The URL can be used to link to this page

11 27 2013 Council AgendaPage THE TOWNSHIP OF ORO- MEDONTE COUNCIL MEETING AGENDA OLD TOWN HALL Township °)f 833 Line 7 North Proud Heritage, Exciting Future Wednesday, November 27, 2013 10:00 a.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) Robin Dunn, CAO, re: Solicitor - client privilege (Water/Waste Water Servicing). d) Robin Dunn, CAO re: Personal matters about an identifiable individual (Staffing Update). 5. MINUTES OF COUNCIL AND COMMITTEES: 5-13 a) Minutes of Council meeting held on Wednesday, November 13, 2013. 14-16 b) Minutes of Special Council meeting held on Wednesday, November 20, 2013. 17-22 c) Minutes of Committee of Adjustment meeting held on Thursday, November 21, 2013. 6. RECOGNITION OF ACHIEVEMENTS: None. 7. PUBLIC MEETINGS: None. 8. DEPUTATIONS: 23 a) 10:00 a.m. Michael Sneyd, Kevin Toth, Skyline Utility Services Inc. re: Horseshoe Waste Water Treatment Plan, Municipal Capital Facility Page 1 of 231 Council Meeting Agenda - November 27, 2013 Agreement - Withdrawn. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICIPAL OFFICERS: 24-26 a) Report No. F12013 -18, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re: Statement of Accounts — October 31, 2013. 27-29 b) Report No. TES2013 -18, Jerry Ball, Director of Transportation and Environmental Services re: Price Increase for Water Meter Packages [refer to Item 15b)]. c) Jerry Ball, Director of Transportation and Environmental Services re: Additional 2013 Transportation Projects. 30-38 d) Report No. RC2013 -22, Shawn Binns, Director of Recreation and Community Services re: Battle of the Badges Fundraising Event. 39-54 e) Report No. RC2013 -23, Shawn Binns, Director of Recreation and Community Services re: Oro - Medonte Community Arena Renovation Project Procurement Strategy [to be distributed at meeting]. 55-57 f) Shawn Binns, Director of Recreation and Community Services re: 2013 Significant Recreation and Community Services Projects Update [to be distributed at meeting] 58-59 g) Shawn Binns, Director of Recreation and Community Services re: Toronto 2015 Pan /Parapan American Games Update. 60-64 h) Report No. CS2013 -24, Doug Irwin, Director of Corporate Services /Clerk re: 2014 Municipal Election, Policy POL- ADM -11, Use of Corporate Resources for Election Purposes. 65-69 i) Report No. CS2013 -26, Doug Irwin, Director of Corporate Services /Clerk re: 2014 Municipal Election, Policy POL- ADM -20, Corporate Communications During An Election Year. 70-75 j) Report No. CS2013 -25, Doug Irwin, Director of Corporate Services /Clerk re: Proposed Joint Compliance Audit Committee with Township of Springwater, 2014 -2018 Term, Municipal Elections Act, as amended. 76-196 k) Robin Dunn, CAO and Senior Management Team, re: 2014 Budget Overview Presentations. 11. REPORTS OF MEMBERS OF COUNCIL: 197 a) Mayor H.S. Hughes re: Fair Valley Church Road. 198-199 b) Mayor H.S. Hughes, correspondence dated November 20, 2013 from Mark Crawford re: Water Levels. Page 2 of 231 Council Meeting Agenda - November 27, 2013 12. CONSENT AGENDA: 200 a) Announcements of Interest to the Public: 1. Notice of Office Closure, Tuesday, December 24, 2013 to Wednesday, January 1, 2014. 201 -202 b) Correspondence dated November 14, 2013 from S.E. Bragg, Gaviller & Company LLP re: 2013 Interim Audit. Staff Recommendation: Receive. 203 - 205 c) Correspondence dated November 14, 2013 from Charles Sousa, Minister of Finance and Linda Jeffrey, Minister of Municipal Affairs and Housing re: Release of Redesigned Ontario Municipal Partnership Fund and 2014 Program Allocations. Staff Recommendation: Receive. 13. COMMUNICATIONS: 206 - 207 a) Correspondence received November 14, 2013 from Debbie Bath, Chair, Lake Simcoe Region Conservation Authority re: Future Advances in Stormwater Management Practices in the Lake Simcoe Watershed: Low Impact Development Session, Wednesday, December 4, 2013, 12:00 -3:30, The Manor Event Venue, 16750 Weston Road, Kettleby. 14. NOTICE OF MOTIONS: None. 15. BY -LAWS: 208 - 225 a) By -Law No. 2013 -212 A By -law to Authorize the Execution of the Source Protection Municipal Implementation Fund Granting Fund Agreement between Her Majesty the Queen in Right of Ontario, as represented by the Minister of the Environment and The Corporation of the Township of Oro - Medonte. 226 b) By -Law No. 2013 -214 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). 227 - 230 c) By -Law No. 2013 -215 A By -law to Authorize the Execution of the Source Water Protection License Agreement between The Corporation of the Township of Oro - Medonte, Lake Simcoe Region Conservation Authority, Nottawasaga Valley Conservation Authority and Severn Sound Environmental Association. 16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: Page 3 of 231 Council Meeting Agenda - November 27, 2013 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): 18. CONFIRMATION BY -LAW: 231 a) By -Law No. 2013 -211 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, November 27, 2013. 19. ADJOURNMENT: a) Motion to Adjourn. Page 4 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... THE TOWNSHIP OF ORO- MEDONTE REGULAR COUNCIL MEETING MINUTES Council Chambers ntle lyr�xrai Hrrirr�rr, Cx.ching F -widre Wednesday, November 13, 2013 2010 - 2014 COUNCIL TIME: 2:01 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; Donna Hewitt, Director of Corporate & Strategic Initiatives; Shawn Binns, Director of Recreation and Community Services; Hugh Murray, Fire Chief; Tamara Obee, Manager Health & Safety, Human Resources; Brad Bigrigg Also Ann Truyens, Ann Budge, Peter Disera and Family, Gary Hadley Present: 4110110HAV111k,' r F VA 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. C131113 -1 Moved by Crawford, Seconded by Evans Be it resolved that the agenda for the Council meeting of Wednesday, November 13, 2013 be received and adopted. Carried. Page 1 of 9 Page 5 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. 3. DISCLOSURE OF PECUNIARY INTEREST: Councillor Crawford declared a pecuniary interest on Item 13c) Correspondence received October 21, 2013 from Donald Campbell, President, Oro Agricultural Society re: Request for Partnership, Farm Credit Canada Grant as he is a Board Director of the Oro Agricultural Society. Councillor Crawford left the table and did not participate in the discussion or vote on the item. 4. CLOSED SESSION ITEMS: None. 5. MINUTES OF COUNCIL AND COMI a) Minutes of Council meeting held on Mayor H.S. Hughes and members of Council presented Peter Disera with a certificate and a token of congratulations. 7. PUBLIC MEETINGS: None. 8. DEPUTATIONS: None. Page 2 of 9 Page 6 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10.REPORTS OF MUNICIPAL OFFICERS: a) Hugh Murray, Fire Chief, re: Fire Master Plan. A PowerPoint presentation was presented. Motion No. C131113 -3 Moved by Coutanche, Seconded by Meyer At Be it resolved that the PowerPoint presentation presented by Hugh Murray, Fire Chief and Brad Bigrigg re: Fire Master Plan be received and that staff report back at a future Council meeting. 4414L V41F 46-k Carried. c) Robin Dunn, CAO re: Lake Simcoe Regional Airport. Motion No. C131113 -5 Moved by Coutanche, Seconded by Meyer Be it resolved 1. That the verbal information presented by Robin Dunn, CAO re: Lake Simcoe Regional Airport be received. 2. And That the Director of Corporate Services /Clerk bring forward the appropriate agreement for Council's consideration. Carried. Page 3 of 9 Page 7 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. d) Robin Dunn, CAO and Senior Management Team, re: 2014 Budget Overview Presentation. Motion No. C131113 -6 Moved by Evans, Seconded by Crawford Page 4 of 9 Page 8 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. 12. CONSENT AGENDA: a) Announcements of Interest to the Public: 1. Guthrie Festival of Crafts, Saturday, November 16, 2013, 9am -4pm, Guthrie Public School, Hwy 11 North & Line 5 South. 2. Christmas in Craighurst, Friday, November 22, 2013, 6pm -9pm, Penetanguishene Rd /Cty Rd 93 and Horseshoe Valley Rd W. /Cty Rd 93. 3. St. Luke's, Christmas Crafts & Bake Sale, Saturday, November 23, 2013, 9:30am- 3:30pm, St. Luke's Anglican Church, Hwy #12 West @ Price's Corners. b) Correspondence dated October 31, 2013 from Keith Sherman, Coordinator, Severn Sound Environmental Association re: Budget Request for the SSEA Agreement - 2014. Received and Referred to 2014 Budget Deliberations. Carried. Page 5 of 9 Page 9 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Page 10 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Page 11 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. 15. BY -LAWS: 11w V41& 17. CLOSED SESSION ITEMS (UNFINISHED ITEMS): None. IV Page 8 of 9 Page 12 of 231 5.a) Minutes of Council meeting held on Wednesday, November ... Council Meeting Minutes — November 13, 2013. 18. CONFIRMATION BY -LAW: a) By -Law No. 2013 -209: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, November 13, 2013. Motion No. C131113 -13 Moved by Coutanche, Seconded by Meyer Be it resolved that By -Law No. 2013 -209: Being a by -law to confirm the proceedings of the Council meeting held on Wednesday, November 13, 2013 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Motion to Adjourn. Motion No. C131113 -14 Moved by Crawford, Seconded by Be it resolved that Mayor, H.S. Hu Clerk, J. Douglas Irwin Carried. Page 9 of 9 Page 13 of 231 5.b) Minutes of Special Council meeting held on Wednesday, N... THE TOWNSHIP OF ORO- MEDONTE SPECIAL COUNCIL MEETING MINUTES Council Chambers ntle lyr�xrai Hrrirr�rr, Cx.ching F -widre Wednesday, November 20, 2013 2010 - 2014 COUNCIL TIME: 9:33 a.m. Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director of Present: Finance /Treasurer /Deputy CAO; Doug Irwin, Director of Corporate 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. SC131120 -1 Moved by Lancaster, Seconded by Crawford Be it resolved that the agenda for the Special Council meeting of Wednesday, November 20, 2013 be received and adopted. Carried. Page 1 of 3 Page 14 of 231 5.b) Minutes of Special Council meeting held on Wednesday, N... Special Council Meeting Minutes — November 20, 2013. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. 4. CLOSED SESSION ITEMS: a) Motion to go In Closed Session. Motion No. SC131120 -2 Moved by Evans, Seconded by Meyer Be it resolved that we do now go in Closed Session at 9:35 a.m. to discuss • solicitor - client privilege. b) Motion to Rise and Report. Motion No. SC131120 -3 Moved by Evans, Seconded by 1 Carried. Page 2 of 3 Page 15 of 231 5.b) Minutes of Special Council meeting held on Wednesday, N... Special Council Meeting Minutes — November 20, 2013. 5. REPORTS OF MUNICIPAL OFFICERS: a) Shawn Binns, Director of Recreation and Community Services re: Toronto 2015 Pan /Parapan American Games Update. This item was withdrawn during the meeting. 6. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM: 7. CONFIRMATION BY -LAW: a) By -Law No. 2013 -202: Being a by -law to confirm the proceedings of the Special Council meeting held on Wednesday, November 20, 2013. Motion No. SC131120 -5 Moved by Coutanche, Seconded by Meyer Be it resolved that we do now adjourn at 12:00 p.m. Carried. Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 3 of 3 Page 16 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... 7'r�rr�rrs��p n Prond Ffsritrrc, C.rri�rr�q F {rrrrra Thursday, November 21, 2013 THE TOWNSHIP OF ORO- MEDONTE COMMITTEE OF ADJUSTMENT MEETING MINUTES Council Chambers TIME: 9:35 a.m. ADOPTION OF THE AGENDA: Motion to Adopt the "Agenda. Moved by Hastings, Se It is recommended that the agenda for the Committee of Adjustment meeting of Thursday, November 21, 2013 be received and adopted. Carried. 3. DISCLOSURE OF PECUNIARY INTEREST: None declared. N60 4. ADOPTION OF MINUTES: a) Minutes of Committee of Adjustment meeting held on Thursday, October 17, 2013. Motion No. CA131121 -2 Moved by Johnson, Seconded by Hastings It is recommended that the draft minutes of the Committee of Adjustment meeting held on Thursday, October 17, 2013 be adopted as printed and circulated. Carried. Page 1 of 6 Page 17 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... Committee of Adjustment Meeting Minutes — November 21, 2013. 5. PUBLIC MEETINGS: a) 2013 -B -21 (Steve Graves), 1479 Line 1 South, Application for a boundary adjustment /lot addition to the adjacent residential parcel of land (west side) in order to allow for a more accessible driveway entrance. Rob Suddaby, agent, was present. Motion No. CA131121 -3 Moved by Chappell, Seconded by Johnson 4'A It is recommended that the Committee of Adjustment grants provisional consent to Application 2013 -B -21, for a boundary adjustment, subject to the following conditions: 3. 9 5. Page 2 of 6 Page 18 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... Committee of Adjustment Meeting Minutes — November 21, 2013. b) 2013 -A -46 (2041063 Ontario Ltd. - Janice Brennan), 5071 Highway 11 North, Request for relief from Non - conforming Uses. Janice and Ken Brennan, applicants, was present. Motion No. CA131121 -4 Moved by Tupling, Seconded by Hastings It is recommended that the Committee of Adjustment approve Variance Application 2013 - A-46, specifically to permit expansion of a non - conforming use, subject to the following conditions: 2. 3. 4. Plan Agreement. "o 1\ Carried Page 3 of 6 Page 19 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... Committee of Adjustment Meeting Minutes — November 21, 2013. c) 2013 -A -47 (Kenneth & Michelle Tudhope), 8936 Highway 12, Request for relief from Home Occupation not to occupy more than 50% of accessory building; No more than one (1) employee who is not a resident of the dwelling; No outdoor storage /display; and No sale of a commodity not produced on the premises. Michelle Tudhope, applicant, was present. Motion No. CA131121 -5 Moved by Tupling, Seconded by Hastings It is recommended that the Committee of Adjustment approve Variance Application 2013 - A-47, specifically to permit the continued use of an accessory building for the purposes of a retail store subject to the following conditions: 2. 3. Plan Agreement. " ' Carried Page 4 of 6 Page 20 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... Committee of Adjustment Meeting Minutes — November 21, 2013. 6. NEW BUSINESS: a) Appointment of Chair for the 2014 Term. Motion No. CA131121 -6 Moved by Johnson, Seconded by Chappell It is recommended by the Committee of Adjustment that Roy Hastings be appointed as Chair of the Committee of Adjustment for the 2014 Term. Carried. b) Appointment of Vice Chair for the 2014 Term. 7. NO None. 8. NE Thursday, December 19, 2013 at 9:30 a.m. Page 5 of 6 Page 21 of 231 5.c) Minutes of Committee of Adjustment meeting held on Thur... Committee of Adjustment Meeting Minutes — November 21, 2013. 9. ADJOURNMENT: a) Motion to Adjourn. Motion No. CA131121 -8 Moved by Chappell, Seconded by Hastings It is recommended that we do now adjourn at 10:22 a.m. Scott Macpherson, Chair Carried. ,ek Witlib, Deputy Secretary Treasurer Page 6 of 6 Page 22 of 231 8.a) 10:00 a.m. Michael Sneyd, Kevin Toth, Skyline Utility ... 1��,r:n,p.,f REQUEST FOR DEPUTATION BEFORE COUNCIUCOMMITTEE Pnn,d H,hgV,, Px ffh „g i -,rcnr 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. ,.� �y,� 7 ,.� Preferred Meeting and Date: CoLwc f✓ t'�C�i G / MV�� i 1t r\ X013 I am requesting deputation to speak: a) ❑ on my own behalf, or b) I;Kon behalf of a group/ organization/ association, if b), please state name of group/ organization /association below. 51CY1_1 Js.X UT 1QT'l sER Vi CEX i AIc . 1 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. M) Gill A E7L a1 E`tt KEVIN TML Subject of Presentation Please describe below, the subject matter of the requested presentation in sufficient detail, to provide the Township a means to determine its content and to assess its relative priority to other requests for presentation. Weight will be given to those requests that provide more detailed descriptions of the content of the presentation, particularly defining how the subject matter aligns with Council's Mandate. Please note, if you intend to include handouts or a presentation using electronic devices, one (1) copy of any electronic presentation and fifteen (15) hard copies of the presentation including any handouts and are to be delivered to the Clerk's Office in accordance with the guidelines for Deputations /Delegations outlined in the Township's Procedural By -law. Reason why this presentation is important to Council and to the municipality: T.y ATfjfj 60(lAfO L!I tiSQV ) R, l 64ZA /r` 1 .... VLM UT` *JV 07 le- Mvit.! ht 4 g ZY Date of Signatu Addresi Telephone. _ Fax: Email:— 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 23 of 231 10.a) Report No. F12013 -18, Paul Gravelle, Director of Finan... Township of REPORTS Proud Heritage, Exciting Future Report No. FI 2013 -18 To: Council Prepared By: Janice MacDonald Meeting Date: November 27, 2013 Subject: Statement of Accounts — October 31, 2013 Motion # AC00783 Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. FI 2013 -18 be received for information only. 2. The accounts for the month of October 2013 totalling $ 1,949,477.66 are received. BACKGROUND: Following is the statement of accounts for the month of October; Cheque Registers: Batch No. Date Amount AC00782 October 02, 2013 457,494.18 AC00783 October 09, 2013 200,518.16 AC00784 October 16, 2013 102,950.69 AC00785 October 23, 2013 390,602.54 AC00786 October 30, 2013 500,297.47 A000547 October 30, 2013 1,229.98 FINANCE Report No. FI 2013 -18 $ 1,653,093.02 November 27, 2013 Page 1 of 3 Page 24 of 231 10.a) Report No. F12013 -18, Paul Gravelle, Director of Finan... Payroll: PR00813 October 05, 2013 141,124.53 PR00816 October 19, 2013 140.536.27 $ 281,660.80 Credit Card Registers: AE00588 October 28, 2013 265.04 AE00589 October 28, 2013 224.00 AE00590 October 28, 2013 562.23 AE00591 October 28, 2013 2,567.18 AE00592 October 28, 2013 535.72 AE00593 October 28, 2013 2,137.13 AE00594 October 28, 2013 3,312.50 AE00595 October 29, 2013 1,598.63 AE00596 October 28, 2013 2,437.61 AE00597 October 28, 2013 1,083.80 $ 14,723.84 Total: $ 1,949,477.66 ANALYSIS: Not Applicable. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: Not Applicable. POLICIES /LEGISLATION: Not Applicable. FINANCE November 27, 2013 Report No. FI 2013 -18 Page 2 of 3 Page 25 of 231 10.a) Report No. F12013 -18, Paul Gravelle, Director of Finan... CORPORATE STRATEGIC GOALS: Not Applicable. CONSULTATIONS: Not Applicable. ATTACHMENTS: Cheque Registers — under separate cover. CONCLUSION: That the accounts for the month of October are received. Respectfully submitted: Janic cDonald, Accounting Clerk SMT Approval / Comments: e� FINANCE Report No. FI 2013 -18 C.A.O. Approval / Comments: K� November 27, 2013 Page 3 of 3 Page 26 of 231 10.b) Report No. TES2013 -18, Jerry Ball, Director of Transpo... 5� To_wnship of REPORT Proud Heritage, Exciting Future Report No. TES2013 -18 To: COUNCIL Prepared By: Fred MacGregor Meeting Date: November 27, 2013 Subject: Price Increase for Water Meter Packages Motion # Roll #: R.M.S. File #: I RECOMMENDATION(S): Requires Actions For Information Onlyn I It is recommended that: 1. Report No. TES2013 -18 be received and adopted. BACKGROUND: There has been an increase in the price of the Township's water meter packages. The meters currently being used are now obsolete and the new meters cost more to manufacture. The price is comparable to other water meter manufacturers and therefore, changing to another supplier would result in upgrades to all of our computer programs and radio reads. The increased price will be $430.00, plus applicable taxes, from the $394.50, plus applicable taxes, which is currently being charged. ANALYSIS: IZrn FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: There are no financial implications. Homeowners and builders absorb the cost of new home construction. POLICIES /LEGISLATION: N/A Transportation and Environmental Services Report No. TES2013 -18 November 27, 2013 Page 1 of 2 Page 27 of 231 10.b) Report No. TES2013 -18, Jerry Ball, Director of Transpo... CORPORATE STRATEGIC GOALS: Quality of Life Safe and Healthy Community CONSULTATIONS: N/A ATTACHMENTS: By -Law No. 2012 -062 (Fees and Charges By- Law) ,E�u c EX CONCLUSION: It is recommended that the Township of Oro - Medonte adopts the new price of $430.00, plus applicable taxes, for the water meter packages. Respectfully submitted: Fred MacGregor Manager of Environmental Services SMT Approval / Comments: Transportation and Environmental Services Report No. TES2013 -18 C.A.O. Approval / Comments: November 27, 2013 Page 2 of 2 Page 28 of 231 10.b) Report No. TES2013 -18, Jerry Ball, Director of Transpo... SCHEDULE "J" TO BY -LAW NO. 2012 -062 — WATER continued... 2.6 The Treasurer shall impose a five (5) percent late charge on all unpaid accounts on the day after the due date. 2.7 If an account remains unpaid, the Township may collect amounts payable pursuant to Section 398(2) of the Municipal Act, 2001, c. 25, as amended. 3. Water Rates and Charges 3.1 Consumption Charge Each unit shall be assessed a consumption charge at the rate of $2.02 per cubic meter (m3). 3.2 Infrastructure Renewal Charge Effective January 1, 2012, each unit and vacant lot shall be assessed on infrastructure renewal charge of $53.00 per quarter ($212 annually). The Infrastructure Renewal Charge shall increase by $6.00 annually on January 13t of each subsequent year. 3.3 Flat Rate — Non - Metered Units Owners on municipal water systems who do not allow access to their homes for the purpose of the installation or repair of water meters will, after three notices, be charged $300 per quarter ($1,200 annually). 3.4 Flat Rate a) Horseshoe - Oro Plan 1587 $ 150 per quarter ($600 annually) b) Horseshoe - Medonte Plan 1531, $ 150 per quarter ($600 annually) M -10, M -11, M -23 3.5 Other Charges a) Connection Fee Inspection $ 200 b) Disconnection and Reconnection Charge $ 50 each 3.6 Where no quarterly water meter reading can be obtained, the unit shall be automatically charged a consumption charge of $100.00, per quarter, until the meter reading is obtained or the requirements under Section 3.3 have been completed by the municipality. 4. Water Meter Package 4.2 Includes meter, back flow preventer, angle meter valve, expansion tank, wire and MXU - $394.50 plus applicable taxes. Page 20 of 22 Page 29 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... TownsTiip of REPORT ��U�r.- �G�-- ��G��2�� Proud Heritage, Exciting Future Report No. RC2013- 22 To: Council Prepared By: Shawn Binns Meeting Date: November 27, 2013 Subject: Battle of the Badges Fundraising Event Motion # Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. RC2013 -22 be received 2. The Oro - Medonte Firefighters Association be requested to submit the applicable fee of $664.00 for Arena Ice Rental permit #3562 in accordance with the Township policy. BACKGROUND: The Oro - Medonte Firefighters Association is a not for profit group volunteer organization consisting of members from the Oro - Medonte Fire and Emergency Services Department. The Mission of the Association is to raise funds toward community initiatives. The association is requesting that Council give consideration to waive the fees for ice time associated with a Battle of Badges fundraising event in which proceeds will be raised for the Camp Oochigeas (a non - government funded camp for kids affected by cancer). The Association has the game scheduled against the Simcoe EMS for March 22nd for both the ice surface and the banquet hall. Previously the arena has reached the capacity for viewers, therefore the association also booked the banquet hall for spectator viewing to accommodate anticipated increase in attendance. This is the fifth annual Battle of the Badges event. ANALYSIS: The Oro - Medonte Fire Fighters Association is an important community oriented organization which is seeking to raise cancer awareness and funds for Camp Oochigeas. It has been Council's policy that requests from individuals or organizations for grant/subsidies are requested to submit the applicable fee and a grant/subsidy application be submitted for Council's consideration. Recreation and Community Services Report No. RC2013 -22 er 27, 2013 Page 1 of 2 Page 30 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... POL -PR -012 - Grant/Subsidy Requests from Community Organizations outlines eligibility criteria for Township assistance for grants or subsidy. Specifically, the eligibility criteria outlines that to receive assistance, organizations must "not use the Township's financial assistance to provide grants and /or funds to other groups or organizations ". Therefore, should Council wish to approve the request, an exception to waive this provision of the policy would be required. I FINANCIAL: I The financial impact would be $664.00 for permit #3562 ATTACHMENTS: 1. Application for Grant/Subsidy Document 2. Facility Rental Permit 3. Request for Sponsorship Letter CONCLUSION: It is recommended that the Oro - Medonte Fire Fighters Association be requested to submit the applicable fee of $664.00 for ice rental permit #3562, in accordance with the POL -PR -012. Respectfully Sybmitted: Shawn Binns Director, Recreation and Community Services SMT Approval / Comments: I C.A.O. Approval / Comments: Recreation and Community Services November 27, 2013 Report No. RC2013 -22 Page 2 of 2 Page 31 of 231 51�I'�/fCQUl(T �S' OF C d L. '"WOMAS August 22, 2013 1O.d) Report No. RC2O13 -22, Shawn Binns, Director of Recreat... PARAMEDIC —.,�. SERVICES r��y of Pro�d HarirnGe, Exd[ivg F.— Sponsorship Request: 2014 Battle of the Badges Charity Hockey Game On behalf of the Oro-Medonte Firefighters and County of Simcoe Paramedic Services (CSPS), we would like to extend an invitation to you and your company to become a major sponsor for our 2014 Battle of the Badges Charity Hockey Game. The Oro - Medonte firefighters and CSPS take great pride in giving back to the community. We are seeking sponsorship from various businesses in our communities. The 9h Annual Battle of the Badges Charity Hockey Game will be held on Saturday, March 22, 2014 at the Oro- Medonte Community Center beginning at 8 p.m. All money raised at the hockey game will go towards Camp Oochigeas, a privately funded, volunteer based organization that provides kids with cancer and kids affected by childhood cancer with a unique opportunity for growth through challenging, fun, enriching and magical experiences. This camp is designed to allow children with cancer to go and be a kid while still receiving treatments such as chemotherapy, medications and blood transfusions. We are seeking sponsors who are willing to donate any dollar amount to assist in covering our major expenses such as ice time, equipment, insurance, promotion of the game, and administrative costs. In return for your contribution, we will make sure your company gets recognized for your donation throughout the hockey game. The Oro-Medonte Firefighters and County of Simcoe Paramedic Services look forward to building a strong partnership with your company. We truly appreciate your consideration in this effort and we are available for any questions or comments that you may have in this endeavor. To receive more information, please contact: Geoff Patchell Dave Britton Ryan Cresanto Training Officer District Chief AEMCA Paramedic (705) 817 -6580 (705) 835 -6863 (705) 818 -2000 Event Chair Event Co -Chair Event Co -Chair Page 32 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... Printed 21- Aug -13, 03:19 PM Township of Oro- Medonte 148 Line 7 S., Box 100 Phone: (705) 487 -2171 Oro - Medonte, ON LOL 2X0 Fax: (705) 487 -0133 Customer Schedule Battle of the Badges Geoff Patchell 103 Mt St. Louis Road RR #4 Coldwater, ON LOK IEO Date Day Complex Amount 22- Mar -14 Sat GUTH Banquet Hall 22- Mar -14 Sat GUTH Pad A CONTRACT Dur. Facility Event Type Start TimeEnd Time Tournament 6:00 PM 10:50 PM Tournament 7:00 PM 9:50 PM Page 1 Acct Ili: Permit Number: 3562 Geoff Patchell Other Rate Charge 300 32.00 0.00 160.00 180 168.00 0.00 504.00 8.0 (hrs) Sub Total $664.00 Tax $0.00 Grand Total 5664.00 PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO- MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Recreation and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Recreation and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. Ice Cancellation Policies: Minor Sports • Season's ice permits must be finalized by July 31 of each year for the season commencing in September. • Should the permit not be finalized by July 31, ice times may be offered to other user groups. -No cancellations or refunds will be granted upon the finalization of the ice permit — Exceptions will be made if the ice can be re- rented, in which case a full refund will be issued. • Cancellations and full refund will be granted at the end of the season to accommodate playoffs upon receiving written notice within 5 business days of the booking. Adult Groups /Casual Renters • Season's ice permits must be finalized by July 31 of each year for the season commencing in September. • Should the permit not be finalized by July 31, ice times may be offered to other user groups. • Cancellations and full refund will be granted upon receiving written notice within 15 business days of the booking. No refund will be provided for cancellations outside of this period. -Note: Business day is defined as a day whereby the Township Administration Office is operational. The exchange of booked time between individual teams or organizations is not permitted without proper written permission from the Recreation and Community Services Department. No alcoholic beverages are allowed in any Township of Oro - Medonte facility without express permission from the Recreation and Community Services Department. NOTE: Failure by any renter /group to adhere to the rental regulation/conditions noted herein may result in the cancellation of the renters /groups entire booking. * Indicates event spans multiple days. Powered by MaxEnterprise©, a product of Maximum Solutions, Inc. Page 33 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... Printed 21- Aug -13, 03:19 PM Page I Facility Cancellation Policies: Notice of pavilion, ball diamond, and hall rental cancellations by contract holders must be given, in writing, to the Township Office as per the following guidelines: - Cancellation, in writing, more than 7 days in advance of rental date - $20.00 administration charge & full (100 %) refund of rental rate - Cancellation, in writing, within 7 days of rental date $ 20.00 administration charge 100% refund of rental rate if rental time is used by another renter - 50% refund of rental rate if rental time is not used by another renter - Cancellation, in writing, later than 48 hours before rental date - No refund of rental rate - No cancellation notice ( "no- show ") - No refund of rental rate WAIVER: The permit applicant/organization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro - Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my /their person or property, however caused, which may occur as a result of my /their participation in the use /uses intended which will be held at the permit location /locations during the period of this permit including any additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro - Medonte shall or may become liable for by reason of any willful default or negligence of the Corporation of the Township of Oro- Medome, its officers and employees SIGNATURE: DATE: 7, L3 If not the named addressee of the permit, please print your name. Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be End of Listing Page 34 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... THE CORPORATION OF THE 148 Line 7 S., Box 100 1(705) 487 271 T O WN S H 1 1 Fax (705) 487 -0133 ?J�F— 01 www.oro- medonte.ca & APPLICATION FOR GRANT /SUBSIDY Instructions: In order to process the application on fields including Appendix "A" financial information must be completed Note: Grants /Subsidies are not automatically renewed annually PART A— ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Cj(�� iY�edan�e �re��l,�er �SSx �Hoetce.�1 Address —103 MOuf% F &fi L6u i S (2d Q City C o duraR c- Prov. 0&) Postal Code 40k I (—Z O Contact CieOC-Az' Telephone (70,33 g « —'6'6—t0 E- mailaeQE 0bc,*Pe 4-,e bs4Pe5, oe+ Fax L7cys) $3S-0&;-7 PART B — ORGANIZATION GENERAL INFORMATION Number of Members Geographic Area Served Out of Town Membership Fee Residents If Applicable Date Formed Outline the mission, purpose and objectives of your organization. The Mb- Me-don4e c)-r-14 SiMca~e Cau^±-j Q�f ct med � e 5exv ces. a.ie ckolyl Vieqc4 -lam ke-o L4 i n pLI-C C"1 ^Q01 I Cher `j peke! ,4 fume -b {'GL'se Moneasg Co(- CoL n P Oach isss- C&-,Y\ P O o ck � OIeaV is G- Pr wo j- e (`d ended Uo l' uh -fee (- b3'e +Lt a4- Pro i i de,s L.6' cis w i+1 ' L' Q n tear OLAd I( I d3 Ct ecf e d 'bLi Ck i 1 d lnoo d Gin or uq c ue -C� f P Cf 4ua t +'A C-0c C (bca3-11^ +k(fi�- A1, cl-,CL [Ien !a i r -5 C-e,�d1 eri� � �i,ri o (�rld M4�c Ca 1 e cpet oee aces, Page 35 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... Type of Organization (i.e. Registered Charity, Non - Profit Organization, no status, etc.) and registration number if applicable. ® lZi— iYlec l }e i �t2�� Y� Ie�S C Ce GL IUOO ROCS A C3C C n r 2A+ Carl Indicate the products / services / benefits provided to the Township of Ora - Medonte by your organization: Af[r"JS MCAV 4'Yloya JO -W CO -M 0 ea S # of individuals served: ?12Pu(Ca4E on GE QCo- -MedcC nie PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A ") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees , Application is for a (please check) Grant Amount Requested: Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). -T 6e ice +%fy►e- Lum, id benF-,+ +V)e lne.lp uS !R CQe O)GAe- manew f® O-a(-QP 0CLO-11 "Motse Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). ` f b(izsecicNyoer asSoc des cv- 1DLX4 . +ke- kwo_LC:e3 15 C 'Covy\ +Vle ASSOC- Page 36 of 231 10.d) Report No. RC2013 -22, Shawn Binns, Director of Recreat... Previous grantstsubsidies from the Township? Amount Requested: $ &CO C), ` 00 Year of Request: Amount Approved: $ (QCO LI° (30 Year of Approval: ,,101:2 PART D - SIGNATURE OF AUTHORIZED OFFICIAL(S) Yl� Date: 02--Z E v13 Name & Position Date: Name & Position For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co- ordinator, The Corporation of the Township of Oro - Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the Grant/Subsidy Application Form. Page 37 of 231 10.d) Report No. RC2013-22, Shawn Binns, Director of Recreat CURRENT FISCAL YEAR: Year olo B NEXT YEAR PROPOSED: Year: ao I REVENUE: REVENUE: Source- Amount: Source: Amount: �& 5. 9,95 R, O® a2/s( 3 t C>occ. C> 0 12550-00 120,0Ftc 00 7 -00 FILAM,,ssioA —( ick•t Ll o,57 7Z isgc6" -T;, 00 TOTAL TOTAL of ";too-00. EXPENDITURES- EXPENDITURES: Item: Amount: Item: Amount: 'Z[nSL)-CanC74? $62-1,00 -XosctC f)Ce 963t(100 Lrrf" [l S 6&4--oo T1 ne �fla Ls C, & (-f -0 C) 0 TOTAL: TOTAL: a SUMMARY. SUMMARY: Surplus or deficit from Surplus or deficit from previous year: previous year: Revenue Revenue Sub Total Sub Total Minus Expenditures Minus Exp. Expenditures BALANCE, BALANCE., Page 38 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... To:vnsh' of REPORT Proud Heritage, Exciting Future Report No. RC2013- 23 To: Council Prepared By: Shawn Binns Meeting Date: November 27, 2013 Subject: Oro - Medonte Community Arena Renovation Project Procurement Strategy Motion # C i 3 i - 1.5 Roll #: R.M.S. File #: RECOMMENDATION(S): Requires Action X I For Information Only It is recommended that: 1. Report No. RC2013 -23 be received be adopted; 2. The Township undertake the Oro - Medonte Community Arena Renovation project through construction management; 3. The proposal from Steenhof Building Services Group be approved; 4. The provisions of Purchasing Bylaw 2004 -112 be waived to sole source with Steenhof Building Services Group; 5. That the CCDC -5a agreement be brought forward for Council's ratification. BACKGROUND: At its meeting of October 16, 2013 Council received a presentation regarding an update on design options for a proposed scope and budget for the renovation of the Oro - Medonte Community Arena. The project highlighted two primary risks associated with the project: 1) The risk of uncertainty with respect to the condition of the structural beams and other "unknowns" associated with the renovation of building constructed in 1971. 