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07 28 2011 Rec Tech AgendaProud Heritage, Exciting Future 1. ADOPTION OF AGENDA a) Motion to Adopt the Agenda 2. DISCLOSURE OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES OF PREVIOUS MEETING: None. 4. DEPUTATIONS: None. 5. COMMUNICATIONS: a) Shawn Binns, Director of Recreation and Community Services, re: Recreation Technical Support Group Orientation and Welcome. 6. NEXT MEETING DATE Thursday, August 25, 2011 at 7:00 p.m. 7. ADJOURNMENT a) Motion to Adjourn TOWNSHIP OF ORO- MEDONTE RECREATION TECHNICAL SUPPORT GROUP MEETING AGENDA COUNCIL CHAMBERS Thursday, July 28, 2011 7:00 p.m. Page 1 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Oro - Medonte ...proud heritage, exciting future! ill1111111111111 Recreation & Community Services Dept Recreation Technical Support Group Orientation Presentation Prepared By: Shawn Binns Director, Recreation and Community Services Recreation and Community Services as the Knotty Rope • Recreation and Community Services rely on community involvement and a TEAM Approach. • Community needs for services are changing, like different types of knots are created in the rope we adapt and work together on solutions • The rope as a life line — Recreation and Community Services have countless physical and mental health benefits • Parks and Natural areas enhance quality of life The rope brings people together and engages them in their community • Recreation and Community Services not just a simple rope, but a lifeline for a healthy and prosperous community EIS 7/28/2011 1 Page 2 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Recreation and Community Services Guiding Documents • Township of Oro - Medonte Strategic Plan (Under development) • Township of Oro - Medonte Official Plan • Recreation Master Plan 1997 • Parkland Secondary Study 2001 • Strategic Facility Plan 2010 • Various By -Laws and Policies enacted by Council Relevant Legislation and Standards • There are many standards and legislation that affects delivery of services such as: • Liquor License Act • Planning Act • Municipal Act • Development Charges Act • Fire Code • AODA • CSSA Standards — Building and Playground Equipment • Health and Safety Legislation • Day Nurseries Ant • Risk Management • Green Energy Act • County Forest Regulations • Trespass to Property Act • Fish and Wildlife Conservation Act, Migratory Birds Act, D.F.0 Regs • TSSA Strategic Plan The draft strategic plan outlines a community mission: "To provide service excellence while building a sustainable, fiscally sound and healthy community that preserves Oro - Medonte's Rural Character and enriches quality of life" 7/28/2011 2 Page 3 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Strategic Plan Corporate Goals: 1.Quality of Life 2. Safe and Healthy Community (Quality of Environment) 3. Service Excellence 4. Sustainability 5. Financial Stewardship 6. Employer of Choice 7. External Relations r Recreation and Community Services Mission "To strengthen Community through programs, services, parks and facilities that promote healthy lifestyles, connect families and neighbours, recognize culture and heritage; thereby enriching the quality of life in Oro - Medonte" Recreation and Community Services Mandate: 1) The Recreation and Community Services Department provide essential public services for the residents of Om- Medonte, by contributing to the quality of life through the promotion of healthy, active, and passive recreation opportunities, programs and community development. 2) To effectively manage the Townships Parks and Facility assets 3) To be fiscally responsible, while embracing an environment first philosophy. 7/28/2011 3 Page 4 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... The Township of Oro - Medonte Recreation and Community Services Department has 7 primary functions: + Provision, Management, and Maintenance of Facilities + Community Development and Volunteer Management + Management, Development and Operations of Parks and Trails + Recreational and Special Event Programming + Culture and Heritage + Strategic and Business Applications + Assistance with Tourism and Economic Development Initiatives PEOPLE PLACES PARKS PEOPLE ACTIVITIES Social Recreation and Cultural Programs • Recreation programs for all ages throughout the Township • Summer and March Break Camps • Community and Township Special Events PEOPLE ACTIVITIES Community Development • Support of communities efforts to identify and address their needs, including partnerships, organizational, and leadership development • Volunteer Management of over 150 volunteers • Leadership and community development to enhance and develop grassroots community initiatives 7/28/2011 4 Page 5 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Community Development The Recreation Community Services Department works with individuals, communities, groups, hall boards, associations, organizations and other municipalities, govemments to build the service capacity in community to provide programming and facilities to meet the needs of the community by providing leadership, technical advice, and resources. Examples: Park Development and Fundraising, Provision of Special Events, Trail Creation, Programs, Risk Management, Creation of Sports Groups, Halls tls PEOPLE ACTIVITIES Township Support • Support to Community Hall Boards, History Association, Horticultural Society, Sports and other community service organizations • Staff Support to Rec Tech and AAC • Public Information and production of Recreation and Community Services Brochure 3x per year • Administration of Grants and Facility Subsidies • Assistance with community led programming and events ' 1 • Recreation Technical Support Group Consists of 5 Public Members Appointed by Council, The Mayor (Ex- officio) and 2 Councilors and Director, Recreation and Community Services Mandate: To act as an advisory body to Council and recommend policies, goals and objectives to provide effective and efficient delivery of recreational services. Accomplishments: Strategic Facility Plan, Parkland Secondary Study, Various Policies, Community Initiatives, OMMSA 7/28/2011 5 Page 6 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Oro - Medonte History Association Volunteer Association Consisting of 5 Members Operating budget from Township Accomplishments: Acquisition of Land abutting African Church, Various Historical Books, Interpretive Summer Tours, Black History Month Short term — Devebpment of 1 acre supplement Long term — Interpretive Centre s pr4 - 1,0171441t9 PEOPLE ACTIVITIES Strategic and Business Applications • Assistance in Tourism and Economic Development Strategies • Long Term Planning and Strategy Development for Recreation and Community Services and Township • Policy Development • Environmental Initiatives • Annual Accessibility Plan #6 � PLACE ACTIVITIES Community Facilities • Development, Management, and Operations of: • Community Halls (6) in partnership with Community Hall Boards + 2 PRIVATE • Township Administration Centre • Oro-Medonte Community Arena • Old Town Hall • Ian Beard Community Centre • Oro-Medonte Administration Office • Historic and Heritage Sites • Oro African Church • Historic Plaques and Monuments 7/28/2011 6 Page 7 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... • Orillia Public Library Baca ,,62111 ■ Midland Public Library Library Services Management of Library Service Contracts • Barrie Public Library PLACE ACTIVITIES ■ Coldwater Library •2010 Statistics as provided by respective Libraries Community Facilities • Development, Management, and Operations of: • Community Halls (6) in partnership with Community Hall Boards +2 PRIVATE • Township Administration Centre • Oro-Medonte Community Arena • Old Town Hall • Ian Beard Community Centre • Oro-Medonte Administration Office • Historic and Heritage Sites • Oro African Church • Historic Plaques and Monuments •Carley •Craighurst •Eady •Edger •Hawkestone •Jarratt •Old Town Hall •Ian Beard Complex 2 Private •Oro Station •Rugby - Community Halls ' are run by Volunteer Hall Boards with the exception of Old Town Hall and Ian Beard which are run ' by Recreation and Community Services ' Projects 50 / 50 Cost Share ',Health and Safety 100% Township ' Expenses 100% Hall Board (Township covers insurance and water testing), Hall Boards have requested Council review ✓Hall Boards Book, Maintain, Program, Fundraise Nary in condition, amount of use, and finandal efficiency Valued by the Community ' of Hall Board meet monthly facilitated by Recreation Dept 7/28/2011 7 Page 8 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 0 ro-Medonte Comm un ity Arena •Builf in 1972 -Artificial Ice, Regulation size (1801 x 80'w), .Addition built on in 1976 New dressing rooms. .1989 Renovations to entrance and banquet hall. Arena is approx. 30,000 ft2 with indoor ice surface and program space. 