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09 18 2009 COW AgendaTownship of 4 Proud Heritage, Exciting Future 1. NOTICE OF ADDITIONS a) Motion for additions. 2. ADOPTION OF AGENDA a) Motion to adopt agenda. TOWNSHIP OF ORO- MEDONTE COMMITTEE OF THE WHOLE MEETING AGENDA COUNCIL CHAMBERS Wednesday, November 18, 2009 9:00 a.m. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: "IN ACCORDANCE WITH THE ACT" 4. DEPUTATIONS: None. 5. CONSENT AGENDA: a) AMO Member Communication FYI No.: 09 -017, dated November 6, 2009, re: Presumptive Legislation for Volunteer and Part -time Firefighters. Staff recommendation: Receipt. b) Brad Truelove, Volunteer Campaign Cabinet Leader, United Way of Greater Simcoe County, re: Request to Proclaim November 26, 2009 United Way Day. Staff recommendation: Receive, Proclaim and Post on Website. c) Springwater Library Board Meeting minutes of meeting held on September 15, 2009. Staff recommendation: Receipt. d) Stephanie Maye, correspondence dated November 12, 2009, re: Horseshoe Valley Paintball, 3193 Line 7 North. Staff recommendation: Receipt. 6. COMMUNICATIONS: a) Minutes of the Oro Medonte History Association meeting held on October 29, 2009 b) Terry Horner, CAO /Clerk, Township of Mulmur, correspondence dated November 4, 2009, re: Role and Responsibilities of Conservation Authorities. c) Eveline (Lyn) Hird, correspondence dated November 9, 2009, re: Cancelation of Contract with OSPCA. 7. REPORTS OF MEMBERS OF COUNCIL: Page 1 of 88 Page 19 20 21 -38 39 -40 41 -51 52 -65 66 -88 Committee of the Whole agenda for the meeting of November 18, 2009. 7. REPORTS OF MEMBERS OF COUNCIL: a) Councillor Coutanche, correspondence dated November 10, 2009 from Ursula and David Conway, re: Elmvale Library. b) Councillor Coutanche, re: Appointment of Council Members to Advisory Bodies. c) Councillor Allison, re: Committee of Adjustment Agenda of November 19, 2009. [Addenda] 8. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: a) Report No. FI 2009 -18, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: By -law No. 2004 -112 being a by -law to establish Purchasing and Tendering Procedures. b) Report No. FI 2009 -19, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Statement of Accounts October 31, 2009. c) Report No. CAO 2009 -14, Robin Dunn, Chief Administrative Officer, re: Proposed 2010 Budget Overview [to be distributed at the meeting]. d) Robin Dunn, Chief Administrative Officer, re: Georgian Valley Project Update. [Addenda] 9. TRANSPORTATION AND ENVIRONMENTAL SERVICES: None. 10. DEVELOPMENT SERVICES: None. 11. EMERGENCY SERVICES: None. 12. RECREATION AND COMMUNITY SERVICES: a) Shawn Binns, Director of Recreation and Community Services and Robert Lockhart, RE -THINK Group, re: Strategic Facility Plan. 13. IN- CAMERA: a) Robin Dunn, Chief Administrative Officer, re: Personal Matter (Media Coverage). b) Motion to Go In- Camera c) Motion to Rise and Report d) Doug Irwin, Director of Corporate Services /Clerk, re: Property Matter (Markov and Heatherington, Plan 606 and 798). Page 2 of 88 Page Committee of the Whole agenda for the meeting of November 18, 2009. 13. IN- CAMERA: e) Doug Irwin, Director of Corporate Services /Clerk, re: Property Matter (Warminster Community Hall). [Addenda] 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 15. ANNOUNCEMENTS 16. ADJOURNMENT a) Motion to adjourn. Page 3 of 88 5a) AMO Member Communication FYI No.: 09... A. 0 As ialion of Municipalilies of Ontario MEMBER COMMUNICATION FYI N 09 -017 To the attention of the Clerk and Council November 6, 2009 Issue: Background: Action: For information 1 -1 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Tel.: (416) 971 -9856 I Fax: (416) 971 -6191 E -mail: amo@amo.on.ca FOR MORE INFORMATION CONTACT: Darcy Higgins, Policy Advisor (416) 971 -9856 ext 315 Presumptive Legislation for Volunteer and Part -time Firefighters On November 5, 2009, the Provincial government announced that it is moving to pass a regulation that will extend presumptive provisions to volunteer and part -time firefighters and fire investigators for specific health conditions attributed to firefighting. Currently, these presumptions apply only to full -time firefighters in Ontario. On May 3, 2007, the Workplace Safety and Insurance Act was changed to provide full -time municipal fire service employees compensation for certain cancers types of cancer or heart damage suffered within 24 hours of responding to an emergency that is presumed to be the result of his or her employment in the municipal fire service. The government will now add a regulation that will extend this compensation to all firefighters and fire investigators. More than 150 municipalities submitted resolutions endorsing the extension of the legislation's presumptive provisions to volunteer and part -time firefighters. AMO supported the extension of compensation to volunteer and part -time firefighters as a matter of equity. Ontario has about 11,000 full -time firefighters, 19,000 volunteer firefighters and 220 part -time firefighters. Forty -six fire investigators from the Office of the Ontario Fire Marshal are on active duty. This information is available in the Policy Issues section of the AMO website at www. amo.on. ca. Association of Municipalities of Ontario Page 4 of 88 5c) Brad Truelove, Volunteer Campaign Ca... November 6, 2009 Mayor Harry Hughes Township of Oro Medonte P.O. Box 100, 148 Line 7 South Oro, ON L0L 2X0 Dear Mayor Hughes, Inspire Build Change 50 years strong! United Way of Greater Simcoe County RE: United Wav Dav November 26, 2009 The United Way of Greater Simcoe County has been helping to make our community stronger for the past 50 years. The recent financial turmoil has dramatically increased the demand for the services our member agencies provide to those in need, so it is imperative that we reach out to the leaders in our community to ensure our 2009/2010 campaign is a success. United Way Day is a new awareness and fundraising initiative this year. We will be inviting the Simcoe County community to participate in fundraising activities on Thursday, November 26, 2009 on behalf of the United Way of Greater Simcoe County. While the fund raising activities will vary based upon the creativity of the participants, we will be encouraging the business community to implement a point -of -sale program to request a donation from their customers on United Way Day. To help promote this event and make United Way Day a success, we respectfully request that you officially proclaim November 26, 2009 as United Way Day. By designating this specific day as United Way Day, we hope to develop more awareness of the work that the United Way and its member agencies do in our community and gather a greater amount of community support to assist the United Way achieve its 2009/2010 campaign goal. As noted in the enclosed brochure, the United Way of Greater Simcoe County supports 19 agencies providing 45 programs, along with 14 New Initiative Programs across Greater Simcoe County. 100% of the funds raised by United Way's Community Fund support these local programs. Adequate funding is critical in ensuring that these agencies are able to tackle our region's toughest issues including mental health, domestic violence and abuse, and affordable housing and homelessness. Our mission statement at United Way is to improve lives and build community by engaging individuals and mobilizing collective action. Collectively, we can all come together and inspire, build, and change our community! Everyone can help make a difference today by supporting the United Way! We look forward to your support by proclaiming November 26, 2009 as United Way Day. Please do not hesitate to contact the undersigned if you have any questions or require any additional information. Brad Truelove Volunteer Campaign Cabinet Leader— General Business Division (705) 791 -1973 136 Bayfield St., Suite 100, Barrie, Ontario L4M 3B1 tel 705.726.2301 fax 705.726.4897 unitedwaysimcoecounty.on.ca Adjala Tosorontio Barrie Bradford Essa Innisfil New Tecumseth Midland Orillia Oro Medonte Penetanguishene Ramara Severn Springwater Tay Tiny Page 5 of 88 5b) Springwater Library Board Meeting mi... Springwater Library Board Meeting September 15, 2009 Elmvale Branch 7pm Attendance: Reet Skelton Dave Snedden Katy Austin Margaret Campbell Rosemary Johnston Claude Richardson Linda Collins, Council representative Reg Cowan, Council representative 1. Call to order: 3. Approval of the minutes: 4. Matters arising from the minutes: Also present: Lynn Patkau, Chief Librarian Regrets: Muriel Van Vugt, Donna Kenwell Moved by: Dave Snedden Seconded by: Katy Austin 09 -30 That the meeting of the Springwater Township Public Library Board come to order at 7:00 p.m. Carried 2. Presentation by Midland Area Reading Council: Gary McPhail explained the history of his organization and how it works in the area from Elmvale to Port Severn to Christian Island and Coldwater. Volunteers offer individual tutoring, often in local libraries. On average, MARC works with about 110 clients in a given year. Moved by: Linda Collins Seconded by: Marg Campbell 09 -31 That the minutes of the Springwater Township Public Library Board meeting held on August 11, 2009 be approved as amended. Carried The total amount spent from the John Brown bequest is $9402.07 Job descriptions are not ready The tree cutting /removal in Midhurst needs to be tidied up. Township will handle this. Reminder to submit comments to the presenter by Sept. 20 for the Sept. 27 -28 workshop A flu clinic has been scheduled at the Elmvale Branch on Sat. Nov. 21 from 12 to 5pm. Page 6 of 88 5b) Springwater Library Board Meeting mi... 5. Librarian's report: Minutes approved October 13, 2009 a. Regular report was reviewed. b. Bequest update Lynn met with the executrix of the estate to review the proposal. After further consideration, she felt that our proposal to house archival material would best be met through the use of the Simcoe County Archives, who have the proper space and trained staff. She was enthusiastic about a proposal to renovate part of the Elmvale basement so that we could expand programming to children and the community 6. Correspondence: a. Township of Oro Medonte RE: contract for library services We have received a letter informing us of the decision to discontinue the library service agreement as of the end of 2009. A letter was included to be sent to patrons registered from Oro Medonte. However, the board felt that this was the responsibility of the Township of Oro Medonte, not Springwater. Lynn will respond to this matter. 