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01 14 2015 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Council Chambers Wednesday, January 14, 2015 9:00 a.m. - Closed Session 10:00 a.m. - Crime Stoppers Flag Raising Immediately following Flag Raising - Open Session Page 1.Call to Order - Private Prayer/Moment of Reflection: 2.Adoption of Agenda: a) Motion to Adopt the Agenda. 3.Disclosure of Pecuniary Interest: 4.Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Andria Leigh, Director, Development Services re: Solicitor-client privilege (Burl's Creek). 5.Minutes of Council and Committees: 6 - 8a) Minutes of Special Council meeting held on Friday, December 5, 2014. 9 - 30b) Minutes of Council meeting held on December 10, 2014. 31 - 33 c) Minutes of Special Council meeting held on Wednesday, December 17, 2014. 34 - 37 d) Minutes of Council meeting held on Wednesday, December 17, 2014. 38 - 42 e) Minutes of Special Council meeting #1 held on Wednesday, January 7, 2015. 43 - 46 f) Minutes of Special Council meeting #2 held on Wednesday, January 7, 2015. 6.Recognition of Achievements: None. 7.Public Meetings: None. Page 1 of 270 Council Meeting Agenda - January 14, 2015 8.Deputations: None. 9.Identification From the Public of an Agenda Item of Interest: 10.Reports of Municipal Officers: 47 - 49 a) Report No. FI2015-01, Paul Gravelle, Director of Finance/Treasurer/Deputy CAO re: Statement of Accounts December 31, 2014. 50 - 112 b) Paul Gravelle, Director of Finance/Treasurer/Deputy CAO re: Overview of 2015 Capital Budget Reserves and Reserve Funds. 113 - 118 c) Robin Dunn, CAO and Senior Management Team re: 2015 Capital Budget Presentations. 119 - 145 d) Shawn Binns, Director, Recreation and Community Services re: Report No. 08 dated October 31, 2014 from Steenhof Building Services Group re: Oro- Medonte Arena Construction/Project Management Report. 146 - 151 e) Report No. CSI2015-01, Donna Hewitt, Director, Corporate & Strategic Initiatives re: 2014 Accomplishments, Corporate Strategic Plan, Department Operations. 152 - 162 f) Donna Hewitt, Director, Corporate & Strategic Initiatives; Shawn Binns, Director, Recreation and Community Services re: Municipal Affairs and Housing re: Age-Friendly Community Planning Grant. 163 g) Doug Irwin, Director of Corporate Services/Clerk re: 2014-2018 Council Term, Outside Agencies, Internal Committees/Support Group Appointment Opportunities. 11.Reports of Members of Council: 164 a) Mayor H.S. Hughes re: Donations to Township Projects. 12.Consent Agenda: 165 a) Announcements of Interest to the Public: 1. Severn Sound Environmental Association, Dufferin Simcoe Stewardship, Township of Oro-Medonte, Tree Seedling Distribution, Order Deadline, Friday, January 16, 2015. 166 - 173 b) Minutes of Lake Simcoe Region Conservation Authority meeting held on October 24, 2014. Staff Recommendation: Receive. 174 - 184 c) Nottawasaga Valley Conservation Authority, minutes of November 28, 2014 and highlights of December 12, 2014 meetings. Staff Recommendation: Receive. 185 - 196 d) Minutes of Orillia Public Library Board meeting held on November 26, 2014. Page 2 of 270 Council Meeting Agenda - January 14, 2015 Staff Recommendation: Receive. 197 - 204 e) Minutes of Midland Public Library Board meeting held on November 13, 2014. Staff Recommendation: Receive. 205 f) Correspondence dated December 29, 2014 from John Juneau, President, Crime Stoppers re: Proclamation Request, January, 2015 as "Crime Stoppers Month". Staff Recommendation: Receive, Proclaim, Post on Township website. 206 g) Correspondence received December 23, 2014 from Colleen Weise, Administrator, Crime Stoppers re: Letter of Appreciation. Staff Recommendation: Receive. 207 - 208 h) Correspondence dated December 15, 2014 from Bill Mauro, Minister of Natural Resources and Forestry (MNRF) re: MNRF Mandates. Staff Recommendation: Receive. 209 - 211 i) Correspondence dated December 1, 2014 from Bruce Stanton, Simcoe North MP, Assistant Deputy Chair of Committees of the Whole re: Double Hatter Firefighter. Staff Recommendation: Receive. 212 - 214 j) Correspondence dated December 10, 2014 from The Honourable James Moore, Ministry of Industry re: Protecting Rural Broadband. Staff Recommendation: Receive. 215 - 233 k) Correspondence received January 6, 2015, from County of Simcoe re: Library Co-operative, Annual Report 2013. Staff Recommendation: Receive. 13.Communications: 234 a) Correspondence received January 5, 2015 from Lake Simcoe Region Conservation Authority re: 2015 Annual General Meeting Invitation, Friday, January 23, 2015, 9:00am-12:00pm, Holiday Inn Express, Meeting Room 2, 100 Pony Drive, Newmarket. 235 b) Correspondence received from Orillia & Area Physician Recruitment & Retention Committee re: Invitation, Seducing Dr. Know, Friday, February 20, 2015, 7:00pm-11pm, Orillia Public Library. 236 - 237 c) Correspondence dated December 23, 2014 from Wendy Sutherland, Supervisor of Administrative Support Services, City of Barrie re: Council Motion 14-G-280 - 2014-2018 Committee Appointments, Lake Simcoe Regional Airport Corporation. 238 - 240 d) Correspondence dated December 16, 2014 from Brenda Clark, County Clerk, County of Simcoe re: Appointments - County of Simcoe Affordable Housing Advisory Committee. Page 3 of 270 Council Meeting Agenda - January 14, 2015 241 - 242 e) Correspondence received January 7, 2015 from Michael Walters, CAO, Lake Simcoe Region Conservation Authority re: Invitation: Future Advances in Stormwater Management Practices - Introducing Low Impact Development, Wednesday, January 21, 2015, 12:00-3:30pm, Southshore Community Centre, 205 Lakeshore Drive, Barrie. 243 - 250 f) Correspondence dated December 19, 2014 from Chris Smith, Delivery Planner, Canada Post re: Notice of Address Changes Occurring at the Orillia Post Office. 14.Notice of Motions: None. 15.By-Laws: 251 - 257 a) By-Law No. 2015-005: Being a By-law to establish a framework with respect to notification and issuance of permits for special events in the Township of Oro-Medonte. 258 - 263 b) By-Law No. 2015-006: A By-law to Provide for Remuneration and Expenses Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law No. 2014-102 (Remuneration and Expenses By-law). 264 c) By-Law No. 2015-008: A By-law to Appoint a Representative to the Oro- Medonte Chamber of Commerce and to repeal By-Law No. 2012-197. 265 d) By-Law No. 2015-009: A By-law to Appoint a Representative to the Orillia Chamber of Commerce and repeal By-Law No. 2012-196. 266 e) By-Law No. 2015-010: A By-law to Appoint Representatives to the Nottawasaga Valley Conservation Authority Board of Directors and to repeal By-Law No. 2012-194. 267 f) By-Law No. 2015-011: A By-law to Appoint a Representative to the Severn Sound Environmental Association Board of Directors and to repeal By-Law No. 2012-199. 268 g) By-Law No. 2015-012: A By-law to Appoint a Representative to the Lake Simcoe Region Conservation Authority Board of Directors and to repeal By- Law No. 2012-200. 269 h) By-Law No. 2015-013: A By-Law to Appoint a Representative to Barrie Area Physician Recruitment and to repeal By-Law No. 2012-201. 16.Questions from the Public Clarifying an Agenda Item: 17.Closed Session Items (Unfinished Items): 18.Confirmation By-Law: Page 4 of 270 Council Meeting Agenda - January 14, 2015 270 a) By-Law No. 2015-004: Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, January 14, 2015. 19.Adjournment: a) Motion to Adjourn. Page 5 of 270 5.a) Minutes of Special Council meeting held on Friday, Dece... The Township of Oro-Medonte Special Council Meeting Minutes Council Chambers Friday, December 5, 2014Time: 1:07 p.m. 2014-2018 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Barb Coutanche (left at 2:15 p.m.) Councillor Scott Macpherson Councillor Phill Hall Councillor John Crawford Councillor Scott Jermey Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director, Present: Finance/Treasurer/Deputy CAO; Jerry Ball, Director, Transportation and Environmental Services; Doug Irwin, Director, Corporate Services/Clerk; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate & Strategic Initiatives; Shawn Binns, Director, Recreation and Community Services; Hugh Murray, Fire Chief; Tamara Obee, Manager Health & Safety, Human Resources; Shannon Stewart, Deputy Treasurer; Lisa McNiven, Manager, Transportation Services; Michelle Jakobi, Operations Technologist; Harold Daynard, Manager, Information Technology, Patrick Howse, Information Technology Technician; Janette Teeter, Deputy Clerk; Darcy Brooke-Bisschop, Coordinator, Economic Development/Communications Also None. Present: 1.Call to Order - Private Prayer/Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer/moment of reflection. 13 Page of Page 6 of 270 5.a) Minutes of Special Council meeting held on Friday, Dece... Special Council Meeting Minutes – December 5, 2014. 2.Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. SC141205-1 Moved by Coutanche, Seconded by Macpherson Be it resolved that the agenda for the Special Council meeting of Friday, December 5, 2014 be received and adopted. Carried. 3.Disclosure of Pecuniary Interest: None declared. 4.Reports of Municipal Officers: a) Robin Dunn, CAO, re: Education or training of members. Copies of the current Strategic Plan as well as the 2011, 2012 and 2013 Reports Cards were distributed to members of Council. Motion No. SC141205-2 Moved by Jermey, Seconded by Crawford Be it resolved that the presentations dated December 5, 2014 and presented by Robin Dunn, CAO and the Senior Management Team re: Education or training of Members be received. Carried. 5.Questions from the Public Clarifying an Agenda Item: 23 Page of Page 7 of 270 5.a) Minutes of Special Council meeting held on Friday, Dece... Special Council Meeting Minutes – December 5, 2014. 6.Confirmation By-Law: a) By-Law No. 2014-192: Being a by-law to confirm the proceedings of the Special Council meeting held on Friday, December 5, 2014. Motion No. SC141205-3 Moved by Hall, Seconded by Macpherson Be it resolved that By-Law No. 2014-192: Being a by-law to confirm the proceedings of the Special Council meeting held on Friday, December 5, 2014 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 7.Adjournment: a) Motion to Adjourn. Motion No. SC141205-4 Moved by Crawford, Seconded by Jermey Be it resolved that we do now adjourn at 4:29 p.m. Carried. ____________________________ ____________________________ Mayor, H.S. Hughes Clerk, J. Douglas Irwin 33 Page of Page 8 of 270 5.b) Minutes of Council meeting held on December 10, 2014. The Township of Oro-Medonte Council Meeting Minutes Council Chambers Wednesday, December 10, 2014Time: 12:35 p.m. 2014-2018 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Barbara Coutanche Councillor Scott Macpherson Councillor Phil Hall Councillor John Crawford Councillor Scott Jermey Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director, Present: Finance/Treasurer/Deputy CAO; Doug Irwin, Director, Corporate Services/Clerk; Andria Leigh, Director, Development Services; Jerry Ball, Director, Transportation and Environmental Services; Donna Hewitt, Director, Corporate & Strategic Initiatives; Shawn Binns, Director, Recreation and Community Services; Hugh Murray, Fire Chief; Michelle Jakobi, Operations Technologist; Janette Teeter, Supervisor, Clerk’s Services/Deputy Clerk; Darcy Brooke-Bisschop, Coordinator, Economic Development/Communications. Also Ann Truyens, Ann Budge, Sheila Craig, Greg Bell, Linda Ambrose, Harold Present: Roe, Celeste Phillips, Cameron Sellers, Mark Porter, Eric & Eileen Chadwick, Laurie Hunt, Nicola & Geoff Mitchinson 1.Call to Order - Private Prayer/Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer/moment of reflection. 122 Page of Page 9 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. 2.Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C141205-1 Moved by Coutanche, Seconded by Macpherson Be it resolved that the agenda for the Council meeting of Wednesday, December 10, 2014 be received and adopted, as amended to add Item 4g) Doug Irwin, Director of Corporate Services/Clerk re: Litigation affecting the municipality (Lakeshore Promenade). Carried. 3.Disclosure of Pecuniary Interest: None declared. 4.Closed Session Items: a) Motion to go In Closed Session. Motion No. C141210-2 Moved by Jermey, Seconded by Crawford Be it resolved that we do now go in Closed Session at 12:36 p.m. to discuss • security of municipal property; • labour relations/employee negotiations; • litigation affecting the municipality. Carried. 222 Page of Page 10 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. b) Motion to Rise and Report. Motion No. C141210-3 Moved by Coutanche, Seconded by Hall Be it resolved that we do now Rise at 1:34 p.m. and Report on the Closed Session Items 4 c) Jerry Ball, Director, Transportation & Environmental Services re: Litigation affecting the municipality (Water System Capacity); d) Robin Dunn, CAO re: Labour relations/employee negotiations (Compensation); e) Robin Dunn, CAO re: Security of Municipal property (Administration Centre); and that Closed Session Items 4 f) Andria Leigh, Director, Development Services re: Litigation affecting the municipality (Diamond Valley). g) Doug Irwin, Director of Corporate Services/Clerk re: Litigation affecting the municipality (Lakeshore Promenade). be brought forward to Item 17 Closed Session Items (Unfinished Items). Carried. c) Robin Dunn, CAO re: Security of Municipal property (Administration Centre). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate Services/Clerk; Shawn Binns, Director, Recreation and Community Services; Donna Hewitt, Director, Corporate & Strategic Initiatives. Motion No. C141210-4 Moved by Crawford, Seconded by Jermey Be it resolved 1. That the confidential verbal information presented by Robin Dunn, CAO re: Security of Municipal property (Administration Centre) be received. 2. And That the CAO proceed as outlined. Carried. 322 Page of Page 11 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. d) Robin Dunn, CAO re: Labour relations/employee negotiations (Compensation). The following staff were present: Robin Dunn, CAO; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk. Motion No. C141210-5 Moved by Hall, Seconded by Coutanche Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: Labour relations/employee negotiations (Compensation) be received. Carried. e) Jerry Ball, Director, Transportation & Environmental Services re: Litigation affecting the municipality (Water System Capacity). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate Services/Clerk; Donna Hewitt, Director, Corporate & Strategic Initiatives; Jerry Ball, Director, Transportation & Environmental Services; Andria Leigh, Director, Development Services; Michelle Jakobi, Operations Technologist. Motion No. C141210-6 Moved by Jermey, Seconded by Crawford Be it resolved 1. That Confidential Report No. TES2014-22, Jerry Ball, Director, Transportation & Environmental Services re: Litigation affecting the municipality (Water System Capacity) be received and adopted. 2. That Council authorize the immediate tender for the remaining necessary works to reach full well production. 3. And That a User Fee By-law to collect fees for connection to the municipal water supply be brought forward in January 2015 for Council’s consideration. Carried. 422 Page of Page 12 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. f) Andria Leigh, Director, Development Services re: Litigation affecting the municipality (Diamond Valley). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate Services/Clerk; Andria Leigh, Director, Development Services. Motion No. C141210-7 Moved by Coutanche, Seconded by Hall Be it resolved that the confidential verbal information presented by Andria Leigh, Director, Development Services re: Litigation affecting the municipality (Diamond Valley) be received. Carried. g) Doug Irwin, Director of Corporate Services/Clerk re: Litigation affecting the municipality (Lakeshore Promenade). The following staff were present: Robin Dunn, CAO; Doug Irwin, Director, Corporate Services/Clerk. Motion No. C141210-8 Moved by Crawford, Seconded by Jermey Be it resolved 1. That the verbal information presented by Doug Irwin, Director of Corporate Services/Clerk re: Litigation affecting the municipality (Lakeshore Promenade) be received. 2. And That the Mayor and Clerk be authorized to execute the final Settlement Agreement. Carried. 5.Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, November 26, 2014. Motion No. C141210-9 Moved by Hall, Seconded by Coutanche Be it resolved that the draft minutes of the Council meeting held on Wednesday, November 26, 2014 be received and adopted as printed and circulated. Carried. 522 Page of Page 13 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. b) Minutes of Inaugural meeting held on Wednesday, December 3, 2014. Motion No. C141210-10 Moved by Jermey, Seconded by Crawford Be it resolved that the draft minutes of the Inaugural meeting held on Wednesday, December 3, 2014 be received and adopted as printed and circulated. Carried. 6.Recognition of Achievements: None. 7.Public Meetings: a) Notice of Public Meeting for Proposed Amendment to the Zoning By-Law, 2937 Ridge Road West, Con 2, Pt Lot 2, RP 51R-31848, Part 1 RP 51R-33292, Parts 3 and 4, (Oro), Township of Oro-Medonte, 2014-ZBA-18, (Greg & Nadia Bell). Deputy Mayor Hough called the meeting to order at 7:02 p.m. and explained the public meeting has been called under the authority of the Planning Act, Section 34, R.S.O. 1990 c. P.13, to obtain public comment with respect to a proposed Amendment to the Zoning By-law, Application 2014-ZBA-18 (Bell) to amend the zoning of the lands located at 2937 Ridge Road West, Concession 2, Part of Lot 2, Registered Plan 51R-31848 and Part 1 Registered Plan 51R-33292, Parts 3 and 4, formerly in the Township of Oro, in the Township of Oro-Medonte. Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the specified site on November 19, 2014 and a sign posted on the subject property on November 10, 2014. The Public Meeting notice was also posted on the Township’s website on November 19, 2014. The following correspondence was received at the meeting: Simcoe County District School Board dated November 21, 2014; Lake Simcoe Region Conservation Authority dated November 28, 2014. Andria Leigh, Director, Development Services, explained the purpose and effect of the proposed amendment. A PowerPoint presentation was presented. The following public persons offered verbal comments with respect to the proposed amendment: Celeste Phillips, on behalf of the applicant, was available to answer any questions. 622 Page of Page 14 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. Deputy Mayor Hough advised that no additional deputations to Council will be permitted with respect to the proposed amendment. A digital recording of the meeting is available for review through the Township’s website. There being no further comments or questions, the meeting adjourned at 7:11 p.m. b) Notice of Public Meeting for Proposed Amendments to the Official Plan and Zoning By-Law, 298-302 Shanty Bay Road, Plan 1, E Pt Lot 16, W Pt Lot 16, Pt Blk H and RP 51R-37843, Part 1 and Pt Lots 15 and 16, Pt Blk H, Township of Oro-Medonte, 2014-OPA-01 and 2014-ZBA-02, (Lover's Harbour Inc.). Deputy Mayor Hough called the meeting to order at 7:12 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 a proposed Amendments to the Official Plan and Zoning By-law, Applications 2014-OPA-01 and 2014-ZBA-02 (Lover’s Harbour Inc.), 298-302 Shanty Bay Road and legally described as Plan 1, East Part of Lot 16, West Part of Lot 16, Part of Block H and Registered Plan 51R-37843, Part 1, and Part of Lots 15 and 16, Part of Block H, Township of Oro-Medonte. Notice of the Public Meeting was mailed to landowners within 120m (400 feet) of the specified site on November 19, 2014 and a sign posted on the subject property on November 18, 2014. The Public Meeting notice was also posted on the Township’s website on November 19, 2014. The following correspondence was received at the meeting: Lake Simcoe Region Conservation Authority dated April 17, 2014; County of Simcoe dated March 28, 2014 and December 5, 2014; and correspondence package received December 5, 2014 from residents located at 57 and 65 Barrie Terrace, 35 Hampton Avenue, 420 Ferrier Drive, 2 and 3 Georgina Drive, 21 Crestview Avenue. Andria Leigh, Director, Development Services, explained the purpose and effect of the proposed amendment. A PowerPoint presentation was presented. Cameron Sellers, on behalf of the applicant, provided an overview. A PowerPoint presentation was presented. The following public persons offered verbal comments with respect to the proposed amendment: Hal Roe; Linda Ambrose (2x); Nicola Mitchinson; Eric Chadwick, Mark Porter. Deputy Mayor Hough advised that no additional deputations to Council will be permitted with respect to the proposed amendment. 722 Page of Page 15 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. 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 7:49 p.m. 8.Deputations: None. 9.Identification From the Public of an Agenda Item of Interest: 10.Reports of Municipal Officers: a) Robin Dunn, CAO, correspondence received November 24, 2014 from Ontario Ministry of Municipal Affairs & Housing re: Municipal Delegations at OGRA/ROMA Combined Conference, February 22-24, 2015, Deadline January 16, 2015. Motion No. C141210-11 Moved by Coutanche, Seconded by Hall Be it resolved 1. That the correspondence received November 24, 2014 from Ontario Ministry of Municipal Affairs & Housing and presented by Robin Dunn, CAO, re: Municipal Delegations at OGRA/ROMA Combined Conference, Deadline January 16, 2015 be received. 2. And That the CAO arrange the delegations as deemed appropriate. Carried. b) Robin Dunn, CAO re: 2015 Draft Budget Overview. This item will be dealt with the December 17, 2014 Special Council meeting. 822 Page of Page 16 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. c) Report No. FI2014-24, Paul Gravelle, Director, Finance/Treasurer/Deputy CAO re: Statement of Accounts – November 30, 2014. Motion No. C141210-12 Moved by Hall, Seconded by Coutanche Be it resolved 1. That Report No. FI2014-24, Paul Gravelle, Director, Finance/Treasurer/Deputy CAO re: Statement of Accounts, November 30, 2014 be received. 2. And That the accounts for the month of November 2014 totalling $ 4,073,031.94 be received. Carried. d) Report No. FI2014-25, Paul Gravelle, Director, Finance/Treasurer/Deputy CAO re: One Third Tax Free Allowance. Motion No. C141210-13 Moved by Jermey, Seconded by Crawford Be it resolved 1. That Report No. FI2014-25, Paul Gravelle, Director, Finance/Treasurer/Deputy CAO re: One Third Tax Free Allowance be received and adopted. 2. And That Council resolve pursuant to S.283(7) of the Municipal Act, its intention that the one-third of the remuneration paid to elected members of Council shall continue as expenses incident to the discharge of their duties as members of Council. Carried. 922 Page of Page 17 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. e) Report No. DS2014-72, Andria Leigh, Director, Development Services re: 2010-ZBA-04 (Greenvilla (Bass Lake)) 1161 Line 15 North, Concession 2, Part Lot 4 (Orillia), Township of Oro-Medonte \[Refer to Item 15e)\]. Motion No. C141210-14 Moved by Hall, Seconded by Coutanche Be it resolved 1. That Report No. DS2014-72, Andria Leigh, Director, Development Services re: 2010- ZBA-04 (Greenvilla (Bass Lake)) 1161 Line 15 North, Concession 2, Part Lot 4 (Orillia), Township of Oro-Medonte be received and adopted. 2. That Zoning By-law Amendment Application 2010-ZBA-04 (Greenvilla (Bass Lake)), being on Schedule ‘A19’ be approved and that Zoning By-law 97-95, as amended, is hereby further amended by changing the zone symbol applying to the land located in Concession 2, Part of Lot 4, Township of Oro-Medonte (Orillia), from the Agricultural/Rural Exception 90 (A/RU*90) Zone to the Shoreline Residential Exception 255 Holding (SR*255(H)) and the Environmental Protection (EP) Zones as shown on Schedule ‘A’ of proposed By-law No. 2014-200. 3. That the appropriate by-law be brought forward for Council’s consideration. 4. And that the applicant be advised of Council’s decision under the Director, Development Services' signature. Carried. f) Report No. DS2014-73, Andria Leigh, Director, Development Services re: Implementation of Holding Provision – Condition of Consent 2013-B-11 (Morton) \[Refer to Item 15g)\]. Motion No. C141210-15 Moved by Crawford, Seconded by Jermey Be it resolved 1. That Report No. DS2014-73, Andria Leigh, Director, Development Services re: Implementation of Holding Provision – Condition of Consent 2013-B-11 (Morton) be received and adopted. 2. That Schedule ‘A20’ to Zoning By-law 97-95, as amended, is hereby further amended by adding a Holding Provision to the land located in Concession 7, West Part of Lot 5 (Medonte), Township of Oro-Medonte, located at 4015 Line 6 North from the Agricultural/Rural (A/RU) Zone to the Agricultural/Rural Hold (A/RU(H)) Zone; and 3. That the appropriate by-law be brought forward for Council’s consideration. 4. And That the applicant be notified of Council's decision under the Director, Development Services' signature. Carried. 