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03 09 2011 Council Agenda
THE TOWNSHIP OF ORO- MEDONTE COUNCIL MEETING AGENDA �-i COUNCIL CHAMBERS Township —40 P1 Wednesday, March 9, 2011 Proud Heritage, Exciting Future 6:30 p.m. - Closed Session 7:00 p.m. - Open Session Page 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. 3. DISCLOSURE OF PECUNIARY INTEREST: 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Doug Irwin, Director of Corporate Services /Clerk, re: Personal matters about an identifiable individual (Municipal Law Enforcement). d) Andria Leigh, Director of Development Services re: Litigation affecting the municipality (Insurance Claim, Pine Ridge Trail). e) Andria Leigh, Director of Development Services re: Litigation affecting the municipality (Line 13 North) [Addenda] 5. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 6. MINUTES OF COUNCIL AND COMMITTEES: 4 -14 a) Minutes of Council meeting held on March 2, 2011. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. 9. DEPUTATIONS: 15 -30 a) 7:00 p.m. Galen Lam, Director, 2063334 Ontario Inc. re: Meadow Acres Subdivision, 43T- 90082, Sidewalk Alternative Options. Page 1 of 88 Page Council Meeting Agenda - March 9, 2011 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: Page 2 of 88 10. REPORTS OF MUNICIPAL OFFICERS: 31 -33 a) Report No. HR 2011 -02, Tamara Obee, Manager, Health & Safety, Human Resources re: 2010 Health & Safety Year in Review [confidential correspondence distributed under separate cover]. 34 -36 b) Report No. HR 2011 -3, Tamara Obee, Manager, Health & Safety, Human Resources re: Holiday Shutdown. 11. REPORTS OF MEMBERS OF COUNCIL: 37 -40 a) Mayor H.S. Hughes and Councillor Coutanche, re: 2011 ROMA/OGRA Conference Update. 41 b) Mayor H.S. Hughes re: Council Feedback from Colleagues Form. 12. CONSENT AGENDA: a) Announcements of Interest to the Public - None. 42 -47 b) Minutes of Midland Public Library Board meeting held on January 20, 2011. Staff Recommendation: Receive. 48 c) Tom Kontra, A/Assistant Deputy Minister and Chief, Ministry of Community Safety and Correctional Services, correspondence dated February 25, 2011 re: Completion of Mandatory Emergency Management Activities. Staff Recommendation: Receive. 49 -52 d) Nottawasaga Valley Conservation Authority, Minutes of January 28 and Highlights of February 25, 2011 meetings. Staff Recommendation: Receive. 13. COMMUNICATIONS: 53 -54 a) 2011 OSUM Annual Conference and Trade Show, May 4 -6, 2011, Town of Niagara -On- The -Lake. 55 -86 b) Correspondence dated February 25, 2011 from Doug Taylor, Manager of Administrative Services /Treasurer, Township of Tiny re: Request of Participation Level, Intake Three of Rural Connections Broadband Program. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: 87 a) By -Law No. 2011 -028 A By -law to Continue a Recreation Technical Support Group And to Repeal By -law No. 2007- 005. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: Page 2 of 88 Page Council Meeting Agenda - March 9, 2011 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): 18. CONFIRMATION BY -LAW: 88 a) By -Law No. 2011 -035 Being a Council 2011. 19. ADJOURNMENT: a) Motion to Adjourn. By -Law to Confirm the Proceedings of the Meeting held on Wednesday, March 9, Page 3 of 88 6a) - Minutes of Council meeting held on M... THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES Touaulr;po Council Chambers Prosad Heritage, Exciting 1 ulwi. Wednesday, March 2, 2011 2010 - 2014 COUNCIL Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche, ar;i ad at . '10 p.m. Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 1:01 p.m. Staff Present: Robin Dunn, `?f Administrative Officer; Paul Gravelle, Director of Finance /Trea. _ �, i�eputy CAO; Doug Irwin, Director of Corporate Services /Clerk; ndria Leigh, Director of Development Services; Donna Hewitt, D, of Corporate Strategic Initiatives; Richard Playfair, Director c Fire and Emergency Services; Jerry Ball, Director of Transportation and Environmental Services; Shawn Binns, Director of Recreation and Community Services; Tamara Obee, Manager Health & Safety, Human Resources; Janette Teeter, Deputy Clerk; Samah Othman, Executive Assistant /Corporate Communications Specialist; Marie Brissette, Committee Coordinator. Also Present: Ann Budge, Ann Truyens, Sandy Agnew, Shirley Woodrow, Susan Woods, Joan Ellis, Carol Lambie, Laurene Hilderley. 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer /moment of reflection. Page 1 of 11 Page 4 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. C110302 -1 Moved by Crawford, Seconded by Evans Be it resolved that the agenda for the Council meeting of Wednesday, March 2, 2011 be received and adopted, as amended to withdraw Item 11 a) Deputy Mayor Hough re: Nottawasaga Valley Conservation Authority February 25, 2011 Meeting Update. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. C110302 -2 Moved by Lancaster, Seconded by Meyer Be it resolved that we do now go in Closed Session at 1:02 p.m. to discuss • personal matter affecting an identifiable individual. Carried. b) Motion to Rise and Report. Motion No. C110302 -3 Moved by Evans, Seconded by Crawford Be it resolved that we do now Rise at 1:20 p.m. and recess until 2:00 p.m. at which time we shall Report on the Closed Session Item 4c), Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services). Carried. Page 2 of 11 Page 5 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 c) Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Richard Playfair, Director of Fire and Emergency Services; Samah Othman, Executive Assistant /Corporate Communications Specialist. Motion No. C110302 -4 Moved by Lancaster, Seconded by Meyer Be it resolved that the confidential verbal information presented by Robin Dunn, Chief Administrative Officer, re: Personal matters about an identifiable individual (Fire and Emergency Services) be received. Carried. 5. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 6. MINUTES OF COUNCIL AND COMMITTEES: a) Minutes of Council meeting held on February 23, 2011. Motion No. C110302 -5 Moved by Meyer, Seconded by Lancaster Be it resolved that the draft minutes of the Council meeting held on Wednesday, February 23, 2011 be adopted as printed and circulated. Carried. b) Minutes of Human Resources Committee meeting held on February 23, 2011. Motion No. C110302 -6 Moved by Lancaster, Seconded by Evans Be it resolved that the draft minutes of the Human Resources Committee meeting held on February 23, 2011 be received. Carried. 7. RECOGNITION OF ACHIEVEMENTS: None. 8. PUBLIC MEETINGS: None. Page 3 of 11 Page 6 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 9. DEPUTATIONS: a) Carol Lambie, President and CEO, Laurene Hilderley, Director Communications and Fund Development, Mental Health Centre, Penetanguishene, re: Overview of Mental Health Services and Programs. A short video clip was presented. Motion No. C110302 -7 Moved by Crawford, Seconded by Lancaster Be it resolved that the correspondence dated December 23, 2010 and February 18, 2011 and PowerPoint presentation by Carol Lambie, President and CEO and Laurene Hilderley, Director Communications and Fund Development, Mental Health Centre, Penetanguishene, re: Overview of Mental Health Services and Programs be received. Carried. 10. REPORTS OF MUNICIPAL OFFICERS: Item 10d) Report No. FI 2011 -09, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: 2011 Budget was dealt with at this time. a) Robin Dunn, Chief Administrative Officer, re: 2011 Budget Deliberations. The 2011 Waste Management Budget was distributed to Council. Motion No. C110302 -8 Moved by Lancaster, Seconded by Meyer Be it resolved that the Summary of the Programs /Initiatives discussed but not funded in 2011 be received. Carried. Motion No. C110302 -9 Moved by Evans, Seconded by Lancaster Be it resolved that the Summary of 2011 Budget Adjustments to the December 20, 2010 Draft Budget presented by Robin Dunn, Chief Administrative Officer re: 2011 Operating Capital and Reserve Budgets be received. Carried. Page 4 of 11 Page 7 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 Motion No. C110302 -10 Moved by Lancaster, Seconded by Meyer Be it resolved that the 2011 Operating, Capital and Reserve Budgets, as amended effective March 2, 2011, are hereby adopted. Carried. Recorded Vote Requested by Deputy Mayor Hough Deputy Mayor Hough Nay Councillor Lancaster Yea Councillor Meyer Yea Councillor Coutanche Yea Councillor Crawford Yea Councillor Evans Nay Mayor H.S. Hughes Yea b) Report No. Fl 2011 -07, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Statement of Accounts — January 31, 2011. Motion No. C110302 -11 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That Report No. Fl 2011 -07, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Statement of Accounts - January 31, 2011 be received. 2. And Further That the accounts for the month of January, 2011 totalling $1,236,682.65 be received. Carried. c) Report No. Fl 2011 -08, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Development Charges Reserve Fund. Motion No. C110302 -12 Moved by Crawford, Seconded by Evans Be it resolved: 1. That Report No. Fl 2011 -08, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: Development Charges Reserve Fund be received. 2. That the financial statement relating to the Development Charges Reserve Fund for the year 2010 be received. 3. And Further That The Director of Finance /Treasurer /Deputy CAO forward a copy of the said financial statement to the Ministry of Municipal Affairs and arrange for the posting of the financial statement to the Township's website. Carried. Page 5 of 11 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 d) Report No. FI 2011 -09, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re 2011 Budget. Motion No. C110302 -13 Moved by Lancaster, Seconded by Meyer Be it resolved that Report No. FI 2011 -09, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO, re: 2011 Budget be received and adopted, with the updated schedule which was distributed at the meeting. Carried. e) Report No. CS 2011 -03, Doug Irwin, Director of Corporate Services /Clerk, re: Recreation Technical Support Group Structure for 2010 -2014 Term of Council [deferred from February 23, 2011 meeting]. Motion No. C110302 -14 Moved by Evans, Seconded by Crawford Be it resolved that the memorandum correspondence dated March 2, 2011 and presented by Shawn Binns, Director of Recreation and Community Services re: 2010- 2014 Recreation Technical Support Group be received, And that the mandate for the Recreation Technical Support Group be amended to add "including: arts, culture, heritage, parks and facilities" after "... delivery of recreational services ", as outlined in Draft By -law No. 2011 -028. Carried. Motion No. C110302 -15 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That Report No. CS 2011 -03, Doug Irwin, Director of Corporate Services /Clerk, re: Recreation Technical Support Group Structure for 2010 -2014 Term of Council be received and adopted. 2. That the Oro - Medonte Recreation Technical Support Group be continued for the 2010 -2014 Term of Council with a composition of two (2) members of Council (Chair), five (5) public members residing within the Township of Oro - Medonte and the Mayor as an ex- officio member. 3. That the appropriate by -law be brought forward for Council's consideration. 4. And Further That staff proceed accordingly to advertise and report back to Council with the applications received. Carried. Page 6of11 Page 9 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 f) Report No. DS 2011 -004, Andria Leigh, Director of Development Services, re: Oro - Medonte Environmental Advisory Group — Review of Mandate, Terms of Reference, and Committee Composition [deferred from February 23, 2011 meeting]. Motion No. C110302 -16 Moved by Coutanche, Seconded by Crawford Be it resolved that the recommendations for the Environmental Advisory Committee be referred to a working group of Council for possible revisions that would better ensure that the Mandate of the Committee is consistent with the strategic initiatives of the Township; and that Councillors Crawford and Coutanche be designated the Council representatives with the Mayor being ex- officio to the working group. Carried. Motion No. C110302 -17 Moved by Lancaster, Seconded by Crawford Be it resolved 1. That Report No. DS 2011 -004, Andria Leigh, Director of Development Services, re: Oro - Medonte Environmental Advisory Group — Review of Mandate, Terms of Reference, and Committee Composition be received and adopted. 2. That the appropriate by -law to endorse the revised Mandate and Terms of Reference for the Oro - Medonte Environmental Advisory Technical Support Group (EATSG) be brought forward for Council's consideration. 3. And Further That the Clerk proceed with the appropriate posting for interested applicants for appointment to the Oro - Medonte Environmental Advisory Technical Support Group. Deferred. 11. REPORTS OF MEMBERS OF COUNCIL: a) Deputy Mayor Hough, re: Nottawasaga Valley Conservation Authority February 25, 2011 Meeting Update. The item was withdrawn. 12. CONSENT AGENDA: a) Announcements of Interest to the Public - None. Page 7 of 11 Page 10 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 13. COMMUNICATIONS: a) Correspondence dated November 5, 2010 from Sean Roper, re: Request for Special Event Road Use Permit, Emergency Services Adventure Race, June 18, 2011. Motion No. C110302 -18 Moved by Meyer, Seconded by Lancaster Be it resolved 1. That the correspondence dated November 5, 2010 from Sean Roper, re: Request for Special Event Road Use Permit, Emergency Services Adventure Race (ESAR) on June 18, 2011 be received. 2. That the applicant liaise with the Director of Transportation and Environmental Services and the Chief Municipal Law Enforcement Officer with respect to signage and parking. 3. That the applicant provide proof of insurance naming the Township of Oro - Medonte as an additional insured in the amount of $2,000,000.00. 4. That the applicant provides appropriate notification to local residents and businesses affected. 5. That the applicant liaise with the Oro - Medonte Chamber of Commerce to promote local businesses and area accommodations. 6. And That applicant be advised of Council's decision under the Director of Corporate Services /Clerk's signature. Carried. b) Correspondence dated February 18, 2011 from Don Evans, Executive Director, The Sharing Place, re: Second Annual Mac & Cheese Luncheon. Motion No. C110302 -19 Moved by Crawford, Seconded by Lancaster Be it resolved 1. That the correspondence dated February 18, 2011 from Don Evans, Executive Director, The Sharing Place, re: Second Annual Mac & Cheese Luncheon be received 2. That Mayor Hughes and Councillors Lancaster and Meyer be authorized to attend. 3. And That the CAO's office arrange for the tickets. Carried. Page 8 of 11 Page 11 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 c) Correspondence received February 22, 2011 from the County of Simcoe Planning Department, re: Trails Connecting Communities Program - 2011. Motion No. C110302 -20 Moved by Lancaster, Seconded by Meyer Be it resolved that the correspondence received February 22, 2011 from the County of Simcoe Planning Department, re: Trails Connecting Communities Program - 2011 be received. Carried. d) Correspondence dated February 22, 2011 from Anna Proctor, Hawkestone and Area Community Association, re: Soapbox Derby - April 16, 2011. Motion No. C110302 -21 Moved by Crawford, Seconded by Evans Be it resolved 1. That the correspondence dated February 22, 20111 from Anna Proctor, President of Hawkestone and Area Community Association (HAACA) re: Soapbox Derby — April 16, 2011 be received. 2. That the request from HAACA to run a Soapbox Derby from Line 11 South from Ridge Road to John Street on April 16, 2011 from 11:30 a.m. to 4:00 p.m. be approved. 