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12 08 2010 Council Agenda
THE TOWNSHIP OF ORO- MEDONTE COUNCIL MEETING AGENDA COUNCIL CHAMBERS Townshap of DATE: WEDNESDAY, DECEMBER 8, 2010 Proud Heritage, Exciting Future TIME: 3:30 P.M. Page 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: 2. ADOPTION OF THE AGENDA: a) Motion to Adopt the Agenda 3. DISCLOSURE OF PECUNIARY INTEREST: 4. MINUTES OF COUNCIL: a) Minutes of Council meeting held on November 10, 2010. b) Minutes of Special Council meeting held on November 24, 2010. c) Minutes of Inaugural Council meeting held on December 1, 2010. 5. MINUTES OF COMMITTEES: None. 6. RECOGNITION OF ACHIEVEMENTS: a) 6:00 p.m. Tait Mitchell, Board of Directors Emergency Planning Officer and Juanita Hanney, Past Chair, St. John Ambulance, re: Recognition of Fire & Emergency Services Department - Multiple Casualty Incident, Burl's Creek, October 3, 2010. 7. PUBLIC MEETINGS: None. 8. DEPUTATIONS: None. 9. REPORTS OF MUNICIPAL OFFICERS: 7 -16 a ) Robin Dunn, Chief Administrative Officer, re: Proposed 2011 Budget Overview [to be distributed at meeting]. 17 -20 b) Report No. TES 2010 -22, Jerry Ball, Director of Transporation and Environmental Services, re: Entrance Request, Line 1 South, from Ridge Road South. 21 -26 c ) Report No. DS 2010 -59, Andria Leigh, Director of Development Services, re: Thomas and Terri -Lynn Shaw — Request for Two Dwellings, Part of Lot 18, Concession 13 (Oro), Township of Oro - Medonte, 188 Line 13 South [Refer to Item 15a)]. Pagel of 254 Page Council Agenda - December 8, 2010. 9. REPORTS OF MUNICIPAL OFFICERS: 27 -34 d) Report No. CS 2010 -28, Doug Irwin, Director of Corporate Services /Clerk, re: Accessibility — 2010 Municipal Election. 35 -69 e) Report No. CS 2010 -029, Doug Irwin, Director of Corporate Services /Clerk, re: Meeting Structure and Procedural By -law Recommendations [Refer to Item 121)]. 10. REPORTS OF MEMBERS OF COUNCIL: 70 -71 a) Mayor H.S. Hughes, correspondence dated November 21, 2010 from Paul Weber, re: Request for Walking Path to Line 4 Park. 72 -74 b) Councillor Dwight Evans, correspondence dated November 8, 2010 from Reid Asselstine, correspondence dated November 24, 2010 from Don & Sue Brumby and correspondence received November 26, 2010 from T.L. & J.G. Hill, re: Speed limit - Maplewood Estates. 11. CONSENT AGENDA: 75 -85 a) Minutes of Barrie Public Library meeting held on September 23, 2010. Staff Recommendation: Receive. 86 -92 b) Minutes of Midland Public Library Board meeting held on October 7, 2010. Staff Recommendation: Receive. 93 c) Correspondence dated October 25, 2010 from George Lucas, President, Oro Agricultural Society, re: Oro World's Fair 2011. Staff Recommendation: Receive. 94 d) Correspondence dated October 28, 2010 from Jon Babulic, Chair of Board of Directors, and Janice Skot, President and CEO, Royal Victoria Hospital, re: Letter of Congratulations. Staff Recommendation: Receive. 95 -97 e) Correspondence dated November 16, 2010 from Daniel E. Pascoe, Registrar, Mining and Lands Commissioner, re: NVCA 2009 Levy. Staff Recommendation: Receive. 98 -99 f) Correspondence dated November 16, 2010 from Terry Ruffell, President, Horseshoe Valley Property Owners Association re: Traffic Speed and Road Safety Improvements. Staff Recommendation: Receive. 100 -105 g ) Correspondence dated November 3, 2010 from Kathi Shropshire, Orillia & Area Physician Recruitment & Retention Committee, re: Activity Overview - January 1 to October 31 2010 [Additional information available from the Clerk's Office]. Staff Recommendation: Receive and Refer to 2011 Budget Deliberations. 106 h) Correspondence dated October 29, 2010 from Frank Coyle, Chair, Board of Directors, Ontario's Lake Country re: 2011 Budget Request. Staff Recommendation: Receive and Refer to 2011 Budget Deliberations. Page 2 of 254 Page Council Agenda - December 8, 2010. 11. CONSENT AGENDA: 107 -115 i) Lake Simcoe Region Conservation Authority minutes of meeting held on September 24, 2010 and highlights of meeting held on November 26, 2010. Staff Recommendation: Receive. 116 -122 j) Nottawasaga Valley Conservation Authority, minutes of meeting held on October 8, 2010 and board highlights of meeting held on November 26, 2010. Staff Recommendation: Receive. 12. COMMUNICATIONS: 123 -124 a) Correspondence dated October 28, 2010 from Victor Severino, Assistant Deputy Minister, Ministry of Infrastructure, re: Notice regarding Release and Opportunity to comment on the Proposed Amendment 1 (2010) to the Growth Plan for the Greater Golden Horseshoe, 2006. 125 b) Newsletter dated November 2010 from the Orillia District Chamber of Commerce, re: 121 st Annual Dinner, January 20, 2011, Fern Resort. 126 -129 c) Correspondence dated October 26, 2010 from J.W. Tiemay, Executive Director, Ontario Good Roads Association, re: Call for Nominations to Serve on the 2011 -2012 Ontario Good Roads Association Board of Directors. 130 -134 d) 2011 ROMA/OGRA Combined Conference, February 27 - March 2, 2011, Fairmont Royal York Hotel, Toronto. 135 -138 e) Correspondence dated November 5, 2010 from Stormont, Dundas & Glengarry, re: Farmland and Managed Forest Component of the Ontario Municipal Partnership Fund (OMPF). 139 -140 f) Correspondence dated November 8, 2010, from Roy Maddox, President, Sno Voyageurs Snowmobile Club, re: Memorandum of Understanding with the Ontario Federation of Snowmobile Clubs. 141 -145 g) Correspondence dated November 25, 2010 from Sean Shields, re: Mandatory Kennel Inspections and Fees. 146 -149 h) Correspondence dated November 25, 2010 from Gina and Nick Lamprakos, re: Storage Trailers. 150 i) Correspondence dated November 26, 2010 from Bruce Berry, Owner, Kitchen and Bath Design House Inc., re: Storage Trailers. 151 -153 j) Correspondence dated November 30, 2010 from Walter Benotto, Chair, Nottawasaga Valley Conservation Authority re: NVCA Considers Changes to Governance Model - Request for Two Member Municipal Representation to Consider Reducing Representation to One Member. 154 -156 k) Correspondence dated November 2, 2010 from Paul Rabinovitch, Graham Partners LLP, re: 2189952 Ontario Limited (Houben) Plan of Subdivision, 51 M -952, Township of Oro - Medonte, County of Simcoe. 157 -158 1) Correspondence dated December 2, 2010 from Allan Baker re: Notification List for Oro - Medonte Residents [refer to Item 9e)]. Page 3 of 254 Page Council Agenda - December 8, 2010. 13. NOTICE OF MOTIONS: None. 14. CLOSED SESSION ITEMS: a) Motion to go In Closed Session b) Motion to Rise and Report c) Robin Dunn, Chief Administrative Officer, re: Aquisition /disposition of land (Pine Ridge). d) Doug Irwin, Director of Corporate Services, re: Personal matters about an identifiable individual (Committee of Adjustment Membership). e) Doug Irwin, Director of Corporate Services, re: Personal matters about an identifiable individual (Lake Simcoe Regional Airport Inc. Board of Directors Membership). 15. BY -LAWS: 159 -160 a) By -Law No. 2020 -188 Being a By -Law to Authorize the Execution of an Agreement Between the Township of Oro - Medonte and Thomas and Terri -Lynn Shaw to Allow for Two Dwellings. 161 -163 b) By -Law No. 2010 -189 A By -law to Permit Off -Road Vehicles to utilize specific Municipal Highways within the Township of Oro - Medonte. 164 c) By -Law No. 2010 -190 A By -law to Amend By -law No. 2009 -025, Being a By -law to Establish Regulations with respect to Municipal Parkland, and Municipally owned Lands used for Recreational Purposes within the Township of Oro - Medonte. 165 -170 d) By -Law No. 2010 -191 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and 1588429 Ontario Limited, O/A Ron Burton & Sons for Snow Plowing and Sanding for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Bass Lake Area) (Tender TES2010 -09). 171 -183 e) By -Law No. 2010 -192 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Duivenvoorden Haulage Ltd. for Snow Removal for the Winter Seasons of 2009 -2010, 2010 -2011 and 2011 -2012 (Tender PW2009 -05). 184 -187 f) By -Law No. 2010 -193 A By -law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro - Medonte and the Ontario Federation of Snowmobile Clubs Local Page 4 of 254 Page Council Agenda - December 8, 2010. 15. BY -LAWS: Snowmobile Club, Orillia District Snowmobile Club For the 2010/2011 and 2012/2013 Seasons and to Repeal By -law No. 2008 -157. 188 -191 g ) By -Law No. 2010 -194 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Don Woodrow for Snow Removal — Horseshoe Valley Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04). 192 -195 h) By -Law No. 2010 -195 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and LB Landscaping for Snow Removal — Bayview Memorial Park (East Side Lot); Shelswell Park (Parking Area and Walkway to Pad); and Line 9 Boat Launch (Parking Lot) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04). 196 -199 i) By -Law No. 2010 -196 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Tim d'Olivat Evergreen Landscaping for Snow Removal — OPP Horseshoe Valley (Parking Area and Walkways); Sweetwater Park (Parking Area and Walkway to Pad and Cherry Trail); Lohuaru Trail (Parking Area and Walkways); and Line 4 Park (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 - 2013 (Tender RC2010 -04). 200 -203 j) By -Law No. 2010 -197 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and 1588429 Ontario Limited, O/A Ron Burton & Sons for Snow Removal — Moonstone Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 - 2013 (Tender RC2010 -04). 204 -207 k) By -Law No. 2010 -198 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Daly Custom Landscaping Inc. for Snow Removal — Warminster Fire Hall (Parking and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04). Page 5 of 254 Page Council Agenda - December 8, 2010. 15. BY -LAWS: 208 -211 1) By -Law No. 2010 -199 212 -215 m) By -Law No. 2010 -200 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Crocker Contracting for Snow Removal — Oro- Medonte Community Centre (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04). Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Morris Shelswell & Sons Excavating & Grading Ltd. for Snow Removal — Administration Centre (Parking Area and Walkways); Rugby Fire Hall (Parking Area and Walkways); Shanty Bay Fire Hall (Parking Area and Walkways); and Hawkestone Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04). 216 -217 n) By -Law No. 2010 -201 Being a By -law to Appoint Building Inspectors And to Repeal By -law No. 2008 -075. 218 -252 o) By -Law No. 2010 -203 Being a By -Law to Authorize the Execution of the Joint Service Board Agreement Between the Township of Oro - Medonte and the Severn Sound Environmental Association. 253 p) By -Law No. 2010 -204 A By -law to Impose Interim Control on the use of Lands, Buildings, and Structure within all Geographic Boundaries of the Township of Oro - Medonte. 16. CONFIRMATION BY -LAW: 254 a) By -Law No. 2010 -202 Being a By -Law to confirm the proceedings of the Council Meeting held on Wednesday, December 8, 2010. 17. ANNOUNCEMENTS OF INTEREST TO THE PUBLIC: 18. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 19. ADJOURNMENT: a) Motion to Adjourn Page 6 of 254 9a) - Robin Dunn, Chief Administrative Off... 5 7© lnshz of Proud Heritage, Exciting Future Report No. CAO 2010 -14 To: Committee of the Whole Prepared By: Robin Dunn CAO Meeting Date: December 8, 2010 Subject: Proposed 2011 Budget Overview Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. CAO 2010 -14, Robin Dunn, Chief Administrative Officer, re: Proposed 2011 Budget Overview be received. 2. And that Department Presentations commence December 20 2010 highlighting proposed 2011 Budget adjustments and service levels for the Township. BACKGROUND: OPERATING & CAPITAL BUDGET DOCUMENTATION The 2011 budget presentations of Township operations will highlight services provided to the residents of Oro - Medonte and the resources required for their delivery at current Council approved service levels. The budget submission will present a 2011 base budget and a number of service level adjustments (referenced in the budget documentation as base budget adjustments) for consideration by Council. The 2011 budget presentation addresses financial challenges facing Oro - Medonte and highlights base budget adjustments, the reason for the proposed adjustment and the impact on service levels. Each budget adjustment was developed and categorized by validating proposed changes against: • Council Mandate & priorities identified in the Township Strategic Plan, • Legislative requirements, • Health & safety compliance, • Investment required for preservation (maintenance) of an existing asset, • Investment associated with a new asset or service. CAO Report No. CAO 2010 -14 December 8, 2010 Page 1 of 6 Page 7 of 254 9a) - Robin Dunn, Chief Administrative Off... Leading into budget deliberations staff have relied on confirmation of existing service levels and identification of service level adjustments through; • Dialogue and direction with /from Council, • Ongoing input from residents, • Community wide stakeholder consultation sessions conducted throughout the Township during the development of the; • recreation facility master plan, and • tourism and economic development strategy, • Continued refinement/enhancement of individual department business plans, • Recommendations emanating from the 2010 Administrative Review. Further community engagement will take place early in 2011 as the draft Township Strategic Plan and 5 Year Master Fire Plan exercises move through their next phase. These consultation efforts will provide a valuable feedback mechanism for verification of Township residents' assessment of value received for associated services and service levels. ANALYSIS: OPERATING & CAPITAL BUDGET OVERVIEW The Township of Oro - Medonte draft 2011 Operating and Capital Budgets, prepared for review by Council, projects an overall (County, School Board, Municipal) budget increase of 5.35 %. The draft operating budget includes service level adjustments identified as "Priority, Legislative, Contractual or outside of the control of the Township" representing an approximate 4.27% increase over the 2010 operating budget. The remaining operating budget adjustments of 4.53% (over the 2010 operating base) account for a total operating budget projected increase of $954,146. A 2011 Capital Budget has been prepared for consideration by Council that incorporates a projected 2.75% increase that builds on the 2006 -2010 Council plan to invest in Township infrastructure. Integral to the 2011 Capital Budget discussions will be direction from Council on a long- term debt funding strategy that will be required to complete the road surfacing on the remaining 40km of gravel roads across the Township and deal with aging municipal infrastructure. Of the $2,562,830 tax levy supported portion of the Capital Budget, approximately $1,000,000 is allocated for debt retirement. Staff anticipate Council will provide direction on a long term debt financing strategy at the December 8 2010 financial overview briefing session. CAO December 8, 2010 Report No. CAO 2010 -14 Page 2 of 6 Page 8 of 254 9a) - Robin Dunn, Chief Administrative Off... Plans are to engage Council in a multi -year capital plan (long term financial plan) presentation prior to the end of the first quarter 2011. OPERATING BUDGET EXPENDITURE ADJUSTMENTS Expenses Priority service level /budget adjustments In the 2010 budget presentation, staff identified the need for Council consideration of an increased allocation for the Corporate Facility Reserve. In May 2010, as part of the Township Strategic Plan workshop, Council received the Treasurer's tangible capital asset inventory and long range financial projection. The Treasurer's analysis identified that the Municipality must increase its reserve allocations to start to address the identified asset funding short fall. 1) An additional operating allocation of $100,000 has been included to meet the Township's responsibility for the provision of Corporate facility rehabilitation and maintenance. • Corporate Facility Reserve Contribution $100,000 Legislative, Contractual or outside of the control of the Township The 2011 operating budget incorporates a number of service level /budget adjustments identified as "Legislative, Contractual or outside of the control of the Township "; 2) Projected increases for 2011 Policing costs are in the order of $206,000 coupled with an offsetting Provincial Offences revenue increase of $25,000. • OPP Policing Costs $206,000 • POA Revenue ($25,000) The net expenditure increase in the provision of Policing services equates to $181,000, or an increase of 1.7% on the municipal tax rate. 3) The 2011 operating budget incorporates an additional $38,000 for the full allocation of Oro- Medonte's share for operating contribution for the expanded Lake Simcoe Regional Airport. • Lake Simcoe Regional Airport $38,000 4) Environmental Initiatives includes an increased allocation of $48,800 for legislative compliance with Lake Simcoe Protection Act septic inspections. • Septic Inspections Lake Simcoe Protection Act $48,800 CAO December 8, 2010 Report No. CAO 2010 -14 Page 3 of 6 Page 9 of 254 9a) - Robin Dunn, Chief Administrative Off... 5) The allocation to meet the Township's ongoing provision of Insurance is projected to increase by $97,000 for 2011 Insurance Premiums. • Insurance Premiums $97,000 6) The 2011 operating base budget package also incorporates the last year of contractual obligations for bargaining unit staff (CUPE) and a general scale increase for excluded staff. Operating Budget Rollup Impact The role up of the operating expenditure adjustments that are Priority, Legislative, Contractual or outside of the control of the Township are the equivalent of a 4.27% municipal tax rate impact, prior to addressing other identified 2011 base budget adjustments for delivery of services by Township Departments. CAPITAL BUDGET EXPENDITURE ADJUSTMENTS The last four years Council has undertaken an expanded Capital Program to aggressively surface the Township's gravel roads. To accomplish that work the Township has incurred debt that accounts for an estimated $1,000,000 (of the $2,562,283 Tax levy supported Capital Budget) in annual debt repayment for the next 8 year period. The Township's capital asset inventory and long range financial projection clearly identifies the need to increase its reserve allocations to start to address the infrastructure funding short fall. 7) The 2011 Capital Budget includes an additional allocation of $108,000 (equivalent of 1 % tax rate) to start to address the requirement for ongoing rehabilitation and maintenance of both the existing and newly surfaced roads throughout the Township. • Road Rehabilitation & Maintenance $108,000 8) An allocation of $100,000 has also been identified in the capital budget to commence reserve contributions to fund a future facility replacement at the site of the existing Community Center /Guthrie Arena. • Community Center /Guthrie Arena Reserve $100,000 Capital Budget Rollup Impact The role up of identified priority Capital Budget expenditure adjustments together with a minor increase of $98,400 in reserve allocation for; Bridges, Vehicles and Corporate Facilities accounts for an equivalent 2.75% municipal tax rate impact. CAO December 8, 2010 Report No. CAO 2010 -14 Page 4 of 6 Page 10 of 254 9a) - Robin Dunn, Chief Administrative Off... FINANCIAL: Final 2011 Tax Rate POLICIES /LEGISLATION: Numerous CONSULTATIONS: Director, Finance/Treasurer /Deputy CAO Senior Management Team ATTACHMENTS: Appendix I — Township of Oro - Medonte Debt Level Forecast to Operating Levy Appendix II — Township of Oro- Medonte Debt Level Forecast to Capital Levy 2011 Budget Documentation (Council Distribution December 17 th ) CONCLUSION: Operating budget adjustments (over 2011 base budget) in Department presentations were reviewed by the CAO and Treasurer prior to submission for Council consideration and are in support of: • Council Mandate & priorities identified in the Township Strategic Plan, • Legislative requirements, • Health & safety compliance, • Investment required for preservation (maintenance) of an existing asset, • Investment associated with a new asset or service The 2011 Draft Operating Budget of $14,805,878 has been prepared to include 2011 base budget adjustments identified in each Department budget presentation totaling approximately $954,000 or equivalent to an 8.77% municipal portion of the tax rate. The 2011 Draft Capital Budget of $7,118,000 has been prepared and incorporates an increase in infrastructure investment totaling 2.75 %. This is a recommended minimum capital program to invest in Township infrastructure. CAO December 8, 2010 Report No. CAO 2010 -14 Page 5 of 6 Page 11 of 254 9a) - Robin Dunn, Chief Administrative Off... Each Department Senior Manager is prepared to present to Council the 2011 base budget and highlight recommended 2011 budget adjustments together with the supporting rationale. Respectfully submitted: - Rob Dunn, C.E.T., PAdm, M.A. i Administrative Officer CAO Report No. CAO 2010 -14 ber 8, 2010 Page 6 of 6 Page 12 of 254 9a) - Robin Dunn, Chief Administrative Off... APPENDIX I OPERATING REVENUES Page 13 of 254 9a) - Robin Dunn, Chief Administrative Off... Page 14 of 254 M O R el NO N O 0 e-I 0 N � e} N LO c N O m c3 LD o Ln m O 0 lD H N N O ry O .-I N M N O N Ol N N M N co � o a° W m V m O v n a n N m N N M O N N In � N O O, o o \ a n N m N c �.n to .� oo O N N H M w M d' vi Co o N Lq to N N to n \ o e W v v co � ti oo a N N N W n o 0 0 ": N to ? to n am N N N LU W Ln I. 2 Z ^ n m ti O W ,, ° v n �+ to n 0 N > N m W Q Ln N U O LU = _Z r r v O C O u- ~ v o v LL J c O rn O ? W O C d N W � o o e Lo m Ol rq N Ln In Z W o O a O m a 16 � O O NQ N en o o N o ° ? a v t6 l6 ry � m oo ti In n °4 s? o r O N N m N M Ol co N O N ~ ti o O 01 N n n fi In m W z ci w S O~ N N O Wc� z z z W ❑ W ❑ ❑ w ¢ Z W D � Q N w u W D_ m W m m Z W W w z O 0 ❑ OC iy O O O O a Z O c' O O a 0 Q p 0 C < O O O H w W m to m N N W Q O ❑ � ❑ w LL w Page 14 of 254 9a) - Robin Dunn, Chief Administrative Off... APPENDIX II TAX LEVY FOR CAPITAL PURPOSES Page 15 of 254 9a) - Robin Dunn, Chief Administrative Off... Page 16 of 254 10 M a o O O h M T ° O O N h In cj r M N a N M rv1 a, N O h N N ^ W Ln M N O M M N M 0 0 0 oe N M N 00 Ln M H Ln h V N N O N Ln N N M N M I M e a? 00 .M-1 en N In 00 tD h h 10 O .-1 c 1 h 00 O y c N N M n M N h of o� pe c-i d R N O h O h Gl N ,hy p o m c-1 m m M W v m H W LA O Oh h O N i ID � Ol T M c7 C a N J W - N O h v co M O a o V N M rl M V l�n 0 N N u O O K LL a° a ae ID LL h O M N LL J J O M 7 v1 O W X N Ui = J ~ h \ \ o Ln LL O z m O ti D O ch W g r m m a N Q a n o m O. Q. o 00 ao N 0 h O 00 m N v N a NN � a, N 00 n o N M h N O c-+ O N N m W z O N N + ° W N O N O N z Z OW C aC Z d D Q /> /) J U K — F d z U W p p Q O p O C) p 0 0 w d ° W Q p O 0 c' 0 O w X M v m ri a t rq 1 v6 LL Page 16 of 254 9b) - Report No. TES 2010 -22, Jerry Ball, 7'o of REPORTO�' < <� Proud Heritage, Exciting Future Report No. To: Prepared By: TES2010 -22 COUNCIL Jerry Ball Meeting Date: Subject: Motion # December 8, 2010 Entrance Request, Line 1 South, from Ridge Road Roll #: R.M.S. File #: South RECOMMENDATION(S): Requires Action zX For Information Only It is recommended that: 1. THAT Report No. TES2010 -22 be received and adopted. 2. THAT Mr. Mark Porter be granted permission to ingress and egress his property from Line 1 South. 3. THAT the Clerk bring forward a By -Law to permit vehicular traffic on Line 1 South, from Ridge Road South, to the bollards 4. THAT Mr. Mark Porter applies for a Road Entrance Permit, to allow for this second entrance, and that Mr. Porter provide year round maintenance on Line 1 South, from Ridge Road south, for his access. 5. AND THAT the Director of Transportation and Environmental Services notifies Mr. Porter of Councils decision. BACKGROUND: In January 2005, Dr. Donald Nixon made a deputation to Council requesting that Line 1 South be closed to vehicular traffic to prevent vandalism, squatters and littering on this unopened road allowance. Council passed By -Law NO. 2005 -004, which restricts vehicle traffic on Line 1 South, from Ridge Road to Lake Simcoe. Bollards were installed on Line 1 South to stop traffic from entering this unopened road allowance. At the October 6, 2010 Committee of the Whole meeting, Mr. Darren Vella presented a request to Council on behalf of his client, Mr. Mark Porter, to have an entrance approved to the property at #3003 Ridge Road West. Presently there is an existing entrance that provides ingress and egress to this property from the Ridge Road. If the requested second entrance is granted, access to the property would also be available on Line 1 South. During Mr. Vella's deputation, he indicated that this entrance was the original entrance to his clients property, and his client would like to reestablish this access. Transportation and Environmental Services December 8, 2010 Report No.TES2010 -22 Page 1 of 2 Page 17 of 254 9b) - Report No. TES 2010 -22, Jerry Ball, ANALYSIS: In considering this request, and reviewing the site, it is noted that Mr. Porter could access his property from Line 1 South, from Ridge Road South, without having to move the existing bollards. There are no drainage issues or sight line restrictions with granting this request. Mr. Porter would be responsible for year round maintenance on Line 1 South, from Ridge Road South to the bollards for his ingress and egress to his property. FINANCIAL: None POLICIES /LEGISLATION: CONSULTATIONS: Planning Department ATTACHMENTS: Map of Property and pictures of proposed entrance CONCLUSION: As this request utilizes an existing entrance and there are no issues with drainage or sight lines, it is recommended to grant the entrance and that the owner is responsible for year round maintenance on Line 1 south, from Ridge Road South, to the bollards. Respectfully submitted: Jerry Ball, .R.S.S. Director of Transportation and Environmental Services SMT Approval / Comments: I C.A.O. Approval / Comments: Transportation and Environmental Services Report No.TES2010 -22 December 8, 2010 Page 2 of 2 Page 18 of 254 9b) - Report No. TES 2010 -22, Jerry Ball, IPS File No. 2v_ INNOVATIVE PLANNING SOLUTIONS Planners, Project Managers and Land Development 10 -296 Photo No. Date: Site Location: 1 September 27 2010 3003 Ridge Road Description: Et to 3003 Ridge Road pre- existing entrance pillars w to Oro - Medonte Line 1 � South y �e. Photo No. Date: Site Location: 2 September 27 2010 Description: • ��nlirrt�` 9'. 3003 Ridge Road pre- existing entrance pillars to Oro - Medonte Line 1 South Page 19 of 254 9b) - Report No. TES 2010 -22, Jerry Ball, Page 20 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... REPORT r° Sw f Proud Heritage, Excitinz Future Report No. To: Prepared By: DS2010 -059 Council Andria Leigh Meeting Date: Subject: Motion # December 8, 2010 Thomas and Terri -Lynn Shaw — Roll #: R.M.S. File #: Request for Two Dwellings, Part of Lot 18, Concession 13 010-012-01300 (Oro), Township of Oro - Medonte, 188 Line 13 South RECOMMENDATION(S): Requires Action For Information Only ::] It is recommended: 1. THAT Report No. DS 2010 -059 be received and adopted. 2. THAT Council authorizes the request of Thomas and Terri -Lynn Shaw to temporarily reside in the existing dwelling which will be demolished after the completion of the new dwelling to a maximum of twelve months from the time of issuance of the new dwelling building permit. 3. AND THAT the Clerk bring forward the appropriate by -law authorizing the attached agreement to this effect. BACKGROUND: The subject property is approximately 77 acres (31.16 ha), and is located on the south -west side of the intersection of Line 13 South and Highway 11 (See Attachment #1). There is an existing dwelling located on the property, which was constructed in approximately 1870. The applicant is proposing construction of a new dwelling, and is requesting Council's permission (Attachment #2) to temporarily reside in the existing dwelling, which will be demolished after completion of the new home. The applicant's are intending to begin new construction immediately and based on further discussions anticipate the construction to be completed by summer of 2011. They are requesting permission from the Township to maintain the existing dwelling for the 12 month period. The Township's Comprehensive Zoning By -law 97 -95 only permits one dwelling per property, therefore permission is required in order to allow the new permit to be issued prior to demolition of the existing dwelling. ANALYSIS: The Township has historically allowed owners to temporarily reside in existing dwellings or trailers and allow for a building permit to be issued for a new dwelling. This practice has been followed contrary to the Township's Zoning By -law, which only allows one dwelling per property; DEVELOPMENT SERVICES December 8, 2010 Report No. DS2010 -059 Page 1 of 6 Page 21 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... however is a reasonable compromise to assist owners in these cases. A financial deposit and agreement (see Attachment #3) stipulating the terms of the approval will be required to be executed with the owners which ensures compliance after the new dwelling is complete. Council has established a precedent of granting one -year temporary permissions on other properties in the Township. As the applicant's are required to post securities in the amount of $ 20,000.00 to ensure the removal of the original dwelling, it is anticipated that the applicant will expedite the demolition if feasible in order to have their securities returned. FINANCIAL: A $20,000 security deposit is required prior to issuance of a building permit for the new dwelling to ensure removal of the existing dwelling once the new dwelling is constructed. POLICIES /LEGISLATION: The Building Code Act CONSULTATIONS: Mr. & Mrs. Shaw ATTACHMENTS: Attachment # 1 — Location Map Attachment # 2 — Shaw Request to reside in Existing Dwelling Letter Attachment # 3 — Draft By -law and Agreement CONCLUSION: Approval of the attached agreement to permit the landowner to reside in the existing dwelling for a maximum twelve month period while the new dwelling is being constructed is considered appropriate and should be authorized. Respectfully submitted: Andria Leigh, MCIP, RPP Director of Development Services SMT Approval / Comments: DEVELOPMENT SERVICES Report No. DS2010 -059 ber 8, 2010 Page 2 of 6 Page 22 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... Attachment #1 — Location Map ® SUBJECT PROPERTY DEVELOPMENT SERVICES December 8, 2010 Report No. DS2010 -059 Page 3 of 6 Page 23 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... Attachment #2 —Shaw Request Letter November 12, 2010 Dear Ms. Leigh, RE: 188 Oro - Medonte Line 13, South, Lot 18 Roll No. 4346- 010 - 012 - 01300 -0000 This letter is to request permission to maintain and reside in our current dwelling while we build a new dwelling. We are planning to have our new dwelling ready in approximately 4 -6 months, Spring 2011, from the date we begin building. Once our new residence is complete, we plan to demolish our current residence by approximately June 2011. We have been saving for a renovation on our current residence for some time due to our son's asthma and breathing issues which are aggravated by the mould (wet basement) and wood stove (heat system). The escalating cost to renovate a 100+ year old dwelling unfortunately steered us in the direction of a new build. The majority of our work schedule with our Maple Syrup business, Catering business and pig farm takes place between the months of February and November. This is the main reason for our urgency to begin the steps to build this Fall during our less hectic time of the year. It is our lack of knowledge of this process that leads us to this stage of planning. We respectfully request your attention to this matter. We can be reached by phone, or by e-mail. Regards, Terri -Lynn & Tom Shaw DEVELOPMENT SERVICES December 8, 2010 Report No. DS2010 -059 Page 4 of 6 Page 24 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... Attachment #3 —Draft By -law and Agreement THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010 -188 BEING A BY -LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE TOWNSHIP OF ORO- MEDONTE AND THOMAS AND TERRI -LYNN SHAW TO ALLOW FOR TWO DWELLINGS WHEREAS the Municipal Act, 2001,S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte deems it desirable to enter into an agreement dated December 8, 2010, for a 12 month period from the date of building permit issuance, with Thomas and Terri -Lynn Shaw to temporarily reside in the existing dwelling which will be demolished after the completion of the new dwelling at 188 Line 13 South, Part of Lot 18, Concession 13 (Oro), Township of Oro - Medonte. NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. THAT the Mayor and Clerk be authorized to execute the Agreement attached hereto as Schedule "A" and forming part of this By -Law; 2. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS S DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin DEVELOPMENT SERVICES Report No. DS2010 -059 December 8, 2010 Page 5of6 Page 25 of 254 9c) - Report No. DS 2010 -59, Andria Leigh,... Attachment #3 —Draft By -law and Agreement (Cont.) Schedule "A" to By -law No. 2010 -188 (Agreement) In consideration of receiving a building permit from the Township of Oro - Medonte, We, Thomas and Terri - Lynn Shaw, of the Township of Oro - Medonte (formerly Township of Oro) in the County of Simcoe, covenant and agree as follows: 1. That we are the registered owners of Part of Lot 18, Concession 13 being more particularly described as 188 Line 13 South. 2. That we have applied to the Council of the Corporation of the Township of Oro - Medonte for permission to temporarily reside in our existing dwelling on the above- mentioned lands, at the same time as a new dwelling is under construction on those same lands, wherein such procedure is not provided for under the provisions of the Township of Oro - Medonte's Zoning By -law as amended. 3. That we hereby acknowledge that permission has been given by the Council of the Corporation of the Township of Oro - Medonte subject to the following provisions: a) That such permission is granted for the twelve month period from permit issuance or until completion of the proposed new dwelling, whichever is the lesser period of time; and b) That on completion of the new dwelling, as evidenced by a Provisional Occupancy Certificate, the existing dwelling is to be removed within one month to the satisfaction of the Township's Chief Building Official; and c) That application to the Township of Oro - Medonte for a temporary use permit will be made forthwith (Fee $100.00). 4. That certified funds in the amount of $20,000.00 be retained by the Corporation of the Township of Oro - Medonte until the above - mentioned conditions are fulfilled to the sole satisfaction of the Township. a) Failure to comply with the aforementioned conditions will result in the Corporation of the Township of Oro - Medonte redeeming the certified funds at its sole discretion. 5. That we hereby agree to the terms and conditions set out above. 6. It is understood that failure to comply with the terms and conditions as set out herein, shall release and save harmless the Corporation of the Township of Oro - Medonte from pursuing such litigation, as may be necessary to secure compliance or conformity with any applicable Municipal By -law or provincial Regulation as may be provided for. 7. We hereby covenant and agree to indemnify and save harmless the Township of Oro - Medonte from all costs, claims, liability and actions which may result or arise from the issuance of the building permit or the entering into of this agreement. Date Thomas Shaw, Owner Mayor, H. S. Hughes Terri -Lynn Shaw, Owner Clerk, J. Douglas Irwin Witness DEVELOPMENT SERVICES December 8, 2010 Report No. DS2010 -059 Page 6 of 6 Page 26 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... 'Township of REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: CS 2010 -28 Council Doug Irwin, Janette Teeter Marie Brissette, Jenn Jerme Meeting Date: Subject: Motion # December 8, 2010 Accessibility — 2010 Municipal Election Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only Be it resolved that: 1. Report No. CS 2010 -28, re: Accessibility — 2010 Municipal Election be received for information only. BACKGROUND: Section 12.1 of the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended, states: 12.1(1 A clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities. 12.1 Within 90 days after voting day in a regular election, the clerk shall submit a report to council about the identification, removal and prevention of barriers that affect electors and candidates with disabilities. This report outlines a review of the process with respect to Section 12.1(2) noted above. CORPORATE SERVICES Report No. CS2010 -28 December 8, 2010 Page 1 of 8 Page 27 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... ANALYSIS: Identification of Barriers The Township took the following actions to identify barriers that could possibly affect electors and candidates with disabilities: Staff identified all possible vote locations which included municipally owned /operated facilities, commercial facilities and places of gathering for religious purposes within the Township. Accordingly, the various sources used were the Oro - Medonte Recreation and Community Guide, the Oro - Medonte Chamber of Commerce member's listing, all locations previously utilized in past municipal elections and other facilities that staff were made aware of. In order to gather comments and recommendations to meet accessibility needs, site inspections of the potential vote locations were conducted between February and July, 2010. The Municipal Elections Act, 1996, S.O. 1996, c. 32, the Accessibility for Ontarians with Disabilities Act, 2005 — Regulation 429/07 — Accessibility Standards for Customer Service and the Ontario Building Code (OBC) were used as guidelines to create the Township's accessibility checklist which were utilized when conducting the site visits of each potential vote location (attached as Attachment #1). The information gathered was compiled into a spreadsheet with each possible vote location being graded on a scale of Poor, Fair, Good or Excellent; the preferred vote locations were established. A member of the Township's Accessibility Advisory Committee (AAC) was provided with copies of the spreadsheet, along with supporting pictures and /or documentation (i.e., correspondence, emails or notes from the 2006 election relating to the potential voting locations) and the list of preferred voting locations identified for her review and comment. The AAC member and Committee Co- ordinator attended each preferred vote location to review, identify and address supplementary accessibility issues. Closer to election day, staff from the Clerk's Department and I.T. Department visited each location to test and confirm the electronic equipment to be used. Accordingly, staff assessed the location and sketched maps to assist the election official staff with meeting the needs of the electorate as well as to ensure that appropriate space and visual requirements (i.e., placement of signage) would be noted. The Clerk's Department was available at any time to assist with any issues that arose with respect to providing a barrier -free election. CORPORATE SERVICES December 8, 2010 Report No. CS2010 -28 Page 2 of 8 Page 28 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... Removal and Prevention of Barriers The Township took the following actions to remove and prevent barriers that affect electors and candidates with disabilities: Communication and Information The Township's website was the main communication source to provide accessible information to the electorate, candidates and persons of interest. Staff regularly updated the Township's website to ensure materials posted on the front page of the website, the "What's New" section, the 2010 Municipal Election link as well as under the Newsroom section which included Media Releases and Careers /Opportunities section. For the electors who did not have internet access, posters and notices were placed on the front glass doors, bulletin board and large electronic screen board entering the Administration office and handouts were available in the Customer Service Area and front counter. Advertisements were placed in surrounding newspapers of Barrie Examiner, Orillia Packet & Times and Midland Free Press and notices were placed in the North Simcoe Community Newspaper (which is delivered to every household in the Township) in the Spring (April /May); Summertime (June /July) and Fall (August/September) issues. The Township's Recreation and Community Services Brochure contained full page communications, including coloured voting location mapping which was delivered to all the schools and sent home with each student. Candidates were provided with AMCTO's "Candidate's Guide to Accessible Elections" when filing their nomination papers to ensure a positive campaign. This guide included suggestions for their campaign offices, election materials and understanding electors with disabilities. This Guide was also posted on the Township's website for the electorate. To accommodate electors unable to attend the Township Office to make an amendment to the Voters' List, staff established a procedure for adding or amending their name to the voters' list by allowing them to complete the form in the comfort of their residence. The form was available on the Township's website, at the office or via email or mail. The form required an original signature with a copy of acceptable identification and could be mailed or placed in the drop -off box at the Township office after hours. In order to communicate the legislated changes such as acceptable identification requirements, accessible voting places for Advance Vote Days and Election Day, and procedures and process, staff from the Clerk's Department attended community events, both within the Township and surrounding municipalities, to operate an Information Booth. Display boards and handouts were provided from July through October at the Orillia Farmer's Market, Hawkestone Farmer's Market, Oro World's Fair and in the community of Craighurst. This information was also available through the Township's website. The Deputy Clerk and Committee Co- ordinator attended monthly meetings with the municipalities of Springwater, Severn, Ramara and Orillia where the election process, including accessibility standards and issues, were addressed in order to ensure compliance with the intent of the Municipal Elections Act. CORPORATE SERVICES December 8, 2010 Report No. CS2010 -28 Page 3 of 8 Page 29 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... Topics included: • Reviewed legislation /standards, • List of accessibility requirements for voting stations created, • Reviewed benefits /downfalls of various methods of voting, • Listed improvements required from the 2006 election process, • Advertising of "accessible locations ", • Reviewed CNIB standards for printed materials, • Reviewed use of braille cards for marking ballots. (This was not feasible due to cost and the limited need within our respective areas. Suppliers advised that the use of braille is being phased out by new technology for those with sight disabilities). • Reviewed various types of ballots, fonts and coloured paper supplies for voters with sight disabilities, • Reviewed policies for voters requiring assistance to vote. The Records Clerk worked closely with Canada Post with respect to the Voters' List software to ensure data format consistency, including formatting street names, addresses, resolving data conflicts and working with community groups to ensure all mailing information was consistent to maximize distribution of the voting notification packages. The Voter Notification Cards individually stated that "some vote locations may not be fully accessible. Should you have questions regarding the vote location you are planning to attend, please contact the Clerk's Department'. Only the locations that were deemed fully physically accessible by the Township's criteria showed the accessible symbol beside the relative location. In September, the Deputy Clerk arranged for the Ministry of Municipal Affairs and Housing to provide a Candidate Information Session with respect to financial requirements. Given that the Township's office is fully accessible, to allow more accessibility to candidates, the invitation was extended to surrounding municipalities. Voting Locations At the February 3, 2010 Committee of the Whole meeting, Council received Report No. CS 2010 -02, re: 2010 Municipal Election, Poll Re- alignment which identified a poll re- alignment to 3 polls per Ward in the Township. The process of merging voting subdivisions eliminated possible confusion related to conducting multiple polls in a single voting location; ensured voting was provided in accessible facilities and assisted in streamlining the process to conduct the Election in an efficient manner. During the site visits, staff addressed accessibility concerns with the schools being used for vote locations. Election Day was designated as a Professional Activity day which greatly assisted the Township and the School's concerns with respect to accessibility, additional parking and safety concerns. Signage was reviewed for each location. Concerns were raised with respect to providing additional signage to the more populated voting locations. Accordingly, additional signage was created, addressed at the election worker training and posted at the locations (e.g., Huron CORPORATE SERVICES Report No. CS2010 -28 ber 8, 2010 Page 4 of 8 Page 30 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... Room at Horseshoe Valley Resort). Edgar Community Hall posted "handicapped" parking signage closest to the front door. Voting In past municipal elections, one Advance Vote Day was held at two locations on the same day. For the 2010 Election, Advance Vote Days included two locations per day (one in the northern and one in the southern portions of the Township) for three consecutive days. This provided a "vote anywhere" in the municipality at any six locations throughout the Township from 10:00 a.m. to 8:00 p.m. during two week days and one weekend day in order to increase availability to the electors and to ease concerns regarding the use of religious venues. Each Advance Vote Day location was rotated to a different venue in order to provide more accessibility to electors. While the legislation provides that all electors shall have the ability to vote unassisted, the election workers were trained on assisting voters, if requested by the elector, to ensure that all electors were given the opportunity to vote including to: • allow a friend to assist with the vote, • allow an interpreter to assist with the vote, • allow the DRO to assist an elector to vote as they have taken an Oath of Secrecy, as well as the • acceptance of service animals and support persons. A procedure was established which allowed for the temporary closure of vote locations, in order for election staff to attend to an elector within the designated voting area, to allow the elector to vote. This procedure proved to be effective as demonstrated by the following examples: an elector was uncomfortable entering the Rugby Hall on the Advance Vote Day of Friday, October 15, 2010 