1022 Page of Page 18 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. g) Report No. CS2014-26, Doug Irwin, Director, Corporate Services/Clerk re: Accessibility - 2014 Municipal Election. Motion No. C141210-16 Moved by Hall, Seconded by Macpherson Be it resolved that Report No. CS2014-26, Doug Irwin, Director, Corporate Services/Clerk re: Accessibility - 2014 Municipal Election be received for information only. Carried. h) Doug Irwin, Director, Corporate Services/Clerk re: 2014-2018 Council Term, Outside Agencies, Appointment Opportunities. Motion No. C141210-17 Moved by Jermey, Seconded by Crawford Be it resolved 1. That the correspondence presented by Doug Irwin, Director, Corporate Services/Clerk re: 2014-2018 Council Term, Outside Agencies, Appointment Opportunities be received. 2. That Mayor H.S. Hughes be appointed to the Barrie Area Physician Recruitment Committee for the 2015-1016 Term. 3. And That the Barrie Area Physician Recruitment Committee be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. Motion No. C141210-18 Moved by Crawford, Seconded by Jermey Be it resolved 1. That Councillor Macpherson be appointed to the Lake Simcoe Region Conservation Authority for the 2015-2016 Term. 2. And That the Lake Simcoe Region Conservation Authority be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. 1122 Page of Page 19 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. Motion No. C141210-19 Moved by Hall, Seconded by Jermey Be it resolved 1. That Councillor Hall and Councillor Coutanche be appointed to the Nottawasaga Valley Conservation Authority for the 2015-2016 Term. 2. And That the Nottawasaga Valley Conservation Authority be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. Motion No. C141210-20 Moved by Jermey, Seconded by Crawford Be it resolved 1. That Councillor Coutanche be appointed to the Severn Sound Environmental Association for the 2015-2016 Term. 2. And That the Severn Sound Environmental Association be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. Motion No. C141210-21 Moved by Macpherson, Seconded by Crawford Be it resolved 1. That Councillor Jermey be appointed to the Orillia District Chamber of Commerce for the 2015-2016 Term. 2. And That the Orillia District Chamber of Commerce be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. Motion No. C141210-22 Moved by Jermey, Seconded by Crawford Be it resolved 1. That Councillor Jermey be appointed to the Oro-Medonte Chamber of Commerce for the 2015-2016 Term. 2. And That the Oro-Medonte Chamber of Commerce be advised of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. 1222 Page of Page 20 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. 11.Reports of Members of Council: None. 12.Consent Agenda: a) Announcements of Interest to the Public: 1. Oro Station Community Centre, Tree Lighting Party, December 13, 2014, 5:00p.m. Tree Lighting, 31 Ridge Road East. 2. Notice of Township of Oro-Medonte Administration Office Closure, Friday, December 19, 2014, 12:30-4:30 p.m. 3. Notice of Township of Oro-Medonte Administration Office Closure, Wednesday, December 24, 2014 to Friday, January 2, 2015. 4. Severn Sound Environmental Association, Dufferin Simcoe Stewardship, Township of Oro-Medonte, Tree Seedling Distribution, Order Deadline, Friday, January 16, 2015. b) Minutes of Midland Public Library Board meeting held on October 2, 2014. Staff Recommendation: Receive. c) Correspondence dated October 16, 2014 from Doug Hutchinson, President, Oro Agricultural Society, re: Letter of Appreciation. Staff Recommendation: Receive. d) Nottawasaga Valley Conservation Authority, minutes of October 24, 2014 meeting and highlights of November 28, 2014 meeting. Staff Recommendation: Receive. e) Correspondence dated November 17, 2014 from Charles Gardner, Medical Officer of Health, Simcoe Muskoka District Health Unit re: Input to Municipal Strategic Plans and Official Plans, SMDHU Municipal Election Primer and 2013-2014 Annual Report. Staff Recommendation: Receive. f) Correspondence dated October 28, 2014 from J.W. Tiernay, Executive Director, OGRA re: Board of Directors Nomination and Consent Form, 2015-2016 Term. Staff Recommendation: Receive. Motion No. C141210-23 Moved by Crawford, Seconded by Jermey Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Announcements of Interest to the Public: 1. Oro Station Community Centre, Tree Lighting Party, December 13, 2014, 5:00p.m. Tree Lighting, 31 Ridge Road East. 2. Notice of Township of Oro-Medonte Administration Office Closure, Wednesday, December 24, 2014 to Friday, January 2, 2015. 1322 Page of Page 21 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. 3. Severn Sound Environmental Association, Dufferin Simcoe Stewardship, Township of Oro-Medonte, Tree Seedling Distribution, Order Deadline, Friday, January 16, 2015. b) Minutes of Midland Public Library Board meeting held on October 2, 2014. Received. c) Correspondence dated October 16, 2014 from Doug Hutchinson, President, Oro Agricultural Society, re: Letter of Appreciation. Received. d) Nottawasaga Valley Conservation Authority, minutes of October 28, 2014 meeting and highlights of November 28, 2014 meeting. Received. e) Correspondence dated November 17, 2014 from Charles Gardner, Medical Officer of Health, Simcoe Muskoka District Health Unit re: Input to Municipal Strategic Plans and Official Plans, SMDHU Municipal Election Primer and 2013-2014 Annual Report. Received. Carried. f) Correspondence dated October 28, 2014 from J.W. Tiernay, Executive Director, OGRA re: Board of Directors Nomination and Consent Form, 2015-2016 Term. Staff Recommendation: Receive. Motion No. C141210-24 Moved by Jermey, Seconded by Hall Be it resolved 1. That correspondence dated October 28, 2014 from J.W. Tiernay, Executive Director, OGRA re: Board of Directors Nomination and Consent Form, 2015-2016 Term be received. 2. That Scott Macpherson be nominated for the 2015/2016 Board of Directors of the Ontario Good Roads Association for the South Central Zone. 3. And That the Clerk's Office submit the nomination accordingly. Carried. 1422 Page of Page 22 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Page 23 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. d) Correspondence dated November 24, 2014 from Ann Budge re: Pedestrian Road Sign Request, Both Ends, Line 6 North in Sugarbush. Motion No. C141210-28 Moved by Jermey, Seconded by Crawford Be it resolved 1. That the correspondence dated November 24, 2014 from Ann Budge re: Pedestrian Road Sign Request, Both Ends, Line 6 North in Sugarbush be received and referred to staff for consideration in the 2015 budget process. 2. And That the applicant be notified of Council's decision under the Director, Transportation and Environmental Services' signature. Carried. e) Correspondence dated November 24, 2014 from Ann Budge re: Request to Reduce Speed Limit, Line 6 North, in Sugarbush. Motion No. C141210-29 Moved by Coutanche, Seconded by Macpherson Be it resolved 1. That the correspondence dated November 24, 2014 from Ann Budge re: Request to Reduce Speed Limit, Line 6 North, in Sugarbush be received and referred to staff for a report. 2. And That the applicant be notified of Council's decision under the Director, Transportation & Environmental Services' signature. Carried. f) Correspondence dated November 21, 2014 from Jim Sammon, Principal, OD/Park Secondary School re: Request for School Naming Committee Representative. Motion No. C141210-30 Moved by Crawford, Seconded by Jermey Be it resolved 1. That the correspondence dated November 21, 2014 from Jim Sammon, Principal, OD/Park Secondary School re: Request for School Naming Committee Representative be received. 2. That Councillor Jermey be appointed as the Township Representative for the School Naming Committee Representative. 3. And That the applicant be notified of Council's decision under the Mayor's signature. Carried. 1622 Page of Page 24 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. g) Correspondence received November 28, 2014 from Lee Hanson, Annual Fund Coordinator, Lake Simcoe Conservation Foundation re: 27th Annual Conservation Dinner, Wednesday, May 27, 2015, The Manor Carry Place Golf and Country Club, 16750 Weston Road, King. Motion No. C141210-31 Moved by Hall, Seconded by Hough Be it resolved that the correspondence received November 28, 2014 from Lee Hanson, Annual Fund Coordinator, Lake Simcoe Conservation Foundation re: 27th Annual Conservation Dinner, Wednesday, May 27, 2015, The Manor Carry Place Golf and Country Club, 16750 Weston Road, King be deferred until the last Council meeting in March 2015. Carried. Motion No. C141210-32 Moved by Hall, Seconded by Coutanche Be it resolved 1. That the correspondence received November 28, 2014 from Lee Hanson, Annual Fund Coordinator, Lake Simcoe Conservation Foundation re: 27th Annual Conservation Dinner, Wednesday, May 27, 2015, The Manor Carry Place Golf and Country Club, 16750 Weston Road, King be received. 2. That ___________________ be authorized to attend without per diem. 3. And That the Clerk's Office RSVP accordingly. Deferred. h) Correspondence dated December 2, 2014 from Julia DeDecker, AECOM Canada Ltd. re: Highway 11 Rehabilitation: Shelswell/Willow Creek Culvert Replacement - Letter to Request Exemption from the Township of Oro-Medonte Noise By-Law No. 2012-167. Motion No. C141210-33 Moved by Jermey, Seconded by Crawford Be it resolved 1. That the correspondence dated December 2, 2014 from Julia DeDecker, AECOM Canada Ltd. re: Highway 11 rehabilitation: Shelswell/Willow Creek Culvert Replacement - Letter to Request Exemption from the Township of Oro-Medonte Noise By-Law No. 2012-167 be received. 2. That an exemption be granted to the Township Noise By-law No. 2012-167 for the replacement of the culvert crossing Highway 11 at Shelswell/Willow Creek and conducted in accordance as outlined in the December 2, 2014 correspondence. 3. And That the applicant be notified of Council's decision under the Director, Corporate Services/Clerk's signature. Carried. 1722 Page of Page 25 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. i) Correspondence received December 1, 2014 from Municipal Affairs and Housing re: Age- Friendly Community Planning Grant. Motion No. C141210-34 Moved by Coutanche, Seconded by Macpherson Be it resolved 1. That the correspondence received December 1, 2014 from Ministry of Municipal Affairs and Housing re: Age-Friendly Community Planning Grant be received. 2. And that staff bring forward a grant application for Council’s consideration at the January 14, 2015 Council meeting. Carried. 14.Notice of Motions: None. 15.By-Laws: b) By-Law No. 2014-197: A By-law to Authorize the Execution of the Ontario Community Infrastructure Fund – Formula-Based Funding Contribution Agreement between Her Majesty the Queen in Right of Ontario, as represented by the Minister of Agriculture, Food and Rural Affairs and The Corporation of the Township of Oro- Medonte. d) By-Law No. 2014-199: A By-law to Repeal By-laws 2011-013 and 2013-182 Being a By-law to Govern the Proceedings of the Committee of Adjustment in the Township of Oro-Medonte. e) By-Law No. 2014-200: A By-law to amend the zoning provisions which apply to the lands located at 1161 Line 15 North, Concession 2, Part of Lot 4 (Orillia), Township of Oro-Medonte 2010-ZBA-04 (Greenvilla (Bass Lake)). f) By-Law No. 2014-201: A By-Law to Amend By-Law, 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). g) By-Law No. 2014-202: A By-law to amend the zoning provisions which apply to lands within Concession 7, West Part of Lot 5 (Medonte), Township of Oro-Medonte, by placing a Holding (H) Provision on the lands (Morton). 1822 Page of Page 26 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. Motion No. C141210-35 Moved by Macpherson, Seconded by Coutanche Be it resolved that b) By-Law No. 2014-197: A By-law to Authorize the Execution of the Ontario Community Infrastructure Fund – Formula-Based Funding Contribution Agreement between Her Majesty the Queen in Right of Ontario, as represented by the Minister of Agriculture, Food and Rural Affairs and The Corporation of the Township of Oro- Medonte. d) By-Law No. 2014-199: A By-law to Repeal By-laws 2011-013 and 2013-182 Being a By-law to Govern the Proceedings of the Committee of Adjustment in the Township of Oro-Medonte. e) By-Law No. 2014-200: A By-law to amend the zoning provisions which apply to the lands located at 1161 Line 15 North, Concession 2, Part of Lot 4 (Orillia), Township of Oro-Medonte 2010-ZBA-04 (Greenvilla (Bass Lake)). f) By-Law No. 2014-201: A By-Law to Amend By-Law, 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). g) By-Law No. 2014-202: A By-law to amend the zoning provisions which apply to lands within Concession 7, West Part of Lot 5 (Medonte), Township of Oro-Medonte, by placing a Holding (H) Provision on the lands (Morton). be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 1922 Page of Page 27 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. a) By-Law No. 2014-194: A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law No. 2013-054. Motion No. C141210-36 Moved by Crawford, Seconded by Jermey Be it resolved that By-Law No. 2014-194:A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro- Medonte and to Repeal By-law No. 2013-054 be read a first, second and third time, as amended, to establish a regular meeting schedule of the 2nd and 4th Wednesday of the month with the exception of July, August and December with the 2nd Wednesday being a day meeting and the 4th Wednesday being an evening meeting and to retain the current practice of posting agendas on the 1st business day of the week and retaining 48 hours as opposed to the proposed 4 calendar days, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. c) By-Law No. 2014-198: A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2011-010. Motion No. C141210-37 Moved by Jermey, Seconded by Crawford Be it resolved that By-Law No. 2014-198: A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2011-010 be read a first, second and third time, as amended, to establish the Development Services Committee meeting on the 1st Wednesday of each month with the exception of July and August as further defined, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Recorded Vote Requested by Councillor Jermey Councillor Jermey Nay Councillor Macpherson Yea Councillor Coutanche Yea Councillor Crawford Yea Councillor Hall Yea Deputy Mayor Hough Yea Mayor H.S. Hughes Yea 2022 Page of Page 28 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Page 29 of 270 5.b) Minutes of Council meeting held on December 10, 2014. Council Meeting Minutes – December 10, 2014. 19.Adjournment: a) Motion to Adjourn. Motion No. C141210-41 Moved by Coutanche, Seconded by Macpherson Be it resolved that we do now adjourn at 7:50 p.m. Carried. ____________________________ ____________________________ Mayor, H.S. Hughes Clerk, J. Douglas Irwin 2222 Page of Page 30 of 270 5.c) Minutes of Special Council meeting held on Wednesday, D... The Township of Oro-Medonte Special Council Meeting Minutes Council Chambers Wednesday, December 17, 2014Time: 11:09 a.m. 2014-2018 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Barb Coutanche Councillor Scott Macpherson Councillor Phil Hall Councillor John Crawford Councillor Scott Jermey Staff Robin Dunn, Chief Administrative Officer; Paul Gravelle, Director, Present: Finance/Treasurer/Deputy CAO; Doug Irwin, Director, Corporate Services/Clerk; Jerry Ball, Director, Transportation & Environmental Services; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate & Strategic Initiatives; Shawn Binns, Director, Recreation and Community Services; Hugh Murray, Fire Chief; Tamara Obee, Manager, Health & Safety, Human Resources; Michelle Jakobi, Operations Technologist; Shannon Stewart, Deputy Treasurer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Darcy Brooke- Bisschop, Coordinator, Economic Development/Communications Also Ann Truyens Present: 1.Call to Order - Private Prayer/Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer/moment of reflection. 13 Page of Page 31 of 270 5.c) Minutes of Special Council meeting held on Wednesday, D... Special Council Meeting Minutes – December 17, 2014. 2.Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. SC141217-1 Moved by Hall, Seconded by Coutanche Be it resolved that the agenda for the Special Council meeting of Wednesday, December 17, 2014 be received and adopted. Carried. 3.Disclosure of Pecuniary Interest: None declared. 4.Reports of Municipal Officers: a) Robin Dunn, CAO, re: Education or training of members. Motion No. SC141217-2 Moved by Crawford, Seconded by Jermey Be it resolved that the presentations dated December 17, 2014 and presented by Robin Dunn, CAO and the Senior Management Team re: Education or training of Members be received. Carried. b) Robin Dunn, CAO re: 2015 Draft Budget Overview. Motion No. SC141217-3 Moved by Coutanche, Seconded by Macpherson Be it resolved that the memorandum correspondence dated December 17, 2014 and presented by Robin Dunn, CAO re: 2015 Draft Budget Overview be received and that the CAO and Senior Management Team report back in January 2015 to commence the 2015 Budget deliberations as outlined. Carried. 23 Page of Page 32 of 270 5.c) Minutes of Special Council meeting held on Wednesday, D... Special Council Meeting Minutes – December 17, 2014. 5.Questions from the Public Clarifying an Agenda Item: 6.Confirmation By-Law: a) By-Law No. 2014-203: Being a by-law to confirm the proceedings of the Special Council meeting held on Wednesday, December 17, 2014 Motion No. SC141217-4 Moved by Jermey, Seconded by Crawford Be it resolved that By-Law No. 2014-203: Being a by-law to confirm the proceedings of the Special Council meeting held on Wednesday, December 17, 2014 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 7.Adjournment: a) Motion to Adjourn. Motion No. SC141217-5 Moved by Coutanche, Seconded by Hall Be it resolved that we do now adjourn at 5:24 p.m. Carried. ____________________________ ____________________________ Mayor, H.S. Hughes Clerk, J. Douglas Irwin 33 Page of Page 33 of 270 5.d) Minutes of Council meeting held on Wednesday, December ... The Township of Oro-Medonte Council Meeting Minutes Council Chambers Wednesday, December 17, 2014Time: 7:02 p.m. 2014 - 2018 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Barbara Coutanche Councillor Scott Macpherson Councillor Phil Hall Councillor John Crawford Councillor Scott Jermey Staff Present: Robin Dunn, Chief Administrative Officer; Doug Irwin, Director, Corporate Services/Clerk; Jerry Ball, Director, Transportation and Environmental Services; Donna Hewitt, Director, Corporate & Strategic Initiatives; Hugh Murray, Fire Chief; Tamara Obee, Manager, Health and Safety, Human Resources; Janette Teeter, Supervisor, Clerk’s Services/Deputy Clerk; Bonnie McPhee, Coordinator, Human Resources; Helga Abbott, Emergency Services Assistant; Rob Jermey, Deputy Fire Chief; Samah Othman, Supervisor, Communications & Customer Service Also Present: Matthew Balfour; Ian Balfour; Ray, James, Tom McIndoo; Kirk Cahill; Debbie Ball; Janie Newman; Brian Jennett; Don & Chris Summerfield; Scott Andrew; Garry Shoebridge; Allan & Pat Johnson; B & H Mandeville; Randy, Lori Wuensch; Chad & Brooklyn Robinson; Kyle McFadyen; Tayler McFadyen; Frank MacAuly; Teresa Lippai; Trevor Ball; Nicole Bolyea; Chris, Sherry, Parker McCaskie; Dan W.; Diane Cuppage; John Cuppage; Gale Hutchinson; Scott Mitchinson; Ross Jermey; Paul Daoust; Caleb Langman; Roy Mandeville; Dave Britton; Roy Mandeville; Murray, Heather, Emily Langman; Luke Cuppage; Brian English; Murray McDonnell; Gary Watson; Jim Crawford; Paul Herbst; David McArthur; Karl Stout 14 Page of Page 34 of 270 5.d) Minutes of Council meeting held on Wednesday, December ... Council Meeting Minutes – Wednesday, December 17, 2014. 1.Call to Order - Private Prayer/Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a private prayer/moment of reflection. 2.Adoption of Agenda: a) Motion to Adopt the Agenda Motion No. C141217-1 Moved by Coutanche, Seconded by Hall Be it resolved that the agenda for the Council meeting of Wednesday, December 17, 2014 be received and adopted, as amended, to withdraw Item 4h) Fire Fighter - 33 Years - Retirement. Carried. 3.Disclosure of Pecuniary Interest: None declared. 6.Recognition of Achievements: Mayor H.S. Hughes and members of Council recognized the following Full-Time Township Employees and Fire Fighters: a) Full-Time Township Employees - 15 Years. Marie Ball Paul Gravelle Chad Robinson Gary Watson b) Full-Time Township Employees - 25 Years. Rayburn McIndoo Randy Wuensch c) Full-Time Township Employee - 30 Years. Dean Mawdsley 24 Page of Page 35 of 270 5.d) Minutes of Council meeting held on Wednesday, December ... Council Meeting Minutes – Wednesday, December 17, 2014. d) Full-Time Township Employee - 35 Years. Jerry Ball e) Fire Fighters - New Recruits. Station 1 Chris McCaskie Station 2 Elliott Burton Luke Cuppage Station 3 Matthew Balfour Kyle McFadyen Station 4 Caleb Langman Station 5 Christina Steele Station 6 Teresa Lippai Karl Stout f) Fire Fighter - 20 Years - Federal. Paul Herbst Roy Mandeville g) Fire Fighter - 25 Years - Provincial. Hugh Murray h) Fire Fighter - 33 Years - Retirement. This item was withdrawn. i) Fire Fighter - 35 Years - Provincial. Robert Jermey John Cuppage 34 Page of Page 36 of 270 5.d) Minutes of Council meeting held on Wednesday, December ... Council Meeting Minutes – Wednesday, December 17, 2014. 5.Confirmation By-Law: a) By-Law No. 2014-191: Being a By-Law to Confirm the Proceedings of the Council Meeting Held on Wednesday, December 17, 2014. Motion No. C141217-2 Moved by Hall, Seconded by Coutanche Be it resolved that By-Law No. 2014-191:Being a By-Law to Confirm the Proceedings of the Council Meeting Held on Wednesday, December 17, 2014, be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 6.Adjournment: a) Motion to Adjourn Motion No. C141217-3 Moved by Jermey, Seconded by Macpherson Be it resolved that we do now adjourn at 7:30 p.m. Carried. Refreshments were served. ____________________________ ____________________________ Mayor, H.S. Hughes Clerk, J. Douglas Irwin 44 Page of Page 37 of 270 5.e) Minutes of Special Council meeting #1 held on Wednesday... Page 38 of 270 5.e) Minutes of Special Council meeting #1 held on Wednesday... Page 39 of 270 5.e) Minutes of Special Council meeting #1 held on Wednesday... Page 40 of 270 5.e) Minutes of Special Council meeting #1 held on Wednesday... Page 41 of 270 5.e) Minutes of Special Council meeting #1 held on Wednesday... Page 42 of 270 5.f) Minutes of Special Council meeting #2 held on Wednesday... Page 43 of 270 5.f) Minutes of Special Council meeting #2 held on Wednesday... Page 44 of 270 5.f) Minutes of Special Council meeting #2 held on Wednesday... Page 45 of 270 5.f) Minutes of Special Council meeting #2 held on Wednesday... Page 46 of 270 10.a) Report No. FI2015-01, Paul Gravelle, Director of Finan... Page 47 of 270 10.a) Report No. FI2015-01, Paul Gravelle, Director of Finan... Page 48 of 270 10.a) Report No. FI2015-01, Paul Gravelle, Director of Finan... Page 49 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... MANAGEMENT ASSET PLAN Page 50 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 2 of 22 life determined of Useful consists municipalities. was bridges bridges of aĻķƚƓƷĻ͸ƭźƓǝĻƓƷƚƩǤ of other life useful to comparison years. BRIDGES compilation, 60 Oro be and of to inventory managers Township determined aĻķƚƓƷĻ͸ƭğƭƭĻƷ senior The was 2012, with bridges 31, discussion December Expectancy ƚǞƓƭŷźƦ͸ƭ Oro structures. of Inventory through part of Life the AsAs Page 51 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 3 the of developed. life useful 22 remaining14 1 remaining4remaining1remaining2 follows: remaining be will system as on summarized based rating condition condition BRIDGES be can asset bridges a evolves, determine 14.98%. ƒǒƓźĭźƦğƌźƷǤ͸ƭ process remaining Medontewill is remaining management the life of lifelife life useful Assessment life usefuluseful condition Oro useful useful asset Of 100% 60%80% Township life 20% the theaverage useful tototo Condition As such,to 40.01%60.01%80.01% asset. 