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09 09 2015 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Council Chambers Wednesday, September 9, 2015 9:00 a.m. - Closed Session 10:00 a.m. - 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) Robin Dunn, CAO re: Labour relations/employee negotiations (Performance Management / Compensation). d) Robin Dunn, CAO re: Litigation affecting the municipality (Potential Litigation- 2). e) Robin Dunn, CAO re: Solicitor-client privilege (Landfill Site). f) Andria Leigh, Director, Development Services re: Litigation affecting the municipality (Plan 993, Lots 11, 23, 33, 41, 51, 59, 76 & 77 (Orillia)). g) Doug Irwin, Director, Corporate Services/Clerk re: Acquisition/disposition of land (Line 12 South at Ridge Road East). 5.Minutes of Council and Committees: 5 - 11a) Minutes of Accessibility Advisory Committee meeting held on Monday, August 10, 2015. 12 - 32 b) Minutes of Council meeting held on Wednesday, August 12, 2015. 33 - 40 c) Minutes of Human Resources Committee meeting held on Wednesday, August 26, 2015. 41 - 48 d) Minutes of Special Council meeting held on Wednesday, August 26, 2015. Page 1 of 167 Council Meeting Agenda - September 09, 2015 6.Recognition of Achievements: None. 7.Public Meetings: None. 8.Deputations: 49 - 51 a) 10:10 a.m. John Atkinson re: Line 10 North Concerns. 9.Identification From the Public of an Agenda Item of Interest: 10.Reports of Municipal Officers: 52 - 61 a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawcett, Barrie Detachment, Ontario Provincial Police re: Quarterly Statistics. 62 - 68 b) Report No. DS2015-090, Andria Leigh, Director, Development Services re: Certificate of Maintenance & Final Acceptance (Municipal Underground Services) & Certificate of Substantial Completion & Acceptance (Municipal Aboveground Services) Landscape Phase 2A, Registered Plan 51M-981 \[Refer to Items 15f) and g)\]. 69 - 76 c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shanty Bay Fire Hall. 77 - 79 d) Report No. TES2015-18, Jerry Ball, Director, Transportation & Environmental Services re: Tender Results for New Well Horseshoe Valley. 80 - 81 e) Jerry Ball, Director, Transportation & Environmental Services, memorandum correspondence dated September 4, 2015 re: Ontario Community Infrastructure Fund (OCIF) and the Federal Small Communities Fund (SCF). 11.Reports of Members of Council: 82 - 83 a) Mayor H.S. Hughes, correspondence from Orillia Museum of Art & History, re: History Awards, 2015. 84 b) Mayor H.S. Hughes re: Oro African Methodist Episcopal Church, October 25, 2015 Event. 85 - 90 c) Mayor H.S. Hughes, correspondence dated September 3, 2015 from Ministry of Tourism, Culture and Sport re: Celebrate Ontario 2016 Now Open for Applications. 91 d) Councillors Macpherson and Jermey re: Agreement Review Process. 12.Consent Agenda: 92 - 95 a) Announcements of Interest to the Public: 1. Annual Memorial Service, Soldier's Monument Waverley, Sunday, September 13, 2015, 2:30p.m. 2. County of Simcoe, Media Release re: County Council Approves Next Page 2 of 167 Council Meeting Agenda - September 09, 2015 Steps in Siting Solid Waste Management Projects, Announce Public Consultation Dates and Locations, Township of Oro-Medonte Administration Centre, Thursday, October 8, 2015, 148 Line 7 South, 2- 4pm and 6-8pm. 3. Orillia Area Community Development Corp. (CDC), Media Release re: Grants Applications Available from the CDC., Due Date, Thursday, October 22, 2015. 96 - 107 b) Nottawasaga Valley Conservation Authority, re: minutes of meeting held on June 26, 2015 and highlights of meeting held on August 28, 2015. Staff Recommendation: Receive. 108 - 109 c) Correspondence dated August 19, 2015 from Michael Coteau, Minister Responsible for the 2015 Pan and Parapan American Games re: 2015 Pan American and Parapan American Games. Staff Recommendation: Receive. 110 - 114 d) Correspondence received from Georgian College, Orillia Campus re: Food Entrepreneurs: Producing Economic Growth in Ontario's Lake Country, Monday, October 26, 2015, Georgian College, Orillia Campus and Proclamation from County of Simcoe, October 25-31, 2015, "Local Food Entrepreneur Week". Staff Recommendation: Receive, Proclaim and Post to Township's Website. 13.Communications: 115 - 117 a) Correspondence dated August 6, 2015 from Dan McGale, Executive Director, Independent Living Services re: Invitation to Attend ILS's Annual General Meeting, September 22, 2015 118 - 125 b) Correspondence dated August 11, 2015 from R. Aubrey Hawton re: Monarchist League of Canada, Queen Elizabeth II Being the Longest- Reigning Sovereign of Canada. 126 - 127 c) Correspondence dated August 30, 2015 from Hillary Puro re: Request for Temporary Parking Exemption, Shanty Bay Festival, Saturday, September 12, 2015. 128 - 152 d) Correspondence dated September 8, 2015 from Julie Dompierre, Director, Heritage Designations and Programs Branch, Parks Canada re: Oro African Methodist Episcopal Church, National Historic Site of Canada, Contribution Agreement. \[Addenda\] 14.Notice of Motions: None. 15.By-Laws: 153 - 156 a) By-Law No. 2015-154: A By-law to Permanently Close and Sell Paul Page 3 of 167 Council Meeting Agenda - September 09, 2015 Avenue, Plan 1310, PIN 58531-0453 (LT) and the 1 foot reserve abutting the west limit of Paul Avenue, Plan 1310, PIN 58531-0489 (LT), (geographic Township of Oro), Township of Oro-Medonte, County of Simcoe. 157 - 158 b) By-Law No. 2015-155: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte Lakeshore Promenade, Plan 626, Part of Myrtle Avenue, Plan 626. 159 - 160 c) By-Law No. 2015-157: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte (1 Foot Reserve, abutting West Limit of Alberta Avenue, Plan 1310) Alberta Avenue. 161 d) By-Law No. 2015-159: A By-law to Appoint An Auditor and to Repeal By- Law 2011-145. 162 e) By-Law No. 2015-160: A By-law to Amend By-law No. 2015-123, 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 (Special Events By-law). 163 - 164 f) By-Law No. 2015-162: A By-law to Authorize the Issuance of the Certificate of Maintenance and Final Acceptance (Municipal Underground Services) for Horseshoe Valley Lands Ltd., Landscape Drive Phase 2A, Registered Plan M-981. 165 - 166 g) By-Law No. 2015-163: A By-law to Authorize the Issuance of the Certificate of Substantial Completion and Acceptance (Municipal Aboveground Services) for Horseshoe Valley Lands Ltd., Landscapes Phase 2A, Plan M- 981. 16.Questions from the Public Clarifying an Agenda Item: 17.Closed Session Items (Unfinished Items): 18.Confirmation By-Law: 167 a) By-Law No. 2015-158: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, September 9, 2015. 19.Adjournment: a) Motion to Adjourn. Page 4 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 5 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 6 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 7 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 8 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 9 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 10 of 167 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 11 of 167 5.b) Minutes of Council meeting held on Wednesday, August 12... Page 12 of 167 5.b) Minutes of Council meeting held on Wednesday, August 12... Page 13 of 167 5.b) Minutes of Council meeting held on Wednesday, August 12... Page 14 of 167 5.b) Minutes of Council meeting held on Wednesday, August 12... Page 15 of 167 5.b) Minutes of Council meeting held on Wednesday, August 12... 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Page 40 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 41 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 42 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 43 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 44 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 45 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 46 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 47 of 167 5.d) Minutes of Special Council meeting held on Wednesday, A... Page 48 of 167 8.a) 10:10 a.m. John Atkinson re: Line 10 North Concerns. Page 49 of 167 8.a) 10:10 a.m. John Atkinson re: Line 10 North Concerns. Page 50 of 167 8.a) 10:10 a.m. John Atkinson re: Line 10 North Concerns. Page 51 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 52 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 53 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 54 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 55 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 56 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 57 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 58 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 59 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 60 of 167 10.a) 10:00 a.m. A/S/Sgt Larry Faulkner and S/Sgt. Don Fawce... Page 61 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 62 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 63 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 64 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 65 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 66 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 67 of 167 10.b) Report No. DS2015-090, Andria Leigh, Director, Develop... Page 68 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 69 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 70 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 71 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 72 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 73 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 74 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 75 of 167 10.c) Report No. FD2015-01, Hugh Murray, Fire Chief re: Shan... Page 76 of 167 10.d) Report No. TES2015-18, Jerry Ball, Director, Transport... Page 77 of 167 10.d) Report No. TES2015-18, Jerry Ball, Director, Transport... Page 78 of 167 10.d) Report No. TES2015-18, Jerry Ball, Director, Transport... Page 79 of 167 10.e) Jerry Ball, Director, Transportation & Environmental S... Page 80 of 167 10.e) Jerry Ball, Director, Transportation & Environmental S... Page 81 of 167 11.a) Mayor H.S. Hughes, correspondence from Orillia Museum ... ORILLIA MUSEUM OF ART & HISTORY HISTORY AWARDS 2015 History Awards for Research, Publications and/or Education History Awards for Preservation of Heritage Page 82 of 167 11.a) Mayor H.S. Hughes, correspondence from Orillia Museum ... Page 83 of 167 11.b) Mayor H.S. Hughes re: Oro African Methodist Episcopal ... Page 84 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... News Release Page 85 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... Michael Coteau, Minister of Tourism, Culture and Sport Page 86 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... Celebrate Ontario Description The Celebrate Ontario 2016 program is open and receiving applications through the Grants Ontario System. What’s New for Celebrate Ontario 2016? ¤The Tourism Event Marketing Program is merging with the Celebrate Ontario program to streamline the application process for festivals and events. New and existing events may now apply for marketing funding through the Celebrate Ontario 2016 program. The newly combined program will continue to strengthen OntarioÓs tourism offerings through closely aligned and focused programming and marketing support. ¤Applicants are encouraged to better understand their obligations under the Accessibility for Ontarians with Disabilities Act (AODA). The AODA makes it possible for people of all abilities to be a part of their communities every day. The Government of Ontario has published a Guide to Accessible Festivals & Outdoor Events for organizers of festivals and outdoor events to improve accessibility and to better understand their obligations under the AODA. Expenses related to improved accessibility and services are eligible under the 2016 Celebrate Ontario program. Next year, the Celebrate Ontario 2017 program will consider how applicants have met their obligations under the AODA as part of the scoring criteria. ¤Applicants are invited to consider CanadaÓs 150th in their planning. For events occurring between January 1, 2017 and March 31, 2017, organizers might consider an enhancement activity that celebrates or commemorates CanadaÓs Constitution Act, 1867 150th the anniversary of CanadaÓs , which established the Confederation of Canada in planning their events. The Celebrate Ontario 2016 program comprises two categories: Celebrate Ontario 2016 provides project-based programming and marketing funding to new or existing Ontario events to enhance programs, activities and services and support innovations that will lead to long-term improvements, Page 87 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... Celebrate Ontario 2016 sustainability and the attraction of additional tourists. applicants must demonstrate how their event will: ¤Increase attendance and geographic reach. ¤Increase tourist visitation and expenditures. ¤Improve quality and sustainability. ¤Strengthen Ontario's tourism brand image throughout Canadian and international markets. ¤Facilitate overnight stays by visitors to a community through the development and marketing of overnight packages (e.g., theatre/hotel/restaurant discounts) and incentives. ¤Attract in-province overnight and out-of-province visitation in Ontario. Celebrate Ontario Blockbuster 2016 consists of two streams. The Event Bid stream and the Event Hosting stream support bidding costs and hosting costs, respectively, for major one-time events or events that do not recur annually in Ontario, but travel nationally or internationally to host destinations. Blockbuster events must be of a size and scope sufficient to draw tourists to OntarioÓs communities, attract significant media exposure, and profile OntarioÓs destinations nationally and globally. Blockbuster events must have a cash operating budget in excess of $1 million. The Celebrate Ontario Blockbuster 2015 program is still accepting applications. Celebrate Ontario Blockbuster 2016 program materials will be made available in December 2015. Information Sessions Are Back! online information sessions We are once again offering a series of that will be delivered via webinar using WebEx and teleconference to assist interested organizations in applying to the Celebrate Ontario 2016 program. Six sessions will be delivered, available in English or French. Please register for your preferred date and time for participation in one or more of the Celebrate Ontario 2016 Information Sessions. If you experience any difficulties with the technology or require an alternate format of the presentation, please contact our office directly by telephone at (416) 326- 6894 or by email at celebrateontario@ontario.ca. Frequently Asked Questions Please review the frequently asked questions (FAQs) about the Celebrate Ontario 2016 program. Page 88 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... Previous Successful Applicants View the 2015-16 Celebrate Ontario event listings. View the 2015 Tourism Event Marketing Program event listings. Deadline Celebrate Ontario 2016 Complete and submit your application no later than November 4, 2015 at 5:00 