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12 12 2018 Council AgendaPage 7-24 i► imus ![IN&1%7 af ftk� —map~ Township of Proud Heritage, Exciting Future The Township of Oro-Medonte Council Meeting Agenda Council Chambers Wednesday, December 12, 2018 10:00 a.m. - Open Session Commencing with Moonstone Elementary School - Performance of Seasonal Songs 11:00 a.m. - Closed Session 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 (11:00 a.m.): a) Motion to go In Closed Session. b) Motion to Rise and Report. C) Robin Dunn, CAO re: Trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality (2639025 Ontario Inc.). 5. Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, November 14, 2018. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations: a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative Planning Solutions (IPS) re: Request for Letter of Support. b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to Build a Community Services Hub and Supportive Housing Units Update. Page 1 of 272 Council Meeting Agenda - December 12, 2018 9. Presentations: None. 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 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 Page 2 of 272 Council Meeting Agenda - December 12, 2018 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 14. Consent Agenda: 179-182 a) Announcements of Interest to the Public: 1. Mayor & Council Holiday Skate, Friday, December 14, 2018, 6:00- 7:20 p.m., Oro-Medonte Community Center, 71 Line 4 North. 2. Winter Day Camps, Holiday Break, December 31, 2018 and January Page 3 of 272 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: 60-69 a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Services/Fire Chief, Scott Andrew, Acting Deputy Fire Chief; Marie Brissette, Special Projects Coordinator re: Shanty Bay Fire Hall Project. 70-104 b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Treasurer; Donna Hewitt, Director, Corporate Services re: Lean Management System — Consulting Services Award - RFP # FIT 2018-10. 105-125 c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning By-law Amendment Application 2018-ZBA-07, Jeremy Kurtin, 172 Line 6 South [Refer to Item 17b)]. 126-141 d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital Projects Coordinator re: Ontario Federation of Snowmobile Clubs - Memorandum of Understanding [Refer to Items 17d) and e)]. 142-163 e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meeting Investigator Appointment for 2019. 164-165 f) Robin Dunn, CAO, correspondence dated November 30, 2018 to Tim Collingwood, C.C. Tatham and Associates Ltd. re: Site Plan Securities Reduction to Braestone Club. 166-175 g) Report No. CAO2018-7, Robin Dunn, CAO re: Council Remuneration. 176-178 h) Report No. CS2018-23, Donna Hewitt, Director, Corporate Services re: 2019 Conference Opportunities. 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 14. Consent Agenda: 179-182 a) Announcements of Interest to the Public: 1. Mayor & Council Holiday Skate, Friday, December 14, 2018, 6:00- 7:20 p.m., Oro-Medonte Community Center, 71 Line 4 North. 2. Winter Day Camps, Holiday Break, December 31, 2018 and January Page 3 of 272 Council Meeting Agenda - December 12, 2018 2-4,2019. 3. Township of Oro-Medonte, Survey, Should Cannabis Stores be Allowed in Oro-Medonte, Survey Available until December 31, 2018. 4. Township of Oro-Medonte, Notice, Holiday Office Closure, 2018-2019. 183-192 b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant Deputy Minister, Negotiations and Reconciliation Division, Ministry of Indigenous Affairs re: Settlement of Williams Treaties Land Claim. Staff Recommendation: Receive for Information Only. 193 - 194 c) Correspondence dated November 7, 2018 from Brian Jeffs, Superintendent of Business and Facilities, Simcoe County District School Board (SCDSB) re: Notice of the Passing of an Education Development Charge By -Law by the SCDSB. Staff Recommendation: Receive for Information Only. 195 - 197 d) Correspondence dated November 20, 2018 from Vic Fedeli, Minister of Finance re: The Ontario Cannabis Legalization Implementation Fund (OCLIF). Staff Recommendation: Receive for Information Only. 198 - 234 e) Correspondence from Sustainable Severn Sound: 1. Memorandum SSS -2018-04: Update on the Repeal of the Green Energy Act (GEA) and the impact on your municipality 2. Submission by Sustainable Severn Sound (SSS) and the Sustainability Committee (SC) to the Ministry of Environment, Conservation and Parks re: Provincial climate change plan consultation (`made -in -Ontario climate plan') 3. Approved Sustainability Committee meeting minutes held 12 -Jul -2018; 9 -Aug -2018; 6 -Sep -2018; 4 -Oct -2018 Staff Recommendation: Receive for Information Only. 235 - 237 f) Minutes of Barrie Public Library Board meeting held on October 25, 2018. Staff Recommendation: Receive for Information Only. 238 - 242 g) Minutes of Lake Simcoe Region Conservation Authority meeting held on October 26, 2018. Staff Recommendation: Receive for Information Only. 243 - 244 h) Correspondence dated December 6, 2018 from Michael Walters, CAO, Lake Simcoe Region Conservation Authority (LSRCA) re: Ontario Drinking Water Source Protection Program. Staff Recommendation: Receive for Information Only. 245 - 247 i) Correspondence dated November 19 and December 6, 2018 from Steffen Walma, Chair of the Board; and Julie Cayley, Executive Director, Severn Sound Environmental Association (SSEA) re: Source Protection Critical to the Health of the People of Ontario. Staff Recommendation: Receive for Information Only. 248 j) Correspondence dated December 5, 2018 from Steve Clark, Minister, Page 4 of 272 Council Meeting Agenda - December 12, 2018 Ministry of Municipal Affairs and Housing re: Municipal Reporting Burden. Staff Recommendation: Receive for Information Only. 15. Communications/Petitions: 249 - 250 a) Correspondence dated November 26, 2018 from Bryan Wesson, Director, Lands, Education and Stewardship Services, Nottawasaga Valley Conservation Authority (NVCA) re: Request to Waive Fees for Severance Fee Application. 251 - 253 b) Correspondence dated December 5, 2018 from Michelle Hudolin, Wetlands and Habitat Biologist, Severn Sound Environmental Association (SSEA) re: Tree Seedling Distribution Project - Request to Consider Municipal Participation in 2019. 16. Notice of Motions: None. 17. By -Laws: 254 - 255 a) By -Law No. 2018-107: A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2018-008. 256 - 258 b) By -Law No. 2018-108: A By-law to amend the zoning provisions which apply to lands at Part of Lot 21, Concession 6, Part 1 Reference Plan 51 R-17288 (Oro) Township of Oro-Medonte, 2018-ZBA-07 (Jeremy Kurtin). 259 - 260 c) By -Law No. 2018-109: A By-law to Impose Interim Control on the Use of Lands, Buildings, and Structures under Section 38 of the Planning Act Within the Geographic Boundaries of the Township of Oro-Medonte. 261 - 265 d) By -Law No. 2018-112: A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs Local Snowmobile Club, Orillia District Snowmobile Club For the 2018/2019 Season and to Repeal By-law No. 2016-191. 266-271 e) By -Law No. 2018-113: A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs Local Snowmobile Club, Sno Voyageurs Club For the 2018/2019 Seasonand to Repeal By-law No. 2016- 192. 18. Closed Session Items (Unfinished Items): 19. Confirmation By -Law: 272 a) By -Law No. 2018-110: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, December 12, 2018. Page 5 of 272 Council Meeting Agenda - December 12, 2018 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 6 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. k � Township of Proud Heritage, Exciting Future Wednesday, November 14, 2018 The Township of Oro-Medonte Council Meeting Minutes Council Chambers 2014-2018 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Barbara Coutanche Councillor Scott Macpherson Councillor Phil Hall Councillor John Crawford Councillor Scott Jermey Staff Robin Dunn, Chief Administrative Office Present: Karen Way, Clerk; Time: 9:08 a.m. Mark DesLauriers, Chief Financial Officer/Treasurer; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief; Tamara Obee, Manager, Human Resources, Health & Safety; " Shannon Stewart, Deputy Treasurer/Tax Collector; Michelle Jakobi, Manager, Compliance and Capital Projects; Justin Metras, Manager, Infrastructure and Capital Projects; Jennifer Whitley, Coordinator, Economic Development/Communications Brad Robinson, Infrastructure and Corporate Projects Coordinator IV 2 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair and called the meeting to order. Page 1 of 18 Page 7 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C181114-1 Moved by Macpherson, Seconded by Crawford Be it resolved that the agenda for the Council meeting of Wednesday, November 14, 2018 be received and adopted, as amended to withdraw Item 8a) Deputation by Ron Hoggarth re: Woodland Drive per the applicant's request. AdEEk Carried. 3 Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C181114-2 Moved by Crawford, Seconded by Macpherson Be it resolved that we do now go in Closed Session at 9:10 a.m. to discuss • litigation affecting the municipality (Oro-Medonte Community Centre); • litigation affecting the municipality; solicitor -client privilege (Burl's Creek Local Planning Appeal Tribunal (LPAT)). Carried. Page 2 of 18 Page 8 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. b) Motion to Rise and Report. Motion No. C181114-3 Moved by Macpherson, Seconded by Crawford Be it resolved that we do now Rise at 9:57 a.m. and Recess until 10:00 a.m. at which time we shall Report on the Closed Session Item 4 d) Shawn Binns, Director, Operations & Community Services re: Litigation affecting the municipality (Oro-Medonte Community Centre). and that Closed Session Item 4c) Robin Dunn, CAO re: Litigation affecting the municipality; solicitor -client privilege (Burl's Creek Local Planning Appeal Tribunal (LPAT)) be brought forward to Item 18 Closed Session Items (Unfinished Items). 1%6" Carried. d) Shawn Binns, Director, Operations & Community Services re: Litigation affecting the municipality (Oro-Medonte Community Centre). The following staff were present. Robin Dunn Chief Administrative Officer; Karen Way, Clerk; Andria Leigh, Director, Development Services; 0%40 Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Jennifer Whitley, Coordinator, Economic Development/Communications Motion No. C181114-4: Nk Moved by Macpherson, Seconded by Crawford Be it resolved that the confidential correspondence dated November 7, 2018 and presented by Shawn Binns, Director, Operations & Community Services re: Litigation affecting the municipality (Oro-Medonte Community Centre) be received. Carried. Page 3 of 18 Page 9 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. 5. Minutes of Council and Committees: a) Minutes of Council meeting held on October 10, 2018. Motion No. C181114-5 Moved by Coutanche, Seconded by Macpherson Be it resolved that the draft minutes of the Council meeting held on Wednesday, October 10, 2018 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements: 1► rein 7. Public Meetings: None. 8. Deputations: a) Ron Hoggarth re: Woodland Drive. This item was withdrawn per the applicant's request. 9. Presentations: xx a) V.A. (Veronica) Eaton, Inspector, Detachment Commander, Orillia Ontario Provincial Police (OPP) re: 3rd Quarterly Statistic Update. Motion No. C181114-6 Moved by Coutanche, Seconded by Macpherson Be it resolved that the correspondence dated November 5, 2018 and presented by V.A. (Veronica) Eaton, Inspector, Detachment Commander, Orillia Ontario Provincial Police (OPP)re: 3rd Quarterly Statistic Update be received for information only. Carried. Page 4 of 18 Page 10 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. 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: One (1) individual provided comments with respect to Item 12e). 12. Reports of Municipal Officers: e) t Report No. F12018-20, Mark DesLauriers, Chief Financial Officer/Treasurer re: Financial Executive Summary Report — Q3 2018. "' Motion No. C181114-7 Moved by Jermey, Seconded by Hall If Be it resolved that Report No. F12018-20, Mark DesLauriers, Chief Financial Officer/ Treasurer re: Financial Executive Summary Report — Q3 2018 be received for information only. % -qq%"N, Carried. k) Report No. DS2018-117, Andria Leigh, Director, Development Services re: Slopeside Condominium - Condominium Agreement Application 2015 -SUB -01 by Skyline Properties Inc., Part of Lot 1, Con. 4 (Oro) [Refer to Item 17d)]. Motion No. C181114-8 1%'% Moved by Hall, Seconded by Jermey Be it resolved 2 3 4 5 That Report No. DS2018-117, Andria Leigh, Director, Development Services re: Slopeside Condominium - Condominium Agreement Application 2015 -SUB -01 by Skyline Properties Inc., Part of Lot 1, Con. 4 (Oro) be received and adopted. That the Township of Oro-Medonte enter into a Condominium Agreement with Skyline Properties Inc. for the Slopeside Condominium, consisting of 44 residential dwelling units, 10 units for utility, change room, housekeeping and hot tub purposes, and 54 locker units. That the appropriate by-law be brought forward for Council's consideration to enter into the Condominium Agreement. That the Township Solicitor proceed with the registration of the Condominium Agreement and related documents/transfers. That the applicant be advised of Council's decision under the Director, Development Services signature. Carried. Page 5 of 18 Page 11 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. a) Shawn Binns, Director, Operations and Community Services re: Coulson Mill Pond Dam/Bridge Repairs. Motion No. C181114-9 Moved by Coutanche, Seconded by Macpherson Be it resolved that the presentation by Shawn Binns, Director, Operations and Community Services and Stephen Riley, Bridge Group Manager, R.J. Burnside & Associates Ltd. re: Coulson Mill Pond Dam/Bridge Repairs be received. Carried. b) Report No. ES2018-10, Robin Dunn, CAO and Michelle Jakobi, Manager, Compliance & Capital Projects re: Municipal Service Corporation, - Board of Directors, Skills Criteria. Motion No. C181114-10 Moved by Macpherson, Seconded by Coui ■ Be it resolved 1. That Report No. ES2018-10, Robin Dunn, CAO and Michelle Jakobi, Manager, Compliance & Capital Projects re: Municipal Service Corporation (MSC), - Board of Directors, Skills Criteria be received and adopted. 2. That Council endorse the skills criteria for the MSC Board of Directors and the draft Board of Directors' Skills Matrix. 3. That staff finalize the process for Board of Director selection and evaluation to be utilized by Council in the MSC implementation. Carried. N�**) N Page 6 of 18 Page 12 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. c) Report No. ES2018-9, Michelle Jakobi, Manager, Compliance & Capital Projects re: Water and Wastewater Systems Operations Agreement - Big Cedar (Oro) Residents Association [Refer to Item 17b)]. Motion No. C181114-11 Moved by Macpherson, Seconded by Coutanche Be it resolved 1. That Report No. ES2018-9, Michelle Jakobi, Manager, Compliance & Capital Projects re: Water and Wastewater Systems Operations Agreement - Big Cedar (Oro) Residents Association be received and adopted. 2. That Council endorse a Water and Wastewater Systems Operations Agreement with Big Cedar (Oro) Residents Association, which will permit The Township to operate Big Cedar Estates' water supply and distribution system, and wastewater pumping station and collection system, utilizing licenced Operators, in order to meet the requirements of applicable provincial legislation. 3. That the Mayor and Clerk be authorized to execute the appropriate agreement on behalf of the Township. 4. That the applicant be advised of Council's decision under the Manager, Compliance & Capital Projects' signature. Carried d) Report No. F12018-19, Janice McDonald, Accounting Clerk re: Statement of Accounts — Quarter 3 2018, July 1, 2018 -September 30, 2018. Motion No. C181114 -12%r"** Moved by Hall, Seconded by Jermey Be it resolved MW N6, 1. That Report No. F12018-19, Janice McDonald, Accounting Clerk re: Statement of Accounts — Quarter 3 2018, July 1, 2018 -September 30, 2018 be received for information only. 2. That the accounts for Quarter 3 - 2018 totaling $13,606,926.90 be received. Carried. Page 7 of 18 Page 13 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. f) Report No. FES2018-6, Hugh Murray, Director, Fire & Emergency Services/Fire Chief re: Purchase of Pick -Up Truck (FES Fleet). Motion No. C181114-13 Moved by Hall, Seconded by Jermey Be it resolved 1. That Report No. FES2018-6, Hugh Murray, Director, Fire & Emergency Services/Fire Chief re: Purchase of Pick -Up Truck (FES Fleet) be received and adopted. 2. That the Township of Oro-Medonte purchase a 2019 Ford F150, 4x4 XL T CrewCab 300A 61/2' box from Thor Motors Orillia for the Fire & Emergency Services Department. 3. That the requested expenditure be financed from the 2018 approved capital budget. 4. That the dealerships, that submitted a quotation, be advised of Council's decision under the Director, Fire & Emergency Services/Fire Chief's signature. Nk 'Nk Carried. g) Report No. CS2018-22, Marie Brissette, Executive Assistant CAO/Special Projects Coordinator re: Corporate Projects Status Update — September & October 2018. Motion No. C181114-14 Moved by Hall, Seconded by Jeri Be it resolved that Report No. CS2018-22, Marie Brissette, Executive Assistant CAO/Special Projects Coordinator re: Corporate Projects Status Update — September & October 2018 be received for information onlyI%h, -,q% 41�4k -,4%7 .... Carried. h) Report No. DS2018-111, Andria Leigh, Director, Development Services re: Development Engineering Status Report - October, 2018. Motion No. C181114-15 Moved by Jermey, Seconded by Hall Be it resolved that Report No. DS2018-111, Andria Leigh, Director, Development Services re: Development Engineering Status Report - October, 2018 be received for information only. Carried. Page 8 of 18 Page 14 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. i) Report No. DS2018-112, Garry McCartney, Chief Building Official re: Building Division Activity Stats (Jan -Oct 2018 Summary). Motion No. C181114-16 Moved by Hall, Seconded by Jermey Be it resolved that Report No. DS2018-112, Garry McCartney, Chief Building Official re: Building Division Activity Stats (Jan -Oct 2018 Summary) be received for information only. Carried. jar j) Report No. DS2018-115, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Municipal Law Enforcement Occurrence Report -January -September 2018. Motion No. C181114-17 Moved by Jermey, Seconded by Hall lr*446k �4& 111#� Be it resolved that Report No. DS2018-115, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Municipal Law Enforcement Occurrence Report -January -September 2018 be received for information onlya,%N, ._ Carried. 1) Report No. DS2018-118, Todd Weatherell, Intermediate Planner re: Telecommunication Tower — Eva Mudry (Owner) and Shared Network Canada (Agent), 4591 Line 4 North. Motion No. C181114-18 '1% "qq� Moved by Hall, Seconded by Jermey Be it resolved 1. That Report No. DS2018-118, Todd Weatherell, Intermediate Planner re: Telecommunication Tower — Eva Mudry (Owner) and Shared Network Canada (Agent), 4591 Line 4 North be received and adopted. 2. That Industry Canada be advised that the Township of Oro-Medonte has no concerns and concurs with Shared Network Canada proposed installation of a telecommunication tower to be located at 4591 Line 4 North. 3. That the applicant be advised of Council's decision under the Director, Development Services' signature. Carried. Page 9 of 18 Page 15 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. m) Report No. DS2018-119, Andria Leigh, Director, Development Services re: Certificate of Maintenance and Final Acceptance (Aboveground Services), Houben Subdivision, Registered Plan 51 M-952, 2189952 Ontario Limited [Refer to Items 17e) and f)]. Motion No. C181114-19 Moved by Jermey, Seconded by Macpherson Be it resolved 1. That Report No. DS2018-119, Andria Leigh, Director, Development Services re: Certificate of Maintenance and Final Acceptance (Aboveground Services), Houben Subdivision, Registered Plan 51 M-952, 2189952 Ontario Limited be received and adopted. 41W 1401k 2. That the Township issue the Certificate of Maintenance and Final Acceptance (Aboveground Services) for the Houben Subdivision, being Registered Plan 51 M-952 dated November 14, 2018. 3. That the appropriate by-law be brought forward for Council's consideration. 4. That the Developer be notified of Council's decision under the Director, Development Services' signature. Carried. 13. Reports of Members of%%,X Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Deputy Mayor Ralph Hough; Councillors Coutanche, Macpherson, Hall. I IV N0101h, *4� Motion No. C181114-20 Moved by Coutanche, Seconded by Hough Be it resolved that Council waive the fee for the tent permit for the 2018 Moonstone Christmas Festival, and that it be funded through the Council Municipal Donations and Grants. Carried. Page 10 of 18 Page 16 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. b) Councillor Jermey re: Cannabis Production. Motion No. C181114-21 Moved by Jermey, Seconded by Hall Whereas the "Agricultural/Rural (A/RU)" Zoning category under the Township's Zoning By- law 97-95 permits a broad range of agricultural and related uses; And Whereas when the Township's Zoning By-law was passed at a time when the growing of marijuana and the activities related to marijuana growth and production were not a legal activity; 40%, And Whereas certain changes have been made to federal and provincial laws that now make legal the growing of marijuana and related activities; And Whereas the issue of land use planning compatibility between the growing of marijuana (and related activities) and other forms of farming and agriculture (as well as the other used permitted in the Agricultural/Rural Zone) was never considered at the time that the current Agricultural/Rural Zoning was put in place; And Whereas it has been demonstrated that there are issues of land use compatibility and potential land use planning conflicts between the new marijuana -related uses and the other permitted uses; Asopplqqm Now Therefore Be it Resolved that Council direct Township Planning Staff to undertake a study of the land use planning policies in the Agricultural/Rural Zone in order to determine whether those Zoning policies and provisions should be amended to address land use planning compatibility issues that were not studied at the time that the Agriculture\al/Rural Zoning was put in place; And Further That, with Council having directed Township staff to undertake this study, request Township staff to bring forward a By-law under Section 38(1) of the Planning Act to be in effect for a period of one year, to prohibit the use of any lands in the Agricultural/Rural Zone for the purposes of the growing of marijuana and any related activities. 'VF Carried. Page 11 of 18 Page 17 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes – Wednesday, November 14, 2018. 14. Consent Agenda: a) Announcements of Interest to the Public: 1. Flu Clinics, Tuesday, November 13 and Tuesday, November 20, 2018, Huronia Nurse Practitioner - Led Clinic, 3331 Line 4 North, Oro-Medonte. 2. Patrick Fogerty Concert Band Presents Journey to Carnegie Hall, Friday, November 23, 2018, 7:30 p.m., Orillia Opera House. 3. Fraud Awareness for Seniors Presentation, Orillia O.P.P. and Crime Stoppers Simcoe Dufferin Muskoka, Tuesday, November 27, 2018, Oro-Medonte Community Centre (Arena), 71 Line 4 North, 10:00 a.m. - 11:30 am. (upstairs). ANEW b) Minutes of Nottawasaga Valley Conservation Authority meeting held on August 24, 2018. Staff Recommendation: Receive for Information Only. c) Minutes of Barrie Public Library Board meeting held on September 20, 2018. Staff Recommendation: Receive for Information Only. d) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 28, 2018. Staff Recommendation: Receive for Information Only. INK 141001h, e) Severn Sound Environmental Association re: 2018 3rd Quarter (July 1 -September 30) Report/Update. or—imob, 101L, Idoorqombhl Staff Recommendation: Receive for Information Only. f) Correspondence dated September 28, 2018 from Susan Dennis and Lee Jones re: Short Term Rentals (Airbnb). Staff Recommendation: Receive for Information Only. g) Correspondence dated October 5, 2018 from Brenda Cockburn, Director of Communications, Rainbows Canada re: Request for Proclamation, November 15, 2018, "Children's Grief Awareness Day". Staff Recommendation: Receive, Proclaim, Post on Township's Website. h) Correspondence dated October 9, 2018 from Northeastern Ontario Rail Network (NEORN) re: Recent Activities. Staff Recommendation: Receive for Information Only. i) Correspondence dated October 26, 2018 from The Honourable Jody Wilson-Raybould, Minister of Justice and Attorney General of Canada re: Bill C-45, The Cannabis Act. Staff Recommendation: Receive for Information Only. Page 12 of 18 Page 18 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. j) Correspondence dated October 30, 2018 from Doug Hevenor, Chief Administration Officer, Nottawasaga Valley Conservation Authority (NVCA) re: 2019 NVCA Draft Budget. Staff Recommendation: Receive and Refer to 2019 Budget Deliberations. k) Correspondence from County of Simcoe, Library Co -Operative re: Library Co -Operative Annual Report, 2017. Staff Recommendation: Receive for Information Only. Motion No. C181114-22 Moved by Macpherson, Seconded by Coutanche J4 Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Announcements of Interest to the Public: 1. Flu Clinics, Tuesday, November 13 and Tuesday, November 20, 2018, Huronia Nurse Practitioner - Led Clinic, 3331 Line 4 North, Oro-Medonte. 2. Patrick Fogerty Concert Band Presents Journey to Carnegie Hall, Friday, November 23, 2018, 7:30 p.m., Orillia Opera House. 3. Fraud Awareness for Seniors Presentation, Orillia O.P.P. and Crime Stoppers Simcoe Dufferin Muskoka, Tuesday, November 27, 2018, Oro-Medonte Community Centre (Arena), 71 Line 4 North, 10:00 a.m. - 11:30 am. (upstairs). b) Minutes of Nottawasaga Valley Conservation Authority meeting held on August 24, 2018. Received for Information Only.%h,,,, c) Minutes of Barrie Public Library Board meeting held on September 20, 2018. Received for Information Only. d) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday, September 28, 2018. Received for Information Only. e) Severn Sound Environmental Association re: 2018 3rd Quarter (July 1 -September 30) Report/Update. Received for Information Only. f) Correspondence dated September 28, 2018 from Susan Dennis and Lee Jones re: Short Term Rentals (Airbnb). Received for Information Only. Page 13 of 18 Page 19 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. g) Correspondence dated October 5, 2018 from Brenda Cockburn, Director of Communications, Rainbows Canada re: Request for Proclamation, November 15, 2018, "Children's Grief Awareness Day". Received, Proclaimed, Posted on Township's Website. h) Correspondence dated October 9, 2018 from Northeastern Ontario Rail Network (NEORN) re: Recent Activities. Received for Information Only. i) Correspondence dated October 26, 2018 from The Honourable Jody Wilson- Raybould, Minister of Justice and Attorney General of Canada re: Bill C-45, The Cannabis Act. Received for Information Only. Ark j) Correspondence dated October 30, 2018 from Doug Hevenor, Chief Administration Officer Nottawasaga Valley Conservation Authority (NVCA) re: 2019 NVCA Draft k) 7 Budget. Received and Referred to 2019 Budget Deliberations. Correspondence from County of Simcoe, Operative Annual Report, 2017. Received for Information Only' kL,,qq% 15. Communications/Petitions None. 16. Notice of Motions! None. 17. By -Laws: Library Co -Operative re: Library Co - Carried. a) By -Law No. 2018-096: A By -Law of The Corporation of Township of Oro-Medonte to Authorize the Borrowing Upon Amortizing Debentures in the Principal Amount of $5,000,000.00 Towards the Cost of the Water Storage Horseshoe Highlands. b) By -Law No. 2018-100: A By-law to Enter into a Water and Wastewater Systems Operations Agreement between The Corporation of the Township of Oro-Medonte and Big Cedar (Oro) Residents Association and to Repeal By -Law No. 2005-100. Page 14 of 18 Page 20 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. c) By -Law No. 2018-101: A By-law to Designate the Oro -African Episcopal Methodist Church under the Ontario Heritage Act. d) By -Law No. 2018-102: A By-law to Authorize the Execution of a Condominium Agreement between the Corporation of the Township of Oro-Medonte and Skyline Properties Inc. e) By -Law No. 2018-103: Being a By -Law to Authorize the Issuance of the Certificate of Maintenance and Final Acceptance (Aboveground Services) for Houben Subdivision, Registered Plan 51 M-952. A& f) By -Law No. 2018-104: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, All of Houben Crescent and Key Court, Plan 51 M-952. g) By -Law No. 2018-105: A By-law to Name, Establish and Assume Highways within the Township of Oro-Medonte and to Repeal By-law No. 2018-092, Part of Merrington Avenue, Plan 51 M-1015. qqmkk h) By -Law No. 2018-106: A By-law to Amend By-law 2017-138 "A By-law to Appoint Building Inspectors". Motion No. C181114-23 Moved by Macpherson, Seconded FyCrawford Be it resolved that IL a) By -Law No. 2018-096: A By -Law of The Corporation of Township of Oro-Medonte to Authorize the Borrowing Upon Amortizing Debentures in the Principal Amount of $5,000,000.00 Towards the Cost of the Water Storage Horseshoe Highlands. b) By -Law No. 2018-100: A By-law to Enter into a Water and Wastewater Systems Operations Agreement between The Corporation of the Township of Oro-Medonte and Big Cedar (Oro) Residents Association and to Repeal By -Law No. 2005-100. c) By -Law No. 2018-101: A By-law to Designate the Oro -African Episcopal Methodist Church under the Ontario Heritage Act. d) By -Law No. 2018-102: A By-law to Authorize the Execution of a Condominium Agreement between the Corporation of the Township of Oro-Medonte and Skyline Properties Inc. e) By -Law No. 2018-103: Being a By -Law to Authorize the Issuance of the Certificate of Maintenance and Final Acceptance (Aboveground Services) for Houben Subdivision, Registered Plan 51 M-952. Page 15 of 18 Page 21 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. f) By -Law No. 2018-104: A By-law to Name, Establish and Assume Highways Within the Township of Oro-Medonte, All of Houben Crescent and Key Court, Plan 51 M-952. g) By -Law No. 2018-105: A By-law to Name, Establish and Assume Highways within the Township of Oro-Medonte and to Repeal By-law No. 2018-092, Part of Merrington Avenue, Plan 51 M-1015. h) By -Law No. 2018-106: A By-law to Amend By-law 2017-138 "A By-law to Appoint Building Inspectors". be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Motion No. C181114-24 Moved by Crawford, Seconded by Macpherson r kh, A, 1%, Be it resolved that Rule 14.21 a) of Procedural By-law No. 2017-165 be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement. N "4� 18. Closed Session Items (Unfinishedltems) �.N a) Motion to go In Close Motion No. C181114-25 Moved by Crawford Sec Be it resolved that we do now go in Closed Session at 12:25 p.m. to discuss • litigation affecting the municipality; solicitor -client privilege (Burl's Creek Local Planning Appeal Tribunal (LPAT)). b) Motion to Rise and Report. Motion No. C181114-26 Moved by Macpherson, Seconded by Crawford Be it resolved that we do now Rise at 12:43 p.m. and Report on the Closed Session Item 4c) Robin Dunn, CAO re: Litigation affecting the municipality; solicitor -client privilege (Burl's Creek Local Planning Appeal Tribunal (LPAT)). Carried. Carried. Carried. Carried. Page 16 of 18 Page 22 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. c) Robin Dunn, CAO re: Litigation affecting the municipality; solicitor -client privilege (Burl's Creek Local Planning Appeal Tribunal (LPAT)). The following staff were present: Robin Dunn, Chief Administrative Officer; Karen Way, Clerk; Mark DesLauriers, Chief Financial Officer/Treasurer; Andria Leigh, Director, Development Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Commun" Motion No. C181114-27 Moved by Macpherson, Seconded by Coutanche Be it resolved 1. That the confidential correspondence dated November 13, 2018 from Aird & Berlis LLP and confidential verbal information presented by Robin Dunn, CAO, and Andria Leigh, Director, Development Services re: Litigation affecting the municipality; solicitor -client privilege (Burl's Creek LPAT) be received. 2. That the Township solicitor be advised to proceed accordingly. Carried. 19. Confirmation By -Law: a) By -Law No. 2018-099: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 14, 2018. Motion No. C181114-28 wkx Moved by Crawford, Seconded by Jermey Be it resolved that By -Law No. 2018-099: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 14, 2018 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 20. Questions from the Public Clarifying an Agenda Item: No one posed a question. Page 17 of 18 Page 23 of 272 5.a) Minutes of Council meeting held on Wednesday, November 14, 2018. Council Meeting Minutes — Wednesday, November 14, 2018. 21. Adjournment: a) Motion to Adjourn. Motion No. C181114-29 Moved by Coutanche, Seconded by Macpherson Be it resolved that we do now adjourn at 12:43 p.m. Mayo Carried. lay Page 18 of 18 Page 24 of 272 Geoffrey �t'��:'.L��1j*'';1:10Proud Heritage, Exciting Future �:T.T�:�"k:TiTlll�.j"�1 i r Any written or electronic submissions and background information for consideration by Council/ Committee must be submitted to the Clerk by 9:00 a.m. 7 calendar days prior to the preferred meeting. Electronic submissions should be submitted in Microsoft PowerPoint /Microsoft Word format. Preferred Meeting and Date: December 12, 2018 I am requesting deputation to speak: a) ❑ on my own behalf; or b) 0 on behalf of a group/organization; please state name below. By stating the group/organization name below, you confirm that you are duly authorized to act on behalf of the identified group/ organization and that the group/organization hereby gives its approval for you to act on this matter. 