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11 12 2015 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Council Chambers Thursday, November 12, 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 (Organizational Update). 5.Minutes of Council and Committees: 5 - 14a) Minutes of Accessibility Advisory Committee meeting held on Monday, October 26, 2015. 15 - 32 b) Minutes of Council meeting held on Wednesday, October 28, 2015. 33 - 38 c) Minutes of Oro African Methodist Episcopal Church Steering Committee meetings held on September 15, October 5 and October 19, 2015. 6.Recognition of Achievements: None. 7.Public Meetings: None. 8.Deputations: 39 - 46 a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgewood Court Homeowners re: Three Foot Asphalt Strip Inside Curb of Ridgewood Court. 47 - 55 b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winter Forbes, Manager, Combustion Research Canada Environmental Inc. re: Request for Page 1 of 192 Council Meeting Agenda - November 12, 2015 Interest Relief on Taxes Owing by CRC Environmental Inc. 9.Identification From the Public of an Agenda Item of Interest: 10.Reports of Municipal Officers: 56 - 58 a) Report No. FI2015-22, Paul Gravelle, Director, Finance/Treasurer/Deputy CAO re: Statement of Accounts October 31, 2015. 59 - 65 b) Report No. DS2015-116, Andria Leigh, Director, Development Services re: 2479283 Ontario Inc. (Whispering Creek) - Pre-Servicing Agreement, Part of Lot 11, Concession 5 (Oro) File: 2006-SUB-02 \[Refer to Item 15d)\]. 66 - 70 c) Report No. RC2015-11, Shawn Binns, Director, Recreation & Community Services re: Request for Exemption Moonstone Santa Claus Parade. 71 - 76 d) Report No. RC2015-12, Shawn Binns, Director, Recreation & Community Services re: Request for Exemption Warminster Annual Santa Claus Parade. 77 - 83 e) Report No. RC2015-13, Shawn Binns, Director, Recreation & Community Services re: LED Streetlight Conversion \[confidential correspondence distributed under separate cover\]. 84 - 108 f) Report No. CSI2015-12, Donna Hewitt, Director, Corporate & Strategic Initiatives and Shawn Binns, Director, Recreation & Community Services re: "Proud Heritage, Exciting Future" 2015-2018 Draft Strategic Plan. 109 g) Doug Irwin, Director, Corporate Services/Clerk, correspondence dated October 27, 2015 from Brenda Clark, County Clerk re: Closed Meeting Investigation Services-2016. 11.Reports of Members of Council: None. 12.Consent Agenda: 110 - 112 a) Announcements of Interest to the Public: 1. 3rd Annual Christmas in Craighurst, Saturday, November 28, 2015, 11:00 a.m. - 3:00 p.m. 2. Candle Light Stroll & Tree Lighting Ceremony, Friday, December 4, 2015, Candle Light Walk - 6:30 p.m., Tree Lighting - 8:00 p.m., Horseshoe Resort, Highlands Clubhouse, 1101 Horseshoe Valley Road West. 3. Moonstone Santa Claus Parade, Sunday, December 6, 2015, 1:00 p.m. 113 - 118 b) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 25, 2015. Staff Recommendation: Receive. 119 - 132 c) Nottawasaga Valley Conservation Authority, minutes of September 25, 2015 and October 2, 2015 Special meetings and highlights of October 23, 2015 meeting. Page 2 of 192 Council Meeting Agenda - November 12, 2015 Staff Recommendation: Receive. 133 - 142 d) Minutes of Barrie Public Library meetings held on June 25 and September 24, 2015 meetings. Staff Recommendation: Receive. 143 - 157 e) Minutes of Orillia Public Library meeting held on September 23, 2015. Staff Recommendation: Receive. 158 - 166 f) Correspondence dated October 29, 2015 from Barry Ward, Chair, Simcoe Muskoka District Health Unit, Board of Health re: Healthy@ Simcoe Muskoka Annual Community Report. Staff Recommendation: Receive. 13.Communications: 167 a) Correspondence received October 30, 2015 from Gerry Marshall, Warden, County of Simcoe re: Save the Date - Simcoe County Comes Together Conference - Friday, November 20, 2015. 168 - 169 b) Correspondence received November 5, 2015 from John Playford, Principal, Simcoe County District School Board re: Request for School Naming Committee Representative. 14.Notice of Motions: None. 15.By-Laws: 170 - 176 a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014--law to authorize an agreement between The Corporation of the Township of Oro- Medonte and Skyline Utility Services Inc. with respect to the Horseshoe Valley Resort Waste Water Treatment Plant as a municipal capital facility (Horseshoe Valley Resort Waste Water Treatment Plant Municipal Capital Facility By- 177 b) By-Law No. 2015-189: A By-law to Appoint a Representative to the Nottawasaga Valley Conservation Authority Board of Directors and to repeal By-Law No. 2015-010. 178 - 180 c) By-Law No. 2015-190: A By-law to Authorize the Execution of an Agreement between The Corporation of the Township of Oro-Medonte and The Corporation of the County of Simcoe for a Medical Aid Tiered Response Data Sharing Agreement. 181 - 191 d) By-Law No. 2015-194: A By-law to Authorize the Execution of a Revised Pre-Servicing Agreement 2479283 Ontario Inc. Draft Plan of Subdivision of PT W ½ Lot 11 Con 5 ORO PT 1 51R-37405 Except PT 1, 51R-37585 Township of Oro-Medonte (Geographic Township of Oro), County of Simcoe PIN 58541-0072 (LT). Page 3 of 192 Council Meeting Agenda - November 12, 2015 16.Questions from the Public Clarifying an Agenda Item: 17.Closed Session Items (Unfinished Items): 18.Confirmation By-Law: 192 a) By-Law No. 2015-187: Being a by-law to confirm the proceedings of the Council meeting held on Thursday, November 12, 2015. 19.Adjournment: a) Motion to Adjourn. Page 4 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 5 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 6 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 7 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 8 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... Page 9 of 192 5.a) Minutes of Accessibility Advisory Committee meeting hel... 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Page 34 of 192 5.c) Minutes of Oro African Methodist Episcopal Church Steer... Page 35 of 192 5.c) Minutes of Oro African Methodist Episcopal Church Steer... Page 36 of 192 5.c) Minutes of Oro African Methodist Episcopal Church Steer... SutherlandSullivan Page 37 of 192 5.c) Minutes of Oro African Methodist Episcopal Church Steer... Page 38 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 39 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 40 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 41 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 42 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 43 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 44 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 45 of 192 8.a) 10:00 a.m. David Button; Dino Astri on behalf of Ridgew... Page 46 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 47 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 48 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 49 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 50 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 51 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 52 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 53 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 54 of 192 8.b) 10:10 a.m. Ian Woods, The Owners' Realtor and Ms. Winte... Page 55 of 192 10.a) Report No. FI2015-22, Paul Gravelle, Director, Finance... Page 56 of 192 10.a) Report No. FI2015-22, Paul Gravelle, Director, Finance... Page 57 of 192 10.a) Report No. FI2015-22, Paul Gravelle, Director, Finance... Page 58 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 59 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 60 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 61 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 62 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 63 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 64 of 192 10.b) Report No. DS2015-116, Andria Leigh, Director, Develop... Page 65 of 192 10.c) Report No. RC2015-11, Shawn Binns, Director, Recreatio... Page 66 of 192 10.c) Report No. RC2015-11, Shawn Binns, Director, Recreatio... Page 67 of 192 10.c) Report No. RC2015-11, Shawn Binns, Director, Recreatio... Page 68 of 192 10.c) Report No. RC2015-11, Shawn Binns, Director, Recreatio... Page 69 of 192 10.c) Report No. RC2015-11, Shawn Binns, Director, Recreatio... Page 70 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 71 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 72 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 73 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 74 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 75 of 192 10.d) Report No. RC2015-12, Shawn Binns, Director, Recreatio... Page 76 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 77 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 78 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 79 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 80 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 81 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 82 of 192 10.e) Report No. RC2015-13, Shawn Binns, Director, Recreatio... Page 83 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... Page 84 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... Page 85 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... Page 86 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... 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Also each Phil ͻŷĻ of 9, November 2015 15 Page 102 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... 9, November 2015 16 Page 103 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... satisfaction. or scores 1 increased 32% the Regional and customer employee by , satisfaction burnout explained the beyond and 2012). less and customer were satisfaction Service 125% Porath, extend scores , performance Public engagement workforce customer satisfaction engagement.& (Spreitzer BC the satisfied better between employee within customer . organization and Chain 16% conducted and satisfaction correlation in in demonstrated Value identified: motivated increase variation the Sector engagement/satisfaction to theemployee ΑtǒĬƌźĭ point commitment Peel a the onof also of benefits research Marson 2 of every 20% of have Municipality point. levels and That For greater Studies the Recent Heintzman But 9, November 2015 17 Page 104 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... they of number or volunteers culture a underway in Α5ĻŅźƓĻ resulted 800 growing and Centre recruited be which employees to and hospital expansion outbreak Health 450,000 be to Regional 2500 the employees dollar a Difficile deficit for region Physicians, deaths define Million Victoria C aMillion Month Services new patient would $450 300600 Royal $1 2007 5 18 Page 105 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... projects/programs Advisory management recognition Group organizational Family Communication Studer Performance and and focus Leadership strategic Rounding Rewards Patient with commitment practice work LEAN Unwavering Leadership Partnered IT Systems in SystemInvest Best Page 106 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... budget balanced a And Ͷ͵ 20 Page 107 of 192 10.f) Report No. CSI2015-12, Donna Hewitt, Director, Corpora... shared Council the regularly corporate into by integration (approved program is significant information plan management and Force Plans work for objectives ensure Business Task plans develop Improvement performance project to work 2016 stakeholders to plan 2015) ofof Communication into DevelopmentDevelopment 28, Continuous ƚǞƓƭŷźƦ͸ƭ Integration October projects all with Page 108 of 192 10.g) Doug Irwin, Director, Corporate Services/Clerk, corres... Page 109 of 192 12.a) Announcements of Interest to the Public: 3rd Annual Ch... 3Annual rd Christmas in Get your picture taken with Santa! A scavenger hunt for the kids! 1) Whistle Stop Pet Shop Get a free mini treat bag for your pet 2) Belt Conveyor Guarding Plant tours and treats for the kids 1 3) Chelsea Chocolates 2 Take a tour of the chocolate factory 3 4) Trax Hair Studio & Spa Shop for homemade treats at the 6 5 4 5) Sinton’s Esso 9 10 8 7 6) Loobies Restaurant 11 7) Dwellings 12 Warm up with some hot apple cider 8) Horseshoe Valley Trading Company Enter to win prizes with a qualifying purchase 11) Craighurst Auto Pro businesses! 