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09 19 2016 Heritage Committee Agenda The Township of Oro-Medonte Heritage Committee Agenda Council Chambers Monday, September 19, 2016 6:00 p.m. Page 1. Adoption of Agenda: a) Motion to Adopt the Agenda. 2. Disclosure of Pecuniary Interest: 3. Adoption of Minutes of Previous Meeting: 3 - 7a) Minutes of Heritage Committee meeting held on Monday, April 18, 2016. 4. Deputations: None. 5. Communications: 8 a) Correspondence dated April 22, 2016 from Guy Desrosiers re: Request for Rugby Historical Information. 9 b) Correspondence dated May 24, 2016 from Robin Brunelle, Central Conferences Technician, The United Church of Canada Archives re: Records Deposit. 10 - 12 c) Correspondence received June 6, 2016 from Hope McGilly, Registrar, Orillia Museum of Art & History re: Accession #2016.7. 13 d) Correspondence dated June 1, 2016 from Karen O'Connor, Social Anthropology, York University re: Request to the Simcoe County Archives. 14 - 19 e) The Quarterly Newsletter of the Simcoe County Historical Association, Summer 2016. 20 - 31 f) The Quarterly Publication of the Community Heritage Ontario, Summer 2016. 32 - 34 g) Correspondence received September 7, 2016 from Bert Duclos, Heritage Outreach Consultant, Ministry of Tourism, Culture and Sport re: Ontario Heritage Act Register Privacy Protection Guidelines. 35 h) Correspondence dated September 8, 2016 from Tim Crawford re: Obtaining Oro African Church Books. 36 - 38 i) Correspondence dated August 26, 2016 from Bruce Forsyth and Alex Nuuttall, M.P. Barrie-Springwater-Oro-Medonte re: RCAF Station Edgar, Consideration of Monument. Page 1 of 38 6. Next Meeting Date: TBC. 7. Adjournment: a) Motion to Adjourn. Page 2 of 38 3.a) Minutes of Heritage Committee meeting held on Monday, A... Page 3 of 38 3.a) Minutes of Heritage Committee meeting held on Monday, A... Page 4 of 38 3.a) Minutes of Heritage Committee meeting held on Monday, A... Page 5 of 38 3.a) Minutes of Heritage Committee meeting held on Monday, A... Page 6 of 38 3.a) Minutes of Heritage Committee meeting held on Monday, A... Page 7 of 38 5.a) Correspondence dated April 22, 2016 from Guy Desrosiers... Page 8 of 38 5.b) Correspondence dated May 24, 2016 from Robin Brunelle, ... Page 9 of 38 5.c) Correspondence received June 6, 2016 from Hope McGilly,... Page 10 of 38 5.c) Correspondence received June 6, 2016 from Hope McGilly,... Page 11 of 38 5.c) Correspondence received June 6, 2016 from Hope McGilly,... Page 12 of 38 5.d) Correspondence dated June 1, 2016 from Karen O'Connor, ... Page 13 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 14 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 15 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 16 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 17 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 18 of 38 5.e) The Quarterly Newsletter of the Simcoe County Historica... Page 19 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 20 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 21 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 22 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 23 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 24 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 25 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 26 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 27 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 28 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 29 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 30 of 38 5.f) The Quarterly Publication of the Community Heritage Ont... Page 31 of 38 5.g) Correspondence received September 7, 2016 from Bert Duc... Poubsjp!Ifsjubhf!Bdu Fotvsjoh!uif!QbtuFomjhiufojoh!uif!QsftfouFosjdijoh!uif!Gvuvsf Page 32 of 38 5.g) Correspondence received September 7, 2016 from Bert Duc... Poubsjp!Ifsjubhf!Bdu Register PrivacyProtection Guidelines What is the OHA Register? Under Section 23 of the Poubsjp!Ifsjubhf!Bdu (OHA)-the Ontario Heritage Trust ismandated to keep a register of statutory documents related to all properties designated under Parts IV, V and Part VI of the OHA.This central repository tracks and holds legal documents and notices of council decisions, approvals for alterations