02 05 2014 Council AgendaPage
5 -25
26-29
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Toutnship of
Proud Heritage, Exciting Future
THE TOWNSHIP OF ORO- MEDONTE
COUNCIL MEETING AGENDA
COUNCIL CHAMBERS
Wednesday, February 5, 2014
9:00 a.m. - Closed Session
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) Shawn Binns, Director of Recreation and Community Services and Donna
Hewitt, Director of Corporate & Strategic Initiatives re: Acquisition /disposition
of land (Nurse Practitioner Led Clinic (HNPLC)).
d) Doug Irwin, Director of Corporate Services /Clerk re: Acquisition /disposition of
land (Shanty Bay Boathouse).
5. MINUTES OF COUNCIL AND COMMITTEES:
a) Minutes of Council meeting held on Wednesday, January 22, 2014.
b) Minutes of Committee of Adjustment meeting held on Thursday, January 23,
2014.
6. RECOGNITION OF ACHIEVEMENTS:
None.
7. PUBLIC MEETINGS:
None.
8. DEPUTATIONS:
None.
9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF
INTEREST:
Page 1 of 310
Council Meeting Agenda - February 05, 2014
62-68 f) Report No. DS2014 -05' Andria Leigh, Director of Development Services re:
Request for Extension of Draft Plan Approval, Plan of Subdivision Application
43 -OM- 90082, 2063334 Ontario Inc. (Meadow Acres) — Concession 13, East
Part of Lot 5, RP 51 R- 29091, Parts 1 -3, and 4 -6, Township of Oro - Medonte
( Medonte).
69-87 g) Report No. DS2014 -06, Andria Leigh, Director of Development Services
re: Nottawasaga Valley Conservation Authority (NVCA) and Severn Sound
Environmental Association (SSEA) Memorandum of Understanding (MOU)
Renewal [to be distributed at meeting].
88-108 h) Report No. RC2014 -03, Shawn Binns, Director of Recreation and Community
Services re: Oro - Medonte Community Arena Renovation Update [Refer to
15h)].
109 - 120 i) Report No. RC2014 -04, Shawn Binns, Director of Recreation and Community
Services re: Oro - Medonte Community Arena Renovation Project Governance
[Refer to Item 15h)].
121 - 152 j) Report No. RC2014 -05, Shawn Binns, Director of Recreation and Community
Services re: City of Orillia Library Service Contract.
153 k) Doug Irwin, Director of Corporate Services /Clerk re: Launch of Updated
Township of Oro - Medonte Website.
11.
10.
REPORTS OF MUNICIPAL OFFICERS:
30-34
a)
Report No. F12014 -02, Paul Gravelle, Director of Finance /Treasurer /Deputy
162-165 b)
Councillor Crawford, correspondence from Lake Simcoe Regional Airport re:
CAO re: Statement of Investment Activities.
35-37
b)
Report No. F12014 -03, Paul Gravelle, Director of Finance /Treasurer /Deputy
166 - 168 a)
Announcements of Interest to the Public:
CAO re: Report on Tax Arrears.
38-58
c)
Report No. F12014 -04, Paul Gravelle, Director of Finance /Treasurer /Deputy
CAO re: OPP Billing Model.
59
d)
Tamara Obee, Manager, Health & Safety, Human Resources re: POL -HS -2-
01 -01, Health & Safety Policy Statement.
60-61
e)
Robin Dunn, CAO, re: Draft Policy, POL -HR -6.05 Absence Due to Weather
Conditions.
62-68 f) Report No. DS2014 -05' Andria Leigh, Director of Development Services re:
Request for Extension of Draft Plan Approval, Plan of Subdivision Application
43 -OM- 90082, 2063334 Ontario Inc. (Meadow Acres) — Concession 13, East
Part of Lot 5, RP 51 R- 29091, Parts 1 -3, and 4 -6, Township of Oro - Medonte
( Medonte).
69-87 g) Report No. DS2014 -06, Andria Leigh, Director of Development Services
re: Nottawasaga Valley Conservation Authority (NVCA) and Severn Sound
Environmental Association (SSEA) Memorandum of Understanding (MOU)
Renewal [to be distributed at meeting].
88-108 h) Report No. RC2014 -03, Shawn Binns, Director of Recreation and Community
Services re: Oro - Medonte Community Arena Renovation Update [Refer to
15h)].
109 - 120 i) Report No. RC2014 -04, Shawn Binns, Director of Recreation and Community
Services re: Oro - Medonte Community Arena Renovation Project Governance
[Refer to Item 15h)].
121 - 152 j) Report No. RC2014 -05, Shawn Binns, Director of Recreation and Community
Services re: City of Orillia Library Service Contract.
153 k) Doug Irwin, Director of Corporate Services /Clerk re: Launch of Updated
Township of Oro - Medonte Website.
11.
REPORTS OF MEMBERS OF COUNCIL:
154-161 a)
Mayor H.S. Hughes, re: 2014 Budget Allocations for Orillia & Area Physician
Recruitment Committee and Barrie Area Physician Recruitment.
162-165 b)
Councillor Crawford, correspondence from Lake Simcoe Regional Airport re:
2013 Annual Update.
12.
CONSENT AGENDA:
166 - 168 a)
Announcements of Interest to the Public:
Page 2 of 310
Council Meeting Agenda - February 05, 2014
14. NOTICE OF MOTIONS:
None.
15. BY -LAWS:
229-231 a) By -Law No. 2014 -006 A By -law to authorize the Sale of Surplus Land Lot
86, Plan 1650 ( Medonte), Township of Oro -
Medonte, County of Simcoe, Being PIN 58523-
0361 (LT) - (6 Alpine Drive).
232 - 240 b) By -Law No. 2014 -011 A By -law to Authorize the Execution of the 2014
Ontario Winter Games Inter - Municipal Co- Hosting
Agreement with the Town of Bracebridge, Town of
Huntsville, Town of Gravenhurst, Township of Lake
of Bays, Township of Muskoka Lakes, City of
Orillia, Town of Midland and Township of Oro -
Medonte.
Page 3 of 310
1. Notice for Nominations to Office, 2014 Municipal Election.
2. Attention All Dog Owners.
3. Pancake Supper at Shaw's Pancake House, Line 14 South, Tuesday,
February 11, 2014, 4:30- 7:30pm.
169 - 189 b)
Minutes of Orillia Public Library meeting held on December 11, 2013.
Staff Recommendation: Receive.
190 - 195 c)
Minutes of Lake Simcoe Region Conservation Authority meeting held on
December 13, 2013.
Staff Recommendation: Receive.
196 - 197 d)
Minutes of Orillia & Area Physician Recruitment & Retention Committee
meeting held on December 17, 2013.
Staff Recommendation: Receive.
198 - 218 e)
County of Simcoe, Library Co- operative Annual Report 2012.
Staff Recommendtion: Receive.
13.
COMMUNICATIONS:
219-221 a)
Correspondence received January 23, 2014 from Town of Parry Sound re:
61 st Annual OSUM Conference & Trade Show, April 30, May 1 and 2, 2014.
222-223 b)
Correspondence dated January 13, 2014 from Randy Pettapiece, MPP,
Perth - Wellington re: Resolution on Joint and Several Liability.
224-226 c)
Correspondence dated December 11, 2013 from Lee Hanson, Annual Fund
Coordinator, Lake Simcoe Conservation Foundation re: 26th Annual
Conservation Dinner, Wednesday, June 11, 2014.
227-228 d)
Correspondence dated January 29, 2014 from Keith and Sharin McDaid re:
Request to Purchase Unopened Road Allowance Abutting 815 Line 5 South.
14. NOTICE OF MOTIONS:
None.
15. BY -LAWS:
229-231 a) By -Law No. 2014 -006 A By -law to authorize the Sale of Surplus Land Lot
86, Plan 1650 ( Medonte), Township of Oro -
Medonte, County of Simcoe, Being PIN 58523-
0361 (LT) - (6 Alpine Drive).
232 - 240 b) By -Law No. 2014 -011 A By -law to Authorize the Execution of the 2014
Ontario Winter Games Inter - Municipal Co- Hosting
Agreement with the Town of Bracebridge, Town of
Huntsville, Town of Gravenhurst, Township of Lake
of Bays, Township of Muskoka Lakes, City of
Orillia, Town of Midland and Township of Oro -
Medonte.
Page 3 of 310
Council Meeting Agenda - February 05, 2014
241 - 262 c)
By -Law No. 2014 -012 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) And to
Repeal By -law Nos. 2012 -062, 2012 -155, 2012-
182, 2013 -052, 2013 -105, 2013 -208, 2013 -214.
263 - 264 d)
By -Law No. 2014 -013 A By -law to Appoint Building Inspectors and
Repeal By -Law No. 2012 -145.
265 e)
By -Law No. 2014 -014 A By -law to Appoint Municipal Weed Inspectors
And to Repeal By -law No. 2013 -025.
266 f)
By -Law No. 2014 -01511 Being a By -law to Amend By -Law No. 2013 -085,
"Being a By -Law to Appoint Municipal Law
Enforcement Officers /Provincial Offences Officers ".
267 g)
By -Law No. 2014 -016 A By -law to Amend By -Law No. 2012 -144 "A By-
law to Appoint a Chief Building Official and Repeal
By -law 2012 - 125 ".
268-309 h)
By -Law No. 2014 -017 A By -Law to Authorize the Execution of an
Agreement Between the Township of Oro - Medonte
and Steenhof Building Services Ltd.
16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM:
17. CLOSED SESSION ITEMS (UNFINISHED ITEMS):
18. CONFIRMATION BY -LAW:
310 a) By -Law No. 2014 -010 Being a by -law to confirm the proceedings of the
Council meeting held on Wednesday, February 5,
2014.
19. ADJOURNMENT:
a) Motion to Adjourn.
Page 4 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
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Wednesday, January 22, 2014
THE TOWNSHIP OF ORO- MEDONTE
REGULAR COUNCIL MEETING MINUTES
Council Chambers
TIME: 5:34 p.m.
2010 - 2014 COUNCIL
Present: Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Mel Coutanche
Councillor Kelly Meyer
Councillor Marty Lancaster
Councillor John Crawford
Councillor Dwight Evans
Staff
Present
Robin Dunn, Chief Administrative Officer; 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; Derek Witlib, Manager, Planning Services; Josh Meuller,
Intermediate Planner; Curtis Shelswell, Chief Municipal Law Enforcement
Officer; Janette Teeter, Deputy Clerk
Am 44100b" V,
Also J Markus Schneider, Sue Roehner, Helen Perry, Craig
Present: Shelswell, Elaine Martin, Scott Shelswell, Klaus Kuch, Stan & Linda
Kinsey, Ann Truyens, Eldon Theodore, Bryan Nykoliation Michael
McMurter
lob., it
CALL TO ORDER - PRIVATE PRAYER /MOMENT OF REFLECTION:
Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a
private prayer /moment of reflection.
Page 1 of 21
Page 5 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
2. ADOPTION OF AGENDA:
a) Motion to Adopt the Agenda.
Motion No. C140122 -1
Moved by Evans, Seconded by Crawford
Be it resolved that the agenda for the Council meeting of Wednesday, January 22, 2014
be received and adopted.
3. DISCLOSURE OF PECUNIARY INTEREST.
Carried.
Councillor Crawford declared a pecuniary interest on two of the requests within Item
10h) Shawn Binns, Director of Recreation and Community Services, re: 2014 Grants &
Subsidies Requests as he is a Director of the Oro Agricultural Society and a Trustee of
the Oro Station Hall. Councillor Crawford left the Chambers and did not participate in
the discussion or vote on the matters of the Oro Agricultural Society or the Oro Station
Hall.
4. CLOSED SESSION
a) Motion to go In Clos
ddloubb-
Motion No. C140122 -2
Moved by Meyer, Seconded by Coutanche
Page 2 of 21
Page 6 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
b) Motion to Rise and Report.
The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin,
Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services;
Tamara Obee, Manager, Health & Safety, Human Resources.
Motion No. C140122 -4 ,
Page 3 of 21
Page 7 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
d) Andria Leigh, Director of Development Services re: Litigation affecting the municipality
(OMB Appeal, Crestwood Park Holdings, 2012- OPA -02, 2011- ZBA -09).
The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin,
Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services,
Donna Hewitt, Director of Corporate & Strategic Initiatives; Tamara Obee, Manager,
Health & Safety, Human Resources.
Motion No. C140122 -5
Moved by Crawford, Seconded by Evans
(Summary of Orders). Nk
The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin,
Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services,
Donna Hewitt, Director of Corporate & Strategic Initiatives; Tamara Obee, Manager,
Health & Safety, Human Resources.
Motion No. C140122 7
Be it resolved that Confidential Report No. DS2014 -03, Andria Leigh, Director of
Development Services re: Litigation affecting the Municipality (Summary of Orders) be
received.
is; Carried.
Page 4 of 21
Page 8 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
f) Robin Dunn, CAO re: Litigation affecting the municipality (Legal Update).
The following staff were present: Robin Dunn, Chief Administrative Officer; Doug Irwin,
Director of Corporate Services /Clerk; Andria Leigh, Director of Development Services,
Donna Hewitt, Director of Corporate & Strategic Initiatives; Tamara Obee, Manager,
Health & Safety, Human Resources.
Motion No. C140122 -7
Moved by Crawford, Seconded by Evans J&
Carried.
Page 5 of 21
Page 9 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
5. MINUTES OF COUNCIL AND COMMITTEES:
a) Minutes of Council meeting held on Wednesday, January 8, 2014.
Motion No. C140122 -9
Moved by Evans, Seconded by Crawford
Be it resolved that the draft minutes of the Council meeting held on Wednesday,
January 8, 2014 be adopted as printed and circulated.
C.
a)
Carried.
Motion No. C140122 -10 10161 IMW 1W
Moved by Meyer, Seconded by Couta
Motion No. C140122 -11 % "M
Moved by Lancaster, Seconded by Evans
Page 6 of 21
Page 10 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
7. PUBLIC MEETINGS:
a) Public Meeting for Proposed Amendment to the Zoning By -Law, Concession 8, Part
of Lot 1 (Oro), Township of Oro - Medonte, 3225 Line 7 North, 2013 - ZBA -20
(McKerroll).
Deputy Mayor Hough called the meeting to order at 7:15 p.m. and explained the public
meeting has been called under the authority of the Planning Act, Sections 34, R.S.O.
1990 c. P.13, to obtain public comment with respect to a proposed Amendment to the
Zoning By -law, Application 2013 - ZBA -20 (McKerroll), 3225 Line 7 North, Concession 8,
Part of Lot 1, formerly in the Township of Oro, Township of Oro - Medonte.
Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the
specified site on December 19, 2013 and a sign posted on the subject property on
December 19, 2013. 4! lk",
The following correspondence was received at the meeting: None.
There being no further comments or questions, the meeting adjourned at 7:25 p.m.
v
Page 7 of 21
Page 11 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
b) Public Meeting for Proposed Amendments to the Official Plan and Zoning By -Law,
Part of the East Half of Lot 17, Concession 11 (Oro), Township of Oro - Medonte, 544
and 556 Line 11 North, 2013- OPA -01 and 2013 - ZBA -12 (SCS Leasing / Shelswell
Excavating & Grading Ltd.).
Deputy Mayor Hough called the meeting to order at 7:25 p.m. and explained the public
meeting has been called under the authority of the Planning Act, Sections 22 and 34,
R.S.O. 1990 c. P.13, to obtain public comment with respect to proposed Amendments
to the Official Plan and Zoning By -law, Applications 2013- OPA -01 and 2013 - ZBA -12
(SCS Leasing /Shelswell Excavating & Grading Ltd.), 544 and 556 Line 11 North, Part of
the East Half of Lot 17, Concession 11 (formerly in the Township of Oro), now in the
Township of Oro - Medonte.
Derek Witlib, Manager, Planning Services explained the purpose and effect of the
proposed amendments. A PowerPoint presentation was presented.
The following public persons offered verbal comments with respect to the proposed
amendments: Craig Shelswell
Deputy Mayor Hough advised that no additional deputations to Council will be permitted
with respect to the proposed amendments.
A digital recording of the meeting is available for review through the Township's
website.
There being no further comments or questions, the meeting adjourned at 7:50 p.m.
1W
8. DEPUTATIONS:
None.
9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST:
Page 8 of 21
Page 12 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
10. REPORTS OF MUNICIPAL OFFICERS:
a) Report No. F12014 -01, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO re:
Statement of Accounts — December 31, 2013.
Motion No. C140122 -12
Moved by Coutanche, Seconded by Meyer
Be it resolved
1. That Report No. FI 2014 -01, Paul Gravelle, Director of Finance /Treasurer /Deputy CAO
re: Statement of Accounts — December 31, 2013 be received for information only.
2. And That the accounts for the month of December 2013 totalling $ 6,789,591.88 be
received.
b)
jo
Report No. FD 2014 -02, Hugh Murray, Fire Chief re
be distributed at meeting].
Motion No. C140122 -13
Carried.
Emergency Response Vehicle [to
0: N' ,
Moved by Meyer, Seconded by Couta
Carried.
c) Andria Leigh, Director of Development Services, clarification re: Minutes of Sustainability
Plan Steering Committee (SPSC) meeting held on December 5, 2013.
Motion No. C140122 -14
Moved by Crawford, Seconded by Evans
Be it resolved that the verbal information presented by Andria Leigh, Director of
Development Services, re: Minutes of Sustainability Plan Steering Committee (SPSC)
meeting held on December 5, 2013 be received.
Carried.
Page 9 of 21
Page 13 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
d) Report No. DS2014 -02, Andria Leigh, Director of Development Services re: 2013 Year
End Permit Statistics.
Motion No. C140122 -15
Moved by Coutanche, Seconded by Meyer
Be it resolved that Report No. DS2014 -02, Andria Leigh, Director of Development
Services re: 2013 Year End Permit Statistics be received for information only.
e) Report No. DS2014 -04, Andria Leigh,
Agreement Application 2013 - SPA -29,
East Half of Lot 1, Concession 9 (Oro)
Motion No. C140122 -16
Carried.
Moved by Lancaster, Seconded by Crawford IW IV
Be it resolved
1. That Report No. DS2014 -04, Andria Leigh, Director of Development Services re: Site
Plan Agreement Application 2013 - SPA -29, By Braestone Farm Corporation, Part of
South East Half of Lot 1, Concession 9 (Oro), Township of Oro - Medonte be received
and adopted.
2. That the Township of Oro - Medonte enters into a Site Plan Agreement with
Braestone Farm Corporation thereby permitting the construction of a temporary
sales office for the adjacent residential development and later conversation to a
permanent equestrian facility.
3. That the appropriate by -law be brought forward for Council's consideration to enter
into a Site Plan Agreement with Braestone Farm Corporation to the lands described
as Part of the South East Half of Lot 1, Concession 9, formerly in the Township of
Oro.
4. And That the owner be notified of Council's decision under the Director of
Development Services' signature.
Carried.
Page 10 of 21
Page 14 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
f) Report No. RC2014 -01, Shawn Binns, Director of Recreation and Community Services
re: 2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement.
Motion No. C140122 -17
Moved by Meyer, Seconded by Coutanche
Be it resolved
1. That Report No. RC2014 -01, Shawn Binns, Director of Recreation and Community
Services re: 2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement be
received and adopted.
2. That the financial support request in the amount of $5,000 as a "no risk municipal
partner" to be funded from the Budget Stabilization Reserve Fund be approved.
3. That POL -PR -012, "Grant /Subsidy Requests from Community Organizations" be
waived.
g) Report No. RC2014 -02, Shawn Binns, Director of Recreation and Community Services
re: Oro African Church Assessment — Update [to be distributed at meeting].
Motion No. C140122 -18
Page 11 of 21
Page 15 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
h) Shawn Binns, Director of Recreation and Community Services re: 2014 Grants and
Subsidies Requests.
Councillor Crawford declared a pecuniary interest on two of the requests within Item
10h) Shawn Binns, Director of Recreation and Community Services, re: 2014 Grants &
Subsidies Requests as he is a Director of the Oro Agricultural Society and a Trustee of
the Oro Station Hall. Councillor Crawford left the Chambers and did not participate in
the discussion or vote on the matters of the Oro Agricultural Society or the Oro Station
Hall.
Motion No. C140122 -19
Moved by Evans, Seconded by Crawford
Be it resolved
1. That the correspondence presented by Shawn Binns, Director of Recreation and
Community Services, re: 2014 Grants & Subsidies Requests Budget Allocation be
received.
2. That the 2014 Grant Requests be approved in the following amounts:
User Group
Amount Approved
Coldwater & District Agricultural Society
200.00
Couchiching Jubilee House
250.00
Kids for Turtles Environmental Education
0
Oro Agricultural Society
separate motion
Oro Horticultural Society
2,000.00
Oro Station Community Hall
separate motion
Rugby Community Hall
2,500.00
Simcoe County Farm Fresh
0
Telecare Orillia Distress Line
500.00
3. And That the applicants be notified of Council's decision under the Mayor's
signature.
N1 Carried.
Motion No. C140122 -20
Moved by Crawford, Seconded by Lancaster
Be it resolved
1. That the Oro - Medonte Horticultural Society 2014 subsidy request in the amount of
$2,195.00 for the use of the Banquet Hall be approved.
2. And That the applicant be notified of Council's decision under the Director of
Recreation & Community Services' signature.
Carried.
Page 12 of 21
Page 16 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
Refer to Councillor Crawford's declaration at beginning of Item 10h).
Motion No. C140122 -21
Moved by Coutanche, Seconded by Meyer
Be it resolved
1. That the 2014 Grant Request from Oro Station Hall in the amount of $2,500.00 be
approved.
2. And That the applicant be notified of Council's decision under the Mayor's signature.
Carried.
Motion No. C140122 -22
Moved by Coutanche, Seconded by Meyer ,A,@
Motion No. C140122 -23
s
Carried.
i) Report No. CS12014 -01, Donna Hewitt, Director of Corporate & Strategic Initiatives re:
Corporate Projects Status Update — December 31, 2013.
Motion No. C140122 -24
Moved by Evans, Seconded by Crawford
Be it resolved that Report No. CS12014 -01, Donna Hewitt, Director of Corporate &
Strategic Initiatives re: Corporate Projects Status Update — December 31, 2013 be
received for information only.
Carried.
Page 13 of 21
Page 17 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
j) Report No. CS12014 -02, Donna Hewitt, Director of Corporate & Strategic Initiatives
re: External Customer Satisfaction Survey and Corporate Strategic Plan 2014 -2018.
Motion No. C140122 -25
Moved by Meyer, Seconded by Coutanche
Train.
Motion No. C140122 -26
Moved by Coutanche, Seconded by Meyer JhNhh.,
I& '%
Carried.
b) Mayor H.S. Hughes, correspondence dated January 9, 2014 from Larry Scanlan, Chair,
Tillsonburg Police Services Board re: OAPSB November 25, 2013 Letter.
Motion No. C140122 -27
Moved by Crawford, Seconded by Evans
Be it resolved that the correspondence dated January 9, 2014 from Larry Scanlan,
Chair, Tillsonburg Police Services Board and presented by Mayor H.S. Hughes, re:
OAPSB November 25, 2013 Letter be received and considered in conjunction with the
report on this matter.
Carried.
Page 14 of 21
Page 18 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
c) Mayor H.S. Hughes re: 2014 Hometown Heroes Award Program, Nominations,
Individual, Group and Small Business Awards.
Motion No. C140122 -28
Moved by Meyer, Seconded by Coutanche
Be it resolved that the correspondence presented by Mayor H.S. Hughes re: 2014
Hometown Heroes Award Program, Nominations, Individual, Group and Small Business
Awards be received.
12. CONSENT AGENDA:
a)
2014, 4:30- 7:30pm Vk 4400b.,
Carried.
Tuesday, February 11,
b) Correspondence dated January 2, 2014 from Meghan Thompson, Simcoe- Muskoka
Community Office, Canadian Cancer Society re: Proclamation Request, April, 2014,
Daffodil Month.
Staff Recommendation: Receive, Proclaim, Post on Township's Website.
c) Minutes and Highlights of Nottawasaga Valley Conservation Authority meetings held on
December 13, 2013 and January 10, 2014.
Staff Recommendation: Receive.
d) Minutes of Midland Public Library meeting held on November 14, 2013.
Staff Recommendation: Receive.
v
Page 15 of 21
Page 19 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
Motion No. C140122 -29
Moved by Coutanche, Seconded by Meyer
Be it resolved that the staff recommendations with respect to the items listed under
"Consent Agenda Correspondence" be adopted as printed.
Received.
13. COMMUNICATIONS:
Carried.
a) Correspondence dated November 27, 2013 from Natasha Bowes, Fundraising
Coordinator, Autism Ontario re: Proclamation Request, April 2, 20134, "World Autism
Awareness Day" and Autism Ontario's "Raise the Flag" Campaign Request.
Motion No. C140122 -30`
'I, x
Moved by Lancaster, Seconded by Crawford
Be it resolved
1. That the correspondence dated November 27, 2013 from Natasha Bowes,
Fundraising Coordinator, Autism Ontario re: Proclamation Request, April 2, 2014,
"World Autism Awareness Day" and Autism Ontario's "Raise the Flag" Campaign
Request be received.
2. That the Township of Oro - Medonte proclaim April 2, 2014 as "World Autism
Awareness Day ".
3. That the proclamation be posted on the Township's website and the CAD's office
coordinate the flag raising awareness day.
4. And Further That the applicant be advised of Council's decision under the Mayor's
signature.
Carried.
Page 16 of 21
Page 20 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
b) Lake Simcoe Region Conservation Authority, invitation re: Annual General Meeting,
Friday, January 24, 2014, 9:00am- 12:00pm, Holiday Inn Express, Newmarket.
Motion No. C140122 -31
Moved by Meyer, Seconded by Coutanche
C)
Correspondence received January 8, 2014 from Ken St. Amant re: Accommodation
Review Committee (ARC) - Community Representation.
Motion No. C140122 -32
Moved by Crawford, Seconded by Lancaster
N\) 1%,
Carried.
Page 17 of 21
Page 21 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
d) Correspondence dated January 1, 2014 from Bob & Pauline Stuart re: Request for
Exemption to By -law 2008 -159, A By -law to Regulate the Removal and Piling of Snow
within the Township of Oro - Medonte, 49 Grandview Crescent.
Motion No. C140122 -33
Moved by Coutanche, Seconded by Meyer
Be it resolved
2
3
Motion No. C140122 -34
Moved by Crawford, Seconded I
Be it resolved
Defeated.
1. That the correspondence dated January 1, 2014 from Bob & Pauline Stuart re:
Request for Exemption to By -law 2008 -159, A By -law to Regulate the Removal and
Piling of Snow within the Township of Oro - Medonte, 49 Grandview Crescent be
received.
2. That the request from Bob & Pauline Stuart re: Request for Exemption to By -law
2008 -159, A By -law to Regulate the Removal and Piling of Snow within the
Township of Oro- Medonte, 49 Grandview Crescent be approved to deposit snow on
the opposite side of the road.
3. That if the Township receives any substantiated compliant with respect to this
request, the exemption be withdrawn immediately and no further exemption will be
considered.
4. And That the applicant be advised of Council's decision under the Director of
Corporate Services /Clerk's signature.
14. NOTICE OF MOTIONS:
None.
Carried.
Page 18 of 21
Page 22 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
15. BY -LAWS:
a) By -Law No. 2014 -005: A By -Law: To Transfer Easements for Utility Lines as
Defined in the Ontario Energy Board Act, 1998, over Parts 3, 9 and 10, Plan 51 R-
39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe,
And To Transfer Easements for residential access and egress over Parts 5, 6, 10
and 14, Plan 51R-39236 (geographic Township of Oro), Township of Oro - Medonte,
County of Simcoe, And To Permanently Close and Sell that Part of the Road
Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue)
and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic
Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7,
8, 9, 10, 11 and 12, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe,
And To Permanently Close and Sell Part of the Road Allowance known as Hill Crest
between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313
(LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts
13, 14, 15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe.
b) By -Law No. 2014 -007: Being a By -law to Amend By -Law No. 2013 -116, A By -Law
to Provide a Schedule of Retention Periods for the Records of the Township of Oro -
Medonte. Nk
c) By -Law No. 2014 -008: A By -law to Amend By -law No. 2012 -168, Being a By -law to
provide for the restricting and regulating of parking, standing and stopping on
highways or parts of highways under the jurisdiction of The Corporation of The
Township of Oro - Medonte "Parking By- law ".
d) By -Law No. 2014 -009: A By -law to Authorize the Execution of a Site Plan Control
Agreement between The Corporation of the Township of Oro - Medonte and
Braestone Farm Corporation described as lands as follows: PT SE 1/2 LT1 CON 9
ORO, T1, 51R256687, PT2 51R4363, TOWNSHIP OF ORO- MEDONTE, COUNTY
OF SIMCOE.
Im
Page 19 of 21
Page 23 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
Motion No. C140122 -35
Moved by Evans, Seconded by Lancaster
Be it resolved that
a) By -Law No. 2014 -005: A By -Law: To Transfer Easements for Utility Lines as
Defined in the Ontario Energy Board Act, 1998, over Parts 3, 9 and 10, Plan 51 R-
39236 (geographic Township of Oro), Township of Oro - Medonte, County of Simcoe,
And To Transfer Easements for residential access and egress over Parts 5, 6, 10
and 14, Plan 51 R -39236 (geographic Township of Oro), Township of Oro - Medonte,
County of Simcoe, And To Permanently Close and Sell that Part of the Road
Allowance known as Simcoe Road between Lakeshore Road East (Breezy Avenue)
and Hill Crest, Registered Plan 589 (Part of PIN 58559 -0309 (LT)), (geographic
Township of Oro), Township of Oro - Medonte, described as Parts 1, 2, 3, 4, 5, 6, 7,
8, 9, 10, 11 and 12, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe,
And To Permanently Close and Sell Part of the Road Allowance known as Hill Crest
between Simcoe Road and Orillia Road, Registered Plan 589 (PIN 58559 -0313
(LT)), (geographic Township of Oro), Township of Oro - Medonte, described as Parts
13, 14, 15 and 16, Plan 51 R- 39236, Township of Oro - Medonte, County of Simcoe.
Page 20 of 21
Page 24 of 310
5.a) Minutes of Council meeting held on Wednesday, January 2...
Council Meeting Minutes — January 22, 2014.
16. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM:
17. CLOSED SESSION ITEMS (UNFINISHED ITEMS):
None.
18. CONFIRMATION BY -LAW:
a) By -Law No. 2014 -004: Being a by -law to confirm the proceedings of the Council
meeting held on Wednesday, January 22, 2014.
Motion No. C140122 -36
Moved by Evans, Seconded by Crawford'`
19.ADJOURNMENT
a) Motion to Adjourn. y
Motion No. C140122 -37
Moved by Crawford, Seconded by Evans
Be it resolved that we do now adjourn at 9:35 p.m.
v
Mayor, H.S. Hughes Clerk, J. Douglas Irwin
Carried.
Carried.
Page 21 of 21
Page 25 of 310
5.b) Minutes of Committee of Adjustment meeting held on Thur...
Thursday, January 23, 2014
Present: Roy Hastings, Chair
Scott Macpherson
Allan Johnson
I arry Ti inlinn
Regrets:
Staff present:
The Township of Oro - Medonte
Committee of Adjustment
Meeting Minutes
Council Chambers
Time: 9:38 a.m.
1. Opening of Meeting:
n.x
Roy Hastings assumed the Chair and called the meeting to order.
2. Adoption of the Agenda:
a) Motion to Adopt the Agenda.
Motion No. CA140123 -1'?
Moved by Macpherson, Seconded by Johnson
It is recommended that the agenda for the Committee of Adjustment meeting of Thursday,
January 23, 2014 be received and adopted.
'1%W& Carried.
3. Disclosure of Pecuniary Interest:
None declared.
Page 1 of 4
Page 26 of 310
5.b) Minutes of Committee of Adjustment meeting held on Thur...
Committee of Adjustment Meeting Minutes — January 23, 2014.
4. Adoption of Minutes:
a) Minutes of Committee of Adjustment meeting held on Thursday, December 19, 2013.
Motion No. CA140123 -2
Moved by Macpherson, Seconded by Tupling
It is recommended that the draft minutes of the Committee of Adjustment meeting held on
Thursday, December 19, 2013 be adopted as printed and circulated.
Carried.
The Committee recessed at 9:43 a.m. and reconvened at 10:02 a.m.
Page 2 of 4
Page 27 of 310
5.b) Minutes of Committee of Adjustment meeting held on Thur...
Committee of Adjustment Meeting Minutes — January 23, 2014.
5. Public Meetings:
a) 2013 -A -53 (Robert & Janice Morton),
4015 Line 6 North,
Application for relief from Minimum Lot Size for Agricultural Uses.
Robert & Janice Morton, applicants, were present.
Motion No. CA140123 -3
Moved by Macpherson, Seconded by Johnson
It is recommended that the Committee of Adjustment grants provision consent to
Application 2013 -B -11, for the creation of a lot, subject to the following conditions:
It is recommended that the Committee of Adjustment approve Variance Application 2013 -
A-53, specifically to permit a minimum lot area of 1.5 hectares for a hobby farm, subject to
the following condition:
That, notwithstanding Table B4 (A) of Zoning By -law 97 -95, the severed lot shall
otherwise comply with all other applicable provisions of the Zoning By -Law.
Carried.
Page 3 of 4
Page 28 of 310
5.b) Minutes of Committee of Adjustment meeting held on Thur...
Committee of Adjustment Meeting Minutes — January 23, 2014.
6. New Business:
None.
7. Notice of Motion:
None.
8. Next Meeting Date:
Thursday, February 20, 2014 at 9:30 a.m.
Adjournment:
Motion to Adjourn.
Motion No. CA140123 -5
Moved by Tupling, Seconded by Johnson
It is recommended that we do now adjourn at 10:35 a.
Roy Hastings, Chair
Carried.
Derek Witlib, Deputy Secretary Treasurer
Page 4 of 4
Page 29 of 310
10.a) Report No. F12014 -02, Paul Gravelle, Director of Finan...
T i jnsh' of
REPORT r
Proud Heritage, Exciting Future
Report No.
F12014 -02
To:
Council
Prepared By:
Paul Gravelle
Meeting Date:
February 5, 2014
Subject: Statement of
Investment Activities
Motion #
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. Report No.F12014 -02 relating to investment activities to December 31, 2013 be
received.
BACKGROUND:
The Municipal Act requires the Treasurer to report annually to Council on investment
activities.
ANALYSIS:
Accordingly, please find attached the Statement of Investment Activities for the year
ending December 31, 2013.
FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT:
Additional interest revenue is detailed on statement.
POLICIES /LEGISLATION:
Municipal Act
FINANCE February 5, 2014
Report No. F12014 -02 Page 1 of 2
Page 30 of 310
10.a) Report No. F12014 -02, Paul Gravelle, Director c
CORPORATE STRATEGIC GOALS:
Financial Stewardship
CONSULTATIONS:
None
ATTACHMENTS:
Statement of Investment Activities
CONCLUSION:
Respectfully submitted:
.a )�,
Paul Gravelle
Director of Finance/Treasurer
SMT Approval / Comments: C.A.O. Approval / Comments:
FINANCE February 5, 2014
Report No. F12014 -02 Page 2 of 2
Page 31 of 310
Finan...
10.a) Report No. F12014 -02, Paul Gravelle, Director of Finan...
TOWNSHIP OF ORO - MEDONTE
STATEMENT OF INVESTMENT ACTIVITIES
FOR THE PERIOD OF JUNE 30, 2011 TO DECEMBER 31,2013
Interest
Interest if
Prior 1/1/2013
Earned
funds left in
Variance Report to
bank account
31/12/2012 12/31/2013
$200,000 GIC - Bank of Nova Scotia
Interest Payable @ 1.95%
Purchased June 29,2011
Maturity date June 29, 2013
7,800.00
5,100.00
2,700.00 2,030.55 669.45
$200,000 GIC - Manulife Bank
Interest Payable @2.25%
Purchased June 29,2011
Maturity date June 30,2014
11,268.49
6,385.48
4,883.01 2,933.01 1,950.00
$200,000 GIC - National Bank
Interest Payable @ 2.55%
Purchased June 29, 2011
Maturity date June 29, 2015
12,770.96
6,385.48
6,385.48 3,835.48 2,550.00
$200,000 GIC - Bank of Nova Scotia
Interest payable @ 2.95%
purchased June 29, 2011
Maturity date June 29, 2016
14,774.25
6,385.48
8,388.77 5,038.77 3,350.00
$100,000 GIC - Manulife Trust
Interest payable @ 1.60%
purchased April 16, 2012
Maturity date April 16, 2013
1,600.00
1,275.00
325.00 231.51 93.49
$100,000 GIC - Cdn. Western Bank
Interest payable @ 2.20%
purchased April 16, 2012
Maturity date April 16, 2014
3,767.12
2,183.22
1,583.90 658.90 925.00
$100,000 GIC - Pacific & Western Bank
Interest payable @ 2.25%
purchased April 16, 2012
Maturity date April 16, 2015
3,852.74
2,183.22
1,669.52 694.52 975.00
1 of 3
Page 32 of 310
10.a) Report No. F12014 -02, Paul Gravelle, Director of Finan...
TOWNSHIP OF ORO - MEDONTE
STATEMENT OF INVESTMENT ACTIVITIES
FOR THE PERIOD OF JUNE 30, 2011 TO DECEMBER 31,2013
Interest Interest if Prior 1/1/2013
Earned funds left in Variance Report to
bank account 31/12/2012 12/31/2013
$100,000 GIC - Manulife Bank
Interest payable @ 2.45%
purchased April 16, 2012
Maturity date April 18, 2016
$100,000 GIC - National Bank
Interest payable @ 2.75%
purchased April 16, 2012
Maturity date April 17, 2017
$222,426 GIC - Manulife Bank
Interest payable @ 2.60%
purchased July 4, 2012
Maturity date July 4, 2017
$100,000 GIC Cdn. Western Bank
Interest payable @ 1.75%
purchased September 13,2013
Maturity date September 13, 2014
$100,000 GIC - Cdn. Western Bank
Interest payable @ 1.95%
purchased September 13,2013
Maturity date September 13, 2015
$100,000 GIC - ManulifeBank
Interest payable @ 2.30%
purchased September 13,2013
Maturity date September 13, 2016
$100,000 GIC - Bank of Nova Scotia
Interest payable @ 2.65%
purchased September 13,2013
Maturity date September 13, 2017
$100,000 GIC - Bank of Nova Scotia
Interest payable @ 2.90%
purchased September 13,2013
Maturity date September 13, 2018
2 of 3
4,195.21 2,183.22 2,011.99 836.99 1,175.00
4,708.90 2,183.22 2,525.68 1,050.68 1,475.00
8,650.85 4,242.24 4,408.61 1,461.46 2,947.15
527.40
587.67
693.15
798.63
898.29
384.25 143.15 0.00 143.15
384.25 203.42 0.00 203.42
384.25 308.90 0.00 308.90
384.25 414.38 0.00 414.38
406.47 491.82 0.00 491.82
Page 33 of 310
10.a) Report No. F12014 -02, Paul Gravelle, Director of Finan...
TOWNSHIP OF ORO - MEDONTE
STATEMENT OF INVESTMENT ACTIVITIES
FOR THE PERIOD OF JUNE 30, 2011 TO DECEMBER 31,2013
Interest Interest if Prior 1/1/2013
Earned funds left in Variance Report to
bank account 31/12/2012 12/31/2013
$55,625 GIC - Home Equity Bank
Interest payable @ 2.35%
purchased April 17,2013
Maturity date April 17, 2018
$55,625 GIC - Cdn. Tire Bank
Interest payable @ 2.35%
purchased April 17,2013
Maturity date April 17, 2018
$109,700 GIC - Cdn. Tire Bank
Interest payable @ 2.55%
purchased July 2,2013
Maturity date July 3, 2018
$109,700 GIC - Bank of Nova Scotia
Interest payable @ 2.55%
purchased July 2,2013
Maturity date July 3, 2018
Additional interest revenue due to
investment activities
3of3
927.57 503.25 424.32 0.00 424.32
927.57 503.25 424.32 0.00 424.32
1,402.50 701.25 701.25 0.00 701.25
1,402.50 701.25 701.25 0.00 701.25
38, 694.77 18, 771.87 19, 922.90
Page 34 of 310
10.b) Report No. F12014 -03, Paul Gravelle, Director of Finan...
"vulnsI - of
REPORT =
Proud Heritage, Exciting Future
Report No.
F12014 -03
To:
Council
Prepared By:
Paul Gravelle
Meeting Date:
February 5, 2014
Subject: Report on Tax
Arrears
Motion#
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. Report No. F12014 -03 be received.
BACKGROUND:
The Municipal Act requires the Treasurer to report annually to Council on the status of
tax arrears.
ANALYSIS:
Accordingly, please find attached a Report on Tax Arrears as at December 31, 2013.
FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT:
Not applicable
POLICIES /LEGISLATION:
Municipal Act
CORPORATE STRATEGIC GOALS:
Not Applicable
FINANCE February 5, 2014
Report No. F12014 -03 Page 1 of 2
Page 35 of 310
10.b) Report No. F12014 -03, Paul Gravelle, Director o
CONSULTATIONS:
None
ATTACHMENTS:
Report on Tax Arrears
CONCLUSION:
Respectfully submitted:
� n
I a"X
Paul Gravelle
Director of Finance/Treasurer
SMT Approval/ Comments: C.A.O. Approval / Comments:
FINANCE February 5, 2014
Report No. F12014 -03 Page 2 of 2
Page 36 of 310
Finan...
BALANCES OUTSTANDING
Current year
Arrears -1 year
Arrears - 2 years
Arrears - 3 years & prior
Total current taxes o/s as %
of total taxes levied
Total o/s as % of total
taxes levied
v
c�
w
Total taxes levied
°" Number of properties 2 years
0 or more in arrears
prepared January 13, 2014
by Paul Gravelle, Treasurer
TOWNSHIP OF ORO - MEDONTE
REPORT ON TAX ARREARS
AS AT DECEMBER 31,2013
2013 2012
TAXES PENALTY & TOTAL TAXES PENALTY &
INTEREST INTEREST
1,795,210
95,472
1,890,682
825,570
98,103
923,673
410,511
77,291
487,802
533,125
144,411
677,536
3,564,416
415,277
3,979,693
5.41%
11.99%
33,186, 677
TOTAL
1,885,243
97,534
1,982,777
861,573
112,969
974,542
416,757
75,168
491,925
423,038
98,466
521,504
3,586,611
384,137
3,970,748
5.91%
12.44%
31,923,583
194
0
iS
0
Z
O
N
O
6
w
v
G7
v
CD
m
CD
0
0
N
0
v
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
�vwnsa %p o� f
REPORT
Proud Heritage, Exciting Future
Report No.
F12014 -04
To:
Council
Prepared By:
Paul Gravelle
Meeting Date:
February 5, 2014
Subject:, OPP Billing Model
Motion #
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. Report No. F12014 -04 be received.
BACKGROUND:
Since 1998, municipalities served by the OPP have been billed based on a deployment
model. Under this current billing model, costs for individual municipalities are based on:
Defined level of service
- Actual salaries, wages and benefits
- Cost recovery formula for selected support salary and benefits and other direct
operating expenses. These costs were calculated by dividing Province wide
costs on a per officer. basis.
The OPP costing estimate for 2014 is as follows:
Salary and benefits — Uniform members
Salary and Benefits — Civilian members
Other Direct Operating expenses
Provincial services usage credit
Total estimated policing cost
$1,983,340
$ 303,347
$ 226,769
$(201,077)
$2,312,379
The proposed billing model would have all municipalities pay their equitable share (on a
per household basis) of "base level" policing services.
FINANCE
Report No. F12014 -04
February 5, 2014
Page 1 of 3
Page 38 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
Base level policing services would include:
- All supervisor positions
- All administrative positions
- Portion of Constables' time spent performing activities such as proactive patrol,
RIDE, crime prevention, admin. etc.
Municipalities would then be billed for calls for service that are reactive in nature. This
would not include incidents normally generated through proactive policing.
Please find attached material distributed at the OPP Municipal Policing Billing Review
municipal engagement session that elaborates on rationale for the new billing model.
ANALYSIS:
The municipality's household count is presently is 9,175. The cost per household under
the existing model is thus $252.03.
Under the proposed billing model, the cost per household is estimated as $369.00.-The
total cost would be determined as follows:
Base level service $260 /household $2,385,500
Calls for service $109 /household $1,000,075
Total $3,385,575
This would represent a $1,073,196 increase over the 2014 billing estimate under the
existing model, being a 46.41 % increase.
Based on the Township's 2014 budget, this would represent a 7.85% tax increase for
municipal purposes.
We have been advised that mitigation measures are being considered to phase in the
impact of the transition to the new billing model. However, details of these mitigation
measures have not been provided yet.
FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT:
As discussed above
POLICIES /LEGISLATION:
Ontario Police Services Act
FINANCE February 5, 2014
Report No. F12014 -04 Page 2 of 3
Page 39 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
CORPORATE STRATEGIC GOALS:
Financial Stewardship
Sustainability
CONSULTATIONS:
OPP Municipal Policing Billing review municipal engagement session
ATTACHMENTS:
Material distributed at municipal engagement session
CONCLUSION:
Transition to the proposed billing model will significantly impact the municipality. As
further details are received in regards to possible mitigation measures, further updates
will be provided.
Respectfully submitted:
Paul Gravelle
Director of Finance
I / Comments: I C.A.O. Approval / Comments:
FINANCE February 5, 2014
Report No. F12014 -04 Page 3 of 3
Page 40 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
OPP Municipal Policing
Billing Review Overview
Overview:
• The Ontario Provincial Police (OPP) has dedicated responsibilities under the
Ontario Police Services Act (PSA).
• One of these responsibilities is the provision of police services to
municipalities that do not have a municipal police service or choose to
contract with the OPP for police services.
o The OPP currently provides policing services to 324 municipalities (153
on contract and 171 on a non - contract basis) on a cost - recovery basis.
o The delivery of police services by the OPP to these municipalities is
undertaken as per Section 5.1 (non- contract) or Section 10 (contract)
of the PSA.
• The OPP polices municipalities to the standards set out in the Adequacy and
Effectiveness of Police Services regulation.
• Under the PSA, municipalities are responsible for the costs incurred by the
OPP in delivering these police services. The OPP recovers costs from contract
and non - contract municipalities as per the legislation (PSA).
• On average, OPP costs compare favourably to other municipal police
services: $334 OPP / household in 2011.
• OPP- policed municipalities have expressed a high level of satisfaction with
the policing services they receive.
Page 41 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
Rationale for change:
• Municipal policing costs have become an important issue for municipalities.
Concerns have been raised about the variance in per household policing
costs among municipalities under the OPP's current billing model.
• Other concerns include the complexity of current billing model and the need
for increased transparency.
• The 2012 Auditor General's Report directed the OPP to simplify and make
more transparent its cost - recovery process for municipal police services.
Furthermore, the OPP were requested to address the issue of municipalities
paying different rates for OPP policing services.
• The Minister made a commitment at the 2012 and 2013 Association of
Municipalities of Ontario (AMO) Conference to review the OPP billing model.
• OPP /MCSCS have been working on the principles of the new billing model
since March 2013.
Proposed New Billing Model:
• The new model is based on principles of fairness and transparency. These are
principles our municipal partners have consistently told us are most
important to them.
• The OPP selected 65 municipalities at random and requested they provide
feedback on the current cost - recovery method employed by the Ministry.
These municipalities were a mixture of Section 5.1 and Section 10 locations.
There were 7 meetings held across the province between April and May
2013, with participation from 48 municipalities.
• Following the meetings, the OPP conducted a survey among all 324
municipalities that receive OPP policing. The objectives of the survey were
to seek input in on the criteria for billing reform and identify preferred
municipal billing concepts. The municipalities were provided 4 options with
respect to billing, and were asked to rank them in their order of preference.
The results were as follows:
Page 42 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
1. The OPP calculates municipal policing bills using a "base" amount + a
charge for service calls.
2. Cost recovery for OPP municipal policing services does not change.
3. The OPP calculates municipal policing bills based on the municipalities'
total property assessment.
4. All municipalities pay an equal amount.
• At the 2013 AMO Conference, the Minister of Community Safety and
Correctional Services made a commitment to further engage municipalities
to obtain their feedback on a proposed new billing model and discuss next
steps.
• The new billing model divides policing costs into two categories, Base Service
Level and Calls for Service.
• All municipalities should pay their equitable share of essential "base level"
policing services (approximately 73% of total OPP municipal policing costs).
These base level services include supervisory positions, administrative
positions as well as a portion of frontline proactive policing duties such as
patrol, RIDE and crime prevention. All municipalities benefit from these base
level services and should pay their equitable share of the cost associated
with these services.
• Calls for service (approximately 27 %) are one of the primary cost drivers in
policing. Under the new billing process municipalities will pay the cost of
their reactive calls for service based on the number and type of calls.
• Municipalities requesting contract enhancements, i.e. additional dedicated
officers or staff, are charged the additional cost of providing these.
Moratorium and Engagement:
• The OPP have announced a moratorium on contract renewals/ negotiations.
Page 43 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
• Municipalities with contracts that expire before January 1, 2015 have two
options:
1. They can enter into an Amending Agreement extending their current
contract until December 31st 2014, to continue to receive OPP policing
(using the most recent cost - recovery formula); or,
2. They can transition their municipality to a 5.1 policing arrangement
under the PSA which includes the most current cost - recovery formula.
• The delivery of policing services in the community will not be negatively
impacted, regardless of the selection made by the municipality. The OPP
values its contract relationship with all municipalities and will assist each
community through this period of change.
• The OPP and MCSCS have invited representatives from municipalities
receiving their policing services from the OPP to local engagement sessions
on the proposed new billing model. Municipalities will have an opportunity
to provide feedback on the new model and phasing -in options.
Cost Impacts:
• In 2015, the average per household policing cost under the new model is
estimated to be $369 (Base Service Level of (approx. $260) + Calls for
Service).
• Municipalities currently lower than $300 per household will generally see an
increase; municipalities currently higher than $400 per household will
generally see a decrease.
Summary:
• The government is proposing a new process to bill municipalities for OPP
policing services.
Page 44 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
• The proposed billing model is based on the principles of fairness and
transparency.
• The model ensures all communities share in the cost of infrastructure,
supervision, administration and front -line policing necessary to be available
to respond to calls for service and provide adequate proactive policing.
• It enhances the transparency for municipalities as bills will include timely
information about types and volume of calls for service driving their costs,
allowing them to better tailor crime reduction strategies prevention.
• There will be greater budgeting certainty for municipalities:
• A new billing model should address the 2012 Auditor General's report
directing the OPP to simplify, make more transparent and address issues in
its costing and billing methods that result in municipalities paying different
rates.
• The billing review will not affect the overall cost of policing; rather it
addresses how costs are distributed across OPP- policed municipalities.
MCSCS is currently undertaking a range of activities designed to consider the
long -term sustainability of policing.
Page 45 of 310
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
OPP Municipal Policing
Billing Review
Municipal Engagement
Prepared by:
Municipal Policing Bureau
Ontario Provincial Police
Municipals Engagement ;= Age nda
Regional Engagement Session
12:30 pm —12:45 pm
Opening remarks, context, facilitator introductions
Current OPP billing model, challenges and
12:45 pm — 2:00 pm
rationale for change and walkthrough of the
proposed OPP billing model
2:00 pm - 2:30 pm
Break
2:30 pm — 3:00 pm
Municipal feedback on the model; Qs and As
3:00 pm — 4:15 pm Discussion on potential phase -in schedules for the
new billing model
4:15 pm -4:30 pm Closing Remarks
Page 46 of 310 1
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
■ 1945 - the OPP began policing municipalities under
contracts.
■ 1995 —102 municipal police services, 35 OPP
municipal contracts, 576 municipalities policed by
OPP at no direct cost.
■ In. 1998, under the Local Services Restructuring (LSR)
the Police Services Act (PSA) was amended
transferring the responsibility for policing to the
municipal governments in exchange for uploads in
education.
i
■ Under the PSA, municipalities can provide
policing in a number of ways:
➢ Establishing an independent police service;
➢ Entering into an agreement with municipal
council(s) to constitute a joint board or
amalgamate police services; or,
➢ Contracting services from either a contiguous
police service or from the OPP.
Page 47 of 310 2
i
� r
Ba-
kg-round
t
"ASw
■ Under the PSA, municipalities can provide
policing in a number of ways:
➢ Establishing an independent police service;
➢ Entering into an agreement with municipal
council(s) to constitute a joint board or
amalgamate police services; or,
➢ Contracting services from either a contiguous
police service or from the OPP.
Page 47 of 310 2
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
■ If a municipality does not provide police services,
OPP polices them as a non - contract under section
5.1 of the PSA.
■ The OPP recovers costs from contracted and non -
contracted municipalities as per the legislation (PSA)
and regulation 420/97 Costs of Ontario Provincial
Police Services to Municipalities Under Section 5.1 of
The Act.
■ The OPP currently polices 324 municipalities:
➢153 on contract and 171 on a non - contract basis.
■ On average, OPP costs compare favourably to
other municipal police services:
➢2011 cost of $334 OPP per household is
approximately half the average per household
cost of municipal police services in Ontario.
■ OPP- policed municipalities have expressed a high
level of satisfaction with the services they
receive.
Page 48 of 310 3
G� 9
Background
■ On average, OPP costs compare favourably to
other municipal police services:
➢2011 cost of $334 OPP per household is
approximately half the average per household
cost of municipal police services in Ontario.
■ OPP- policed municipalities have expressed a high
level of satisfaction with the services they
receive.
Page 48 of 310 3
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
• 2011- Minister's commitment:
➢Commence a review process focusing on:
➢Transparency
➢Accountability
■ 2012 - MCSCS /AMO project team:
➢Fulfilled mandate and produced the Understanding OPP
Municipal Policing Costs document
■ 2012 - Minister's commitment (Association of Municipalities of
Ontario (AMO) Annual Conference):
➢Work with municipalities to address variations in OPP billing
■ 2013 -Minister renewed commitment to review the OPP billing
process (AMO 2013 and ROMA OGRA 2013).
■ OPP /MCSCS have been working on the principles of the new
billing model with municipalities since March 2013.
■ Activities:
OPP Working Group (March 2013).
➢Targeted Regional Consultations (April /May 2013).
Online survey (June /July 2013) of OPP municipalities.
■ Objective: Engage with municipalities and solicit input from
all OPP- policed municipalities to:
➢ Determine criteria for successful billing reform.
➢ Identify preferred municipal billing concepts.
8
Page 49 of 310 4
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
■ Utilizes the Deployment Model.
■ Relies primarily on calls for service.
■ Hourly based methodology:
➢ (one FTE = 1467 hrs)
■ Cost recovery for individual municipalities are based on:
➢ Defined level of service.
➢ Actual salaries, wages and benefits.
➢ Cost - Recovery Formula: selected support salary and benefit
expenditures and Other Direct Operating Expenses (ODOE).
■ Allows for contact enhancements.
M
■ Utilizes the Deployment Model to calculate detachment
staffing requirement.
■ Cost recovery for individual municipalities are based on:
➢ Percentage of detachment workload, primarily
measured by calls for service.
➢ Actual Detachment staffing level.
➢Actual salaries, wages and benefits.
➢ Cost - Recovery Formula: selected support salary and
benefit expenditures and Other Direct Operating
Expenses (ODOE).
in
Page 50 of 310 5
Current Biaaing,
M�ordel (5.1
■ Utilizes the Deployment Model to calculate detachment
staffing requirement.
■ Cost recovery for individual municipalities are based on:
➢ Percentage of detachment workload, primarily
measured by calls for service.
➢ Actual Detachment staffing level.
➢Actual salaries, wages and benefits.
➢ Cost - Recovery Formula: selected support salary and
benefit expenditures and Other Direct Operating
Expenses (ODOE).
in
Page 50 of 310 5
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
■ The current cost recovery process has been in place for over 15 years
and there are a number of challenges with the current process.
➢ Generates wide variations in per household OPP policing costs.
➢ Municipalities that serve as commercial centres for a regional
population (e.g. have a major hospital, arena, shopping, bars,
etc.), generally experience higher policing costs.
w Municipalities
➢ Cost recovery and billing methodology is complex,
difficult to administer and challenging to communicate.
■ The 2012 Auditor General's report directed the OPP to:
simplify, and make more transparent, its cost - recovery
methods; and, address issues in the billing method that
result in municipalities paying different rates.
■ OMPF Program re- design: MoF is continuing the re-
designed OMPF grant.
Page 51 of 310 6
1O.c) Report No. F12O14 -04, Paul Gravelle, Director of Finan...
Billing for OPP municipal policing services should reflect the
integrated and comprehensive nature of policing.
Policing is a complex service involving numerous functions and
legislative obligations that cannot be directly linked to a specific
municipality under the OPP's integrated service delivery
detachment model.
■ The list of legislative policing requirements in the PSA and O.Reg.
3199 Adequacy and Effectiveness of Police Services is extensive
and requires a substantial investment in staffing, equipment and
training regardless of how often they are utilized.
k %� Principles
■ All police services require a base level of infrastructure,
supervision, administration and sufficient front -line policing
necessary to provide adequate proactive policing, ensure the
general safety and security of municipalities.
■ Municipalities must have trained, properly equipped police
officers available at all times to respond to calls for service and
there is,a cost associated for this availability.
Proactive policing activities, such as directed patrols, traffic
enforcement and crime prevention are provided to all
municipalities regardless of the level of calls for service and
when correctly implemented, can reduce or limit calls.
Page 52 of 310 7
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
a1 y
■ The following principles form the basis for a new approach to billing
for OPP municipal policing services:
➢ All municipalities should pay their equitable share of essential
"base level" policing services.
