal, the vehicle received a parking violation. No actions were taken when individuals were actively clearing their driveways and their vehicles were placed on the road. Whenever possible, the MLEO reminded the people who were ice fishing that if it should start to snow, they should return to their vehicles as the plow trucks would be out clearing snow. In preparing the updated Parking By-law, staff reviewed Parking By-laws from other municipalities and noted that most municipalities define a date range when referring to winter road maintenance. A number of municipalities also identify a timeframe in this regard, usually late evening into early morning. Subsequent to Parking By-law No. 2009-022 coming into force and effect, the Township has received considerable correspondence with respect to the wording in Section 10.1 - Parkina Prohibited For Winter Road Maintenance. Council directed staff to review this section of the by-law and bring forward recommendations for parking related to winter recreational activities. ANALYSIS: The intention of Section 10.1 - Parking Prohibited for Winter Road Maintenance, was to identify a date range where it is possible for winter maintenance to occur. Staff had intended to enforce this section of the by-law in the same manner in which its predecessor was enforced last year. Staff recognizes the large geographic area of the Township, and the over 600 kms of roads that Transportation staff perform winter maintenance on. To suggest a timeframe such as midnight to 6:00 a.m., to allow crews to perform snow removal, would mean a change in level of service for the Township and may not allow the required time to ensure that all of the Township roads are cleared appropriately. Accordingly, the section of the by-law was written with the intent that winter maintenance could occur at any time of the day or night. Corporate Services October 7, 2009 Report No. CS2009-030 Page 2 of 4 Page 73 of 126 Agenda Item # 8c) - Report No. CS 2009-030, Doug Irwin, Director of Corporate Se... Based on the correspondence received by the Township of this matter, it has become apparent that the intent of the section is not being conveyed in a clear manner to those individuals reading the By-law. In order to clarify Section 10.1 of the Parking By-law No. 2009-022, it is recommended that the Clerk bring forward the appropriate by-law to amend Section 10.1 to read as follows: 10.1 No person shall park, or leave standing, a vehicle on a highway, whether attended or unattended, between October 15th and April 30th inclusive, in such a manner as to interfere with winter road maintenance. For clarity, and without limitation, if a winter road maintenance vehicle must alter its course to avoid a parked vehicle, or is prevented from entering an area it would otherwise have entered to perform winter road maintenance because of a parked vehicle, that vehicle is deemed to be interring with winter road maintenance. The other recurring theme in the correspondence which the Township received on this matter was with respect to parking for those people who were ice fishing, and utilizing Lake Simcoe for other winter recreational activities. The following addresses parking in the vicinity of Lake Simcoe. People accessing Lake Simcoe for winter recreational activities should be encouraged to utilize the parking lots at Bayview Memorial Park, and the Line 9 Boat Launch. During the 2008-2009 winter season, Council also received correspondence regarding the parking concerns on Black Forest Lane. To address the parking concerns on Black Forest Lane, it is recommended that the Clerk bring forward the appropriate by-law to prohibit parking on Black Forest Lane, from the intersection of Ridge Road, for a distance of approximately 50 metres on both sides. This will allow vehicles to park from beyond this point up to the cul-de-sac. In order to accommodate the vehicles that would have parked in this area, parking could be allowed on the west side of 5/6 Sideroad, north of Ridge Road, as the shoulders in this area are of sufficient size to allow for the vehicles to be parked off of the road. On the north side of Lakeshore Road between Line 12 and Line 13, the shoulder of the road is wide enough to accommodate vehicles being parked. Limited parking is available in Shelswell Park. Parking on Lakeshore Road from Line 7 to Line 6 is already prohibited; however, parking could be accommodated on the south side of Shelswell Boulevard. Staff will liaise with private property owners at 985 Line 7 South and the corner of 5/6 Sideroad and Ridge Road to determine if they would be willing to provide an off-road parking area for people accessing Lake Simcoe for winter recreational activities. Corporate Services October 7, 2009 Report No. CS2009-030 Page 3 of 4 Page 74 of 126 Agenda Item # 8c) - Report No. CS 2009-030, Doug Irwin, Director of Corporate Se... A concern was also raised in the various correspondence regarding residents who may have an event where their guests may be parking on the road. With the recommended re-worded Section 10.1, this concern should be addressed. FINANCIAL: • Signage identifying that parking for winter recreational activities is permitted will need to be erected in the aforementioned locations. POLICIES/LEGISLATION: • By-Law 2009-022, Being a By-law to provide for the restricting and regulating of parking, standing and stopping on highways or parts of highways under the jurisdiction of The Corporation of the Township of Oro-Medonte CONSULTATIONS: • Director of Transportation and Environmental Services • Chief Municipal Law Enforcement Officer ATTACHMENTS: • None CONCLUSION: The recommended re-wording of Section 10.1 of Parking By-law No. 2009-022 should address the concerns which have been raised to the Township. Signage permitting parking for winter recreational activities will need to be erected in the areas identified in Report No. CS2009-030. R4rectorof mitten:, J. D orate Services/C lerk C.A.O. Approval / Comments: Corporate Services October 7, 2009 Report No. CS2009-030 Page 4 of 4 Page 75 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... Tca resh - ~)f REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: HR 2009-02 Committee of the Whole Jerry Ball, Tamara Obee, Sherri Moore, Vanessa Cooper, Marie Brissette Meeting Date: Subject: Motion # October 7, 2009 Accessibility Standards for Customer Service Roll R.M.S. File RECOMMENDATION(S): Requires Action XO For Information Only It is recommended that: 1. That Report No. HR 2009-02 be received. 2. That the draft Accessibility Standards for Customer Service Policy and Procedures be referred to the October 14, 2009 meeting of Council for final consideration and adoption. BACKGROUND: The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) was passed by the Ontario legislature with the goal of creating standards to improve accessibility across the province. The AODA allows the government to develop specific standards of accessibility that are designed to help make Ontario more accessible. Standards within this Act include: 1. Customer Service (Required January 1, 2010) 2. Information and Communication 3. Transportation 4. Building Environment 5. Employment The Accessible Customer Service Standard is the first legislated Standard of five (5) Standards aimed for a Fully Accessible Ontario by 2025. The Accessible Customer Service Standard applies to municipalities effective January 1, 2010 and to other providers of goods or services (private sector) effective January 1, 2012. For compliance with this Standard, the Township of Oro-Medonte must have policies, practices and procedures for customer service, assistive devices, service Human Resources October 7, 2009. Report No.HR 2009-02 Page 1 of 3 Page 76 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... animals, and support persons, and provide notice of temporary disruptions, training, and customer feedback. In general, providers must deliver service in a way that preserves the dignity and independence of people with disabilities. Providers must also integrate services and equal opportunity. This Policy applies to all employees of the Township of Oro-Medonte, agents, volunteers, contracted service staff (contractors), and elected officials to ensure they have been trained to implement and carry out the new policies and procedures. ANALYSIS: In June of 2009, an Accessibility Team was created and is referred to as "The A-Team". Members of "The A-Team" include Jerry Ball, Director of Transportation and Environmental Services; Tamara Obee, Manager of Health and Safety, Employee Relations; Sherri Moore, Deputy Chief Building Official; Vanessa Cooper, Administrative Assistant and Marie Brissette, Committee Coordinator. Under Councils endorsement "The A-Team" attended the Accessible Customer Service - Train the Trainer three-day session, hosted by AMCTO and Durham College. The session provided a detailed overview of the ODA 2001, AODA 2005, the Customer Service Regulation, and the tools and training guidelines required to provide the necessary training. Various Policies and Procedures from across the Province were gathered in order to determine the standard of policies and the Township's Accessibility Standards for Customer Service Policy and Procedures was drafted. The Senior Management Team reviewed the draft Policy and Procedures and provided comment. The drafted Accessibility Standards for Customer Service Policy and Procedures received the Accessibility Advisory Committee's endorsement on August 27, 2009 and recommended that the Policy and Procedure be forwarded for Council's consideration. After careful consideration, training requirements have been established for Council, Township Employees, Volunteers, Advisory Groups, Township Committees, Consultants and Agents and outlined for Council's consideration: 1) an extensive three hour training for those providing front line customer service including: Council, Senior Management Team, Administration Centre Staff and Arena Staff; 2) a one hour awareness and sensitivity training session for Transportation and Environmental Services Staff, Committees, Advisory Groups, Hall Boards, Volunteer Firefighters, Township Volunteers; 3) a detailed handout package is supplied to the consultants and agents. All persons receiving the above noted training shall be required to sign an acknowledgment of the training received. Human Resources October 7, 2009. Report No.HR 2009-02 Page 2 of 3 Page 77 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... FINANCIAL: Financial implications include: • Train-the-Trainer session attended • Training materials, Training sessions; • Cost of providing the Accessibility Standards for Customer Service Policy and Procedures in alternative format upon request to members of the public. POLICIES/LEGISLATION: • Accessibility for Ontarians with Disabilities Act • Regulation 429/07 "Accessibility Standards for Customer Service" CONSULTATIONS: • Sarah White and Edie Forsyth, Accessibility Experts • Area Municipalities • Stephanie Smith, County of Simcoe's Accessibility Consultant • Accessibility Advisory Committee • Senior Management Team ATTACHMENTS: Draft - Accessibility Standards for Customer Service Policy and Procedures CONCLUSION: The Accessible Customer Service Policy and Procedures in conjunction with the 2009 Accessibility Plan, shall support Council and the Township of Oro-Medonte's commitment to providing exceptional customer service. The Township will review all feedback received and comments to review the Policy and Procedure yearly to ensure compliance. Re ectfully submitted on behalf of the Accessibility Team: Obee, ~amara anager Health & Safety, Employee Relations Human Resources Report No.HR 2009-02 ~r ( October 7, 2009. Page 3 of 3 Page 78 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... IRg, "p- 01001-17 Tow~nshiotJ f~ ~~Cf Proud Heritage, Exciting Future Department/Section All Subject Accessibility Standards for Customer Service 1. BACKGROUND '4pt Accessibility Standards for Customer Service Policy and Procedures for POL-DEPT-NUMBER Enacted by Council: Meeting Date Motion # C- The Accessibility for Ontarians with Disabilities Act, 2005 ("AODA") was passed with the purpose of developing, implementing and enforcing accessibility standards in order to achieve accessibility for all persons with disabilities with respect to goods, services, facilities, accommodations, employment, buildings structures and premises. Ontario Regulation 429/07 entitled "Accessibility Standards for Customer Service" (Ontario Regulation 429/07) came into force on January 1, 2008. It establishes accessibility standards specific to customer service for public sector organizations and other persons or organizations that provide goods and services to members of the public or third parties. 