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01 19 2011 CoW AgendaTHE TOWNSHIP OF ORO- MEDONTE COMMITTEE OF THE WHOLE �4 MEETING AGENDA, AS AMENDED COUNCIL CHAMBERS Towns o Proud Heritage, Exciting Future 1. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda 2. DISCLOSURE OF PECUNIARY INTEREST: 3. DEPUTATIONS: None. Wednesday, January 19, 2011 TIME: 9:00 a.m. 4. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: a) 9:00 a.m. Robin Dunn, CAO, re: Corporate Planning Framework. b) Report No. CAO 2011 -01, Robin Dunn, CAO, re: Community Outreach: Township News Page — Updated RFQ Results. c) Robin Dunn, CAO, re: Human Resources Committee Operation 2009 -2010 [to be distributed at the meeting]. d) Robin Dunn, CAO, re: 2011 Budget Deliberations. e) Report No. F12011 -01, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Tax Exemption — Royal Canadian Legion Branch 619. f) Report No. F12011 -02, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: One -Third Tax -Free Allowance. g) Report No. F12011 -03, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Statement of Investment Activities. h) Report No. F12011 -04, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Report on Tax Arrears. i) Report No. F12011 -05, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Statement of Accounts — December 31, 2010. j) Report No. F12011 -06, Paul Gravelle, Director of Finance /Treasurer, Deputy CAO, re: Combustion Research Canada Request for Tax & Interest Relief. k) Report No. CS2011 -01, Doug Irwin, Director of Corporate Services /Clerk, re: Remuneration Review. Page 1 of 179 Page 54 -76 77 -88 89 -90 91 -93 94 -96 97 -105 106 -125 126 127 -160 Committee of the Whole Agenda - Wednesday, January 19, 2011 4. ADMINISTRATION, FINANCE AND CORPORATE SERVICES: 1) Doug Irwin, Director of Corporate Services /Clerk, re: Draft By -law No. 2011- 011, being to Govern the Proceedings of Council and Committees /Technical Support Groups of Council in the Township of Oro - Medonte and to Repeal By- law No. 2010 -080. 5. DEVELOPMENT SERVICES: a) Andria Leigh, Director of Development Services, re: Draft By -law No. 2011- 013, being to Govern the Proceedings of the Committee of Adjustment in the Township of Oro - Medonte. b) Andria Leigh, Director of Development Services, re: Barrie Central ARC Review - Potential Impact on Rural Schools [to be distributed at the meeting]. 6. TRANSPORTATION AND ENVIRONMENTAL SERVICES: None. 7. RECREATION AND COMMUNITY SERVICES: a) Correspondence dated November 29, 2010 from Terry Ruffell, President HVPOA, re: Re- naming of 4th Line Park [deferred at November 10, 2010 meeting of Council]. b) Report No. RC2011 -01, Shawn Binns, Director of Recreation and Community Services, re: After School Program. c) Report No. RC2011 -02, Shawn Binns, Director of Recreation and Community Services, re: Bradley Bowden, Team Canada Athlete — Subsidy Request. d) Report No. RC2011 -03, Shawn Binns, Director of Recreation and Community Services, re: 4H Ontario Subsidy Request. e) Report No. RC2011 -04, Shawn Binns, Director of Recreation and Community Services, re: Administration Office After Hours Use for Outside Boards /Agencies [to be distributed at the meeting] - To Be Withdrawn. 8. EMERGENCY SERVICES: None. 9. REPORTS OF MEMBERS OF COUNCIL: None. 10. CONSENT AGENDA: a) Correspondence dated December 1, 2010 from Heather Crewe, Manager of Professional Development and Training, Ontario Good Roads Association, re: 2010 Volunteer Instructor Training Credits. Staff Recommendation: Receive. b) Correspondence dated December 16, 2010 from Ed Houghton, President, Ontario Municipal Water Association, re: Municipal Drinking Water Licensing Program. Staff Recommendation: Receive. Page 2 of 179 Page 161 162 163 164 -165 166 -170 171 -172 173 174 -179 Committee of the Whole Agenda - Wednesday, January 19, 2011 10. CONSENT AGENDA: c) Correspondence dated January 10, 2011 from Bruce Keeling, Chairman, Maple Tree Replacement Program, Huronia Woodland Owners Association, re: Letter of Appreciation. Staff Recommendation: Receive. 11. COMMUNICATIONS: a) Appointment to Orillia District Chamber of Commerce and Appointment to the Oro - Medonte Chamber of Commerce. b) Lake Simcoe Region Conservation Authority, re: 60th Annual General Meeting to be held on Friday, January 28, 2011 at Holiday Inn Express, Newmarket. c) Correspondence dated January 13, 2011 from Andrea Gynan, Stewardship Technician, Lake Simcoe Region Conservation Authority and correspondence dated September 9, 2010 from F. Doreen Raymer, re: Control of Geese Population. d) Correspondence dated January 12, 2011 from the Ontario Municipal Board, re: OMB Appeal - 2010 -B -21 (Lambert). e) Correspondence dated January 12, 2011 from Dave and Evelyn Reid, re: Request for Exemption from By -law No. 2008 -159. f) Correspondence received January 12, 2011 from Mary Silk, Executive Assistant to M.P.P. Garfield Dunlop, re: Garfield Dunlop Hosts Pre - Budget Consultations, February 3, 2011 at Highwayman Inn, Orillia. Correspondence dated January 5, 2011 from Mayor Angelo Orsi, City of Orillia, re: Appointment to Common Interest Committee. g) 12. CLOSED SESSION ITEMS: a) Motion to Go Into Closed Session b) Motion to Rise and Report c) 9:00 a.m. Robin Dunn, CAO, re: Personal matter about an identifiable individual (Performance Management) !following Item 4a)1. d) Robin Dunn, CAO, re: Acquisition /disposition of land (Municipal Parkland). 13. ANNOUNCEMENTS OF INTEREST TO THE PUBLIC: 14. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 15. ADJOURNMENT: a) Motion to Adjourn Page 3 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Including Performance Management Presentation to Council GAZDA, HOULNE & ASSOCIATES INC. Prepared by Garda GHA S. January 19, 2011 Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 1: Presentation Highlights Introduction GAZDA, HOULNE& ASSOCIATES INC. Overview, Corporate Plan Overview Diagram - Top -Down Portion (Strategic Plan) - Bottom -up Portion (Annual Work Plans, Budgets, Department Master Plans) - Definition of Terms Review, Role Definition - Township Council - Senior Management Team Implementation Status — Situation Report - Strategic Plan - Performance Management (Closed Session) Strategic Management: Four Stages of Development, Oro - Medonte Questions and Answers 1 Page 4 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 2: Introducing GHA GAZDA, HOULNE & ASSOCIATES INC. Gazda, Houlne & Associates (GHA) is a dedicated municipal management consulting firm in continuous operation for the last 22 years. The firm is a recognized authority in Ontario in the areas of compensation and performance management, having worked with over 130 Ontario Municipalities at the Town/City and County levels. GI -IA's staff consists of a Managing Director, two senior associates and three technical production support staff. The firm maintains offices in Montreal, Quebec and Oakville, Ontario. Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 3: Areas of GHA Municipal Consulting Practice GAZDA. HOULNE & ASSOCIATES INC- Strategic/Corporate Performance Planning Organization/Staffing Compensation Management Strategic Plan Organization Reviews, - Market Surveys, Performance Development Corporate or Management & Management (Top -down) Department Non Management Program Design & Employees, Implementation Members of Council Annual Business - Position Responsibility/ Compensation - Skill -Based Pay, Plans by Accountability Reviews and Performance - Department Salary Structure Based Pay (Bottom -up) Design - Internal Staffing, Key Management Positions Succession Planning Technical Opinions Benchmarking and Best Practices Reviews 2 Page 5 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 4: Corporate Plan Diagram: Top -Down Elements Financial Analyses & Fiscal Condition - Township's Cperating/Capilal Emonsos Comparison - Fiymse and Revenue Forecasts Situation Analysis — Services Providedto Residents - Actual Santee leek Vs. Norms /Standards; Council Assessment - SMT Assessment 2 - Permanent and Secondary Resident Population Characteristics - Changing Needs - Mission Statement - Township Goals - Strategies Ptbdazed for Implemental. Weld) 'TOP-DOWN ELEMENTS" Demographic Trends/Panerns Strateg a Plan i Stakeholder Consultation/Input - Strategies Predated ter implementation (Enal) - Planning Guidelines GAZDA, HOULNE& ASSOCIATES INC. Changes in Government Legislation, Grants & Subsidies - Assessed Impact on Township end Response Role Definition, Council & SMT - Maintenance of Role Execution - Improvement Rogues:Menm Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 5: Corporate Plan Diagram: Bottom -Up Elements Township Master Plans; Facilities, Intra- slructure,Emergency - Miss. Statement - Taman,' Goals - Strategies Pdorlt¢ed to Implementation Capital Budget Requirements "BOTTOM -UP ELEMENTS" Slrategl Plan Planning Guldd/nee Petium& on Implementatlen Feasibility, Results Achieved Yea -sod for Updating Plan Annual Department Work Plans (Director /Manager Work Objectives) Consolidated Operating & Capital Budgets i GAZDA, HOLILNE & ASSOCIATES INC. 10 Tewnahip Devalapment Plana; Land Usa, Econ. 8 Tourism Bovp- - 3 3 Page 6 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 6: Definition of Terms, Corporate Plan Framework Term Mission Statement Goals Strategies Strategic Plan Planning Guidelines Department Operating (Business Plana) Consolidated Operating Budget Master Plans Corporate Plan Definition Basic "raison d'etre" of the Township (i.e., concise statement et Ils purpose/arms) General statements of what the Township wank le awmplIsh often broken down by stakeholders (citizens, commercial Interests, employees, etc.) Statement of the desired approaches) to ahainment of the Township Goals, prioritized for Implementation and transmitted lc the operating level by Planning guidelines The tens used to describe The municipality's "umbrella" plan. which Incorporates the above three elements as a group Derived from Strategic Plan covering Strategies for Implementation in the coming year; includes budget guidelines to supped implementation of prioritized Strategies Plans developed by each Township Department which detail how the operational requirements d the Township and the Strategy prioritiesto be implemented Consolidation of budgets submitted by each Township Department based upon their Operating Plans Mull) -year operational plans by Department/function (e.g., Fire & Emergency Services Master Plan, Parks & Recreation Master Plan, Infrastructure Improvement Master Plan, Economic& Tourism Development StrategyfPlan. etc.) The term used to refer to the Top -Down (Strategic Plan) and Bottom -Op (Department Plans, Budgets) components, integrated into a wmprehensive and fully rosewood plan of action for the Township. Top -down Top -down Top -down Tap -down Bottom -up GAZDA, HOULNE & ASSOCIATES INC. Flow Direction Question Answered Top -down Why abet What (macro level) How (macro level) Various What, when and how much (micro l leve a How (Mier °level Bonom -tp How much (micro level) Bonom -up Haw (macro level Top -down All el the above Integrated with Bottom-up Timis Frame Foreseeable Future 3-5 years 3-5 years 3 -5 years 1 year 1 year 1 year 3-5 years 3 -5 years Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 7: Key Role Elements, Township Council and Senior Management Team Township Council Direction Financial Stewardship Governance Legislation Representation (of the Electorate) Overall Council Role Ensures the Township is ''doing the right things" for its various stakeholders. GAZDA, HOULNE 5 ASSOCIATES INC. Senior Management Team (SMT) Short and Long Term Planning Operating Efficiency and Effectiveness Day -lo -Day Management of Municipal Operations and Administration Customer Service Delivery Communication, Internal and External General Role, SMT Makes certain the Township "does things right" in its administration, service delivery and operations. 4 Page 7 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 8.1: Role of Township Council 1.0 Direction 1.1 Formulation of a Strategic Plan (mission/vision statement, goals, strategies) 1.2 Setting of Implementation priorities, strategy initiatives 1.3 Establishment of budget guidelines, operating and capital budget 1.4 Review and approval, policies for the Township 2.0 Financial Stewardship 2.1 "Big picture" budget (operating and capital) monitoring 2.2 Expenditure controls and safeguards 2.3 External auditor or appointment and review of annual auditor reports 2.4 Policy and program, municipal Asset Management (I.e., life cycle maintenance approach) 3.0 Governance GAZDA, HOULNE a ASSOCIATES INC. 3.1 Compliance monitoring, Federal and Provincial statutes, municipal By -Laws 3.2 Municipal risk assessment and control 3.3 Chief Administrative Officer selection, appointment and performance review; appointment approval for Directors with second level review of performance 3.4 Review of Succession Planning for the Senior Management Team 3.5 Policy and program for performance management (i.e., process to ensure municipality Is "getting what it is paying for) Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 8.2: Role of Township Council (COnt'd.) GAZDA, HOULNE a ASSOCIATES INC. 4.0 Legislation 4.1 Full compliance with the spirit, intent and specific provisions of the Municipal Act 4.2 Revision and updating of existing municipal By -Laws, approval of new By -Laws 4.3 Tracking of (and influencing to extent feasible) Federal and Provincial statutes and regulations impacting on municipal operations and administration 5.0 Representation (of the Electorate) 5.1 Acting on behalf of the "collective" public good in One municipality 5.2 Interface between individual citlzenshesidents, groups/assodations and Township's Staff 5.3 Attendance at social, cultural, civic and community affairs/functions 5.4 Representation of the municipality at the County level of government, in the Conservation Authority and other agencies and commissions. 5 Page 8 of 179 4a) -: ;11!b /n /gSpcjo!Evoo- !DBP- !sf;!Dpsq /// Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 9.1: Role of the Senior Management Team CAZOA, HOULNE a ASSOCIATES INC. 1.0 Short and Long Term Planning 1.1 Input to and technical support to Council In the establishment and updating of the Municipality's Strategic Plan 1.2 Development and submission of annual business/work plans by Department linked to strategy priorities set by Council 1.3 Preparation and submission of annual operating and capital budgets aligned with Council budget guidelines 1.4 Municipal balance sheet management, i.e., matching of revenues to expenditures with alternatives and consequences for review and decision- making by Council 1.5 Forecasting of municipal revenues and expenditures over the next 3 -5 years; development of a long -tens capital plan 1.6 Preparation and submission of a Succession Plan and key replacement chart 2.0 Operating Efficiency and Effectiveness 2.1 Organization stmcture (streamlined), reporting relationships (clear) and position responsibilities (empowered) 2.2 Staffing (lean -sized team nth high caliber, experienced employees) 2.3 Establishment of clear, uniform and consistent policies, procedures, work methods and standards 2.4 On -going benchmarking of municipal operations and administration with similar sized municipalities 2.5 Tracking of best practices by Department with similar sized municipalities 2.6 Development and implementation of continuous improvement initiatives 3.0 Day -to -day Management of Municipal Operations and Administration 3.1 Control of expenditures within the established operating and capital budgets 9.2 Achievement of objectives established and approved In the annual business/work plans by Department 3.3 Implementation and follow -up on Council directives Including matters referred to staff by members of Council 3.4 Monitoring of municipal operations and administration for compliance with established policies/procedures/ standards, municipal By -Laws and Federal/Provincial statutes 3.5 On -going Performance Management Program implementation Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 9.2: Role of the Senior Management Team (Cont'd.) (t) OAZDA, NOULNE & ASSOCIATES INC. 4.0 Customer Service Delivery 4.1 Determination of customer needs for use in assessing current service delivery as well as short and long term planning 4.2 Customer value for service delivery analyses (what services and service levels the municipality should provide, how much cost recovery via user fees, etc.) 4.3 Quality control of services delivered to customers; follaw-up on customer complaints 5.0 Communications, Internal and External 5.1 Employee communications (promotion of two -way communications), etc. 5.2 Provision of communications support for Council in responding to /dealing with external inquiries and for public announcements/Infonnation packages (e.g., summary budget document) 5.3 Positive customer relations with the residents; operation of informatlon kiosks and establishment of user responsive Information referral services for puffin tnquines 5.4 Liaison with the written and electronic media; release of information in accordance with approved polities. 6 Page 9 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 10: Strategic Plan Situation Report GAZDA. HOULNE & ASSOCIATES INC. Steps completed to date for the development and implementation of the Township's Strategic Plan - Review and analysis of demographic pattems and trends (e.g., changes in population age breakdowns, population growth, number of dwellings, mobility of residents, etc.). - Assessment of current service delivery by Township Departments to residents. - Financial analysis and determination of fiscal condition (e.g., per capita/dwelling expenditures as compared to similar -sized municipalities, staffing levels and debt load also compared to similar - sized municipalities). - Determination of Impact of legislation on municipal operations and service delivery including requirements for regulatory compliance. - Completion of one -day offsite workshop with Council and the CAO (March 2010) to review analyses /findings, confine stakeholder list, establish Mission Statement and Corporate Goal definitions. - Preparation of strategies to achieve the Municipality Goals over the short, mid, and long tern. - Completion of a second offsite workshop with Council and the CAO (May 2010) to finalize Goal definitions, mission statement, and prioritize Strategies for implementation (i.e., top 10, second 10, and third 10). - Consolidation of results Into a formal Strategic Plan for the Township that can than be communicated to stakeholders. - Confirmation of priority Strategies by new Council. - Implementation of a stakeholder consultations on Strategic Plan content and implementation priorities. Township of Oro - Medonte Corporate Plan Framework Presentation to Council Slide 11: Performance Management Situation Report GAZDA, HOULNE & ASSOCIATES INC. The Performance Management Program at the Township is designed to achieve the following purposes: Raise the performance bar for each full -time position by increasing its value added to the Township based on a 'best practices" definition of responsibilities/accountability. Unlike a job description questionnaire or fact sheet used in formal Job Evaluation that documents 'what is ", the Performance Management application focuses on 'What should be" in a fully defined and value added Position Mandate. Link progression in the salary range to performance as well as skills/qualifications brought to the position, i.e., skill based pay rather than tenure based pay. Provide for compensation premiums for management employees who perform work outside the scope of the responsibilities of their position, e.g., executing own position responsibilities while also covering a vacant position for a significant period of time. - Assess the performance of management employees in objective (rather than subjective) terms based on the achievement of pre - established and measurable work objectives. Provide feedback to employees on performance results as well as requirements/opportunities to improve performance. Target employee training, e.g., closing of skill gaps, that are most likely to result in short term performance improvement. - Create a corporate culture where high performers pull up the level of overall employee work accomplishment as compared to permitting lower performers to reduce work expectations for the majority of staff. 7 Page 10 of 179 4a) - 9:00 a.m. Robin Dunn, CAO, re: Corp... Township of Oro- Medonte Corporate Plan Framework Presentation to Council Slide 12: Performance Management Situation Report GAZA, HOULNE & ASSOCIATES INC. Steps completed to date in the design and Implementation of the Township's Performance Management Program Design of a top -down process for Program implementation (i.e., senior management, middle management, first line supervision, balance of exempt and union staff, etc.) - Preparation of Position Mandates (15*3 key responsibilities) that raise the "performance bar" and maximize the value contributed by each full -time position in the Municipality. This step represents the first application of "pay for performance" Development of Skills Inventories specifying the knowledge /skills and level of attainment required to carry out the key responsibilities of each full -time position Conducting of two 1-day workshop for the Senior Management Team covering the Performance Management Program concepts, design and planned implementation Completion of Skills Assessments, beginning with the CAO, Directors; objective determination of position incumbents' placement in the salary range based on the qualifications and skills he /she brings to the position. This step is the second application of "pay for performance" • Preparation of annual Work Objectives by the CAO and Directors (N =8) based on prioritized responsibilities in the position mandate that address Council direction and priority Strategies to be implemented during the year Conducting of mid -year and annual Performance Reviews, preparation of annual Performance Score Cards with future increases in compensation directly linked to performance as well as gains in skills/competencies. This step is the third application of "pay for performance" Preparation of personal Development Plans that enable employees to focus on skill/ competency improvement that will contribute to better performance in the position Completion of above steps for Manager level employees (N =10) with initial implementation for first line supervisors (N =5). 8 Page 11 of 179 Report No. CAO 2011 -01 To: Committee of the Whole Prepared By: Samah Othman Meeting Date: January 19, 2011 Subject: Community Outreach: Township News Page — Updated RFQ Results Motion # Roll #: R.M.S. File #: 4b) - Report No. CAO 2011 -01, Robin Dunn, ... REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action X For Information Only It is recommended that: 1. THAT Report No. CAO 2011 -01 be received and adopted; 2. THAT contract RFQ — CAO 2010 -01 Community Outreach: Township News Page be awarded to Metroland Media Group; 3. THAT the respective media group be notified of Council's decision; 4. AND THAT a Corporate Advertising Policy be brought forward at a future Council meeting. BACKGROUND: At the Council meeting of December 15, 2010, Council received Report No. CAO 2010- 13 and requested staff to provide further information upon consultation with the Township of Springwater and the County of Simcoe. The Township of Springwater had been adverting with the Springwater News from 2001 -2008. In 2008, the Township of Springwater was approached by Metroland North Media to provide advertising to the Township through the Barrie Advance which would reach all Springwater residents. Upon expiration of a one (1) year contract of advertising with the Barrie Advance, the Township conducted a formal Request for Proposal for Newspaper Advertising. In 2009, the contract was awarded to the Springwater News due to the frequency of the publication and competitive pricing offered. Currently, the Township publishes a page 26 times per year on a bi- weekly basis with the Springwater News. In consultation with the County of Simcoe, the County continues to adverstise notices and announcements in newspapers, however, they also use the Tender Alert Service to publicize tenders. Corporate Communications January 19, 2011 Report No. CAO 2011 -01 Page 1 of 4 Page 12 of 179 4b) - Report No. CAO 2011 -01, Robin Dunn, ... Tender Alert is an automated email notification service to receive notices regarding new tender postings. The County has 13,000 vendors signed up to Tender Alert and has saved over $100,000 annually using this electronic service. I ANALYSIS: The Community Outreach Township News Page is an opportunity to supplement the North Simcoe Community News and enhance the Township's external communications, while offering increased opportunities to advertise classified ads together with potentially reducing corporate advertising expenditures. The advantages of advertising with Metroland Media Group are outlined as follows: k Weekly publication ensures compliance with statutory requirements for Public Notices under the Legislation Act, 2006 and the Planning Act. ki The Township will be able to ensure that accurate information is relayed to the public in a timely fashion. Currently, 5,435 Oro - Medonte households receive the Barrie Advance and Orillia Today. The Township news page would be published in the Thursday edition that is distributed to 76,500 households including Barrie and Orillia, further increasing exposure to Township news. k Potential cost savings of $5,000 for corporate advertising while offering another opportunity to communicate externally. The cost of the monthly publication will offset the costs that are currently being incurred for advertising in newspapers. cb The cost to advertise with Metroland Media Group is 50% less than to advertise with Sun Media and it covers the entire Township with two (2) publications. A regular monthly publication would give the Township six (6) times more exposure and would serve to keep residents up to date on Council news and initiatives, opportunities to participate in community events and recreational programs. As the Township moves towards electronic advertising, the Township News Page is a great opportunity to assist in the transition from print to on -line sources by redirecting readers to our corporate website and the on -line services available. The intent is to commit to a one (1) year contract with an annual assessment of the impact and value of the Township News Page, conducted by Township staff at the end of 2011. Corporate Communications January 19, 2011 Report No. CAO 2011 -01 Page 2 of 4 Page 13 of 179 4b) - Report No. CAO 2011 -01, Robin Dunn, ... I FINANCIAL: Excluding the costs for the North Simcoe Community News, the 2009 and 2010 corporate advertising expenditures were approximately $25,000 per year. VALUE ADDED By establishing a venue to advertise job postings, tenders and meeting notices in a paid subscription media group newspaper(s), it is projected to allow for a corporate net savings of approximately $5000.00 per year. The cost of $1751.50 (taxes included) monthly for a full colour page in both the Barrie Advance and Orillia Today, for a total cost of $21,018.00 for the year. The cost of the monthly publication will offset the costs that are currently being incurred spent on corporate advertising in newspapers. I POLICIES /LEGISLATION: Legislation Act, 2006, S.O. 2006, c. 21, Sched. F "Newspaper ", in a provision requiring publication, means a document that, a) is printed in sheet form, published at regular intervals of a week or less and circulated to the general public, and b) consists primarily of news of current events of general interest; ( "journal ") I CONSULTATIONS: Township of Springwater, Communications Coordinator County of Simcoe, Marketing Manager and Director of Purchasing, Fleet and Property I ATTACHMENTS: I LINKAGE TO COUNCIL MANDATE AND CUSTOMER SERVICE: The recommendations included in this staff report support Council's Mandate and the Township's Customer Service Visions and Values. CONCLUSION: The Community Outreach Township News Page represents the opportunity to enhance the Township's profile and communication with its residents and businesses while potentially reducing advertising costs across the corporation. Corporate Communications Report No. CAO 2011 -01 January 19, 2011 Page 3 of 4 Page 14 of 179 4b) - Report No. CAO 2011 -01, Robin Dunn, ... It is recommended that the quotation staff be authorized to proceed with the Furthermore, staff to bring forward consideration. Respectfully submitted: -411 Samah Othman Corporate Communications Specialist Corporate Communications Report No. CAO 2011 -01 from Metroland Media Group be accepted and release of a monthly Township News Page. a Corporate Advertising Policy for Council's SMT Approval / Comments: C.A.O. Approval / Comments: January 19, 2011 Page 4 of 4 Page 15 of 179 4c) - Robin Dunn, CAO, re: Human Resources... A Background Township of Oro - Medonte Human Resources Committee of Council Committee Operation 2009 -2010 January 19, 2011 Mandate (terms of reference) for the Human Resources Committee of Council established by Council: 1. Review of CAO recommendations to Council re: compensation and performance management policies and programs for Township staff; monitoring of execution against policies and program guidelines 2. Review of CAO recommendations to Council re: annual adjustments to base salary job rates taking into account latest market data 3. Review of CAO recommendations to Council re: special compensation awards for Township staff (i.e., use of special purpose levels 6, 7 of the salary range, recognition for additional work outside normal scope of employee's position) 4. Review of CAO recommendations to Council re: final approval of Director appointments 1/18/2011 C. 1 Page 16 of 179 4c) - Robin Dunn, CAO, re: Human Resources... Background Ora,9-iv ..'