7. Accounts Finance a. Invoices With the new financial system at the Township, Council cheque register printouts are no longer being produced. Monthly to -date statements are available. b. Budget for 2010 Concern was expressed about the lack of opportunity for the board to provide input into next year's budget. The final budget submission for 2010 is due by September 24 so that Council is able to review and pass the budget at the beginning of December. Lynn will discuss this with Laurie Kennard, Director of Finances 8. Next meeting: October 13 in Midhurst at 7pm. Ruth Byers, from Friends of the Library, will make a presentation. Lynn will provide refreshments. Katy will bring Elmvale spring water. 9. Adjournment: Moved by: Claude Richardson 09 -32 That the meeting of the Springwater Township Public Library Board adjourn at 9:00 p.m. Carried Board Chair Page 7 of 88 5d) Stephanie Maye, correspondence dated... From: Stephanie Maye, Realtor To: Hughes. Harry Hough. Ralph Coutanche. Mel Sent: Thursday, November 12, 2009 7:27 AM Subject: Horseshoe Valley Paintball November 12th. 2009 To: 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 today, 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 Thankyou for your consideration. Stephanie Maye, Sales Representative Page 8 of 88 6a) Minutes of the Oro Medonte History A... October 29, 2009 Minutes Oro Medonte History Association Attendance: Allan Howard, Chair; Geoffrey Booth, Vice chair; Margaret Prewer, Jadeen Henderson Arrived late: Bruce Wiggins Minutes of September 23, 2009 moved by Geoff and seconded by Jadeen they be accepted as circulated. Old Business 1. Update regarding the Rail Trail group email received by Sheila from Joanna McEwan with an update. 2. Carley Hall will be deferred to November meeting 3. Banners: suggest African Church, St. Georges, St. Thomas, Knox, WWII bunkers, local fair, old tractors, one room school, Township logo, History Association logo. Watermark background suggested. Themes could also be Heritage Days/Fair /African Church/General history/Pioneer history /rail. Geoff will email Shawn for more specifics and all agreed to send to graphic artist as suggested by Shawn Binns previously. 4. Rogers doing a documentary on the 160 Anniversary of the African Church and we should get a copy. 5. Rita Whiston has donated back the $150 to the History Association that she charged for the original painting that was auctioned at the Anniversary service. The OMHA has framed a print of the picture to give to Helen Wilson of Collingwood who bought the original painting at auction. New Business 1. Bell from St. George's Fairvalley was stolen this past week. Allan will send a picture to antique dealers through Jadeen. Also suggest putting an article in the North Simcoe News. Page 9 of 88 6a) Minutes of the Oro Medonte History A... 2. Guthrie and Clowes Institutes requesting a speaker on the African Church for February. 3. Apparently the Simcoe County Museum has some used portables that are available. Request staff to pursue ASAP to try and get 2 -3 fro the History Association use. 4. Need a copy of the final budget numbers from the 160 Anniversary from Shawn Binns. A reminder that the monies given in the church service are not to be included in excess monies as far as the Dett Chorale contract but kept exclusively for the African Church. Correspondence Thank you email from Samah for the 160 Anniversary. Email from Mayor Hughes requesting a list of people to thank for the 160 already replied given by Allan. Email from Janie Wilson- Cooper thanking us for involving her and thought it was a wonderful event. Email from Sheila regarding the donation of the African doll being a reproduction approximately 9 years old. Email requesting information on the Cook family that Allan responded to. Next meeting is November 26, 2009 at 6pm at the Northway Restaurant. Christmas Party is December 4 at 6:30pm at Shutters Restaurant in Barrie —Allan will book. Meeting adjourned at 8:30pm. Respectfully recorded by Sheila Kirkland, secretary Page 10 of 88 6b) Terry Horner, CAO /Clerk, Township of... CORPORATION OF THE toz,rAsrzip of rnv un 758070 2nd Line E., Terra Nova R.R.2, Lisle, Ontario LOM iM0 TELEPHONE: 705 -466 -3341 FAX 705 -466 -2922 November 4, 2009 Hon. Donna Cansfield Minister of Natural Resources Suite 6630 6 Floor 99 Wellesley Street W. TORONTO, ON M7A 1 W3 Dear Minister Cansfield: Subject: Role and Responsibilities of Conservation Authorities Recently, the Township of Essa in Simcoe County, a fellow member municipality of the Nottawasaga Valley Conservation Authority (NVCA), circulated a resolution to us calling for an operation audit of the NVCA. At a meeting of Council on November 3, 2009, the Township of Mulmur supported the Township of Essa resolution. We have, for several years, also been pushing for more accountability and a general streamlining of the role and responsibilities of the NVCA, primarily to reduce duplication and costs. You may recall that representatives from Mulmur Township, inctuding Sue Snider, our Deputy- Mayor, have spoken with you about this very issue. Previously, we had met with the Hon. David Ramsay, your predecessor, about this issue at the 2007 AMO conference. A copy of an outline of our presentation to Minister Ramsey is attached. He indicated to us that he too had felt that the conservation authorities had, on occasion, "overstepped their bounds and that an internal review was already being carried out at that time, and that the findings would soon be made available. However, to date, no such report has ever been released or received. Page 11 of 88 6b) Terry Horner, CAO /Clerk, Township of... It seems to us that, if information useful to this initiative is already available, or is soon to be made available, a great deal of time and effort can be saved, and additional costs avoided. Can you please advise the Township of Mulmur of the status of this initiative and provide us with a copy of any and all information that is available pertaining to this matter. If there is a different protocol or process that must be followed in order to obtain the information, such as a Freedom of Inforrnation request, please advise us of what we need to do to obtain this information. We look forward to your response. Yours very truly, C.C. Terry Horner, A.M.C.T. CAO /Clerk Township of Mulmur Township of Essa Nottawasaga Valley Conservation Authority Member Municipalities of the NVCA Sylvia Jones, MPP David Tilson, MP ATTACHMENT Page 12 of 88 6b) Terry Horner, CAO /Clerk, Township of... CORPORATION OF THE TOWNSHIP OF ESSA MOVED BY: i DATE: October 7.2009 SECONDED BY: Werti or RESOLUTION NO: C2tZ THAT the Council of the Township of Essa has identified the need for an independent review of the NVCA regarding how they collect and charge for permit fees, levy fees and the duplication of planning for residents, businesses and the municipalities in the NVCA catchment area; NOW THEREFORE .13E IT RESOLVED THAT the Council of the Township of Essa requests municipalities in the NVCA watershed to support an immediate review by an independent third party who will be asked to develop an action plan on matters' such as but not limited to, the duplication and required level of planning in the NVCA catchment area; halting collection ofpermit fees by the NVCA, but instead with municipalities collecting reasonable fees to meet the objectives set out in the Conservation Act, and passing along appropriate fees to the NVCA Jr o services performed, streamlining of services and a strategy for reduction of levy fees; and further THAT Essa Council looks forward to working with the NVCA in order to provide a better service to all residents of the area. It is requested that a copy of this resolution be sent to all NVCA member municipalities for consideration and support. Mayor:�,w Page 13 of 88 6b) Terry Horner, CAO /Clerk, Township of... February 26, 2007 CHECK AGAINST DELIVERY Presentation to the Hon. David Ramsey Minister of Natural Resources Subject: Concerns of the Township of Mulmur over Conservation Authority Regulations, Policy Interpretation and Fees /Levies Introduction The Township of Mulmur, a small rural member municipality of the Nottawasaga Valley Conservation Authority, has serious concerns with what is happening with our Authority. Our concerns are shared by many other member municipalities of the NVCA, as evident in the copies of correspondence we are providing today. The NVCA itself has apparently also now recognized that there are problems, and has initiated its own effort to address some of the same concerns that we have, as is evident in their February 16, 2007, a copy of which we are also providing. The Bottom Line We have "hit the wall" with respect to: The seemingly ever increasing and diversifying role of the NVCA; The extent to which excessive regulations and controls are being imposed, and; what we, as a municipality, and our ratepayers should be expected to pay for. Page 14 of 88 6b) Terry Horner, CAO /Clerk, Township of... Generic Regulations Mulmur Township has serious concerns about the accuracy of recently released mapping of regulated areas. We question the necessity of applying regulations to many areas of the Township, such as, for example, municipal road ditches and low areas through cultivated fields. We have serious concerns with what we see as the overzealousness of the NVCA in pursuing a strict and inflexible interpretation of policies and regulations, often against even the smallest and seemingly most harmless undertakings. This became a hot issue in the last municipal election. Landowners were and remain largely unaware of the mapping and the implications of what is being done, until they require NVCA approvals. We feel that the NVCA's job is to ensure that the impacts of development and site alterations are minimal and acceptable, and that things get done right. Anything else is unnecessary, and unnecessarily onerous and expensive. Provincial Policy Interpretation We have also had a number of planning applications which have resulted in an objection from the NVCA, based on a narrow "interpretation" of Provincial Policy. The NVCA's position is that the "must be consistent with" Provincial Policy requirement constitutes, as an example, a virtual prohibition of any and all development and site alterations in flood plains. All watercourses, whether they are seasonally wet drainage channels, or the Nottawasaga River, seem to be regarded as the same under this "interpretation Page 15 of 88 6b) Terry Horner, CAO /Clerk, Township of... Although they seem reluctantly willing to consider applications under their regulations for such things as watercourse crossings on existing lots, they feel that they are not allowed to permit them in any situation where the proposal involves an application under the Planning Act (and conformity with the PPS), such as an application for a severance or re-zoning. When challenged, the NVCA advised that Provincial Policy ties their hands. They have, in fact, suggested that we take the matter up with you and your colleague, Minister