2639025 Ontario Inc. - Geoffrey Campbell I would like to use: ■❑ projector ■❑ laptop Name(s) of Speaker(s) A deputation wishing to appear before Council/Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. �F1iT Geoffrey Campbell Name. Greg Barker Have you presented a deputation previously on this matter? ❑ Yes ❑■ No Subject of Presentation Please describe below, the subject matter of the requested presentation in sufficient detail, to provide the Township a means to determine its content and to assess its relative priority to other requests for presentation. Weight will be given to those requests that provide more detailed descriptions of the content of the presentation, particularly defining how the subject matter aligns with Council's Mandate. 2639025 Ontario Inc has recently purchased lands adjacent to the Lake Simcoe Regional Airport on the east side of Line 7 S (212 Acres). The purpose of this deputation is to introduce our plans for a leading innovation park bringing employment and economic stimulus to the Township, County and Lake Simcoe Regional Airport. The deputation will also outline the existing Planning Policy matters relevant to this proposal. Please identify the type of action you are seeking of Council/Committee on this issue. ❑ No Action, e.g., an awareness of topic or organization. ■❑ To Request Action. Please describe in detail. 2639025 Ontario Inc. is seeking a letter or motion confirming Councils' support and to request direction of Township Staff to work with the County and Provincial staff (Ministry of Municipal Affairs and Housing) to address the Growth Plan — Employment Node and land use compatibility with the Lake Simcoe Regional Airport. If you are requesting action, have you been in contact with a staff member to seek a resolution with regard to this matter? ■❑ Yes ❑ No If yes, who were you in contact with? Page 25 of 272 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... -2- Reason why this presentation is important to Council and to the municipality: This initiative by 2639025 Ontario Inc has the potential to provide for significant employment and economic opportunities in Oro-Medote, the County and to the Lake Simcoe Regional Airport. The initiative aims to bring employment growth to the Township while respecting the character of the community. In addition to the potential employment opportunities and economic stimulus, we envision developing the property as an industrial condominium site which would increase tax revenue without increasing expenses to the Township's budget. Our Principals have a track record of responsible development that incorporates the needs of the community to ensure our projects are built for the future while respecting the past. Date of Request: November 18, 2018 Name of Requestor: Geoffrey Campbell Address'. 4370 St. John's siderd, Stouffville ON, L4A2T7 Telephone: 6475025244 Fax: Email: gc@oakleig h . re Note: Additional material may be circulated / presented at the time of the deputation. If you intend to include handouts or a presentation using electronic devices, any material will be attached to the public agenda. Please bring fifteen (15) hard copies of any additional material. It is the responsibility of the presenter to ensure that they have received consent for any third party information. Scheduling will be at the discretion of the Clerk, and will be confirmed no later than the 1 I business day of the week of the meeting. There are no guarantees that by requesting a certain date(s) your deputation will be accepted, as prior commitments may make it necessary to schedule an alternate date suggested by the Clerk. Please email your request to deputation (a)oro-medonte.ca The Clerk's Office will confirm receipt of the request, however if you do not receive a return email, please contact the Clerk's Office 5 days after the request is submitted. Personal information on this form is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Clerk's Office, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario, LOL 2EO. 10/2016 Page 26 of 272 8.a) Geoffrey Campbell, 2639025 Ontario Inc O 0 0 i 0 0000 O N r -I E v U 0 and Greg Barker, Innovative... Page 27 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... O Cz ^Q. W 0 4-J Q V O U ca E H O 0 a-+ V 0 0 Ln 0 C J cr Ln a) Ln Ln V O ca �V a-+ Q co N C O a-+ 0 .N O `n U x � z co O a-+ E o E Q cr Page 28 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... cz E Cz �-0 =� a) `n C '� N C O O U O.F-; Ln Ln— O O a' tzo E ca +-+ QE +� U o C ° '>o N a� Ln ° '� •� w U cN � -0O 0 '� > O 4-j O v Q Page 29 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... O +�+ O V J 'E +� > r 4- O c� a� .� - U fu Na �� ca CZO =3> .N 4-j 0 Q Ln N O a) ; =3 O C Q =3 •— ' N •N ^, (3) =3 (3) W N � (o teO 4-J ' (3) 4-J �-0 O> o E 'ago 0 'N o E O Ln Ln • > 0 1 O 0 Ln r- -0 .� L Ln LQQ V E Ln N ~ C6 O — > �' �' O L V _ O C . NO O O O O O +_+ Q ; V -C -0 -C � VO . Page 30 V cz I x Innovative... W a x z w v E o = � O _ 4 = +� J 0 O w 4-1+ = c v O W U N a--+ = E U r—I � Q C 4—J ate-+ m (1)Q J -.6 o v o No Q= N w Q Q U N O �' �. C N. radJ 4-1 u O i 4-1 3:C +- O -a O �_ O w � w Q LL Q DC .� C7 U F --Pale 31 x Innovative... W a x U 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Bark, Innovative... Page 32 N 0 i M 4-, U N c O N N dJ N E c QQU Q fa Ln fa U N QJ (a a_+ ua--+ .N O U Lu M Q U _ Q i Q N dJ .. Q� Q (/i �_ -0V) a� M N N O U .�_ N N Ca N N QJ :! 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U E 06 U) s\ c: O O 4—j -1--+ cz W � I O U U U V ( p V, •— � txc LF— •� U •to w 0 a-+ � �cz •U �p +.+ aJ W L =3 a--' c =3 (B aN-+ ate..+ a--+ O �' =3t) U — •— ca vi v cn U O p p a) cn U Q a� aCZ te+ " . N +_+ . +-+ Q +�-+ UO ° fu vv v�>' +->� ' }, O O v OO� UO v E v v O Jww • iJ P4 4—j cz Q .0 O Q Cn O ^/ (1J C/) Cn U O i n Ln 0 c Ln ro 4-J C)A .N 0 Ln 0 J • ro c O 0 V O ate-+ E O LU ci Ln O H U cLU O 4- 0 Ln Ln N V O 9 ca �V O ateJ c 0 0 O .=3 0 Ln Ln 4- ate-+ v1 N 1 w 0 P—agb 36 z Innovative... W 0 A-� cz n - cz c O Q reg Barker, Innovative... a Ox Cn cn N i J J -0 dJ O dJ Cl m =3 U O O N }, O }, �--� E LU O � � _ � v O O D i * �Q O N I— .E O a� C vi O LU L U N N �, O Nm U U U ^V J W Ln N Q Q O, ra c 0 r n � Q� � 4-J O � O 0 m u 4-J W UN N M u v v Q '` =3 Ou a) L J W Q 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... Page 38 U O N ca V , � W co }+ ca Q CO O w LW Q a--+ _ C: i< i a O N J 4- O 4- O O U U tl::0 06 t�A � �r 0 o 0 0 0 " 0 N E 0 (DV)o 0 0 CZ N p Q U E � �' .Q CSA � E d a_+ U F � Ln U) U Q Page 38 8.a) Geoffrey Campbell, 2639025 Ontario Inc. and Greg Barker, Innovative... Page 39 o '> o 4J ago oo NE = N " O �� '� Q Q'U N > 0 QO 'C: O Q >- 4-J a"' `0 •— O L Q O +-+ U •O O E a..i CC L C6 • � L �0 oN� }�U O � — 4 <—_ O ' 4-J :5 - M C_ N X O ca N O'� n, \V W Q U Q �V)L a -J L L d C7 U '� z N� •�� a-1 4- �_ 06 U O U }, E 01 a", O O to U W— U U 'N Cz 0 > OU 4-J U cn �E N E'U C6 — L 'v Diu � d Q Q) O U O EO� L cn O 0 N N �= 4-J> Z N XU 4� U.� d Q}, LL 0 N U) z Page 39 8.bc,,�Qjnn Wagner; Linda Goodall The Lighthouse re: Current Campaign to... Re uest for DelputatidnBefore CouncillCommitte Of Prond Herilage, kxdiinq Future Any written or electronic submissions and background information for consideration by Council/ Committee must be submitted to the Clerk by 9:00 a.m. 7 calendar days prior to the preferred meeting. Electronic submissions should be submitted in Microsoft PowerPoint /Microsoft Word format. Preferred Meeting and Date: December or January I am requesting deputation to speak: a) 13 on my own behalf; or b) lig on behalf of a group/organization; please state name below. By stating the group/organization name below, you confirm that you are duly authorized to act on behalf of the identified group/ organization and that the group/organization hereby gives its approval for you to act on this matter. The Liahthouse I would like to use: ❑ projector ❑■ laptop Name(s) of Speaker(s) A deputation wishing to appear before Council/Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (9 0) minutes. Name: Glenn Wagner Name: Linda Goodall Have you presented a deputation previously on this matter? ❑ Yes 0 No Subject of Presentation Please describe below, the subject matter of the requested presentation in sufficient detail, to provide the Township a means to determine its content and to assess its relative priority to other requests for presentation. Weight will be given to those requests that provide more detailed descriptions of the content of the presentation, particularly defining how the subject matter aligns with Council's Mandate. The Lighthouse is in a current campaign to build a new community services hub and supportive housing units, supporting those experiencing homelessness. We would like to present to council an update and where our project is currently at and where we will be going in the future. We have made this presentation to the City of Orillia and Rama, and plan to present to all townships. Please identify the type of action you are seeking of Council/Committee on this issue. ❑ No Action, e.g., an awareness of topic or organization. 0 To Request Action. Please describe in detail. As the community services hub and supportive housing units supports those experiencing homelessness, including those from the city of Orillia and surrounding area. The County of Simcoe has given $510,000 and the City of Orillia has given $390,000, so far to this project. We are asking for a grant go towards our $6 million capital campaign. If you are requesting action, have you been in contact with a staff member to seek a resolution with regard to this matter? ❑ Yes ❑■ No If yes, who were you in contact with? Page 40 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... -2- Reason why this presentation is important to Council and to the municipality: Homelessness is an issue right across the county of Simcoe. The Lighthouse and the Building Hope campaign plan to make a difference. Currently there is only a men's shelter in Orillia for those experiencing homelessness, and none for women, families or youth. We are going to change that. And we need all municipalities to be on board to help end honielesness. Date of Request: November 12, 2918 Name of Requestor: Linda Goodall Address: 48 Peter Street South Orillia, ON Telephone: 705-329-2265 Email: linda@orillialighthouse.ca Fax: Note: Additional material may be circulated 1 presented at the time of the deputation. If you intend to include handouts or a presentation using electronic devices, any material will be attached to the public agenda. Please bring fifteen (15) hard copies of any additional material. It is the responsibility of the presenter to ensure that they have received consent for any third party information. Scheduling will be at the discretion of the Clerk, and will be confirmed no later than the 1 st business day of the week of the meeting. There are no guarantees that by requesting a certain date(s) your deputation will be accepted, as prior commitments may make it necessary to schedule an alternate date suggested by the Clerk. Please email your request to deputation(cD-oro-medonte.ca The Clerk's Office will confirm receipt of the request, however if you do not receive a return email, please contact the Clerk's Office 5 days after the request is submitted. Personal information on this farm is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal. Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the Clerk's Office, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario, LOL 2EO. itoynGM. Page 41 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... Page 42 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... ct ate-+ O a� r1:1 O � � +., .�-, . cn cn �+ cn �+ �+ cn a--+ cn .. cnrt c� o O 0 4-' 4-j cn cn �i �O O cn Page 43 of 272 8.b) Glenn Wagner; Lind s . C) H w Current Campaign to... • �--+ ON ccn � ct cn O 4� ct cn c� �� Q) •r+ Page �4 272 � � O CC$ � . 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Page 51 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re- Current Campaign to... r7 Page 52 of 272 O a4 0 .� ct a--+ U S2+ p +U-+ O ate--+ U U •+ 4—j +�-+ C) O Page 52 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... Page 53 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... Page 54 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... Page 55 of 272 8.b) Glenn Wagner; Linda Goodall, V ■ The Lighthouse rQ: Current Campaign to Page 56 of 272 a br CA ., 0 w 0 0 GV' 0 rrO� c V o ■ Page 56 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... 0 O 1400 I I O N O O � O � O O � O O O O Page 57 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re- Current Campaign to... Page 58 of 272 ^ C) . 4-j U � U O U b� Q � ^ lit U .; Page 58 of 272 8.b) Glenn Wagner; Linda Goodall, The Lighthouse re: Current Campaign to... Page 59 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... Township of Report Proud Heritage, Exciting Future Report No. To: Prepared By: FES2018-07 Council Hugh Murray Scott Andrew Marie Brissette Meeting Date: Subject: Motion # December 12, 2018 Shanty Bay Fire Hall Project Roll #: R.M.S. File #: Recommendation: It is recommended that: 1. That Report No. FES2018-07 be received. 2. That the Mayor and Clerk be authorized to sign the Contract with Domm Construction Ltd. for the Construction of the Shanty Bay Fire Hall. 3. That funds be identified in the 2019 Budget deliberations for the balance of the Shanty Bay Fire Hall cost. 4. And That the successful and unsuccessful Proponents be notified of Council's decision, under the Director, Fire & Emergency Services' signature. Background: In February of 2014, the Council of the day received the Township of Oro-Medonte Master Fire Plan. This document was authored by an independent Consultant (acquired through an RFP process) in consultation with Council, Fire & Emergency Services Staff, and the community. The final Plan acts as the guiding document for the Township's Fire & Emergency Services Department for long term development and capital infrastructure needs. A number of recommendations were made in the document to which Staff have worked on fulfilling through direction of Council and within the allocated annual Operational and Capital Budgets. This Report focuses on the recommendations from the Master Fire Plan in regards to the Shanty Bay Fire Hall, to: Option 1 - Build a new station with a substation (current station). Option 2 - Build a new station without a substation (current station) and engage in an Automatic Aid Agreement with the City of Barrie Fire Department. Option 3 - Build a new station without a substation (current station). Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 1 of 10 Page 60 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... In 2016, Council supported in principal the Options and directed Staff to further study the benefits, drawbacks and associated costs of each option. It was determined that Options 1 & 2 could impact the Annual Budget as two Fire Halls would be maintained in order to be operational, which would not only include utilities but equipment and fleet. Option 1 however was the most desirable according to community feedback in Shanty Bay as having no substation or Automatic Aid Agreement for the residents up to the City of Barrie border, could impact their home insurance rates. Option 2 posed the highest list of benefits as it reduced response time to calls on or accessed by Highway 11. This Option would however require the decommissioning of the existing Fire Hall and repurpose the building for other Township or community needs. Moving forward with the analysis of Option 2, Staff engaged Steenhof Building Services Group to outline a Class C estimate for the potential construction of the new Shanty Bay Fire Hall. The draft building design by Steenhof was estimated to cost approximately 2 million dollars, to which Council and Staff committed to attempt to reduce the potential cost to 1.5 million dollars. In 2017, Council directed Staff to move forward with preparing an RFP for Consulting Services for the potential construction of the new Fire Hall. In anticipation of the build, the 2017 Annual Budget was approved to include a 1.5 million dollar capital fund for the building of a new Fire Hall at 250 Line 3 South, Shanty Bay. As a side note, the site location of the potential new Fire Hall was the result of a land donation to the Township by the owners of the adjacent farmland property in 2014. In preparing for the RFP process, Fire & Emergency Services outlined the immediate and long term functional and potential human resources requirements of the new Fire Hall to be, at a minimum: • Apparatus Bay: double depth, drive through; • Private offices; • Sleeping quarters; • Training room; • Fitness room; • Lounge; • Kitchen; • Bunker gear room; • Workshop/ repair room; • Laundry room (Domestic & Extractors); • SCBA Room; • Emergency generator. Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 2 of 10 Page 61 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... Fire & Emergency Services subsequently released a Request for Proposal for Project Management Services. Key objectives included in the RFP were: • Project Management Services; • A design/build for a 6,400 square foot facility (as identified by Steenhof Building Services Group); • The project to remain within the approved budget of 1.5 million (1.1 million for the building and $400,000.00 for soft costs). The Township received 5 responses to the RFP. The responses were evaluated by Township Staff, and graded based on the Proponents': • Understanding of the Project; • Organization; • Experience; • Project Team; • Quality Control; • Workplace Safety and Insurance; • Price proposal. The successful Proponent for a Project Management Teams was Mettko, an Engineering, Project Management and Construction Management firm out of Toronto. Council directed Staff to enter into a Contract with Mettko as the Project Manager, through Report No. FD 2017-05, Resolution C170621-16. Staff began negotiations however no suitable terms were reached. The RFP had outlined stages of the project as: 1) General Responsibilities; 2) Management of Design; 3) Management of Construction and Related Tasks; and 4) Post Construction Follow -Up to be completed on a 16 month timeline upon issuance of a contract to the successful bidder. During the planning of Stage 1 of the Project with Mettko, it was identified that the Township's 1.5 million dollar budget (1.1 million for the building and $400,000.00 for soft costs) could pose to be challenging. In order to find a potential solution to reach a Contract, Mettko did move ahead and issued an RFP to solicit Architects to provide the Design & Engineering services to three reputable firms in order to confirm Mettko's determination of budget vs. building. Upon the closing date for that RFP, no appropriate submissions were received by Mettko, therefore Mettko requested an extension to the Township to the closing date for the RFP. After being provided an extension to summon bidders, Mettko received 2 proposals of interest and recommended Thomas Brown Architects at a cost of $93,000.00. As negotiations with Mettko and Thomas Brown Architects continued, it was further identified that there were differences of opinion on budgets and building design. Continuing with Project as identified by Mettko and their consultants, the Proposal would differ from the original design by: • Going from design/build to a design/BID/build adding additional steps and subcontractors on the project; Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 3 of 10 Page 62 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... • With the above step added, the estimated sub -consultants' cost would underestimated and would exceed the $50,000.00 budget; • The square footage of the building would be reduced from 6,400 to 5,200 therefore eliminating the potential for further growth of the Station; • The 5,200 square foot building's cost could require a 2 million dollar budget instead of the 1.5 million dollars currently allocated. In order to sustain to the original approved budget and build a Fire Hall with long-term capacity, the Township under took an internal review of the Project in order to minimize soft costs and to potentially reinvest the savings into the Project's hard costs. As such, Township Staff began to complete some of the Projects requirements on Mettko's behalf. After consulting with various Fire Departments who had recently built Fire Halls, the Fire Chief and Acting Deputy were provided drawings of Fire Halls and visited some of these that resemble the Township's needs and allocated budget. In addition, Township Staff began completing the required tasks in-house. These included: • Acquiring a conceptual design of the desired Fire Hall from an architect (one of the Firms was suggested by Mettko and conveniently had recently designed a Fire Hall which resembled the vision for Shanty Bay) to be used as a guide for the Project; • Hiring the appropriate consultants to complete the design of the Site Plan, Geographic Survey, Topographic Survey, Site Plan and Building Permit consultation. As no satisfactory compromise could be achieved with the Project Management Consultant Mettko and the Township's financial allocation, Staff choose to move forward with the Project and act as the Project Management Team in areas where feasible. As such, Staff has: • Begun acquiring soft cost estimates; • Has coordinate the Budget and Timeline in-house; • Drafted and issued the RFP for the Design -Build Proposal; • Received, evaluated and made a final recommendation for the issuance of the Design -Build Proponent. Analysis: Request for Proposal Process On September 25, 2018 the Township posted the Request for Design -Build Proposal FES RFP2018-02 on Biddingo, a widely used bidding portal accessed by thousands of contractors and other service providers, for a "turn -key" facility including mechanical, electrical and site work. Staff was alerted by potential bidders of technical difficulties encountered on the bidding site a few days after posting. And although these were rectified within 24 hour period, Staff decided to extend the closing date to November 2, 2018 to ensure that all potential Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 4 of 10 Page 63 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Sery... bidders were reached, which also gave the Township the opportunity to provide additional documentation to the potential Proponents. In the RFP, Staff did not identify the 1.5 million dollar budget but instead noted the desired requirements of the Fire Hall in order to have the ability to scale down the project in areas should the proposals be above the financial allocation. This decision was the result of reviewing other recently built facilities mirroring the Fire & Emergency Services' needs, and where the Fire Department Staff had self -managed their Project. Within the RFP, it was encouraged for Proponents to provide different options for the Township's consideration for items listed on the "wish list" (i.e. heated floors in the truck bays, alternative heating sources, etc.), which would in turn provide opportunities for various pricing in order to meet budget constraints. Request for Proposal Responses The closing date for the RFP was November 2, 2018. Five (5) responses were received and evaluated to ensure the required content was included in order to move to the next step of the evaluation process. All 5 submissions were deemed complete. A second review took place during the following few days to evaluate the proposed designs, functionality, building materials and mechanicals, as well as estimated cost and timeline of the Proposals. Proposals were graded on the following aspects: Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 5 of 10 Page 64 of 272 Evaluation Criteria Factor 1. Qualifications and expertise of team 15 2. Experience with Projects of similar size 15 3. Approach to design concept including suggested materials 20 4. Approach to timing control and schedule 20 5. Costs 130 Total: 1 100 Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 5 of 10 Page 64 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... As such, the final scores allocated to each individual Proposal by Staff resulted as follows: Proponent Proposed Cost Timeline Total Points (excluding HST (approximate) (out of 100) and including a $50,000.00 contin enc Domm Construction Ltd. $1,824,000.00 44 weeks 92 Aveiro Constructors limited $2,108,893.29 80 weeks 72 K. Knight Contracting Ltd. $2,627,692.75 34 weeks 65 W.S. Morgan Construction $2,820,000.00 50 weeks 45 Garritano Brothers $3,737,000.00 145 weeks 15 *Note 1: The Proposed Cost above do not include the alternatives proposed by the Proponents for costs savings or additional considerations to be negotiated. "Note 2: 1.76% HST will be added to the cost, which is not recoverable by the Municipality. Although the current Capital Reserve for the Fire Hall is at 1.5 million and the leading Proponent after the Evaluation is Domm Construction Ltd., Staff acknowledges the financial importance of the additional funds required. Therefore it is Staff's recommendation that the additional funds be considered in the 2019 Budget deliberations. Budget: The 2014-2018 Council had approved a budget allocation for $1,500,000.00. However, the Proposal by Domm Construction Ltd. is for $2,061,120.00, being the lowest bid. The costs identified in Domm's Proposal's, as well as the other Proposals submitted (with the range going as high as $4,222,810.00), shed light on the actual cost of building a Fire Hall for longevity and future growth. Within the RFP is a clause authorizing the Township and the Proponent to enter into negotiations in order to draft a suitable Contract, especially in the area of costs. Staff have investigated the following scenarios in order to identify any potential cost savings: a) Reduce the truck bays from 3 to 2. This change would generate a potentially small decrease (maximum $80,000.00) in the overall budget however would present the greatest negative impact on very near future growth. In order to conduct year-round maintenance including cleaning and mechanical, and training of firefighters on the fire trucks, the ideal location for this is to be indoors and not interfere in the regularly scheduled work and training nights. As seen in the existing Shanty Bay fire hall which currently only has the ability to house two fire trucks, space to accomplish such tasks must be completed outdoors. As well, the Fire Master Plan has identified that with the building of a new Fire Hall in the area of Line 3, it could allow for Station 1's call response to be expanded. With an Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 6 of 10 Page 65 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Sery... expansion, consideration for number of trucks need to be considered. By reducing the size of the truck bays to 2, any additional equipment to assist Station 1 would need to be alternatively housed. Should the truck bays be reduced from 3 to 2 and an additional truck bay be required in the future, the layout of the building, driveways and parking lot would make the addition of the third bay well over the estimated cost savings identified above. b) Reviewed alternatives to site plan 1 layout Given the setbacks to environmentally protected lands, it adds a requirement to house a storm water management pond, at a cost of $100,000.00. Staff, Jones Consulting and the Proponent have reviewed options in order to potentially eliminate the water storage tank. However, this could possibly require Planning Act applications, additional surveys and site studies which could cost near same as keeping the existing site plan, as well as potentially delaying the project for future months. c) Option of pre -fabricated building One option presented in a Proposal was to use a pre -fabricated building with an estimated cost savings of $100,000.00. Although a pre -fabricated building could meet the requirements of the Building Code, it is not considered to be as modifiable during the construction phase should any changes need to be made to the Project. Furthermore, if the concept is to build for long term, it is far more difficult to put an addition onto a pre -fabricated building than on a traditional build. d) In-house Project Management Staff have already taken on the task of acting as Project Manager in order to eliminate costs associated to an third party consultant, already generating a savings of over $130,000.00 above the potential $2.1 million dollar budget for the build. In order to support this initiative, within the RFP and to be included in the Contract with the Successful Proponent, a detailed breakdown of each construction component costing. This in turn allows Staff to track the costs against Budget as they are submitted for payment to ensure that the Budget allocation is firmly followed by the Contractor. Staff will continue to monitor funding opportunities in order to potentially supplement the budget for purchases that could be beneficial for the Fire Hall and its users. Additionally, any proposals for donations of services or goods will be evaluated and documented to ensure that professional ethics and any applicable Township policies are strictly adhered to. Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 7 of 10 Page 66 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... Township Staff assigned to the Project: The Director, Fire & Emergency Services/Fire Chief will at all times monitor the Project and ensure compliance with Budget, resources, safety and legislative requirements. The lead role on the Project has been assigned to the Acting Deputy Fire Chief. As the Project Manager on behalf of the Township, the responsibilities includes: • Work directly with the Contractor's Team to ensure all steps are followed as outlined in the Contract and Project Timeline; • Hold regular meetings with the Contractor's Team and report back to the Fire Chief and Project Steering Committee; • Communicate with the all regulatory agencies to ensure that compliance is met with building, safety and financial responsibilities; • Identify and find resolution to any upcoming or outstanding items that are outside of the scope of the Project; • Approve invoices to be paid in accordance with the Project's Budget; • Attend the building site regularly to ensure that the Contractor's Team is as effective and efficient as possible. The Township's Special Project Coordinator's duties will include: • Document as many details of the steps taken from beginning to close of the Project to satisfy the Township's Records Retention By -Law or Department records' needs; • Attend as a Recording Secretary all meetings held with the Acting Deputy Fire Chief and the Contractor's Team, and / or Project Steering Committee; • Track issues and resolutions for the Acting Deputy Fire Chief for presentation to the Fire Chief and Project Steering Committee; • Ensure approved invoices are submitted for payment in accordance with legislated timelines; • Monitor payment of invoices against approved Budget; • Maintain a tracking system for Budget and Timelines as identified in the Contract and report any discrepancies; • Assist with creating and implementing the Communication Plan; • Assist with any activities for the Grand Opening. Communication Plan: In order to keep all stakeholders apprise of the ongoing progress of the Project, the Project Management Team and Communications Staff, intend to, where possible: • Create and keep updated a Facebook page, linked and promoted by the Township's Facebook page, where pictures and captions will be posted; • For our Twitter followers, information captured on Facebook will also be tweeted; • Provide information to the media, or access for larger scale steps of the Project where there may be a high point of interest; • Provide updates to Council, as requested, through detailed Reports on Council Agendas or emails if matters are minor or urgent; Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 8 of 10 Page 67 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... • Keep in constant communication with the Shanty Bay volunteer firefighters through their District Chief during regular training nights; • Work with the Chamber of Commerce to share updates on the Project with their membership; • Promote the Project during Township events and / or Corporate Project Status Reports. Where possible and appropriate, the Special Project Coordinator will work with the Fire Prevention Officer to provide education hints through the Fire Hall build social media postings in order to generate opportunities for Oro-Medonte community support, rather than simply focusing on the Shanty Bay area. Financial / Legal Implications / Risk Management: The draft Contract with Domm Construction Ltd. includes a clause allowing the Township and Domm Construction Ltd. to negotiate any cost savings during the construction phase in order to potentially reduce the total final cost. These items could include materials currently purchased by the Township at a discounted rate such as asphalt, machine works or construction materials. This could also incorporate finishings or any potential alternative sources of funding that may occur during any phases of the Project. As pari of the Evaluation Process, Staff did contact the references provided by Domm Construction Ltd. Each of the References, being three different Fire Chiefs for whom Domm Construction Ltd. had recently built similar Fire Halls, who were quick to note various cost saving measures that were brought forward by the Proponent during the construction of their Projects. In addition, those ideas were provided to the Townships for consideration during the final Fire Hall design. Attachments: None. Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 9 of 10 Page 68 of 272 12.a) Report No. FES2018-7, Hugh Murray, Director, Fire & Emergency Serv... Conclusion: It is recommended that the Fire Hall Construction Project move ahead. That the Contract for Construction be awarded to Domm Construction Ltd. And That the Mayor and Clerk be authorized to execute the Contract. Respectfully submitted: 1 Hugh Murray Director, Fire & Emergency Services/Fire Chief Scott Andrew Acting Deputy Fire Chief Marie`Brissette Special Projects Coordinator SMT Approval 1 Comments: C.A.O. Approval / Comments: Fire & Emergency Services December 12, 2018 Report No. FES2018-07 Page 10 of 10 Page 69 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... 'township of Report Proud Heritage, Exciting Future Report No. To: Prepared by: FI 2018-21 Council Mark DesLauriers, CFO/Treasurer & Donna Hewitt, Director, Cor orate Services Meeting Date: Subject: Motion # December 12, 2018 Lean Management System -- Consulting Services Award - Roll #: R.M.S. File #: RFP # FIT 2018-10 Recommendation(s): Requires Action For Information Only —1 It is recommended: 1. That Report FI 2018-21 be received and adopted. 2. That the Request for Proposal (RFP) FIT 2018-10 -- Consulting Services for Implementation of a Lean Management System (LMS) be awarded to Alignment Strategies in the amount of $184,100 plus HST; 3. That staff be directed to execute the necessary contract; 4. That the proponents be advised of Council's decision under the CFO / Treasurer's signature. Background: • Lean Six Sigma (LSS) can be traced back to the mid-1980s at Motorola • Definition of Lean – a collaborative team effort to make processes more efficient through the removal of non -value-added process time (or waste) • Definition of Six Sigma – A measure of 3.4 defects per 1 Million opportunities. It is about reducing the number of errors and variation in a process • A Lean Management System encompasses both Lean and Six Sigma principles working together • The Township of Oro-Medonte has always sought ways to improve its delivery service, albeit in an unstructured manner • The 2014-2018 Council identified as one of their strategic goals the desire to adopt a culture of Continuous Improvement Page 70 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... • In 2015, the Senior Management Team (SMT) visited the City of Kawartha Lakes to observe LSS in action • In August 2017, SMT received 2 -day Yellow Belt training in LSS • LMS implementation at the Township was scheduled for 2018 but was deferred due to other corporate priorities • LSS has been embraced by a number of municipalities across Canada as a means of providing improved municipal services. • LSS interviews were conducted with five Canadian municipalities to better understand their LEAN journey, successes, and identify things that did not work o Interviewed: City of Fredericton, City of Mount Pearl, City of Ottawa, County Frontenac, County Lennox -Addington • Based on best practices and recommendations from other municipalities who have already embarked on their lean journey, the Township of Oro-Medonte made a decision to engage a LSS consulting firm to assist with the implementation of the LMS program • An RFP (attached in Appendix A) was drafted and sent out to industry relevant proponents in October 2018, with a target start date of January 1, 2019 • The RFP asked proponents to cover the following key areas in their responses where the Township required consulting services: o Work with SMT in the establishment of KPls o Selection of initial projects / quick wins, plus strategy for future project selection. Project selection should be a balance of top-down strategic projects with bottom-up grass roots o Help establish a process of selecting and prioritizing projects o Assist with proper messaging to staff, union, and Council, including timing to ensure the momentum is sustained o Assist with a process for identifying belt candidates o Assessment of recommended training of staff per year including waste walk training, white/yellow/green/executive green/black belts, or champions training o Coaching and mentoring support model, both onsite and remote. This should include support for Green Belts and Black Belts on their certification projects o Training staff on value stream mapping o Establishment of visual / quality boards, including process for establishing a departmental daily huddle process o Establishing a consistent system to track and quantify LMS savings o Assist in establishing a process to keep Council informed of Cl initiatives o Assist in establishing a strategy and process to keep the public (citizens / rate payers) informed o Facilitate a discussion with SMT to assess current culture, define the future state culture, and identify actions to address these culture gaps through the LMS program Township of Oro-Medonte Report No. FI 2018-21 Page 2 of 35 Page 71 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... o Input on how program can be adapted to ensure public works, environmental services, recreation and fire department staff are included and active participants in the LMS program o Ensure ali actions align with the Township's strategic plan (mission, vision, values, and goals) o 2 year phase out model so Township can be self-sustaining in the future Analysis: The RFP was drafted by Mark DesLauriers & Donna Hewitt (Evaluation Committee) in consultation with the Senior Management Team, and sent out October 11, 2018 to four (4) select consulting firms who have experience implementing LMS in public sector organizations. All four proponents responded to the RFP by the October 25, 2018 deadline. The four proposals were evaluated by the Evaluation Committee to ensure all mandatory requirements were met to advance the proposals to the next level of review. Three of the four proponents were asked to attend an in-person interview / presentation with the Township Evaluation Committee to better understand the content of their proposal and answer any clarification questions. The Evaluation Committee reviewed the four proposals and graded each rased upon the criteria noted below. Item Evaluation Criteria Points 1 Quality and Completeness of Proposal 20 2 Company Background and Relevant Ex erience 15 3 Budget 15 4 Work Plan and Timelines 15 5 Personnel Summary 20 6 Client References 15 Total Available Points 100 Township of Oro-Medonte Report No. FI 2018-21 Page 3 of 35 Page 72 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... The four proponents were: Proponent Proposed Budget exclusive of HST EZ Sigma Group $134,130 MCE Mohawk College Enterprise $173,075 KPMG $205,000 Alignment Strategies $216,100 * Includes Master Black Belt Development (one individual) in Year 2, which has been removed from the Scope of Work, resulting in a reduced quotation of $184,100. This proponent was the only one who included this component, and removing this item makes the proposals more comparative. Mark DesLauriers, a certified LSS Green Belt, is currently receiving LSS Black Belt training at Schulich School of Business with target certification in April 2019. SMT will evaluate the requirement and timing for a Master Black Belt on staff after Year 1, with a desire of self-sufficiency and reduction of future outside consulting costs. The top three scoring proposals (bolded above) were interviewed in November 2018. Alignment Strategies received the highest points in both the Evaluation Criteria and the Interview Scoring, and received unanimous support from the Evaluation Committee to be recommended as the successful proponent. Based upon the proposal documents, the results of the Evaluation Criteria scoring, the interviews and completed reference checks, it is recommended that Alignment Strategies be awarded the Consulting Services award. In the upcoming 2019 Township Budget, Township SMT will be projecting cumulative annualized cost savings as a result of LMS as follows: 2019 $ 50,000 2020 $100,000 2021 $150,000 This equates to $300,000 in savings, which will more than offset the consulting award in less than 3 years. As more staff are trained in LSS and the corporate culture shifts to continuous improvement at every level, the return on investment from Oro-Medonte's LMS program will continue to increase, while the necessity for outside support decreases. One of the intangible benefits of LMS is having a more engaged workforce focused on delivering value to their customers. As a corporate goal of being an Employer of Choice, LMS will enable a Cl culture defining a new way of doing business. This will be key in attracting and retaining valuable staff resources in a tightening labour market. Township of Oro-Medonte Report No. FI 2018-21 Page 4 of 35 Page 73 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Financial / Legal Implications / Risk Management: In the current Corporate Strategic Plan (2015-2018), Council has identified Continuous Improvement as one of their five Goals. Accordingly, a Cl budget allocation has been identified in the 2019-2021 operating budgets to implement LMS as the Township continues to identify efficiencies and improve its service delivery. As well, savings from LMS have also been booked for 2019-2021 which fully offsets the costs of external consultants after 3 years. Policies/Legislation: Not applicable. Corporate Strategic Goals: Continuous Improvement & Fiscal Responsibility Enhanced Communications & Customer Service Employer of Choice Consultations: • Senior Management Team; • Evaluation Committee. Attachments: Appendix A — Request for Proposal RFP # FIT 2018-10: Consulting Services for Implementation of a Lean Management System; Township of Oro-Medonte Report No. Fi 2018-21 Page 5 of 35 Page 74 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Conclusion: As the Township embarks on its Continuous Improvement journey using the LSS tools, it is paramount that this initiative is executed appropriately with the assistance of external LSS consultants, who have helped drive success with other public sector organizations. The ROI will be a quick return, with lasting impacts of happier customers, engaged staff, and a Cl culture that will transform the way the Township does business every day. Respectfully submitted: Mark DesLauriers CFO/Treasurer (Co -Implementer of LMS) Donna Hewitt, Director, Corporate Services (Co -Implementer of LMS) SMT Approval / Comments: I C.A.O. Approval / Comments: Township of Oro-Medonte Report No. Fl 2015-21 I -� Page 6 of 35 Page 75 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... APPENDIX A Request for Proposal RFP # FIT 2018-10: Consulting Services for Implementation of a Lean Management System Township of Oro-Medonte Report No. FI 2018-21 Page 7 of 35 Page 76 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Proud Heritage, Exciting Future The Corporation of the Township Oro-Medonte Request for Proposal RFP # FIT 2018-10 Sealed Proposals, clearly marked as to contents, will be received by the Finance Department, 148 Line 7 South, Oro-Medonte, Ontario, LOL 2EO, no later than 3:00 pm (15:00) local time, October 25, 2018. Late proposals will not be accepted. Requirements for: Implementation of a Lean Management System at the Township of Oro-Medonte All proposals are subject to the terms and conditions of the Request for Proposal, the accompanying specifications, and all other contract provisions or data that is incorporated. If further information is required, contact: Mark DesLauriers Chief Financial Officer/ Treasurer (mdeslauriers @ oro-medonte.ca) The Corporation of the Township of Oro-Medonte reserves the right to accept or reject all or part of any proposal, and to accept the proposal that is in the best interest of the owner Township of Oro-Medonte Report No. FI 2018-21 Page 8 of 35 Page 77 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Definitions The following definitions apply to the interpretation of the Contract Documents; 1. "Addenda or Addendum" means any additions, deletions, modifications or other changes to the Contract Document and all corresponding Schedules and Appendices. 2. "Business Day" means any day from Monday through Friday between the hours of 8:30 am and 4:30 pm, excluding statutory holidays observed by The Township of Oro-Medonte. 3. "Calendar Day" means Monday through Sunday inclusive, but excluding any recognized statutory holiday. 4. "Closing Date" means the date and time specified in Instructions to Proponents, by which all Proposals shall be received and stamped by the Owner. 5. "Conflict of Interest" has the meaning that if there is an actual or potential Conflict of Interest in preparing its Proposal, and/or the Proponent(s) foresees an actual or potential Conflict of Interest in performing the works required under the Contract. 6. "Contract" means the agreement in writing governing the defined Work, which has been executed by the Owner and the Successful Proponent following acceptance by the Owner of the Successful Proponent's submission and subsequent signed agreement. 7. "Contract Documents" means a form of agreement, together with the Standard Conditions, Specifications, Schedules and Appendices, if any, which constitute the entire understanding between the Township and a Proponent submitting a Proposal regarding the Work. 8. "Contract Drawings" means the plans and drawings provided by the Township describing the Work. 9. "Council" means the elected Council for the Township of Oro-Medonte. 10. "Finance Department" means the Chief Financial Officer/Treasurer or his/her designate working within the Finance Department. 11. "Form of Proposal" are the standard forms provided in the Contract Document. Proponents must complete and submit the forms contained within this section in order to provide the necessary information for the evaluation of the submission for the purpose of entering into a Contract with the Owner in the event of award. 12. "Mandatory Requirements" means those requirements described in Instructions to Township of Ora-Medonte Page 9 of 35 Report No. FI 2018-21 Page 78 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Proponents, which shall be fully satisfied in order for any Proposal to be considered by the Owner as compliant. 13. "LMS" means Lean Management System 14. "LSS" means Lean Six Sigma 15. "May" used in this document denotes permissive. 16. "Owner" refers to The Corporation of the Township of Oro-Medonte, as the case may be, and as identified in the Request for Proposal, and Contract Documents for the purpose of the award, execution and performance of the Contract. 17. "Proposal" or "Submission" refers to the information submitted by a Proponent in response to this Request for Proposal. 18. "Proponent" means the legal entity submitting a Proposal. 19. "Request for Proposal" or "RFP" means the document issued by the Township and used to solicit Proposals from Proponents to provide goods, services or construction to the Township. 20. "Shall" and "Will" used in this document denotes imperative. 21. "SMT" means the Township of Oro-Medonte's Senior Management Team 22. "Sub -Contractor" or "Sub -Consultant" means a legal entity approved by the Owner undertaking the execution of a part of the Work pursuant to an agreement with the Proponent. 23. "Successful Proponent" means the Successful Proponent(s) whose Proposal has been accepted by the Township and to whom the Contract is awarded. 24. "Supply" means to provide the necessary tools, material, equipment, and product to satisfy the Request for Proposal requirements. 25. "Township" means The Corporation of the Township Of Oro-Medonte 26. "Work" means Work/service performed to meet a demand to comply with the conditions of the Contract, delivery dates, specifications and technical assistance. Township of Oro-Medonte Report No. F[ 2018-21 Page 10 of 35 Page 79 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Part ! Project Terms of Reference 1. Introduction The Township of Oro-Medonte is a diverse and beautiful community in south-central Ontario on the northwestern shores of Lake Simcoe in Simcoe County. With a population of 21,500 full time residents, it covers a land area of 61,000 hectares, stretching from the westerly border with Barrie, the southerly border with Lake Simcoe, the easterly border with Orillia and Severn Township and the northerly border shared with Tay and Severn Townships. The Township's prime location provides residents and visitors alike with the riches of rural life and the convenience of a short drive to Barrie, Orillia and the Greater Toronto Area. On the human resources front, the Township employs 85 full time staff plus another 20 part-time / casual staff. Of the 85 full time staff, approximately 35 are public works / environmental services staff based in remote locations within the Township, and approximately 50 full time administrative / professional staff are located in the Administration building in central Ora-Medonte. Non -supervisory staff belong to one CUPE union. In addition to these numbers, the Township runs a volunteer fire department of approximately 130 volunteers across 6 fire stations. There are 7 members on the Senior Management Team (SMT) representing all areas of the business, with the CAO as the senior staffer and chair of the SMT. The Township has a Council made up of 7 members, including Mayor, Deputy Mayor, and 5 Ward councilors. The following are the guiding principles from our 2014 Strategic Plan (link): Cliir l/icinn- Oro-Medonte continues to be a progressive, collaborative community where everyone can live, work and play Our Mission: To provide the best customer service while meeting the needs of our community today and tomorrow Our Values: • Customers First! • Creativity & Innovation • Honesty, Fairness & Respect • Courageous & Responsible Decision Making • Openness • Engagement Township of Oro-Medonte Report No. FI 2018-21 Page 11 of 35 Page 80 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Our Goals: • Continuous Improvement & Fiscal Responsibility • Enhanced Communications & Customer Service • Balanced Growth • Inclusive, Healthy Community • Employer of Choice 2. Background The Township of Oro-Medonte's management team desires to have a deep and wide continuous improvement culture, with engaged and empowered employees at all levels driving the innovation. There is a large gap from where the Township wants to be compared to where it is today. The Township feels that Lean Six Sigma is the correct approach to start moving toward the desired culture and is looking for an external partner to help guide an effective implementation of the program, including staff training, on-going coaching and mentoring of "belts", development of KPI's and visual boards, initial project selection and prioritization, and assistance with consistent messaging (staff, Council, and public). The following are some relevant points relating to our current state of affairs to assist external partners in preparing responses to the RFP. • Decision making would be characterized as more top down / hierarchical • No effective process exists for soliciting and implementing improvement ideas from front line staff • Lack of automated processes. Very heavy reliance on paper • Lack of corporate and departmental performance metrics / KPIs • Communication both internally and externally show significant room for improvement • Management staff are busy with little time to lead / support innovation and improvements • Main ERP is outdated and needs replacement. Difficulty sharing information • The Township is currently undergoing a review of all its business software applications, developing an IT roadmap, with the intention of embarking on a digital transformation journey at the Township in 2019 • In August 2017, the Township's senior management team received their Yellow Belt certification in Lean Six Sigma, but a LMS was not kicked off at the Township in 2017 as intended • The current Township Council is very supportive of LMS concepts and potential benefits. Some continuous improvement budget dollars were approved in the 2018 budget. A new Council will be sworn in on December 5th and it is our expectation that this new Council will continue to endorse the LMS initiative • Township CFO is a LSS Green Belt, and is currently enrolled in a LSS Black Belt certification program with an expectation for certification in spring of 2019 • Township CAO is planning to obtain his Green Belt certification in the spring of Township of Oro-Medonte Report No. FI 2018-21 Page 12 of 35 Page 81 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... 2019 as well 3. Timeframe of Project It is the Township's intention to present a staff report to Council with the results of the RFP, including an award recommendation at the Council meeting on November 14, 2018. It is the desire of Management to kick off the Lean initiative on January 1, 2019. The Township is requesting each proponent to cover in their proposal a 24 month timeframe post launch. On October 26th, at gam, the Township will be selecting two RFP finalists to attend a separate one hour in-person meeting at the Township administration center on Monday, October 29, 2018 between 9am and 12pm to discuss the RFP proposal in more detail. This will be the opportunity for the proponent to elaborate on the details of the LMS program that they are recommending for the Township. The Township reserves the right to schedule additional in-person interviews with other proponents who may not have been invited to attend the meeting on October 291h. Contract award will be decided by Council at the November 14th meeting, after which time all proponents will be informed of the decision. 4. Project Requirements Objectives: The Township would like to launch the LMS initiative on January 1, 2019. It is paramount that the launch follow an optimal path to significantly improve the chances of sustaining success. It has been recognized internally that Township staff require outside expertise from a LSS Master Black Belt (or equivalent) to assist with the development of the overall program, assist with messaging, help to develop a training plan and conduct staff training, help with initial project selection and prioritization, and to provide ongoing coaching and mentorship of staff during the initial 18 months after launch. It is the desire of the Township to build in some capabilities in the future to train and mentor their own staff with internal resources (Black Belts and Green Belts) and reduce the reliance external consulting firms. The proposal should outline your firm's approach for LMS program development for the Township of Oro-Medonte, given the size of our municipality, current culture, demographics, and current status of our LSS belts. The Township is looking for expertise to guide and mentor them through the critical phases of Implementing a successful LMS program to ensure that continuous improvement is engrained in the culture and daily practices of all staff. Township of Oro-Medonte Report No. Fl 2018-21 Page 13 of 35 Page 82 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Some of the areas requiring input from an external firm: • Work with SMT in the establishment of KPIs • Selection of initial projects / quick wins, plus strategy for future project selection. Project selection should be a balance of top-down strategic projects with bottom-up grass roots • Help establish a process of selecting and prioritizing projects Assist with proper messaging to staff, union, and Council, including timing to ensure the momentum is sustained • Assist with a process for identifying belt candidates • Assessment of recommended training of staff per year including waste walk training, white/yellow/green/executive green/black belts, or champions training • Coaching and mentoring support model, both onsite and remote. This should include support for Green Belts and Black Belts on their certification projects • Training staff on value stream mapping • Establishment of visual / quality boards, including process for establishing a departmental daily huddle process • Establishing a consistent system to track and quantify LMS savings • Assist in establishing a process to keep Council informed of Cl initiatives • Assist in establishing a strategy and process to keep the public (citizens / rate payers) informed • Facilitate a discussion with SMT to assess current culture, define the future state culture, and identify actions to address these culture gaps through the LMS program • Input on how program can be adapted to ensure public works, environmental services, recreation and fire department staff are included and active participants in the LMS program • Ensure all actions align with the Township's strategic plan (mission, vision, values, and goals) 5. Deliverables The successful Proponent will provide as a minimum: • Recommended LMS program structure and timeline over next 24 months • Number of hours of coaching & mentoring recommended over next 24 months, including hourly rate for all staff • Hours recommended for consulting to assist with: establishment of KPIs, initial project selection, process of project selection and prioritization, process for belt selection, establishment of visual quality boards and daily huddle practices, optimal communication and messaging. Include hourly rate of all staff • LSS training offered by your firm (onsite and remote) for all belt levels • Cost per person for training for all belt levels Township of Oro-Medonte Report No. FI 2018-21 Page 14 of 35 Page 83 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... 6. Contents of Proposals The Request for Proposal response submission shall include at a minimum the following information and shall be submitted in the same format outlined: The submission contents included must be submitted in full in two (2) complete 8 1/2 x 11 paper hard copies with binding, one (1) clearly marked 'original', one (1) clearly marked `copy' and one electronic copy in a single, unrestricted PDF format on a USB key: 1. Table of Contents, at the front of the submission 2. Completed Proponent Information Form 3. Company Background and Relevant Experience: a) Provide an outline of your company background and experience in relation to this project; b) Provide information on similar projects, which your company has been involved with, including references; c) Describe the unique strengths that your firm can bring to the project and how these set your firm apart from others. 4. Personnel Summary: a) Provide information related to the qualifications and experience of the personnel who will be assigned to work directly on this project, including resumes, documentation of accreditation and/or letters of reference. 5. Work Plan and Timelines a) Provide a detailed work plan of the services to be provided, including all of the tasks, milestones and timelines. Indicate the personnel responsible for each task. The timeline schedule should have sufficient details to clearly demonstrate a full understanding of the timelines associated with the completion of the project. 6. Completed Form of Proposal 7. Completed Schedule II -- List of References 8. Completed Conflict of Interest Form 9. Completed AODA Declaration Form 10. Budget a) Provide a detailed budget sheet with number of hours, hourly rates and totals assigned to each individual personnel assigned to this project; Township of Oro-Medonte Page 15 of 35 Report No. Fl 2018-21 Page 84 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... b) Identify any out of pocket expenses & disbursements; c) Identify any sub-consultant(s) that will be used on the project and appropriately include their fees in the detailed budget sheet; d) Completed Schedule I — Budget Part II Instructions to Proponents 1. Delivery of Proposals The Form of Proposal, together with all supporting documentation, enclosed in an envelope bearing the name of the Proponent and sealed with the submission label provided herein affixed to the envelope, shall be received; date and time stamped at the Township of Oro-Medonte Admiration Office, 148 Line 7 South, Oro-Medonte, ON, LOL 2EO no later than 3:00 p.m. (15:00 hours) local time, on the specified closing date. Proposals time stamped after 3:00 p.m. (15:00 hours) are late and shall be deemed non-compliant and shall be returned to the Proponent unopened. Proposals delivered in person, or by a courier service, without the submission label affixed to the envelope, or Proposals that are not delivered to the designated location by the Proponent or courier service may be rejected. Delivery of the Proposals through a courier service shall be the responsibility of the Proponent and shall result in the Proposal being rejected if: a) the Proposal is not delivered to the location stated on the envelope; b) the Proposal envelope is delivered to the Township after the specified closing date and time. All Proposals shall be irrevocable and shall remain open for acceptance, at the prices quoted, for up to ninety (90) calendar days from the closing date and time. In submitting a Proposal, each Proponent agrees that, notwithstanding anything to the contrary, the Township may notify the successful Proponent at anytime within the ninety (90) calendar days that its Proposal has been accepted. The time on the Township's Panasonic Network Telephone System at the Customer Service Representative's desk will determine the Closing Time of the RFP. 2. Electronic Submissions Electronically transmitted submissions (facsimile, e-mail, etc.) will not be accepted for this RFP. 3. Proposal Schedule Township of Oro-Medonte Report No. FI 2018-21 Page 16 of 35 Page 85 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... [Task. Issue of Request For Proposal October 11, 2018 Receipt of Proponents Questions October 17, 2018 Response to Proponents Questions October 19, 2018 RFP Closing Date — include time October 25, 2018 Spm Note: Although every attempt will be made to meet all the dates, the Township reserves the right to modify any or all dates, and closing time at its sole discretion. 4. Competition Intended It is the Township's intent that this Request for Proposal (RFP) permit competition. It shall be the Proponents responsibility to advise the Chief Financial Officer, in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received no later than seven (7) calendar days prior to the date set for RFP closing date and time. 5. Inquiries All inquiries concerning this Proposal, including specifications, process and results are to be directed in writing (e-mail) through: Mark DesLauriers mdeslauriersQoro-medonte.ca Inquiries shall not be directed to any other Township employee. No clarification requests will be accepted by telephone. A transcript of the questions and answers will be made available, via the method authorized for advertising the RFP, on or before the date as listed in this document. Questions or clarification will be answered individually in writing in a transcript, but response(s) to any question that modified the scope of this document will be issued as an Addendum and circulated via the method authorized for advertising the RFP. 6. Addendum/Addenda Addendum/Addenda if required will be issued by the Finance Department and shall hereby form part and parcel of the Contract Documents. Failure to acknowledge Addendum/Addenda issued may result in a non-compliant submission. All Addendum/Addenda should be issued to the Proponents forty-eight (48) hours prior to the Closing date and time. It is the responsibility of the Proponent to ensure they have received all Addendum/Addenda that have been issued. Township of Oro-Medonte Report No. F[ 2018-21 Page 17 of 38 Page 86 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... The Township of Oro-Medonte will assume no responsibility for oral instructions or suggestions. Prior to submitting their Proposal, Proponents should check the Township's website (www.oro-medonte.ca) to verify they have received all Addenda. 7. Site Meeting A site meeting is not required for this RFP. 8. Mandatory Proposal Requirements Failure to adhere to the following Mandatory Proposal Requirements shall result in the Proposal being declared a non-compliant Proposal: i. Proposals shall be received in a sealed envelope, as set out in the RFP, by the Owner prior to the stated Closing date and time; ii. Proposals shall be submitted complete and in the original Form of Proposal, as supplied, without any unauthorized alterations, additions, deletions or qualifying statements made to or provided with the Form of Proposal. iii. The Form of Proposal shall be `original' with an `original' signature(s) that is signed in the spaces provided by a duly authorized official of the Proponent; iv. The Proponent shall attend all mandatory site meetings, if applicable; and V. The Proponent shall be previously qualified, under a related pre -qualification process, if applicable. If the Proposal is a joint submission of two (2) or more Proponents, a single Proposal is to be coordinated and submitted by one (1) Proponent, who shall be identified as the "Lead Proponent" and shall take full responsibility for all associated Proponents. Signatures on behalf of a non -incorporated body or by individuals shall be witnessed. In the case of an incorporated company, the corporate seal shall be affixed to the Form of Proposal adjacent to the authorized signature. 