3. That an exemption to By -Law No 2006 -38 be granted to the HAACA to hold the Soap Box Derby on Saturday April 16, 2011 upon receipt of proof of $2,000,000 insurance to the Director of Recreation and Community Services. 4. That Line 11 South from Ridge Road to John Street be temporarily closed on April 16, 2011 from 11:30 a.m. to 4:00 p.m. inclusively. 5. That HAACA notify all emergency personnel of the partial road closure. 6. That the Hawkestone and Area Community Association be granted permission to utilize six Township Temporary Barricades on April 16, 2011. 7. And Further That the Director of Recreation and Community Services liaise and notify HAACA, the Director of Transportation and Environmental Services, and the Director of Fire & Emergency Services of Council's decision. Carried. 14. NOTICE OF MOTIONS: None. Page 9 of 11 Page 12 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 15. BY -LAWS: a) By -Law No. 2011 -025 A By -Law to Amend By -Law, 2010 -093, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law) [deferred from February 9, 2011 meeting]. Motion No. C110302 -22 Moved by Meyer, Seconded by Lancaster Be it resolved that By -Law No. 2011 -025, being a By -Law to Amend By -Law, 2010 -093, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law) be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): None. II &CONFIRMATION BY -LAW: a) By -Law No. 2011 -034 Being a By -Law to Confirm the Proceedings of the Council Meeting Held on Wednesday, March 2, 2011. Motion No. C110302 -23 Moved by Evans, Seconded by Lancaster Be it resolved that By -Law No. 2011 -034, being a by -law to confirm the proceedings of the Council meeting held on Wednesday, March 2, 2011 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 10 of 11 Page 13 of 88 6a) - Minutes of Council meeting held on M... Council Minutes — March 2, 2011 19.ADJOURNMENT: a) Motion to Adjourn. Motion No. C110302 -24 Moved by Lancaster, Seconded by Meyer Be it resolved that we do now adjourn at 3:48 p.m. Carried. Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 11 of 11 Page 14 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 03- 01- 11;10 :29AM; ;416 391 6703 # 1/ 1 d` REQUEST FO. R% DEPUTATION ', BEFORE: :COUNCIIJCOMMITTE P,—d Frnir.pV, liatfrixg F.'N'r Any written or electronic submissions and background information for consideration by Council /Committee must be submitted to the Clerk by 4:30 pm on the Wednesday of the week prior to the preferred meeting. Electronic submissions should be submitted in Microsoft PowerPoint /Microsoft Word format. Preferred Meeting and Date - D I am requesting deputation to speak: a) ❑ on my awn behalf, or b) N/on behalf of a group / organization / association, If b), please state name of group/ organization /association below. I would like to use: 0 projector M' Name(s) of Speaker(s) A deputation 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. Subject of Presentation Please describe below, the subject matter of the requested presentation In sufficient detail, to provide the Township a means to determine Its content and to assess its relative priority to other requests for presentation. Weight will be given to those requests that provide more detailed descriptions of the content of the presentation, particularly defining how the subject matter aligns with Council's Mandate. Please note, If you Intend to include handouts or a presentation using electronic devices, one (1) copy of any electronic presentation and fifteen (15) hard copies of the presentation including any handouts and are to be delivered to the Clerk's Office in accordance with the guidelines for Deputations/D outlined in the Township's Procedural fay -law. r �LWins�p. -� lomhlwn +� IYIY�d os k , r� lsz5, yAj re* ; , a 40 - t�z l ._.. Reason w hy this presentation is Important to Council and to the municipality: rs R L` F�St1 L- 1.1t�C — 1 J � U Date of Request: Signature(s) of Speaker(s): Address: 5 � S ,z 4 k Telephone 0 -�2 4 /L:) C I N. Fax: t f �=O Email _ y Note: Additional material may be circulated / presented at the time of the deputation. Scheduling will be at the discretion of the Clerk, and will be confirmed. There are no guarantees that by requesting a certain dates) your deputation will be accepted, as prior commitments may make it necessary to schedule an alternate date suggested by the Clerk. Personal Information an this form Is collected under the legal authority of the Municipal Act; 3:0. 2001, c.26 as amended. The Information Is collected and maintained for the purpose of creating a record that Is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act, questions about thls copeotlon should be directed tp the Clerk's Office, The Corporation of the Township of Oro- Medonte. 9413 Rine 7 South, Sam 100, Oro, Ontario, 1,01, 2XO, 0912011 Page 15 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... Warminster Settlement Area Meadow Acres Report #D 52010 -051 Alternative to Sidewalk Date: Mar 9, 2011 Page 16 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... Background On October 13, 2010, report # DS2010 -051 requests of red -lined revisions to approved Draft Plan of Subdivision 43T -90082 within the Warminster Settlement Area was presented to Council. The report was supported by staffs and recommendation for Council approval. Although the redlined revisions to the existing draft plan of subdivision is not a requirement of the Planning Act and does not constitute a Public Meeting notice under Planning Act. It was the opinion by the planning department to sent out notice to the surrounding landowner for an opportunity to view the changes and make comments. Several residents voiced on the matters of Park land and Side walk along Line 13 on the subject revisions. A motion was passed by council on the red -lined revisions as outlined in the report be approved, with exception of Lots 27 to 32 (Appendix "A "). Identified concern by the residents There is a concern with some residents about students walking along Line 13 to the Warminster Elementary School and requested a sidewalk to be constructed from the subdivision along Line 13 to the Warminster Elementary School. Alternative to sidewalk We have made contact with Simcoe Country District School Broad SCDSB regarding if it is an option to provide busing for the present and future students within the Warminster community. The response form the SCDSB was that if walking route to the school property outside 1.6 km or there were safety factors, such as 80 km zones then SCDSB will consider 100% busing. Therefore, the SCDSB consider the community is a walk zones. The current speed limits along Line 13 is 50 km/h and there are no visible school ahead warning signage long Line 13. As a builder for the community (Broadmoor Homes), we will contribute brand new school signage as identified at (Appendix "B "). The new school signage will increase the awareness to the drivers that the school is ahead and slow down on speed. Conclusion Sidewalk in a rural area is uncommon, we believe the school ahead warning signage is a better alternative and would have greater effect to respond on the residents concerns and fitting the community's fabric nicely without any costs incurred by the Township. Page 17 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... Annendix A. Council Meeting Minutes — October 13, 2010 j) Report No. DS2010 -051, Andria Leigh, Director of Development Services, re: Draft Plan of Subdivision, proposed red -lined revisions, Part of Lot 5, Concession 13 (Medonte), File: 43T -90082 (2063334 Ontario inc.). Council consented to permit Patsy Robbins, Morris Seebourne, Shannon Lamarche, Lisa Lamarche, Mike Vandergeest, Lisa Miller and Galen Lam (representative of the developer) to speak on the matter. Motion No. 0101013 -14 Moved by Coutanche, Seconded by Allison Be it resolved 1. That Report No. DS 2010 -051, Andria Leigh, Director of Development Services, re: Draft Plan of Subdivision, proposed red -lined revisions, Part of Lot 5, Concession 13 (Medonte), File: 43T -90082 (2063334 Ontario Inc.) be received. 2. That the red -lined revisions for Application 43T - 90082, Part of Lot 5, Concession 13 (Medonte) as outlined in Report No. DS 2010 -051 be approved, with the exception of Lots 27 to 32. 3. And That the conditions of Draft Plan Approval be amended to reflect the red -lined revisions and be brought back to the first available Council meeting for Council's consideration. Carried. Page 10 of 19 Page 18 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No. DS2010 -051, Andria Leigh,... TOWNSHIP OF ORO- MEDONTE V `' REPORT ... Report No: DS 2010 -051 To: Council Prepared By: Glenn White, Manager of Planning Services Meeting Date: Subject: Draft Plan of Subdivision, Motion # October 13, 2010 proposed red -lined revisions, Part of Lot 5, Concession 13 (Medonte) Roll #: R.M.S. File #: 434602000409920 File: 43T-90082 D12 -09164 434602000409500 (2063334 Ontario Inc.) RECOMMENDATION(S): Requires Action' X For Information Only It is recommended that Council: 1. THAT Report DS 2010 -051 Re: Draft Plan of Subdivision, proposed red -lined revisions Application 43T -90082 for 2063334 Ontario Inc., Part of Lot 5, Concession 13 (Medonte), Township of Oro - Medonte, be received and adopted; 2. THAT Report DS 2010 -051 Re: Draft Plan of Subdivision, proposed red -lined revisions Application 43T -90082 for 2063334 Ontario Inc., Part of Lot 5, Concession 13 (Medonte), Township of Oro- Medonte, be approved; 3. THAT Conditions of Draft Plan Approval be amended to reflect the red -lined revisions and be brought back to the first available Council meeting for Council's consideration. BACKGROUND: The subject lands are located south of Warminster Sideroad and west of Line 13 North as noted on the attached map. In 1998, the revised draft approved plan of subdivision had 55 residential lots, one block (Block 57) for stormwater management purposes, one block (Block 58) for future development and one block (Block 59) to be park area. The proposed red -line revision now proposes smaller lot frontages, a larger stormwater management block (Block 75) and residential lots for Blocks 58 and 59 resulting in a total of 74 residential lots. The developer has been actively working toward the fulfillment of the existing draft plan conditions. The new proposed red -fined plan reflects the applicant's desire to meet present day real estate market needs, to meet the requirements of the Zoning By -law and also to meet the requirements of the NVCA for today's stormwater management standards. The existing adjacent land use to the east is residential lots within the Warminster Settlement Area. The red -lined revisions would create lots with similar approximate 30 metre lot frontages found along the existing streets to the east (Preston Street and Robins Drive). Development Services Meeting Date October 13, 2010 Report No. DS2010 -051 Page 1 of 7 Page 93 of 197 Page 19 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No. DS2010 -051, Andria Leigh,.. ANALYSIS: The applicant is proposing to reduce a number of lot frontages to 31.5 metres, 32.6 metres, 33.5 metres and 37 metres from the original lots which included approximate 40 and 50 metre frontages. The new proposed frontages will be more consistent with the existing lots frontages of approximately 30 metres along Preston Street and Robins Drive to the east. The lot depths of Lots 1 to 10 at the west portion of the plan have been decreased to accommodate a larger stormwater management block (Block 75). The future development Block (Black 58) and park area (Block 59) are now proposed to be residential lots (Lots 27 to 36). The road layout remains the same with two entrances onto Warminster Sideroad, one connection to Robbins Drive which leads to Line 13 and one new connection to Line 13 North. The number of lots has increased from 55 lots to 74 lots. This is the result of lot frontages being decreased to 31.5 metres, 32.6 metres, 33.5 metres and 37 metres in various locations resulting in 9 new lots. Ten (10) new lots are proposed to be created by residential lots replacing Blocks 58 and 59. It should be noted that the proposed red -lined revision has not changed the overall boundaries of the draft plan of subdivision. The original plan had an Agricultural Code of Practice's Minimum Distance Separation are of influence setback of 143.2m from a barn located to the south. This indicated that building envelops would not intrude upon this are of influence. The applicant has submitted a new Minimum Distance Separation (MDS) report which concludes that under the current Minimum Distance Separation (MDS) Implementation Guidelines (2006) policies the fact the plan of subdivision is within an approved settlement area compliance with the MDS guidelines is not required for farm buildings beyond the settlement area limits. The farm in question is not currently being used for a livestock or dairy operation. This "Note To Draft Approval" (arc of influence setback) is no longer required by current MDS policies therefore it could be removed the "Conditions of Draft Plan Approval' for File 43T -90082 The Notice of Information was mailed to surrounding landowners informing them of the proposed red- lined revisions to the existing draft approved plan of subdivision. Since the new plan proposed to increase the number of lots, the Planning Department was of the opinion that the surrounding landowners should be informed of the proposed changes. This information notice is not a requirement of the Planning Act and does not constitute a Public Meeting notice under the Planning Act. The notice gave the existing landowners the opportunity to view the changes and provided the opportunity to make comments. As of this date, no written comments have been received, The lands are proposed in the future to have a Residential One (R1) Zone, which is consistent with the existing residential lands in the settlement area, all of the proposed lots would comply with the lot frontage and lot area requirements of this zone. FINANCIAL: Not applicable. Development Services Meeting Date October 13, 2010 Report No. DS2a10.051 Page 2 of 7 Page 94 of 197 Page 20 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No. DS2010 -051, Andria Leigh,... POLICIES /LEGISLATION: Township of Ora - Medonte Official Plan: The subject lands are presently designated "Rural Settlement Area" by Schedule "A" of the Official Plan. The Rural Settlement Area designation provides for limited residential growth by Plan of Subdivision on municipal water and private septic services, as proposed by this application. Warminster is a rural service centre and is serviced by a municipal water system that is capable of being expanded at the owner's expense. Permitted uses on lands designated "Rural Settlement Area" are "low density residential, small scale commercial uses that serve the needs of the settlement area and surrounding rural area, small scale industrial development, institutional uses such as schools, places of worship, community centres, libraries and similar uses ". In anaiyzing the proposed plan of subdivision, Staff reviewed the County of Simcoe Official Plan, Provincial P61cy Statement and Places to Grow legislation. With the subject lands being located within an identified settlement area, the plan of subdivision constitutes a permitted use in accordance with the Rural Settlement Area policies of the Official Plan and is consistent with the County of Simcoe and Provincial policies, Zoning By -law The subject property is presently zoned Agricultural/Rural (A/RU) Zone and Agricultural/Rural Exception 15 (A/RU "15) Zone by Zoning By -law No. 97 -95. The proposed rezoning would rezone the lands to Residential One (R1) Zone to reflect the intended use of the lands. The developer will have to confirm that no exceptions