Gerretson. Since both your Ministry and the Conservation Authorities are key delivery agencies, will you please investigate, in concert with Minister Gerretson, whether the Province actually intended that Provincial Policies and Conservation Authority regulations were to be applied in such a rigorous and inflexible manner? Municipal Levies and Fees Our greatest concern is that this all costs a great deal of money. As a result; the fees charged by the NVCA for approvals are too often arbitrary, excessive and unjustified. the NVCA's planning budget has increased five fold in seven years. These are all costs which ultimately must be borne by our ratepayers, homeowners, consumers, farmers, businesses, etc. We feel that these ever increasing costs, which are the result of an ever expanding role and mandate of the NVCA are, in turn, the consequence of the downloading of responsibilities from the Province without a corres ondin ade uate contribution of Provincial fundin su sort. 0 Council feels that the burden of cost cannot be expected to continue to be borne by the local municipalities and their ratepayers. Page 16 of 88 6b) Terry Horner, CAO /Clerk, Township of... Will you therefore please conduct a review of: what the CAs are doing and why; where duplication and waste can be eliminated; why it all has to cost so much money; how it can be more equitably funded, and how the Province intends to provide its fair share. Respectfully submitted for your consideration and a response. Thank. you! Gordon Montgomery, Mayor Township of Mulmur Page 17 of 88 6c) Eveline (Lyn) Hird, correspondence d... Sent: Monday, November 09, 2009 11:18 AM To: .Council Subject: Cancellation of Contract with OSPCA I totally disagree with this proposal. It is a step back in time to the infamous days of "dog catching" and all that it implies. Please renew this contract with the OSPCA. I have used their services on numerous occasions and have no complaints. I would like to think that if my pets were lost etc. that they were going somewhere that I find trustworthy and capable of looking after them properly. Survey Response: Contact MIS Council Response GUID: 2584886f -bdab- 4713- 9d6d- 283c9ac056aa Started: 11/9/2009 11:14:25 AM Completed: 11/9/2009 11:18:11 AM Page 1 1) Your Name Eveline (Lyn) Hird Page 18 of 88 7a) Councillor Coutanche, correspondence... To: Coutanche, Mel Sent: Tuesday, November 10, 2009 6:44 AM Subject: elmvale library my family has lived at 42 cathedral pines in horseshoe valley for over 30 years and we have enjoyed the services offered by the elmvale library for most of that period. my wife and i would like to register with you and township council how very dispointed we are that the township has decided to delete this fine facility from its roster of supported libraries. sincerely ursula and david conway Page 19 of 88 7b) Councillor Coutanche, re: Appointmen... Subiect: Mel Coutanche resigns from the NVCA Board To: The NCVA Board of Directors After much deliberation and soul- searching, I must remove myself as a member of the NVCA Board of Directors. In early 2009, when I was appointed as one of the two NVCA Board Members representing the Township of Oro Medonte, I hoped that I could help bring a reasonable and rational approach to continuing the valued relationship between the Township of Oro Medonte and the NVCA especially in the area of Service Delivery from the Supplier to the Customer. Also, I hoped that my previous professional and personal experience and many past successes with facilitating partnerships and cooperation would be an asset. (See list below). Unfortunately, I have not been effective and I know that it is the best interest of the Township of Oro Medonte; I must resign and be replaced. Thank you for the valuable experience in 2009. Yours sincerely, Mel Coutanche Some previous successful experiences Facilitating partnerships between 3 Counties and one City for appropriate industrial development (www.industrialheartland.com) Served on Alberta Emerald Awards Judging Panel for three years. The Province of Alberta recognized winners /achievers in 10 Categories. Working Group Team Leader for the Alberta Roundtable for Environment and Economy (ARTEE) developed INDICATORS FOR SUSTAINABLE DEVELOPMENT Led Customer Satisfaction and Quality Education Systems workshops. Public representative on municipal Environmental Protection and Economic Development Tourism Advisory Committees Copy: Walter Benotto NVCA Chair Robin Dunn CAO, Oro Medonte Ralph Hough Deputy Mayor, Oro Medonte NVCA Board member Harry Hughes Mayor, Oro Medonte Andria Leigh Director, Development Services, Oro Medonte Wayne Wilson CAO, NVCA Page 20 of 88 Report No. FI2009 -18 To: Committee of the Whole Prepared By: Paul Gravelle Meeting Date: November 18, 2009 Subject: By -law No. 2004 -112 being a by -law to establish Purchasing and Tendering Procedures Motion Roll R.M.S. File 8a) Report No. Fl 2009 -18, Paul Gravelle... REPORT It is recommended that: Proud Heritage, Excitin Future RECOMMENDATION(S): Requires Action X For Information Only 1. Report FI2009 -18 be received and adopted. 2. That By -law 2004 -112 be deemed to have been reviewed as required in S.18 therein. 3. That By -law 2004 -112 remain in force without amendment. BACKGROUND: By -law 2004 -112 (copy attached), which established Purchasing and Tendering procedures for the municipality was passed in November, 2004. S. 18 of the by -law stipulates that a review of the by -law shall be conducted on a periodic basis but not longer than five years following its adoption by Council. The review shall determine how effective this By -law has been in achieving the goals and objectives set out in S.2 thereof. Accordingly, the by -law has been reviewed and consideration given to possible amendments thereto that may enhance the ability of the municipality to achieve the goals and objectives set forth. ANALYSIS: It is the opinion of Staff that the by -law in its present state has resulted in the goals and objectives being achieved. FINANCE Report No. F12009 -18 November 18, 2009 Page 1 of 2 Page 21 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... While no changes to the by -law are being recommended, it must be emphasized that the use of S.7, which is referred to as the "notwithstanding clause requires the reasons for its use to be clearly articulated in a report for approval of Council. I FINANCIAL: None I POLICIES /LEGISLATION: Municipal Act CONSULTATIONS: SMT ATTACHMENTS: By -law 2004 -112 CONCLUSION: By -law 2004 -112 should remain in force without amendment Respectfully submitted: Paul Gravelle Director of Finance/Treasurer Report No. F12009 -18 SMT Approval Comments: C.A.O. Approval Comments: FINANCE November 18, 2009 Page 2of2 Page 22 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2004 -112 Being a By -law to establish Purchasing and Tendering Procedures for The Corporation of the Township of Oro Medonte WHEREAS Section 271(1) of the Municipal Act, 2001, S.O. 2001, C.25, as amended, stipulates that a municipality shall adopt policies with respect to its procurement of goods and services; AND WHEREAS By -law No. 2001 -118 establishing Purchasing and Tendering Procedures for The Corporation of Oro Medonte was passed on the 21 day of November 2001; AND WHEREAS it is deemed necessary to revise the existing by -law in order to conform to the requirements of Section 271 of the Municipal Act, 2001; NOW THEREFORE the Council for The Corporation of the Township of Oro Medonte enacts as follows: 1. Definitions and Interpretations For the purpose of this By -law the following terms have the following meanings: a) "Bidder" is the person who responds to requests for Proposals, Quotations or Tenders. b) "Contract" means any formal legal agreement for supplies, goods, services, equipment or construction. c) "Committee" means any Committee appointed by the Council of The Corporation of the Township of Oro Medonte. d) "Co- operative Purchasing" means co- ordination of Township purchases with purchases from other not for profit organizations such as municipalities, school boards, hospitals, etc. e) "Council" means the Municipal Council of The Corporation of the Township of Oro Medonte. f) "Electronic Advertising" means the use of a computer based system directly accessible by suppliers irrespective of their location that provides suppliers with information related to Request for Proposals, Quotations and Tenders. g) "Emergency" means an event which occurs which requires immediate repair or replacement of equipment, services, or facilities in order to maintain a required public service or to prevent danger to life, limb or property. h) "In House Bidding" is a process whereby Township staff compete with external entities for the opportunity to provide goods and services. i) "Professional or Consulting Services" includes architects, engineers, surveyors, planners, auditors, management consultants, legal representation and any other consulting and professional services provided to The Corporation of the Township of Oro Medonte. j) "Proposal" means an offer to provide goods or services for which the requirements have not been definitely specified. k) "Quotation" means an offer to provide stipulated goods or services. Page 1 of 16 Page 23 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... 1) "Sole source" means there is only one known source of supply of particular goods and services. m) "Tender" means a formal offer to provide specified goods or services, in response to an advertised request therefore. n) "Township" means The Corporation of the Township of Oro Medonte. o) "Verbal Quotation" means receiving pricing via telephone, fax, electronic mail or in person. p) In this By -law, unless the context requires otherwise, words in the singular shall include the plural and words in the masculine gender, shall include the feminine. 2. Purposes, Goals and Objectives The purposes, goals and objectives of this By -law and of each of the methods of procurement authorized are: a) To encourage the most open, competitive bidding process practicable for the acquisition and disposal of goods and/or services, and the objective and equitable treatment of all vendors. b) To procure by purchase, rental or lease the required quality and quantity of goods and/or services in an efficient, timely and cost effective manner. c) To maximize savings for taxpayers. d) To ensure openness, accountability and transparency while protecting the financial best interests of the Township. e) To procure goods and /or services with due regard to the preservation of the natural environment. 