12 02 2009 COW AgendaTownship of
Proud Heritage, Exciting Future
Page
1. NOTICE OF ADDITIONS
a) Motion for additions.
TOWNSHIP OF ORO-MEDONTE
COMMITTEE OF THE WHOLE
MEETING AGENDA
COUNCIL CHAMBERS
Wednesday, December 2, 2009
9:00 a.m.
2. ADOPTION OF AGENDA
a) Motion to adopt the agenda.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: - "IN ACCORDANCE WITH THE ACT"
4.
DEPUTATIONS:
4-8
a)
9:00 a.m. Freda Kemp, Campaign Director, and Bill Molesworth, Midland
Library Expansion, re: Midland Library Expansion.
5.
CONSENT AGENDA:
9-13
a)
Midland Library Board, minutes of the meeting held on October 8, 2009.
Staff Recommendation: Receive.
14-16
b)
Springwater Library Board, minutes of meeting held on October 13, 2009.
Staff Recommendation: Receive.
17-28
c)
Barrie Library Board, minutes of meeting held on October 22, 2009.
Staff Recommendation: Receive.
29-31
d)
Ontario's Lake Country, minutes of meeting held on November 16, 2009.
Staff Recommendation: Receive.
32
e)
Joanne Gates, President, Simcoe Dufferin Muskoka Crime Stoppers,
correspondence dated November 18, 2009, re: January is "Crime Stoppers
Month".
Staff Recommendation: Receive, Proclaim, Post on Website.
33 f) Marianne Arbour, Executive Director, Big Brothers Big Sisters of Barrie &
District, correspondence dated November 19, 2009, re: Curl for Kids Sake
Bonspiel.
Staff Recommendation: Receive.
34 g) James Brea, correspondence dated November 20, 2009, re: Horseshoe
Valley Paintball.
Staff Recommendation: Receive.
Page 1 of 49
Page
Committee of the Whole agenda for Wednesday, December 2, 2009.
5. CONSENT AGENDA:
35 h) Rick Barrie, correspondence dated November 22, 2009, re: Take Your Kid to
Work Day.
Staff Recommendation: Receive.
6. COMMUNICATIONS:
36-37 a) S.E. Bragg, Gavillier & Company, correspondence dated November 13, 2009,
re: 2009 Interim Audit.
38 b) Carol Benedetti, Executive Director, Oro-Medonte Chamber of Commerce,
correspondence dated November 20, 2009, re: Sign By-law.
39-41 c) Pauline Chappell, Mitchell Square Branch of the Women's Institute,
correspondence received November 18, 2009, re: Street Lighting at Overpass
Bridge Entrances.
[Addenda]
7. REPORTS OF MEMBERS OF COUNCIL:
a) Councillor Coutanche, re: Community Centre for Craighurst, Horseshoe Valley
and Sugarbush.
42 b) Councillor Agnew, re: correspondence received November 30, 2009 from
Robb Meier, Barrie Cycling Club.
[Addenda]
c) Mayor H.S. Hughes, re: Pin Request.
8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES:
a) Robin Dunn, Chief Administrative Officer, re: Proposed 2010 Budget
Overview.
9. TRANSPORTATION AND ENVIRONMENTAL SERVICES:
43-49 a) Report No. TES 2009-35, Jerry Ball, Director of Transportation and
Environmental Services, re: Lake Simcoe Regional Airport Water System -
Annual Report for the Period of November 1, 2008 to October 31, 2009.
10. DEVELOPMENT SERVICES:
None.
11. EMERGENCY SERVICES:
None.
12. RECREATION AND COMMUNITY SERVICES:
None.
13. IN-CAMERA:
Page 2 of 49
Page
Committee of the Whole agenda for Wednesday, December 2, 2009.
13. IN-CAMERA:
a) Motion to Go In-Camera
b) Motion to Rise and Report
c) Andria Leigh, Director of Development Services, re: Legal Matter (Horseshoe
Valley Paintball).
d) Doug Irwin, Director of Corporate Services/Clerk, re: Personal Matter
(OMEGA Member).
e) Doug Irwin, Director of Corporate Services/Clerk, re: Property Matter (Markov
and Heatherington, Plan 606 and Plan 798).
f) Mayor H.S. Hughes, re: Personnel Matter (Performance Management).
14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM
15. ANNOUNCEMENTS
16. ADJOURNMENT
a) Motion to adjourn.
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Agenda Item # 4a) - 9:00 a.m. Freda Kemp, Campaign Director, and Bill Moleswort...
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Page 8 of 49
Agenda Item # 5a) - Midland Library Board, minutes of the meeting held on Octobe...
NOV 2 0 2009
MIDLAND PUBLIC LIBRARY BOARD MEETING 0 Tf=
' Page I` f S
DATE: October 8, 2009 LOCATION: Midland Public Library Boardroom
PRESENT: A. Campbell, V. Barycky, G.A. Walker, B. Desroches, V. Nihill, P. File, J. LeFebvre, C. Moore
REGRETS: J. Swick, R. Hackney GUESTS: F Kemp, Fundraiser
S. Beatty, HR, Town of Midland
STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO
ITEM ISSUE ACTION
1. Call to Order
G.A. Walker called the meeting to order at 7:00 p.m.
Approval of the agenda
Additions:
6.2.1 Fundraising Committee - Board Donation
Moved by: V. Barycky
Seconded by: B. Desroches
That the agenda be approved, as amended. CARRIED
3. Approval of the minutes of the previous meeting
Moved by: J. LeFebvre
Seconded by: B. Desroches
That the minutes of the Board meeting held on August 27, 2009 be approved. CARRIED
Business arising from the minutes
4.1 Freda Kemp - Fundraising
F. Kemp reported on progress to date.
The Fundraising Committee has the corporate campaign underway and
they are keen. They all have lists of potential donors to approach. All
the banks have been approached and each has been asked for a
$25,000.00 donation. B. Molesworth has been busy speaking to service
clubs. He asked Rotary for a donation and, as a result, we may receive
$25,000.00 or, possibly, $50,000.00. The Lion's Club and the "Y" will
also be approached.
The Township of Tiny Council will be discussing our request for a
donation of $100,000.00 at either their November 16 or December 9,
2009 meeting. A letter will also be sent to Tiny on behalf of Midland
Page 9 of 49
Agenda Item # 5a) - Midland Library Board, minutes of the meeting held on Octobe...
MIDLAND PUBLIC LIBRARY BOARD MEETING
Page 2 of 5
DATE: October 8, 2009 LOCATION: Midland Public Library Boardroom
ITEM
ISSUE
ACTION
4. Business arising from the minutes - continued
Council. The County of Simcoe will also be approached for a donation
of $50,000.00. The contractor, Monteith, will also be asked to match
the Architect's donation of $100,000.00. F. Kemp informed the Board
that she has started the grant application to the Trillium Foundation.
The maximum amount has been raised from $75,000.00 to
$150,000.00.
F. Kemp asked the Board about the possibility of a fundraising
initiative of their own. She went on to say that she doesn't want anyone
to feel uncomfortable about this. They can donate individually or as a
group.
A question was asked about whether any money had been raised to
date. F. Kemp responded by saying that, so far, there were
commitments for a little over $11,000.00. B. Molesworth added that
there were still two grant applications out there that we are waiting to
hear about and the Trillium grant is underway. He went on to say how
helpful it has been having F. Kemp here to handle all of these in depth
applications. G.A. Walker thanked F. Kemp for her report.
4.2 Suzanne Beatty - Training for Accessibility
G.A. Walker introduced the Town of Midland's Head of Human
Resources, S. Beatty, who then began the provincially legislated
training.
4.3 IFOA
B. Molesworth informed the Board that an ad has appeared in the Free
Press about the Author Series to be held from Sunday, November 1 to
Tuesday, November 3, 2009. As the host of the reading series, B.
Molesworth received a cheque for $150.00 which he has donated to the
Building Fund. He distributed posters to the Board. There will be wine
and cheese receptions at each event, but our expenses will be a lot
lower as the IFOA is paying for travel and accommodation.
4.4 Budget 2010
B. Molesworth will be meeting with C.A.O., T. Walker and Treasurer,
S. Gignac tomorrow morning in preparation for the budget submission
to Council to be held October 28, 2009.
Page 10 of 49
Agenda Item # 5a) - Midland Library Board, minutes of the meeting held on Octobe...
MIDLAND PUBLIC LIBRARY BOARD MEETING
Page 3 of 5
DATE: October 8, 2009 LOCATION: Midland Public Library Boardroom
ITEM ISSUE ACTION
5. Approval of the accounts
As there was no September Board meeting, the accounts for August and
September, 2009 were on the table for perusal.
Moved by: A. Campbell
Seconded by: V. Nihill
That the accounts for the months of August and September 2009 totalling
$364,072.80 and $318,503.54, respectively, be approved. CARRIED
6. Reports of Board Committees
6.1 Finance Committee
Finance Committee Chairman, A. Campbell distributed the Library
Financial Statement for the nine months ending September 30, 2009. He
noted that the net operating position is about right at 75% spent.