12) St. John’s Anglican Church Page 110 of 192 Candle Light Stroll 12.a) Announcements of Interest to the Public: 3rd Annual Ch... & Tree Lighting Ceremony Bring the whole family out to enjoy the holiday season! walkers can enjoy Christmas music of various types before returning to the clubhouse for hot drinks, music, and a tree lighting ceremony. Donate a toy in support of the Salvation Army to receive a candle for the walk. th Friday, December 4 Candle Light Walk - 6:30 p.m. Tree Lighting - 8:00 p.m. Horseshoe Resort Highlands Clubhouse 1101 Horseshoe Valley Rd. W. Page 111 of 192 12.a) Announcements of Interest to the Public: 3rd Annual Ch... Moonstone Santa Claus Parade Sunday, December 6, 2015 1:00 p.m. Followingtheparade,theMoonstoneVolunteerFirefighterswelcome everyonebacktotheFireHallforacommunitygatheringincludinghot chocolate,hotdogsandtheopportunitytomeetwithSanta! PleasedonatetotheFoodDrive,dropboxeswillbeattheFireHallas wellasatağƩƭŷğƌƌ͸ƭSmallMotorsat10EllenDrive. Alongtheparaderoute,theMoonstoneFirefighterswillbehavinga ͻ.ƚƚƷ5ƩźǝĻͼ͵Pleaseconsideradonation.Allproceedswillbegivento theMoonstoneSantaClausParadeCommitteetoenableustoholdthe paradeannually. To join the parade for fun or to advertise your business please contact Lila Osborne @ 835-5236 Page 112 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... NO. BOD-09-15 Friday, September 25, 2015 120 Bayview Parkway, Newmarket, ON MINUTES LSRCA Board Members Present: LSRCA Staff Present: Mayor G. Dawe, Chair M. Walters, Chief Administrative Officer D. Bath R. Baldwin, GM, Planning & Development J. Dolan P. Davies, Acting GM, Conservation Lands Councillor A. Eek R. Jarrett, GM, Communications & Education Councillor K. Ferdinands J. Lee, GM, Corporate & Financial Services Councillor P. Ferragine B. Longstaff, GM, Integrated Watershed Management Mayor V. Hackson T. Barnett, Coordinator, BOD/CAO, Project & Services Councillor D. Kerwin Councillor S. Macpherson , Communications Specialist Councillor P. Molloy M. Rosato, Communications Specialist P. Strong, Subwatershed Planning Specialist Mayor M. Quirk B. Thompson, Coordinator, Subwatershed Planning Councillor R. Simpson K. Yemm, Manager Communications Councillor S. Strangway K. Zeppieri, Sr. Admin Assistant, Communications & Education Deputy Mayor/Regional Councillor D. Wheeler Guests: Regrets: F. Colavecchia Regional Councillor B. Drew, Vice Chair Councillor S. Harrison-McIntyre Councillor P. Silveira Councillor S. Valiquette-Thompson I.DECLARATION OF PECUNIARY INTEREST None noted for this meeting. II.APPROVAL OF THE AGENDA Moved by: S. Strangway Seconded by: M. Quirk BOD-117-15 RESOLVED THAT the content of the Agenda for the September 25, 2015 meeting of the LSRCA Board of Directors be approved as presented. CARRIED III.ADOPTION OF THE MINUTES a) July 24, 2015 Moved by: V. Hackson Seconded by: A. Eek Page 113 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -09-15 September 25, 2015 Minutes Page 2 of 6 BOD-118-15 RESOLVED BOD-08-15 held on Friday, July 24, 2015 be approved as amended on Page 2 to correct the spelling of the name of the General Manager, Conservation Lands. CARRIED b)Conservation Ontario Council Moved by: M. Quirk Seconded by: S. Macpherson BOD-119-15 RESOLVED THAT the minutes of the Conservation Ontario Council meeting No. 02/15 held on Monday, June 22, 2015 be received for information. CARRIED IV.ANNOUNCEMENTS a)Low Impact Development Council Workshops General Manager, Integrated Watershed Management, Ben Longstaff, reminded Board members that four Low Impact Development (LID) Workshops for Council members are planned throughout the Lake Simcoe watershed during the month of October. These workshops will outline the key reasons why changes to stormwater management are needed within the Lake Simcoe watershed. The many benefits of LID will be highlighted, along with current and future plans for new development and retrofit opportunities considering LID. The four Council Workshops are scheduled to take place from 6:30 p.m. to 9:00 p.m. on the following dates: th Tuesday, October 20 in the City of Orillia st Wednesday, October 21 in the Township of Scugog th Wednesday, October 28 in the Town of Innisfil th Thursday, October 29 in the Town of East Gwillimbury Interested Council members may contact Theresa Bos at t.bos@lsrca.on.ca for more information and to register. b)LSRCA Stewardship Events Communications Specialist, Melissa Rosato overviewed For more information events page via the link below: http://www.lsrca.on.ca/ V.PRESENTATIONS a) LSRCA Draft Strategic Plan Chief Administrative Officer, Michael Walters, overviewed the draft Strategic Plan that staff have been working on for a number of months. He outlined the following four major goals that LSRCA has set for the next four years: Page 114 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -09-15 September 25, 2015 Minutes Page 3 of 6 1.Support a safer, healthier and livable watershed through exceptional integrated watershed management. 2.Improve knowledge and increase certainty through excellence in research and scientific knowledge. 3.Create a more connected and engaged watershed community through education and engagement. 4.Build a stronger and more valued organization through business excellence. CAO Walters reviewed the actions and timelines associated with each goal. To view this presentation, please click on this link: Draft Strategic Plan 2016-2020 CAO Walters advised that the final Strategic Plan document would be available for Board members at the rd October 23 Board of Moved by: D. Wheeler Seconded by: K. Ferdinands BOD-120-15 RESOLVED THAT the presentation by Chief Administrative Officer, Michael Walters . CARRIED VI.DEPUTATIONS There were no deputations at this meeting. VII.HEARINGS There were no Hearings at this meeting. VIII.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION The Board identified Item No. 3 and 4 as items requiring separate discussion. IX.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by: S. Strangway Seconded by: A. Eek BOD-121-15 RESOLVED THAT the following recommendations respecting the matters listed as i and staff be authorized to take all necessary action required to give effect to same. CARRIED 1.Correspondence There were no correspondence items for this meeting. Page 115 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -09-15 September 25, 2015 Minutes Page 4 of 6 2.Budget Status Report BOD-122-15 RESOLVED THAT Staff Report No. 43-15- Status for the eight month period ending August 31, 2015 be received for information. CARRIED X.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 3.Subwatershed Plan and Implementation Plan for the Ramara Creeks Deputy Mayor Donnell asked about the enforceability of the recommended requirement of a 30 metre buffer of trees along all watercourses for farmers. General Manager Ben Longstaff explained that stewardship projects, including the establishment of riparian buffers, will remain a voluntary program implemented in partnership with interested landowners, and that the width and composition of any planting would be decided in negotiation between LSRCA and participating landowners. CAO Walters advised that the 30 metre buffer was specific to new development and not existing practice. General Manager Ben Longstaff also thanked LSRCA staff members Bill Thompson and Pam Strong for their efforts on this great project, as well as the Township of Ramara staff for their support. Moved by: Seconded by: P. Molloy BOD-123-15 RESOLVED THAT Staff Report No. 44-15-BOD regarding the Subwatershed Plan and Implementation Plan for the Ramara Creeks be approved for implementation. CARRIED 4.Review of the Conservation Authorities Act concern regarding Item No. 7 (Page 38) which recommends that permissions granted under Section 28 of the Act be integrated with ongoing or concurrent planning permissions or approvals granted through other legislation including the Planning Act. his disagreement with Item No. 9 (Page 38) regarding the recommendation that conservation authorities have the ability to establish a development charge through by-laws under the Development Charges Act. Item No. 9 (Page 38). This amended motion was seconded by Councillor Simpson and, by a show of hands, was defeated. on the Conservation Authorities Act review. CAO Walters advised that these comments were scheduled for approval by Conservation Ontario Council at an upcoming meeting and would be sent to Board members upon approval. Board members Bath and Councillor Eek requested that LSRCA comments on the Conservation Authorities Act review be sent to member municipalities for endorsement. Page 116 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -09-15 September 25, 2015 Minutes Page 5 of 6 Moved by: D. Bath Seconded by: A. Eek BOD-124-15 RESOLVED THAT Staff Report No. 45-15-BOD regarding comments being submitted on the review of the Conservation Authorities Act be approved and that staff be directed to forward the comments to the MNRF on behalf of LSRCA; and Conservation Authorities Act review be sent to member municipalities for endorsement. CARRIED XI.CLOSED SESSION The Board moved to Closed Session to deal with confidential human resources and legal matters. Moved by: Seconded by: R. Simpson BOD-125-15 RESOLVED THAT the Board move to Closed Session to deal with confidential human resources and legal matters; and FURTHER THAT the Chief Administrative Officer, members of the Executive Management Team, the Manager, Communications, the Coordinator BOD/CAO, the Communications Specialist, and the Senior Administrative Assistant, Communications & Education remain in the meeting for the discussion. CARRIED Moved by: P. Ferragine Seconded by: A. Eek BOD-126-15 RESOLVED THAT the Board rise from Closed Session and report findings. CARRIED a)Confidential Human Resources Matter Confidential Staff Report No. 46-15-BOD was provided to Board members prior to the meeting. Moved by: D. Bath Seconded by: P. Molloy BOD-127-15 RESOLVED THAT Confidential Staff Report No. 46-15-BOD regarding the Recipients of the 2015 Conservation Awards be approved. CARRIED b)Confidential Legal Matter Confidential Staff Report No. 47-15-BOD was provided to Board members prior to the meeting. Moved by: D. Kerwin Seconded by: S. Macpherson BOD-128-15 RESOLVED THAT Confidential Staff Report No. 47-15-BOD regarding a legal matter be received for information. CARRIED Page 117 of 192 12.b) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -09-15 September 25, 2015 Minutes Page 6 of 6 XII.OTHER BUSINESS No other business was discussed. XIII.ADJOURNMENT Moved by: M. Quirk Seconded by: P. Ferragine BOD-129-15 RESOLVED THAT the meeting be adjourned @ 10:50 a.m. CARRIED Mayor Geoffrey Dawe Michael Walters Chair Chief Administrative Officer Page 118 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Board