3. General Policies a) No employee, elected official or Committee member of the Township shall purchase goods and/or services, request quotes, proposals or tenders, or enter into contracts and agreements on behalf of the Township except in accordance with the provisions of this By -law unless authorized to proceed otherwise by Council resolution. b) The inclusion of any item in a Department's operating budget or capital budget shall confer to the Department Head the authority to incur such expenditures. c) Notwithstanding the inclusion of any item in a Committee's operating budget or capital budget, authorization from the C.A.O. is required prior to the incurrence of such expenditure. d) No employee, elected official or Committee member of the Township is authorized to purchase any goods and /or services or award contracts for capital projects not included in the capital budget without prior approval of Council. e) Where a Department Head wishes to incur an expenditure not originally included in the capital budget, a report shall be submitted to Council in order to obtain approval for such expenditure. The report shall contain sufficient information to enable Council to judge the propriety of the proposed expenditure and identify the source of the financing thereof. Page 2 of 16 Page 24 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... f) Prior to Council adopting the operating budget and capital budget, no employee, elected official or Committee member of the Township is authorized to purchase any goods and/or services other than those goods and/or services required on a recurring basis for the day to day operations of the Township, without the prior approval of Council. g) j) No expenditure shall be authorized or permitted whereby a debt is incurred requiring authorization by By -law until the said By -law is passed by Council and all statutory authorization is received. h) No contract or purchase shall be divided to avoid the provisions of this By -law. i) Any employee who intentionally and knowingly acquires or disposes of any goods and/or services for the Township in contravention of any section of this By- law shall be subject to disciplinary actions in accordance with Township policy. Any employee involved with the procurement of goods and/or services that has any pecuniary interest, direct or indirect, shall immediately disclose the interest to their Department Head or Chief Administration Officer and shall not take part in the determination of the successful bidder or attempt in any way to influence the said determination. k) The Province of Ontario's Discriminatory Business Practices Act, R.S.O. 1990, as amended has been established to prevent discrimination in Ontario on the ground of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical location of persons employed or engaging in business. Therefore, granting preference to local suppliers to supply goods and /or services to the Township cannot be undertaken. 4. Emergency Purchasing Notwithstanding the provision of this By -law, the said provisions shall be disregarded for goods and /or services that may be required in the event of an emergency situation. Goods and /or services shall be acquired by the most expedient and economical means. The Department Head shall obtain the approval of the C.A.O. when occurring expenditures in an emergency situation. Any purchase of goods and/or services incurred in the event of an emergency shall be reported to Council at its next meeting. 5. Co- Operative Purchasing The Township of Oro Medonte may participate with other not for profit organizations such as municipalities, school boards, hospitals, etc. in co- operative purchasing where it is in the best interests of the Township of Oro Medonte to do so and where the purposes, goals and objectives of this By -law are complied with by such organizations. Page 3 of 16 Page 25 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... 6. In -House Bidding It is the Township's policy to evaluate staff's ability to deliver services in an efficient and effective manner prior to considering a public procurement process. Thus, during a public procurement process, in -house bids will not be considered. 7. Exceptions Notwithstanding the provisions of this By -law, where a Department Head deems it necessary or in the best interests of the Township to acquire goods or services from a particular source, the Department Head shall submit a report for approval of Council to acquire the goods or services from that particular source. Situations where such action may be required are but not limited to the following: i. the good or service is available from a sole source ii. extension of an existing contract would prove more cost efficient or beneficial iii. when the required item is in short supply due to market conditions iv. when it is necessary to ensure compatibility with existing products or to avoid violating warranty /guarantee requirements when service is provided v. the sources of supply are restricted to the extent that there is not effective price competition. 8. Expenditures up to $5,000 For expenditures up to $5,000, Department Heads may acquire the goods and/or services (excluding professional or consulting services) without quotations being requested. Verbal or written quotations may be requested at the discretion of the Department Head. 9. Expenditures of $5,000 to $15,000 Verbal quotations shall be requested for goods and /or services (excluding professional or consulting services) estimated to be in an amount of $5,000 to $15,000. If deemed expedient, the Department Head may request written quotations. If the requirements of the goods and/or service cannot be definitely specified, proposals should be requested. 10. Expenditures of $15,000 to $35,000 Written quotations or tenders shall be requested for goods and /or services (excluding professional or consulting services) estimated to be in an amount of $15,000 to $35,000. Ministry regulations should be adhered to when determining whether to request written quotations or tenders. If the requirements of the goods and/or services cannot be definitely specified, proposals should be requested. 11. Expenditures Over $35,000 Tenders shall be requested for goods and/or services (excluding professional or consulting services) estimated to be in an amount in excess of $35,000. If the requirements of the goods and/or services cannot be definitely specified, proposals should be requested. Page 4 of 16 Page 26 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... 12. Professional and Consulting Services a) For professional or consulting services being provided to the Township on a continuing basis, proposals shall be requested from time to time at the discretion of Council. For a specific project for which professional or consulting services are required and are not provided in accordance with a contract or agreement in effect at the time, proposals shall be requested. 13. Procedures for Requesting Verbal Quotations a) The goal of this procurement process is to obtain competitive pricing in an expeditious and cost effective manner through phone, fax, e-mail, other similar communication methods, vendor advertisements or vendor catalogues. b) Department Heads shall document and retain on file details of the quotes received including the name of the supplier and the quoted amount. 14. Procedures for Requesting Written Quotations a) The goal of this procurement process is the same as for Requesting Tenders, except that bid solicitation is done primarily on an invitational basis from a pre- determined bidders list. b) Requesting Quotations i. Written quotations shall be requested from a minimum of three suppliers, whenever possible. ii. The supplier shall be provided with all the information required in order to submit a quotation. iii. The document requesting quotations shall include the following statement, "The lowest or any quotation not necessarily accepted iv. If as a result of queries from prospective bidders, the document requesting the quotation needs to be revised, each prospective bidder shall be notified of the revisions by telephone and subsequently facsimile or mail. Ifa quotation has already been submitted, the bidder may in writing request that the quotation be withdrawn. The quotation will then be returned unopened to the bidder by hand or registered mail. c) Quotation Closing Time i. All requests for quotations shall include a day and time by which the quotations must be submitted to the Department Head. ii. All firms requested to submit a quotation shall be allowed at least five working days before the deadline for submitting their quotation. d) Receipt of Quotations i. Quotations received must be submitted in a sealed envelope. Page 5 of 16 Page 27 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... ii. The following information shall appear on the outside of the envelope: the name of the applicable Department Head that the envelope contains "Quotation For" and identify the goods or services to which the quotation relates to. When the quotation is received, the envelope shall be initialed and the date and time detailed thereon. The quotation shall then be forwarded to the appropriate Department Head. iv. Any quotation received after the deadline shall not be accepted or opened, and the time and date shall be detailed thereon and the quotation returned to the bidder with a covering letter stating the reason the quotation could not be accepted. v. Any quotation may be withdrawn prior to the opening thereof upon receipt of a written request from the bidder. The quotation shall then be returned unopened to the bidder. e) Opening of Quotations As soon as possible after the deadline for submitting quotations, all quotations shall be opened. Quotations shall be opened in the presence of the Department Head and the C.A.O. or their designate. The Department Head shall review the quotations and submit a report and recommendation to Council for approval. The report shall outline the reasons in full explanation if the quotation recommended for acceptance is not the lowed quotation submitted. Reference should be made in the report to budget implications. f) Acceptance of Quotations Quotations may be rejected for the following reasons: the quotation doesn't meet specifications the bidder has appended his own terms and conditions the quotation is not signed by an officer of the quoting firm. it. The quotation to be accepted will be at the discretion of Council. iii. Upon Council approval, the successful quoter shall be notified of acceptance of his quotation by telephone and subsequently in writing. 