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11 09 2016 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Council Chambers Wednesday, November 9, 2016 9:00 a.m. - Closed Session 10:00 a.m. - Open Session Page 1. Call to Order - Moment of Reflection: 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Andria Leigh, Director, Development Services re: Litigation affecting the municipality (Burl's Creek). d) Shawn Binns, Director, Operations & Community Services re: Labour relations/employee negotiations (Operations Service Review). e) Shawn Binns, Director, Operations and Community Services re: Litigation affecting the municipality (Oro-Medonte Community Centre). f) Doug Irwin, Director, Legislative Services/Clerk re: Acquisition/disposition of land (Part 15, Plan 51R-38903 - Forrester Road). g) Doug Irwin, Director, Legislative Services/Clerk re:Acquisition/disposition of land (Access to Concession 8, East Part Lot 26). 5. Minutes of Council and Committees: 8 - 29a) Minutes of Council meeting held on Wednesday October 12, 2016. 30 - 64 b) Minutes of Heritage Committee meeting held on Monday, October 17, 2016. 65 - 72 c) Minutes of Special Council meeting held on Wednesday, October 19, 2016. 6. Recognition of Achievements: None. Page 1 of 571 Council Meeting Agenda - November 09, 2016 7. Public Meetings: None. 8. Deputations: 73 - 74 a) 10:00 a.m. Dale Biddell, United Way Simcoe Muskoka re: Impact of United Way's Work in the Local and Surrounding Communities including Community Impact and Social Enterprise Activities. 75 - 76 b) 10:10 a.m. Rhonda Bochek and Terri Geddes re: 3392 and 3396 Penetanguishene Road, Craighurst. 9. Presentations: 77 - 107 a) Carla Nell, Vice-President, Municipal and Stakeholder Relations, Municipal Property Assessment Corporation (MPAC) re: MPAC Update. 108 - 152 b) Arfona Zwiers, Director, Social Housing, County of Simcoe, re: Update to Our Community 10 Year Affordable Housing and Homelessness Prevention Strategy. 153 - 268 c) Oscar Poloni, KPMG re: Operations Service Review Final Report. 10. Identification From the Public of an Agenda Item of Interest: Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 11. Open Forum: The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda, and shall be conducted as follows: Open Forum shall last no longer than 20 minutes; Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address, which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item; No response shall be provided to any question posed during Open Forum; No discussion, debate or decisions will occur during Open Forum; Each speaker is permitted to speak only once per agenda item; A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item; No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once; Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional Page 2 of 571 Council Meeting Agenda - November 09, 2016 information and not repeat the same information provided by a previous speaker; Comments made during Open Forum will not form part of the minutes of the meeting; The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; o Matters beyond the jurisdiction of Council or the Township; o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act, with the exception of comment related to a recommendation contained within the Staff Report. The Chair may conclude Open Forum prior to the 20 minute maximum time limit, for non-compliance with the Open Forum parameters, Conduct of Members of the Public, or any other reason. 12. Reports of Municipal Officers: 269 - 272 a) Report No. FD2016-11, Hugh Murray, Fire Chief re: Emergency Social Services Agreement \[Refer to Item 17i)\]. 273 - 275 b) Report No. FD2016-10, Hugh Murray, Fire Chief re: Regional Mutual Aid Assistance Agreement \[Refer to Item 17h)\]. 276 - 284 c) Shawn Binns, Director, Operations & Community Services, correspondence dated October 18, 2016 from Ninette Gyorody, Orillia Museum of Art and History re: 2016 Grant Request Follow-up \[deferred from September 14, 2016 Council meeting\]. 285 - 288 d) Report No. OCS2016-07, Shawn Binns, Director, Operations & Community Services re: Moonstone Santa Claus Parade Request. 289 - 291 e) Report No. OCS2016-08, Shawn Binns, Director, Operations & Community Services re: Warminster Santa Claus Parade Request. 292 - 297 f) Report No. OCS2016-09, Shawn Binns, Director, Operations & Community Services re: Contract TES 2016-09 Snow Removal for Various Roads Throughout the Township. 298 - 300 g) Report No. TES2016-31, Robin Dunn, CAO re: Quotation Results for New 2017 Cargo Van Replacement of 2013 Ford Van (Environmental Services). 301 h) Robin Dunn, CAO re: 2017 Draft Budget Timelines and Partners/Outside Agencies Presentation Requests. Page 3 of 571 Council Meeting Agenda - November 09, 2016 302 - 303 i) Doug Irwin, Director, Legislative Services/Clerk & Tamara Obee, Manager, Human Resources, Health & Safety re: Remuneration By-law. 304 - 317 j) Doug Irwin, Director, Legislative Services/Clerk re: Outside Agencies and Township Committees Appointment Opportunities for 2017-2018. 318 - 332 k) Report No. CS2016-15, Doug Irwin, Director, Legislative Services/Clerk re: Township of Oro-Medonte, Ward Boundary Review. 333 - 351 l) Report No. CS2016-16, Doug Irwin, Director, Legislative Services/Clerk re: Election Act Amendments Ranked Ballots. 352 - 357 m) Report No. CS2016-18, Doug Irwin, Director, Legislative Services/Clerk re: Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) Request Summary. 358 - 367 n) Report No. CS2016-19, Doug Irwin, Director, Legislative Services/Clerk re: Closed Meeting Investigator Appointment for 2017 and 2018. 368 - 373 o) Report No. CS2016-20, Doug Irwin, Director, Legislative Services/Clerk re: Review of Public Engagement Opportunities during Council Meetings. 374 - 377 p) Report No. CS2016-21, Doug Irwin, Director, Legislative Services/Clerk re: 2018 Municipal Election, Vote-Counting Method. 378 - 415 q) Report No. CSI2016-27, Donna Hewitt, Director, Corporate & Strategic Initiatives re: Corporate Projects Status Update - September 2016. 416 - 425 r) Report No. CSI2016-28, Donna Hewitt, Director, Corporate & Strategic Initiatives re: Options for Recording Council Meetings. s) 1:30p.m.: Donna Hewitt, Director, Corporate & Strategic Initiatives; Catherine Oosterbaan, Ec.D., CEcD, Agriculture and Rural Economic Development Advisor, Regional Economic Development Branch, Ministry of Agriculture, Food and Rural Affairs re: Economic Development Strategy Update Session \[Withdrawn during meeting\]. 13. Reports of Members of Council: a) Updates from Council Representatives County of Simcoe and Township Partners and Agencies. 426 - 427 b) Mayor H.S. Hughes re: Governance Evaluation. 428 c) Mayor H.S. Hughes, correspondence dated October 27, 2016 from Township of North Frontenac re: Request for Support for Ontario's Electrical Bills. 429 d) Councillor Jermey, correspondence dated October 11, 2016 from Grey County re: Access and Delivery of Hydro. 14. Consent Agenda: 430 - 431 a) Announcements of Interest to the Public: 1. Introducing Oro-Medonte's Council Portal. Page 4 of 571 Council Meeting Agenda - November 09, 2016 2. Notice of Township of Oro-Medonte Administration Office Closure, Friday, November 11, 2016, Remembrance Day. 432 - 435 b) Minutes of Barrie Public Library meeting held on Thursday, September 22, 2016. Staff Recommendation: Receive. 436 - 441 c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 23, 2016. Staff Recommendation: Receive. 442 - 450 d) Nottawasaga Valley Conservation Authority re: Minutes of September 23 and Highlights of October 28, 2016 meetings. Staff Recommendation: Receive. 451 - 459 e) Minutes of Sustainability Plan Steering Committee meetings held on August 4 and September 8, 2016. Staff Recommendation: Receive. 460 - 476 f) Correspondence dated September 23, 2016 from Barry Ward, Chair, Simcoe Muskoka District Health Unit, Board of Health re: Annual Community Report 2015/2016. Staff Recommendation: Receive. 477 - 479 g) Correspondence dated October 5, 2016 from Andy Audia, Project Lead Member, Neema Child Project re: Letter of Appreciation. Staff Recommendation: Receive. 480 - 484 h) Correspondence dated October 12, 2016 from Julie Cayley, General Manager, Severn Sound Environmental Association (SSEA) re: Budget Request for the SSEA Agreement - 2017. Staff Recommendation: Receive and refer to 2017 budget deliberations. 485 - 486 i) Correspondence dated October 17, 2016 from Carla Nell, Vice-President, Municipal and Stakeholder Relations, Municipal Property Assessment Corporation re: 2016 Assessment Update - Notices for Farm and Business Properties. Staff Recommendation: Receive. 487 j) Correspondence dated October 26, 2016 from George Habit, President and CEO, The Lung Association re: Proclamation Request, November, 2016 "Lung Month". Staff Recommendation: Receive, proclaim and post on Township's website. 488 k) Correspondence dated October 28, 2016 from Lee Hanson, Annual Fund Coordinator, Lake Simcoe Conservation Foundation re: Save the Date: 29th Annual Conservation Dinner, Wednesday, June 7, 2017, The Manor: Carrying Place, Golf & Country Club. Staff Recommendation: Receive. 489 l) Correspondence dated October 20, 2016 from Dr. Matt Miller, Chair, Orillia & Area Physician Recruitment & Retention re: 2017 Request for Funding Page 5 of 571 Council Meeting Agenda - November 09, 2016 Support. Staff Recommendation: Receive and Refer to 2017 Budget Deliberations. 490 - 492 m) Correspondence received November 1, 2016 from The Honourable Chris Ballard, Minister of Housing/Minister Responsible for the Poverty Reduction Strategy re: Long-Term Affordable Housing Strategy (LTAHS) 2016 (the "Update"). Staff Recommendation: Receive. 15. Communications/Petitions: 493 - 498 a) Correspondence dated October 7, 2016 from Councillor Doug Lougheed, Chair and Gayle Wood, CAO, Nottawasaga Valley Conservation Authority (NVCA) re: NVCA Board Member Reduction. 499 b) Correspondence dated October 31, 2016 from Barbara Palmer and Christin Borowka, 317 Medonte Road 2 re: Request for Exemption from By-Law No. 2011-177, Canine Control By-Law. 500 - 502 c) Correspondence dated September 28, 2016 from Oro-Medonte Chamber of Commerce re: Business Excellence Awards Gala & Silent Auction, November 8, 2016, Hawk Ridge Golf & Country Club. 503 d) Correspondence dated October 25, 2016 from Orillia Manufacturers Association (OMA) re: OMA Annual General Meeting & Dinner, November 17, 2016. 16. Notice of Motions: None. 17. By-Laws: 504 - 514 a) By-Law No. 2016-150: A By-Law to Authorize a Franchise Agreement Between The Corporation of The Township of Oro-Medonte and Union Gas Limited. 515 - 526 b) By-Law No. 2016-151: A By-Law to Authorize a Franchise Agreement Between The Corporation of The Township of Oro-Medonte and Enbridge Gas Distribution Inc. 527 - 528 c) By-Law No. 2016-155: A By-law to remove the Holding symbol On lands described as follows: 27 Warbler Way, Lot 14, Plan 51M-881, Township of Oro-Medonte, County of Simcoe, Roll # 4346-030-012-42790. 529 d) By-Law No. 2016-156: A By-law to Amend By-law 2016-- 530 - 537 e) By-Law No. 2016-159: Being a By-Law to Authorize the Execution of a Lease Agreement Between The Corporation of the Township of Oro-Medonte and Royal Bank of Canada. 538 f) By-Law No. 2016-161: A By-law to Repeal By-law No. 94-87, Being a By-law Page 6 of 571 Council Meeting Agenda - November 09, 2016 to Define the Boundaries of Polling Subdivisions of the Township of Oro- Medonte. 539 g) By-Law No. 2016-162: A By-Law to Amend By-Law 2012--Law to -Law to Amend By-Law No. 2008- - 540 - 557 h) By-Law No. 2016-163: Being a By-Law to Authorize the Execution of a Regional Mutual Assistance Agreement. 558 - 570 i) By-Law No. 2016-164: Being a By-Law to Authorize the Execution of an Emergency Social Services Agreement. 18. Closed Session Items (Unfinished Items): 19. Confirmation By-Law: 571 a) By-law No. 2016-157: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 9, 2016. 20. Questions from the Public Clarifying an Agenda Item: Questions from the Public Clarifying an Agenda Item provides an opportunity for the members of the public to seek clarification with respect to the decision which was made on an agenda item, the meaning of the decision and the next steps as a result of the decision. Questions from the Public Clarifying an Agenda Item shall last no longer than 10 minutes; Responses provided to questions posed during Questions from the Public Clarifying an Agenda Item shall be included within the 10 minute maximum time limit; Each speaker shall be required to identify the agenda item they are seeking clarification on and provide their name and address, which may become part of the public record; A speaker shall be limited to 1 minute per question; A speaker may pose a question and then shall step aside to enable another to pose a question; The Chair may conclude Questions from the Public Clarifying an Agenda Item prior to the 10 minute maximum time limit, for non- compliance with the above parameters, Conduct of Members of the Public, or any other reason. 21. Adjournment: a) Motion to Adjourn. Page 7 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 8 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 9 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 10 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 11 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 12 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 13 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 14 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 15 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Accessibility for Ontarians with Disabilities Act Accessibility for Ontarians with Disabilities Act Accessibility for Ontarians with Disabilities Act Page 16 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 17 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 18 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 19 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 20 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 21 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 22 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 23 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 24 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 25 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 26 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 27 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 28 of 571 5.a) Minutes of Council meeting held on Wednesday October 12... Page 29 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 30 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 31 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 32 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 33 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 34 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 35 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Ontario Heritage Act 1. The Municipal Register of Cultural Heritage Properties NonDesignated Properties Page 36 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... 2. The Municipal Register of Cultural Heritage Properties Designated Properties Page 37 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Municipal Register of Cultural Heritage Properties Non Designated Properties Page 38 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... The Municipal Register of Cultural Heritage Properties NonDesignated Properties. Page 39 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... The Municipal Register of Cultural Heritage Properties Nondesignated Properties Page 40 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Ontario Heritage Act ) . Page 41 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 42 of 571 AppendixB 5.b) Minutes of Heritage Committee meeting held on Monday, O... Design or Physical Value Notes Contextual Value indicate degree of importance) Notes Integrity Note: if relocated, i.e. relocated on its original site, moved from another site, etc. Notes Page 43 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Historical or Associative Value & Significance A property or structure valued for the important contribution it makes to our understanding of the history of a place, an event, or a people? Notes Further Action/Follow Up General Comments * Date of Property Owner Notification Property Owner Name and Address Recommendation Page 44 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Municipal Register (Appendix C) Application Form (Correction/Removal) Municipal Register of Cultural Heritage Properties Non-designated Properties Heritage Committee, Township of Oro-Medonte 148 Line 7 South Oro-Medonte, ON L0L 2E0 P (705) 487-2171 Date Application Filed: ________________ F (705) 487-0133 File Number: ________________________ GENERALAPPLICATIONINSTRUCTIONS YoumayconsultmembersoftheHeritageCommitteeconcerninganyquestions/concernsyouencounterin completingand/orsubmittingthisapplication. Ifyourequiremorespacethanisprovidedonthisform,pleaseattachadditionalpagesand/ordocuments. Supportingdocumentationshouldbeincludedwiththeapplication. PARTA:ApplicantInformation NameofRegisteredPropertyOwner:_________________________________________________ AddressofRegisteredPropertyOwner:_______________________________________________ ________________________________________________________________________________ PhoneNumber:__________________________FaxNumber:__________________________ EmailAddress:__________________________________________________________________ \[Pleasenote:Authorizationisrequirediftheapplicantisnottheowner.SeePartF.\] AgentInformation(Ifanotherpartyisfillingoutthisapplicationonbehalfoftheowner. Allcorrespondencewillbesenttotheagentandcopiedtotheowner.) NameofAgent:_________________________________________________________________ AddressofAgent:________________________________________________________________ PhoneNumber:__________________________FaxNumber:__________________________ EmailAddress:__________________________________________________________________ Page 45 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... PARTB:PropertyInformation AddressofSubjectProperty:_______________________________________________________ LegalDescription(e.g.LotandPlanNo.):_____________________________________________ _______________________________________________________________________________ DateofAcquisitionofSubjectProperty:______________________________________________ CurrentUse(s):_________________________________________________________________ ExistingStructures:Structure1:________________________________ Yes(pleasespecifyuse)Structure2:________________________________ NoStructure3:________________________________ CurrentPhotographofpropertyattached.YesNo PARTC:RequestDetails WhenfillingoutthissectionpleaseconsultthecurrentMunicipalRegisterofCulturalHeritageResources_ NonDesignatedProperties(seewww.oromedonte.ca_searchmunicipalregister),aGlossaryofArchitectural Terms(www.OntarioArchitecture.com;www.historicplaces.ca/norsta/request.aspx?req=sec6/page6a)andthe _CriteriaforDeterminingCulturalHeritageValueorInterest_prescribedinOntarioRegulation9/06tothe OntarioHeritageAct(SeeAttachedAppendixA). 1)CorrectiontoMunicipalRegister AreyourequestingacorrectiontoMunicipalRegisterinformation?YesNo IfYes,pleaseidentifywhatinformationisincorrectandprovidedetailsexplainingwhatchangeyouare requestingandincludedocumentation/datasourcesinsupportofyourapplication. PropertyAddress: _______________________________________________________ LegalAddress: _______________________________________________________ BuildDate: _______________________________________________________ SignificantFeatures: _______________________________________________________ Page 46 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... _________________________________________________________________________________ _________________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ 2)RemovalfromtheMunicipalRegister AreyourequestingremovalfromtheMunicipalRegister?YesNo IfYes, a)Pleaseprovideyourrationaleforthepropertynotdisplayinganydesignorphysicalvalueunderthe CriteriaattachedasAppendixAtotheReviewProcessGuidelines. _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ b)Pleaseprovideyourrationaleforthepropertynotdisplayinganyhistoricorassociativevalueunderthe CriteriaattachedasAppendixAtotheReviewProcessGuidelines. _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Criteria c)Pleaseprovideyourrationaleforthepropertynotdisplayinganycontextualvalueunderthe attachedasAppendixAtotheReviewProcessGuidelines. _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ HasaHeritageAssessmentbeenconducted?YesNo Page 47 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... (Iftheanswertoanyoftheabovequestionsis_Yes_,pleaseattachtheappropriateReporttothis application) HeritageConsultantInformation NameofHeritageConsultant:__________________________________________________ AddressofHeritageConsultant:________________________________________________ _______________________________________________________________________________ EmailAddress:__________________________________________________________________ PhoneNumber:__________________________FaxNumber:___________________________ PARTD:ProjectInformation Isthispropertycurrentlyorpreviouslythesubjectofadevelopmentapplication(e.g.Rezoning,siteplancontrol, buildingpermit,demolition,etc)? YesNo IfYes,pleaseprovide: Date:_________________________________________________________________ FileNumber:_________________________________________________________________ Purpose:_________________________________________________________________ Details/Outcome: _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Page 48 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... PARTE:SwornDeclaration I/WEHEREBYCERTIFYthattheinformationcontainedinthisapplicationistrue,correctandcompleteinevery respectandmaybeverifiedbytheTownshipofOroMedonte,includingHeritageCommitteemembers,bysuch inquiryasitdeemsappropriate,includinginspectionofthepropertyforwhichthisapplicationisbeingmade. I/WEHEREBYGRANTPERMISSIONtotheTownship,oritsagents,includingHeritageCommitteemembers,to inspectmy/ourpropertyaspartofthereview/heritageassessmentprocess. ____________________________________________________________________________ NameofPropertyOwnerTitle ____________________________________________________________________________ SignatureofPropertyOwnerDate (Ownermustsignthisapplication.Pleasesee PartF:AuthorizationforAgenttoActforOwner) ____________________________________________________________________________ SignatureofAgent(whereapplicable)Date ____________________________________________________________________________ NameofQualifiedPerson(whereapplicable)Title (HeritageConsultant) ____________________________________________________________________________ SignatureofQualifiedPerson(whereapplicable)Date (HeritageConsultant) **Personalinformationinthisapplication(name,address,phonenumber,emailaddress)ispartofthepublic recordandbysigningsuchapplicationformtheapplicantacknowledgesthatsuchinformationcanbedisclosedto thepublic. Page 49 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... PARTF:AuthorizationforAgenttoActforOwner (IfapplicationissignedbyanAgentonOwner_sbehalf,theOwner_swrittenauthorizationbelowmustbe completedandsubmittedwiththeapplication.) I/WE__________________________________________________________________________ Ofthe_________________________of_____________________________________________ IntheCounty/Regionof___________________________________________________________ Doherebyauthorize______________________________________________________________ Toactasmy/ouragentinthisapplication. _________________________________________________________________________ SignatureofOwner(s)Date ____________________________________ PrintNameofOwner(s) **Personalinformationinthisapplication(name,address,phonenumber,emailaddress)ispartofthepublic recordandbysigningsuchapplicationformtheapplicantacknowledgesthatsuchinformationcanbedisclosedto thepublic. ********************************************** OFFICEUSE: DateReceived:______________ApplicationComplete: 60DayReviewPeriodEnds:______________SupportMaterialsProvided: CorrectionRequest Result____________________________________________________ RemovalRequest DateofHeritageSubcommittee______________ DateofHeritageCommitteeMeeting______________ InviteApplicant______________ CouncilDate______________ Result_____________________________________________________ RegisterandcopiesUpdated Comments:______________________________________________________________________ Page 50 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Proud Heritage, Exciting Future What is our cultural heritage? What is the municipal register of cultural heritage properties? Page 51 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Why list property on the register? Page 52 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... What is the process to list non-designated properties on the register? How does this affect me as a property owner? Page 53 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... What are the Obligations of Designation? Where to start? Page 54 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 55 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 56 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 57 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 58 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 59 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 60 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Hi Scott: This is a response to your telephone-call-request regarding church buildings in south-Oro-Medonte, mainly Presbyterian Churches in and near Oro Station The following is a quick-response from my memory (as opposed to delving into my computer files). The response focusses on the key churches in central Oro, as well as other thoughts which pop into my mind. Of course the above does not include the historic Fair Valley Church in Medonte, the spiritual home ofthe Steele family, (contact Murray Cayley). Included is the Fair Valley Cemetery particularly one grave of the Hallen Family that one grave is of a Hallen daughter related to an historic novel, which should be required-reading in all area schools (Eleanoras Diary). As an aside, you have the book on the Oro African Church, constructed out of logs by Blacks (ca. 1849). This church is likely the oldest surviving log church built by Blacks, in both North and South American, if not the whole world! The Oro African Church is, of course, most primitive, compared to the more elegant St. Thomass Anglican Church in Shanty Bay (ca. 1842) that was constructed out of massive mud/straw bricks. The latter more-elegant-church (as suggested by the internal woodwork hewn out of logs) was financially supported by subscriptions from Britain. Whereas the Oro African Church was constructed by financially-poor Blacks, without external support. The latter suggests the most primitive, yet for the time,elegant, respectful, construction of a sanctuary. The construction-materials of the Shanty Bay Church might be a world first. Both the Oro African log-church, and the Shanty Bay mud-straw-brick Church are profoundly invaluable. There is a Mohawk Church elsewhere in Ontario that is considerably older and therefore claims its status in Canadian history. Whereas, the Oro African Church, and, the Shanty Bay Church, both address a unique Canadian, if not some global heritage. Each has a genesis in an historical and cultural base, and each has a unique heritage construction. I continue to worry that fire detection and suppression systems have not yet been installed in the tinder-dry Oro African Church after 25 years of begging Council. If this church were consumed by fire, there would be a tremendous emotional loss by those of Black heritage, and in turn considerable finger-pointing to the dereliction of Council. Page 61 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... The Church has twice been threatened by vandals once by the setting of fire in hay-mounds created near the building, and the purposefully backing up of dump- trucks into the west wall. Clearly the current custodians (O-M Council) would be found to be at least partially negligent if the profoundly invaluable building were consumed by fire. Apparently-ignored by Council, has been the 25-years that historians have requested that a fire suppression system be installed in the Church, such as in the attic (and elsewhere). For 25 years this request has been ignored. It seems logical that such an important fire detection and suppression system be employed particularly during the conservation of the building ca. 2016. Note that the wonderful mud-brick church of Shanty Bay (ca. 1843), preceded the Oro African Church by about 8 years. The Shanty Bay Church, might be the oldest th remaining church in Oro and rank, such as the 4 of all remaining historic churches in the Township verify. The contrast between the construction of the two churches (log vs. mud-brick), suggest a difference-of-significance, and now becomes part of O-Ms heritage. On a separate issue: you have the booklet by Joanna McEwen, about Old Knox, which records an early history of Oro Protestant Presbyterianism. That document suggests that there was an attempt to served both Gallic-speaking- Scots and English-speaking settlers, withCalvinistic Protestantism. I could look up the dates of the Church, but right now Im expressing thoughts from memory. I have in my computer details, but it takes metoo much time, to find such details, so as to provide precise information about the following churches: 1. TheLittle Brick Church of Oro Station, which now has a plaque as to its history, on its outside wall, donated by my wife and me. I suspect that the plaque has not been copied and preserved by the Township, but it should be. From memory, the current church was built roughly in the 1880s (to be confirmed later), by brick which was kilned in a nearby farm. It was likely constructed of up to 3 horizontal-courses of brick (vs. a framed building, veneered with only one course of brick). Put in other words, the Church was likely a true brick church vs. a veneer brick church. Page 62 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... The inside of the building was finished bya Crawford whose name I could retrieve from my computer. (Those finishings are still evident (2016), but might not be judged to be spectacular.) Originally the Church was originally known as the Crawford Church, and burials in the cemetery in the very early 1900s were recorded as in the Crawford Church Cemetery. Later it became known as the Little Brick Church, or the Ridge Road Church. I have created a rational as to why it was located a mile from the Village of Oro Station. Let me know if you require that rational. A copy of the relatively new plaque should be on file in the Township office but likely is not. It provides a capsule of history of the Little Brick Church. (The text of that plaque is in my computer, which I could attempt to find, if necessary.) The Central Presbyterian Church, near the Fairgrounds, which was located partway between what is now Old Knox and the initial Guthrie Settlement, and/or farther west, the less-well-known Gilchrist Settlement hence the name central. th I do not have in my active memory its history but I vaguely recall its 100 Anniversary Service sometime in the 1940s, during which my Mother played the organ and my uncle was the guest-soloist. This date could be looked-up if it becomes important. The Oro Station Presbyterian Church was constructed in 1894, under the initiative of Rev. Neil Campbell. He organized a congregation initially using the Oro Station School as a church, subsequently initiating a physical building which now survives as a Coptic Church. To be clear, the once Oro Station Presbyterian Church is now a Coptic Church a Christian Church with a heritage going back to the early Christian religion in Egypt. They claim to be the first, or one of the first organized Christian Churches in history. The Oro Station building seems to be constructed of bricks likely a brick-veneer, with an internal wooden frame, designed to support some type of internal plaster. This is just an intelligent guess. TheGuthrie Presbyterian Church: (I might find the date it was constructed in my computer but likely is declared on the outside of the Church). The Presbyterian Congregation who constructed this Church, broke off from the Methodist religion, which at the time wanted to unite various congregations (Methodists, Congregationalists, and perhaps Baptists, likely in the 1920-30s(?), separating from the Guthrie United Church, and cemetery, which became the area- centre of the United Church of Canada. That Presbyterian Congregation (by a slim Page 63 of 571 5.b) Minutes of Heritage Committee meeting held on Monday, O... Page 64 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 65 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 66 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 67 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 68 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 69 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 70 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 71 of 571 5.c) Minutes of Special Council meeting held on Wednesday, O... Page 72 of 571 8.a) 10:00 a.m. Dale Biddell, United Way Simcoe Muskoka re: ... Council - Wednesday, November 9, 2016 United Way Simcoe Muskoka Dale Biddell o o Dale Biddell, CEO United Way Simcoe Muskoka, will be presenting on the impact of United Way's work in the local and surrounding communities including our Community Impact and Social Enterprise activities. For information and awareness. Samah Othman is a member of the United Way Board of Directors Page 73 of 571 8.a) 10:00 a.m. Dale Biddell, United Way Simcoe Muskoka re: ... United Way addresses priority social issues and makes decisions regarding community investment. October 6, 2016 Isabel Fernandes, Executive Assistant, United Way Simcoe Muskoka 1110 Highway 26, Midhurst, ON L9X 1N6 (705) 726-2301 ext.2021(705) 726-4897 ifernandes@unitedwaygsc.ca Page 74 of 571 8.b) 10:10 a.m. Rhonda Bochek and Terri Geddes re: 3392 and ... Page 75 of 571 8.b) 10:10 a.m. Rhonda Bochek and Terri Geddes re: 3392 and ... Page 76 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... President - Carla Y. Nell, Vice Municipal and Stakeholder Relations Medonte 2016 DELIVERING THE - 2016 ASSESSMENT UPDATE November 9, Township of Oro Page 77 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... 2020 - Tax Years 2017 2016 January 1, 2016 (valuation date) 2016 - Tax Years 2013 2012 January 1, 2012 (valuation date) 2012 - Tax Years 2009 2008 January 1, 2008 (valuation date) Page 78 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... years two PAN Redesign Sales Investigations & Data Quality Checks 2017 Disclosure & Consultation 2016 Municipal Connect Property Assessment Notice Mailings 2015 than previous assessment updates 2014 2016 ASSESSMENT UPDATE MPAC has been preparing the 2016 assessment update since early in 2014 earlier Page 79 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... value - extensive data cleansing and post Improved data and valuation readiness review 25 week Notice mailing schedule (April to November)Improved touch points and channels: Redesigned Property Assessment Notice, new videos and information sources, enhanced Aboutmyproperty.ca, new Municipal Connect 2.0 CHANGES IN APPROACH Page 80 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Properties in - video tutorials How MPAC Assesses Farm Request for Reconsideration Process for Business PropertiesHow Your Property Tax is calculatedUnderstanding PhaseAboutMyProperty New Brochures and that explain how properties are assessed TAKE A TOUR - HOW ASSESSMENT WORKS Page 81 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Elected) - Municipal (Elected and NonProperty OwnersIndustry AssociationsGovernmentMediaAssessment Review Board Stakeholders consultation, disclosure and engagement with Roll - communicated, with an opportunity for feedback, taking properties. the approach to pre star Hotels - Box & Shopping Centres ResidentialFarmMiningPits and QuarriesBigGolf CoursesFiveLands in TransitionSpecial Purpose Business Properties and transparent Property Sectors Open property owners, municipalities and industry associations Changes in valuation approach were into account the complexities of CHANGES IN APPROACH Page 82 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Deadline 8, 2017 15, 201721, 2017 Request for March 28, 2017 February February February Reconsideration Date 11, 2016 18, 201624, 2016 Notice Mailing October October October November 28, 2016 residential and business property owners to file an appeal with - , Managed Forests Landfills Type Partition Residential Properties - Deadline for multithe Assessment Review Board is March 31, 2017 Property Farm PropertiesBusiness PropertiesMultiBusiness and Special Purpose Properties, NOTICE MAILING SCHEDULE Page 83 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... And Municipalities PROPERTY Property Owners ASSESSMENTS? QUESTIONS ABOUT Page 84 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... MUNICIPAL CONNECT Page 85 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Methodology Guides and Property Profile Reports FARM AND BUSINESS Page 86 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... FARM AND BUSINESS Page 87 of 571 Detailed Property Information 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... FARM AND BUSINESS - ABOUTMYPROPERTY Page 88 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... HOW ASSESSMENT WORKS Page 89 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... MY PROPERTY MY PROPERTYABOUTMYPROPERTY.CA Page 90 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... REPORTS Page 91 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... MY NEIGHBOURHOOD Page 92 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... FAVOURITES AND PROPERTY PROFILES Page 93 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... MARKET TRENDS Page 94 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... SIMCOE COUNTY Local market trends reflect the median value for farm properties, regardless of the property class. This includes vacant farmland, farms with residences and outbuildings. MARKET TREND MAP Page 95 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... FARM TRENDS MARKET PRELIMINARY Page 96 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... FARMS process Affairs, farmers and review of vacant farm land neighbourhoods from 228 to 167 Agricultural Cost Guide sale verification he Ontario Federation of Agriculture, the t number of farm back to January 2008 ompleted a comprehensive improved the farm csales reduced the Implemented a new FARMS MPAC has strengthened the accuracy and equity of farm valuations for the 2016 Assessment Update. After consulting with Ministry of Agriculture Food and Rural municipalities, we: Page 97 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... 2016 FARM VALUES EXPLAINED Page 98 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... 35.0% 30.1% 30.0% 25.0% 20.0% 15.9% 14.3% 15.0% 12.4% 10.0% 6.8% 6.6% 6.2% 5.0% 0.0% 2009201020112012201320142015 ANNUAL CHANGES IN FARM VALUES Source: Farm Credit Canada 2015 Farmland Report Page 99 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Demand outweighs supplyLow interest ratesBuyers moving North to find lower priced land THIRD PARTY ANALYSIS OF FARMLAND VALUES IN ONTARIO Page 100 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... $22,800/ac$42,405/ac Class 1 2012 Class 1 2016 -- CVA = $2,350 CVA = $4,000 County Simcoe - Farm Trends $5,200/ac$7,400/ac Oro -- Class 1 2012 Class 1 2016 CVA = $4,425 CVA = $6,275 * NOTE: Above numbers are rounded approximations Medonte Medonte - Analyzed salesReviewed farm land classesRates developedExample is of Class 1 farmland which is considered highly productive farm land with minimal or no restrictions Field Office 16 Simcoe County and Oro Page 101 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... Login Acreage Roll NumberAboutMyPropertyLocation, description, municipality and school supportProperty FARM Contact Us Issue Date 2016 Assessed ValueAccount Information - OVERVIEW in provision - (by tax year) in Assessed Values 2020 tax years) - 2017 Assessed Value as of January 1, 2016Assessed Value as of January 1, 2012Change between 2012 and 2016Explanation of phase(Assessment Act)Phase (Request for Reconsideration Deadline Property Classification 2016 PROPERTY ASSESSMENT NOTICE Assessment Overviewproperty assessment? Page 102 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... 1300. . - For more FARM - property class Ontario Ministry of residential through the OVERVIEW , please contact OMAFRA at 1 877 424 Your property is assessed as a farm, however, the farm portion is currently in the You may be eligible for the Farm Property Class Tax Rate Program, administered Agriculture, Food and Rural Affairs (OMAFRA). information 2016 PROPERTY ASSESSMENT NOTICE Page 103 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... For % of the 25 FARM - OVERVIEW . regarding your eligibility for the Farm farmtax Program are typically taxed at municipality is responsible for setting property tax Your rates. Properties eligible for the Farm Property Class Tax Rate residential rate for municipal and education taxes. information Property Class Tax Rate Program, visit ontario.ca/ 2016 PROPERTY ASSESSMENT NOTICE Page 104 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... a Request for carefully to make sure the File Notice Assessment and one of our property assessment experts will to review the information MPAC has on file for your Contact us a Reconsideration or Appeal us File a Request for Reconsideration with MPAC before the deadline shown aboutmyproperty.ca guide you through your Property Assessment Notice. 1: Review 3: Contact 4: Request Review and validate your Property information is correct. If a factual error has been made, we will correct it.Visit property. help Farms, Managed Forest and Conservation Land Reconsideration with MPAC before the deadline shown on the Notice (120 days from the date of Notice mailing). Business on the Notice or an appeal with the Assessment Review Board before March 31. RESOLVING ASSESSMENT CONCERNS STEP STEP 2: CompareSTEP STEP Page 105 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... 