4420,000 roof and siding renovation in 2010 •Concession Booth Contract Vendor OMMSA •Advertising for additional revenues - Chamber • Rentals Booked by Recreation 8 Com Services •Current Rates •Prime Time - $148 I Hour •Non Prime Time - $88/ Hour •Mid September - Mid April •Useage Prime Time - 96% •Useage Non-Prime Time 68% a Summary of Oro-Medonte Facilities .1 Arena + use of ColdwaterArena .6 Community Halls through boards of 11 management + 2 private •Ian Beard Room and OTH Agreement with Coldwater for Use of Curling Rink Have contracts with 4 Libraries in Surrounding Municipalities (Orillia, Barrie, Coldwater, Midland) • 6 Elementary Schools with variety of - indoor and outdoor amenities — Joint Use Agreement in Place m PARKS ACTIVITIES Parks Development and Preservation • Management of construction and development projects for parkland and facilities • Public parkland and open space • 21 Developed Parks 116 Acres • 34 Undeveloped Parks 174 Acres • Planning and development • Preservation of Natural and environmentally sensitive areas 7/28/2011 8 Page 9 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... PARKS ACTIVITIES Operations and Maintenance of Parks and Open Spaces. • Contract Administration for Turf Maintenance • Sports fields • Ball Diamonds (7) • Soccer (multiple) and - agreement with Burls Creek • Playgrounds (I1) • Outdoor Rinks (7) • Parks and Open Space ( 290 Acres) • Swimming Areas (numerous), Wharfs (3) and Boat Launches (2) • 2010 - 78 work orders derived for parks maintenance Trail Development and Management • Oro - Medonte Rail Trail -28km • Trail Linkages • Partnership with local trail organizations, County of Simcoe, surrounding Municipalities to enhance trails and develop linkages • Promotion of trails PARKS Other Parkland: Intemovernmental Parkland County — 1804 ha On Waterfront Provincial — 2,114 ha 1896 m Waterfront Federal — 64 ha 74 m Waterfront 73% of parkland is intergovernmental 34 %of Waterfront is intergovernmental Private Parkland Private Commercial — 1189 ha 919 m H2O Private (Camps etc) — 230 ha 2126 m H2O 25.8 % of Parkland is Private 54% of Waterfront is Private Parkland 7/28/2011 9 Page 10 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Parkland Classification Each park in the Township is classified as neighbourhood, community, township, regional or special open space. These classifications refer to the surrounding area that each park serves as well as the facilities and features within each park. Neighbourhood Parks — Intended to serve immediate resident's recreational needs in the neighbourhood through outdoor active and passive recreation opportunities. Facilities may include, but not be limited to, the following: al Area for Recreational Activities n, Playground Apparatus 0 Landscaped areas, walkways, benches and tables Examples: Harbourwood Park, Ravines of Medonte Park Parkland Classification Community Parks — Intended to serve residents recreational needs in the greater community through the provision of a range of outdoor and indoor recreation opportunities. Facilities may include, but not be limited to, the following: o Lighted sport, recreation or entertainment E.) Major or Minor Sports Fields O Playground Apparatus a1 Landscaped Areas for passive activities O Parking n Lighting, benches, picnic tables, restroom, change rooms, walkways and property identification as ancillary elements Example: Hawkestone Park Parkland Classification Tow nship P arks — Intended to serve residents recreational needs throughout the Township through the provision of major park and recreational facilities or cultural facilities. Township parks may also be established to preserve natural features. Facilities may include, but not be limited to, the following: a■ Civic Sports Centre Arenas el Cultural or Entertainment Centre O Historic Site al Sports Field e, Landscaped Areas for Unstructured Use p Parking Areas el Lighting, Benches, Picnic Tables, Restrooms, Change Rooms, Walkways, and Fountains Example: Oro - Medonte Lions Sportsfield, Vasey Park 7/28/2011 10 Page 11 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Parkland Classification Regional Parks — Intended to serve residents recreational needs throughout the region and may be based upon significant features or provide major recreational opportunities. Facilities may include, but not be limited to, the following: ai Natural or Landscaped Areas for Passive and Unstructured Use et Areas for hiking, skiing, boating, sailing, fishing and other pursuits a, Overnight Camping a, Parking a,. Lighting, benches, picnic tables, restrooms, change rooms, walkways, o Boating and sailing facilities and other support facilities Example — Bayview Memorial Park Parkland Classification Special Open Space Areas — Site - specific according to environmental heritage or other conditions that are unique to the site . Facilities may include, but not be limited to, the following: a, Beach and picnic facilities el Trails, boardwalks observation decks a, Boating Facilities a, Natural interpretation exhibits a, Historic Sites y Visitor service centre Example — Moons burial ground 7/28/2011 11 Page 12 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Waterfront Access and Road Allowances • Public Boat Launch Carthew Bay (Line 14) Federal tine 9 Wharfs and Swimming Areas •Shanty Bay , 3 -- m - 7.27ELM=■•20M EN1==.• 171-1.•:131 .=-7■M.MMUM =.■MMIMIM waMEMIZTS■M.EM MilE■IEMMEE37:• CMI=IC■KMEM==•MM CMEMZUDIal smcmg■malwam EEN,1re mit.E■w=arm==:■E:EM Trails in Oro-Medonte Municipal Trails .Lake Country Oro-Medonte Rail Trail — 28km established in 2001 •Lohuaru Trail— 1 km Loop established 2006 •Admin centre bop •Buffalo Springs (In planning phase) Other Trails •Copeland Forest— MNR 15km County Forests — 88km •Ganaraska Trail — Links to other townships and Bruce Trail —72 km •Local Snowmobile and Trans-Ontario Trail — 98km •Private Trails — 69km (Horseshoe 7/28/2011 12 Page 13 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Lake Country Oro - Medonte Railtrail Legend 1.4.10 PaMdt, c Recreation and Community Services Team The Recreation and Community Services Team is comprised of the following staff: • Director, Recreation and Community Services • Supervisor, Parks and Facility Operations • Community Recreation Coordinator • Recreation and Community Services Assistant • Parks and Facility Operators (5 FT, 2 casual, 1 PT Seasonal students • Facility Maintenance Custodian • PT Instructors, Arena Attendants (25) 7/28/2011 13 Page 14 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Successes Challenges • Aging Infrastructure in Facilities • Decline in Volunteerism • Increased public demand for Parks and Recreation Services • Contradictory demands for services and cost containment • Changing Demographics • Small Communities in Large Area • Limited Finances and Reserves • Limited Human Resources • New Legislation and Risk Management Renuirements 7/28/2011 14 Page 15 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Current issues /initiatives • Horseshoe Valley Memorial Park • Implementation of Strategic Facility Plan • Review of Parkland and Policies • ATV use, E Bikes • State of Infrastructure • Risk Management • Active Transportation • Service Excellence • Keen Agers Programming • Long Term Capital Planning • Nurse Practitioner Clinic • Energy Management Strategic Facility Plan Township of Oro - Medonte Final Presentation to Oro - Medonte Council April 7, 2010 Purpose 1. Recommend an attainable approach /strategy to provide recreation, arts and culture facilities (including libraries) over the next 20 years in the Township. 2. Determine if it is acceptable and feasible to combine some of the needed indoor and outdoor facilities into a complex, thus creating a high profile focal point in the Township for recreation, culture and arts activities. 7/28/2011 15 Page 16 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Planning and Provision Principles Principle One: Utilize the Benefits of Parks, Recreation, Culture and the Arts as the Foundation of the Plan. BeliefStatement: We believe that an investment in parks, recreation, arts and culture in the Township of Oro - Medonte is an investment in the beauty and appeal of our community; and the growth and development of our citizens, our community, our economy and our environment. Planning and Provision Principles Principle Two: Support the Concept of `Communities within a Community' Principle Three: Base the Delivery of Leisure Services on a Three - Tiered Hierarchy of Parks and Facilities Principle Four: Cluster Facilities Principle Five: Locate for Visibility and Prominence Principle Six: Gradually Lessen Dependence on Surrounding Communities Planning and Provision Principles Principle Seven: Complement Rather than Compete Principle Eight: Continue to Evolve Partnerships and other Strategic Alliances between the Municipality, the Voluntary Sector and Others Principle Nine: Opthoive Facility Use Principle Ten: Ensure Physical Accessibility Principle Eleven: Be Environmentally Responsibility Principle Twelve: Be Fiscally Responsibility 7/28/2011 16 Page 17 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Three Broad Themes of Enhancement are Recommended The strategy to improve leisure facilities is based, in part, on the following three themes: t. Upgrade /improve /replace /add to many existing facilities; 2. Consolidate some existing facilities; and a. As demand increases and evolves, add some types of facilities that are currently not provided by the Township (as the Municipality can afford and through partnerships). "l'he Evolving Role of the Municipality ❑ Continue to increase the community development role of the Municipality — nurturing and enhancing community /sports /arts groups and volunteer resources. ❑ Encourage more partnerships. ❑ Continue to increase direct programming. ❑ Increase the role of the Department of Recreation and Community Senvices in facility planning and operation. ❑ Increase the role of the Department of Recreation and Community Services in park planning, design and development. ❑ Gradually move toward higher levels of service provision (parks, facilities and programming). The Strategy is Based of the Recommended Three -Tiered Hierarchy for Parks and Facilities Township - wide /Re (e.g., Oro - Medonte Community Arena /Guthrie site, Bayview Memorial Park & beach, the Rail Trail, wharfs & boat launches, the Oro African Church, County forests, Copeland Forest, Provincial parks) Community (e.g., community halls /centres, Sweetwater Park, Line 4 Park, Vasey Park, Ramey Memorial Park, Hawkestone Community Park, the new community park in Craighurst, sport pads, intermediate -scale unlit ball diamonds & soccer fields, clusters of tennis courts, local trails & linkages to the bigger networks) Neighbourhood /Local (e.g., Ravines of Medonte Park, Shelswell Park, Lloyd W. Scott Memorial Park, Barrillia Park, Joy Avenue Park, single tennis courts, most playgrounds) 7/28/2011 17 Page 18 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Local /Neighbourhood Level of Provision Providing close -to -home open space and recreation opportunities. Improve the policies related to parkland. planning & acquisition. Gradually upgrade local parkland, including