of Directors Meeting No. BOD-08-15 Friday September 25, 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 Nina Bifolchi, Past ChairWasaga Beach (Town) NVCA Board Members Present: Councillor Bob MeadowsAdjala-Tosorontio (Township) Councillor Gail LittleAmaranth (Township) Councillor Arif KhanBarrie (City) Councillor Sergio MoralesBarrie (City) Councillor Deb DohertyCollingwood (Town) Councillor Cam EcclestoneCollingwood (Town) Councillor Connie LeishmanClearview (Township) Mayor Chris VanderkruysClearview (Township)left at 12:15 p.m. Councillor Keith White,Essa (Township) Councillor Michael SmithEssa (Township) left at 12:20 p.m. Councillor Rob NicolInnisfil (Town) Mayor Darren WhiteMelancthon(Township) Councillor Fred NixMono (Town) Councillor Earl HawkinsMulmur (Township) Councillor Donna Jebb New Tecumseth (Town) Mayor Rick MilneNew Tecumseth (Town) arrived at 10:10 a.m. Councillor Phil HallOro-Medonte (Township) CouncillorBarbara CoutancheOro-Medonte (Township) Councillor Walter BenottoShelburne (Town) Mayor Bill FrenchSpringwater (Township) Councillor Perry RitchieSpringwater (Township) left at 12:35 p.m. Mayor Brian SmithWasaga Beach (Town) Regrets: Deputy Mayor Gail Ardiel, Vice ChairBlue Mountains (Town) Councillor Terry MokriyGrey Highlands (Municipality) Councillor Ron OrrBradford West Gwillimbury (Town) Staff Present: D. Gayle Wood, Chief Administrative Officer, Sheryl Flannagan, Director of Corporate Services, Chris Hibberd, Director of Planning Services, Glenn Switzer, Director of Engineering and Technical Services, Byron Wesson, Director of Land, Education and Stewardship Services and Laurie Barron, Coordinator, CAO and Corporate Services Page 119 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 2of 8 CALL TO ORDER Chair Lougheed called the meeting to order at 9:00 a.m. 1)APPROVALOFAGENDA RES:#1Moved by: F. NixSeconded by:C. Vanderkruys RESOLVED THAT: the agenda for the September 25, 2015Board of Directors meeting BOD-08-15 be approved, as amended to receive an update regarding the NVCA Education Program under Other Business. Carried; 2)DECLARATIONSOFPECUNIARYANDCONFLICTOFINTEREST None declared. 3)MINUTES 3.1 Minutes of the Board of Directors Meeting No. BOD-07-15 dated August 28, 2015. RES:#2Moved by:C. VanderkruysSeconded by:F. Nix RESOLVED THAT:the minutes of the Board of Directors meeting No. BOD- 07-15 dated August 28, 2015 be approved. Carried; 4)ANNOUNCEMENTS a)Pine River Restoration Project, Stewardship Program update. The Pine River restoration project media coverage was reviewed. b)Latornell Conservation Symposium 2015 November 17-19, 2015(Early bird registration ends October 13/15) Location: Nottawasaga Inn Resort & Convention Centre, Alliston. Members were asked to contact Laurie Barronby October 2/15,if they are interested in attending the symposium (lbarron@nvca.on.ca) 5)CLOSED SESSION RES:#3Moved by:F. NixSeconded by:B. Smith RESOLVED THAT: this meeting of the Board of Directors No. BOD-08-15 move to closed session at 9:15 a.m.to address matters pertaining to: Litigation or potential litigation, including matters before administrative tribunals, affecting the Authority. -Superior Court of Justice decisionGilmore et al Nottawasaga Valley Conservation Authority Page 120 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 3of 8 FURTHER THAT:NVCA Solicitor, Ken Hill, Hill, Hunter, Losell LLP and the following staff be in attendance: D. Gayle Wood, Chief Administrative Officer, Chris Hibberd, Director, Planning Services, Glenn Switzer, Director of Engineering and Technical Services, Byron Wesson, Director, Land, Operations and Stewardship Services, Sheryl Flannagan, Director, Corporate Services and Laurie Barron, Coordinator, CAO and Corporate Services. Carried; RES:#4Moved by:P. HallSeconded by:B. Smith RESOLVED THAT:this meeting of the Board of Directors No. BOD-08-15 move out of closed session at 10:45 a.m. and report. RES:#5Moved by: P. HallSeconded by: B. Smith RESOLVED THAT:the Board of Directors receive the opinion of John Olah, Solicitor, Beard Winter LLP regarding the Superior Court of Justice decision re: Gilmore et al Nottawasaga Valley Conservation Authority; and FURTHER THAT:the Board of Directors approves continuing with the application for leave to appeal this decision; and FURTHER THAT:the NVCA seek support of the Province, Conservation Ontario and other pertinent parties on the matter. Recorded vote In Favour ________________________ W.BenottoN. Bifolchi B. CountancheD. Doherty C. EcclestoneB. French P. HallE. Hawkins D. JebbA. Khan C. LeishmanG. Little D. LougheedB. Meadows R. MilneS. Morales R. NicolF. Nix P. RitchieB. Smith M. SmithD. White K. WhiteC. Vanderkruys In Favour: 24 Against: 0 Unanimously Carried; Page 121 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 4of 8 6)DELEGATION This item was deferred to afuture meeting of the Board NVCA Solicitor, Ken Hill, of Hill, Hunter LosellLLP, will review with the Board of Director’s their role and responsibilities under Section 28 of the Conservation Authorities Act. 7)MINUTES OF THE ADVISORY COMMITTEES 7.1Minutes of the Planning and Engineering Advisory Committee meeting No. PEAC-03-15dated August 20, 2015. RES:#6Moved by:M.SmithSeconded by:D.Jebb RESOLVED THAT:the minutes of the Planning and Engineering Advisory Committee meeting No. PEAC-03-15 dated August 20, 2015 be received and approved for implementation. Carried; 7.2Minutes of the Finance and Administration Advisory Committee meeting No. FAAC-02-15 dated September 11, 2015. RES:#7Moved by:M. SmithSeconded by:D. Jebb RESOLVED THAT:the minutes of the Finance and Administration Advisory Committee meeting No. FAAC-02-15 dated September 11, 2015 be received and approved for implementation, subject to a separate review of the Draft 2016 Budget under item #9.1 of the agenda. Carried; 7.3Minutes of the Land, Education and Stewardship Services Advisory Committee meetingNo. LESAC-03-15 dated September 15, 2015. RES:#8Moved by:D. JebbSeconded by:F. Nix RESOVLED THAT:the minutes of the Land, Education and Stewardship Services Advisory Committee meeting No. LESAC-03-15 dated September 15, 2015 be received and approved for implementation. Carried; 8)PRESENTATION BY THE CHIEF ADMINISTRATIVE OFFICER REGARDING ADVISORY COMMITTEES AND BOARD MEMBERSHIP D. Gayle Wood, Chief Administrative Officer provided an in depth overview of the Board of Directors governance with suggestions for a one year pilot project to bereviewedin September 2016. Sections 2 and 14 of the Conservation Authorities Actregarding membership appointments were discussed. The history of membership reductions at the NVCA was presented. A proposed enhancement model that would provide full board Page 122 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 5of 8 decision making by reducing the number of members to 18 (one for each watershed municipality) and the elimination of advisory committees was addressed. Voting protocols were also discussed allowing one vote per municipality except for the weighted budget vote. RES:#9Moved by: W. BenottoSeconded by: A. Khan RESOLVED THAT:the motion for reduction of Board size and removal of advisory committees be split into two separate motions. Carried; RES:#10Moved by: W. BenottoSeconded by: P. Ritchie RESOLVED THAT:theBoard of Directors endorse a 2016 pilot project which includes one member from each municipality for a total membership of 18; and FURTHER THAT: 1.The Board of Directors retain one vote for each member in 2016 in accordance with Section 16 (1) of the Conservation Authorities Actexcept for the weighted budget voted. 2.The Board of Directors move to a consent agenda in 2016. 3.The Authority proceed to gain municipal support for this initiative and request the municipalities reducing members to discuss who will have the best ability to attend meetings; and 4.That the Full Board of 27 members review the pilot project in September, 2016 and make a final decision regarding Board membership. Carried; RES:#11Moved by: W. BenottoSeconded by: G. Little RESOLVED THAT: the NVA move to full Board decision making in 2016 and awayfrom Advisory Committees except for the Agricultural Advisory Committee. Carried; Chris Vanderkruys left the meeting (12:15 p.m.) Michael Smith left the meeting(12:20 p.m.) Perry Ritchie left the meeting (12:35 p.m.) Page 123 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 6of 8 8.1Minutes of the Human Resource Advisory Committee meeting No. HRAC04-15 dated September 10, 2015. RES:#12Moved by:K. WhiteSeconded by:D. Jebb RESOLVED THAT: the minutes of the Human Resource Advisory Committee meeting No. HRAC-04-15 dated September 10, 2015 be received and approved for implementation, subject to a separate presentation on the membership reduction and Advisory Committees by the Chief Administrative Officer, except for clause 5.1 of the NVCA Board Job Description Carried; 9)REPORT OF THE DIRECTOR OF CORPORATE SERVICES 9.1Draft 2016 Budget, Nottawasaga Valley Conservation Authority, Staff Report No. 52-08-15-BOD RES:13Moved by:P. HallSeconded by:P. Ritchie RESOLVED THAT:the Staff ReportNo. 52-08-15-BOD regarding the NVCA’s 2016 Draft Budget be received; and FURTHER THAT:the Board of Directors approve the NVCA’s 2016 Draft Budget; and FURTHER THAT:staff be directed to distribute the 2016 Draft Budget booklet to municipalities for the 30 day review period. Deferred; (toa special meetingof the Board October 2/15) 9.2 Communications Report for August 11 toSeptember 15, 2015 Staff Report No.53-08-15-BOD RES:#14Moved by: P. HallSeconded by:D. Jebb RESOLVED THAT:the Communications Staff Report No. 53-08-15-BOD for August 11, to September 15, 2015 be received by the Board of Directors. Carried; 10)REPORT OF THE CHIEF ADMINISTRATIVE OFFICER 10.1Conservation Ontario’s response to the provincial review of the Conservation Authorities Act.Staff Report No. 54-08-15-BOD RES:#15Moved by:B. MeadowsSeconded by:B. French RESOLVED THAT: the NVCA’s Board of Directors endorse Staff Report No. 54-08-15-BOD regarding the NVCA’s response to the Discussion Paper on The Conservation Authorities Act; and Page 124 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 7of 8 FURTHER THAT: the Board of Directors support Conservation Ontario’s response to the Discussion Paper; and FURTHER THAT: the Staff Report be circulated to Conservation Ontario and watershed municipalities and posted on the NVCA website. Carried; 11)OTHERBUSINESS Update on the NVCA Education Program D. Gayle Wood, Chief Administrative Officer commended the NVCA Education staff for their successful education program bringing in revenues in excess of 47% of last year’s revenues. Gayle advised of the solidbookings the staff have confirmed for 2016 but also advised that due to the Elementary Teachers awaiting a School Board contract offer, many of the bookings have been cancelled. The Board of Directors expressed their concern that all of staff’s hard work has been temporarily put on hold and hoped that this can be resolved in the near future in order to provide the students with this wonderful education experience. 