and the Highlands Golf Club House on Election Day. In both instances, the electors were able to vote through the attendance of Election Staff outside of the building. Election Staff Trainin The Clerk, Deputy Clerk and Committee Co- ordinator attended training sessions hosted by AMCTO and the Clerk attended workshops at the annual AMCTO Conference with respect to the 2010 Municipal Election and "Accessible Elections ". The training included tips to enable election personnel to become more aware of persons with disabilities and provided ideas to facilitate improvements with persons with disabilities. Several different reference materials were provided, i.e., in the election worker handbook, colour screen shot displays outlined step by step instructions. A laminated, 11 x1 7 "placemat" was supplied for each table as a cheat sheet which outlined how to handle each voting scenario, oath wording, tips and emergency contact information. Throughout the process, numerous suggestions from Election staff were implemented and posters were updated with additional information. Accordingly, elector concerns were monitored to ensure their needs were met. The Municipal Elections Act and Reg. 429/07 with respect to Accessibility Standards for Customer Service were reviewed as background. The Committee Co- ordinator, certified as a CORPORATE SERVICES December 8, 2010 Report No. CS2010 -28 Page 5 of 8 Page 31 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... Trainer, conducted the Accessibility for Customer Service training portion to all the election workers. The training included the Township's policy, procedures and best practices when interacting and communicating with a person with a type of disability, including the use of an assistive device, service animal or if a person is having difficulty accessing the location. The Township's Accessibility Standards for Customer Service, POL- AODA -01, was included in the training manual for the election workers and is posted on the Township's website. Training was held on two different days, scheduled during the day and evening to be more accessible and flexible to election workers calendars /schedules. Additional and optional training was offered and scheduled in groups or one on one sessions to ensure the election workers were completely comfortable with the hardware, software and processes being utilized in the 2010 Election. Various Township staff worked on the Advance Vote Days with a Deputy Returning Office and an Assistant Deputy Returning Officer. These staff members were then situated at different vote locations on Election Day morning to assist with and ease any start up concerns. Municipal Law Enforcement and I.T. staff were available the entire day to attend to any location requiring assistance. The Clerk made site visits at every location to view and note suggestions for improvement, e.g., lighting at night. The Election staff were encouraged to complete their evaluation forms which included positive aspects and suggestions for improvement on the areas of training /equipment /use of the electronic voters' list; supplies /reference material; vote location and other. An additional checklist called "List of Events" was included to record any instances that occurred throughout the day for staff to be aware of and follow up. Voting Method For each voting method, the following measures were taken to ensure accessibility: The use of traditional paper ballot format was reviewed. During this process, the CNIB Clear Print Accessibility Guidelines were considered and implemented to assist a person with a sight disability, including high contrast colours for text and background; type colour; point size (between 12 and 18); leading; font family and font style; font heaviness; letter spacing; margins and columns; paper finish; and clean design and simplicity. Pictorial and large graphic material was posted in the voting booths to assist electors (e.g., examples of acceptable marks to mark the ballot). Supplies were reviewed with respect to providing accessible materials which included magnifying sheets being available at all voting booths. The sheets were labeled accordingly with instructions on how to use for best results. Staff received several positive comments from the electors. All voting places had regard to having: • A seating area available for electors to rest a short time if needed, • Voting booths being low and wide enough to enable wheelchair or scooter access, • Corridors wide enough and easily travelled with a wheelchair or scooter • Chairs provided at voting booths to allow sitting while voting. CORPORATE SERVICES Report No. CS2010 -28 December 8, 2010 Page 6of8 Page 32 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... FINANCIAL: The financial impact to address the Township's efforts to meet accessibility requirements was incorporated into the 2010 Municipal Election allocation. POLICIES /LEGISLATION: • Municipal Elections Act, 1996, as amended • Accessibility for Ontarians with Disabilities Act, 2005 — Regulation 429/07 — Accessibility Standards for Customer Service • Township of Oro - Medonte's Customer Service — Visions and Values • Township Policy #POL- AODA -01, Accessibility Standards for Customer Service CONSULTATIONS: • AMCTO • Area municipalities • Accessibility Advisory Committee member ATTACHMENTS: Attachment #1 - Accessibility Checklist Used When Conducting Site Visits CONCLUSION: While staff are satisfied that the Township was successful in meeting accessible standards as available in a rural municipality for the 2010 Municipal Election, staff are mindful that additional accessibility requirements will be identified /legislated prior to the 2014 Municipal Election. In anticipation of future accessibility requirements, staff will be recommending an increase in the annual transfer to reserve for the 2014 Municipal election in order that the Township will be positioned to meet any accessibility requirements identified. Re ctf submitted: Dou I` i Dir eat r of Corporate Services /Clerk `� , , anette Teeter Deputy Clerk Marie Brissette Committee Co- ordinator 9 Jenn Jermey Records Clerk C.A.O. Approval / Comments: CORPORATE SERVICI Report No. CS2010 -28 December 8, 2010 Page 7 of 8 Page 33 of 254 9d) - Report No. CS 2010 -28, Doug Irwin, D... Location: Attachment #1 to Report No. CS 2010 -028 Getting to the voting location: 1. Voting location on an accessible /main route? Notes: 2. Name, address of building visible from street? Notes: 3. Accessible parking lot? Number of marked /accessible parking spots large enough for chair with I ift? Notes: 4. Parking lot firm /level /maintained? Notes: 5. Are curb cuts provided? Sidewalks? Notes: 6. Route to entrance accessible /in good repair? Notes: 7. Can the voting location be easily identified? Notes: 8. Ramp provided /in good repair /hand rails? Entrance accessible? Notes: 9. Door hardware accessible? Push button? Passes fist test? Width? Opens with ease? Within reach? Notes: 10. Entrance easy to see? Well lit? Notes: Getting to the ballot box: 11. Level access from entrance to voting area? Door mats creating hazard? Non -slip floors? Notes: 12. Voting location well lit? Notes: 13. Rest areas /seats available? Notes: 14. Corridors wide enough for scooter /wheelchair? Notes: 15. Accessible washrooms? Notes: CORPORATE SERVICES December 8, 2010 Report No. CS2010 -28 Page 8 of 8 Page 34 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, TotivnsI of REPORT Proud Heritage, Exciting Future Report No. CS 2010 -029 To: Council Prepared By: Doug Irwin Meeting Date: December 8, 2010 Subject: Meeting Structure and Procedural By -law Recommendations Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action X❑ For Information Only It is recommended that: 1. Report No. CS 2010 -029 be received and adopted. 2. That the Clerk bring forward an updated Procedural By -law, for Council's consideration, which incorporates the recommendations contained in Report No. CS2010 -029. BACKGROUND: In response to Council inquiries with respect to procedures to streamline meetings of Council and its advisory bodies, staff undertook a review of the practices and meeting structure /frequency of other municipalities, and staff presented Report No. CS2010 -006 at the April 21, 2010 meeting. Some of the findings are outlined in the Analysis section of this report. On November 19, 2010, Council -Elect participated in a Meeting Procedures Workshop conduct by Jim Lochrie, Certified Professional Parliamentarian and Teacher of Parliamentary Law. During the workshop, a number of items were identified in the Township's current Procedural By -law that should be refined to provide a clear and consistently worded document. Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 1 of 8 Page 35 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ANALYSIS: Report No CS2010 -006 identified the number of Council, Committee of the Whole, or combined Council and Committee of the Whole meetings that the various municipalities held each month, as outlined below: Municipality # of Meetings/Month Oro - Medonte 4 Bradford West Gwillimbury 3 Essa 2 Midland 2 Ramara 2 S rin water 2 Tay 2 Tiny 2 Ad'ala- Tosorontio 1 Severn 1 Based on these reviews, the following recommendations are presented for Council's consideration. Committee of the Whole meetings were traditionally conducted to permit informal discussion on matters, with recommendations forwarded to Council for ratification. The period of time between the Committee of the Whole meeting and ratification at Council provided members to have a "second thought" prior to action being taken on the recommendation. Over the past couple of terms of Council, Oro - Medonte's Council has focused on effective meetings, which has resulted in similar debate occurring at both Committee of the Whole and Council meetings. Currently, Oro - Medonte conducts 2 Committee of the Whole meetings per month, and 2 Council meetings per month. The recommendations from the Committee of the Whole meetings are brought forward for ratification at the next regular Council meeting. This practice provides 2 meetings per month where Council's decisions are immediately actionable and by -laws may be enacted, and 2 meetings per month where Committee of the Whole's recommendations must wait at least one week before they are ratified and actionable. This practice has provided confusion for some members of the public in the manner in which Council conducts business. As outlined during the Meeting Procedures Workshop, and the recommended amendments to the Township's Procedural By -law outlined in this report, a decision of Council may be reconsidered and /or a motion may be brought forward to rescind, alter or amend a decision previously made. Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 2 of 8 Page 36 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, To enhance customer service, streamline processes, provide a consistent agenda and conduct an additional meeting where Council's decisions are immediately actionable and by -laws may be enacted, it is recommended that the Township discontinue the 2 Committee of the Whole meetings per month and replace them with 1 Council meeting, to be held during the day. The recommended schedule for the majority of the year would be: • 1s Wednesday of the month —Council meeting to be held during the day • 2 " Wednesday of the month — Council meeting commencing at 6:00 p.m. • 4th Wednesday of the month — Council meeting commencing at 6:00 p.m. This recommended schedule would ensure that when there are 5 weeks in a month, that Council is meeting no longer than every other week. Council has two options with respect to the commencement time of the day Council meeting proposed for the 1 st Wednesday of the month. Option 1 — commencement at 10:00 a.m. (adjournment at 2:00 p.m.) Option 2 — commencement at 2:00 p.m. (adjournment at 6:00 p.m.) The recommended commencement times outlined are for the open session of the meetings, additional recommendations with respect to the commencement times for Closed Session Items are outlined in "13.1 — Order of the Day" further on in this report. Staff recommend that the commencement time for a day meeting be established at 2:00 p.m. An afternoon commencement time will provide individuals who are attending a day meeting the following possible benefits: An additional half day notice to review the agenda once posted to the Township's website; For those individuals who are working traditional shifts, it would provide the opportunity to work a half day in the morning; and It would provide the Township with the necessary time to provide notice of cancellation of the meeting in the case of severe inclement weather. It is further recommended that an adjournment time of 6:00 p.m. be established for the day meeting of Council commencing at 2:00 p.m., unless suspended by resolution. Due to the reduced meeting schedule in the months of July and August, it is recommended that the regular Council meeting would be held as a day meeting commencing at 10:00 a.m. Special Council meetings would continue to be called as required, when Council must make decisions and actions must be taken before the next regularly scheduled meeting. Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 3 of 8 Page 37 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, In December 2007, Council adopted an Accountability and Transparency Policy. The policy statement includes the following: 'Accountability, transparency and openness are standards of good government that enhance public trust. They are achieved through the municipality adopting measures ensuring, to the best of its ability, that all activities and services are undertaken utilizing a process that is open and accessible to its stakeholders. In addition, wherever possible, the municipality will engage its stakeholders throughout its decision making process which will be open, visible and transparent to the public." Accountability and Transparency are defined in the policy as follows: Accountability — The principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions. Transparency - The principle that the municipality actively encourages and fosters stakeholder participation and openness in its decision making processes. Additionally, transparency means that the municipality's decision making process is open and clear to the public. In reviewing the Township's practice of having verbal information provided and received during a meeting, it has been noted that these verbal items are not visible and transparent to the public, as no written record exists. Individuals in attendance at a meeting would have heard the verbal discussion; however, those who were not in attendance at the meeting have no means of independently determining what the discussion focused on. To address the disparity between verbal matters at a meeting, and the Township's Accountability and Transparency Policy, it is recommended that a section be included in the Procedural By -law that identifies in the event that a matter is addressed during a meeting, and no report, memorandum or correspondence exist as background for the matter, it shall be the responsibility of the member or staff, who spoke to the matter, to provide, at a minimum, a written record of speaking points to the Clerk's office within seven days of the meeting. Such written record shall be included in the agenda package for all open session matters. For closed session matters, such record shall be retained by the Clerk's office, in a secure manner. It is further noted that as the current Announcement portion of the agendas are provided verbally this practice should be amended to include a written record. Announcements of Interest to the Public would be provided to the Clerk's office by 4:30 p.m. the week before the meeting. Upon receipt of these announcements, the Clerk's Office shall prepare a written record of the Announcements which shall be included in the Consent Agenda portion of the agenda for receipt. These amendments will ensure that the Township has a written record for all matters considered at a meeting, and will provide a visible record, thus assisting the Township in complying with its Accountability and Transparency Policy. Corporate Services — Clerk's Office Report No. CS 2010 -029 December 8, 2010 Page 4 of 8 Page 38 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, Further to the Meeting Procedures Workshop of November 19, 2010, the following amendments are recommended to the Township's Procedural By -law (words to be removed have identified with a strik while additions /alterations have been identified with a double underline) 2.0 d) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, Media and all other interested parties a minimum of two (2) hours whenever possible, in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. Add 3.1 c) That prior to the commencement of the first meeting of the newly elected Council. the Clerk in consultation with the Mayor, shall establish the seating arrangement to be used for the Term of Council. 3.3 Add — The Clerk, in consultation with the Mayor, may summon a Special Meeting of the Council in circumstances where Council must make decisions and actions must be taken before the next regularly scheduled meeting. 3.7 a) No meeting of Council, Committee or Technical Support Group including any Closed Session. shall be held in the absence of the Clerk or his /her designate. Add 5.2 c) All members shall ensure that all confidential matters disclosed to them during a Closed Session are maintained as Confidential, and all materials distributed to members during a Closed Session are required to be returned_ to the Clerk at the conclusion of the meeting for destruction. 9.1 i) convey the position of Council once a questions has been decided, w°�h+.eF they including when a member had a minority opinion while demonstrating respect for democracy. Under 9.1 - Council may wish to identify some form of sanctions for when a member breaches the conduct identified. 10.2 d) et+taoize speak against any decision of Council except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. 10.2 e) disobey the rules of Council /Committee or a decision of the Head of Council Chair en g61e6tien8 out of order or practice, or n the i n t eFpFe t a ti en o f t h e ru f + h 10.3 add The Mavor /Head of Council or Chair may take part in any debate without I avino the chair. Before current 10.3 d) add No member shall speak more than once, except as outlined in Section 10.3 d), until every member who desires to speak has spoken. Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 5 of 8 Page 39 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, 10.3 d) Upon verbal notification by the Mayor /Head of Council or Chair of their intention to enforce the following time limits, no member shall speak to the same question for longer than 2 (two) minutes. With the leave of the Mayor /Head of Council or Chair a supplementary question with a further 1 (one) minute, may be granted. 11.1 Notwithstanding Section 11.4 c). the Mayor /Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.2 Notwithstanding Section 11.4 c). the Chair of Committee of the Whole (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.4 e) Any motion shall require a majority of votes of the quorum r in order to be valid and binding on Council. Wh ^r^ ^ ^._ ^, ;6 ^r^ ^^+ 11.6 a) If a member who has voted on a question disagrees with the declaration of the Mayor /Head of Council or Chair that the question is carried, or lost, he /she may, but only immediately after the declaration by the Mayor /Head of Council or Chair, appeal the declaration. On an appeal of the declaration by a member, the Mayor /Head of Council or Chair shall call for a recorded vote to be taken on the question in the manner prescribed in Section 11.8 of this By -law. 12.1 c) kyo a motion to defer shall not be considered until every member who desires to speak has spoken. 12.4 a) A motion to rescind or that has the ^ffeGt of being / Gntrary er o p pes ite , f^ alter or amend a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 12.4 (b). 12.5 c) No main motion may be reconsidered nd f 4h ^, the 4 i , a Re l V rlT c Plis lr.7BlY rrrtc i7 motion may fake place mor than ORc;e4n a ninety-day per ied more than once, and may only be reconsidered if action has not vet been taken Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 6 of 8 Page 40 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, 13.1 Order of the Day — Council has expressed a desire to review the Order of the Day for Council agendas with the possibility of moving the Closed Session Items to the start of the agenda and possibly re -order other items. Staff have reviewed agenda structures of other municipalities and provide the following recommendations: Closed Session Items be moved towards the beginning of the agenda, and that when there are Closed Session Items to be considered, the meeting commence 1 hour earlier to deal with the Closed Session. The open session of the meeting would commence at the recommended time, and any matter which was not concluded during the initial Closed Session, would be carried forward to a Closed Session towards the end of the meeting agenda. In the event that Council concluded discussion on the Closed Session Items prior to the 1 hour time limit, Council would rise and recess, and then report on the Closed Session Items when the meeting reconvenes at the appointed time for public attendance. • Questions from the Public Clarifying an Agenda Item be relocated towards the start of the open session of the meeting and re- titled, so that members of the audience can identify agenda items of interest to them. Based on the above recommendations, the Order of the Day would be as follows: 1. Call to Order— Private Prayer /Moment of Reflection 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Identification from the Public of an Agenda Item of Interest 6. Minutes of Council and Committees 7. Recognition of Achievements 8. Public Meetings 9. Deputations 10. Reports of Municipal Officers 11. Reports of Members of Council 12. Consent Agenda 13. Communications 14. Notice of Motions 15. By -laws 16. Closed Session Items (Unfinished Items) 17. Confirmation By -law 18. Adjournment The above -noted recommendations will assist the Township in conducting effective and efficient meetings, streamline processes, and provide additional notification time with respect to matters that will be discussed during a meeting. Corporate Services — Clerk's Office Report No. CS 2010 -029 December 8, 2010 Page 7 of 8 Page 41 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, FINANCIAL: • Not Applicable POLICIES /LEGISLATION: • Township's Procedural By -law • Corporate Goal — Service Excellence • Township Accountability and Transparency Policy CONSULTATIONS: • Other municipalities ATTACHMENTS: ::1 • 2011 Council Meeting Schedule — Proposed (Based on report recommendations) • Accountability and Transparency Policy — By -law No. 2007 -140 • Procedural By -law No. 2010 -080 CONCLUSION: It is recommended that the Clerk bring forward an updated Procedural By -law that incorporates the recommendations contained in this report. Given that the meetings for January 2011 have already been advertised, it would be recommended to have an updated Procedural By -law come into force on January 31, 2011. Respectfully submitted: J. oug4 ' erecto to Services /Clerk C.A.O. Approval / Comments: Corporate Services — Clerk's Office December 8, 2010 Report No. CS 2010 -029 Page 8 of 8 Page 42 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... 2011 COUNCIL MEETING SCHEDULE - PROPOSED January SUN MON TUE WED THU FRI SAT 1 2 C — Day 3 4 1 2 3 4 5 6 SC — 1 pm 7 8 9 10 11 12 C -1 pm 13 14 15 16 17 18 19 CW -9am 20 21 22 23 24 25 26 C -6pm 27 28 29 30 31 February SUN MON TUE WED THU FRI SAT 1 2 C — Day 3 4 5 6 7 8 9 C -6pm 10 11 12 13 14 15 16 17 18 19 20 21 22 23 C -6pm 24 25 26 27 28 29 30 31 March SUN MON TUE WED THU FRI SAT 1 2 C — Da 3 4 5 6 7 8 9 C -6pm 10 11 12 13 14 15 16 17 18 19 20 21 22 23 C -6pm 24 25 26 27 28 29 30 31 Page 43 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... 2011 COUNCIL MEETING SCHEDULE - PROPOSED April SUN MON TUE WED THU FRI SAT 1 2 3 4 C — Da 5 1 2 3 4 5 6 C — Da 7 8 9 10 11 12 13 C -6pm 14 15 16 17 18 19 20 21 22 23 24 25 26 27 C -6pm 28 29 30 May SUN MON TUE WED THU FRI SAT 1 2 3 4 C — Da 5 6 7 8 9 10 11 C -6pm 12 13 14 15 16 17 18 19 20 21 22 23 24 25 C -6pm 26 27 28 29 30 31 29 30 June SUN MON TUE WED THU FRI SAT 1 C — Day 2 3 4 5 6 7 8 C -6pm 9 10 11 12 13 14 15 16 17 18 19 20 21 22 C -6pm 23 24 25 26 27 28 29 30 Page 44 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... 2011 COUNCIL MEETING SCHEDULE - PROPOSED July SUN MON TUE WED THU FRI SAT 1 2 3 4 1 2 3 4 5 6 7 8 9 10 11 12 13 C -10am 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 August SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 C -10am 18 19 20 21 22 23 24 25 26 27 28 29 30 31 29 30 September SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 C — Day 8 9 10 11 12 13 14 C -6pm 15 16 17 18 19 20 21 22 23 24 25 26 27 28 C -6pm 29 30 Page 45 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... 2011 COUNCIL MEETING SCHEDULE - PROPOSED October SUN MON TUE WED THU FRI SAT 1 2 C — Da 3 4 1 2 3 4 5 C — Day 6 7 8 9 10 11 12 C -6pm 13 14 15 16 17 18 19 20 21 22 23 24 25 26 C -6pm 27 28 29 30 31 November SUN MON TUE WED THU FRI SAT 1 2 C — Da 3 4 5 6 7 8 9 C -6pm 10 11 12 13 14 15 16 17 18 19 20 21 22 23 C -6pm 24 25 26 27 28 29 30 29 30 31 December SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 C — Da 8 9 10 11 12 13 14 C -6pm 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Page 46 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... The Township of Oro - Medonte Policy Accountability and Transparency Subject Page 1 of 2 Policy /Procedure Section Accountability and # POL- ADM -08 Administration Transparency Enacted By Council: December 19, 2007 Purpose The Municipal Act, 2001, S. 0. 2001, c.25, as amended, (the Act) requires that all municipalities adopt and maintain a policy with respect to the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. The purpose of this policy is to provide guidance for the delivery of the municipality's activities and services in accordance with the principles as outlined herein. This policy has been developed in accordance with the Act to comply with Section 270. Definitions: Accountability; Transparency Accountability — The principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions. Transparency - The principle that the municipality actively encourages and fosters stakeholder participation and openness in its decision making processes. Additionally, transparency means that the municipality's decision making process is open and clear to the public. Policy Statement The Council of the Township of Oro - Medonte acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner by: • Encouraging public access and participation to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions; • Delivering high quality services to its citizens; and • Promoting the efficient use of public resources. Accountability, transparency and openness are standards of good government that enhance public trust. They are achieved through the municipality adopting measures ensuring, to the best of its ability, that all activities and services are undertaken utilizing a process that is open and accessible to its stakeholders. In addition, wherever possible, the municipality will engage its stakeholders throughout its decision making process which will be open, visible and transparent to the public. Policy Requirements The principles of accountability and transparency shall apply equally to the political process and decision making and to the administrative management of the municipality. Page 47 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Financial Matters The municipality will be open, accountable and transparent to its stakeholders in its financial dealing as required under the Act. Some examples of how the municipality provides such accountability and transparency are as follows: 1. internal /external audit 2. reporting /statements 3. long term financial planning 4. asset management 5. purchasing /procurement 6. sale of land 7. budget process Internal Governance The municipality's administrative practices ensure specific accountability on the part of its employees through the following initiatives: 1. code of conduct for staff 2. performance management and evaluation 3. hiring policy 4. orientation /continuing education 5. health and safety 6. work /life balance 7. compensation /benefit 8. responsibility for ensuring that administrative practices and procedures recognize Council's commitment to accountability and transparency Public Participation and Information Sharing The municipality ensures that it is open and accountable to its stakeholders through implementing processes outlining how, when and under what rules meetings will take place. The municipality's meetings will be open to the public when and as required under the Act, and members of the public will have an opportunity to make delegations or comments in writing on specific items at these meetings. In addition, the municipality has adopted policies which ensure that participation by the public can be meaningful and effective, through timely disclosure of information by various means including print media, website, etc. Some specific examples include: 1. procedure by -law 2. strategic plan 3. delegation rules 4. records retention by -law 5. planning processes 6. public notice by -law 2 Page 48 of 254 THE CORPORATION OF THE TOWNSHIP OF OROm|EDomTE BY-LAW NO. 2010-080 A B the Proceedings nf Council and Committees/Technical Support Groups v, Council inthe Township cnqn~Mmuvmm and to Repeal By-law No. 2oou-1ne VVHEnEAS Section 2oa;z>ur the Municipal Act, 200/.S[l2D0/.u25,oaamended states that every municipality and local board shall pass o procedure by-law for governing the calling, place and proceedings ofmeetings; AND WHEREAS Section m88(o.1)oi the x0mkciom/Act200/'S.[l200/ amended states that the procedure by-law shall provided for public notice of meetings; AND WHEREAS the Township ofOo,MeUonoa By-law No. 2UO8'109. being u by-law tn gove the proceedings nf Council andCommhmeoofCnunci|inthoTownohipcdOm- Modonmwoxpussedunde,theauthnntynftheMunk*m/Aot200/ Section 238(2); AND WHEREAS the Council of the Corporation of the Township ofOn,MaUonm deems it expedient m repeal By|mwNo.2OO8-1O800thegCounui|moyrmUem/h* current prac procedures and statutory requirements of Council and Committees of Council; NOW THEREFORE the Council cf the Township NOu+meUnme hereby enacts ao follows: 1. That the proceedings of Council and its Comm mooar[ ohnicalSuppox6mupo. the conduct o( the Members and the calling of meetings shall be governed Uythe provisions and regulations contained in Schedule 'Yr. attached hereto and forming part of this by-law. o. That the current edition of^noben's Rules ox Order Newly Rmimed^shall bethe basis u/ interpretation for questions o| procedure nr order not provided for in Schedule "A". 8. That should u section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by-law uau whole nr any part thereo other than the provision ao declared mxe invalid. Any provincial Statutes imposed contrary m this by-law shall take precedence. 4. That this by-law may be cited an the "Procedural By-|uwr. a. That By-law No. 2OU8-1O9io hereby repealed in its entirety. o. This by-law shall take effect on the 17m day u( May, 2o1o. BY-LAW READ A FIRST AND SECOND TIME THIS 1um DAY oF MAY, 2010. BY-LAW READ u THIRD TIME AND FINALLY PASSED THIS 1omDAY OF MAY, ,_u 2010. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE z 6L - - - 723 /14 _.,� Mayor, H.S. Igries Deouty Clerk, Janette Teeter Page 49 of 254 Schedule "N'to By-law No. mno-0a Page umo1 4.0 Qu0nuM 4.1 Qumum - QmnciKQommittemo[the Whole 4.2 Quorum - Committees n, Technical Support Groups ofCouncil 4.3 Attendance 4.4 Non-Attendance - Committees or Technical Support Groups o[Council ao OPEN AND CLOSED MEETINGS 'GENERAL 5.1 Open Meetings 5.2 Closed Session Meetings an HEAD OPCOUNCIL 6.1 Chor - Co"no| ec omwofHeadofCouncil 0.3 vooamUmCha, - HoadofCnuno| 6.4 Absence from Council Meeting 7.0 CHAIR ppCOMMITTEE Op THE WHOLE 7.1 DmmofChair of Committee of the Whole 7.2 Vacate the Chair - Chair of Committee nf the Whole 7.3 Absence from Committee cx the Whole Meeting uV CHAIR -COMMITTEES On TECHNICAL SUPPORT GROUPS oFCOUNCIL 8.1 Absence from Committee or Technical Support Group Meeting 9m CONDUCT 9.1 Cnndmx - Membemof Council 9.2 Condmx- membemofUepuU|ic 10.0 RULES OF DEBATE 10.1 Rules o( Debate - Head o[Council/Chair 10z nu|eaormebmo - momUem 10.3 Rules uf Debate -|nCouncil/Committee 11.0 VOTING 11.1 VNing - HoaUofCounoi| 11.2 Vming - ChairofCommiueoofthoVYho|o 113 Voting - Chair nf Committee o, Technical Support Group dCouncil 11.4 Voting nnQuestions 11.5 Failure mVote 11.6 Appeal of Decl muonu[Rosuk 11.7 Equality 11.8 Recorded Vote 11.3 Vonng - Cl000dGoseionMoming Page 50 of 254 Schedule "A" to By-law No. 2010-080 for The Corporation of the Township mxOrv-Meuvme INDEX 1.0 DEnmnnOma 2.0 NOTICE OF MEETING 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural M u ofCouncil 3.2 Regular Meeting Schedule ofCouncikCommN000f the Whole 3.8 Counoi|memings - Gpaoia| 3.4 Committee u[ the Whole Meetings 3.5 Committees or Technical Support Groups u[ Council Meetings 8.0 Time Meetings mCommence 3.7 Clerk Required 8.8 Time Meetings toAdjourn 4.0 Qu0nuM 4.1 Qumum - QmnciKQommittemo[the Whole 4.2 Quorum - Committees n, Technical Support Groups ofCouncil 4.3 Attendance 4.4 Non-Attendance - Committees or Technical Support Groups o[Council ao OPEN AND CLOSED MEETINGS 'GENERAL 5.1 Open Meetings 5.2 Closed Session Meetings an HEAD OPCOUNCIL 6.1 Chor - Co"no| ec omwofHeadofCouncil 0.3 vooamUmCha, - HoadofCnuno| 6.4 Absence from Council Meeting 7.0 CHAIR ppCOMMITTEE Op THE WHOLE 7.1 DmmofChair of Committee of the Whole 7.2 Vacate the Chair - Chair of Committee nf the Whole 7.3 Absence from Committee cx the Whole Meeting uV CHAIR -COMMITTEES On TECHNICAL SUPPORT GROUPS oFCOUNCIL 8.1 Absence from Committee or Technical Support Group Meeting 9m CONDUCT 9.1 Cnndmx - Membemof Council 9.2 Condmx- membemofUepuU|ic 10.0 RULES OF DEBATE 10.1 Rules o( Debate - Head o[Council/Chair 10z nu|eaormebmo - momUem 10.3 Rules uf Debate -|nCouncil/Committee 11.0 VOTING 11.1 VNing - HoaUofCounoi| 11.2 Vming - ChairofCommiueoofthoVYho|o 113 Voting - Chair nf Committee o, Technical Support Group dCouncil 11.4 Voting nnQuestions 11.5 Failure mVote 11.6 Appeal of Decl muonu[Rosuk 11.7 Equality 11.8 Recorded Vote 11.3 Vonng - Cl000dGoseionMoming Page 50 of 254 9e) - Report No. CS 2010-029, Doug Irwin, ... Schedule "A" to By-law No. 2010-080 Page 3 of 21 12.0 MOTIONS /RECOMMENDATIONS 12.1 Motions /Recommendations — General 12.2 Withdrawal of a Motion 12.3 Motion to Amend 12.4 Notice of Motion 12.5 Motion to Reconsider 13.0 AGENDA AND MINUTES 13.1 Council Agenda 13.2 Committee Agenda 13.3 Minutes — Council and Committee 14.0 PUBLIC MEETINGS/PUBLIC INFORMATION SESSIONS 15.0 PETITIONS AND COMMUNICATIONS 16.0 DEPUTATIONS/DELEGATIONS 17.0 BY-LAWS 18.0 COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 19.0 CODE OF CONDUCT FOR COMMITTEES OR TECHNICAL SUPPORT GROUP APPOINTEES 20.0 CONFIRMATION BY-LAW 21.0 SUSPENSION/AMENDMENT OF PROCEDURE Page 51 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 4 of 21 1.0 DEFINITIONS That in this By -law: a) "Closed Session" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. b) "Committee" means an advisory committee or technical support group of Council or similar entity, and may include the Committee of the Whole. c) "Agenda" means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. d) "Chair" means the person presiding over a meeting of a Council or Committee/Technical Support Group. e) "Clerk" means the Clerk of the Township of Oro - Medonte, or the Deputy Clerk, or the Committee Coordinator, acting in the capacity of the Clerk in his/her absence. f) "Committee of the Whole" means all members of Council present at a meeting sitting as Committee of the Whole. g) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be transferred to the regular agenda for consideration upon the request of a member. h) "Council" means the Council of The Corporation of the Township of Oro - Medonte. i) "Deputation /Delegation" means a person or group of persons who address Council /Committee on behalf of an individual or a group for the purpose of making a presentation. j) "Head of Council" means the Mayor of The Corporation of the Township of Oro - Medonte or the Deputy Mayor acting in the capacity of the Mayor in his /her absence. k) "Holiday" means: (i) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, (ii) any day proclaimed by the Head of the Council as a Civic Holiday. "Improper Language" means the use of profane, indecent or obscene language. m) "Local Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. n) "Meeting" means any regular, special, committee or other meeting of Council, or a local board or of a committee of either of them. o) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. p) "Notice of Motion" means an advance notice to members of a matter on which Council will be asked to take a position. q) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. r) "Resident' means an individual who resides or rents /owns property within the boundaries of the Township. Page 52 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 5 of 21 s) "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. t) "Technical Support Group" means an advisory committee where less than 50 per cent of the members are members of Council of the Township of Oro - Medonte. u) "Township" means The Corporation of the Township of Oro - Medonte. 2.0 NOTICE OF MEETING a) The Clerk shall ensure that the agenda for each regular meeting of Council and Committee shall be posted to the Township website on the morning of the first business day of the week of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) The Mayor or Chair may, if it appears that a storm or like occurrence will prevent the members from attending a meeting, postpone that meeting by advising the Clerk and as many members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. d) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, Media and all other interested parties a minimum of two (2) hours in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 6:00 p.m. on the first Wednesday of December following a regular election. b) The Mayor -elect and Clerk shall be responsible for the location, content and format of the agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. 3.2 Regular Meeting Schedule of Council/Committee of the Whole The regular schedule of meetings for the Council of The Corporation of the Township of Oro - Medonte shall be: a) , Council Meetings on the second and fourth Wednesday of each month (except January, July, August and December — as defined further in this section) commencing at 6:00 p.m. or on such other day as may be determined from time to time. b) Committee of the Whole Meetings on the first and third Wednesday (except January, July, August and December — as defined further in this section) of each month commencing at 9:00 a.m. or on such other day as may be determined from time to time. Page 53 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 6 of 21 c) During the month of January, meetings shall be held as follows: i) There shall be no meeting the first Wednesday of the month; ii) Council meetings shall be held on the second and fourth Wednesday of the month commencing at 6:00 p.m. iii) A Committee of the Whole meeting shall be held on the third Wednesday of the month commencing at 9:00 a.m. d) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15`" day falls between Sunday and Saturday, commencing at 9:00 a.m. e) During the month of December, meetings shall be held as follows: i) A Committee of the Whole meeting shall be held on the first Wednesday of the month commencing at 9:00 a.m. ii) A Council meeting shall be held on the second Wednesday of the month commencing at 6:00 p.m. iii) A Council meeting shall be held on the third Wednesday of the month commencing at 9:00 a.m. iv) There shall be no meeting the fourth Wednesday of the month. f) Meetings of the Council /Committee shall be held at the Township of Oro - Medonte Administration Centre, 148 Line 7 South, Oro or any other location within the municipality otherwise designated from time to time for such purposes. g) In the event that the day scheduled for a regular Council or Committee meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council /Committee shall meet at the same hour on the 1 st day thereafter, unless otherwise provided by resolution. h) Where a Regular meeting of Council or Committee is to be held at a time, day or place other than as set out in this Section, Council shall give notice, at least 48 hours in advance of such meeting, by publication on the Township website, and if deemed appropriate by the Clerk, in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. 3.3 Council Meetings — Special a) The Mayor may, at any time, summon a Special Meeting of the Council. b) Upon receipt of a petition of the majority of the Members of Council, the Clerk shall summon a Special Meeting for the purpose and at the time mentioned in the petition. C) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or agenda. d) Notice of a Special Meeting of Council shall be delivered to all members of Council at least one calendar day before the date established for the Special Meeting. 3.4 Committee of the Whole Meetings a) The rules governing the procedure of Council and the conduct of Members in Council shall be observed in Committee of the Whole so far as they are applicable. Page 54 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 7 of 21 3.5 Committees or Technical Support Groups of Council Meetings a) The provisions of this By -law, with necessary modification, shall apply to Township Committees or Technical Support Groups and to any other Committees or local boards established by Council from time to time. b) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. 3.6 Time Meetings to Commence a) As soon after the hour fixed for the Council /Committee of the Whole or Committee/Technical Support Group meeting as there is a quorum present, the Head of Council or Chair shall take the chair and call the Members to order. 3.7 Clerk Required a) No meeting of Council, Committee or Technical Support Group shall be held in the absence of the Clerk or his /her designate. 3.8 Time Meetings to Adjourn a) Day meetings shall adjourn at 1:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. b) Night meetings shall adjourn at 10:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. 4.0 QUORUM 4.1 Quorum — Council/Committee of the Whole a) Four (4) Members of Council shall constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. 4.2 Quorum — Committees or Technical Support Groups of Council a) A majority of the whole number of voting members required to constitute the Committee or Technical Support Group shall be necessary to form a quorum (being the next whole number in excess of one -half the number of members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all committee or technical support group members. 4.3 Attendance Any member of Council may attend any meeting of any Committee or Technical Support Group to which he /she has not been appointed and such a member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee/Technical Support Group meeting shall be at the member's own discretion and without per diem. Page 55 of 254 Schedule "N'to By-law No. 2010-080 Page oof 21 4.4 — Committees o, Technical Support Groups vfCouncil a) The seat of a member of a Committee or Technical Support Group shall be declared vacant if the member is absent for three (3) consecutive meetings, without prior approval from Council, with the exception of illness/health reasons. b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. C) Members ofu Committee m Technical Support Group are required m inform the Clerk's office of any anticipated, but unavoidable, absences from upcoming meetings, 5.0 OPEN AND CLOSED MEETINGS- GENERAL 5.1 Open Meetings All meetings ofQmmil/Committee of the Whole and all meetings of any Committees/'Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. 5.2 Closed Session Meetings a) A meeting or part ofo meeting may ho closed m the public if the subject matter being considered relates to: i) the security of the property of the municipality (may bm cited ae "security of municipal iV personal matters about on identifiable individual, including municipal employees (may be cited us "personal matters about en identifiable individual"); III) the proposed or pending acquisition/disposition of land byme municipality (may be cited as "acquisition/disposition of land"); /w labour relations o, employee negotiations (may oe cited aa"labour e|o1ions/emp|oyennogmiomona^); m litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited uo"litigation affecting the munio|pa||ty); vi) advice that is subject m solicitor-client privilege, including communications necessary for that purpose (may uo cited ao "solicitor-client privilege"); vii} a matter m respect of which a council, committee n, other body may hold a closed meeting under another Act; viii) the consideration o[a request under the Municipal Freedom o/ Information and Protection m Privacy Act, K the Council ia designated aa the head of the institution for the purposes o/ the Act; ix) the education or training or the members; provided that nomember discusses or otherwise deals with any matter ina way that materially advances the business or decision making of the Council '-- o, committee (may bo cited aa "education or training ofm*mbersr). b) Before all or part of a meeting is closed to the public, the Members shall state by resolution: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meeting under Section 239(3.1), Education or training the fact of the holding N the closing meeting, the general nature m the matter and that itim closed under that subsection. Page 56 of 254 Schedule "A"m By-law No. omo*o Page em21 6.0 HEAD OF COUNCIL 6.1 Chor — Cvvnm| '—` The Head uf Council shall assume the duties of Chair during Council Meetings. 6.2 Duties mx Head p,Council a> The Head nf Council shall preserve order and decorum, decide questions of order (subject man appeal m the Council bv any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable m the case, if called upon m do so. b) To open the meeting of Council Uy taking the chair and calling the Members morder. o) To announce the business before the Council in the order in which n|sw Un acted upon. d) To receive and submit, in the proper manner, all motions presented bvthe Members ofCouncil. o) rn put m vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and m announce the results. V To decline w put m vote motions which infringe nn the rules ofprocedure. g} Tn restrain the Members, within the rules o( order, when engaged in debate. h> Tn enforce, on all occasions, the conduct n( the Members. i) To expel any person for improper conduct. ]) To call by name any Member persisting in breach of the rules of order uf the Council, thereby ordering him/her ^o vacate the Council Chamber. W To receive all messages and other communications and announce them /o the Council. |) To authenticate, by his/her signature when necessary, all by-|aws. resolutions and minutes o[ the Council. m) To represent and support the Council, declaring its decision in all things. n) To ensure that the decisions of Council are in conformity with the laws and by-laws governing activities of the Council. r— o} To adjourn the meeting when the business ioconcluded. p> To adjourn the meeting without the question put, in the case o(grave disorder arising in the Council Chamber. 