p.m. (Eastern Standard Time) via the Grants Ontario System. Celebrate Ontario 2015 Blockbuster applications are still being accepted for events and bids that will take place before March 31, 2016. Celebrate Ontario 2015 Blockbuster Event Hosting applications must be submitted by November 30, 2015 and Celebrate Ontario 2015 Blockbuster Event Bid applications must be submitted by January 31, 2016. Celebrate Ontario 2016 Blockbuster The program will launch in December 2015 with applications accepted on an ongoing basis. Celebrate Ontario Blockbuster 2016 Event Hosting applications must be submitted at least four months before an event and Celebrate Ontario Blockbuster 2016 Event Bid applications must be submitted at least two months before a bid deadline. Eligibility Requirements Please review the frequently asked questions (FAQs) about Celebrate Ontario 2016 program eligibility requirements. For complete details on Celebrate Ontario 2016 program eligibility requirements, please refer to the Celebrate Ontario 2016 application guide or the Celebrate Ontario 2015 Blockbuster application guide. Program Guidelines and Sample Application Celebrate Ontario 2016 Celebrate Ontario 2016 application guide Celebrate Ontario 2016 sample application Celebrate Ontario 2016 applicants are required to complete and attach an additional information package with their online application. The Grants Ontario System Reference Guide for Applicants provides detailed instructions on how to attach documents to an online application. Page 89 of 167 11.c) Mayor H.S. Hughes, correspondence dated September 3, 2... Celebrate Ontario 2015 Blockbuster – Event Bid and Event Hosting Celebrate Ontario 2015 Blockbuster application guide Celebrate Ontario 2015 Blockbuster Event Bid sample application Celebrate Ontario 2015 Blockbuster Event Hosting sample application Contact For technical support, including any computer related issues, please contact: Telephone ¤In Toronto: (416) 325-6691 ¤Toll Free: 1-855-216-3090 E-mail ¤GrantsOntarioCS@Ontario.ca Celebrate Ontario applicants with cash operating budgets less than $1 million may direct telephone or e-mail enquiries to a Regional Tourism Advisor. French Celebrate Ontario 2016 applicants who require services in may direct enquiries to Renée Ruel, Senior Development Consultant, by telephone at (416) 325-9554 or email at renee.ruel@ontario.ca. Celebrate Ontario 2016 applicants with event cash operating expenses of $1 million or more may direct enquiries to Luanne Smith, Senior Program Consultant, by telephone at (416) 314-3435 or email at luanne.smith@ontario.ca. Celebrate Ontario 2015 Blockbuster Event Bid and Event Hosting applicants may direct enquiries to Robert Sweeting, Senior Business Advisor, by telephone at (416) 325-7426 or email at robert.sweeting@ontario.ca. Last updated: September 1, 2015 ¤© Queen's Printer for Ontario, 2009-2010 ¤Important Notices LAST MODIFIED: SEPTEMBER 1, 2015 Page 90 of 167 11.d) Councillors Macpherson and Jermey re: Agreement Review... Page 91 of 167 12.a) Announcements of Interest to the Public: Annual Memori... Page 92 of 167 12.a) Announcements of Interest to the Public: Annual Memori... Release County of Simcoe, Office of the Warden and CAO 1110 Highway 26, Midhurst, Ontario L0L 1X0 simcoe.ca FOR IMMEDIATE RELEASE County Council approves next steps in siting Solid Waste Management projects Announce public consultation dates and locations Midhurst/ August 31, 2015 Duringits meeting on August 25, 2015,County Council approved a recommendation to move forward with the siting process for both the Organics Processing Facility (OPF) and Materials Management Facility (MMF), as well as the additional consideration to co-locate both facilities on one site. The official motion ratified by County Council states: "THAT the siting process for the Organics Processing Facility and Materials Management Facility proceed with additional consideration to co-locate both facilities on a single site, as outlined in Item CCW 15-240; AND THAT the Procurement, Fleet and Property Department be authorized to execute a Right of First Refusal Agreement on the one privately owned short-listed site as detailed in Item CCW 15-240; AND THAT consultation proceed as outlined within Item CCW 15-240 seeking public and stakeholder feedback on the short list of potential sites for both facilities and, in addition, the potential for a combined facility." The projects will now proceed to a period of further evaluation of the sites and public and stakeholder consultation. Public meetings will tentatively take place on the following dates: Tuesday, October 6 Simcoe County Museum, Springwater Thursday, October 8 Township of Oro-Medonte Administration Centre, Oro-Medonte Thursday, October 15 Elmvale Arena Springwater Room, Springwater Tuesday, October 20 Stayner Arena and Community Centre, Clearview Monday, October 26 Hillsdale Community Centre, Springwater There will be two sessions each day and times will be consistent for all public meetings: 2 to 4 p.m. and 6 to 8 p.m. The format will include a formal presentation taking place at 2:30 and 6:30 p.m. followed by simcoe.ca Q&A. Note: dates and times are subject to change. Please follow details on for the most up- to-date information. e these facilities may reside, feedback and are excited to collectively work with one and all towards a greener future with the very Page 93 of 167 12.a) Announcements of Interest to the Public: Annual Memori... Details about the proposed facilities including siting methodology, anticipated costs, completed meetings and reports can be found at www.simcoe.ca/opf and www.simcoe.ca/mmf. The agenda and staff report can be found at www.simcoe.ca/dpt/clk/amr. The County of Simcoe is composed of sixteen member municipalities and provides crucial public services to County residents in addition to providing paramedic and social services to the separated simcoe.ca cities of Barrie and Orillia. Visit our website at . - 30 - Allan Greenwood Collin Matanowitsch Director, Corporate Communications Communications Co-ordinator 705-726-9300 ext. 1230 705-726-9300 ext. 1430 705-794-9301 (mobile) 705-734-8386 (mobile) Allan.Greenwood@simcoe.ca Collin.Matanowitsch@simcoe.ca Page 94 of 167 12.a) Announcements of Interest to the Public: Annual Memori... MEDIARELEASE FORIMMEDIATERELEASE th Wednesday,August262015 Eligible Activities are not limited to but may include; Eligible Recipients: Applications must be received by 4:00 pm on Thursday, October 22nd 2015 Page 95 of 167 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Nottawasaga Valley Conservation Authority Board of Directors Meeting No. BOD-06-15 Friday June 26, 2015 John L. Jose Building, Tiffin Centre for Conservation th Line, Utopia Ontario, L0M 1T0 8195 8 MINUTES NVCA Officers Present: Chair, Councillor Doug LougheedInnisfil (Town) Deputy Mayor Gail Ardiel, Vice ChairBlue Mountains (Town) Deputy Mayor Nina Bifolchi, Past ChairWasaga Beach (Town) NVCA Board Members Present: Councillor Bob MeadowsAdjala-Tosorontio (Township) Councillor Gail LittleAmaranth (Township) Councillor Deb DohertyCollingwood (Town) Councillor Cam EcclestoneCollingwood (Town) Councillor Connie LeishmanClearview (Township) CouncillorKeith White,Essa (Township) Councillor Terry MokriyGrey Highlands (Municipality) Councillor Fred NixMono (Town) Councillor Earl HawkinsMulmur (Township) Councillor Donna Jebb New Tecumseth (Town) Mayor Rick MilneNew Tecumseth (Town) Councillor Phil HallOro-Medonte (Township) Councillor Barbara CoutancheOro-Medonte (Township) Councillor Walter BenottoShelburne (Town) Mayor Bill FrenchSpringwater (Township) Councillor Sergio MoralesBarrie (City) Councillor Arif KhanBarrie (City) Mayor Brian SmithWasaga Beach (Town) Regrets: Councillor Ron OrrBradford West Gwillimbury (Town) Mayor Chris VanderkruysClearview (Township) Councillor Michael SmithEssa (Township) Councillor Perry RitchieSpringwater (Township) Staff Present: D. Gayle Wood, Chief Administrative Officer, Sheryl Flannagan, Director of Corporate Services, Christine Knapp, General Accountant, Chris Hibberd, Director of Planning Services, Glenn Switzer, Director of Engineering and IT, Byron Wesson, Director of Land, Education and Stewardship Services, Rick Grillmayer, Manager, Forestry and Laurie Barron, Coordinator, CAO and Corporate Services Page 96 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 2of 9 CALL TO ORDER Chair Lougheed called the meeting to order at 9:05a.m. 1.DECLARATIONS OF PECUNIARY AND CONFLICT OF INTEREST Nonedeclared. 2.APPROVAL OF AGENDA RES:#1Moved by:Bob MeadowsSeconded by: Earl Hawkins RESOLVED THAT:the agenda for the June 26, 2015meeting No.BOD-06-15 be approved. Carried; 3.MINUTES 3.1Minutes of the Board of Directors meeting No. BOD-05-15 dated May 22, 2015 RES:#2Moved by: Bob MeadowsSeconded by: Earl Hawkins RESOLVED THAT: the minutes of the Board of Directors meeting No. BOD-05-15 dated May 22, 2015be approved. Carried; 3.2Minutes of the Agricultural Advisory Committee meeting AAC-02-15 dated June 12, 2015. AmendedResolution –discussion regarding the subcommittee membership resulted in the following amended resolution. RES:#3Moved by: Gail ArdielSeconded by: NinaBifolchi RESOLVED THAT: the Planning and Engineering Advisory Fee Review Subcommittee will consist of the following members: Agricultural Section –4 representatives –self selected 1 from Simcoe County FOA 1 from Dufferin County FOA 1 from Grey County FOA 1 from Member Services FOA, Simcoe, York an Peel –Leah Emms Development Sector –4 representatives –self selected Simcoe County Chair 3 from BILD (including Grey and Dufferin as part of the group) Clients 2 as previously agree to. Ontario Stone, Sand And Gravel 1 as previously agreed to. Carried; Page 97 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 3of 9 RES:#4Moved by:Walter BenottoSeconded by: Bob Meadows RESOLVED THAT: the minutes of the Agricultural Advisory Committee meeting No. AAC-02-15 dated June 12, 2015 be received; and FURTHER THAT:the recommendations as amended be adopted. Carried; 3.3Minutes of the Finance and Administration Advisory Committee meeting No. FAAC-01-15 dated June 17, 2015 Quorum could not be established for this meeting. Chair Lougheed requested a volunteer to sit on this committee to ensure quorum in the future. Councillor Walter Benotto and Councillor Arif Khan agreed to be representatives on the Finance and Administration Advisory Committee. RES:#5Moved by: Bill FrenchSeconded by: Earl Hawkins RESOLVED THAT:Walter Benotto and Arif Khan be appointed as members of the Finance and Administrative Advisory Committee. Carried; 3.4Minutes of the Human ResourceAdvisory Committee meeting No. HRAC-02-15 dated June 19, 2015. RES:#6Moved by: Darren WhiteSeconded by: Bill French RESOLVED THAT:the Human Resource Advisory Committee Minutes HRAC- 02-15 be deferred to the next meeting of the Board of Directors. Defeated; RES:#7 RESOLVED THAT: the minutes of the Human Resource Advisory Committee meeting No. HRAC-02-15 dated June 19, 2015 be approved; and FURTHER THAT:the recommendations contained therein be adopted by the Board for implementation. Carried; 4.ANNOUNCEMENTS (a)Georgian Bay Forever Grant Announcement –June 4, 2015 Vice Chair, Deputy Mayor Gail Ardiel and Member, Councillor Deb Doherty announced the generous donation of $50,000 from the RBC Blue Water Project to Georgian Bay Forever towards the removal of Phragmites along Collingwood shorelines. Project partners, the Nottawasaga Valley Conservation Authority, the Town of Collingwood and a very active group of community members will continue their work to monitor and remove Phragmites in the area. During the early part of the summer, NVCA will map and prioritize Phragmites stands for removal. Later in the summer, community partners and volunteers will tackle the priority stands, with the goal of containing the spread of this devastating shoreline invader. Page 98 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 4of 9 (b)Minister Mauro, Ministry of Natural Resources and Forestry –June 5, 2015 Special Announcement at Nancy Island Historic Site, Wasaga Beach -“Healthy Parks, Healthy People” initiative. Chair, Councillor Doug Lougheed and Past Chair, DeputyMayor Nina Bifolchiannounced the proposed free access to NVCA-operated conservation areas on July 17, 2015,(proposal is contained in these minutes under item 6.2)in support of the Ministry of Natural Resources and Forestry’s “Healthy Parks –Healthy People” initiative (New Lowell, Tottenham, Edenvale and Utopia excluded). (c)Congratulations to Christine Knapp, NVCA’s General Account on completion of her Certified General Accountant designation. NVCA Board Members and StaffcongratulatedChristine Knapp,NVCA’s General Accountant on the completion of her Certified General Accountant designation. (d)Update on the incident at the NottawasagaBluffs –man falling through rock crevice June 20, 2015. Byron Wesson, Director of Land, Education and Stewardship Services provided an update on this incident noting that the individual is recovering. Mr. Wesson advised that moving forward,the NVCA will be conducting risk assessmentson our conservation lands. (e)Councillor Connie Leishman provided feedback on the June 4/15 NVCAhosted project bus tour to view restoration projects completed through the Nottawasaga Watershed Improvement Project (N-WIP). Members of the N-WIP steering committeeand members from restoration partners both from within and outside our watershed boundariesjoined NVCA Board Member CouncillorConnie Leishman, Clearview Township and Councillor Cam Ecclestone on this bus tour.Major project stops included stream bank stabilization works completed on Lamont Creek (Clearview), Black Ash Creek (Collingwood), and the Pine River (Essa). Councillor Leishman encouraged the Board Members to attend future tours noting that it was a veryinformative and enjoyable day. th Anniversary Celebration July 9/15. (f)Federation of Agriculture 75 Springwater’s Mayor Bill French announced that the Simcoe County Federation of Agriculture invites its members and the public to attend its th AnniversaryCelebration on Thursday July 9, 2015 at 4 p.m. 192 Line 75 4 North Oro Medonte. Featuring: Antique Car and Tractor Displays, The Simcoe County Food and Agriculture Charter Champion Awards Presentation, aLocally Sourced Dinner, and the Martel’s Rock ‘n Roll Show. The event is being hosted by the Partridge family. Tickets may be purchased from the SCFA Office at 705-726-9300 Ext. 1224 or connie@simcoecountyfa.org The Board of Directors recessed at 10:20a.m. Page 99 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 5of 9 The Board of Directors Reconvened at 10:30a.m. 5.PRESENTATIONS:Glenn Switzer, Director of Engineering and Information Technology a)NVCA Flood Forecasting and WarningProgram The Board of Directors learned more about NVCA’sFlood Forecasting and Warning Program through a presentation by staff members Sheri Steiginga, Flood Operations Field Specialist and Robert Bettinelli, Information Management Specialist b)Minesing WetlandNatural Heritage David Featherstone, NVCA’s Manager of Watershed Monitoring provided an overview of natural heritage in the Minesing Wetland 6.REPORT OF THE DIRECTOR OF LAND, EDUCATION AND STEWARDSHIP SERVICES. 