2. DEFINITIONS "Assistive Device" shall mean a device used to assist persons with disabilities in carrying out activities or in accessing goods and services provided by the Township of Oro-Medonte. "Disability" shall mean: (a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; (b) a condition of mental impairment or a developmental disability; (c) a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; (d) a mental disorder; or (e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act. Page 1 of 12 Page 79 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... "Employees" shall mean every person who deals with members of the public or other third parties on behalf of the Township of Oro-Medonte, whether the person does so as an employee, agent, volunteer or otherwise. "Nurse" shall mean a Registered Nurse or Registered Practical Nurse who is a registered member in good standing with the College of Nurses of Ontario. "Persons with Disability" shall mean those individuals that are afflicted with a disability as defined under the Ontario Human Rights Code. "Physician" shall mean a physician who is a registered member in good standing with the College of Physicians and Surgeons of Ontario. "Service Animal" shall mean any animal used by a person with a disability for reasons relating to the disability where it is readily apparent that the animal is used by the person for reasons relating to the disability; or where the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability; or a valid identification card signed by the Attorney General of Canada or a certificate of training from a recognized service animal training school. "Support Person" shall mean a person who accompanies a person with a disability in order to assist the person with communication, mobility, personal care, medical needs or with access to goods and services. "Township" shall mean the Corporation of the Township of Oro-Medonte. 3. STATEMENT The Township of Oro-Medonte shall use reasonable efforts to ensure that its policies and procedures are consistent with the following principles: • The goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities; • The provision of goods and services to persons with disabilities, and others, will be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods and services; • Persons with disabilities will be given an opportunity equal to that given to others to obtain, use and benefit from the goods and services; • Persons with disabilities may use assistive devices and/or support persons in the access of goods and services; • Communication with a person with a disability shall be done in a manner that takes into account the person's disability. This policy and applicable procedures applies to all persons who deal with members of the public, including third parties on behalf of the Township of Oro-Medonte, whether the person does so as an employee, member of Council, Committee or Advisory Group, agent, volunteer, student on placement, or otherwise, and all persons who participate in the provision of goods and services to members of the public or other third parties. Page 2 of 12 Page 80 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... When communicating with a person with a disability, employees shall take the person's disability into account. The Township shall follow four core principles: • Dignity; • Independence; • Integration; and • Equal opportunity. What can employees do to help persons with disabilities access our services? • Ask how you can help; • Offer a variety of methods of communication and how to interact with persons with disabilities; and • Understand the nature and scope of the service offered. What types of assistive devices are available to people with disabilities at our facilities? • Wheelchair ramps; • Wheelchair accessible washrooms, change rooms (including showers); • Amplifying systems, microphones, headphones; • Magnifying devices; • A list of types will be maintained and reviewed periodically, and attached to this Policy as Appendix "A". 4. COMMUNICATION 4.1 Communicatina with Persons with Disabilities • When communicating with a person with a disability, employees shall do so in a manner that takes into account the person's disability; • Should the Township be requested to provide a person with a disability a public document or information related to Ontario Regulation 429/07, the Township will take into consideration the communication needs of the person with the disability and provide the document or information in a format that is agreed upon by the person with the disability; • In-house printed material and publications produced on behalf of the Township related to Ontario Regulation 429/07 may contain a note indicating "alternative formats are available upon request" and include relevant contact information and where possible, adhere to the CNIB's Clear Print Standards; • If one form or method of communication cannot be used by a person with a disability, the Township will do their best to provide another form or method, or a combination. Practices and Procedures - In person Treat people with disabilities with the same respect and consideration you have for everyone else; Patience, and a willingness to find a way to communicate are your best tools; Smile, relax, and keep in mind that people with disabilities are just people; Don't make assumptions about what type of disability or disabilities a person has; Some disabilities are not visible, take the time to get to know your customers' needs; Page 3 of 12 Page 81 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... Be patient, people with some kinds of disabilities may take a little longer to understand and respond; If you're not sure what to do, ask the person "May I help you?"; If you can't understand what someone is saying, just politely ask again; Ask before you offer to help. Persons with disabilities know if they need help and how you can provide it; Find a good way to communicate, a good start is to listen carefully; Look at your customer, but don't stare; Speak directly to a person with a disability, not to their interpreter or someone who is with them; Use plain language and speak in short sentences; Don't touch or address service animals as they are working and have to pay attention at all times; Ask permission before touching a wheelchair or a piece of equipment; Make sure you know the emergency procedures for customers with disabilities. Practices and Procedures - Over the telephone Speak clearly and directly; Don't worry about how their voice sounds, concentrate on what's being said; Be patient, don't interrupt and don't finish the person's sentences. Give the person time to explain him/herself; If you don't understand, just ask again; If you're not certain what was said, just repeat or rephrase what you've heard; If a the person is using an interpreter or a TTY line, speak to the person, not to the interpreter; • If the person has great difficulty communicating, make arrangements to call back when it's convenient to speak with someone else. 5. TYPES OF DISABILITIES Below are a few types of disabilities and in no way excludes other types of disabilities. 5.1 Phvsical Disabilities Physical disabilities include a range of functional limitations in moving or coordinating one or more parts of the body (i.e. muscle weakness, tremors, paralysis, Muscular Dystrophy, tendonitis, etc.). A physical disability may affect an individual's ability to: • Perform manual tasks such as holding a pen, turning a key or gripping a door knob; • Move around independently; • Walk for long distances; • Sit or stand for extended periods of time; • Control the speed or coordination of movements; • Coordination and balance; • Manipulate objects; and/or • Have strength or endurance. Practices and Procedures • Speak directly to the person, not to their support person; • Ask if they require assistance as people with disabilities often have their own way of doing things; Page 4 of 12 Page 82 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Do not touch, lean on or interfere with their assistive equipment as this is part of their personal space; • Provide information about accessible features of the facility (i.e. accessible washrooms and sitting areas); • Keep ramps and corridors free of clutter; • Make yourself available to them (i.e. if counter is too high then step around it); • Don't leave the person in an awkward, dangerous or undignified position or place; • Provide seating for those who have difficulty standing for periods of time; and/or • Be patient and ask a coworker for assistance if you require it. 5.2 Deaf. Deafened and Hard of Hearina Hearing loss may cause problems in distinguishing certain frequencies, sounds or words. A person who is deaf, deafened or hard of hearing may be unable to: • Maintain conversations over the telephone; • Understand speech in noisy environments; and/or • Pronounce words clearly enough to be understood. Practices and Procedures • Attract the person's attention before speaking (i.e. gentle touch on the shoulder or a gentle wave); • Always ask how you can help in a clear voice; • Don't shout; • Be clear and precise when giving instructions, and repeat or rephrase if necessary; • Ask if you've been understood; • Face the person and keep your hands and other objects away from your face and mouth; • If the person is using sign language or an interpreter, give the person who is deaf your attention and not the interpreter; • If the person uses a hearing aid, try to have the conversation in an area where there are fewer competing noises; • If necessary, write notes or provide them with preprinted information; and/or • Be patient and ask a coworker for assistance if you require it. 5.3 Vision Disabilities Vision disabilities can include loss of peripheral (side) vision, lack of central vision therefore the person cannot see straight, tunnel vision where a person can only see straight ahead, some people can see the outline of objects while others can see the direction of light, and some people are completely blind. Vision loss may result in: • Difficulty reading or seeing faces; • Difficulty maneuvering in unfamiliar places; • May restrict a person's ability to read signs, locate landmarks or see hazards; • Inability to differentiate colours or distances; • A narrow field of vision; • The need for bright light, or contrast; and/or • Night blindness. Practices and Procedures Page 5 of 12 Page 83 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Don't assume the person can't see you; • Identify yourself before making physical contact; • Don't touch the service animal as it is working; • Provide a verbal description of the setting, form, or location if necessary; • Offer your arm to guide the person. If they accept inform them when you begin to walk, walk slowly and identify landmarks; • Speak precise, clearly and directly to the person; • Don't touch the person without asking permission unless it's an emergency; • Provide documents in large print or with help of a magnifier; • Don't leave the person unattended in the middle of a room. Show them to a chair or comfortable and safe area