are required to the zone standards for lot frontage or lot area for the proposed residential lots. The proposed Block 75 is proposed to be zoned Open Space (OS) Zone. It is also proposed to zone the residential lands Residential One Hold (R1 (H)) Zane. The Holding provision would be lifted once until a Subdivision Agreement has been executed. Plan of Subdivision As per the policies of the Official Plan, the Plan of Subdivision will be serviced by municipally owned water system and individual private septic systems. Upgrades to the Warminster water system will be paid for by the developer. The original draft approved plan of subdivision had identified Block 59 as park area. The red -lined revision has proposed residential lots in the former Block 59. Therefore, the draft plan conditions would have to be changed to include a new condition requiring cash -in -lieu of parkland dedication. There is an existing municipal park located south of Warminster Sideroad and east of Highway 12. The Director of Recreation and Community Services is in support of the elimination of the park block (Block 59) in favour of the Township receiving cash -in -lieu of parkland dedication. CONSULTATIONS: The proposed red -lined plan of subdivision was circulated to internal Township Departments and relevant external agencies. The following comments were received: Nottawasaga Valley Conservation Authority — NVCA staff have reviewed the lot reconfiguration prepared by C.C. Tatham and Associates and C.T. Strongman Surveying Ltd. And acknowledge that it provides sufficient opportunity to incorporate the wetland into the stormwater management design. NVCA staff has no objection to the red line revision and the number of lots on the plan. All issues Development Services Meeting Date October 13, 2010 Report No. DS2010 -051 Page 3 of 7 Page 95 of 197 Page 21 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No. DS2010 -051, And ria Leigh,... related to the size of the pond block (Block 75) have been addressed to the satisfaction of NVCA engineering staff. The NVCA staff will continue to review the plan at the detailed design stage in the future_ AECOM - AECOM generally had no concerns regarding the proposed red -lined revision. They will continue to review and comment on future detailed engineering drawings. ATTACHMENTS: Attachment #1 — Location Map Attachment 42 — Proposed red -lined revisions Attachment #3 — Proposed new draft plan of subdivision CONCLUSION: The proposed red -lined revisions to approved Draft Plan of Subdivision 43T -90082 would provide a residential development within the Warminster Settlement Area in accordance with the policies of the Official Plan. The proposed red -lined revisions reflect the type and character of development already existing in this portion of the Warminster community. In respect of the requested red -lined revision, staff has no objection to the proposed changes. Respectfully submitted: Glenn White, MCIP, RPP Manager of Planning Services SMT Approval / Comments: C.A.O. A / Comments: et j Development Services Meeting Date October 13, 2010 Report No. DS2010 -051 Page 4 of 7 Page 96 of 197 Page 22 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No. DS2010 -051, Andria Leigh,... ATTACHMENT # 1: Location Map N S � . Z W Z Z J WARMINSTE - -I E D Q -- H z M ui z - SUBJECT PROPERTY Meters 0 25;0;500 1,000 Development Services Meeting Date October 13, 2010 Report No. DS2010 -051 Page 5 of 7 Page 97 of 197 Page 23 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... 9j) - Report No, DS2010 -051, Andria Leigh,... ATTACHMENT # 2: Proposed red -lined revisions z � z t D R — a o{ . a 1 1 s I emu. H F _.4 f _ Development Services Meeting Date October 13, 2010 Report No. DS2010 -051 Page 6 of 7 Page 98 of 197 Page 24 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063 §) - Rep a No. DS2010-051, Andria Leigh ATTACHMENT # 3: Proposed New Draft Plan of Subdivision q ��k �� �� ��� � «/ � § / �` � �� /� \/� �� � ���] v � \ ) / §�� � \ � / k \ � /� F j - ` .� v[ � \� )') © (j' \� \\ ��{ ��)ƒ � { 3 \� \(�� } )� }�} ) Api k \ \(�� Development Services Meeting Date October 13, 201 Report No. DS2010-051 Page 7 of 7 Page 99 of 197 Page 25 0 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... WkwW1 Page 26 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... WC' I Page 27 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... MA 4 XIM O UM A".. 07113 1 Rb=6 Page 28 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... Page 29 of 88 The Meadow /acres e WARMINSTERSIDEROAD - s;- `�s6�^,` Loin s� u LOTTO `' 4 1OT 49 LOT46 L 10i1 �� - LOT2 LOT LOT45 L0T47 — —, eu Z - -10T3 LOT 67 1 ;. LOT 44 — LOT66 LOT dB QI_ EXISTING '. .. EOT4 M �, r -.. - RESIDENTIAL _ LOTS -. W LOT 43 - LOT65 — L OT49 LOT ac F " L0T 64 1�i1 LOT A2 = W 6 — I h LOT Lot ah L _ = OTSO LOT 41 _ { ___.. –, LOT 62 x "r LOTS - IAT51 LOT 40 �- UM LOT 61 Y LOT53 -T LOT 60 �I LOT 53 ROBBINS DRIVE LOT 71 e �I OCT 59 IOP 54 LOT58 – LorTS Lone LOT 77 � LOT 58 1OT55 � � LOT 56 .OT36 LOT35 LOr34 f LOT 57 LOT 33 ' ITT ?2 " Ltr31 0! "0 Page 29 of 88 9a) - 7:00 p.m. Galen Lam, Director, 2063... Page 30 of 88 10a) - Report No. HR 2011 -02, Tamara Obee,... 7owns1 -zip of REPORT 1 Proud Heritage, Exciting Future Report No. #HR 2011 -002 To: Council Prepared By: Tamara Obee Meeting Date: March 9 th , 2011 Subject: 2010 Health & Safety Year in Review Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action I For Information Only X It is recommended that: 1. Report No. HR 2011 -002 be received. BACKGROUND: The Township of Oro - Medonte Council, Chief Administrative Officer, Management, and Staff have a significant responsibility under the Occupational Health & Safety Act to ensure the safety and well -being of all workers in the workplace during the execution of municipal operations. Township of Oro - Medonte Procedure # 3 -01 -08 Health & Safety Trends Review requires a report be prepared on the status of Health & Safety within the Township including a review of all inspections and summary of accidents and injuries. On August 19 & 20 2009, the Township of Oro - Medonte had a Workwell Audit conducted by the WSIB. The Township did not meet the 75% requirement and did not pass the initial WSIB Workwell Audit. A report was generated by the Evaluator outlining areas requiring further improvement and recommendations for such improvement. The Township of Oro - Medonte began 2010 working diligently towards meeting the requirements as outlined by the WSIB Workwell Evaluator. The following report provides an annual status update for Council's information. HUMAN RESOURCES March 9, 2011 Report No. HR 2011 -002 Page 1 of 3 Page 31 of 88 10a) - Report No. HR 2011 -02, Tamara Obee,... ANALYSIS: The Joint Health & Safety Committee maintained the established meeting schedule as outlined in the Terms of Reference for the Committee. In addition, the Committee met on several occasions to draft, review and update the Township's Policies, Procedures and documentation as outlined in the Workwell Audit requirements. Staff held a pre -audit meeting with the WSIB Workwell Evaluator in May, 2010. The intent of the meeting was to ensure that Staff was on the right track to meet the requirements of the Audit. The meeting was successful and Staff was provided guidance on areas of improvement required in order to ensure success in the pending second audit. The Joint Health & Safety Committee continued to meet on a regular basis. New Policies were prepared and presented to Council for ratification. Enhancements to the Township's Health & Safety Program include: • Heightened Employee Awareness and training • Work place hazard assessments and controls • Contractor agreements for both large and independent Contractors • Improvements to Tender Documentation with respect to Health and Safety • Health & Safety specific performance requirements /appraisals for Managers /Supervisors • Improved personal protective equipment provided to Employees and policy • Consistent Health & Safety Inspections • Training investigation and inspections for all Manager /Supervisors • Improvements to documentation and record keeping The WSIB Workwell Evaluator returned to the Township to complete the second Workwell Audit scheduled for June 15 and 16 2010. Workwell Audit documentation was prepared for the Evaluator's review outlining the improvements that has been made to the Township's Health & Safety Program since the initial evaluation in August 2009. The Evaluator attended the Township Administration Offices on June 15 to undertake the follow -up assessment. The Workwell Audit documentation provided evidence as to the status of the Township's Health & Safety Program that the Evaluator determined interviews and workplace inspections were not required and therefor did not return on June 16 2010, for further review. The Township of Oro - Medonte was successful during the second WSIB Workwell Audit receiving a score of 850 out of a possible 960 points resulting in an overall score of 88.5 %. Staff conducted training on the Township's Health & Safety Program for all Staff on September 21 st & 29 2010. HUMAN RESOURCES March 9, 2011 Report No. HR 2011 -002 Page 2 of 3 Page 32 of 88 10a) - Report No. HR 2011 -02, Tamara Obee,... Bill 168 - Violence in the Workplace Legislation which an amendment to Occupational Health & Safety Act came into force and effect on June 15 2010. The Township prepared and implemented Policy# POL HS- 2 -01 -02 — Respect in the Workplace (Harassment & Violence) as required in the legislation. Staff Sergeant Leslie Raymond, Domestic Violence Coordinator of the Crime Prevention Unit, Ontario Provincial Police, conducted mandatory training for all Staff Members of the Warning Signs of Domestic Violence and De- escalation of a Violent Situation. Workplace risk assessments are required to be completed and appropriate controls and Employee training on the Risks and Controls and shall form an Objective for all Directors and Managers in 2011. FINANCIAL: Funding for any Health & Safety Initiatives currently planned is included in the 2011 budget. POLICIES /LEGISLATION: Occupational Health & Safety Act Respect in the Workplace Bill 168 CONSULTATIONS: WSIB Workwell Evaluator Chief Administrative Officer Senior Management Team Joint Health & Safety Committee ATTACHMENTS: Confidential Attachments distributed under separate cover detailing 2010 Year End Workplace Inspection Tracking Spreadsheet by Work Location, Report on Accidents /Injuries and Lost Time and Health & Safety Committee Meeting Minutes. CONCLUSION: The Township of Oro - Medonte remains committed to the safety of our workers and over the past two years has and continues to make significant improvement to the Health & Safety program. ? amara ectfully submitted: Obee CHRP ger Health & Safety, Human Resources - r HUMAN RESOURCES Report No. HR 2011 -002 March 9, 2011 Page 3 of 3 Page 33 of 88 10b) - Report No. HR 2011 -3, Tamara Obee, ZRI 111 Proud Heritage, .Exciting Future Report No. To: Prepared By: HR 2011 -003 Council Tamara Obee, Manager Health & Safety, Human Resources Meeting Date: March 9 th , 2011 Subject: Motion # Holiday Shutdown Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action ❑X For Information Only It is recommended that: Report HR 2011 -003 be received and adopted. 2. That the Township Administration Centre and Oro - Medonte Fire Headquarters be closed from 4:30 p.m. Friday, December 23` 2011 to 8:30 a.m. Tuesday, January 3' 2012. 3. And that Staff and the Public be notified accordingly. BACKGROUND: In previous years, Council has approved closing the Municipal Office and Fire Headquarters between Christmas and New Year's Day. ANALYSIS: The Collective Agreement, Article 18 subsection 18.01 states "the Corporation recognizes the following as paid holidays for permanent employees: 1 /2 day before Christmas Day, Christmas Day, Boxing Day, 1 /2 day before New Year's Day and New Year's Day." This year Christmas Day falls on a Sunday and Boxing Day falls on a Monday. Employees will be required to draw two days from their 2011 holidays to provide for the office closing for the shut -down period December 28 and December 29` Employees with less than the required number of days in their vacation bank for 2011 would have the option of drawing on their 2012 entitlement or taking the time off without pay. Tuesday, December 27 will be the substitute stat day in observance of Christmas Day and Friday, December 30` will be the substitute statutory day in observance of the t /2 day before Christmas Day and 1 /2 day before New Year's Day. HUMAN RESOURCES March 9 m , 2011 Report No. 2011 -003 Page 1 of 2 Page 34 of 88 10b) - Report No. HR 2011 -3, Tamara Obee, The Public Works crews would be on call in the event of inclement weather. The Oro - Medonte Community Arena would be open during the shutdown with the exception of Christmas Eve, Christmas Day, New Year's Eve and New Year's Day. Attached for Council's consideration is a calendar for the months of December 2011 and January 2012, outlining the dates being recommended for Holiday Shutdown. It is recommended that Council give favourable consideration to the Holiday Shutdown. FINANCIAL: Not applicable. POLICIES /LEGISLATION: Collective Agreement CONSULTATIONS: Chief Administrative Officer Senior Management Team ATTACHMENTS: December 2011 and January 2012 calendars. CONCLUSION: It has been the Township's past practices to give employees the opportunity to spend time with their family and loved ones during the holiday season. In keeping with past practice, it is recommended that Council give favourable consideration to the closure of the Township Administration Centre and Oro - Medonte Fire Headquarters from 4:30 p.m. December 23` 2011 to 8:30 a.m. Tuesday, January 3 2012. Respectfully submitted: T amara Obee, CHIRP Manager Health & Safety, Human Resources SMT Approval / Comments: I C.A.O. Approval / Comments: HUMAN RESOURCES Report No. 2011 -003 rh 9 "', 2011 Page 2 of 2 Page 35 of 88 10b) - Report No. HR 2011 -3, Tamara Obee, Sun Mon Tue Wed Thu Fri Sur 1 2 3 4 5 6 7 8 9 10 S 11 12 13 14 15 16 17 13 14 18 19 20 21 22 23 24 22 23 24 25 26 27 28 Office doses doses c� 30 31 4:30 p.m. 25 26 27 28 29 30 31 Christmas Day 'h day stet Christmas Day Boxing Day I dap stet Observed l day stet 1 day vacation required 1 day vacation required (Christmas Cve) h day stet (New Year's F imp Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 Page 36 of 88 New Years Day New Years Day Observed 1 day slat Office re -opens 8:30 am S 6 7 8 9 10 it 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Page 36 of 88 11a) - Mayor H.S. Hughes and Councillor Co... The Following is a list of the Deputations for the County that I was involved in at ICS the Conference: The County has the following delegation meetings confirmed at the upcoming OGRA/ ROMA Conference: Monday, February 28 — 9:20 to 9:35 am — New Brunswick Room, Fairmont Royal York Hotel Ministry of Tourism and Culture — Kim Craitor, MPP and Parliamentary Assistant Monday, February 28 — 12:10 — 12:25 pm — Nova Scotia Room, Fairmont Royal York Hotel Ministry of Natural Resources — Richard Linley, Senior Policy Advisor Monday, February 28 — 2:00 to 2:15 pm — Strathcona Hotel, 60 York Street, Wellington Room, Main Floor Ministry of Health and Long Term Care — Minister Deb Matthews Monday, February 28 — 5:45 to 6:00 pm — Saskatchewan Room, Fairmont Royal York Hotel Ministry of Infrastructure — Minister Bob Chiarelli Tuesday, March 1 — 11:00 to 11:15 am — Alberta Room, Fairmont Royal York Hotel Ministry of Municipal Affairs and Housing — Minister Rick Bartolucci Tuesday, March 1 — 1:00 to 1:10 pm — Confederation Room 3, Main Mezzanine, Fairmont Royal York Hotel Ministry of the Environment — Minister John Wilkinson In addition I attended with Councillor Coutanche and Robin Dunn in a delegation with the Parliamentary