6.12016 Tree Planting Fee Schedule (Staff Report No. 39-06-15-BOD) RES:#8Moved by:Bill FrenchSeconded by: Walter Benotto RESOLVED THAT: the 2016 Tree Planting Fee Schedule, Staff Report No. 39- 06-15-BODbe approved by the Board of Directors. Carried; 6.2NVCA Participation in the Healthy Hikes Initiative(Staff Report No. 40-06-15-BOD) RES:#9Moved by:Walter BenottoSeconded by: Earl Hawkins RESOLVED THAT: The Board of Directors receive Staff Report No. 40-06-15- BOD in support of the Ministry of Natural Resources and Forestry’s “Healthy Parks –Healthy People” initiativetooffer free admission for the general public to all of NVCA Conservation Areas on Friday July 17, 2015; and FURTHER THAT:The Minister of Natural Resources and Forestry and the Minister of Health and Long Term Care be advised of our support of their joint Ministry initiative and how the NVCA is doing their part to advance the “Healthy Parks –Healthy People” program. Carried; Page 100 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 6of 9 6.3Vehicle Purchase (Staff Report No. 41-06-15-BOD) RES:#10Moved by: Bob MeadowsSeconded by: Walter Benotto RESOLVED THAT:Staff Report No. 41-06-15-BODregarding NVCA Vehicle Purchase be received; and FURTHER THAT:the Board approve staff’s recommendation to purchase a 2015 Chevrolet Silverado 4x4 pickup truck from Tom Smith Chevrolet at a cost of $29,336.48 including a trade in allowance for a 2004 Dodge Pickup truck and HST; and FURTHER THAT:the Capital Repair and Replacement Reserve be used to finance purchase as per the approved 2015 budget. Carried; 7.REPORT OF THE DIRECTOROFPLANNING SERVICES 7.1Permits/Approvals under the Conservation Authorities Act for the Period May 6, 2015to June 12, 2015 (Staff Report No.42-06-15-BOD) RES:#11Moved by: Walter BenottoSeconded by: Bob Meadows RESOLVED THAT the Permits and Approvals issued by staff for the period May 6, 2015 to June 12, 2015, be received by the Board of Directors. Carried; 7.2Low Risk Screening Protocol Between The Township Of Mulmur and Nottawasaga Valley Conservation Authority (Staff Report No. 43-06-15-BOD) Questions regarding this protocol being made available to all of the NVCA Watershed municipalities concluded that Mulmur Township is the first municipality to be part of a test protocol. Once this has been completed the Director of Planning Services will report back regarding the results. RES:#12Moved by: Donna JebbSeconded by: Barb Coutanche RESOLVED THAT:the Board of Directors receive for information purposes Staff Report No. 43-06-15-BOD regarding the Township of Mulmur and NVCA Low Risk Screening Protocol. Carried; Page 101 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 7of 9 8.REPORT OF THE DIRECTOR OF CORPORATE SERVICES 8.1Financial Activity Report Summary toMay 31, 2015 (Staff Report No.44-06-15-BOD) RES:#13Moved by: Barb CoutancheSeconded by: Donna Jebb RESOLVED THAT:the Accounts Receivable as at May 31, 2015in the amount of $2,119,742.55 including Planning items of $311,063.00, Levy for balance of 2015 of $1,492,251.70 be received; and FURTHER THAT:disbursements as at May 31, 2015in the sum of $397,806.58including wages (net of withholdings) of $134,990.03be received; and FURTHER THAT:the Unaudited Combined Statement of Operations Program Summary as at May 31, 2015be received. Carried; 8.2Communications Report for May 7, 2015 to June 12, 2015 (Staff Report No. 45-06-15-BOD) RES:#14Moved by: Donna JebbSeconded by: Fred Nix RESOLVED THAT:the Communications Staff Report No. 45-06-15-BOD for May 7, 2015 to June 12, 2015 be received by the Board of Directors. Carried; 9.REPORT OF THE CHIEF ADMINISTRATIVE OFFICER 9.1Status Update –Response to the Recommendations in the Service Delivery and Operational Review –Phase 1 –2014–(Staff Report No. 46-06-15-BOD) RES:#15Moved by: Donna JebbSeconded by: Fred Nix RESOLVED THAT:Staff Report No.46-06-15-BOD regarding the status on the recommendations contained within the NVCA’s Service Delivery and Operational Review –Phase 1 –2014 be received for information. Carried; Page 102 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 8of 9 10.MOTION FOR WHICH NOTICE HAS BEEN GIVEN Mayor Bill French, Township of Springwater RES:#16Moved by: Bill FrenchSeconded by: Connie Leishman RESOLVED THAT: future annual and quarterly financial summary reports include a 5 year rolling comparison for the operating, cash-flow and balance sheet reports; and FURTHER THAT:monthlyfinancial reports include the budget for current year, the actual to date and comparisons to previous year’s budget and actuals to date. Tabled; RES:#16(a)Moved by: Walter BenottoSeconded by: Terry Mokriy RESOLVED THAT:Res:#16 be referred to the Finance and Administration Advisory Committee for review and report back to the Board of Directors. Carried; 11.OTHER BUSINESS Future events in the watershed were verbally discussed. July Pan Am Game Venues –Oro-Medonte/Biking, Mono/Equestrian, Innisfil/Shooting Range. The Association of Municipalities of Ontario Conference will be held in August in Niagara Falls. Elvis festival will be held the last weekend in July in Collingwood. 12.CORRESPONDENCE (a)Ministry of the Environment and Climate Change letter dated June 11/15 re: South Georgian Bay Lake Simcoe Source Protection Plan takes effect July 1, 2015. (b)Township of Amaranth dated June 5, 2015 re: Risk Management Official and Risk Management Inspector. RES:#17Moved by: Bill FrenchSeconded by: Bob Meadows RESOLVED THAT:the correspondence in agenda BOD-06-05 be received. Carried; Page 103 of 167 NVCA BOD-06-15 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Meeting MinutesJune26, 2015 Page 9of 9 ADJOURN RES:#18Moved by: Bill FrenchSeconded by: Bob Meadows RESOLVED THAT: this BOD-06-15meeting adjourn at 12:O5 p.m. to meet again at the call of the chair. Carried; Note: The Land, Education and Stewardship Services Advisory Committeemeeting LESAC-02-01immediately following the Board of Directors Meeting The Planning and Engineering AdvisoryCommittee met for 15 minutes immediately following the Board of Directors meetingto discuss next steps in the PEAC Stakeholder Planning Sub-Committee meeting plans to discuss NVCA Planning Fees. _________________________________________________ Chair, Doug LougheedD. Gayle Wood, Chief Administrative Officer Approved this ___ day of _________, 2015 Page 104 of 167 12.b) Nottawasaga Valley Conservation Authority, re: minutes... HIGHLIGHTS of the NVCA BOARD OF DIRECTORS MEETING No. 07-15 August 28, 2015 Draft 2016 budget expected in September Based on a recommendation from the Finance and Administration Advisory Committee, the board approved a revised budget timeline that will see a draft 2016 NVCA budget presented at the September 2015 board meeting. Further, the board approved a series of budget assumptions and guidelines to help direct the budget development process. Reduced board size endorsed in principle The board recommended endorsement, in principle, of reducing the number NVCA board members. The board directed the Chair and CAO to seek input from municipal members and the province regarding the reduction, which would see the board go from 27 to 18 members and voting protocols changed accordingly. The CAO will report her findings to the board at a future meeting. Stewardship and environmental education programs highlighted Details of several key lands, education and stewardship projects were either received for information or approved for implementation: The board learned of flagship stewardship projects taking place in 2015, including: Pine River restoration in Angus at the LeClair Soccer Field o Beeton Creek restoration at Walton Development Property in Beeton o Nottawasaga River shoreline retaining wall demonstration sites in Wasaga o Beach Baker Creek trout stream restoration at dam and head pond sites in Mono. o -Eastern Georgian Bay Clean-Up Fund, the Province of Ontario, and municipal partners. The board renvironmental education department regarding progress against key recommendations and opportunities to move the program forward. Among the highlights, education staff have developed a area schools. The board rec Ash Borer on NVCA properties. Page 105 of 167 NVCA Board Meeting Highlights No. 07-15 August 28, 2015 1 of 3 12.b) Nottawasaga Valley Conservation Authority, re: minutes... In brief During this meeting, the board also: their concerns over contaminates entering the Willow Creek and Minesing concerns to staff for response. Approved changes to the reporting frequency for permits and approvals (from monthly to bi-annually) and budget statements (from monthly to quarterly). For the permit and approvals report, a new format will be adopted to allow for review in open session. These changes will reduce the staff time spent on reporting while maintaining transparency and openness. Thanked staff for their hard work in responding to the tornado that hit the Tiffin Conservation Area in June 2014. Byron Wesson, Director of Lands, Education and Stewardship Services, announced to the board that the final clean-up work from tornado, a rebuilding of the Rotary Gazebo, was completed in August. Received correspondence from the Honourable Lisa Raitt, P.C., M.P., Minister of Transport, updating the NVCA on its request to have the Nottawasaga River added to the Navigation Protection Act list of scheduled navigable waters. According to the letter, Transport Canada is in the process of developing a methodology for reviewing requests for adding waterways under the act. NVCA Chair Doug Lougheed, Gayle Wood, CAO, and Vice Chair Gail Ardiel join in congratulating Sheryl nd Flannagan, Director of Corporate Services (2 from left), on receiving her Certified Human Resource Professional designation. For more information D. Gayle Wood, 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. Page 106 of 167 NVCA Board Meeting Highlights No. 07-15 August 28, 2015 2 of 3 12.b) Nottawasaga Valley Conservation Authority, re: minutes... Future meetings & events South Simcoe Streams Volunteer Festival at Fort Willow Planting Event September 19, 10 am to 4 pm September 12, 9 am to 1 pm Fort Willow Conservation Area, Grenfel Adjala-Tosorontio Sponsored by the Friends of Fort NVCA partner event Willow, NVCA, the Township of Springwater and the Rotary Clubof Nature League Green & Healthy Barrie Living Festival, September 12 & 13, 10 am to 4 pm TD Tree Days - Minesing Planting Curling Club, Collingwood Event (Volunteer Work Day) NVCA booth at event September 20, 9 am to 12 pm, Minesing Wetlands/Mad River Nature Days for Homeschoolers (9196 County Rd 10) September 16, 9:30 am to 2:30 pm, With support from TD Tree Days Tiffin Conservation Area, Utopia NVCA Board of Directors Meeting New education program for homeschooling families September 25, 9 am to 12 pm Tiffin Centre for Conservation, Utopia South Simcoe Streams Volunteer Planting Event River Bends on the Mend Part 2 September 16, 4 to 6 pm (Volunteer Work Day) New Tecumseth September 25, 9:30 am to 3 pm NVCA partner event Minesing Wetlands, near Angus With Nature Conservancy of Canada South Simcoe Streams Volunteer Planting Event September 19, 9 am to 12 pm Bradford West Gwillimbury NVCA partner event Reminder Planning Fee Review, 2015 Public Comment Members of the public are invited to comment on the fees as part of the review process. NVCA has created a short survey (www.nvca.on.ca/planning-permits/planning-fee- review) to gather these comments. The results of the survey, along with the feedback from the fee review stakeholder subcommittee, will be incorporated into a draft fee schedule. It is anticipated that this draft schedule will be circulated to municipal planning directors for their comment in late fall. Page 107 of 167 NVCA Board Meeting Highlights No. 07-15 August 28, 2015 3 of 3 12.c) Correspondence dated August 19, 2015 from Michael Cote... Page 108 of 167 12.c) Correspondence dated August 19, 2015 from Michael Cote... Page 109 of 167 12.d) Correspondence received from Georgian College, Orillia... Page 110 of 167 12.d) Correspondence received from Georgian College, Orillia... Page 111 of 167 12.d) Correspondence received from Georgian College, Orillia... Page 112 of 167 12.d) Correspondence received from Georgian College, Orillia... Page 113 of 167 12.d) Correspondence received from Georgian College, Orillia... Page 114 of 167 13.a) Correspondence dated August 6, 2015 from Dan McGale, E... Page 115 of 167 13.a) Correspondence dated August 6, 2015 from Dan McGale, E... Page 116 of 167 13.a) Correspondence dated August 6, 2015 from Dan McGale, E... Page 117 of 167 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... Page 118 of 167 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ A suggested Order of Events for a 15-20 minute event and a few suggestions for planning The Mayor welcomes those present and invites them to join in singing the National Anthem The Mayor, Town Crier or a federal/provincial elected official reads the Proclamation The Mayor reads the Message sent from the municipality to The Queen, together with any reply that has been received A guest speaker delivers a 5-minute tribute to The Queen A Citizenship Judge or other official leads those present in re-affirming their Allegiance (NB - it may be that a Citizenship Judge could use the occasion to swear in new citizens, and then invite the audience to re-affirm their own Allegiance, especially appropriate in that persons born in Canada may never previously had the opportunity to do so. Local Members of Parliament are generally very happy to organize citizenship ceremonies.) A local religious leader offers a brief non-denominational prayer for Her Majesty The Mayor concludes the ceremony by inviting everyone to join in singing the Royal Anthem (NB - on this occasion it might be appropriate to sing two verses of the Anthem, attached. If so, you will need to copy and distribute them.) Refreshments follow if budget/volunteers and time permit Planning Tips On September 9, the school year will have only recently begun in many locations. It may be wise to contact a local principal now re: possible availability of a school band to accompany the Anthems. In any event, it would be ideal for principals to arrange to bring or encourage their students to attend the ceremony - or if this is not feasible, to organize their own in their assembly hall. Distributing timely media releases encourages citizen participation and might result in service club or local businesses offering to provide/serve simple refreshments. Have a rainy day plan for outside celebrations Resist the temptation to add a string of speeches or other features to a ceremony designed to reflect the simplicity of our Monarchy and the limited time availability of many potential attendees at lunchtime. If you wish to add an element to the suggested program, then you might consider omitting another. Something to keep in mind: an unmiked strong voice to begin the singing is always preferable to a not themselves sing. Page 119 of 167 1 monarchist.ca 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ Draft of a Message to The Queen Name of Municipality, date Formal salutation: Most Gracious Sovereign OR May it Please Your Majesty Less formal salutation: Your Majesty OR Dear Queen Elizabeth We, the Mayor, Council and residents of Name of Municipality, will be gathering at noon on September 9th to celebrate the singular longevity of your Reign as Queen of Canada, (to renew our Allegiance to you) and to reflect on all you mean to us as Monarch and friend during so many decades. (We remember with pride your presence in our community in Date/Event). That you may enjoy many more years of health and happiness is the heartfelt wish of every one of us. Name of Mayor. If this is sent directly to the Palace (The Private Secretary to The Queen, Buckingham well in advance Palace, London SW1 1AA, United Kingdom) (preferably 2-3 weeks) there is a good chance that a reply will be received in time to be read at the event. Page 120 of 167 2 monarchist.ca 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ A PROCLAMATION We, as proud Canadians, composed of the residents of ___________ gathered at _______ at Noon on the 9th of September, 2015, celebrate the momentous day when our Queen, a Mother of our Confederation, becomes the longest-reigning Sovereign of Canada. During more than 63 years as our Monarch, The Queen has united Canada by her example of inclusiveness, dedication and selfless service, of which we are deeply proud; and which we pledge to try to mirror in our own lives. We send Her Majesty today our loyalty and love, together with the hope that she will reign in health and happiness for many years to come. God Save The Queen! Page 121 of 167 3 monarchist.ca 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ Draft of remarks about The Queen Canada having become the longest in modern history. With each other, our fellow Canadians and many people throughout the Commonwealth, we honour a Monarch who embodies the Canadian state, and a woman of faith and principle whom we deeply admire. As our Monarch, The Queen is part of Parliament, ensuring that we are a nation governed by law and not by the whims of a dictator, nor even of an elected leader subject to the shifting sands of popularity: for their power is lent by the Crown on behalf of us all, and according to the rules we have made. She guarantees a neutral judiciary, and enhances national identity in countless ways. Her image appears on all our coinage, as well as many postage stamps and bank notes. She sets a tone of stability, one reinforced as we look forward in the fullness of time to the reigns of her successors, Charles, William and George. Entrenched in our Constitution, she is at once a human being and the incarnation of a bedrock institution of Canada, giving authority to both the federal government and the provincial governments. She is the fount of Honour, recognizing Canadians for their good deeds, and encouraging others to do the same. As our friend, The Queen exemplifies the ideal of service, freely given. As a figure of unity, she denies herself the expression of personal opinions in favour of listening what we have to say. She is the particular friend and trusted Ally of our First Nations peoples. She defies stereotypes of age, continuing at age 89 to show that a busy schedule, interest in others and engagement with communities is a recipe for happiness and longevity we - she is herself! She has been with us in Canada from sea to sea to sea, in large cities and rural hamlets, meeting us, encouraging us, spreading happiness and a sense of common values and shared purpose wherever she journeys. She has been and in memory remains forever a central part of every significant occasion in our national life, from the Constitution, Canada 125, the Anniversaries of D-Day and Vimy and recently of Ypres; and, God willing, she will join us in the great party for Canada 150 in 2017. First coming to Canada as Princess in 1951 when Vincent Massey was Governor General, and Louis St Laurent her Prime Minister, she has known all their successors, and met many of us who see in her, yes, the mysterious enchantment of monarchy; but much more the down-to-earth hard work of a woman whom we admire - a granny and great-grandmother now - but always, a Mother of our Confederation and constant companion in the true! She is the only Monarch most of us have ever known - how fortunate we are! What a challenge to all her fellow Canadians that we might live our lives inspired by her good example. And that, in a nutshell, is why we are gathered here today. To say thank you, and well done and long life - God bless and keep her! Page 122 of 167 4 monarchist.ca 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ The Oath of Allegiance NB: The Oath is an individual act. So while on this occasion it may be recited corporately, it is subscribed to individually - choice of swearing or affirming respects the scruples of individuals who have a religious or similar reasons. I, MY FIRST AND LAST NAME, do solemnly swear (OR affirm) that I will be faithful and bear true Allegiance to Her Majesty Queen Elizabeth the Second, Queen of Canada, Her Heirs and Successors. (So help me God.) Page 123 of 167 5 monarchist.ca 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... The Royal Anthem of Canada God save our gracious Queen, Dieu protège la reine Long live our noble Queen, De sa main souveraine! God Save The Queen! Vive la reine! Send her victorious, Qu'un règne glorieux Happy and glorious, Long et victorieux, Long to Reign over us: Rende son peuple heureux. God Save The Queen! Vive la reine! Our loved Dominion bless Notre pays benisse With peace and happiness Avec bonheur et paix: From shore to shore. Parmi nos mers. And may our peoples be Et que nos peuples soient Loyal, united, free: Loyaux, libre et uni, True to Herself and Thee Fidèles à Reine et Toi: Forevermore. Ainsi notre prière! 6 monarchist.ca Page 124 of 167 13.b) Correspondence dated August 11, 2015 from R. Aubrey Ha... ЉЉ Materials you may request at no charge FROM THE DEPARTMENT OF CANADIAN HERITAGE REQUEST FROM: Andrée St-Louis Agente d'information et de distribution | Information and Distribution OfficerState Ceremonial | Cérémonial d'ÉtatPatrimoine Canadien | Canadian Heritage ceremonialetSymboles-CeremonialandSymbols@pch.gc.ca | (819) 934-5436 copies of A Crown of Maples - a glossy-paged and copiously-illustrated with excellent text about the role of the Canadian Crown the Diamond Jubilee Canadian Official Portrait of The Queen, a litho on heavy paper suitable for framing or dry-mounting for public distribution. Canadian Heritage additionally MAY be able to supply hand-held paper Canadian Flags on sticks and Canadian Flag pins. You will need to inquire of Andrée. FROM THE MONARCHIST LEAGUE OF CANADA REQUEST FROM: domsec@sympatico.ca Requests will be compiled nationally and delivered to you by the last week of August copies of Monarchy, the Canadian Way - a colour flyer with basic information about the Canadian Crown (probably the most suitable item to distribute at a public event) copies of The Canadian Monarchy - an illustrated booklet about the role of the Canadian Crown, simpler and less heavy in weight than A Crown of Maples if your city/town Hall does not display a current picture of The Queen, we have a limited supply the Diamond Jubilee Canadian Official Portrait, a litho on heavy paper suitable for framing or dry-mounting. 1 or 2 per municipality: unfortunately we cannot supply copies for public distribution. Page 125 of 167 7 monarchist.ca 13.c) Correspondence dated August 30, 2015 from Hillary Puro... Page 126 of 167 13.c) Correspondence dated August 30, 2015 from Hillary Puro... Page 127 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... Page 128 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... NATIONAL HISTORIC SITES COST-SHARING PROGRAM CONTRIBUTION AGREEMENT BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF CANADA and including any person duly authorized to act on its behalf). AND: CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE,a municipality located at Oro, Ontario () WHEREAS the Agency is responsible for the program entitled National Historic Sites Cost-Sharing Program WHEREAS the objective of the Program is to assist recipients in conducting activities aimed at ensuring the commemorative integrity of national historic sites that are not federally owned or administered; WHEREAS the Recipient has submitted to the Agency a proposal for the funding of a project pertaining to Oro African Methodist Episcopal Church National Historic Site of Canada (hereinafter referred to as the And WHEREAS the Agency wishes to make a contribution to the Recipient toward the implementation of the Project; THEREFORE, in consideration of their respective obligations set out below, the parties agree to the following: 1. PURPOSE OF CONTRIBUTION The Agency agrees to enter into this contribution agreement (hereinafter referred to as the 2. INTERPRETATION provide certification services and to undertake certification of projects and any modifications to projects receiving financial assistance under the Program. wholeness that exists when a) the resources directly related to the reasons for designation are not impaired or under threat; b) the reasons for designation are effectively communicated to the public; and c) all the heritage values of the site are respected in any decisions and actions affecting the site. Standards and Guidelines for the Conservation of Historic Places in Canada refers to a set of conservation principles and guidelines for sound decision-making when planning for, intervening on and using historic places. This document will be provided by the Agency. 3. MAXIMUM AMOUNT OF CONTRIBUTION 3.1 Subject to all conditions set out in this Agreement, the Agency agrees to contribute up to a maximum of the lesser of $77,650.00 or 50% of the eligible expenditures incurred by the Recipient for carrying out satisfactory proof that the expenditures have been incurred. Refer details. 3.2 Total federal government contribution towards eligible expenditures of the Project will not exceed 50%, and total government assistance (federal, provincial/territorial and municipal) will not exceed 100% of eligible expenditures. Page 1 Page 129 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 4. TERM 4.1 This Agreement shall take effect upon the date when all parties have signed; it will cease, subject to its termination on a prior date, one year (365 days) after the activity period indicated in 4.2 below. 4.2 Subject to te the period commencing on April 1, 2015 and ending on March 31, 2016. Only goods and services rendered within the prescribed time period shall be considered as eligible expenditures. 4.3 All obligations of the Recipient herein shall, expressly or by their nature, survive termination or expiry of this Agreement, until and unless they are fulfilled or by their nature expire. 5. OBLIGATION TO INFORM THE PUBLIC 5.1 The Recipient agrees that a public announcement with respect to this Agreement may be made by the Agency in the form of a press release, press conference or otherwise and that all reasonable and necessary assistance in the organization of the public announcement, as the Agency sees fit, shall be provided by the Recipient. 5.2 The Recipient agrees to provide reasonable advance notice to the Agency of any proposed announcement the Recipient may wish to make on its own accord. 6. PERMISSION TO USE PROJECT INFORMATION The Recipient agrees that the Agency may take and publish photographs of the Project and, subject to the Agency having the proper copyright or other intellectual property rights, may include such photographs and case study-type materials of the Project on the Parks Canada Website and in other printed and published materials. 7. ACKNOWLEDGMENT The Recipient shall publicly acknowledge the contribution received from the Government of Canada and the Agency in any communications (including any announcements) or promotional activities related to this Agreement in a manner satisfactory to the Agency. The Parks Canada symbol and the Canada wordmark together with guidelines for their use will be provided by the Parks Canada Agency. 8. NOTICE Any notice, information or document required under this Agreement shall be deemed given if it is delivered, sent by facsimile, e-mail or mail. Any notice delivered, sent by facsimile or e-mail shall be deemed to have been received one working day after it is sent; any notice that is mailed shall be deemed to have been received eight (8) working days after being mailed. Either party may change the address shown in this Agreement by informing the other party of the new address, and such change shall take effect 15 days after the notice is received. All notices must be sent to the following addresses: To the Agency: To the Recipient: Heritage Conservation and Mr. Shawn Binns Commemoration Directorate Director, Recreation & Community Services Parks Canada Agency Corporation of the Township of Oro-Medonte 30 Victoria Street 148 Line 7 S. 3 rd Floor (PC-03-P) Oro-Medonte, Ontario Gatineau, Quebec L0L 2E0 J8X 0B3 E-mail: sbinns@oro-medonte.ca Attn: Manager Tel: 705-487-2171 National Historic Sites Cost-Sharing Program Tel: 1-866-377-1947 Fax: (819) 953-4909 Page 2 Page 130 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 9. DESCRIPTION OF THE CONTRIBUTION AGREEMENT This Agreement, including the following Annexes that form an integral part of this Agreement and subsequent amendments to them, constitutes the entire agreement between the parties and supersedes all previous documents, negotiations, understandings and undertakings related to its subject matter. The Recipient acknowledges having read this Agreement and agrees with the contents. In the event of will prevail. Annex A PROJECT DESCRIPTION, SPECIFIC CONDITIONS AND BUDGET Annex B FINANCIAL CONDITIONS Annex C GENERAL TERMS AND CONDITIONS Annex D REPORTING REQUIREMENTS: INTERIM AND FINAL REPORTS Annex E PRE-CERTIFICATION REPORT(S) IN WITNESS WHEREOF, the parties hereto have signed this Agreement through duly authorized representatives. The Agency The Recipient _____________________ ____________________ Name (Print) Name (Print) George Green Vice-President Heritage Conservation and Commemoration Directorate Parks Canada Agency _____________________ ____________________ Position Position _____________________ ____________________ Signature Signature _____________________ ____________________ Date Date Witness Witness _____________________ ____________________ Name (Print) Name (Print) _____________________ ____________________ Signature Signature _____________________ ____________________ Date Date Page 3 Page 131 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PROJECT DESCRIPTION, SPECIFIC CONDITIONS AND BUDGET 1. The conservation project at Oro African Methodist Episcopal Church National Historic Site of Canada aims to and restore some elements of its earlier appearance. In order to minimize the impact to the building heritage fabric and character, only minimal contemporary upgrades will be made, and no utilities added. The proposed work includes the following: Site grading and foundations To assist in the long-term preservation of the wood structure, a