12)CORRESPONDENCE a)Ministry of Natural Resources and Forestry dated August 24, 2015 re: thankyou for supporting the Healthy Parks Healthy People movement. b)Nottawasaga Valley Conservation Authority letter to Midhurst Ratepayers Association dated September 2, 2015 acknowledging their August 29/15 deputation to the Board of Directors. c)Township of Springwater, Office of the Mayor letter to Geranium Corporation dated September 14, 2015 re: Midhurst Secondary Plan (OPA 38). d)Davies HowePartners LLP letter to the Honourable Ted McMeekin, Ministry of Municipal Affairs and Housing dated August 31/15 re: Midhurst Secondary Plan –Township of Springwater, response to August 8, 2015 letter from Springwater Mayor Bill French (with attachmentsunder separate file). Page 125 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Minutes of the Board of Directors Meeting BOD-08-15 September 25, 2015 Page 8of 8 e)Nottawasaga Valley Conservation Authority letter to Davies Howe Partners LLP dated September 10, 2015 acknowledging receipt of correspondence regarding the Midhurst Secondary Plan (OPA 38). RES:#16Moved by:Bill FrenchSeconded by:Bob Meadows RESOLVED THAT: the correspondence in agenda BOD-08-15 be received. Carried; Future Meetings NVCA Board of Directors Special Meeting, Friday, October 2, 2015 9:00 a.m. th Location: Tiffin Centre, Jose Building, 8195 8Line, Utopia NVCA Board of Directors Friday, October 23, 2015 9:00 a.m. th Location: Tiffin Centre, Jose Building, 8195 8Line, Utopia ADJOURN RES:#17Moved by: R. NicolSeconded by:B. Meadows RESOLVED THAT: this meeting of the Board of Directors BOD-08-15 adjourn at 12:55 p.m. to meetagain at the call of the chair. Carried; __________________________________________ Chair, Doug LougheedD. Gayle Wood Chief Administrative Officer. Approved this _____ day of __________, 2015 Page 126 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Special Meeting -Friday October 2, 2015 9:00 a.m.to 12:00 noon 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) Vice Chair, Deputy Mayor Gail ArdielBlue Mountains (Town) Deputy Mayor Nina Bifolchi, Past ChairWasaga Beach (Town) NVCA Board Members Present: Councillor Bob MeadowsAdjala-Tosorontio (Township) Councillor Gail LittleAmaranth (Township) Councillor Arif KhanBarrie (City) Councillor Sergio MoralesBarrie (City) Councillor Deb DohertyCollingwood (Town) Councillor Connie LeishmanClearview (Township) Councillor Keith WhiteEssa (Township) Councillor Rob NicolInnisfil (Town) Mayor Darren WhiteMelancthon (Township) Councillor Fred NixMono (Town) Councillor Earl HawkinsMulmur (Township) Mayor Rick MilneNew Tecumseth (Town) left at 10:45a.m. Councillor Terry MokriyGrey Highlands (Municipality) Councillor Barbara CoutancheOro-Medonte (Township) Councillor Walter BenottoShelburne (Town) Councillor Perry RitchieSpringwater (Township) Regrets: Councillor Cam EcclestoneCollingwood (Town) Mayor Bill FrenchSpringwater (Township) Councillor Phil HallOro-Medonte (Township) Councillor Donna Jebb New Tecumseth (Town) Councillor Ron OrrBradford West Gwillimbury (Town) Mayor Brian SmithWasaga Beach (Town) Councillor Michael SmithEssa (Township) Mayor Chris VanderkruysClearview (Township) Guest:Mr. John Olah, Solicitor, Beard Winter LLP Staff Present: D. Gayle Wood, Chief Administrative Officer, Sheryl Flannagan, Director of Corporate Services, Chris Hibberd, Director of Planning Services, Glenn Switzer, Director of Engineering and Technical Services, Byron Wesson, Director of Land, Education and Stewardship Services,Barb Perreault, Manager, Regulations and Enforcement and Laurie Barron, Coordinator, CAO and Corporate Services Page 127 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Board of Directors Special Meeting BOD-09-15Minutes October 2, 2015 Page 2of 4 CALL TO ORDER Chair Lougheed called the meeting to order at 9:05 a.m. 1)APPROVALOFAGENDA RES:#1Moved by: P. RitchieSeconded by:D. Doherty RESOLVED THAT: the agenda for theOctober 2, 2015Board of Directors meeting BOD-09-15 be approved. Carried; 2)DECLARATIONSOFPECUNIARYANDCONFLICTOFINTEREST Councillor Deb Doherty, member representing the Town of Collingwood declared a pecuniary interest for an item discussed at the June 26/15 Board of Directors meeting, item 6.3 Vehicle Purchase(Staff Report No. 41- 06-15-BOD). Approval was sought to purchase a vehicle from Tom Smith Chevrolet Buick GMC in Midland. Tom Smith Chevrolet is part of an advertising buying group with which Councillor Doherty does business. Councillor Doherty advised that in supporting staff’s recommendation, her decision was based solely on the fact that this dealership offered the lowest price inpurchasing the vehicle. The minutes of the June 26/15 meeting will reflect this declaration of pecuniary interest. 3)MINUTES 3.1 Minutes of the Board of Directors Meeting No. BOD-08-15 dated September 25,2015. RES:#2Moved by:P. RitchieSeconded by:D. Doherty RESOLVED THAT:the minutes of the Board of Directors meeting No. BOD- 08-15 dated September 25, 2015 be approved. Carried; 4)REPORT OF THE DIRECTOR OF CORPORATE SERVICES 4.1Draft 2016 Budget, Nottawasaga Valley Conservation Authority, Staff Report No. 55-09-15-BOD RES:#3Moved by:P. RitchieSeconded by:D. Doherty RESOLVED THAT:the Staff ReportNo.55-09-15-BOD regarding the NVCA’s 2016 Draft Budget be received; and FURTHER THAT:the Board of Directors receivethe NVCA’s 2016 Draft Budget; and FURTHER THAT:staff be directed to distribute the 2016 Draft Budget booklet to municipalities for the 30 day review period. Unanimously Carried; Page 128 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Board of Directors Special Meeting BOD-09-15Minutes October 2, 2015 Page 3of 4 5)CHIEF ADMINISTRATIVE OFFICER UPDATE 5.1Conservation Ontario Resolution regarding Gilmor et al vs. Nottawasaga Valley Conservation Authority. The Chair, Vice Chair and Chief Administrative Officer willprovide an overview this report to Conservation Ontario on September 28, 2015. RES:#4Moved by:B. Coutanche Seconded by:F. Nix RESOLVED THAT:the NVCA Board of Directors receive Conservation Ontario’sResolution C.W. #22/15, approved on September 28, 2015 as follows: Moved by:Doug LougheedSeconded by:Jane McKelvie THAT Conservation Ontario be prepared to take on intervenor status in the case of Gilmor et al vs. Nottawasaga Valley Conservation Authority, pending a positive response from the Ministry of Natural Resources and Forestry providing financial assistance. Carried; 6)DIRECTOR OF PLANNING SERVICES PRESENTATION 6.1The Director, Planning Services will present a verbal report on the costs associated with the Gilmor et al vs. NVCA decision including abrief slide deck. RES:#5Moved by:F. NixSeconded by:B. Coutanche RESOLVED THAT: thePlanning Services Director’sverbal report on the costs associated with the Gilmore et al vs. NVCA decision be received. Carried; 7)CLOSED SESSION RES:#6Moved by: B. CoutancheSeconded by: F. Nix RESOLVED THAT: this meeting of the Board of Directors No.BOD-09-15 move to closed session at 10:06 a.m. to address matters pertaining to: Litigation or potential litigation, including matters before administrative tribunals, affecting the Authority. -Superior Court of Justice decision Gilmore et al Nottawasaga Valley Conservation Authorityand; THAT: John Olah, Solicitor with Beard Winter LLP and the following staff be in attendance, D. Gayle Wood, Chief Administrative Officer, Chris Hibberd, Director, Planning Services, Glenn Switzer, Director, Engineering and Technical Services, Sheryl Flannagan, Director, Corporate Services, Barb Perreault, Manager, Regulations and Enforcementand Laurie Barron, Coordinator, CAO and Corporate Services. Page 129 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... Nottawasaga Valley Conservation Authority Board of Directors Special Meeting BOD-09-15Minutes October 2, 2015 Page 4of 4 RES:#7Moved by: C. LeishmanSeconded by: W. Benotto RESOLVED THAT:this meeting of the Board of Directors No. BOD-09-15 move outof closed session at and reportprogress. Carried; RES:#8Moved by: W. BenottoSeconded by: B. Meadows RESOLVED THAT:the NVCA Board of Directors direct Beard Winter LLP to proceed with the leave application and the appeal if leave is granted. Unanimously Carried; Future Meetings Nottawasaga Valley Conservation Authority Board of Directors Friday, October 23, 2015-9:00 a.m. ADJOURN RES:#9Moved by: W. BenottoSeconded by: C. Leishman RESOLVED THAT: this meeting adjourn at 11:32 a.m. to meet again at the call of the chair. _______________________________________________________ Chair, Doug LougheedD. Gayle Wood Chief Administrative Officer Approved this _______ day of _____________, 2015 Page 130 of 192 12.c) Nottawasaga Valley Conservation Authority, minutes of ... HIGHLIGHTS of the NVCA BOARD OF DIRECTORS MEETING No. 10-15 October 23, 2015 Reduced board size governance transition plan approved The board approved, for implementation in January 2016, a governance transition plan which outlines transition steps, responsibilities and timelines for the board reduction pilot project. At their September 2015 meeting, the board approved a one-year pilot project that will see the membership go from 27 to 18 members in 2016. The pilot project requires the support of all 18 member municipalities. The CAO and Chair will visit those municipalities who request a deputation regarding the pilot project. The Minister of Natural Resources and Forestry supports the NVCA in an application for leave to the Court of Appeal for Ontario NVCA submitted an Application for Leave with respect to a Superior Court decision naming the NVCA as the respondent/moving party. The Minister of Natural Resources and Forestry has agreed to provide financial assistance for the leave application and, if the leave is granted, seek support for Crown intervention. In brief During this meeting, the board also: Recognized staff for their professional accomplishments in instructing and liaising with their peers. Received a presentation from NVCA Solicitor Ken Hill of Hill Hunter Losell about board member roles, responsibilities and liability, with respect to Section 28 Hearings under the Conservation Authorities Act. Thanked the Township of Adjala-Tosorontio for their funding support for the Pine River Fisheries Enhancement Plan and Phosphorus Reduction Strategy. Received the third quarter budget status report. Page 131 of 192 NVCA Board Meeting Highlights No 10-15 October 23, 2015 1 of 2 12.c) Nottawasaga Valley Conservation Authority, minutes of ... 