15. Procedures for Requesting Tenders a) The goal of this procurement process is to implement an effective, objective, fair, open, transparent and efficient process for obtaining competitive bids based on precisely defined requirements for which a clear or single solution exists. b) Advertising All tenders may be publicly advertised in local newspapers having general circulation in the municipality in accordance with Township advertising policy. Electronic advertising must be used for all goods and/or services over $100,000 and any estimated construction over $250,000 to provide equal access to potential vendors across the country. ii At the Department Head's discretion, tenders may also be advertised in trade or special newspapers. Page 6 of 16 Page 28 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... iii. Sufficient time between advertising and the tender closing time shall be allowed to permit a bidder to examine the specifications, obtain tender documents and complete and submit his tender. iv. The advertisement shall contain the following information: the name of the municipality the type of service, equipment or project the official designated to receive the tender the tender closing date and local time thereof the location where plans and specifications and tender forms may be obtained the charge, if any, for contract documents the official to whom queries may be directed a statement that the Township reserves the right to accept any tender or reject any or all tenders and that the lowest or any tender is not necessarily accepted the date, local time and place of the opening of the tenders the type of security that must accompany the tender the bonding requirements, if any. Provision of Information to Tenderers Upon the request of a prospective tenderer, the Department Head shall supply the following materials for each contract: two copies of the official tender form tender materials such as specifications, plans, etc. a summary of the tender requirements detailed below a statement that failure to satisfy all of the tender requirements will result in the tender being rejected. ii. When a fee for tendering material is being charged, the fee shall be payable to The Corporation of the Township of Oro Medonte. iii. A list of prospective bidders shall be maintained by the applicable Department Head. It is essential that names, addresses, telephone and fax numbers of prospective bidders are recorded when tender documents are released to facilitate distribution of addenda and when necessary to extend or cancel a competition. d) Return of Tender Documents by Hand When, pursuant to the provisions of this By -law, tender documents and/or deposit cheques are returned to the contractor /supplier by hand, a letter acknowledging receipt must be signed by the bidder. e) Tender Requirements i. The correct tender form, as supplied by the Township, must be used. ii. Tenders must be received on or before the closing time and date. iii. All tenders shall either be mailed or delivered to The Corporation of the Township of Oro Medonte. iv. Tenders shall be submitted in a sealed envelope. v. Tenders shall be addressed to the appropriate Department Head. vi. The outside envelope must be marked "Tender For" and identify the project to which the tender relates. Page 7 of 16 Page 29 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... vii. The tender must be legible, written in ink or be typewritten and all items must be bid unless the tender specifically permits otherwise, with the unit price for every item, applicable taxes and other entries clearly shown. viii. An authorized signing officer of the bidder shall sign the tender form in the space provided. The Corporate Seal of a corporate bidder should be affixed to the tender documents, or the signing officer must state in writing on the tender documents "I have the authority to bind the Corporation ix. Erasures, overwriting or strike outs must be initialed by the authorized signing officer. x. The tender deposit, if required, may be a certified cheque, bank draft, money order, (10% of the total tendered amount) or any combination thereof made payable to The Corporation of the Township of Oro Medonte, and must be submitted with the tender and must be enclosed in the same envelope as the tender. xi. The tender shall be accompanied by an Agreement to Bond Form, when bonding is a requirement. xii. Alternate proposals to the tender specifications will not be considered unless requested by the Township. xiii. The tender must not be qualified by a statement added to the tender form, by a covering letter or by alterations to the tender form, unless requested by the Township. xiv. If any of the above tender requirements have not been met, the tender may be considered an "Improper Bid at the discretion of the Township. 1) Bonding Requirements The Department Head shall determine bonding requirements, if any, taking into consideration Ministry stipulations. ii. When stipulated within the specifications of a tender, the specified amount issued by a Bonding Company satisfactory to the Township, must be furnished by the contractor before the contract is signed. g) Changes to Contract Under Call Interpretation should be made in reply to queries from bidders only in the form of a written addendum. When it is necessary to revise, delete, substitute or add to the tendering material for a contract under call, the C.A.O. shall approve the issuance of an addendum, an extension of the closing date, or cancellation of the competition. When an addendum is to be issued, a copy of each addendum shall be forwarded by facsimile, if possible, and subsequently by registered mail to each contractor /supplier who obtained tender forms for the contract at his last known place of business. The contractor /supplier shall be advised that a tender already submitted will be returned upon written request. A copy of the addendum shall also be stapled to each tender form not yet distributed. iii. When a competition is cancelled, each contractor /supplier who received tender documents shall be notified by facsimile and subsequently by registered mail of the cancellation of the competition. All tenders received shall be returned Page 8 of 16 Page 30 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... unopened to the contractor /supplier by hand or registered mail with a covering letter. iv. When it becomes necessary to extend the closing date for receiving tenders for the competition, each contractor /supplier who received tender documents shall be notified by facsimile, if possible, and subsequently by registered mail. When tenders have already been received, the contractor /supplier shall be advised that the tender will be returned upon written request. An advertisement setting out the new closing date shall be inserted in the publication(s) originally used, when practical. h) Receipt of Tenders When a tender is received, the envelope will be initialed and the date and time detailed thereon. The tender shall be kept in the custody of the Department Head until the stated time of opening. The Department Head will maintain a listing of tenders received in the Form appended as Schedule "A" to this By -law. ii. Adjustments by telephone, facsimile or letter to a tender already submitted will not be considered. A bidder desiring to make adjustments to a tender must withdraw the tender and submit a revised tender. The bidder shall be advised of the withdrawal procedures. iii. When a tender envelope is received after the closing time of the competition, the time and date of receipt shall be recorded on the tender envelope. Late tenders shall be returned, unopened, to the bidder. A covering letter stating the reason why the tender could not be accepted shall accompany the return. A late tender without a return address on the envelope shall be opened, the address obtained and then returned. The covering letter should state why the envelope could not be returned unopened. i) Withdrawal of Tenders A prospective bidder who has submitted a tender may make a written request that his tender be withdrawn. The withdrawal shall be allowed if the request is made before the closing time for the competition to which it applies. Withdrawal requests must be directed to the Township by hand delivery, facsimile or mail and signed by an authorized signing officer of the bidder. Telephone requests shall not be acted upon. ii. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same competition. iii. Tenders which have been withdrawn will be dealt with at the opening by announcing that the tenders are withdrawn and are to be returned unopened by registered mail or by hand to the bidder. The tender shall subsequently be returned unopened by registered mail or by hand to the bidder. iv. Withdrawal requests received after the competition closing time will not be accepted. The bidder concerned shall be informed that the withdrawal request arrived too late for consideration. v. If more than one tender is read out under the same name for the same competition and no withdrawal notice has been received, the tender contained in the envelope bearing the time closest to the competition closing time shall be considered the intended bid. The other tender(s) received for that bidder shall be considered withdrawn and returned to him in the usual manner. Page 9 of 16 Page 31 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... vi. In some instances, several tenders are opened at the same tender opening. At such an opening, at the conclusion of the reading out of the bids on a competition, the low bidder on the competition may withdraw any of his remaining tenders on other competitions. The contractor /supplier shall attest in writing to his identity and state the contract(s) on which he desires to withdraw. The Notice of Withdrawal of Tender must be signed by the contractor /supplier and handed to the C.A.O. before the reading out of the first tender on the contract(s) to which it applies. The C.A.O., presented with the withdrawal notice, shall read out the bidder's name and announce that the tender has been withdrawn in accordance with established procedures. The bid amount of the withdrawn tender shall not be disclosed. Tenders withdrawn under this procedure cannot be reinstated. A contractor /supplier who withdraws a bid on the strength of being read out as low bidder on a previous contract does not have the right to reinstate a withdrawn tender if subsequent checking proves that his tender on the previous contract was not in fact low or was not accepted. j) Opening of Tenders i. Any persons desiring to be present at the opening may attend. ii. Tenders shall be opened in the presence of the C.A.O. Department Head or their designate. iii. When tenders have been sorted, a check of the Listing of Tenders received shall be made to ensure that all tenders received are accounted for. If a discrepancy occurs, the tender opening proceedings shall be delayed until all tenders have been accounted for. iv. When all tenders have been accounted for, and withdrawal forms have been dealt with, the remaining tenders shall be opened. v. For each contract, the Department Head shall announce the number of bids received and for each tender, the name of the