new concrete pad on a ring beam will be built below the building, with the log walls resting on rubble stone facing. Vegetation will also be removed at the base of the building to limit moisture retention at its base. All excavation work will be preceded by archaeological investigations and accompanied by archaeological monitoring. Exterior walls Replacement of logs, where decay is extensive, and repair where deterioration is concentrated in isolated areas. Should replacement old growth white pine logs of sufficient size prove impossible to source, the proposal is to use western red cedar as a substitute. Replacement will be carried out by needling the building with steel beams inserted above the decayed sill logs to lift the upper portion. Existing chinking and daubing will be conserved and stabilized prior to undertaking the work, with provisions made to replace them where logs are to be repaired or replaced. Wood clapboard siding on the exterior will be reinstated to allow for better protection of the log wall structure. The siding dimensions have been determined through photographic evidence, and it will be left unpainted to age naturally. Roof integrity. The proposed approach is to preserve the original gable ends and framing. The framing will be consolidated through the introduction of appropriately designed additional members and tie rods, while accommodating displacements which have occurred in the structure. New roofing using Western red cedar shingles will be laid atop the roof boards (with efforts made to retain the remaining original boards). In order to allow for ventilation of these, no underlayment or membrane will be introduced in the assembly. Simple detailing are proposed for the fascia and soffits. Chimney Removal of existing chimney, a fairly recent addition, and brick chimney, as documented by a 1941 photograph. Door Recreate the missing door, temporarily replaced by a plywood panel. Windows Replace four existing windows with better quality replicas, based on the 1941 photograph of the church and remaining physical evidence, including original rough frames and trim. Consistently with the general approach for the building, these will be traditionally built painted, single glazed units, using Douglas fir to ensure maximal resistance to decay. The four window openings will also be equipped with single leaf exterior shutters built to match those shown on the 1941 image. Interior features and finishes Floor and ceiling boards will be replaced with new random width boards of white pine, as the originals were presumed to have been. Dimensions of the floor boards can be determined based on traces around the floor perimeter. The proposal is to replace the existing floor structure to meet current standards. The original wainscot and chair rail are still extant. Portions may require temporary removal to allow for work to proceed. This will be carried out by the careful numbering and disassembly, and boards will be reinstalled upon completion of the repair work to the log walls. A new baseboard/shoe moulding detail is also proposed at the base of the wainscoting. Daubing on the interior face of the log walls is also presumed after completion of the structural repairs. Walls will be entirely whitewashed, as per existing conditions. Page 4 Page 132 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 2.DESCRIPTION OF PROJECT ACTIVITIES The Recipient shall carry out the activities as described in any Pre-Certification Report(s) set out in 3.SPECIFIC CONDITIONS RELATED TO THE PROJECT 3.1 Where the Pre- or obtain any additional study, report, plan, design or other specification, the Recipient shall not carry out the relevant activity until the study, report, plan, design or other specification has been approved by a Certification Service Provider. Once the study, report, plan, design or other specification has been approved by a Certification Service Provider, the Recipient shall carry out the relevant activity in compliance with all the conditions, recommendations and specifications set out therein. 3.2 The Recipient shall not make any change to the Project, including the activities described above and the conditions and specifications set out in the Pre- the approval of the Agency. 3.2.1 e to the Project, the Recipient shall submit a formal request for modifications to conservation projects/proposals. A proposed change shall be reviewed by a Certification Service Provider who will recommend, in a supplementary report to the Agency, whether or not such change should be approved. 3.2.2 If the Agency approves a change to the Project, such change, as set out by the Certification Service Provider in the supplementary report pursuant to sub-clause 3.2.1, shall be deemed to form an integral part of this Agreement. The Recipient shall carry out the activities described in the supplementary report in compliance with all the conditions, recommendations and specifications therein. 3.3 At the completion of the Project, the Recipient shall permit a Certification Service Provider to carry out a certification inspection of the completed work for the purposes of preparing a Final Certification Report assessing compliance with the provisions of clauses 2 and 3 of this Annex 4. SPECIFIC CONDITIONS RELATED TO THE NATIONAL HISTORIC SITES COST- SHARING PROGRAM 4.1 The Recipient is one of the following: 4.1.1 An owner or lessee of a national historic site that is a provincial, territorial, regional or municipal government; 4.1.2 An owner or lessee of a national historic site that is a not-for-profit organization; 4.1.3 A not-for-profit organization acting on the authority and on behalf of an eligible owner or lessee of a national historic site; 4.1.4 A not-for-profit Aboriginal organization with a formalized stewardship responsibility directly related to all or part of a national historic site; 4.1.5 A not-for-profit Aboriginal organization acting on the authority and on behalf of an eligible not-for-profit Aboriginal organization. For the purposes of this sub- discretion, an owner or lessee of a national historic site may include an owner or lessee of a part of a national historic site; and, a lessee must have at least 10 years remaining on the lease as of the date of the application to the Program. 4.2 A Certification Service Provider must certify the Project to be consistent with the Standards and Guidelines for the Conservation of Historic Places in Canada. 4.3 Certification of the completed Project by a Certification Service Provider is a requirement of the contribution. 4.4 For the purposes of this Agreement, eligible expenditures are those specified in the estimate of 4.5 Subject to all conditions set out in this Agreement, the amount of the contribution to be paid will not exceed the lesser of: (a) the maximum specified in this Agreement or (b) 50% of the eligible Page 5 Page 133 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... Amounts are subject to satisfactory proof that the expenditures have been incurred. Payment 4.6 Total federal government contribution towards eligible expenditures of the Project will not exceed 50%, and total government assistance (federal, provincial/territorial and municipal) will not exceed 100% of eligible expenditures. 4.7 In the event that total government assistance (federal, provincial/territorial and municipal) for the same heritage conservation purpose exceeds 100% of eligible expenditures, the contribution under the Program will be reduced on a pro-rated basis, based upon total assistance received. 4.8 The Recipient shall meet any requirements under all applicable laws pertaining to the protection of the environment and will complete an environmental assessment when required to do so by the applicable legislation in this matter. 4.9 Without restricting any other remedy available to the Agency in case of default under this Agreement, the Recipient shall reimburse all or part of the contribution paid by the Agency in any of the following cases: 4.9.1 within five (5) years of completion of the conservation work, the Recipient allows or permits the property, or a significant part of it in the opinion of the Agency, to be demolished; 4.9.2 within five (5) years of completion of the conservation work, in the opinion of the Agency, the Recipient allows or permits substantial degradation to the property, its historic character, or its commemorative integrity. 4.10 The Agency shall give notice to the Recipient of any amount to be reimbursed pursuant to sub- clause 4.9 and the Recipient shall forward to the Agency a reimbursement cheque for this amount, payable to the Receiver General for Canada, no later than 30 days after the date of such notice. Any such amount shall be a debt due to Her Majesty in Right of Canada and recoverable as such. 5. SPECIFIC CONDITIONS RELATED TO EXPECTED OUTCOMES/ RESULTS 5.1 Work will be conducted in accordance with the conditions set out above or otherwise approved by the Agency. 5.2 The Project will be completed at or before the end of the term of this Agreement and be certified by a Certification Service Provider. 5.3 The Recipient will continue to use the Standards and Guidelines for the Conservation of Historic Places in Canada, which will play a key role in the ongoing maintenance of, and interventions to, the historic place that is the subject of this Agreement. 5.4 Threats to or deterioration of the commemorative integrity of non-federally owned national historic sites are mitigated or reduced. 5.5 More historic places in Canada are conserved. 6. COMMUNICATION WITH THE PUBLIC The Recipient, in consultation with the Agency, will determine the target audience of any announcement or other information to the public that may be provided by the Recipient in relation to the Project funded under this Agreement. The Recipient will provide communication documents in English. However, upon the request of any individual, communication documents related to the Project can also be provided separately in French. 7. BUDGET BUDGET BREAKDOWN Revenues Sources of Funding Amount National Historic Sites Cost-Sharing Program Contribution $77,650.00 Township of Oro-Medonte Self-Financed Contribution $77,850.00 Total Revenues $155,500.00 Page 6 Page 134 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... Expenditures Only eligible expenditures are subject to reimbursement under this Agreement. Eligible in-kind expenditures must be considered for the government stacking limit. However, in-kind expenditures will not be reimbursed by the Agency. All costs for the implementation of the Project must include, where applicable, the GST, HST and provincial sales tax to be paid on all goods and services, less any credits or reimbursements to which the Recipient is entitled. Expenditures by Category Eligible Ineligible Total Expenditures* Expenditures (Professional Fees) Expenditure Category: Archaeology $8,000.00 $8,000.00 Expenditure Category: Engineering $3,000.00 $3,000.00 Expenditure Category: Heritage $12,000.00 $12,000.00 Conservation Specialist Expenditure Category: Site surveying $1,200.00 $1,200.00 Expenditure Category: Building $450.00 $450.00 permits (Project Costs) Expenditure Category: Selective $12,000.00 $12,000.00 demolition Expenditure Category: Foundations $23,800.00 $23,800.00 Expenditure Category: Structural $34,400.00 $34,400.00 components Expenditure Category: Exterior $13,650.00 $13,650.00 cladding Expenditure Category: Roof systems $15,000.00 $15,000.00 Expenditure Category: Chimneys $6,000.00 $6,000.00 Expenditure Category: Doors and $3,800.00 $3,800.00 storefronts Expenditure Category: Windows $5,200.00 $5,200.00 Expenditure Category: Interior flooring $6,100.00 $6,100.00 Expenditure Category: Interior Ceilings $3,400.00 $3,400.00 Expenditure Category: Painting (lime $5,000.00 $5,000.00 wash) Expenditure Category: Final site clean-$2,500.00 $2,500.00 up $155,500.00 Sub-totals Total Expenditures $155,500.00 *Maximum National Historic Sites Cost-Sharing Program Contribution (the lesser of $77,650.00 or 50% of eligible expenditures) Page 7 Page 135 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... FINANCIAL CONDITIONS 1. MAXIMUM AMOUNT OF CONTRIBUTION 1.1 Subject to the appropriation of funds by the Parliament of Canada, to the continuance of current and forecasted Program budget levels and to the provisions of this Agreement, the Agency agrees to contribute up to a maximum of the lesser of $77,650.00 or 50% of the eligible Amounts are subject to satisfactory proof that the expenditures have been incurred. 1.2 Disbursements of the contribution will not exceed $77,650.00 for the funding period, and the eligible expenditures will be incurred by the Recipient between April 1, 2015 and March 31, 2016. Any costs incurred after March 31, 2016 will not be reimbursed by the Program. 1.3 Only the goods and services received by the Recipient between April 1, 2015 and March 31, 2016 are eligible for the funding allocated for the applicable funding year. 1.4 In the event that the Recipient forecasts to incur fewer expenditures than anticipated during the funding period set out at 1.2 above, the Recipient shall inform the Agency in writing as soon as possible, but no later than 30 days prior to March 31, 2016. 2. REDUCTION/TERMINATION OF CONTRIBUTION AGREEMENT 2.1 Funding under this Agreement may be reduced or terminated at the Parks Canada discretion in response to the Government of Canada or governmental spending decision, or a restructuring or re-ordering of the federal mandate and responsibilities of the Government of Canada that impact the Parks Canada Agency. 2.2 t carry out such activities in compliance with the conditions under this Agreement. 2.3 In the event of a proposed reduction or termination of the funding of the Program under clauses 2.1 or 2.2 above, the Agency may, upon giving the Recipient written notice of ninety (90) days, reduce the funding or terminate this Agreement. Subject to the terms and conditions of this Agreement, in the event that funding is terminated under the Program, the obligations of both parties shall cease at the end of the notice period. 3. DISCLOSURE anticipated and also agrees to inform the Agency of any change without delay, in all cases before the payment is due, of any increase or decrease in their revenues and/or expenditures, for this Project. 4. DESCRIPTION OF ELIGIBLE EXPENDITURES 5. TRANSFER OF FUNDS BETWEEN EXPENDITURE CATEGORIES 5.1 Agreement, the Recipient may transfer funds amongst approved expenditure categories, under the following circumstances: 5.1.1 after receiving written authorization from the Agency, if at least one expenditure category involved in the transfer(s) represents an increase or a decrease exceeding 15% of the funds for that category. Such an authorization would have the same value and the same effect as a formal amendment to this Agreement. 