0.01%Total TheThe No As Page 52 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 4 annual is bridges An replacement. eliminated. of replacement been asset 7,090,9606,415,338 675,622 641,534150,000491,534 contribution23.38% has finance when shortfall 2023$2013/12/31$$required$reserve$Shortfall$ available to reserve funding below: are BRIDGES replacement until assessed funds $25,000 sufficient is contribution bridge by ensureannually required a2014 Medontemaintains annual to assets increase of reserve % of as reserve to Replacement the at cost will contributioncontribution the of balance adequacy replacement reserve to to made Oro Contribution contribution Strategy: reserve of Asset annualannual to is Township The Contribution contribution Estimated Financing required. Financing Projected CurrentCurrent AnnualAnnual The Page 53 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 5 senior of years. provision with 60 discussion be the to in determined utilized through are was determined that facilities units 32 was ƚǞƓƭŷźƦ͸ƭ of consistbridges FACILITIES aĻķƚƓƷĻ͸ƭŅğĭźƌźƷźĻƭ of the Total32 Centre1 Centre1Halls61Domes4Halls6Buildings4Pavillions/Shelters6Washrooms3 follows: life of useful life Useful as compilation, categorized municipalities. Oro of inventory be Clinic Township can other Practitioner facilities aĻķƚƓƷĻ͸ƭğƭƭĻƷ Salt/Sand The to 2012, comparison These Substation/Nurse Depots/ 31, services. Arena/Community December Expectancy / Administration and Oro Works room Community municipal of managers Inventory Storage part Change Public Picnic of OPP Fire Life AsAs Page 54 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 6 the of developed. life useful 32 remaining15 remaining2remaining8remaining7remaining9 follows: remaining be will system as on summarized based rating condition condition FACILITIES be can asset bridges a evolves, determine 54.05%. ƒǒƓźĭźƦğƌźƷǤ͸ƭ process remaining Medontewill is remaining management the life of lifelifelife life useful Assessment life usefulusefuluseful condition Oro useful useful asset Of 100% 40%60%80% Township life 20% the theaverage useful totototo Condition As such,to 20.01%40.01%60.01%80.01% asset. 0.01%Total TheThe No As Page 55 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 7 annual is facilities An replacement. eliminated. of replacement been asset 37,305,27336,341,553 741,664375,000 963,720366,664 contribution50.56% has finance when shortfall 2030$2013/12/31$$required$reserve$Shortfall$ available to reserve funding below: FACILITIES are replacement until assessed funds $25,000 sufficient is contribution facility by annually ensure required a2014 Medontemaintains annual to assets increase of reserve % of as reserve to Replacement the at cost will contributioncontribution the of balance adequacy replacement reserve to to made Oro Contribution contribution Strategy: reserve of Asset annualannual to is Township The Contribution contribution Estimated Financing required. Financing Projected CurrentCurrent AnnualAnnual The Page 56 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 8 are follows: that units as categorized Vehicles21sweepers)12vehicles18 Total66 trucks13 resurfacer1Airboat1 66 of consists be can aĻķƚƓƷĻ͸ƭŅƌĻĻƷ vehicles FLEET These Oro services. of backhoes, Township municipal The loaders, of 2012, provision Truck/Passenger (graders, 31, December Fire/Emergency the Equipment Inventory in utilized Heavy of Light Ice As Page 57 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 9 of determined life Useful municipalities. was vehicles years yearsyearsyearsyearsyears 7 of to other trucks14sweepers)20resurfacer10Airboat20vehicles20 Vehicles5 life useful to comparison compilation, FLEET and inventory managers backhoes, follows: aĻķƚƓƷĻ͸ƭğƭƭĻƷ senior loaders, as is with vehicles Truck/Passenger (graders, discussion Fire/Emergency Expectancy ƚǞƓƭŷźƦ͸ƭ Oro Equipment of through part Heavy Light Life the Ice As Page 58 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 10 the of developed. life useful 66 remaining15remaining16remaining12 remaining9remaining6remaining8 remaining be follows: will system on as based summarized rating condition condition FLEET be can asset a evolves, fleet determine 42.94%. ƒǒƓźĭźƦğƌźƷǤ͸ƭ process Medontewill is remaining management the life of lifelifelife life useful Assessment life usefulusefuluseful condition Oro useful useful asset Of 100% 40%60%80% Township life 20% the theaverage useful totototo Condition As such,to 20.01%40.01%60.01%80.01% asset. 0.01%Total TheThe No As Page 59 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 11 annual is vehicles An replacement. eliminated. of replacement asset been 10,812,852 1,041,542 2030$11,854,394 636,051539,000 97,051 contribution84.74% has finance when shortfall 2013/12/31$ $required$$$ available to reserve below: funding are replacement until assessed funds FLEET $30700 sufficient is vehiclecontribution by annually ensure a2014 Medontemaintains reserve annual to assets required increase reserve of reserve to Replacement the Shortfall at of cost will contribution the of balance % adequacy replacement as reserve to to made Oro contribution Contribution contribution Strategy: reserve of Asset annual to is Township The Contribution contribution Estimated Financing required. Financing Projected CurrentCurrent AnnualAnnual The Page 60 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 12 equipment of determined life Useful playground municipalities. was facilities of EQUIPMENT sets of other 14 life aĻķƚƓƷĻ͸ƭŷğƭ useful to comparison years. compilation, 20 PLAYGROUND Oro be and to of inventory managers determined Township municipality. aĻķƚƓƷĻ͸ƭğƭƭĻƷ senior the was 2012, facilities with the 31, throughout discussion December Expectancy ƚǞƓƭŷźƦ͸ƭ Oro of Inventory through part located of Life the AsAs Page 61 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 13 the of developed. life useful Total14 remaining1remaining3 remaining1remaining1remaining1remaining7 follows: remaining be will EQUIPMENT as system summarized on based rating condition condition be can facilities asset PLAYGROUND a evolves, determine 60.80%. ƒǒƓźĭźƦğƌźƷǤ͸ƭ process Medontewillis remaining management the life of lifelifelife life useful Assessment life usefulusefuluseful condition useful Oro useful asset of 100% 40%60%80% Township life 20% the theaverage useful totototo Condition As such,to 20.01%40.01%60.01%80.01% asset. 0.01% TheThe No As Page 62 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 14 This The replacement. the required. of component eliminated. is asset equipment this finance been 752,164675,622725,164 38,16627,000 11,166 contribution70.74% to EQUIPMENT has made playground to shortfall reserve 2013/12/31$ 2032$$required$reserve$Shortfall$ is contribution replacement offunding replacement until annual PLAYGROUND equipment below: $1,000 when An component. by assessed available annually required an 2014 Medontemaintains is assets are equipment contribution increase of funds % of as reserve to Replacement at cost will contributioncontribution sufficient balance playground annual replacement reserve to Oro Contribution contribution Strategy: reserve ensure of Asset the annualannual to Township a of Contribution has to Estimated Financing adequacy Financing Projected CurrentCurrent AnnualAnnual reservereserve The Page 63 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 15 kilometers. following: 558.593 the Kilometers Total582.230 Asphalt444.068treated104.820 Gravel31.800 Concrete1.542 components: of totaled consisted inventory inventory following ROADWAYS subsurface surface the into roadroad divided ƚǞƓƭŷźƦ͸ƭƚǞƓƭŷźƦ͸ƭ is infrastructure thethe 20122012 Subsurface road 31,31, Surface DecemberDecember ƚǞƓƭŷźƦ͸ƭ RoadRoad Inventory Surface ofof The AsAs Page 64 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 16 of determined life Useful municipalities. was roadways of other life useful to ROADWAYS comparison compilation, yearsyears and inventory managers Surface15Subsurface40 aĻķƚƓƷĻ͸ƭğƭƭĻƷ senior is: roadways with discussion Expectancy ƚǞƓƭŷźƦ͸ƭ Oro of through part Life the As Page 65 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 17 the As asset. the of life useful Subsurface follows. Total582.230km558.593km remaining183.463km245.422km remaining40.955km31.523kmremaining82.293km30.336kmremaining153.447km78.712km remaining76.314km88.772kmremaining45.759km83.828km is:31.93%33.15% remaining developed. SurfaceRoad as summarized on be based ROADWAYS will condition system be can rating roadways asset Road condition determine ƒǒƓźĭźƦğƌźƷǤ͸ƭ a evolves, Medontewill remaining the process life oflifelifelife life useful Assessment life usefulusefuluseful condition useful Oro management useful of 100% 40%60%80% Township life20% theaverage useful totototo Condition such, to 20.01%40.01%60.01%80.01% asset0.01% TheThe No As Page 66 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 18 revenue: of sources $1,492,042 required$2,517,126required$1,299,909$3,817,035funding$1,492,042shortfall$2,324,993 following $648,216allocation$618,450royalties$140,000 85,376 charges$ the from 2027$37,756,8882052$51,996,348 funding39.08% ROADWAYS infrastructure road ofbelow: replacement assessed the is contribution Medontefinances required of Replacement annual % as 20132013 funding annual Oro requirementrequirement the ofof ƭǒĬƭǒƩŅğĭĻ Asset Fundingannual fundingfunding tax {ǒƩŅğĭĻƭ adequacy Development Township current gas Financing levyFederal Current AnnualAnnualAnnual CapitalCapital Gravel Total Total wƚğķwƚğķ TheThe Tax Page 67 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 19 road required to relating longer no 1% funds of replacement. increase expire, tax infrastructure dedicated infrastructure ROADWAYS annual road road current to to related allocated its charges Replacement continue re be debt will will Strategy: As municipality charges Asset infrastructure. Financing Financing debt The for Page 68 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 20 TRANSFERS ΑD9b9w!\[ RESERVE $100,000$135,000 $55,000 ΑD9b9w!\[ REPLACEMENT IMPROVEMENTS tototo $20,000$11,000$30,000 INFRASTRUCTURE OTHER EQUIPMENT ofofof IncreaseIncreaseIncrease LAND Page 69 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 70 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 71 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 72 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 73 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 74 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 75 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 76 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 77 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 78 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 79 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 80 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 81 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 82 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 83 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 84 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 85 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 86 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 87 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 88 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 89 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 90 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 91 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 92 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 93 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 94 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 95 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 96 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 97 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 98 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 99 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 100 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 101 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 102 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 103 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 104 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 105 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... 45,0161,188,908247,1741,537,894217,5511,811,4101,258,1671,506,386494,4511,919,63251,6742,205,36536,7302,082,839137,0981,882,741 BALANCE ENDING 2,195,671 OPERATING TRANSFER TO 124,23150,694530,217920,037444,4282,361,797 CAPITAL TRANSFER TO 20081,188,908545525,52570,0907,942528,90094,34020101,811,410334,243528,90090,00020121,919,632476,512334,50056,612 90,0002,262,6922,459,408221,042 TRANSFERS RESERVE MEDONTE OTHER STABILIZATION 201420111,506,386719,491328,90020132,205,365621,558212,683 FUNDING ORO OMPF 2007 OF TOWNSHIP estimated2,082,839381,428 263,143 BUDGET SURPLUS PRIOR YEAR OF 20071,497,06720091,537,894 BEGINNING SUMMARY BALANCE 2014 Page 106 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 107 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 108 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 109 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 110 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 111 of 270 10.b) Paul Gravelle, Director of Finance/Treasurer/Deputy CA... Page 112 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 113 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 114 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 115 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 116 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 117 of 270 10.c) Robin Dunn, CAO and Senior Management Team re: 2015 Ca... Page 118 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... ORO MEDONTE ARENA CONSTRUCTION/PROJECT MANAGEMENTREPORT OM,ON RO EDONTE REPORT NO. 08 October 31, 2014 Prepared by: Distribution: Steenhof Building Services GroupShawn Binns Township of Oro Medonte 126 Mississaga Street East Orillia, ON J.Emmons, J.Steenhof Steenhof Building Services L3V 1V7 Page 119 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro Medonte Community Centre Construction Report No. 8 October 31, 2014 The Township of Oro Medonte 148 Line 7 South Oro, ON L0L 2X0 Attention: Shawn Binns Re:Community CentreExpansion, Phase I, Oro Medonte Community Centre Oro Medonte, ON Dear Shawn, This report is intended to provide you with anoverview of the ongoing activities on the project. Hopefully it provides you and the Township with valuable information as the project progresses. Yours truly, Steenhof Building Services Group David Jefferies, Project Manager - 2- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 120 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro Medonte Community Centre Construction Report No. 8 TC ABLE OF ONTENTS 1.0PO ROJECT VERVIEW 1.1 Financial Status Overview .................................................................................................................... 4 1.2 Schedule Status Overview ................................................................................................................... 4-5 2.0 FINANCIALREPORT 2.2Change Order Summary ...................................................................................................................... 6-10 2.3 Un-Resolved Changes ....................................................................................................................... 11-13 2.4 Time and Material Work ..................................................................................................................... 13 2.5 Cash Allowances ................................................................................................................................ 13 3.0P ..................................................................................................................................................... 13-15 URCHASING 4.0 SCHEDULE UPDATE 4.1 Schedule of Ongoing Activities........................................................................................................... 15 4.2 Problems and Solutions ..................................................................................................................... 15 5.0’ RFIS AND SITE INSTRUCTIONS 5.1 RFI Log .............................................................................................................................................. 16-17 5.2 Site Instruction Log ............................................................................................................................ 17 6.0 SAFETY 6.1 Safety Update .................................................................................................................................... 18 7.0 PROJECT CLOSEOUT 7.1Acceptance of Work ........................................................................................................................... 18 7.2 Manuals/Warranties/As-Builds ........................................................................................................... 18 7.3System Commissioning ...................................................................................................................... 18 8.0 ................................................................................................................................. 19-22 PROGRESS PHOTOGRAPHS AA PPENDIX AB PPENDIX - 3- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 121 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro Medonte Community Centre Construction Report No. 8 1.0PROJECTOVERVIEW Financial Status Overview 1.1 Please see attached Appendix A for a summary of the current financial status of the project. Joe Emmons from SBSG has updated the spreadsheet to reflect purchasing and expenditures since the last report and other changes. There is a current projected cost over-run abovetheCouncil approved budget of $3,629,387. See attached Appendix Afor details. An overrun has been consistent on the project for some time now. Weremind the Township that there is always financial risk in any construction project, and that in this CM format, there is continued risk until project completion. We are done withthe major purchasing but there is some inherent riskwith the schedule – there is about 1.5 months of work left to complete and it would not be out of the ordinary to encounter adjustments and additional work as the mechanical and electrical systems get advancedtowards completion. Ageneral contingency of $152,155 (5% of initial costs estimates)remains included in the budget however,it will be too low to cover the costs falling into this categoryas predicted. It is our understanding that the Township has also developed financial contingency plansoutside the bounds of this reportbut we are not aware of those specifics. Change Orders are captured in Section 2 as is a listing of any Unresolved Changes. These unresolved changes arestillbeing worked through. Some are a result of scope changes, some a result of unknown existing conditions, and some a result of design adjustments.We have done our best throughout construction to keep the budget updated as the financial information becomes available as well as advise the Township about potential risk areas as they relate to budget overruns. Schedule Status Overview 1.2 Sliding doorsare now installed. The rink area proper is nearing completion- boards, netting and glass. The mechanical, electrical roughin is now nearing completion. Refrigerationplant is almost done and ready for startup. The fire tanks are mostly done and septic is just getting final tie-in. Siding is ongoing as is drywall, painting and flooring is just about to start(prep is underway). We are stilltracking towardshaving the bulk ofthe work complete nearend ofNovemberwith startups, deficiencies, commissioning etc.happening in early and mid-December.This would presumably allowmove-inand operational startup bythe Oro staff to get ice operationalaroundChristmas time. - 4- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 122 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro Medonte Community Centre Construction Report No. 8 Although these projections appear realistic at this time, there is never complete certaintyand we advise the Township to continue with contingency planningin case of unforeseen issueswith equipment problems etc. 2.0FR INANCIAL EPORT See attached updated financial forecastspreadsheet. This spreadsheet has been updated with a detailed breakdown of the sub-trade pricing as it has becomeknown after the Tenders and prices are received and evaluated. (See Appendix A.)The report shows that the current SBSG projection given the known costs. In report #2, presented to Council, suggestions were made for consideration to be given to reducethe scope of the project in light of projected overruns.However,Council decidedto proceed with the full scope of the project in spite of aprojected overrunat that time.We have also included Appendix B outlining some of the significant variances from the original estimate. Again, thefollowing other considerations should be noted within the overall financial considerations of the project: The completion date willhave a financial impact to the project- some costs reoccur weekly until project completion- i.e.somesite labour, the Site Superintendent wage, trailer rental, etc. Asphalt patching andany new asphalt isnot currently part of theprojectbudget but the Township is proceeding with somepatch work this fall. Theassociated granular work was manageddirectly by the Township There is no formal landscape design as part of the project ITservicesarebe providedby Oro-nothinginthe current scopes of work other than someconduit roughin. - 5- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 123 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 124 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 125 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 126 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 127 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 128 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 129 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 130 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 131 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 132 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 133 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 5.0RFI’AND SITE INSTRUCTIONS S 5.1RFI Log 6.0RFI Date Response SBSG No.ContractorSubjectSubmittedDateNo.CommentsStatus 1HorsepowerElectrical –Branch April 25, April 28, Completed Submitted by: Conduit and 20142014 Horsepower Junction Boxes Electric Answered by: Electrical Department 2HorsepowerArena LightingApril 25, April 28, Completed Submitted by: 20142014 Horsepower Electric Answered by: Electrical Department 3Steelcon180-1 Structural-April 28, April 29, Completed Submitted by: Underside of Base 20142014 Steelcon Plates Answered by: Structural Department 4Steelcon180-2 Structural-April 28, N/AIn Progress Submitted by: Exterior Trim 2014With the Steelcon coloursowner Answered by: Architectural Department 5SteelconRigid FrameMay 1, May 1, Completed Submitted by: 20142014 Steelcon Answered by: Architectural Department 6SiteArchitectural-May 7, May 7, Completed Submitted by: SextonsColumn and Toilet 20142014 Steve Morrison McGrathPositioning Answered by: Architectural Department 7Steelcon180-5 Structural-May 7, N/ACompleted Submitted by: Gridlines and 2014 Steelcon Anchor Bolt Design Answered by: James Worrall 8Steelcon180-3 Confirmation May 2, May 6, Completed Submitted by: of Wall type20142014 Steelcon Answered by: James Worrall 9Steelcon180-4 Section and May 2, May 8, Completed Submitted by: Elevation GL A20142014 Steelcon - 16- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 134 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 6.0RFI Date Response SBSG No.ContractorSubjectSubmittedDateNo.CommentsStatus Answered by: James Worrall 10SiteBuilding out of May 9, Completed Steelconsquare2014 11GE SallowsDoor clarificationMay 14,Completed th Submitted by: GE 2014 Sallows Answered by: James Worrall 12NorweldAdditional Joist, and May 21,Completed th dimension 2014 verification 13NorweldDimension May 28, th verification2014 14Josh and Incoming well water June 25, July 7, 14 Jamesdesign20142014 5.2 Site Instruction Log Job Site Date of Last Instruction No.DescriptionQuoteValueStatus/Comment JSI-S1Temporary Engineered Shoring for SiteN/AN/A Instruction by Structural to Site JSI-S2 Transition Detail for Existing Rink N/AN/AInstruction by Structural to Site Slab JSI-S3 Temporary Shoring at Existing Load N/AN/A Instruction by Structural to Bearing WallSite JSI-S4 Rebar Detail on Pre-Engineered Pad N/AN/AInstruction by Structural to Trades Footings/Piers JSI-A2Relocation of the Refrigeration Room N/AN/AInstruction by Architectural to EntranceTrades JSI-ElRink LightingN/AN/AInstruction by Architectural to Trades - 17- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 135 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 6.0SAFETY 6.1 Safety Update Leader Industries has been retained by the Township and SBSG to perform safety orientation consulting services for the project. They are performing routine audits during construction to help ensure compliance with the OHSA as well as the safety policies and procedures of the Township.There are currently no concerns around safety from any of the Team members.SBSG asks the entire Team at each site meeting whether there are concerns or not, andnothing notable has been raised. The public does use the adjacent fields and parking becomes quite crowded at night and on weekends but the parking is outside the perimeter fencing of the project. The MOL has not visited the site recently. 7.0PROJECTCLOSEOUT 7.1 Acceptance of Work SBSG Consultants have been reviewing the process during construction to help ensure compliance of the sub tradeswith the contract design. The building department is also called at appropriate intervals to ensure proper inspections by them are being completed. 7.2 Manuals/Warranties/As-Build’s SBSGwill be preparing O&M manuals as sub-trade submittals are approved. As-built drawings are being maintained as well.SBSGwill update the IFC drawings with any Site Instruction, RFI responses, or Change Orders issued. The Site Super will maintain a record set on site noting any changes made at the site level. 