/ foltte. P,..ra ii u,.w., 1 ., ,nug F11111• 5. Selection and recommendations to Council for CAO appointment 6. Periodic and year -end formal review of CAO performance against established work objectives; summary report to Council with recommendations for salary adjustment (if any) for the CAO 7. Confirmation of CAO year -end review of performance of Directors against objectives and final recommendation to Council, including recommended salary adjustments (if any) 8. Review and approval of succession planning for the CAO and Senior Management Team of the Township as tabled by the CAO; monitoring of the replacement chart for the Township as submitted by the CAO. Background 9. On -going monitoring of the employee health and safety and the labour relations climate of the Township; review of CAO actions and recommendations for corrective action 10. Provision of consultation to CAO regarding corporate position and guidelines for negotiation of collective agreements with non - exempt employees 11. Annual review of the status of the Township's Human Resources based on Report tabled by the CAO and Manager, Health & Safety and Human Resources 12. Review of CAO recommendations to Council on handling of specific Human Resources matters (e.g., employee performance issues, disciplinary action de- hires, etc.) 2 Page 17 of 179 Committee Responsibilities — 1 , Review of and recommendations /reports to Council re: 1. Compensation and Performance Management Program policies and procedures Covered i i. Partially Covered I NotYet, Addressed_; 2. CAO recommendations, annual adjustments to salaries, based on market data and target pay position X 3. Use of special purpose levels 6 and 7 in the salary range X 4. CAO recommendations re: Director appointments X 5. CAO selection and appointment Not applicable during this period 4c) - Robin Dunn, CAO, re: Human Resources... Committee Composition, Meeting Frequency, and Length (91.0_ , /ktiofrtc • Members (2009 & 2010): :• Chair — CouncillorCoutanche ❖ Mayor Hughes •3 Deputy Mayor Hough • Robin Dunn; CAO ❖ Terms of reference targeted up to 10 meetings per year ❖ 2009— 10 meetings (8 regular, 2 special) 0. 2010 — 9 meetings Meeting Agendas, Topics Covered P,, ,.f 11. rin4,. l..nrfgp Furor, O All members and attendees were present at every meeting edoztle Two of the mandated topics were not applicable during the initial operation of the Human Resources Committee. Of the remaining 10, eight were covered as planned and one partially covered. Only the annual review of the state of the Township's Human Resources was not addressed as the metrics and measurements have been identified for development in 2011. 1/18/2011 3 Page 18 of 179 - Coiemittee`liesponslblIlties — Review of and recommendations /reports to Council re: 6. Mid -year and year -end performance of CAO against Work Objectives, Personal Development Plan covered X • Partially • C owered Not Yet Addressed' 7. Same as preceding for Directors (year -end only) X B. Succession Planning for CAO /Director positions, replacement planning for positions requiring trained /qualified backup X 9. Monitoring health and safety of the workplace, labour and employee relations climate X 10. Direction, guidelines for collective bargaining negotiations Not applicable during this period 11. Annual review, state of Human Resowces in the Township i.e. I Report on Human Resources Metrics) X 12. Handling of specific Human Resources matters (e.g. employee performance issues, disciplinary actions, de- hires, etc.) X 4c) - Robin Dunn, CAO, re: Human Resources... Meeting Agendas, Topics Covered J / //('11011ii Committee Process ' • CAO and Committee Chair developed meeting agenda. • Agenda (closed meeting) distributed in advance of meeting. • Committee Chair monitored presentation of topics and group discussion to ensure meetings progressed as scheduled. • The Office of the CAO has maintained a confidential record of agendas and materials in accordance with Township practices. • CAO reports and resolutions for submission to Council as were reviewed by the Committee. 1/18/2011 4 Page 19 of 179 4c) - Robin Dunn, CAO, re: Human Resources... Committee Results and Accomplishments — T %� 2009 -2010 ' Jkikato ❖ Key results /accomplishments: 1. Establishment and recommendation to Council of the Terms of Reference (mandate) for the Human Resources Committee. 2. Establishment of CAO Work Objectives and Personal Development Plans for 2009 and 2010 with recommendation to Council for approval; monitoring of the CAO performance against plan with reporting to Council including year -end performance score card. 3. Same as above for Directors. 4. Development and recommendation to Council of a draft Employee Code of Conduct. 5. Review of Township market pay position against target, recommendation to Council to maintain policy. 6. Development and recommendation to Council of role clarification for members of Council and the Senior Management Team (5MT), review of ratings by Council and the SMT an role execution (i.e., maintain as is or improvement required). 7. Establishment of a business case for the Director, Corporate & Strategic Initiatives (CSI); recommendation to Council for redeployment of existing compliment (i.e., Director Engineering & Environmental Services). Committee Results and Accomplishments — - a 2009 -2010 C� � l �'�� <'��1�', :• Key results /accomplishments: 8. Handling and advice on disposition of specific Human Resources matters (i.e. employee performance issues, disciplinary actions, de- hires). 9. Provision of input /commentary on staffing below the Director level; participation in the selection and recommendations to Council on appointments for vacant Director positions (i.e. Director, CSI). 10. Review of terms of reference and results of Organization /Operations Reviews; Development Services in 2009, Corporate Administrative Services Review in 2010; and recommendation of Reports to Council. 11. Review of staffing benchmarking data (management, total staff), Oro- Medante vs. its comparator group. 12. Review of results/findings for the Employee Satisfaction/Engagement Survey and monitoring of implementation. 13. Input to and establishment of Corporate Selection Criteria for Succession Planning (CAO, Director positions) to be recommended to Council in 2011. 14. Review and advice on Strategic Planning Workshop agendas and communications materials; commentary on revised CAO and Director 2010 Work Objectives in order to align with priority Strategies set by Council. 1/18/2011 5 Page 20 of 179 '!_.gig- Attendance 100% - -- — Comments. • No Improvement required. Preparation of agendas, meeting materials in advance 80% Occasional instances, agenda materials delayed. Meeting frequency 100% 9 -10 meetings held each year as per terms of reference. Topics covered against terms of reference 85% Only succession planning and Human Resources metrics remain to be fully addressed. Meeting process (adherence to agenda, time - management of discussions, all topics covered by end of meeting, meeting completed on time) 90% Committee Chair monitors discussions; Committee members share airtime and respect each other's views; on occasion discussion on a topic takes longer than the time allotted. Results achieved, acceptance of Committee recommendations by Council 95% Committee has a solid track record to date; 90% rating on topics covered, only succession planning and Human Resources metrics to be addressed; Committee has 100% acceptance of recommendations made to Council, Overall Rating 92% 4c) - Robin Dunn, CAO, re: Human Resources... Topics to be Covered mil Going Forward 4 Two topics were partially or not covered to date by the Committee + Partially covered: 1. Succession planning for the CAO and Director positions and replacement planning for positions that require a trained /qualified backup. + Not Covered: 2. Annual Report on the Status of the Human Resources of the Township. ❖ An updated Council Code of Conduct paralleling the Employee Code of Conduct approved by Council was deferred by the Committee. . • Feasibility of Council Code of Conduct should be revisited, including the possibility of feedback to members of Council (i.e. attendance record, peer review ratings). ❖ Committee operation rating for the past two years: Concluding Comments j 411 1 1/18/2011 6 Page 21 of 179 4c) - Robin Dunn, CAO, re: Human Resources... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2011 -016 A By -law to Establish an Advisory Body to Council Entitled the Human Resources Committee WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that the role of Council is to ensure that the administrative practices are in place to implement the decisions of Council; AND WHEREAS Council of the Township of Oro - Medonte deemed it desirable to establish an Advisory Body to Council entitled the Human Resources Committee, as documented in Motion No. C091125 -14; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That an Advisory Body to Council known as the Human Resources Committee be hereby established. 2. That the mandate of the Human Resources Committee shall be: 2.1. The selection and recommendation to Council with respect to the appointment of the Chief Administrative Officer. 2.2. To review the Chief Administrative Officer's performance in relation to his /her annual objectives, and make recommendations to Council regarding salary adjustments, if applicable. 2.3. To review and submit the Chief Administrative Officer's recommendations to Council with respect to: a. Compensation and performance management policies and programs for the Township of Oro - Medonte; b. Annual adjustments to the salary rates, taking into account the latest market data; c. Special compensation awards pursuant to the Township's performance management policies and programs; d. Appointment of staff at the Director level; e. Directors' performance in relation to their annual objectives, and salary adjustments, if applicable; and, f. Succession planning for the Chief Administrative Officer and Senior Management Team of the Township 2.4. To review reports prepared by the Chief Administrative Office and Manager Human Resources, when appropriate, with respect to: a. The annual status of the Township's Human Resources; and b. The managing of specific Human Resources matters, such as performance issues, disciplinary actions, de- hires, etc. 2.5. To provide consultation to the Chief Administrative Officer with respect to negotiations of collective agreements, within Council's established parameters. 2.6. To monitor the employee health and safety and labour relations climate of the Township. Page 22 of 179 4c) - Robin Dunn, CAO, re: Human Resources... 3. That the Human Resources Committee shall be comprised of the: • Mayor • Deputy Mayor • 1 member of Council 4. The members comprising the Human Resources Committee shall receive remuneration in accordance with the Township's Remuneration By -law. 5. In accordance with the Township of Oro - Medonte's Procedural By -law, Council shall appoint the Chair of the Human Resources Committee. 6. The Human Resources Committee shall endeavor to meeting monthly, with the exception of July and August, and special meetings may be scheduled, if required, to deal with urgent matters within the mandate of the Human Resources Committee. 6.1. In accordance with the Township of Oro - Medonte's Procedural By -law, no business may be transacted at a special meeting other than that specified in the notice of the meeting or agenda, and notice of a special meeting shall be delivered to all members of the Human Resources Committee at least one calendar day before the date established for the special meeting. 7. The minutes of the Human Resources Committee shall be forwarded to Council for receipt, and any recommendations emanating from discussions held during Closed Session Items shall be placed in a written format to be considered by Council during a Closed Session held in accordance with the Township of Oro - Medonte's Procedural By -law and the Municipal Act, 2001, as amended. 8. In the absence of the Clerk from a Human Resources Committee meeting, the Clerk hereby delegates their authority under Section 228(4) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, to the Chief Administrative Officer of the Township of Oro - Medonte. 9. That the Township of Oro - Medonte's Procedural By -law shall govern the proceedings and activities of the Human Resources Committee. 10. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 26 DAY OF JANUARY, 2011. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 23 of 179 4d) - Robin Dunn, CAO, re: 2011 Budget Del... CAD's Office Council Finance Police Budget Adjustments Summary A - Priority, legislative, contractual, outside control of the Township B - Recommended Corporate Revenues Corporate Services Crossing Guards Development Services Fire & Emergency Services Recreation & Community Services Shared Costs Streetlighting Transportation & Environmental Services A $ 117,076.00 B $ 47,914.00 A $ B $ - A $ 45,905.00 B $ 8,600.00 A $ - B $ 10,500.00 A $ - B $ A $ 54,804.00 B $ 3,000.00 A $ 5,000.00 B $ A $ 22,350.00 B $ 42,949.00 A $ 139,000.00 B $ A $ 54,880.00 B $ 31,800.00 A $ 273,226.00 B $ 94,025.00 A $ B $ - A $ 211,232.00 B $ 32,000.00 TOTAL A $ 923,473.00 B $ 270,788.00 \- 4e/ Page 24 of 179 Report No. FI- 2011 -01 To: Committee of the Whole Prepared By: Shannon Stewart Meeting Date: January 19, 2011 Subject: Tax Exemption — Royal Canadian Legion Branch 619 Motion # Roll #: 4346 020 004 14001 R.M.S. File #: 4e) - Report No. F12011 -01, Paul Gravelle,... It is recommended that: Finance REPORT Townsh o Proud Heritage, Excitir Frtture RECOMMENDATION(S): Requires Action X For Information Only 1. Report Fl 2011 -01 be received and adopted. 2. An exemption from taxation for Township purposes be granted to the Royal Canadian Legion Branch 619 Warminster for the taxation years 2011, 2012, 2013 and 2014. 3. The appropriate by -law be brought forward for Council's consideration. BACKGROUND: Section 6.1 of the Assessment Act provides that "a municipality may pass by -laws exempting from taxation, other than school taxes, land that is used and occupied by a memorial home, clubhouse or athletic grounds by persons who served in the armed forces of His or Her Majesty or an ally of His or Her Majesty in any war." The period of the exemption cannot exceed ten years and may be renewed at any time during the last year of the exemption. Such an exemption from taxation for Township purposes was granted to the Royal Canadian Legion Branch 619 of Warminster for the taxation years of 2002 up to and including 2010. January 19, 2011 Report No. F12011 -01 Page 1 of 3 Page 25 of 179 4e) - Report No. F12011 -01, Paul Gravelle,... ANALYSIS: It is recommended that the previously established policy of granting an exemption be continued and the term of the exemption be for the term of Council, being the 2011, 2012, 2013 and 2014 taxation years. Please note that an exemption is also available for taxation for County purposes. The Legion must apply to the County of Simcoe for a refund of these taxes. I FINANCIAL: The Legion's property is assessed at $351,250 RT. 2010 taxes for Township purposes were $1,225.64. POLICIES /LEGISLATION: Assessment Act section 6.1 CONSULTATIONS: None ATTACHMENTS: None CONCLUSION: That this report be received and the recommendations therein be adopted. Respectfully submitted: Shannon Stewart Deputy Treasurer/Tax Collector Finance Report No. FI2011 -01 January 19, 2011 Page 2 of 3 Page 26 of 179 4e) - Report No. F12011 -01, Paul Gravelle,... SMT Approval / Comments: ( C.A.O. Approval / Comments: Finance January 19, 2011 Report No. F12011 -01 Page 3 of 3 Page 27 of 179 Report No. FI2011 -02 To: Committee of the Whole Prepared By: Paul Gravelle Meeting Date: January 19, 2011 Subject: One -third tax -free allowance Motion # Roll #: R.M.S. File #: 4f) - Report No. F12011 -02, Paul Gravelle,... REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action X For Information Only It is recommended that: 1. That Report NO. FI2011 -02 be received and adopted. 2. That Council resolve pursuant to S.283(7) of the Municipal Act, its intention that the one -third of the remuneration paid to elected members of Council shall continue as expenses incident to the discharge of their duties as members of Council. I BACKGROUND: In December 2006, Council passed a resolution to continue to deem one -third of the remuneration paid to the elected members of Council to be expenses incident to the discharge of their duties as members of Council. S.283(7) of the Municipal Act, 2001 requires Council to review this policy at least once during the period corresponding to the term of office of its members after a regular election. I ANALYSIS: If the expense allowance were discontinued, members of Council could deduct from their income the actual expenses incurred in the discharge of their duties including vehicle expenses, office -in -home expenses, etc. However, they would have to keep records sufficient to satisfy Revenue Canada such as mileage logs when their personal vehicle was used for business purposes. They would also require a form annually from FINANCE Report No. FI2011 -02 January 19,2011 Page 1 of 3 Page 28 of 179 4f) - Report No. F12011 -02, Paul Gravelle,... the municipality stating they were required to use their personal automobile and have an office -in -home for the discharge of duties. One other factor to consider would be the effect on OMERS benefits. The benefit is determined on the employee's taxable earnings. If the allowance were discontinued, taxable earnings would be higher. The increase in OMERS benefit is estimated as $133 for a Councillor to $217 for the Mayor for each year of service. I would respectfully suggest that this increased benefit would not warrant the record keeping required. A member of Council may also pay a higher amount of income tax if the actual expenses calculated is less than the amount determined as the one -third tax free allowance. As the one -third tax free allowance is considered a reasonable estimate of the expenses incident to the discharge of a Councillor's duties, we respectfully recommend the continuation of the current policy of considering one -third of the remuneration paid to elected members of Council to be expenses incident to the discharge of their duties rather than requiring each member of Council to maintain extensive records. I FINANCIAL: Increased OMERS benefits estimated at $2,600 if allowance discontinued I POLICIES /LEGISLATION: Municipal act I CONSULTATIONS: None I ATTACHMENTS: None I CONCLUSION: The one -third tax free allowance should be continued to be applied. FINANCE Report No. FI2011 -02 January 19,2011 Page 2 of 3 Page 29 of 179 4f) - Report No. F12011 -02, Paul Gravelle,... Respectfully submitted: peg,_Q 91,_,&__, Paul Gravelle Director of Finance/Treasurer SMT Approval / Comments: C.A.O. Approval / Comments: SI \ I-______. FINANCE January 19,2011 Report No. FI2011 -02 Page 3 of 3 Page 30 of 179 Report No. FI2011 -03 To: Committee of the Whole Prepared By: Paul Gravelle Meeting Date: January 19, 2011 Subject: Statement of Investment Activities Motion # Roll #: R.M.S. File #: 4g) - Report No. F12011 -03, Paul Gravelle,... REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action For Information Only x It is recommended that: 1. Report FI2011 -03 relating to investment activities to December 31, 2010 be received. BACKGROUND: The Municipal Act requires the Treasurer to report annually to Council on investment activities. ANALYSIS: Accordingly, please find attached the Statement of Investment Activities for the year ending December 31, 2010. FINANCIAL: None I POLICIES /LEGISLATION: Municipal Act FINANCE Report No. FI2011 -03 January 19, 2011 Page 1 of 2 Page 31 of 179 4g) - Report No. F12011 -03, Paul Gravelle,... CONSULTATIONS: None 1 ATTACHMENTS: Statement of Investment Activities CONCLUSION: Report F12011 -03 be received as information only. Respectfully submitted: Paul Gravelle Director of Finance/Treasurer SMT Approval / Comments: C.A.O. Approval / Comments: FINANCE January 19, 2011 Report No. FI2011 -03 Page 2 of 2 Page 32 of 179 4g) - Report No. F12011 -03, Paul Gravelle,... TOWNSHIP OF ORO - MEDONTE STATEMENT OF INVESTMENT ACTIVITIES FOR THE PERIOD OF SEPTEMBER 12, 2005 TO DECEMBER 31,2010 $500,000 GIC - Royal Bank Interest Payable @ 3.10% Purchased September 12,2005 Maturity date September 15, 2010 ($100,000 maturing annually) $100,000 GIC - Royal Bank Interest payable © 3.70% purchased October 21, 2005 Maturity date October 21, 2010 $100,000 GIC - Royal Bank Interest payable @4.25% purchased October 21,2006 Maturity date October 21, 2011 Interest Interest if Prior 01/01/2010 Earned funds left in Variance Report to bank account 31/12/2009 31/12/2010 46,500.00 48,930.40 - 2,430.40 - 4,119.09 1,688.69 18,500.00 13,246.38 5,253.62 2,886.62 2,367.00 17, 826.71 9,793.30 8,033.41 4,644.71 3,388.70 Additional interest revenue due to investment activities 10,856.63 3,412.24 7,444.39 Page 33 of 179 Report No. FI2011 -04 To: Committee of the Whole Prepared By: Paul Gravelle Meeting Date: January 19, 2011 Subject: Report on Tax Arrears Motion # Roll #: R.M.S. File #: 4h) - Report No. F12011 -04, Paul Gravelle,... It is recommended that: 1. Report FI2011 -04 be received. N/A Municipal Act Finance Report No. F12011 -04 REPORT Township of dani� Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action[ I For Information Only x I BACKGROUND: The Municipal Act requires the Treasurer to report annually to Council on the status of tax arrears. I ANALYSIS: Accordingly, please find attached a Report on Tax arrears as at December 31, 2010. I FINANCIAL: I POLICIES /LEGISLATION: January 19, 2011 Page 1 of 2 Page 34 of 179 4h) - Report No. F12011 -04, Paul Gravelle,... CONSULTATIONS: None ATTACHMENTS: Report on Tax Arrears CONCLUSION: The attached report be received as information. Respectfully submitted: Paul Gravelle Director of Finance/Treasurer SMT Approval / Comments: Finance 1 C.A.O. Approval / Comments: January 19, 2011 Report No. F12011 -04 Page 2 of 2 Page 35 of 179 4h) - Report No. F12O11 -04, Paul Gravelle,... LC) Cr) N N 0 CO C CD C n 0 CD, I"- CO r T I- r f- T 0) r 0) 00 co O f- oti I O) O ILI N Q E r Z W W N a? 11J X CO N Ln 10 O LO Ln Ln L<7 Lt) O CO N Tr N O) CO 0) CO Ln O N co 0 He T a N W O O CO CO W M J r CO I- 0 Q O) 00 r r Q e i— c`0 N N c7 0o Lo 6) F- ILI 0 111 cii c) Lo co O co N Q IY r W UJ Q W I- li Z 0 CO CO CO CO CO N 0) M r- C7 LL! O CO CO N X N 1- CO N I- T CO Liz Liz CO O CV O) CO CO Ln CD 0 M 0 0 CO CO Ln O o O I-- r- 10 r T O N Page 36 of 179 Report No. FI 2011 -005 To: Committee of the Whole Prepared By: Janice MacDonald Meeting Date: January 19, 2011 Subject: Statement of Accounts — December 31, 2010 Motion # Roll #: R.M.S. File #: 4i) - Report No. F12011 -05, Paul Gravelle,... It is recommended that: Payroll: PR00540 PR00533 REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action For Information Only[] 1. That Report No. FI 2011 -005 is received. 2. The accounts for the month of December 2010 totalling $ 6,052,962.79 are received. BACKGROUND: Following is the statement of accounts for the month of December. Batch No. Date Cheque Registers: December 12, 2010 December 18, 2010 Amount AQ00451 December 01,2010 197,680.82 AQ00452 December 02,2010 3,758.95 AQ00453 December 03, 2010 117,355.53 AC00634 December 08, 2010 4,980,274.89 AC00635 December 15, 2010 85,094.11 A000454 December 20, 2010 7,027.83 AC00636 December 22, 2010 366,149.10 AQ00455 December 23, 2010 19,122.77 128,213.27 138 841.80 $ 5,776,464.00 $ 267,055.07 FINANCE January 19, 2011 Report No. 2011 -005 Page 1 of 2 Page 37 of 179 4i) - Report No. F12011 -05, Paul Gravelle,... Credit Card Registers: AE00324 December 26, 2010 254.25 AE00325 December 26, 2010 361.49 AE00326 December 26, 2010 1,200.12 AE00327 December 26, 2010 1,959.18 AE00328 December 26, 2010 483.44 AE00329 December 26, 2010 1,284.11 AE00330 December 26, 2010 3,351.61 AE00331 December 26, 2010 549.52 ATTACHMENTS: Cheque Registers. CONCLUSION: That the accounts for the month of December are received. Respectfully submitted: FINANCE Report No. 2011 -005 Janie Donald, Accounting Clerk Total: $ 9,443.72 $ 6,052,962.79 SMT Approval / Comments: C.A.O. Approval / Comments: January 19, 2011 Page 2 of 2 Page 38 of 179 Report No. FI2011 -06 To: Committee of the Whole Prepared By: Paul Gravelle Meeting Date: January 19, 2011 Subject: Combustion Research Canada request for tax & interest relief Motion # Roll #: 43 46 010 002 06800 R.M.S. File #: 4j) - Report No. F12011 -06, Paul Gravelle,... REPORT It is recommended that: 'Mums hi p of Proud Heritage, Fxcitisrg Future RECOMMENDATION(S): Requires Action X For Information Only 1. Report F12011 -06 be received and adopted. 2. Tax adjustments pursuant to S.357 be processed for the years 2008,2009 and 2010. 3. Interest charges in the amount of $5,159.74 be reversed. 4. A vacancy rebate application for 2010 only be given consideration. 