before walking away; • Don't walk away without saying good-bye; and/or • Be patient and ask a coworker for assistance if you require it. 5.4 Deaf-Blindness Disabilities Deaf-blindness is a combination of hearing and vision loss. A person with this disability may utilize sign language systems, Braille, telephone devices, communication boards or a combination these. Many people who are deaf-blind use the services of an Intervener who relays the information to the person with the disability. Deaf-blindness may result in great difficulty to: • Access goods and services; • Communicate; • Learn or comprehend; and/or • Orientation and mobility. Practices and Procedures • Don't assume the person can't see you or hear you; • Don't assume what the person can or can't do; • The person who is deaf-blind may explain to you how to communicate with them or give you an assistance card or note explaining how to communicate with them; • Identify yourself before making physical contact; • Don't touch the service animal as it is working; • Provide a verbal description of the setting, form, or location if necessary; • Offer your arm to guide the person. If they accept inform them when you begin to walk, walk slowly and identify landmarks; • Speak precise, clearly and directly to the person; • Don't touch the person without asking permission unless it's an emergency; • Provide documents in large print or with help of a magnifier; • Don't leave the person unattended in the middle of a room. Show them to a chair or comfortable and safe area before walking away; • Don't walk away without saying good-bye; and/or Be patient and ask a coworker for assistance if you require it. 5.5 Speech Disabilities Speech disabilities involve the partial or total loss of the ability to speak, and includes difficulty with: • Pronunciation; Page 6 of 12 Page 84 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Pitch and loudness; • Hoarseness or breathiness; and/or • Stuttering or slurring. Practices and Procedures • Try to have the conversation in an area where there are fewer competing noises; • Don't interrupt or finish their sentences, give them the time they need to get their point across; • Ask them to repeat only if necessary or to write notes; • Phrase your questions so that they can be answered with a `yes' or 'no'; • Ask if you've been understood; and/or • Be patient and ask a coworker for assistance if you require it. 5.6 Intellectual or Developmental Disabilities Intellectual disabilities affect a person's ability to think and reason and the person may have difficulty with: • Understanding verbal or written information; • Conceptual information; • Perception of sensory information; and/or • Memory. Practices and Procedures • Don't assume what a person can and cannot do; • Use clear, simple language; • Ask if they understand; • Make sure you understand what they are asking for and if you don't, ask them again; • Provide one piece of information at a time; • Be prepared to explain and provide examples regarding information; • Remember that the person is an adult and unless you are advised otherwise, can make their own decisions; • Provide the information in various forms (i.e. verbal, written, drawings); • Speak directly to the person; and/or • Be patient and ask a coworker for assistance if you require it. 5.7 Learnina Disabilities Learning disabilities include a range of disorders that affect the how a person receives, expresses or processes information and can result in difficulty with: • Reading, mathematical skills, writing and/or fine motor skills; • Problem solving; • Time management; • Orientation and following directions; and/or • Processing information. Practices and Procedures • Ask if you can provide assistance with tasks required (i.e. filling out forms); • Don't assume what a person can and cannot do; Page 7 of 12 Page 85 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Use clear, simple language; • Give them the time they need to get their point across; • Ask if they understand; • Make sure you understand what they are asking for and if you don't, ask them again; • Provide one piece of information at a time; • Be prepared to explain and provide examples regarding information; • Remember that the person is an adult and unless you are advised otherwise, can make their own decisions; • Provide the information in various forms (i.e. verbal, written, drawings); • Speak directly to the person; and/or • Be patient and ask a coworker for assistance if you require it. 5.8 Mental Health Disabilities Mental health disabilities include a range of disorders; however there are three main types: anxiety, mood and behavioral. People with mental health disabilities may appear: • Irritated; • Aggressive; • Abrupt; • Indecisive; and/or • Spontaneous laughter or anger. Practices and Procedures • Treat each person as an individual; • Ask what would make him/her the most comfortable; • Respect his/her needs to the maximum extent possible; • Be confident and reassuring; • Stay calm and courteous even if the customer exhibits unusual behaviour; • Don't take things personally; and/or • Be patient and ask a coworker for assistance if you require it. 5.9 Smell Disabilities Smell disabilities may involve the inability to sense smell or a hypersensitivity to smells. The person may have allergies to certain odours, scents or chemicals or may be unable to identify dangerous gasses, smoke, fumes or spoiled foods. 5.10 Touch Disabilities Touch disabilities may affect a person's ability to sense texture, temperature, vibration or pressure. Touch sensations may be reduced or heightened resulting in a hypersensitivity to touch, temperature, sensations, or the opposite, numbness. 5.11 Taste Disabilities Taste disabilities may limit the experience of the four primary taste sensations: sweet, bitter, salty or sour. A person with a taste disability may be unable to identify spoiled food or noxious substances. Page 8 of 12 Page 86 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... 6. ASSISTIVE DEVICES A person with a disability may provide their own assistive device for the purpose of obtaining, using and benefiting from the Township's goods and services. Situations where the Township had identified the assistive device to be a health and safety risk to either the of the person with the disability or others on the premises, the Township will make every reasonable effort to provide other means of assistance in order for the person with the disability to obtain, use or benefit from the goods and services. At all times, it is the responsibility of the person with the disability to be in care and control of the assistive device. Practices and Procedures • Where Township devices are available, appropriate employees within the applicable area will be knowledgeable of the presence and trained in the use of the assistive devices and provide assistance to persons with disabilities upon request; • Ensure that a person with a disability is permitted to enter the premises with the device and to use the device to access goods and services; • Ensure that persons with disabilities are aware of assistive devices available on the Township's premises; • Offer an assistive device in a manner that respects the person's dignity and independence; • Do not lean or reach over an assistive device; • Where possible, remove potential barriers to the use of assistive devices; • A list of all devices available will be maintained and reviewed from time to time, and attached to this Policy as Appendix "A". 7. SERVICE ANIMALS Persons with a disability may enter Township owned or operated premises accompanied by a service animal provided that the animal is not prohibited by law (i.e. banned by Provincial or Federal Legislation) or excluded by law (i.e. where food is prepared). In the event that the animal is prohibited, the Township will make every reasonable effort to provide other means of assistance in order for the person with the disability to obtain, use or benefit from the goods and services. If it is not readily apparent that the animal is a service animal, the Township may ask for a letter signed by a nurse, physician or the Attorney General of Canada, or a certificate of training from a recognized service animal training school. At all times, it is the responsibility of the person with the disability to be in care and control of the service animal. Practices and Procedures • Every employee shall use reasonable efforts to allow persons with disabilities to be accompanied by their service animals; • When the service animal is unruly or disruptive (i.e. jumping, biting, growling or other harmful or potentially harmful behavior), an employee may ask the person with the disability to remove the animal from the area or refuse to provide goods or services. Other reasonable arrangements to provide goods and services shall be explored with the assistance of the person with the disability; • Employees will not touch, handle, feed or speak to the service animal; Page 9 of 12 Page 87 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Where a service animal is excluded bylaw from the premises, the reason why the animal is excluded shall be explained to the person with the disability. 8. SUPPORT PERSONS Persons with disabilities may enter premises owned or operated by the Township with a support person and have access to the support person while on the premises. The Township may require a person with a disability to be accompanied by a support person where it is necessary to protect the health or safety of the person with the disability or others on the premises. Practices and Procedures • The support person may be permitted to attend at no charge where admission fees are applicable. If an amount is payable by a support person for admission to the premises or in connection with a person's presence at the premises, notice shall be given in advance, and attached to this Policy as Appendix "B"; • Employees will communicate directly with the person with the disability and not the support person unless otherwise instructed; • Confidential information (i.e. tax information, personal information) that is discussed in the presence of a support person will be identified as such prior to the information being released, and the person with the disability will determine if the information can be released in the presence of the support person; • If the confidential information to be discussed is of such great importance, the support person may be required to sign a confidentiality agreement, which is attached to this Policy as Appendix "C". 9. NOTICE OF DISRUPTIONS IN SERVICES AND FACILITIES In the event of a planned or unforeseen disruption of any services or facilities provided by the Township, the Township will make all reasonable efforts to provide notice of the disruption to the public. The notice may include the reason for the disruption, its anticipated duration, description of any alternative facility or service and any other available information. Practices and Procedures • The notice will be posted on the Township's website at www.oro-medonte.ca, on any reasonably visible locations, noted on the Township's main voice message, any appropriate voice mail and in any other manner deemed necessary, as soon as reasonably possible, and attached to this Policy as Appendix "D"; • The Township will appoint a person and a back-up person to be responsible for posting and maintaining the notice of service disruption. 