➢ Calls for service are one of the primary cost drivers in policing
and it is reasonable that municipalities pay the cost of their calls
for service.
➢ In addition, OPP strives to provide policing services in a manner
that is:
r�.
h
■ Transparent;
■ Accountable to the municipalities it serves; and
■ Aligned with the municipal planning process.
Prop
ed. in
Model Y
3E
tr �
a
Page 53 of 310 .8
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
r
Presed, Bi In �Idel�
Base Service Level:
(Approx. 73% of total costs, individual municipal bills may vary)
■ All municipalities should pay their equitable share of essential
"base level" policing services as all have a legislated obligation to
provide or benefit from these services.
➢ All supervisor positions — Inspector, Staff Sergeant, Sergeant
➢ All administrative positions — Detachment Admin, Clerk,
Court, Caretaker, etc.
➢ Constables — portion for time spent performing activities,
such as patrol, RIDE, crime prevention, training, admin, etc.
t�
Al
.$,t,1) t
w Pr p sed�Brl ing�Modelt
�
.^fib
Calls for Service:
(Approx. 27% of total costs, individual municipal bills may vary)
■ Calls for service are one of the primary cost drivers in policing and it is
reasonable that municipalities pay the cost of their calls for service based
on the number and type of call.
■ Includes calls for service that are reactive in nature:
➢ Crime Calls (Assaults, B &E, Mischief, Drug Offences, etc.)
➢ Provincial Statutes (MHA, Landlord Tenant Disputes, Trespass To
Property)
➢ Motor vehicle collisions (Property Damage, Personal Injury, Fatal)
➢ General calls for service (False Alarms, Lost Property, Missing Person,
etc.)
* Does not include incidents normally generated through proactive policing.
18
Page 54 of 310 9
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
L,�� �,roposed BiII�Ing�Mo�del. ��,
i-
Calls for Service (Time Standards)
• Municipalities billed for the actual number and type of reactive calls for service.
• Model would include up to 354 reactive calls for service types classified into 10
Time Standards (based on common response types & average incident time).
• Updated annually to enhance billing accuracy and improve transparency.
Time Standards (3 Year Average - 2010 -2012)
� I � 'AV6�jhIClri�Ni'j
FJ .;� �.. TE7TAL77ME,` !COUNT T1M�, .f;
VIOLENT CRIMINAL CODE 967,268 67,058 14.4
PROPERTY CRIME VIOLATIONS 909,058 151,018 6.0
OTHER CRIMINAL CODE VIOLATIONS 350,495 49,924 7.0
!DRUGS 221,988 6,584 33.7
'DRUGS POSSESSION 69,156 11,133 6.2
'STATUTES 304,581 102,063 3.0
TRAFFIC 387,458 116,208 3.3
.........................
- iOPERATIONAL 776,006 208,335 3.7
OPERATIONAL 2 197,444 176,884 1.1
SECURITY DETAIL 3,041 206. 14.8
Total 4,186,493 889,413 - 4.7 -
.........._....
19
T ,
4
Proposed_ ding MYode Ix
87 Detachments
p 3eae Umam Fre, }-
4 443 Gva. FrEs
Munktpal Renourwa Provinciel Rnourcea _
fi 206 Udfam FFES a 1202 Unlfam F'fEs
J 29C GNrsn FfEa P 1�9 GmT F7Ea
Base S".-
Calls for service
a $epeMelon
a Gh>inD Gads Ottenas
Adrot.0 -. -
4 P— indals alas
4 InfradgKU re
4 "a. vah{ds .0Uhiom
k Romer- p.6-g–
4 G—lcae¢ror senioa
proedi.'elevalObYRy
87 detachments provide
pblidng to mmldpalifieson
an integrated service
delivery model
Detachment officers are split
among rrvnicipal and provincial
�-- duties using 4 years historical
vrorkload data
Municipal Cost Recovery Process
Actual salaries, benefits and overtime plus support
and ODOE costs applied at a per officer rate
consistent Wth current billing process.
20
Page 55 of 310 10
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
■ 2015 municipal cost would be based on:
➢Base service level estimated at $260 per household;
plus
➢Calls for Service (number and type).
■ Shift in costs:
➢Municipalities currently lower than $300 per
household will generally see an increase;
municipalities currently higher than $400 per
household will generally see a decrease.
21
r
"Example
Iflust�ative r, Municilpallty,w a Bill
Decrease
VM t
Municipality A
• Current Policing Bill: approximately $600 per household
• Approximate Decrease: $200 per household
MurridpalityA (Per Household Bill — Illustrative Example)
$700
$6ao
O $500 --
t
0 $am — — —
■Two Years
oSaco —
ThreeYears
Four Years
$ian
2014 2015 2016 2017 2018
22
Page 56 of 310 11
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
Municipality B
• Current Policing Bill: approximately $100 per household
• Approximate Increase: $200 per household
23
summarJ,
Current Model vs. Proposed Model
Per Household Costs
250
200 1 Current Model
150
0 Proposed Model, Fully Phased -In
100
50
0 -- — —� —�
$0 -$100 $100 -$200 $200 -$300 $300 -$400 $400 -$500 $500 -$600 >$600
24
Page 57 of 310 12
10.c) Report No. F12014 -04, Paul Gravelle, Director of Finan...
Summary
■ A new billing model will:
➢ Address the 2012 Auditor General's report directing the
OPP to simplify, make more transparent and address
issues in its costing and billing methods that result in
municipalities paying different rates.
➢ Ensure all communities equitably share the cost of
infrastructure, supervision, administration and front -line
policing necessary to be available to respond to calls for
service and provide adequate proactive policing.
➢ Enhance the transparency for municipalities and.
➢ Provide greater budgeting certainty for municipalities.
Page 58 of 310
10.d) Tamara Obee, Manager, Health & Safety, Human Resources...
PO - HS- 2 -01 -01
Or' Ilecho ile
Proud Hrriragr, Lxciring h aurr
The Corporation of The Township of Oro - Medonte
Health and Safety Policy Statement
The Township of Oro - Medonte is committed to the objective of protecting our employees from
accidental injury and Municipal property and facilities from loss, and to providing a healthy and
safe environment that is free of any form of harassment or violence.
At the Township of Oro - Medonte, we value a supportive and respectful environment, which
includes a healthy and safe work environment that is based on respect for the dignity and rights
of everyone in the organization. We are dedicated to the objective of reducing risk of injury and
will comply with all legislative requirements as they apply to design, operation and maintenance
of facilities and equipment.
The Township of Oro - Medonte, as an employer, through Council, accepts the responsibility for
providing employees with safe and healthy workplaces. Every effort will be made to promote
and provide work environments and attitudes that reduce or eliminate foreseeable hazards
which may result in personal injuries, illnesses, fire security, losses, damage to environment and
property.
The Chief Administrative Officer and the entire Senior Management Team acknowledge their
duties under the Ontario Occupational Health & Safety Act and its regulations, and accept their
respective responsibility for providing their employees with safe and healthy workplaces.
Supervisors are responsible for providing employees with equipment and materials that protect
them from workplace hazards, as well as providing instructions, training, and /or supervision
required to carry out the work safely. Supervisors will be held accountable for ensuring the
employees comply with the Ontario Occupational Health & Safety Act and its regulations, and
also for implementing the policies, procedures and practices of the workplace.
Every employee must protect their own health and safety and the health and safety of others by
working in compliance with the law and with safe work practices and procedures established by
the Township of Oro - Medonte. Each employee must accept responsibility for bringing to the
attention of supervisors any condition and practice not in agreement with this policy.
The Township of Oro - Medonte expects all employees will make a personal commitment to
health and safety as a way of life. It is in the best interest of all to consider health and safety in
all our activities, both on and off the job.
Signed the 5th day of February, 2014.
Mayor
Director, Transportation &
Environmental Services
Director, Recreation & Community
Services
Fire Chief
Director, Corporate & Strategic
Initiatives
Chief Administrative Officer
Director, Finance/ Treasurer/
Deputy CAO
Director, Corporate Services /Clerk
Director, Development Services
Manager, Health & Safety, Human
Resources Page 59 of 310
10.e) Robin Dunn, CAO, re: Draft Policy, POL -HR -6.05 Absence...
Township of Policy
Proud Heritage, Exciting Future
Purpose:
Policy:
As a public employer, the Township of Oro - Medonte has an obligation to continue providing
services for the public even when many other offices and enterprises have decided to close
their doors due to inclement weather. Accordingly, it is the policy of the Corporation to
continue operations, and keep its offices and /or facilities open to the public every working
day, unless it is impossible to do so due to calamity, disaster or state of emergency. In some
instances, essential service staff may be required to work when the remainder of Township
operations is closed.
All employees are expected and required to make reasonable attempts to report to work
every working day. An employee who is unable to work due to inclement weather will be
permitted to draw on accumulated vacation credits or lieu -time credits in order to receive pay
for the day (sick days will not be permitted for this purpose). If the employee has no such
accumulated credits, he or she shall be granted unpaid leave.
If during the course of a day, within a reasonable time, the weather and road conditions have
(in the employee's opinion) improved sufficiently that they no longer present a hazard; the
employee shall act responsibly in their decision to attend the workplace.
Page 1 of 2
Page 60 of 310
10.e) Robin Dunn, CAO, re: Draft Policy, POL -HR -6.05 Absence...
Except in the case of calamity, disaster, etc., (and then solely at the discretion of the Chief
Administrative Officer), employees may be permitted to leave at their discretion due to
inclement weather. However, subject to the requirement of providing services for the public, a
Senior Manager may grant an employee's request to leave work early, due to inclement
weather, if delaying their departure until the normal end of work time might endanger or
present a hardship to the employee.
Page 2 of 2
Page 61 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
Township a, f
REPORT'
Proud Heritage, Exciting Future
Report No.
To: Council
Prepared By:
DS 2014 -005
Andria Leigh, Director
Development Services
Meeting Date:
Subject: Request for
Motion #
February 5, 2014
Extension of Draft Plan
Approval, Plan of Subdivision
Application 43 -OM- 90082,
Roll #:
R.M.S. File #: D12 9164
434602000409500 &
2063334 Ontario Inc. (Meadow
434602000409920
Acres) — Concession 13, East
Part of Lot 5, RP 51 R- 29091,
Parts 1 -3, and 4 -6, Township of
Oro - Medonte ( Medonte)
RECOMMENDATION(S): Requires Action For Information Only
It is recommended:
1. THAT Report No. DS 2014 -005 be received and adopted.
2. THAT Council approve the one year extension to draft plan approval for 2063334
Ontario Inc. (Meadow Acres), 43 -OM -90082 until April 2015.
3. AND THAT the owner be advised of Council's decision.
BACKGROUND:
In February 2011, Council considered Report DS 2011 -005 and adopted a motion which
approved a three year extension (until February 2014) to the draft plan approval for the
Meadow Acres residential development located .in the Warminster Settlement Area
shown on the Location Map (Attachment 1). In April 2011 an additional staff report
(DS2011 -013) was supported by Council that recommended redline revisions to the
draft plan related to the park block and some additional residential lots which required
an amended decision and therefore changed the decision date to April 2011 and the
three year lapsing date to April 2014.
A copy of the current draft plan outlining the proposed residential development is
contained in Attachment 2 of this report.
DEVELOPMENT SERVICES
Report No. DS 2014 -005
Meeting Date February 5, 2014
Page 1 of 7
Page 62 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
The landowner has submitted correspondence (Attachment 3) requesting an extension
to their draft plan approval; the analysis of this request and related draft plan extension
recommendation is the purpose of this report.
ANALYSIS:
In order to receive final approval from the Township and proceed to registration of the
plan of subdivision, the landowner is required to clear all conditions imposed by the
approval authority (Township) and provide the appropriate clearance letters from the
required agencies. A summary is provided below with the reasons for requesting
Council's consideration in a draft plan extension.
The 71 lot draft plan of subdivision is located on the south side of Warminster Sideroad
on the western boundary of the Warminster settlement area. The draft plan was
originally approved in 1999 by the Ministry of Municipal Affairs and Housing. The
current landowner acquired the property in February 2010 and initiated a revision to the
existing plan through discussions with the Township and NVCA. As previously
indicated that redlined plan was approved by the Township in April 2011.
The draft plan conforms with the policies of the Official Plan and is zoned to permit the
residential development subject to removal of the Holding (H) provision. The draft plan
will be serviced with municipal water and private septic systems. All the lots will have
frontage onto internal roads. The landowner is also a party to the cost sharing
agreement for the upgrades to the Warminster Water System and is required to satisfy
their financial commitments within the agreement.
The landowner's engineer has been actively preparing engineering drawings and
revisions for approval of the Township as required through the draft plan conditions; and
have submitted the approval applications to the NVCA and the MOE for the stormwater
management works.
A pre - servicing agreement was approved by Council in November 2011 (By -law 2011-
162) which permitted the landowner to initiate the earth works prior to subdivision
registration.
The applicant has initiated discussions with staff regarding the process for subdivision
registration and the preparation of a subdivision agreement. The landowner is intended
to request the ability to complete additional pre - servicing works which will require
additional approval from Council and will be the subject of a separate report in the
future.
Staff have reviewed the request and confirm that the developer has been working
continuously on the revisions to the proposed development in order to satisfy all the
required agencies needed to provide clearance of conditions for registration. Given this,
staff is recommending that a one year extension be provided to the landowner.
An extension to the draft plan approval until April 2015 would allow the landowner to
achieve final approval and subdivision registration.
DEVELOPMENT SERVICES
Report No. DS 2014 -005
Meeting Date February 5, 2014
Page 2 of 7
Page 63 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT:
Not applicable.
POLICIES /LEGISLATION:
The Planning Act, in Section 51 (32) provides the ability for an approval authority to
provide approval lapses at the expiration of the time period specified by the approval
authority, being not less than three years. Section 51(44), of the Planning Act provides
the ability for the approval authority to withdraw the approval of a draft plan of
subdivision. Section 51(33) provides the ability for the approval authority to extend the
lapsing date of draft approval of a plan of subdivision /condominium. Notice to these
changes is required to be given following any decision to change conditions and is
subject to the appeal process.
The Planning Act contains a provision wherein the approval authority can impose a
lapsing of draft plan approval. This is useful in some instances where registration will
not occur due to various circumstances. Without this `sunset clause', draft plans can
remain open in perpetuity and form unrealistic growth forecast on lands which may
never be realized.
Section E1.9 "Existing Draft Plan Approved Residential Subdivision" of the Official Plan
states:
"A considerable number of vacant lots existed in Draft Approved Plans of
Subdivision in the rural area on the date this Plan was adopted by Council. Some
of these subdivisions are located in areas that have not been identified in the
Plan as being appropriate for development since such development may have an
impact on the rural character of the area and on the cost effectiveness of
providing municipal services. In addition, the development of a number of these
subdivisions may have a cumulative negative impact on the natural heritage
system that this Plan is trying to protect.
In this regard, it is the intent of Council to withdraw a draft approval after an
appropriate period of time has elapsed if a subdivision is not proceeding to
development stage in an expeditious manner".
The above noted draft plan of subdivision is actively working toward the fulfillment of
their conditions of draft plan approval. In addition, this draft plan is located within a
Settlement Area designated in the Township's Official Plan and serviced by municipal
water and would therefore not be restricted by the policies currently contained in the
Township's Official Plan discouraging the extension of draft plan approval.
DEVELOPMENT SERVICES
Report No. DS 2014 -005
Meeting Date February 5, 2014
Page 3 of 7
Page 64 of 310
10.f) Report No. DS2014 -05; Andria Leigh, Director of Develo...
CORPORATE STRATEGIC GOALS:
Quality of Life: to contribute to an enriched quality of life for residents by maintaining
Oro - Medonte's natural beauty and country-like character and by providing opportunities
that encourage community participation in activities and recreational programs.
Sustainability: to build an increasingly sustainable community with regard for and
sensitivity to the needs of future generations.
CONSULTATIONS:
Planning Division Staff
Township of Oro - Medonte Official Plan
The Planning Act, Section 51
ATTACHMENTS:
Attachment 1: Extension of Draft Plan Approval Location Map
Attachment 2: Redlined Draft Plan of Subdivision Map
Attachment 3: Request for Extension of Draft Plan of Subdivision
CONCLUSION:
On the basis of the above, it is recommended that a one year extension to the draft plan
approval from the current lapsing date of April 2014 to April 2015 be granted to the
landowner to allow them to proceed with the pre - servicing and the registration of the
subdivision. The landowner will further be advised that further extensions by Council
will be discouraged.
Respectfully submitted:
. ............ 41-t
Andria Leigh, M , RPP
Director Development Services
SMT Approval / Comments: C.A.O. Approval / Comments:
DEVELOPMENT SERVICES
Report No. DS 2014 -005
Meeting Date February 5, 2014
Page 4 of 7
Page 65 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
ATTACHMENT 1:
EXTENSION OF DRAFT PLAN APPROVAL LOCATION MAP
Ej
DEVELOPMENT SERVICES
Report No. DS 2014 -005
r
Ei
Meeting Date February 5, 2014
Page 5 of 7
Page 66 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
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Page 67 of 310
10.f) Report No. DS2014 -05, Andria Leigh, Director of Develo...
ATTACHMENT 3:
REQUEST FOR EXTENSION OF DRAFT PLAN APPROVAL
416 -391 -6703 12:01:29 p.m. 01 -16 -2014
2063334 Ontario Inc.
I I Steinway Blvd, Unit 12, Etobicoke, On M9W 6S9
By FaxlMail
January 16, 2014
Township of Oro - Medonte
148 Line 7 South
Box 100, Oro
Ontario
LOL 2XG
Attn: Andria Leigh
Ilea 43-OM-90082, Meadow Acores Subdivision
This is a formal request for extension of draft plan approval for Meadow Acres
Subdivision.
Since 2013, we have entered in the Pre- Servicing Agreement with the Township and we
are in process to finalize the 0 engineering submissions to proceed to a subdivision
agreement and registration.
If you have any question.please contact me the undersigned.
Yours truly,
2063334 Ontario Inc.
Galen Lam
Director
Tel: 416 391 -6700 Fax: 416 391 -6703
DEVELOPMENT SERVICES
Report No. DS 2014 -005
[am
Meeting Date February 5, 2014
Page 7 of 7
Page 68 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Township of
Report
Proud Heritage, Exciting Future
Report No.
To:
Prepared By:
DS2014 -006
Council
Andria Leigh, Director,
Develo ment Services
Meeting Date:
Subject:
Motion #
February 5, 2014
NVCA SSEA MOU Renewal
Roll #:
R.M.S. File #:
L04 42278
Recommendation(s): Requires Action X I For Information Onlyn I
It is recommended that:
1. Report No. DS2014 -006 be received and adopted; and
2. That the Township support the extensions of the Memorandum of Understanding
(MOU) between the Township of Oro - Medonte, the Nottawasaga Valley
Conservation Authority (NVCA), and the Severn Sound Environmental
Association (SSEA) for a three year time period in accordance with Section h (7)
of Schedule A of By -law 2011 -182;
3. That the Nottawasaga Valley Conservation Authority (NVCA) and the Severn
Sound Environmental Association (SSEA) Boards be advised of Council's
decision; and
4. That the Clerk bring forward the appropriate by -law for the extension of the MOU
Background:
In November 2011, Council authorized the execution of a Memorandum of Understanding
between the Township, the NVCA, and the SSEA regarding the provision of
environmental services within the Severn Sound watershed. By -law 2011 -182 enacted
the tri -party MOU (Attachment #1) for the provision of these services.
The MOU was the result of numerous discussions between the three parties and was
supported by the Boards of each. The intent of the MOU was to ensure that
environmental services provided within the Severn Sound watershed were completed by
one environmental agency to ensure fiscal accountability through the Township with no
duplication of costs for the services provided to our residents.
In accordance with terms and conditions of the MOU, the agreement came into effect in
November 2011 and remained in effect until December 2013. The MOU may be
automatically renewed for a maximum of three years upon written consent from all parties.
The renewal of the MOU is the purpose of this report to Council.
Development Services February 5, 2014
Report No. DS2014 -006 Page 1 of 19
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Analysis:
The intent of the MOU was to clearly identify the programs and services to be provided
by each party (NVCA and SSEA) for the delivery of environmental services in the
Severn Sound watershed and the associated costs for the provision of these
environmental services. The proposed delineation of service delivery considered within
the MOU is intended to ensure cost effective delivery of environmental programs and
services, mechanisms for evaluating efficient or program /service delivery by each party,
customer service, and the continued protection of the environment. The annual budget
considered by Council for both the NVCA and the SSEA would be based on the specific
services identified and provided and if any additional special benefitting services were
required the associated costs would be identified to be approved separately by the
Township.
In accordance with Sections 5 and 11 of the MOU, both the NVCA and the SSEA have
provided an annual summary of the services provided and the costs for these services
in 2012 and 2013. The annual budgets provided to the Township by both the NVCA
and the SSEA reflect the breakdown of these environmental services and costs to
provide with respect to the Severn Sound lands which are summarized below.
Township staff have been advised in writing by the NVCA that a Staff report was
presented to the Board in December 2013 recommending support for the three year
extension of the MOU. Staff have also been advised through Keith Sherman that the
extension of the MOU was discussed at the SSEA Board meeting of January 23, 2014
for support of the extension to the MOU.
Staff have been satisfied over the past two years with the delivery of services being
provided through both the NVCA and SSEA and have not been advised by residents or
through Council of any concerns with the current MOU and the delineation of
environmental services. On this basis, Township staff support the extension of the
current MOU for an additional three years until December 31, 2016 at which time the
agreement will be further reviewed in its entirety. The remaining terms and conditions
of the MOU remain in effect until the end of 2016.
Financial / Legal Implications / Risk Management:
With the execution of the MOU in 2011 the NVCA levy was reduced to reflect the cost of the
environmental services provided by the SSEA. Annually the levy reduction is indexed based on
the NVCA levy increase in accordance with Note 4 of Appendix 1 of By -law 2011 -182.
Year
NVCA Budget
NVCA MOU
Cost recover
SSEA
2012
154,230
- 29,490
35,182
2013
154,910
- 30,375
38,598
2014
158,783
- 31,135
46,226
Development Services February 5, 2014
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Policies /Legislation:
Municipal Act
Conservation Authorities Act
Corporate Strategic Goals:
Safe & Healthy Communities
To ensure the minimum legislative requirements are achieved through conformity
with applicable Provincial policies and legislative requirements.
Service Excellence
To provide a welcoming, courteous and professional culture of service excellence
on the part of Council and Township staff
Sustainability
To build an increasingly sustainable community with regard for and sensitivity to
the needs of future generations.
Financial Stewardship
To continue to improve value received in the expenditure of tax dollars as well as
maintain a financial position that is fiscally sound for the Township.
External Relations
To be recognized as a "good Neighbour" with municipalities in the local area and
to be proactive in promoting the interests of the Township at the County,
Provincial, and Federal levels of Government and with private sector
organizations.
Consultations:
NVCA Staff
SSEA Staff
Attachments:
Attachment #1 — By -law 2011 -182
Attachment #2 — SSEA Activity Summaries 2012 and 2013
Attachment #3 — NVCA Summary of Services 2012 and 2013
Conclusion:
The MOU executed at the end of 2011 has been successful in the coordination of environmental
services being provided within the Severn Sound watershed by the NVCA and the SSEA. In
addition the annual budget of both the NVCA and the SSEA reflects the specific services being
provided by that agency. On this basis, in accordance with section h (7) staff recommend a
three year extension to the MOU between the Township, NVCA, and SSEA. The remainder of
Development Services February 5, 2014
Report No. DS2014 -006 Page 3 of 19
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
the terms and conditions of the MOU will continue to apply and annual reports from both the
NVCA and SSEA will continue to be reviewed and provided to Council with the annual budget
requests.
Respectfully submitted:
Andria Leigh, MVRPP ,
Director, Development Services
SMT Approval / Comments: C.A.O. Approval / Comments:
�f
Development Services February 5, 2014
Report No. DS2014 -006 Page 4 of 19
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Attachment #1 — By -law 2011 -182
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
I
BY -LAW NO. 2011 -182
Being a By -law to Authorize the Execution of the Memorandum of Understanding
Between the Township of Oro - Medonte, the Nottawasaga Valley Conservation
Authority, and the Severn Sound Environmental Association
WHEREAS Section 8 of the Municipal Act, 2011, S.O. 2001, C. 25, as amended,
provides that a municipality has the capacity, rights, powers, and privileges of a natural
person for the purpose of exercising its authority under this or any other Act;
AND WHEREAS Section 9 of the Municipal Act, 2011, S.O. 2001, C. 25, as amended,
provides that the scope of powers of a municipality shall be interpreted broadly so as to
confer broad authority on municipalities; (a) to enable them to govern their affairs as
they consider appropriate; and (b) to enhance their ability to respond to municipal
issues.
AND WHEREAS Section 20(1) of the Municipal Act, 2011, S.O. 2001, C. 25, as
amended provides that a municipality may enter into an agreement with one or more
municipalities or local bodies, as defined in Section 19, or a combination of both to
jointly provide, for their joint benefit, any matter which all of them have the power to
provide within their own boundaries.
AND WHEREAS Section 224 of the Municipal Act 2001, S.O. 2001, c.25, as amended,
provides that the role of Council is to ensure that administrative practices are in place to
implement the decisions of Council;
AND WHEREAS Council of the Township of Oro- Medonte is desirous to enter into a
Memorandum of Understanding between the Township of Oro - Medonte, the
Nottawasaga Valley Conservation Authority, and the Severn Sound Environmental
Association for the provision of services within the Severn Sound watershed within the
geographical boundaries of the Township of Oro - Medonte;
NOW THEREFORE the Council of the Corporation of the Township of Oro - Medonte
enacts as follows:
1.That the Mayor and Clerk be authorized to execute the. Memorandum of
Understanding attached hereto as Schedule "A" and forming part of this By-
law.
2. That this By -law shall come into effect upon the date of passage hereof.
BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS 23RD
DAY OF NOVEMBER, 2011.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
X
Development Services February 5, 2014
Report No. DS2014 -006 Page 5 of 19
Page 73 of 310
Between:
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Schedule W to By -Law
No. 2011 -182
Memorandum of Understanding ( "MOU ")
The Corporation of the Township of Oro - Medonte ( "the Township ")
and
the Nottawasaga Valley Conservation Authority ( "the NVCA ")
and
the Severn Sound Environmental Association ( "the SSEA ")
a. WHEREAS the area of jurisdiction of the NVCA was expanded in 2003 to include
portions of land in the Township that are located within the Severn Sound
Watershed;
b. AND WHEREAS the Township is a member of the NVCA, whose mission is
"working together with its member municipalities to value, protect, enhance and
restore our watershed resources, for a healthy sustainable future"
c. AND WHEREAS the Township is a member of the SSEA, whose mission is
"to work closely with its Watershed Municipalities and other agency partners to
sustain the environmental quality and to ensure the continued protection of the
Severn Sound Watershed through its wise stewardship"
d. AND WHEREAS the Township, the NVCA, and the SSEA (hereafter "the Parties ")
recognize that environmental services must be provided in a cost - effective, timely
mannerto provide continued protection of the environment, while at the same time
ensuring that there is no duplication of efforts between the Parties and that funds
expended to all of the environmental programs are reviewable by the Township, as
per Appendix 3;
e. AND WHEREAS the Township, the NVCA, and the SSEA have been working on a
tripartite Memorandum of Understanding ( "MOU ") for the delivery of
environmental services within the Severn Sound Watershed of Oro - Medonte in the
best interest of the protection of the environment, and the effective utilization of
staff and resources;
L AND WHEREAS each Party to this MOU acknowledges their full endorsement of the
MOU, through the execution of this MOU to be bound by its terms and conditions, in
order to maintain the integrity and accountability of this document to the collective
and singular benefit of each Party;
g. AND WHEREAS each Party to this MOU possesses a desire to encourage a long -
lasting agreement amongst themselves, and as a model of co- operation;
h. NOW THEREFORE the Parties agree to work together to provide effective and
efficient environmental program /services within the Severn Sound Watershed as
outlined in this MOU as follows:
1. Appendix 1 of this MOU identifies the services and programs which are to be
provided by the NVCA, and the SSEA, within the Severn Sound Watershed in the
Township and funded and /or partially funded by the Township.
2. The Parties agree to share data with each other as per the data sharing protocol
(as set out in Appendix 2), to facilitate the efficient provision of services.
3. The Parties agree to work together in a co- operative approach and to make all
reasonable efforts to resolve any substantive disputes arising from this MOU 4 4
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between themselves informally and amicably. Should any dispute arise that is
not resolved within 30 days, then the Parties will agree to have the Township of
Oro- Medonte make arrangements to facilitate resolution of the dispute through
the retention of a mediator, acceptable to all three Parties, whose fees shall be
equally shared by the three Parties, to a maximum of $ 2000 per party in any
year. Further, the Parties agree that the balance of the terms of the MOU will
continue in full force and effect pending the resolution of the dispute.
4. The Parties agree to participate in pre - development consultation, if required,
between the three Parties to this MOU and the developer, applicant, resident, or
any other Party, to consider planning applications, municipal planning processes
(i.e., official plan reviews, secondary plans etc.), as necessary. The Township will
provide the co- ordination of all required pre- development consultation meetings
for planning applications, as necessary, once a request from a
landowner /applicant /developer is received.
S. The Parties agree that the delivery of programs and services identified in
Appendix 1 will be reviewed on an annual basis among the three Parties to
ensure the intent of the MOU is being satisfied.
6. Any Party to this MOU may terminate this MOU, upon provision of a minimum of
eleven (11) month's written notice to the other Parties, such notice to be
received no later than January 31, and such termination to take effect on
January 1 of the following year. All financial obligations and provided services
will remain in effect until the termination date. Further, each Party agrees that
all relevant watershed data and /or records within its control will be provided to
the other Parties in a timely fashion prior to the termination date to enable an
orderly transition of any and all responsibilities under this MOU and, all of this
data /or records must be provided no later than the termination date.
Notwithstanding this section, it is recognized that data and /or records of work in
progress may not be immediately available upon completion, in which case the
relevant data shall be provided in a timely manner as agreed to by all Parties.
7. This MOU comes into effect on the date of signing of the MOU by all Parties and
continues in force and effect until December 31, 2013 and may be automatically
extended for a maximum of three (3) years upon the written consent of all
Parties, on the same terms and conditions contained herein, at the discretion of
the Township, the NVCA, and the SSEA until terminated, or amended, by any
Party in accordance with subsection 6 immediately preceding herein.
8. Notwithstanding sections 6 and 7, this MOU may be reviewed at the request of
any Party at any other time. Any amendment to this MOU shall he made only
with the consent of all Parties and any such amendments shall be in writing.
9. It is recognized that special projects may require a longer period of time to
complete some of the associated works for the project and, this time period
could be longer than the term of this MOU. These special projects shall require a
separate Agreement between the Parties to cover the extended term of the
project and require the support of the relevant Parties.
10. Nothing in this MOU shall be construed so as to prevent any Party from
performing their statutory or contractual obligations, under any applicable
legislation, such as the Planning Act the Conservation Authorities Act the
Municipal Act, etc.
11. The annual review referenced in Item 5 above, will be prepared by the Township
staff utilizing the attached report template (Appendix 3 - Township Annual
Report Submission). The NVCA and the SSEA will provide a year -end summary to 4
9
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the Township staff that outlines the current status of all programs and projects
within the Severn Sound Watershed, and the associated costs including staffing
involved in each program /project. This project status /summary report is to be
submitted to the Township no later than December 1St of each year. The annual
review report will be a public document.
THIS MEMORANDUM OF UNDERSTANDING is dated this 23rd day of November,
2011.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
THE NOTTAWASAG�A,V.AALLEY CONSERVATION AUTHORITY
-Wayne R. ,11son, CAO /Secrets t - Treasurer
Walter Benotto, Chair
THE SEVERN SOUND ENVIRONMENTAL ASSOCIATION
Keith Sherman, Executive Director
B b ffrey, Chair
Page 76 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Appendix 1— Program and Service Delivery and Funding
Program /Service Delivered
Actual Costs or % Apportionment
NVCA
Levy $ 71,848 (to reflect services delivered by SSEA see
Notes 2,3,4 below)
Planning Services and Regulations
$ 40,611
including:
Ecological /Natural heritage
technical support
Engineering and
Hydrogeological support
Fisheries Habitat protection
including DFO agreement
NVCA regulation /permits,
Section 29 implementation
Plan review, Natural hazard
Prov. Lead and Natural heritage
commenting plan review agency
NVCA strategic planning
coordination e.g. Watershed
Plan
Flood and Erosion Program
$ 10,028
Administration /Operations
$ 15,197
including:
IT and GIS systems support
Annual Audit, Insurance
Governance, Section 28 Hearing
Board
Office infrastructure (light, heat,
phones, amortization etc_)
Vehicle and Equipment
CA Land Management
$ 7810
Education and Communication
$ 3202
Services
SSEA
Tree distribution 2011- $1,460 of $10,500 watershed
program; Natural Shorelines in SS Approx. 30% of $1,040
watershed program; Ont. Drinking Water Stewardship
Pgm (ODWSP) 2011/2012 Approx. 20% of $64,369
watershed pgm for promotion (approx. 80% for sal &ben) +
$189,644 (more avail) for project grants on first come first
Stewardship & Forestry
serve basis.
Trib monitoring Approx. 30 %.of $35,000 watershed
program; PGMN approx. 60% of 70,000 watershed pgm;
benthos /temperature Approx 30% of $35,000 watershed
Environmental Monitoring
pgm
Administration /Operations
2011- $29,490 — only direct cost to O -M
Source Protection
Source Water Protection Technical Approx. 30% of $400K
Water Services — Healthy
Well Aware 2011$6,150 of $11,850 watershed program;
Waters /Streams, Water Quality
Tree Planting 2011 $316 of $5,200 watershed program
Notes: 1. Additional programs /services not identified above are required to be endorsed by
Council and NVCA and /or SSEA under separate agreement. Example: Floodline study for
Coldwater River, Bass Lake Water Quality Update.
2. NVCA costs to be equal to NVCA levy as per CA Act, less the amount provided for
services identified in Appendix 1 and now being delivered by SSEA. The total NVCA levy to Oro -
Medonte is $149,026, as per CA Act (2011) with approx. 68% of levy covering the Severn Sound
watershed portion (being $101,338) minus $29,490 SSEA service delivery offset giving an NVCA
O -M Severn portion levy of $71,848.
4
9
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
3. Initial Cost for SSEA programs /services based on Oro - Medonte SSEA 2011 budget
allocation of $ 29,490.00 that is to be deducted by NVCA from the NVCA's Township of Oro -
Medonte Levy Contribution representing the estimated value of Stewardship, Forestry, and
Monitoring Programs now being provided by SSEA.
4. $ 29,490 (base deduction for SSEA service delivery) to increase on annual basis
consistent with % NVCA levy increase
5. Alterations to services provided require mutual agreement.
6. SSEA Annual Invoicing to be reviewed during Oro - Medonte Annual Budget in
accordance with the Letter of Agreement signed March 26, 2009.
4
9
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Appendix 2 — Data Sharing Protocol
This Appendix identifies the specific data layers that are unique to either the Nottawasaga
Valley Conservation Authority (NVCA) or the Severn Sound Environmental Association (SSEA) as
they relate to the lands within the Township of Oro - Medonte (Severn Sound watershed).
In addition to the data sets identified below unique to either the SSEA or NVCA, there are data
sets that are maintained by the Ministry of the Environment for Provincial programs (PWQMN
and PGMN), or the OGDE data sets of the Province (such as NRVIS data sets), or the County of
Simcoe. These data sets are available currently to all parties and therefore are not identified in
this appendix.
The parties may be bound through data sharing agreements with the Province, County of
Simcoe, and others which would place limits on their ability to transfer specific data. Source
Water Protection data for the Severn Sound SPA portion of the Township is being collected and
shared for Source Water Protection purposes as data sharing agreements allow. The parties
are bound by Freedom of Information and Privacy Act requirements.
The following layers are considered unique.
NVCA
SSEA
NVCA Watercourses (including stream
temperature)
NVCA Land Use
Agricultural crop system available from SSEA land us
layer (derived from SSEA survey and other sources,
FY)
2008 Land use Draft2
ArcHydro Network
SSEA Base Flow
Subwatersheds
Subwatersheds
Fisheries Management Unit
SSEA Tree Planting sites (on subwatershed basis)
Monitoring Site locations
SSEA Monitoring site locations
Ground Water Monitoring Data
SSEA Groundwater monitoring data (PGMN) —
available from MOE
Generic Regulation Hazard Line
Generic Regulation Slope Hazard
Generic Regulation Estimated Flood
Hazard
Generic Regulation Meander Belt Hazard
Generic Regulation Wetland Hazard
HEC RAS data for estimated floodplain
modeling
NVCA wetlands
Ponds
NVCA lands
Stream Health
2002 Ortho Imagery
NVCA Woodlands
NVCA Culverts
SSEA Culverts layer
Barriers
SSEA Stream barriers (MNR project)
Tree Planting Sites
SSEA Tree Planting sites (on subwatershed basis)
Healthy Water Sites
SSEA Healthy Streams sites (on subwatershed
basis)
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Agriculture Resource Inventory Mapping
Natural Riparian Areas
SSEA Riparian vegetation (1998, GIS analysis using
NRVIS data)
NVCA Interior Forest
SSEA interior forest (generated for 100m or 200m)
GIS analysis using NRVIS data
Rainfall data
Temperature data
Snow survey data
Monitoring: benthic macro invertebrates,
stream temperatures and base
SSEA Stream benthos station data
SSEA Stream water quality data (PWQMN) —
available from MOE —annual sampling, ongoing
Bass Lake water and sediment quality data (2001);
Bass Lake beach quality data (with Health Unit)
Fish Sampling Data
SSEA Fish community data from MNR &DFO studies
(available from MNR)
Historical data may include: Information that has already been reported, work currently in
progress, and raw data.
The above noted data is to be shared between the Parties at the time of execution of the
agreement, at no cost to any of the Parties. New data collected or updated is required to be
shared on an annual basis between the Parties or upon completion of the specific
project /program.
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Appendix 3 Township Annual Report Submission
NVCA and SSEA in accordance with the Memorandum of Understanding executed with the Township are
required to submit to the Township of Oro - Medonte for review by Council a report on an annual basis th
summarizes the programs /services being provided, permits /applications received and issued, the staff
requirements, and the costs forthe provision of the program /service.
The NVCA and SSEA reports will be appended to a Township staff report prepared in the Township
standard report format.
Notes for NVCA Services:
1. Costs for service delivered include best estimate of total services delivered in Severn portion of Oro - Medonte,
identifying portion paid by Oro - Medonte levy.
2. Staffing number of hours will vary from:
• Project specific detailed precise hours reporting, example Bass lake report card; or
• Estimate based on prorated staff efforts for those broad programs covering more than just the Severn Soun<
watershed in the NVCA jurisdiction, example NVCA staff hours to deliver planning /regulations program if 10
of the overall NVCA permits are issued in Severn Sound watershed lands, then assumption that 10% of NVCA
effort and staff hours cost are spent in Severn Sound watershed lands
Page 81 of 310
Services delivered
(i.e. permits, plan
Program /Service Area
Stewardship & Forestry
Cost for
Program /Service
M
Staffing (#
hours/ #employees)
review,
stewardship
projects)
Planning Services,
Regulations, and Technical
Support
Engineering and Technical
Services, Flood and
Erosion Management
Environmental Monitoring
Administration /Operations
Source Protection��
Water Services — Healthy
Waters /Streams, Water
Quality
Land
Management /Acquisition
Education /Communication
Services
Other Services
- -�
Notes for NVCA Services:
1. Costs for service delivered include best estimate of total services delivered in Severn portion of Oro - Medonte,
identifying portion paid by Oro - Medonte levy.
2. Staffing number of hours will vary from:
• Project specific detailed precise hours reporting, example Bass lake report card; or
• Estimate based on prorated staff efforts for those broad programs covering more than just the Severn Soun<
watershed in the NVCA jurisdiction, example NVCA staff hours to deliver planning /regulations program if 10
of the overall NVCA permits are issued in Severn Sound watershed lands, then assumption that 10% of NVCA
effort and staff hours cost are spent in Severn Sound watershed lands
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Attachment #2 - SSEA Activity Summaries 2012 and 2013
SSEA Activities in Oro - Medonte Twp in 2012
Activity
Twp
Cost
Twp
Benefit
Total
Value
Healthy Streams Project (1 project)
$0
$1,457
$23,048
Tree Distribution
$0'
$1,795
$13,782
Tributary monitoring (Hog, Sturgeon, Coldwater, North)
$0
$101500
$35,000
Stream temperature (7) and benthos (4+4) monitoring
(Coldwater; Sturgeon, North)
$0
$11,000
$47,350
Source Water Protection (SWP Region, Risk
Assessment, WHPAs, SPP)
$0
$120,000
$400,000
Ontario Drinking Water Stewardship Program (Early
Response) 1 projects
$0
$1,117
$140,000
Bass L survey
$10,451
$19,213
$19,213
Provincial Groundwater Monitoring Network
$0
$42,000
$70,000
SSEA Operation
$35,182"
$35,182
$354;864
Totals ("Total value" not including SSEA Operation)
$45,633
$242,264
$748,393
., shored equal NVCA *Scowt to TownsMp arcortlirr9 to M OU
2013 SSEA Activity summary for the Township of Oro - Medonte
Activity
Twp
Cost
Twp
Benefit
Total
Value
Healthy Streams Project (2 projects)
$0
$1,393
$29,301
Tree Distribution
$0*
$2,650
$13,520
Tributary monitoring (Hog, Sturgeon, Coldwater, North)
$0
$10,500
$35,000
Stream temperature (8) and benthos monitoring
(Coldwater, Sturgeon)
$0
$11,000
$47,350
Source Water Protection (SWP Region, Risk
Assessment, WHPAs, workshops for SPP)
$0
$47,860
$430,741
Risk Management Services Project
$2,713
$2,713
$98,091
Bassi survey reporting
$0
$19,213
$19,213
Provincial Groundwater Monitoring Network
$0
$42,000
$70,000
SSEA Operation
$38,598
$38,598
$434,864
Totals ( "Total value" not including SSEA Operation)
$41,311
$175,927
$743,216
Development Services February 5, 2014
Report No. DS2014 -006 Page 14 of 19
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10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Attachment #3 - NVCA Summary of Services 2012 and 2013
2012 NVCA Actions in the Severn
Portion of Oro - Medonte -- part 1
(613,407 minus MOU
reduction)
the NVCA did not
Implement any projects
in the Severn portion of
the tnunic
None charged As per MOU none
�4S0 s, 46 permit and planrgny
6 staff applications.
Planning . and technical
supportfengmeering
included.
Value: - $53,200
This represents 5% of
the total number
applications NVCA staff
review during time
period. See note 7 below
I
Note 1: Planning Program statistics period Is from December 1,2011 to December 18, 2012
Applications reviewed for all of Oro - Medonte represents approximate 6.5% of The watershed total, while the
,.,
Severn portion represents. 596 and remaining part of the municipality within NVCA represents 1.5%,
2012 NVCA Actions in the Severn
Portion of Oro - Medonte - part 2
Development Services February 5, 2014
Report No. DS2014 -006 Page 15 of 19
Page 83 of 310
4 staff
support for Planning
'Value: - •532,000
$9,947
40 hours,
9 Flood Related
1 staff
Communications issued,
monitor weather /flow
gauges
Value: $3,000
Generic Regulations
19S hairs,
Hazard mapping updates
3 staff
Value: $9,700
Purchase Ortho
Photography update,
Development Services February 5, 2014
Report No. DS2014 -006 Page 15 of 19
Page 83 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
2012 NVCA Actions in the Severn
Portion of Oro - Medonte - part 3
2012 NVCA Actions in the Severn
Portion of Oro - Medonte - part 4
and Stewardship
2 staff
maintenance /.
enforcement Apr -Nov,
^-.15 awes in O-M.
2S tours,
Proposal wripng, flagging
1 Staff
trait wW meeting . on site
with forreral Home from
Orillia to develop
Memorial Tree planting
program in 9 -M Lands_
5,460 flours,
Provide access to li,000
3 staff managing
acres Of NVCA owned
11 Conservation
lands.
Afeae
(11,000 acres)
Value Severn portion:
acce"ble to all
59,000 (total NVCA
Ciro- Medonte
program cost 5183,000)
Development Services February 5, 2014
Report No. DS2014 -006 Page 16 of 19
Page 84 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
+"
,l--- ti
G?uogrr l
p� ron La,
, n
�nd�v�
ad/'
C ffo� �e acQ
/Oampopy a0y
d�9 a 9 cost, itc� aovupO��u� ant
{( 60% w9 'CA
dQ
sitewaraship
$0
Received 8 calls from
landowners in the Severn
portion. All were referred to
SSEA> A couple were sent
factsheets'by email. Some
grant accessibility challenges
were noted.
Forest
$0
None charged
As per MOU none
p6anniingj
$21,690
—510 hours
49 permit and planning
seuvaces,
6 professional staff
applications in the Severn
Regugat [loins, and
portion. The applications
Teclhniica➢
represent 5.6% of the total
Support
number applications NVCA
staff review during time
period throughout the
watershed. See note 1 below
for details.( Value approx.
$55,000)
Enginecarling and
$9,554
— 450 hrs 6
Eng. and Tech support for
4echn9cap
prof. /tech staff
Planning and Permits, (value
Serviices,
approx. $33,000)
Regulation hazard mapping
—172 hours
updates Severn portion,
(value approx.$14,000)
Data Maintenance and
updating of watershed wide
—78 hours
datasets Severn portion
(value approx., $6,000)
Mapping requests Severn
—24 hours
portion
(value approx. $2,000)
—41 hours
Database Management
value - $3,500
FGoodl and Erosuon
$9,830
— 45 hrs, 2
8 flood communications in
Management
engineer /tech staff
2013 .
1 snow course and 1 weather
station, 1 flow station
approx.. value $3,500
Development Services February 5, 2014
Report No. DS2014 -006 Page 17 of 19
Page 85 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
Note for programs which provIlde geenerap support not related to specific on
the ground projects On the Severn portion, the cost and vallue prorated
for Severn Portion, at 68% of NVCA jurisdOcctloun wilt pion Oro- Medopnite, for
example Admi nistratilon/ operations support.
Development Services February 5, 2014
Report No. DS2014 -006 Page 18 of 19
Page 86 of 310
PIP, ,
�rd6c�e /G4\��t
Pu'o�r�aan /�t6c�.
` /���➢?�
(u o. rr�, ��o�vic��,
[EonWroonmtnenttall
$16,013
See planning
35 hours - updating forest
MoQnitoriQng /Ccopo
program support
cover and wetlands
gicap /Foreettrgf/
hours above
watershed reporting included
Mslheries support
in planning above.
for Ppan revilew
program
Adm 5 nusttratilo n/
$14,931
300 hours for 6 staff
Provide office support; Admin
operations
Staff, communications
support, finance dept.
phones; hydro, auditor,
insurance, Governance, GIS/
IT technical support
value approx. $24,000)
Source Protection
$0
1 Hydrogeologist
Worked cooperatively with
SSEA through MOU
agreements and SWP
agreement with Lake Simcoe
CA.
HeaRhy
Covered under
See above
Waters/Streams,
forestry and
J9ater Quallilty
Stewardship above
Land
$8,263
Approx. 40 hrs 2
Property inspection &
Management/
staff in Oro - Medonte,
maintenance /enforcement -
Acquisition
in Severn portion
April to Nov. 15 acres in O -M.
Proposal writing, flagging
5,460 hours for 3
trail and meeting on site with
staff managing it
Funeral Home from Oriliia to
CA areas, 11,000
develop Memorial Tree
acres, accessible to
Planting program in O -M
all Oro- Medonte
Lands
residents
Provide access to 11,000
acres of NVCA owned lands.
(Value /cost difficult to
estimate approx.. $IlG,000
to $35,000
fEducattooun
$3,297
Approx. 130 hrs 3
384 students visited 5
/Communication niicaltioon
educators
different
Services
classes /Warminster /Shanty
Bay /Orillia
value approx. 7,000)
Tetall approx.
$83,578
Approximate value
$158,000 ( $134,700 in
Note for programs which provIlde geenerap support not related to specific on
the ground projects On the Severn portion, the cost and vallue prorated
for Severn Portion, at 68% of NVCA jurisdOcctloun wilt pion Oro- Medopnite, for
example Admi nistratilon/ operations support.
Development Services February 5, 2014
Report No. DS2014 -006 Page 18 of 19
Page 86 of 310
10.g) Report No. DS2014 -06, Andria Leigh, Director of Develo...
( UNWIRNG - De1ta0lied breakdown.
Note 1: Planning Program statistics (see below) period is from December 1,
2012 to December 1, 2013. Applications reviewed for all of Oro Medonte
represents approximate 7.4% of the watershed total, while the Severn
portion represents 5.6% and remaining part of the municipality within NVCA
represents 1.7 %.
Development Services February 5, 2014
Report No. DS2014 -006 Page 19 of 19
Page 87 of 310
10.h) Report No. RC2014 -03, Shawn Binns, Director of Recreat...
Township of
REPORT
Proud Heritage, Exciting Future
Report No.
RC2014- 03
To:
Council
Prepared By:
Shawn Binns
Meeting Date:
February 5, 2014
Subject:
Oro - Medonte Community
Arena Renovation Update
Motion #
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. Report No. RC2014 -03 be received and adopted;
2. The additional required project budget of $510,000 be approved and funded as
follows: $460,000 additional debenture and $50,000 Recurrent Energy donation.
3. That the fees and charges bylaw be amended to include a $6.00 per hour (plus
HST) capital charge to arena ice and floor rentals effective 2014/2015 ice season;
4. That a project steering committee be established to oversee and manage the
renovation project.
BACKGROUND:
Discussions on options for the renewal of the Oro - Medonte Community date back to
2009 in the development of the Strategic Facility Plan which provides a long term
strategy for the provision of recreation facilities. With the significant capital investment
required to continue to provide an arena facility, the following principles and objectives
have guided recommendations and decisions to date:
• Meet current and future community needs
• Make the best use of limited capital $
• Extend lifecycle 20+ years
• Capitalize on external grants and funding
• Optimize revenues and operating efficiencies / reduce electrical consumption
• Improve accessibility
• Improve aesthetics and functionality
• Maximize use
• Design for future scaling
Plans are now underway to undertake a significant renovation to the Oro - Medonte
Community. The scope of the project includes:
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 1 of 6
Page 88 of 310
10.h) Report No. RC2014 -03, Shawn Binns, Director of Recreat...
BUILDING, COMMON AREAS, CHANGE ROOMS
- Change layout and to improve functionality, appearance and energy efficiency of
entrance area, enclosed viewing space & community room.
Improve size and layouts of change rooms
- Upgrade /replace plumbing where required
- Roofing replacement - flat roof
- Replace lower siding - upgrade insulation values of building envelope, where
applicable
Improve low -e ceiling to reduce condensation problem
- Improve building dehumidification system to help prevent condensation issues
-Tie in all relevant equipment to a new building automation system
- Extend rear of building to improve building layout and functionality
Relocation of Olympia Room to new building extension
-Add Parks operations area in new addition
'Banquet Hall is excluded from scope
SITE
- Relocating the septic system
Provide additional parking spaces
-Entry / vehicle movement
- Coordinate for future site expansion where appropriate i.e. septic sizing etc..
ICE SURFACE
Replace ice surface including brine distribution piping and concrete pad to
improve efficiency and extend arena life
- Replace dasher Boards — include rink divider to optimize use and revenue
opportunities
- Extend the ice pad 20' length and 5' in width to achieve 200'x 85' NHL size ice
rink
ICE SURFACING EQUIPMENT
- Upgrade pumps and motors to high efficiency equipment with improved on /off or
VFD controls
-Water filtration system
-Heat recovery systems to tie into flood ice water and building heating load
requirements
HVAC
- Replace oil furnace with natural gas fired radiant heating system
- Replace all electric water heaters with natural gas hot water system
Upgrade change room HVAC to include HRV's and radiant heating systems
LIGHTING
- Upgrade lighting to high efficiency LED or equivalent
-Add occupancy sensors and lighting controls linked into a building automation
system
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 2 of 6
Page 89 of 310
10.h) Report No. RC2014 -03, Shawn Binns, Director of Recreat...
ENERGY
*Optimize building efficiency and opportunity for energy incentives
-Review the feasibility of co- generation systems
Preliminary planning estimated the cost to complete the project at $3,047,000 (Class C
estimate) which was included and subsequently approved by Council in the 2014
Capital Budget.
Over the past number of months the project team has made significant progress. The
following has been completed:
• Floor plan has been finalized (Attachment #1)
• A project manager and site supervisor have been retained
• Detailed design is 90% complete
• Revised cost estimates (Class B) have been provided
• Tender issued for contractor pre - qualification (Closes Friday, January 31, 2014)
The intent of this report is to provide Council with an update on the progression and
status of the project.
Background reports
Strategic Facility Plan 2010
RC2013 -09 Strategic Facility Plan Implementation
Presentation to Council — October 16, 2013
RC2013 -23 Oro - Medonte Community Arena Community Arena Renovation
Procurement Strategy
2014 Budget Presentation
ANALYSIS:
The progression of the design has resulted in a number changes to the initial concept
plan and associated budget. While a number of changes have resulted from
requirements for additional work emanating from site verification and more detailed
design work there are notable amendments, specifically:
• Fire requirements (approximately $220,000)
• Water storage tanks for fire suppression;
• Fire separating addition (conventional framing vs. pre- engineered)
• The addition of sliding doors and 10x10 overhead rolling doors;
• Replacing block walls in lieu of attempting to re -use existing walls;
• New sport rubber flooring throughout front of building, hallways and dressing
rooms;
• Minor adjustments to existing bleachers to accommodate shifting the ice pad 5'
to achieve desired width;
• Accessible ramp and viewing area;
• The addition of a female dressing room;
• Inclusion of new flooring, paint, and acoustical tile for the banquet hall;
• Added maintenance space (approximately 1000ft2 to accommodate parks
maintenance equipment).
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 3 of 6
Page 90 of 310
10.h) Report No. RC2014 -03, Shawn Binns, Director of Recreat...
As a result of the above requirements and changes the cost to complete the project as
planned is estimated at $3,556,780 ($3,495,265 + net HST impact of 1.76 %). See
Attachment #2 for a detailed financial breakdown. These estimates are deemed to be
Class "B ", meaning that they have been estimated according to substantive design
specifications. The obvious implication is that an estimated budget shortfall of $509,780
currently exists. As previously noted there is also uncertainty and potential risk
regarding the need for structural reinforcement/remediation of roof beams and the
potential requirement for additional work due to soil and ground water conditions (tests
currently underway).
All of the required and proposed changes are viewed as critical to achieve the project
objectives. While there are portions of the work that could potentially be deferred it
would result in greater costs due to the economies garnered through a large scope and
sequencing of work. Further, there is some opportunity to reduce cost through using
lower quality materials, however the tradeoff would be a negative impact to functionality,
operations, maintenance and /or lifecycle costs. Moreover, these cost saving measures
would be negligible in the scope of the project and would require significant re -work in
design which would impact an already condensed timeline. As such they are not
recommended.
It should also be noted that the Township is expecting to receive financial rebates and
grants for energy improvements which have yet to be quantified.
In addition Oro -Minor Hockey has committed to undertaking a fundraising program and
is amenable to amending the current fees charged to assist with debt
repayment/contribution to facility replacement reserve. Additionally, the Township has
received a generous donation of $50,000 towards the project from Recurrent Energy.
To finance the funding shortfall of $460,000 ($510,000 less $50,000 from Recurrent
Energy) a larger debenture would be required. This would increase the projected
debenture to $2,542,000 and would result in an additional annual debt payment of
approximately $55,200 per annum. The debenture would remain amortized over a 10
year period.
To avoid impact to the tax levy the additional annual payment could be financed from
the general portion of the facility replacement reserve. This will impact the ability to
finance a future arena replacement as funds would be the "borrowed" from the general
facility replacement reserve which would create a deficit in the arena component of the
facility replacement reserve.
It would also be reasonable to include a capital improvement/replacement charge as
part of user fees, as users are benefitting from an improved facility and should
contribute to its eventual replacement. A review of market ice rental rates (Attachment
#3) shows that Oro - Medonte rental rates are significantly lower in all areas in contrast to
the market average. Based on the market and having a significantly improved facility it
would be reasonable to impose a flat fee of $6 per hour (plus HST) on arena ice and
floor rentals. This would equate to an additional $18,720/ year (assuming continuity of
2012/2013 usage) which could be used to offset the additional debt payment and limit
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 4 of 6
Page 91 of 310
10.h) Report No. RC2014 -03, Shawn Binns, Director of Recreat...
the impact on reserve funding to $36,480 annually. If this capital contribution was
extended beyond the 10 year amortization period it could be then used to replenish the
arena replacement reserve. A subsequent report on recommendations to user fees will
be prepared for Council's consideration by the end of the first quarter.
The project is currently projected to be completed by the end of August 2014 to be able
to resume operations the second week of September. Contingency plans have been
made with the Township of Severn which would allow the Township to use their facility
for 3 -4 weeks until the Coldwater Fair. Should the project extend beyond this time frame
the Department will endeavor to secure ice time in surrounding Municipalities.
