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06 26 2013 Council AgendaPage Township of Proud Heritage, Exciting Future THE TOWNSHIP OF ORO- MEDONTE COUNCIL MEETING AGENDA COUNCIL CHAMBERS Wednesday, June 26, 2013 6:00 p.m. - Closed Session 7:00 p.m. - Open Session 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. 3. DISCLOSURE OF PECUNIARY INTEREST: 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Andria Leigh, Director of Development Services re: Litigation affecting the municipality (OMB Appeal - Variance Application (W. & C. Lambert), 11 Palm Beach Road, Concession 10, Plan 863, Lot 4, (Former Township of Oro) (2013- A -18)). d) Andria Leigh, Director of Development Services and Hugh Murray, Fire Chief, re: Litigation affecting the municipality (Assembly Occupancy). e) Hugh Murray, Fire Chief, re: Litigation affecting the municipality (Fire & Emergency Services). f) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Organizational Review and Staffing - Transportation and Environmental Services). g) Doug Irwin, Director of Corporate Services /Clerk re: Litigation affecting the municipality (Lakeshore Promenade, Plan 626). h) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Portion of School House Road). i) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Parts 8 & 9, Plan 51 R -37934 — Ingram Road). j) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Parts 12 & 13, Plan 51 R -37934 — Ingram Road). k) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Lot 86, Plan 1650, 6 Alpine Drive). Page 1 of 150 Council Meeting Agenda - June 26, 2013. Page 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICIPAL OFFICERS: 62 -63 a) Report No. F12013 -13, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Renewal of Insurance Coverage. 64 -86 b) Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Review of 2012 Draft Consolidated Financial Statements for the Year Ended December 31, 2012 [draft financial statements to be distributed at meeting]. Page 2 of 150 4. CLOSED SESSION ITEMS: 1) Councillor Lancaster, re: Litigation affecting the municipality (OMB Appeal, Crestwood Park Holdings, 2012- OPA -02, 2011 - ZBA -09). 5. MINUTES OF COUNCIL AND COMMITTEES: 5 -7 a) Minutes of Special Committee of Adjustment meeting held on Monday, June 10, 2013. 8 -10 b) Minutes of Heritage Committee meeting held on Monday, June 10, 2013. 11 -19 c) Minutes of Council meeting held on Wednesday, June 12, 2013. 20 -24 d) Minutes of Special Council meeting held on Monday, June 17, 2013. 25 -26 e) Minutes of Public Meeting #1, Monday, June 17, 2013 re: Proposed Amendment to the Zoning By -Law, Bachly Investments Inc., 2013 - ZBA -06. 27 -28 f) Minutes of Public Meeting #2, Monday, June 17, 2013 re: Proposed Amendments to the Official Plan and Zoning By -law and Proposed Revisions to a Draft Approved Plan of Subdivision, Horseshoe Valley Lands Phase 3 Horseshoe Valley Lands Ltd., 2012- OP -01, 2012 - ZBA -09 & 2012- SUB -01. 29 -41 g) Minutes of Committee of Adjustment meeting held on Thursday, June 20, 2013. 42 -49 h) Minutes of Human Resources Committee meeting held on Thursday, June 20, 2013. 6. RECOGNITION OF ACHIEVEMENTS: 50 a) Buffi Woronoka re: 2013 Oro - Medonte Citizen of the Year Award. 51 b) Pat Shellswell re: 2013 Ontario Senior of the Year Award. 7. PUBLIC MEETINGS: None. 8. DEPUTATIONS: 52 -61 a) Elisabeth Riley, President /CEO, and Greg Gee, Board Chair, Orillia Soldiers' Memorial Hospital, re: Update on Upcoming Changes to the Hospital. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICIPAL OFFICERS: 62 -63 a) Report No. F12013 -13, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Renewal of Insurance Coverage. 64 -86 b) Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Review of 2012 Draft Consolidated Financial Statements for the Year Ended December 31, 2012 [draft financial statements to be distributed at meeting]. Page 2 of 150 Council Meeting Agenda - June 26, 2013. Page 10. REPORTS OF MUNICIPAL OFFICERS: 87 -89 c) Report No. RC2013 -13, Shawn Binns, Director of Recreation and Community Services, re: 2013/2014 Arena Concession Agreement. 90 -113 d) Report No. RC2013 -14, Shawn Binns, Director of Recreation and Community Services, re: Turf Maintenance Tender (RC2013 -T01) [to be distributed at meeting]. 11. REPORTS OF MEMBERS OF COUNCIL: 114 a) Councillor Lancaster re: Crosswalk Safety Issues — Shanty Bay. 12. CONSENT AGENDA: 115 a) Announcements of Interest to the Public: 1. Council Meeting Schedule, July, August, 2013. 116 -117 b) Correspondence dated June 6, 2013 from AMO re: Key Role of Municipalities in Waste Diversion Recognized. Staff Recommendation: Receive. 118 c) Correspondence dated June 4, 2013 from Jaclyn Bell, Physician Recruitment Coordinator, Barrie Area Physician Recruitment re: Request for Financial Support. Staff Recommendation: Receive and Refer to 2014 Budget Deliberations. 119 -120 d) Correspondence dated June 11, 20123 from Janice Skot, President and CEO, Royal Victoria Hospital re: Academic Excellence Alive and Well at RVH. Staff Recommendation: Receive. 121 e) Correspondence dated June 5, 2013 from Michael Chan, Minister, Ministry of Tourism Culture and Sport re: Letter of Congratulations, Heritage Committee. Staff Recommendation: Receive and Refer to Heritage Committee. 122 -130 f) Minutes of Sustainability Plan Steering Committee (SPSC) meetings held on May 2, and June 6, 2013. Staff Recommendation: Receive. 13. COMMUNICATIONS: 131 a) Correspondence dated June 12, 2013 from Janet Campeau re: Request for Temporary Exemption, Canine Control By -Law. 132 b) Correspondence dated June 9, 2013 from Susan Grant, Chairperson, Bonita Glen Camp, Girl Guides of Canada re: Dedication, Sunday, August 25, 2013. 133 c) Correspondence from Simcoe County Food & Agriculture Charter, re: Annual Summer BBQ, Saturday, July 13, 2013, 3:30 p.m., Barrie Hill Farms, 2935 Barrie Hill Road. 134 -138 d) Correspondence dated May 23, 2013 from Mayor Marolyn Morrison, Town of Caledon re: Assessment Appeals on Gravel Pit Properties. Page 3 of 150 Council Meeting Agenda - June 26, 2013. Page 13. COMMUNICATIONS: 139 -140 e) Correspondence dated June 19, 2013 from Bill and Sharon Pottage re: Committee of Adjustment Application No. (2013- B -05). 141 f) Correspondence dated June 20, 2013 from Samah Othman, Executive Assistant /Corporate Communications Specialist re: Peacekeepers Week Flag Raising Ceremony, Wednesday, August 7, 2013, 11:00 a.m., Line 4 Park. 142 g) Correspondence dated June 21, 2013 from Paulina Robertson, United Way Greater Simcoe County, re: Request for Exemption from Building Permit - Cycling Event, October 6, 2013. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: 143 -149 a) By -Law No. 2013 -108 A By -Law to Amend By -Law No. 2007 -079, A By- Law to Authorize the Execution of a Joint Use Agreement between The Simcoe County District School Board and The Township of Oro - Medonte. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): 18. CONFIRMATION BY -LAW: 150 a) By -Law No. 2013 -107 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, June 26, 2013. 19. ADJOURNMENT: a) Motion to Adjourn. Page 4 of 150 5a) Minutes of Special Committee of Adjustment meeting h... 7`n lrip al. Prond Heritage, Excidoi.Q i'rrrure Monday, June 10, 2013 THE TOWNSHIP OF ORO- MEDONTE SPECIAL COMMITTEE OF ADJUSTMENT MEETING MINUTES Council Chambers TIME: 9:40 a.m. Staff present: Andria Leigh, Director of Development Services /Secretary Treasurer It is recommended that the agenda for the Special Committee of Adjustment meeting of Monday, June 10, 2013 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. Page 1 of 3 Page 5 of 150 5a) Minutes of Special Committee of Adjustment meeting h... Special Committee of Adjustment Meeting Minutes — June 10, 2013. 4. PUBLIC MEETINGS: a) 2013 -B -10 (Robert Cheslock), 9733 Highway 12 West, Concession 14, Part Lot 5, 51 R- 37351, Part 1 (Medonte), Application to permit an easement for Bell Canada and Rogers Cable from the Isabella estates subdivision to Highway 12. Greg Barker, Planner, was present on behalf of the applicant. Bruce Teskey, neighbour, provided clarification regarding the easement. Motion No. SCA130610 -2 Moved by Chappell, Seconded by Johnson It is recommended that the Committee of Adjustment grants provisional consent to Application 2013 -B -10, for permission to grant two easements for Bell Canada and Rogers Cable, subject to the following conditions: AMP 1. That three copies of a Registered Reference Plan indicating the lands subject to the easement be prepared by an Ontario Land Surveyor be submitted to the Secretary- Treasurer; 2. That the applicant's solicitor prepare and submit a copy of the proposed conveyance for the parcel severed, for review by the Municipality; 3. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of the giving of the notice. Carried. Page 2 of 3 Page 6 of 150 5a) Minutes of Special Committee of Adjustment meeting h... Special Committee of Adjustment Meeting Minutes — June 10, 2013. 5. NEXT MEETING DATE: Thursday, June 20, 2013 at 10:00 a.m. at Old Town Hall, 833 15/16 Sideroad. 6. ADJOURNMENT: a) Motion to Adjourn. Motion No. SCA130610 -3 Moved by Johnson, Seconded by Chappell It is recommended that we do now adjourn at 9:51 a.m. Scott Macpherson, Chair Carried. ecretary Treasurer Page 3 of 3 Page 7 of 150 5b) Minutes of Heritage Committee meeting held on Monday... �n lrip n-��'' Prond Hrritqe. Cxri�iu�* Frrra�ra Monday, June 10, 2013 THE TOWNSHIP OF ORO- MEDONTE HERITAGE COMMITTEE MEETING MINUTES Carley Community Hall 396 Warminster Sideroad TIME: 6:05 p.m. Staff: Shawn Binns, Director of Recreation and Community Services; Janette Teeter, Deputy Clerk; Justin Hodgkinson, Community Recreation Coordinator; Marie Brissette, Committee Coordinator 1. ADOPTION OF AGENDA a) Motion to Adopt the Agenda. Motion No. HC130610 -1 Moved by Fountain, Seconded by Crawford It is recommended that the agenda for the Heritage Committee meeting of Monday, June 10, 2013 be received and adopted. 'Atk' As Carried. 2. DISCLOSURE OF PECUNIARY INTEREST None declared. 3. DEPUTATIONS: None. Page 1 of 3 Page 8 of 150 5b) Minutes of Heritage Committee meeting held on Monday... Heritage Committee Meeting Minutes — June 10, 2013 4. COMMUNICATIONS: a) Councillor Crawford, re: Introduction of Members. Motion No. HC130610 -2 Moved by Crawford, Seconded by Lintack It is recommended that the verbal information presented by Councillor Crawford, re: Introduction of Members be received. Carried. b) Marie Brissette, Committee Coordinator, re: IV • Township's Procedural By -Law; • Township's Remuneration By -Law; A* • Confidentiality Agreement; • By -Laws to Establish a Heritage Committee; • Heritage Committee Appointee Acknowledgem Motion No. HC130610 -3 Moved by Busby, Seconded by Burton c) Councillors Crawford and Coutanche, Shawn Binns, Director of Recreation and Community Services, re: History of Oro - Medonte History Committee. Motion No. HC130610 -4 Moved by Fountain, Seconded by Lintack It is recommended that the verbal information presented by Shawn Binns, Director of Recreation and Community Services and Tim Crawford, re: History of Oro - Medonte History Committee be received. Carried. Page 2 of 3 Page 9 of 150 5b) Minutes of Heritage Committee meeting held on Monday... Heritage Committee Meeting Minutes — June 10, 2013 d) Ontario Heritage Act. Motion No. HC130610 -5 Moved by Malcom, Seconded by Busby It is recommended that information presented by Shawn Binns, Director of Recreation and Community Services, re: Ontario Heritage Act be received. Carried. 5. NEXT MEETING DAT Monday, June 24, 2013 at 6:00 p.m. 6. ADJOURNMENT a) Motion to Adjourn. Motion No. HC130610 -7 Moved by Busby, Seconded by Burton It is recommended that we do now adjourn at 8:07 p.m. Carried. Carried. Councillor Crawford, Chair Marie Brissette, Committee Coordinator Page 3 of 3 Page 10 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... 1q "r% Township )f lyrurrd Hrrirrr���, C.t.ririu� Fr�rurr Wednesday, June 12, 2013 THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES Hawkestone Hall, 3 Allen Street 2010 - 2('. Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 7:00 p.m. Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of Present: Finance /Treasurer /Deputy CAO; Doug Irwin, Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services; Jerry Ball, Director of Transportation and Environmental Services; Donna Hewitt, Director of Corporate & Strategic Initiatives; Hugh Murray, Fire Chief; Tamara Obee, Manager Health & Safety, Human Resources; Janette Teeter, Deputy Clerk; Samah Othman, Executive Assistant, Corporate Communications Specialist; Curtis Shelswell, Chief Municipal Law Enforcement Officer; Rob Jermey, Deputy Fire Chief; John Wigle, Fire Prevention, Fire & Life Safety Educator; Jen Jermey, Records Clerk; Adam Marchildon, Municipal Law Enforcement Officer; Also B. Burke, Norma Leigh, Joyce Fletcher, Paul Hutchinson, Warren Present: Rykeman, Senti Rasa, Joan Ellis, Spiro & Judy Catania, Val Gillespie, Pearl Guthrie, Janis Hamilton, Marjorie Bell, Dianne Mawdsley, Lynda Aiken, Ann Truyens, Sue Roehner 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer /moment of reflection. Page 1 of 9 Page 11 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. C130612 -1 Moved by Crawford, Seconded by Evans Be it resolved that the agenda for the Council meeting of Wednesday, June 12, 2013 be received and adopted. 3. DISCLOSURE OF PECUNV None declared. 4. CLOSED SESSION ITEMS: None. Carried. Page 2 of 9 Page 12 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Page 13 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. 8. DEPUTATIONS: None. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICIPAL OFFICERS: a) Report No. F12013 -12, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Statement of Accounts — May 31, 2013. ; Motion No. C130612 -6 Moved by Coutanche, Seconded by Meyer Motion No. C130612 -7 Moved by Crawford, Seconded by Lancastero Be it resolved 1. That Report No TES2013 -12, Jerry Ball, Director of Transportation and Environmental Services re: Water Service Connection Agreement — Maplewood Pkwy. Susan Bateman be received and adopted. 2. That the Township of Oro - Medonte enters into a Water Service Connection Agreement with Susan Bateman. 3. That the appropriate by -law be brought forward for Council's consideration. 4. And That the applicant be notified of Council's decision under the Director of Transportation and Environmental Services' signature. Carried. 11. REPORTS OF MEMBERS OF COUNCIL: None. Page 4 of 9 Page 14 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. 12. CONSENT AGENDA: a) Announcements of Interest to the Public: 1. Severn Sound Environmental Association, Open House, Thursday, June 13, 2013, 3 -7pm, Wye Marsh Wildlife Centre, 16160 Hwy 12 East, Midland. 2. Spring Tea & Guest Speaker, Saturday, June 15, 2013, 2:00pm Bake Sale; 2:15pm Program, St. George Fair Valley ACW, 66 Fair Valley Church Road (off Line 11 North, South of Mount St. Louis). 3. Garage Sale, Oro - Medonte Community Centre, Saturday, June 22, 2013, 71 Line 4 North, Guthrie 8:00a.m.- 2:00pm. 4. Correspondence dated May 17, 2013 from Rachel Pearson, Conservation Outreach Programs Coordinator, Ontario Federation of Anglers and Hunters re: Ontario Family Fishing Events July 6 -14, 2013. a) Announcements of Interest to the Public: 1. Severn Sound Environmental Association, Open House, Thursday, June 13, 2013, 3 -7pm, Wye Marsh Wildlife Centre, 16160 Hwy 12 East, Midland. 2. Spring Tea & Guest Speaker, Saturday, June 15, 2013, 2:00pm Bake Sale; 2:15pm Program, St. George Fair Valley ACW, 66 Fair Valley Church Road (off Line 11 North, South of Mount St. Louis). 3. Garage Sale, Oro - Medonte Community Centre, Saturday, June 22, 2013, 71 Line 4 North, Guthrie 8:00a.m.- 2:00pm. 4. Correspondence dated May 17, 2013 from Rachel Pearson, Conservation Outreach Programs Coordinator, Ontario Federation of Anglers and Hunters re: Ontario Family Fishing Events July 6 -14, 2013. b) Correspondence from Dan Landry, Manager of Economic Development and Laura Thompson, Economic Development Officer, City of Orillia re: Orillia & Lake Country Business Expo, Tuesday, October 22, 2013, Casino Rama. Received. Carried. Page 5 of 9 Page 15 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. f i E� �K�] �� i I �� i l� 1` 1 Ly _ � i C�1► �� a) Correspondence dated May 22, 2013 from Mayor Robert Grossi, Chair, Lake Simcoe Region Conservation Authority re: Nominations for LSRCA Conservation Awards. Motion No. C130612 -9 Moved by Evans, Seconded by Lancaster Motion No. C130612 -10 Page 6 of 9 Page 16 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. c) Correspondence dated June 3, 2013 from Tina Comber re: Request for Exemption from By -Law No. 2011 -177, Canine Control By -Law. Motion No. C130612 -11 Moved by Evans, Seconded by Crawford None. 15. BY- LAWS:' a) By -Law No. 2013 - 103' A By -Law to Appoint a Risk Management Official and Risk Management Inspector for the Purpose of the Clean Water Act, 2006. b) By -Law No. 2013 -104: A By -law to Enter into a Water Service Connection Agreement between The Corporation of the Township of Oro - Medonte and Susan Bateman, Part of the East Part Lot 20, Concession 1, South Orillia; Part Lot 21, Concession 1, South Orillia; Part of Road Allowance b/w Lots 20 and 21, Concession 1, South Orillia, Part 1, RP 51 R- 33818, Being all of PIN #58565 -0303 (LT), Roll #4346- 030 - 012 - 04205 -0000, Township of Oro - Medonte, County of Simcoe. c) By -Law No. 2013 -105: A By -Law to Amend By -Law, 2012 -062, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law). Page 7 of 9 Page 17 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. Motion No. C130612 -12 Moved by Meyer, Seconded by Coutanche Be it resolved that a) By -Law No. 2013 -103: A By -Law to Appoint a Risk Management Official and Risk Management Inspector for the Purpose of the Clean Water Act, 2006. b) By -Law No. 2013 -104: A By -law to Enter into a Water Service Connection Agreement between The Corporation of the Township of Oro - Medonte and Susan Bateman, Part of the East Part Lot 20, Concession 1, South Orillia; Part Lot 21, Concession 1, South Orillia; Part of Road Allowance b/w Lots 20 and 21, Concession 1, South Orillia, Part 1, RP 51 R- 33818, Being all of PIN #58565- 0303 (LT), Roll #4346- 030 - 012 - 04205 -0000, Township of Oro - Medonte, County of Simcoe. c) By -Law No. 2013 -105: A By -Law to Amend By -Law, 2012 -062, "A By -law of The Corporation of the Township of Oro - Medonte to Provide for the Imposition of Fees or Charges" (Fees and Charges By -law). be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): None. Page 8 of 9 Page 18 of 150 5c) Minutes of Council meeting held on Wednesday, June 1... Council Meeting Minutes — June 12, 2013. 18.CONFIRMATION BY -LAW: a) By -Law No. 2013 -102: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, June 12, 2013. Motion No. C130612 -13 Moved by Crawford, Seconded by Evans Be it resolved that By -Law No. 2013 -102, being a by -law to confirm the proceedings of the Council meeting held on Wednesday, June 12, 2013 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. 19. ADJOURNMENT: Motion to Adjourn. Motion No. C130612 -14 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now adjourn at 7:27 p.m. Mayor, H.S. Hughes Douglas Irwin Carried. Carried. Page 9 of 9 Page 19 of 150 5d) Minutes of Special Council meeting held on Monday, J... "r% Tcslmoshop oaf f # lyrurrd Hrrirrr���, C.t.ririu� Fr�rurr Monday, June 17, 2013 THE TOWNSHIP OF ORO- MEDONTE SPECIAL COUNCIL MEETING MINUTES Council Chambers 2010 - 2('. Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Mel Coutanche Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 2:02 p.m. Staff Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Present: Corporate Services /Clerk; Andria Leigh, Director of Development Services; Jerry Ball, Director of Transportation and Environmental Services; Donna Hewitt, Director of Corporate & Strategic Initiatives; Chris Williams and Andrea Skinner, Aird & Berlis LLP Also None Present: AR 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer /moment of reflection. 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. SC130617 -1 Moved by Lancaster, Seconded by Evans Be it resolved that the agenda for the Special Council meeting of Monday, June 17, 2013 be received and adopted. Carried. Page 1 of 5 Page 20 of 150 5d) Minutes of Special Council meeting held on Monday, J... Special Council Meeting Minutes — June 17, 2013. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. SC130617 -2 Moved by Crawford, Seconded by Meyer At Be it resolved that we do now go in Closed Session at 2:04 p.m. to discuss • solicitor - client privilege; • acquisition /disposition of land. b) Motion to Rise and Report. Motion No. SC130617 -3 Carried. Moved by Evans, Seconded by Lancaster Page 2 of 5 Page 21 of 150 5d) Minutes of Special Council meeting held on Monday, J... Special Council Meeting Minutes — June 17, 2013. c) Robin Dunn, CAO, re: Solicitor - client privilege (Horseshoe Valley /Skyline SBR). The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Donna Hewitt, Director of Corporate & Strategic Initiatives; Jerry Ball, Director of Transportation and Environmental Services; Andria Leigh, Director of Development Services, Chris Williams and Andrea Skinner, Aird & Berlis LLP. This item was dealt with in combination with Item 4c).. e) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Parts 8 & 9, Plan 51 R -37934 — Ingram Road). The following staff was present: Doug Irwin, Director of Corporate Services /Clerk. Motion No. SC130617 -5 Moved by Crawford, Seconded by Meyer Be it resolved that the confidential correspondence dated June 6, 2013 and presented by Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of land (Parts 8 & 9, Plan 51 R -37934 — Ingram Road) be received; and that staff proceed as directed by Council. Carried. Page 3 of 5 Page 22 of 150 5d) Minutes of Special Council meeting held on Monday, J... Special Council Meeting Minutes — June 17, 2013. Page 4of5 Page 23 of 150 5d) Minutes of Special Council meeting held on Monday, J... Special Council Meeting Minutes — June 17, 2013. 7. ADJOURNMENT: a) Motion to Adjourn. Motion No. SC130617 -8 Moved by Lancaster, Seconded by Evans Be it resolved that we do now adjourn at 3:55 p.n Mayor, H.S. Hughes Is Clerk, J. Douglas Irwin Carried. Page 5 of 5 Page 24 of 150 5e) Minutes of Public Meeting #1, Monday, June 17, 2013 ... Township qf Pr«POd Herlrf qe, f; v idols Frrrorrr Monday, June 17, 2013 THE TOWNSHIP OF ORO- MEDONTE PUBLIC MEETING MINUTES 2013- ZBA -06 (Bachly Investments Inc.) Council Chambers TIME: 6:00 p.m. Also Present: Angela Rudy; Michelle Cutts; Bob Hodgson, D. Bachly, Tom Bachly, Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the specified site on May 27, 2013 and a sign posted on the subject property on May 27, 2013. The following correspondence was received at the meeting: Nottawasaga Valley Conservation Authority dated June 13, 2013. Andria Leigh, Director of Development Services, explained the purpose and effect of the proposed amendment. A PowerPoint presentation was presented. Page 1 of 2 Page 25 of 150 5e) Minutes of Public Meeting #1, Monday, June 17, 2013 ... The following public persons offered verbal comments with respect to the proposed amendment: Rick Crean [submitted photographs], Alex Rau, Bob Hobson. Deputy Mayor Hough advised that no additional deputations to Council will be permitted with respect to the proposed amendment. A digital recording of the meeting is available for review at the Township Administration Centre, 148 Line 7 South or via the Township's website. There being no further comments or questions, the meeting adjourned at 6:22 p.m Page 2 of 2 Page 26 of 150 5f) Minutes of Public Meeting #2, Monday, June 17, 2013 ... .. oddi Pr«POd Herlrf qe, f; v idols Frrrorrr THE TOWNSHIP OF ORO- MEDONTE PUBLIC MEETING MINUTES 2012- OPA -01, 2012 - ZBA -09, 2012 - SUB -01 (Horseshoe Valley Lands Ltd.), Council Chambers Monday, June 17, 2013 2010 - 2014 COUNCIL Present: Mayor H.S. Hughes Deputy Mayor Ralph Houg Councillor Mel Coutanche Councillor Kelly Meyer Councillor Marty Lancaster Councillor John Crawford Councillor Dwight Evans TIME: 6:25 p.m. Staff Present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services; Derek Witlib, Manager, Planning Services; Jerry Ball, Director of Transportation and Environmental Services, Janette Teeter, Deputy Clerk. Deputy Mayor Hough called the meeting to order and explained the public meeting has been called under the authority of the Planning Act, Sections 34, R.S.O. 1990 c. P.13, to obtain public comment with respect to a proposed Amendment to the Official Plan, Application 2012- OPA -01, Amendment to the Zoning By -law, Application 2012 - ZBA -09 and revisions to a Draft Approved Plan of Subdivision known as Horseshoe Valley Lands Phase 3, (Horseshoe Valley Lands Ltd.), Parts of Lots 3 & 4, Concession 4, formerly in the Township of Oro, now in the Township of Oro - Medonte. Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the specified site on May 27, 2013 and a sign posted on the subject property on May 27, 2013. Page 1 of 2 Page 27 of 150 5f) Minutes of Public Meeting #2, Monday, June 17, 2013 ... The following correspondence was received at the meeting: Simcoe County District School Board dated June 5, 2013; County of Simcoe dated June 10, 2013. Derek Witlib, Manager, Planning Services, explained the purpose and effect of the proposed amendments. A PowerPoint presentation was presented. Michelle Cutts, Angela Rudy & Associates, consultant on behalf of the applicant presented an overview. The following public persons offered verbal comments with respect to the proposed amendments: Bev Williams, Keith Walker [submitted topographical plan correspondence], Gary Pearson, Don McKay, Helen MacRae, John Boville, Joannie Spence, Jim Cooper, Mike Williams. Deputy Mayor Hough advised that no additional deputations to Council will be permitted with respect to the proposed amendment. A digital recording of the meeting is available for review at the Township Administration Centre, 148 Line 7 South or via the Township's website. There being no further comments or questions, the meeting adjourned at 7:30 p.m. Page 2 of 2 Page 28 of 150 5g) Minutes of Committee of Adjustment meeting held on T... 7`n lrip al. F road Herifr rqe, Exdfiojln Viradn Thursday, June 20, 2013 THE TOWNSHIP OF ORO- MEDONTE COMMITTEE OF ADJUSTMENT MEETING MINUTES Old Town Hall, 833 15/16 Sideroad Present: Scott Macpherson, Chair Larry Tupling Roy Hastings Allan Johnson Bruce Chappell Staff present: TIME: 10:12 a.m. Andria Leigh, Director of Development Services; Derek Witlib, Manager, Planning Services; Marie Brissette, Committee Coordinator %64# 1. OPENING OF MEETING: Scott Macpherson assumed the Chair and called the meeting to order. Ak Ibbb., N 2. ADOPTION OF THE j a) Motion to Adopt the F Motion No. CA130620 -1 Moved by Johnson, Seconded by Chappell It is recommended that the agenda for the Committee of Adjustment meeting of Thursday, June 20, 2013 be received and adopted. x J Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. Page 1 of 13 Page 29 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. 4. ADOPTION OF MINUTES: It is recommended that the minutes of the Special Committee of Adjustment meeting of Monday, June 10, 2013 be adopted as printed and circulated. A11006, vk AM °: Carried. Page 2 of 13 Page 30 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. 5. PUBLIC MEETINGS: a) 2013 -B -09 (Mike Mills), 57 Line 7 North, Concession 8, Part of Lot 20, Part 1, Plan 51 R- 33801, (Former Township of Oro), Application for the creation of a new lot by way of severance. Mike Mills, applicant, was present. 1. That one copy of a Registered Reference Plan of the subject lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary- Treasurer; 2. That the applicant's solicitor prepare and submit a copy of the proposed conveyance for the parcel severed, for review by the Municipality; 3. That the applicable Development Charges Fee for the County of Simcoe and the Simcoe County District School Board, and the Simcoe Muskoka Catholic District School Board be paid to the Township of Oro - Medonte; 4. That the applicant pay $ 2,000.00 for the lot created as cash -in -lieu of a parkland contribution; 5. That all municipal taxes be paid to the Township of Oro - Medonte; 6. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of the giving of the notice; and 7. That a Natural Heritage Evaluation (NHE), under the Designated Policy (DP) .25 of the Lake Simcoe Protection Plan, be prepared to the satisfaction of the LSRCA and Township. Carried Page 3of13 Page 31 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. b) 2013 -B -11 (Robert and Janice Morton), 4015 Line 6 North, Concession 7, West Part of Lot 5, (Formerly Township of Medonte), Application for the creation of a new lot by way of severance. Janice Morton, applicant, was present. Motion No. CA130620 -5 Moved by Tupling, Seconded by Hastings Page 4 of 13 Page 32 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. c) 2013 -B -12, 2013 -13-13 and 2013 -B -14 (Barry, Brian and Robert Rix), 1922 Warminster Sideroad, Concession 14, Part of the East Half of Lot 6 , (Former Township of Medonte), Application for the creation of a 3 new lots by way of severance, for future single detached residential uses. Barry Rix, applicant and Josh Morgan, Planner, were present. Motion No. CA130620 -6 Moved by Tupling, Seconded by Hastings At It is recommended that the Committee of Adjustment grants provisional consent to Applications 2013 -B -12, 2013 -B -13, and 2013 -B -14, for consent to sever three (3) new residential lots and retaining one lot, subject to the following conditions: 2. 3. 4. 5. 6. Page 5 of 13 Page 33 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. d) 2013 -A -13 (Jason Kho), 973 Lakeshore Road East, Concession 10, Plan 902, Lot 3, Application for relief from front yard setback and maximum floor area. Jason Kho, applicant and James Cameron, builder, were present. Michael Pape, Olga Colter and Maureen White noted their support for the application. Motion No. CA130620 -7 Moved by Hastings, Seconded by Johnson 'A00 It is recommended that the Committee of Adjustment approve Variance Application 2013 -A -13, specifically to permit and accessory building possessing a minimum front yard setback of 2.6 metres and a maximum floor area of 134.7 square metres, subject to the following conditions: 1. That, notwithstanding Sections 5.1.3 and 5.1.6 of Zoning By -law 97 -95, the proposed detached garage shall otherwise comply with all other applicable provisions of the Zoning By -Law; 2. That the buildings and structures on the property be substantially and proportionally in conformity with the dimensions as set out on the application and sketches, including landscaping, submitted and approved by the Committee; 3. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by 1) pinning the footing for a front yard setback of approximately 2.6 metres, and 2) verifying by way of survey /real property report, prior to pouring of the foundation, that the detached accessory building does not exceed a floor area of approximately 134.7 square metres; 4. That the applicant obtain any permits and /or approvals required from the Lake Simcoe Region Conservation Authority; and 5. That the appropriate zoning certificate and building permit be obtained from the Township only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, c.P. 13. Carried. IV Page 6 of 13 Page 34 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. e) 2013 -A -21 (Matthias Meyer), East side of Bass Line, Lot 2, Concession 1, Plan 51 R- 20640, Part 1 (former Township of Orillia), Application for relief from maximum floor area to construct a proposed accessory building (hobby shop). Matthias Meyer, applicant, was present. Page 7 of 13 Page 35 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. f) 2013 -A -27 (Norm Clarke and Lynne Larose), 1129 Line 4 North, Concession 5, Part of Lot 14, (former Township of Oro), Application for relief from permitted locations and maximum floor area for a proposed accessory building. Norm Clarke, applicant, was present. Motion No. CA130620 -9 Moved by Johnson, Seconded by Hastings That the Committee of Adjustment approve Variance Application 2013 -A -27, specifically to permit an accessory building in the front yard and possessing a maximum floor area of 92 square metres, subject to the following conditions: 0 9 5. Page 8 of 13 Page 36 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. g) 2013 -A -28 (Bernd Schaefers), 2233 Lakeshore Road East, Plan 952, Lot 49 (former Township of Oro), Application for relief from minimum interior side yard setback and maximum height for a proposed boathouse. Bernd and Susan Schaefers, applicants, were present. Motion No. CA130620 -10 Moved by Tupling, Seconded by Johnson It is recommended that the Committee of Adjustment approve Variance Application 2013 -A -28, specifically to permit a boathouse possessing a minimum interior side yard of 1 metre and a maximum height of 4.6 metres above the average high water mark of Lake Simcoe, subject to the following conditions: 1. That, notwithstanding Section 5.6 of Zoning By -law 97 -95, the proposed boathouse shall otherwise comply with all other applicable provisions of the Zoning By -Law; 2. That the buildings and structures on the property be substantially and proportionally in conformity with the dimensions as set out on the application and sketches submitted and approved by the Committee; 3. That an Ontario Land Surveyor provide verification to the Township of compliance with the Committee's decision by 1) pinning the footing prior to pouring of the foundation and 2) verifying the constructed boathouse does not exceed a height of approximately 4.6 metres above the average high water mark of Lake Simcoe (219.15 m.a.s.l.); 4. That the applicant obtain any permits and /or approvals required, from the Lake Simcoe Region Conservation Authority; and 5. That the appropriate zoning certificate and building permit be obtained from the Township only after the Committee's decision becomes final and binding, as provided for within the Planning Act R.S.O. 1990, c.P. 13. Carried. Page 9 of 13 Page 37 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. h) 2013 -A -29 (Ken and Linda Stewart), 111 Lakeshore Road East, Plan 589, Lots 11 & 20 (former Township of Oro), Application for relief from the minimum interior side yard for single detached dwelling, minimum interior side yard for boathouse and maximum width of boathouse. John Clarke, agent, was present on behalf of the applicants. Motion No. CA130620 -11 Moved by Hastings, Seconded by Tupling It is recommended that the Committee of Adjustment approve Variance Application 2013 -A -29, specifically to permit a minimum interior side yard of 1.5 metres for a single detached dwelling, a minimum interior side yard of 1.5 metres for a boathouse and a maximum width for a boathouse of 50 percent of the width of the lot at the average high water mark, subject to the following conditions: Page 10 of 13 Page 38 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. i) 2013 -A -30 (Tim and Donna Rainey), 2022 Ridge Road West, Concession 3, Part of the West Half Lot 27 (Former Township of Oro), Application for relief from permitted uses, permitted locations, maximum height, maximum lot coverage and maximum floor area. Tim Rainey, applicant, was present. Rachel Stirling and Frank Genovese reviewed the concerns outlined in their correspondence dated June 19, 2013. Motion No. CA130620 -12 Moved by Johnson, Seconded by Chappell It is recommended that Application 2013 -A -30 (Tim and Donna Rainey), 2022 Ridge Road West be deferred as Der the aoDlicant's reauest Carried. Page 11 of 13 Page 39 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. j) 2013 -B -15 (MGM Farms and Fingers Ltd.), 891 Woodland Drive, Plan 993, Lots 76 & 77 (Formerly Township of Orillia), Application for a boundary adjustment /lot addition to an adjacent vacant parcel of land, for future single detached residential use. To be heard in conjunction with 2013 -A -31 and 2013 -A -32, being applications for relief from minimum lot frontage and minimum lot area for the proposed lot. Motion No. CA130620 -13 Moved by Chappell, Seconded by Tupling AA It is recommended that the Committee of Adjustment defers Consent Application 2013 -6- 15 for consent for a boundary adjustment /lot addition to an adjacent vacant parcel of land for future single detached residential use, to provide the applicant an opportunity to meet with Township Staff regarding their comments. Carried Motion No. CA130620 -14 to., Nt 'N Moved by Chappell, Seconded by Tupling N0611 , , 1% Motion No. CA130620 -15 Moved by Chappell, Seconded by Tupling It is recommended that Application 2013 -A -32 (MGM Farms and Fingers Ltd.), be deferred as per Planning Staff's recommendation. IV Carried. Page 12 of 13 Page 40 of 150 5g) Minutes of Committee of Adjustment meeting held on T... Committee of Adjustment Meeting Minutes — June 20, 2013. 6. NEW BUSINESS: None. 7. NOTICE OF MOTION: None. 8. NEXT MEETING DATE: Thursday, July 18, 2013 at 10:00 a.m. 9. ADJOURNMENT: a) Motion to Adjourn. Motion No. CA130620 -16 Moved by Tupling, Seconded by Johnson It is recommended that we do now adjourn at 1:12 p. Carried. Scott Macpherson, Chair Derek Witlib for the Secretary Treasurer Page 13 of 13 Page 41 of 150 5h) Minutes of Human Resources Committee meeting held on 1q Tcserp )f -�i �•�i' lyrurrd Hrrirrr���, C.t.ririu� Fr�rurr THE TOWNSHIP OF ORO- MEDONTE HUMAN RESOURCES COMMITTEE NEUFELD ROOM Tamara Obee, Manager, Health & Safety, Human Resources (for Item 6a) The meeting was relocated to the Neufeld Room. 1. CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION: Councillor Crawford assumed the Chair and called the meeting to order. 2. ADOPTION OF AGENDA: a) Motion to Adopt the Agenda. Motion No. HR130620 -1 Moved by Meyer, Seconded by Hughes It is recommended that the agenda for the Human Resources Committee meeting of Thursday, June 20, 2013 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None disclosed. Page 1 of 4 Page 42 of 150 5h) Minutes of Human Resources Committee meeting held on Human Resources Committee Minutes — June 20, 2013. 4. MINUTES OF COMMITTEE: a) Minutes of Human Resources Committee meeting held on Monday, June 3, 2013. Motion No. HR130620 -2 Moved by Hughes, Seconded by Meyer It is recommended that the minutes of the Human Resources Committee meeting held on Monday, June 3, 2013 be adopted as printed and circulated. Carried. 5. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. HR130620 -3 Moved by Meyer, Seconded by Hughes Moved by Meyer, Seconded by Hughes It is recommended that we do now Rise and Report at 11:14 a.m. Carried. Page 2 of 4 Page 43 of 150 5h) Minutes of Human Resources Committee meeting held on Human Resources Committee Minutes — June 20, 2013. c) Robin Dunn, CAO, re: Personal matters about an identifiable individual (Performance Management). The following staff present was present: Robin Dunn, CAO. Motion No. HR130620 -5 Moved by Meyer, Seconded by Hughes �.., Moved by Hughes, Seconded by Meyer, ��. ° ,, It is recommended that the confidential verbal information /confidential correspondence dated June 20, 2013, presented by Robin Dunn, CAO, re: Personal matters about an identifiable individual (Organizational Review & Staffing) be received. Carried. e) Robin Dunn, CAO, re: Labour Relations /employee negotiations (Labour Relations). The following staff present was present: Robin Dunn, CAO. Motion No. HR130620 -7 Moved by Hughes, Seconded by Meyer It is recommended that the confidential verbal information / confidential correspondence dated June 19, 2013, presented by Robin Dunn, CAO, re: Labour Relations /employee negotiations (Labour Management Relations - Collective Bargaining) be received. Carried. Page 3 of 4 Page 44 of 150 5h) Minutes of Human Resources Committee meeting held on Human Resources Committee Minutes — June 20, 2013. 6. REPORTS OF MUNICIPAL OFFICERS: a) Robin Dunn, CAO, re: Draft Dress Code Policy [to be distributed at meeting]. Motion No. HR1300620 -8 Moved by Hughes, Seconded by Meyer It is recommended 1. That the draft Dress Code Policy (POL- HR- 07 -07) dated June 20, 2013 and presented by Robin Dunn, CAO and Tamara Obee, Manager, Health & Safety, Human Resources be received. 2. That the draft Dress Code Policy, as amended, be endorsed by the Human Resources Committee. 3. And That it is recommended to Council that the draft Dress Code Policy is hereby adopted and renumbered accordingly. Carried. 7. NOTICE OF MOTIONS: None. E , O ji111WILTi1 =0 a) Motion to Adjourn. Motion No. HR130620 -9 -1% 14W Moved by Hughes, Seconded by It is recommended that we do now adjourn at 11:23 a.m. Carried. Councillor Crawford, Chair Robin Dunn, CAO Page 4 of 4 Page 45 of 150 5h) Minutes of Human Resources Committee meeting held on... Township of Proud Heritage, Exciting Future PURPOSE: Policy Department /Section Policy # HUMAN RESOURCES POL -HR -7.07 Subject Enacted by Council: DRESS CODE Motion # Exceptions to the policy may be permitted where a particular form of dress is required to perform the job function, to attend Council meetings /business functions outside of the Administration Centre, for religious or cultural reasons, with the permission of the appropriate Supervisor /Senior Manager and /or Human Resources. This policy will be administered, and applied in accordance with the provisions of the Ontario Human Rights Code. POLICY: Ne The Township of Oro - Medonte (Township) is committed to providing and maintaining a safe and healthy workplace. All Township employees' clothing shall be business casual and shall be neat, clean, fit appropriately, in good condition and in compliance with legislation; i.e.: personal protective equipment. It is the employees' responsibility to consult with their respective Supervisor /Senior Manager, and /or Human Resources if they are uncertain whether an article of clothing is appropriate workplace attire. Page 1 of 4 Page 46 of 150 5h) Minutes of Human Resources Committee meeting held on... RESPONSIBILITIES: Supervisor /Manager: • Communicate the accepted standards of dress • Ensure appropriate attire and /or personal protective equipment is worn by employees during the performance of their duties Employees: • Exercise good judgment to maintain a professional business environment by dressing in a manner that is appropriate for the type of work performed • Wear proper personal protective equipment, clothing and footwear when required • Consult with supervisor /manager if unsure about what constitutes proper dress GUIDELINES FOR PERSONAL APPEARANCE AND GROOMING: The Township recognizes that jewelry and tattoos are an important part of self- expression. The Township does not wish to restrict the wearing of jewelry or displaying of tattoos, unless such conduct has a negative impact in the workplace. This may occur where safety, health, or productivity are affected or if the jewelry or tattoos are offensive to others based on race, gender, religion, etc. If concerns with respect to jewelry or tattoos are identified, the Supervisor /Senior Manager and /or Human Resources will meet with the employee to explore solutions, such as the removal of certain jewelry or the covering of tattoos. In addition, the Township asks that all employees please observe good habits of grooming and avoid strong perfume or cologne (which may affect employees or visitors with allergies). GUIDELINES FOR BUSINESS CASUAL ATTIRE: It is the expectation of the Township that all office staff wear business casual attire. Employees are expected to use discretion and good judgment in this matter and to ensure that such attire is appropriate for an office environment. No clothing shall be ripped, torn, stained or frayed when worn to perform duties within the workplace environment. Employees are expected to be sensitive to their coworkers and to the public. Any article of clothing that is offensive, demeaning, or otherwise inappropriate due to graphics, opinions, or messages shall not be worn. Business casual attire includes pants, finger -tip (minimum) length skirts /shorts or capris and dresses appropriate for the office environment. Dresses must not be too low or revealing; cannot be tube, halter or spaghetti strap style, and cannot show undergarments. Inappropriate business casual includes; jeans (except on casual Fridays), track pants, athletic clothing or yoga wear, low -cut pants and pants that reveal undergarments. Employee's business casual must meet the criteria within this policy and worn with the corporate issued magnetized name tag or photo identification. Employees provided with corporate attire are expected to wear the attire as noted below. Corporate attire is to be neat, clean and in good condition /repair. Employees will be responsible to replace any article of corporate attire including embroidery that the Corporation Page 2 of 4 Page 47 of 150 5h) Minutes of Human Resources Committee meeting held on... deems to be in need of replacement. Arrangements will be made for those that require special consideration such as expectant mothers. Corporate attire may be accessorized and employees are permitted to wear articles of clothing over and /or under their corporate attire provided it meets the criteria within this policy or that they wear the corporate issued magnetized name tag or photo identification. Embroidered corporate attire that is worn out is to be disposed of in the garbage not recycled. Note: There are times when an employee's duties may require the wearing of jeans in the workplace, as authorized by the employee's Supervisor /Senior Manager. Employee Identification Employees will be provided a photo identification badge bearing their name, photograph and position and a magnetized name tag; one of which is required to be worn at all times while in the workplace. The identification badge /name tag must be worn in a place that it can be readily seen and identified by the public. Employees are issued a lanyard with a breakaway cord and clip to be worn with the identification badge. Employees may wear their photo identification badge with a lanyard /clip of their choosing; however, the lanyard must have a breakaway cord and be in keeping with this policy. Business Footwear Footwear must be appropriate to the working conditions and job hazards, in good repair and clean. For instance, where the job requires lifting, ladder climbing, extensive walking and /or standing, or extensive stair - climbing, as a precaution against bodily injuries, flat - heeled shoes are to be worn. These shoes must have an enclosed back and toe, and preferably laced closure. Inappropriate business footwear includes: • Beachwear (ex. crocks, rubber sandals, etc.) • Slippers _ r • Running Shoes (except on Casual Fridays or for specific tasks as authorized by Supervisor /Senior Manager) Note: Under certain circumstances (such as pregnancy, or health related reasons), employees may be exempt from footwear expectations. Employees will require approval from their Supervisor /Senior Manager and /or Human Resources. Casual Fridays The purpose of casual Fridays is to give employees the opportunity to enjoy a more informal atmosphere, while making a contribution to a charity or fundraising activity. It is understood that employees who participate in Casual Fridays should make a minimal monetary contribution. On these days jeans or non - corporate attire that maintains a professional appearance is acceptable. Employees are required to observe all other requirements for proper attire listed above. Complaint /Concerns or Non - Compliance: If any employee's attire is deemed inappropriate either by their Supervisor /Senior Manager and /or Human Resources, the employee may be sent home (without pay) to change clothing. Page 3 of 4 Page 48 of 150 5h) Minutes of Human Resources Committee meeting held on... Employees with a complaint/concern regarding another employee's clothing are to speak to their respective Supervisor /Senior Manager and /or Human Resources. Where a complaint /concern has been received, the respective Supervisor /Senior Manager and /or Human Resources will have a private conversation with the employee to clarify the contents of this policy. Contravention of any of the provisions of this dress code will be just cause for discipline according to the Corporation's discipline policy. It shall be the responsibility of all employees of the Township of Oro - Medonte to ensure that they are aware of this policy by completing POL -HR- 1.01 -Form 1 and submitting it to Human Resources for retention in their personnel file Page 4 of 4 Page 49 of 150 6a) Buffi Woronoka re: 2013 Oro - Medonte Citizen of the Y... v _ a, c N O •p p O p `►� p O +-� O M i O ru � a O L � ,_, N • o ° v o L a LO 4i w �o .k a j 1+ z Page 50 of 150 6b) Pat ShellSWell re: 2013 Ontario Senior Of the Year A.. � k = A } � , u \ - �ƒ � $ \ / \ � 6 2 o � \ \ § 0 3 •} § � �\ \, ƒ $ l � 7 j / a 0/ § g 2 e< )j\ �'m )\/ _- & ) \ƒ % ) ®- ; W Page 51 of 150 8a) Elisabeth Riley, President/CEO, and Greg Gee, Board ... Page 52 of 150 REQUEST 'FOR DEPUTATION BEFORE COUNCIUCOMMITTEE Any written or electronic submissions and background information for consideration by Council /Committee must be submitted to the Clerk by 4:30 pm on the Wednesday of the week prior to the preferred meeting. Electronic submissions should be submitted in Microsoft PowerPoint !Microsoft Word format. , / P_d W / / i/I oe, d dun e C Z I Preferred Meeting and Date: 1 - I am requesting deputation to speak: a) © on my own behalf; or b) Xon behalf of a group ! organization f association, if b), please state name of group/ organ izationlassociation below. e rs` Me/kl af-J A) /t'O.: ° i T I would like to use: projector laptop Name(s) of Speaker(s) A deputation wishing to appear before Council /Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. / pre Y1 dell rreq C ee, &Ord edt , Subject of Presentation Please describe below, the subject matter of the requested presentation in sufficient detail, to provide the Township a means to determine its content and to assess its relative priority to other requests for presentation. Weight will be given to those requests that provide more detailed descriptions of the content of the presentation, particularly defining how the subject matter aligns with Council's Mandate. Please note, if you intend to include handouts or a presentation using electronic devices, one (1) copy of any electronic 3 presentation and fifteen (15) hard copies of the presentation including any handouts and are to be delivered to the Clerk's Office in M accordance with the guidelines for Deputations /Delegations outlined in the Township's Procedural By -law. / hc� ,��� rfons'e d IAP r7rP �G� a r . �.i 3�.