10. FEEDBACK/ COMPLAINTS The Township will invite and welcome any feedback or complaints and view it as an opportunity to learn and improve. Practices and Procedures • The Feedback/ Complaint Form, attached to this Policy as Appendix "E", will be posted on the Township's website at www.oro-medonte.ca. or provided upon request in a manner that takes into account the person's disability; Page 10 of 12 Page 88 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Feedback or complaints from members of the public shall be received by the Office of the Chief Administrative Officer in any communicative form appropriate for the person providing feedback or complaint; • Any responses will be coordinated appropriately per the direction of the Chief Administrative Officer in a timely manner; • Feedback or complaint will be reviewed by the appropriate employees to ensure that all appropriate and available measures will be undertaken by the Township in the provision of goods and services to persons with disabilities; • Feedback or complaint will be considered highly confidential to ensure the protection of personal information; • If feedback or complaint is received verbally, the employee shall produce the feedback or complaint in a written format and repeat the information to the person providing the feedback or complaint to ensure accuracy. 11. TRAINING The Township will ensure that all persons to whom this policy applies receives training as required by Ontario Regulation 429/07 "Accessibility Standards for Customer Service", as soon as reasonably practicable, and reviewed when any amendments are made to the Township's policy and procedures. Practices and Procedures • The amount or format of training will be tailored to suit each person's interactions with the public on behalf of the Township. The content of the training will include, but not limited to: • a review of the purpose of the AODA; • the Ontario Regulation 429/07 entitled "Accessibility Standards for Customer Service"; • a review of the Township's policy and procedures related to the provision of goods and services to persons with disabilities and how to interact and communicate with persons with disabilities; • the various methods and information about assistive devices and services provided by the Township to help with the provision of goods and services. • Attendance and training provided will be documented as per the practices and procedures of the Human Resources Department. 12. AVAILABILITY OF DOCUMENTS The Township shall provide notice that upon request it will provide a copy of all documents required by Ontario Regulation 429/07 entitled "Accessibility Standards for Customer Service", including the related Township policies and procedures and current Accessibility Plan. Practices and Procedures • A notice of availability of the documents will be posted on the Township's website; • Requests for documents will be received by the Office of the Chief Administrative Officer, attached to this Policy as Appendix "F"; • Documents will be made available subject to the Municipal Freedom of Information and Protection of Privacy Act; Page 11 of 12 Page 89 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... • Documents will be provided in a format as requested; • The timeframe attached to the conversion process will vary depending on the media chosen, the size, the complexity and quantity of documents to be converted; • Conversion shall be processed in-house whenever possible; • Costs of the document shall be as per the Township's Fees and Charges By-law, and all additional costs incurred due to the conversion will be absorbed by the Office of the Chief Administrative Officer. 13. EXCLUSIONS The Accessibility Standards for Customer Service Policy shall not apply during any period where Council has declared a "State of Emergency" as defined under the Emergency Management Act. 14. NON-COMPLIANCE Failure to comply with this policy and applicable procedures will result in disciplinary action up to and including dismissal. 15. REVIEW AND AMENDMENTS The Accessibility Advisory Committee shall be responsible for the review process and any subsequent amendments to this policy document. Review and amendments shall take place within the first quarter of every year, or as reasonably possible. It is the responsibility of all employees of the Township of Oro-Medonte to ensure that they are aware of this policy by completing POL-HR-01-Form 1. Page 12 of 12 Page 90 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... APPENDIX "A" TOWNSHIP FACILITY AVAILABLE ASSISTIVE DEVICES Administrative Office . Wheelchair ramps 148 Line 7 S . Barrier-free washroom facilities • Amplifying systems, microphones, headphones • Magnifying devices Arena • Wheelchair ramps 148 Line 7south, Box 100 Ps (705) 487-2171 Oro, Ontario LOL 2X0 Ft (705) 487-0133 Page 91 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... NOTICE OF ADMISSION FEES Admission fee shall be charged to a "support person" accompanying persons with disabilities. The cost will be $ DEFINITIONS: ■ "Persons with Disabilities" shall mean those individuals that have a disability as defined under the Ontario Human Rights Code. ■ "Support persons" shall mean any person whether a paid professional, volunteer, family member, friend who accompanies a person with a disability in order to help with communications, personal care or medical needs or with access to goods or services. 148 Line 7south,Box 100 P: (705) 487-2171 Oro, Ontario LOL 2X0 F: (705) 487-0133 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... CONFIDENTIALITY AGREEMENT FOR SUPPORT PERSON I, as a support person for I HEREBY ACKNOWLEDGE AND UNDERSTAND the following: THAT the Municipal Freedom of Information and Protection of Privacy Act requires administrative, technical and physical safeguards to ensure the security and confidentiality of records and personal information under the control of the Corporation of the Township of Oro-Medonte. I ACKNOWLEDGE AND UNDERSTAND THAT in my role as a support person, I may have access to and may be privy to records containing confidential information and/or personal information about the person I am supporting. HEREBY AGREE to obtain and use such confidential information solely for the use and purposes for which I was given such access by the person whom I am supporting, to hold such information confidential and, except as may be legally required, will not disclose or release it to any person at any time without proper consent or authorization. FURTHER AGREE to take appropriate security measures to prevent unauthorized access to confidential records and personal information which may come into my care and control. Support Persons' Signature Date 148 Line 7south,Box 100 P: (705) 487-2171 Oro, Ontario LOL 2X0 F: (705) 487-0133 wwW:vro-medonte.ca Page 93 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... APPENDIX "D" NOTICE OF SERVICE DISRUPTION There (is currently an unexpected / will be a scheduled) service disruption at the The disruption will be from until This disruption includes: The following alternate service/facility is available: On behalf of the Corporation of the Township of Oro-Medonte, we would like to thank you for your patience and cooperation in this matter. 148 Line 7souch, Box 100 P: (705) 487-2171 Oro, Ontario LOL 2X0 F: (705) 487-0133 www.oro-medontexa Page 94 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... APPENDIX "E" Proud Heritage, Exciting Future CUSTOMER FEEDBACK FORM Thank you for visiting the Corporation of the Township of Oro-Medonte. We value all of our customers and strive to meet everyone's needs. Your feedback is important to us. By answering the following questions you will help our organization to better assist you. 1 Date and time of your visit: 2 Did we respond to your customer services needs today? 3 Was our customer service provided to you in an accessible manner? 4 Did you encounter any problems in accessing our good and services? Please add any other comments you may have: ❑ Yes ❑ No ❑ Yes ❑ Somewhat ❑ No (please explain below) ❑ Yes (please explain below) ❑ Somewhat (please explain below) ❑ No Contact information (optional): Thank you, Management - 148 Line 7south, Box 100 P: (705) 487-2171 www.oro-medontexa Oro, Ontario LOL 2XO F: (705) 487-0133 Page 95 of 126 Agenda Item # 8d) - Report No. HR 2009-02, Tamara Obee, Manager of Health and S... REQUEST FORM DOCUMENTATION IN ALTERNATE FORMAT Name of Document Format Requested: (e.g. Braille, html, text, etc. - include any specific technical needs) Additional information regarding the request or document (i.e. time factors such as a set public consultation period) Thank you for your interest in the Corporation of the Township of Oro-Medonte. Return this form to: Personal information on this form is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act. It will only be used to provide a document or information produced by the Township of Oro-Medonte as requested. Costs of the document shall be as per the Township's Fees and Charges By-law, and all additional costs incurred due to the conversion will be absorbed by the Office of the Chief Administrative Officer. The timeframe attached to the conversion process will vary depending on the media chosen, the size, the complexity and quantity of documents to be converted. For questions or additional Township of Oro-Medonte, Date Received: 148 Line 7south, Box 100 P: (705) 487-2171 Oro, Ontario LOL 2X0 F: (705) 487-0133 2X0.. 1JULU uuri ipieteu: :.VUSC www Oro-medontexa Page 96 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... The Council of the Township of Oro-Medonte at its Council meeting of September 23, 2009, deferred the following motion with respect to the above noted Memorandum of Understanding, "Whereas the scope of the proposed Georgian Valley project will require strategic planning, funding, coordination and approvals that will be difficult to achieve in a timely manner without additional/external professional assistance; Whereas Skyline International Development Inc. has completed a selection process and identified OEB Enterprise as the preferred firm to complete the work; And Whereas Council directed staff to prepare an MOU between the Townships of Tay and Oro-Medonte and Skyline International for Council's consideration; Now therefore be it resolved that: 1. That Council authorize the financial contribution to a maximum of $ 30,000.00 to retain the services of OEB Enterprises as defined through the Memorandum of Understanding; 2. That the financial contribution to retain OEB Enterprises be considered an overrun to the 2009 budget; 3. That the requirements of the Township's Purchasing By-law No. 2004-112 be waived; and 4. And Further That the Clerk bring forward the appropriate by-law for Council's consideration authorizing the execution of the Memo of Understanding between the Township of Oro-Medonte, the Township of Tay, and Skyline investments." Accordingly, please find attached a revised draft of the memorandum of understanding. Respectfully submitted, Ro in Dunn, Chief Administrative Officer Page 97 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Developing the Georgian Valley Memorandum of Understanding Framework for Establishing a Public/Private Partnership that will Enable the Development of Public Infrastructure and Facilities for the Project (The "Agreement") Dated this 30 day of September 2009 BETWEEN: THE MUNICIPALITY OF The Township of Tav (Hereinafter referred to as the "Tay") - And - THE MUNICIPALITY OF The Township of Oro-Medonte (Hereinafter referred to as "Oro-Medonte") -And- SKYLINE INVESTMENTS (Hereinafter referred to as "Skyline") Tav and Oro-Medonte may together be described as the "Two Municipalities" 1. Purpose The purpose of this Memorandum of Understanding is to ensure there is a continuous and cooperative working relationship between the Two Municipalities and Skyline. This Memorandum of Understanding is intended to facilitate the following: • Recognition by the Provincial and Federal governments to recognize Tay Township, Oro- Medonte, and Georgian Valley as a Tourism Destination. • Facilitate coordination and cooperation with the lower tier municipalities and the Provincial Agencies. Page 98 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding Page 2 of 7 • Secure funding to allow the timely development of the area, including public infrastructure and facilities that are vital elements of this project. This Memorandum of Understanding provides a framework for initiating a cooperative working relationship between the parties and commencing preliminary work in the launching of the Project, as outlined in the Short-Term Goals in Section 5. Among the key short-term goals for this phase of work will be to access government funding. 