FINANCIAL:
See Analysis
POLICIES /LEGISLATION:
• Strategic Facilities Plan
CORPORATE STRATEGIC GOALS:
• Financial Stewardship
• Quality of Life
• Safe and Healthy Communities
• Service Excellence
• Sustainability
• External Relations
CONSULTATIONS:
• Director, Finance/Treasurer
• Project Committee
• Fire and Emergency Services
• Building Department
• Preliminary discussions with Oro Minor Hockey
• Simcoe County Municipalities (ice rental fee review)
ATTACHMENTS:
1. Final floor plan
2. Revised cost estimates
3. Review of 2013 market ice rates
4. Current project schedule
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 5 of 6
Page 92 of 310
10.h Report No. RC2014 -03, Shawn Binns, Director of Ri
CONCLUSION:
Advancements in planning and design have required amendments to the project scope
and anticipated budget, resulting in a projected budget shortfall of approximately
$460,000. The proposed design achieves all of the project objectives. A requirement to
reduce budget will result in a trade -off which will impact quality i.e. project objectives
and timelines.
A proposed funding strategy has been developed that would entail an additional
debenture of $460,000 resulting in an additional annual debt repayment of $55,200.
This could be funded through a combination of user fees ($6 /h capital charge) and from
reserve funding without impact to the tax levy. Should the proposed capital charge be
extended over 20 years the additional debt payments could be primarily financed by
user fees with minimal impact on the facility replacement reserves.
Respectfully Submitted,
Shawn Binns
Director, Recreation and Community Services
SIVIT Approval / Comments: I C.A.O. Approval / Comments:
Recreation and Community Services February 5, 2014
Report No. RC2014 -03 Page 6 of 6
Page 93 of 310
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10.h) Report No. RC2014 -03, Shawn Binr Dire
t,
ESTIMATE SUMMARY SHEET
DATE.
January 21, 2014
Customer:
Tovmship of Oro Medonte
Project Number:
S -13025
Estimator:
Joseph G. Emmons, PQS
Estimate Review:
Project Description:
Complete Renovation -Oro Medonte Community Center
GFA m2
3578
Schedule'B' Estimate
GFA (sl)
38490
No.
SPEC. SECTION
Price Carried
COMMENTS
Division #1
General Reauirementy
01 11
Professional Consultants
$ 113,400.00
0121
Allowances - HVAC Convert, Low' E'
$ 75,000.00
01 31
Supervision and Coordination
$ 135,000.00
01 32
Construction Progress Documentation
$
0141
Regulatory Requirements
$ 2,500,00
01 54
Construction Aids
$ 4,000.00
0156
Temporary Barriers and Enclosures
$ 8,000.00
01 58
Project Identification
$ 800.00
0174
Cleaning and Waste Management
$ 11,920.00
S 350,620.00
Division #2
Edge Conditi
0241
Demolition
$ 94704.00
0282
Asbestos Remediation
$
$ 94,704.00
Division #3
Concrete
0311
Concrete Forming
$ 49,156.00
03 15
Conte Accessories
$ 400.00
0321
Reinforcing Steel
$ 23,482.16
0330
Cast -In -Place Concrete
$ 74;666.00
0331
Structural Concrete
$ 138,005.00
0335
Concrete Finishing
$ 7,200.00
S 292,909.16
Division #4
Masonry
0422
Concrete Unit Masonry
S 121,170.00
$ 121,170.00
Division 95
Metals
0521
Steel Joist Fnaning
$ 64,800.00
0531
Steel Decking
$ 19,700.00
0541
Structuml Metal Stud Framing
$ 2,000.00
0552
Metal Railing
$ 14,900.00
0553
Metal Grating
S 4,800.00
0556
Formed Metal Fabrications
$ 9,000.00
S 115,200.00
Division #6
Wood & Plastic
06 11
Wood Framing
$ 10,000.00
$ 10,000.00
Division #7
Thermal & Moisture Protection
0721
Thermal Insulation
$ 34,948.00
0742
Will Panels
$ 46,688.00
0751
Flat Roof Systems
$ 83,170.00
0792
Joint Sealants
S 1,500.00
0795
Expansion Control
$ 7,500.00
S 173,806.00
Division #8
Doors & Windows
08 H
Metal Doors and Frames
$ 17,680.00
0832
Sliding Glass Doors
$ 44,000.00
0836
Panel Doors
$ 15,500.00
0851
Exterior Windows
$
0871
Door Hardware
$ 10,400.00
0881
Glass and Glazing
$ 56,160.00
$ 143,740.00
Division #9
Finishes
0922
Su ort for CVpsum Board
$ 1,400.00
0929
Gypsum Board
$ 896,00
0951
Acoustical Ci1mg
S 16,62650
0962
Specialty Flooring
$ 136,500.00
0964
Wood Flooring
S
0968
Carpeting
$ 1,520.00
0991
Painting
$ 70,295.50
$ 227,238.00
Division 910
specialties
1011
Visual Display Surfaces
S 2,040.00
1014
Signage
S 750.00
1021
Compartments and Cubicles
S 8,800.00
1028
Toilet and Bath Accessories
$ 4,250.00
$ 15,840.00
Division #11
Equipment
$
Division #11
Furnishin s
1232
Manufactured Wood Casework
$ 25,725.00
1236
Countertops
$ 1,400.00
1263
Stadium & Arena Seating
$ 7,500.00
$ 34,625.00
Division #13
Special Construction
13 18 Ice
Rinks - Incl. under slab Pipe, Plant and Boards
$ 813,000.00
$ 909,280.00
Division #14
Convevine systems
$
Division #21
Fire Suppression
$
for of Recreat...
Page 101 of 310
10.h) Report No. RC2014 -03, Shawn Binrik, Dire
c
STEENHi'3F
ESTIMATE SUMMARY SHEET
DATE:
January 21, 2014
Customer :
Township of Oro Medonte
Project Number :
S -13025
Estimator :
Joseph G. Emmons, PQS
Estimate Review:
Project Description:
Complete Renovation -Oro Medonte Community Center
GFA (m2)
3578
Schedule'B' Estimate
GFA (sf)
38490
No.
SPEC. SECTION
Price Carried
COMMENTS
Division #22
Plumbin
22 13
Facility Sanitary Sewerage
$ 2,450.00
2242
Commercial Plumbing Fixtures
$ 65,124.00
$ 67,574.00
Division #23
Heatin Ventilatin and AC
2339
Ventilation Hoods
$ 10,000.00
2352
Heating Boilers
$ 41,840.00
23 54
Furnaces
$ 55,000000
$ 106,840.00
Division #16
Electrical
2605
Common Work Electrical
$ 129,513.00
2652
Emergency Lighting
$ 3,500.00
$ 133,013.00
Division #27
Communications
2751
Communications
$ 5,000.00
$ 5,000.00
Division #18
Electrical Safety and Security
Division #31
Earthworks
31 23
Excavation and Fill
$ 45,000.00
$ 45,000.00
Division 432
Exterior lm rovements
32 11
Base Courses
$ 1,300.00
32 12
Flexible Paving
$ 3,250.00
32 17
Paving Specialties
$ 1,000.00
3284
Planting Irrigation
$ 3,500,00
3291
Planting Preparation
$
3292
Turf and Grasses
$ 2,500 00
3293
Plants
$
$ 11,550.00
Division 433
Ufililies
33 16
Water Storage Tanks
$ 120,000,00
33 21
Water Supply Wells
$ 20,000.00
3331
Sanitary Sewage Piping
$ 45,000.00
$ 185,000.00
SUB -TOTAL PROJECT COSTS $ 3,043,109.16
GENERAL CONTINGENCY - 5%1 S 152,155
OVERHEAD - 5'%
Construction ManagementFee- Maximum Upset $ 300,000.00
SUB -TOTAL PROJECT COSTS I S 3,495,264.62
HST $454,384.40
TOTAL PROJECT COSTS I S 3,949,649.02
for of Recreat...
Page 102 of 310
o
ITask
ITask Name
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Thu 3 /6/14 16
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order long lead items - ice
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Mon 12/9/13
Fri 9/26/14
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_ - Working Drawings to 50%
38
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1
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General Conditions and
92 days?
Mon 12/9113
Toe 4 /15/14
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Install temporary power
Pre-Construction
Mon 3110/14
Mon 3/10/14
Pr(• -Eng Prequalificatian and Tender
7 l3
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N.C. to Proceed
0 days
Mon 12/9/13
Mon 12/9113
3
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C.m.ctsigning
0days
Man 1/13 /14
Man 1 /13174
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Tue 1/7/14
Tue 1/7/14
1 day
Man 3/10/14
project schedule
plant
II
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O days
Mon 1/13114
Man 1/13/14
6
benchmarks
Foundation Only Permit
10days
Tue 2/4/14
Mon 2/17/14 15
.
Application
7 :s3
9%
Working Drawings to 50%
21 days?
Fri 1 /3114
Fri 1 /31114
a
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25days?
Man 2 /3/14
Fri 3/7/14 7
9
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Full Permit Application
30 days
Man 3/10/14
Fri 3/21/14 8
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MTO approval
20 days
Mon 2/3/14
Fri 2/28/14 7
11 ;Lam
Prequalify Trades
60 days
Mon 1/6114
Fri 3/28/14
1?
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52 days?
Mon 2 /3/14
Tue 4 /15/14
13
Long lead procurement
40 days
Fri 1/10/14
Thu 3/6/14
14 -�
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*7 days
Fri 1/10114
Mon 1/20/14
IS
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Submit shop drawings and
2 wks
Tue 1/21/14
Man 2/3114 14
order long lead Items -
pre -eng
16
1. Plant /rink
7days
Wed 1 /22/14
Thu 1/30/14
Prequalificadon and Tender
snes;e_ey
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17
and Pre -Construction!
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2wks
Fri 2121/14
Thu 3 /6/14 16
♦ 1/13
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♦ 1/7
order long lead items - ice
schedule
Submltupdated COStir,
a 1/13
Foundation Only
plant
Permit Application
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_ - Working Drawings to 50%
38
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Mobilize to Site
Z days
Mon 3/10/14
Tue 3/11/14
Prequalify Trades
19
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Install temporary power
1 day
Mon 3110/14
Mon 3/10/14
Pr(• -Eng Prequalificatian and Tender
Submit shop
'Submit shop drawings and order long lead items - pre -eng
panels
Zang lead items -
pre -eng
Ice Plant /rink
lice Plant/rink Prequalificatian and Tender
Prequalification and
Tender
20
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Set up site office
1 day
Man 3/10/14
Mon 3/10114
plant
II
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1day
Mon 3 /10/14
Mon 3 /10114
set up site office
set up site office
benchmarks
Set line and grade benchmarks
benchmarks
0
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1
and Pre -Construction!
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♦ 1/13
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IFC Drawings- 100%
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- .___. Full Permit Application
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'�Ax _ MTO approval
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Prequalify Trades
ContraaTrades
Contract Trades
Long Lead Proozreme
Pre -Eng Prequaliflcatii;
Pr(• -Eng Prequalificatian and Tender
Submit shop
'Submit shop drawings and order long lead items - pre -eng
drawings and order
Zang lead items -
pre -eng
Ice Plant /rink
lice Plant/rink Prequalificatian and Tender
Prequalification and
Tender
5ubmitshop
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drawings and order
long lead items - ice
plant
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&
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Install temporary pourer panels
power panels
set up site office
set up site office
Set line and grade
Set line and grade benchmarks
benchmarks
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Foundation at Front Entrance?
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2days
Mon 3 /10/14
Tue 3 /11/14
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41 .r4
and temporary fencing
Mon 5112/14
Fri 5/23/14 40,38
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dawn yard and
Erect pre -eng steel
42
pre -eng cladding and roofing 2 wks
Mon 5/26/14
Fri 6/6/14 41
pre -eng cladding and
temporary fencing
Tvl .pre -eng cladding and roofing
23
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Site Work and Dmolition
50 days
Tue 4/1/14
Mon 6/9114
Site Work and Demob
24
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Clear and grub site
2days
Tue 4 /1/14
Wed 412/14 20,22
Clear and grub site
%a pre -eng liner panel
25 !
Demolition - existing
14 days
Wed 4 /9/14
Mon 4 /28/14 24,22,47,51
Demolition- existing
Manual crogreas
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changerooms, Ice rink slab,
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existing boards etc
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26
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Septic Excavation and Install
iwk
Tue 4/29/14
Mon 5 /5/14 25
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Install
27
at
Fire Water Tank Install
2wks
Tue 5 /6114
Mon 5 /19/14 26
Fire Water Tank Install
28
S
Well Installation
I
Tue 5/6/14
Mon 5 112/14 26
Well installation
29
04
Foundations
24days
Tue 4 /8/14
Fri S/9/14 24
Foundations
!
30
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Excavate foundations -rear
4 days
Fri 4/18/14
Wed 4/23/14 25FS -7 days
Excavate
Portion only
foundations- rear
portion only
31
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Forth column piers and
2days
Thu 4/24/14
Fri 4 /25/14 30
Form column plats
spread footings
and spread footings
32 i®
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5 days
Tue 4/8/14
Mon 4/14/14
Foundation at Front
Entrance?
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1
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Set reinforcing and anchor
3 days
Mon 4/28/14
Wed 4130/14 31
Set reinforcing and
bolts
anchor bolts
34
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Pour column piers and
2 days
Thu 5/1/14
Fri 5/2/14 33
Pour column piers
foundations
and foundations
35
Cure piers and foundations
3 days
Mon 5/5/14
Wed 5/7114 34
Cure piers and
foundations
36
Strip farms
1 day
Mon 5/5/14
Mon 5/5/14 34.
Strip wall forms
37
on
Backfill
2days
Tue S /6/14
Wed 5/7 114 36
Backfill
38
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Rough -in underground
2 days
Thu 5/8/14
Fri 5 /g /14 37
Rough -in
electrical and plumbing
underground
electrical and
39
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Steel Erection
104 days
Tue 2/4/14
Fri 6/27/14
Steel Erection �-
..
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Demolition. existing change— nns,ice rink slab,existing boards etc
_ Septic Excavation and Install
- Fire Water Tank Install
Well Installation
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6 weeks
41 .r4
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Mon 5112/14
Fri 5/23/14 40,38
Erect pre -eng steel
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42
pre -eng cladding and roofing 2 wks
Mon 5/26/14
Fri 6/6/14 41
pre -eng cladding and
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Mon 6/23/14
Fri 6/27/14 42FS +10 days
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summary
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_
44 ay
_
steel far new Boards
5days
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Man 6/2/14
Fri 616/14 53
steel for new Boards
45
miscellaneous steel at
3 days
Mon 6/9/14
Wed 6/11/14 42
miscellaneous steel ail
openings
openings
46
Overhead Doors
6 days
Thu 6/12/14
Thu 6/19/14 45
Overhead Doors
4/ d'
Re and Re of Existing Steel
1 day?
Mon 3/24/14
'Mon 3/24/14
Structure Ceiling
48 R
Remove insulation
3 days
Mon 3/24/14
Wed 3/26/14
Remove Insulation
49
sandblast
5 days
Tue 3/25/14
Mon 3/31/14 48F5 -2 days
sandblast
So }
repaint
5 days
Fri 3/28/14
Thu 4/3/14 49FS -2 days
repaint
51
reinsulate
5days
Wed 4 /2/14
Tue 4/8/14 SOFS -2 days
reinsulate
Farm and Pour Concrete Floors 44 days
Thu 5/1/14
Tue 7/1/14
Form and Pour
Concrete Floors
S3
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Form and pour perimeter
5 days
Mon 5/26/14
Fri 5/30/14 41
Form and pour
raised slab
perimeter slab
54 04
prep rink sand
5 days
Mon 6/2114
Fri 6/6/14 41,53
prep rink sand
55 IH4
prep rink insulation
3 days
Mon 6/9/14
Wed 6/11/14 54,53
prep rink insulation
i
56 R
prep rink rebar
3 days
Thu 6/12/14
Mon 6/16/14 55
prep rink raiser
57 n
prep rink tubing
3 days
Tue 6/17/14
Thu 6/19/14 56
prep rink tubing
51 I� aey
Pre -Pour Coordination
0days
Thu 5/1/14
Thu 5/1/14
Pre -Pour
meeting
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59
pour rink slab
1 day
Fri 6/20/14
Fri 6/20/14 56,57
pour rink slab
Wet cure slab
7days
Mon 6 /23114
Tue 7 /1/14 59
61 aaQ
Install non -rink slab rebar
5 days
Tue 6/17/14
Mon 6/23/14 56
Install non -rink slab
and in -floor utilities
rebar and in -floor
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utilities (including
electrical, plumbing)
mechanical,electriaij
63 ,® W.
pour changroom floors
3days
Tue 6 /24/14
Thu 6/26/14 61,59
pour changroom floor'!
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Urpentry, Drywall and
22 days
Mon 6/9/14
Tue 7/8114
Carpernry,Dryeas"
Insulation
and Insulation
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2days
Mon 6 /9/14
Tue 6 /10/14
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2 wks
Wed 6/11/14
Tue 6/24/14 64
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Metal Stud
4 days
Tue 6/17/14
Fri 6/20/14
Metal Stud
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3 days
Mon 6/23/14
Wed 6/25/14 66
Insulation
66 I
Boarding
5days
Thu 6/26/14
Wed 7 /2/14 67
Boarding
Task
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prep rink rebar
prep rink tubing
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Masonry Work
46 days
Fri 5/23/14
'Fri 7 /25114
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Rough -In plumbing at toilets I wk
Fri 6/27/14
Thu 7/3/14
62
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toilets and masonry
walls
72 1 ti
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3 k
Mon 6/30/14
Fri 7/18114
43,45
Lay masonry at
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changer oms
changer—ms
73 -4
Install roof drains
2 days
Fri 5/23/14
Man 5/26/14
Install roof drains
r. install mof drains
74 W.
Install tile In washrooms
1 wk
Mon 7 /21/14
Fri 7/25/14
71,72
Install tile in toilet roo
Install file in toilet rooms
75 K
dean masonry
3 days
Mon 7 /21114
Wed 7/23/14
71,72
Clean masonry
Clean masonry
76
Roofing
21 days
Mon 619/14
Mon 7/7/14
Roofing
�. ®n
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Install parapet blacking
4 days
Mon 6/9/14
Thu 6112/14
Install parapet bbcklnl
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78 1j n
roofing
8 days
Fri 6 /13/14
Tue 6/24/14
17,73,77
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cap flashing
4days
Wed 7 /2/14
Mon 7 /7/14
78F5 +5 days
cap flashing
cap flashing
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1 wk
Mon 6/16/14
Fri 6/20(14
Set rooftop equipmen;
-: Set rooftop equipment
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Windows and Doors
30 days
Mon 7 114/14
Fri 8/22/14
Windows and Doors
B2 ;� son
Install curtain wall at main
2wks
Mon 7/14/14
Fri 7 /25/14.
Install curtain wall at
Install curtain wall at main entrance
entrance
main entrance
83 9%
Install doors and hardware 3 days
Mon 7/28114
Wed 7/30114
82
Install doors and '�,
install doors and hardware at main entrance
at main entrance
hardware at main
entrance
94 ;® an
Install interior doors and
2 wks
Mon 8/11/14
Fri 8122/14
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Install interior doors and hardware
hardware
and hardware
as of
Building Fhdshes
30days
Mon 7/211/14
Fri -9/S/14
Building Finishes
96 410�
Install millwork and wood
1 wk
Thu 7 /31/14
Wed 8/6/14
83
Install millwork and
Install millwork and wood trim
trim
wood trim
87 w¢
painting
4 k
Mon 7 /28/14
Fri 8122/14
Painting
-,- Painting
83 rq
Flooring- sports flooring and
3 wks
Fri 8/8/14
Thu 8/28/14
Flooring
- Flooring
tile?
83 1 n
Install telling grid
1 wk
Mon 8/18/14
Fri 8/22/14
Install ceiling grid
Install ceflin d
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Install ceiling tile
1 wk
Mon 8/25114
Fri 8 /29/14
89
Install ceiling rile
Install ceiling the
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Ice Rink Boards and Glass
2 wks
Mon 8/11/14
Fri 8/22/14
59
Ice Rink Boards
F .. Ice Rink Boards
92 Its
Bleecher Rework
4 k
Mon 8 /11/14
Fri 9 /5/14
Bleecher Rework
.. Bleecher Rework
O
93
Exterior Work
28 days
Mon 8/4/14
Wed 9/10/14
H7
Exterior Work
a
94 3 .4
Sdft Landscaping
3 days
Mon 9 /8/14
Wed 9/10/14
Soft Landscaping
Soft Landscaping
Q95
Granulars for new asphalt
4 days
Mon 8/4/14
Thu 8/7/14
Granulars for new asp;
fw Granulars for new asphalt
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Curbs and Walks
4days
Fri 8 /8/14
Wed 8/13/14
95
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$104.00
$124.00
$104.00
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$170.07
$65.41
$119.05
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$170.09
$138.97
$155.93
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$125.74
$16074
$84.40
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$162.95
$198.62
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$91.21
$127.69
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$130.00
$115.00
$70.00
$50.00
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$158.11
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1$105.76
$161.18
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1$112.15
$150.60
$133.25
$86.13
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10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
Township of
REPORT .ice
Proud Heritage, Exciting Future
Report No.
RC2014- 04
To:
Council
Prepared By:
Shawn Binns
Meeting Date:
February 5, 2014
Subject:
Oro - Medonte Community
Arena Renovation Project
Governance
Motion #
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only
It is recommended that:
1. Report No. RC2014 -04 be received and adopted;
2. The Terms of Reference for the Oro - Medonte Community Arena Renovation Project
Steering Committee be approved;
3. That the Project Steering Committee be appointed to oversee and manage the Oro -
Medonte Community Arena Renovation Project as outlined in the Terms of
Reference;
4. That the Project Steering Committee be granted exemption from the procedures
outlined in the Township's Purchasing Bylaw 2004 -112 when deemed necessary
and expedient to realize project objectives. In such cases, the general intent of the
Bylaw shall be followed.
BACKGROUND:
At its meeting of November 17, 2014 Council received staff report RC2013 -23 Oro -
Medonte Community Arena Community Arena Renovation Procurement Strategy. The
report adopted by Council approved completing the project using a construction
management approach to procurement and highlighted the challenges with completing
the project within a limited timeline. The project has a number of inherent challenges,
notably:
• Minimizing the time required to procure goods and /or services while balancing
the requirements of the Township's Purchasing Bylaw;
• Promptly making decisions with respect to scope, cost and timelines;
• Ensuring the project achieves its objectives — planning and control function;
• Internal coordination;
• Effective communication both internally and with stakeholders;
Ensuring accountability;
Mitigating potential risks associated with the project;
Ensuring effective project closeout and evaluation.
Recreation and Community Services February 5, 2014
Report No. RC2014 -04 Page 1 of 4
Page 109 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
With the extensive scope and complexities associated with the project, effective project
governance is critical to achieving the project objectives.
Project governance differs from overall corporate governance as it aligns the project
objectives to corporate strategy and provides the management framework for how the
project is organized, how decisions are made, outlines accountabilities, and the means
by which major project stakeholders exchange timely, relevant and reliable information.
The intent of this report is to recommend a project governance framework to ensure the
successful completion of the project.
Backaround reports
Strategic Facility Plan 2010
RC2013 -09 Strategic Facility Plan Implementation
Presentation to Council — October 16, 2013
RC2013 -23 Oro - Medonte Community Arena
Procurement Strategy
2014 Budget Presentation
ANALYSIS:
Community Arena Renovation
A recommended governance framework and a proposed Terms of Reference for the
Oro - Medonte Community Arena Steering Committee are attached for Council's
consideration.
To ensure the project has the greatest success in being completed within the limited
time frame it is recommended that the Steering Committee be delegated authority to
make decisions with respect to scope, cost and time within approved budget
parameters. Furthermore, the committee will need some flexibility in the administration
of the purchasing Bylaw to ensure that the procurement process can be expedited to
avoid delays. The general intent, purpose, goals and objectives shall guide all
procurement decisions.
Purpose, Goals and Objectives
a) To encourage the most open, competitive bidding process practicable for
the acquisition and disposal of goods and /or services, and the objective
and equitable treatment of all vendors.
b) To procure by purchase, rental or lease the required quality and quantity of
goods and /or services in an efficient, timely and cost effective manner.
c) To maximize savings for taxpayers.
Recreation and Community Services
Report No. RC2014 -04
February 5, 2014
Page 2 of 4
Page 110 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
d) To ensure openness, accountability and transparency while protecting the
financial best interests of the Township.
e) To procure goods and /or services with due regard to the preservation of
the natural environment.
FINANCIAL:
11 N.%Jju%,L vu 111a11uycuiyuverneU according To Tinanciai parameters approved by
Council.
POLICIES /LEGISLATION:
bylaw 4004 - i 12 rurcnasing ana i enaering Procedures
CORPORATE STRATEGIC GOALS:
re_
r-n icu iuiai otewarasnip
• Service Excellence
• Sustainability
• External Relations
• Safe and Healthy Communities
CONSULTATIONS:
vnCVwi, r-rridncei i reasurer
• Project Committee
• Fire and Emergency Services
• Building Department
• Preliminary discussions with Oro Minor Hockey
• Simcoe County Municipalities (ice rental fee review)
ATTACHMENTS:
i !1 RA -J /1____.____
1V1VUVHLG vviiuiiuiiiry Hrena Renovauon rroject Steering Committee Terms of
Reference.
CONCLUSION:
rtt__L:.._ ._
`IlUtILIvG N!UjcL;r yuvernance is critical Tor a project to be successful and meet the
objectives of its various stakeholders. The proposed governance framework will assist
in aligning the project with overall objectives, provide for holistic decision making,
ensure accountability, mitigate risks, enhance internal cooperation, collaboration,
communication and coordination to effectively plan and control the project scope, cost,
and timelines.
Recreation and Community Services February 5, 2014
Report No. RC2014 -04 Page 3 of 4
Page 111 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
Respectfully Submitted,
Shawn Binns
Director, Recreation and Community Services
SMT Approval / Comments: I C.A.O. Approval / Comments:
Recreation and Community Services February 5, 2014
Report No. RC2014 -04 Page 4 of 4
Page 112 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat:..
Township of Oro - Medonte
Arena Renovation Project Steering Committee
Terms of Reference
Project objectives and guiding principles
• Meet current and future community needs
• Make the best use of limited capital $
• Extend lifecycle 20+ years
• Capitalize on external grants and funding
• Optimize revenues and operating eff iciencies
• Reduce electrical consumption and environmental footprint
• Improve accessibility
• Improve aesthetics and functionality
• Maximize use
• Design for future scaling
Scope
The primary focus of the Arena Renovation Steering Committee is to provide oversight
and management of the project within the parameters approved by Council.
Role and Mandate
With the complexity associated with a large renovation project and the Township and its
consultants undertaking the role of project management, an interdisciplinary team
consisting of representatives from relevant Departments and Council will provide a
holistic perspective in overseeing the project and ensuring the achievement of its
objectives. It will also improve coordination and communication as well as improving
decision making with respect to the project parameters of scope, cost and timelines.
The steering committee shall operate as an Ad Hoc Committee of Council. Its role and
mandate are to:
• Ensure the project achieves its objectives and remains aligned with Council's
strategic priorities;
• Provide approvals and direction to consulting team on matters related to project
scope, cost and timelines within the budget parameters approved by Council;
• Guided by the Township's Procurement Bylaw, review purchasing documents,
bid submissions, and approve contractual agreements;
• Develop approaches to mitigate projects risks including occupational health and
safety;
Page 113 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
• Ensure compliance with all applicable legislation;
• Provide regular communication and updates to Council and stakeholders.
Steering Committee Structure
The steering committee shall be structured to include the following representatives:
Shawn Binns Director, Recreation and Community Services
Rick Yule Supervisor, Facility and Parks Operations
Jonathan Roe Parks and Facility Operator
Paul Gravelle Director, Finance/ Treasurer
Bobbi King Chief Building Official
Council Members (2) Appointed by Council
Non -Core Members (as required)
Robin Dunn Chief Administrative Officer
John Wigle Fire Prevention Officer
Samah Othman Corporate Communication Specialist
The overall project will be organized as follows:
Project Governance Framework
Council
Primary Consultant
Project Steering Committee External Stakeholders
(Steenhof)
Design Contract General Project Manager
Admin Review (Steenhoi)
dB Storey I I LAS Ene,.gy ( Site Supervisor
Refrigeration
Sub - Contractors
Page 114 of 310
10.i) Report No. RC2014 -04, Shawn Binns, Director of Recreat...
Project Timelines
Broad project timelines are attached as Appendix A.
Meetings
A large portion of the work will be conducted through meetings, with material
transmitted through electronic means, hard copy, and presentations from consulting
team.
The Director, Recreation and Community Services or designate shall assume the role of
Chair.
In the preliminary project stages, meetings will occur on a bi- weekly basis and may
decrease in frequency as the project advances. Additional meetings will be held at the
call of the Chair with attempts to accommodate the schedules of all committee
members.
The following basic operating procedures shall govern meetings:
• A majority of members shall constitute a quorum. A quorum must be present for
a meeting to convene. In the event quorum is not achieved and project needs
require business advanced, the Chair may proceed with the meeting and the
requirements for a quorum shall not apply.
• Decisions will be reached by consensus when possible. If consensus is not
achievable the majority shall rule.
Committee Communication
Minutes will be produced following each meeting. The minutes will provide a record of
the decisions made at the meeting, a listing of assigned tasks and the date and location
of the next meeting. The project consulting team shall be responsible for the preparation
and distribution of meeting minutes to committee members.
Project progress reports and updates shall be provided to Council on a monthly basis or
as requested by Council.
Page 115 of 310
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2 �}'
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1 day
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'1 day
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benchmarks
benchmarks
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s 1/13
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n§ Prequalification and Tender
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;Fri 4/18/14
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'5 days
Tue 4/8/14
'Mon 4/14/14
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3 days
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:104 days
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Oro- Medonte Preliminary
Construction and Design Schedule
ID Task
';Mode
Task Name
�DU2[ion
'Start
'';,Finish :Predecessors
';Resource Names , pe<ember ''lanuary
:. rebreary MarFM1 ',, gpol ;May.
1June ;July :, NUgurt (September iOnober ;November iDxember
44
steel for new Boards
5 days
.-
Mon 6/2/14
_ _ :_..... _ -.
Fri 6/6/14 53
...... ___..... L1R513/1,13/_8f2/142/2j3(2 {1/51/121(191(26 2/212/9 3/lfi2/23 3/$,13/9 3/163(23,3(30; 4(64(13_4(304/27 5 0:5 15185
_./. Ll (_L/1
35: fi fi 156 2 Ifi 9) 6 >) 1 1, i 1 1
/86/ / ./ 2,.(,/ 13 ../207/2)E/38/108(1)8/249(319/l 9(_3<9L219( 2810( 510(1 0/ 1$ 01 2Q31/ 2,1 1 /9k1[lfll(2 }ll3(12(IF2L14.2LS1.
steel for new Boards
{
steel for new Boards
45
miscellaneous steel at
3 days
:Man 6/9/14
Wed 6/11/14 42
sc Ilaneous steel at
, mfuellaneous Heel at openings
openings
:openings
i
)
46 alb
Overhead Doors
6 days
Thu 6/12/14
Thu 6/19/14 45
Overhead Doors
- TM Overhead Doors
47
: Re and Re of Existing Steel
':I day]
Mon 3/24/14
:Mon 3/24/14.
Structure Ceiling
48 an
Remove insulation
3days
Mon 3 /24/14
(Wed 3 /26/14
;Remove insulation 1.
. Remove insulation
49 as
sandblast
',5 days
Tue 3/25/14
:Mon 3 /31/14 48FS -2 days
sandblast
i5e,sannaflahist
So-!
repaint
5 days
:Fri 3/28/14
Thu 4/3/14 49FS -2 days
:repaint
1 repain t
51
reinsulate
:5 days
Wed 4 /2/14
Tue 4 18/14 5OFS -2 days
reinsulate
i reinsulate
52 awj
Form and Pour Concrete Floom 44 days
Thu 5/1114
Tue 7/1/14 :
..Form and Pour 1
'Concrete Floors
s3 !
Form and pour perimeter
5 days
.Mon 5/26/14
Fri 5/30/14 41
Form and pour
:Form and pour perimeter slab
raised slab
1
'.perimeter slab
j
j
1
54 1
prep rink sand
5 days
Mon 6/2/14
Fri 6/6/14 41,53
prep rink sand
1
!
re k send
P Pdn
55 aj
prep rink insulation
3 days
:Mon 6 /9/14
:Wed 6 /11/14 54,53
.prep rink insulation
;
;prep rink insulation
56 116
- prep rink repair
:3 days
Thu 6/12/14
'Mon 6/16/14 55
-.prep rink rebar
,prep rink rebar
57 Bg
prep rink tubing
3 days
Tue 6/17/14
Thu 6119/14 56
...prep rink tubing
3,pimpflinktabling
Sam aq.
: Pre -Pour Coordination
0 days
Thu 5/1(14
Thu 511/14
Pre -Pour
+ 511
meeting
:
:
Coordination meeting;
59 SIR
pour rink slab
Iday
Fri 6 /20/14
Fri 6120/14 :56,57
pour rink slab
E
'rpour.rinkslab __. _...._._.
60
wet cure slab
7 days
Mon 6/23/14
Tue 7 /1/14 59
-.
61 V1%
Install non -rink slab rebar
5 days
Tue 6/17/14
.Mon 6/23/14 :56
:Install non-rink slab
,Install non -rink slab rebar and in -floor utilities (including mechanical,electdcal,plumbing)
and in- flnor utilities
.rebar and In floor
(includimg mechanical,
utilities Including
electrical, plumbing)
mechan'cal,electrlcal,I
62 -� !
pour changroom floors
3 days
Tue 6/24/14
Thu 6126/14 .61,59
'pour changroom floor
i
I l
-pour changroomfl o
63 1
Carpentry, Drywall and
22 days
:Mon 6 /9/14
;Tue 7 18/14 :
Carpentry,Drywall
Insulation
and Insulation
_{
64 y
install z girts for exterior
2 days
Mon 6 /9/14
Tue 6 110/14
install z ghts for
;
B install z guts for eMedor siding
siding
'exterior siding
j
65 -4
Install eater or r gid
2 wks
Wed 6/11/14
Tue 6/24/14 64
install exterior rigid
j
Install exterior rigid ins; lotion and siding
Insulation and siding
insulation and sld rig -
11
66
Metal Stud
4 days
Tue 6/17/14
Fri 6/20/14
.Metal Stud
dR,MemI Stud
67 0 as
Insulation
3days
:Mon 6/23/14
'Wed 6 /25/14 66
.,Insulation
'',Insulation
—
68 0$
Boarding
5days
Thu 6/26/14
Wed 7 /2/14 67
'.Boarding
I
liss, .,Boarding 1,
Task
Summary
��1 Inanive Milestone pura0on only
Stamonly L Enemal Milestone
A Manual Progress
Project 01- Updated Proposed
Split
............
..... Profezt Summary
3'� Inanrve Summary a" "' " "' " "". Manual Summary R011up
Finish -only 7 Deadline
;
MileAOne
O
Inattive Task
Manual Task Huai Summary
I-1 Ex[erral Tasks Progress
Page 3
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Name ,Duration Start ;Finish iPredecessors ;Resource Names
78
Masonry Work
46 days
:Fri 5/23/14
-:Fri 7 /25/14
:
Masonry Work
]I at
Rough in plumbing at toilets :1 wk
Fri 6/27114
Thu 7/3/14
62
'.Rough in plumbing at
:Mon 7128/14
and masonry walls
an
Install millwark and wood
:1 wk
Thu 7 /31/14
'.toilets and masonry
walls
72 at
: Lay masonry at
3 wks
Me- 6/30/14
Fri 7/18/14
:43,45
lay masonry at
'4 wks
Chang —curls
-Fri 8 122/14
4
Flooring sports flooring and 3 wks
Fri 8/8/14
changeroams
73 4
Install roof drains
:2 days
Fri 5/23/14
'.Mon 5/26/14
at
:Install roof drains
74
Install tile in washrooms
I wk
.Mon 7 /21/14
.Fri 7 /25/14
71,72
Install tile in toilet roc
78 an
Clean masonry
3 days
:Mon 7/21/14
:Wed 7 /23/14
.71,72
Clean masonry
]6 all
Roofing
ZI days
:Mon 6/9/14
Mon 7/7/14
Exterior Work
'.Roofing
77
Install parapet blocking
4 days
:Mon 6/9/14
Thu 6/12/14
:
Im"ll parapet blockin
78
roofing
':8 days
Fri 6/13/14
Tue 6/24/14
17,73,77
'Roofing
79 ut
cap flashing
4 days
Wed 7 12/14
Man 7 /7/14
78FS +5days
:cap flashing
80 tP
Set rooftop equipment
1 wk
-Mon 6116/14
:Fri 6/20/14
'Set rooftop equipmen
81 W
Windows and Doors
30 days
.Mon 7114/14
,Fri 8/22/14
:Windows and Doors
82 W
Install curtain wall at man
2wks
-Mon 7/14/14
Fri 7 /25/14
_
':Install curtain wall at
entrance
main entrance
83 W4
install doors and hardware
3 days
Mon 7/28/14
Wed 7 /30/14
82
.install doors and
at main entrance
.hardware at main
'entrance
M
at
: Install interior doors and
:2 wks
:Mon 8 /11/14
Fri 9122/14
hardware
as
Building Finishes
30 days
:Mon 7128/14
'.Fri 9 15/14
an
Install millwark and wood
:1 wk
Thu 7 /31/14
Wed 9/6/14 83
trim
Painting
'4 wks
Mon 7/28/14
-Fri 8 122/14
4
Flooring sports flooring and 3 wks
Fri 8/8/14
.Thu 8/28/14
tile?
at
Install ceiling grid
:1 wk
Mon 8 /18/14
'Fri 8 /22/14
at
Install ceiling tile
1 wk
:Man 8/25/14
Fri B/29/14 89
at
Ice Rink Boards and Glass
2 wks
:Mon 8/11/14
'Fri 8/22/14 59
iy',
Bleecher Rework
:4 wks
Man 8/11/14
.Fri 9/5/14
Exterior Work
28 days
Mon 8/4/14
Wed 9/10/14 :87
an
Soft Landscaping
'3 days
:Man 9/8/14
,Wed 9/10/14
10,
Granulars for new asphalt
4 days
'Mon 8 /4/14
:Thu 8/7/14
-all,
Curbs and Walks
Task
4 days
Fri 8 /8/14
,Wed 8 /13/14 95
Install interior doors
and hardware
.Building Finishes
Install millwork and
wood trim
Painting
Flooring
'.Install ceiling grid
:Install telling file
Ice Rink Boards
:Bleecher Rework
'Exterior Work
Soft Landscaping
Granulars for new;
'Curbs and Walks
am raping
Xpe -Rough jn.plumbbi at tailets and masonry walls
Ignessaingo :,Lay masonry at changemams
_Install.rpof drains
Install paape r t b
3
Roofing
TM cap
N Install tile In toilet rooms
Clean masonry
ing
hing
potent
t�
,Install curtain wall at main entrance
install doors and hardware at main entrance
Install Interior doors and hardware
Install millwark and wood trim
Painting
Flooring
Install ceiling grid
j me Install ceiling tile
:Ice Rink Boards
J_7mmsW Bleacher Rework
ec Soft Landscaping
6, Granulars for new asphalt
Curlas and Walks
Summary �"� inaarve Mllezlone ouraliomonly Slan-only L Exlemal Milezmne +8 Manual Progress
Project 01- Updated Proposed sP6! pmJec; Summary Inactive summary )"°"'6"'"°"5 Menual Summary Rollup . Finish -only oeadline ;
Mi @stone ♦ Inaaiw Tazk nual UNOMENEEM Manual Summa
ry r --------�I EMemal Tasks Progress
lanuaryE 2034 _ � - - -'
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Oro - Medonte Preliminary
Construction and Design Schedule
ID .Task
'',Mode
Task Name IDurat
Start
:Finish
Predec sots
,Resource Names Decembtt i January
jFebryary Ma.1h ;April ;lone
luy , qugust ;September :OROber ''�, November eeamher
97
_ --- -- - -_ -- ` " --
Pave and stnpe parking lot 1 wk
f- '_ " -
Mon 8/25/14
Fri 8/29/14
'_ --
96
_ -- ,,.,_ _ _ 1125122,13/aj2/1 9 211 4 22 9 1/5 1[121[lYl
Pave and stripe
fi 3L2_2(9 3(16323: 3L3i3/9,3/163L23JL300_4L6 1.13 L20427 514 5 V5 185 35i 6 :6
2./__/___/1
8 E 155 2216 9' ] 6:'I 1
/ / /_..2 ! ./3,/20�12J 9/38/108/1]a/24Bl31929/ 1492132810/ Sl0/ 1jOL1j02( 11/211[9�1(1�1231/3sl2L1�2L14221
parking lot
Pave and stripe parking lot
98 in
Plumbing 40 days
Mon 7/14/14
Fri 9 /5/14
:
Plumbing
99 1%
Rough -in plumbing 2 wks
Mon 7 114/14
:Fri 7 /25/14
Rough in plumbing
,:.Ret gh -In plumbing
loo !
Sprinkler Rough In 2 wks
.Mon 7/14/14
-,Fri 7 /25/14
-- Sprinkler Rough In
i
Spr nkler Rough N
lot $
Set plumbing fixtures and :1 wk
Man 7/28/14
'..Fri 8/1/14
'99,71
Set plumbing fixtures
i
a
et plumbing fixtures and trim
trim
and trim
102 fej
Hydronic heating completion 4 days
Mon 8 14/14
Thu B /7/14
.101
Hydronlc heating
3
_Hydronic heating completion
completion
i
103 in
Flush, test, and clean piping Z wks
.Mon 8 125/14
.Fri 9 15/14
.87,100,102
Flush,test,and clean
i
Flush,tesiand clean piping and fixtures
and fixtures
piping and fixtures
104 a!y
Electrical 36 days
Tee 7/1S/14
Tue 9/2/14
electrical
f
106 !
Rough In electrical in walls 3 As
and ceilings
Tue 7/15/14
-
'.Man 8/4/14
:
:Rough In electrical in
walls
;
;i
,Rough -in electrical In walls
106 at
pull were in conduit and set 1 wk
Tue 8/5/14
8/11/14
.105
Pull wire in conduit
Pull ,wire in conduit and at area transformers
area transformers
Mon
and set area
3
transformers
i
107 4%
Install and terminate 1 wk
Tue 8/12/14
Mon 8/18/14
'106
Install and terminate
7
,Install and terminate electrical devices
electrical devices :
:
electrical devices
,3
106 ',�
Make electrical terminations 2 days
Thu 8/7/14
Fri 8 18/14
'106,80
'.Make electrcal '..
j
11& Make electrical terminations for HVAC equipment
for HVAC equipment
terminations for
:HVAC equipment
i
I
Install light fixtures test and 2wks
Sun 8 /10/14
Thu 8/21/14
89,107
Install light fi tures
Install light Fixtures test and clean
clean
'..
test and clean
110 R
Voice /Data and Securty, S days
Fri 8/22/14
Tue 9/2/14
Voice /Data and Secur
is
Voice/Data and Security
111 !i
HVAC 26 days
.Mon 7114/14
Mon 8/18/14
HVAC
1
112 W
rough in equipment '2 wks
Mon 7/21/14
Fri 8/1/14
72
Set equipment in mec€
9u Front to mechanical room
Rough -n mechanical in 2 wks
.Mon 7 /14/14
Fri 7 /25/14
Rough in mechanical
acrom Rough—I Rotigh-In mechanical in ceilings_
ceilings
in ceilings
114 04
Set HVAC drops and :1 wk
Mon 8/4/14
Fri 8/8/14
112,113,82
Set HVAC drops and
,
HVAC drops and diffusers
diffusers
:
diffusers
15et
€
115
Test and Balance 6 days
Mon 8/11/14
Mon 8/18/14
114
Test and Balance
9
,TesL and Balance
116 1114
Controls 10 days
:Fri 8/8114
Thu 9/21/14
89,108,115
Controls
117 ';0�
roughin -10 days
Fri 8/8/14
Thu 8/21/14
roughin
roughin
O 119 :, at
Point to Point 3 days
Fri 8/22/14
Tue 8/26/14
117
Point to Point
Pill Point to Point',
119 at
Commissioning and training 7days
'Mon 8/11/14
Tue 8/19/14
Commissioning and to ',
_
cask
Summary
�1
Inamve Mil-1 - ov—r -Dory
n
WEENERNM . Sun -ony C EA—al Milestone v
Manual Progress
Project 01- Updated
Proposed
Split .,......,
Prject Summary
In active
5ummary #' " " ". " " """' "' " "'f Manual Summary —up
FinisM1 -ony i Deadline $
Milestone ♦
Inacxre Task
Manual
Task toommomomm Manual 5ummary
Exlemal Tasks Progress
0
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10 J) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
Township of
REPORT
Proud Heritage, Exciting Future
Report No.
RC2014- 05
To:
Council
Prepared By:
Shawn Binns
Meeting Date:
February 5, 2014
Subject:
Orillia Public Library Contract
Motion #
Roll #:
R.M.S. File #:
RECOMMENDATION(S): Requires Action For Information Only 11
It is recommended that:
1. Report No. RC2014 -05 be received and adopted;
2. That staff proceed as directed by Council.
BACKGROUND:
The Township of Oro - Medonte has maintained a fee for service agreement with the
Orillia Public Library Board for many years. This agreement has long been viewed as
mutually beneficial. For the Orillia Public Library it provided a predictable revenue
stream and a greater number of volunteers while providing the City of Orillia with
economic benefits through direct revenue and the inherent economic impact of bringing
additional visitation to the Library and downtown core.
The Township agreement with the City of Orillia has historically been structured as a fee
for service contract. This agreement, similar to the agreements maintained with the
Barrie Public Library, Midland Public Library and Coldwater Public Library provides an
annual payment in return for providing Oro - Medonte residents with access to library
services. Oro - Medonte residents have had the ability to obtain library services in one or
several of the libraries whereby services have been contracted.
In October 2012, the City of Orillia passed a resolution which provided direction to the
Orillia Public Library Board to request an increase of 20% annually from the Township
of Oro - Medonte and Township of Severn for 2013, 2014, 2015, 2016 and 2017. The
Orillia Public Library Board made the request which would see the 2012 contract fee
rise from $99,825 to nearly $250,000 by 2017 during the 2013 budget deliberations.
Following the request staff was provided direction to negotiate with the Orillia Public
Library Board.
The library statistics provided to the Township by the Orillia Public Library in 2012
indicated a substantial increase in memberships compared to 2011. However circulation
per member decreased. This was likely attributable to the opening of the new modern
facility. In recognition of the improvements to service the Township proposed a 5%
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 1 of 8
Page 121 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
increase annually, until the point the Township's proportional share of operating costs
are met. This proposal emulates the agreement with the City of Barrie which provides
comparable levels of service and equates to an almost identical cost per individual
member.
With a lack of progress in the negotiations and the timing of the 2013 budget
deliberations, the discussions were placed on hold and an informal arrangement was
made to maintain a service agreement for 2013 at a rate of $102,321 (a 2.5 % increase
over 2012) and to resume discussions in 2013.
Discussions resumed in late 2013 and while the Township's proposal for a multi -year
agreement which would increase incrementally at 5% a year was recommended by the
Orillia Public Library Board, it did not achieve the 150% increase requested by the City
of Orillia.
On December 3, 2013, Mr. Roman Martiuk, Chief Administrative Officer for the City of
Orillia presented two reports on the matter to City of Orillia Council (Attachment #1).
The comprehensive staff reports provided a review of statistics and presented a number
of options for Council's consideration. The City of Orillia Council provided direction to
pursue a user fee of $150 per household if the Townships could not support the five
year 20% annual increase.
On December 19, 2013 a meeting was held with officials from the Township of Oro -
Medonte, Township of Severn, City of Orillia and Orillia Public Library Board to
communicate the City of Orillia's position and discuss the implementation of $150
household membership fee. The outcome of this discussion was to extend the current
arrangements to the end of the first quarter to allow time for the Townships to report
back to their respective Councils and receive further direction on the matter. To clarify
the details of this interim measure correspondence was sent to the Orillia Public Library
Board on January 28, 2014 (Attachment #2).
The intent of this report is to outline options for Council's consideration.
Key considerations
• The Township provides library services to its residents through contractual
agreements with Barrie Public Library, Midland Public Library, and Coldwater
Public Library. The arrangement with the City of Orillia is currently being
extended to March 31, 2014. Any changes to the proposed agreement will be
implemented April 1, 2014 and will require a comprehensive implementation and
communication plan.
• The Township has maintained a long- standing positive relationship with the City
of Orillia and works collaboratively on a number of regional initiatives and shared
service agreements such as mutual aid.
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 2 of 8
Page 122 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
• The newly constructed City of Orillia Library facility represents a significant
increase in space, as planning forecasted significant growth. During the 2006-
2011 census period, the City of Orillia grew by 1.1 %. Currently, the Library can
serve more than the population of Orillia. Township usage has also increased
with an elevated level of service provided by the City of Orillia.
• Similar to recreation facilities, library services operate primarily under a fixed cost
structure, meaning an increase or decrease in use will only result in nominal
increases /decreases in cost.
• The decision made by the City of Orillia was based on the principle of perceived
inequities in funding the library's operating costs. According to the assumptions
made in Mr. Matiuk's report the decision would result in a net negative budget
impact of $50,000 to the Library and a negative impact of between $66,846 and
$134,961 to the City. It also appears that there are inconsistencies between the
City and Library Board with respect to the classification of membership. The
library membership user fee is set using a household rate while it appears the
City is using an individual rate in its calculations. This results in significantly
different calculations and a greater potential negative impact to the City of Orillia:
Township of Oro-
Township of
Township of
Impact to City of
Impact to City
Medonte
Oro-
Severn
Orillia
of Orillia
Medonte
High 20% pay
Low 10% pay
proposed $150
proposed $150
fee
fee
Population
20,078
12,377
Households
7,478
4,890
Population Per
2.7
2.5
Household
2013 active
2895
2755
($169,500)
($84,750)
members (adults
and children)
Household
1070
1102
($65,160)
($32,580)
Members (2013)
assuming census
data
Household
1930
1837
($113,010)
($56,505)
members (2013)
assuming 1.5
members per
household
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 3 of 8
Page 123 of 310
10 J) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
• Technological advancements are transforming traditional media. In 2010, the
University of Texas opened the world's first bookless library. Canadian
Universities have followed suit with the majority of journals and periodicals
available online in electronic format. In 2013, San Antonio, Texas opened the first
bookless public library, gaining global attention and interest. To put things into
perspective, the cost of a high quality e- reader is approximately $80. While this is
clearly the way of the future, it is unreasonable to assume this will fill the current
need for traditional libraries as demographics and the availability of internet
present barriers.
Electronic Options - OverDrive is a third party digital service libraries use to offer
patrons access to digital collections of eBooks, audiobooks, music and video that
patrons can access through membership at their local library branch. To access
the service, users just need a valid library card and access to the internet.
Patrons browse a virtual collection of thousands of titles and check out titles
online, and read them in their web browser or on an eReader. OverDrive is in use
by both the Orillia Public Library, leveraged through the Southern Ontario Library
Service (SOLS) and the Barrie Public Library through their library's On The Go
program. Coldwater Public Library is also considering its implementation.
Township residents with valid library cards at any of these libraries, can access
this service from home through their personal computer as it is a service covered
by membership.
Relevant statistics
Usage and fee for service
Adults Oro-
Medonte
1,678 1,599 1,609 1,716 1,463 1,440 1,325 1,965 2,346
Children Oro-
393 367 370 371 336 317 329 467 485
Medonte
Non - Resident
Taxpayers Oro-
64
Medonte
TOTAL ORO-
MEDONTE
2,071 1,966 1,979 2,087 1,799 1,757 1,654 2,432 2,895
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 4 of 8
Page 124 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
Review of non - resident user fees in other municipalities
Municipality
Fee Structure
City of Barrie
$60 per individual
$10 per each additional family member
$25 student
Collin wood
$120 per household (5 additional cards
Peterborough
$30 a family
Gravenhurst
$25 per individual or $30 per family
Bracebrid a
$50 per individual
Newmarket
No charge to resident of York Region
Based on the review of fees charged in other Municipalities it appears the $150 per
household fee proposed by the City of Orillia is unreasonable given the practices and
policies in surrounding jurisdictions.
ANALYSIS:
In considering the position of the City of Orillia, Council has a number of options in
which it could implement on April 1, 2014.
Renew five year agreement
Council could renew the agreement for five years at an increase of 20% annually. This
would have the following financial implications.
2013
1 2014
1 2015
1 2016
1 2017
1 2018
$ 102,321
1 $116,390
1 $ 139,668
1 $167,6021
$201,122
1 $241,346'
Additional considerations:
• The 2014 operating budget approved by Council included an allocation of
$107,437 (5% increase). No additional funding was allocated in the budget.
• Increasing the fee for service would result in an inequitable agreement with the
City of Barrie. As both libraries provide comparable services, have similar cost
structures and proportionally equal Township members, the fee for services
should also comparable.
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 5 of 8
Page 125 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
Reimburse residents for $150 household membership
Percentage of 2013 Members Who
Reimbursement Renew Financial Impact
100 %
100%
$230,500
75
,$217,125
50 %
$144,750
75
100%
$217,125
75 %
$162,644
5 %
$108,563
30%
,$65,136
•W.
Assumptions - full year, current household (using 1.5 members as average
household) based on 2013 membership statistics
The highlighted parameters would result in a cost per member which is reasonable in
contrast to the cost per member for service at the Barrie Public Library.
Additional considerations
• The calculations above are based on a full calendar year. Should Council decide
upon on a reimbursement scenario, the rates would be pro -rated to reflect the
extension of the current arrangement to the end of the first quarter.
• The Orillia Public Library currently does not have the ability to provide accurate
statistics on number of Oro - Medonte households that receive service. Statistics
on individual membership are regularly provided and included herein.
• There is significant risk associated with the uncertainty of knowing how many
residents would renew memberships if there was an element of user pay.
• It could reasonably be assumed that should a user pay policy be implemented
that current Township Orillia Public Library Members may access service at
either the Barrie Public Library or Coldwater Public Library. Depending on the
increased service demand to these facilities, it would be reasonable to increase
the fees for service with these libraries to reflect the additional service demands.
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 6 of 8
Page 126 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
A reimbursement option could present significant administrative challenges.
Should this option be considered, it would be recommended that staff work with
the Orillia Library to track statistics and submit monthly reports for the
reimbursement level established by Council. Any difference in the level of
subsidy should be collected by the Orillia Public Library upon issuing the
membership.
Based on the analysis above, should Council consider a reimbursement policy, it would
be recommended that the reimbursement be established at a rate of 60% or $90 per
household membership. This would result in each household choosing to access
service in Orillia having to pay a user fee of $60 annually. Under this scenario, it is
reasonable to assume that between 25% and 60% of current members will renew.
An alternative to the above could be to attempt to negotiate an individual membership
rate. This would provide the ability for Council, should it desire, to provide a greater
degree of subsidization (reimbursement) to seniors or children.
Discontinue arrangement with Orillia
In this scenario, Township residents would have the option to access service in Barrie,
Coldwater or Midland at no charge. Alternatively, they may opt to purchase the $150
household membership with the City of Orillia.
An additional implication of terminating an agreement with the Orillia Public Library is
that the Province may reduce its annual library grant of $29,702.
Electronic Options
In all the scenarios noted above Township residents will have access to electronic
materials through the Barrie Public Library's overdrive program. The Coldwater Library
is also considering providing this service to its members.
Implementation and communication
With a planned implementation for any changes to take place on April 1, 2014 it is
important that the Township initiate a comprehensive implementation and
communication plan. Depending on the direction received from Council, this will require
additional planning to review logistics for the implementation of the proposed policy
direction which then forms the basis for the communication plan.
Given the barriers associated with technology, part of the implementation and
communication plan should involve hosting a number of community information
sessions which discuss the rational for the decision, services available to residents and
a tutorial on electronic options available.
FINANCIAL:
See above
Current 2014 Budget Allocation — Orillia Public Library Fee for Service $107,437
Extension of Agreement for first quarter 2014 $ 26,220
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 7 of 8
Page 127 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
POLICIES /LEGISLATION:
• Public Libraries Act
CORPORATE STRATEGIC GOALS:
• Financial Stewardship
• External Relations
• Service Excellence
• Sustainability
• Quality of Life
• Safe and Healthy Communities
CONSULTATIONS:
• Director, Finance/Treasurer
• Township of Severn
ATTACHMENTS:
1. City of Orillia Staff Reports
2. Correspondence regarding agreement extension
CONCLUSION:
The agreement for the provision of library services has long been regarded as a
mutually beneficial relationship which extends far beyond the walls of the library. It is
unfortunate that the City has proposed a dramatic increase in the fee for service which
extends beyond the Township's financial reach and well beyond what is charged in
comparable municipalities.
This report has aimed to provide Council with the appropriate background and options
regarding continuity of this service. Further direction is required to coordinate an
implementation and communication plan.
Respectfully Submitted,
Shawn Binns
Director, Recreation and Community Services
SMT Approval / Comments: I C.A.O. Approval / Comments:
Recreation and Community Services February 5, 2014
Report No. RC2014 -05 Page 8 of 8
Page 128 of 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
CITY OF ORILLIA
TO: Budget Committee — December 10, 2013 Meeting
FROM: Chief Administrative Office
DATE: December 3, 2013
REPORT NO: CAO- 2013 -43
SUBJECT: Library Budget Matters
Recommended Motion
THAT report number CAO- 2013 -43 be received as information.
Purpose & Background
The Library has been working to achieve the City's budget targets. At the same time,
Council considered various negotiating options in closed session. The purpose of this
report is to bring forward revised budget documents, reflecting decisions of Council and
the Library Board.
Attached to this report are the following documents:
➢ Schedule "A1" — Revised Issues List for the Library.
➢ Schedule "B1" — Report Number CAO- 2013 -40 -B — Library User Fees (a public
version of the negotiations report outlining the Township contract matter).
At the Budget Committee meeting, held on November 27, 2013, a request was made for
benchmarking information for Library closures.