000 11 51 Outstanding RESIDENTIAL - ) 4 172327 157 RfR Completed 55282327 157 Status Received RfR 20172016201520142013 Medonte - Tax Year Oro REQUEST FOR RECONSIDERATIONS ( Page 106 of 571 9.a) Carla Nell, Vice-President, Municipal and Stakeholder R... QUESTIONS? Page 107 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 108 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 109 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 110 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 111 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 112 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 113 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 114 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 115 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 116 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 117 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 118 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 119 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 120 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 121 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 122 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 123 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 124 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 125 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 126 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 127 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 128 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 129 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 130 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 131 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 132 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 133 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 134 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 135 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 136 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 137 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 138 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 139 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Page 140 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Implementation Plan ApprovalMunicipal Liaison GroupCreation of County-Funded ProgramsAffordable Housing DefinitionsInput on Provincial Legislative Changes 20,000 Homes Campaign Municipal Planning Tools and IncentivesCompletion of the 2015 Annual Report Upcoming Opportunities Outline Page 141 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... 292 units as of June 30, 2016$7.5 Million in municipal funding committed Association of Municipalities of Ontario (A.M.O.) ConferenceOGRA/ROMA Conference Progress has been made on reaching the target of phase one of the implementation plan for 2014-2017 to create 895 units of affordable housing County Council has committed municipal funding to create units in the 2016/17 budget cycles Advocacy by the County Implementation Plan Approval Page 142 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... forwardat the local level Our Community 10-Year Affordable Staff to staff discussion, info-sharing, and planning opportunitiesMonitoring and tracking affordable housing unitsReporting processesProviding input on municipal housing tools and incentives Key contacts from each member municipality were appointed Objective: to move Housing and Homelessness Strategy Municipal Liaison Group Page 143 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... $1.5 Million allocated for 2016/17Project to create approximately 60 affordable units for low to moderate income renter households$6 Million ApprovedAssist approximately 100 low to moderate income households (phased-in approach 2016/17) Secondary SuitesRent Subsidy Program Creation of County-Funded Programs Page 144 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Housing Services Act, 2011Planning Act, 1990 Promoting Affordable Housing Act Provincial Long Term Affordable Housing Strategy UpdateCreation of the Amendment to the Amendment to the Input on Provincial Legislative Changes Page 145 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... A total of 292 surveys out of the 300 people surveyed were data entered into an anonymous database A national initiative aimed at housing 20,000 vulnerable homeless people by July 1, 2018Led locally by the Simcoe County Alliance to End Homelessness (SCATEH) Supported by County of Simcoe one-time funding of $20,000 to the David Busby Street Centre300 people experiencing homelessness participated in a survey 20,000 Homes Campaign Page 146 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Affordable Housing interactive plenary 2015 and workshop 2016Building Industry and Land Development AssociationMunicipal Liaison GroupLandlord Task Group Feedback was collected to complete a Best Practices Information Sheet that outlines an Optimal Standard of municipal tools and incentives Jurisdictional Review of tools and incentives in neighbouringmunicipalitiesSimcoe County Conference 2015 and 2016Presentations and consultations: Municipal Planning Tools and Incentives Page 147 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... 100% Development Charge Relief 100% Property Tax Incentives 100% Waived Planning and Building FeesReduced/Waived Parkland Dedication RequirementsReduced Parking Requirements Dedicated Project Manager/Fast Track Approval SystemPre-zoned Areas (Flexible Zoning)Surplus Land (Pre-Approved)Economical Built FormsCapital Funding Promotion of Inclusionary Zoning Based on the consultations that were done, the Optimal Standard of municipal tools and incentives include the following: Municipal Planning Tools and Incentives Page 148 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... social housing assets in County 80 units were underway during 2015 and are set to open in 2016 Hosted focus groups with the Building Industry and Land Development Association and local landlords207 new units created since the Strategy was approved $5.5 Million invested in maintaining owned and non-profit housing County continues to provide development charges and property tax incentives for affordable housing development409 households retained housing status at 6-month follow-up Measures and evaluates the second year of implementing recommendations contained in the Strategy, i.e. to December 31, 2015Some Achievement Highlights Completion of the 2015 Annual Report Page 149 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Rent supplement/housing allowanceSecondary suitesAffordable homeownership down paymentsNew rental developmentUnits maintained or made accessible through Ontario Renovates program Median Household IncomeAverage Market RentAffordable House PriceAffordable Housing Target for 2024Total units created Jan. 1/14 _June 30/16: Repairs/Accessibility Upgrades: Affordable Housing Progress in Your Municipality Page 150 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Allocation of $13,275,800 federal-provincial funding for 2016/17Rental projects, County development charges rebates, and property tax grantsUtilizing vacant parcel of land and demolition of 30 existing Social Housing units for creation of 147 new units; result is net gain of 117 units To act on municipal interest in affordable housing development Partnership with Simcoe County Housing CorporationInvestment in Affordable Housing 2014 Extension Program (IAHE) Social Infrastructure FundingSimcoe County Housing Corporation Collingwood Redevelopment2016 Call for Proposals Upcoming Opportunities Page 151 of 571 9.b) Arfona Zwiers, Director, Social Housing, County of Simc... Questions? Page 152 of 571 1 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 153 of 571 Corporation of the Township of Oro Operations Service Review Final Report to Township Council November 9, 2016 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... - 01 (the - wnship of Oro nt CS 2016 To rent ways. Reviews th the intention of ume ffe wi eel free to contact the ed to us. d level of services. As e f ered by the Township in ord nde sid Medonte - and Community Services opoloni@kpmg.ca | 2016 Medonte, Ontario L0L 2E0 - Mr. Shawn BinnsDirector, OperationsCorporation of the Township of Oro 148 Line 7 SouthOroNovember 9, Dear Mr. BinnsAs outlined in the RFP, the purpose of the review was to evaluate the services and organizational structure of the Departmentidentifying potential opportunities for efficiencies while at the same time ensuring sufficient resources to deliver the inteoutlined in further detail in our report, the review has identified a number of potential courses of action that could be conorder to achieve these outcomes. Our review benefitted significantly from the input and contributions of Township employees who participated in a number of disuch as this can be difficult for staff and we would be remiss if we did not express our appreciation for the cooperation affWe trust our report is satisfactory for your purposes and appreciate the opportunity to be of service to the Township. Pleasundersigned at your convenience should you wish to discuss any aspect of our report.Yours truly,Per Oscar Poloni, Partner705.669.2515 Page 154 of 571 3 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 155 of 571 Corporation of the Township of Oro Executive Summary 4 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... year - t engineering will delivery of its $6.6 million) of ng on a five recreational nes the results of ve, with $37.4 ure; and Recreation ts tablishment of two tli % ( usi as cti functional units uct ns of the Department to tio two ffi noted functions that will see the es - term transition period, however, developmen - - , which will be responsible for roads, parks and facilities, as well as recreational programming; and , which will be responsible for water treatment and distribution. In addition, Environmental Services is intended to be Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Background to the Review Operations DepartmentEnvironmental Services An assessment of the efficiency and effectiveness of the Departments;An evaluation of current service levels and areas for potential change; andThe forecasting of necessary resources (personnel, financial, equipment and corporate systems) to support the Department in iservices. Township of Oro Executive Summary our analysis, including potential courses of action for consideration by Township Council and staff.A.programming and community development. As a result of upcoming retirements, the Township has proposed a restructuring of the aboveseparate departments:budgeted operating expenses in 2016. Additionally, the Departments have seen major resources allocated from a capital perspemillion in capital funding assigned over the past five years, of which half ($18.8 million) was allocated to roads capital. In connection with the restructuring of the Departments, the Township has requested a service review of the Departments. Focplanning horizon, the objectives of the service review included:Given the nature of our review, the scope of our analysis has (in certain instances) extended beyond the activities and operainclude corporate processes that involve the Department and impact its processes and operations. Page 156 of 571 5 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... work within not (i) have a ns the Township, we tomer service. orate policies and n open work orders oes cies and exposing ntrols (either too ns. change and additional of rement function) that force that is focused orp cus p o co ien bject to gaps and as ate, having not been rom the Township orkocu so adversely impact on rom su f d e f al Based on the results of our review, it appears that the ffi The results of our review have identified a number of From an operational perspective, the key tool for ensuring customer Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Key Themes A review of relevant documentation, including financial reports, agreements and operating statistics;A comparison of key financial indicators against other municipalities; andConsultation with Township personnel and selected other parties through individual interviews as well as group working sessiointense or insufficient) and the absence of coordination between Township departments. In addition to reducing overall efficthe Township to financial cost (or in the case of insufficient controls, financial loss), the nature of certain processes maycustomer service. the Departments. While the work order system is in place and does effectively assign work, we note that the current system dconsistent approach to assigning priorities to work orders and as a result, similar situations may elicit a different responsdepending on the individuals involved; and (ii) the Township does not appear to monitor its performance, with ad hoc follow uand response times.Corporate policies and practices may not be consistently applied across the Township. Township may be at the risk of inconsistent decision making due to an inconsistent understanding and application of certain csuch, do not cover all necessary aspects. In addition, the Township lacks certain dedicated resources (e.g. a centralized prwould ensure consistency throughout the organization. Given the importance of corporate policies to the overall performance suggest that this should be an area of immediate focus. Township of Oro Executive Summary B.Our review of the Departments involved several approaches to gathering information and identifying areas for improvement:on customer service and maximizing value for taxpayers; and (ii) an overall focus and emphasis on continuous improvement and Notwithstanding these positive attributes, the results of our review also identified areas where the Township would benefit ffocus. Key themes involving potential improvements include the following: Page 157 of 571 6 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... $2.18 ndition co and er of $29.3 ovements. tional facilities cate sufficient he majority of mpr Township has rea ation of the road ite improvements llo , t d over the following nfrastructure esp ire aved roads as opposed h p While the nsh including its asset management plan, of the road network and associated impact on driving ffi have identified the need significant i repairs eterioration d year capital requirement at the end of 2015 to be in the ord - ; Previous studies commissioned by the Township basis. Operations Service Review results of the 2014 community survey indicate that respondents had relatively high levels of dissatisfaction with the surface © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte bridge inspections (conducted every two years) have identified an immediate capital expenditure requirement of $2.06 million - network. 2019; and 2016 million.network due to usage and climatic conditions, which will result in roads moving from good to fair to poor condition.made significant investments in the road network, the roads needs assessment identified the fact that it does not currently afunding for road maintenance activities and as such, the overall condition of its road network will continue to deteriorate dmade on an annual million for roadside protection, with an additional $3.03 million to be spent over the next five years and $4.03 million requfive years and an additional $192,800 in operating funding for maintenance and The to The Township faces a significant infrastructure deficit. roads need study, engineering inspections of bridges and facility condition assessments reinvestment requirements: Township of Oro Executive Summary program, which has led to the requirement for a higher level of roads maintenance activities and capital costs associated witto gravel roads. The effects of this infrastructure deficit are manifested through the conditions. The of the road Page 158 of 571 7 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... ain ate report for par wish to consider as it f Council due to the the course of the review. acquisition or disposition n o ng ing Township may ffi have provided the basis for opportunities that the review Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - key themes that have emerged from the service he continued upkeep of road network improvements made under its road paving program; Opportunities for consideration TThe need to address new services coming online, including stormwater and wastewater management. Township of Oro Executive Summary C.The seeks to enhance current and future services and service levels, including:Pursuant to the provisions of the Municipal Act, matters involving identifiable individuals (s.239(2)(b)), the proposed pendiof land (s.239(2)(c)), and/or labour relations or employee negotiations (s.239(2)(d)) can be discussed during a closed sessiosensitive nature of the matters involved. KPMG has requested that opportunities meeting these conditions be included in a sepresentation to Council during closed session. As such, this report does not include all of the opportunities identified dur Page 159 of 571 8 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... l purchases, ffi currently required to maintain manual documentation with respect to its roads maintenance facing activities while at the same time providing better documentation as to maintenance activities - process mapping undertaken as part of the review identified in excess of 25 potential improvements to the present time, the Township uses licensed water system operators to perform manual meter readings, which DescriptionTheabsence of monitoring of its response performance. The implementation of a new work order system (as part of to addressing requests for service is effective. We understand that the Township is seeking a new work order and asset management systems as part of the implementation of its IT master plan.The Township isactivities, which is inefficient and potentially exposes it to increased litigation risk (and costs). The implementation of full GPS capabilities is intended to automate the data collection process, allowing Township personnel to focus on customerundertaken.Atrequires between 90 to 100 hours per billing cycle. The full implementation of wireless meter reading would significant reduce the time required for meter readings, allowing the Township to redirect licensed water operators to other, higher value, uses.The results of our review have identified other potential efficiencies that could result from capitaincluding the acquisition of a second hot mix trailer for summer roads maintenance, the acquisition of a wood chipper for parks personnel (which would reduce travel time between work sites and the County landfill) and the purchase of tablets for use by roads personnel.Business Operations Service Review a new work © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Implementorder systemImplement full GPS capabilities for public works vehiclesImplement full wireless meter readingConsider other technology solutionsAddress operationalprocess issues Opportunity1.2.3.4.5. Township of Oro Executive Summary Page 160 of 571 9 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... existent; (ii) inconsistently applied - and Environmental Services Departments, the ffi in road paving, the Township has altered the nature of its road network. ) the appropriate classification of roads between urban and rural and arterial, collector and local i use of key performance indicators allows the Township to monitor its overall performance and link its year capital financing program that would see its municipal levy increase by an additional 2% annually for - a means of addressing its capital funding shortfall, the Township may wish to consider the implementation of a DescriptionAsfivean operational perspective, the Township may wish to consider an increase in its annual roads maintenance budget of approximately $500,000 in order to ensure compliance with maintenance standards and appropriate maintenance of its road network.Township may wish to address certain aspects of its corporate processes that were identified through the course of our review, most notably instances where corporate processes were (i) nonthroughout the organization; or (iii) no longer appropriate for the Township given the continued growth of the Township. Thenumber of key performance indicators that the Township may wish to consider adopting.With the significant investmentAccordingly, the Township may wish to consider undertaking a road network plan that would address a variety of items, including (roads; (ii) potential revisions to speed limits that reflect the change of roads from gravel to asphalt; (iii) revised maintenance standards for roads paving that will reflect the nature of the road network (four inches of asphalt surface, underlying granular base, drainage ditches, guide rails, signage, etc.).the identification of the required level of financial investment. Operations Service Review indicators © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. corporate resources to Medonte - Ensure appropriate financialaddress service level and infrastructure requirements Addressprocesses issues and gapsImplement key performanceUndertake a roadsnetwork plan Opportunity6.7.8.9. Township of Oro Executive Summary Page 161 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 10 term - medium or long t, ffi Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Implementation Township of Oro Executive Summary D.We have provided the Township with a suggested implementation framework that categorizes the identified opportunities as shorpriorities, which we have summarized on the following page. Page 162 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 11 g n o L (2+ Years) Introduce key performance indicators 8 ffi m Address corporate process issues and gaps u i d e 7 Consider other technology solutions M e (1 to 2 Year) 4 m a r f e Implement full wireless meter reading m i T 3 2 6 1 vehicles requirements Implement a new work order system Undertake a roads network plan Implement full GPS level and infrastructure 9 t r Ensure appropriate financial capabilities for public works o resources to address service h S (<1 Year) Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. 5 Medonte - Address operational process issues, including work order processing, water billing and fuel inventory management Low Med High Township of Oro Executive Summary ytiroirP Page 163 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 12 ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 164 of 571 Corporation of the Township of Oro Study Overview 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 13 . ngineering as for the d E ell compliance, ining:. ory d appropriate; stablished service levels, process potential areas for focus. ere t e review , 2016, which incorporated the th Departments and to discuss the service ffi unit th bargaining confirm the terms of our engagement and the scope for work for the review Township to - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte of Council were interviewed to gain their perspective on the review, services provided by the - initial meeting was held with representatives of the Terms of ReferenceMethodology The effectiveness and efficiency of the current service provision for transportation, parks, facilities and recreation againswith the identification of potential adjustments to service levels, operating policies and practices and technology as considThe operating and capital needs over the five year planning horizon (2016 to 2020);Necessary corporate supports and systems, including but not limited to enterprise risk management, quality assurance, regulatprocurement and project management;Key performance indicators that could be considered by the Departments as a means of measuring and reporting performance as wpurposes of establishing annual budgets.An initial meeting was held with representatives of the Subsequent to the commencement of the review and initial planning meeting, the scope was expanded to include Environmental anServices. Members An Township of Oro Study Overview A.proposal document OCS 2016 B.Our approach to the service review involved the following major worksteps:Confirmation of project scope Page 165 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 14 ertaken ridges, acilities and ated service ng: r b oci nt. ture and the required eme ruc ffi (2) (operating and capital) management) to gain an understanding of key processes und - to delivering these services; (iii) the associated level of resources (financial order management and staff scheduling (transportation) . Public works depotsCommunity halls (2) WorkWork order management and staff scheduling (environmental services)Work order management and staff scheduling (parks, facilities and recreation)Development engineering servicesContract administration Financial budgetingSick leave and attendance management , organizational structure, staffing and financial performance was reviewed and summarized to - Operations Service Review and performance management © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. scan Medonte - meter installations, reading and billing Water treatment facilities (4)Township arena WaterProcurement and purchasingRecreational programmingFacility rentalsFleet maintenance PersonnelEnterprise risk management Methodology (continued) Information concerning the (i) identify the types of services provided; (ii) the and personnel; (iv) performance outcomes; and (v) funding sourceslevel of capital investment.Interviews were held with management personnel within the Departments to discuss the nature of the services provided, the asslevels, the method of delivery and areas for potential improvement.Working sessions were held with nonrecreation functional units to discuss the nature of services provided, the method of delivery and areas for potential improvWorking sessions were held with Township personnel (management and nonby the Departments, including:Discussions were held with Township management personnel to discuss supporting corporate systems for the Departments, includi Township of Oro Study Overview B.Environmental Page 166 of 571 Tours were conducted of selected Township infrastructure, including: 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 15 . This e incorporated hav November 2015. design. in al made based on the feedback received. ffi has been validate our findings and conclusions. organizational structure were identified and presented in our closed session report Township management to current and proposed organizational structures was obtained through a review of available documentation Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - validation Methodology (continued) Information concerning the as well as discussions with Township personnel (both individually and during functional team meetings).Organizational structures for other municipalities were reviewed to identify best/common practices for municipal organizationPrinciples for the restructuring of the analysis of the organizational structure builds on the initial work undertaken by Township personnel and presented to CouncilA preliminary version of our report was provided to As considered appropriate by KPMG, adjustments to the preliminary version of the report Subsequent to the review of our draft report by Council, KPMG has reviewed feedback received and, as considered appropriate, this feedback into our final report. Township of Oro Study Overview B.Organizational design evaluationReport Page 167 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 16 itiveness, herent cost er resource pet in ult of a greater low l services, with ies. res litter extent of ipa ng the comparative g the 17 other Simcoe rea cti vin y in providing a similar th service levels and enc bo ffi ) 2 1,200 lane km) 600 km Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Comparative Analysis Larger urban communities such as Barrie and Orillia will have higher roads maintenance standards (and associated costs) as a number of higher class roads (Class 1 and 2). In addition, these communities will have more recreational facilities with a grecreational programming;Communities with smaller geographic footprints such as Midland and Collingwood will have smaller road networks, resulting in requirements for maintenance. At the same time, smaller communities will also benefit from fewer water systems, providing anefficiency when compared to the Township which operates 14 water systems.Communities with similar geographic size (Communities with similar sized road networks (Lower tier municipalities located within a county system . Township of Oro Study Overview C The Township routinely performs a comparative analysis of key financial indicators as well as staff compensation levels involresidential tax rates and average municipal expenditures per household that are lower than most of the Simcoe County municipaboth in terms of taxation levels and the ability to recruit and retain staff, the analysis will be impacted by differences ineconomies of scale. For example:level of service as other communities, we have selected a different comparator group for the purposes of the review. In selemunicipalities, we have considered the following:Based on these considerations, our selected comparator group is provided on the following page. Page 168 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 17 970 km953 km767 km 1,235 km1,014 km1,630 km Total ng analysis, which rki 68 km 190 km301 km475 km462 km355 km Unpaved Road Network (lane kms) 780 km652 km539 km412 km 1,167 km1,168 km Paved ffi 222222 km 587 km605538 km557 km972 km588 km Geographic Area 9,2465,8725,7896,1635,630 10,149 Households and Glengarry County SimcoeStormont, DundasBruceSimcoeFrontenacGrey Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - CommunityMedonte - Comparative Analysis (continued) OroSouth GlengarryKincardineClearviewSouth FrontenacMeaford Township of Oro Study Overview C. Page 169 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 18 Medonte - Medonte. - audited nor rojections are based advice and be provided to KPMG d the variations may ot l p of an on st its comments Township of Oro dju Township of Oro ffi are we an insider or associate of the Medonte nor - Township of Oro are acting objectively. Medonte and - Our fees for this engagement are not contingent upon our findings or any other event. Accordingly, we believe we are Operations Service Review Township of Oro © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - report includes or makes reference to future oriented financial information. Readers are cautioned that since these financia Restrictions its management team. . Township of Oro Study Overview D This report is based on information and documentation that was made available to KPMG at the date of this report. KPMG has notherwise attempted to independently verify the information provided unless otherwise indicated. Should additional informatiafter the issuance of this report, KPMG reserves the right (but will be under no obligation) to review this information and aaccordingly. Pursuant to the terms of our engagement, it is understood and agreed that all decisions in connection with the implementationopportunities as provided by KPMG during the course of this engagement shall be the responsibility of, and made by, the This on assumptions regarding future events, actual results will vary from the information presented even if the hypotheses occur,be material. Comments in this report are not intended, nor should they be interpreted, to be legal advice or opinion.KPMG has no present or contemplated interest in the or independent of the Page 170 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 19 ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 171 of 571 Corporation of the Township of Oro Departmental Overview 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 20 time, - Fire $1.62 $2.63 Police (2016) $3.12 Admin $1.57 Parks and recreation group, in millions $3.44 Other $6.60 ffi Public works Budgeted expenditures by functional geographical area. In order to meet the needs of its residents, the Township employs more than 125 full 2 1994, the Township represents the sixth largest municipality in Simcoe County by population, with 9,246 households Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - time and seasonal employees. - municipal road network paved in 2016 as compared to 63% in 2007;Capital investments associated with the assumption of private water systems, with the number of systems under management increasing from 11 to 14 since 2011; andFleet renewal for both roads and water services. Township of Oro Departmental Overview Established by amalgamation in partDuring the 2016 fiscal year, the Township has budgeted to spend just under $19.0 million for all municipal services, the majority of which ($12.2 million or 64%) will be funded through municipal taxes. In terms of total operating costs, the five largest functional groupings account for 82% of total municipal expenditures.works function, which incorporates the management of its road and water networks, represents 35% of all municipal operating costs. Public works investment over the last five years, with a total of $18.8 million budgeted for capital roads projects between 2012 and 2015, with a further $10.6 million budgeted over the same period for capital water projects. For the most part, these capital allocations were used for:In addition to the capital allocations for public works, the Township also budgeted $8.5 million in capital expenditures over the last five years for parks and recreation infrastructure, which included improvements to the Community Arena and Nurse Practitioner Clinic. Page 172 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 21 atment and tre ell as the delivery nating engineering and recreational rdi s w rks Community Services Director, Recreation and Supervisor, Parks and Facility OperationsCoordinator, Community Recreation ffi noted services) is as follows: - two separate functional areas: Mayor and Council Chief Administrative Officer and programming. Environmental Services Manager, Transportation ServicesManager, Environmental ServicesOperations Technologist Director, Transportation and responsibilities for these services are divided between Operations Service Review , the © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - services, both developmental and operational; Township of Oro Departmental Overview services. Currently Page 173 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 22 a restructuring of ming; and ing ram levels, resources and ce term Planning - term, with development - LongDevelopment Engineering (interim) Director, Development Services distribution in the short ffi management* Mayor and Council Environmental Services Water treatmentWater distributionWastewater management*Development engineering*Stormwater Director, Engineering and Chief Administrative Officer * Future services management services to be managed by the department over the longer term. stormwater Services, which will be responsible for water treatment and Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Director, Operations Transportation Facilities management (indoor and outdoor)Recreation programmingCommunity programmingFleet management a result of the upcoming retirement of the Director, Transportation and Environmental Services, the Township will be undertak Operations Department, which will be responsible for roads, parks, trails, facilities, fleet management and recreational progEngineering and Environmental engineering, wastewater management and Township of Oro Departmental Overview As these departments into two new departments:Upon completion of the restructuring, the assignment of roles and responsibilities will be as follows:This chapter provides an overview of the functional units involved in the reorganization and their associated services, servifinancial performance. Page 174 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 23 ation that revised ect verage annual daily . Under the regulation, y class of road, with the th e a s 5 y b Highways (which has been amended ffi Minimum Maintenance Standards for Municipal 239/02: provides further clarification by establishing minimum maintenance standards for a range of road network maintenance Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - MandateBasis of delivery Patrolling highways to monitor conditionsSnow plowingIce prevention (sanding and salting)Surface repairs, including potholes and surface cracking . Township of Oro Transportation Services A Representing the largest functional unit within the Department, Transportation Services is responsible for the maintenance ofnetwork, including associated drainage infrastructure, bridges, signage and streetlighting. B.Section 44(1) of the Municipal Act establishes the by Ontario Regulation 47/13) activities, including but not limited to:Under Ontario Regulation 239/02, municipal roads are divided into one of six classes, with the categorization depending on thtraffic volume and the posted speed limit (see next slide). As noted on the following slides, maintenance standards will varstandards decreasing (both in terms of response time and service level) as the classification progresses from Class 1 to Clasminimum maintenance standards do not apply to Class 6 roads. The minimum maintenance standards are currently under review by the Province and as such, are subject to change, with the expstandards will be implemented in 2017. Page 175 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 24 <41 50 Class 5 - 41 Class 4 Class 6 60 - 51 Class 3 ffi Class 2 70 - 61 (kilometres per hour) 80 Speed Limit - 71 90 - 81 Class 1 >90 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Annual Daily Traffic 14,99911,999 -- 9,9997,9995,9994,9993,9992,9991,999 ------- 999499 -- 199 - Average >15,00012,00010,0008,0006,0005,0004,0003,0002,0001,00050020050<50 Township of Oro Transportation Services Classification of Roads Under Ontario Regulation 239/02 Page 176 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 25 roads maintenance standards are not established for Class 6 Minimum 6 2 days 5 8 cm 30 days14 days 10.0 cm10.0 cm 24 hours16 hours 180 1000 cm 5 cm width 5 cm depth 2 4 8 cm 8.0 cm8.0 cm 14 days14 days 16 hours12 hours 180 days 1000 cm 5 cm width 5 cm depth Class 2 ffi 3 8 cm 7 days 8.0 cm8.0 cm 8 hours 60 days14 days 12 hours 1000 cm 5 cm width 5 cm depth 2 not inclusive of all standards 2 days 8 cm 4 days7 5.0 cm5.0 cm 6 hours4 hours 30 days 800 cm 5 cm width 5 cm depth 2 1 8 cm 4 days7 days 2.5 cm2.5 cm 4 hours3 hours 30 days 600 cm 5 cm width 5 cm depth pothole required on paved which repairs (three or more Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - time that snow clearing must be time to treat icy roadwaysurface area of potholes on paved dimension of cracks before repairs time within which required crack Maximum accumulation before snow clearing commencesMinimum depth that snow must be cleared toMaximumcommenced once snow accumulates to maximum levelMaximumMaximumroadways before repairs are requiredMaximum depth of potholesroadways before repairs are requiredMaximum time withinrepairs are to be completedMaximumare requiredMaximumrepairs are to be completedMaximum time within which to complete required streetlightconsecutive are not functioning) Township of Oro Transportation Services Minimum maintenance standards by class of road (selected standards only Page 177 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 26 for ndards is ot at fault; and sue of the associated s n ns of Transportation re tio h the minimum Montani v. Matthews, 1996; g. compliant wit - ffi South Yard Operations employees, with overall responsibility resting with the compliance with minimum maintenance sta Supervisor (1.5)Lead hand (1)Mechanic (1) vacantOperator 1 (FT) (8)Operator 1 (PT) (2)Operator 3 (1) - time - three part Manager, Services (1) time and Transportation - full 23 North Yard Operations Transportation Services is structured around two operating yards (North Yard and South Yard) Supervisor (1.5)Lead hand (1)Operator 1 (FT) (7)Operator 1 (PT) (1)Operator 2 (1) Operations Service Review transportation services is comprised of © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - below, an organizational perspective, Organizational structure (before restructuring) noted The presumption of liability on the part of the municipality, which places the onus on the Township to demonstrate that it waThe presence of joint and several liability, which may result in the Township paying a higher portion of damages than its shaliability. Township of Oro Transportation Services In addition to Ontario Regulation 239/20, a number of other Provincial and Federal acts and regulations also impact the operaServices. The issue of what constitutes minimum maintenance standards with respect to the prevention of icing has emerged as a major ismunicipalities. Litigation continues to refine the specific definition of municipal responsibility for roads maintenance (e.Giuliani v. Halton, 2011), with significant financial costs to those municipalities that have been found to be nonmaintenance standards. The potential financial risk to the Township in the event of noncompounded by:C.From As Manager, Transportation Services. Page 178 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 27 61 Class 6 19 Class 3 116 Class 5 tation Services is por 415 Class 4 Township Road Network by Class (km) ffi Ontario or slightly up road base, snowbank widening, winter roads patrol - network divided roads maintenance activities on 609 kilometres of roads (1,218 lane kilometres). on its own forces to perform winter roads maintenance (14 routes), although external service sanding, salting, removal of build Winter roads maintenanceSnowplowing,Winter roads maintenance is provided at a level that meetsexceeds the minimum maintenance standards established in between Class 3, Class 4 and Class 5 roads. While certain of the require no maintenance under Ontario Regulation 239/20), these are roads maintenance program.The Township relies primarilyproviders are used for three additional winter roads maintenance routes.The Township is responsible for the winterDuring the 2015 fiscal year, the Township spent a total of 8,715 hours performing snowplowing, sanding and salting and daytime winter roads patrol, with an additional 1,180 hours incurred for winter roads night patrol (contracted service).As noted on the following page, approximately 80% of winter roads maintenance activities were performed during the months of January to April 2015, with more than 40 events during this period. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Services and service levels ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Transportation Services D.A summary of the activities, service levels, delivery methods and level of activities for the major services offered by Transprovided below. Page 179 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 28 Dec Nov Oct Sep ffi Aug Night Patrol Jul Snow Plowing While we have not attempted to determine the circumstances for winter roads maintenance hours in June and July, these may reflect errors in timesheet coding. However the cumulative hours are not considered to be material to our analysis. Jun May Apr Mar Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 500 Township of Oro Transportation Services Page 180 of 571 Winter Roads Maintenance Hours by Month (2015) 3,0002,5002,0001,5001,000 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 29 Dec is provided at Nov year round) Oct Sep Ontario Regulation 47/13, which prescribes response on road surface maintenance, which included the ffi Aug Jul maintenance of road surfaces (which is performed Jun May on its own forces to perform the majority of maintenance activities on road surfaces, with external Apr the minimum maintenance standards established in of road surfaces with winter roads maintenance, the Line painting maintenance (including cold patching, application of hot mix), loosetop maintenance (including grading, dust control Mar MaintenanceHardtopand gravel application), line paintingConsistenta level that meetstimes for pothole patching, crack repairs, surface discontinuances and shoulder drop offs.The Township relies contractors assisting with line painting and dust control activities.During the 2015 fiscal year, the Township spent a total of 3,418 hoursapplication of 200 tonnes of cold mix and hot asphalt patching and 23,400 litres of dust control chemicals. As noted below, road surface maintenance is heavily skewed towards the spring, summer and fall operating season. Loosetop Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Hardtop Jan 0 ServiceActivitiesService levelDelivery modelLevel of activity Roads surface maintenance hours by month (2015) Township of Oro Transportation Services 600500400300200100 Page 181 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 30 Dec Nov Oct Sep on drainage maintenance, the majority of which ffi Aug Jul Jun May Stormwater on its own forces to perform drainage maintenance. Apr Catchbasin with standing water greater than 150 mm (six inches) for more than two consecutive weeks that is causing road , stormwater pond maintenance, catchbasin maintenance Mar Ditchesdamage will be cleared immediatelyRegular ditch maintenance activities will be performed on a scheduled basis from June to OctoberDriveway culverts will be replaced as soon as practical if the culvert has risen more than 150 mm (six inches) due to frost heaveMunicipal catchbasins will be inspected annuallyStormwater pond maintenance will performed on an emergency response basis only Drainage maintenanceDitchingThe Township relies During the 2015 fiscal year, the Township spent a total of 1,918 hours(72%) was spent during the period from April to October 2015. Ditching Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 ServiceActivitiesService levelDelivery modelLevel of activity Drainage maintenance hours by month (2015) Township of Oro Transportation Services 500400300200100 Page 182 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 31 Dec Nov Oct Sep on roadside maintenance. ffi Aug Jul Jun May up, grass cutting three times per year along rural roadways, with subdivision roads cut once a year - on its own forces to perform roadside maintenance, with external contractors involved in Debris and litter Apr and litter pick maintenance (excluding drainage) Mar Grass cutting Grass cutting is performedNoxious weed spraying is performed on a complaint basis onlyTrees will be removed from roadways as soon as possibleDead or dying trees located on the road allowance will be cut down as resources permit RoadsideBrushing, debrisThe Township relies primarily brushing and roadside grass mowing.During the 2015 fiscal year, the Township spent a total of 3,791 hours Feb Operations Service Review Brushing © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 ServiceActivitiesService levelDelivery modelLevel of activity Roadside maintenance hours by month (2015) Township of Oro Transportation Services 900800700600500400300200100 Page 183 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 32 on other maintenance activities, 55% of which (2,500 ffi in excess of three metres are inspected every second year on its own forces to perform streetsweeping, signage inspection and maintenance and guardrail annual bridge inspections are performed by external service providers. Sign inspections are completed by - and culvert inspections and maintenance, streetsweeping, guiderail maintenance, signage inspection and maintenance Bridges and culvertsBridge and culverts in excess of three metres are repaired on an emergency basisReflectiveness of traffic signs are tested annuallyStop signs and stop ahead signs are repaired within two hours of the Township becoming aware of the issueannuallyGuide rail maintenance is performed as requiredThe Ontario Structures Inspection Manual establishes the requirement to inspect bridges every two yearsOntario Regulation 239/02 establishes inspection and repair/replacement requirements for traffic signsOntario Traffic Manual, Book 11, establishes minimum requirements for pavement, hazard and delineation markings (including painting)Roadside Safety Manual prescribes standards for guide rails OtherBridgemaintenanceMinimum service levels for other maintenance activities are established by the Province of Ontario, as follows:The Township relies maintenance. Bian outside contractor.During the 2015 fiscal year, the Township spent a total of 4,568 hourshours) related to streetsweeping activities. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Transportation Services Page 184 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 33 Dec Guardrails Nov Oct Bridges and culverts Sep Signs ffi Aug Jul Streetsweeping Jun May Apr Mar Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 800600400200 Other maintenance hours by month (2015) Township of Oro Transportation Services 140012001000 Page 185 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 34 17.1% +2.7%+5.5%+4.7% - +19.1%+18.6%+17.1%+16.6%+10.2% Annual Increase Average . Contractor costs tion of contractor noted on the get zed below: million (2016), por As ari .04 $73,801 $277,777$190,699$139,044$102,683$312,768$942,705$802,705 ($154,067)($140,000) Increase Total Budgetary $99,092 $477,244$332,520$254,898$191,569$192,391 ffi ($155,000) $2,487,486$4,035,200$3,880,200 2016 Budget $88,886 $252,177$141,821$115,854$118,590$200,509 ($15,000) $2,174,718$3,092,495$3,077,495 2012 Budget thirds of the operating budget: - $1.61 million (40.0%)$0.48 million (11.8%)$0.33 million (8.2%)$0.29 million (7.2%) Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. time projects - Medonte - one maintenance projects funded through reserves operating costs maintenance time - Financial Performance Winter roads maintenanceHardtop maintenanceBrushingDitching HardtopBrushingAdministrationSignageStreetsweepingLoosetopAll other activitiesTotal beforeOneAdjusted . Township of Oro Transportation Services E During the 2016 fiscal year, the Township has budgeted $4.035 million in operating expenditures for Transportation Services. following page, the four largest services account for twoWages and benefits represent the largest single expense category, amounting to $1.97 million or 49% of the 2016 operating bud(both contracted equipment and contracted services) amount to $686,000, or 17% of the total budget. The relatively small proOver the last five years, budgeted operating costs for transportation services have increased from $3.09 million (2012) to $4representing an average annual increase of 5.5%. The largest changes (positive and negative) in the last five years are summ Page 186 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 35 $99,092$63,073$40,938$48,800$17,890 Total $477,244$332,520$290,839$254,898$192,391$191,569$174,712$125,254$111,509 ($227,000) Expenses $1,614,471$4,035,200$3,808,200 $15,000$25,000$55,000$95,000 Items Capital $66,500$66,500 Utilities $75,000$75,000$18,000$15,000$40,000$45,600$21,500 Costs ffi $180,000$470,100 Contractor $4,200 $75,000$63,000$16,000$58,000 $216,200 Equipment Contracted $640 $8,517$1,973$8,338$3,800$6,909 $75,873$45,000$55,000$55,363$19,210$23,554$12,592 $280,748$597,517 Vehicles (Internal) $500 $7,500$7,000$6,000$2,600$8,000$5,000 $78,000$15,000$84,637$20,000$53,212$15,000$15,000 $300,000$617,449 Materials $2,250 $67,500$40,500$15,000$30,000$21,000$20,100 $853,723$248,371$130,020$157,839$146,744$130,028$109,359 Benefits $1,972,434 Wages and Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. revenue Medonte - taxation support and South Yards taxation - Budgeted Expenditures (2016)Winter maintenanceHardtop maintenanceBrushingDitchingAdministrationStreetsweepingSignsNorthBridges and culvertsLoosetop maintenanceGrass cuttingDebris and litter pickupGuardrailsLine paintingOtherTotalNonMunicipal Township of Oro Transportation Services Page 187 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 36 52% 30% 17% Streetlights h transportation nity survey also ningful numbers wit mmu mea48% 32% 21% Drainage Dissatisfied or Very DissatisfiedNeutralSatisfied or Very Satisfied 47% 36% 18% Sidewalks ffi 68% 14% 18% Winter control 63% 25% 12% Road signs 44% 28% 28% Road upgrades 44% Operations Service Review 29% 27% © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Road maintenance Customer Satisfaction 0% 90%80%70%60%50%40%30%20%10% Customer satisfaction survey results 100% Township of Oro Transportation Services F.services rated the second highest in terms of importance to survey respondents (after fire services). As noted below, the coindicated that the majority of respondents were satisfied with winter roads maintenance, roads signs and streetlights, while (+25%) of respondents were dissatisfied with road surface maintenance and road upgrades. Page 188 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 37 66.6% $3,410 1,067 km Average $3,807,867 Comparator er 10% lower than . This represents the 53.7% $4,241 higher maintenance 767 km ned ve Meaford $3,252,492 71.7% $3,580 South 1,630 km $5,835,664 Frontenac 53.2% ffi $3,165 1,014 km Clearview$3,209,630 68.4% $3,183 953 km $3,033,506 Kincardine 80.4% $2,951 970 km South Glengarry $2,862,564 - 94.5% $3,081 Oro 1,235 km Medonte $3,804,781 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. km Medonte - road network (lane km) - d roads as a percentage of Municipal Comparison Road maintenance costsMunicipalCost per lanePavetotal road network Township of Oro Transportation Services G.With reported operating costs of $3.8 million in 2015, the Township spent the equivalent of $3,081 per lane kilometer maintaisecondthe average of all of the comparator municipalities, despite having the highest percentage of paved roads (which typically hacosts). Page 189 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 38 ter roads h, there does oth its service dside drainage, ative of a need to win roads suc n b dic roa ter ffi versely impacting operating costs. We understand that the a Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Overall Comments not appear to be latitude for the Township to realize cost savings through service level reductions;Township personnel have confirmed that it has sufficient resources to meet the minimum maintenance standards with respect to maintenance and road surface maintenance. levels as well as operating efficiency (as other comparator municipalities have the same service levels); andThe results of the municipal survey completed in 2014 indicate that while the majority of respondents were satisfied with wininvest more in surface maintenance activities. The increase in hard surfacing and current condition of the road network appears to be and as a result, the road surface may be prone premature deterioration. Township of Oro Transportation Services H.Based on our review of Transportation Services, we make the following comments and observations: Page 190 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 39 as performance. In - ansportation Services. ing Tr 2.5 8.5+6.0+4.0+2.5+ annual bridge inspections - Target ffi kilometer that is in the lowest 25% of the selected 100% complianceCost per lanecomparator groupCost per lane kilometer that is within 5% of budgeted costThe Township should establish a target for the percentage of roads ratedgood or better, based on the condition rating assessment index established by the Ontario Good Roads Association:ExcellentGood FairPoorVery poorThe Township should also establish targets for the percentage of bridges rated as good or better, based on the bi the quality of the Important? Why is this an indication as to the cost efficiency of Provides an indicationmeet minimum standards for various aspects of roads maintenance, thereby demonstrating the Provideson comparisons to other municipalities with similar Provides an indication as tomunicipal road network, including bridges Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - standardsassessment Performance Indicator Suggested Performance Indicators Compliance with applicable minimumCost per lane kilometerCondition Township of Oro Transportation Services I.With respect to Transportation Services, the Township may wish to consider using the following indicators to monitor its ongoaddition to these indicators, we have also provided departmental performance indicators on pages 77 and 78 that will apply to Page 191 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 40 time - even full Ontario privately owned ms, as well as ion of water and and oose to maintain a ices. tworat ste ch apply, most notably erv ffi Environmental Services Lead Hand (1) Environmental Services Technicians (3) Manager, Environmental Services (1) (before restructuring) Operations Technologist (1) Operations Service Review Environmental Services Assistant (1)Transportation Services Assistant (1) © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - day operations of Environmental Services are overseen by the Manager, Environmental Services, who manages a team of s - to - MandateBasis of deliveryOrganizational Structure . . Township of Oro Environmental Services A inspection and billings for a private wastewater treatment lagoon on a fee for service basis. At the present time, the Township does not maintain wastewater systems but is expected to assume responsibility for at least wastewater systems within the next five years. Given the potential for increased resource demands and differences in the opewastewater systems, the Township should consider reviewing its delivery model for wastewater services. B.Under the Municipal Act, there is no requirement for municipalities to maintain drinking water systems. Where municipalitiesOntario Regulation 188/07: Licensing of Municipal Drinking Water Systems, Ontario Regulation 169/03: Water Quality Standards Regulation 170/03: Drinking Water Systems. C The dayemployees. As noted below, the administrative assistant for Transportation Services is currently included in Environmental S Page 192 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 41 of potable water to ental Services is 3 onm of seven large and seven small systems and ffi weekly Weekly - Monthly Quarterly Bi and treatment activities. Every 72 hours residential customers. As noted on the following page, there are notable differences in the size of the and treatment - of potable water systems is highly regulated, with the Drinking Water Quality Management Standard Chlorine residualsBacteriological testingSCADA equipment calibrationChemical testingAlkalinity and lead Water productionOperationperformance of testing in accordance with applicable legislation and regulation, maintenance of necessary documentation relating to compliance with The operationwater systems and maintain documentation demonstrating the accomplishment of these objectives; and (ii) direct and Under DWQMS, Environmental Services is required to perform periodic testing for bacteria, chlorine residual levels and other indicators of water quality, as well as to maintain records demonstrating that specific activities have been performed:The Township relies on its own forces for water productionThe Township is responsible for the operation of 14 water systems, comprisedtotaling 31 well sites. During the 2015 fiscal year, the Township distributed in excess of 532,000 mresidents and nonOverall, a total of 4,737 hours were incurred in support of water production and treatment, as summarized on the following page. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Services and service levels ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Environmental Services D.A summary of the activities, service levels, delivery methods and level of activities for the major services offered by Envirprovided below. Page 193 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 42 160000 Dec 145484 Nov 140000 Oct 120000 Pump station repairs Sep 100000 ffi Aug 82914 81744 76861 Jul Pump station maintenance 80000 Jun Sampling 60000 49063 May 36737 40000 Apr 27018 (2015) 20000 3 12345 12019 Mar 5255 2951 0 Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Craighurst Sugarbush Robincrest Canterbury Shanty Bay Cedarbrook Jan Warminster Maplewood Harbourwood Medonte Hills 0 Water production by system, in m Water production and treatment hours by month (2015) Township of Oro Environmental Services Horseshoe Highlands 600500400300200100 Page 194 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 43 AnnuallyAnnually annually) - determined standards for - Every ten years As soon as possible Harbourwood (semi and Maplewood (quarterly) and In response to customer request ffi of watermains, 600 hydrants and one elevated water Annually for all systems except Shanty Bay of its distribution network, with the exception of hydrant of distribution networks, maintenance of fire hydrants (including painting and snow removal), and repair Distribution system flushingValue exercising Fire hydrant exercisingLocates Curb stop inspectionsWater main breaks and frozen water services Water distributionMaintenancelocates for water servicesAspectsnetwork. In addition to these sampling requirements, Environmental Services also has preThe Township relies on its own forces for the maintenancepainting and major watermain repairs, both of which are performed by external contractors.tower. During the 2015 fiscal year, the Township incurred 1,213 hours in connection with the maintenance and repair of watermains, fire hydrants and water services (the portion of the network that connects customers to the municipal watermain). A summary of labour hours by month is provided on the following page.Watermain breaks due to winter conditions do not appear to be a significant issue for the Township, with seven watermain breaks reported during the last five years (2011 to 2015). Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Environmental Services Page 195 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 44 Dec Nov Oct Sep Water services ffi Aug Hydrants Jul Watermains Jun May Apr Mar Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 50 Distribution system repair and maintenance hours by month (2015) Township of Oro Environmental Services 250200150100 Page 196 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 45 frequency meters and physical meter reading. - ffi and service inspections, meter readings and water billings. The 2,400 water customers, of which approximately 1,800 are metered (the remainder being s of water meters, inspection of water services, inspection and sealing of water meters, water meter reading, water Environmental Services is responsible for water meter reading and the accumulation of consumption data; and Water meterSalemeter repairs, aspects of water billingsAs part of the construction process, the Township will sell water meters to customers located in areas serviced by the customer.Water meter reading is performed quarterly through a combination of radioSignificant fluctuations in consumption levels for metered customers will initiate a water meter inspection and, if warranted, the repair or replacement of the water meter.The Township relies on its own forces for water meterWhile the Finance Department is responsible for the printing of water bills, the placement of customer bills in envelopes is divided between both departments, with Environmental Services and Finance each responsible for stuffing envelopes for two quarterly billing periods . The Township has approximatelyflat rate). During the 2015 fiscal year, the Township incurred 745 hours in connection with water meters, the majority of which (429 hours, or 90 to 100 hours per billing cycle) related to meter readings. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Environmental Services Page 197 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 46 Dec Nov Oct Sep ffi Aug Jul Jun May Repairs Apr Reading Mar Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 80604020 Water meter hours by month (2015) Township of Oro Environmental Services 160140120100 Page 198 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 47 Dec service - of water for - Nov , provision Oct alone water systems, including - Big Cedar Sep alone water systems - ffi Aug system sampling and other maintenance activities. Municipal facilities Jul facilities serviced by stand Jun May Apr system sampling Mar PrivateSampling of community halls and other municipalmanagement services to Big Cedar The Environmental Services department provides water sampling and maintenance of standsystems supplying its community halls, other facilities and the Big Cedar retirement development (on a feebasis), in accordance with applicable Provincial legislation.The Township relies on its own forces for private water system maintenance activities. The Township has incurred 395 hours in connection with private Operations Service Review Feb © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan alone system sampling hours by month (2015) - ServiceActivitiesService levelDelivery modelLevel of activity 0 Stand Township of Oro Environmental Services 605040302010 Page 199 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 48 service basis. - for - owned wastewater lagoon - ffi is relatively low but would increase significantly if the Township assumed responsibility for the and wastewater services billings for the Horseshoe private wastewater system wastewater system PrivateMonitoringThe Environmental Services department undertakes monitoring of the Horseshoe privatelyThe Township also invoices customers of the wastewater system. Both services are provided on a feeThe Township relies on its own forces for inspection and billing.The current level of activityfull operation and maintenance of the wastewater collection and treatment system. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Environmental Services Page 200 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 49 2.9%0.3%0.4%7.4%2.2% 12.7%(2.0%)(0.3%) Annual Increase in 2016. ing the same Average a number of ent dur ding reserve million (2016), hat clu ation represents the 31 : str ing $741 ($349) $5,811 $91,223 $35,130 ($5,820)$10,283 $137,019 Increase Total Budgetary ffi $78,050 $55,400 $36,700 $34,100 $27,000 $685,765 $394,841 $1,311,856 2016 Budget $9,000 $42,000 $139,100 $42,920$61,220$35,959$23,817$27,349 $594,542$389,030 $1,174,837 2012 Budget Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Financial Performance UtilitiesSoftware support (SCADA system)Chlorine AdministrationPumping stationsMetersWatermainsHydrantsService linesPrivate systemsTotal . Township of Oro Environmental Services E During the 2016 fiscal year, the Township has budgeted $1.31 million in operating expenditures for Environmental Services (extransfers), all of which is to be funded through user fees and other cost recoveries. As noted on the following page, adminilargest component of operating costs, amounting to $685,765 or 53% of total budgeted operating costs. It appears, however, toperational costs which are related to water treatment and distribution are included in the caption of administration, includWages and benefits represent the largest component of Environmental Services operating costs, with $681,817 budgeted to be spOver the last five years, budgeted operating costs for Environmental Services have increased from $1.17 million (2012) to $1.representing an average annual increase of 2.2%, despite the fact that three water systems have been assumed by the Township period. The changes in budgeted operating (positive and negative) in the last five years are summarized below: Page 201 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 50 $78,050 $55,400 $36,700 $34,100 $27,000 Total $685,765 $394,841 $1,311,856 ($1,311,856) $139,100 $139,100 Utilities $5,000 $42,000 $105,500 $152,500 Costs Contractor ffi $2,500 $12,000 $14,500 Equipment Contracted $4,000 $2,000 $47,513 $53,513 Vehicles (Internal) $51,300 $42,500 $18,500 $10,000 $10,100 $138,026 $270,426 Materials $35,550 $27,900 $14,700 $19,500 $27,000 $319,126 $238,041 $681,817 Benefits Wages and Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. revenue Medonte - taxation support taxation - Budgeted Expenditures (2016)AdministrationPumping stationsMetersWatermainsHydrantsService linesPrivate systemsTotalNonMunicipal Township of Oro Environmental Services Page 202 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 51 ices, with water dicated that they erv . cts the fact that only fle Dissatisfied or Very DissatisfiedNeutralSatisfied or Very Satisfied ffi 55% 39% 7% Water customer service experience 62% Operations Service Review 33% 5% © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Water services Customer Satisfaction - 0% 90%80%70%60%50%40%30%20%10% Customer satisfaction survey results 100% Township of Oro Environmental Services F.rated the second lowest in terms of importance to survey respondents (before corporate services). To a large extent, this reonewere satisfied with both the water services provided by the Township and their experience from a customer service perspective Page 203 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 52 $352 3,231$1.54 683,000 $263,131 Average AverageAverage $1,052,525 $1,138,663$1,052,525 Comparator Comparator Comparator systems. 2 six asis of cost per $324 2,848$2.24 e b f water treatment 412,000 r o $921,460$460,730 $921,460$921,460 Meaford MeafordMeaford n.a.n.a.n.a. n.a.n.a.n.a.n.a.n.a.n.a. South South South Frontenac FrontenacFrontenac 6 $463 2,720$1.41 ffi 892,000 $209,865 Clearview$1,259,187 Clearview$1,259,187Clearview$1,259,187 5 $299 4,125$1.07 $247,068 1,155,000 $1,235,342 $1,235,342$1,235,342 Kincardine KincardineKincardine 3 n.a.n.a.n.a. 273,000 South $511,021$170,340 South South $511,021$511,021 Glengarry GlengarryGlengarry 14 - -- $557 2,400$2.81 $95,401 476,000 Oro OroOro Medonte MedonteMedonte $1,335,615 $1,335,615$1,335,615 ) 3 Operations Service Review costs costscosts g g g © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. of water produced Medonte - 3 of water customers (est.) per km of distribution network per water customerper m Municipal Comparison Water operatinNumber of systemsCost Water operatinNumberCostWater operatinWater production (mCost Township of Oro Environmental Services G.With reported operating costs of $1.3 million in 2015, the Township has the highest level of water costs when expressed on thcustomer and cost of cubic metre of water produced. To a large extent, this cost differential can be attributed to the numbesystems operated by the Township (14) in comparison to the selected comparator municipalities, which operate between two and Page 204 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... . 53 ewater ast management, systems term future due of - der ear performance. In on. ng Environmental Services Target ffi 100% compliance Important? , we make the following comments and observations: Why is this Provides an indicationmeet minimum standards for various aspects of water treatment and distribution, thereby risk Environmental Services Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - standards Township appears to have sufficient resources to meet its legislative and regulatory requirements with respect to the number Performance Indicator Overall CommentsSuggested Performance Indicators The currently under management;which precludes the Township from achieving economies of scale;Notwithstanding its current performance, Environmental Services will experience an increase in resource requirements in the nto new requirements associated with stormwater management, the assumption of additional water systems and the assumption of wtreatment and collection systems, which entail a different level of operational knowledge that water treatment and distributi Compliance with applicable minimum Township of Oro Environmental Services H.Based on our review of I.With respect to Environmental Services, the Township may wish to consider using the following indicators to monitor its ongoiaddition to these indicators, we have also provided departmental performance indicators on pages 77 and 78 that will apply to Page 205 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 54 time and four - t also delivers tenance of its ain es of six full men ed and as such, represents iti lat Recreation (1) PT programming staff Coordinator, Community ffi a practical as opposed to regulated requirement. Community Services Director, Recreation and Similarly, facilities maintenance is FT (4)PT (3) Operations (1) (before restructuring) time recreational programming personnel). - Facility operators Facility operators Facility maintenance custodian (1)Landscaping technician PT (1) Supervisor, Parks and Facility Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - time staff (excluding part MandateBasis of deliveryOrganizational Structure - . . Township of Oro Parks, Facilities and Recreation A community halls, outdoor recreational areas (including playgrounds, parks, trails and beach area) and cemeteries. The depart B.The provision of parks and recreation services (either through programming or access to recreational facilities) is not legisa discretionary (although expected) municipal service. C Parks, Facilities and Recreation Services is overseen by the Supervisor, Parks and Facility Operations, who directs the activpart Page 206 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 55 April), - Dec Nov acilities and Recreation is , F Oct Sep ffi Aug Jul operations. Jun ice service approximately eight months of the year (beginning of September to mid May of the Township arena, including ice rentals and event room rentals Apr rentals during the 2015 fiscal year amounted to 2,317 hours, with a further 1,200 hours of banquet hall rentals Mar maintenance and operation ArenaOperation and maintenanceThe Township operates the arenawith the arena open from 6:00 am to 12:00 am, seven days a week during this period. The arena also includes a banquet hall that is available for rental year round. The Township relies on its own forces for arenaIce timeduring the same period. This level of activity is likely less than normal due to the fact that the arena underwent a major renovation, leading to a delayed start.Overall, the Township incurred a total of 4,784 hours with respect to the operation of the arena. Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan Services and service levels 0 ServiceActivitiesService levelDelivery modelLevel of activity Arena hours worked by month (2015) Township of Oro Parks, Facilities and Recreation D.A summary of the activities, service levels, delivery methods and level of activities for the major services offered by Parksprovided below. 800700600500400300200100 Page 207 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 56 ActiveActiveActive LimitedLimited Volunteer Base MonthlyMonthly As requiredAs required 14 times per year ffi boards which sees the Township responsible for the Types of Activities programs and social programs groups, fundraisers, limited community programs programs, limited community programming, fundraisers school scheduled to commence operations in 2016 level of hall rentals is provided below. With respect to maintenance activities, the Township RecreationalChurchSeniorRecreational and socialLimited programmingDay halls LowLowLow HeavyHeavy Utilization Water testing and maintenanceGrass cuttingFire inspectionsGeneral repairs and maintenanceSnow removal CommunityMaintenance and rental of community halls (5)Aswhich involves the following activities:The Township has entered into arrangements with community hallmaintenance of the facility, while the community hall boards are responsible for rental arrangements. Information concerning theincurred 360 labour hours during the 2015 fiscal year. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Hall ServiceActivitiesService levelDelivery modelLevel of activityHawkestoneEadyEdgarJarrattCarley Township of Oro Parks, Facilities and Recreation Page 208 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 57 WeeklyWeekly Monthly 20 times per year14 times per year20 times per year14 times per year Medonte Rail Trail (28 km) and Lohuaru Trail (I - ffi use sports pads and a variety of other outdoor facilities. Parks, - and external service providers for the maintenance of outdoor a total of 1,979 hours in connection with the maintenance of outdoor maintains 21 developed and 34 undeveloped parks (totaling 335 acres), ten playgrounds, ten sports of outdoor recreation infrastructure (inspections, grass cutting, waste collection, etc.), rentals for outdoor playgrounds, trails, sports fields and outdoor recreation facilities Grass cutting at baseball diamondsGrass cutting at soccer fieldsGrass cutting at developed parksGrass cutting at undeveloped parksInspection of parkland infrastructureInspection of docks and wharfsInspection of Rail Trail Parks,Maintenancesports fieldsThe Township currentlyfields (7 ball diamonds, three soccer fields), seven multiFacilities and Recreation is also responsible for the maintenance of the Orokm).Maintenance activities are performed primarily during the period from May to September, with scheduled maintenance activities including:The Township uses a combination of its own forcesrecreational facilities. External contractors are used for grass cutting and snow removal activities at certain facilities. During the 2015 fiscal year, the Township incurredrecreation facilities. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - ServiceActivitiesService levelDelivery modelLevel of activity Township of Oro Parks, Facilities and Recreation Page 209 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 58 Dec Parks and Other Nov Oct Soccer Fields Sep Ball Diamonds ffi Aug Rail Trail Jul Jun May Apr Mar Feb Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Jan 0 50 Outdoor recreation facility hours by month (2015) Township of Oro Parks, Facilities and Recreation 450400350300250200150100 Page 210 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 59 Fall AdultChildren staff) and 2015) time - - Summer Spring ffi Winter 0 755025 Recreational Programming Participants (2014 200175150125100 Fall AdultChildren 2015) Summer - Township delivers recreational programming on a year round basis. Spring Recreational programmingRegisteredDay celebrations and other special eventsTheThe Township delivers recreational programming through a combination of its own resources (partpartnership arrangements with other parties (e.g. Victoria Order of Nurses, Horseshoe Resort).Information concerning program attendance and registration is provided below. Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Winter 0 ServiceActivitiesService levelDelivery modelLevel of activity 800600400200 Recreational Programming Hours (2014 1600140012001000 Township of Oro Parks, Facilities and Recreation Page 211 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 60 2.7%7.1%5.2%1.6%8.2%4.9% 11.9% Annual Increase Average o be spent in 2016. efficiency program; erating costs have peration of the d t ies, of which just under gy to $1.57 million (2016), mounting to $0.54 op lit e o 12) $66,323$67,621 $10,499 $37,408$12,244 $135,552$332,647 Increase Total Budgetary time employees. - ffi $87,040 $37,750 $542,588 $466,959 $300,062 $136,956 $1,571,355 2016 Budget thirds of total budgeted operating costs, a - 1 $49,632 $25,506 $331,407$232,441$126,457 $473,265 $1,238,708 2012 Budget Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Financial Performance and ArenaParks and outdoor facilities (excluding Rail Trail)AdministrationProgrammingCommunity hallsRail trailTotal Excludes $175,000 in expenses relating to major roof repairs that were not present in 2016 . Township of Oro Parks, Facilities and Recreation E During the 2016 fiscal year, the Township has budgeted $1.57 million in operating expenditures for Parks, Recreation and Faci40% ($0.57 million) is expected to be funded through user fees and other cost recoveries. As noted on the following page, thmillion and $0.46 million respectively.Wages and benefits represent the largest component of Parks, Facilities and Recreation operating costs, with $983,601 budgeteOver the last five years, budgeted operating costs for Parks, Facilities and Recreation have increased from $1.26 million (20representing an average annual increase of 4.9%. Notwithstanding the fact that the total area of the arena increased by 25%,only increased by 2.7%, due primarily to:1 Page 212 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 61 $87,040 $37,750 Total $542,588 $466,959$300,062 $136,956 $997,409 ($573,946) $1,571,355 $95,000 $14,300 $109,300 Utilities $58,000 $58,000 services Contracted ffi $10,000 $38,500 $17,000 $65,500 Major repairs $6,439 $12,022 $11,740 $30,201 Vehicles (Internal) $27,453 $37,200 $51,259 $102,537 $106,304$362,503 Materials $99,756 $18,781 $37,750 $323,029 $238,115 $266,170 $983,601 Benefits Wages and Operations Service Review facilities © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - taxation revenue - ArenaParks and outdoorAdministrationProgrammingCommunity hallsRail trailNonMunicipal taxation support Township of Oro Parks, Facilities and Recreation Page 213 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 62 provided by the he higher level of is, with the majority ice, t acilities, parks, sports ion being community y f ept round bas - Dissatisfied or Very DissatisfiedNeutralSatisfied or Very Satisfied ffi 63% 32% 5% Recreation customer service 48% 41% 12% Recreation programs and special events 63% 30% 7% and trails Parks, sports fields 49% Operations Service Review 37% 20% © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. facilities Medonte - Community Customer Satisfaction 0% 90%80%70%60%50%40%30%20%10% Customer satisfaction survey results 100% Township of Oro Parks, Facilities and Recreation F.using them occasionally (less than once per week). For the purposes of the survey, recreational facilities included communitfields and trails; library services, cultural and heritage support programs and recreation programs and special events.As noted below, survey respondents were, for the most part, satisfied with parks, facilities and recreation services, the excfacilities where 20% of respondents indicated that they were dissatisfied. Based on the comments received through the surveydissatisfaction reflects the desire for increased service levels, including a new recreation/community centre. Page 214 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 63 $59 $31 $150 $240 6,721 $395,035$208,444 Average $1,008,181$1,611,660 Comparator the five $9 of sis of the selected $31 $165 $204 5,630 ba $49,012 $175,479$926,153 Meaford $1,150,644 $33 $37 $23 $93 10,149 South $335,289$376,706$231,249$943,244 Frontenac $81 $44 $152 $278 6,163 ffi $499,195$939,511$272,164 Clearview$1,710,870 $89 $107 $336 $531 5,789 $616,561$514,474 $1,943,009$3,074,044 Kincardine $7 $52 $130 $189 5,872 $38,983 South $304,781$763,997 Glengarry $1,107,761 $47 $16 - $119 $182 9,246 Oro $438,906$144,783 Medonte $1,099,707$1,683,396 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - costs: and outdoor spacesand outdoor spaces per household: ParksRecreational facilitiesRecreational programmingParksRecreational facilitiesRecreational programming Municipal Comparisons . OperatingTotalTotal householdsCostTotal recreation costs per household Township of Oro Parks, Facilities and Recreation G With reported operating costs of $1.7 million in 2015, the Township has the second lowest recreation costs on a per householdmunicipal comparators, with its average cost per household ($182) approximately 25% lower than the average cost per householdcomparator municipalities ($240). Page 215 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 64 ational activity is a trend that iciencies; cre eff ich for services ; ty rinks and flower beds. ies as such, the potential o the appropriate level n t ice nd ffi we make the following comments and observations: Parks, Recreation and Facilities, Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Overall Comments The (which includes a number of underutilized assets) can lead to the diversion of resources;In certain instances, the Township is using relatively high cost resources (i.e. municipal staff) to perform low value work ause of contractor arrangements could be considered to allow for the redirection of Township personnel to higher value activitTof capital funding to ensure the ongoing maintenance of its facilities, as well as the requirements for new facilities;Currently, the Township relies on volunteers for certain activities, including but not limited to the maintenance of outdoor We understand that in recent years, the level of volunteer involvement has decreased due to reduced numbers of volunteers, whis expected to continue. Accordingly, the Township may be required to increase its operating capacity to assume responsibilipreviously provided by volunteers and/or redeploy Township personnel to address these areas. Township of Oro Parks, Facilities and Recreation H.Based on our review of Page 216 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 65 Parks, Facilities and to Target should be established by type of facility (arena ice, ffi household that is in the lowest 25% of the selected comparator Cost pergroupCost per household that is within 5% of budgeted costSeasonal facility targetsarena meeting rooms, community halls)The Township should also establish targets for the percentage of facilities rated as good or better, based on a calculated Facility Condition Index (FCI), calculated as the cost of five year investment requirements (identified through facility audits) divided by the replacement cost of the facility. FCI categories (which are based on similar indicators used in the healthcare sector) are provided below.AssessmentThe facility and its components are functioning as intended; normal deterioration observed on major systems.The facility and its components are functioning as intended; normal deterioration and minor distress observed.The facility and its components are not functioning as intended; significant deterioration and distress observed.The facility and its components are not functioning as intended; significant deterioration and major distress observed, possible damage to support structure; may present a risk to people or materials; must be dealt with without delay. Important? infrastructureFair Poor Good as to the cost efficiency of Replace Category the Township may wish to consider using the following indicators to monitor its ongoing performance. Why is this an indication as to the overall demand for a Provides an indicationservices, based on comparisons to other municipalities with similar characteristics and the Providesparticular facilityProvides an indication as to the quality of the Operations Service Review . Parks, Recreation and Facilities, % © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. 