2. The Parties The following Two Municipalities and one private corporation agree in principle to work together and to cooperate for the purposes of pursuing funding opportunities to assist with the development of the Georgian Valley project: Township of Tay 450 Park Street, PO Box 100 Victoria Harbour, ON LOK 2A0 Township of Oro-Medonte 148 Line 7 South, Box 100 Oro, ON LOL 2X0 Skyline Investments 154 University Avenue Suite 200 Toronto, ON M5H 3Y9 3. The Proicct Georgian Valley is a major tourism destination and economic development project, with a primary focus on new recreation and lifestyle opportunities that will attract new and existing residents and visitors. Combined developments at Port McNicoll in the Township of Tay, and Horseshoe Valley in the Township of Oro-Medonte, anchor the historic connection and are the two main attractions within the Georgian Valley project. These anchors are intended to spawn economic development in the two townships and Simcoe County through complimentary tourism and commercial businesses. This impact is additional to the projected economic impacts of the projects themselves. The development of the Georgian Valley will deliver very substantial benefits to both municipalities involved in this Project, and a host of other regional communities across the Georgian Bay area. These benefits will also accrue to Simcoe County, the Province of Ontario and Canada. Page 99 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding Page 3 of 7 The project will provide significant short-term and long-term economic impact and growth as well as being a key component in pursuing the potential for far-reaching development of the Georgian Bay area as a world-class destination. The development as a global Tourism Destination set Port McNicoll and IIorseshoe Valley apart from a typical residential and/or commercial development. It is for this reason that they require the cooperation of both Townships as well as the senior levels of Provincial and Federal government to provide support to allow them to take place. Support from senior levels of government will include the assistance necessary to the Townships to prepare for, and deal with these large scale projects. While a very significant amount of this assistance is typically in the form of funding for infrastructure, it will extend further to include assistance with regional tourism preparation programs, advertising, as well as community infrastructure that would otherwise be beyond the means driven by typical projected growth, in short, providing the means necessary to make these economic generators happen. 4. Unioueness of Proiect Requires Private/Public Co-operation The Georgian Valley concept is a unique project that will develop major tourism destinations in two neighbouring municipalities, and deliver substantial economic benefits across the County and beyond. Projects of this magnitude need to involve both private and public sector in order to maximize the opportunities and benefits that can be realized. Projects of this magnitude, in terms of geographic scope, overall level of investment and requirements for public infrastructure, need to involve both private and public sector to maximize the opportunities and benefits that can be realized. This project will contain both public & private elements: a. Municipal lands and facilities, i.e. roads, parks, buildings b. Municipally owned infrastructure, i.e. water, sewer c. Related facilities - other stakeholders, i.e. trails, buildings, etc., managed by other organizations d. Private lands and facilities - commercial and residential Extensive elements of land involved in the project development will remain in public hands, and some private lands may be deeded to the public, through the municipalities. The Project Master Plan identifies an extensive amount of tourism, culture and open space that will contribute greatly to the quality of lifestyle of the communities, in a significantly different fashion than any other developments within the municipalities. The Georgian Valley project also involves two municipal governments, each with distinct needs to be addressed, but with common interests, particularly in relation to the substantial opportunities and benefits that can be realized through a joint and coordinated approach. Page 100 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding 5. Short-Term Proiect Goals and Obiectives Page 4 of 7 The initial goals and objectives over the next 3-6 months would be the following: ➢ Establish the Project Committee(s). The Project Committee is anticipated to be comprised of municipal staff, designated members of Council, the Project Coordinator and Skyline. ➢ The Project Coordinator serving on the Project Committee will be hired by the Township of Oro-Medonte, and will be funded through a joint initiative between the two municipalities and others with the assistance of the Ministry of Tourism. ➢ Begin immediate dialogue with senior levels of government regarding funding opportunities ➢ Begin immediate dialogue with senior levels of government regarding co-ordination between various levels of government ➢ Source and engage Government Agencies and Private Partners that can assist the Committee with the Project and establish working relationship with the Committee ➢ Finalize Project Plan Summary document for public agencies ➢ Identify sources for medium and longer-term funding At the end of this Preliminary Phase, the Municipalities will be in a position to make decisions on proceeding with the next phases of the Project, in conjunction with committed partners and realistic funding opportunities. 6. General Contributions of Each of the Parties Private Sector (Skyline) Will: a. Continue to refine the Concept Master Plan for the Project, in consultation with the Project Committee, toward a public planning process. b. Provide Technical Project Management for the physical development of the Georgian Valley, as approved. c. In consultation with the municipalities, work toward identifying the required infrastructure to allow the project to move forward in a timely manner. d. Provide funding support for the consultant identified in Section 7. Municipalities Will: a) In consultation with Skyline, work toward identifying the required infrastructure to allow the project to move forward in a timely manner. b) Provide funding support for the consultant identified in Section 7. c) Working with the Project Coordinator and with Skyline, provide technical assistance to determine the needs of the Project d) Involve elected officials in Georgian Valley Project Committee(s), and outreach to public and senior levels of government 7. Retaining Expert Resources The Parties (being Township of Tay, Township of Oro-Medonte, and Skyline) agree to retain OEB Enterprise to provide the expert resources to further the development of the Project. In particular, OEB Enterprise will deal with the following for all Parties: Page 101 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding Page S of 7 a. Identifying/accessing senior government funding and provide a written monthly Report to the Parties detailing the activities undertaken, Ministries contacted and other information as required. b. Co-ordination of Government relations - multiple levels c. Liaise with Project Committee, particularly with a view to the strategic planning of the project in identifying sources of infrastructure funding. OEB Enterprise shall be retained by Skyline on a monthly basis, effective as of mid-October, 2009. OEB Enterprise will begin immediately to pursue funding opportunities through Simcoe County and the Provincial and Federal levels of government 8. Fees and Reimbursable expenses: 8.1 Fees a. The costs of retaining OEB Enterprises commencing October 15, 2009 will be split equally between the three parties, provided that neither of the municipalities shall be required to contribute more than $30,000 inclusive of applicable taxes and expenses 8.2 Invoicing and Payment a. The Township of Tay and the Township of Oro-Medonte agree that they will each reimburse Skyline one third of the costs of the monthly invoices provided by OEB Enterprises. Invoices must be sufficiently detailed to substantiate fee and expense reimbursements and furthermore be supported by a comprehensive status report outlining actions takes and accomplishment relating to the project goals and objectives. 9 Miscellaneous a. Nothing in this Agreement derogates from, or interferes with or fetters the exercise by the Municipalities of all of its rights and responsibilities as a municipality, or imposes any obligations on the Municipalities, in its role as a municipality, and the Municipalities shall not be prevented from or prejudiced in carrying out its statutory rights and responsibilities, including (whether discretionary or mandatory) rights and responsibilities. Nothing contained in this Agreement derogates from or interferes with or fetters the exercise by the Municipalities' officers, employees, agents, representatives or elected and appointed officials of all of their rights and responsibilities, or imposes any obligations on the Municipalities' officers. b. Nothing contained in this Agreement shall derogate from the obligations and the rights of the Municipalities as a planning authority pursuant to the Planning Act, including obligations of the parties complying with all other Municipalities policies and by-laws in effect from time to time with respect to any matter whatsoever. c. The parties acknowledge that all information, documents and correspondence provided to the Municipalities in connection with this Agreement will become the property of the Municipalities, subject to the Municipal Freedom oflnformation and Protection ofPrivacy Act (Ontario) as amended ("MFIPPA") and subject to any other obligations of the Municipalities to disclose information in its possession or control. Page 102 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding Page 6 of 7 d. Except as expressly provided for above, the parties expressly disclaim any intention to create a partnership or joint venture or to constitute the other party as its agent. Nothing in this Agreement shall constitute the parties partners or joint ventures, nor constitute one party the agent of the other party. e. No waiver of any provision of this Agreement is binding unless it is in writing and signed by both parties to this Agreement, except that any provision which does not give rights or benefits to particular parties may be waived in writing, signed only by the party which has rights under, or holds the benefit of, the provision being waived if that party promptly sends a copy of the executed waiver to the other party. No failure to exercise, and no delay in exercising, any right or remedy under this Agreement will be deemed to be a waiver of that right or remedy. No waiver of any breach of any provision of this Agreement will be deemed to be a waiver of any subsequent breach of that provision or of any similar provision. f Each party will promptly execute and deliver all further documents and take all further action reasonably necessary or appropriate to give effect to the provisions and intent of this Agreement and to complete the matters contemplated by this Agreement. g. The rights and remedies under this Agreement are cumulative and are in addition to and not in substitution for any other rights and remedies available at law or in equity or otherwise. No single or partial exercise by a party of any right or remedy precludes or otherwise affects the exercise of any other right or remedy to which that party may be entitled. h. No amendment, supplement, restatement or termination of any provision of this Agreement is binding unless it is in writing and signed by each party to this Agreement at the time of the amendment, supplement, restatement or termination. This Agreement enures to the benefit of and binds the parties and their respective successors and permitted assigns. 