�a✓��°� Lo�anc���r}ia' /ry _5' r b T �� G?n e f i Reason why this presentation is important to Council and to the municipality: Y Date of Request: n a Signature(s) of Spfe- �a9ker(s): Address: "r^ CJr�,7 �7 Telephone: 7 'i,2 7 '" 220 iC �j zci sj } Fax: Email: e n le QSM�1 Gn,C)0. Note: Additional material may be circulated / presented at the time of the deputation. Scheduling will be at the discretion of the Clerk, and will be confirmed. There are no guarantees that by requesting a certain date(s) your deputation will be accepted, as prior commitments may make it necessary to schedule an alternate date suggested by the Clerk. Personal information on this form is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Clerk's Office, The Corporation of the Township of Oro- Medonte, 148 Line 7 South, Box 100, Oro, Ontario, LOL 2X0. 01!2011 Page 52 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... • Behind the headlines: Budget Update • Quality and Safety: Always striving for improvement • New Investments: Orthopedics • Looking Ahead: Establishing an Electronic Medical Record Page 53 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... vision 'ng CaR i&9B�ir8 a safely Al sound le & teams vat ues f arl t, Goring, Integrity, �j Fici artsipatinn, Accountability ISSI On of co m hosted provider a d d seam of cemmunity hospital and designated be specialized services PACUTi�:TIlVI�'aS Picton maternity ward closing — Belleville 1\G 11Y1P�7 Intelligencer- June 2013 C�asur�s at DSMH Osler confirms hospital staff cuts coming - Mississauga News -May 2013 v A Ottawa hospital cuts 290 full time jobs — Ottawa Sun - January 2013 Scarborough hospital eliminates 100 jobs, removes 20 beds - Inside Toronto - May 2013 Cuts will impact More than 37 jobs lost as hospitals cut patients: Nurses budget - Muskoka Today- May 2013 „...._ nY�. W - Windsor Regional Hospital to cut 34 nurses - �A Wlpm�• 'A••- Windsor Star— Feb. 2013 . � Wuss L W - Niagara Health System moves to find $13 million in cost savings - Niagara at Large— Jan 2013 nrafM aq 4�:►a .5r u.s,M Four area hospitals face `significant' deficits — Owen Sound Times — March 2013 2 Page 54 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... CHART 1.22 Ontario's Plan to Eliminate the Deficit Ftsral0•lanra (801111•ns) Medlum -Tenn ExhnWtl Aeluet Interim Plan Outiuuk Oullaok 2008 -10 2010 -11 2011 -12 2012-1312013-14 2014 -15 2015 - 10'2016 -17 2017- -18 5,0 0.5 0.5 (5.0) (10.0) (16.0) 03.3] (77.3) (15.91 (20.0) (19.7) ■ Fanormance� (25.0) ❑ Flsol F ©recast' (24.7) Rcpe bcuremkwm4r 2012- 130017 -18 Fv2W9-A0b2011 -12,a WrN berepreseFftd. + Fwecaslfr2011tib201114W d.ltle2010@.do Rajecfmmr200110omhe 2009Pnta Em vk 0.9akandFiccalRew 3 Page 55 of 150 2012/13 Total Annual Operating Budget - $127 M 2012/13 2011/12 Surplus 2007/08 2008/09 2009/10 2010/11 VDefcit 00 N O O En O O It r fn cli 00 Ef3 � I� LQ N " Restated March 2013 cr "" Does not include $5M in � provincial debt relief 3 Page 55 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... DECREASED REVENUE • 0% provincial funding adjustment - no increase to revenue • Decrease in anticipated one -time funding sources INCREASED COST • Inflation— wages, drugs, supplies, utilities, insurance • Funding formula changes for QBPs (Quality Based Procedures) INCREASED COMMITMENT • IM /IT funding commitment • Requirement to balance budget plus 1 % to maintain eligibility for continued provincial debt relief funding • Commitment to increased surgery (especially Orthopedics) • New approach to designating patients to Long -Term Care • Working to reduce Emergency patients who can be seen by family physicians • Improved Utilization of our current beds • New Long -Term Care and convalescent beds (24) in Gravenhurst • Early signs of success — Empty beds daily Page 56 of 150 M 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... Average number of ALC patients /day 2012/13 2013/14 Actual Target 43 28 ALC patients are hospital inpatients who require care in another setting. OSMH Hand Hygiene Compliance 100 90 80 so 50 40 30 2008/09 2009/10 2010111 2011/12 2012/13 5 Page 57 of 150 86.83 89.52 82.61 53.77 52.95 Page 57 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... Year Indicator 2007 65.5% of 180 patient safety standards 2010 91.5% of approximately 2,000 standards 2013 96.8% of approximately 2,000 standards 90.7 84.6 OSMH Surgical Safety Checklist Compliance 100 95 90 8s 80 7s Jul -Dec 2010 Jan -Jun 2011 Jul -Dec 2011 Jan- Jun2012 Jul -Dec 2012 6 Year Indicator 2007 65.5% of 180 patient safety standards 2010 91.5% of approximately 2,000 standards 2013 96.8% of approximately 2,000 standards Page 58 of 150 7.9 96.9 97.8 90.7 84.6 Page 58 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... LOutstanding Care & Service: Total Orthopedic Surgical Cases at OSMH 606 286 2011/12 2012/13 7 Category 2011/12 2012/13 Hip /femur fractures repaired at OSMH within 48 hours 61 % 86% OSMH pts transferred within NSM LHIN 22% 6% OSMH pts transferred outside NSM LHIN 13% 7% Page 59 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... • OSMH to establish Electronic Medical Record (EMR) • $500,000 commitment in 2013/14 budget • Partnership approach adopted (May) • Partner selection underway (September) • Planned Implementation (2014 - 2016) The absence of an EMR was identified as an area for improvement by Accreditation Canada surveyors in March 2013 ` f r 4a y - A '4 A i Page 60 of 150 8a) Elisabeth Riley, President /CEO, and Greg Gee, Board ... Thank You 9 Page 61 of 150 10a) Report No. F12013 -13, Paul Gravelle, Director of Fi... Township of REPORT�� -Gl f Proud Heritage, ExcititT Future Report No. F12013 -13 To: Council Prepared By: Paul Gravelle Meeting Date: June 26, 2013 Subject: Renewal of Insurance Coverage Motion # 2009 Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. F12013 -13 be received and adopted. 2. The Township of Oro - Medonte renews its insurance coverage for the period of July 1, 2013 to July 1, 2014 with Frank Cowan & Company at the quoted premium of $474,578 including PST. BACKGROUND: The municipality's present coverage expires on July 1St, 2013. Our present insurers, Frank Cowan Company Limited, have provided the municipality with a renewal proposal. ANALYSIS: All coverage and deductible levels remain constant with our current coverage. The proposed premiums including PST are $474,578. 2012 premiums including PST were $411,620. The proposed premiums therefore represent a 15.3% increase from 2012 premiums. Please note that premium changes in prior years were as follows: 2012 1.9% increase 2011 19.5% increase 2010 42.2% increase 2009 9.5% increase 2008 3.0% decrease 2007 4.5% decrease FINANCE Report No. F12013 -13 June 26, 2013 Page 1 of 2 Page 62 of 150 10a) Report No. F12013 -13, Paul Gravelle, Director of Fi... Please note that the 2013 budget reflects total insurance premiums of $449,215. As such, the proposed premiums would result in an over expenditure of $25,363. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: Financial implications discussed above. Acquisition of insurance mitigates risk of significant financial loss. POLICIES /LEGISLATION: Not applicable CORPORATE STRATEGIC GOALS: Sustainability Financial Stewardship CONSULTATIONS: Proposal reviewed with local broker, Wayne Dusome of Dusome Financial ATTACHMENTS: Not applicable CONCLUSION: We respectfully recommend renewing our insurance coverage with Frank Cowan & Company for the period of July 1, 2013 to July 1, 2014. Respectfully submitted: Paul Gravelle Director of Finance SMT Approval / Comments: I C.A.O. Approval / Comments: FINANCE Report No. F12013 -13 June 26, 2013 Page 2of2 Page 63 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE COUNTY OF SIMCOE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2012 Page 64 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE DECEMBER 31, 2012 CONTENTS Independent Auditors' Report 1 Consolidated Statement of Financial Position 2 Consolidated Statement of Operations 3 Consolidated Statement of Change in Net Financial Assets 4 Consolidated Statement of Cash Flow 5 Notes to the Consolidated Financial Statements 6 Schedule 1 - Consolidated Schedule of Tangible Capital Assets 16 Schedule 2 - Consolidated Schedule of Segmented Tangible Capital Assets 2012 17 Schedule 3 - Consolidated Schedule ofiS6gmented Tangible Capital Assets 2011 18 Schedule 4 - Consolidated Schedule,of'Segmented Revenues and Expenses 2012 Actual 19 Schedule 5 - Consolidated Schedule of Segmented Revenues and Expenses 2011 Actual 20 Schedule 6 - Consolidated Schedule of Segmented Revenues and Expenses 2012 Budget 21 Page 65 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... GAVILLER & COMPANY LLP CHARTERED ACCOUNTANTS INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of the Township of Oro - Medonte: Report on the Consolidated Financial Statements We have audited the accompanying consolidated financial statements of the Township of Oro - Medonte, which comprise the consolidated statement of financial position as at December 31, 2012, and the consolidated statements of operations, change in net financial assets and cash flow for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with Canadian public sector accounting standards and for such internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error. I .. Auditors' Responsibility Our responsibility is to express an opinion on these consolidated financial statements based on our audit. We conducted our audit in accordance with Canadian generally ,accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the consolidated financial statements are free, from material misstatement. An audit involves performing procedures to obtain auc�t]evidence about the amounts and disclosures in the consolidated financial statements. The procedures selected depend on the auditors' judgment, including the assessment of the risks of material misstatement of the consolidated financial statements, whether due to fraud or error. In making those risk assessments, the auditors consider internal control relevant to the municipality's preparation and fair presentation of the consolidated financial statements in order to design audit procedures that are appropriate in the circumstances, but ,not for the purpose of expressing an opinion on the effectiveness of the municipality's internal control: 'An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of,pceounting estimates made by management, as well as evaluating the overall presentation of the consolidated financial statements. We believe that the audit evidence' we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Opinion In our opinion, the consolidated financial statements present fairly, in all material respects, the financial position of Township of Oro - Medonte as at December 31, 2012, and the results of its operations and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. ouq&ft & & -up Licensed Public Accountants Collingwood, Ontario June 26, 2013 Page 66 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE CONSOLIDATED STATEMENT OF FINANCIAL POSITION AS AT DECEMBER 31 2012 2011 Financial assets Cash and temporary investments (Note 3) 9,343,891 9,083,103 Investments (Note 3) 1,543,094 1,011,292 Taxes receivable 4,114,296 3,623,562 Trade and other receivables 1,436,713 1,086,489 16,437,994 142804,446 Liabilities Accounts payable and accrued liabilities 2,145,786 2,160,667 Developer deposits and other current liabilities 1,950,762 2,128,878 Deferred revenue - obligatory reserve funds (Note 4) 1,445,501 1,189,024 Long -term (Note 5) 7,019,291 7,940,076 Employee future benefits (Note 6) 136,523 153,646 12,697,863 13,572,291 Net financial assets 3,740,131 1,232,155 Non - financial assets Inventories 79,648 70,372 Tangible capital assets, net (Schedule 1 and Note 7) 63,443,109 62,724,367 63,522,757 62,794,739 Accumulated surplus (Note 9) 67,262,888 64,026,894 Approved on behalf of Council: Mayor Date The accompanying notes are an integral part of this financial statement 2 Page 67 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE CONSOLIDATED STATEMENT OF OPERATIONS FOR THE YEAR ENDED DECEMBER 31 Budget Actual Actual 2012 2012 2011 (Note 2) Revenues Net municipal taxation (Note 10) 12,527,446 12,455,428 11,620,720 Taxation from other governments 98,256 100,082 122,365 User charges 3,297,796 3,156,183 2,782,273 Federal and Ontario grants 2,170,102 2,155,500 2,116,785 Contribution from obligatory reserve funds 40,500 63,222 8,039 Investment 170,000 189,982 164,494 Other (Note 8) 2,300,405 2,805,309 2,394,166 20,604,505' • 20,925,706 19,208,842 Expenses General government 3,293,277 3,788,326 3,381,541 Fire and emergency services 1,549,377 1,444,929 1,363,803 Police 2,265,463 2,240,000 2,240,244 Planning, building and protection 1,555,730 1,475,481 1,410,686 Transportation 6,789,822 6,914,912 6,159,787 Waterworks systems 1,377,262 1,364,558 1,121,624 Parks and recreation 1,652,489 1,427,377 1,473,791 Library services 257,807 258,807 248,838 Waste management 1,653,004 1,651,749 1,415,825 20,394,231 20,566,139 18,816,139 Net revenues 210,274 359,567 392,703 Other Grants and transfers related to capital Contributed tangible capital assets 225,000 2,105,455 1,220,580 Federal and Ontario grants 147,650 163,635 110,532 Contribution from obligatory reserve funds 1,383,032 688,830 661,690 Donations 3,500 29,391 102,830 Loss on disposal of tangible capital assets - (110,884) (201,031) 1,759,182 2,876,427 1,894,601 Annual surplus 1,969,456 3,235,994 2,287,304 Accumulated surplus, beginning of year 64,026,894 64,026,894 61,739,590 Accumulated surplus, end of year (Note 9) 65,996,350 67,262,888 64,026,894 The accompanying notes are an integral part of this financial statement 3 Page 68 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE CONSOLIDATED STATEMENT OF CHANGE IN NET FINANCIAL ASSETS FOR THE YEAR ENDED DECEMBER 31 Budget Actual Actual 2012 2012 2011 (Note 2) Annual surplus 1,969,456 3,235,994 2,287,304 Acquisition of tangible capital assets (4,419,223) (2,099,320) (5,252,195) Amortization of tangible capital assets 3,307,931 3,351,989 3,141,162 Loss on disposal of tangible capital assets - 110,884 201,031 Writedown of tangible capital asset - 2,510 8,085 Proceeds on disposal of tangible capital assets - 20,650 112,616 Changes in inventories - (9,276) 11,532 Contributed tangible capital assets (225,000) (2,105 455) (1,220,580) Change in net financial assets 633,164 2,507,976 (711,045) Net financial assets, beginning of year 1,231,155 1,232,155 1,943,200 Net financial assets, end of year '1;$65,319 3,740,131 1,232,155 The accompanying notes are an integral part of this financial statement 4 Page 69 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Cash flows from (for): Operating activities Annual surplus Non -cash items: CONSOLIDATED STATEMENT OF CASH FLOW FOR THE YEAR ENDED DECEMBER 31 2012 2011 3,235,994 2,287,304 Amortization 3,351,989 3,141,162 Contributed tangible capital assets (2,105,455) (1,220,580) Loss on disposal of tangible capital assets 110,884 201,031 Writedown of tangible capital asset 4,593,412 4,408,917 Changes in: 260,788 (58,831) Taxes receivable (490,734) (52,885) Trade and other receivables (350,224) 215,892 Inventories (9,276) 11,532 Accounts payable and accrued liabilities (175,519) (236,364) Developer deposits and other current liabilities (178,116) 165,034 Employee future benefits (17,123) 72,185 Net change in cash from operations 3,372,420 4,584,311 Capital activities Accounts payable and accrued liabilities - capital 160,638 93,766 Acquisition of tangible capital assets (2,099,320) (5,252,195) Proceeds on disposal of tangible capital assets 20,650 112,616 Writedown of tangible capital asset 2,510 8,085 Net change in cash position 260,788 (58,831) Net change in cash from capital (1,915,522) (5,037,728) Investing activities 9,343,891 9,083,103 Interest due upon maturity (9,376) (10,465) Purchase of investments (722,426) (1,000,000) Proceeds from matured investments 200,000 100,000 Net change in cash from investing (531,802) (910,465) Financing activities Issuance of long -term liabilities 1,850,000 Principal repayment of long -term liabilities (920,785) (732,354) Increase in obligatory reserve funds 256,477 187,405 Net change in cash from financing (664,308) 1,305,051 Net change in cash position 260,788 (58,831) Cash and cash equivalents, beginning of year 9,083,103 9,141 934 Cash and cash equivalents, end of year 9,343,891 9,083,103 The accompanying notes are an integral part of this financial statement Page 70 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 Nature of operations The Township of Oro - Medonte ( "the municipality ") is a lower -tier municipality located in the County of Simcoe, Province of Ontario, Canada. It conducts its operations guided by the provisions of provincial statutes, such as the Municipal Act, Municipal Affairs Act and related legislation. 1. Summary of significant accounting policies The consolidated financial statements of the municipality are the representation of management prepared in accordance with local government accounting standards established by the Public Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. The focus of PSAB financial statements is on the financial position ofi,the municipality and the changes thereto. The consolidated statement of financial position includes all the assets and liabilities of the municipality. Accumulated surplus represents the financial position and is the difference between assets and liabilities. This provides information about the municipality's overall future revenue requirements and its ability to finance activities and meet its obligations. Significant aspects of the accounting policies adopted by the municipality are as follows: (a) Basis of consolidation These consolidated financial statements reflect assets, liabilities, revenues and expenses of the municipality. They include the activities of the committees of Council and the following organizations which are accountable to, and owned or controlled by the municipality: The Lake Simcoe Regional Airport Inc. (LSRA) 20% Severn Sound Environmental Association (SSEA) 11% All interfund assets and liabilities and sources of financing and expenses have been eliminated. The Township of Oro- Medonte'S, portion of the LSRA has been included in these consolidated financial statements on a proportionate, consolidation basis. Included in accounts payable is $NIL (2011 - $278,219) owing to the City of Barrie for the recent expansion project. (b) Basis of accounting Sources of revenues and expenses are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenues as they become available and measurable. Expenses are recognized as they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. (c) Deferred revenue Revenue restricted by legislation, regulation, or agreement and not available for general municipal purposes is reported as deferred revenue on the statement of financial position. The revenue is reported on the statement of operations in the year in which it is used for the specified purpose. (d) County and school boards The municipality collects taxation revenue on behalf of the school boards and the County of Simcoe. The taxation, other revenues, expenses, assets and liabilities with respect to the operations of the school boards and the County of Simcoe are not reflected in these consolidated financial statements. Page 71 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 1. Summary of significant accounting policies (continued) (e) Non - financial assets Non - financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non - financial assets during the year, together with the annual surplus, provides the change in net financial assets for the year. (i) Tangible capital assets Tangible capital assets are recorded at cost, which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets are amortized" on a straight -line basis over their estimated useful lives as follows: Land improvements 10 to 60 years Buildings 15 to 85 years Vehicles 3 to 40 years Equipment 5 to 40 years Infrastructure 6 to 100 years Amortization is charged on a prorated'basis in the year of acquisition and in the year of disposal. Work in progress is not amortized until the asset is available for productive use. (ii) Leases Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental, to ownership of the property are accounted for as capital leases. All other leases are accounted for as- operating leases and the related lease payments are charged to expenses as incurred. (iii) Intangible assets Intangible assets are not recognized as assets in the financial statements. (iv) Inventories Inventories consist of fuel and books and are recorded at the lower of cost and net realizable value. Cost is determined on the average cost basis. (f) Government transfers Government transfers are recognized in the consolidated financial statements as revenues in the period in which the events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met and reasonable estimates of the amounts can be made. (g) Cash and cash equivalents Cash and cash equivalents include all cash balances and short-term, highly liquid financial instruments with a maturity of three months or less from the date of the consolidated statement of financial position. Page 72 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 1. Summary of significant accounting policies (continued) (h) Revenue recognition Net municipal taxation and the related penalties and interest are recognized as revenue in the year they are levied. Included in user charges are fees for water usage. These fees are recognized as revenue when the service is rendered. Conditional Federal and Ontario grant revenue is recognized to the extent the conditions imposed on it have been fulfilled. Unconditional grant revenue is recognized when monies are receivable. Federal and Ontario grants for acquisition of tangible capital assets are recognized in the period in which eligible expenditures are made. Service charges and fees are included in other income and include subdivider contributions. These fees are recognized over the period of service or when required expenses are incurred if applicable. Investment income (other than on obligatory funds) is reported as revenue in the period earned. Investment income earned on obligatory reserve funds is added to the fund balance and forms part of the respective deferred revenue balances. Revenue fro m'the obligatory reserve funds is recognized in the year in which eligible expenses are incurred, , This revenue is shown separately on the statement of operations as it relates to operating expenses and capital expenditures. User charges, taxation from other governments; donations and other income are recognized on an accrual basis. (i) Use of estimates The preparation of consolidated' financial statements in conformity with Canadian generally accepted accounting principles requires mapagement to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the consolidated financial statements and the reported amounts of revenues and expenses during the period. Significant estimates have been made of historical cost and useful lives of tangible capital assets. Actual results could differ fromithose estimates. (j) Segmented disclosures Municipal services have been segmented by grouping activities that have similar service objectives (by function). Revenues that are directly related to the costs of the function have been attributed to each segment. Net municipal taxation revenue is allocated to segments based on the net budget requirements of each segment. Any additional taxation revenue (i.e. supplementary taxes) is considered unallocated for purposes of segmented information. 