5.1.2 without authorization from the Agency, provided that no expenditure category involved in the transfer(s) would be subject to an increase or a decrease exceeding 15% of the funds for that category. The Recipient may transfer funds from one item to another within the same expenditure category Page 8 Page 136 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 6. PAYMENT In consideration of the implementation of the Project and the fulfillment of obligations pursuant to this Agreement, the Agency agrees to pay a contribution to the Recipient in accordance with the following: 6.1. The Recipient shall submit to the Agency a request for reimbursement of eligible expenditures incurred before the signature of the Agreement, if applicable, for the implementation of the Project. 6.2 The Agency agrees to provide an initial advance of up $58,237.00 covering the immediate cash flow requirements of the Project for the quarter, once this Agreement has been fully executed by all parties. 6.2.1 All advance payments shall be accounted for in the first Interim Project Report and Interim Financial Report. 6.3 For subsequent advances, the Recipient shall present a formal request for advance payment, flow requirements of the project covering a period not exceeding three (3) months, identifying the amount required and including an estimate of eligible costs and any other information that the Agency may require. 6.4 At no time shall there be more than two advances unaccounted for. The Recipient shall submit to the Agency satisfactory proof that the expenditures have been incurred and that the work progressed in accordance with the terms of this Agreement prior to further payments being made in accordance with 6.5 If the amount of the advance is inferior to the eligible costs incurred for which the advance was approved, the Agency will reimburse the difference to the Recipient. 6.6 If the amount of the advance exceeds the eligible costs incurred for which the advance was approved, the Recipient shall reimburse the difference to the Agency or the Agency shall recover 6.7 The final advance shall be subject to a holdback of $19,413.00, on the advance amount, to be released upon completion of the requirements in section 6.9 below. 6.8 On or before April 30, 2016, the a final payment of up to $19,413.00, accompanied by the following as proof that the expenditures 6.8.1 a Final Financial Report as described in clause 7 ; and 6.8.2 a detailed The Agency shall make final payment to the Recipient only after the Project is completed and certified by a Certification Service Provider, as meeting the conditions of this Agreement. 6.9 of $19,413.00, which constitutes the final payment under this Agreement. 7.FINANCIAL REPORTS 7.1 For the purposes of this Agreement, an Interim or Final Financial Report, certified by a person duly authorized by the Recipient, shall include as separate items the Project Budget, as well as expenditures related to the project, for the given period. This sources of revenues or expenditures added to the Project after this Agreement is signed shall also be included. The report shall be prepared in accordance with generally accepted accounting principles. The Agency reserves the right to request an audited Final Financial Report, to ensure compliance with this Agreement. In such cases, accounts shall be audited by professional accountants who are independent of the organization and are active members in good standing of one of the following professional associations: CA, CMA, CGA. 7.2 The Cash Flow Statement must present all expected revenues and expenses for the completion of the Project. This statement must provide a breakdown of revenues and expenses on a quarterly basis for the period in question. The objective of the Cash Flow Statement is to determine precisely when the Recipient will require funds from the Agency in order to meet the financial obligations linked to the Project. 8.ADVANCE PAYMENTS Where the terms of this Agreement permit advance payments to be made, such advance payments shall be considered debts owed to the Agency until such times as the Recipient has accounted for the said Page 9 Page 137 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 9. SALES TAXES The Recipient shall ensure that all costs for the implementation of the Project include, where applicable, the GST, HST and provincial sales tax that the Recipient shall pay on all goods and services, less any credits or reimbursements to which the Recipient is entitled. 10.TAX CREDIT The Agency does not reimburse the tax paid by the Recipient for goods and services for which the Recipient is entitled to tax credit or reimbursement. 11.OVERPAYMENT 11.1 Where, for any reason, the Recipient is not entitled to the contribution or the Agency determines that the amount of the contribution disbursed exceeds the amount to which the Recipient is entitled, any such amount is a debt due to Her Majesty in Right of Canada and is recoverable as such. 11.2 overpayment is identified, the Recipient shall forward a reimbursement cheque to the Agency for the amount of the overpayment, payable to the Receiver General for Canada. The due date for the reimbursement shall be the date of the submission of the Final Financial Report and the detailed Final Project Report to the Agency. 11.3 When the Agency or its agents performs a financial analysis or an audit of the Final Financial Report provided by the Recipient and an overpayment is identified, the overpayment shall be repaid to the Agency no later than 30 days after the date of the notice by the Agency. 11.4 Where any amount due to Her Majesty in Right of Canada has not been repaid, an amount equal to the amount due may be retained by way of deduction from or set-off against any sum of money that may be due or payable to the Recipient. 12. AUDIT 12.1 The Agency reserves the right to audit or cause to have audited the accounts and records of the Recipient for a period of up to six (6) years after the end of this Agreement to ensure compliance with the terms and obligations of this Agreement. The scope, coverage and timing of such an audit shall be determined by the Agency and, if conducted, may be carried out by employees of the Agency or its agents. The Recipient shall make available to auditors, in a timely manner, any records, documents and information that the auditors may require. 12.2 The Recipient agrees to adhere to generally accepted accounting practices and principles and and audit its books, accounts and registers of all revenues and expenditures in relation to the Project financed under this Agreement. 12.3 The Recipient agrees to keep sound financial records for a period of six (6) years beginning at the end of the tax year to which the records relate, in order to account for all funds received and expended, in-kind services, labour and material used for purposes of the Project, and to keep appropriate accounts and records, including invoices, cancelled cheques and other source documents related to the expenses being reimbursed. 12.4 The Agency reserves the right, where appropriate, to share the results of these audits with other levels of government or other federal government entities that contribute funding to the Project and/or rely on project audits conducted by other levels of government or other federal government co-funders, as a way of mitigating risks associated with payments under the Program. 13. INTEREST CHARGES Any overpayment remaining owing and unpaid shall carry interest calculated and compounded monthly at the average bank rate, within the meaning of such expression as contained in the Interest and Administrative Charges Regulations, SOR/96-188, plus three per cent (3%), from the due date to the settlement date. 14. LATE CLAIMS The Agency shall not be obliged to pay for any eligible expenditures incurred that are submitted after April 30, 2016. Page 10 Page 138 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... GENERAL TERMS AND CONDITIONS 1. REPRESENTATION BY THE RECIPIENT The Recipient confirms: 1.1 that it has the capacity and authority to enter into this Agreement to carry out the Project and that it knows of no reason, fact or event, current, imminent or probable, that would diminish this capacity and authority; 1.2 that it holds sufficient intellectual property rights for the conduct of the Project or the exploitation of any intellectual property resulting thereof; 1.3 that it, for the duration of this Agreement, has no interest, pecuniary or otherwise, in any business matter that would put it in an actual or apparent conflict of interest; 1.4 information contained therein is accurate, and that all relevant information has been disclosed; 1.5 that it will declare any amount owing to the federal government under legislation, contract or contribution agreements during the term of this Agreement and that it recognizes that amounts due to the Recipient hereunder may be withheld to offset amounts which may be owing to the federal government; 1.6 that no current or former federal public office holder or federal public servant who is not in compliance with the Values and Ethics Code for the Public Service or the Conflict of Interest and Post-employment Code for Public Office Holders shall derive a direct benefit from this Agreement; and 1.7 that to the best of its knowledge, it is in compliance with the laws applying to it and its activities. 2. OBLIGATIONS OF THE RECIPIENT During the term of this Agreement, the Recipient shall: 2.1 take all necessary actions to maintain itself in good standing, to preserve its legal capacity and to inform the Agency without delay of any failure to do so; 2.2 upon the written request of the Agency and without delay, provide any information as the Agency may require concerning this Agreement; 2.3 disclose to the Agency, without delay, any fact or event that would or might compromise the conditions of this Agreement, either immediately or in the long term, including but not limited to, pending or potential lawsuits and audits; 2.4 ensure access by the Agency, its employees and its authorized representatives to its premises at all reasonable times and upon not less than two weeks notice for audit and evaluation purposes; 2.5 submit to the Agency, without delay, all proposed modifications to the Project, and not proceed with implementing any proposed modification to the Project prior to any pre-certification or supplementary review by a Certification Service Provider and approval by the Agency; and, 2.6 complete the detailed Final Project Report and Final Financial Report and any such interim reports as required by the Agency, in accordance with the Program template, and submit them by April 30, 2016. Interim project and financial reports must be submitted at such time that the Agency requires. 3. CONTINGENCY FEES Definitions that apply in this clause: contingency fee contingent upon or is calculated upon the basis of a degree of success in soliciting or obtaining a government agreement or negotiating the whole or any part of its terms; employee ship; and person an association and, without restricting the generality of the foregoing, includes any individual who is required to file a return pursuant to the Lobbying Act, R.S. 1985, c. 44 (4th Supp.), as amended from time to time. Page 11 Page 139 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 3.1 The Recipient certifies that it has not directly or indirectly paid or agreed to pay and agrees that it will not directly or indirectly pay a contingency fee for the solicitation, negotiation or obtainment of this Agreement to any person other than an employee acting in the normal course 3.2 All accounts and records pertaining to the payment of fees or other compensation for the solicitation, obtainment or negotiation of this Agreement shall be subject to the audit provisions 3.3 If the Recipient certifies falsely under this clause 3 or is in default of the obligations contained therein, the Agency may either terminate this Agreement for default or recover from the Recipient by way of reduction of the contribution or otherwise the full amount of the contingency fee. 4. APPLICABLE LEGISLATION 4.1 The Recipient must ensure that the Project is carried out in compliance with all applicable statutes and regulations. 4.2 This Agreement shall be governed by and interpreted in accordance with the applicable laws of the province of residence of the Recipient or main place of business. 4.3 Any person lobbying on behalf of the Recipient shall be in compliance with the Lobbying Act, R.S., 1985, c. 44 (4th Supp.). 5. CONFIDENTIALITY 5.1 The Recipient shall ensure that any information of a confidential nature relating to the affairs of the Agency to which the Recipient or its officers, servants or agents become privy shall be treated as confidential and shall not disclose such information to third parties, unless such a disclosure is made pursuant to applicable access to information and privacy acts. 5.2 The Recipient shall ensure that any personal information which may be brought to the attention of the Recipient and its employees or agents will be dealt with according to the provisions of applicable privacy acts. 6. ASSETS DISPOSAL 6.1 For any asset purchase (lighting fixtures, signage, elevators, fire escapes, etc.) that has a cost of over $1000, the Recipient shall preserve and maintain the assets acquired with contribution funds and use them for the purposes of the funded eligible activities for a minimum of six (6) years following the conservation of the property under this Agreement unless: 6.1.1 written exemption from this requirement is obtained from the Agency; 6.1.2 the Agency authorizes the disposition of the asset; 6.1.3 replacement of assets subject to wear is necessary; or 6.1.4 assets that have become outdated require replacement. 7. LIABILITY 7.1 The Agency, its employees and agents shall not be held liable for any injury, including death to any person, or for any loss or damage to property of the Recipient or for any obligation of the Recipient or anyone else, incurred or suffered by the Recipient or its employees, agents or voluntary workers in carrying out the Project, including where the Recipient has entered into loans, capital leases or other long term obligations in relation to this Agreement. 7.2 Where the Recipient is an unincorporated organization, it is agreed by the representatives of the Recipient signing this Agreement on behalf of the Recipient, that they shall be personally, jointly and severally liable for all obligations, covenants, promises, liabilities and expenses assumed by the Recipient under this Agreement. Page 12 Page 140 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 8. INDEMNIFICATION The Recipient shall indemnify and save harmless the Agency, its employees and agents from and against all claims, losses, damages, costs, expenses, actions and other proceedings made, sustained, brought, prosecuted, threatened to be brought or prosecuted in any manner based upon, occasioned by or attributable to any injury to or death of a person or damage to or loss of property arising from any wilful or negligent act, omission or delay on the part of the Recipient or its employees, agents or voluntary workers in carrying out the Project, except that the Agency shall not claim indemnification under this clause to the extent that the injury, loss or damage has been caused by the Agency or its employees or agents. 