6.3 Vacate the Chair — Head cxCouncil a) K the Head of Council desires m introduce a motion orby'|aw. he/she shall leave the chair for that purpose only, and shall call nn another Member d Council to fill his/her place until he/she resumes the chair. Page 57 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 10 of 21 b) A motion in Council that the Head of Council leave the chair, with leave to sit again, shall always be in order, and shall be decided without debate. 6.4 Absence from Council Meeting a) In the absence of the Head of Council, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. b) When the Chair is vacated by the Head of Council, the Deputy Mayor shall assume the Chair and shall preside during the meeting until the return of the Head of Council. c) While presiding, the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. 7.0 CHAIR OF COMMITTEE OF THE WHOLE The Head of Council shall assume the duties of Chair during Committee of the Whole Meetings. 7.1 Duties of Chair of Committee of the Whole The Chair of Committee of the Whole shall maintain order in the Committee and report the proceedings to the Council. 7.2 Vacate the Chair — Chair of Committee of the Whole a) During Committee of the Whole Meetings, the Chair may appoint a member of the Committee to take the chair, and the Chair may then vacate the chair. b) A motion in Committee of the Whole that the Chair leave the chair, with leave to sit again, shall always be in order, and shall be decided without debate. 7.3 Absence from Committee of the Whole Meeting a) In the absence of the Mayor /Chair, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Mayor /Chair. In the absence of the Mayor and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chair shall be chosen from the Members to preside during the meeting or until the arrival of the Mayor or Deputy Mayor. b) While presiding, the Deputy Mayor or Chair chosen by Committee of the Whole shall have all the powers of the Mayor /Chair and shall be entitled to vote as a Member. c) The Mayor /Head of Council may designate any Member of Council to act as Chair. While presiding, the Chair shall have all of the powers of the Mayor /Chair and shall be entitled to vote as a Member. Page 58 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 11 of 21 8.0 CHAIR —COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chair of a Committee or Technical Support Group of Council shall be appointed by Council. 8.1 Absence from Committee or Technical Support Group Meeting a) In the absence of the Chair, a Chair shall be chosen from among the members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. b) The Chair of a Committee/rechnical Support Group may appoint another member of the Committee to act as the Chair while he /she is temporarily absent from the meeting. 9.0 CONDUCT 9.1 Conduct — Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Mayor /Head of Council or Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake his /her seat at any meeting after being ordered by the Mayor /Head of Council or Chair to vacate after committing a breach of any rule of order of the Council, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate. d) not leave his /her place on adjournment until the Mayor /Head of Council or Chair leaves his /her chair. e) not speak until he /she has addressed himself to the Mayor /Head of Council or Chair. not walk across or out of the Chamber or make any noise or disturbance when the Mayor /Head of Council or Chair is putting a question and shall occupy his /her seat while a vote is being taken and until the result thereof is declared. g) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. h) declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter. convey the position of Council once a question has been decided, whether they are in favour or opposed, while demonstrating respect for democracy. j) adhere to a dress code for Council /Committee of the Whole Meetings as agreed to by the current term of Council. Page 59 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 12 of 21 9.2 Conduct — Members of the Public Members of the public shall: a) respect the decorum of Council /Committee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate, discussion and /or general proceedings of Council /Committee. The Mayor or Chair may request that a member or members of the public vacate the meeting room if their behaviour is deemed to be disruptive to the business at hand. The Mayor or Chair may unilaterally suspend the meeting until order is restored in the meeting room. 10.0 RULES OF DEBATE 10.1 Rules of Debate— Head of Council/Chair In directing the course of debate, the Head of CounciVChair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions /recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by -law. 10.2 Rules of Debate - Members In addressing the Council/Committee, no member shall: a) speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor - General, Lieutenant - Governor or any member of the Senate, the House of Commons of Canada, or the Legislative Assembly of Ontario. b) use offensive, insulting or improper language in or against the Council or any member thereof, employees of the Township or citizens of the Township. c) speak beside the question in debate. d) criticize any decision of Council /Committee except for the purpose of moving that the question be reconsidered. e) disobey the rules of Council /Committee or a decision of the Head of Council /Chair on questions out of order or practice, or upon the interpretation of the rules of the Council /Committee. 10.3 Rules of Debate — In Council/Committee a) Every member when speaking to any question or motion shall respectfully address the Mayor /Head of Council or Chair. b) When a member is speaking, no other member shall pass between him /her and the Chair, or interrupt him /her except to raise a point of order. c) Any member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking. Page 60 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 13 of 21 d) No member shall speak to the same question for longer than 2 (two) minutes. With the leave of Council /Committee, a supplementary question with a further 1 (one) minute, may be granted. (i) A member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. 11.0 VOTING 11.1 Voting —Head of Council The Mayor /Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.2 Voting — Chair of Committee of the Whole The Chair of Committee of the Whole (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.3 Voting —Chair of Committee or Technical Support Group of Council Members of Council sitting as members of Committees or Technical Support Groups of Council may not vote with the members of the committee /technical support group on any question. 11.4 Voting on Questions a) When the Mayor /Head of Council or Chair calls for the vote on a question, each member shall occupy his /her seat and shall remain there until the result of the vote has been declared by the Mayor /Head of Council or Chair. During such time no member shall walk across the room or speak to any other member or make any noise or disturbance. b) After a question is finally put by the Mayor /Head of Council, Chair or member, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c) Every member present at a meeting of the Council/Committee, when a question is put, shall vote thereon, unless he /she has declared any pecuniary interest, direct or indirect in the question. d) The manner of determining the decision of the Council /Committee on a motion shall be by a "show of hands ". e) Any motion shall require four affirmative votes in order to be valid and binding on Council. Where only a quorum is present, a resolution /recommendation, in order to carry or be passed, must be affirmed by the majority of the quorum. 11.5 Failure to Vote Failure to vote by any member present, except when a member has declared a pecuniary interest, shall be taken as a negative vote. 11.6 Appeal of Declaration of Result a) Council /Committee of the Whole and Committees or Technical Support Groups of Council Meetings If a member who has voted on a question disagrees with the declaration of the Mayor /Head of Council or Chair that the question is carried, or lost, he /she may, but only immediately after the declaration by the Mayor /Head of Council or Chair, appeal the declaration. On an appeal by a member, the Mayor /Head of Council or Chair shall call for a recorded vote to be taken on the question in the manner prescribed in Section 11.8 of this By- law. Page 61 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "K to By -law No. 2010 -080 Page 14 of 21 11.7 Equality of Votes Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 11.8 Recorded Vote a) When a member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each member present, except a member who is disqualified from voting by any Act, shall announce his/her vote openly. b) The Mayor /Head of Council or Chair, immediately following the request for a recorded vote, will put the question again. c) All members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the member who has requested the recorded vote. The Clerk shall call each member individually, record the member's vote, and report the result of the vote to the Mayor /Head of Council or Chair. d) The Mayor /Head of Council or Chair shall vote last. 11.9 Voting — Closed Session Meeting a) Subject to Section 11.4, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.4, a meeting may be closed to the public during the taking of a vote where: Section 5.2 permits a meeting to be closed to the public; and ii) The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 12.0 MOTIONS /RECOMMENDATIONS 12.1 Motions/Recommendations - General a) Motions /recommendations, or notices thereof, shall be in writing, moved and seconded. b) Every motion/recommendation, when duly moved and seconded, shall be received by the Mayor /Head of Council or Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Mayor /Head of Council or Chair, may state the question in the form introduced and shall do so if required by a Member. He /she shall state the question in the precise form in which it will be recorded in the minutes. c) The following matters may be introduced orally, without written notice, and without leave: (i) a point of order or personal privilege (ii) presentations of petitions (iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure (iv) a motion to adjourn (not debatable) (v) a motion that the vote now be taken (vi) a motion that the Council resolve itself into a Committee of the Whole (not debatable) Page 62 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 15 of 21 d) When the motion, under consideration, concerns two or more matters, a vote on each matter, upon the request of any member, may be taken separately. e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) No member shall speak to a motion more than once, without leave from the Mayor /Head of Council or Chair. Each Member shall confine their remarks to a limit of 2 (two) minutes. 12.2 Withdrawal of a Motion After a motion has been received and /or read by the Mayor /Head of Council or Chair, it shall be deemed to be in the possession of the Council/Commiftee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council /Committee prior to a decision on the main question. e) shall be disposed of in the reverse order of presentation to any further amendment and /or the original motion. f) shall not be further amended, more than once, provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. 12.4 Notice of Motion a) A motion to rescind or that has the effect of being contrary or opposite to a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 12.4 (b). b) Notice of motion requires the Member of Council to provide, at a minimum, a brief verbal explanation of the matter and to provide the Mayor /Head of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 12.5 Motion to Reconsider After any question has been decided, the following shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side, or a Member who was absent from the meeting when the question was considered, and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered and no further discussion of the main motion may take place more than once in a ninety-day period. Page 63 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 16 of 21 13.0 AGENDA AND MINUTES 13.1 Council Agenda The Clerk shall forward all notices and agendas, to each member of Council, for regular meetings of Council a minimum of 48 hours in advance of such meetings. In accordance with the Township's Accountability and Transparency Policy, additions to the agenda shall not be permitted, except when a matter is of a time sensitive. In the event of a matter of a time sensitive nature, the Member shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Mayor /Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. c) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter prior to Council's next regular meeting. d) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.1 c), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council's consideration. e) The Order of the Day shall have preference during the Council meeting, save and except that the Mayor /Head of Council may change the order at any time during the meeting. Order of the Dav The business of Council shall be taken up in the following order: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Call to Order — Private Prayer /Moment of Reflection Adoption of the Agenda Disclosure of Pecuniary Interest Minutes of Council Minutes of Committees Recognition of Achievements Public Meetings Deputations Reports of Municipal Officers Reports of Members of Council Consent Agenda Communications Notice of Motions Closed Session Items By -laws Confirmation By -law Announcements of Interest to the Public Questions from the Public Clarifying an Agenda Item Adjournment Page 64 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 17 of 21 13.2 Committee Agenda a) The Clerk shall forward all notices and agendas, to each member of Council and Committee, for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) In accordance with the Township's Accountability and Transparency Policy, additions to the agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member shall provide the matter to the Clerk, along with justification as to why the matter is of a critical nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Chair and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. c) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Committee does not make a recommendation for Council's consideration at Council's next regular meeting and the Township must act immediately upon Council's decision at such meeting. d) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.2c), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. 13.3 Minutes — Council and Committee The minutes of meetings of Council and Committee shall record, without note or comment: a) the place, date and time of meeting; b) the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; e) all resolutions /recommendations, decisions and proceedings of the meeting. 14 PUBLIC MEETINGS /PUBLIC INFORMATION SESSIONS a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required to fulfill a condition imposed by a decision of the Township of Oro - Medonte Committee of Adjustment, in accordance with the Planning Act, shall be conducted during a scheduled meeting of Council. C) Public Meetings required for an application, in accordance with the Planning Act, shall be conducted during a scheduled meeting of Council, or if deemed necessary by the Clerk, or designate, shall be conducted as a separate meeting on a designated day. d) All Public Meetings /Public Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. Page 65 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "X to By -law No. 2010 -080 Page 18 of 21 15.0 PETITIONS AND COMMUNICATIONS a) Every communication, including a petition designed to be presented to the Council and filed with the Clerk, shall be legibly written or printed; shall not contain any obscene or improper matter or language; shall be signed and dated by at least one person; and shall include an address and telephone number where return correspondence or contact is to be directed. b) Petitions designed to be presented to the Council and filed with the Clerk, shall contain original signatures, and all information on the petition, including names, addresses and telephone numbers shall become part of the public record of the meeting at which it is received. c) Communications addressed to Mayor and Members of Council shall be placed on a Council /Committee of the Whole agenda for disposition, at the Clerk's discretion, in consultation with the Mayor /Head of Council and Chief Administrative Officer. e) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 4:30 p.m. on the Wednesday prior to meeting. If, in the Clerk's opinion, the communication/petition is of a time sensitive nature, the Clerk may bring forward such communication /petition for Council's consideration, after the aforementioned deadline. 16.0 DEPUTATIONS /DELEGATIONS a) Council /Committee will entertain up to three (3) deputations /delegations per meeting. b) Persons desiring to present information verbally on matters of fact or make a request of Council /Committee shall give notice, in writing on the prescribed form, to the Clerk by 4:30 p.m. on the Wednesday of the week prior to the preferred meeting, stating the purpose of the Deputation and providing a general outline of the subject matter. c) No additional deputations to Council will be permitted with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act. d) Council/Committee may, at its sole discretion, entertain deputations /delegations with less notice as circumstances warrant. When determining if a deputation /delegation will be heard with less notice than stipulated in Section 16 b), consideration shall be given to the Township's Accountability and Transparency Policy. e) Deputations shall be limited in speaking to not more than ten (10) minutes. f) A delegation wishing to appear before Council /Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. g) Upon consent of the majority of Members present, the ten (10) minute time limit for deputations/delegations may be extended. h) Persons requesting to appear before Council/Committee shall be advised of the time limitation in advance of their deputation. i) Specific types of audio visual equipment may be used to assist in deputations /delegations to Council /Committee, provided that such equipment has been requested from the Clerk at the time of the deputation /delegation request. Deputation /delegation material must be provide in an electronic format to the Clerk by 4:30 p.m. on the Monday prior to the meeting date. j) The Chair of a Committee Meeting or Council Meeting may expel or exclude from the meeting, any person who in the opinion of the Chair, has behaved improperly. k) Deputations /delegations appearing before Council /Committee with respect to the same matter on the agenda will be requested to limit their deputation so as not to repeat the same points. Page 66 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 19 of 21 1) Deputations /delegations to Council /Committee will be limited to one appearance before Council /Committee with respect to the same matter. m) Deputations /delegations to Council /Committee will be encouraged to provide written copies of presentations. n) No deputation /delegation shall: i) Speak disrespectfully of any person; if) Use improper language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address Council/Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council /Committee. o) Upon the completion of comments to Council/Committee by a deputation /delegation, any discourse between the members of Council /Committee and the deputation /delegation shall be limited to members asking questions for clarification and obtaining additional, relevant information only. Members of Council/Committee shall not enter into debate with the deputation /delegation respecting their comments. 17.0 BY -LAWS a) Every by -law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By -law. b) Every by -law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Clerk with the exception of the number and date thereof. c) All amendments to any by -law approved by Council shall be deemed to be incorporated into the by -law and if the by -law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d) Every by -law shall have three readings prior to it being passed. e) The first, second and third readings of all by -laws listed on an agenda, with the exception of the Confirmation By -law, shall be the subject of one motion, unless a separate vote is requested by a Member of Council, or deemed appropriate by the Clerk. If the Council determines that the by -law is to be considered in Committee of the Whole, it shall be so considered prior to the third reading thereof. g) If Council so determines, a by -law may be taken as read. h) The Clerk shall set out on all by -laws enacted by Council the date of the several readings thereof. Every by -law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Mayor /Head of Council or Chair and shall be deposited by the Clerk in the office for safekeeping. By -laws approved in accordance with this Procedural By -law will be available on the Township's website once signed by the Mayor /Chair and Clerk. 18.0 COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. Page 67 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 20 of 21 b) All members of such Committees/Technical Support Groups shall be residents within the municipality. c) The Mayor shall be an ex- officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. d) Council of the Township of Oro - Medonte, in its sole discretion, may amend the appointment of any public member to a Committee/Technical Support Group during its term. 19.0 CODE OF CONDUCT FOR COMMITTEES OR TECHNICAL SUPPORT GROUP APPOINTEES Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment or a violation of the human rights of any employee, or persons appointed to Committees or Technical Support Groups. Principles of Conduct a) All members of Committees or Technical Support Groups of the Council of the Township of Oro - Medonte shall: Promote the general goals, objectives and policies of the Township Convey the position of the Committee/Technical Support Group, and Council once a question has been decided, whether they are in favour or opposed while demonstrating respect for democracy. Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; iv) Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; v) Not discriminate or harass another member of Council, Committees, Technical Support Groups, staff or public. vi) Not benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family members residing in their households may not sell goods, materials or services to the Township without the express permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business. ix) Not accept gifts that are given in anticipation of special consideration by the Township. Consequences for Violations of Code of Conduct All reports of incidents shall be considered serious, will be investigated and appropriate action will be taken, up to and including removal from the Township Committee or Technical Support Group. Page 68 of 254 9e) - Report No. CS 2010 -029, Doug Irwin, ... Schedule "A" to By -law No. 2010 -080 Page 21 of 21 20.0 CONFIRMATION BY -LAW a) There shall be enacted a by -law at the end of each Council Meeting to confirm each recommendation contained in a Report of the Committee of Council and, in respect of each motion, resolution and other actions passed and taken by the Council at the meeting, except where the prior approval of the Ontario Municipal Board or any other body or agency is required. b) A motion for leave to pass a by -law to confirm the proceedings of a meeting of Council shall be voted on without debate. 21.0 SUSPENSION /AMENDMENT OF PROCEDURE a) Any procedure required by this by -law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By -law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. Page 69 of 254 10a) - Mayor H.S. Hughes, correspondence d... Brissette, Marie To: Brissette, Marie Subject: RE: Line 4 walking to PARK needs attention ... - - - -- Original Message - - - -- From: Paul Weber To: Hughes, Harry Coutanche, Mel Cc: Terry Ruffell Sent: Sunday, November 21, 2010 10:27 AM Subject: Fwd: Line 4 walking to PARK needs attention Gentlemen: Enclosed is my letter to you dated May 24th, 2010. I'm hoping now that we have a new council that a decision on this important safety issue will be resolved. In the hope of avoiding a serious pedestrian issue I'm asking that you as soon as possible install a three way stop sign at 4th Line and Highland Drive. This will dramatically reduce the speed of vehicular traffic on 4th Line thus making it safer for pedestrians walking to our incredible new park and at the same time make it safer to cross the 4th line at Highland Drive. I would appreciate a timely response and resulting actions to correct this ever increasing safety threat. Yours truly, Paul Weber Begin forwarded message: From: Paul Weber > Date: May 24, 2010 12:55:46 PM EDT To: Barb / Mel Coutanche < Cc: "Jerry Ball" < >, "Robin Dunn" < rdunn(a)oro- medonte.ca >, "Terry Allison" < terry .allison(a)oro- a) "Sandy Agnew" < sandy.agnew(a)-oro- medonte.ca >, "John Crawford" < john .crawford(a)-oro- medonte.ca >, "Harry Hughes" < harry.hughes(a)oro- medonte.ca >, "Dwight Evans" < dwight.evans(a)-oro- medonte.ca >, "Mel Coutanche" < mel.coutanche(a)oro- medonte.ca >, "Ralph Hough" < ralph.hough(a)oro- medonte.ca >, "Doug Irwin" < dirwin(a - )_oro- medonte.ca >, "Shawn Binns" < sbinns(a)-oro- medonte.ca >, "Kathy Reid" > Subject: Re: Line 4 walking to PARK needs attention ... Township of Oro Medonte I'm delighted to see the "Lifestyles Park" being developed on the 4th Line at Horseshoe Valley Road. The demographics and the traffic patterns have definitely changed in the area since the inception of the early resort years. It is with that premise of change that I believe that it's imperative that we adjust to the times. Page 70 of 254 10a) - Mayor H.S. Hughes, correspondence d... Horseshoe Valley Resort is in the mist of a large growth plan and basically all the residential lots off of Highland Drive have been developed, add to that a changing lifestyles community. Traditionally you just saw a couple of people walking dogs on the 4th Line, now you see people jogging, riding bikes, roller blading, roller skiing and now with the development of the walking trails, hockey rink, ball hockey, exercise park and all the planned future for the park, you see all kinds of new and exciting uses. It's time to safely figure a way for people of all ages and modes to safely get to the development. Please take a short walk along the 4th line from Highland Drive to the new park and you will see people of every age attempting to get from either point safely. Please let's put a plan in place before we have a serious accident. In short we have a conflict the 4th Line is the major route to Hwy # 11, to residents of Highland Drive and for the resort and timeshare units and now we have a park with no safe way to get the above mentioned groups too. A sidewalk on park development side from Highland Drive to Horseshoe Valley Road is imperative. This will accommodate Highlanders and Cathedral Pines residents. Also it will be important to figure out a way to get people safety to the sidewalk. I would recommend a stop sign on the 4th Line at Highland Drive, this will solve the safety issue plus ensure that vehicular traffic is deterred from speeding in this area. I would also suggest a flashing light or some type of traffic safety measure to let the residents of Cathedral Pines safely cross Horseshoe Valley Road this "Lifestyles Park ". I would appreciate a response to this letter e -mail and if need be I would gladly make a deputation to council with hopes of speeding up a decision to resolve this very serious safety issue. Another thought in closing is, a bike /walking lane running the entire length of Highland drive from 4th to the 3rd Line. Horseshoe Valley residents are getting younger and bringing with them children of all ages, then you add the very growing need for senior residents to get exercise, a walking path would seriously alleviate safety issues for the above mentioned groups. ALL THE BEST... Paul, Slawomira & Konrad Weber Page 71 of 254 10b) - Councillor Dwight Evans, correspond... Brissette, Marie To: Irwin, Doug Subject: RE: Maplewood Estates From: Reid Asselstine [mailto:] Sent: Monday, November 08, 2010 5:40 AM To: Evans, Dwight Cc: Hughes, Harry Subject: Maplewood Estates At a recent meeting of Maplewood ratepayers, the speed limit on Maplewood Parkway was discussed. It was a unanimous decision that the Township be asked to decrease the speed limit to 40 km /h and have it declared a community safety zone. Everyone said that they are taking their life in hand if they walk to the community mail box to get their mail. What would be the next step in the process to achieve this? Thanks Reid 1 Page 72 of 254 10b) - Councillor Dwight Evans, correspond... Brissette, Marie Subject: RE: Maplewood Parkway Ratepayers From: Don & Sue Brumby [mailto] Sent: Wednesday, November 24, 2010 7:25 AM To: Evans, Dwight Subject: Maplewood Parkway Ratepayers Dear Mr. Dwight Evans; As a member of the Maplewood Parkway Ratepayers Association I have been asked if I would join in seeking your assistance in having the speed limit on Maplewood Parkway reduced to 40 km /hr. This I am happy to do. Maplewood receives all sorts of vehicles from transports to farm implements and they all seem to use the street as a raceway. Anything you can do to get the limit reduced would be appreciated. Further, some time ago Canada Post decided that a number of homes on the street would no longer receive mail delivery to the mail boxes at their driveways. I am among them. I now have to drive 112 a km to the community box to pick up my mail. Their reasons for this were in my opinion quite bogus and any attempt to contact them met with blunt refusal on their part to reconsider the matter. If you can help reverse this situation especially by waving a lower speed limit in their faces it too would be appreciated. They said the change was made in the name of safety but the situation they created is a lot less safe than before. Thanks for your help in these matters. Yours Don Brumby 23 Maplewood Parkway Page 73 of 254 10b) - Councillor Dwight Evans, correspond... Dear Mr. Evans My wife and I live on the drag strip known as Maplewood Pky.. Please be advised that we are in full support for reducing the speed from 50km /hr. to 40km /hr. Sincerely T.L & J.G Hill 28 Maplewood Pky. Page 74 of 254 11 a) - Minutes of Barrie Public Library me... BARRIB PUBLIC IL UBRARY Minutes Board Meeting #10 -07 Thursday September 23, 2010 at 7:30PM Consumers Gas Boardroom PRESENT: C.Virgo (Chair), S. Kastner, L. McClean, V. DeCecco, L. Strachan, A. Davis (Director), T. Latimer (Recorder) ABSENT: M. Meads, A. Prince, R. Duhamel (Vice Chair), J.Heran 1. Call to Order The meeting was called to order at 7:30pm 2. Confirmation of Agenda Chris report was moved to the beginning of the agenda The agenda was confirmed. 3. Conflict of Interest None declared. 4. Board Presentation Request — Paul Cogan Paul Cogan as a representative of BLAM has made a request to the board to request having the newspaper XTRA available in the library. A meeting will be set up with Paul prior to the November meeting or after the meeting in November. The decision will be sent in writing after the November meeting. 5. Expansion Study — Painswick Branch Deferred - Costas Catsaros from ZAS architects will attend the October meeting 6. Capital Campaign Update Chris gave an update on the Capital Campaign 96.13 % towards goal, another $105,000 is in the works and should be received in the near future. Announcements can be made at the gala. Dragon boats 59 teams, 121,000 donations so far, 9600 to the library, 3 or 4 more team pledges to come to the library. Novel night out — October 15. Tickets can be requested at any time. 7. Minutes of Meeting 7.1 Minutes of Board Meeting #10 -06 dated Thursday June 24, 2010 #10 -29 KASTNER - DUHAMEL Page 75 of 254 11 a) - Minutes of Barrie Public Library me... THAT the minutes of Board Meeting #10 -06 dated Thursday June 24, 2010 be adopted. CARRIED 8. Business Arising The car wash donation was topped up by the company that ran the car wash by $1000 Eric will attend the October meeting Susan Wright will meet with management in October attend the board meeting in November Ann will be resigning, the gala will be her last day. Report of the Chair Ann & Catherine attended the golf tournament by Investors group — they made a donation Car wash Catherine attended a dinner with boutique volunteers Ann reminds about tickets and auction items Readopoly numbers Catherine and al attended the dinner at mclaren as a tribute to Jamie massie 10. Committee Reports 10.1 Financial Statement — June, July August 2010 #10 -30 KASTNER - DUHAMEL THAT the expenses listed in the financial statements for June, July, August 2010 be approved. CARRIED 11. Director of Library Services Report June, JulL August 2010 One needle found in the bin in the men's washroom One incident report that was drug related and turned out to be no evidence of drugs Highlights of the report were discussed. Regarding Ann's position — there has not been consideration at this point to include an additional position in the development. Ann's position will be posted. Branch manager to begin in January. 12. Other Business 12.1 Holiday Hours — January 2, 2011 #10 -31 KASTNER - DUHAMEL THAT the Holiday Hours for 2011 be approved and include the library being closed Sunday January 2, 2011. CARRIED 13. Committee Meeting Dates At the Call of the Chair 14. Date of Next Board Meeting Thursday October 28, 2010 at 7:30pm in the Consumers Gas Boardroom. Page 76 of 254 11 a) - Minutes of Barrie Public Library me... 15. Adjournment The meeting was adjourned at 8:11pm CHAD DATE SECRET DATE Page 77 of 254 11 a) - Minutes of Barrie Public Library me... DIRECTOR'S REPORT October 28, 2010 for September 2010 PERSONNEL 1. September 16` the Chair of the Library Board and Director attended the Legacy Award ceremony for Jamie Massie at the McLaren Art Centre. The award was presented to Mr. Massie as a respected community leader and philanthropist who has been an outstanding supporter of the MacLaren Art Centre as well as other organizations and community initiatives in Barrie. 2. September 27` the Chair of the Library Board and Director met with C.U.P.E representative, John Cromwell and library union represents to discuss a level III union policy grievance. 3. Alison Brurnwell is the new union representative on the Library's Health and Safety committee replacing Elizabeth Bufton. Julie Ross is the new management representative on the committee. 4. While on vacation during September and as the Library's United Way rep representative, Elizabeth Bufton attended a 3 hour United Way Campaign Coordinator Workshop with a tour of the David Busby Centre and the CNIB office. Elizabeth also attended a 3 1 /z hour United Way of Greater Simcoe County kick -off at Base Borden. H INFORMATION SERVICES Adult Information Services 1. In September, Shonna Froebel, Modupe Babatunde and Elizabeth Bufton attended PCensus training. 2. Shonna attended a Budget and Finance class in September as she continues to work toward her Certified Public Library Administrator certification. 3. Sylvia Mueller attended the Ontario 211 Services Corporation Data Day in Toronto on September 29. The purpose of the day's meeting was to provide information about possible models for monetary compensation from 211 Ontario Corp. to the province wide data partners. Barrie Public Library participates as a partner through Information Barrie and is the single largest creator of community database records used by the surrounding area. 4. Robyn Zuck provided a number of sessions on the new Microsoft Web Applications which allows Hotmail users to create and save Word, Excel, and PowerPoint documents directly into their accounts. 5. Cindy Madden, Mary McAlpine, Ayla Demiray, Patricia Roebuck and Shonna Froebel attended a CVS Midwest Tape Webinar on audio- visual ordering. 6. Cindy Madden continues ordering material for the Painswick branch in addition to that of the downtown location. The budget is close to being spent. 7. 17 donated DVDs and 158 books were added to the collection in September. 8. Adult Information Staff continue to participate in Knowledge Ontario's AskOn project providing province -wide one -on -on reference assistance. 9. Ayla Demiray in responding to the Library's "Ask a Librarian" service received a $10.00 donation. 10. Elizabeth Bufton set up four displays on the main floor: "Crossover Fiction @ Your Library" Page 78 of 254 11 a) - Minutes of Barrie Public Library me... "Fashion File @ Your Library" "Make Your Money Grow @ Your Library" "Frugal Living @ Your Library" 11. Janet Graham provided 3 intakes for individual Visiting Library Service (VLS) users who were referred by staff at their individual retirement homes. Janet continues to provide suggested author lists for individual visiting library service users. 12. Shonna Froebel attended 4 Business Networking International (BNI) Breakfast meetings. 13. Shonna attended an Ontario Public Library Association (OPLA) Readers' Advisory Committee meeting. 14. Alison Bramwell is currently in communication with Caroline Pattison of Simcoe Community Services to discuss offering a book club for their special needs clients. 15. Anne Dorsey attended the Chamber Business Networking Breakfast on September 2 nd The speaker was Sandy Johnson from Effective Accessibility. 16. Anne also attended the Oro - Medonte Chamber of Commerce BA5 on September 14` 17. Anne provided and worked the Library's display at the Greater Barrie Chamber of Commerce trade show at the South Shore Centre on September 15 th . 18. Anne presented business information resources for the Orillia Self Employment Assistance program on September 20 . 19. Anne attended the Greater Barrie Chamber of Commerce board meeting on September 21 5 `. 20. Anne attended the Women In Networking Going Strong (WINGS) breakfast meeting on September 29 21. Elizabeth Bufton set up a booth at the Welcome Wagon Bridal Show on September 22 nd 22. Janet Graham and Elizabeth provided materials for 14 Nursing/Retirement Homes in September. 23. Janet and Mary McAlpine also provided an outreach program to the Holly Recreation Centre Seniors on starting a book club. They had several questions about the new branch and about which politicians supported libraries. Janet and Mary suggested they contact candidates they were interested in and ask them their position. 24. Janet presented a mini -book talk and a `how to decide if you want to start your own book' club presentation to interested participants at Collier Place. Handouts listing commonsense considerations, plus 30 popular book club titles were provided. 25. Janet contacted seniors' staff from other libraries about holding our annual brainstorming centre in November. 26. Janet attended the Senior Interagency Meeting in September. 27. Janet provided her monthly book review for Focus 50+ community seniors' paper and a list of events for Library Month in October. 28. Janet submitted upcoming events to the city page for publicity, and sent out press releases to other media. 29. Patricia Roebuck spent time with a Masters of Information student discussing the Library's multilingual collection. 30. Robyn Zack gave Linda Mitchell, chair of the Ontario Genealogical Society, a tour of the library's genealogy and local history collection, in preparation for their meeting here at the Library in October. 3 L Alison Bramwell created a Barrie Reads Evergreen event display for the front display cases and hosted the Barrie Reads Evergreen event with Lynn Hougham and Shonna Page 79 of 254 11 a) - Minutes of Barrie Public Library me... Froebel's assistance. Lynn visited the Book Clubs to promote the event and compiled the program for the night of the event. Shonna introduced the authors. 32. Alison hosted an evening session of Around the World in 60 Minutes. Volunteer presenter Brian Everett spoke about his trip to Newfoundland. 33. Paul Mather presented "Around the World" to a large audience. 34. Anne Dorsey presented business information resources for the Barrie Self Employment Assistance program on September 13' and facilitated "Planning for Someone with a Disability" on September 14`', PC Census on September 15 and "Understanding Your Credit Report." Anne and Mary McAlpine facilitated "Wills - What you Need to Know" September 23 Children and Youth Service 1. Vicki Nicholls is taking an Adobe Photoshop course and has assisted with Photoshop changes at the Library. 2. Cindy Pomeroy -White attended PC Census training with Anne Dorsey 3. Debra Smith added 12 donated items to the young adult and junior nonfiction collection during September. Nancy Woods added another 82 items to the collection. 4. Debra Smith, Laura Lafleshe and Jane Salmon continue to select items for the Painswick Branch Children's and Youth Services' collection. 5. On September 8 Laura LaFleshe, Jane Salmon, Nancy Woods, Patricia Roebuck and Debra Smith attended a CVS Midwest vendor meeting. 6. Laura LaFleshe contacted the Mango Languages Company to investigate the feasibility of making their product, "Little Pim," an addition to the Library's collection. Laurie Wright is currently working on enabling our intemet to access an online trial of this product. 7. To better understand the curriculum differences between the French- language and English- language school boards, Patricia Roebuck is working with the Head of the French School Board in Ottawa. 8. During September, Childrens and Youth Services participated in Knowledge Ontario's AskOn reference coverage. 9. Patricia Roebuck helped a family from France travelling with 3 children through North and South America. The children were being schooled "on the road" and Patricia was able to help them find places to buy French - language materials. They enjoyed using the wireless in the Library on their first day of school (end of September) to work on their lessons. 10. Kym McOuat has produced a list of Adventure books and Romance for Juniors. She has lists underway on: Diary fiction (Wimpy Kid likes); Novels in Verse; African American Fiction and Female Lead Character Mysteries 11. Jane Salmon was on the organizing committee for the Road to Reading Fun Fair held at Sunnidale Park on September 26. Close to 1000 people attended. Ruby Meijers and Kym McOuat provided a puppet show, "George on the Bus," at the Road to Reading Fun Fair while Jane manned the Library display. 12. Kym McOuat was asked to facilitate a presentation about Tween Programming at Frontier College on November 13 at the college in Toronto. 13. Laura LaFleshe completed a "Survival Stories" book list for the Barrie Examiner. Jane Salmon and Brenda Jarvis also contributed lists for publication. Page 80 of 254 11 a) - Minutes of Barrie Public Library me... 14. Jane Salmon sent out an e -mail regarding Battle of the Books, Class visits and other information to all of the Teacher - Librarians on both school boards. Several schools quickly responded with confirmation of their participation in Battle of the Books. 15. On Sept. 16 Jane Salmon chaired an Ontario Library Association (OLA) Best Bets meeting. 16. Two book blocks were prepared for Barrie Municipal Housing in September. 17. Jane Salmon attended an all day meeting in Toronto of the OLA Child and Youth Committee. 18. On Sept. 22 Jane Salmon attended a Simcoe County Best Start Committee meeting. 19. On Sept. 23 Kym McOuat represented the Library at the Good Shepherd Catholic Elementary School Open House. She talked with 95 parents. 20. Cindy Pomeroy -White contacted Pizza Hut to have them resume their donation of pizzas to Teen Advisory Board (TAB) meetings. 21. Cindy has been in contact with Jessica Wolfe from the Barrie Young People's Centres and members of the National Youth Week committee for upcoming 2010/2011 meetings. Cindy will attempt to have a very large group of teens perform a music /reading video to help promote the new branch library and make this project a part of National Youth Week's activities. 22. Cindy sent out letters to all teacher/librarians to remind them of library Fall Teen programs and to advertise TAB. 23. TAB now has 17 members and brainstormed ideas for TeenRead Week at their first meeting in September. Participation lists for Teen Read Week were created. Robbie Woods, former TAB member, visited the TAB meeting to discuss the murder mystery script for the Library Gala. 24. Cindy Pomeroy -White and Jane Salmon facilitated the Library participation in the MacLaren Art Centre Carnegie Days and assisted, along with TAB members, with two programs on September 18. On September 2 Jane met with the artists involved in one of the programs. "Read On', a performance by the `Ear to the Ground Collective," a book reading that took place with artists and patrons. The second program was the showing of a French foreign film called "Princes and Princesses" with English subtitles. 25. Drop -in Storytimes resumed on Friday Sept. 9 th and Sat. Sept. 10` 26. Fall Registered Storytime began the week of September 2 " All programs quickly filled and some people had to be turned away. 27. Kym McOuat completed the Baby Goose hand out for the fall 2010 session with several original rhymes and songs. 28. Ruby Meijers did an Orientation Session with the Circle of Readers volunteers. 29. Ruby Meijers held the inaugural Lego Club meeting. 30. On Sept. 15, Kym McOuat led Bedtime Tales for 42 people. 31. On Sept 16, Debra Smith and Cindy Pomeroy -White met with members of the Teen Book Club and prepared handouts for teens outlining this year's title selections. 32. Cindy Pomeroy -White held the first meeting of the Manga Club. 33. Brenda Jarvis is working with Ann Andrusyszyn and Chris VanderKruys on a possible new format for the Library Newsletter using " TnDesign" software. 34. Debra Smith updated the Teen Territory website to include a list of Young Adult (YA) suggested titles that have been ordered, prepared the "book of the month" book review; Poll and Chicken Tip. Debra also updated the Teen Book club selections and descriptions for 2010/2011. Page 81 of 254 11 a) - Minutes of Barrie Public Library me... 35. Some negative comments were received from patrons as a result of the City's implementation of a new firewall. Many were prevented from accessing sights using their University of Toronto student accounts or visiting certain popular sights. The Library is working with the City to "fine tune" their firewall. 