2. Budget amounts The operating budget approved by Council for 2012 is reflected on the consolidated statement of operations. The budgets established for capital investment in tangible capital assets are on a project oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with the current year's actual expenditure amounts. Budget figures have been reclassified for the purposes of these consolidated financial statements to comply with PSAB reporting requirements. 8 Page 73 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 3. Cash, temporary investments and investments Cash, temporary investments and investments consist of the following: 2012 2011 Unrestricted 9,441,484 8,905,371 Restricted 1,445,501 1,189,024 10,886,985 10,094,395 Investments of $1,543,094 (2011 - $1,011,292) consist of cashabl`e term deposits maturing in 2013 to 2017 earning interest at 1.60% to 2.95% per annum. Investments are recorded at cost which approximates fair market value. 4. Deferred revenue - obligatory reserve funds A requirement of the public sector accounting principles of the Canadian Institute of Chartered Accountants is that obligatory reserve funds be reported as deferred, revenue. This requirement is in place as provincial legislation restricts how these funds may be used and} under certain circumstances these funds may be refunded. The net change during the year in the obligatory reserve funds was as follows: Development Recreational Gas Tax Charges Act Land Allocation Total Deferred revenue, beginning of year 799,640 - 389,384 1,189,024 Restricted funds received during the year 297,532 80,310 614,451 992,293 Interest earned 11,727 215 4,295 16,237 Revenue recognized during the year (82,043) (48,335) (621,675) (752,053) Deferred revenue, end of year 1,026,856 32,190 386,455 1,445,501 2012 2011 Obligatory reserve funds: Development Charges Act 1,026,856 799,640 Recreational land 32,190 - Gas Tax allocation 386,455 389,384 1,445,501 1,189,024 9 Page 74 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 952,259 2014 5. Long -term liabilities 2015 969,572 (a) Long -term liabilities consist of the following: 969,655 2017 1,006,506 2012 2011 Note payable to the City of Barrie, repayable in annual installments of $23,200 plus interest of 4.35 %• 116,000 139,200 OIPC debenture, interest of 2.81%, repayable in semi- annual payments of $106,748 to 2021 1,687,354 1,850,000 OIPC debenture, interest of 3.46 %, repayable in semi- annual payments of $119,150 to 2020 1,652,923 1,829,438 OIPC debenture, interest of 3.66 %, repayable in semi- annual' payments of $90,237 to 2019 1,105,617 1,241,873 01PC debenture, interest at 4.30% repayable in semi4nnual payments of $99,273 to 2019 1,115,527 1,261,385 011PC debenture, interest at 4.38 %, repayable in'semi- annual payments of $30,519 to 2018 295,483 342,043 01PC debenture, interest at 4.96 %, repayable in semi- annual payments of $96,039 to 2017 841,409 986,340 Caterpillar financing loan, interest at 4.9,0%6, repayable in monthly installments of $6,946 to 2015, secured by equipment 204,978 289,797 7,019,291 7,940,076 (b) Principal payments for the next 5' years and thereafter are as follows: The above long -term liabilities have been approved by by -law. The annual principal and interest payments required to service these liabilities are within the annual debt repayment limit prescribed by the Ministry of Municipal Affairs and Housing. 10 Page 75 of 150 2013 952,259 2014 984,997 2015 969,572 2016 969,655 2017 1,006,506 Thereafter 2,136, 302 The above long -term liabilities have been approved by by -law. The annual principal and interest payments required to service these liabilities are within the annual debt repayment limit prescribed by the Ministry of Municipal Affairs and Housing. 10 Page 75 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 6. Employee future benefits The employees of the municipality participate in the Ontario Municipal Employees Retirement Savings Plan ( OMERS). Although the plan has a defined retirement benefit for employees, the related obligation of the municipality cannot be identified. The municipality has applied defined contribution plan accounting as it has insufficient information to apply defined benefit plan accounting. The OMERS plan has several unrelated participating municipalities and costs are not specifically attributed to each participant. Amounts paid to OMERS during the year totaled $431,980 (2011 - $371,464). The municipality pays certain post retirement benefits for extended health and dental benefits on behalf of its retired employees. The municipality recognizes these post retirement costs in the period in which the employees rendered the services. The accrued benefit obligation and the net periodic benefit cost were determined using a discount rate of 3.0 %. The accrued benefit obligation at December 31, 2012 of $136,523 (2011 - $153,646) and the net periodic benefit cost were determined by management and extrapolated to 2020. Actuarial valuations will be prepared when there are significant changes to the workforce. Information about the municipality's defined benefit plan is as follows: 2012 2011 The main assumptions employed for the valuation are as follows: (a) General inflation Future general inflation levels, as measured by changes in the Consumer Price Index (CPI), were assumed at 2.3% in 2012 and thereafter. (b) Interest (discount) rate The obligation of the present value of future liabilities and the expense was determined using an annual discount rate of 3.0% in 2012 and thereafter. (c) Health care costs Medical costs were assumed to increase at a rate of 5.0% for 2012 and thereafter. (d) Dental costs Dental costs were assumed to increase at the rate of 5.0% in 2012 and thereafter. 11 Page 76 of 150 Accrued plan liability, beginning of year 153,646 81,461 Interest costs and adjustments (30,320) 63,038 Current service costs 7,265 7,391 Proportionate share - Lake Simcoe Regional Airport 10,990 9,696 Benefits paid for the period (5,058) (7,940) Accrued plan liability and accrued benefit obligation, end of year 136,523 153,646 The main assumptions employed for the valuation are as follows: (a) General inflation Future general inflation levels, as measured by changes in the Consumer Price Index (CPI), were assumed at 2.3% in 2012 and thereafter. (b) Interest (discount) rate The obligation of the present value of future liabilities and the expense was determined using an annual discount rate of 3.0% in 2012 and thereafter. (c) Health care costs Medical costs were assumed to increase at a rate of 5.0% for 2012 and thereafter. (d) Dental costs Dental costs were assumed to increase at the rate of 5.0% in 2012 and thereafter. 11 Page 76 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 7. Tangible capital assets Schedules 1, 2 and 3 provide information on the tangible capital assets of the municipality by major asset class and service segment, as well as for accumulated amortization of the assets controlled. The reader should be aware of the following information relating to tangible capital assets: (a) Work in progress Work in progress with a value of $733,004 (2011 - $685,594) has not been amortized. Amortization of these assets will commence when the asset is put into service. (b) Contributed tangible capital assets Contributed capital assets have been recognized at fair market value at the date of contribution. The value of contributed assets received during the year is $2,105,45 (2011 - $1,220,580). (c) Tangible capital assets disclosed at nominal values Where an estimate of fair value could not be made, the tangible capital asset was recognized at a nominal value. Land is the only category where nominal values were assigned. 8. Other revenues Other revenues consist of the following: 2012 2012 2011 Budget Actual Actual 12 Page 77 of 150 (Note 2) Penalties and interest on taxation 477,000 570,233 524,798 Service charges and fees 269,904 265,494 237,231 Licences and permits 378,700 504,258 413,979 Fines 353,000 344,724 338,066 Facility rentals 455,400 470,946 441,156 Sundry revenue 366,401 627,104 436,758 Sale of unopened road allowances - 22,550 2,178 2,300,405 2,805,309 2,394,166 12 Page 77 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 9. Accumulated surplus The accumulated surplus consists of individual fund surplus and reserves as follows: 2012 2011 $ $ Surplus Invested in tangible capital assets 56,423,818 54,784,291 General area taxation 621,558 476,512 Lake Simcoe Regional Airport Inc. 203,111 223,305 Community centres (2,263) (1,963) Waste management - (2,134) Unfunded employee future benefits (136,523) (153,646) 57,109,701 55,326,365 Reserves set aside for specific purposes by Council Acquisition of specific assets 4,443,179 3,453,587 Working funds 2,339,308 1,975,156 Contingencies 29,849 34,113 Insurance 52,313 49,813 Gravel pit restoration 44,021 44,021 Waterworks systems 3,160,764 3,059,517 Community halls 83,753 84,322 10,153,187 8700,529 67,262,888 64,026,894 Capital projects in the amount of $617,414 were financed from the Waterworks systems reserve in 2008. Annual transfers of $61,741, will be made until 2017 to replenish the reserve. 10.Net municipal taxation Net municipal taxation consists of: 2012 2011 Txation revenue 30,582,578 29,547,720 Amounts levied and remitted to School Boards (9,242,314) (9,237,084) Amounts levied and remitted to County of Simcoe (8,884 836) (8,689,916) 12, 455, 428 11,620,720 13 Page 78 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 11. Commitments The municipality has leased various equipment for which the minimum annual lease payments are as follows: 2013 54,920 2014 54,920 2015 22,254 2016 13,482 2017 10,112 12.Future accounting pronouncements Section PS 3410, "Government Transfer ", which establishes recognition, measurement, presentation and disclosure standards for transfers from senior levels of governn'ent and transfers from the municipality. This section does not include transfers of tax revenue which' is included in PS 3510. This section is effective for fiscal years beginning on or after April 1, 201.2; the municipality is required to adopt this section for its fiscal year beginning January 1, 2013. This new standard is not expected to have a material impact on the consolidated financial statements. In February 2010, the CICA issued PS 3510, "Taxi R6ypnue ", which establishes recognition, measurement, presentation and disclosure standards relating to'tax avenue reported in financial statements. This section is effective for fiscal years beginning on or after April 1, 2012; the municipality is required to adopt this section for its fiscal year beginning on or after January 1, 2013. The new standard is not expected to have a material effect on the consolidated financia] statements. The CICA has issued Section . PS 3'4,50, "Financial Instruments ", which establishes recognition, measurement, presentation and disclosure standards relating to financial instruments such as receivables, payables, and equity instruments. The section is effective for governments for fiscal years beginning on or after April 1, 2015; the municipality, is -required to adopt this section for its fiscal year beginning January 1, 2016. Earlier adoption is allowed: The new standard is not expected to have a material effect on the consolidated financial statements! The C1CA has issued Section PS 3041, "Portfolio Investments ", which replaces Section PS 3040. The new section establishes recognition, measurement, presentation and disclosure standards relating to investments in organizations that do not form part of the government reporting entity. This section must be implemented upon the adoption of Section PS 3450. The CICA has issued Section PS 1201, "Financial Statement Presentation ", which replaces Section 1200. The new section establishes reporting principles and standards for the disclosure of information in government financial statements. This section establishes the requirement of the municipality's financial statements to include a statement of financial position, statement of operations, a statement of remeasurement gains and losses, a statement of change in net debt and a statement of cash flow. This section must be implemented upon the adoption of Section PS 3450. 14 Page 79 of 150 10b) Paul Gravelle, Director of Finance /Treasurer /Depu... CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS AS AT DECEMBER 31, 2012 13. Contingencies (a) Claims have been filed against the municipality requesting damages. The ultimate outcome of these claims is not determinable at the time of issue of these consolidated financial statements. No provision for these claims has been recorded in these financial statements. Settlements in excess of insurance, if any, will be reflected in the periods in which financial settlement occurs. (b) During 1991, the County of Simcoe assumed the waste management of the municipality pursuant to provincial legislation. In connection therewith, the municipality transferred the property and related assets utilized in its waste management activities to the County. The legislation provides for financial adjustments to be made between the municipality and County with respect to the transfer of these activities, the property and related assets. Settlements were reached for the related assets in prior years. Negotiations remain unresolved and indeterminate regarding the landfill sites and gravel pit property. Settlements will be reflected in the periods in which the settlements occur. 14.Comparative figures Certain comparative figures on the consolidated statement of,financial position have been reclassified to conform to the current year's presentation. 15 Page 80 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... Page 81 of 150 V�iM b I N a0 b V O O H] Vl M V! O p d W F Or Pik Qa u �w �'CQ F w morn m ,ham', ^v'h 6 Q N M h M o c" Gz7} H rUn� fi$ W O O th0 N O r N h L Q 9 fA o�0 __ z h N N U 0 M N V1 N N Va U � a v T � T b0 � O by C L ,V O G Q Q v C P G Q Q Q G w ai m cn z Page 81 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... Page 82 of 150 O\ W Vet N O N N T O F r7 viM O IR Q` N N N a N b ° W a V V N N N N N Y a � °oa v a o H O� O OC'OC O N N ~OM O N N N O M O U� 0) 0. Z O a. a, v Z N W U _. Ct . E E ro .azO O twzz z �. G o qw z ow zQ �I z LL w h V V fJ N F`I U a 0 U O O T O D C p O e0 N O O ep C ? R C N D d W W cE r 9 O pC cam ¢ 3 ¢ ew m z Page 82 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... Page 83 of 150 N M O f� .• h h .-. b O r a eFO� O ul b any y O •1n+N N Y y d a 3 � mon � a a�cmn o 0 3" a0 T T N^ N r F A Nr V V M N �D O -, a�0 my v� a c e� �G �ro .wazc awa �v U - a' pro U W ❑ ^� V C � O tM�l N N 0 C7 O G O G C U 40 C .e➢ ti a O F C 7 ti 0 d O r�1 Um d 3 ¢ em m z Page 83 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... O Yi d'.- T SON N O h bN m N F N Page 84 of 150 IN N N M O N^ N Gn m V3 h r r N b N N [L� z �A A `W h a u N O 1 N W N M 16 yj rV1 W O vmY O� z azww H k, W eon o V: fw� z Wa o, M M o,��io e a O. z N a I� y V y °q� w4Ev"i G � J 9 a � T a N v. •G C va G � 7 N a5 � O ... � � ^ �ZFS[iU a w z o Page 84 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... Page 85 of 150 N Mh O\m O a .. a C V -v vi 3 C ^ O ° O ci 0 O, dam' m W m o0 00 D\ O b V'i z A w N N Oh O M �D h OYC 3� cO1+� y..y a1Oa a�0 O N r n W aW � r-, •, z c h � rn � � r .o h m oo h o �n N �n � r V b N C2 � � V� .r U w M .+ .� h O b O• W O V N H w EO tl O O O V D O T G C aF a Ea a W xo p. N N ce1 O z � v u .S ` T O o6 I h O U p ^ M G V '71 � v, � O °� O N E > U W ~ Q CJ ~ U ... zf=SwU 4C � x w zo Q Page 85 of 150 Ob) Paul Gravelle, Director of Finance /Treasurer /Depu... Page 86 of 150 N h vt O OOO V N O M 1 �N oo h � N d' N O O I O I 0\ V T E N M V � N V V 1 N d' O O O O O 6 11; N N W V C Vim] fA � Vet r r r N� T O11� .fir N d0 N fz1 z w i yG v O oMN N rn� m h rn O 3 a°� v�ni N F+ QN 3 h O �M O W W W v �o h °rn riv ri rn a 0 0 0 -- IF N E O �t O vl P V O M1 h b�➢ W A 9 � V3 O N -+ O ,n FW-i -N �•� G7 o m � M1 vcv O FF��MM z . 0.W � N O W O M � Vt h� N M1 M1 j O M M :.i � r T O y0 n G N 9 CO m o .-• Z,Ea[i U 40 p, v, .EAU W Q � tgu W U O c a z o Page 86 of 150 10c) Report No. RC2013 -13, Shawn Binns, Director of Recr... To l�.ip of REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: RC2013 -13 Council Shawn Binns, Director of Recreation and Community Services Meeting Date: Subject: Motion # June 12, 2013 2013/2014 Arena Concession Agreement Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action I X I For Information Only It is recommended that: 1. That Report No. RC2013 -13 be received and adopted; 2. That the arena concession lease agreement with Oro Tastey Snacks for extended to include the 2013/2014 ice season; 3. That the provisions of the purchasing Bylaw (2004 -112) be waived to accommodate the one year lease extension; 4. That the Clerk bring forward the appropriate By -Law for Council's consideration; 5. And that Mr. Paul Langdon and Lisa Devoe (Oro Tastey Snacks) be advised of Council's decision. BACKGROUND: In February of 2013 Paul Langdon and Lisa Devoe (Oro Tastey Snacks) entered into a lease agreement for the balance of the 2012/13 ice season. The agreement was awarded following a request from Oro Minor Hockey to waive the fees associated with their agreement for the operation of the concession booth at the Oro - Medonte Community Arena and subsequently their request to terminate the agreement. The lease with Mr. Langdon and Ms. Devoe (Oro Tastey Snacks) is now expired. Mr. Langdon and Ms. Devoe have requested a one year contract renewal for the continued operation of the arena concession with the understanding that a tender will be issued coinciding with the arena renovations. Recreation and Community Services Report No. RC2013 -13 June 26, 2013 Page 1 of 3 Page 87 of 150 10c) Report No. RC2013 -13, Shawn Binns, Director of Recr... ANALYSIS: 771 Although new to the operation of the concession stand, Oro Tastey Snacks have done an excellent job in the provision of concession services at the Oro- Medonte Community Arena. They have provided excellent customer service, provided consistent hours of operation, and have added to the positive image of the arena. The Department has received many compliments from residents and arena users regarding their service and new products. Mr. Langdon and Ms. Devoe are associated with the Oro Figure Skating Club. A one year "ice season" contract is being proposed for the 2013/14 ice season with the same terms as the previous agreement however extending the fees paid to the Township to reflect the amount paid by the previous lessee. Consistent hours of operation have been agreed to be maintained similar to this past season to provide consistency for the patrons of the facility while accommodating any special events and tournaments as requested. By -Law 2004 -112 establishes Purchasing and Tendering procedures, Section 7 of this By -Law provides exceptions allowing a Department Head deeming it necessary to, or in the best interest of the Township to acquire goods or particular services from a particular source that a report be prepared for Council's consideration and approval. Mr. Langdon and Ms. Devoe's request for contract renewal is reasonable, and would save the expense to advertise for request for tender for a short term contract. Further, it is highly unlikely that another vendor would be interested in a short term agreement to operation the concession. It is being recommended that Council give favourable consideration to a 1 year lease extension with Mr. Langdon and Ms. Devoe in the amount of $2500.00 dollars plus HST inclusively, and that Council waive the requirements of By -Law 2004 -112 for this to occur for the 2013/2014 ice season. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: The revenue derived from the lease is consistent with previous lease agreements and reflective of the current base budget. POLICIES /LEGISLATION: Bylaw 2004 -112 CORPORATE STRATEGIC GOALS: Service Excellence Recreation and Community Services June 26, 2013 Report No. RC2013 -13 Page 2 of 3 Page 88 of 150 10c) Report No. RC2013 -13, Shawn Binns, Director of Recr... CONCLUSION: The proposed lease agreement extension with Oro Tastey Snacks will continue to provide a valuable service to the patrons of the facility while continuing to generate revenue over the 2013/14 Ice Season. Coinciding with the arena renovations staff will explore a number of options to optimize revenues associated with the provision of the concession stand. Respectfully Submitted, n Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: I C.A.O. Approval / Comments: Recreation and Community Services Report No. RC2013 -13 June 26, 2013 Page 3 of 3 Page 89 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 'to h wnsip o REPORT f C�O'"'� /� Proud Heritage, Exciting Future Report No. To: Prepared By: Council Shawn Binns, Director of RC 2013 -14 Recreation and Community Services Meeting Date: Subject: Motion # June 26, 2013 Turf Maintenance Tender C 13619 O O - 01- (RC2013 -T01) Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action XX For Information Only It is recommended: 1. Report No. RC2013 -14 be received and adopted; 2. That Council accept the letter from TNT services to terminate Schedule "A" of contract RC2013 -T01 with regret; 3. That tender contract RC2013 -T -01 Schedule "A" Parks - Grass Cutting and Trimming be awarded to Ron Burton and Sons; 4. And further that the clerk bring forward the agreements for Council's ratification. BACKGROUND: At its meeting of March 13, 2013 Council received staff report RC2013 -05 Tender RC2013 -T01 Parks Turf Maintenance (Attachment #1). The three year tender (with option for renewal) for the grass cutting and trimming was awarded to TNT Services. TNT began the grass cutting and trimming in early May. Over the first month the firm struggled with maintaining the service levels identified for the fifty -five parks and facility sites in the tender agreement. Following the initial learning curve, it became apparent that TNT had underpriced the contract and could not profitably fulfill the terms of the agreement within their cost structure A meeting was held on June 13 with Mr. Grant Fisher of TNT Services which resulted in a mutual agreement to terminate the agreement. Correspondence from TNT is attached (Attachment #2). Recreation and Community Services Report No. RC2013 -14 June 26, 2013 Page 1 of 4 Page 90 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... ANALYSIS: As identified in staff report RC2013 -05 the process to review the tender submissions includes a review of equipment, health and safety practices, references and assessment of capacity to perform in addition to pricing. To ensure the best value was obtained from the tender there were no requirements for pre - qualification or bonding which typically present barriers for smaller independent operators. As such the pricing varied from approximately $28,000 to over $170,000. Following the termination of the contract staff reviewed the next three low bidders as highlighted below: Note: Annual amounts are estimates based on historical average number of cuts. 2140920 Ontario Inc. Schedule A: 2013 31,555.00 81,796.36 2014 31,763.00 2014 2015 31,763.00 PT Landscaping Schedule A: 2013 47,485.74 81,796.36 Crocker Contracting 47,485.74 2014 2015 81,796.36 2015 81,796.36 PT Landscaping Schedule A: 2013 47,485.74 171,588.06 2014 47,485.74 2014 2015 47,485.74 Ron Burton & Sons Schedule A: 2013 34,345.00 171,588.06 Advance Landscapes 34,345.00 2014 2015 178,451.59 2015 183,805.13 Ron Burton & Sons Schedule A: 2013 34,345.00 2014 34,345.00 2015 34,345.00 Perry Wright Maintenance Schedule A: 2013 38,395.00 2014 39,380.00 2015 40,720.00 Dole Turf Schedule A: 2013 111,274.25 2014 113,499.72 2015 115,769.73 Recreation and Community Services Report No. RC2013 -14 June 26, 2013 Page 2 of 4 Page 91 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... As noted in report RC2013 -05 Northern Grasshopper was not recommended as there were a number of concerns with capacity to perform. 