10 Terms and Termination 10.1 Term a) The terms of the agreement and the provisions relating to the parties and the performance of their obligations terminate March 31, 2010 (The Term) 10.2 Termination a) It is agreed that each of the municipalities/parties have a right to terminate this agreement, upon providing 20 business days advance written notice, should circumstances arise which indicate to one or both of the municipalities, in their sole judgement and discretion that the efforts and progress are unlikely to achieve the project goals and objectives. b) Compensation on Termination In the event of termination, pursuant to Section 8 above, the parties agree that the OEB enterprises shall be compensated within 20 business days from the date that an invoice is rendered for all services performed to termination date, together with reimbursable expenses then due, less any amounts relating to any losses incurred by the Townships in relation to such termination. Page 103 of 126 Agenda Item # 8e) - Memorandum dated October 7, 2009, Robin Dunn, Chief Administ... Memorandum of Understanding Signatures: Township of Tay: Mayor Clerk Township of Oro-Medonte: Mayor Clerk Skyline Investments inc. Date: Date: Date: Date: Date: Name Title Page 7 of 7 Page 104 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... 'of ' REPORT (W;W~ ~llffet&nte Proud He ritage, Exciting Future Report No. To: COMMITTEE OF THE Prepared By: TES2009-30 WHOLE Jerry Ball Meeting Date: Subject: Motion # September 16, 2009 Speed Reduction for Line 4 North, South of Mount Saint Roll Louis Road R.M.S. File RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. THAT Report No. TES2009-30 be received and adopted. 2. THAT the speed limit on Line 4 North be reduced to 60 km/h from Mount Saint Louis Road, south for a distance of 1.1 kilometers. 3. THAT the Clerk brings forward the appropriate By-law for Council's consideration. 4. AND THAT the Director of Transportation and Environmental Services notifies Ms. Susan McKinnon and the O.P.P. of Council's decision. BACKGROUND: Correspondence and supporting petition dated August 12, 2009 was received from Ms. Susan McKinnon and local residents requesting that the 80 km/h speed limit along Line 4 North, from the Mount Saint Louis Road to Ingram Road, be reduced to 60 km/h. This paved 2.5 kilometer section of Line 4 North has 12 homes, one church and an AADT of 68 vehicles. ANALYSIS: A site inspection was completed on Line 4 North to determine the hazards within the existing 80 km/h zone. It was determined that the one vertical curve reduces the sightline distance for three driveways on the east side of the road and would also restrict visibility of pedestrians and horseback riders occupying Line 4 North. FINANCIAL: Approximately $250.00 for the purchase and placement of two (2) 60 km/h speed signs. Transportation and Environmental Services September 16, 2009 Report No. TES2009-30 Page 1 of 2 Page 105 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... POLICIES/LEGISLATION: Line 4 North be added to the existing Speed Reduction By-Law. CONSULTATIONS: N/A ATTACHMENTS: Correspondence and supporting petition dated August 12, 2009 received from Ms. Susan McKinnon and local residents. CONCLUSION: It is recommended that the existing 80 km/h speed limit along Line 4 North, from the Mount Saint Louis Road to Ingram Road, be reduced to 60 km/h. Respectfully submitted: Jerry Ball, C.R.S.S. Director of Transportation and Environmental Services SMT Approval / Comments: Transportation and Environmental Services Report No. TES2009-30 C.A.O. Approval / Comments: September 16, 2009 Page 2 of 2 Page 106 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... Susan McKinnon 4765 Line 4 North Hillsdale, ON LOL 1VO 705-835-2637 August 12, 2009 Township of Oro-Medonte Council Members P. O. Box 100 Oro, ON LOL 2X0 Dear Oro-Medonte Council Members, rive i 2 2009 I am writing this letter to convey my thoughts on my experience involving an important issue that requires a decision by appointed and elected municipal officials. Over a year ago I attempted to bring to your attention what I consider to be a matter of importance regarding a potentially dangerous situation affecting public safety respecting the current speed limit on the stretch of road on the 41h Line North between Mount St. Louis Road and the Ingram Side-road. You may be aware of a previous decision by council to lower the speed limit from 80 to 60 km/hr between Mount St. Louis Road and the Moonstone Side-road on the 4`h Line North based on similar concerns to mine and my neighbours. The reason that I got involved was that one of the children that visits my barn told me that her father was so upset with the speeding drivers on our road that he was considering throwing rocks at them. My reaction was to attempt to teach them and my other concerned neighbours that there is a better way to resolve the issue. It seemed to me that working through the appropriate channels and due process was the appropriate action. I initially called the roads department and requested that a multi-user caution sign be placed at the top of the first blind hill to alert drivers to the lawful activities that frequently take place and the need to share the road with the participants in those activities. Any type of sign was denied because of potential litigation resulting from assuming liability by the township. I have noted that throughout the township similar existing signs have not been removed. My next step in the process was to write a letter to council (August 22, 2008) with the supporting signatures of 18 of 22 tax payers along this stretch of road. I appeared before the committee in whole as a deputation and was told that a study would be conducted to determine if a speed reduction would be extended down the 4`h line to Ingram Side-road, as requested in my letter. I understand that this apparently is a low priority issue, however, one year has passed and nothing has happened. I contacted Road Superintendent Ball with phone calls through-out the year and was assured that the study would eventually be conducted. Our request has apparently been lumped together with further similar requests from other residents throughout the township and i have been told that they would all be addressed together. Personally, I have concerns about this. My thoughts are that each situation should be looked at on its individual merit from a risk management assessment. To lower the speed limits Page 107 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... Township of Oro-Medonte Council Members Page 2 of 2 August 12, 2009 throughout the whole township is not something that I would support. However, when a majority of residents in one particular area come forward and identify a high risk and seek help to reduce their risk one would hope that appropriate action would be taken. I now wonder what I have achieved in my quest to teach my young neighbours about what I believed to be the best possible solution, i.e. to bring this issue to council's attention for resolution. As stated above I initially requested a caution sign. Once again I would like to ask for consideration in this regard. My personal use of this road, as an equestrian, is a huge concern to me for personal safety. I am enclosing some articles of interest relating to this. A tragedy occurred in a neighbouring municipality last April involving a horse and rider. The Ontario Equestrian Federation (membership 18,500) has responded with an educational program for riders. I believe that the general public also needs to be educated and I view a caution sign as a good way of alerting them to equestrians sharing the road. I have also obtained permission from the author of a safety guide to use it as an educational tool for drivers in rural areas. Included in the guide are appropriate references from the Highway Traffic Act. In closing, I hope that time will be found to follow through on the road study so that this issue can be brought forward to council for a decision. Sincerely yours, Susan McKinnon Copy: G. Ball, Road Superintendent Enclosures - 3 Page 108 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... ~ i HORSES HAVE RIGHT OF WAY Did you know: In the province of Ontario a horse and rider or horse-drawn vehicle has the right of way on most roads? Did you know: Frightening a horse on the road is in fact a ticketable offence? Per the Highway Traffic Act: Part X, section 167 Pass Slow and Wide! Horses have minds of their own, like small children, and as flight animals can often behave in ways that do not seem logical to humans. Please slow down, especially on dirt or gravel roads where debris might be flung at riders and horses, causing not only injury, but also unexpected behaviour from the horses. Fact: Riders may be encountered on roadways during all seasons. Be especially careful during winter months where our options are limited if the horse does something unpredictable. If you do come across a frightened horse, please stop until the horse is back under control. Hints and Tips: Riders are very aware of the traffic around them. Please do not honl your horn, flap things out your windows, shout, or anything else the may frighten the horses. If you need to get our attention, please talk us in a calm voice. Hint for Cyclists: Your vehicle, unlike a car, sneaks up on us silently. Please talk as you CAUTION approach and pass - it lets the horses and us know you are there, and protects you from O(L) HORSES the danger of the flying hooves of a startled horse. Following the above guidelines allows us all to enjoy the roads, and helps to keep PLEASE SLOW DOWN everyone safe. Below is the exact test from the highway traffic act: "Approaching ridden or driven horses, etc. 167. Every person having the control or charge of a motor vehicle or motor assisted bicycle on a highway, when approaching a horse or other animal that is drawing a vehicle or being driven, led or ridden, shall operate, manage and control the motor vehicle or motor assisted bicycle so as to exercise every reasonable precaution to prevent the frightening of the horse or other animal and to ensure the safety and protection of any person driving, leading or riding upon the horse or other animal or being in any vehicle drawn by the horse or other animal. R.S.O. igoo, c. H.8, s. 167" (c) 2oog Renee Hoare please contact for permission to reprint renee@thunderstar.net Page 109 of 126 1q v la w' a al aidthe raaviilS Rupp q dShe t nar vl.S began lanlte gutwhe u s,bu speeawtlhie `t r ~Theride to nn her an xed ros down lot on to gethimtO slow tothefax side ed i ahatte. anelY destroy Bellaeirhorses mode n°' made to dher this sufferui$ moved the ~}ver rightthere toe n attered by e coactbutshe said m "I'm pretty sh' 1 said in an ni temPt to slo ong riuite fast't on AMSON RuP. e was g e wasri q1e G Alt sw ating ew ye terday exed ablaek• eye eye contact. ad" -el sai held d. ,rnF~erP° oodinvestiD Were Can guPPel who sub Said they e ro he just QP]'are Collinb`w d u g ' truck side o £ oye over, d run invo nn ter she an and other br" didn t m line ,dhehity abut an estl'~ which alight-coloutedPr ndrive- speedandhis the t~~cle w e u hips side, ad-' s tot oungl1Orse - by hitby esfromtheb"r wlule el said rivet' e xn. her talented 10 Put down ust]25 n' ut 5:50 P RuPP its front risen anelj struck way`£uesday ,friendMom" damage ~dthedn*vex andP be hum we yessicaRuppei'riio ng"W"oad road. Was put dawn on were s{ayctt ly nam 1 Y dubbed hertopuP 1~adto the road afunxt e I{1rbY. stopped mSlike horsedtlder er of South the side of side road earlier this of out. , e' on a ruralWoife onlier apP oosae on the sotneth y when et g me ad. ne Ke"ss dth