Key Facts
The following benchmarking information was obtained:
Library
Population
Closures
Materials Budget
Orangeville
27,975
Two Branches:
$210,000
Mill Street Branch —
(includes processing)
Open Monday through Sunday
Alder Street Branch —
Open Monday through Saturday
Closed Sunday
Both Branches — Any Long Weekend —
Closed Saturday, Sunday, and Holiday.
3 Mondays Per Year —
Closed for Professional Development.
Page t22� 01010
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
Library
Population
Closures
Materials Budget
Stratford
30,886
Open Monday through Sunday (all year)
$185,000
Woodstock
37,754
Open Monday through Sunday
$255,315
(September to June)
(includes $48,000 for
cataloguing and
Open Monday through Saturday
processing)
(July and August)
St. Thomas
37,905
Open Monday through Saturday
$170,000
(includes $50,000 in
Closed Sundays (all year)
development charges)
Timmins
43,165
Two Branches:
$100,000
Timmins Public Library —
Summer Hours (June to September)
Open Monday to Saturday,
Closed Sundays
Winter Hours (September to June)
Open Monday through Sunday
Charles M. Shields Centennial Library —
Summer Hours (July to August)
Open Monday to Friday,
Closed Saturday and Sunday
Winter Hours (September to June)
Open Monday to Saturday,
Closed Sunday
Cornwall
46,340
Fall/Winter Hours
$200,000
Open Monday through Sunday
Spring /Summer Hours
Open Monday through Saturday,
Closed Sunday
Page 0f-j10
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
3
Library
Population
Closures
Materials Budget
Belleville
49,000
Open Monday through Saturday,
Closed Sunday (all year)
$180,000
None of the surveyed Libraries had Christmas closures.
Options & Analysis
Not applicable.
Financial Impact
There are no financial implications for the City resulting from the proposed
recommendation.
Comments from Departments /Agencies
Comments were neither solicited nor obtained from other City Departments /Agencies.
Committee Comments
Library staff were provided a copy of this report.
Communications
Communications were neither solicited nor obtained from the City of Orillia's Manager of
Communications.
Link to Strategic Plan
The recommendation included in this report is not specifically related to the goals
identified in the 2010 -2014 Strategic Plan.
Conclusion
This report provides supplemental information for Council's use.
Prepared by and Key Contact:
Roman Martiuk, P. Eng., CMA
Chief Administrative Officer
RM /kp
Pare 13311 of5T10
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
2
Schedules
➢ Schedule "A1" — Revised Issues List for the Library.
➢ Schedule "131" — Report Number CAO- 2013 -40 -B — Library User Fees (a public
version of the negotiations report outlining the Township contract matter).
Pagee1 Y2 0fM10
O - Base Budget Adjustments
1 - LogislatedlLegaily RequiredlPre- approved
2 • Cost Reductions /User Fee Increases
3 - Cost to Maintain Level of Service
4 - New Level of Service/Projects
5 - Financial issues
6 - Identified and Not Recommended
City of Orillia
2014 Operating Budget Overview Schedule "Al
Issue Detail - External Agencies
Council is required by legislation to take action (i,e. salary wages and benefits)
Council is required by legislation to take action, generally alt should be funded but some flexibility or disclosure is needed (i.e. already approved by Councilor required by legislatoor
Savings that result from service level reductions or user fee increases, Council may approve all. some or none based on each change (i.e. fare increases, reduction in service hour
Required to maintain the existing level of service, should be funded to maintain the current level of service
New service levels or projects where Council may decide to fund all, some or none based on each issue
City is facing significant financial challenges or there are high level financial policy issues
Issues requiring disclosure to Council, administration is not recommending approval for the stated reasons
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Issue Detail - External Agencies
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Issue Title
Issue Description
Fiscal Cost
Annual Cost
Library Original Submission
1
0
Library
e
Management Recommended
Reductions to expenses based on a review by management and staff that do not
$ (10,859)
$ (10,859)
Reductions To Expense /increases
affect the level of service. Increases to revenue budgets due to the level of use.
To Revenue That Do Not Affect
Service Levels or User Rates
2
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e
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Salaries, wages, benefits, legal and other costs.
$ 5,246
$ 5,246
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3
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Base Budget Adjustments
Base budget adjustments required to maintain service levels. Includes material and
$ 522
$ 522
contract inflation increases and the removal of one -time items from the 2013 budget.
4
0
Library
r
Severn Township /Oro- Medonte Tax
The Library has projected a conservative 5% increase from each of the Townships. If
$ 24,706
$ 24,706
Levy
more revenue is negotiated from the Townships, then the Library would propose to
reinstate hours of operation that were cut to save costs.
5
0
Library
r
Fines
The proposed use of a collection agency to recover fines should result in an increase
$ (11,000)
$ (11,000}
in revenue.
6
2
Library
e
Audit Change to Review
A presentation to the Board was made by Mike Bunn from Grant Thornton detailing
$ (1,520)
$ (1,520)
the savings to be made by moving to a Review Audit. The appearance of the
statements will remain the same with changes to the accompanying documentation.
Ontario Grants and the provincial government accept this documentation. Libraries
whose audits are completed by the Municipality are moving towards this formal in an
effort to reduce audit costs.
7
2
Library
e
Computer Hardware - City Lease
Decreased expenses of $7,836 due in part to replacing fewer off -lease items. Also,
$ (7,836)
$ (7,836)
2013 budget was higher as the Library had an Increase in new technology
requirements in the new buildin .
8
2
Library
a
Maintenance and Utilities
Increased costs for servicing equipment no longer without warranty have been more
$ (10,131)
$ (10,131)
than offset with a reduction in janitorial cleaning and HVAC contracts. A reduction in
heat and electricity costs is offset with the increase in water costs.
9
2
Library
e
Labour Savings
Confidential
$ (38,222)
$ (38 „222)
10
3
Library
a
Additional I.T. Lease Agreements
Added lease costs include 3 barcode scanners, 2 additional Wi -Fi access points, 1
$ 466
$ 466
rack mounted 24 port Gig switch added to tease.
11
6
Library
e
Library Materials
Historically the materials budget has kept pace with inflation. However, for 2013 the
$ 3,378
$ 3,378
materials budget received a 0% increase. Erosion of this budget will result in
changes in the composition of the collection and availability of material. The
collection will become dated and user wait times will increase. The collection is
strained now with increased circulation pressures of 50 -60 %. New formats (e.g.,
Kobos, ebooks and databases) have all been purchased without additional funding
dollars. The Library requests a 2% increase in the materials budget for 2014.
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2014 Operating Budget Overview
Issue Detail - External Agencies
a�
$ (45,250)1
Xo�
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Revised Submission - Chan
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Department
Expense
Issue Title
Issue Description
Fiscal Cost
Annuai Coat
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Reductions to expenses based on a review by management and staff that do not
$ (10,859)
$ (10,859)
Reductions To Expense/Increases
affect the level of service. Increases to revenue budgets due to the level of use.
To Revenue That Do Not Affect
Service Levels or User Rates
2
0
Library
e
Salaries, Wages, Benefits, Legal and
Salaries, wages, benefits, legal and other costs.
$ 5,246
$ 5,246
Other
3
0
Library
e
Base Budget Adjustments
Base budget adjustments required to maintain service levels. Includes material and
$ 522
$ 522
contract inflation increases and the removal of one -time items from the 2013 budget.
4
1
Library
r
Severn Township /Oro- Medonte Tax
Revised: Move to a user pay system. Loss of budgeted contract revenues.
$ 239,560
$ 239,560
Lev
5
2
Library
r
User Fees
A charge of $150 per member is proposed. The budget assumes 204 of current
$ (136, 230)
$(136,230)
Township members wilt urchase a membership.
6
2
Tax Levy
City Contribution
Transfer non - library occupancy costs to the City. Although this is not a bottom line
$ (47, 579)
$ (47, 579)
savings, it reflects additional subsidy to the Library and appropriate cost accounting.
7
2
Tax Levy
City Contribution
Additional City Contribution.
$ 19,267
$ 19,267
8
2
Library
r
Fines
The proposed use of a collection agency to recover fines should result in an Increase
$ (11,000)
$ (11,000)
in revenue.
9
2
Library
e
Audit Change to Review
A presentation to the Board was made by Mike Bunn from Grant Thornton detailing
$ (1,520)
$ (1,520)
the savings to be made by moving to a Review Audit. The appearance of the
statements will remain the same with changes to the accompanying documentation.
Ontario Grants and the provincial government accept this documentation. Libraries
whose audits are completed by the Municipality are moving towards this format in an
effort to reduce audit costs.
10
2
Library
e
Computer Hardware - City Lease
Decreased expenses of $7,830 due in part to replacing fewer off -lease Items. Also,
$ (7,836)
$ (7;836)
2013 budget was higher as the Library had an increase in new technology
requirements In the new building.
11
2
Library
e
Maintenance and Utilities
Increased costs for servicing equipment no longer without warranty have been more
$ (10,131)
$ (10,131)
than offset with a reduction in janitorial cleaning and HVAC contracts. A reduction In
heat and electricity costs is offset with the increase in water costs.
11
3
Library
a
Additional I.T. Lease Agreements
Added lease costs include 3 barcode scanners, 2 additional WI -Fi access points, 1
$ 466
$ 466
rack mounted 24 port Gig switch added to lease.
12
2
Library
a
Labour Savings
Staffreallocation.
$ (13,000)
$ (93,000)
13
2
Library
Closure
A four -day closure is proposed during the Christmas break. Savings arise from
S (14,375)
$ (14;375)
unpaid salaries, wages, cleaning hydro, etc.
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2014 Operating Budget Overview
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i v t t..tarary .vaaruonai Keoucnons i ne plan ro mtngare me toss or i ownsnip revenue requires me t..iorary to tmo a .5 (77, /7t3) ; (17, 778)
further $91,778 in savings. There area number of options to arrive at this amount
including reductions to the cleaning contract. Given that the Library Board has not
had an opportunity to review this matter, it is proposed that this item serve as a
placeholder and that the Library be afforded an opportunity to make a
recommendation.
15 6 Library a Library Materials Historically, the materials budget has kept pace with inflation. However, for 2013, $ 3,378 $ 3,378
the materials budget received a 0% increase. Erosion of this budget will result in
changes In the composition of the collection and availability of material. The
collection will become dated and user wait times will increase. The collection is
strained now with increased circulation pressures of 50-60 %0. New formats (e.g.,
Kobos, ebooks and databases) have all been purchased without additional funding
dollars. The Library requests a 2% increase in the materials budget for 2014.
16 1 2 Library a Library Materials Revised cost savinas Drovosel., reduced materials budoet. S (10.847} S M0.847)
Additional impact on tax levy. Issue 6 and 7 will
Net chance In Library tax levy.
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further $91,778 in savings. There area number of options to arrive at this amount
including reductions to the cleaning contract. Given that the Library Board has not
had an opportunity to review this matter, it is proposed that this item serve as a
placeholder and that the Library be afforded an opportunity to make a
recommendation.
15 6 Library a Library Materials Historically, the materials budget has kept pace with inflation. However, for 2013, $ 3,378 $ 3,378
the materials budget received a 0% increase. Erosion of this budget will result in
changes In the composition of the collection and availability of material. The
collection will become dated and user wait times will increase. The collection is
strained now with increased circulation pressures of 50-60 %0. New formats (e.g.,
Kobos, ebooks and databases) have all been purchased without additional funding
dollars. The Library requests a 2% increase in the materials budget for 2014.
16 1 2 Library a Library Materials Revised cost savinas Drovosel., reduced materials budoet. S (10.847} S M0.847)
Additional impact on tax levy. Issue 6 and 7 will
Net chance In Library tax levy.
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
Schedule "B1"
CITY OF ORILLIA
TO: Orillia Public Library Board — December 11, 2013 Meeting
FROM: Chief Administrative Office
DATE: December 3, 2013
REPORT NO: CAO- 2013 -40 -B
SUBJECT: Library User Fees
Recommended Motion
THAT report number CAO- 2013 -40 -B be received as information.
Purpose & Background
The purpose of this report is to discuss decisions made by Orillia City Council on the
Library contract negotiations with Oro - Medonte and Severn Townships.
Council, at its meeting held on October 1, 2012, adopted the following resolution:
"THAT the report dated August 29, 2012 from the Chief Financial Officer
and Chief Executive Officer, Orillia Public Library regarding
Township /Library contract negotiations for 201212013, be received as
information,
AND THAT the Library Board be requested to request an annual 20%
increase from the Township of Severn and Township of Oro - Medonte for
each of 2013, 2014, 2015, 2016 and 2017."
In October, 2013, Council instructed the CAO to seek the addition of the Mayor and a
senior City staff person to the Negotiating Committee. This report was prepared to
provide negotiation options for Council's consideration.
On November 25th, 2013 Council ratified instructions to the Negotiating Committee as
outlined in this report. Council approved moving toward a user pay system. The
negotiating team has been instructed to meet with Township representatives. Should
those discussions not result in a meaningful progress toward full cost recovery, then a
user fee system is to be implemented.
Key Facts
The following are key points for consideration with respect to this report:
• The City has had agreements with the Townships of Oro - Medonte and Severn
for many years.
Pagee T loot 310
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
2
• The Agreements have provided full Library access in exchange for payments by
these neighbouring municipalities to the Library.
• Although the new Library represents a significant expansion in space, the Library
studies used in the planning of the Library assumed an Orillia -only facility and
factored in significant growth. As a result, in the near term, the City has a facility
that can readily serve more than the current population of Orillia.
Statistical Review
The Library maintains both membership and transactional data. While the historic
membership data is believed to be sound, the transactional data is only believed to be
reliable back to 2009 due to the implementation of a new computer system. The table
shows usage and the tax levy paid by each municipality toward the operating costs.
Based on the statistics, the Townships each consistently utilize approximately 13% to
14% of the Library memberships and transactions. However, they contribute only 5%
each toward the direct operating costs of the Library. It has been argued that this issue
is as a direct result of the new Library building. The statistics show this is not the case.
The Townships have historically not paid a pro -rate share. As a result, Orillia taxpayers
have subsidized Township use of the Library for many years.
The Library budgets used in the foregoing do not capture all costs of providing Library
service. For example, the Library budget includes no rent or capital payment for the use
Pa�e ffioof f5361 0
Oro - Medonte
Severn
Orillia & Other
Memberships
• Nine Year Average
14.0%
13.6%
72.4%
• 2005
14.1%
13.6%
72.3%
• Sept 2013
14.8%
14.1%
71.1%
Transactions
• July 2010 - Present
13.9%
13.0%
73.1%
• 2013 to September
14.5%
12.7%
72.8%
Contract/Tax Levy
• 2005
$ 86,873
$ 87,675
$1,118,228
• 2013
$102,321
$102,321
$1,821,438
Contract/Tax Levy Percent
• 2005
6.7%
6.7%
86.5%
• 2013
5.1%
5.1%
89.9%
Based on the statistics, the Townships each consistently utilize approximately 13% to
14% of the Library memberships and transactions. However, they contribute only 5%
each toward the direct operating costs of the Library. It has been argued that this issue
is as a direct result of the new Library building. The statistics show this is not the case.
The Townships have historically not paid a pro -rate share. As a result, Orillia taxpayers
have subsidized Township use of the Library for many years.
The Library budgets used in the foregoing do not capture all costs of providing Library
service. For example, the Library budget includes no rent or capital payment for the use
Pa�e ffioof f5361 0
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
3
of the space, nor does it contain an allocation of administrative overhead. The next
section looks at inter - municipal cost sharing agreements and tries to determine what
should be charged.
Inter - Municipal Agreements
There are 4 general types of inter - municipal cost sharing agreements /relationships:
1) Shared Service
The City and County share social services, ambulance and social housing costs.
The agreements governing the cost - sharing relationship are based on best
practices work done by the Ontario Municipal Benchmarking Institute and reflect
norms across the Province.
The City pays for these services based on caseloads or assessment. In addition,
the County recovers the cost of capital, rent or other costs required to provide
facilities, plus an allocation of central overhead for management, finance, human
resources etc. In the case of ambulance for example, the City pays for its share
of all capital cost or rents in the case of non -owned facilities paid to provide
facilities.
Typically in shared service arrangements, participating municipalities are given a
seat at the governance table, as is the case with the County and Library Boards.
With respect to shared services, there is no ability to opt out of services with the
County. Provincial legislation limits the number of service providers. Given the
forced nature of the relationship, neither party wishes to subsidize the other. In
contrast, the Library is an optional service. As such, parties may opt in or out as
they see fit and establish agreements that suit them.
If the City applied the same principles to the Library:
Page 39 of 56
Page 139 of 310
2005
2013
Total Levy
$1,292,776
$2,026,080
(City and Townships)
Less: Information Orillia and Market Space
(13.75% of Occupancy Costs)
$ (47,579)
Information Orillia Grant
$ (25,000)
Fountain Operation Cost
$ ( 5,000)
Sharable Direct Costs
$1,292,776
$1,948,501
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2) Users Purchase Service Directly
For some services such are arenas, citizens purchase services directly from the
City and pay the going rate or the going rate plus a non - resident user charge.
This does not require an agreement. Rates are often set for what the "market will
bear" and typically do not recover full costs. In the arena for example, 90% of the
direct cost of ice time is recovered with no overheads or capital contributions. In
effect, Orillia is subsidizing every hour of ice time for Orillia's residents and non-
residents.
Page 1440 of 310
2005
2013
Value of the Space (2005 $10 /ft., 2013 $15/ft.)
$
140,000
$
514,563
(Alternate Method Amortization 2012 = $643,000)
Central Administration
(As Reported in the Annual Financial Information Return)
$
119,000
$
122,000
Total Sharable Cost
$1,579,056
$2,585,064
City Share 72%
$1,136,920
$1,861,246
Township Share Full Cost
Oro - Medonte 14%
$
221,068
$
361,909
Severn 14%
$
221,068
$
361,909
Township Share Excluding Capital
Oro - Medonte 14%
$
197,649
$
289,870
Severn 14%
$
197,649
$
289,870
Township Share Excluding Capital & Overhead
Oro - Medonte 14%
$
180,989
$
272,790
Severn 14%
$
180,989
$
272,790
Township Fees Paid
Oro - Medonte
$
86,873
$
102,321
Severn
$
87,675
$
102,321
2) Users Purchase Service Directly
For some services such are arenas, citizens purchase services directly from the
City and pay the going rate or the going rate plus a non - resident user charge.
This does not require an agreement. Rates are often set for what the "market will
bear" and typically do not recover full costs. In the arena for example, 90% of the
direct cost of ice time is recovered with no overheads or capital contributions. In
effect, Orillia is subsidizing every hour of ice time for Orillia's residents and non-
residents.
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
5
Should negotiations fail to produce results, the approach could be to implement a
fee for service. While the number of current users is clearly known, it is unknown
how many Township users would continue to use the Library if they were
required to pay a fee. As a result, there is significant risk with this approach.
3) Services Contract
At times, a municipality will buy or sell a service to another municipality at a
negotiated price. Typically, in such an arrangement cost, profit and loss have no
bearing. These arrangements are often a small portion of the service, have no
governance role for the purchaser and are viewed as being better to get some
contribution toward costs rather than none. Council may wish to view the
Townships in this light and be satisfied that the contracts provide revenues that
would not otherwise be available to the City to help offset a portion of fixed costs.
The Library has been constructed such that many of the occupancy costs are in
effect fixed.
4) Incidental
From time to time, staff will carry on work and bill other municipalities (for
example, roadwork or Fire). Typically, these minor items are billed at direct
labour and benefits, materials, equipment plus 15% overhead. In the case of
Fire assistance, the Province has established charge out rates that reflect the full
cost of providing the service.
This does not apply to the Library case.
Tax Competitiveness
As Council is aware, Township taxes are lower than those at the City. This is in part as
a result of the City's circumstance as an urban centre. Transit, cultural facilities and the
like are typically constructed in urban centres, not in rural communities resulting in a
difference in rates. Subsidizing Library services adds to this differential.
Library Budget Proposal
The Library has met Council's budget target. The Library's September proposal is to
accept a 5% contract increase and fund a $38,222 shortfall by closing Sundays and
closing a further 5 days throughout the year. Following discussion at the staff level, the
Library Board is actively reconsidering their recommendations. The Board's revised
plan is as follows:
Item
Amount
Materials
$10,847)
Staff Reallocation
($13,000)
Four Day Closure
(Christmas or August)
($14,375)
Total
$38,222)
Page 41 of 56
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
[.1
Financial Review
The Library budget was reviewed from 2005 to 2014. The Library budget has risen
faster than Township contracts. As a result, the Townships are funding a smaller share
of the budget. The Townships fund 5.1 % each of the levy down from 6.7% each.
Since 2005, Oro - Medonte memberships and Severn memberships have increased 61 %
and 65% respectively, while payments have increased by about 17% compensating
only for inflation. Arguably, a 60% increase in usage should have attracted additional
payments. Given the structure of the relationship, usage is unlimited.
From 2009 to 2013, the levy (City and Townships) has risen substantially, increasing by
$446,000 (28 %). This increase is primarily driven by two sources: (i) labour costs -
$269,000; and (ii) occupancy costs - $204,000.
Labour Analysis
The increase in labour costs is attributable primarily to a significant increase in staffing.
Based on Council approvals, staffing levels have increased 5400 hours (13 %) over the
past 6 years. Approximately one half of the increases are attributable to service
enhancements, while one half is attributable to the new Library.
The Library service for the most part has a fixed cost structure. That cost is determined
in large part by the design of the Library and the number of desks operated. Although
usage and transactions have increased over 50% since 2009, staffing levels have
increased by only 13 %. While some areas are volume - related, for example circulation
desk and re- shelving books, it is unreasonable to assume that a large reduction in
staffing would accompany a loss of Township contracts and the related activity.
Occupancy Costs
A detailed account by account review indicates:
Occupancy Costs
2009
2013
Change
Percent
Square Footage
(Useable)
14,000
39,773
25,773
184%
Costs
Maintenance
$ 24,650
$ 52,815
$ 28,165
114%
Service Maintenance
$ 7,700
$104,400
$ 96,700
1,256%
Custodian
$ 44,375
$ 47,307
$ 2,032
7%
Insurance
$ 23,300
$ 35,250
$ 11,950
51%
Utilities
$ 42,393
$106,260
$ 63,867
151%
Total
$142,418
$346,032
$203,613
143%
Cost Per Foot
$ 10.17
1 $ 8.70
-$ 1.47
1 -14%
Useable space is up from about 14,000 to 39,773 (an increase of 184 %), while total
occupancy costs have risen 143 %. One should expect that maintenance costs would
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
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decline with a new building. Heat and hydro will increase due to the larger space and
inflationary utility increases from this period. Utility increases of 151% appear
reasonable, given the increase in size, hydro cost increases, and reflect the gains
predicted by utilizing environmentally - friendly design.
On a cost per square foot basis, costs have declined 14% as expected. The 2014
proposed budget recommends a further reduction of $8,016, bringing the cost per foot
to $8.50.
Service maintenance sees a significant increase due to the janitorial contract. Staff
inquired as to how the janitorial service level was set. The service level was not based
on a rigorous review, but was based on the opinion of the City's Facility Manager that 2
additional staff were needed. In order to validate this estimate, maintenance hours
were compared to the old Library and City Hall.
Staffing levels have increased compared to the old Library. Based on the foregoing,
further reductions in occupancy costs should be explored.
City Budget Cutting
Over the past two years, each department has been asked to find savings without
reducing service levels. As a result of considerable effort, City departments were able
to achieve Council's targets with a minimum of impact. City departments in 2013
proposed 4.7% of the net department budget as reduction proposals. Staff hope to
match or exceed that in 2014.
If the Library was compared to City departments:
Comparison of Library Savings
Labour
Labour
New Library
Facility
Hours
Hours /Square Foot
Compared to Other
(5.0 %)
Amount of Library Budget Required to Match City
($83,566)
Facilities
Old Library
2000
0.143
121%
New Library
6000
0.173
100%
City Hall
4160
0.065
266%
Staffing levels have increased compared to the old Library. Based on the foregoing,
further reductions in occupancy costs should be explored.
City Budget Cutting
Over the past two years, each department has been asked to find savings without
reducing service levels. As a result of considerable effort, City departments were able
to achieve Council's targets with a minimum of impact. City departments in 2013
proposed 4.7% of the net department budget as reduction proposals. Staff hope to
match or exceed that in 2014.
If the Library was compared to City departments:
Comparison of Library Savings
2013
2014
Proposed /Projected
City Departments —
Average Savings Proposals Achieved /Projected
(4.7 %)
(5.0 %)
Amount of Library Budget Required to Match City
($83,566)
($91,000)
Reductions
Page 43 of 56
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
n
Comparison of Library Savings
2013
2014
Proposed /Projected
Library Savings Achieved — Proposed 2014
Line -by -Line Reductions
($10,859)
Issues Net Reductions
($16,109)
Fines (Reflecting Actuals)
($11,000)
Closure Proposal
($38,222)
Total
($8,612)
($76,190)
The Library did not participate fully in the 2013 budget constraint. Should the contracts
not be renewed, a budget reduction target including savings already proposed in the
$100,000 range would be appropriate.
Options & Analysis
It is clear the Townships are not paying their fair share toward the Library. When the
City purchases services from the County, the City is required to pay a full share. It is
only fair that the City receive payment on a similar basis when the City provides a
service.
Council approved moving toward a user pay system. The Negotiating Committee has
been instructed to meet with Township representatives. Should those discussions not
result in meaningful progress toward full cost recovery, then a user fee system is to be
implemented.
Under the user pay option, the number of people expected to buy memberships is
unknown and carries significant risk. The Library does not have the financial capacity to
accept this risk. As a result, it is proposed that the City take on this risk.
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
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Should a user pay system be implemented, the following mitigation strategy and
amounts are proposed:
2014 Budget
Budget
Target
Council
Approved
July 2013
Budget As
Submitted
By Library
Board
No
Contract
Allowed Expense Increase
41,200
7,261
7,261
Reduction Target
(38,450)
(38,995)
(38,995)
Township Contracts
(48,000 )
24,706
239,560
Net Tax Levy Impact
(45,250)
(7,028)
207,826
City Takes on Membership Risk
0
(68,115)
Mitigation Measures
(Required to Achieve Target)
(47,579)
(38,222)
(253,076)
• Not a Real Savings — Will Need to be Funded
Tax Levy Change
(45,250)
(45,250)
(45,250)
Should the Library contracts not be renewed, budgeted revenues of $239,560 would
need to be made -up. The total shortfall compared to budget target is $253,076. The
next table outlines a plan to make -up that shortfall:
Mitigation Measure
High
Low
20% Pay Fee
10% Pay Fee
Charge $150 Per Membership
(136,230)
(68,115)
• Current Rate $125
• 2013 Orillia Cost $159
• Excludes Capital and Overhead
• With Capital and Overhead Cost is $215
City Takes on Membership Risk
0
(68,115)
Transfer Non - Library Occupancy Cost to the City
(47,579)
(47,579)
0 13.75% of the Facility is for Non - Library Use
• Not a Real Savings — Will Need to be Funded
• More Accurate Accounting for Library Costs
• In Effect, the City Share of Shortfall
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
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Mitigation Measure
High
Low
Low
20% Pay Fee
10% Pay Fee
City Contribution
(19,267)
(19,267)
• Contribution Required to Limit Library Cost
Reductions
Additional Reduction to be Found by the Library
(50,000)
(50,000)
As a result, the impact to the Library is $50,000 and the impact to the City is between
$66,846 and $134,961, depending on the number of memberships sold.
The purpose of this section is not to make a final determination of the mitigation plan,
but to layout options and allow Council to consider if the types of solutions and targets
are acceptable.
Mitigation Measure
Range
High
Low
Reduce Collection Budget
5 to 10%
($17,000)
($8,500)
• $169,000 Budget
• Has Increased Historically Faster Than
Inflation
• Has Benefited from Strong $USD
Reduce Staffing & Programs
1 to 2%
($22,000)
($11,000)
• Has Increased 13% Over Past 6 Years
• Weakly Correlated to Transaction Growth
• Minor Adjustments Should be Considered
• Rationalizing the Number of Public Desks
Operated and Staffing Levels Would
Impact Service but Could Reduce Costs
Significantly — Not Contemplated Within
this Proposal
Reduce Janitorial, Contract
10 to 20%
($12,000)
($6,000)
• Janitorial Hours Per Square Foot Up 21%
• Recognition that Building is Major
Investment
• Janitorial Effort Should Be Rationalized
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
11
Mitigation Measure
Range
High
Low
Closure Proposal
($38,000)
(38,000)
• Some Change in Hours /Closure Operation
May be Acceptable
Total
($89,000)
($63,500)
• Options for Board to Achieve Target
• $50,000 Would Need to be Found
• Closure Line May Include Amounts from
the Staffing Line
Under the mitigation plan, the Library would have to fund $88,955 made up of line -by -
line reductions of $38,955 already included within the proposed budget and a further
$50,000 in mitigation measures. If the Library was a typical City department, the 2014
budget reductions would have been $91,000, given their size. As a result, it is believed
that this is a reasonable target. While at the outset some may have doubted staffs'
ability to find the needed savings in the City budget, after months of work, solutions with
limited impact on service level were found. City staff are prepared to work with Library
staff to develop similar solutions. While Council may wish to consider higher targets,
higher targets are not recommended.
Financial Impact
Under this scenario, $240,000 in budgeted ($204,642 in actual) revenue is lost from the
Townships. The budget to budget shortfall would total $253,000. This amount is made
up by:
• Charging user fees $136,000
• City contribution $67,000
• Further Library budget reductions $50,000
Under this scenario, the City would also carry the risk that the $136,000 user fee target
was not met.
Comments from Departments /Agencies
Comments were neither solicited nor obtained from other City Departments.
Committee Comments
The closed session version of this report was reviewed by the Library Negotiating
Committee and comments were incorporated as appropriate.
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10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
12
Communications
The closed session version of this report dealt with negotiations. This open session
version will be prepared for submission to the Library Board. Given that Townships
have representation on the Board, the public version does not speak to matters of
negotiation.
Link to Strateaic Plan
The recommendation included in this report specifically relates to fiscal responsibility
goals identified in the 2010 -2014 Strategic Plan.
Conclusion
Council's direction reflects Council's desire to deal with the inequities in the current
contract arrangements. It requires the Library to make significant reductions to their
budget and requires a City contribution.
Prepared by and Key Contact:
Roman Martiuk, P.Eng., CMA
Chief Administrative Officer
RM /kp
Snhach daQ
➢ Schedule "A" — Historical Tax Levy and Fees
➢ Schedule "B" — Orillia Public Library Memberships
➢ Schedule "C" — Orillia Public Library Quarterly Transactions
Page 48 of 56
Page 148 of 310
c�
CD
O
W
O
Schedule "A" - Historical Tax Levy and Fees
N
CD
.A
O
-n
07
0
Z7
CD
O
Z
O
ZJ
C)
N
O
O
Ul
cn
CD
C7
O
S
O
h
Zu
CD
C7
CD
2)
2005
2006
2007
2008
2009
2010
2011
2012
2013
Cost
Tax Levy
1,118,228
1,182,005
1,248,342
1,302,666
1,395,459
1,440,071
1,555,126
1,778,358
1,821,438
Year Over Year Increase
63,777
66,337
54,324
92,793
44,612
115,055
223,232
43,080
Percent
1 5.7%
5.6%1
4.4%1
7.1%1
3.2%
8%1
14%
2%
CPI
2.20%1
2.00%1
2.20%1
2.30%1
0.30%1
1.80%1
2.90%1
1.50%
Fees Paid
Fee Severn
87,675
87,675
90,000
90,000
92,500
95,480
97,390
99,825
102,321
Fee Oro
86,873
88,610
90,000
90,000
92,500
95,480
97,390
99,825
102,321
Year Over Year Increase
1,737
1,390
-
2,500
2,980
1,910
2,435
2,496
Percent
2%
2%
0%
3%
3%
2%
3%
3%
Total Tax levy
1,292,776
1,358,290
1 1,428,342
1 1,482,666
1 1,580,459
1 1,631,031
1 1,749,906
1 1,978,008
1 2,026,080
Fee Severn
6.7%
6.5%
6.3%1
6.1%
5.9%
5.9%
5.6%
5.0%
5.1%
Fee Oro
6.7%
6.5%
6.3%
6.1%
5.9%
5.9%
5.6%
5.0%
5.1 %
City Share
86.5%
87.0%
87.4%1
87.9%
88.3%
88.3%
88.9%
89.9%
89.9%
N
CD
.A
O
-n
07
0
Z7
CD
O
Z
O
ZJ
C)
N
O
O
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CD
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CD
C7
CD
2)
Schedule "B" - Orillia Public Library
Memberships by Type
2005 -2013
Mnjikaning 71
Paid memberships --Annual 42 35 49 45 37 34 36 75 84
_UPaid memberships 6 months 25 27 19 17 19 18 19 30 32
(RPaid memberships -- occasional 67 70 66 70 59 53 53 66 82
p Total Paid memberships 134 132 134 132 115 105 108 171 198 72%
o
rn
(11 Adults Orillia
O Children Orillia
O
W
O
7715 7677 7708 8081 6920 6975 6524 9196 10547
2276 2158 2167 2107 1740 1809 1730 2350 2251
Membership
Increase
2005
2006
2007
2008
2009
2010
2011
2012
2013 (Sept) 2009 -2013
Adults Oro - Medonte
1678
1599
1609
1716
1463
1440
1325
1965
2346
Children Oro - Medonte
393
367
370
371
336
317
329
467
485
Non - resident Taxpayers Oro - Medonte *
64
TotalOro- Medonte
2071
1966
1979
2087
1799
1757
1654
2432
2895 61%
Adults Severn
1644
1680
1649
1642
1360
1352
1273
1864
2195
Children Severn
352
424
448
414
307
313
271
483
478
Non- resident Taxpayers Severn *
82
Total Severn
1996
2104
2097
2056
1667
1665
1544
2347
2755 65%
Mnjikaning 71
Paid memberships --Annual 42 35 49 45 37 34 36 75 84
_UPaid memberships 6 months 25 27 19 17 19 18 19 30 32
(RPaid memberships -- occasional 67 70 66 70 59 53 53 66 82
p Total Paid memberships 134 132 134 132 115 105 108 171 198 72%
o
rn
(11 Adults Orillia
O Children Orillia
O
W
O
7715 7677 7708 8081 6920 6975 6524 9196 10547
2276 2158 2167 2107 1740 1809 1730 2350 2251
10.j) Report No. RC2014 -05, Shawn Binns, Director of Recreat...
- -�"'0'
Township of
Proud Heritage, Exciting Future
Orillia Public Library
36 Mississaga St W
Orillia, ON
Attention: Library Contract Negotiating Committee
January 22, 2014
Dear Negotiating Committee,
Thank -you for the opportunity to discuss the proposed changes to the provision of
contract library services on December 19, 2013. The service agreement has long been
viewed as a mutually beneficial relationship which extends far beyond Library services.
As agreed upon at our meeting, the existing arrangements will be extended on a pro-
rated basis to allow time to discuss options with our respective Council. A staff report is
planned to be presented to the Township of Oro - Medonte Council on February 5, 2014.
The Township is proceeding on the basis that the existing arrangement will be extended
to March 31. 2014 and include a 2.5% increase pro -rated for the first quarter.
We trust that the above is satisfactory and look forward to a continued positive
relationship with the City of Orillia and the Orillia Public Library.
Respectfully,
�t
Ro in L. Dunn
C.A.O
148 Line 7 South, Box 100 P: (705) 487 -2171
Oro, Ontario LOL 2X0 F: (705) 487 -0133 Www.oro -�q6#9q 4%o 0
10.j) Report No. RC2014 -05, Shawn BinfT�.D ect� r of Recreat...
Reimbursement
% of 2013
Members
Who Renew
Financial
Impact
($112.50 per
household for
remaining 3
quarters)
Net Impact
including first
1/4 extension
100
100
$217,125
$243,345
75
$162,900
$189,120
50
$108,563
$134,783
75
100
$164,050
$190,270
75
$123,080
$149,300
50
$82,050
$108,245
30
$49,215
$75,435
60
75
$97,740
$123,960
60
$78,165
$104,385
50
$65,138
$91,358
25
$32,603
$58,823
50
75
$81,450
$107,670
50
$54,281
$80,501
25
$27,169 1
$53,389
Assumptions - Current Household (using 1.5 as avg based on
2013 membership stats)
Other considerations - Reduction of Library Grant, Increase
demand /pressures on Barrie and Coldwater
I ;\D ' .
CL Ce,
173o„ �A
Page 152 of 310
10.k) Doug Irwin, Director of Corporate Services /Clerk re: L...
Verbal Matters
kms.(Section 12.3 of Township's
�-"!"5h'p_ °�
T° Procedural By -Law No. 2013 -054)
Proud Heritage, Exciting Future
Name: I Doug Irwin
Item Number /Name: I 10k) Launch of Updated Township of Oro - Medonte Website
Meeting Date: I February 5, 2014
Motion No: I Motion No. C140205 -18
Type of Meeting: FX Council ❑ Special Council
❑ Committee of Adjustment ❑ Accessibility Advisory Committee
❑ Recreational Technical Support Group
❑ Human Resources Committee
❑ Heritage Committee
Speaking Notes:
• Clerk provided an overview of the Township's Updated Website which launched on January
30, 2014
• Clerk demonstrated the enhanced navigation and search function
2/7/14
Page 153 of 310
0 � £ 10 t9 � abed
Barrie A rea
PHYSICIAN RECRUITMENT
Physician Recruitment Update
Township of Oro - Medonte
December 41", 2013
Presented by: Jaclyn Bell, BMOS
Success of BAPR in 2012/2013
Since September 2012 Barrie Area Physician
Recruitment has successfully recruited:
• 10 New Family Physicians to the Barrie Area
• 21 New Specialists to the Royal Victoria Regional Health
Centre
• BAPR has facilitated 51 Site visits to prospective
physicians
Dr. Tatiana Slivko — Mapleview Medical Clinic
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0 t, £ 10 99 1� abed
FMTU Update
• Family Medicine Teaching Unit:
o The FMTU is currently at its full complement of 18 Family Medicine Residents
o FMTU Recruitment Stats:
o Since 2011 the FMTU has graduated 3 cohorts of Family Physicians, 19 in total
o Out of the 19 graduated Family Physicians Barrie Area Physician Recruitment has
successfully kept 13 in the Barrie Area
o These physicians are practicing in a variety of settings within the Barrie Area:
• Family Physician Offices
• Hospitalist Medicine
• Emergency Medicine
• Outpatient Clinics
Recruitment Needs: Old and New
• 2011/2012: Recruitment Needs
- 55,000 Residents without a local Family Physician
- 13 Family Physicians retiring within the next 3 years leaving
an additional 25,000 patients without a Family Physician
• 2012/2013: Recruitment Needs
- 52,000 Residents without a local Family Physician
- 15 Family Physicians retiring within the next 3 years leaving
an additional 29,000 patients without a Family Physician
po aoj suoitecollb'taOpnB Vb OZ :aa `saybnH -S-H JOAeW (a' � �
0 1,C 10 99 1, abed
BAPR Recruitment Highlights
• 10 New Family Physicians
- Helped an additional 8,000 people find a Family Physician
• 3 of the 10 Physicians took over local retiring
Physicians Practice
- Prevented approx. 5,000 people from losing a Family
Physician
• Recruited 21 New Specialists to RVH
• Facilitated 51 Site visits in the Barrie Area
In 2012/2013 BAPR helped 1 3, 000 residents
within the Barrie Area
Physician Recruitment: Highlights
• 2 New Family Physicians at the Stroud Medical
Clinic
•
- Drs. Yasanthie and Vidura Atapattu
- Started August 8th
Mapleview Medical Clinic
- Dr. Tatiana Slivko
- Dr. Beverley Roseberry
• Started in clinic September 9th +
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BAPR Funding Request
Barrie Area Physician Recruitment kindly
requests the financial support in the
amount of $14,000 from Township of
Oro - Medonte to help further our
initiatives.
Barrie e--a"�'
PHYSICIAN RECRUITMENT
Thank -you for your consideration and
continued suaaort!
Family Medicine Forum 2012
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Physician Recruitment:
Investing in Your Community
Presentation to: Oro - Medonte
Physician Recruitment: Investing in Your Community
Physician Resource Planning
• In 2010 OSMH estimated we would need 18 -20 Family
Physicians and 20 specialists by 2014.
• Updated plan in June 2013 — unmet need (current
vacancies and anticipated retirements)
• In next 3 to 5 years identified the need to recruit 15
Orillia &Area Physician Recruitment &Retention Committee family doctors and 15 specialists
December 4, 2013
#
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Physician Recruitment: Investing in Your Community
Accomplishments
Orillia - Y �' W y�� C10-�
M!iKUM RCP•IMENfR9I6110!1 r
Physician Recruitment: Investing in Your Community
Our Challenges
1. 19% of local family doctors and 23% of specialists are
over age 60.
2. Provincial delays & a cap on the number of new family
docs allowed to join Family Health Teams.
(40 per month processed in the province; 25 must be
new grads)
3. Continued tight budgets — Provincial, Municipal, Hospital
Orilliaa
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2013 GOALS
• Recruit 3 -4 Family Physicians
• Build public awareness (finding a local
family doctor)
• Fundraising programs underway
Physician Recruitment: Investing in Your Community
Past Change - Continuing to Effect Us
• March 5, 2010, the Ontario government introduced the
redesigned UAP.
• City of Orillia & Township of Oro - Medonte not eligible for
provincial incentives.
• Townships of Ramara and Severn are still eligible.
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2013 RESULTS
■ 3 New family physicians / 3 new
specialists
■ 8 Community outreach events and over
1000 area residents assisted (Oro -
Medonte on April 9th)
■ Provide assistance in response to calls
and emails from O -M residents and
referred to NP clinic
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Physician Recruitment: Investing in Your Community
Our Request: Your Investment
• An investment in the future of the community.
MO., _ r-1
Ddetor-� LLl
• Request to Oro - Medonte of $10,000 for 2014 operating
budget.
Orillia f ` Doc
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Physician Recruitment: Investing in Your Community
The Impact of a Physician
OUR ECONOMIC IMPACT
• Economy
• A physician provides $1,000,000 (per doe per year) ■ All medical equipment purchased at
to the local economy. (University of Guelph study) Bayside Medical Supply in Oro - Medonte
• Buying goods & services in the community. ■ All Office equipment
• Increased tax base: residential, commercial & (computers,furniture,etc) purchased locally
recreational.
■ The FHT and FHN purchase virtually
• Creating additional jobs — direct/indirect.
everything locally
Source: American Academy of Family Physicians, 2007 Yv
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Physician Recruitment: Investing in Your Community
CD
The Impact of a Physician ECONOMIC IMPACT Cont'd
• Economy o
• Creating new jobs as offices require admin support, 4-
nursing and other health care professionals. * Local trades used for renovations
• Attract new employers and create new jobs, as
businesses can now provide each of their employees ■ 15 new admin jobs (office &nurses) m
with a family physician. created from the recent recruits D
■ 2 homes purchased in Oro - Medonte by v
new doctors in past 6 months o
in
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Working Together
• Area recruiters meeting every 3 months
• Physician needs: short, medium & long-
term discussed
• Relevant guest speakers - timely subjects
• Health Professionals Recruitment Tour
■ Health Care Connect - increase
awareness
.� 4 _ -
Orillia
PXYy(Wtl RR[RIIRIRifIll6q ! l Nltih � � �
After -Hours Clinic Visits
■ Approximately 600 visits per month
■ 13% to 17% unattached
OSMH — Emergency Dept.
■ April 1/13 to Sept. 30/13 ( 6 mths ) there
were 27,822 ER visits.
■ 3,096 were from Oro - Medonte /Barrie
(Central Simcoe East)
■ Of those 3.2% were unattached
■ All given information (family doctors/ NP
clinic)
Orillwia Doctor L fQ ma 6RIWID! _ 0octorBU
■ All unattached patients given `finding a
local doctor checklist'
Physician Recruitment: Investing in Your Community
Our vision is to provide a family doctor for
every person in Oro - Medonte.
With your help, this will become
a reality.
■ Follow -up to ensure that patients are
registering
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11.b) Councillor Crawford, correspondence from Lake Simcoe R...
LakeSimcoe
Reg ionalG- irport
2013 Year in Review
2013 Annual Update
It's with great pride that I present you with the 2013 year in review of the Lake Simcoe Regional Airport (LSRA).
2013 proved to be another exciting year for the airport and I would like to express my appreciation to the
staff and Board of Directors for their support and hard work that has contributed to the many achievements
this year.
This year, the LSRA had another very successful year, earning more than expected revenue that put us about
57% ahead of our budget projections. This is thanks in part to the airport's very healthy fuel sales that rose
by 15% from last year, even without having an Air Show. We're seeing more corporate jet owners re- locating
to LSRA, and I think it's safe to say this is a trend that is not going away anytime soon. Our prime geographical
location to Toronto, as well as our fully serviced Canada Border Services Agency makes us a very convenient
alternative to Pearson Airport.
The LSRA is one of the top -ten busiest airports of its size and category in Canada, and we're only going to get
busier. We are attracting and growing more business, and with many more development opportunities on the
horizon, we expect the airport will continue to prosper into the coming years.
Operating Position
The Lake Simcoe Regional Airport Board of Director's is
pleased to note that the airport is operating at 43% of
planned year -to -date municipal subsidy as of October
31, 2013 (57% ahead of budget projections). Controlled
expenditures and an increase in airport revenues have
contributed to this operating position. It's important to note
that all of our operating surpluses are transferred to capital
reserves, to lower the capital required for future projects
and equipment expenditures.
Fuel Sales
Fuel sales presently account for
approximately 40% of the airports'
annual budgeted revenue streams.
As of October 31, 2013, the overall
year -to -date volume fuel sales has
increased by 15% over the same
period in 2012. This increase
occurred even without an Air Show in 2013. The Air Show in
2012 considerably helped to increase fuel sales — and without
those sales in the 2012, the year -to -date fuel sales increased
by 35% over the same period. The airport's fuel sales continue
to be extremely healthy as a result of an increase in corporate
air travel, air ambulance as well as DND (non air show related).
2011
2012
2013
0 1 2 3 4
Net Revenues
NG EXISTING HANGAR
Presidential Air
Presidential Air recently purchased
an existing hangar, with plans to
rejuvenate the 8,000 sq.ft. facility.
Presidential Air will not only
continue to operate its air charter
service from the airport, but it
will also expand its aircraft maintenance operation by now
being certified as an Approved Maintenance Organization. As
a result, Presidential will be able to provide airport users with
an on -site maintenance facility capable of servicing a variety
of aircraft.
Page 162 of 310
11.b) Councillor Crawford, correspondence from Lake Simcoe R...
Air Bravo New Tenants
Air Bravo will be coming up to two successful years in operations In the past year, three corporate jet operators have moved
at the Lake Simcoe Regional Airport. Although Air Bravo also
to Lake Simcoe Regional Airport. More corporate owners
provides charter and air cargo services, their primary function
are choosing to re- locate as a cost effective and convenient
is that of an air ambulance service provider to the Ministry
alternative to Toronto Pearson. As well, the airport has
of Health. Over the past 12 months, Air Bravo alone has
developed a professional reputation for being well -cared for
conducted more than 275 air ambulance missions from its
and accessible in all weather conditions.
base at the Lake Simcoe Regional Airport.
Continued Growth
The recent expansion of the airport has made the facility and
surrounding region more accessible to larger aircraft, which
has had a measurable impact on the success and growth of
Lake Simcoe Regional Airport. In fact, July 2013 was the busiest
non -air show month on record at the airport. With many
development opportunities on the horizon, growth is inevitable.
October 22, 2013:
The Royal Visit
On Tuesday, October 22 the Canadian
Forces plane carrying Her Royal
Highness The Princess Royal, Princess
Anne landed at Lake Simcoe Regional
Airport. The Princess was in our area
to visit her Regiment The Grey and Simcoe Foresters and our
airport was given the honour of being the first to welcome her
to Simcoe County upon her arrival.
There are nine separate businesses and agencies with a
combined total of more than 70 employees (part -time and
full -time) located at the Lake Simcoe Regional Airport.
The LSRA is one of the top -ten busiest airports of its size and
category in Canada.
The airport is able to accommodate international flights from
the Caribbean, middle Europe and South America.
LakeSimcoe
Reg ionalA-irport
Georgian International
The Lake Simcoe Regional Airport is elated to announce the
return of valued tenant and reinvestment from a community
leader. This exciting development marks the commencement of
a new 30 -year land lease agreement with Georgian International.
Mr. Dave Bunston, President and CEO of Georgian International
made the following announcement:
"Georgian International is excited to be returning to the airport
after a prolonged absence. Having originally built the hangar
twenty years ago, Georgian has repurchased it and will be
undergoing improvements to the building. Georgian has always
been an active community supporter, both locally and regionally,
and Lake Simcoe Regional Airport represents a key part of
Simcoe County's emergence as a key economic centre. The airport
infrastructure is now in place for future growth and we believe
that Georgian International is at the emerging point of that growth.
We therefore look forward to being an active participant in Lake
Simcoe Regional Airport's future success."
Upcoming Event:
CFB Borden Canada Forces
Day and Air Show
Preparations are underway for the
2014 CFB Borden Canada Forces Day
and Air Show. Lake Simcoe Regional
Airport successfully hosted the event
in 2012, which is the second largest air show in Ontario —
second only to the Toronto International Air Show.
On June 26, the Lake Simcoe Regional Airport received one of
the first ultra -long range Gulfstream 650 executive aircraft to
make an appearance in Canada.
The airport has received over 300 Air Ambulance Flights for
the period of January 1, 2013 to September 30, 2013.
FOR FURTHER INFORMATION:
General Information: Mike Drumm, General Manager, mdrumm @lakesimcoeairport.com
Tel: 705 - 487 -0999, Fax: 705 - 487 -1411
Line 7 North, RR #2 , Oro Station, ON LOL 2E0
www.lakesimcoeairport.com
Paae 163 of 310
11.b) CoAjpc -Ngf frt6f. pdaRp6rr�spondence from Lake Simcoe R...
Jan 2011- Sep 2013
Airport
Jet
Turbine
Helicopter
Total Movements
CYLS
1022
3577
3677
60889
CNY3
235
802
1575
31295
CYLS Movements as a
percentage of CNY3
Jet
Turbine
Helicopter
Total Movements
435%
446%
233%
195%
1200
4000
3500
1000
60000
3000
3000
800
50000
2500
600
2000
2000
1500
400
30000
1500
CNY3
1000
200
500
10000
0
M
500
0
0
HELICOPTER
4000 CYLS
70000
3500
60000
3000
50000
2500
40000
2000
CNY3
30000
1500
1000
20000
500
10000
0
0
CYLS
CNY3
TOTAL MOVEMENTS
CYLS
CNY3
pr�'
Reference: Aircraft Movement Statistics: Airports Without Air Traffic Control Towers (TP 141)
Page 164 of 310
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12.a) Announcements of Interest to the Public:Notice for Nom...
Tv f NOTICE OF NOMINATION FOR OFFICE
Notice is hereby given to the
Proud Heritage, Exciting Future Municipal Electors of the Township of Oro - Medonte
Nominations in the Township of Oro - Medonte for the offices of:
Mayor — one to be elected at large
Deputy Mayor — one to be elected at large
Councillors — five to be elected, one from each of the five Wards
may be made by completing and filing in the office of the Clerk, nominations on the
prescribed form and accompanied by the prescribed nomination filing fee of $200 for the
Head of Council (Mayor) and $100 for all other offices. The filing fee is payable by cash,
debit, certified cheque or money order.
A nomination must be signed by the candidate and may be filed in person or by an
agent during regular business hours between January 2, 2014, and September 11,
2014, and between 9 a.m. and 2 p.m. on September 12, 2014 (Nomination Day).
At the time of printing, determination as to where nominations are to be filed for the
School Board Trustees had not yet been finalized. Please contact the Clerk's Office or
visit the Township's Website at www.oro - medonte.ca for further information in this
regard as it becomes available.
No person who proposes to be a candidate may solicit or accept contributions for
election purposes; or incur expenses, until that person has filed a nomination paper.
Electors are hereby given notice that if a greater number of candidates are certified than
are required to fill the said offices, the election day is Monday, October 27, 2014.
Dated this 2 day of January, 2014.
J. Douglas Irwin, Clerk
Page 166 of 310
12.a) Announcements of Interest to the Public:Notice for Nom...
Township of
Proud Heritage, Exciting Future
ATTENTION ALL DOG OWNERS
All Oro - Medonte dog owners are required to register their dog(s) with the Township by
purchasing a tag and affixing it to their pet. A maximum of three (3) dogs per each
residential dwelling is permitted.
A list of Dog Tag Outlets can be found on our website by clicking the "Forms" link found
under the "Municipal Services" menu located at the top of the page and also on the side
pane under the Quick Links.
New residents to the Township and new dogs are to be licensed within 15 days.
Fees are as follows:
Male /Female $25.00
Spayed /Neutered $20.00
Spayed /Neutered and Microchip $15.00
The following can only be purchased at the Township Administration Office:
Replacement Tags
$3.50
Dangerous Dog
$200.00
Canine Service Animal
No Cost
Livestock Guardian Dog
No Cost
Police Working Dog
No Cost
To avoid any fines, please ensure you have purchased a tag for each dog before March
1St, 2014. A late fee of $10.00 will apply after this date. A set fine of $100 will be enforced
if any dog is found without a tag.
Unregistered dogs found running at large within the Township will be transported directly
to the Orillia SPCA located at 467 West Street North, in Orillia. A release form must be
obtained from the Township Administration Centre before the OSPCA will be authorized
to release the dog.
148 Line 7 South, Box 100 P: (705) 487 -2171
Oro, Ontario LOL 2X0 F: (705) 487 -0133 WWW.0- 1Prt�a
AT SHAW'S PANCAKE HOUSE
LINE 14 SOUTH
ORO- MEDONTE
TUESDAY, FEB. ,11., 2014
4:30 -7:30 p.m.
ADMISSION
ADULTS $7.00
Ages 10 and under $5.00
Proceeds to Hawkestone Women's Institute
For Community Support
/ \ 1
(�v�V
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12.b) Minutes of Orillia Public Library meeting held on Dece...
ORILLIA PUBLIC LIBRARY BOARD
MONTHLY MEETING IN THE LIBRARY
WEDNESDAY JANUARY 15,20:14 at TOO p111
Mission Statement
The Orillia Public Library has an ongoing commitment to enrich the personal, civic and
corporate lives of our community through access to ideas and information in a variety of media.
Disclosure of Pecuniary Interest and General Nature Thereof
CONSENT AGENDA (2 min)
1. Approval of the Agenda
2. Approval of the Minutes of the December 11, 2013 Regular Board Meeting and the December 1g,
2013 Ad Hoc Contract Negotiation Committee Meeting
3. Directors Reports for December 2013
a)
Chief Executive Officer
b)
Children's Services
c)
Information Services
d)
Technical Services
4. Correspondence
a) November 25, 2013 from Jim & Lillian McKay
b) December 18, 2013 from Gayle Jackson, Deputy CAO /City Clerk, City of Orillia re:
New Requisition Recommendation
c) December 18, 2013 from Gayle Jackson re: Capital Project — Skateboard Deterrent
d) January 10, 2014 from Orillia Police Services Board re: 2014 -2017 Orillia O.P.P.
Detachment Business Plan
DISCUSSION AGENDA
1. Business Arising from the Minutes
a) Ad Hoc Contract Negotiation Committee
5 min
2. Reports of Board Committees and Representatives
a) Finance Committee — 2014 Operating Budget
3 min
b) Property Committee Legal Issue — In Camera
10 min
c) Personnel Committee — In Camera
5 min
3. New Business
a) Approval of Reserve Expenditures for 2013
3 min
b) Approval to Purchase iPad /Apple TV Projector
5 min
c) Approval to Purchase Display Shelving Casters
5 min
4. Adjournment
PLEASE NOTIFY SECRETARY AT 325 -2338 IF UNABLE
TO ATTEND
Page 169 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
ORILLIA PUBLIC LIBRARY BOARD
MINUTES OF DECEMBER 11, 2013 MEETING
A regular meeting of the Library Board was held at the Library commencing at 7:00 P.M.
PRESENT — BOARD —G. Guthrie, Chair; J. Rolland, Vice - Chair; J. Duncan; D. Evans;
K. Hewitt; P. Hislop; P. Spears; R. Stevens
STAFF — S. Campbell, Chief Executive Officer
K. Absalom, Director of Information Services
S. Dance, Director of Technical Services
N. Duncan, Acting Director of Children's & Youth Services
T. Chatten, Recorder
OTHER — B. Ripley, CFO, City of Orillia
ABSENT — R. Fountain, T. Madden, M. Seymour
Disclosure of Pecuniary inter est and General Nature Thereof — none
CONSENT .AGENDA
Board members continued to comment on the staggering amount of information
contained in departmental reports outlining various activities in the Library.
MOTION #2013:62
Moved by R. Stevens, seconded by K. Hewitt that the consent agenda of the December
11, 2013 meeting be adopted. CARRIED
DISCUSSION AGENDA
BUSINESS ARISING FROM THE MINUTES
Ad Hoc Contract Committee — The Report of CAO was presented by B. Ripley for Board
discussion. No negotiations have taken place yet but a meeting is to be set next week.
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVE
Finance Committee — October financial statements presented for Board review.
2014 budget revisions were highlighted as outlined in report from City CAO, with some
changes since last Board approval
Page 170 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
Policy committee — Revising Policy #81i.03 to be more current.
MOTION #20x3:63
Moved by J. Rolland, seconded by J Duncan that the Orillia Public Library Board
accept the proposed changes to Policy 811.o3 on acceptable proof of identification as
presented.