2140920 Ontario Inc. had the lowest bid for the aeration and fertilization tender and was not recommended. They are also the next low bid following TNT. The review has concluded the following: - Has limited equipment, but planned to rent/purchase the equipment that is required to complete the contract. A lack of references — References provided are for mostly residential customers, consisting mainly of small contracts. The tender was obtained from the Township Website prior to the Addendums # 1 & # 2 being posted. Ron Burton & Sons were the fourth lowest bidder. The review of Ron Burton & Sons has concluded: - Has an extensive list of equipment. - Has a proven record with the Township currently holding parks aeration and fertilization contract and previously holding the grass cutting and trimming contract. - Extensive list of references including: o Town of Gravenhurst o Simcoe County District School Board o Simcoe Muskoka Catholic District School Board o City of Kawartha Lakes - Health and Safety — Well established OHS program. Perry Wright Maintenance similar to Ron Burton & Sons held the previous contract and has extensive equipment and references. In reviewing the options staff is recommending the contract for grass cutting and trimming be awarded to Ron Burton & Sons. Ron Burton & Sons have been completing the cutting and trimming since the beginning of June upon the termination of the contract with TNT. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: The anticipated expenses are within the estimates used to prepare the 2013 operating budget. The termination of the contract with TNT did not result in any financial loss. POLICIES /LEGISLATION: • By -Law 2004 -112- Purchasing and Tendering CORPORATE STRATEGIC GOALS: • Service Excellence • External Relations • Financial Stewardship Recreation and Community Services June 26, 2013 Report No. RC2013 -14 Page 3 of 4 Page 92 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... ATTACHMENTS: • Staff report RC2013 -05 • Correspondence from TNT services CONCLUSION: Tender RC2013 -T01 is a service level contract which requires the contractor to perform to established service standards. The contractor is in essence an extension of core service provision. As such, the contractor must have the capacity to perform the contract and maintain seamless communication with operations staff to ensure the service levels expected by residents are achieved. With the termination of the agreement with TNT it is recommended that the contract for Parks and Facility Grass Cutting and Trimming be awarded to Ron Burton and Sons. Respectfully submitted: Shawn Binns Director, Recreation and Community Services C.A.O. Approval / Comments: Recreation and Community Services June 26, 2013 Report No. RC2013 -14 Page 4 of 4 Page 93 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Townsh' of REPORTO�f' Proud Heritage, Exciting Future Report No. RC2013- 05 To: Council Prepared By: Shawn Binns Meeting Date: March 13, 2013 Subject: Tender RC2013 -T -01 Parks Turf Maintenance Motion # clsc`3t '" T Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2013 -05 be received and adopted; 2. That tender contract RC2013 -T -01 Schedule "A" Parks - Grass Cutting and Trimming be awarded to TNT Services; 3. That tender contract RC2013 -T -01 Schedule "B" Parks — Aeration and Fertilization be awarded to Ron Burton & Sons; 4. -That the clerk bring forward the agreements for Council's ratification; 5. And further that the bidding list be informed of Council's decision. BACKGROUND: In 2010 the contracts for grass cutting and aeration /fertilization were restructured as service level agreements to optimize the value the Township receives through these contractual relationships. This revised structured has proven to improve the effectiveness of the Township's turf maintenance. The three year agreements held by Perry Wright (Grass Cutting) and Ron Burton & Sons (Aeration and Fertilization) expired in 2012. Tender RC2013 -T -01 was released and advertised on January 31, 2013 through: local newspapers (Barrie, Orillia, Midland), Biddingo (e- procurement site), and the Township's website. The tender was structured as two separable schedules based on unit pricing with the ability to add or subtract from the maintenance requirements as deemed appropriate. In addition Tender RC2013 -T -01 was amended to include a provision for a two extension. The following analysis and summary presents the aggregated results (excluding HST) based on the estimated number of cuts and/or parks and facilities as outlined in the tender document. Recreation and Community Services Report No. RC2013 -05 March 13, 2013 Page 1 of 4 Page 94 of 150 1Od) Report No. RC2O13 -14, Shawn Binns, Director of Recr... ANALYSIS: Submitted Bid Bid By Amount Amount Northern Grasshopper Schedule 2013 °` 2S,fi4774s` 2140920 A : 2013 31,555 Of) =: 2015 2014 31;763.00. Ontario Inc 2013 2014 2015 31,76 OQ, Northern Grasshopper Schedule A: 2013 °` 2S,fi4774s` 2013 2014 25,89099; 2014 2015 28078 72 Crocker Contracting Schedule A: 2013 81,796.36 2013 2014 81,796.36 2014 2015 81,796.36 PT Landscaping Schedule A: 2013 47,485.74 2013 2014 47,485.74 2014 2015 47,485.74 Schedule 2013 0.00 B: 2013 9,9 QQ 39,380.00 2014 9,961:6Q Schedule B: 2015 n Schedule B: 2013 0.00 38,395.00 2014 0.00 39,380.00 2015 0.00 Schedule B: 2013 18,624.00 2013 2014 18,624.00 2015 18,624.00 Schedule B: 2013 15,132.00 38,395.00 2014 15,132.00 39,380.00 2015 15,132.00 Perry Wright Maintenance Schedule 2013 38,395.00 Schedule 2014 39,380.00 111,274.25 A: 2013 29 50th 00= B: 2013 14,365.00 TNT Services 2014 29,5 DO 2014 14,420.00 2015 2015 14,900.00 Schedule Schedule Advance A: 2013 171,588.06 B: 2013 99,231.04 Landscapes 2014 178,451.59 2014 103,200.24 2015 183,805.13 2015 106;296.25 Schedule Schedule Ron Burton A: 2013 34,345.00 B: 2013 10,910_W° & Sons 2014 34,345.00 2014 1l),91Q:#3 2015 34,345.00 2015 1Ef,910 00 Perry Wright Maintenance Schedule A: 2013 38,395.00 Dole Turf 2014 39,380.00 111,274.25 2015 40,720.00 Schedule B: 2013 ,1(3011, 2014 1100 Qty, 2015 14 .6b- Schedule B: Schedule 29,567.24 Dole Turf A: 2013 111,274.25 30,761.74 2014 113,499.72 2015 115,769.73 Schedule B: 2013 ,1(3011, 2014 1100 Qty, 2015 14 .6b- Schedule B: 2013 29,567.24 2014 30,158.58 2015 30,761.74 The lowest 3 bids are marked with yellow for both schedules. Recreation and Community Services Report No. RC2013 -05 March 13, 2013 Page 2 of 4 Page 95 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... In addition to pricing part of the Township's assessment process includes a review of equipment, references, and health and safety practices to determine the capacity to effectively perform a large service level agreement. Schedule "A" Northern Grasshopper had the lowest bid amongst for Schedule "A ". The review has concluded the following: - Has a minimal list of equipment (although the proponent has indicated the firm will be purchasing additional equipment if awarded the contract). - A lack of references — References provided dated back to 2005 and included relatively small contracts. - The owner is the sole operator — This presents concerns of health and safety and the capacity to maintain over 55 locations. TNT Services was the second lowest bidder (within 3 %) of the lowest bid. The review of TNT Services has concluded: - TNT has an extensive list of equipment - Provides additional value — GPS tracking on all vehicles, other equipment such as ball diamond groomers etc. - Extensive list of references including: o Simcoe County District School Board o Simcoe /Muskoka Catholic School Board o Simcoe County Children's Aid o York Region Housing - Health and Safety— Well established OHS program. Schedule "B" 2140920 Ontario Inc. had the lowest bid amongst for Schedule "B ". The review has concluded the following: - Has limited equipment, but planned to rent the equipment that is required to complete the fertilization and aeration (has supplied copies of the equipment that is available to them for rental). - A lack of references — References provided are for mostly residential customers, consisting mainly of small contracts. - The tender was obtained from the Township Website prior to the Addendums # 1 & # 2 being posted. The bidder did not have the fertilization rate of application that the bid was required to be quoted on and was not signed off on in tender. (Calculations provided are based on the recommendations of TSC store guidelines) Recreation and Community Services March 13, 2013 Report No. RC2013 -05 Page 3 of 4 Page 96 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Ron Burton & Sons was the second lowest bidder (within 10 %) of the lowest bid. The review of Ron Burton & Sons has concluded: - Ron Burton has an extensive list of equipment - Has a proven record with the Township - Extensive list of references including: o Town of Gravenhurst o Simcoe County District School Board o Simcoe Muskoka Catholic District School Board o City of Kawartha Lakes - Health and Safety — Well established OHS program. The completed schedules will be attached to the agreements which will be forwarded to Council for ratification. FINANCIAL: These expenses are within the estimates used to prepare the 2013 operating budget. POLICIES /LEGISLATION: • By -Law 2004 -112- Purchasing and Tendering ATTACHMENTS: 1. Tender RC2013 -T -01 CONCLUSION: It is recommended that Schedule "A" be awarded to TNT Services and that "Schedule B" be awarded to Ron Burton & Sons. Respectfully Submitted: Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: Recreation and Community Services March 13, 2013 Report No. RC2013 -05 Page 4 of 4 Page 97 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Proud Heritage, Exciting Future CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE TENDER FOR PARKS, FACILITY, AND OPEN SPACE TURF MAINTENANCE FOR THE 2013, 2014, 2015 SEASONS TENDER CONTRACT# RC2013 -T -01 INSTRUCTIONS TO BIDDERS 1.0 Tenders Sealed Tenders marked Tender RC2013 -T -01 addressed to Shawn Binns, Director, Community Services 148 Line 7 South, Oro, ON will be received until 12:00pm. Local Time on Friday February 15th, 2013 2.0 Form of Tender Each tender shall contain the full name of the contractor or contractors submitting the tender and the signatures of the persons authorized to bind the corporation(s). Bids must be submitted on the tender forms provided. All items on the tender form must be completed. List of Forms: Schedule A - Grass Cutting and Trimming Schedule B — Fertilization and Aeration Schedule C — List of Equipment *Bidders may bid on works identified in Schedule "A ", Schedule "B" or both 3.0 Scope The scope of the work involves the supply of the necessary labour, equipment and services to complete the Turf Maintenance Contract(s) RC 2013 -T -01 for the 2013, 2014, and 2015 seasons as per the attached Instructions to Bidders, General Conditions, and Specifications as directed by the Director, Recreation and Community Services and /or the Supervisor, Parks and Facility Operations. The tender covers requirements for a three (3) year period effective May 2013 to October 2015 with the Township of Oro - Medonte reserving the option to extend Page 98 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... the contract for two additional one (1) year terms provided the Contractor's performance is satisfactory and proposed pricing for the subsequent years is acceptable. 4.0 Severability The Township may elect to undertake the work in a different way for the following Schedule(s): Schedule "A" Schedule "B" In doing so the Township may sever a schedule or schedules and the balance of the contract including conditions and specifications shall remain intact. As such it must be clearly understood that for any or all of the work outlined in the schedules may not be awarded to the successful bidder and there will be no further compensation made to the contractor. 5.0 Examination of Site Each contractor must visit the site of the proposed work before submitting the tender and must be satisfied by personal examination as to the local conditions to be met while completing the specified work. The Contractor shall determine the difficulty of the areas to be encountered. The Contractor shall not claim at any time after submission of the tender that there was any misunderstanding of the terms and conditions of the contract relating to the Site Conditions. Schedule "A" provides a brief general description of the areas, the Contractor shall be responsible for validating all information contained with the schedule. 6.0 Acceptances or Rejections The Township reserves the right to reject any, or all bids, or to award the contract to other than the contractor submitting the lowest tender, as in its opinion may be for the best interest of the Township. GENERAL CONDITIONS 1.0 Extent The Contractor shall be liable for all costs of doing the work outlined including labour, equipment and materials. 2.0 Indemnification a) The contractor shall indemnify and save harmless the Corporations their agents, directors, and employees from all actions, suits, claims, and demands whatsoever which may arise directly or indirectly by reason of a requirement of this Agreement, save and except for damage caused by the negligence of the Corporation or their employees 2 Page 99 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 3.0 Insurance 3.1 The Contractor shall at his expense obtain and keep in force, during the term of this Agreement, Comprehensive General Liability Insurance satisfactory to the Corporation, and including the following: a) A limit of liability of not less than $5,000,000; b) The Corporation of the Township of Oro - Medonte be named as additional insured; c) The policy shall contain a provision for cross liability in respect of the name insured; d) Non -owned automobile insurance coverage with a limit of at least $5,000,000 including contractual non -owned coverage; e) Completed operations coverage; f) That 60 days prior notice of any alteration, cancellation or lapse in policy shall be given in writing to the Corporation; g) Owner's protective coverage; 3.2 Automobile Insurance The Contractor shall obtain and keep in force for the duration of this contract; automobile insurance under a standard Automobile Policy with limits of not less than $2,000,000 in respect to each licensed vehicle. 3.3 Proof of Insurance The Contractor shall provide, together with its executed agreement a certificate (s) of insurance or certified copy (ies) of the above referred to policies, satisfactory to the Corporation, together with proof of renewal at least (30) days prior to expiry. Provided that if a certificate is provided, all requirements as above set forth must be shown on the said certificate and notwithstanding the provision of any certificate, the Corporation may require the Contractor to provide a certified copy of the policy. 4.0 Workplace Safety and Insurance Board The Contractor shall provide a Clearance Certificate from the Workplace Safety and Insurance Board. The Contractor shall ensure the certificate is valid for the duration of this contract and provide the corporation with proof of renewed certificate prior at least (30) days prior to expiry. 5.0 Legislation Applicable The Contractor shall comply with all applicable Federal and Provincial legislation and regulations, including pertinent Township by -laws. Page 100 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 6.0 Health and Safety a) The Contractor shall agree to fulfill all of its obligations in compliance with the Occupational Health and Safety Act, and further agrees to take responsibility for any health and safety violation that may occur. Furthermore, if the Corporation (or any of its agents, officers, directors, or employees) shall be made a party to any charge under the Occupational Health and Safety Act in relation to any violation of the said Act arising out of this agreement, the Contractor shall indemnify and save harmless the Corporation from any and all charges, fines, penalties, and costs that may be incurred or paid by the Corporation. b)The operators must be fully trained, qualified and experienced. Regulations of the Ministry of the Environment and the Ministries of Health and Labour must be complied with. If any operator is not performing satisfactorily or operating the equipment safely, to the satisfaction of The Township of Oro - Medonte, The Township of Oro - Medonte shall have the right to have the equipment and the operator removed from the job site. 7.0 Fire Protection a)The contractor shall maintain adequate fire suppression on site, portable fire extinguishers etc. to the satisfaction of the Corporation. b)AII flammable materials are to be handled, stored, and disposed of according to relevant OHSA and WHMIS regulations and in manner that which does not create a fire hazard. 8.0 Traffic Protection The Contractor will supply adequate and competent persons to control traffic, as required, by regulations set by provincial legislation. 9.0 Protection a) The contractor shall be responsible for any damage that may occur relative to the execution of all operations arising from this contract. Any damage done to Township or surrounding property must be made good to the satisfaction of the Township. If applicable, any trees, shrubs, flowerbeds, walks, drives, etc shall be properly protected. b) Temporary safeguards and protection shall be provided to adequately guard against injuries to the public and property around and adjacent to the areas. c) The Contractor shall assume responsibility for all liability and costs associated to repair damages to public or private property arising from the works identified Contract RC2013 -T -01. d) The contractor shall not leave any equipment on Township or Public property unattended at any time, unless such equipment is properly protected to the satisfaction of the Township. Page 101 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 10.0 Code of Conduct At all times, the employees of the contractor shall act in a civil, responsible, courteous and generally productive manner. There will be no allowances made for employees to offend or interfere or join in activities being carried on by Township staff or outside groups while they are being employed by the contractor, and such complaints, if received, will be referred to the contractor. The Township reserves the right to request that said employee be taken off the works by the contractor, and not so re- employed until satisfactory arrangements have been made to ensure that there is no repetition of the offending behaviour. 11.0 Accessibility Regulations for Contracted Services Contracted Employees, third party employees, agents and others what provide customer service on behalf of the Township of Oro - Medonte are legally responsible with the provisions outlined in Ontario Regulation 429/07 with respect to training. The Contractor shall ensure that such training includes, without limitation, a review of the purposes of the Act and requirements of the regulation, as well as instruction regarding all matters set out in the regulation. By signing the Form of Tender, the contractor has agreed to be in full compliance with this regulation. Additionally the Contractor will review and acknowledge the Township Of Oro - Medonte policy for Accessible Customer Service. 12.0 Tender Deposit A certified cheque made payable to the Township of Oro - Medonte for 10% of the total annual tender price or optional to the tender deposit, a bidder may provide an irrevocable certified Letter of Credit/Performance Bond for 10% of the annual tender price. The Cheque or Letter of Credit / Performance Bond of unsuccessful bidders will be returned within fourteen (14) days of Tender opening. The Cheque or Letter of Credit/Performance Bond of the successful bidder will be retained until the Municipality's acceptance of the work. 13.0 Add /Delete Area The Township reserves the right to add or delete area or adjust frequency of cutting from time to time as it deems necessary. 14.0 Bid Disqualification Tenders may be rejected for any of the following reasons: a) Bids received after the closing date; b) Bids received on other than the tender form supplied; c) Bids not complete in ink or by typewriter; d) Incomplete bids (all items not bid); e) Qualified or conditional bids; f) Bids not properly signed and sealed. 5 Page 102 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 'Each Bidder MUST complete the "Agreement" portion of the Tender as part of submission 15.0 . Termination If, at the sole discretion of the Township there is a breach by the Contractor of any of the terms contained herein, The Township shall have the right to terminate the contract upon (15) days notice to the Contractor. Upon termination of the contract as aforesaid, the balance of the contract shall be forfeited. Where the Agreement is terminated in accordance with the foregoing, the Township shall be deemed free to enter into an Agreement with any other firms for the requirements called for in this Proposal. 16.0 Payment The successful contractor shall submit monthly invoices outlining the parks cut, referencing accounting codes provided by the Township. Payment shall be made within 30 days from the time of the receipt of the invoice. SPECIFICATIONS for Contract RC2013 -T -01 SCHEDULE "A" 1. Unit prices are on a per cut basis excluding applicable taxes, estimates have been provided. The Township reserves the right to adjust the frequency of cutting as req u red. 2. Turf areas to be maintained will include all areas outlined on Schedule "A" 3. The successful contractor shall commence turf maintenance within 24 hours upon the request of the Township of Oro - Medonte. All areas as designated are to be maintained in a tidy state, on a regular basis by mowing and trimming around fixed obstacles. Cutting shall commence the second week of May and will be completed by the end of October, or as directed by the Supervisor of Parks and Facility Operations. 4. Class "A" Parks shall be cut approximately 16 times over the season and kept at a grass length of 2.5 " -3.5" 5. Class "B" Parks shall be cut approximately 12 times over the season and kept at a length of 2.5 " -4" 6. Class "C" Parks will be cut as per Schedule "A" 7. Trimming shall be completed every other cut 8. Cutting Frequency will be determined by the Supervisor of Parks and Facility Operations. 9. The contractor shall be responsible for moving objects picnic tables and garbage cans to complete turf maintenance. 10.Grass and /or weed clippings shall not be permitted to accumulate. Accumulation shall removed immediately and disposed of in an acceptable manner. 6 Page 103 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... 11.The work to be performed by the contractor may be scheduled between the hours of 7:00 a.m. and 5:00 p.m., Monday to Friday, except when such work day falls on a Statutory Holiday. The Sports fields that are occupied by rental users may not be cut during this period. Schedules for Sports Fields will be pre- arranged with the Recreation and Community Services Office. Turf Maintenance must be complete 1 -2 days prior to the weekends at Bayview Memorial Park. 12.The contractor shall remove all litter from grass cutting areas before actual cutting is to be done. Litter and excess of grass clippings cut up by the contractor's machinery shall be the responsibility of the contractor to pick up and remove from site. 13.Grass cutting shall include trimming of the grass and weeds around trees, bushes, buildings, fences, flower beds, parking curbs, under benches, under receptacles and any other objects as necessary for good maintenance of the facilities. 