7.3 Systems Commissioning There will be commissioning of the building as we approach the completion of the project. Typically, the mechanical systems require the most commissioning. There is not a formal commissioning agent involved in the project- the mechanical sub-trade will be responsible to commission their own systems as well as the rink plant subcontractor. We have asked for dates and details of the commissioning/ owner demonstration of the various systems and will be confirming those in early November. - 18- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 136 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 8.0PROGRESSPHOTOGRAPHS - 19- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 137 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 - 20- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 138 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 - 21- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 139 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Oro MedonteCommunity Centre Monthly Construction Report No. 8 - 22- OCTOBER 31, 2014126 MISSISSAGA STREET EAST, ORILLIA, ON L3V 1V7705.325.5400 WWW.STEENHOFBUILDING.COM Page 140 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Reduced budget based on estimated cost to complete Increase in budget to allow for cost to completeIncrease in budget to allow for cost to completeIncrease in budget to allow for cost to completeIncrease in budget to allow for cost to complete /ƚƒƒĻƓƷƭ 38490 3578 Joseph G. Emmons, MRICS, PQS Change order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budgetChange order increased budget Change order reduced budget Township of Oro Medonte GFA (m2)GFA (sf) tƩƚƆĻĭƷĻķ ğƩźğƓĭĻ $51,159 -$2,800 $9,300$8,000$4,640$1,498$7,251$6,450$2,760$9,450$3,291 -$439-$255 $740$375$523$374 Estimate Review: Estimator : Customer : Complete Renovation - Oro Medonte Community Center Slab on Grade Pour and Finish - No Change Order Toilet and Bath Accessories - Change Order #58 Common Work Electrical - Change Order #60 5ĻƭĭƩźƦƷźƚƓ Project Variance for October Budget Gypsum Board - Change Orders - #48 Painting - Change Orders - #52.1 Painting - Change Orders - #43Painting - Change Orders - #51Painting - Change Orders - #62 Misc. Site Labour - Contracted Flooring - Change Order #63 Toilet and Bath Accessories Steel - Change Order - #45Steel - Change Order - #46Steel - Change Order - #61 Concrete Supply for Slabs Small Tools & Rentals November 4, 2014 S-13025 Page 141 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 142 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 143 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 144 of 270 10.d) Shawn Binns, Director, Recreation and Community Servic... Page 145 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 146 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 147 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 148 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 149 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 150 of 270 10.e) Report No. CSI2015-01, Donna Hewitt, Director, Corpora... Page 151 of 270 Grants Ontario: Grant OpportunitiesPage 1of 3 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Age-Friendly Community Planning Grant Description Age-friendly communities promote healthy and active aging. People in age-friendly communities are supported in maintaining their independence and have access to the community supports and services they require. The new Age-Friendly Community Planning Grant will offer a total of up to $1.5 million over two years for short and longer-term projects. Funding will support local governments and community organizations to undertake strategic planning with a focus on seniors as outlined in the Age-Friendly Community Planning Guide and lead to the development of local aging plans that will eventually be implemented, evaluated and improved upon. Deadline All applications must be submitted by Friday January 30, 2015, 5:00pm EST. Applications must include letters of support, as applicable. Applicants have until Tuesday March 31, 2015 to submit a copy of the local government council resolution supporting age-friendly community planning and the application. The Grants Ontario system will allow applicants to access their application and upload the resolution document until March 31, 2015, but no other changes to the application will be possible after the January 30, 2015 closing date. Eligibility Requirements The following groups are eligible to apply for funding: •Local government: o Municipalities (Single-tier, Upper-tier or Lower-tier municipalities) o District Social Services Administration Boards o First Nations, Inuit, Métis and organizations with the support of local band councils. Page 152 of 270 http://www.grants.gov.on.ca/GrantsPortal/en/OntarioGrants/GrantOpportunities/PRDR0130...1/6/2015 Grants Ontario: Grant OpportunitiesPage 2of 3 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... •Community organizations must: o Be not-for-profit; o Be incorporated; o Have been in operation for at least one year prior to application. o Applicants must include at the minimum a letter of endorsement from the local government by the application deadline of January 30, 2015. o Local government must approve a council resolution demonstrating support of age-friendly community planning. Applicants will have up to March 31, 2015 to submit this resolution in support of their application. Municipalities should consider working together with their accessibility advisory committee (AAC) if one has been established. Municipalities with more than 10,000 residents should have an AAC in place. The work these committees do can make a real difference for people with disabilities in their communities. For more information on AACs, please visit: http://ontario.ca/bxwp Partnerships and collaboration at the local level are encouraged. One municipality or community organization may apply on behalf of a group of communities where local age-friendly action plans will benefit a broader community or multiple neighbouring municipalities. Alternatively, neighbouring municipalities who collaborate on local planning initiatives may each apply for funding for the development of age-friendly community planning activities that would be shared and would benefit all partnering communities. Program Guidelines Age-Friendly Community Planning Grant Program Guidelines and Application Guide Contacts Please read these Program Guidelines completely. If you have any questions about the Age-Friendly Community Planning Grant or potential planning projects that you are considering, please do not hesitate to contact the Regional Advisor for your area. The list of your Regional Advisors is located here: http://ontario.ca/byy6 Need technical assistance with your application? Page 153 of 270 http://www.grants.gov.on.ca/GrantsPortal/en/OntarioGrants/GrantOpportunities/PRDR0130...1/6/2015 Grants Ontario: Grant OpportunitiesPage 3of 3 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Call 1-855-216-3090 or 416-325-6691 Email: grantsontariocs@ontario.ca If you have not registered with Grants Ontario, please register immediately and allow at least 5 business days for processing. If you are currently registered with ONe-key, you do not have to register again. Last updated: November 24, 2014 •© Queen's Printer for Ontario, 2009-2010 •Important Notices LAST MODIFIED: NOVEMBER 24, 2014 Page 154 of 270 http://www.grants.gov.on.ca/GrantsPortal/en/OntarioGrants/GrantOpportunities/PRDR0130...1/6/2015 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 155 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 156 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 157 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 158 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 159 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 160 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 161 of 270 10.f) Donna Hewitt, Director, Corporate & Strategic Initiati... Page 162 of 270 10.g) Doug Irwin, Director of Corporate Services/Clerk re: 2... Page 163 of 270 11.a) Mayor H.S. Hughes re: Donations to Township Projects. Page 164 of 270 12.a) Announcements of Interest to the Public: Severn Sound ... OYSTN RDER OUR PRING REES OW DJ16 EADLINE ANUARY TH Severn Sound Environmental Association is once again working with Dufferin Simcoe Stewardship and the Township of Oro-Medonte to distribute tree seedlings. Property owners can purchase reasonably priced, native tree and shrub seedlings for planting in early spring. Tree seedlings must be pre-ordered. The deadline for ordering is th Friday, January 16, 2015. Seedlings are bare-root plants (i.e., not potted) and are sold in bundles of 10. The age, size and cost of seedlings varies by species: seedlings are 2 to 4 years Prices range from $14 to $20 per bundle. Visit www.severnsound.ca/trees.htm for full program details \[including instructions for ordering, species selection guide, site preparation information, and answers to Frequently Asked Questions\], or telephone Michelle Hudolin, Severn Sound Environmental Association (705-527-5166 ext. 202). Red Oak White Spruce (bundle of 10 seedlings) (bundle of 10 seedlings) Page 165 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... NO. BOD-10-14 Friday, October 24, 2014 120 Bayview Parkway, Newmarket, ON MINUTES LSRCA Board Members Present: LSRCA Staff Present: Regional Councillor D. Bath, Chair M. Walters, Chief Administrative Officer Mayor G. Dawe, Vice-Chair R. Baldwin, Acting General Manager, Watershed Management Regional Councillor J. Ballinger B. Kemp, General Manager, Conservation Lands Councillor P. Craig R. Jarrett, General Manager, Communications & Education Councillor D. Crake J. Lee, General Manager, Corporate & Financial Services Regional Councillor B. Drew T. Barnett, Coordinator, BOD/CAO, Project & Services Councillor A. Eek B. Booth, Manager, Planning, Regulations & Enforcement Councillor D. Evans K. Brygidyr, Manager, Education Councillor K. Ferdinands S. Jagminas, Communications Specialist Mayor V. Hackson K. Kennedy, Lands Securement Officer Councillor B. Haire C. Taylor, Executive Director, Lake Simcoe Conservation Foundation Councillor D. Kerwin K. Yemm, Manager, Corporate Communications Councillor S. Strangway Guests Regional Councillor D. Wheeler Calvin Brook, Brook McIlroy Architects Paul Sorrie, Brook McIlroy Architects Regrets: Councillor M. Baier Mr. E. Bull Mayor A. Orsi Councillor B. Ward I.DECLARATION OF PECUNIARY INTEREST None noted for the record of this meeting. II.APPROVAL OF THE AGENDA Moved by: J. Ballinger Seconded by: D. Wheeler BOD-157-14 RESOLVED THAT the content of the Agenda for the October 24, 2014 meeting of the LSRCA Board of Directors be approved as presented. CARRIED III.ADOPTION OF THE MINUTES a)Board of Directors September 26, 2014 Moved by: S. Strangway Seconded by: V. Hackson Page 166 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 2 of 8 BOD-158-14 RESOLVED -09-14 held on Friday, September 26, 2014 be approved as printed and circulated. CARRIED a)Conservation Ontario Council Meeting September 30, 2014 Pages 12-20 Included in the agenda was a copy of minutes of Conservation Ontario Council Meeting #3/14 held on Monday, September 30, 2014. Moved by: P. Craig Seconded by: D. Evans BOD-159-14 RESOLVED THAT the minutes of Conservation Ontario Council Meeting #3/14 held on Monday, September 30, 2014 be received for information. IV.ANNOUNCEMENTS a)LSRCA Annual Conservation Awards Evening General Manager, Communications and Education, Reneé Jarrett reminded Board members that th Annual Conservation Awards are set to take place on Thursday, November 6 from 6:00 p.m. to 8:30 p.m. n.odell@lsrca.on.ca. b)Your Guide to Applying for Permits Acting General Manager, Watershed Management, Rob Baldwin directed Board members to new Guide to Applying for Permits, which was handed out at the meeting, noting that these new permit guides will be distributed to municipal building departments to increase awareness to residents by directing those seeking permits to LSRCA as part of their permit application process. Acting GM Baldwin also noted that the Environmental Regulations Analysts work out of municipalities certain days of the month to save Newmarket offices. Some suggestions made by Board members on raising awareness to the permitting process included making deputations at Council meetings and meeting with real estate boards. V.DEPUTATIONS There were no deputations for this meeting. VI.HEARINGS There were no hearings for this meeting. VII.PRESENTATIONS a)Scanlon Creek Education Facilities Enhancement Study General Manager, Communications and Education, Reneé Jarrett introduced consultants Calvin Brook and Paul Sorrie from Brook McIlroy, who were in attendance to share their findings of the Scanlon Creek Education Facilities Enhancement Study, which they have been working with staff on over the Page 167 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 3 of 8 past few months. Mr. Brook advised Board members that the study primarily focused on the Nature Centre and the Beach House, and he then provided an overview of the existing facilities, noting some of the challenges and limitations faced by staff in running the Outdoor Education Program. Mr. Brook provided some scenarios to enhance or rebuild the Nature Centre, as well as a revitalization option for the Beach House, with all options positioning LSRCA for increased service capacity not only for the Outdoor Education Program, but also for meeting space and event hosting. CAO Mike Walters added that this study gives staff the required information going forward, and that much work needs to be done before any decisions will be made, including the completion of a Strategic Plan by March 2015. Moved by: J. Ballinger Seconded by: A. Eek BOD-160-14 RESOLVED THAT the presentation by Brook McIlroy regarding the Scanlon Creek Education Facility Enhancement Study - Findings and Recommendations be received for information. CARRIED General Manager, Communications & Education, Reneé Jarrett, had prepared Staff Report No. 68-14-BOD regarding the presentation by Brook McIlroy, which was included in the agenda package. Moved by: V. Hackson Seconded by: S. Strangway BOD-161-14 RESOLVED THAT Staff Report No. 68-14-BOD regarding the presentation by Brook McIlroy, an architect consulting firm, on the Scanlon Creek Education Facility Enhancement Study - Findings and Recommendations be received for information. CARRIED VIII.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION The Board identified Items 1(a), 2, 3, 4, 5, and 6 as items requiring separate discussion. IX.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by: B. Drew Seconded by: D. Evans BOD-162-14 RESOLVED THAT the following recommendations respecting the matters listed as , and staff be authorized to take all necessary action required to give effect to same. CARRIED 1.Correspondence BOD-163-14 RESOLVED THAT correspondence listed in the agenda as Items 1 (b) be received for information. CARRIED Page 168 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 4 of 8 X.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1.Correspondence, Item (a) Referring to the September 26, 2014 letter from Aird & Berlis that was included in the agenda package, Councillor Ferdinands raised concern for the new Board members who will be appointed for the next term of Council, noting it would be worthwhile to have adopted ahead of a new Board of Directors. CAO Walters explained that with LSRCA undertaking a general policy review, receiving comments and opinions is a very normal part of the process. CAO Walters went on to note that LSRCA believes the general CAO Walters advised that an internal meeting on issues management has been set up and information will be p Moved by: K. Ferdinands Seconded by: P. Craig BOD-164-14 RESOLVED THAT correspondence listed in the agenda as Items 1 a) be received for information. CARRIED 2.Budget Status Report At the request of Mayor Hackson, General Manager, Corporate and Financial Services, Jocelyn Lee provided an update on the budget status, noting that the September statements continue to reflect trends below projected spending levels, due in part to the postponement of replacement equipment not required just yet, as well as salary gapping. GM Lee went on to note that revenues are above projected levels due to a higher level of activity, and spending will pick up into the fourth quarter. Responding to Councillor regarding what happens to the surplus, GM Lee explained that the Executive Management team looks at other initiatives and brings recommendations to the Board in February of each year. Moved by: D. Crake Seconded by: J. O`Donnell BOD-165-14 RESOLVED THAT Staff Report No. 69-14-BOD regarding the Authority Budget Status for the nine month period ending September 30, 2014 be received for information. CARRIED 3.Addition of Phosphate to City of Toronto Drinking Water Councillor Drew, noting that Staff Report No. 70-14-BOD mentions water is being returned to Lake Ontario via the Duffin Creek Pollution Control Plant in Durham Region, asked if there are any concerns for Durham Region. CAO Walters advised that the phosphate added was of a very lower concentration level and there was no need for concern. He added that in fact, Duffin Creeks is one of the best creeks for moving phosphorus. Moved by: B. Drew Seconded by: G. Dawe Page 169 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 5 of 8 BOD-166-14 RESOLVED THAT Staff Report No. 70-14-BOD regarding the addition of phosphate to the City of Toronto drinking water as a corrosion control strategy be received for information. CARRIED 4.Collaboration Initiative TwoYear Community-Led Phragmites Control Strategy Councillor Donnell brought a sample of Phragmites to the meeting for any Board members who had not seen it before, noting that he had cut it from the Lagoon City area. On a question from on how to control Phragmites, CAO Walters noted that cutting it is the preferred method, and that spraying it is not ideal given its close proximity to the water. CAO Walters also noted that it is used in the production of biogas and digested to make ethanol. GM Jarrett noted that the purposes of the agreement include mapping, engaging communities and developing a strategy for its control. Moved by: J. O`Donnell Seconded by: J. Ballinger BOD-167-14 RESOLVED THAT Staff Report No. 71-14-BOD regarding a collaborate initiative to participate in a two-year, community-led Phragmites control strategy be received; and FURTHER THAT staff provide the Board of Directors with updates as the initiative progresses. CARRIED 5.Revised Watershed Development Guidelines Consultation Process In reviewing the new timeline proposed in Staff Report No. 72-14-BOD, Councillor Craig noted that earlier in the year a three month moratorium on development had been proposed. Councillor Craig again proposed a three month moratorium. Acting GM Rob Baldwin advised against a three month moratorium, explaining that it would place a freeze on all applications involving wetlands. CAO Walters noted that when a moratorium was proposed earlier in the year, the resolution at that time was an agreement by Metrus Developments to defer an application regarding Maple Lake Estates until the completion of the review of the Watershed Development Policies. CAO Walters went on to note that it was his understanding that Metrus Developments was aware of the proposed revised timeline for the policy review and was willing to extend its agreement to coincide with the revised policy approval date. A discussion ensued regarding whether a legal opinion was required, and staff explained that a legal review is being recommended to ensure all comments draft policies are reviewed with consistency in language and policy. Moved by: G. Dawe Seconded by: D. Evans BOD-168-14 RESOLVED THAT Staff Report No. 72-14-BOD Watershed Development Guidelines Consultation be received; and Watershed Development Guidelines; and Page 170 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 6 of 8 FURTHER THAT the timeline for the public consultation process be amended as presented; and FURTHER THAT following the completion of this comprehensive review that staff 2014) for BOD consideration. CARRIED Chair Bath read the following motion with regard to the agreement by Metrus Developments. Moved by: J. Ballinger Seconded by: V. Hackson RESOLVED THAT staff seek an extension from Metrus Developments regarding their agreement to not submit an application on its site during the comprehensive Watershed Development Policy review and adoption of new policies by the Board of Directors. Councillor Craig Moved by: P. Craig Seconded by: D. Kerwin BOD-169-14 RESOLVED THAT staff seek an extension from Metrus Developments to confirm in writing their agreement to not submit an application on its site during the comprehensive Watershed Development Policy review and adoption of new policies by the Board of Directors. CARRIED 6.LSRCA Signing Officers Banking Resolution General Manager, Corporate & Financial Services, Jocelyn Lee explained to Board members that the recent updated banking resolution regarding signing officers be submitted to the Bank of Nova Scotia. GM Lee went on to explain that including the name rather than just the position was an added security feature. Moved by: B. Drew Seconded by: D. Kerwin BOD-170-14 RESOLVED THAT Staff Report No. 73-14-BOD regarding a change to LSRCA Signing Officers be received; and FURTHER THAT the Board of Directors approve a revised Signing Resolution to -Treasurer position. CARRIED Moved by: J. Ballinger Seconded by: D. Kerwin BOD-171-14 RESOLVED THAT an account in the name of Lake Simcoe Region Conservation Page 171 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 7 of 8 FURTHER THAT the Michael Walters, Chief Administrative Officer/Secretary-Treasurer, and Jocelyn Lee, General Manager, Corporate and Financial Services, or any two of them are hereby authorized to sign, make, draw, accept, endorse and deliver cheques, promissory notes, bills of exchange, orders for the payment of money and such agreements and instruments as may be necessary or useful in connection with the operation of the said account; and FURTHER THAT any one of the above-mentioned officers is hereby authorized for and in the name of the Organization to endorse and transfer to the Bank for deposit or discount with or collection by the Bank (but for the credit of the Organization only) cheques, promissory notes, bills of exchange, orders for the payment of money and other instruments, to arrange, settle, balance and certify all books and accounts with the Bank and to sign receipts for vouchers. CARRIED XI.CLOSED SESSION The Board moved to Closed Session to deal with a confidential human resources and land matters. Moved by: J. Ballinger Seconded by: P. Craig BOD-172-14 RESOLVED THAT the Board move to Closed Session to deal with confidential human resources and land matters; and FURTHER THAT the Chief Administrative Officer, the Members of the Executive Management Team, the Coordinator BOD/CAO, the LSCF Executive Director, and the Land Securement Officer remain in the meeting for the discussion. CARRIED The Board rose from Closed Session and reported findings. Moved by: B. Drew Seconded by: D. Wheeler BOD-173-14 RESOLVED THAT the Board rise from Closed Session and report findings. CARRIED a)Confidential Land Matter Moved by: D. Kerwin Seconded by: J. Ballinger BOD-174-14 RESOLVED THAT Confidential Staff Report No. 74-14-BOD regarding a land securement matter be received; and FURTHER THAT the recommendations contained within Confidential Staff Report No. 74-14-BOD be approved. CARRIED b)Confidential Human Resources Matter Moved by: D. Crake Seconded by: S. Strangway Page 172 of 270 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -10-14 October 24, 2014 Minutes Page 8 of 8 BOD-175-14 RESOLVED THAT Confidential Staff Report No. 75-14-BOD regarding a human resources matter be received; and FURTHER THAT the recommendations contained within Confidential Staff Report No. 75-14-BOD be approved. CARRIED XII.OTHER BUSINESS No other business was discussed. XIII.ADJOURNMENT The meeting was adjourned at 11:45 a.m. on motion by B. Haire. ____________________________________ ____________________________________ Deputy Mayor/Regional Councillor Debbie Bath Michael Walters Chair Chief Administrative Officer Page 173 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS 12/14 MINUTES Date: Friday November 28, 2014 th Location: Tiffin Conservation Area, John L. Jose Building 8195 8Line, Utopia, Ontario Present: Chair: Nina BifolchiTown of Wasaga Beach Past Chair: Walter BenottoTown of Shelburne Members: Mary BrettTownship of Adjala-Tosorontio Deborah BroneeTownship of Clearview (appointed for this meeting) Mel CoutancheTownship of Oro-Medonte Earl HawkinsTownship of Mulmur Donna JebbTown of New Tecumseth Rob KefferTownship of Bradford West Gwillimbury Arif KhanCity of Barrie Marty LancasterTownship of Oro-Medonte (left the meeting at 11:30 a.m.) Doug LougheedTown of Innisfil Kevin LloydTown of Collingwood(left the meeting at 11:30 a.m.) Bob MarrsTown of New Tecumseth Paul McQueenMunicipality of Grey Highlands Perry RitchieTownship of Springwater Rick