3060% Medonte 10%-- %+ - - FCI %% 60 0 0% 103 Performance Indicators Performance Indicator Cost per householdFacility utilizationCondition assessment Township of Oro Parks, Facilities and Recreation I.With respect to In addition to these indicators, we have also provided departmental performance indicators on pages 77 and 78 that will applyRecreation Services Page 217 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 66 ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 218 of 571 Corporation of the Township of Oro Key Themes 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 67 . d ers 2014). - an detail later in our ding the current cussions with the at are intended to ship (2011 re sonnel are, for the dis oun ip, which was per upports the view that, of tives currently being nsh tia h s process. the he ffi 2018, which builds upon the previous strategic plan for the Town - and its focus on enhancing the efficiency of the review money and enhance customer service. Examples of other corporate initiatives th - for - support the rationale for the service Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - The Township can be characterized as having engaged personnel, with a positive relationship between the Township and its workThe Township has undertaken a number of initiatives intended to yield operational efficiencies, customer service improvementsother benefits Their jobs;The people they work with; andHelping customers, particularly those that reside within the Township.The completion of a Master Information Technology Strategic Plan, which is proceeding concurrent with this review. Based on report).The completion of an updated strategic plan for the period 2015The previous strategic planning process included annual reporting of accomplishments against the strategic plan. Township of Oro Key Themes During the course of our review, a number of themes emerged improvements (which have summarized below.A.The results of our interaction with Township staff (both management and personnel) have provided us with the impression that most part, engaged and focused on customer service and maximizing value for ratepayers. This is consistent with the results recent staff survey, which indicated that staff engagement is above the statistical benchmark for similar organizations, whicfor the most part, Township employees enjoy:The results of the survey also indicated that staff wanted their ideas and operational experience to be considered by the Towreflected in the level of contribution received from all levels of staff during the course of our review. We also note that bargaining unit is supportive of the review and expressed their appreciation for the ability to staff to provide input into t B.undertaken by the Township to maximize valueyield benefits include: Page 219 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 68 d an ween the systems. udits for wing markers: n aon work steps undertaken llo ix A to our report: al end high degree of manual processes, Medonte Community Arena. - ffi Financial risk, representing areas where the prevent the risk of financial lossLitigation risk, consisting of potential areas where the areas where mitigation of risk is considered insufficient L F order management and staff scheduling (transportation) WorkWork order management and staff scheduling (environmental services)Work order management and staff scheduling (parks, facilities and recreation)Development engineering servicesContract administration Medonte Engage, a public consultation and engagement strategy that is intended to enhance communication bet - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Process inefficiencies, which may include duplication of efforts, manual vs. automated processes and the performance of work with nominal valueCustomer service limitations, representing aspects of on customer satisfaction meter installations, reading and billing The Township has undertaken a number of initiatives intended to yield operational efficiencies, customer service improvementsother benefits (continued)duplication of efforts and other inefficiencies PS recreational facilities and has led to capital improvements to Carley Community Hall and the OroThe execution of OroTownship and its residents through public input sessions, a community engagement survey and other strategies.The Township has made a number significant investments in key areas, including its road network, arena facility and informati WaterProcurement and purchasingRecreational programmingFleet maintenance Township of Oro Key Themes B.C.As part of the service review, we have undertaking business process mapping, the purpose of which is to identify the individuby Township personnel in the completion of certain activities. Process maps for the following activities are included as AppWhere areas of potential improvement have been identified, they have been identified in the business process maps with the fo Page 220 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 69 oviding little ge system e of providing the nd limited cka ric p a er stations (14 as he comparator To a certain extent, a gislation (e.g. minimum shi nd service levels is ble (i.e. are lower) then . le f t wat s a ura ts ed. ffi inefficiencies (continued) Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - duplication of efforts and other Services and services levels are at the low end of the spectrum, with the Township realizing cost benefits as a result but propportunity for additional savings Township of Oro Key Themes C.As noted in more detail in Appendix A, the results of our analysis have identified a number of areas of potential improvementwhich is likely in need of replacement. D.most, if not all, of the municipalities selected for inclusion in the comparative analysis. To a certain extent, this reflecservices and service levels are at or near what could reasonably be considered to be minimal levels, either as established bymaintenance standards for roadways) or in comparison to other communities (e.g. the presence of a single arena in the Townshirecreational programming). As such, the results of our review suggest that (i) the ability of the Township to reduce servicelimited; and (ii) the ability of the Township to realize significant cost reductions as a result of the review are also limitmunicipalities. However, it should be recognized that the Township does operate a significantly higher number of individual opposed to some of the municipal comparators that have one or two systems) and as such, operational efficiencies may be the pservice where economies of scale are not otherwise available. Page 221 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 70 o when the include: ees are involved in mpleted). ence, including: ave been included in and reputational risk. Township, reflecting an nvironment, the t. ce, ellco loy al the employee receiving s h he e e por of ffi up of work orders, including (i) monitoring the time elapsed from when a work order is received t - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Customer service may be adversely impacted as a result of system limitations and existing process issuesCorporate policies and practices may not be consistently applied across the organization A work order system for the management of requests for service from residents and other parties; andThe presence of personnel assigned to customer serviceThe absence of a defined ranking system for work orders, with the prioritization of calls for service left to the discretion the request. As a result, there may be inconsistencies in terms of how the same type of call is treated if two different empdetermining the priority ranking.The absence of apparent followrequest for service is addressed; and (ii) monitoring work orders that remain open (which is indicative of the work not beingProcurementDisbursement approvalsRisk managementPersonnel practices Township of Oro Key Themes E.From a structural perspective, it would appear that the Township has the required elements in support of customer service excIssues of this nature have been identified to a certain extent in the business process maps included as Appendix A to this re F.During the course of our review, we noted that certain corporate policies and processes are not applied consistently across tExamples of inconsistent processes include:In addition to these key themes, other findings resulting from our review which deal with personnel and organizational matterour separate closed session report. Page 222 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 71 er of $29.3 . ents made on an he majority of which we suggest that this Township has made sufficient funding for ation of the road creational facilities to , t tme ndition and associated ip, on) that would ensure te re vem co cti 2.06 million and $2.18 While the ). million required over the following five $4.03 ffi Township; and/or (iii) subject to gaps and as such, do not organization (continued) within the year capital requirement at the end of 2015 to be in the ord - million to be spent over the next five years and $3.03 resourced with respect to certain operational and capital requirements - an additional Review this situation Service © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. inspections (conducted every two years) have identified an immediate capital expenditure requirement of $ policies and practices may not be consistently applied across the Medonte Operations - basis. Corporate The Township appears to be under million.network due to usage and climatic conditions, which will result in roads moving from good to fair to poor condition.significant investments in the road network, the roads needs assessment identified the fact that it does not currently allocaroad maintenance activities and as such, the overall condition of its road network will continue to deteriorate despite improannual 2016 bridge million for roadside protection, with years and an additional $192,800 in operating funding for maintenance and repairs; 2019; andThe recently completed condition assessment for five community halls has identified $230,000 in required capital improvements Township of Oro Key Themes F.To a large extent, we attribute cover all necessary aspects. In addition, the Township lacks certain dedicated resources (e.g. a centralized procurement funconsistency throughout the organization. Given the importance of corporate policies to the overall performance of the Townshshould be an area of immediate focus.G.As part of its infrastructure management processes, the Township regularly assesses its infrastructure, including its currentcapital investment requirements. Salient points from previous infrastructure assessments include the following:In comparison to these amounts, the Township has budgeted $8.27 million in 2016 for capital expenditures related to the Deparwith the largest items invested in water ($3.46 million), roads reconstruction ($1.87 million) and bridges ($1.21 million Page 223 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 72 standards and sed to gravel roads. ng driving conditions. The nting and signage. ndition of the road ppo on coinfrastructure pai nsh of . In addition, Township staff have ffi resourced with respect to certain operational and capital requirements (continued) - Review Service © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte Operations - . The Township appears to be under Township of Oro Key Themes G.We have identified $401,000 in additional operating funding requirements in 2017 to address ditching, road surface maintenance, line program, which has led to the requirement for a higher level of roads maintenance activities associated with paved roads as oThe effects of this infrastructure deficit are manifested through the deterioration of the road network and associated impactresults of the 2014 community survey indicate that respondents had relatively high levels of dissatisfaction with the surfacenetworkcapital financing strategies. Page 224 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 73 ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 225 of 571 Corporation of the Township of Oro Strategies for Consideration 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 74 staffing ome t s ditions be nd con hile appropriate tunities identified from discussed during a closed por s w be opportunities relating to addressing the findings from our to implementation. Ultimately, the distinction as a means of ffi for example those involving major changes to Township consultation prior that recognizing Other opportunities Township, authority. can be to the provisions of the Municipal Act, matters involving identifiable individuals (s.239(2)(b)), the proposed Pursuant Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. those that are purely operational in nature Medonte - that opportunities will differ based on the nature of the approval required for implementation. Specifically, we suggest tha potential opportunities for consideration follow. Changes to how the Township undertakes certain processes and delivers services without necessarily changing service levels; amanaging the associated risk. pending acquisition or disposition of land (s.239(2)(c)), and/or labour relations or employee negotiations (s.239(2)(d)) can session of Council due to the sensitive nature of the matters involved. KPMG has requested that opportunities meeting these included in a separate report for presentation to Council during closed session. As such, this report does not include organizational and staffing matters. Township of Oro Opportunities for Consideration This section of our report outlines potential opportunities that could be considered by the the review fall into one of two categories:We believe opportunities are considered to be more strategic in nature and as such, would likely require Council between operational and strategic opportunities rests with the The Page 226 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 75 system for ring that all is the use of the with response er its IT master plan. e capacity of the collected for all ce thnsu of ses f contributing use the new work e Township may wish ion , we suggest that the ly em tracks work orders ths o so yst ffi Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Inconsistency of application, with Environmental Services using MS Outlook to manage work orders with Operations uses the Bakwork order management; The use of duplicate manual processes to manage work orders; and An apparent absence in work order process prioritization and monitoring.Requiring all municipal departments to use the work order system, thereby eliminating the presence of duplicate systems and ecustomer requests for services are placed in the same queue;Establishing criteria for the prioritization of customer requests, with accompanying standards for response times; Establishing a monthly reporting process for work order performance, including open work orders, closed work orders, compliantime standards, etc.;Developing capacity for residents (and potentially Council) to monitor the progress of their individual work orders as a meantowards customer satisfaction and engagement; andEnsuring that sufficient resources are provided for system training so that involved Township personnel are able to effectiveorder system. Township of Oro Implement a New Work Order Solution Baker System. Initially designed as a financial system, the Baker System does accommodate work orders but we understand thatsystem to record information is limited and as such, reduces its effectiveness. Specifically, we understand that the Baker Smunicipal services is essentially overwhelming the system. The availability of an effective work order system is arguably an essential tool for customer service management and as such,to consider the implementation of a new work order solution as part of its broader information technology strategy. In doingTownship consider:We understand that the Township is seeking a work order and asset management planning solution as part of the implementation Page 227 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 76 - ownship to e necessary e T eets, CVOR sheets, cipate that this one electronic record of th GPS, controllers and potential reduction of d readily accessible nti esh an an es d to meet minimum cies, the use of manual documentation maintained the ile ien of ffi Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Capacity increases resulting from the diversion of staff efforts from manual recordkeeping to other activities; andFinancial savings in the event of litigation, including reduced legal costs (as documentation is more readily available) and legal settlements. Township of Oro Implement Full GPS Capabilities for Public Works Vehicles A recognized best practice for municipal roads operations is the use of GPS technology that allows municipalities to maintainvehicle location and status (plow up/plow down, sand on/sand off). The intention of this technology is to provide a completemaintenance standards.At the present time, the Township has purchased elements of a GPS system for its fleet of roads vehicles but has not acquiredtechnology to fully utilize the system. As a result, Township employees are required to complete manual forms, including timequipment and material sheets and handwritten journals to record their activities. In addition to creating operation inefficdocumentation is problematic as (i) it may be onerous to search for specific dates, times and conditions; and (ii) the level by staff may not meet the burden of proof required for litigation. Based on discussions with management, we estimate that the cost of implementing full GPS capabilities (which would require thacquire controllers for 14 public works vehicles and implement a solution similar to that used by Simcoe County that integratthe Burnside Road Patrol System) would be in the order of $150,000 (5 trucks already have controllers and GPS). We further atime cost would be offset by: Page 228 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 77 ally create capacity ng a full staff to attend at the ted that approximately uci ima s. ffi time cost of $150,000 to $250,000, the use of RF meter reading could potenti - - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Township of Oro Implement Full Wireless Meter Reading Currently, the Township uses a combination of radiopremise. While the Township has been gradually introducing RF meter reading as part of its annual capital program, it is est1,300 water customers are read in person, which required almost 500 hours of staff time during 2015.In order to create additional capacity within the Environmental Services department, the Township may wish to consider introdimplementation of RF meters. With an estimated one Page 229 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 78 te as opposed to of this approach rders in a si it k o nsh ing the longevity of mix (as opposed to mit ials then returning to the ot ter ffi Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - The acquisition of a second hot mix trailer, which would allow Transportation Services staff to increase the application of hcold patch) during the summer roads maintenance season. While providing a more durable repair to the road network, the benefmay be limited by the overall state of the road in question (particularly the road bed), which may be compromised (thereby lihot mix applications)The acquisition of a wood chipper for parks personnel, which would allow them to chip wood debris from brushing operations onthe current process that involves loading branches into vehicles, travelling to the County landfill site to dispose of the maworksite.The acquisition of electronic tablets for Transportation Services personnel that would allow them automated access to the Towsystem and, if considered appropriate, payroll system. This would allow Transportation Personnel to receive and complete worpaperless fashion as well as facilitate electronic entry of hours worked. Township of Oro Consider Other Technology Solutions During the course of our review, we identified other potential technology solutions that could be considered by the Township: Page 230 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 79 opportunities (i) may into the following ii) are operational in all ip staff. ese r ( nsh ffi Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Internal control efficienciesElimination of duplicate manual processesEnhanced collaboration between Township departmentsReductions of potential litigation risksImproved customer services Township of Oro Address Process Issues categories:As these opportunities are outlined in Appendix A, they have not been repeated in this chapter. We do note, however, that threquire investment on the part of the Township to realize the intended benefits (e.g. acquisition of a new ERP system); and/onature and as such, do not necessarily require the approval of Council as they fall within the scope of responsibility of Tow Page 231 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 80 cipal levy the extinguishment uni preclude significant licies to redirect budget on to ensure continued ital levy would increase eady incorporated into cture to be in the order is gap should be rns po alr th ties and outdoor tru der ili year period, the cap - $33,000$87,000$40,000 $241,000 ffi term debt towards capital reserves. Based on its financial information returns, we note - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Capital InvestmentsOperating Investments DitchingSlurry treatment of road surfacesLine paintingSignage (2017 requirement) Township of Oro Increase Budgetary Allocations for Selected Investments A.of $4.5 million to $5.0 million annually, based on the 2016 budgeted capital expenditures of $8.27 million. Recognizing thatincorporates a 2% increase (approximately $250,000 per year) specifically to fund infrastructure related to roads, fleet, facrecreational assets (water infrastructure would be funded through increases to water rates). Over the fiveavailable annual funding by approximately $1.3 million. allocations that were used to fund longdebt servicing costs will decrease by approximately $1.5 million over the medium term. Given that this budget allocation is of the debt.B.In addition to increases in capital funding, the Township may also wish to consider the following operational increases in orcompliance with Provincial standards and guidelines, as well as the appropriate maintenance of its road network: Page 232 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 81 we have isfaction of its the Operations sat oth eation goals and objectives. For to ffi transportation services, environmental services and parks, facilities and recr Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Compliance with applicable standardsCost per householdFacility utilizationCondition assessmentVolunteer hours Compliance with applicable standardsCost per lane kilometerCondition assessment (roads and bridges) Township of Oro Implementing Key Performance Indicators While the Township has invested in a number of initiatives intended to define corporate goals and measure the engagement and residents and staff, it has limited usage of key performance indicators that would allow it to actually link its performance each of the three functional areas under review Roads 1.2.3.Environmental services 4.Parks, Facilities and Recreation 5.6.7.8.In addition to these performance indicators, we allow suggest that Township consider the use of departmental indicators for bDepartment and Engineering and Environmental Services Department, which we have listed on the following page. Page 233 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 82 experience that reflects a that includes: end. - priorities (e.g. Category A, Category B, Target ffi one month of year deployment of improvement strategies, including incorporation of staff results from periodic staff surveys, with staff engagement levels that are at overtime costs should be within 5% of budget Township should establish a target for open work orders by aging (e.g. 90% less Periodic customer surveys, with the expectation that results will be should be at or above a minimum benchmarkCustomer focus sessions conducted annually to solicit feedbackPeriodic reviews of processes and staff performance to identify issues impacted customer performance (positive and negative)Continuedfeedback and implementation of LEAN concepts Work orders should be assigned specificCategory C), with targeted timeframes for the period between the receipt of the work Thethan 30 days old, 50% less than two months old, etc.) that reflects priority categories. The targets can also consider differences in the nature of work orders such as drainage requests that may be outstanding for upwards of one year.100% completion withinThe Township should establish a target for annual grievancereduction of the average of the previous three yearsAnnualResponseor above Establishment of a formal customer engagement strategy level of staff extent to which Important? as to the timeliness of as to the extent of as to the level of Why is this an indication as to the timeliness of an indication as to the effectiveness Providesthe Departments in responding to customer requests for serviceProvides an indicationaddressing requests for customer service.Provides an indicationperformance and personnel management, including completion of annual goals and performance reviews.Provides an indicationworkforce engagement and satisfactionProvidesProvides an indication as to theengagement (which extends beyond satisfaction)Provides an indication as to thethe Department is responding to customer requests for service and is meeting customer expectations in terms of services and service levels Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - l appraisals Performance Indicator Work order responsetimeWork order closure timePersonnecompletedGrievance experienceOvertimeStaff engagementCustomer service Township of Oro Implementing Key Performance Indicators (continued) Page 234 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 83 rd terms and periodic rd party thi nda luation and absentee and by the Township and of consistency in ed ce ffi related policies and practices, including goal setting, performance eva - Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Differences in approaches with respect to procurement, including the lack of standard requests for proposal documents and staconditions for contractor agreements;and sick leave management; andThe absence of a formal risk management protocol for addressing potential litigation risks.Reviewing and revising its existing corporate policies to ensure that they are appropriate given the range of services providits potential exposures to risk;Develop and standardize project management systems, including protocols for project planning and approvals, project controls reporting during project duration;Developing standard documents for use in key functions (e.g. standard RFP documents, contractor agreements);Establishing a new position within the Township to deal with procurement and risk management, including services provided by contractors; andMonitoring and reporting on compliance with key processes (e.g. personnel appraisals). Township of Oro Address Corporate Processes terms of application, with specific examples including:In light of these findings, the Township may wish to consider the following potential courses of action: Page 235 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 84 ) the appropriate i ation of the required fic urposes of minimum ork (four inches of asphalt e p etw s that reflect the change of mit network in terms of: ffi .). In considering these factors, the Township may wish to consider the Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - , the Township may wish to consider undertaking a road network plan that would address a variety of items, including ( Capacity;Operating requirements (line painting, guide rails);Operating maintenance standards; andReconstruction standards. Township of Oro Implement a Road Network Plan With the significant investment in road paving, the Township has significantly altered the nature of its road Accordinglyclassification of roads between urban and rural and arterial, collector and local roads; (ii) potential revisions to speed liroads from gravel to asphalt; (iii) revised maintenance standards for roads paving that will reflect the nature of the road nsurface, underlying granular base, drainage ditches, guide rails, signage, etcimplications of speed limits and average daily traffic volumes, which ultimately determine the classification of roads for thmaintenance standards. Changes to speed limits may result in a higher or lower level of minimum maintenance. level of financial investment. Page 236 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 85 ffi Medonte - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Page 237 of 571 Corporation of the Township of Oro Appendix ABusiness Process Maps 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 86 n once), business ts and in functional red from the lue objective. hese circumstances, ies of markers that ious processes that ng: va cesses have typically men ser varssi the process. pro gh ffi Financial risk, representing areas where the prevent the risk of financial lossLitigation risk, consisting of potential areas where the areas where mitigation of risk is considered insufficient L F does it create more value than the resources it consumes. This value can be measu in certain instances, one or more action steps may address the same objective. In t representing the opposite of duplication (where value objectives are addressed more tha Operations Service Review benefit of the action step - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Process inefficiencies, which may include duplication of efforts, manual vs. automated processes and the performance of work with nominal valueCustomer service limitations, representing aspects of on customer satisfaction PS The overall costperspective of customer service, prevention of financial loss or the mitigation of litigation risk.Does duplication exist within the process the duplicate performance of an action step creates no value as the initial performance of the step has already addressed theWhether the action steps are effective process mapping may identify potential value objectives (e.g. financial risks, litigation risks) that are not addressed throu Township of Oro Business Process Maps In delivering services to residents, there are a number of processes undertaken by Township personnel, both within the Departunits elsewhere within the corporation that provide support to the Departments. Consistent with other municipalities, these have been reviewed and their interrelationships is provided on the following page. The purpose of business processing mapping is to review the specific action steps involved in a process with the view of asseIn order to highlight potential areas for enhancement based on the above considerations, the business process maps include a identify areas that should be addressed by the Township. The business process maps are presented on the following pages in no particular order. Page 238 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 87 Outputs Inputs Process purchasesInvoice and collect revenues Recreation, Facilities and Parks Infrastructure engineeringInfrastructure procurementArena maintenance and operationsCommunity hallsParks, playgrounds, trails, sports fields and outdoor recreation facilities ffi Deliver service Environmental Services Identify customer requirements Water distributionWater metersPrivate water systems maintenancePrivate wastewater system monitoring and billing Assign resources (staff, equipment) Transportation Services Winter roads maintenanceMaintenance of roads surfacesDrainage maintenanceRoadside maintenanceOther maintenance Operations Service Review Inputs© 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Recruit staffProcure equipment Procure materials Township of Oro Business Process Maps Page 239 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 88 work inspection completion work and date of based on nature of request for service work order to indicate indicate description of Work assigned to staff Work order updated to Operations staff update Staff complete necessary ffi S2 copy to lead hand Work order sent to Operations staff inspect supervisor by email with site of request for service S1 request? Priority of hand by email Regular Work order sent to lead Urgent No P1 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Issue request) resolved? Yes at Township Hall Baker (name, address, Staff member attempts Call for service received Information entered into to resolve with customer No further action required Township of Oro Work Order Management and Staff Scheduling (Transportation) Page 240 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 89 Course of Action Suggest may wish to consider the acquisition of tablets to ffi Township may wish to consider the acquisition of a new Township may wish to consider the development of a Thework order management system (as part of overall IT strategy implementation) that has required capacity and capabilities.Thestandard checklist for the prioritization of requests. In addition, consideration could be given to periodic audits to assess the effectiveness of the checklist and degree of staff compliance with the prioritization results.The Townshipensure that work orders are updated at the time of inspection. In addition, the Township may wish to consider allowing residents to track the progress of their request through the customer service. Issue are required to be updated at the time of prioritization process exists for request for service system is at or nearing capacity with respect to data for Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Bakerspecific properties. As a result, system is prone to frequent crashes. Also, capacity issues result in data being show in condensed format, making it difficult for staff to read information.No formalcalls, with the potential for the same type of request being assigned different priorities. There is also the risk of overstating call priorities, resulting in responses to correctly coded urgent requests being delayed due to diversion of resources to regular requests incorrectly classified as urgent.While work ordersinspection, the updates may not occur for up to a week. As a result, it is difficult to actually monitor work orders for inspections and multiple responses may occur if different parties are unaware that an inspection has already occurred. Medonte - Marker P1S1S2 Township of Oro Work Order Management and Staff Scheduling (Transportation) Page 241 of 571 P2 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 90 work binder Work order filed in binder reflect completion of Binder copy updated to One copy of work order P2 completion indicate date of Admin Assistant placed in mail slot Work order copied based on nature of request for service work order signed to Work completed and Work assigned to staff Work order returned to Manager or Lead Hand One copy of work order Work order picked up by ffi S1 calendar calendar MS Outlook updated to reflect MS Outlook calendar appointment complete recorded in MS Outlook Appointment for service form hardcopy work order Information entered onto P2 log Operations Service Review number Work order © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. date of completion Log updated to reflect request and work order Medonte Work order log (manual) - updated to reflect date of Call for service received Township of Oro Work Order Management and Staff Scheduling (Environmental) Page 242 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 91 Course of Action Suggest ffi Township may wish to consider the acquisition of a new Township may wish to consider the development of a Thework order management system (as part of overall IT strategy implementation) that has required capacity and capabilities. In the interim, the Township may wish to consider the discontinuance of hard copies of work orders, in favour of electronic copies that can be emailed and/or accessed through its network. Thestandard checklist for the prioritization of requests. In addition, consideration could be given to periodic audits to assess the effectiveness of the checklist and degree of staff compliance with the prioritization results. Issue prioritization process exists for request for service orders are tracked through three separate means, Operations Service Review Work orderWork order (binder copy)Work order log © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Workrepresenting a duplication of work efforts:1.2.3.At the same time, the process involves a manual log sheet and hard copies of work orders, as opposed to digital formats.No formalcalls, with the potential for the same type of request being assigned different priorities. Medonte - Marker P2S1 Township of Oro Work Order Management and Staff Scheduling (Environmental) Page 243 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 92 P3P3 order closure Admin Assistant based on nature of request for service Recreation Supervisor system for work order work and update work updates Baker system Work assigned to staff Work order returned to Admin Assistant updates Staff complete necessary ffi S3 binder request supervisor and filed in Supervisor may inspect depending on nature of Work order picked up by S1 Work order printed off and placed in mail slot Regular P1 Operations Service Review Urgent © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - request) request? Priority of at Township Hall Baker (name, address, Email sent to supervisor Call for service received Information entered into Township of Oro Work Order Management and Staff Scheduling (Parks, Facilities, Rec) Page 244 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 93 review of open Course of Action Suggest recreation work orders should be assigned to a ffi Township may wish to consider the acquisition of a new Township may wish to consider the development of a Thework order management system (as part of overall IT strategy implementation) that has required capacity and capabilities.Thestandard checklist for the prioritization of requests. In addition, consideration could be given to periodic audits to assess the effectiveness of the checklist and degree of staff compliance with the prioritization results.The closure ofsingle individual who would be tasked with entering notes into Baker and closing the work order in the system.The Township may wish to consider a periodicinadvertently overlooked. involves two staff members Issue prioritization process exists for request for service system is at or nearing capacity with respect to data for Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Bakerspecific properties. As a result, system is prone to frequent crashes. Also, capacity issues result in data being show in condensed format, making it difficult for staff to read information.No formalcalls, with the potential for the same type of request being assigned different priorities. There is also the risk of overstating call priorities, resulting in responses to correctly coded urgent requests being delayed due to diversion of resources to regular requests incorrectly classified as urgent.Closure of recreation work orders(Admin Assistant and Arena Attendant), representing the allocation of what should be a single task between two individuals, reducing efficiencies.There is currently no monitoring of open work orders to determine if customer requests have been addressed in a timely fashion. Medonte - Marker P1S1P3S3 Township of Oro Work Order Management and Staff Scheduling (Parks, Facilities, Rec) Page 245 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 94 twice per year Water bills printed and mailed by Finance Bills placed in envelopes P6 and mailed by twice per year ffi initiates billing in Baker Accounts payable clerk Environmental Services Bills placed in envelopes P6 Finance advised to process water billings Baker No Consumption adjustments entered into P4P5 Operations Service Review read © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. - Medonte - Issues printed noted? Yes and negative consumption Environmental customer meters Operators re technicians perform equipment imported quarterly meter reads Meter reading register Meter reading register reviewed for high, low Consumption data from electronically into Baker meter reading collection Township of Oro Water Billing Page 246 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 95 Course of Action Suggest ffi or other lower cost staff to perform water meter Township may wish to consider full implementation of RF The Finance department is responsible for the receipt of payments and the maintenance of the water billing accounts receivable subledgerWater billings represent a financial process and as such, is most appropriately situated within the Finance departmentThe consolidation of water billings into the Finance department is a municipal best/common practice Themeters, with the initial capital cost (estimated to be $160,000) offset by the estimated labour savings (estimated to be approximately $30,000 per year).The Township may wish to consider utilizing external contractorsreadings, thereby allowing licensed operators to perform higher value work.The Township should consider consolidating water consumptionand billings (including mailings) into a single department. We department would be the optimal solution given: Environmental Services Issue Operations Service Review off of responsibilities between - © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. The Townshipmeter reading for all water customers, although it continues to invest in RF meters annually. As a result, the Township is required to incur up to 100 hours per billing cycle for meter reading, whereas RF meters would allow it to reduce the time required for meter readings by upwards of 90%.The Township currently uses licensed water system operatorsfor water meter reading. Given the nature of the work, which is considered to require a relatively low skill level, the use of highly training, high cost licensed operators is considered to be an inefficient use of resources.handand Finance, with Environmental Services processing consumption data while Finance processes billings. In addition, water bill mailings are equally divided between both department. Medonte - Marker P4P5P6 Township of Oro Water Billing Page 247 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 96 S3 in binder payment attached to Baker system Receipt issued and enters payment into Finance Department Building Department removed from binder Customer directed to upon notification from Finance Department for acknowledgement form Acknowledgement form ffi - form Acknow ledgment Township completed requirement To next page filed in binder trench inspection water meter from Trench inspection form acknowledging Customer purchases Customer completes Acknowledgement form Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Customer attends Township offices to for trench inspection obtain building permit Customer calls to arrange Township of Oro Water Meter Installation Page 248 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 97 Assistant Baker system to to Administrative Address entered into Inspection completed To water billing process commence water billing Installation form returned up slot - ffi Technician for Environmental updated to reflect MS Outlook calendar completed inspection Form left in pick Outlook calendar MS Outlook completed by appointment in MS Installation recorded as Manual installation form Administrative Assistant F1 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - From previous page Customer calls when water meter is installed Township of Oro Water Meter Installation Page 249 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 98 window service for - Course of Action to either (i) permit the receipt of Suggest ffi the Township to install water meters; (ii) monitoring The Township may wishpayment for water meters and trench inspections at the point of service as opposed to redirecting customers to the Finance Department; or (ii) consider the use of a customer service representative (CSR) model to facilitate oneselected municipal services. The Township may wish to consider (i) requiring customers to utilizewater meter sales and trench inspections to identify potential customers that may have connected without informing the Township; or (iii) establishing linkages between other departments to provide an indication as to occupancy of a dwelling, which would then form the basis of the commencement of water billings. Potential linkages could include final inspections and/or occupancy permits issued by the Issue window approach to these services. - relies on customers to advise as to when water are only able to pay for water meters and trench Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Customersprecluding a oneThe Townshipmeters are installed, potentially allowing the customer to informing the Township. This would allow customers to receive municipal water at no cost until the connection is detected through other means. Medonte - Marker S3F1 Township of Oro Water Meter Installation Page 250 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 99 L1L2 bidderbidder services Project achieves Engineer provides Engineers conduct Township executes substantial completion contract administration recommend successful Full release of holdback after completion of two contract with successful year maintenance period procurement process and ffi F2 Engineers prepare procurement documents budget Engineers prepare contract 100% design drawings and contract Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - procurement and This process is not consistent across the municipality. contract for design, Township executes - contract administration Township of Oro Contract Administration for Capital Projects Note Page 251 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 100 Course of Action to consider requiring legal searches for Suggest may wish to consider incorporating a go/no go ffi The Townshipdecision point within its contracts that will allow it to cancel the contract contingent upon the results of the 100% design phase and preliminary cost budget. Alternatively, the go/no go decision point will permit value engineering prior the commencement of procurement.The Township may wish to consider the adoption of industrystandard contract agreements.The Township may wishoutstanding liens on capital projects prior to the release of progress payments. Issue in certain instances, the Township may Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. does not include a go/no go decision point between the completion of the 100% design and the commencement of procurement. As such, projects that may exceed the notwithstanding the identified cost overruns and the possibility that the project will be cancelled, thereby incurring costs for a procurement process that could have been avoided.We were advised thatnot be using industry standard contracts that provide for appropriate transfers of risk and other protections that may be available to the Township. As such, the Township may be exposed to potential litigation in the event of a supplier dispute.Thepotential subcontractor liens prior to the issuance of progress payments. As a result, the Township may be exposed to potential litigation if it makes payment to the contractor in a circumstance where an unknown lien is registered against the project. Medonte - Marker F2L1L2 Township of Oro Contract Administration for Capital Projects Page 252 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... - 101 system only access to Max Arena staff schedule activities based on read Class list created and provided to instructors ffi P7 P7P7 customer Max system Baker system Finance Department and issues receipt to keys registration into Recreation Coordinator credit card payments into records payment in Baker Finance Department keys S4 debit Cash, cheque, P7 Credit Card Form of Payment? completed for payment receipt to customer payment and issues processes credit card Registration forms are MS Excel spreadsheet Recreation Coordinator Recreation Coordinator Recreation Coordinator Customer is directed to summarizes receipts on S5 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - recreation programs person to register for Residents will attend in Township of Oro Recreation Programming Page 253 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 102 Course of Action to either (i) permit the receipt of credit window service for selected municipal - Suggest may wish to increase the limit for credit card ffi its financial and recreational systems so as to avoid The Township may wishcard payments by Finance Department personnel; or (ii) consider the use of a customer service representative (CSR) model to facilitate oneservices. The Townshippayments as a matter of customer service, recognizing that this will result in increased fees.The Township may wish to consider some form of integration betweenthe duplicate entry of information. window - the maximum amount Issue registration process includes the Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Depending on the nature of the payment, customers may be redirectedRecreation Coordinator, which is not reflective of oneservice.of payment that can be received by credit card is $500, which may be problematic for customers registering multiple children or in multiple programs.keying in of payment information multiple times. Medonte - Marker S4S5P7 Township of Oro Recreation Programming Page 254 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 103 F3 S6 subdivision registers the Township and Township solicitor Consultant inspect work as completed S6 Township Consultant All comments are received by Township Other Relevant Agencies Council approval issuance ffi the subdivision of building permits Issue certificate under agreement review and revision Township drafts report and bylaw Township develops proponent for review for proponent review Submission of plan for Comments provided to subdivision agreement completed cycle until work is Two year inspection consultation - Approved set of previous stepengineered drawings meeting may take Pre place based on meeting takes place with relevant parties nd 2 S6 Operations Service Review Township © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. steps Consultant consultation - Medonte - Pre Other Relevant Agencies Second submission of plan based on previous application is submitted Township of Oro Development Engineering Page 255 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 104 Course of Action to establish an internal engineering Suggest ffi Township may wish to consider establishing a revised Theinvoicing format the provides clear linkages between the the consultant and the amount invoiced.The Township may wishcapacity that will allow it to assume a greater role in approvals and inspections, thereby reducing both the time required to complete these processes and the associated cost. use of external consultants Issue basis for consultant invoices, potentially exposing Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. The Township has indicated that it is sometimes unable to determine theit to the risk of overpayment.The Township has indicated that thefor development engineering results in longer time frames to complete approvals and inspections. Medonte - Marker F3S6 Township of Oro Development Engineering Page 256 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 105 F4 P10 P9 basis signers Summary of Accounts payable provide description to indicate approval, payment on a weekly Cheques prepared for provide GL coding and processes invoices for Managers initial invoice disbursements provided signature by two cheque to Council for information ffi attaches vendor distribution form Accounts payable P8 or accounts payable Invoices received for services by departments No L4 L3 Operations Service Review Yes © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - Requires process? competitive procurement requirements Contracts drafted by Departments identify Departments conduct individual departments individual procurements Township of Oro Procurement Page 257 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 106 use of purchase mandatory terms and Course of Action Suggest may wish to revise its purchasing bylaw and may wish to consider implementing electronic ffi Township may wish to consider the development of Thestandardized procurement documents or mandatory terms and conditions for use in procurement processes.The Township may wish to consider the development of a standard contractor agreement orconditions for use in contract agreements. In addition, consideration could be given to establishing mandatory third party legal reviews of contract documents.The Township may wish to implement therequisitions in order to ensure that purchases can be identified.The Townshipassociated procedures to establish appropriate levels of delegation for purchase approvals. In addition, the Township may wish to consider requiring annual declarations of compliance with these policies.The Townshipfund transfer payments for specific expenditures that may provide reductions in processing activities. within payroll - Issue currently does not have a formal procurement currently does not have a standardized supplier currently uses cheques for all non Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. The Townshipprocess that involves standardized request for proposal documents, with individual departments responsible for drafting their own procurement documents. This potentially exposes the Township to litigation in the event of a dispute with suppliers over the fairness of a procurements in the event that the documents do not provide sufficient protection for the Township.The Townshipcontract, with individual departments responsible for drafting their own contract documents. This potentially exposes the Township to litigation in the event of a dispute with suppliers over contract terms in the event that the documents do not provide sufficient protection for the Township.Invoicesdepartment may not be easily identifiable as to which department initiated the procurement. As a result, accounts payable personnel may be required to invest extended periods of time in their efforts to identify the appropriate approval.Currently, there does not appear to be a formal process for ensuring that individuals approving invoices are operatingan appropriate level of delegated authority. As a result, it may be possible for staff to commit the Township to expenditures that are in excess of an appropriate amount given their role.The Townshipexpenditures, with no consideration given to electronic fund transfers that could be used to generate automatic payments for certain expenditures (e.g. insurance). Medonte - Marker L3L4P8F4P9 Township of Oro Procurement Page 258 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 107 of Course of Action Suggest ffi Council may wish to consider discontinuing the provisiondisbursement summaries, which arguably represents an operational as opposed to governance function. However, to the extent that this practice continues, consideration should be given to an alternate presentation format that does not require the manual application of White Out to redact the information. Issue currently prepares disbursement summaries for Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. The Townshipthe information of Council, which list individual payees, amounts and the description of the expenditure. Where the payment involves identifiable individuals, the identification of the vendor is concealed through the manual application of White Out. Medonte - Marker P10 Township of Oro Procurement Page 259 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 108 P10 Council posts transactions Accounts payable clerk information provided to Credit card disbursement ffi registers approves credit card Treasurer reviews and P11 per card produces one register Accounts payable clerk F5 Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Medonte - payable Fuel receipts are accounts payable Accounts payable Accounts payable made by fuel card individual invoices keys in receipts as Fuel purchases for matches receipts to matches receipts to monthly statements monthly statements provided to accounts Township vehicles are Credit card users code Accounts payable clerk receipts and forward to Township of Oro Credit and Fuel Cards Page 260 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 109 of Course of Action o consider the implementation of the efficiency of the credit card processing Suggest ffi The development of a reconciliation process that attempts to reconcile fuel usage with odometer readings, which would allow the Township to potentially identify significant personal useThe establishment of Township fuel facilities, which could incorporate controls such as keypad entry requirements, security cameras, restricted access, etc. The Township may wish tenhanced controls over the acquisition of fuel, including:In order to enhancefunction, the Township may wish to post entries for credit card purchases on a consolidated basis (e.g. all entries to the same code are posted as one transaction).Council may wish to consider discontinuing the provisiondisbursement summaries, which arguably represents an operational as opposed to governance function. However, to the extent that this practice continues, consideration should be given to an alternate presentation format that does not require the manual application of White Out to redact the information. fuel cards to specific individual purchases are Issue is to assign currently prepares disbursement summaries for will hold the cards personally. At the same time, we Operations Service Review © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms aentity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. vehicles, we were advised of instances where Township employeesunderstand that the Township does not require employees to record details such as vehicle operator or odometer readings for fuel purchases. Based on these factors, its appears that there cards, specifically measures to ensure that the cards are not used to purchase fuel for personal use.In processing credit card purchases,coded and entered as separate purchases. As a result, the processing of a single credit card statement could require in excess of 50 separate transactions to be entered into the system.The Townshipthe information of Council, which list individual payees, amounts and the description of the expenditure. Where the payment involves identifiable individuals, the identification of the vendor is concealed through the manual application of White Out. Medonte - Marker F5P11P10 Township of Oro Credit and Fuel Cards Page 261 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... kpmg.ca © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.The information contained herein is of a general nature and is not intended to address the circumstances of any particular individual or entity. Although we endeavour to provide accurate and timely information, there can be no guarantee that such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act on such information without appropriate professional advice after a thorough examination of the particular situation. Page 262 of 571 DetailHeadingDetail HeadingDetailHeadingDetailHeading 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 1 iliated with KPMG International Cooperative (_KPMG ternational. of the KPMG network of independent member firms aff © 2016 KPMG LLP, a Canadian limited liability partnership and a member firmInternational_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG In Page 263 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 2 iliated with KPMG International Cooperative (_KPMG ternational. of the KPMG network of independent member firms aff © 2016 KPMG LLP, a Canadian limited liability partnership and a member firmInternational_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG In Bridge condition assessmentsRoads capital requirementsCondition assessments for community halls Revised wording to ensure consistency between the final report and previous reports to Council by Township staff Consulted with the Township_s insurersUpdated capital asset information What we_ve done since the draft report presentation: Page 264 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 3 iliated with KPMG International Cooperative (_KPMG ternational. of the KPMG network of independent member firms aff © 2016 KPMG LLP, a Canadian limited liability partnership and a member firmInternational_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG In a positive relationship between the Township and its workersoperational efficiencies, customer service improvements and other benefitsits needs, resulting in a high degree of manual processes, duplication of efforts and other inefficiencies Key themes remain unchanged from the draft report1.The Township can be characterized as having engaged personnel, with 2.The Township has undertaken a number of initiatives intended to yield 3.Aspects of the Township_s systems and processes are inadequate for Page 265 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 4 iliated with KPMG International Cooperative (_KPMG ternational. of the KPMG network of independent member firms aff © 2016 KPMG LLP, a Canadian limited liability partnership and a member firmInternational_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG In the Township realizing cost benefits as a result but providing little opportunity for additional savingslimitations and existing process issuesacross the organizationoperational and capital requirements 4.Services and services levels are at the low end of the spectrum, with 5.Customer service may be adversely impacted as a result of system 6.Corporate policies and practices may not be consistently applied 7.The Township appears to be under-resourced with respect to certain Page 266 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... 5 iliated with KPMG International Cooperative (_KPMG ternational. of the KPMG network of independent member firms aff © 2016 KPMG LLP, a Canadian limited liability partnership and a member firmInternational_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG In infrastructure requirements 1.Implementa new work order system2.Implement full GPS capabilities for public works vehicles3.Implement full wireless meter reading4.Consider other technology solutions5.Address operationalprocess issues6.Ensure appropriate financialresources to address service level and 7.Addresscorporate processes issues and gaps8.Implement key performanceindicators 9.Implement a roads networkplan Page 267 of 571 9.c) Oscar Poloni, KPMG re: Operations Service Review Final ... kpmg.ca © 2016 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (_KPMG International_), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International.The information contained herein is of a general nature and is not intended to address the circumstances of any particular individual or entity. Although we endeavour to provide accurate and timely information, there can be no guarantee that such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act on such information without appropriate professional advice after a thorough examination of the particular situation. Detail Heading Detail Heading Detail Heading Detail Heading Page 268 of 571 12.a) Report No. FD2016-11, Hugh Murray, Fire Chief re: Emer... Page 269 of 571 12.a) Report No. FD2016-11, Hugh Murray, Fire Chief re: Emer... Page 270 of 571 12.a) Report No. FD2016-11, Hugh Murray, Fire Chief re: Emer... Page 271 of 571 12.a) Report No. FD2016-11, Hugh Murray, Fire Chief re: Emer... Page 272 of 571 12.b) Report No. FD2016-10, Hugh Murray, Fire Chief re: Regi... Page 273 of 571 12.b) Report No. FD2016-10, Hugh Murray, Fire Chief re: Regi... Page 274 of 571 12.b) Report No. FD2016-10, Hugh Murray, Fire Chief re: Regi... Page 275 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 276 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 277 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 278 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 279 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 280 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 281 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 282 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 283 of 571 12.c) Shawn Binns, Director, Operations & Community Services... Page 284 of 571 12.d) Report No. OCS2016-07, Shawn Binns, Director, Operatio... Page 285 of 571 12.d) Report No. OCS2016-07, Shawn Binns, Director, Operatio... Page 286 of 571 12.d) Report No. OCS2016-07, Shawn Binns, Director, Operatio... Page 287 of 571 12.d) Report No. OCS2016-07, Shawn Binns, Director, Operatio... Page 288 of 571 12.e) Report No. OCS2016-08, Shawn Binns, Director, Operatio... Page 289 of 571 12.e) Report No. OCS2016-08, Shawn Binns, Director, Operatio... Page 290 of 571 12.e) Report No. OCS2016-08, Shawn Binns, Director, Operatio... Page 291 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 292 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 293 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 294 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 295 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 296 of 571 12.f) Report No. OCS2016-09, Shawn Binns, Director, Operatio... Page 297 of 571 12.g) Report No. TES2016-31, Robin Dunn, CAO re: Quotation R... Page 298 of 571 12.g) Report No. TES2016-31, Robin Dunn, CAO re: Quotation R... Page 299 of 571 12.g) Report No. TES2016-31, Robin Dunn, CAO re: Quotation R... Page 300 of 571 12.h) Robin Dunn, CAO re: 2017 Draft Budget Timelines and Pa... Page 301 of 571 12.i) Doug Irwin, Director, Legislative Services/Clerk & Tam... Page 302 of 571 12.i) Doug Irwin, Director, Legislative Services/Clerk & Tam... Page 303 of 571 12.j) Doug Irwin, Director, Legislative Services/Clerk re: O... Page 304 of 571 12.j) Doug Irwin, Director, Legislative Services/Clerk re: O... Page 305 of 571 12.j) Doug Irwin, Director, Legislative Services/Clerk re: O... Page 306 of 571 12.j) Doug Irwin, Director, Legislative Services/Clerk re: O... Page 307 of 571 12.j) Doug Irwin, Director, Legislative Services/Clerk re: O... 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Page 332 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 333 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 334 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 335 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 336 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 337 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 338 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 339 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 340 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 341 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 342 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... Page 343 of 571 12.l) Report No. CS2016-16, Doug Irwin, Director, Legislativ... 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Page 356 of 571 12.m) Report No. CS2016-18, Doug Irwin, Director, Legislativ... Page 357 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 358 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 359 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 360 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 361 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 362 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 363 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 364 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 365 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 366 of 571 12.n) Report No. CS2016-19, Doug Irwin, Director, Legislativ... Page 367 of 571 12.o) Report No. CS2016-20, Doug Irwin, Director, Legislativ... 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Page 416 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 417 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 418 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 419 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 420 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 421 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 422 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 423 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 424 of 571 12.r) Report No. CSI2016-28, Donna Hewitt, Director, Corpora... Page 425 of 571 13.b) Mayor H.S. Hughes re: Governance Evaluation. Page 426 of 571 13.b) Mayor H.S. Hughes re: Governance Evaluation. Page 427 of 571 13.c) Mayor H.S. Hughes, correspondence dated October 27, 20... Page 428 of 571 13.d) Councillor Jermey, correspondence dated October 11, 20... Page 429 of 571 14.a) Announcements of Interest to the Public: Introducing O... Introducing Oro- Council Portal! This site is your portal to the activities of the Township of Oro-Medonte Council and Committees. Here you will find Council and Committee agendas, minutes and Township by-laws. Within our Portal, you can: Subscribe to meetings that interest you. Subscribe enables you to easily sign up for email notifications containing updates for Council & Committee meetings that interest you! Review agendas and minutes within the Meeting area. View upcoming and past meetings using the Calendar. Search for agenda documents and minutes in our online library. Find contact information for your Ward Councillor in our Welcome area. Interested in learning more about a specific meeting? Subscribe to receive email notifications when new information becomes available by choosing the meeting type you wish to follow! Have Questions about Council Portal? Office (705) 487-2171 Page 430 of 571 14.a) Announcements of Interest to the Public: Introducing O... Remembrance Day Office Closure Page 431 of 571 14.b) Minutes of Barrie Public Library meeting held on Thurs... Page 432 of 571 14.b) Minutes of Barrie Public Library meeting held on Thurs... Page 433 of 571 14.b) Minutes of Barrie Public Library meeting held on Thurs... Page 434 of 571 14.b) Minutes of Barrie Public Library meeting held on Thurs... Page 435 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... No. BOD-08-16 Friday, September 23, 2016 120 Bayview Parkway, Newmarket, ON MINUTES LSRCA Board Members Present: LSRCA Staff Present: Councillor R. Simpson, Vice Chair M. Walters, Chief Administrative Officer D. Bath R. Baldwin, GM, Planning & Development Regional Councillor B. Drew B. Kemp, 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 Councillor S. Harrison-McIntyre S. Auger, Stormwater Management Specialist Councillor D. Kerwin S. Jagminas, Communications Program Coordinator Councillor S. Macpherson N. Knight, Communications Specialist Deputy Mayor P. Molloy D. Lembcke, Manager, Environmental Science and Monitoring M. Leung, Communications Specialist Mayor M. Quirk Councillor P. Silveira Guests: Councillor S. Strangway R. Clark, RC Design H. Luscher, RC Design Regrets: R. Tsangaris, RC Design Mayor G. Dawe, Chair J. Dolan Deputy Mayor/Regional Councillor D. Wheeler The meeting was chaired by Vice Chair Simpson. I.DECLARATION OF PECUNIARY INTEREST None noted for this meeting. II.APPROVAL OF THE AGENDA Moved by: S. Strangway Seconded by: V. Hackson BOD-100-16 RESOLVED THAT the content of the Agenda for the September 23, 2016 meeting of the LSRCA Board of Directors be approved as presented. CARRIED III.ADOPTION OF THE MINUTES a) Board of Directors Meeting July 22, 2016 Moved by: D. Bath Seconded by: S. Macpherson Page 436 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -08-16 September 23, 2016 Minutes Page 2 of 6 BOD-101-16 RESOLVED BOD-07-16 held on Friday, July 22, 2016 be approved as circulated. CARRIED IV. ANNOUNCEMENTS a) LSRCA Annual Report Award General Manager, Communications and Education, Reneé Jarrett, was very pleased to announce that LSRCA's 2015 Annual Report received recognition at the ARC Awards (an international competition that honours excellence in annual reports) by being chosen in the top 30 out of over 2,000 entries from 32 countries. Recognized at the Board meeting were members of RC Design Annual Reports and other project Jagminas as the project lead and lead writer/researcher; Melissa Rosato for her photography; and Kristen Yemm, for providing creative direction and empowering her team to be their best. b) Upcoming Stewardship Events Communications Specialist, Nancie Knight, provided Board members with a list of stewardship events planned around the watershed in October. For more information on these and other events or to find an event near you, please click the following link: LSRCA Events Calendar or contact Nancie Knight at n.knight@lsrca.on.ca or 905-895-1281 ext 144. c) Handouts Board members received the latest copy of Lake Simcoe Living magazine, as well as Lake Simcoe Science Newsletter. V. DEPUTATIONS There were no deputations at this meeting. VI.HEARINGS There were no hearings at this meeting. VII. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 3, and 5 were identified as items not requiring separate discussion. VIII. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by: B. Drew Seconded by: P. Ferragine BOD-102-16 RESOLVED THAT the following recommendations respecting the matters listed as and staff be authorized to take all necessary action required to give effect to same. CARRIED Page 437 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -08-16 September 23, 2016 Minutes Page 3 of 6 1. Correspondence BOD-103-16 RESOLVED THAT correspondence listed in the agenda as Items 1 a) and b) be received for information. CARRIED 3. Ontario Climate Change Action Plan BOD-104-16 RESOLVED THAT Staff Report No. 36-16-BOD regarding the Climate Change Action Plan be received for Information. CARRIED 5. Update on Feed-in-Tariff Program Application for a Renewable Energy Generation Contract BOD-105-16 RESOLVED THAT Staff Report No. 38-16-BOD regarding entering into a contract with the FIT Program to support the installation of a 37kW solar panel array at CARRIED IX. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 2. Budget Status Report In response to a question by Deputy Mayor Oonnell on what a Wildlife Passage Program is, General Manager, Integrated Watershed Management, Ben Longstaff advised that this is an initiative within the subwatershed planning program that looks at improving habitat connectivity. He went on to note an example is the turtle passage pilot project, which aims to decrease vehicle-wildlife collisions by installing fencing to guide turtles through culverts and bridges to transfer from one habitat to another, thereby keeping them off the roads. He also noted that a presentation on the project is planned for an upcoming atershed Health Monitoring includes. General Manager, Integrated Watershed Management, Ben Longstaff advised that amongst other things, this expenditure includes hundreds of monitoring sites across the watershed that provide data for subwatershed plans, which require staff time to collect and assess the data. Other expenditures in this program, he explained, include the purchase of new research vessel, a data portal, which is a web-based system that allows the download of the data collected. GM Longstaff also noted that it is a very comprehensive program that includes flood warning management system, risk management, as well as valuable information for environmental assessments. Moved by: D. Bath Seconded by: P. Molloy BOD-106-16 RESOLVED THAT Staff Report No. 35-16- the eight month period ending August 31, 2016 be received for information. CARRIED 4. Coordinated Land Use Planning Review On a question from Deputy Mayor Oonnell regarding how the review of the plans will affect new development, General Manager, Planning and Development, Rob Baldwin advised that the language Page 438 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -08-16 September 23, 2016 Minutes Page 4 of 6 currently does not mesh entirely throughout the various plans, and LSRCA is recommending clarification of the language and pushing for harmonization for infrastructures. Mayor Quirk referred to the comment regarding Large Fill Operations and asked if the policies added cover all situations. GM Baldwin noted that the policies are general in nature and not quite what was hoped for; however, staff are pleased it has been recognized and are still working with MOECC on fill guidelines. Moved by: A. Eek Seconded by: S. Harrison-McIntyre BOD-107-16 RESOLVED THAT Staff Report No. 37-16-BOD regarding the Coordinated Review of the Growth Plan for the Greater Golden Horseshoe, Greenbelt Plan, Oak Ridges Moraine Conservation Plan, and Niagara Escarpment Plan be received; and FURTHER THAT the letter contained herein, along with referenced attachments, be Planning Review. CARRIED X. CLOSED SESSION The Board moved to Closed Session to deal with confidential human resources matters. Moved by: B. Drew Seconded by: P. Ferragine BOD-108-16 RESOLVED THAT the Board move to Closed Session to deal with confidential human resources matters, and FURTHER THAT the Chief Administrative Officer, the Executive Management Team, the Manager of Communications, the Communications Specialist, and the Coordinator, BOD/CAO remain in the meeting for the discussion on Item a); and FURTHER THAT the Chief Administrative Officer remain in the meeting for the discussion on Item b). CARRIED The Board rose from Closed Session. Moved by: S. Harrison-McIntyre Seconded by: S. Strangway BOD-109-16 RESOLVED THAT the Board rise from Closed Session and report findings. CARRIED a) Confidential Human Resources Matter Confidential Staff Report No. 39-16-BOD was provided to Board members prior to the meeting. Moved by: D. Bath Seconded by: P. Silveira Page 439 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -08-16 September 23, 2016 Minutes Page 5 of 6 BOD-110-16 RESOLVED THAT Confidential Staff Report No. 39-16-BOD regarding a legal matter be received for information. CARRIED b) Confidential Human Resources Matter A confidential human resources matter was discussed at the meeting. Moved by: V. Hackson Seconded by: S. Macpherson BOD-111-16 RESOLVED THAT the discussion regarding a confidential human resources matter be received for information. CARRIED XI. OTHER BUSINESS a) Mayor Quirk noted that she receives phone calls from residents regarding weeds washing up in Georgina and wondered how she should respond. CAO Walters Brian Ginn, provide a presentation at the next meeting on aquatic plants. Mayor Quirk noted she would also like to get information out to the public, and CAO Walters agreed to work with staff and Mayor Quirk to hold a forum on aquatic plants in the near future. b) Mayor Quirk asked for follow up on violation notices, noting that Board members are copied on these notices; however, it would be good to know if matters are resolved. CAO Walters noted that staff will work on a solution to be discussed at a later date. c) Mayor Quirk asked if LSRCA permits can somehow be displayed on the property site, similar to building permits. General Manager, Planning and Development, Rob Baldwin advised that this has been looked into in the past, and privacy laws in the Conservation Authorities Act are very different from those of a municipality. CAO Walters advised that staff will see what can be done. th d) The next meeting of the Board of Directors will be held on Friday, October 28 @ 9:00 a.m. This meeting will be held at the offices of LSRCA located at 120 Bayview Parkway, Newmarket. XII. PRESENTATIONS a) Newly Renovated Administrative Offices Parking Lot Stormwater Management Specialist, Steve Auger, took Board members on a walking tour of the Low Impact Development features installed in LSRCA Administrative Offices Parking lot expansion and restoration project. Moved by: S. Harrison-McIntyre Seconded by: P. Ferragine BOD-112-16 RESOLVED THAT the presentation by Stormwater Management Specialist, Steve Project be received for information. CARRIED Page 440 of 571 14.c) Minutes of Lake Simcoe Region Conservation Authority m... Lake Simcoe Region Conservation Authority -08-16 September 23, 2016 Minutes Page 6 of 6 XIII. ADJOURNMENT Moved by: S. Harrison-McIntyre Seconded by: S. Macpherson BOD-113-16 RESOLVED THAT the meeting be adjourned @ 11:40 a.m. CARRIED ____ Councillor Richard Simpson Michael Walters Vice Chair Chief Administrative Officer Page 441 of 571 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... Nottawasaga ValleyConservation Authority Board of Directors BOD-08-16 Friday September 23,2016 Minutes Location:The Town of Collingwood Public Library, 55 Ste. Marie Street, Collingwood NVCA Board Members Present: Councillor Doug Lougheed, ChairInnisfil (Town) Deputy Mayor Gail Ardiel, Vice ChairBlue Mountains (Town) Deputy Mayor Nina Bifolchi, Past ChairWasaga Beach (Town) Councillor Bob MeadowsAdjala-Tosorontio (Township) Councillor Gail LittleAmaranth (Township) Councillor Ron OrrBradford West Gwillimbury (Town) Councillor Deb DohertyCollingwood (Town) CouncillorCam EccelstoneCollingwood (Town) Councillor Connie LeishmanClearview (Township) Councillor Keith WhiteEssa (Township) Councillor Terry MokriyGrey Highlands (Municipality) Rob NicolTown of Innisfil Mayor Darren WhiteMelancthon (Township) Councillor Fred NixMono (Town) Councillor Earl HawkinsMulmur (Township) Councillor Donna JebbNew Tecumseth (Town) Councillor Phil HallOro-Medonte (Township) Councillor Walter BenottoShelburne (Town) Mayor Bill FrenchSpringwater (Township) Regrets: (The entire 27 memberboardwere invited to attend this meeting to vote on the restructuring) Councillor Rose RomitaBarrie (City) Councillor Arif KhanBarrie (City) Councillor Sergio MoralesBarrie (City) Mayor Chris VanderkruysClearview (Township) Councillor Michael SmithEssa (Township) Mayor Rick MilneNew Tecumseth (Town) Councillor Barbara CoutancheOro-Medonte (Township) Councillor Perry RitchieSpringwater (Township) Mayor Brian SmithWasaga Beach (Town) NVCA Staff Present: D. Gayle Wood, Chief Administrative Officer Sheryl Flannagan, Director, Corporate Services Chris Hibberd, Director, Planning Services Byron Wesson, Director, Land, Education and Stewardship Services Glenn Switzer, Director, Engineering and Technical Services Laurie Barron, Coordinator, CAO and Corporate Services Page 442 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 2of 7 CALL TO ORDER Chair Lougheed called the meeting to order at 9:00 a.m. 1.ADOPTION OF THE AGENDA Moved by:Fred NixSeconded by:Keith White RES: 95-16 RESOLVED THAT: the agenda for Boardof Directors Meeting BOD-08- 16 dated September 23, 2016 be approvedas amended to include: (B.7) A letter from Tourism Simcoe Canada dated August 26, 2016 addressed to Byron Wesson, Director, Land, Education and Stewardship Services regarding approval of a grant of $3,000 to support a Fort willow History Hike Interpretive Trail. Carried; 2.DECLARATIONS OF PECUNIARY AND CONFLICT OF INTEREST Nonedeclared. 3.ANNOUNCEMENTS NVCA Watershed Bus Tour Phragmities Workshop held on September 13/16 Historic Fort Willow designation as a National Park September 30/16 Nottawasaga Bay Nearshore Water Quality Monitoring Project Small Halls Festival Clearview, September 30 to October 2/16 4.PRESENTATIONS There wereno presentations for this meeting. 5.DEPUTATIONS 5.1 Nottawasaga ValleyConservation Authority Board Reduction Staff Report No.61-08-16-BODfrom the Chief Administrative Officer regarding the NVCA board reduction. Moved by: R. NicolSeconded by:C. Ecclestone RES: 96-16RESOLVED THAT: the Staff Report No.61-08-16-BOD regarding a final Board reduction from 27 members to 18 members be supported by the Board of Directors; and FURTHER THAT: Staff Report No. 61-08-16-BODbe circulated to the 18 watershed Councils by the Chair requesting a municipal Page 443 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 3of 7 resolution of support for a permanent Board reduction to 18 members; and FURTHER THAT: staff prepare a final report for Board consideration after resolutions have been received from all 18 member municipalities; and FURTHER THAT: the pilot project supporting an 18 member NVCA Board of Directors continue until a final report is submitted. Unanimously Carried; 5.22017 NVCA Draft Budget Staff Report No.62-08-16-BODfrom the Director of Corporate Services regarding the 2017 NVCA Draft Budget. Moved by:W. BenottoSeconded by:R. Nicol RES:97-16 RESOLVED THAT: Staff ReportNo. 62-08-16-BOD regarding the NVCAs 2017 Draft Budget be received; and FURTHER THAT: the Board of Directors approve the NVCAs 2017 Draft Budget; and FURTHER THAT: staff be directed to distribute the 2017 Draft Budget booklet to municipalities for the 30 day review period. Defeated; The following amending motion was placed on the table. Moved by: B. FrenchSeconded by: F. Nix RES:98-16 RESOLVED THAT: Staff ReportNo. 62-08-16-BOD regarding the NVCAs 2017 Draft Budget be receivedincluding a .3% addition relating to the WSIB increase; and FURTHER THAT: staff be directed to distribute the 2017 Draft Budget bookletto municipalities for the 30 day review period. Carried; NVCA Staff were directed to bring back a report on Reserves to the November board meeting. Chair Lougheed canvased the membersfor interest in a special budget workshop. More details to follow. Page 444 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 4of 7 6.DELEGATIONS Therewereno delegations requested for this meeting. 7.HEARINGS There wereno Hearingsrequested under Section 28 of the ConservationAuthorities Actfor this meeting. 8.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Board Members will be requested to identify those items from the Consent Listthat they wish to have considered for separate discussion. 9.