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 website at nvca.on.ca/about/boardofdirectors. Future meetings & events Nature at Night Family Event Nature Days for Homeschoolers October 29, 6 to 9 pm November 13, 10 am to 3 pm, Tiffin Tiffin Centre for Conservation, Utopia Conservation Area, Utopia (New education program for Day of the Living Stakes homeschooling families) Volunteer Work Day October 30, 9:30 am to 3 pm Latornell Conservation Symposium Minesing Conservation Area November 17-19 (with Nature Conservancy of Canada) Alliston Hunting Lottery Open House NVCA Board of Directors Meeting October 31 & November 1, 9 to 11 am November 27, 9 am to 12 pm Township of Springwater Tiffin Centre for Conservation, Utopia Friends of Minesing Wetlands AGM Caring for your Horse and Farm and Curling FunSpiel Workshop November 7, 6:30 to 11:30 pm November 28, 10:30 am to 2:30 pm Stroud Curling Club Cookstown Public Library Adopt-A-Stream Habitat Restoration Caring for your Horse and Farm Workshop Workshop November 12, 7 to 9 pm December 5, 10:30 am to 2:30 pm Tiffin Centre for Conservation, Utopia Mel Lloyd Centre, Shelburne (with Ontario Streams) 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. NVCA anticipates circulating this draft schedule to municipal planning staff for their comment in late fall. Page 132 of 192 NVCA Board Meeting Highlights No 10-15 October 23, 2015 2 of 2 12.d) Minutes of Barrie Public Library meetings held on June... Page 133 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 134 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 135 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 136 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 137 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 138 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 139 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 140 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 141 of 192 12.d) Minutes of Barrie Public Library meetings held on June... Page 142 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... ORILLIA PUBLIC LIBRARY BOARD MINUTES OF SEPTEMBER 23, 2015 MEETING Aregularmeeting of the Library Board was held atthe Library commencing at 7:03 p.m. PRESENT – BOARD – G. Guthrie, Chair;L. Avery;S. Clarke; B. Dickson; T. Duncan; J. Fecht; R. Kloostra STAFF – S. Campbell, Chief Executive Officer K. Absalom, Director of Information Services S. Csekey, Acting Director of Children’s & Youth Services S. Dance, Director of Technical Services T. Chatten, Recorder ABSENT – J. Duncan;M. Seymour Disclosure of PecuniaryInterest and General Nature Thereof – none CONSENT AGENDA MOTION #2015:21 Moved by L. Avery, seconded by J. Fechtthat the consent agenda of theSeptember 23, 2015 meeting be adoptedas amended. CARRIED DISCUSSION AGENDA BUSINESS ARISING FROM THE MINUTES Friends of the Library – Update – No newreport at this time. Information Orillia – Update – L. Avery provided an update of recent events. The City of Orillia is to provide feedback in response to Information Orillia concerns, with input from the CEO. L. Avery will keep the Boardup to date on issues as they develop. REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Planning Committee – The Strategic Planning process is well underway with tentative date for completion by December. The committee will meet to review the consultant’s report, with a stakeholder’s focus group as the next step. Property Committee – The committee metto review the service and maintenance contract discussions to date. The committee hopes to further review and finalize the proposed contract. Page 143 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... NEW BUSINESS Institutional Borrower MembershipRequest MOTION #2015:22 Moved by B. Dickson, seconded by S. Clarkethat the Orillia Public Library Board approves anInstitutional Borrower Membership for Champlain Manor Retirement Home. CARRIED Corporate Taxpayer Membership – S. Dance prepared a report outlining the purpose and procedure following discussion at the June meeting. MOTION #2015:23 Moved by R. Kloostra, seconded by J. Fechtthat Policy 812Categories of Membership be amended with the addition of the following corporate membershippolicy statement: An individual who owns a business which pays property taxes to the City of Orillia is eligible for a Corporate Taxpayer Membership. These memberships are in the person’s (not the corporation’s) name. If the business has more than one owner each owner is eligible for a separate membership. All adults (18 years and over) living in the business owner’s household may share the membership. A child (under 18 years of age) living in the business owner’s household may acquire his or her own free linked membership. Library staff may require proof of taxes paid and proof of business ownership. Proof of identity/home address as described in policy 811.03 shallbe required. CARRIED 3DPrinting Policy/Procedures – Samples of items printed using the 3D Printer were provided for the Board. K. Absalom submitted a report for Board discussion on a new policy with procedures and pricing. MOTION #2015:24 Moved by L. Avery, seconded by J. Fechtthat the 3D Printing Terms of Use Policy be accepted as presented to the Library Board as follows: The 3D printer is available for use by the public to make three-dimensional objects from a computer file that has been uploaded to the Orillia Public Library’s website. All objects are subject to the following terms of use: 1.Print jobs are reviewed by Library staff to confirm print functionality. 2.The public will not be permitted to use the Library’s 3D printer to create material that is: a.Prohibited by local, provincial or federal law. b.Unsafe, harmful, dangerous or poses an immediate threat to the well-bring of others. c.Obscene or otherwise inappropriate for the Library environment. d.In violation of another’s intellectual property rights. 3.The Library reserves the right to refuse any print request. Page 144 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... 4.Pricing is based on an administrative fee and the cost of materials and is subject to change. 5.Print jobs are limited to a maximum of 4 hours. 6.Printed pieces are presented asis, with no cleaning of brim or support. CARRIED MOTION #2015:25 Moved by J. Fecht, seconded by R. Kloostrathat the charge for 3D print jobs is to be 10 cents per cubic centimeter of filament plus a $2.00 administration fee.CARRIED In Camera Session - Personnel MOTION #2015:26 Moved by J. Fecht, seconded by R. Kloostra that the Orillia Public Library Board enter an in camera session at 7:35 p.m. CARRIED MOTION #2015:27 Moved by R. Kloostra, seconded by J. Fechtthat the Orillia Public Library Board leave an in camera session at 8:05 p.m.CARRIED Adjournment at 8:06p.m. __________________________________________________ BOARD CHAIRCHIEF EXECUTIVE OFFICER Page 145 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... REPORT OF THE CEO September, 2015 Submitted by Suzanne Campbell Staff Engagement th. Staff meeting was held on September 24 th A Health and Safety Committee was held on September 9. No issues were brought forward. Board Activity and Actions th he Ad Hoc Contract Committee met on September 8 T and decided on a recommended per member amount which was included in the budget submission and was also communicated to Oro-Medonte. Oro-Medonte staff will be bringing the recommended amount to their council for budget approval. Library Building Property Issues 1.The lower windows in the mezzanine area have leaked a number of times during severe storms. The City has had Orillia Glass examine the windows to determine the next steps. Orillia glass examined the windows and determined it was not a caulking or installation issue, but felt it was a flashing issue. City staff is looking into the issue. 2.West street door has issues with the push bar mechanism remaining in the locked position. Remedial measures are inplace while we wait for the issue to be resolved. It is not a safety issue as the push bar release when pushed but will not stay in the open position unless it is tied off. This problem is now resolved and the doors are working. 3.Backflow preventer has been leaking, it is now repaired. The repair took more than four hours and required Library staff making alternate arrangements for washroom access for both the public and the staff. In addition, the temperature in the building cooled down to between 19-20 degrees. The automatic electronic water level sensor had failed causing the excess filling and water to overflow into the bell drain. This resulted in the increased water consumption. 4.The automatic electronic water level sensor in the fountain had failed causing the excess filling and water to overflow into the bell drain. This resulted in the increased water consumption and increased water costs putting this account over budget. The City has installed a water meter on the fountain as well as on the boilers. Page 146 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... 5.Mezzanine Lighting and Childrens Ramp lighting: The scissor lift from the Opera House has been borrowed and the lights on the Childrens ramp were changed. The City is working to have the lights in the mezzanine replaced as soon as possible. Presently, they are waiting on quotes for the bulbs and hope to have the work completed not later than early November. The area is not adequately lit in the evenings at the present time. City and Community Partnerships Met with Gayle Jackson, Bob Ripley, Kristine Preston from the City of Orillia and Shannon ODonnell of Information Orillia to discuss Information Orillias mandate and relationship to the Library in preparation of the Report that went to Council at the end of September. The Library Draft Budget was submitted on September 11. Susan Dance, Sarah Csekey, and I nd . Changes were made to the mate- attended a budget review meeting with the City on October 2 rials request and the server request as a result of recommendations from this committee. These changes will be presented to the Board for approval. Jim Lang, Treasurer City of Orillia Kyle Cox, Facilities Manager, Susan Dance and I met on September 23rd to discuss adjustments to the budget reflecting changes in the maintenance and facilities responsibilities the City will be responsible for in 2016 and those that will remain with the Library. We are still working on the reporting structure for these accounts. th I attended the SMT (Senior Management Team Meeting) on September 11.The meetings provide a good opportunity to be aware of issues taking place at the City as well as new initiative and provide an opportunity to give the Library perspective on City happenings and issues. Gayle Jackson and I met for our quarterly update, this problem had put off for a number of weeks. Some facilities issues were discussed and some solutions will be worked on and monitored. I attended the planning meeting for Cultural Round Table to be held in October at St Pauls. We decided on the focus of the Round Table-Hospitality. Three questions were developed to use as discussion starters, format and advertising was also finalized. Page 147 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... Report of the Director of Children and Youth Services September 2015 Submitted by Sarah Csekey Our Summer Reading Club brought a wave of new members to our department. We kept the momentum in September activating community connections and facilitating the return to routines. Community Engagement Earlier this year, I applied for the OPL to join the Child Youth and Family Coalition of Simcoe County. The Library wasaccepted as an organizationto this Coalitionat the end of summerand I attended the meeting in September in Midhurst at the Simcoe County Board of Education administration building. The Coalitions mandate is to foster a community where all children, youth and families reach their full potential.The strategic goals include: Reduce significant threat (safe, stable environment) Support human development (supportive adults) Support assets & protective factors (every door is the right door) Compassionate community I received a warm welcome on behalf of the OPLand participated in an advocacy strategy session. This is an important connection for our Library with key informants from our area gathered with a common purpose. Erin Damery worked with the City of Orillia to offer a library activity at the OPL Culture Days site with a Messy Art Party and Family Seasonal Art Projects. Orillians of all ages joined us and contributed to a collaborative weaving art project to be displayed in the Childrens Department. The Messy Art Partylived up to its name: Erin createdsalad spinner art, roller printmaking, and kinetic sculptures. Erinhas joined Orillias organizing committee for Culture Days 2016. The Youth Summit welcomed 78 teens to our Library to engage with 14 different community organizations. Lindsey Toutant coordinated with Ashely Morgan, of Start Talking About Coping and Drugs (STACD) Youth Transition Project and Transitional Aged Youth (TAY) Simcoe to host this unique event with the goal of discussing the needs and wants of youth in our community in regards to services that are currently in place, or needed. Ashley will