bidder, the total bid amount, and the amount of the deposit. vi. If two tenders for the same contract are received in the same tender envelope, the signed copy, or if both are properly executed and prices differ, the lower price shall be considered the intended bid, which shall be processed in the normal manner. Page 10 of 16 Page 32 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... vii. After reading out the bid amount, the Department Head shall detail on the Record of Tenders Opened, being Schedule "B" appended to this By -law, the name of each bidder, the amount of the tender and the deposit amount. The bidder's name for each withdrawn bid shall be recorded immediately following the name of the bidders whose tenders will be considered, noting the method and date of withdrawal. When all the information has been recorded, the Record of Tenders Opened shall be closed off by drawing a diagonal line in the unused space under the information listed. viii. The signatures of all Township officials present must appear on the Record of Tenders Opened. ix. Council will be provided forthwith with a copy of the Record of Tenders opened. k) Review of Tenders Tenders shall be reviewed as soon as possible after their opening by the Department Head. ii. Tenders may be rejected if the tendering requirements have not been met. iii. When a tender is rejected, the reason therefore must be noted on the Record of Tenders Opened. iv. The bidder shall be advised in writing as to the reason for rejection of his tender. v. The report to Council shall include the rejected bidder(s) and state the reason for the rejection of the tender. 1) Acceptance of Tender Following the review of tenders, the Department Head shall submit a report and recommendation to Council for approval. When the lowest tenders are identical, preference shall be given to the bid submitted at the earliest date and time. The report shall outline the reasons in full explanation if the tender recommended for acceptance is not the lowest tender submitted. Reference should be made in the report to budget implications. ii. The tender to be accepted will be at the discretion of Council. iii. Council shall determine the acceptance of a tender. The Township reserves the right to accept any tender, or to reject any or all tenders. iv. Upon Council approval, the Department Head shall immediately advise the successful bidder that his tender has been accepted. m) Disposition Of Withdrawn Tenders Following the tender opening, withdrawn tenders shall be returned together with the deposit cheques to the bidders by registered mail or by hand. Page 11 of 16 Page 33 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... n) Disposition Of Deposit Cheques i. For contracts where a performance bond is required, the deposit cheque for the successful bidder will be retained until such time as the said performance bond has been supplied in a form satisfactory to the Township. ii. For contracts that do not require a performance bond, the deposit cheque of the successful bidder shall be retained by the Township until such time as the goods and/or services have been received. iii. The deposit cheques of the other bidders will be returned to the bidder as soon as is practical after the acceptance of the tenders and the retum of these cheques shall be by registered mail or by hand. iv. The Township does not pay interest on any tender deposit. o) Obligation of Successful Bidder p) The successful bidder shall be bound to execute the contract agreement and to file satisfactory bonds, insurance policies and WSIB clearance certificates with the municipality within three weeks of the contract being awarded. Action When Successful Bidder Does Not Enter Contract If the successful bidder fails to enter into a contract and/or file the required documentation or indicates that he will not perform the contract, the Department Head and the C.A.O. may recommend one of the following to Council: that the tender shall be awarded to another bidder that the competition be cancelled. In either case, the deposit of the successful bidder shall be forfeited. ii. In the event the tender is awarded to another bidder, the said bidder will be required to provide the required tender deposit or performance bond and all other provisions of this By -law will apply. 16. Procedures for Requesting Proposals a) The goal of this procurement process is to implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining unique proposals designed to meet broad outcomes to a complex problem or need for which there is no clear or single solution. b) Requesting Proposals Requests for proposals should be called when the requirements or services cannot be definitely specified. ii. Requests for proposals shall be by invitation and at the discretion of the Department Head, by public advertising in a local newspaper. iii. At the Department Head's discretion, requests for proposals may also be advertised in trade or special newspapers. Page 12 of 16 Page 34 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... iv. If as a result of queries from prospective bidders, the document requesting the proposal needs to be revised, each prospective bidder shall be notified of the revision by telephone and subsequently facsimile or mail. If a proposal has already been submitted, the bidder may in writing request that the proposal be withdrawn. The proposal will then be returned unopened to the bidder by hand or registered mail. c) Closing Time For Proposals All requests for proposals shall include a day and time by which the proposals must be submitted to the Department Head. ii. All firms requested to submit a proposal shall be allowed at least five working days before the deadline for submitting their proposal. d) Receipt of Proposals i. Proposals received must be submitted in a sealed envelope. ii. The following information shall appear on the outside of the envelope: the name of the applicable Department Head that the envelope contains a "Proposal For" and identifies the goods or services to which the proposal relates to. When the proposal is received, the envelope shall be initialed and the date and time detailed thereon. The proposal shall then be forwarded to the appropriate Department Head. iv. Any proposal received after the deadline shall not be accepted or opened, and the time and date shall be detailed thereon and the proposal returned to the bidder with a covering letter stating the reason why the proposal could not be accepted. v. Any proposal may be withdrawn prior to the opening thereof upon receipt of a written request from the bidder. The proposal shall then be returned unopened to the bidder. e) Opening of Proposals i. As soon as possible after the deadline for submitting proposals, all proposals shall be opened in the presence of the Department Head and C.A.O. or their designate. ii. Proposals shall be reviewed and analyzed by the Department Head who shall submit a report and recommendation to Council for approval. Reference should be made in the report to budget implications. f) Acceptance of Proposal i. The proposal to be accepted will be at the discretion of Council. ii. Upon Council approval, the successful bidder shall be notified of acceptance of his proposal by telephone and subsequently in writing. Page 13 of 16 Page 35 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... 17. Disposal of Township Equipment a) General Policies i. When equipment is no longer required by a department, the Department Head shall assess its functionality and determine if the equipment has a net realizable value. ii. If the equipment is functional, the equipment shall first be offered to the other Township Departments. iii. If the equipment has a net realizable value, the equipment shall be sold by tender in the manner described in the following subsections. iv. If the equipment has no net realizable value, it shall be disposed of in a manner at the discretion of the Department Head and C.A.O. b) Advertising i. All tenders shall be publicly advertised in local newspapers having general circulation in the municipality in accordance with Township advertising policy. ii. At the Department Head's discretion, tenders may also be advertised in trade or special newspapers. iii. Sufficient time between advertising and the tender closing time shall be allowed to permit a bidder to examine the equipment. iv. The advertisement shall contain the following information: the name of the municipality a description of the equipment being sold the location where the equipment may be viewed and the name and phone number of the Township official to contact for information the date and local time tenders shall be received to a statement that the tender must be submitted in a sealed envelope and the outside of the envelope must be marked "Tender For" and identify the equipment to which the tender relates that the tenders shall be addressed to the appropriate Department Head a statement that the Township reserves the right to accept or reject any tender a statement that the tender must be accompanied by a tender deposit of 10% of the tendered amount and that the deposit may be by certified cheque, bank draft or money order or any combination thereof. c) Receipt of Tenders When a tender is received, the envelope shall be initialed and the date and time detailed thereon. The tender shall be kept in the custody of the Department Head until the stated time of opening. ii. Adjustments by telephone, facsimile or letter to a tender already submitted will not be considered. iii. Any tender may be withdrawn prior to the opening thereof upon receipt of a written request from the bidder. The tender shall then be returned unopened to the bidder. iv. When a tender envelope is received after the closing time of the competition, the time and date of receipt shall be recorded on the tender envelope. The tender shall be returned unopened to the bidder with a covering letter stating the reason Page 14 0(I6 Page 36 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... why the tender could not be accepted. A late tender without a return address on the envelope shall be opened, the address obtained and then returned. The covering letter should state why the envelope could not be returned unopened. d) Opening of Tenders 18. By -Law Review At a time established as soon as possible after the deadline for submitting tenders, all tenders shall be opened. ii. Tenders shall be opened in the presence of the Department Head and C.A.O. or their designate. iii. The Department Head shall review the tenders and submit a report and recommendation to Council for approval. The report shall outline the reasons in full explanation if the tender recommended for acceptance is not the highest bid submitted. iv. The tender accepted will be at the discretion of Council. e) Notification of Acceptance of Tender i. Upon Council approval, the successful bidder shall be notified of acceptance of his tender by telephone and subsequently in writing. ii. Information about the accepted tender shall be available to unsuccessful bidders subsequent to the accepted tender being approved by Council. I) Disposition of Deposit Cheques The deposit cheques of the unsuccessful bidders will be returned as soon as is practical after the opening of the tenders by registered mail or by hand. When returned to the bidder by hand, a letter acknowledging receipt must be signed by the bidder. a) A review of this By -law shall be conducted on a periodic basis but not longer than five years following its adoption by Council. b) The review shall determine how effective this By -law has been in achieving the goals and objectives set out therein. Page 15 of 16 Page 37 of 88 8a) Report No. Fl 2009 -18, Paul Gravelle... 