9. Checking of Proposals Proposals opened are checked by the Finance Department to ensure that: all Proposals submitted comply with the Mandatory Proposals Requirements; ii. all arithmetic extension calculations are correct; iii. where there is an obvious error in extensions, additions or computations, the Township of Oro-Medonte Page 18 of 35 Report No. FI 2018-21 Page 87 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Township shall be entitled to correct such errors based on the unit prices supplied, and the corrected total shall be considered as representing the intention of the Proponent, and shall be used as the basis for comparison of Bids. For greater certainty, any failure by a Proponent to insert a unit price where required shall be deemed to be a $ "0" value; iv. all items as specified have been bid on; V. all strikeouts, erasures or overwrites are initialed by an authorized person; vi. no claims or litigation proceedings have been instituted by the Proponent against the Township, or in turn by the Township against the Proponent; and vii. all addenda have been acknowledged on the Form of Proposal in the space provided. In any of the above circumstances where there are obvious or patent errors such as misplaced decimals, the Owner shall consider the intent of the Proponent. 10. Late Submission Proposals received after the closing date and time will not be considered during the selection process and will be returned unopened to the respective Proponent. 11. Proposal Opening Proponents are advised there will not be a public opening for this Request for Proposal. Proposals received, by the date & time of closing, will be opened administratively by respective members of the Corporation and/or the Evaluation Team, at a time subsequent to the closing. 12. Amendment of Proposals Proponents who have submitted a Proposal may amend it up to the Closing Date and Time by submitting a replacement Proposal. Amended Proposals must be sealed and submitted in accordance with all other requirements included in this document. The amended Proposal will clearly be marked "Amended" and should clearly indicate that it replaces any other submitted version. In the case of a discrepancy, the Township will deem the last Proposal received prior to the Closing Time, to be the valid Proposal. 13. Right to Accept or Reject Proposal The Corporation of the Township of Oro-Medonte reserves the right to accept any Proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost Proposal, or any Proposal may not necessarily be accepted as per The Township of Oro-Medonte's Purchasing and Tendering Procedures By-law 2004-112, as amended. Township staff shall evaluate all Proposals received by the Closing Date and make evaluations and recommendations for acceptance. Township of Oro-Medonte Report No. FI 2018-21 Page 19 of 35 Page 88 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... 14. Proposal Evaluation An Evaluation Committee will evaluate each of the Proposals received in accordance with the evaluation criteria as set out in the RFP Document. The Committee reserves the right to enter into further discussions in order to obtain information that will allow the Committee to reach a decision with a Proponent, and to waive irregularities and omissions if, in doing so, the best interest of The Township will be served. 15. Evaluation Criteria It is the responsibility of the proponents to provide sufficient information in the Proposal to exhibit required abilities. Proponents are cautioned that organization of their response, as well as thoroughness is critical to the evaluation process. All required information should be furnished and presented in an organized, comprehensive and easy to follow manner. Selection of a Proposal will be based on, but not solely limited to, the following criteria and weighting: Item Evaluation Criteria Points 1 Quality and Completeness of Proposal 20 2 Company Background and Relevant Experience 15 3 Budget 15 4 Work Plan and Timelines 15 5 Personnel Summary 20 6 Client References 15 Total Available Points Stage 1 100 Proposals will be assessed on the basis of information provided by the Proponent at the time of submission and shall take into account subsequent interviews with the Proponent as may be required. Proposals may be considered for an interview. Note: Only teams that have completed work of a similar nature for municipalities, since January, 2015, will be considered. Proposals will be evaluated on the basis of the following criteria. Each of the criteria will be scored 1 through 5 with 5 being the best score. Each criteria is assigned a weighting factor that represents the significance relative to other criteria. The scores for the criteria will be multiplied by the weighting factor assigned and the results will be totaled out of Township of Oro-Medonte Page 20 of 35 Report No. FI 2018-21 Page 89 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Criteria: Note: Refer to the Form of Proposal for specifics relating to content requirements of the Proposal. 1. Quality and Completeness of Proposal: 1 2 3 4 5 /20 Priority Factor: 4X 2. Company Background and Relevant Experience: 1 2 3 4 5 Priority Factor: 3X 3. Budget: Priority Factor: 3X 4. Work Plan and Timelines: Priority Factor: 3X 5. Personnel Summary: Priority Factor. 4X 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 /15 /15 /15 /20 6. Client References: 1 2 3 4 5 /15 Priority Factor: 3X Total Score out of 100 Proposal evaluation results are the property of the Township. The Township intends not to disclose evaluation results, under any circumstances, either before, during, or after the RFP process. An award of an Agreement, if any, shall be based on the evaluation results. By responding to this RFP, Proponents agree to accept the recommendations of the Evaluation Committee as final and binding. 16. Presentation & Interview The Township reserves the right to interview any or all of the Proponents that submit a Proposal to provide the Evaluation Committee with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. if required, the interviews would be conducted by representatives of the Evaluation Committee at the Township of Oro-Medonte Administration Centre within seven (7) calendar days of the RFP closing date and time and shall follow this general format: a. Introduction of Proponent's Project Team (5 minutes) b. Proponent Presentation of the Proposal (15 minutes) C. Questions from Evaluation Committee (15 minutes) d. Questions from Proponents (5 minutes) Township of Oro-Medonte Report No. FI 2018-21 Page 21 of 35 Page 90 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Proponents will be notified of the final format for interviews/presentations in advance. 17. Negotiations The Township may award the contract on the basis of the proposals received, without discussion. Each proposal should therefore contain the Proponent's best terms and complete detailed information. The Township reserves the right to enter in to negotiations with any selected Proponent(s). If the Township and the selected Proponent(s) cannot negotiate a successful agreement, the Township may terminate the negotiations and begin negotiations with the next selected Proponent(s). This process will continue until an agreement has been executed or all of the Proponent(s) have been rejected. No Proponent shall have rights against the Township arising from negotiations. 18. Award Determination Consideration for award shall only be undertaken in relation to Proponents who are determined by the Township to have satisfied all the requirements. The Evaluation Committee hereby reserves the right, privilege, entitlement and absolute discretion, and for any reason whatsoever to: Recommend acceptance of a Proposal which is not the lowest Proposal submission, or recommend rejection of a Proposal that is the lowest Proposal even if it is the only Proposal received; Recommend acceptance of the Proposal deemed most favourable to address the scope of work. iii. Recommend acceptance or rejection of any and all Proposals, whether in whole or in part; iv. Recommend acceptance or rejection of any unbalanced, irregular, or informal Proposals; or V. Recommend rejection of any Proponent who is involved in litigation with the Township. The Evaluation Committee reserves the right to consider, during the evaluation of Proposals: vi. Information provided in the Proposal itself; vii. Information provided in response to enquiries of credit, experience and industry references set out in the Proposal; viii. Information received in response to enquiries made by the Owner of third parties apart from those disclosed in the Proposal in relation to the reputation, reliability, Township of Oro-Medonte Page 22 of 35 Report No. F[ 2018-21 Page 91 of 272 a) b) G) d) e) f) 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... experience and capabilities of the Proponent; ix. The manner in which the Proponent provides services to others; X. The experience and qualification of the Proponent's senior management, and project management; A. The compliance of the Proponent with the Owner's requirements and specifications; or xii. The Proponent acknowledges that the Owner may rely upon the criteria, which the Owner deems relevant; even though such criteria may not have been disclosed to the Proponent. By submitting a Proposal, the Proponent acknowledges the Owner's rights under this section and absolutely waives any right, or cause of action against the Owner, by reason of the Owner's failure to accept the Proposal submitted by the Proponent, whether such right or cause of action arises in Project, negligence, or otherwise. 19. Execution of Award The Successful Proponent, if any, shall sign the Contract in triplicate (3), within seven (7) calendar days of written notification of acceptance. The following completed documents, as listed, shall be submitted prior to or at the time of signing: Agreement signed and sealed in triplicate; Current Insurance Certificate; A current copy of the Workplace Safety and Insurance Board Certificate of Clearance; Payment Information, if applicable; AODA Declaration Form and; Any other documentation requested within this RFP. 20. Order of Precedence The Successful Proponent understands that the Contract shall consist of the following documents, ranked in order of priority, from highest to lowest: a. The duly signed Agreement preceding the Schedules; b. Township's Change Orders (including any purchase orders issued for these Change Orders); c. the Schedules of the Agreement; d. any addenda to the RFP; e. the RFP Document; f. any modifications to the Proposal acceptable to the Township, in its sole discretion ; and g. the Proposal submitted by the Proponent. Township of Oro-Medonte Report No. FI 2018-21 Page 23 of 35 Page 92 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... The Contract shall constitute the entire agreement between the parties pertaining to the subject matter of this RFP and shall supersede all prior agreements, understandings, negotiations and discussions, oral or written, between the parties or any documentation that may otherwise accompany the Work. Any conflict or inconsistency between the components of the Contract shall be resolved, to the extent of any conflict or inconsistency, in accordance with the order of authority stated above. The Township reserves the right to include additional terms and conditions during the process of Contract negotiations. These terms and conditions shall be within the scope of the original RFP and Contract documents and will be limited to cost, clarification, definition and administrative and legal requirements. 21. Alternative Dispute Resolution. (a) If requested in writing by either the Township or the Proponent, the Township and the Proponent shall attempt to resolve any dispute between them arising out of or in connection with this Contract by entering into structured non-binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties. If a dispute cannot be settled within a period of ninety (90) calendar days with the mediator, the dispute shall be referred to and finally resolved by arbitration under the rules of the province having jurisdiction or by an arbitrator appointed by the agreement of the parties. (b) No person shall be appointed to act as mediator or arbitrator who is in any way interested, financially or otherwise, in the conduct of the work on the project or in the business or other affairs of either the Township or the Proponent. (c) The award of the arbitrator, including an award for costs if applicable, shall be final and binding upon the parties. (d) The provisions of the Arbitration Act, 1999, S.O. 1991, Chapter 17, as amended shall apply. 22. Contract Additions & Deletions The Township reserves the right to add and/or delete any item(s) from the Contract. Deletions will not result in any penalty in any form. 23. Proponent Qualifications Qualified Proponents are those which: • have sufficient facilities and resources to meet the Township's needs; • will provide all of the Township's Key Service Requirements; • demonstrate reasonable flexibility and willingness to work with the Township as a business partner; Township of Oro-Medonte Report No. FI 2018-21 Page 24 of 35 Page 93 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... • have experience with clients requiring services of a similar scope and complexity as the Township of Oro-Medonte and provide contact details for these clients. 24. Proponent's Statement of Understanding It is understood that Proponents have carefully examined all of the Contract Documents and have carefully examined the Work to be performed under the Contract if awarded. The Proponent also understands and accepts the said Contract Documents, and for the prices set forth in the Proposal to be firm for the length of the project. 25. Term of Contract The term of contract will become effective upon award to the successful Proponent(s) and shall remain in effect for the entire period of the work. 26. Irrevocability of Proposals By submission of a clear and detailed written notice, the Proponent may amend or withdraw its Proposal prior to the closing time. Upon closing time, all Proposals become irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal be deemed successful the Proponent will enter into a Contract with the Township. 27. Errors and Omissions No oral interpretation shall be effective to modify any provisions of the Contract Documents. Any modification or clarification shall be by written Addendum. The Addendum(s) shall form part of the Contract Documents. 28. Proponents Expenses Proponents are solely responsible for their own expenses in preparing a Proposal and for subsequent negotiations with the Township, if any. If the Township elects to reject all Proposals, the Township will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 29. Changes to Proposal Wording The Proponent will not change the wording of its Proposal after closing and no words or comments will be added to the Proposal unless requested by the Township for purposes of clarification. 30. Price Components All prices will be quoted in Canadian Funds. Prices must be expressed in accordance with the unit of measure specified in the document. Township of Ora-Medonte Report No. FI 2018-21 Page 25 of 35 Page 94 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Prices documented shall be net prices including transportation and delivery charges fully prepaid by the Proponent to any specified destination within the limits of the Township, unless a breakdown is requested on the Schedule I Budget. The Township reserves the right to correct patent computational or other mathematical errors evident on the face of the bid; however, unit prices will not be adjusted. 31. Freedom of Information All Proposals submitted to the Owner become the property of the Owner and as such, are subject to the Municipal Freedom of Information and Protection of Privacy Act ("MFIPPA"). All correspondence, documentation and information provided to staff of the Township by any Proponent in connection with, or arising out of this RFP, and the submission of any Proposal will become the property of the Township and as such is subject to MFIPPA, and may be released, pursuant to the Act. The Proponent's name at a minimum shall be made public upon request. In-line with MFIPPA, Proponents are advised to identify in their Proposal material, any scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which could cause them injury. Any information in the Proponent's submissions that is not specifically identified as confidential will be treated as public information. All correspondence, documentation and information provided to the Evaluation Committee may be reproduced for the purposes of evaluating the Proponent's submissions to this RFP. 32. Bribery/Fraud Should any prospective Proponents or any of their agents give or offer any gratuity or to attempt to bribe any employee of the Owner, or to commit fraud, the Owner shall be at liberty to cancel the prospective Proponent's Proposal and to rely upon the Bid Security submitted for compensation, if applicable. 33. Cancellation In the event the Successful Proponent does not comply with the specifications, terms and conditions, and scope of work, at any time throughout the duration of the Contract, the Contract shall be cancelled in accordance with the terms contained herein. ii. The Owner upon non-performance of Contract terms may cancel the Contract; however, in doing so, the Owner does not waive its right to rely upon any obligations or commitments agreed to by the Proponent as part of their Proposal. The Proponent remains liable for the difference between the next acceptable Proposal of goods and/or service Proposal prices. Township of Oro-Medonte Page 26 of 35 Report No. FI 2018-21 Page 95 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... iii. Where there is a question of non-performance, payment in whole or in part may be withheld at the discretion of the Owner. This action shall not prevent the Owner from taking early payment discounts otherwise applicable. 34. Insurance The successful Proponent shall maintain and pay for Commercial General Liability Insurance with an insurer acceptable to the Owner. The coverage shall include premises and all operations liability to be performed by the Proponent. This insurance coverage shall be subject to limits of not less than Two Million Dollars ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof for any one occurrence. i. The CGL policy shall include The Corporation of the Township of Oro- Medonte as an additional insured in respect to all operations performed by or on behalf of the Successful Proponent. ii. The Successful Proponent shall be entirely responsible for the cost of any deductible, which is maintained in any insurance document. iii. The Insurance Policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30) days prior written notice to the Owner. In addition, Professional Liability Insurance is required, in an amount of not less than Two Million Dollars ($2,000,000) inclusive per claim. All required insurance would be endorsed to provide the Township within 30 days advance written notice of cancellation or material change. The Service provider will provide the Township with evidence of the required insurance, in the form of a completed Certificate of Insurance, immediately following execution and delivery of the Contract. Where applicable the successful Proponent shall carry standard automobile and non - owned automobile liability insurance and shall protect themselves against all liability arising out of the use of owned or leased vehicles, used by the Successful Proponent, its employees or agents. The limits of the liability for both owned and non -owned vehicles shall not be less than Two Million Dollars ($2,000.000.00) per occurrence. 35. Workplace Safety and Insurance Board (WSIB) The successful Proponent shall be required to supply a Certificate from the Workplace Safety and Insurance Board prior to the start of the Contract and thereafter upon request during the life of the Contract indicating that all of the assessments the successful Proponent or any sub -consultant is liable to pay under the Worker's Safety Insurance Board Act or successor legislation have been paid and they are in good standing with the Board. Effective January 1, 2013, Bill 119 legislates that all Consultants, Contractors and Sub - Contractors, categorized under Class G: Construction, shall have a WSIB account and clearance coverage prior to commencing any Contract. Township of Oro-Medonte Report No. F[ 2018-21 Page 27 of 35 Page 96 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Alternatively, if the Successful Proponent is an Independent Operator and is not categorized under Class G: Construction, the Successful Proponent must submit a letter from the WSIB, confirming that s/he has Independent Operator Status under the WSIB Act. If the Successful Proponent does not have Independent Operator Status, the Successful Proponent shall; Complete an Independent Operator Status Questionnaire upon being awarded the Contract; and, 11. fund all costs associated with any appeal of a determination by WSIB that the proponent/contractor is not an Independent Operator; and, Ill. provide proof of Employer's Liability Insurance in an amount not less than two million dollars ($2,000,000) per occurrence (provided either by WSIB or the successful Proponent's insurance provider). The Successful Proponent acknowledges and agrees that the Township is not hiring an employee(s) to perform the work associated with this RFP. As such, the Township reserves the right to terminate all Contracts associated with this RFP if all appeals have been exhausted and the Successful Proponent is determined by WSIB or court or tribunal of competent jurisdiction to be an employee. 36. Regulation Compliance and Legislation The Successful Proponent shall ensure all services and products provided in respect to this Contract are in accordance with and under authorization of all applicable authorities, Municipal, Provincial and Federal legislation, including but not limited to: • the Occupational Health and Safety Act and its regulations; • the Workplace Safety & Insurance Act and its regulations; • the Municipal Act and its regulations; 37. Laws of Ontario Any Contract resulting from this Request for Proposal will be governed by and will be construed and interpreted in accordance with the laws of the Province of Ontario. 38. Indemnification The Successful Proponent shall indemnify and save harmless the Owner, its Agents and employees from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries and judgments (including legal fees and expenses) of every nature and description brought or recovered against either the Owner, its Agents and employees, or the Successful Proponent by reason of a negligent act, error or omission of the Successful Proponent, its Agents, employee or licensees in providing the services, including, without limiting the generality of the forgoing, loss or damage to property, injury or the death of any persons, alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment. Township of Oro-Medonte Report No. FI 2018-21 Page 28 of 35 Page 97 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... 39. Force Majeure Neither party shall be responsible for any delay or failure to perform its obligations under the Contract where such delay or failure is due to fire, flood, explosion, war, embargo, Governmental action, Act of Public Authority, Act of God, or to any other cause beyond its control, except labour disruption. In the event Force Majeure occurs, the party who is delayed or fails to preform shall give prompt notice to the other party and shall take all reasonable steps to eliminate the cause. Should the Force Majeure event last for longer than 30 calendar days, the Owner may terminate this Contract by notice to the successful Proponent without further liability, expense or cost of any kind. 40. Severability Should any term or portion of this Contract be found to be invalid or unenforceable, the remainder shall continue to be valid and enforceable. 41. Termination of Contract The Owner may terminate this contract at any time without penalty upon giving written notice to the Proponent, if, in the sole opinion of the Owner, the Proponent is unable to deliver the service as required, the Proponent's performance of the service is persistently faulty or below the required standard, or, the Proponent becomes insolvent or commits an act of bankruptcy. 42. Termination by Notice The Owner may terminate this contract at any time upon notice to the Proponent, whereupon the Owner shall only be liable for any Proponents fees and expenses for satisfactorily completed work up to the date of the termination and not thereafter. 43. Termination for Cause The Owner reserves the right in its sole discretion to terminate this contract, in whole or in part, at any time, without penalty, expense or further liability of any kind: a. At any time, upon notice to the Proponent, for a major breach of the terms of this Contract by the Proponent; b. At any time, upon notice to the Proponent, following the failure of the Proponent to satisfactorily remedy, repair or replace any defector or deficiency in the Proponent's performance of the Contract, after having been given notice to do so by the Owner; c. At any time if the Proponent makes an assignment for the benefit of its creditors, a proposal of compromise with its creditors, a declaration of its voluntary Township of Oro-Medonte Page 29 of 35 Report No. FI 2018-21 Page 98 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... bankruptcy or insolvency, a placing or its cessation or winding up of its business, in whole or in part; d. At any time if a Force Majeure event preventing performance of the Contract by either party continues for longer than thirty (30) consecutive days; or e. As otherwise provided in this Contract. The Owner's rights of termination shall be in addition to any other rights or remedies it may have in law, in equity or under this Contract. 44. Suspension of Work The Owner may in its sole discretion at any time upon notice to the Proponent in writing suspend the performance of the Work, in whole or in part, for a specified or unspecified time. Upon receiving notice of the suspension, the Proponent shall immediately suspend all operations concerning that identified portion of the Work except such Work as is necessary in the opinion of the Owner to care for, preserve and protect the Work. During the period of suspension, the Proponent shall only be entitled to be reimbursed for its reasonable, proper and actual expenses in caring for, preserving and protecting the Work. Should the period of suspension of the Work, in whole or in part, last longer than thirty (30) calendar days or such longer period as the parties may agree upon in writing, either party to the contract may consider the contract to be terminated by mutual agreement without further liability. 45. Suspension in Future In the event the Proponent fails to provide quality service, equipment or personnel, as determined by the Owner in its Sale discretion, the Proponent may be deemed ineligible for similar work in future competitions for contracts issued by the Owner. 46. Failure to Comply with Owner Decisions If the Proponent fails to comply with any decision or direction of the Owner made pursuant to the Contract, the Owner may, upon notice to the Proponent, employ such methods as the Owner deems advisable to do that which the Proponent failed to do, at the Proponent's cost and expense. The Proponent shall be liable for and shall upon demand pay to the Owner an amount equal to the aggregate of all costs, expenses and damages including the cost of any methods the Owner employed by reason of the Proponent's failure to comply as above. 47. Evaluation of Performance At project completion, the Township will conduct an evaluation of the Proponents overall Township of Oro-Medonte Page 30 of 35 Report No. F[ 2018-21 Page 99 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... performance with input from the Township's Inspectors or consultants if applicable. This evaluation will be reviewed with the Proponent and recommendations will be put forward as to the Successful Proponent's overall suitability of future Township of Oro-Medonte work. It must also be noted that while overall performance is being evaluated, the Township reserves the right to suspend a Proponent for extreme or repeated inadequate grades on any issues related to health and safety, specifically items public safety and traffic control, compliance with all WSIB provisions, maintenance of employee safety standards, compliance Ministry of Labour regulations. The evaluation shall be placed on file and a copy will be provided to the Proponent. This information may be made available to persons requesting Owner references for the Contract. The Proponent hereby authorizes the maintenance and release of this information. 48. Time is of the Essence The Owner shall have the right to cancel at any time any project or any pari of any project resulting from this RFP in respect to the goods, materials, articles, equipment, work or services, covered thereby, not delivered or performed by the specified time in the written document, without incurring any liability whatsoever in respect hereto. "Time is of the essence". 49. Safety Standards It is the responsibility of the Successful Proponent to Work in a safe and orderly manner so as not to constitute any safety hazards. 50. Non -Waiver No condoning, excusing or overlooking by the Owner of any default, breach or non- observance by the Successful Proponent at any time or times in respect of any provision herein contained shall operate as a waiver of the Owner's right hereunder in respect of any continuing or subsequent default, breach or non -observance or so as to defeat or affect in any way the rights of the Owner herein in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Owner save only an express waiver in writing. Any Work completed by the Owner required by this agreement to be done by the Successful Proponent shall not relieve the Successful Proponent of his/her obligations to do that Work. 51. Non -Assignment The Successful Proponent may not assign this Contract nor any Work to be performed under this Contract or any part hereof without the prior written consent of the Owner. Such written consent however shall not under any circumstances relieve the Successful Proponent of his/her liabilities and obligations under this Contract and shall be within the sole and unfettered discretion of the Owner. 52. Emergency Telephone Number Township of Oro-Medonte Page 31 of 35 Report No. FI 2018-21 Page 100 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Prior to commencing, the Work, the Successful Proponent shall provide the Owner with the name(s) and telephone number(s) of his/her representatives) who can be contacted on a 24-hour basis in case of an emergency during the term of the Contract. 53. Personal Property Security Act The Successful Proponent warrants that the goods/inventory/equipment being supplied to the Owner, are free and clear of all liens, charges, encumbrances, mortgages, hypothecations, copyright, patents or any third party statutory claims. 54. Confidentiality of Information Proponents receiving this RFP may not use, disclose, or duplicate it for any purpose other than to prepare a response. Proponents shall keep the Township data confidential and shall not disclose its content to any other party, other than to those internal employees or agents responsible for preparing a submission, without the prior written approval of the Township. Receipt of this RFP does not entitle the Proponent to associate its services with the Township in any way, nor represents in any way that the Township has employed or endorsed the Proponent's services. Any such association or endorsement being contemplated by the Proponent must receive the prior written approval of the Township. The Township will not disclose or share a Proponent's response to this RFP with other Proponents or other organizations. The submission of a Proposal indicates acceptance by the Proponent of all of the conditions contained in this Request for Proposal unless clearly and specifically noted in the Proposal submitted and confirmed in the formal Contract between the Township and the Successful Proponent. Deviations from the Request for Proposal must be clearly identified in the written submission. Proposals are subject to a formal Contract being negotiated, prepared and executed. The Township reserves the right to negotiate the terms and conditions of the Contract. 