A question was raised about the Capital budget line under Library
Expansion Expense - Consultant Fees - Fundraising. It is already stated
as 100% spent. B. Molesworth explained that when the Fundraiser was
hired that the Board had thought the individual would be paid from the
proceeds, so no amount was set in the budget.
6.2 Fundraising Committee
Report was discussed under 4. Business arising from the minutes,
4.1 Freda Kemp - Fundraising.
6.2.1 Fundraising - Board Donation
Chairman, G.A. Walker, raised the item F. Kemp had spoken to briefly
about a Board sponsored fundraising project. Should the Board give as a
group? G.A. Walker threw the floor open for discussion. It was
suggested that the Board needs to be seen in the community as
supporting the fundraising project. P. File suggested that perhaps Board
members could approach their friends to support a Board sponsored
fundraising project. Several members spoke in favour of private,
Page 11 of 49
Agenda Item # 5a) - Midland Library Board, minutes of the meeting held on Octobe...
MIDLAND PUBLIC LIBRARY BOARD MEETING
Page 4 of S
DATE: October 8, 2009 LOCATION: Midland Public Library Boardroom
ITEM ISSUE ACTION
6. Reports of Board Committees - continued
individual donations. After some discussion, G.A. Walker asked the
Board which idea they supported. It was agreed that Board members
support the idea of individual donations.
P. File, speaking for R. Hackney, who was unable to attend this meeting,
said the Huronia Museum is launching a fundraising campaign and R.
Hackney is concerned that there are too many other campaigns starting
that will affect our efforts. B. Molesworth outlined the plan F. Kemp had
said she would follow, which was to start with grant applications and
then move to the corporate campaign and this has been the progression.
6.3 Building Committee - Progress/Schedule
B. Molesworth reported that the Building Expansion is still on schedule.
The masonry work has been slowed down due to the weather but it
should be closed in by the time the weather turns.
6.4 Report from the Friends of the Midland Public Library
No meetings have been held recently.
7. New business
No new business.
8. Information
8.1 Chief Librarian's Report
Adopted as circulated.
8.2 Filtering Software for Libraries - update
B. Molesworth informed the Board that there is a second Private
Member's Bill before the Ontario Legislature recommending the
installation of filtering software on public Internet computers to protect
children. However, Premier Dalton McGuinty has stated that his
government feels this is the responsibility of parents, not the
government.
Page 12 of 49
Agenda Item # 5a) - Midland Library Board, minutes of the meeting held on Octobe...
MIDLAND PUBLIC LIBRARY BOARD MEETING
Page 5 of 5
DATE: October 8, 2009 LOCATION: Midland Public Library Boardroom
ITEM ISSUE ACTION
On a separate note, V. Barycky commended B. Molesworth for his
handling of the slings and arrows that at times have come his way during
the expansion project.
9. Adjournment
Moved by: J. LeFebvre
That the meeting be adjourned at 8:40 p.m.
Cha man of the Board
Chief ibrarian
Page 13 of 49
Agenda Item # 5b) - Springwater Library Board, minutes of meeting held on Octobe...
Springwater Library Board Meeting
October 13, 2009 - Midhurst Branch 7pm
Attendance: Reet Skelton Dave Snedden
Katy Austin Margaret Campbell
Rosemary Johnston Donna Kenwell
Claude Richardson Muriel Van Vugt
Linda Collins, Council representative
Reg Cowan, Council representative
Also present: Lynn Patkau, Chief Librarian
1. Call to order:
Moved by: Van Vugt
Seconded by: Snedden
09-33
That the meeting of the Springwater Township Public Library Board come to order at
7:03 p.m.
Carried
2. Presentation by Friends of the Librarv - has been delayed until next month
3. Abnroval of the minutes:
Moved by: Richardson
Seconded by: Johnston
09-34
That the minutes of the Springwater Township Public Library Board meeting held on
September 15, 2009 be approved
Carried
Matters arisine from the minutes:
a. Job descriptions - Winanne Grant, CAO, has reviewed the language of the job
descriptions in keeping with that of comparable Township staff. Board members asked to
have the job descriptions sent to them for review at the next Board meeting.
b. Midhurst grounds - Although the trees are down, there is still need to clean up the stumps
and debris. If the Public Works Department does not have time in the next two weeks,
Lynn has been directed to get outside assistance to get it completed.
c. Flu Clinic in Elmvale - has been cancelled. No further information is available as yet.
Discussion was held about the library's need for promotion of sanitary measures using
hand sanitizers and wiping keyboards counters, door knobs daily, preferably with non-
alcoholic-based products.
Page 14 of 49
Agenda Item # 5b) - Springwater Library Board, minutes of meeting held on Octobe...
d. Contract with Oro-Medonte - Staff have been informing Oro-Medonte residents about
their municipality's decision to no longer have a library contract with Springwater. As a
result, several people have contacted Oro-Medonte and expressed their concerns. Lynn
has been in contact with Sawn Binns, Direct of Recreation and Community Services for
Oro-Medonte to see if there is a solution. Lynn has been directed to talk to the other
contracting municipalities to discover how contracts are negotiated.
e. Budget update - Other than the monthly statement provided by the Finance Department,
there is no update. .
f Bequest update - Lynn has been in contact with the executrix of the estate and will be
forwarding to her a written description of the Elmvale basement proposal with
approximate costs. The first two priorities are carpeting and lighting / electrical upgrades
at projected costs of $2000. - 5000. Staff is also looking at a movie screen and moveable
walls to separate the renovated area from storage areas.
5. Librarian's report:
a. Regular report was reviewed. A thank you card will be sent to Garry McPhail care of
Midland Area Reading Council in appreciation of his visit last month.
Correspondence:
a. Township of Springwater RE: Official Grand Opening Celebration - A letter, with photo,
was circulated thanking us for participating in the opening.
b. Thank you from Carol Grenier - A note thanking the Board for the gift certificate in
appreciation of years of service was read to the members
c. Thank you from Lynn and family - Lynn gave verbal thanks to the Board and read a
thank you note from her mother in appreciation of the flowers sent.
7. Accounts / Finance:
a. Monthly statement - was handed out to lBoard members. Board members pointed out that
some item line descriptions were not accurate. They would also like to have more
understanding of the budget lines. Lynn will inquire if Laurie Kennard, Director of
Finance, could attend a Library Board meeting
New Business
a. OLA Conference - February 24 - 27, 2010 - Discussion was held about attendance.
Board members felt that library staff be offered a chance to attend. Lynn will confer with
staff, and will book 4 rooms for 3 nights at the Intercontinental Hotel
b. Safety & Security at the Library - although previously discussed, no progress has been
made in this item. This topic will be explored with the policy committee.
9. Work plan - Retreat and outcomes
a. The report from Rebecca Jones has been received. Several items are mentioned for the
balance of 2009, including developing a website (Lynn was given some local names),
discussion about SOLS looking at jobs / work flow, Elmvale basement renovation.
Page 15 of 49
Agenda Item # 5b) - Springwater Library Board, minutes of meeting held on Octobe...
10. Next meeting: November 10 in Midhurst at 7pm.
11. Adi ournment:
Moved by: Austin
09-35
That the meeting of the Springwater Township Public Library Board adjourn at 9:10 p.m.
Carried
Minutes approved
November 10, 2009
(Board chair)
Page 16 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
L t .
LL it
Et ai mmum
BARRIE PUBLIC LIBRARY
AGENDA
BOARD MEETING #09-11
THURSDAY OCTOBER 22, 2009 AT 7:30PM
CONSUMERS GAS BOARD ROOM
1. Call to Order
2 Confirmation of Agenda
3 Conflict of Interest
4. Capital Campaign Update
5. Minutes of Meeting
5.1 Minutes of Board Meeting #09-10 dated Thursday September 24, 2009
- Motion to adopt minutes
6- Business Arising
7. Report of the Chair
8. Committee Reports
8.1 Financial Statements for September 2009
- Motion re Approval of Expenditures VtG0 o - 07-
8.2 20f 07thit1get rn<<.st
9. Director of Library Services Report September 2009
10. Other Business
10.1 Community Engagement Public Meetings
11. Committee Meeting Dates
At the Call of the Chair
12. Date of Next Board Meeting
Thursday November 26, 2009 at 7:30pm in the Consumers Gas Board Room.
13. Adjournment
r-
~bC1t' 1 6 2009 s
Page 17 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
DISTRIBUTION:
Lynn McClean
Sarah Kastner
Vince DeCecco
Catherine Virgo
Melissa Meads
Ray Duhamel
Lynn Strachan
Andrew Prince
Justin Heran
Al Davis
Page 18 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
4L
t=LL " 01-l .
L U
BARRIE PUBLIC LIBRARY
MINUTES
BOARD MEETING #09-10
THURSDAY SEPTEMBER 24, 2009 AT 7:30PM
. CONSUMERS GAS BOARD ROOM
PRESENT: C. Virgo (Chair), L. McClean (Vice-Chair), R. Duhamel, L. Strachan, S. Kastner, M.
Meads, J. Heran, A. Davis (Director), T. Latimer (Recorder)
ABSENT: V. DeCecco, A. Prince
1. Call to Order
The meeting was called to order at 7:30pm.
Justin Heran was welcomed to the board as a representative from the Simcoe Muskoka
Catholic District School Board to replace Michele Stong. Welcome Justin!