19. THAT By -Law 2001 -118 is hereby repealed. 20. THAT this By -law shall come into force and have effect immediately upon the final passing thereof. BY -LAW READ a first and second time this 3` day of November, 2004. BY -LAW READ a third time and finally passed this 3' day of November, 2004. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Miy)sor J. Neil Craig 1 Clerk, Maril Pennycook Page 16 of 16 Page 38 of 88 Report No. FI 2009 -19 To: Committee of the Whole Prepared By: Janice MacDonald Meeting Date: November 18, 2009 Subject: Statement of Accounts October 31, 2009 Motion Roll R.M.S. File 8b) Report No. FI 2009 -19, Paul Gravelle... REPORT 1 RECOMMENDATION(S): Requires Action For Information Only X It is recommended that: Batch No. Payroll: PR00426 PR00429 1. That Report No. FI 2009 -19 is received. 2. The accounts for the month of October 2009 totalling 2,262,969.20 are received. BACKGROUND: Following is the statement of accounts for the month of October. Cheque Registers: Date AC00565 October 07, 2009 1,543,745.82 AC00566 October 14, 2009 188,924.20 A000414 October 15, 2009 2,558.40 AC00567 October 21, 2009 91,706.52 AQ00415 October 23, 2009 300.00 AC00568 October 28, 2009 186,535.36 October 12, 2009 October 24, 2009 Amount 121,670.51 123,360.25 Proud Heritage, Exciting Future 2,013,770.30 245,030.76 FINANCE November 18, 2009 Report No. 2009 -019 Page 1 of 2 Page 39 of 88 8b) Report No. Fl 2009 -19, Paul Gravelle... Credit Card Registers: AE00223 October 26, 2009 203.02 AE00224 October 26, 2009 20.00 AE00225 October 26, 2009 50.00 AE00226 October 26, 2009 50.00 AE00227 October 26, 2009 50.00 AE00228 October 26, 2009 223.52 AE00229 October 26, 2009 1,646.50 AE00230 October 26, 2009 1,925.10 ATTACHMENTS: Cheque Registers. CONCLUSION: That the accounts for the month of October are received. Respectfully submitted: Q Janice acDonald, Accounting Clerk SMT Approval Comments: Total: 4,168.14 2,262,969.20 C.A.O. Approval Comments: FINANCE November 18, 2009 Report No. 2009 -019 Page 2 of 2 Page 40 of 88 Report No. CAO 2009 -14 To: Committee of the Whole Prepared By: Robin Dunn CAO SMT Meeting Date: November 18, 2009 Subject: Proposed 2010 Budget Overview Motion Roll R.M.S. File 8c) Report No. CAO 2009 -14, Robin Dunn, REPORT 1 RECOMMENDATION(S): Requires Action For Information Only X It is recommended that: 1. That Report No. CAO 2009 -14, Robin Dunn, Chief Administrative Officer, re: Proposed 2010 Budget Overview be received. 2. And That the 2010 Budget Deliberations commence with presentations highlighting services provided by the Township. I BACKGROUND: OPERATING CAPITAL BUDGET DOCUMENTATION The 2010 budget documentation presents Township operations by Department, categorized by the services provided and resources required for delivery of those services. There is a direct link between the services delivered and the allocation of resources required to meet Council approved service levels. OPERATING CAPITAL BUDGET OVERVIEW 07bwnship of Proud Heritage, Exciting Future The Township of Oro Medonte draft 2010 Operating and Capital Budgets prepared for review by Council incorporates a 5.78% operating budget tax increase for municipal operations and a 2.02% capital budget tax increase. For a combined 2010 Operating and Capital budget increase of 7.8 REVENUE REDUCTIONS EXPENDITURE INCREASES The budget includes projections for revenue reductions compared to 2009 of $198,000, equivalent to 1.95% of the tax rate, associated with; Investment Income $69,000 Supplementary Tax Revenue /Cancellations $60,000 Building Permit Revenue $69,000 CAO November 18, 2009 Report No. CAO 2009 -14 Page 1 of 4 Page 41 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, The budget also incorporates expenditure increases for 2010 Policing Costs in the order of $155,000 and an offsetting revenue increase associated with Provincial Offences of $51,000 for a net expenditure increase of $105,000, equivalent to 1.03% of the tax rate. The role up of these revenue reductions and expenditure increases are the equivalent of a 2.98% tax rate impact, prior to addressing 2010 delivery of services by Township Departments. BUDGET ADJUSTMENTS REMOVED FROM FINAL DRAFT Budget adjustments removed from the presentation by the CAO prior to submission for Council consideration, total over $300,000 and are summarized below; 2010 Budget adjustments not included in budget package presented to Council. CAO's Office Corporate and Strategic Initiatives $48,984 Remove new tax funded allocation External Compensation Review $3,400 Remove new tax funded allocation Lake Country Tourism Destination Marketing $15,000 Allocation covered in 2009 Corporate /Shared Costs Facility Reserve Remove increased allocation Insurance Premiums Reduced allocation $100,000 $7,877 Corporate Services Municipal Law Enforcement $12,826 Maintain full -time contract Exclude new tax funded allocation benefits Information Technology Remove new tax funded allocation technician $57,700 Development Services OMB Legal Fees $10,000 Reduce allocation for OMB appeals Transportation and Environmental Services Engineering Standards $4,500 Roadside Brushing $23,000 Winter Operations Winter Sand $30,000 Equivalent tax rate Total Reductions $313,287 3.08% CAO November 18, 2009 Report No. CAO 2009 -14 Page 2 of 4 Page 42 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, DRAFT 2010 OPERATING BUDGET SUMMARY Each Department Senior Manager has prepared their budget to present the 2010 base budget compared to 2009 and to highlight recommended 2010 budget adjustments. The 2010 budget adjustments included in this presentation package for consideration by Council total $248,790 and account for a 2.45% tax rate impact. Each Senior Manager will present the rationale for each of their 2010 budget adjustments. Draft 2010 Budget Operating Budget Summary CAO Report No. CAO 2009 -14 November 18, 2009 Page 3 of 4 Page 43 of 88 2009 BASE BUDGET 2010 BASE BUDGET 2010 BUDGET ADJUSTMENTS 2010 BUDGET 2009 -2010 CHANGE CHANGE CAO'S OFFICE 759,992 777,054 9,717 786,771 26,779 3.52% FINANCE 374,558 387,854 2,370 390,224 15,666 4.18% CORPORATE SERVICES /CLERK 436,107 455,287 -1,000 454,287 18,180 4.17% COUNCIL 342,168 344,339 600 344,939 2,771 0.81% SHARED COSTS 518,319 536,044 45,289 581,333 63,014 12.16% HISTORY ASSOCIATION 6,680 6,658 449 7,107 427 6.39% EMERGENCY SERVICES 1,120,266 1,140,742 60,420 1,201,162 80,896 7.22% POLICE 1,403,293 1,464,216 44,833 1,509,049 105,756 7.54% SCHOOL CROSSING GUARDS 16,402 16,934 16,934 532 3.24% BUILDING 236,494 242,124 64,500 306,624 70,130 29.65% MUNICIPAL LAW ENFORCEMENT 123,673 130,387 -6,084 124,303 630 0.51% ENVIRONMENTAL INITIATIVES 270,512 277,380 277,380 6,868 2.54% PLANNING 281,663 300,454 17,750 282,704 1,041 0.37% ROADWAYS 2,789,021 2,932,748 72,000 2,860,748 71,727 2.57% STREETLIGHTING 6,450 6,000 6,000 -450 -6.98% LAKE SIMCOE REGIONAL AIRPORT 89,265 89,265 20,166 109,431 20,166 22.59% TRANSPORTATION ENVIRONMENTAL SERVICES 284,151 296,528 296,528 12,377 4.36% WATER SYSTEMS 0 0 0 0 COMMUNAL TILE BEDS 0 0 0 0 WASTE MANAGEMENT 0 0 0 0 PARKS RECREATION ADMIN 351,605 363,002 363,002 11,397 3.24% PARKS SPORTS FIELDS 207,576 216,520 5,301 221,821 14,245 6.86% RECREATION FACILITIES 31,212 43,143 -7,758 35,385 4,173 13.37% PROGRAMS 8,600 9,975 -3,300 6,675 -1,925 22.38% LIBRARIES 210,606 219,228 -8,250 210,978 372 0.18% COMMUNITY HALLS 16,141 16,141 287 16,428 287 1.78% 9,884,754 10,272,023 137,790 10,409,813 525,059 CORPORATE REVENUES EXCLUDING TAX LEVY 1,918,662 1,920,942 111,000 1,809,942 108,720 5.67% TAX LEVY 7,966,092 8,351,081 248,790 8,599,871 633,779 8c) Report No. CAO 2009 -14, Robin Dunn, DRAFT 2010 OPERATING BUDGET SUMMARY Each Department Senior Manager has prepared their budget to present the 2010 base budget compared to 2009 and to highlight recommended 2010 budget adjustments. The 2010 budget adjustments included in this presentation package for consideration by Council total $248,790 and account for a 2.45% tax rate impact. Each Senior Manager will present the rationale for each of their 2010 budget adjustments. Draft 2010 Budget Operating Budget Summary CAO Report No. CAO 2009 -14 November 18, 2009 Page 3 of 4 Page 43 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, I FINANCIAL: Final Tax Rate Increase I POLICIES /LEGISLATION: N/A I CONSULTATIONS: Director, Finance /Treasurer /Deputy CAO Senior Management Team I ATTACHMENTS: Appendix I Memorandum: 2010 Budget Financial Analysis Binder 2010 Budget Documentation I CONCLUSION: Respectfully submitted: Robin Dunn, C.E.T., PAdm, M.A. Chief Administrative Officer SMT Approval Comments: C.A.O. Approval Comments: CAO Report No. CAO 2009 -14 November 18, 2009 Page 4 of 4 Page 44 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, MEMORANDUM To: Mayor Hughes Members of Council cc: Senior Management Team From: Robin Dunn, CAO Date: November 18, 2009 Subject: 2010 Budget Financial Analysis Total Expenditures, Per Capita and Per Dwelling Township's Comparator Group R.M. File Roll Proud Heritage, Exciting Future The following budget analysis is based on 2008 data contained in the Financial Information Return submitted to the Province by Oro Medonte and the 10 municipalities in the Township's approved comparator group. The analysis examines four areas: Total expenditures on a per capita and per dwelling basis; Expenditures by function on a per capita and per dwelling basis; Total debt burden; and Staffing by function. 