analyze the summit to assess the success of this day and share the findings with us to inform our teen programs and partnerships. Page 148 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... The Couchiching Jubilee House is offering Community Connections Life Course for the second year at the Library. This eight-week course was developed to meet and support the needs of women waiting to access services in the community. Topics include healthy relationships, vocational planning and self-care habits. We are supporting this course formally in our department, September to November, by designating and preparing activities and literacy touch- points in our childrens program room for Community Connections childcare. Three Community Project Initiative(CPI) students from Georgian Colleges Social Service Worker program began work on a specialized night at the Library for pregnant and new moms to introduce them to our organization and other important family health community supports. They met with Erin, Amy Lambertsen and I to brainstorm and develop an event structure that we can use bi-annually with the goal to introduce the Library as a community and literacy support for families. In talking with the Georgian College CPI students we discussed the barriers they see to serving new parents. They articulated one fear, the worry of a baby wrecking the books. One idea we brainstormed was a baby damage insurance coupon to include in the Welcome Wagon bags. With that idea in mind, I created these coupons for the next round of Welcome Wagon inserts. The coupons serve as an introduction to early literacy, a warm reminded that we are a welcoming place for new parents, and a fun way to market our Library to new parents. The academic year for Lakehead University education students means good things for our department. Both the free tutoring program Circle of Readers and the Battle of the Books elementary school reading partnership have started with help of student interns. Both programs have become mainstays of our school year and we welcome the chance to work with LU again. Special Events Our younger members were invited to bring their favourite stuffed toys for our Stuffed Animal Sleepover this month. Being entrusted with a childs most valuable item is a big deal. We are honoured that our bond with these Library kids is strong. After a storytelling and activity program, the children went home, and Erin and Amy set up the animals in a variety of hilarious scenes around the Library after the children went home. On Saturday the kids came back for Page 149 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... their stuffed friends and got a pack of colour pictures of their Stuffed Animal Sleepover party. This popular program will return in January for a winter overnight party. New Initiatives Inklings, a program for teens who colour outside the lines, was developed by Val Barath, our evening YA Readers Advisor. Val used thetrend of adult colouring books as enticement to link teens with each other without social pressure, and to the Library as an organization. We had a limit of six teens for this quiet club and are full with a waitlist of three. Programs The OPL Teen Advisory Board (TAB) had a high-octane first meeting of the school year with 14 new members and two returning teens. This was an informational meeting regarding what a TAB is, what happens at the October presidential election and the role of members. The group was eager to brainstorm for a March Break lock-in and are energized to be an active part of the Librarys planning. Orillia families and caregivers welcomed the routine of the school year and registered for our early literacy programs in the Library. Our traditional Library storytime roster started this month with a Caregivers, Baby, Toddlers and Preschool programs. Amy, Erin and Lindsey designed age-specific schedules for each storytime highlighting early literacy skills. Our evening programs continue to gain popularity with Minecraft Club, Jammie Storytime, PokémonTraining Camp, and Family Craft Night. Familiesare using these nights as their weekly visits to the Library and we are glad to build strong relationships with our members as a family group.Fall is here and thenights are longer. Our programs are visible from the street and market the Library as a community meeting place. Our staff member Melissa Robertson sent me this emailafter driving down the main street with her husband on a Thursday night: “… what we saw looked so amazing from outside. CS glowed against the dusk light and the place was pumpin’. I don’t know if there was a program or event last night but CS looked packed! You could clearly make out Erin standing in the middle of the department and it looked like she was holding court – lol. There were people and children all over and everyone was engaged. I thought that would make a great pic for our social media or any campaigns – just OPL on a regular Thursday night.” Saturday morning drop-in Storytimes continue to be popular. Because we take turns as facilitators of this day, our staff have a chance to connect with new people and introduce new faces of the Library to customers. Teen Volunteers We had 184 hours logged by our volunteers this month. Page 150 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... REPORT FOR THE MONTHOF SEPTEMBER2015 by Director of Information Services Kelli Absalom COMMUNITY PARTNERSHIPS We have formed a partnership with VON Canada SMART (Seniors Maintaining Active Roles Together). They are offering weeklyexercise classes forseniors 55+ who want to improve their strength, balance & flexibility. Thirty people were in attendance for the month. The Sunshine Ukulele Network hosted a Ukulele Jam in September with eleven people in attendance. The English Conversation Circle, presented by Welcome Centre Immigrant Services, hadtwenty one participants for the month. I met with Frances Yarbrough of North Simcoe Victim Crisis Services to discuss the rd Library being a stop on their Amazing Race fundraiser being held October 3. PROGRAMS Jaclyn Derlatka offered a wide variety of tech training classes in September including Facebook Basics, Using the Cloud, Skype 101, and the always in demand tablet classes, iPad Basics and Android Basics. Weekend tech training also continues to be popular. Jayne Turveyheld a Beginner Genealogy class with eight people in attendance. She also presented a class on researching family history with the Ancestry.com databasein the Technology Lab with twelve people in attendance. We offered a Zentangles Program for Adults presented by Library volunteer Gay McCreath. Sixteen people attended this popular program. Jayne Turvey organizedan Introductory Chair Yoga class led by Certified Hatha Yoga instructor Melanie Rimkay.Twenty peopleare registered. The Books on Tap Book Club, led by Sarah Babineau, met in September at Era 67. Thirteen people were in attendance and enjoyed their discussion of All My Puny Sorrows by Miriam Toews. The Bookworms Book Club, led by Michelle Sinclair, met in Septemberto discuss their favorite reads from the summer. Tenpeople attended. The Roundtable Book Club, led by Lee Kelly, met in September tochat about mysteries. Page 151 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... They discussed everything from Raymond Chandler to J.K. Rowlings Robert Galbraith novels. We continued to host a weekly Knitting Group in the Fireplace Room during the month of September. Fifteenpeoplewere provided with library materials in our Community Outreach program this month. Materials were also delivered to Victoria House,Birchmere Retirement Residenceand Leacock Retirement Lodge. Lee Kelly and Michelle Sinclair created book displays on such topics as:Five Star Fiction, Books Ive Been Meaning to Read Forever, Jump Into a Series and Mystery Month at the Roundtable. SERVICES AND ACTIVITIES We have purchased a ScanSnap SV600 Scanner using funds made available through the Ministry of Sport Culture and Tourism Capacity Grant Fund. It is currently housed in the Local History Room where it is being used to scan fragile documents from our collection. Jaclyn Derlatka launched the Need to Read readers advisory page in September. This webpage will be updated monthly with featured titles from staff members at the Library, as well as a featured book list and the most requested items at the Library. J aclyn Derlatka was very busy getting ready for the 3D printer launch in October, including developing handouts, promotional material and staff instructions. The Big Read Committee met in September to finalize plans for Big Read Movie Night th being held on October 15at Galaxy Cinemas. Jaclyn Derlatka produced and published the September eNewslettersas well as the monthly OPL Hub program calendar. COMMUNITY ENGAGEMENT Jayne Turvey hosted a Librarybooth at the Lakehead University Welcome Expo on th Saturday September 12.She spoke with studentswho were happy to receive promotional materials and information about our programs and services. Jayne Turvey represented the Library at the Expedition Brûlé-WendatWelcome Ceremony & Dedication. This event was part of the City of Orillias Champlain 400 celebration. Jayne met with Fred Addisfrom the Leacock Museum to discuss a partnership for the nd International Festival of Authors event scheduled for October 22. Page 152 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... I attended two Information Orillia board meetings in September. STATISTICS September2015 Internet2,447 Wireless4,494(up 160% from September2014) Online Products3,619 Study Room Bookings81 Library WebpageVisits14,882 Reference Questions Answered2,982 Asof September 30th, the OrilliaPublic Library Facebook page has 1176followers. We also have 1406followers on Twitter. VOLUNTEERS Volunteer hours for the month of September were 379. The Library Book Store run by the Friends of the Orillia Public Libraryraised $512.15 in September. Page 153 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... REPORT OF THE DIRECTOR OF TECHNICAL SERVICES September 2015 Submitted by Susan Dance Circulation Activities: {ĻƦƷ͵ ЋЉЊЍ{ĻƦƷ͵ ЋЉЊЎ /ŷĻĭƉƚǒƷƭ ЋАͲЊВЋЋЏͲЊЏВ Iƚƌķƭ ЍЍЋАЍЉЌЉ DğƷĻĭƚǒƓƷʹ ğǝĻƩğŭĻΉķğǤ ƓƚƷ ğǝğźƌğĬƌĻВЏЎ Technology: The locking mechanism on the Market entrance exterior doors has been repaired. Circulation staff members no longer need to make daily adjustments to the doors. Two separate repairs were required on Bibliotheca products: a warning light on our materials return system malfunctioned, which causedconfusion for our patrons returning items via the interior drop-slot; the barcode scanner on a self-check machine stopped working. On September 25 a technician from Bibliothecarepaired both these items. The cost of these repairs was covered by our annual service contract. Staff training and development: Richard Anderson (Head of Circulation Services) and I provided training to two new Circulation Pages on topics including health and safety, fire safety, our Workplace Harassment and Workplace Violence policies, sorter safety and customer service. Safety and Security: Circulation staff is taking a more active approach to attempted thefts. Thanks to these extra efforts, on two separate occasions Richard Anderson recovered materials that would have otherwise been stolen from the library. On September 24 I attended the monthly O-CAN (Orillia Community Action Network) meeting. Dr. Natalya Timoshkina, Associate Professor in the School of Social Work,Lakehead 1|Page Page 154 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... University, gave a presentation on human trafficking in Canada.O-CAN meetings