13.Trimming around trees and shrubs shall not harm the plants by breaking or scoring the bark. 14. The contractor will ensure that proper security is maintained at each location at all times. Many locations are fenced and unattended, so the contractor will have to unlock and lock gates immediately after work is completed. Keys will be provided, which must be returned at the end of the season. 15. The contractor shall attend meetings at the request of the Township. SCHEDULE "B" 1. Works shall consist of the following for all areas identified in Schedule "B" a. Core Aeration of all turf areas at the end July b. Supply and Application of slow release fertilizer 21 -7 -7 (N,P,K) in, Mid -June and Late October as Directed by the Township. c. Fertilization rate shall provide adequate coverage of Turf Areas. 2. Tender price is to exclude applicable taxes and involves completing all work specified above specified for the 2013, 2014, and 2015 Seasons. 3.The contractor will ensure that proper security is maintained at each location at all times. Many locations are fenced and unattended, so the contractor will have to unlock and lock gates immediately after work is completed. Keys will be provided, which must be returned at the end of the season. Page 104 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... CONTRACT NO. RC2013 -T -09 PARKS TURF MAINTENANCE H.S.T. NO. Me the undersigned, have carefully examined the locality of the site of the proposed works, hereby agree to furnish all labour, materials, equipment and services necessary to complete the work for the 2013, 2014, and 2015 Seasons, in accordance with the attached Instructions to Bidders, General Conditions and Specifications for the Prices outlined in Form of Tender Schedule "A" and/or Schedule `B': Please ensure all tender documents are signed before submitting. • Tenderers may choose to tender on Schedule "A" or Schedule 'B" separately or together. Signed at the of County of this day of Signature of Contractor or Witnesses and Position Held Name and Telephone No. of Person To be Contacted Signature of the Corporation Seal of Corporation in the 2013. Page 105 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... AGREEMENT - TOWNSHIP OF ORO- MEDONTE This Agreement made, in duplicate, this day of 2093. BETWEEN r-TVIT in the District or County of and the Province of Ontario; Hereinafter called the "Contractor" THE PARTY OF THE FIRST PART Wrre THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Hereinafter called the "Municipality" THE PARTY OF THE SECOND PART WITNESSETH that the Party of the First Part, for and in consideration of the payment or payments specified in the tender for this work, hereby agrees to furnish all necessary machinery, tools, equipment, supplies, labour and other means of construction, and to the satisfaction of the Public Works Superintendent or his Representative, to do all the work as specified and to complete such works in strict accordance with the plans, specifications and tender thereof, which are identified and acknowledged in the schedule of provisions, plans and specifications and conditions attached to the tender, and all of which are to be read herewith and form part of this present Agreement as fully and completely to all intents and purposes as though all the stipulations hereof have been embodied herein. Page 106 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... The Contractor further agrees that he will deliver the whole of the works, completed in accordance with this Agreement in a timely manner, of each year. The Contractor agrees that such monies may be deducted from any monies due the Contractor on any account whatsoever, IN CONSIDERATION WHEREOF said Party of the Second Part agrees to pay to the Contractor for all work performed, the unit price on the tender. This Agreement shall ensure to the benefit of and be binding upon the heirs, executors, administrators and assigns of the parties hereto. IN WITNESSES WHEREOF the Contractor and the Township of Oro - Medonte have hereunto signed their names and set their seals on the day first above written. Signature of Contractor, or Signature of the Clerk Signature of the Mayor with Seal Null Signature of Corporation Seal of Corporation Page 107 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Page 108 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Page 109 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Page 110 of 150 p N m H O O O Q O O O O W Z . V = �.. W O r r 3 6 M X W r" u o, LL 0'W w w � r a 'c m c c o - ESa'o ca m 'o' E'O :.fa F- C F`h H f F E �= FU O 19 A ae m E E E t0 m W = O Z O O O 0 °m• A L p Z Z m Z 2 J p V1 h O O M H q O N C N 6i d lV V N CO m m m m m m WmQ b W C C r O �O m1m W w _L J p C O O m m t J2 N 3 m W m U O m r r W O A J W 6 2 LC9 Q. m V � V •� C m Y m 2 !� O m .O' . m 2 W W 'm U M - Page 110 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... Page 111 of 150 0 d a i3 n r ���? r r N r r •p 1.1 ry ry ry K rt 6' d p G N - s 5,ii N t $ O WAI.� 5U 25� K�X m F A i a� 1'�• y� L W S - qL CCO y0 g� V E U`oc LL E E E E `a E 9 9 'per m _ — — a v W @ G mE 9 4 G z IL IL $ Q r m q � m mm Pt W - f0 00 m m m m V U U V U 0 C 9 U rm � C � '�O J � 2 `S }t •. � _b a� t W N UN O N �WJO O a a O � a! E em of 2E < < 3 7iia �a v ic�a �ti ❑c'� � < l7 s " u w Page 111 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... SCHEOULE _, .,- -- ' ConlreM Pi ce :Contrastlyrice: Centmi epri6e pAkit NAME :�'- ADDf1ESS CLASe 9¢E:fURF DESCRIPTION OF' ,ExcINd n9 '? Excluding Fxtlut6ng` SAdj SITE Taxe9 Taxes Taxes - :: 2D13 2014 _ 2D15 Stones and wet ditch line. Trim 1 Shanty Bay Ball Park. 1950 Ridge Road West A 4.2 Heavy fence, trass, bleachers Bad a Two properties north and south 118 Lakeshore Road West of Lakeshoe, trim 2 Shelswell Park 133 Lakeshore Rouad West A 3.5 Medium around sports pad, bollards, rocks, and tmes Includes pump house, trim 3 Harbourwood Park 40 Shelsweil Boulevard A 5.9 MediuM entrances, pump Heavy house, fence, and front ditch, ditch Trim fence, a) 087 Lakeshore Road E, a) 7.4 posts, trees, 4 Memorial Park B) Plan 121 Block A A b) 2 5 Hea n' gardens, benches (Private) and pavilllons Oro- Medonte Admin. Trim ditch, 5 Centre 145 Line 7 South A 1.2 Medium building and trees Wet in ditch, trim 6 Llone I and 11 71 Line 4 Norm A 9.9 Heavy fence and around buildintis Old Town Hall & Trim fence line, 7 Cenotaph a33 Line 7 North A 1.2 Medium building and cenotaph Danny McCue Ball Ditch line Is 8 Diamond (Formerly 1885 Warminster Sideraod A 7,4 Heavy rough, trim Warminster Ball Park) building, playground Includes entranceway, and 9 Rlchlieu Soccer Field 15 A Rlchllau Street, pedestrian Warminster 'A 8.4 Msdlum access, trim fence0na and around goal T fence line 10 Ravines of Madame 8 Blackcomb Drive A 2 Fine and around sports pad and bee Includes pump house, trim 11 Ramey Memortal Park 5464 Line 8 North A 2.5 Heavy entrances, pump house, fence, and front ditch, ditch wo 2 Ball Diamonds, playground trim ball fences, 12 Vasey Park 4851 Vasey Rand A 7.5 Heavy entranceway, playground, bleeche 1, and 13 O.P.P. — Horseshoe 3375 Line 4 North A 0.5 Medium Flat and Valley landscaped, Outdoor Fitness 14 Lohuaru Trail 3375 Line 4 North Adjacent A 0.5 Heavy Stations and to OPP Station Gardens, tri m all reas Landscaped Corner of Line 4 and areas, tennis 15 Ltne 4 Park Horseshoe Valley Road A 3 Heavy court, and sports Adjacent to Firehall pad trim all areas Trim Fences, 16 Arbourwood Park 8 Basswood Circle A 2.8 Medium around playground and V I a Trim Fences, 17 Sweetwater Park 3353 Line 6 Norm A 2.4 Medium trees, playground, and valkways- Trim around rock 1a Brawls Park Rail A 1.2 Medium fence, signs and tables 19 Emily Park 46 and 48 Red Oak Crescent A 3.6 Fine Rough TOTALS FOR EACH YEAR 0 0 D Signature required: Page 112 of 150 10d) Report No. RC2013 -14, Shawn Binns, Director of Recr... ` T e 1 tills -NOW -W, l Shawn Binns June 13, 2013 Director Recreation & Community Services Township of Oro- Medonte 148 Line 7 south, Box 100 Oro, Ontario LOL 2X0 Dear Shawn As per our discussion of today please accept this letter as an agreed end to the following contract. CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE TENDER FOR PARKS, FACILITY, AND OPEN SPACE TURF MAINTENANCE FOR THE 2013, 2014, 2015 SEASONS TENDER CONTRACT# RC2013 -T-01 Further that this shall take effect this day June 13, 2013. TNT Services again wish yourself and Rick well and that it was our pleasure working with you both. The challenges of your vast area, topography, water tables and range of sites certainly provided both TNT and our crews with a learning experience. Thank you for that. Best Regards Todd Golow Grant Fisher President Vice President Snow and Ice management Landscape Maintenance 218 Lockhart Road Barrle ON L4N 9G8 (705) 721 -1771 tel - (705) 711 -5610 fax - tntinc.ca i Page 113 of 150 11 a) Councillor Lancaster re: Crosswalk Safety Issues — ... Verbal Matters (Section 12.3 of Township's �TOt of Procedural By -Law No. 2013 -054) Proud Heritage, Exciting Future Name: Councillor Marty Lancaster Item Number /Name: 11 a) Crosswalk Safety Issues — Shanty Bay Meeting Date: June 26, 2013 Motion No: C130626 -29 Type of Meeting: FCouncil ❑ Special Council ❑ Committee of Adjustment ❑ Accessibility Advisory Committee ❑ Recreational Technical Support Group ❑ Human Resources Committee Speaking Notes: Re: Shanty bay Traffic light crosswalk. • 1 request a report from staff (Jerry and Shawn) to give us information about a potential go forward about the installation of a traffic light crosswalk in front of the Shanty Bay Public School. • 1 refer to minutes of the Tiny Township council meeting where a similar system was approved on a county road in Wyevale. The County stated that they would assume it and take care of the maintenance of it once built. The cost that they quoted from the lower bid was $70 000. This cost was to be borne by Tiny Township. • Cost recovery should be looked into, and could be accomplished in 9 years. • The most important driver in this matter is safety of students and the public when crossing this road. There is a history of reports on this matter dating back to 2001. The report needs to be timely and be back before us by July 171" 7/3/13 Page 114 of 150 12a) Announcements of Interest to the Public: 1. Council... ti`,. -� � i �t Township v}��l Proud �Heritage, Exciting Future The next regular Council Meeting is scheduled for Wednesday, July 17,2013 10:00 a.m. Open Session The Council Meeting scheduled for August 14, 2013 has been cancelled Page 115 of 150 12b) Correspondence dated June 6, 2013 from AMO re: Key ... From: AMO Communications [mailto:communicate(a)amo.on.ca] Sent: Thursday, June 06, 2013 3:45 PM To: Hughes, Harry Subject: AMO Breaking News - Waste Reduction Act TO THE IMMEDIATE ATTENTION OF THE CLERK AND COUNCIL June 6, 2013 Key Role of Municipalities in Waste Diversion Recognized Today, Jim Bradley, Minister of the Environment, announced a waste reduction strategy that would replace the current Waste Diversion Act with a Waste Reduction Act. This new approach will focus on producers being responsible for "end -of -life" management of the products and packaging they generate. The proposed legislation will recognize municipal governments' role and investments in the provincial waste diversion system and will build on it. We understand that the proposed Waste Reduction Act could lift the current 50 per cent net costs cap on producer funding for the Blue Box Program, as well as require that reasonable municipal Blue Box costs are considered in this process. This again is an extremely welcome step to reduce producers' use of property tax dollars to manage the disposal or recycling of their products and packaging. When producers do not take responsibility for waste diversion programs, municipalities, as local governments, must manage the waste and local taxpayers end up paying the bill. Service standards for consumer accessibility and convenience will be developed along with minimum collection and recycling targets. These standards will be critical so that all communities throughout the province can contribute to increasing waste diversion and reducing what goes to landfill. It establishes an individual producer responsibility system (IPR). This means individual producers would be responsible for environmental targets set by government on a product by product basis. Other highlights of the proposed strategy include strengthening the Blue Box Program, and increasing organics diversion. The proposed Waste Reduction Act would: • Make individual producers responsible for reduction and recycling results; • Transform Waste Diversion Ontario into a Waste Reduction Authority that has more tools for oversight, compliance and dispute resolution; • Use of "all in pricing" to incorporate the price of recycling into the wholesale cost of the product; and • Designate additional wastes such as industrial commercial and institutional (IC &I) sector materials, starting with printed paper and packaging, to significantly increase waste diversion efforts. These changes in our view will provide the much - needed incentive to reduce packaging and to recover more value from what is thrown away. It allows consumers to make choices based on producers that meet their waste targets in cost effective ways. It should also encourage producers to be more innovative and efficient. Page 116 of 150 12b) Correspondence dated June 6, 2013 from AMO re: Key ... Consultation on this strategy is planned over the summer and we expect that all information will be posted on the Environmental Bill of Rights Registry (EBR) shortly. We look forward to meaningful consultation and results on these initiatives and we will keep AMO members posted on any new developments and details as they become available. What you need to do: Inform your residents — more waste diversion means a longer life for landfill sites and better stewardship of limited resources; Inform your MPPs — more producer responsibility makes business less dependent on property taxpayers to pick up the costs and will foster innovation and more efficient packaging. It also reduces the need to site new landfill sites and rightly moves costs to those who generate the expense; and Participate at consultations and respond to the EBR posting. htti)://www.ebr.gov.on.ca/ERS- WEB- External /displaynoticecontent.do? noticeld= MTE5NzM0 &statusld= MTc5MTM1 &lanquage =en For more information on the Ministry of the Environment's announcement: htti): / /www.ene.gov.on.ca /environment /en /submect/waste diversion /index.htm AMO Contact: Cathie Brown, Senior Advisor, E -mail CathieBrown(a)amo.on.ca, 416.971.9856 ext. 342. PLEASE NOTE AMO Breaking News will be broadcast to the member municipality's council, administrator and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required. We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. DISCLAIMER These are final versions of AMO documents. AMO assumes no responsibility for any discrepancies that may have been transmitted with the electronic version. The printed versions of the documents stand as the official record. Page 117 of 150 12c) Correspondence dated June 4, 2013 from Jaclyn Bell,... Mayor Hughes and Members of Council Township of Oro Medonte 148 Line 7 South Oro, ON, LOL 2X0 Dear Mayor Hughes and Members of Council, Barrie Area PHYSICIAN RECRUITMENT June 4U', 2013 On behalf of the Barrie Area Physician Recruitment Task Force I'd like to take this opportunity to thank the Council of the Township of Oro Medonte for their ongoing support of the recruitment and retention initiative in our community. We have made significant progress in bringing much needed Family Physicians and Specialists into the area; however, there is still a tremendous amount of work to be done. Health care human resources will be a significant issue facing all residents of the area in the coming years and recruitment will be the key initiative to alleviate the hardships of the physician shortage. The Task Force also focuses on the various needs of incoming physicians. For instance; we tour visiting physicians throughout the catchment area as well as ensure a unique support system is in place for both the physician and their families should they choose to start a practice in Oro Medonte or elsewhere in the Barrie Area. The Task Force also ensures a structured retention plan is in place to maintain physician satisfaction within the Barrie Area community in years to come. In order to continue to be successful in the recruitment and retention of family physicians and specialists into the area we kindly request your financial support, in the amount of $14,500 to help further our initiatives. As you are aware your financial contribution allows for your representative, currently Mayor Harry Hughes, to hold a seat on the Task Force, which will ensure that your input and accountability needs are met. If you have any questions please do not hesitate to contact me at any time, or if you prefer to meet I am available at your convenience. I can be reached directly at 705- 728 -9090 ext. 42313 or by e -mail at BelUa c_,rvh.on.ca Thank -you for your continued support. Sincerely, Jaclyn Bell Physician Recruitment Coordinator 201 Georgian Drive, Barrie, ON, L4M 6M2 I t: 705 728 9090 1 f: 705 728 2408 www.rvh.on.ca I www.barriedoctors.ca Page 118 of 150 12d) Correspondence dated June 11, 20123 from Janice Sko... Academic excellence alive and well at RVH Skot Talk #17 June 11, 2013 Recently as I was walking past our Cancer Centre and happened to see Dr. Scott Chubbs in the midst of a serious conversation with Dr. Christiaan Stevens. At first glance it looked like a typical scene at RVH - two physicians conferring about a patient's condition and treatment path. But it was so much more than that — it was a `teaching moment'. That's because Dr. Chubbs is one of RVH's 20 Family Medicine Teaching Unit S (FMTU) residents and, on this day, he was being men re by Dr. Stevens, an RVH radiation oncologist. ` I have to say our FMTU offers family medicine residents the best of both worlds. tJ Residents, like Dr. Chubbs, practice medicine with a full caseload of patients while gaining invaluable knowledge as they work alongside RVH's many skilled physicians. I cannot imagine a better environment than the FMTU -RVH setting in which to learn to become a well- rounded and well- trained family physician and I know Dr. Chubbs agrees. That is why the FMTU, a partnership with the University of Toronto (U of T), is one of the most sought after medical residency programs in the country. Since the program began in 2009, we have had 28 family medicine residents participate in the program. Sixteen have graduated -- nine of those have stayed in the area to set up their own practice and another four are completing additional training. Based on research, we knew before we established the program that up to 50 per cent of the residents would likely stay in the area in which they train — we're doing much better than that! One of our graduates this year is Dr. Devon Turner who says being a resident at the FMTU is nothing short of a golden opportunity - "I doubt there is a hospital site with such a state -of- the -art teaching facility where residents are able to assume the responsibility of an independent family physician while in an environment supervised by practicing family physicians." I doubt it too, but I may be just a little biased! Not only does this give us the opportunity to `grow' our own docs for our under - serviced community, but Dr. Stuart Murdoch, FMTU Program Director and RVH's Chief of Family Medicine, says that the family physicians and specialists working with the residents have become better doctors through their teaching experience. Again a win -win! I have to say the incredible success of this program is due to the fact the RVH medical staff and the medical community is extremely supportive of this project. Not to mention the community in general. My daughter, Alanna, and I recently attended the Fashionistas' Unite event which is a fundraiser now in its fourth year where proceeds support medial equipment for the FMTU clinic. It was great to see our brilliant residents having fun and strutting their stuff on the runway — truly brains and beauties! This amazing partnership with U of T is beneficial on many levels: the family medicine residents get their final training in a community -based hospital, people in our region get access to family doctors, and the doctors teaching the residents have the opportunity for growth and learning as well. I want to extend my congratulations to the FMTU team for their successful program, and special kudos to Dr. Stu Murdoch for his leadership. On behalf of Team RVH, I wish the best to our recent graduates Dr. Christa Kozanczyn, Dr. Kara Tenhoeve, Dr. Ryan Zufelt, Dr. Devon Turner, Dr. Heidi DeBoer, Dr. Ben Burt, Dr. Jessie Weaver and Dr. Dave Evans. Seven new FMTU residents will join the program in July which is our opportunity to encourage seven more family physicians to stay in the area — with our track record of success to date, I have no doubt we can accomplish this goal. I'll be in touch. Janice Page 119 of 150 12d) Correspondence dated June 11, 20123 from Janice Sko... Highlighted activities from the past few weeks: • Participated in the Rotary Fun Run • R4R Radiothon radio interview for Larche Communications • Participated in Physician Provincial Leadership Council • RVH Board Meeting - presentations • Foundation's Inspiring Leaders breakfast meeting - speaker • Guest speaker at Taking Your Organization to the Next Level — Studer conference Toronto • Speaker at Two -day Leadership Excellence Institute (LEI) Barrie • Attended "Transforming Health Systems" session in Toronto with Health Minister Deb Matthews as speaker • Attended `Night at the Museum' event at Simcoe County Museum • Speaker at Medical Staff Quarterly meeting • Golfed in RVH's 26th Crystal Classic (very poorly but 1 had fun ©) Page 120 of 150 12e) Correspondence dated June 5, 2013 from Michael Chan... Ministry of Tourism, Culture and Sport Minister 9th Floor, Hearst Block 900 Bay Street Toronto, ON M7A 2E1 Tel: (416) 326 -9326 Fax: (416) 326 -9338 June 5, 2013 His Worship Harry Hughes Mayor Township of Oro - Medonte 148 Line 7 South Oro, ON LOL 2X0 Dear Mayor Hughes: Ministere du Tourisme, de la Culture et du Sport Ministre 91 etage, Edifice Hearst 900, rue Bay Toronto, ON M7A 2E1 Tel.: (416) 326 -9326 Telec.: (416) 326 -9338 1090MC- 2013 -347 JUN 0 7 2013 ORO- MEDONTE TOWNSHIP I would like to extend my congratulations to the Council of the Township of Oro - Medonte for recently passing a bylaw to create and appoint a municipal heritage committee. This important step demonstrates the value your community places on conserving its heritage. Heritage conservation helps communities to remember and understand their past and encourages a deeper sense of identity. This bylaw will help protect invaluable heritage resources for the enjoyment of future generations. I am pleased that staff in my ministry had the opportunity to contribute to this milestone in your community. Municipalities, municipal heritage committees and other heritage organizations are doing terrific work on heritage conservation throughout Ontario. Celebrations for Heritage Week, Doors Open, plaques and educational programs, walking tours, publications, inventories and planning policies are just a few of the ways that heritage is being championed. Heritage conservation is also an important part of community economic development that can attract visitors who have an interest in Ontario's rich and varied history. Again, please accept my best wishes on the establishment of this important tool for heritage preservation in Ontario. Yours truly, Michael Chan Minister Page 121 of 150 12f) Minutes of Sustainability Plan Steering Committee (... Sustainability Plan Steering Committee (SPSC) sustainable Thursday, May 2nd, 2013, 11 am-1 pm SEVERN S yUND NSCFDC Office www.sustainablesevernsound.ca Meetina #35 Minutes Attendance Debra Muenz North Simcoe Community Futures Development Corporation Doug Luker Township of Tiny Ray Millar County of Simcoe Jon Major Town of Penetanguishene Glen White Township of Oro - Medonte Marina Whelan Simcoe- Muskoka District Health Unit Mara Burton Township of Tay And: Luke Raftis Sustainability Coordinator Bob Bowles Lakehead University /SSEA Regrets Keith Sherman Severn Sound Environmental Association Chris Murray Lakehead University — Orillia Campus Bob Jeffery Town of Midland Ron Stevens Township of Severn Jennifer Schnier Township of Georgian Bay 1.0 WELCOME AND INTRODUCTIONS The Chair opened the meeting at 11:00am. There were no declarations of pecuniary interest. 