NEW BUSINESS
Changes to Circulation Positions — This change will allow more flexibility, with more
trained staff members to fill in as needed.
MOTION #2013:64
Moved by P. Hislop, seconded by J. Duncan that the Orillia Public Library Board
approve the following changes to positions in the Circulation Department:
i) change the 28 hour /week Clerk 2position to the Clerk 3 classification
and ii) change the vacant 36.5 hour /week Clerk 3 position to two part -time 19.5
hour /week Clerk 3 positions. CARRI D
Adjournment at 7:35 p.m.
BOARD CHAIR
CHIEF EXECUTIVE OFFICER
Page 171 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
ORILLIA PUBLIC LIBRARY BOARD
AD HOC CONTRACT NEGOTIATION COMMITTEE
MINUTES OF DECEMBER 19 2013 MEETING
A meeting of the Ad Hoc Contract Negotiation Committee was held at the Library commencing at 4:00
p.m.
PRESENT — G. Guthrie, Chair, Orillia Public Library Board; D. Byers, CEO, Severn Township
Public Library Board; J. Dunlop, Trustee, Severn Township Public Library
Board; M. Burkett, Mayor, Severn Township; H. Sander, CAO, Severn Township;
H. Hughes, Mayor, Oro - Medonte Township; S. Binns, Director, Recreation &
Community Services, Oro - Medonte Township; A. Orsi, Mayor, City of Orillia; R.
Martiuk, CAO, City of Orillia
TAFF — S. Campbell, Chief Executive Officer
S. Dance, Director of Technical Services, Recorder
Disclosure of Pecuniary Interest and General Nature Thereof — None
DISCUSSSION AGENDA
Orillia Public Library Background Information on Contract Negotiations — Suzanne Campbell
presented background information.
City of Orillia Contract Expectations — Roman Martiuk presented the City of Orillia's position.
Contract Discussions — After some discussion it was agreed that negotiations would continue.
Representatives from the townships agreed to have discussions with their respective councils.
The contract will be extended for the first quarter based on the current contract terms.
Adjournment at 4:40 p.m.
CHAIR
CHIEF EXECUTIVE OFFICER
Page 172 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
REPORT OF THE CEO
December 2013
Submitted by Suzanne Campbell
GOAL # 7 The Library will attract, develop and maintain a trained and educated workforce
and leadership that reflect our values and ethics.
A staff meeting was held on December 12"'.
I attended two webinars presented by SOLS on privacy and records management. Good
information was provided on privacy issues pertaining to libraries and records needing to be
kept; especially informative were the pay equity records requirements.
GOAL # 8 The Library will attract and develop Board Members, and maintain an effective
Board that reflects the library's values and ethics.
On December P, Gay Guthrie and I attended a meeting at City Hall with Kent Guptill, Director
of Facilities and Special Projects, Bob Ripley, CFO, and Gayle Jackson, Deputy CAO to discuss
the draft lease for space allocation and maintenance services. A number of concerns were
discussed and Kent is to adjust the Lease to reflect some of these concerns.
The Board Property Committee met on December 12`h to discuss the Lease and is sending its
recommendation to the Board. The confidential report is included in the Board documents.
GOAL # 1 The Library will increase its size to meet the standards for the population served.
New Building Issues
1. Paint on canopy outside of Library peeling off. The Architects are looking into the
product used to determine the problem and solve it by the end of October. This problem
will now wait for a solution in the spring.
2. Two accessible Washroom doors were not working, Library paid for the work (Aquicon
has been asked to reimburse). Wiring was poorly installed. Still on- going.
3. Emergency exit locking mechanism failed, Library paid for repair and Aquicon has been
asked to reimburse) -still on going.
4. Emergency Exit hardware is still on order.
5. We are now having an issue with the placement of railing as it is creating accessibility
issues with the push button door operator. Kelly Smith, City Building Inspector is being
asked to comment.
Page 173 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
GOAL # & Investigate, develop and maintain partnerships in the community
The Library supported the successful Trillium Grant application by The Sharing Place to install
tower gardens in community buildings. The Library will house two towers in the main hallway.
Youth will help maintain and harvest the garden. The harvest will be used to provide clients of
The Sharing Place with fresh produce. We are looking toward a start -up date in early February.
I attended a planning meeting for the 2014 Culture Days. Plans are underway to build on the
success of 2013, with a little more focus and scheduling to avoid too many overlapping events
attracting the same audience.
Jaqueline Soczka, Manager of Culture, City of Orillia and I met to discuss the City's Policy for
Public Art in public Places as it pertains to the Library and to the Streets Alive Art Project; Kyle
Cox, Facilities Manager, was invited but unable to attend. The Leacock Chairs located in the
back hallway have been removed to allow for the increased traffic from the Farmer's Market.
The Leacock Chair located in the Library will remain in the Library.
Ninette Gyorody, Executive Director of the Orillia Museum of Art and History, and I had a
meeting to discuss cooperative program initiatives. Both Children's Services and Youth
Services are working with the museum in developing cooperative programming initiatives. I
gave Ninette a tour and introduction to our local history room and we have agreed to have further
discussions to coordinate and discuss the collection goals of both organizations.
1 attended two meetings of the Market Transition Committee working towards a smooth return of
the Market to the Library.
GOAL # 9 The Library will be an agent for the development of the community.
Contract Negotiations
The Ad Hoc Board Contract Negotiation Committee met on December 191' .In attendance was
representatives from the City of Orillia, Township of Severn Public Library Board, Township of
Severn, and the Township of Oro Medonte. All present agreed to extend the present contract
through the first quarter to allow the representatives to bring the information back to their
organizations.
Budget
Final Budget deliberations were held on December 10. The budget was passed as presented.
The City Council has asked for further details on how the $11,000 decrease in the budget is to be
addressed (Memo is included in the Board package).
Page 174 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
DECEMBER 2013
Prepared by Amanda Hodgkinson
Children's Programs
Goal 2.1 Develop and maintain programs associated with identified groups.
This month was a busy month in Children's Services as we continued to program our regular
story time programs until December 10 as well as create and deliver holiday programming as
well.
For our regular story time programs, attendance remained steady for all of the registered
programs, and they will once again begin again in the New Year. Our story time programming
brought in 284 children into the library for the month of December!
Over the Christmas holidays, Children's Services once again offered a variety of programming to
engage families in the holiday spirit. We ran four different drop in craft days, had a holiday
story time and did a holiday gift making party. Our gift making party had an astounding 87
participants on its own!
We also hosted a puppet making workshop for children and their parents that was facilitated by
Fransi Andersson, who is a puppeteer who worked on Fraggle Rock and Fred Penner's show.
The program was a success with 62 participants, and we hope to be able to offer this program
again in the future.
Tween Programs
Goal 2.1 Develop and maintain programs associated with identified groups.
The Mother Daughter book club met this month with 14 members. They read Inside Out and
Back Again by Thanhha Lai, and it received great reviews. The group had a snack, discussed the
book at length and ended the program by decorating canvas book bags. For next month they
decided to engage in a lighter read over the holiday season.
Teen Programs
Goal 2.1 Develop and maintain programs associated with identified groups.
In the month of December the Teens had an exciting month full of fantastic programming. Our
teen programmer Lindsey Toutant met with the Orillia Youth Centre and partnered with them to
create an Open Mic night. We had over 70 people attend the program, which was designed to
help raise money for local students going through financially difficult times. The teens raised
over $200 dollars for this event. We had six teen volunteers help with the program, which is
fantastic as it is often difficult to get our teen volunteers to commit to an event. The program was
a huge success and we are hoping to partner with the Orillia Youth Centre again to offer another
Open Mic Night in the future.
Page 175 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
The Board of Extraordinary Teens met this month with thirteen members in attendance and had a
brainstorming session to come up with new ideas for the new year. Highlights include a lock -in
games night, a Zombie themed survival night, writing/poetry/spoken word workshop, Zumba,
camp games, craft programs, cleaning up the lakefront, volunteering at the men's shelter, and
more. We are looking forward to seeing what they will do in the coming year!
outreach and Publicity
Goal 4 The Library will advocate for increased public awareness of the value and range
of library services.
This winter displays were created to highlight the children's collection, focusing on topics such
as Christmas, Hanukah, Imagination and Staff Favorites. In the teen section they focused on staff
favorites and a holiday themed display. As always these proved to be successful marketing tools
to promote the circulation of books.
Group and School Visits
Goal 2.7 Establish a mutually - beneficial presence in the school system.
Erin. Damery went to the Ontario Early Years Centre for their holiday party to read stories and
sign songs. 24 participants attended. This is a great way to promote literacy in our community as
well as reach a demographic of the population that may not be aware of the library programs.
Staff Development
Goal 7 The Library will attract, develop and maintain a trained and educated workforce.
This month Nancy Duncan ended her one year maternity contract. Amanda Hodgkinson will be
returning in January to resume her duties as Director of children's and Youth Services.
Reference
Goal 5 Develop Methods of Measurement to evaluate the Effectiveness of Library
Services and Programs
Reference questions - Year to Date:
DEC 2012: 596 Year to date 2012; 8424
DEC 2013: 826 Year to date 2013: 11751
The number of reference transactions handled by Children's Services staff increased in
December by 39% over 2013.
Page 176 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
REPORT FOR THE MONTH OF DECEMBER 2013
by Director of Information Services
Kelli Absalom
GOAL 2: Create and maintain lifelong relationships with users:
Volunteer hours for the month of December were 381.5.
The Library Book Store raised $200.30 during the month of December. There has been
many challenges with the book store's new location in the alcove on the main floor.
Jayne is working on a new volunteer schedule to keep it open daily, including Saturday
during the Farmer's Market,
GOAL 3: Optimize and customize library services to our user groups
We held our annual Volunteer Appreciation Luncheon in December to honor our
amazing volunteers. This year's theme was "You Mean The World To Us!" World
maps, flags and globes decorated the room and foods from around the world were
featured. Each volunteer was given a small gift of a notebook embossed with the library
logo. Fifty people were in attendance. Thanks to Jayne Turvey for her enthusiasm and
hard work organizing such a wonderful event. Thanks also to those staff members who
assisted during the luncheon.
Jayne organized a book launch for local author Sherry Lawson's first children's book
which features a story written by her granddaughter Harper. Fourteen people were in
attendance and had books signed by Sherry and Harper. They also sampled bannock
and watermelon.
The Readers Roundtable Book Club, led by Lee Kelly, met for a festive fireside chat in
December. The topic was favorite stories of Christmas. Attendance was smaller than
usual as it was so close to the holidays. Seven readers generated a list of not to be
missed holidaythemed books and stories which will be posted on the webpage.
Alice de Munnik continued offering a fiction writing course in December. She had one
meeting with ten people in attendance. The participants enjoyed the program so much
they requested an advanced class which will start in January.
Jayne held a "Lifescapes Twelve" memoir writing program in December with eleven
people in attendance.
Jayne held a meeting of the Genealogy Club in December with forty seven people in
attendance.
Sarah Csekey offered two computer classes in December: Get Smart With Your
Smartphone and Digital Photo Basics.
Page 177 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
The second session of Senior's Chair Yoga with Melanie Dielmann wrapped up in
December with 45 attendees. Due to popular demand, the class will be run again in
January for six weeks.
The Bookworms Book Club, led by Michelle Sinclair, met in December to discuss
'Water for Elephants" by Sara Gruen and have a Christmas tea . There were 16 people
in attendance.
The weekly Knitting Group met in the Fireplace Room during the month of December- -
with fourteen people in attendance.
Seventeen people were provided with library materials in our Community Outreach
program in December. Materials were also delivered to Victoria House and Birchmere
Retirement Residence.
Michelle and Lee created book displays on such topics as: Christmas, Canadian Fiction
and Winter.
GOAL 4: Advocate for increased public awareness of the value and range of
library services:
Sarah Csekey produced and published two eNewsletters in December.
GOAL 5: Develop methods of measurement to evaluate the effectiveness of
library services and programs:
The Orillia Public Library's Facebook pages had 723 followers at the end of December.
We also have 811 followers on Twitter.
GOAL 6: Investigate, develop and maintain partnerships in the community:
The "Santa for Seniors" program wrapped up in December and was wonderfully
successful. Gifts were purchased for all 55 gift tags which were hung on our Christmas
tree. Georgette Tanzi, the organizer, was very thankful for all the effort put forth from
staff. She reported how happy the residents were with the gifts they received. We hope
to run the program again next year with more nursing homes involved.
Page 178 of 310
December
Internet
2153
Wireless
1248
Online Products
2472
Home a e Visits
110075
Reference Questions Answered
1 2596
The Orillia Public Library's Facebook pages had 723 followers at the end of December.
We also have 811 followers on Twitter.
GOAL 6: Investigate, develop and maintain partnerships in the community:
The "Santa for Seniors" program wrapped up in December and was wonderfully
successful. Gifts were purchased for all 55 gift tags which were hung on our Christmas
tree. Georgette Tanzi, the organizer, was very thankful for all the effort put forth from
staff. She reported how happy the residents were with the gifts they received. We hope
to run the program again next year with more nursing homes involved.
Page 178 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
Sarah met with Sonya Janisse of Crossroads Staffing to give her a tour of the building
and discuss possible partnerships to serve unemployed and underemployed members
of our community. The use of our collection, databases and Computer Technology Lab
were of particular interest.
Jayne met with Professor David West from Lakehead University to discuss conducting a
speaker's series in partnership with the University. The series would feature talks by
Lakehead University professors and would begin in the new year.
The Library's partnership with the Welcome Centre Immigrant Services continues to be
successful. Two programs were held in December with eleven participants in
attendance.
Goal 7: Attract, develop and maintain a trained and educated workforce.
I would like to take this opportunity to thank everyone in my department for all their hard
work, dedication, good humor and commitment to customer service over the past year.
It is a real pleasure to work with such enthusiastic individuals.
Page 179 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
REPORT OF THE DIRECTOR OF TECHNICAL SERVICES
December 2013
Submitted by Susan Dance
Circulation:
A summary of December's activities appears below. More analysis of 2013 statistics will be occur in the
coming months.
Checkouts: 348,797
Renewals: 33,996
Holds placed: 46,403
New Members added:
Orillia
2344
Oro - Medonte
519
Severn
427
Non - Resident
60
Lakehead
147
Other
47
Total
3544
We are short- staffed in Circulation and hope to have two part -time contract positions filled before the
end of January. The department's staff schedule was adjusted to accommodate the staff shortage and
staff from TP pitched in to help.
Richard Anderson created and posted safety guidelines for using the automated sorter. Clarifying and
enforcing these guidelines will ensure that everyone continues to use this equipment safely.
Technical Processing:
With year -end looming Melissa Robertson worked to provide ongoing updates on materials expenditure
to ensure that 2013 funds were fully spent.
We received a large number of new items in December. TP staff worked hard to process priority items
for the collection. A backlog of items awaiting processing will be addressed throughout January.
Technology:
One of the self -check terminals has been out of service for some weeks. Fred Marlow is working with
Bibliotheca to have it back in service.
III -,age
Page 180 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
Safety and Security:
There have been ongoing serious safety and security concerns for both staff and patrons. In December
steps were taken to address these concerns:
• Kelli Absalom, Richard Anderson and I worked hard to be available to staff who encounter
problem patron behaviour. We have clarified the library's rules of conduct, and have had
discussions with particular patrons to ensure they understand the rules and the consequences of
breaking the rules. In December there were at least four occasions when patrons were ejected
from the library for behaviour issues. As well, one 2 -week suspension was issued.
• I attended the Crisis Prevention Institute's four -day Prepare Training Instructor Certification
Course. This course is designed to help reduce disruptive incidents and to prevent workplace
violence. I will conduct in- house training sessions for library staff starting in January.
0 Richard Anderson completed a SOLS online course (Dealing with Difficult Situations) which
covered workplace safety, and violence and harassment prevention.
• Constable Jim Edwards (Orillia Community Policing) and I discussed our challenges with patron
behaviour and enforcing library rules. He encouraged library staff to call police for assistance in
any situation.
• Kelli solicited advice from other libraries dealing with problem patron behaviour and received a
number of replies on a iistserv. It is clear that our situation is not unique. Our approach aligns
with others' best practices.
21Page
Page 181 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
Memo
To: Suzanne Campbell, CEO
From: Susan Dance, Director of Technical Services
Date: December 17, 2013
Subject: CPI training December 10 -13, 2013
Library
On December 10 -131 attended four day CPI certification training in Oro - Medonte.
CPI (Crisis Prevention Institute) provide crisis intervention training to libraries and other organizations
(including the Toronto Public Library) worldwide. The Township of Oro - Medonte hosted last week's CPI
training for some of its own staff and opened the registration to neighbouring municipalities.
The four day course included CPI's Prepare foundation course, two days of instructor certification
training, and one day of instruction training for the Personal Safety Techniques course. Having
successfully completed the training I am certified to train OPL staff in the Prepare foundation course,
which covers the following topics:
• crisis situations: how they evolve and develop
• Respect, Service, and Safety at Work*
• nonverbal and verbal elements of communication that can impact a crisis situation
• de- escalation strategies
how to set limits with individuals who are verbally aggressive and noncompliant
• the reciprocal relationship between one's own behavior and the behavior of others.
• coping mechanisms that can help maintain professionalism during confrontations
• ways to learn from crisis situations and improve future interventions
I am also able to teach CPI's topic modules (2 hour courses) on each of the following subjects:
• After the Crisis: Employee Debriefing Strategies
• Challenged by Mental Illness at Work
• Crisis Response Teams
• Giving Bad News
• How to Document incidents
• Negotiating Your Way Through Conflict
• Opening the Lines of Electronic Communication
Page 182 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
• Setting Effective Limits
• Situational Applications
• Responding to Violence: Effective Policies and Procedures
As we have discussed, the GPI training I received will allow me to train library staff in crisis prevention
strategies. It will help us ensure a safe and secure environment for staff and patrons. We intend to hold
training sessions for OPL staff starting in January.
Thank you for allowing me to attend this valuable training.
Page 183 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
QUARTERLY REPORT JANUARY - DECEMBER 2013
CIRCULATION OF MATERIAL Jan -Dec
PRINT 2012
Books 202335
Periodicals 12681
Interlibrary Loan - Borrowed 1974
Interlibrary Loan - Loaned 1614
CD -ROMs
Equipment (Watt meters added 2013)
Microfilms ILLoan - Borrowed
Microfilms ILLoan - Loaned
Multi- Media (incl. Kobos & Gaming added mid -2012)
Other Materials
Other Materials ILLoan - Borrowed
Other Materials ILLoan - Loaned
Sound Recordings
Talking Books ILLoan - Borrowed
(and Books -on -Tape) - Loaned
Videos and DVDs
Videos and DVDs ILLoan - Borrowed
Videos and DVDs ILLoan - Loaned
REFERENCE TRANSACTIONS
261
5
41
N/A
1525
N/A
44
11
17413
68
33
67305
324
AR
Jan -Dec
2013
205690
12202
2068
1781
229
33
89
N/A
2612
NIA
63
10
19624
78
54
98265
354
9nn
Adult
22627
28441
Children
8202
10656
Telephone Queries Redirected
1741
2657
E- Mail /Mail /Fax/Telephone Requests
4866
8067
Extended Computer Help
5797
8536
Extended Search Help (NEW)
718
1566
Other Libraries
2780
3872
Readers' Advisor+
6336
8859
Adult/Children
24368
33142
E- Book/E -Audio Book Checkouts (NEW)
11756
16894
Frost Scrap Book
6217
6315
Local News /Images Index Visits
51739
52401
Online Product Logins
16679
30386
Web Page Visits
127850
1 43600
Wireless
6102
13811
IN- UtiKAKY U5t UI- NUN -HU I IUN MATERIALS 6069 6457
IN- LIBRARY USE OF MICROFILM /FICHE 656 859
Page 184 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
SERVICES - CONTINUED
Jan -Dec
Jan-Dec
PROGRAMS - ADULT SERVICES
2012
2013
In- Library - Group Visits /Programs
57
196
*Attendance
1018
2783
Out of Library - Talks to Groups
13
10
*Attendance
515
534
PROGRAMS - YOUNG ADULT SERVICES
37
34
In- Library - Programs
22
66
*Attendance
279
1031
PROGRAMS - CHILDREN'S SERVICES
6
5
In- Library - Group Visits
37
71
*Attendance
1048
1386
- Story Hours
156
166
*Attendance
3530
4377
- Other
100
181
*Attendance
2794
4726
Out of Library -Talks to Groups
31
36
*Attendance
4196
3755
- Programs
7
12
*Attendance
125
225
VOLUNTEER HOURS
3198
5102
COMMUNITY OUTREACH
156
173
STUDY ROOM BOOKINGS (NEW)
529
979
MEETING ROOM BOOKINGS (NEW)
74
462
LIBRARY VISITS (Door Count)
169889
314201
AVERAGE PER DAY (Incl. Sunday)
576
967
NUMBER OF NEW BORROWERS REGISTERED
2012
2013
Adult - City of Orillia
2710
1946
- Township of Oro - Medonte
557
430
- Township of Severn
508
340
- Non - Resident - Annual
23
13
- Six Month
8
13
- Occasional
37
34
- Non- Resident Taxpayer
38
8
- Lakehead Students
111
147
- Library Staff & Volunteers
6
5
Children - City of Orillia
872
396
- Township of Oro - Medonte
208
86
- Township of Sevem
180
84
Other(lnstitutionai/ ReciprocaVLearningCentre /Nursin Homes}
22
T
42
! I t
Page 185 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
305 Copland Cres.,
Saskatoon, Sk. S71-1 2Z4.
November 25, 2013.
To the staff of The Orillia Public Library
Dear Staff,
This past September, my wife Lillian and I returned to Orillia for a visit and a
look around the city of my youth. We were very impressed with the new
Library building and its many features.
My mother, Dorothy McKay, was children's librarian at the Orillia Public Library
1961 - 1980 and loved the years spent there with children, their parents as
well as the entire library staff. We are sure she would have been thrilled with
the new premises.
We admired the beauty of the building inside and out! We loved the children
and youth area and marvelled at the little reading nooks, comfy seating and
the arrangement of furniture to invite and facilitate the use of all sorts of
library resources. What choices there are for everyone!
The attractive art work ( Mom knew Arthur Shilling and his paintings), the
beautiful views through those grand windows and the very pleasant
conversations with helpful staff all made for a memorable visit.
The new library is an inspiring feature for the downtown and we're sure it will
prompt more development and new tenants along that section of Mississauga
Street West.
Continue to enjoy your new library home. Best wishes to all and for all your
programs.
Sincerely,
Page 186 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
To: Suzanne Campbell, CEO, Orillia Public Library
Copy to: Roman Martiuk
Jim Lang, City Treasurer
Clerk's Department (Referrals)
From: Gayle Jackson, Deputy CAO /City Clerk
Date: December 18, 2013
Re: New Requisition Recommendation
The following is a copy of a recommendation that was adopted by Council, at its
meeting held on December 16, 2013:
"THAT, further to the reports dated November 19, 2013 from the
Treasury Department and December 3, 2093 from the Chief
Administrative Office, Council amend and approve Issue 120 of
Schedule 1 -01 (2014 Operating Budget) regarding the Orillia Public
Library Board budget matters in the amount of a $21,596 increase to
the tax levy requirement;
AND THAT the Orillia Public Library Board and Chief Administrative
Officer provide a further report to Council Committee."
Please report to Council Committee.
GJ:nb
C:H/sersYdatle MODaLsUtcaAI. =w4WwwJmvslTemporary hlemet FkslCmkntOuUooklWH4TQITD'Dc11 -125 im* 120 hbrw1A= Re: FOS14
Page 187 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
CKV
►f
Opine
Alk
To: Orillia Public Library Board
Suzanne Campbell, CEO, Orillia Public Library
Copy to: Jim Lang, City Treasurer
From: Gayle Jackson, Deputy CAO /City Clerk
Date: December 18, 2013
Re: Capital Project — Skateboard Deterrent
The following is a copy of a recommendation that was adopted by Council, at its
meeting held on December 16,2013:
"THAT, further to the report dated November 19, 2013 from the
Treasury Department, Council approve the Capital Project in Schedule
C -01 (2094 Capital Program - Page 53) regarding Skateboard Deterrent
- Library, in the amount of $96,000."
GJ:nb
CAU- 4chad -'A ppata�LO- VA- soMWlndowslT— Wary W" R eslCmleM .OuV00kWVH4T01TftCl1.216 UbSkateboxd.tloac File. F05.14
Page 188 of 310
12.b) Minutes of Orillia Public Library meeting held on Dece...
`Odll a Police Semi«es Board
Memo
TO: City of Orillia Boards and Committees
COPYTO. Robin Cadeau, Committee Co- ordinator
Inspector Malcolm Quigley, Orillia O.P.P. Detachment Commander
FROM: Orillia Police Services Board
DATE: January 10, 2014
RE: 201.4 -2017 Orillia O.P.P. Detachment Business Plan
The Ontario Provincial Police (O.P.P.) — Orillia Detachment Is currently in the
process of developing a three -year Business Plan. The activities, programs and
services outlined within the Detachment Business Plan will address local community
safety Issues and will align with the O.P.P.'s 2014-2017 Strategic Plan.
The City of Orillia Police Services Board is hosting a Public Meeting to obtain
feedback from Members of Council, City Boards and Committees, School Boards,
residents and businesses about local policing priorities.
The Special Public Meeting of the Orlllia Police Services Board will be held on:
Wednesday, January 22, 2014
7:00 P.M.
Orillia City Centre — Council Chamber (First Floor)
50 Andrew Street South .
Representatives from the O.P.P., as well as the Orillia Police Services Board will be
available to take note of your comments, and respond to any questions that you
may have about the proposed Detachment Business Plan. Your feedback will help
shape the community priorities that will become an integral part of the Orillia O.P.P.
Detachment's local service delivery model and operational focus.
For additional Information, please contact Kristine Preston, Executive Assistant to
the CAOIOrilfia Police Services Board at telephone number (705) 325-2125 or by
email to koreston(cDorillia.ca.
A copy of the 2013 Orillia O.P.P. Detachment Plan is available for review at the:
• Orillia City Centre (Third Floor Reception) — 50 Andrew St. S., Orillia
• Orillia Public Library — 36 Mississaga St. W., Orillia
• Orillia Police Services Board Website = OM,orilliausb.ca
Page 189 of 310
Lake Simooe Region
f conservation authority BOARD OF DIRECTORS' MEETING
NO. BOD -12 -13 — Friday, December 13, 2013
120 Bayview Parkway, Newmarket, ON
LSRCA Board Members Present:
Regional Councillor D. Bath, Chair
Deputy Mayor B. Drew, Vice -Chair
Councillor M. Baier
Regional Councillor J. Ballinger
Mr. E. Bull
Councillor D. Crake
Mayor G. Dawe
Councillor A. Eek
Councillor D. Evans
Councillor K. Ferdinands
Mayor V. Hackson
Councillor B. Haire
Councillor D. Kerwin
Councillor J. O'Donnell
Councillor S. Strangway
Councillor B. Ward
Regrets:
Councillor P. Craig
Mayor R. Grossi, LOA
Mayor A. Orsi
I. DECLARATION OF PECUNIARY INTEREST
None noted for the record of this meeting.
II. APPROVAL OF THE AGENDA
Moved by: V. Hackson
MINUTES
LSRCA Staff Present:
D. G. Wood, Chief Administrative Officer
B. Kemp, General Manager, Conservation Lands
R. Jarrett, General Manager, Communications & Education
J. Lee, General Manager, Corporate & Financial Services
M. Walters, General Manager, Watershed Management
R. Baldwin, Director, Planning & Development Services
T. Barnett, Coordinator, BOD /CAO, Project & Services
B. Booth, Manager — Planning, Regulations & Enforcement
P. Davies, Manager, Watershed Stewardship
L. Hanson, Annual Fund Coordinator
S. Jagminas, Communications Specialist
D. Lembcke, Manager, Environmental Science and Monitoring
P. Strong, Sub- Watershed Planner
C. Taylor, Executive Director, LSCF
B. Thompson, Subwatershed Implementation Specialist
Guests:
D. Avery, IDA
H. Behrend, NGFA
J. Chisholm, Toronto
J. Gibson, NGFA
C. Gibbons, NGFA
J. Gibbons, NGFA
N. Gibbons, NGFA
P. Harpley, South Lake Simcoe Naturalists
T. Kinnear, Citizen of Innisfil
L. Longo, Aird & Berlis LLP
J. Olah, Beard Winter LLP
A. Mott, Citizen of Georgina
F. Nelson, Metrus Development Inc.
A. Salomie, MPP Julia Munro's office
A. Teuyens, Aware Simcoe
T. Usher, Anthony Usher Planning Consultant
S. Villiers, NGFA
Seconded by: S. Strangway
Page 190 of 310
ty m...
12.c) Minutes of Lake Simcoe Region Conservation Authority rn
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting BOD -12 -13
December 13, 2013 — Minutes
Page 2 of 6
BOD- 207 -13 RESOLVED THAT the content of the Agenda for the December 13, 2013 meeting of the
LSRCA Board of Directors be approved as amended to include an additional human
resources item numbered (e) under Item XII, Closed Session. CARRIED
III. ADOPTION OF THE MINUTES
a) Board of Directors
Moved by: J. Ballinger Seconded by: D. Crake
BOD- 208 -13 RESOLVED THAT the minutes of the Board of Directors' Meeting No. BOD -11 -13 held
on Friday, November 22, 2013 be approved as amended to show that Resolutions
BOD- 196 -13, BOD- 197 -13, and BOD- 198 -13 are noted as CARRIED. CARRIED
b) Revised Board of Directors — October 22, 2013
Moved by: B. Drew Seconded by: G. Dawe
BOD- 209 -13 RESOLVED THAT the minutes of the Board of Directors' Meeting No. BOD -10 -13 held
on Friday, October 25, 2013 be approved as revised to indicate that Chair Grossi left
the meeting after Resolution BOD- 165 -13 was passed, under Item XI, Closed Session.
CARRIED
IV. ANNOUNCEMENTS
a) Chair Bath read a statement from Councillor Craig, who was not able to attend the meeting. Councillor
Craig requested that the discussion regarding LSRCA's Watershed Development Policy 11.4.1.2 be
deferred to January. Councillor Craig also noted he was pleased to read in the Agenda that Staff was
making a similar recommendation at today's meeting.
b) General Manager, Communications and Education, Renee Jarrett, referred Board members to the latest
edition of Lake Simcoe Science, which was distributed at the meeting, noting that extra copies are
available if required.
V. DEPUTATIONS
Mr. Leo Longo of Aird & Berlis LLP, legal counsel for the North Gwillimbury Forest Alliance, made a
deputation to the Board requesting that LSRCA's Watershed Development Policy 11.4.1.2 be deleted. Mr.
Longo referred to recommendations in Anthony Usher's reports dated September 12, 2013 and October 22,
2013, which had been distributed to Board members, along with Mr. Longo's opinion.
Moved by: V. Hackson Seconded by: D. Crake
BOD- 210 -13 RESOLVED THAT the Deputation by Mr. Leo Longo of Aird & Berlis LLP on behalf of the
North Gwillimbury Forest Alliance be received for information. CARRIED
Page 191 of 310
VI.
12.c) Minutes of Lake Simcoe Region Conservation Authority rn
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting BOD -12 -13
December 13, 2013 — Minutes
Page 3 of 6
CLOSED SESSION
The Board did not move into Closed Session to receive a presentation on a legal matter, but rather dealt with
Staff Report No. 64- 13 -BOD in open session.
LSRCA Watershed Development Policy 11.4.1
— Development and Interference within Provincially Significant Wetlands
Staff Report No. 64- 13 -BOD was tabled at the meeting. Manager, Planning, Regulations and Enforcement,
Beverley Booth outlined the developments to date regarding the discussions surrounding LSRCA Watershed
Development Policy 11.4.1, Development and Interference within Provincially Significant Wetlands. Staff
recommended that a comprehensive review and respective legal opinion on the matter be prepared for
discussion at a Special Meeting of the Board of Directors to be held in January 2014.
Moved by: K. Ferdinands
Seconded by: E. Bull
BOD- 211 -13 RESOLVED THAT Staff Report No. 64- 13 -BOD regarding the LSRCA Watershed
Development Policy 11.4.1.2 be received for information; and
FURTHER THAT the results of the comprehensive review and the respective legal
opinion on this matter be prepared for discussion at a special meeting of the Board of
Directors to be held during January 2014. CARRIED
VII. HEARINGS
There were no hearings at this meeting.
VIII. PRESENTATIONS
a) 2014 Budget Status Update
General Manager, Corporate & Financial Services, Jocelyn Lee, updated the Board on LSRCA's 2014 Budget
Status, outlining the changes in revenue funding over the past few years. Of note, Federal funding is up
slightly for 2014 due to the funds recently awarded through the Lake Simcoe /South- eastern Georgian Bay
Clean -up Fund. Ms. Lee also updated the Board on municipal funding partners, noting that some
municipalities have approved their 2014 funding, while others are still to be confirmed.
Moved by: A. Eek
Seconded by: J. Ballinger
BOD- 212 -13 RESOLVED that the presentation by General Manager, Corporate & Financial Services,
Jocelyn Lee, regarding an update on LSRCA's 2014 Budget Status be received for
information. CARRIED
b) Twinning Project Update
General Manager, Conservation Lands, Brian Kemp updated the Board on LSRCA's Twinning Project with the
Ayuquila River in Mexico, noting that Mission 3 Phase II has just been completed. This Phase saw five LSRCA
staff members travel to Mexico in November with a goal to establish a monitoring, measuring and mitigation
Page 192 of 310
12.c) Minutes of Lake Simcoe Region Conservation Authority rn
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting BOD -12 -13
December 13, 2013 — Minutes
Page 4 of 6
pilot program. The group's accomplishments included the restoration of 65 linear metres of riverbank, the
installation of six monitoring stations, tree planting with the community, participation in workshops, as well
as a successful meeting the Federal, State and local water agency representatives.
Moved by: B. Drew Seconded by: B. Ward
BOD- 213 -13 RESOLVED THAT the presentation by General Manager, Conservation Lands, regarding
the update on LSRCA's Twinning Project be received for information. CARRIED
At this time, Board members requested a five minute break.
Moved by: D. Crake
Seconded by: J. Ballinger
BOD- 214 -13 RESOLVED THAT the Board reconvene after a five minute break. CARRIED
IX. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
The Board did not identify any Agenda Items for separate discussion.
X. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Moved by: K. Ferdinands Seconded by: B. Haire
BOD- 215 -13 RESOLVED THAT the following recommendations respecting the matters listed as
"Items Not Requiring Separate Discussion" be adopted as submitted to the Board, and
staff be authorized to take all necessary action required to give effect to same.
CARRIED
1. Correspondence
BOD- 216 -13 RESOLVED THAT correspondence listed as items 1 (a) to (f) be received for
information. CARRIED
2. Budget Status Report — November 30th
BOD- 217 -13 RESOLVED THAT Staff Report No. 66- 13 -BOD regarding the Authority Budget Status for
the eleven month period ending November 30, 2013 be received for information.
CARRIED
3. Subwatershed Plan and Implementation Plan for the Oro and Hawkestone Creeks
BOD- 218 -13 RESOLVED THAT Staff Report No. 67- 13 -BOD regarding the Subwatershed Plan and
Implementation Plan for the Oro and Hawkestone Creeks be approved for
implementation. CARRIED
Page 193 of 310
XI.
XII
12.c) Minutes of Lake Simcoe Region Conservation Authority rn
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting BOD -12 -13
December 13, 2013 — Minutes
Page 5 of 6
4. Durham Regional Forest
BOD- 219 -13 RESOLVED THAT Staff Report No. 68- 13 -BOD regarding the record of tenders for the
Durham Region Forest Tender DRF- 001 -2013 be received for information; and
FURTHER THAT Tender DRF- 001 -2013 be awarded to Northern Pressure Treated Wood
Ltd. CARRIED
5. Conservation Lands Assessment — Management, Maintenance and Development — November 2013
BOD- 220 -13 RESOLVED THAT Staff Report No. 69- 13 -BOD regarding an assessment of the current
LSRCA landholdings be received for information, and
FURTHER THAT Staff continue to assess management, maintenance and development
practices moving forward and complete a Financial Strategy regarding the
Conservation Lands Program in 2014. CARRIED
CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
The Board did not identify any items requiring separate discussion.
Regional Councillor Ballinger left the meeting at this time to attend to an unrelated matter.
CLOSED SESSION
The Board moved to Closed Session to deal with confidential human resources matters.
Moved by: G. Dawe Seconded by: B. Haire
BOD- 221 -13 RESOLVED THAT the Board move to Closed Session to deal with confidential human
resources matters, and
FURTHER THAT the Chief Administrative Officer, the General Manager, Watershed
Development, the Director, Planning and Development Services and legal counsel
from Beard Winter remain in the meeting for the discussion on Items b) and e); and
FURTHER THAT the Chief Administrative Officer remain in the meeting for the
discussion on Items c) and d), and
FURTHER THAT Items b) and e) be dealt with first, followed by Items c) and d).
CARRIED
Moved by: B. Ward
Seconded by: M. Baier
BOD- 222 -13 RESOLVED THAT the Board rise from Closed Session and report findings. CARRIED
Page 194 of 310
12.c) Minutes of Lake Simcoe Region Conservation Authority rn
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting BOD -12 -13
December 13, 2013 — Minutes
Page 6 of 6
b) Human Resources Matter
Moved by: G. Dawe Seconded by: D. Kerwin
BOD- 223 -13 RESOLVED THAT Confidential Staff Report No. 70- 13 -BOD regarding a human
resources matter be received; and
FURTHER THAT the recommendations contained within Confidential Staff Report No.
70- 13 -BOD be approved. CARRIED
e) Human Resources Matter
Moved by: B. Drew Seconded by: D. Crake
BOD- 224 -13 RESOLVED THAT Confidential Staff Report No. 72- 13 -BOD regarding a human
resources matter be received; and
FURTHER THAT the recommendations contained within Confidential Staff Report No.
72- 13 -BOD be approved. CARRIED
c) Human Resources Matter
Moved by: D. Kerwin Seconded by: B. Haire
BOD- 225 -13 RESOLVED THAT Confidential Staff Report No. 71- 13 -BOD regarding a human
resources matter be received; and
FURTHER THAT the recommendations contained within Confidential Staff Report No.
71- 13 -BOD be approved. CARRIED
d) Human Resources Matter
Moved by: D. Evans Seconded by: S. Strangway
BOD- 226 -13 RESOLVED THAT the Confidential update regarding a human resources matter be
received. CARRIED
XIII. ADJOURNMENT
The meeting was adjourned at 1:00 p.m. on a motion by D. Kerwin.
U �
Regional Councilor Debbie Bath D. Gayle Wood
Chair Chief Administrative Officer
Page 195 of 310
12.d) Minutes of Orillia & Area Physician Recruitment & Rete...
Orillia & Area Physician Recruitment & Retention Committee
December 17, 2013
Present: Marci Csumrik, Tony Katarynych, Ron Stevens, Tony Madden, Kelly Meyer,
Wendy Timpano, Dr. Dan Kapeluto, Dr. Matt Miller, Lisa Kilby, Gini Stringer, Pat Thor
Regrets: Shannon O'Donnell, Dr. Carol Strickland, Jackie Shaughnessy
Guest: Dr. Nancy Merrow
Call to Order and Welcome: The chair, Marci Csumrik called the meeting to order at
8:12 a.m. and welcomed Dr. Nancy Merrow, V.P. Medical Affairs and Chief of Staff.
Members of the committee identified and introduced themselves to Dr. Merrow.
Motion to Approve Amended Agenda: Moved by Ron Stevens and seconded by Kelly
Meyer to approve the amended agenda with an addition under new business requested by
Dr. Nancy Merrow. Carried.
Declaration of Conflict of Interest: Dr. Dan Kapeluto declared a conflict of interest
related to discussion concerning the Couchiching Family Health Team.
Motion to Enter Closed Session: Moved by Kelly Meyer and seconded by Ron Stevens
to enter closed session discussion concerning a matter related to the Couchiching Family
Health Team. Carried.
Motion to Exit Closed Session: Moved by Tony Katarynych and seconded by Gini
Stringer to exit closed session discussion. Carried.
Motions Arising from Closed Session: Moved by Lisa Kilby and seconded by Gini
Stringer to receive letter and background report from Couchiching Family Health Team
as information. Carried.
Consent Agenda:
• November 19, 2013 Minutes
• December Staff Report
Motion to Approve the Consent Agenda: Moved by Wendy Timpano and seconded by
Tony Katarynych to approve the consent agenda. Carried.
Financial Report: The financial report was circulated to the committee for review.
Administration is over budget however it includes recently paid liability insurance. Lisa
Kilby outlined sponsorship activity in relation to the fundraising event "Seducing Dr.
Zeus" and the Centurion Bike Race. The loss of casino funding in this calendar year has
impacted a balanced budget.
Page 196 of 310
12.d) Minutes of Orillia & Area Physician Recruitment & Rete...
Motion to Approve the Financial Report: Moved by Gini Stringer and seconded by
Tony Katarynych to approve the financial report. Carried.
Fundraising Committee Report: Dr. Matt Miller outlined planning for `Seducing Dr.
Zeus ". To date over $10,000.00 has been committed in sponsorships. Posters and tickets
are ready for distribution. Pat Thor was directed to prepare a letter to send to all
municipal funders encouraging the various mayors and councils to attend the event.
Other Business:
Teleconference re: Health Professionals Recruitment Tour (HPRT): Pat Thor
outlined a recent teleconference hosted by Practice Ontario. Communities from across the
province participated over a number of days. The purpose was to allow the Ministry of
Health to gather information about the validity of continuing the medical school job fairs
in their current format.
Endowment Fund: It will no longer be necessary for the committee to write a yearly
grant to the Doctor Recruitment Endowment Fund. The yearly acquired interest will
automatically be transferred to the OSMH Foundation to be used for recruitment
purposes by the committee. This generally amounts to about $1,000.00 per year.
Interest Free Loans: For many years interest -free loans of $25,000.00 have been offered
to new doctors by Orillia Soldiers' Memorial Hospital. After general discussion and
review of a decision document presented by Dr. Nancy Merrow, the committee is in
agreement the policy should be discontinued.
Wendy Timpano, Manager of the Orillia & Area Community Development Corporation
(CDC) will meet with Pat Thor to discuss preparing an information pamphlet for new
doctors outlining the business planning, counseling and lending services available
through the CDC.
Correspondence: Sent
Jenna Hunter, Director Public Relations, Casino Rama — Thank you for years of support
through Wellness Grants
Chief Sharon Stinson -Henry — Meeting Request
Correspondence: Received
Michael Gordon, President Community Foundation of Orillia & Area — Grant
automatically re- directed
Chief Sharon Stinson Henry — Deputation invitation for January 22, 2014
Motion to Adjourn: Moved by Kelly Meyer and seconded by Gini Stringer. Carried.
Next Meeting: Tuesday, January 21, 2014 @ 8:00 a.m. in the OSMH Foundation
Board Room
Guest: Garfield Dunlop, M.P.P., Simcoe North
Page 197 of 310
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual R.pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
LIBRARY CO- OPERATIVE
ANNUAL REPORT
2012
Page 198 of 310
schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual Report 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
TABLE OF CONTENTS
Page No.
• Performance Management Committee
3
• Staff as of December 31, 2011
4
• Highlights 2011
5
• Simcoe- Muskoka Technology Partnership
6
• County of Simcoe Library Co- operative Overview
8
• Statistical Summary
11
• Materials Borrowed Through Rotations
12
• Graph — Rotation Comparison 2011 -2012
13
• Graph — Circulation of Simcoe County Materials
14
• Circulation of Simcoe County Materials
15
• Direct Circulation
16
• Graph — Circulation 2011 -2012
17
• E -Media Circulation
18
• Electronic Database Usage
19
• Chart Electronic Database Usage
20
• Wireless Hits 2010 -2011
21
K
Page 199 of 310
Schedule r 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual Report 2...
COUNTY OF
SiMCOF
For the Greater Good
LIBRARY
CO- OPERATIVE
PERFORMANCE MANAGEMENT COMMITTEE (Library) 2012
Councillor Basil Clarke (Chair) — Township of Ramara
Councillor Doug White (Vice- Chair) - Town of Bradford West Gwillimbury
Councillor Sandra Cooper — Town of Collingwood
Councillor Dan Davidson — Town of Innisfil
Councillor Mike MacEachern — Town of New Tecumseth
Councillor Patrick Marion — Town of Penetanguishene
Councillor Gord McKay — Town of Midland
Councillor Ray Millar — Township of Tay
Councillor Mary Small Brett — Township of Adjala- Tosorontio
Councillor Scott Warnock — Township of Tay
Deputy Warden Harry Hughes — Township of Oro - Medonte
Warden Cal Patterson - Town of Wasaga Beach
Additional Representation for Museum, Archives and Library Purposes only:
David Walker (citizen appointee)
Dave Snedden (citizen appointee)
Elaine Steele (Women's Institute)
Councillor Doug Shipley (City of Barrie)
Chief Administrative Officer— Mark Aitken
County Clerk — Brenda Clark
Page 200 of 310
Schedule v 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual Report 2...
COUNTY OF
SiMCOF
For the Greater Good
LIBRARY
CO- OPERATIVE
STAFF AS OF DECEMBER 31, 2012
Gayle Hall — Chief Librarian
Ardis Harris — Library Technician
Christine Maxwell — Library Technician
Jim Small — Library Technician
Sue Wall — Library Technician
Page 201 of 310
Schedule V 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual Report 2...
COUNTY OF
SiMCOF
For the Greater Good
HIGHLIGHTS 2012
LIBRARY
CO- OPERATIVE
The County of Simcoe Library Co- operative experienced a number of exciting challenges in 2012.
The Library moved into a new facility; the two -year Simcoe- Muskoka Technology Partnership
project was completed; and the e -book collection was expanded. Some of the year's highlights
are outlined below.
• The Library Co- operative moved into its new facility in February. After spending three
years offsite in a temporary building, the Library staff welcomed the move back to the
County of Simcoe Administration Centre. The new facility, complete with new compact
shelving, provides adequate space for the Library to develop its collections and services,
and continue to meet the needs of member libraries.
The Simcoe- Muskoka Technology Partnership project, a two -year pilot project that was
funded by a grant from the Southern Ontario Library Service, was completed at the end of
February. The Partnership hired an Information Technician who provided technical and
analytical support to the staff of the nine (9) participating library systems. The project was
extremely successful and produced statistical data that supported the hiring of a full -time
IT Technician dedicated to libraries. The position was added to the staffing complement of
the County Information Technology (IT) Department in March.
The Co- operative continued to develop its e -book collection. The County Library digital
collection is available through the PULSE (Public Libraries Sharing E- Media) website at
pulse.simcoe.ca. Over one thousand three hundred (1,300) e -book titles were purchased
and added to the website in 2012. Circulation increased dramatically throughout the year
totaling over 48,166 checkouts by year's end almost triple the circulation of the previous
year. Two thousand seven hundred ninety -seven (2,797) new patrons accessed the site.
• The wireless public Internet service celebrated its fourth anniversary in April. The free
wireless network is available in all the Co- operative member libraries and branches in the
County. The service was accessed 43,833 times during 2012, an increase in usage of
37% over the previous year.
• The circulation of library material increased significantly, year over year. In 2011 the total
circulation was 94,307. In 2012, that figure jumped to 113,765.
The Library Co- operative continued to fulfill its stated mandate to supplement and enhance the
library services provided by its members to the residents of Simcoe County. As always, credit
For its success is shared by a variety of groups and individuals. Special thanks go to Simcoe
County Council and the Performance Management Committee for their continuing support, to
Brenda Clark, County Clerk for her insightful guidance, to the Chief Librarians' Committee for their
helpful advice, and the staff of the County Library for their constant dedication and hard work.
Page 202 of 310
Schedule V 12.e) C9WYeb'f'th�MQQ?W ikary Co- operative Annual FReport 2...
COUNTY OF
SiMCOF
For the Greater Good
LIBRARY
CO- OPERATIVE
SIMCOE - MUSKOKA TECHNOLOGY PARTNERSHIP
The Simcoe- Muskoka Technology Partnership was a collaboration between nine public
libraries in the Simcoe Muskoka area to manage ongoing IT planning, support and
training by sharing the services of an IT professional. The partnership included eight
public libraries from Simcoe County (Clearview, Collingwood, Essa, Penetanguishene,
Ramara, Severn, Springwater and Wasaga Beach) and one public library from the District
of Muskoka (Georgian Bay Township). Together these libraries include sixteen (16)
branches located primarily in small rural communities. Collectively they serve an
estimated population of 120,000 permanent residents
The $141,532.50 grant that the Partnership received was used to hire an IT technician for
a two -year contract. The technician visited each of the partner libraries on a rotating
schedule. The specific duties of the technician included: installing, configuring, and
maintaining computer hardware and software; troubleshooting and repairing computer
equipment and peripherals; managing network security and connectivity; performing
analysis of systems, researching technical specifications and providing advice to the
libraries for systems planning; liaising with vendors and suppliers; and conducting staff
training sessions on the proper use of hardware and software. The County of Simcoe
Library Co- operative provided supervision, administration and a centralized home base
for the technician.
The project, which commenced on March 1, 2010 and ended on February 29, 2012, was
successful. All the participating libraries embraced the project and utilized the services of
the IT technician to the fullest. The technician's first task was to set up a visitation
schedule that apportioned his time equitably among partner libraries. He arranged to visit
every library branch at least once a month. Sometimes emergencies disrupted the
schedule; however, most often he was able to keep his appointments. He completed four
hundred thirty -five (435) site visits over the two year period.
To facilitate the compilation of statistics, streamline the response process, and allocate
time appropriately, the technician developed a trouble ticket system for the libraries to use
to log problems and requests. The system allowed libraries to specify the urgency and
scope of the problem and allowed the technician to manage his time efficiently. The
system provided statistics on response and resolution times as well as the total number of
tickets logged. Over the two year period, eight hundred thirty -one tickets (831) were
logged.
High on the list of tasks that libraries wanted the technician to undertake was compiling
an inventory of computer hardware. Many libraries had dozens of computers but no
Page 203 of 310
Schedule V 12.e) C9WYeb'f'th�YlidQQ?Wn ikary Co- operative Annual R-pport 2...
COUNTY OF
SiMCOF
For the Greater Good
LIBRARY
CO- OPERATIVE
comprehensive list of the models, serial numbers, age, or cost of the equipment. The
technician was able to complete the initial inventory for all libraries by September 2010.
After that, he maintained accurate inventories for each library and branch and updated
them on a continuous basis. By the end of the project, the inventories comprised over
three hundred twelve (312) hardware devices.
All of the libraries had particular projects that they wanted the technician to undertake.
Some wanted their websites re- designed; some asked him to set -up reservation systems
for their public access computers, some required him to install new network cabling and
routers. Each of the projects was completed within the two year framework.
Staff training was an important component of the project. The technician provided
instruction for the staff of individual libraries in how to use existing software, as well as the
new software that he installed (i.e. PC Reservation, LTP 1). One of the most popular
training courses that he developed was how to download e -books to a variety of e-
readers and other hand -held devices. He conducted ten small group training sessions for
one hundred six (106) staff members and offered hands -on instruction in the use of
the Sony E- Reader, Kobo E- Reader, iPad, and Android.
The Simcoe- Muskoka Partnership project accomplished what it set out to do. It provided
the libraries with fully functional computer systems that are secure and stable. It provided
the partners with up -to -date inventories to support effective technology planning. It
provided training for library staff in how to use the computer hardware and software in
their libraries. Most importantly, it confirmed the need for a permanent full -time IT
technician dedicated to libraries.
The success of the project supported the addition of a new position in the County
Information Technology (IT) Department dedicated to participating libraries. The contract
began in March 2012 on a temporary basis for review as part of the 2013 budget process.
Page 204 of 310
schedule 12.e) C9WYeb'f'th�YlidQQ?Wn ikary Co- operative Annual Report 2...
SiCOUNTY OF
MCOF S LIBRARY
For the Greater Good CO- OPERATIVE,
COUNTY OF SIMCOE LIBRARY CO- OPERATIVE
GOVERANCE
The County of Simcoe Library Co- operative is a unique organization in the Province of Ontario. It
is the only public library co- operative in the province and its statutory obligations are set forth in
the Public Libraries Act. The Co- operative is funded and operated by County of Simcoe, although
the Library also receives a modest annual operating grant from the Ontario Ministry of Culture.
MEMBERSHIP
Membership in the Co- operative is restricted to public library boards in the County of Simcoe, with
the exception of the separated cities of Barrie and Orillia. All municipalities in the County
contribute to the support of the County Library Co- operative through the general County levy;
therefore, all municipal public libraries in Simcoe County are eligible to use the services of the Co-
operative. Currently, there are fourteen separate library boards comprising twenty -seven libraries
and branches in Simcoe County. Participation in any program or service of the Co- operative is
strictly voluntary.
SERVICES
Block Rotations of Special Collections
The County Library selects, acquires and processes material to circulate in blocks to members of
the Co- operative. At present, the County Library has eleven special collections for block rotation:
large print books, DVDs, Blu -ray DVDs, read - alongs, music compact disks, CD -ROMs, books on
compact disks, books on MP3, Playaways, Playaway Views and video games. These materials
are assembled into two or three different sizes of blocks for each material type. Blocks are rotated
between two and four times a year, depending on the requirements of individual libraries. The
blocks are delivered to and retrieved from member libraries via the library van.
Electronic Online Databases
The County Library purchases annual subscriptions to a variety of commercial online databases
that can be accessed by via the Internet. Free access to these databases is provided to the library
patrons of all member libraries. The databases cover a wide spectrum of subject areas from
current events to history, and from science to literature. Currently, the County Co- operative has
subscriptions to thirteen (13) different databases: A to Z Maps, Canadian Reference Centre,
Computer Tutorials, CultureGrams, Global Road Warrior, Hobbies & Crafts, Reference Centre,
Home Improvement Reference Centre, Mango Languages, NoveList K — 8, NoveList Plus,
NoveList Select, Science Reference Centre, and Small Engine Repair Reference Centre.
Page 205 of 310
schedule W 12.e) QPMAtYe9ffh PQ @W Si�pry Co- operative Annual Report 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
Electronic Books and Audio Books
Electronic books and audio books are books that are in digital format and are accessed via the
Internet. In 2007, the County Co- operative contracted with Overdrive to purchase its digital audio
book technology and services. The service permits all County residents, with a valid library card
and an Internet connection, to download digital audio books to their computers and MP3 players
for free. Remote patron authentication software ensures that anyone accessing the collection is a
registered patron of a member library. The audio book collection is accessed through the PULSE
(Public Libraries Sharing E- Media) website at pulse.simcoe.ca. In 2010, electronic books were
added to the digital collection and are also available through the PULSE website. The e -books
can be downloaded to a computer and then transferred to a compatible e -book reader; or they
can be downloaded directly to a smart phone, [Pad, Android, or another mobile device.
Reference and Local History Collections
The County Library has a substantial reference and local history collection comprising over 1,500
items. Titles are available for limited loan to member libraries.
Library Journals
The County Library subscribes to twelve (12) different library journals. These journals provide
professional advice in library specific fields such as collection development. These journals are
routed to individual libraries based on members' preferences.
Large Print and Video Pools
The County Library is responsible for the acquisition, processing, maintenance and rotation
schedules for the Large Print and the Video Pools. The Pool collections are owned and funded by
those members of the Co- operative who have decided to join the Pools. At present, there are ten
libraries or branches that belong to the Large Print Pool and nine that belong to the Video Pool.
Consortium Purchasing
The County Library purchases a variety of library supplies in bulk, such as DVD and CD cases,
spine label protectors, pockets, etc. and sells them to member libraries at cost. The Co- operative
also negotiates the bulk purchasing of computer software and software licenses, such as virus
protection, on behalf of member libraries.
Wireless Public Internet Access
In partnership with the Simcoe County Information Technology Department, the County Library
provides free wireless Internet service in all member libraries and branches. This service allows
library patrons to access high -speed Internet in their local libraries. Patrons and visitors can bring
their own laptop computers or other wireless devices into the library and connect to the Internet.
The wireless system requires users to login using their library barcode and password. Visitors
may obtain a temporary barcode from the local library staff.
Page 206 of 310
schedule V 12.e) QPMtYe9ffh PQ@W si�pry Co- operative Annual F�eport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
Library Automation and Systems Administration
For many years, the County Co- operative has taken the lead in supporting the automation of
member libraries. The databases of ten member libraries — Clearview, Coldwater, Collingwood,
Essa, New Tecumseth, Penetanguishene, Ramara, Springwater, Tay and Wasaga Beach — as
well as the County Co- operative database, reside on the two County Library servers located in the
County Administration Centre. The servers are maintained by the County Information Technology
Department. The Chief Librarian of the County Library administers the library software program,
provides training to the staff of member libraries and troubleshoots any problems encountered
with the software. In 2007, a third server was acquired to host the WebReporter software. This
software is used to retrieve statistical information from the library databases and create a variety
of reports, charts and graphs on acquisitions, circulation patterns, patrons and collections.
Training
The County Library provides training and training opportunities for the staff of member libraries.
Topics include web -site development, cataloguing, electronic databases and e- media. County
Library staff also provides training sessions on specific aspects of the library software program.
STAFFING
The Library Co- operative has a current staff of five people — the Chief Librarian and four library
technicians. The Chief Librarian administers the library, supervises the staff, selects material for
purchase, administers the automation system and liaisons with staff from member libraries.
The Acquisition Technician orders and receives all material acquired by the Co- operative and
performs a variety of clerical functions such as answering the phone, filing, and maintaining the
records management system.
The Cataloguing and Processing Technician processes all new material, assembles the special
collections into blocks and ensures that each item is correctly entered into the database.