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items A.1, B.1 to B.7, C.1, C.2, C.3, C.6 Recommendation: RESOLVED THAT: the following recommendations respecting the matters listed as Items not requiring separate discussion be adopted as submitted to the Board, and staff be authorized to take all necessary action required to give effect to same. A)Adoption of Minutes A.1)Approval of Minutes of the Board of Directors Meeting BOD-07-16 held August 26, 2016. Recommendationadopted by consent: RESOLVED THAT: the Board of Directors approve the minutes of the BOD-07-16 Board meeting held on August 26, 2016. B)Correspondence (B.1)Aletter from the Copeland Forest Friends Association dated July 27, 2016 thanking the NVCA for our support with their map and signage project. (B.2)A letter from Gayle Wood, Chief Administrative Officer to Alex McLeod, Policy Officer, Ministry of NaturalResources and Forestry, dated September 8, 2016regarding NVCA Board of Directors response to the EBR posting for the Conservation Authorities Act Review. Page 445 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 5of 7 (B.3)A letter from the Minister Eleanor McMahon, Ministry of Tourism, Culture thanking the NVCA for her congratulations letter and acknowledging the work of MNRF in the review of the Conservation Authorities Act. (B.4)A copy of the County of Grey staff report dated August 11, 2016 regarding the Conservation Authority Act Review. (B.5)An email fromthe City of Barrie Environmental Advisory Committee regarding comments on the Conservation Authorities Act Review. (B.6)A resolution from the Township of Amaranth regarding the Conservation Authorities Act Review. (B.7)A letter from Tourism Simcoe Canada dated August 26, 2016 addressed to Byron Wesson, Director, Land, Education and Stewardship Services regarding approval of a grant of $3,000 to support a Fort willow History Hike Interpretive Trail. Recommendationadopted by consent: RESOLVED THAT: the correspondence listed in the September 23, 2016 Board of Directors agenda be receivedfor information. C.Staff Reports (C.1) Staff Report No. 63-08-16-BODfrom the Director of Land, Education and Stewardship Services regarding Environmental Education Program 2017 Fee Increase. Recommendation adopted by consent: RESOLVED THAT: Staff Report No. 63-08-16-BOD regarding a fee increase to all core programs within the NVCA Education program be approved as presented. (C.2)Staff Report No. 64-08-16-BOD fromGlenn Switzer, Director of Engineering and Technical Servicesand Ryan Post, Lead Hydrogeologist regarding NVCA Risk Management Office Update. Recommendation adopted by consent: RESOLVED THAT: Staff Report No. 64-08-16-BOD regarding the NVCAs Risk Management Office Update be received for information. Page 446 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 6of 7 (C.3)Staff Report No. 65-08-16-BOD from Glenn Switzer, Director of Engineering and Technical Services regarding the National Disaster Mitigation Program Wasaga Beach Floodplain Mapping. Recommendation adopted by consent: RESOLVED THAT: the Board of Directors receive Staff Report No. 65- 08-16-BOD; and FURTHER THAT: the Board of Directors approve the use of reserve funding from the 2017 NVCA budget, in principle, to serve as matching funding for an application for a Wasaga Beach Floodplain Mapping project under the National Disaster Mitigation Program; and FURTHER THAT: staff seek Board approval for an appropriation from the 2017 reserve should federal NDMP funding be approved. (C.6)Staff Report No. 68-08-16-BOD from the Director of Corporate Services regarding the Communications Report July 26 to September 12, 2016. Recommendationadopted by consent: RESOLVED THAT: the Board of Directors receive Staff Report No. 66- 08-16-BOD regarding the Niagara Escarpment Plan. 10.ADOPTION OF CONSENT LIST AND IDENTIFICATION OF ITEMS REQUIRING SEPARATE DISCUSSION Moved by: W. BenottoSeconded by: R. Nicol RES: 98-16RESOLVED THAT: agenda items number(s) C4 and C5have been identified as requiring separate discussion be referred for discussion under Agenda Item #10; and all Consent List Agenda Items not referred for separate discussion be adopted as submitted to the board and staff be authorized to take all necessary action required to give effect to same; and FURTHER THAT: any items in consent list not referred for separate discussion, and for which conflict has been declared, are deemed not to have been voted on or discussed by the individual making the declaration. Carried 11.CONSIDERATION OFITEMS REQUIRING SEPARATE DISCUSSION Items referred for Separate Discussion. Page 447 of 571 NVCA BOD-08-16 Minutes 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... September 23. 2016 Page 7of 7 (C.4)Staff Report No. 66-08-16-BOD from the Director of Planning Services regardingthe Niagara Escarpment PlanProposed Amendments Moved by: F. NixSeconded by: B. Meadows RES: 99-16RESOLVED THAT: the Board of Directors receive Staff Report No. 66-08-16-BOD regarding the Niagara Escarpment Plan. Tabledto October 28/16 meeting; (C.5)Staff Report No. 67-08-16-BOD from the Chief Administrative Officer regarding Board of Directors Meeting Location Moved by: G. ArdielSeconded by: T. Mokriy RES: 100-16RESOLVED THAT: the Staff Report No. 67-08-16-BOD regarding meeting locations for the Board of Directors be received for information, and FURTHER THAT: the Board direct staff regarding the preferred option for future meeting locations. Tabled to October 28/16 meeting; 12.CLOSED SESSION There are no closed session items for this agenda. 13.OTHER BUSINESS None noted. 14.ADJOURN Moved by: D. JebbSeconded by: G. Ardiel RES: 101-16RESOLVED THAT: the Board of Directors adjourn at 12:15 p.m. until the next scheduled meetingon October 28, 2016 or at the call of the chair. ____________________________________________ Doug Lougheed, NVCA ChairD. Gayle Wood, Chief Administrative Officer Approved this _____ day of __________, 2016 Page 448 of 571 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... NVCA BoardMeeting Highlights,October 28, 2016 Next Board Meeting: November 25,2016 atTiffin Conservation Area For the full meeting agenda including documents and reports, visit nvca.on.ca/about/boardofdirectors Town of Collingwood Municipal Service deliveredinnovation, creativity and Agreemententrepreneurship training (ICE) tostudents from two schools, one from each watershed.The At the meeting, the board approved an NVCA and challenge to thestudentswasto learn about and Town of Collingwood Municipal Service Agreement present ideas on how might we reduce the regarding applications under thePlanning Act. negative impacts that storm water has on our NVCA staff will continue to work with watershed local lake.This training prepared students for the municipalities to establish and/or update Great Lakes Public Forumheld this fall. municipal service agreements and standardize these agreements where possible. In brief During the meeting the board also: Members support the Chief Administrative Officer (CAO) Recruitment PlanReceived anupdatefrom NVCAs Fred Dobbs, Manager, Stewardship Services,on the Lake The board received the CAORecruitment Ad Hoc Simcoe/South-eastern Georgian Bay Clean-up Committeesrecommendations for the recruitment Fund projectscompleted from 2014-2016. of a new CAO forthe NVCA. Gayle Wood, NVCAs NVCA received $1.2 million in funding from current CAO, will be retiring in May of 2017. Environment and Climate Change Canada for The CAOs job description and core competencies these projects. were approved by the board. The position will be Received an updatefrom NVCAs Gayle Wood, advertised in early December2016. CAO,on the Conservation Authorities Act Review Stage 2 results as reported by New education program forhigh school ConservationOntario on September 26, 2016. environmental Specialist High Skills Majors Received a third quarter budget update from The board receiveda report on the NVCAs NVCAs Sheryl Flannagan, Director, Corporate education teamsnew program to support the Services. Specialist High Skills Major(SHSM)in the environmentsector now being offered at select Future Meetings&Events Ontario high schools. Community Stewardship Workshop As part of the SHSM program, students take a November 3,7:00 p.m. -9:00 p.m. bundle of specific credits, workshopsand Township of Springwater Administration Centre, certifications that focus on one sector of the 2231 Nursery Rd, Minesing economy. NVCAs program is offering 10 certifications and workshops to support the SHSM Evening of Science: Reptiles & Amphibians in environment.These include GPS, stream November 10,7:00 p.m. -9:30 p.m. assessment and bird identification, among others. Tiffin Centre for Conservation, Utopia Hosted by the Friends of Minesing Wetlands, with As an example, in September NVCA and Lake special guest speaker Jeff Hathaway fromScales Simcoe Region Conservation Authority jointly Nature Park. Public welcome! th 8195 8Line, Utopia, ON, L0M 1T0705-424-1479admin@nvca.on.ca www.nvca.on.ca Page 449 of 571 14.d) Nottawasaga Valley Conservation Authority re: Minutes ... Nature Days for Homeschoolers November 18,10:00 a.m. -3:00 p.m. Tiffin Centre for Conservation, Utopia Hay, Pasture & Grassland Birds: Exploring Conservation on Farms November 22, 5:30 p.m. 8:30 p.m. Tiffin Centre for Conservation, Utopia Shoreline Biodiversity& CitizenScience Workshop, Wasaga Beach November 23, 7:00 p.m. 9:00 p.m. Wasaga Beach Community Presbyterian Church 208 Mosely St, Wasaga Beach NVCA Board of Directors Meeting Friday, November 25,9:00 a.m. -12:00 p.m. Tiffin Centre for Conservation, Utopia Shoreline Biodiversity& CitizenScience Workshop, Collingwood November 29, 7:00 p.m. 9:00 p.m. FirstPresbyterian Church, 200 Maple St., Collingwood NVCA Board of Directors Meeting December 16,9:00 a.m. -12:00 p.m. Tiffin Centre for Conservation, Utopia Christmas Bird Count for Kids January 7, 2017,9:00 a.m. -12:00 p.m. Tiffin Centre for Conservation, Utopia For more information on these events, please visit . the NVCA website th 8195 8Line, Utopia, ON, L0M 1T0705-424-1479admin@nvca.on.ca www.nvca.on.ca Page 450 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Sustainability Plan Steering Committee (SPSC) Meeting Draft Minutes Date Thursday, August 4, 2016 Time 10am-12pm Location North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendees Chris McLaughlin, Director/General Manager, NSCFDC (Alternate Chair) Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Ron Stevens, Ward 4, Township of Severn Gail Marchildon, Office Manager, Severn Sound Environmental Association Ian Feigel, Intern, NSCFDC Jonathan Main, Councillor, Ward 1, Town of Midland Jonathan Pauk, Planning Intern, Township of Tay Karen Alexander, Community Engagement Leader, Township of Tiny Marina Whelan, Program Manager, Environmental Health Program Manager, Simcoe Muskoka District Health Unit Nick Popovich, Director of Development Services, Township of Georgian Bay Steffen Walma, Deputy Mayor, Township of Tiny, County of Simcoe representative Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Regrets Andrea Betty, Director of Planning and Community Development, Town of Penentanguishene Councillor Mike Lauder, Ward 2, Town of Penentanguishene Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Doug Luker, CAO/Clerk, Township of Tiny Keith Sherman, Executive Director, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Steve Farquharson, Director of Planning and Development, Township of Tay Patricia File, Councillor, Ward 1, Town of Midland 1.0 Welcome, Introductions and Approval of Agenda Discussion: Chair began with introductions, and then requested any additions or changes to the agenda, with SSS indicating no changes requested. Chair then requested motion to approve the agenda. Moved by J. Main, seconded by R. Stevens. Carried. Agenda approved. 1 2.0 Approval of Minutes from the 6-Jul-16 SPSC Meeting Page SPSC DRAFT MINUTES 4-Aug-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 451 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Discussion: Coordinator advised that the DRAFT minutes were provided to the SPSC on 28-Jul-16, with no corrections requested. Chair requested motion to approve the 6-Jul-16 meeting minutes. Moved by J. Main, seconded by M. Whelan. Carried. Minutes of the 6-Jul-16 SPSC meeting approved 4- Aug-16. Action Item(s): (1) Coordinator to send the approved minutes to the Clerk of each partner municipality for submission to Council. (2) Coordinator to send full files to each representative in response to technical issues regarding downloading from the SSS website. 3.0 2016 SSS Work Plan Items 3.1 Sustainability Speaker Series Discussion: Coordinator provided an overview of the next Sustainability Speaker Series event proposed for November, 2016. The event will feature 4 key components: 1. Launch of the new SSS website, 2. Presentations of 3-5 partner practices which are featured as case studies on the new site, 3. Release of the 2016 Sustainability Report Card, and 4. Recognition of Municipal Sustainability Leadership Nominations through the presentation of a small award (plaque). Coordinator noted the update of the SSS work plan in regards to both Item 3.1 and 3.2 which is included below for SPSC representative. 3.2 Website Redesign Project Discussion: Coordinator provided an update on the status of the website redesign, noting that the timeline had been pushed back slightly due to the addition of the Sustainability Report Card in November. Municipality Case Study Sustainability BB Complete Not Complete County of Simcoe Waste and Recycling Manual Waste and Recycling x County of Simcoe Food and Agriculture Charter Greener, Food Secure x 2 Communities Page SPSC DRAFT MINUTES 4-Aug-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 452 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Midland School Zone Solar Energy Efficiency and x Assemblies Renewables Midland Native Species List Greener, Food Secure x Communities Midland DES Study Co-generation Water and Sewage x Severn Outdoor Fitness Equipment Housing and Community x Development Severn LED Signage Partnership Energy Efficiency and x Renewables Tiny Trails and AT Master Plan Transportation Planning x and Traffic Management Tiny Septic Reinspection Program Water and Sewage x Tiny Health and Fitness Day Housing and Community x Development Penetanguishene Watts Not Program (Library) Energy Efficiency and x Renewables Penetanguishene Streetscaping Program Land Use, Urban Form x and Community Design Penetanguishene Urban Design Manual Land Use, Urban Form x and Community Design Tay Phragmites Management Greener, Food Secure x Project Communities Tay Tay Bike Day Housing and Community x Development Tay Community Garden and Greener, Food Secure x Orchard Communities Georgian Bay Good Food Basket Greener, Food Secure x Communities Georgian Bay Official Plan Profile Land Use, Urban Form x and Community Design Oro-Medonte Braestone (Buffalo Springs) Land Use, Urban Form x Profile and Community Design Oro-Medonte Paperless Transition (Parks) Waste and Recycling x SMDHU Travel Conservation Policy Climate Change x 3.3 Sustainability Report Card Discussion: Coordinator provided an update on the criteria for the Sustainability Report Card that was approved at the 6-Jul-16 meeting and the addition of the Sustainability Leadership to the project overview. Discussion included that the best practice case studies will be linked to the Report Card, and used as examples of 3 Page SPSC DRAFT MINUTES 4-Aug-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 453 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... sustainability progress in each of the municipalities. Motion to approve the changes to the Project Overview as presented by S. Walma, seconded by J. Main. Carried. Project Overview (Approved 6-Jul-16) nd 2 Review of Draft Checklist Action Item(s): (1) Coordinator to prepare a nomination form and background for the Sustainability Leadership Award and provide to each SPSC member at the 8-Sep-16 meeting. (2) Recommendation received to ensure the inclusion What is ). (3) Coordinator to prepare an updated version of the Report Card Criteria for SPSC review at the 8- Sep-16 meeting based upon the review activity completed by the SPSC. 4.0 Budget Financial Statement as of 31-Jul-16 Discussion: Chair requested a motion to approve the statement as presented, moved by R. Stevens, seconded by S. Walma. Carried. 5.0 September 2016 October 2016 Meeting Schedule Date Time Location Purpose Thursday, September 8, 10am-12pm SSS Office, 105 Fourth Review of Draft Report Card 2016 Street, Midland Present Sustainability Champion Package/Documents Discuss Sustainability Speaker Event and Municipal Presentations 4 Page SPSC DRAFT MINUTES 4-Aug-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 454 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Thursday, October 6, 10am-12pm SSS Office, 105 Fourth Regular Meeting 2016 Street, Midland Thursday, November 3, 10am-12pm SSS Office, 105 Fourth Regular Meeting 2016 Street, Midland 6.0 Information Sharing Discussion: SSEA: Keith Sherman has retired as ED for the SSEA, with a new ED to start in September. Mr. Sherman will take on the role of Special Projects Manager and Risk Management Official with the SSEA. Tiny: Utilizing social media to engage the community in wayfinding and physical activity will share further information as available. 7.0 Adjournment: 12:10pm Time: Next Meeting When: Thursday, September 8, 2016 Time: 10am-12pm Where: SSS Office 5 Page SPSC DRAFT MINUTES 4-Aug-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 455 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Sustainability Plan Steering Committee (SPSC) Meeting Draft Minutes Date Thursday, September 8, 2016 Time 10am-12pm Location North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendees Chris McLaughlin, Director/General Manager, NSCFDC (Alternate Chair) Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Mike Lauder, Ward 2, Town of Penentanguishene Councillor Ron Stevens, Ward 4, Township of Severn Doug Luker, CAO/Clerk, Township of Tiny, Chair Ian Feigel, Intern, NSCFDC Karen Alexander, Community Engagement Leader, Township of Tiny Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Nick Popovich, Director of Development Services, Township of Georgian Bay Patricia File, Councillor, Ward 1, Town of Midland Steffen Walma, Deputy Mayor, Township of Tiny, County of Simcoe representative Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Regrets Andrea Betty, Director of Planning and Community Development, Town of Penentanguishene Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Steve Farquharson, Director of Planning and Development, Township of Tay Gail Marchildon, Office Manager, Severn Sound Environmental Association Jonathan Main, Councillor, Ward 1, Town of Midland Jonathan Pauk, Planning Intern, Township of Tay Marina Whelan, Program Manager, Environmental Health Program Manager, Simcoe Muskoka District Health Unit 1.0 Welcome, Introductions and Approval of Agenda Discussion: Chair began with introductions, and then requested any additions or changes to the agenda, with SSS indicating no changes requested. Chair then requested motion to approve the agenda. Moved by P. File, seconded by R. Stevens. Carried. Agenda approved. 2.0 Approval of Minutes from the 4-Aug-16 SPSC Meeting 1 Page SPSC DRAFT MINUTES 8-Sep-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 456 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Discussion: Coordinator advised that the DRAFT minutes were provided to the SPSC on 1-Sep-16, with no corrections requested. Chair requested motion to approve the 4-Aug-16 meeting minutes. Moved by S. Walma, seconded by R. Stevens. Carried. Minutes of the 4-Aug-16 SPSC meeting approved 8-Sep-16. Action Item(s): (1) Coordinator to send the approved minutes to the Clerk of each partner municipality for submission to Council. (2) Coordinator to send full files to each representative in response to technical issues regarding downloading from the SSS website. 3.0 2016 SSS Work Plan Items 3.1 Sustainability Speaker Series Discussion: Coordinator provided an overview of the next Sustainability Speaker Series event proposed for November, 2016. The event will feature 4 key components: 1. Launch of the new SSS website, 2. Release of the 2016 Sustainability Report Card, 4. Recognition of Municipal Sustainability Leadership Nominations through the presentation of (7) small awards (plaques), and 4. (1) Keynote Speaker. The Coordinator provided bios and details for the potential keynote and then requested a vote to select the keynote speaker, with the options being (1) Dr. Wayne Caldwell, or (2) Dr. Karen Farbridge. The committee voted with a majority to select Dr. Farbridge as the keynote speaker. Further discussion was held regarding event details and possible venues, with the committee suggesting several options. Action Item(s): (1) Coordinator to research and select venue based upon (a) speaker availability, (2) technical options, and (3) choice to select local food options for catering and provide update at the 8-Oct-16 SPSC meeting. 3.2 Website Redesign Project Discussion: Coordinator provided an update on the status of the website redesign, noting that the timeline had been pushed back slightly due to the addition of the Sustainability Report Card in November. Action Item(s): (1) Coordinator to provide written update to the Website Redesign Sub- Committee by the next meeting on 8-Oct-16. 2 3.3 Sustainability Report Card Page SPSC DRAFT MINUTES 8-Sep-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 457 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Discussion: Coordinator provided an update on the criteria for the Sustainability Report Card that was approved at the 6-Jul-16 meeting and the addition of the Sustainability Leadership to the project overview. Discussion included that the best practice case studies will be linked to the Report Card, and used as examples of sustainability progress in each of the municipalities. Motion to approve the changes to the Project Overview as presented by S. Walma, seconded by P. File. Carried. The Coordinator detailed the process for completing the assessment list which will form the bulk of the report card, and informed the committee that interviews will be arranged with each member and the CAO of their municipality to complete the checklist and discuss the actions/practices per municipality. Action Item(s): (1) Coordinator to arrange meetings and inform each SPSC member of the date/time to ensure their attendance. (2) Coordinator to prepare DRAFT #1 of the report card for review by the committee at the next SPSC meeting on 8-Oct-16. Project Overview (Approved 6-Jul-16) 3.3.1. Municipal Sustainability Leadership Awards Discussion: Coordinator overviewed the process for the Sustainability Leadership Awards and provided each SPSC member with the nomination form and asked for the return of the form by SPSC members by 4-Oct-16. Action Item(s): (1) Coordinator to send a reminder on 2-Oct-16 for the 4-Oct-16 deadline. (2) Coordinator to review budget (add plaques) and reduce food/beverage budget for committee information at the meeting 8-Oct-16. 4.0 Project Budget Financial Statement as of 31-Aug-16 3 Page SPSC DRAFT MINUTES 8-Sep-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 458 of 571 14.e) Minutes of Sustainability Plan Steering Committee meet... Discussion: Chair requested a motion to receive the statement as presented, moved by R. Stevens, seconded by S. Walma. Carried. 5.0 October 2016 December 2016 Meeting Schedule Date Time Location Purpose Thursday, October 6, 10am-12pm SSS Office, 105 Fourth Review of Draft Report Card 2016 Street, Midland Review and Approve Leadership Nominations Discuss Sustainability Speaker Event Details Thursday, November 3, 10am-12pm SSS Office, 105 Fourth Review and Final Comment on 2016 Street, Midland Report Card Review New Website Tuesday, November 29, 2pm-5pm NSSRC, 527 Len Self Sustainability Speaker Series 2016 Blvd., Midland event Thursday, December 1, 10am-12pm SSS Office, 105 Fourth Review and Discussion of 2017 2016 Street, Midland SSS Work Plan 6.0 Information Sharing Discussion: Due to the discussion of other agenda items, time was not available to address this item besides the mention regarding the Coordinated Land Use Review. Item is to be included in the September newsletter and to be added as an agenda item for discussion at the 6-Oct-16 meeting. http://www.mah.gov.on.ca/Page10882.aspx#HowParticipate 7.0 Adjournment: 12:05pm Time: Next Meeting When: Thursday, October 6, 2016 Time: 10am-12pm Where: SSS Office 4 Page SPSC DRAFT MINUTES 8-Sep-16 Sustainable Severn Sound (SSS) | 105 Fourth Street, P.O. Box 8, Midland, ON | L4R 4K6 | 705.526.1371 x.112 Page 459 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... Page 460 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... Page 461 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... Page 462 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... Page 463 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... n i * a e 5 h 1 r r0 2 o n 0- o 0 0 G 2 f , o o i e r t a a t R n e O c d n n e a d i a c k n I o k d s e u z i M d r e a o d c n a m i t S S e )noitalupop 000,001 rep sesaC( g etaR ecnedicnI A The rise in some sexually transmitted infections (STI) in Simcoe Muskoka is also being experienced across Ontario. Page 464 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 145 524 , 26 395 , 6 269 , 20 593 , 4 601 Page 465 of 571 s 2 l w l e a o F m t L r o o c p g H e n % T I R n 0 L l 14.f) Correspondence dated September 23, 2016 from Barry War... 4 Aa o t , % E n H e p i m l l R u1 e t t A e 1 n o I k r r : 0 g a e r 2 M n G a i . 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Page 466 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... a k% o 7 k s 2 . % u n hh 1 0 o M i gg 2 ii t e a 1 l HH o u c p m o i p S , d r 2 a 1 d 0 n 2 a . t c s e n D a i d 2 - a 1 n s 0 a 2% p C . 0 1 5 u n 0 9 a o 1 ee 9 1 l J l r 1 , dd 0 ) g e dd S i 2 i h t e S , MM Fo t m R a% d o% R 5 e k ( c z 4 i 9 o m d n 9 r I e t k a s d y s n S a . t u e n s c o i e n M t g d a% a l r la i 0 e e o e e %8 p n r v r o i r e 2 o u b w c 8 C S s r ww g m e o m n oo t gi o i c LL s a t c a u n S o F t e H k c n r s s % i d e e r n R r 2 P a e . d 7 t i % i d e p n n g 9 n a r a U 6 a R g ht :a tr l e d o % a c E r o e 0 M u H 6 o n o e t f a S i c i d r a n t m t a )+81( stluda fo tnec reP s ai o n o a Page 467 of 571 DD t c C n , n e 4 I 1 p 0 s 2 l w l e a o m 14.f) Correspondence dated September 23, 2016 from Barry War... )C°( pmeT niM egarevA r l a a e r a 420 n d t n 8642 u l t 111 a 0 r ------- o a oD o N s n m i o l C te a t a et s i r f e y p u 6. sS o s 20142015 S 1 o o g 0 h p r n r i2 xt a , n r e E e 9 n o i r 1 o p b p od t e es s e t R t u i 20132014 m a e a g b e e t r r u r u e st a A o u s C r d N a. S F y s e n r t ,w o o c a o t d5 id s a a e a 20122013 lr m r 1 t p n r e )u r / x e b uS x a E C h 4 c tr m °. c (oe , E e A t 1 o r p l n ti s p a y a 0 n t C d H n W m e l 2 20112012 r o i d n n m n e oi t r f e o ca o T e e v n ni N i T s ; C og n d i e i tg- a 5 i r a a 1n u e f M e z0o s is o l 2L S o 20102011 e a e h 6/07 - t p i d m 3- r g c x pn r0 0 a e R e s e a a0 r t o 0 d2 r M lh e n t H, t l a o i 2 v o a ra t c t xk oe A ra , e W t 20092010 i H e hD o E t s sf b i s o e k m f Ve y r e y g te s r r a v o t nh a o s s e i u h w N *D e n m ci , tf s t rs 20082009 s oiM M r n a a , D e s p e o e C dti h ei e tr n s f s D n h a 7 e t ei o o o t t a y 0 n R a cm c # O a P n a C e 202008 ek e hn- I H t go m f rl k T i g a e sL t o n W i i u m S A r p E M 67 E u r s dH 00 o : ei g l e l n oH a e : o k c i t 2020 n b t s io n m I i ke n o i , Ssc f m 5 r u e 000 0 a1 0000 u m DM u 420 f0 o 8642 e o2 111 eS o A sesac fo #, N s 3- c d a l 0 m Coi 0 *2 CSData - The weather often has its greatest impact on those of low income, with addictions, or with mental health issues. An evaluation of the impacts of extreme cold events between 2003/2004 and 2014/2015 found that an estimated 11 per cent of the emergency department visits, hospitalizations and deaths from cold exposure were associated with mental health disorders or substance abuse, and one per cent were associated with homelessness. Page 468 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 288 , 1 171 , 1 , 700 , 2 506 , 66 Page 469 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... made about the campaign: Excerpts from social media comments A few online comments about the breastfeeding campaign. Page 470 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 128 , 133 053 , 1 063 , 5 72 Page 471 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... )+91( stluda fo tnec reP - Advertising portrays alcohol as central to fun. Television programs and movies reinforce it. Professional sports are awash in alcohol. The alcohol industry lobbies relaxing the rules that control sales of its products. Page 472 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 3 efdmjojoh 22 nffujoh!ubshfut * u f h s b u h o j u 2 f f n u p vodibohfe o ) 3 qsphsfttjoh 3126 Page 473 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 000 , 362 people Serving 540 8 736 covered , of land area 8 square kilometers 802 650 , 2 628 , 43 Page 474 of 571 14.f) Correspondence dated September 23, 2016 from Barry War... 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Severn Sound Environmental Association 67 Fourth Street Midland, OntarioL4R 3S9 (705) 527-5166-FAX (705) 527-5167 Email: jcayley@midland.caWebsite: www.severnsound.ca October 12, 2016 Mr. Robin Dunn, CAO Corporation of the Township of Oro-Medonte 148 Line 7 South, Box 100 Oro-Medonte, ON L0L 2E0 Dear Mr. Dunn, RE: BUDGET REQUEST FOR THE SEVERN SOUND ENVIRONMENTAL ASSOCIATION AGREEMENT 2017 ________________________________________________________________ On March 26, 2009, the Severn Sound Environmental Association (SSEA) Agreement was renewed to create a Joint Municipal Service Board under the Municipal Act (Section 202). SSEA Operational Budget projections for 2014 to 2018 were provided as part of the SSEA Strategic Plan, approved by the Board in 2013. The projections incorporate a deficit reduction plan and increased administrative costs from our Treasurer Municipality, the Town of Midland and a small overall increase of 3% due to increased general administration costs of SSEA operations. Included in the deficit reduction plan is a planned surplus of $25,000 in the SSEA operational budget over each year of the five year period. Thedeficit has already been significantly reduced in 2013 and 2014 and it is expected thatthe plan objectives for 2016will be met. With the approval of the 2017budget by all ninemunicipal partners, the SSEA will be better able to serve the community while meetingour fiscal responsibilities. The attached budget table provides the five-year operationalbudget projections in context with the 2013, 2014, 2015and 2016year figures.Also attached is the 2016 SSEA Activity summary for the Township of Oro-Medonte. The overall municipal share of the SSEA budget for 2016has been $433,392. The share of that cost from the Oro-Medonte Townshipfor 2016has been $49,104.The overall municipal share of the SSEA budget for 2017is $442,974. The requested share of that cost from the Oro-Medonte Townshipfor 2017is $50,186(not including HST). Page 480 of 571 14.h) Correspondence dated October 12, 2016 from Julie Cayle... During 2017, major activities of the SSEA will involve the following. Source Water Protection Water Quality update of Bass Lake including Bass Lake streams Habitat assessment Stewardship Project and Tree Distribution Monitoring (Streams, Groundwater, Benthos, Temperature, Habitat) Sustainability Plan for Severn Sound Risk Management Services has been ongoing in the Township during 2016. The Risk Management Services Agreement with SSEA was signed in 2015, delegating responsibility for Part IV implementationunder the Ontario Clean Water Actto the SSEA. This involves a three-year commitment for SSEAto provide risk management services to the Township (2015-2017). The estimated 2017 request for funding under this agreement will be $4,500 (not including HST). The SSEA will continue work on managing existing significant drinking water threats to the Townships drinking water supply under the Source Protection Plan policies that require Risk Management Plans and pre-consultation of future development proposals to protect municipal drinking water supplies. Review of proposals for properties that may resultin future significant drinking water threats will be reviewed and, if significant effort is required, a charge back rate may be applied. By mutual agreement with the Nottawasaga Valley SPA and the Lake Simcoe and Couchiching-Black River SPA, the entireTownshipwill be covered by SSEA for Risk Management services. It is proposed for 2017that the Township hold $6,000 to be used as incentive funding for wells in the Severn Sound watershed portion of the Township. The SSEA would work with Township staffto promote the funding to private landowners with priority being given to those properties with private wells in municipal wellhead protection areas and/or municipal service areas, on a first-come-first serve basis. It is our understanding that well upgrades and abandonment incentive funding is already available in other watershed areas of the Township. Bass Lake water quality has not been updated since 2012 by SSEA. It is proposed that SSEA conduct a water quality survey of Bass Lake during 2017. The estimated cost of this survey will be $9,841 (not including HST). A detailed proposal will be forwarded by separate cover. Discussions have been ongoing about the possibility of funding a contract position for anInvasive Species Program Coordinator. This position would provide municipalitiesin the Severn Sound area with a coordinated approach and expertise to manage an extensive invasive species communication, education,monitoring, and intervention programas well as to develop an invasive species management strategy for the Severn Sound community.At the next regular meeting of the SSEA Board we will be considering options for sharing the funding amongst the SSEA municipalities. At this time we are requesting funding of $7,000 per year from the Township be set aside as the Townships share for 2017 and 2018 as a pilot in order to evaluate the future needs 2 Page 481 of 571 14.h) Correspondence dated October 12, 2016 from Julie Cayle... of the municipalities for this service. This request will be reviewed following the SSEA Board meeting. Summary of estimated SSEA request for funding Oro-Medonte 2017 SSEA Municipal share from Oro-Medonte for Operations in 2017 $50,186(+HST) SSEA Risk Management Services for 2017$4,500(+HST) SSEA-Township private well incentive program (to be held by the Township for reimbursement to landowners) $ 6,000 Bass Lake Water Quality survey$ 9,841 Invasive species coordinator pilot for 2017$ 7,000 Total request: $77,527 SSEA stands ready to provide advice and response to ongoing environmental needs of the municipality as we move through 2017. Thank you for your continuing support and participation in the Environmental Association. Wehave appreciated the assistance provided by Councillor Barbara Coutanche, yourrepresentative on the Association. If you have any questions, or if you would like a deputationto present our request please contact me. Yours Truly, Julie Cayley, General Manager Severn Sound Environmental Association CC: Barbara Coutanche Doug Irwin Andria Leigh 3 Page 482 of 571 14.h) Correspondence dated October 12, 2016 from Julie Cayle... 2016 SSEA Activity summary for the Township of Oro-Medonte Twp Activity Twp CostTotal Value Benefit Healthy Streams Project (tree planting $0$3,873$28,583 2 projects, 620 trees & shrubs) Healthy Streams Project (through SE $0$53,950$300,000 GB Community Stewardship Project) Tree Distribution 1,060 (1)$0$1,703$9,878 Tributary monitoring (Hog, Sturgeon, $0$10,500$35,000 Coldwater, North) Stream temperature (10) and benthos (10) monitoring (Hog, Sturgeon, Coldwater, North) - intensive temperature measurements on North $0$40,000$200,000 R in 2016 (approx. 13 temp loggers + 210 spot measurements within Oro- Medonte Twp) Private Well Stewardship Program$1,500$1,500$6,000 Source Water Protection (SWP Region, Risk Assessment, WHPAs, $0$47,860$430,741 SWMIF Agt) Risk Management Services - SSEA $0$4,500$89,000 Agt Provincial Groundwater Monitoring $0$42,000$70,000 Network SSEA Operation$49,104$49,104$540,323 Totals (Total value not including $50,604$251,117$1,140,619 SSEA Operation) (1)in-kind support from the Township for tree distribution Page 483 of 571 14.h) Correspondence dated October 12, 2016 from Julie Cayle... icipal amount ed calculated Total municipal amount includes deficit reduction(*) and additional admin.costs(**) Total SSEA annual operating budgetBase amount for each municipality Total annual budget$434,864$504,409$524,585$540,323$553,831$567,677Base amount$21,743$25,220$26,229$27,016$27,691$28,384 PropertiesAssessment% Cost201320142015201620172018 An amount of $25,000 has been incorporated into the total municipal amount each year from 2014 to 2018Changes in the administration costs from the Town of Midland have been incorporated into the municipal amount from 2014 to 2018 * 1the number of properties within the watershed area of each municipality was determined and from that, a % for cost sharing was2the assessment within the watershed area for each municipality was determined and from that, a % for cost sharing was calculat3the average of 1. and 2.was used as the %cost share4a base amount of 5% of the total annual budget was added to each share and followed by the percent of the remainder of the mun ** Municipalityin W'shed(1)in W'shed(2)ShareApprovedApprovedApprovedApprovedProposedProjected Page 484 of 571 Severn Sound Environmental AssociationMunicipal Sharing of SSEA Agreement for OperationsMunicipal revenue shares calculated for 2014-2018 Note: Determination of Cost Apportionment as of December 2007 for agreement using revised SSEA watershed boundary Georgian Bay2114$478,457,4005.33$29,481$34,864$36,152$37,156$38,018$38,902 Midland6181$1,366,966,80715.41$44,115$53,101$54,917$56,333$57,549$58,795 Orillia1717$459,116,3044.74$28,625$33,796$35,05 3$36,034$36,875$37,738 Oro-Medonte4256$1,112,902,90011.61$38,598$46,226$47,842$49,104$50,186$51,296 Penetanguishene3446$734,452,1008.43$33,981$40,472$41,923$43,054$44,025$45,020 Severn3358$687,466 ,5438.05$33,430$39,785$41,215$42,331$43,288$44,270 Springwater2343$486,289,2005.65$29,946$35,443$36,747$37,765$38,638$39,534 Tay6101$809,898,20312.04$39,222$47,004$48,643$49,922$51,019$52,144 Tiny12303$2,392,111,20228.74$63,467$77,218$79,732$81,693$83,376$85,101Totals:41819$8,527,660,659100$340,865$407,909$422,224$433,392$442,974$452,800 14.i) Correspondence dated October 17, 2016 from Carla Nell,... October 17, 2016 To: Heads of Council Chief Administrator Officers Chief Finance Officers, Treasurers and Tax Collectors From: Carla Y. Nell, Vice-President, Municipal and Stakeholder Relations Subject: 2016 Assessment Update Notices for Farm and Business Properties I would like to take this opportunity to provide an update on this Assessment Notices. To date, more than 4.5 million Property Assessment Notices have been mailed to residential property owners across Ontario updating property assessments to reflect the legislated January 1, 2016 valuation date. As of October 11, Property Assessment Notices for farm and business properties were also mailed. Some key dates, including the associated Request for Reconsideration (RfR) deadlines are noted below: Property Type Notice Mailing Date RfR Deadline Farm Properties October 11, 2016 February 8, 2017 Business Properties October 18, 2016 February 15, 2017 Multi-Partition Residential Properties October 24, 2016 February 21, 2017 Special Purpose and Business Properties, Landfills, Managed Forests and other Amended Notices November 28, 2016 March 28, 2017 In addition to these important milestones, on October 4, MPAC distributed updated preliminary values for large and special purpose business properties to affected property owners and municipalities. Final Notices for these properties will be mailed on November 28. 