WebsterTownship of Springwater Darren WhiteTownship of Melancthon Keith WhiteTownship of Essa Michael SmithTownship of Essa (left the meeting at 11:30 a.m.) Regrets: Vice Chair: Gail ArdielTown of the Blue Mountains Mike EdwardsTown of Collingwood Dan DavidsonTown of Innisfil Fred NixTown of Mono Brent PrestonTownship of Clearview Alicia SavageTownship of Clearview George WatsonTown of Wasaga Beach Percy WayTownship of Amaranth Staff present:D. Gayle Wood, Interim CAO Sheryl Flannagan, Director of Corporate Services Christine Knapp, Finance Administrative Coordinator Heather Kepran, Communications/Public Relations Coordinator Byron Wesson, Director of Land Operations and Stewardship Services Chris Hibberd, Director of Planning Glenn Switzer, Director of Engineering and IT Tom Reeve, Water Resource Engineer Laurie Barron, Executive Assistant/Recorder Page 174 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 Call to Order Chair Bifolchi called the meeting to order at 9:10 a.m. 1.DECLARATIONS OF PECUNIARY AND CONFLICT OF INTEREST None noted 2.APPROVAL OF AGENDA Chair Bifolchi read emailed comments from member Fred Nix, Town of Monoregarding the Advisory Committee’s Terms of Reference RES#1MOVED BY:Bob Marrs SECONDED BY:Rob Keffer RESOLVED THAT: the agenda for the November 28, 2014meeting number 12-14 of the NVCA Board of Directors beapproved as amended, to reflect an update on: 1)Page 236of the agenda item 3.6.4 should reflect that “any Advisory Committee nd should have the Chair and/or Vice Chair and/or 2Vice or Past Chair”; and 2)Page 287 should reflect the AGM dateas January 9, 2015. Carried; 3.MINUTES 3.1Minutes of the Board of Directors Meeting 11/14 dated 24 October, 2014 RES#2 MOVED BY: Bob Marrs SECONDED BY:Darren White RESOLVED THAT: the Minutes of the Board of Directors Meeting11/14 dated 24 2014 be approved. Carried; 3.2Draft Minutes of the Agricultural Advisory Committee 04/14 dated 12 September, 2014 RES#3MOVED BY: Bob Marrs SECONDED BY:Darren White RESOLVED THAT: the Draft Minutes of the Agricultural Advisory Committee 04/14 dated 12 September, 2014 be received. Carried; 3.3Draft Minutes of the Human Resources Advisory Committee 01/14 dated 10 November, 2014 RES#4MOVED BY: Rob Keffer SECONDED BY:Walter Benotto RESOLVED THAT: the Draft Minutes of the Human Resources Advisory Committee 01/14 dated 10 November, 2014 be received. Carried; Page2of 9 Page 175 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 RES#5MOVED BY: Paul McQueen SECONDED BY: Donna Jebb BE IT RESOLVED THAT:the Board defer the discussion on the Terms of Reference until after the presentation by Paul Bonwick on the Collingwood airport. Carried; 4.DEPUTATION Collingwood Airport Industrial Development application submission -NVCA fee structure-Honourable Paul Bonwick, P.C.,Compenso Communications Members of the board received a deputation by the Hon. Paul Bonwick, P.C.regarding a proposed aviation commerce centre within the Township of Clearview and adjacent to the existing Collingwood Regional airport. The site is approximately 116 hectares in size and contains several unevaluated wetland features and as a result portions of the site are regulated by the NVCA pursuant to Ontario Regulation 172/06. Mr. Bonwick contended that the NVCA planning fees of $2,750/ha (about $320,000 for this proposed development) should be reduced to reflect more favourably with those of the neighbouring Lake Simcoe Region Conservation Authority (which would charge a maximum of $44,000).This would allow a competitive market for this aviation commerce centre. The board pointedto the need for these fees to be charged on a cost-recovery basis.The board agreed to set a minimum fee of $44,000. to start this application. NVCA staff will monitor and track the costs associated with this plan review, andcharge any costs over $44,000 back to the project. RES#6MOVED BY: Deborah Bronee’ SECONDED BY: Kevin Lloyd BE IT RESOLVED THAT: the fees for the Collingwood airport application be $44,000 with the provision that staff track all costs associated with processing the application plus any additional costs beyond the $44,000 be charged to the applicant. Recorded Voterequested: In Favour:M. Brett, A. Khan, D. Bronee’, K. Lloyd, E. Hawkins, D. Jebb, M. Coutanche, W. Benotto, P. Ritchie, R. Webster, N. Bifolchi Total in favour: 11 Against: R. Kefer, K. White, M. Smith, P. McQueen, P. Lougheed, D. White, B. Marrs, M. Lancaster Total Against: 8 Carried; Page3of 9 Page 176 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 5.REPORT OF THE DIRECTOR OF PLANNING Collingwood Airport Industrial Development RES#7MOVED BY: Michael Smith SECONDED BY: Marty Lancaster RESOLVED THAT: the Collingwood Airport Industrial StaffReport be received for information purposes. Carried; The meeting moved back to agenda item 3.3 RES#8MOVED BY: Michael Smith SECONDED BY: Marty Lancaster RESOLVED THAT:the Board of Directors approve the Terms of Reference for the Human Resources Advisory Committee. Deferred to Dec 12/14; RES#9MOVED BY: Walter Beotto SECONDED BY: Rob Keffer ESOLVED THAT:the Board of Directors approve the Terms of Reference for the Planning and Engineering Advisory Committee. Deferred to Dec 12/14; RES#10 MOVED BY: Rick Webster SECONDED BY: Rob Keffer RESOLVED THAT:the Board of Directors approve the Terms of Reference for the Finance and Administration Advisory Committee Deferred to Dec 12/14; RES#11 MOVED BY: Arif Khan SECONDED BY: Mel Coutanche RESOLVED THAT:the Board of Directors approve the Terms of Reference for the Land, Education and Stewardship Advisory Committee. Deferred to Dec 12/14; RES#12 MOVED BY: Arif Khan SECONDED BY: Mel Coutanche RESOLVED THAT:the Board of Directors approve the NVCA Employee Handbook. Carried; RES#13 MOVED BY: Arif Khan SECONDED BY: Mel Coutanche RESOLVEDTHAT:the Board of Directors approve the revised Interim CAO’s Work Plan dated November 7, 2014. Carried; Page4of 9 Page 177 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 6.ANNOUNCEMENTS On behalf of the board, Chair Nina Bifolchi received a certificate from the Rotary Club of Alliston. The certificate recognized a donation the club made to Rotary’s End Polio Now campaign in thanks fora presentation by Gayle Wood, InterimCAO, Councillor Donna Jebb, who was at the Rotary Meeting, presented the certificate. 7.SCHEDULE OF 2015 NVCA BOARD MEETINGS RES#14 MOVED BY: Keith White SECONDED BY: Walter Benotto RESOLVED THAT: the Board of Directors approve the2015 NVCA Board Meeting Schedule as presented. Carried; 8.REPORTS OF THE DIRECTOR OF CORPORATE SERVICES 8.12015 NVCA Draft Budget RES#15:MOVED BY: Perry Ritchie SECONDED BY:Arif Khan RESOLVED THAT: The Board of Directors approve the proposed 2015Draft Budget dated November 28, 2014 for circulation to the NVCA Municipalities for review input and; THAT:the NVCA municipalities be requested to provide input by January 30, 2015; and THAT:the NVCA Board of Directors deliberate on the proposed budget at the February 27, 2015 Board of Directors meeting. Carried; 11:30 a.m. –members M. Lancaster, M. Smith and K. Lloyd left the meeting 8.2Financial Activity Report summary to 31 October, 2014 a)Accounts Receivable Summary as at 31 October, 2014 RES#16:MOVED BY: Mary Brett SECONDED BY:Bob Marrs RESOLVED THAT: the Accounts Receivable as at October 31/14 in the amount of $797,386.38 including Planning items of $297,763.00 be received. Carried; b)Summary of Disbursements for the month of October, 2014 RES#17:MOVED BY: Rick Webster SECONDED BY: Mel Coutanche RESOLVED THAT: disbursements as at 31 October, 2014 in the sum of$437,084.78 including wages (net of withholdings)of $162,385.08 be approved. Carried; Page5of 9 Page 178 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 c)Statement of Operations for Period Ending October 31, 2014 RES#18:MOVED BY: Rick Webster SECONDED BY: Mel Coutanche RESOLVED THAT: The Unaudited Combined Statement of Operations Program Summary as at October 31, 2014 be received. Carried; 8.3Communications/PR report for Oct. 16, 2014 to November 14, 2014 RES#19:MOVED BY: Rob Keffer SECONDED BY: Mel Coutanche RESOLVED THAT:The Communications report for Oct. 15, 2014 to November 14, 2014 be received. Carried; 8.4Board of Directors Administrative Regulations RES#20:MOVED BY: Rick Webster SECONDED BY: Mel Coutanche RESOLVED THAT: The Board of Directors approveas amended Item 3.6.4 to reflect that nd “any Advisory Committee should have the Chair and/or Vice Chair and/or 2Vice or Past Chair” ofthe updated Administrative Regulations #1, Governance and Administrative Policies dated November 28, 2014; and THAT: The Board of Directors approve the updated Administrative Regulations #2, Meeting Procedures dated November 28, 2014. Carried; 9.REPORTS OF THE INTERIM CHIEF ADMINISTRATIVE OFFICER 9.1Response to recommendation #16 of the Service Delivery and Operational Review on Internal Communication RES#21:MOVED BY: Bob Marrs SECONDED BY: Mel Coutanche RESOLVED THAT: the report of the Interim Chief AdministrativeOfficer regarding recommendation #16 of the Service Delivery and Operational Review on Internal Communication dated November 28/14be approved. Carried; Page6of 9 Page 179 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 9.2Response to AWARE Simcoe correspondence dated Sept. 18/14 regarding the NVCA Efficiency Recommendations RES#22:MOVED BY: Bob Marrs SECONDED BY: Mel Coutanche RESOLVED THAT:the Board of Directors receivethe November 18, 2014 letter to AWARE Simcoe and authorize the Chair and the Interim CAO to circulate it on behalf of the Board. Carried; 9.3Response to Blue Mountain Watershed Trust Foundation correspondence dated Sept. 14/14 regarding the NVCA Efficiency Recommendations RES#23:MOVED BY: Mel Coutanche SECONDED BY: Rick Webster RESOLVED THAT:the Board of Directors receivethe November 18, 2014 letter to Blue Mountain Watershed Trust Foundation and authorize the Chair and the Interim CAO to circulate it on behalf of the Board. Carried; 10.REPORTS OF THEDIRECTOR OF LAND OPERATIONS AND STEWARDSHIP SERVICES 10.1Tiffin Tornado Clean-Up Update –Verbal update RES#24:MOVED BY: Mel Coutanche SECONDED BY: Bob Marrs RESOLVED THAT: the Board of Directors receive the verbal update report on the Tiffin Tornado cleanup; and THAT:a final update be provided upon completion of the clean-up project. Carried; 10.2Environmental Education Outreach opportunities for Dufferin and Grey Counties RES#25:MOVED BY: Mel Coutanche SECONDED BY: Bob Marrs RESOLVED THAT:Staff be authorized to use $2000 from the Environmental Education Reserve to match a funding proposal submitted to the National Wetland Conservation Fund that will develop and deliver a Wetland Education Outreach program to Dufferin and Grey schools within the NVCA watershed. Carried; Page7of 9 Page 180 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 11.REPORTS OF THE DIRECTOR OF PLANNING 11.1Appointment of Officers under the Conservation RES#26:MOVED BY: Doug Lougheed SECONDED BY: Bob Marrs RESOLVED THAT: Jeff Andersen, NVCA Planning and RegulationsTechnician be appointed an officer for NVCA as per Section 10 ofOntario 172/06; Section 28(1)(d) of the Conservation Authorities Act; and THAT: Clint Collis, NVCA Acting Manager of Lands and Operations be appointed asan officer for the NVCA as per Section 14 of R.R.O. Regulation 127; Section 29 of the Conservation Authorities Act. Carried; 11.3 NVCA and Town of Innisfil Memorandum of Understanding applications under the Planning Act RES#27:MOVED BY:Doug Lougheed SECONDED BY: Bob Marrs RESOLVED THAT: the Board of Directors authorize theInterim Chief to sign the NVCA andTown of Innisfil Memorandum of Administrative Officer Understanding regardingapplications under the Planning Act. Carried; 11.2Permits issued by staff for the period October 16, 2014 to November 24, 2014 RES#28:MOVED BY: Bob Marrs SECONDED BY: Doug Lougheed RESOLVED THAT: the permits issued by staff for the period October 15, 2014 to November 24, 2014 be received. Carried; 12.CORRESPONDENCE a)NVCA letter dated Nov 6/14 to member municipalities re: Appointment of Members to the NVCA Board of Directors b)Ministry of Natural Resources and Forestry email to Conservation Ontario dated Nov 10/14 re: MNR and Forestry’s new $2. Service fee. c)Quinte EMC article dated Nov 6/14 re: County backs Conservation Authorities. Page8of 9 Page 181 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... NVCA –Board of Directors Meeting MinutesBOD 12-14 November 28, 2014 RES#29: MOVED BY:Bob Marrs SECONDED BY: Doug Lougheed RESOLVED THAT:Correspondence not specifically dealt with be placed on file. Carried; ADJOURN RES#30: MOVED BY: Doug Lougheed SECONDED BY: Bob Marrs RESOLVED THAT:this meeting adjourn at 12:07 p.m. to meet again at the call of the chair. Carried; ___________________________________________________ Chair Nina BifolchiD. Gayle Wood Interim Chief Administrative Officer Approved on this ____day of ________,2014 Page9of 9 Page 182 of 270 12.c) Nottawasaga Valley Conservation Authority, minutes of ... HIGHLIGHTS of the NVCA BOARD OF DIRECTORS MEETINGS No. 13/14 December 12, 2014 Update on NVCAs role in protecting sources of drinking water in the watershed The board of directors received a report from Ryan Post, source water protection coordinator, summarizing his role as a risk management official (RMO) for municipalities within the Nottawasaga Valley Source Protection Area. Under the Clean Water Act, 2006, municipalities were given powers to regulate activities that may pose the risk of contaminating drinking water sources. To date, six municipalities in the Nottawasaga Valley watershed have delegated this responsibility to NVCA: Collingwood, New Tecumseth, Mono, Shelburne, Essa and Mulmur. Five watershed municipalities are managing the program internally, two have delegated their responsibility to other conservation authorities/associations, and four are still considering their options. Chair Nina Bifolchi (left) and Vice-chair Gail Ardiel NVCA staff are presently developing a ( work plan for the delivery of their RMO flood program coordinator, for completing the Young responsibilities to the municipalities that Conservation Professionals (YCP) Leadership have delegated to the authority. Staff are Program. also in discussions with Simcoe and Based out of the University of Guelph, the year-long personal and professional program helps prepare the Dufferin County municipalities to ensure next generation of conservation and environmental that applications to the provincial Source sector leaders. Protection Municipal Implementation Fund are maximized through collaborative projects. Four new advisory committees set terms of reference Following on a recommendation from the Service Delivery and Operational Review conducted earlier this year, the board of directors approved the terms of reference for four new advisory committees: human resources; planning and engineering; finance and administration; and lands, education and stewardship. Members will serve on each of the committees for a two-year term. These committees, which will meet quarterly, will ensure that NVCA operates in a timely, effective, and efficient manner. Page 183 of 270 NVCA Board Meeting Highlights No. 13/14 December 12, 2014 1 of 2 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Board approves additional measures in response to the Service Delivery and Operational Review The board also took action on several other recommendations from the Service Delivery and Operational Review, approving: the attendance of NVCA department heads at board meetings; a request that municipalities appoint members to the NVCA board for the full four-year term of council; and a board member education and training plan. The board also authorized the NVCAs senior management team to provide a report in March 2015 on the implementation of a new performance management program for authority staff. For more information: D. Gayle Wood, Interim CAO, gwood@nvca.on.ca, 705-424-1479 ext. 225 For the full meeting agenda including documents and reports, visit the NVCA websiteat nvca.on.ca/about/boardofdirectors. Future meetings & events: Dec 24 (noon) to Jan 5 NVCA Jan 9 NVCA Annual General Meeting & administration office closed for holidays Board of Directors Meeting (Tiffin Centre, Utopia) Jan 3 Christmas Bird Count for Kids (Tiffin Centre, Utopia) Feb 16 Family Day Fun at the Tiffin Centre (Utopia) Page 184 of 270 NVCA Board Meeting Highlights No. 13/14 December 12, 2014 2 of 2 12.d) Minutes of Orillia Public Library Board meeting held o... ORILLIA PUBLIC LIBRARY BOARD MINUTES OF NOVEMBER26, 2014MEETING A regular meeting of the Library Board was held atthe Librarycommencing at 7:00p.m. PRESENT –BOARD–G. Guthrie, Chair; J. Rolland, Vice-Chair; J. Duncan; D. Evans; P. Hislop;M. Seymour; P. Spears STAFF–S. Campbell, Chief Executive Officer K. Absalom, Director of Information Services S. Dance, Director of Technical Services S. Csekey, ActingDirector of Children’s & Youth Services T. Chatten, Recorder OTHER-A. Lem, President, Board of Extraordinary Teens (BET) ABSENT–K. Hewitt; T. Madden Disclosure ofPecuniaryInterest andGeneralNatureThereof–none CONSENT AGENDA Board members asked about door/maintenance issues still outstanding and timeline when they will be completed.The CEO gave a brief overview of the issues and solutions that will take place as soon as possible. MOTION #2014:55 Moved byJ. Duncan, seconded by J. Rollandthat the consent agenda of theNovember 26, 2014meeting be adopted.CARRIED DISCUSSION AGENDA BUSINESS ARISING FROM THE MINUTES Friends of the Library–Update–Information brochuresareto be provided following some minor revisions. Information Orillia-Update–An Information Orilliaboardmeeting was held, with nothing to reportat this time. Board of Extraordinary Teens (BET)–A. Lem presented a report to the Board for information. The teens have been receiving more positive exposure lately as they are now using the Teen Space on the second floor, and are a more visible presence with several activities for members. REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Finance Committee–October financial statements were provided for Board review. The 2015 budget presented to the Cityisto be revised based on changes made by the city Page 185 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... treasurerfor the facilities portion of expenses. Friends of the Library had agreed to contribute funds for library materials that had been reduced in 2014 funds. Personnel Committee–Policy Revision–The committee met to discuss the CEO appraisalpolicy and a new draft was presented for board information and discussion. The board offered its appreciation to the committee chair for all his efforts involved. MOTION # 2014:56 Moved by D. Evans, seconded by J. Duncanthat Board Policy504 CEO Performance Appraisal Policy as presented by the Personnel Committee be accepted.CARRIED Planning Committee–Strategic Plan Committee–The committee met October 1 to begin the process of collecting data for use in updating the strategic plan. The CEO met with Gwen Wheeler from SOLS to discuss a pre-audit for accreditation for the Library. Policy Committee –Board Governance Bylaw–SOLS recommends specific bylaws for libraries, as well as the City. The committee reviewed the 100 section of the policy manual as it relates to board governance and created a new bylaw of mostly existing policies. The Board asked for clarification on reappointment of board members and the number of board members, and asked that G. Jackson at the City be contacted again. The Board also asked for clarification of liability insurance for board member. MOTION #2014:5 Moved by P. Hislop, seconded by D. Evans that aBoard Bylaw Governance document, combining in one document all policies in the 100 section of the Orillia Public Library Policy Manual, dealing with Board Governance be accepted, and that the present 100 policy be adjusted by the Policy Committee to reflect these changes.CARRIED Property Committee–City Lease–A memo from K. Guptill, City of Orillia, regarding lease update was received as information. NEW BUSINESS Library Capacity Funding/Surveyof Public Library Results–Results from this survey show information technology and programs/services as being the most needed/wanted services in libraries. December Board Meeting–The board asked for email confirmation of December 17as th the next meeting date. Adjournment at 7:47p.m. __________________________________________________ BOARD CHAIRCHIEF EXECUTIVE OFFICER Page 186 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... REPORT OF THE CEO November 2014 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. thth A staff meeting was held on November 27.A directors meeting was held on November 4and th November 27. GOAL # 8 The Library will attract and develop Board Members, and maintain an effective Board that reflects the library’s values and ethics. The Policy Committee met and discussed the development ofBoard Bylaws. Their report went forward to the Board at the November meeting. th The Board/Staff Strategic Planning Committee met on November 19. Sarah, Melissa and Richard completed the environmental survey compiling both OPL data and Comparator Library Data. A full report and synopsis report will be created. The synopsis will be used for the focus group and key informant interviews. The committee has decided to approach a number of local consults for quotes on leading a session for committee and Board members to define the strategic plan process. Anne Marie Medziak from SOLS has agreed to lead a visioning session for Board and staff in the late spring. SOLS does not provide consult on focus groups or key person interviews. GOAL # 1. The Library will increase its size to meet the standards for the population served New Building Issues 1.Humidifier issues second floor north west side—the humidifier system located on the second floor beside the bathroom had problems causing water damage to the wall and floor. Engineers made a design change which was completed in 2013. The problem had seemed to be resolved but we have recently had the same issue re-occur with water leaking on the floor and causing the carpet tiles to lift. This has been reported to the City and to Lori Koughan. Waiting for further information from the City. Architects have responded that they feel that this is now a maintenance issue. Jai will work with Benchmark to rectify the problem. Problem still on-going. Property Issues 1.Delivery door was not locking or was unlocking intermittently. A temporary solution was put in place power was removed from the Keyscan access while Jai sources out hardware to repair the door. We are still waiting on hardware. It has been difficult to locatethe screws necessary as they can only be ordered in packages of 500. Jai continues to attempt to locate a smaller number. Page 187 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... 2.The lower windows in the mezzanine area have leaked a number of times during severe storms. The problem has been reported to the City and the architects. The architects have said it is a maintenance issue and have reported that there is a five year warranty on the windows. Waiting for direction from the City. The City has decided that as this is an installation issue that Orillia Glass will be asked to look at the problem and determine the next steps. Orillia glass examined the windows and determined it was not a caulking of installation issue, but felt it was a flashing issue. We are waiting for further direction from the City. 3.The Doors on Andrew St. and West Street continue to be a problem. The push bars remain in locked position. Staff use twist ties through the day to allow them to remain open. The fire department has been consulted and they have no concerns as the problem effects people entering the building rather than exiting. This issue is taking time to fix as there is only one person in our area qualified to work on the doors and he is quite busy.A retrofit kit has been ordered to change the workings of the door from a circuit board to a motor this change should eliminate many of operation problems. Cost of the retrofit is $450.00/ door. Assa Abloy has agreed to replace the push bar hardware at no cost to the library. We are still waiting on a quote for this problem. The wiringwill be completed in December and we are expecting the hardware to be delivered andinstalled in January 2015. 