Secretary to update the status of our Environmental Service Provider situation. As I was involved, a great deal of the time in delegations, I was unable to attend a number of sessions. One session that I did attend that confirmed that the processes being used by Council and Staff of Oro - Medonte are very much in line, and somewhat ahead of other municipalities was the one on council relations. I also witnessed and outstanding approach to marketing "successes" by the premier. Overall, there was significant value in attending. However, I was somewhat disappointed by the options and the quality of workshops. Mayor Harry Hughes Page 37 of 88 11a) - Mayor H.S. Hughes and Councillor Co... Hughes, Harry From: Hughes, Harry Sent: Wednesday, March 09, 2011 6:56 PM To: Hughes, Harry Subject: Good Roads My 103017%•E1 Ministry of Tourism This delegation was attended by Warden Patterson, Deputy Warden Hughes, Chair Ferguson, and Chief Administrative Officer Aitken. Parliamentary Assistant Kim Craitor (on behalf of Minister Chan) and Ministry Staff welcomed the group. Discussions included the successful launch of the new brand, the new mandate of the County's Tourism entity, Simcoe County Trails, the County as a major Provincial Tourism region, continued support for the RTO framework and regional Tourism coordination, and recent promotional items. The Parliamentary Assistant was quite enthusiastic about Simcoe County and our regional coordination efforts and indicated appreciation, partnership and support from the Province. Ministry of Natural Resources This delegation was attended by Warden Patterson, Deputy Warden Hughes, Chair Ferguson, Chief Administrative Officer Aitken and County Forester Davis. Senior Ministry Staff (on behalf of Minister Linda Jeffrey) welcomed the group. Discussions included the recent Simcoe County Forest accreditation, forest management ability, recreational activities and trail systems, but primarily the need for County management of certain Crown Lands to ensure proper and consistent forestry ownership and management in our region and legislative issues preventing these reasonable actions. Staff was aware of the history and continued stewardship and development of our forests, and were once again interested in furthering our discussions on best forestry management practices for certain crown lands in our region. Ministry of Health and Long Term Care This delegation was attended by Warden Patterson, Deputy Warden Hughes, Chair Savage, Vice Chair Foster, Chief Administrative Officer Aitken and General Manager of Health and Emergency Services Sinclair. Minister Deb Matthews and Ministry Staff welcomed the group. Discussions included the Georgian Manor re- development project including an invitation to a Spring dedication, on -going Long Term Care funding and compliance process issues, the new Long Term Care Act, the County as a pilot for the future LTC funding model, and Paramedic Services communications / dispatch. The Minister was once again extremely engaged in the conversations and was complimentary to the County's embracement of our responsibilities and our best practices in Long Term, and supportive and encouraging of our initiatives, and our issue positions. Ministry of Infrastructure Page 38 of 88 11a) - Mayor H.S. Hughes and Councillor Co... This delegation was attended by Warden Patterson, Deputy Warden Hughes, Chair Ferguson, Councillor Milne and Chief Administrative Officer Aitken. Minister Bob Chiarelli and Ministry staff welcomed the group. Discussions included primarily Growth Plan Amendment 1, and briefly the Province's 10 year infrastructure plan, and sustainable infrastructure funding. The Warden re- iterated the County's position with respect to the Growth Plan Amendment as outlined in our letter, and continued to encourage the process be consistent with other upper tier jurisdiction processes as an Official Plan approval process, with facilitation if required. The new Minister indicated a consistent understanding of the County Plan and the specific Simcoe area issues to other Ministers - likely as a result of Ministry Staff briefings. He did indicate much of the status quo messaging from this ever changing Ministry but noted that he had an appreciation of various perspectives on these matters, having been a long time Mayor and Regional Chair at the Municipal Level. He noted that they continued to be working towards a fair and reasonable conclusion so that the region and its municipalities can move on with local planning and infrastructure investment. He did indicate that nothing was yet carved in stone and they will continue to consider our perspectives in balance with the other 175 submissions to the Growth Plan Amendment. TUESDAY: Ministry of Municipal Affairs and Housing This delegation was attended by Deputy Warden Hughes and Chief Administrative Officer Aitken as a result of schedule conflicts for Warden Patterson and Chair Ferguson. Minister Rick Bartolucci, Parliamentary Assistant Lou Rinaldi and Ministry Staff welcomed the group. Discussions included the Long Term Housing Strategy and implementation timing, a need for a continuum of housing options, the County's Official Plan and its approval process, and Growth Plan Amendment 1. The Minister was quite positive with respect to understanding the implementation timing and the need for a continuum of housing options with respect to social housing matters. He indicated that while GPA 1 was within the purview of the Ministry of Infrastructure, he would ensure that his staff would continue to work closely with ours to approve our Official Plan as quickly as possible once other matters were resolved. The Minister was optimistic and displayed a sincere willingness to work together to resolve these long standing and unique issues. Ministry of Environment This delegation was attended by Warden Patterson, Deputy Warden Hughes, Chair Ferguson, and Chief Administrative Officer Aitken. Minister John Wilkinson and Ministry Staff welcomed the group. Discussions included the County's success in waste diversion, next steps in our waste management strategy, our recent move towards a full user pay system, eco fees, WDO funding issues for the County, Certificate of Approval amendment difficulties with respect to diversion initiatives, and coordinated visioning for infrastructure which focuses on watershed health. The Minister was quite enthusiastic about Simcoe County's diversion success and fully supported going to user pay, noting his home riding of Stratford has had great success with the system even though there was an initial push back on the idea. Ministry staff will be looking at the other noted issues, including our WDO funding concerns for Simcoe, and will be responding formally. The Minister supports any regional coordination efforts around infrastructure noting a benefit to both local and Page 39 of 88 11a) - Mayor H.S. Hughes and Councillor Co... provincial investment impact and watershed health. The Minister indicated general appreciation, partnership and support from the Ministry of Environment to the County. Harry Hughes Mayor Township of Oro - Medonte Page 40 of 88 11 b) - Mayor H.S. Hughes re: Council Feedb... N U _ w .LO. C (p y O O O O U o � � o 0 V O O O L E 3 � w c - Q) `o E o m a — - E O U E U m E C _ - 0 m O Z3 (0 w V U a O CO uj > 0- 0 o 0) -0 U Q) E° � a rn r rn r rn r rn r rn r rn r rn r rn r rn r rn a °-' E o E o rn 00 CO CO CO CO Qo CO 00 CO CO O 0 0) Q N r O Z O r O r O r O r O r O r O O r 3 Q N N ._ O 0 - O (0 O V V E � V V V V V V V V V uj c Q) � X > C c`') O c`') C7 c`') CO c`') c`') c`') c`') c`') N O W O m N ¢ N N N N N N N N N U) N Q) Q) r d C) L V Q) N X O O w 0 S - o o o, fn E fn C L L C p C U L M O 2 O 0 O W U Q.0 c � .0 Q) p y L �. O_ 0--c a T O E C p) C C C O _0 ' W O Q) QS 3 M E= L 0) O N a) E L O a Q E (0 Q j E E �. N N C> ' U Z QS O U C QS O N 0) Q) E .� 4= 0 C> O O U 3 L) C O O a U _ 0 Q) U O O` O Q). C O > 0 O O ` a �. U 2 O E .0 p N _ O �. 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O T. += N .L N �) fn ' U - r d D C U T -O O N O E C Q) C Q) > �/ N L CJ _ U L O O Q) U a G1 L (0 O L 7 .� O 4 0 nN C_ _0 D N() Q) L N E�U� N L O Q) E O U .0 QS D O N TQ) C C N C N N C p Q) e O Q) � N QS N EO N a> QS a 0) N .L V C O T - o N O .. Q) L N. U y �«- E m U C U m_ O .O T O - O_ C ._ O Q) O U C .Q _ o to Q) C d Z3 C - p 3 O d 'O L> O L C Q) 0 O O"6 T O Q i U O o - p O N U c QS U a) Q) -p p L Q) _� .O Y° c Q) 5 3 O E C 91 .. U .6 L N N Y U C C a) L— O T .U� p Q) C O a) L E Q) Q) fn _ E L C O ID 2 QS > O V C (UO O C (U O m 3 L U Q) d Q) L O O O C C j N O C L p 7 0) Q) L O R = N O O U O a '� 3 C O U E 6 L O C Q) H O Y O D_ _ Q) 0 p> O C L Q) O (D V D_ U U O C) N5 y U U) C .0 - O L O -O C O O fn U .� O L Q3 0 '� Q) O C 'V - p T L U (D D_ (0 U d o CL co .� C O .. L 3 Q) c O D o �.� 3 N C Q) _ Q) _ (� 7 t �_ LO U a U O '� .? E U d) 'C N d Q 2 > O ` p S; 0 - D ' U Y U (j ..� Q) > C f/7 75 V N N - O N N (0 U. U Q O O U N U w D U . 0 E Q) C L Q) a C 0 O O to 2 U Y - 0 L) Q) Q L U N L U) Q O a- I - 0 N Q L .0 3 3 w >> D C0 N c`') V CO r W d7 (D U D_ (0 E U U O Page 41 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRA MEETING L FEB Z 9 2011 1 :itje of 6 DATE: January 20, 2011 LOCATION: Midland Public Library Boardr'oo PRESENT: L. Campbell, V. Nihill, J. Swick, J. Pack, B. Gorski, U. Schmid, G. Canning REGRETS: B. Desroches STAFF: G. Griffith, Recording Secretary, B. Molesworth, CEO ITEM 1. Call to Order In the absence of an elected Executive, B. Molesworth assumed the Chair, pro tem, and called the meeting to order at 6:58 p.m. He welcomed the new Board and explained that there will be two more Board members, eventually. One returning Board member is away and the Township of Tiny is yet to appoint their representative. Approval of the agenda Moved by: V. Nihill Seconded by: J. Pack That the agenda be approved as circulated. 3. Introduction to the Library and the next four years. Tour? B. Molesworth outlined some of the areas that the new Board might be interested in thinking about as they look at the direction the Library should be taking over the next four years. Under Administration, B. Molesworth pointed out that the last five year Strategic Plan expired in 2010. Its primary goal had been the completion of an expanded space. With this accomplished, a new Strategic Plan should be developed. The Library's policies have not been reviewed for a few years, so they should be updated. B. Molesworth was recently asked if the Library had a constitution and by -laws. He has not been able to find any, so this should be addressed. Under Community, B. Molesworth stated that, with the new facility and its expanded meeting space, the Library now should promote partnerships and programming to reach out to the community. A new Literacy Programme is one such initiative that we will be involved with. CARRIED Page 42 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: January 20, 2011 LOCATION: Midland Public Library Boardroom Page 2 of 6 ITEM ISSUE ACTION 3. Introduction to the Library - continued Under Library Community, B. Molesworth explained that there are opportunities for Board members to become involved in the broader Library community through organizations such as the Ontario Library Association, which holds an annual Conference, or the opportunity for a member to sit on the Southern Ontario Library Service Trustees' Committees. There is also the Ontario Library Boards' Association which facilitates collaboration with other library organizations and good governance skills for public libraries. B. Molesworth explained that Board members don't have to join this year but we could look at next year. 4. Election of the Executive B. Molesworth explained that there are three positions that make up the Executive, Chairman, Vice Chair and Treasurer. He went on to ask the board if they thought they wanted to elect the Executive right away or if they wanted to wait until after a meeting or two had been held to get to know one another. V. Nihill and J. Pack both responded that they thought waiting was a good idea and others agreed. B. Molesworth mentioned that he had spoken to J. Swick, who was the previous Vice Chair, about his willingness to be Acting Chair until an election is held. He agreed to do this. B. Molesworth asked for a motion. Moved by: V. Nihill Seconded by: G. Canning That the Board appoint John Swick as the Acting Chairman until an Executive is elected 5. Approval of the minutes of the previous meeting Moved by: V. Nihill Seconded by: J. Swick That the minutes of the Board meeting held on December 9, 2010 be approved. CARRIED CARRIED Page 43 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: January 20, 2011 LOCATION: Midland Public Library Boardroom Page 3 of 6 ITEM ISSUE ACTION 6. Business arising from the minutes 6.1 Non - Resident Fees B. Molesworth distributed an information sheet updating the Board on the negotiations with the Township of Tiny. He asked for any comments or if anyone needed clarification. B. Gorski asked why the Township has a cap. B. Molesworth responded that it has been advantageous for the Township to keep their costs down. He was quick to point out that the cap was put in place by a previous Council. The Township's rejection of the new proposed fee has made both sides review their positions. The proposal raised at the recent meeting to remove the cap still has to go to Tiny Council. B. Molesworth clarified that the Township of Tiny pays the non - resident fee on behalf of their residents while other non - residents, like those from Tay, pay themselves. B. Molesworth asked for a motion of support from the Board to pursue this negotiation. Moved by: J. Pack Seconded by: J. Swick That the Board authorizes B. Molesworth to submit a proposal to the Township of Tiny for new non - resident fees that is as follows: Midland accepts a drop in its fee to $125.00, Penetang and Springwater fees remain the same, and the Township removes its cap. This agreement would be in place for two years and the fees would be adjusted by the CPI in the second year. At the end of the second year and after review, a new agreement would be sought to last for three years so the next negotiation would not take place in an election year. CARRIED Page 44 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: January 20, 2011 LOCATION: Midland Public Library Boardroom Page 4 of 6 ITEM ISSUE ACTION 6. Business arising from the minutes - continued 6.2 Partnership with MARC B. Molesworth outlined this literacy partnership. The first programme, to be held during March Break, is an Astronomy programme for youth at risk, put on by the University of Toronto. We hope to interest young people, about the age of 9 or 10, and their families. There will be a literacy component. U. Schmid asked about a recent newspaper article suggesting that MARC was having funding problems. B. Molesworth explained that the funding they had was for two years and that has now run out. They are investigating ways to raise money, one of them is the used book store. G. Canning pointed out that the two year funding was never intended to go past the two years. He also commented that he has had discussions with second hand book store owners that have some concerns about the jointly run used book store. It was felt that, as long as new books weren't being purchased to sell, it wasn't a big problem. L. Campbell asked if the book store would replace the large book sale. B. Molesworth responded in the affirmative. 