The two Circulation Technicians schedule rotations, check block material into and out of the
library, circulate reference material and pool items, repair large print books and audio /visual
material, box material for rotation and operate the Library delivery van.
`rf,
Page 207 of 310
Schedule
COUNTY OF
SiMCOF
For the Greater Good
12.e) QPM Mh�J QQ?W�ikary Co- operative Annual F� -pport 2...
LIBRARY
CO- OPERATIVE
STATISTICAL SUMMARY 2012
Total Collection as of December 31, 2011 — 43,217
ADDITIONS
WITHDRAWALS
9,821
1,922
Total Collection as of December 31, 2012 — 51,116
Materials Borrowed Through Rotations 2012
Large Type
Audio
Visual
Total
18,170
14,558
19,382
52,110
Circulation of Simcoe County Library Materials 2012
Large Type
Audio
Visual
Total
24,656
24,284
64,187
113,127
Direct Circulation 2012
Sols VDX
Requests
Staff requests
Large
Type
Audio
Visual
Reference
Total
636
1,966
507
620
1,447
27
2,602
Electronic Database Usage 2012
No. of Sessions
No. of searches
Total
5,916
14,115
26,530
E -Media 2012
Number of titles
Total checkouts & holds
patrons
Total
1,566
73,422
2797
73,422
Wireless Hits 2012
Number of Libraries
Total hits
22
32,006
Page 208 of 310
Schedule v 12.e) C9WYeb'f'th�MQQ?W ikary Co- operative Annual F�ppport 2...
COUNTY OF
SiMCOF
For the Greater Good
LIBRARY
CO- OPERATIVE
MATERIALS BORROWED THROUGH ROTATIONS 2012
LIBRARY
No.
Rotations
LARGE TYPE
AUDIO
VISUAL
TOTAL
BASE BORDEN
3
660
535
991
2,186
BRADFORD
3
0
55
626
681
CLEARVIEW Creemore
4
100
830
1,161
2,091
Stayner
4
50
795
1,062
1,907
Sunnidale
4
200
1,210
1,254
2,664
COLDWATER
3
775
685
951
2,411
COLLINGWOOD
4
240
70
235
545
ESSA Angus
1
480
360
60
900
Thornton
3
1285
905
958
3,148
MIDLAND
3
2120
0
0
2,120
NEW TEC. Alliston
3
430
631
735
1,796
Beeton
3
695
590
821
2,106
Tottenham
3
530
590
868
1,988
PENETANGUISHENE
4
2,360
1,116
1,429
4,905
RAMARA Atherley
3
1,050
880
830
2,760
Brechin
3
550
606
812
1,968
SPRINGWATER Elmvale
3
405
690
917
2,012
Midhurst
3
0
55
727
782
Minesing
3
90
370
884
1,344
TAY Port McNicoll
4
1,935
1,165
1,345
4,445
Victoria Harbour
4
1,335
1,110
1,355
3,800
Waubaushene
4
1,860
1,270
1,361
4,491
WASAGA
2
1,020
40
0
1,060
TOTAL
1 74
18,170
1 14,558
1 19,382
52,110
`A
Page 209 of 310
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual P�pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE ,
Rotations 2011 -2012
60000
50000
40000
30000
18170
1
sual
1
4
Total
52110
2011
2012
Page 210 of 310
13
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual F4-,port 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE ,
120000
100000
.VIII
.1111
40000
20000
L
Circulation of Rotation Items
2012
Large Type Audio Visual Total
Items borrowed through Rotations Items checked out from the Rotations
Page 211 of 310
14
Schedule
COUNTY OF
SiMCOF
For the Greater Good
12.e) QPHWY Mh�J QQ?W�ikary Co- operative Annual F�eport 2...
LIBRARY
CO- OPERATIVE
CIRCULATION OF SIMCOE COUNTY LIBRARY MATERIALS 2012
LIBRARY
LARGE TYPE
AUDIO
I VISUAL
TOTAL
BASE BORDEN
69
94
1,090
1,253
BRADFORD W. GWILLIMBURY
0
42
2,834
2,876
CLEARVIEW Stayner
143
1,104
2,890
4,137
Creemore
129
1,637
3,064
4,830
Sunnidale
162
1,320
1,736
3,218
COLDWATER
828
1,247
2,307
4,382
COLLINGWOOD
548
315
2,125
2,988
ESSA Angus
1,192
1,703
925
3,820
Thornton
1,137
892
1,456
3,485
MIDLAND
2,509
0
0
2,509
NEW TECUMSETH Alliston
697
2,228
6,255
9,180
Beeton
858
1,936
4,358
7,152
Tottenham
713
1,582
4,327
6,622
PENETANGUISHENE
3,131
1,533
6,287
10,951
RAMARA Atherley
1,278
1,199
3,069
5,546
Brech in
569
681
1,956
3,206
SPRINGWATER Elmvale
564
1,288
4,468
6,320
Midhurst
5
106
3,837
3,948
Minesing
151
378
1,597
2,126
TAY Port McNicoll
2,246
1,688
3,093
7,093
Victoria Harbour
1,584
1,303
3,204
6,091
Waubaushene
1,938
1,447
2,422
5,807
WASAGA
3,680
445
70
4,195
SOLS
378
52
198
636
COUNTY EMP.
147
64
1,249
1,460
TOTAL
24,656
24,284
64,187
113,127
15
Page 212 of 310
Schedule
COUNTY OF
SiMCOF
For the Greater Good
12.e) QPM Mh�J QQ?W�ikary Co- operative Annual F�eport 2...
LIBRARY
CO- OPERATIVE
DIRECT CIRCULATION 2012
MONTH
REQUESTS
LARGE TYPE
AUDIO
VISUAL
REFERENCE
JANUARY
131
25
24
80
1
FEBRUARY
175
24
22
123
6
MARCH
222
46
52
120
4
APRIL
231
56
61
109
5
MAY
178
31
53
92
2
JUNE
258
58
75
124
1
JULY
248
48
81
114
5
AUGUST
153
43
45
65
0
SEPTEMBER
236
62
34
140
0
OCTOBER
267
46
66
155
0
NOVEMBER
250
37
43
168
2
DECEMBER
253
31
64
157
2
TOTAL 71
2602
507
620
1447
SOLS (VDx)
636
378
52
198
8
STAFF
1966
129
568
1249
20
`[.
Page 213 of 310
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual F -pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE ,
Circulation 2011 -2012
120,000
100,000
:1 111
.1 111
40,000
22,741'"" 23,559'4
20,000
0 l' —
Large type Audio Visual
0
Total
2011
■ 2012
Page 214 of 310
17
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual F?pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
6000
5000
4000
3000
2000
1000
E -MEDIA CIRCULATION 2011 -2012
MONTH
ACTIVITY /MONTH 2011
ACTIVITY /MONTH 2012
JANUARY
1615
5138
FEBRUARY
1549
4661
MARCH
2020
5082
APRIL
1871
4930
MAY
1921
4735
JUNE
2124
4949
JULY
2617
5430
AUGUST
2694
4996
SEPTEMBER
2711
4845
OCTOBER
2866
4712
NOVEMBER
3174
4566
DECEMBER
3600
4811
TOTAL
28,762
1 58,885
E -Media Usage - 2012
5138 5082 4930 4735 4949 4996
4661 4845 4712 4811
3600
3174
2617 2694 2711 2866
2020 1871 1921 2124
1615
0
t
F
�Z" met �Z" �Zt
Goo � Gz�
12011 total checkouts -28762
12012 -total checkouts - 58,855
Page 215 of 310
`[?
Schedule
COUNTY OF
SiMCOF
For the Greater Good
12.e) QPMAtYe9ffh PQ @W Si�pry Co- operative Annual F�pport 2...
LIBRARY
CO- OPERATIVE
ELECTRONIC DATABASE USAGE 2011 -2012
DATABASE
SEARCHES &
SESSIONS
2011
SESSIONS &
SEARCHES
2012
A -Z MAPS
1,42
219
CANADIAN REFERENCE CENTRE
4,459
3,207
CONSUMER HEALTH COMPLETE
1,549
1,102
CULTUREGRAMS
4,178
1,667
GLOBAL ROAD WARRIOR
266
171
HOBBIES & CRAFTS REFERENCE CENTRE
766
508
HOME IMPROVEMENT REFERENCE
CENTRE
328
318
LEARNING EXPRESS
433
372
LITERARY REFERENCE CENTRE
466
282
MANGO LANGUAGES
1,480
3,240
NOVELIST
8,244
23,414
SCIENCE REFERENCE CENTRE
2,654
2,179
SMALL ENGINE REPAIR REFERENCE
CENTRE
1 1,565
698
ITOTAL
1 26,530
37,377
Page 216 of 310
Schedule 12.e) C9WYeb'f'th�MQQ?W ikary Co- operative Annual F3pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE,
Database Usage 2012
■A_Z Maps
3 ■ Canadian Reference Centre
■ Consumer Health
2 ■ CultureGrams
■ Global Road Warrior
282
■ Hobbies & Crafts
• Home Improvement
• Learning Express
Literary Reference Centre
• Mango Languages
Novelist
Science Reference Centre
Small Engine Repair
Page 217 of 310
f��i;
Schedule 12.e) CPMAtye9ffh 999W l i�pry Co- operative Annual P, .pport 2...
COUNTY OF
SiMCOE LIBRARY
For the Greater Good CO- OPERATIVE`,
WIRELESS HITS 2011 -2012
JAN
FEB.
MAR.
APR.
MAY
JUNE
JULY
AUG.
SEPT.
OCT.
NOV.
DEC.
2011
N/A
1,853
2,504
2,228
2,560
3,307
3,413
3,503
3,312
3,192
3,214
2,920
2012
4430
3681
3789
4026
3624
3135
3831
4521
3103
3514
3372
2805
F-
5000
4500
4000
3500
3000
2500
2000
1500
1000
500
0
TOTAL 2011 - 32,006
TOTAL 2012 - 43,830
Wireless Usage 2011 -2012
�° J�� �5` 0t 0t 0t 0"
COQ � �0 000
2011
—CF 2012
Page 218 of 310
`IS
13.a) Correspondence received January 23, 2014 from Town of ...
TON OF 61,1 ANNUAL OSUM CONFERENCE & TRADE SHOW
"Conference at the Cottage" April 30, May 1 & 2, 2014
Welcome, Ontario Small Urban Municipalities Conference Delegates & Exhibitors
Conference at the Cottage!
The Town of Parry Sound is pleased to be hosting the 2014 Ontario Small Urban Municipalities
(OSUM) Conference, April 30, May 1, 2, 2014.
We are excited about the program which features a variety of topics and presenters, while
providing opportunity for networking.
Conference information can be found on the Town of Parry Sound web page at
www.townofparrysound.com
If you have questions about the delegate and companion programs, contact Jessie Langford,
Administrative Assistant, at 705 - 746 -2101, ext 225 or by email at
ala-ngford @townofparrysound.com
If you wish to participate in the Trade Show, contact April McNamara, Leisure Services
Co- ordinator at 705 - 746 -2101, ext 227 or by email at april @townofparrysound.com
While at the conference, we hope you take the time to meet new people, catch up with old
friends and share experiences from the world of municipal government.
Our team is looking forward to meeting you in Parry Sound where we will help turn the
experiences of the 2014 OSUM Conference into memories!
See you in the spring!
The Town of Parry Sound Team
Mayor Jamie McGarvey
Jessie Langford
April McNamara
Lynn Middaugh
SAN 13 1014
°R°`M�C)
T °V,NS ONTE'
Page 219 of 310
13.a) Correspondence received January 23, 2014 from Town of ...
61"ANNUAL OSUM CONFERENCE & TRADE SHOW
�G
"Conference at the Cottage" April 30, May 1 & 2, 2014
DELEGATE REGISTRATION FORM -
Full Delegate Package
$495 + HST ($64.35) _ $559.35
Each Delegate will receive a registration kit, access to all workshops, Wednesday evening
Welcome Reception /Opening Ceremonies & Trade Show including hot and cold Hors D'oeuvres
and cash bar, Thursday evening Mayor's Reception, Breakfast and Lunch on Thursday and Friday.
Companion Program
$150 + HST ($19.50) _ $169.50
Companion program includes Wednesday evening Welcome Reception & Trade Show, including
hot and cold Hors D'oeuvres and cash bar. Join the delegates for the Mayor's Reception
Thursday, breakfast on Thursday and breakfast and lunch on Friday.
A pottery studio workshop is planned for Thursday May 1St and will include all materials,
instruction and lunch at the West Parry Sound District Museum on Tower Hill.
61St Banquet Dinner and Entertainment $46 + HST ($5.98) _ $51.98
The Charles W. Stockey Centre for the Performing Arts will be the venue for the Thursday
evening, May 1St `Surf or Turf banquet dinner, and live entertainment. The meal options are pan
fried pickerel or roast sirloin of beef.
Early Bird Golf Day — Wednesday April 30, 2014 — Seguin Valley Golf Course
$80 + HST ($10.40) _ $90.40
Enjoy a fun day of golf at the beautiful Seguin Valley Golf Course. Package includes 18 holes of
golf, cart, coffee on arrival, lunch, bottled water and prizes. Shot gun start at 11:30 am.
Accommodations:
Group rates have been set at two of the larger hotels. Additional accommodations are available
throughout Parry Sound; please visit www .townofparrysound.com /pagesmith /132 for a full list.
Comfort Inn - $99.00 ( +tax)
Group Confirmation Number: 1290933
120 Bowes Street, Parry Sound, ON P2A 21-7
(705) 746 -6221
www.parrysoundcomfortinn.com
Microtel Inn & Suites - $105 - $150 ( +tax)
Group Confirmation Code: OSUM
292 Louisa Street, Parry Sound, ON P2A OA1
(705) 746 -2700 1- 866 - 745 -8666
www.microtelparrysound.com
Page 220 of 310
13.a) Correspondence received January 23, 2014 from Town of ...
61"ANNUAL OSUM CONFERENCE & TRADE SHOW
yr
f� "Conference at the Cottage" April 30, May 1 & 2, 2014
DELEGATE REGISTRATION FORM
Delegate Name:
Title /Position:
Municipality/ Organization:
Mailing Address:
Tel:
Email:
Fax:
Companion Name:
Cell:
Postal Code:
stain Type
K Base Fee
a Taxes
_ Total Fee kNUmber of Tctta -
Delegate Package
$495.00
+13%
$559.35
x
Companion Program
$175.00
+13%
$197.75
x
61St Banquet Dinner
Pickerel ❑ x
& Entertainment
$46.00
+13%
$51.98
Roast Beef ❑ x
Thursday May 1St
Vegetarian ❑ x
Early Bird Golf Day
$80.00
+13%
$90.40 1
x
TOTAL: 1 $
If you are golfing please list team members. If you do not have a team you will be matched up.
1.
3.
2.
4.
Refund Policy: Cancellation must be made in writing (mail, email or fax) before April 11, 2014.
An administration charge of $50.00 will apply. Any cancellations after April 11, 2014 will not be
refunded.
Trade Show enquiries should be made to: April McNamara, April @townofparrysound.com or
(705) 746 -2101 x 227
For updates regarding conference programming, please visit: www.osum.ca
www.townofparrVsound.com
Payment Method: Cheque payable to: "Town of Parry Sound"
Please mail this registration form and payment to:
Town of Parry Sound Attn: Jessie Langford
52 Seguin Street
Parry Sound, ON
P2A 1134
Questions or inquiries: _
P: (705) 746 -2101 x 225
F: (705) 746 -7461
E: jlangford @townofparrysound.com
* *Forms can be faxed /emailed, with
payment by mail
Page 221 of 310
13.b) Correspondence dated January 13, 2014 from Randy Petta...
Queen's Park
Toronto, Ontario
January 13, 2014
Doug Irwin
Director, Corporate Services /Clerk
Township of Oro - Medonte
148 Line 7 S
Oro, ON LOL 2X0
Dear Mr. Irwin:
Ontario
Randy Pettapiece, MPP
Perth- Wellington
Re: Resolution on Joint and Several Liability
AECHN
JAN 11 2014
Rising municipal insurance premiums must be reined in. For years, municipalities have
asked the province to address joint and several liability, which is the primary contributor
to rising premiums. Municipalities, often targeted as insurers of last resort, can be on the
hook for massive damage awards even if they are deemed just one percent responsible.
We are told that 38 U.S. states have enacted some form of proportionate liability; and that
other jurisdictions are also pursuing reform. Municipalities have said that we in Ontario
cannot afford to wait any longer. I agree. As a former member of a municipal council, I fully
appreciate the impact of rapidly rising insurance premiums. It is unfair and unrealistic for
the provincial government to allow this situation to continue - especially as it affects small
and rural municipalities, which can least afford to pay.
Municipalities have heard many promises for discussion, including former Premier Dalton
McGuinty's commitment at the 2011 AMO conference. But the time for discussion is over.
We need to impress upon the government, in a constructive way, that it must take
meaningful action. Recently I introduced the following private member's resolution in the
Ontario legislature:
That, in the opinion of this House, the government should protect taxpayers
from higher property taxes by implementing a comprehensive, long -term
solution to reform joint and several liability insurance for municipalities by
no later than June 2014, addressing the alarming rise in insurance premiums
due to rising litigation and claim costs.
Because this issue affects municipalities across the province, I believe there is good reason
for. all MPPs, regardless of party affiliation, to support my resolution. I also believe it is
important that the government act by June, before the legislature breaks for the summer.
/2
Constituency Office • 55 Lorne Avenue East • Stratford, Ontario N5A 6S4 • Tel. (519) 272 -0660 • Toll-free: 1-800-461-9701 • Fax (519) 272 -1064
E -mail: randy.pettapiececo @pc.ola.org Page 222 of 310
13.b) Correspondence dated January 13, 2014 from Randy Petta...
If your municipality supports the intent of my resolution, I would encourage you to
consider passing a formal resolution to support it. If your Council decides to proceed in
this way, I would appreciate receiving a copy of your resolution as soon as possible. Debate
on this resolution is scheduled for February 27, 2014.
If you have any feedback on this issue, or if you require any additional information, please
don't hesitate to contact me at 519 - 272 -0660 or by email: randy_.pettapiececo @ pc.ola.org.
Thank you very much for your consideration.
Sincerely,
Randy Pettapiece, MPP
Perth - Wellington
RP:sy
Page 223 of 310
13.c) Correspondence dated December 11, 2013 from Lee Hanson...
� Lake Simcoe
Conservation
Foundation
December 11, 2013
Dear Regional or Municipal Clerk:
26th Annual Conservation Dinner
Wednesday, June 11, 2014
The Manor at Carrying Place Golf and Country Club
The 26th Annual Conservation Dinner is our annual signature fundraising event. Each year,
the Conservation Dinner raises funds in support of priority restoration, protection and
educational programs and projects in the Lake Simcoe watershed. It's a great time to
network and celebrate our shared accomplishments with our partner Lake Simcoe Region
Conservation Authority, donors, and business leaders.
In 2013, we celebrated the 401h anniversary of the Lake Simcoe Conservation Foundation as
well as the quarter century of the Conservation Diner. Our new location, back in our
watershed, was SOLD OUT with over 400 guests attending AND we achieved our fundraising
goal of $140,000.
We hope that you will show your support by joining hundreds of conservation supporters
and business leaders, and celebrate our accomplishments together! The evening includes our
incredible cocktail reception, open bar, entertainment, gourmet hors d'oeuvres, and a
delicious four course meal. Please see the attached Ticket and Donation Order Form for
more details.
Thank you in advance for considering this request.
Sincerely,
t- 4 "
Lee Hanson
Annual Fund Coordinator, Lake Simcoe Conservation Foundation
I.hanson @lsrca.on.ca (905)895 -1281 x251
120 Bayview Parkway, Box 282, Newmarket, Ontario L3Y 4X7
Phone: 905.895.1281 • Fax: 905.853.5881 • Email: foundation @Isrco.on.ca • Web: www.LakeSimcoeFoundation.ca
Page 224 of 310
13.c) Correspondence dated December 11, 2013 from Lee Hanson...
' Lake Simcoe
` Conservation
Foundation
Ticket and Donation Order Form
Jurisdiction:
Contact Name:
Address:
City:
Telephone: ( )
Province: Postal Code:
I would like to order ( #)
I would like to order ( #)
E -mail:
tickets at $175 each and enclose
tables at $1,750 each and enclose
❑ I cannot attend, but enclosed is a donation of: $
❑ I would like to donate an auction item:
❑ VISA
Card #:_
Expiry:
Signature:
❑ MC
❑ Cheque
Please return form with cheque or credit card payment to:
Lake Simcoe Conservation Foundation, Attn: Judy Milner
120 Bayview Parkway, Box282, Newmarket, ON L3Y 4X1
To purchase online please visit: LakeSimcoeFoundation.ca
The Lake Simcoe Conservation Foundation is a registered charity (BN 11900 3317 RR0001)
120 Bayview Parkway, Box 282, Newmarket, Ontario L3Y 4X7
Phone: 905.895.1281 • Fax: 905.853.5881 • Email: foundation @Isrco.on.ca • Web: www.LakeSimcoeFoundation.cc
�
kv
� $Ar, , Page 225 of 310
13.c) Correspondence dated December 11, 2013 from Lee Hanson...
2014 Council Meeting Schedule
June
SUN
MON
TUE
WED
THU
FRI
SAT
1
2
3
4
C -10 am
5
6
7
8
9
10
11
C -7 pm
12
13
14
15
16
17
18
19
20
21
22
23
24
25
C -7pm
26
27
28
29
30
Page 226 of 310
13.d) Correspondence dated January 29, 2014 from Keith and S...
January 29, 2014 1 0t 10- MEDONTE
Dear Mr.Irwin,
I am writing to you today to request the purchase of the closed road allowance
boarding on the south end of our property, as per plan 51R2026.
Please find enclosed a payment of $250.00, as per your instructions to initiate the
process.
Thank you,
Keith McDaid
Sh n McDai
I.-- IL
Page 227 of 310
U)
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J
Page 228 of 1310
�i /V
�F
S
15A� Ao BWrat A%ae4o OnAZip %fa a §adenef Surplus Land Lot 86,...
By -Law No. 2014 -006
A By -law to authorize the Sale of Surplus Land
Lot 86, Plan 1650 (Medonte), Township of Oro - Medonte, County of Simcoe
Being PIN 58523 -0361 (LT) - (6 Alpine Drive)
Whereas Section 270 of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
authorizes a Council of a municipality to sell or otherwise dispose of land in accordance
with policies adopted and maintained by the municipality in respect thereof;
And Whereas Council enacted By -Law No. 2012 -112 on the 6t" day of June, 2012, Being
a By -law to Establish a Policy with respect to the Sale and Other Disposition of Land;
And Whereas Council has previously caused notice to be given of its intention to sell the
lands described in Schedule "A" attached hereto and forming part of this by -law, in
accordance with the requirements set out in By -law 2012 -112;
And Whereas Council has determined that the said lands are not required for municipal
purposes, and has by Resolution No. C120905 -4 declared the land described as Lot 86,
Plan 1650 (Medonte), Township of Oro - Medonte, County of Simcoe being PIN 58523-
0361 (LT), described in Schedule "A" attached hereto, to be surplus to the needs of the
municipality;
And Whereas Council has received no notice of objection to the proposed sale of land
from any party;
And Whereas pursuant to procedural By -law 2012 -112, the Clerk of the Township of
Oro - Medonte did cause a Notice of the proposed by -law sell the land described as Lot
86, Plan 1650 (Medonte), Township of Oro - Medonte, County of Simcoe, being PIN
58523 -0361 (LT), to be published in newspapers of local circulation, a copy of which is
attached as Schedule "B" and forms part of this by -law;
And Whereas the proposed by -law came before Council of The Corporation of The
Township of Oro - Medonte for consideration at its meeting on the 5t" day of February
2014, and at that time Council received no notice of objection to the proposed sale of
land;
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as follows:
1. Authorization of Sale — Council does hereby authorize the sale of the land
described as Lot 86, Plan 1650 (Medonte), Township of Oro - Medonte, County of
Simcoe, being PIN 58523 -0361 (LT), to Tammy McLaven.
2. Sale Price and Consideration — In accordance with By -law 2012 -112, Council
hereby sets the sale price for the land described as Lot 86, Plan 1650 (Medonte),
Township of Oro - Medonte, County of Simcoe, being PIN 58523 -0361 (LT), at
$62,500.00.
3. Execution of Documents — The Mayor and Clerk are hereby authorized to sign all
documents to carry out the intent of this By -law.
By -Law Read a First, Second and Third time, and Passed this 5t" day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 229 of 310
15.a) A By -law to authorize the Sale of Surplus Land Lot 86,...
Schedule "A"
to By -law No. 2014 -006 for
The Corporation of the Township of Oro - Medonte
Lot 86, Plan 1650 ( Medonte), Township of Oro - Medonte, County of Simcoe, being PIN
58523 -0361 (LT).
Page 230 of 310
15.a) A By -law Soheduie %l 7_e the Sale of Surplus Land Lot 86,...
to By -law No. 2014 -006 for
The Corporation of the Township of Oro - Medonte
_ Notice of Proposed
Torrnrs iri pr9� / Sale of Land By -Law
0 Tf I
Prorrd HeFiwe. fi.vcirrrw Furnrr
Take Notice that the Township of Oro - Medonte proposes to pass a By -law to sell land, in
the Township of Oro - Medonte, County of Simcoe, more particularly described in Schedule
"A" hereto.
And Further Take Notice that the proposed By -Law will come before the Council of the
Township of Oro - Medonte at its regular meeting to be held at the Council Chambers on the
5th day of February, 2014 at 10:00 a.m. and at that time Council will hear in person or by
his /her counsel, solicitor or agent, any person who claims that his /her land will be
prejudicially affected by the By -law. Any person wishing to be heard or make comment on
the proposed sale shall provide the undersigned with either a written application to be heard
or written comment no later than 12:00 noon on January 30, 2014.
DATED AT THE TOWNSHIP OF ORO- MEDONTE THIS 16TH DAY OF JANUARY, 2014.
J. Douglas Irwin, Clerk, Township of Oro - Medonte
148 Line 7 South, Box 100, Oro, ON LOL 2X0 Fax: (705) 487 -0133
Schedule "A"
Sale of Land: Lot 86, Plan 1650 ( Medonte), Township of Oro - Medonte, County of
Simcoe, being PIN 58523 -0361 (LT).
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Page 231 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -011
A By -law to Authorize the Execution of the 2014 Ontario Winter Games Inter -
Municipal Co- Hosting Agreement with the Town of Bracebridge,
Town of Huntsville, Town of Gravenhurst, Township of Lake of Bays,
Township of Muskoka Lakes, City of Orillia, Town of Midland
and Township of Oro - Medonte
Whereas Section 5(3) of the Municipal Act, 2001, S, 0. 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.
And Whereas Section 9 of the Municipal Act, 2001, S. 0. 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.
And Whereas Section 224 of the Municipal Act, 2001, S. 0. 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 2014 Ontario Winter Games
Inter - Municipal co- Hosting Agreement per Motion No. C140122 -17 at its January
22, 2014 Council meeting.
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as
follows:
1. That the Mayor be authorized to execute the 2014 Ontario Winter Games
Inter - Municipal Co- Hosting Agreement between the Town of Bracebridge,
Town of Huntsville, Town of Gravenhurst, Township of Lake of Bays,
Township of Muskoka Lakes, City of Orillia, Town of Midland and Township
of Oro - Medonte, attached hereto as Schedule "A" and forming part of this by-
law;
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 5t" day of
February, 2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 232 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
/T 2014 ONTARIO WINTER GAMES
x'021 INTER- MUNICIPAL CO- HOSTING AGREEMENT
BRACEBRIDGE
7'h( H&Iw! <ri !.lu l nkd
2014 Ontario Winter Games Inter - Municipal Co- Hosting Agreement
Between
The Corporation of the Town of Bracebridge
(hereinafter referred to as "Bracebridge ")
and the participating municipalities of:
and
The Corporation of the Town of Huntsville
(hereinafter referred to as "Huntsville")
and
The Corporation of the Town of Gravenhurst
(hereinafter referred to as "Gravenhurst ")
and
The Corporation of the Township of Lake of Bays
(hereinafter referred to as "Lake of Bays ")
and
The Corporation of the Township of Muskoka Lakes
(hereinafter referred to as "Muskoka Lakes ")
and
The Corporation of the City of Orillia
(hereinafter referred to as "Orillia ")
and
The Corporation of the Town of Midland
(hereinafter referred to as "Midland ")
and
The Corporation of the Township of Oro Medonte
(hereinafter referred to as "Oro")
THIS CO- HOSTING AGREEMENT made in duplicate and signed in counterparts is effective the day
of , 2013.
WHEREAS Bracebridge, on behalf of the participating municipalities, has been selected as "Host" for the
2094 Ontario Winter Games (the "Games ") and has been awarded the Grant from the Sport Alliance of
Ontario (the "SAO ") to operate the multi -sport provincial competition within the municipal boundaries of
Bracebridge and the participating municipalities / territory;
AND WHEREAS the participating municipalities includes The Corporation of the Town of Huntsville; The
Corporation of the Town of Gravenhurst; The Corporation of the Township of Lake of Bays; The
Corporation of the Township of Muskoka Lakes; and The Corporation of the Township of Georgian Bay;,
Page 233 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
f 2014 ONTARIO WINTER GAMES
1`4.2- INTER- MUNICIPAL CO- HOSTING AGREEMENT
BRAIC�EBRIDGE
The Neu,! rat hh'skok.1
The Corporation of the City of Orillia, The Corporation of the Township of Oro Medonte and, The
Corporation of the Town of Midland;
AND WHEREAS Bracebridge has established a Games Organizing Committee (the "GOC ") comprised of
representatives from each of the participating municipalities to organize, manage, promote and conduct
the Games;
AND WHEREAS Bracebridge and the participating municipalities wish to support an opportunity for
Ontario's amateur athletes to compete in multi -sport provincial competitions within the municipal
boundaries of Bracebridge and the participating municipalities;
NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the mutual covenants and
agreements contained in this Agreement and subject to the terms and conditions set out in this
Agreement, the parties agree as follows:
1.0 The Games
1.1 That Bracebridge and the participating municipalities shall organize, manage, promote
and conduct the Games between February 27, 2014 and March 2, 2014 in the
participating municipalities / territory in accordance with:
1.2 the Bid Proposal;
1.3 the terms and conditions of the Host City Agreement between Sport Alliance of
Ontario (the "SAO ") and the Host;
1.4 the Bid Guidelines; and
1.5 an approved budget.
2.0 Grant
2.1 That, subject to the provisions of this Agreement, Bracebridge and the participating
municipalities shall provide a Grant to the GOC calculated at the rate of $1.50 per
resident based on the municipality's 2006 Census population as follows:
Municipality
Population
Grant
Town of Huntsville
18,280
$27,478
Town of Bracebridge
15,652
$23,478
Town of Gravenhurst
11,046
$16,569
Township of Lake of Bays
3,570
$5,355
Township of Muskoka Lakes
6,467
$9,700
2.2 That the City of Orillia, Township of Oro Medonte and the Town of Midland will each
provide a grant in the amount of $5,000 as secondary partners in the Games.
2.3 That Bracebridge will provide office space to the GOC for the efficient organization,
management, promotion and conduct of the Games as per section 8.8 of the Host
Agreement between the SAO and Bracebridge.
Page 234 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
2014 ONTARIO WINTER GAMES
��►,/►rr INTER- MUNICIPAL CO- HOSTING AGREEMENT
BMCEBRIDGE
fir, -f-kart OfAlusrakra
3.0 Purpose of Grant
3.1 That Bracebridge and the participating municipalities through the GOC shall only use the
Grant for the purposes of the organization, management, promotion and conduct of the
Games in strict compliance with the Approved Budget.
4.0 Responsibilities
4.1 That Bracebridge and the participating municipalities shall provide all the facilities and
services necessary to organize, manage, promote and conduct the Games to the
standards established by the SAO as set out in the Agreement between Bracebridge and
the SAO and as set out in the Bid Guidelines.
5.0 Representatives and Notices
5.1 That all communications between Bracebridge and the participating municipalities /
territory in respect of this Agreement shall be conducted through the following respective
representatives at the following addresses:
The Corporation of the Town of Bracebridge
Address: 1000 Taylor Court
Bracebridge, ON P1L 1R6
Fax: (705) 645 -1262
Att: Clerk
The Corporation of the Town of Huntsville
Address: 37 Main Street East
Huntsville, ON P1H 1A1
Fax: (705) 789 -6689
Att: Clerk
The Corporation of the Town of Gravenhurst
Address: 190 Harvie Street
Gravenhurst, ON P1 1S9
Fax: (705)687-7016
Aft: Clerk
The Township of Lake of Bays
Address: 1012 Dwight Beach Road
Dwight, ON POA 1 HO
Fax: (705) 635 -2132
Aft: Clerk
The Township of Muskoka Lakes
Address: P.O. Box 129, 1 Bailey St.
Port Carling, ON POB 1 JO
Fax: (705) 765 -6755
Att: Clerk
The City of Orillia
Address: Orillia City Centre
50 Andrew Street South, Suite 300
Orillia, ON L3V 7T5
Fax: (705) 325 -5178
Att: Clerk
Page 235 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
BRACCEBRtDGE
The Hmrr rat yf.ADk: i
6.0
7.0
The Town of Midland
Address: 575 Dominion Avenue,
Midland, ON L4R 1 R2
Fax: (705) 526 -9971
Att: Clerk
The Township of Oro Medonte
Address: 148 Line 7 South
Oro, ON LOL 2X0
Fax: (705) 487 -0133
Att: Clerk
Term
2014 ONTARIO WINTER GAMES
INTER- MUNICIPAL CO- HOSTING AGREEMENT
6.1 That this agreement shall remain in full force and effect:
6.2 until August 1, 2014; or
63 until any deficit resulting from the organizing, management, promotion and
conduct of the Games has been eliminated; or
6.4 until any surplus resulting from the organizing, management, promotion and
conduct of the Games has been dispersed to the satisfaction of the GOC acting
reasonably; or
6.5 until any Asset Legacy resulting from the organizing, management, promotion
and conduct of the Games has been dispersed in accordance with Section 10.0
to the satisfaction of the GOC acting reasonably.
Insurance and Indemnification
7.1 That Bracebridge shall, at its own cost, put in effect and maintain for the period during
which the Host Agreement with the SAO is in effect, with insurers acceptable to the SAO,
all the necessary insurance that would be considered appropriate for a prudent Host of
the Games, as may be determined by the SAO in its sole discretion including
Comprehensive General Liability to an inclusive limit of not less than Fifteen Million
Dollars ($5,000,000.00) per occurrence for Property Damage, Bodily injury and Personal
injury, and Automobile Liability (owned and non -owned or hired units) and including, at
least, the following policy endorsements:
(i) The Sport Alliance of Ontario as an additional insured;
(ii) Her Majesty the Queen in Right of Ontario as represented by The Minister of
Health Promotion as an additional insured;
(iii) Cross Liability;
(iv) Contractual Liability;
(v) Independent Contractor's Liability: and
(vi) Products and Completed Operations Liability.
7.2 That Bracebridge and all participating municipalities / territory shall put into place and
continue to maintain for the period during which this Agreement is in effect all the
necessary insurance appropriate to the venues within their municipal boundaries where
Page 236 of 310
BRACEBRIDGE
7hr f Hart al hluskona
8.0
9.0
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
2014 ONTARIO WINTER GAMES
INTER - MUNICIPAL CO- HOSTING AGREEMENT
the Games take place, to the activities to take place in said venues and without limitation
to all activities relating to the Games (including sport and ceremonial activities).
7.3 That the insurance put into place by Bracebridge and all participating municipalities shall
at a minimum include Comprehensive General Liability to an inclusive limit of not less
than Fifteen Million Dollars ($15,000,000.00) per occurrence for Property Damage, Bodily
injury and Personal injury, and Automobile Liability (owned and non -owned or hired
units). All insurance maintained by Bracebridge and the participating municipalities must
be acceptable to S.A.O. as S.A.0, may determine in its sole discretion.
7.4 Notwithstanding article 7.1, each of Bracebridge and the participating municipalities shall
save and hold harmless each other from claims arising out of each and every event that
is controlled and managed within their municipal / territorial boundaries and that each of
Bracebridge and the participating agree to respond independently to defend each and
every claim against them arising from the Games.
7.5 That Bracebridge and the participating municipalities shall provide the SAO with valid
Certificates of Insurance (and a renewal replacement as may be necessary), which
references the Games, confirms the above requirements and states any pertinent
exclusions, as applicable, contained by the policy(ies).
7.6 That Bracebridge, through the GOC, shall develop and implement a risk management
plan for the organization, management, planning and conduct of the Games.
Accounting and Auditing
8.1 That Bracebridge shall, on behalf of the participating municipalities / territory, keep and
maintain care and control of all records, invoices, and other documents of the Host and
the GOC relating to the organization, management, promotion and conduct of the Games
in accordance with the Agreement between Bracebridge and the SAO.
Recognition
9.1 That Bracebridge, through the GOC, shall ensure that the contributions and support of
the participating municipalities / territory is acknowledged in all advertising, publicity,
website and signs related to the Games.
10.0 2014 Ontario Winter Games Deficit. Surplus or Asset Legacy
10.1 That any deficit incurred by the GOC upon the completion of the Games shall be the
responsibility of each partner municipality.
10.2 That any deficit shall be apportioned to Bracebridge and the participating municipalities
based on the municipality's population per the 2006 Census as outlined in Section 2.1 _
10.3 That any surplus funds remaining upon completion of the Games after payment of all
liabilities incurred by the GOC resulting from the organizing, management, promotion and
conduct of the Games shall be distributed to Bracebridge and the participating
municipalities based on the municipality's population per the 2006 Census as outlined in
Section 2.1.
10.4 That any physical assets resulting from the organizing, management, promotion and
conduct of the Games shall form the Asset Legacy of the Games and such Asset Legacy
shall be equitably shared by Bracebridge and participating municipalities as determined
by the GOC acting reasonably.
Page 237 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
2014 ONTARIO WINTER GAMES
INTER- MUNICIPAL CO- HOSTING AGREEMENT
BRACEBRIDDGE
Thv f-k -N <a Alu "ka
10.5 That should an Asset Legacy be established as a result of the organizing, management,
promotion and conduct of the Games, an agreement shall be prepared by the GOC to
outline the ownership, roles, responsibilities and terms of use the said physical assets.
This Agreement shall be signed on behalf of Bracebridge and the participating municipalities / territory by
the proper signing authority.
THE CORPORATION OF THE TOWN OF BRACEBRIDGE
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
THE CORPORATION OF THE TOWN OF HUNTSVILLE
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law
Mayor
Municipal Clerk
THE CORPORATION OF THE TOWN OF GRAVENHURST
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law
Mayor
Clerk
Page 238 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
2014 ONTARIO WINTER GAMES
��ftjr INTER- MUNICIPAL CO- HOSTING AGREEMENT
BRACEBRIDGE
r,��aan�tru��
THE CORPORATION OF THE TOWNSHIP OF LAKE OF BAYS
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
THE CORPORATION OF THE TOWNSHIP OF MUSKOKA LAKES
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
THE CORPORATION OF THE CITY OF ORILLIA
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
Page 239 of 310
15.b) A By -law to Authorize the Execution of the 2014 Ontari...
2014 ONTARIO WINTER GAMES
INTER- MUNICIPAL CO- HOSTING AGREEMENT
BRACEBRIDGE
rru hic r
THE CORPORATION OF THE TOWNSHIP OF ORO MEDONTE
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
THE CORPORATION OF THE TOWN MIDLAND
The signatory has the authority to bind the municipality for purposes of this Agreement.
Authorized by By -law _
Mayor
Clerk
Page 240 of 310
15.C),Aheggrpora ion o #ithewOn�ip ofl8ro- I�edonPfeTownship of Oro- Med...
By -Law No. 2014 -012
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)
And to Repeal By -law Nos. 2012 -062, 2012 -155, 2012 -182, 2013 -052,
2013 -105, 2013 -208, 2013 -214
Whereas Section 8 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended provides
the powers of a municipality under this or any other Act shall be interpreted broadly so
as to confer broad authority on the municipality to enable the municipality to govern its
affairs as it considers appropriate and to enhance the municipality's ability to respond to
municipal issues;
And Whereas Section 9 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended
provides that a municipality has the capacity, rights, powers and privileges of a natural
person for the purpose of exercising its authority under this or any other Act;
And Whereas Part XI I, 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 Section 391(2) of the Municipal Act, 2001, S.O. 2001 c.25, as amended,
provides that a fee or charge for capital costs related to services or activities may be
imposed on persons not receiving an immediate benefit from the services or activities
but who will receive a benefit at some later point in time;
And Whereas Section 11 (3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
provides that a municipality may pass by -laws respecting matters relating to public
utilities;
And Whereas The Corporation of the Township of Oro - Medonte operates and
maintains communal tile beds hereinafter referred to as the "sewage works ";
And Whereas the Council of The Corporation of the Township of Oro - Medonte deems it
necessary to impose a sewer service charge upon those lands that derive a benefit from
the sewage works;
And Whereas The Corporation of the Township of Oro - Medonte operates and
maintains municipal water systems;
And Whereas Section 398(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as
amended, provides the Treasurer of a local municipality may add charges imposed by
the municipality under Part XI of the said Act to the tax roll for the property to which the
public utility was supplied and collect them in the same manner as municipal taxes;
And Whereas Section 69(1) of the Planning Act, R.S.O., 1990, c.P.13, as amended,
provides that a municipality may establish a tariff of fees for the processing of
applications;
And Whereas Section 7(1) of the Building Code Act, 1992, S.O. 1992, c.23, as
amended, authorizes the Council of a municipality to pass by -laws requiring the
payment of fees on applications for and on the issuance of permits, requiring the
payment of fees for maintenance inspections, and prescribing the amounts of the fees;
And Whereas Section 5(0.1) of the Fire Protection and Prevention Act, 1997, S.O.
1997, c.4, as amended, authorizes a municipality to establish, maintain and operate a
fire department for all or any part of the municipality.
Page 241Page I Oof 22
15.c) A By -law of The Corporation of the Township of Oro- Med...
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as follows:
That this By -law be known as the "Fees and Charges By -law ".
That the following Schedules, attached hereto, form part of this By -law:
Schedule A
Administration
Schedule B
Building
Schedule C
Fire & Emergency Services
Schedule D
Recreation and Community Services
Schedule E
Planning
Schedule F
Transportation
Schedule G
Sewer
Schedule H
Finance
Schedule I
Municipal Law Enforcement
Schedule J
Water
3. That Appendix "1" attached hereto lists services and fees imposed under
separate by -laws, Acts, Ontario Regulations.
4. Any person desirous of using those services or property of the Township of Oro -
Medonte described in Schedules "A" to and including "J" shall pay the fee set out
opposite the description or name of the particular service or property, as shown
in Schedules "A" to and including "J ".
5. Despite the provision of Section 4, Council or its delegated authority may, in its
discretion upon application to it, waive or reduce the fees set out in Schedules
"A" to and including "J" for any person, on a one time or on a continuing basis.
6. All fees payable under this by -law shall be payable in advance of providing the
service except for:
a) emergency services;
b) actions taken by the Township of Oro - Medonte to rectify failures or by -law
infractions on the part of a resident;
c) specific fees prescribed in Schedule "E" (Planning) to this by -law; in which
case the fee payable will be in arrears and invoiced subsequent to the
service or activity provided.
If for any reason fees owing under this by -law remain unpaid after 30 days, same
shall bear interest at the rate of 1.25% per month until paid in full. In addition to
any interest owing, each payment that is not paid when due, shall bear an
administrative penalty of $25.00.
Where a deposit is required under this by -law for services rendered by the
Township, and actual costs exceed the deposited amount, such costs shall be
deemed to be fees owing under this by -law and Section 7 of this by -law shall
pertain to such outstanding costs.
Any fees that are owing to the Township of Oro - Medonte and that are unpaid are
a debt to the Township of Oro - Medonte and, together with all interest and
penalties accrued thereupon, may be collected by the Township of Oro - Medonte
by action or may be collected by the Township of Oro - Medonte on its behalf or
may be collected in like manner as taxes.
10. Should any Section, subsection, clause, paragraph or provision of this By -law,
including any part of the Schedules to this By -law, be declared by a court of
competent jurisdiction to be invalid, the same shall not affect the validity of the
By -law as a whole or any part thereof, other than the provision or part of the
Schedule so declared to be invalid.
Page 24?page Oof 22
11. Tha) Ry -Yl"s 2�1Y -062 2R1f2TNe299!R9, � 9-R5 , "1150 1r1S i� of Oro- Med...
2013 -214, are hereby repealed in their entirety.
12. Any other By -law or part thereof inconsistent with the provisions of this By -law is
hereby repealed.
13. That this By -law shall take effect on the 5t" day of February 2014.
By -Law Read a First, Second and Third time, and Passed this 5t" day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 243Page Oof 22
15.0 A BY-Law Iof,AThe By �ar�Sdo�bgpoyl the Township of Oro- Med...
Administration
1. Compliance Reports (subject to 5 day turnaround time)
a) Building Information
$ 50.00
b) Septic Information
$ 50.00
c) Environmental
$ 50.00
d) Subdivision Information
$ 50.00
e) Zoning Information
$ 50.00
f) Development Charge /Lot Levy Information
$ 20.00
2. Documents
a) Fire & Emergency Services Master Plan $ 20.00
(Background material)
b) Official Plan $ 53.50
c) Zoning By -law $ 42.80
d) Recreation Master Plan $ 40.00
3. History Association Books
a) Bayview Memorial Park
$ 1.50
b) Hills of Oro
$ 3.00
c) Kith 'n Kin
$ 37.00
d) Knox Presbyterian Church
$ 3.15
e) Medonte A Township Remembered
(retail)
$ 37.00
(wholesale)
$ 29.91
f) Monty Leigh Remembers
$ 8.35
g) Oro African Church
(retail)
$ 15.00
(wholesale)
$ 9.00
h) Recent Past
$ 8.35
i) Story of Oro
$ 13.65
j) Visible Past
$ 17.85
Note: All books are sold on behalf of the Oro - Medonte History Association.
Prices include all applicable taxes.
4. Line Fence Dispute
Administration Fee
$30.00 /call
5. Maps
Planning
a)11 "x17" $5.00
b) Oversize $ 10.00
c) Large format printer
36" x 48" (maximum) black and white $ 5.00
36" x 48" (maximum) colour $ 10.00
d) Township Road Map $ 10.00
6. Commissioning of Documents
Commissioning Fee $ 10.00
Note: The above -noted Commissioning Fee shall only apply to
non - municipal related documents.
7. Miscellaneous
a) Assessment Information (floppy disk) $ 300.00
b) Photocopies - for all departments
Black and White $ 0.30 /page
Colour $ 0.50 /page
c) Township Flag $ 57.00
d) Township Pins $ 3.00
8. Municipal Address Signage
a) Sign Posts $ 7.00
b) Municipal Address Sign $ 15.00
Page 244 of Page 10of22
Schedule '�d By- Ca�(nr Imo: 2�4- OT2eAamoiriis�raiiolOCOOtI& Township of Oro- Med...
9.
10
11
Land Purchase Request
Administration Fee (non - refundable)
Deposit Upon Council's Approval
$ 250.00
$ 5,000.00
Note: In the event that the applicant chooses not to proceed with the land
purchase request, the deposit, minus any costs already incurred by
the Township with respect to the potential purchase /sale, will be
refunded to the applicant. The applicant will be supplied with
copies of invoices which shall identify the costs that have already
been incurred by the Township.
Request to Lift Reserve Blocks
Administration Fee (non - refundable)
$ 250.00
Note: The applicant shall be responsible for all costs incurred by the
Township with respect to their request, whether the request is
approved or not. The applicant shall be invoiced accordingly, and
any such invoice shall include copies of invoices which shall
identify the costs that have been incurred by the Township.
Request for Easement Over Municipal Property
Administration Fee (non - refundable)
$ 250.00
Note: The applicant shall be responsible for all costs incurred by the
Township with respect to their request, whether the request is
approved or not. The applicant shall be invoiced accordingly, and
any such invoice shall include copies of invoices which shall
identify the costs that have been incurred by the Township.
12. Encroachment and License Agreements
Application Fee $ 700.00
Annual Fee (utilizing own insurance) $ 100.00
Annual Fee (utilizing Township insurance) $ 200.00
13. Additional Costs Incurred
When the Township takes actions to rectify failures, by -law infractions or
situations created by, or on behalf of a person or company, such person
or company shall be responsible for all costs including the cost of staff
time, equipment expenses and other expenses incurred by the Township.
The party responsible shall be invoiced for all costs. The minimum
invoice shall not be for less than three hours of time.
Page 245Page Oof 22
15.c) A By -law of The Corporation of the Township of Oro- Med...
Schedule "B" to By -Law No. 2014 -012
Building
Calculation of Permit Fees
Permit fees shall be calculated based on the formula given below, unless
otherwise specified in the schedule.
The minimum fee for a permit shall be $200.00 unless specifically stated
as a flat rate.
Any fee not determined in the following is determined at the discretion of the
Chief Building Official.
Permit Fee = Service Index (SI) x Total gross floor area (A)
Note: Gross floor area (A) is measured to the outer face of exterior walls and
to the centre of fire walls.
2. Permit Fees
Building Classification & Construction
2.1 Non Residential Occupancies
Group A Group B
(Assembly occupancies) (Care occupancies)
Churches, Schools, Arenas, etc. Detention, Nursing homes,
Group homes, Hospitals, etc.
a) New Construction
b) Renovation / Alteration to the above
c) Accessory Buildings to the above
Group D Group E
(Business & Personal (Mercantile)
Services) Retail Stores, Supermarkets,
Offices, Hair Salons, Banks, etc. Restaurants up to 30 seats, etc.
a) New Construction
b) Renovation / Alteration to the above
c) Accessory Buildings to the above
Group F
(Industrial Occupancies)
Warehouses, Manufacturing, etc.
a) New Construction
b) Renovation / Alteration to the above
c) Accessory Buildings to the above
d) Fire Code Retrofit as a result of Fire Department
inspection
Minor — as determined by CBO
Major — as determined by CBO
Service Index (SI)
$ i ft2
0.80
0.35
0.45
0.75
0.35
0.45
0.50
0.24
0.45
Minimum Fee
0.20
of floor area
affected
Agricultural Buildings (Maximum $800.00) 0.20
Page 246Page Oof 22
Schedule '�d lay -IBa(N NU. 094_T4eBCigd,Rg con o elf the Township of Oro- Med...
2.2 Residential Occupancies
Holding Tank (Class 5)
Group C
Leaching pit (Class 2)
(Residential Occupancies)
Sewage System Permit
a) New Construction - gross floor area
0.88
b) New /Alterations or repairs to an unfinished
0.33
Basement or Crawl Space under an existing home
c) Renovation /Alteration /finishing basement
0.33
d) Convert existing garage to habitable space
0.20
e) Accessory Building / Garage
0.45
f) Decks, covered porches, balconies
i) Up to 200 sqft.
Minimum fee
ii) Over 200 sqft.
Flat Rate $300.00
g) Solid fuel burning appliance (woodstove, pellet
Minimum fee
stove, fireplace, etc.)
2.3 Other Miscellaneous Work:
Flat Rate
Portable Buildings (School portables, sales office or
$300.00
portables used as accessory buildings, etc)
Tents (short term for special events or a summer
season)
Up to 2,420 ft2aggregate area Minimum fee
Over 2,420 ft2 aggregate area $300.00
Demolition $150.00
Demolition - Engineered $300.00
Change of Use (No construction proposed) Minimum fee
Designated structures under Div A 1.3.1.1. $300.00
Retaining walls
signs under Div B 3.15
Solar Collector on a building >5m2 total area
Wind Turbine >3kW
Outdoor pool, public spa under Div B 3.11 & 3.12
Etc.
Plumbing Fixture units, as a plumbing permit Minimum fee
Plumbing Fixture units as part of a building permit $8 /fixture unit
2.4 Sewage System: Flat Rate
Septic Size Verification
$ 100.00
Holding Tank (Class 5)
$ 250.00
Leaching pit (Class 2)
$ 100.00
Sewage System Permit
$ 400.00
Septic Bed Replacement
$ 250.00
Septic Tank Replacement
$ 150.00
Page 247 of Page Oot 22
Schedule '�d lay- IBa�6v IlT0.094_T4ejq,9,Rg con o e�Qf the Township of Oro- Med...
2.5 Miscellaneous:
Flat Rate
Transfer Permit (to new owner)
$ 75.00
Re- inspection Fee
$ 75.00
Certified Model Home Review (Non - refundable)
$ 200.00 per model
L.L.B.O. inspection & letters for occupant loads
$ 100.00
Permit Revision (in addition to applicable permit fees)
$ 75.00
File Search
$ 50.00
No charge for current homeowners making simple requests
Annual file maintenance fee
$ 50.00
Note: Applicable on permits not granted a final after three (3) years
subsequent to permit issuance.
On -site Sewage System Maintenance Program
(Ontario Regulation 315/10)
Administration Fee — until December 31, 2013
$50.00
Administration Fee & Inspection Fee — as of
$99.00
January 1, 2014
3. Refund of Permit Fees
3.1 Pursuant to this by -law, the portion of the total calculated permit fees that
may be refunded shall be a percentage of the total fees payable under this
by -law, calculated as follows in regard to functions undertaken by the
municipality:
a) 75% if administrative function only have been performed;
b) 50% if administrative and plans examination functions have been
performed;
c) 25% if the permit has been issued and no field inspections have been
performed subsequent to permit issuance; or
d) 0% if any field inspections have been performed subsequent to permit
issuance.
3.2 The permit fee shall be returned to the person named on the fee receipt,
unless such person advises the Chief Building Official, in writing and prior to
release of the refund, of a change in name, in which case the refund shall be
returned to the person then authorized to receive it.
4. Deposits & Securities
4.1 Lot Grading Deposit $ 1,000.00
Applicable for new construction as required by
Township policies & procedures. Refundable upon
satisfactory inspection minus any applicable charges.
4.2 Conditional Permit Security $ 5,000.00
As requested and issued by the Chief Building Official,
to be paid in addition to applicable permit fees.
5. Notes
5.1 Total fee is payable upon receipt of completed application.
5.2 Where a person is found to have commenced construction or demolition of a
building without a permit having been issued, a flat fee of $75.00 (in addition
to the permit fees) will be applied to cover the cost of administration and
enforcement.
Note: May be waived at the discretion of the CBO
5.3 Compassion fee - Permit fees for a rebuild due to fire (fire restoration or a new
build same size) will be charged at 50% of the determined fees, but not less
than the minimum fee.
Page 248Page a Oof 22
15.0 A BY�Lad I °f c�ho By �ar�Sdo�bgpoyl the Township of Oro- Med...
Fire & Emergency Services
1.
Request for Fire Report
$ 50.00
1.1
Residential Request for Information
a) Mortgage Clearance Letter
$ 50.00
b) Change of Ownership
$ 50.00
1.2
Non - Residential Inspection
a) Day Care, Nursery
$ 75.00
b) Group Homes, Rooming Houses
$ 75.00
c) Hotels
$ 150.00
1.3
Inspection of Premises or Building (not including
inspections resulting from building permit applications)
a) under 20,000 sq. ft.
$ 75.00
b) over 20,000 sq. ft.
$ 100.00
1.4
Inspections Required by L.L.B.O.
$ 75.00
Note: Inspection of public hall facilities that are requested by owner, etc.
1.5 Fireworks Inspections and Approvals $ 75.00
Note: Inspection of the site from which fireworks will be and have been
ignited or inspection of a fireworks storage site, if located within Oro -
Medonte.
2. Apparatus Stand -by $ 150.00 /hour
Note: Use of Fire Department apparatus for stand -by fire protection during
shows, exhibition, demonstrations, etc.
3. False Alarms Flat Rate
Automatic alarm Systems /Detectors $ 450.00
Note: After 3 per 12 Month Period: for non notification to work on system or
poor maintenance.
4. Elevator Calls - After First Call $ 150.00
5. Response to Open Air Fire Deemed Out of Control MTO Rates /HR
Note: Where resident is not in attendance or is unwilling or unable to
adequately extinguish the fire.
6. Motor Vehicle Collision Kings Highway MTO Rates /HR.
7. Air Boat Response $ 200.00 /hour
Air Boat Staff $ 100.00 /hour /staff member (minimum of 4
staff)
Note: Any person requiring the services of the Oro - Medonte Air Boat who is
in contravention of any Federal or Provincial Act or Regulation or who
has not exercised reasonable care in their actions, thus necessitating
the use of the Air Boat, will be liable for costs incurred. Each incident
will be billed for the actual time spent with a minimum charge of 1 hour.
8. Hazardous Materials Control /Clean Up $ 350.00 /vehicle /hour
With a total cost recovery for all materials used
$ 100.00 /hour/ staff member
Page 249 of Page J Oof 22
15.0 A BY-Law Iof,DThe By �ar�Sdo�bgpoyl the Township of Oro- Med...
Recreation and Community Services
1. Definitions:
For the purpose of this Schedule:
$ 2.00
"Non - resident" shall mean an individual who does not either reside or
rent/own property within the boundaries of the Township
of Oro -
Medonte".
(On admission (pay at the door) — no permit required)
2. Ice Rentals
Seniors
2013 -2014 Season
Pre - School
Prime Time
$ 168.00 /hour
(4:00 p.m. to Close & Weekends & Holidays)
Non -Prime Time
$ 104.00 /hour
(before 4:00 p.m. Mon. to Fri.)
Minor Sports - Prime Time
$ 124.00 /hour
(4:00 p.m. to Close & Weekends & Holidays)
Minor Sports - Non -Prime Time
$ 104.00 /hour
(before 4:00 p.m. Mon. to Fri.)