55. Conflicts of Interest Proponents(s) shall disclose, in their submission, all perceived, potential, and actual Conflicts of Interest. For the purposes of this RFP, "Conflict of Interest" includes: • any situation or circumstances where, in relation to this RFP and/or the Contract, the Proponent(s) other commitments, relationships or financial interests could or could be perceived to exercise an improper influence over the objective, unbiased and impartial exercise of independent judgment by any personnel of the Evaluation Committee or the Township; • any situation or circumstances where any person(s) employed by the Township in any capacity; • has a direct or indirect financial interest in the award of the Contract to any Township of oro-Medonte Page 32 of 35 Report No. Fi 2018-21 Page 101 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... Proposal(s); • is currently employed by, or is a sub -contractor or a consultant to a Proponent(s); • is negotiating or has an arrangement concerning future employment or contracting with any Proponent(s); • has an ownership interest in, or is an officer or director of, any Proponent(s). If a Proponent(s) discovers, at any time, any perceived, potential, or actual Conflicts of Interest, the Proponent(s) shall promptly disclose the Conflict of Interest by sending a written statement clearly identifying the conflict to the Corporate Services department. Failure of any Proponent(s) to comply with this section may result in the disqualification of the Proponent(s) and the rejection of its submission. Without limiting the generality of the Township's rights, the Township may, in its sole discretion: • exclude any Proponents(s) and its submission on the grounds of Conflict of Interest; • waive any and all perceived, potential or actual Conflicts of Interest upon such terms and conditions as the Township, in its sole discretion, requires to satisfy itself that the Conflict of Interest has been appropriately managed, mitigated and minimized. In the event any Proponent(s) is found to be in a potential Conflict of Interest during the term of the Contract, the Proponent shall disclose the said conflict immediately. The Township reserves the right to request any Proponent(s) cure the conflict to the Township's complete satisfaction. Failure to cure the conflict shall result in disentitlement to any compensation under this Contract. 56. Township Not Employer The Proponent agrees that The Corporation of the Township of Oro-Medonte is not to be understood as the employer to any Successful Proponent nor to such Successful Proponent's personnel or staff for any work, services, or supply of any products or materials that may be awarded as a result of this RFP. It is understood that the Successful Proponent will act as an independent contractor. 57. Township of Oro-Medonte's Purchasing and Tendering Procedures By -Law No. 2004-112, as amended Township of Oro-Medonte Page 33 of 35 Report No. P12018-21 Page 102 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... It is the responsibility of all Proponents to become familiar with and comply with The Township of Oro-Medonte's Purchasing and Tendering Procedures By-law. The Township's Purchasing and Tendering Procedures By-law can be found on Township's website: www.oro-medonte.ca 58. Working Language The working language of the Township of Oro-Medonte is English and all responses to this Request for Proposal must be English. 59. Intellectual Property All information and data, in any form, together with all designs or materials capable of intellectual property protection, prepared, developed or created by the Proponent, its employees or agents during the performance of and/or pursuant to this work shall automatically become the property of the Township. Proponents and their employees and agents each agree to sign whatever documentation may be necessary to give full force and effect to this paragraph. 60. Accessibility In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service provider's policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: 1. How to interact and communicate with persons with various types of disability 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person 3. How to use assistive device equipment that is available on the premises that may help in the provision of accessible goods or services 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services 5. Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities. Contracted employees, third party employees, agents and others that provide services to the public on behalf of the Township of Oro-Medonte must meet the requirements of Ontario Regulation 429/07 with regard to training under the Accessibility for Ontarians with Disabilities Act (AO DA). A document describing your training policy or procedure, a sample copy of training and Township of Oro-Medonte Page 34 of 35 Report No. Fl 2015-21 Page 103 of 272 12.b) Report No. F12018-21, Mark DesLauriers, Chief Financial Officer/Tr... details of training dates and attendees may be required to be submitted to the Township prior to the commencement of any work. 61. Township of Oro-Medonte Payment Terms The Township payment terms are 30 days from receipt of Invoice. Harmonized Sales Tax (HST) is an extra and shall be identified separately in the Contract Documents and on all invoices. Township of Oro-Medonte Page 35 of 35 Report No. FI 2018-21 Page 104 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... 'I"ownship of Report Proud Heritage, Exciting Future Report No. To: Prepared By: DS2018-120 Council Andy Karaiskakis, Senior Planner Meeting Date: Subject: Motion # December 12, 2018 Zoning By-law Amendment Application 2018-ZBA-07 Jeremy Kurtin 172 Line 6 South Roll #: 4346-010-008-33301 R.M.S. File #: D14-55103 Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. DS2018-120 regarding Zoning By-law Amendment Application 2018-ZBA-07 for 172 Line 6 South, Township of Oro-Medonte, be received and adopted; 2. That Zoning By-law Amendment Application 2018-ZBA-07, that would rezone the subject lands from the Rural Residential Two (RUR2) Zone to the Rural Residential Exception 292 - Holding (RUR2*292-H) Zone on Schedule A10 to Zoning By-law No. 97-95, as amended, be approved; 3. That the Clerk bring forward the appropriate by-law for Council's consideration; 4. That the required Holding (H) Provision not to be removed from the zoning of the subject lands until such time as the appropriate Site Plan is approved by the Township, the related Site Plan Agreement is registered and the Township has received the securities identified in the Site Plan Agreement; 5. That the applicant be advised of Council's decision under the Director, Development Services signature. Background: On July 23, 2018, the applicant submitted the subject Zoning By-law Amendment application to the Township to permit a small-scale agricultural related industrial use on the subject lands. The application was deemed complete and was subsequently circulated to relevant Township departments and external agencies for review and comments. A statutory Public Meeting was held on October 3, 2018 to receive comments from members of the Committee and the public with regards to the proposed development. No members of the public attended the Public Meeting no concerns were raised by staff or members of the Committee. Development Services December 12, 2018 Report No. DS2018-120 Page 1 of 10 Page 105 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Property Description The subject lands are located on the west side of Line 6 South, south of Highway 11 North, and have a lot area of approximately 1.0 hectares (2.47 acres) with approximately 60.3 metres (198.0 feet) of frontage along Line 6 South. The lands contain a single detached dwelling and several accessory buildings currently being used for a small-scale industrial use and abut agricultural lands to the north, south and west and Line 6 South to the east (refer to Schedules 1 and 2). Development Proposal The purpose of this report is to consider the application made by Jeremy Kurtin to: • rezone the subject lands from "Rural Residential Two (RUR2) Zone" to "Rural Residential Two Exception Holding (RUR2*(H)) Zone" to permit a small scale agricultural -related industrial use; • to permit a maximum gross floor area of 660.0 square metres (7,104.4 square feet) for the agriculture -related industrial building; and, • establish site-specific zoning provisions for the purposes of accommodating the above. The main agricultural related industrial product manufactured on the subject lands are various sizes of high quality clamps that are used primarily for wafter irrigation and liquid manure systems by the farm community. The applicant is proposing to develop the project in 2 phases. Phase 1 involves the expansion of the existing 190.0 square metre (2,045.2 square feet) industrial building with an addition of approximately 200.0 square metres (2,152.8 square feet) and will accommodate office space and washroom facilities. Phase 2 involves a further 270.0 square metre (2,906.3 square feet) building addition and is proposed for material supply and product storage which will enable the removal of all existing sheds, truck trailers, shipping containers and tent structures on the property (refer to Schedules 3 and 4). The applicant has submitted the following documents/information to the Township in support of the proposed development: Planning Justification Report, prepared by Goodreid Planning Group, dated July 2018; Concept Plan, prepared by Goodreid Planning Group; and, Draft amendment to the Zoning By-law. This report reviews the comments made by agencies and the public with respect to the application during the public consultation process and provides recommendations to Council with respect to the Zoning By-law Amendment application. Development Services December 12, 2018 Report No. DS2018-120 Page 2 of 10 Page 106 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Analysis: Planning Staff has reviewed the proposed Zoning By-law Amendment application in the context to relevant planning policies and legislation contained in the Township of Oro- Medonte Official Plan, County of Simcoe Official Plan, Growth Plan for the Greater Golden Horseshoe (2017) and the Provincial Policy Statement (2014), as detailed below. Provincial Policy Statement 2014 (PPS) Planning applications are required to be consistent with the Provincial Policy Statement (PPS) which provides a policy basis to guide land use planning in the Province. The PPS has been reviewed in its entirety as it relates to the proposed development and the relevant sections are reviewed in this section of the report. Section 1 of the PPS focuses on the health and resilience of Ontario Communities and Section 1.1 contains policies for managing and directing land use to achieve efficient and resilient development and land use patterns, and states: "1.1.1 Healthy, liveable and safe communities are sustained by... accommodating an appropriate range and mix of residential (including second units, affordable housing and housing for older persons), employment (including industrial and commercial), institutional (including places of worship, cemeteries and long-term care homes), recreation, park and open space, and other uses to meet long-term needs". In accordance with the policies of Section 1 of the PPS, the applicant's property is located within Rural Areas. The following PPS policies are applicable to the applications: 1.1.4.1 Healthy, integrated and viable rural areas should be supported by: a) building upon rural character, and leveraging rural amenities and assets; b) promoting regeneration, including the redevelopment of Brownfield sites; c) accommodating an appropriate range and mix of housing in rural settlement areas; d) encouraging the conservation and redevelopment of existing rural housing stock on rural lands; e) using rural infrastructure and public service facilities efficiently; f) promoting diversification of the economic base and employment opportunities through goods and services, including value-added products and the sustainable management or use of resources; g) providing opportunities for sustainable and diversified tourism, including leveraging historical, cultural and natural assets; h) conserving biodiversity and considering the ecological benefits provided by nature; and, i) providing opportunities for economic activities in prime agricultural areas, in accordance with policy 2.3. Development Services December 12, 2018 Report No. DS2018-120 Page 3 of 10 Page 107 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Section 2 of the PPS contains policies pertaining to the Wise Use and Management of Resources. Specifically, Section 2.3 provides Agricultural policies that require prime agricultural areas be protected for the long-term use for agriculture. Permitted uses in prime agricultural areas include agricultural uses, agriculture -related uses and on-farm diversified uses. Agriculture -related uses is defined in the PPS as "farm related commercial and farm -related industrial uses that are directly related to farm operations in the area, support agriculture, benefit from being in close proximity to farm operations, and provide direct products and/or services to farm operations as a primary activity." It is Planning Staff's opinion that the Zoning By-law Amendment application is consistent with the Provincial Policy Statement, and this position is supported by the applicant's Registered Professional Planner as detailed in the Planning Justification Report that was submitted with the application, on the basis of the following: • the proposed farm -related industrial use is permitted in rural areas; • the proposal will be compatible with the rural landscape by utilizing and maintaining the existing large, mature trees along the property lines to screen and soften the appearance of the proposed use and building additions; • the proposal is located where there are no agricultural operations on the subject lands; and, • the proposal promotes diversification of the economic base and employment opportunities through goods and services being produced on the subject lands. Growth Plan for the Greater Golden Horseshoe 2017 The Growth Plan for the Greater Golden Horseshoe 2017 ("Growth Plan") contains policies and targets to foster development of compact communities and promote growth and economic development. The Growth Plan directs most forms of development to settlement areas in order to protect and manage, as part of planning for future growth, the natural heritage features and areas, irreplaceable cultural heritage sites, and valuable renewable and non-renewable resource (including rural areas) that are essential for the long-term economic prosperity, quality of life, and environmental health of a region. Section 2.2.9 Rural Areas is applicable to this application as it provides provisions that allow for development to occur outside of settlement areas in site specific locations with approved designations. These policies state that "development outside of settlement areas may be permitted in rural lands for: a) the management or use of resources; b) resource-based recreational uses; and, c) other rural land uses that are not appropriate in settlement areas provided they: i) are compatible with the rural landscape and surrounding local land uses; ii) will be sustained by rural service levels; and, iii)will not adversely affect the protection of agricultural uses and other resource-based uses such as mineral aggregate operations. Section 42,2 Natural Heritage System has also been reviewed by Planning staff with respect to the proposed Zoning By-law Amendment application. The Natural Heritage System policies of the Growth Plan regulate, restrict or prohibits development and site alteration in or adjacent to Key Natural Heritage Features (e.g. significant woodlands, Development Services December 12, 2018 Report No. DS2018-120 Page 4 of 10 Page 108 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... wetlands, Areas of Natural and Scientific Interest) or Key Hydrologic Features (e.g, permanent streams, intermittent streams, inland lakes and their littoral zones, seepage areas and springs, and wetlands). The Province has mapped a Natural Heritage System for the Greater Golden Horseshoe to support a comprehensive, integrated and long- term approach to planning for the protection of the region's natural heritage and biodiversity which was released on February 9, 2018. Based on the Province of Ontario's natural heritage system mapping, the subject lands contain a woodland feature as illustrated on Schedule 5 to this report. The woodland feature is related to the row of trees along the frontage of the subject lands. It should be noted that the Township's Official Plan does not identify any natural heritage features on the subject lands. This woodland is deemed by Planning Staff to not be a "significant woodland" within the meaning of the Growth Plan since the lands that contain the woodland is identified in the County of Simcoe Official Plan as being within the Agricultural designation. Section 4.2.3.1(f) of the Growth Plan states: 1. Outside of settlement areas, development or site alteration is not permitted in key natural heritage features that are part of the Natural Heritage System or in key hydrologic features, except for: f) expansions or alterations to existing buildings and structures for agricultural uses, agriculture -related uses, or on-farm diversified uses and expansions to existing residential dwellings if it is demonstrated that: i. there is no alternative, and the expansion or alteration in the feature is minimized and, in the vegetation protection zone, is directed away from the feature to the maximum extent possible, and ii. the impact of the expansion or alteration on the feature and its functions is minimized and mitigated to the maximum extent possible" (p. 43-44). Since the Lake Simcoe Region Conservation Authority does not regulate the lands subject to the Zoning By-law Amendment, it is Planning Staff's opinion that the proposed agricultural -related industrial use is not affected by the Natural Heritage System policies of the Growth Plan. Section 4.2.6 Agricultural System of the Growth Plan has also been reviewed by Planning Staff with respect to the proposed Zoning By-law Amendment application. The Agricultural System policies of the Growth Plan protect prime agricultural areas for long- term use for agriculture and minimize and mitigate adverse impacts on the Agricultural System. The Province has mapped an Agricultural System for the Greater Golden Horseshoe which is comprised of prime agricultural areas, including specialty crop areas, and rural lands where farming and related uses are ongoing. Based on the Province of Ontario's agricultural system mapping, the subject lands are in a Prime Agricultural Area, as illustrated on Schedule 6 to this report. Section 4.2.6 Agricultural System of the Growth Plan is applicable to this application. The policies require that these areas should be protected for long-term use for agricultural. This section has been reviewed and Planning Staff is of the opinion that the proposed agricultural related industrial use is consistent with these policies in the Growth Plan in that the product being manufactured on the subject lands are directly related to farm operations in the area, support agriculture, benefit from being in close proximity to farm Development Services December 12, 2018 Report No. DS2018-120 Page 5 of 10 Page 109 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... operations, and provide direct products and/or services to farm operations as a primary activity. The Province released "Guidelines on Permitted Uses in Ontario's Prime Agricultural Areas" in 2016. The Guidelines provide the following criteria that must be met for a use to qualify as agriculture -related uses in prime agricultural areas: 1. Farm -related commercial and farm -related industrial use; 2. Shall be compatible with, and shall not hinder, surrounding agricultural operations; 3. Directly related to farm operations in the area; 4. Supports agriculture; 5. Provides direct products and/or services to farm operations as a primary activity; and, 6. Benefits from being in close proximity to farm operations. It is Planning Staff's opinion that the Zoning By-law Amendment application to permit an agriculture -related use on the subject lands is consistent with the above noted criteria on the basis of the following: • the proposed farm -related industrial use on the subject lands is directly related to the manufacturing of various sizes of high quality clamps that are used primarily for water irrigation and liquid manure systems by the farm community; • there will be no conflict between the proposed use and the surrounding agricultural operations with regards to noise, traffic, dust or water quantity or quality and will maintain the agricultural/rural character of the area; • the proposed use is directly related to the farm operations in the area; • the manufacturing of the clamps is used by farmers in the area which supports and benefits area farms; • the proposed use directly services farm operations as a primary or main activity of the business; and, • the proposed use benefits from being located near the farm operations they serve and in addition to the manufacturing of the clamps, the applicant also provides welding and repair services for farm equipment and machinery to the local farm community. County of Simcoe Official Plan The subject lands are designated "Agricultural" in the Simcoe County Official Plan, Section 3.6.6 of the County Official Plan contains policies that provide guidance for growth and development in the Agricultural designation: 3.6.1 To protect the resource of prime agricultural lands and prime agricultural areas, while recognizing the inter -relationship with natural heritage features and areas and ecological functions, by directing development that does not satisfy the Agricultural policies of this Plan to Settlements and the Strategic Settlement Employment Areas and Economic Employment Districts and directing limited uses that are more suitable to the Rural designation accordingly. Development Services December 12, 2018 Report No. DS2018-120 Page 6 of 10 Page 110 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... 3.6.2 To enable the agricultural industry to function effectively in prime agricultural areas by minimizing conflicting and competing uses while accommodating uses and facilities which support the agricultural economy in accordance with the Planning Act and the Farm Practices Protection Act and its successors. 3.6.3 To ensure the availability and sustainability of prime agricultural areas for long-term use for agriculture and support a diversified agricultural economy. 3.6.4 To promote a sustainable local food system that enhances opportunities for food, agriculture and agriculture -related businesses and/or producers to deliver products locally. 3.6.6 Permitted uses within the Agricultural designation are agricultural uses, agriculture related uses (PPS 2014), processing of agricultural products, on- farm diversified uses, natural heritage conservation and forestry, mineral aggregate operations subject to Section 4.4, and agricultural produce sales outlets generally marketing production from the local area. Given that the proposed agriculture -related use is being located on lands that has never been farmed, is not anticipated to have a negative impact on the local area, would not have any appreciable impacts on the adjacent road system, and is directly related to the manufacturing of various sizes of high quality clamps that are used primarily for water irrigation and liquid manure systems by the farm community, the proposed Zoning By- law Amendment application would conform to the County Official Plan. The County has been circulated the subject application and at the time of writing of this report, comments have yet to be received by Township Staff. However, previous correspondence from the County with respect to the proposed development application advise that the County will not provide formal comments to the Township on this application as County Staff do not have any issues with the proposed development from the County level. Township of Oro-Medonte Official Plan The subject lands are designated "Agricultural" in accordance the Schedule "A --- Land Use" of the Township's Official Plan (refer to Schedule 7). Section C1.1 of the Township OP states that the objectives of the Agricultural designation are: • to maintain and preserve the agricultural resource base of the Township; • to protect land suitable for agricultural production from development and land uses unrelated to agriculture; • to promote the agricultural industry and associated activities and enhance their capacity to contribute to the economy of the Township; and, • to preserve and promote the agricultural character of the Township and the maintenance of the open countryside. The principle use in the Agricultural designation shall be agriculture, with other permitted uses in the Agricultural designation include the following: • single detached dwellings, bed and breakfast establishments, home occupations, home industries, commercial dog kennels, forestry, resource management uses, Development Services December 12, 2018 Report No. DS2018-120 Page 7 of 10 Page 111 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... farm implement dealers, feed and fertilizer distribution facilities, storage facilities for agricultural products, greenhouses, agricultural research and training establishments, farm related tourism establishments, agriculturally -related commercial uses, commercial uses on farm properties and seasonal home grown produce stands. All existing commercial and industrial uses are also permitted. Agriculture -related use is not specifically listed as being permitted in the Agricultural designation. It is Planning Staff's opinion that the Zoning By-law Amendment application is in conformity with the Townships Official Plan, and this position is supported by the applicant's Registered Professional Planner as detailed in the Planning Justification Report that was submitted with the application, on the basis that the Agricultural designation permits a wide range of farm related commercial and industrial uses and that it also recognizes existing industrial uses. On this basis, the proposed development is considered appropriate and would conform to the objectives of the Township's Official Plan. Township of Oro-Medonte Zoning By-law 97-95 as amended The lands subject to the development applications are currently zoned "Rural Residential Two (RUR2)" in accordance with the Township's Zoning By-law No. 97-95, as amended (refer to Schedule 8). The purpose of the applicant's Zoning By-law Amendment application is to rezone the lands to "Rural Residential Exception Hold (RUR2*(H)) Zone" to permit a small scale industrial agriculture -related use in conjunction with a single detached dwelling on the subject lands along with appropriate development standards for the residential and agriculture -related use. Planning staff has reviewed the applicant's development proposal and is recommending approval of the Zoning By-law Amendment application for the following reasons: • the proposed development is consistent with the Provincial Policy Statement 2014 and conforms to the Growth Plan; • the proposed development is considered to be in keeping with the general intent and purpose of the County of Simcoe and Township Official Plans; • staff has worked closely with the applicant to address all of the technical issues identified to date and it is anticipated that any remaining issues (i.e. landscaping, servicing, lighting, parking, signage, stormwater management, etc.) will be satisfactorily addressed through the Site Plan review process; and, • the proposed development is considered appropriate as it would be compatible with the agricultural/rural character of the area. On the basis of the preceding, it is recommended that Council enact the draft Zoning By-law attached as Schedule 9 to this staff report. The by-law contains definitions of the proposed use and provisions and also includes the use of a Holding (H) provision to ensure that Site Plan Approval is in place (plans approved, security provided and agreement registered) before the "H" is removed from the zoning of the lands and a building permit issued for the proposed small scale industrial agricultural -related use. Development Services December 12, 2018 Report No. DS2018-120 Page 8 of 10 Page 112 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Site Plan Application The applicant has not yet submitted a complete Site Plan application which will serve to implement its development proposal. The applicant is in receipt of the circulation comments received to date (including those discussed in this report) and has advised staff that it is working actively to address the comments and requirements, as necessary. In this regard, staff anticipates that these comments will be addressed through the Site Plan Application review process. Financial 1 Legal Implications 1 Risk Management: Potential financial and legal implications should the decision of Council be appealed to the Local Planning Appeal Tribunal (LPAT). Policies/Legislation: • Planning Act, R.S.O. 1990, c.P.13 • Provincial Policy Statement 2014 • Growth Plan for the Greater Golden Horseshoe, 2017 • County of Simcoe Official Plan • Township of Oro-Medonte Official Plan • Township of Ora-Medonte Zoning By-law 97-95 Corporate Strategic Goals: In 2016, Council adopted the Township's Strategic Plan. The following Goals of the Plan are relevant to this application: Balanced Growth: • Ensure land use planning policies manage change and promote economic activity that does not negatively impact the Township's natural heritage features and attributes. • Encourage the protection of the Township's natural heritage features while ensuring that uses that rely on these features such as home-based businesses, recreation, and tourism are promoted and strengthened. • Adopt an "Open -for -Business" philosophy. Consultations: Notice of the application was circulated to the public and to various review agencies and Township departments in accordance with Planning Act. A public notice sign was also posted on the subject lands. As of the preparation of this report, the following comments have been received: Development Services December 12, 2018 Report No. DS2018-120 Rage 9 of 10 Page 113 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... • Development Engineering: No objections to the application. An Engineering Site Plan and Cost Estimate for works associated with modifying the existing site to a rural based mechanical business shall be required as part of a Site Plan application. The proposed changes to the site may require Driveway Entrance Permit Amendment from the Operations Department as part of Site Plan Application. • Building Services: no comments regarding the rezoning. Comments will be provided during Site Plan Approval process. • Operations Division: no objections/comments. • Enbridge Gas: no objection. • Simcoe County District School Board: no objection. Attachments: Schedule 1: Location Map Schedule 2: Aerial Map Schedule 3: Site Pian Schedule 4: Proposed Floor Plan Schedule 5: Ministry of Natural Resources and Schedule 6: Ministry of Natural Resources and Schedule 7: Official Plan - Land Use Schedule 8: Existing Zoning Schedule 9: Draft Zoning By-law Conclusion: Forestry - Natural Heritage System Forestry - Agricultural System The Zoning By-law Amendment application propose to rezone the subject lands from "Rural Residential Two (RUR2) Zone" to "Rural Residential Two Exception Hold (RUR2*(H)) Zone" to permit a small-scale industrial agriculture -related use in conjunction with a single detached dwelling on the subject lands. The proposed Zoning By-law Amendment application conforms to the Oro-Medonte and Simcoe County Official Plans, is consistent with applicable Provincial policies and Plans and is considered good planning. It is recommended that Zoning By-law Amendment Application 2018-ZBA-07 be adopted by Council and that By-law No. 2018-108 be passed by Council. Respectfully submitted: Nnd Karaiskakis, RPP Senior Planner j SMT Approval / Comments: a Development Services Report No. DS2018-120 nber 12, 2018 Page 10 of 10 Page 114 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... +yYaseyRd h 72865 MoonstIone Rd u Horseshos•Va I1cyR I. 21 OW.e Rd 16 I � ' � ,��• 11 6 Gve ays.gd •,. 4 15 54 17 i 88 172 118 242 214 321 293 Schedule 1 Location �- �«Lt�t�� fr;t, �f Subject Lands --,4 Proud Heritage, Exciting Future 0 100 200 M Fife Number. 2018-ZBA-07 N Page 115 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Schedule 2 Aerial Photo Qsubject Lands File Number: 201 B-ZBA-07 1��ufauhip of �o�� Proud Heritage, Exciting Fratere 0 20 40 m N I I l f l 1 1 1 1 1 1 Page 116 of 272 12.c) Report No. DS2018-120. Andv Karaiskakis. Senior Planner re: Zoning... Schedule 3 Applicant's Site Plan"► %c&nte, File Number 2018-ZBA-07 Prasad Heritage, Exciting Future Page 117 of 272 00 3 x E E E E E r r n m E. w 8 f� r od c ^ c o e a t0. 111""1"I� . ZA t d u ■ "moi �_°UUts' tL Gq C O O T i t v7 c 7 n �VV '^'e3� r`i '� U f1,' 1i7 L'J �V Ci eL L i pp R Ltj 7.., Q. E it Schedule 3 Applicant's Site Plan"► %c&nte, File Number 2018-ZBA-07 Prasad Heritage, Exciting Future Page 117 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re- Zoning... Schedule 4 Proposed Floor Plan File Humber 2018-ZBA-07 � I (X4,'o�i9/ff% Proud Heritafie, Exciting Future Page 118 of 272 v 0 w V) Q CN o t v 0 40 45 toe)3 0 cc C: v)57< r� I Uj / E o o C -4M cv L U O c C) m4 Q 0 Schedule 4 Proposed Floor Plan File Humber 2018-ZBA-07 � I (X4,'o�i9/ff% Proud Heritafie, Exciting Future Page 118 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Schedule 5 Ministry of Natural Resources & Forestry - Natural Heritage System Cm*Subject lands IOIiifS{tPI30f Natural Heritage System al.f. ,-+ Non -Provincially Significant Wetland �' Proud Heritnge, Exciting Futwe Woodland =; Unevaluated Wetland f a c 100 200 m File Number: 2018-ZBA-c7 N I I I I I 1„I I I I I Page 119 of 272 rN Ord NVAV Schedule 5 Ministry of Natural Resources & Forestry - Natural Heritage System Cm*Subject lands IOIiifS{tPI30f Natural Heritage System al.f. ,-+ Non -Provincially Significant Wetland �' Proud Heritnge, Exciting Futwe Woodland =; Unevaluated Wetland f a c 100 200 m File Number: 2018-ZBA-c7 N I I I I I 1„I I I I I Page 119 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... —gym Schedule 6 Z. Ministry of Natural Resources & Forestry -Agricultural System �. C"Subject Lands f IL[: Prime Agricultural Area Proud Heritage, Exritirr� Future Woodland 0 100 200 m File Number: 201B-ZBA-07 N I l t l _i I 1 1 1 1 1 Page 120 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Schedule 7 Official Plan Schedule A - Land Use ClSubject Lands Environmental Protection Two - Environmental Protection One Agricultural - _ j Secondary Plan Area File Number: 2018-ZBA-07 onws III(! Proud Heritage, Exeitinq Fioure 0 400 m N I i i I P I Page 121 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... 