2) The risk of completing the project prior to start of 2014/2015 ice season. Council approved the recommended additional scope which included the extension of ice surface and the associated estimated budget of $3,047,000. The intent of this report is to provide Council with a recommended procurement strategy to best achieve the objectives of the project and mitigate potential risks. ANALYSIS: Typically a project of this nature would proceed to public tender for general contractors to bid on the job as a complete package following the completion of the detailed design stage. This process and relationship is depicted in Fig. 1. Recreation and Community Services November 27, 2013 Report No. RC2013 -23 Page 1 of 5 Page 39 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... Prime Consultant Safety & WSIB Owner Township of Oro Medonte i MMM" General Contractor _ Insurance Sub - Contractors Fig. 1 — Typical General Contracting Process This method of procurement is most commonly used as it provides a relatively predictable budget, market competitive pricing, and is easy to administer and coordinate the project as the owner would deal with its design /engineering consultant and general contractor (GC), while the GC coordinates the sub - trades. In this case, warranty is secured through the GC who coordinates with sub - trades. Occupation Health and Safety although a shared responsibility, works in a similar manner. The downside, particularly with renovation projects is that despite all efforts in design there is always uncertainty in the complete determination of actual conditions which necessitates the need for changes that were overlooked in the design. This can lead to costly change orders and significant time delays. With increased competitiveness in the market for larger projects, there has been an increase in the prevalence of firms who under bid projects aiming to make their profit through change orders or in cutting corner's thereby impacting quality. An alternative approach is construction management. Construction management is a term for alternative forms of project delivery where a construction manager replaces the role of a general contractor as in traditional design- bid -build delivery. The owner still engages an architect to design and prepare construction documents, but he now also engages a construction manager (CM) at an early stage as a consultant to provide advice, oversee and manage construction, planning, cost control, scheduling, tendering Recreation and Community Services November 27, 2013 Report No. RC2013 -23 Page 2 of 5 Page 40 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... and sub -trade selection. The CM can be an architect, engineer or other specialized consultant as long as they have the expertise and trust of the owner. The CM will engage a full time person acting as a site superintendent the same way a general contractor does in a traditional project. (These fees typically form a part of the soft cost budget and are outside the cost of the CM). See Fig.2. The philosophy behind the benefits of construction management is to bring together a more comprehensive team for collaboration during design, the option to start construction earlier and the ability to control ongoing construction costs. In construction management instead of bidding by general contractors, packages of work are bid by individual trades organized by the CM and as per the procurement process outlined by the Township. Owner Township of Oro Medonte Construction Manager Agent Safety & w3IB I I I Sub- Contractors Fig. 2 Typical Construction Management Process and Relationship Advantages of Construction Management ❑ Control over early start construction schedule and start of tendering and work. ❑ Greater control of construction budget (You get what you pay for) ❑ Control of extras and upgrades as they tend not to be over inflated. ❑ More opportunity for local trades to be involved in the project. ❑ Close collaboration and a common goal between Owner's, Consultants & Trades. ❑ Value engineering as the construction process moves forward. ❑, Alleviates the risk of the "Low Bid" contractor who is under the budget but tend to "nickel and dime for extras or cut corners in order to cover the shortfall. (Projects tend to cost what they cost and errors can be made during the tender process). ❑ Control the risk of the GC not paying sub - trades and completing the project. Disadvantages of Construction Management ❑ Owner takes on more responsibility and is more involved in the project. ❑ General contractor can make a tendering error and come in well under budget. Recreation and Community Services November 27, 2013 Report No. RC2013 -23 Page 3 of 5 Page 41 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... ❑ Insurance is generally procured directly through GC. ❑ Owner has relationships at completion with individual trades opposed to one general contractor. In considering both the risk and objectives as they relate to quality, cost, time and scope, construction management provides the Township with an alternative whereby it can better control and manage the project and its risks, and outcomes. Steenhof Building Service Group, who have been retained for the project design and general review of the renovation were asked to submit a proposal for construction management services. The details of the proposal are included in attachment #1. To optimize "value engineering" and coordination throughout the project it would be in the Township's best interest to sole source the procurement of construction management services to Steenhof Building Services Inc. Should the Township approve the proposal for construction management the project would be managed by an internal team consisting of the Director, of Recreation and Community Services, the Chief Building Official, and members of operations staff. In a construction management scenario the work would be tendered in "work packets" prioritized and sequenced to optimize schedule and pricing. To ensure the project is able to maintain schedule, flexibility may be required in purchasing. Further, details will be provided to Council upon the development of the schedule and purchasing strategy should this option be pursued. I FINANCIAL. I Construction management — 10% of construction costs .................$260,000 Estimated project expenses net of HST - $2,603,745 Anticipated current GC Overhead and profit in current budget ......... $390,559* *15% of estimated project expenses Construction management projected costs ........... .......................$260,000 Initial estimated savings .. ............................... .......................$130,559 Site supervision ........................................ .............................$1 0,000/month Site supervision will be engaged on a FT basis for 8/9 months from February, 2014 to September /October (anticipated completion) and will be employed part time to during design stage and billed at actual cost. Therefore the costs for construction management are reallocated from GC overhead and profit resulting in estimated cost reduction of approximately $20,000 which can then be reallocated to the project budget. Recreation and Community Services November 27, 2013 Report No. RC2013 -23 Page 4 of 5 Page 42 of 231 1O.e) Report No. RC2O13 -23, Shawn Binns, Director of Recreat... ATTACHMENTS: 1. Details of Steenhof CONCLUSION: There are advantages and disadvantages with both a traditional tender issue and construction management. In reviewing both options, construction management provides the Township with the greatest potential to achieve the project objectives while controlling its inherent risks. Steenhof Building Services Group has assembled an experienced multi - disciplinary team to assist the project team in leading and managing the project to successfully achieve its goals. Respectfully Submitted: �e �Shaw�nanns�� Director, Recreation and Community Services ments: I C.A.O. Approval / Comments: Recreation and Community Services Report No. RC2013 -23 November 27, 2013 Page 5 of 5 Page 43 of 231 10.e) Report No. RC2013-23, Shawn Binns, Director of Recreat PROPOSAL ------------- - - ---------- ------------------------------ 0 I T I Vj1 I 41 --------------- 71 LINE 4 NORTH, ORO-MEDONTE, ON —if -41' STEENHE3F ZMCE CROUP - Proposal Submitted by: Steenhof Building Services Group 126 Mississaga Street East, Orillia, ON, L3V 1V7 www.steenhofbuilding.com Page 44 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL - CONSTRUCTION IAANAGEMENT SERVICES CONSTRUCTION MANAGEMENT SERVICES The construction manager's role as an agent to the Owner is normally performed in the following phases as described in the standard CCDC -5a contract. Pre - construction Phase Consulting During Protect Development ➢ Attend regular meetings with construction team during design phase. ➢ Provide advice on site use, improvements, selection of materials, building systems and equipment. ➢ Provide recommendations on material and labour, time requirements for installation and construction, cost of alternative designs or materials, preliminary budgets and possible value engineering. ➢ Acquaint the Owner and other members of the CM team with conditions of the project construction. ➢ Assist in providing co- ordination among government authorities, utility companies and others. Planning and Scheduling ➢ Prepare for owners review a preliminary master schedule. Include for timelines related to design time, documentation, bid calls, bid evaluations, trade contract awards and on site activities. ➢ Monitor and revise schedule as may be required. ➢ Finalize master schedule for Owner's approval with all required construction sequences and milestones. ➢ Recommend equipment or materials which should be pre- ordered to meet the master schedule, Protect Budget ➢ Prepare estimate based on quantity survey of working drawings and specifications. ➢ Update and refine estimate for Owner's approval as final development of the drawings and specification proceeds and confirm budget is adequate to complete the project. ➢ Evaluate possible alternatives to design process in order to select the most economical materials and methods to satisfy the design concept. ➢ Establish a cost control program and prepare project cash flow for the project. Co- ordination of Trade Contract Documents ➢ Make recommendations to the Owner and Consultant regarding the division of work in the drawings and specifications to help facilitate the Oro Medonte bidding and procurement process and the award of trade contracts. STEENHOF BUILDING SERVICES GROUP Page Page 45 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL - CONSTRUCTION MANAGEMENT SERVICES CONSTRUCTION MANAGEMENT SERVICES (Continued) Construction Planning ➢ Plan and arrange for temporary services and site facilities including but not limited to site office, supplies, hoarding, storage, temporary power, temporary heating, safety equipment, safety measures etc. ➢ Review with Consultant to eliminate areas of conflict and overlapping in work performed by various trades. ➢ Review construction Insurance requirements with the Owner for the project. Owner to cover all costs related to General Liability and Builders Risk for the project. CM, and all sub - trades to provide Liability Insurance certificates as dictated by the CM and Owner. ➢ Make recommendations to Owner with respect to bonding of all sub - trades. ➢ Assemble all bid documents and arrange for advertising for bid calls as required. ➢ Analyze the bids received and make recommendations on award of final contract. ➢ Assemble contract documents for all successful trade contractors. ➢ Assemble final approvals and permits. II. Construction Phase Proiect Control ➢ Monitor the work and co- ordinate with sub -trade contractors, Site Supervisor, Owner and Consultant. ➢ Maintain competent full time staff and supervision on the project to co- ordinate daily activities, (Site Supervisor engaged by SBSG however they will be funded out of the soft cost budget not under CM contract) ➢ Schedule and conduct weekly progress meetings with Trades, Site Super, Owner and Consultants. ➢ Provide regular monitoring of the schedule and construction progress and update any changes to final master schedule as required. ➢ Review adequacy of trade contractors and make recommendations to Owner if schedules are not being met as to any course of action. Physical Construction ➢ Provide construction facilities and services common to the requirements of all contractors as it relates to office, communications and safety. ➢ Co- ordinate safety consultant and site supervisor to provide all required safety plans and inspections from project commencement to completion. STEENHOF BUILDING SERVICES GROUP Page 46 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL -- CONSTRUCTION MANAGEMENT SERVICES CONSTRUCTION MANAGEMENT SERVICES (Continued) Cost Control and Accounting ➢ Develop, implement and maintain an effective project cost control system. Maintain and revise the initial project budget as required. ➢ Create a cash flow report and forecast funds required to complete the project. ➢ Identify variances between actual and budget or estimated project costs and advise the Owner of any budget increases or savings. ➢ Provide all necessary documents required for tax rebates where applicable. ➢ Request and assist the management team to implement any changes necessary to bring construction costs within the budget as required. Changes to Work ➢ Develop and implement a system to prepare and review any changes to the scope of work. ➢ Work in tandem with the Consultant to resolve any costs related to additional work or unforeseen costs and resolve in the most cost effective way without affecting the final construction schedule. ➢ Distribute change order or notices to all sub - trades as required. Payments to trade Contractors ➢ Develop and implement a procedure for review, certification, processing and payment of applications by sub - trades for progress and final payments. Other Consultants ➢ Assist Owner in selecting and retaining other professionals such as surveyors, testing laboratories, geotechnical as required. Inspections ➢ Co- ordinate trade inspections by Consultants as construction progresses or as required by any conditions arising on site. ➢ Review all safety programs for each trade and make recommendations. Work with Site Supervisor and independent safety consultant to implement all safety plans as required. Co- ordinate the site safety team and inform sub - trades of their responsibilities for safety on the jobsite. Document Interpretation ➢ Co- ordinate with Consultant any questions from sub - trades related to the interpretation of drawings and documents. Shop Drawings and Samples ➢ Co- ordinate with Consultant any required shop drawings and samples that may be required. STEENHOF BUILDING SERVICES GROUP — Page 3 Page 47 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL - CONSTRUCTION MANAGEMENT SERVICES CONSTRUCTION MANAGEMENT SERVICES (Continued) Reports and Project Site Documents ➢ Submit written progress reports to the Owner and Consultant including budget and scheduling updates. ➢ Maintain at the job site all required drawings, contracts, sub -trade safety documents, project daily records and instructions and change orders. Substantial Performance of the Work ➢ Submit, distribute and co- ordinate advertising of all substantial and total performance certificates. Start-up ➢ Co- ordinate with the Owner's maintenance personal and the Consultant for the initial start -up and testing by sub -trade contractors. Total Performance of the Work ➢ Arrange with the Consultant for the certification and total performance of work including final inspections, warranty documents, affidavits, bond release, waivers and turnover of all maintenance manuals. III. Post - Construction Phase Operations ➢ Maintain a close relationship with the Owner's operating staff to ensure a smooth and proper takeover of the project. Warranties ➢ Assist the Owner in administering warranties of the sub -trade contractors. STEENHOF BUILDING SERVICES GROUP - Page 4 Page 48 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL. - CONSTRUCTION MANAGEMENT SERVICES OWNER'S RESPONIBILITIES The Owner shall provide full and timely information regarding his requirements for the Project. The Owner shall designate in writing a representative who shall be fully acquainted with the Project and shall have the authority to act on the Owner's behalf in relation to all duties and responsibilities of the Owner under this Contract including the authority to issue and approve the Project Construction Budget and Changes in the Project and who shall furnish information expeditiously and tender decisions promptly. The Construction Manager shall in all respects be entitled to rely upon such designated representative as having full and complete authority in all matters. The Owner shall retain a Consultant who shall be responsible for the design and design related services required for the Project. The duties, responsibilities and services to be provided by the Consultant shall be described in the agreement between the Owner and the Consultant, a copy of which shall be furnished to the Construction Manager. The agreement between the Owner and the Consultant shall not be modified without written notification to the Construction Manager. The Owner shall furnish promptly to the Construction Manager all necessary information regarding the Place of the Project including surveys as to the physical characteristics of the site, soils reports and subsurface investigations, legal limitations, utility locations and legal description. The Construction Manager shall have no responsibility or liability with respect to these matters including their suitability or non - suitability to the Project and shall be entitled to rely entirely upon the completeness and accuracy thereof. The Owner shall arrange to secure and pay for all necessary approvals, permits, easements, assessments and charges required for the construction, use or occupancy of permanent structures or permanent changes in existing facilities. The Owner shall furnish such legal and auditing services as are required for the performance of the Contract. The Owner shall provide, maintain and pay for the insurance coverage's outlined in GC 17- INSURANCE. (GC -17 — The Owner undertakes and agrees at his cost to maintain insurance insuring the interest of and indemnifying the Construction Manager against liability which he might incur as a result of damage to or injury sustained to any portion of the project. The Owner agrees that the Construction Manager may place the liability portion of such insurance with the insurer of his choice providing premiums are competitive or to maintain continuity in regard to complete operations coverage.) STEENHOF BUILDING SERVICES GROUP Page 5 Page 49 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL — CONSTRUCTION MANAGEMENT SERVICES OWNER'S RESPONIBILITIES (Continued) The Owner shall promptly notify the Construction Manager in writing of any defective, faulty or nonconforming work of which he becomes aware. The Owner shall provide for the payment of all Trade Contractors in accordance with the terms and conditions of his agreements with such Trade Contractors and in conformity with the payment certificates issued by the Consultant. The Owner and the Consultant shall communicate with the Trade Contractors solely through the Construction Manager. The Owner shall ensure that adequate financing is available in order to ensure the completion of the Project STEENHOF BUILDING SERVICES GROUP Page 6 °J Page 50 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL — CONSTRUCTION MANAGEMENT SERVICES QUALIFICATION AND PROJECT TEAM Company's Qualifications As noted above, SBSG has fourty two (42) Professionals in the firm. Establishing an expert project team is the first step of our Construction Management objectives. We have previously and will continue to carefully examine and consider the needs of the Township of Oro - Medonte to ensure that our qualified staff is ideally matched to the various required project duties. Steenhof Building Services Group is a member of the following affiliations: • Professional Engineers of Ontario • Canadian Institute of Quantity Surveyors • Association of Professional Engineers of British Columbia • Association of Professional Engineers of Alberta • Association of Professional Engineers & Professional Geoscientists of Saskatchewan • Association of Professional Engineers & Professional Geoscientists of Manitoba • Professional Engineers & Geoscientists of Newfoundland and Labrador • Association of Professional Engineers of Nova Scotia • Professional Engineers & Geoscientists of New Brunswick • Professional Engineers of the province of Prince Edward Island • Association of Professional Engineers of Yukon • Association Of Professional Engineers Geologist & Geophysicists of the North West Territories • Association of Architectural Technologists of Ontario • Association of Registered Interior Designers of Ontario • Orillia & District Construction Association • Canadian Solar Industries Association (CanSIA) • Association of Ontario Land Economists Project Team SBSG has assigned the following individuals to the Project Team. Each individual has their own area of expertise and will have sufficient resources within the company to assist with completing their tasks. STEENHOF BUILDING SERVICES GROUP P g 7 Page 51 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL - CONSTRUCTION MANAGEMENT SERVICES QUALIFICATION AND PROJECT TEAM (Continued) Joseph Emmons, PQS — Professional Quantity Surveyor Mr. Emmons has over 20 years of experience in the field of Construction Cost Consulting, Estimating and Project Management in Residential, Commercial and Institutional Construction practices. He currently holds the designation of Professional Quantity Surveyor with the Canadian Institute of Quantity Surveyor (CIQS) and the Ontario Institute of Quantity Surveyors (OIQS). Mr. Emmons will work closely with the design team and be responsible for the preliminary budget estimate, final construction budget, value engineering if required as well as ongoing cost control and financial project monitoring. Role: Mr. Emmons will be responsible for leading the CM team from start to completion and maintaining a close relationship with the Township of Oro Medonte. Steve Morrison — Project Site Supervisor Mr. Morrison has over 30 years of experience in the field of Construction Site Supervision, and Project Management in Residential, Commercial and Institutional Construction practices. He currently holds the designation of OCA Gold Seal in Project management and Site Supervision as well as Ontario Carpenters Ticket. Mr. Morrison has work for several reputable contractors such as Daniels Corp., Landex Capital Corp. and Tasis Construction. Some of the projects on Mr. Morrison's resume include the Allandale Recreation Center Twin Pad Arena in Barrie and the NTR Twin Pad Arena in Newmarket. Mr. Morrison will work closely with the CM team and be responsible for the site supervision, site safety, sub -trade scheduling, and value engineering. Role: Mr. Morrison will be responsible for Construction Site Supervision. Jason Devroom — Project Manager Mr. Devroom has over 10 years of experience in the field of Project Management and Architectural Design for Residential, Commercial and Institutional Construction practices. He currently holds the designation of Interim AATO and in the process of receiving his Gold Seal in Project Management, Mr. Devroom will work closely with the CM team and be responsible for the maintaining construction budget, trade tendering, site meeting co- ordination, site safety and construction reporting. Role: Mr. Devroom will be responsible for Project Management. STEENHOF BUILDING SERVICES GROUP Page Page 52 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL — CONSTRUCTION MANAGEMENT SERVICES QUALIFICATION AND PROJECT TEAM (Continued) Jack Steenhof, M.A.Sc., P.Eng — Senior Structural Engineer/ Principal Jack Steenhof is the principal owner of Steenhof Building Services Group. Jack has been a professional engineer for over 25 years, and has been practicing in the Orillia location for the past 10 years. Jack has earned his Masters of Applied Science in Structural Engineering from the University of Toronto. He is registered as a Professional Engineer in the Province of British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, Nova Scotia, Newfoundland & Labrador, Prince Edward Island and the Yukon Territory. Prior to re- locating his business to Orillia, Jack lived and worked in Sioux Lookout, ON. Jack has over 15 years of experience working with Aboriginal communities in Northern, Ontario. Jack enjoys serving the residential, commercial, retail and institutional sectors, building strong relationships with contractors and clients. Jack's leadership stems from building on past experiences and continuously embracing change to keep up with the current market. His expertise and core values of integrity allow him to constantly think outside the box, and execute new ideas and innovative ways to help Steenhof Building Services Group to succeed. Role: As the Senior Project Engineer, Mr. Steenhof will be responsible to maintain an excellent level of communication between himself, the Project Architect(s), and the Project Manager while providing expertise in all areas to assist the development. Mr. Steenhof will work with the project team to ensure the most feasible solutions are derived. Jocelyn Kent — Assistant Project Manager Ms. Kent has 2 years of experience in Project Management in Residential, Commercial and Institutional Construction practices. She is a graduate of the Construction Engineering Technology Program at George Brown College in 2010. Ms. Kent will work closely with the construction management team and assisting with administrating tasks related to the tender process, correspondence with site supervision and updating of project budgets, schedules and change orders. STEENHOF BUILDING SERVICES GROUP Page Page 53 of 231 10.e) Report No. RC2013 -23, Shawn Binns, Director of Recreat... TOWNSHIP OF ORO- MEDONTE PROPOSAL - CONSTRUCTION MANAGEMENT SERVICES PRICING AND TERMS SBSG is proposing to complete the above noted Scope of Work based on a fixed fee per item basis. Calculation of Fees SBSG proposes the following fixed fees: CONSTRUCTION MANAGEMENT Construction Management -10% Construction Costs ............... $260,000 (Estimated Cost Net of HST - $2,603,745) Total Current GC Overhead & Profit - $390,559 CM Current Anticipated Fees - $260,000 Initial Estimated Savings- $130.559 Please Note: There is an automatic savings to the budget of 5% which relates directly to the saving in Contractor overhead which has been included in the current budget. Please Note: Payment structure for CM and Supervision will be detailed within the finalize CCDC -5a document. SITE SUPERVISION Contract Position engaged by SBSG ................ ............................... $10,000 per month. (Total Budget $10,000per month) STEENHOF BUILDING SERVICES GROUP Page 10 Page 54 of 231 v (D V7 V1 O N w 2013 Significant Recreation and Community Services Projects Update November 27, 2013 Council Meeting Project Initial Scope Approved Project Initial Timeline Status Update Variances (Scope, Budget, Budget Timeline) Oro - Medonte Community See ppt from Oct. $3,047,000 Project 1) Detailed design underway for On target Arena Renovation 16 Council completed by procurement beginning of Jan.2014. meeting and /or Mid September 2) Fundraising plan currently under 2014 Draft Capital 2014. development for launch in early Budget Project 2014. worksheet 3) Target Completion - Sept. 2014. Nurse Practitioner Building See staff report 2013 Budget November 15 Building shell closed in, OPP Building target completion week Expansion RC 2013 -16 $750,000 (50% Completion renovation nearing completion. of January 15, 2014 recovery from A number of changes orders issued Final site work completed HNPLC) Green gym to be reinstalled next Spring 2014. RC2013 -16 Budget week of November 25. Anticipate being able to revised to $813,735 Draft agreement nearly complete complete within 2013 capital (50% recovery) budget allocation Line 9 Boat Launch Reconstruct ramp $100,000 Municipal Completion 1) Permits obtained from LSRCA, Anticipate minor favourable and replace dock $50,000 in kind Victoria Day MNR, and Transport Canada budget variance See staff report weekend 2014 2) Contract management and RC2013 -11 associated parameters being developed to formalize process /relationship with Headstart Construction 3) Work to commence week of November 25 Horseshoe Valley Memorial Pave Walkways $32,000 Spring 2013 Completed according to schedule Pricing enabled the parking lot Park Walkway and walkway to be completed at a cost of $34,457. Bayview Memorial Park Pathway to Walkway $10,000 Spring 2013 Completed according to schedule Favourable variance of $2500 Accessibility Upgrades playground Opener $6,000 accessible door opener (see 2013 Capital Worksheets Ball Diamond Fencing Vasey - Backstop $7,500 Fall 2013 Lions 1 and Vasey anticipate Anticipate favourable variance Lions 1 - Backstop $7,500 completion in 2014 of approximately $5,000 on Warminster $11,000 Warminster fence deferred to 2014 backstop replacements Outfield O CD v 00 in (D O S O h (D (D O 73 Q n O 3 3 (D G v cQ (D V7 O N w 2013 Significant Recreation and Community Services Projects Update November 27, 2013 Council Meeting Project Initial Scope Approved Project Initial Timeline Status Update Variances (Scope, Budget, Budget Timeline) Land Acquisition Acquire land for $300,000 Acquisition of 739 Horseshoe Valley Cost of Acquisition $317,845 possible Road for municipal purposes development of central community centre / municipal purposes Old Town Hall Furnace $15,000 Fall 2013 New propane furnace and windows Electrical and Central Air added replacement $8,000 installed (November 2013). to scope. Projects on target to Window Electrical panel required upgrading. be completed within budget. Replacement Central air installed. Insulation Insulation to be completed by year end Carthew Bay Parking Lease land for $11,500 Fall 2013 Agreement drafted Spring 2014 - Upgrades to boat Boat Launch Issue with Hydro One - Initially they launch proposed as part of the parking RC2013- were going to cover the cost of 2014 agreement pending 11 moving poles and are now looking agreement with Hydro One. to Municipality to pick up the cost. Report to provided to Council Currently negotiating with Hydro pending negotiations. One and Bell Canada. Special Event ByLaw Framework to N/A Year End 2013 Final draft policy manual and Bylaw On target for completion by year regulate special 90% end. events Inclusion Manual Develop Funding provided Year End 2013 On target for completion framework for through provincial inclusion /accessibi grant lity for Recreation programs Community Hall Board Manual Develop resource N/A Year End 2013 On target for completion and policy manual for community halls Parks and Facility Operations Develop resource N/A Year End 2013 Draft complete, on target Manual and procedural for manual for Parks implementation and Facility first quarter of operations 2014 Online Recreation Program Implement online $10,000 Spring /Summer Completed on budget and in time Launch delayed to allow for Registration recreation for Fall Programs - implemented beta testing and address registration with positive user feedback system /process issues with IT program and Finance. O v in (D O S O (D (D O Q n O 3 3 (D G 2013 Significant Recreation and Community Services Projects Update November 27, 2013 Council Meeting Project Initial Scope Approved Project Budget Initial Timeline Status Update Variances (Scope, Budget, Timeline) Work order /inspection system Develop electronic Approx. $2,000 Spring 2013 Successfully implemented Continued process system to better according to timeline improvement for 2014: track and respond - Digital Inspections to customer - Laptop /Tablet for operations inquiries and parks (risk) and facility - Will be component of process maintenance review requirements Active Transportation Policy Develop policy $6250 funded Year end 2013 On target for completion Framework framework for through provincial Active grant Transportation for use in official plan amendment v c� (D v, O N w O h CD v 00 in (D O S O h Za (D C7 (D v O 73 v Q n O 3 3 (D G 10.g) Shawn Binns, Director of Recreation and Community Serv... Pan /Parapan American Games Secretariat des Jeux panamericains Secretariat et parapanamericains Ontario Office of the Deputy Minister Bureau du sous - ministre 777 Bay Street, 18 "' Floor 777, rue Bay, 18' stage Toronto ON M7A 1 S5 Toronto ON M7A 1 S5 Tel.: 416 326 -8500 Tel.: 416 326 -8500 Fax: 416 326 -8409 Telec.: 416 326 -8409 TTY: 416 212 -5723 ATS : 416 212 -5723 TTY Toll Free: 1 866 263 -1410 ATS sans frais : 1 866 263 -1410 www.ontano.calpanam2015 www.ontario.ca/panam2015 Date: November 20, 2013 Memorandum To: Pan Am and Parapan Am Host CAOs and City Managers Subject: Update for Host Municipalities Further to my correspondence to you dated November 18, 2013, 1 want to confirm that the Pan /Parapan Am Games Secretariat has now provided documents related to the 2015 Pan Am and Parapan Am Games to the Standing Committee on Estimates of the Ontario Legislative Assembly. I want to thank you again for the contributions that you and your staff have made to planning for the Games. Your work is invaluable in ensuring that our combined efforts will deliver a great Games for Ontarians. As we discussed on our call of November 14th, while planning is well underway, more needs to be done before we can determine, with certainty, municipal requirements and associated costs. This is not unusual at this stage of planning for such a large international multi -sport Games. Over the coming months we will be in a much better position to confirm plans and budgets. With respect to the Games transportation plan, while it remains a work in progress the Ministry of Transportation is working with the Pan /Parapan Am Transportation Team Steering Committee (PATT), which includes significant municipal staff participation, to implement a public engagement process. We anticipate that there will be opportunities for further municipal input into the transportation plan in the months ahead. I know there were a number of questions during our call regarding municipal costs. As I noted, in the near future we will engage in discussions with your municipality regarding a municipal services agreement. Negotiations will be guided by the principles governing municipal services and related costs as articulated in the Multi -Party Agreement. I want to assure you that we remain conscious of the municipal budget calendar and the need to provide input into that process in a timely manner. TORONTO 2015 q3 0PonAm /PoroponAm 1 M ... /2 Page 58 of 231 10.g) Shawn Binns, Director of Recreation and Community Serv... -2- Thank you again for your continuing engagement and support. I look forward to developing a strong working relationship with you as we prepare for the Games and the many benefits they will bring to communities across Ontario. Sincerely, Steven Davidson Deputy Minister c: Laurie LeBlanc, Deputy Minister, Ministry of Municipal Affairs and Housing TORONTO 2015 • WI, PonAm(PoroponA Page 59 of 231 10.h) Report No. CS2013 -24, Doug Irwin, Director of Corporat... —o" , W S111j) of REPORT C Proud Heritage, Exciting Future Report No. To: Prepared By: CS2013 -24 Council Marie Brissette Meeting Date: Subject: Motion # November 27, 2013 2014 Municipal Election, Policy, POL- ADM -11, Use of Corporate Resources for Roll #: R.M.S. File #: Election Purposes RECOMMENDATION(S): Requires Action For Information Only X It is recommended that: 1. Report No. CS2013 -24, Doug Irwin, Director of Corporate Services /Clerk re: 2014 Municipal Election, Policy, POL- ADM -11, Use of Corporate Resources for Election Purposes be received for information only. BACKGROUND: In order to protect the interests of both the Members of Council and the Corporation, Council, at their January 23, 2010 meeting, adopted POL- ADM -11, Use of Corporate Resources for Election Purposes. The Policy is to clarify and establish guidelines for all municipal election candidates on the appropriate use of corporate resources during an election period. ANALYSIS: The Municipal Elections Act, 1996, as amended, prohibits a municipality from making a contribution to a candidate. The Act also prohibits a candidate, or someone acting on the candidate's behalf, from accepting a contribution from a person who is not entitled to make a contribution. As a contribution may take the form of money, goods or services, any use by a Member of Council of the Corporation's resources for their election campaign would be viewed as a contribution by the municipality to the Member, which is a violation of the Act. Corporate Services November 27, 2013 Report No. CS 2013 -24 Page 1 of 2 Page 60 of 231 10.h) Report No. CS2013 -24, Doug Irwin, Director of Corporat... FINANCIAL/ LEGAL IMPLICATIONS / RISK MANAGEMENT: • None POLICIES /LEGISLATION: • Municipal Elections Act, 1996, as amended CORPORATE STRATEGIC GOALS: • Financial Stewardship CONSULTATIONS: • Director of Corporate Services /Clerk • Deputy Clerk ATTACHMENTS: • Policy POL- ADM -11, Use of Corporate Resources for Election Purposes CONCLUSION: That Report No. CS2013 -24 be received for information and included in 2014 Municipal Election Candidate's Package. Respectfully submitted: '6 Marie Brissette, Committee Coordinator C.A.O. Approval / Comments: Corporate Services Report No. CS 2013 -24 November 27, 2013 Page 2 of 2 Page 61 of 231 10.h) Report No. CS2013 -24, Doug Irwin, Director of Corporat... Department/Section Policy # Administration POL- ADM -11 Subject Enacted by Council: Use of Corporate Resources for January 13, 2010 Motion # C- 100113 -12 Election Purposes Rationale and Legislative Authority: It is necessary to establish guidelines on the appropriate use of corporate resources during an election period to protect the interests of both the Members of Council and the Corporation. The Municipal Elections Act, 1996, as amended, prohibits a municipality from making a contribution to a candidate. The Act also prohibits a candidate, or someone acting on the candidate's behalf, from accepting a contribution from a person who is not entitled to make a contribution. As a contribution may take the form of money, goods or services, any use by a Member of Council of the Corporation's resources for his or her election campaign would be viewed as a contribution by the municipality to the Member, which is a violation of the Act. General Policy Statement The purpose of this policy is to clarify that all election candidates, including members of Council, are required to follow the provisions of the Municipal Elections Act, 1996, as amended, and that: • No candidate shall use any equipment, supplies, services or other resources of the Municipality (including newsletters and budgets) for any election campaign or campaign related activities. • No candidate shall undertake campaign - related activities on municipal property during regular working hours. • No candidate shall use the services of persons during hours in which those persons receive any compensation from the municipality. Page 1 of 3 Page 62 of 231 10.h) Report No. CS2013 -24, Doug Irwin, Director of Corporat... Application: This policy is applicable to all candidates, including members of Council. Specific Policy: That, in accordance with the provision of the Municipal Elections Act, 9996, as amended: a) Corporate resources and funding may not be used for any election - related purposes. b) Staff may not canvass or actively work in support of a municipal candidate or party during normal working hours unless they are on a leave of absence without pay, lieu time, float day or vacation leave. C) Members of Council may not use their constituency office or any municipally - provided facilities for any election - related purposes. Neither campaign related signs nor any other election - related material will be displayed in any municipally - provided facilities. Candidates may rent municipally -owned facilities that are regularly available for rent. d) Members of Council may not: Print or distribute material paid by municipal funds that illustrates that a Member of Council or any other individual is registered in any election or where they will be running for office. Profile (name or photograph) or make reference to, in any material paid by municipal funds, any individual who is registered as a candidate in any election. iii. Print or distribute any material using municipal funds that makes reference to, or contains the names or photographs, or identifies registered candidates for municipal elections. e) Any communications material, including printed, hosted or distributed by the municipality will not be election - related. f) Candidates may not print or distribute any election - related material using municipal equipment. g) In any material printed or distributed by the Township of Oro - Medonte, with the exception of the Township website, it will not: Illustrate that an individual (either a Member of Council or any other individual) is a candidate registered in any election; Identify where they, or any other individual, will be running for office; or iii. Profile or make reference to candidates in any election. Page 2 of 3 Page 63 of 231 10.h) Report No. CS2013 -24, Doug Irwin, Director of Corporat... h) Websites or domain names that are funded by the municipality may not include any election - related campaign material. i) The Municipality's voice mail system may not be used to record election related messages or the computer network (including the Municipality's email system) to distribute election related correspondence. j) The Municipality's logo, crest, slogan, etc., may not be printed or distributed on any election materials or included on any election campaign related website, except in the case of a link to the Municipality's website to obtain information about the municipal election. k) Photographs produced for and owned by the Township of Oro - Medonte may not be used for any election purpose. 