2008 Total Full -Time No of Population Municipalities Expenditures Employees Dwellings Reference 1. Township of Ramara $19,994,776 48 6,203 15,135 2. Township of Severn $14,931,323 49 6,589 16,077 3. Town of Midland $26,857,359 148 7,305 17,200 4. Township of Springwater $19,948,386 58 6,850 18,655 5. Township of Oro Medonte $17,711,460 77 8,899 20,031 6. Town of Gravenhurst $11,946,327 63 8,235 20,093 7. Township of Tiny $11,846,958 50 9,072 22,136 8. Town of Huntsville $16,118,914 79 9,691 23,646 9. Town of Collingwood $40,442,495 155 9,831 23,988 10. City of Orillia $61,755,702 217 13,165 31,129 11. Township of New Tecumseth $32,049,085 164 11,028 31,551 Median $19,948,386 77 8,899 20,093 Page 45 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, Based on 2008 total expenditures Oro Medonte was 11% lower than the median of the comparator group on a per capita and on a per dwelling basis. Township of Oro Medonte Median 2008 Total Expenditures $17,711,460 $19,948,386 Per Capita 884 993 Expenditures by Function, Per Capita and Per Dwelling Comparative analysis of expenditures by function on a per capita and per dwelling basis are highlighted below: Expenditures ($000) Per Capita Per Dwelling 1,990 2,242 Per Dwelling Governance (Council) Corporate Administration Fire Public Works (Transportation) Environmental Services (Waterworks) Parks, Recreation Culture Library Planning and Development Oro Medonte 355.9 1,566.0 1,993.6 3,532.7 1,046.5 1,186.1 226.6 416.9 Comp. Group 255.8 1,352.2 1,736.4 3,191.6 1,464.8 1,319.0 493.5 748.0 Oro Medonte 18 78 100 176 52 59 11 21 Comp. Group 18 92 111 195 98 147 37 37 Oro Medonte 40 176 224 397 118 133 25 47 Comp. Group 33 175 224 397 182 307 65 82 The analysis of expenditures by function permits determination of where the Township's expenditures on a per capita and per dwelling basis are below, at or above the median of the comparator group. It is important to highlight that in no instance were expenditures on a per capita or per dwelling basis higher than the comparator group. Governance (Council) related expenditures and those of Corporate Administration (CAO Office, Clerk, Finance /Treasury) at the Township are at the median of the comparator group. 2 Page 46 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, For both Fire Emergency Services and the Transportation Services Division, it would be expected that the per capita and per dwelling expenditures at the Township would be higher than the comparator group since the square kilometer area serviced by the Township is 41% larger than the median of the comparator group (i.e., Oro Median 587 square kilometers vs. median of the comparator group at 417 square kilometer). The data shows that the per capita expenditures at the Township are slightly lower than the median of the comparator group while per dwelling expenditures match the median. This analysis indicates the Township is cost effective with respect to current levels of service (provincial legislation) provided by Fire Emergency Services and the Transportation Services Division. The comparison of Environmental Services (Waterworks) indicates that the Township's expenditures on a per capita and per dwelling basis are significantly lower than the median of the comparator group. One factor that could impact comparator expenditure levels is a number of the comparator municipalities have a waste water treatment facility and would have associated expenditures. Oro Medonte currently does not have a waste water treatment facility. Planning Development expenditures on both a per capita and per dwelling basis are lower than the median of the comparator group. For the remaining functions Parks, Recreation Culture and Libraries the Township's expenditures on a per capita and per dwelling basis are substantially lower than the median of the comparator group. It is these services delivered to residents that build a sense of community in a municipality. Council has undertaken a Strategic Recreation Master Facility Plan and received an update presentation today outlining recommendations for both policy considerations and a long term investment strategy to address delivery of these community building services. It is also important to note that programs /facilities provided by the Parks, Recreation Culture Department produce revenues in the form of user fees that normally account for 55 -60% of the recreation program operating budget of this Department in a municipality. This recovery offset reduces significantly the cost to a municipality for the delivery of recreation related programs and services. Overall, the detailed review of expenditures by function confirms a fiscally conservative and /or cost efficient approach in service delivery by the Township. In fact, as noted above, there may be areas where Oro Medonte should consider increasing expenditures in the future, particularly with respect to Parks, Recreation Culture. 3 Page 47 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, Staffing by Function With expenditures by function at or below the median of the comparator group on a per capita and per dwelling basis, it would be expected that the Township's staffing would follow a similar position. Total full -time employees, part -time employees converted to full -time equivalents, and total FTE (full time equivalents) for Oro Medonte vs. staff of the comparator group. 120 100 80 60 40 20 0 77 75 Full -Time 22 97 Part -Time Full Time Converted Equivalent l�7 Grand Total hi Median 4 Overall, the Township is staffed 12% lower than the total FTE median of the comparator group. Page 48 of 88 Oro Medonte Median Administration Full -Time 16 17 Part -Time Converted 0 2 Full Time Equivalent 16 19 Fire Full -Time 4 4 Part -Time Converted 0 1 Full Time Equivalent 4 5 Public Works Full -Time 33 25 Part -Time Converted 7 5 Full Time Equivalent 40 30 Parks, Recreation Culture Full -Time 11 11 Part -Time Converted 0 4 Full Time Equivalent 11 15 Planning Development Full -Time 6 5 Part -Time Converted 0 0 Full Time Equivalent 6 5 Other Full -Time 7 5 Part -Time Converted 1 1 Full Time Equivalent 8 6 No. Staff per 1,000 population 4.2 4.8 8c) Report No. CAO 2009 -14, Robin Dunn, Staffing by Function With expenditures by function at or below the median of the comparator group on a per capita and per dwelling basis, it would be expected that the Township's staffing would follow a similar position. Total full -time employees, part -time employees converted to full -time equivalents, and total FTE (full time equivalents) for Oro Medonte vs. staff of the comparator group. 120 100 80 60 40 20 0 77 75 Full -Time 22 97 Part -Time Full Time Converted Equivalent l�7 Grand Total hi Median 4 Overall, the Township is staffed 12% lower than the total FTE median of the comparator group. Page 48 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, Total Debt Burden The data presents a fiscally conservative approach in a comparison of the Township's total debt burden as compared to the median of the comparator group. At $1,909,292, Oro Medonte's debt is well below the median of the comparator group at $8,792,344. Combined, the Township's debt on a per capita and per dwelling basis represent about a third of the median of the comparator group's debt burden. Previously referenced under expenditures by function, a number of the comparator municipalities have a waste water treatment facility and would have associated debt. The other comparator group municipalities carry on average three times the debt as compared to Oro Medonte. 2008 Total Per Per Municipalities Debt Burden Capita Dwelling 1. Township of Tiny $34,416 4 6 2. Township of Oro Medonte $1,909,292 172 290 3. Township of Springwater $3,208,776 187 439 4. Town of Huntsville $5,990,319 328 618 5. Town of Midland $8,651,216 442 1,203 6. Township of Ramara $8,792,344 796 1,068 7. Township of Severn $9,012,289 450 1,013 8. Town of Gravenhurst $10,663,800 989 1,175 9. Township of New Tecumseth $17,679,674 1,010 1,798 10. City of Orillia $21,979,321 697 1,993 11. Town of Collingwood $34,167,249 1,098 2,595 Median $8,792,344 450 1,068 House Hold Income Development Charge Rates Residential Tax Rate Demographics data presented to Council in the Recreation Master Facility Plan identified a median household income in Oro Medonte at $77,720 which is 20.5% higher than the median of the comparator group at $64,495. Comparative data presented to Council during the Development Charge Study review identified Oro Medonte with the third lowest Development Charge rates for single detached and semi detached dwellings when compared to 36 Municipalities in our geographic vicinity. Council has previously received tax rate analysis presenting Oro Medonte as the fourth lowest Municipal tax rate in the Simcoe County. 5 Page 49 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, Page 50 of 88 SUMMARY OF 2009 RESIDENTIAL TAX RATES SIMCOE COUNTY MUNICIPALITIES 2009 2009 RANK DIFFERENCE TO ORO- MEDONTE 2008 2008 RANK CHANGE ADJALA- TOSORONTIO 0.751936% 1 15.42% 0.775057% 1 2.98% ESSA 0.781132% 2 12.14% 0.810706% 2 3.65% TINY 0.810564% 3 8.83% 0.837380% 3 3.20% ORO- MEDONTE 0.889039% 4 0.907851% 4 2.07% RAMARA 0.891625% 5 0.29% 0.919169% 5 3.00% SEVERN 0.896808% 6 0.87% 0.927475% 6 -3.31% SPRINGWATER 0.962394% 7 8.25% 0.979097% 7 -1.71% WASAGA BEACH 1.017619% 8 14.46% 1.051426% 8 3.22% NEW TECUMSETH 1.047408% 9 17.81% 1.080360% 9 3.05% CLEARVIEW 1.090320% 10 22.64% 1.111049% 10 1.87% INNISFIL 1.127385% 11 26.81% 1.156874% 11 2.55% TAY 1.150839% 12 29.45% 1.180045% 12 2.47% BRADFORD WEST GWILLIMBURY 1 13 37.90% 1.267817% 13 3.30% COLLINGWOOD 1.327350% 14 49.30% 1.335280% 14 0.59% BARRIE 1.377862% 15 54.98% 1.407232% 15 2.09% ORILLIA 1.424527% 16 60.23% 1.448796% 16 1.68% PENETANGUISHENE 1.479492% 17 66.41% 1.522655% 17 2.83% MIDLAND 1.529802% 18 72.07% 1.563790% 18 2.17% Long Term Capital Infrastructure Servicing Projections Council also received long term capital infrastructure servicing projections for the twenty year DC Study planning horizon. A 25 million dollar funding requirement was required to adequately address servicing needs. As referenced under the expenditures by function section, the Recreational Facility Plan update projected additional costs for indoor recreational services, in the order of two (2) million for a total of thirteen (13) million. Increased Service Needs Attributable to Anticipated Development Gross Capital Cost Estimate Less Deductions* Potential DC Recoverable Cost Municipal -wide Services Roads and Related Fire Protection Services Police Services Outdoor Recreation Services Indoor Recreation Services Administration 14, 619, 320 4,339,100 1,000,000 3,508,000 11,100,000 293,717 8,987,926 2,460,773 853,000 2,808,366 10,214,772 90,975 5,631,395 1,878,327 147,000 699,634 885,228 202,742 Total Municipal Wide Services 34,860,137 25,415,812 9,444,326 Other Deductions Include: Post Period Benefit, Benefit to Existing Development, Grants, Subsidies and Other Contributions Attributable to New Development (e.g. 10% Statutory Deduction) 6 8c) Report No. CAO 2009 -14, Robin Dunn, Page 50 of 88 8c) Report No. CAO 2009 -14, Robin Dunn, Respectfully, Robin Dunn, C.E.T., PAdm, M.A. Chief Administrative Officer -7- Page 51 of 88 8d) Robin Dunn, Chief Administrative Off... 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