01 06 2011 Special Council AgendaTHE TOWNSHIP OF ORO- MEDONTE
SPECIAL COUNCIL MEETING AGENDA
COUNCIL CHAMBERS
Townshap of
DATE: THURSDAY, JANUARY 6, 2011
Proud Heritage, Exciting Future TIME: 1:00 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. REPORTS OF MUNICIPAL OFFICERS:
a) Robin Dunn, Chief Administrative Officer, re: 2011 Budget Deliberations.
2 -20 b) Donna Hewitt, Director of Corporate Strategic Initiatives, re: Strategic &
Economic Development Planning.
5. CONFIRMATION BY -LAW:
21 a) By -Law No. 2011 -001 Being a By -Law to Confirm the Proceedings of the
Special Council Meeting held on Thursday, January
6, 2011.
6. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM:
7. ADJOURNMENT:
a) Motion to Adjourn
Page 1 of 21
415) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6'� 2011
Corporate Planning:
t1b�
ate., -4-Q `1 G
All.
Community Issues:
- identified during Orientation (and Ec. Dev.) process; carry forward from previous
Corporate Planning draft:
1. Quality of Life: To contribute to an enriched quality of life for residents by
maintaining Oro - Medonte's natural beauty and country -like character and
by providing opportunities that encourage community participation in
activities and recreational programs.
CARRY FORWARD:
ORIENTATION /EC.DEV.:
• Encourage the County of Simcoe to complete an affordable housing action
plan inclusive of the needs of all social demographic sectors of our
Community;
• Review and update where appropriate the Township's Sign Bylaw;
• Where financially prudent, deliver recreation programming across the
township utilizing community halls, schools etc.;
• Working with local school board trustees, advocate on behalf of our
communities the need for rural schools and support for the current model of
education delivery;
• Develop Township policies with respect to hunting and subsequently develop
a communication strategy to educate the community with respect to
where /when hunting can occur within the township;
• In partnership with the County of Simcoe, encourage their review of County
policies with respect to hunting and their communication of such;
• Develop a plan and procedures to deal with heavy trucks and their impacts on
our roads (speed, damage etc.);
• Review options and report to Council on opportunities to improve water
access to Lake Simcoe;
• Improve the Line 9 Boat Launch;
Page 2 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting— January 6` 2011
• Review, and update where appropriate, the Township's policy for ATV,
snowmobile and dirt bike use;
• Develop a strategy to encourage use of and enhance accessibility to the
Township's Trail Network;
• Demonstrate strong Council leadership through the reasonable enforcement
of the Township's Official Plan which defines where development occurs
(focussing industrial & urban development in acceptable area, not rural
areas);
• Develop an implementation and financial plan necessary to carry out the
recommendations of the Strategic Facilities Plan.
Page 3 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6 rh , 2011
2. Safe & Healthy Community: To ensure that Oro - Medonte policies and
programs promote a safe and secure environment while encouraging
healthy lifestyles.
CARRY FORWARD:
• Based upon the demographic analysis of the Township conducted in
2009/2010, each department to complete an analysis of the impact on the
nature and extent of the services, programs and facilities provided to
residents by Oro - Medonte.
ORIENTATION /EC. DEV.:
• In partnership with protective services, develop a traffic calming strategy to
deal with traffic flow, speed etc.;
• Development and implementation of the final stages of the capital program to
complete the balance of road paving /resurfacing;
• Review and amend the subdivision agreement to include a requirement for
curbs and gutters for all new subdivisions;
• Re- establish the Neighbourhood Policing Committee;
• Develop a "Road safety" priority plan which would include an implementation
plan, financial impact analysis /plan.
Page 4 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6th 2011
3. Service Excellence: To provide a welcoming, courteous and professional
culture of service excellence on the part of Council and Township Staff.
CARRY FORWARD:
• Development and implementation of an automated tracking system for
monitoring action taken and follow -up on residents' inquiries, concerns and /or
complaints;
• Development of a Quality Assurance Program for the Transportation and
Environmental Services Department covering delivery of key services with
quality measurements /standards to be in place in 2010;
• Assessment of service delivery by each Department completed by Council
and the Senior Management Team; identification of next stage improvement
requirements to be addressed in each Department.