unproved design /layout, signage and overall appeal. Design new parkland to be more functional and appealing. Naming of parks - Implement a process to improve the names of many parks, and to name sites with no name. Community -Level of Provision Base the provision /distribution of leisure services on the three - tiered hierarchy of parks and facilities & the concept of `communities within and community' (six to seven identified clusters of settlement areas) to ensure that all areas of the Township are efficiently and effectively serviced. Ensure that there are community -scale parks and community -scale facilities in each settlement area (for example, but not necessarily in every cluster- a community hall or centre; trails, picnic areas, senior playgrounds, intermediate level unlit ball diamonds & playing fields, double unlit tennis courts, sport pads, local & connecting trails, etc.). Community -Level of Provision Community Halls /Centres: ❑ Utilize the recommended evaluation & planning criteria for indoor multi- purpose space to regularly assess the viability of the seven remaining community halls & make decisions about retention, investment & divestment. ❑ Provide two new medium -size community centres ❑ one in the north as highestpriority, & one in the west - central area ❑ 2 -3,000 sf of flexible program space to support programs in fitness /wellness, dance, junior recreation, creative arts, social events, & other programming for all ages, including older adults ❑ Potentially, a community programming mom associated with the Shanty Bay fire hall (larger than the Ian Arthur Beard community room) 7/28/2011 18 Page 19 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Township- wide /Regional Level of Provision This level accommodates the largest scale facilities (and often, one - only), as sometimes beyond. Although the following types of facilities were identified in the research, the Strategic Facility Plan has not yet identified a core /principle municipal role, or specific locations & time lines - due a sombi»at of insufficient current c' - see term demand dr the abilipr to affirai— c sider otherprovders, partnership possibilities & various bradon options o Full - service fitness centre & indoor runving track (floor-based fitness/wellness opportunities we recommended in suitable mmi -p pose&oldies) o Foll&ize gymnasium o Indoor aquatic facility o Four -courtlit tenors &ditynth dub house o Cuding vnk o Indoor soccer &alitp o Oi -Medonre library Township- wide /Regional Provision Strategy Therefore, two clusters of major township-wide facilities may Guthrie site and Horseshoe Valley Resort area). • Soccer ❑ Utilize Bur's Creek in the short term — gradually transition to a municipal facility at the Guthrie site — begin with recreation -level facilities. ❑ Maintain the Richelieu Park facility (until a better option arises). Township- wide /Regional Provision Strategy • Ball ❑ Guthrie site — three adult lit diamonds ❑ Vasey Park — one lit adult & one rebuilt unlit adult diamond ❑ Danny McHugh Memorial Park — one unlit adult diamond ❑ Shanty Bay Park — one unlit intermediate diamond Trails — although not part of this study, it is recommended that current trail networks become better connected & promoted. 7/28/2011 19 Page 20 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Township - wide /Regional Provision Strategy Large indoor multi- purpose program /social ❑ 5,600 sf facility recommended as part of the arena complex proposed for the Guthrie site ❑ Arena floor in the arena complex proposed for the Guthrie site • Indoor ice surface(s) - Two options identified: 1) Continue to maintain the current arena for 15 -20 years, OR _>) Provide a new & improved single pad ice surface (with other associated facilities) at the Guthrie site (with the option to twin in future) Township- wide /Regional Provision Strategy Beaches — continue to improve the beach at Bayview Memorial Park. Wharfs and Boat Launches — continue to upgrade current sites & enlarge sites (where possible) to improve parking & overall usability. Libraries — continue with the purchase of service arrangements with the four municipalities — continue to monitor use and value for investment. Township- wide /Regional Provision Strategy • Older Adult Leisure Services: Support programming and associated recreational, social, health and educational uses for older adults in existing and proposed community -scale and township - wide municipal multi -use facilities. Encourage the formation of older adult clubs and associations. 7/28/2011 20 Page 21 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Township- wide /Regional Provision Strategy • Cultural Facilities /Services: Continue to expand festivals and cultural events; visual arts and crafts programming; as well as dance and other performing arts for all age groups (directly and directly). Encourage the further development of `heritage' resources — including the archive room in the proposed new arena complex. Ensure that new multi- purpose community facilities are designed to support programming in the visual, media and performing arts (particularly dance). Support Horseshoe Valley Resort /Skyline International in its interest to possibly provide a `cultural centre'. The Proposed Township -wide Multi- use Recreation Complex In the absence of any other suitably -sized site and the existence of the ball diamonds and arena complex, the recently enlarged 85 acre Guthrie site was identified as the preferred location upon which to ioitial/y focus. A study was completed to further examine the feasibility of candidate facilities (indoor and outdoor) and the concept of a major multi -use facility and park - examining: relative need, optimum phasing, financial feasibility (capital and operating), as well as a funding /financing strategy, & a facility -fit analysis. Guiding Principles for Planning, Design and Operation were recommended. The Proposed Township -wide Multi- use Recreation Complex • The Guthrie Site — a long -term plan & proposed location fon ❑ Indoor ice surface(s) — two options ❑ Large multi- purpose program /social event /exhibition spaces & smaller programming venues ❑ Heritage facilities ❑ An expansion of ball facilities ❑ Development of a soccer centre ❑ Bicycle and walking trails ❑ Nature interpretation opportunities ❑ Picnicking ❑ Tennis ❑ Potential future location for other facilities (as demand warrants & opportunities arise) 7/28/2011 21 Page 22 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 1 1 Conceptual Design of the Proposed Arena Complex 0 0 , , e Nee. ,111•N CD Cin moo. lie. pl. The Proposed Township-wide Multi- use Recreation Complex Estimated capital cost for the Proposed New Arena Complex: $14,115,715, exclusive of GST/HST, plus the cost of the parking lot and associated landscaping — included below in site development costs($500,000) (20098) Estimated capital cost of Proposed Site Development for the Guthrie Site: $3,833,487, exclusive of GST /HST (not including 1496,800 to pro,ide an access road from Line 5 to the site — which inay not need to be a munkipal responsibility). (20098) The Estimated Operating Cost of the Proposed New Arena Complex (before fran.!fers to or from reselves) is projected to be lower for all five years of the projections - than what was budgeted for the existing facility for 2009 — and is in line with the pattern since 2006. 7/28/2011 22 Page 23 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Summary of the Advantages of a New Arena Complex The new facility will include additional components: ❑ two meeting /seminar /activity rooms, ❑ storage /archival space for historical resources, ❑ an office for the Sports Association, ❑ a room for female referees, ❑ a dressing room & an office for the Junior `A' hockey team, ❑ an external change room /washroom (possibly), ❑ a pro shop, and ❑ Offices & a staff room for the Recreation and Community Services Department. Summary of the Advantages of a New Arena Complex The new facility will include improved components: • more and better dressing rooms (all lager, with one over -sized for visiting Jr. 'A' teams and large groups, and two to accommodate females and two to accommodate persons ore with a disability), • more and better spectator areas (480 heated seats within the arena enclosure and approximately 100 portable seats within the lobby— seating could also be arranged in the upper lobby area), • a larger (almost double the size) and better multi- purpose program /event space — main floor location, dividable, larger modem hitchers, storage rooms, separate entrance + adjacent to the arena floor and the two program rooms), ❑ a useable aena floor for summer 8ceansanf activities, ❑ a larger concession area, ❑ more and much improved indoor and outdoor storage, ❑ better control points to the ice surface and the hall, and ❑ improved display space in the main floor lobby. Summary of the Advantages of a New Arena Complex The new facility will ❑ be fully accessible throughout — including the ground -floor multi- purpose hall (the current facility cannot achieve this); ❑ be more space and energy - efficient — resulting in lower operating costs and lower environmental impact; ❑ provide the opportunity to expand (e.g., second ice pad, fitness centre, indoor running track, additional multi- purpose space, curling rink, indoor soccer, etc.) — the current facility cannot be expanded without moving parking and possibly one of the ball diamonds; ❑ support a wider variety of activities and meet the needs and interests of many more residents; and ❑ attract more use and generate increased revenue. 