2.0 REVIEW OF TODAY'S AGENDA AND MINUTES OF March 7th, 2013 Moved by Ray Millar and seconded by Doug Luker THAT the minutes of March 7th, 2013 be adopted as presented. Carried. 3.0 WORK PLAN 3.1 Election of new chairperson Deferred until the next meeting. 3.2 Focus on Nature television spot The plan is to film the show sometime in late May early June. Keith, Wes, Ray and Luke will be answering questions as indicated in the script (sent separately). There was some discussion as to visuals, and additional `cut away' footage (b -roll) would be beneficial but is time - consuming to obtain, since we don't have the right camera equipment. Still photos can be panned as an alternative. Luke will investigate further. We will try to get it on all of the local Rogers station in the area. Sustainable Severn Sound —May 2nd, 2013 Page 122 of 150 12f) Minutes of Sustainability Plan Steering Committee (... 3.3 Sustainability Summit update Our Annual Sustainability Summit will this year be held in conjunction with the SMDHU, the County, and the City of Barrie. This was done all of these organizations were in the early stages of planning on events on the same topic as SSS (implementation of active transportation). This means it will be a larger event than before. Luke has been working with these organizations and will provide updates as plans progress. Ideas on potential workshops /concurrent sessions were discussed. There was also discussion of an alternative outreach event that would be more accessible to the public, similar to a 'trails open' event, targeting people that wouldn't typically attend a summit or workshop, including students. 3.4 Sustainability in council reports: examples Luke presented a summary of the various ways municipalities have included sustainability consideration in their standard template for reports to council. The results are summarized in the report entitled Sustainability Considerations in Staff Reports. Currently there are several different systems in across the area. 3.5 Invasive species communications The invasive horticultural species posters /brochures have been completed. They can be posted electronically or physically. They are available on our website 3.6 Indicators sub - committee — new member(s) needed With the departure of Peter Dance from our Steering Committee, a new member was needed for our indicators subcommittee. Doug Luker volunteered. 3.6 Financial Report Funding has been received for all of SSS' municipal partners for 2013. There have been no major expenditures recently and the report is attached. 4.0 OTHER BUSINESS Oro - Medonte Recreation department has initiated AT policies & will be holding cycling open- houses in the coming weeks The Ministry of Natural Resources has produced Along the Shore, a homeowner's guide to Lake Simcoe, waterfront management, which is quite comprehensive. Bob Bowles will be planting a 'three sisters' garden (corn, beans, squash) at Scout Valley with elders from the Chippewa of Rama. The city sent staff to remove the sod Penetanguishene will be the lead organization for a feasibility study regarding a bus route connecting Penetanguishene and Midland. Georgian College will be assisting with the research. Sustainable Severn Sound —May 2nd, 2013 Page 123 of 150 12f) Minutes of Sustainability Plan Steering Committee (... Tiny is in the midst of a phase 3 environmental assessment for a new septage management facility to be located within the township. 5.0 NEXT MEETING / ADJOURN The next meeting is scheduled for Thursday, June 6th, 2013 at 1lam at the North Simcoe CFDC The meeting was adjourned at 1:04 pm. Sustainable Severn Sound —May 2nd, 2013 4 Page 124 of 150 12f) Minutes of Sustainability Plan Steering Committee (... Sustainability Plan Steering Committee (SPSC) sustainable Thursday, June 6th, 2013, 11 am -1 pm V S�1 �[ �E � S ���ND NSCFDC Office Meeting #36 Minutes www. sustain ablesevernsound.ca Attendance Debra Muenz North Simcoe Community Futures Development Corporation Ray Millar County of Simcoe Jon Major Town of Penetanguishene Glen White Township of Oro - Medonte Mara Burton Township of Tay James Young Township of Tay Bob Jeffery Town of Midland And: Luke Raftis Sustainability Coordinator Regrets Keith Sherman Severn Sound Environmental Association Chris Murray Lakehead University — Orillia Campus Bob Bowles Lakehead University /SSEA Ron Stevens Township of Severn Jennifer Schnier Township of Georgian Bay Marina Whelan Simcoe- Muskoka District Health Unit Doug Luker Township of Tiny 1.0 WELCOME AND INTRODUCTIONS The Chair opened the meeting at 11:00am. There were no declarations of pecuniary interest. 2.0 REVIEW OF TODAY'S AGENDA AND MINUTES OF May 2nd, 2013 Moved by Ray Millar and seconded by Glen White THAT the minutes of May 2nd, 2013 be adopted with minor corrections. Carried. 3.0 WORK PLAN 3.1 Election of new chairperson Deferred until the next meeting. 3.2 Local improvement charges & energy retrofits In October 2012, the Ontario government amended the Municipal Act to permit both upper and lower -tier municipalities to use local improvement charges to finance energy Sustainable Severn Sound June 6th, 2013 Page 125 of 150 12f) Minutes of Sustainability Plan Steering Committee (... retrofits (and renewable energy projects) for individual private properties. This has been done extensively in other jurisdictions over the last decade (mainly in the US though the PACE programs, but also in Vancouver, Halifax). The concept is basically that the municipalities would create a debenture and then issue loans to homeowners who wish to undertake an energy retrofit (or even small renewable energy project, such as solar - thermal panels, in a few cases). The loan would then be added to the property assessment and paid off through the tax bill on the individual property. Typically these projects are $10- 25,000, and have a payback of 5- 12 years. The renovations must be completed from a list of pre- approved contractors, and the municipality would have somewhat of an oversight role, such as inspection. Typically these programs only exist in larger municipalities (cities or counties), as there is some staff time required to create and administer the programs. (Read more) These programs have been widely praised due to the major advantages they have in quickly and affordably updating at no cost to taxpayers. • Municipalities can get much better rates than individuals, as banks typically don not want to issue loans for energy retrofits (it is too small to make much profit for them, and it is also `foreign territory' for them). • There is a minimal risk of default as the loan is added to the property assessment, so municipalities are first in line, even ahead of mortgage lenders • Typically the retrofits are cash flow neutral or positive for homeowners, they will simply be paying the loan in exchange for a reduced utility bill, which further reduces the risk of default. • Once the retrofits are completed, substantially less money will be leaving the community (heating & electrical costs) • The projects create local employment as the list of pre- approved contractors. Some projects have even included partnership with organizations who provide skilled trade experience for local underemployed youth for certain components of the retrofits. In Ontario, there were a number of municipalities that were very enthusiastic about these opportunities and formed a partnership to conduct a feasibility study and implementation guide. Partners include the Clean Air Partnership, Toronto Atmospheric Fund, Ontario Ministry of Energy & Infrastructure, the OPA, the cities of Toronto, London, Guelph, & Hamilton, Durham Region, and Enbridge. Toronto is planning to implement a pilot program very soon (1000 households + 10 MURBs), which will be going to council with weeks. Durham is planning a similar program, but is not as far along. (Read more) The partnership has been working since the legislation was changed last October and everything is now complete in draft form, with final version expected by June 30tH These include: Legal opinions, focus group test results, briefing notes, and the main program design template. - Sustainable Severn Sound —June 6th, 2013 Page 126 of 150 12f) Minutes of Sustainability Plan Steering Committee (... While both upper and lower -tier municipalities can, in theory, run such a program, it seems easier for larger municipalities to do so, as there is a certain degree of administration involved. The committee discussed several issues related to implementation of such a program in Simcoe. The County does not have the power to levy taxes, but could administer the program on behalf (and at the request) of its member municipalities, who would then take on the role of 'flow- through' and probably also undertake any on- the - ground inspection by their building departments. It was also suggested that towns could provide input as to any priorities they might have (i.e. providing criteria and /or mapping of housed older than 19XX, or buildings with high utility bills). SSS will circulate the report to councils when it comes out in final form (Est. June 30th) to raise awareness of the opportunity. The issue will be discussed in the future to determine if there is anything we can do to promote the issue. 3.3 HR Issues Luke Raftis will be leaving his position, with his last day being June 21St. There will be a meeting next Wednesday, June 12th, 9:30, at the NSCFDC offices to discuss issues related to the transition and re- hiring. Annie Zoschke ( NSCFDC) will be arranging the next steering committee meeting (July 4th). The new position will be effectively the same, with the length extended to compensate for the initial delay in hiring. 3.4 Sustainability Summit update Planning for the Summit is proceeding as planned. We are working with the County, The Health Unit, and the City of Barrie on 2 -day event on Active Transportation Implementation. The concept is to focus on the barriers to implementation, and less so on the rationale, which has been covered extensively. Interviews were conducted with several municipal staff from various municipalities (typically public works /engineering) on what they perceived the main impediments to be (technical and otherwise). We will be meeting again to develop workshops (and guest speakers) that will address those specific barriers. The issues of wildlife using underpasses on trails were brought up and may be discussed (either individually or as part of a broader workshop). Luke will inform the other members of the working group of his impending departure and ensure that the transition is manageable. 3.5 Sustainability in council reports — recommendations There was a report circulated after the previous meeting that compared the various ways that sustainability consideration are included in staff reports. It provided the Sustainable Severn Sound —June 6th, 2013 Page 127 of 150 12f) Minutes of Sustainability Plan Steering Committee (... spectrum of how strongly the issue is included, some of which are essentially just a cursory mention of general themes, whereas some are a detailed analysis, though it stopped short of providing specific recommendations. Going forwards, it was decided that each member of the steering committee would act as an ambassador to their respective municipality, and advocate on the issue as they see fit. In future council deputations by SSS or annual reports, the issue may be raised as well. 3.6 Financial Report SSS has accumulated a surplus due to the initial delay in hiring, and also from a number of items being under budget. We may not have any audit fees this year, due to the simplicity of the budget. The statements are attached. 3.7 Reassessing priorities — plans for coming months There will be a meeting next Wednesday, June 12th, 9:30 am at the CFDC office in Midland to discuss the logistics of hiring a new coordinator, and transition issues. The list of priorities developed by the committee late last year will be revised and updated with the goal of sending it to councilors /key staff for input. It would also help with better engaging municipalities. This will be discussed at the next meeting. 4.0 OTHER BUSINESS Nomination for the SCFF Food Charter Champions Awards close tomorrow, Friday June 7 th Oro - Medonte — Active transport strategy is going to council in draft form. The economic development committee is also working on a cycling strategy The Solar Co -op promoted in Midland (Queen Street Solar) submitted its application back in January, but we have not yet heard if the project has been short- listed for an OPA contract. This included 51% ownership of a number of roof - mounted installations in the Midland, Orillia, and Ramara areas, including the NSSRC. There was some discussion of potential green energy projects in the area. There is some interest in Penetanguishene (roof- mounted solar or small wind turbines). Several municipalities have `Treasure Days' which are typically quite successful. It was suggested that these should be done on the same day in adjacent municipalities to reduce the number of weekends in the summer with such extensive visual blight. A similar thing could be done with free garage sale weekends. Tavistock, ON has a whole -town garage sale. Sustainable Severn Sound —June 6th, 2013 Page 128 of 150 12f) Minutes of Sustainability Plan Steering Committee (... The County is moving ahead with the master transportation plan. Tiny going through the EA for the septage treatment facility. Unlikely to meet requirements, all watercourses are Policy 1 (can't be degraded at all). Small business week: Oct 24th is in the works. Huronia Food Trail now launched, It had started with Eco- Huronie, partnered with SCFF, and they're hoping it will spread in coming years. High - Skills Majors Program in schools ran recently: 120 students worked in 26 different businesses- expose them to industries, give them a chance to see what sort of jobs are available. The Town of Midland officially submitted an offer to purchase the Unimin site for $4 million. Midland will own that whole section of waterfront, and the slag pile will finally be gone. It has been suggested that residents could take some of the remaining aggregate as a (practical) souvenir. William street is being reconstructed, and will be lowered in some section to preventing flooding. The town library is continuing to update its collections of electronic medium. Tay is attempting to modernize its waterfront official plan. Bob Bowles and Mara Burton were talking about a turtle rehabilitation /nesting site. There is a lot of road kill, even endangered species, especially on highway 12. If there were appropriate nesting sites that the turtles came across prior to the highway, they would generally not need to proceed further. This work could be done through the trails committee. 5.0 NEXT MEETING /ADJOURN The next meeting is scheduled for Thursday, July 4th, 2013 at 11am at the North Simcoe CFDC. The meeting was adjourned at 1:00 pm. Sustainable Severn Sound —June 6th, 2013 Page 129 of 150 12f) Minutes of Sustainability Plan Steering Committee (... 9:47 AM Sustainable Severn Sound 06105/13 Balance Sheet Accrual Basis As of 31 May 2013 31 May 13 ASSETS Current Assets Chequing /Savings 1101 • Bank - BNS 77,974.05 Total Chequing /Savings 77,974.05 Total Current Assets 77, 974.05 TOTAL ASSETS 77,974.05 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2110 • Accounts Payable 4,282.66 Total Accounts Payable 4,282.66 Total Current Liabilities 4,282.66 Total Liabilities 4,282.66 Equity Summary of Surplus 3560 • Opening Balance 42,362.81 Total Summary of Surplus 42,362.81 Net Income 31,328.58 Total Equity 73,691.39 TOTAL LIABILITIES & EQUITY 77,974.05 9:46 AM Sustainable Severn Sound 06105/13 Profit & Loss Budget vs. Actual Accrual Basis January through May 2013 Jan - May 13 Budget $ Over Budget Income 4100 • Municipal Contributions 48,000.00 48,000.00 0.00 4101 • County of Simcoe Contributions 6,000.00 6,000.00 0.00 4200 • Interest Income 256.68 Total Income 54,256.68 54,000.00 256.68 Expense 5100 • Payroll 5160 • Wage Expense 21,745.56 23,396.00 - 1,650.44 Total 5100 • Payroll 21,745.56 23,396.00 - 1,650.44 5300 • Meetings 5310 • Meeting Expenses 438.79 750.00 - 311.21 Total 5300 • Meetings 438.79 750.00 - 311.21 5500 • Conf. Attendance & Prof Dev. 392.38 800.00 - 407.62 5600 • Administration 5630 • Bank Charges & Interest 15.00 5650 • Materials, Supplies & Postage 22.67 208.31 - 185.64 5660 Website Maintenance/ Updates 27.05 375.00 - 347.95 5690 Translation 0.00 229.15 - 229.15 5695 Travel 286.65 333.35 -46.70 Total 5600 • Administration 351.37 1,145.81 - 794.44 Total Expense 22,928.10 26,091.81 - 3,163.71 Net Income 31.328.58 27.908.19 3.420.39 Page 130 of 150 13a) Correspondence dated June 12, 2013 from Janet Campe June 12, 2013 Mr. Doug Irwin W Director of Corporate Services j °10A' 7 Dear Mr. Irwin: Thank you for taking the time to consider our request. Sincerely, Janet Campeau Page 131 of 150 13b) Correspondence dated June 9, 2013 from Susan Grant,... Girl Guides of Canada Guides du Canada Ontario Council Bonita Glen Camp Committee c/o Susan Grant 1241 Bass Lake Sideroad East, R. R. #2 Hawkestone, Ontario LOL 1 TO Phone: 705.326.6788 E -mail: susangrantgxplornet.com Jame 9, 2013 Oro - Medonte Township Council 148 Line 7 South, Box 100 Oro, Ontario LOL 2X0 Attention: Harry Hughes, Mayor and members of Township Council Dear Harry: JUN 1 2 2013 ORO- MEDONT E TOWP SHiP Girl Guides of Canada has been an organization of outstanding women for over 100 years; it is with pleasure that we invite you to celebrate two of the women who helped Guiding in the early years. On Sunday, August 25th at 1:30 p.m. we ask you to join us in the unveiling of a plaque remembering Blanche Hodgins the original "Bonita ". She was Toronto District Commissioner from 1923 to 1936 and was instrumental in purchasing the first "Bonita Glen Camp" in King City in the 1920's. She was also the organizer of Ontario GGC Cookie Days in 1929. We will also be recognizing her daughter Estelle Wishart who was a Guide Leader throughout the 1920's; she became Toronto District Commissioner after her Mother and went on to become National Commissioner from 1948 to 1954. Bonita Glen Camp Committee are hopeful that you will be able to join us for this special dedication at the camp which is located at 567 Line 11 South in Oro - Medonte Township. The children and grandchildren of Estelle Wishart will unveil the plaque at 1:30 p.m. An Open House will be hosted by the I' Bonita Glen Trefoil Guild from 11:00 am. until 3:00 p.m. and a BBQ will be held with proceeds going towards items for the camp. Bonita Glen Camp in Hawkestone has been a part of Girl Guides of Canada since 1940. We are proud of our history and we welcome Guiding members and the public to join us, as we honour our history and the women in it. If you have any questions, please do not hesitate in contacting me. We appreciate all the support you have given us in the past. Yours in Guiding, Susan Grant iMIS # 21284 Chairperson Bonita Glen Camp, Local Property Extreme Speciality Committee (LPESC # 202461) Ontario Council, Girl Guides of Canada Page 132 of 150 13c) Correspondence from Simcoe County Food & Agricultur... Simcoe ( ounty 0 FOOD& ACRICUUFURE CHARTER CHAMPION AWARDS gQlE Coe*, OF „V The Simcoe County Federation of Agriculture invites its members and the public to attend its Annual Summer BBQ Featuring the Sirnc e C oun4/ Food and Agriculture Charter Champion Awards Saturday July 13, 2013 at 3:30 p.m. irk Hill 'Farms 2935 Brsi i r-i , k- , F4t#2 Bmie, onlarb GPS Q00FQNATPS N 44 22.026 %A1 7n AC' rse'. Tickets $15" person R.SX.P. by July 5, 2013 Connie Now at 705- 726.9300ad 1224 Organizing Partners AgbAm Sfficoe County Fccd and Agdaulkre tester Steedrg CcmnUe, Fri Partners AI arse o1 Show , and Barrie H1 RM Visit fpa.simcoe.ca for more information. Page 133 of 150 13d) Correspondence dated May 23, 2013 from Mayor Maroly... !'(OFF�FIICE OF THE MAYOR ()AROLYN IMORRISON TOWN HALL 6311 Old Church Road Caledon, ON L7C 116 www.caledon.ca 905.584.2272 x.4155 11.888.CALEDON FAX 905.584.4325 ma rolyn. morrison @ca I edon.ca Mayor Dennis Lever a Chair, Top Aggregate Producing Municipalities of Ontario E C E 1 V E c/o Township of Puslinch 7404 Wellington Road 34 JUN 0 3 2013 Guelph, ON N1H 61-19 May 23, 2013 Dear Ma er, Township of PI.js,iir,(j- Attached is a staff report outlining gravel pit appeals within the Town of Caledon and the implications for gravel pit appeals in municipalities across the province. The Town of Caledon has committed $200,000 towards the municipal response to these appeals at the Assessment Review Board (ARB). Since the outcome of the Town of Caledon's gravel pit appeals at the ARB may set the precedent for gravel pit appeals across the province, we are seeking your financial assistance to mount a successful defence at the ARB. Gravel pit properties across the Province have appealed their property assessments. These appeals are being supported by the Ontario Stone, Sand and Gravel Association ( OSSGA). If successful, these appeals will represent a dramatic decrease in the amount of property tax revenues received from gravel pit properties in 2013 and future years. Further, some municipalities will be providing property tax refunds for gravel pit appeals dating back several years. For the Town of Caledon, the 2013 and on -going property tax revenue loss from gravel pit properties could be as high as $270,000 per year (lower tier portion only) with an additional $1,400,000 of potential one -time refunds for gravel pit appeals dating back to 2006. In response to the mass appeal from gravel pit owners, the Assessment Review Board has consented to trying ten test cases that will determine the outcome of the remaining appeals across the province. The first two of the ten test cases to be heard by the ARB are for gravel pits located in the Town of Caledon. Although the Municipal Property Assessment Corporation (MPAC) will be at the ARB hearing defending their assessment of the gravel pit properties, the Town of Caledon believes that it is important for the municipal voice to be heard at the ARB also. Accordingly, Town of Caledon Council has approved the spending of up -to $200,000 from the Town's contingency reserve funds to engage the Municipal Tax Equity (MTE) Paralegal Professional Corporation to represent the Town in defence of the gravel pit appeals at the ARB. The OSSGA is putting significant resources into these appeals and have retained a tax consultant who is advocating a new assessment methodology for gravel pit properties in Ontario. Since these cases are important in terms of setting the precedent for gravel pit settlements in municipalities across the Province, we are seeking your moral support and financial support in defending the first two gravel pit test cases to be heard by the ARB. Thank you for your consideration in this important matter. Sin erely, Marolyn orrison Mayor Encl. Page 134 of 150 67 13d) Correspondence dated May 23, 2013 from Mayor Maroly... CS -2013 -034 To: Mayor and Members of Council From: Corporate Services Department Meeting: 2013 -04 -30 Subject: Assessment Appeals on Gravel Pit Properties RECOMMENDATIONS That Report CS- 2013 -027 regarding assessment appeals on gravel pit properties be received; and That the Municipal Tax Equity (MTE) Paralegal Professional Corporation be engaged to represent the Town in defense of gravel pit appeals at the Assessment Review Board, at an estimated cost of $200,000, funded from the Contingency Reserve Fund; and That the Mayor be requested to approach the Association of Municipalities Ontario (AMO), the Top Aggregate