ORIENTATION /EC.DEV.:
• Continue to promote "Service Excellence" within all aspects of the
Corporation;
• Enhance communication with residents through the refinement of the
Corporate Communications Program established in 2010 (beyond the web
and use of the North Simcoe Community News);
• Continue to evolve the Corporate website making it easier to use, a one -stop-
shop for information, and structure it such that it enables /encourages two -way
communication with our residents and businesses;
• Review Public Meeting procedures to ensure we are providing /receiving
information appropriately;
• Provide BlackBerrys for all members of Council;
• Update the Procedural bylaw to deal with non - unanimous voting situations;
• Develop a process by which the Township's representatives at County
Council are provided with the necessary feedback to enable them to reflect
the position of the Township;
• Review the structure and effectiveness of the Planning Advisory Committee;
• Provide on -going Customer Service Training for all staff.
Page 5 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6 th , 2011
4. Sustainability: To build an increasingly sustainable community with regard
for, and sensitivity to the needs of future generations.
CARRY FORWARD:
Economic Development:
Environment:
• On -going communications with local conservation authorities and
associations (i.e., NVCA, Lake Simcoe, SSEA) to arrive at agreed upon
measures for the protection of wetlands, watersheds and the local ecology.
ORIENTATION /EC.DEV.:
• Create a long term corporate vision — 2035 -2060.
Economic Development:
• Finalize the Economic Development Plan;
• Once complete, integrate the Township's Economic Development mission
into all aspects of municipal activities (Official Plan, Master Plans etc.);
• Devote sufficient resources (staffing, financial etc.) to ensure effective
implementation of the Township's Economic Development Plan;
Environment:
• Develop Corporate policies and principles with respect to our impact on the
environment;
• Review the Township's Official Plan and integrate where appropriate the Lake
Simcoe Protection Plan;
• Review the mandate and,structure of the Environmental Advisory Committee
(currently known as Oro - Medonte Environment Group Advisors);
• Conduct a water mapping exercise to evaluate how much water is available
through our water table;
• As a means of reducing the volume of paper consumed and managing our
printing and courier costs, purchase laptops for Mayor and Council to be used
for Council meeting materials and communication;
• Actively promote, through our participation on the Conservation Authorities'
(CA) Boards the need to be accountable to their funders and advocate that
CAs establish "a customer first philosophy ";
Page 6 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6 th , 2011
5. Financial Stewardship: To continue to improve value received in the
expenditure of tax dollars as well as maintaining a financial position that is
fiscally sound for the Township;
CARRY FORWARD:
• Completion of an in -house review of professional services (legal and
engineering outsourcing) with recommendations for achieving efficiencies and
cost savings;
• Ongoing in -house review of cost recovery by Department with
recommendations for adjustment to user fees, user charges, user metering,
etc. as required;
• On -going completion of ROI (Return on Investment) and ROE (Return on
Expenditure) studies to ensure the maximum value is received for the
Township's capital expenditures as well as wise use of tax dollars for the
Township's operating expenses;
• Conduct a comprehensive review of the operations and service delivery of the
Recreation & Community Services Department; implementation of
recommendations to improve effectiveness of work processes, staff
utilization, operating efficiency and service delivery;
• Conduct a comprehensive review of the operations and service delivery of the
Transportation & Environmental Department; implementation of
recommendations to improve effectiveness of work processes, staff
utilization, operating efficiency and service delivery;
• Conduct a comprehensive review of the operations and service delivery of the
Fire & Emergency Services Department; implementation of recommendations
to improve effectiveness of work processes, staff utilization, operating
efficiency and service delivery;
• Conduct a comprehensive review of the operations and service delivery of the
Corporate Services /Clerk Department; implementation of recommendations to
improve effectiveness of work processes, staff utilization, operating efficiency
and service delivery;
ORIENTATION /EC.DEV.:
• Complete an implementation and financial plan for the development of the
Oro - Medonte Community Centre (include time frames and action plan);
• Complete a long -term Roads and related infrastructure maintenance plan
reflective of priority areas, including time frames and financial plan;
Page 7 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6 tf , 2011
• Reaffirm the Township's commitment to the Community Halls /Boards (staff
time, financial /products) as presented in the Strategic Facilities Plan;
• Review delivery of Township protective services (Fire, OPP, Municipal Law
Enforcement) including cost benefit analysis;
• Review the staff reporting mechanism to Council to ensure that all necessary
information is incorporated to assist in effective /efficient decision making;
• With the efforts of all members of the Senior Management Team, ongoing
monitoring identification and tracking of grants, subsidies and sponsorships
available to the Township. Where efforts are appropriate, applications to be
submitted;
• Review of all fees charged for planning and building activities including
Development Charges and Cash -in -lieu of parkland;
• Develop a communication strategy to balance the rising expectations of our
residents in light of the need to manage the affairs of the Corporation in a
fiscally prudent fashion;
• Develop a long -term financial plan to support development approved in the
Official Plan and to ensure that development in the Township proceeds in a
fiscally responsible manner.