1) The above recommendations also apply to an acclaimed Member or a Member not seeking re- election. That, in accordance with the Municipal Elections Act, 9996, as amended, the Clerk be authorized and directed to take the necessary action to give effect to this Policy. Limitation: Nothing in this Policy shall preclude a Member of Council from performing their duties as a member of Council, nor inhibit them from representing the interests of the constituents who elected them. Implementation: This policy shall become effective immediately upon approval. Page 3 of 3 Page 64 of 231 10.i) Report No. CS2013 -26, Doug Irwin, Director of Corporat... Town'SI -11p of REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: CS2013 -26 Council Janette Teeter Meeting Date: Subject: Motion # November 27, 2013 2014 Municipal Election, Policy POL- ADM -20, Corporate Communications During An Roll #: R.M.S. File #: Election Year RECOMMENDATION(S): Requires Action For Information Only X It is recommended that: Report No. CS2013 -26, Doug Irwin, Director of Corporate Services /Clerk re: 2014 Municipal Election, Policy, POL- ADM -20, Corporate Communications During an Election Year be received for information only. BACKGROUND: In order to ensure that all candidates, during a municipal election, receive equal opportunity to campaign without contravention of the Municipal Elections Act, 1996, as amended, while ensuring that staff support the existing elected representatives of the Corporation in carrying out their duties, the attached POL- ADM -20 was adopted by Council at the December 15, 2010 meeting. ANALYSIS: As noted in the attached Policy, this policy shall not preclude a Member of Council from performing their job as elected representatives, nor impede them from representing the interests of their constituents. Also, this policy does not replace or override the Use of Corporate Resources for Election Purposes Policy POL- ADM -11, enacted by Council on January 13, 2010. The CAD's Office, has overall responsibility to manage and monitor compliance to this policy through ongoing liaison and approval by the Clerk, as the Returning Officer administering the Municipal Election. Corporate Services November 27, 2013 Report No. CS 2013 -26 Page 1 of 2 Page 65 of 231 10.i) Report No. CS2013 -26, Doug Irwin, Director of Corporat... FINANCIAL/ LEGAL IMPLICATIONS / RISK MANAGEMENT: • None POLICIES /LEGISLATION: • Municipal Elections Act, 1996, as amended CORPORATE STRATEGIC GOALS: • Service Excellence • Financial Stewardship CONSULTATIONS: • Executive Assistant, Corporate Communications Specialist. ATTACHMENTS: • Policy POL- ADM -20, Corporate Communications During an Election Year CONCLUSION: It is recommended that Report No. CS2013 -26 be received for information only and included in 2014 Municipal Election Candidate's Package. Respectfully submitted: N'\34- Janette Teeter Deputy Clerk Corporate Services Report No. CS 2013 -26 C.A.O. Approval / Comments: November 27, 2013 Page 2 of 2 Page 66 of 231 10.i) Report No. CS2013 -26, Doug Irwin, Director of Corporat... r Toi {ms f Proud Heritage, Exciting Future Policy Department/Section Policy # Administration POL- ADM -20 Corporate Communications Subject Enacted by Council: Corporate Communications December 15, 2010 Motion # Motion No. C101215 -5 During an Election Year PURPOSE Pursuant to the provisions of the Municipal Elections Act, 1996, a municipality is prohibited from contributing to any person for his or her election campaign. The purpose of this policy is to establish appropriate communications behavior during a municipal election that will ensure all candidates receive equal opportunity to campaign without contravention of the Municipal Elections Act, 1996, while ensuring that staff support the existing elected representatives of the Corporation in carrying out their duties. This policy shall not preclude a Member of Council from performing their job as a councillor, nor impede them from representing the interests of their constituents. This policy does not replace or override the Use of Corporate Resources for Election Purposes Policy POL- ADM -11, enacted by Council on January 13, 2010. SCOPE This policy applies specifically to employees whose role requires them to interact with elected representatives, candidates and /or the media. DEFINITIONS Township /Corporate Refers to the Township of Oro - Medonte CAO's Office/ Refers to Corporate Communications and /or Corporate Corporate Communications Communications Specialist and /or Administrative Assistant. Page 1 of 3 Page 67 of 231 10.i) Report No. CS2013 -26, Doug Irwin, Director of Corporat... Senior Management Team A team of individuals comprised of the head of each department. Specifically, the following positions: Chief Administrative Officer; Director, Finance/Treasurer /Deputy CAO, Director, Transportation & Environmental Services; Director, Corporate Services /Clerk; Director, Corporate & Strategic Initiatives; Director, Recreation & Community Services; Director, Development Services; Director, Fire & Emergency Services; Manager, Health & Safety and Human Resources. Candidate Person nominated for an office by filing nomination papers with the Clerk's office, in person or by an agent, as per section 33(1) of the Municipal Elections Act. Township Resources Refers to all Township equipment, supplies, services, including internet access and cellular telephone accounts, and staff. Resources also refers to Township letterhead, business cards, logo and crest, photos taken and which are the property of the Township, as well as email accounts, notebook computers, and telephone lines. Interview Requests Requests made to the Township from members of the media, for information or quotations on a topic(s) related to Township events, incidents, or issues. All Candidates Meeting Meeting(s) organized by a group not affiliated with any particular candidate(s) to which all candidates running in the Municipal Election are invited to participate. The purpose of defining an Election Period is to ensure that existing Council members running for another term do not use their role as an elected official to the benefit of their campaign. It will also allow them to concentrate on their campaign while still representing their constituents in an impartial manner. Election Period The period of time set by the Canadian Radio - Television and Telecommunications Commission (CRTC) which begins two months prior to the election date, and ending on the date the election is held, as per section 2(b) of the CRTC's: A Policy with Respect to Election Campaign Broadcasting. Page 2of3 Page 68 of 231 10.i) Report No. CS2013 -26, Doug Irwin, Director of Corporat... POLICY Candidates may not use the services of any Township staff to assist in any communication activity related to the preparation or distribution of campaign related materials or events. Nor shall the candidates distribute media releases, newsletters or other correspondence materials using the Township's Corporate Communications staff or other departmental staff. During the Election Period, interview requests will be directed to Corporate Communications and arranged with the respective Senior Manager, no comments will be made on the election, or how the topic may be impacted by the election. Interview requests of existing council members that the Chief Administrative Officer deems to be of a political nature, will be given the candidate's personal contact information. During the Election Period, requests for meetings with elected officials that are deemed by the Chief Administrative Officer to be of a political nature, will be deferred until after the election. In the event that such meetings cannot be postponed, the Chief Administrative Officer or delegate (member of the Senior Management Team) will act as the host of the meeting. During the Election Period, Township advertising material will remain factual with no references to content of a political nature; With the exception to information on All Candidates Meetings, voting locations, voter turnouts, how to nominate a candidate, and other non - political topics, as approved by the Clerk. PROCEDURE All media and advertising requests must be submitted to Corporate Communications for approval prior to publication or release. 2. The Clerk's office shall have the final approval of all election related information, made on behalf of the Township, for publication. It is the responsibility of the person(s) making the request to ensure the information has been submitted correctly and has been approved for publication. RESPONSIBILITIES The CAO's office, has overall responsibility to manage and monitor compliance to this policy through ongoing liaison and approval by the Clerk, as the Returning Officer administering the municipal election. This policy may be reviewed prior to and /or following an election period and updated as required. Page 3 of 3 Page 69 of 231 10J) Report No. CS2013 -25, Doug Irwin, Director of Corporat... 7ownsiaip of REPORT Proud Heritage, Exciting Future Report No. To: Prepared By: CS2013 -25 Council Doug Irwin, Director of Corporate Services Janette Teeter, Deputy Clerk Meeting Date: Subject: Motion # November 27, 2013 Proposed Joint Compliance Audit Committee with Township of Springwater, Roll #: R.M.S. File #: 2014 -2018 Term, Municipal Elections Act, as amended RECOMMENDATION(S): Requires Action For Information Only It is recommended that: 1. Report No. CS2013 -25 be received and adopted. 2. That a Joint Compliance Audit Committee be established in partnership with the Township of Springwater, subject to confirmation from the Township of Springwater. 3. That the Clerk be authorized to develop the Joint Compliance Audit Committee Terms of Reference in consultation with the Township of Springwater. 4. That the Clerk bring forward the appropriate by -law for Council's consideration to establish a Joint Compliance Audit Committee. 5. And That a call for applications for the 2014 -2018 Joint Compliance Audit Committee be published and recommended appointments be presented to Council for approval. BACKGROUND: Sections 81 and 81.1 of The Municipal Elections Act, 1996 (the "Act ") provides the requirement for Council to establish a Compliance Audit Committee ( "CAC ") to investigate complaints that a candidate has contravened a provision of the Act relating to election campaign finances. The noted sections are attached as Attachment #1. The powers and functions of the Compliance Audit Committee are set out in Sections 81 and 81.1 of the Municipal Elections Act, 1996, as amended. The Compliance Audit Committee will perform the functions relating to the compliance audit application process as outlined in the Act. These functions include: • Considering a compliance audit application by an elector and decide whether it should be granted or rejected; Corporate Services, Clerk's Department Report No. CS2013 -25 November 27, 2013 Page 1 of 3 Page 70 of 231 10.j) Report No. CS2013 -25, Doug Irwin, Director of Corporat... • Appointing an auditor, if the application is granted; • Receiving the auditor's report; • Considering the auditor's report and decide whether legal proceedings should be commenced; and • Determining whether to recover costs of conducting the compliance audit from the applicant if the auditor's report indicates there were no apparent contraventions and if there appears to be no reasonable grounds for having made the application. In June, 2010, Council adopted Report No. CS2010 -15 to approve a CAC composition of three members. By -Law No. 2010 -115 "A By -Law to Establish a Compliance Audit Committee" was adopted on June 23, 2010. No applications were received for a compliance audit of any candidate's election campaign expenses. ANALYSIS: Staff from the Clerk's Department have been meeting since October, 2013 with the Townships of Springwater, Severn, Ramara and the City of Orillia in a partnership setting to review the Act and assist each other with the 2014 election requirements. This meeting process was also performed for the 2010 Municipal Election. It is mandatory that a CAC be established and appointed by October 1 St of each election year for the term of Council under the following criteria: • Members cannot have been candidates in the election, Council /Board members or employees, • Serve the four (4) year term of Council • Clerk or board secretary to act as Officer of the Committee The City of Orillia and Townships of Ramara and Severn were successful in a Joint Compliance Audit Committee in 2010 and are pursuing the same for 2014. Staff have discussed with the Director of Corporate Services & Clerk at the Township of Springwater the benefits and reasonableness of a Joint Committee. There may be little action required by this mandatory Committee and there is unknown interest in participation for the 2014 -2018 term. The Council of the Township of Springwater are expected to consider a similar report in December on this matter. Accordingly, it is recommended that the Townships of Springwater and Oro - Medonte form a Joint Compliance Audit Committee for the 2014 -2018 term. I FINANCIAL/ LEGAL IMPLICATIONS / RISK MANAGEMENT: I Per the Act, the Township is responsible for paying all costs in relation to the CAC's operations and activities. Corporate Services, Clerk's Department November 27, 2013 Report No. CS2013 -25 Page 2 of 3 Page 71 of 231 10.j) Report No. CS2013 -25, Doug Irwin, Director of Corporat... In the event an application is made, the Clerk from the municipality for the relevant application will become the officer of the Committee and all costs involved will be borne by that respective municipality. POLICIES /LEGISLATION: The Municipal Elections Act, 1996, S. 0. 1996, as amended. CORPORATE STRATEGIC GOALS: External Relations Financial Stewardship CONSULTATIONS: Director of Corporate Services & Clerk, Township of Springwater Deputy Clerks, Township of Severn and City of Orillia Clerk and Deputy Clerk, Township of Ramara ATTACHMENTS: Attachment 1 — Sections 81 and 81.1 of the MEA. CONCLUSION: It is recommended that a Joint Compliance Audit Committee be established in partnership with the Township of Springwater and that staff proceed accordingly. 4Directof y s ed: Ja ette Teeter orporate S ervices /Clerk Deputy Clerk SMT Approval / Comments: C.A.O. Approval / Comments: Corporate Services, Clerk's Department November 27, 2013 Report No. CS2013 -25 Page 3 of 3 Page 72 of 231 10J) Report No. CS2O13 -25, Doug Irwin, Director of Corporat... Compliance audit Application 81. 1 An elector who is entitled to vote in an election and believes on reasonable grounds that a candidate has contravened a provision of this Act relating to election campaign finances may apply for a compliance audit of the candidate's election campaign finances. 2009, c. 33, Sched. 21, s.8(44). Requirements An application for a compliance audit shall be made to the clerk of the municipality or the secretary of the local board for which the candidate was nominated for office; and it shall be in writing and shall set out the reasons for the elector's belief. 2009, c. 33, Sched. 21, s. 8 (44). Deadline The application must be made within 90 days after the latest of, (a) the filing date under section 78; (b) the candidate's supplementary filing date, if any, under section 78; (c) the filing date forthe final financial statement under section 79.1; or (d) the date on which the candidate's extension, if any, under subsection 80 (4) expires. 2009, c. 33, Sched. 21, s. 8 (44). Application to be forwarded to committee Within 10 days after receiving the application, the clerk of the municipality or the secretary of the local board, as the case may be, shall forward the application to the compliance audit committee established under section 81.1 and provide a copy of the application to the council or local board. 2009, c. 33, Sched. 21, s. 8 (44). Decision Within 30 days after receiving the application, the committee shall consider the application and decide whether it should be granted or rejected. 2009, c. 33, Sched. 21, s. 8 (44). Appeal The decision of the committee may be appealed to the Ontario Court of Justice within 15 days after the decision is made and the court may make any decision the committee could have made. 2009, c. 33, Sched. 21, s. 8 (44). Appointment of auditor If the committee decides under subsection (5) to grant the application, it shall appoint an auditor to conduct a compliance audit of the candidate's election campaign finances. 2009, c. 33, Sched. 21, s. 8 (44). Same fBJ Only auditors licensed under the Public Accounting Act, 2004 or prescribed persons are eligible to be appointed under subsection (7). 2009, c. 33, Sched. 21, s. 8 (44). Duty of auditor (9 ) The auditor shall promptly conduct an audit of the candidate's election campaign finances to determine whether he or she has complied with the provisions of this Act relating to election campaign finances and shall prepare a report outlining any apparent contravention by the candidate. 2009, c. 33, Sched. 21, s. 8 (44). Who receives report 10 The auditor shall submit the report to, (a) the candidate; (b) the council or local board, as the case may be; Page 73 of 231 10.j) Report No. CS2013 -25, Doug Irwin, Director of Corporat... (c) the clerk with whom the candidate filed his or her nomination; (d) the secretary of the local board, if applicable; and (e) the applicant. 2009, c. 33, Sched. 21, s. 8 (44). Report to be forwarded to committee 11 Within 10 days after receiving the report, the clerk of the municipality or the secretary of the local board shall forward the report to the compliance audit committee. 2009, c. 33, Sched. 21, s.8(44). Powers of auditor 12 For the purpose of the audit, the auditor, (a) is entitled to have access, at all reasonable hours, to all relevant books, papers, documents or things of the candidate and of the municipality or local board; and (b) has the powers of a commission under Part II of the Public Inquiries Act, which Part applies to the audit as if it were an inquiry under that Act. 2009, c. 33, Sched. 21, s. 8 (44). Note: On a day to be named by proclamation of the Lieutenant Governor, clause (b) is repealed' and the following substituted: (b) has the powers set out in section 33 of the Public Inquiries Act, 2009 and section 33 applies to the audit. See: 2009, c. 33, Sched'. 21, ss. 8 (45),13 (2). Costs 13 The municipality or local board shall pay the auditor's costs of performing the audit. 2009, c. 33, Sched. 21, s. 8 (44). Power of committee 14 The committee shall consider the report within 30 days after receiving it and may, (a) if the report concludes that the candidate appears to have contravened a provision of this Act relating to election campaign finances, commence a legal proceeding against the candidate for the apparent contravention; (b) if the report concludes that the candidate does not appear to have contravened a provision of this Act relating to election campaign finances, make a finding as to whether there were reasonable grounds for the application. 2009, c. 33, Sched. 21, s. 8 (44). Recovery of costs 15 If the report indicates that there was no apparent contravention and the committee finds that there were no reasonable grounds for the application, the council or local board is entitled to recover the auditor's costs from the applicant. 2009, c. 33, Sched. 21, s. 8 (44). Immunity 16 No action or other proceeding for damages shall be instituted against an auditor appointed under subsection (7) for any act done in good faith in the execution or intended execution of the audit or for any alleged neglect or default in its execution in good faith. 2009, c. 33, Sched. 21, s. 8 (44). Saving provision 17 This section does not prevent a person from laying a charge or taking any other legal action, at any time, with respect to an alleged contravention of a provision of this Act relating to election campaign finances. 2009, c. 33, Sched. 21, s. 8 (44). Compliance audit committee 81.1 1 A council or local board shall, before October 1 of an election year, establish a committee for the purposes of section 81. 2009, c. 33, Sched. 21, s. 8 (44). Page 74 of 231 10.j) Report No. CS2013 -25, Doug Irwin, Director of Corporat... Composition The committee shall be composed of not fewer than three and not more than seven members and shall not include, (a) employees or officers of the municipality or local board; (b) members of the council or local board; or (c) any persons who are candidates in the election for which the committee is established. 2009, c. 33, Sched. 21, s. 8 (44). Term of office The term of office of the committee is the same as the term of office of the council or local board that takes office following the next regular election, and the term of office of the members of the committee is the same as the term of the committee to which they have been appointed. 2009, c. 33, Sched. 21, s. 8 (44). Role of clerk or secretary The clerk of the municipality or the secretary of the local board, as the case may be, shall establish administrative practices and procedures for the committee and shall carry out any other duties required under this Act to implement the committee's decisions. 2009, c. 33, Sched. 21, s. 8 (44). Costs (5,) The council or local board, as the case may be, shall pay all costs in relation to the committee's operation and activities. 2009, c. 33, Sched. 21, s. 8 (44). Page 75 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... To: Mayor Hughes and Members of Council cc: Paul Gravelle, Director, Finance/Treasurer /Deputy CAO From: Robin Dunn, CAO Date: November 2711, 2013 Subject: Budget Recap re: CAO Memorandum dated November 13, 2013 Budget Recap (November 13, 2013) 2014 Operating Budget 2.71% Increases outside Township control Liability Insurance OPP Costs $150,000 1.14% Department Increases /Adjustments $207,357 1.57% 2014 Capital Budget 1.29% Capital Levy Increase - Road Rehabilitation Allocation to Asset Replacement Reserves "(0.64% Capital funded from 2013 Capital Contingency) Overall Tax Increase 2.37% Equates to an overall tax increase of $21.14 per $100,000 of assessment. Budget Adiustments (November 26, 2013) "WOU41:12111.0799TIMMU MG, • Projected Reduction: • Actual Reduction: • Recognize as Additional Revenue: • Eliminate transfer to Reserve: 2014 Revenue Adjustment: 2. Source Water Protection • MOE 2014 Grant Allocation • Environmental Expenses (RMO) 2014 Net Revenue Adjustment: $184,400 $144,900 $ 39,500 28,283 67 783 $ 27,740 4,500 1-23-240 Page 76 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 3. Benefit Premium Increase (County Consortium) Outside Township Control • Projected increase 3% • Actual increase of 31 % $146,823 • Allocation to User -Pay 9,299 Net impact to Tax Funded Operating Budget Lja7 524 Budget Summary (November 26, 2013) Draft Equates to an overall tax increase of $22.45 per $100,000 of assessment. Budget Updated (November 13t ", 2013) Adjustments Budget Draft Operating 2.71% 0.35% 3.06% 1 - $ (67,783) 2 - $ (23,240) 3-$137,524 Total - $46,501 Capital 1.29% 1.29% Oro- Medonte 4.00% 0.35% 4.35% Overall 2.37% 0.15% Respectfully, Jn Dunn, C.E.T., PAdm, M.A. Chief Administrative Officer -2- Page 77 of 231 2.52 Equates to an overall tax increase of $22.45 per $100,000 of assessment. Page 77 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 a 4 Township of ffj"&nte Proud Heritage, Exciting Future 2014 Draft Operating Budget November 27, 2013 Corporate Revenue 1 Page 78 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Revenues CORPORATE REVENUES 2014 BUDGET SUMMARY 2013 BASE 2014 BASE 2014 BUDGET 2013 -2014 BUDGET BUDGET ADJUSTMENTS 2014BUDGET CHANGE( %) 's T REVENUES 7 Taxation Revenue (excluding tax levy) 83,874 83,209 10,000 93,209 11.13% Unconditional Grants 1,544,317 1,544,317 0 1,544,317 0.00% Payments in lieu of taxes 99,887 99,887 5,956 105,843 5.96% Penalty & Interest on taxes 482,000 482,000 17,000 499,000 3.53% Investment Income 156,800 156,800 20,400 177,200 13.01% 2,366,878 2,366,213 53,356 2,419,569 2.23% C9ivs%'ffr�� 3 Corporate Revenues Base Budget Adjustments Service Level Description of Adjustment Reason for Adjustment Impact Cost Decrease in tax cancellations decrease estimate as 2014 is a non- None reassessment year ($10,000.00) Onta no Municipal Partnership 2nd year of 4 year phasedown of grant None Fund $184,400.00 Transferto Budget Stabilization reduce transfer to reserve by amount None reserve equal to OMPF reduction ($184,400.00) Payment in lieu of taxes increase estimate to 2013 actual None ($5,956.00) Increase in penalty and interest tax arrears continued to increase in 2013 None on taxes and anticipated to remain above normal ($17,000.00) levels until end of 2014 Increase in interest - bank 25 basis point increase in interest rates None account anticipated in second half of 2014 ($17,700.00) increase in Interest- corresponds to increased level of None vestments investments ($2,700.00) 2 Page 79 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Revenues CORPORATE REVENUES 2013 2014 2015 2016 Revenues Revenues change Revenues change Revenues change Taxation Revenue (excluding taxlevy) 83,874 93,209 11.13% 93,209 0.00% 93,209 0.00% Unconditional Grants 1,544,317 1,544,317 0.00% 1,416,483 -8.28% 1,232,083 - 13.02% Payments in lieu of taxes 99,887 105,843 5.96% 107,960 2.00% 110,119 2.00% Penalty & interest on Taxes 482,000 499,000 3.53% 475,000 -4.81% 451,000 -5.05% Investment Income 156,800 177,200 13.01% 205,000 15.69% 238,000 16.10% 2,366,878 2,419,569 2.23% 2,297,652 -5.04% 2,124,411 -7.54% EXPLANATORY NOTES: - Unconditional grants four year phasedown of OMPF expected to continue in 2015 & 2016, offsetting reduction in transfer to reserve will not be available in those years - - Penalty & Interest on taxes level of tax arrears expected to decline in 2015 & 2016 !� ! Investment Income interest rates expected to rise in 2015 & 2016 5 Asset Nq- T Management 1 Plan 3 Page 80 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 BRIDGES Inventory As of December 31, 2012, The Township of Oro - Medonte's inventory of bridges consists of 22 structures. Life Expectancy As part of Oro - Medonte's asset inventory compilation, useful life of bridges was determined through discussion with senior managers and comparison to other municipalities. Useful life of the Township's bridges was determined to be 60 years. 4 b , . /4•t 2 MENNEEMEMEnk- BRIDGES Condition Assessment The Township Of Oro - Medonte will determine asset condition based on remaining useful life of the asset. As the asset management process evolves, a condition rating system will be developed. As such, the condition of the municipality's bridges can be summarized as follows: No useful life remaining 14 0.01% to 20% useful life remaining 4 40.01% to 60% useful life remaining 1 60.01% to 80% useful life remaining 2 80.01% to 100% useful life remaining 1 Total 22 The average useful life remaining is 14.98 %. 4 Page 81 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 BRIDGES Financing Asset Replacement The Township of Oro - Medonte maintains a bridge replacement reserve to finance asset replacement. An annual contribution is made to the reserve to ensure sufficient funds are available when replacement of bridges is required. The adequacy of the annual contribution is assessed below: Estimated replacement cost of assets 2014 -2023 $ 7,090,960 Projected reserve balance at 2013/12/31 $ 675.622 $ 6,415,338 Annual contribution to reserve required $ 641,534 Current annual contribution to reserve $ 150.000 Annual Contribution Shortfall $ 491,534 Current annual contribution as % of required contribution 23.38% Financing Strategy: j+ Contribution to reserve will increase annually by $25,000 until funding shortfall has been eliminated. 9 5 Page 82 of 231 FACILITIES Inventory As of December 31, 2012, The Township of Oro - Medonte's facilities consist of 32 units that are utilized in the provision of " municipal services. These facilities can be categorized as follows: Administration Centre 1 Fire Halls 6 OPP Substation /Nurse Practitioner Clinic 1 Public Works Depots/ Salt /Sand Domes 4 Arena /Community Centre 1 Community Halls 6 Storage Buildings 4 Picnic Pavilions /Shelters 6 Change room /Washrooms 3 Total 32 Life Expectancy As part of Oro- Medonte s asset inventory compilation, useful life of bridges was determined through discussion with senior managers and comparison to other municipalities. Useful life of the Township's facilities was determined to be 60 years. WAL 10 5 Page 82 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 FACILITIES Condition Assessment The Township Of Oro - Medonte will determine asset condition based on remaining useful life of the asset. As the asset management process evolves, a condition rating system will be developed. As such, the condition of the municipality's facilities can be summarized as follows: No useful life remaining 1 0.01% to 20% useful life remaining 2 20.01% to 40% useful life remaining 8 40.01% to 60% useful life remaining 7 60.01% to 80% useful life remaining 9 80.01% to 100% useful life remaining 5 Total 32 iIt The average useful life remaining is 54.05 %. FACILITIES z Financing Asset Replacement The Township of Oro - Medonte maintains a facility replacement reserve to finance asset replacement. An annual contribution is made to the reserve to ensure sufficient funds are available when replacement of facilities is required. The adequacy of the annual contribution is assessed below: Estimated replacement cost of assets 2014 -2030 $ 37,305,273 Projected reserve balance at 2013/12/31 $ 963,720 $ 36,341,553 Annual contribution to reserve required $ 741,664 Current annual contribution to reserve $ 375,000 Annual Contribution Shortfall $ 366,664 Current annual contribution as % of required contribution 50.56% Financing Strategy: Contribution to reserve will increase annually by $25,000 until funding shortfall has been eliminated. (9iva 77; 12 11 Page 83 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... FLEET Inventory As of December 31, 2012, The Township of Oro - Medonte's fleet consists of 66 units that are utilized in the provision of municipal services. These vehicles can be categorized as follows: Light Truck /Passenger Vehicles 21 Heavy trucks 13 Equipment (graders, loaders, backhoes, sweepers) 12 Ice resurfacer 1 Airboat 1 Fire /Emergency vehicles 18 Total 66 w FLEET Life Expectancy As part of Oro- Medonte's asset inventory compilation, useful life of vehicles was determined through discussion with senior managers and comparison to other municipalities. Useful life of the Township's vehicles is as follows: Light Truck /Passenger Vehicles 5 to 7 years Heavy trucks 14 years Equipment (graders, loaders, backhoes, sweepers) 20 years Ice resurfacer 10 years Airboat 20 years Fire /Emergency vehicles 20 years 11/29/2013 (diva /!<•e� /rr 14 7 Page 84 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 FLEET Condition Assessment The Township Of Oro - Medonte will determine asset condition based on remaining useful life of the asset. As the asset management process evolves, a condition rating system will be developed. As such, the condition of the municipality's fleet can be summarized as follows: No useful life remaining 9 0.01% to 20% useful life remaining 6 20.01% to 40% useful life remaining 15 40.01% to 60% useful life remaining 16 60.01% to 80% useful life remaining 12 80.01% to 100% useful life remaining 8 Total 66 iIt The average useful life remaining is 42.94 %. _=%t® F3 Page 85 of 231 FLEET Financing Asset Replacement The Township of Oro - Medonte maintains a vehicle replacement reserve to finance asset replacement. An annual contribution is made to the reserve to ensure sufficient funds are available when replacement of vehicles is required. The adequacy of the annual contribution is assessed below: Estimated replacement cost of assets 2014 -2030 $11,854,394 Projected reserve balance at 2013/12/31 $ 1,041,542 $ 10,812,852 Annual contribution to reserve required $ 636,051 Current annual contribution to reserve $ 539,000 Annual Contribution Shortfall $ 97,051 Current contribution as % of required contribution 84.74% Financing Strategy: Contribution to reserve will increase annually by $15,000 until funding shortfall has been eliminated. (9iva 7/; 16 F3 Page 85 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 PLAYGROUND EQUIPMENT Inventory As of December 31, 2012, the Township of Oro - Medonte's has 14 sets of playground equipment located throughout the municipality. Life Expectancy As part of Oro - Medonte's asset inventory compilation, useful life of facilities was determined through discussion with senior managers and comparison to other municipalities. Useful life of the Township's facilities was determined to be 20 years. 4 w- PLAYGROUND EQUIPMENT Condition Assessment The Township of Oro - Medonte will determine asset condition based on remaining useful life of the asset. As the asset management process evolves, a condition rating system will be developed. As such, the condition of the municipality's facilities can be summarized as follows: No useful life remaining 1 0.01% to 20% useful life remaining 1 20.01% to 40% useful life remaining 1 40.01% to 60% useful life remaining 1 60.01% to 80% useful life remaining 7 80.01% to 100% useful life remaining 3 Total 14 The average useful life remaining is 60.80 %. we Page 86 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 PLAYGROUND EQUIPMENT Financing Asset Replacement The Township of Oro - Medonte maintains an equipment replacement reserve to finance asset replacement. This reserve has a playground equipment component. An annual contribution is made to this component of the reserve to ensure sufficient funds are available when replacement of playground equipment is required. The adequacy of the annual contribution is assessed below: Estimated replacement cost of assets 2014 -2032 $ 752,164 Projected reserve balance at 2013/12/31 $ 675,622 $ 725,164 Annual contribution to reserve required $ 38,166 Current annual contribution to reserve $ 27,000 Annual Contribution Shortfall $ 11,166 Current annual contribution as % of required contribution 70.74% Financing Strategy: j� Contribution to reserve will increase annually by $1,000 until funding shortfall has been eliminated. 4 w ROADWAYS Inventory The Township's road infrastructure is divided into the following components: • Road Surface • Road Subsurface As of December 31, 2012 the Township's road surface inventory consisted of the following: Kilometers Asphalt 444.068 Concrete 1.542 Gravel 31.800 Surface treated 104.820 Total 582.230 As of December 31, 2012 the Township's road subsurface inventory totaled 558.593 kilometers. (9ivi "�' /7r 20 we] Page 87 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ROADWAYS Life Expectancy As part of Oro - Medonte's asset inventory compilation, useful life of roadways was determined through discussion with senior managers and comparison to other municipalities. Useful life of the Township's roadways is: • Surface 15 years • Subsurface 40 years L 11 Page 88 of 231 ROADWAYS INIMMENEEMENk- Condition Assessment The Township of Oro - Medonte will determine asset condition based on remaining useful life of the asset. As the asset management process evolves, a condition rating system will be developed. As such, the condition of the municipality's roadways can be summarized as follows. Road Surface Road Subsurface No useful life remaining 183.463km 245.422km 0.01% to 20% useful life remaining 76.314km 88.772km 20.01% to 40% useful life remaining 40.955km 31.523km 40.01% to 60% useful life remaining 82.293km 30.336km 60.01% to 80% useful life remaining 153.447km 78.712km 80.01% to 100% useful life remaining 45.759km 83.828km Total 582.230km 558.593km The average useful life remaining is: 31.93% 33.15% -401111k, 22 11 Page 88 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... ROADWAYS Financing Asset Replacement The Township of Oro-Me donte finances the replacement of road infrastructure from the following sources of revenue: Tax levy $648,216 Federal gas tax allocation $618,450 Development charges $ 85,376 Gravel royalties $140,000 Total $1,492,042 The adequacy of the annual contribution is assessed below Road Surfaces Capital requirement 2013 -2027 $37.756.888 Annual funding required $2,517,126 Road subsurface Capital requirement 2013 -2052 $51,996,348 Annual funding required $1,299,909 $3,817,035 Total current annual funding $1.492.042 Annual Funding shortfall $2,324,993 Current annual funding as %of required funding 39.08% 11/29/2013 b., . f1r•r,- 23 ROADWAYS Financing Asset Replacement Financing Strategy: The municipality will continue its current annual dedicated tax increase of 1% relating to road infrastructure. As debt charges related to road infrastructure expire, funds no longer required for debt charges will be re- allocated to road infrastructure replacement. 