7/28/2011 23 Page 24 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Summary of the Advantages of a New Arena Complex The cost to maintain the existing arena is estimated to be in of $3.77 million over the nest 20 years (2008$) — and cunevt estunates do no t account for annual inflation and the unknown costs to: o meet any additional accessibility- requirements, • deal with the floor movement between the main building aid the change room azeaa o additional energy and awironmental considerations, o any significant functional improvements, and o replacement of the septic system. If retained for the long term, the current facility will require in the order of $1 million to be invested in the next 3 -5 years. Summary of the Advantages of a New Arena Complex Although the average annual estimated cost to maintain the existing building is at least $190,000 (2008$), that investment will not result in many actual improvements to the quality, appeal and usability of the facility. Eventually, the exiting building will have to be replaced with a new arena complex. It is estimated that the cost to build an arena complex similar to what is proposed in this Strategic Facility Plan will be in the order of $43 million in 2030. As the old facility continues to age, it may reach a point where it will unexpectedly need to be closed, disrupting seasonal uses and leaving no time to prepare for a replacement. Summary of the Advantages of a New Arena Complex Due to increased revenue and lower per square foot operating cost, a new, 82% larger, more appealing and more functional facility is projected to operate at a similar annual net cost as the existing building (not including debenture torts- or an annual mmrabutian to a ,nornw account). It is estimated that the average annual cost to maintain the existing building to 2030 will be at least $190,000 (2008$ and recognizing that there are unknown additional costs noted above plus inflation, which could average 3% per year). The recommended annual contribution to a reserve account is $228,800 (for the building & the ice re- surface ). 7/28/2011 24 Page 25 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Implementation Strategy Phasing and the Twenty -Year Capital Plan for the Entire Facility Strategy Because of the two dramatically different directions identified for the arena complex, two scenarios have been prepared for the long -term capital plan for the entire facility strategy. Scenario One assumes that the existing arena complex is retained and maintained for at least ten years and more likely twenty years as a recreation facility, at which point either a second stand -alone single pad arena complex is built to provide two stand -alone arenas or the existing arena complex would be retired and a new single or twin pad arena complex would be constructed to replace it (depending on demand and affordability). Scenario Two assumes that the arena complex proposed in this Strategic Facility Plan is constructed within the next five years and the existing facility is retired as a recreation facility before much investment is required. The existing arena maybe able to be repurposed, potentially as a public works facility. If demand warrants and it can be afforded, a second ice surface would be added after 2019. Implementation Strategy The cost figures m both scenarios do not factor in the unknown potential for funding assistance from senior levels of government, fundraising, sponsorship, or partnerships /strategic alliances. The contributions from senior levels ofgovernment are ypical/y in the order of two-thirds of the application for capital support. It is recommended that a reserve account be established with annual contributions to cover the cost of future major repairs and replacement of all facilities. Implementation Strategy The total estimated cost over the next 20+ year for the entire recommended facility strategy: Scenario One: $25.6 - $35 7 million Scenario Two: $26.3 - $36.4 million For Scenario One, the larger capital investments are delayed until later in the twenty year projection — mostly due to the incremental investment in the existing arena and the delayed investment in a new single or twin pad arena complex. 7/28/2011 25 Page 26 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Implementation Strategy For both scenarios, the required /recommended investment in the arena complex over the next 20 years represents half or more of the total projected capital forecast of the entire facility strategy - Scenario One (55% - 66%); Scenario Two (49% - 60%). In total, over the next twenty years, more may be invested in the 'arena' portion of the complex via Scenario One ($14,115,500 - $23,115,500) than via Scenario Two ($12,852,246 - $21,852,246) — not accounting for inflation. The quality of sport & recreation facilities that can be achieved via Scenario Two will be higher because the new, larger & much better arena complex will be available sooner. Implementation Strategy Sources of capital funding include the following broad categories: ❑ municipal taxes — annual allocation to capital projects, ❑ municipal debenture, ❑ ontnbutions from specific user groups such as the potential investment by the Jr. 'A' hockey dub for a dressing room and office in a new arena complex, ❑ recreation facility capital reserves, ❑ contributions from development charges, ❑ community and corporate fundraising, ❑ sponsorships, ❑ naming rights (whole facility and individual components), ❑ an annual c pital surcharge on rental rates and ticketpnces for new facilities, ❑ contributions from senior levels of government, and ❑ contributions from partners (via joint ventures /strategic alliances). Implementation Strategy Raise Awareness and Keep the Community Informed. Promotion Strategy - All new and unproved facilities will need to be promoted throughout the market area. 7/28/2011 26 Page 27 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Implementation Strategy Implementation Initiatives Specific to the Proposed Arena Complex and the Development of the Guthrie Site The following initiatives are recommended as first steps. ❑ High level assessment of hydro - geological conditions; ❑ Advancement of the conceptual design for the proposed arena complex ❑ Preparation ofa master plan for the Guthrie Site; ❑ Confirmation of development priorities for the Guthrie Site. (recommendations are provided in this plan); and ❑ Initiation of fund development campa. The End 7/28/2011 27 Page 28 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 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 DAY OF MARCH, 2011. THE CORPORATI • N OF THE TOWNSHIP OF ORO- MEDONTE Mayo CI= :k, J. io 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 n Page 29 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... WHEREAS Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by -law for governing the calling, place and proceedings of meetings; AND WHEREAS Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by -law shall provide for public notice of meetings; AND WHEREAS the Township of Oro - Medonte By -law No. 2010 -080, being a by -law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro - Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2); AND WHEREAS the Council of the Corporation of the Township of Oro - Medonte deems it expedient to repeal By -law No. 2010 -080 so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees/Technical Support Groups of Council; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the proceedings of Council and its Committees/Technical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A ", attached hereto and forming part of this by -law. 2. That the current edition of "Robert's Rules of Order Newly Revised" shall be the basis of interpretation for questions of procedure or order not provided for in Schedule "A ". 3. That should any section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by -law as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by -law shall take precedence. 4. That this by -law may be cited as the "Procedural By -law ". 5. That By -law No. 2010 -080 is hereby repealed in its entirety. 6. This by -law shall take effect on the 31 day of January, 2011. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 26 DAY OF JANUARY, 2011. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE 1 � bAiiL t'r,/1.. • rr - M C A By -law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro - Medonte and to Repeal By -law No. 2010 -080 THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2011 -11 Page 30 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" »u By-law No. uo11-11for The Corporation of the Township of Oro-Medonte INDEX 1.0 DEFINITIONS 2.0 NOTICE OF MEETING 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meeting ofCouncil 3.2 Regular Meetirig Schedule of Council 3.3 Council Meetings Special 3.4 Committees orTechnical Support Groups of Council Meetings 3.5 Time Meetings 10 Commence 3.6 Clerk Required 3.7 Time Meetings to Adjourn 4.0 QUORUM 4.1 Quomm - Counoi| 4.2 Quorum - Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non-Attendance - Committees or Technical Support Groups of Council 5.0 OPEN AND CLOSED MEETINGS - GENERAL 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 HEAD OF COUNCIL 6.1 Chair- Council 6.2 Duties of Chair 6.3 Vacate theChair - HouucvCvunui| 6.4 Absence from Council Meeting Schedule "rm By-law No. zm1-01/ Page em23 7.0 CHAIR - COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 7.1 Absencefrom Committee orTechnical Support Group Meeting 8.0 CONDUCT 8.1 Conduct - Members of Council 8.2 Conduct - Committees or Techriical Support Group Appointees 8.3 Conduct - Members of the Public 9.0 RULES opDEBATE 9.1 Rules of Debate - Head of Council/Chair 9.2 nu|eoofDeumo - Momues 9.3 Rules of Debate - In Council/Committee 10.0 VOTING 10.1 Voting - Head of Council 10.2 Voting - Chair of Committee or Technical Support Group of Council 10.3 Voting on Questions 10.4 Failure to Vote 10.5 Appeal of Declaration of Result 10.6 Equality of Votes 107 Recorded Vote 10.8 Voting - Closed Session Meeting 11.0 MOTIONS/RECOMMENDATIONS 11.1 Motions/Recommendations - General 11.2 Withdrawal of a Motion 11.3 Motion to Amend 11.4 Notice oI Motion 11.5 Motion to Reconsider Page 31 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 12.0 AGENDA AND MINUTES 12.1 Council Agenda 12.2 Committee Agenda 12.3 Verbal Matters 12.4 Announcements 12.5 Minutes — Council and Committee 13.0 PUBLIC MEETINGS/PUBLIC INFORMATION SESSIONS 14.0 