6.3 Budget 2011 B. Molesworth reported that Midland Council met last Monday for more budget deliberations. A motion is going forward to next Monday's Council meeting for the by -law to be approved. So far, the one part-time programming position is still in our budget. The two other part-time positions, one to help with cleaning and the other for Circulation help, are gone. The start date for the new position is deferred to the beginning of May. There has also been a small increase in our collections budget. The Capital budget is comprised of two items, equipment reserve and the debenture. VA Approval of the Accounts J. Swick drew the Board's attention to the accounts for the month of December2010. G. Canning asked about the Hydro bill which was noted to have dropped somewhat. B. Molesworth outlined the problems that we know caused some of the sizeable bills. He is still meeting with the contractors to address the balancing of the two systems, the new and the old. We won't really know for sure what is normal until we've Page 45 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: January 20, 2011 LOCATION: Midland Public Library Boardroom Page 5 of 6 ITEM ISSUE ACTION 7. Approval of the Accounts - continued been through another year or two. The budgeted amount has been lowered in the hope that it is now under control. V. Nihill agreed that a couple of years will likely help give us a clearer picture. Moved by: V. Nihill Seconded by: J. Pack That the accounts for the month of December 2010 totalling $15,035.41 be approved. 8. Reports of Board Committees 8.1 Finance Committee B. Molesworth explained a bit about the role of the Finance Committee. He distributed the Library Financial Statement as at December 31, 2010. He pointed out that the Provincial Ministry Grant still has not been received. The reason for this is the Province implemented asset management, which all municipalities had to undergo before they could receive audited financial statements, which are required in order to receive the Ministry Grant. The report was adopted. 8.4 Report from the Friends of the Midland Public Library — Bookstore No report. 9 10 New business No new business. Information 10.1 Correspondence —Garden Tour B. Molesworth outlined the work that the Garden Tour Committee does for the Library. He went on to say that he had received a letter from Diane Greenfield, the Chair of the Garden Tour Committee, asking if the Library would donate Library cards to those members of the Committee that are non - residents. He thought there would only be 4 or 5. V. Nihill stated that she CARRIED Page 46 of 88 12b) - Minutes of Midland Public Library B... MIDLAND PUBLIC LIBRARY BOARD MEETING DATE: January 20, 2011 LOCATION: Midland Public Library Boardroom Page 6 of 6 ITEM I ISSUE I ACTION 10. Information - continued didn't see a problem with giving free memberships if there are only 4 or 5. There was a comment that it would set a precedent. J. Pack suggested that if we receive other such requests we could review on a case by case basis. U. Schmid stated that she volunteers at the YMCA but she still has to pay for her membership, "if you're volunteering, you're volunteering ". It was agreed that they do contribute a lot to the Library. B. Gorski said he was not opposed to the idea. J. Swick asked for a motion. Moved by: B. Gorski Seconded by: L. Campbell That the Library Board supports the issuance of free Library memberships to current members of the Library Garden Tour Committee who are non - residents, to be reviewed annually. 10.2 Chief Librarian's Report B. Molesworth explained that his report, sent out in advance of the Board meetings, is intended to keep the Board up to date on the day to day of Library operations and to give Board members an opportunity to ask questions. He went on to say that, at the next meeting, he would like to set priorities and put a structure in place to move forward with things like a new strategic plan. 11. Adjournment Moved by: J. Pack That the meeting be adjourned at 8:10 p.m. if the IlEfoard Chief Librarian CARRIED Page 47 of 88 12c) - Tom Kontra, A/Assistant Deputy Mini Ministry of Community Safety and Correctional Services Emergency Management Ontario 77 Wellesley Street West Box 222 Toronto ON M7A 1N3 Office of the ADM and Chief Telephone /T616phone Facsimile/ Tel6copieur E -mail February 25, 2011 Mayor Harry S. Hughes, Township of Oro - Medonte 148 Line 7 South PO Box 100 Oro, ON LOL 2X0 Dear Mayor Hughes: I am writing to congratulate your municipality for completing all of the mandatory emergency management activities required under the Emergency Management and Civil Protection Act (EMCPA) for 2010. Your Council and staff are to be congratulated on this accomplishment, particularly during a year in which all levels of government have confronted significant fiscal challenges. Budget pressures will continue to challenge us over the short term; however, I am comforted that we share the same commitment to public safety. As a direct result of your efforts, the residents of your municipality are better prepared. I wish you, your colleagues and your municipality the best for 2011. Sincerely, 0�__ Tom Kontra A/Assistant Deputy Minister and Chief Ministi're de la S6curit6 communautaire et des Services correctionnels Gestion des situations d'urgence Ontario 77, rue Wellesley Ouest C.P. 222 Toronto ON M7A 1N3 Bureau du sous- ministre adjoint et chef (416) 314 -3723 (416) 314 -3758 AskEMO @ontario.ca RE VE MAR t 2 2011 ORCD MEDONTE ? C x'49NSHB Dan Hefkey Commissioner of Community Safety CEMC Field Officer Y Page 48 of 88 12d) - Nottawasaga Valley Conservation Aut... ,c NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS 12/10 °2g MINUTES Date: Friday January 28, 2011 Time: 9:00 a.m. Location: John L. Jose Learnina Centre. Tiffin Conservation Area. Utopia. On PRESENT: Chair: Walter Benotto Town of Shelburne Vice Chair: Gord Montgomery Township of Mulmur Members: Rick Archdekin Town of Wasaga Beach Mary Brett Town of Adjala - Tosorontio Chris Carrier Town of Collingwood Daniel Davidson Town of Innisfil Terry Dowdall Township of Essa Tom Elliott Township of Springwater Debbie Fawcett Township of Melancthon Ron Henderson Township of Essa Fred Nix Town of Mono Ralph Hough Township of Oro - Medonte Gerald Poisson City of Barrie Ron Simpson Town of Bradford West Gwillimbury Joan Sutherland Town of New Tecumseth Percy Way Township of Amaranth Regrets: Orville Brown Township of Clearview Reg Cowan Township of Springwater Sonny Foley Town of Collingwood Harry Hughes Township of Oro - Medonte John McKean Town of the Blue Mountains Rick Milne Town of New Tecumseth Brian Mullin Municipality of Grey Highlands Cal Patterson Town of Wasaga Beach Bill Van Berkel Town of Innisfil Robert Walker Township of Clearview Barry Ward City of Barrie Staff Present: Wayne R. Wilson, CAO /Secretary Treasurer Susan Richards, Manager of Administration and Human Resources Christine May, Finance Administrative Coordinator Michelle Locke, Communications /PR Coordinator Byron Wesson, Director of Land Operations and Stewardship Services Greg Bray, Supervisor of Land Operations Fred Dobbs, Manager of Stewardship Chris Hibberd, Director of Planning Barb Perreault, Senior Environmental Officer Glenn Switzer, Director of Engineering and Technical Services Tina Desroches, Manager of GIs and IT David Featherstone, Manager of Watershed Monitoring Program Recorder: Laurie Barron, Executive Assistant Page 49 of 88 12d) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 12/10 JANUARY 28/11 Page 2 of 3 1. CALL TO ORDER Chair Benotto called the meeting to order at 9:05 a.m. 2. MOTION TO ADOPT AGENDA RES. #1 MOVED BY: Joan Sutherland SECONDED BY: Dan Davidson RESOLVED THAT: The Agenda for Board of Directors meeting 12/10 dated 28 January, 2011 be adopted. Carried; 3. PECUNIARY INTEREST DECLARATION None declared 4. MINUTES 4.1 Minutes of the Board of Directors Meeting 11/10 dated 10 December, 2010. RES. #2 MOVED BY: Dan Davidson SECONDED BY: Joan Sutherland RESOLVED THAT: The Minutes of the Board of Directors Meeting 11/10 dated 10 December, 2010 be approved. Carried; 4.2 Draft Minutes of the Nottawasaga Valley Source Protection Authority 04/10 dated 10 December, 2010. RES. #3 MOVED BY: Dan Davidson SECONDED BY: Joan Sutherland RESOLVED THAT: The Draft Minutes of the Nottawasaga Valley Source Protection Authority dated 10 December, 2010 be received. Carried; 5. BUSINESS ARISING FROM MINUTES None noted 6. REPORT OF THE MANAGER OF ADMINISTRATION AND HUMAN RESOURCES AND THE COMMUNICATION /PR COORDINATOR 6.1 Communications Reports • October 1 to December 31, 2010 RES. #4 MOVED BY: Joan Sutherland SECONDED BY: Dan Davidson RESOLVED THAT: The Communications report for the months of October, November and December 2010, be received. Carried; 7. REPORT OF THE CAO /SECRETARY- TREASURER • Ad -hoc Committee recommendations regarding Roles and Responsibilities and Honorarium for Chair, Vice Chair and Past Chair (or 2 " d Vice Chair) RES. #5 MOVED BY: Ron Henderson SECONDED BY: Joan Sutherland WHEREAS: at the November 26/10 Board of Directors meeting, members agreed to amend the NVCA governance by eliminating the Executive and Advisory Committees; and, Page 50 of 88 12d) - Nottawasaga Valley Conservation Aut... BOARD OF DIRECTORS MINUTES MEETING No: 12/10 JANUARY 28/11 Page 3 of 3 WHEREAS: at the December 10/10 Board of Directors meeting an ad -hoc committee of 3 board members was struck to make recommendations regarding roles and responsibilities and honorarium for the Chair, Vice Chair and Past Chair (or 2 Vice Chair); therefore BE IT RESOLVED: that the Board of Directors elect a Chair, and 1 St Vice Chair and that a 2nd Vice Chair be elected in the absence of a Past Chair; and THAT: the power /duties of these NVCA Officers as presented be endorsed; and THAT: the honorariums to recognize the added responsibilities of the Chair and 1 St Vice Chair be paid as follows: • $2,500.00 per year for the Chair • $1,000.00 per year for the 1S Vice Chair; and THAT: the Chair and 1S Vice Chair and Past Chair (or 2n Vice Chair) receive normal per diem and expenses for meetings of authority business; and FURTHER THAT: the NVCA Officers powers /duties and honorarium be reviewed after one year. Unanimously carried; ADJOURN RES. #6 MOVED BY: Rick Archdekin SECONDED BY: Mary Brett RESOLVED THAT: This meeting adjourn at 9:22 a.m. to meet again at the all of the Chair. Carried; Walter Benotto, N.V.C.A. Chair Wayne R. Wilson, CAO /Secretary- Treasurer Dated this 25 day of February, 2011 Page 51 of 88 12d) - Nottawasaga Valley Conservation Aut... zv « NOTTAWASAGA VALLEY CONSERVATION AUTHORITY Q HIGHLIGHTS FROM BOARD MEETING ON FEBRUARY 25, 2011 � G o° , g66261 NVCA BOARD OF DIRECTORS MEETING - NO. 2111- 25 February 2011 2011 BUDGET DEFERRED TO MARCH 25111 MEETING OF THE BOARD OF DIRECTORS The Board of Directors deliberated over the 2011 proposed NVCA Budget. There was not majority support for the budget as circulated. Staff were directed to bring back a revised budget, with a lower levy increase, reflective of the Board Members direction, for consideration at the March 25, 2011 meeting of the Board of Directors. BOARD OF DIRECTORS VOTE AGAINST PER DIEM INCREASE IN 2011 In an effort to reduce the NVCA budget pressures for 2011 the board members voted against a 2.26% cost of living increase to their per diem rate. 2011 KILOMETRE RATE REMAINS THE SAME AS 2009 AND 2010 Board members voted to keep the NVCA kilometer rate the same as in 2009 & 2010. The current kilometer rate for NVCA staff and Board members is $0.52 per km for the first 5,000 km, and $0.46 for each additional km., consistent with the Department of Finance Canada kilometer rate. BOARD APPROVES PURCHASE OF 108,000 SEEDLINGS FOR 2011 TREE PLANT The NVCA will purchase 108,000 tree seedlings for the 2011 planting season to secure trees for the spring tree plant and meet the landowner planting contract obligations established for 2011. 2011 MANAGED FOREST PLAN FEE SCHEDULE REVISED The Board approved the staff recommended managed forest plan fee schedule revision. One method of ensuring healthy forest cover throughout the watershed is to provide technical expertise to landowners who wish to manage their forests. One incentive for the landowner to undertake forest management is property tax reduction through the Managed Forest Tax Incentive Program. To be eligible a landowner requires a managed forest plan. NVCA staff are trained to prepare such a plan. INSTALLMENT APPROACH FOR PLANNING REVIEW FEE PAYMENTS The Board directed staff to use a four installment approach on large scale development proposals, where appropriate, subject to the approval of the NVCA CAO /Secretary- Treasurer. For more information contact: Wayne Wilson, CAO /Secretary- Treasurer (705) 424 -1479, ext. 225 wwilsona,nvca.on.ca or visit our website: www.nvca.on.ca Future Meetings and Events Board of Directors Meeting — Budget Meeting — March 25, 2011 Page 52 of 88 13a) - 2011 OSUM Annual Conference and Tra... Larry J. McCabe, Secretary - Treasurer 57 West St., Goderich, ON N7A 2K5 Imccabe @goderich.ca February 24, 2011 : 7 A MAR 0 1 ?011 Op O- ��,,�: Dear Head of Council, Members of Council and Municipal Staff, RE: 2011 OSUM Conference & Trade Show Please join us in the Town of Niagara-On-The-Lake for the OSUM 58 Annual Conference and Trade Show from May 4 to May 6 2011. This year's theme is "Gateway to Great Ideas." Registration, accommodation and program information have been distributed by the Town of Niagara -On- The -Lake and general inquiries may be directed to Dawn McInnis at 1- 905 -468- 3266, ext. 221 or at dmcinnis@2otl.org Cheques for registration fees should be made payable to the Town of Niagara -On- The -Lake. Additional Conference details can also be provided by Ted Blowes, Conference and Trade Show Coordinator at 519- 393 -5877 or ted.b( guadro.net or by clicking on the OSUM 2011 link at www.notl.ora or www.amo.on.ca For those interested in serving on the OSUM Executive Committee, a nomination form is enclosed and will be received by the undersigned until April 15, 2011. The Conference Program has a wide variety of topics and allows for opportunity for delegate participation. There will be more than 60 Exhibitors in attendance. Please plan on attending the Conference to obtain current information on municipal issues. Additional details on the conference are enclosed for your information. We are pleased to announce that OSUM 2012 will be hosted by the Town of Huntsville at the Deerhurst Resort May 2 nd to 4 2012. Yours truly, C , L Larry J. cCabe Adminis ative Officer Af 3wi l Encl. Page 53 of 88 13a) - 2011 OSUM Annual Conference and Tra... ONTARIO SMALL URBAN MUNICIPALITIES Section of Association of Municipalities of Ontario 2011 NOMINATION FORM Nomination for OSUM Executive Committee Name of Nominee Representing Municipality of Is the municipality a current member of the Association of Municipalities of Ontario? YES ❑ NO ❑ (please check one) Title Address _ Telephone Fax E -mail Background information (municipal service, areas of municipal interest, etc...) Nominees should be aware that OSUM is not responsible for the cost of expenses associated with OSUM activities. Signature of Nominee Signature of Nominator Date Signature of Seconder Please return to OSUMAdministrative Officer c% Town of Goderich, 57 West Street, Goderich ON N7A 2K5 until AApW 15, 2011 by 4:00 p. m. Page 54 of 88 13b) - Correspondence dated February 25, 2... MUNICIPALITE DU CANTON DE TINY MUNICIPALITY OF THE TOWNSHIP OF TINY www.tiny.ca 130 BALM BEACH ROAD WEST R.R. #1, PERKINSFIELD, ONTARIO LOL 2JO (705) 526 - 42041526 -3706 1- 866- 939 -8469 FAX (705) 526 -2372 February 25 2011 Dear CAD's and Clerks, As you may have heard, OMAFRA has very recently granted funding of $688,167 to Tiny Township and the partnering municipalities for 'Intake Three of the Rural Connections Broadband Program'. The goal of the program is to bring affordable high speed internet access to those underserviced areas in rural Ontario. The 'Intake Three' program is a follow -up to the 'Intake Two' project undertaken by The County of Simcoe and partnering municipalities over the past 2 years. The purpose of this letter is to re- confirm your Municipality's