12 Page 89 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... OTHER RESERVE TRANSFERS EQUIPMENT REPLACEMENT — GENERAL Increase of $15,000 to $80,000 LAND IMPROVEMENTS Increase of $14,000 to $44,000 INFRASTRUCTURE— GENERAL Increase of $30,000 to $105,000 11/29/2013 25 CAO"s Office Page 90 of 231 13 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... CHIEF ADMINISTRATIVE OFFICE — CAO'S OFFICE Purpose Working with Council, the CAO is responsible for the establishment of the Corporate Strategic Directions for the Township of Oro- Medonte. Through leadership of the Senior Management Team, the CAO manages the execution of Council's directions, decisions and provides recommendations to Council regarding periodic updating of the Corporate Strategic Directions. Responsibilities /Core Activities • Support to Mayor and Council Corporate Communications • Management & Leadership Policy Development Customer Service • Corporate Strategic Initiatives Accessibility Advisory Economic Development Human Resources • Health & Safety 11/29/2013 b., . /1�•r,- 27 14 Page 91 of 231 CHIEF ADMINISTRATIVE OFFICE — CAO'S OFFICE Key Accomplishments • Initiated community -wide engagement regarding Customer Service; • Ongoing support of the Nurse Practitioner -Led Clinic in the Township, including ground- breaking for expansion; • Long term multi -year Capital Plan and 3 year operating projection; • Annual Emergency Management Exercise and ongoing support and input to the Emergency Management Plan, including CEMC Certifications; • Successful Economic Development related grant applications; • Finalized Corporate Communications Strategy and 2 year Communications Plan; • Created and distributed Annual Accomplishments Report Card; • Completion of non - bargaining unit job evaluation and job description reviews; Delivery of Health & Safety training for Supervisors and Managers; • Draft Corporate HR Policy manual update. 14 Page 91 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 MAYOR & COUNCIL SUPPORT, MANAGEMENT LEADERSHIP & POLICY DEVELOPMENT Purpose Ensure the efficient and effective operation of the Corporation through management and leadership of the Senior Management Team. Liaise with Council to implement Corporate Strategic Directions while making recommendations and provide periodic updates to Council regarding policies and procedures. Responsibilities / Core Activities • Mayor & Council Support • Management Leadership • Policy Development �L MAYOR & COUNCIL SUPPORT, MANAGEMENT LEADERSHIP & POLICY DEVELOPMENT 2014 Base Budget Adjustments (Tab 61— CAD's Office; Page 6) Description of Adjustment Reason for Adjustment Service Level Impact Cost Clothing Allowance Increase to reflect Corporate Attire Policy Maintained $615.00 changes Legal Decrease to reflect expenditures Maintained ($5,000.00) Consultant Fees Reduction to accurately reflect adjustments in Maintained ($3,000.00) external consultant support HR Committee Reduction to accurately reflect adjustments in Maintained ($4,500.00) external consultant support Departmental Reviews Reduction to accurately reflect adjustments in Maintained ($7,000.00) external consultant support 15 Page 92 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 CORPORATE STRATEGIC INITIATIVES Purpose The Corporate Strategic Initiatives' budget provides for the development of policies and programs for the Corporation that will maximize revenue and /or cost savings in administration of corporate - related functions; Legal Services, Government Relations, Economic and Tourism Development, and Risk Management. It provides Council with strategic leadership in the ongoing implementation of corporate strategic planning and continuous improvement initiatives. Responsibilities / Core Activities • Corporate Strategic Planning • Corporate Strategic Initiatives • Stakeholder and Government Relations CORPORATE STRATEGIC INITIATIVES 2014 Base Budget Adjustments (Tab 61— CAD's Office; Page 8) a (9wa< /! <e 31 Description of Adjustment Reason for Adjustment Service Level Impact Cost Budget increase to enable staff to engage the Increase in Materials Expense community in the development Of draft 2014 -2018 Maintain 51,000.00 Strategic Plan for next term of Council. kul 32 Page 93 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ECONOMIC DEVELOPMENT Purpose The Economic Development budget provides for the strategic leadership and implementation of activities that will enable the growth of the Township's economy both from within (business T. development and retention) and externally (business attraction). Responsibilities / Core Activities Economic Development • Stakeholder and Government Relations 4 L ECONOMIC DEVELOPMENT 2014 Base Budget Adjustments (Tab 61— CAD's Office; Page 10) Description of Adjustment Reason for Adjustment Service Level Impact Cost Esta blishmeut of a G rants Reven u grant budget to reflect Simcoe Cou my Economic Development opportunity. Anticipated that Is ra nt will fund a I increased expe nd itu res Enhanced ($50,000.00) Revenue Income below. Budget increase to reflect Simcoe County Economic Development Grant Increase in Wages opportunity and direction from Council: Report CS12013 -03: Hiring a Co- Enhanced $9,000.00 op student to assist with project implementation. Increase in Advertising & Trade Budget increase to reflect Simcoe County Economic Development Grant Shows Expense opportunity and direction from Council: Report CS12013 -03: Regional Enhanced $3,000.00 Marketing, Trade Show materials Increase in Marketing Materials Budget increase to reflect Simcoe County Economic Development Grant Expenses opportunity and direction from Council: Report CS12013 -03: Maple Fest /Maple Trail Enhanced $1,500.00 Establishment of a "S I pecia Budget increase to reflect Simcoe County Economic Development Grant Projects' Expense opportunity and direction from Council: Report CS12013 -03: Enhanced Enhanced $36,500.00 economic development website, Maple Fest /Maple Trail, Cycle Tourism �._ 111111, 17 Page 94 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 CORPORATE COMMUNICATIONS Purpose Development and implementation of a diverse communications strategy to inform public, staff and Council of information in a timely fashion. Development of communication materials to support Council's strategic priorities and goals including the enhancement of communications to residents and stakeholders. Create and implement an Internal Communications Strategy to foster timely distribution and receipt of information among all staff to increase awareness of services provided by the Township. Development and implementation of an External Communications Strategy to increase awareness of services provided by Council and the Township to the public. Responsibilities / Core Activities Corporate Communications Strategy External Communications and Public Information Internal Communications Newspaper Advertisements Media Relations w NL- CUSTOMER SERVICE Purpose Greet customers face -to -face and over the phone to provide information in response to inquires about services. Receives and handles customer complaints. Responsibilities / Core Activities • Customer Service — Service Excellence (`lima:' /!• 36 k3 Page 95 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 CORPORATE COMMUNICATIONS AND CUSTOMER SERVICE 2014 Base Budget Adjustments (Tab 61— CAO's Office; Page 12) .. .. o CL•, . f1,- 37 Description of Adjustment Reason for Adjustment Se rvice Level Impact Cost Wireless Communications Increase to reflect costs associated with Enhanced $1,000.00 Blackberry Device (Administrative Assistant) Advertising Recoveries Reflect advertising recoveries Maintained ($500.00) Clothing Allowance Increase to reflect Corporate Attire Policy Maintained $520.00 changes ACCESSIBILITY ADVISORY COMMITTEE Purpose This budget enables the municipality to mobilize its Accessibility Advisory Committee which is responsible for making recommendations related to accessibility matters designed to remove barriers and improve accessibility for residents and taxpayers of the municipality. Responsibilities / Core Activities • Accessibility Advisory Committee y _`�•� (Ir•o . / /cr /r.rR 38 Wel Page 96 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ACCESSIBILITY ADVISORY COMMITTEE 2014 Base Budget Adjustments (Tab 61— CAO's Office; Page 14) r_. Description of Adjustment Reason for Adjustment Service Level Impact Cost Budget reductions to reflect historical Decrease in Meeting Fees ,Education& RECRUITMENT Purpose Develop, recommend and implement recruitment and selection policies, programs, procedures and strategies that attract and secure the best qualified applicants for positions at the Township of Oro - Medonte in order to achieve corporate goals and objectives. Responsibilities /Core Activities • Policy Development Employee Recruitment • Candidate Selection fNew Employee /Transfer Orientations No Base Budget Adjustments (Tab 61— CAO's Office; Page 16) Page 97 of 231 40 Pill rain ing Expenses ex p enditures of committee ( meetin B honorariums, ravel expenditures, training activities) Maintain ($1,000.00) RECRUITMENT Purpose Develop, recommend and implement recruitment and selection policies, programs, procedures and strategies that attract and secure the best qualified applicants for positions at the Township of Oro - Medonte in order to achieve corporate goals and objectives. Responsibilities /Core Activities • Policy Development Employee Recruitment • Candidate Selection fNew Employee /Transfer Orientations No Base Budget Adjustments (Tab 61— CAO's Office; Page 16) Page 97 of 231 40 Pill 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 COMPENSATION, BENEFITS & EMPLOYEE RECOGNITION 2014 Base Budget Adjustments (Tab 61— CAO's Office; Page 18) Description of Adjustment Reason for Adjustment Service Level Impact Cost Reduction in inactive /retiree benefit costs inactive /retiree reached end of entitlements none ($2,065.00) COMPENSATION, BENEFITS & EMPLOYEE RECOGNITION -- Purpose Attract, retain and motivate Township employees in order to achieve the goals and objectives of the organization through competitive total compensation policies and recognition of contributions to the organization. Ensures internal equity and compliance with The Pay Equity Act. Responsibilities / Core Activities F' Compensation • Benefits & Pension • Payroll Administration Job Evaluation • Employee Recognition 41 ( b•., . l /a•r /,.,i, COMPENSATION, BENEFITS & EMPLOYEE RECOGNITION 2014 Base Budget Adjustments (Tab 61— CAO's Office; Page 18) Description of Adjustment Reason for Adjustment Service Level Impact Cost Reduction in inactive /retiree benefit costs inactive /retiree reached end of entitlements none ($2,065.00) 21 Page 98 of 231 21 Page 98 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 LABOUR & EMPLOYEE RELATIONS Purpose Ensures that positive labour and employee relations as governed by the collective agreement; policies, procedures and legislation are administered and maintained; promoting the effectiveness of employees in achieving the goals and objectives of the Township of Oro- Medonte. Responsibilities / Core Activities • Policy Development • Internal HR Consultancy Services • Collective Agreement Administration • Labour /Employment Law Interpretation • Grievance Management - Collective Bargaining b.., . /1r•r, 43 LABOUR & EMPLOYEE RELATIONS 2014 Base Budget Adjustments (Tab 61- CAD's Office; Page 20) 010 / /r•r�iNr Description of Adjustment Reason for Adjustment Service Level Impact Cost Contract Services -Legal Increase in legal fees to accurately reflect none $10,000.00 Mediation /Arbitration actual expenditures Contract Services Legal Fees Increase in legal fees to accurately reflect none $5,000.00 actual expenditures Contract Services Consultant Fees Decrease in consultant fees due to the none - $2,500.00 settlement of the Collective Agreement Pia 44 Page 99 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 PERFORMANCE MANAGEMENT & EMPLOYEE DEVELOPMENT Purpose Develop, implement and manage the Performance Management Program for all Township Employees ensuring yearly completion outlining goals, actions plans, competencies and training /development needs. 'T.. Responsibilities / Core Activities Performance Management Program • Talent Management No Base Budget Adjustments (Tab 61— CAD's Office; Page 22) 4 O.0 . / /av�/a�r[c• 45 HEALTH & SAFETY Purpose To deliver a Health and Safety, Wellness program ensuring Township of Oro - Medonte employees work in a healthy and safe environment, reducing risk and liability, ensuring compliance with the Occupational Health and Safety Act, providing education and training with particular emphasis on regulations and standards. Responsibilities / Core Activities • Health & Safety • WSIB Administration • Return to Work Policy & Procedure Development No Base Budget Adjustments (Tab 61— CAO's Office; Page 24) 46 psi Page 100 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 EXPLANATORY NOTES: Where no significant budgeted deviations from cost of living, a 2% increase has been used to forecast for 3 year operating budget Part -time employee showed across all services within the CAO's Office commencing in 2015 to assist in Economic Development, Corporate Communications &Customer Service, Human Resources and Health &Safety. Economic Development: Contracted Services I Lake Country &Chamber - an additional $5000 in 2015 and retained in base for 2016 Performance Management &Employee Development: Contracted Services I Training - Additional $2500 in both 2015 and 2016 in anticipation of succession planning /retirements. 6 potential SMT /DMT retirees by 2016 Recruitment: Materials &Supplies I Advertising - additional $500 in 2015 due to scheduled retirements and retained in base for 2016 MAI Page 101 of 231 CAO'S OFFICE 3 Year Operating Forecast zo13 zo14 zols zo16 Tax Levy Tax Levy Tax Levy Tax Levy Requirement Requirement %change Requirement %change Requirement %change Mayor &Council Support, Management Leadership &Policy Development 250,395 237,303 -5.23° 242,049 2.00° 246,89 2.00 Corporate Communications &Customer r Service 200,325 205,508 2.59° 216,118 5.16% 220,441 2.00° Economic Development 147,52 153,22 3.86% 161,26 5.25% 170,989 6.03° Corporate Strategic Initiatives 89,342 94,309 5.56° 96,195 2.00% 98,119 2.00° Accessibility Committee 4,00 3,00 -25.00% 3,00 0.00% 3,10 3.33° Health, Safety &Wellness 64.888 66,628 2.68° 69,128 3.75% 70,510 2.00° Recruitment 36,958 38,15 3.24° 39,417 3.31% 40,205 2.00% Labour &Employee Relations 102,317 117,155 14.50° 127,998 9.26% 123,928 -3.18° 50,227 1 Compensation, Benefits &Recognition 102,452 102,378 -.07° 106,426 3.95% 108,555 2.007 1,067,882 1 1.92° 1 1,115,32 4 4.44% 1 1,140,0 2 2.22 0;4v 1<; //e[(Vitfe 47 EXPLANATORY NOTES: Where no significant budgeted deviations from cost of living, a 2% increase has been used to forecast for 3 year operating budget Part -time employee showed across all services within the CAO's Office commencing in 2015 to assist in Economic Development, Corporate Communications &Customer Service, Human Resources and Health &Safety. Economic Development: Contracted Services I Lake Country &Chamber - an additional $5000 in 2015 and retained in base for 2016 Performance Management &Employee Development: Contracted Services I Training - Additional $2500 in both 2015 and 2016 in anticipation of succession planning /retirements. 6 potential SMT /DMT retirees by 2016 Recruitment: Materials &Supplies I Advertising - additional $500 in 2015 due to scheduled retirements and retained in base for 2016 MAI Page 101 of 231 - P Performance Management 4 49,533 5 50,227 1 1.40° 5 53,73 6 6.98% 5 57,307 6 6.65° - T TOTAL 1 1,047,73 1 1,067,882 1 1.92° 1 1,115,32 4 4.44% 1 1,140,0 2 2.22 Advertising - additional $500 in 2015 due to scheduled retirements and retained in base for 2016 MAI Page 101 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Finance Finance FINANCE 2014 BUDGET SUMMARY 2013 BASE 2014 BASE 2014 BUDGET 2013 -2014 BUDGET BUDGET ADJUSTMENTS 2014BUDGET CHANGE( %) EXPENDITURES Administration 34,215 34,943 1,250 36,193 5.78% Accounting Services 211,308 214,606 0 214,606 1.56% Tax Billing & Collection 87,682 88,260 88,260 0.66% Financial Planning & reporting 130,336 132,193 0 132,193 1.42% 463,541 470,002 1,250 471,252 1.66% REVENUES Service Charges & Fees 16,000 16,600 0 16,600 3.75% Other 1,000 1,300 1,300 30.00% 17,000 17,900 0 17,900 5.29% Tax Levy Requirement 446,541 452,102 1,250 453,352 1.53% EXPENDITURES BY TYPE - -- _ Salaries, Wages & Benefits 414,102 419,711 419,711 Materials & Supplies 21,739 22,591 1,250 23,841 Contacted Services 27,700 27,700 D 27,700 463,541 470,002 1,250 471,252 50 25 Page 102 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Finance FINANCE 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy % Tax Levy Requirement Requirement change Requirement change Requirement change Administration 30,015 31,993 6.59% 32,701 2.21% 33,254 1.69% Accounting services 211,308 214,606 1.56% 219,315 2.19% 222,605 1.50% Tax Billing & collection 74,882 74,560 -0.43% 76,447 2.53% 77,799 1.77% Financial Planning & reporting 130,336 132,193 1.42% 134,937 2.08% 136,961 1.50% 446,541 453,352 1.53% 463,400 2.22% 470,619 1.56% EXPLANATORY NOTES: None Council (7�.��.. l /c•[��ri 51 Page 103 of 231 P11 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Council COUNCIL 2014 BUDGET SUMMARY 2014 BASE 2014 BUDGET 2013 -2014 2013 BASE BUDGET BUDGET ADJUSTMENTS 2014BUDGET CHANGE( %) L. EXPENDITURES Council 254,753 256,040 6,100 262,140 2.90% Grants /Donations 85,100 85,100 0 85,100 0.00% 339,853 341,140 6,100 347,240 2.17% REVENUES Transfer from reserve 0 9,100 9,100 Other 5,000 5,200 0 5,200 4.00% 5,000 5,200 9,100 14,300 1 .00% -0 Tax Levy Requirement 334,853 335,940 -3,000 332,940 -0.57% EXPENDITURES BY TYPE Salaries, Wages & Benefits 208,562 209,724 209,724 0.56% Materials & Supplies 46,191 46,316 6,100 52,416 13.48% External Transfers 85,100 85,100 0 85,100 0.00% - - 339,853 341,140 6,100 347,240 2.17% i � 1 53 Council Description of Adjustment Reason for Adjustment Service Level Impact Cost Provision of laptops to as per computer none incoming Council replacement policy $9,100.00 Transfer from reserve to fi na nce above none ($9,100.00) Deletion of courier costs allocation no longer required none with introduction of e- ($3,000.00) agenda 54 27 Page 104 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... COUNCIL 2013 Tax Levy Requirement Council 249,753 Grants /Donations 85,100 334,853 11/29/2013 Council 2014 2015 2016 Tax Levy % Tax Levy % Tax Levy Requirement change Requirement change Requirement change 247,840 -0.77% 251,854 1.62% 255,933 1.62% 85,100 0.00% 85,100 0.00% 85,100 0.00% 332,940 -0.57% 336,954 1.21% 341,033 1.21% EXPLANATORY NOTES: Grant /Donations allocation anticipated to remain static =it® Shared Costs PR3 Page 105 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Shared Costs SHARED COSTS 2014 BUDGETSUMMARY 2014 BASE 2014 BUDGET 2013 -2014 _ 2013 BASE BUDGET BUDGET ADJUSTMENTS 2014BUDGET CHANGE( %) EXPENDITURES Risk Management 341,000 341,820 58,854 406,674 19.26% Transfer to Facility Repair re serve 100,000 100,000 0 100,000 Administration Centre and adminirtrative office cos4 300,355 306,219 24,950 331,169 10.26% 741,355 754,039 83,804 837,843 13.02% REVENUES Service Charges &Fees 150 150 150 0.00% Transferfrom Reserve 0 0 20,000 20,000 150 150 20,000 20,150 Tax Levy Requirement 741,205 ]53,889 63,804 81],693 10.32% EXPENDITURES BY TYPE Salaries, Wages &Benefits 49,580 50,5]0 ],150 5],]20 16.42% Materials &Supplies 148,]]5 152,049 -2,200 149,849 0.72% Contra Red Services 443,000 451,420 78,854 530,2]4 19.70% Transfers to Reserves 100,000 100,000 0 100,000 0.00% 741,355 754,039 83,804 837,843 13.02% 5 57 Shared Costs - Risk Management Base Budget Adjustments Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in allocation for to adjustfor 15.3% increase none $58,854.00 1 iability insurance in premiums experienced in 2013 01w 58 29 Page 106 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Shared Costs —Administration Costs Base Budget Adjustments Service Level 2013 Reason for Adjustment Impact Cost allocation for development charge new study required to support none study development charge by -law, current $20,000.00 by -law expires August,2014 Tax Levy Chang transfer from reserve & reserve to finance above none funds Requirement a ($20,000.00) decrease allocation for office to reflect actual costs none supplies ($5,000.00) increase allocation for telephone to reflect actual costs none $2,800.00 increase allocation for salaries & elevated focus on preventative Transfer to facility repair benefits maintenance. Adjustments to staffing requirements for upkeep of grounds, 100,000 100,000 0.00% a role previously upheld by Oro $7,150.00 Administration centre & horticultural Society which has been impacted by declining volunteers. Administrative Office b. , . f /c•t 59 Shared Costs SHARED COSTS 2013 2014 2015 2016 Tax Levy Tax Levy Chang Tax Levy Chang Tax Levy Chang Requirement Requirement a Requirement a Requirement e 19.26 Risk Management 341,000 406,674 % 427,008 5.00% 448,358 5.00% Transfer to facility repair reserve 100,000 100,000 0.00% 100,000 0.00% 100,000 0.00% Administration centre & Administrative Office Costs 300,205 311,019 3.60% 317,243 2.00% 322,421 1.63% 10.32 741,205 817,693 % 844,251 3.25% 870,779 3.14% EXPLANATORY NOTES: Liability insurance premiums anticipated to increase 5% annually transfer to facility repair reserve to remain static ('l.va:' /l•cl 60 08] Page 107 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Police Police POLICE 2014 BUDGETSUMMARY 2013 BASE 2014 BASE 2014 BUDGET 2013 -2014 BUDGET BUDGET ADJUSTMENTS 2014BUDGET CHANGE( %) EXPENDITURES OPP costs 2,311,551 2,311,551 92,504 2,404,055 4.00% Sub - Station 14,839 13,115 0 13,115 - 11.62% 2,326,390 2,324,666 92,504 2,417,170 3.90% REVENUES Fines 325,000 325,000 0 325,000 0.00% Tax Levy Requirement 2,001,390 1,999,666 92,504 2,092,170 4.54% EXPENDITURES BY TYPE Salaries, Wages & Benefits 1,480 740 0 740 - 50.00% Materials & Supplies 13,359 12,375 0 12,375 -7.37% External Transfers 2,311,551 2,311,551 92,504 2,404,055 4.00% 2,326,390 2,324,666 92,504 2,417,170 3.90% Oliva : / /ae 62 31 Page 108 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Police Base Budget Adjustments Description of Adjustment Reason for Adjustment Service Level Impact Cost 4% increase included in 2014 None Increase allocation for OPP budget allocation $92,504.00 levy POLICE 2013 Tax Levy Requirement OPP Costs 1,986,551 Sub- station 14,839 2,001,390 Aet� 63 ' Police 2014 2015 2016 Tax Levy Tax Levy % Tax Levy % Requirement %change Requirement change Requirement change 2,079,055 4.66% 2,157,187 3.76% 2,237,858 3.74% 13,115 - 11.62% 13,377 2.00% 13,645 2.00% 2,092,170 4.54% 2,170,564 3.75% 2,251,503 3.73% EXPLANATORY NOTES: OPP costs forecasted to increase 2% in 2015 & 2016. 1.25% deferred from 2014 increase to be absorbed in both those years. POA revenues expected to remain static. 01va,:' /lt 64 MR Page 109 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Lake Simcoe Regional Airport 01 Page 110 of 231 LAKE SIMCOE REGIONAL AIRPORT Purpose of Service To provide airport facilities serving the broader region of Simcoe County to meet the needs of local residents and industry, entertainment venues, Department of Defence, Ontario Provincial Police, RCMP, Ministry of Health and Ontario Hydro. Responsibilities / Core Activities • Airport Facilities • Terminal Facilities • Commercial Land >' No Base Budget Adjustments = %t® 01 Page 110 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... Corporate Services Corporate Services The Corporate Services Department is comprised of three Divisions: Clerk's Office, Information Technology and Municipal Law Enforcement. Purpose -Clerk's Office The Clerk's Office performs a variety of functions in accordance with provincial legislative requirements and Council direction to ensure transparency and accountability in the governing process. An annual allocation is made to a reserve for election costs so that the financial impact of holding the election is level from year to year. Activities / Services Secretariat Function • Corporate Real Estate Administration — Corporate Services 11/29/2013 Municipal Election • Corporate Records Management 34 Page 111 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Services Key Accomplishments • Provision of meeting secretariat function for Council and its advisory bodies; • Continued enhancement of Township Website; • Receipt of Court decision on the Lakeshore Promenade matter confirming the Township's ownership to the water's edge, and endorsement of costs to the Township on a partial indemnity basis; s Provision of technology to enable mobile staff to access databases while on site and issue appropriate paperwork on site; • Commencement of activities associated with 2014 Municipal Election; • Increased service level to provide enforcement of Permit Parking provisions 7 days per week; • Assumed oversight of Crossing Guard function; • Continued enforcement of the Township's Canine Control, Kennel Licensing and other By -laws. b•., . f1c•t J..ri - 69 Secretariat Function for Council and its advisory bodies Purpose Provide Council, its Committees and Technical Support Groups with secretariat functions for the production and distribution of agendas and minutes, to document the meetings, the recommendations /decisions of Council and its advisory bodies for the Corporation and its stakeholders, in accordance with the Municipal Act, Planning Act, Township Procedural By -law and Township Accountability and Transparency Policy. Responsibilities / Activities • Compilation, preparation, production, distribution of Agendas and Minutes, attendance at the meetings to record the proceedings, and reporting out of decisions and Council direction. 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 5) • None 35 Page 112 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Secretariat Function for Council and its advisory bodies 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages& Benefits 145,685 150,150 0 150,150 3.06% Materials & Supplies 1,000 1,000 0 1,000 0.00% Contracted Services 2,000 2,000 0 2,000 0.00% 148,685 153,150 0 153,150 3.00% Tax Levy Requirement 148 685 153,150 0 153,150 3.00% b•., . // 71 ( av /ir�rlr Municipal Election Purpose The Clerk's Office is responsible for the conducting of the Municipal Election per the Municipal Elections Act, to enable the qualified electors of the Township to vote for their representatives on Council and School Board. Responsibilities / Activities • Conducting the Municipal Election once every 4 years. Page 113 of 231 01 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Municipal Election Zi ($." - / /<•r/rrrla• 73 Municipal Election 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 7) ;$ 5.' 01 . / / <•r /r.�rlr 74 Description of Adjustment Reason for Adjustment Service Level Impact Cost 2013 -2014 Reallocation of staff time to Election 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET ( %) Salaries, Wages& Benefits 16,100 16,513 65,027 81,540 406.46% Materials & Supplies 0 0 41,700 41,700 Contracted Services 1,875 1,875 18,300 20,175 976.00% Transfer to Reserve 15,000 15,000 - 15,000 0 32,975 33,388 110,027 143,415 334.92% Transfer from Reserve 0 0 45,000 45,000 Tax Levy Requirement 32,975 33,388 65,027 98,415 198.45% Zi ($." - / /<•r/rrrla• 73 Municipal Election 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 7) ;$ 5.' 01 . / / <•r /r.�rlr 74 Description of Adjustment Reason for Adjustment Service Level Impact Cost Salaries, Wages &Benefits Reallocation of staff time to Election $65,027.00 function Materials &Supplies Activities related to conducting Election $41,700.00 Contracted Services Allocation for Election Workers $18,300.00 Transfer to Reserve No transfer to reserve in an Election ($15,000.00) year Transfer from Reserve Offset expenditures incurred during an ($45,000.00) Election year 37 Page 114 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Real Estate Purpose Provide the Corporation and its Departments with centralized coordination of matters related to the Corporation's real estate holdings, including requests to purchase Municipal land, acquisition of new lands, land exchanges, encroachment and easements agreements. s Responsibilities / Activities • Sale of municipally owned lands, acquisition of lands, land exchanges, encroachment and easement agreements 75 Corporate Real Estate Tax Levy Requirement 96,780 98,300 - 63,082 35,218 -63.61% C1r•c.. / /ca /niNr 76 RV Page 115 of 231 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages & Benefits 89,780 91,300 - 62,082 29,218 - 67.46% Materials & Supplies 2,000 2,000 -500 1,500 - 25.00% Contracted Services 5,000 5,000 -500 4,500 96,780 98,300 - 63,082 35,218 - 63.61% Tax Levy Requirement 96,780 98,300 - 63,082 35,218 -63.61% C1r•c.. / /ca /niNr 76 RV Page 115 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Real Estate 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 9) r Description of Adjustment Reason for Adjustment Service Level Impact Cost Salaries, Wages 77 Corporate Records Management Purpose Provide the Corporation and its Departments with centralized coordination of the Municipal records to meet the Corporation's fiscal, legal, historical and operational requirements while ensuring that the records are retained and destroyed in accordance with the Township's Records Retention By -law, adopted pursuant to the Municipal Act. Responsibilities / Activities • Creation, retention, retrieval and destruction of the Corporation's records in accordance with the Municipal Act and Records Retention By -law • Municipal Freedom of Information 04 Page 116 of 231 &Benefits Reallocation of staff time to Possible increased turn - around ($62,082.00) Election function time Materials &Supplies Reduction in advertising None ($500.00) allocation Consultant Fees Reduction in legal fee allocation None ($500.00) Corporate Records Management Purpose Provide the Corporation and its Departments with centralized coordination of the Municipal records to meet the Corporation's fiscal, legal, historical and operational requirements while ensuring that the records are retained and destroyed in accordance with the Township's Records Retention By -law, adopted pursuant to the Municipal Act. Responsibilities / Activities • Creation, retention, retrieval and destruction of the Corporation's records in accordance with the Municipal Act and Records Retention By -law • Municipal Freedom of Information 04 Page 116 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Records Management 40,746 42,165 2,055 44,220 8.53% Transfer from Reserve 0 0 5,000 5,000 Tax Levy Requirement 40,746 42,165 -2,945 39,220 -3.75% -mot® Op" . 11 "el"we 79 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages & Benefits 37,359 38,765 -2,945 35,820 -4.12% Materials & Supplies 3,387 3,400 0 3,400 0.38% Contracted Services 0 0 5,000 5,000 Election function 40,746 42,165 2,055 44,220 8.53% Transfer from Reserve 0 0 5,000 5,000 Tax Levy Requirement 40,746 42,165 -2,945 39,220 -3.75% -mot® Op" . 11 "el"we 79 !Ii] Page 117 of 231 Corporate Records Management 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 11) Description of Adjustment Reason for Adjustment Service Level Impact Cost .. Salaries, Wages &Benefits Reallocation of staff time to possible increased turn - around time ($2,945.00) Election function Contracted Services ape conversion project Increased access to municipal $5,000.0 0 records �ransfer from Reserve o finance above project None ($5,000.00) 80 Ofw'. / / <•[ /�rNa• !Ii] Page 117 of 231 !Ii] Page 117 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... Administration of Corporate Services 11/29/2013 Purpose To provide overall leadership and direction to Department staff to ensure that department activities are aligned with Department and Corporate objectives, and to ensure completion of other legislated responsibilities within the required timelines. Responsibilities / Activities • Leadership and direction to departmental staff • Development and mentoring of staff • Completion of other legislated responsibilities including Vital Statistics, Licensing, Line Fence Act, administration of Ontario Wildlife Damage Compensation Program, etc. Administrai 2013 BASE BUDGET Salaries, Wages & Benefits 89,710 Materials & Supplies 13,300 103,010 Licences & Permits 17,000 Other 1,000 18,000 Tax Levy Requirement 85,010 :ion of Co 2014 BASE BUDGET 92,280 13,300 105,580 rporate Sery 2014 BUDGET ADJUSTMENTS 0 800 800 w ices 2013 -2014 2014 CHANGE BUDGET (%) 92,280 2.86% 14,100 6.02% 106,380 3.27% 17,000 0 17,000 0.00% 11000 0 11000 0.00% 18,000 0 18,000 0.00% 87,580 800 -88380 3.96% M Page 118 of 231 41 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Administration of Corporate Services 2014 Base Budget Adjustments (Tab 63— Corporate Services; Page 13) Description of Adjustment Reason for Adjustment Service Level Impact Cost Materials &Supplies Allocation for Clothing Allowance None $800.00 83 Corporate Services — Clerk's Office 3 Year Operating Forecast 2013 2014 zols 2016 Tax Levy Tax Levy Tax Levy Tax Levy % Requirement Requirement %change Requirement %change Requirement change Secretariat Function 148,685 153,150 3.00% 156,153 1.96% 159,216 1.96% Municipal Election 32,975 98,415 198.45% 39,080 - 60.29% 39,424 0.88% Corporate Real Estate 96,780 35,218 - 63.61% 99,126 181.46% 100,989 1.88% Corporate Records Management 40,746 39,220 -3.75% 42,974 9.57% 43,799 1.92% iNVINK Administration - Corporate Services 85,010 88,380 3.96% 90,367 2.25% 92,392 2.24% 404,196 414,383 2.52% 427,700 3.21% 435,820 1.90% 42 Page 119 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Services — Clerk's Office EXPLANATORY NOTES: Revenues anticipated to remain static 2014 is Election Year so staff time is reallocated from Real Estate and Records Management 2015 & 2016 are non - Election years so staff reallocated back to other services Election Reserve Allocation increased in 2015 & 2016 for 2018 Election 4 Corporate Services — Information Technology The Corporate Services Department is comprised of three Divisions: Clerk's Office, Information Technology and Municipal Law Enforcement. Purpose - Information Technology The Information Technology Division provides and maintains the technology required to allow the Township to serve its residents in an efficient and effective manner. Activities / Services • Computer Network • Production Equipment • Telecommunications • Administration — Information Technology (`lima :' /l•e 86 Page 120 of 231 43 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... N Computer Network Purpose To provide technology for Council and staff to perform their duties and respond to residents. Responsibilities / Activities • Administration, maintenance, installation of computer hardware and software, users, data and file organization and data back -up w- Computer Network 11/29/2013 44 Page 121 of 231 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages & Benefits 102,315 105,350 0 105,350 2.97% Materials & Supplies 109,140 109,466 0 109,466 0.30% Contracted Services 1,000 11000 0 11000 212,455 215,816 0 215,816 1.58% Transfer from Reserve 5,800 5,800 -5,800 0 Tax Levy Requirement 206,655 210,016 5,800 215,816 4.43% Ofw 44 Page 121 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Computer Network r 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 15) i Description of Adjustment Reason for Adjustment Service Level Impact Cost Transfer from Reserve Project completed in 2013 N one $5•$00.00 Telecommunications Purpose To provide telecommunication support services for the Township to enable communications with residents and off -site staff. Responsibilities / Activities Coordination and administration of the Township's telecommunication services including telephones, voicemail, usage and wireless services 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 17) • None �Y (Ir•o . / /c� /,.r�r 90 45 Page 122 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... Tel( 2013 BASE BUDGET t. Salaries, Wages &Benefits 14,985 Tax Levy Requirement 14,985 acommun 2014 BASE BUDGET 15,365 15,365 11/29/2013 ications 2013 -2014 2014 BUDGET 2014 CHANGE ADJUSTMENTS BUDGET (%) 0 15,365 2.54% 0 15,365 2.54% Cb•�, . 1/�•.,® 91 Production Equipment Purpose To provide photocopiers, fax machines, printers for Township departments for the printing of documentation destined for both internal and external use. Responsibilities / Activities Recommendation, installation and maintenance of the various photocopiers, fax machines, and printers utilized by the Township 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 19) • None �Y (Ir•i, . / /av /,.r�r 92 01 Page 123 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Production Equipment / /,'&I'lir 93 Administration of Information Technology Division Purpose To provide overall leadership and direction to the Information Technology Division staff to ensure that division activities are aligned with Department and Corporate objectives, and that best practices are reviewed and implemented accordingly. Responsibilities / Activities • Leadership and direction to divisional staff • Development and mentoring of staff • Rural Connections Broadband Program (`�rW a ' /!