2 Confirmation of Aaenda
The following items were added to the agenda under Other Business:
10.1 Strategic Plan
10.2 Randolph Report - Management Structure Review 2007
10.3 Development Office
The agenda was confirmed.
3 Conflict of Interest
None declared.
4. Capital Campaign Update
Ann Andrusyszyn gave an update on the capital campaign and outlined upcoming events.
Ann discussed the upcoming Gala and the hope that it will be a yearly event to happen in
October. The board was asked to help with selling tickets:
5. Minutes of Meeting
5.1 Minutes of Board Meetina #09-07 dated Thursday June 25, 2009
#09-23 STRACHAN - KASTNER
THAT the Minutes of Board Meeting #09-07 as amended dated Thursday June 25,
2009 be adopted. CARRIED
5.2 Minutes of Electronic Board Discussion #09-08 dated Thursday July 30, 2009
#09-24 KASTNER - MCCLEAN
Page 19 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
THAT the Minutes of Electronic Board Meeting #09-08 dated Thursday July 30,
2009 be adopted. CARRIED
5.3 Minutes of Electronic Board Discussion #09-09 dated Tuesdav August 11. 2009
409-25 DUHANIEL - HERAN
THAT the Minutes of Electronic Board Discussion #09-09 dated Tuesday August 11,
2009 be adopted. CARRIED
6. Business Arising
The application for the Infrastructure Grant was completed and submitted.
7. Retiort of the Chair
A sign has been placed at the site of the new library over the summer stating that it is the
future location for the new branch of the Barrie Public Library.
Members of the BNI After Five Group from Oro Medonte were invited to the Barrie
Public Library for a special event in September. Oro Medonte residents have used the
library as part of a contract between the Barrie Public Library and Oro Medonte.
Catherine thanked several board members for attending various library events over the
summer. These events helped raise community awareness of the Capital Campaign.
The Barrie Dragon Boat Festival Committee presented a thank you gift to the board,.
accepted by Lynn McClean, for their support of the Dragon Boat festival.
8. Committee ReAorts
8.1 Financial Statements for June, Julv & August 2009
#09-26 MEADS - DUHAMEL
THAT the expenses listed in the Financial Statements for June, July & August 2009
be approved. CARRIED
8.2 2008 Financial Audit
#09-27 MCCLEAN - MEADS
THAT the Barrie Public Library 2008 Financial Audit be received. CARRIED
9. Director of Librarv Services Report June, Julv & August 2009
Highlights of the report were discussed.
The Teen Advisory Board (TAB) now has representatives from all of Barrie High
Schools. Our Visiting Library Service usage has doubled since 2008.
Our first "Library on the Loose" story time at the Holly Community Centre was well
received.
10. Other Business
10.1 Strategic Plan
Page 20 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
On behalf of the Board and in response to City Council's request to engage the Barrie
community to determine the need to improve library services in Barrie, Sarah has taken
the lead in working with City Council to plan for three public meetings in October.
Focus questions to facilitate discussion will be designed and, once dates have been
confirmed with Council members, a communication strategy will be implemented based
on information received from the citizens of Barrie.
10.2 Randolph Report - Manaeement Structure Review 2007
The 2007 report was re-circulated electronically to enable Board members to review the
suggested changes in staffing which have been successfully implemented.
10.3 Discussion re2ardin2 Development Office
The board discussed the Development Office's role and involvement with the capital
campaign. While board representation exists on the Capital Campaign team, the
Development Office needs to be certain that it offers what assistance it can with respect
to special events, fundraisers and communication strategies or announcements.
11. Committee Meetine Dates
At the Call of the Chair
12. Date of Next Board Meetina
Thursday October 22, 2009 at 7:30pm in the Consumers Gas Board Room.
13. Adiournment
The meeting was adjourned at 9:16pm by Justin Heran.
CHAIR DATE
SECRETARY DATE
Page 21 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
DIRECTOR'S REPORT
October 22, 2009 for September, 2009
I PERSONNEL
1. September 9 , the Director participated in a meeting of the Federation of Ontario Public
Libraries Advocacy Task Force.
2. September 16th, the Director attended the Special Social Action Committee for downtown.
3. September 17th, the Director met with the Architect selected to build the branch library on
Painswick town site.
4. September 23,-the Director met with City staff to effectively close out the 2009 Capital
Budget Report
5. September 25th, Business Officer and Director met with Ed Archer, General Manager,
Corporate Services, to discuss 2010 and future budget processes.
6. During September, Adult Information Services Manager, Shonna Froebel, completed the
Certified Public Library Administrators course, "Building and Managing Library
Buildings" towards her final designation.
7. In September, the City provided Library staff with training on Office 2007.
8. Four new Pages have been hired, Jennifer Bimie, Caitlyn Chard, Amber Patchell and
Sharon Mulrain. Training will commence October 5th
9. Melinda Walley, Information Technology Services, missed three weeks of work as the
result of an injury.
10. Andrew Rogers, coop student, ended his term with the Library in October but was
successful in the competition for a permanent position in Information Technology
Services.
II INFORMATION SERVICES
Adult Services
1. In September, Lynn Hougham added 277 donated items to the Library's collection.
2. Shonna Froebel provided several book reviews for the "Good Reading" portion of the
Library's website in September.
3. Mary McAlpine has created a link from the Library's website enabling patrons to vote for
this year's Giller Prize winner for adult nonfiction. Mary has received bookmarks and
posters for the shortlist.
4. In September Elizabeth Bufton created 3 displays on the main floor of the library: "Adult
Graphic Novels@Your Library," "Carnegie Days@Your Library" and "Back to
School@Your Library."
5. As a result of the Library's increased presence with its Birth, Marriage and Death index on
the Knowledge Ontario website, Robyn helped 2 separate genealogists with the Weseleyan
Methodist Baptismal records covering a time period prior to 1869.
6. The Library's involvement with "Ask On" started September 8th. This is an online service
providing public and academic library users with an interactive live "chat" reference
service. In return for this service being available to the citizens of Barrie, the Library
commits 4 staff hours a week.
7. Patricia Roebuck created a Bilingual literacy display downstairs September I" to 15th
Page 22 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
8. Martha Chown, Information Barrie, created a customized list of Seniors Apartments with
contact information, etc. for seniors wishing to relocate to Barrie. Martha also created a
customized list of Service Clubs to support the Library's Capital Campaign strategy.
9. Shonna Froebel attended a Business Network International (BNI) Breakfast meeting in
September and met with one of the leaders to discuss the duties of the Education
Coordinator. This is a responsibility that Shonna has assumed with the organization on
behalf of the Library. Shonna also assisted with the BNI Golf Tournament which raised
money for the Library's Capital Campaign.
10. Shonna also attended the Ontario Library Association (OLA) Readers' Advisory
Committee meeting in September.
11. Janet Graham and Elizabeth Burton provided material for 9 Nursing/Retirement Homes in
September.
12. Janet Graham attended the Senior Interagency meeting in September. Janet and Ann
Andrusyszyn arranged to have a library team at the October 50+ spelling bee and Janet
provided her monthly book review for Focus 50+ community seniors' paper in addition to
a listing of all upcoming library programs.
13. Janet also submitted publicity to Cable 10 and newspapers for upcoming library events.
14. Cindy Madden made a submission to the Barrie Community Health Centre's "Healthwise"
newsletter on diabetes information.
15. Anne Dorsey attended the Chamber Business Networking Breakfast September 3`d
16. Anne also organized the display and attended the Mr. Bob Networking Event September
10th.
17. Anne volunteered at the Greater Barrie Chamber of Commerce annual golf tournament
September I Vh.
18. Barrie Public Library hosted the Oro-Medonte Chamber of Commerce BA5
Septemberl5th. The event was held on the roof garden and feedback from the 22
attendees was excellent.
19. Anne attended the Greater Barrie Chamber of Commerce Board meeting September 15th
and managed the display at the Greater Barrie Chamber of Commerce trade show
September 16th
20. Anne volunteered at the "Mr. Bob" Networking Golf Tournament Septemberl7th with
part of the proceeds from the tournament being donated to the Library's Capital
Campaign.
21. September 30th, Anne attended the Women in Networking Going Strong (WINGS)
breakfast.
22. During September, Adult Information Services delivered 21 programs to 149 participants.
Programs included a hearing workshop, Travel for Seniors, book clubs, computer skills
and business workshops.
Children and Youth Services
1. All Children's and Youth Services staff participated in an all day planning meeting to
prepare for the upcoming year.
2. Debra Smith, Ruby Meijers, Laura LaFleshe, Kym McOuat, Nancy Woods, Jane Salmon
and Patricia Roebuck all participated in an excellent Novelist webinar training session
September 10t' and 24th
Page 23 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
3. Nancy Woods added 112 books and 9 DVD donations to the junior collection in
September.
4. The Library's French easy reader collection is welt used by both Francophone and
Anglophone children. Patricia Roebuck has worked on this program and received the
following from one of the French schools: (translated) Your French easy reader
collection has improved enormously thanks to your dedication to the cause!!! Thank
You!" Other parents have made similar comments recently.