4.HVAC unit requires a new motor. Benchmark will be replacing this in October. (Cost will be above the budgeted amount). Was not completed in October. Parts were received work has not been completed. Work was completed in November. GOAL # 6 The Library will investigate, develop and maintain partnerships in the community. I met with Kyle Cox and Ted Hill from the Facilities Department at the City of Orillia and Bob Ripley, CFO, City of Orillia to discuss who was responsible for operational checks of the building environmental systems. It was decided that Kyle and Ted would develop a list of checks to be completed daily, weekly, and monthly by Librarybuilding maintenance staff. There is presently some confusion over what areas are City responsibilities and what areas are Library responsibilities, resulting in some maintenance requirements being overlooked or missed. Dan Kehoe, Manger of IT, City of Orillia, Shannon O’Donnell, Executive Director Information Orillia met to discuss how to best provide IT support for Information Orillia within the confines of the present IT budget and staff for the Library. It was decided that InformationOrillia will look at the cost of bringing in an independent internet line from Rogers while Library IT will look at accommodating this with the building configuration for added wiring. I have also made a request to Gayle Jackson to meet and discuss the level of service and the oversight responsibility the Library should have with Information Orillia. GOAL # 9. The Library will be an agent for the development of the community Gwen Wheeler from SOLS spent a day with me reviewing the standards detailed in Ontario Public Library Guidelines. A ninety per cent achievement of the standards must be met forthe Library to achieve accreditation. She will provide a report for the Board detailing areas that require work to reach the standards necessary for accreditation. Page 188 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... REPORT OF THE DIRECTOR OF CHILDREN AND YOUTH SERVICES November 2014 Submitted by Sarah Csekey Community Engagement We hosted a Preschool &Daycare Open House on Sat. Nov. 8 in our department. Representatives from seven organizations set up displays and promoted their services to the attendees. Although attendance was low, the organizations enjoyed their time here. They were able to make professional connections with each other, and tour our facility with an eye to future partnership opportunities. Fourkindergarten classes from Lion’s Ovaland St. Bernard’s visited us to explore our Library. Amy integrated narrative and print motivation skills via reading books to the groups, and creating bookmarks to prompt conversations at home for the students with their families. We connected withmany new faces. Amy hosted these classes and will continue to grow this relationship with the schools. Battle of the Books school visits are full-steam ahead. Meagan visited Couchiching Heights (20 kids) and Notre Dame (27 kids) to review the program’s rules, preview book trailers, and answering sample questions. Our partnership with Lakehead University’s education students in regards to Battle of the Books is developing well. Coordinating with Meagan, the group planned next steps, continued to create questions, and assisted with school visits. Our LGBTQA group continues to be an important meeting for a core group of youth. An outreach facilitator headed the meetings two of the four weeks to do art activities. Lindsey is working with Dale Boyle, the lead LGBTQA facilitator to visit Twin Lakes Secondary School in January with a display to highlight Library programs and events. Patrick Fogarty and OD/Park have also been contacted in regards to presenting a similar display and we are discussing dates with each school. Natalie Payette, a Children and Youth Worker student from Georgian College has been busy on her placement with the Library. This month she worked with Lindsey on a collaborative development assets evaluation of the OPL. Natalie has also helped with planning the December teen lock-in program, decorating the teen department, and assisting Lindsey with program planning. Special Events Letters to Santa kicked off mid-month. Amy created templates for the letters and envelopes and reply letters, along with a great mailbox at our service desk. We had more than 50 letters dropped off for Santa. In a fantastic jointinitiative, Lindsey organized the BET to help pen responses. Reading the letters was an injection of happiness for the department –also sometimes a brain-bending experience deciphering early literacy handwriting! The letters from Santa will be readyfor pick-up in December. th Our department was glittery and bright after our drop-in Decorate the Department event on Sat. Nov. 29. More than one hundred people joined us to create and hang decorations in the Children’s area of the Library. A passport was available for kids to track their crafts and to be used as a ticket for some hot chocolate and cookies. th We had six tweens join Meagan for a Minute to Win It program on Friday, Nov. 7.Feedback indicated the games and challenges were exactly what the Tweens would like more of at the Library. Page 189 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... Promotions Meagan carefully (and with great expression)moved a cookie from her forehead to her mouth in a short video snippet to promote Tween Scene’s Minute to Win Iton Facebook this month.This playful video got a lot of “likes!”We used Facebook and Twitter to encourage participation in our programsand special events with the intention of personalizing the staff and enhancing online engagement. Staff madegooduse of the windows this month.“Snow is falling, Books are calling!” encourages parents down the ramp in the children’s department, and the teen department’s friendly snowmen make an attractive addition to encourage winter reading in our Library. Remembrance Day, National Child Day and Warm up with a Good Book were themed displays in the Children’s Department this month, upstairs in the YA department Lindsey requested a number of LGBTQA titles to be added to the collection. These new books were featured on newly created posters anda brochure to highlight them to our customers in general, and to the LGBTQA group that meets at the Library specifically. Staff were trained on the Electronic Bulletin Boards and immediately posted pages to highlight programs in CYS. This will be on ongoing aspect of our promotions. Professional Development Amy began an online courseoffered through the Infant Mental Health Community Institute. A new speaker hosts a weekly webinar through until March. This has been an opportunity for Amy to learn about the impact our services have on the development of infants and children, which she is enthusiastically sharing with her colleagues and will present in a more formalized manner at the end of the session. Programs Meagan’s Thursday Family Craft Night continues to grow in popularitywith a core group of three families attending each session along with new people weekly. Knowing she is working for a varied age-rangecrowd, Meagan alternates between simple andcomplex crafts to keep everyone interested. This month they created Masks and Moustaches, Make Your Own Mr. Potato Head, Batman and Olaf Snowflakes, and Tissue Mittens. Offering programs in the evening is an approach to attract new customers. Our Early Literacy Storytimes continue to attract a core group of customers weekday mornings at 10:30 a.m. Our new format for Preschool Storytime on Fridays, providing a venue for organizations, hadOEYC presenting on sign language to the group. Makerspace and Fanclub offered a focus for teens in the YA department this month. Dream catchers were the item to make at Makerspace, and Lindsey organized geeky trivia game with prizes for Fanclub. Both programs had a core group of 6-8 teens. New Staff Amanda Hodgkinson and I interviewed and hired Valerie Barath for the Teen Readers’ Advisory position. Valerie is a part-time instructor at Georgian College and has abundant experience working with children, youth and vulnerable populations. Valerie holds adegree in Community Welfare with a specialization in Youth Work as well as a diploma in Child and Youth work. We were impressed by her participation in Orillia’s community organizations and trust that she is a valuable new asset for the Library. I oversawValerie’s training in mid- November and we have set goals for projects to augment our Teen programs and services. Page 190 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... REPORT FOR THE MONTHOF NOVEMBER2014 byDirector of Information Services Kelli Absalom SPECIAL EVENTS Jayne Turvey reassembled the Doors Open World War I Centenary display and added twelve World War II soldiers foraRemembrance Week Exhibitheld on Monday, November 11 and Wednesday, November 13.Two military collectorswere on hand with tables full of memorabilia from both WWI and WWIIand were dressedin military uniform. The British Home Child group wasalso here with a display. Prior to the event, Jaynetookpromotional materials around to all local elementary and high schools. The following schools responded and attended: Monsignor Lee, Orchard Park, Lions Oval, Patrick Fogarty and OD/Park. For the student visits we had an interactive table where students could touch various artifacts, as well as try on a WWIItunic and helmet. The students received a 15 minute talk before they entered the exhibit, giving them local information about the two wars. Approximately 420 students came through the event, plus 80 members of the general public. The following comments were received: “Wonderful, thank you. We really enjoyed the “postcard” idea andthe hands on.” “Very moving and informative. The research is so comprehensive. I’m amazed and grateful. Thank you Jayne, …”“I had a great time and learned many things, thanks a lot.” “The helmets were groovy.” Michael Fredson of Manticore Books and I partnered to bring author Ken McGoogan to the Library in November. He shared his award-winning research about the polar expedition of Franklin and John Rae and held a question period and book signing. Forty twopeopleattended. COMMUNITY ENGAGEMENT Jayne was invited by Pat Thor to give a World War I presentation atOrillia Soldiers’ Memorial Hospital to seventy five physiciansand staff. Pat remarked:“On behalf of the Continuing Health Education Rounds program at Orillia Soldiers’ Memorial Hospital, please accept our sincere appreciation for an outstanding presentation last Friday. We received many positive comments. It is apparent how much you view researching our local history as a labour of love.” I met with Georgette Tanzi to formalize details for our second annual “SantaFor Seniors” campaignwhich involves purchasing presents to brighten the holidays for ninety isolated local nursing home residents.Ninety tags went on the tree beginning November 26 and all tags were taken in less than three days! Jayne was invited to speak on the “Role of Local Women During Wartime” for the United Church Women. There were twenty five people in attendance. It was a well received presentation and organizer Helen Connell commented: “I can’t thank you enough for your presentation today. It was very appropriate to the women in our group Page 191 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... and it touched their hearts,the ladies loved you! I appreciate you coming out on such a miserable day, it meant a lot to all of us, Thank you very much!” Local History volunteer Gail Ward led an informative and enjoyable seminar on sculptor Elizabeth Wyn Wood for a Grade 6 classfrom Lions Oval Public School. Twenty eight children and staff were in attendance. Jacob Kearey Moreland of Orillia Community Gardens conducted a seed saving workshop at the Library in November. Twelve people were in attendance. Jayne held a meeting of the Genealogy Club in November with guest speaker Janine Sobiski. Twenty eight people attended. Chris Pestell gave a tour of the second floor to forty five students from Orchard Park Public School. I attended an Information Orillia Board Meeting in November. Fourteenpeople were provided with library materials in our Community Outreach program. Materials were also delivered to Victoria House and Birchmere Retirement Residence. COMMUNITY PARTNERSHIPS We have once again partnered with Lakehead University for a 2014/15 speaker series. Jayne facilitated the first offering which was a seminar “Understanding Your Dreams” with Dr. Les Fleischer. Sixty two people attended Michelle Sinclair met with Ken Shortt from the Orillia Senior’s Centre. The Centre has received government funding to support an Indigenous Studies program and has asked Michelle to participate by delivering four talks on indigenous authors and materials we have at the Library. Her first presentation will be in January. The Sunshine Ukulele Network hosted a Ukulele Jam inNovember with nine people in attendance The English Conversation Circle presented by Welcome Centre Immigrant Services had twelve participants in November. PROGRAMS Sarah Csekey led two technology sessions in November. “Google Time” and “Beyond the Basics for iPad Users” were held in the Computer Technology Lab over three weekly one hour classes. iPad classes in particular continue to be extremely popular with our customers. Page 192 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... Six people braved the stormy evening to attend November’s meeting of the “Books on Tap” Book Club atBrewery Bay Food Company.This month’s selection was “Old City Hall” by Richard Rotenberg. The Roundtable Book Club, led by Lee Kelly, met in November to discuss “Books for cooks: delicious reads whether you loveto cook or avoid it all costs”. Seven people werein attendance. Jayne held a meeting of the Lifescapes memoir writing group in November with eight people in attendance. The French Conversation Circle led by Bernard Poigny met four times in November with twenty two people in attendance. The group also met informally over the month with twenty eight people in attendance. Four Chair Yoga sessions, led by Certified Hatha Yoga instructor Melanie Rimkay,were held in Novemberwith eighty people in attendance. The Bookworms Book Club, led by Michelle Sinclair, met in Novemberto discuss “Orphan Train” by Christina Baker Kline. There were fifteenpeople in attendance. The Fiction Writing course,led by Alice de Munnik,had twenty fourpeople in attendance for the month of November. The weekly Knitting Group met in the Fireplace Room three timesduring the month of November with twenty seven people in attendance. SERVICESAND ACTIVITIES I met with EBSCO representativeDavid Lubin to discuss new resources, including Flipster, a new eMagazine platform which we trialedamong the staff. I corresponded with Karen Kiddey of the Mississippi Mills Public Library who was interested how we adminstered our Seed Library. Sarah Csekey had a guest column entitled “What I’ve Learned By Teaching Seniors Tech” published in the online newsletter “The Cat and the Cardigan”. Fifteenpeople were provided with Library materials in our Community Outreach program over the summer. Materials were also delivered to Victoria House and Birchmere Retirement Residence. Michelle Sinclair and Lee Kelly created book displays on such topics as:“Lest We Forget”,“Giller Prize Nominees” and Staff Picks. Page 193 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... Sarah Babineau provided the Barrie Advance online newspaperwith information about the “Books on Tap” Book Club for an article they were writing on Simcoe County events. Sarah Csekey produced and published an eNewsletter as well as the monthly OPL Hub program calendar. STATISTICS November InternetUsage2255 WirelessUsage1905 Online Products3628 Study Room Bookings108 Library WebpageVisits11278 Reference Questions Answered 2995 As of November 30, the OrilliaPublic Library Facebook page has 974followers. We also have 1147followers on Twitter. VOLUNTEERS Volunteer hours for the month of November were 526. Total sales for the Library Book Store in November were $621.75. PROFESSIONAL DEVELOPMENT Jaclyn Derlatka was the successful applicant for the contract Librarian 1 position which will bevacated by Sarah Csekey when she assumes Director of Children and Youth Services duties beginning in December. Jaclyn has an M.I. in Library and Information Studies fromthe University of Toronto and three years of experience at the Whitby Public Library. Lee Kelly andMichelle Sinclair attended “RA in a Day” at the University of Toronto Faculty Club. This one-day conference brings readers’ advisory advocates together to share their knowledge and expertise on meeting the needs of adult readers.Latest trends and how to best serve customers were discussed.Their reports will be included in the December Board Report. Page 194 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... REPORT OF THE DIRECTOR OF TECHNICAL SERVICES November 2014 Submitted by Susan Dance Circulation In November 26,505 items were checked out/renewed, 3,940 holds were placed and 156 new borrowers were added. Our gate count registered 22,063 in-person library visits. Planning for the upcoming seasonal closure continued: The 24-hour book drop on Andrew Street will remain open while the library is closed. A library manager will visit the library on two days during the closure to clear the incoming materials. ; staff tested the system to ensure overdue fines will be handled properly. An information sheet about the upcoming closure was created and is displayed at all public desks. Staff scheduling issues around the period of closure were identified and addressed. Staff training and development Paul Lockwood (Sales and Marketing Representative) from the Library Services Centre visited OPL on November 25. LSC is the vendor for most of our library books, and provides us with MARC catalogue records and processing for many items. Melissa Robertson and Paul discussed how LSC can best serve OPL. On November 28 Melissa attended the LSC annual general meeting in Kitchener. The AGM included a tour of the newly renovated Kitchener Public Library Kitchener office, met LSC staff and toured their operation. The Ontario Library Association has produced four training videos on providing accessible library service. During October and November the four videos were shown to library staff in seven sessions. Staff members who could not attend the group sessions were able to access the videos online at their convenience. 1 | Page Page 195 of 270 12.d) Minutes of Orillia Public Library Board meeting held o... Training on the new OPL bed bug policy and procedures was provided at the staff meeting on November 27. Staff members who could not attend the meeting attended a separate training session in the following week, or viewed the training Powerpoint on a desktop computer at a later date. Technology It came to our attention that a small number of new item records were not showing in the online catalogue. Melissa Robertson (Coordinator of Technical Services) and I continue to work with support technicians at TLC to solve the problem. Since the first-level response was not effective TLC has escalated its efforts. On November 22 we received anecdotal reports from the public that the Public Access Catalogue (PAC) was not working for users outside the library. Fred Marlow and I assessed the situation and discovered that the PAC was failing intermittently. We worked closely with TLC support to diagnose the issue. Various fixes were tried by OPL and TLC. Eventually the problem stopped occurring; Fred and I are not convinced that the problem is permanently solved and will monitor the situation. Safety and Security November incidents: November 8: Staff noticed that a patron was having difficulties. Eventually the person was discovered sleeping on the floor of a public washroom. Police were called to assist. November 19: Staff observed a man sleeping in a chair in the library. Staff roused the man twice and explained that sleeping was not allowed. When the man fell asleep a third time staff called police and requested a walk-through. After police arrived the man left without incident. Administration With the end of the year approaching Melissa Robertson worked with Kelli Absalom, Amanda Hodgkinson and Sarah Csekey to ensure the 2014 materials budget will be fully spent. Oek took place November 17-23. Some data were collected from our automated system; other data were tallied by front-line staff. All the Typical Week data will be collated for the Ministry of Tourism, Culture and Sport in 2015 as part of our Annual Survey submission. 2 | Page Page 196 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 197 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 198 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 199 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 200 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 201 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 202 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 203 of 270 12.e) Minutes of Midland Public Library Board meeting held o... Page 204 of 270 12.f) Correspondence dated December 29, 2014 from John Junea... December 29, 2014 Mayor Harry Hughes 148 Line 7 South, Box 100 Oro, ON L0L 2X0 RE: Dear Mayor Hughes and Members of Council, We need your assistance in our continuing effort to promote Crime Stoppers in your community and it would be greatly appreciated if you would recognize CRIME STOPPERS by presenting a motion to declare or proclaim CRIME STOPPERS, of Simcoe-Dufferin-Muskoka was established on January, 12, 1987 and became incorporated as a non-profit charitable organization on February 11, 1987. The program is operated by a volunteer Board of Directors, who oversees all phases of the program; CRIME STOPPERS is not a Police program nor funded by the provincial or federal government or from police agencies. The program is operated solely with monies generously donated from the private sector, businesses or raised through fundraising efforts of the volunteer Board of Directors and committee volunteers; CRIME STOPPERS is a program that benefits everyone in the community and in 2005 Crime Stoppers International was recognized by the United Nations as a global force in the fight against crime and terrorism; CRIME STOPPERS mandate is to assist the Police in solving crimes thereby making our communities and schools safer. Through the media, the public is encouraged to call a province wide toll free number 1-800-222- 8477 with any information about a crime that has occurred or is about to occur. If the information provided solves or prevents a crime, the anonymous caller is eligible for a cash reward. Anonymous calls to CRIME STOPPERS of Simcoe-Dufferin-Muskoka have assisted the Police and other investigative agencies in making 3,994 arrests, recovering stolen property valued at over $11 million and seizing over $57 million in illegal drugs. For this information, Crime Stoppers has approved $307, 412 in cash rewards. Thank you for your support, John Juneau President Page 205 of 270 12.g) Correspondence received December 23, 2014 from Colleen... Page 206 of 270 12.h) Correspondence dated December 15, 2014 from Bill Mauro... Ministry of Natural Ministère des Richesses Resources and Forestry naturelles et des Forêts Office of the Minister Bureau du ministre Room 6630, Whitney Block Édifice Whitney, bureau 6630 99 Wellesley Street West 99, rue Wellesley Ouest Toronto ON M7A 1W3 Toronto (Ontario) M7A 1W3 Tel: 416-314-2301 Tél.: 416-314-2301 Fax: 416-314-2216Téléc.: 416-314-2216 December 15, 2014 Mayor Harry Hughes Township of Oro-Medonte 148 Line 7 South Oro-Medonte ON L0L 2E0 harry.hughes@oro-medonte.ca Dear Mayor Hughes: Congratulations on your election victory. The Ministry of Natural Resources and Forestry (MNRF) has a variety of responsibilities including: forestry, aggregates, wetlands and Ontario Parks. Today, I am writing to you to talk about one of the mandates of MNRF — ensuring the sustainability of the province’s wildlife population. Ontario has a vast and diverse wildlife population. Seeing animals in the wild is a wonderful experience for many people. However, sometimes there are human-wildlife conflicts. I would like to provide you with information on how to manage these conflicts. The ministry is committed to working with municipalities and landowners to prevent and reduce the number of human-wildlife conflicts. We do this by, among other things: providing information on dealing with specific species, such as coyotes or bears; assessing species populations and adjusting hunting numbers as necessary, for example reducing or increasing the number of deer tags issued; adjusting hunting seasons or limits; and providing advice and information to municipalities and landowners. There are some best practices that we encourage landowners, including municipalities, to adopt to prevent and reduce conflicts. These include: putting out garbage the morning of pickup instead of the night before; not feeding wildlife; keeping pet food indoors; and putting up fencing. Municipalities play a critical role in preventing and dealing with nuisance animals. In July 2013, our government made changes to the Fish and Wildlife Conservation Act to enable municipalities to compensate hunters or trappers for the removal of coyotes and other furbearing mammals (such as raccoons and skunks), without MNRF permission. Page 207 of 270 12.h) Correspondence dated December 15, 2014 from Bill Mauro... Municipalities also have the ability to: Pass bylaws that ensure homeowners properly secure their garbage and other wildlife attractants. Pass bylaws preventing the feeding of nuisance animals. My ministry has posted information online to help landowners with nuisance wildlife. Please visit www.ontario.ca/livingwithwildlife. Listed on that page are links for preventing and responding to problems caused by specific wildlife species. Local ministry staff can be contacted to provide advice, explain regulations and assist in whatever way they can. I encourage you to contact your local office in Midhurst at 705- 725-7500. Public safety remains a priority to the ministry. If a wild animal