and ministerial orders for properties protected under the OHA. These documents aregenerally served on the Trust by municipal clerks or other municipalstaff responsible forOHA designations. Whatisthe eRegister? Currently, the Trust is working to make thesedocuments and their accompanying datamore accessible to the public. The eRegister will be an online, searchable database that offers a quick and accurate picture of designated propertiesandassociated statutory documents. What is FIPPA? Gsffepn!pg!Jogpsnbujpo!boe!Qspufdujpo!pg!Qsjwbdz!Bdu(FIPPA)defines personal information as “recorded information about an identifiable individual”, and includes the name, address and telephone number of an individual under this definition. This includes c/o addresses for corporations, solicitors,and numbered companies. What are the privacy concerns associated with the eRegister? Personal information is present in many of the OHA documents held by the Trust, particularly in notices that are served jointly on the Trust and the property owner.Before making these documents available for public use, this personal information must be redacted to ensure the privacy of individuals is protected according to FIPPA requirements. What can municipal clerks do to assist in privacy protection? Making OHA documents available for public use is a priority for the Trust. To this end,the Trust requeststhatmoving forward,municipal clerks exclude the names and contact information of property owners (including a c/o addresses) from statutory OHA documents and letters that contain decisions of council.A property address is acceptable so long as the property owner’s name is not included in the documents. What documents belong in the eRegister? Since the legislation was enacted in 1975the Trust has been served many non-statutory documents which do not belong in the OHA Register, including staff reports, land registry documents,newspaper clippings and conservation assessments associated with designated properties. These documents are not included in the eRegister. The Trust requests that municipalities (i.e. municipal clerks)serve only those documents which the OHA specifies must Page 33 of 38 5.g) Correspondence received September 7, 2016 from Bert Duc... be served on the Trust. Below is a list of statutory OHA documents which municipalitiesserve on the Trust and the OHA section to which they pertain: Notice of Intention to Designate –Section 29 Notice of Withdrawal of Intention to Designate –Section 29 Bylaw to Designate–Section29 Bylaw to Amend–Section 30 Notice of Intention to Repeal –Section 31 Bylaw to Repeal –Section 32 Refusal of Application to Repeal –Section 32 Notice of Decision (Alteration) –Section 33 Notice of Decision (Demolition or Removal) –Section 34 Bylaw to Designate (HCD Study Area) –Section 40 Notice of Passing of Bylaw (HCDStudy Area) –Section 40 Bylaw to Designate (HCD) –Section 41 Notice of Passing of Bylaw to Designate (HCD) –Section 41 Bylaw to Adopt HCD Plan –Section 41 Notice of Passing of Bylaw (HCD Plan) –Section 41 What information should be included in OHA documents? To ensure data in the OHA Register is as complete as possible, it is crucial that OHA documentscontain an accurate date of enactment: Notices of intention should contain the datethey were published for general circulation within the municipality. Notices of decision should contain the date they were served on the owner and the Trust. Bylaws should contain the date they were passed. How should the information be sent to the Trust? Please send documents by Canada Post or courier. Unfortunately, under the current legislation email and faxingof documents is not permitted. Mailing Address:Attn: Provincial Heritage Registrar Ontario Heritage Trust 10 Adelaide Street East Toronto, ON M5C 1J3 For more information please contact Erin Semande, A/Provincial Heritage Registrar by telephone at 416-212-1704or by email at erin.semande@heritagetrust.on.ca. Page 34 of 38 5.h) Correspondence dated September 8, 2016 from Tim Crawfor... Page 35 of 38 5.i) Correspondence dated August 26, 2016 from Bruce Forsyth... Page 36 of 38 5.i) Correspondence dated August 26, 2016 from Bruce Forsyth... Page 37 of 38 5.i) Correspondence dated August 26, 2016 from Bruce Forsyth... Page 38 of 38