36. The Library received the fallowing comment from a retired teacher who behind two boys taking out a huge pile of graphic novels. She understood that the graphic novels were available in classics too and was thrilled. She thinks it's a great idea that the Library has the boys hooked on reading this way. The Patron provided a "Well done." III CIRCULATION SERVICES 1. The cart corral has been dismantled and DVD /CD shelving put in its place. The pages and page coordinator are working to refine new procedures to better stage the books before shelving to reduce handling. 2. Circulation staff continues to do a tremendous job in serving our customers. 3. The acting Manager of Circulation continues to collect information from the staff in the circulation department regarding processes and procedures to streamline the workings of the department in anticipation of a multi branch system. 4. Insite has been set up so that the pages can read important notices. IV INFORMATION TECHNOLOGY SERVICES 1. Freida Lund continues to process the increasing number of orders for the Painswick Branch. The shortened EDIFACT files from LSC have enabled invoices to be processed more efficiently. 2. Andrew Berry- Moreau repaired the electric lift in the blue cart and coordinated the installation of the test HIP box and Bibliocommons withboth the vendor Bibliocommons and the City ICT staff. Andrew also liaised with Rogers to connect our site for internet access for the public access workstations. 3. Barb Romeo continues with her Interlibrary Loan (ILLO) duties and 15 test patrons are now capable of initiating their own ILLO requests. Robyn Zuck from Information Services is helping with ILLO in submitting all book requests immediately to the VDX system in attempt to further speed the process and eliminate paper. 4. Laurie Wright addressed 128 separate PC problem incidents in September as well as continued to work on such projects as Google Analytics, new Hotmail applications and a wireless camera application to track the Painswick construction for south end patrons interested in the branch's progress. 5. Freida and Melinda attended the CVS- Midwest webinar on how to use the ordering system. 6. Khuan Seow prepared a spreadsheet for Information Services staff to use in placing orders with Library Service Centre (LSC). 7. Khuan is preparing to hear from the Bibliocommons project team (Knowledge Ontario) for a date when the Library's catalogue can be tested. The target date is late October. 8. Configuration and testing is being carried out to implement the CVS -Midwest selection and ordering service. Information Services staff have received training. 9. Three RFID vendors were shortlisted — 3M, ITG and Bibliotheca. V COMMUNITY DEVELOPMENT Page 82 of 254 11 a) - Minutes of Barrie Public Library me... 1. A Dragon Boat Festival wrap -up report will be provided this Fall. Chris Vanderkruys met with the media sponsors to ensure their continued support and will visit all sponsors to provide recognition. 59 Dragon Boat teams were entered this year. 2. Ann Andrusyszyn attended the Planned Giving Counsel of Simcoe County Executive Counsel in September. 3_ September, the Webconference initiative from the Association of Fundraising Professionals (ATP) continued. These sessions are offered to all fundraisers in the area on a cost recovery basis. Chris Vanderkruys hosted two sessions: "Time Management" and "Prospect Research." 4. Ann continued working as a Board member on the Barrie Community Foundation (BCF), attending meetings, assisting with logo development and website design. 5. Chris attended weekly chapter meeting for Business Networking International (BNI) 6. Barrie Folk Society held an Unplugged Saturday Night September 25 at the Library with approximately 35 people attending. 7. Two monthly columns and a "Campaign Comer" were provided to the Barrie Life and Times in September 8. In September, Ann attended the Marketing Think Tank at the new Collingwood Library with over 60 attendees from Canadian Libraries. 9. The Fall Newsletter was published in September. 10. Thank you letters were sent to all donors of recent gifts in September 11. Possible mailing for an annual campaign is targeted for late October 12. Ann met with the Capital Campaign Chair, Tim Hunter, to finalize outstanding "asks." Chris met with the local RBC Vice President to discuss a possible donation. The target gift level is $25,000. VI VOLUNTEER PROGRAM 1. As of September I there were 237 active volunteers at the Library. 2. A co -op student from St. Joseph's High School started a placement at the Library in mid - September doing some shelf reading, helping in the volunteer office and providing some relief shifts at the Cafe and Boutique. 3. Three new volunteers were trained in Shelf Reading, three new volunteers were recruited for Circle of Readers (in addition to volunteers recruited previously and those returning from last year), and a new volunteer started at the Caf6. One of our Boutique volunteers asked to be trained at the Caf6 and has committed to an additional weekly shift. 4. A former volunteer and co -op student returned to volunteer in the Library. She has been helping with some tasks in the Volunteer Office and is also screening donated and discarded items for Better World Books. This organization accepts used books that the Library cannot sell in the boutique provided the Library checks the ISBN number to ensure it is a book that Better World Books wants. Sales of books by Better Work Books results in profits being shared with the Library and their literacy partner, Room to Read. 5. Julie Ross provided training for two orientation sessions for Circle of Readers volunteers. 6. Julie attended a Volunteer Recruitment Fair for Telus employees and Telus Ambassadors at their office in Bayfield Mall. The Barrie TELUS community ambassadors club encourages volunteer participation in the community. The Barrie Page 83 of 254 11 a) - Minutes of Barrie Public Library me... club has supported many local charities and held events to promote volunteerism in their community. 7. On September 27` Julie attended a meeting in Mississauga of the Professional Administrators of Volunteer Resources — Ontario (PAVR -O) Conference Committee. Julie's role is Awards Chairperson and also to provide input and advice into the planning process. 8. Pat Schneider from the Simcoe County District Health Unit dropped off a copy of the final report for the Healthy Steps at Work pilot project. This will be shared with the Health & Safety Committee. VII BUILDING 1. A new City maintenance person has been assigned and the contract night cleaners are doing a better job. 2. The front doors to the Library are still in need of repair and City staff is working on the issues associated with the doors. 3. 13 Incident Reports were completed in September. Two were possibly drug related and one was for alcohol consumption resulting in a Notice of Trespass. 4. In September, 5 additional needles were found in the in sharps container in the men's washroom. The sharps container in the ladies washroom is empty. PREPARED BY A. Davis DATE October 28, 2010 Page 84 of 254 11 a) - Minutes of Barrie Public Library me... LIBRARY USAGE FOR THE MONTH OF: SEPTEMBER 2010 SAME MTH CURR PREY CURR PREV YR MTH % +1- YTD YTD %0+1- 1 CIRCULATION Adult 75,400 74,381 - 1.35 % 700,253 691,357 -1.27% Children 48,960 53,263 8.79% 472,136 486,943 3.14% TOTAL CIRCULATION 124,360 127,544 2.64% 1,172,389 1,178,300 0.50% 2 HOLDS PLACED 11,507 12,687 10.25% 109,495 113,561 3.71% 3 INTERLIBRARY LOAN Borrowed 246 252 2.44% 1,797 2,255 25.49 % Lent 238 217 - 8.82% 1,714 1,776 3.62% 4 MEMBERSHIP New members 601 623 3.66% 5,694 5,403 -5.11% Active Members 56,387 55,865 - 0.93% 56,387 55,865 -1,86% In Person Visits 43,619 52,729 20.89 % 418,500 428,109 2.30% 5 INFORMATION REQUESTS a) Main Floor Information 2,982 2,845 -4.59% 26,409 25,176 - 4.67% b) Second Floor Information 973 973 0.00% 10,772 10,430 - 3.17% TOTAL INFORMATION REQUESTS 3,955 3,818 -3.46% 37,181 35,606 - 4.24% 6 ON -LINE DATA BASE SEARCHES 10,169 6,714 - 33.98 % 76,738 103,683 35.11% 7 COMMUNITY INFORMATION a) Database records created 2 5 150.00% 154 70 - 54.55% b) Database records updated 114 100 - 12.28% 1,800 1,484 - 17.56% a) Events records created 123 131 6.50% 1,189 1,085 -8.75% b) Events records updated 72 50 - 30.56% 867 870 0.35% 8 COMMUNITY SERVICES Programs & Tours a) Adult 21 26 23.81% 188 175 -6.91% b) Children/Young Adult 24 26 8.33% 393 443 12.72% TOTAL PROGRAMS 45 52 15.56% 581 618 6.37% Attendance a) Adult 149 326 118.79 % 2,008 1,825 - 9.11 %0 b) Children/Young Adult 723 924 27.80% 13,238 13,318 0.60 % TOTALATTENDANCE 872 1,250 43.35 % 15,246 15,143 - 0.68% VISITS TO LIBRARY WEBSITE 9 (remote and in house) 175,513 165,945 - 5.45% 1,587,937 1,639,387 3.24% 10 COMPUTER RESERVATIONS 5,745 6,309 9.82% 50,403 48,853 - 3.08% 11 NEW ITEMS a) Adult 1,974 1840 - 6.79% 12,478 11,169 - 10.49% b) Children/YoungAdult 1,715 1520 - 0.1137 11,220 8,626 - 23.12% Collection size 259,429 263,711 1.65% 259,429 263,711 1.29% 12 VOLUNTEER HOURS 898.5 850 - 5.40% 6,925 7,990 15.37 % 13 ROOM BOOKINGS 131 125 - 4.58% 1,249 1,199 -4.00% Page 85 of 254 11 b) - Minutes of Midland Public Library B... R E IEF.W I NOV 16 MO $ MIDLAND PUBLIC LIBRARY BOARD MEETING ORO- MCDONTE L__... NSH I P DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom PRESENT: A. Campbell, V. Barycky, G.A. Walker, V. Nihill, B. Desroches, C. Moore, J. Swick, J. LeFebvre REGRETS: R. Hackney, P_ File GUEST: Dr. Laurin STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO Page 1 of 7 ITEM ISSUE ACTION 1. Call to Order G.A. Walker called the meeting to order at 6:55 P.M. 2. Approval of the agenda Additions: 4. Business arising from the minutes 4.5 Fundraising Letter Moved by: V. Barycky Seconded by: C. Moore That the agenda be approved as amended. 3. Approval of the minutes of the previous meeting Moved by: C. Moore Seconded by: B. Desroches That the minutes of the Board meeting held on August 26, 2010 be approved. 4. Business arising from the minutes 4.1 Deputation from Dr. Laurin B. Molesworth introduced Dr. Laurin to the Board. Dr. Laurin began by stating his understanding of conversations he had had with B. Molesworth and Architect, J. Knibb, regarding his roof. Dr. Laurin contends that during their discussions related to his aging roof and the snow load structure that was to be built to protect his roof, that J. Knibb said that maybe his roof could be replaced as part of the whole project. As a result of this discussion, he thought his roof was going to be re -done. He wasn't worried about the structure and so signed off on the CARRIED CARRIED Page 86 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 2 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4. Business arising from the minutes - continued project assuming all was well. When he made further inquiries of B. Molesworth and after several phone conversations, B Molesworth sent him a letter dated June 8, 2009 telling Dr. Laurin that he had it wrong and that we had never offered to replace his roof. Dr. Laurin went on to say that he feels he was misled. He wrote to the Mayor and was told it was a Library Board matter. His lawyer suggested that he make a deputation to Town Council but was informed that he would have to come to the Library Board. He has obtained a quote of $6,000.00 plus taxes, to remove and put back the snow load structure when he has to have his roof replaced. He also informed the Board that there were changes to a bearing wall in his building that he was supposed to have been given the plans or drawings for that he has still not received. B. Molesworth stated that he was not aware that Dr. Laurin had not received these documents and would look into it. Dr. Laurin stated that he is not going after the Board to replace his loss of business and other ongoing problems since the construction, things like mortar and nails sticking out of his building. He also suggested his property value had gone down. He went on to say that he feels that he was conned into signing permits and is not happy having to come here. He does not want to go to court, but if he does, he will add on the cost of his lost business and things he sees as other construction related issues. J. LeFebvre asked Dr. Laurin just how much money he was after. Dr. Laurin's response was a minimum of $6,780.00 Dr. Laurin left copies of correspondence that had gone back and forth so that everyone knows what has gone on, he then left the meeting. G.A. Walker asked for discussion. B. Molesworth said this Board should probably deal with the matter if we are going to do anything for him. No one really knows when his roof might need to be replaced. It could be some years from now. The existing roof may last twice as long as expected due to the protective metal snow load roof. Page 87 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 3 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4. Business arising from the minutes - continued B. Molesworth explained the sequence of events leading up to this misunderstanding. B. Molesworth will provide him with the drawings, mortar and nails can be dealt with as deficiencies. Initially Dr. Laurin had claimed that there had been damage done to his roof but no damage was done. Now he's just saying he wants us to pay for the removal and replacement of the snow load roof structure. C. Moore and V. Barycky both stated that the price seemed inflated. Perhaps we should get an independent roofing company to give us a quote. V. Barycky suggested that the issue should go back to the contractor, Monteith. J. Swick and A. Campbell disagreed, stating that it's our building and our design_ It was agreed that the Board can't commit right now since we don't know when the work will take place. J. Swick suggested that when the time comes, the Board of the day should obtain three estimates. B. Molesworth will write a letter in response to be reviewed by the Town and then be brought back to the Board. The Board agreed. 4.2 Non - Resident Fees B. Molesworth informed the Board that the letter, notifying the Township of Tiny of the proposed increase in non - resident fees, was sent. No response has been received so far. 4.3 Partnership with MARC The joint grant application to Huronia Communities Foundation was successful. The $5,000.00 seed money will be used to start a family literacy programme. Informative programmes will be presented here and at the Penetanguishene Public Library. Each programme will be followed by a question and answer session and time spent on literacy. Eventually a homework help programme may come out of this. The partners in this programme will be seeking supplementary funding. Page 88 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 4 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 4. Business arising from the minutes - continued 4.4 Knowledge Ontario B. Molesworth reviewed the situation_ Over the last 5 years or so Knowledge Ontario has funded access to over 40 electronic databases for all public, academic and school libraries in the province. The provincial government provided the funding with the understanding that Knowledge Ontario would eventually become self - sustaining. This did not happen and now the Province has withdrawn funding. The Province has now given SOLS $2,000,000.00 to purchase e- resources for public libraries. Knowledge Ontario is now asking for support from libraries. Public libraries are being asked for a commitment of .05 per patron, which for us would mean approximately $500.00. We don't know if SOLS will receive the same funding next year and we don't know if Knowledge Ontario will receive enough funding to keep going. The bottom line is that other libraries are biting the bullet and paying, in the hope that a great service doesn't disappear. We may have another month to commit and they have said we could pay next year. It is too valuable a service to risk losing. It was agreed that the Board would wait until the next meeting to see if there were new developments. 4.5 Fundraising Letter B. Molesworth read a draft of a fundraising letter to the Board. This letter would be used in a direct mail campaign for the building fund. It was suggested that the third paragraph be moved toward the end. Wording such as, "Have you used any of these services? We need your help." was suggested. B. Desroches asked if it was a good idea coming up to Christmas. B. Molesworth will have another look at it. Page 89 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 5 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM I ISSUE I ACTION 5. Approval of the accounts It was noted that quite a bit of money was spent on damage from the flood. A temporary drain that the contractor installed silted up. The contractor, Monteith said the Town told them they would take care of installing a permanent drain. Our deductable is quite high so insurance would not cover the cost. V. Barycky asked about the Hydro bill being so high. B. Molesworth said that we are making progress in getting control and understanding the new systems. There was what was thought to be a fairly educated guess as to what the cost would be while the building was under construction, but the estimate was low. Moved by: A. Campbell Seconded by: B. Desroches That the accounts for the months of August and September, totaling $95,399.46 and $105,597.80 respectively, be approved. 6. Reports of Board Committees 6.1 Finance Committee Finance Chairman, A. Campbell, distributed the Library Financial Statement for the nine months ending September 30, 2010. We are close to where we should be. The report was adopted. 6.2 Fundraising Committee Dealt with under Business arising, 4.5 Fundraising Letter. 6.3 Building Committee — Deficiencies meeting of September 28 B. Molesworth informed the Board that there was a construction meeting recently to discuss the heating /cooling system and the leaks in the atrium. The heating /cooling issues are still being worked on but some progress has been made. Monteith is still investigating the source of the leaks. The new emergency doors with the new book return slot still aren't right so we are waiting for them to be replaced again. CARRIED Page 90 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 6 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 6. Reports of Board Committees - continued 6.4 Report from the Friends of the Midland Public Library — Book Store The Midland Area Reading Council Committee has whole heartedly endorsed the idea of partnering with us to run a used book store. They will be in to organize the space and get it running with their volunteers and hopefully some volunteers from our Friends group will help sell books. 7. New business 7.1 Budget 2011 B. Molesworth presented the proposed Operating Budget to Council. After Town Treasurer, S. Gignac included pay grade increases; it pushed up our percentage increase to 2.4 %. Extra staffing was not discussed at this session. There will be a meeting soon with S. Gignac and T. Walker about 2 nd draft. 7.2 Request for Debenture draft A draft motion was distributed. B. Molesworth explained that the debenture will be spread over 30 years which works out to about $135,000.00 per year. After some discussion, the motion was read. Moved by: J. Swick Seconded by: J. LeFebvre THAT WHEREAS the Library addition /retrofit project construction costs exceeded the Library Board's cost estimates by $641,475.00 and the offsetting revenues were short by $761,158.00 AND WHEREAS this adds to the $745,440.00 being the original amount estimated to be financed; NOW THEREFORE the Library Board respectfully requests Council to undertake the financing required for the project in the amount of $2,200,000.00 as reflected above. CARRIED Page 91 of 254 11 b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING Page 7 of 7 DATE: October 7, 2010 LOCATION: Midland Public Library Boardroom ITEM ISSUE ACTION 8. Information 8.1 Chief Librarian's Report B. Molesworth distributed information about the International Festival of Authors that will be held here on Monday, November 1" and Tuesday, November 2n at 7:30 p.m. in the Assembly Room. 9. Adjournment Moved by: B. Desroches That the meeting be adjourned at 8 :10 p.m. Chairman of the Board L V } �� C - Librarian Page 92 of 254 11 c) - Correspondence dated October 25, 20... Oro Agricultural Society Telephone 705- 487 -1753 Fax 705 - 487 -1756 E -mail: oroagsociety@sympatico.ca PO Box 175 Oro, ON LOL 2X0 October 25 2010 Township of Oro - Medonte Mayor Harry Hughes & Council PO Box 100 Oro, ON LOL 2X0 Dear Mayor Harry Hughes & Council, �g u NOV 17 201U OROAMEDONTF On behalf of the Oro Agricultural Society we wish to thank you for your support you give to the Oro Fair Board. Our 2010 Oro World's Fair is now over and it was a great success for our organization, with a record attendance, and beautiful weather. The participation of our community is an integral part of our rural fair and it is an important opportunity for us to appreciate the efforts of our farmers, gardeners and crafts people that make our community unique and progressive. Our Fair dates for 2011 are September 16 & 17 and we look forward to your continued support. Once again on behalf of the entire Board of Directors thank you and we look forward to seeing you in 2011. Sincerely, - &�j (�� George Lucas President, Oro Agricultural Society Page 93 of 254 11 d) - Correspondence dated October 28, 20... R H THE ROYAL VICTORIA HOSPITAL OF BARRIE 201 Georgian Drive BARRIE ONTARIO L4M 6M2 Telephone (705) 728 -9802 October 28, 2010 Mr. Harry Hughes Mayor, Oro- Medonte 73 Line 6 North Oro Station, ON LOL 2E0 Dear Harry, On behalf of Royal Victoria Hospital and its Board of Directors, we want to offer our most sincere congratulations on your acclamation in the 2010 municipal election. As you resume your role as Mayor for Oro - Mcdonte, we look forward to your continued interest and support of RVH as a long - standing member of the Board of Directors and a strong supporter of the Barrie and Area Physician Recruitment Task Force. As you know through your involvement as Chair of the RVH Governance Committee and a member of the RVH Capital Redevelopment Steering Committee, the Phase 1 Expansion Project has reached the half -way point. We are in the homestretch of transforming healthcare for residents of this region - doubling the size of the hospital, adding specialized regional services and capacity for 165 more inpatient beds and of course, the Simcoe Muskoka Regional Cancer Centre. The County of Simcoe has been such stalwart supporters of the Royal Victoria Hospital in the past, most notably with the incredible contribution of $20 million to the expansion project in 2007. This level of municipal support for a hospital is unprecedented and truly speaks volumes to the importance of access to quality care, close to home, for all residents. In the very near future, we will be sending you a formal invitation for an update and tour of the construction zone and hope that you will be able to join us. Once again, congratulations on your acclamation and we look forward to continuing to work with you over the next four years. Respectfully; J XS.F' C�. .ry ., Jon Babulic Chair, Board of Directors Royal Victoria Hospital P exceptional le lexceptional Care Janice M. Skot, MHSc, CHE President and Chief Executive Officer Royal Victoria Hospital Page 94 of 254 11 e) - Correspondence dated November 16, 2 Mining and Lands Commissaire aux mines et Commissioner aux terres iBox 330 C.P. 330 1 24th Floor 700, rue Bay 700 Bay Street 24e 6tage Toronto, Ontario Toronto (Ontario) Ontario M5G 1Z6 M5G 1Z6 Tel. No.: (416) 314 -2320 Telephone: (416) 314 -2320 IR E! Fax No.: (416) 314 -2327 T616copieur : (416) 314 -2327 Nov z 2018 Lit REFER OUR FILE CA 001 -09 REGULAR MAIL November 16, 2010 Mr. Robin Dunn, CAO Mr. Kenn th C. Hill The Corporation of the Hill, Hu er, Losell Law Firm LLP Township of Oro - Medonte 200 — 1 60 Yonge Street 148 Line 7 S., Box 100 PO Bo 324, Stn. Main Oro, Ontario LOL 2X0 Newm ket, Ontario UY 4X7 Dear Sirs: Re: The Corporation of the Township of Oro - Medonte v. Nottawasaga Valley C.A. Enclosed please find the Order of the Mining and Lands Commissioner which dismisses the above -noted matter without costs. If you have any questions, I can be reached at (416) 314 -2324. Yours very , Daniel E. Pascoe Registrar DEP /dj Encl. Page 95 of 254 11 e) - Correspondence dated November 16, 2 Box 330 ® C.P. 330 24th Floor, 700 Bay Street 24' etage, 700, rue Bay Toronto, Ontario Toronto (Ontario) Ontario M5G 1Z6 The Aiuiug anb laub5 Commcig5ioner Ie Com im5aire aux miuO et aux terreg File No. CA 001 -09 L. Kamerman ) Tuesday, the 16th day Mining and Lands Commissioner ) of November, 2010. THE CONSERVATION AUTHORITIES ACT IN THE MATTER OF An appeal to the Mining and Lands Commissioner under subsection 27(8) of the Conservation Authorities Act by The Corporation of the Township of.Oro- Medonte, against the 2009 General Levy Assessment of the Nottawasaga Valley Conservation Authority, approved the 13th day of February, 2009. BETWEEN: THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE -and - Appellant NOTTAWASAGA VALLEY CONSERVATION AUTHORITY Respondent ORDER WHEREAS THIS APPEAL was received by the Mining and Lands Commissioner on.the 10th day of March, 2009; AND WHEREAS a consent to dismiss this appeal without costs, dated the 15th day of November, 2010, was executed and filed by Mr. Robin Dunn, agent for the appellant; AND FURTHER TO a consent to dismiss this appeal without costs, dated the 27th day of October, 2010, was executed and filed by Mr. Kenneth C. Hill, counsel for the respondent; 1. IT IS ORDERED that this appeal be and is hereby dismissed. ....2 Page 96 of 254 11 e) - Correspondence dated November 16, 2 2 to this appeal. 2. IT IS FURTHER ORDERED that no costs shall be payable by either party DATED this 16th day of November, 2010. L. Kamerman MINING AND LANDS COMMISSIONER Page 97 of 254 11f) - Correspondence dated November 16, 2 horseshoe valley property owriers aSSOchdion 1101 horseshoe valley road, compartment 51, rr #1, barrio, on., L4M 4Y8 November 16, 2010 Mayor Harry Hughes Oro - Medonte Township f 148 Line 7s Box 100 Oro,ON N0V 16 1010 L012x0 OaRCy40f-- :_DQ NTE. Dear Mayor Hughes: Thank you for convening the meeting with officials from Simcoe County, the OPP and members of the Horseshoe Valley Property Owners Association [HVPOA] board to discuss our recommendations to Simcoe County Council. As you will recall we recommended reducing the speed limit to 60km /hr along our community section of Horseshoe Valley Road [HVR], paving the road shoulders and reviewing the turning lanes off of HVR. At our meeting on November 12, 2010, we decided on a number of steps to reduce traffic speed in our community. There was an acknowledgement at the table that the OPP enforcement was an important step in this regard and we were pleased that the OPP had started enforcing the new 70km /hr limit. Simcoe County indicated they will monitor the effect of the new speed limit. We were advised that the electronic traffic counts are weather- dependent and will be undertaken next spring because of snow clearing. On our part we will advise residents of the new speed limit and the OPP commitment to enforce it. We also agreed that enforcement was only one step in this regard and there were other "traffic calming" options that Simcoe County would review. Better signage and electronic speed indicators were two next steps that got positive response at the meeting. We were advised that improvements to HVR were scheduled by the County in 2012 and this will present an opportunity to include some of the other larger and costlier steps that have been suggested such as expanding the road surface, improved road shoulders and proper turning lanes. Some of these steps may very well come from development triggers as our community expands. On behalf of the HVPOA, we would like to thank you, the County and the OPP for listening to our concerns. Two steps [ reducing the limit to 70km /hr and enforcement] have already been under taken and we look forward to being part of future discussions to reduce traffic speed and improve road safety in our community. i u r rry Riff �Pe; VPO A Page 98 of 254 11f) - Correspondence dated November 16, 2 horseshoe valley properly/ ovaws assockidw 11o1 horseshoe valley road, compartment 51, rr#1, barrie, on., L41V! 4Y8 CC Ralph Hough, Oro - Medonte CC Mel Coutanche, Oro - Medonte Staff Sergeant, Peter Salter, OPP Christian Meile, Simcoe County HVPOA Board Below are the ideas from our residents that Simcoe County can consider as well. • Hard surface the soft shoulders • Turning lanes should be established • Clearly visible school bus stops • Use of solar powered speed indicators • Limit the weigh of trucks on HVR to 15 tons • Use of flashing caution lights • Posted signs of varying type. • Major upgrade of the road • Warning light for east bound traffic indicating intersection ahead at 4 th Line • Declaring Horseshoe section of HVR a "Community Safety Zone" Page 99 of 254 11 g) - Correspondence dated November 3, 20... ORILLIA & AREA PHYSICIAN RECRUITMENT & RETENTION COMMITTEE a �l� a"#ipwas or RAMA nrsf N41M 1! Zl November 3 , 2010. RECEIVED Mayor Hughes and Council NOV - 4 2010 Township of Oro - Medonte 148 Line 7 South ORO MEDONTE Oro, Ontario. LOL 2X0 TOWNSHIP Your Worship and Members of Council: Attached you will find an activity overview for the Orillia & Area Physician Recruitment & Retention Committee for the period of January 1 to October 31, 2010. Entering the 10 year as an organization of community volunteers, doctors, hospital staff and a part -time project coordinator, the committee is dedicated to the recruitment of family doctors and specialists. Currently, 59 family doctors and 59 specialists practice in Orillia and area. Twenty percent of our family doctors are sixty years or older, therefore we have experienced retirements in the past year creating even more residents in our area without a doctor. The anticipated need for family physicians over the next three years is projected at 20. This number considers the factoring in of retirements, provision of coverage for orphaned in- patients (a hospital patient who does not have a family physician) coverage required for the emergency room, population growth and changing demographics. In 2009, a staffing impact analysis was completed for specialist physicians with an expected need of 15 to 20 specialists over the next 3 years. We have made significant strides in the recruitment of specialists over the past 18 months as 9 specialists have chosen to locate in our area. A good complement of specialists is necessary for recruiting family doctors. Successful recruitment often occurs because the physician has a link to the community; either through family connections or by participating in the medical trainee program. OSMH is Simcoe County's busiest training hospital. In the past Page 100 of 254 11 g) - Correspondence dated November 3, 20... few years, 4 family physicians and 4 specialists have been recruited from the trainee program. We congratulate Oro - Medonte on the approval of a nurse practitioner clinic and the emphasis on service you are providing to your residents. The clinic will offer important primary care for your citizens, however doctors will still be required to augment nursing services. Retention of physicians is,, also included in our mandate and is a critical component to our success. Communities across the country are spending thousands of dollars each year to attract physicians. As we attempt to recruit physicians to our area other communities are trying to lure ours away. This creates a very competitive atmosphere. The work of this committee is fundamental to the future level of health care service within our area. The shortages across the country will continue. We cannot afford to reduce the effort we expend recruiting new doctors or thanking those who have worked tirelessly on behalf of our residents. On -going Initiatives 2011: • Host receptions honouring long service achievement, retiring physicians • and preceptors • Coordinate ROMP Week 2011 including "community day" • Participate in 7 university medical school job fairs • Coordinate medical residents core rotation weekend retreat • Host over 100 students /residents throughout the year • Host 25 to 35 visiting doctors and families New Goals 2011: • Develop policy for governance • Support for the development of a second incubation office • Host business fundraising luncheon • Create 2 scholarships for local medical students • Hire part -time physician recruiter and initiate an incentive program In order to meet the goals and objectives as outlined above, the committee respectfully requests a financial contribution of $20,000.00 for 2011. These funds will be augmented by contributions from community organizations and our municipal neighbours. If you have any questions, please do not hesitate to contact me at your convenience. Yours trul Y, Ka hi Shr shire Orillia & Area Physician Recruitment & Retention Committee Page 101 of 254 11 g) - Correspondence dated November 3, 20... PHYSICIAN RECRUITMENT & RETENTION COMMITTEE BUDGET 2011 COMPARED TO FORECAST 2010 AND ACTUAL 2009 Budget Forecast Actual 2011 2010 2009 REVENUE HOSPITAL FOUNDATION $ - $ - $ 1,700 OSMH $ 200,000 $ 200,000 OSMH $ 20,000 CFOA $ - $ 3,900 $ ROMP PROGRAM $ - $ 308 $ 1,250 COMMUNITY PARTNERS & BUSINESSES $ 15,000 $ 16,000 $ 16,578 CDC - COMMUNITY DEVELOPMENT FUNDS $ 10,000 $ 10,500 $ - CITY OF ORILLIA $ 60,000 $ 15,000 $ 10,000 TOWNSHIP OF ORO MEDONTE $ 20,000 $ 3,000 $ 3,000 TOWNSHIP OF RAMARA $ 18,000 $ 5,000 $ 5,000 TOWNSHIP OF SEVERN $ 24,000 $ 5,000 $ 2,500 MNJIKANING FIRST NATION $ 5 $ 5,000 $ 372,000 $ 263,708 $ 40,028 EXPENSES +M1 MEDICAL SCHOOLS JOB FAIR $ 2,000 $ 3,000 $ 466 RURAL MEDICAL WEEK $ 3,500 $ 1,611 $ CORE ROTATION DAY $ 2,000 $ - $ - RETENTION ACTIVITIES $ 5,000 $ 2,832 $ 5,308 VISITS - PHYSICIANS AND STUDENTS $ 2,500 $ 2,181 $ 7,305 INCUBATION OFFICE $ 6,500 $ 6,000 $ - COMMUNITY OUTREACH/ INTEGRATION $ - $ - $ _ PROMOTIONAL ITEMS $ 15,000 $ 4,650 $ PART TIME FAMILY DR. RECRUITER $ 40,000 $ - $ - OSMH EXPENSES $ 125,000 $ 125,000 $ OSMH STAFF $ 75,000 $ 75,000 $ - BUSINESS PLAN DEVELOPMENT $ - $ 5,060 $ PART TIME PROJECT CO- ORDINATOR $ 35,000 $ 33,163 $ 24,631 CASPR - MEMBERSHIPANDCONFERENCE $ 1,000 $ 809 $ - DOCTOR INCENTIVES $ 40,000 $ 20,000 ADMINISTRATION $ 2,000 $ 1,143 $ 212 $ 354,500 $ 280,449 $ 37,922 EXCESS / DEFICIT $ 17,500 -$ 16,741 $ 2,106 Cash at beginning of the year $ 16,329 $ 33,070 $ 30,964 Cash at the end of the year $ 33,829 $ 16,329 $ 33,070 Explanations FUNDING Municipality funding based on $2 per capita on 2006 census stats Community Development Funds: $10,000 - incubation office, $6,500 - promotional items EXPENSES - Promotional Items: website development, search engine optimization, updated job fair banners logo development, branding & advertising - Retention Activities: Appreciation Event, 2 mid year thank you activities, appreciation gesture for preceptors Incubation Office: Costs to outfit 1 incubation office within the Health Team facility OSMH staff includes cost of time spent pertaining to recruitment duties OSMH Expenses includes advertising, recruiting costs, incentives etc Full time recruiter for Family Physicians start in July , 112 to be paid by OSMH Part time coordinator: 28 hours /week includes expenses of $ 3,000 - Doctor incentives includes relocation costs for new doctors - Administration: postage, bank, supplies, printing, legal, accounting Page 102 of 254 11 g) - Correspondence dated November 3, 20... ORILLIA & AREA PHYSICIAN RECRUITMENT & RETENTION COMMITTEE 2010 ACTIVITY OVERVIEW January 1 to October 31 MEDICAL STUDENT TRAINEE AND MEDICAL RESIDENT VISITORS • Hosted 87 medical students /residents in training at the hospital (average stay 4 weeks) • Currently, 3 medical residents working at the hospital for 1 year • Initial contact before visit to determine interests, personal requirements • Provided personal welcome and community orientation to each student /resident • Responded to inquiries from students about recreation /worship /transportation and cultural events • Hosted 6 social gatherings for students /residents ( "wings night ") • Provide pre -paid taxi account for "late -night on call hospital duty" • Provide pre -paid gym passes, downhill /cross country skiing and mountain biking • Committee owns 2 mountain bicycles /helmets for student use on the trails • Casino Rama Entertainment Centre hosted 5 students for evening concert • Follow -up after visit RURAL ONTARIO MEDICAL PROGRAM (ROMP Week) • Procured billets and preceptors for five 1 St and 2 " year medical students • Greeted students at the bus station upon arrival • Committee members provided transportation to and from activities • Hosted welcome reception and barbeque for students, billets and preceptors • Hosted community day involving luncheon cruise on Island Princess and tour of the area • Surveyed students at completion of visit RECRUITMENT EDUCATION AND ACTIVITY • Member of the Canadian Association of Staff Physician Recruiters • Project coordinator and SMH medical affairs committee member attended conference in Calgary • Theme — Understanding the impact of cultural differences on the recruiting process • Attended 7 medical school job fairs in the fall (PAIRO) Professional Association of Interns and Residents of Ontario-resulting in over 300 contacts for follow -up • Display booth highlighting the community and the hospital and represented by the community committee and a local physician in each city (Thunder Bay, Sudbury, Ottawa, Kingston, Toronto, Hamilton, London) • Created locum initiative sub - committee Page 103 of 254 11 g) - Correspondence dated November 3, 20... RETENTION ACTIVITY • Committee hosted and sponsored appreciation reception for local doctors and spouses • Procured declaration of "Physician Appreciation Day" • News releases and media coverage for the event • Family occasion acknowledgement (illness, births) OUTREACH ACTIVITY • Contact with newly located physicians and their families • Assist with school, recreational, cultural, and worship requirements • Home visits to acknowledge family occasions (moving day, new home, births) LOCAL MEDICAL STUDENT OUTREACH • Congratulatory cards sent to local students accepted to medical school • Assistance provided in sourcing scholarship opportunities GRANT APPLICATIONS • Applied successfully to Community Foundation of Orillia & Area for $1500.00 to offset cost of student activity (gym, skiing) • Applied successfully to Local Initiatives Fund (CDC) for the purchase of .examination and diagnostic equipment for the incubation office ($6000.00) • Applied successfully to the Local Initiatives Fund (CDC) for development of business plan ($4000.00) • Applied successfully to Casino Rama Wellness Fund ($15,000.00) • Applied to Doctor Recruitment Endowment Fund ($2,500.00) to set scholarships for local medical students (pending) INCUBATION OFFICE • Partnership with the Orillia Family Health Network • OFHN providing furnished office space and administrative support • Committee purchased examination and diagnostic equipment for the clinic (wall mount blood pressure system, otoscope, opthalmoscope, scales, exam tables and stools) • Clinic facility available to newly graduated physicians for a pre- determined time period • Provides mentorship and support from established physicians • Equipment to be owned by the committee and available to new physicians without upfront cost • Incubation office will also be utilized four evenings a week and once each weekend for non - urgent after hours clinic Page 104 of 254 11 g) - Correspondence dated November 3, 20... BUSINESS PLANNING • Vision — Increasing the health and wellbeing of our community and the business climate by striving to provide every person with a doctor • Committee successfully applied for grant to procure services of a business consultant • With consultant, committee held workshop meetings to develop 3 year business plan including the hiring a recruiter • Plan adopted by committee includes development of yearly activities chart, target audience, guiding principles COMMUNITY ENGAGEMENT • Hosted volunteer information evening (32 attendees) • Monthly newspaper column • Respond to telephone calls and a -mails from community members without a family doctor PHYSICIAN COMMUNITY VISITS • Hosted 15 visits for physicians and their families (2 families visited twice) • Collaborate with hospital staff to coordinate professional site and lifestyle community tour • Hotel reservations /meals /infant and child requirements (most community tours involve 2 days) • Contact prior to visit to determine family interest • Appointments procured before visit (schools, worship) • Support for spousal employment issues • Project coordinator and hospital staff greet visitors upon arrival • Welcome /orientation packages provided • Itinerary provided to family in advance of arrival (each visit is "tailor- suited ") • Follow -up after visit Orientation /Welcome Packages Distributed -166 RECRUITMENTS - JANUARY 1— OCTOBER 31, 2010 Gastroenterologist, Psychiatrist, General Surgeon, 1 Nurse Practitioner, 2 Nephrology locums, 2 Critical Care Intensivist locums, 1 Anaesthesia locum, 1 Internist locum, 2 Emergency Medicine locums, 3 Midwife locums, 3 Family Physician locums 3 COURTESY CONSULTING — psychiatrists (telemedicine) Page 105 of 254 11 h) - Correspondence dated October 29, 20... ON F A'kl 0'5 a_ � ountr -- - - �. '... Orillia •Oro- Medonfe • Rama - Rumara - Sm. � NOV 2 3 ?010 J sG vSEDOf "i c October 29, 2010 Mayor Harry Hughes & Members of Council Township of Oro - Medonte 148 Line 7 South Oro, ON LOL 2X0 Dear Mayor Hughes, First and foremost on behalf of Ontario's Lake Country and the businesses we work with, we would like to thank you and the members of Council for your ongoing support. To date we have a membership base of over 100 businesses representing all five municipalities. We would not have experienced the success we have without the support of municipal partners like yourself - The Township of Oro- Medonte's commitment to Ontario's Lake Country in previous years was $15,000.00 a year which has significantly contributed to our success. We are facing a new year and would like to request equal support from your municipality as previous years. For your investment you will receive powerful Marketing Initiatives to support the tourism businesses in this region. On behalf of the Board of Directors of Ontario's Lake Country we request the opportunity to make a deputation to you and your council. We would like to report on the Marketing programs of this past year and discuss our outline and vision for the new 2011 year. We look forward to receipt of your positive response to our request and an indication of the date of the deputation. We again thank you for your support and look forward to a successful year ahead and continuing to work towards an exciting future of building the best year -round vacation destination in Ontario. Sinceriply, Frank Coyle Board of Directors -Chair Page 106 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake gi on simtwe Region BOARD OF DIRECTORS' MEETING R Authority conurty NO. BOD -09 -10 Friday, September 24 2010 Monte Carlo Inn BARRIE, ON MINUTES Board Members Present Councillor V. Hackson, Chair Councillor S. Agnew Mr. E. Bull Councillor B. Drew, Vice -Chair Councillor K. Ferdinands Councillor B. Huson Councillor J. McCallum Councillor J. O'Donnell Councillor J. Rupke Deputy Mayor G. Wauchope Regrets: Councillor G. Campbell Regional Councillor J. Grant Mayor R. Grossi Regional Councillor H. Herrema Councillor E. MacEachern Councillor A. Nuttall Regional Councillor J. Taylor Mayor J. Young Mayor R. Stevens Staff Present D. G. Wood, Chief Administrative Officer R. Jarrett, General Manager, Communications & Education J. Lee, General Manager, Corporate & Financial Services M. Walters, General Manager, Watershed Management B. Booth, Manager, Planning, Regulations & Enforcement P. Davies, Manager, Watershed Stewardship K. Kennedy, Land Securement Officer G. Casey, Coordinator, BOD /CAO, Projects & Services Guests: S. Beatty, Lagoon City Parks and Waterways I. DECLARATION OF PECUNIARY INTEREST None noted for the record of this meeting. II. APPROVAL OF THE AGENDA Moved by: G. Wauchope Seconded by: B. Huson BOD- 126 -10 RESOLVED THAT the content of the Agenda for the September 24` 2010, meeting of the Board of Directors be approved as amended to defer item IV (a) Presentation on Phosphorus Loads to the November 2010 Board meeting. CARRIED Page 107 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake Simcoe Region Conservation Authority Board of Directors Meeting No. BOD -09 -10 September 24 2010 — Minutes Page 2 of 6 III. ADOPTION OF THE MINUTES (a) Board of Directors Moved by: E. Bull Seconded by: J. Rupke BOD- 127 -10 RESOLVED THAT the minutes of the Board of Directors Meeting No. BOD- 07-10 held on July 23 d , 2010, be approved as printed and circulated. CARRIED (b) Administrative Committee Moved by: G. Wauchope Seconded by: B. Drew BOD- 128 -10 RESOLVED THAT the minutes of Administrative Committee meeting No. 06- 10-AC held on September 16` 2010, be received; and FURTHER THAT the recommendations contained within the minutes be approved. CARRIED IV. ANNOUNCEMENTS Conservation Awards Chair Hackson reminded the Board that the LSRCA's Annual Conservation Awards night is scheduled for October 6 2010 beginning at 6:00 p.m. The event will be held at Madsen's Greenhouse and all Members are encouraged to attend. V. PRESENTATIONS (a) Phosphorus Loading Estimates This presentation is deferred to the November 2010 Board Meeting. VI. CLOSED SESSION Moved by: J. McCallum Seconded by: J. Rupke BOD- 129 -10 RESOLVED THAT the Authority's Board of Directors move to Closed Session to deal with confidential legal and land matters; and Page 108 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake Simcoe Region Conservation Authority Board of Directors Meeting No. BOD -09 -10 September 24 2010 — Minutes Page 3 of 6 FURTHER THAT the LSRCA's Executive Management Team, Manager, Watershed Stewardship, Land Securement Officer and Coordinator, Board /CAO remain in the meeting during the Closed Session Discussion. Moved by: K. Ferdinands Seconded by: J. O. Donnell BOD- 130 -10 RESOLVED THAT the Authority's Board of Directors rise from Closed Session. CARRIED (a) Legal Update Moved by: B. Drew Seconded by: S. Agnew BOD- 131 -10 RESOLVED THAT Confidential Staff Report No. 52- 10 -BOD regarding an appeal by Zephyr Peat Land Harvesting to the Minister of Natural Resources, to be heard by the Mining and Lands Commissioner, be received for information; and THAT the Board accepts the recommendation of Staff as outlined in Confidential Staff Report No. 52- 10 -BOD; and FURTHER THAT the LSRCA's solicitor be entrusted to offer to settle the appeal by agreeing to limit the application of conditions 1, 2, 3 and 5 to the five acre parcel which was subject of the application. CARRIED (b) Land Disposition Moved by: J. Rupke Seconded by: G. Wauchope BOD- 132 -10 RESOLVED THAT Confidential Staff Report No. 55- 10 -BOD regarding land disposition matters be received; and FURTHER THAT the recommendations contained within the Confidential Staff Report be approved. CARRIED VI. HEARINGS There were no Hearings scheduled for this meeting. VII. DEPUTATIONS There were no Deputations scheduled for this meeting. VIII. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Item 6 was identified for separate discussion. Page 109 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake Simcoe Region Conservation Authority Board of Directors Meeting No. BOD -09 -10 September 24 2010 — Minutes Page 4 of 6 IX. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by: B. Drew Seconded by: E. Bull BOD- 133 -10 RESOLVED THAT the following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board and staff be authorized to take all necessary action required to give effect to same. CARRIED 1. Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation 179/06 BOD- 134 -10 RESOLVED THAT applications under Section 28 of the Conservation Authorities Act and Ontario Regulation 179/06 be received for information. 2. Correspondence BOD- 135 -10 RESOLVED THAT the correspondence listed in the September 24` 2010 meeting agenda be received. 3. Monthly Communications Update BOD- 136 -10 RESOLVED THAT the Monthly Communications Update — Summary, for the period July 1 to August 31, 2010, be received for information. 4. Budget Status Report BOD- 137 -10 RESOLVED THAT Staff Report No. 53- 10 -BOD regarding the Authority's budget status for the eight month period ending August 31 2010, be received. 5. Request for Proposal — Audit Services BOD- 138 -10 RESOLVED THAT Staff Report 54- 10 -BOD regarding the issuance of the Request for Proposals for Audit Services be approved. X. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION Page 110 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake Simcoe Region Conservation Authority Board of Directors Meeting No. BOD -09 -10 September 24 2010 — Minutes Page 5 of 6 6. Completion Application Checklist The Board dealt with and approved Staff Report No. 56- 10 -BOD regarding the implementation of a "checklist" to assist staff in achieving the LSRCA's Service Delivery Guidelines and to ensure the LSRCA is in conformity with the 'Policies and Procedures for Conservation Authority Plan Review and Permitting Activities" as prepared by the provincially established Conservation Authorities Liaison Committee (CALC). The Board expressed some concern in relation to the appearance of duplication between the CA and their planning /building departments. The General Manager advised that the check list is a reference guide as CALC is looking at improving the timeline for the issuance of permits. Staff will not be requesting anything different than what they are requesting now. Staff advised that this checklist is to be used for applications submitted under Ontario Regulation 179/06, which was made under the Conservation Authorities Act. In accordance with the 'Policies and Procedures for Conservation Authority Plan Review and Permitting Activities', conservation authorities are now required to confirm in writing, within 21 days of the receipt of an application if it is complete or incomplete, and to identify if any additional information is required. Staff further advised that pre - consultation is encouraged for all applicants to determine the information which needs to be submitted as part of an application. The level of detail required for each application will depend upon the natural hazards which are associated with the property as well as the scale and nature of the development which is proposed. Staff will ensure messaging is clear in relation to the information required for each individual application and will append the "Service Delivery Guidelines" document to the checklist. Moved by: G. Wauchope Seconded by: E. Bull BOD- 139 -10 RESOLVED THAT Staff Report No. 56- 10 -BOD regarding the Complete Application Checklist be received for information; and FURTHER THAT the Lake Simcoe Region Conservation Authority approve the use of the Complete Application Checklist to ensure conformity with the Policies and Procedures for Conservation Authority Plan Review and Permitting Activities. CARRIED Page 111 of 254 11 i) - Lake Simcoe Region Conservation Aut... Lake Simcoe Region Conservation Authority Board of Directors Meeting No. BOD -09 -10 September 24 2010 — Minutes Page 6 of 6 VII. OTHER BUSINESS (a) LSRCA Board Meetings Chair Hackson reminded that Board that the October 2010 meeting is cancelled in view of the municipal election. The next meeting of the Board is scheduled for November 26 In addition, Members are reminded that their term with the LSRCA's Board of Directors continues through to the Annual General Meeting which will be held in January 2011. (b) York Energy Councillor Rupke inquired as to the procedure in place regarding the activities related to the York Energy /Pristine Power Plant. The CAO advised that staff continue to consult with the staff from King Township and that a system is in place to provide the CAO of King Township with a regular update of such activity. It was indicated that Pristine Power was recently acquired by Fort Chicago. XII. ADJOURN Meeting adjourned at 11:55 a.m. on a motion by J. O'Donnell. Original signed by: Original signed by: Councillor V. Hackson D. Gayle Wood, cmm III Chair Chief Administrative Officer Page 112 of 254 11 i) - Lake Simcoe Region Conservation Aut... Conservation Authority Announcements: Meeting Highlights November 26 ", 2010 - Page 1 Celebrating Watershed Heroes — LSRCA 2010 Conservation Awards • Chair Hackson advised that the 2010 Conservation Awards celebration held in October was a great success. Over 160 were in attendance with approximately 40 awards being presented to our watershed heroes. • Chair Hackson thanked everyone who attended and extended a special thanks to all staff for organizing such a wonderful event. Minutes: Administrative Committee • The Board approved the minutes from the Administrative Committee meeting held on November 19 2010. • Through this approval, the LSRCA will be returning to full Board decision making with their new Board which will be in place effective with the Annual General Meeting January 28 2011. Presentations: River Journeys II • The River Journey's II book was prepared by the International Riverfoundation and, as winners of the 2009 International Thiess Riverprize, the Lake Simcoe Region Conservation Authority is featured in this edition. • The CAO presented the River Journeys II book to the Chair and Vice Chair. Phosphorus Loading Estimates - Looking to the Future • The Director, Planning and Development Services provided a presentation on the findings related to Mayor elect Virginia Hackson, Chair, Gayle Wood, phosphorus loading estimates. CAO, Regional Councillor elect Bobbie Drew, Vice • Based on the presentation the LSRCA's Board of Directors Chair. directed staff to develop a report for discussion regarding future phosphorus reduction strategies, including potential remediation funding scenarios including development charges and local assessments where applicable. • The report on which this presentation was based can be accessed through the LSRCA's website at http: / /www.Isrca.on.ca /pdf /reports /phosphorus estimates 2010.pdf Lake Simcoe Region Conservation Authority, 120 Bayview Parkway, Newmarket, ON L3Y 3W3 E -mail: info @lsrca.on.ca Web site: www.lsrca.on.ca Page 113 of 254 11 i) - Lake Simcoe Region Conservation Aut... Board of Directors — Meeting Highlights November 26 2010 Page 2 of 3 Staff Reports Budget Status Report - Update • The Board approved Staff Report No. 57- 10 -BOD regarding the status of the Authority's budget for the period ending October 31, 2010. • Staff advised that they continue to track expenditures and will provide an updated report on the Authority's 2010 budget position at their December 2010 meeting. EcoSchools Award for the Education Centre • The Board approved Staff Report No. 58- 10 -BOD regarding the awarding of the "Certified Silver 2010 EcoSchool" designation by the Ontario EcoSchools to the Prof. E.A. Smith Education Centre located at the Scanlon Creek Conservation Area. Food Service Agreement - Extension • The Board approved Staff Report No. 59- 10 -BOD related to a service extension of the current contract with the supplier of wholesale groceries for the Prof. E.A. Smith Education Centre. Memorandum of Understanding —Town of Newmarket • The Board dealt with and approved Staff Report No. 60- 10 -BOD. The General Manager, Watershed Management provided an overview related to the purpose of this MOU with the Town of Newmarket. • The Board approved the report and directed the Vice Chair to sign the MOU as noted. LSRCA Technical Guidelines for Stormwater Manaeement Submissions • The Board dealt with and approved Staff Report No. 61- 10 -BOD. • Staff advised that 90% of the comments received on the draft report have been addressed. • Staff will send a letter of thanks to all those who commented on the draft report. • The final report will be posted to the LSRCA's website. CALC Implementation and Guidelines • The Board dealt with and approved Staff Report No. 62- 10 -BOD which provides an overview of the implementation process and associated timelines for compliance with the MNR 'Policies and Procedures for Conservation Authority and Plan Review and Permitting Activities'. • The Board continues to stress the importance of reducing duplication between the CA and municipalities. • The Board continues to stress the importance of reducing duplication between the CA and municipalities to which staff advised that the intent of this exercise is most definitely to reduce duplication and that this will be accomplished through the check list which was presented and approved at the September 2010 Board meeting. • The CAO added that the work related to natural hazards lies with the CA; however comments related to natural heritage are only provided if there is an MOU in place. Currently the LSRCA has MOU's with York Region, Durham Region and Simcoe County. Both York and Durham Regions have determined that there is no duplication in this area and Simcoe County currently has this under review. Lake Simcoe Region Conservation Authority, 120 Bayview Parkway, Newmarket, ON L3Y 3W3 E -mail: info @lsrca.on.ca Web site: www.lsrca.on.ca Page 114 of 254 11 i) - Lake Simcoe Region Conservation Aut... Board of Directors — Meeting Highlights November 26 2010 Page 3 of 3 Town of Wh itch u rch-Stouffville — Report #8 • The Board approved Staff Report No. 63- 10 -BOD regarding the Town of Whitchurch - Stouffville's Report #8 — Review of Draft Policies and Procedures for Conservation Authorities — Plan Review and Permitting Activities. • The Board endorsed the Staff Report for circulation to the Town of Wh itch urch- Stouffvil le. Peat Farmers of Ontario — Land Patent Grants • The Board dealt with and approved Staff Report No. 64- 10 -BOD which provided an update regarding the Land Patent Grants and the response from the Ministry of Natural Resources on this matter in that the policies of the Conservation Authority currently apply. • The CAO advised that staff will continue to dialogue with the peat operators regarding what can and cannot be done on their lands. Other Business LSRCA Board Meeting — December 17 2010 • Chair Hackson reminded the Board that the next meeting which is scheduled for December 17 2010, is a Lakes Simcoe and Couchiching /Black River Source Protection meeting in the morning followed by the LSRCA Board Meeting. • The LSCBR SPA meeting is critical as it is at this meeting where the Assessment Reports will be approved for submission to the Ministry of the Environment — in line with our mandated timeline. • It is critical that there is quorum and all members make every effort to attend this meeting. LSRCA — Annual General Meeting — January 28 2011 • The LSRCA will be hosting its 60 Annual General Meeting on Friday January 28 2011. • The current Board remains in place for the first part of this meeting in order to deal with final 2010 Authority Business. • Newly appointed members will take their place on the Authority's Board once the 2010 business is closed. • Again, Members are encouraged to attend this meeting to ensure quorum. Closing Remarks • Mayor Grossi extended a special thank you to those members who will not be returning to the Authority's Board in 2011. Thanking them for their support and dedication to the Authority over the past four years. • Mayor Grossi wished them luck and expressed it has been a pleasure to sit at the LSRCA Board table with all of them. Lake Simcoe Region Conservation Authority, 120 Bayview Parkway, Newmarket, ON L3Y 3W3 E -mail: info @lsrca.on.ca Web site: www.lsrca.on.ca Page 115 of 254 11j) - Nottawasaga Valley Conservation Aut... C S L�t zu « NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING 09/10 2 0 8 October, 2010 ,o Tiffin Centre for Conservation —John L. Jose Environmental Learning Centre MINUTES PRESENT: Chair: Walter Benotto Town of Shelburne Members: Rick Archdekin Town of Wasaga Beach Mary Brett Town of Adjala - Tosorontio Orville Brown Township of Clearview Chris Carrier Town of Collingwood Daniel Davidson Town of Innisfil Tom Elliott Township of Springwater Debbie Fawcett Township of Melancthon Sonny Foley Town of Collingwood Ralph Hough Township of Oro - Medonte Harry Hughes Township of Oro - Medonte Rick Milne Town of New Tecumseth Fred Nix Town of Mono Ron Simpson Town of Bradford West Gwillimbury Joan Sutherland Town of New Tecumseth Bill Van Berkel Town of Innisfil Barry Ward City of Barrie Percy Way Township of Amaranth REGRETS: Reg Cowan Township of Springwater Terry Dowdall Township of Essa Ron Henderson Township of Essa John McKean Town of the Blue Mountains Gord Montgomery, NVCA Vice Chair Township of Mulmur Brian Mullin Municipality of the Grey Highlands Cal Patterson Town of Wasaga Beach Gerald Poisson City of Barrie Robert Walker Township of Clearview Staff Present: Wayne Wilson. CAO /Secretary- Treasurer Byron Wesson, Director, Land Operations & Stewardship Services, Fred Dobbs, Manager Stewardship Services Glenn Switzer, Director of Engineering and Technical Services, Dave Featherstone, Manager Watershed Monitoring, Ryan Post, Hydrogeologist Chris Hibberd, Director of Planning, Barb Perrault, Senior Environmental Officer, Recorder: Laurie Barron, Executive Assistant Guest: Dr. Andy Bjac, Quaternary Geologist, Ontario Geological Survey Page 116 of 254 11j) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 09/10 8 October, 2010 Page 2 of 6 1. CALL TO ORDER Chair Benotto called the meeting to order at 9:00 a.m. ANNOUNCEMENT NVCA Board Member & Mayor of Collingwood Chris Carrier announced that after nearly a decade long negotiation to save the Silver Creek Wetland from development, the Town of Collingwood will take ownership of more than 190 acres of the wetland. The agreement will ensure long term conservation of this significant environmental feature. 2. MOTION TO ADOPT AGENDA RES. #1 MOVED BY: Dan Davidson SECONDED BY: Fred Nix RESOLVED THAT: The Agenda for Board of Directors meeting 09/10 dated 8 October, 2010 be adopted. 3. PECUNIARY INTEREST DECLARATION None declared Carried; 4. MINUTES 4.1 Minutes of the Board of Directors Meeting 08110 dated 17 September, 2010. RES. #2 MOVED BY: Dan Davidson SECONDED BY: Fred Nix RESOLVED THAT: The Minutes of the Board of Directors Meeting 08/10 dated 17 September, 2010 be approved. Carried; 4.2 Draft Minutes of the Nottawasaga Valley Source Protection Authority Meeting 03/10 dated 17 September, 2010. RES. #3 MOVED BY: Dan Davidson SECONDED BY: Fred Nix RESOLVED THAT: The Draft Minutes of the Nottawasaga Valley Source Protection Authority Meeting 03/10 dated 17 September, 2010 be received. Carried; 4.3 Draft Minutes of the Executive Committee Meeting 11110 dated 24 September, 2010 be received. RES. #4 MOVED BY: Sonny Foley SECONDED BY: Chris Carrier RESOLVED THAT: The Draft Minutes of the Executive Committee Meeting 11/10 dated 24 September, 2010 be received. Carried; 5. BUSINESS ARISING FROM MINUTES None noted Page 117 of 254 11j) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 09/10 8 October, 2010 Page 3 of 6 PRESENTATION: Dr. Andy Bajc, Quaternary Geoscientist with the Ontario Geological Survey, Ministry of Northern Development, Mines and Forestry updated the Board of Directors on a Geological Study being conducted within South Simcoe County. The study will develop GIS based maps and databases to be input into Source Water Protection Plans, tier 2 & 3 water budget and water quantity risk assessments, baseline data for Simcoe County landfill investigations and studies dealing with the impacts of aggregate extraction on surface water. In conclusion, Dr. Bajc advised that the study is aimed at better understanding sensitive ecosystems. STAFF REPORTS 6. REPORT OF THE DIRECTOR OF PLANNING 6.1 Permits for Ratification for the period September 11/10 to September 29/10 RES. #5 MOVED BY: Ralph Hough SECONDED BY: Rick Archdekin RESOLVED THAT: the Permits /Approvals issued by staff for the period September 11/10 to September 29/10 be approved. Carried; 7. REPORT OF THE HEALTHY WATERS PROGRAM COORDINATOR AND MANAGER OF STEWARDSHIP SERVICES 7.1 Ontario Drinking Water Stewardship program update. RES. #6 MOVED BY: Rick Archdekin SECONDED BY: Debbie Fawcett RESOLVED THAT: the Ontario Drinking Water Stewardship program update be received for information. Carried; 8. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES 8.1 Communications Report for the months of August and September, 2010. RES. #7 MOVED BY: Debbie Fawcett SECONDED BY: Rick Archdekin RESOLVED THAT: the Communications report for the months of August and September, 2010 be received. Carried; 9. REPORT OF THE CAO /SECRETARY TREASURER 9.1 2011 Budget Direction Background report. Chair Benotto asked the board members to advise what percentage increase they felt their Council would consider for the 2010 NVCA budget. An average percentage increase was calculated based on the percentage given by each member. Page 118 of 254 11j) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 09/10 8 October, 2010 Page 4 of 6 RES. #8 MOVED BY: Tom Elliott SECONDED BY: Percy Way RESOLVED THAT: the Board of Directors receive the preliminary 2011 budget direction report, including a summary of the 2011 budget pressures for consideration; and, THAT: the Board of Directors provides the following budget direction: • That the recommended 2011 budget target is 2.36% • That staff prepare a draft 2011 report with budget options and recommendations to meet the Board of Directors budget target; and, • That the Draft budget report be presented to the Board of Directors on November 26 for further direction. Carried; 9.2 Statement of Operations for Period Ending August 31, 2010 RES. #9 MOVED BY: Tom Elliott SECONDED BY: Percy Way RESOLVED THAT: The Combined Statement of Operations Program Summary as at August 31, 2010 be received. Carried; 10. IN- CAMERA NVCA board members Harry Hughes and Ralph Hough, representing the Township of Oro - Medonte were asked to leave the in- camera session as the matter being discussed was solicitor /client privileged between the Township of Oro - Medonte and the NVCA. RES. #10 MOVED BY: Tom Elliott SECONDED BY: Orville Brown RESOLVED THAT: This meeting of the Board of Directors Committee No. 09 -10 go "In- Camera" at 10:26 a.m. to address matters pertaining to: • the receiving of advice that is subject to solicitor /client privilege, including communications necessary for that purpose; and, THAT: the following staff be in attendance: Wayne R. Wilson, B.Sc., Chief Administrative Officer /Secretary- Treasurer and Laurie Barron, Recording Secretary. Carried; RES. #11 MOVED BY: Orville Brown SECONDED BY: Tom Elliott RESOLVED THAT: This meeting of the Board of Directors Committee No. 09 -10 come out of "In- Camera" at 11:00 a.m. NVCA board members Harry Hughes and Ralph Hough, Township of Oro - Medonte representatives returned to open session. RES. #11(a) MOVED BY: Fred Nix SECONDED BY: Chris Carrier WHEREAS: the Township of Oro - Medonte have submitted to the Ontario Mining and Lands Commissioner (MLC), their materials regarding the 2009 levy appeal; and WHEREAS: according to the NVCA solicitor, the material filed with the Mining and Lands Commissioner is missing relevant information as ordered to be filed by the MLC on April 23 2010, makes it difficult or impossible for the NVCA to prepare and file responding materials; and, Page 119 of 254 11j) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 09/10 8 October, 2010 Page 5 of 6 WHEREAS: the NVCA still intends to negotiate and hopes to develop a Severn area service delivery Memorandum of Understanding (MOU) with Oro - Medonte, outside of the levy appeal process to: • Ensure protection of the environment, • Provide coordinated cost effective delivery of environmental programs and services, • Provide high quality customer services, • Provides a mechanism for annual reporting and evaluating program delivery by each party, and • Provides a mechanism for further agreement amendments by all parties. BE IT RESOLVED: that the Board of Directors directs the NVCA solicitor to review this matter with the Mining and Lands Commissioner's office, seeking clarification regarding the incompleteness of the Oro - Medonte filed materials, the issue of legal costs of the appeal and other matters deemed relevant by the NVCA Solicitor, to ensure an efficient appeal process; and FURTHER THAT: the NVCA will defer any further actions regarding completion of the service delivery MOU, until the levy appeal has been finalized. Carried; 11. NEW BUSINESS None noted 12. NOTICE OF MOTION None presented 13. CORRESPONDENCE (a) Ministry of Natural Resources dated Aug 25/10 re: 2010 -2011 operating transfer payment allocation. (b) Conservation Ontario received Sept 14/10 re: Water Erosion and Control Infrastructure (WECI) Funding to Conservation Authorities Key Messages 2010. (c) Conservation Ontario media release dated Sept 23/10 re: Conservation Ontario Supports Environmental Commissioner's Report. (d) Letter sent to all NVCA member municipal Directors of Works Department from the Director of Engineering dated Sept 30/10 re: Draft Nottawasaga Valley Conservation Authority Groundwater Management Plan. RES. #12 MOVED BY: Chris Carrier SECONDED BY: Joan Sutherland RESOLVED THAT: Correspondence not specifically dealt with be placed on file. Carried; Page 120 of 254 11j) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 09/10 8 October, 2010 Page 6 of 6 FUTURE MEETINGS Executive Committee Meeting —Oct. 22/10 Board of Directors Meeting —Nov 26/10 ADJOURN TO ADVISORY COMMITTEES RES. #13 MOVED BY: Chris Carrier SECONDED BY: Joan Sutherland RESOLVED THAT: this meeting adjourn at 11:05 a.m. to meet again at the call of the Chair. Carried; Walter Benotto, N.V.C.A. Chair Dated this _day of , 2010 Wayne R. Wilson, CAO /Secretary- Treasurer Page 121 of 254 11j) - Nottawasaga Valley Conservation Aut... �.PTIO G V A T 'O t Z °t NOTTAWASAGA VALLEY CONSERVATION AUTHORITY HIGHLIGHTS FROM BOARD MEETING ON NOVEMBER 26, 2010 9gg�z o NVCA BOARD OF DIRECTORS MEETING — NO. 10/10 November 26, 2010 DRAFT 2011 BUDGET TO BE CIRCULATED FOR MUNICIPAL REVIEW The Board of Directors discussed and reviewed the NVCA Draft budget for 2011 and directed staff to circulate the budget for municipal review. The 2011 NVCA budget vote will be held at the regular Board of Director's February meeting. 2010 CONSERVATION AUTHORITY STATISTICAL SURVEY Conservation Ontario has conducted a statistical survey. The 2009 General Information Report provides a comparison of the area, population, staff and board members of each of the 36 Conservation Authorities (CA). In preparation for discussions on governance, members discussed some of the highlights of this report. The average number of Board of Directors for Conservation Authorities is 10 elected members and 3 non - elected members for a total of 13 members. The top three CA's for Board size are: Toronto Region Conservation Authority has 28 (21 elected and 7 non - elected), Nottawasaga Valley Conservation Authority has 27 (23 elected and 4 non - elected), and the third is Quinte Conservation with 26 members. Based on this discussion, a resolution was passed directing the NVCA to request that member municipalities with 2 members, voluntarily reduce their membership on our Board to one member. NVCA GOVERNANCE RESTRUCTURING The NVCA Board of Directors voted to change its governance structure. Members discussed a number of proposed draft governance models based on evaluation criteria that included effective communications with all Board Members, effectiveness of staff time, cost efficiency, and effective decision making and consensus building for all Board Members. The NVCA Board passed a resolution supporting the governance model consisting of just the Board of Directors with a small Human Resources /Administration Committee, removing the Executive Committee and Advisory Committees. Staff will prepare a report outlining the Administrative Regulation changes necessary to implement the new governance model and present it at the December Board meeting. Future Meetings and Events Board of Directors Meeting— Dec 10/10 Executive Committee Meeting — Dec 17/10 For more information contact: Wayne Wilson, CAO /Secretary- Treasurer (705) 424 -1479, ext. 225 wwilson(o0vca.on.ca Page 122 of 254 12a) - Correspondence dated October 28, 20... Ministry of Infrastructure Ontario Growth Secretariat 4" Floor, Suite 425 777 Bay Street Toronto ON M5G 2E5 Tel: 416 325 -1210 Fax: 416 325 -7403 www.placestogrow.ca October 28, 2010 Mr. Doug Irwin Clerk Township of Oro - Medonte 148 Line 7 South Oro, Ontario LOL 2X0 Ministere de I'Infrastructure Secretariat des initiatives de croissance de ('Ontario 4 etage, Suite 425 777, rue Bay Toronto (Ontario) M5G 2E5 Tel.: 416 325 -1210 Telec : 416 325 -7403 www.placealacroissance.ca Ontario FD NOV n 3 2010 4?3 f -i'V1E � h °I"QV� NSMil SUBJECT: Notice regarding release and opportunity to comment on The Proposed Amendment 1 (2010) to the Growth Plan for the Greater Golden Horseshoe, 2006 We are pleased to provide the Township of Oro - Medonte with a copy of the Proposed Amendment 1 (2010) to the Growth Plan for Greater Golden Horseshoe, 2006, a proposed amendment and implementation tools for the Simcoe Sub -area, which was released on October 28, 2010, under the authority of the Places to Grow Act 2005. We ask that the documents be circulated to those responsible for providing comments on behalf of the Township of Oro - Medonte. This Proposed Amendment builds on the feedback that we received on the Simcoe Area: a Strategic Vision for Growth and provides more specific direction on the objectives, policies, and targets of the Growth Plan for the Greater Golden Horseshoe, 2006. It also builds on other key government initiatives including the Lake Simcoe Protection Plan, the Provincial Policy Statement, 2005 (PPS) and the Barrie - Innisfil Boundary Adjustment Act, 2009. The Proposed Amendment applies only to the Simcoe Sub -area and if amended, the entirety of the Growth Plan applies to the Simcoe Sub -area. The Proposed Amendment focuses on four key areas for ensuring sustainable long -term growth in the Simcoe Sub -area by: • identifying urban nodes where growth and intensification can be focused; • providing population and employment growth forecasts for all communities in the Simcoe area to ensure that growth is focused where it can best be accommodated; • requiring that communities assess the land they need to meet their forecasted growth by 2031, and manage the supply of land available for development; and • identifying focused, strategic industrial employment areas along Highway 400 to support job creation, manufacturing and industrial activities and economic employment districts to support local employment. Also, for your information, notice has been posted on the Environmental Bill of Rights Registry, inviting the public to provide comments to the Ministry of Infrastructure. For further information, or to access and electronic copy, please visit the Places to Grow website at www.placesta rr� ow.ca or telephone, toll free at 1- 866 - 479 -9781. Page 123 of 254 12a) - Correspondence dated October 28, 20... Your questions and comments are important to us as we undertake this important growth planning initiative in the Simcoe Sub -area. Please direct your comments by January 31, 2011, to: Ontario Growth Secretariat Ministry of Infrastructure 777 Bay Street, 4th Floor, Suite 425 Toronto, ON M5G 2E5 E -mail: placestogrow @ontario.ca Sincerely, Victor Severino Assistant Deputy Minister (A) Ontario Growth Secretariat Enclosure: Proposed Amendment 1 (2010) to the Growth Plan for the Greater Golden Horseshoe, 2006 Cc: His Worship Mayor Harry Hughes (with enclosure) Ms. Andria Leigh, Director of Development Services (with enclosure) Mr. Robin Dunn, CAO (with enclosure) Page 124 of 254 12b) - Newsletter dated November 2010 from... I l Anjn DiIn Tih 21 2 , �'��1J1J F¢.�rn� R¢sort� Entertainment by Tony Molesworth, a "hiplarious" vaudevillian, a one -man, all - comedy variety show intermixed with a potpourri of musical and magical skills such as banjo, clarinet, schtick, rapid fire stand-up - comedy, juggling, magic, ventriloquism, sight gags, audience participation, all in an ingenious fusion of clever patter and clowning. $95.00 per person tax included - 300 seat limit RSVP to Barbara at 326 -4424 or barbara@orillia.com s Purchases AA& • Refinances Renewals Mortga e * self Employed b g * Equity Take Architects„ Outs www.markgoode.ca (705)326-8523 DOCUMENT XCELLENCE 'improving your productivity Local ORILLIA Sales and Service Business Solutions for Copy /Print /Scan /Fax /Entail and Document Management Kevin Sneyd 705 737 2095 x2'1 0 Page 125 of 254 "Fostering Prosperity for Your Business -Your Community" November 2010 12c) - Correspondence dated October 26, 20... October 26, 2010 To the Head & Members of Council: Pursuant to Section 25 of the Constitution of the Ontario Good Roads Association, the Nominating Committee shall report to the Annual Conference its nominations for 12 directors. The following members of the Board will automatically serve on the 2011 -2012 Board of Directors in the following capacity: President John Curley, Councillor, City of Timmins 1 sc Vice - President Alan Korell, Managing Director /City Engineer, City of North Bay Immediate Past President J. Paul Johnson, Operations Manager, County of Wellington Those nominated by the Nominating Committee shall be selected from OGRA' s municipal membership pursuant to the requirements for geographic representation contained in Section 11 of the Constitution, and so far as possible maintaining an equal balance between elected and appointed representatives. A full copy of the Constitution can be viewed on the OGRA web -site: htt : / /www.o ra.or /About/constitution.as . The following incumbent Directors have put their name forward wishing to continue to represent their respective Zones: North (2 to be elected) Rick Champagne Councillor, Township of East Ferris Southwest (3 to be elected) Tom Bateman County Engineer County Essex Joanne Vanderheyden Mayor Township of Strathroy - Caradoc John Parsons Division Manager, Transportation & Roadside Operations City of London South Central (2 to be elected) Damian Albanese Director, Transportation Division Regional Municipality of Peel Southeast (3 to be elected) Craig Davidson Steve Desroches CAO /Clerk Councillor Municipality of Hasting Highlands City of Ottawa Page 126 of 254 12c) - Correspondence dated October 26, 20... Toronto (2 to be elected) Mark Grimes Rob Buriie Councillor Manager, Road Operations City of Toronto City of Toronto One vacancy will exist in each of the Northern, South Central and South East zones. The Northern Zone consists of the municipalities in the Districts of Algoma, Cochrane, Kenora, Manitoulin Island, Nipissing, Par Sound, Rainy River, Sudbury, Thunder Bay, and Timiskaming, the City of Greater Sudbury, and municipalities in and including the District of Muskoka. The South Central Zone consists of the municipalities in and including the Counties of Dufferin, Grey, Simcoe, and Wellington, and municipalities in and including the Regional Municipalities of Durham, Halton, Niagara, Peel and York, and the City of Hamilton. The South East Zone consists of municipalities in and including the Counties of Frontenac, Haliburton, Hastings, Lanark, Leeds and Grenville, Lennox and Addington, Northumberland, Peterborough, Prescott and Russell, Prince Edward, Renfrew, and Stormont, Dundas and Glengarry, and the Cities of Kawartha Lakes and Ottawa. Any OGRA municipal member interested in being considered as a candidate for a position on the Board of Directors must complete the attached Nomination Consent form and submit it along with their r6sum6 to the attention of the Chair of the Nominating Committee by no later than November 26, 2010. Fax your information to 905 - 795 -2660, e-mail to info@ogra.org or mail to OGRA, 6355 Kennedy Road, Unit 2, Mississauga, Ontario L5T 21_5 The Nominating Committee will meet in November to recommend a slate of Officers and Directors to the membership. The members of the Committee are: Chair: Eric Rutherford, OGRA Immediate Past President Members: Damian Albanese, OGRA Director Tom Bateman OGRA Director Craig Davidson, OGRA Director David Leckie, OGRA Past President Any questions regarding the Nomination process or serving on the Board of Directors can be directed to the undersigned at ioeCa oara.orc Yours truly, f� J. W. Tiemay, Executive Director c: Eric Rutherford, Chair, Nominating Committee Page 127 of 254 12c) - Correspondence dated October 26, 20... ONTARIO GOOD ROADS ASSOCIATION 6355 KENNEDY ROAD, UNIT 2 MISSISSAUGA, ONTARIO L5T 21-5 TELEPHONE 905 - 795 -2555 FAX 905 - 795 -2660 NOMINATION /CONSENT FORM Please Print Candidate for 2011 -2012 OGRA Board of Directors Name Position Municipality Nominated by Name Position Municipality Seconded by Name Position Municipality Candidate's Consent Candidate's Signature Date This form must be received by fax 905 - 795 -2660, e-mail Qoe @ogra.org) or mail to Unit 2, 6355 Kennedy Road, Mississauga, Ont. L5T 2L5 to the attention of David Leckie, Chair of the Nominating Committee, by 4:00 p.m. on November 26, 2010. Page 128 of 254 12c) - Correspondence dated October 26, 20... Brissette, Marie From: Irwin, Doug Sent: Wednesday, November 24, 2010 11:26 AM To: Brissette, Marie Subject: FW: Nominations - Ontario Good Roads Association From: OGRA Information [ mailto:communications @ogra.org] Sent: October 26, 2010 3:26 PM To: Irwin, Doug Subject: Nominations - Ontario Good Roads Association Dear Municipal Clerk: In response to comments received regarding the Nomination process and the scheduling of Council meetings I have extended the deadline for Nominations to the OGRA Board of Directors to Friday, December 17, 2010. Please advise your Council of this change Thanks J. W. Tiernay Executive Director Doug Irwin Director Corporate Services /Clerk Township of Oro - Medonte Page 129 of 254 2011 RO MAIOG RA Combined Conference ( C RO '' A 1 are we ere assessing the municipal recovery Sunday, February 27 - Wednesday, March 2, 2011 Fairmont Royal York Hotel, Toronto, Ontario 12d) - 2011 ROMA /OGRA Combined Conference,... HOUSING OPENS TUESDAY, NOVEMBER 30 @ 10:00 AM Garcg Service Aword's Ontario Good Roads Association is always proud to recognize employees who have given long years of service in the cause of good roads. To view eligibility requirements and to download the form for this award, please visit OGRA's website. Deadline for receipt of nominations is Friday, February 1, 2011. Awards will be presented at the Awards Luncheon on Tuesday, March 1, 2011 during the ROMA /OGRA Combined Conference. For more information, contact Carmen Sousa carmen @ogra.org or 905 - 795 -2555. �i Chris White J. Paul Johnson Chair, ROMA President OGRA ROMA Chair Chris White and OGRA President J. Paul Johnson look forward to meeting you at the 2011 ROMA /OGRA Combined Conference. • Delegates will contact the hotels directly to book a room. • All hotels will be booking rooms online and by telephone (number of rooms available to book by telephone is limited). • A credit card will be required to book a room or suite. Deposit cheques are no longer accepted. • Suites must be booked using the official suite form. Please note the room blocks are not available until conference housing officially opens. NOTE: Cancellation Policy remains unchanged. • Cancellation fee is equal to one night's accommodation plus applicable taxes. • Fairmont Royal York Hotel cancellation fee will be charged on each room or suite cancelled subsequent to the initial booking. Substitutions are permitted. • Overflow hotels cancellation fees will be charged on each room cancelled less than 72 hours before expected date of arrival. ROOMS ARE BLOCKED AT THE FOLLOWING HOTELS Fairmont Royal York Hotel (main conference hotel), Intercontinental Toronto Centre, Sheraton Centre Toronto and The Strathcona Hotel. For contact information, online links, schedule of hotel rates and additional accommodation instructions visit us online: www.ogra.org or www.roma.on.ca (Banquet Entertainment Come listen to the music of David Gunning, featuring renowned fiddler & bass player, Allie Bennett. Since debuting with Lost Tracks in 1997, Dave has proven he can find a song just about anywhere —in childhood memories, local legends and the everyday lives of those around him. His ability to tell a story in song has resulted in six Music Nova Scotia Awards and three East Coast Music Awards (2005 Folk Recording, Male Artist of the Year for House For Sale, 2005 Folk Recording, Two -Bit World), rousing welcomes from crowds at festivals and venues on both sides of the Atlantic and the admiration of Canada's finest composers, a number of whom have become collaborators on We're All Leaving. Gunning's musical mind is piled high with song ideas and always able to find the right turn of phrase or melodic twist that makes a perfect fit. Page 131 of 254 12d) - 2011 ROMNOGRA Combined Conference,... Speakers (invited) • The Honourable Dalton McGuinty, Premier of Ontario • The Honourable Kathleen Wynne, Ontario's Minister of Transportation • The Honourable Bob Chiarelli, Ontario's Minister of Infrastructure • The Honourable Rick Bartolucci, Ontario's Minister of Municipal Affairs and Housing • The Honourable Carol Mitchell, Ontario's Minister of Agriculture, Food and Rural Affairs • Tim Hudak, Leader of the Progressive Conservative Party of Ontario • Andrea Horwath, Leader of the New Democratic Party of Ontario ,)rkshor • Competitive design = build projec'fsys. -raditional RFPs • Innovative Municipal Practices and Tools to Assist Municipalities with Investment Readiness Pt. 1 • Innovative Municipal Practices and Tools to Assist Municipalities with Investment Readiness Pt. 2 • Road Safety: Municipal Roads and Manuals • The New Realities of Cycling • Endangered Species Act • Nuclear Waste Management • For North Act • Taking the Pulse of Small Town Ontario • Intro to Community Economic Development • MDW /Asset Management • Provincial Policy Statement Five Year Review • Conflict Management for New Councillors • Municipal Environmental Stewardship • Effects of Privatization of Ontario's Transportation Network • Emerging Pavement Technologies • Municipal DataWorks • MPMP Data Reporting • eTendering • Rural Ontario Institute • A.O.D.A. • MPAC Keynote Speaker Rahul Singh Founder /CEO GlobalMed - Rahul Singh founded the David McAntony Gibson Foundation in 1999 to honour the memory of his best friend who tragically lost his life in 1998. Singh's efforts have resulted in a globally recognized, innovative and efficient organization. He has personally led over 30 GlobalMedic missions around the world. Combining a passion for humanitarian assistance with a frontline emergency perspective, Singh created GlobalMedic's unique operation mandate of providing disaster relief in the immediate aftermath of a catastrophe with professional emergency workers. In 2010, Singh was on Time Magazines List of the 100 Most Influential People in the World, and received the Caldwell Partners award for the Top 40 Under 40 in Canada. Singh currently lives in Toronto. Question Box Chaired by Fred Dean, Municipal Solicitor, a panel of experts will answer your most pressing concerns and discuss emerging issues that will impact your municipality. ,94inuters' Forum This is one of the most anticipated sessions each year. Once again, a wide range of provincial Ministers will be present to answer delegates' questions. Municipal (Delegations Provincial ministries will be available to meet with municipal delegations throughout the conference. On Wednesday, December 1 complete details will be available at www.ogra.org & www.roma.on.ca. Page 132 of 254 12d) - 2011 ROMA /OGRA Combined Conference,... / 00, f 0 0 1m , Monday, February 28th Golfing Workshop Companions' Luncheon Royal York Tour uesaaV, March 1st There is a limited number of spaces available. Choose from the following options. Options will be filled on a first come, first served basis. (Options subject to change) • Yoga • Shopping - Yorkdale Shopping Centre • Richter's Herbs • City TV Tour • Aromatherapy • Power of the Pen - Handwriting Analysis 12:00 noon 7:00 p.m. Awards Luncheon Annual Banquet Tickets: $60 + HST per person. Tickets: $75 + HST per person. Further details and program information will be posted in the coming weeks at www.ogra.org. Program subject to change. 1S Ontario Good Roads Association 6355 Kennedy Road, Unit 2 Mississauga, Ontario L5T 2L5 TEL:905- 795 -2555 FAX:905- 795 -2660 www.ogra.org Page 133 of 254 12d) - 2011 ROMNOGRA Combined Conference,... Page 134 of 254 o w N o 6 m 2 U H J r a ¢ d y a � II II U � C.1 II II II II II II II N � J J O � d v y � � O N m w o 0 y m LL u Z J Z Z v = ~ C7 � ' Ua Ua Ua Ua Ua Ua Ua = m 7 � � o M + .N w G � O � CD LO LO CD LO CD LO C C Z a � CO EFT M EFT M EFT � EFT � EFT CO EFT r EFT = N w � N .0 LL. z C Z w Q � d = tp i6 z Y O li O IIJ IIJ O In � � O r O O M U .p W N CO M M � co O CO Lo r-- p) � � � W EA EA EA EA EA EA EA • y •S O N ~ U � - O O LO rn LO CO c>7 LO CO c>7 o LO o I.c� N d W Q J a = E � c) c) Es Es Q0 r-- m ai ca z tz 0 `w � t CO � Lu w w Q ' g o m o v a m �+ LLJ T W G z z° `m m w I.c� Cl) ch ch co � p 'm o U O O p w Es Es Es s� s� ss ss � � � a� A p z 76 o m 0 Q w W T w z a M > m R. M M � O � � U W ., � Es Es Es Es Es C <» Es t� w LL O p -0 a M - Fu z O ¢ O � o] ov = a T m O c0 LO 6) LO r-- LO r-- LO M o LCJ O LO .ti "O Ln � m w \ (6 D W O vi 2E o m N O c N � �� o Z O� p °' � o () v H d in b�4 R s r �+ Q o a E Q C7 � D � � � o � .m •S c o N O N O � a V CO O O = E � 0- a � m a W L � X Q co W T Q d �y U r C N N C � T N O � N O R CO N Y E o a) m y O U o o m m O o w U W g E m o a N VR � 0 . O O ¢ � �v � a � � U Q w d � Eoo a' O z Q O A E N N c a R °� • OU a�z z y O w U° � LLJ F � E Q o O "O W • C °� w o �' �' y Y ` y Q W CL o ,n CO • a a�i U Z m'-'� U O O U mw O N Z J J `-' Eo E O E W To) El Z W ❑ U Q CL N • • li ii Page 134 of 254 C.7 O U Li H Page 134 of 254 12e) - Correspondence dated November 5, 20... United Counties of Stormont, Dundas & Glengarry 26 Pitt Street, Cornwall, Ontario K6J 3P2 Teh 613 - 932 -1515 Fam 613- 936 -2913 info4sdgcounties.ca www.sdg.on.ca November 5, 2010 Township of Oro - Medonte P.O. Box 100 148 Line 7 South Oro LOL 2X0 iE0" e NOV 1 9 1010 OROWEDONTE ( -;, R - Re: Farmland and Managed Forest Component of the Ontario Municipal Partnership Fund (OMPF) Dear CAO /Clerk, Ontario farming activities have a major impact on our everyday lives with urban as well as rural residents wanting to maintain low -cost foods and protect forests. There are over 221,000 farmland and managed forest properties in Ontario with a current value assessment of over $39.8 billion. The Farmland Tax Program and the Managed Forest Tax Incentive Program were previously funded by the provincial government but are now mainly funded through the property taxes of the municipalities where these properties are located. This has resulted in the properties who are supposed to be benefiting from the programs, as well as other properties around them, are actually paying for their own assistance. This download cost municipalities over $257 million in 2008 with the Ontario government reimbursing only $50 million, resulting in a net loss to property taxpayers of $207 mitl in one year alone. Approximately 335 of Ontario's 444 municipalities have farmland and managed forest properties while only 72 municipalities receive partial reimbursement from the Ontario government. This financial impact on municipalities is increasing: from 2007 to 2010 this provincial funding has fallen by 6% while the farmland and managed forest phased -in assessments have increased by 3.5 %. This lost tax revenue has increased property tax rates, with many municipalities as much as 20% higher than they would be with fair funding. The Ontario government is in the process of uploading some social programs costs that will benefit all municipalities; a step in the right direction. Unfortunately the 1998 farm tax rebate Page 135 of 254 12e) - Correspondence dated November 5, 20... download was aimed specifically at rural municipalities and resolving this problem has yet to become a provincial priority. Enclosed is a supply of flyers to be used to make the public, as well as your Provincial representatives, aware of the significant financial impact this download has on municipalities with farm or managed forest assessment. Additional flyers are available upon request and further information is available on our County website. This information includes French & English digital versions of the flyer (perfect for your website & email communications), a spreadsheet listing the impact of this download on each municipality across Ontario, the support resolution, and a press release that can be customized to reflect your municipality. Go to www.sdg on.ca Municipal Government Stormont, Dundas & Glengarry, and then click on Farm & Forest Rebate on the left. Please feel free to use and distribute any of this information as you wish in order to promote this important issue. The following resolution has been circulated to all municipalities through the AMO broadcast service. Your municipality is urged to pass this important resolution and insist that your local MPP actively support full provincial reimbursement for the downloaded farm tax rebate and managed forest tax incentive programs. We would appreciate being copied on your resolution and if you have any questions, please do not hesitate to contact 1- 800 - 267 -7158 ext 200. Yours truly, Jim McDonell, Chair Farm Tax Rebate Working Group Page 136 of 254 12e) - Correspondence dated November 5, 20... United Counties of Stormont, Dundas & Glengarry 26 Pitt Street, Cornwall, Ontario K6 3P2 Tel: 613 - 932 -1515 Fax: 613- 936 -2913 info@sdgcounties ca - www.sdg.onca Resolution WHEREAS the `Farmland Tax Program' and the `Managed Forest Tax Incentive Program' are designed by the Ontario Government to support lower food costs and protect forests for recreational and environmental purposes; AND WHEREAS the Farm Tax Rebate Program and the Managed Forest Tax Incentive Program were previously fielded in full by the Ontario Government yet are now funded mainly by municipalities through the municipal property tax base; AND WHEREAS rural municipalities are being forced to absorb the loss of 75% of the property tax revenue from their farmland and managed forest properties while all residents of Ontario have a vested interest in maintaining lower -cost foods and protecting forests; AND WHEREAS the farm tax rebate program provides lower -cost foods across the province, as well as the economic benefit of provincial exporting and is truly an income - redistributive program with province wide significance and should not be financed from local property taxes which results in those who are supposed to be benefiting from the program, actually paying for the program; THERFORE BE IT RESOLVED that the Province of Ontario calculate the Farmland and Managed Forest component of the Ontario Municipal Partnership Fund (OMPF) so that all municipalities receive full provincial reimbursement of their lost property tax revenue on farmland and managed forest properties, while land- owners maintain the streamlined process and the 25% ratio currently in place; AND FURTHER that this resolution be forwarded to the Premier of Ontario, Minister of Finance, Minister of Agriculture Food and Rural Affairs, Minister of Municipal Affairs & Housing, local MPPs, all Ontario municipalities and any other individual or association as deemed appropriate. Page 137 of 254 12e) - Correspondence dated November 5, 20... Muni Asso ciation cipaP i o Municipalities of Ontario ��,�,��n„W =�+� Yp�F7ihco-rcu4uin OFFICE OF THE PRESIDENT November 5, 2010 Warden Bryan McGillis United Counties of Stormont, Dundas & Glengarry 26 Pitt Street Cornwall, ON K6J 3P2 Dear Warden McGillis: It is with strong interest that we received Council's resolution regarding the Farmland Tax Program and the Managed Forest Tax Incentive Program together with Mayor Jim McDonnell's letter of October 26, 2010 on the same topic. The resolution supports a long -held position of the Association regarding the inherent inequities of these provincial programs that are funded through mandated municipal property tax discounts. We were encouraged by Premier McGuinty's October 2007 letter to the Rural Ontario Municipal Association that both programs would be reviewed as part of the Provincial - Municipal Fiscal and Service Delivery Review. We were equally disappointed that the outcome of the 2008 Review did not include much needed reforms in these areas. We support the efforts of Stormont, Dundas & Glengarry and encourage other municipalities to add their voices to the growing call for change. A Farmland Tax Program and Managed Forest Tax Incentive Program that equitably reflects the municipal fiscal impact remains a key part of our advocacy efforts with the Province. Sincerely, Norman Sandberg President 200 University Ave., Suite 801 TorantO ON �.45H 3C6 Canada E- rnaFl: anot�a r��.an�aa Lyyyw.arno on.ca Tel: (415) 971 -9356 1 Fax: (416 971-6191 Toll -free: in Ontario: 1 - 877 - 426 -6527 Page 138 of 254 12f) - Correspondence dated November 8, 20... SUN- OU1903 fiE November 8, 2010 Sno Voyageurs Club Box 20172 Barrie ON UM 6E9 Township of Oro - Medonte Attn: Shawn Binns, Director of Recreation and Community Services 148 Line 7 South Oro, On. LOL 2X0 Dear Mr. Binns: Nov 722010 OR()- MED0N7 - 'r711w 1. 