3. Non -Ice Rentals (Arena Floor Space)
Adult
$ 53.00 /hour
Minor Sports
$ 41.00 /hour
Floor for events /show
$ 589.00 /day
Floor for events /show with Dancing
$ 653.00 /day
(including SOCAN)
4. Public Skating
Adults
$ 2.00
(On admission (pay at the door) — no permit required)
$ 31.00 /hour
Youth
$ 1.00
(On admission (pay at the door) — no permit required)
$ 26.00 /hour
Seniors
$ 0.00
Pre - School
$ 0.00
5. Banquet Hall Rentals
Adult $ 32.00 /hour
Minor Sports $ 32.00 /hour
Tournaments /Banquets $ 183.00 /day
Party /Reception $ 323.00 /day
(including SOCAN)
6. Ball Diamond Rentals
Adult with Lights
$ 31.00 /hour
Adult without Lights
$ 16.00 /hour
Minor with Lights
$ 26.00 /hour
Minor without Lights
$ 12.00 /hour
Pavillions
Large Pavillion $ 62.00 /day
(Hydro — accommodates up to 200 persons)
Bayview Memorial Park and Vasey
Small Pavillion $ 48.00 /day
(accommodates up to 100 — 150 persons)
Bayview Memorial Park
Page 25 Rage N Oof 22
Schedule '�d By- Ca�(nr Imo: 2�4- OT2eRecQre�tO na giC ofmhety Prvlces ip of Oro- Med...
continued...
8. Permit Parking
Daily or Annual Permit
Bayview Memorial Park
Line 9 Boat Launch
Non - Resident Parking (Daily) $ 20.00 /vehicle /day
Non - Resident Parking Pass (Annual) $ 110.00 /year
Annual Permit Only
Carthew Bay Boat Launch
Shanty Bay Boat Launch
Shanty Bay Wharf
Non - Resident Parking Pass (Annual) $ 110.00 /year
Note: This fee shall be in force and effect for the locations identified
seven (7) days a week, for the period commencing
the
Saturday of the Victoria Day weekend to Labour Day
inclusive,
in each year
9. Facilities
Old Town Hall
$ 28.00 /hour
$
120.00 /full day
10. Simcoe County District School Board
Rates as outlined in current Joint Use Agreement
11. Advertising
Recreation Guide
Size Dimensions
Per Issue
Plus HST
Eighth Page 3.7083" Wide x 2" High
$ 129.00
Quarter Page Banner (7.375" Wide x 2" High) or
$ 259.00
Vertical (3.7093" Wide x 4.9107' High)
Half Page 7.375" Wide x 4.9107' High
$ 359.00
Outside or 7.375" Wide x 9.875" High
$ 799.00
Back Cover
Inside Front or Back Covers
Quarter Page Banner (7.375" Wide x 2" High) or
$ 299.00
Vertical (3.7093" Wide x 4.9107' High)
Half Page 7.375" Wide x 4.9107' High
$ 429.00
Note: 10% Discount for a Yearly Commitment of 3 Guides
Arena
Location Size
Per Season
Rink Board 7 ft. Wide x 2.5 ft. High
$ 650.00
Wall Boards 4 ft. Wide x 8 ft. High or
$300.00
8 ft. Wide x 4 ft. Wide
12. Deposits
Key Deposit $ 25.00 /key
13. Horseshoe Valley Memorial Park
Tennis Court Use - Public Time Allocation $ 10.00
(Annual Fee per Resident)
Note: Fees and charges identified in this Schedule include all applicable
taxes, unless otherwise specified.
Page 25dage V Oof 22
15.c) A BX��ad Iof,ET oeBy �ar1'fd0. A -0yj the Township of Oro- Med...
Planning
1. Pre - Consultation Application
1.1 Non Refundable Application Fee $ 300.00
2. Development Application
2.1 Amendment to the Official Plan
a) Non Refundable Application Fee $ 1500.00
b) Refundable Deposit against expenses and actual costs $ 1200.00
2.2 Amendment to the Zoning By -law and Temporary Use By-
laws
a) Non Refundable Application fee $ 1500.00
b) Refundable deposit against expenses and actual costs $ 1200.00
2.3 Amendment to the Zoning By -law as a Condition of
Provisional Consent
a) Non Refundable Application fee $ 600.00
b) Refundable Deposit against expenses and actual costs $ 1200.00
2.4 Amendment to the Zoning By -law for a "Bed and Breakfast
Establishment"
a) Non Refundable Application fee $ 600.00
b) Refundable Deposit against expenses and actual costs $ 1200.00
2.5 Draft Plan of Subdivision or Condominium
a) Non Refundable Application Fee:
i) Less than 20 lots /units /POTLs $ 5000.00
ii) Greater than or equal to 20 lots /units /POTLs $5000.00+
$100 /Lot/Unit/POTL*
To a maximum of $ 20, 000.00
b) Refundable Deposit against expenses and actual
$ 10,000.00
costs
c) Red -line revision application fee
$ 1500.00
d) Draft Plan Extension
$ 1000.00
e) Final Plans Registration & Agreement
$ 1000.00
f) Part Lot Control Application Fee
$ 1500.00
g) Part Lot Control - Refundable Deposit against
$ 5000.00
expenses and actual costs
h) Amendment to Subdivision or Condominium
$ 500.00
Agreement
$ 1500.00
i) Pre - Servicing Agreement
$ 1500.00
j) Model Home Agreement
$ 1500.00
2.6 Site Plan Approval
a) Up to 500 square metres of Gross Floor Area as
defined in Township's Zoning By -law
(i) Non Refundable Application Fee
$ 1000.00
(ii) Refundable Deposit against expenses & actual
$ 1000.00
costs
b) Over 500 square metres of Gross Floor Area as
defined in Township's Zoning By -law and all New
Buildings
(i) Non Refundable Application Fee
$ 1500.00
(ii) Refundable Deposit against expenses & actual
$ 5000.00
costs
2.7 Site Plan Revision
a) Non Refundable Application Fee $ 500.00
b) Refundable Deposit against expenses and actual costs $ 275.00
Page 25 �age �J Oof 22
Schedule 'By- Cadv -N"o: 2o��4- Q12ePl"annPng coni°ue9f the Township of Oro- Med...
2.8 Site Plan Agreement and Removal of Holding Provision on
Unassumed or private road or Model Home Agreement
a) Non Refundable Combined Application fee $ 500.00
b) Registration Fee $ 275.00
2.9 Provisional Consent
a) Application Fee $ 1000.00
b) Validation of Title $ 500.00
c) Re- Circulation /Deferral Fee $ 250.00
d) Amendment to Conditions of Provisional Consent $ 250.00
2.10 Minor Variance
a) Non Refundable Application fee $ 700.00
b) Re- Circulation /Deferral Fee $ 250.00
2.11 Removal of Holding Symbol
a) Non Refundable Application Fee $ 400.00
b) Refundable Deposit $ 1000.00
2.12 Deeming By -law
a) Non Refundable Application Fee $ 300.00
b) Refundable Deposit $ 1000.00
2.13 Zoning Certificate - Complete Permit Submission $ 75.00
2.14 Solar Project - Micro Fit $ 250.00
2.15 Solar Project - Fit
Between 11 -50 KW $ 350.00
Between 51 -100 KW $ 500.00
Over 100 KW $ 5000.00
2.16 Telecommunications Tower Project $ 500.00
3. Payment of Fees, Expenses and Actual Costs
3.1 The total amount payable is payable upon receipt of a completed application
form and prior to formal presentation to Council or its advisory bodies.
Application fees are non - refundable and are applicable on a per lot basis.
3.2 The applicant is liable for any direct costs incurred by the Township during the
processing of planning applications including legal, engineering, and other
consultant fees. These costs shall be invoiced to the applicant on a monthly
basis. In the event there is a security deposit on file with the Township, these
fees shall be dedicated from said deposit and where a minimum balance is
required throughout the processing of an application as set out in the
Schedule of Planning Fees, the applicant shall be invoiced an amount to
maintain the balance required for the security deposit.
3.3 Expenses incurred by staff associated with an application in excess of
Planning Act requirements and actual costs incurred for such items as
advertising, consulting (Planning, Engineering, and other) and legal will be
charged directly to the applicant and deducted from the refundable deposit.
As expenses and actual costs are incurred on behalf of the application, they
will be submitted to the applicant for reimbursement so that the initial
refundable deposit will be replenished to enable the Township to pay further
costs as they are incurred. In the event that the applicant does not maintain
the application fee and applicable deposits with the Finance Department then
the application will be considered not complete with respect to the payment of
fees under the Planning Act.
Page 25Mg e �J Oof 22
Schedule 'By- Cady -IV"o: 20��4- Q12ePiannnPng contoueof the Township of Oro- Med...
3.4 Any person making application to the Ontario Municipal Board shall pay the
applicable fees outlined by the Ontario Municipal Board and /or the Planning
Act, as amended. All cheques for such applications are to be made payable
to the Minister of Finance.
3.5 The applicant shall pay all costs associated with a planning development
application including Ontario Municipal Board Hearings and pre- hearing
consultation costs and appeal fees.
3.6 The tariff of fees described in Schedule "E" shall not include the processing of
objections to amendments, the attendance of the Municipality at Ontario
Municipal Board hearings, the attendance of the Municipality at any public
meetings other than those formally required by the Planning Act, the
preparation of Subdivision Agreements or the review and approval of
engineering drawings relating to subdivisions by the Municipality. The
applicant agrees that, should the above become necessary, the applicant will
provide the Township with a deposit which shall be determined by the
Treasurer on an individual basis, and the applicant will provide a written
agreement to pay further deposits as required, and to reimburse any costs not
covered by the deposits.
Page 25Mg e U Oof 22
15.c) A By -law of The Corporation of the Township of Oro- Med...
Schedule 7" to By -Law No. 2014 -012
Transportation
1. Additional Road Signage Requested by Township Cost (Post,
Property Owner (e.g. "Hidden Driveway ") Sign, Hardware & Labour)
2. Blue Boxes $ 6.00
3. Moving Permits (Oversize Equipment or Machinery)
a) Single Move Permit $ 50.00
b) Annual Moving Permit $ 200.00
4. Tile Drainage Inspections $ 100.00
5. Township Engineering Standards $ 40.00
6. Road Entrance Permits
a) Permit Fee $ 50.00
b) Deposit (partially refundable) $ 500.00
Note: The deposit shall be refunded upon occupancy, minus a $ 50.00 post
installation inspection fee, and provided that the Township does not have
to draw on the remaining funds to rectify installation issues and /or repair
damages to the Township roads which occurred during installation.
Page 25 Rage W Oof 22
15.c) A Btlnalff fc�ioegy �0 1�o tq f the Township of Oro- Med...
Sewer
An annual sewer service charge, as specified below, per unit shall be imposed
upon those lands more particularly described in Part 7 of this Schedule. The
said charge will be comprised of the following components:
2014
a) Operating, repair and maintenance $ 225.00
b) Capital $ 115.00
2. The Treasurer shall, for each calendar quarter, issue bills to each unit based on
the applicable sewer service charges. Bills shall be due and payable not less
than twenty one (21) days from the date of mailing.
3. Sewage bill payments shall be payable to The Corporation of the Township of
Oro - Medonte and may be paid during office hours in person or by mail at the
Oro - Medonte Administration Office, 148 Line 7 South, Box 100, Oro, Ontario
LOL 2X0, or at most financial institutions. Payments made at a financial
institution shall be deemed to be paid on the date shown by the Teller's stamp
on the bill stub. The Township shall not be responsible for any applicable
service charge payable to the bank. Cheques only can be dropped at the drop
boxes located at the Administration Office and Moonstone Fire Hall.
4. The Treasurer shall impose a five (5) percent late charge on all unpaid accounts
on the day after the due date.
5. If an account remains unpaid, the municipality may collect amounts payable
pursuant to Section 398(2) of the Municipal Act, 2001, c.25, as amended.
6. In the event that any owner of lands not described in Sections 8 or 9 of this
Schedule (the "property owner ") wishes to have the sewage works extended so
as to service those additional lands, the following provisions shall apply:
a) For the purposes of this paragraph, the term "municipal engineer" shall mean
any engineer employed by the municipality or any independent engineer
appointed by the municipality from time to time as applicable;
b) The extension of the sewage works shall first be approved by the Council of
the municipality upon application of the property owner, provided that
Council shall have the right to determine, in its sole discretion, whether there
is sufficient capacity in the sewage works to service the proposed extension;
c) All engineering drawings relating to the proposed extension must be
prepared by a Consulting Engineer retained by the property owner, at the
property owner's sole cost. Such engineering drawings are subject to the
approval of the Municipal Engineer;
d) The property owner shall execute an Agreement with the municipality
pursuant to which the property owner shall agree to be responsible for all
engineering, legal and related fees incurred by the municipality as the result
of the request for proposed extension of the sewage works by the property
owner;
e) The Agreement between the property owner and the municipality shall also
require the property owner to pay the total capital cost of the proposed
extension, the municipality's costs as set out in subparagraph (d) above,
together with a further sewage service charge in an amount to be
determined by by -law of Council, prior to the commencement of any work.
Page 25 Rage W Of 22
Schedule d By -Ca{�v I�To: 2�4- 012eSew�ei' coon nueg of the Township of Oro- Med...
Legal Description
Tile Field #1 & #2
Serviced Lots within Plan M -11
Tile Field #3 & #4 & #5
Serviced Lots within Plan M -10
Tile Field #6
Serviced Lots within Plan 1531
Serviced Lots within Plan 1587
8. Miscellaneous Fees:
a) Connection fee inspection $ 200.00
Page 25 Xage �) Oof 22
15.c) A B�aev�uOfH�ioegy �or�o���f the Township of Oro- Med...
Finance
Returned Cheque
$ 20.00
2. Tax Certificates $ 25.00
3. Tax History Search $ 20.00
Page 25 Rage W Of 22
15.c) A BySc§iedu9f `I1Tt %Ygor orb ilc�rblC�f the Township of Oro- Med...
Municipal Law Enforcement
Fees
1.1 Permit Fees Flat Rate
a) Swimming Pool Fence $ 75.00
b) Signs (not regulated under the Ontario Building Code) $ 75.00
c) Other Permits issued by Municipal Law Enforcement $ 75.00
1.2 Inspections
a) Inspections required pursuant to Municipal By -laws $ 75.00
b) Re- inspection $ 75.00
Note: An inspection /re- inspection fee may be imposed for each
inspection conducted in relation to non - compliance of Municipal
By -laws.
1.3 Miscellaneous
a) Permit Revision (in addition to applicable permit fees) $ 75.00
b) File Search $ 50.00
c) Annual file maintenance fee $ 50.00
Note: Applicable on permits not granted a final approval after one (1)
year subsequent to permit issuance.
2. Licensing
2.1 Refer to Township Licensing By -laws to determine the applicable licensing
fees.
Notes
3.1 Fees for classes of permits not described or included in this schedule shall be
determined by the Chief Municipal Law Enforcement Officer.
3.2 Total Fee is payable upon receipt of completed application.
3.3 Where a person is found to have commenced installation without the
appropriate permit, a fee twice the normal permit fee will be applied to offset
the additional administrative costs.
3.4 When a Municipal Law Enforcement Officer takes action to rectify failures,
By -law infractions or situations created by, or on behalf of a person or
company, such person or company shall be responsible for all costs including
the cost of staff time, equipment expenses and other expenses incurred by
the Township. The party responsible shall be invoiced for all costs. The
minimum invoice shall not be for less than three hours.
Page 25 Rage W Oof 22
15.c) A B)�Ipev�uQf,j T�oe�yC�o r��p the Township of Oro- Med...
Water
1. Definitions
For the purpose of this Schedule:
1.1 "Municipal Water Area" shall mean a subdivision within The Corporation of the
Township of Oro - Medonte.
1.2 "Municipal Water Systems" shall include all waterworks established within the
present Township of Oro - Medonte, and shall further include any present or
future extensions to the water works under any Act or under an agreement
between the Township or its predecessors, but shall not include any private
water works which have not been acquired, established, maintained or
operated by the Township or its predecessors.
1.3 "Owner" shall mean the assessed owner(s) as identified on the Assessment
Roll for taxation purposes during the current year, as amended.
1.4 "Treasurer" shall mean the Treasurer of The Corporation of the Township of
Oro - Medonte.
1.5 "Unit" shall mean an assessed or assessable unit within a residential,
commercial or industrial building, and shall include an apartment located
within a single family dwelling which is serviced by the Township Water
System, as permitted under the applicable Zoning By -law.
1.6 "Vacant Lot" means any property not connected to a municipal water system
to which water service is available.
1.7 "Water Works" means any works for the collection, production, treatment,
storage, supply and distribution of water, or any part of such works, but does
not include plumbing or other works to which the Ontario Building Code Act
and its regulations apply.
2. Water Charges, Billing and Collection
2.1 As soon as the water connection installation is approved by the Township
Inspector, he shall forthwith turn the water on for the owner. The owner will
then be charged at the appropriate water rate, as per Schedule J.
2.2 At the end of each quarter, the duly authorized employee shall read, or cause
to be read, all meters connected to the Municipal Water System to determine
the amount of water used during the quarter.
2.3 The Treasurer shall calculate water charges to be assessed against each unit
and vacant lot in a Municipal Water Area, in accordance with the quarterly
charges and rates per cubic meter as set out in Schedule J'.
2.4 The Treasurer shall, for each calendar quarter, issue bills to each unit or
vacant lot based on the applicable water charge or rate. Water bills shall be
due and payable not less than twenty -one (21) days from the date of mailing.
2.5 Water payments shall be payable to The Corporation of the Township of Oro -
Medonte and may be paid during office hours in person or by mail at the Oro -
Medonte Administration Office, 148 Line 7 South, Box 100, Oro, On LOL 2X0,
or at most financial institutions. Water payments made at a financial
institution shall be deemed to be paid on the date shown by the Teller's stamp
on the bill stub. The Township shall not be responsible for any applicable
service charge payable to the bank. Cheques only can be dropped at the
drop boxes located at the Administration Office and Moonstone Fire Hall.
Page 26 Rage N Oof 22
Scheduled � o��`- �B� -ivo Ml -oT1 - to��o to iio� of the Township of Oro- Med...
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, 2014, each unit and vacant lot shall be assessed on
infrastructure renewal charge of $56.00 per quarter ($224 annually).
The Infrastructure Renewal Charge shall increase by $6.00 annually on
January 1St 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
b) Horseshoe - Medonte Plan 1531,
M -10, M -11, M -23
3.5 Other Charges
a) Connection Fee Inspection
$ 150 per quarter ($600 annually)
$ 150 per quarter ($600 annually)
b) Disconnection and Reconnection Charge
$ 200
$ 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 - $430.00 plus applicable taxes.
Page 26dage 31 Of 22
15.c) A By -law of The Corporation of the Township of Oro- Med...
Appendix "l " to By -law No. 2014 -012
Fees and Charges
Imposed under Separate By- law /Act/Ontario Regulation
a) Development Charges: Development Charges Act, 1997, S.O. 1997, c.27
b) Freedom of Information: Municipal Freedom of Information and Protection of
Privacy Act, R.S.O. 1990, c.M.56, as amended
C) Refer to Township Licensing By -laws to determine the applicable licensing
fees.
Page 26 �age N Oof 22
15.d) A By -law to Appoint Building Inspectors and Repeal By -...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -013
A By -law to Appoint Building Inspectors
and Repeal By -Law No. 2012 -145
Whereas Section 3(2) of the Building Code Act, 1992, S.O. 1992, c.23, as amended
provides that the Council of each municipality shall appoint such inspectors as are
necessary for the purposes of the enforcement of the Act;
And Whereas the Council of The Corporation of the Township of Oro - Medonte does
now find it expedient to appoint Building Inspectors;
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as follows
1. That the employees of The Corporation of the Township of Oro - Medonte outlined
on Schedule "A ", attached hereto and forming part of this by -law, be appointed as
Building Inspector for the Township of Oro - Medonte.
2. That By -law No. 2012 -145 is hereby repealed in its entirety.
3. That this by -law shall take effect on the final passing thereof
By -Law Read a First, Second and Third time, and Passed this 5t" day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 263 of 310
15.d) A By -law to Appoint Building Inspectors and Repeal By -...
Schedule "A"
to By -law No. 2014 -013
for
The Corporation of the Township of Oro - Medonte
Building Inspector
Bobbi King
Sherri -Lynn Moore
Janice Bosomworth
Nina D'Andreamatteo
Steve Blogg
Page 264 of 310
15.e) A By -law to Appoint Municipal Weed Inspectors And to R...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -014
A By -law to Appoint Municipal Weed Inspectors
And to Repeal By -law No. 2013 -025
Whereas the Weed Control Act, R.S.O. 1990, c. W.5, Section 8(1) provides that
Council may, by By -law, appoint one or more persons as Municipal Weed
Inspectors to enforce the Act within the Council's jurisdiction;
And Whereas Council of The Corporation of the Township of Oro - Medonte deems
it expedient to do so;
And Whereas Council of the Township of Oro - Medonte did, on the 6t" day of
March, 2013, enact By -law No. 2013 -025 to Appoint Municipal Weed Inspectors;
And Whereas Council now deems it necessary to repeal By -Law No. 2013 -025;
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as
follows:
1. That the following persons be appointed as Municipal Weed Inspectors
Curtis Shelswell Chief Municipal Law Enforcement Officer
Robert Belsey Municipal Law Enforcement Officer
Bobbi King Chief Building Official
2. That the duties and responsibilities shall be performed and carried out as
provided for within the Act.
3. That By -law No. 2013 -025 is hereby repealed in its entirety.
4. 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 5t" day of
February, 2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 265 of 310
15J) Being a By -law to Amend By -Law No. 2013 -085, "Being a ...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -015
Being a By -law to Amend By -Law No. 2013 -085, "Being a By -Law to Appoint
Municipal Law Enforcement Officers /Provincial Offences Officers"
Whereas the Municipal Act 2001, S.O. 2001, c. 25, Section 224, as amended, provides
that the role of Council is to ensure that administrative practices are in place to
implement the decisions of Council;
And Whereas the Police Services Act, R.S.O. 1990, Chapter P. 15, Section 15.,
provides the appointment of Municipal Law Enforcement Officers for the purpose of
enforcing the by -laws of a municipality;
And Whereas the Council of The Corporation of the Township of Oro - Medonte did on
the 8t" day of May 2013, enact By -law No. 2013 -085, "Being a By -Law to Appoint
Municipal Law Enforcement Officers /Provincial Offences Officers ";
And Whereas the Council of the Corporation of the Township of Oro - Medonte does
now find it expedient to amend By -Law No. 2013 -085;
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as follows:
That Schedule "A" of By -law 2013 -085 be amended by replacing "Bobbi
Lovering" with "Bobbi King ".
That this by -law shall take effect on final passing thereof.
By -Law Read a First, Second and Third time, and Passed this 5t" day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 266 of 310
15.g) A By -law to Amend By -Law No. 2012 -144 "A By -law to App...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -016
A By -law to Amend By -Law No. 2012 -144
"A By -law to Appoint a Chief Building Official
and Repeal By -law 2012 -125"
Whereas the Building Code Act, 1992, S. 0. 1992, c. 23, as amended, provides that the
Council of each municipality shall appoint a Chief Building Official and such Inspectors
as are necessary for the enforcement of this Act;
Whereas the Building Code Act, 1992, S. 0. 1992, c. 23, as amended, provides that the
Council of a municipality may enter into an agreement providing for the appointment of
a Chief Building Official and Inspectors as are necessary for the enforcement of this Act;
And Whereas the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that the
role of Council is to ensure that administrative practices are in place to implement the
decisions of Council;
And Whereas the Township of Oro - Medonte did, on the 15th day of August 2012, enact
By -law No. 2012 -144, being a By -law to Appoint a Chief Building Official
and Repeal By -law 2012 -125;
And Whereas the Council of The Corporation of the Township of Oro - Medonte deems it
appropriate to amend By -law No. 2012 -144;
Now Therfore the Council of the Township of Oro - Medonte hereby enacts as follows:
That Section 1 be amended by replacing "Bobbi Lovering" with "Bobbi King ".
And That the by -law shall take effect on the final passing thereof.
By -Law Read a First, Second and Third time, and Passed this 5th day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 267 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
The Corporation of the Township of Oro - Medonte
By -Law No. 2013 -017
A By -Law to Authorize the Execution of an Agreement Between
the Township of Oro - Medonte and Steenhof Building Services Ltd.
Whereas the Municipal Act, 2001, S. 0. 2001, c.25, Section 224, as amended, states
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 determined to undertake the Oro - Medonte Community Centre
Renovation project through construction management.
And Whereas Council for The Corporation of the Township of Oro - Medonte approved,
by Motion No. C131127 -15, the proposal from Steenhof Building Services Group.
Now Therefore the Council of the Township of Oro - Medonte hereby enacts as follows:
That the Mayor and Clerk be authorized to execute the CCDC5a Construction
Management Contract — for Services attached hereto as Schedule "A" and
forming part of this By -Law.
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 5t" day of February,
2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 268 of 310
CCDC
Intl
Oro Medonte Community Centre
Apply a CCDC 5A copyright seal here. The application
of the seal demonstrates the intention of the parry
proposing the use of this document that it be an
accurate and unamended form of CCDC 5A — 2010
except to the extent that any alterations, additions or
modifications are set forth in supplementary conditions.
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CANADIAN
CONSTRUCTION
DOCUMENTS
COMMITTEE
CANADIAN
CONSTRUCTION
DOCUMENTS
COMMITTEE
Page
15.h) A By -Law to Authorize the Execution of an Agreement Be...
TABLE OF CONTENTS
ARTICLES OF AGREEMENT
A -1 The Services
A -2 Agreements and Amendments
A -3 Description of the Project
A -4 Contract Documents
A -5 Compensation for Services
A -6 Payment
A -7 Receipt of and Addresses for Notices in Writing
A -8 Language of the Contract
A -9 Succession
SCHEDULES
Al Services and Compensation
A2 Reimbursable Expenses Applicable to Schedule Al
B 1 Additional Services and Compensation
B2 Reimbursable Expenses Applicable to Schedule B1
C Time -Based Rates for Personnel Employed by the
Construction Manager
DEFINITIONS
Class A Construction Cost Estimate
Class B Construction Cost Estimate
Class C Construction Cost Estimate
Class D Construction Cost Estimate
Construction Cost
Construction Cost Estimate
Construction Documents
Construction Manager
Consultant
Contract
Contract Documents
Contract Time
Notice in Writing
Owner
Payment Certifier
Place of the Project
Proj ect
Project In -Use Date
Services
Substantial Performance of Work
Supplier
Temporary Work
Trade Contractor
Value Added Taxes
Work
Working Day
GENERAL CONDITIONS
Part 1 General Provisions
GC 1.1
Contract Documents
GC 1.2
Law of the Contract
GC 1.3
Rights and Remedies
GC 1.4
Assignment
GC 1.5
Project Representatives
Part 2 Construction Manager's Responsibilities
GC 2.1 Services
Part 3 Owner's Responsibilities
GC 3.1 Provision of Information and Obligations
Part 4 Payment
GC 4.1 Applications for Payment
GC 4.2 Payment
Part 5 Changes
GC 5.1 Changes to the Project
GC 5.2 Changes in Services
Part 6 Default Notice
GC 6.1 Owner's Right to Terminate the Contract
GC 6.2 Construction Manager's Right to Terminate the
Contract
Part 7 Dispute Resolution
GC 7.1 Negotiation, Mediation and Arbitration
Part 8 Insurance
GC 8.1 Insurance
Part 9 Indemnification and Waiver of Claims
GC 9.1 Indemnification
GC 9.2 Waiver of Claims
CCDC 5A is the product of a consensus - building process aimed at
balancing the interests of all parties on the construction project. It
reflects recommended industry practices. CCDC 5A can have important
consequences. The CCDC and its constituent member organizations do
not accept any responsibility or liability for loss or damage which may
be suffered as a result of the use or interpretation of CCDC 5A.
Page 270 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
AGREEMENT BETWEEN OWNER AND CONSTRUCTION MANAGER — FOR SERVICES
This agreement made on the day of January in the year 2014
by and between
The Township of Oro - Medonte
hereinafter called the Owner
and
Steenhof Building Services Group Ltd.
hereinafter called the Construction Manager
The Owner and Construction Manager agree as follows:
ARTICLE A -1 THE SERVICES
The Construction Manager shall
1.1 perform the Services for
Oro Medonte Community Centre
located at
71 Line 4, Oro, Ontario, LOL 2X0
insert above the title of the Project
insert above the Place of the Project
and as further described in Article A -3 — DESCRIPTION OF THE PROJECT, for which the Agreement has been signed
by the parties, and for which
Steenhof Building Services Ltd.
insert above the name of the Consultant
is acting as and is hereinafter called the "Consultant", and
1.2 do and fulfill everything indicated by the Contract Documents, and
1.3 commence the Services by the 1 st day of January in the year 2014 and continue in
accordance with any schedule provided in Article A -3 — DESCRIPTION OF THE PROJECT. The Construction
Manager's obligation to provide Services shall end no later than one year after the Project In -Use Date.
ARTICLE A -2 AGREEMENTS AND AMENDMENTS
2.1 This Contract supersedes all prior negotiations, representations or agreements, either written or oral, relating in any
manner to the Services.
2.2 This Contract may be amended as provided in the Contract Documents.
CCDC 5A — 2010 1
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 271 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
ARTICLE A -3 DESCRIPTION OF THE PROJECT
3.1 The following is a description of the Project including intended use, scope, budget, schedule, phases if applicable, the
anticipated Project In -Use Date, and any other information which further generally describes the nature of the Project:
Partial renovation of the existing community centre, including but not limited to;
- The demolition and removal of the existing ice surface and dressing rooms
- The widening and lengthening of the ice surface
- New rink boards,
- Refurbished dressing rooms
- New refridgeration plant
- Updated main entry
- Extention of one bay for Pre - engineered structure
- Addition for new olympia room + new storage rooms
- Buidling efficiencies - Energy conservation
Scope of work:
Excavation, Backfill and Septic Installation
Concrete Formwork
Demolition and Remediation
Concrete Floor Finishing
Pre -Eng Building Suppliers and Erectors
Miscellaneous Metals
Doors and Hardware
Overhead Doors
Roofing
Metal Siding
Fireproofing
Aluminum, Glass and Glazing
Drywall and Acoustics
Flooring
Washroom Specialties and Lockers
Mechanical
Electrical and Communications
Ice Rink and Ice Plant
Boards and Glass
Well Drillers
and Curb Contractors
Framing
Trim work
Windows
Railings
Electrical
Energy Management
Administration of energy analysis and grant programs /incentives for conservation /demand
management
2 CCDC 5A — 2010
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 272 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
ARTICLE A -4 CONTRACT DOCUMENTS
4.1 The following are the Contract Documents referred to in Article A -1 of the Agreement — THE SERVICES:
• the Agreement Between Owner and Construction Manager (including the Schedules to the Agreement)
• the Definitions
• the General Conditions
o Follow:
Structural Drawings
Architectural Drawings
Mechanical and Electrical Drawings
Site Grading Drawings
*Contract to include drawings:
S -13025 - A000 CONTEXT PAGE- ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A100 SITE PLAN - ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A200 EXISTING GROUND FLOOR PLAN - ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A102 DEMOLITION PLAN- ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A103 PROPOSED GROUND FLOOR PLAN- ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A104 PROPOSED SECOND FLOOR PLAN- ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A105 PROPOSED ENLARGED FLOOR PLANS- ISSUED FOR APPROVAL 01 -15 -14
S -13025 - A106 BUILDING SECTIONS- ISSUED FOR APPROVAL 01 -15 -14
*Drawings revised 1/29/2014
- Budget prepared by SBSG dated January 21/14 and is attached in Schedule 'A'
- Preliminary Construction Schedule dated January 6/14 and is attached as Schedule 'B'
(Insert here, attaching additional pages if required, a list identifying all other Contract Documents)
CCDC 5A — 2010 3
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 273 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
ARTICLE A -5 COMPENSATION FOR SERVICES
5.1 The Construction Manager's compensation shall be equal to the sum of the Construction Manager's fee as specified in
paragraph 5.2 and the reimbursable expenses as described in paragraph 5.3.
5.2 The Construction Manager's fee is comprised of one or more of the following:
10 A fixed amount of a maximum upset of $300,000.00 ; and
.21D A percentage amount of ten percent ( 10 %) of the Construction Cost. In the event
that the Owner furnishes labour or material below market cost or materials are re -used beyond that anticipated in
the original scope of the Project, the Construction Cost for purposes of establishing the Construction Manager's
fee is the cost of all materials and labour necessary to complete the Project as if all materials had been new and as
if all labour had been paid for at market prices at the time of construction or, in the event that the construction
does not proceed, at existing market prices at the anticipated time of construction. Where the actual cost has not
been determined for all or part of the Project, the Construction Cost shall be the Construction Cost Estimate, as
agreed by the Owner and the Construction Manager, at market rates at the anticipated time of construction; and
.3E An amount based on the time -based rates for personnel employed by the Construction Manager as described in
Schedule C to the Agreement and engaged in performing the Services to the level of effort agreed prior to the
commencement of the Services.
* Strike out inapplicable paragraph(s).
5.3 The reimbursable expenses are the actual expenses, supported by receipts or invoices, that the Construction Manager
incurred in performing the Services, and as identified in Schedules A2 and 132 to the Agreement plus the administrative
charge of ten percent( 10 %). If there are no receipts or invoices, the
expenses shall e at rates prevailing in the area of the Place of th—e7r—oject and supported with suitable documentation.
5.4 The Owner may by written request require the Construction Manager to:
1 provide prior to commencement of the Services an estimate of the total amount of the Construction Manager's
fee for the Services as described in paragraph 5.2.3;
.2 provide prior to commencement of the Services an estimate of the total amount of the reimbursable expenses as
described in paragraph 5.3 for evaluation and verification purposes; and
.3 inform the Owner in writing prior to incurring reimbursable expenses as described in paragraph 5.3.
5.5 All amounts are in Canadian funds.
ARTICLE A -6 PAYMENT
6.1 Where required by provincial or territorial legislation, payments shall be subject to the lien legislation applicable to the
Place of the Project. The Owner shall pay the Construction Manager:
.1 payments on account of the compensation described in Article A -5 of the Agreement — COMPENSATION FOR
SERVICES together with such Value Added Taxes as may be applicable to such payments, and
.2 upon completion of the Services, the unpaid balance of the compensation together with such Value Added Taxes as
may be applicable to such payments.
6.2 Should the Owner fail to make payments as they become due under the terms of the Contract or in an award by
arbitration or court, interest at the following rates on such unpaid amounts shall also become due and payable until
payment:
.1 2% per annum above the prime rate for the first 60 days.
.2 4% per annum above the prime rate after the first 60 days.
Such interest shall be compounded on a monthly basis. The prime rate shall be the rate of interest quoted by
Bank of Canada
(Insert name of chartered lending institution whose prime rate is to be used)
for prime business loans as it may change from time to time.
4 CCDC 5A — 2010
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 274 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
ARTICLE A -7 RECEIPT OF AND ADDRESSES FOR NOTICES IN WRITING
7.1 Notices in Writing will be addressed to the recipient at the address set out below.
7.2 The delivery of a Notice in Writing will be by hand, by courier, by prepaid first class mail, or by facsimile or other
form of electronic communication during the transmission of which no indication of failure of receipt is
communicated to the sender.
7.3 A Notice in Writing delivered by one party in accordance with this Contract will be deemed to have been received by
the other party on the date of delivery if delivered by hand or courier, or if sent by mail it shall be deemed to have
been received five calendar days after the date on which it was mailed, provided that if either such day is not a
Working Day, then the Notice in Writing shall be deemed to have been received on the Working Day next following
such day.
7.4 A Notice in Writing sent by facsimile or other form of electronic communication shall be deemed to have been
received on the date of its transmission provided that if such day is not a Working Day or if it is received after the end
of normal business hours on the date of its transmission at the place of receipt, then it shall be deemed to have been
received at the opening of business at the place of receipt on the first Working Day next following the transmission
thereof.
7.5 An address for a party may be changed by Notice in Writing setting out the new address delivered to the other party in
accordance with this Article.
Owner
The Township of Oro - Medonte
name of Owner*
148 Line 7 South, Oro, Ontario, LOL 2X0
address
(705) 487 -0133
facsimile number email address
Construction Manager
Steenhof Building Services Group Ltd.
name of Construction Manager*
126 Mississaga St. E, ON, L3V 1V7
address
(705) 325 -8400 jemmons @steenhofbuilding.com
facsimile number email address
* If it is intended that the notice must be received by a specific individual, that individual's name shall be indicated.
ARTICLE A -8 LANGUAGE OF THE CONTRACT
8.1 When the Contract Documents are prepared in both the English and French languages, it is agreed that in the event of
any apparent discrepancy between the English and French versions, the English/FrXch# language shall prevail.
8.2 This Agreement is drawn in English at the request of the parties hereto. La pr6sente convention est r6dig6e en anglais a
la demande des parties.
# Complete this statement by striking out inapplicable term.
CCDC 5A — 2010 5
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 275 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
ARTICLE A -9 SUCCESSION
9.1 This Contract shall enure to the benefit of and be binding upon the parties hereto, their respective heirs, legal
representatives, successors and assigns.
In witness whereof the parties hereto have executed this Agreement by their respective hands or by the hands of their duly
authorized representatives.
SIGNED AND DELIVERED
in the presence of:
WITNESS
OWNER
The Township of Oro - Medonte
name of Owner
signature
signature
name and title ofperson signing
name ofperson signing
signature
signature
name and title ofperson signing
name ofperson signing
WITNESS
CONSTRUCTION MANAGER
Steenhof Building Services Group Ltd.
name of Construction Manager
signature
signature
name and title ofperson signing
name ofperson signing
signature
signature
name ofperson signing
name and title ofperson signing
N. B. Where legal jurisdiction, local practice, or Owner or Construction Manager requirement calls for:
(a) proof of authority to execute this document, attach such proof of authority in the form of a certified copy of a resolution naming the
representative(s) authorized to sign the Agreement for and on behalf of the corporation or partnership, or
(b) the affixing of a corporate seal, this Agreement should be properly sealed.
6 CCDC 5A — 2010
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 276 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE Al TO THE AGREEMENT — SERVICES AND COMPENSATION
1. PRECONSTRUCTION
( *Note:
Fl Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 — COMPENSATION FOR SERVICES.
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F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
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F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COMPENSATION
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1.1 General Services
.1 Attend regular Project meetings with the Owner and the Consultant.
F2
.2 Provide advice to the Owner and the Consultant with respect to construction and market conditions.
F2
1.2 Predesign
.1 Estimating:
(1) Confirm or prepare a Class D Construction Cost Estimate.
F2
(2) Advise the Owner if it appears that the Construction Cost Estimate may exceed the Project budget,
and make recommendation for corrective action.
.2 Scheduling: Prepare a preliminary overall Project schedule.
F2
1.3 Schematic Design Phase
.1 Constructability: Provide advice on site use and possible improvements, selection of materials,
F2
assembly systems, and, equipment and provide recommendations on construction feasibility, availability
of materials and labour, time requirements for installation and construction, and factors related to
alternative designs and possible economies.
.2 Estimating:
F2
(1) Prepare a Class C Construction Cost Estimate at the end of the Schematic Design Phase.
(2) Advise the Owner if it appears that the Construction Cost Estimate may exceed the Project budget,
and make recommendation for corrective action.
.3 Scheduling: Prepare in consultation with the Consultant and the Owner a preliminary Project schedule
F2
for the Owner's review; such Project schedule shall take into consideration the sequence and timing of
the required basic program decisions, including anticipated design time, approval period, preparation of
documentation, bid calls and subsequent evaluations, trade contract awards, on -site construction
activities, and the Project -In -Use Date.
.4 Other Services: Assist in providing liaison and coordination among government authorities, utility
F2
companies, and other authorities having jurisdiction over the Place o the Project.
1.4 Design Development Phase
.1 Constructability:
F2
(1) Provide updates as necessary regarding the availability of materials and labour, building systems,
and possible economies.
(2) Make recommendations to the Owner and the Consultant regarding the scope of Work packages, to
help facilitate the subsequent bidding and awarding of trade and supply contracts.
(3) Review the specifications and drawings and at the end of the Design Development Phase, make
recommendations to the Owner and the Consultant as to constructability and coordination among
the Trade Contractors.
(4) Prepare general functional layout of construction site access and organization and Temporary Work.
.2 Estimating and Cost Control:
F2
(1) Prepare a Class B Construction Cost Estimate at the end of the Design Development Phase.
(2) Advise the Owner if it appears that the Construction Cost Estimate may exceed the Project budget,
and make recommendations for corrective action.
(3) Establish a cost control program, and prepare a cash flow forecast for the Project.
.3 Scheduling:
F2
(1) Review and update the Project schedule with appropriate details.
(2) Advise the Owner if it appears that the Project schedule may vary from that specified in Article A -3
of the Agreement — DESCRIPTION OF THE PROJECT or otherwise agreed with the Owner,
update the Project schedule, and make recommendations for corrective action.
(3) Make recommendations to the Owner regarding any equipment or materials, which should be pre -
ordered to meet the Project schedule.
CCDC 5A — 2010 7
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 277 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE Al TO THE AGREEMENT — SERVICES AND COMPENSATION
1. PRECONSTRUCTION
( *Note:
F 1 Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 — COMPENSATION FOR SERVICES.
F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COMPENSATION
FOR SERVICES.)
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1.5 Construction Document Phase
.1 Constructability:
F2
(1) Provide updates as necessary regarding the availability of materials and labour, building systems,
and possible economies.
(2) Review the specifications and drawings and make recommendations to the Owner and the
Consultant as to clarity, consistency, constructability, and coordination among the Trade
Contractors.
(3) Assist the Owner and the Consultant in preparing bid documents for Trade Contractors.
(4) Assist the Owner in determining the contract security requirements of Trade Contractors.
.2 Estimating and Cost Control:
F2
(1) Update the Class B Construction Cost Estimate at defined intervals of Construction Documents
completion.
(2) Prepare a Class A Construction Cost Estimate at the end of the Construction Document Phase.
(3) Update the cash flow forecasts for the Project.
(4) Advise the Owner if it appears that the Construction Cost Estimate may exceed the Project budget
and make recommendations for corrective action.
.3 Scheduling:
F2
(1) Review and update the Project schedule with appropriate details.
(2) Advise the Owner if it appears that the Project schedule may vary from that specified in Article A -3
of the Agreement — DESCRIPTION OF THE PROJECT or otherwise agreed with the Owner, and
make recommendations for corrective action, including changes to Project scope, schedule or budget.
.4 Make recommendations to the Owner regarding any equipment or materials which should be pre- ordered
F2
to meet the Project objective.
.5 Prepare general requirements.
F2
.6 Collate, assemble and distribute bid documents.
F2
1.6 Construction Procurement Phase
.1 Scheduling:
F2
(1) Review and update the Project schedule with appropriate details.
.2 Contracting:
F2
(1) Develop methods of solicitation for Trade Contractors and the distribution of addenda.
(2) Prepare the prequalification criteria for Trade Contractors and Suppliers as required by the Owner.
(3) Review for completeness and coordinate all bid documents for the solicitation of competitive bids for
the Work of each Trade Contractor.
.3 Solicit bids.
F2
.4 Assist the Owner in the evaluation and awarding of contracts.
F2
.5 Update the cash flow forecasts for the Project.
F2
8 CCDC 5A — 2010
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 278 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE Al TO THE AGREEMENT — SERVICES AND COMPENSATION
2. CONSTRUCTION
( *Note:
Fl Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 — COMPENSATION FOR SERVICES.
F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COMPENSATION FOR
SERVICES.)
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2.1 General Services
.1 Chair and minute regular Project meetings with the Owner, the Consultant and Trade Contractors.
F2
.2 Organize and distribute all documents related to the performance of the contract and execution of the Work of
F2
each Trade Contractor.
.3 Provide administration as described in the trade contract documents including.
F2
(1) Facilitate all communications among the Owner, the Consultant, the Payment Certifier, and Trade
Contractors that relate to the Project.
(2) In the first instance, receive all questions in writing by the Owner or Trade Contractors for interpretations
and findings relating to the performance of the Work or the interpretation of the trade contract documents
except with respect to financing information required of the Owner.
(3) In the first instance, give interpretations and make findings on matters in question relating to the
performance of any Work or the requirements of the trade contract documents, except with respect to any
and all architectural and engineering aspects of the Project or financing information required of the
Owner.
(4) During the progress of the Work, issue supplemental instructions to Trade Contractors with reasonable
promptness or in accordance with a schedule for such instructions agreed to by the Construction Manager
and Trade Contractors.
(5) Promptly investigate, make findings and inform the Owner, Trade Contractors and the Consultant
concerning all concealed or unknown conditions which are discovered by the Construction Manger or of
which Notice in Writing is given to the Construction Manager.
(6) Make findings upon all claims for a change in any trade contract price, and provide Notice in Writing of
such findings to all parties within 30 Working Days after receipt of such claim or within such other time
period as may be agreed by the parties.
(7) Give instructions necessary for the proper performance of Work of each Trade Contractor during any
dispute so as to prevent delays pending settlement of such dispute.
(8) Investigate the impact on Work of each Trade Contractor of the discovery of any fossils, coins, articles of
value or antiquity, structures and other remains or things of scientific or historic interest discovered at the
Place of the Project, and advise the Owner concerning the issuance of appropriate instructions for any
change in Work as a result of such discovery.
(9) Act on behalf of the Owner, Trade Contractors and the Consultant for the purpose of adjusting the amount
of any loss or damage payment with insurers under property or boiler and machinery policies affecting any
Work.
2.2 Project Control and Scheduling
.1 (1) Establish and implement organization and procedures with respect to all aspects of the Project.
F2
(2) Provide to Trade Contractors the Project schedule that indicates the timing of major activities of the
Project in sufficient detail for Trade Contractors to schedule their Work.
(3) Provide coordination and general direction for the progress of the Project.
(4) Monitor the Work of each Trade Contractor.
(5) Coordinate all Trade Contractors in the performance of their respective Work, with one another and with
the activities and responsibilities of the Owner and the Consultant.
(6) Review the performance of Trade Contractors' personnel and equipment and the availability of materials
and supplies to meet the Project schedule and recommend courses of action to the Owner when
requirements of a trade contract are not being met.
(7) Provide regular monitoring of the schedule as construction progresses. Identify potential variances to
planned completion dates. Review schedule for work not started or incomplete and recommend to the
Owner and Trade Contractors adjustments in the schedule to achieve the Project In -Use Date. Provide
summary reports of each monitoring and document all changes in schedule.
CCDC 5A — 2010 9
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 279 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
2. CONSTRUCTION
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( *Note:
F 1 Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 — COMPENSATION FOR SERVICES.
F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
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F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COPENSAON FOR
M TI
SERVICES.)
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2.3 Common Construction Facilities and Services
F2
.1 Arrange for the required Temporary Work.
2.4 Cost Control and Accounting
.1 (1) Prepare and update the Construction Cost cash flow forecasts in accordance with the Project budget as
F2
specified in Article A -3 of the Agreement — DESCRIPTION OF THE PROJECT or otherwise agreed with
the Owner.
(2) Develop, implement and maintain a system of Project cost control and accounting.
(3) Advise the Owner and the Consultant on the variances between actual cost and Construction Cost
Estimate.
(4) Provide reasonable assistance and information to permit recovery of all tax rebates where applicable.
(5) Jointly with each Trade Contractor, prepare a schedule showing when items called for under cash
allowances must be ordered to avoid delaying the progress of Work.
(6) Provide recommendations to the Owner for necessary changes to maintain Project budget and Project
schedule.
2.5 Changes in Work
.1 (1) Develop and implement a system for processing changes in any Work.
F2
(2) Recommend appropriate changes in any Work to the Owner and the Consultant.
(3) Review requests for changes in any Work and provide recommendations to the Owner and the Consultant
and, if necessary, assist in negotiation.
(4) Prepare and issue to Trade Contractors change orders and change directives, including written
descriptions of proposed changes in Work, all of which are to be prepared in consultation with the
Consultant when they are related to the specifications and drawings.
2.6 Payments to Trade Contractors and Suppliers
.1 (1) Develop and implement a procedure for timely process of payments to Trade Contractors and Suppliers.
F2
(2) Promptly inform the Owner of the date of receipt of the Trade Contractors' applications for payment.
(3) Promptly forward to the Payment Certifier the applications for payment received from the Trade
Contractors.
.2 (1) Determine the amounts owing to Trade Contractors and issue certificates for payment based on the
F2
Construction Manager's observations and evaluation of Trade Contractors' applications for payment.
2.7 Field Review
.1 (1) Develop, implement and maintain a system for quality assurance and quality control.
F2
(2) Reject work that in the opinion of the Construction Manager or the Consultant does not conform to the
requirements of the trade contract documents and whenever it is considered necessary or advisable, require
inspection or testing of work
2.8 Health and Construction Safety
.1 (1) Subject to paragraph 3.1.2 of GC 3.1 — PROVISION OF INFORMATION AND OBLIGATIONS, be
F2
responsible for establishing, initiating, maintaining, and overseeing the health and safety precautions and
programs required to be put in place at the Place of the Project and review with the Owner all safety
programs for adequacy.
(2) Review with the Owner the Trade Contractors' safety programs for compliance.
10 CCDC 5A — 2010
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE Al TO THE AGREEMENT — SERVICES AND COMPENSATION
2. CONSTRUCTION
H
�
( *Note:
Fl Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 — COMPENSATION FOR SERVICES.
°
F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
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F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COMPENSATION FOR
SERVICES.)
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2.9 Submittals
.1 (1) Establish procedures for processing submittals.
F2
(2) Coordinate all relevant information required to perform any Work.
(3) Upon request by any Trade Contractor or the Consultant, jointly prepare a schedule of the dates for
provision, review and return of shop drawings.
(4) Forward to the Consultant for review all shop drawings that are considered to be complete.
(5) Indicate in writing the Consultant's acceptance or rejection of all deviations in the shop drawings from
the requirements of the trade contract documents.
(6) Return all shop drawings in accordance with the agreed schedule, or in the absence of such agreed
schedule, with reasonable promptness so as to cause no delay in the performance of any Work.
2.10 Reports and Project Site Documents
.1 (1) Keep a daily log available to the Owner and the Consultant.
F2
(2) Maintain copies of all necessary documents at the Place of the Project.
(3) Collate and compile record documents and operating and maintenance manuals in accordance with the
Owner's requirements.
2.11 Start -up
.1 (1) Assist the Owner in coordinating and monitoring initial start-up and testing conducted by Trade
F2
Contractors.
(2) Coordinate the commissioning of utilities, systems and equipment.
2.12 Substantial Performance of the Work
.1 (1) Subject to applicable legislation, arrange for the issuance of the necessary certificates respecting
F2
Substantial Performance of the Work of each Trade Contractor or designated portions thereof, lists of
incomplete or unsatisfactory items, and schedules for their completion.
(2) Distribute certificates of Substantial Performance of the Work and final certificates for payment of Work
of each Trade Contractor.
(3) Arrange with Trade Contractors to finish Work to be completed or corrected.
2.13 Project In -Use Date
.1 (1) Determine, in consultation with the Owner and the Consultant, and advise Trade Contractors in writing
F2
of, the Project In -Use Date.
2.14 Handover
.1 (1) Inform the Owner and the Consultant in writing when Work of each Trade Contractor is ready for final
F2
review prior to issuance of final certificate for payment.
(2) Seek, obtain and transmit to the Owner warranties (in consultation with the Consultant, if applicable),
affidavits, releases, bonds, insurances, and waivers received from Trade Contractors.
(3) Turn over to the Owner all keys and maintenance stocks.
(4) Arrange for the issuance of the final certificate for payment for each Trade Contractor.
(5) Assist the Owner's operating staff to facilitate a smooth and proper takeover of Work of each Trade
Contractor and the Project, including all necessary training and instruction of the Owner's operating
staff.
CCDC 5A — 2010
M
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
12 CCDC 5A — 2010
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version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 282 of 310
0
3. POST - CONSTRUCTION
( *Note:
F I Included in the fixed amount as described in paragraph 5.2.1 of Article A -5 —COMPENSATION FOR SERVICES.
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F2 Included in the percentage amount as described in paragraph 5.2.2 of Article A -5 — COMPENSATION FOR SERVICES.
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F3 Fee to the Construction Manager based on time -based rates as described in paragraph 5.2.3 of Article A -5 — COMPENSATION FOR
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SERVICES.)
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3.1 General Services
.1 (1) Chair and minute Project meetings with the Owner, the Consultant, and Trade Contractors.
F2
(2) Prepare final Construction Cost report.
3.2 Occupancy Review
.1 Assist the Owner in conducting post-construction occupancy review.
F3
3.3 Warranties
.1 Assist the Owner in administering warranties.
F3
12 CCDC 5A — 2010
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version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE A2 – REIMBURSABLE EXPENSES APPLICABLE TO SCHEDULE Al
Unless otherwise agreed to by the parties or as indicated in the following table, all expense items relating to Services are
included in the Construction Manager's fee as described in paragraph 5.2 of Article of the Agreement A -5 –
COMPENSATION FOR SERVICES.
CCDC 5A — 2010 13
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version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 283 of 310
i.
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1. Travel and subsistence expenses of the Construction Manager's personnel outside a radius of 50km from
❑
the Place of the Project.
2. Charges for long distance telephone and facsimile communications, courier services, and reproduction
❑
of trade contract documents incurred in relation to the performance of this Contract.
3. The cost of Project specific information technology support in accordance with the method determined
�-
by the parties.
4. Deposits lost, provided that they are not caused by negligent acts or omissions of the Construction
Manager and the Services are performed in accordance with this Contract.
5. The costs to the Construction Manager that result from any Trade Contractor's insolvency or failure to
✓
perform.
6. Charges levied by authorities having jurisdiction at the Place of the Project.
7. Royalties, patent licence fees and damages for infringement of patents and cost of defending suits
therefore.
8. Any adjustment in taxes and duties directly related to the Project for which the Construction Manager is
✓
liable.
9. Losses and expenses sustained by the Construction Manager for matters which are the subject of the
insurance coverages obtained pursuant to GC 8.1 – INSURANCE when such losses and expenses are
✓
not recoverable because the amounts are in excess of collectible amounts, within the deductible amounts
or are not insurable.
10. The costs incurred due to emergencies affecting the safety of persons or property.
11. Legal costs incurred by the Construction Manager in relation to the performance of the Services
provided that they are not caused by negligent acts or omissions of the Construction Manager and the
Y/
Services are performed in accordance with this Contract.
12. Such other costs directly incurred by the Construction Manager in the performance of this Contract as
✓
follows:
CCDC 5A — 2010 13
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE BI — ADDITIONAL SERVICES AND COMPENSATION
The Construction Manager will provide the following additional services and Temporary Work that are within the scope of the
Services:
0
0
0
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P
0
M
O F=•i
"O N
14 CCDC 5A — 2010
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version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE B2 — REIMBURSABLE EXPENSES APPLICABLE TO SCHEDULE BI
Unless otherwise agreed to by the parties or as indicated in the following table, all expense items relating to additional services
are included in the Construction Manager's fee as described in paragraph 5.2 of Article of the Agreement A -5 —
COMPENSATION FOR SERVICES.
CCDC 5A — 2010 15
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version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 285 of 310
i.
M
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k
ice,
1. Travel and subsistence expenses of the Construction Manager's personnel outside a radius of 501cm from
p
the Place of the Project.
2. Charges for long distance telephone and facsimile communications, courier services, reproduction of trade
❑
contract documents incurred in relation to the performance of this Contract.
3. Deposits lost provided that they are not caused by negligent acts or omissions of the Construction
Manager and the Services are performed in accordance with this Contract.
4. The costs to the Construction Manager that result from any Trade Contractor's insolvency or failure to
perform.
5. The cost of all products purchased by the Construction Manager for the Project, including cost of
✓
transportation thereof.
6. The cost of all equipment and services required for the Construction Manager's field office.
7. The amounts of all contracts between the Construction Manager and subcontractors and suppliers.
Vf
8. The cost of quality assurance such as independent inspection and testing services.
9. Any adjustment in premiums for insurance which the Construction Manager is required, by this Contract,
I/
[I
to purchase and maintain.
10. If applicable, the cost of time -based rate for labour in the direct employ of the Construction Manager in
✓
performing the additional services described in Schedule B1.
11. Charges levied by authorities having jurisdiction at the Place of the Project.
12. Royalties, patent licence fees and damages for infringement of patents and cost of defending suits
therefore.
13. Any adjustment in taxes and duties directly related to the Project for which the Construction Manager is
✓
liable.
14. Losses and expenses sustained by the Construction Manager for matters which are the subject of the
insurance coverages obtained pursuant to GC 8.1 — INSURANCE when such losses and expenses are not
recoverable because the amounts are in excess of collectible amounts, are within the deductible amounts or
✓
are not insurable.
15. The costs incurred due to emergencies affecting the safety of persons or property.
16. Legal costs, incurred by the Construction Manager in relation to the performance of the Project provided
that they are not caused by negligent acts or omissions of the Construction Manager and the Services are
performed in accordance with this Contract.
17. Such other costs directly incurred by the Construction Manager in performing the additional services as
follows:
CCDC 5A — 2010 15
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
SCHEDULE C — TIME -BASED RATES FOR PERSONNEL EMPLOYED BY THE CONSTRUCTION MANAGER
Personnel employed by the Construction Manager in the performance of the Services Unit Rate
16 CCDC 5A — 2010
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
DEFINITIONS
The following Definitions apply to the Contract Documents. References in the definition to the singular shall be considered to
include the plural as the context requires.