provide an excellent opportunity for networkingwith local social service providers and first-responders.At the September meetingI spoke with Orillia OPP detachment commander Pat Morris about the effectiveness of foot patrols in keeping the library safe, and with Liz Westcott about how the library might better serve Greenhaven clients. Incidents: September 10 Library staff encountered a man on the library doorstep at 7:00 am. Staff had concerns about the actions and for his welfare. The man had been ejected from the library during the previous week for behaviour issues. Police were called. Following a recommendation by police, the library issued the man a letter of trespass. September 16 A young woman became aggressive towards library staff. This was not the first timethis person had behaved this way in the library. On this most recent occasion she was asked to leave the building for the remainder of the day. September 17 A man who is banned from the building for aggressive acts was seen inside the library. This is not the first time that the man has breached his letter of trespass. Police were called. September 21 A man who was unable to follow library rules and whose behaviour escalated when dealing with staff was given a one-week suspension. September 21 . Kelli Absalom and I approached this person as he entered the library on September 21. We had a conversation with him about library rules and appropriate behaviour. The person then proceeded with his library visit without incident. September 29 A man using a public computer lost consciousness and sustained an injury. Staff called 911. Paramedics attended and treated the man. Budget On September 8 I attended the Board meeting to discuss the 2016 budget submission. The 2016 budget was submitted to the City on September 11. On September 23 I attended a meeting with Suzanne, Jim Lang and Kyle Cox to discuss the facilities portion of the Libra 2|Page Page 155 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... Page 156 of 192 12.e) Minutes of Orillia Public Library meeting held on Sept... Page 157 of 192 12.f) Correspondence dated October 29, 2015 from Barry Ward,... Page 158 of 192 ANNUAL COMMUNITY REPORT 2014-2015 12.f) Correspondence dated October 29, 2015 from Barry Ward,... TWITTER HEALTH CONNECTION followers queries 2466 34435 SEXUAL HEALTH CLINICS DENTAL total visits school screenings 3177 26232 2014 in NUMBERS GETTING READY FOR BABY DAY NURSERY prenatal class participants inspections 765 365 RECREATION WATER IMMUNIZATIONS inspections administered 993 28299 Page 159 of 192 2 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 22 From the Medical Officer of Health As the population of Simcoe and Muskoka grows, protecting and promoting programs and services. In recent years, Simcoe Muskoka District Health Units activities have included a focus on the following broad areas: Promoting Policy Healthy public policy is the most powerful means of improving the health of our communities. Advocating for health supporting policy remains a major aspect of our work. To this end, during and following last falls election, we provided new municipal councils with a primer on a range of public health issues: food access and security, poverty, alcohol, community water fluoridation, housing, air quality, and active transportation. We continue to support our communities to become more compact, complete and supportive of walking and cycling, with increased access to public transportation. Our work included the release of our updated Healthy Community Design Policy Statements for Official in 2014. Plans Identifying Priorities Our focus on the social determinants of health is ongoing. Part of this work involves assessing and modifying our programs to ensure they address the needs of vulnerable people, including individuals and families living in low income. Preparing for and responding to potential and emerging health hazards is a key public health mandate. This is particularly important during large event gatherings, such as the 2014 International Plowing Match and the 2015 Pan Am Games, where we collaborate with municipal and provincial agencies to protect the publics health. In the summer of 2014 we introduced a heat alert and response system one example of a public health response to the impact of climate change. As well, we supported local municipalities funding applica- tions for the provincial Healthy Kids Community Challenge, and we will work with the two successful communities in fulfilling their plans. Sharing Knowledge Knowledge is needed to protect and promote health. We launched a website portal for primary care providers, including physicians, with current information and guidance on public health matters. We also successfully launched , a database that enhances Panorama our vaccination information system. Early in 2015, the public health inspection results for food premises in Simcoe Muskoka became available on our Inspection Connection website. Maintaining and enhancing the publics health requires both tried and true programs, as well as responses to new and emerging challenges. The past year has been no exception. Page 160 of 192 3 3 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 3 Peace of mind when dining The new Inspection Connection One of the health units best known services in our communities is inspecting places where food is prepared and served. To give the public easier access to the results of these inspections, the health Inspection Connection Signage The website offers www.inspectionconnection.ca map-based information about inspections at food premises. For each premise it provides a brief overview of critical or non-critical issues that have arisen at the facilities, and whether they were corrected. It also helps educate people on the health units role in protecting the public from foodborne illness. Inspectors present the establishments with green certificates of inspection indicating that, on the date of inspection, the minimum standards of the regulation were met. Red closure signs may accompany an order to close the establishmentsomething that only happens when an inspection uncovers an immediate health hazard. Food establishments are inspected in accordance with Ontarios Health Protection and Promotion Act and inspection results must be made available to the public. Posting-based systems similar to the health units are being used by a growing number of health units in Ontario and across North America. Addressing health inequities At the same time we are examining our own programs and services with a health equity lens. In one such case we have worked with our partners to modify the way we provide car seat safety checks to make them more available to parents who have difficulty accessing About 56,000 people in Simcoe and Muskoka (or 11% of the car seat safety information. population) live in low income, based on Statistics Canadas after-tax low-income measure. Life Expectancy at Birth by Income, Average Simcoe Muskoka, 2009-2011 The health unit is developing a multi-year plan to address the life expectancy 82 yrs factors that create health inequities for this population. These 76 yrs Low Income - Males factors, also referred to as social determinants of health, 80 yrs include income, housing, transportation, employment and Mid Income - Males food insecurity. 81 yrs High Income - Males 83 yrs Low Income - Females Reducing health inequities is not something the health unit Mid Income - Females 84 yrs can do alone. We are working with other agencies and High Income - Females 85 yrs groups to develop strategies and to advocate for policies, programs and services that will help to increase the overall Sources: Ontario Mortality Data 2009-2011, Ontario Ministry of Health and health and well-being of people living in low income. Long-Term Care: IntelliHEALTH ONTARIO, data extracted May 2015. National Household Survey 2011, Statistics Canada. Page 161 of 192 4 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 44 Measuring performance Strategic Plan Balanced Scorecard The health unit’s balanced scorecard measures progress of the agency’s strategic plan. The scorecard clusters indicators from its strategic initiatives into four quadrants, giving a simple, colour-coded picture of movement forward on agency priorities, and 2014 where energies are needed to address challenges. The 2014 scorecard demonstrates positive results in our efforts to engage the community and work in partnership on priority public health issues and initiatives, including the social determinants of health, infection prevention and control and business continuity planning. While our long term goal is to improve health status, changes to these measures are more gradual and cannot be attributed to the actions of a single agency. Being accountable to our funders The provincial government annually sets target levels of performance and Boards of Health are required to use best efforts to achieve those targets. In 2014, Simcoe Muskoka District Health Unit reached full compliance with the provincial standard in four areas, while making strong progress in five others. Examples of reaching or exceeding our targets include: 100% of refrigerators storing publicly funded vaccine that are located in health care providers offices received a cold chain inspection; nearly 100 per cent of local tobacco vendors in compliance with youth access legislation, exceeding the provinces minimum of 90 per cent; and exceeding the target in the percentage of moderate-risk food premises inspected at the required half-year intervals. In three areas there was a drop in performance from the previous year due to resourcing and capacity issues. A plan of action has been developed to address performance shortfalls in an effort to ensure continuous quality improvement. More information about our accountability and performance measures can be found at www.smdhu.org/Accountability. 