5. In the event that mutually acceptable payment arrangements can be agreed upon, By -law 2010 -167 be repealed and a revised extension agreement be entered into with the appropriate by -law being brought forward for Council's consideration. BACKGROUND: On December 15, 2010, the owners of Combustion Research Canada came before Council requesting the following: Vacancy rebates for the period of 2005 -2010 Interest relief Revised payment plan S.357 adjustment for the reclassification of industrial assessment to commercial assessment for the period of 2006 -2010 I ANALYSIS: S.357 Adjustment FINANCE Report No. FI2011 -06 Meeting Date Page 1 of 4 Page 39 of 179 4j) - Report No. F12011 -06, Paul Gravelle,... MPAC has confirmed that the area of the property previously assessed as industrial can be reclassified as commercial for 2010. S.357 adjustments can be processed for the current year and the two previous years. As such, we propose adjustments be processed for 2008, 2009 & 2010. The tax reduction would be: 2008 $5,995.85 2009 $8,989.35 2010 $8,755.15 Interest relief There is presently interest of $43,699.48 outstanding for this tax account. Interest has been applied in accordance with the stipulations of the Municipal Act. We would not recommend waiving of penalty & interest charges as this would set a precedent for other such requests. The Municipal Act stipulates that taxes must be paid on the established due dates. In the event of subsequent tax reductions due to S.357, ARB decisions etc. there is no legal requirement for the municipality to reduce interest previously applied. However, in the interest of fairness, if the above tax adjustments were processed, interest previously charged could be adjusted accordingly. The reduction in interest charges would be as follows: 2008 $2,319.91 2009 $2,198.41 2010 $ 641.42 Total $5,159.74 Please note that any reversal of interest charges is absorbed entirely by the municipality. Vacancy Rebates An owner of a commercial or industrial property can apply for a vacancy rebate for any portion of a building that was not used for a period of time during the year. The unused portion of the building must be clearly delineated or separated by physical barriers from the portion of the building that was used. For a commercial property, the rebate is 30% of the taxes assessed relating to the vacant portion of the building. FINANCE Report No. FI2011 -06 Meeting Date Page 2 of 4 Page 40 of 179 4j) - Report No. F12011 -06, Paul Gravelle,... The application for a vacancy rebate for any year must be submitted by February 28 of the following year. The owners state that they were not aware of the vacancy rebate. However, an application was submitted on February 27th, 2008 in relation to the 2007 taxation year and a rebate was subsequently processed. The owners are requesting that vacancy rebates be processed retroactively to 2005. We must respectfully recommend that this request be denied as the retroactive application of the vacancy rebate provisions of the Municipal Act would set a precedent for other such requests from other commercial and industrial landowners. The municipality has the right to conduct inspections or request documentation to validate the rebate request. It would be difficult to validate if the portion of the building was vacant five years ago. Please note that the owners have submitted an application for a vacancy rebate for 2010. This application will be processed in due course once the municipality has completed its review of the application. Payment Plan If the above tax and interest adjustments were processed, the adjusted outstanding tax & interest balance of this tax account would be $180,163.53. A tax arrears certificate was registered against the property on October 1 2009. In order for the owners to avoid tax sale proceedings, an extension agreement must be entered into whereby mutually acceptable payments are made. Such an agreement was entered into on September 22 2010 pursuant to By -law 2010 -167. That agreement stipulated monthly payments be made in the amount of $5,600. The owners are now proposing that the monthly payment be reduced to $2,500. At the present level of arrears, the minimum monthly payment that would result in a gradual reduction in the outstanding balance would be $4,200 per month. If monthly payments of $4,200 are acceptable to the owners, By -law 2010 -167 should be repealed and a revised extension agreement entered into. I FINANCIAL: A portion of the tax adjustments would be recoverable from the County and School Boards. The amount of the tax adjustments absorbed by the municipality would be $3,820.63. As stated above, the municipality would absorb all of the interest adjustment of $5,159.74. The total cost to the municipality would be $8,980.37. I POLICIES /LEGISLATION: FINANCE Report No. FI2011 -06 Meeting Date Page 3 of 4 Page 41 of 179 4j) - Report No. F12011 -06, Paul Gravelle,... Municipal Act CONSULTATIONS: Shannon Stewart, Deputy Treasurer/Tax Collector I ATTACHMENTS: None I CONCLUSION: Tax adjustments should be processed for 2008, 2009 and 2010. Interest charges be reduced as stated herein. A vacancy rebate be considered for 2010 only. By -law 2010 -167 be repealed and a revised extension agreement entered into if terms are acceptable to the municipality. Respectfully submitted: Paul Gravelle Treasurer FINANCE Report No. FI2011 -06 SMT Approval / Comments: C.A.O. Approval / Comments: Meeting Date Page 4 of 4 Page 42 of 179 Report No. CS 2011 -01 To: Committee of the Whole Prepared By: Doug Irwin Meeting Date: January 19, 2011 Subject: Remuneration Review Motion # Roll #: R.M.S. File #: 4k) - Report No. CS2011 -01, Doug Irwin, Di... REPORT Proud Heritage, Exciting Future I RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. CS2011 -01 be received and adopted. 2. And that the Clerk bring forward an update Remuneration By -law for Council's consideration that incorporates the recommendations contained in Report No. CS2011 -01. BACKGROUND: At its meeting of December 8, 2010, Council received Report No. CS2010 -029 with respect to Meeting Structure and Procedural By -law Recommendations. The report recommended altering the meeting structure of Council from 2 Committee of the Whole meetings held on the 1St and 3 Wednesday of the month, and 2 Council meetings held on the 2nd and 4th Wednesday of the month to removal of all Committee of the Whole meetings and holding 3 Council meetings a month on the 1 2 and 4th Wednesdays. The Township's current Remuneration By -law No. 2010 -081 provides per diem payments for members of Council to attend Committee of the Whole meetings. As Council will be considering an updated Procedural By -law that will remove Committee of the Whole meetings from the meeting schedule, it is necessary to review the Township's remuneration practices for members of Council. The Remuneration By -law identifies per diem rates for each half day or evening meeting and each full day meeting, and specifies when the applicable per diem is paid. Based on the Procedural By -law, a half day meeting is deemed to be 4 hours or less, while a full day meeting is deemed to be more than 4 hours. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 1 of 11 Page 43 of 179 Year COW <4 hrs COW >4 hrs Special Council <4 hrs Special Council >4 hrs Total 2006 16x$75= 4x$150= 6x$75= 0x$150= $2,250 2 $1,200 $600 $450 $0 9 2007 9 x $75 = 12 x $150 = 6 x $75 = 1 x $150 = $ 3,075 2008 $ 675 $ 1,800 $ 450 $ 150 14 2008 12x$75= 9x$150= 14x$75= 3x$150= $3,750 3 $ 900 $ 1,350 $ 1,050 $ 450 8 2009 8x$75= 13x$150= 14x$75= 2x$150= $ 3,900 Total $ 600 $ 1,950 $ 1,050 $ 300 47 4k) - Report No. CS2011 -01, Doug Irwin, Di... ANALYSIS: The following chart identifies the number and duration of meetings of Council from 2006 to 2010 inclusive. It should be noted that both 2006 and 2010 were Municipal Election Years, which resulted in the cancellation of some meetings. The following charts outline the per diem that would have been paid to each member of Council, if they attended every Committee of the Whole, Special Council, and daytime Council meeting were a per diem was payable. In 2010, Council adopted updated Procedural and Remuneration By -laws which altered the Township's previous practice of conducting a Committee of the Whole meeting immediately followed by a Special Council to ratify the decisions, in the months of July, August and December. The updated practice is to conduct a Regular Council meeting commencing at 9:00 a.m., and that remuneration be paid for the regular day meetings of Council, as defined in the Procedural By -law. Therefore, the following calculations take into consideration the regular day meetings of Council for 2010, as defined in the Procedural By -law. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 2 of 11 Page 44 of 179 COW <4 hrs COW >4 hrs Council <4 hrs Council >4 hrs Special Council <4 hrs Special Council >4 hrs Total 2006 16 4 16 2 6 0 44 2007 9 12 18 1 6 1 47 2008 12 9 16 3 14 3 57 2009 8 13 16 3 14 2 56 2010 8 6 13 7 7 2 43 Total 53 44 79 16 47 8 247 4k) - Report No. CS2011 -01, Doug Irwin, Di... ANALYSIS: The following chart identifies the number and duration of meetings of Council from 2006 to 2010 inclusive. It should be noted that both 2006 and 2010 were Municipal Election Years, which resulted in the cancellation of some meetings. The following charts outline the per diem that would have been paid to each member of Council, if they attended every Committee of the Whole, Special Council, and daytime Council meeting were a per diem was payable. In 2010, Council adopted updated Procedural and Remuneration By -laws which altered the Township's previous practice of conducting a Committee of the Whole meeting immediately followed by a Special Council to ratify the decisions, in the months of July, August and December. The updated practice is to conduct a Regular Council meeting commencing at 9:00 a.m., and that remuneration be paid for the regular day meetings of Council, as defined in the Procedural By -law. Therefore, the following calculations take into consideration the regular day meetings of Council for 2010, as defined in the Procedural By -law. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 2 of 11 Page 44 of 179 Year COW <4 hrs COW >4 hrs Council <4 hrs Council >4 hrs Special Council <4 hrs Special Council >4 hrs Total 2010 8x$75 = $ 600 6x$150= $ 900 0x$75= $ 0 3x$150= $ 450 7x$75= $ 525 2x$150= $ 300 $ 2,775 4k) - Report No. CS2011 -01, Doug Irwin, Di... Based on the above charts, the 5 year average (2006 -2010) for per diems paid for attending Committee of the Whole, Special Council meetings, and regular day meeting of Council in 2010 is $3,150 per year. Remuneration By -law No. 2010 -081 states the following: 3. Members of Council shall receive, in addition to their annual remuneration, per diem payments as follows: • $ 75.00 for each half day or evening meeting • $ 150.00 for each full day meeting 4. The per diem stipulated in Section 3 shall exclude the following: 4.1 Attendance at Regular evening meetings of Council, as defined in the Procedural By -law; 4.2 Attendance at a function for the purpose of presenting Congratulatory Certificates on behalf of the Township; and 4.3 Attendance at special functions /events where the Township has purchased a ticket for the Member, such as Awards Dinners, etc. 5. The per diem stipulated in Section 3 shall apply to the following: 5.1 Attendance at Regular day meetings of Council, as defined in the Procedural By -law, in the months of July, August and December of each year; 5.2 Attendance at Committee of the Whole meetings and Special meetings of Council, as defined in the Procedural By -law; 5.3 Attendance at Public Meetings /Public Information Sessions, as defined in the Procedural By -law, when such meetings are conducted as a separate meeting on a designated day; 5.4 Attendance at meetings of local boards, committees /technical support groups or special Ad -Hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council; 5.5 Attendance at conferences, conventions and seminars as authorized by resolution of Council; Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 3 of 11 Page 45 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... 5.6 Attendance at special meetings required for a specific purpose relative to municipal business, including interview committees, and authorized by resolution of Council; 5.7 Attendance by the Mayor, or his /her designate, at business functions as representatives of the municipality, including the Mayor in his /her capacity as ex- officio, or his /her designate, in an ex- officio capacity; 5.8 Attendance at non - committee /technical support group meetings where the Members of Council's attendance has been authorized by resolution of Council. In accordance with Section 284 of the Municipal Act, the Treasurer shall in each year on or before March 31 provide Council an itemized statement of remuneration and expenses paid in the previous year to each member of Council and each person, other than a member of Council, appointed by the municipality to serve as a member of any body, including a local board. The Treasurer's report identifies each member of Council and states their salary, meeting fees (per diems), registration fees, accommodations /meals /etc., and mileage. The meeting fees identified in these reports include all per diems paid in accordance with the Township's Remuneration By -law. The 3 year average (2007 -2009) for meeting fees, all per diems paid in accordance with the Remuneration By -law, for members of Council are as follows: • Mayor • Deputy Mayor • Councillor $ 9,825 $ 5,750 $ 6,275 In recognition of the fact that Council will be removing Committee of the Whole meetings from its meeting structure and replacing these meetings with an additional Council meeting, and that members of Council are appointed to local boards, committees /technical support groups and special Ad -Hoc committees, and that members of Council attend other meetings in conducting their duties, the following recommendations are being made with respect to the Township's remuneration practices: • That Section 4.1 of Schedule "A" to the Remuneration By -law be re- worded to read "Attendance at meetings of Council, including Special meetings, as defined in the Procedural By -law;" • That Sections 5.1 and 5.2 of Schedule "A" to the Remuneration By -law be deleted; • And that in recognition of the restructuring of the meeting schedule that will result in the removal of per diem payments to Members of Council for Committee of the Whole and Special Council meetings, that the members' annual remuneration be amended to include the 5 -year average per diem paid to Members of Council for Committee of the Whole and Special Council meetings, effective January 1, 2011, and further that the members' amended remuneration will be consistent with the Township's current Remuneration By -Law 2010 -081, which states: "2. That the annual remuneration for Members of Council shall be subject to an annual escalation factor of the lessor of: • The annual rate of inflation being the increase in the Consumer Price Index (CPI) for the prior year; or • The cost of living adjustment stipulated for the current year in the collective agreement" Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 4 of 11 Page 46 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... These recommendations will enhance the operational efficiencies and simplify the administration of the remuneration of members of Council, by establishing an annual rate for all Council meetings. Members of Council would continue to receive per diem payments for the following: • Attendance at Public Meetings /Public Information Sessions, as defined in the Procedural By -law, when such meetings are conducted as a separate meeting on a designated day; • Attendance at meetings of local boards, committees /technical support groups or special Ad -Hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council; • Attendance at conferences, conventions and seminars as authorized by resolution of Council; • Attendance at special meetings required for a specific purpose relative to municipal business, including interview committees, and authorized by resolution of Council; • Attendance by the Mayor, or his /her designate, at business functions as representatives of the municipality, including the Mayor in his /her capacity as ex- officio, or his /her designate, in an ex- officio capacity; • Attendance at non - committee /technical support group meetings where the Members of Council's attendance has been authorized by resolution of Council. I FINANCIAL: • The recommendations contained in the report identify an alternative method of payment that would maintain the existing remuneration allocations. I POLICIES /LEGISLATION: • Municipal Act, 2001, as amended • Township's Remuneration By -law I CONSULTATIONS: • Chief Administrative Officer • Human Resources Corporate Services — Clerk's Office Report No. CS2011 -01 January 19, 2011 Page 5 of 11 Page 47 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... 1 ATTACHMENTS: • Remuneration By -law No. 2010 -081 • By -law No. 2010 -116, being a By -law to amend By -law No. 2010 -081 CONCLUSION: It is recommended that the annual remuneration for Members of Council be increased effective January 1, 2011, by $3,150, to reflect the 5 year average of per diem payments for Committee of the Whole and Special Council meetings, and that the Remuneration By -law be updated to reflect that regular and special meetings of Council are excluded from a per diem payment. Respe9ful bmitted: J. Doug} in Directo Corporate Services /Clerk C.A.O. Approval / Comments: Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 6 of 11 Page 48 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... BY -LAW NO. 2010-081 AMENDED THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE A By -law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By -law Nos. 2007 -069 and 2008 -078 WHEREAS Section 283 of the Municipal Act, 2001, S.O.2001, c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the Members of Council of the municipality and of the officers and employees of the municipality; AND WHEREAS Council deems it expedient to pass a By -law to provide for the remuneration and expenses of Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; NOW THEREFORE the Council of the Township of Oro- Medonte hereby enacts as follows: 1. That Schedules "A ", "B' and "C" appended hereto from part of this By -law. 2. That By -law Nos. 2007 -069 and 2008 -078 are hereby repealed. 3. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST AND SECOND TIME THIS 12 DAY OF MAY, 2010. BY -LAW READ A THIRD TIME AND FINALLY PASSED THIS 12 DAY OF MAY, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE ayor, H.S. q ghes V., V K t <alb Dty Clerk, Janette Teeter Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 7 of 11 Page 49 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... REMUNERATION OF COUNCIL MEMBERS Schedule "A" to By -law No. 2010 -081 1. The annual remuneration for Members of Council for 2010 shall be: Mayor $ 25,182.06 Deputy Mayor $ 19,465.89 Councillors $ 14,432.17 2. That the annual remuneration for Members of Council shall be subject to an annual escalation factor of the lessor of: • The annual rate of inflation being the increase in the Consumer Price Index (CPI) for the prior year; or • The cost of living adjustment stipulated for the current year in the collective agreement 3. Members of Council shall receive, in addition to their annual remuneration, per diem payments as follows: • $ 75.00 for each half day or evening meeting • $ 150.00 for each full day meeting 4. The per diem stipulated in Section 3 shall exclude the following: 4.1 Attendance at Regular evening meetings of Council, as defined in the Procedural By -law; 4.2 Attendance at a function for the purpose of presenting Congratulatory Certificates on behalf of the Township; and 4.3 Attendance at special functions /events where the Township has purchased a ticket for the Member, such as Awards Dinners, etc. 5. The per diem stipulated in Section 3 shall apply to the following: 5.1 Attendance at Regular day meetings of Council, as defined in the Procedural By -law, in the months of July, August and December of each year; 5.2 Attendance at Committee of the Whole meetings and Special meetings of Council, as defined in the Procedural By -law; 5.3 Attendance at Public Meetings /Public Information Sessions, as defined in the Procedural By -law, when such meetings are conducted as a separate meeting on a designated day; 5.4 Attendance at meetings of local boards, committees/technical support groups or special Ad -Hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council; 5.5 Attendance at conferences, conventions and seminars as authorized by resolution of Council; 5.6 Attendance at special meetings required for a specific purpose relative to municipal business, including interview committees, and authorized by resolution of Council; 5.7 Attendance by the Mayor, or his/her designate, at business functions as representatives of the municipality, including the Mayor in his /her capacity as ex- officio, or his /her designate, in an ex- officio capacity; 5.8 Attendance at non - committee /technical support group meetings where the Members of Council's attendance has been authorized by resolution of Council. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 8 of 11 Page 50 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... Schedule "B" to By -law No. 2010 -81 REMUNERATION OF PUBLIC MEMBERS OF LOCAL BOARDS & COMMITTEES/TECHNICAL SUPPORT GROUPS 1. The Public Members of the: • Accessibility Advisory Committee • Recreation Technical Support Group shall receive per diem payments as follows: • $ 40.00 for each half day or evening meeting • $ 80.00 for each full day meeting 2. The Public Members of the Committee of Adjustment shall receive per diem payments as follows: • $ 75.00 for each half day or evening meeting • $ 150.00 for each full day meeting 3. The per diem stipulated in Sections 1 and 2 of this Schedule shall apply to the following: 3.1. Attendance at meetings of the local board or committee; 3.2. Attendance at conferences, conventions and seminars as authorized by resolution of Council; 3.3. Attendance at special meetings required for a specific purpose relative to municipal business and authorized by resolution of Council. 4. The above remuneration and per - kilometer payments shall be paid on a semi- annual basis, upon submission of a statement approved by the Treasurer. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 9 of 11 Page 51 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... 1. PER KILOMETER PAYMENTS Schedule "C" to By -law No. 2010 -081 EXPENSES FOR MEMBERS OF COUNCIL, COUNCIL'S APPOINTEES TO LOCAL BOARDS & COMMITTEES AND EMPLOYEES 1.1 The municipality shall compensate Members of Council, Council's Appointees to Local Boards & Committees/Technical Support Groups and employees at the rate of $.44 per kilometer for the use of non - township owned vehicles. 1.1.1 That the per kilometer rate will be adjusted on July each year to $0.055 below the CRA rate for Ontario for the previous year. 1.2 Members of Council shall receive a per - kilometer payment, in addition to the applicable per diem, for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 5 of Schedule "A ". 1.2.1 The Mayor, or his/her designate, and/or the appropriate Ward Councillor shall receive a per - kilometer payment for travel from their residence and back to attend a function for the purpose of presenting Congratulatory Certificates on behalf of the Township. 1.3 Members of local boards & committees /technical support groups shall receive a per - kilometer payment for travel from their residence & back to attend meetings, conferences, conventions and seminars stipulated in Section 3 of Schedule "B ". 1.4 Township employees shall receive a per - kilometer payment for each kilometer driven in a non - township owned vehicle while on Township business. 2. LUNCHEON & DINNER MEETINGS 2.1 The municipality shall be responsible for the cost of Council or Committee luncheon /dinner meetings when such meetings are called by Council or the Committee concerned. 2.2 Council members and Senior Staff shall have the discretion to invite visitors for lunch or dinner in connection with Township business and such expense shall be borne by the Township. 3. CONFERENCES, CONVENTIONS, SEMINARS AND MEETINGS 3.1 Attendance at conferences, conventions, seminars and meetings shall be pre - authorized by Council resolution or in accordance with Township policy. 3.2 The following expenses shall be paid: i) Hotel /Motel accommodation - actual cost ii) Parking - actual cost iii) Registration - actual cost iv) Meals and incidental expenses - actual cost to a maximum of 5100 /day v) The municipality will provide registration for a double room, when a spouse is attending an approved conference, convention or seminar. 4. ADVANCES 4.1 The Treasurer shall have the authority to furnish advances to meet estimated expenses for those authorized to attend conferences, conventions and seminars. 5. EXPENSE STATEMENTS 5.1 Statements for expenses shall be submitted to the Treasurer for actual cost of items in a form recommended by the Treasurer. Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 10 of 11 Page 52 of 179 4k) - Report No. CS2011 -01, Doug Irwin, Di... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2010-116 Being a By -law to amend By -law No. 2010 -081 (A By -law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees) WHEREAS, Section 283 of the Municipal Act, 5,O. 2001, c.25, as amended, provides that a Municipality may pay any part of the remuneration and expenses of the members of Council of the municipality and of the officers and employees of the municipality; AND WHEREAS Council did on May 12, 2010 pass By -law No. 2010 -081 to provide for the remuneration and expenses of Members of Council and Council's Appointees to Local Boards and Committees/ Technical Support Groups and for expenses for employees; NOW THEREFORE, the Council of the Corporation of the Township of Oro - Medonte hereby enacts as follows: 1. That Section 2 of Schedule "B° of By -law 2010 -081, be amended to add "and Compliance Audit Committee" after "Committee of Adjustment ". 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 23 DAY OF JUNE, 2010. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE C rk, J. D; 'as Irwin Corporate Services — Clerk's Office January 19, 2011 Report No. CS2011 -01 Page 11 of 11 Page 53 of 179 41) - Doug Irwin, Director of Corporate Se... Mayor, H.S. Hughes THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Clerk, J. Douglas Irwin BY -LAW NO. 2011 -11 A By -law to Govern the Proceedings of Council and Committees /Technical Support Groups of Council in the Township of Oro - Medonte and to Repeal By -law No. 2010 -080 WHEREAS Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by -law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by -law shall provide for public notice of meetings; AND WHEREAS the Township of Oro - Medonte By -law No. 2010 -080, being a by -law to govern the proceedings of Council and Committees /Technical Support Groups of Council in the Township of Oro - Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2); AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte deems it expedient to repeal By -law No. 2010 -080 so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees /Technical Support Groups of Council; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the proceedings of Council and its Committees /Technical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A ", attached hereto and forming part of this by -law. 2. That the current edition of "Robert's Rules of Order Newly Revised" shall be the basis of interpretation for questions of procedure or order not provided for in Schedule "A ". 3. That should any 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 as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by -law shall take precedence. 4. That this by -law may be cited as the "Procedural By -law ". 5. That By -law No. 2010 -080 is hereby repealed in its entirety. 6. This by -law shall take effect on the 31 day of January, 2011. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 26 DAY OF JANUARY, 2011. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Page 54 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -11 for The Corporation of the Township of Oro - Medonte INDEX 5.0 OPEN AND CLOSED MEETINGS - GENERAL 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 HEAD OF COUNCIL 6.1 Chair - Council 6.2 Duties of Chair 6.3 Vacate the Chair - Head of Council 6.4 Absence from Council Meeting 9.0 RULES OF DEBATE 9.1 Rules of Debate - Head of Council /Chair 9.2 Rules of Debate - Members 9.3 Rules of Debate - In Council /Committee 11.0 MOTIONS /RECOMMENDATIONS 11.1 Motions /Recommendations - General 11.2 Withdrawal of a Motion 11.3 Motion to Amend 11.4 Notice of Motion 11.5 Motion to Reconsider Schedule "A" to By -law No. 2011 -011 Page 2 of 23 1.0 DEFINITIONS 2.0 NOTICE OF MEETING 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of Council 3.3 Council Meetings - Special 3.4 Committees or Technical Support Groups of Council Meetings 3.5 Time Meetings to Commence 3.6 Clerk Required 3.7 Time Meetings to Adjourn 4.0 QUORUM 4.1 Quorum - Council 4.2 Quorum - Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non - Attendance - Committees or Technical Support Groups of Council 7.0 CHAIR - COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 7.1 Absence from Committee or Technical Support Group Meeting 8.0 CONDUCT 8.1 Conduct - Members of Council 8.2 Conduct - Committees or Technical Support Group Appointees 8.3 Conduct - Members of the Public 10.0 VOTING 10.1 Voting - Head of Council 10.2 Voting - Chair of Committee or Technical Support Group of Council 10.3 Voting on Questions 10.4 Failure to Vote 10.5 Appeal of Declaration of Result 10.6 Equality of Votes 10.7 Recorded Vote 10.8 Voting - Closed Session Meeting Page 55 of 179 41) - Doug Irwin, Director of Corporate Se... 12.0 AGENDA AND MINUTES 12.1 Council Agenda 12.2 Committee Agenda 12.3 Verbal Matters 12.4 Announcements 12.5 Minutes — Council and Committee 13.0 PUBLIC MEETINGS /PUBLIC INFORMATION SESSIONS 14.0 PETITIONS AND COMMUNICATIONS 15.0 DEPUTATIONS /DELEGATIONS 16.0 BY -LAWS 17.0 CONFIRMATION BY -LAW 18.0 SUSPENSION /AMENDMENT OF PROCEDURE Schedule "A" to By -law No. 2011 -011 Page 3 of 23 Page 56 of 179 41) - Doug Irwin, Director of Corporate Se... 1.0 DEFINITIONS That in this By -law: Schedule "A" to By -law No. 2011 -011 Page 4 of 23 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. 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, or a person who the Clerk has delegated authority to in accordance with Section 228(4) of the Municipal Act, 2001, as amended. f) "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. g) "Council" means the Council of The Corporation of the Township of Oro - Medonte. h) "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. i) "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. j) "Holiday" means: (i) (ii) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, any day proclaimed by the Head of the Council as a Civic Holiday. k) "Improper Language" means the use of profane, indecent or obscene language. I) "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. m) "Meeting" means any regular, special, committee or other meeting of Council, or a local board or of a committee of either of them. n) "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. o) "Notice of Motion" means an advance notice to members of a matter on which Council will be asked to take a position. Page 57 of 179 41) - Doug Irwin, Director of Corporate Se... p) q) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. "Resident" means an individual who resides or rents /owns property within the boundaries of the Township. r) "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. s) "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. t) "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, whenever possible, 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 Schedule "A" to By -law No. 2011 -011 Page 5 of 23 a) The Inaugural Meeting of Council shall take place at 7:00 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. 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, or portion thereof. 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for the Council of The Corporation of the Township of Oro - Medonte shall be: a) Council Meetings on the first, second and fourth Wednesday of each month (except January, July August and December — as defined further in this section). Page 58 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 6 of 23 b) The public session meeting on the first Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. c) The public session meetings on the second and fourth Wednesdays of the month will commence at 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. d) 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 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. e) 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 with the public session commencing at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. f) During the month of December, meetings shall be held as follows: i) The public session meeting on the first Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. Page 59 of 179 41) - Doug Irwin, Director of Corporate Se... g) Schedule "A" to By -law No. 2011 -011 Page 7 of 23 ii) The public session meeting on the second Wednesday of the month will commence at 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. iii) On the third Wednesday to be held at 7:00 p.m. which shall be dedicated to Recognition. iv) There shall be no meeting the fourth Wednesday of the month. Meetings of 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. h) In the event that the day scheduled for a regular Council meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1 day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council 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) The Clerk, in consultation with the Mayor, may summon a Special Meeting of the Council in circumstances where Council needs to make decisions and actions need to be taken before the next regularly scheduled meeting. c) 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. d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or agenda. e) 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 Committees or Technical Support Groups of Council Meetings 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. b) All members of such Committees /Technical Support Groups shall be residents within the municipality. Page 60 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 8 of 23 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. e) 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 unless Council has enacted a Committee/Technical Support Group specific procedural by -law. f) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. g) In the event that the day scheduled for a regular Committee meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Committee shall meet at the same hour on the 1 day thereafter, unless otherwise provided by resolution. 3.5 Time Meetings to Commence As soon after the hour fixed for the Council 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. 3.6 Clerk Required No meeting of Council or Committee /Technical Support Groups, including any Closed Session, shall be held in the absence of the Clerk or his /her designate. 3.7 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. c) Special Council Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by resolution of the majority of the Members present. d) Notwithstanding Sections 3.7 a) and b), a meeting lasting 4 hours or less shall be deemed to be a "half day" in accordance with the Township's Remuneration By -Law. 4.0 QUORUM 4.1 Quorum — Council 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. Page 61 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 9 of 23 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. 4.4 Non - Attendance — Committees or Technical Support Groups of Council 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 of a Committee or Technical Support Group are required to 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 of Council 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 of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality (may be cited as "security of municipal property "); ii) personal matters about an identifiable individual, including municipal employees (may be cited as "personal matters about an identifiable individual "); iii) the proposed or pending acquisition /disposition of land by the municipality (may be cited as "acquisition /disposition of land "); iv) labour relations or employee negotiations (may be cited as "labour relations /employee negotiations "); v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited as "litigation affecting the municipality "); Page 62 of 179 41) - Doug Irwin, Director of Corporate Se... g) Schedule "A" to By -law No. 2011 -011 Page 10 of 23 vi) advice that is subject to solicitor - client privilege, including communications necessary for that purpose (may be cited as "solicitor- client privilege "); vii) a matter in respect of which a council, committee or other body may hold a closed meeting under another Act; viii) the consideration of a request under the Municipal Freedom of Information and Protection to Privacy Act, if the Council is designated as the head of the institution for the purposes of the Act; ix) the education or training of the members; provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision making of the Council or committee (may be cited as "education or training of members "). 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 sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. c) All members shall ensure that all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential, and that all materials distributed to members during a Closed Session are required to be returned to the Clerk, at the conclusion of the matter, for destruction. 6.0 HEAD OF COUNCIL 6.1 Chair — Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair shall preserve order and decorum, decide questions of order (subject to an appeal to the Council /Committee by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable to the case, if called upon to do so. b) To open the meeting of Council /Committee by taking the chair and calling the Members to order. c) To announce the business before the Council /Committee in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members of Council. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the resu Its. f) To decline to put to vote motions which infringe on the rules of procedure. To restrain the Members, within the rules of order, when engaged in debate. Page 63 of 179 41) - Doug Irwin, Director of Corporate Se... h) To enforce, on all occasions, the conduct of the Members. i) To expel any person for improper conduct. Schedule "A" to By -law No. 2011 -011 Page 11 of 23 j) To call by name any Member persisting in breach of the rules of order of the Council /Committee, thereby ordering him /her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Council /Committee. I) To authenticate, by his /her signature when necessary, all by -laws (if applicable), resolutions and minutes of the Council /Committee. m) To represent and support the Council /Committee, declaring its decision in all things. n) To ensure that the decisions of Council /Committee are in conformity with the laws and by -laws governing activities of the Council /Committee. o) To adjourn the meeting when the business is concluded. p) To adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber, or designated meeting place. 6.3 Vacate the Chair — Head of Council a) If the Head of Council desires to introduce a motion or by -law, he /she shall leave the chair for that purpose only, and shall call on another Member of Council to fill his /her place until he /she resumes the chair. 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 Chair 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 — COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chair of a Committee or Technical Support Group of Council shall be appointed by Council, with the exception of Committee of Adjustment who shall appoint their Chair from amongst its members. Page 64 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 12 of 23 7.1 Absence from Committee or Technical Support Group Meeting a) In the absence of the Chair and quorum is present, the Clerk shall call the members to order and 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/Technical Support Group may appoint another member of the Committee to act as the Chair while he /she is temporarily absent from the meeting. 8.0 CONDUCT 8.1 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. f) not walk across or out of the Chamber /designated meeting place 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) Where a member of Council has exhibited conduct, outside of the Council Chambers, that is unbecoming of a Council member, Council may impose sanctions and /or reprimands on that member of Council, in its sole discretion, by a majority of members present. i) 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. j) convey the position of Council once a question has been decided, including when a member had a minority opinion, while demonstrating respect for democracy. k) adhere to a dress code for Council Meetings as agreed to by the current term of Council. Page 65 of 179 41) - Doug Irwin, Director of Corporate Se... Statement Schedule "A" to By -law No. 2011 -011 Page 13 of 23 8.2 Conduct — Committees or Technical Support Group Appointees 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: i) Promote the general goals, objectives and policies of the Township. ii) Convey the position of the Committee /Technical Support Group, and Council once a question has been decided, including when a member had a minority opinion, while demonstrating respect for democracy. iii) 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 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 66 of 179 41) - Doug Irwin, Director of Corporate Se... 8.3 Conduct — Members of the Public Schedule "A" to By -law No. 2011 -011 Page 14 of 23 Members of the public shall 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. 9.0 RULES OF DEBATE 9.1 Rules of Debate — Head of Council /Chair In directing the course of debate, the Head of Council /Chair 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. 9.2 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 /Committee or any member thereof, employees of the Township or citizens of the Township. c) speak beside the question in debate. d) speak against any decision of Council /Committee 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. e) disobey the rules of Council /Committee or a decision of the Head of Council /Chair. 9.3 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. d) No member shall speak more than once, except as outlined in Section 9.3 e), until every member who desires to speak has spoken. Page 67 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 15 of 23 e) 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. 10.0 VOTING (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. f) The Mayor /Head of Council or Chair may take part in any debate without leaving the Chair. 10.1 Voting — Head of Council Notwithstanding Section 10.3 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. 10.2 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. 10.3 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 a majority of votes of the quorum present in order to be valid and binding on Council /Committee. 10.4 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. Page 68 of 179 41) - Doug Irwin, Director of Corporate Se... 10.5 Appeal of Declaration of Result 10.6 Equality of Votes Schedule "A" to By -law No. 2011 -011 Page 16 of 23 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 10.7 of this By -law. Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 10.7 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. 10.8 Voting — Closed Session Meeting a) Subject to Section 10.3, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 10.3, a meeting may be closed to the public during the taking of a vote where: i) 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. 11.0 MOTIONS /RECOMMENDATIONS 11.1 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. Page 69 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 17 of 23 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 to defer shall not be considered until every member who desires to speak has spoken. 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) A member shall speak to a motion in accordance with Section 9.3 — Rules of Debate — In Council /Committee. 11.2 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 /Committee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 11.3 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) 11.4 Notice of Motion may propose a separate and distinct disposition of a question. a) A motion to rescind or 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 11.4 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. Page 70 of 179 41) - Doug Irwin, Director of Corporate Se... 11.5 Motion to Reconsider After any question has been decided, the following shall prevail: Schedule "A" to By -law No. 2011 -011 Page 18 of 23 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 more than once, and may only be reconsidered if action has not yet been taken. 12.0 AGENDA AND MINUTES 12.1 Council Agenda a) 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. 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. 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 12.1 c), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council's consideration. Page 71 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 19 of 23 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. The business of Council shall be taken up in the following order: 12.2 Committee Agenda Order of the Day 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.Questions from the Public Clarifying an Agenda Item 17.Closed Session Items (Unfinished Items) 18.Confirmation By -law 19.Adjournment 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 12.2c), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. Page 72 of 179 41) - Doug Irwin, Director of Corporate Se... 12.3 Verbal Matters Schedule "A" to By -law No. 2011 -011 Page 20 of 23 a) 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 of Council /Committee or staff member, 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. b) Such written record shall be included in the agenda package for all open session matters. c) For closed session matters, such record shall be retained by the Clerk's office, in a secure manner. 12.4 Announcements a) Announcements of Interest to the Public are to be provided to the Clerk's office by 4:30 p.m. on the Wednesday of the week before the meeting. b) Upon receipt of the aforementioned 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. 12.5 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. 13.0 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 73 of 179 41) - Doug Irwin, Director of Corporate Se... 14.0 PETITIONS AND COMMUNICATIONS a) Every communication, including a petition designed to be presented to the Council /Committee 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 and shall become part of the public record of the meeting at which it is received. b) Petitions designed to be presented to the Council /Committee 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 agenda for disposition, at the Clerk's discretion, in consultation with the Mayor /Head of Council or Chair 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 /Committee consideration, after the aforementioned deadline. 15.0 DEPUTATIONS /DELEGATIONS Schedule "A" to By -law No. 2011 -011 Page 21 of 23 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 15 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. Page 74 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 22 of 23 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. I) 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; ii) 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. 16.0 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. f) If Council so determines, a by -law may be taken as read. g) The Clerk shall set out on all by -laws enacted by Council the date of the several readings thereof. Page 75 of 179 41) - Doug Irwin, Director of Corporate Se... Schedule "A" to By -law No. 2011 -011 Page 23 of 23 h) 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. i) 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. 17.0 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. 18.0 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 76 of 179 5a) - Andria Leigh, Director of Developmen... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2011 -013 Being a By -law to Govern the Proceedings of the Committee of Adjustment in the Township of Oro - Medonte. WHEREAS Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that every municipality and local board shall pass a procedure by -law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that the procedure by -law shall provide for public notice of meetings; AND WHEREAS pursuant to subsection 54(2) of the Planning Act, R.S.O., 1990, c.P. 13, as amended, the authority for the giving of consents as defined in Section 50 of the Act may be delegated by the Council to a Committee of Adjustment; AND WHEREAS pursuant to subsection 54(2.1) of the Planning Act, R.S.O. 1990, c.P. 13, as amended, the delegation of authority for the giving of consents is deemed to include authority to give approvals under subsection 50(18) and to issue certificates of validation under section 57 of the Act; AND WHEREAS Section 45 of the Planning Act, R.S.O. 1990, c.P. 13, as amended, establishes the authority of the Committee of Adjustment to authorize Minor Variances from a by -law in effect under Section 34 and passed under Section 38; AND WHEREAS pursuant to subsection 54(7) of the Planning Act, R.S.O. 1990, c.P. 13, as amended, a delegation of authority made by the Council may be subject to such conditions as the Council by by -law provides; AND WHEREAS the Council of the Township of Oro - Medonte has adopted a By- law to Constitute a Committee of Adjustment. AND WHEREAS the Council of the Township of Oro - Medonte has adopted a By- law to Govern the Proceedings of Council and Committees /Technical Support Groups of Council in the Township of Oro - Medonte under the authority of the Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 238(2); AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte deems it expedient to reflect the current practices, procedures, and statutory requirements of Council and Committees of Council; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the proceedings of the Committee of Adjustment, the conduct of Members, and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A ", attached hereto and forming part of this by -law. 2. That the current edition of "Robert's Rules of Order Newly Revised" shall be the basis of interpretation for questions of procedure or order not provided for in Schedule "A ". Page 77 of 179 5a) - Andria Leigh, Director of Developmen... 3. That should any 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 as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by -law shall take precedence. 4. That this by -law may be cited as the "Committee of Adjustment Procedural By -law ". 5. And that this By -law shall take force and effect upon final passage hereof. READ A FIRST, SECOND AND THIRD TIME THIS 26th DAY OF JANUARY, 2011 THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor Harry Hughes Clerk Douglas J. Irwin Page 78 of 179 5a) - Andria Leigh, Director of Developmen... 13.0 PUBLIC MEETINGS Schedule "A" to By -law No. 2011 -013 1.0 DEFINITIONS 2.0 NOTICE OF MEETINGS 3.0 CALLING, PLACE AND TIME OF MEETINGS 4.0 CANCELLATION OF MEETINGS 5.0 QUORUM 6.0 CHAIR OF COMMITTEE 6.1 Duties of the Chair 7.0 CONDUCT 7.1 Conduct - Members During Meeting 7.2 Conduct - Public During Meeting 8.0 MEETING PROCEDURES INDEX 9.0 RULES OF DEBATE 9.1 Rules of Debate - Chair 9.2 Rules of Debate - Members 9.3 Rules of Debate - In Committee 10.0 VOTING 10.1 Voting - Chair 10.2 Voting on Questions 10.3 Failure to Vote 10.4 Equality of Votes 10.5 Recorded Vote 11.0 MOTIONS /RECOMMENDATIONS 11.1 Motions /Recommendations - General 11.2 Withdrawal of a Motion 11.3 Motion to Amend 11.4 Notice of Motion 12.0 AGENDA AND MINUTES 12.1 Agenda 12.2 Minutes 14.0 PETITIONS AND COMMUNICATIONS Page 79 of 179 5a) - Andria Leigh, Director of Developmen... 1.0 DEFINITIONS: Schedule "A" to By -law No. 2011 -013 a) "Chair" means the Chair of the Committee of Adjustment, The Corporation of the Township of Oro - Medonte appointed by Members of the Committee at the first meeting of the calendar year, and presides over a meeting of the Committee. b) "Committee" means a group of individuals appointed by Council of The Corporation of the Township of Oro - Medonte to the Committee of Adjustment of the Township of Oro - Medonte pursuant to the provisions of the Planning Act, R.S.O., 1990, c.P.13, as amended, , R.S.O. 1990, c.P.13, as amended. c) "Committee Coordinator" means the Committee Coordinator of the Township of Oro - Medonte and /or his /her designate acting in their capacity. d) "Deputy Secretary- Treasurer" means such other person appointed by the Members of the Committee, as required, to be responsible for the duties of the Secretary- Treasurer in the event of his /her absence. e) "Meeting" means any regular, special, or other meeting of the Committee. f) "Member" means a Member appointed by the Council of the Township to the Committee. In accordance with Township policy, all members of the Committee shall be, and must remain for the duration of their term of office, a qualified resident in the Township of Oro - Medonte. g) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. h) "Secretary- Treasurer" means the Secretary- Treasurer of the Committee appointed by the Members. i) "Township" means The Corporation of the Township of Oro - Medonte. j) "Vice Chair" means a Vice -Chair elected by the Members of the Committee to Chair Committee meetings in the absence of the Committee Chair (selected by Members of the Committee at the first meeting of the calendar year and presides over a meeting of the Committee in the absence of the Chair). 2.0 NOTICE OF MEETINGS a) Notice of Application to be considered at a meeting shall be given in a manner that the Committee deems appropriate, in accordance with the provisions of the Planning Act, R.S.O., 1990, c.P.13, as amended, and any regulations passed thereunder. b) Notice of Application procedures with respect to applications for validation of title, power of sale and foreclosure and for change to conditions shall be the same as the procedures for consent applications in accordance with the provisions of the Planning Act, R.S.O., 1990, c.P.13, as amended, and any regulations passed thereunder. c) The Committee Coordinator shall ensure that the agenda for each regular meeting of the Committee shall be posted to the Township website on the morning of the first business day of the week of the meeting. d) The Secretary- Treasurer, or designate, shall provide notice of cancellation to the Committee, Staff, and all other interested parties a minimum of one and a half (1.5) hours in advance of any meeting, in the case of severe inclement weather. Page 80 of 179 5a) - Andria Leigh, Director of Developmen... Schedule "A" to By -law No. 2011 -013 3.0 CALLING, PLACE, AND TIME OF MEETINGS a) All meetings of the Committee shall be called by the Secretary- Treasurer, or designate, in consultation with the Chair, or designate. b) The regular schedule of meetings for the Committee shall be on the third Thursday of each month commencing at 10:00 a.m. or on such other day and /or time as may be determined from time to time. c) Meetings of the Committee shall be held at the Township of Oro - Medonte Administration Building located at 148 Line 7 South, Oro, Ontario, or any other location within the Municipality otherwise designated from time to time for such purposes. The room shall be identified on the Notice of an Application that is circulated by the Secretary- Treasurer. 