Class A Construction Cost Estimate
The Class A Construction Cost Estimate is an estimate of the Construction Cost based on the completed Construction
Documents. Class A Construction Cost Estimate is the final estimate before the bid or proposal call. Class A Construction
Cost Estimate shall be presented in elemental format and include labour and material costs, allowance for all costs resulting
from the Project schedule, all actual associated costs, including cash allowances, contingencies, allowances for design,
escalation, market conditions and anticipated amendment amounts as applicable.
Class B Construction Cost Estimate
The Class B Construction Cost Estimate is an estimate of the Construction Cost with a level of precision that is based on the
degree of completion of the Construction Documents at the time of preparation of the estimate. The Class B Construction Cost
Estimate is typically prepared when all site or installation investigations are completed and the design of the major systems and
sub - systems of the Project (including outline specifications and preliminary drawings and models) are well underway. Class
B Construction Cost Estimate shall be presented in elemental format and include labour and material costs, allowance for all
costs resulting from the Project schedule, all actual associated costs, including cash allowances, contingencies, allowances for
design, escalation, market conditions and anticipated amendment amounts as applicable.
Class C Construction Cost Estimate
The Class C Construction Cost Estimate is an estimate of the Construction Cost based on updated Owner requirements,
general description of the Project, preliminary site information and existing conditions, and takes into consideration market
conditions as well as basic implementation logistics. Class C Construction Cost Estimate shall include labour and material
costs and the Owner's construction contingencies and allowances.
Class D Construction Cost Estimate
The Class D Construction Cost Estimate is an estimate of the Construction Cost based on the Owner's functional requirements
to the degree known at the time. The Class D Construction Cost Estimate shall as a minimum be based on historical cost data
for similar projects, suitably adjusted for such factors as inflation, location, risk, quality, size, and time. All related factors
affecting cost are considered to the extent possible. The Class D Construction Cost Estimate provides the Owner an indication
of the order of magnitude of the Construction Cost for a project completed within the estimated completion date, and shall
include labour and material costs and the Owner's construction contingencies and allowances.
Construction Cost
Construction Cost means the actual cost of all elements of the Project including all applicable taxes but excluding the
applicable value added taxes, whether recoverable or not. Construction Cost does not include the compensation of the
Construction Manager and the Consultant.
Construction Cost Estimate
Construction Cost Estimate is either a Class A Construction Cost Estimate, a Class B Construction Cost Estimate, a Class C
Construction Cost Estimate, or a Class D Construction Cost Estimate, as the context shall require and is prepared with a level
of precision commensurate with the level of detail of information available at the time.
Construction Documents
The Construction Documents consist of the specifications and drawings that are consistent with the Contract Documents and
are prepared by the Consultant and accepted by the Owner after execution of the Agreement for the performance of the
Project.
Construction Manager
The Construction Manager is the person or entity identified as such in the Agreement.
Consultant
The Consultant is the person or entity engaged by the Owner and identified as such in the Agreement. The Consultant is the
Architect, the Engineer or entity licensed to practise in the province or territory of the Place of the Project.
Contract
The Contract is the undertaking by the parties to perform their respective duties, responsibilities and obligations as prescribed
in the Contract Documents and represents the entire agreement between the parties.
Contract Documents
The Contract Documents consist of those documents listed in Article A -4 of the Agreement — CONTRACT DOCUMENTS
and amendments agreed upon between the parties.
CCDC 5A — 2010 17
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
Contract Time
The Contract Time is the time stipulated in paragraph 1.3 of Article A -1 of the Agreement — THE SERVICES.
Notice in Writing
A Notice in Writing, where identified in this Contract, is a written communication between the parties that is transmitted in
accordance with the provisions of Article A -7 of the Agreement — RECEIPT OF AND ADDRESSES FOR NOTICES IN
WRITING.
Owner
The Owner is the person or entity identified as such in the Agreement.
Payment Certifier
The Payment Certifier is either the Construction Manager or the Consultant identified as such in a trade contract.
Place of the Project
The Place of the Project is the designated site or location of the Project identified in this Agreement.
Project
The Project means the total construction as described in Article A -3 of the Agreement — DESCRIPTION OF THE PROJECT
contemplated by the Owner.
Project In -Use Date
Project In -Use Date shall have been reached when the Project is ready for use or is being used for the purpose intended and is
so confirmed in writing by the Construction Manager in consultation with the Consultant and the Owner.
Services
The Services means all services described in Schedule Al to the Agreement — SERVICES AND COMPENSATION and
Schedule B 1 to the Agreement — ADDITIONAL SERVICES AND COMPENSATION to be performed by the Construction
Manager under this Contract.
Substantial Performance of the Work
Substantial Performance of the Work is defined in the lien legislation applicable to the Place of the Project with respect to each
Trade Contractor. If such legislation is not in force or does not contain such definition, or if the Work is governed by the Civil
Code of Quebec, Substantial Performance of the Work shall have been reached when the Work of each Trade Contractor is
ready for use or is being used for the purpose intended and is so certified by the Payment Certifier.
Supplier
A Supplier is a person or entity having a direct contract with the Owner to supply products.
Temporary Work
Temporary Work means temporary supports, structures, facilities, services, and other temporary items required for the
execution of Work but not incorporated into Work.
Trade Contractor
Trade Contractor is the person or entity identified as such in a trade contract between the Owner and the Trade Contractor to
perform Work.
Value Added Taxes
Value Added Taxes means such sums as shall be levied upon the Owner's payment to the Construction Manager by the
Federal or any Provincial or Territorial government and is computed as a percentage of such payment and includes the Goods
and Services Tax, the Quebec Sales Tax, The Harmonized Sales Tax, and any other similar tax, the collection and payment of
which have been imposed on the Construction Manager by tax legislation.
Work
Work means the construction and related services required to be performed by a Trade Contractor.
Working Day
Working Day means a day other than a Saturday, Sunday, statutory holiday, or statutory vacation day that is observed by the
construction industry in the area of the Place of the Project.
18 CCDC 5A — 2010
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
GENERAL CONDITIONS
PART 1 GENERAL PROVISIONS
GC 1.1 CONTRACT DOCUMENTS
1.1.1 If there is a conflict within the Contract Documents:
.1 the order of priority of documents, from highest to lowest, shall be
• the Agreement between the Owner and the Construction Manager (including the Schedules to the Agreement),
• the Definitions,
• Supplementary Conditions, if any
• the General Conditions.
.2 later dated documents shall govern over earlier documents of the same type.
.3 amendments to documents shall govern over documents so amended.
GC 1.2 LAW OF THE CONTRACT
1.2.1 The law of the Place of the Project shall govern the interpretation of this Contract.
GC 1.3 RIGHTS AND REMEDIES
1.3.1 Except as expressly provided in the Contract Documents, the duties and obligations imposed by the Contract Documents
and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties, obligations,
rights, and remedies otherwise imposed or available by law.
1.3.2 No action or failure to act by the Owner or the Construction Manager shall constitute a waiver of any right or duty
afforded either of them under this Contract, nor shall any such action or failure to act constitute an approval of or
acquiescence in any breach thereunder, except as may be specifically agreed in writing.
GC 1.4 ASSIGNMENT
1.4.1 Neither party to this Contract shall assign this Contract or a portion thereof without the written consent of the other,
which consent shall not be unreasonably withheld.
GC 1.5 PROJECT REPRESENTATIVES
1.5.1 The Owner, Construction Manager and Consultant may appoint one or more project representatives to assist in carrying
out their responsibilities under this Contract. The duties, responsibilities and limitations of authority of such project
representatives shall be as set forth in writing.
PART 2 CONSTRUCTION MANAGER'S RESPONSIBILITIES
GC 2.1 SERVICES
2.1.1 The Construction Manager shall provide the basic services identified in Schedule Al to the Agreement and additional
services identified in Schedule B 1 to the Agreement.
2.1.2 The Construction Manager shall retain the personnel named in the Agreement in their designated roles for the duration
of the assignment and promptly inform and obtain approval by the Owner of any change.
2.1.3 In providing the Services, the Construction Manager assumes no responsibility for, nor offers any professional advice
with respect to, any and all architectural or engineering aspects of the Project or the Consultant's services.
2.1.4 The authority of the Construction Manager as agent of the Owner is expressly limited to the provision of the Services
more particularly described in Schedules Al and B 1 to the Agreement.
2.1.5 Interpretations and findings of the Construction Manager shall be consistent with the intent of the Contract Documents
as they relate to the Work. In making such interpretations and findings the Construction Manager will not show
partiality to either the Owner or Trade Contractors.
PART 3 OWNER'S RESPONSIBILITIES
GC 3.1 PROVISION OF INFORMATION AND OBLIGATIONS
3. 1.1 The Owner shall:
.1 retain the Consultant who shall be responsible for the design and design - related services required for the Project;
.2 inform the Construction Manager of the scope and terms of the Consultant's services;
CCDC 5A — 2010 19
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15.h) A By -Law to Authorize the Execution of an Agreement Be...
.3 inform the Consultant of the scope and terms of the Services;
.4 coordinate and facilitate the services of the Construction Manager and the Consultant;
.5 enter into contracts or written agreements with Trade Contractors to perform the Work. Such agreements shall be
consistent with the requirements of CCDC 17 — STIPULATED PRICE CONTRACT BETWEEN OWNER AND
TRADE CONTRACTOR FOR CONSTRUCTION MANAGEMENT PROJECTS;
.6 inform the Construction Manager of the scope and terms of each trade contract;
.7 upon request by the Construction Manager, furnish to the Construction Manager reasonable evidence that financial
arrangements have been made and that adequate financing is available in order to ensure the completion of the
Project;
.8 communicate with Trade Contractors through the Construction Manager except:
(1) for direct communications with the Payment Certifier,
(2) with respect to formal notices in writing, or
(3) when expressly specified in a trade contract.
.9 pay Trade Contractors in accordance with the terms and conditions of each trade contract;
.10 furnish promptly to the Construction Manager all information that is required for the Project regarding the Place of
the Project including surveys as to the physical characteristics of the site, soils reports, subsurface investigations,
legal limitations, utility locations, and legal description. The Construction Manager shall be entitled to rely on such
information;
.11 provide full and timely information and approvals regarding the requirements of the Project for the orderly progress
of the Services;
.12 review documents submitted by the Construction Manager and give the Construction Manager timely decisions for
the orderly progress of the Services-,
.13 obtain and pay for development approvals, building permit, permanent easements, rights of servitude, and all other
necessary approvals and permits;
.14 provide, maintain and pay for the insurance coverages required for the Project in accordance with Part 8 of the
General Conditions — INSURANCE;
.15 immediately notify the Construction Manager if the Owner observes or otherwise becomes aware of any fault or
defect in the Work, the Project or any non - conformity with the requirements of the Contract;
.16 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; and
.17 designate in writing a Payment Certifier and advise the Construction Manager and the Consultant.
3.1.2 The Owner shall be responsible for construction health and safety at the Place of the Project in compliance with the
rules, regulations and practices required by the applicable health and construction safety legislation.
PART 4 PAYMENT
GC 4.1 APPLICATIONS FOR PAYMENT
4.1.1 The Construction Manager's applications for payment shall be made monthly as the Services progress or in accordance
with such other period agreed to by the Owner and the Construction Manager.
4.1.2 The amount claimed shall be in accordance with a schedule agreed to by the Owner and the Construction Manager, or in
the absence of such a schedule, equal to the value of the Services provided as of the last day of the payment period.
GC 4.2 PAYMENT
4.2.1 The Owner shall make payment to the Construction Manager on account in accordance with the provisions of Article A-
6 of the Agreement — PAYMENT no later than 20 calendar days following the date of receipt of an application for
payment.
4.2.2 No deductions shall be made by the Owner from amounts payable to the Construction Manager other than those for
which the Construction Manager is proven to be responsible as in accordance with Part 7 — DISPUTE RESOLUTION
or has agreed to pay.
4.2.3 Variance from the Construction Cost Estimate established under this Contract shall not constitute grounds for the
Owner to withhold fees due to the Construction Manager.
4.2.4 Where required by provincial or territorial legislation, payments shall be subject to the lien legislation applicable to the
Place of the Project.
20 CCDC 5A — 2010
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 290 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
PART 5 CHANGES
GC 5.1 CHANGES TO THE PROJECT
5.1.1 The Owner, without invalidating this Contract, may make changes in the Project provided they are within the general
scope of the Project and of the Services.
5.1.2 The Construction Manager shall promptly advise the Owner if a change contemplated by the Owner under paragraph
5.1.1 will change the Construction Manager's compensation or the Project-In-Use Date.
5.1.3 If the Owner and the Construction Manager agree on an adjustment to the Construction Manager's compensation or
Contract Time, such agreement shall be recorded in writing.
5.1.4 If the Owner and Construction Manager cannot agree on the change in Construction Manager's compensation, the
matter shall be determined in accordance with the provisions of Part 7 of the General Conditions — DISPUTE
RESOLUTION.
5.1.5 If the Contract Time is exceeded or extended through no fault of the Construction Manager, the Construction
Manager's compensation shall be adjusted accordingly to cover the Construction Manager's additional costs.
GC 5.2 CHANGES IN SERVICES
5.2.1 Any agreement between the Owner and the Construction Manager on a change to the Services shall be recorded in
writing.
PART 6 DEFAULT NOTICE
GC 6.1 OWNERS' RIGHT TO TERMINATE THE CONTRACT
6.1.1 If a party is adjudged bankrupt, or makes a general assignment for the benefit of creditors because of its insolvency, or a
receiver is appointed because of its insolvency, the other party may, without prejudice to any other right or remedy it
may have, terminate this Contract by giving the party or receiver or trustee in bankruptcy Notice in Writing to that
effect.
6.1.2 If the Construction Manager neglects to properly perform the Service or otherwise fails to comply with the requirements
of this Contract to a substantial degree, the Owner may, without prejudice to any other right or remedy the Owner may
have, give the Construction Manager Notice in Writing that the Construction Manager is in default of the Construction
Manager's contractual obligations and instruct the Construction Manager to correct the default in the 5 Working Days
immediately following the receipt of such Notice in Writing.
6.1.3 If the default cannot be corrected in the 5 Working Days specified or in such other time period as may be subsequently
agreed in writing by the parties, the Construction Manager shall be in compliance with the Owner's instructions if the
Construction Manager:
.1 commences the correction of the default within the specified time, and
.2 provides an acceptable schedule to the Owner for such correction, and
.3 corrects the default in accordance with the Contract terms and with such schedule.
6.1.4 If the Construction Manager fails to correct the default in the time specified or in such other time period as may be
subsequently agreed in writing by the parties, without prejudice to any other right or remedy the Owner may have, the
Owner may:
.1 correct such default and deduct the cost thereof from any payment then or thereafter due to the Construction
Manager, or
.2 terminate the Construction Manager's right to continue with the Services in whole or in part or terminate this
Contract.
6.1.5 If the Owner terminates this Contract as provided in paragraphs 6.1.1 and 6.1.4, the Owner shall pay the Construction
Manager within 30 calendar days of the date that an invoice is submitted for all Services properly performed to the
effective termination date, including reimbursable expenses and applicable taxes then due.
6.1.6 The Owner may, if conditions arise which make it necessary for reasons other than as provided in paragraphs 6.1.1 and
6.1.4, terminate this Contract by giving Notice in Writing to that effect to the Construction Manager.
6.1.7 Suspension of the Project shall be deemed to have occurred if:
.1 the Project has been stopped at the Owner's request or due to no fault of the Construction Manager, and
.2 such stoppage or stoppages have continued individually for a period of 30 calendar days or collectively for a period
of 60 calendar days.
CCDC 5A — 2010 21
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 291 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
6.1.8 If the Owner terminates this Contract as provided in paragraph 6.1.6 or suspends the Project as described in paragraph
6.1.7:
.1 the Owner shall pay the Construction Manager within 30 calendar days of the date that an invoice is submitted for
all Services performed to the effective termination date, including reimbursable expenses and applicable taxes then
due; and
.2 the Construction Manager shall be entitled to reasonable termination costs and an amount for anticipated loss of
profit.
GC 6.2 CONSTRUCTION MANAGER'S RIGHT TO TERMINATE THE CONTRACT
6.2.1 If the Owner fails to comply with the requirements of this Contract to a substantial degree, including but not limited to
the non - payment of compensation for Services described in Article A -5 — COMPENSATION FOR SERVICES, the
Construction Manager may, without prejudice to any other right or remedy the Construction Manager may have, give
the Owner Notice in Writing that the Owner is in default of the Owner's contractual obligations and notify the Owner to
correct the default in the 5 Working Days immediately following the receipt of such Notice in Writing.
6.2.2 If the Owner fails to correct the default in the time specified or in such other time period as may be subsequently agreed
in writing by the parties, without prejudice to any other right or remedy the Construction Manager may have, the
Construction Manager may terminate this Contract.
6.2.3 If the Construction Manager terminates this Contract as described in paragraph 6.2.2:
1 the Owner shall pay the Construction Manager within 30 calendar days of the date that an invoice is submitted for
all Services performed to the effective termination date, including reimbursable expenses and applicable taxes then
due; and
.2 the Construction Manager shall be entitled to reasonable termination costs and an amount for anticipated loss of
profit.
PART 7 DISPUTE RESOLUTION
GC 7.1 NEGOTIATION, MEDIATION AND ARBITRATION
7.1.1 Differences between the parties to this Contract as to the interpretation, application or administration of this Contract or
any failure to agree where agreement between the parties is called for, herein collectively called disputes, shall be settled
in accordance with the requirements of this General Condition.
7.1.2 The parties shall make all reasonable efforts to resolve their dispute by amicable negotiations and agree to provide,
without prejudice, frank, candid and timely disclosure of relevant facts, information and documents to facilitate these
negotiations.
7.1.3 If the parties so agree the dispute shall be submitted to mediation or arbitration in accordance with the provisions of the
Rules for Mediation and Arbitration of Construction Disputes as provided in CCDC 40 in effect as at the date of this
Contract.
7.1.4 If no agreement is made for mediation or arbitration as described in paragraph 7.1.3, the parties may refer the unresolved
dispute to the courts or to any other agreed form of dispute resolution.
PART 8 INSURANCE
GC 8.1 INSURANCE
8.1.1 The Owner shall obtain, maintain and pay for `wrap -up' general liability insurance in the joint names of the Owner, the
Construction Manager, the Consultant, all Trade Contractors, all subconsultants, and all trade subcontractors with
limits of not less than $10,000,000 per occurrence and a deductible not more than $10,000. The insurance coverage
shall be primary to all other insurance policies and shall not be substantially less than the insurance provided by IBC
Form 2100 (including an extension for a standard provincial and territorial form of non -owned automobile liability
policy) and IBC Form 2320, except for liability arising from damage to the Project during construction, which shall be
limited to the completed operations period. The insurance shall be maintained from the date of commencement of the
Project until 90 calendar days after the Project In -Use Date. The Owner is responsible to provide coverage for
completed operations hazards from the Project In -Use Date for a period of 2 years.
22 CCDC 5A — 2010
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 292 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
8.1.2 The Owner shall obtain, maintain and pay for `broad form' property insurance in the joint names of the Owner, the
Construction Manager, the Consultant, and all Trade Contractors. The policy shall have limits of not less than the sum
of 1.1 times the Construction Cost Estimate with a deductible not more than $10,000. The "Broad Form" property
insurance shall be provided from the date of commencement of the Project until the earliest of-
. I 10 calendar days after the Project In -Use Date;
.2 on the commencement of use or occupancy of any part or section of the Work of any Trade Contractors unless such
use or occupancy is for construction purposes, habitational, office, banking, convenience store under 465 square
metres in area, or parking purposes, or for the installation, testing and commissioning of equipment forming part of
the Project;
.3 when the Place of the Project is left unattended for more than 30 consecutive calendar days or when construction
activity has ceased for more than 30 consecutive calendar days.
8.1.3 The Owner shall or cause to obtain, maintain and pay for an Aircraft or Watercraft Liability Insurance when owned or
non -owned aircraft or watercraft are used directly or indirectly in the performance of the Project. The policy shall have
limits of not less than $10,000,000 inclusive per occurrence for bodily injury, death, and damage to property including
loss of use thereof and limits of not less than $5,000,000 for aircraft passenger hazard.
8.1.4 The Construction Manager shall provide, maintain and pay for general liability insurance that has limits of not less than
$5,000,000 per occurrence and a deductible not more than $5,000. The policy shall be maintained from the date of
commencement of the Project until the Construction Manager completes the Services. Liability coverage shall be
provided for completed operations hazards on an ongoing basis for a period of 6 years following the Project In -Use
Date.
8.1.5 The Construction Manager shall provide, maintain and pay for Automobile Liability Insurance in respect of vehicles
that are required by law to be insured under a contract by a Motor Vehicle Liability Policy. The policy shall have limits
not less than $5,000,000 inclusive per occurrence for bodily injury, death, and damage to property, covering all vehicles
owned or leased by the Construction Manager. Where the policy has been issued pursuant to a government- operated
automobile insurance system, the Construction Manager shall provide the Owner with confirmation of automobile
insurance coverage for all automobiles registered in the name of the Construction Manager.
8.1.6 Prior to commencement of the Project and upon the placement, renewal, amendment, or extension of all or any part of
the insurance, the parties shall promptly provide each other with confirmation of coverage that they are responsible for
and, if required, a certified true copy of the policies certified by an authorized representative of the insurer together with
copies of any amending endorsements applicable to the Project.
8.1.7 The parties shall pay their share of the deductible amounts in direct proportion to their responsibility in regards to any
loss for which the above policies are required to pay, except where such amounts may be excluded by the terms of this
Contract.
8.1.8 All required insurance policies shall be with insurers licensed to underwrite insurance in the jurisdiction of the Place of
the Project.
PART 9 INDEMNIFICATION AND WAIVER OF CLAIMS
GC 9.1 INDEMNIFICATION
9.1.1 The Owner and the Construction Manager shall each indemnify and hold harmless the other from and against all claims,
demands, losses, costs, damages, actions, suits, or proceedings whether in respect to losses suffered by them or in
respect to claims by third parties that arise out of, or are attributable in any respect to, their involvement as parties to this
Contract, provided such claims are:
.1 caused by:
(1) the negligent acts or omissions of the party from whom indemnification is sought or anyone for whose acts or
omissions that party is liable, or
(2) a failure of the party to the Contract from whom indemnification is sought to fulfill its terms or conditions; and
.2 made by Notice in Writing within a period of 6 years from the date of Project In -Use Date or within such shorter
period as may be prescribed by any limitation statute of the province or territory of the Place of the Project.
The parties expressly waive the right to indemnity for claims other than those provided for in this Contract.
9.1.2 The obligation of either party to indemnify as set forth in paragraph 9. 1.1 shall be limited as follows:
.1 In respect to losses suffered by the Owner and the Construction Manager for which insurance is to be provided by
either party pursuant to GC 8.1 — INSURANCE, the insurance limit for the loss so covered as prescribed in GC 8.1
— INSURANCE.
CCDC 5A — 2010 23
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 293 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
.2 In respect to losses suffered by the Owner and the Construction Manager for which insurance is not required to be
provided by either party in accordance with GC 8.1 — INSURANCE, the Construction Manager's compensation as
recorded in Article A -5 of the Agreement — COMPENSATION FOR SERVICES.
.3 In respect to claims by third parties for direct loss resulting from bodily injury, sickness, disease or death, or to
injury to or destruction of tangible property, the obligation to indemnify is without limit. In respect to all other
claims for indemnity as a result of claims advanced by third parties, the limits of indemnity set forth in paragraphs
9.1.2.1 and 9.1.2.2 shall apply.
9.1.3 The obligation of either party to indemnify the other as set forth in paragraphs 9.1.1 and 9.1.2 shall be inclusive of
interest and all legal costs.
9.1.4 In respect to any claim for indemnity or to be held harmless by the Owner or the Construction Manager:
1 Notice in Writing of such claim shall be given within a reasonable time after the facts upon which such claim is
based became known to the party required to give such Notice in Writing;
.2 should either party be required as a result of its obligation to indemnify the other pay or satisfy a final order,
judgment or award made against the party entitled by this Contract to be indemnified, then the indemnifying party,
upon assuming all liability for any costs that might result, shall have the right to appeal in the name of the parry
against whom such final order or judgment has been made until such rights of appeal have been exhausted.
GC 9.2 WAIVER OF CLAIMS
9.2.1 As of the date of one year from the Project In -Use Date, the Construction Manager waives and releases the Owner from
all claims which the Construction Manager has or reasonably ought to have knowledge of that could be advanced by the
Construction Manager against the Owner arising from the Construction Manager's involvement in the Project,
including, without limitation, those arising from negligence or breach of contract in respect to which the cause of action
is based upon acts or omissions which occurred prior to or on the Project In -Use Date, except as follows:
1 claims arising prior to or on the Project In -Use Date for which Notice in Writing of claim has been received by the
Owner from the Construction Manager no later than 20 days after the Project In -Use Date;
.2 indemnification for claims advanced against the Construction Manager by third parties for which a right of
indemnification may be asserted by the Construction Manager against the Owner pursuant to the provisions of this
Contract;
.3 claims resulting from acts or omissions which occur after the Project In -Use Date.
9.2.2 The Construction Manager waives and releases the Owner from all claims referenced in paragraph 9.2.1.3 except for
those referred in paragraph 9.2.1.2 and claims for which Notice in Writing of claim has been received by the Owner
from the Construction Manager within 395 calendar days following the Project In -Use Date.
9.2.3 As of the date of one year from the Project In -Use Date, the Owner waives and releases the Construction Manager from
all claims which the Owner has or reasonably ought to have knowledge of that could be advanced by the Owner against
the Construction Manager arising from the Owner's involvement in the Project, including, without limitation, those
arising from negligence or breach of contract in respect to which the cause of action is based upon acts or omissions
which occurred prior to or on the Project In -Use Date, except as follows:
1 claims arising prior to or on the Project In -Use Date for which Notice in Writing of claim has been received by the
Construction Manager from the Owner no later than 20 days from the Project In -Use Date-,
.2 indemnification for claims advanced against the Owner by third parties for which a right of indemnification may be
asserted by the Owner against the Construction Manager pursuant to the provisions of this Contract;
.3 damages arising from the Construction Manager's actions which result in substantial defects or deficiencies in the
Project. "Substantial defects or deficiencies" mean those defects or deficiencies in the Project which affect the
Project to such an extent or in such a manner that a significant part or the whole of the Project is unfit for the
purpose intended by this Contract;
.4 claims arising from acts or omissions which occur after the Project In -Use Date.
9.2.4 The Owner waives and releases the Construction Manager from all claims referred to in paragraph 9.2.3.3 except for
those referred in paragraph 9.2.3.2 and claims for which Notice in Writing of claim has been received by the
Construction Manager from the Owner within a period of six years from Project In -Use Date should any limitation
statute of the Province or Territory of the Place of the Project permit such agreement. If the applicable limitation statute
does not permit such agreement, within such shorter period as may be prescribed by:
.1 any limitation statute of the Province or Territory of the Place of the Project; or
.2 the Civil Code of Quebec if the Place of the Project is the Province of Quebec.
24 CCDC 5A — 2010
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sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 294 of 310
15.h) A By -Law to Authorize the Execution of an Agreement Be...
9.2.5 The Owner waives and releases the Construction Manager from all claims referenced in paragraph 9.2.3.4 except for
those arising from claims for which Notice in Writing has been received by the Construction Manager from the Owner
within 395 calendar days following the Project In -Use Date.
9.2.6 Notice in Writing of claim as provided for in GC 9.2 — WAIVER OF CLAIMS to preserve a claim or right of action
which would otherwise, by the provisions of GC 9.2 — WAIVER OF CLAIMS, be deemed to be waived, must include
the following:
.1 a clear and unequivocal statement of the intention to claim;
.2 a statement as to the nature of the claim and the grounds upon which the claim is based; and
.3 a statement of the estimated quantum of the claim.
9.2.7 The party giving Notice in Writing of claim as provided for in GC 9.2 — WAIVER OF CLAIMS shall submit within a
reasonable time a detailed account of the amount claimed.
9.2.8 Where the event or series of events giving rise to a claim made under paragraphs 9.2.1 or 9.2.3 has a continuing effect,
the detailed account submitted under paragraph 9.2.7 shall be considered to be an interim account and the parry making
the claim shall submit further interim accounts, at reasonable intervals, giving the accumulated amount of the claim and
any further grounds upon which it is based. The party making the claim shall submit a final account after the end of the
effects resulting from the event or series of events that gave rise to the claim.
9.2.9 If a Notice in Writing of claim pursuant to paragraph 9.2.1.1 is received on the 18th or 19th calendar day after the
Project In -Use Date, the period within which Notice in Writing of claim shall be received pursuant to paragraph 9.2.3.1
shall be extended to 24 calendar days after the Project In -Use Date.
9.2.10If a Notice in Writing of claim pursuant to paragraph 9.2.3.1 is received on the 18th or 19th calendar day after the
Project In -Use Date, the period within which Notice in Writing of claim shall be received pursuant to paragraph 9.2.1.1
shall be extended to 24 calendar days after the Project In -Use Date.
CCDC 5A — 2010 25
Note: This contract is protected by copyright. Use of a CCDC 5A document not containing a CCDC 5A copyright seal constitutes an infringement of copyright. Only
sign this contract if the document cover page bears a CCDC 5A copyright seal to demonstrate that it is intended by the parties to be an accurate and unamended
version of CCDC 5A — 2010 except to the extent that any alterations, additions or modifications are set forth in supplementary conditions.
Page 295 of 310
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15.h) A By -Law to Authorize the Execution of a_ eeme
STEENHOP
ESTIMATE SUMMARYSHEET
DATE:
January 21, 2014
Customer :
Township of Oro Medonte
Project Number :
S -13025
Estimator:
Joseph G. Emmons, PQS
Estimate Review:
Project Description:
Complete Renovation - Oro Medonte Community Center
GFA (m2)
3578
Schedule 'B' Estimate
GFA (sr)
38490
No.
SPEC. SECTION
Price Carried
Co
Division #1
General Re uirementy
01 11
Professional Consultants
$ 113,400.00
0121
Allowances -HVAC Convert, Low 'E'
$ 75,000.00
01 31
Supervision and Coordination
$ 135,000.00
01 32
Construction Progress Documentation
$
0141
Regulatory Requirements
$ 2,500.00
01 54
Construction Aids
$ 4,000.00
01 56
Temporary Barriers and Enclosures
$ 8,000.00
01 58
Project Identification
$ 800.00
0174
Cleaning and Waste Management
$ 11,920.00
$ 350,620.00
Division #2
Existinz Conditions
0241
Demolition
$ 94,704.00
0282
Asbestos Remediation
$ -
$ 94,704.00
Division #3
Concrete
03 11
Concrete Forming
$ 49,156.00
03 15
Concrete Accessories
$ 400.00
0321
Reinforcing Steel
$ 23,482.16
0330
Cast-In-Place Concrete
$ 74,666.00
0331
Structural Concrete
$ 138,005.00
0335
Concrete Finishing
$ 7,200.00
$ 292,909.16
Division #4
Masonr
0422
Concrete Unit Masonry
$ 121,170.00
$ 121,170.00
Division #5
Metals
0521
Steel Joist Framing
$ 64,800.00
0531
Steel Decking
$ 19,700.00
0541
Structural Metal Stud Framing
$ 2,000.00
0552
Metal Railing
$ 14,900.00
0553
Metal Grating
$ 4,800.00
0556
Formed Metal Fabrications
$ 9,000.00
$ 115,200.00
Division #6
Wood & Plastic
0611
Wood Framing
$ 10,000.00
$ 10,000.00
Division #7
Thermal & Moisture Protection
0721
Thermal insulation
$ 34,948.00
0742
Wall Panels
$ 46,688.00
0751
Flat Roof Systems
$ 83,170.00
0792
Joint Sealants
$ 1,500.00
0795
Expansion Control
$ 7,500.00
$ 173,806.00
Division #8
Doors & Windows
08 11
Metal Doors and Frames
$ 17,680.00
0832
Sliding Glass Doors
$ 44,000.00
0836
Panel Doors
$ 15,500.00
0851
Exterior Windows
$ -
08 71
Door Hardware
$ 10,400.00
0881
Glass and Glazing
$ 56,160.00
$ 143,740.00
Division #9
Finishes
0922
Support for Gypsum Board
$ 1,400.00
0929
Gypsum Board
$ 896.00
0951
Acoustical Ceiling
$ 16,626.50
0962
Specialty Flooring
$ 136,500.00
0964
Wood Flooring
$ -
0968
Carpeting
$ 1,520.00
0991
Painting
$ 70,295.50
$ 227,238.00
Division #10
Specialties
1011
Visual Display Surfaces
$ 2,040.00
1014
Signage
$ 750.00
1021
Compartments and Cubicles
$ 8,800.00
1028
Toilet and Bath Accessories
$ 4,250.00
$ 15,840.00
Division #11
Equipment
Division #12
Furnishin s
1232
Manufactured Wood Casework
$ 25,725.00
1236
Countertops
$ 11400.00
1263
Stadium & Arena Seating
$ 7,500.00
$ 34,625.00
Division #13
Special Construction
13 18
Ice Rinks - Incl. under slab Pipe, Plant and Boards
$ 813,000.00
$ 909,280.00
Division #1
Con veyin&Systems
Division #21
Fire Suppression
$
rage 3u3 of 3i u
15.h) A By -Law to Authorize the Execution of a_ eeme
STEENHOP
ESTIMATE SUMMARYSHEET
DATE:
January 21, 2014
Customer :
Township of Oro Medonte
Project Number :
S -13025
Estimator:
Joseph G. Emmons, PQS
Estimate Review:
Project Description:
Complete Renovation - Oro Medonte Community Center
GFA (m2)
3578
Schedule '13' Estimate
GFA (sr)
38490
No.
SPEC. SECTION
Price Carried
COMMENTS
Division #22
Plumbiner
22 13
Facility Sanitary Sewerage
$ 2,450.00
2242
Commercial Plumbing Fixtures
$ 65,124.00
$ 67,574.00
Division #23
Hearin,-, Ventilatiner and AC
2338
Ventilation Hoods
$ 10,000.00
2352
Heating Boilers
$ 41,840.00
2354
Furnaces
$ 55,000.00
$ 106,840.00
Division #26
Electrical
2605
Common Work Electrical
$ 129,513.00
2652
Emergency Lighting
$ 3,500.00
$ 133,013.00
Division #27
Communications
27 51
Communications
$ 5,000.00
$ 5,000.00
Division #28
Electrical Salety and Security
Division #31
Earthworks
3123
Excavation and Fill
$ 45,000.00
$ 45,000.00
Division #32
Exterior Improvements
32 11
Base Courses
$ 1,300.00
3212
Flexible Paving
$ 3,250.00
32 17
Paving Specialties
$ 1,000.00
3284
Planting irrigation
$ 3,500.00
3291
Planting Preparation
$ -
32 92
Turf and Grasses
$ 2,500.00
3293
Plants
$ -
$ 11,550.00
Division #33
Utiddes
33 16
Water Storage Tanks
$ 120,000.00
3321
Water Supply Wells
$ 20,000.00
3331
Sanitary Sewage Piping
$ 45,000.00
$ 185,000.00
SUB -TOTAL PROJECT COSTSI $ 3,043,109.16
GENERAL CONTINGENCY - 5% $ 152,155
OVERHEAD -5% $ -
Construction Management Fee- Maximum Upset $ 300,000.00
SUB -TOTAL PROJECT COSTS $ 3,495,264.62
HST $454,384.40
TOTAL PROJECT COSTS $ 3,949,649.02
Page 304 of 310
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Oro- Medonte Preliminary Construction and Design Schedule
ID
ATask
Mode
Task Name
Duration
Start
Finish Predecessors
Resource Names
December Manua (February MdYCh IApril (May June lul AVgust (September OROber (November (December
1 121128212222151121191262229216223323931632333046413420427545115185256168615622629I6I13I20I2I8381081I828319 I91492192810501010211211911121312I 2122
0
a
01- Updated Proposed
210 days?
Mon 12/9/13
Fri 9/26/14
!
Schedule- Oro- Jan.6,2014
General Conditions and
92 days?
Mon 12 /9/13
Tue 4 /15/14
General Conditions
1
® i
® W.
® !
Pre - Construction
Notice to Proceed 0 days
Contract Signing 0days
Prepare and submit updated 0 days
Mon 12/9/13
Mon 1 /13/14
Tue 1 /7/14
Mon 12/9/13
Mon 1 /13/14
Tue 1 /7/14
and Pre - Construction
Notice to Proceed
Contract Signing
Prepare and submit
12/9
♦ 1/13
♦1/7
2
3
4
project schedule
updated project
® !
W.
Submit updated Costing
Foundation Only Permit
0 days
10 days
Mon 1/13/14
Tue 2/4/14
Mon 1/13/14
Mon 2/17/14 15
schedule
Submit updated Costi
Foundation Only
♦ 1/13
Foundation Only Permit Application
5
6
W.
® W.
!
.�
Application
Working Drawings to 50%
IFC Drawings - 100%
Full Permit Application
MTO approval
21 days?
25 days?
10 days
20 days
Fri 1/3/14
Mon 2 /3/14
Mon 3 /10/14
Mon 2 /3/14
Fri 1/31/14
Fri 3 /7/14 7
Fri 3 /21/14 8
Fri 2 /28/14 7
Permit Application
Working Drawings to
IFC Drawings - 100%
Full Permit Applicatiot
MTO approval
10fliking Drawings to SO%
IFC Drawings - 100%
Full Permit Application
MTO approval
7
8
9
10
11
® W.
Prequalify Trades
60 days
Mon 1 /6/14
Fri 3 /28/14
Prequalify Trades
Prequalify Trades
12
® .
W.
Contract Trades
Long Lead Procurement
52 days?
40 days
Mon 2 /3/14
Fri 1/10/14
Tue 4 /15/14
Thu 3/6/14
Contract Trades
Long Lead Procureme
Contract Trades
I�
13
14
W.
W.
Pre -Eng Prequalification and
Submit shop drawings and
7 days
2 wks
Fri 1/10/14
Tue 1/21/14
Mon 1/20/14
Mon 2/3/14 14
Pre -Eng Prequallficati
Submit shop
_ Pre -Eng Prequalification and Tender
Submit shop drawings and order long lead items- pre -eng
15
order long lead Items-
drawings and order
pre -eng
long lead Items -
pre -eng
16
® .
Ice Plant /rink
Prequalification and Tender
7 days
Wed 1/22/14
Thu 1/30/14
Ice Plant /rink
Prequalification and
–Re-Plant/rink Prequalification and Tender
Submit shop drawings and
2 wks
Fri 2/21/14
Thu 3/6/14 16
Tender
Submit shop
' Submit chop l inns and order Inns lead items., ice plant
17
order long lead Items - Ice
drawings and order
plant
long lead Items -Ice
.�
Mobilize to Site
Install temporary power
2days
1 day
Mon 3 /10/14
Mon 3/10/14
Tue 3 /11/14
Mon 3/10/14
plant
Mobilize to Site
Install temporary
O
E Install temporary power panels
18
19
.�
!
panels
Set up site office
Set line and grade
1 day
1 day
Mon 3/10/14
Mon 3/10/14
Mon 3/10/14
Mon 3/10/14
power panels
Set up site office
Set line and grade
office
Set line and grade benchmarks
20
21
benchmarks
benchmarks
Task
Summary
��
Inactive Milestone
Duration -only Ii Start -only L EMernal Milestone ® Manual Progress
Project:
01- Updated
Proposed
Split
..............
Project Summary
r ---------
— I Inactive Summary o
1 Manual Summary R011up Finish -only ] Deadline
Milestone
♦
Inactive Task
Manual Task
Manual Summary r -----1 FMernal Tasks _N Progress
laniia
nr F >n1A
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0
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Oro- Medonte Preliminary
Construction and Desi n Schedule
ID
ATask
Mode
Task Name
Duration
Start
Finish Predecessors
Resource Names
December Manua
1 12112821222215112119126222921622332393163233304641342042
(February MdYCh (April IMay June lul AVgust (September IOROber (November (December
I545115185256168615622629I6I13I 20I 2(8381081(828319 I91492192810501010211211911121312I 2122
22
.�
Prepare site - lay down yard 2days
Mon 3 /10/14
Tue 3 /11/14
Prepare site - lay
-
lay down yard and temporary fen ing
and temporary fencing
down yard and
W.
!
Site Work and Demolition
Clear and grub site
Demolition- existing
50 days
2 days
14 days
Tue 4 /1/14
Tue 4/1/14
Wed 4 /9/14
Mon 6 /9/14
Wed 4/2/14 20,22
Mon 4 /28/14 24,22,47,51
temporary fencing
Site Work and Demol
Clear and grub site
Demolition- existing
ear and grub site
Demolition- existingc iangerooms,ice rink slab,existing boards etc
23
24
25
changerooms, Ice rink slab,
changerooms,lce rink
existing boards etc
slab,existing boards
.y
Septic Excavation and Install
1 wk
Tue 4/29/14
Mon 5/5/14 25
etc
Septic Excavation and
Septic Excavation And Install
26
W.
!
!
!
Fire Water Tank Install
Well Installation
Foundations
Excavate foundations -rear
2 wks
Iwk
24 days
4days
Tue 5 /6/14
Tue 5 /6/14
Tue 4 /8/14
Fri 4 /18/14
Mon 5 /19/14 26
Mon 5 /12/14 26
Fri 5 /9/14 24
Wed 4/23/14 25FS -7 days
Install
Fire Water Tank Instal
Well Installation
Foundations
Excavate
Fire Water anklnstall
Well Installati n
Excavate foundations -ir rportion only
27
28
29
30
Portion only
foundations- rear
a
Form column piers and
2 days
Thu 4/24/14
Fri 4/25/14 30
portion only
Form column piers
Form column piers and pread footings
31
spread footings
and spread footings
32
® !
Foundation at Front
5 days
Tue 4/8/14
Mon 4/14/14
Foundation at Front
Form ation at Front Entrance
W.
Entrance?
Set reinforcing and anchor
3 days
Mon 4/28/14
Wed 4/30/14 31
Entrance?
Set reinforcing and
_.Set reinforcing and a ichor bolts
33
W.
bolts
Pour column piers and
2days
Thu 5 /1/14
Fri 5 /2/14 33
anchor bolts
Pour column piers
v Pour column piers and foundations
34
W.
foundations
Cure piers and foundations
3days
Mon 5 /5/14
Wed 5 /7/14 34
and foundations
Cure piers and
Cure piers and foundations
35
!
!
W.
Strip forms
Backfill
Rough -in underground
I day
2days
2 days
Mon 5 /5/14
Tue 5 /6/14
Thu 5/8/14
Mon 5 /5/14 34
Wed 5 /7/14 36
Fri 5/9/14 37
foundations
Strip wall forms
Backfll
Rough -in
Strip wall forms
�Backfill
I Rough -in underground electrical and plumbing
36
37
38
electrical and plumbing
underground
!
!
Steel Erection 104 days
Pre -Eng Fabrication -6 weeks 7 wks
Tue 2/4/14
Tue 2 /4/14
Fri 6/27/14
Mon 3/24/14 15
electrical and
Steel Erection
Pre -Eng Fabrication-
P -
- eeks
39
40
!
W.
Erect pre -eng steel
pre -eng cladding and roofing
2 wks
2 wks
Mon 5/12/14
Mon 5/26/14
Fri 5/23/14 40,38
Fri 6/6/14 41
6 weeks
Erect pre -eng steel
pre -eng cladding and
ct pre eng steel
- cladding and roofing
41
42
W.
pre -eng liner panel
1 wk
Mon 6/23/14
Fri 6/27/14 42FS +10 days
roofing
pre -eng liner panel
�pre-eng liner panel
43
Task
Summary
�� Inactive
Milestone Duration -only
Start -only C EMernal Milestone A Manual Progress
Project:
01- Updated
Proposed
Split
,,,,,,,,,,,,,,�,,,
Project Summary
r --------- — I Inactive
Summary o 1 Manual Summary R011up
Finish -only ] Deadline
Milestone
♦
Inactive Task
Manual Task Manual Summary r
-----1 FMernal Tasks _N Progress
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Oro- Medonte Preliminary Construction and Desi n Schedule
ID
Task T111 Nanle Duration Start Finish Predecessors Resource Names
Mode
December Manua (February MdYCh IApril IMay June Jul AVgust (September IOR , (November (December
1 12112821222215112119126222921622332393163233304641342042I545115185256168615622629I6I13I 20I 2I8381081I828319 I91492192810501010211211911121312I 2122
44
.� steel for new Boards 5 days Mon 6/2/14 Fri 6/6/14 53 steel for new Boards
W. rriscellaneous steel at 3 days Mon 6/9/14 Wed 6/11/14 42 rriscellaneous steel at
Openings openings
! Overhead Doors 6 days Thu 6/12/14 Thu 6/19/14 45 Overhead Doors
Re and Re of Existing Steel 1 day? Mon 3/24/14 Mon 3/24/14
Structure Ceiling
.� Remove insulation 3days Mon 3/24/14 Wed 3/26/14 Remove insulation
.� sandblast 5 days Tue 3/25/14 Mon 3/31/14 48FS -2 days sandblast
�.� repaint 5 days Fri 3/28/14 Thu 4/3/14 49FS -2 days repaint
W. remsulate 5days Wed 4 /2/14 Tue 4 /8/14 5OFS -2 days remsulate
! Form and Pour Concrete Floors 44 days Thu 5/1/14 Tue 7 /1/14 Form and Pour
Concrete Floors
! Form and pour perimeter 5 days Mon 5/26/14 Fri 5/30/14 41 Form and pour
raised slab perimeter slab
W4 prep rink sand 5 days Mon 6/2/14 Fri 6/6/14 41,53 prep rink sand
! prep rink Insulation 3days Mon 6 /9/14 Wed 6 /11/14 54,53 prep rink Insulation
WS prep rink rebar 3 days Thu 6/12/14 Mon 6/16/14 55 prep rink rebar
WS preprinktubing 3days Tue 6 /17/14 Thu 6 /19/14 56 prep rinktubing
® ! Pre -Pour Coordination 0days Thu 5 /1/14 Thu 5 /1/14 Pre -Pour
meeting Coordination meeting
W4 pour rink slab lday Fri 6 /20/14 Fri 6 /20/14 56,57 pour rink slab
! wet cure slab 7 days Mon 6/23/14 Tue 7 /1/14 59
W4 Install non -rink slab rebar 5days Tue 6 /17/14 Mon 6/23/14 56 Install non -rink slab
and In -floor utilities rebar and In -floor
(Inc, uding mechanical, utilities (Including
electrical, pl umbl ng) mechanica,,e,ectrica,,
® W4 pour changroom floors 3days Tue 6/24/14 Thu 6/26/14 61,59 pour changroom floor
! Carpentry, Drywall and 22 days Mon 6/9/14 Tue 7 /8/14 Carpentry, Drywall
Insulation and Insulation
® W4 install z girts for exterior 2days Mon 6 /9/14 Tue 6 /10/14 install girts for
siding exterior sidl ng
! Install exterior rigid 2 wks Wed 6/11/14 Tue 6/24/14 64 Install exterior rigid
Insulation and siding Insulation and siding
® W., Meta, Stud 4 days Tue 6/17/14 Fri 6/20/14 Meta, Stud
® W., Insulation 3days Mon 6/23/14 Wed 6 /25/14 66 Insulation
! Boarding 5 days Thu 6/26/14 Wed 7/2/14 67 Boarding
at
Remo Is insulation
ane blast
.,r ra int
emeulate
no
p
♦ 5/1
el for in
Overhead
w Boards
ous steel at openings
Doors
perimeter slab
c insulation
ink rebar
rinktubing
stall non- rink slab reh 3r and in -floor utilities (I
3ourchangroonnfloous
irts for exterior siding
stall exterior rigid insulation and siding
ta l to
sulation
Boarding
icluding mechanical ,electrical,plumbing)
45
46
47
48
49
50
51
52
and you
ep rink einhol
prep rin
rep
prep
It
53
54
55
56
57
58
59
60
61
62.
63
64
install,
65
66
67
M
68
Project: 01- Updated Proposed
Task Summary �� Inactive Milestone Duration -only Start -only C External Milestone ® Manual Progress
Split ,,,,,,,,,,,,,, ,,, Project Summary r --------- — I Inactive Summary o 1 Manual Summary R011up Finish -only ] Deadline
Milestone ♦ Inactive Task Manual Task Manual Summary r -----1 FMernal Tasks _N Progress
laniianrA> A
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1
3
Oro- Medonte Preliminary
Construction and Design Schedule
ID
Task
Mode
T111 Nanle
Duration
Start
Finish Predecessors
Resource Names
December Manua
1 121128212222151121191262229216223323931632333046413420427545115185256168615622629I6I13I20I2I
(February Ful—h Aprll (May June Jul AVgust (September IDI.b., (November (December
8381081I82831979149219281050101021121191112131272122
69
.�
W.
taping 4days
Masonry Work 46 days
Rough -in plumbing at toilets Iwk
Thu 7 /3/14
Fri 5 /23/14
Fri 6/27/14
Tue 7 /8/14 68
Fri 7 /25/14
Thu 7 /3/14 62
taping
Masonry Work
Rough -in plumbing at
in taping
-
lumbin
at toilets and masonry
Nails
70
71
W4
and masonry walls
Lay masonry at
3 Wks
Mon 6 /30/14
Fri 7 /18/14 43,45
toilets and masonry
walls
Lay masonry at
Lay mason
at changerooms
72
changerooms
changerooms
73
® W4
W4
W4
} !
Install roof drains
Install tile In washrooms
Clean masonry
Roofing
2 days
1 wk
3 days
21 days
Fri 5/23/14
Mon 7 /21/14
Mon 7 /21/14
Mon 6 /9/14
Mon 5/26/14
Fri 7 /25/14 71,72
Wed 7/23/14 71,72
Mon 7 /7/14
Install roof drains
Install tile In toilet Poo
Clean masonry
Roofing
Install et drains
Install
lean m
lie in toilet rooms
sonry
74
75
76
77
99 W4
} 1111e,
Install parapet blocking
roof) ng
cap flashing
4 days
8days
4days
Mon 6/9/14
Fri 6 /13/14
Wed 7 /2/14
Thu 6/12/14
Tue 6/24/14 17,73,77
Mon 7 /7/14 78FS +5 days
Install parapet blockln
Roofing
cap flashing
Install parapet blo
offing
cap flash
king
ng
78
79
80
® !
!
Set rooftop equipment
Windows and Doors
1 wk
30 days
Mon 6/16/14
Mon 7 /14/14
Fri 6/20/14
Fri 8 /22/14
Set rooftop equlpmen
Windows and Doors
81
82
® W.
Install curtain wall at main
2 Wks
Mon 7 /14/14
Fri 7/25/14
Install curtain wall at
MWInsl
E II
urtain wall at main entrance
W.
entrance
install doors and hardware
3 days
Mon 7 /28/14
Wed 7/30/14 82
main entrance
install doors and
11 rt
II doors and hardware al
main entrance
83
at main entrance
hardware at main
entrance
84
® .
Install Interior doors and
2 Wks
Mon 8/11/14
Fri 8/22/14
Install Interior doors
Install interior d
ors and hardware
W.
hardware
Building Finishes
Install millwork and wood
30 days
Iwk
Mon 7 /28/14
Thu 7 /31/14
Fri 9 /5/14
Wed 8 /6/14 83
and hardware
Building Finishes
Install millwork and
I
nstall millwork and woot
I trim
85
86
trim
wood trim
87
® W.
Painting
4Wks
Mon 7 /28/14
Fri 8 /22/14
Painting
Painting
88
W.
Flooring - sports flooring and 3Wks
Fri 8 /8/14
Thu 8 /28/14
Flooring
Flooring
tile?
89
® W.
W.
Install ceiling grid
Install ceiling tile
1 wk
IWk
Mon 8/18/14
Mon 8 /25/14
Fri 8/22/14
Fri 8 /29/14 89
Install ceiling grid
Install ceiling tile
Install ceiling gri
Install ceiling
tile
90
91
® !
Ice Rink Boards and Glass
2 Wks
Mon 8/11/14
Fri 8/22/14 59
Ice Rink Boards
Ice Rink Boards
92
W.
W.
Bleecher Rework
Exterior Work
4 Wks
28 days
Mon 8/11/14
Mon 8 /4/14
Fri 9/5/14
Wed 9 /10/14 87
Bleecher Rework
Exterior Work
L Bleecher I
Iework
93
94
® !
011
;01
Soft Landscaping
Granulars for new asphalt
Curbs and Walks
3 days
4 days
4days
Mon 9/8/14
Mon 8/4/14
Fri 8 /8/14
Wed 9/10/14
Thu 8/7/14
Wed 8 /13/14 95
Soft Landscaping
Granulars for new asp
Curbs and Walks
- Soft La
Granul re for new asph
sand Walks
dscaping
It
95
96
Task
Summary
�� Inactive
Milestone Duration -only III
Start -only L EMernal Milestone 0 Manual Progress
Project:
01- Updated
Proposed
Split
,,,,,,,,,,,,,,
,,, Project Summary
r --------- — I Inactive
Summary o o Manual Summary R011up
Finish -only ] Deadline
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Oro- Medonte Preliminary
Construction and Design Schedule
ID
Task
Mode
T111 Nanle
Duration
Start
Finish
Predecessors
Resource Names
December Manua
1 12112821222215112119126222921622332393163233304641342042I545115185256168615622629I6I13I20I2I
(February March Aprll (May June
Jul (August (September 11" (November (December
83810811 828319 791492192810501010211211911121312I z'i2/2J1
97
;111
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Pave and stripe parking lot 1 wk
Plumbing 40 days
Rough -in plumbing 2 wks
Sprinkler Rough In 2 wks
Set plumbingfixtures and Iwk
trim
Hydronic heating completion 4 days
Flush, test, and clean piping 2 wks
and fixtures
Electrical 36 days
Rough -in electrical In walls 3 wks
and ceilings
Pull wire In conduit and set 1 wk
area transformers
Install and terminate 1 wk
electrical devices
Make electrical terminations 2 days
for HVAC equipment
Install light fixtures - test and 2wks
clean
Voice /Data and Security 8 days
HVAC 26 days
rough In equipment 2 wks
Rough -in mechanical In 2 wks
ceilings
Set HVACdrops and 1 wk
diffusers
Test and Balance 6 days
Controls 10 days
roughin 10 days
Point to Point 3 days
Commissioning and training 7 days
Mon 8/25/14
Mon 7 /14/14
Mon 7 /14/14
Mon 7 /14/14
Mon 7 /28/14
Mon 8/4/14
Mon 8/25/14
Tue 7 /15/14
Tue 7 /15/14
Tue 8/5/14
Tue 8/12/14
Thu 8 /7/14
Sun 8 /10/14
Fri 8/22/14
Mon 7 /14/14
Mon 7 /21/14
Mon 7 /14/14
Mon 8/4/14
Mon 8/11/14
Fri 8 /8/14
Fri 8 /8/14
Fri 8 /22/14
Mon 8/11/14
Fri 8/29/14
Fri 9 /5/14
Fri 7 /25/14
Fri 7 /25/14
Fri 8 /1/14
Thu 8/7/14
Fri 9/5/14
Tue 9 /2/14
Mon 8/4/14
Mon 8/11/14
Mon 8/18/14
Fri 8 /8/14
Thu 8 /21/14
Tue 9/2/14
Mon 8 /18/14
Fri 8/1/14
Fri 7/25/14
Fri 8/8/14
Mon 8/18/14
Thu 8 /21/14
Thu 8 /21/14
Tue 8 /26/14
Tue 8/19/14
96
99,71
101
87,100,102
105
106
106,80
89,107
72
.112,113,82
114
89,108,115
117
Pave and stripe
parking lot
Plumbing
Rough -in plumbing
Sprinkler Rough In
Set plumbingflxtures
and trim
Hydronic heating
mpletion
Flush,test,and clean
piping and fixtures
electrical
Rough -in electrical In
walls
Pull wire In conduit
and set area
transformers
Install and terminate
electrical devices
Make electrical
terminations for
HVAC equipment
Install light fixtures
test and clean
Voice /Data and Securi
HVAC
Set equipment In mec
Rough -in mechanical
in ceilings
Set HVAC drops and
diffusers
Test and Balance
Controls
roughin
Point to Point
Commissioning and tr
MWRO
NEEl Ro
Pave and stir
h-inplumbing
h In
Plumbing fixtures andtim
Fill cheating 10roph
Flush,test
Rough- n electrical in wall
Pull wire in conduit an
nstall and termina
Maid electrical termina
Install light fixtu
Voice /Data
SO equipment in mechandi
gh in mechanical in ceiling
Set HVAC drops and di
est and Balance
L roughin
Point to Point
I,
pe parldng lot
ton
and clean piping and fixtures
I set area transformers
a electrical devices
ions for HVAC equipment
es - test and clean
and Security
I room
s re
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
Project:01- Updated
Proposed
Task
Split
Milestone
Summary
,,,,,,,,,,,,,,�,,, Protect Summary
♦ Inactive Task
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Inactive Milestone Duration -only
— I Inactive Summary o 1 Manual Summary R011up
Manual Task Manual Summary r
Start -only C External Milestone 0
Finish -only ] Deadline
-----1 FMernal Tasks _N Progress
Manual Progress -
laniia
nr F >n1A
Panc S
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18.a) Being a by -law to confirm the proceedings of the Counc...
The Corporation of the Township of Oro - Medonte
By -Law No. 2014 -010
Being a By -Law to Confirm the Proceedings of the Council Meeting held on
Wednesday, February 5, 2014
Whereas Section 5 of the Municipal Act, 2001, S. 0. 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,
February 5, 2014, 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 5t" day of
February, 2014.
The Corporation of the Township of Oro - Medonte
Mayor, H.S. Hughes
Clerk, J. Douglas Irwin
Page 310 of 310