1 -- Sno Voyageurs Club is a snowmobile club that has been operating in the local area for over 30 years and would like to continue the tradition of offering snowmobile trails for the benefit of riders and surrounding communities. In this regard, we are requesting a two year extension to our present agreement for the use of the specified trail routes: North side of Cassell Dr from Cty Rd 93 to Line 2 N Line 2 N from Cassell Dr to the Hwy 400 corridor Line 4 N from Hwy 400 to Ingram Rd South side of Ingram Rd from Line 4 N to Line 5 N Railtrail from Line 5 5 to Thunderbridge at Ridge Rd Should you have any questions or concerns, please do not hesitate to contact myself at 705 - 722 -6273. Thank you in advance, for your continued support of local snowmobiling. Yours truly, Roy Maddox President, Sno Voyageurs Snowmobile Club Members of: T 5WR OP' Mid 0aftm s.—wWo irdis Page 139 of 254 12f) - Correspondence dated November 8, 20... ONTARIO FEDERATION OF SNOWMOBILE CLUBS 501 Welham Road, Unit 9, Barrie, Ontario L4N 8Z6 MEMORANDUMOF UNDERSTANDING (PLEASE PRESS HARD AND PRINT OR TYPE) On this day of year I, the undersigned, owner /occupier of the premises that is lot # concession or other in the Township of 01re r'' 24ld / ✓ C t Conn /District/Region of do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: I. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner /occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner /occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner /occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of eachlboth shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner /occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner /occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, e.M44; and the Occupiers Liability Act R.S.O. 1990, c.0 -2 as amended. LANDOWNER/OCCUPIER LOCAL SNOWMOBILE CLUB NAME CrO~Aof ©'Stri`c..f V NAME V k ADDRESS ADDRESS R G -r ,L4 PHONE PHONE SIGNATURE SIGNATURE LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OFSC STRICT GOVERNOR NAME & PHONE O a O - 2Z —(p2Z3 CrO~Aof ©'Stri`c..f V 74f , 17 - 2-2, 22 "The OFSC and its member clubs are committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate" White copy — owner /occupier yellow copy — club Form date: 10/2004 Page 140 of 254 12g) - Correspondence dated November 25, 2 Sean Shields 767 Ridge Road West R.R. #3 Oro Station Ontario, LOL 2E0 NOV 2 9 1010 November 25, 2010 oFjo-MED Tnu,.._ ON7 E Mr. Doug Irwin, I am addressing this letter to you concerning the now mandatory kennel inspections and the "newly" instituted "fee" for the inspection. When we first purchased this property in 1986 my wife and I paid what was the "then" charge for a kennel license fee of $25 annually. Sometime down the road and I am not going to remember when the "fee" doubled to $50 annually. At that point we were actively showing and breeding dogs and were both actively involved with the Barrie Kennel and Obedience Kennel Club and the increase was for us a nominal increase. At some point this township and the "at that time council" decided to increase the cost of a kennel license to $250 annually. The response was so negative that the decision was made to hold the increase to $80 annually. But it came with an additional "kicker ". Despite the fact that this kennel had been residing in this same location since 1986 it was now "decreed" that annual inspections would take place and for the first year of those inspections the charge of $75 would be waived. So for the first time since 1986 this kennel was inspected and passed in 2009 for a renewal for 2010. That would amount to 23 years of maintenance on our part and absolutely not a blink of recognition or approval from this township. So now we arrive at 2010 and I am attempting to renew my kennel license for 2011. And I am now paying the $80 license fee and Page 141 of 254 12g) - Correspondence dated November 25, 2 paying an additional $75 for the inspection. Seems to me that the township is well on it's way to getting to that $250 fee one step at a time. And I resent the fact that those of us (which are probably a relatively small number) that are running legitimate kennels, that have been paying our way and complying with the requirements are getting charged for the cost of these inspections. Especially in my particular situation of having been here for so long without ever seeing anybody connected to the township and now having to pay for that "privilege"! !! My wife passed away in 2008 and I am now maintaining the kennel license simply because there are more dogs (retired) here than are allowed without the license. I apply as a "breeding kennel" and there haven't been any puppies born here since 2002. And I really resent having to pay to take time to be present for an "inspection" when all I am trying to do is keep my geriatric dogs happy and at home. I could go on for a long time but let me state that in the time that I have lived in this house I have had to absorb increases in property taxes that have not visually or immediately improved anything that directly affected me or any of my family or friends. This inspection fee really does appear to me to be nothing more than an attempt by this council and this township to gouge every penny they can out of those of us that are still crazy enough to want to maintain a kennel and live here. And just happen to be honest enough to actually let you know that we are still here by maintaining the previous licenses and pursuing a new one for each subsequent year. Do you see where I am leading with this... ?... If the purpose of this new council is to make sure that new or non - licensed kennels are not established in Oro- Medonte that is fine by me. The horror stories that have made the news in the past in other areas do not need to be repeated here. But those of us that have been here for years and managed to maintain standards without any type of supervision until 2009 and Page 142 of 254 12g) - Correspondence dated November 25, 2 subsequently passed last years inspection should not be paying anything additional for simply existing and doing a good job of it on our own. Is the reward for being successful an extra charge by the township? That is just plain and simply not logical to me. So enough of my complaints. Please find following some suggestions that I hope will be considered. How about considering only charging the inspection fee for those kennels that don't pass the initial inspection or are brand new kennels applying for their first license? One initial trip from the By- Law Officer for free and any subsequent trips cost the $75. And that cost is continuous until a passing grade is achieved. ( ?) That way the kennels that are legit and have been long standing clean housekeepers are not ranked with the ones that should not be in existence. Possibly consider a graduated license fee. Boarding kennels are an income generating entity. Breeding kennels (as long as they are not "puppy mills ") are a "lucky if you break even adventure" and some of us are just here maintaining the geriatric crew and spending our retirement funds doing it. Just doesn't seem practical for all to fall under the same umbrella. How about sharing with the kennels that are about to undergo inspection what exactly the expectations are. The first inspection in 2009 was a stress test for all kennel owners in the area some of them as longstanding or longer than we were. And it is my understanding that the largest majority passed with flying colors. If nothing else a clear and concise check sheet prior to the inspection would have alleviated a lot of that initial stress. Page 143 of 254 12g) - Correspondence dated November 25, 2 Maybe inspections should be random if this township is concerned, for whatever reason, about the folks that have managed to be legitimately licensed in the past. Would appear a little Gestapo like, if you ask me, but I think that the current inspection charges are Gestapo like as well. Doug, Please understand, despite my long winded letter what I am trying to say is this township is frying the wrong fish. Those of us that are doing things by the book are not the ones that should be getting charged extra for the privilege of having an inspection. I have no issues with the current kennel license fee but if the township wants to walk on to my property to inspect and make sure that I am doing it right after all this time... and on a yearly basis ... and for a fee annually... then their staff should plan on bringing me lunch. Uninvited guests should always anticipate entertaining their host. Haven't seen so much as a cracker. And so far the township has not even acknowledged that they are making life more than a little bit complicated... dates of potential availability for the inspectors is limited to a very short time frame. Some of us that would like to be compliant are scrambling to fit the visit into those dates. Sorry to mention but you are not the only ones that have lives separate from what you are hearing and doing now. But that is now your problem, you ran for the spot and got lucky enough to get it and all kennel owners in Oro - Medonte don't expect to be the brunt of your present frustration with the current economy and are not planning on being the sole source or a "new" source of "unexpected revenue ". And if you are actually running the show then why is the By -Law Officer dictating his schedule to the long standing tax - paying members of this community that happen to own dogs. And if you are dictating the By -Law Officers schedule or mandate there would appear to be a large reason for a Page 144 of 254 12g) - Correspondence dated November 25, 2 meeting with council and the residents of this county that are affected by this lame, and late thought out plan. All present kennel accounts that are simply applying for renewal should not have to pay for the annual re- inspection. We all have just been through an inspection with no plan to fall apart immediately. And considering the fact that most of us have been in this township longer than anyone doing the evaluation, maybe it would be an option to do an evaluation that is not an annual event. My theory has merit... the kennels that have stepped up with no reservations and dealt with the newly applied criterion deserve a break on the cost of repeated evaluations. In fact they should not have to pay a cent... to simply maintain their "good to go" status. I would appreciate it if you would be brave enough to read this letter at the next council meeting. If that is something that you can not manage please let me know and I would be happy to share this letter with council. Thank you. Sincerely, Sean Shields. Page 145 of 254 12h) - Correspondence dated November 25, 2... Brissette, Marie Subject: FW: Complaint From: Gina & Nick Lamprakos [mailto:] Sent: November 25, 2010 9:49 PM To: Irwin, Doug Subject: Complaint Hello there, I would like to file a formal complaint about a 53 foot trailer (with writing all over it) that is the view in my back yard and is visible out ALL back windows of my home. I have tried to get this moved, but no one is doing anything. If we have to put up with this, we should get a tax break or some sort of compensation. I have been looking at it for 6 months and it is an eyesore. If you would like pictures, I can send them, or you can come see it for yourself. I live at 5 Farmington Crescent, Prices Corners. Please help me resolve this issue. Thank you, Nick Lamprakos Page 146 of 254 12h) - Correspondence dated November 25, 2 Page 147 of 254 12h) - Correspondence dated November 25, 2 Page 148 of 254 12h) - Correspondence dated November 25, 2 Page 149 of 254 12i) - Correspondence dated November 26, 2 2_0 R.R. ft Comp 204, 1585 Hwy. 11 N.. Shanty Roy, Ontnrla LOL 2L9 Email: sales *kltchenandbathdosignhouse.com QS � n4• www,} itchenonrll)othdesignhouse.com VVV �nnucinasxs�ncm i98d (705) 722 -3355 (705) 721.3353 Fox (705) 7FF -497 5 November 26, 2010 To: Doug Irwin Clerk of Oro Medonte I am respectfully making a formal request to leave the sign alone at least until we get the trailer issue sorted out. Covering my sign up will hinder my business. In fact, many who are used to seeing the sign will draw the conclusion that I am going out of business. The sign cost me $7,500 to put on. It is not offensive and 1 have asked several people what they think. I have not had one negative comment. I am not the only one with a trailer and sign on the highway, but I seem to be harassed more often. In all the years it has been here, only now we are having issues. I love the Township and my location, all I want to do is try to be successful and pay my bills and continue to employ my 7 staff. 2011 will be my 25 year in business, an accomplishment which I am very proud of. I trust that we can find a solution that will demonstrate the Township's commitment to supporting and fostering local business. Thank -you Bruce Berry owner of Kitchen and Bath Design House Inc. oa . euz auae tw "uoz &,me, cat ca /rrcc."ce yaca & 4 W za cf Page 150 of 254 12j) - Correspondence dated November 30, 2... November 30, 2010 Member Municipalities Adjala - Tosorontio Amaranth Barrie The Blue Mountains Bradford -West Gwillimbury Clearview Collingwood Essa Grey Highlands Innisfil Melancthon Mono Mulmur Mayor Harry Hughes & Council The Corporation of the Township of Oro - Medonte 148 Line 7 South Oro, Ontario LOL 2X0 Dear: Mayor Hughes & Council: Re: NVCA considers changes to governance model - request for two member municipal representation to consider reducinq representation to 1 member The NVCA Board of Directors on November 28, 2010 voted to change its governance structure. The new NVCA governance will be streamlined to have the vast majority of board business handled directly by the Board of Directors, rather than first being reviewed with recommendations from the 3 program area advisory committees and the executive committee. It is anticipated that a small Human Resource /Administrative Committee will be established to handle sensitive human resource matters and provide advise to the CAO /Secretary- Treasurer on time sensitive high priority matters. The HR/Admin Committee Terms of Reference has not yet been approved by the Board of Directors. The overall objective of the governance change is to increase decision making effectiveness, including efficient communication and involvement of all NVCA board members. NewTecumseth One challenge the NVCA staff face regarding effective and efficient board meetings is the large number of NVCA board members. Currently 27 members Oro- Medonte represent 18 municipal councils with the NVCA. The NVCA has the second Shelburne highest number of board members in the province next to the Toronto Region CA Sprin who has 28 members. Wasaga Beach The Conservation Authority Act S.2(2) states the following criteria for membership Watershed on the NVCA Board of Directors; 1 member for the first 10,000, two members for Counties 10,000 to 50,000 three members for 50,000 to 100,000 and four members for 100,000 to 250,000 municipal population. Given the rapid population growth within Dufferin the NVCA as municipal populations increase, the NVCA Board of Directors will Grey soon have 30 members or more. Simcoe Member of Celebrating 50 Years in Conservation 1960 -2010 NOTTAWASAGA VALLEY CONSERVATION AUTHORITY Centre for Conservation Conservation John Hix Conservation Administration Centre Tiffin Conservation Area 8195 8th Line Utopia, On LOM 1 TO N-1ch R— Telephone: 705.424.1479 Fax: 705.424.2115 Web: www.nvca.on.ca Email: adminGnvca.on.ca Page 151 of 254 12j) - Correspondence dated November 30, 2... To that end, the NVCA Board of Directors have asked me to write the NVCA municipalities, especially those with 2 members, requesting that you voluntarily consider, by council resolution sending only 1 NVCA representative per municipality. This would reduce the NVCA board to 18 members from the current 27. The advantage to the NVCA would be that each municipality maintains a voice at the Board of Directors with each board member providing an effective level of communication between their council and the NVCA. The reduction to 18 members will also save the NVCA approximately $14,000 per year in per diem and mileage costs. This money could then be available for conservation projects. It is also believed an 18 vs. 27 member committee is more manageable and likely to reach a consensus board decision more efficiently. The down side to the larger municipalities with 2 members is that you will lose some "power" in the day to day governance of the NVCA. This is correct except for one major exception. Under the CA Act, regulation 139196 each municipality has a "weighted vote" when it comes to setting /voting on the budget (non - matching levy portion). The weight of your municipal vote is equal to the portion of your municipal share of the total modified current value assessment as provided by the Province of Ontario (whether you send 2 members or not). The attached table provides a summary of the current municipal weighted vote for the NVCA. Therefore, if your municipality agrees to voluntarily reduce from 2 to 1 member for regular board business, you will still maintain the same voting "power" for the non - matching level of the NVCA budget. This represents 90% of the municipal levy /budget. The remaining 10% of your municipal levy, which is matched 50/50 with provincial grant as per the Conservation Act regulation is not a weighted vote so each member casts one vote. In conclusion I am requesting that the member municipalities eligible for 2 members appoint only 1 member to the NVCA, in the spirit of cooperation to improve NVCA governance efficiency and effectiveness this will also enable a little more money each year to be spent on conservation projects versus governance costs. Given that new NVCA members are currently being appointed for the January 2011 term, your prompt attention this matter would be greatly appreciated. If you have any questions on this matter please contact Wayne R. Wilson, NVCA CAO /Secretary- Treasurer (705- 424 -1479 ext 225) or myself ( wbenotto(&townofshelbume.on.ca Sincerely; Walter Benotto NVCA Chair Page 152 of 254 12j) - Correspondence dated November 30, 2... 2011 CURRENT VALUE ASSESSMENT APPORTIONMENT PERCENTAGE NVCA WEIGHTED VOTE FOR 2011 NON - MATCHING LEVY Municipality 2011 CVA Ap ortionment Percentage Amaranth Township 0.2277% Melancthon Township 0.4977% Town of Mono 3.7030% Mulmur Township 2.0223% Town of Shelburne 1.7719% Town of the Blue Mountains 1.6436% Municipality of Grey Highlands 0.3721% Ad'ala- Tosorontio Township 4.5658% City of Barrie 16.1905% Town of BradfordNVest Gwillimbury 3.0247% Clearview Township 5.7196% Town of Collin wood 10.2694% Essa Township 6.7033% Town of Innisfil 6.3191% Town of New Tecumseth 11.8982% Oro - Medonte Township 8.0162% S rin water Township 7.2898% Town of Wasa a Beach 9.7650% The 2011 levy apportionment figures are calculated from 2008 year end assessment data from MPAC They are further revised based on the CA Levy Regulation (Ontario Regulation 670/2000 under the CA Act) Page 153 of 254 12k) - Correspondence dated November 2, 20... November 2, 2010 VIA E -MAIL — rhooke@airdberlis,com Randy Hooke Aird & Berlis LLP Barristers & Solicitors Brookfield Place 181 Bay Street Suite 1800, P.O. Box 754 Toronto, ON M5J 2T9 Mr. Hooke: Re: 2189952 Ontario Limited (Houben) Plan of Subdivision Plan of Subdivision 51 M -952 Township of Oro - Medonte, County of Simcoe Our File: RI7090jv As you are aware we act as solicitors for 2189952 Ontario Limited with regard to the above noted Subdivision located in the Township of Oro - Medonte. Subsequent to registration of the Plan of Subdivision we were advised by Hydro One Networks Inc. that an easement was required before hydro services. A portion of the Easement is over Block 33, Plan 51 M -952, which block was transferred to The Corporation of the Township of Oro - Medonte. It is my understanding that Block 33 was originally created for some type of fire services, however this use is no longer required and therefore is essentially a part of the open space /parkland which is Part 27. Please confirm that the Township is agreeable to Hydro One's easement being located over a small portion of Block 33 measuring 1,5 meters square at the edge of Houben Crescent. I am enclosing a copy of the Reference Plan as well as a copy of the draft Transfer Easement for your approval and if satisfactory I ask that the Acknowledgement and Direction be executed by the Township and returned to our office as soon as possible as construction of homes has begun and hydra service is required immediately. trust the above to be satisfactory. Yours very truly, GRAHAM PARTNERS LLP _ Paul Rabinovitch PAR/jv Encls. cc. Brenda Houben F:1Paul R\Misc File RelatedkR 17090 • Houben Subdivision ftdro One EasementUr To Hooke Nov 2 10.Doc 190 Cundles Rd. E., Suite 107 Barrie, ON L4M 4S5 Tel (705) 737 -1811 Fax (705) 737 -5390 www.grahampartners.ca Page 154 of 254 Marshall Green Paul Rabinovitch George Cameron Andrew Tymoszewicz T Mary Vallee V Thomas Tsakopoulos Robert Bigionl Peter Krysiak PARTNERS LLP Tracy Arkell Ellen Brohm t A W Y E R$ ^ M E 0 I A T 0 R S Sharf Elliott Doug MacLeod- Counsel November 2, 2010 VIA E -MAIL — rhooke@airdberlis,com Randy Hooke Aird & Berlis LLP Barristers & Solicitors Brookfield Place 181 Bay Street Suite 1800, P.O. Box 754 Toronto, ON M5J 2T9 Mr. Hooke: Re: 2189952 Ontario Limited (Houben) Plan of Subdivision Plan of Subdivision 51 M -952 Township of Oro - Medonte, County of Simcoe Our File: RI7090jv As you are aware we act as solicitors for 2189952 Ontario Limited with regard to the above noted Subdivision located in the Township of Oro - Medonte. Subsequent to registration of the Plan of Subdivision we were advised by Hydro One Networks Inc. that an easement was required before hydro services. A portion of the Easement is over Block 33, Plan 51 M -952, which block was transferred to The Corporation of the Township of Oro - Medonte. It is my understanding that Block 33 was originally created for some type of fire services, however this use is no longer required and therefore is essentially a part of the open space /parkland which is Part 27. Please confirm that the Township is agreeable to Hydro One's easement being located over a small portion of Block 33 measuring 1,5 meters square at the edge of Houben Crescent. I am enclosing a copy of the Reference Plan as well as a copy of the draft Transfer Easement for your approval and if satisfactory I ask that the Acknowledgement and Direction be executed by the Township and returned to our office as soon as possible as construction of homes has begun and hydra service is required immediately. trust the above to be satisfactory. Yours very truly, GRAHAM PARTNERS LLP _ Paul Rabinovitch PAR/jv Encls. cc. Brenda Houben F:1Paul R\Misc File RelatedkR 17090 • Houben Subdivision ftdro One EasementUr To Hooke Nov 2 10.Doc 190 Cundles Rd. E., Suite 107 Barrie, ON L4M 4S5 Tel (705) 737 -1811 Fax (705) 737 -5390 www.grahampartners.ca Page 154 of 254 12k) - Correspondence dated November 2, 20... is AUTHORIZATION AND DIRECTION TO: GRAHAM PARTNERS LLP, Barristers and Solicitors RE: The Corporation of the Township of Oro - Medonte Easement to Hydro One Networks Inc. Part of Block 33, Plan 51 M -952 Being Parts 5, Plan 51 R -37643 This will confirm that; 1. You, your agent or employee are authorized and directed to sign, deliver and /or register electronically on mylour behalf, the following document, a copy of which is attached hereto for identification purposes; . Transfer Easement; 2. I(We have reviewed the information contained in the document attached hereto and confirm this information is accurate; 3. The effect of the electronic document described in this Authorization and Direction has been fully explained to me /us and I /we understand that I am /we are parties to and are bound by the terms and provisions of this electronic document to the same extent as if we had signed this document; 4. If applicable, you are hereby authorized and directed to enter into an escrow closing arrangement, substantially in the form of the Document Registration Agreement adopted and approved by the Law Society of Upper Canada as of the date herein, and we hereby agree to be bound by its terms; and 5. We are in fact the parties named in the electronic document described in this Authorization and Direction and we have not misrepresented our identities to you. Dated at , this day of November, 2010. Witness: The Corporation of the Township of Oro - Medonte (as to all signatures, if applicable) Per: Name: H.S. Hughes Title: Mayor Per: Name: J. Douglas Irwin Title: Clerk We have authority to bind the Corporation. FTaul R\Misc File Related\; 17090 - Hwben Subdivision\-lydro One EasementlA & D - Hydro One Easement - Oro.Doc Page 155 of 254 12k) - Correspondence dated November 2, 20 -Z w MZ07 LL. "', ' 0 O(L 1 9 Olt � LL (XLLJ Z 0< (L 0 = iL a. Q za t (L <w M �Q Q, x I I Saii 15; ohm HOE F �,r6-PRVIgr I NV7c/ o 03831503d Li 1— 1 14 z Wa IVV7d 1631V P. i I M-7,9n0H V 3 a k ------------------------- ------------- II II Az II L%7, Lij L" 0 Z Q) Q� 1 : 1 C" Page 156 of 254 ' '3.MjL59N 0g, 3.M.ILM �Q Q, x I I Saii 15; ohm HOE F �,r6-PRVIgr I NV7c/ o 03831503d Li 1— 1 14 z Wa IVV7d 1631V P. i I M-7,9n0H V 3 a k ------------------------- ------------- II II Az II L%7, Lij L" 0 Z Q) Q� 1 : 1 C" Page 156 of 254 121) - Correspondence dated December 2, 20... Irwin, Doug From: allan baker Sent: December 2, 2010 3:26 PM To: Irwin, Doug Subject: Agenda Item for Dec. 8th Council Meeting Dec. 2, 2010. Township of Oro - Medonte 148 Line 7 South, Box 100 Oro, ON, LOL 2X0 Attention: Doug Irwin, Clerk Re: Notification List for Oro - Mdonte residents. Dear Mr. Irwin: Further to my enquiry and discussion with ]ennet Teeter on this subject, I would appreciate the placement of this request on the agenda of the next Council meeting, which I believe is Dec. 8th, for their consideration and decision. On behalf of interested individuals and community groups within Oro - Medonte I am requesting that Council approve: a) Posting of the full agenda on the township website on Friday afternoons, and the emailing of it to all persons /groups requesting it. b) Posting links to all Oro - Medonte news articles on the website, and the emailing of them to all persons requesting them. I believe that this service would greatly improve communication and participation between Council and residents. Thank you for your consideration. Allar Saker Page 157 of 254 121) - Correspondence dated December 2, 20... Of 0 40 THE CORPORATION OF THE 148 Line 7 5., Box 100 0 l/� Oro, Ontario LOL 2X0 ® T O Y 1 N i v H 11) Fax (705)487 -0133 www.oro- mecionte.ca February 1, 2008 Mr. Allan Baker 638 Horseshoe Valley Road East RR #4 Coldwater, ON LOK 1 EO RE: Township of Oro - Medonte Notification, Buffalo Springs /Georgian North Land Dear Mr. Baker, Your contact information was previously recorded on a Notification List with respect to the above -noted matter. The Township of Oro - Medonte has recently updated our website information under the Government, Council and Committees section. We are pleased to announce that the respective Council and Committee agendas and minutes are posted on the Township's website the first business day of the week of the meeting. Accordingly, please be advised that effective February 15, 2008, the Clerk's Office will no longer be notifying residents for a specific agenda item. We encourage you to visit our website at www.oro- medonte.ca Yours sincerely, J. Clerk /It Page 158 of 254 15a) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010 -188 BEING A BY -LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE TOWNSHIP OF ORO- MEDONTE AND THOMAS AND TERRI -LYNN SHAW TO ALLOW FOR TWO DWELLINGS WHEREAS the Municipal Act, 2001,S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte deems it desirable to enter into an agreement dated December 8, 2010, for a 12 month period from the date of building permit issuance, with Thomas and Terri -Lynn Shaw to temporarily reside in the existing dwelling which will be demolished after the completion of the new dwelling at 188 Line 13 South, Part of Lot 18, Concession 13 (Oro), Township of Oro - Medonte. NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement attached hereto as Schedule "A" and forming part of this By -Law; 2. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 159 of 254 15a) - Being a By -Law to Authorize the Exe... Schedule "A" to By -law No. 2010 -188 AGREEMENT In consideration of receiving a building permit from the Township of Oro - Medonte, We, Thomas and Terri -Lynn Shaw, of the Township of Oro - Medonte (formerly Township of Oro) in the County of Simcoe, covenant and agree as follows: 1. That we are the registered owners of Part of Lot 18, Concession 13 being more particularly described as 188 Line 13 South. 2. That we have applied to the Council of the Corporation of the Township of Oro - Medonte for permission to temporarily reside in our existing dwelling on the above - mentioned lands, at the same time as a new dwelling is under construction on those same lands, wherein such procedure is not provided for under the provisions of the Township of Oro - Medonte's Zoning By -law as amended. 3. That we hereby acknowledge that permission has been given by the Council of the Corporation of the Township of Oro - Medonte subject to the following provisions: a) That such permission is granted for the twelve month period from permit issuance or until completion of the proposed new dwelling, whichever is the lesser period of time; and b) That on completion of the new dwelling, as evidenced by a Provisional Occupancy Certificate, the existing dwelling is to be removed within one month to the satisfaction of the Township's Chief Building Official; and c) That application to the Township of Oro - Medonte for a temporary use permit will be made forthwith (Fee $100.00). 4. That certified funds in the amount of $20,000.00 be retained by the Corporation of the Township of Oro - Medonte until the above - mentioned conditions are fulfilled to the sole satisfaction of the Township. a) Failure to comply with the aforementioned conditions will result in the Corporation of the Township of Oro - Medonte redeeming the certified funds at its sole discretion. b) That we hereby agree to the terms and conditions set out above. c) It is understood that failure to comply with the terms and conditions as set out herein, shall release and save harmless the Corporation of the Township of Oro - Medonte from pursuing such litigation, as may be necessary to secure compliance or conformity with any applicable Municipal By -law or provincial Regulation as may be provided for. d) We hereby covenant and agree to indemnify and save harmless the Township of Oro - Medonte from all costs, claims, liability and actions which may result or arise from the issuance of the building permit or the entering into of this agreement. Date Thomas Shaw, Owner Mayor, H.S. Hughes Terri -Lynn Shaw, Owner Clerk, J. Douglas Irwin Witness Page 160 of 254 15b) - A By -law to Permit Off -Road Vehicle... Id:1419101 7101:7 -AdI PH1ad:I *LOITAk &] :IIaQ&0 1015ird:1•191,rr:1 BY -LAW NO. 2010 -189 A By -law to Permit Off -Road Vehicles to utilize specific Municipal Highways within the Township of Oro - Medonte WHEREAS Section 191.8(1) of the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended, provides that no person shall drive an off -road vehicle on a highway except in accordance with the regulations and any applicable municipal by -laws; AND WHEREAS Section 191.8(3) of the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended, provides that the council of a municipality may pass by -laws permitting the operation of off -road vehicles on any highway under the jurisdiction of the municipality and providing speed limits for such vehicles; AND WHEREAS Section 191.8(4) of the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended, provides that by -laws passed under Section 191.8(3) may permit the operation of off -road vehicles during specific months or hours; AND WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended, provides that a municipality may pass by -laws with respect to highways, including parking and traffic on highways, which the municipality has jurisdiction over; AND WHEREAS Council of the Township of Oro - Medonte has determined that off -road vehicles may utilize specific highways within the Township of Oro - Medonte to access Lake Simcoe for Recreational Purposes, from January 1 to March 15 in any given year, between the hours of 6:00 a.m. and 10:00 p.m.; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1) DEFINITIONS: "All- Terrain Vehicle" means the same as Off -Road Vehicle for the purposes of this by -law. "Off -Road Vehicle" means a vehicle propelled or driven otherwise than by muscular power or wind and • That has three or more wheels and is designed for use on all terrains, commonly known as all- terrain vehicles, that have steering handlebars and a seat that is designed to be straddled by the driver; or • That has four or more wheels and is designed for utility applications or uses on all terrains and a seat that is not designed to be straddled by the driver; or A dune buggy, as defined in Regulation. 863, under the Off -Road Vehicles Act. 2) PROHIBITIONS: a) No personal shall operate or use an off -road vehicle on a Township of Oro - Medonte highway, except for those sections of highways identified in Schedule "A ", attached hereto and forming part of this by -law. b) No person shall operate or use an off -road vehicle on the sections of highways identified in Schedule "A ", attached hereto and forming part of this by -law, outside of the hours of 6:00 a.m. to 10:00 p.m. from January 1 to March 15 in any given year. Page 161 of 254 15b) - A By -law to Permit Off -Road Vehicle... c) No personal shall operate or use an off -road vehicle on the sections of highways identified in Schedule "A ", attached hereto and forming part of this by -law, at any speed greater than the posted speed limit. d) No person shall operate or use an off -road vehicle on the sections of highways identified in Schedule "A ", attached hereto and forming part of this by -law, unless all of the provisions of Regulation 316/03 under the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended, and any other legislation governing the use of off -road vehicles is complied with at all times. 3) ENFORCEMENTAND FINES: a) Every person who contravenes any Provision of this By -law is guilty of an office and shall be liable to a fine in the amount to be determined pursuant to the Provincial Offences Act, R.S.O. 1990, c. P.33 and every such fine is recoverable under the Provincial Offences Act. 4) SEVERABILITY CLAUSE: a) In the event that any provision of this by -law is quashed or is declared or otherwise found to be ultra vires or unenforceable by the Township, such clause shall be deemed to have been severed from the remainder of the by -law. 5) FORCE AND EFFECT: a) This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 162 of 254 15b) - A By -law to Permit Off -Road Vehicle... Schedule "A" to By -law No. 2010 -189 for The Corporation of the Township of Oro - Medonte Highway Section of Highwa Bay Street From Shanty Bay Wharf Parking Area west to Line 2 South Black Forest Lane South of Ridge Road to Lake Simcoe Ice Road South of Lakeshore Road East to Lake Simcoe Lakeshore Road East From Line 12 South to Line 13 South Lakeshore Road East Carthew Bay Wharf Parking Area to the Wharf at Line 14 South Lakeshore Road East West of Line 7 South to Ice Road Lakeshore Road West 930 metres easterly to Line 6 South Line 11 South South from Mill Street to Lake Simcoe Line 12 South South of Lakeshore Road East to Lake Simcoe Line 14 South From 578 metres north of Lakeshore Road East to Lake Simcoe Line 2 South South of Ridge Road to Lake Simcoe Line 6 South From dead end, at 1075 Line 6 South, to Lake Simcoe Line 7 South South from Ridge Road to Lake Simcoe Line 9 South South from Lakeshore Road East to Lake Simcoe Little Road South of Lakeshore Road East to Lake Simcoe Mill Street East of Line 11 South, south to Lake Simcoe Parkside Drive From the Line 9 Boat Launch Parking Area to Line 9 South Page 163 of 254 15c) - A By -law to Amend By -law No. 2009 -0... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010 -190 A By -law to Amend By -law No. 2009 -025, Being a By -law to Establish Regulations with respect to Municipal Parkland, and Municipally owned Lands used for Recreational Purposes within the Township of Oro - Medonte WHEREAS Section 11(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a municipality to pass by -laws with respect to culture, parks, recreation and heritage; AND WHEREAS Section 11 (2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a municipality to pass by -laws related to the health, safety and well -being of persons; AND WHEREAS Section 119 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a municipality to prohibit or regulate the discharge of guns or other firearms, air -guns, spring -guns, cross -bows, long -bows or any other weapons; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte did on the 25 day of February, 2009, enact By -law No. 2009 -025, Being a By -law to Establish Regulations with respect to Municipal Parkland, and Municipally Owned Lands used for Recreational Purposes within the Township of Oro - Medonte; AND WHEREAS the Council of the Township of Oro - Medonte deems it appropriate to provide an exception for off - road /all- terrain vehicles and motorized snow vehicles to access Lake Simcoe for Recreational Purposes through Bayview Memorial Park; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That Section 2. t) ii. of By -law No. 2009 -025 be amended by deleting " Bayview Memorial Park ". 2. That Section 2 be amended by inserting: "t -2) Notwithstanding Section 2) r), no person shall operate or use off- road /all- terrain vehicles or motorized snow vehicles except: i. to provide access to Lake Simcoe for Recreational Purposes in Bayview Memorial Park, such permitted use being restricted to the parking area from 20 metres west of the eastern Park boundary, extending south to Lake Simcoe for the period of January 1 to March 15, in any given year, between the hours of 6:00 a.m. and 10:00 p.m." 3. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 Th DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 164 of 254 15d) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -191 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and 1588429 Ontario Limited, O/A Ron Burton & Sons for Snow Plowing and Sanding for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Bass Lake Area) (Tender TES2010 -09) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared, by Motion No. CW101013 -16, the successful bidder of Tender TES2010 -09 to be 1588429 Ontario Limited, O/A Ron Burton & Sons; AND WHEREAS Council deems it expedient to enter into an agreement for Contract No. TES2010 -09, for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 for Snow Plowing and Sanding (Bass Lake Area) with 1588429 Ontario Limited, O/A Ron Burton & Sons; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. TES2010 -09 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 165 of 254 15d) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Law No. 2010 -191 CONTRACT NO. TES2010 -09 SPECIFICATIONS FOR TRUCK AND PLOW QUOTATION FOR SNOW PLOWING AND SANDING 11We propose and agree to supply the specified equipment fully equipped with a one -way plow, and a small sand unit with spinner, conforming to the specifications and Notice to Bidders prepared for the purpose of this quotation, at the following unit prices: NOTE: Sanding is optional 2010/2011 Operating Time (Per Hour) $ 71.19 (SNOWPLOWING) (includes G:S-T-.) . i Operating Time (Per Hour) $ 84.75 (SANDING IAO (includes G S: �) 7- $ 79.10 OPERATING TIME(PER HOUR) �� TRACTOR /BLOWER) G.S.T. No. 861911477RT000I PLOWS ONE-WAY MANDATORY 2011/2012 $ 71.19 $ 84.75 2012/2013 G 71 10 $ 84.75 $ 79.10 $ 79.10 MAKE MEYER CONTROLS IN CAB /HYDRAULIC MODEL: LOT PRO WIDTH: 9 NOSE HEIGHT. 2 8 " 8 Page 166 of 254 15d) - Being a By -Law to Authorize the Exe... CONTRACT NO. TES2010 -09 SPECIFICATIONS FOR TRUCK AND PLOW QUOTATION FOR SNOW PLOWING AND SANDING SAND UNIT WITH SPINNER MAKE. FISHER DEPTH. 3.5' MODEL: SLIP IN SANDER CONTROLS: IN CAB /HYDRAULIC- ELECTRIC LENGTH. 8' 1588429 ONTARIO LIMITED 0/A Corporation: RON BURTON & SONS Address: 8 GEORGIAN DRIVE WARMINSTER, ON LOK 2G0 Represented By: ADAM R. BURTON - VICE PRESIDENT Phone Number. (705) 325 -3655 Date: September 27th,2010 01 Page 167 of 254 15d) - Being a By -Law to Authorize the Exe... AGREEMENT TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this 2 7 t h day of September 2010. BETWEEN: 1588429 ONTARIO LIMITED O/A RON BURTON & SONS ofthe VILLAGE OF WARMINSTER in the District or County of S IMCOE and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the quotation for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Director of Transportation and Environmental Services or his Representative, to do all the work specified and to complete such works in strict accordance with the plans, specifications and quotation thereof, which are identified and acknowledged in the schedule of provisions, plans, specifications and conditions attached to the quotation, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. 10 Page 168 of 254 15d) - Being a By -Law to Authorize the Exe... The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed the unit price on the quotation. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. Signature of Contractor, or '% Signature of Corporation Seal of Corporation ADAM R. BURTON VICE PRESIDENT (I HAVE THE AUTHORITY TO BIND THE CORPORATION) Signature of the Clerk Signature of the Mayor with Seal 11 Page 169 of 254 15d) - Being a By -Law to Authorize the Exe... 11. One unit will be required by the Township to be stationed in the Township of Oro - Medonte area. 12. Please note that this quotation will be awarded on the quoted amount. Payment will be made on the unit price quoted. 13. This "Notice to Bidders" must be signed by the Contractor and submitted with his quotation as an indication that the terms contained therein are acceptable to him. 14. If the quoted amount is in excess of the budgeted amount and varies by more than 20 %, the Township reserves the right to reduce quantities to match budget amount without notice or re- quotation. 15. All work is to be performed under the supervision of the Director of Transportation and Environmental Services or his Representative. 16. Accessibility for Ontarians with Disabilities i. The bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2009, and the Regulations there under with regard to the provision of its goods or services to persons with disabilities. The bidder acknowledges that pursuant to the Accessibility for Ontarians with Disabilities Act, 2009, the Township of Oro - Medonte must, in deciding to purchase goods or services through its procurement process, consider the accessibility for persons with disabilities to such goods or services. Sig ature of Contractor 4 Page 170 of 254 15e) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -192 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Duivenvoorden Haulage Ltd. for Snow Removal for the Winter Seasons of 2009 -2010, 2010 -2011 and 2011 -2012 (Tender PW2009 -05) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared, by Motion No. CW100421 -17, the successful bidder of Tender PW2009 -05 to be Duivenvoorden Haulage Ltd.; AND WHEREAS Council deems it expedient to enter into an agreement for Contract No. PW2009 -05, for the Winter Seasons of 2009 -2010, 2010 -2011 and 2011 -2012 for snow removal with Duivenvoorden Haulage Ltd.; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. PW2009 -05 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 171 of 254 15e) - Being a By -Law to Authorize the Exe... TENDER FOR THE TOWNSHIP OF ORO- MEDONTE Township of Pi-ond Hei-itage, Exciting Fiat we CONTRACT NO. PW2009 - 05 TENDER FOR SNOW REMOVAL WINTER SEASONS OF 2009-2010,2010-2011 AND 2011 -2012 Page 172 of 254 15e) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE TENDER CLOSING DATE IS 9 :00 A.M. ON FRIDAY, MARCH 20, 2009 (Lowest or any tender not necessarily accepted) Tenders will be opened at the Administration Centre on Friday, March 20, 2009 at 10 :00 a.m. This tender is general in nature. The actual works to be done, or materials purchased, will be administered by the Transportation Services Department as tendered. Please provide all the documentation required for each form. The Contract route is indicated on the attached map. This route will consist of an approximate 5 to 5% hour plowing time based on an average snowfall and Municipal staff will monitor this operation. This route will be plowed in sequence, according to written instruction provided by the Foreman. Tenders shall be enclosed in a sealed envelope marked "Tender for Contract No. PW2009 - 05" and addressed to Doug Irwin, Clerk, Township of Oro - Medonte, Box 100, ORO, Ontario LOL 2X0. If tenders are delivered by hand, they shall be delivered to the Office of the Clerk, Township of Oro - Medonte, Administration Centre, 148 Line 7 South, ORO, Ontario LOL 2X0. For further information, please contact: Jerry Ball, C.R.S.S. Director of Transportation and Environmental Services Township of Oro - Medonte Telephone: (705) 487 -2171 2 Page 173 of 254 15e) - Being a By -Law to Authorize the Exe... CONTRACT NO. PW2009 — 05 NOTICE TO BIDDERS 1. The Contractor shall furnish the Township with evidence from the Workplace Safety and Insurance Board saying that all dues and assessments payable under the Workplace Safety and Insurance Act, 1998, with respect to his employees or operations, have been complied with. 2. The Contractor shall abide by the requirements of the Occupational Health and Safety Act and Regulations, and any other government regulations pertaining to the work carried out. Should the Contractor be in contravention of the above, all the work on the project shall cease immediately and remain stopped until adequate corrective measures have been undertaken. The decision of the Director of Transportation and Environmental Services or his Representative shall be final in this regard, and the Contractor will immediately take action. The Contractor shall indemnify and save harmless the Corporation in respect to all charges, costs, expenses and claims, whatsoever, in connection with this Contract No. PW2009 - 05. The Township of Oro - Medonte requires the Contractor to enclose with the tender an "Operator's CVOR Abstract" containing the Operator's Performance Record for the current year of the tender. 