5. In September Kym McOuat worked on creating a pathfinder for First Nations and
European Explorers as well as a reading list for People with Disabilities.
6. Ruby Meijers created a reader's advisory list on the topic of sexual touching in response to
a number of requests on the topic.
7. Vicki Nicholls visited Open Arms Daycare September 4th to present 2 storytimes for 74
children. .
8. Vicki provided a library display for Community Night at Cundles Heights Public School
September 23`d
9. Vicki provided a library display for Meet the Teacher/Community Night at Good
Shepherd School September 30th
10. Jane Salmon attended an all day meeting in Toronto of the Ontario Library Association
(OLA) Child and Youth Committee, September 14th. Jane is the lead in planning for the
Child and Youth Services Expo for the next OLA Superconference.
11. September 17th Jane Salmon attended and chaired the OLA Best Bets meeting in
Mississauga.
12. September 20th Laura LaFleshe, Jane Salmon and Brenda Jarvis represented the library at
the Road to Reading Fun Fair in Sunnidale Park. Laura and Brenda presented 2 puppet
shows.
13. September 23`d Jane Salmon attended a meeting of the Simcoe County Best Start
Committee.
14. Patricia Roebuck has been invited by the four French-language schools in Barrie to
provide a tour and demonstration of the Library's resources.
15. Nancy Woods started the Fall Library on the Loose Zehrs storytime September 22nd
16. Nancy led the new Library on the Loose storyime at the Holly Community Centre on
Thursday September 24th
17. Ruby Meijers prepared 2 book blocks for Barrie Municipal Housing in September.
18. September 24th Jane Salmon brought a library display to St. Michael the Archangel for
their Meet the Teacher Night.
19. September 30th Jane Salmon led a tour for 30 grade 11 theatre students from St. Joseph's
High School.
20. The first Teen Advisory Board (TAB) meeting was held with 4 new members.
21. Cindy Pomeroy-White worked with TAB members and the MacLaren Art Centre for the
Carnegie Days Festival..
22. Cindy made contact with Terry Leigh from Rogers to discuss the airing of the TAB
commercials as well as creating a link from our website. However, more editing is still
needed.
,23. In September Children and Youth Services delivered 24 programs to 723 attendees.
Programs included community outreach, puppet shows, teen programs, tours and
storytimes.
Page 24 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
24. Kym McOuat and Julie Ross conducted "Circle of Readers" training September 29"" and
30th
25. Nancy. Woods provided Bedtime tales on September 16tH
26. Cindy Pomeroy-White and Debra Smith led the first Teen Book Club meeting September
th
17
27. Cindy Pomeroy-White provided press releases for the Teen Book Club, Manga Club and
Teen read Week as well as the author visit.
28. September 29th, Debra Smith introduced Ontario Provincial Police (OPP) Sgt.
MacEachern as part of an information session for parents and children/teens on "Cyber
Risks."
III CIRCULATION SERVICES
1. Joanne Comper continues to work with SirsiDynix User Group (SLUGO.) to plan for the
October 30th meeting.
2. Joanne is also exploring a recovery service for library materials and outstanding late
charges. A report will be made later in the year to the Management Committee. Any
change in policy will require Library Board approval.
3. Lilli Papais-Botting introduced her idea to have young children getting a new library card
select a sticker to decorate their card.
4. Joanne has been able to alter the Library's Telecirc program to send out a phone call only
1. day after an item is due. This has resulted in more material being returned and a
reduction in the number of 2nd and 3rd notices.
5. Circulation of CDs continues to decrease as library patrons continue to rely on
downloading music off the Internet.
6. Visiting Library Services experienced a 63% increase to date compared to last year.
IV INFORMATION TECHNOLOGY SERVICES
1. Technical support service work processes continue to be reviewed. Technical
enhancements now allow the Library to download order and catalogue records to reduce
processing time. Computer generated reports on most requested titles has been improved
to better enable the Library to determine and order the optimum number of copies.
Interlibrary Loan status tracking software application was enhanced in September to allow
information to be relayed to borrowers at the Information Desk.
2. Office 2007 has been installed on almost all PC's used by Library staff.
3. Khuan Seow continues to work with Spyders Wireless to report statistics on usage.
4. Khuan is working with SirsiDynix to upgrade the Library to version 7.5. SirsiDynix
announced that Symphony is now available to run on MS SQL Server 2008. This will
make the new product more affordable for libraries like Barrie Public Library.
5. Khuan continues to address the issue of Disc cleaning and to also explore DVD leasing.
6. Laure Wright successfully tested the "Userful Desktop" software in September.
7. Khuan visited Richmond Hill Public Library to further investigate RFID technology for
the new branch.
V COMMUNITY DEVELOPMENT
1. September 18' Chris Vanderkruys, Barrie Dragon Boat Festival Chief, hosted the
volunteer recognition at the Library. Chris also held a debriefing for the Festival in
Page 25 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
September and has contacted all media sponsors to ensure their continued support. Chris
has started planning next year's festival and will visit all the Festival sponsors to provide
recognition. Ann Andrusyszyn and Tracy Latimer visited the Canadian Forces Base
Borden to participate in a cheque presentation. A full wrap-up report will be provided to
the Library Board, later this fall.
2. Ann attended the monthly Executive meeting of the Planned Giving Counsel of Simcoe
County in September.
3. At the request of the City of Barrie's Department of Culture, Barrie Public Library
participated in the Doors Open Barrie in September. Ann designed the leaflet about the
Library which including the building as well as the Grand Illusion art installation.
4. The Development Office continues with the Association of Fundraising Professionals
(AFP) Webconference initiative. September 2nd BPL hosted "Prospect Research" and
September 17th "Time Management."
5. Ann also continues her work as a Board member on the Barrie Community Foundation
(BCF) and attended meetings during September.
6. The Development Office has started to attend the weekly chapter meetings for Business
Networking International (BNI). BNI is proving to be more than a link to the business
community for the Library's business service. It has become a supporter and donor to the
Library.
7. September 26th the Barrie Folk Society held another Unplugged Saturday Night at the
Library with 35 people attending.
8. Two monthly columns plus a "Campaign Corner" was sent to the Barrie Life and Times
for September.
9. The Library's Fall Issue of the Newsletter was published.
10. Capital Campaign meetings continued in September with everyone getting "back on
track" after the summer. Ann and Chris met with the three breakout teams, Major Gifts,
Community Engagement and Public Awareness (PR). Ann and Chris continue to work
very closely with Tim Johnston, Campaign Chair and our two Team Leaders, Andrea
Ryan and Cesia Green.
11. Several Board members have made their first pledge payments and staff gifts are arriving
with several pledges being made through the Library's "Dragon Tales" dragon boat team.
12. Ann has made a formal application to the TD Bank Foundation for a grant toward the
Library's Capital Campaign.
13. Chris is working closely with the Gala Planning Committee. "A Novel Night Out: Taking
Flight" which will take place at the Library October 23rd.
14. ZAS Architects have tentatively proposed October 29th as the date for sharing their design
concept for the branch library in Painswick. The design will be shared with Leadership
Gift donors before shown at the public "Open House "in the evening.
15. Ann prepped 800 awareness packages for Lynn McClean to deliver to nursery schools and
daycares as part of a program initiated by Lynn.
16. Ann and Tim Johnston received a cheque presentation from the newest BMO branch on
Mapleview for the Capital Campaign ($10,000).
VI VOLUNTEER PROGRAM
1. 7 volunteers were provided to assist at the MacLaren Art Centre September 2nd and 3rd for
the Nine Mile Portage Heritage Festival and Carnegie Days.
Page 26 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
2. One volunteer assisted with the Oro-Medonte Chamber of Commerce meeting hosted
September 15th at the Library.
3. September 20th, six volunteers worked as greeters at the "Doors Open Barrie" event.
4. Julie Ross used "Send Out Cards" to thank all the volunteers who helped at the Rotary
Food Tent at Kempenfest.
5. 22 volunteers have been recruited and trained for the Library's new reading program for
children, "Circle of Readers."
6. Julie participated in a teleconference of the Professional Administrators of Volunteer
Resources-Ontario (PAVR-O) network affiliates. Julie also continued to work with the
Barrie Association of Volunteer Administrators (BAVA) in September.
7. Two volunteers started at the Boutique, one at the Cafe and one for shelf reading. Two
additional volunteers were hired in September to meet the number required for "Circle of
Readers:" Three more students were interview in September and will start shelf reading in
October.
8. Two high school students involved in the Cooperative Education program started their
placements at the Library in September. .
9. Julie was also invited by Simcoe Community Services to attend a special presentation by
David Pitonyak, an expert on individuals with intellectual disabilities. The workshop is
part of a series for Simcoe Community Services and is especially relevant as the Library as
part of its mandate is to provide services to this community as well as meet Ontario
disability legislation.
VIII BUILDING
1. Friday, September 25th, after closing the Library, an all staff meeting was held which
included a fire and evacuation drill, orientation to H1 N11 flu precautions as well as access
standard training required under the Access Ontario Disability Act (AODA).
PREPARED BY A. Davis DATE October 22, 2009
Page 27 of 49
Agenda Item # 5c) - Barrie Library Board, minutes of meeting held on October 22,...