< a 94 47 Page 124 of 231 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages & Benefits 24,290 25,237 0 25,237 3.90% Contracted Services 38,460 38,611 0 38,611 0.39% 62,750 63,848 0 63,848 1.75% Tax Levy Requirement 62,750 63,848 0 63,848 1.75% / /,'&I'lir 93 Administration of Information Technology Division Purpose To provide overall leadership and direction to the Information Technology Division staff to ensure that division activities are aligned with Department and Corporate objectives, and that best practices are reviewed and implemented accordingly. Responsibilities / Activities • Leadership and direction to divisional staff • Development and mentoring of staff • Rural Connections Broadband Program (`�rW a ' /!< a 94 47 Page 124 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Administration of Information Technology Division %t® 1 Administration of Information Technology Division j '7, 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 21) Description of Adjustment Reason for Adjustment Service Level Impact Cost 2013 -2014 Allocation for Clothing Allowance 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Salaries, Wages & Benefits 39,275 40,600 0 40,600 3.37% Materials & Supplies 8,560 8,560 400 8,960 4.67% Contracted Services 0 0 0 0 47,835 49,160 400 49,560 3.61% Transfer from Reserve 0 0 0 0 0 0 0 0 Tax Levy Requirement 47,835 49,160 400 49,560 3.61% %t® 1 Administration of Information Technology Division j '7, 2014 Base Budget Adjustments (Tab 63 — Corporate Services; Page 21) Description of Adjustment Reason for Adjustment Service Level Impact Cost Materials & Supplies Allocation for Clothing Allowance None $400.00 96 Page 125 of 231 FiR.3 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ■ Corporate Services — Information Technology 3 Year Operating Forecast 2013 zola zols 2016 r . Tax Levy Tax Levy Tax Levy Tax Levy % Requirement Requirement %change Requirement %change Requirement change Computer Network 206,655 215,816 4.43% 219,018 1.48% 222,272 1.49% Telecommunications 14,985 15,365 2.54% 15,672 2.00% 15,986 2.00% Production Equipment 62,750 63,848 1.75% 64,442 0.93% 65,037 0.92% Administration - Information Technology 47,835 49,560 3.61% 50,462 1.82% 51,380 1.82% 332,225 344,589 3.72% 349,594 1.45% 354,675 1.45% EXPLANATORY NOTES- Contracted Services anticipated to remain static 97 Corporate Services — Municipal Law Enforcement The Corporate Services Department is comprised of three Divisions: Clerk's Office, Information Technology and Municipal Law Enforcement. Purpose - Municipal Law Enforcement Municipal Law Enforcement is responsible for the enforcement of the Township's By -laws, both t-i proactively and the investigation of complaints. The Municipal Law Enforcement Officers work with residents to obtain compliance with the Township By -laws wherever possible, and have a strong educational component to their activities. Municipal Law Enforcement is also responsible for enforcement of the Township's Noise, Animal Control (Canine Control and Kennels), Parking and Sign By -laws, the issuance of Fireworks Permits, Licenses to Sell Fireworks, Pool Fence liqll Permits, and Sign Permits for signs that are not considered a structure under the Ontario Building Code, and other regulatory By -laws. In 2013, Municipal Law Enforcement assumed oversight of the Crossing Guard function. 98 Page 126 of 231 Me] 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... Corporate Services — Municipal Law Enforcement Activities / Services • Education and Enforcement Animal Control • Administration — Municipal Law Enforcement Wildlife Damage Compensation w 11/29/2013 all Page 127 of 231 Education and Enforcement Purpose Municipal Law Enforcement Officers educate the public with respect to the Township's Regulatory By -laws and enforce the regulations as required to ensure and obtain compliance by the public in accordance with the law for the health, safety and protection of people. Responsibilities / Activities • Provide educational information with respect to the Township's By -laws and other applicable legislation • Respond to complaints and noted violations of Township by -laws (proactive and reactive) • Issuance of permits (sign, pool fence and fireworks) • Conducting of inspections pursuant to Township by -laws (Towing, Trailer Camps, Refreshment Vehicles, Fireworks, etc.) (t/; a:' /!• 100 all Page 127 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Education and Enforcement 2013 -2014 t . 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) y. -a• R? Salaries, Wages & Benefits 176,925 183,675 0 183,675 3.82% Materials & Supplies 20,606 20,715 0 20,715 0.53% .� Contracted Services 2,000 2,000 700 2,700 35.00% 199,531 206,390 700 207,090 3.79% Licences & Permits 7,050 7,050 400 7,450 5.67% Fines 28,000 28,000 0 28,000 0.00% ` 35,050 35,050 400 35,450 1.14% Tax Levy Requirement 164,481 171,340 300 171 640 4.35% _mot® (9r•n : / /i•e /rnlc• 101 Education and Enforcement 2014 Base Budget Adjustments (Tab 76 — Municipal Law Enforcement; Page 5) (!r•c.. / /c•r /rirlc• Description of Adjustment Reason for Adjustment Service Level Impact Cost Increased allocation related to Contracted Services Prosecutorial Services to correspond None $700.00 with 2013 expenditures Licences &Permits Increased revenue to correspond with None 2013 Permits 102 51 Page 128 of 231 ($400.00) Page 128 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ill Animal Control Purpose Municipal Law Enforcement Officers oversee the licensing of dogs and kennels to protect the members of the public and re -unite dogs found running at large with their respective owners, and enforce the regulations contained in the Township's Kennel and Canine Control By -laws and Dog Owner Liability Act for the health, safety and protection of people from unsanitary conditions and aggressive dogs. Responsibilities / Activities • Licensing of dogs and kennels within the Township Dogs running at large Dog Owner Liability Act (DOLA) Charges 2014 Base Budget Adjustments (Tab 76 — Municipal Law Enforcement; Page 7) None 103 Animal Control %tftL fw-. 11 "el"Itt" 104 (` 52 Page 129 of 231 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE WIN" BUDGET BUDGET ADJUSTMENTS BUDGET (%) — Salaries, Wages& Benefits 16,160 16,470 0 16,470 1.92% Materials &Supplies 3,956 3,957 0 3,957 0.03% Contracted Services 18,950 19,300 0 19,300 1.85% Licences & Permits 39,066 39,727 0 39,727 1.69% 39,000 39,000 39,000 0 Tax Levy Requirement 66 727 0 727 1001.52% %tftL fw-. 11 "el"Itt" 104 (` 52 Page 129 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Administration of Municipal Law Enforcement Purpose To provide overall leadership and direction to the Municipal Law Enforcement Division staff to ensure that division activities are aligned with Department and Corporate objectives, and that best practices are reviewed and implemented accordingly. Responsibilities / Activities • Leadership and direction to divisional staff • Development and mentoring of staff • Review and updating of Township by -laws to ensure best practices are implemented, and by- laws address current circumstances ( b�r, . / /a•r /r,.r(, 105 Administration of Municipal Law Enforcement 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET ( %) Salaries, Wages & Benefits 6,959 7,415 0 7,415 6.55 Materials & Supplies 10,200 10,350 310 10,660 4.51 17,159 17,765 310 15,075 5.34 Fees 100 100 0 100 100 100 0 100 Tax Levy Requirement 17,059 17,665 310 17,975 5.37 106 Page 130 of 231 53 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Administration of Municipal Law Enforcement 2014 Base Budget Adjustments (Tab 76 — Municipal Law Enforcement; Page 9) r ,.: (h•o . 1/�•,�/- Description of Adjustment Reason for Adjustment Service Level Impact Cost Inclusion of allocation to enable staff to Materials &Supplies Enhanced response time $310.00 107 Wildlife Damage Compensation Purpose Valuers complete investigations to provide compensation in accordance with the Ontario Wildlife Damage Compensation Program to eligible applicants whose Livestock and /or Poultry have been injured or killed as a result of Wildlife. - Responsibilities / Activities • Investigations under the Program when Livestock and /or Poultry have been injured or killed • 2014 Base Budget Adjustments (Tab 76 — Crossing Guards; Page 4) • None :tom Of w'. 11 "(1 'ttv 108 54 Page 131 of 231 work remotely while on site Wildlife Damage Compensation Purpose Valuers complete investigations to provide compensation in accordance with the Ontario Wildlife Damage Compensation Program to eligible applicants whose Livestock and /or Poultry have been injured or killed as a result of Wildlife. - Responsibilities / Activities • Investigations under the Program when Livestock and /or Poultry have been injured or killed • 2014 Base Budget Adjustments (Tab 76 — Crossing Guards; Page 4) • None :tom Of w'. 11 "(1 'ttv 108 54 Page 131 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Wildlife Damage Compensation 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) Materials & Supplies 16,100 16,100 0 16,100 0.00% Contracted Services 1,900 1,900 0 1,900 0.00% 18,000 18,000 0 18,000 0.00% Grants 16,000 16,000 0 16,000 0.00% Valuer Re- imbursement 840 840 0 840 0.00% 16,840 16,840 0 16,840 0.00% Tax Levy Requirement 1,160 1,160 0 1,160 0.00% — (9�•0�: / /a•e /rn! <• 109 w Corporate Services — Municipal Law Enforcement 3 Year Operating Forecast 2013 2014 2015 2016 Tax Levy Tax Levy Tax Levy Tax Levy % Requirement Requirement %change Requirement %change Requirement change Education & Enforcement 164,481 171,640 4.35% 175,560 2.28% 179,555 2.28% Animal Control 66 7271001.52% 1,435 97.39% 2,17051.22% Administration - Municipal Law 17,059 17,975 5.37% 18,230 1.42% 18,490 1.43% Wildlife Damage Compensation 1,160 1,160 0.00% 1,160 0.00% 1,160 0.00% OF 182,766 191,502 4.78% 196,385 2.55% 201,375 2.54% EXPLANATORY NOTES: Revenues anticipated to remain static Township expense for Wildlife Damage Compensation anticipated to remain static _� (')rv�% / /<•t /r.�r/t• 110 Page 132 of 231 55 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Crossing Guards Off Purpose 04w To ensure the safety of schoolchildren crossing heavily travelled roads to school by providing school crossing guards. Responsibilities / Activities • Crossing guards at Shanty Bay Public School and Moonstone Public School • 2014 Base Budget Adjustments (Tab 73 — Municipal Law Enforcement; Page 11) • None Crossing Guards 2013 BASE 2014 BASE 2014 BUDGET 2013 -2014 BUDGET BUDGET ADJUSTMENTS 2014 BUDGET CHANGE ( %) Salaries, Wages & benefits 17,919 18,215 0 18,215 1.65% Materials & Supplies 200 175 175 - 12.50% Tax Levy Requirement 18.119 18.390 0 18.390 1.50% 112 Page 133 of 231 91 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Corporate Services — Crossing Guards 3 Year Operating Forecast 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy % Tax Levy Requirement Requirement change Requirement change Requirement change Crossing Guards 15,119 15,390 1.50% 15,754 1.95% 19,033 1.49% 15,119 15,390 1.50% 15,754 1.95% 19,033 1.49% EXPLANATORY NOTES: None ^® (7,.,, . f /<•r /u.rir 113 Development Services Page 134 of 231 57 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... Development Services The Development Services Department is comprised of three Divisions: • Planning • Building • Environmental Initiatives The Department Staff complement includes • Director of Development Services • Manager of Planning Services • Manager, Special Planning Projects CBO • Intermediate Planner —Secretary - Treasurerfor Committee of Adjustment Planner • Deputy CBO • Inspector • Plans Examiner • Inspector (Contract) • Development Services Assistant 11/29/2013 Development Services Significant Items in 2014 • Continued strain on front line staff due to high work volume, increased customer service delivery — increased counter and phone inquiries and requirement to assess /revise planning first philosophy to address strain on front line staff • Continued provincial regulatory pressures and regulatory compliance — Planning Act, New OBC, Clean WaterAct • Increased Township representation during County of Simcoe Official Plan OMB pre -hearing/hearing process • Increased staff involvement —time commitments to legal matters associated with permits and inspections • Preparation of work plan for Township Official Plan Review & Completion of Provincial policy & plan conformity exercise • Preparation of new Planning and Building Fees By -laws • Development Applications — Continued review of all applications, coordination of outside agency and consultant comments, subdivision review, site plan technical reviews • Permit issuance and inspection review— further assessment of process enhancements • Additional permit submission anticipated due to registration of several subdivisions - Diamond Valley (additional phases), Whispering Creek, Braestone, Turtle River • New staff development, training, and succession planning, implementation of performance management program, streamlining of staff duties and service delivery • Implementation of the Lake Simcoe Protection Plan (LSPP) — drafting of policies for Township Official Plan conformity • Implementation of Source Water Protection — Establishment of Risk Management Officer, risk management review process, drafting of policies for Official Plan conformity • Implement in -house for maintenance inspection program for Lake Simcoe shoreline &municipal well heads to ensure legislative compliance Review and assess MOUOU for environmental services Participation and continued implementation of Sevem Sound Sustainability Plan Creation of integrated internal department technical team (building, planning, fire, transportation) for coordinated site plan and subdivision /development reviews 116 (9wa <- / /�•t� /,. a3 Page 135 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Planning Division The Planning Division provides professional planning, development, and policy services and advice, establishes long -term planning policy through the creation and maintenance ofthe Township's official Plan, evaluates current development applications to determine consistency within the Township's policy context and based upon good planning principles, provides advice to residents and developers regarding conformity to the Township's planning policies and zone provisions. This division administers all forms of development applications from initial application, to Council approval, to Plan registration, and final Council acceptance for assumption ofthe public - infrastructure. - Activities /Services • Administration • Long Range and Current Planning • Planning and Subdivision Review Services • Committee of Adjustment b., . /1er,. 117 Administration Purpose To provide overall leadership and departmental direction to ensure that activities are aligned with department and corporate objectives and to ensure completion of legislated responsibilities within required timelines. Responsibilities /Activities • Co- ordinate operating and capital budget • Implementation of Corporate and Department strategic goals and objectives • Provision of Professional planning advice both verbal and written, co- ordination of response to inquiries. • Mentoring of professional staff and assist in staff development • Establish overall planning philosophy and approach of the division ('lrva < - /! <e� /,i 118 Me] Page 136 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Long Range and Current Planning Purpose Provision of planning resources for the research and creation ofthe Official Plan as well as staff input towards the ongoing maintenance and review. Provision of staff resources for the maintenance of the Township's Zoning By -law and creates and land use data bases utilized by staff for assessment of current planning reviews. Responsibilities /Activities • Official Plan Review - Preparation of Official Plan Amendment to conform with County and Provincial policies. • Zoning By -law Maintenance - Maintain Zoning By -law through research & preparation of housekeeping amendments. • Official Plan Interpretation & OMB expert testimony - Provision of input and review of development applications in relation to Official Plan policy. • Technical evaluation /administration of development applications in accordance with legislative requirements & sound planning principles. • Administration of development review process - Review /update internal by -laws, policies and fees to ensure cost recovery. • County and Provincial policy review - Provision of input and review of County and Provincial policies /legislation to ensure conformity. (`)iWa: /! <e 120 11111 Page 137 of 231 Administration `.- -- 2014 Base Budget Adjustments (Tab 78 - Planning, Page 5) .. Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in wireless gdditionaltechnologyadded None communications for Manager of Planning in $ 500.00 Decrease in compliance 2013 Increase in title insurance, None letter revenue anticipate lower revenue $ 3,000.00 M (1.•0 . 119 f /av�!�i�r Long Range and Current Planning Purpose Provision of planning resources for the research and creation ofthe Official Plan as well as staff input towards the ongoing maintenance and review. Provision of staff resources for the maintenance of the Township's Zoning By -law and creates and land use data bases utilized by staff for assessment of current planning reviews. Responsibilities /Activities • Official Plan Review - Preparation of Official Plan Amendment to conform with County and Provincial policies. • Zoning By -law Maintenance - Maintain Zoning By -law through research & preparation of housekeeping amendments. • Official Plan Interpretation & OMB expert testimony - Provision of input and review of development applications in relation to Official Plan policy. • Technical evaluation /administration of development applications in accordance with legislative requirements & sound planning principles. • Administration of development review process - Review /update internal by -laws, policies and fees to ensure cost recovery. • County and Provincial policy review - Provision of input and review of County and Provincial policies /legislation to ensure conformity. (`)iWa: /! <e 120 11111 Page 137 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Long Range and Current Planning 2014 Base Budget Adjustments (Tab 78 - Planning, Page 7) i o it® (b•.,.1 /• /u rte 121 Description of Adjustment Reason for Adjustment service Levellmpact Cost Decrease Craighurst Secondary Plan Costs Delay in decision by County of Simcoe None $(50,000.00) Transfer from Reserve Reduced as per above None $50,000.00 11-M Page 138 of 231 Planning & Subdivision Review Services Purpose Staff evaluation of development applications received by Township from landowners /developers to ensure conformity as legislated by the Planning Act. �s Responsibilities /Activities Evaluation /review of development applications - Review of all development application in consultation with internal departments and external agencies. Process Development Agreements - Formulation and administration of subdivision and site plan agreements to ensure all planning /technical requirements are met. 4 2014 Base Budget Adjustments (Tab 78, Page 9) None l� (` fw'. / /<•[I'tty 122 11-M Page 138 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Committee of Adjustment Purpose Provision of technical support by Planning staff and functions of Secretary- Treasurer for Committee of Adjustment reviewing of Consent and Minor Variance applications submitted as legislated by the Planning Act. Responsibilities /Activities F ' Process variance and consent application in accordance with Planning Act and applicable regulations. Provision of Professional planning advice to residents and Committee of Adjustment. 123 ( r , . l /a•r /�. Nr Committee of Adjustment 2014 Base Budget Adjustments (Tab 78 - Planning, Page 11) (1wi -: / / <•r�iNa• Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in courier costs for add costsfor delivery of agenda deliver agendas for any special $1,000.00 meetings 124 RN Page 139 of 231 RN Page 139 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... I Planning — 3 Year Operating TOWNSHIP OF ORO- MEDONTE3 YEAR BUDGET g g current Plan g 13x,663 .1— 1.5z% 99,511 n.xs% ]ol,sal x.m% commn�eeo mein "All 53,n3 z3a% sa,bgo Zm% 55,232 Zm% wReren g rantlutlgefea aevatans from wstofL & x %increase Sas Leen usMmforerart for 3Vear opera gSUtlget misentl ofM g Un g penal .......I Plan &ZO g VGw upaafe 11/29/2013 w- �,.,, . u,•a.,, <<• 125 Building Division The Building Division provides building advice and enforcement of both Provincial and Municipal regulations. Provincially, the division enforces the Ontario Building Code to ensure that all construction within the municipality meets the minimum standard required ensuring life safety for all residents, businesses, and workers that choose to live and /or work in Oro- Medonte. The division also provides front - counter support and assistance in regards to building permit submission, inspections, and enforcement. Activities /Services Administration Permits • Inspection Services -nogi�, 126 iva <- / /<�e (fl W Page 140 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Administration Purpose To provide overall leadership and departmental direction to ensure that activities are aligned with department and corporate objectives and to ensure completion of legislated responsibilities within required timelines. Responsibilities /Activities • Co- ordinate operating and capital budget • Implementation of Corporate and Department strategic goals and objectives • Provision of Professional building advice both verbal and written, co- ordination of response to inquiries • Mentoring of professional staff and assist in staff development • Establish overall building philosophy and approach of the division 2014 Base Budget Adjustments (Tab 75- Building; Page 6) None 4 ( b�, . ! /c•c /�nlc• 127 Permits Purpose To manage the permit inspection program and respond to public inquiries regarding permit and inspection requirements to ensure Building Code compliance. Responsibilities /Activities • Evaluate and administration of building permits • Administration of building permit review process • Provincial legislation review (')i�a< /! <•e 128 M:A Page 141 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Permits 2014 Base Budget Adjustments (Tab 75 - Building, Page 8) t ( i M (h•„ . / / <v/® Description of Adjustment Reason for Adjustment Service Level Impact Cost Increased Building Permits Reflect permit based on None $(7,500.00) economic impacts 129 Inspection Services Purpose To manage the permit inspection program and provide residents /developers with daily inspections, and respond to public and customer inquiries regarding inspection requirements to ensure timely inspections are provided. Responsibilities /Activities • Administration of permit inspection -Co- ordination of inspection bookings, filing of inspection reports. • Conducting permit inspections. (`)iWa: /! <e 130 RIM Page 142 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Description of Adjustment Inspection Services Service Level Impact Cost Increased Building Permits Reflect permit based on None 2014 Base Budget Adjustments (Tab 75— Building, Page 10) economic impacts Increase in Vehicle Work is completed and None $ 1,000.00 maintenance costs financed through Corporate Services Department �— (h.y, . 1/•.�/ „� ®- 131 Description of Adjustment Reason for Adjustment Service Level Impact Cost Increased Building Permits Reflect permit based on None $(7,500.00) economic impacts Increase in Vehicle Work is completed and None $ 1,000.00 maintenance costs financed through Corporate Services Department Building - 3 Year Operating TOWNSHIP OF ORO- MEDONTE3 YEAR BUDGET BUILDING 2013 ZO14 NI15 2016 Tax Levy Tax Lery % Tax Lery % Tax Levy % Requirement Requirement change Requirementchange Requirement change Administration 209,181 214,590 2.59% 218,882 2.00% 223,260 2.00% Permits 7,011 4,960 - 29.25% 5,100 2.82% 5,300 3.92% In —ion Services 17,138 16,123 -5.92% 16,445 2.00% 16,774 2.00% Total 233,330 235,673 1.00% 240,427 2.02% 245,334 2.04% EXPLANATORY NOTES: Where nD signifcant budgeted deviations from cost d living. a 2 %increase has been used tD forecast for 3 year operating budget Administration None Permits Consistent permit acivity vpected to continue In— ion Services Consistent inspection activity associated with permits expected m continue 132 Page 143 of 231 1101 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Environmental Initiatives The Development Services Department provides oversight in regards to the co- ordination of services provided by the Conservation Authorities (LSRCA and NVCA) and the SSEA. Planning Division staff also provides representation on the Sustainable Severn Sound Steering Committee to assist in making recommendations to the SSEA Board on the organizational model and implementation plan. Building Division since 2011 has been legislated to implement a septic maintenance inspection program under the Ontario Building Code and Clean Water Act and in 2014 "F the program becomes an in house implementation program. Source Protection implementation and the establishment of Risk management functions will be required in 2014. 133 R Environmental Expenses Purpose To provide funding for Council approved environmental projects (i.e. tree plantings) that contribute to the protection and preservation of the environment for current and future residents. Responsibilities /Activities • Projects as Approved by Council (')iva -: / %•r�,iKr 134 M. Page 144 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 135 Description of Adjustment Reason for Adjustment Service Level Impact Cost Contract for Risk to reflect legislative Environmental Expenses $27,740.00 Management Officer requirement for Risk Services as required by 2014 Base Budget Adjustments (Tab 77 — Environmental Initiatives, Page 4) �. Source Water Protection .: Protection Provincial Grant Provincial Funding Grant new legislated service ($27,740.00) to offset above costs for provision of Source Water Protection Services =il® (1.•0.1 /�•J,.,ir Description of Adjustment Reason for Adjustment Service Level Impact Cost Contract for Risk to reflect legislative new legislated service $27,740.00 Management Officer requirement for Risk Services as required by Management Services Source Water Protection under Source Water Protection Provincial Grant Provincial Funding Grant new legislated service ($27,740.00) to offset above costs for provision of Source Water Protection Services Provision of environmental programs and services through outside environmental agencies and Conservation Authorities (`1iv,% 11 "(1 'ttv 136 Conservation Authorities /SSEA /Sustainability Plan Purpose To provide funding to the external agencies (LSRCA, NVCA,SSEA, Sustainable Severn Sound) for the provision of environmental programs /services to residents of Oro - Medonte. Responsibilities /Activities NV Page 145 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Conservation Authorities /SSEA /Sustainability Plan 2014 Base Budget Adjustments (Tab 77 — Environmental Initiatives, Page 6) a- .; Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in SSEA levy to finance debt repayment none $3,887.00 plan 137 Septic Re- Inspection Program Purpose Provision of funding for staff & materials for implementation of septic maintenance inspection program as legislated by the Ontario Building Code /Clean Water Act to mitigate potential impacts on Lake Simcoe. Responsibilities /Activities Conducting of in house septic maintenance inspection program to mitigate potential impacts on Lake Simcoe in accordance with Clean Water Act /Ontario Building Code l� fw'. / <e /rrNa• M -4 138 (` Page 146 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Septic Re- Inspection Program 2014 Base Budget Adjustments (Tab 77 — Environmental Initiatives, Page 8) Description of Adjustment Reason for Adjustment Service Level Impact Cos Increase in Salary & to reflect cost of staffing none $41,268.0 benefits required to administer program as per Report DS2013 -011 Increase in user fees to reflect fees required to none ($41,268.00) offset costs related to program as per Report DS2013 -011 b , . f /[•r�J��, 139 Environmental Initiatives - 3 Year Operating TOWNSH IP OF ORO- MEDONTE3 YEAR BUDGET a�an airtnon�eyssFq/susuinaeiury Tonal z4a ss3 z4s,44z 3�ays ss�,99i -1. zss,asz 3.4- wneren g ran�suageaeaaevarnns tram wsaoff & zvs increase nas Been uses ro fmxanfor 3vear ooera gguagea suuinaeiiiry van mamrainea aa5�aahea r, 3.sys increase mcwaea ror case sscn aen g uaieuagea eauesafncrease nr i4 /za ofire�LVreo��c insoec�nnfee revenues in accoraancewrcn xeaon oszai3mi ruoo s�uaemtor zais seo�retaecreanon 5 a4ss 140 Page 147 of 231 all 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Fire &Emergency Services Fire & Emergency Services The Fire & Emergency Services Department Is comprised of a Fire Chief, Deputy Fire Chief, Fire Prevention Officer, administrative assistant and 149 Volunteer Firefighters Purpose - Fire & Emergency Services Department The Fire & Emergency Services Department is to prevent fires, to educate the public with regards to fire related risks, to enforce fire safety standards, to fight and suppress fires, and to plan and respond to all emergencies throughout the Township. Activities / Services • Public Education Fire Prevention Activities • Fire Suppression Medical Emergencies • Motor Vehicle collisions Rescue • Emergency Preparedness Training and Education 01va ' /l•e 142 Page 148 of 231 71 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Fire & Emergency Services Key Accomplishments • Completion of the Master Fire Plan • Completion of the Forest Home Industrial Park Water Cistern • New Self Contained Breathing Apparatus for Station 6 • Upgrading of Personal Protective Equipment • Implementation of new firefighting technology (DSPA5) dry aerosol extinguishment • Continued with equipment upgrading and improved preventative maintenance program • Participation in 2015 Pan Am planning • Trained staff with provincial requirements of Occupational Health and Safety Act • Completed the mandated requirements of the Fire Protection and Prevention Act as per Public Education and Fire Inspections. • Annual Emergency management program exercise • Officers Meetings • General Meetings held for all Firefighters. 143 72 Page 149 of 231 Fire & Emergency Services Key Accomplishments cont. • Fire Prevention Public Education programs • Training programs for a Senior Staff in Emergency Management • Networking with all parties and stakeholders in Simcoe County. • Completed the annual firefighter recruitment • Health & Safety Committee • Participated in the Township's Health & Safety Program • Held onsite Company Officer Training programs offered through the Ontario Fire College • Continued with Officer development training at the Ontario Fire College • Participated in five major entertainment events within the township while working with other agencies to insure safety for all. 01va /lae� / 144 72 Page 149 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... ■ Fire & Emergency Services 2014 Significant Issues • Implementation ofthe Master Fire Plan • Design and construction of a new Fire Station for Shanty Bay • New equipment in fire stations to deal with diesel exhaust • Backup generators for fire stations • Adjusting response criteria to provide better more efficient response • Scheduled replacement of fire apparatus and equipment • Increased focus on Health and Safety Training • Changing of Ontario Firefighter standards to NFPA standards • Implementation ofonline ordistance learning forfirefighters • Increased training for firefighters in emergency preparedness • Increase focus on Fire Education to community members • Increase in scheduled fire safety inspections 11/29/2013 ( b�, . / /a•r /�n! <• 145 JEEMEM- Fire Administration Purpose Delivery of emergency response services based on hazards and the needs of the community Responsibilities / Activities • To provide centralized supervision and coordinated administrative support to the entire Fire Department to ensure efficiency and effectiveness. 2014 Base Budget Adjustments (Tab 69 — Emergency Services; Page 5) (�r•u . / /t•r Description of Adjustment Reason for Adjustment Service Level Impact Cost Deletion of Fire Master Plan Update project completed in 2013 None ($10,000.00) Deletion of transfer from reserve & funding for above not required reserve fund in 2014 None $10,000.00 146 73 Page 150 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 FIRE & EMERGENCY SERVICES ADMINISTRAI BUDGET SUMMARY B=GET BU.� GET =4 EXPENDITURES w � �,.,, . u�•rl.n <<• 147 Emergency Management Purpose To ensure all departments within the Township are trained and prepared to manage large scale emergencies in order to protect persons and property Responsibilities / Activities Ensure that the department fulfills its legislative obligations under the new Emergency Management and Civil Protection Act, which mandates that municipalities develop a comprehensive Community Emergency Management Program (diva:' /!• 148 74 Page 151 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Emergency Management 2013 -2014 2013 2013 2014 CHANGE BUDGET BUDGET Adjustments N Salaries, Wages.& benefits 12,473 11,293 11,293 -9.46% Materials & Supplies Tax Levy Requirement 12,473 11,293 11,293 -9.46% C1,.o . 1 /�•r /nivr 149 75 Page 152 of 231 OnEft- Motor Vehicle Response R Purpose To quickly and effectively respond to motor vehicle incidents in order to prevent loss of life and mitigate injury and property damage. Responsibilities / Activities To reduce the severity of injury and loss of life or property by rapid and safe responses to the scene of an emergency situations and by improving techniques and procedures at the scene Be knowledgeable and skilled to deal with an all hazards approach To provide excellent customer service (diva.- /! <er 150 75 Page 152 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Motor Vehicle Response i 5 Description of Adjustment Reason for Adjustment Service Level Impact Cost Allocation for PT salaries & cost of having one firefighter enhanced $ 14,186.00 benefits available 8 hours per day Monday to Friday as recommended in Fire Master Plan Shanty bay sub - station & maintain sub - station as per enhanced $3,940.00 pumper Council direction //<a/ n/, 151 Motor Vehicle Response Tax Levy Requirement 242.649 243.861 18.126 261.987 7.97% 152 Page 153 of 231 al 2014 BUDGET 2014 2013 -2014 2013 BASE 2014 BASE ADJUSTMENTS BUDGET CHANGE BUDGET BUDGET (%) Salaries, Wages & benefits 158,838 159,643 14,186 173,829 9.44% Materials & Supplies 114,296 113,637 3,940 117,577 2.87% Contracted Services 22,582 22,848 0 22,848 1.18% 295,716 296,128 18,126 314,254 6.27% REVENUES Other vq'� 53,067 52,267 0 52,267 -1.51 Tax Levy Requirement 242.649 243.861 18.126 261.987 7.97% 152 Page 153 of 231 al 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Emergency Fire Purpose To quickly and effectively respond to natural or man made incidents in order to prevent loss of life and mitigate injury and property damage within the Township as well as provide Mutual Aid Assistance within the County Responsibilities / Activities To reduce the severity of injury and loss of life or property by rapid and safe responses to the scene of emergency situations and by improving techniques and procedures at the scene Be knowledgeable and skilled to deal with an all- hazards approach To provide excellent customer service 4 ( )r.�, . / /a•r�� /`ri` 153 Emergency Fire ('�r•, . / /ta /n.rlr Description of Adjustment Reason for Adjustment Service Level Impact Cost Allocation for PT salaries & cost of having one firefighter enhanced $ 14,186.00 benefits available 8 hours per day Monday to Friday as recommended in Fire Master Plan Shanty Bay sub - station & maintain sub - station as per enhanced $3,940.00 pumper Council direction 154 77 Page 154 of 231 77 Page 154 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Medical Assist Purpose Delivery of Emergency Medical Response services to meet the needs of the community while working within the Tiered Response Agreement with the County Paramedic Service. Responsibilities / Activities Respond to medical emergencies as outlined in the tiered response agreement (lrva < - /!<e� /,i 156 W3 Page 155 of 231 Emergency Fire 2014 BUDGET 2014 2013 -2014 20113BASE 2014 BASE ADJUSTMENTS BUDGET CHANGE BUDGET BUDGET 1%) Salaries, Wages & benefits 143,934 144,672 14,186 158,858 10.37% "F Materials & supplies 114,296 113,636 3,940 117,576 2.87% Contracted services 22,582 22,848 0 22,848 1.18% 280,812 281,156 18,126 299,282 6.58% REVENUE Other 4,267 4,267 0 4,267 0.00 Tax Levy Requirement 276,545 276,889 18,126 295,015 6.68% Ch•o . 1 /r•.� /�® 155 Medical Assist Purpose Delivery of Emergency Medical Response services to meet the needs of the community while working within the Tiered Response Agreement with the County Paramedic Service. Responsibilities / Activities Respond to medical emergencies as outlined in the tiered response agreement (lrva < - /!<e� /,i 156 W3 Page 155 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Medical Assist 157 Description of Adjustment Reason for Adjustment Service Level Impact Cost Allocation for PT salaries & cost of having one firefighter enhanced 5 14,185.00 benefitr available B hours per day 2014 BASE 2014 BUDGET 2014 Monday to Friday as BUDGET recommended in Fire Master ADJUSTMENTS BUDGET ( %) Plan Salaries, Wages & benefits 193,594 Shanty Bay sub - station & maintain sub - station as per enhanced 53,940.00 pumper Council direction 114,298 113,635 Medical Assist 158 Page 156 of 231 Mo] 201ANGE 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET ( %) Salaries, Wages & benefits 193,594 194,563 14,185 208,748 7.83% Materials & supplies 114,298 113,635 3,940 117,575 2.87% Contracted Services 22,582 22,848 0 22,848 1.18% 330.474 331.046 18.125 349,171 5.66 REVENUE Other 4,266 4,266 0 4,266 0.00% Tax Levy Requirement 326,208 326,780 18,125 344,905 0.18% 158 Page 156 of 231 Mo] 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Fire Prevention Purpose To reduce the risk of injury, loss of life and property from fire through public education, fire prevention programs and code enforcement in the Township of Oro - Medonte. Responsibilities / Activities Fire Prevention Public Education Fire investigation Code enforcement Plans examining Provide fire inspections and follow -up compliance requirements s 159 Fire Prevention ('Jiv ,. / / <•r Description of Adjustment Reason for Adjustment Service Level Impact Cost None 160 FBI] Page 157 of 231 FBI] Page 157 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Fire Prevention Z� (�iv.. / /r•r��irlr• 161 FIRE & EMERGENCY SERVICES 3 Year Operating EMERGENCY SERVICES 2013 NI14 NI15 2016 Tax Levy Tax Levy % Tax Levy % " `W % Requirement Requirement change Requirement change Requirement change AdminisVadon 350,993 342,781 - 2.34% 347,923 1.50% 353,141 1.50% Emergency Management 12,473 11,293 -9.46% 11,462 1.50% 11,634 1.50% --hide Response 242,649 261,987 7.97% 281,100 7.30% 300,715 6.98% Emergency Fire 276,545 295,015 6.68% 313,904 6.40% 333,292 6.18% Medical Assist 326,208 344,905 5.73% 364,542 5.69% 384,689 5.53% Fire P—nti— 103,378 —,— 5.02% 110,239 1.54% 111,938 1.54% 1,312,246 1,364,547 319% 1,429,170 4.74% 1,495,409 4.63% EX LANATORYNOTES: Equivalentof one firefighter m be added each year for the next three years based on Master Fire Plan recommendations (f) a /!'