21d. RU�Rd e No" sk,ee-N Doley^p11 . 2 a e oId a .mai RUR2 S � R Y EP A/RU r I f� Cd 6' RUR2 !� A/RU f Schedule 8 ,// Existing Zoning 7orurtship of N #� RUR2 (Rural Residential Two) I Subject Lands Protod Heritgqe, Exdtitt� Froure L i A/RU (Agricultural/Rural) EP (Environmental Protection) 0 100 200 m File Number: 2018-ZBA-07 N I r r i I I i i r I Page 122 of 272 Schedule.c$)Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... The Corporation of the Township Of Oro-Medonte By -Law No. 2018-108 A By-law to amend the zoning provisions which apply to lands at Part of Lot 21, Concession 6, Part 1 Reference Plan 51 R-17288 (Oro) Township of Oro-Medonte 2018-ZBA-07 (Jeremy Kurtin) Whereas the Council of the Corporation of the Township of Oro-Medonte is empowered to pass By-laws to regulate the use of land pursuant to Sections 34 and 36 of the Planning Act, R.S.O. 1990, c.P.13; And Whereas Council deems it appropriate to rezo'n'e'"h"e;'`subject lands. Now Therefore the Council of the Towns hip;ofl'O"ro-Medonte"I!H6rebv enacts as follows: 1. Schedule `A10' to Zoning By-law' 97,95, as amended is hereby further dry ' 'I'iGll� amended by changing the zone symbol applyEn,'g. to the lands located in Part of Lot 21, Concession 6, Part 1 Referdnbe IPlar 51 R-17288 (Orb), Township of Oro-Medonte, from the Rural Residential II (RUR2) Zone to Rural Residential Two Exception 292 Holding (RU,132*292 - H) Zone, as shown on Schedule A attached and forming "part of thisVdaw. 2. Section 7.0 js herebv furthe 7.292 *292"' -,,Part of L (Oro), Townsfp,of O.r, 7.219211 Permitted UsE Notwithstandin'gTabIE I;ji'permitted uses in.l:,the .mended by adding':the following subsection: 21, Concession 6, Part 1 Reference Plan 51 R-17288 Aedonte (Kurtin) 1 Residential Zones and in addition to the R2'Z,one, on the lands zoned RUR2*292 the following uses are permitte a A ricult,ure-rela,t,:. „e,d use. 7.292.2 P Notwithstanding any other provision in this by-law to the contrary, the following provisions shall apply to the permitted uses identified in Section 7.292.1, a) Minimum required parking spaces for an agriculture -related use 5 b) Minimum number of loading spaces 0 c) Minimum width of a driveway leading to a parking area or a parking lot 6.0 metres (19.6 feet) d) Maximum building height for a building and/or Page 123 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... structure for an agriculture -related use e) Maximum gross floor area for an agriculture -related use f) Minimum required setback of all buildings and structures related to the agriculture -related use, including septic beds, parking areas and aisles to the existing single detached dwelling g) Minimum required interior side yard for a building and/or structure for an agriculture -related use h) Minimum required rear yard for a building and/or structure for an agriculture -related use ll'';' i) Section 5.37.1 Minimum Distance Seplaratiio;n j) The agriculture -related use shall be lnll;corifun dwelling on the subject lands. SII:I, 8.0 metres (26.2 feet) 660.0 sq.m. (7,104.4 sq.ft.) 20.0 metres (65.6 feet) 6.0 metres (20.0 feet) 8.0 metres (26.2 feet) I (MDS 1) shall not apply. ction with a single detached 3. Section 6.0 — DEFINITIONS is;her'eby further amended by adding the following new definition: i IL : i it Agriculture -related use "AGRICULTURE -RELATED USE,,- means"'I farm -related industrial uses: that'are directly area, support agriculture, benefit from being operations, and provide direct products anvil arima advit P rY;; Y , Vose farm -related commercial and elated to farm operations in the in close, proximity to farm �ai i'„'lull )r,serVides to farm operations as 4. That the Holding Pro"�sion shall be removed after the appropriate Site Plan is approlveldi[by th'e Township;"`the related; Site Plan Agreement is registered and li the Township has received the securities identified in the Site Plan j ll'IAgreemenul;1'Ei!'' 'III Milli i. u » Ill/ i �I Iia. 5. Schedule A attached to Bylaw No. 2018-108 is declared to form a part of thisilBvl-law. IM 6. 6. This By'"lalwl,shall c�lo�lrrie into effect upon the date of passage hereof, subject to the provisions„l,o,f, the Planning Act, as amended. By -Law read a First, Se'bbnd and Third Time, and Passed this 12th Day of December, 2018. The Corporation of The Township Of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 124 of 272 12.c) Report No. DS2018-120, Andy Karaiskakis, Senior Planner re: Zoning... Schedule "A" To By -Law No. 2018-108 The Corporation of the Township of Oro-Medonte 11 6 8 4 2491 a3 2 e. -4 �ya1 84 17 88 172 F 61 242 118 qp 214 321 293 449 Lands to be rezoned from Rural Residential Two (RUR2) to Rural Residential Two Exception 292 Holding (RUR2'292(H)) Zone This is Schedule "A" to By -Law 2018-108 passed the 12th day of December, 2018 Mayor Clerk H.S. Hughes K. Way Township of Oro-Medonte (Application 2018-ZBA-07) Page 125 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... T hip of Report Proud Heritage, Exciting Futxire Report No. To: Prepared By: OCS-2018-25 Council B. Robinson Meeting Date: Subject: Motion # December 12, 2018 Ontario Federation of Snowmobile Clubs — Memorandum of Roll #: R.M.S. File #: Understanding Recommendation(s): Requires ActionX❑ For Information Only t is recommended that: 1. That Report No. OCS-2018-25 be received and adopted; 2. That the Clerk bring forward a By-law to renew the Memorandum of Understanding between the Township and the Orillia District Snowmobile Club and the Sno Voyageurs for use of Township road allowances and properties for the OFSC trail network; 3. That staff report back to Council prior to renewal of the Memorandum of Understanding in 2020/2021 in regards to infrastructure renewal discussions with the Snowmobile Clubs. Background: Each year within the Township of Oro-Medonte, various portions of municipal road allowances are open to the Ontario Federation of Snowmobile Clubs (OFSC) to provide a trail network through the Township. The OFSC manages approximately 85km of snowmobile trails in Oro-Medonte on various parcels of public and private land as part of their provincial trail network. Motorized Snow Vehicle Act The Motorized Snow Vehicle Act outlines where an individual may operate a snowmobile in the province of Ontario. Within the act, it is noted that snowmobiles may travel alongside public roads, between the shoulder and fence line but may not travel on the pavement of public roads where vehicles drive. Operations and Community Services Report No. OCS 2018-25 December 12, 2018 Page 1 of 7 Page 126 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Memorandum of Understanding Every two years, the Township of Oro-Medonte and the local snowmobile clubs enter into a Memorandum of Understanding (MOU) pertaining to the OFSC using specific Township road allowances and properties as part of their trail network. These agreements expired at the end of the 2017/2018 winter season. The Orillia District Snowmobile Club and the Sno Voyageurs Club are the two local volunteer clubs responsible for maintaining the OFSC trail network in Oro-Medonte. The MOU agreement sets out specific requirements such as; • Permitted use • Insurance • Club status with the OFSC • Installation of signage • Approval to be land owners agent in regards to the Trespass to Property Act, the Motorized Snow Vehicles Act and the Occupiers Liability Act. The following are a list of municipal road allowance that are proposed to be listed within the MOU for consideration. Orillia District Snowmobile Club • Line 5 North from Bass Lake Sideroad West to Horseshoe Valley Road Westin its entirety, • Line 5 North from approximately 100 metres south of Railway Line to the top of the hill on Line 5 North, • Line North approximately 1 km north of Horseshoe Valley Road West fora distance of 1 km, • Line 6 North from Mount St. Louis Road West approximately 650 metres to the top of thehill, • Line 9 North of Bass Lake Sideroad East in its entirety to the bottom of the hill at Gold Mountain Springs (opened RoadAllowance) approximately 1.5km long, • Line 11 North from Old Barrie Road East to Bass Lake Sideroad East in its entirety, • Rail Trail from Line 5 South to Woodland Drive. New additions for 2018 • Portions of the boulevard of Bass Lake Side Road between Line 11 and Line 13 • *Medonte Hills Parkland • *Moonstone - Alpine Drive to Line 7 *Previously used Valleyview/Alpine/Line 7 and re-routed to Medonte Hills and Moonstone in 201712018. Operations and Community Services December 12, 2018 Report No. OCS 2018-25 Page 2 of 7 Page 127 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Sno Voyageurs Club • North side of Cassell Drive from CR 93 to Line 2 North, • Line 2 North from Cassell Drive to the Highway 400 Corridor, • Line 4 North from Highway 400to Ingram Road, • South side of Ingram Road from Line 4 North to Line 5 North, • Rail Trail from Line 5 South to Thunder Bridge at Ridge Road West, • Line 1 North from 1/4 way from Old Barrie Road West to 30/31 Sideroad West, • 30/31 Sideroad West for 2,000 feet, Line 1 North 2,000 feet from 30/31 Sideroad West, • Line 3 North from 3,000 feet south of Bass Lake Sideroad West to Bass Lake SideroadWest, Bass Lake Sideroad West, easterly from Line 3 North to Line 5 North to join Orillia trail, • Line 1 North, northerly from Caldwell Drive for 1,000 feet, New additions for 2018 Golf Course Road N. from 1000' north of Hwy 11 for 3000' Ramps at Hwy 11 and Line 3 South Old Barrie Road W. CR 93, 3/a way to Line 1 N (422 trail) — (County of Simcoe) Road Crossings and Bridges There are 15 direct road crossings along the Rail Trail segment of the OFSC trail running between Line 1 and Woodland Drive as well as three wooden deck bridge crossings. As a result of these heavily used crossings, snowmobile traffic has a significant impact on the Townships asphalt roadways and wooden bridge decks. While crossing, carbides and studs in the track cause significant wear, resulting in added maintenance and repair costs to the Township. As other portions of the trail network throughout the Township are outside of the travelled portion of the roadway, the damage to road infrastructure is minimal. Furthermore, given the varied uses, it would be difficult to attribute damage to a particular use such as snowmobiles. Maintenance/Infrastructure Renewal Fee In 2008, the Township implemented an annual fee of $500 to be paid by each snowmobile club to help with the cost of maintenance such as road repair and bridge deck replacement. In 2014, Council revoked this fee following a request from the snowmobile clubs. The snowmobile clubs noted that they are a volunteer organization that provide a service to the OFSC and help generate tourism which directly benefits the Township. In lieu of a fee, in kind work, such as trimming of the Rail Trail was to be completed on a volunteer basis by the clubs. Operations and Community Services December 12, 2018 Report No. OCS 2018-25 Page 3 of 7 Page 128 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Analysis: Considerationslimpl ications Stakeholder Perspectives Numerous recreational opportunities are some of the many quality of life benefits that residents in Oro-Medonte are afforded. Access to the OFSC trail network directly benefits residents who enjoy snowmobiling within the Township and provides necessary connection to neighbouring communities and province wide trail system. OFSC Trails through properties such as the County Forests provide benefits outside of winter months by providing maintained trails for other recreational pursuits. The OFSC trail network also brings tourism opportunities to the Township and provides income to many businesses within the Township during the snowmobile season. One of the objectives of the OFSC trail system is to link to tourism assets and infrastructure. Although there are many benefits to having an OFSC trail network, the OFSC trail network may also impact residents in a negative way. Noise, safety concerns and improper operation within the Motorized Snow Vehicle Act are items of concern for many. Additional concerns relate to the inherent conflict of motorized vs. non -motorized recreational use on public lands. The Township receives several complaints from residents each year regarding operation of snowmobiles. The Township maintains open dialogue with the snowmobile clubs and the Ontario Provincial Police to resolve complaints within their trail network, but cannot place blame on the snowmobile club for complaints that occur outside of the trail network. While the Township can control which public properties can be used for the OFSC trail network, permission to use Municipal roadways is permitted under the Motorized Snow Vehicles Act unless otherwise prohibited by Municipal Bylaw. The road segments used for the trails network under the agreement are articulated primarily for route identification and risk management but do on occasion change when routes require alteration to address changes in land use permissions and other factors necessitating an amendment. The trail linkage through the village of Moonstone, along Moonstone Road has recently raised conflicts with pedestrians, notably the walkway to the Moonstone School. As this is a County Road with the walkway maintained by the Township, the County has authority to regulate this section. The Township is currently working with the Orillia District Snowmobile Club and the County to address these concerns. Given these varied perspectives, the Township attempts to facilitate the trail network seeking to maximize benefits while minimizing unwanted impacts to the community, Operations and Community Services Report No. OCS 2018-25 December 12, 2018 Page 4 of 7 Page 129 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Infrastructure Perspectives With continued use of Township roadways and the Rail Trail, damage to Township infrastructure is inevitable. With no revenue being generated by the Township in return for the use of municipal roads and infrastructure for the OFSC trail network, the Township is responsible for costs it would not normally be subjected to. Repair costs for one road crossing along the Rail Trail are in the order of $3,000-$5,000 per crossing. Typical repairs include: mobilization of equipment, traffic control, removal of asphalt, grading of granular material and placement of asphalt. A repaired crossing will have approximately 10-12 years before it will require replacement or maintenance. In contrast, a typical road segment without a crossing would have double the lifecycle. A bridge deck would have similar cost and lifecycle implication. A 10-12 year lifecycle is based on a successful snowmobiling season in which the trail network would see significant use. Low use seasons, such as 2017-2018 in which trail networks were open for two to three weeks, would see minimal impact on Township infrastructure. Following the decision in 2014 to revoke the annual fee paid by the clubs, the Township did benefit from the club undertaking brushing along the Rail Trail. However, the Township has not seen any additional benefit to quantify where this has contributed to cost reduction. Like many organizations the clubs continue to face challenges with volunteers, insurance and increasing costs. OFSC The Orillia District Snowmobile Club and the Sno Voyageurs Club rely on community volunteers to maintain approximately 85km of snowmobile trails throughout the Township. The OFSC generates revenue through the sale of OFSC trail permits which fund the club's operation (marketing, insurance, capital requirements and special projects). The OFSC and local clubs do provide community recreational and tourism benefits. The OFSC sees these benefits as being greater than the costs associated with the premature repair and maintenance requirements to municipal infrastructure. Moreover, the OFSC would be concerned of regional and provincial implications should the Township re -instate an "infrastructural renewal fee". User pay principles An "infrastructure renewal" fee would follow the premise that the users or contributors to a required expense pay their proportional share and that these costs not be borne by the general tax levy. An alternative to a fee would be an "in kind" contribution that would result in a decreased maintenance requirement and cost incurred by the Township, for example: Rail Trail brushing. Operations and Community Services Report No. OCS 2018-25 December 12, 2018 Page 5 of 7 Page 130 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Risk Management The OFSC maintains a comprehensive liability insurance policy in the amount of $15 million, which is extended to the Township through the MOU. This also extends for Occupiers Liability. The Ontario Provincial Police enforce provincial regulations including the Motorized Snow Vehicles Act and work collaboratively with the OFSC in education and enforcement. Recommendation Given the timeline associated with the renewal, it is recommended that the MOU documents be renewed for the 2018/2019 winter season and that staff work with the clubs to review an "infrastructural renewal" fee or targeted maintenance agreement which will directly benefit the Township for consideration in a renewed agreement for 2020/2021. In addition, staff will continue to work with the Orillia District Snowmobile Club and County of Simcoe to address concerns and conflict associated with the pedestrian route in the village of Moonstone. Corporate Strategic Goals: • Continuous Improvement and Fiscal Responsibility • Enhanced Communication and Customer Service • Inclusive, Healthy Community Consultations • Director, Operations and Community Services • Manager, Operations • The Orillia District Snowmobile Club • Sno Voyageurs Club Attachments: Attachment #1 — Memorandum of Understanding and communication from the Orillia District Snowmobile Club. Attachment #2 — Memorandum of Understanding and communication from the Sno Voyageurs. Operations and Community Services Report No. OCS 2018-25 December 12, 2018 Page 6 of 7 Page 131 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Conclusion: In order to effectively connect an OFSC trail network within the Township of Oro- Medonte, the Orillia District Snowmobile Club and Sno Voyageurs Club must use various sections of Township road allowance. A renewed MOU agreement and By-law amendment will protect both the interest of the Township and the community, while providing the OFSC with a trail network system that provides recreational opportunities to residents of the Township and others who snowmobile. In considering future agreements, Staff will consult with the snowmobile clubs regarding appropriate measures to address infrastructure renewal costs or compensation measures. Should any conflict arise as a result of this agreement, staff will continue to work collaboratively with stakeholders to bring forward appropriate resolution. Respectfully Sub fitted: Brad Robinson, C.Tech Coordinator, Infrastructure and Capital Projects I 1 Comments: C.A.O. Approval 1 Comments: Operations and Community Services Report No. OCS 2018-25 December 12, 2018 Page 7of7 Page 132 of 272 12.d) Report No. OCS2018-25, Brad Robinson, InfrastrAdAgq)ArrW C ita... MEMORANDUM OF UNDERSTANDING PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRESS IIARD AND PRINT OR TYPE) On this . day of October: year 20 �.8 T, the undersigned, owner/occupier of etre premises that is 1. The local snowmobile club shall at all times remain a member in good standing of dee OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be itm7.tediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coveracte is confirmed to the undersigned owner=occupier by signinb this memorandum of understanding on the condition no fee has been charged by the owner;occupicr for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. The designated premises shall be s€ceiched on a separate sheet of paper or shown on an attached Wrap and a copy of each both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner'occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and CIo51ng, upgrading and maintaining the trail when there is no snow cover. 5. The local snowniobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted suo,xmobiles and their riders in reasonably good condition for snowntobiling purposes only; and undertake to post appropriate si�onage: remove on Out annual basis anv litter caused by valid permitted snd exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shal[ give the other sixty (60) days prior written notice to the address below= of any changes to, or cancellation of this agreement. ` 7. The local Snowmobile Club, its Trail Patrol i'lembers and Executive are hereby authorized to be the undersigned Mner/occupier's agents) to super"ise and enforce the uses defined hereunder with respect to the designated prcmises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, cN144; and the Occupiers .Liability Act R.S.O. 1990, e.0-2 as amended. S. The landowner/occupier and [lie local snowmobile club tnutual[y confirm that the landowner/occupier, by signing this NIOU is not requesting nor ;ranting permission for a registered easement over the designated premises. .0CAL&NOWN10BILE CLUB CONTACT ITRSO\ NAME & PHONE: OFSC DISTRIK7 OFFICE CON'TACT\AA1E S PRONE Rob Lrive President ICevin Na en E?lstrtct 8 Ningr, .9 r Club # (705) 55$ 11247 ,Dell (705) 238 1347 " f our local sncttawablle ch7b is committed to snjegvarding your pemorral h7formadon prot-ided w7 this form onel may only be used by the chrbs to proviele guidelines and pr oceeka-es "cele" rohich the Club and Lanclowier operate " Preparad by: Ontario Federation of Snowmobile Clubs: 0312096 Page 133 of 272 Unkind2 Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P Trails � Orillia District Snowmobile Club Jd op, s trict 5noWm Oct 23, 2018, updated Dec 4, 2018 Mayor Hughes and Council Township of Oro-Medonte 148 Line 7 south, Ontario LOL 2EO To Mayor and Council, The Orillia District Snowmobile Club would like to formally request to renew its 2 year agreement for use of the trails within the borders of the Oro-Medonte Twp. The agreement will remain mostly unchanged from 2014 and 2016 which has been signed previously by council. 2 additional requests have been added: Dec 2018 We request permission to use: 1: The Rail Trail from Line 5 to Woodland Dr 2: Line 5 North from Bass Lake Side Rd to Horseshoe Valley Rd 3: Line 5 North approx 100 meters south of the Railway Line to the top of the hill in Line 5 4: Line 5 approx Ilrn north of Horseshoe Valley Rd for 1km 6: Line 1 1 North from Old Barrie Rd to Bass Lake Side Rd 7: Line 9 North of Bass Lake Side Rd to the bottom of the hill at Gold Mountain Springs, approx 1.5km 8: Line 6 North from Mount St. Louis Rd, approx 650 meters to the top of the hill 9: Moonstone, Apline Dr to Line 7 10: Portions of the side of Bass Lake Sd Rd between Line 1 1 and Line 13 Enclosed you will find a Memorandum of Understanding with the Federation of Snowmobile Clubs for you to sign. A certificate of insurance naming the township as insured will follow as a separate document once the policy is in effect. In an effort to show appreciation to the township for the use of the trails, the club will endeavor to maintain and brush the trails along the specified routes. This may be done in steps of approx 2 concessions per year in a rotating schedule. If you have any questions or concerns, please feel free to contact us at any time. Thanks very much, ROB LOVE President Orillia District Snowmobile Club Box 582 Orillia, ON L3V 6K5 www.sledorillia.com Club # (705) 558-1247 P.O. Box 582, Orillia, L3V 6K5 wvviv. sledo rill ia. com P (705) 558-1247 Page 134 of 272 Linkin j 2. Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P �Tralils'� Orillia District Snowmobile Club aOstriet 5novJ00 ODSC Snowmobile Trail 2014/2015/2016/2017/2018 P.O. Box 582, Orillia, L3V 6K5 P (705)551Y, of 272 Linkin62.Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P owP�f Trails � Orillia District Snowmobile Club a District S n ow00 �e Moonstone trail update for 2018 P.O. Box 582, Orillia, L3V 6K5 �� i�u.slecMr�llia.enr�t, P (705) 558-1247 Page 136 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infras ture�ameLC.Rp�tar-1:'0. MEMORANDUM OF UNDERSTANDING PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRESS HARD AND PRINT OR TYPE) On this 03 day of N ovember year 2018 I, the undersigned, owner/occupier of the premises that is lot # see map or other concession # see map the Township of Oro-Medonte County/District/Region of SimCoe do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. I The designated premises shall be sketched an a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowtnobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner/occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, c.M44; and the Occupiers Liability Act R.S.O. 1990, c.0-2 as amended. S. The landowner/occupier and the local snowmobile club mutually confirm that the landowner/occupier, by signing this MOU is not requesting nor granting permission for a registered easement over the designated premises. LANDOWNER/OCCUPIER LOCAL SNOW11 OR11.F. CT.lIR NAME Oro Medonte Township NAME Sno Voyageur Club ADDRESS ADDRESS 148 Line 7 South, Oro, On. LOL 2EO P.O.Box 20172 Barrie, On. L4M 6E9 PHONE PHONE 705-722-6273 SIGNATURE SIGNATURE LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OFSC DISTRICT OFFICE CONTACT NAME & PHONE Roy Maddox Kevin Hagen 705-722-6273 705-534-0097 "Your local snowmobile chub is committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate" Prepared by: Ontario Federation of Snowmobile Clubs: 03/2016 Page 137 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... Sno Voyageurs Club Box 20172 Barrie ON A6El "1 UM 6E9 EIC' November 05, 2018 Township of Oro-Medonte Attn: Shawn Binns, Director of Recreation and Community Services 148 Line 7 South Oro-Medonte On. LOL 2X0 Dear Mr. Binns: Sno Voyageurs Club is a snowmobile club that has been operating in the local area for over 45 years and would like to continue the tradition of offering snowmobile trails for the benefit of riders and surrounding communities. In this regard, we request use of the specified trail routes: North side of Cassell Dr from Cty Rd 93 to Line 2 N (B trail) Line 2 N from Cassell Dr to the Hwy 400 corridor (B Trail) Line 4 N from Hwy 400 to Ingram Rd. (B trail) South side of Ingram Rd from Line 4 N to Line 5 N (B trail at 201) Rail trail from Line 5 S to Thunderbridge at Ridge Rd. (61128 & 413) Old Barrie Rd W from Cty Rd 93 3/4 way to 1 Line N (422 trail) 1 Line N from % way from Old Barrie Rd W to Sideroad 30&31 W. (422 trail) 30&31 Sideroad west for 2000' (422 trail) 1 Line N 2000' from 30&31 sideroad (422 trail) 3 Line N from 3000' south of Bass Lake Rd to Bass Lake Rd (422 trail) Bass Lake Rd east from 3 Line N to 5 Line N to join Orillia trail (422 trail) 1 line N from North of Caldwell Dr. for 1000' (1311213) Golf Course Rd. N from 1000' north of Hwy 11 for 3000' (611213) Ramps at Hwy 11 and 3 line 5 (B112B) Should you have any questions or concerns, please do not hesitate to contact myself at 705-722-6273. Thank you in advance, for your continued support of local snowmobiling. Yours truly, Roy Maddox Sno Voyageurs Snowmobile Club Page 138 of 272 12.d) Report No. OCS201872�; B cture and Capital P... Page 139 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... LM .1 � l 1 Page 140 of 272 12.d) Report No. OCS2018-25, Brad Robinson, Infrastructure and Capital P... i A4 1000/ k e-12 Al -0 -I Bd.Fri(! Page 141 of 272 rum 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... 'Township �f Report Proud heritage, Exciting Future Report No. CS2018-24 To: Council Prepared By: Janette Teeter Meeting Date: December 12, 2018 Subject: Closed Meeting Investigator Appointment for 2019 Motion # Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended that: 1. Report CS2018-24 be received and adopted. 2. That the Township of Oro-Medonte continues to participate in the agreement between The Corporation of the County of Simcoe and LAS for closed meeting investigation services, and that Council authorizes the extension of the agreement for a term of one year. 3. That the County of Simcoe be advised of Council's decision under the Clerk's signature. Background: Section 239.1 of the Municipal Act, 2001, as amended, provides: Investigation 239.1 A person may request that an investigation of whether a municipality or local board has complied with section 239 or a procedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public be undertaken, (a) by an investigator referred to in subsection 239.2 (1); or (b) by the Ombudsman appointed under the Ombudsman Act, if the municipality has not appointed an investigator referred to in subsection 239.2 (1). From 2008 to 2016, The Township of Oro-Medonte participated in the joint service contract via the County of Simcoe and the appointment of JGM Consulting for the provision of closed meeting investigator services. Corporate Services December 12, 2018 Report No. CS2018-24 Page 1 of 3 Page 142 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... From 2017 to 2018, The Township of Oro-Medonte participated in the joint service contract via the County of Simcoe and the appointment of Local Authority Services (LAS) for closed meeting investigation services. The current 2 year Agreement with LAS for the provision of a Closed Meeting Investigator expires on December 31, 2018. The agreement provided for a renewal subject to acceptable performance determined by the Municipality. Analysis: There have been no closed meeting investigations for the 2014-2018 Council term. Staff at the County of Simcoe have indicated they have received positive responses from all of the Clerks involved regarding the one year extension for the Closed Meeting Investigator. In addition, LAS indicated they will be conducting a review of the LAS Closed Meeting Investigator program, and that a one year renewal would be acceptable. Staff recommend that the existing agreement be extended for one year with an expiration of December 31, 2019. This renewal will allow the new term of Council time to become familiar with the closed meeting process prior to considering the various options available. Financial / Legal Implications / Risk Management: The County pays the retainer for all participating municipalities. In the event the Township is subject to a closed meeting investigation, in accordance with the Act, any costs related to an actual investigation would be borne by the Township of Oro-Medonte. Policies/Legislation: Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 239.1 and 239.2. Corporate Services December 12, 2018 Report No. CS2018-24 Page 2 of 3 Page 143 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... I Corporate Strategic Goals: Continuous Improvement and Fiscal Responsibility. Consultations: County of Simcoe. Attachments: County of Simcoe, Committee of the Whole report dated September 25, 2018 re: Joint Closed Meeting Investigator —Agreement Renewal. Conclusion: It is recommended that the Township of Oro-Medonte continue to participate in the agreement between The Corporation of the County of Simcoe and LAS for closed meeting investigation services for 2019 with a term to expire December 31, 2019. Respectfully submitted: Ja tte Teeter De uty Clerk SMT Approval / Comments: C.A.O. Approval / Comments: Corporate Services December 12, 2018 Report No. CS2018-24 Page 3 of 3 Page 144 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... CN S> MCOE A rp M•i •~C To: Committee of the Whole Agenda Section: Performance Management Division: CAO, Clerk's and Communications Department: Clerk's Item Number: CCW - 2018-485 Meeting Date: September 25, 2018 Subject: Joint Closed Meeting Investigator - Agreement Renewal Recommendation That Item CCW 2018-485 dated September 25, 2018, regarding the Joint Closed Meeting Investigator Agreement renewal, be received; and That a one year renewal with Local Authority Services (LAS) for Closed Meeting Investigator Services Agreement, as generally outlined in Item CCW 2018-485, be approved. Executive Summary The current two year agreement with Local Authority Services (LAS) for Closed Meeting Investigator services will expire on December 31, 2018. The agreement provides for a renewal subject to acceptable performance determined by the Municipality. Staff recommend that the existing agreement be extended for one year with an expiration of December 31, 2019. This renewal will allow the new Council time to become familiar with the closed meeting process prior to considering the various options available. There have been no closed meeting investigations for the council term 2014-2018. Background/Analysis/Options Section 239.2 of the Municipal Act (the Act) authorizes the municipality to appoint an investigator who has the function to investigate in an independent manner whether the municipality has complied with section 239 of the Act, or a procedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public and report to Council on the investigation. In August 2016, Council directed that a closed meeting investigator be appointed via a County procurement process. Local Authority Services (LAS) was appointed as the Closed Meeting Investigator for the County of Simcoe along with the following participating municipalities: Page 145 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... September 25, 2018 Committee of the Whole - CCW 2018-485 Page 2 • Town of Bradford West Gwillimbury • Town of Collingwood • Town of Innisfil • Town of New Tecumseth • Town of Wasaga Beach • Township of Clearview • Township of Essa • Township of Oro Medonte • Township of Ramara • Township of Severn • Township of Tay As of the date of this report, staff were awaiting confirmation from the Township of Adjala- Tosorontio. There have been no closed meeting investigations of the Council of the County of Simcoe for the council term 2014-2018. The term of the related agreement was January 1, 2017 - December 31, 2018. The agreement provided a renewal option for a subsequent term subject to acceptable performance determined by the municipality. The participating lower tier municipalities were contacted to determine if they would be interested in extending the agreement for an additional year. This would provide the new Council with an opportunity to become familiar with the Closed meeting process prior to considering whether they wish to continue with a Joint Closed Meeting Investigator. Of those responding, there were no concerns expressed regarding the services of LAS and the Clerks from the participating lower tier municipalities were in favour of recommending a one year renewal. The necessary staff reports recommending same will be prepared for their respective councils. In addition, LAS indicated they will be conducting a review of the LAS Closed Meeting Investigator program, and that a one year renewal would be acceptable. Further to the above, Staff recommends the renewal of the Joint Closed Meeting Investigator agreement with LAS for an additional year with a term to expire December 31, 2019. Financial and Resource Implications Under the existing agreement the County is responsible for the annual retainer fee of $330 per municipality. Based on the current number of participating municipalities that cost would be $4,290 plus applicable taxes. In addition the hourly rate for an investigation is $225 plus applicable taxes with an average of 10 hours required for an investigation. The cost related to an investigation would be covered by the respective municipality. The existing fee structure will remain unchanged during the one year renewal period. Relationship to Corporate Strategic Plan • Responsive and Effective Governance Page 146 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... September 25, 2018 Committee of the Whole - CCW 2018-485 Page 3 Reference Documents • CCW -16-292 (August 9, 2016) Ombudsman — Closed Meeting Investigations • CCW -16-385 (November 8, 2016) Appointment of Local Authority Services (LAS) as a Closed Meeting Investigator — Municipal Act Section 239 Attachments Schedule 1 — By-law 6601 being a by-law to execute an Agreement with LAS regarding the provision of closed meeting investigator services Prepared By Andrea D. Fay, Deputy Clerk Approvals Date John Daly, County Clerk September 12, 2018 Trevor Wilcox, General Manager, Corporate Performance September 17, 2018 Mark Aitken, Chief Administrative Officer September 17, 2018 Page 147 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 1 BY-LAW NO. 6601 OF THE CORPORATION OF THE COUNTY OF SIMCOE A By-law to authorize the Warden and County Clerk to execute an Agreement with Local Authority Services (LAS) for the provision of closed meeting investigator services. WHEREAS the Municipal Act, 2001, provides that the powers of a municipal corporation are to be exercised by its Council; AND WHEREAS the Municipal Act, 2001, authorizes municipalities to appoint an investigator who has the function to investigate, in an independent manner, any complaints as to whether a municipality or local board has compiled with Section 239 of the Municipal Act, 2001, S.O.2001, or their municipal Procedure By-law in respect of a meeting or part of a meeting that was closed to the public; AND WHEREAS by the adoption of Recommendation CCW -359-16 of Council Committee of the Whole, County Council deems it expedient to appoint Local Authority Services (LAS) to provide closed meeting investigator services to the Corporation of the County of Simcoe. NOW THEREFORE the Council of the Corporation of the County of Simcoe enacts as follows: 1. THAT authority is hereby granted to the Warden and County Clerk to execute the agreement with Local Authority Services (LAS), substantively in the form attached hereto as Schedule 1. 