interest in participating in this project. I apologize for the short notice. The project application was submitted in early August 2010. OMAFRA awarded the funding on February 1 2011. OMAFRA attended the Township of Tiny yesterday (Feb. 24 2011) to formally 'kick off' the project. The project has very aggressive time lines- all construction must be completed by March 31 2012. The County will be providing significant project management resources for this initiative. Tiny Township (acting as the lead municipality), the County of Simcoe, and partnering municipalities need to begin work immediately to meet the short project lead- times. Please review the project application (attached) and confirm your participation level before the end of business on March 2 "d , 2011. The following municipalities were identified as having underserviced'gap' areas based on known information in mid 2010: Adjala - Tosorontio Clearview Essa Oro - Medonte Severn Ramara Tiny Recycled 2�,Q Material Page 55 of 88 13b) - Correspondence dated February 25, 2... MUNICIPALITE DU CANTON DE TINY MUNICIPALITY OF THE TOWNSHIP OF TINY www.tiny.ca 130 BALM BEACH ROAD WEST R.R. #1, PERKINSFIELD, ONTARIO LOL 2,10 (705) 526 - 42041526 -3706 1- 866- 939 -8469 FAX (705) 526 -2372 The following are some of the expectations as a participating municipality in the project: • Participation on a Steering Committee for the project (tentative first meeting date will be March 30 2011). $5,000.00 funding commitment to the project (April 2012). Participation in the business and public outreach activities (fall /winter 2011/12). In an effort to collect additional valuable information regarding service 'gap' areas, we are asking that participating municipalities provide the following link http://ruralconnections.simcoe.ca/index.htm on your home page as soon as possible. If you have any further questions or concerns, please contact Doug Taylor or Brenda Biggs at (705) 526 -4204, ext. 253 or 228. Sincerely, Doug Taylor Manager of Administrative Services/ Treasurer The Corporation of the Township of Tiny Cc. Doug Luker, CAO /Clerk, The Township of Tiny Brian Smith, Director of IT, County of Simcoe Recycled ,Q Material Page 56 of 88 13b) - Correspondence dated February 25, 2... U r �> r" Ontario �µ1T6N OF TINY TOWNSHfP CONNECTING THROUGH COLLABORATION IN PARTNERSHIP WITH tr Ontario ONTARIO MINISTRY OF AGRICULTURE, FOOD AND RURAL AFFAIRS Application to Rural Connections Broadband Program 3 Intake August 3 2010 Rural Connections Broadband Program — Application for Funding Page 57 of 88 13b) - Correspondence dated February 25, 2... Ontario TABLE OF CONTENTS Resolution from Tiny Council 3 General Information Form 4 Schedule 1 Business Case 8 Schedule 2 Gap Analysis 11 Schedule 3 Technical Plan 15 Schedule 4 Cost Summary 23 Schedule 5 Outreach /Awareness 26 Rural Connections Broadband Program - Application for Funding 2 Page 58 of 88 13b) - Correspondence dated February 25, 2... r Ontario Motion #: .353 /10 THE CORPORATION OF THE TOWNSHIP OF TINY Moved by: / Cg,� f n. Seconded by: /y u- Meeting Date: June 14, 2010 Carried: , ,o Defeated: Signed: THAT Council direct staff to proceed with an application for Intake #3, Rural Connections Broadband Program in cooperation with the County of Simcoe, who will act as the main project manager for the initiative; AND THAT Council strongly support the development of affordable broadband internet access within the Township of Tiny and the County of Simcoe; AND THAT Council direct staff to act as the 'lead' on the application, and that the Township, in cooperation with the County of Simcoe, invite other municipalities that have remaining unserviced 'gap areas' to participate in the project; AND THAT the Township of Tiny and its application partners be responsible for securing and sharing two thirds of the total program costs for the initiative; AND THAT Council direct staff to forward this resolution to the County of Simcoe for its review and endorsement. Rural Connections Broadband Program - Application for Funding 3 Page 59 of 88 13b) - Correspondence dated February 25, 2... Ontario Application for Rural Connections Broadband Program Please Note: In completing the application submission, refer to the Rural Connections Broadband Program Application Guideline /Instructions document Project approvals will be based on the assessment of the application and mandatory supporting documents. General Information Form Note: Text boxes will expand to accommodate additional narrative. In addition to the General Information form, applicants must complete the following Schedules: Schedule 9 - Business Case Schedule 2 - Gap Analysis Schedule 3 - Technical Plan Schedule 4 - Cost Summary Schedule 5 - Outreach and Awareness Plan 1. NAME OF LEAD MUNICIPALITY 2. LEAD MUNICIPALITY CONTACT INFORMATION Connecting Through Collaboration Doug Taylor, Manager of Administration/Treasurer The Corporation of the Township of dtaylorL&tin�ca Tiny (705)526 -4204 130 Balm Beach Road W. Perkinsfield, Ontario LOL 2JO 3. COLLABORATING MUNICIPALITIES Adjala- Tosorontio Clearview Essa Oro - Medonte Severn Ramara Tiny County of Simcoe 4. PROPOSAL TITLE 5. AMOUNT REQUESTED FROM RURAL CONNECTIONS (maximum $1 million) Connecting Through Collaboration $688,160 Rural Connections Broadband Program — Application for Funding Page 60 of 88 13b) - Correspondence dated February 25, 2... r� tPOntario 6. PROPOSAL SYNOPSIS The Connecting Through Collaboration project is aimed at bridging the remaining broadband connectivity gaps that exist across Simcoe County, the second largest county in Ontario. The County of Simcoe was the lead municipality for a previous Rural Connections 2 intake project and that has extended broadband throughout much of our region. However, there are still several hard to service areas where the undulating terrain has limited the ability of ISPs to provide reliable service. Those citizens that were not served through Rural Connections 2, feel that their needs are equally important and this project will aim to address those gaps. Through the Rural Connections 3 project, we hope to make additional broadband infrastructure available to close to 6,000 residents and businesses. This will greatly enhance their access to services such as educational resources, e- government services at municipal, provincial and federal levels, and a growing range of electronic library resources. The Outreach component of the initiative will extend the success of the County's Rural Connections 2 project and further promote awareness of the new broadband infrastructure and provide information and training sessions on topics such as Internet searching, use of e-mail, instant messaging, on -line banking, accessing e- government services, and web site concepts for businesses. A strong demand for this component of the program remains. With the projected growth in this region over the next two decades, this program is seen as an essential step in filling the connectivity gaps that remain in our communities. Rural Connections Broadband Program - Application for Funding Page 61 of 88 13b) - Correspondence dated February 25, 2... �r Ontario 7. TOTAL PROJECT COSTS This chart should be filled in after completing Schedule 4 - Cost Summary. Eligible Expense ($) 1. Consulting Fees 2. Design Engineering 15,000 3. Infrastructure (existing and new) - vertical real estate, equipment, network management software 1,910,500 4. Project Management (max. 10% of eligible costs) 70,000 5. Outreach /Awareness and Public Sector Access (required to allocate 3- 5% of eligible costs to this component) 63,000 6. Aboriginal Consultation 1,000 6. Miscellaneous - surety costs, plaque expense 5,000 7. Other Total Estimated Eligible Costs (A) 2,064,500 8. PARTNERS AND SOURCES OF PROJECT FUNDING Insert value for anticipated contributions - cash and in -kind - to cover the Total Estimated Eligible Costs (A) identified in the chart above. SOURCES OF PROPOSED CASH ESTIMATED TOTAL FUNDING CONTRIBUTION VALUE OF IN -KIND PROJECTED CONTRIBUTIONS FUNDING CONTRIBUTION LEAD APPLICANT MUNICIPALITY $5,000 $5,000 Tiny Township PARTNERS Internet Service Provider(s) $665,670 $665,670 $1,331,340 • Adjala- Tosorontio $5,000 $5,000 • Clearview $5,000 $5,000 • Essa $5,000 $5,000 Oro - Medonte $5,000 $5,000 • Severn $5,000 $5,000 • Ramara $5,000 $5,000 • County of Simcoe $5,000 $5,000 Simcoe Community Access $5,000 $5,000 Network SUB - TOTALS $710,670 $665,670 $1,376,340 Funding Requested from Rural Connections (1/3 of project total to a maximum of $1 million) +$688,160 Total Eligible Project Costs B) - must equal (A) from Chart 7 above $2,064,500 Rural Connections Broadband Program - Application for Funding Page 62 of 88 13b) - Correspondence dated February 25, 2... rv- �i 9. PREVIOUS BROADBAND FUNDING In 2009 -2010, Tiny Township was a collaborating Municipality in the Rural Connections 2 program lead by the County of Simcoe which was awarded $1,000,000 for their pr oject. CONFIDENTIALITY, CONSENT AND CERTIFICATION Confidentiality Applications and supporting material submitted to the Ministry of Agriculture, Food and Rural Affairs will be subject to the Freedom of Information and Protection of Privacy Act (Ontario). Any information submitted in confidence should be clearly marked "CONFIDENTIAL" by the applicant. Inquiries about confidentiality should be directed to the Ministry of Agriculture, Food and Rural Affa i rs. Consent Successful partners /applicants consent to having their names, funding amounts and short summaries of their projects and results made available to the public. Certification hereby certify to the Province of Ontario that the application and supporting documentation are true and complete in all respects. Signature of Authorized Representative of Lead Municipality: Name (print): Doug Taylor Title: Manager of Administrative Services /Treasurer Signature: Date: Auqust 3` 2010 Rural Connections Broadband Program — Application for Funding Page 63 of 88 13b) - Correspondence dated February 25, 2... 'Ontario Schedule 1 — Business Case 1.1 BUSINESS RATIONALE The eight municipalities that are included in this application are part of a very large geographical area within the County of Simcoe. It is a highly diversified area which includes a mix of urban centres, farming communities, small and medium -sized businesses, numerous tourist destinations, seasonal residences, two first nations communities and CFB Borden. The area is heavily influenced by the GTA and is identified as a growth area in the Province's Growth Plan. We expect to see population growth of 228,000 residents and 80,000 new jobs over the next 25 years. Telecommunications infrastructure will be essential to support business establishment and access to information and services which new residents will need. A recent Transportation Study also identified a significant interest amongst residents to find solutions to the current commuting problem which sees over 15,000 residents travelling back and forth to the GTA each day. With Virtual Private Network (VPN) capabilities, many employers can accommodate a partial "work from home" arrangement which reduces energy consumption and contributes immensely to the quality of life. From a small business perspective, the current lack of Internet connectivity is a problem identified by many of our Chambers of Commerce as well as our Farming Community. The viability of those business operations more and more depends on broadband connectivity. Tourism is a major component of the Simcoe County economy as well and vacationers are often expecting to be able to stay in touch with their home base. In terms of government services, all sixteen of Simcoe County's member municipalities and two separated cities have extensive web content aimed at providing information to residents and assisting their access to permits and program registration. Tax billing and other on -line payment processing is beginning to emerge as a desirable service option for Simcoe residents. The major problem at this point is that although the government agencies themselves are connected to high speed fibre (SCAN network), many citizens are frustrated by the ineffectiveness of dial up to access those resources. The County GIS department maintains an extensive on -line mapping service which includes information on area trails, real estate and even aerial photography. Bandwidth is a huge limitation for citizens who wish to tap into this extensive GIS information base. The education sector is trying to leverage Internet -based services more and more at both the high school, and college level. Students regularly receive home work assignments with a research component that is largely dependent on accessing web -based encyclopaedia and other on -line resources. The current lack of broadband puts rural students at a significant disadvantage to their classmates in completing assignments. At the college level, on -line courses have expanded tremendously with Georgian College now offering on -line courses across some 28 different subject areas. Again, the ability to tap into the often media -rich Rural Connections Broadband Program — Application for Funding Page 64 of 88 13b) - Correspondence dated February 25, 2... L Ontario resources to participate in this form of course delivery is restricted to broadband equipped household. VPN access for faculty and staff can also provide more flexibility in their roles, but this is not feasible on dial -up lines. The healthcare sector has an established record of leveraging information technology where it's available, but there are some real limitations in the gap areas of this project. Many physicians and other front -line healthcare providers are not able to access electronic resources in a convenient way. This is seen as a real impediment to attracting physicians to establish practices in our rural areas. It also limits the ability to move forward with remote monitoring technologies which would allow patients to remain at home and allow physicians to perform some routine monitoring remotely. With many seniors choosing to upgrade their cottages and retire in Tiny Township and other areas of Simcoe County, the lack of on -line access to medical resources is a key risk factor for them. The previous Rural Connections 2 program lead by the County has already been successful in attracting over 1,200 residents and businesses in a short period. The demand is certainly there and we continue to hear from those residents that unfortunately where not able to be included in the County's project. Response to the Outreach program was phenomenal which clearly shows that the community is eager to partake in the information age — they just need the tools. The municipalities within Simcoe County have a proven track record with regard to community broadband partnerships. The previous Rural Connections 2 project has established a strong governance structure with a steering committee that meets monthly to address vendor related issues and keep the project moving forward. The County of Simcoe has agreed to provide project management support to this project to ensure that the technical and operational components of the program are addressed with the same rigor as in the Rural Connections 2 project. Each of the participating municipalities will provide financial support to the project along with the Simcoe Community Access Network (SCAN) organization which manages a fibre -based WAN linking public sector agencies across the County. The project will have access to the County of Simcoe's Information Technology department which includes significant expertise in networking technologies, project management, and GIS, as well as familiarity with provincial program reporting requirements. This is seen as an important priority by County Council and the resourcing of the project through the County's IT department will ensure that community needs are kept front and foremost. We believe a strong commitment has been voiced by a number of community partners including eight area municipalities, 26 County libraries, the Simcoe Community Access Network (SCAN), our Community Futures organizations and Small Business Enterprise Centres. Together, we believe we have a capable and experienced group of organizations and individuals to deliver on the project management, technical implementation, and outreach components of the program. Rural Connections Broadband Program - Application for Funding Page 65 of 88 13b) - Correspondence dated February 25, 2... Ontario 1.2 ESTIMATED TIMELINES FOR PROJECT MILESTONES Based on government fiscal year: Q1 = April - June Q2 = July - September Q3 = October - December Q4 = January - March MILESTONE DESCRIPTION 10 Q1 10 Q2 10 Q3 10 Q4 11 01 11 Q2 11 Q3 11 Q4 Business Case, Technical Plans, RFP X Engineering/Design X Project Implementation X X X Construction X X X Awareness /Outreach Activities X X X Aboriginal Consultation X X X X X Project Completion X X Final Report X Rural Connections Broadband Program — Application for Funding 10 Page 66 of 88 13b) - Correspondence dated February 25, 2... �r Ontario SCHEDULE 2 - GAP ANALYSIS 2.1 INSTRUCTIONS Download the appropriate MAP and Excel Data File for your project area(s) from: www.ontario.ca /rural Attach one (1) copy of the completed spreadsheet to each of the three application copies to be submitted. Also, include an electronic Excel version (not pdf ) with your electronic application. 