recount- el, 25. is a ee pay went gee yeued at oinb°n'erod 5u2an ovetians,w~iobreony but week eTedsomuch riding RuPP ericane onthelistfo~ ~uhat'pexe~ ba kinhisvehicle an Or '-Y ea goyal Sym ella - w "13ellasu£tRuPPel who was gan- North tdiscurx lnthe4lymP andtheng added ed 3essicaSmg3-Y ~-OldbaY truc k scenew Zpp9teea omb, ' show fan Boven erection to ada s drove away' thTheresa ck was rpCess of se11m a ed, the Pro is when H Pi Wasp g Cantpbne w untry jutnPmg OPF Cans ent the tru inthep 13otinsur sm` dmtotheM- and wlan mg ere sss co ee-daY sP at said in ' state 9th Sideroad e s Pel. She ran amp form a Itwasi'utl1 Mitcorrible.'hell and&essag a RuPPe1 e ex westbound u°n glue M taro tog d et up US, $ gear' tom abxoken ]Oth 1W ' e ave just last Hying an Ji fox sh° d recovetvt6 g din Tre y m s to save her as b° k~ su£feredina" e fou `S~t for ° hours `mod' d the 1 1 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... On the Trail Road Safety is Critical by Bonnie Simpson, Equestrian Trail Advisor It is very difficult these days to find a safe road to ride on due to uneducated drivers and heavy traffic. In the past you could ride down a road and cars would move over or even stop to allow you to ride. However, most motorists don't know that horses still have the right of way according to the highway traffic act. Today's drivers are distracted by cell phones, GPS's, children and the hustle and bustle of busy lives. Riders need to become proactive when it comes to riding on the roads. I recommend that riders wear a florescent vest, reflective tape on the back of saddles and on the back of boots or use some bright orange cloth and make ankle wraps. The trick is to get the drivers to see you in hopes that they will slow down and move over. Also remember, when crossing the road in a group make sure to take your time and allow enough time for all to cross before riding on. Our hearts go out to OEF member Jessica Ruppel and Bella who suffered a tragic road accident. tr Page 111 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... October 30, 2008 To: Mr. Jerry Ball Director of Transportation & Environmental Services To: Oro Medonte Clerk, Treasurer Re: Line 4 Medonte Proposed Speed Reduction: 80 km to 60 km Dear Mr. Ball; 4641 Line 4 North, RR1 Hillsdale, Ontario LOL 1 VO 0W -5 01~p8 0~~ QN~ G I was recently given a copy of a letter dated October 29, 2008, written by Peter & Eva Mudry opposing the proposed speed limit reduction for the 4th Line of Medonte. I own and operate "Copeland Hills Stables" located at the bottom of the hill on the 4th Concession. I supported Susan McKinnon's proposal to lower the speed limit but do not feel that the proposal was "horse driven" as stated by Mr. Mudry. The speed limit has not been an issue for 25 years due to the fact that the road was just recently paved. Since the road has been paved, the speed of traffic has increased significantly. The speed of traffic is a danger to people, children (including my own two), horses, dogs, etc. It concerns me to see neighbours at odds with each other over the speed limit. I believe a suitable alternative is to erect a caution sign, similar to the sign that exists on Rumney Road in this Township, warning vehicles about potential horses ahead. We were advised that this is not possible, as the township would have to assume legal liabilities??? It is a caution sign only, similar to other caution signs (ie: buses turning, curve ahead, steep hill ahead, etc.). I would think the Township may have legal liabilities in not erecting a sign after they were warned of a potential danger. The 4`h Concession has a significant number of riders on it, due to the proximity to the Copeland Forest. As you are aware, the 35 kilometres of trails in the Copeland have caused it to be called one of the best riding locations in all of Ontario. There are several riding events held annually in the Copeland. They are attended by riders from my stable, as well as Whispering Winds Stables, who also use the 4`h to access to the Copeland. Additionally, hikers and bicyclists use the 4th Concession for access to the Copeland Forest, as the 4th concession provides access over Highway 400. The only alternative route into the Copeland is Highway 93 (too busy) or Concession 6 (too far). Page 112 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... V The alternative trail suggested by Mr. Mudry is not a viable route to the Copeland or to the Simcoe County Forest located at the bottom of Concession 4 (before the bridge over Highway 400). Mr. Pottage has kindly offered to allow us to use his fields, however they are not accessible in the winter, using them would involve the removal of several fences, and cause potential legal liabilities for Mr. Pottage (if a horse got caught in barbed wire or broke it's leg in a gopher hole). I pay for liability insurance to protect my assets from potential law suits, however it is not reasonable to expect Mr. Potter to assume these costs. Additionally, Mrs. McKinnon cannot access Mr. Potter's fields directly from her residence as Mr. Potter's residence is quite a bit further south than the McKinnon residence. We do wear orange vests (during hunting season), however they do not lessen the danger from a fast moving car or truck. Again, Mr. Mudry is correct is his assumption that most drivers slow when they see a horse and rider. The caution sign would warn drivers that there could be horses ahead prior to them coming over the rise of the hill and seeing the road ahead. I note that several of the persons signing Mr. Mudry's letter do not reside on Line 4 North (Darrell Hill, Cheryl Hill, and Kristen Hill). I am only aware of 4 residents on the letter (Peter and Eva Mudry and Harvey and Jake Hill). It is my belief that all other residents on the 4a' Concession signed Sue McKinnon's original letter. I thank-you for your time and attention you have paid to this matter, and ask that you re-consider erecting a caution sign. I believe the sign would improve the safety of all users of the road - walkers, bicyclists, horse and riders, joggers, etc. Sincere]12,) Sandra u h i g Page 113 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... Peter & Eva Mudry RR#1 Hillsdale, Ont. November 1, 2008 To: Mr. Jerry Bally i ©irector of Transportation & Environmental Services 0 5 1000 NCiV To: Oro Medonte Clerk, Treasurer sN ti P Re: Line 4 Medonte Proposed Speed Reduction: 80 km to 60 km Dear Mr. Ball, Enclosed please find our position (as expressed in the enclosedfpages) objecting to the Proposed Speed Reduction: 80 km to 60 km on the 0 Line of Medonte (Oro- Medonte). I note several points: 1) As you can see, our position has been supported by 33 people as evidenced by the enclosed two pages of signatures. 2) There was not enough room for all the signatures on the original document - so we had to photocopy the last page (repeating it) in order to give all the additional people who object to having the speed limit lowered - a place to sign! 3) All of the people who signed our enclosed document had a chance to review the earlier letter dated August 22, 2008, authored by (Mrs.) Susan McKinnon. Thus everyone who signed the enclosed document was made familiar with her (opposite) viewpoint- but they did not agree with her position. They all want no reduction in speed limit for on the 0 Line of Medonte. 4) We can provide information about all the people whose signatures are enclosed herewith on request. All people are from the immediate area and/or have used the 4"' Line of Medonte extensively for many years. Peter Mudry Page 114 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... Peter &Eva Mudry RR#1 Hillsdale, Ont. October 29, 2008 To: Mr. Jerry Ball Director of Transportation & Environmental Services To: Oro Medonte Clerk, Treasurer Re: Line 4 Medonte Proposed Speed Reduction: 80 km to 60 km Dear Mr. Ball, We have been residents on Line 4 Medonte for almost 25 years. We do not support the proposed reduction in the speed limit for the Line of Medonte, for reasons given below. First, I would like to apologize for my delay and explain my absence at the Council Meeting when this proposal was initially made. Mrs. Susan McKinnon (the Applicant) indicated to both my wife and I on separate occasions, that she would be bringing this matter before Oro Medonte Council SeDt. 10. 2008. When we phoned the Oro Medonte Offices to learn how we too might address Council on this issue - only then - did we learn that Mrs. McKinnon had instead brought her proposal to Council September 3, 2008. Thus, by relying on Mrs. McKinnon's information, we were too late to attend and make our concerns known to Council in person. We realize that Mrs. McKinnon's request to reduce the speed limit is "horse- driven". She had indicated to us that her young horse is 'skittish' when large trucks go by - hence her Application to Council. Fair enough. Mrs. McKinnon has no children living with her. 1) Although we have no difficulty with Mrs. McKinnon's horses, this horse riding use of the roadway is a minimal use (perhaps 1% of total users?). We do not think that this very minimal use should dictate the speed limit for all others who use the roadway. Page 115 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... 2) In the almost 25 years we have used this roadway, this speed limit has never once been an issue or a problem. It has become an issue only after Mrs. McKinnon began riding her horses on this newly-paved road. 3) 1 have taken walks, walked my dogs, and otherwise used this roadway for many years and have found that the other road users are invariably courteous, slowing down when passing any pedestrians or animals on the road. 4) We believe that the suaaested Soeed Limit Reduction will oose a danger to motorists in winter. This may sound unusual. However, there is a very large hill on the e Line. This hill is really another side of Mt. St. Louis, and although this side is not used as a ski slope, it is still very steep. To go up this hill in the winter, particularly on a heavv snow day (of which there are many) a vehicle should be doino 80 km/hr at the bottom of this hill if it hopes to reach the top of the hill. If vehicles are limited to 60 km/hr on our road, it will frequently be impossible to reach the top of the hill on such snowy days. Then the vehicle is stopped on a very steep hill on the 4s' Line of Medonte, in snowy and icy conditions. Very Dangerous. What does a driver then do? Back up? On a steep, snowy, icy hill? This is very dangerous to attempt! Does the driver then try to turn around? This is even MORE dangerous! If the driver tries to turn around he or she runs the risk that someone will come over the top of the hill in the opposite direction - down this steep hill in snowy, icy conditions and be unable to stop. This could result in a horrible collision. 