4.0 CANCELLATION OF MEETINGS a) The Secretary- Treasurer, or designate, may cancel or reschedule a meeting as deemed necessary and will advise the Chair, or designate, and Committee Members accordingly and shall post notice of the cancellation and rescheduling on the Township's website. 5.0 QUORUM a) Three (3) Members of the Committee shall constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Committee Coordinator, or designate, 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. c) The seat of a Member 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. d) Members of the Committee are required to inform the Secretary- Treasurer of any anticipated absences from upcoming meetings. 6.0 CHAIR OF COMMITTEE a) The Chair of the Committee shall be appointed from amongst the Members of the Committee on an annual basis. b) A Vice Chair shall be appointed annually, at the same time as the appointment of the Chair. c) The Chair shall be counted in determining quorum and shall be entitled to allthe rights of a Member on the Committee, including voting. d) Where the Chair is absent, through illness, or otherwise, the Vice Chair shall preside over the meeting. Page 81 of 179 5a) - Andria Leigh, Director of Developmen... Schedule "A" to By -law No. 2011 -013 6.1 Duties of the Chair The Chair is responsible: a) To preserve order and decorum, decide questions or order and, without unnecessary comment cite the rule of authority commonly accepted (under parliamentary procedures), applicable to the case, if called upon to do so. b) To open the meeting of the Committee by taking the chair and calling the Members to order. c) To announce the business before the Committee in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members, within the rules of order, when engaged in debate. h) To enforce, on all occasions, the conduct of the Members. i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Committee, thereby ordering him /her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Committee. I) To authenticate, by his /her signature when necessary, all minutes, motions and decisions of the Committee. m) To ensure that the decisions of Committee are in conformity with the laws and by -laws governing activities of the Committee. n) To adjourn the meeting when the business is concluded. o) To adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber, or designated meeting place. 7.0 CONDUCT 7.1 Conduct — Members During Meeting Members of Council shall: a) Not disturb another, or the Committee itself, by any disorderly deportment disconcerting to any Member speaking. b) Not resist the rules of Committee or disobey the decision of the 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 Chair to vacate after committing a breach of any rule of order of the Committee, without making apology and the consent of the Committee expressed by a majority vote of the other Members present, determined without debate. Page 82 of 179 5a) - Andria Leigh, Director of Developmen... Schedule "A" to By -law No. 2011 -013 Not leave his /her place on adjournment until the Chair leaves his /her chair. Not speak until he /she has addressed himself /herself to the Chair. Not walk across or out of the Council Chamber, or designated meeting place, or make any noise or disturbance when the Chair is putting a question and shall occupy his /her seat while a vote is being taken and until the result thereof is declared. Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. 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 the Committee once a question has been decided, including when a Member had a minority opinion, while demonstrating respect for democracy. Adhere to a dress code for Committee meetings as agreed to by the current Committee. 7.2 Conduct — Public During Meeting All Members of the public shall: a) Respect the decorum of the Committee and shall refrain from public outbursts, shouting, or behaviour intended to disrupt the debate, discussion and /or general proceedings of the Committee. The Chair may request that a member(s) of the public vacate the meeting room if their behaviour is deemed to be disruptive to the business at hand. The Chair may unilaterally suspend the meeting until order is restored in the meeting room. 8.0 MEETING PROCEDURES a) The meeting of the Committee shall be called to order by the Chair of the Meeting or the Secretary- Treasurer. The normal hour for the onset of the meeting is 10:00 a.m. and the meeting will continue until a motion is passed to adjourn the meeting. Variations to this time can be amended by the Committee with a majority vote of those present. b) The Chair shall ask the Members to disclose any pecuniary interest they may have in applications before the Committee, and the provisions of the Municipal Conflict of Interest Act, R.S.O. 1990, Chapter M.50, as amended, shall apply. c) All meetings shall be open to the public and no person shall be excluded therefrom except for improper conduct, except as indicated in part (d) hereunder. d) All deliberations of the Committee shall be in open session and Members of the public, including the applicant, authorized agent, applicant's representative and any respondents may be present during any such deliberations, with the exception of those items which may be discussed in closed session in accordance with Section 239 of the Municipal Act, 2001, S.O. 2001, c.25, as amended. e) The Chair and /or the Secretary- Treasurer shall call for any requests for deferral of an application or for any request for withdrawal of an application. A request for deferral of an application to a later meeting date must be for reasonable cause and shall indicate any other requirements or conditions for deferral, such as re- notification, amendment or additional required information. f) The Chair, or designate, shall call each application in the order determined by the agenda. Page 83 of 179 5a) - Andria Leigh, Director of Developmen... Schedule "A" to By -law No. 2011 -013 g) The Secretary- Treasurer, or designate, shall provide a brief overview of the basis of the application. h) The Chair of the meeting shall ask the applicant, authorized agent or the applicant's representative to introduce themselves and present the application. i) Committee Members may ask questions of the applicant, authorized agent or applicant's representative during and after the presentation. j) The Chair of the meeting shall ask the Secretary- Treasurer or Deputy Secretary- Treasurer to read all comments received from agencies, residents and others who responded to the circulation of the Notice of an Application. k) The Chair of the meeting shall invite anyone else having interest(s) /concern(s) with respect to application(s) to come forward and advise the Committee of their position(s). The Members, through the Chair, may ask questions of those parties expressing interest(s) /concern(s). I) The Members shall provide the applicant, authorized agent or the applicant's representative the opportunity to respond to any comments received from commenting agencies or interested parties. m) After having considered the issues raised by the applicant, authorized agent, applicant's representative, any respondents and hearing the evidence at the meeting by the Committee, the Chair of the meeting shall ask the Members for a motion with respect to the disposition of the application. The Chair of the meeting, upon receipt of a motion from a Member, shall ask for a seconder to the motion. The Chair of the meeting shall call for a vote by the Members on the motion and the Chair shall announce whether the motion is carried or defeated. A defeated motion is not a decision. A new motion should then be presented until a motion is carried by a majority of the Members present. The Chair shall announce at the meeting, the decision of the Committee. n) Members may ask the Secretary- Treasurer for any assistance they require. o) Members concurring with the decision of the Committee shall sign the decision of the meeting. p) Pursuant to subsection 51.1(1) of the Planning Act, R.S.O., 1990, c.P.13, as amended, where the Committee may impose such conditions as in the Committee's opinion are reasonable, the Committee may require the payment of cash -in -lieu of the conveyance of land for park or other recreational purposes, as set out in the policies of the Township. q) The cash -in -lieu of a conveyance of land for park or other recreational purposes shall be received, pursuant to the previous section to fulfill conditions on the notice of decision of the Committee, shall be collected by the Secretary- Treasurer of the Committee and provided to the Township Treasurer. r) The resolutions, of the Committee shall be those passed at a meeting of the Committee where no quorum is present. 9.0 RULES OF DEBATE 9.1 Rules of Debate — Chair In directing the course of debate, the Chair shall: a) Designate the Member who has the floor when Members raise his /her hand to speak. b) Preserve order and decide questions of order. Page 84 of 179 5a) - Andria Leigh, Director of Developmen... 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. 9.2 Rules of Debate - Members Schedule "A" to By -law No. 2011 -013 In addressing the 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, the Legislative Assembly of Ontario or the Council of the Township of Oro - Medonte. b) Use offensive, insulting or improper language in or against the Committee or any Member thereof, employees of the Township or citizens of the Township. c) Speak beside the question in debate. d) Speak against any decision of the Committee 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. e) Disobey the rules of the Committee or a decision of the Chair. 9.3 Rules of Debate — In Committee a) Every Member when speaking to any question or motion shall respectfully address the 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. d) No Member shall speak to the same question for longer than 2 (two) minutes. With the leave of the 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. 10.0 VOTING 10.1 Voting — Chair a) Notwithstanding Section 10.2 c), the Chair (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 10.2 Voting on Questions a) When the 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 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 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 Committee, when a question is put, shall vote thereon, unless he /she has declared any pecuniary interest, direct or indirect in the question. Page 85 of 179 5a) - Andria Leigh, Director of Developmen... d) The manner of determining the decision of the Committee on a motion shall be by a "show of hands ". e) Any motion shall a majority of votes of the quorum present. 10.3 Failure to Vote a) Failure to vote by any Member present, except when a Member has declared a pecuniary interest, shall be taken as a negative vote. 10.4 Equality of Votes a) Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 10.5 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 Chair, immediately following the request for a recorded vote, will put the question again. c) All Members present at the Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the member who has requested the recorded vote. The Committee Coordinator shall call each Member individually, record the Member's vote, and report the result of the vote to the Chair. d) The Chair shall vote last. 11.0 MOTIONS /RECOMMENDATIONS Schedule "A" to By - law No. 2011 - 013 11.1 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 Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the 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 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 the Committee shall not be in order. f) A Member shall speak to a motion in accordance with Rules of Debate — In Committee. 11.2 Withdrawal of a Motion a) After a motion has been received and /or read by the Chair, it shall be deemed to be in the possession of the Committee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting Page 86 of 179 5a) - Andria Leigh, Director of Developmen... thereon. Schedule "A" to By -law No. 2011 -013 11.3 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 the 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. 11.4 Notice of Motion a) A motion to rescind or 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 11.4 (b). b) Notice of motion requires the Member to provide, at a minimum, a brief verbal explanation of the matter and to provide the Chair with a written motion at a regularly scheduled meeting of the Committee. Such motion shall be provided to Members in an agenda for consideration at its next regularly scheduled meeting. 12.0 AGENDA AND MINUTES 12.1 Agenda a) The Committee Coordinator, or designate, shall forward all agendas to each Member for regular meetings of the Committee a minimum of 48 hours in advance of such meetings. b) The Order of the Day shall have preference during the Committee meeting: Order of the Day 1. Opening of Meeting 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Adoption of Minutes 5. Public Meetings 6. New Business 7. Notice of Motion 8. Next Meeting Date 9. Adjournment 12.2 Minutes The minutes of meetings of the 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) All resolutions /recommendations, decisions and proceedings of the meeting. 13.0 PUBLIC MEETINGS a) Public Meetings required for an application, in accordance with the Planning Page 87 of 179 5a) - Andria Leigh, Director of Developmen... Schedule "A" to By -law No. 2011 -013 Act, R.S.O., 1990, c.P.13, as amended, shall be conducted during a scheduled meeting of the Committee. b) All Public Meetings shall be digitally recorded, and such recording shall be available to the public through the Township website. 14.0 PETITIONS AND COMMUNICATIONS a) Communication(s), including a petition(s) designed to be presented to the Committee and filed with the Secretary- Treasurer, 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 and shall become part of the public record of the meeting at which it is received. b) Petitions designed to be presented to the Committee and filed with the Secretary- Treasurer, 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) Communication(s) or petition(s), to be printed on an agenda, shall be delivered to the Secretary- Treasurer no later than 4:30 p.m. on the Wednesday of the week prior to meeting. If, in the Secretary- Treasurer's opinion, the communication /petition is of a time sensitive nature, the Secretary- Treasurer may bring forward such communication /petition for the Committee's consideration, after the aforementioned deadline. Page 88 of 179 5b) - Andria Leigh, Director of Developmen... January 19, 2011 Simcoe County District School Board 1170 Highway 26 West Midhurst, ON L0L 1X0 Attn: Superintendent Stephen Blake, ARC Chair RE: Pupil Accommodation Review for Accommodation Review Area 2010:02 Dear ARC Members: The Township of Oro - Medonte is a primarily rural municipality which is centrally located between the Cities of Barrie and Orillia and relies on these surrounding urban municipalities for the provision of secondary school facilities. Currently our residents whose children attend elementary school at W.R. Best, Guthrie, or Shanty Bay Public Schools feed into Eastview Secondary School for their public secondary school education. As a result of the pupil accommodation review for the Barrie Secondary schools, one of the proposed recommendations coming from staff is consideration of a future rural attendance area review of the communities north and west of Barrie. The current staff recommendations have included the re- allocation of the Oro - Medonte students to the Orillia or Elmvale /Midland Secondary Schools, which have previous review processes completed. The current ARC process is being completed and recommendations evaluated solely on the basis of the secondary schools assessment without consideration of the implications on the future rural attendance area reviews and without input now from our residents regarding these implications. Oro - Medonte residents and students will be impacted by today's decisions; however at the time they will be asked for input regarding the rural attendance review the secondary school decisions will have already been determined and therefore their options would be restricted. Options at that time for these rural students to continue to attend Barrie secondary school will no longer be viable. Instead these students will in most cases be required to: 1. Extend their school day requiring longer bus rides to attend secondary schools in Orillia, Elmvale, or Midland; 2. No longer be able to participate in extracurricular activities due to extended busing schedules and the inability of parents to pick up students from schools in communities where they don't work; 3. No longer be able to maintain their after school jobs which would require parents to drive to outlying communities to pick up their children once school and work days were completed, and Page 89 of 179 5b) - Andria Leigh, Director of Developmen... 4. No longer be able to obtain the specialized education programs offered to them through Eastview and not available through Orillia, Elmvale /Midland secondary schools. The ARC Barrie Secondary School decision has implications beyond those currently being considered by the ARC members; and the Township would request the members to consider those future implications on our residents and students before a final recommendation is determined for the Barrie Secondary schools accommodation review. Without consideration of these future implications now, many residents have indicated their desire to review alternate accommodation for their children at the separate secondary schools within the Barrie community to ensure the implications noted above regarding activities and employment are not realized. The Township of Oro - Medonte is requesting the Committee to consider all current and future implications before making their recommendations contained in the Accommodation Review Area for the Barrie Secondary Schools. The implications to the Township of Oro - Medonte and its residents need to be considered at this time and not solely as part of a future Attendance Area review for the rural feeder schools for Eastview Secondary School. The implications of such a review may direct our residents to consider alternate options for schooling for their children. The Township of Oro - Medonte would respectfully request the ARC members to consider the future implications to our residents and students before a decision is made regarding the Barrie Secondary Schools. Sincerely, Mayor Harry Hughes cc. Gail O'Brien, ARC member Page 90 of 179 7a) - Correspondence dated November 29, 20... November 29, 2010 Memo To Oro - Medonte Council The results are as follows: RECEIVED DEC -6 7010 O RO - MEDONTE TOWNS Following the formal request by the Horseshoe Valley Property Owners Association to change the name of the 4 th Line Park to "Horseshoe Valley Memorial Park" we were asked by Mayor Hughes to undertake community consultation about the proposed name change. • 86 HVPOA members /families responded or 20 % of our membership. • 74 or 86% responded "yes" to the name change. • 12 or 14% responded "no" to the name change. We had a number of very positive comments about the proposed name e.g. "definitely Yes ", "it seems entirely appropriate" There were a few added suggestions made by the community and these are: • A plaque should commemorate those remembered. • Others wanted the opportunity opened up so that residents or family members might be recognized by a commemorative bench or tree. Subject to Council's approval and the completion of the current phase of the park, we would like to discuss how we might celebrate this important addition to our community. On behalf of the HVPOA, Terry Ruffell, President HVPOA CC Shawn Binns , Oro - Medonte Township HVPOA Board Page 91 of 179 7a) - Correspondence dated November 29, 20... Council Minutes — Wednesday, November 10, 2010 12. COMMUNICATIONS: a) Correspondence dated November 2, 2010 from Terry Ruffell, President HVPOA, re: Re- naming of 4th Line Park. Motion No. C101110 -18 Moved by Hough, Seconded by Allison Be it resolved that the correspondence dated November 2, 2010 from Terry Ruffell, President HVPOA, re: Re- naming of 4th Line Park be deferred pending receipt of additional information from HVPOA. 13. NOTICE OF MOTIONS: None. 14. CLOSED SESSION I MS: • a) Motion to go In Move M • Motion No. 01110 -19 e it resolved that we do no • acquisition /dispositio • litigation affecting • personal matte Motion • C101110-20 ed by Coutanche, Second Be it resolved that we d osed Session / Motion to se and Report • y Crawford, Seconded by gnew go in Closed Session at 8: f land; e municipality; and about an identifiable indiv' a by Allison ow Rise and Report at 9: .m. to discuss Carried. Carried. Carried. Page 10 of 17 Page 92 of 179 7a) - Correspondence dated November 29, 20... November 2, 2010 Oro- Medonte Township Council 148 Line 7s Box 100 Oro, On LOL 2X0 Dear Council Members: On behalf of the Board of Directors of the Horseshoe Valley Property Owners Association [ HVPOA], we are formally requesting that the name of the "4` Line Park" be changed to "Horseshoe Valley Memorial Park ". This motion was unanimously passed at a recent Board meeting August 4 2010. We feel this name change reflects the respect paid to Pte. Kevin McKay and Ian Beard who both have sites and placques honouring their names at the park. We also feel that the community would welcome the opportunity to dedicate benches and /or trees to recognize family members or residents in the Horseshoe Valley Memorial Park. We have all worked hard to see the park grow and the HVPOA Board feels its time to have a proper name to reflect the importance and respect for members of our community. Terry Ruffell President HVPOA Page 93 of 179 Report No. RC2011 -01 To: Committee of the Whole Prepared By: Justin Hodgkinson Meeting Date: January 19, 2011 Subject: Afterschool Program Motion # Roll #: R.M.S. File #: 7b) - Report No. RC2011 -01, Shawn Binns, D... REPORT Proud Heritage, Exciting Future 1 RECOMMENDATION(S): Requires Action For Information Only It is recommended: 1. That Report RC2011 -01 be received and adopted. 2. That Council give consideration to funding the afterschool program for an additional 20 weeks. 3. The Hawkestone and Area Community Association be notified of Council's decision. BACKGROUND: In the spring of 2010, incidents of vandalism occurred in the Hawkestone community. In response to the issue, a task force was created and the Township facilitated a meeting with several youth to brainstorm ideas of how to engage children and youth in the Hawkestone in a positive fashion. One of the recommendations that came out the meeting was to create an afterschool club to provide youth a positive alternative. In October the Hawkestone and Area Community Association (HAACA), approached the Township proposing that a children's afterschool program be considered and run in the Hawkestone community. This request aligned with the earlier findings from the initial meeting conducted in the spring. The concept was to run a drop in program twice weekly, free of charge to participants, out of the Hawkestone Community Hall in partnership with HAACA. The program was proposed in order to provide a constructive outlet for children aged (6 -12) afterschool with an emphasis on social, active, and educational programming. In response to the request from the community the Recreation and Community Services Department launched a 7 week pilot program in order to assess the demand and review the benefits of an afterschool drop in program. Starting November 1 the pilot ran from 4:00- 6:OOpm Mondays and Thursdays with activities ranging from sports and outdoor games to specialty volunteers and guest speakers. The program has been a success based on participations numbers that average 20 participants a day with numbers as high as 30 participants in one day. Staffing for the program was provided by the Recreation and Community Services Department with staffing expenses shared between the Township and HAACA. The program staffs were assisted by a number of community volunteers who contributed Recreation and Community Services January 19, 2011 Report No. RC2011 -01 Page 1 of 3 Page 94 of 179 7b) - Report No. RC2011 -01, Shawn Binns, D... over 30 hours to the program. The pilot program is now completed and HAACA is requesting that the Township consider the continuation of the program in 2011 and to assume the staffing costs associated with the program to be supplemented by community volunteers and contributions. I ANALYSIS: The program had many successes over the 7 weeks duration. Over 560 participant hours were spent in the program and average of 20 participants per night. The benefits of programming of this nature are vast. There are obvious benefits to physical activity including combating child obesity, heart and cardiovascular health and reducing the risk or weight related illnesses. There is also the fringe benefit of having the children in that community invested in their neighbourhood by engaging them on a local level. By having and investment in the community children are less likely to have issues with vandalism and mischief now and down the road as they age. This program also benefits lower income and less privileged children that may not have the financial means to participate in minor sports and recreation programs. Because this program was offered at no cost to the participants, equal access is provided to all levels of income and social demographics. It should also be noted that this age segment has been a challenge to engage in recent years with municipal recreation programs in the Township. It is a promising sign to have so many participants interested and there may be other spin off benefits to having a success full program such as this such as an avenue to market other programs for that age such as camps as well as get input from parents as to programs they would like the Township to offer. I FINANCIAL: The direct costs for the program are predominantly staffing expenses. The expenses for two staff members to continue the program to June based on the current platform of operating for 2 hours a day, twice a week? 2 Staff @ 7 hours per week @ $14.00 /hour x 20 weeks + 14% fringe benefits = $4475 HAACA would continue to support the program through volunteer contributions, program supplies, and facility rentals. I CONSULTATIONS: 1. Hawkestone and Area Community Association I CONCLUSION: It is recommended that the program continue to operate twice weekly schedule. However, in order for this program to continue, some measures will need to be taken to Recreation and Community Services Report No. RC2011 -01 January 19, 2011 Page 2 of 3 Page 95 of 179 7b) - Report No. RC2011 -01, Shawn Binns, D... ensure sustainability. A continued investment from HAACA would help offset some of the direct staffing costs but without revenue through registration fees the Recreation and Community Services Department cannot operate the program on a direct cost recovery basis as our mandate dictates. Possible solutions would be to have HAACA fundraise to offset expenses. The Township can also contribute by applying for funding and grants on both a government and private sector level. Another option is to pursue partnerships with other local organizations with similar goals and mandates. Unfortunately, these options would not guarantee that all direct costs would be re- covered because of the uncertainty associated with fundraising. This pilot program has targeted an identified community need and demographic, and should not be viewed as a precedent but rather a response to a need. For these reasons it is recommended that Council consider the continuation of this program for 2011. Respectfully Submitted, 041A4 Justin Hodgkinson Community Recreation Coordinator C.A.O. Approval / Comments: SMT Approval / Comments: Recreation and Community Services January 19, 2011 Report No. RC2011 -01 Page 3 of 3 Page 96 of 179 Report No. RC2011 -02 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: Subject: Bradley Bowden — Team Canada Athlete Subsidy Request Motion # . Roll #: R.M.S. File #: 7c) - Report No. RC2011 -02, Shawn Binns, D... REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2011 -02 be received and adopted. 