poses an immediate threat or danger to public safety — call 911. I look forward to working together on matters of mutual concern. Sincerely, Bill Mauro Minister of Natural Resources and Forestry Page 208 of 270 12.i) Correspondence dated December 1, 2014 from Bruce Stant... Page 209 of 270 12.i) Correspondence dated December 1, 2014 from Bruce Stant... Page 210 of 270 12.i) Correspondence dated December 1, 2014 from Bruce Stant... Page 211 of 270 12.j) Correspondence dated December 10, 2014 from The Honour... Page 212 of 270 12.j) Correspondence dated December 10, 2014 from The Honour... Page 213 of 270 12.j) Correspondence dated December 10, 2014 from The Honour... Page 214 of 270 12.k) Correspondence received January 6, 2015, from County o... LIBRARY CO-OPERATIVE ANNUAL REPORT 2013 1 Page 215 of 270 12.k) Correspondence received January 6, 2015, from County o... TABLE OF CONTENTS Page No. Performance Management Committee 3 Staff as of December 31, 2013 4 Highlights 2013 5 County of Simcoe Library Co-operative Overview 6 Statistical Summary 9 Materials Borrowed Through Rotations 10 Graph Rotation Comparison 2012-2013 11 Graph Circulation of Simcoe County Materials 12 Circulation of Simcoe County Materials 13 Direct Circulation 14 Graph Circulation 2012-2013 15 E-Media Circulation 16 Electronic Database Usage 17 Chart Electronic Database Usage 18 Wireless Hits 2012-2013 19 2 Page 216 of 270 12.k) Correspondence received January 6, 2015, from County o... PERFORMANCE MANAGEMENT COMMITTEE (Library) 2013 Councillor Basil Clarke (Chair) Township of Ramara Councillor Scott Warnock (Vice-Chair) Township of Tay 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 Doug White Township of Bradford West Gwillimbury Deputy Warden Harry Hughes Township of Oro-Medonte Warden Cal Patterson - Town of Wasaga Beach Additional Representation for Library Purposes only: David Walker (citizen appointee) Dave Snedden (citizen appointee) Chief Administrative Officer Mark Aitken County Clerk Brenda Clark 3 Page 217 of 270 12.k) Correspondence received January 6, 2015, from County o... STAFF AS OF DECEMBER 31, 2013 Gayle Hall Chief Librarian Christine Maxwell Library Technician Jim Small Library Technician Sue Wall Library Technician Lesley Worden-Huffman Library Technician 4 Page 218 of 270 12.k) Correspondence received January 6, 2015, from County o... HIGHLIGHTS 2013 The County of Simcoe Library Co-operative had a very productive year in 2013. The Library purchased a new online public access catalogue software program; the e-media collection was greatly expanded; the new Playaway Bookpack format was introduced; and the Cultural Places Pass program was revamped. The Library Co-operative purchased the SirsiDynix Enterprise software program in February. Enterprise is a federated search interface that overlays the existing online public access catalogue. The software allows patrons to simultaneously search all of the libraries holdings, including their physical collections, their e-resources and their electronic databases, at the same time. The Co-operative continued to develop its e-media collection. The County Library digital collection is available through the PULSE (Public Libraries Sharing E-Media) website at pulse.simcoe.ca. Over two thousand fifty (2,500) e-book and e-audiobook titles were purchased and added to the collection in 2013. Circulation increased significantly throughout the year totaling over ninety-five thousand four hundred seventy-nine (95,479) , an increase of over twenty-one thousand (21,000) from the previous year. Two thousand four hundred forty-five (2,445) new patrons accessed the site. A new format of material, Playaway Bookpacks, was introduced. Bookpacks combine Playaway audiobooks with the printed version of the same title. They provide a fun and educational read-along experience for children of all ages. The Cultural Places Pass Program was revamped in 2013. The project, a joint venture between the public libraries and the museums, archives, art galleries, historic sites, and interpretive centres in Simcoe County, underwent some changes over the spring and was re-launched on June 1. The program provides library patrons and visitors to public libraries in Simcoe County the opportunity to borrow day passes to any of the eleven (11) participating institutions from June 1 to Thanksgiving Monday. The circulation of library material increased dramatically, year over year. In 2012 the total circulation was 113,831. In 2012, that figure jumped to 174,488, an increase of over fifty (50) percent. 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 guidance, helpful advice, and the staff of the County Library for their consistent dedication and hard work. 5 Page 219 of 270 12.k) Correspondence received January 6, 2015, from County o... 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 twelve 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 Bookpacks, 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 he County Library purchases annual subscriptions to a variety of commercial online databases T 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 fourteen (14) different databases: A to Z Maps, Canadian Reference Centre, Computer Tutorials, CultureGrams, Cypress Resume, 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. 6 Page 220 of 270 12.k) Correspondence received January 6, 2015, from County o... 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, IPad, 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 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 nine (9) libraries or branches that belong to the Large Print Pool and nine (9) 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. 7 Page 221 of 270 12.k) Correspondence received January 6, 2015, from County o... 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. n 2007, a third server was acquired to host the WebReporter software. This I 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. Cultural Places Pass Program The Cultural Places Pass is a partnership among all the libraries in Simcoe County (including Barrie and Orill and visitors to public libraries in Simcoe County are able to borrow single-day passes to eleven different museums, archives, art galleries, historic sites and interpretive centres located in the County. With the online reservation system, patrons can search for available passes and reserve a pass for the cultural institution of their choice. The program is administered by the County Library and operates from the Victoria Day weekend through the Thanksgiving Day weekend. 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. 8 Page 222 of 270 12.k) Correspondence received January 6, 2015, from County o... STATISTICAL SUMMARY 2013 Total Collection as of December 31, 2013 51,116 ADDITIONS WITHDRAWALS 3,256 221 Total Collection as of December 31, 2013 54,151 Materials Borrowed Through Rotations 2013 Large Type Audio Visual Total 54,489 18,690 14,965 20,834 Circulation of All Simcoe County Library Materials 2013 Large Type Audio Visual Total 174,477 30,207 26,491 117,772 Direct Circulation 2013 Large Sols VDX Requests Staff requests Audio Visual Reference Total Type 3,071 683 2388 550 587 1914 20 Electronic Database Usage 2013 No. of Sessions No. of searches Total 8,370 35,775 44,145 E-Media 2013 Number of titles New Patrons Total checkouts & holds 2,030 2,053 95,479 Wireless Hits 2013 Number of Libraries Total hits 23 87,589 9 Page 223 of 270 12.k) Correspondence received January 6, 2015, from County o... MATERIALS BORROWED THROUGH ROTATIONS 2013 No. LIBRARY TOTAL LARGE TYPE AUDIO VISUAL Rotations 2291 3 660 550 1081 BASE BORDEN 755 3 0 65 690 BRADFORD 2165 4 100 810 1255 CLEARVIEW Creemore 1821 4 25 650 1146 Stayner 2762 4 200 1195 1367 Sunnidale 2061 3 725 510 826 COLDWATER 411 4 0 85 326 COLLINGWOOD 1535 2 760 630 145 ESSA Angus 3210 3 1470 850 890 Thornton 2220 3 2220 0 0 MIDLAND 2055 3 510 810 735 NEW TEC. Alliston 2331 3 750 695 886 Beeton 1920 3 405 660 855 Tottenham 5261 4 2360 1230 1671 PENETANGUISHENE 2446 3 1100 540 806 RAMARA Atherley 2079 3 750 525 804 Brechin 1933 3 405 565 963 SPRINGWATER Elmvale 1050 3 0 190 860 Midhurst 1335 3 90 265 980 Minesing 4996 4 1940 1495 1561 TAY Port McNicoll 4024 4 1340 1200 1484 Victoria Harbour 4723 4 1860 1390 1473 Waubaushene 1105 2 1020 55 30 WASAGA TOTAL 75 18,690 14,965 20,834 54,489 10 Page 224 of 270 12.k) Correspondence received January 6, 2015, from County o... Number of items Requested for Rotations 2012-2013 60000 54489 52110 50000 40000 30000 18690 20834 14965 18170 2012 20000 19382 14558 2013 10000 2013 0 Large Type 2012 Audio Visual Total 11 Page 225 of 270 12.k) Correspondence received January 6, 2015, from County o... CIRCULATION OF SIMCOE COUNTY LIBRARY MATERIALS 2012/13 2012 2013 2012 2013 2012 2013 2012 2013 LT LT AUDIO AUDIO VISUAL VISUAL TOTAL TOTAL 1,253 1,166 69 76 94 115 1,090 975 BASE BORDEN 2,876 3,799 0 0 42 121 2,834 3,678 BRADFORD W. GWILLIMBURY 4,137 6,958 143 42 1,104 1,759 2,890 5,157 CLEARVIEW Stayner 4,830 5,042 129 273 1,637 890 3,064 3,879 Creemore 3,218 2,673 162 12 1,320 850 1,736 1,811 Sunnidale 4,382 4,002 828 496 1,247 1,071 2,307 2,435 COLDWATER 2,988 5,929 548 73 315 555 2,125 5,301 COLLINGWOOD 3,820 4,720 1,192 1,237 1,703 1,946 925 1537 ESSA Angus 3,485 2,860 1,137 1,088 892 488 1,456 1,284 Thornton 2,509 2,917 2,509 2,917 0 0 0 0 MIDLAND 9,180 18,168 697 804 2,228 3,608 6,255 13,756 NEW TECUMSETH Alliston 7,152 13,078 858 761 1,936 3,153 4,358 9,164 Beeton 6,622 11,636 713 889 1,582 2,480 4,327 8,267 Tottenham 10,951 14,102 3,131 2,817 1,533 1,625 6,287 9,660 PENETANGUISHENE 5,546 7,939 1,278 2,198 1,199 1,062 3,069 4,672 RAMARA Atherley 3,206 4,719 569 679 681 615 1,956 3,425 Brechin 6,320 9,145 564 558 1,288 1,352 4,468 7,235 SPRINGWATER Elmvale 3,948 7,265 5 25 106 386 3,837 6,854 Midhurst 2,126 2,100 151 125 378 278 1,597 1,697 Minesing 7,093 7,148 2,246 1,334 1,688 1,327 3,093 4,487 TAY Port McNicoll 6,091 7,047 1,584 1,466 1,303 987 3,204 4,594 Victoria Harbour 5,807 5,287 1,938 1,437 1,447 959 2,422 2,891 Waubaushene 4,195 7,833 3,680 6,019 445 277 70 1537 WASAGA 111,735 155,533 24,131 25,326 24168 25904 63,370 104,296 636 676 378 401 52 91 198 184 SOLS 1,460 2,406 147 175 64 491 1,249 1,740 COUNTY EMP. 0 4311 0 4311 0 0 0 0 LARGE PRINT POOL 0 11562 0 0 0 0 0 11562 VIDEO POOL 24,656 30,213 24284 26486 64,817 117,782 113,831 174,488 Total 12 Page 226 of 270 12.k) Correspondence received January 6, 2015, from County o... Number of Checkouts/Rotation Type 2013 155533 160000 140000 120000 111735 104296 100000 80000 63370 60000 40000 25904 25326 24131 24168 20000 0 Large Type Audio VisualTotal No. of checkouts/requested type No. of each type requested by library for rotations 13 Page 227 of 270 12.k) Correspondence received January 6, 2015, from County o... DIRECT CIRCULATION 2013 MONTH REQUESTS LARGE TYPE AUDIO VISUAL REFERENCE 370 65 56 239 4 JANUARY 311 41 51 209 3 FEBRUARY 270 56 43 166 1 MARCH 302 65 50 171 2 APRIL 277 39 48 176 6 MAY 220 53 32 127 0 JUNE 183 17 44 114 0 JULY 217 56 32 212 0 AUGUST 205 37 32 132 0 SEPTEMBER 180 30 20 121 0 OCTOBER 303 58 51 184 3 NOVEMBER 233 33 40 145 0 DECEMBER 3071 550 587 1914 20 TOTAL SOLS 683 389 88 194 12 ( Interlibrary Loan) 2388 161 499 1720 8 STAFF 14 Page 228 of 270 12.k) Correspondence received January 6, 2015, from County o... Circulation of Simcoe County Materieals 2012-2013 174477 Total 113831 117772 Visual 64187 2013 2012 26491 Audio 24284 30207 Large print 24656 0 20000 40000 60000 80000 100000 120000 140000 160000 180000 200000 15 Page 229 of 270 12.k) Correspondence received January 6, 2015, from County o... E-MEDIA CIRCULATION 2012-2013 MONTH ACTIVITY/MONTH 2012 ACTIVITY/MONTH 2013 6663 7,941 JANUARY 5946 7,042 FEBRUARY 6350 8,543 MARCH 6246 8,131 APRIL 5778 8,219 MAY 6183 7,821 JUNE 6801 8,441 JULY 6222 6,805 AUGUST 6969 7,641 SEPTEMBER 5714 8,997 OCTOBER 5512 7,368 NOVEMBER 6010 8,530 DECEMBER 95,479 74,394 TOTAL E-Media Usage 2012-2013 10000 9000 8997 8543 8530 8441 8219 8131 8000 7941 7821 7641 7368 7042 7000 6969 6801 6805 6663 6350 6246 6222 6183 6000 6010 5946 5778 5714 5512 5000 4000 2012 3000 2013 2000 1000 0 16 Page 230 of 270 12.k) Correspondence received January 6, 2015, from County o... ELECTRONIC DATABASE USAGE 2012-2013 SEARCHES & SESSIONS SESSIONS & DATABASE 2012 SEARCHES 2013 A-Z MAPS 219 145 CANADIAN REFERENCE CENTRE 3,207 2495 CONSUMER HEALTH COMPLETE 1,102 1972 CULTUREGRAMS 1,667 1,702 GLOBAL ROAD WARRIOR 171 158 HOBBIES & CRAFTS REFERENCE CENTRE 508 1082 HOME IMPROVEMENT REFERENCE CENTRE 318 797 LEARNING EXPRESS 372 207 LITERARY REFERENCE CENTRE 282 603 MANGO LANGUAGES 3,240 1,624 NOVELIST 23,414 30,823 SCIENCE REFERENCE CENTRE 2,179 1,545 SMALL ENGINE REPAIR REFERENCE CENTRE 698 992 TOTAL 37,377 44,145 17 Page 231 of 270 12.k) Correspondence received January 6, 2015, from County o... Database Usage 2013 1,702 A-Z Maps 1,545 992 145 1082 1972 Canadian Reference Centre 158 2495 797 Consumer Health 207 CultureGrams 603 1,624 Global Road Warrior Hobbies & Crafts Home Improvement Learning Express 30,823 Literary Reference Centre Mango Languages Novelist Science Reference Centre Small Engine Repair 18 Page 232 of 270 12.k) Correspondence received January 6, 2015, from County o... WIRELESS HITS 2012-2013 JAN FEB. MAR. APR. MAY JUNE JULY AUG. SEPT. OCT. NOV. DEC. 2012 4430 3681 3789 4026 3624 3135 3831 4521 3103 3514 3372 2805 2013 4589 4985 5174 9572 4873 7641 8683 6491 9350 10068 8806 7357 TOTAL 2012 43,830 TOTAL 2013 87,589 Wirless Usage 2012-2013 9350 10000 8878 8806 8683 9000 7641 7357 8000 6491 7000 6000 5174 4985 4873 4824 4589 4520 4430 5000 4026 3831 3789 3681 3624 2013 3514 3372 4000 3135 3103 2805 2012 3000 2000 1000 0 19 Page 233 of 270 13.a) Correspondence received January 5, 2015 from Lake Simc... Please Join Us For Our Friday, January 23, 2015 9:00 AM to 12:00 PM Holiday Inn Express 905.895.1281 ext 223 Page 234 of 270 13.b) Correspondence received from Orillia & Area Physician ... Page 235 of 270 13.c) Correspondence dated December 23, 2014 from Wendy Suth... Page 236 of 270 13.c) Correspondence dated December 23, 2014 from Wendy Suth... Page 237 of 270 13.d) Correspondence dated December 16, 2014 from Brenda Cla... Page 238 of 270 13.d) Correspondence dated December 16, 2014 from Brenda Cla... Page 239 of 270 13.d) Correspondence dated December 16, 2014 from Brenda Cla... Page 240 of 270 13.e) Correspondence received January 7, 2015 from Michael W... Future Advances in Stormwater Management Practices Low Impact Development (LID) Southshore Community Centre 205 Lakeshore Drive, Barrie, ON Wednesday, January 21, 2015 12:00 3:30 PM AGENDA Meeting Purpose: This half-day session will provide an overview of current stormwater management practices and an introduction to Low Impact Development (LID) technologies. Specifically the session will examine how LID practices can contribute to more sustainable development within Simcoe County. Time Details Speaker 12:00 1:00 PM Networking Lunch 1:00 1:05 PM Welcome and Introductions Mike Walters, LSRCA Gayle Wood, NVCA 1:05 - 1:20 PM Setting the Stage: Current Stormwater Ben Longstaff, LSRCA Practices: Why a change is necessary. 1:20 - 2:50 PM An Introduction to Low Impact Development Jay Michels, Emmons & Olivier Resources 2:50 - 3:00 PM Break 3:00 - 3:15 PM Brief Presentation: LSRCA, NVCA and SSEA Steve Auger, LSRCA (Where are we now and where are we going?) Tom Reeve, NVCA Keith Sherman, SSEA 3:15 - 3:30 PM Panel Discussion: Question and Answer Session 3:30 PM Adjourn Page 241 of 270 13.e) Correspondence received January 7, 2015 from Michael W... Future Advances in Stormwater Management Practices: Low Impact Development (LID) The Lake Simcoe Region Conservation Authority (LSRCA), together with the Nottawasaga Valley Conservation Authority (NVCA), would like to invite you to a session on Future Advances in Stormwater Management Practices: Introducing Low Impact Development (LID). This half-day session will provide an overview of current stormwater management practices and an introduction to Low Impact Development (LID) technologies. Specifically, the session will examine how LID practices can contribute to more sustainable development within Simcoe County. This session is intended for municipalities, both council and staff. The event will be held at the Southshore Community Centre, 205 Lakeshore Drive in Barrie from 12:00 p.m. to 3:30 p.m. on Wednesday, January 21st. Lunch will be provided. Jay Michels, CPESC Partner and Project Manager for Emmons & Olivier Resources, will provide an overview of the experiences in implementing LID within the State of Minnesota, which has been a leader in LID development and implementation for more than 10 years. Jay will present on the current legislative framews environmental goals. Also, Ben Longstaff, General Manager of Integrated Watershed Management for the Lake Simcoe Region Conservation Authority, will provide an overview of Scapingrogram, along with other initiatives to implement LID practices within the Lake Simcoe watershed. If you are interested in attending, please RSVP to Theresa Bos (t.bos@lsrca.on.ca) by ‘ĻķƓĻƭķğǤͲ WğƓǒğƩǤ ЊЍͲ ЋЉЊЎ. Please be sure to indicate any accessibility needs, food allergies, and/or dietary restrictions. We look forward to seeing you at the session on the 21st. Sincerely yours, Michael Walters Chief Administrative Officer Page 242 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 243 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 244 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 245 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 246 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 247 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 248 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 249 of 270 13.f) Correspondence dated December 19, 2014 from Chris Smit... Page 250 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... The Corporation of the Township of Oro-Medonte By-Law No. 2015 -005 Being a By-law to establish a framework with respect to notification and issuance of permits for special events in the Township of Oro-Medonte Whereas Sections 8, 9 and 11 of the Municipal Act, 2001, S.O. 2001, c. 25, confer broad powers on municipal councils to govern their affairs as they deem appropriate and to enact by-laws for broad purposes, including notifications, licensing and the issuance of licenses, permits, approvals and other systems of permissions; And Whereas pursuant to Section 126 of the Municipal Act, 2001, Council may pass by-laws to regulate cultural and recreational events, including public fairs and pursuant to section 129 of the Municipal Act, 2001 may pass by-laws to regulate and prohibit traffic, noise, vibration, odour, dust and outdoor illumination; And Whereas pursuant to Part XIV of the Municipal Act, 2001, Council may pass by- laws providing that a person who contravenes a by-law is guilty of an offence, to establish fines for offences under its by-laws and generally to enforce its by-laws; And Whereas the Council of The Corporation of the Township of Oro-Medonte seeks to regulate the holding of special events in the Township of Oro-Medonte and deems it necessary and expedient to enact a by-law to govern the holding of special events on public and/or private property; Now Therefore the Council of The Corporation of the Township of Oro-Medonte enacts as follows: Definitions 1. 1.1 In this By-law: AGCO “” means Alcohol and Gaming Commission of Ontario; (a) Applicant “” means the person or entity submitting, filing or making (b) an application for a Permit; Director “” means the Director, Recreation & Community Services (c) of the Township; or his/her designate; Host Venues “” means any private property owner or business who (d) either themselves or through the activities of an event organizer hosts a special event on their private lands; Notification “” means completion and submission of the “Special (e) Event Permit/Notification” form; O.P.P. “” means Ontario Provincial Police; (f) Operations Plan “” means the compilation of all required logistical (g) plans necessary to deliver a special event; Permit “” means any permit issued in accordance with the provision (h) of this By-law; Person “” includes a corporation, business entity or group; (i) Private Property “” means any lands that are not a Township or (j) Public Facility or any other public lands; Page 251 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... Special Event “” means an activity or function, typically constituting (k) a one time, annual or infrequently occurring eventwhich is more particularly described in Section 2.1 when held on public lands or in Section 3.1 when held on private lands, within the boundaries of the Township; Township “” means The Corporation of the Township of Oro- (l) Medonte; Township or Public Facility “” means lands, premises, road (m) allowances, parks, property or buildings controlled by the Township or other government agencies. Township Departments “” means any department within the (n) Township. Special events held on Public Lands (Notification, Permit and/or Operating 2. Plan Requirement) 2.1 No person shall hold or organize an event or activity on Township Property or in a Public Facility, unless the Township has received notification of the event; if deemed a “Special Event” has granted a Permit for such event or activity and where applicable an Operating Planhas been submitted within the specified time frame. An event to be held on public property i.e. at/on Township Facilities, Parks and Roadways or other municipal properties is deemed to be a “Special Event” if one or more of the following criteria is present or if any one of the criteria sited in Section 3.1 is present: Θ Open to the general public, with or without, an admission fee; Θ Advertised via newspaper, web and/or site signage etc.; Θ Includes a Special Occasion Permit (serving of alcohol); Θ Requires a Building Permit for tents, stages or other structures; Θ Could potentially involve a number of attendees that could not be managed on a roadway/facility/park without special measures being in place. Special Event Permit/Notification forms are to be submitted to the Director a minimum of 120 days prior to the event. Upon review of the Special Event Permit/Notification form the Director may request that an Operation Plan is required. This plan is to be submitted 60 days prior to the special event. The Township and other relevant agencies recognize that opportunities do come up with little notice and will endeavor to work with event organizers and venues within the realities of operations constraints. Special Events Held on Private Lands (Notification and/or an Operating 3. Plan Requirement) 3.1 No person shall hold or organize a special event or activity on Private Property, unless the Township has received notification of the event and where applicable an Operating Plan has been submitted within the specified time frame. An event taking place on private property will be deemed a “Special Event” if one or more of the following criteria is present: An event outside of the course of normal operations which has the potential to strain the community’s emergency services response; An event which will have a foreseeable impact on the regular flow of traffic; An event that may adversely affect the Oro-Medonte Community; 27 Page of Page 252 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... An event requiring the approval of a regulatory agency i.e. AGCO, Health Unit, O.P.P. which is outside of the scope of typical operations. Special Event Permit/Notification forms are to be submitted to the Director a minimum of 120 days prior to the event. Upon review of the Special Event Permit/Notification form the Director may request that an Operation Plan is required. This plan is to be submitted 60 days prior to the special event. The Township and other relevant agencies recognize that opportunities do come up with little notice and will endeavor to work with event organizers within the realities of operations constraints. If an Operations Plan is deemed to be required the Township will circulate the plan to relevant agencies for review. The applicant shall be responsible for ensuring that all legislation, regulatory requirements and/or permits are secured prior to the event. Special Events Held on Both Private and Public Lands (Notification, Permit 4. and/or an Operating Plan Requirement) 4.1 In the case where an event is to be held on both private and public property i.e. at/on Township Facilities, Parks and Roadways or other , municipal propertiesno person shall hold, organize or sponsor such an event or activity, unless the Township has received notification of the event. If the event is deemed to be a “Special Event”, a Permit for use of the public property will be required and where applicable an Operating Plan may be requested by the Director. An event held on public property is defined a “Special Event” as described in Section 2.1. An event held on private property is defined a “Special Event” as described in Section 3.1. Special Event Permit/Notification forms are to be submitted to the Director a minimum of 120 days prior to the event. Upon review of the Special Event Permit/Notification form the Director may request that an Operation Plan is required. This plan is to be submitted 60 days prior to the special event. The Township and other relevant agencies recognize that opportunities do come up with little notice and will endeavor to work with event organizers within the realities of operations constraints. If an Operations Plan is deemed to be required the Township will circulate the plan to relevant agencies for review. The applicant shall be responsible for ensuring that all legislation, regulatory requirements and/or permits are secured prior to the event. A Township of Oro-Medonte Special Event permit is required for the portion of the event taking place on public lands. Notifications/Permits 5. 