2. THAT Schedule 1 attached hereto, being the contract, as to form and content, forms part of this By-law. 3. THAT all actions taken and required to be taken by the Warden and County Clerk on behalf of the Corporation of the County of Simcoe to complete this matter including the execution of the Agreement and any other associated documentation are hereby authorized, confirmed and ratified. 4. THAT By-law No. 6515 is hereby repealed. 5. THAT this By-law shall come into force and take effect January 1, 2017. By-law enacted this 22nd day of November, 2016, ounty Clerk,unty.of Simcoe Page 148 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... 5hedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 2 Schedule 1 to By-law No. 8601 INVESTIGATOR SERVICES AGREEMENT This Agreement made this day of 12016 BETWEEN The Corporation of. the County of Simcoe (the "Municipality") -and- Local Authority Services ("LAS") (each a "Party" and together the "Parties") RECITALS Page 1 WHEREAS effective January 1, 2008, Section 239.1 of the Municipal Act, 2001, as amended (the "Act"), will permit a person to request an investigation of whether a municipality or local board has complied with Section 239 of the Act and/or a procedure by-law enacted pursuant to Subsection 238 (2) of the Act in respect of a meeting or part of a meeting that was closed to the public; AND WHEREAS the investigation of the relevant municipality or local board must be undertaken by an Investigator appointed by the municipality pursuant to Sections 9, 10, 11, and 239.2 of the Act or by an Ombudsman appointed pursuant to the Ombudsman Act if the municipality has not appointed an Investigator under the Act; AND WHEREAS the Municipality deems it desirable that all requests for an investigation be undertaken in the public interest by an appointed independent and impartial investigator (the "Investigator"); AND WHEREAS the Municipality deems it desirable to appoint LAS as the investigator to investigate all requests received by the Municipality after the date of this agreement pursuant to the Act, respecting any meeting of the Municipality's council, a local board, or a committee of either of them; Page 149 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 3 Schedule 1 to By-law No. 6601 Page 2 AND WHEREAS LAS is dedicated to providing services to Ontario municipalities, and is interested in acting as the Investigator for the Municipality on the terms and conditions set out in this Agreement; NOW THEREFORE in consideration of the mutual covenants and agreements contained herein, the Parties agree as follows; Appointment 1. Pursuant to the Act, the municipalities listed in Schedule B attached hereto are a Party to this agreement and hereby appoints LAS to provide the Investigator Services in accordance with the Act, for all requests for an investigation of the Council and Committees of the Municipality and, the Local Boards, and/or their Committees. For the purposes of this Agreement, "committee" and "local board" shall have the meaning as defined in Section 238 of the Act. 2. Within thirty (30) days of the execution of this Agreement, the Municipality hereby agrees to provide to LAS or its delegate a list of all of the Local Boards and Committees to whom this Agreement applies. The Municipality further agrees to give notice in writing of this Agreement and the appointing by-law to each of the Local Boards and/or Committees affected by this Agreement Powers 3. The Municipality hereby grants to LAS those powers and duties outlined in Section 239.2 of the Act, or including any amendments thereto, and as set out in Schedule "A" to this Agreement. 4_ LAS agrees to undertake timely, impartial, and independent investigations and they shall be confidential as required by Section 239.2(5)(b) of the Act. 5. The Parties agree not to disclose any confidential information related to the Services to any party (other than a Party's legal counsel, accountants or other advisors who have a need to know such information and have agreed to keep such terms confidential) except information as agreed to by the parties or to comply with any applicable law. Either Party shall be entitled to all remedies available at law or in equity to enforce or seek relief in connection with this confidentiality obligation. Delegation 6. The Parties acknowledge and agree that LAS, pursuant to Section 239.2(6) of the Act, may delegate all of its powers and duties as Investigator to a third party (the "Delegate"). Any and all rights and obligations of LAS under this Agreement Page 150 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... 5hedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 4 Schedule 1 to By -lav! No. 6661 Page 3 shall also be assigned to the Delegate accordingly. LAS agrees to promptly notify the Municipality of the name of the Delegate. Each Party to this Agreement agrees to indemnify and save harmless the other (hereinafter referred to as the "Innocent Party") from and against all liabilities, losses, suits, claims, demands, damages, expenses, costs (including all legal costs), fines and actions of any kind or nature whatsoever or which may be incurred, sustained or paid by the Innocent Party in consequence of the defaulting Party's (or their Delegate's) wilful misconduct, negligence, bad faith, non- performance or breach of any of the terms, conditions, representations, warranties, covenants or any provision under this agreement, provided that the Innocent Party shall give prompt written notice of any such liabilities, losses, suits, claims, demands, damages, expenses, costs (including all legal costs), fines and actions of any kind or nature, to the defaulting Party. Nothing in this Agreement shall be interpreted as conferring liability on an Innocent Party for the wilful misconduct, gross negligence, or bad faith of the defaulting Party or their Delegate. Process Upon receipt of a request for an investigation regarding the Meeting, it is agreed that the Clerk of the Municipality shall forthwith forward the following documents to LAS or the Delegate, as appropriate: 1) The original request for an investigation; 2) A certified copy of the municipal procedure by-law and, if applicable, the procedure by-Iaw for the Local Board; 3) A certified copy of the municipal notice by-law and, if applicable, the notice by-law for the Local Board; 4) A certified copy of the agenda with all relevant attachments relating to the Meeting; S) A certified copy of the notice given for the Meeting; 6) A certified copy of the minutes of the Meeting; 7) A contact list for all members of the Council, Local Board or Committee for which the request is made and for all persons present at the Meeting; 8) Such other information or documentation that the CIerk of the Municipality deems relevant; and 9) Such other information or documentation that LAS or the Delegate may from time to time deem relevant to the investigation. Fees 9. The Municipality agrees to pay fees and expenses of LAS or the Delegate for the Services (the "Fees"): 1) A retainer fee of three -hundred and thirty ($330) per year for the term, per municipality party to this agreement, plus applicable taxes, payable upon execution of this Agreement by the County of Simcoe; Page 151 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 5 Schedule 1 to By-law No. 6601 page 4 2) An hourly investigation fee of Two Hundred Twenty Five Dollars ($225.00) plus all applicable taxes; 3) All legal fees incurred by LAS or the Delegate arising out of a claim made by a third -party regarding this Agreement; and 10. The investigation fee shall be billed to the appropriate municipality receiving the investigation services by LAS or its Delegate, as appropriate. 11. The retainer fee shall be billed by LAS to the County of Simcoe. 12. Any investigation fee submitted by LAS or the Delegate shall be deemed to be a debt owed to both LAS and the Delegate until paid in full by the Municipality receiving the investigation services. Additional Services Provided by LAS or the Delegate 13. LAS agrees to maintain, or cause the Delegate to maintain, a website to which the Municipality shall have access during the Term. The website will include the following features: a. Information and updates on closed meeting procedures; b. The panel of personnel hired by LAS or the Delegate to fulfill the Services, including experience; and c. Access to all reports made by LAS or the Delegate. 14. Upon execution of this Agreement by the Parties, LAS agrees to provide the Municipality with an information package including but not limited to: an appointing by-law, educational materials, etc. Term 15. The term of this Agreement shall be two years commencing on the first day of January 2017 and ending on December 31, 2018 (the "Term"). 16. Subject to agreement of the parties, this agreement may be renewed for a subsequent tenn(s), subject to acceptable performance determined by the Municipality. Renewal 17. LAS agrees to invoice the Municipality for the retainer fee related to the renewal period prior to the commencement of the renewal term. Termination 18. This Agreement may be terminated by either Parry or municiplaities on ninety (90) days written notice to the other Parry or municiplaities provided that any Page 152 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Sheduie 1 Joint Closed Meeting Investigator Agreement Renewal Page 6 Schedule 1 to By-law No. 6609 Page 5 investigations commenced prior to the termination date shall be completed pursuant to this Agreement and the appointing by-law, and all related Fees shall be paid as set out herein. Dispute Resolution 19. Any controversy, dispute, difference, question or claim arising between the Parties in connection with this Agreement that cannot be resolved by a manager from each Party (collectively, the "Dispute") shall be settled in accordance with this Article. 20. The aggrieved Party or municiplaities shall send the other Party written notice identifying the Dispute, its position on the Dispute and the remedy sought. Upon receipt of such written notice, a senior officer of the other Party shall enter into good faith negotiations with a senior officer of the aggrieved Party to resolve the Dispute. 21. If the Dispute has not been resolved within thirty (30) days after such written notice has been given, either Parry may avail itself of any mediation or arbitration process or means legally available to resolve the Dispute. Miscellaneous 22. All provisions herein shall enure to the benefit of and be binding upon the Parties and their respective successors and permitted assigns. 23. Any provision of this Agreement that is prohibited or unenforceable in any jurisdiction shall not invalidate the remaining provisions hereof and any such prohibition or unenforceability in any jurisdiction shall not invalidate or render unenforceable such provision in any other jurisdiction. In respect of any provision so detennined to be unenforceable or invalid, the Parties agree to negotiate in good faith to replace the unenforceable or invalid provision with a new provision that is enforceable and valid in order to give effect to the business intent of the original provision to the extent permitted by law and in accordance with the intent of this Agreement. 24. This Agreement and RFQ 2016-124, including any Schedule attached hereto, constitutes the entire Agreement between the Parties with respect to the subject matter hereof and cancels and supersedes any prior agreements, undertakings, declarations, commitments, representations, written or oral, in respect thereof This Agreement shall be read with all changes of gender or number required by the context. Page 153 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... 5hedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 7 Schedule 3 to lay -law No. 6601 Page 6 24.1 In the event of a conflict between these contract documents the following order or precedence shall apply: • Agreement; • RFQ 2016-124; • LAS submission; 25. No modification of or amendment to this Agreement shall be valid or binding unless set forth in writing and duly executed by each of the Parties and no waiver of any breach of any term or provision of this Agreement shall be effective or binding unless made in writing and signed by the Party purporting to give the same and, unless otherwise provided, shall be limited to the specific breach waived. 26. Each of the Municipality and LAS shall from time to time execute any and all documents and perform such other acts as may be necessary or expedient to further the purposes of this Agreement and the transactions contemplated hereby. 27. Time shall be of the essence of this Agreement. 28. The Municipality and LAS are not and shall not be deemed to be partners or joint venturers with one another and nothing herein shall be construed so as to impose any liability as such on any of them. The Municipality agrees that LAS shall perform its obligations under this Agreement as an independent contractor, and shall not be deemed to be a trustee for any person, whether or not a party to this Agreement, in connection with the discharge by LAS of such obligations. 29. This Agreement shall be governed by and interpreted in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable herein. 30. All notices which may be necessary or proper for either Party to serve upon the other shall be served by delivery to the Party to whom the notice is to be given or sent postage pre -paid to the following addresses or by facsimile transmission to the facsimile number set out below.: To the County of Simeoe: Administration Centre, 1110 Highway 26 Midhurst, ON L9X 1 N6 Facsimile Number: (705) 725-1285 To LAS: 200 University Avenue, Suite 801 Toronto, Ontario MSH 3 C6 Facsimile Number: (416) 971-6191 Page 154 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 7 Joint Closed Meeting Investigator Agreement Renewal Page 8 Schedule 7 to By-law No. 5607 Page 7 All such notices shall be conclusively deemed to have been given and received upon the day the same is personally delivered or, if mailed or sent by facsimile as aforesaid, three (3) business days after the same is mailed as aforesaid. Either Party may at any time by notice in writing to the other change its address for service of notice. 31. This Agreement may be executed in several counterparts, each of which so executed being deemed to be an original, and such counterparts together shall constitute but one and the same instrument and notwithstanding their date of execution shall be deemed to be made and dated as of the date hereof. [REST OF PAGE INTENTIONALLY LEFT BLANK] Page 155 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 9 Schedule 1 to 8y -law No. 68011 Page 8 On behalf of the county municipalities listed in Schedule B attached hereto, County of Simcoe and LAS have respectively executed and delivered this Agreement as of the date first set out above. County of Simcoe Warden Cleric I have authority to bind the corporation Local Authority Services Judy DezeIl Director AMO Enterprise Centre, Business Partnerships and LAS I have authority to bind the corporation Page 156 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 10 Schedule 1 to By-law No. 8601 Page 9 SCHEDULE "A" The following are the relevant statutory authorities enacted at the time of execution of this Agreement: The Municipal Act, 2001, as amended Investigator 239.2 1 Without limiting sections 9, 10 and 11, those sections authorize the municipality to appoint an investigator who has the function to investigate in an independent manner, on a complaint made to him or her by any person, whether the municipality or a local board has complied with section 239 or a procedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public, and to report on the investigation. 2006, c. 32, Sched. A, s_ 104. Powers and duties Q Subject to this section, in carrying out his or her functions under subsection (1), the investigator may exercise such powers and shall perform such duties as may be assigned to him or her by the municipality. 2006, c. 32, Sched. A, s. 104. Matters to which municipality is to have regard M In appointing an investigator and in assigning powers and duties to him or her, the municipality shall have regard to, among other matters, the importance of the matters listed in subsection (5). 2006, c. 32, Sched. A, s. 104. Same, investigator W In carrying out his or her functions under subsection (1), the investigator shall have regard to, among other matters, the importance of the matters listed in subsection (5). 2006, c_ 32, Sched. A, s. 104. Same �5) The matters referred to in subsections (3) and (4) are, (a) the investigator's independence and impartiality; (b) confidentiality with respect to the investigator's activities; and (c) the credibility of the investigator's investigative process. 2006, c. 32, Sched. A, s. 104. Delegation ffi An investigator may delegate in writing to any person, other than a member of council, any of the investigator's powers and duties under this Part. 2006, c. 32, Sched. A, s. 104. Same (7) An investigator may continue to exercise the delegated powers and duties, despite the delegation. 2006, c. 32, Sched. A, s. 104. Page 157 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 11 Schedule 1 to By-law No. 6601 Page 10 Status M An investigator is not required to be a municipal employee. 2006, c. 32, Sched. A, s. 104. Application M Subsection 223.13 (6) and sections 223.14 to 223.18 apply with necessary modifications with respect to the exercise of functions described in this section. 2006, e. 32, Sched. A, s. 104. Report and recommendations 10lf, after making an investigation, the investigator is of the opinion that the meeting or part of the meeting that was the subject -matter of the investigation appears to have been closed to the public contrary to section 239 or to a procedure by-law under subsection 238 (2), the investigator shall report his or her opinion and the reasons for it to the municipality or local board, as the case may be, and may make such recommendations as he or she thinks fit. 2006, c. 32, Sched. A, s. 104. Publication of reports 11 The municipality or local board shall ensure that reports received under subsection (10) by the municipality or local board, as the case may be, are made available to the public. 2006, c. 32, Sched. A, s. 104. Ombudsman 223.13 Powers paramount fo The powers conferred on the Ombudsman under this Part may be exercised despite any provision in any Act to the effect that any such decision, recommendation, act or omission is final, or that no appeal Iies in respect of them, or that no proceeding or decision of the person or organization whose decision, recommendation, act or omission it is shall be challenged, reviewed, quashed or called in question. 2006, c. 32, Sched. A, S.98 Investigation 223.14 1 Every investigation by the Ombudsman shall be conducted in private. 2006, c. 32, Sched. A, s. 98. Opportunity to make representations M The Ombudsman may hear or obtain information from such persons as he or she thinks fit, and may snake such inquiries as he or she thinks fit and it is not necessary for the Ombudsman to hold any hearing and no person is entitled as of right to be heard by the Ombudsman, but if at any time during the course of an investigation it appears to the Ombudsman that there may be sufficient grounds for him or her to make any report or recommendation that may adversely affect the municipality, a local board, a municipally - controlled corporation or any other person, the Ombudsman shall give him, her or it an Page 158 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 12 Schedule 1 to By-law No. 8601 Page 11 opportunity to make representations respecting the adverse report or recommendation, either personally or by counsel. 2006, c. 32, Sched. A, s. 98. Application of Ombudsman Act M Section 19 of the Ombudsman Act applies to the exercise of powers and the performance of duties by the Ombudsman under this Part. 2006, c. 32, Sched. A, s. 98. Same For the. purposes of subsection (3), references in section 19 of the Ombudsman Act to "any governmental organization", "the Freedom of Information and Protection of Privacy Act" and "the Public Semite Act" are deemed to be references to "the municipality, a local board or a municipally -controlled corporation", "the Municipal Freedom of Information and Protection of Privacy Act" and "this Act", respectively. 2006, c. 32, Sched. A, s. 98. Duty of confidentiality 223.I5 I Subject to subsection (2), the Ombudsman and every person acting under the instructions of the Ombudsman shall preserve secrecy with respect to all matters that come to his or her .knowledge in the course of his or her duties under this Part. 2006, c. 32, Sched. A, s. 98. Disclosure Q The Ombudsman may disclose in any report made by him or her under this Part such matters as in the Ombudsman's opinion ought to be disclosed in order to establish grounds for his or her conclusions and recommendations. 2006, c. 32, Sched. A, s.98. Section prevails M This section prevails over the Municipal Freedom oflnformation and Protection of Privacy Act. 2006, c. 32, Sched. A, s. 98- D No review, etc. 223.16 No proceeding of the Ombudsman under this Part shall be held bad for want of form, and, except on the ground of lack of jurisdiction, no proceeding or decision of the Ombudsman is liable to be challenged, reviewed, quashed or called in question in any court. 2006, c. 32, Sched. A, s. 98. Testimony 223.17 (11 The Ombudsman and any person acting under the instructions of the Ombudsman shall not be called to give evidence in any court, or in any proceedings of a Page 159 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 13 Schedule 1 to By-law No. 6601 Page 12 judicial nature, in respect of anything coming to his or her knowledge in the exercise of his or her functions under this Part. 2006, c. 32, Sched. A, s. 98. Same M Anything said or any information supplied or any document or thing produced by any person in the course of any investigation by or proceedings before the Ombudsman under this Part is privileged in the same manner as if the inquiry or proceedings were proceedings in a court. 2006, c. 32, Sched. A, s. 98. Effect on other rights, etc. 223.18 The rights, remedies, powers, duties and procedures established under sections 223.13 to 223.17 are in addition to the provisions of any other Act or rule of law under which any remedy or right of appeal or objection is provided for any person, or any procedure is provided for the inquiry into or investigation of any matter, and nothing in this Part limits or affects any such remedy or right of appeal or objection or procedure. 2006, c. 32, Sched. A, s. 98. Ombudsman Act, R.S.O. 1990, CHAPTER 0.6 Evidence 19. (1) The Ombudsman may from time to time require any officer, employee or member of any public sector body who in his or her opinion is able to give any information relating to any matter that is being investigated by the Ombudsman to furnish to him or her any such information, and to produce any documents or things which in the Ombudsman's opinion relate to any such matter and which may be in the possession or under the control of that person. R.S.O. 1990, c. 0.6, s. 19 (1); 2014, c. 13, Sched. 9, s. 11 (1). Examination under oath (2) The Ombudsman may summon before him or her and examine on oath, (a) any complainant; (b) any person who is an officer or employee or member of any public sector body and who, in the Ombudsman's opinion, is able to give any information mentioned in subsection (1); or (c) any other person who, in the Ombudsman's opinion, is able to give any information mentioned in subsection (1), and for that purpose may administer an oath. R.S.Q. 1990, c. 0.6, s. 19 (2); 2014, c. 13, Sched. 9, s. 11 (2). Page 160 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule i Joint Closed Meeting Investigator Agreement Renewal Page 14 Schedule 1 to By-law No. 6609 Page 13 Secrecy (3) Subject to subsection (4), no person who is bound by the provisions of any Act, other than the Public Service of Ontario Act, 2006, the Municipal Act, 2001 or the City of Toronto Act, 2006, as the case may be, to maintain secrecy in relation to, or not to disclose, any matter shall be required to supply any information to or answer any question put by the Ombudsman in relation to that matter, or to produce to the Ombudsman any document or thing relating to it, if compliance with that requirement would be in breach of the obligation of secrecy or non -disclosure. R.S.O. 1990, c. 0.6, s. 19 (3); 2006, c. 35, Sched. C, s. 94 (3); 2014, c. 13, Sched. 9, s. 11 (3). Providing personal information despite privacy Acts (3.1) A person who is subject to the Freedom of Information and Protection of Privacy Act, the Municipal Freedom of Information and Protection of Privacy Act or the Personal Health Information Protection Act, 2004 is not prevented by any provisions in those Acts from providing personal information to the Ombudsman, when the Ombudsman requires the person to provide the information under subsection (1) or (2). 2004, c. 3, Sched. A, s. 94; 2014, c. 13, Sched. 9, s. 11 (4). Idem (4) With the previous consent in writing of any complainant, any person to whom subsection (3) applies may be required by the Ombudsman to supply information or answer any question or produce any document or thing relating only to the complainant, and it is the duty of the person to comply with that requirement. R.S.O. 1990, c. 0.6, s. 19 (4). Privileges (5) Every person has the same privileges in relation to the giving of information, the answering of questions, and the production of documents and things as witnesses have in any court. R.S.O. 1990, c. 0.6, s. 19 (5). Protection (6) Except on the trial of any person for perjury in respect of the person's sworn testimony, no statement made or answer given by that or any other person in the course of any inquiry by or any proceedings before the Ombudsman is admissible in evidence against any person in any court or at any inquiry or in any other proceedings, and no evidence in respect of proceedings before the Ombudsman shall be given against any person. R.S.O. 1990, c. 0.6, s. 19 (6). Page 161 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 15 Schedule 1 to By-law No, 6601 Page 14 Right to object to answer (7) A person giving a statement or answer in the course of any inquiry or proceeding before the Ombudsman shall be informed by the Ombudsman of the right to object to answer any question under section S of the Canada Evidence Act. R.S.O. 1990, c. 0.6, s. 19 (7). Prosecution (8) No person is liable to prosecution for an offence against any Act, other than this Act, by reason of his or her compliance with any requirement of the Ombudsman under this section. R.S.O. 1990, c. 0. 6, s. 19 (8). Fees (9) Where any person is required by the Ombudsman to attend before him or her for the purposes of this section, the person is entitled to the same fees, allowances, and expenses as if he or she were a witness in the Superior Court of Justice, and the provisions of any Act, regulation or rule in that behalf apply accordingly. R.S.O. 1990, c. 0.6, s. 19 (9); 2006, c. 19, Sched. C, s. 1 (1). Page 162 of 272 12.e) Report No. CS2018-24, Janette Teeter, Deputy Clerk re: Closed Meet... Shedule 1 Joint Closed Meeting Investigator Agreement Renewal Page 16 Schedule 1 to By-law No. 6601 Page 15 Schedule B Municipalities party to this agreement 1. County of Simcoe 2. Township of Essa 3. Town of Wasaga Beach 4. Township of Severn S. Township of Clearview 6. Township of Ramara 7. Town of Collingwood S. Town of Tnnisfil 9. Township of Oro-Medonte 10. Town of Bradford West Gwillimbury 1]..Township of AdjaIa-Tosorontio 12. Town of New Tecumseth 13. Township of Tay Page 163 of 272 12.f) Robin Dunn, CAO, correspondence dated November 30, 2018. to.,Tim Col... Township of Proud Heritage, Exciting Future November 30, 2018 Mr. Tim Coilingwood, P.Eng C.C. Tatham and Associates Ltd. 50 Andrew St. - S #100 Orillia, ON L3V 7T5 Re: Site Plan Securities Reduction to Braestone Club Dear Mr. Collingwood, In response to your email dated October 30, 2018, please accept this correspondence as reply to the requests you have made pertaining to the Township's Site Plan Policy and Design Guidelines for a reduction to securities for the Braestone Club project. Please reference the Township by-law currently in effect designating Site Plan Control Areas (By-law 2015-086) and the Township's requirement for all commercial and industrial developments, such as your project, to obtain approval of all plans/drawings as a condition of development. Further, the Township's Site Plan Policy and Design Guidelines ("the policy") is the current policy under which site plan application must be considered and is relied on in the consideration of your request. The policy defines that proponents are obligated to provide cost estimates for all the required works that are proposed in the approved site pian drawings, and to provide 100% of securities for all on-site works and off-site works as securities to the Township, in the form of a certified cheque or letter of credit. The Township requires these securities for all site plans in order to ensure sufficient funds to complete or remediate site works such as the storm water management facility, exposed site areas and slope stabilization, maintain all silt and sediment control measures and devices, and appropriate water and sanitary servicing isolation and capping in the event of any default. Should the Site Plan design require works to be undertaken outside of the Braestone Club property limits, and within the confines of a Township right-of-way (ROW), then 100% of the cost for works would be held as securities, regardless of any reduction allowed for on-site works. 