2014 Health Unit Budget - $36.9 Million 68.3% 6.8% 4.3% 6.6% 3.7% 5.2% 5.2% Page 162 of 192 5 5 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 5 Reaching the medical community Primary Care portal health and prevent disease and injury. But connecting with those best serve this group. The and other areas of interest busy professionals when work involved consulting to primary care providers. their time is limited can with the local medical A rotating banner at the top be challenging. In 2014 community, studying how of the main page provides the health unit unveiled other health units provide links to information on the a new website section online information to their most current and pressing designed specifically with medical communities, public health issues. the needs of primary care and considering the most Since its launch the site has professionals in mind. relevant content for the received positive response The Primary Care portal site. from Simcoe Muskokas is the culmination of more The portal provides timely primary care community, than a years research information on communica-with good uptake to date. and development into the ble and chronic diseases, electronic tools that would maternal and child health, Campaign earns kudos With a Nurse campaign to get messages about sexually transmitted infections, risk reduction and testing to men having sex with other men. community where high-risk exposures take place. Among men having sex with men, a growing number are being diagnosed with sexually transmitted infections and HIV, raising the need to reach out. Created in partnership with the AIDS Committee of Simcoe County, the Talk Sex With a Nurse campaign uses a cruising website to provide health teaching and confidential information. On-line chat methods and e-blasts on the website have been used. This has resulted in an increase in attendance by men at the health (l to r) MOH Dr. Charles Gardner, Board of Health Chair Barry Ward units sexual health clinics. The campaign won a $10,000 and Sexual Health Manager Jillian Fenik display the Public Health Social Media Innovation Award from Canada Health Infoway. award for innovation from Canada Health Infoway. Page 163 of 192 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 6 Helping to create healthier schools Tackling mental health and stress Mental Health Indicators Students Grades 7-12, 2013 schools, school boards, Healthy School North Simcoe Muskoka + Central East Local Health Intergration Networks committees, teachers and counsellors to plan and implement a range of programs and activities to enhance student health. With students reporting higher levels of stress and poorer mental health than a decade ago, the healthy schools 13 in experienced psychological program has focused attention on this issue. distress in the past month Public health nurses support the delivery of the Can You Feel It stress program to students from Grades 7 to 12. Through this program students learn that change is constant, and in managing change, learn to recognize their own stressors, control their reactions, adopt healthy 15 in rate their mental coping strategies and build resilience. health as fair/poor Nurses from the health unit also support the Roots of Empathy program and Playground Activity Leaders In Schools (P.A.L.S./Healthy P.A.L.S.) across Simcoe Muskoka. These evidence-based programs comple- ment the positive mental health promotion strategy, with 13 in did NOT know who to talk a focus on reducing bullying and aggression, increasing to about a mental health problem. physical activity, building empathy, and promoting student leadership. Source: Boak, A., Hamilton, H. A., Adlaf, E. M., Beitchman, J. H., Wolfe, D., & Mann, R. E. (2014). The mental health and well-being of Ontario students, A report of health unit activities in schools for 20132014 is 19912013: Detailed OSDUHS findings (CAMH Research Document Series No. 38). Toronto, ON: Centre for Addiction and Mental Health. available at: www.smdhu.org/SchoolPartnerships. Tanning bedsno longer NO allowed for youth TANNING UNDER Its proven that use of tanning beds will do as much damage to skin as 18 the sun. When used by youth, the damage has been associated with skin cancers later in life. In May 2014, regulations in Initial health unit efforts as registering with the the have focused on health unit, and posting Skin Cancer Prevention This new duty falls to prohibited the use of education and awareness. signs outlining the ban on Act public health inspectors tanning beds by people Inspectors visited 73 minors and advising of who are already working under 18 years of age. The tanning salon operators the dangers of tanning. with child care and job of enforcing that law in 2014 to explain the For the time being, personal service settings falls to public health units. range of procedures that enforcement will be such as beauty salons must be followed, such driven only by complaints. and tattoo parlours. Page 164 of 192 7 7 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 7 Where crowds gather, health risks increase The most likely risks associated with mass gatherings are health hazards such as food poisoning, infectious disease outbreaks, substance abuse, dehydration and weather emergencies. The health unit has a solid track record in planning and preparing for mass gatherings. The G8/G20 Summit in 2010, last years International Plowing Match and the 2015 Pan Am Games are examples of large events taking place in our area. For all mass gatherings we develop our plans in conjunction with municipal, provincial and other partners to prevent and address potential illness and injury with the crowds attending such events. Health unit activities for large-attendance events include inspecting for food safety and safe drinking water; enforcing tobacco legislation; monitoring for health impacts of extreme heat or poor air quality; communicating risks and educating the public and event organizers about injury prevention, substance abuse and infection control; and responding in the event of emergencies such as disease outbreaks or heat alerts. Panorama improves vaccine tracking Our new database system tracks information is tracked and recorded. With the ability vaccines and enhances our province- to forecast required immunizations and run reports, wide immunization information it will ultimately help reduce the incidence of vaccine system. preventable diseases. The health unit moved more than 1.7 million documented A new internal vaccine inventory management immunizations to the new Panorama database in the fall of program is already beginning to show results in new 2014. The records are from school immunization programs and efficiencies this year and has prepared us to include public immunization clinics. The provincial Panorama system vaccine inventory in the Panorama module; vital permits secure sharing of information with health authori- outcomes when the agency handles and distributes ties across the province. It also improves how immunization as much as $10 million worth of vaccine in a year. Page 165 of 192 8 12.f) Correspondence dated October 29, 2015 from Barry Ward,... 88 Board Chair message Health can be improvedor impededby community design, government policy, and economic and environmental factors. Over the last year, I have been delighted at the Simcoe Muskoka Board of Healths level of activity on all innovative thinking into reality. Elections at the provincial and municipal levels created an opportunity to press for future decision-making with the well-being of the public in mind. The board of health endorsed a widely distributed election primer that brought broad concepts of affordable housing, pedestrian friendly streets, food security and other issues to the attention of election candidates. A report in January 2014, revealed that local low-income families struggle to afford healthy foods. The board joined a province-wide call for the Ontario government to increase social assistance benefits and raise the minimum wage to bring nutritious food choices within reach. Throughout 2014, the health unit challenged new rules that relax the sale of alcohol. The board of health communicated to all municipalities in Simcoe and Muskoka about the risks of selling wine at farmers markets. The debate continued into this year when the province allowed sales of beer in grocery stores. We continue to contend that making alcohol more accessible will increase consumption, resulting in more chronic illness, injuries, and disruption of home life. At times our role has been to advocate for improved funding. The Healthy Babies Healthy Children program has been stretched for many years with dwindling resources. The board of health renewed a call to the province for strengthened financial support for this widely praised service. The board also led a call to maintain financial support for families in need of dental service, in keeping with Ontarios Public Health Standards. This was in response to policy changes that will exclude some families from funding for preventive dental care for their children. The board of healths vigorous work last year has carried into the new board in 2015. Roughly half the boards membership consists of new faces. We have lost some valuable members, but the new governing body comprises an ideal mix of experience, complementary skills and fresh thinking. Even in its infancy, this board has shown it is eager to take up the cause of public health. BOARD OF HEALTH Barrie Ward ..................................................................................Chair Scott Warnock ....................................................................Vice-Chair Sandy Cairns .........................................................District of Muskoka Ralph Cipolla ....................................................................City of Orillia MEDICAL OFFICERS OF HEALTH Lynn Dollin ..............................................................County of Simcoe Anita Dubeau ..........................................................County of Simcoe Dr. Charles Gardner Fred Hamelink .....................................................Provincial Appointee (Medical Officer of Health) Sergio Morales ................................................................City of Barrie Gail Mullen ..........................................................Provincial Appointee Dr. Colin Lee (Associate MOH) Margaretta Papp-Belayneh .................................Provincial Appointee Dr. Lisa Simon (Associate MOH) Terry Pilger ............................................................District of Muskoka Ben Rattelade .....................................................Provincial Appointee Brian Saunderson ...................................................County of Simcoe Douglas Skeaff ....................................................Provincial Appointee Page 166 of 192 13.a) Correspondence received October 30, 2015 from Gerry Ma... Page 167 of 192 13.b) Correspondence received November 5, 2015 from John Pla... Page 168 of 192 13.b) Correspondence received November 5, 2015 from John Pla... Page 169 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Municipal Act, 2001 Page 170 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 171 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 172 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 173 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 174 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 175 of 192 15.a) By-Law No.2015-188: A By-Law to Amend By-Law No. 2014-... Page 176 of 192 15.b) By-Law No. 2015-189: A By-law to Appoint a Representat... Municipal Act, 2001, S.O. 2001, c.25 Conservation Authorities Act, R.S.O. 1990, c. C. Page 177 of 192 15.c) By-Law No. 2015-190: A By-law to Authorize the Executi... Municipal Act, 2001, S.O. 2001, c.25 Municipal Act, 2001, R.S.O. 2001, c.25 Municipal Act, 2001, R.S.O. 2001, c.25 Fire Protection and Prevention Act, 1997, S.O. 1997, c.4 Page 178 of 192 15.c) By-Law No. 2015-190: A By-law to Authorize the Executi... MEDICALAIDTIEREDRESPONSE DATASHARINGAGREEMENT ThisDataSharingAgreement(theͻ!ŭƩĻĻƒĻƓƷͼΜisenteredintothis____dayof______________,20____ Page 179 of 192 15.c) By-Law No. 2015-190: A By-law to Authorize the Executi... Page 180 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Planning Act, R.S.O. 1990, Chapter P.13, as amended Page 181 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 182 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 183 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 184 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Ten Thousand Dollars ($10,000). Five Thousand Dollars ($5, 000) Five Million Dollars ($5,000,000.00) Page 185 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 186 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... We have authority to bind the Corporation Page 187 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 188 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 189 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 190 of 192 15.d) By-Law No. 2015-194: A By-law to Authorize the Executi... Page 191 of 192 18.a) By-Law No. 2015-187: Being a by-law to confirm the pro... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 192 of 192