2.2 SUMMARY DEMOGRAPHIC DESCRIPTION OF AREA We have divided our project into 7 different areas to be addressed as depicted in: Figure 1 - Gap Analysis. Generally speaking, these areas have been neglected by area ISPs largely because of their terrain challenges. It is only through a subsidized program like Rural Connections that these areas will become served. The following is a brief description of each area: Project Area A represents an area of signficant terrain challenges. Being the very northern edge of the Township of Tiny where a significant residential community has developed over the edge of the Nippissing Lake ridge. This area is represented as narrow band of lowland shoreline abutting a significant ridge feature with steep slope. The community make -up is both cottages, year -round homes and summer residences with a continued trend from conversion of cottage properties into year round dwellings. Many residents were disappointed that the County's Rural Connections project did not address their area. Project Area B will focus on bringing targeted access to this significant valley land community situated around a regional road west of the village of Creemore. Simcoe County has a Point of Presence at its Roads Operations Garage situated just west of the village this could be utilized for backhaul at the base of the valley. Project Area C is another area of significant terrain being the western terminus of the Oro moraine. A community of 250 residences is nestled in a valley feature at the end of the moraine and is not covered by existing cell towers on top of the moraine. Project Area D is a low area of the Bear Creek valley with moderate full time residential communities situated in a rural setting along several concession roads in the Township of Essa west of the City of Barrie. Project Area E is an area with terrain challenges and is a valley land community situated around a regional road. Higher elevations are served by towers situated on top of the Niagara Escarpment but the Hockley valley and its residents remain underserved. Rural Connections Broadband Program — Application for Funding 11 Page 67 of 88 13b) - Correspondence dated February 25, 2... r� "'Ontario Project Area F is situated around the remote community of Severn Bridge along the regional Upper Big Chute road. This community is a remote cottage community isolated from major coverage zones on the edge of the Canadian shield and serves a minor port on the Trent Severn waterway. Project Area G is situated around the remote community of Sebright at the western edge of the Carden Plain; a raised limestone outcrop at the southern edge of the Canadian Shield. This community is a remote residential and business community situated at the terminus of several regional roads and is close to the cottage community of Lake Dalrymple. Number Total Population Population unserved Population of hexes population served TO BE SERVED by project in in hexes project scope 24 9429 3453 5976 5976 27 known + numerous home 27 known + numerous home businesses businesses • All broader public sector locations 10 additional community access (schools, libraries, municipal computers will be installed at offices, hospitals) have been these additional public facilities connected to a high speed (100 to accommodate additional Mbps) fibre network known as access SCAN since 2002 Rural Connections Broadband Program - Application for Funding 12 Page 68 of 88 13b) - Correspondence dated February 25, 2... 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CO Yp I� O� � 0 0 O p N W O 0 N 0 O C C 0 E O m a W x cL N = m � 000 ° M r�mMr�iMmc C c` ° o m m ° o � o c �M � C lL L ., 2 (.1 w d C O O '— Um fY Q Page 69 of 88 N _ ': "- ZZZZZZZZZZZZZZ Z Z Z Z Z ZZ ZZ Z 'OOOOOODO000000 O 00 O O 00 00 O Page 69 of 88 13b) - Correspondence dated February 25, 2... rte �r Ontario Page 70 of 88 Rural Connections Broadband Program — Application for Funding 14 13b) - Correspondence dated February 25, 2... " Ontario SCHEDULE 3 - TECHNICAL PLAN 3.1 DESCRIPTION OF PROPOSED NETWORK The proposed network is aimed at addressing service in 24 hex sections which have been organized into 7 project areas as defined in the Gap Analysis. These areas where identified based on the fact that they were not covered in the previous Rural Connections project and they have a reasonable population density to support a vendor's investment in broadband infrastructure. Townships Included Adjala- Tosorontio Clearview Essa Oro - Medonte Tiny Sevem Ramara Given the large geographic expanse of the County, a wired -based technical solution is not likely to be financially viable. Therefore, this project will look to incumbent wireless ISPs to expand their networks to reach into these difficult to serve areas. The project Steering Committee will initiate a competitive RFP process once funding is awarded, in order to achieve the best solution in each of the seven project areas. It is quite possible that, given the particular locations involved, that we may engage more than one vendor in the final network design. In addition, we will underscore the essential requirement of "open access" in the selection process and encourage collaboration amongst ISPs to maximize the reach of the final design. We have already identified the possible collaboration of SCAN in providing high speed backhaul to some of the potential sites. Ultimately our competitive process will determine the exact equipment and services provided at any location. The Committee is quite familiar with the network performance requirements and will ensure that these parameters are covered in the vendor selection process. The following sections under Schedule 3 therefore reflect the general technical parameters which the ISPs will be expected to meet during the RFP process. At this point, we expect the final design will leverage both fibre -based and wireless backhaul services and utilize appropriate wireless technologies to reach into and across the seven designated unserviced areas. While we see this as a very robust design, vendors will be invited to propose alternate configurations through the RFP phase, thus ensuring technology neutrality, and allowing full consideration for innovative proposals. Rural Connections Broadband Program — Application for Funding 15 Page 71 of 88 13b) - Correspondence dated February 25, 2... r� "'Ontario 3.2 NETWORK CONFIGURATION Recognizing that the final technical design will be determined through a subsequent RFP, a preliminary design is presented here, based on previous discussions with area vendors. The configuration is proposed to leverage the existing SCAN fibre network for backhaul interconnects or wireless backhaul into existing network infrastructure. Since most of the County is now covered by high speed services from a variety of vendors, the design does not need to anticipate huge backhaul infrastructure components since vendors should be able to jump onto their own existing backhaul networks in most cases or partner with other providers to secure the necessary bandwidth. In our design we have planned for one backhaul element (either fibre or wireless) to reach into each of the seven project areas. Having said that, fibre backhaul provided by SCAN is a minimum of 100 Mbps with the core network providing 2 Gbps; wireless tower to tower interconnects are 20 Mbps but can scale up to 100 Mbps as customer volume dictates; customer bandwidth will meet the 1.5 Mbps download minimum but can scale to 5 Mbps or more for unique situations. A minimum customer base of 10 subscribers per tower is required, but each tower can ultimately support up to 300 subscribers. While the precise nature of the wireless equipment is yet to be determined, most vendors have proposed a combination of 900 MHz, 2.4 GHz, 5.2 GHz and 5.8 GHz depending on customer volume and backhaul requirements. We are not in a position to provide detailed specifications of each network segment at this point in the process but acknowledge that such details will be required prior to the signing of a contract. In terms of open access, the majority of vendors identified existing partnerships where they are either providing or utilizing other vendor's infrastructure. This is seen as beneficial and has the support of the vendor community to comply with this requirement. The SCAN provider, Atria is a key player in this regard and provides backhaul services to a number of wireless and DSL providers in the area. Atria has stated their interest in providing additional services to each of the seven project areas at rates similar to those of SCAN partners. Please refer to Figure 2 — Network Topology 3.3 NETWORK CHARACTERISTICS The proposed design will achieve a minimum sustained download connection speed of 1.5 Mbps. Where fibre backbone can be provided through SCAN's fibre infrastructure at 100 Mbps and a core of 2 Gbps, congestion will certainly be minimized. Also, where wireless towers are used, the subscriber radios and tower interconnect radios can be upgraded over time to respond to congestion when it develops and we will insist that vendor performance metrics respond to that requirement. Vendors generally see this as a natural evolution of their networks that responds in tandem to the subscriber base. As more customers subscribe in an area, this supports the required investment in higher capacity backhaul. We will also look to vendor applications to identify wireless backhauls within their networks to provide redundancy. Rural Connections Broadband Program — Application for Funding 16 Page 72 of 88 13b) - Correspondence dated February 25, 2... Ontario Reliability of the network will be assessed during the RFP evaluation. We will be looking at the nature of the technical equipment proposed, reference sites using similar equipment, redundancy provisions for both network and Internet service interconnect, tower design, battery and generator backup, etc. Quality of service is an important item in order to support VOIP and video conferencing applications and several area vendors provide those services already so are familiar with this. The specifics of these items will be required in the RFP design response and scored accordingly. In terms of proposed remedies, vendors will require 24/7 network operations centres (most already provide this), technical staff, and equipment spares as elements that they provide to ensure a high level of service. Again, the references for the various proponents will be evaluated on this issue to ensure that their track record of service excellence is substantiated. Rural Connections Broadband Program - Application for Funding 17 Page 73 of 88 13b) - Correspondence dated February 25, 2... } l" Ontario Fi gure 2 - Network Topology Project Area F i kS')EUMGU1SHENE iC l; `EVr PM13 ' _ Project _ t � Area G t _ rya / atL -a y t fll1 V Ir fl I r. - r E- ■ Wire TOwei A Back Haul Location Tower Interconnect a Proposed Project Area 0 5 10 2C Km s oe�000nrwcor � , ^' Application for Funding 18 Page 74 of 88 13b) - Correspondence dated February 25, 2... �" Ontario 3.4 EQUIF Area "A" Towers Radio Equi Backhaul POP Electr Customer I Area "B" Towers Radio Equi Backhaul POP Electra Customer I Area "C" Towers Radio Equil Backhaul POP Electrc Customer F Area "D" Towers Radio Equil Backhaul Rural Connections Broadband Program — Application for Funding 19 Page 75 of 88 13b) - Correspondence dated February 25, 2... r u POP Electronics Router / Switch Customer Premise Equipment Wireless access points - 900 MHz, 2.4 GHz, 5.2 GHz or 5.8 GHz depending on customer requirements. Area "E" Adjala - Tosorontio Towers 2 - 100' towers Radio Equipment 6 Access Points per site - 900 MHz, 2.4 GHz, 5.2 GHz and 5.8 GHz depending on final design requirements. Backhaul Connection to SCAN fibre network or suitable vendor wireless infrastructure POP Electronics Router / Switch Customer Premise Equipment Wireless access points - 900 MHz, 2.4 GHz, 5.2 GHz or 5.8 GHz depending on customer requirements. Area "F" Severn Township Towers 2 - 100' towers Radio Equipment 6 Access Points per site - 900 MHz, 2.4 GHz, 5.2 GHz and 5.8 GHz depending on final design requirements. Backhaul Connection to SCAN fibre network or suitable vendor wireless infrastructure POP Electronics Router / Switch Customer Premise Equipment Wireless access points - 900 MHz, 2.4 GHz, 5.2 GHz or 5.8 GHz depending an customer requirements. Area "G" Ramara Township Towers 2 - 100' towers Radio Equipment 6 Access Points per site - 900 MHz, 2.4 GHz, 5.2 GHz and 5.8 GHz depending on final design requirements. Backhaul Connection to SCAN fibre network or suitable vendor wireless infrastructure POP Electronics Router / Switch Customer Premise Equipment Wireless access points - 900 MHz, 2.4 GHz, 5.2 GHz or 5.8 GHz depending on customer requirements. Rural Connections Broadband Program — Application for Funding 20 Page 76 of 88 13b) - Correspondence dated February 25, 2... ntario 3.5 CONSTRUCTION SCHEDULE Area "A" Start Date Completion Date Site Selection March / 11 March / 11 Equipment Ordering April / 11 Aril / 11 Site Preparation May 11 May/ 11 Pad / Tower Construction May ! 11 May 11 Electronics Installation June / 11 June / 11 Testing / Go Live June / 11 June / 11 Area "B" and "C" Start Date Completion Date Site Selection -- 80/ 11 May 111 Aril / 11 Equipment Ordering May 11 May 11 Site Preparation June / 11 June / 11 Pad / Tower Construction June / 11 June / 11 Electronics Installation July/ 11 July/ 11 Testing / Go Live July/ 11 July/ 11 Area "D" and "E" Start Date Completion Date Site Selection May 111 May/ 11 Equipment Orderin June / 11 June / 11 Site Preparation July/ 11 July/ 11 Pad / Tower Construction July/ 11 July/ 11 Electronics Installation Aug / 11 Aug / 11 Testing / Go Live Au / 11 Aug / 11 Area "F" and "G" Start Date Completion Date Site Selection June / 11 June / 11 Equipment Ordering July/ 11 July 111 Site Preparation Aug / 11 Aug / 11 Pad / Tower Construction Aug / 11 Aug / 11 Electronics Installation Sept / 11 Sept 111 Testing / Go Live Sept/ 11 Sept/ 11 Rural Connections Broadband Program - Application for Funding 21 Page 77 of 88 13b) - Correspondence dated February 25, 2... 