PETITIONS AND COMMUNICATIONS 15.0 DEPUTATIONS/DELEGATIONS 16.0 BY-LAWS 17.0 CONFIRMATION BY-LAW 18.0 SUSPENSION/AMENDMENT OF PROCEDURE Schedule "A" to By-law No. 2011-011 Page 3 of 23 Page 32 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 1.0 DEFINITIONS That in this By -law: Schedule "A" to By -law No. 2011 -011 Page 4 of 23 a) "Closed Session" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended, b) "Committee" means an advisory committee or technical support group of Council or similar entity. c) "Agenda" means a list of all items to be considered by the Council /Committee at the meeting for which the agenda was published. d) "Chair" means the person presiding over a meeting of a Council or Committee/Technical Support Group. e) "Clerk" means the Clerk of the Township of Oro - Medonte, or the Deputy Clerk, or the Committee Coordinator, acting in the capacity of the Clerk in his /her absence, or a person who the Clerk has delegated authority to in accordance with Section 228(4) of the Municipal Act, 2001, as amended. f) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be transferred to the regular agenda for consideration upon the request of a member. g) "Council" means the Council of The Corporation of the Township of Oro - Medonte. h) "Deputation /Delegation" means a person or group of persons who address Council /Committee on behalf of an individual or a group for the purpose of making a presentation. i) "Head of Council" means the Mayor of The Corporation of the Township of Oro - Medonte or the Deputy Mayor acting in the capacity of the Mayor in his /her absence. j) "Holiday" means: (i) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, (ii) any day proclaimed by the Head of the Council as a Civic Holiday. k) "Improper Language" means the use of profane, indecent or obscene language. I) "Local Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. m) "Meeting" means any regular, special, committee or other meeting of Council, or a local board or of a committee of either of them. n) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. o) "Notice of Motion" means an advance notice to members of a matter on which Council will be asked to take a position. Page 33 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 1 q) ) uu NOTICE OF MEETING 3.0 CALLING, PLACE AND TIME OF MEETINGS 3.1 Inaugural Meetingof Council Schedule "rm By-law No. cm1-x1 Page su23 "Recorded Vote" mearis the recording of the name and vote of every Member on any matter of question. "Resident" means an individual who resides or rents/owns property within the boundaries of the Township. "Special not scheduled in accordance with the approved schedule of meetings. s) "Technical Support Group" than 50 per cent of the members are members of Council of the Township of Oro- Meuoma. t) "Township" means The Corporation of the Township of Oro-Medonte. a) The Clerk shall ensure that the agenda for each regular mooting of Council and Committee shall be posted to the Township website on the morning of the first busineas day of the week of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda ori the Township website as soon as is practicable after rtotice of the Special Meeting has been given. 4 The M or Chair may, it it appears that a storm or like occurrence will prevent the members from afteriding a meeting, postpone that meeting by advising the Clerk and as mariy members as they are able to reach. Postponement shall not be for any Ionger than the next regularly scheduled meeting. d) The Clerk, or designate, shall provide riotice of cancellation to Council, Staff, Media and aII other interested parties a minimum af two (2) hours, whenever possible, in advance of any meeting, public meating, hearing, or information session in the case of severe inclement weather. a) The In ral Meet of Council shall take p.m. on the first Wednesday of December following a regular election. b) The Mayor-elect and Clerk shall be re d»le for the location, content arid tormat of the agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. c) That prior to the commencement of the first meeting of th elected Council, the Clerk in consultation with the Mayor, shall establish the seating arrangement to be used for the Term of Council, or portion thereof. 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for the Council of The Corporation of the Towrtship of Oro-Medonte shall be: a) Council Meetings on the first, second and fourth Wednesday of each month (except January, July August and December — as defined further in this section). Page 34 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 6 of 23 b) The public session meeting on the first Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. c) The public session meetings on the second and fourth Wednesdays of the month will commence at 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. d) During the month of January, meetings shall be held as follows: i) There shall be no meeting the first Wednesday of the month; ii) Council meetings shall be held on the second and fourth Wednesday of the month commencing at 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. e) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15 day falls between Sunday and Saturday with the public session commencing at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. 1) During the month of December, meetings shall be held as follows: i) The public session meeting on the first Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. Page 35 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... g) Schedule "A" to By -law No. 2011 -011 Page 7 of 23 The public session meeting on the second Wednesday of the month will commence at 7:00 p.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. iii) On the third Wednesday to be held at 7:00 p.m. which shall be dedicated to Recognition. iv) There shall be no meeting the fourth Wednesday of the month. Meetings of Council /Committee shall be held at the Township of Oro - Medonte Administration Centre, 148 Line 7 South, Oro or any other location within the municipality otherwise designated from time to time for such purposes. h) In the event that the day scheduled for a regular Council meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1 day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council is to be held at a time, day or place other than as set out in this Section, Council shall give notice, at least 48 hours in advance of such meeting, by publication on the Township website, and if deemed appropriate by the Clerk, in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. 3.3 Council Meetings — Special a) The Mayor may, at any time, summon a Special Meeting of the Council. b) The Clerk, in consultation with the Mayor, may summon a Special Meeting of the Council in circumstances where Council needs to make decisions and actions need to be taken before the next regularly scheduled meeting. c) Upon receipt of a petition of the majority of the Members of Council, the Clerk shall summon a Special Meeting for the purpose and at the time mentioned in the petition. d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or agenda. e) Notice of a Special Meeting of Council shall be delivered to all members of Council at least one calendar day before the date established for the Special Meeting. 3.4 Committees or Technical Support Groups of Council Meetings a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. b) All members of such Committees/Technical Support Groups shall be residents within the municipality. Page 36 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 8 of 23 c) The Mayor shall be an ex- officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. d) Council of the Township of Oro - Medonte, in its sole discretion, may amend the appointment of any public member to a Committee/Technical Support Group during its term. e) The provisions of this By -law, with necessary modification, shall apply to Township Committees or Technical Support Groups and to any other Committees or local boards established by Council from time to time unless Council has enacted a Committee/Technical Support Group specific procedural by -law. g) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. In the event that the day scheduled for a regular Committee meeting is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Committee shall meet at the same hour on the 1 day thereafter, unless otherwise provided by resolution. 3.5 Time Meetings to Commence As soon after the hour fixed for the Council or Committee/Technical Support Group meeting as there is a quorum present, the Head of Council or Chair shall take the chair and call the Members to order. 3.6 Clerk Required No meeting of Council or Committee/Technical Support Groups, including any Closed Session, shall be held in the absence of the Clerk or his /her designate. 