3. Please note that this tender will be awarded on the tendered total amount. Payment will be made on the unit price tendered. If the tendered amount is in excess of the budgeted amount and varies by more than 20 %, the Township reserves the right to reduce quantities to match budget amount without notice or re- tender. All work is to be performed under the supervision of the Director of Transportation and Environmental Services or his Representative. 4. This tender is a proposed three (3) year Contract, renewed yearly. The Township reserves the right to terminate this Contract at the end of each session, or as decided by the Township. 5. On all plowing equipment tendered upon, a certified cheque in the amount of ONE THOUSAND DOLLARS ($1,000.00) shall be submitted with each tender. Certified cheques of the successful bidder shall be retained until the equipment has been placed in operating condition, at the Township's disposal, at the pre- described time. Failure on the part of the Contractor to do so will make his cheque subject to forfeit by the Township. The certified cheques of unsuccessful bidders shall be returned within fourteen (14) days of tender opening. 3 Page 174 of 254 15e) - Being a By -Law to Authorize the Exe... NOTICE TO BIDDERS (cont'd.) 6. Payment by the Township will be as soon as possible after submission of monthly rentals from the Contractor. 7. Payment shall be made from the time the equipment leaves its base of operations until it returns. The Contractor will verify hours on a daily basis with the Director of Transportation and Environmental Services or Township Foreman. 8. The Contractor shall maintain a log of all work carried out for the Contract, specifying date, time, road location and conditions, and shall make this available to the Township upon request. The log shall be submitted to the Township at the completion of the Contract. 9. Operating delays in excess of 15 minutes each, caused by the failure of the Contractor's equipment or lack of judgement of his operator, will be deducted as non - payment from rentals owed by the Township. 10. Standby time on all plow equipment, if applicable, will start on December 15 and continue until March 15 or longer, should conditions warrant retention in the opinion of the Township of Oro- Medonte. NOTE Standby time payable by the Township only on non- working days. 11. No payment will be made for either standby or operating time if the unit is employed with the Township's permission to plow for other Municipalities or individuals. Collection of such work shall be made by the Contractor from the employer and Township rates will not apply. 12. No payment will be made for standb time when any unit is broken down and unable to operate, or previous to December 15, even though it maybe called into operation before that time. 13. The Contractor shall take out, and keep in force until the date of acceptance of the entire work by the Municipality, a comprehensive policy of public liability and property damage insurance acceptable to the Municipality, providing insurance coverage in respect of any one accident to the limit of at least $5,000,000.00, exclusive of interest and cost, against loss or damage resulting from bodily injury to, or death of, one or more persons and loss of or damage to property and such policy shall name the Municipality as an additional insured thereunder, and shall protect the Municipality against all claims for all damage or injury, including death, to any person or persons and for damage to any property of the Municipality or any other public or private property resulting from or arising out of any act or omission on the part of the Contractor or any of his servants or agents during the execution of the Contract, and the Contractor shall forward a certified copy of the policy or certificate thereof to the Municipality before the work is started. 14. The Contractor will be responsible for any damage to mailboxes, guiderails, signs or shoulder /sod damage and will be required to make all necessary repairs to the satisfaction of the Director of Transportation and Environmental Services or his designate. M Page 175 of 254 15e) - Being a By -Law to Authorize the Exe... NOTICE TO BIDDERS (cont'd.) 15. "Notice to Bidders" must be signed by the Contractor and submitted with his tender as an indication that the terms contained therein are acceptable to him. 16. One unit will be required by the Township to be stationed in the Township of Oro - Medonte area. 17. Rented unit, if a grader, could be engaged in the operation of ice blading when conditions warrant. The unit rate bid for plowing will apply, including the cost of ice blades. The successful bidder may option not to perform this operation. The bidder shall indicate this option prior to start of standby Contract. Contractor Name Q Co tr c torlSign#ire 5 Page 176 of 254 15e) - Being a By -Law to Authorize the Exe... CONTRACT NO. PW2009 — 05 SPECIFICATIONS FOR TRUCK AND PLOW 1. The truck shall be a minimum of 25,400 kg GVWR tandem axle. 2. The truck shall be fully equipped as follows: (a) In compliance with the requirements of the Highway Traffic Act for the Province of Ontario, designating safety equipment, lights and applicable appurtenances for snow clearing /removal equipment; (b) Be in good mechanical and physical condition with an acceptable aesthetic appearance; (c) Display a valid truck certification inspection sticker for the applicable year of season commencement; (d) One -way snowplow and wing, all controlled hydraulically from the cab; (e) Sand hopper or two -way sandbox and spinner mounted on left side of the unit (optional). 3. Wingperson required where conditions dictate. If no wingperson is utilized, alternate additional specifications for equipment and cab must be met. Please specify on tender form and obtain specifications before submitting tender. 4. Contracted equipment will be outfitted with Township -owned two -way radios. Installation and removal of radios will be the responsibility of the Township. The Contractor shall make the unit available to the Township at a time convenient to the Township for this purpose. 5. Truck and equipment shall be inspected by the municipality prior to the start of each season and shall prove satisfactory to the Director of Transportation and Environmental Services or his designate. 6 Page 177 of 254 15e) - Being a By -Law to Authorize the Exe... CONTRACT NO. PW2009 — 05 SPECIFICATIONS FOR GRADER AND PLOW 1. Class 6 Motor Grader shall be an approved make and model. Motor horsepower to be not less than 180 h.p. diesel. 2. Motor Grader shall be fully equipped as follows: (a) In compliance with the requirements of the Highway Traffic Act for the Province of Ontario, designating safety equipment, lights and applicable appurtenances for snow clearing /removal equipment; (b) Be in good mechanical and physical condition with an acceptable aesthetic appearance; (c) Tire chains; (d) Spare tire and tube; (e) One -way snowplow and 13 foot wing, as specified in this Contract, all controlled hydraulically from the cab. 3. Only tenders on tandem driven motor graders will be accepted. 4. Provisions must be made for adequate fuel supply. 5. Contracted equipment will be outfitted with Township -owned two -way radios. Installation and removal of radios will be the responsibility of the Township. The Contractor shall make the unit available to the Township at a time convenient to the Township for this purpose. 7 Page 178 of 254 15e) - Being a By -Law to Authorize the Exe... CONTRACT NO. PW2009 — 05 SPECIFICATIONS FOR TRUCK AND PLOW /GRADER AND PLOW TENDER FORM To the Council of the Township of Oro- Medonte: I/We propose and agree to supply the specified equipment, fully equipped with one -way plow or two -way plow and wing conforming to the Specifications and Notice to Bidders prepared for the purpose of this tender, at the following unit prices: 2009 /2010 2010 /2011 2011 /2012 Operating Time (Per Hour) (Snowplowing) (inc.ludQs G.C.T S�S.0C� ,b 11 D UC' / S C) C Standby Time X1)0.2' 1 -� � G.S.T. No.: 9TN _LM Fi MOTOR GRADER OR TRUCK MAKE : MOTOR H.P.: / MODEL: C - 1 Q - i O WIDTH: ' C I - MODEL: - 7 7 C 14 TIRES (FRONT): -- YEAR: TIRES (REAR): - PLOW ONE-WAY MANDATORY MAKE. 0-6t 0 CONTROLS: ' c MODEL: C - 1 Q - i O WIDTH: ' C I - NOSE HEIGHT: E:3 Page 179 of 254 15e) - Being a By -Law to Authorize the Exe... CONTRACT NO. PW2009 — 05 TENDER FOR TRUCK AND PLOW /GRADER AND PLOW TENDER FORM WING MAKE: C (:1 c_ . DEPTH: '�I . c> 1 "► I i MODEL: CONTROLS: at .t 1 i < <; i �)c y � Mci \ o t._ 1 Phone Number: `1 CT, L /, - 3 ( ', --y c c- V1 LENGTH: �> > Corporation :� V��� "C Address: '�I . c> 1 "► I i Represented By: i �)c y � Mci \ o t._ 1 Phone Number: `1 CT, L /, - 3 ( ', --y c c- V1 Date: (vC 1 , Xc 1. 0 Page 180 of 254 15e) - Being a By -Law to Authorize the Exe... AGREEMENT — TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this I day of O')(aC(' h 2009. BETWEEN of the i ::L 1 C_,� � in the District or County of , i (Y1Ci )2 and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART - and - THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction and, to the satisfaction of the Director of Transportation and Environmental Services or his Representative, to do all the work as described hereafter, furnish all the materials, except as herein otherwise specified, and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans, specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. DESCRIPTION OF THE WORKS Supplying snow plowing services for the route described on the attached map, or as directed by the Director of Transportation and Environmental Services or his Representative. 10 Page 181 of 254 15e) - Being a By -Law to Authorize the Exe... The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the unit price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro- Medonte have hereunto signed their names and set their seals on the day first above written. Signature of Contractor, or Signature of the Clerk Signature of the Mayor with Seal 11 �Z Sign ure f Corp ration Seqf of Corporation Page 182 of 254 15e) - Being a By -Law to Authorize the Exe... Page 183 of 254 15f) - A By -law to Authorize the Execution... 197 1- [0101Naf]:7Arl•PH] ad: I:111111HTAki& :u107:901 Z019J,I:1•101 ki 11 11y BY -LAW NO. 2010 -193 A By -law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro - Medonte and the Ontario Federation of Snowmobile Clubs Local Snowmobile Club, Orillia District Snowmobile Club For the 2010/2011 and 2012/2013 Seasons and to Repeal By -law No. 2008 -157 WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS the Council of The Corporation of the Township of Oro - Medonte deems it expedient to enter into a Memorandum of Understanding with the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Orillia District Snowmobile Club for the 2010/2011 and 2012/2013 seasons; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: That the Clerk is hereby authorized to execute the Memorandum of Understanding between The Corporation of the Township of Oro - Medonte and the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Orillia District Snowmobile Club attached hereto as Schedule "A" and forming part of this By -Law. That By -law No. 2008 -157 is hereby repealed. That this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 184 of 254 15f) - A By -law to Authorize the Execution... Appendix "1" to Schedule "A" to By -Law No. 2010 -193 1. Line 5 North from Bass Lake Side Road to Horseshoe Valley Road in its entirety. 2. Line 5 North from approximately 100 metres south of Railway Line to the top of the hill on Line 5 approximately 1 km north of Horseshoe Valley Road. 3. Line 5 North approximately 1 km north of Horseshoe Valley Road for a distance of 1 km. 4. Line 6 North from Bass Lake Side Road North approximately 1.5km to the South Side of Sugarbush. 5. Line 6 North from Mount St. Louis Road approximately 650 metres to the top of the hill. 6. Line 9 North of Bass Lake Side Road in its entirety to the bottom of the hill at Gold Mountain Springs (opened Road Allowance) approximately 1.5km long. 7. Line 11 North from Old Barrie Road to Bass Lake Side Road in its entirety. 8. Rail Trail from Line 5 to Woodland Drive. The Orillia District Snowmobile Club shall be responsible for an annual inclusive contribution of $500.00 to the Transportation Reserve Fund. Refer to Resolution No. C101013 -22 Council October 13, 2010 Page 185 of 254 15f) - A By -law to Authorize the Execution... ONTARIO FEDERATION OF OFSC SROITITICIBILE TRAIL • • SNOWMOBILE CLUBS 106 Saunders Road, Unit 12, Barrie, Ontario L4N 9A8 Schedule "A" to By -Law No. 2010 -193 Tel: 705-739-7669 Fax: 705-739-5005 MEMORANDUM OF UNDERSTANDING (PLEASE PRESS HARD AND PRINT OR TYPE) On this 8 day of _ December year 2010 I, the undersigned, owner /occupier of the premises that is lot# Attached as Appe 1 ,concession# or other in the Township of O r o — M e d o n t e County /Distriet/Region of Simcoe do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, percussion to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing individual trail permit members of the OFSC to use said designated premises for snowmobiling under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner /occupier with a current OFSC membership card or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner /occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner /occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and OFSC individual trail permit members on the designated premises, save and except the negligence of the owner /occupier. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner /occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by individual snowmobile trail permit members in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by individual trail permit members; and repair or replace property damaged by individual trail permit members on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its wardens and executive are hereby authorized to be the undersigned owner /occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, C.T. 21; the Motorized Snow Vehicles Act R.S.O. 1990, C.M.44; and the Occupiers Liability Act R.S.O. 1990, C.O.I. I. A ND n W NE R /OCCI TPIE R LOCAL SNOWMOBILE CLUB NAME Township of Oro- Medonte NAME �{ltr -tip, ts'tRtc -T S C ADDRESS 148 Line 7 South, FO b IvID ADDRESS � �Ile I L A L3d6K; Pxo1vE 705-48/-2171 ' PHONE 4 0 SIGNATURE SIGNATURE J. Douglas Irwin, ulerx LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OFSC DISTRICT GOVERNOR NAME & PHONE arP� SA - rT 6.�-t g o V MAb S ,;Z - 1 36 — lob 7 3 White copy — owner /occupier yellow copy — club pink copy -OFSC office Form date: 07/2000 Page 186 of 254 15f) - A By -law to Authorize the Execution... Appendix "1" to Schedule "A" to By -Law No. 2010 -193 1. Line 5 North from Bass Lake Side Road to Horseshoe Valley Road in its entirety. 2. Line 5 North from approximately 100 metres south of Railway Line to the top of the hill on Line 5 approximately 1 km north of Horseshoe Valley Road. 3. Line 5 North approximately 1 km north of Horseshoe Valley Road for a distance of 1 km. 4. Line 6 North from Bass Lake Side Road North approximately 1.5km to the South Side of Sugarbush. 5. Line 6 North from Mount St. Louis Road approximately 650 metres to the top of the hill. 6. Line 9 North of Bass Lake Side Road in its entirety to the bottom of the hill at Gold Mountain Springs (opened Road Allowance) approximately 1.5km long. 7. Line 11 North from Old Barrie Road to Bass Lake Side Road in its entirety. 8. Rail Trail from Line 5 to Woodland Drive. The Orillia District Snowmobile Club shall be responsible for an annual inclusive contribution of $500.00 to the Transportation Reserve Fund. Refer to Resolution No. C101013 -22 Council October 13, 2010 Page 187 of 254 15g) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -194 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Don Woodrow for Snow Removal — Horseshoe Valley Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared, by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be Don Woodrow for Snow Removal — Horseshoe Valley Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013; AND WHEREAS Council deems it expedient to enter into an agreement with Don Woodrow; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 188 of 254 15g) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Latta No. 2010 -194 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this 8 th day of BETWEEN December D� o 0 o `� of the 0 A 0 M 0 D E J4 l in the District or County of �> 1 »°a e- 0 i�!i and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 189 of 254 15g) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. ,2 6 D4 oft Signature' of Contractor, or Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes 10 Signature of Corporation Seal of Corporation Page 190 of 254 15g) - Being a By -Law to Authorize the Exe... SCHEDULE A FACILITY /PARK ADDRESS Contract Contract Contract Price Price Price 2010 -2011 2011.2012 2012 -2013 FACILITIES 1 Oro- Medonte 148 Line 7 South Admin. Centre 2 O.P.P Horseshoe 3331 Line 4 North Valley 3 Oro•Medonte 71 Line 4 North Community Centre 4 Rugby Fire Hall 1904 Old Barrie Road E. 5 Shanty Bay Fire 1950 Ridge Road W. Hall 6 Hawkestone Fire 375 11th Line South Hall 7 Moonstone Fire 5668 Line 7 North Hall 8 Warminster Fire 1911 Warminster Sideroad Hall 9 Horseshoe 3375 Line 4 as 11, �� �� .47 Valley Fire Hall Dor SS.a 55 ® PARKS 1 Bayview 687 Lakeshore Road East Memorial Park East Parking Lot and Entrance onl 2 Shelswell Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3 Sweetwater Park 3353 Line 6 North Parking Lot, Pathway to Rink and Cherry Trail 4 Lohuaru Trail 3329 Line 4 North Parking lot and pathway to Ian 14'5 ®® pe�r 4S "pf LES ®o pw Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake Launch Parking Simcoe) Lot 5 Line 4 Park 3387 Line 4 North Parking Lot and Pathway to Rink ®® p � y ®9 is SUBTOTAL �0&D �� ®so Soso ®® HST [,I TOTAL Page 191 of 254 15h) - Being a By -Law to Authorize the E THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -195 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and LB Landscaping for Snow Removal — Bayview Memorial Park (East Side Lot); Shelswell Park (Parking Area and Walkway to Pad); and Line 9 Boat Launch (Parking Lot) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared, by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be LB Landscaping for Snow Removal — Bayview Memorial Park (East Side Lot); Shelswell Park (Parking Area and Walkway to Pad); and Line 9 Boat Launch (Parking Lot) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013; AND WHEREAS Council deems it expedient to enter into an agreement with LB Lanscaping; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 192 of 254 15h) - Schedule t1 A" to By -Law No. 2010 -195 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this . �1 f,6 day of �' P i'7 %3Ei� 2010. BETWEEN L ll Lr9NDsC )p)/V6 016 13,�Iti'OV LEIC'H of the 1�(�tj IV lfil� CF - It)E, DONTF_ in the District or County of S 1 N c_o G and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 193 of 254 15h) - The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. �4 "ass' �✓�Y l Signaturbof Contractor, or Signature of Corporation Seal of Corporation Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes 10 Page 194 of 254 15h) - kz" -:)0y0 -0 L/3 r"Ac 01 6 SAwfi y Z61q" 7 SCHEDULE A FACILITY/PARK ADDRESS Contract Contract Contract Price Price Price 2010 -2011 2011 -2012 2012.2013 FACILITIES 1 Oro- Medonle Admin. Centre 148 Line 7 South n / 2 O.P.P Horseshoe 3331 Line 4 North Valley 3 Oro- Medonte 71 Line 4 North Community Centre 4 Rugby Fire Hall 1904 Old Barrie Road E. 5 Shanty Bay Fire 1950 Ridge Road W. Hall 6 Hawkestone Fire 375 111h Line South Hall 7 Moonstone Fire 5668 Line 7 North Hall 8 Warminster Fire 1911 Warminster Sideroad Hall 9 Horseshoe 3375 Line 4 Valley Fire Hall PARKS 1 Baymw 687 Lakeshore Road East Memorial Park East Parking Lot and nvance o nly t 2 Shelswell Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3 Sweetwater Park 3353 Line 6 North Parking Lot, Pathway to Rink and Cherry Trail 4 Lohuaru Trail 3329 Line 4 North Parking lot and pathway to Ian Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake Launch Parking Simcoe) Lot _ 5 Line 4 Park 3387 Line 4 North Parking Lot and Pathway to Rink SUBTOTAL qz M, Ic leC` HST TOTAL I7til. se I Page 195 of 254 15i) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -196 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Tim d'Olivat Evergreen Landscaping for Snow Removal — OPP Horseshoe Valley (Parking Area and Walkways); Sweetwater Park (Parking Area and Walkway to Pad and Cherry Trail); Lohuaru Trail (Parking Area and Walkways); and Line 4 Park (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be Tim d'Olivat Evergreen Landscaping for Snow Removal — OPP Horseshoe Valley (Parking Area and Walkways); Sweetwater Park (Parking Area and Walkway to Pad and Cherry Trail); Lohuaru Trail (Parking Area and Walkways); and Line 4 Park (Parking Area and Walkways); AND WHEREAS Council deems it expedient to enter into an agreement with Tim d'Olivat Evergreen Landscaping; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 196 of 254 15i) - Being a By -Law to Authorize the Exe... Schedule "A" to By -law No. 2010 -196 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this _� day of yr1 d r 2010. BETWEEN � '�� l y4 EV l � q f^ r- n1 of the !C%wLi S�i o a C rro Tz in the District or County of S! k C o G and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supp lies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 197 of 254 15i) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. Signature of Contractor, or Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes Signature of Corporation Seal of Corporation 10 Page 198 of 254 15i) - Being a By -Law to Authorize the Exe... SCHEDULE A FACILITY/PARK ADDRESS Contract Contract Contract Price Price Price 2010.2011 2011 -2012 2012.2013 FACILITIES 1 Oro-Medonte 148 Line 7 South Admin. Centre 2 O.P.P Horseshoe 3331 Line 4 North Valley _ 3 Oro - Medonte 71 Line 4 North Community Centre 4 Rugby Fire Hall 1904 Old Barrie Road E. 5 Shanty Bay Fire 1950 Ridge Road W. Hall 6 Hawk" tone Fire 375 11th Line South Hall 7 Moonstone Fire 5666 Line 7 North Hall 8 Warminster Fire 1911 Warminster Sideraad Hall 9 Horseshoe 3375 Line 4 Valley Fire Hall �7 yj l�� J PARKS 1 Bepie. 687 Lakeshore Road East Memorial Park East Parking Lot and Entrance and 2 Shelswell Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3 Sweetwater Park 3353 Line 6 North Parking Lot, Pathway to Rink �t C� g f dt.t,�r�• and Cherry Trail 4 Lohuaru Trail 3329 Line 4 North Parkinglotand Pathway to Ian ��• f• G rU Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake Launch Parking Simcoe) Lot 5 Line 4 Park 3387 Line 4 North Parking Lot and Pathway to Rink i t � � l F ✓ �C/ j ` " f iJ � SUBTOTAL 7, by - 7,'�/,�I HST ylo� j �L3 TOTAL �y5. � 9 0.00 Page 199 of 254 15j) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -197 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and 1588429 Ontario Limited, O/A Ron Burton & Sons for Snow Removal — Moonstone Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be 1588429 Ontario Limited, O/A Ron Burton & Sons for Snow Removal — Moonstone Fire Hall (Parking Area and Walkways); AND WHEREAS Council deems it expedient to enter into an agreement with 1588429 Ontario Limited, O/A Ron Burton & Sons; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 200 of 254 15j) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Law No. 2010 -197 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this 14th day of September 2090. BETWEEN 1588429 Ontario Limited 0/A Ron Burton & Sons Ofthe Village of Warminster in the District or County of Simcoe and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. 9 Page 201 of 254 15j) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. Signature of Contractor, or Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes z Signature of Corporation Seal of Corporation Adam R. Burton Vice — President (I have the authority to bind the corporation) 10 Page 202 of 254 15j) - Being a By -Law to Authorize the Exe... SCHEDULE n FACILmrenrt►t ADDRESS ccntraa aarre■at corrtraet Pik! Prior Prim 201Q -?011' .. .2011 -2012 2012 -2013 FACILITIES 1 Oro- Medonte Admin.Canha 148 Line 7 South 6500 7000 7500 2 O.P.P Horseshoe 3331 Line 4 North Valley 3 Oro- Medonte 71 Line 4 North Community Centre 4 Rugby Fire Hall 1904 Old Barrie Road E. 3800 3800 3900 6 Shanty Bay Fire 1960 Ridge Road W. Hall 6 Hawkeatone Fire Hall 375 11th MW - South 3800 3800 900 7 Moonstone Fine 6688 Line 7 North "alt 3800 3800 900 8 Warminster Fire 1911 Warminster Sideroad Hall 3500 3500 3600 9 Horseshoe 3376 Line 4 Valley Fire Hall PARKS 1 Bayview 687 Lakeshore Road East Memorial Park East Parking Lot 4500 4500 4800 and Entrance onl 2 Sheisweil Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3800 3800 4000 3 Sweetwater Park 3353 Line 6 North Parking Lot, Pathway to Rink h and Cherry Trail 4 SUBTOTAL Lohuaru Trail 3329 Line 4 North Parking lot and 33,70034,40 35,800 HST pathway to Ian 4,381 Beard 4,654 TOTAL 5 Line 9 Boat Line 9 at Lakeshore (Lake 38,081 38,87 40,454 Launch Parking simcoe) 4000 4 2 0 0 4200 Lot 5 Line 4 Park 3387 Line 4 Nort Page 203 of 254 h Panting Lot and Pathway to Rink SUBTOTAL 33,70034,40 35,800 HST 4,381 4,472 4,654 TOTAL 38,081 38,87 40,454 Page 203 of 254 15k) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -198 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Daly Custom Landscaping Inc. for Snow Removal — Warminster Fire Hall (Parking and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be Daly Custom Landscaping Inc. for Snow Removal — Warminster Fire Hall (Parking and Walkways); AND WHEREAS Council deems it expedient to enter into an agreement with Daly Custom Landscaping Inc.; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 204 of 254 15k) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Law No. 2010 -198 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this &( L day of n%, 1tm be_� 2010. BETWEEN Dal U Cu 1ZZ? k anaks ca ® c:, of the S o t fro ° Cl,�er�c�rt� in the District or County of L L2126w U{ and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART - and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 205 of 254 15k) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. i 0 4 4 . � igghture of Conoi ctor, or Signature of Corporation Seal of Corporation Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes 10 Page 206 of 254 15k) - Being a By -Law to Authorize the Exe... SCHEDULE A FACILITY /PARK ADDRESS Contract Contract Contract Price 2010 Price Prce 2011 2011 -2012 2012 -2013 FACILITIES 1 Oro- Medonte Admin. Centre 148 Line 7 South I 2 O.P.P Horseshoe 3331 Lina 4 North Valley 3 Oro- Medonte 71 Line 4 North Community Centre 4 Rugby Fire Hall 19114 Old Barrie Road E. 7� P� 6 Shanty Bay Fire 1950 Ridge Road W. Hall 6 Hawkostone Fire 375 11th Line South Hall u 7 Moonstone Fire 5668 Line 7 North Hall 8 Warminster Fire Hall 1911 Warminster Sideroad 9 Horseshoe Valley 3375 Line 4 Fire Hall PARKS 1 Bayview 687 Lakeshore Road East Memorial Park East Packing Lot and Entrance on /y s w tr L. Sheiswell Park 118 Lakeshore Road West 2 Parking Lot and Pathway to Rink 3 Sweetwater Park 3363 Line 6 North Parking Lot, Pathway to Rrnk and Cherry Trait 4 Lohuaru Trail 3329 Line d North Parking It and pathway to lan Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake Launch Parking Simeoe) Lot , 5 Lino 4 Park 3397 Lina 4 North 6 Parking Lot and Pathway to Rink SUBTOTAL TOTAL HST 2 .51 4 Page 207 of 254 TOTAL Page 207 of 254 151) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -199 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Crocker Contracting for Snow Removal — Oro- Medonte Community Centre (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared by Motion No. CW101006 -05, the successful bidder of Tender RC2010 -04 to be and Crocker Contracting for Snow Removal — Oro - Medonte Community Centre (Parking Area and Walkways); AND WHEREAS Council deems it expedient to enter into an agreement with Crocker Contracting; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 208 of 254 151) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Law No. 2010 -199 AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this 1 day of cG}�'P_vr� �1? �( 2010. BETWEEN C COQKcr of the 1r�eur�S�j OP t yo- tj,-dnn1e in the District or County of :Si and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 209 of 254 151) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. gnature of Contractor, or Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes Signature of Corporation Seal of Corporation 10 Page 210 of 254 151) - Being a By -Law to Authorize the Exe... SCHEDULER FACILITY/PARK ADDRESS Contract Contract Contract Price Pace Price 2010 -2011 2011 -2012 2012 -2013 FACILITIES 1 Oro Medonte 148 Line 7 South Admin. Centre 2 O.P.P Horseshoe 3331 Line 4 North Valley 3 Oro- Medonte 71 Line 4 North Community A (� 9 5-00 9 1 5 -00 1,00 4 Rugby Fire Hall 1904 Old Barrie Road E. Vv 5 Shanty Bay Fire 1950 Ridge Road W. Hall 6 Hawkestone Fire 375 11th Line South Hall 7 Moonstone Fire 5668 Line 7 North Hall 8 Warminster Fire 1911 Warminster Sideroad Hall 9 Horseshoe 3375 Line 4 Valley Fire Hall PARKS 1 Bayview 687 Lakeshore Road East Memorial Park East Parking Lot and Entrance onl 2 Shelswell Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3 Sweetwater Park 3353 Line 6 North Paddng Lot, Pathway to Rink and Cherry Trail 4 Lohuaru Trail 3329 Line 4 North Parking lot and pathway to lan Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake Launch Parking Simcoe) Lot 5 Line 4 Park 3387 Line 4 North Parking Lot and Pathway to Rink SUBTOTAL 73,o�v i3 HST TOTAL y T5D Page 211 of 254 15m) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -200 Being a By -Law to Authorize the Execution of an Agreement Between The Township of Oro - Medonte and Morris Shelswell & Sons Excavating & Grading Ltd. for Snow Removal — Administration Centre (Parking Area and Walkways); Rugby Fire Hall (Parking Area and Walkways); Shanty Bay Fire Hall (Parking Area and Walkways); and Hawkestone Fire Hall (Parking Area and Walkways) for the Winter Seasons of 2010 -2011, 2011 -2012 and 2012 -2013 (Tender RC2010 -04) WHEREAS the Municipal Act, 2001, S.O. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council for The Corporation of the Township of Oro - Medonte declared by Motion No. CW101006 -05 the successful bidder of Tender RC2010 -04 to be Morris Shelswell & Sons Excavating & Grading Ltd. for Snow Removal — Administration Centre (Parking Area and Walkways); Rugby Fire Hall (Parking Area and Walkways); Shanty Bay Fire Hall (Parking Area and Walkways); and Hawkestone Fire Hall (Parking Area and Walkways); AND WHEREAS Council deems it expedient to enter into an agreement with Morris Shelswell & Sons Excavating & Grading Ltd.; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: THAT the Mayor and Clerk be authorized to execute the Agreement for Contract No. RC2010 -04 attached hereto as Schedule "A" and forming part of this By- Law. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 212 of 254 15m) - Being a By -Law to Authorize the Exe... Schedule "A" to By -Law No. 2010 -200 AGREEMENT- TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this 11 �6 rt � day of U c •Y r BETWEEN of the --- L_3wWS4�P tY in the District or County of Sim and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART 2010. -and- THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 213 of 254 15m) - Being a By -Law to Authorize the Exe... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever. IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the fixed price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. MaRf'6 StkELSwzL\ "V SONS - C Gfl\Ab,NG Lzb- Signature of Contractor, or Signature of Corporation Seal of Corporation Signature of the Clerk J. Douglas Irwin Signature of the Mayor with Seal H.S. Hughes E[1] Page 214 of 254 15m) - Being a By -Law to Authorize the Exe... SCHEDULE A FACILITYIPARK ADDRESS Contract Contract Contract Price 2010 Price Price 2011 2011.2012 2012 -2013 FACILITIES 1 Oro - Medonte 148 Line 7 South Admin. Centre 2 O.P.P Horseshoe 3331 Line 4 North Valley — Y 3 Oro - Medonte 71 Line 4 North o _ Community Centre 4 Rugby Fire Hall 1904 Old Barrie Road E. 5 Shanty Say Fire 1950 Ridge Road W. Hall 6 Hawkestone Fire 37511th Line South Hall 7 Moonstone Fire 5668 Line 7 North Hall "- 8 Warminster Fire 1911 Warminster Sideroad Hall _ 9 Horseshoe Valley 3375 Line 4 Fire Hall a PARKS 1 Bayview 687 Lakeshore Road East )'15 Vq ,?+ :R Ocnv Memorial Park East Parking Lot and Entrance only 2 Shelswell Park 118 Lakeshore Road West Parking Lot and Pathway to Rink 3 Sweetwater Park 3353 Line 6 North _ Parking Lot, Pathway to Rink and Cherry Trail 4 Lohuaru Trail 3329 Line 4 North Parking lot and i pathway to tan Beard 5 Line 9 Boat Line 9 at Lakeshore (Lake,Igl;, Launch Parking Simcoe) Lot 5 Line 4 Park 3387 Line 4 North Parking Lot and Pathwav to Rink Page 215 of 254 15n) - Being a By -law to Appoint Building THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010 -201 Being a By -law to Appoint Building Inspectors And to Repeal By -law No. 2008 -075 WHEREAS Section 3(2) of the Building Code Act, 1992, S.O. 1992, c.23, as amended provides that the Council of each municipality shall appoint such inspectors as are necessary for the purposes of the enforcement of the Act; AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte does now find it expedient to appoint Building Inspectors; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the employees of The Corporation of the Township of Oro - Medonte outlined on Schedule "A ", attached hereto and forming part of this by -law, be appointed as Building Inspector for the Township of Oro - Medonte; 2. That By -law No. 2008 -075 is hereby repealed in its entirety. 3. That the appointments outlined in Schedule "A" be effective October 12, 2010 4. That this by -law shall take effect on final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8TH DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 216 of 254 15n) - Being a By -law to Appoint Building Schedule "A" to By -law No. 2010 -201 for The Corporation of the Township of Oro - Medonte Building Inspector Kim Allen Sherri -Lynn Moore Janice Bosomworth Nina D'Andreamatteo Page 217 of 254 150) - Being a By -Law to Authorize the Exe... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE By -Law No. 2010 -203 Being a By -Law to Authorize the Execution of the Joint Service Board Agreement Between the Township of Oro - Medonte and the Severn Sound Environmental Association WHEREAS Section 8 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that the a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS Section 9 (1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that Sections 8 and 11 shall be interpreted broadly so as to confer broad authority on municipalities; (a) to enable them to govern their affairs as they consider appropriate; and (b) to enhance their ability to respond to municipal issues. AND WHEREAS Section 202 (1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, allows two or more municipalities may enter into agreements to establish a joint municipal service board and to provide for those matters which, in the opinion of the participating municipalities, are necessary or desirable to facilitate the establishment and operation of the joint municipal service board; WHEREAS the Council of the Corporation of the Township of Oro - Medonte deems it expedient to enter into the Joint Service Board Agreement with the Severn Sound Environmental Association; AND WHEREAS the role of the Joint Municipal Service Board, to be known as the Severn Sound Environmental Association (SSEA), is to support the Partner Municipalities in the management of their environmental activities, to continue to coordinate the Long -Term Sustainability Plan and to assume the duties and responsibilities assigned to the Severn Sound Protection Authority pursuant to the CWA, all generally in accordance with the Strategic Plan and the Business Plan as they may be modified and approved by the Municipalities from time -to -time; AND WHEREAS Council authorized the Township of Oro - Medonte entering into the Joint Service Board Agreement with the SSEA until December 31, 2009, in accordance with By -law No. 2009 -040; AND WHEREAS Council of the Township of Oro - Medonte deems it desirable to extend its participation in the Joint Service Board Agreement with SSEA; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. THAT the Township extends its participation in the Joint Service Board Agreement attached hereto as Schedule "A" and forming part of this By -Law. 2. THAT the agreement be in effect in accordance with Section 5 of the Joint Service Board Agreement attached hereto as Schedule "A" and forming part of this By -law. 3. THAT this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8TH DAY OF DECEMBER 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 218 of 254 15o) - Being a By -Law to Authorize the Exe... Severn Sound Environmental Association LETTER OF AGREEMENT TO CREATE A JOINT MUNICIPAL SERVICE BOARD March 26, 2009 Corporation of the Town of Midland Corporation of the Township of Tay pe1l .etanguash�,� e i 4vio. CaS 00 Corporation of the Town of Penetanguishene Corporation of the Township of Tiny Township of Proud Heritage, Ereiting Fetare Corporation of the Township of Oro- Medonte Corporation of the Township of Georgian Bay Corporation of the Township of Springwater Corporation ofthe Township of Severn Corporation of the City of Orillia Page 219 of 254 15o) - Being a By -Law to Authorize the Exe... 1 LETTER OF AGREEMENT TO CREATE A JOINT MUNICIPAL SERVICE BOARD THIS AGREEMENT made this 26th day of March, 2009, BETWEEN: THE CORPORATION OF THE TOWN OF MIDLAND (Hereinafter called "Midland ") OF THE FIRST PART, THE CORPORATION OF THE TOWN OF PENETANGUISHENE (Hereinafter called "Penetanguishene ") OF THE SECOND PART, THE CORPORATION OF THE TOWNSHIP OF TAY (Hereinafter called "Tay ") OF THE THIRD PART, THE CORPORATION OF THE TOWNSHIP OF TINY (Hereinafter called "Tiny ") OF THE FOURTH PART, THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE (Hereinafter called "Oro- Medonte ") OF THE FIFTH PART, THE CORPORATION OF THE TOWNSHIP OF SEVERN (Hereinafter called "Severn ") OF THE SIXTH PART, THE CORPORATION OF THE TOWNSHIP OF GEORGIAN SAY (Hereinafter called "Georgian Bay ") OF THE SEVENTH PART, THE CORPORATION OF THE TOWNSHIP OF SPRINGWATER (Hereinafter called "Springwater ") OF THE EIGHTH PART, THE CORPORATION OF THE CITY OF ORILLIA (Hereinafter called "Orillia ") OF THE NINTH PART, Severn Sound Environmental Association /l Page 220 of 254 15o) - Being a By -Law to Authorize the Exe... C 1 (1) WHEREAS the Parties (collectively the Municipalities and individually the Municipality) have cooperated for several years to address water quality issues existing in areas of the Great Lakes, particularly those water quality issues that existed in the Severn Sound area of Georgian Bay, within a partnership framework known as the Severn Sound Environmental Association (SSEA), governed by an agreement entered into for that purpose; (2) AND WHEREAS, following the restoration of the water quality of Severn Sound to an acceptable level, the SSEA developed a long -term sustainability plan intended to provide a vision for the social, economic and environmental health of the communities it serves (the Long -Term Sustainability Plan), which the SSEA continues to implement; (10) AND WHEREAS the Municipalities wish to establish a joint municipal service board Severn Sound Environmental Association 12 U Page 221 of 254 (3) AND WHEREAS the sustaining of the Severn Sound environment depends on continued coordination of environmental services, including monitoring, consultation and project management through the SSEA; (4) AND WHEREAS the provision of these services through the Severn Sound Environmental Association is cost - effective and efficient; (5) AND WHEREAS the Municipalities recognize the necessity of working together to restore, protect and sustain a healthy environment in Severn Sound for future generations; (6) AND WHEREAS the Province of Ontario has enacted the Clean Water Act, 2006 (CWA) for the purpose of protecting existing and future sources of drinking water in the Province; (7) AND WHEREAS the administration of the CWA has been assigned to several source protection regions which are subdivided into source protection areas, each source protection area to be governed by a source protection authority administered by a source protection board; (8) AND WHEREAS the SSEA has been recognized as a source protection authority known as the Severn Sound Source Protection Authority for the Severn Sound Source Protection Area, a source protection area within the South Georgian Bay -Lake Simeoe Source Protection Region; (9) AND WHEREAS the Towns of Midland and Penetanguishene, the Townships of Tay, Tiny, Oro- Medonte, Severn, Georgian Bay and Springwater, and the City of Orillia are located within the Severn Sound Source Protection Area; (10) AND WHEREAS the Municipalities wish to establish a joint municipal service board Severn Sound Environmental Association 12 U Page 221 of 254 150) - Being a By -Law to Authorize the Exe... I 1 within the meaning of the Municipal Act, 2001, S.O. 2001, c. 25, s.202 (Joint Municipal Service Board) in accordance with the terms of this agreement to continue the coordination of the Long -Term Sustainability Plan for Severn Sound and to assume the responsibilities assigned to the Severn Sound Protection Authority pursuant to the CWA, Regulation 284/07 and such other duties and responsibilities that may be assigned to the SSEA by the Municipalities from time -to -time; (II) AND WHEREAS the Municipalities agree to pass by -laws for entering into this agreement at their joint expense and for their joint benefit within their jurisdiction as provided by the Municipal Act, 2001, s.20; (12) AND WHEREAS the SSEA has developed a strategic plan (the Strategic Plan), a copy of which is attached as Schedule `A" to this agreement, as a guide to the mission and priorities for the SSEA going forward, the tenor of which is intended to guide the SSEA as it continues to respond to the environmental issues and concerns that are common to the Municipalities; (13) AND WHEREAS the SSEA has produced a business plan (the Business Plan), a copy of which is attached as Schedule "B" to this agreement, which is intended to provide an estimate of the cost of the operation of the SSEA and the proportion of the cost to be paid by each of the Municipalities (Funding Formula), it being understood that the Business Plan will be revised from year -to -year and as actual costs become known; (14) AND WHEREAS the joint municipal service board contemplated by this agreement is intended to remain in place, subject to any changes in its mandate that the Municipalities deem advisable from time -to -time, so long as the need for the coordination of the Long - Term Sustainability Plan to ensure the environmental health of Severn Sound and /or the responsibilities imposed on the Municipalities pursuant to the CWA endure. THEREFORE the Municipalities, in consideration of the premises and recognizing the mutual ' benefits of cooperating on matters of common interest with respect to the Severn Sound area and environmental concerns generally, herein agree to the following: 1.0 Joint Municipal Service Board: 1.1 The Municipalities agree to establish by by -law of each of the Municipalities the Joint e Municipal Service Board, to be known as the Severn Sound Environmental Association (SSEA), for the purpose of supporting the Municipalities in the management of their environmental activities, to continue to coordinate the Long -Term Sustainability Plan and to assume the duties and responsibilities assigned to the Severn Sound Protection Authority pursuant to the CWA, all generally in accordance with the Strategic Plan and the Business Plan as they may be modified and approved by the Municipalities from ' time -to -time. Severn Sound Environmental Associcuton 13 Page 222 of 254 15o) - Being a By -Law to Authorize the Exe... u 1 1.2 The SSEA shall act as the Severn Sound Source Protection Authority Board within the meaning of the CWA. 2.0 Composition and Procedures of the Board 2.1 The Board shall be comprised of one member to be appointed by and at the pleasure of each of the Municipalities to hold office for the term of the appointment or until a successor has been appointed, provided that substitutions may be made at any time by an appointing Municipality if; in its discretion, it deems it advisable to do so. 2.2 The Board shall, by resolution, elect a chairperson (the Chair) and a Vice -chair (the Vice- ' Chair) annually, from among its members, to serve for a term of one year or until his /her appointment by his /her Municipality ends, whichever occurs first. The Vice -Chair shall act in the place of the Chair when the Chair is absent or for the remainder of the term if the office of the Chair is vacant. Where the office of the Vice -Chair is vacant by reason that he /she has assumed the role of the Chair pursuant to this subsection, the Board shall, by resolution, appoint a new Vice -Chair to hold office for the remainder of the term. 2.3 The Board shall meet not less than once every three months and at the call of the Chair in order to properly manage its responsibilities under this agreement. 