'Ontario Rural Connections Broadband Program — Application for Funding m and technical aspects of areas to avoid brunt of s to advertise service criber business case A vendor using proven bility to escalate and s from manufacturer s have offered to make communications towers selection will require of sites i solid relationship with y on top of this issue to )blem develops is and work with vendor as needed to stay on 3ress meetings with )r is able to use ids to avoid the hat field testing is done locations cpectations to County iformation sessions, fact ay to allowing existing age the new 22 Page 78 of 88 13b) - Correspondence dated February 25, 2... t r�� r Ontario SCHEDULE 4 - COST SUMMARY 4.1 COST SUMMARY Download the appropriate Excel spreadsheet Cost Summary from: www.ontario.ca /rural Complete the Cost Summary identifying the proposed project costs. Note the cells coloured red represent ineligible costs. These cells cannot be changed. SUBMISSION INSTRUCTIONS A printed copy of the spreadsheet must accompany the application. Additionally, attach an electronic copy in the original Excel format (not pdf) to the electronic application. Rural Connections Broadband Program - Application for Funding 23 Page 79 of 88 13b) - Correspondence dated February 25, 2... RURAL CONNECTIONS: Schedule 4 - COST SUMMARY APPLICANT MUNICIPALITY TInyTOwnship ; �l`'Ontario Expense Item Existing Infrastructure New Projects Totals Ln# Prior to May 1, 2010 May 1, 2010 and beyond Consulting Fees Al Legal $1,500 $1,500 A2 Business Case Development §p A3 Technical Plan Development -- - §p Design Engineering B7 Engineering, Design - - $15,000 $15,000 Infrastructure C1 Radios, antennas, rigging $500,000 $500,000 C2 Backhaul and distribution towers $750,000 $750,000 C3 Backhaul Radios $300,000 $300,000 C4 Brackets and other tower hardware §p C5 Rental /Lease costs / Co-location (max. 12 month period) $45,000 $45,000 C6 Hydro (Construction Costs) $40,000 $40,000 C7 Site Preparation (non - municipal) $30,000 $30,000 CB Site Preparation (municipal) $p C9 Bandwidth §p C10 Customer Premise Equipment $60,000 $90,000 C11 DNS network setup, routing, configuration configuration $7,000 $7,000 C12 Equipment §p C13 Equipment Housing §p C14 Fibre $50,000 $50,000 C75 Generators &UPS $35,000 $35,000 C16 Last Mile Equipment and Rigging $0 C17 Network Commissioning Costs _ $35,000 $35,000 C19 Network I/P Infrastructure &Test Bed $20,000 $20,000 C79 Network Test $15,000 $15,000 C20 Radio Spares §p C21 On Site Communications Casts §p C22 Network Management Software - $3,500 $3,500 C23 General Office software, web, ftp, email servers �. Management 01 Di Project Manager (non municipal staff) $70,000 $70,000 D2 Project Manager (municipal staff-must be incremental new hi gp D3 Support StafF (non municipal staff) $0 54 Office Space (not municipal) §p D5 Office Space (municipal) D6 Photocopiers, computers, furniture, stationery, etc D7 Travel e- 8usines Outreach/Awareness and Public Sector Access Et Marketing &Promotion: Community Awareness $53,000 $53,000 E2 Meeting Space (per diem basis, non - municipal) $p E3 Public Sector Access Actiuties $10,000 $10,000 E4 Pubic Access Site ActiHties gp OMAFRA CommunicattonslConsultatlon Protocols F1 Plaques §p F2 Ceremonies $2,000 $2,000 F3 Aboriginal Consultations $1,000 $1,000 Miscellaneous. G1 Financing or Carrying Costs G2 Fund Raising _ G3 Surety /Letter of Credit Costs $1,500 $1,500 G4 Insurance (incremental costs only) $p G5 Research and Development G6 Contract Labour (other than project management) §p G7 Telephones, cellphones, long distance charges, etc GB Internet Connection (Office) G9 Radio Licence fees G10 Vehicles G11 Land, buildings Total Estimated Costs $0 $2,064,500 $2,064,500 Rural Connections Broadband Program - Application for Funding 24 Page 80 of 88 Page 80 of 88 13b) - Correspondence dated February 25, 2... � ra j r Ontario Rural Connections Broadband Program Schedule 4 - Addendum to Calculate Existing Infrastructure Proposed as an In -Kind Contribution APPLICANT MUNICIPALITY Tiny Township NOTE: Vendor in -kind contributions cannot be determined until our RFP process is completed. It is anticipated that the successful application will have some existing infrastructure to utilize within the allowed parameters. Rural Connections Broadband Program Schedule 4 - Addendum for Expenditure Forecast by Quarter Ontario APPLICANT MUNICIPALITY1 Tiny Township Instructions Allocate the Total Estimated Costs from the Summary Tab worksheet to the fiscal quarter in which these expenditures are expected to be incurred between May 1, 2010 and March 31, 2012. FISCAL April—June YEAR July - Sept Oct - Dec an - Mar ANNUAL TOTAL T$ 2010 -11 $ 20,000 2011 -12 1 $ 500,0001 $ 900,000 1 $ 644,500 1 $ 2,044,500 Total: (M ust Equal "Total Estimated Costs" from Summary Tab Total $ 2,064,500 Rural Connections Broadband Program - Application for Funding 25 Page 81 of 88 13b) - Correspondence dated February 25, 2... "'Ontario SCHEDULE 5 - OUTREACH /AWARENESS AND PUBLIC SECTOR ACCESS PLAN 5.1 SMALL AND MEDIUM ENTERPRISE OUTREACH AND AWARENESS PLAN The business outreach and awareness plan will be carried out by an Outreach Co- ordinator, similar to what the County arranged for under Rural Connections 2. This person was highly successful in establishing partnerships with the business community to build awareness and knowledge of e- business topics that are so vital to today's business environment. We would continue this model under our Rural Connections 3 program and propose working with the following agencies: • Greater Collingwood Small Business Enterprise Centre • Greater Barrie Business Enterprise Centre • Nottawasaga Futures • Centre For Business and Economic Development • North Simcoe Community Futures Development Corporation • Orillia Area Community Development Corporation Through the ongoing engagement of the business community, we once again plan to offer information sessions which alert businesses to the availability of new broadband services, as well as to provide education on topics such as basic Internet searching, use of e-mail, accessing e- government services, and web site concepts, e- commerce and contracting for web development. There are a couple of day- long trade shows that will be attended with a booth to support the Rural Connections objectives within Simcoe County. The objective is to focus on the 6 month period during which the new services are made available in order to generate a critical mass of excitement so that ISP service uptake is strong and that the business community has the tools to leverage these new resources. In addition to the information sessions, the Small Business Enterprise Centres provide a monthly newsletter and are happy to support this initiative through that mechanism. Advertising in local newspapers is also planned to generate awareness of both the new services and the educational events. Advertising is scheduled to begin just prior to service go -live in order to coincide with ISPs schedule to install service at business premises, and continue for the duration of the project. The County has offered to maintain and further develop the project web site that was established for Rural Connections 2 (rural connections. simcoe. ca) and will be undertaken to advertise the various ISPs who will be extending their services under the program. This web site will also be used to advertise the place and time of educational and information sessions along with quick tips o Internet use. Rural Connections Broadband Program — Application for Funding 26 Page 82 of 88 13b) - Correspondence dated February 25, 2... ry " Ontario 5.2 SMALL AND MEDIUM ENTERPRISE OUTREACH AND AWARENESS PLAN DELIVERABLES, TIMELINES AND BUDGET Start and Completion Estimated Cost Activity Deliverables Dates Advertising Ads in newspapers May -Sept, 2011 $2,200 Business Education E- Commerce June — Sept, 2011 $7,200 Workshops (12 hour Website Development, evening program- 4 Online Marketing Strategies wks) Social Networking Midland, Orillia, Collingwood, Bradford 2 Saturday morning E- Commerce $3,600 workshops (3 hours) Website Development, Midland, Orillia, Online Marketing Strategies Collingwood, Social Networking Bradford 4 — Business events Presentations and June - Sept, 2011 $1,000 information booths at tradeshows /business networking events Part -time Business Manage outreach program May - Sept, 2011 $7,000 Outreach Two days /week Coordinator Total Estimated $ 21,000 Budget Rural Connections Broadband Program — Application for Funding 27 Page 83 of 88 13b) - Correspondence dated February 25, 2... Ontario 5.3 PUBLIC OUTREACH AND AWARENESS PLAN The public outreach and awareness plan will be carried out by an Outreach Co- ordinator, similar to what the County arranged for under Rural Connections 2. This person organized and provided general information sessions where the public could learn about and sign up for Internet services under that program. She was also highly successful in establishing a partnership with the Simcoe County District School Board (SCDSB) to deliver a number of education sessions on a wide variety of topics to the interested public. SCDSB has expressed their interest in continuing their participation under our Rural Connections 3 program. In addition, the Simcoe County Library Co- operative which represents 26 branch libraries across the County will continue to support Rural Connections as they did under the earlier program. They incorporated the Rural Connections awareness material into their CAP program offerings to augment the work of the SCDSB. This arrangement worked very well to bring the awareness and education component to a venue that the public already uses very heavily. Again, under Rural Connections 3 we plan to build on this success. Programs will be delivered at various locations across the County to correspond to the infrastructure build schedule. Information and education sessions will include topics such as Internet basics, e-mail, instant messaging, on -line banking, on -line travel, e- government services, e- books, etc. These topics are very meaningful to the average citizen and touch on aspects of Internet use that will enrich their lives and bring efficiency to common household functions. Sessions will be one to two hours in length, depending on the topic. Note that the budget in this section anticipates providing outreach to citizens throughout the County, not just specifically those areas where new infrastructure will be built. There is recognition that the awareness and education issue exists even in areas where service is already available. 5.4 PUBLIC OUTREACH AND AWARENESS PLAN DELIVERABLES, TIMELINES AND BUDGET Start and Completion Estimated Cost Activity Deliverables Dates Internet Training Program Internet Basics June — Sept, 2011 $14,400 (12 hour evening program- Email Essentials, 4 wks — 2 sessions) E- Commerce Midland, Orillia, Social Networking Collingwood, Bradford Online Photos and Videos 1 Saturday morning workshop (3 hours) Midland, Orillia, $1,800 Collin wood, Bradford 3 Information Sessions Public outreach and May —Aug, 2011 300 awareness Advertising News a ers May Sept, 2011 $3,800 Part- Time Public Outreach Manage outreach program May — Sept, 2011 $11,700 Coordinator 3 days /week Rural Connections Broadband Program — Application for Funding 28 Page 84 of 88 13b) - Correspondence dated February 25, 2... Ontario Total Estimated $32000 Budget ' 5.5 PUBLIC SECTOR ORGANIZATIONS The vast majority of public sector organizations within Simcoe County have high speed Internet access through the Simcoe Community Access Network (SCAN) which was established in 2002. That initiative established over 250 high speed fibre connections throughout the County, linking schools, libraries, hospitals, health unit, community care access centres, children's aid, and municipal offices together. As a result, the public sector component of this application is far less of a priority than it might be for other jurisdictions. Nonetheless, we would plan to support these existing sites by providing additional computers to facilitate access to the public. 5.6 PUBLIC ACCESS POINT STRATEGY We propose to provide a total of 10 new computers into area libraries and other community centres to support the growing interest in Internet services within these facilities. The new computers will also be utilized to provide ongoing internet training. 5.7 PUBLIC SECTOR ACCESS DELIVERABLES, TIMELINES AND BUDGET Comments Number of public outreach activities Start and Completion Estimated Activity Deliverables Dates Cost Public Access Add computers to libraries and June — Sept, 2011 $10,000 Computers community centres to facilitate public 12 2 — Small Business Enterprise access Centres, 4 — Community Futures, 6 Chambers of Commerce Total Estimated $10,000 Budget 5.8 PERFORMANCE MEASURES Target # Comments Number of public outreach activities 12 Combination of information sessions undertaken and education sessions Number of participants engaged 1000 Total projected attendance at all activities Number of business associations engaged 12 2 — Small Business Enterprise Centres, 4 — Community Futures, 6 Chambers of Commerce Rural Connections Broadband Program - Application for Funding 29 Page 85 of 88 13b) - Correspondence dated February 25, 2... Ontario Number of Public Sector Organizations N/A Note that virtually all public sector connected agencies are already connected by SCAN Number of Public Access Points 10 Add 10 computers into public sector libraries / community centres through this project Rural Connections Broadband Program - Application for Funding 30 Page 86 of 88 15a) - A By -law to Continue a Recreation T... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2011 -028 A By -law to Continue a Recreation Technical Support Group And to Repeal By -law No. 2007 -005 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 deems it expedient to continue a Recreation Technical Support Group; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That a Recreation Technical Support Group be continued, and that such Group be known as the Oro - Medonte Recreation Technical Support Group. 2. That the mandate of the Oro - Medonte Recreation Technical Support Group shall be: • To act as an advisory body to Council. All recommendations shall be forwarded to Council for consideration; • To recommend policies, goals and objectives to provide effective and efficient delivery of recreational services, including: arts, culture, heritage, parks and facilities. 3. That the following persons shall be appointed as members of the Oro - Medonte Recreation Technical Support Group for the term of the Council that appointed them or until their successors are appointed. Where a member ceases to be a member before the expiration of his or her term, Council may appoint another eligible person for the unexpired portion of the term: • Two (2) Council Members; one Council member to preside as Chair, • Five (5) Members of the Public, residing within the Township, • Mayor (ex- officio). 4. That two (2) members of Council shall be non - voting members of the Oro - Medonte Recreation Technical Support Group. 5. That persons appointed to the Oro - Medonte Recreation Technical Support Group shall be paid such remuneration as outlined in the Remuneration by -law. 6. That By -law No. 2007 -005 is hereby repealed in its entirety. 7. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 9 T " DAY OF MARCH, 2011. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 87 of 88 18a) - Being a By -Law to Confirm the Proce... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2011 -035 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, March 9, 2011 THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Council Meeting held on Wednesday, March 9, 2011, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro - Medonte. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 9 DAY OF MARCH, 2011. bra- [•L]NL]:7nrr[•]�H]�r: IBC• PJI�6yaIZ•]�•] :Z•���,I�•I•],rr� Mayor, H.S. Hughes Clerk, J. Douglas Irwin