LIBRARY USAGE FOR THE MONTH OF: SEPTEMBER 2009
SAME MTH CURR
PREV YR MTH
1 CIRCULATION
Adult
Children
TOTAL CIRCULATION
2 HOLDS PLACED
3 INTERLIBRARY LOAN
Borrowed .
Lent
4 MEMBERSHIP
New members
Active Members
In Person Visits
5 INFORMATION REQUESTS
a) Main Floor Information
b Secon Floor Information
TOTAL INFORMATION REQUESTS
6 ON-LINE DATA BASE SEARCHES
7 COMMUNITY INFORMATION
a) Database records created .
b) Database records updated
a) Events records created
b) Events records updated
8 COMMUNITY SERVICES
Programs & Tours
a) Adult
b Children/Young Adult
TOTAL PROGRAMS
Attendance
a) Adult
b) Children/Younq Adult
TOTALATTENDANCE
VISITS TO LIBRARY WEBSITE
9 (remote and in house)
10 COMPUTER RESERVATIONS
11 NEW ITEMS
a) Adult
b) Children/Young Adult
Collection size
12 VOLUNTEER HOURS
13 ROOM BOOKINGS
74,935 75,400
49,871 48,960
124,806 124,360
10,593 11,507
PREY
CURR
%+l-
YTD
YTD
0.62%
658,918
700,253
-1.83%
464,198
472,136
-0.36%
1,123,116
1,172,389
8.63% 100,466 109,595
%+l-
6.27%
1.71%
4.39%
9.09%
203
246
21.18%a
2,079
1,797
-13.56%
158
238
50.63%
1,468
1,714
16.76%
739
601
-18.67%
5,374
5,694
5'.95%
54,785
56,387
2.92%
54,785
56,387
2:92%0
59,973
43,619
-27.27%
576,314
418,500
-27.38%
2,779
2,982
7.30%
26,241
26,409
0.64%
956
973
1.78%
10,803
10,772
-0.29%
3,735
3,955
5.89%
42,225
37,181
-11.95%
5,324
10,169
91.00%
51,338
76,738
49.48%
7
2
-71.43%
84
154
83.33%
87
114
31.03%
1,496
1,800
20.32%
161
123
-23.60%
1,221
1,189
-2.62%
85
72
-15.29%
630
867
37.62%
25
21
-16.00%
194
188
-109%
24
24
0.00%
390
393
0.77%
49
45
-8.16%
584
581
-0.51%
158
149
-5.70%
1,829
2,008
9.79%
1,122
723
-35.56%
12,948
13,238
2.24%
1,280
872
-31.88%
16,640
15,246
-8.38%
147,632
175,513
18.89%
1,111,076
1,587,937
42.92%
5,765
5,745
-0.35%
50,432
50,403
-0.06%
1,406
1974
40.40%
12,478
12,478
0.00%
1,100
1715
0.559091
8,750
11,220
28.23%
247,626
259,429
4.77%
247,626
259,429
4.77%
679.0
898.5
32.33%
6,132
6,925
12.94%
139
131
-5.76%
1,252
1,249
-0.24%
Page 28 of 49
Agenda Item # 5d) - Ontario's Lake Country, minutes of meeting held on November
Or -n
a t-C6U ~ro's
Ir
...foraIIseas. Y
Orillia -Ora-Medonte -Rama - Ramara -Severn
Board Meeting MINUTES-November 16, 2009
DATE: November16, 2009
TIME: 2:00pm
LOCATION: CDC - Board Room
PRESENT: Frank Coyle, Carol Benedetti, Roger Selman, Bruce Chappell, Shawn Binns,
Roy Menagh, Helen Cooper, Jennifer Whitley
ABSENT: Kathryn Stephenson, Bill Duffy, Dan Shilling, Steve Sanderson, Donna Hewitt,
Craig Metcalf, Rick Dory, Christine Anderson
1. Welcome-Introduction of New Board Member, Helen Cooper from Casino Rama,
Completed by Frank Coyle
2. Previous Minutes
Motioned by Roger Selman
Second by Bruce Chappell
3. Financial Reports
• Update
Motioned by Shawn Binns
Second by Bruce Chappell
4. Funding
• Municipal funding and deputation requests have been sent for $15,000
• Casino partnership funding and deputation request sent to Mr. Oshanski for $37,500
5. Marketing Report
2009 Cottages at Port Stanton Passport to Fun Contest
• Passport website has over 2400 unique visits
• Accommodations-were contacted and asked to place the passports in their rooms for the past
weekend, when the Jim Wilson Hockey Tournament is in town
• Flavours media launch was on November 4, it was a very successful event, most restaurants
were present, approximately 45-50 people in attendance.
• Hosted at the Grape & Olive, excellent job
• Media partnerships with the Packet and Times and FM93
Website Development
• Presentation given to the Board to show the options that will be given to members
• Examples of a basic listing and an enhanced listing and what is included. Basic is what is
included with membership and would include name of company, brief description, and contact
information, with a link to their website. Enhanced listing would cost extra and would include
logo, one picture, so many character descriptions along with all contact information. Cost not
confirmed.
• It was agreed that one category listing be included with the membership and any additional
category would be at a cost of $75.00 for the year
Page 29 of 49
Agenda Item # 5d) - Ontario's Lake Country, minutes of meeting held on November
• It was suggested to ensure that we have links to all of the chambers and check to make sure
each of the chambers have links to our website
• The banners for Home page and category were explained and examples shown, asked for
suggestions of prices, none shared
• Package listings, explained how they work and gave examples, suggested pricing mentioned
but no confirmation
• There will be a sales package sent out to the members that includes Terms and Conditions
along with a service agreement
Destination Guide
• Members want to see this happen, it is a part of the membership benefits to receive a free
listing
• We want to apply for a grant and possibly have the Marketing Group of Canada help us with
this project
• Proposal given by the Marketing Group of Canada was approved
• The total budget we are looking at is approximately $15000, including the cost to develop and
create and sales, total of $12000 to the Marketing Group, and $3000 for distribution costs
• The Board of Directors accepts and approves the proposal as outlined for the 2010 destination
guide
Motioned by Bruce Chappell
Second by Roger Selman
• Board would like to see the guide laid out by experiences to follow with our strategic plan
• This project is very labour intensive and it is understood that Jennifer doesn't have the time to
complete the project
• The Board would like the proposal and contract sent out to them when available
• If there isn't enough money in the Marketing Budget to cover the guide, then that money can
be moved from general revenue into Marketing Budget
Roy Menagh-motioned the approval
Carol Benedetti second the approval
Regional Golf Guide
• Working with Tourism Simcoe County, all golf courses get a listing, each DMO will sell
advertising to their members
• Board doesn't feel that we should be paying the $1500 the board wants from us as a buy in
when we will be selling the advertising
• Frank will speak to Bob Ruttan and possibly Jane Sinclair on behalf of the Board and explain
our concerns, this was a consensus of the Board
• The Board sees Tourism Simcoe County as a facilitator, training and strengthening the tourism
sector of this area
Summer Theatre Package
• Roy thought there may be another package with Theatre, with Dave Stinson involving
Mariposa Arts and Cellar Singers, but not during the summer
• The Online Package Builder Components were discussed and the Marketing Campaign of this
program
• Explained that the idea is to breakeven on this Marketing Campaign, It is a $12, 000
campaign, and cost would be divided up between the member buy in
• The Board feels that this group is asking us to do the Marketing on their behalf, worried about
council's, all areas branching out. Initiatives have to be equal benefits, broaden the geographic
area
• We need to create the experience, broaden the scope to include other Culture, maybe
Summer Culture Package suggested. Increase the package to include weekends, the
brochure must represent all areas
• Casino is finding the bus market down, don't know about the demand for theatre
Page 30 of 49
Agenda Item # 5d) - Ontario's Lake Country, minutes of meeting held on November
• Summer theatre has had a rocky history, not sure how successful last summer was, get the
stats
• Issues of the political side and location of package
• Not a trip motivator under the strategic plan, refer back to the strategic plan, theatre could be
an add on
• It is catering to Orillia
• What about Golf, what is it in our strategic plan that can be our Trip leader, to bring people
here, action to our Strategic plan, and relook at them
• Defer this until the next meeting, do a work plan from the strategic plan and relook at our
position
• Tell the Stakeholders to go ahead and start on their own and we will let them know what we
are doing after the next meeting
Spring Proposal & Grant Application
• Proposal for the development and implementation of a Spring Promotion for Ontario's Lake
Country, including the development and submission of the application for the CDC Community
Capacity Fund was discussed and decided that the timing isn't right and it is not in the budget
• Suggestion of engaging Marketing Group of Canada to get the Stakeholders together and get
a backbone for a work plan for the New Year. Get the stakeholders involved. MGC would
facilitate the process
6. Grant Applications
• Local Initiatives
DESTINATION GUIDE ($15000 total, apply for $10000)
Motioned by Roy Menagh
Second by Roger Selman
Carried
PACKAGE BUILDER
Motioned by Carol Benedetti
Second by Shawn Binns
Carried
• Business Development Fund
One in each municipality, politically what people want to see, planning, implementing a
coordinator to work with funders and stakeholders and do consultations
Motioned by Shawn Binns
Second by Carol Benedetti
Carried
Internship
WEB ADMINISTRATOR
3 months
Motioned by Roger Selman
Second by Carol Benedetti
Carried
7. Membership
• Discussed the current structure and benefits of membership
• Getting more members was one of the mandates of the Marketing Group of Canada
• First buy in gets you your membership? Is this true?