[✓ 162 81 Page 158 of 231 2014 BUDGET 2014 2073 -7014 2013 BASE 2014 BASE ADJUSTMENTS BUDGE CHANGE BUDGET BUDGET T (%) Salaries, Wages & benefits 100104 104342 104,342 423% Materials & Supplies 5,774 7,224 7,224 25.11% 105,878 111,566 0 111,566 5.37% REVENUES Service Charges & Fees 2,500 3,000 0 3,000 20.00% Tax Levy Requirement 103.378 108.566 0 108.566 5.02% Z� (�iv.. / /r•r��irlr• 161 FIRE & EMERGENCY SERVICES 3 Year Operating EMERGENCY SERVICES 2013 NI14 NI15 2016 Tax Levy Tax Levy % Tax Levy % " `W % Requirement Requirement change Requirement change Requirement change AdminisVadon 350,993 342,781 - 2.34% 347,923 1.50% 353,141 1.50% Emergency Management 12,473 11,293 -9.46% 11,462 1.50% 11,634 1.50% --hide Response 242,649 261,987 7.97% 281,100 7.30% 300,715 6.98% Emergency Fire 276,545 295,015 6.68% 313,904 6.40% 333,292 6.18% Medical Assist 326,208 344,905 5.73% 364,542 5.69% 384,689 5.53% Fire P—nti— 103,378 —,— 5.02% 110,239 1.54% 111,938 1.54% 1,312,246 1,364,547 319% 1,429,170 4.74% 1,495,409 4.63% EX LANATORYNOTES: Equivalentof one firefighter m be added each year for the next three years based on Master Fire Plan recommendations (f) a /!'[✓ 162 81 Page 158 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Recreation & Community Services RECREATION AND COMMUNITY SERVICES OVERVIEW Mission Statement To strengthen Community through programs, services, parks and facilities that promote healthy lifestyles, connect families and neighbours, recognize culture and heritage; thereby enriching the quality of life in Oro - Medonte. The Township of Oro - Medonte Recreation and Community Services Department has 6 primary functions: • Provision, Management, and Maintenance of Facilities • Community Development and Volunteer Management • Management, Development and Operations of Parks and Trails • Recreational and Special Event Programming l Culture and Heritage • Strategic and Business Applications Of w'. 11 "(1 'ttv 164 F -M Page 159 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 RECREATION AND COMMUNITY SERVICES OVERVIEW The Recreation and Community Services Department provides activities through the following services /responsibilities: • Administration • Parksand Sports Fields • Recreation Facilities • Progra ms and Special Events • Community Halls • Libraries • Heritage Committee • Health — No rse Practitioner • Sha red Costs — Administration Facility The Recreation and Community Services Team is comprised of the following staff: Director, Recreation and Community Services • Supervisor, Parks and Facility Operations • Community Recreation Coordinator _ Recreation and Community Services Assistant - Parks and Facility Operators (4 FTE, 2 Contract) • Facility Maintenance Custod ian • Parks Maintenance Students (2- PT, Seasonal) • Public Skate Attendants (2- PT, Seasonal) • Instructors and Camp Staff (20 —PT Seasonal) Community Volunteers (200+) 165 2013 Recreation and Community Services Accomplishments Council Mission To provide service evrelleuce while building a ursfainable, fi c llr sound and healaq connuanih' Scar promotes Oro- 4fedonfe's carat character mud enriches grraliry' of life Strategic Facilitl- Plan I 1 i Programs I Strategic and Business Applications Impleneeritarion - Increase participation - leadershiptoPeopleTeam, -More options throughout the CorMrore Health and Safen, Rec Tech Health and Safety - Achieved target of 0 LT incidents Tmtmship - Completion of long term financial plan - Enhanced opporninikes for seniors - Energy efficiency initiatives - Achieved 1013 budget targets - Revised work order and inspection system to improve efficiency, cycle time, mitigate risks and improve customer service. - Revisedprocurement forsnow removal increased service while lowering S Special Events Customer Service Communitv Development Projects -- Localied community events - Enhanced Rec &CSBrochure - Ongoing support to C S.O's -Rail Trail lmpravenem s -Park Ceremonies - CQ1 Customer smveys - Outdoor Rink Program <100voluntsers - Energt'initiatives - Famili, Dav - Consistent above average service ratings - Drafted active transponationpolicy - Nurse ProciinonerErpansion -Canada Day -Realignment ofresouurcetoenhance framework -Line 9 Boat Launch Imrolvernent in organi -rng senace delivery - Cho- Medmre Commrmfry Arena Renovation 10+ major events including - onl me jacilin ,"hedalingandprogr'amregimation - Horseshoe Valley Land.4cquanion Warriot-Dash and Tough Mudder successfidh implemented - Accessibikiy Upgrades to parks and facilities Draft policy and momad for 2014 implementation C'ammun& Halls Heritage Leveraged External Funding - Capital improvements and - A)Hcan Church Restoration - Successful in attaining S36, 000 in grants ongoing support - Re- structure ofHentage Committee - Leveraged commumtry fimdralstng and sponsorship for programs/evems. F &3 Page 160 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 RECREATION AND COMMUNITY SERVICES OVERVIEW Significant Items in 2014 • Aging infrastructure and the associated increased maintenance and capital demands on both operating and capital budgets. • Implementation of recommendations emanating from Strategic Facility Plan. • Significant Capital Projects — Oro - Medonte Community Arena, Horseshoe Valley Corridor Community Centre. • Addressing increased requirements for parks /facility maintenance. • Accessibility requirements and responding to new legislative requirements i.e. Integrated Accessibility Standards and Green Energy Act. • Risk Management. • Heritage — Policy development, African Church restoration project. • Increased public demand for increased levels of service. • Staff development and succession planning, implementation of performance management program. • Declining volunteerism provides inherent challenges with maintaining service levels. • Energy Efficiency of Community Facilities to lower ongoing operating costs /GHG emissions. • Addressing the outstanding restricted parkland properties. • Internal process review to optimize limited resources. • Accommodation planning. / /<v'/,i r1l� 167 84 Page 161 of 231 RECREATION AND COMMUNITY SERVICES OVERVIEW Significant Items in 2014 To "close the gap" and attempt to address a number of the operational challenges an allocation of $37,000 has been included for contingent labour. While this allocation will provide much needed operational assistance, the Department continues to have the largest "gap" in the Corporation in the comparison of staffing by function to the median of the Township's comparator groups, remaining understaffed by approximately 30% or 4 FTE positions. 168 84 Page 161 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 12014 BUDGET SUMMARY 2013 BASE 20148ASE 20148UDGET 2014 2013 1014 BUDGET BUDGET ADJUSTMENTS BUDGET CHANGE(%( EXPENDRURES Recreation antl Community Services Atlmin. 242,895 249,595 -5,054 244,541 O.fiB% Parks antl Sports Fieltls 3]4, 2fifi 381,94] 35,392 41],339 11.51 Community Halls 53,569 55,293 2,550 5],843 ].98% Rec. Programs - Special Events 129,418 130,162 -]7134 122,428 -5.40% Recreation Recreation Facilities 4]],343 48],28] -9,112 4]8,1]5 0.1]% Library Services 2fi8,542 2]8,]83 2,558 281,341 4.]]% H- .Services 32,]89 32,]89 45,661 ]8,458 139.28% Her4age Comm4tee 8,091 8,088 10,000 18,088 123.5fi% and 1,586,913 1,623,844 74,369 1,698,213 7.01% REVENUES Recreation antl Communtly Services Atlmin. Parks antl Sports Fieltls 0 58,350 0 68,350 0 4,]50 0 fi3,100 8.14% Community Community Halls Rec. Programs antl Special Events 23,]50 103,300 23,]50 102,300 -3,]50 -16000 20,000 Bfi,300 - 15.]9% -1:4fi% Services Recreation Facilities 3]2,500 3]2,500 - 14,000 358,500 -3.76% Library Services 29,]02 29,]02 0 29,]02 0.00% HeaOM1 Services 43,381 43,381 45,000 89,050 105.2]% Herl Commltee 1,]fifi 1,]fifi 9,000 10,]fi6 509.fi3% Overview 632,749 631,749 25,669 657,418 3.90% Tax Levy Requirement Recreation antl Community Services Atlmin. 242,895 249,595 -5,054 244,541 0.fi8% Parks antl Sports Fieltls 315,91: 323,59] 30,642 354,239 12.13% Community Halls 29,819 31,543 6,300 3],843 26. 1% Rec. Programs antl Special Events 26 118 27 762 8,366 36 128 38.33% Recreation Facilities 104,843 114,]8] 4,888 119,675 14.15% Library Services 238,840 249,081 2,558 251, fi39 5.3fi% H- .,Services - 10,592 - 10,592 0 - 10,592 0.00% Hero Comm- 6325 6322 1,000 ],322 15.76% Total Recreation 8 Community Services 954,164 992,095 48,700 1,040,795 9.08% (1.•0 . f /t�/ .��r 169 ADMINISTRATION Purpose The Recreation and Community Services Administration Budget provides for the Management of Parks, Facilities and Recreation Services, including Community Development and Recreation Programming. Activities consist of overall management, business planning, project management Fs. and administrative services to support the key functions of the Recreation and Community Services Department to ensure the effective and efficient delivery of services. Responsibilities / Core Activities • Strategic and Business Applications • Community Development and Support • Facility Management • Parks Management %tom Ofw'. A "el"'tt" 170 85 Page 162 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 ADMINISTRATION Salaries,Wages & Benefits 214,794 221,238 - 10,054 211,184 -1.68% Materials & Supplies 28,101 28,357 5,000 33,357 18.70% Tax Levy Requirement 242,895 249,595 -5,054 244,541 0.68 =il® (�r•u . f /r•r /urNr 171 Recreation and Community Services Service Level Impact Cost Administration amount being distributed exceeds None 2014 BUDGET benefits actual benefits related to increased 2014 Base Budget Adjustments 2013 -2014 -. 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE - $10,054 BUDGET BUDGET ADJUSTMENTS BUDGET ( %) Salaries,Wages & Benefits 214,794 221,238 - 10,054 211,184 -1.68% Materials & Supplies 28,101 28,357 5,000 33,357 18.70% Tax Levy Requirement 242,895 249,595 -5,054 244,541 0.68 =il® (�r•u . f /r•r /urNr 171 Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in distributed amount being distributed exceeds None ADMINISTRATION benefits actual benefits related to increased 2014 Base Budget Adjustments PT allocation - $10,054 Association Dues To relect changes in Ontario None Recreation Facilities Assosica[ion (ORFA) membership fee structure $1,550 Legal To reflect annual historical expenses None $2,000 Education and Training Reduction in traning allocation None - $1,000 Bank Charges To reflect increased credit card None processing fees from on -line registration $1,700 Clothing Allowance Corporate attire policy None implementation $750 A (')wr -: / / <•r /�iNa• Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in distributed amount being distributed exceeds None benefits actual benefits related to increased PT allocation - $10,054 Association Dues To relect changes in Ontario None Recreation Facilities Assosica[ion (ORFA) membership fee structure $1,550 Legal To reflect annual historical expenses None $2,000 Education and Training Reduction in traning allocation None - $1,000 Bank Charges To reflect increased credit card None processing fees from on -line registration $1,700 Clothing Allowance Corporate attire policy None implementation $750 F.R 172 Page 163 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... ADMINISTRATION Operating forecast 11/29/2013 RECREATION & COMMUNITY SERVICES - ADMINISTRATION 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy Tax Levy Requirement Requirement change Requirement %change Requirement %change Administration 242,895 244,541 0.68% 249,432 2.00% 253,173 1.50% 242,895 244,541 0.68% 249,432 2.00% 253,173 1.50% EXPLANATORY NOTES: Adjustments for inflation and salary /benefits 2% in 2015 and 1.5 %2016. b i, . f /•rJ� 173 Purpose PARKS AND SPORTS FIELDS The Parks and Sports Fields budget provides funding for the maintenance and provision of: Parks • 21 Developed parks consisting 116 acres • 34 Undeveloped parks consisting of 219 acres • 3 Public Wharfs 4 Picnic Pavilions • 4 Boat Launch Facilities (Line 2 , Line 9 and Line 14) Line 13 Bass Lake • 1 Double Tennis Court • 10 Playgrounds • 1 Outdoor Green Gym • 7 Multi Use Sports Pads (6 Lighted) • 1 Developed Swimming Area • 1 Toboggan Hill • 1 Large Waterfront Park with Bathrooms (Bayview Memorial Park) • Lake Country Oro- Medonte Rail Trail 28km linking to Barrie and Orillia (9ivi `' /7r 174 87 Page 164 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 PARKS AND SPORTS FIELDS Sports Fields 3 Ball Diamonds with Lights • 4 Ball Diamonds Unlit 41' 3 Soccer Fields (Includes 7 Pitches in Richlieu Park) Responsibilities / Core Activities Parkland Maintenance Parkland Infrastructure Winter Control Trails Administration (�r•u . ! /rr�/.v ®• 175 PARKS AND SPORTS FIELDS Recreation and Community Services Parks and Sports Fields 2014 BUDGET SUMMARY Page 165 of 231 176 E Z.7 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) EXPENDITURES Sportsfields 82,228 81,598 9,113 90,711 10.32% Parks 292,038 300,349 26,279 326,628 11.84% 374,266 381,947 35,392 417,339 11.51% REVENUES Facility Rentals 18,250 18,250 -250 18,000 -1.37% User Fees 35,000 35,000 1,500 36,500 4.29% Other (Subsidies) 1,100 1,100 0 1,100 0.00% Transfer from Reserve 4,000 4,000 3,500 7,500 87.50% 58,350 58,350 4,750 63,100 8.14% Tax Levy Requirement 315,916 323,597 30,642 354,239 12.13% (9wv% / / <•r�,vNa• Page 165 of 231 176 E Z.7 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 PARKS 2014 Base Adjustments F ('livi. Zk•�lor�e v7 PARKS 2014 Base Adjustments (')iva !�•[� /r.� 178 89 Description of Adjustment Reason for Adjustment Service Level Impact Cost Utilities -Ramey Park To reflect actual consumption No Impact $1,050.00 Utilities - Sweetwater To reflect actual consumption No Impact $200.00 Other Parks -Small Equipment Small Equipment Needs No Impact $1,000.00 Docks - Sanitaton rentals Overlooked in 2013 Budget No Impact $1,700.00 Docks - Materi Description of Adjustment Reason for Adjustment Service Level lrryiact Cost Salaries and Benefits Staff requirements for a) risk No impact 22,429.00 anagementldue dligence b)To provide additional maintenance to services which are provided by volunteers (declining volunteerism) c) To address increasing deferred aintenance and work orders Line 9 Boat Launch To reflect 2013 actuals 12014 No Impact ($1,500.00) forecasted Horseshoe Valley Memorial Park To reflect 2013 actuals /2014 No impact Resident Tennis Membership forecasted $250.00 Decrease in grass cutting allocation To reflect 2013 tender pricing No Impact ($750.00) Tree Management - Memorial Park T address agin willows and tree No Impact succession $500.00 Page 166 of 231 als and Supplies To reflect 2013 actuals /2014 No Impact $750.00 forecasted Page 166 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Description of Adjustment SPORTSFIELDS 2014 Base Adjustments Cost Shanty Bay Ball Diamond - Replacement -End of useful No impact Bleachers life $3,500.00 Transfer from above To finance above No impact ($3,500.00) Salaries and Benefits To address customer /user Increase level of group complaints/ requests for maintenance $4,873.00 additional maintenance Maintenance To address customer /user Increase level of group complaints/ requests for maintenance - Diamond $4,800.00 additional maintenance shaping /rolling fields Lions Lights Lights replaced 2013 No impact j$z,000.00j Vasey Lights Lights replaced 2073 No impact j$z,000.00j 11 4r1! 011 , 11"(101tir" 179 Description of Adjustment Reason for Adjustment Service Level Impact Cost Shanty Bay Ball Diamond - Replacement -End of useful No impact Bleachers life $3,500.00 Transfer from above To finance above No impact ($3,500.00) Salaries and Benefits To address customer /user Increase level of group complaints/ requests for maintenance $4,873.00 additional maintenance Maintenance To address customer /user Increase level of group complaints/ requests for maintenance - Diamond $4,800.00 additional maintenance shaping /rolling fields Lions Lights Lights replaced 2013 No impact j$z,000.00j Vasey Lights Lights replaced 2073 No impact j$z,000.00j PARKS AND SPORTS FIELDS Operating forecast PARKS &SPORTS FIELDS 2013 2014 2015 2016 Tax Levy Tax Levy Tax Levy % Tax Levy Requirement Requirement %change Requirement change Requirement %change Parks 250,788 284,128 13.29% 291,231 2.50% 299,968 3.00% Sports fields 65,128 70,111 7.65% 71,864 2.50% 74,020 3.00% 315.916 354.239 12.13% 363.095 2.50% 373.988 3.00% EXPLANATORY NOTES: Parks and Sports fields Accounts for inflation, 4% increase in utilities, 1 180 Page 167 of 231 GII] .5 %, salary adjustments 180 Page 167 of 231 GII] 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 RECREATION FACILITIES The Recreation Facilities budget reflects operating & capital costs associated to operate and maintain the Oro - Medonte Community Arena and the Old Town Hall. The arena is a 35,000 sq.ft.building containing one 80 x 180 ice surface, change rooms, food concession, spectator areas and a banquet hall. The Old Town Hall is a 1900 sq. ft. building. Both buildings are used for community programming and events. • 2012/2013 Usage Statistics Arena- Ice Pad (2012 -2013 Ice Season) • Prime Time - 2091 hours (91% Utilization) Non Prime Time - 1030 Hours (55% Utilization) Banquet Hall - 1100 Hours (2012) • Old Town Hall (2012) • 632 hours used / '/k 181 /n (9iva< / /r•r 182 ON Page 168 of 231 RECREATION FACILITIES 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) EXPENDITURES Arena 446,254 456,111 7,700 463,811 3.93% Old Town Hall 31,089 31,176 - 16,812 14,364 - 53.80% 477,343 487,287 -9,112 478,175 0.17% REVENUES Facility Rentals 353,500 353,500 0 353,500 0.00% Other 5,000 5,000 0 5,000 0.00% Transfer from Reserve 14,000 14,000 - 14,000 0 - 100.00% 372,500 372,500 - 14,000 358,500 -3.76% Tax Levy Requirement 104,843 114,787 41888 119,675 14.15% EXPENDITURES BY TYPE Salaries,Wages & Benefits 255,843 264,060 888 264,948 3.56% Materials & Supplies 203,750 205,477 - 10,000 195,477 -4.06% Contracted Services 17,750 17,750 0 17,750 0.00% 477,343 487,287 -9,112 478,175 0.17% AL (9iva< / /r•r 182 ON Page 168 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 K RECREATION FACILITIES 2014 Base Adjustments Arena �r e eet- ,` Old T Town Hall (7,.,,.. l /<•e /rte r� ®• 183 Ice Re- Surfacer b reflect 2013 actuals $3,700.00 Descri lion of Adustment Reason for Adustment Service Level Impact Cost Deletion of 2013 one time Projects complete None projects ($14,000.00) Transfer from reserve 10 No required in 2014 None finance 2013 one time $14,000.00 projects Decrease in distributed To reflect 2013 actuals None salaries / benefts ($2,812.00) RECREATION FACILITIES 2013 2014 2015 2016 Tax Levy Tax Levy Tax Levy % Tax Levy Requirement Requirement %change Requirement change Requirement %change Oro - Medonte Community Arena 89,754 107,311 19.56% 98,000 -8.68% 98,000 0.00% Old Town Hall 15,089 12,364 - 18.06% 12,735 3.00% 13,054 2.50% 104,843 119,675 14.15% 110,735 -7.47% 111,054 0.29% EXPLANATORY NOTES: Oro- Medonte Community Arena 2015 reflects anticipated savings in utilities from renovation and assumes a 2.5% increase in fees and charges. 2016 assumes adjustments in user fees to equalize increase in expenditures. Old Town Hall Increases in 2015 and 2016 reflective rising utilities and inflation. ON (r)iva : 184 Page 169 of 231 Descri lion of Adustment Reason for Adustment Service Level Impact Cost Deletion of 2013 one time Projects complete None projects ($14,000.00) Transfer from reserve 10 No required in 2014 None finance 2013 one time $14,000.00 projects Decrease in distributed To reflect 2013 actuals None salaries / benefts ($2,812.00) RECREATION FACILITIES 2013 2014 2015 2016 Tax Levy Tax Levy Tax Levy % Tax Levy Requirement Requirement %change Requirement change Requirement %change Oro - Medonte Community Arena 89,754 107,311 19.56% 98,000 -8.68% 98,000 0.00% Old Town Hall 15,089 12,364 - 18.06% 12,735 3.00% 13,054 2.50% 104,843 119,675 14.15% 110,735 -7.47% 111,054 0.29% EXPLANATORY NOTES: Oro- Medonte Community Arena 2015 reflects anticipated savings in utilities from renovation and assumes a 2.5% increase in fees and charges. 2016 assumes adjustments in user fees to equalize increase in expenditures. Old Town Hall Increases in 2015 and 2016 reflective rising utilities and inflation. ON (r)iva : 184 Page 169 of 231 RECREATION FACILITIES 2013 2014 2015 2016 Tax Levy Tax Levy Tax Levy % Tax Levy Requirement Requirement %change Requirement change Requirement %change Oro - Medonte Community Arena 89,754 107,311 19.56% 98,000 -8.68% 98,000 0.00% Old Town Hall 15,089 12,364 - 18.06% 12,735 3.00% 13,054 2.50% 104,843 119,675 14.15% 110,735 -7.47% 111,054 0.29% EXPLANATORY NOTES: Oro- Medonte Community Arena 2015 reflects anticipated savings in utilities from renovation and assumes a 2.5% increase in fees and charges. 2016 assumes adjustments in user fees to equalize increase in expenditures. Old Town Hall Increases in 2015 and 2016 reflective rising utilities and inflation. ON (r)iva : 184 Page 169 of 231 EXPLANATORY NOTES: Oro- Medonte Community Arena 2015 reflects anticipated savings in utilities from renovation and assumes a 2.5% increase in fees and charges. 2016 assumes adjustments in user fees to equalize increase in expenditures. Old Town Hall Increases in 2015 and 2016 reflective rising utilities and inflation. ON (r)iva : 184 Page 169 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Recreation Programs and Special Events Recreation Programs • The Township provides a variety of physical, social, and personal development opportunities. Opportunities include registered programs, summer and March Break camps, seasonal Red Cross swimming lessons and programs offered through partnerships such as the Keen Agers Program. Recreation programming is offered on a direct cost recovery basis. Special Events • The Township provides a facilitative role in the provision of community special events. Funding is provided for a number of special events including the Horseshoe Valley Canada Day Celebration, Hawkestone Canada Day Celebrations, and community based special events. The 2014 Budget includes $10,000 to host the National Mountain Bike Championships in 2014 as previously approved by Council (Motion C110323 -11). __% ('1rv� <7 /�•rlrrrlc• 185 RECREATION PROGRAMS AND SPECIAL EVENTS Recreation Programs and Special Events 2014 BUDGET SUMMARY 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET (%) EXPENDITURES Recreation Programs 111,618 112,262 -7,634 104,628 -6.26% Special Events 17,800 17,800 0 17,800 0.00% 129,418 130,062 -7,634 122,428 -5.40% REVENUES User Charges 74,800 74,800 - 16,000 58,800 - 21.39% Transfer from Reserve 10,000 10,000 0 10,000 Grants 1,000 0 Other 17,500 17,500 17,500 0.00% 103,300 102,300 - 16,000 86,300 - 16.46% Tax Levy Requirement 26,118 27,762 8,366 36,128 38.33% (9ivr% / /<•e/'tty 186 ON Page 170 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 RECREATION PROGRAMS AND SPECIAL EVENTS 2014 Base Adjustments Programs i Special Events — No adjustments (h•r, . 1/•,�/- 187 Descri ion of AdustmeM Reason for AdustmeM Service Level imp act Cost Decrease in program revenue To reflect 2013 actuals and account for No impact $ 16,000.00 reduced programming In the Oro- Medonte Community Arena during the renovation. Decrease in program salaries To relect the above No impact $ (6,534.00) Materials To reflect the above No impact $ (1,100.00) RECREATION PROGRAMS AND SPECIAL EVENTS Operating forecast RECREATION PROGRAMS AND SPECIAL EVENTS 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy Tax Levy Requirement Requirement change Requirement %change Requirement %change Programs 18,318 28,328 54.65% 24,595 - 13.18% 22,136 - 10.00% Special Events 7,800 7,800 0.00% 7,917 1.50% 8,036 1.50% 26,118 36,128 38.33% 32,512 - 10.01% 30,172 -7.20% EXPLANATORY NOTES: Programs Anticipate 10% increase in net revenue attributable to increased participation and user fees. Special Events 1.5% projected to account for inflation (`1iv�% / / <•[I�rNa• 188 Page 171 of 231 FC7 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 COMMUNITY HALLS The Municipality is responsible for the following costs and projects associated with: • Health and Safety • Insurance • Legislative Requirements :� Water Testing • Grounds Maintenance • Costs related to the security of the Township owned facility i.e. safety equipment inspection The Hall Boards are responsible for the costs of operating the hall such as: • Hydro /Fuel • Supplies • Janitorial • Repairs The Hall Boards retain the revenue derived from the rental of the Hall and fundraising to offset the operating costs and capital projects. :tom (`�rvv:7! <•e /rrrCa• 190 W Page 172 of 231 COMMUNITY HALLS The Township operates 5 Community Halls in partnership with community organized boards of management. The Community Halls provide opportunities for local recreation, social and community programs and activities. • Halls are provided in the following communities: • Carley Eady •F Edgar • Hawkestone • Jarratt Approved project costs are shared on a 50/50 basis or financed 100% by the Municipality depending on the nature of the project. R 189 COMMUNITY HALLS The Municipality is responsible for the following costs and projects associated with: • Health and Safety • Insurance • Legislative Requirements :� Water Testing • Grounds Maintenance • Costs related to the security of the Township owned facility i.e. safety equipment inspection The Hall Boards are responsible for the costs of operating the hall such as: • Hydro /Fuel • Supplies • Janitorial • Repairs The Hall Boards retain the revenue derived from the rental of the Hall and fundraising to offset the operating costs and capital projects. :tom (`�rvv:7! <•e /rrrCa• 190 W Page 172 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 _4% (1.•0.1 /<•r /uirla• 191 COMMUNITY HALLS Adjustments (')iw / /<•r/wty 01 Description of Adjustment Reason for Adjustment Service Level Impact Cost Deletion of 2013 one time Projects completed or deferrred No impact ($28,400.00) projects Transfer from reserve to finance Not required in 2014 No Impact 2013 one time projects $23,750.00 Projects as identified on Maintenance and repair requirements Maintain - Impact on reserve attachment #1 ($4350 of total projects funded from funding $24,350.00 o eratin Transfer from reserve To fund the above projects No impact ($20,000.00) Snow removal Risk Management as approved in staff Increase report RC2013 -20 $6,000.00 Eady - Repairs To account for 2013 actuals and age of Maintain $600.00 facility 192 Page 173 of 231 COMMUNITY HALLS 2014 BUDGET SUMMARY 014 2013 BASE 2014 BASE 2014 BUDGET 2014 CHANGE CHANGE BUDGET BUDGET ADJUSTMENTS BUDGET( %) EXPENDITURES Administration 4,634 4,934 0 4,934 6.47% Carley 6,723 7,011 850 7,861 16.93% Eady 3,870 4,150 8,550 12,700 228.17% - Edgar 10,089 10,376 5,650 16,026 58.85% Hawkestone 9,477 9,761 1,550 11,311 19.35% Jarratt 18,776 53,569 19,061 55,293 - 14,050 2,550 5,011 57,843 - 73.31% 7.98% REVENUES Transfer from Reserve 23,750 23,750 -3,750 20,000 - 15.79% Tax Levy Requirement 29,819 31,543 6,300 37,843 26.91% _4% (1.•0.1 /<•r /uirla• 191 COMMUNITY HALLS Adjustments (')iw / /<•r/wty 01 Description of Adjustment Reason for Adjustment Service Level Impact Cost Deletion of 2013 one time Projects completed or deferrred No impact ($28,400.00) projects Transfer from reserve to finance Not required in 2014 No Impact 2013 one time projects $23,750.00 Projects as identified on Maintenance and repair requirements Maintain - Impact on reserve attachment #1 ($4350 of total projects funded from funding $24,350.00 o eratin Transfer from reserve To fund the above projects No impact ($20,000.00) Snow removal Risk Management as approved in staff Increase report RC2013 -20 $6,000.00 Eady - Repairs To account for 2013 actuals and age of Maintain $600.00 facility 192 Page 173 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... COMMUNITY HALLS Operating Forecast 6 . COMMUNITY HALLS 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy Tax Levy Requirement Requirement change Requirement %change Requirement %change Community Halls 29,819 37,843 26.91% 38,790 2.50% 39,760 2.50% 29,819 37,843 26.91% 38,790 2.50% 39,760 2.50% EXPLANATORY NOTES: Forecasted increase of 2.5% in 2015/2016 to accountfor inflation and increase in disributed salaries to maintain 11/29/2013 193 LIBRARIES The Township of Oro - Medonte contracts for library service from the following four area library boards • Barrie Public Library • Orillia Public Library Coldwater Library • Midland Public Library As a result of these contracts, the residents of the Township of Oro - Medonte are provided with free library service at any of the four libraries. (�,•, . a <v'/` 194 M Page 174 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 LIBRARIES 2013 Library Statistics (Oro - Medonte Residents) i ( b•., . // 195 Library Cos[2012 Increase Cost 2013 Increase Cort 2019 Projec[etl 20125th 20135th Trend (2012 -2013) 2019COS[per future cos[ Member 12013 of contract rtah) MitlWnd Adult andlwenile 215 224 Active Members Increase of9 $ 21.86 $ 4,105.00 2% $ 4,800.00 2% $ 4,896.00 2% 13051tem5 circulated 22211tems Circulated active members (approx. 4 %) Coltlwa[er 712 Atlu1t5 694 Atlultr Decline of 19 $ 20.70 261 Chiltlren 266 Chiltlren active members $ 19,000.00 2% $ 19,380.00 L50% $ 19,865.00 2.00% 919 Active Members 960 Active Members (approx 2 %) bane 3004 Adults 3221 Adultr Increase of 252 $ 38.83 $135,277.00 5% $142,041.00 5% $149,143.00 5% 585 Children 620Chiltlren active members 3589 Active Members 3841 Active Members (approx. 7 %) LIBRARIES AIN 238,840 249,081 2,558 251,639 5.36% 196 tW OR] Page 175 of 231 Library Services 2014 BUDGET 2013 BASE 2014 BASE 2014 BUDGET 2013.2014 BUDGET BUDGET ADJUSTMENTS 2014 BUDGET CHANGE( %) EXPENDITURES BY TYPE Contract Services Barrie Public Library 142,041 149,143 0 149,143 5.00% Orillia Public Library 102,321 104,879 2,558 107,437 5.00% Coldwater Public Library 19,380 19,865 0 19,865 2.50% Midland Public Library 4,800 4,896 0 4,896 2.00% 268,542 278,783 2,558 281,341 4.77% REVENUES Grant 29,702 29,702 0 29,702 0.00% Tax Levy Requirement Orilla 1965 Adultr 2 30 Adultr Increase of 423 $ 31.63 $ 99,825.00 2.50% $102,321.00 5 $107,437.00 5 461 Children 525 Children active members 2432 Active Members 2855 Active Members (approx. lJ%) LIBRARIES AIN 238,840 249,081 2,558 251,639 5.36% 196 tW OR] Page 175 of 231 Library Services 2014 BUDGET 2013 BASE 2014 BASE 2014 BUDGET 2013.2014 BUDGET BUDGET ADJUSTMENTS 2014 BUDGET CHANGE( %) EXPENDITURES BY TYPE Contract Services Barrie Public Library 142,041 149,143 0 149,143 5.00% Orillia Public Library 102,321 104,879 2,558 107,437 5.00% Coldwater Public Library 19,380 19,865 0 19,865 2.50% Midland Public Library 4,800 4,896 0 4,896 2.00% 268,542 278,783 2,558 281,341 4.77% REVENUES Grant 29,702 29,702 0 29,702 0.00% Tax Levy Requirement 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 LIBRARIES Base Bud et Adjustments i 4'1! ar (h.r, . 1/ <•.�/� 197 Description of Adjustment R Reason for Adjustment S Service Level Impact C Cost 2.5% increase in the contract C City of Orillia had requested a O OM residents are receiving higher with the City of Orillia to 2 20% increase over four years in q quality services with the new account for increased 2 2012. The proposed 5% a year O Orillia Library facility operating costs/ merrdlership u until OM portion of operating costs with new facility. i is achieved is what staff are Recorrmendationtoincrease r recommending. $ $2,558.00 5% annually until such a point Mere the OM portion of operating costs is achieved which is consistent with City of Barrie ■ LIBRARIES Operating Forecast 2013 2014 2015 2016 5.29% 278,939 5.27% EXPLANATORY NOTES: The Township has been receiving a provincial grant in the amount of $29,702 which has remained Provincial Grant unchanged over the past number of years. Orillia Public Library 5% annual increase until the proport ional share of operating costs is achieved - mirroring agreement with the City of Barrie Assumptions: City of Barrie and Orillia will remain at 5% increase Midland and Coldwater will remain at 2% increases Continuity of Provincial grant of $29,702 ('frW a< /!t•t/lo.Nr 198 Page 176 of 231 ional share of operating costs is achieved - mirroring agreement with the City of Barrie Assumptions: City of Barrie and Orillia will remain at 5% increase Midland and Coldwater will remain at 2% increases Continuity of Provincial grant of $29,702 ('frW a< /!t•t/lo.Nr 198 Page 176 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 HERITAGE COMMITTEE The Oro - Medonte Heritage Committee is a committee of Council with a mandate to preserve, protect, restore, and maintain historical documents, sites, facts and other pertinent findings of historical significance on behalf of the residents of Oro - Medonte. The Oro - Medonte Heritage Committee also provides recommendations to Council on issues of cultural / historical significance in accordance with Ontario heritage Act. The Heritage Budget contains funding for the administration of the Committee as well as the Oro African Methodist Episcopal Church, a designated nation historic site. The Heritage Committee relies on the sale of books, grants and donations to generate revenues to offset operational costs. The Oro African Methodist Episcopal Church was erected in 1849 at the southeast corner of the intersection of Line 3 of Oro - Medonte and Side Road 10/11 (Old Barrie Road). The church building and unmarked cemetery stand today as a unique witness to early African Canadian settlement in Upper Canada. The site was designated in 2000 as a National Historic Site of Canada because "it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, it represents the important role that Black militiamen played in the defence of Upper Canada during the War of 1812, and early Upper Canada land policy ". The church is a simple form, log church that was built with a remarkable level of craftsmanship. Since abandoned early in the 201" century, the church has suffered considerable deterioration and loss of physical and cultural heritage (historic) integrity. Over the years the church has been maintained by a dedicated group of volunteers who are the reason it still stands today. A comprehensive background study is currently underway to provide the Heritage Committee, Council and other key stakeholders with a thorough analysis to establish a strategy for the long term preservation of the church while forming a business case to obtain funding for its implementation. The capital and operating business plans were developed under the assumption that the majority of this funding would be derived from external grants and funding sources. 1 HERITAGE COMMITTEE Recreation and Community Services - Heritage Committee 2014 BUDGET SUMMARY 2013 -2014 2013 BASE 2014 BASE 2014 BUDGET CHANGE BUDGET BUDGET ADJUSTMENTS 2014 BUDGET I%) EXPENDITURES Administration 6,066 6,066 1,000 7,066 16.49% African Church 2,025 2,022 9,000 11,022 444.30% 8,091 8,088 10,000 18,088 123.56 REVENUES Transfer from Reserve 0 0 9,000 9,000 Other Revenue 1,766 1,766 0 1,766 0.00% 1,766 I 1,766 9,000 10,766 Tax Levy Requirement 6,325 6,322 1,000 7,322 15.76 �I ('lrva < /le�/ni�ilr 200 W8181 Page 177 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 201 Reason for Adjustment Service Level Impact Cost Repairs structure. HERITAGE COMMITTEE Administration (Expenses) Heritage Committee closed while the project $9,000.00 Revenues development of the restoration is underway 6,325 7,322 15.76% 17,500 � 139.01% 12,810 - 26.80% EXPLANATORY NOTES: Description of Adjustment Reason forAdjustment Service Level Impact Transfer from reserve Cost Heritage Committee/ with cataloging of artifacts which would require increased involvement from Education and Training 1committee To reflect the larger No impact. ($9,000.00) $1,000.00 taken place. It is assumed that the facility would have heat, hydro and security. African Church ( bi, . f /c•t /u.r(, Description of Adjustment Reason for Adjustment Service Level Impact Cost Repairs structure. Building is currently Description of Adjustment Reason for Adjustment Service Level Impact Cost Repairs To provide base funding to Building is currently Administration (Expenses) leverage external funding in the closed while the project $9,000.00 Revenues development of the restoration is underway 6,325 7,322 15.76% 17,500 � 139.01% 12,810 - 26.80% EXPLANATORY NOTES: plan and its implementation. Anticipate increase in operating costs in 2015/2016 to address the development of a Transfer from reserve to finance above Heritage Committee/ with cataloging of artifacts which would require increased involvement from Administration committee members. ($9,000.00) HERITAGE COMMITTEE HERITAGE (diva.- /! <•e� 202 101 Page 178 of 231 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy Tax Levy Requirement Requirement change Requirement %change Requirement %change Heritage Committee/ Administration (Expenses) 6,066 7,066 16.49% 8,300 17.46% 7,500 -9.64% African Church (Expenses) 2,025 2,022 -0.15% 11,000 444.02% 7,210 - 34.45% Revenues -1766 -1766 0.00% -1,800 1.93% -1,900 5.56% 6,325 7,322 15.76% 17,500 � 139.01% 12,810 - 26.80% EXPLANATORY NOTES: Anticipate increase in operating costs in 2015/2016 to address the development of a Municipal Heritage Registry (a requirement of the Ontario Heritage Act) and to deal Heritage Committee/ with cataloging of artifacts which would require increased involvement from Administration committee members. It is anticipated that by 2015 a renovatio n/resto ration of the church would have African Church taken place. It is assumed that the facility would have heat, hydro and security. (diva.