1340 Pickering Parkway, Suite 101, Pickering, ON L1V 0C4 www.mpac.ca Page 485 of 571 14.i) Correspondence dated October 17, 2016 from Carla Nell,... October 17, 2016 2016 Assessment Update Notices for Farm and Business Properties Page 2 of 2 Throughout the 2016 assessment update, we have placed careful and deliberate focus on increased transparency and shared understanding of property assessments. With this in mind, AboutMyProperty has been redesigned to offer enhanced information for farm and business property owners. Market trends for farms and business properties will be available on the home page as Property Assessment Notices are mailed in October. Using a secure login, property owners can view a copy of their Property Assessment Notice, detailed information about farmland, commercial, industrial and farm structures, and the valuation information for their property and neighbouring properties that may be comparable to their own. We have also created a new Farm Brochure and other tools to specifically help farmers understand how MPAC assesses the various components on their property (e.g., the farm residence, farm land, outbuildings, etc.). In addition, new Methodology Guides are available on mpac.ca for a broad range of property sectors, including farm, golf courses, shopping centres and standard commercial and industrial properties. Over the coming weeks, we will continue to engage municipalities, stakeholders and property owners as we finalize property assessments for the 2016 Assessment Update. With the expanded availability of information and licences for Municipal Connect and the recently-posted Notice-based Municipal Change Profile Reports, I encourage you to actively monitor preliminary values for your communities and engage your regional and account managers in discussions. We look forward to continuing to work closely with you as we finalize 2016 values. If you have contact your Regional Manager or Account Manager, Municipal and Stakeholder Relations. Yours truly, Carla Y. Nell Vice-President, Municipal and Stakeholder Relations cc: Regional and Account Managers 1340 Pickering Parkway, Suite 101, Pickering, ON L1V 0C4 www.mpac.ca Page 486 of 571 14.j) Correspondence dated October 26, 2016 from George Habi... Page 487 of 571 14.k) Correspondence dated October 28, 2016 from Lee Hanson,... Page 488 of 571 14.l) Correspondence dated October 20, 2016 from Dr. Matt Mi... Page 489 of 571 14.m) Correspondence received November 1, 2016 from The Hono... Page 490 of 571 14.m) Correspondence received November 1, 2016 from The Hono... Page 491 of 571 14.m) Correspondence received November 1, 2016 from The Hono... Page 492 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... Nottawasaga Valley Conservation Authority October 7, 2016 Mayor Harry Hughes and Council The Township of Oro-Medonte 148 Line 7 South Oro, Ontario L0L 2X0 Dear Mayor Hughes and Council: I am writing this letter on behalf of the Board of Directors of the Nottawasaga Valley Conservation Authority (NVCA) requesting your support to reduce our Board from 27 to 18 members. As you will recall, your municipality supported a pilot project commencing in January 2016 to reduce our Board of Directors to 18 members and review the initiative in September of 2016. At the September 23, 2016 meeting of the Board of Directors, Resolution RES: 96-16was passed as follows: RESOLVED THAT: the Staff Report No. 61-08-16-BOD regarding the Board reduction from 27members to 18members be supported by the Board of Directors; and FURTHER THAT: Staff Report No. 61-08-16-BOD be circulated to the 18 watershed Councils by the Chair requesting a municipal resolution of support for a permanent Board reduction to 18members; and FURTHER THAT: staff prepare a final report for Board consideration after resolutions have been received from all 18member municipalities; and FURTHER THAT: a pilot project supporting an 18 member NVCA Board of Directors continue until a final report is submitted. As you will recall, the size of a conservation authoritys Boardis determined under the Conservation Authorities Act (CAA) the more a municipality grows the more members can be appointed to the Board. As a result of a provincial review in 1987, it was Nottawasaga Valley Conservation Authority th 8195 8Line, Utopia, ON L0M 1T0 T: 705-424-1479 F: 705-424-2115 A member of Conservation Ontario .on.ca Page 493 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... recommendedthat Boards in excess of 25 members reduce their size with the approval of all watershed municipalities. Without a new Agreement with our municipalities regarding membership, our Board will continue to grow in size as our watershed population expands. As such, we are respectfully requesting that your Council consider passing a resolution such as the following: WHEREAS: the Nottawasaga Valley Conservation Authority (NVCA) has endorsed a membership reduction which would reduce the Board of Directors from 27 to 18; and WHEREAS: the NVCA is seeking a resolution of support from all 18 watershed municipalities for a permanent membership reduction; THEREFORE BE IT RESOLVED THAT: The Township of Oro-Medontesupport the NVCA membership reduction; and FURTHER THAT: The Township of Oro-Medontesupport the drafting of a municipal Agreement by the NVCA once resolutions of support have been received from all municipalities. Our Chief Administrative Officer, Gayle Wood and I would be pleased to present the details of this reduction to your Council, if requested. As NVCA is preparing to finalize the membership reduction at our Annual General Meeting in January 2017, we are respectfully requesting that a Council resolution be received by December 16, 2016. If you require further information regarding this initiativeor would like a presentation to Council, please feel free to contact our CAO, Gayle Wood at 705-424-1479 ext. 225 or gwood@nvca.on.ca Thank you for your consideration of this request. Yours truly, CouncillorDoug Lougheed, Chair D. Gayle Wood, Chief Administrative Officer C:Robin Dunn, CAO Doug Irwin, Clerk NVCA Member(s): Councillor Phil Hall, Councillor Barb Coutanche Att.NVCA Governance Fact Sheet Page 494 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... Nottawasaga Valley Conservation Authority Governance Fact Sheet June 24, 2016 What is a conservation authority? deterioration, the Province enacted the Conservation Authorities Act, (CAA) 1946. This legislation enabled municipalities to request that a NVCA is one of conservation authority be formed through an Order-in-Council. thirty-six Section 20 of the CAA, outlines the objects of an authority: conservation authorities in Ontario. jurisdiction, a program designed to further the conservation, restoration, development and management of natural To date, there are 36 conservation authorities operating under the umbrella of Conservation Ontario; one of which is the Nottawasaga Valley Conservation Authority (NVCA). When and how was the NVCA created? Under Section 2 (1) of the Conservation Authorities Act (CAA), situate either wholly or partially within a watershed by resolution request the Minister \[of Natural Resources and Forestry\] to call a meeting for the establishment of an and place for such meeting and shall forthwith notify the Page 495 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... NVCA was established under the provincial Conservation Authorities Act in May 1960. A meeting as noted under Section 2 (1) was held and all the municipalities within the Nottawasaga watershed provided a resolution as required under Section 3 (1) of the CAA. As a result the Nottawasaga Valley Conservation Authority (NVCA) was created on May 5, 1960, through provincial Order-in-Council OC-1837-60. How are members appointed to a conservation authority? their population within the watershed. Over the years, as a municipality grows, the number of representatives that they can appoint to serve on a Conservation Authority Board of Directors can grow to a maximum of seven (7). Page 496 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... How many Board Members does NVCA have? of Directors. Currently the Board is served by 27 members, as follows: Number of Municipality Board Members Township of Adjala-Tosorontio 1 member Township of Amaranth 1 member City of Barrie 2 members Town of The Blue Mountains 1 member Town of Bradford West Gwillimbury 1 member Township of Clearview 2 members Town of Collingwood 2 members Township of Essa 2 members Municipality of the Grey Highlands 1 member Town of Innisfil 2 members Township of Melancthon 1 member Town of Mono 1 member Township of Mulmur 1 member Town of New Tecumseth 2 members Township of Oro-Medonte 2 members Town of Shelburne 1 member Township of Springwater 2 members Town of Wasaga Beach 2 members Why consider a reduction in NVCA Board Members? In 1987, the Province In 1986, Cabinet requested the former Minister of Natural Resources to recommended review the extent of funding received by Conservation Authorities, the effectiveness of such expenditures, and accountability of Conservation reducing Authorities for these expenditures. In December, 1987 a provincial conservation report entitled A Review of the Conservation Authorities of authority board Ontario was released. Recommendation 6 of the report addressed membership to to no more than 25. NVCA Directors approved a pilot project in 2016 to reduce our membership currently has 27. from 27 to 18 for a trial period of January to September 2016. Page 497 of 571 15.a) Correspondence dated October 7, 2016 from Councillor D... Resolutions of support from all member municipalities were received, and the municipalities noted in red in the above table volunteered to reduce from two members to one during the pilot project. During this period, the Board approved a eight steps to ensure that all 27 Board members are apprised of NVCA business throughout the pilot project. What are the next steps? The full 27 member Board of Directors will meet on September 23, 2016, to review the results of the pilot project and determine if a permanent reduction should occur. Should the Board support a reduction in membership, each municipality will be requested for a resolution of support. Section 14 (2.1) of the CAA states that authority and the number of members that each participating municipality may appoint, may be determined by an agreement that is confirmed by resolutions passed by councils of all participating Municipal resolutions of support will be required from all municipalities within the NVCA in order to permanently reduce the board membership. Where can I get more information? For further information about governance at the NVCA, please contact: D. Gayle Wood Chief Administrative Officer Nottawasaga Valley Conservation Authority th 8195 8 Line Utopia, ON, L0M 1T0 T 705-424-1479 E gwood@nvca.on.ca Page 498 of 571 15.b) Correspondence dated October 31, 2016 from Barbara Pal... Page 499 of 571 15.c) Correspondence dated September 28, 2016 from Oro-Medon... Oro-Medonte Chamber of Commerce e-NewsCast Let's Celebrate Local Business! Nominate your favourite local businesses- 10 categories to choose from! Then attend our Gala & Silent Auction on November 8th and find out the results! Click here for information, purchase tickets, and nominate online **Nominations close on October 14th Page 500 of 571 15.c) Correspondence dated September 28, 2016 from Oro-Medon... Sponsorships for Awards and Auction are still available! Page 501 of 571 15.c) Correspondence dated September 28, 2016 from Oro-Medon... The Oro-Medonte Business excellence Awards Gala & Silent Auction could not happen without the support of our membership! Please consider sponsoring one of our awards and/or donating an item to our silent auction. For more information, please contact us at info@OroMedonteCC.com Click here to view our current 2016 Gala sponsors Thank you to our Major Gala Sponsor, The Burton Team of Investment Planning Counsel. Oro-Medonte Chamber of Commerce148 Line 7 South Oro-Medonte, ON LoL 2E0 Nadia Fitzgerald, Executive Director 705-487-7337 info@oromedontecc.com www.oromedontecc.com This eNewsCast was sent on behalf of the Township of Oro-Medonte The products and/or services advertised are not affiliated with the Oro-Medonte Chamber of Commerce. Page 502 of 571 15.d) Correspondence dated October 25, 2016 from Orillia Man... Page 503 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 504 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Assessment Act Page 505 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Municipal Franchises Act Page 506 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Municipal Franchises Act Page 507 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 508 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Drainage Act Page 509 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 510 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 511 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 512 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 513 of 571 17.a) By-Law No. 2016-150: A By-Law to Authorize a Franchise... Page 514 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... Page 515 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... Model Franchise Agreement THIS AGREEMENT effective this dayof , 20 . BETWEEN: The Corporation of The Township of Oro-Medontehereinafter called the "Corporation" -and- Enbridge Gas Distribution Inc. hereinaftercalled the Gas Company" WHEREASthe Gas Company desires to distribute, store and transmit gas in the Municipality upon the terms and conditions of this Agreement; AND WHEREASby by-law passed by the Council of the Corporation (the "By-law"), the dulyauthorized officers have been authorized and directed to execute this Agreement on behalf of the Corporation; THEREFOREthe Corporation and the Gas Company agree as follows: Part I -Definitions 1.In this Agreement: a."decommissioned" and "decommissions" when used in connection with parts of the gas system, mean any parts of the gas system taken out of active use and purged in accordance with the applicable CSA standards and in no way affects the use of the term 'abandoned' pipeline for the purposesof the Assessment Act; b."Engineer/Road Superintendent" means the most senior individual employed by the Corporation with responsibilities for highways within the Municipality or the person designated by such senior employee or such other person as may from time to time be designated by the Council of the Corporation; c."gas" means natural gas, manufactured gas, synthetic natural gas, liquefied petroleum gas or propane-air gas, or a mixture of any of them, but does not include a liquefied petroleum gas that is distributed by means other than a pipeline; d.gas system" means such mains, plants, pipes, conduits, services, valves, regulators, curb boxes, stations, drips or such other equipment as the Gas Company may require or deem desirable for the -1- Page 516 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... distribution, storage and transmission of gas in or through the Municipality; e."highway" means all common and public highways and shall include any bridge, viaduct or structure forming part of a highway, and any public square, road allowance or walkway and shall include not only the travelled portion of such highway, but also ditches, driveways, sidewalks, and sodded areas forming part of the road allowance now or at any time during the term hereof under the jurisdiction of the Corporation; f. "Model Franchise Agreement" means the form of agreement which the Ontario Energy Board uses as a standard when considering applications under the Municipal Franchises Act. The Model Franchise Agreement may be changed from time to time by the Ontario Energy Board; g. "Municipality" means the territorial limits of the Corporation on the date when this Agreement takes effect, and any territory which may thereafter be brought within the jurisdiction of the Corporation; h. "Plan" means the plan described in Paragraph 5 of this Agreement required to be filed by the Gas Company with the Engineer/Road Superintendent prior to commencement of work on the gas system; and i. whenever the singular, masculine or feminine is used in this Agreement, it shall be considered as if the plural, feminine or masculine has been used where the context of the Agreement so requires. Part II -Rights Granted 2.To provide gas service: The consent of the Corporation is hereby given and granted to the Gas Company to distribute, store and transmit gas in and through the Municipality to the Corporation and to the inhabitants of the Municipality. -2- Page 517 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... 3.To Use Highways. Subject to the terms and conditions of this Agreement the consent of the Corporation is hereby given and granted to the Gas Company to enter upon all highways now or at any time hereafter under the jurisdiction of the Corporation and to lay, construct, maintain, replace, remove, operate and repair a gas system for the distribution, storage and transmission of gas in and through the Municipality. 4. Duration of Agreement and Renewal Procedures. a. If the Corporation has not previously received gas distribution services, the rights hereby given and granted shall be for a term of 20 years from the date of final passing of the By-law. or b. Ifthe Corporation has previously received gas distribution services, the rights hereby given and granted shall be for a term of 20 years from the date of final passing of the By-law provided that, if during the 20- year term this Agreement, the Model Franchise Agreement is changed, then on the 7th anniversary and on the 14th anniversary of the date of the passing of the By-law, this Agreement shall be deemed to be amended to incorporate any changes in the Model Franchise Agreement in effect on such anniversary dates. Such deemed amendments shall not apply to alter the 20-year term. c. At any time within two years prior to the expiration of this Agreement, either party may give notice to the other that it desires to enter into negotiations for a renewed franchise upon such terms and conditions as may be agreed upon. Until such renewal has been settled, the terms and conditions of this Agreement shall continue, notwithstanding the expiration of this Agreement. This shall not preclude either party from applyingto the Ontario Energy Board for a renewal of the Agreement pursuant to section 10 of the Municipal Franchises Act. -3- Page 518 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... Part III -Conditions 5.Approval of Construction a. The Gas Company shall not undertake any excavation, opening or work which will disturb or interfere with the surface of the travelled portion of any highway unless a permit therefor has first been obtained from the Engineer/Road Superintendent and all work done by the Gas Company shall be to his satisfaction. b.Prior to the commencement of work on the gas system, or any extensions or changes to it (except service laterals which do not interfere with municipal works in the highway), the Gas Company shall file with the Engineer/Road Superintendent a Plan, satisfactory to the Engineer/Road Superintendent, drawn to scale and of sufficient detail considering the complexity of the specific locations involved, showing the highways in which it proposes to lay its gas system and the particular parts thereof it proposes to occupy. c.The Plan filed by the Gas Company shall include geodetic information for a particular location: i.where circumstances are complex, in order to facilitate known projects, including projects which are reasonably anticipated by the Engineer/Road Superintendent, or ii.when requested, where the Corporation has geodetic information for its own services and all others at the same location. d.The Engineer/Road Superintendent may require sections of the gas system to be laid at greater depth than required by the latest CSA standard for gas pipeline systems to facilitate known projects or to correct known highway deficiencies. e.Prior to the commencement of work on the gas system, the Engineer/Road Superintendent must approve the location of the work as shown on the Plan filed by the Gas Company, the timing of the work and any terms and conditions relating to the installation of the work. f.In addition to the requirements of this Agreement, if the Gas Company proposes to affix any part of the gas system to a bridge, viaduct or other structure, if the Engineer/Road Superintendent approves this proposal, he may require the Gas Company to comply with special -4- Page 519 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... conditions or to enter into a separate agreement as a condition of the approval of this part of the construction of the gas system. g.Where the gas system may affect a municipal drain, the Gas Company shall also file a copy of the Plan with the Corporation's Drainage Superintendent for purposes of the Drainage Act, or such other person designated by the Corporation as responsible for thedrain. h.The Gas Company shall not deviate from the approved location for any part of the gas system unless the prior approval of the Engineer/Road Superintendent to do so is received. i.The Engineer/Road Superintendent's approval, where required throughout this Paragraph, shall not be unreasonably withheld. j.The approval of the Engineer/Road Superintendent is not a representation or warranty as to the state of repair of the highway or the suitability of the highway for the gas system. 6.As Built Drawings The Gas Company shall, within six months of completing the installation of any part of the gas system, provide two copies of "as built" drawings to the Engineer/Road Superintendent. These drawings must be sufficient to accurately establish the location, depth (measurement between the top of the gas system and the ground surface at the time of installation) and distance of the gas system. The "as built" drawings shall be of the same quality as the Plan and, if the approved pre-construction plan included elevations that were geodetically referenced, the "as built" drawings shall similarly include elevations that are geodetically referenced. Upon the request of the Engineer/Road Superintendent, the Gas Company shall provide one copy of the drawings in an electronic format and one copy as a hard copy drawing. 7.Emergencies In the event of an emergency involving the gas system, the Gas Company shall proceed with the work required to deal with the emergency, and in any instance where prior approval of the Engineer/Road Superintendent is normally required for the work, the Gas Company shall use its best efforts to immediately notify the Engineer/Road Superintendent of the location and nature of the emergency and the work being done and, if it deems appropriate, notify the police force, fire or other emergency services having jurisdiction. The Gas Company shall provide the Engineer/Road Superintendent with at least one 24 hour emergency contact for the Gas Company and shall ensure the contacts are current. -5- Page 520 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... 8.Restoration The Gas Company shall well and sufficiently restore, to the reasonable satisfaction of the Engineer/Road Superintendent, all highways, municipal works or improvements which it may excavate or interfere with in the course of laying, constructing, repairing or removing its gas system, and shall make good any settling or subsidence thereafter caused by such excavation or interference. If the Gas Company fails at any time to do any work required by this Paragraph within a reasonable period of time, the Corporation may do or cause such work to be done and the Gas Company shall, on demand, pay the Corporation's reasonably incurred costs, as certified by the Engineer/Road Superintendent. 9.Indemnification The Gas Company shall, at all times, indemnify and save harmless the Corporation from and against all claims, including costs related thereto, for all damages or injuries including death to any person or persons and for damage to any property, arising out of the Gas Company operating, constructing, and maintaining its gas system in the Municipality, or utilizing its gas system for the carriage of gas owned by others. Provided that the Gas Company shall not be required to indemnify or save harmless the Corporation from and against claims, including costs related thereto, which it may incur by reason of damages or injuries including death to any person or persons and for damage to any property, resulting from the negligence or wrongful act of the Corporation, its servants, agents or employees. 10.Insurance a.The Gas Company shall maintain Comprehensive General Liability Insurance in sufficient amount and description as shall protect the Gas Company and the Corporation from claims for which the Gas Company is obliged to indemnify the Corporation under Paragraph 9. The insurance policy shall identify the Corporation as an additional named insured, but only with respect to the operation of the named insured (the Gas Company). The insurance policy shall not lapse or be cancelled withoutsixty (60) days' prior written notice to the Corporation by the Gas Company. b.The issuance of an insurance policy as provided in this Paragraph shall not be construed as relieving the Gas Company of liability not covered by such insurance or in excessof the policy limits of such insurance. -6- Page 521 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... c.Upon request by the Corporation, the Gas Company shall confirm that premiums for such insurance have been paid and that such insurance is in full force and effect. 11.Alternative Easement The Corporation agrees, in the event of the proposed sale or closing of any highway or any part of a highway where there is a gas line in existence, to give the Gas Company reasonable notice of such proposed sale or closing and, if it is feasible, to provide the Gas Company with easements over that part of the highway proposed to be sold or closed sufficient to allow the Gas Company to preserve any part of the gas system in its then existing location. In the event that such easements cannot be provided, the Corporation and theGas Company shall share the cost of relocating or altering the gas system to facilitate continuity of gas service, as provided for in Paragraph 12 of this Agreement. 12.Pipeline Relocation a.If in the course of constructing, reconstructing, changing, altering or improving any highway or any municipal works, the Corporation deems that it is necessary to take up, remove or change the location of any part of the gas system, the Gas Company shall,upon notice to do so, remove and/or relocate within a reasonable period of time such part of the gas system to a location approved by the Engineer/Road Superintendent. b.Where any part of the gas system relocated in accordance with this Paragraph is located on a bridge, viaduct or structure, the Gas Company shall alter or relocate that part of the gas system at its sole expense. c.Where any part of the gas system relocated in accordance with this Paragraph is located other than on a bridge, viaduct or structure, the costs of relocation shall be shared between the Corporation and the Gas Company on the basis of the total relocation costs, excluding the value of any upgrading of the gas system, and deducting any contribution paid to the Gas Company by others in respect to such relocation; and for these purposes, the total relocation costs shall be the aggregate of the following: i.the amount paid to Gas Company employees up to and including field supervisors for the hours worked on the project plus the current cost of fringe benefits for these employees, -7- Page 522 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... ii.the amount paid for rental equipment while in use on the project and an amount, charged at the unit rate, for Gas Company equipment while in use on the project, iii.the amount paid by the Gas Company to contractors for work related to the project, iv.the cost to the Gas Company for materials used in connection with the project, and v.a reasonable amount for project engineering and project administrative costs which shall be 22.5% of the aggregate of the amounts determined in items (i), (ii), (iii) and (iv) above. d.The total relocation costs as calculated above shall be paid 35% by the Corporation and 65% by the Gas Company, except where the part of the gas system required to be moved is located in an unassumed road or in an unopened road allowance and the Corporation has not approved its location, in which case the Gas Company shall pay 100% of the relocation costs. Part IV -Procedural And Other Matters 13.Municipal By-laws of General Application The Agreement is subject to the provisions of all regulating statutes and all municipal by-laws of general application, except by-laws which have the effect of amending this Agreement. 14.Giving Notice Notices may be delivered to, sent by facsimile or mailed by prepaid registered post to the Gas Company at its head office or to the authorized officers of the Corporation at its municipal offices, as the case may be. 15.Disposition of Gas System a.If the Gas Company decommissionspart of its gas system affixed to a bridge, viaduct or structure, the Gas Company shall, at its sole expense, remove the part of its gas system affixed to the bridge, viaduct or structure. b.If the Gas Company decommissions any other part of its gas system, it shall have the right, but is not required, to remove that part of its gas system. It may exercise its right to remove the decommissioned parts of its gas system by giving notice of its intention to do so by filing a Plan -8- Page 523 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... as required by Paragraph 5 of this Agreement for approval by the Engineer/Road Superintendent. If the Gas Company does not remove the part of the gas system it has decommissioned and the Corporation requires the removal of all or any part of the decommissioned gas system for the purpose of altering or improving a highway or in order to facilitate the construction of utility or other works in any highway, the Corporation may remove and dispose of so much of the decommissioned gas system as the Corporation may require for such purposes and neither party shall have recourse against the other for any loss, cost, expense or damage occasioned thereby. If the Gas Company has not removed the part of the gas system it has decommissioned and the Corporation requires the removal of all or any part of the decommissioned gas system for the purpose of altering or improving a highway or in order to facilitate the construction of utility or other works in a highway, the Gas Company may elect to relocate the decommissioned gas system and in that event Paragraph 12 applies to the cost of relocation. 16.Use of Decommissioned Gas System a.The Gas Company shall provide promptly to the Corporation, to the extent such information is known: i.the names and addresses of all third parties who use decommissioned parts of the gas system for purposes other than the transmission or distribution of gas; and ii.the location of all proposed and existing decommissioned parts of the gas system used for purposes other than the transmission or distribution of gas. b.The Gas Company may allow a third party to use a decommissioned part of the gas system for purposes other than the transmission or distribution of gas and may charge a fee for that third party use, provided i.the third party has entered into a municipal access agreement with the Corporation; and ii.the Gas Company does not charge a fee for the third party's right of access to the highways. c.Decommissioned parts of the gas system used for purposes other than the transmission or distribution of gas are not subject to the provisions of this Agreement. For decommissioned parts of the gas system used for purposes other than the transmission and distribution of gas, issues -9- Page 524 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... such as relocation costs will be governed by the relevant municipal access agreement. 17.Franchise Handbook The Parties acknowledge that operating decisions sometimes require a greater level of detail than that which is appropriately included in this Agreement. The Parties agree to lookfor guidance on such matters to the Franchise Handbook prepared by the Association of Municipalities of Ontario and the gas utility companies, as may be amended from time to time. 18.Agreement Binding Parties This Agreement shall extend to, benefit and bind the parties thereto, their successors and assigns, respectively. IN WITNESS WHEREOF the parties have executed this Agreement effective from the date written above. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE By: __________________________________________ By: __________________________________________ Duly Authorized Officer ENBRIDGE GAS DISTRIBUTION INC. By: __________________________________________ By: ___________________________________________ -10- Page 525 of 571 17.b) By-Law No. 2016-151: A By-Law to Authorize a Franchise... , 20 . MEDONTE - - - 11 and - . FRANCHISE AGREEMENT THE CORPORATION OF THE OWNSHIP OF ORO T ENBRIDGE GAS DISTRIBUTION INC. DATED this day of ENBRIDGE GAS DISTRIBUTION INC.500 Consumers RoadNorth York, OntarioM2J 1P8Attention: Regulatory Affairs Department Page 526 of 571 17.c) By-Law No. 2016-155: A By-law to remove the Holding sy... Page 527 of 571 17.c) By-Law No. 2016-155: A By-law to remove the Holding sy... Page 528 of 571 17.d) By-Law No. 2016-156: A By-law to Amend By-law 2016-063... Building Code Act, 1992, Page 529 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Municipal Act, 2001, S.O. 2001 Page 530 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 531 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 532 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 533 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 534 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 535 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 536 of 571 17.e) By-Law No. 2016-159: Being a By-Law to Authorize the E... Page 537 of 571 17.f) By-Law No. 2016-161: A By-law to Repeal By-law No. 94-... Page 538 of 571 17.g) By-Law No. 2016-162: A By-Law to Amend By-Law 2012-144... Building Code Act, 1992, Building Code Act, 1992, Page 539 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9 Municipal Act, 2001, S.O. 2001 Page 540 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Mutual Assistance Agreement THIS MUTUAL ASSISTANCE AGREEMENT Made this day of , 2016. Between the participating Municipalities, First Nations, and Separated Cities within and including The Corporation of the County of Simcoe WHEREAS the Emergency Management & Civil Protection Act, RSO 1990, Section 13(3), provides that the Council of a first nation/municipality or county may make an agreement with another first nation/municipality or county for the provision of any personnel, service, equipment or material during an Emergency; AND WHEREAS the parties wish to provide for mutual aid and assistance to each other through the provision of personnel, services, equipment or material to one or the other within the meaning of the Emergency Management & Civil Protection Act; AND WHEREAS the parties have Emergency Plans pursuant to the Emergency Management & Civil Protection Act; NOW THEREFORE in consideration of the mutual covenants herein contained, the parties agree as follows: 1. Definitions 1.1 In this Agreement, 1.1.1 first nation/municipality participating first nation/municipality, and separated cities within and including The Corporation of the County of Simcoe as listed in Schedule B, receiving aid or assistance pursuant to this Agreement; 1.1.2 first nation/municipality means the participating first nation/municipality, and separated cities within and including The Corporation of the County of Simcoe as listed in Schedule B, providing aid or assistance pursuant to this Agreement; 1.1.3 same meanings as in the Emergency Management & Civil Protection Act; 1.1.4 ans this Agreement and the attached Schedule(s) which embody the entire Agreement between the parties; 1.1.5 first nation/municipality or county asking for aid, assistance or both pursuant to this Agreement; 1.1.6 zational entity responsible for directing and controlling the Assisted first nation/municipality response to an Emergency. 1 Page 541 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 2.Role of the Solicitor General 2.1 The parties acknowledge that pursuant to the Emergency Management & Civil Protection Act Correctional Services for the Province of Ontario, through the Office of the Fire Marshal and Emergency Management (OFMEM) is responsible for the administration of the Act and is the principal contact for all Emergencies. 2.2 The parties further agree that the Ministry of Community Safety & Correctional Services should be notified in writing of any request made under this Agreement. The Requesting Party agrees to notify as soon as reasonably practicable, the Office of the Fire Marshal and Emergency Management (OFMEM), Ministry of Community Safety & Correctional Services on the matter of any request for assistance made under this Agreement. 3. Authorization to Request/Offer Assistance 3.1 Each party hereby authorizes its Chief Administrative Officer (hereinafter ty has designated by by-law) to request assistance, accept offers to provide, or to offer to provide assistance pursuant to this Agreement on behalf of that party. 4. Requests for Assistance 4.1 The parties agree that in an Emergency, a Requesting Party may request assistance in the form of qualified personnel, Emergency Operations Centre, services, equipment, or material from the other party. Each first nation/municipality currently has a Fire Department that is part of an existing Mutual Aid Agreement. The Fire Departments will continue to follow their existing Mutual Aid Agreement procedures. Each first nation/municipality currently have Police Services and as such, any requests for assistance shall be done through the appropriate Police Services Official. For each first nation/municipality that has their own EMS Service, requests for assistance shall be done through the appropriate EMS Official. 4.2 The request for assistance shall be made by the CAO of the Requesting Party to the CAO of the Assisting first nation/municipality. The CAO may make the initial request for assistance orally. However, any request for assistance made orally shall be confirmed in writing by the Requesting Party within three (3) days of the initial oral request. The Assisting first nation /municipality may provide assistance to the other party upon receipt of the oral request. 2 Page 542 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 4.3The request for assistance shall be confirmed in writing as soon as reasonably practicable by the Requesting Party in accordance with Schedule personnel, services, equipment or material that has been requested as assistance, and which the Assisting first nation/municipality has agreed to provide. The Assisting first nation/municipality may request such reasonable additional information as it considers necessary to confirm the existence of the Emergency and to assess the type, scope, nature and amount of assistance to be provided. 4.4 The Assisting first nation/municipality shall respond to the request within 1 day, and may in its sole discretion determine the type and scope, nature and amount of assistance it will provide. The Assisting first nation/municipality shall confirm in writing the assistance it has agreed to provide. 4.5 The parties may by mutual agreement amend the assistance to be provided to the Assisted first nation/municipality under this Agreement. Amendments to the scope, type, nature or amount of assistance shall be confirmed in writing by the Requesting Party within three (3) days of being agreed upon. 5. Limitations on Assistance Provided 5.1 Nothing in this Agreement shall require or obligate or be construed to require or obligate a party to provide assistance. Each party shall retain the right to refuse the request to provide assistance, and the right to offer options to the assistance that has been requested. 5.2 No liability shall arise against the Assisting first nation/municipality if it fails, for any reason whatsoever, to respond to a request for assistance made under this Agreement. 5.3 When assistance has been offered or provided by the Assisting first nation/municipality, the Assisting first nation/municipality shall not be obligated to provide any further assistance or to do anything or take any action beyond that which is specifically agreed to by the acceptance of the request for assistance. 5.4 Nothing in this Agreement shall prevent the Assisting first nation/municipality, in its sole discretion, from withdrawing any or all assistance provided to the Assisted first nation/municipality. Any withdrawal of assistance by the Assisting first nation/municipality shall be made only upon at least forty-eight (48) hours' notice to the Assisted first nation/municipality, unless the Assisting first nation/municipality is responding to an actual or pending Emergency within its own geographical boundaries, in which case it may withdraw assistance from the Assisted first nation/municipality without notice. 5.5 The Assisted first nation/municipality may determine in its sole discretion that its requirement for assistance has ceased and shall notify the Assisting first nation/municipality of this in writing. 3 Page 543 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 6.Term and Termination 6.1 This Agreement shall be in effect from the date on which the second Party signs the Agreement. 6.2 Despite any other section of this Agreement, any party may terminate its participation in ritten notice to the other parties. 7. Costs 7.1 The Parties agree that any and all direct and indirect costs, including taxes, incurred by either Party in providing the assistance and support contemplated by this Agreement are to be paid by the Assisted first nation/ municipality. The Assisted first nation/municipality shall be responsible to pay for and to reimburse the Assisting first nation/municipality for any and all actual costs incurred by the Assisting first nation/municipality in providing the assistance. Such costs shall include: all wages and salaries of personnel, including overtime, shift premium, and similar charges and expenses incurred, together with those wages, salaries, overtime and shift premium charges plus an allowance for benefit costs of 25% incurred by the Assisting first nation/municipality to meet its own staffing requirements in its home jurisdiction during the period it is responding to the Assisted first nation/m, providing all such costs are reasonable in the circumstances. 7.2 The Assisted first nation/municipality shall also be responsible for all actual operating costs for all personnel, services, equipment, machinery or material furnished, including, but not limited to, costs of fuel, repairs, parts and any and all other items directly attributable to the operation of equipment and machinery, services and material furnished as assistance to the Assisted first nation/municipality under this Agreement. The Assisted first nation/municipality shall be responsible for the cost of replacing equipment or material furnished by the Assisting first nation /municipality if damaged beyond reasonable repair. 7.3 The Assisting first nation/municipality shall provide to the Assisted first nation/municipality, if practical, an estimate of the cost of providing the assistance. 8. Payment 8.1 Payment by the Assisted first nation/municipality for costs incurred for the Assistance provided shall be subject to the Assisted first nation/m receipt of an invoice from the Assisting first nation/municipality. Such invoice shall set out in sufficient detail the costs actually incurred by the Assisting first nation/municipality in providing assistance, and where practically available, receipts for disbursements shall be forwarded in support of the invoice. 8.2 The Assisted first nation/municipality shall remit payment of the amount owing for the assistance provided within thirty (30) days of the receipt of the Assisting first nation/m 4 Page 544 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 8.3 Any amount remaining unpaid and outstanding after the thirty (30)day period referred to in sub-section 8.2 of this Agreement shall bear interest at the rate stipulated in the Assisting first nation/municipality's invoice, which rate shall not exceed the Bank of Canada bank rate at the date of the invoice plus two (2) per cent per annum until paid. 9. Employment Relationship 9.1 first nation/municipality may be assigned to perform duties for the Assisted first nation/municipality, and that for the duration of the Emergency, the Assisted first nation/municipality shall reimburse the Assisting first nation/municipality for the costs of the wages, salaries and expenses of the workers, in all other respects the workers of the Assisting first nation/municipality retain their employment or contractual relationship with the Assisting first nation/municipality. The parties acknowledge and agree that the Assisted first nation/municipality is not to be deemed the employer of the Assisting first nation/m servants, under any circumstances or for any purpose whatsoever. The Assisting first nation/municipality shall remain responsible for all statutorily required deductions, contributions and/or payments, such as E.I. CPP, etc. 10. Indemnity 10.1 The Assisted first nation/municipality shall indemnify and save harmless the Assisting first nation/municipality from all claims, costs, all manner of action or actions, cause and causes of action, accounts, covenants, contracts, demands or other proceedings of every kind or nature whatsoever at law or in equity arising out of this Agreement and out of assistance provided pursuant to this Agreement. The indemnity herein provided shall include all costs, including but not limited to duties, dues, accounts, demands, penalties, fines and fees. 11. Insurance 11.1 During the term of this Agreement, each party shall obtain and maintain in full force and effect, general liability insurance issued by an insurance company authorized by law to carry on business in the Province of Ontario, providing for, without limitation, coverage for personal injury, public liability and property damage. Such policy shall: 11.1.1 Have inclusive limits of not less than Five Million Dollars ($5,000,000) for injury, loss or damage resulting from any one occurrence; 11.1.2 Contain a cross-liability clause endorsement and severability of interests clause of standard wording; 11.1.3 Name the other party as an additional insured with respect to any claim arising out of the Assisted first nation/m this Agreement or the Assisting first nation/m personnel, services, equipment or material pursuant to this 5 Page 545 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Agreement; and 11.1.4 Upon request of the other party, provide proof of insurance if so 11.1.5 Include a Non-Owned Automobile endorsement. 11.2 During the term of this Agreement, each party shall obtain and maintain in full force and effect, automobile liability insurance in the amount of Two Million Dollars ($2,000,000.00) for injury, loss or damage resulting from any one occurrence. 11.3 In the case of any conflict between the provisions of this document and any other provisions speaking to contractual indemnity or insurance clauses, the provisions of this Agreement will govern. 