2. The request of Mr. Bradley Bowden to waive a portion of the facility rental fees associated with permit #2903 for use of the Oro - Medonte Community Arena in the amount $716.00 be denied as per Council's policy /practice. 3. Mr. Bradley Bowden be requested to submit the applicable fee of $716.00 in accordance with Township Policy /Practice. 4. Mr. Bowden be notified of Council's decision. I BACKGROUND: Mr. Bradley Bowden is an area resident who has competed in the 2010 Vancouver Paralympic Games as a member and assistant captain of the National Sledge Hockey Team. Mr. Bowden is attempting to maximize his training in preparation for the upcoming World Championship, and is requesting that Council consider providing a subsidy to cover a portion of the ice rentals fees for the use of the Oro - Medonte Community Arena. Mr. Bowden would use local ice time at the Oro - Medonte Arena to provide an opportunity for his individual practice, while rigorous team training occurs across the Country. Council granted the request from Mr. Bowden in 2009/2010 in preparation for the 2010 Vancouver Olympics /Paralympics. I ANALYSIS: It has been Council's practice /policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grant/subsidy application be submitted for Council's consideration. The Ice time requested is non -prime time ice, which is mid week prior to 4pm. Recreation and Community Services Report No. RC2011 -02 January 19, 2011 Pagel oft Page 97 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... I POLICIES /LEGISLATION: By -Law 2010 -093 — Fees and Charges 1 ATTACHMENTS: 1. Application for Grant/Subsidy document 2. Copy of permit # 2903 Ice Rental I CONCLUSION: Granting this request would support a local athlete of a national caliber achieve their best and represent our Country in Vancouver. It is recommended that Council grant the request of Mr. Bradley Bowden to waive a portion of the facility rental fees associated with permit #2903 for use of the Oro - Medonte Community Arena in the amount $716.00. The team is to submit $1,000.00 of the total cost of the permit and they are requesting the subsidy for the remaining balance only. Mr. Bowden has offered to provide public speaking or any support that can be provided back into the Oro - Medonte Community. Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: C.A.O. Approval / Comments: Recreation and Community Services January 19, 2011 Report No. RC2011 -02 Page 2 of 2 Page 98 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... Organization Name Geographic Area Served L/T :abed TfOE CORPORATION OF THE TOWNSHIP A4`1"h ca 0 APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION b 148 Lino 7S.,Box100 Oro, Ontario LOL 2X0 Phone (705) 487 -2171 Fax (706) 4$7 -0133 www.oro- rnecic n(p,0 Address 1 0 8 ' City r[` Prov. O(I-Ecxi'' i Postal Code I -- (fh't 6 142 Contact mud ` Telephone 7e rte' $-` -5 / E -mail JctJde4 2 7 Q i rte.` Fax PART B - ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members Residents if Applicable Outline the mission, purpose and objectives of your organization. r 7 c1ve). r C.Y ()C'pMi n, Date Formed kvt /cj C av 1E5µ :I 11 EETBL87SOLT:o1 288601766TS OOOMONdH 11OOSR10 :UO.J.d 90 :9T TT08- L© -NGf Page 99 of 179 76 , Prod, ,Can e> prO- /uni .5 -G„ ar P cc P i //u} kit G d 100 5.4 Y Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). 7c) - Report No. RC2011 -02, Shawn Binns, D... Type of Organization (Le. Registered Charity, Non- Profit Organization, no status, etc.) and registration number if applicable. Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: .. 1 PART C — DETAILS OF REQUEST L 0 4-- # of individuals served: PLEASE ATTACH DETAILED ANNUAL_ BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") Grant is a request for a financial contribution from Council Subsid is a re quest for a reduction or waiving of fees Application is for a (please check) Grant Subsidy Amount Requested: 0 71 G . b Purpose for which the grant/subsidy, if approved, would be used. Give complete details (Le. project or event description, time frame, community benefits). ct ££T0L8t LT :ol £88601766TS 000M0?IdH 1103SI?JO :wQJd 90 :9T ITi2- LO -Ndf Page 100 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... CURRENT FISCAL YEAR: Year NEXT YEAR PROPOSED; Year: REVENUE: REVENUE: Source: Amount: Source: Amount: EXPENDITURES: Item: TOTAL: TOTAL Amount: EXPENDITURES: TOTAL TOTAL: SUMMARY: SUMMARY: 2_,:: Item: Amount: Surplus or deficit from Surplus or deficit from previous year: previous year Revenue Revenue Sub Total Sub Total Minus Expenditures Minus Exp. Expenditures BALANCE: BALANCE Si nature; E3 att: £ €TOL817S0L1: £8860b66TS GOOM06bH 11ODSIW:w °J.d 90:9T TT02- L0-Ntif Page 101 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... Previous grants/subsidies from the Township? Amount Requested: $ Amount Approved: $ PART D SIGNATURE OF AUTHORIZED OFFICIAL(S1 For office use only Approved: L'tr:ared Name & Position Name & Position Amount $ Year of Request: Year of Approval: Date: Date: Denied: Date: NOTE: Personal information contained on this form Is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the freedom of Intormation Co- ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. LSTOL8tSOLT :ol 28860166TS OOOMOJHH 1100SI ?O:wOJi 90.91 TT02- LO -Ndf Page 102 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... APPENDIX "A" FINANCIAL INFORMATION ORGANIZATION NAME: LfS:a ££TOL8tSOLT:Ol £8B601766TS 000MGNUH 11095I ?O:w 90:9T TT02 -LO -Net Page 103 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... Printed 07- Jan -11, 09:33 AM Township of Oro - Medonte 14$ Line 7 S., Box 100 Phone: (705) 487 -2171 Oro - Medonte, ON LOL 2X0 Fax: (705) 487 -0133 Customer Schedule Bowden, Brad Brad Bowden 150 Dunlop Street E Suite # 705 Barrie, ON LAM 6H1 1r\ 3 /7 1 " age 1 of 2 Acct IT}: Permit Number: 2903 Brad Bowden Home Phone: 309.2777 Dur. Hourly Other Date Day Comple Facility Event Type Start Time End Time Charge Amount 14- Jan -11 Fri GUTH Pad "A" Practice 8:00 AM 8:50 AM 60 88.00 0.00 88.00 31- Jan -11 Mo GUTH Pad "A" Practice 1:00 PM 2:50 PM 120 88.00 0.00 176.00 04- Feb -11 Fri GUTH Pad "A" Practice 8:00 AM 8:50 AM 60 88.00 0.00 88.00 07- Feb -11 Mo GUTH Pad "A" Practice 1:00 PM 2 :50 PM 120 88.00 0.00 176.00 14- Feb -11 Mo GUTH Pad "A" Practice 1:00 PM 2:50 PM 120 88.00 0.00 176.00 21- Feb -11 Mo GUTH Pad "A" Practice 3:00 PM 3:50 PM 60 88.00 0.00 88.00 25- Feb -11 Fri GUTH Pad "A" Practice 9:00 AM 10:20 AM 90 88.00 0.00 132.00 28- Feb -11 Mo GUTH Pad "A" Practice 1:00 PM 2:50 PM 120 88.00 0.00 176.00 02- Mar -11 Wed GUTH Pad "A" Practice 12:30 PM 2:20 PM 120 88.00 0.00 176.00 25- Mar -11 Fri GUTH Pad "A" Practice 10:30 AM 11:20 AM 60 88.00 0.00 88.00 01- Apr -11 Fri GUTH Pad "A" Practice 12:30 PM 2:20 PM 120 88.00 0.00 176.00 08- Apr -11 Fri GUTH Pad "A" Practice 8:00 AM 9 :50 AM 120 88.00 0.00 176.00 19.5 (hrs) Sub Total $1,716.00 Tax $0.00 Grand Total $1,716.00 PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE, OF TAXES. CONTRACT ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO- MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Parks & Recreation Department, through weather conditions, breakdown of equipment or any other cause, to cancel a sheduled event(s) at one of their facilities, the Parks and Recreation Department will notify the person signing the permit Every effort will be made to replace a booking which has been cancelled or a refund will be given. Notice of a booking cancellation by permit holders must be given in writing to the Township Office. Cancellation in writing more than 7 days in advance of rental date: - 520.00 administration charge - Full (100 %) refund of rental fee Cancellation in writing within 7 days of rental date: * Indicates event spans multiple days. Powered by MaxEnterprise®, a product of Maximum Solutions, Inc, L,9 :a6ed £2SOL817SOLT: £88601766IS OOOMGdIdH 71O3SINO:w 90:9ti 1T02- L0 -Ndt Page 104 of 179 7c) - Report No. RC2011 -02, Shawn Binns, D... Printed 07 J'an -11, 09:33 AM Page 2 of 2 - $20.00 administration charge - Full (100 %) refund of rental fee if rental time is used by another renter - 50% refund of rental fee if rental time is not used by another renter Cancellation in Writing less than 48 hours before rental date: - No refund of rental fee No cancellation notice ( "no- show" ): - No refund of rental fee The exchange of booked time between individual teams or organizations is not permitted without proper written permission from the Parks & Recreation Department. No alcoholic beverages are allowed in any Township of Oro - Medonte facility without express permission from the Parks & Recreation Department. NOTE: Failure by any renter /group to adhere to the rental regulation /conditions noted herein may result in the cancellation of the renters /groups entire booking. WAIVER: The permit applicant/organization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro - Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my/their person or property, however caused, which may occur as a result of my /their participation in the use /uses intended which will be held at the permit location/locations during the period of this permit including any additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro - Medonte shall or may become liable for by reason of any willful default or negligence of the Corporation of the Township of Oro- Medonte, its officers and employees. Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACf, and will be used for the purpose of this permit. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro- Medonte, 148 Line 7 South, Box End ofLi ting If not the named addressee of the permit, please print your name. L DATE: G-f 7A., 2c i ££TOL817SOLT: £886Ob661S GOOMOdUH 11098IdO:w LO :9T TT02- LO -Ndf Page 105 of 179 Report No. RC2011- 03 To: Committee of the Whole Prepared By: Shawn Binns Meeting Date: Subject: 4 -H Ontario Discovery Days Motion # Roll #: R.M.S. File #: 7d) - Report No. RC2011 -03, Shawn Binns, D... REPORT Proud Heritage, Exciting Future RECOMMENDATION(S): Requires Action X For Information Only It is recommended that: 1. Report No. RC2011 -02 be received 2. The 4 -H Ontario Discovery Days be requested to submit the applicable fee of $177.00 for Hall Rental permit #2856 in accordance with the Township policy. BACKGROUND: 4 -H Ontario is a non - profit organization that delivers quality, innovative and sustainable leadership and life skill programs for youth and volunteers who will benefit the citizens and communities in which they live. 4 -H is an organization of leaders building leaders. Over 6000 youth between 10 and 21 years of age, and a grassroots network of 1600 volunteers pledge themselves as members of community based clubs. Projects encompass agriculture, food, health and the environment. 4 -H Ontario's "Learn To Do By Doing" clubs, camps and conferences have a successful 95 year history in developing competence, confidence, connection, character and caring within a rural and urban youth. I ANALYSIS: The 4 -H Ontario Discovery Day is a one day event for any 9 to 13 years old to experience what the 4 -H program is all about. It combines fun activities with hands -on learning for the youth to gain leadership, team building and communication skills. It has been Council's practice /policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grant/subsidy application be submitted for Council's consideration. FINANCIAL: The financial impact would be $177.00 for permit #2856 Recreation and Community Services Report No. RC2011 -03 January 19, 2011 Page 1 of 2 Page 106 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... I ATTACHMENTS: 1. Application for Grant/Subsidy document 2. Facility Rental Permit I CONCLUSION: It is recommended that the 4 -H Ontario Discovery Days be requested to submit the applicable fee of $177.00 for hall rental permit #2856, in accordance with the Township policy. tfully Submitted: Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: C.A.O. Approval / Comments: Recreation and Community Services January 19, 2011 Report No. RC2011 -03 Page 2 of 2 Page 107 of 179 1J �� THE CORPORATION OF THE O 1;a 148 Line 7 S., Box 100 Q_ - SHIP Oro, Ontario LOL 2X0 �z ∎t�4 gm ilb� � ' Phone (705) 487 -2171 T OWN Fax (705) 487 -0133 fir• —" OF .�� www.oro- medonte.ca Jy APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A - ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Address 5b ( Ca tj RIEG City Guel ph Prov. OK) Postal Code 1V9 1 b 3 Contact M CSI, a_nne Fat 115 Telephone -5i`i S Z- 010 X. 471 2- E -mail Cep _ r`t uirii -ht Se 4 'hCn` -ctc l'} .Ca Fax J' Iq S52 81 c9 1 PART B - ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members 4 ..CO(° i Residents If Applicable 4, Geographic Area ,, Served ()(I at' 0 ntne; t_D Formed I CA 15 Outline the mission, purpose and objectives of your organization. 4-14 Ontel yip's. V IS \ DC1 IS - " bQ., (TeCj n 2.QQd for del 1 e i' ( qu 1 11l ji I nno'\I a '. (.ice l l.s l i nc tfactership 0n , � VA,l1 prwkr i n�S . )r lj0u+h Ond t vol vol era l (1ht h I! I, r i! . i • re._ _a . ` a J(�� • L 44- f.. r ���ggg ` , i Aue - acle . 1 me -r 1 � �r s \dl r , ` ry r� I c -Ax ibl 8aU 10 ' l (iea 9 c e and a I j(rOD . 9 Vo\un -eers r•\` fe Err i. A, .rl - 4 . . ,• i 4 ■It. s.. p c�i m un t tbGl d c i u.k s i� 4h Wit- C r 1 t trt Oq r1 .hare , he 1 h utru -fire- Cnv nr - -[- 4- -ti`C�r>fi vi . 0 Lear n To Dc.) to rg c( u.bS 1 C rnpS O \c Cc(N nc eS hCive, a suCFe A c'- uecu - hrStorJ t,u GteveloiiinC C- arnp- .%t 7d) - Report No. RC2011 -03, Shawn Binns, D... Page 108 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... Page 109 of 179 .*;- -e r I r r IS frN(i✓ ) 'f - lin k="--T nqN i (L-1 t. c ' Jt 1 r 9 u..)i_ .-i'\ (.i1 ru Cnc CLvbCt-In �J ou J .r& Type of Organization (Le. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. Non— proCk+ 090-1 n i z i aM Ai, /.5-.9-f77.21 4- , . Indicate the products / services / benefits provided to the Township of Oro - Medonte by your organization: # of individuals served: PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C - DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant Subsidy '✓ Amount Requested: Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). IN cover j beAl is A. one dial ev tn-E- -for ctrl q - to 13 \itetr C) -1 -to c ricn € what- .% 4 -1-1 pirocram is all albou+ 1•-1- c c r v ht;ne fixn c *1i!riteS i, r k kar c s -- on I -ecurh i fl me_. 1 i<r •a 1- ' L LI bu:- 11Ctla • Kol C` ch ri 1 c Ltt on at Ls . Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). NO. 7d) - Report No. RC2011 -03, Shawn Binns, D... Page 109 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... Previous grants/subsidies from the Township? Amount Requested: $ �I A Year of Request: Pi(-) Amount Approved: $ NI t Year of Approval: tj /A PART D - SIGNATURE OF AUTHORIZED OFFICIAL � i[. '1_��_ ` Own . l L S ' '�:.tx.,ILi P Kai .1 JO i © Name & Positi For office use only Approved: Denied: NOTE: �ie`l -`elel r Name & Position Amount $ Date: Zc% ' V Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Ouestions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more If required) to complete the information requested on the Grant/Subsidy Application Form. Cx Page 110 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... APPENDIX "A" FINANCIAL INFORMATION Page 111 of 179 7d) - Report No. RC2011-03, Shawn Binns, D... CURRENT FISCAL YEAR: Year REVENUE: Source: EXPENDITURES Item: SUM MARY: Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures Si n ure. BALANCE: TOTAL: TOTAL Amount: Amount: Source: Item: ..--if • NEXT YEAR PROPOSED: Year: REVENUE: EXPENDITURES: TOTAL TOTAL: SUMMARY: Surplus or deficit frorn previous year: Revenue Sub Total Minus Exp. Expenditures BALANCE: Amount: Amount: Date: Page 112 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... ONTARIO 4 -H COUNCIL FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 INDEX AUDITORS' REPORT STATEMENT 1 - Financial Position STATEMENT 2 - Changes in Net Assets STATEMENT 3 - Operations STATEMENT 4 - Cash Flows NOTES TO THE FINANCIAL STATEMENTS Page 113 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... Chartered Accountants and Business Advisors People Count. To the Members of: Ontario 4 -H Council AUDITORS' REPORT We have audited the statement of financial position of Ontario 4 -H Council as at December 31, 2009 and the statements of operations, changes in net assets and cash flows for the year then ended. These financial statements are the responsibility of the Council's management. Our responsibility is to express an opinion on these financial statements based on our audit. Except as explained in the following paragraphs, we conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we plan and perform an audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. In common with many charitable organizations, the Council derives revenue from the general public in the form of donations, fund raising activities, membership fees and other revenues, the completeness of which is not susceptible to satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the Council and we were not able to determine whether any adjustments for unrecorded receipts might be necessary for these types of revenues received during the year. In our opinion, except for the adjustments, if any, which might have been required had we been able to satisfy ourselves concerning the completeness of revenues, these financial statements present fairly, in all material respects, the financial position of the Council as at December 31, 2009 and the results of its operations and the changes in its financial position for the year then ended in accordance with Canadian generally accepted accounting principles. Guelph, Ontario Chartered Accountants January 27, 2010 Licensed Public Accountants 15 Lewis Road, Guelph ON N1H 1E9 • (519) 822 - 9933 fax: (519) 822 - 9212 • www.rlb.ca Page 2 Page 114 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... CURRENT Accounts payable and accrued liabilities (note 7) Current portion of long term debt LONG TERM DEBT (note 10) DEFERRED CONTRIBUTIONS (note 6) INTERNALLY RESTRICTED Contingency fund APPROVED ON BEHALF OF THE BOARD: Director Director ONTARIO 4 -H COUNCIL FINANCIAL POSITION AS AT DECEMBER 31, 2009 ASSETS LIABILITIES NET ASSETS see accompanying notes STATEMENT 1 2009 2008 CURRENT Cash $ 106,081 $ 171,040 Investments - unrestricted (note 4) 324,166 225,253 Investments - restricted (note 4) 500,000 500,000 Accounts receivable 103,094 141,984 Prepaid expenses 15.677 6.793 1,049,018 1,045,070 CAPITAL (note 5) 133.818 69.890 $ 1.182.836 $ 1.114.960 $ 70,328 $ 18,662 14.354 14,085 84,682 32,747 12,173 26,526 354.577 358.797 451.432 418,070 UNRESTRICTED Operating fund 65,404 30,890 Strategic initiative fund 166,000 166,000 500,000 500,000 731,404 696.890 $ 1.182.836 $ 1.114.960 Page 3 Page 115 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... ONTARIO 4 -H COUNCIL STATEMENT OF CHANGES IN NET ASSETS FOR THE YEAR ENDED DECEMBER 31, 2009 Internally Unrestricted Unrestricted Restricted December December Operating Strategic Initiative Contingency 2009 2008 NET ASSETS Fund Fund Fund Total Total BALANCE, beginning of year $ 30,890 $ 166,000 $ 500,000 $ 696,890 $ 608.285 CONTRIBUTIONS 1,535,748 0 0 1,535,748 1,666,955 DISBURSEMENTS (1,501,234) 0 0 (1,501,234) (1,578,350) 34.514 0 0 34.514 88,605 TRANSFERS 0 0 0 0 0 BALANCE, end of year $ 65,404 $ 166.000 $ 500,000 $ 731,404 $ 696.890 see accompanying notes Page 4 STATEMENT 2 Page 116 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... ONTARIO 4 -H COUNCIL STATEMENT OF OPERATIONS FOR THE YEAR ENDED DECEMBER 31, 2009 STATEMENT 3 2009 2008 CONTRIBUTIONS 4 -H memberships $ 290,850 $ 325,090 Government grants (note 11) 782,003 845,714 Sponsorships and donations 201,778 307,497 Program revenue 166,130 89,074 Volunteer support services 31,074 27,559 Other 37,544 45,032 Interest 26,369 26.989 1,535,748 1,666,955 DISBURSEMENTS Administration 325,257 349,316 Program management (note 7) 580,093 675,185 General operating expenses (note 7) 78,026 59,732 Volunteer support services management 381,071 403,336 Funding management (note 7) 89,546 76,987 Amortization 46.911 13,724 1.500,904 1 578 280 EXCESS OF CONTRIBUTIONS OVER DISBURSEMENTS FOR THE YEAR 34,844 88,675 DISBURSEMENTS TO ONTARIO 4 -H FOUNDATION (note 9) (330) (70) EXCESS OF CONTRIBUTIONS OVER DISBURSEMENTS $ 34.514 $ 88.605 see accompanying notes Page 5 Page 117 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... ONTARIO 4 -H COUNCIL STATEMENT OF CASH FLOWS FOR THE YEAR ENDED DECEMBER 31, 2009 STATEMENT 4 2009 2008 CASH PROVIDED BY (USED IN) OPERATING ACTIVITIES Excess of contributions over disbursements $ 34,514 $ 88,605 Items not requiring an outlay of cash Amortization 46,911 13.724 81,425 102,329 Changes in non -cash working capital Accounts receivable 38,890 (125,618) Prepaid expenses (8,884) 1,177 Accounts payable and accrued liabilities 51,667 (3,051) Deferred contributions (4.221) 259,528 158,877 234,365 CASH PROVIDED BY (USED IN) FINANCING ACTIVITIES Long term debt (14 084) 40 611 CASH PROVIDED BY (USED IN) INVESTING ACTIVITIES Additions to capital assets (110,839) (67,775) Increase in investments (98,913) (107,626) X209,752) (175,401) NET (DECREASE) INCREASE IN CASH for the year (64,959) 99,575 NET CASH, beginning of year 171,040 71,465 NET CASH, end of year $ 106.081 $ 171.040 INTEREST PAID DURING THE YEAR see accompanying notes $ 1,447.736 $ 0 Page 6 Page 118 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... 1. NATURE OF BUSINESS The Ontario 4 -H Council, a not for profit organization, is incorporated without share capital. The Council is a registered charity under the Income Tax Act (Canada) and, accordingly, is exempt from income taxes, provided certain requirements of the Income Tax Act (Canada) are met. The Council provides opportunities for the personal development of youth while providing a positive impact on volunteers and communities in Ontario. 2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The financial statements have been prepared in accordance with Canadian generally accepted accounting principles. The Council has adopted the following significant accounting policies: (a) BASIS OF ACCOUNTING The deferral method of accounting for not for profit organizations is used. Operating fund The unrestricted operating fund reports resources available for the Council's general operating activities. Strategic initiative fund Restricted contingency fund ONTARIO 4 -H COUNCIL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 The unrestricted strategic initiative fund reports resources available for the Council's strategic initiative endeavours. The intemally restricted contingency fund is set aside by the board of directors to cover future potential deficits due to the fluctuating nature of the revenues and expenses of the Council. (b) INVESTMENTS Restricted and unrestricted investments are classified as held for trading and are recorded at fair value. (c) CAPITAL ASSETS Amortization is taken on assets at the following rates: Leasehold improvements - 3 years straight line Office furniture - 3 years straight line Computer equipment - 3 years straight line Vehicle - 3 years straight line (d) IMPAIRMENT OF LONG LIVED ASSETS Long lived assets are tested for recoverability whenever events or changes in circumstances indicate that their carrying amount may not be recoverable. An impairment loss is recognized when the carrying value exceeds the total undiscounted cash flows expected from their use and eventual disposition. The amount of the impairment loss is determined as the excess of the carrying value of the asset over its fair value. Page 7 Page 119 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... 2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) (e) REVENUE RECOGNITION Restricted contributions (which are contributions to be spent on specific activities) are recognized as revenue in the year in which the related expenses are incurred. (f) (9) 4. INVESTMENTS Unrestricted contributions, including 4H memberships, are recognized as contributions when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. CONTRIBUTED MATERIALS AND SERVICES Volunteers are an immeasurable resource for the Ontario 4 -H Council in carrying out its service delivery activities. The Ontario 4 -1-1 Council also receives goods and services as donations in kind ". Due to the difficulty of determining their fair value, contributed services and "in kind" donations are not recognized in the financial statements. USE OF ESTIMATES The preparation of financial statements in conformity with Canadian generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, the disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the year. Actual results could differ from those estimates. 3. FINANCIAL INSTRUMENTS The Council's financial instruments consist of cash, investments, accounts receivable, accounts payable and accrued liabilities, deferred contributions and long term debt. These financial instruments are generally classified and measured as follows: Cash, cash equivalents and investments are classified as held for trading. They are measured at fair value with the change in fair value recognized in net income for the year. Accounts receivable are classified as loans and receivables. They are accounted for at amortized cost. Accounts payable and accrued liabilities and long term debt are classified as other liabilities. They are accounted for at amortized cost. Unless otherwise noted, it is management's opinion that the Council is not exposed to significant interest rate, currency or credit risks arising from these financial instruments. Liquidity risk management ONTARIO 4 -H COUNCIL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 Liquidity risk is the risk that the Council will not be able to meet a demand for cash or fund its obligations as they come due. Liquidity risk also includes the risk of the Council not being able to liquidate assets in a timely manner at a reasonable price. The Council meets its liquidity requirements by preparing and monitoring operational budgets and cash flows, and holding assets that can be readily converted to cash. Restricted and unrestricted investments consist of guaranteed investment certificates with interest ranging from 3.15% to 4.52 %, and various due dates ranging from November 25, 2010 to October 30, 2014. Page 8 Page 120 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... 5. CAPITAL ASSETS Accumulated Net Net Cost Amortization 2009 2008 Leasehold improvements $ 118,533 $ 43,380 $ 75,153 $ 11,537 Office furniture 77,949 59,204 18,745 0 Computer equipment 43,373 29,690 13,683 17,805 Vehicle 42 933 16 696 26,237 40.548 6. DEFERRED CONTRIBUTIONS 7. RELATED PARTY TRANSACTION 8. COMMITMENTS Program management Funding management General operating expenses ONTARIO 4 -H COUNCIL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 $ 282.788 $ 148,970 $ 133,818 $ 69.890 Deferred contributions represents the amount of restricted contributions or government grants not yet spent on the required activity. Deferred contributions may also be the portion of unrestricted funding received which is intended to cover a period of time extending beyond the end of the period covered by these financial statements. As the required disbursement is made or the required time period passes, then the amounts are reflected as contributions in that period. Deferred contributions consists of the following: 2009 2008 OMAFRA $ 175,000 $ 175,000 Resource Development 0 27,440 4 -H Opportunities 23,933 11,933 Ambassador Program 0 10,000 Greenbelt Program 56,532 63,419 Dream Dinner Lottery 20,700 6,400 Fund Development 0 6,194 Future Leaders in Action 0 1,320 Conference and annual meeting 11,865 20,763 Leadership Camp 46 0 Sport and Recreation Project 18,074 22,500 Volunteer Training 2,323 4,900 Trillium grant 0 8,928 $ 354.577 $ 358.797 During the year, the Council entered into a contract with an employee's company for services totaling $45,000. The amount is recorded at exchange value. The amount is in accounts payable at year end and is for the following services: $ 30,000 10,000 5.000 $ 45,000 The Council is committed under a lease for equipment to make payments as follows: 2010 $ 7,906 2011 7,906 2012 7,906 2013 7,906 2014 _ 5,140 $ 36.764 Page 9 Page 121 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... 