5.1 A completed form for Notification or Permit under this By-law shall be submitted to the Director. 5.2 A completed form for Notification or Permit shall be filed not less than 120 calendar days before the first date of the Special Event. Forms can be 37 Page of Page 253 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... obtained from the Township’s Recreation and Community Services Department or via the Township’s Website. 5.3 If the Event is deemed to be a “Special Event” and is taking place on a portion of public property, a permit shall either be granted, granted with conditions or denied by the Director. The Applicant may be required to attend a meeting to discuss the Special Event with the Director. 5.4 Permit Approval Process (for events taking place on public property or a portion of thereof); A Permit may be issued upon receipt and review of a complete 5.4.1 Special Event Notification/Permit form if, in the opinion of the Director, the following conditions have been met: the Operating Plan, if required, has met all requirements of all (a) pertinent and governing operating departments (Fire, Building and Planning, Municipal Law Enforcement) and agencies which include but are not limited to: Conservation Authorities (if regulated), Ontario Provincial Police, Simcoe County Paramedic Services, Simcoe Muskoka District Health Unit, Electrical Safety Authority, Alcohol and Gaming Commission of Ontario; and written confirmation of same has been received from all relevant (b) departments and agencies. there is a demonstrated benefit to the businesses, residents and (c) visitors of the Township by allowing the Special Event. The Applicant shall submit a certificate of insurance evidencing 5.4.2 public liability insurance coverage, in the amount of Five (5) Million Dollars ($5,000,000.00), for the Special Event. The insurance policy will name the Township as additional insured. The Director may, in its sole and absolute discretion, upon receipt of a complete written submission from the Applicant outlining the reasons why the insurance coverage request is unreasonable, amend the limits set out above and its decision shall be final. The Applicant shall agree in writing to indemnify and hold the 5.4.3 Township and its public officials, officers, employees and agents completely harmless against any damages, suits, claims or losses that may arise as a direct or indirect result of the Special Event. Operating Plan 6. 6.1 A completed Operating Plan, if deemed necessary, by the Director under this By-law shall be filed with the Director. 6.2 A completed Operating Plan must meet the requirements of all relevant Township departments, government agencies etc. and written confirmation of such must accompany the Operating Plan as described in Section 5.4.1(a). 6.3 A completed Operating Plan shall be filed not less than 60 calendar days before the first date of the Special Event. Special Events Manuals can be obtained from the Township’s Recreation and Community Services Department. 47 Page of Page 254 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... Permit Conditions 7. 7.1 The Director may impose, as conditions to the granting of a Permit, such further requirements and restrictions as will, in the sole discretion of the Director, protect the health, safety and welfare of the general public and protect property, based on the recommendations of Township staff or other agency representatives. Such conditions may include, but are expressly not limited to: the posting of security in the form of a performance bond or an (a) irrevocable letter of credit to be held up to ninety (90) days after the conclusion of the Special Event, or other surety securing payment of an amount satisfactory to the Director to permit the reasonable rectification of damages to any Township lands, premises, buildings or structures which may be damaged or destroyed as a result of the Special Event or to compensate the Township for any costs charged to ensure that health and safety is maintained during/post the event; the provision of adequate crowd control and traffic control, security, (b) fire protection, food handling, washroom facilities, parking control, waste and refuse disposal, and noise restrictions and, where applicable, the payment of such fees or charges to the Township or such external agencies as may be required for the provision of any such services. Staff Support 8. 8.1 The Director is the main contact for Special Events in the Township and will advise the Applicant which municipal departments and agencies the Applicant must obtain written support/comments from as may be necessary. Other Requirements 9. 9.1 The issuance of a Permit or completion of Notification under this By-law does not eliminate any requirement for any business licence or any other permit(s) or approvals as may be prescribed by any other municipal by- laws, rules and regulations or any other governmental agencies or laws. The Applicant will still be required to obtain such approvals as may be required in order to carry out its Special Event in full compliance of all laws. These requirements shall be confirmed in writing from the appropriate agency prior to the issuance of a Permit for a Special Event under this By-law. Compliance and Refusal 10. 10.1 If an Applicant fails to comply with any of the provisions of this By-law, and any provisions of the Permit or any other by-laws of the Township, in addition to any other penalty, the Permit, where applicable as outlined in Section 5.0 may be revoked at any time without notice. 10.2 If a Permit under this By-law is denied, the Permit may be reconsidered at a subsequent occasion upon the Applicant addressing, to the satisfaction of the Director, the reasons given for the initial denial of the application. 57 Page of Page 255 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... Revocation of Permit 11. 11.1 At any time prior to the commencement or completion of the Special Event for which a Permit has been issued pursuant to this By-law, the Permit may be revoked by the Director by written notice delivered to either the Applicant orthe address of the Applicant as set out in the application, if: (a) the Director is satisfied that incorrect or false information of a material nature was submitted in support of the Permit; (b) the Medical Officer of Health, acting reasonably, advises the Director in writing that he or she is no longer of the opinion that the health and sanitation arrangements for the event are satisfactory, or that the health and sanitation requirements are not being maintained; (c) the Commanding Officer of the Ontario Provincial Police, or his or her designate, acting reasonably, advises the Director in writing, he or she is of the opinion that the arrangements for security and police protection for the Special Event will not be adequate or that the arrangements have not been carried out; (d) the Fire Chief of the Township, acting reasonably, advises the Director in writing that he or she is no longer of the opinion that the approved Fire Safety Plan for the Special Event is satisfactory; or (e) the Director is satisfied that any other arrangements or facilities proposed by the Applicant for the Special Event have not been put into place or carried out and the Director considers it to be a cause for serious concern. Short Title 12. 12.1 This By-law may be referred to as the Special Events By-law. Interpretation & Validity 13. 13.1 Any reference to a statute, regulation or other legislation in this By-law shall include such statute, regulation or other legislation or provision thereof as amended, revised, re-enacted and/or consolidated from time to time and any predecessor or succession legislation thereto. 13.2 Words importing the singular number shall include the plural, and words importing the masculine gender shall include the feminine, and the converse of the foregoing also applies, unless the context of the by-law otherwise requires. 13.3 If a court of competent jurisdiction declares any provisions or part of a provision of this By-law to be invalid or to be of no force and effect, it is the intention of Council in enacting this By-law that the remainder of this By- law shall continue in force and be applied and enforced in accordance with its terms to the fullest extent possible according to law. Administration 14. 14.1 This By-law shall be administered by the Director. 67 Page of Page 256 of 270 15.a) By-Law No. 2015-005: Being a By-law to establish a fra... Effective Date of By-Law 15. 15.1 This By-law shall come into force and take effect on the day of the passing thereof. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin 77 Page of Page 257 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... The Corporation of the Township of Oro-Medonte By-law No. 2015-006 A By-law to Provide for Remuneration and Expenses for Members of Council and Council’s Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law No. 2014-102 (Remuneration and Expenses By-law) Whereas Section 283 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the Members of Council of the municipality and of the officers and employees of the municipality; And Whereas Council deems it expedient to pass a By-law to provide for the remuneration and expenses of Members of Council and Council’s Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Schedules “A”, “B” and “C” attached hereto form part of this By-law. 2. That By-law No. 2014-102 is hereby repealed. st 3. This by-law shall take effect on the 1 day of January 2015. By-law read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, J. Douglas Irwin Page 258 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... Schedule “A” to By-law No. 2015-006 Remuneration Of Council Members The annual remuneration for Members of Council for 2014 shall be: 1. Mayor $ 30,288 Deputy Mayor $ 24,232 Councillors $ 18,886 That the annual remuneration for Members of Council shall be subject to an annual 2. escalation factor of the lessor of: The annual rate of inflation being the increase in the Consumer Price Index (CPI) for the prior year; or The cost of living adjustment stipulated for the current year in the collective agreement; or The cost of living adjustment provided to bargaining unit excluded staff for the current year. That pursuant to S.283(7) of the Municipal Act, Council resolved that the one-third of 3. the remuneration paid to elected members of Council shall continue as expenses incident to the discharge of their duties as members of Council for the 2014-2018 term, as documented in Motion No. C141210-13. Members of Council shall receive, in addition to their annual remuneration, per diem 4. payments as follows: $ 80.00 for each half day or evening meeting $ 160.00 for each full day meeting Where a Member of Council attends multiple meetings on the same day, which are eligible for per diem payments, the Member of Council shall be entitled to a single per diem not to exceed the full day meeting per diem identified above. The per diem stipulated in Section 4 shall exclude the following: 5. Attendance at meetings of Council, as defined in Regular Meeting Schedule of 5.1 the Procedural By-law; Attendance at a function for the purpose of presenting Congratulatory 5.2 Certificates on behalf of the Township; and Attendance at special functions/events where the Township has purchased a 5.3 ticket for the Member, such as Awards Dinners, etc. The per diem stipulated in Section 4 shall apply to the following: 6. Attendance at Special meetings of Council, as defined in the Procedural By-law; 6.1 Attendance at Public Meetings/Public Information Sessions, as defined in the 6.2 Procedural By-law, when such meetings are conducted as a separate meeting on a designated day; Attendance at Development Services Committee meetings, as defined in the By- 6.3 law to Constitute and Appoint a Development Services Committee and the Procedural By-law; Attendance at meetings of local boards, committees/technical support groups or 6.4 special Ad-Hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council; Attendance at conferences, conventions and seminars as authorized by 6.5 resolution of Council; Page 259 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... Schedule “A” to By-law No. 2015-006 (continued) Attendance at special meetings required for a specific purpose relative to 6.6 municipal business, including interview committees, and authorized by resolution of Council; Attendance by the Mayor, or his/her designate, at business functions as 6.7 representatives of the municipality, including the Mayor in his/her capacity as ex-officio, or his/her designate, in an ex-officio capacity; Attendance at non-committee/technical support group meetings where the 6.8 Members of Council’s attendance has been authorized by resolution of Council. Page 260 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... Schedule “B” to By-law No. 2015-006 Remuneration of Public Members of Local Boards & Committees/Technical Support Groups 1. The Public Members of the: Accessibility Advisory Committee Heritage Committee Recreation Technical Support Group shall receive per diem payments as follows: $ 45.00 for each half day or evening meeting $ 90.00 for each full day meeting 2. The Public Members of the: Compliance Audit Committee shall receive per diem payments as follows: $ 80.00 for each meeting 3. The per diem stipulated in Sections 1 and 2 of this Schedule shall apply to the following: 3.1. Attendance at meetings of the local board or committee/technical support group; 3.2. Attendance at conferences, conventions and seminars as authorized by resolution of Council; 3.3. Attendance at special meetings required for a specific purpose relative to municipal business and authorized by resolution of Council. 4. The above per diems, including per-kilometer payments, shall be paid on a semi- annual basis, upon submission of a statement approved by the respective Senior Manager. Page 261 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... Schedule “C” to By-law No. 2015-006 Expenses for Members of Council, Council’s Appointees to Local Boards and Committees/Technical Support Groups and Employees Per Kilometer Payments 1. 1.1 Effective July 1, 2014, the municipality shall compensate Members of Council, Council’s Appointees to Local Boards & Committees/Technical Support Groups and Employees at the rate of $.495 per kilometer for the use of non-township owned vehicles. st 1.1.1 That the per kilometer rate will be adjusted on July 1 each year to $0.055 below the Canada Revenue Agency (CRA) rate for Ontario for the previous year. 1.2 Members of Council shall receive a per-kilometer payment as outlined further in this section: 1.2.1 Members of Council shall receive a per-kilometer payment for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 6 of Schedule “A”, upon submission of Meeting and Mileage Expense Statements on a quarterly basis. 1.2.2 Members of Council shall receive a per-kilometer payment for travel from their residence and back to attend meetings stipulated in Section 5.1 of Schedule “A”, upon submission of Meeting and Mileage Expense Statements on a quarterly basis. 1.2.3 Notwithstanding Section 1.2.2 above, Members of Council shall not receive a per-kilometer payment for travel from their residence and back to attend meetings stipulated in Section 5.1 of Schedule “A” when such meeting of Council is held immediately following a Development Services Committee meeting. 1.2.4 The Mayor, or his/her designate, and/or the appropriate Ward Councillor shall receive a per-kilometer payment for travel from their residence and back to attend a function as stipulated in Section 5.2 of Schedule “A”, upon submission of Meeting and Mileage Expense Statements on a quarterly basis. 1.2.5 Members of Council shall not receive a per-kilometer payment for travel from their residence and back to attend functions/events stipulated in Section 5.3 of Schedule “A”. 1.2.6 Members of Council shall receive a per-kilometer payment for travel from their residence and back to attend functions as representatives of the municipality, upon submission of Meeting and Mileage Expense Statements on a quarterly basis. 1.2.7 Members of Council shall be limited to one per-kilometer payment for travel from their residence and back to attend multiple meetings, functions/events at the same location on a single day. 1.3 Members of local boards & committees/technical support groups shall receive a per-kilometer payment for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 3 of Schedule “B”. 1.4 Township employees shall receive a per-kilometer payment for each kilometer driven in a non-township owned vehicle while on Township business. Page 262 of 270 15.b) By-Law No. 2015-006: A By-law to Provide for Remunerat... Schedule “C” to By-law No. 2015-006 (continued) Luncheon & Dinner Meetings 2. 2.1 The municipality shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the Committee concerned. 2.2 Council members and Senior Staff shall have the discretion to invite visitors for lunch or dinner in connection with Township business and such expense shall be borne by the Township. Conferences, Conventions, Seminars and Meetings 3. 3.1 Attendance at conferences, conventions, seminars and meetings shall be pre-authorized by Council resolution or in accordance with Township policy. 3.2 The following expenses shall be paid: i) Hotel/Motel accommodation - actual cost ii) Parking - actual cost iii) Registration - actual cost iv) Meals and incidental expenses - actual cost to a maximum of $100/day v) The municipality will provide registration for a double room, when a spouse is attending an approved conference, convention or seminar. Advances 4. 4.1 The Treasurer shall have the authority to furnish advances to meet estimated expenses for those authorized to attend conferences, conventions and seminars. Expense Statements 5. 5.1 Statements for expenses shall be submitted in a form determined by the Township. Page 263 of 270 15.c) By-Law No. 2015-008: A By-law to Appoint a Representat... The Corporation of the Township of Oro-Medonte By-Law No. 2015-008 A By-law to Appoint a Representative to the Oro-Medonte Chamber of Commerce and to repeal By-Law No. 2012-197 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 the Council for The Corporation of the Township of Oro-Medonte declared by Motion No. C141210-22, to appoint a member to the Oro-Medonte Chamber of Commerce. And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to pass a by-law to appoint such a committee member; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the following member be appointed to theOro-Medonte Chamber of Commerce. Councillor Scott Jermey 2. That the appointment outlined in (1) above be for the 2015-2016 term. 3. That By-Law No. 2012-197 is hereby repealed in its entirety. 4. And That this by-law shall come into force and take effect on the final passing. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 264 of 270 15.d) By-Law No. 2015-009: A By-law to Appoint a Representat... The Corporation of the Township of Oro-Medonte By-Law No. 2015-009 A By-law to Appoint a Representative to the Orillia Chamber of Commerce and repeal By-Law No. 2012-196 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 the Council for The Corporation of the Township of Oro-Medonte declared by Motion No. C141210-21, to appoint a member to the Orillia Chamber of Commerce. And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to pass a by-law to appoint such a committee member; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the following member be appointed to theOrillia Chamber of Commerce. Councillor Scott Jermey 2. That the appointment outlined in (1) above be for the 2015-2016 term. 3. That By-Law No. 2012-196 is hereby repealed in its entirety. 4. And That this by-law shall come into force and take effect on the final passing. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 265 of 270 15.e) By-Law No. 2015-010: A By-law to Appoint Representativ... The Corporation of the Township of Oro-Medonte By-Law No. 2015-010 A By-law to Appoint Representatives to the Nottawasaga Valley Conservation Authority Board of Directors and to repeal By-Law No. 2012-194 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 Section 14 of the Conservation Authorities Act, R.S.O. 1990, c. C.27, as amended, provides that members of an authority shall be appointed by the respective councils of the participating municipalities; And Whereas the Council of the Township of Oro-Medonte declared by Motion No. C141210-19 to appoint representatives to the Nottawasaga Valley Conservation Authority Board of Directors; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Councillors Phil Hall and Barb Coutanche be appointed to theNottawasaga Valley Conservation Authority Board of Directors. 2. That the appointments outlined in (1) above be for the 2015-2016 term. 3. That By-Law No. 2012-194 is hereby repealed in its entirety. 4. And That this by-law shall come into force and take effect on the final passing. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 266 of 270 15.f) By-Law No. 2015-011: A By-law to Appoint a Representat... The Corporation of the Township of Oro-Medonte By-Law No. 2015-011 A By-law to Appoint a Representative to the Severn Sound Environmental Association Board of Directors and to repeal By-Law No. 2012-199 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 the Township of Oro-Medonte has entered into a Joint Service Board Agreement with the Severn Sound Environmental Association; And Whereas Council of the Township of Oro-Medonte is to appoint a representative to theSevern Sound Environmental Association Board of Directors pursuant to the Joint Service Board Agreement; And Whereas the Council of the Township of Oro-Medonte declared by Motion No. C141210-20 to appoint a representative to the Severn Sound Environmental Association; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Councillor Barb Coutanche be appointed to the Severn Sound Environmental Association Board of Directors. 2. That the appointment outlined in (1) above be for the 2015-2016 term. 3. That By-Law No. 2012-199 is hereby repealed in its entirety. 4. And That this by-law shall come into force and take effect on the final passing. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 267 of 270 15.g) By-Law No. 2015-012: A By-law to Appoint a Representat... The Corporation of The Township of Oro-Medonte By-Law No. 2015-012 A By-law to Appoint a Representative to the Lake Simcoe Region Conservation Authority Board of Directors and to repeal By-Law No. 2012-200 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 Section 14 of the Conservation Authorities Act, R.S.O. 1990, c. C.27, as amended, provides that members of an authority shall be appointed by the respective councils of the participating municipalities; And Whereas the Council of the Township of Oro-Medonte declared by Motion No. C141210-18 to appoint a representative to the Lake Simcoe Region Conservation Authority Board of Directors; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Councillor Scott Macpherson be appointed to theLake Simcoe Region Conservation Authority Board of Directors. 2. That the appointment outlined in (1) above be for the 2015-2016 term. 3. That By-Law No. 2012-200 is hereby repealed in its entirety. 4. And That this by-law shall come into force and take effect on the final passing. By-Law Read a First, Second and Third time, and Passed this 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 268 of 270 15.h) By-Law No. 2015-013: A By-Law to Appoint a Representat... The Corporation of the Township of Oro-Medonte By-Law No. 2015-013 A By-Law to Appoint a Representative to Barrie Area Physician Recruitment and to repeal By-Law No. 2012-201 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; AndWhereas the Council for The Corporation of the Township of Oro-Medonte declared by Motion No. C141210-17, to appoint a member to Barrie Area Physician Recruitment. AndWhereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to pass a by-law to appoint such a member; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Mayor Hughes be appointed to Barrie Area Physician Recruitment. 2. That By-Law No. 2012-201 is hereby repealed in its entirety. 3. 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 14th day of January, 2015. The Corporation of the Township of Oro-Medonte __________________________ Mayor, H.S. Hughes __________________________ Clerk, J. Douglas Irwin Page 269 of 270 18.a) By-Law No. 2015-004: Being a By-Law to Confirm the Pro... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 270 of 270