12. Collective Agreements 12.1 Each Party agrees to review the provisions of this Agreement with its appropriate local bargaining units for the purpose of seeking amendments to local agreements, if necessary, to reflect the terms of this Agreement. Each party further agrees to advise the other party as soon as practically possible if it becomes aware of any impediments or obstacles imposed by local agreements to meeting its obligations under this Agreement. 13. Liaison and Supervision 13.1 The Assisting first nation/municipality shall have the right, to be exercised in the Assisting first nation/municipality to the Emergency Control Group of the Assisted first nation/municipality. The Liaison Officer shall provide a liaison between the Assisting first nation/municipality and the Emergency Control Group of the Assisted first nation/municipality. The parties acknowledge that the purpose of the Liaison Officer shall be to permit communication between the Assisted and Assisting first nation/municipalities. Subject to the Municipal Freedom of Information and Protection of Privacy Act, the Liaison Officer shall be permitted to inform the Assisting first nation/municipality on the status of the Emergency and the actions taken by the Assisted first nation/municipality. The Liaison Officer shall have the right to obtain information about the Emergency and the use of the assistance provided in order to report to the Assisting first nation/municipality during and after the duration of the assistance provided and the Emergency. The Assisting first nation/municipality shall keep confidential and not disclose any information concerning the emergency or the assistance provided without the prior consent of the Assisted first nation/municipality. 6 Page 546 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 13.2The Assisting first nation/municipalityshall assign its personnel to perform tasks as directed by the Emergency Control Group of the Assisted first nation/municipality. The Assisting first nation/municipality shall have the right to assign supervisory personnel to operate or supervise the operation of any of the Assisting first nation/municipality furnished as assistance to the Assisted first nation/municipality. Such supervision shall be in accordance with the instructions of the Emergency Control Group. 14. Information Sharing 14.1 Subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the parties agree to share with each other, information lists or databases detailing the amount, type, capability, and characteristics of personnel, services, equipment or material in the possession of each party, which may be available to the requesting party under this agreement. Such sharing of information shall occur upon the execution of this Agreement and the parties, on mutual agreement, shall update these information lists from time to time. 15. Food and Lodging 15.1 For the duration of the assistance provided under this Agreement, the Assisted first nation/municipality shall be responsible for providing all food, lodging and accommodation required by the personnel furnished pursuant to this Agreement. Where food and lodging cannot be provided in-kind, the Assisted first nation/municipality shall pay a reasonable per diem to personnel for any food and lodging purchased by personnel of the Assisting first nation/municipality. The per diem shall be no less than the Assisted first nation/municipality pays to its own employees as a matter of policy or agreement. 16. Notice 16.1 If not otherwise provided in this Agreement, written notice given pursuant to this Agreement must be addressed, in the case of notice to the Corporation of the County of Simcoe to: The Chief Administrative Officer The Corporation of the County of Simcoe 1110 Highway 26 Midhurst, Ontario L0L 1X0 participating communities to the relevant Chief Administration Officer(s). 16.2 If hand delivered, the notice is effective on the date of delivery; if faxed, the notice is effective on the date and time the fax is sent; if sent by electronic mail, the notice is effective on the date sent; and if mailed, the notice is deemed to be effective on the fifth business day following the day of mailing. 7 Page 547 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... 16.3 Any notice given shall be sufficiently given if signed by the CAO or by a person authorized by or acting under the direction or control of the CAO. 17. Rights and Remedies 17.1 Nothing contained in this Agreement shall be construed as restricting or preventing either party from relying on any right or remedy otherwise available to it under this Agreement, at law or in equity in the event of any breach of this Agreement. 18. Binding Effect 18.1 This Agreement shall ensure to the benefit of, and be binding upon the parties and their respective successors, administrators and assigns. 18.2 This Agreement shall not be construed as or deemed to be an agreement for the benefit of any third parties, and no third party shall have any right of action arising in any way or manner under this Agreement for any cause whatsoever. 19. Incorporation of Schedules 19.1 information exchanged pursuant to Section 14) embody the entire Agreement. 20. Provisions Surviving Termination 20.1 Sections 2, 5.2, 7, 8, 9, 10, 11, 16, 17, 20, 21 and 22 of this Agreement shall survive termination of this Agreement. 21. Governing law 21.1 The parties agree to be governed by the laws of the Province of Ontario and Canada. 22. Arbitration 22.1 The Parties herein agree that in the event of any dispute arising under or pursuant to this Agreement, which dispute cannot be resolved by the mutual agreement of the Parties' CAOs, the CAOs shall refer the dispute to the respective Chairs of the Parties for resolution. In the event that the Chairs cannot resolve the dispute, either Party may, on providing ninety (90) days' written notice to the other, refer the dispute to a third party arbitrator of their mutual choice for resolution. Such arbitration shall be conducted pursuant to the Arbitration Act, 1991, S.O. 1991 c. 17, as amended. 8 Page 548 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... IN WITNESS WHEREOF the parties have executed this Agreement. The Corporation of the County of Simcoe ______________________________________ Gerry Marshall, Warden ______________________________________ John Daly, Clerk ______________________________________ Dated Township of Adjala-Tosorontio ______________________________________ Mary Small Brett, Mayor ______________________________________ Barb Kane, Clerk ______________________________________ Dated City of Barrie ______________________________________ Jeff Lehman, Mayor ______________________________________ Dawn McAlpine, Clerk ______________________________________ Dated 9 Page 549 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Beausoleil First Nation ______________________________________ Mary McCue-King, Chief in Council ______________________________________ Dated Town of Bradford West Gwillimbury ______________________________________ Rob Keffer, Mayor ______________________________________ Rebecca Murphy, Clerk ______________________________________ Dated Chippewas of Rama First Nation ______________________________________ Rodney Noganosh, Chief in Council ______________________________________ Dated 10 Page 550 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Township of Clearview ______________________________________ Christopher Vanderkruys, Mayor ______________________________________ Pamela Fettes, Clerk ______________________________________ Dated Town of Collingwood ______________________________________ Sandra Cooper, Mayor ______________________________________ Sarah Almas, Clerk ______________________________________ Dated Township of Essa ______________________________________ Terry Dowdall, Mayor ______________________________________ Bonnie Sander, Clerk ______________________________________ Dated 11 Page 551 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Town of Innisfil ______________________________________ Gord Wauchope, Mayor ______________________________________ Lee Parkin, Clerk ______________________________________ Dated Town of Midland ______________________________________ Gord McKay, Mayor ______________________________________ Andrea Fay, Clerk ______________________________________ Dated Town of New Tecumseth ______________________________________ Rick Milne, Mayor ______________________________________ Cindy Maher, Clerk ______________________________________ Dated 12 Page 552 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... City of Orillia ______________________________________ Steve Clarke, Mayor ______________________________________ Gayle Jackson, Clerk ______________________________________ Dated Township of Oro-Medonte ______________________________________ Harry Hughes, Mayor ______________________________________ Doug Irwin, Clerk ______________________________________ Dated Town of Penetanguishene ______________________________________ Gerry Marshall, Mayor ______________________________________ Jeff Lees, Clerk ______________________________________ Dated 13 Page 553 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Township of Ramara ______________________________________ Basil Clarke, Mayor ______________________________________ Jennifer Connor, Clerk ______________________________________ Dated Township of Severn ______________________________________ Mike Burkett, Mayor ______________________________________ Sharon Goerke, Clerk ______________________________________ Dated Township of Springwater ______________________________________ Bill French, Mayor ______________________________________ Renee Chaperon, Clerk ______________________________________ Dated 14 Page 554 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Township of Tay ______________________________________ Scott Warnock, Mayor ______________________________________ Alison Thomas, Clerk ______________________________________ Dated Township of Tiny ______________________________________ George Cornell, Mayor ______________________________________ Doug Luker, Clerk ______________________________________ Dated Town of Wasaga Beach ______________________________________ Brian Smith, Mayor ______________________________________ Holly Bryce, Clerk ______________________________________ Dated 15 Page 555 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... Mutual Assistance Agreement-Request for Assistance from Participating Community I, _____________________________, Chief Administrative Officer / Designated Official of , duly authorized to do so by the Council of________________________________________, do hereby request Participating Community: to provide assistance in the form of: ____ PERSONNEL ____ SERVICES ____ EQUIPMENT ____ MATERIAL AS IS MORE PARTICULARLY SET OUT IN DETAIL AS FOLLOWS: The above confirms the assistance verbally requested on ____________________, and which assistance has agreed to provide. Dated at _______________________this ____day of _________________, 2016. ____________________________________________ Chief Administrative Officer/ Designated Official Participating Community: 16 Page 556 of 571 17.h) By-Law No. 2016-163: Being a By-Law to Authorize the E... List of Municipalities, First Nations, and Separated Cities within and including The Corporation of the County of Simcoe, participating in the Mutual Assistance Agreement: County of Simcoe Township of Adjala-Tosorontio City of Barrie Beausoleil First Nation Town of Bradford West Gwillimbury Chippewas of Rama First Nation Township of Clearview Town of Collingwood Township of Essa Town of Innisfil Town of Midland Town of New Tecumseth City of Orillia Township of Oro-Medonte Town of Penetanguishene Township of Ramara Township of Severn Township of Springwater Township of Tay Township of Tiny Town of Wasaga Beach 17 Page 557 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9 Municipal Act, 2001, S.O. 2001 Page 558 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... MEMORANDUM OF AGREEMENT (Hereinafter This Agreement made in duplicate BETWEEN: The Corporation of the County of Simcoe -and- (hereinafter referred WHEREAS the County of Simcoe wishes to put into place procedures and practices to deal with an Emergency affecting Simcoe County area municipalities for the purpose of providing Emergency Social Services; AND WHEREAS the County of Simcoe wishes to enter into this Mutual Assistance Agreement with __________ for the provision of Emergency Social Services as found within the County of Simcoe Emergency Response Plan; AND WHEREAS the Municipality wishes to safeguard and protect the health, safety and security of its citizens and to secure basic financial assistance for the purpose of providing basic needs, shelter and disaster relief to its citizens; AND WHEREAS this Agreement is authorized under section 13(3) of the AND WHEREAS the County of Simcoe continues to conduct advance assessment throughout Simcoe County to identify facilities that could serve as suitable reception and/or evacuation centre(s) in the event of an Emergency (as defined herein); AND WHEREAS this Agreement is of a kind contemplated by the County of Simcoe Emergency Response Plan, as adopted by the council of the County of Simcoe under By-Law No. 5673 in accordance with the Act, and; AND THEREFORE, IN CONSIDERATION of the County of Simcoe, upon a request for emergency assistance by the Municipality, executing the County of Simcoe Emergency Social Services Response Plan in accordance with the mutual terms and covenants herein contained, the Parties covenant and agree as follows: SECTION 1: DEFINITIONS In this Agreement, (a) prompts a formal request to the County of Simcoe in which the Municipality requests deployment of Emergency Social Services for immediate assistance given the nature of the emergency. (b) Schedule A - as described in Schedule A hereto means the expenses incurred and authorized by the County of Simcoe for and on behalf of the Municipality in the provision of Emergency Social Services. (c) described in the County of Simcoe Emergency Social Services Response Plan that would be executed in a designated Evacuation Centre(s). (d) -owned or privately-owned facility, whether located inside or outside the geographic limits of the Municipality, which has been designated by the Municipality, and approved by the County, for the temporary lodging of persons during an Emergency. 2 Page 559 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... (e) during an Emergency as authorized and directed by the County of Simcoe. (f) means the Ontario provincial program administered by the Ministry of Municipal Affairs designed to provide financial assistance to help Ontario municipalities recover from natural disasters. SECTION 2. SERVICES (a) Except as otherwise provided herein, the County of Simcoe shall provide for and on behalf of the Municipality, upon receiving a notification request for assistance in an Emergency, Emergency Social Services in accordance with this Agreement. Neither Party shall be responsible for any delay or failure to perform its obligations under this Agreement where such delay or failure is due to causes or circumstances beyond its control. (b) The Municipality shall abide by Emergency Social Services program guidelines for Emergency requests for assistance, as set out in Schedule C. (c) The County of Simcoe shall provide the Municipality with both an electronic and hard copy of the County of Simcoe Emergency Social Services Response Plan. (d) The Municipality shall advise the County of Simcoe of the anticipated number of evacuees expected to be sheltered in the Evacuation Centre(s). (e) The Municipality shall be responsible for obtaining any licenses, approvals or permits required to operate the designated Evacuation Centre(s). (f) During the Emergency, the Municipality shall, at its sole cost and expense, maintain and keep the designated Evacuation Centre(s) in a state of good repair and condition, and shall promptly make all needed repairs and replacements (reasonable wear and tear and damage by fire, lightning and tempest, exempted) and at the end of its use for purposes of an Evacuation Centre shall deliver up the premises in substantially as good condition as they were at the beginning of their use for that purpose (damage by reasonable wear and tear, fire, lightning, and tempest only exempted). (g) The Municipality shall contact the County of Simcoe, which in consultation with the public health department and the fire department shall review and where it deems appropriate, approve as a designated Evacuation Centre any proposed facility which has not been previously inspected for lodging and temporary shelter requirements. (h) The County of Simcoe shall provide the necessary number of staff to coordinate the management of operations for the Evacuation Centre(s). (i) The County of Simcoe may request deployment of staff from the Municipality to assist in the management of the County of Simcoe Emergency Social Services Response Plan, and the Municipality shall comply with such request to the extent it is able. (j) The County of Simcoe shall activate and deploy the necessary Service Providers. (k) This Agreement is for the provision of Emergency Social Services; evacuation and transportation of evacuees does not form part of the Agreement. 3 Page 560 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... (l) The Municipality shall provide to the County of Simcoe Emergency Operations Centre daily situation reports detailing the status of the Emergency for communicating appropriate information to evacuees residing at the Evacuation Centre(s). (m) The County of Simcoe shall provide daily Evacuation Centre situation reports to the Municipality. (n) The County of Simcoe will direct any evacuee to alternative accommodations if, in the opinion of the County of Simcoe, the evacuee requires special care and is unable to be adequately sheltered in the Evacuation Centre designated by the Municipality. (o) The Municipality shall identify and make arrangements with a pre- approved Reception and Evacuation Centre(s) set out in Schedule D, to provide unobstructed access thereto to the County of Simcoe for the provision of Emergency Social Services. SECTION 3: ACTIVATION OF EMERGENCY SOCIAL SERVICES The Municipality shall be guided by the appropriate response level set out in Schedule C, when considering making an Emergency Social Services request for assistance to the County. Furthermore, when requesting Emergency Social Services the Municipality shall contact the County of Simcoe Community Emergency Management Coordinator (CEMC) for the notification system to be activated. SECTION 4: TERM AND TERMINATION the date of its execution until it is superseded or replaced by a subsequent contract or until it is terminated in its entirety by either Party, by giving no less than thirty (30) days written notice, or as otherwise permitted by this Agreement. Termination of this Agreement shall not relieve either Party of any ongoing obligation incurred in accordance with this agreement prior to termination. SECTION 5: AMENDMENTS Amendments to this Agreement shall be in writing and be executed by the Parties. If agreed in writing by both Parties to this Agreement, an amendment shall form a part of this Agreement. SECTION 6: LEGAL RELATIONSHIP In this Agreement nothing gives rise to an employment relationship for the provision of services between the Municipality, the County of Simcoe and Service Provider employees or volunteers. The Parties expressly acknowledge that they are independent contractors and neither an agency, or partnership nor employer- employee relationship is intended or created by this Agreement. SECTION 7: WITHDRAWAL OF SERVICE Notwithstanding anything in this Agreement, the Municipality acknowledges that the County of Simcoe may withdraw its Emergency Social Services, in consultation with the Municipality at any time and without liability hereunder, in the event that the County of Simcoe, acting reasonably, determines that it is unable to provide such services without compromising the health, security or safety of the employees, agents or contractors of the County of Simcoe or of the employees, agents or contractors of the Service Providers. SECTION 8: HUMAN RIGHTS CODE It is a condition of this Agreement that each Party comply with the Human Rights Code in discharging its obligations under the Agreement. Breach of this 4 Page 561 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... condition is sufficient grounds for immediate termination of this Agreement by either part. SECTION 9: COLLECTION AND DISCLOSURE OF PRIVATE INFORMATION Any information collected by the County of Simcoe pursuant to this Agreement is subject to, and shall be handled in accordance with, the provisions of the Municipal Freedom of Information and Protection of Privacy Act, the Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act. SECTION 10: INDEMNIFICATION will, both during the Term and after the termination of this Agreement, each lors, officers, employees, servants, agents, contractors subcontractors and volunteers demand, cost action, suit, expense or liability whatsoever, that the Indemnified Party may incur, suffer or be required to pay pursuant to any claim, demand, action, suit, litigation, charge, complaint, prosecution or other proceeding that may be made or asserted against or affect the Indemnified Party by reason of any wrongful or negligent act or omission in the performance of Services on the part of the Indemnifying Party, or its councillors, officers, employees, servants, agents, contractors, subcontractors or volunteers. The obligation of the Indemnifying Party to indemnify as set forth in this paragraph shall survive the termination of this Agreement for any reason. SECTION 11: RELEASE The Municipality hereby waives and releases the County of Simcoe from and against all present and future claims which the Municipality has or reasonably ought to have knowledge of that could be advanced by the Municipality against providing Emergency Social Services for loss of or damage to property, arising of Emergency Social Services pursuant to this Agreement, a breach by the Municipality of any contract with a third-party, including (without limitation) claims claims arising from the gross negligence or deliberate misconduct of the County of Simcoe and claims arising from the provisions of Section 10: Indemnification. SECTION 12: INSURANCE Without restricting the generality of Section 10 Indemnification, the Municipality shall, at its sole cost and expense, take out and keep in force throughout the Term of this Agreement occup naming the County as an additional insured, as well the Municipality shall obtain and keep in force throughout the Term of this Agreement at its sole cost and expense comprehensive general liability insurance (including, without limitation, coverage for personal injury including death, property damage or loss, property s employees, agents and volunteers as additional insured with respect to liability arising out of the operations of the County of Simcoe in providing Emergency Social Services pursuant to this Agreement, in an amount not less than Ten Million Dollars ($10,000,000.00) per occurrence. Copies of the certificates of insurance certified by an authorized representative of the insurer together with any amending endorsements, evidencing the foregoing coverage, including the required waiver of cross-liability endorsement, and any renewals thereof, will be provided by the Municipality to the County of Simcoe upon request throughout the Term of this Agreement. In addition, it is the responsibility of the Municipality if using an Evacuation Centre located in another municipality, to ensure that both Parties are insured under the said policies. The County of Simcoe, at its sole cost and expense, shall obtain and maintain throughout the Term of this Agreement comprehensive general liability insurance (including, without limitation, coverage for personal injury including death, 5 Page 562 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... property damage or loss, property damage and public liability in an amount not less the Ten Million Dollar ($10,000,000.00) per occurrence and naming the Municipality as an additional insured, provided however that the addition of the Municipality is limited to liability arising out of the performance or provision of Emergency Social Services and all operations necessary or incidental thereto. SECTION 13: CONFLICT OF INTEREST The County of Simcoe shall disclose to the Municipality without delay any actual or potential situation that may be reasonably interpreted as either a conflict of interest or a potential conflict of interest, or breach of law in relation to this Agreement. A breach of this section by the County of Simcoe shall entitle the Municipality to terminate this Agreement in addition to any other remedies that the Municipality may have in law or in equity. SECTION 14: FINANCIAL ARRANGEMENTS The County of Simcoe shall keep full, true and correct records of any and all Schedule A - Eligible Expenses incurred pursuant to this Agreement. The County of Simcoe and the Municipality shall mutually decide on the appropriate actions when considering a submission, application or claim (collectively provincial Municipal Disaster Recovery Assistance program and/or any other provincial or federal programs or agencies. In the event that the County of Simcoe provides concurrent Emergency Social Services at an Evacuation Centre for and at the request of the Municipality and one or more other Simcoe County area municipalities, each Municipality shall include in its application for Cost Recovery its proportionate share of the total Schedule A - Eligible Expenses, which shall be calculated based on the ratio of the number of residents of that Municipality that received Emergency Social Services at the Evacuation Centre to the total number of residents that received Emergency Social Services at the Evacuation Centre. In the event that Cost Recovery Funds are made available pursuant to an Application, and for any reason, the County cannot (or does not) receive any payments directly, all such sum or sums shall be collected by the Municipality immediately be paid over to the County of Simcoe. In the event that (i) no Application is made pursuant to the provincial Municipal Disaster Recovery Assistance program or any other provincial of federal program or agency by either Party; or, (ii) an Application is made but no funds for Cost Recovery are provided by the Municipal Disaster Recovery Assistance program and/or any other Provincial or Federal program or agency, the Eligible Expenses shall be recovered by the County of Simcoe through the revenue collected from a County levy pursuant to the Municipal Act, 2001. The Municipality shall be solely responsible for those costs and liabilities set-out in Schedule B Municipal Cost Responsibilities of this Agreement. The Municipality shall indemnify the County from and against any and all liabilities, actions, suits, demands and claims that may arise, directly or indirectly, as a result of such costs and liabilities. The Municipality shall reimburse the County for any and all Schedule B Municipal Cost Responsibilities costs paid or incurred by the County immediately upon demand. SECTION 15: SERVICE RECORDS Each of the Parties shall not dispose of any records related to the Services provided under this Agreement for a period of seven (7) years following termination or expiration of this Agreement. The Parties shall provide access and copies of any records related to services provided to evacuees for the purpose of recovery and disaster relief purposes. SECTION 16: CONFIDENTIALITY The County of Simcoe shall hold confidential and not disclose or release to any person other than to the Municipality or Service Provider at any time during or following the term of this Agreement, except where required by law, any 6 Page 563 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... information or document that identifies any individual in receipt of services or the nature or extent of services received by any individual without obtaining oral or release or disclosure of such confidential information. SECTION 17: WAIVER OF BREACH The failure of the County of Simcoe to insist upon a strict performance of any of the terms and conditions hereof, or the exercise of a discretion by the County of Simcoe in any particular manner in one instance, shall not be deemed a waiver of any rights or remedies that the County of Simcoe may have and shall not be deemed a waiver of any subsequent breach or default in any of such terms and conditions. SECTION 18: SCHEDULES All the terms of the Schedules are incorporated into this Agreement and will take precedence where there is an inconsistency or conflict with the terms hereof. This Agreement and the attached Schedule(s) embody the entire Agreement and supersede any other understanding or agreement, collateral, oral or otherwise, existing between the Parties at the date of execution and relating to the subject matter of this Agreement. SECTION 19: LAWS The Municipality agrees that the County of Simcoe and its employees and representatives, if any, shall at all times comply with any and all applicable federal, provincial and municipal laws, ordinances, statutes, rules, regulations and orders in respect of the performance of this Agreement. SECTION 20: DISPUTE RESOLUTION A dispute between the Parties relating to the interpretation or implementation of this Agreement will be addressed through good faith negotiation, with or without the assistance of a mediator. The Parties agree that in the event that they are not able to reach a resolution of all the matters in dispute after mediation, then the matters remaining in dispute will be finally determined by arbitration in accordance with the Arbitration Act, 1991 (Ontario). SECTION 21: NOTICE Any notice, instrument or document to be given by either Party to the other shall, in the absence of proof to the contrary, be deemed conclusively to have been received by the addressee (i) if delivered personally on a business day, then on the day of delivery; (ii) if sent by prepaid registered post, then on the second day following the registration thereof; (iii) if sent by ordinary mail, then on the third business day following the date on which it was mailed; or (iv) if sent by facsimile, upon confirmation of successful transmission of the notice. Any notice, instrument or document can be given by either Party to the other from the following address and facsimile or other such address or facsimile that either Party has deemed appropriate by either providing a written or faxed notice. County of Simcoe: The Corporation of the County of Simcoe 1110 Highway 26, West Midhurst, ON L0L 1X0 Fax: (705) 725-9539 Phone: (705) 726-9300 7 Page 564 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... Nvojdjqbmjuz; ```````````````````````````` ```````````````````````````` ```````````````````````````` ```````````````````````````` ````````````````````````````! SECTION 22: WHOLE AGREEMENT This Agreement comprises the whole of the understanding between the Parties and is not subject to or in addition to any other arrangements, representatives or warranties, whether written, oral or implied, that are not set out herein. However, the Parties acknowledge that this Agreement does not affect any future agreement that may be put in place to deal with either a declared Emergency or a non-declared Emergency by the Municipality requiring services and coordination from the County of Simcoe Social and Community Services Division. IN WITNESS WHEREOF the Municipality has hereunto affixed its corporate seal attested by the hands of its duly authorized officers and the County of Simcoe has hereunto set hand and seal. SIGNED, SEALED AND DELIVERED In the presence of (Municipality) : _____________________________________ ______________________________ Mayor, Date _______________________________ Clerk Date CORPORATION OF THE COUNTY OF SIMCOE ________________________________ Warden, County of Simcoe Date _______________________________ Clerk, County of Simcoe Date 8 Page 565 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... SCHEDULE A - Eligible Expenses of Simcoe, for and on behalf of the Municipality, in the provision of Emergency Social Services, whether during or after an Emergency. Without limiting the generality of the foregoing definition, these expenses may relate to one or more of the categories set out hereunder. In addition, these expenses may or may not form part of costs submitted by either party hereto to the provincial Municipal Disaster Recovery Assistance program and any other provincial or federal disaster assistance funding. SECTION 1: List of Core Emergency Social Services Costs 1. Overtime salaries associated with the deployment of County of Simcoe staff directly providing Services at Evacuation Centre(s). These positions are defined in Appendix D of the Emergency Social Services Response Plan. 2. Shipping, transportation and mileage costs associated with moving goods, services and staff to the designated Evacuation Centre(s). 3. Accommodation and food costs incurred for County and Service Provider staff. 4. Full cost to employ security measures for the health and safety of staff, Service Providers and evacuees at the Evacuation Centre(s). 5. Transportation costs associated with moving evacuees from the Evacuation Centre(s) to alternative locations. 6. Rental of equipment and supplies for the operations of the Evacuation Centre(s). 7. Supplies deemed essential to carry-out Services at the Evacuation Centre(s). 8. Food service costs for staff, service providers and evacuees at the Evacuation Centre(s). 9. 10. Special needs assistance or special lodging arrangements provided to evacuee(s). 11. All costs and expenses charged by or on behalf of any Service Provider(s), or incurred by the County of Simcoe in relation to services provided by any Service Provider(s), which services are authorized by the County of Simcoe, in its sole discretion, to respond to an Emergency. 12. Incidental costs deemed necessary by the County of Simcoe, including any and all Schedule B costs initially paid or incurred by the County of Simcoe for any reason. SECTION 2: Service Provider Costs ounty of Simcoe all Eligible Expenses as defined in their Service Provider Agreement or a Fee for Service Agreement with the County. Eligible Expenses for a Service Provider shall be either costs that are incremental to their core mission as a disaster relief organization or a fee for service that is deemed essential to perform the required Services at the Evacuation Centre(s). 9 Page 566 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... SCHEDULE B - Municipal Cost Responsibilities The following list identifies costs and liabilities that shall be assumed by the Municipality in the event of an Emergency Social Services request. Each Municipality should consider entering member municipal mutual assistance agreements in order to mitigate emergency costs impacts. 1. Loss of revenue that would occur at the Evacuation Centre(s) resulting from the Emergency and the provision of Services. 2. Costs associated with deploying Municipal or Provincial Police to assist with security. 3. Costs associated with deploying Municipal Fire Services to the Evacuation Centre. 4. Costs associated with preparing the Evacuation Centre(s). Examples of these costs include, without limitation, ice clearing, heating/cooling the facility, deploying municipal custodial staff, supplying the washrooms with necessary supplies, and the cost of any repairs or maintenance. 5. Costs associated with deploying municipal staff to assist with the Evacuation Centre(s) while under the direction of the Emergency Social Service Response Plan. 6. On-going daily maintenance and repair costs for the Evacuation Centre(s). 7. Costs associated with repairing damaged property, and claims and demands with respect thereto that might occur during the operations of the Evacuation Centre(s), or the provision of Services by the County. : Page 567 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... SCHEDULE C - County of Simcoe Emergency Social Services Activation Protocol This Schedule sets-out guidelines that municipalities should consider when requesting Emergency Social Services (ESS) assistance for emergencies. These guidelines are intended to assist municipalities in maximizing available community resources and capacities as they assess the scope and nature of the emergency for which assistance may be potentially required from the County of Simcoe. Guidelines have been put into place to specifically address: food, clothing, personal services, and shelter and lodging assistance for citizens who do not have the ability to self-evacuate to family and friends for support, or do not have financial or insurance coverage. The County of Simcoe Emergency Social Services Response Plan shall not be activated for any as the Salvation Army or the Canadian Red Cross should be contacted directly by the local Municipality for this purpose or directly by the disaster victims. In most PDA emergencies the Municipality should contact these agencies directly. However, in some circumstances the Municipality may request assistance from the County of Simcoe for PDA emergencies that involve circumstances that involve vulnerable populations. In certain municipal emergencies for which the County of Simcoe has been requested to assist and the County of Simcoe has deployed their Emergency Social Services Response Plan a formal declaration of emergency to the provincial Office of the Fire Marshal and Emergency Management may be considered by the County of Simcoe and deemed appropriate due to the situation, benefits and safeguards for staff and volunteers deployed to manage and coordinate the Emergency Social Services response. Three emergency response levels for activating the County of Simcoe Emergency Social Services Response Plan have been recommended to guide local municipalities with their formal request when requiring assistance from the County of Simcoe for Emergency Social Services. The activation levels listed in Table One below should be used as general guidelines for area municipalities when considering an Evacuation Centre(s) set-up from the County of Simcoe. Table One: County of Simcoe Emergency Social Services Activation Protocol Activation Community Emergency Management Coordinator from the requesting Process municipality will contact the County of Simcoe Community Emergency Management Coordinator Response Activation Criteria Level Personal 0-10 Evacuees who require specialized care, e.g. vulnerable populations Disaster N.B. In most cases municipalities will work directly with community Assistance response organizations to meet the human services needs related to (PDA) Personal Disaster Assistance requests. Level 1 11-49 evacuees in events that: o Require immediate lodging services o Lodging for evacuees will be required for > 72 hours o Costs for Lodging set-up and management > $6,000 N.B. In most cases a Level 1 response will trigger a partial implementation of the County of Simcoe Emergency Social Services Plan Level 2 Minimum of 50 evacuees that: o Require immediate lodging services; and, where o Group lodging is anticipated N.B. In most cases a Level 2 response will trigger the full implementation of the County of Simcoe Emergency Social Services Plan and may also trigger a declaration of emergency by the County of Simcoe Level 3 Response to requests for emergency social services from jurisdictions outside the geographical boundary of Simcoe County A Level 3 response will require consultation and partnership with community partners 21 Page 568 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... SCHEDULE D - Pre-Approved Reception and Evacuation Centres as of August 2016*** Simcoe County Member Municipalities: North Simcoe Sports & Recreation Centre** Elmvale Arena 527 Len Self Boulevard 14 George Street Midland, Ontario Elmvale, Ontario Coldwater Community Centre Penetanguishene Community Centre 11 Michael Anne Drive 61 Maria Street Coldwater, Ontario Penetanguishene, Ontario Bradford Community Centre Oro-Medonte Community Arena th 125 Simcoe Road 71 4 Line North Bradford, Ontario Guthrie, Ontario Recplex - Oakview Community Centre Wasaga Stars Arena 1724 Mosley Street 425 River Road West Wasaga Beach, Ontario Wasaga Beach, Ontario (Lefroy) South Innisfil Community Centre Stroud Innisfil Community Centre 1354 Killarney Beach Road 7883 Yonge Street Lefroy, Ontario Stroud, Ontario Angus Recreation Centre New Tecumseth Recreation Centre 8529 County Road 10 7300 Industrial Parkway Angus, Ontario Alliston, Ontario Innisfil Recreation Complex** MASK 7315 Yonge Street 5884 Rama Road Innisfil, Ontario Rama, Ontario Port McNicoll Community Centre Oakwood Community Centre 560 Seventh Avenue 290 Park Street Port McNicoll, Ontario Victoria Harbor, Ontario Wyebridge Community Centre Creemore Community Centre & Arena 8340 Hwy #93 220 Collingwood Street Wyebridge, Ontario Creemore, Ontario Stayner Arena & Community Centre Bradford Leisure Centre 269 Regina Street 471 West Park Avenue Stayner, Ontario Bradford, Ontario Bradford Library & Community Centre 425 Holland Street West Bradford, Ontario Third Party Facilities Including Cities of Barrie and Orillia (*): Georgian College (Barrie Campus) Georgian College (Orillia Campus) One Georgian Drive 825 Memorial Avenue Barrie, Ontario Orillia, Ontario Emmanuel Baptist Church County of Simcoe Long Term Care 4120 Salem Road Facilities Barrie, Ontario May be used as evacuation lodging sites for short stays of 72 hours or less for high-risk vulnerable populations. Westminster Presbyterian Church Mapleview Community Church 170 Steel Street 300 Mapleview Drive Barrie, OntarioBarrie, Ontario Allandale Recreation Centre East Bayfield Community Centre** 190 Bayview Street 80 Livingstone Street Barrie, Ontario Barrie, Ontario 22 Page 569 of 571 17.i) By-Law No. 2016-164: Being a By-Law to Authorize the E... Third Party Facilities Including Cities of Barrie and Orillia (*): Holly Community Centre** Southshore Community Centre 171 Mapleton Avenue 205 Lakeshore Drive Barrie, Ontario Barrie, Ontario Barnfield Point Recreation Centre West Orillia Sports Complex ** 500 Atherley Road 100 University Avenue Orillia, Ontario Orillia, Ontario rd (*) Note: All 3 party and cities of Barrie and Orillia facilities are for information purposes only, except as noted below. These sites have been inspected by the Evacuation Site Review Team, and can be considered by a municipality for the set-up of a Reception and Evacuation site through the use of a Property Use Mutual Aid Agreement. (**) Note: These facilities have been readied to connect to the County-owned 350 kW portable generator and separate agreements have been executed between the County and their owners that delineate their use for evacuation centre purposes. (***) Note: This list is reviewed and updated annually pursuant to the County of Simcoe Emergency Response Plan, Annex M. 23 Page 570 of 571 19.a) By-law No. 2016-157: Being a by-law to confirm the pro... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 571 of 571