3.7 Time Meetings to Adjourn a) Day meetings shall adjourn at 1:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. b) Night meetings shall adjourn at 10:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. c) Special Council Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by resolution of the majority of the Members present. d) Notwithstanding Sections 3.7 a) and b), a meeting lasting 4 hours or less shall be deemed to be a "half day" in accordance with the Township's Remuneration By -Law. 4.0 QUORUM 4.1 Quorum — Council a) Four (4) Members of Council shall constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. Page 37 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 4.3 Attendance 5.0 OPEN AND CLOSED MEETINGS - GENERAL 5.1 Open Meetings 5.2 Closed Session Meetings Schedule "A" to By -law No. 2011 -011 Page 9 of 23 4.2 Quorum — Committees or Technical Support Groups of Council a) A majority of the whole number of voting members required to constitute the Committee or Technical Support Group shall be necessary to form a quorum (being the next whole number in excess of one -half the number of members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all committee or technical support group members. Any member of Council may attend any meeting of any Committee or Technical Support Group to which he /she has not been appointed and such a member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee/Technical Support Group meeting shall be at the member's own discretion and without per diem. 4.4 Non - Attendance — Committees or Technical Support Groups of Council a) The seat of a member of a Committee or Technical Support Group shall be declared vacant if the member is absent for three (3) consecutive meetings, without prior approval from Council, with the exception of illness /health reasons. b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. c) Members of a Committee or Technical Support Group are required to inform the Clerk's office of any anticipated, but unavoidable, absences from upcoming meetings. All meetings of Council and all meetings of any Committees/Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality (may be cited as "security of municipal property"); ii) personal matters about an identifiable individual, including municipal employees (may be cited as "personal matters about an identifiable individual "); iii) the proposed or pending acquisition /disposition of land by the municipality (may be cited as "acquisition /disposition of land "); iv) labour relations or employee negotiations (may be cited as "labour relations /employee negotiations "); v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited as "litigation affecting the municipality "); Page 38 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "rm By-law No, xm1-011 Page 10 of 23 vi) advice tha is subjec to solicitor-c!iept privilege, including communications necessary for that purpose (may be cited as "solicitor-client privilege") vii) o matter in respect 01 which a council, committee or other body may hold a closed meeting under another Act; viii) the consideration of a request under th Freedom of Information and Protection to Privacy Act, if the Council is designated as the head of the institution for the pu of the Act; h4 the education or training of the members; provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision making 01 the Council or committee (may be cited as "education or training of members"). b) Betore all or p art of a meeting is closed to the public, the Members shall state by resolution: i) the fac of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meating under Section 239(3.1), Education or training sessions, the fact of the holding of the closing rrieeting, the general riature of the matter and that it is closed under that subsection. All members shall ensure tha all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential, and that all materials distributed to members during a Closed Session are required to be returned 10 the Clerk, at the conclusion of the matter, for destruction. 6.0 HEAD OF COUNCIL 6.1 Chair — Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair sha preserve order and docorum, decide questions of order (subject to an appeal to the Council/Committee by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable to the case, if called upon to do so. W To open the meeting ot Council/Committee by takirig the chair and calling the Members to order. c) To anriounce the busirtess before the Council/Committee in the order iri which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members of Council. e) To put to vote all questions which are regularly mnvedand seconded, or necessarily arise in the course of proceedings, and 10 announce the results. f) To decline to put to vote motion which infringe on the rules of procedure. g) To res the Members, within the rules of order, wheri engaged in debate. Page 39 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 11 of 23 h) To enforce, on all occasions, the conduct of the Members. 1) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council /Committee, thereby ordering him /her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Council /Committee. I) To authenticate, by his /her signature when necessary, all by -laws (if applicable), resolutions and minutes of the Council /Committee. To represent and support the Council /Committee, declaring its decision in all things. n) To ensure that the decisions of Council /Committee are in conformity with the laws and by -laws governing activities of the Council /Committee. o) To adjourn the meeting when the business is concluded. p) To adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber, or designated meeting place. 6.3 Vacate the Chair — Head of Council a) If the Head of Council desires to introduce a motion or by -law, he /she shall leave the chair for that purpose only, and shall call on another Member of Council to fill his /her place until he /she resumes the chair. A motion in Council that the Head of Council leave the chair, with leave to sit again, shall always be in order, and shall be decided without debate. 6.4 Absence from Council Meeting a) In the absence of the Head of Council, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the members to order, and a Chair shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. b) When the Chair is vacated by the Head of Council, the Deputy Mayor shall assume the Chair and shall preside during the meeting until the return of the Head of Council. c) While presiding, the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. 7.0 CHAIR — COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chair of a Committee or Technical Support Group of Council shall be appointed by Council, with the exception of Committee of Adjustment who shall appoint their Chair from amongst its members. Page 40 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By-law No. 2011-011 Page 12 of 23 7.1 Absence from Committee or Technical Support Group Meeting a) In the absence of the Chair and quorum is present, the Clerk shall call the members to order and a Chair shall be chosen from among the members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. b) The Chair of a Commiftee/Technical Support Group may appoint another member of the Committee to act as the Chair while he/she is temporarily absent from the meeting. 8.0 CONDUCT 8.1 Conduct — Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Mayor/Head of Council or Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake his/her seat at any meeting after being ordered by the Mayor/Head of Council or Chair to vacate after committing a breach of any rule of order of the Council, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate, d) not leave his/her place on adjournment until the Mayor/Head of Council or Chair leaves his/her chair. e) not speak until he/she has addressed himself to the Mayor/Head of Council or Chair. f) not walk across or out of the Chamber/designated meeting place or make any noise or disturbance when the Mayor/Head of Council or Chair is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. g) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. h) Where a member of Council has exhibited conduct, outside of the Council Chambers, that is unbecoming of a Council member, Council may impose sanctions and/or reprimands on that member of Council, in its sole discretion, by a majority of members present. i) declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter. j) convey the position of Council once a question has been decided, including when a member had a minority opinion, while demonstrating respect for democracy, k) adhere to a dress code for Council Meetings as agreed to by the current term of Council. Page 41 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Consequences for Violations of Conduct Schedule "A" to By -law No. 2011 -011 Page 13 of 23 8.2 Conduct — Committees or Technical Support Group Appointees Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment or a violation of the human rights of any employee, or persons appointed to Committees or Technical Support Groups. Principles of Conduct a) All members of Committees or Technical Support Groups of the Council of the Township of Oro - Medonte shall: i) Promote the general goals, objectives and policies of the Township. ii) Convey the position of the Committee/Technical Support Group, and Council once a question has been decided, including when a member had a minority opinion, while demonstrating respect for democracy. iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; v) Not discriminate or harass another member of Council, Committees, Technical Support Groups, staff or public. Not benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family members residing in their households may not sell goods, materials or services to the Township without the express permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business. ix) Not accept gifts that are given in anticipation of special consideration by the Township. All reports of incidents shall be considered serious, will be investigated and appropriate action will be taken, up to and including removal from the Township Committee or Technical Support Group. Page 42 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 8.3 Conduct — Members of the Public 9.2 Rules of Debate — Members 9.3 Rules of Debate — In Council /Committee Schedule "A" to By -law No. 2011 -011 Page 14 of 23 Members of the public shall respect the decorum of Council /Committee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate, discussion and /or general proceedings of Council /Committee. The Mayor or Chair may request that a member or members of the public vacate the meeting room if their behaviour is deemed to be disruptive to the business at hand. The Mayor or Chair may unilaterally suspend the meeting until order is restored in the meeting room. 9.0 RULES OF DEBATE 9.1 Rules of Debate — Head of Council /Chair In directing the course of debate, the Head of Council /Chair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions /recommendations presented in writing and state all motions /recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by -law. In