Page 8 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6 th , 2011
6. Employer of Choice: To attract, motivate and retain a well - qualified staff that
directly contributes of the attainment of the Corporate Goals.
CARRY FORWARD:
• Development and implementation of a formal Employee Communications
Program making effective use of intra- and inter - Departmental meetings,
corporate -wide briefings on major developments, employee
bulletins /newsletters, announcements, meet and greet functions, etc.;
• Development and initial implementation of a comprehensive Performance
Management Program for first line Supervisory employees to support
performance -based and skill -based pay;
• Development and initial implementation of a comprehensive Performance
Management Program for unionized positions;
• Ongoing completion of training and development plans to address skills
improvement needs identified in the Performance Management Program
implementation.
ORIENTATION /EC.DEV.:
• Encourage members of Council and staff to continue to work together as a
team;
• Benchmark best practices for safety for the Corporation.
Page 9 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting — January 6`" 2011
7. External Relations: To be recognized as a "good neighbour" with
municipalities in the local area and to be proactive in promoting the
interests of the Township at the County, Provincial and Federal levels of
Government and with private sector organizations.
CARRY FORWARD:
• Preparation and implementation of a planned program of action on the part of
Council and Township Staff to represent the interests and concerns of Oro -
Medonte at the County level of Government;
• With the participation of concerned Department Heads, determination of
opportunities for partnering with public service providers; completion of
partnering negotiations where feasible and cost effective;
• Completion of a Corporate -wide identification and evaluation of opportunities
for more and /or improved inter - municipal agreements and working
arrangements with neighbouring municipalities.
ORIENTATION /EC.DEV.:
Page 10 of 21
4b) - Donna Hewitt, Director of Corporate
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4b) - Donna Hewitt, Director of Corporate
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4b) -Donna Hewitt, DireGoro Corporate
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4b) -Donna Hewitt, DireGoro Corporate
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4b) -Donna Hewitt, DireGoro Corporate
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Page 18 of 21
4b) - Donna Hewitt, Director of Corporate
c� I Q
Special Council Meeting— January e, 2011
r te`
4��rC i 1
Economic Development Goals:
I & N I A ,
• Finalize the Economic Development strategy /plan.
• Share economic development responsibility & successes with partner
organizations & neighbouring Municipalities.
• Develop business retention & expansion strategies for the Township.
• Develop business attraction strategies for the Township.
• Develop & implement a communication strategy between businesses, residents
and Council specific to economic development activities.
• Develop and implement a Township beautification plan.
• Develop a tourism specific plan as a component within the Economic
Development strategy.
• Support the development of new tourism products.
• Develop and implement a plan to engage, support and develop the agricultural
sector.
• Develop and implement a plan to engage the aggregate sector.
• Develop and implement a plan to engage the arts & culture sector.
• Support the airport and related developments
1
Page 19 of 21
4b) - Donna Hewitt, Director of Corporate
Special Council Meeting - January 6` 2011
Instructions:
Based upon the community and business consultation process, the potential strategies
and action items identified were synthesized to develop 12 potential Goals for the
Economic Development Strategy - these are listed on the previous page.
Prioritization of Goals:
Utilizing a scale of 1 - 12, with 12 being "the" goal with the highest priority for
completion, please rank the above list of goals. Use each number only once - no ties;
place the priority number next to the goal.
Considerations for Priority Setting:
The following factors may assist in establishing Goal priorities:
• the current stage of development of the Township's Economic Development
Portfolio /Service level;
• community /business input obtained from Township constituents (during election
campaigns etc.);
• personal experience within your Ward.
Next Steps:
1. Once all members of Council have completed their individual prioritizing, the
results will be compiled with those of your Council colleagues.
2. A summary draft document of Economic Development Goal priorities will be
presented to Council for final approval.
3. The Economic Development Roundtable, supported by the Director of CSI and
staff with the Ontario Ministry of Agriculture Food and Rural Affairs will develop
the appropriate action plans to address these priority goals. These plans will be
brought to Council for final approval prior to implementation.
Page 20 of 21
5a) - Being a By -Law to Confirm the Procee...
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
BY -LAW NO. 2011 -001
Being a By -Law to Confirm the Proceedings of the Special Council Meeting
held on Thursday, January 6, 2011.
THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO-
MEDONTE HEREBY ENACTS AS FOLLOWS:
1. THAT the action of the Council at its Special Council Meeting held on Thursday,
January 6, 2011, 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 6 T "
DAY JANUARY, 2011.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
Mayor, H.S. Hughes
Deputy Clerk, Janette Teeter
Page 21 of 21