- /! <•e� 202 101 Page 178 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 HEALTH HURONIA NURSE PRACTIONER -LED CLINIC The municipality leases space at the OPP sub - station located on Line 4 North to the R_ Huronia Nurse Practitioner -Led Clinic ( HNPLC). The HNPLC is funded by the Ontario Ministry of Health and Long Term Care. It provides primary health care services and preventative care to people of all ages A building addition of 3000ft2 which will be completed by January, 2014 will expand the area occupied by the clinic to 5226 ft2, allowing it to serve approximately 3200 patients. PHYSICIAN RECRUITMENT The Health Services Budget also includes funding to support the efforts of the Barrie and Orillia Physician Recruitment Committees to improve access to primary and specialized health care services. _% /k•rl "Iv 203 1 HEALTH HEALTH SERVICES 2014 BUDGET SUMMARY 2013 BASE 2014 BASE 2014 BUDGET 2013 -2014 BUDGET BUDGET ADJUSTMENTS 2014 BUDGET CHANGE( %) EXPENDITURES Nurse Practioner Clinic 12,789 12,789 45,669 58,458 357.10% Grants /Donations 20,000 20,000 0 20,000 0.00% 32,789 32,789 45,669 78,458 139.28% REVENUES Facility rentals 43,381 43,381 45,669 89.050 105.27% i Tax Levy Requirement - 10,592 - 10,592 0 -10,592 0.00% ('bv� -: / / <•r /r�iNa• 204 WIN Page 179 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... HEALTH Nurse Practitioner Adjustments Description of Adjustment Reason for Adjustment Service Level Impact Cost Distributed wages Inspections /maintenance/ repair No impact Tax Levy Tax Levy % Tax Levy $2,996.00 resulting from larger facility. Requirement change Materials /Supplies (Non- Increase maintenance and repair costs No impact - 30,592 - 30,592 0.00% - 30,592 0.00% $7,000.00 recoverable) associated with larger facility. 20,000 0.00% Materials /Supplies Increase in utilities, maintenance and No impact materials /supplies, taxation with larger - 10,592 0.00% - 10,592 0.00% - 10,592 0.00% $6,231.00 facility. Expenses recovered through lease agreement. Facility Rentals Adjustment to reflect additional lease No impact revenue ($45,669.00) Transfer to budget Repayment re: expansion $29,442.00 stabilization reserve Physician Recruitment No adjustments HEALTH Operating Forecast AM Health Services 11/29/2013 b, . f /a•r /u.ri, 205 206 Oi- . /// 103 Page 180 of 231 2013 2014 2015 2016 Tax Levy Tax Levy % Tax Levy Tax Levy Requirement Requirement change Requirement %change Requirement %change Nurse Practitioner Clinic - 30,592 - 30,592 0.00% - 30,592 0.00% - 30,592 0.00% Physician Recruitment 20,000 20,000 0.00% 20,000 0.00% 20,000 0.00% - 10,592 - 10,592 0.00% - 10,592 0.00% - 10,592 0.00% 206 Oi- . /// 103 Page 180 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 Transportation & Environmental Services TRANSPORTATION & ENVIRONMENTAL SERVICES R9H" ADMINISTRATION Program Overview This program, as delivered through the Transportation & Environmental Services Department is responsible for the administration of Transportation and Environmental Services. This includes management of 27 full time employees, 5 summer students and a cumulative operating budget of over $4.8 million. JF Transportation and Environmental Services Administration Transportation Drinking Water Communal Tile Bed Streetlight Engineering Infrastructure Operation and System Operation Operation and Services Operation and Maintenance and Maintenance Maintenance Program Maintenance Program Program Program Program 4wr - A 01w Boa 104 Page 181 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... TRANSPORTATI ADMINISTRATION Major Accomplishments in 2013 The TES Administration program accomplished the following planned objectives /priorities in 2013: • Completed update of Township Engineering Standards • Development and Monitoring of 2013 Operating and Capital Budgets • Overall management of TES programs Program Area Significant Issues The program will continue to address several issues in 2014 including: • Growth and Ageing infrastructure assets • Inflationary impacts of fuel, materials and utilities • Continued implementation of capital asset management • Continued provincial regulatory pressures and regulatory compliance 11/29/2013 209 TRANSPORTATION & ENVIRONMENTAL SERVICES ADMINISTRATION Purpose of Service To provide efficient and effective management of the Transportation & Environmental Services Department to ensure accountability, user safety, and reduce liability by providing risk management, maintenance activities and legislative compliance. Responsibilities / Core Activities • TES Administration (�1iva ' /lt 210 105 Page 182 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES ,.w ADMINISTRATION 2014 Base Budget Adjustments r =;. v ^� (h•u . f /r•t /u.rlr Description of Adjustment Reason for Adjustment Service Level Impact Cost Delete allocation for Transportation Project Completed in 2013 None ($25,000.00) Needs Study Transfer from reserve Not required in 2014 to finance above None $25,000.00 Include allocation for clothing allowance To reflect allocation for corporate attire None $1,500.00 211 TRANSPORTATION & ENVIRONMENTAL SERVICES COMMUNAL TILE BEDS Program Overview This program, as delivered through the Transportation & Environmental Services Department is responsible for the maintenance and operation of the Township's Communal Tile Bed . infrastructure system. There are seven tile beds located in the Horseshoe Valley Area servicing 93 homes. The Tile bed systems were installed in the mid to late 1970's and have been in service for over 30 years. Program Area Significant Issues The program will continue to address several issues in 2014 including: • Ageing infrastructure assets ' Continued implementation of capital asset management • Continued provincial regulatory pressures and regulatory compliance %t® (9ivr% 7 / <•e /r,�Na• 212 will Page 183 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL ER E COMMUNAL TILE BEDS Purpose of Service To provide a communal tile bed system to meet the sanitary needs of 93 properties located in the Horseshoe Valley area. Responsibilities / Core Activities • Tile Bed Weed Control • Tile Bed Maintenance No Base Budget Adjustments 4 t bi, . f /�•r /u.ri, 213 107 Page 184 of 231 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAYS Program Overview This program, as delivered through the Transportation & Environmental Services Department is responsible for the maintenance and operation of the Township's Roadway infrastructure systems. It manages six (6) services to achieve this. Program Services • Roadway Administration • Road Infrastructure Repair and Maintenance • Stormwater System Maintenance • Roadside Environmental Maintenance Traffic Control and Signage • Winter Control Maintenance 0iva' /l•e� /ri 214 107 Page 184 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAYS Major Accomplishments in 2013 • Completed 8.7 km of road construction and paved 15.7 km of road • Slurry Sealed 8.0 km of road • Answered 2235 calls which resulted in over 800 work requests • Delivered annual maintenance initiatives including: • Dust Control & Grading • Ditching • Brushing • Winter Control Maintenance • Roadside Grass Mowing Traffic Control and Sign Maintenance Fleet Maintenance 4 �,.,, . �4•a.,� <<• 215 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAYS Program Area Significant Issues The program will continue to address several issues in 2014 including: • Growth and ageing infrastructure assets • Continued implementation of capital asset management • Continued provincial regulatory pressures and regulatory compliance • Staff development, recruitment and succession planning j (�1iva .' /ltl 216 F[1F3 Page 185 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAY ADMINISTRATION Purpose To effectively manage the Transportation Operation and Maintenance Program in order to provide a safe road network, and a fiscally responsible program as it is delivered to residents, and the travelling public in the Township of Oro - Medonte. Responsibilities / Core Activities Roadway Administration Operating Budget Capital Budget Entrance Permits Supervision of Staff Road Patrol Performance Reviews Safety Program Customer Service Fleet Management Repairs Tenders for New Equipment Licensing and CVOR Fuel Maintenance 11/29/2013 ( b�, . f /a•r /u.r(, 217 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAY ADMINISTRATION 2014 Base Budget Adjustments 218 Description of Adjustment Reason for Adjustment Service Level Impact GsSSi. Education- equipment testing for 23 staff on a Future impact as all staff will Materials and Supplies bi- annual basis be training to operate specialty equipment $9,250.00 Materials and Supplies GPS -add ability to record when plow is down No affect on Service level but increased risk $15,000.00 and when sand is being applied management Materials and Supplies Utilities -cost to reflect actual from 2013 None $7,000.00 Transfer from Reserve To finance above None ($15,000.00) Landfill Royalties Reduce to reflect actual None $6,000.00 WIT!] Page 186 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAY INFRASTRUCTURE AND MAINTENANCE Purpose To repair and maintain road infrastructure to provide safe, efficient transportation routes throughout the Township of Oro - Medonte to residents and the travelling public. Responsibilities / Core Activities Bridge, Culvert and Guiderail Maintenance Maintenance Repairs Inspection Gravel Road Maintenance Road Grading Shouldering Dust Control Washouts and Repairs Hard Top Road Maintenance Crack Sealing Slurry Sealing Surface Discontinuities Potholes Shoulder Grading Sidewalk Maintenance Inspection Repair and Maintenance 11/29/2013 _:tom 219 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADWAY INFRASTRUCTURE AND MAINTENANCE 2014 Base Budget Adjustments 4 (`�ivs / /<a /r.Nt• Description of Adjustment Reason for Adjustment Service Level Impact Cost Wages & Benefits- Grading & Increase in high shoulder removal activities due Hardtop Shoulder to increased paved roads None $31,891.00 Materials and Supplies Increase in high shoulder removal activities due to increased paved roads None $8,800.00 Contract Sidewalks Adjust to reflect actual level of activity plus Increased level of service for addition of Hawkestone Hawkestone sidewalks -other $15,000.00 sidewalks adjusted in 2013 Wages& Benefits - Cold Patching Adjust to reflect actual level None ($6,762.00) Wages& Benefits - Grading Loose Ad ust to reflect actual level of activity None j ($16,056.00) Top Licence &Permits Increased allocation for Moving permits None ($3,500.00) 220 110 Page 187 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES STORMWATER SYSTEM MAINTENANCE Purpose To maintain Stormwater systems infrastructure to provide for effective and efficient removal, storage and treatment of stormwater runoff, for the residents and travelling public. Responsibilities / Core Activities Ditching Stormwater Maintenance Pond Inspection and Maintenance • Curb and Catchbasin Repair and Maintenance • Sub -Drain Installation and Repair No Base Budget Adjustments (1ry .7 /wlrrr/r 221 TRANSPORTATION & ENVIRONMENTAL SERVICES ROADSIDE ENVIRONMENT MAINTENANCE Purpose To maintain right of ways free from debris, garbage, noxious weeds and small brush in order to ensure effective drainage, safe use of the roadway, and help promote a cleaner environment for the residents and travelling public. Responsibilities / Core Activities • Grass Mowing and Weed Spraying • Debris & Litter Pickup • Brushing V 222 111 Page 188 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES • "" ROADSIDE ENVIRONMENT MAINTENANCE i. 2014 Base Budget Adjustments i � 1 Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in equipment time and consumables Materials and Supplies- Brushing for brushing head for use of new brushing None $30,000.00 equipment Wages& Benefits - Grass Mowing Increase in reflect actual None $1,444.00 Wages &Benefits - Brushing Decrease to reflect actual None ($3,351.00) 223 TRANSPORTATION & ENVIRONMENTAL SERVICES TRAFFIC CONTROL AND SIGNAGE Purpose To provide efficient, safe, and effective traffic movement through out the Township to all residents and the travelling public by providing proper notification through signage. Responsibilities / Core Activities Traffic Control and Signage • Railway crossings • Roadway signs • Community signs Road painting V 4wr - (�rvr- :7! <e /rrrla• 224 112 Page 189 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES TRAFFIC CONTROL AND SIGNAGE ` 2014 Base Budget Adjustments Description of Adjustment Reason for Adjustment Service Level Impact Cost Materials and lies 225 TRANSPORTATION & ENVIRONMENTAL SERVICES WINTER CONTROL MAINTENANCE Purpose To provide winter control operations that meet provincial minimum maintenance standards and provide safe and efficient routes of travel for roadway users. Responsibilities / Core Activities �- Winter Control Maintenance • Snow Plowing • Sanding • Icy Roadways Night Patrol • Provided for winter patrol on 615 km of roadway 4wr - (9iv� %7 / <•e/�rNa• 226 113 Page 190 of 231 Supplies Adjusted to reflect actual sign materials None ($15,000.00) ordered Wages &Benefits Adjusted to reflect actual None ($1,298.00) TRANSPORTATION & ENVIRONMENTAL SERVICES WINTER CONTROL MAINTENANCE Purpose To provide winter control operations that meet provincial minimum maintenance standards and provide safe and efficient routes of travel for roadway users. Responsibilities / Core Activities �- Winter Control Maintenance • Snow Plowing • Sanding • Icy Roadways Night Patrol • Provided for winter patrol on 615 km of roadway 4wr - (9iv� %7 / <•e/�rNa• 226 113 Page 190 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES WINTER CONTROL MAINTENANCE ` 2014 Base Budget Adjustments L'!;; IL Description of Adjustment Reason for Adjustment Service Level Impact Cost Wages &Benefits - Night Patrol Increased to reflect actual level of activity None $30,195.00 Materials and Supplies- Winter Decrease in sand to reflect actual level of No change to level of ($10,000.00) Maintenance activity service - weather dependent Contract Services- Sweeping Increase in sweepingto hire contract sweeper None $20,000.00 to assist Township crews Wages and Benefits- Winter Decrease to reflect actual None ($31,468.00) Maintenance Wages and Benefits- Sweeping Decrease to reflect actual None ($922.00) wp Vehicle Rental- Sweeping Increase to reflect actual None $5,000.00 wp Vehicle Rental- Night Patrol Decrease to reflect actual None ($5,696.00) 227 TRANSPORTATION & ENVIRONMENTAL SERVICES STREET LIGHTING Program Overview This program is responsible for the maintenance and operation of the Township's streetlight infrastructure system. There are 34 areas within the municipality wherein benefitting landowners are assessed a flat rate charge for streetlights. In areas where streetlights are considered to be a benefit to the general public, the streetlights are financed through the general tax levy. In 2011, the Township moved towards a common flat rate charge that was applied to all benefitting areas. In 2014, a flat rate charge of $57 is being applied to all benefitting areas. The amount allocated in the budget to be transferred to reserve is now a general streetlight reserve rather than allocations to a reserve for each benefitting area. 228 114 Page 191 of 231 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL ER E STREET LIGHTING Purpose of Service To efficiently and effectively maintain and operate the Streetlight system to provide lighting of streets in residential areas for the safety of the residents. Responsibilities / Core Activities • Streetlight Operation and Maintenance • Light Installation �L ( b�, . f /a•r /�n! <• 229 TRANSPORTATION & ENVIRONMENTAL SERVICES STREET LIGHTING 2014 Base Budget Adjustments ('liva2 /l:r Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in Flat Rate Billing To offset increased utility costs None ($6,000.00) Increase in Utility Costs To reflect actual costs None $6,000.00 115 230 Page 192 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER SYSTEMS Program Overview This program, as delivered through the Transportation & Environmental Services Department is responsible for the maintenance and operation of the Township's 12 drinking water infrastructure systems and operation of the private water & waste water systems located at Big Cedar Estates. It manages three (3) services to achieve this. Program Services • Drinking Water Administration • Drinking Water Supply and Treatment • Drinking Water Distribution 4 t bi, . f /c•t /u.ri, 231 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER SYSTEMS Major Accomplishments in 2013 • Met drinking water regulatory requirements for all twelve municipal drinking water systems • Maintained and improved the quality management system (DWQMS) for the drinking water systems • Started to drill a new well at Horseshoe Highlands • Started variable speed pump replacements for all water systems • Completed design for Warminster watermain replacement • Installed gas heaters in pumphouses • Completed Diamond Valley hook up with Sugarbush Water System • Have spare pump for well in Horseshoe Highlands Delivered all annual maintenance initiatives 232 116 Page 193 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER SYSTEMS Program Area Significant Issues The program will continue to address several issues in 2014 including: • Growth and ageing infrastructure assets # Continued implementation of capital asset management • Continued implementation of Drinking Water Quality Management • Continued provincial regulatory pressures and regulatory compliance • Staff development, recruitment and succession planning (9w . / /c•r/ 233 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER ADMINISTRATION Purpose To effectively manage the Drinking Water Operation and Maintenance Program to ensure safe drinking water for water system users is delivered in a fiscally responsible manner. Responsibilities / Core Activities Operating Budget Capital Budget Water Meter Billing Training Supervision of Staff Performance Reviews Safety Program Customer Service Page 194 of 231 234 117 10A) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER ADMINISTRATION 2014 Base Budget Adjustments Description of Adjustment Reason for Adjustment Service Level Impact Cost Increase in Insurance Premiums Coverage required in regards to new Medonte None $2,608.00 Hills pumphouse & Diamond Valley pumphouse 235 f r , . Uar /�. M• TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER TREATMENT Purpose Treatment of drinking water per Provincial Regulation and maintenance of infrastructure to provide safe clean drinking water to water system users. " Responsibilities / Core Activities a Pump Stations & Reservoirs Operations & Maintenance General Maintenance of Pump Stations Maintenance of Reservoirs and Standpipes Well Maintenance Grass Cutting Snow Removal Computerized Data Acquisition System Monitoring Legislative Monitoring and Residual Testing Water Sampling & Testing Bacteriological Chemical Alkalinity &Lead No Base Budget Adjustments :tom (`livr% 7 / <•e /rrNa• 236 118 Page 195 of 231 10.k) Robin Dunn, CAO and Senior Management Team, re: 2014 B... 11/29/2013 119 Page 196 of 231 TRANSPORTATION & ENVIRONMENTAL SERVICES DRINKING WATER DISTRIBUTION Purpose To ensure safe and efficient distribution of treated drinking water to water system users as required by O.Reg. 170. Responsibilities / Core Activities Water Service Operation and Maintenance • Water Meter Operation and Maintenance • Hydrant Operation and Maintenance • Watermain Operation and Maintenance No Base Budget Adjustments v „r 237 119 Page 196 of 231 11.a) Mayor H.S. Hughes re: Fair Valley Church Road. Verbal Matters (Section 12.3 of Township's �Township°t Procedural By -Law No. 2013 -054) Proud Heritage, Exciting Future Name: Mayor H.S. Hughes Item Number /Name: 111 a) Fair Valley Church Road Meeting Date: Wednesday, November 27, 2013 Motion No: Motion No. C131127 -22 Type of Meeting: ❑ Council ❑ Special Council ❑ Committee of Adjustment ❑ Accessibility Advisory Committee ❑ Recreational Technical Support Group ❑ Human Resources Committee Speaking Notes: • An update was provided concerning a boundary matter between a neighbour and the Church. • The Clerk and Chief Municipal Law Enforcement Officer did a site visit and determined that the boundary issues did not encroach on municipal property as there was a concern that the Township could be brought into the dispute should that be the case. • Signage which was moved was also investigated and it appears to be on private property. • The residents were concerned because the signage made it appear the road was closed and access to cemetery was prohibited, this signage was placed by the resident on property he owns. 12/2/13 Page 197 of 231 11.b) Mayor H.S. Hughes, correspondence dated November 20, 2... From: Sent: Wednesday, November 20, 2013 11:10 AM To: Hughes, Harry Subject: Water Levels from Mark Crawford Hello Harry, Thank you for your message yesterday, regarding the water levels from the creek that is effecting my property and my neighbours property. As requested here are my concerns so that you may bring it to council. Water levels are higher each year, I have attached 2 pictures from this season of 2013 for you to review. I have walked through the creek and cleaned out some debris each year, including this year, in hopes for improvement, however it is not helping. Also I noticed some township workers in there last year, but there has been no improvements what so ever, and it still continuing to get worse. It is also effecting my back yard property and is causing trees to die with the water levels being so high. This year it is especially bad as it is now creeping into my septic bed as you can see from the pictures I have attached. This is a huge concern for me. As you know I have been in contact with my neighbour Barry Metz, in regards to this as our backyards face each other, and we are the most effected. He has been addressing this issue for years. My neighbour beside me, Pat Omalley has been in contact previously with Jerry, and will also be in contact with you as it is now effecting him. We have been down this road for over 2 years now, trying to contact the township and getting no where, we need to see some progress and a solution. This is now creating concerning issues that we need rectified, sooner than later. Here is my contact information. Regards, Mark Crawford Page 198 of 231 11.b) Mayor H.S. Hughes, correspondence dated November 20, 2... 0 an C J •fir - � e �� U Page 199 of 231 12.a) Announcements of Interest to the Public:Notice of Offi... 'I"ownshi- of - Proud Heritage, Exciting Future NOTICE OF OFFICE CLOSURE The Township of Oro - Medonte Offices will close from Tuesday, December 24, 2013 through to Wednesday, January 1, 2014 for the Holiday Shutdown Offices will re -open at 8:30 AM on Thursday, January 2, 2014 for regular business hours Happy Holidays to All Wishing You and Yours A Happy and Healthy New Year Page 200 of 231 12.b) Correspondence dated November 14, 2013 from S.E. Bragg... Gaviller & Company LLP CHARTERED ACCOUNTANTS Telephone 705/445 -2020 Fax 705/444 -5833 Email sbragg @gaviller.com Email Imccrae @gavller.com Township of Oro - Medonte 148 Line 7 S., Box 100 Oro, Ontario LOL 2X0 Attention: Harry Hughes, Mayor Dear Mayor Hughes: Re: 2013 Interim Audit 115 Hurontario Street 3rd Floor, P.O. Box 130 Collingwood, Ontario L9Y 3Z4 November 14, 2013 Please Mark Your Reply for the Attention of S. E. Bragg, B.B.A., CPA, CA or L. McCrae, CPA, CA a E e a 0 During the course of our interim audit of the Township of Oro - Medonte for the year ended December 31, 2013 we identified the following matter which may be of interest to management and Council. The objective of an audit is to obtain reasonable assurance as to whether the financial statements are free of material misstatement, and it is not designed to identify matters that may be of interest to management in discharging its responsibilities . Accordingly, .an. audit would not necessarily identify all such matters. The matter identified was: Employee Credit Cards During our review of employee credit cards, we noted some instances where the purchases on the monthly statements were not supported by sufficient back up. In order to ensure employee purchases are reasonable corporate expenses, it is recommended that all receipts are submitted with monthly visa statements. Management comments: Finance will once again remind cardholders of the importance of providing supporting documentation promptly when credit cards are utilized. By its nature this letter tends to deal with those areas of internal control where we feel improvements may be achieved. Accordingly, we have not commented. on the many . strong features of your system. Our comments relate to the accounting systems only and are not intended to reflect on the competence or integrity of the corporation's personnel. This communication is prepared solely forthe information of Council and is not intended for any other purpose. We accept no responsibility to a third party who uses'this communication. Collingwood Meaford Owen Sound Walkerton Page 201 of 231 12.b) Correspondence dated November 14, 2013 from S.E. Bragg... -2- We would like to take this opportunity to thank Paul Gravelle and all of the treasury staff for their assistance and complete co- operation during our audit. Please feel free to call with any comments or questions at your convenience. Yours very truly GAVILLER & COMPANY LLP Per: SEB /Im cc: Robin Dunn, CAO cc: Paul Gravelle, Director of Finance/Treasurer /Deputy CAO Page 202 of 231 12.c) Correspondence dated November 14, 2013 from Charles So... Ministry of Finance Ministry of Municipal Affairs and Mousing Office of the Minister 7 Floor Office of the Minister Floor Frost Building South 17'" 777 gay Street 7 Queen's Park Cr Toronto, ON MSG 2E5 Toronto) 325-0400 M7A tY7 Tel (416) 585 -7000 Tel ((416 25-03 Fax (416) 585 -6470 Fax (416) v.on.c74 www.mah.gov.on.ca Ontario www.fin.gov.on.ca NOV 1 X01 November 14, 2013 rJRrJ i!vL�OiV s O'AVNS? tip Dear Head of Council: We are writing to announce the release of the redesigned Ontario Municipal Partnership Fund (OMPF) and program allocations for 2014. In 2014, the province will provide a total of $550 million in unconditional funding through the OMPF to 388 municipalities across the province. This funding, combined with the municipal benefit resulting from the provincial uploads, will total more than $2 billion in 2014. This is over three times the level of funding provided in 2004. As you know, 2013 was a transition year for the OMPF. The transition year provided us with the opportunity to consult with the Association of Municipalities of Ontario and other municipal representatives on how best to redesign the program to support municipal needs. We also received valuable input from a number of municipalities across the province. These consultations helped to shape the redesign of the program. With respect to the redesign of the program, municipal representatives emphasized that the OMPF should: • continue to support municipalities with limited property assessment;. • continue to recognize the challenges of northern and rural municipalities, while better targeting funding to those municipalities with more challenging fiscal circumstances; and • include support to assist municipalities as they transition to the redesigned program. We are pleased to announce that the 2014 OMPF will continue to provide support to municipalities through the Assessment Equalization, Northern Communities, and Rural Communities grants. In addition, a new Northern and Rural Fiscal Circumstances Grant is being introduced to better target funding to northern and rural municipalities with more challenging fiscal circumstances. The $550 million OMPF for 2014 also includes a significant amount of transitional assistance which is intended to provide stability and support to local governments as they transition to the redesigned program. More specifically, the transitional assistance provided through the 2014 OMPF will ensure that municipalities receive a guaranteed level of support based on their 2013 OMPF allocation. ... /cont'd Page 203 of 231 12.c) Correspondence dated November 14, 2013 from Charles So... -2- Municipalities in the north will receive at least 90 per cent of their 2013 OMPF allocation, while municipalities in other regions of the province will receive at least 85 per cent. These minimum levels ofsupport will be enhanced up to 100 per cent for eligible municipalities with more challenging fiscal circumstances. The Ministry of Finance's (MOF) Provincial -Local Finance Division will be providing your municipal Treasurers and Clerk- Treasurers with further details on the 2014 OMPF. This information and other supporting materials will be posted in both English and French on the MOF website: htip• / /www fin gov on ca/en/bud eyompf`/2014/ hitp://vox,A7.fjji.gov.on.ca/fribudget/omy)f`/2014/ The review of the OMPF and the phase -down of the program to $500 million by 2016 was announced in 2012, and was also part of the 2008 Provincial- Municipal Fiscal and Service Delivery Review (PMFSDR) agreement with municipalities. As part of the next phase of the program review, over the coming months, we will continue to consult with our municipal partners on refining the OMPF as well as to consider whether the grant should include other objectives beyond those announced as part of the 2014 program.. We are also pleased to reaffirm our commitment to the upload of municipal costs in accordance with the timetable agreed to through the PMFSDR. In 2014, we will continue the phased upload of Ontario Works (OW) benefit costs and court security and prisoner transportation costs. This builds on our previous uploads of Ontario Drug Benefits (ODB) and Ontario Disability Support Program (ODSP). As a result of the uploads, municipalities will benefit from more than $1.5 billion in reduced costs in 2014 alone. Combined with the OMPF, this is the equivalent of over 12 per cent of municipal property tax revenue in the province. It is important to acknowledge that in two -tier systems, the removal of these costs off the property tax base benefits all local taxpayers including those residing in lower -tier municipalities.. Despite the adjustments to the OMPF, the combined benefit of the provincial uploads and support provided through the OMPF will continue to increase, with the provincial uploads more than offsetting the reduction to the program. Our government has a very strong record.of supporting and working with municipalities. Together with other provincial initiatives, we will provide municipalities with ongoing support of approximately $3.5 billion in 2014 -- an increase of more than 200 per cent from the level provided in 2003. /cunt' d Page 204 of 231 12.c) Correspondence dated November 14, 2013 from Charles So... -3- In addition to this ongoing support, the province has made significant investments in municipal infrastructure. Since 2003, we have provided municipalities with approximately $13 billion in infrastructure funding. In August 2012, the province launched the Municipal Infrastructure Strategy. As part of the strategy, we have provided $9 million to help municipalities prepare asset management plans, and nearly $90 million for critical projects through the Municipal Infrastructure Investment Initiative. As a continuation of the strategy, we are providing $100 million through the Small, Rural and Northern Municipal Infrastructure Fund. We have consulted with our municipal partners on the design of the fund and a potential permanent program for consideration in the 2014 Budget. We look forward to continuing to build on our partnership with municipalities as we move forward to address our shared challenges. < Sincerely, Charles Sousa Minister Ministry of Finance Linda Jeffrey Minister Ministry of Municipal Affairs and Housing Page 205 of 231 13.a) Correspondence received November 14, 2013 from Debbie ... Lake Simcoe Region conservation authority A Watershed for Life Future Advances in Stormwater Management Practices in the Lake Simcoe Basin: Low Impact Development (LID) The Lake Simcoe Region Conservation Authority would like to invite you to our session on Future Advances in Stormwater Management Practices in the Lake Simcoe Basin introducing Low Impact Development (LID). This half -day session will provide an overview of current stormwater management practices and an introduction to Low Impact Development (LID) technologies. Specifically, the session will examine how LID practices can contribute to more sustainable development within the Lake Simcoe watershed. This session is intended for municipalities, both politicians and staff. The event will be held at The Manor Event Venue (16750 Weston Road Kettleby, ON LOG 1JO) from 12:00 p.m. to 3:30 p.m. on Wednesday, December 4th 2013. Lunch will be provided. Jay Michels, CPESC Partner and Project Manager for Emmons & Olivier Resources will provide an overview of the experiences in implementing LID within the State of Minnesota. Minnesota has been a leader in LID development and implementation for more than 10 years. Jay will present on the current legislative framework and lessons learned using LID to achieve Minnesota's environmental goals. Mike Walters, General Manager of Watershed Management for the Lake Simcoe Region Conservation Authority will also be providing an overview of the LSRCA'RainScaping' program, along with other initiatives to implement LID practices within the Lake Simcoe watershed. If you are interested in attending please RSVP to Theresa Bos at t.bos @lsrca.on.ca by Wednesday, November 27, 2013. Please be sure to indicate any accessibility needs, food allergies, and /or dietary restrictions. We look forward to seeing you at the session. Regards, I �� Debbie Bath Chair, LSRCA Board of Directors 120 Bayview Parkway, Box 282 Tel: 905.895.1281 1.800.465.0437 Web: www.LSRCA.on.ca Newmarket, Ontario L3' 4X1 Fax: 905.853.5881 E -Mail: Info @LSRCA.on.ca Proud winner of the International Thiess Riverprize Member of Conservation Ontario Page 206 of 231 13.a) Correspondence received November 14, 2013 from Debbie ... Page 207 of 231 Lake Simcoe Region conservation authority Future Advances in Stormwater Management Practices in the Lake Simcoe Watershed: Low Impact Development The Manor Event Venue, Alexander Room (16750 Weston Road Kettleby, ON LOG 1JO) Wednesday, December 4th 2013 12:00 pm to 3:30 pm (lunch included) AGENDA Meeting Purpose: This half -day session will provide an overview of current stormwater management practices and an introduction to Low Impact Development (LID) technologies. Specifically the session will examine how LID practices can contribute to more sustainable development within the Lake Simcoe watershed. Time Details Responsible 12:00 —12:05 Welcome and Introductions Debbie Bath, Chair, LSRCA BOD 12:05 —1:00 Networking Lunch LSRCA 1:00 — 1:15 Setting the stage: Current Stormwater Practice within the Mike Walters, Lake Simcoe Watershed GM, Watershed Management, LSRCA 1:15 — 2:45 An Introduction to Low Impact Development Jay Michels, Emmons & Olivier Resources 2:45 - 3:00 Break 3:00 — 3:30 Next Steps: Charting A Path Forward Mike Walters 3:30 Adjourn Page 207 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE yEAn1TJMki 161will [cbliV A By -law to Authorize the Execution of the Source Protection Municipal Implementation Fund, Granting Fund Agreement, between Her Majesty the Queen in Right of Ontario, as represented by the Minister of the Environment and The Corporation of the Township of Oro - Medonte WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipal power, including a municipalitiy's capacity, rights, powers and privileges under Section 9, shall be exercised by by -law unless the municipality is specifically authorized to do otherwise. WHEREAS Section 9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, grants municipalities the powers of a natural person for the purpose of exercising its authority under this or any other Act. WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council. WHEREAS Section 302 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides financial assistance to municipalities. AND WHEREAS it is deemed expedient to enter into a Source Protection Municipal Implementation Fund, Granting Fund Agreement, between Her Majesty the Queen in Right of Ontario, as represented by the Minister of the Environment and The Corporation of the Township of Oro - Medonte; 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 Source Protection Municipal Implementation Fund, Granting Fund Agreement, between Her Majesty the Queen in Right of Ontario, as represented by the Minister of the Environment and The Township of Oro - Medonte, attached hereto as Schedule "A" and forming part of this by -law; 2. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 27TH DAY OF NOVEMBER, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 208 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... SOURCE PROTECTION MUNICIPAL IMPLEMENTATION FUND GRANT FUNDING AGREEMENT THE AGREEMENT effective as of December 13, 2013 (the "Effective Date ") BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of the Environment (the "Province ") - and - The Corporation of the Township of Oro - Medonte (the "Municipality ") BACKGROUND: The Province funds projects similar to the Project, defined in Article 1 As described in Schedule A, the Source Protection Municipal Implementation Fund provides one -time funding to offset a portion of the costs for small, rural municipalities in preparing to implement and implementing source protection plans. The Municipality requires funding from the Province to assist the Municipality in carrying out the Project and the Province wishes to provide such funds. CONSIDERATION: In consideration of the mutual covenants and agreements contained herein and for other good and valuable consideration, the receipt and sufficiency of which are expressly acknowledged, the parties agree as follows: ARTICLE 1 DEFINITIONS 1.1 In the Agreement, the following terms shall have the following meanings: "Agreement" means this agreement entered into between the Province and the Municipality and includes all of the schedules listed in section 19.1 and any amendments. "Conflict of Interest" includes any circumstances where in relation to its performance Page 209 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement under the Agreement, the Municipality's or its officers, employees or agents other commitments, relationships or financial interests could, or could be seen to, interfere with the Municipality's objective, unbiased and impartial judgment relating to the Project and the use of the Funds or could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations. "Funds" means the money the Province provides to the Municipality pursuant to the Agreement. "Indemnified Parties" means her Majesty the Queen in right of Ontario, her ministers, agents, appointees and employees. "Maximum Funds" means a total amount of up to $60,000 which consists of $45,000 together with up to $15,000 collaboration incentive funding (if applicable) as determined by the Province pursuant to section 3.1(a). "Project" means any of the eligible activities described in section B.1 of Schedule "B" undertaken by the Municipality. ARTICLE 2 TERM OF THE AGREEMENT 2.1 The term of the Agreement shall commence on the Effective Date and shall expire on March 31, 2016 unless terminated earlier pursuant to Article 9. The Municipality shall, upon expiry or termination of the Agreement, return to the Province any Funds remaining in its possession or under its control. ARTICLE 3 FUNDS AND CARRYING OUT THE PROJECT 3.1 The Province shall: (a) based upon the Province's assessment of the information provided by the Municipality in the collaboration statement set out in Schedule "D ", determine the exact amount of the $15,000 collaboration incentive funding which will form part of the Maximum Funds and provide notification of that exact amount to the Municipality; (b) provide the Municipality up to the Maximum Funds for the purpose of carrying out the Project; and (c) provide the Funds to the Municipality in accordance with the payment schedule attached to the Agreement as Schedule "C" or at any other time for any reason in the sole discretion of the Province. Page 2 of 17 Page 210 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement 3.2 Despite section 3.1 the Province: (a) is not obligated to provide instalments of Funds until it has approved the reports as set out in Schedule "C "; (b) may adjust the amount of Funds it provides to the Municipality based upon the Province's assessment of the information provided by the Municipality pursuant to section 6.1. 3.3 The Municipality shall: (a) carry out the Project in accordance with the terms and conditions of the Agreement and in compliance with all federal and provincial laws and regulations, all municipal by -laws, and any other orders, rules and by -laws related to any aspect of the Project; (b) use the Funds only for the purpose of carrying out the Project; (c) subject to section 3.3 (d), spend the Funds only on eligible costs and eligible activities as set out in Schedule "B "; and (d) notwithstanding anything else in this Agreement, not spend the Funds on any ineligible activities or ineligible costs as set out in Schedule "B ". 3.4 The Municipality shall not make any changes to the Project without the prior written consent of the Province. 3.5 The Municipality acknowledges that the Funds available to it from the Province pursuant to the Agreement shall not exceed the Maximum Funds. The Municipality undertakes to incur all costs associated with the Project should it exceed the Maximum Funds. 3.6 The Province is not the owner of any intellectual property generated as a result of the Agreement. ARTICLE 4 ACQUISITION 4.1 The Municipality agrees that if it buys any supplies, equipment or services with the Funds, it will ensure the best value for money. ARTICLE 5 CONFLICT OF INTEREST 5.1 The Municipality shall avoid any Conflict of Interest in the performance of this Agreement and shall disclose to the Province, without delay, any actual or potential Conflict of Interest. Page 3 of 17 Page 211 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement ARTICLE 6 REPORTING, ACCOUNTING AND REVIEW 6.1 The Municipality shall submit to the Province all reports set out in Schedule "D" or any other reports as required by the Province. All reports will be approved by the Province. 6.2 The Province, its authorized representatives or an independent auditor identified by the Province may, at its own expense, upon twenty -four hours' notice to the Municipality and during normal business hours, enter upon the Municipality's premises to review the progress of the Project and the Municipality's expenditure of the Funds and, for these purposes, the Province, its authorized representatives or an independent auditor identified by the Province may: (a) inspect and copy any financial records (including invoices) and non - financial documents and records relating to the Funds or otherwise to the Project; and (b) conduct an audit or investigation of the Municipality in respect of the expenditure of the Funds and /or the Project. 6.3 To assist in respect of the rights set out in section 6.2, the Municipality shall disclose any information requested by the Province, its authorized representatives or an independent auditor identified by the Province, and shall do so in a form requested by the Province, its authorized representatives or an independent auditor identified by the Province, as the case may be. ARTICLE 7 LIMITATION OF LIABILITY AND INDEMNITY 7.1 The Province's officers, employees and agents shall not be liable to the Municipality or any of the Municipality's personnel for costs, losses, claims, liabilities and damages howsoever caused (including any incidental, indirect, special or consequential damages, injury or any loss of use or profit of the Municipality) arising out of or in any way related to the Project or otherwise in connection with the Agreement, unless solely caused by the negligence or wilful misconduct of the Province's officers, employees and agents. 7.2 The Municipality shall indemnify and hold harmless the Indemnified Parties from and against any and all liability, loss, costs, damages and expenses (including legal, expert and consultant fees), causes of action, actions, claims, demands, lawsuits or other proceedings, by whomever made, sustained, incurred, brought or prosecuted, in any way arising out of or in connection with the Project or otherwise in connection with the Agreement, unless solely caused by the negligence or wilful misconduct of the Province and its agents, appointees and employees. Page 4 of 17 Page 212 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... ARTICLE 8 INSURANCE 8.1 Municipality's Insurance. The Municipality represents and warrants that it has, and shall maintain for the term of the Agreement, at its own cost and expense, with insurers having a secure A.M. Best rating of B+ or greater, or the equivalent, all the necessary and appropriate insurance that a prudent person carrying out a project similar to the Project would maintain, including commercial general liability insurance on an occurrence basis for third party bodily injury, personal injury and property damage, to an inclusive limit of not less than two million dollars ($2,000,000) per occurrence. The policy shall include the following: (a) the Indemnified Parties as additional insureds with respect to liability arising in the course of performance of the Municipality's obligations under, or otherwise in connection with, the Agreement; (b) a cross - liability clause; (c) contractual liability coverage; and (d) a 30 day written notice of cancellation, termination or material change. 8.2 The Municipality shall provide the Province with certificates of insurance, or other proof as may be requested by the Province, that confirms the insurance coverage as provided for in section 8.1. Upon the request of the Province, the Municipality shall make available to the Province a copy of each insurance policy. ARTICLE 9 TERMINATION 9.1 The Province in its sole discretion, without liability, cost or penalty, and without prejudice to any other rights or remedies of the Province under this Agreement or at law or in equity, may terminate the Agreement at any time, for any reason, upon giving at least 15 days notice to the Municipality. 9.2 If the Province terminates the Agreement, the Province may (i) demand the repayment of any Funds remaining in the possession or under the control of the Municipality and /or (ii) determine the reasonable costs for the Municipality to wind down the Project, and permit the Municipality to offset those wind down costs against any amount owing pursuant to (i); and /or (iii) subject to section 3.5, provide Funds to the Municipality to cover those wind down costs. Page 5 of 17 Page 213 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... ARTICLE 10 REPAYMENT 10.1 If, pursuant to the provisions of the Financial Administration Act (Ontario), the Province does not receive the necessary appropriation from the Ontario Legislature for payment under the Agreement, the Province is not obligated to make any such payment, and, as a consequence, the Province may (i) reduce the amount of the Funds and, in consultation with the Municipality, change the Project or (ii) immediately terminate the Agreement. If the Province terminates the Agreement, the Province may (i) cancel all further instalments of Funds, and /or (ii) demand repayment as set out in Section 9.2(i) and /or (iii) determine reasonable costs as set out in Section 9.2(ii) and /or section 9.2(iii). 10.2 If in the sole opinion of the Province, the Municipality breaches any representation, warranty, covenant or other material term of the Agreement, fails to carry out the Project, fails to provide reports or improperly uses or spends Funds, the Province may (i) demand the repayment of any Funds remaining in the possession or under the control of the Municipality, (ii) demand the repayment of an amount equal to any Funds the Municipality used, but did not use in accordance with the Agreement, and /or (iii) demand the repayment of an amount equal to any Funds the Province provided to the Municipality. 10.3 If the Municipality fails to pay any amount demanded by the Province, the Municipality acknowledges and agrees that the Province may deduct any unpaid amount from any money payable to the Municipality by the Province, or may exercise any other remedies available to the Province to collect the unpaid amounts. 10.4 The Municipality shall pay any money owing to the Province by cheque payable to the "Ontario Minister of Finance" and mailed to the Province at the address provided in section 11.1 ARTICLE 11 NOTICE 11.1 Notice shall be in writing and shall be delivered by email, postage - prepaid mail, personal delivery or fax, and shall be addressed to the Province and the Municipality respectively as set out below, or as either party later designates to the other by notice: To the Province: Ministry of the Environment 40 St. Clair Ave. West, 141" Floor Toronto, ON M4V 1 M2 Attention: Manager, Source Protection Implementation, Source Protection Programs Branch Fax: 416- 212 -2757 Email: SourceProtectionFunding @ontario.ca Page 6 of 17 Page 214 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement To the Municipality: Township of Oro - Medonte 148 Line 7 South, P.O. Box 100 Oro, ON LOL 2X0 Attention: Jerry Ball, Director of Transportation and Environmental Services Fax: 705 - 487 -0133 Email: ibalICcDoro- medonte.ca 11.2 Notices shall be deemed to have been received (a) in the case of postage - prepaid mail, 7 days after a party mails the notice; or (b) in the case of email, personal delivery or fax, at the time the other party receives the notice. In the event of a postal disruption, notice by postage - prepaid mail shall not be deemed to be received and the party giving notice shall provide notice by email, personal delivery or by fax. ARTICLE 12 MUNICIPALITY'S POWER TO ENTER INTO AGREEMENT 12.1 The Municipality represents and warrants that it has the full power and authority to enter into the Agreement. ARTICLE 13 SEVERABILITY OF PROVISIONS 13.1 The invalidity or unenforceability of any provision of the Agreement shall not affect the validity or enforceability of any other provision of the Agreement. Any invalid or unenforceable provision shall be deemed to be severed. ARTICLE 14 WAIVER 14.1 If a party fails to comply with any term of the Agreement, that party may only rely on a waiver of the other party if the other party has provided a written waiver in accordance with the notice provisions in Article 11. Any waiver must refer to a specific failure to comply and shall not have the effect of waiving any subsequent failures to comply. ARTICLE 15 INDEPENDENT PARTIES 15.1 The Municipality acknowledges that it is not an agent, joint venturer, partner or employee of the Province, and the Municipality shall not take any actions that could establish or imply such a relationship. Page 7 of 17 Page 215 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... ARTICLE 16 GOVERNING LAW 16.1 The Agreement and the rights, obligations and relations of the parties shall be governed by and construed in accordance with the laws of the Province of Ontario and the applicable federal laws of Canada. Any actions or proceedings arising in connection with the Agreement shall be conducted in Ontario. ARTICLE 17 FORCE MAJEURE 17.1 Neither party shall be liable for damages caused by delay or failure to perform its obligations under the Agreement where such delay or failure is caused by an event beyond its reasonable control. ARTICLE 18 SURVIVAL 18.1 The provisions in Article 1, any other applicable definitions, sections 3.1(b), 3.1 (c), 6.1 (to the extent that the Municipality has not provided the reports to the satisfaction of the Province), 6.2, 6.3, Article 7, Section 9.2, Articles 10, 11, 13, 16, 18, 19, and 20, and all applicable cross - referenced provisions and schedules shall continue in full force and effect for a period of 7 years from the date of expiry or termination of the Agreement. ARTICLE 19 SCHEDULES 19.1 The Agreement includes the following schedules: (a) Schedule "A" — Background and Objectives; (b) Schedule "B" — Eligible Costs and Activities; (c) Schedule "C" - Payment; and (d) Schedule "D" - Reports. Page 8 of 17 Page 216 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... ARTICLE 20 ENTIRE AGREEMENT 20.1 The Agreement constitutes the entire agreement between the parties with respect to the subject matter contained in the Agreement and supersedes all prior oral or written representations and agreements. 20.2 The Agreement may only be amended by a written agreement duly executed by the parties. The parties have executed the Agreement as of the Effective Date. HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of the Environment Name: Ling Mark Title: Director, Source Protection Programs Branch Pursuant to delegated authority Date: The Corporation of the Township of Oro - Medonte Name: H.S. Hughes Title: Mayor Date: Name: J. Douglas Irwin Title: Clerk Date: I /We have authority to bind the Municipality. Page 9 of 17 Page 217 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement SCHEDULE "A" BACKGROUND AND OBJECTIVES A.1 BACKGROUND Ontario is committed to protecting drinking water from source to tap. The Clean Water Act, 2006 enables communities to protect their drinking water sources through the preparation of collaborative, locally developed, science -based assessment reports and source protection plans. Municipalities have a key role to play in implementing these plans. On May 2, 2013 the Province announced, as part of the 2013 Ontario Budget, an investment to help support small municipalities protect existing and future sources of drinking water. The Source Protection Municipal Implementation Fund provides one -time funding to offset a portion of the costs for small, rural municipalities. A.2 FUND OBJECTIVES A.2.1 Source Protection Municipal Implementation Fund Objective and Goals The objective of the Source Protection Municipal Implementation Fund is to provide funding to assist small, rural municipalities in fulfilling policy obligations for significant drinking water threats as specified in an approved or proposed source protection plan that has been submitted for approval. Those with policy obligations under source protection plans, including municipalities, are required to undertake preparatory activities such as acquiring the necessary resources (human, financial and technical) to position themselves to deliver on their obligations under the Clean Water Act, 2006 and source protection plans. The goals of the Source Protection Municipal Implementation Fund are to help build municipal capacity to implement source protection plans; and support sustainable, local actions to protect drinking water. A.2.2 Project Objectives The objectives of the Project are for the Municipality to use the Funds toward fulfilling their responsibility to implement one or more of the following significant drinking water threat policies in an approved or proposed source protection plan that has been submitted for approval: • Policies for the purpose of Part IV of the Clean Water Act, 2006; • Policies that govern Planning Act decisions; • Policies that establish education and outreach programs; or • Policies that specify other types of actions the municipality is required to take. Page 10 of 17 Page 218 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement A.3 COLLABORATION INCENTIVE To support the development of sustainable, local actions to protect drinking water and to help increase collaboration efforts among municipalities, up to $15,000 in funding from the Source Protection Municipal Implementation Fund is available to each eligible municipality that collaborates with other municipalities. The Maximum Funds amount referenced in Article 1 includes the amount of up to $15,000. As set out in section 3.1(a), the Province will determine the exact amount of the collaboration incentive funding based on the information set out in the collaboration statement referred to in Schedule "D." In order to receive any of the $15,000, the Municipality must complete the collaboration statement and provide it to the Province by the due date shown in Schedule "D ". The Province will subsequently notify the Municipality of the amount of collaboration incentive funding the Municipality is entitled to, based on the collaboration statement. The Municipality's eligibility for this collaboration incentive funding is dependent upon the number of other municipalities that the Municipality has joined with to perform the Project. The Municipality may receive one of following amounts: $5,000 for collaborating with one to two other municipalities; or $10,000 for collaborating with three other municipalities, or $15,000 for collaborating with four or more other municipalities. To be eligible for this collaboration incentive funding, the Municipality must meet the following criteria: a) Municipal collaborator(s) are located in a source protection area and have vulnerable areas where activities could be a significant drinking water threat; b) Collaboration activities are related to the eligible activities listed in Schedule "B," section 13.1; and c) Collaboration activities must take place within a reasonable time frame. Page 11 of 17 Page 219 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... SCHEDULE "B" ELIGIBLE COSTS AND ACTIVITIES B.1 Eligible Activities The Municipality may only spend the Funds on the following eligible activities undertaken by the Municipality, or are undertaken on the Municipality's behalf, between December 13, 2013 and December 7, 2015 that are directly related to the following: Risk management a) Establishing and enforcing risk management plans under Part IV of the Clean Water Act, 2006; b) Communication with landowners affected by policies pertaining to Part IV of the Clean Water Act, 2006; c) Refining the number of threats within the Municipality pertaining to Part IV of the Clean Water Act, 2006; Land use policies d) Implementing the Municipality's municipal land -use planning policies related to activities that are identified as significant drinking water threats; Education and outreach e) Implementing education and outreach policies to address significant drinking water threats; Other activities f) Working with the local source protection authority and local source protection committee to understand the Municipality's requirements under the source protection plan; g) Developing and /or modifying the Municipality's business processes in order to implement significant drinking water threat policies; h) Establishing processes for information sharing among municipalities and source protection authorities; i) Developing a reporting framework for the Municipality that aligns with the collection of data under section 65 of Ontario Regulation 287/07, made under the Clean Water Act, 2006; and j) Other activities the Municipality undertakes to fulfill its requirements to implement Page 12 of 17 Page 220 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement significant drinking water threat policies. 13.2 Ineligible Activities The following activities are not eligible for funding under the Agreement and the Municipality may not spend the Funds on the following: a) Refining the number of threats within the Municipality not pertaining to Part IV of the Clean Water Act, 2006; b) Threat refinement work already funded by the Province through source protection authorities; c) Activities that are already funded through another program, funding body, partners, or other means; d) Activities that are funded by the Source Protection Municipal Implementation Fund through another municipality; e) Fulfilment of the Municipality's responsibilities as a property owner undertaking activities identified as significant drinking water threats; f) Fulfilment of the Municipality's responsibilities under other legislation (e.g., Building Code); and g) Activities not related to fulfilling the Municipality's requirements to implement significant drinking water threat policies specified in an approved or proposed source protection plan that has been submitted for approval. 13.3 Eligible Costs The eligible costs listed below must be directly related to the source protection implementation activities outlined in B.1: a) Municipal staff salaries and benefits for time spent working on the Project (such as hiring or re- assigning Municipal staff to serve as Risk Management Officials and Risk Management Inspectors as specified under the Clean Water Act, 2006; or administrative support required to establish and /or maintain the Risk Management Office); b) Fees incurred for contracted professional services from professionals, technical personnel, consultants, and contractors for work on the Project (such as hiring a consultant to support the Risk Management Official in determining appropriate measures the Municipality should include in a risk management plan); and c) Printing and distribution costs related to education and outreach programs and activities necessary to implement a source protection plan. Page 13 of 17 Page 221 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement 13.4 Ineligible Costs The following costs are not eligible for funding under the Agreement and the Municipality may not spend the Funds on the following: a) Travel, meals, accommodation and hospitality; b) Overhead (such as rent, utilities, human resources services, office supplies); c) Capital (such as vehicles, office furniture, computers, software licenses, etc.); d) Training (including staff and contracted professional services associated with training); e) Land expropriation or purchase; f) Incentives or compensation for property owners; and g) Costs for establishing risk management plans if costs have been or will be recovered from property owners. Page 14 of 17 Page 222 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... SCHEDULE "C" PAYMENT MILESTONE AMOUNT Following Province execution of Agreement $27,740 Following Province approval of progress report $0 as indicated in Schedule D (if applicable) Following Province approval of collaboration Up to $15,000 as statement as indicated in Schedule D (if determined by the Province applicable) (see Schedule "A," section A.3) Following Province approval of final report as $17,260 indicated in Schedule D Page 15 of 17 Page 223 of 231 Grant Funding Agreement 15.a) A By -law to Authorize the Execution of the Source Prot... SCHEDULE "D" REPORTS Name of Report Due Date 1. Collaboration Statement (if applicable) December 12, 2014 2. Progress Report December 12, 2014 3. Final Report December 11, 2015 4. Other Reports as specified from time to time On a date or dates specified by the Province. Report Details 1. The Municipality will use the collaboration statement template to set out the following: (i) A brief description of the collaboration activities, the municipalities that are collaborating, and the lead organization for each activity; (ii) the policies that the activities are supporting; (iii) the timelines for each activity; and (iv) the contact information and signatures of the collaborating municipalities. 2. The Municipality will use the progress report template which will set out the following: (i) actions undertaken to the date of the report in relation to the eligible activities and related expenditures outlined in Schedule "B ", sections B.1 and 13.3; (ii) information on general progress under the Project, including how it is meeting the Project objectives outlined in Schedule "A ", section A.2.2; (iii) an assessment of the Municipality's readiness to fulfill its responsibilities under the source protection plan(s); and (iv) an attestation confirming that all Project expenditures were spent in accordance with Schedule "B" and confirming the Project is in compliance with the terms and conditions of the Agreement signed by the Chief Administrative Officer, or equivalent unless otherwise agreed to by the Province. Page 16 of 17 Page 224 of 231 15.a) A By -law to Authorize the Execution of the Source Prot... Grant Funding Agreement 3. The Municipality will use the final report template which will include the following: (i) a final description of the actions undertaken in relation to the eligible activities and related expenditures outlined in Schedule "B ", sections B.1 and 13.3; (ii) information on all progress under the Project, including a confirmation that the Project objectives outlined in Schedule "A ", section A.2.2 were met; (iii) a final assessment of the Municipality's readiness to fulfill its responsibilities under the source protection plan(s); (iv) an attestation confirming that all Project expenditures were spent in accordance with Schedule "B" and confirming the Project is in compliance with the terms and conditions of the Agreement signed by the Chief Administrative Officer, or equivalent unless otherwise agreed to by the Province; (v) a description of the status of the progress made as a result of the collaboration activities, including any variance from the information provided in the collaboration statement; and (vi) an accounting of any unspent Funds and an explanation as to why there are remaining Funds. 4. Other Reports: (i) the Province will specify the timing and content of any other Reports as may be necessary. Page 17 of 17 Page 225 of 231 15.b) A By -Law to Amend By -Law, 2012 -062, "A By -law of The C... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2013 -214 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) WHEREAS Part XII, Section 391(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, authorizes a municipality to impose fees or charges on persons, for services or activities provided or done by or on behalf of it; for costs payable by it for services or activities provided or done by or on behalf of any other municipality or local board; and for the use of its property including property under its control; AND WHEREAS Council of the Township of Oro - Medonte did, on the 411 day of April, 2012, enact By -law No. 2012 -062 to provide for the imposition of fees or charges; AND WHEREAS Council deems it necessary to amend Schedule J, Water, of By- law No. 2012 -062; NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That Schedule "J" to By -law No. 2012 -062 Building be amended to: a) Amend Section 4.2 Water Meter Package by deleting 1394.50" and replacing with 1430.00 ". 2. And That this by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 27TH DAY OF NOVEMBER, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 226 of 231 15.c) A By -law to Authorize the Execution of the Source Wate... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2013 -215 A By -law to Authorize the Execution of the Source Water Protection License Agreement between The Corporation of the Township of Oro - Medonte, Lake Simcoe Region Conservation Authority, Nottawasaga Valley Conservation Authority and Severn Sound Environmental Association WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipal power, including a municipalitiy's capacity, rights, powers and privileges under Section 9, shall be exercised by by -law unless the municipality is specifically authorized to do otherwise. WHEREAS Section 9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, grants municipalities the powers of a natural person for the purpose of exercising its authority under this or any other Act. WHEREAS Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council. AND WHEREAS Council deems expedient to enter into a Source Water Protection License Agreement between The Township of Oro - Medonte, Lake Simcoe Region Conservation Authority, Nottawasaga Valley Conservation Authority and Severn Sound Environmental Association. NOW THEREFORE the Council of the Township of Oro - Medonte hereby enacts as follows: 1. That the Mayor be authorized to execute the Source Water Protection License Agreement between The Township of Oro - Medonte, Lake Simcoe Region Conservation Authority, Nottawasaga Valley Conservation Authority and Severn Sound Environmental Association, attached hereto as Schedule "A" and forming part of this by -law; 2. This by -law shall take effect on the final passing thereof. BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 27TH DAY OF NOVEMBER, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 227 of 231 Lake Simcoe Region Conservation Authority This Agreement dataed Between: SECTION A. Data Requested 15.c) A By -law to Authorize the Execution of the Source Wate... Source Water Protection License Agreement X day of X '2013. Township of Oro Medonte and Lake Simcoe Region Conservation Authority and Nottawasaga Valley Conservation Authority and Severn Sound Environmental Association (The Municipality) (LSRCA) (NVCA) (SSEA) Detailed geographic information and supporting data contained within the ARDB (Assessment Report Database) for the South Georgian Bay Lake Simcoe Source Protection Region required to fulifull requirements of the Clean Water Act, 2006. SECTION B: Initiative The information request outlined in Section A is required for the purpose of preparation, amendment, updating or reviewing of the terms of reference, assessment report, source protection plan, associated implementation, and Provincial uses as outlined in Schedule 1 (of this agreement) per obligations of the Clean Water Act 2006. SECTION C. Disclaimer The following disclaimer applies to the release of all information, digital or otherwise, by The Municipality. While efforts are made to see that the supplied Data is accurate and up -to -date: neither, The Municipality, nor any of the respective employees, officers, or servants shall be liable for any damages or suffer any loss arising from any errors or inaccuracies in the information, or from any misuse, misinterpretation or misapplication thereof, whether due to the negligence of such employees, officers, servants or otherwise; and ii) the information is made available to LSRCA, NVCA and SSEA thereof solely on condition that LSRCA, NVCA and SSEA and all LSRCA, NVCA and SSEA 's heirs, executors, administrators, successors and assigns shall assume full responsibility for any risk associated with the use or misuse thereof and agree to indemnify and hold harmless The Municipality, and the respective employees, officers and servants from any and all damages or losses whether arising directly or indirectly from the release of digital data including all damages and losses of the type described in Clause (i). SECTION D. Conditions In consideration for the release of the information, LSRCA, NVCA and SSEA agrees: i) The Municipality hereby grants to the LSRCA, NVCA and SSEA, for the sole purpose of satisfying its obligations pursuant to the Clean Water Act, 2006, as amended, a non - terminable, perpetual, royalty -free, non - exclusive, worldwide licence to use, distribute, sublicense, reproduce, manufacture, copy, create derivative products and otherwise deal with the Municipal Output. ii) Where appropriate The Municipality must be acknowledged as the source of data; iii) LSRCA. NVCA and SSEA will endeavour to bring to the attention of The Municipality any errors detected in this data; 'M -I, ,, -ji Paje 1 1 S Page 228 of 231 15.c) A By -law to Authorize the Execution of the Source Wate... Lake Simcoe Region Conservation Authority Source Water Protection License Agreement iv) the information described in Section A will be used exclusively for the purpose described in Section B and that any other use will be subject to written permission of The Municipality; V) LSRCA, NVCA and SSEA will not market or release, in any form, any information to third parties without the explicit written permission of The Municipality and The Municipality hereby gives LSRCA, NVCA and SSEA explicit written permission to share the information, as required, with the Ministry of the Environment in the Province of Ontario; vi) LSRCA. NVCA and SSEA acknowledges and agrees that the collection, use and disclosure of the information provided by The Municipality shall be governed by the provisions of the Municipal Freedom of Information and Protection Privacy Act, R.S.O.c. M.56, as amended, including by not limited to s.10; vii) the information, in all forms, and derived information, will remain the property of The Municipality; viii) title to the information (including digital or paper), and any form, either in whole or in part and other intellectual properties shall remain vested with The Municipality; ix) in the event LSRCA, NVCA and SSEA undergoes a change in either ownership or organization, the authorization will become null and void; X) this agreement may be terminated by The Municipality by giving notice in writing in the event LSRCA, NVCA and SSEA is in breach of any term contained herin. I ACKNOWLEDGE AND AGREE TO THE ABOVE DISCLAIMER AND CONDITIONS: MUNICIPALITY By: (Authorized signing officer) Name: Position: Date: LAKE SIMCOE REGION CONSERVATION AUTHORITY By: (Authorized signing officer) Name: Position: Date: NOTTAWASAGA VALLEY CONSERVATION AUTHORITY By: (Authorized signing officer) Name: Position: Date: SEVERN SOUND ENVIRONMENTAL ASSOCIATION By: (Authorized signing officer) Name: Position: Date: Page 229 of 231 15.c) A By -law to Authorize the Execution of the Source Wate... Lake Simcoe Region Conservation Authority Source Water Protection License Agreement SCHEDULE 1 PURPOSES • to provide and publish the Deliverables and/or Derivative works internally within the Ontario Public Service including but not limited to • maps of vulnerable areas, web mapping and web feature services, and other Derivative works on the Ontario Public Service intranet • to provide and publish Derivative Works externally to the public to protect existing and future sources of drinking water including but not limited to • promoting and defending the source protection program by publishing Derivative Works, including but not limited to maps of vulnerable areas, on public internet sites. • publishing the Deliverables and/or Derivative Works on the Joint MOE —Conservation Ontario OPEN Portal. • to enable the Ministry and /or Clients to make evidence based policy and program area decisions and to meet obligations required of the Ministry and/or Clients to review prescribed instruments as defined under section 2(1) of the Clean Water Act, 2006 and further described under section 1.0.'1(1) of Ontario Regulation 2871 07 made under the Clean Water Act, 2048. • to meet obligations as described in policies approved by the Minister of the Environment in source protection plans as defined in the Clean Water Act, 2406. • ensuring that owners and operating authorities of all drinking water systems in source protection areas as defined under section 2(1) of the Clean WaterAct, 2006 in Ontario have the information needed to be in compliance with the Clean Water Act, 2446 and the Safe Drinking Water Act, 2002. • to enable the Ministry and Clients to make evidence based decisions regarding: c policy and any related program area planning and risk assessment initiatives. • to meet obligations pursuant to the Canada - Ontario Agreement Respecting the Great Lakes Ecosystem as may be amended from time to time. • to meet the principles and carry out the roles and responsibilities under the Low Water Response Program as set out in a document titled "Ontario Low water Response" dated March 2010, as the same may be amended from time to time. • to meet any obligations required of the Ministry and Clients to address concerns associated with climate change initiatives. Page 230 of 231 18.a) Being a By -Law to Confirm the Proceedings of the Counc... THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE BY -LAW NO. 2013 -211 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, November 27, 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, November 27, 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 27TH DAY OF NOVEMBER, 2013. THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 231 of 231