9. INSURANCE 9.1 The Recipient shall, through an appropriate policy of insurance, cover any liability resulting from anything done or omitted by the Recipient or its employees, agents or voluntary workers in carrying out the Project. 9.2 The Recipient shall, at its own expense, insure and keep insured all buildings, structures, and associated elements against loss or damage by fire in such amounts as shall, in the opinion of the Agency, represent the full amount of the federal contribution. Such insurance shall be in effect from the date of execution of this Agreement until six (6) years following completion of the Project. 10. DEFAULT AND REMEDIES 10.1 The following constitute events of default: 10.1.1 the Recipient becomes bankrupt or insolvent or is placed in receivership or takes the benefit of any statute relating to bankrupt and insolvent debtors; 10.1.2 an order is made or a resolution is passed for the winding-up of the Recipient or the Recipient is dissolved; 10.1.3 completion of the Project; 10.1.4 the Recipient, either directly or through its representatives, makes or has made a false or misleading statement to the Agency; 10.1.5 has not been respected; and 10.1.6 10.2 Where a default occurs and, in the case of an event of default referred to in either sub- clauses 10.1.3, 10.1.5 or 10.1.6, the Recipient has not remedied such default within thirty (30) days of receiving written notice of the default from the Agency, the Agency may reduce the contribution level, suspend any payment, rescind this Agreement and immediately terminate any financial obligation arising out of it and require repayment of amounts already paid. 10.3 The fact that the Agency refrains from exercising a remedy or any right herein shall not be considered to be a waiver of such remedy or right and, furthermore, partial or limited exercise of a remedy or right conferred on the Agency shall not prevent it in any way from later exercising any other remedy or right under this Agreement or other applicable law. 11. EVALUATION 11.1 The Agency and the Recipient agree on the importance of assessing what has been accomplished in terms of the defined objectives and expected results of the Project outlined in this Agreement. 11.2 The evaluation of this Agreement and the Project is a joint concern of the Agency and the Recipient. To this end, the Recipient agrees: 11.2.1 that it shall provide Project reports in a way that shows progress in relation to the defined objectives and expected results of the Project and participate in any evaluation of the Project as required and as mutually agreed upon; and 11.2.2 that the Agency reserves the right to make an evaluation during the earlier of (a) up to six (6) years after completion of the Project, or (b) up to six (6) years following the end of the term of this Agreement, to ensure compliance with the terms and conditions of this Agreement. Page 13 Page 141 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... 12. PARTNERSHIP 12.1 The parties acknowledge that this Agreement does not constitute an association for the purpose of establishing a partnership or joint venture and does not create an agency relationship between the Agency and the Recipient, and that it in no way implies any agreement or undertaking to conclude any subsequent agreement. 12.2 The Recipient shall not represent itself as being a partner, co-contractor, employee or agent of the Agency in carrying out the Project referred to in this Agreement. 13. ASSIGNMENT The Recipient shall not assign this Agreement or any part thereof or any payments to be made thereunder without the written permission of the Agency, but nothing shall preclude the Recipient from enlisting the assistance of others in carrying out the obligations under this Agreement. 14. MEMBERS OF PARLIAMENT OR SENATORS No Member of the House of Commons or the Senate shall be eligible to any share of part of this Agreement or to benefit therefrom. 15. DISPUTE RESOLUTION In the event of a dispute arising under the terms of this Agreement, the parties agree to make a good- faith attempt to settle the dispute. In the event that the parties are unable to resolve the dispute through negotiation, they agree to consider mediation. The parties will bear the costs of mediation equally. 16. AMENDMENTS This Agreement may be amended by the mutual written consent of the parties hereto. To be valid, any amendment to this Agreement shall be in writing and shall be signed by the parties hereto or by their duly authorized representatives, while this Agreement is in effect. 17. SUCCESSORS This Agreement is binding upon the parties and their respective administrators and successors. Page 14 Page 142 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... REPORTING REQUIREMENTS: INTERIM AND FINAL REPORTS 1. INTERIM PROJECT REPORT When required by the Agency, the Recipient will provide the Agency with an Interim Project Report mid-way through the Project that shows progress in relation to the defined objectives and expected results of the Project, including a summary of work completed to date, work that remains to be undertaken, and any impediments that could affect the completion of the Project within the prescribed time frame. 2. DETAILED FINAL PROJECT REPORT The Recipient will provide the Agency with a Final Project Report that will include: a detailed description of the Project as outlined in the original proposal; intended versus actual deliverables; detailed explanations of adjustments to the Project; successes and challenges of the Project; and evaluation of the Project in relation to the short and long term results. 3.FINAL CERTIFICATION REPORT A Final Certification Report will be undertaken by a Certification Service Provider, upon the completion of the Project and upon receipt of the Final Project Report and Final Financial Report by the Program, to ensure that it is in compliance with this Agreement. 4. FINANCIAL REPORTS 5. AUDIT The Agency has developed a Risk-Based Audit Framework for the National Historic Sites Cost-Sharing Program. the accounts and records of the Recipient, as pertains to this Project, to ensure that the funds provided were used for the purposes intended. Audits may be undertaken by the employees of the Agency or its authorized representatives, with the expenses related to this audit assumed by the Agency. Page 15 Page 143 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT Page 16 Page 144 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM 1.0 DATE August 25, 2015 2.0 TO Director, Cultural Heritage Policies Parks Canada 30 Victoria Street, 3rd Floor (PC-03-P) Gatineau, Quebec J8X 0B3 3.0 SUBJECT NHSCSP 2015-16-01-007 Pre-Certification Report Oro African Methodist Episcopal Church NHSC, 1645 Line 3 North, Oro-Medonte Township, Ontario L0L 2L0 4.0 NAME OF THE CERTIFICATION SERVICE PROVIDER Ève Wertheimer Senior Advisor, Built-Heritage Conservation Parks Canada 30 Victoria Street, PC-03-P Gatineau, Quebec, J8X 0B3 5.0 DOCUMENTS REVIEWED 1. Statement of Significance, Oro African Methodist Episcopal Church National Historic Site; 2. Historic Sites and Monuments Board of Canada, Agenda Paper, Parks Canada, 2000-06. NHS COST-SHARING PROGRAM APPLICATION MATERIALS 1. National Historic Sites Cost Sharing Program, 2015-2016 Funding Application, Oro African Methodist Episcopal Church, February 20, 2015 (including the detailed project application form, project budget and project timeline); 2. Oro African Methodist Episcopal Church - Condition Assessment, submitted to the Township of Oro-Medonte by Victor Snow, January 2014. OTHER MATERIAL SUBMITTED PRIOR TO THE SITE VISIT: 1. Oro African Methodist Episcopal Church Schematic Design Report, Craig Sims, May 29 2015; 2. Oro African Church Proposed Heritage Building Restoration, set of drawings (6 pages, including: Context Page, Foundation Plan & Floor Plan; Reflected Ceiling Plan & Details; Elevations; Door Elevation & Details; Window Elevation & Details), by Steenhof Building Services Group, dated July 2015. Date of Site Visit by Certification Service Provider: July 17, 2015 6.0 THE NATIONAL HISTORIC SITE AND THE PROJECT PROPOSAL 6.1 The National Historic Site Oro African Methodist Episcopal Church National Historic Site of Canada is a simple log church with an unmarked cemetery that stands on the south-east corner of the intersection of Line 3 in Oro-Medonte and Side Road 10/11, commonly known as the Old Barrie Road, Simcoe County, Ontario. It has been preserved as a witness to an early African Canadian settlement associated with Black militiamen from the War of Page 1 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 145 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM 1812. The official recognition refers to the church and the property that contains an associated burial ground. Oro African Methodist Episcopal Church was designated a National Historic Site of Canada in 2000 because: - it is the last built remnant of a community of African Canadians whose roots are uniquely anchored in the history of United Empire Loyalists, - it represents the important role that Black militiamen played in the defense of Upper Canada during the War of 1812, and early Upper Canada land policy. Key elements contributing to the heritage value of this site include: - the location just east of the old Penatanguishine Road; - the pastoral nature of the site with the church as focal point in the grassed landscape of the unmarked burial ground; - the church with its rectangular footprint and single-storey massing under a gable roof; - its minimalist detailing, including the single door centred on a gable end and two evenly spaced, relatively large multi-pane windows on each side elevation; - its open volume interior; - the surviving elements of the original construction; - the remain original interior elements. 6.2 The Project Proposal With its active use as a church terminating around 1916, the building was left unoccupied for several years before ongoing restoration/commemoration/presentation work was first initiated in the 1940s, with the building functioning as a seasonal facility for community events, church anniversary services, tours and other special events. Replacement and modification of several features have occurred over the past decades, contributing to some loss of the buildings original fabric yet failing to address several underlying deterioration processes. This ultimately resulted in the building being vacated in 2013 due to growing health and safety concerns. The intent of this project is to reinstate the buildings structural integrity, ensure the preservation of remaining original fabric and restore some elements of its earlier appearance. In order to minimize the impact to the buildings heritage fabric and character, only minimal contemporary upgrades will be made, and no utilities added. Work will be completed under the general guidance of Craig Sims, Heritage Building Consultant, Tony Jenkins and Steenhof Building Services Group (Engineering), and managed by Shawn Binns, Director of Recreation & Community Servicesfor the Township of Oro-Medonte. 7.0 ASSESSMENT OF PROJECT PROPOSAL AGAINST THE SITE STATEMENT OF SIGNIFICANCE, THE SITES COMMEMORATIVE INTEGRITY, AND THE STANDARDS & GUIDELINES FOR THE CONSERVATION OF HISTORIC PLACES IN CANADA 7.1 General Discussion of Project Proposal The conservation work proposed at the Oro African Methodist Episcopal Church is directly related to the protection and preservation of the heritage values and the character-defining elements which are described in the federal Statement of Significance. Although the primary treatment proposed in this application is identified as preservationrestoration , significant components of are also included in the proposed scope of work. Page 2 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 146 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM For this project, the applicable standards are Standards 1-9 and 13-14, the following standards being of particular relevance to this project: - 1 (conserve heritage value), - 3 (minimal intervention), - 6 (protect and preserve archaeological resources in place), - 7 (evaluate condition to determine appropriate intervention), - 8 (maintain character defining elements through repair and replacement in kind), - 14 (replace missing features with new features based on sufficient evidence). The following Guidelines also apply: - 4.3.3 Roofs - 4.3.4 Exterior Walls - 4.3.5 Windows, Doors and Storefronts, - 4.5.1 All Materials, - 4.5.2 Wood and Wood Products General Conditions Condition 1 A complete set of construction documents will be prepared prior to construction, a copy of which must be provided to the Certification Service Provider for review and approval in advance of the work. As work on the building proceeds, some new evidence as to its original assemblies or detailing may come to light. Allowances will be made in the design and construction processes to make adjustments to the final design accordingly. Proposed adjustments will be communicated to the Certification Service Provider for review and approval in advance of the work. As well, the Certification Service Provider is to be notified by email of any change orders and the appropriate documentation that describes the change in the project must be submitted for review and approval in advance of the work. Condition 2 As the conservation work progresses, the project team will meet on a regular basis or at key milestones. Minutes of these team meetings are to be provided to the Certification Service Provider by email when they are available. 