• How has it been sold in the past, important to look at this and review ourselves
• Relook at this again at next board meeting
8. Business Operations (in camera)
4:20 pm MEETING ADJOURNED
Page 31 of 49
Agenda Item # 5e) - Joanne Gates, President, Simcoe Dufferin Muskoka Crime
Stop...
G-RUEN&EMuskoka Simcoe 20 Rose Street
Dufferin B Barrie, Ontario
L4M 2T2
5-m PPERS Administration: 1-800-567-2043
Telephone: (705) 726-2237
• • • • • • • Fax: (705) 726-3067
November 18, 2009
E-mail: crimestoppersofs.d.m@csolve.net
Mayor Harry Hughes
Township of Oro Medonte
148 Line 7S, Box 100
Orr, ON LOL 2X0
Re: January is "Crime Stoppers Month"
Dear Mayor Hughes and Members of Council:
J
NOV 2 0 2009
We need your assistance in our continuing effort to promote Crime Stoppers in your community
and it would be greatly appreciated if you would recognize CRIME STOPPERS by presenting a
motion to declare or proclaim January as "Crime Stoppers Month". Please advise if your town
or township will be issuing a proclamation as an official media launch will take place in early
January.
CRIME STOPPERS of Simcoe-Dufferin-Muskoka was established in January 12, 1987 and
became incorporated as a non-profit charitable organization on February 11, 1987. The
program is operated by a volunteer Board of Directors, who oversees all phases of the program.
CRIME STOPPERS is not a Police program nor funded by the provincial or federal government
or from police agencies. The program is operated solely with monies generously donated from
the private sector, businesses or raised through fundraising efforts of the volunteer Board of
Directors.
CRIME STOPPERS is a program that benefits everyone in the community and in 2005 Crime
Stoppers International was recognized by the United Nations as a global force in the fight
against crime and terrorism. We are very proud to be part of that effort.
CRIME STOPPERS mandate is to assist the Police in solving crimes thereby making our
communities and schools safer. Through the media, the public is encouraged to call a province
wide toll free number with any information about a crime that has occurred or is about to occur.
If the information provided solves or prevents a crime, the anonymous caller is eligible for a
cash reward.
Anonymous calls to CRIME STOPPERS of Simcoe-Dufferin-Muskoka have assisted the Police
and other investigative agencies in making 3,373 arrests, recovering stolen property valued at
$10,257,968.00 and seizing $45,425,147.00 in illegal drugs. For this information, Crime
Stoppers has paid $251,465.00 in cash rewards.
Thank you for your support.
(la: Gates
President
WE PAY CASH • 00 222-8477
Page 32 of 49
Agenda Item # 5f) - Marianne Arbour, Executive Director, Big Brothers Big Sister...
P.O. Box 261
Big Brothers Big Sisters 168 Bayfield Street
Barrie, ON 1-41A 4T2
of Barrie air~rie & District 705-728-0515 Tel
V ■ s,r 705-728-2965 Fax
mentorO bbbsbarrie.com
Oro Medonte Township
Doug Irwin
148 Line 7 South, Box 100
Oro, ON LOL 2X0
November 19, 2009
Dear Doug,
Thank you for helping our curlers have a wonderful day at Big Brothers Big Sisters of Barrie &
District's annual Curl for Kids SaKe bonspiel.
Your gifts on our Prize table helped make a valuable contribution to the overall success of the
day. Not only did our curlers have a great time on and off the ice, but we in turn exceeded our
$34,000 goal!
Big Brothers Big Sisters of Barrie & District raises 100% of our own funds through community
events like these. They will be used to help positively impact the lives of our Littles by providing
them the opportunity to make new friends, try new activities and have a healthy, lasting
friendship with a caring adult mentor.
Thank you for helping us reach our goal and allowing our Littles to dream BIG!
Sincerely,
Marianne Arbour Kyra Jessup ~
Executive Director Fundraising Coordinator
Give a kid a BIG gift... YOU
Page 33 of 49
Agenda Item # 5g) - James Brea, correspondence dated November 20, 2009, re:
Hors...
Brissette, Marie
Subject: FW: Paintball input James Brea / Nov 20-09
vnginai iwessage
From: Jarhes-Brea
To: Coutanche. Mel ; Huahes. Harrv ; Houah. Ralph
Sent: Friday, November 20, 2009 1:57 AM
Subject: A Oro Medonte Council & Planning Department
It has come to my attention that a vote to allow Horseshoe Valley Paintball to conduct their business on the property of
3193 Line 7 North is being voted on, on November 12th 2009.
Horseshoe is a great benefit to our families, our youth, teams, Police, and Military and the local community. I want
Horseshoe Valley Paintball to continue its operation at its present location.
I understand Horseshoe will be applying for a re-zoning, and fully support Horseshoe Valley Paintball in their endeavor
and ask Council to grant them a bylaw to re-zone to benefit them, the Township, and community.
Best Regards,
James Brea
Page 34 of 49
Agenda Item # 5h) - Rick Barrie, correspondence dated November 22, 2009, re: Tak...
Brissette, Marie
Subject: FW: Take your kid to work program
To: clerk@oro-medonte.ca
Sent: Sunday, November 22, 2009 3:58 PM
Subject: Take your kid to work program
Dear Mayor and Council:
I wish to extend a sincere note of appreciation for the extra efforts and hospitably of everyone involved to make my day
interesting and enjoyable on the Take Your Kid to Work Day.
Although I have played hockey and have been at the arena for many years I was surprised to learn about all the
mechanics and work that goes into keeping a good ice surface.
I remember the welcoming and genuine interest that we all experienced.
Please pass along my thanks to all those in the water, roads, fire. by-law enforcement and recreation departments and all
the members of staff and council that took time from their busy schedules.
I learned that there were a lot of different kinds of jobs in running the Township.
Sincerely
Rick Barrie
Page 35 of 49
Agenda Item # 6a) - S.E. Bragg, Gavillier & Company, correspondence dated
Novemb...
<~V' *0-
Gaviller & Company LLP
CHARTERED ACCOUNTANTS -
Telephone 705/445-2020
Fax 705/444-5833
Email sbragg@gaviller.on.ca
Township of Oro-Medonte
148 Line 7 S., Box 100
Oro, Ontario
LOL 2X0
Attention: Harry Hughes, Mayor
115 Hurontario Street
3rd Floor, P.O. Box 130
Collingwood, Ontario
L9Y 3Z4
November 13, 2009
Please Mark Your Reply For The Attention Of
S. E. Bragg, B.B.A., CA
N" ")V 17 20N
E _
Dear Mayor Hughes: Re: 2009 Interim Audit
We recently completed the interim audit of The Township of Oro-Medonte for the year ended
December 31, 2009. The objective of an audit is to obtain reasonable assurance as to
whether the financial statements are free of material misstatement, and it is not designed to
identify matters that may be of interest to management in discharging its responsibilities.
Accordingly, an audit would not necessarily identify all such matters. We identified the
following matter, which may be of interest to Council and management:
Review of bank reconciliations:
There is no written evidence that bank reconciliations are being reviewed and approved by
the Treasurer. We understand that both the bank reconciliations and on-line banking
information is reviewed frequently.
We recommend that once the bank reconciliations are reviewed, they should be initialed by
the Treasurer to provide written evidence of approval.
Management comments:
This was our previous practice. Once bank reconciliations were being performed by Deputy
Treasurer, it was felt that satisfactory level of internal control was being achieved and
initialing of bank reconciliation as evidence of review ceased.
This communication is prepared solely for the information of Council and is not intended for
any other purpose. We accept no responsibility to a third party who uses this communication.
mimm%mmm Owen Sound mmmumn Collingwood Walkerton Meaford
Page 36 of 49
Agenda Item # 6a) - S.E. Bragg, Gavillier & Company, correspondence dated
Novemb...
s -2-
We would like to take this opportunity to thank Paul Gravelle and all of the treasury staff for
their assistance and complete co-operation during our audit. Please feel free to call with any
comments or questions at your convenience.
Yours very truly
GAVILLER & COMPANY LLP
Per: +4
SEB/bc
cc: Robin Dunn, CAO
cc: Paul Gravelle, Treasurer
Page 37 of 49
Agenda Item # 6b) - Carol Benedetti, Executive Director, Oro-Medonte Chamber of
Oro-Medonte Chamber of Commerce
148 Line 7 South, Box 100
Oro, ON LOL 2X0
Phone 705-487-7337
Fax 705-487-0133
RECEIVED
NOV 1 3 2009
ORO-MEDONTE
TOWNSHIP
November 20`h 2009
To : Mayor and Council Township of Oro-Medonte
in regards to the Sign by-law currently under review, I would like to offer the following comments on
behalf of the Chamber of Commerce and our Members.