addressing the Council /Committee, no member shall: a) speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor - General, Lieutenant - Governor or any member of the Senate, the House of Commons of Canada, or the Legislative Assembly of Ontario. b) use offensive, insulting or improper language in or against the Council /Committee or any member thereof, employees of the Township or citizens of the Township. c) speak beside the question in debate. d) speak against any decision of Council /Committee except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. e) disobey the rules of Council /Committee or a decision of the Head of Council /Chair. a) Every member when speaking to any question or motion shall respectfully address the Mayor /Head of Council or Chair. b) When a member is speaking, no other member shall pass between him /her and the Chair, or interrupt him /her except to raise a point of order. Any member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking. d) No member shall speak more than once, except as outlined in Section 9.3 e), until every member who desires to speak has spoken. Page 43 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 10.0 VOTING Schedule nrm By-law No, om,-n1 Page 1smuo Upon verbal notification by the Mayor/Head of Council or Chair of their interition 10 enforce the foliowing time Iimits, rio member shall speak to the same question for longer than 2 (two) minutes. With the leave of the Mayor/Head of Council or Chair, a supplementary question with a further 1 (one) minute, may be granted. (i) A member may ask a question only for the purpose of obtairiing facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succirtctly and questions shall not be used as a means ot making statements or assertioris. f) The Council or Chair may take part in any debate without leaving the Chair. 10.1 Voting — Head of Council Notwithstanding Section 10.3 c), the Mayor/Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members ori alt questions. 10.2 Voting — Cha of Committee or Technical Support Grou of Council Members of Council sitting as members of Committees or Tech ical S Groups of Council may not vote with the members of the committee/technical support group on any question. 10.3 Voting on Questions a) When the MayorlHead of Council or Chair calls for the vote on a question, each member shall occupy his/her sea and shall rema there until the result of the vote has been declared by the M r/H odorCounvi|vr Chair. During such time no member shall waik across the room or speak 10 any other member or make any noise or disturbance. b) After a question is finally put by the of Council, Chair or member, rio Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. � Every member a meeting of the Council/Committee, when a question is put, shall vote thereon, unless he/she has declared any pecuniary interest, direct or indirect in the question. d) The manner of deterrriinirig the decision of the Council/Committee on a motion shall be by a "show of hands". e) Any motion shall require a majority of votes of the quorum present in order to be valid and binding on Council/Committee. 10.4 Failure to Vote Failure to vote by any member present, except when a member has declared a pecuniary interest, shall be taken as a negative vote. Page 44 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 10.5 Appeal of Declaration of Result If a member who has voted on a question disagrees with the declaration of the Mayor/Head of Council or Chair that the question is carried, or lost, he/she may, but only immediately after the declaration by the Mayor/Head of Council or Chair, appeal the declaration. On an appeal of the declaration by a member, the Mayor/Head of Council or Chair shall call for a recorded vote to be taken on the question in the manner prescribed in Section 10.7 of this By-law. 10.6 Equality of Vote Where a vote on a question results in an equality of votes, the result shaU be deemed to be negative. 10.7 Recorded Vote Schedule "A"m By-law No. om1-n1 Page 16 of 23 a) When a member present requests, immediately prior to or imme iately subsequent to the taking of the vote, that the vote be recorded, each member present, except a member who is disqualified from voting by any Act, shall announce his/her vote openly. W The Mayor/Head of Couricil or Chair, immediately foliowing the request for a recorded vote, will put the question again. c) All members present at the Council or Committee Meetirig, unless disqualified from voting by any Act, must vote in alphabetical onde,, beginning with the member who has re sted th nd d vote The Clerk shall caII each member individually, record the member's vote, and report the result of the vote to the Mayor/Head of Council or Chair. d) The Mayor/Head of Council or Chair shall vote Iast. 10.8 Voting — Closed Session Meeting a) Subject to Section 10.3, a meetin shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 10.3, a meeting may be closed to the public during the taking of a vote where: V Section 5.2 permits a meeting to be closed to the public; and n} The vote is for a procedural matter or for giving directions or instructions to officers, employees or agerits of the Township or persoris retained by or under contract with the Township. 11.0 MOTIONS/RECOMMENDATIONS 11.1 — General a) , or notice thereof, shall be in writing, moved and seconded. W Every motion/recommendation, when duly moved and seconded, shall be received by the Mayor/Head of Council or Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Mayor/Head of Council or Chair, may state the question in the form introduced and shall do so if required by a Member. He/she shall state the question in the precise form in which it will be recorded in the minutes. Page 45 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 17 of 23 c) The following matters may be introduced orally, without written notice, and without leave: (i) a point of order or personal privilege (ii) presentations of petitions (iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure (iv) a motion to adjourn (not debatable) (v) a motion that the vote now be taken (vi) a motion to defer shall not be considered until every member who desires to speak has spoken. d) When the motion, under consideration, concerns two or more matters, a vote on each matter, upon the request of any member, may be taken separately, e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) A member shall speak to a motion in accordance with Section 9.3 — Rules of Debate — In Council /Committee. 11.2 Withdrawal of a Motion After a motion has been received and /or read by the Mayor /Head of Council or Chair, it shall be deemed to be in the possession of the Council /Committee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 11.3 Motion to Amend A motion to amend: a) b) c) d) shall receive disposition of Council /Committee prior to a main question. e) shall be disposed of in the reverse order of presentation amendment and /or the original motion. g) 11.4 Notice of Motion shall be presented in writing. shall be relevant to the question to be received. shall not be received proposing a direct negative to the question. f) shall not be further amended, more than once, provided amendment may be made to the original motion. may propose a separate and distinct disposition of a question. decision on the to any further that further a) A motion to rescind or alter or amend a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 11.4 b). b) Notice of motion requires the Member of Council to provide, at a minimum, a brief verbal explanation of the matter and to provide the Mayor /Head of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. Page 46 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 11.5 Motion to Reconsider Schedule vrm By-law No. xm1-x1 Page mmcu After arty question has been decided, the followirig shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side, or a Member who was absent from the meeting when the questiori was considered, and must be made on the day the vote was taken or at the next succeeding regular meetirtg of Council. b) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered more than once, and may only be reconsidered if action has not yet been taken. 12.0 AGENDA AND MINUTES 12.1 Council Agenda a) The Clerk shall forward all notices and agendas, to each member of Council, for regular meetings of Council a minimum of 48 hours in advance of such meetings. b) In accordance with the Township's Accountability and Transparency Policy, additions 10 the agenda shall not be permitted, except when a matter is of a time sensitive. In the event of a matter of a time sensitive nature, the Member shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a da mi . If the Clerk, Mayor/Head of Courtcil and Chief Administrative Officer are satisfied that the matter is of a time sertsitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the agenda on the Township's website in advance of the meetin The matter will then be includecl in the Adoption of the Agenda motiori. c) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively mpact the health, safety and well- being of persons, expose the municipality impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter prior to Council's next regular meeting. d) When the Clerk office has not been advise in a timely fashion to permit a matter to be included on the agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 12.1 c), the matter shall be referred to the appropriate staif member for consideration prior to being brought forward for Council's consideration. Page 47 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 19 of 23 e) The Order of the Day shall have preference during the Council meeting, save and except that the Mayor/Head of Council may change the order at any time during the meeting. Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order— Private Prayer /Moment of Reflection 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Identification from the Public of an Agenda Item of Interest 6. Minutes of Council and Committees 7. Recognition of Achievements 8. Public Meetings 9. Deputations 10. Reports of Municipal Officers 11. Reports of Members of Council 12.Consent Agenda 13. Communications 14. Notice of Motions 15. By -laws 16. Questions from the Public Clarifying an Agenda Item 17.Closed Session Items (Unfinished Items) 18. Confirmation By -law 19.Adjournment 122 Committee Agenda a) The Clerk shall forward all notices and agendas, to each member of Council and Committee, for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) In accordance with the Township's Accountability and Transparency Policy, additions to the agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member shall provide the matter to the Clerk, along with justification as to why the matter is of a critical nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Chair and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. c) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Committee does not make a recommendation for Council's consideration at Council's next regular meeting and the Township must act immediately upon Council's decision at such meeting. d) When the Clerk's office has not been advised in a timely fashion to permit a matter to be included on the agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 12.2c), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. Page 48 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 12.3 Verbal Matters a) In the even that a matier is addressed during a meeting, and rio report, memorandum or corresponderice exist as background tor the matter, it shall be the responsibility of the member of Council/Committee or staif member, who s ke to the matter, to provide, at a minimum, a written record of speaking points to the Clerk's office within seven days of the meeting. b) Such written record shall be included irr the agenda package for af open session matters. c) For closed session matters, such record shall be retained by the Clerk's office, in a secure manner. 12.4 Announcements a) Announcements of Interest to the Public are 10 be provided to the Clerk's office by 4:30 p.m. on the Wednesday of the week betore the meeting. b) Upon receipt 01 the aforementioned announcements, the Clerk's Office shall prepare a written recard of the Announcements, which shall be included in the Consent Agenda portion ot the agenda for receipt. 12.5 Minutes — Council and Committee The minutes of meetings of Council and Committee shall recvm, without note or comment: a) the place, date and time of meetirrg; b) the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the gerieral nature thereof; e) all resolutionstrecommendations, decisions and proceedings of the meeting. 13.0 PUBLIC MEETINGS/PUBLIC INFORMATION SESSIONS Schedule �rm By-law No. xm1-011 Page 20 of 23 a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice W Public Meetings required to fulfill a condition imposed by a decision of the Township of Oro-Medonte C ittee of Adjustment, in accordance with the Planning Act, shall be conducted during a scheduled meeting of c) Public Meetings required for an application, in accordance with the Planning Act, shall be conducted during a scheduled meeting of Council, or if deemed necessary by the Clerk, or designate, shall be conducted as a separate meeting on a designated day. d) All Public recorded, and such recording shall be available to the public through the Township website. Page 49 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 14.0 PETITIONS AND COMMUNICATIONS Schedule "A" to By -law No. 2011 -011 Page 21 of 23 a) Every communication, including a petition designed to be presented to the Council /Committee and filed with the Clerk, shall be legibly written or printed; shall not contain any obscene or improper matter or language; shall be signed and dated by at least one person; and shall include an address and telephone number where return correspondence or contact is to be directed and shall become part of the public record of the meeting at which it is received. b) Petitions designed to be presented to the Council /Committee and filed with the Clerk, shall contain original signatures, and at information on the petition, including names, addresses and telephone numbers shall become part of the public record of the meeting at which it is received. c) Communications addressed to Mayor and Members of Council shall be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Mayor /Head of Council or Chair and Chief Administrative Officer. Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 4:30 p.m. on the Wednesday prior to meeting. If, in the Clerk's opinion, the communication /petition is of a time sensitive nature, the Clerk may bring forward such communication /petition for Council /Committee consideration, after the aforementioned deadline. 15.0 DEPUTATIONS /DELEGATIONS a) Council /Committee will entertain up to three (3) deputations /delegations per meeting. b) Persons desiring to present information verbally on matters of fact or make a request of Council /Committee shall give notice, in writing on the prescribed form, to the Clerk by 4:30 p.m. on the Wednesday of the week prior to the preferred meeting, stating the purpose of the Deputation and providing a general outline of the subject matter. c} No additional deputations to Council will be permitted with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act. Council /Committee may, at its sole discretion, entertain deputations/ delegations with less notice as circumstances warrant. When determining if a deputation /delegation will be heard with less notice than stipulated in Section 15 b), consideration shall be given to the Township's Accountability and Transparency Policy. e) Deputations shall be limited in speaking to not more than ten (10) minutes. f) A delegation wishing to appear before Council /Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. g) Upon consent of the majority of Members present, the ten (10) minute time limit for deputations /delegations may be extended. h) Persons requesting to appear before Council /Committee shall be advised of the time limitation in advance of their deputation. Page 50 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... Schedule "A" to By -law No. 2011 -011 Page 22 of 23 Specific types of audio visual equipment may be used to assist in deputations /delegations to Council /Committee, provided that such equipment has been requested from the Clerk at the time of the deputation /delegation request. Deputation /delegation material must be provide in an electronic format to the Clerk by 4:30 p.m. on the Monday prior to the meeting date. The Chair of a Committee Meeting or Council Meeting may expel or exclude from the meeting, any person who in the opinion of the Chair, has behaved improperly. k) Deputations /delegations appearing before Council /Committee with respect to the same matter on the agenda will be requested to limit their deputation so as not to repeat the same points. 0 Deputations /delegations to Council /Committee will be limited to one appearance before Council /Committee with respect to the same matter. 16.0 BY -LAWS Deputations /delegations to Council /Committee will be encouraged to provide written copies of presentations. n) No deputation /delegation shall: i) Speak disrespectfully of any person; ii) Use improper language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address Council /Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council /Committee. o) Upon the completion of comments to CounciVCommittee by a deputation /delegation, any discourse between the members of Council /Committee and the deputation /delegation shall be limited to members asking questions for clarification and obtaining additional, relevant information only. Members of Council /Committee shall not enter into debate with the deputation /delegation respecting their comments. a) Every by -law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By -law. b) Every by -law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the Clerk with the exception of the number and date thereof. c) All amendments to any by -law approved by Council shall be deemed to be incorporated into the by -law and if the by -law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d) Every by -law shall have three readings prior to it being passed. e) The first, second and third readings of all by -laws listed on an agenda, with the exception of the Confirmation By -law, shall be the subject of one motion, unless a separate vote is requested by a Member of Council, or deemed appropriate by the Clerk. f) If Council so determines, a by -law may be taken as read. g) The Clerk shall set out on all by -laws enacted by Council the date of the several readings thereof. Page 51 of 52 5a) - Shawn Binns, Director of Recreation and Community Serv... 17.0 CONFIRMATION BY-LAW 18u OF PROCEDURE Schedule "rm By-law No. um1-01/ Page 23 of 23 h) Council shall be numbered and dated arid shail be sealed with the seal of the Corporation and sig eu by the Clerk and the Mayor/Head of Council or Chair and shall be deposited by the Clerk in the office for safekeeping, i> By-laws approved in accordarice with this Procedural By-Iaw wiU be available on the Township's website once signed by the Mayor/Chair and Clerk. a) There shall be enacted a by-Iaw at the end ot each Council Meeting to confirm each recommendation contained in a Report of the Committee of Council and in respect of each mcwon, resolution and other actions passed and taken by the Council at the meeting, except where the prior approval of the Ontario Municipal Board or any other body or agency is required. b) A motion for leave to pass a by-law to confirm the proceedings of a meeting of Council shall be voted on without debate. a) Any procedure required by this by-Iaw may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No arnendment or repeal of this By-Iaw r any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or re l has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited. Page 52 of 52