7.2 Detailed Discussion of Project/Proposal Block 1: a) Site grading and foundations Although the church was originally built on flat ground, the progressive increase in the height of adjacent road beds has created drainage issues. In order to improve drainage conditions along the building perimeter, the proposal is to raise the building by approximately 18 in order to build up a slight drainage slope away from it. To assist in the long-term preservation of the wood structure, a new concrete pad on a ring beam will be built below the building, with the log walls resting on rubble stone facing. Vegetation will also be removed at the base of the building to limit moisture retention at its base. All excavation work will be preceded by archaeological investigations and accompanied by archaeological monitoring. Assessment: Raising the building atop new foundations is deemed an acceptable solution to ensure the buildings long-term conservation while minimizing the need for excavation on the archaeological sensitive site. Physical evidence indicates that the building structure rested on granite field stones (although the building appears to have sunk over time), and the introduction of a new rubble stone foundation at its base is consistent in appearance with the foundations of local vernacular buildings. This intervention will Page 3 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 147 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM nevertheless alter the buildings current overall appearance, although it is argued that it will approach what would have been its original configuration. This may be confirmed through archaeological investigations at the building perimeter. This portion of the work is recommended for pre-certification subject to the following condition: Condition 3 In addition to areas of excavation, archaeological assessment/mitigations measures must also be planned in locations where heavy equipment may circulate or be placed during the construction work. The Certification Service Provider will be kept informed of the results of all archaeological investigations on site, and allowances made to adjust the design of certain building details consistently with relevant findings. Proposed adjustments will be communicated to the Certification Service Provider for review and approval in advance of the work. Block 1: b) Exterior walls Prolonged contact with the ground compounded by water accumulation has led to extensive decay of the sill logs at the perimeter of the building as well as some deterioration of the logs above them. Logs on the buildings exposed east elevation have also suffered, with the plate log now requiring replacement and wall log repair/partial replacement. The conservation strategy put forward will combine replacement, where decay is extensive, and repair where deterioration is concentrated in isolated areas. Should replacement old growth white pine logs of sufficient size prove impossible to source, the proposal is to use western red cedar as a substitute. Replacement will be carried out by needling the building with steel beams inserted above the decayed sill logs to lift the upper portion. Existing chinking and daubing will be conserved and stabilized prior to undertaking the work, with provisions made to replace them where logs are to be repaired or replaced. The proposal also includes reinstating a wood clapboard siding on the exterior, as this would have been in place for a large part of the buildings existence and will allow for better protection of the log wall structure. The siding dimensions have been determined through photographic evidence, and it will be left unpainted to age naturally. Assessment: The proposed approach of in situ repair and replacement is consistent with the Standards and Guidelines. The clapboard siding is considered to be a sacrificial layer intended to protect the logs from decay. As such, the approach of leaving it to weather naturally is appropriate. This portion of the work is recommended for pre-certification subject to the following condition: Condition 4 The detailed strategy for lifting the structure will be designed so as to incur the least possible risk and damage to the original building assembly and fabric. It will be submitted to the Certification Service Provider for review and approval prior to its implementation. Block 2: Roof Spreading of the outer walls has led to the sagging and displacement of the roof structure, an issue identified early on and resolved through a stopgap measure, including added bracing and the introduction of cable ties that are now failing. Repairs to the roof structure are required to ensure both occupant safety and the buildings integrity. The proposed approach is to preserve the original gable ends and framing. The framing will be consolidated through the introduction of appropriately designed additional Page 4 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 148 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM members and tie rods, while accommodating displacements which have occurred in the structure. New roofing using Western red cedar shingles will be laid atop the roof boards (with efforts made to retain the remaining original boards). In order to allow for ventilation of these, no underlayment or membrane will be introduced in the assembly. Simple detailing are proposed for the fascia and soffits. In keeping with the original design and appearance of this modest building, the decision has also been made not to introduce any roof drainage system, although this may ultimately result in an accelerated deterioration of the exterior siding. Assessment The general approach proposed for the conservation and consolidation of the roof structure is consistent with the Standards and Guidelines, however it is understood the exact nature of required interventions will be itemized once the ceiling has been removed. This portion of the work is recommended for pre-certification subject to the following condition: Condition 5 As work proceeds, drawings/annotated photographs identifying members requiring replacement and the location of additional members will be submitted to the Certification Service Provider for review and approval in advance of replacement. Block 3: Chimney The existing chimney is known to be a fairly recent addition to the building and causes concerns in terms of its structural stability. It is proposed to remove it and recreate the buildings central brick chimney, as documented by a 1941 photograph. It will be supported in the attic by reinforcements in the roof framing designed to meet contemporary code requirements. Assessment: The proposed replacement is consistent with the general approach for reinstating the buildings condition to its early 1940s appearance, and is well documented. This portion of the work is recommended for pre-certification. Block 4: Door The door to the building is missing and has been replaced by a temporary plywood panel. The historic configuration of the front door is not documented, and it would have been concealed for a great part of the buildings history by a front vestibule added at an early date and in place until the 1950s. Reinstating this vestibule is impossible due to the present-day road alignment and the challenge is therefore to recreate a door that is historically accurate. The proposed design is for a central panelled door flanked by two sidelights, a configuration suggested by partial physical evidence. Assessment A restoration approach is appropriate when the replacement of missing features can be based on sufficient physical, documentary and oral evidence. If such evidence is insufficient, the new replacement feature falls into the category of rehabilitation, and should be designed to be physically and visually compatible with, subordinate to and distinguishable from the historic place. In this case, the proposed configuration for the new door relies on fragmented physical evidence which may not be sufficient to warrant a restoration approach. In its appearance, the proposed design, reminiscent of neo- classical residential architecture of a higher standing, appears at odds with the very modest building typology of the church, and cannot be considered to be compatible with Page 5 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 149 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM nor subordinate to the historic place. In order to ensure compliance with the Standards and Guidelines, it is recommended that the design be revisited in accordance with historic precedents for doors on similar religious buildings of the period. Distinguishability can be ensured by dating the new element in an inconspicuous location. Condition 6 Once a revised proposal for the design of the front door has been developed, it will be submitted to the Certification Service Provider for review and approval. Block 5: Windows The four existing double hung windows were installed during the campaigns of work of recent decades and are considered to be poorly built reproductions. The conservation project is seen as the opportunity to replace these units with better quality replicas, based on the 1941 photograph of the church and remaining physical evidence, including original rough frames and trim. Consistently with the general approach for the building, these will be traditionally built painted, single glazed units, using Douglas fir to ensure maximal resistance to decay. The four window openings will also be equipped with single leaf exterior shutters built to match those shown on the 1941 image. Assessment The approach for the window replacement is based on sound evidence and is consistent with the Standards and Guidelines. The only uncertain aspect is the original colour used for these elements, as it is assumed the windows would have been painted. The intent is to paint the windows and associated trim to ensure their optimal lifespan. A period- appropriate colour of either deep red or ivory has been recommended, however archaeological evidence may provide clues as to the appropriate shade. Although the shutters may be later additions to the church, there is validity in incorporating them as a security measure given the buildings periodical use, and the compatibility of the proposed design. This portion of the work is recommended for pre-certification. Block 6: Interior features and finishes The modest interior of the church survives in a surprisingly well conserved condition. Some elements are known to have been replaced in recent decades, namely the floor and ceiling boards. These will be replaced with new random width boards of white pine, as the originals were presumed to have been. Dimensions of the floor boards can be determined based on traces around the floor perimeter. The proposal is to replace the existing floor structure to meet current standards. The original wainscot and chair rail are still extant. Portions may require temporary removal to allow for work to proceed. This will be carried out by the careful numbering and disassembly, and boards will be reinstalled upon completion of the repair work to the log walls. A new baseboard/shoe moulding detail is also proposed at the base of the wainscoting. Daubing on the interior face of the log walls is also presumed after completion of the structural repairs. Walls will be entirely whitewashed, as per existing conditions. Existing furnishings include both originals and reproductions and will all be retained. Assessment The proposed interventions on the building interior are consistent with the combined preservation/restoration approach and with the Standards and Guidelines. With regards to the reinstatement of the ceiling, it has been suggested that some original ceiling boards may have been salvaged for reuse as roof decking. If these elements survive in Page 6 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 150 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... PRE-CERTIFICATION REPORT PARKS CANADAS NATIONAL HISTORIC SITES COST-SHARING PROGRAM adequate condition, they may be reinstated in the ceiling, otherwise, they will provide a reliable model for the new ceiling. A new baseboard/shoe moulding is being proposed for the base of the walls, however it is unclear whether this element was believed to be present historically, nor what is the rational to introduce it if it is a new element. The conditions that are recommended to achieve pre-certification are to ensure that the project is consistent with protecting the heritage values of the site and complying with the Standards and Guidelines. 8.0 RECOMMENDATIONS The project described in the documents listed in Section 5 above is recommended for pre-certification, provided the following conditions are met: Condition 1 A complete set of construction documents will be prepared prior to construction, a copy of which must be provided to the Certification Service Provider for review and approval in advance of the work. As work on the building proceeds, some new evidence as to its original assemblies or detailing may come to light. Allowances will be made in the design and construction processes to make adjustments to the final design accordingly. Proposed adjustments will be communicated to the Certification Service Provider for review and approval in advance of the work. As well, the Certification Service Provider is to be notified by email of any change orders and the appropriate documentation that describes the change in the project must be submitted for review and approval in advance of the work. Condition 2 As the conservation work progresses, the project team will meet on a regular basis or a key milestones. Minutes of these team meetings are to be provided to the Certification Service Provider by email when they are available. Condition 3 In addition to areas of excavation, archaeological assessment/mitigations measures must also be planned in locations where heavy equipment may circulate or be placed during the construction work. The Certification Service Provider will be kept informed of the results of all archaeological investigations on site, and allowances made to adjust the design of certain building details consistently with relevant findings. Proposed adjustments will be communicated to the Certification Service Provider for review and approval in advance of the work. Condition 4 The detailed strategy for lifting the structure will be designed so as to incur the least possible risk and damage to the original building assembly and fabric. It will be submitted to the Certification Service Provider for review and approval prior to its implementation. Condition 5 As work proceeds, drawings/annotated photographs identifying members requiring replacement and the location of additional members will be submitted to the Certification Service Provider for review and approval in advance of replacement. Condition 6 Once a revised proposal for the design of the front door has been developed, it will be submitted to the Certification Service Provider for review and approval. Page 7 of 8 NHSCSP 2015-16-01-007 Oro African Methodist Episcopal Church - Pre-Certification Report Page 151 of 167 13.d) Correspondence dated September 8, 2015 from Julie Domp... Page 152 of 167 15.a) By-Law No. 2015-154: A By-law to Permanently Close and... Page 153 of 167 15.a) By-Law No. 2015-154: A By-law to Permanently Close and... Page 154 of 167 15.a) By-Law No. 2015-154: A By-law to Permanently Close and... Page 155 of 167 15.a) By-Law No. 2015-154: A By-law to Permanently Close and... Page 156 of 167 15.b) By-Law No. 2015-155: A By-law to Name, Establish and A... Municipal Act, 2001 Municipal Act, 2001, Municipal Act, 2001, Municipal Act, 2001, Page 157 of 167 15.b) By-Law No. 2015-155: A By-law to Name, Establish and A... Page 158 of 167 15.c) By-Law No. 2015-157: A By-law to Name, Establish and A... Municipal Act, 2001 Municipal Act, 2001, Municipal Act, 2001, Municipal Act, 2001, Page 159 of 167 15.c) By-Law No. 2015-157: A By-law to Name, Establish and A... Page 160 of 167 15.d) By-Law No. 2015-159: A By-law to Appoint An Auditor an... Municipal Act, 2001, S.O. 2001, c.25, as amended Public Accounting Act, 2004 Page 161 of 167 15.e) By-Law No. 2015-160: A By-law to Amend By-law No. 2015... Municipal Act, 2001 Municipal Act, 2001 Municipal Act, 2001 Page 162 of 167 15.f) By-Law No. 2015-162: A By-law to Authorize the Issuanc... Planning Act, R.S.O. 1990, Chapter P.13, as amended Page 163 of 167 15.f) By-Law No. 2015-162: A By-law to Authorize the Issuanc... Page 164 of 167 15.g) By-Law No. 2015-163: A By-law to Authorize the Issuanc... Planning Act, R.S.O. 1990, Chapter P.13, as amended Page 165 of 167 15.g) By-Law No. 2015-163: A By-law to Authorize the Issuanc... Page 166 of 167 18.a) By-Law No. 2015-158: Being a by-law to confirm the pro... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 167 of 167