Producing Municipalities of Ontario (TAPMO), and other associations to obtain their support and /or interest in participation. EXECUTIVE SUMMARY • The property assessments of fourteen of the twenty -five Gravel pits in the Town of Caledon are currently under appeal at the Assessment Review Board (ARB) for the taxation years ranging from 2006 to 2012 and 2009 to 2012. • The Town's gravel pit appeals have been combined with other gravel pit appeals across the province and are being supported by the Ontario Stone, Sand and Gravel Association ( OSSGA). • The OSSGA has requested that the land valuation for all gravel pit properties across the province be based on one of two rates: ■ $8,000 per acre; or ■ $12,000 per acre • The Assessment Review Board is conducting ten test cases from across the province which may determine the assessment methodology for all gravel pits under appeal. • Two of the ten ARB test cases are gravel pit properties located in the Town of Caledon. • The Town of Caledon's test cases will be presented first to the ARB. • Based on the OSSGA's valuation proposal, the Town's financial exposure is projected to be: ■ $270,000 on -going tax revenue loss from gravel pits (Town portion only) ■ $1,400,000 one -time refunds for gravel pits under appeal from 2006 to 2012 • The Town has retained the services of Municipal Tax Equity (MTE) Paralegal Professional Corporation in defense of gravel pit appeals at the Assessment Review Board. Page 1 of 4 Page 135 of 150 M 13d) Correspondence dated May 23, 2013 from Mayor Maroly... CS -2013 -034 DISCUSSION Purpose(background) There are 25 gravel pit properties in the Town of Caledon as assessed by the Municipal Property Assessment Corporation (MPAC). Gravel pit properties are complex properties to value and are generally assessed as follows: • Industrial assessment: the area actively being used as a pit, including any buildings located on the gravel pit site. • Residential assessment: buffer lands surrounding the pit site. In 2012, property tax revenues from gravel pit properties totaled $583,835 (Town portion of property taxes only). Gravel Pit Appeals in Caledon A total of 14 of the 25 Town of Caledon gravel pit properties are under appeal by the property owners with the Assessment Review Board (ARB): • 12 of these gravel pits are under appeal for the 2009 to 2012 tax years (4 years); 2 of these properties are under appeal for the 2006 to 2012 tax years (7 years). Status of the ARB Appeals The Town's gravel pit appeals have been combined with other gravel pit appeals across the province and are being supported by the Ontario Stone, Sand and Gravel Association. The central issue to these appeals is the valuation of gravel pit properties. The OSSGA proposes to determine the assessment value for all gravel pit properties across the province by using one of two values: 1. $8,000 per acre; or 2. $12,000 per acre. Based on the Halton & Peel Region Industrial Land Table for the per acre value of industrial land, the per acre values range from: • $58,311 per acre for a 400.00 acre industrial property; to $180,000 per acre for a 1.00 acre industrial property. At a pre- hearing before the Assessment Review Board in September 2012, the appellants and MPAC decided to have 10 of the appealed gravel pit properties become test cases to resolve the gravel pit appeals province -wide. Once a determination has been made by the ARB, those decisions will then be applied to all other gravel pit properties under appeal. Two of these ten test cases are located in the Town of Caledon and will be proceeding first through the appeal resolution process. The Town of Caledon has retained the services of Municipal Tax Equity Paralegal Professional Corporation (MTE) to represent the Town in these proceedings. MPAC has retained legal counsel to assist them in these proceedings. � ! i I• Page 2 of 4 Page 136 of 150 .• 13d) Correspondence dated May 23, 2013 from Mayor Maroly... CS -2013 -034 Statement of issues was provided by the Ontario Aggregate Association on December 4, 2012 to MPAC and MTE. If the Association is successful with their proposed assessment methodology: • MPAC would change the way they assess gravel pit properties; • There would be a reduction in the Town's industrial assessment base due to the reduction in the assessed value of gravel pits; • There would be an on -going loss of property tax revenue to the Town from gravel pit properties; • There would be a one -time payment to the owners of the 14 Town of Caledoon gravel pit properties under appeal for the refund of property taxes related to the 2006 to 2012 taxation years. The two test cases are proceeding through the appeal process at the Assessment Review Board this year with the discovery phase of the appeal process starting on May 15, 2013. Following the conclusion of these test cases, the remaining appeals will proceed. 2013 Reduction In Gravel Pit Assessments By MPAC In 2012, MPAC re- assessed all properties in Ontario as part of the scheduled property assessment cycle. In returning the assessments of the appealed gravel pit properties in Caledon, MPAC reduced the assessments for the majority of Caledon's gravel pit properties. In 2012, the assessed value of all 25 gravel pit properties in Caledon was $134,487,000. In 2013, the total taxable assessed value of these properties was $108,770,849, which is a total reduction to the assessment base of $25,716,151. Financial Implications Based on the proposed assessment methodology and proposed per acre valuation rates from the Ontario Stone, Sand and Gravel Association, it is projected that the Town's financial impact will be: ■ $270,000 on -going tax revenue loss from gravel pits (Town portion only) ■ $1,400,000 one -time refunds for gravel pits under appeal from 2006 to 2012 The Town has engaged the services of MTE to represent the Town at the Assessment Review Board at an estimated cost of $200,000. It is recommended that this cost be funded from the Town's Contingency Reserve Fund, account 08-00- 900- 35005 -000- 25000, which has a December 31, 2012 unaudited balance of $2.1 M. Staff will provide updates to Council as the appeals progress through the ARB and as additional funding is required. It is recommended that the support from other organizations, such as the Association of Municipalities Ontario (AMO) and the Top Aggregate Producing Municipalities of Ontario (TAPMO), be sought to participate and /or to provide optimal resources for the Town and other municipalities to mount a successful defense at the test cases to be heard at the Assessment Review Board. A win for the aggregate association and aggregate owners /TRQW TOWN OF r• Page 137 of 150 70 13d) Correspondence dated May 23, 2013 from Mayor Maroly... CS- 2013 -034 at the ARB would likely impact the assessments of all gravel pits across the province. Similarly, if the Town and other municipalities are successful in the test cases to be heard by the ARB, the assessment base and property tax revenues would be protected for municipalities across the province. Applicable Legislation and Requirements Assessment Review Board Rules of Practice and Procedure COMMUNITY BASED STRATEGIC PLAN Strategic Objective 6D- Improve and Strengthen Long -term Financial Health. NEXT STEPS MTE to represent the Town of Caledon at the discovery phase of the ARB appeals to start on May 15, 2013. The support from organizations, such as the Association of Municipalities Ontario (AMO) and the Top Aggregate Producing Municipalities of Ontario (TAPMO), will be sought. ATTACHMENTS None. Prepared by: Hillary Bryers Approver (L1): Peggy Tollett Approver (L2): Fuwing Wong Approver (L3): Ron Kaufman Approver (L4): Douglas Barnes Approver (1-5): AM Page 4 of 4 Page 138 of 150 71 13e) Correspondence dated June 19, 2013 from Bill and Sh... 4658 Line 4 North R. R. # 1, Hillsdale Ontario, LOL 1 VO June 19, 2013 Dear Mayor Hughes and Council Members: RECEIVE[ JUN 2 0 1013 ORO- MEDONTE TOWNSHIP In April of this year, we applied to the Committee of Adjustment for a Technical Severance of our farmland (application no. 2013- B -05). It is a 200 acre piece that runs from Concession 3 to Concession 4. Bill's mother and father purchased the West half of Lot 8, Concession 4 in 1944 and they purchased the East half of Lot 8, Concession 4 in 1948. We inherited the land when his father passed away. Although the land was separate deeds, at some point the land was joined together into one parcel and we are requesting to have them separated again, hence the application for a Technical Severance. The Committee of Adjustment granted provisional consent for the re- creation of one new lot for agricultural purposes subject to several conditions. One of these conditions is for the applicant to pay $2000 for the lot created, as cash -in -lieu of a parkland contribution. During the discussion a Committee Member wondered if it was fair that we had to pay this fee when indeed, we are not creating a new lot but re- creating an existing lot that was joined without the family's knowledge. We were advised to write a letter to Council once we received our approval for the severance. We have recently received our letter of Consent Application and are now asking for Council to consider forgiving this fee of $2000. This land is zoned agricultural land and when severed will still be two large parcels of farmland (100 acres each). We understand the Council has the power to forgive this cash -in -lieu of parkland condition at their discretion. We respectfully ask that you consider our request. Thank you. Sincerely, Bill and Sharon Pottage Page 139 of 150 13e) Correspondence dated June 19, 2013 from Bill and Sh... Committee of Adjustment Meeting Minutes — April 18, 2013. 5. PUBLIC MEETINGS: a) 2013 -B -05 (William & Sharon Pottage), 4398 Line 4 North, Concession 4, Lot 8 (Former Township of Medonte), Application for a technical severance to re- create two agricultural parcels to correct a situation where two lots have merged on title. William & Sharon Pottage, applicants, were present. Motion No. CA130418 -3 Moved by Chappell, Seconded by Tupling It is recommended that the Committee of Adjustment grants provisional consent to Application 2013 -13-05, for the re- creation of one (1) new lot for agricultural purposes, subject to the following conditions: 1. That one copy of a Registered Reference Plan of the subject lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary- Treasurer; 2. That the minimum total lot area for the severed lot be 42.0 hectares; 3. That the applicant's solicitor prepare and submit a copy of the proposed conveyance for the parcel severed, for review by the Municipality; 4. That the applicant pay $ 2,000.00 for the lot created as cash -in -lieu of a parkland contribution; 5. That all municipal taxes be paid to the Township of Oro - Medonte; and 6. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of the giving of the notice. Carried. Page 2 of 11 Page 140 of 150 13f) Correspondence dated June 20, 2013 from Samah Othma... From: Othman, Samah Sent: Thursday, June 20, 2013 9:38 AM To: Teeter, Janette; Brissette, Marie Cc: Irwin, Doug Subject: Peacekeepers Week Flag Raising Ceremony Hi Janette, Peacekeepers Week Flag Raising Ceremony to be held on Wednesday, August 71" at 11:00 AM at the 4th Line Park — ceremony is dedicated to the memory of Private Kevin Thomas McKay. Thanks, Sam Samah Othman Executive Assistant / Corporate Communications Specialist Township of Oro - Medonte Page 141 of 150 13g) Correspondence dated June 21, 2013 from Paulina Rob... Brissette, Marie To: Irwin, Doug Subject: RE: Request for Waiver on Building Permit June 21, 2013 Mayor Harry Hughes Township of Oro Medonte 148 Line 7S Box 100 Oro, Ontario LOL 1X0 Dear Mayor Hughes, It was a pleasure to see you again at the United Way Greater Simcoe County AGM last evening. As discussed with you, United Way Greater Simcoe County is holding a new event this fall called 100K for United Way. The cycling event is being held October 6, 2012. The start and finish will be held at Oro Fairgrounds and 3 routes are planned throughout Oro Medonte. Shawn Binns, your Director, Recreation & Community Services, has been wonderful to work with and has been very helpful to our committee to ensure that all the requirements are met! I am writing to you today to ask if the Township of Oro Medonte would waive the building permit fee for the tent that we will be using at the fairgrounds. At this time we are anticipating using a 40 x 100 tent and possibly a second but much smaller tent on the grounds. This event is being held to raise funds for United Way and its funded agencies that serve all of Simcoe County and we, of course, are trying to keep our event costs down so that more funds can be used where it is needed the most Your consideration to waive the building permits for these tents would be greatly appreciated! Should you require more information, I can be reached at 12 robe rtson(aiUnitedWapG SC. ca or at 705 - 726 -2301 x 2023. With worm regards, Paulina Robertson Director, Resource Development cc: Shawn Binns, Director, Recreation and Community Services Doug Cheshire, 100K for United Way Committee Member United Way Greater Simcoe County I t 705.726.2301, ext. 20231 f 705.726.4897 1 m 705.627.7072 1 3robertsonCcDUnitedWavGSC.ca Head office I t 705.726.23011 f 705.726.4897 1110 Highway 26 Midhurst, ON LOL 1X0 C011ingwood office I t 705.444.1141 115 Hurontario St., Ste. 105 Collingwood, ON L9Y 2L9 www.UnitedWavGSC.ca I Change starts here. I Reg. Charity #11879 9485 RR00 Page 142 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2013 -108 A By -Law to Amend By -Law No. 2007 -079, A By -Law to Authorize the Execution of a Joint Use Agreement between The Simcoe County District School Board and The Township of Oro - Medonte WHEREAS Section 11 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a municipality to pass by -laws with respect to the culture, parks, recreation and heritage; AND WHEREAS Section 20 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipality may enter into an agreement with one or more municipalities or local bodies, to jointly provide, for their joint benefit, any matter which all of them have the power to provide within their own boundaries; AND WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that it is the role of Council to ensure that the administrative policies, practices and procedures are in place to implement the decisions of Council; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte did, on July 18, 2007, enter into a Joint Use Agreement with The Simcoe County District School Board (SCDSB) to extend the educational and recreational use of existing facilities of the Simcoe County District School Board and the Township of Oro - Medonte to expire on June 20, 2009; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte did, on April 22, 2009 amend the Joint Use Agreement with The Simcoe County District School Board (SCDSB) and extended the educational and recreational use of existing facilities of the Simcoe County District School Board and the Township of Oro - Medonte to expire on June 21, 2012; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte did, on November 7, 2012, further amend the Joint Use Agreement with The Simcoe County District School Board (SCDSB) and extended the educational and recreational use of existing facilities of the Simcoe County District School Board and the Township of Oro - Medonte to expire on August 31, 2013; AND WHEREAS Council of The Corporation of the Township of Oro - Medonte deems it desirable to further amend the Joint Use Agreement; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the Mayor and Clerk be authorized to execute the Joint Use Agreement attached hereto as Schedule "A" and forming part of this By -law. 2. That the Joint Use Agreement attached hereto as Schedule "A" and forming part of this By -law shall commence on the 111 day of September, 2013 and shall continue until August 31, 2014 unless terminated earlier pursuant to the provisions of the Joint Use Agreement. 3. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 26TH DAY OF JUNE, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 143 of 150 BETWEEN: 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... JOINT USE AGREEMENT SIMCOE COUNTY DISTRICT SCHOOL BOARD (hereinafter referred to as "SCDSB And THE CORPORATION OF THE ORO- MEDONTE (hereinafter referred to as the "Municipality ") DATED THIS day of 2013 WHEREAS the Parties hereto are party to a Joint Use Agreement dated the 13th day of June, 2007 (hereinafter referred to as The Joint Use Agreement); AND WHEREAS the Term of the Joint Use Agreement subject to earlier termination rights defined by same — is expressed to expire on the 31st day of August, 2013; AND WHEREAS the Parties in accordance with the terms and provisions of Sections 34 and 35 of that Agreement have participated in the annual reviews contemplated thereby and in connection with this Renewal Agreement have further reviewed the terms and conditions of the Joint Use Agreement and wish to extend or renew that Agreement on the terms and conditions herein set forth. NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the mutual promises and obligations herein contained and The Joint Use Agreement and other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged, it is agreed between the Parties that: 1. The term of the Joint Use Agreement is hereby extended to commence on the 1st day of September, 2013 and shall continue until August 31, 2014 (the "extension term ") unless terminated earlier pursuant to the provisions of the Joint Use Agreement. 2. This Renewal or Extension Agreement may be subject to amendment or renewal upon such terms and conditions as may be mutually agreed in writing between the parties hereto as per Section 30 of the Joint Use Agreement. 3. It is further acknowledged and agreed that in accordance with the provisions of Section 15 of the Joint Use Agreement either party may amend the list of facilities set forth in Schedule "A" and Schedule "B" to the Joint Use Agreement which list of facilities is updated for the purposes of the Extension Agreement in Schedules "J" and "K" hereto attached which Schedules are subject to discretionary amendment as if forming a part of the original Joint Use Agreement and on the same terms and conditions as Section 15 of that Agreement defines. 4. Schedule "I" has been updated and is attached as Schedule "L" to this agreement. Page 144 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... E RENTAL RATES It is acknowledged and agreed that the rental rates to be charged may be adjusted in accordance with Section 18 of the Joint Use Agreement. In all other respects the terms and provisions of the Joint Use Agreement applying mutatis mutandis to the term of this Extension Agreement. IN WITNESS WHEREOF the parties hereto have duly executed this Agreement by their proper officers on that behalf SIMCOE COUNTY DISTRICT SCHOOL BOARD Per: Kathryn Wallace Director of Education Per: Robert North Chairperson We have authority to bind the Corporation THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Per: Harry Hughes Mayor Per: J. Douglas Irwin Clerk We have authority to bind the Corporation Page 145 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... Page 146 of 150 3 m m m � m m m W > ; > � m m m v� 0 0 0 c c c W a •V � •V � •v � � {� L I_ L I_ I_ °' °o� °oM °oN o AllllBtll ItlAtl d131d H011d 213000S N 710tl211 N � �JNINNna J 0 O 0 O131� 11tl8100d 2 U 0 rn 4NOWb'1011tl8 N N N N � N W lbno� Z N 0 11tl913�iStl8 0 W 3altl3Hl 2 tlR1313dtl0 M cA (�Sluo 6uipueIg) ti � � � � � All0tldtl0 WAD r`°i � � � � O O Z_ 3JtllOOd � � � � � � 3atlnt�s WAD N N N Cl) N co 3ZIS WJIJ °) � °) c) c c) a 7 J O W OO Uj � N � J 2 fn w a � w /^ L D N o d p m N O W Q T) y Z� m C L C O c C� 1= U N W c7 2 Page 146 of 150 cA Page 146 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... 4 SCHEDULE K Municipal Indoor and Outdoor Facilities Available to the SCDSB under Joint Use Agreement Oro- Medonte Community Arena • Ice Surface (Second Week in September— First Week of April) • Arena Floor • Banquet Hall Old Town Hall Ball Diamonds • Craighurst — no lights • Hawkestone — no lights • Lions 1 — lights • Lions 2 — lights • Shanty Bay — no lights • Vasey 1 — lights • Vasey 2 — no lights • Warminster — no lights Soccer Pitches • Warminster • Ramey Memorial Park Pavilions Memorial Park — Small Large Vasey Park Community Halls • Jarratt • Edgar • Eady • Carley • Hawkestone Halls have varied amenities. Rates are established by volunteer boards and differ from location to location. Page 147 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... 5 SCHEDULEL ICE TIME RENTAL RATES *Rates inclusive of GST Ice Rentals: Available second week in September -First week of April Effective Date: Prime Time (4:00 pm to close and all day Saturday, Sunday, and Statutory Holidays) Non -Prime Time (6:00 am to 3:59pm Monday through Friday) Non -Prime Time (S.C.D.S.B with Joint Use Agreement) (6:00 am — 4:59 pm Monday through Friday) September 2012 $168.00 $104.00 $104.00 FREE SKATING 8 Hours of Ice Time Monday- Friday between the hours of 6 am and 5:00 pm to be used for skating per School in the Township of Oro- Medonte. Non -Ice Rentals Effective Date: Adult April 4, 2012 Regular Rate $53.00 /hr Minor $41.00 /hr Floor (1,000 persons max) for events /show $589.00 /day Floor (1,000 persons max) for events /show with dancing /music $653.00 /day SCDSB Rate $31.00 /hr $25.00/h r $345.00 /day $352.00 /day Page 148 of 150 15a) A By -Law to Amend By -Law No. 2007 -079, A By -Law to ... Ball Diamond Rentals 6 SCDSB Rate Schedule L continued $31.00 /hr See Below* Banquet Hall (250 persons max) $16.00 /hr See Below* Minor with Lights Regular Rate SCDSB Rate Event/ Dance $323.00 /day $189.00 /day Meetings $32.00 /hr $17.00 /hr Tournaments $183.00 /day $108.00 /day Old Town Hall (accommodates 85 people) Regular Rate SCDSB Rate $28.00 /hr $16.00 /hr $120.00 /day $69.00 /day Ball Diamond Rentals Parks and Pavilions Regular Rate SCDSB Rate Large Pavilion $62.00 /day See Below* Hydro — accommodates up to 200 people - includes basketball court Small Pavilion $48.00 /day See Below* accommodates up to 125 people - includes basketball court Vasey Pavilion $62.00 /day See Below* Includes use of ball diamond accommodates 120 people max *Free Use of Outdoor Amenities i.e. Baseball Diamonds, Soccer Pitches, Tennis Courts and Pavilions during normal school hours Page 149 of 150 Regular Rate SCDSB Rate Adult with Lights $31.00 /hr See Below* Adult without lights $16.00 /hr See Below* Minor with Lights $26.00 /hr See Below* Minor without lights $12.00 /hr See Below* Parks and Pavilions Regular Rate SCDSB Rate Large Pavilion $62.00 /day See Below* Hydro — accommodates up to 200 people - includes basketball court Small Pavilion $48.00 /day See Below* accommodates up to 125 people - includes basketball court Vasey Pavilion $62.00 /day See Below* Includes use of ball diamond accommodates 120 people max *Free Use of Outdoor Amenities i.e. Baseball Diamonds, Soccer Pitches, Tennis Courts and Pavilions during normal school hours Page 149 of 150 18a) Being a By -Law to Confirm the Proceedings of the Co... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2013 -107 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, June 26, 2013 WHEREAS Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended provides that the powers of the Municipal Council shall be exercised by By -Law, unless the municipality is specifically authorized to do otherwise; AND WHEREAS The Council of The Corporation of the Township of Oro - Medonte deems it expedient that the proceedings at this Council Meeting be confirmed and adopted by By -Law; NOW THEREFORE the Council of The Corporation of the Township of Oro - Medonte hereby enacts as follows: 1. That the actions of the Council at its Council Meeting held on Wednesday, June 26, 2013, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. That the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro - Medonte. 3. That the Mayor /Chair and Clerk /Designate are hereby authorized and directed to execute and affix the corporate seal to all necessary documents. 4. And That this by -law shall come into force and take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 26TH DAY OF JUNE, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 150 of 150