The Chamber of Commerce and the business community in Oro-Medonte is largely made up of home
based entrepreneurs. These businesses face many challenges and one of the greatest is being found by
residents and visitors. Signs; tastefully designed and placed to direct people to them are critical to their
success.
The Chamber is eager to work with the Township on this issue. We would like to see a solution that will
ensure a consistent and positive sign presence in Oro-Medonte and allow for the promotion of our
many businesses, particularly those seeking to thrive "off the beaten track".
Respectfully,
Carol Benedetti, Executive Director
Oro-Medonte Chamber of Commerce
Page 38 of 49
Agenda Item # 6c) - Pauline Chappell, Mitchell Square Branch of the vvomer' ~5 11
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Page 39 of 49
Agenda Item # 6c) - Pauline Chappell, Mitchell Square Branch of the Women's Inst...
THE FOLLOWING RESOLUTION RESPECTFULLY SUBMITTED
BY THE MITCHELL SQUARE BRANCH OF THE WOMEN'S
INSTITUTE
WHEREAS highway overpass bridge entrances, where the concession roads intersect
with the bridges, are difficult to see at night or in severe weather such as heavy rain, fog
Or snow.
WHEREAS no street lighting is provided in these intersections.
WHEREAS driver attention may be distracted from oncoming traffic while searching for
said intersections.
WHEREAS overhead lighting may be expensive to install and maintain in these times of'
Fiscal constraint.
WHEREAS there is a risk that drivers may turn at the wrong place, which may result in
dangerous consequences.
THEREFORE be it resolved that a letter be directed to the Minister of Transportation
outlining these concerns and requesting resolution. Included in this letter would be a
request for consideration of the following solution: that red reflection arrows he situated
at the entrance of said intersections directly opposite to the said intersection, to clearly
direct motorist onto the overpass bridge. (Explanatory diagram attached)~y-
, 1 ? r►~.~diZ
B RA N C 11:
PRF'.SIDENT:
S I V TRt-AS.: oo,
MOVED 13Y: /ICI QA Q 1
SI:C'0NDFD BY-. 47*'7,A,-- 6&~~
D A TF: - - `wt ~ _1 c~ c7 ~j -
Page 40 of 49
Agenda Item # 6c) - Pauline Chappell, Mitchell Square Branch of the Women's Inst...
Page 41 of 49
Agenda Item # 7b) - Councillor Agnew, re: correspondence received November 30, 2...
Brissette, Marie
Subject: FW: Rural Roads Public Safety Program - Initial Meeting
Original Message
From: robb(6bar"riecv61inb.com
To: Council
Sent: Monday, November 30, 2009 10:19 AM
Subject: Rural Roads Public Safety Program - Initial Meeting
Hello, you are receiving this email because you represent one of the less urban communities which surround
the City of Barrie. I am helping to set up a stakeholders group to help promote rural road safety. This program
will be delivered by the OPP Media Department. The target audience is the general public. Our goal is to
educate the public on appropriate driving practices when encountering other users of the roads such as cyclists
and equestrians. Based on indicated support, a meeting of initial stakeholders to promote rural road safety will
be held on Monday, December 14th at 1 p.m. The OPP has kindly offered the use of its boardroom at the
Barrie detachment headquarters located at 20 Rose St., Barrie (exit off Highway 400 at Bayfield Street in
Barrie). This will be a brainstorming session to begin the process of establishing programs that can be used to
educate motorists and groups such as cyclists, equestrians, farm equipment operators, and pedestrians on safe
practices when encountering one another on our roads. Several groups have already expressed interest in
participating in this process including the OPP, the Ontario Equestrian Federation, the Ontario Trails Council,
the Ontario Trail Riding Association, the Ontario Federation of Agriculture and the Barrie Cycling Club.
During the process we may identify additional stakeholder groups locally and throughout the province who
share our common vision of improved public safety on our rural roads. From our preliminary discussions you
have already suggested and pointed to other programs that we may be able to connect with to advance our
mutual interests. It would be helpful if you could bring information on these programs to the meeting. Please
advise if you are able to attend and if there are any other members of your organization that will also be in
attendance. For further information or questions please contact me. Robb Meier Barrie Cycling Club
Page 42 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
Tc~wnsh' cif
REPORT
Proud Heritage, Exciting Future
Report No. To: Committee of the Whole Prepared By:
TES2009-35 L. McNiven
Meeting Date: Subject: Motion #
December 2, 2009
Lake Simcoe Regional Airport
Roll Water System - Annual Report R.M.S. File
for the Period of November 1,
2008 to October 31, 2009
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. THAT Report No. TES2009-35, Annual Report for the Lake Simcoe Regional Airport
Water System for the period of November 1, 2008 to October 31, 2009, be received.
BACKGROUND:
Under Ontario Regulation 170/03, the owner of a water system is required to prepare an
Annual Report containing a brief description of the drinking water system, a list of
treatment chemicals used, a summary of reports made to the Ministry, a summary of
test results under O.Reg. 170/03, a description of any corrective actions taken, and a
description of any major expenses incurred during the reporting period.
Although the L.S.R.A. is not solely owned by the Township of Oro-Medonte, the
Township is listed on the water system's Certificate of Approval as the owner of the
system and as such, is required to complete the attached report.
The water system has been classified as a "Non-Municipal, Non-Residential" system.
ANALYSIS:
Attached is a copy of the Annual Report for review. There were no samples that
exceeded Provincial regulatory limits.
A copy of the Annual Report will be sent to the City of Barrie and the Lake Simcoe
Regional Airport Commission.
Transportation and Environmental Services December 2, 2009
Report No. TES2009-35 Page 1 of 2
Page 43 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
POLICIES/LEGISLATION:
Safe Drinking Water Act
Ontario Regulation 170/03
CONSULTATIONS:
Fred MacGregor- Environmental Services Foreman
David James - City of Barrie
ATTACHMENTS:
Annual Report for Lake Simcoe Regional Airport for the period of November 1, 2008 to
October 31, 2009.
CONCLUSION:
The Annual Report for the Lake Simcoe Regional Airport drinking water system is
complete and available for viewing, as required, under the Safe Drinking Water Act.
Respectfully submitted:
Jerry Ball
Director of Transportation and Environmental Services
SMT Aooroval / Comments: C.A.O. Aooroval / Comments:
Transportation and Environmental Services December 2, 2009
Report No. TES2009-35 Page 2 of 2
Page 44 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
~r ontarb Drinking-Water Systems Regulation 0. Reg. 170/03
OPTIONAL ANNUAL REPORT TEMPLATE
Drinking-Water System Number: 1260001549
Drinking-Water System Name: Lake Simcoe Regional Airport
Drinking-Water System Owner: Lake Simcoe Regional Airport
Drinking-Water System Category: Large Non Municipal Non Residential
Period being reported: November 1, 2008 to October 31, 2009
Complete if vour Cateeorv is Laree Municipal
Residential or Small Municipal Residential
Complete for all other Cateeories.
Does your Drinking-Water System serve
more than 10,000 people? Yes [ ] No [X]
Is your annual report available to the public
at no charge on a web site on the Internet?
Yes [X] No [ ]
Location where Summary Report required
under O. Reg. 170103 Schedule 22 will be
available for inspection.
Township of Oro-Medonte
Administration Building
148 Line 7 South
Oro, Ontario
Number of Designated Facilities served:
I None I
Did you provide a copy of your annual
report to all Designated Facilities you
serve?
Yes [ ] No [ ]
Number of Interested Authorities you
report to: I I
Did you provide a copy of your annual
report to all Interested Authorities you
report to for each Designated Facility?
Yes [ ] No [ ]
Note: For the following tables below, additional rows or columns may be added or an
appendix may be attached to the report
List all Drinking-Water Systems (if any), which receive all of their drinking water from
your system:
Drinking Water System Name Drinking Water System Number
NA
NA
Did you provide a copy of your annual report to all Drinking-Water System owners that
are connected to you and to whom you provide all of its drinking water?
Yes[ ]No[ ]
Drinking Water Systems Regulations
(P]BS 4435e01) February 2008
Page 1 of 5
Page 45 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
ntarlO Drinking-Water Systems Regulation 0. Reg. 170/03
Indicate how you notified system users that your annual report is available, and is free of
charge.
[X] Public access/notice via the web
[ ] Public access/notice via Government Office
[ ] Public access/notice via a newspaper
[ ] Public access/notice via Public Request
[ ] Public access/notice via a Public Library
[X] Public access/notice via other method Mail conv to Citv of Barrie and the Airoort
Commission
Describe your Drinking-Water System
Lake Simcoe Airport is a ground water source supplied by two wells. Raw water is pumped to
the pumphouse and is treated with 12 % Liquid Chlorine (Sodium Hypochlorite) and then
pumped through a contact main to the distribution system. The distribution system supplies
water to the airport terminal and several commercial lots. The contact main consists of 29 m
of 450mm and 546 m of 150mm watermain. The system includes a 25 kW natural gas
generator and PLC.
List all water treatment chemicals used over this reporting period
12% Sodium Hypochlorite (liquid chlorine)
Were any significant expenses incurred to?
[ ] Install required equipment
[ ] Repair required equipment
[ ] Replace required equipment
Please provide a brief description and a breakdown of monetary expenses incurred
No significant expenses were incurred for the water system during the reporting period.