5) 1 have experimented with my own vehicle on this hill. In my vehicle, from a dead stop at the top of the hill - in neutral - the steepness of the hill itself causes the vehicle to reach 90 km/hr at the bottom of the hill. In winter, I hesitate to brake a vehicle more than I have to - particularly down a steep, icy, snowy, hill - in order to comply with a 60 km speed limit. It is an added danger for all concerned to have to brake that hard on a steep, snowy, icy hill. Page 116 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... Suaaestions for alleviatina the Horse ridina problems motivatina the Application to reduce the existina screed limit: 6) Alternate Route: I have spoken to Mr. William Pottage who owns considerable property on the west side of the 0 Line. His property commences close to where Mrs. McKinnon's property and horse riding route start. His property then extends in the opposite direction all the way to the Simcoe County Forest where Mrs. McKinnon likes to ride her horses. He has indicated that he will arrange a route on the entire lenath of his oroperty for riding these horses. As the Pottage property runs all the way south to the Simcoe County Forest, this proposed alternate route would cover a large proportion of the distance to the Copeland Forest as well, should Mrs. McKinnon wish to ride there. Mr. Pottaae's 'alternate route' suaaestion has manv advantages: - The usual speed limit would be available for all other users of the roadway. - No horse 'skittishness", as the horse is no longer on the roadway. - No additional driving problems trying to get to the top of this steep hill in winter. - These horses are not usually ridden on the roadway in winter. Vehicle drivers would not have to drive a reduced speed limit year round. to accommodate only very occasional horse use, only in some seasons. - No horse excrement on the roadway. - Mrs. McKinnon would not have to use a horse trailer which is the usual way to arrive at a horse riding destination. Tj Enforcement. If the existing speed limit were enforced, presumably there would be few, if any, remaining issues. The avnGcatioMetter reouestinq the reduced speed limit states. "Excessive speed is definitely an issue. It is creating a very unsafe environment." For the very few drivers to which this applies, enforcement should solve the problem. Conversely, if there is no enforcement, how will a 60 kmlhr speed limit assist? Those who ignore "an 80" will then ignore "a 60". All other issues mentioned in the applicant's letter; school buses, slow . moving vehicles etc. - are common to all country roads in Ontario - and have been for decades. There is no need to reduce speed limits everywhere in Ontario because•of these common, everyday factors. Page 117 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... 8) Horse riders could wear fluorescent vests. I have not yet seen the 4th Line horse riders wear such visible clothing. Were they to do so, this would enable vehicle drivers to see that there is an upcoming issue at a greater distance. Then the courtesy of these drivers (referred to in 3) above) - would alleviate any problems. 9) Signage. Posting a sign at the top of the hill, that there could be horses on the roadway, would warn vehicle drivers that their courtesy is again being asked for. We the undersigned, request that the speed limit on the 4th Line Medonte not be reduced. We ask that the status quo (80 km/hr) be maintained. We recognize that horses and their riders come and go - but that if the speed reduction application is granted for our road, we will be left with this permanently reduced speed limit. Dated at Medonte this 29th day of October 2008. Xir X t_/ X X x Page 118 of 126 Agenda Item # 9a) - Report No. TES 2009-30, Jerry Ball, Director of Transportati... r- U 8) Horse riders could wear fluorescent vests. I have not yet seen the 0, Line horse riders wear such visible clothing. Were they to do so, this would enable vehicle drivers to see that there is an upcoming issue at a greater distance. Then the courtesy of these drivers (referred to in 3) above) - would alleviate any problems. 9) Signage. Posting a sign at the top of the hill, that there could be horses on the roadway, would warn vehicle drivers that their courtesy is again being asked for. We the undersigned, request that the speed limit on the 4"' Line Medonte not be reduced. We ask that the status quo (80 kmthr) be maintained. We recognize that horses and their riders come and go - but that if the speed reduction application is granted for our road, we will be left with this permanently reduced speed limit Dated at.Medonte this 29"' day of October 2008. x x x~ x x x X - x x~ x Page 119 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... 014" H.nr. , ti am g fuuirc Report No: DS 2009-063 Meeting Date: October 7, 2009 Roll 4346-020-004-1370 RECOMMENDATION(S): TOWNSHIP OF ORO-MEDONTE REPORT To: Council Subject: Plan of Subdivision and Zoning By-law Amendment 2008-SUB-01 and 2008-ZBA-13 (Andersen) Part of Lot 5, Concession 14, 9733 Highway 12 Prepared By: Steven Farquharson, B.URPL Intermediate Planner Motion # R.M.S. File D10-38707 Requires Action X❑ For Information Only It is recommended that Council: 1. THAT Report DS 2009-063 Re: Plan of Subdivision and Zoning By-law Amendment for Andersen, Part of Lot 5, Concession 14 (Oro), Township of Oro-Medonte, be received and adopted; and 2. THAT Council approves the proposed walkway location (Option 3) be located along the North-East boundary of the proposed subdivision leading north through the abutting open space lands leading to Warminster Sideroad. BACKGROUND: The purpose of this report is to present to Council for their consideration options regarding the proposed location of a walkway for the proposed 22 lot Plan of Subdivision. The owners total landholding is approximately 5.81 hectares (14.36 acres) in size, located south of Warminster Sideroad having approximately 160 metres of frontage on Highway 12. There is currently an existing dwelling on the south-west corner of the property that has access to Highway 12, while the rest of the site is currently vacant. The applicant is proposing the development of twenty-two residential lots which is located within a Rural Settlement Area designation. The proposed 22 lots are to be accessed via the proposed westerly extension of Merrington Avenue which is currently part of the Homire Subdivision to the east. The lots are proposed to have frontages ranging from 30.0 metres to 75.51 metres and lot areas ranging from 0.20 hectares to 0.30 hectares. Development Services Report No. DS2009-063 Meeting Date October 7, 2009 Page 1 of 7 Page 120 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... ANALYSIS: The original Plan of Subdivision application submitted to the Township did not include a walkway to serve the subdivision from Warminster Sideroad. It was suggested at the March 2, 2009, Planning Advisory Committee meeting that a walkway should be considered to serve as a pedestrian access point to the abutting open space, which includes the Township park and Fire Hal as well as a link to Warminster Sideroad. It should also be noted that a future sidewalk is planned to provide a pedestrian access linking the proposed subdivision and the abutting Homire subdivision, which will be funded through development charges. The applicant has been working with the Township to arrive with a suitable location. The Township consulted with the Simcoe County District School Board in regards to the first submission for the walkway to be located in between Lots 3 and 4. This location did not satisfy the Township or the School Board. The Township did not want the proposed walkway to be interfering with the existing baseball diamond, and the School Board did not want the walkway to be located near the existing parking lot. The Township suggested that the walkway be located along the western property line, which will also be fenced from the proposed subdivision and provide separation from the Fire Hall and parking lot. In order for the walkway to be placed in this location, the applicants would be required to eliminate a lot, and reconfigure the remaining lots. After considering both locations, Staff are proposing that the walkway be located on the east side of Lot 1 abutting the neighbouring subdivision to the east. This proposed Option C, would allow for the safe distance from the Fire Hall, and would allow for the applicant to maintain the number of lots originally proposed. This option has been agreed to by the staff and the applicant. Below is an outline and analysis for the three proposed walkway locations. Applicant Proposed Walkwav Location (Option Al 1. Minimize the removal of mature trees 2. Maintain the natural screening and privacy of the residence to the west 3. Avoid the municipal parking lot and vehicular access to the Fire Hall 4. Create a physical barrier (1.2 metres fence) to separate the walkway from the Fire Hall 5. Provide a connection location to the proposed subdivision that would maintain the 22 lot proposal 6. Create a large isolated open space parcel of land, which would have limited functional value. Township Proposed Walkwav Location f0otion BI Staff proposed the walkway to be located 5 metres from the west property line of the open space, which will provide a vegetative buffer between the open space and the neighboring residential property. This will also avoid the Township Fire Hall, and not separate the open space area. Staff, also support a straight walkway from the proposed subdivision to Warminster Sideroad, this will provide a minimal separation of the open space. Upon consulting with internal departments, it was determined that the proposed walkway should be fenced on both sides from the subdivision to Warminster Sideroad. By having the walkway fenced on both sides, it will provide for a degree of safety from the Township Fire Hall, and will also keep people from walking through the parking lot as requested by Simcoe County District School Board. Planning Staff have looked at the option of reducing the lot frontages and size of the lots, to facilitate the walkway. However, this would mean a reduction of one lot in order to facilitate this option. Development Services Report No. DS2009-063 Meeting Date October 7, 2009 Page 2 of 7 Page 121 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... Township Proposed Walkwav Location (Option Cl After considering Options 1 & 2, Staff considered an additional option, which includes placing the walkway along the north-eastern limited of the proposed subdivision. This would not affect the playing area of the baseball diamond, and would end at Warminster Sideroad. It would also allow for the proposed lots to maintain the minimum required frontage and area as required by the Zoning By-law. This would also allow for there to be no reduction in the number of lots in order to accommodate this walkway location. It is also recommended that the walkway be fenced in order to provide a separation for both the baseball diamond and the residential lot municipally known as 1945 Warminster Sideroad. Staff is of the opinion that this location for a walkway would be the most beneficial in meeting the needs of the Township and the future residents of the subdivision. FINANCIAL: Not applicable. POLICIES/LEGISLATION: CONSULTATIONS: Shawn Binns- Director of Parks and Recreation Richard Playfair- Township Fire Chief Jerry Ball- Director of Transportation and Environmental Services Lisa McNiven- Manager of Environmental Services Holly Spacek, Senior Planner- Simcoe County District School Board ATTACHMENTS: 1. Applicants Proposed Walkway Location on Open Space(Option A) 2. Township Proposed Walkway Location on Open Space (Option B) 3. Township Proposed Walkway Location on Open Space (Option C) 4. Proposed Walkway locations in proposed subdivision CONCLUSION: In the opinion of the Staff, that Option C, would be the best location for the proposed walkway. Respectfully submitted: Steven ~at~uha on, B.URPL Intermediate Planner Development Services Report No. DS2009-063 Reviewed by: - 421 Glenn White, MCIP, RPP Manager of Planning Services Meeting Date Octobe 009 Page 3 of 7 Page 122 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... ATTACHEMENT 1: OPTION A (APPLICANTS PROPOSED WALKWAY LOCATION) Pl- I Development Services Report No. DS2009-063 Z fiI-T ~ i Meeting Date October 7, 2009 Page 4 of 7 Page 123 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... ATTACHMENT 2: OPTION B (TOWNSHIP PROPOSED WALKWAY LOCATION) Development Services Report No. DS2009-063 Meeting Date October 7, 2009 Page 5 of 7 Page 124 of 126 Agenda Item # 10a) - Report No. DS 2009-063, Andria Leigh, Director of Developmen... ATTACHMENT 3: OPTION C (TOWNSHIP PROPOSED WALKWAY LOCATION) Development Services Report No. DS2009-063 Meeting Date October 7, 2009 Page 6 of 7 Page 125 of 126 rny" ED W A►-KW P'Y -OCp,TlO►`►S C~~MENT 4 V FkOPOS A p►ica4 P I A Green" Option A t Township) Orange- option C (Town$h►p) Ye►►o U tit A Hy ' s ~ i -illk ifs t s rf ~ ~yy v. ,G`~ y Y ' D_1843 toaef mate 0 Pa9e° Meeting elopn'~'ID pp9-p63