2.4 The Board shall keep minutes of its meetings which shall be circulated in a timely manner to the member and to the Clerk for each Municipality. 2.5 A quorum for meetings of the Board shall be a simple majority of the representatives of the Municipalities and each member shall have one vote on issues, provided that an issue on which there is a tie vote shall be deemed to be lost. The Chair shall not have an additional, casting vote in the event of a tie. 2.6 Where a quorum is present but the number of members who are disabled from participating in a meeting by reason of a declaration of conflict of interest is such that at that meeting the remaining members are not sufficient to constitute a quorum, then the remaining number of members shall be deemed to constitute a quorum, provided such number is not less than two. 2.7 The Board shall make regulations and rules governing the procedures of the SSEA. ' 2.8 The Board shall hire employees, including an executive director (the Executive Director) as the Board considers is reasonably required to meet its duties and responsibilities and generally as projected by the Business Plan. 2.9 The Board shall ensure that all Municipalities are properly informed of SSEA activities in a timely manner. Severn Sound Environnrented AssociationA I Page 223 of 254 150) - Being a By -Law to Authorize the Exe... FI Page 224 of 254 2.10 The seat of a member of the Board shall be considered vacant if the member, (a) is absent from meetings of the Board for three successive regular meetings without being authorized to do so by resolution of the Board, ' (b) resigns from his or her office by notice in writing filed with the Executive Director, provided that a resignation is not effective if it would reduce the number of ' members of the Board to less than a quorum, (c) has his or her office declared vacant in any judicial proceeding, (d) forfeits his or her office under the Municipal Act, 2001 or any other Act, or ' (e) dies whether before or after accepting his or her office. 2.11 Where the seat of a member becomes vacant pursuant to subsection 2.10, the Municipality that appointed such member shall appoint a new member within 30 days of the seat becoming vacant. 2.12 The Board shall adopt and maintain policies for the sale or other disposition of land, its hiring of employees and for the procurement of goods and services, provided that the Board may elect to adhere to such policies as adopted and maintained by the Town of Midland in satisfaction of this requirement. 2.13 The Board shall implement the Strategic Plan and the Business Plan as they may be amended or modified by the SSEA and approved by the Municipalities from time-to- time. 2.14 Board members shall serve without remuneration from the SSEA. 3.0 The Executive Director ' 3.1 The Executive Director shall: 3.1.1 be the Secretary to the SSEA, 3.1.2 prepare an annual budget of anticipated revenues and expenditures for the ensuing calendar year, together with budget projections for the following four years and recommendations for revisions to the Business Plan that the SSEA may consider appropriate, on or before October 1 of each year for approval by the Board; ' 3.1.3 upon approval of the budget each year by the Board, submit the budget, budget projections and recommendations of the Board to the Clerk of each Municipality Severn Sauna' Environmental Association /5 Page 224 of 254 15o) - Being a By -Law to Authorize the Exe... 1 showing each Municipality's budget share in accordance with the funding formula set out in Schedule "A ", Table 2 for inclusion in municipal budget ' deliberations for the ensuing year; 3.1.4 prepare an annual report outlining progress against the objectives of the Business Plan and the Strategic Plan by .tune 30 ofeach and every year; 3.1.5 provide progress updates to the Clerk of each Municipality quarterly; 3.1.6 provide briefing notes to any of the Municipalities on an as- required basis on matters within the scope of the duties and responsibilities of the SSEA; 11.7 have the authority to recruit and discipline staff and to manage staff, coordinate efforts of the Municipalities and other agencies and to retain the services of consultants, contractors and experts in order to meet the objectives of the Business Plan and the Strategic Plan; 3.1.8 ensure public involvement is maintained as an integral part of the operation of the SSEA; and 3.1.9 speak at meetings or in public on behalf of the SSEA as directed by the SSEA. 4.0 Administration 4.1 The Municipalities agree that all projects and activities undertaken will continue to be guided by the Business Plan and principles of'cost- effectiveness, 4.2 Each Municipality agrees to pay its share of the annual budget of the SSEA in accordance with the Funding Formula for each year as approved by the SSEA Board. 4.3 Midland shall act as treasurer for the SSEA (the Treasurer), with that Municipality's approval. The Treasurer shall have the authority to receive and disburse funds on behalf of the SSEA and shall maintain adequate documentation and records of revenues and expenditures of the SSEA in accordance with accepted municipal financial accounting practices. ' 4.4 The Board is a body corporate and is authorized to enter into contracts, to bring all applications and to take all actions required to give effect to the terms of this agreement. 4.5 The SSEA's fiscal year will be the calendar year, January I to December 31 of each year. 4.6 All contracting activities will be conducted in an open and fair manner in accordance with the standards currently employed by the Town of Midland. ,Severn ;Sound F_nvironmentul Associationl6 Page 225 of 254 150) - Being a By -Law to Authorize the Exe... 7 1 4.7 Under section 149.1(1) of the Income Tax Act, any recognized municipality in Canada is a "qualified donee" and, as such, can issue official donation receipts for gifts received. The Town of Midland may issue official donation receipts for donated funds designated in support of the works of the SSEA. ' 4.8 This Agreement shall be in effect from the date that it has been approved by by -law of all of the Municipalities and shall continue in force until terminated by the Municipalities pursuant to subsection 5.1 or, with respect to individual Municipalities, until a Municipality has withdrawn in accordance with subsection 5.2. 1 5.0 Term 5.1 The Municipalities intend that the term of this Agreement shall continue so long as the mutual need for the coordination of the Long -Term Sustainability Alan and /or the responsibilities imposed nn the Municipalities pursuant to the CWA endure, provided that this agreement may be terminated if a two- thirds majority of the Municipalities so determine by by -law of their respective councils. 5.2 Any Municipality to this Agreement may withdraw from the SSEA upon written notice to the SSEA. Any such notice given on or before October I of a given year shall take effect no earlier than December 31 of the calendar year following the year in which the notice was given. Any such notice given after October I of a calendar year will not take effect until December 31 of the second year following the year in which the notice was given. All financial obligations for the withdrawing Municipality will continue to the effective date of the notice. 6.0 Matters not Specifically Addressed in this Agreement 6.1 It is recognized by the Municipalities that issues may arise that have not been contemplated in the negotiation and preparation of this Agreement. In the event that any such issue arises, the Municipalities are resolved that a common solution shall be pursued and the tenor of this Section shall always apply. .Severn .Sound Environnaenlal rf.vvociationl7 Page 226 of 254 150) - Being a By -Law to Authorize the Exe... C I I 1 1 7.0 Endorsement: 7.1 We the undersigned hereby agree to the terms of this Agreement including Schedule "A" and Schedule "B ". ' The Corporation of the Town of Midland ' Care obey Cl r S ie Downer, Mayo 10 Robert S . W. ' Andrea Fay, Clerk( ' Town of Midland 575 Dominion Ave. Midland, ON. L4R ' The Corporation of the Town of Penetanguishene ., Anita eau, Mayor ' Care obey Cl r Town of Pei n uishen 10 Robert S . W. ' Penetanguishene, L9M 2G2 Page 227 of 254 The Corporation o e Township Tay Scott Warnock, Mayor Alison Thomas, Clerk Township of Tay ' P.O. Box 100 Victoria Harbour, ON. LOK 2A0 Severn Sound Environmental AssociationA Page 227 of 254 150) - Being a By -Law to Authorize the Exe... 1 1 1 The Corporation of the Township of Tiny Peggy reckenridge, �Mayr Dou a u er, CAO /Clerk Towns ip of Tiny, R.R.# 1 Perkinsfield, ON, LOL 2J0 The Corporation of tie Township of Oro - Medonte arry Uouglas w n, Clerk sh Town of Oro- Medonte P.O. Box 100 Oro, ON. LOL 2X0 The Corporation of the Township of Severn PhiI Sled, May 1 Henry, a der, rk /Treasurer Township of S ern P.O.Box 159 Orillia, ON. L3V 6.13 Severn Sound Environmental Association /9 Page 228 of 254 15o) - Being a By -Law to Authorize the Exe... H 1 '1 e The oration of the Township of Georgian Bay .lim Walden, Mayor Susan oonstra, Clerk Township of Georgian Bay R.R.# 1 Port Severn, ON. LOK ISO wnship of Springwater 'C. --- The Corporation of the City of Orillia En v T Ron Stevens, Mayor 4 aYle Ja son cling Clerk City of Or Ili 50 Andrew St.S, Suite 300 Orillia, ON L3V 7T5 Severn .Sound Environmental Associationli o Page 229 of 254 Carol Trainor, Clerk Township of Springwater Simcoe County Administration Centre Midhurst, ON i.OL 1 XO 150) - Being a By -Law to Authorize the Exe... 1 Schedule A Severn Sound Environmental Association STRATEGIC PLAN October 23, 2008 e Severn Sound is located in south- eastern Georgian Bay, and has a watershed of 1,116 km (Figure 1). In 1985, Severn Sound was declared one of 43 Great Lakes Areas of Concern due to nutrient enrichment and habitat loss. Severn Sound Environmental Association (SSEA) was formed to clean up sources of water pollution, restore wildlife habitat, and ensure good environmental quality in the watershed. Severn Sound was removed from the I ist of Areas of Concern in 2003, and SSEA continues to facilitate long -term management of the Severn Sound environment. Members of the Association currently include Environment Canada, the Ontario Ministry of the Environment, and nine municipalities: the City of Orillia, the Towns of Midland and Penetanguishene, and the Townships of Tay, Tiny, Oro - Medonte, Severn, Georgian Bay and Springwater. SSEA Mission Statement: To sustain environmental quality and ensure continued protection through a legacy of wise stewardship of Severn Sound and its tributaries A special meeting of the SSEA was held on December 12, 2007 in order to review the status of the Association and to plan actions leading toward a strategic plan for the SSEA into the next agreement. Cheryl Brine (now Cheryl Grovier), from the Ontario Ministry of Agriculture, Food and Rural Affairs, facilitated a discussion with SSEA members in order to develop a strategic plan for the Association over the next five to ten years. The session considered: • the background of the SSEA (current Agreement; staffing; budget; mandate; legal status) • future legal and mandate requirements and directions • an analysis of the strengths, weaknesses, opportunities and challenges for the Association (SWOC analysis) • prioritization of issues leading to a series of sub - committee meetings to consider each item in detail for future action. Four priority areas were identified for action as described below. Page 230 of 254 15o) - Being a By -Law to Authorize the Exe... 1 1 PRIORITY 41 MANDATE OF SSEA A meeting was held on January 8, 2008 at the Township of Severn Office to consider the mandate of SSEA. Present at this meeting were Terry Allison, David Parks and Keith Sherman. The current Agreement recognizes major SSEA activities to include: • Completion of the Severn Sound Remedial Action Plan • Habitat Assessment and Management Plans • Sustainability Plan for Severn Sound • Source Water Protection including groundwater and surface water • Rural programs to promote the implementation of Best Management Practices • Plan Review and Input • Public Consultation and Education ' • Monitoring, analysis and reporting In addition, other emerging commitments and mandates of the Association include the following. 1. The agreement currently applies to the Severn Sound Area of Concern boundary (Figure 1) with special projects being conducted outside of this boundary as need arises (e.g. Lake Couchiching survey, Tiny Beaches Study). 2. Recently, the Clean Water Act has recognized SSEA as a Source Protection Authority (under CWA Regulation 284/07) under the South Georgian Bay Lake Simcoe Source Water Protection Region. The protection of municipal drinking water supplies and other water resources in the area is an extension of our mandate. The area covered by this designation includes the immediate watershed area of Severn Sound and all of the Township of Tiny (see Figure 2 and Table 1). There are 35 municipal drinking water systems within the Severn Sound Source Protection Area (Appendix 1). 3. SSEA has entered into an Agreement with the OMOE to facilitate long -term groundwater monitoring including the establishment and maintenance of monitoring wells in the Severn Sound area. This Agreement is being renewed. 4. We have also been approached by DFO for a formal agreement that would allow SSEA to act as a screening agency to facilitate the review of marine construction applications. This would benefit the municipalities and is consistent with our existing mandate. 5. Increasingly, SSEA staff have been called on to comment on development proposals and provide peer review of support documents for the municipalities. This role relates to our capacity to bring together SSEA information on areas of federal, provincial and municipal interest with the extensive SSEA database. The consensus at this meeting was that the Severn Sound area, for the purposes of the revised agreement, must now include all of the Township of Tiny in order to bring the area into line with the Clean Water Act designation (see Table 1). The implications of this boundary change for future agreements is that the municipal funding formula would be revised to include all of the Township of Tiny. Page 231 of 254 15o) - Being a By -Law to Authorize the Exe... 0 11 3 Page 232 of 254 Table 1 Breakdown of municipal areas within the current Severn Sound boundaries (AOC) and the Source Water Protection Authority boundary (SPA). SS AOC SS SPA Total Municipal Area M (Km2) %AOC ( Km2) %SPA (Km2) %tota In A % tote II nSPA Georgian Bay 68.4 6.1% 68.4 5.2% 535.5 13.0% 13.0% Midland 37.1 3.3°% 37.1 2 -8% 37.1 100.0% 100.0% Orillia 6.2 0.6% 6.2 0.5% 28.7 21.6% 21.6% Oro - Medonte 307.9 27.6% 307.9 23.2% 590.0 52.2% 52.2% Penetanguishene 26.0 2.3% 26.0 2.0% 26.0 100.0% 100.0% Severn 292.7 26.2% 292.7 22.1% 557.5 52.5% 52.5% Springwater 111.3 10.0% 111.3 8.4% 541.0 20.6% 20,6% Tay 1402 12.6% 140.2 10.6% 140.2 100.0% 100.0% Tiny 125.8 11.3% 336.1 25.3% 336.1 37.4% 100.0% 1115.7 1326.0 Note: Excludes Beckwith and Christian Islands 11 3 Page 232 of 254 15o) - Being a By -Law to Authorize the Exe... 1 1 PRIORITY #2 LEGAL STATUS OF SSEA A meeting was held on January 11, 2008 at the office of the Mayor of the City of Orillia to consider options for the legal status of SSEA. Present at this meeting were Mayor Ron Stevens, David Parks and Keith Sherman. In order to be fully recognized as a Source Protection Authority the Ministry of the Environment requires_ that the SSEA constitute a legal entity rather than a partnership agreement as is currently the case. The other legal issue is that the SSEA must obtain insurance coverage, including `Ferrors and- omissions" that will provide- eomplete protection of the SSEA - and %staf€ This coverage will also ensure eligibility to additional funding from the province and other agencies. We have sought preliminary legal advice from Ted Symons of the Law firm of Hacker, Gignac and Rice prior to our December 12" meeting. The following is an analysis of options. Option Pro Con 1. No change -Costs remain low - effectiveness of SSEA will decline due - flexible agreement for to lack of access to key funding municipalities - inability to function as an SPA — will likely be taken over by CA - inability to obtain insurance 2. Incorporate - creates the required legal entity -costs as a separate organization would as a private rise non - profit -lack of direct connection to the corporation municipalities -staff benefits would be in jeopard 3. Create joint - maintains municipal continuity for - lack of precedent in North Simcoe Municipal relationship, staff 'benefits Services Board - ease of transition (M.A. Sec - provides incorporation allowing 96,97,201) insurance and access to funding opportunities - satisfies SPA requirements 4. Form a CA - satisfies SPA requirements - increased costs (2 to 5 times more) or amalgamate - adds other mandates not present in - permanent commitment of with a CA Severn Sound (eg. Flood control) municipalities - if amalgamated into an existing CA, focus on Severn Sound area is limited After consideration, the consensus was that the preferred option for SSEA was to form a Municipal Joint Services Board under the Municipal Act (Sec.201). 4 Page 233 of 254 15o) - Being a By -Law to Authorize the Exe... � I PRIORITY #3 STAFFING & OFFICE NEEDS A meeting was held on March 5, 2008 at the Township of Severn Office to consider SSEA staffing and office needs. Present at this meeting were David Parks, Axel Frandsen and Keith` Sherman. The current organization chart for the SSEA Office and staffing were reviewed. Current status: ' • Vacant positions at present include Water Scientist and sampling/GIS technician • Summer student funding programs have beervapproached. We one supported summer contract position from federal government and another summer student position supported from Source Water Protection • All staff have completed Job Fact Sheets for initial review (summaries were reviewed) • Payroll budget for SSEA staff was reviewed. The discussion reached the following conclusions. • The linear structure of the current organization should be changed to incorporated "Team Leader" positions to spread out the supervisory duties • The need for an Office Manager /Executive Assistant was expressed as an immediate need. • As increasing role of SSEA for plan review /plan input to municipalities develops, a planning /GIS technician will be needed. • In order to plan for succession, a senior scientist should be hired to assume a managerial role. • Review of all current Job Fact Sheets and Job Descriptions will be undertaken. An immediate need is to compare the Sampling Technologist position to other equivalent positions for salary adjustment. In addition, the wetland/habitat biologist position should be reviewed and declared permanent status. Consideration should be given to increasing staff support in those areas that are expected to increase in demand (e.g. plan input and review, source water protection). Salary and benefits for SSEA staff have been partly included within the SSEA operational budget with the majority of costs being tied to short-term, "Special Projects" that allow salaries to be covered within the time -frame of the project. This has meant that all SSEA employees are tied to short-term funding arrangements for part or all of their salaries and. benefits. In order to put SSEA staff on a longer -term basis, the salary and benefits costs are gradually being included within the regular SSEA operations budget. In addition, SSEA will require additional staff complement to fulfill the current and future mandates. The benefits of making this transition include a more stable employment base for most SSEA employees which increases our abilities to deliver quality service to our municipalities. The current SSEA Office, located at 67 Fourth Street, is crowded and requires short, and long -term consideration for increased space and office upgrade to accommodate SSEA operations under existing and future mandates. Key advantages of the current location are our access to the municipal internet and email system as well as our modest rental costs ($9,500 per year). G Page 234 of 254 15o) - Being a By -Law to Authorize the Exe... J C 12 71MR1M &M111003lerel The SSEA budget (to 2007) has consisted of two revenue and expenditure streams: 1. SSEA operations budget includes revenue sources directly supporting the operation of the ' SSEA office and expenditures for administration, some labour and benefits for core activities; and 2. SSEA special projects budget includes revenues and expenditures for specific projects. Over the years this budget has amounted to approximately $600,000 per year plus in -kind contributions from various federal, provincial and other agencies. Funding proposals to a variety of federal and provincial agencies, municipalities and private foundations are ' generated by the SSEA Office staff each year to support these projects. A large proportion of staff salaries and benefits currently come from these project budgets. The budget has been structured to track "deliverables" and was expressly designed to avoid declaring salary and benefits of SSEA employees at Environment Canada's request. With the 2008 budget, salary and benefits costs are shown in quarterly statements as core activities (i.e. coordination, sampling, data management, communications) with "special projects" salary and benefits shown for projects receiving special funding to support SSEA projects. The current operations budget does not reflect the full cost of running the organization. It is estimated that the full cost of running the organization for 2008 will be approximately $500,000.00 including labour, services and materials. In order to put the Association on a more municipal basis with complete financial reporting, the full cost of employee salary and benefits and the administration of the office should be considered part of the operational budget as we move into the future agreement. Funding organizations are increasingly offering program funding that excludes salaries and benefits of regular employees. There is an expectation that salary and benefits are provided by the applicant organization. By internalizing salary and benefits where necessary, SSEA will be able to broaden the number of successful proposals to support the activities to fulfill our mandate. In order to address the staff needs, an increase in operating budget will be required over the next five years. In 2008 the SSEA payroll of $423,000 was represented by only 39 % in the SSEA operating budget while 61 % of the payroll was covered by Special Projects. Over the next five years, it is proposed to increase payroll within the SSEA operations budget to $370,500 or 70% of total SSEA salary and benefits budget. This is reflected in the estimated budget amounts shown in Table 2 and 3. The municipal funding formula for the SSEA has remained the same over the last 11 years of operation. We have updated the assessment and parcel information on which to base the percentage share to each municipality for the new Agreement. With the recognition of the SSEA as a Source Water Protection Authority under the Clean Water Act, the boundary of the area has changed to e include all of the Township of Tiny and essentially the same watershed -based boundary for the other municipalities. With some amalgamation implementation and boundary adjustments, consideration of revising the formula must also include changing the funding share arrangement. A sub - committee which included Dave Parks, Terry Allison and Keith Sherman met on September 4, 2008 at the Township of Severn Office to consider the funding formula and the proposed budget increases. The percentage cost share to each municipality was revised by using the latest available property and assessment information as shown in Table 2. The revised formula starts with a base amount of 5 % of the total annual budget. The base amount times the number of municipalities is CI Page 235 of 254 15o) - Being a By -Law to Authorize the Exe... F subtracted from the total municipal revenues for the year. The remainder is apportioned using the cost share percentage to each municipality. The attached Table 2 shows the comparison of the current and potential funding shares as applied to the revised (SPA) boundary. The 2008 municipal share was calculated using the current SSEA agreement formula. Table 3 shows the forecast of expenses and revenues over the next five years. At a special meeting of the SSEA on September 10, 2008, the following motion was passed. Moved by Bob Jeffery, seconded by Axel Frandsen, to endorse the Severn Sound Strategic Plan with the addition of rationale for staffing needs and benefits to the municipalities over the next five years. CARRIED. 11 N u 7 Page 236 of 254 15o) - Being a By -Law to Authorize the Exe... 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[l G] f] W d W W W Page 239 of 254 15o) - Being a By -Law to Authorize the Exe... c 0 E F n m O 0 L ' a L O ' a 0 C U) E R7 cG R td td fV C9 LO RI etl iE � v v v v 'n � � m v � b G b v •o i Q O o o R D o 0 C7 C7 C7 C7 C7 V v ri C7 C7 C7 � C7 C7 C7 �K�� � C O O O O O --� -• O O O C O G N M M N m O O m w .a a o W F z �y v�p QO a G1 pa. >a ,`"ja w� �O.�`i� �a � ye �-� y-- j Oa �t �� O wr F n� O W � W rj cn U m W vi m W V) M O IS, C7\ D7 [- N 00 � O N N N N m m ,�r Vl Vl O M l!1 1/t V) Vl � O O O O O O — O O O O O O O Cl O O O O O O O O O O O O O Cl O O O O O O O O O O 0 O O }� N N N N N N N N N N N N N N N N N N N N N N N N N N N N spy a V� a a d 03� 0 0 O _ O d ry Fr O W O O � viz F con � ate.. W to bA by Dq OA bA bA d0 bD 00 bfl OA 00 X X X X W W W W W W W W 1 Page 240 of 254 :7 [rl W W W Page 240 of 254 15o) - Being a By -Law to Authorize the Exe... 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I .. - _ __ - ii ao Y J W LL A ll as ' m Z I \ 1 rn O eE° >s E 0 .9 N^ y (� a 1 6., z - C y (n °fF °y Page 243 of 254 15o) - Being a By -Law to Authorize the Exe... r 11 Schedule B Business Plan To the Letter of Agreement the Severn Sound Environmental Association Business Plan 2009 March, 2009 Severn Sound Business Plan /1 Page 244 of 254 15o) - Being a By -Law to Authorize the Exe... 1� L 1 ACKNOWLEDGEMENTS Severn Sound Business plop, 1 Page 245 of 254 This business plan serves as Appendix 2 to the Letter of Agreement for the Severn Sound Environmental Association (SSEA). The SSEA Board and staff. business plan was produced through the efforts of the ' Greg Sutcliffe Terry Allison Councilor, Township of Georgian Bay (SSEA Chair) Bob Jeffery Councilor, Township of Oro - Medonte (SSEA Vice - Chair) Councilor, Town of Midland Peggy Breckenridge Mayor, Township of Tiny Ron Stevens Mayor, City of Orillia Tony Hope Mike Mayotte Deputy Mayor, Township of Springwater Councilor, Axel Frandsen Town of Penetanguishene Councilor, Township of Tay Doug Beach Dave Parks Councilor, Township of Severn Township Keith Sherman of Severn (former Chair) Coordinator, SSEA Michele Locke SSEA Communications Thanks to other municipal Councillors, contributed their suggestions to improve municipal staffand members of the community who this Business Plan. Many thanks to Sue Gignac and Judy Robitaille of the Town of Midland, for their excellent work in maintaining the accounting system for the SSEA. Thanks also to the staff of the SSEA Office and Project staff for their dedication and professional approach to Severn Sound ecosystern. restoring and sustaining the Severn Sound Business plop, 1 Page 245 of 254 150) - Being a By -Law to Authorize the Exe... C P Severn Sound Environmental Association e Business Plan 2009 The community -based mission of the Severn Sound Environmental Association is to sustain environmental quality and to ensure continued protection ' through implementing a legacy of wise stewardship of Severn Sound and its tributaries. A Introduction ' The Severn Sound Environmental Association (SSEA) is a Joint Service Board under the Municipal Act (Section 202). It was originally founded in 1997 as a partnership between federal, provincial and municipal partners to support the completion of the Severn Sound Remedial Action Plan. As the RAP was completed the community realized the necessity of strengthening the organization to provide a local, community -based environmental office in the Severn Sound area. On behalf of the partners, the SSEA office continues to: • forge cooperative initiatives to address environmental issues - planning, designing, arranging funding and implementing environmental projects • act as liaison between local stakeholders and government agencies • coordinate monitoring of environmental status to follow trends and detect new problems • provide a "neutral informed voice" that assists the community in focusing efforts and assists in planning and infrastructure decisions. • engage the Severn Sound community in remediation, monitoring, conservation and stewardship • provide educational and information services to the member municipalities, other agencies and residents • promote a sustainable Severn Sound community The Severn Sound community is increasingly demanding that environmental decisions make a Positive contribution to the health of their environment and their own well being. They want assurances that decisions are based on the best available knowledge and information. They also want to be kept informed about the health of their environment and know that someone is looking after monitoring the environment and providing an "informed voice" to decision makers. The SSEA provides cost effective environmental management that will sustain improvements achieved through the RAP process and continue the long -term goal of sustaining the quality and health of the Severn Sound ecosystem. r.. Severn Sound Business Plan /3 Page 246 of 254 150) - Being a By -Law to Authorize the Exe... 1 I Following a comprehensive process of technical review and public consultation, the Severn Sound Remedial Action Plan Stage 3 Report was completed and submitted to the governments ' and to the International Joint Commission in late 2002. On January 22, 2003, the Canadian Minister of the Environment and Minister of Foreign Affairs transmitted a letter to the International Joint Commission, formally announcing that Canada has removed Severn Sound ' from the list of Areas of Concern. In the commepts on the document, both the governments and the IJC clearly expressed the importance of maintaining the quality of the Severn Sound area and to maintain and sustain the gains from remedial actions and to monitor to ensure that there was "no slipping back ". The Severn Sound area is located in south - eastern Georgian Bay and includes the Towns of ' Penetanguishene and Midland, the Townships of Tiny, Tay, Oro - Medonte, Springwater, Severn and Georgian Bay, and the City of Orillia. The watershed covers an area of 1,300 km Under the Clean Water Act (Ont_Reg.284 /07), the SSEA is designated a Source Protection Authority under the South Georgian Bay Lake Simcoe Source Protection Region. Responsibilities include providing technical input to the development of a Source Protection Plan for the Region and coordinating efforts to protect the water resources that provide municipal drinking water supplies in the area. More than twelve years of work through successful partnerships between the public, municipalities and governments to facilitate implementation of the Severn Sound Remedial Action Plan has resulted in the restoration of beneficial uses and the de- listing of Severn Sound as an Area of Concern. This legacy has left both a momentum for cooperation amongst the partners in the area and an excellent base of information on which to move forward on the new focus of sustainability. The SSEA has also completed a comprehensive Sustainability Plan for the area in cooperation with the municipalities, stakeholders and the Severn Sound community. SSEA Mandate Under the Agreement, the areas of activity of the SSEA include the following. ■ Completion of outstanding commitments from the Severn Sound Remedial Action Plan (coordinating phosphorus control measures, beach monitoring, water quality monitoring, habitat assessment and restoration) • Habitat and natural heritage assessment and the development of Management Plans ' • Coordinating the implementation of the Severn Sound Sustainability Plan • Undertaking technical studies of the water resources in the Severn Sound Source Water Protection area and acting as the Severn Sound Source Protection Authority within the South Georgian Bay Lake Simcoe Source Protection Region • Carry out rural programs in cooperation with the landowners to promote the implementation of environmental Best Management Practices in the area ' • Provide plan input and plan review services through the municipalities Severn Sound Business Plan /4 e I Page 247 of 254 150) - Being a By -Law to Authorize the Exe... I e • Engage the public in consultation and education of environmental and sustainability issues • Conduct monitoring, analysis and reporting on the status of the Severn Sound ecosystem SSEA will maintain an office in the area which includes staff.. space, equipment and services required to carry out the responsibilities under the Agreement. Time frames The time frame of the activities under the Agreement extend until the need for the Agreement has ended with annual review, development and implementation of annual work plans. This business plan provides the basis of work for 2009 and beyond as projects demand. 0 Costs The cost of SSEA Office operations is estimated to be $268,186 for 2009. These costs are summarized in a revenues and expenditures budget (Table 1). Budgets of revenues and expenditures would be developed for each year of the Agreement for approval of the SSEA in accordance with the Severn Sound Strategic Plan (Appendix 1 of this Agreement). Revenues from municipalities and other sources would be approved on an annual basis as part of each municipality's budget approval process. The proposed funding partnership to support the SSEA Office is shown in Table i for 2009. The municipal component is shown as a total and is divided between participating municipal partners according to the funding cost -share formula described in the Strategic Plan (Appendix 1). In brief the following steps are used in calculating the share for each municipality. I. Parcels and Assessment from the most recent available property fabric for each municipal area within Severn Sound were totalled and a cost share percent was determined for each municipality 2. A base amount, 45% of the total operating budget, is divided equally between each municipal partner (for 2009 this amount is $13,200 X 9 or $118,800). 3. The remainder of the municipal amount ($51,200 or 19% of the total budget for 2009) is shared by the municipal partners based on the cost share percent (see Table 2 of Strategic Plan) 4. These two amounts are added to give the cost share for each municipality (shown in 1 Table I Revenues for 2009), The SSEA Office will develop implement and /or facilitate individual projects which specifically benefit one or more municipalities or other project partners and which would be funded by those municipalities or partners, through separate agreements arranged by the SSEA Office. A portion of the project funding (10 %) would be used to support the operational costs of the SSEA. The target for the "Projects" revenues for 2009 is $25,000 (shown as "Projects" in Table 1). r L I Severn Sound Business Plan /5 Page 248 of 254 15o) - Being a By -Law to Authorize the Exe... J r- J ' Work carried out directly by the SSF_A Office for partners and others includes for example, mapping using SSEA databases, larger plan review and plan input work or portions of special projects. Charges for work on these special projects would be included as direct revenues to ' support the operational costs of the SSEA Office. The target for the "Recoveries" is $35,000 in 2004 which reflects work performed by SSEA for all partners (shown as "Recoveries" in Table 2). The SSEA Office will also develop strategies to raise funds from other sources such as community groups, organizations or foundations in order to support the operation of the SSEA in ' the area. The SSEA will charge the costs of producing publications where appropriate (for eg. to consultants). The SSEA can accept donations and provide receipts for tax purposes through the Treasurer Municipality. These revenues will be recorded as "Community and Private" with a 1 target for 2009 of $4,000 (shown as "Community /Private in Table 1). Revenues from the on -going agreements with the Lake Simcoe Region Conservation Authority for administrative support costs for the Source Water Protection activities is estimated at $30,000 for 2009 (Table 1). SSEA Office expenditures and revenues and projects funding would be presented and reviewed by the SSEA four times each year as a financial report. The Board will conduct an annual audit of the SSEA in accordance with municipal practices through the Treasurer municipality. SSEA Activities in 2009 Table 2 shows activities that will be carried out during 2009, under the major areas of activity described above. The SSEA will continue respond to project requests and develop funding proposals that will support these activities through the year and, in some cases will involve ' multi -year projects. The list of activities will be updated accordingly, as opportunities and changes in priorities arise. 1 Severn Sound Business Plan /6 J Page 249 of 254 15o) - Being a By -Law to Authorize the Exe... Table 1 Severn Sound Environmental Association Revenues Budget (1) as of January 22, 2009 2009 2010 2011 2012 2013 Approved Projected Projected Projected Projected Budget Budget Budget Budget Budget Georgian Bay $15,929 $19,170 $23,136 $27,102 $29,481 Midland $21,090 $26,597 $33,334 $40,072 $44,115 Orillia $15,627 $18,735 $22,539 $26,342 $28,625 Oro - Medonte $19,144 $23,797 $29,490 $35,182 $38,598 Penetanguishene $17,516 $21,454 $26,272 $31,091 $33,981 Severn $17,322 $21.174 $25,888 $30,602 $33,430 Springwater $16,093 $19,406 $23,460 $27,513 $29,946 Tay $19,364 $24,114 $29,925 $35,736 $39,222 Tiny $27,915 $36,417 $46,821 $57,224 $63,467 Municipal sub- total(2) $170,000 $210,864 $260,864 $310,864 $340,864 Community /Private $4,000 $4,000 $4,000 $4,000 $4,000 Projects (3) $25,000 $25,000 $25,000 $25,000 $25,000 Recoveries (4) $35,000 $35,000 $35,000 $35,000 $35,000 Source Water Protection(5) $30,000 $30,000 $30,000 $30,000 $30,000 Prior Year Surplus /(deficit)(6) $4,186 $0 $0 $0 $0 TOTAL REVENUES $268,186 $304,864 $354,864 $404,864 $434,864 Special Projects (7) $237,000 $230,712 $197,891 $165,640 $153,981 (1) Revenues related directly to the Environmental Association which do not include project funds (cash and in -kind) from partners. (2) Municipal share is based on 2001 assessment. (3) Projects administered by the Association (10 %) (4) Work done by the SSEA Office for the Partners and /or others. (5) Administration from Source Water Protection (from LSRCA) (6) Prior year Surplus /(deficit) amount (7) Special Projects Salary & Benefits to SSEA Page 250 of 254 150) - Being a By -Law to Authorize the Exe... Page 251 of 254 Table 1 cont;d. Severn Sound Environmental Association Expenditure Budget(1) as of January 22, 2009 2009 2010 2011 2012 2013 Approved Projected Projected Projected Projected Deliverable Budget Budget Budget Budget Budget Administration Treasurer expense Meeting expense $15.000 $1,000 Travel expense $2,500 Conference expense $2,500 Office Supplies & equipment $4.50(7 Printing &Copying $1000 Postage and Shipping $1,000 Phones $3,000 Space rental $9.50D SSEA Vehicle $2,000 Sampling contracts (sampling boat & analyse $6,000 Health and Safety $1,000 Administrat Sub total: ion $51,000 $55,576 $58,355 $81,272 $64,336 Salaries & Benefits Undistributed Salaries & Benefits Overall Coordination $38,000 Office administration $60,000 $15,000 Secretanate to Assoc. $14,000 Database Maintenance $30.000 Natural Heritage & plan review $9,000 Monitoring & Surveillance $20.000 Rural Programs $8.000 Sustainability Plan support Communications $ 7 Q Salaries & benefits Sub total: $213,000 N N , $249,288 $296,509 $343.592 $370,528 Special Projects Salaries& benefits: $237,000 $230.712 $197.891 $165,640 $153,981 Total Salaries & benefits: Less recovered from Projects: $450,000 $480,000 $49 -0,400 $509,232 $524,509 -$ 237 000 - $230 712 -5197 891 $165 640 $153 981 Net Salaries &benefits: $213, Ouu $249,288 $296,509 $343,592 $370,528 Capital Capital revenue Supplies, Equipment& Purchases $4,186 $5,000 $5,000 $5,000 $5,000 Subtotal: Total (not incf. Special projects): $4,186 $5,000 $5,U00 $5.000 $5,000 $268,186 $309,864 $ 3 6 9,864 $ 40 9 8 64 E 6 64 Page 251 of 254 15o) - Being a By -Law to Authorize the Exe... 1 1 Table 2 Severn Sound Environmental Association Activities Planned for 2009 (as of February 13, 2009) Administration complete job specs and revise organization of SSEA apply for internships - sustain, SAR, GIS, Wsci Remedial Action /Stewardship Review total phosphorus Caps with each operating munic & MOE ' Complete Penetanguishene ESR Complete Victoria Harbou EA Support documents Review Biosolids quality and options for handling Encourage stormwater BMP Implementation Review brownfield cleanup status Promote rural BMP Implementation including control of pollution sources and restoration of habitat Distribute low cost native trees & shrubs to private landowners Planning Support Habitat Assessments - wetland evaluations (e.g, North R Swamp, Township of Severn) Fish habitat inventories and habitat management plans (Tay, Penetanguishene, Georgian Bay Islands NP,Tiny) Natural heritage/ Woodland assessments (Penetanguishene, Midland, Tay, Severn Sound watersheds ) Plan Input & Review OP comments (e.g. Simcoe County, local municipal OPs, OPAs) development proposals through the municipalities marine construction proposals Strategies & Management Plans - Little Lake (Midland) Management Plan Sustainability Plan Implementation and reporting starting in 2009 Coordinate /facilitate specific projects (e.g. Eco Driver Project) ' Source Water Protection Participate in the partnership to produce the Source Water Protection Plan for our watershed Region - provide support to reporting and communication of drinking water source protection issues make presentations, conduct workshops, produce materials to communicate SWP issues Technical studies coordinate and support studies in the Severn Sound Source Protection Authority (Intake protection zone modelling and mapping, WHPA updates and water budget modelling - watershed characterization (base flow, culverts, drainage mapping, producing GIS layers and mapping products to support a better understanding of water resources of our watershed) coordinate risk assessment studies and support the mapping and estimation of threats, pathways and risks to municipal water supplies in our watershed Public Involvement, Education & Consultation Deliver the Well Aware Program in the area a Coordinate the Elmvale Childrens Water Festival in partnership with the Elmvale Water Festival Organizers Work with area schools to provide specific support for ecology units using Severn Sound examples Facilitate a network of shoreline observers in Severn Sound to promote citizen involvement in monitoring activities Monitoring, Analysis and Reporting ' Conduct monitoring programs for open water quality, stream water quality, groundwater quality, water quantity, water levels, and benthos of the Severn Sound watershed Prepare summaries of open water and stream quality status based on monitoring results (Penetanguishene Bay, Sturgeon Bay, Open Severn Sound) Complete the Lake Couchiching Water Quality Survey assessment for 2008/09 Complete the monitoring of Little Lake with the Town of Midland support Complete an assessment of the water quality status of Honey Harbour area for the Township of Georgian Bay and the District of Muskoka Collaborate with the Simcoe- Muskoka District Health Unit on monitoring and reporting on beach quality Conduct surveillance monitoring for exotic invasive species and species at risk C Page 252 of 254 15p) - A By -law to Impose Interim Control ... 19 :1:Kole] 7107: _ eOro] , 11.] ad: I:0 LOPJ1kq 6 y:IIao];Ko] :Z•15 ia1:LL],rr:l BY -LAW NO. 2010 -204 A By -law to impose interim control on the use of lands, buildings, and structure within all geographic boundaries of the Township of Oro - Medonte WHEREAS Section 38 of the Planning Act provides that where the Council of a local municipality has by by -law or resolution, directed that a review or study be undertaken in respect of land use planning policies in the municipality or in any defined area or areas thereof, the Council of the municipality may pass a by -law to be in effect for a period of time specified in the by -law, which period shall not exceed one year from the date of passing thereof, prohibiting the use of land, buildings or structures within the municipality or within the defined area or areas thereof, or except for, such purposes as are set out in the By -law; AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte has by Motion No. C101110 -16 directed that a review or study be undertaken in respect of land use planning policies within all areas within the municipality with respect to the use of land, buildings or structures related to the prohibition of trailers and shipping containers for outdoor storage purposes; AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte deems it expedient to prohibit the use of certain lands, buildings, or structures related to the use of trailers and shipping containers for outdoor storage purposes within all geographic areas of the municipality to allow the municipality to review and if deemed appropriate implement the findings of said study; NOW THEREFORE the Council of the Corporation of the Township of Oro - Medonte enacts as follows: 1. Notwithstanding the permitted uses and regulations of By -law No. 97 -95, as amended, existing trailers currently used for storage purposes are permitted to be maintained on such properties within the geographic boundaries of the Township of Oro - Medonte pending completion of the review of Section 5.25 — Prohibited Uses of Zoning By -law 97 -95, as amended. 2. This By -law shall take effect subject to the provisions of the Planning Act for a period of one (1) year from the date of enactment. The expiration date of this by- law shall be December 8, 2011. 3. As this By -law affects all lands within the geographic boundaries of the Township of Oro - Medonte, there is no Schedule "A" affixed hereto. 4. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 T " DAY OF DECEMBER, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 253 of 254 16a) - Being a By -Law to confirm the proce... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010 -202 Being a By -Law to confirm the proceedings of the Council Meeting held on Wednesday, December 8, 2010. THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Council Meeting held on Wednesday, December 8, 2010, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro - Medonte. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 8 DAY DECEMBER, 2010. � � .1- [ • L 7 :71 • 7 :7nr � [ • L H ] � � : I � � • P J 1 � 6y :111 • ] � • 7 : Z • � J, I � • L l , r r � Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 254 of 254