9. ONTARIO 4 -H FOUNDATION ONTARIO 4 -H COUNCIL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 The Council controls the Foundation since the Council approves the Foundation's Trustees. The Foundation was established to raise funds for the use of the Council within the community with objectives similar to those of the Council. The Foundati the Canada Corporations Act and is a registered charity under the Income Tax Act. The Foundation has not been consolidated in the Council's financial statements. the Foundation as at December 31, 2008 and 2009 are as follows: Foundation Financial Position 2009 2008 Total assets $ 1.447,736 $ 1,270.828 Total liabilities $ 4,000 $ 9,404 Total net assets 1.443,736 1.261.424 $ 1.447.736 $ 1. 270.828 Results of Operations 2009 2008 Total revenues $ 263,191 $ 72,639 Total expenses 86.283 87.097 Excess (deficiency) of revenue over expenses $ 176.908 $ (14,458) Total expenses include disbursements of $23,700 (2008 - $18,958) to the Council. Total revenues include contributions of $330 (2008 - $70) from the Council. Cash Flows 2009 2008 Cash provided by (used in) operations $ 154,526 $ (22,154) Cash (used in) provided by financing and investing activities (168,299) 91.897 (Decrease) increase in cash $ (13,773) $ 69.743 10. LONG TERM DEBT 2009 2008 Vehicle loan, due October, 2011, repayable in blended monthly instalments of $1,228, interest at 1.9 %. $ 26,527 $ 40,611 Less: Current portion 14,354 14.085 $ 12.173 $ 26.526 Future minimum payments on long term obligations are as follows: 2010 $ 14,354 2011 12.173 $ 26.527 recommended Board of and other organizations on is incorporated under Financial summaries of Page 10 Page 122 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... 11. GOVERNMENT GRANTS ONTARIO 4 -H COUNCIL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED DECEMBER 31, 2009 2009 2008 Ontario Ministry of Agriculture, Food and Rural Affairs $ 700,000 $ 700,000 Agriculture and Agri -Food Canada Grant 30,941 30,393 Ontario Trillium Foundation Grant 6,605 41,570 Other grants 44.457 73.751 12. CONTRIBUTED SERVICES AND "IN KIND" DONATIONS $ 782.003 $ 845.714 The Council would like to specifically acknowledge the following contributed services and "in kind" donations which were provided during the year but have not been recognized in these financial statements. The contributions consist of the following: Office space (Gencor) 13. CAPITAL DISCLOSURES 14. COMPARATIVE FIGURES 2009 2008 $ 49.728 $ 37.125 In 2009, Gencor generously provided an additional 400 square feet of office space and provided Ontario 4 -H Council a new "in -kind" lease until 2015. Ontario 4 -1-1 Council defines capital as the sum of interest bearing short and long term borrowings and unrestricted net assets and is calculated as follows: 2009 2008 Interest bearing short and long term borrowings $ 0 $ 0 Unrestricted net assets 231,404 196.890 Capital $ 231.404 $ 196.890 Ontario 4 -H Council's objective when managing capital is to safeguard the Council's ability to continue as a going concern and to hold sufficient unrestricted net assets to enable it to withstand negative unexpected financial events in order to maintain stability in the financial structure. The Council seeks to maintain sufficient liquidity to enable it to meet its obligations as they become due. The Council holds short term investments to ensure sufficient liquidity. The Council manages the capital structure and makes adjustments to it in light of changes in economic conditions. In order to maintain or adjust the capital structure, the Council may redeem investments or expand fundraising initiatives. The Council is not subject to externally imposed capital requirements. Ontario 4 -H Council's objective when managing capital is to safeguard the Council's ability to continue as a going concern so that it can provide returns for members. Certain figures presented for comparative purposes have been reclassified to conform to the current year's presentation. Page 11 Page 123 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... Printed 25- Oct -10, 01:00 PM Township of Oro - Medonte 148 Line 7 S., Box 100 Oro - Medonte, ON LOL 2X0 Customer Schedule 4 -H Ontario Discovery Days Marianne Fallis 5653 Hwy 6N RR # 5 Guelph, ON NIA 6J3 ALL FEES ARE INCLUSIVE OF TAXES. Phone: (705) 487 -2171 Fax: (705) 48 7 -01 ; �� ' 3 ,� ! = Lep hc[' kn DEC 1 0 1010 t ") RO Ivi _i CONTRACT NOV 1 0 2f1C' _ - Acct m: A L f I Permit Number: 2856 Marianne Fallis Work Phone: 519- 824 -0101 x472 Dur. Hourly Other Date Day Comple Facility Event Type Start Time End Time Charge Amount 11 -Jun -I 1 Sat GUTH Banquet Hall Workshop 8:00 AM 4:00 PM 480 177.00 0.00 177.00 Non - Profit Youth Group for 9 -13 yrs old 8.0 (hrs) Sub Total Tax Grand Total $177.00 PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO- MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Parks & Recreation Department, through weather conditions, breakdown of equipment or any other cause, to cancel a sheduled event(s) at one of their facilities, the Parks and Recreation Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. Notice of a booking cancellation by permit holders must be given in writing to the Township Office. Cancellation in writing more than 7 days in advance of rental date: - $20.00 administration charge - Full (100 %) refund of rental fee Cancellation in writing within 7 days of rental date: - $20.00 . administration charge - Full (100 %) refund of rental fee if rental time is used by another renter - 50% refund of rental fee if rental time is not used by another renter Cancellation in writing less than 48 hours before rental date: - No refund of rental fee No cancellation notice ( "no- show "): - No refund of rental fee The exchange of booked time between individual teams or organizations is not permitted without proper written permission from the Parks & Recreatiort Department. * Indicates event spans multiple days. age 1 5177.00 Powered by MaxEnterprise®, a product of Maximum Solutions, Inc. $0.00 Page 124 of 179 7d) - Report No. RC2011 -03, Shawn Binns, D... Printed 25- Oct -10, 01:00 PM Page / No alcoholic beverages are allowed in any Township of Oro - Medonte facility without express permission from the Parks & Recreation Department. NOTE: - Failure by any renter /group to adhere to the rental regulation/conditions noted herein may result in the cancellation of the renters /groups entire booking. WAIVER: The permit applicant/organization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro - Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, .damages, costs and expenses in respect to injury or damage to my /their person or property, however caused, which may occur as a result of my /their participation in the use /uses intended which will be held at the permit location/locations during the period of this permit including any additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro - Medonte shall or may become liable for by reason of any willful default or negligence of the Corporation of the Township of Oro - Medonte, its officers and employees. SIGNATURE: Lftt j 1 If not the named addressee of the permit, please print your name. NOV. .4 m QUAID , 't DATE: / , i.21:7/4i Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be End ofLtsting Page 125 of 179 10a) - Correspondence dated December 1, 20... December 1, 2010 ONTARIO GOOD ROADS ASSOCIATION Robin Dunn Township of Oro - Medonte ut!.: 1 7 MO 2010 Volunteer Instructor Training Credits Dear Robin: It is with great pleasure that we enclose the 5 training credit(s) that you have earned by volunteering your time and expertise with our Guelph Road School. These credits may be redeemed toward the registration fees of any course offered in 2011 by the Ontario Good Roads Association, with the exception of the following events: Pavement Condition Evaluation, Flexible Pavement Treatment, Highway Safety Manual, Supervisory Skills for Transportation and Public Works, Contracted training services, or our annual conference. You may transfer them to someone else if you wish. The credits are valid until December 31, 2011. To redeem these credits, simply send them in with the registration form for the course of your choice. We will then adjust the course fees accordingly and send an invoice for the new amount. If you have questions, please call us at (905) 795- 2555. We sincerely value the contribution that you make to the success of our educational program. Many students have told us that above all, what they appreciate is the real -world perspective that you and all our instructors bring. We hope that by recognizing your contribution in this way, that you or a colleague will be able to enhance your own professional development in return. Sincerely, Heather Crewe, M.A. Manager, Professional Development and Training 6355 Kennedy Road, Unit 2, Mississauga, ON L5T 2L5 Tel: (905) 795 -2555 Fax: (905) 795 -2660 E -mail: heather @ogra.org Page 126 of 179 10b) - Correspondence dated December 16, 2... OMWA Ontario Municipal Water Association Mayor Harry Hughes Township of Oro - Medonte Box 100 148 Line 7 South Oro Station, ON LOL 2X0 Dear Mayor Hughes: Douglas R. Parker DMA, Executive Director December 16, 2010 On behalf of the Ontario Municipal Water Association, I would like to congratulate the Township of Ore - Medonte for meeting the new provincial standard for drinking water safety established by the Ontario Ministry of the Environment. The Township of Oro - Medonte has recently received the new five -part provincial license for your municipal drinking water system, one of the most rigorous licenses of its kind in North America. The development and implementation of the Municipal Drinking Water Licensing Program is based on Justice O'Connor's recommendations in the Walkerton Inquiry Report. The new comprehensive license incorporates all aspects of drinking water treatment and delivery, including a permit to take water, a drinking -water works permit, an operational plan, and a financial plan. Municipal drinking water systems are also required to obtain an operating authority accreditation, which requires a continuous improvement quality management approach to operations and management of their Drinking Water System. The new licensing program will further strengthen provincial oversight while encouraging continuous improvement in Ontario's drinking water system operations. This will give the Township of Oro - Medonte's residents and businesses even more confidence in their tap water. The Ontario Municipal Water Association, of which the Township of Ore - Medonte is a member, provided critical advice to the Ontario Ministry of the Environment as it developed the new licensing program. OMWA is the voice of Ontario's public water supply authorities. Once again, congratulations to you and your staff for this notable achievement. Yours truly, Ed Houghton President & CEO of Collingwood Utility Services President, OMWA cc. Lisa McNiven, Director of Engineering & Environmental Services Garfield Dunlop, MPP Simcoe North 43 Chelsea Crescent Belleville ON. K8N 4Z5 Phone: (613) 966 -1100 Fax: (613) 966 -3024 Toll Free: 1-888 -231 -1115 E -mail: dparker @omwa.org Website: omwa.org Page 127 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19' Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314 -1651 December 7, 2010 Ministere de I'Environnement Direction du contri le de la qualite de l'eau potable Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877- 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Re: Canterbury Drinking Water System — First Permit and Licence Cft Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit ") and Municipal Drinking Water Licence ( "Licence ") for the Canterbury Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 128 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 129 of 179 Number Operational Plan Name Date 126 -406 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19tH Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314-1651 December 7th, 2010 Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19a" Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314-1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: e/X" Ontario Re: Acceptance of Operational Plan for the Canterbury Drinking Water System This letter is to inform you that the Operational Plan identified below for the Canterbury Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 130 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19'" Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministers de I'Environnement Direction du controle de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314-1651 Re: Cedar Brook Drinking Water System — First Permit and Licence II." Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit') and Municipal Drinking Water Licence ( "Licence ") for the Cedar Brook Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 131 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416 -314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015v1 o 2 Page 132 of 179 Number Operational Plan Name Date 126 -408 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314-1651 December 7th, 2010 Dear Mr. Dunn: Mlnlstere de I'Environnement Direction du contr6le de la qualite de I'eau potable 19"° Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1 -877- 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 r" Ontario Re: Acceptance of Operational Plan for the Cedar Brook Drinking Water System This letter is to inform you that the Operational Plan identified below for the Cedar Brook Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 133 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Re: Craighurst Drinking Water System — First Permit and Licence eil" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit ") and Municipal Drinking Water Licence ( "Licence ") for the Craighurst Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1 0 1 Page 134 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416 - 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.O 2 Page 135 of 179 Number Operational Plan Name Date 126 -409 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19th Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314 -1651 December 7th, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: Ministers de I'Environnement Direction du contrdle de la qualite de I'eau potable 19em Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 i/r" Ontario Re: Acceptance of Operational Plan for the Craighurst Drinking Water System This letter is to inform you that the Operational Plan identified below for the Craighurst Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 136 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19"' Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1 -877- 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19'" Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877- 955 -5455 (416) 314 -1651 Re: Harbourwood Drinking Water System — First Permit and Licence i/x" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit') and Municipal Drinking Water Licence ( "Licence ") for the Harbourwood Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 137 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 138 of 179 Number Operational Plan Name Date 126 -410 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19th Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7th, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: Sincerely, 091015V1.0 Ministere de I'Environnement Direction du contr &le de la qualite de I'eau potable 19em° Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 P"› " Ontario Re: Acceptance of Operational Plan for the Harbourwood Drinking Water System This letter is to inform you that the Operational Plan identified below for the Harbourwood Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte Page 139 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19'" Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Ministere de I'Environnement Direction du contr6le de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1 -877- 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Il" Ontario Re: Horseshoe Highlands Drinking Water System — First Permit and Licence Please find enclosed the first Drinking Water Works Permit ( "Permit ") and Municipal Drinking Water Licence ( "Licence ") for the Horseshoe Highlands Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: ■ The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). ■ All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 140 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 141 of 179 Number Operational Plan Name Date 126 -401 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314 -1651 December 7th, 2010 Dear Mr. Dunn: Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA 091015V1.0 Ministere de l'Environnement Direction du contri le de la qualite de I'eau potable 19eme stage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314-1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte i/r" Ontario Re: Acceptance of Operational Plan for the Horseshoe Highlands Subdivision Drinking Water System This letter is to inform you that the Operational Plan identified below for the Horseshoe Highlands Subdivision Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Page 142 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19'" Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du contr&le de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Lr" Ontario Re: Maplewood Estates Drinking Water System — First Permit and Licence Please find enclosed the first Drinking Water Works Permit ( "Permit") and Municipal Drinking Water Licence ( "Licence ") for the Maplewood Estates Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1 0 1 Page 143 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 144 of 179 Number Operational Plan Name Date 126 -404 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19th Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1- 877 -955 -5455 (416) 314 -1651 December 7th, 2010 Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: 1/"" Ontario Re: Acceptance of Operational Plan for the Maplewood Estates Drinking Water System This letter is to inform you that the Operational Plan identified below for the Maplewood Estates Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P. Eng., at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 145 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1 -877- 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du contr &le de la qualite de l'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Re: Medonte Hills Drinking Water System — First Permit and Licence el" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit ") and Municipal Drinking Water Licence ( "Licence ") for the Medonte Hills Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 146 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems ■ Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration ■ Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416 - 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 147 of 179 Number Operational Plan Name Date 126 -411 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19'" Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7th, 2010 Ministere de I'Environnement Direction du controle de la qualite de l'eau potable 19em. Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877- 955 -5455 (416) 314-1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: • Ontario Re: Acceptance of Operational Plan for the Medonte Hills Drinking Water System This letter is to inform you that the Operational Plan identified below for the Medonte Hills Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P.Eng. at (416) 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 148 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Ministers de I'Environnement Direction du contrble de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Re: Robincrest Drinking Water System — First Permit and Licence i/r" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit") and Municipal Drinking Water Licence ( "Licence ") for the Robincrest Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: ■ The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. ■ The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. • The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 149 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416 - 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 150 of 179 Number Operational Plan Name Date 126 -407 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19th Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314-1651 December 7th, 2010 Dear Mr. Dunn: Ministere de I'Environnement Direction du contr6le de la qualite de I'eau potable 1 °ni° Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314-1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 e.r" Ontario Re: Acceptance of Operational Plan for the Robincrest Drinking Water System This letter is to inform you that the Operational Plan identified below for the Robincrest Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Jamie Filman, P. Eng., at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V 1.0 Page 151 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19'" Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1 -877- 955 -5455 (416) 314 -1651 December 7, 2010 Ministere de I'Environnement Direction du contrele de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1 -877- 955 -5455 (416) 314 -1651 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Re: Shanty Bay Drinking Water System — First Permit and Licence ry e" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit ") and Municipal Drinking Water Licence ( "Licence ") for the Shanty Bay Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: ■ The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. ■ The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. ■ The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1,0 1 Page 152 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration ■ Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System ■ Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416 -314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte o9lolsv1_o 2 Page 153 of 179 Number Operational Plan Name Date 126 -405 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19th Floor 2 St Clair Ave W Toronto ON M4V 1 L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314 -1651 December 7th, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn: Ministere de I'Environnement Direction du contr6le de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 17 Ontario Re: Acceptance of Operational Plan for the Shanty Bay Drinking Water System This letter is to inform you that the Operational Plan identified below for the Shanty Bay Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Mr. Jamie Filman, P. Eng., at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 154 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19 " Etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Re: Sugar Bush Drinking Water System — First Permit and Licence Ontario Please find enclosed the first Drinking Water Works Permit (`Permit") and Municipal Drinking Water Licence ( "Licence ") for the Sugar Bush Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. ■ The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. ■ The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 155 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1,0 2 Page 156 of 179 Number Operational Plan Name Date 126 -402 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1-877-955-5455 (416) 314-1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Robin Dunn: Ministers de I'Environnement Direction du contrdle de la qualite de I'eau potable 19 ®me 1=tage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1-877-955-5455 (416) 314 -1651 Ontario Re: Acceptance of Operational Plan for the Sugarbush Drinking Water System This letter is to inform you that the Operational Plan identified below for the Sugarbush Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Mr. Jamie Filman, P. Eng., at 416- 314 -7650. Sincerely, Indra Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 157 of 179 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19 Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 - 955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Mr. Dunn, Ministere de I'Environnement Direction du controle de la qualite de I'eau potable 19 Etage 2 av St Clair Ouest Toronto ON M4V 1 L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 Re: Warminster Drinking Water System — First Permit and Licence i/X" Ontario Please find enclosed the first Drinking Water Works Permit ( "Permit") and Municipal Drinking Water Licence ( "Licence ") for the Warminster Drinking Water System as well as information regarding appeal provisions in the Safe Drinking Water Act, 2002. Since this is the first Permit and Licence that have been issued for this drinking water system, it is important to note the following: • The drinking water system name on the Licence and Permit may have been modified from the name that was provided in your application. The Ministry is currently reviewing drinking water system names to ensure consistency across all of its programs. You will be notified of any future changes with respect to the Drinking Water Information System (DWIS). • All previous Certificates of Approval that were valid for the drinking water system prior to the issuance of the first Permit and Licence are now expired as per section 36(4)(a) of the Safe Drinking Water Act, 2002. However, condition 6.0 in Schedule B of the Permit allows you to continue with or to proceed with the construction of works that have been previously authorized by Certificates of Approval but that have not yet been completed. • With the issuance of the first Permit and Licence the authority for the alteration and operation of the drinking water system will now be processed through amendments to these documents. • The Permit authorizes specified alterations to the drinking water system including the addition, modification, replacement or extension of watermains that meet certain conditions set out in the Permit. Any alterations that do not meet the conditions will require a Permit amendment. The Transfer of Review Program, where it exists, will no longer be applicable for alterations to the drinking water system now that the first Permit and Licence have been issued for the system. Please note that the Transfer of Review Program will continue for applications for sewage collection and storm water management. 091015V1.0 1 Page 158 of 179 10b) - Correspondence dated December 16, 2... The following documents and forms are also enclosed: • Watermain Design Criteria for Future Alterations Authorized Under a Drinking Water Works Permit • Guide For Applying for DWWP Amendments, Licence Amendments, Licence Renewals & New System Applications • Guide for Applying for Fragmentation & Relief from Regulatory Requirements — Municipal Drinking Water Systems & Non - Municipal Drinking Water Systems • Applications Respecting Drinking Water Works Permits and Municipal Drinking Water Licences • Application for Fragmentation or Relief from Regulatory Requirements — Drinking Water Systems • Form 1 — Record of Watermains Authorized as a Future Alteration • Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System • Form 3 — Record of Addition, Modification or Replacement of Equipment Discharging a Contaminant of Concern to the Atmosphere If you have any further questions, please contact Jamie Filman, P.Eng. at 416- 314 -7650. Sincerely, Indra R. Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 2 Page 159 of 179 Number Operational Plan Name Date 126 -403 Township of Oro - Medonte Operational Plan July 15, 2009 10b) - Correspondence dated December 16, 2... Ministry of the Environment Safe Drinking Water Branch 19"' Floor 2 St Clair Ave W Toronto ON M4V 1L5 Fax: (416) 314 -1037 Telephone: 1- 877 -955 -5455 (416) 314 -1651 December 7, 2010 Robin Dunn The Corporation of the Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro ON, LOL 2X0 Dear Robin Dunn: Ministere de I'Environnement Direction du contrble de la qualite de I'eau potable 19 etage 2 av St Clair Ouest Toronto ON M4V 1L5 Telecopieur: (416) 314 -1037 Telephone : 1- 877 - 955 -5455 (416) 314 -1651 e" Ontario Re: Acceptance of Operational Plan for the Warminster Drinking Water System This letter is to inform you that the Operational Plan identified below for the Warminster Drinking Water System meets the requirements of the Director's Directions - Minimum Requirements for Operational Plans made under the Safe Drinking Water Act, 2002 (SDWA) and has been accepted. If you should have any questions, please contact Mr. Jamie Filman, P. Eng., at 416 -1- 314 -7650. Sincerely, Indra Prashad, P.Eng. Director, Part V, SDWA c: Drinking Water Supervisor, Barrie Fred MacGregor, Township of Oro - Medonte 091015V1.0 Page 160 of 179 10c) - Correspondence dated January 10, 20... 1176 Line 6N, RR #1 Oro Station, Ontario LOL 2E0 January 10, 2011 Mayor Harry Hughes Township of Oro - Medonte 148 Line 7 South, Box 100 Oro, Ontario LOL 2X0 Attn: Mayor Hughes & Council HURONIA WOODLAND OWNERS ASSOCIATION We wish to thank you sincerely for your generous grant of two thousand, nine hundred and seventy -five dollars ($2,975.00) in support of our Maple Tree Replacement Program. Your ongoing assistance over the past three years has seen our initiative continue to grow yearly and our tree distribution to date is over seven thousand (7,000) Maples throughout Simcoe County with over 70% of them being planted in Oro - Medonte. Our 2011 activities will see another 2,500 trees taking root in Simcoe County in general and very likely in Oro - Medonte in particular. Our success has been due greatly to your assistance, and we say again, many thanks. Yours truly, BK/wjc Encl: Bruce Keeling, Chairman Maple Tree Replacement Program Huronia Woodland Owners Association JAN 1 1 2011 rviEf We can make a difference and improve our forests for the future. Page 161 of 179 11a) - Appointment to Orillia District Cha... Mayor Harry Hughes and Council Township of Oro - Medonte 148 Line 7 South Oro, Ontario LoL 2X0 December 1, 2010 Dear Mayor Hughes and Council: In past years, Township of Oro - Medonte has delegated a councillor to represent the township on the board of directors of the Orillia District Chamber of Commerce. We appreciate the ever increasing demand on the time of elected officials yet feel information shared at these meetings is valuable to all parties. We therefore, respectfully request a member of council be appointed to represent Township of Oro - Medonte on the Chamber board. Our board meets from 7:3o a.m. to 9:00 a.m. the fourth Tuesday of each month at the Best Western Mariposa Inn & Conference Centre with the exception of July, August and December. Please do not hesitate to contact Managing Director, Susan Lang at 326 -4424 if you have any questions. Sincerely, Gini Stringer President ORILLIA DISTRICT CHAMBER OF COMMERCE 150 Front Street South, Internet: www.orillia.com Orillia, Ontario L3V 4S7 Email: orilinfo @orillia.com RECEIVED DEC 1 6 2010 ORO- MEDON T OWNSHIP Tel: 705- 326 -4424 Fax: 705- 327 -7841 Page 162 of 179 11b) - Lake Simcoe Region Conservation Aut... Page 163 of 179 11c) - Correspondence dated January 13, 20... Brissette, Marie Subject: RE: Letter from Lake Simcoe Conservation Foundation donor From: Andrea Gynan [mailto:A.Gynan ©Isrca.on.ca] Sent: January 13, 2011 11:40 AM To: Irwin, Doug Cc: Judy Milner; Subject: Letter from Lake Simcoe Conservation Foundation donor Dear Mr. Irwin: One of our stewardship program clients / Lake Simcoe Conservation Foundation donors contacted us about geese on the shores of Lake Simcoe. I have attached Ms. Raymer's letter to this email; she asked that I forward it to Oro - Medonte council to share her concerns about waterfowl in Memorial Park. In terms of the LSRCA's response, I spoke with Ms. Raymer on the telephone this week, discussing a few of the ways that goose populations are typically controlled or discouraged (ie: egg oiling / egg addling, flash tape, temporary shore fences), and some of the ways that the LSRCA works with its municipal partners to discourage waterfowl use of waterfront areas (planting native vegetative buffers along the edges of water bodies, encouraging the naturalization of parts of public properties instead of maintaining large grassed areas). I believe she was pleased to hear that we did work actively with our member municipalities, but understood that none of the methods discussed would completely stop the geese. Ms. Raymer asked whether the municipality undertook any goose control programs, but I did not have the answer for her; as a result, she asked that I pass along her letter. I would appreciate your assistance in sharing her letter with council. Best regards, Andrea Gynan ><((((Q>" •.><(((( .• •.><((((Q>.•'....><(((( Andrea Gynan Stewardship Technician Lake Simcoe Region Conservation Authority 120 Bayview Parkway, P.O. Box 282 Newmarket, Ontario L3Y 4X1 Tel: (905) 895 -1281, ext 236 Fax: (905) 853 -5881 email: a.gvnanPlsrca.on.ca web: www.lsrca.on.ca Proud Winner of the 2009 International Thiess Riverprize 1 Page 164 of 179 11c) - Correspondence dated January 13, 20... Sept. 9, 2010 Lakeshore Simcoe Conservation • OCT 0 1 2010 Please find a cheque for $80. in support of your cleanup endeavours on behalf of Lake Simc ,e •:W• My niece visited from Vancouver this summer remarked that the lake was deane than before: And°1 didn't see evidenced of zebra mussels.... can you account for this? A concern that isn't high on your priority list but I continue to draw your attention to is the mq ti j icrty of geese that collect on the otherwise beautiful beach at Memorial Parr, Oro Medonte. My son -in -law, d t tdr oo 100 of them last week and commented that the disease carried by these birds far outweighs hee �„ ;., _� .:,m„ ,n problem in the summer. It pollutes the beaches where babies play and after a rain storm, the beach is closed down because the feces are swept into the water. I'm sure there are ways which other communities have successfully dealt with the problem such as taking away the laid eggs. ( also know that the government protects them, But I'm also aware of the huge influence you wield on public opinion and government action..,...please consider -using it to address this problem. Thank you for your work. Please send me a receipt to F. Doreen Raymer, ii t Page 165 of 179 11d) - Correspondence dated January 12, 20... ISSUE DATE: Jan. 12, 2011 APPEARANCES: Background Ontario Ontario Municipal Board Commission des affaires municipales de ('Ontario IN THE MATTER OF subsection 53(19) of the Planning Act, R.S.O. 1990, c. P.13, as amended Applicant and Appellant: Bryan & Daniel Lambert Subject: Consent Property Address /Description: 839 Ridge Road West Municipality: Township of Oro - Medonte Municipal File No.: 2010 -B -21 OMB Case No.: PL100988 OMB File No.: PL100988 IN THE MATTER OF subsection 45(12) of the Planning Act, R.S.O. 1990, c. P.13, as amended Applicant and Appellant: Bryan & Daniel Lambert Subject: Minor Variance Variance from By -law No.: 97 -95 Property Address /Description: 839 Ridge Road West Municipality: Township of Oro - Medonte Municipal File No.: 2010 -A -21 OMB Case No.: PL100988 OMB File No.: PL101001 Parties Counsel * /Agent Township of Oro - Medonte J. Johnson* Bryan & Daniel Lambert W. Lambert DECISION DELIVERED BY C. HEFFERON AND ORDER OF THE BOARD PL100988 The Lambert Family owns a 0.7 ha parcel of land set among a group of several residential and commercial /residential properties on Ridge Road West at the corner of Line 5, in the Township of Oro - Medonte ( "Township "). They propose to subdivide this 0.7 ha lot ( "subject lands ") into two Tots — the new lot to be 0.3 ha in area and the retained lot 0.4 ha. There is an existing house on the parcel to be retained. The Page 166 of 179 11d) - Correspondence dated January 12, 20... - 2 - PL100988 Lamberts propose to develop the new lot with another home that Daniel Lambert will occupy. The dimensions of the new lots do not conform to the provisions of the 1997 Township of Oro - Medonte Zoning By -law ("By- law "). The proposed new lot has a total area of 0.3 ha, whereas 0.4 ha is the minimum required. In addition, the frontages of both the proposed new lot and the retained lot are deficient. The former has a frontage of 30 metres, whereas 45 metres is required; and the latter a frontage of 42 metres. The Lamberts' applications for consent to subdivide the subject lands and for three minor variances were refused by the Oro - Medonte Committee of Adjustment on August 19, 2010. Evidence & Analysis Mr. G. White, who is employed by the Township as Manager of Planning Services in the Development Services Department, was qualified by the Board to give opinion evidence on land use planning. He testified that the consent is contrary to the provisions of section C 2.2 of the Township's 2007 Official Plan ("OP "), which specifies a minimum area required of the original lot to be subdivided in a "Rural" area to be 36 ha. However, if the proposed new lot can be classified as "infill ", then the minimum area of the original lot need be 20 ha (OP section C 2.2.2). The land use planning reason for this, Mr. White explained, is to retain the rural character of the area and to discourage any development that does not support either the rural and natural character of the area or agricultural type uses. New single lot development is directed to nearby existing settlement areas where municipal sewer and water are already available or will eventually be available (OP section A2.6.1). He pointed out that the settlement area of Oro Station is located on Ridge Road West less than 2.6 km to the east of the subject lands, which in his opinion makes it nearby. The Township's 1997 By -law (Exhibit 10) requires that the minimum size of a residential building lot be at least 0.4 ha in area and have a frontage of at least 45 metres. Mr. White stated under oath that neither the retained nor the proposed new lot satisfies these criteria. One of the reasons for the minimum lot size of 0.4 ha, Mr. White Page 167 of 179 11d) - Correspondence dated January 12, 20... explained, is to accommodate an on -site water well as well as a septic tank system since most of the land in Oro - Medonte is not serviced with municipal sewers and water. - 3 - PL100988 Mr. White also testified that the proposal is contrary to the provisions of both policies 2.2.9 and 2.2.2 (i) of Places to Grow, the (Province's) Growth Plan for the Greater Golden Horseshoe. Places to Grow came into effect on June 16, 2006. Policy 2.2.9 directs development in rural areas to rural settlement areas, which policy it states is "key to the vitality and economic well -being of rural communities ". This policy allows development on specific sites outside the settlement areas if approved zoning is in place and the approved OP policies permit such development. Mr. White testified that neither the zoning nor the OP policies for the subject lands permit such development as a matter of right. T1iis evidence was not contradicted. Places to Grow Policy 2.2.2 (i) states that: Population and employment growth will be accommodated by directing development to settlement areas, except where necessary for development related to ... rural land uses that cannot be located in settlement areas." Mr. White stated that he interprets "rural land uses" to refer to farm homes, barns and the like. All other development is to be located in settlement areas. This is current Provincial policy with general application throughout Ontario. Mr. White stated under oath that the proposal is not consistent with the Provincial Policy Statement 2005 ( "PPS "). Policy 1.1.1(d) states that "healthy, liveable and safe communitiep are sustained by avoiding development patterns that would prevent the efficient expansion of settlement areas in those areas that are adjacent or close to settlement areas ". He told the Board that the subject lands are within 2.6 km of the settlement area of Oro Station, which he testified, qualifies the subject lands as being "close to that settlement area ". It was pointed out that a consent must also conform to the provisions of subsection 51(24) of the Planning Act. Subsection 51(24) (f) requires that regard be had for the dimensions and shapes of the new lots. Based on the evidence of Mr. White, find that neither lot satisfies the provisions of subsection 51(24) (f). Page 168 of 179 11d) - Correspondence dated January 12, 20... This land use planning evidence was not contradicted. - 4 - PL100988 Mr. Wayne Lambert, who acted as Agent for his son Daniel, presented a number of interesting points. He entered a Plan of Survey from the 1970's, which showed the subject lands subdivided into two lots of approximately the dimensions he proposes. However, there was no evidence entered that this Plan was ever registered or consent to sever was ever given. Mr. Lambert suggested that the proof might have been lost; Ms Johnson submitted it was because there was never any consent given. After consideration of the evidence, I find no reason to assume that there was ever a consent given. The second point Mr. Lambert made was that access to the proposed new lot has already been given by the County. Ridge Road West, I was told, is administered by the County of Simcoe. Mr. Lambert presented this as evidence that the County approves of the proposal. Mr. White contradicted this suggestion by pointing out certain errors in the County's GIS system, which might have led the Transportation officials there to assume that the lot satisfied the provision of the By -law. After consideration of the evidence, I adopt and rely on Mr. White's opinion evidence on this matter. The most significant point Mr. Lambert made was, in my view, his suggestion that putting another residential unit in among the other residential and other structures in that section of Ridge Road West actually conserved land and intensified the use of this serviced (but not fully serviced) land. Although Mr. Lambert did not raise this point, I had earlier been directed to OP section C2.3.1 respecting, The Creation of New Lots for Residential Purposes" (Exhibit 6, page 74). Mr. Lambert's proposal would appear to satisfy all of the criteria listed except the minimum lot size, and he had already applied for a minor variance in an attempt to relieve that deficiency. I found Mr. Lambert's argument to have considerable merit and might have been persuaded to approve the proposal were it not for two facts. First, in my view it would set an unhealthy precedent for Oro - Medonte, which is endeavouring to fulfill the requirements of both Places to Grow and the PPS by discouraging what Mr. White termed "scattered development ". Second, I heard convincing evidence from Mr. White that the proposal is contrary to the planned function for that area. The Township, in bringing its OP in 2007 into conformity with Places to Grow and the PPS, has been attempting since at least that time to preserve the rural character of the Municipality by Page 169 of 179 11d) - Correspondence dated January 12, 20... directing new residential development to settlement areas. As approval authority in this case, the Board has an obligation to support this work. General Finding - 5 PL1 D0988 In the absence of any qualified land use planning evidence to the contrary, adopt and rely on Mr. White's opinion evidence and find that the proposal does not conform to the provisions of the OP and By -law. Furthermore, it is contrary to the provisions of Places to Grow and the PPS, as well as subsection 51(24) (f) of the Planning Act. I also adopt and rely on Mr. White's opinion that the proposal does not represent good land use planning and is not in the public interest. Disposition and Order The Board Orders that the Lambert Family's appeal against the decision of the Township Committee of Adjustment to refuse their application for consent to sever the property municipally known as 839 Ridge Road West is dismissed. As the consent appeal was dismissed, there is no need for this Panel to make a determination on the merits of the minor variance appeal. So Orders the Board. "C. Hefferon" C. HEFFERON MEMBER Page 170 of 179 11e) - Correspondence dated January 12, 20... 12 January 2011 David & Evelyn Reid 41 Parkside Drive RR #2 Hawkestone, ON LOL 1TO. Mayor Hughes, Deputy Mayor. Hough and Councilors Coutanche, Meyer, Lancaster, Crawford, Evans Township of Oro Medonte 147 Line 7. South REC Oro Ontario LOL 2X0 Exemption request re By -law # 2008 -159 ORO- MEDDNTE TOWNSHIP Dear Council: Recently. By -law 2008 -159 was brought to our attention, and by way of this letter and attached drawing, request an exemption for our property. As the drawing will show we are the second last property to the dead-end of Parkside Drive. During our 17 years living in Oro we have never allowed snow to be moved to our neighbours property to the south. Our driveway is built very close to the edge of our property so that our vehicles can swing into the garage on the opposite side of the yard thereby eliminating the possibility of us putting snow on that side. The only available space within our yard is east of the garage to the road. Over the years we, like many neighbours, have suffered ongoing water issues in our homes. To put all of the snow on the limited space between the garage and the road would add to an already serious drainage issue of run -off from the road coming onto our property to reach the lake. We have been in discussion with Mr. Ball and Councilor Crawford regarding the potential of allowing the Township an easement to improve the drainage situation for many people. For the reasons explained above, we have routinely had our snow moved to the opposite side of the road on the road allowance, which is also on the back -side of the property across the road. We have had discussions with that neighbour (Mr. Elrick) and he is quite okay with the situation. There have only been two contractors in the 17 years and we feel they have done quite a good job ensuring a clean job and not created any unsafe conditions for the snow plows or drivers. We respectfully request an exemption from fines regarding By -law # 2008 -159. Attach: 1 hand drawn map of area C Evelyn JAN 1 3 2011 Page 171 of 179 11e) - Correspondence dated January 12, 20... Page 172 of 179 11f) - Correspondence received January 12,... DUNLOP HOSTS PRE- BUDGET CONSULTATIONS Simcoe North MPP Garfield Dunlop will once again host a pre- budget consultation to provide the constituents of Orillia and surrounding area with the opportunity to express their ideas and concerns for the next provincial budget. Information collected from this consultation will be forwarded to the Minister of Finance for consideration for the upcoming Ontario Budget. He is also hosting a pre- budget consultation in Midland on February 2. To make a presentation call Mary at 705- 326 -3246 or 1- 800 - 304 -7341. Date: Thursday, February 3, 2011 Time: 8:30 a.m. —1 p.m. Location: Orillia Highwayman Inn (at Highways 11 & 12, Orillia) The time allotted for presentations is approximately 10 minutes. You are invited to stay the morning and listen to the other presentations. The public is invited through newspaper ads. Page 173 of 179 11g) - Correspondence dated January 5, 201... JAN - 07 - 2011 FRI 03:19 PM CITY OF ORILLIA :ifg of ORILLIA CITY CENTRE 50 ANDREW ST. S., Suite 300 ORILLIA, ON. L3V 7T5 January 5, 2011 Mr. Doug Irwin, Clerk Township of Oro - Medonte Box 100 Ora, ON LOL 2X0 Sent via fax: 705 -487 0133 Dear Mr. Irwin: Re: Common Interest Committee I am pleased to advise you that Council, at its meeting held on December 13, 2010, made appointments to the Common Interest Committee for a two -year term to expire November 30, 2012. The City will be represented by myself and Councillor Patrick Kehoe. I trust that your Council has, or will soon, consider their appointments to this valuable local committee. Please advise of the Township's appointees by contacting the Executive Assistant to Mayor and Council, Grace Isgro, by phone to 326 -1177, or by e- mail to gisciro(worillia.ca. Copy to: AO :rc Clerk's Department OFFICE OF THE MAYOR & COUNCIL FAX:705 325 5178 P, 001 /001 TELEPHONE (705) 326 -1177 FACSIMILE (705) 325 -1612 H:\COVNSERVITOMRMS DIRECTORYC - Council, Boards and By-laws \012 - Boards, Commissions and Committee&Appointments12 01 0 - 201 2 Council 2 Appointments\ Letter (Mayor) - Common Interest Committee Appolntments- Oro- Medonte.dc • Film C01 .2010 - 175 Page 174 of 179 11g) - Correspondence dated January 5, 201... PURPOSE: BACKGROUND: COMMON INTEREST COMMITTEE Terms of Reference The Common Interest Committee provides a forum to discuss matters of mutual interest between the Township of Severn, City of Orillia, Township of Oro - Medonte, Township of Ramara and the Chippewas of Mnjikaning First Nations. Through the sharing of information and ongoing communication, and on behalf of their respective Councils, issues of common interest can be facilitated by this advisory body in an informal and proactive manner. The establishment of the Common Interest Committee of Council was endorsed by resolution by each of the respective Council as follows: Motion No. 000203 -24, dated February 3, 2000, by the Council for the Corporation of the Township of Severn. Motion No. 2000 -37, dated January 31, 2000, by the Council for the Corporation of the City of Orillia. Motion No. 10, dated January 12, 2000, by the Council for the Corporation of the Township of Oro - Medonte. Motion No. CS34 -00, dated February 7, 2000, by the Council for the Corporation of the Township of Ramara. Resolution by the Chippewas of Mnjikaning First Nations. 1 Page 175 of 179 11g) - Correspondence dated January 5, 201... MEMBERSHIP: The Mayor (Chief) and one member of Council of each member municipality shall be appointed by Council resolution to serve as members of the Common Interest Committee on behalf of their Council. Pursuant to Council resolution, each member so appointed may designate another member of Council to attend a meeting of the Common Interest Committee in his /her absence and such designate shall have full voting privileges at that meeting. TERM: Each appointee will serve on the Common Interest Committee for the current term of elected office. CHAIR: The Office of Chair shall be the Mayor (Chief) of the municipality hosting the meeting. QUORUM: A quorum shall consist of a majority of all members of the Committee. VOTING: All members of the Common Interest Committee are to cast a vote. The outcome will be based on a simple majority. In the instance of a tie vote, the motion will be lost. Other members of the Councils of Severn, Orillia, Oro - Medonte, Ramara and Chippewas of Mnjikaning First Nations are entitled to attend the meetings of the Common Interest Committee. They are to be observers of the meetings unless by a majority vote of members in attendance, are allowed to participate in the proceedings. However, these members who are not appointees to the Common Interest Committee are not entitled to vote. Their attendance will be recorded in the minutes. SUBCOMMITTEES: There may be the need to establish a Subcommittee for a specific purpose, whose composition must be approved by the Common Interest Committee. Subject to approval by the respective Councils on recommendation of the Common Interest Committee, other members of each Council may be appointed to serve on Subcommittees. 2 Page 176 of 179 11g) - Correspondence dated January 5, 201... MEETINGS: Meetings will be held on a monthly basis or at the call of the Chair. The regular monthly meetings will be held on the 3` Thursday of each month at 9:00 a.m., unless otherwise arranged. The location of the meeting will be at the discretion of the Committee. Meetings will be held at the Municipal Offices, unless due notice of a change in location is provided to the members. The conduct of meetings is pursuant to the provisions of the Municipal Act. AGENDAS: The Chair of the upcoming meeting will issue an agenda to all members of the Councils and this agenda will be released at least five (5) working days prior to the date of the meeting. The format of the agenda is attached as Appendix "A ". Other Business may only be items of an information, congratulatory or emergency nature. Unless approved by a majority of members in attendance, matters of Other Business which require discussion will be brought forward to the next agenda. MINUTES: The Chair is responsible to provide a Recording Secretary for the meeting. The Recording Secretary will compile minutes of the meeting which summarize the discussions and importantly denote recommendations to Council and any action required. Minutes will be forwarded within ten (10) days to the Clerk of each municipality to be forwarded to Council. BUDGET: There is no specific budget for the Common Interest Committee. Any funding would be obtained through resolution of each Council and would be on a cost - sharing basis dependent on the issue. ACCOUNTABILITY: The Common Interest Committee is an advisory body. It is accountable through its members to each respective Council. It makes recommendations to the Councils for Severn, Orillia, Oro - Medonte, Ramara and Chippewas of Mnjikaning First Nations. The consensus of these Councils is necessary in order for decisions to be made. 3 Page 177 of 179 11g) - Correspondence dated January 5, 201... Recommendations for approval will be included in the meeting minutes. In instances where additional information is required, the appropriate staff will be directed to prepare a report. STAFF & OTHER RESOURCES: The Chief Administrative Officers of each municipality may be requested to be in attendance. Each member of the Common Interest Committee is entitled to arrange for appropriate representation by their respective staff to attend a meeting. Staff's role will be upon request to provide information, respond to inquiries and undertake any follow up about a specific matter. Their attendance will be recorded in the minutes. As the use of consultants and other outside resources (eg. Solicitor) require the expenditure of funds, authorization from all Councils must be obtained prior to their attendance at a meeting and /or involvement in an issue. LEGISLATION: The conduct of the Common Interest Committee and its members are governed by the same legislation as Council. Of particular note are the Municipal Act, the Municipal Conflict of Interest Act and the Municipal Freedom of Information & Protection of Privacy Act. 4 Page 178 of 179 11g) - Correspondence dated January 5, 201... DATE: TIME OF MEETING: LOCATION OF MEETING: CHAIRPERSON: 1. CALL TO ORDER COMMON INTEREST COMMITTEE - AGENDA — Appendix "A" 2. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. ADOPTION OF MINUTES OF PREVIOUS MEETING 4. MATTERS ARISING FROM PREVIOUS MINUTES 5. MATTERS FOR DISCUSSION (to be listed) 6. OTHER BUSINESS 7. DATE OF NEXT MEETING 8. ADJOURNMENT 5 Page 179 of 179