There are water system upgrades proposed for the airport in 2010. As we will be expanding
the terminal building, adding a maintenance facility and adding 10 commercial lots we need to
increase the capacity of the water supply and treatment system.
Provide details on the notices submitted in accordance with subsection 18(1) of the Safe
Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to
Spills Action Centre
Incident Parameter Result Unit of I Corrective Action I Corrective
Date Measure Action Date
None
Drinking Water Systems Regulations Page 2 of 5
(PISS 4435e01) February 2008
Page 46 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
T ~
L'r ontarb Drinking-Water Systems Regulation O. Reg. 170/03
Microbiological testing done under the S4
during this reporting period.
Number Range of E.Coli
of Or Fecal
Samples Results
(min #)-(max
:hedule 10,11 or 12 of Regulation 170/03,
Range of Total Number Range of HPC
Coliform of HPC Results
Results Samples (min #)-(max
(min #)-(max
IRaw 154 IO IO IO
I Treated 127 10 10 10
Distribution 127 10 10 10
Operational testing done under Schedule 7, 8 or 9 of Regulation 170/03 during the
period covered by this Annual Report.
Number of
Grab
Range of Results
(min #)-(max NOTE: For continuous
Samples
monitors use 8760 as the
I Turbidity
18760/24
10.44-0.97 I number of samples.
Chlorine
18760/136
10.57-0.86
Fluoride (If the
DWS provides
fluoridation)
NOTE: Record the unit of measure if it is not milligrams per litre.
Summary of additional testing and sampling carried out in accordance with the
requirement of an approval, order or other legal instrument.
Date of legal instrument Parameter Date Sampled Result Unit of Measure
issued
I I I I ~
Summary of Inorganic parameters tested during this reporting period or the most
recent sample results
Parameter
Sample Date
I Result Value
Unit of Measure Exceedance
Antimony
I Sept. 5, 2008
10.02<MDL
ug/1
I No
Arsenic
I Sept. 5, 2008
10.7
ug/1
No
Barium
I Sept. 5, 2008
140
ug/1
No
Boron
Sept. 5, 2008
117.4
ug/1
No
Cadmium
Sept. 5, 2008
10.010
ug/1
No
Chromium
Sept. 5, 2008
10.5<MDL
I ug/1
I No
*Lead
Sept.23,2008
12.50
I ug/1
I No
Mercury
Sept. 3,2008
1 0.02<MDL
I ug/1
I No
Selenium
Sept. 5,2008
I 1<MDL
I ug/1
I No
Sodium
I Sept.
I
I ug/1
I No
Uranium
I Sept. 5,2008
0.431
ug/1
I No
Fluoride
I Dec. 1,2008
0.09
I Mg/1
I No
Drinking Water Systems Regulations
(PIBS 4435e01)February 2008
Page 3 of 5
Page 47 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
~r Ontario Drinking-Water Systems Regulation O. Reg. 170/03
Nitrite Aug.24,2009 1 0.005<MDL I Mg/1 No
Nitrate Aug.24,2009 1 0.013<MDL I mg/1 No
*only for drinking water systems testing under Schedule 15.2; this includes large municipal non-
residential systems, small municipal non-residential systems, non-municipal seasonal residential
systems, large non-municipal non-residential systems, and small non-municipal non-residential
systems
Summary of lead testing under Schedule 15.1 during this reporting period
(applicable to the following drinking water systems; large municipal residential systems, small
municipal residential systems, and non-municipal year-round residential systems)
Range of Lead
Location Type Number of Results Number of
Exceedances
Samples (min#) - (max
Plumbing
Distribution
Summary of Organic parameters sampled during this reporting period or the most
recent sample results
Parameter Sample Date Result Unit of Exceedance
Alachlor
Aldicarb
Aldrin + Dieldrin
Atrazine + N-dealkylated metobolites
Azinphos-methyl
Bendiocarb
Benzene
Benzo(a)pyrene
Bromoxynil
Carbaryl
Carbofuran
Carbon Tetrachloride
Chlordane (Total)
Chlorpyrifos
Cyanazine
Diazinon
Dicamba
1,2-Dichlorobenzene
1,4-Dichlorobenzene
Dichlorodiphenyltrichloroethane (DDT) +
metabolites
1,2-Dichloroethane
1,1-Dichloroethylene
(vinylidene chloride)
Dichloromethane
2-4 Dichlorophenol
Drinking Water Systems Regulations
(PIBS 4435e01) February 2008
Value
Measure
May 26,2006
10.11<MDL
I ug/1
I No
May 26,2006
1030<MDL
ug/l
I No
May 26,2006
0.067<MDL
ug/1
I No
May 26,2006
0.12<MDL
ug/1
I No
May 26,2006
10.21<MDL
ug/1
No
May 26,2006
0.13<MDL
ug/1
No
June 5,2006
0.37<MDL
ug/1
No
May 26,2006
0.004<MDL
I ug/1
No
May 30,2006
10.094<MDL
ug/l
No
May 26,2006
0.16<?vML
ug/l
No
May 26,2006
10.37<MDL
ug/l
No
June 5,2006
0.26<MDL
I ug/l
No
May 26,2006
10.11<MDL
I ug/1
No
May 26,2006
10.18<MDL
ug/1
I No
May 26,2006
10.18<MDL
I ug/l
I No
May 26,2006
10.08 ] <MDL
I ug/l
No
May 30,2006
10.17<MDL
I ug/l
No
June 5,2006
0.50<MDL
I ug/1
I No
June 5,2006
0.20<MDL
I ug/1
I No
May 26,2006
0.14<MDL
I ug/l
I No
June 5,2006 0.43<MDL
I ug/1
I No
June 5,2006 0.41<MDL
ug/1
I
No
June 5,2006 10.32<MDL
I ug/1
I No
May 26,2006 10.15<MDL
ug/1
I No
Page 4 of 5
Page 48 of 49
Agenda Item # 9a) - Report No. TES 2009-35, Jerry Ball, Director of Transportati...
ntarb Drinking-Water Systems Regulation O. Reg. 170/03
2,4-Dichlorophenoxy acetic acid (2,4-D)
May 26,2006
0.19<MDL
I Ug/l
No
Diclofop-methyl
May 30,2006
10.13<MDL
Ug/l
No
Dimethoate
I May 26,2006
0.12<MDL
ug/1
I No
Dinoseb
May 30,2006
0.084<MDL
I Ug/l
I No
Diquat
June 1,2006
1 <MDL
I Ug/l
No
Diuron
I May 26,2006
0.087<MDL
ug/l
No
Glyphosate
I June 1,2006
6<MDL
ug/1
I No
Heptachlor + Heptachlor Epoxide
I May 26,2006
0. 11 <MDL
I Ug/l
I No
Lindane (Total)
I May 26,2006
0.056<MDL
I ug/1
I No
Malathion
I May 26,2006
10.091<MDL
I ug/1
I No
Methoxychlor
I May 26,2006
10.14<MDL
I ug/1
I No
Metolachlor
I May 26,2006
10.092<MDL
I ug/1
No
Metribuzin
I May 26,2006
10.12<MDL
I ug/1
No
Monochlorobenzene
I June 5,2006
10.58<MDL
I ug/1
I No
Paraquat
June 1, 2006
I 1 <MDL
I ug/1
I No
Parathion
May 26,2006
0.18<MDL
ug/1
I No
Pentachlorophenol
May 26,2006
10.15<MDL
ug/1
No
Phorate
May 26,2006
10.11<MDL
I ug/1
No
Picloram
I May 30,2006
10.20<MDL
I ug/1
No
Polychlorinated Biphenyls(PCB)
I May 26,2006
10.04<MDL
pg/1
No
Prometryne
I May 26,2006
10.23<MDL
ug/1
No
Simazine
May 26,2006
10.15<MDL
i ug/1
I No
THM
May 26,2006
7.2
ug/1
No
(NOTE: show latest annual average)
Temephos
I May 26,2006
0.31<MDL
ug/1
I No
Terbufos
May 26,2006
10.12<MDL
I ug/1
I No
Tetrachloroethylene
June 5, 2006
0.45<MDL
I ug/1
I No
2,3,4,6-Tetrachlorophenol
May 26,2006
0.14<MDL
ug/1
No
Triallate
May 26,2006
10.12<MDL
ug/1
No
Trichloroethylene
June 5, 2006
10.38<MDL
I ug/1
I No
2,4,6-Trichlorophenol
May 26,2006
0.25<MDL
I Ug/l
I No
2,4,5-Trichlorophenoxy acetic acid (2,4,5-T) I May 30,2006
0.14<MDL
I Ug/l
I No
Trifluralin
I May 26,2006
10.12<MDL
I ug/l
I No
Vinyl Chloride
I June 5, 2006
10.14<MDL
I ug/1
I No
List any Inorganic or Organic parameter(s) that exceeded half the standard prescribed
in Schedule 2 of Ontario Drinking Water Quality Standards.
Parameter I Result Value I Unit of Measure Date of Sample I
None
I I I I
Drinking Water Systems Regulations Page 5 of 5
(PlBS 4435e01) February 2008
Page 49 of 49