148 Line 7 South P: (705) 487-2171 www-r0„mmee ppn$@.Ca Oro-Medonte, ON LOL 2110 F: (705) 487-0133 - Page 1�4 o 2T2 - 12.f) Robin Dunn, CAO, correspondence dated November 30, 2018 to Tim Col... Please note the following measures are standard in application of the policy: 1. an additional 10% of the securities amount is held as contingency for unforeseen works and to off -set inflationary pressures; 2. in accordance with the Construction Lien Act, a 10% holdback of the securities would be held until final and full completion of your project; and 3. the Township's requirement is for 13% HST to be factored into any securities. Please note that the Township's process for dealing with security refunds clearly defines that upon request by the Project Engineer, the Township would process a security refund proportional to completion of the overall project. Additionally, the Township would consider securities refund for work completed between 50% to final completion of the project As background information, I wish to make you aware that Council has adopted a resolution in the past to accept 50% of the overall securities for a business in the Township, and for other projects, one not dissimilar to the Braestone Club pertaining to scope and value of work. In our discussion, I indicated that considering the 2018-2022 Council Inauguration is scheduled for December 5, 2018 where members of Council will officially take office, it is appropriate for the 2018-2022 Council to consider the Braestone Club's request. will ensure that the site plan securities relief request for the Braestone Club is included on the December 12, 2018 Council agenda with staff recommending Council's acceptance of 50% of securities based on the following reasons: 1. a variance to the policy to accept 50% of securities has been established with previous projects; and 2. taking into consideration that this exception was made for another project of similar works as well as other commercial developments, it is reasonable to extend the same exception to Braestone. trust the information provided to you in this letter clarifies the Township's process regarding the Braestone Club's request. The Township looks forward to continue working with your firm on this project and welcoming the Braestone Club to the community of Oro-Medonte. Kind regards, Ro in D�MA.,E.T.,ICD.D Chief Administration Officer Township of Oro-Medonte Page 165 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Township o„ f Report epo t Proud Heritage, .Exciting Future Report No. 2018-07 Council Prepared By: Robin Dunn, CAO Meeting Date: December 12, 2018 Subject: Council Remuneration Motion # Roll #: R.M.S. File #; Recommendation(s): Requires Action X Information Only F1 It is recommended: 1. That Report No. CAO 2018-07 be received and that recommendations; 1) Base Remuneration, 2) 113 Tax Free Allowance, 3) A or 3) B CouncillCommittee Meeting Per Diem Allocations, 4) Outside Board\Agency Representation, 5) A or 5) B Mileage Reimbursement, 6) Councillor Expense Allocation, Be adopted. 2. And that the remuneration recommendations for Members of Council come into effect January 1, 2019. 3. And further that, the Clerk bring forward the appropriate Remuneration By -Law to the January 9th, 2019 meeting of Council. Background: Council resolution C180314-15 directed the CAO to proceed with a Council Compensation & Remuneration Study. Krecklo & Associates Inc. were retained to carry out a remuneration review for the Mayor, Deputy Mayor and Councilors at the Township of Oro-Medonte. As part of the review, the consultants carried out a market review of Council remuneration among the Township's comparator municipalities. Department December 12, 2018 Report No. CAO 2018-07 Page 1 of 6 Page 166 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Recommendations have been prepared for; base remuneration, tax free allowance offset, per diem allocations, external board agency representation, kilometer rate reimbursement and an expense allocation based on the following assumptions: 1. Remuneration for the Mayor, Deputy Mayor and Councilors should be competitive and based on the market comparison. 2. The median of the market comparison should be the target compensation position for Members of Council. 3. The workload for the Mayor, Deputy Mayor and Councilors is anticipated to continue to expand in response to requests for constituent consultation, increased pressures from growth, provincial regulations and downloading of responsibility/accountability to the lower -tier of government. Analysis: Comparative Findings Recommendation 1: Base Remuneration • Increase Mayor, Deputy and Councilor base remuneration to the median of the market comparator group, commencing January 1, 2019. Annually increment in accordance with the cost of living adjustment provided to bargaining unit excluded staff for the current year. Mayor Remuneration o The Township of Oro-Medonte's current compensation for the Mayor is below the median ($36.9K) of the market comparator group. Deputy Mayor Remuneration o The Township of Oro-Medonte's current compensation for the Deputy Mayor is below the median ($26.1 K) of the market comparator group. Councilor Remuneration o The Township of Oro-Medonte's current compensation for Councilors is below the median ($21.2K) of the market comparator group. Department December 12, 2018 Report No. CAO 2018-07 Page 2 of 6 Page 167 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Recommendation 2:1/3 Tax Free Allowance o The Federal government in its 2017 Budget included a legislative change to eliminate the tax exemption for elected officials, effective January 1, 2019. o Adjust base remuneration of members of Council to offset removal of the 1/3 tax-free allowance with an increase of 20% to base remuneration. o A 113 tax-free allocation offset was not included in the base remuneration data identified by the Township's comparator group. AMCTO, AMO & the Counties of Simcoe and Frontenac reference a 1/3 Tax Free Allowance allocation offset. Recommendation 3: CouncillCommittee Meeting Per Diem Allocations • Comparator municipalities provide additional compensation for members of Council as per -diems for attendance at committee/board meetings. The per -diems range from $75 for half a day to $160 for a full day. o Option A) continue with existing Township per diem allocation • The Township of Oro-Medonte continue with a per diem allocation of $160 per full day ($80 per half day) to align with the median of the comparator group. Per -diems apply only to non -regularly scheduled Council/Council Committee meetings. o Option B) provide allocation (in lieu of per diem) of an annual lump sum The Township of Oro-Medonte replace the practice of providing a per diem allocation ($160 per full day) with an annual allocation in lieu of per diem, of $1600 annually for meeting attendance over and above regular scheduled meetings of Council. (equivalent to 10 meetings/per year - 7 year ave.) Recommendation 4: Outside BoardlAgency Representation o Maintain current practice of a per diem applicable for a Council member appointed by resolution to an external body for representation on behalf of the Municipality. The member may be entitled to a per diem and mileage as authorized by resolution. No per diem or mileage shall be provided where the appointed member receives compensation from the external body. Department December 12, 2018 Report No. CAO 2018-07 Page 3 of 6 Page 168 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Recommendation 5: Per Kilometer reimbursement o Option A) • The Township of Oro-Medonte shall pay mileage at the current rate for meeting attendance where authorized by resolution of Council. o Option B) • In order to compensate for all mileage costs incurred by members of Council, provide a taxable monthly mileage allowance of; Mayor at $100.00/month Deputy Mayor & Councilors at $75.00/month Recommendation 6: Councillor Expense Allocation o A budget allocation of $4,500 per year be established for reimbursement of expenses/costs, by the Council member/by the Municipality on behalf of the member of Council, for expenses such as; representative responsibilities at social events/banquets, professional conferences, dove to pm ent/wo rksho ps & seminars and to assist with expenses associated with communication matters (ex: internet, Township issued cell phone, constituent & ward meetings). Financial / Legal Implications / Risk Management: Remuneration recommendations endorsed by Council shall be included in the 2019 Township Budget. Policies/Legislation: 2019 Council Remuneration By -Law (January 2019) Corporate Strategic Goals: Consultations: Krecklo & Associates Inc. Council Compensation Review Department December 12, 2018 Report No. CAO 2018-07 Page 4 of 6 Page 169 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Attachments: Krecklo & Associates Exhibit 2 Krecklo & Associates Exhibit 3 Krecklo & Associates Exhibit 4 Krecklo & Associates Exhibit 5 Conclusion: Remuneration policy recommendations will support Township Council's desire to ensure compensation is maintained at the median of the Township comparative group and further that expense policies are reflective of best practice. Council Remuneration Recommendations 2018 ns Compensation Recommendations 2019 Rates Option A Option B $31,989 Base Remuneration $37,454/year (median) — Mayor Base Remuneration $25,591 (median) --- Deputy $26,492/year Mayor $19,947 Base Remuneration $21,518/year (median) - Councilor Tax Free Allowance 20% of base remuneration Per Diem over & $160/full above regularly $1,600/year $1601fu11 day day scheduled Council meetin s Per Diem & Board/Agency Per Diem per kilometer Representation $160/full day - appointed (appointed by & Mileage per by resolution resolution) kilometer Department December 12, 20'18 Report No. CAO 2018-07 Rage 5 of 6 Page 170 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. Respectfully submitted: Robi L. Dunn, M.A., E.T., P.Adm. Chief Administrative Officer Department December 12, 2018 Report No. CAO 2018-07 Page 6 of 6 Page 171 of 272 Mileage Per Allowance Attendance Kilometer Rate Mayor by resolution - $1,200/year mileage only Deputy & Councilors $9001 ear One conference per year - authorized Expense/Budget $4,500/year by resolution Allocation - per diem & per kilometer Respectfully submitted: Robi L. Dunn, M.A., E.T., P.Adm. Chief Administrative Officer Department December 12, 2018 Report No. CAO 2018-07 Page 6 of 6 Page 171 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. KRECKLO P1SSOCIATES INC. Municipal Advisors Exhibit 2 List of Municipalities included in Oro-Medonte Comparator Group Municipalities Township of Rarnara Township of Severn Town of Midland Township of Springwater 2016 Total Full -Time Permanent Council Expenditures Employees Population Size $14,994,816 50 9,490 7 $14,412,227 48 11,462 5 $29,658,085 139 16,684 9 $21,408,713 58 19,059 7 Township of Oro-Medonte $23,398,580 76 21,035 7 Town of Gravenhurst $18,917,854 77 12,311 9 Township of Tiny $18,801,055 64 11,787 6 Town of Huntsville $22,620,772 90 19,056 9 Town of Collingwood $51,093,707 165 21,793 9 City of Orillia $71,703,996 256 31,128 9 Township of New Tecumseth $54,893,449 187 34,242 10 Median $22,620,772 77 19,056 9 Page 172 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. KRECKLO ASSOCIATES INC. Municipal Advisors Exhibit 3 Mayor Pay Ranking 2018 Remuneration Oro-Medonte Comparator Group Counties 1. Township of Ramara 2. Township of Severn Base Compensation ($000) 29.9 30.8 3. Township of Oro-Medonte 32.0 4. Township of Springwater 35.2 5. Township of Tiny 35.7 6. Town of New Tecumseth 36.9 7. Town of Collingwood 37.9 8. Town of Gravenhurst 39.0 9. Town of Midland 39.6 10. Town of Huntsville 43.8 11. City of Orillia 82.8 25th Percentile 33.6 Median 36.9 75th Percentile 39.3 Mean 40.3 Ora-Medonte Pay Percentile 20th Page 173 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. KRECKLO ASSOCIATES INC. Municipal Advisors Exhibit 4 Deputy Mayor Pay Ranking 2018 Remuneration Oro-Medonte Comparator Group Base Counties Compensation ($000) 1. City of Orillia 2. Town of Huntsville 21.3 3. Township of Ramara 24.2 4. Town of Gravenhurst 24.6 5. Township of Severn 24.7 6. Township of Oro-Medonte 25.6 7. Town of Midland 26.6 6. Township of Tiny 26.8 9. Township of Springwater 26.9 10. Town of Coliingwood 27.1 11. Town of New Tecumseth 27.8 25th Percentile 24.6 Median 26.1 75th Percentile 26.9 Mean 25.6 Oro-Medonte Pay Percentile 44'" Page 174 of 272 12.g) Report No. CA02018-7, Robin Dunn, CAO re: Council Remuneration. KRECKLO ASSOCIATES INC. CT Municipal Advisors Exhibit 5 Councillor Pay Ranking 2018 Remuneration Oro-Medonte Comparator Group 4. Township of Oro-Medonte 19.9 5. Base Counties Compensation Town of Gravenhurst ($000) 1. Town of Midland 18.1 2. Town of Huntsville 19.3 3. Township of Ramara 19.3 4. Township of Oro-Medonte 19.9 5. Township of Severn 20.0 6. Town of Gravenhurst 21.2 7. Township of Springwater 21.3 8. Town of New Tecumseth 21.5 9. Town of Collingwood 21.8 10. Township of Tiny 23.2 11. City of Orillia 38.6 25th Percentile 19.6 Median 21.2 75th Percentile 21.7 Mean 22.2 Oro-Medonte Pay Percentile 30"' Page 175 of 272 12.h) Report No. CS2018-23, Donna Hewitt, Director, Corporate Services r... township of Report Proud Heritage, .Exciting Future Report No. To: Prepared By: CS2018-23 Council Donna Hewitt, Director Cor orate Services Meeting Date: Subject: Motion # December 12, 2018 2019 Conference Opportunities Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2018-23 be received and adopted; 2. That the following members of Council be authorized to attend AMO: 3. That the following members of Council be authorized to attend OSUM: 4. That the following members of Council be authorized to attend OGRA: 5. That the following members of Council be authorized to attend ROMA: 6. And that Staff make the necessary arrangements accordingly. Background: Each year, members of Council are encouraged to participate in professional development/training opportunities that will enhance their ability to represent the residents and businesses of Oro-Medonte Township. Traditionally, each member of Council has been financially supported to attend/participate in one conference of their choice annually. These conferences have proven to be excellent opportunities for Council members to learn, network and meet with federal and provincial ministers to advance Township issues. Historically, members of Council have attended the Association of Municipalities of Ontario (AMO), Ontario Small Urban Municipalities (OSUM), Ontario Good Roads Association (OGRA) or Rural Ontario Municipal Association (ROMA). Corporate Services December 12, 2018 Report No. CS2018-23 Page 1 of 3 Page 176 of 272 12.h) Report No. CS2018-23, Donna Hewitt, Director, Corporate Services r... Analysis: Attendance/registration at any of these conferences is structured on a first-come; first - serve basis with registration and accommodation booking quickly. The following is a summary of the conference offerings for 2019: Conference Cost Timing Location ROMA $600+ January 27-29 Toronto accommodation OGRA $625+ February 24-27 Toronto accommodation OSUM * not available at May 1-3 Pembroke this time AMO * not available at August 13-21 Ottawa this time Financial / Legal Implications / Risk Management: As noted in Report CAO 2018-07, Council Compensation, the Township has made a budget allocation of $4,500 (up to) per year for reimbursement of expenses by members of Council for such things as professional developmentlworkshops and constituent communication matters. The cost of registration and accommodations, meals etc., if required, will be funded from this allocation to the maximum identified. Policies/Legislation: Remuneration and Expenses for Members of Council By-law Corporate Strategic Goals • Continuous Improvement & Fiscal Responsibility Consultations: Ir E Attachments: None Corporate Services December 12, 2018 Report No. CS2018-23 Page 2 of 3 Page 177 of 272 12.h) Report No. CS2018-23, Donna Hewitt, Director, Corporate Services r... Conclusion: In order to ensure as much time as possible for registration, staff are seeking direction regarding attendance at the 2019 municipal conference noted within this report. Respectfully submitted, Donna Hewitt Director, Corporate Services SMT Approval 1 Comments: I C.A.O. Approval 1 Comments: Corporate Services December 12, 2018 Report No. CS2018-23 Page 3 of 3 Page 178 of 272 FREE APF THERE MIGHT EVEN M A JOLLY VISITOR: IVIn IvIayvr rlarry nu19ne5 anQ zne 3ring nev council for a niaht food of skafina unwrapped & noodic Tff I I I fN y �-�//�*�1 �� ►'��" � �►��. � �� 1►�! 272 ��.�.� 4 ��►� �� /�/ f' . -� 3ring anon -perishable food item c unwrapped toy for the 'Hnlidav Feed Tev Drive. and Tff I I I fN y �-�//�*�1 �� ►'��" � �►��. � �� 1►�! 272 ��.�.� 4 ��►� �� /�/ f' . -� . 14.a) Announcement terest to the Publ Witer Hol Dec. 31 & Jan. 2"a _ 4th Sign up for 1 day or all of the days! Our energetic staff are ready to meet your childcare needs! V i s i t WAF=o 0 0 o U UIX@o@9) for the full schedule of activities See page 50 for the registration form. Make thdp is winter unforgettable! Monday - Glow -in -the -Dark Wednesday -Snow Tubing LM Thursday - Vert�icMal Zone Friday - Creative Cafe Art Ywr child will be actim & AM 111111 $40/day per child For more (multi-daydisoouMs Extended Care information, call available) Available $1fi5/week (705) 487-2*171 All information is subject to change. Check our website for current information. Page 180 of 272 14.a) Announcements of Interest to the Public: Mayor & Council Holiday S... We Want to Hear From You: To nsh ' �f Proud Heritage, Exciting Future Should Cannabis Stores be allowed in oro-Medonte? Please complete the survey at www.oro-medonte.ca Background Information: The Federal Government enacted the Cannabis Act that came into effect October 17, 2018 and legalizes in Canada the ability to possess or use cannabis subject to certain limits. Provinces are responsible for establishing the wholesale and retail distribution systems. In Ontario, currently the only way to legally purchase recreational cannabis is online through the Ontario Cannabis Store. However, municipalities across Ontario have the option to allow retail cannabis stores beginning in April 2019. Municipal Governments have a one time opportunity to opt out of the retail sale of cannabis in their communities. A local Municipality is able, by resolution, to opt back into allowing cannabis retail stores in their communities at a tater date to be determined by the Province. Once a Municipality has opted in to allow cannabis retail stores, they are not able to opt out at any point. The Township needs to advise the Province whether or not it will allow private cannabis retail stores in Oro-Medonte. The Alcohol and Gaming Commission (ACCO) will license and regulate private cannabis retail and will be responsible for the siting of any cannabis retail stores in the Township, should the Township decide to Opt -In and allow cannabis retail stores. The Township has until January 22 to make their decision to either opt -in or opt -out of allowing cannabis retail stores in Oro-Medonte and advise the Province. An online survey is now available until December 31, 2018 seeking input from the community as a way to assist Council in their decision making on whether or not cannabis retail establishments should be allowed in Oro-Medonte. A staff report including the community survey results will be brought to Council on Wednesday, January 9, 2019 where Council is expected to make its decision. 148 Line 7 South P: (705) 487-2171 Oro-Medonte, ON LOL 2EO F: (705) 487-0133 �a�-. Igte.ca 14.a) Announcements of Interest to the Public: Mayor & Council Holiday S... Township of Proud Heritage, Exciting Future Holiday Season Office Closure The Township of Oro-Medonte offices will be closed for the Holiday Season beginning Friday, December 21st at 12:30pm. The offices will re -open on Wednesday, January 2"d, 2019 at 8:30am for regular business hours. We wish all residents and visitors a safe and happy Holiday Season. Page 182 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Grant Wedge Assistant Deputy Minister Negotiations and Reconciliation Division Ministry of Indigenous Affairs 160 Bloor Street East, 9th Floor Toronto, ON M7A 2E6 Telephone: (416) 326-4741 Facsimile: (446) 326-4017 Ema€I: Grant.Wedae ftntado.ca October 26, 2018 Grant Wedge Sous-ministre adjoint Division des n6gociations et de la reconcillation Minist6re des affaires autochtones 160, rue Bloor Est, ge dtage Toronto, ON M7A 2E6 T6I6phone: (416) 326-4741 Tbldcopieur: (416) 3264017 Courrial : Grant.WedaeQontario.ca Subject: Settlement of Williams Treaties Land Claim Ontario RECI'VE® NOV 0 9 2018 ORO-MEDONTE TOWNSHIP I am pleased to inform you that we have achieved a negotiated resolution of the Williams Treaties First Nations Claim. Canada, Ontario and the Williams Treaties First Nations have signed a Settlement Agreement and the Alderville litigation has been discontinued. Please find attached a news release (Appendix A) and backgrounder (Appendix B) that provide further information on the settlement. As part of the Settlement Agreement, the Williams Treaties First Nations will receive financial compensation of $1.11 billion ($666 million from Canada and $444 million from Ontario). Under the terms of the agreement, Canada and Ontario have also formally recognized the pre-existing treaty harvesting rights of the Williams Treaties First Nations' members to hunt, trap, fish and gather for food, social and ceremonial purposes within the areas covered by Treaties No. 5, 16, 18, 20 and 27271/, the Crawford Purchase, the Gunshot Treaty and Lake Simcoe. The precise boundaries of the treaty areas will be the subject of further discussion among the parties. In the meantime, for general information on the location of these treaties please see https://files.ontario.calfirstnationsandtreaties_1.pdf. In day to day practice, this places the Williams Treaties First Nations in a similar position in terms of harvesting in the areas set out above as most other treaty First Nations in Ontario. Also as part of the Settlement Agreement there is provision for each of the seven First Nations to add up to 11,000 acres of land to their reserve land base (subject to fulfilment of the conditions of Canada's Additions to Reserve/Reserve Creation Policy). Lands to be added to reserve may be purchased on the open market, or from Canada or Ontario, on a willing buyer/willing seller basis. /2 Page 183 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Canada, Ontario and the Williams Treaties First Nations are continuing work towards implementing the terms of the Settlement Agreement. Should you have any questions concerning the implications of the recognition of treaty harvesting rights or the terms of the Williams Treaties Settlement Agreement, please contact Sean Tutak, Senior Negotiator, Ministry of Natural Resources and Forestry, or Mark Clearwater, Negotiator, Ministry of Indigenous Affairs, by email at WTFNClaim@Ontario.ca or by phone at 833-650-0756. Media inquiries.are to be directed to Flavia Mussio, Senior -Media Relations and Issues Coordinator by email at Flavia.Mussio@Ontario.ca or by phone at 416-314-9455.- Sincerely, '16-314-9455. Sincerely, Grant We e Assistant Deputy Minister Negotiations and Reconciliation Division Enclosures: Appendix A - News Release Appendix B - Backgrounder Page 184 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Backgrounder: The Williams Treaties First Nations Settlement Agreement: A Journey Toward Reconciliation Overview The Government of Canada, the Government of Ontario and the seven Williams Treaties First Nations have reached a negotiated settlement agreement and the Alderville litigation has been discontinued. This is a significant step forward on our path to advance reconciliation with the Williams Treaties First Nations. The seven First Nations are: Alderville First Nation, Beausoleil First Nation, Chippewas of Georgina Island First Nation, Chippewas of Rama First Nation, Curve Lake First Nation, Hiawatha First Nation and Mississaugas of Scugog Island First Nation. Terms of the negotiated settlement include: • Financial compensation of $1.11 billion ($666 million by Canada and $444. million by Ontario). • An entitlement for each First Nation to add up to 11,000 acres of land to their reserve land base subject to Canada's Additions to Reserve/Reserve Creation policy. The First Nations are responsible for acquiring these lands. • Recognition of the First Nations' continuing treaty harvesting rights and a commitment to continue to work together to implement these rights. • A commitment by Canada and Ontario to provide an oral and written statement of apology to the Williams Treaties First Nations. Looking Back: Historic Treaties and the Alderville Litigation The seven First Nations are signatories to various 181h and 19th century treaties that covered lands in different parts of south central Ontario. After these pre -Confederation treaties' were signed, the First Nations maintained that they continued to have an interest in other lands in central Ontario, known as their northern hunting grounds. These lands had not yet been addressed through treaty and were increasingly being subject to encroachment. To address these outstanding issues, new treaties (called the Williams Treaties) were signed between the seven First Nations and the Crown in 1923. 1 Treaties that were signed between the Crown and First Nations before Canada became a country in 7.867. Page 185 of 272 7 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant .. More than 90 years later, questions remained about the making, terms, interpretation and implementation of the Williams Treaties. In 1992, the seven First Nations filed litigation to seek a resolution of this longstanding dispute. The case,'known as the Alderville litigation, went to trial in 2012 before the Federal Court of Canada. In their litigation, the First Nations alleged that the Crown breached its duties to them in the making and implementation of the Williams Treaties. In particular, the First Nations alleged that they were not fairly compensated for their lands and should have received additional reserve lands at the time of treaty. Harvesting rights were another key issue raised in the Alderville litigation. The First Nations maintained that the pre -Confederation treaties they signed with the Crown protected harvesting rights and that those rights were not affected by the Williams Treaties and continue to exist. In October 2012, based on evidence obtained and prepared for the trial, Canada and Ontario recognized on an interim basis, the treaty harvesting rights of the Williams Treaties First Nations in Treaty No. 20. In February 2017, Canada and Ontario'formally recognized these rights, not only within Treaty No. 20, but in additional pre - Confederation Treaty areas. With the negotiated settlement, Canada and Ontario now formally recognize the existing treaty harvesting rights of the Williams Treaties First Nations within the areas covered by Treaties No. 5, 16, 18, 20, 27-27 Y4, the Crawford Purchase, the Gunshot Treaty and Lake Simcoe. The recognition of the First Nations` constitutionally protected treaty harvesting rights to hunt, fish, trap and gather in certain pre -Confederation treaty areas for food, social and ceremonial purposes addresses a longstanding dispute between the parties. This is an important step toward renewed relationships and reconciliation with the First Nations for the benefit of everyone. Ensuring the long-term sustainability of natural resources for future generations is a key priority for all parties going forward. A New Beginning: From Litigation to Negotiations In early 2016, Canada, Ontario and the seven First Nations began substantive exploratory discussions to see if they could find the common ground to negotiate a settlement of the Alderville Litigation outside of the courts. A negotiated resolution achieved through co-operation and dialogue is preferable to litigation. In February 2017, the parties agreed to a process to begin formal negotiations toward a negotiated settlement of the Alderville litigation and the court case was adjourned on March 27, 2017 on joint consent of the parties. z Page 186 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Negotiations Timeline March 2017: Formal negotiations begin. June 2018: Williams Treaties First Nations members approve settlement in vote. July 2018: Williams Treaties First Nations sign settlement. August 2018: Province of Ontario and Government of Canada sign settlement. September 2018: Settlement announced after Federal Court approves discontinuance of AlderAle litigation and a related Ontario Superior Court of Justice action is discontinued. Looking Ahead: Continuing to Rebuild Relationships Achievement of a negotiated settlement to resolve the Alderville litigation is an important milestone for all parties. The Government of Canada, the Province of Ontario and the Williams Treaties First Nations will continue to work together to implement the First Nations' constitutionally protected treaty harvesting rights and to address applications by the First Nations to have lands added to reserve pursuant to Canada's Additions to Reserve/Reserve Creation policy. Further, Canada and Ontario have committed to provide an oral and written statement of apology to the Williams Treaties First Nations. 3 Page 187 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Government Gauvernement of Canada du Canada News Release For Immediate Release Canada, Ontario and Williams Treaties First Nations reach negotiated settlement agreement for Alderville Litigation September 13, 2018 Ottawa, ON Crown -indigenous Relations and Northern Affairs Canada Province of Ontario Williams Treaties First Nations As we build a new future with First Nations, reconciliation requires that we acknowledge the wrongs of the past and work collaboratively with Indigenous people to take the necessary steps to respectfully resolve them. Today, the Government of Canada, the Province of Ontario and the seven Williams Treaties First Nations, announced that the Federal Court has granted a discontinuance of the Alderville litigation as a result of the parties reaching a negotiated settlement agreement that resolves the litigation. The Alderville litigation was filed by the seven Williams Treaties First Nations in 1992 and went to trial in 2012. The Alderville litigation deals with a longstanding dispute about the making, terms, interpretation and implementation of the 1923 Williams Treaties. Terms of the negotiated settlement include: • Financial compensation of $1.11 billion ($666 million by Canada and $444 million by Ontario). • An entitlement for each First Nation to add up to 11,000 acres of land to their reserve land base subject to Canada's Additions to Reserve/Reserve Creation policy. The First Nations are responsible for acquiring these lands. • Recognition of the First Nations' continuing treaty harvesting rights and a commitment to continue to work together to implement these rights. • A commitment by Canada and Ontario to provide an oral and written statement of apology to the Williams Treaties First Nations. Achieved through partnership and dialogue, the settlement advances reconciliation and resolves outstanding issues in a way that respects the rights and interests of the seven Williams Treaties First Nations and all Canadians. A formal celebration of the settlement agreement and the delivery of an apology by the federal and provincial Crowns is currently being planned. /2 NCR# 10811I37 - v1 ry �Stil.1 pplQd � Guiadg '1,��`� Ontario Page 188 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... -2- Quotes "After years of litigation and repeated attempts at negotiations, I am extremely proud that the negotiations team has successfully resolved our longstanding battle for constitutionally protected hunting and fishing rights. Our ancestors have fought since 1923 to exercise our rights freely and without encumbrance and finally we have been able to secure this for our people and for future generations. It is a success for-Ahe Williams Treaties First Nations, but also for all Ontarian's and Canadians who will see a new way forward in Crown -Indigenous relations." Chief Kelly LaRocca, Mississaugas of Scugog Island First Nation, Portfolio Chief, Williams Treaties First Nations "I have been a part of the trial and negotiations for more than a decade. We have come full circle. My Grandfather, Norman Marsden was one of the signatories on. the Williams Treaties and it is gratifying for me to be able to sign my name to this settlement as current Chief of Alderville First Nation because it represents how far we have come. This settlement will benefit the Williams Treaty First Nations today and for our future generations:" Chief James Robert Marsden, Alderville First Nation "Beausoleil First Nation acknowledges and honours our ancestors who endured the hardships created by the misinterpretation of the 1923 Williams Treaty. Finally 95 years later, today we celebrate the conclusion of this chapter and work towards reconciliation and a new beginning for our community. We extend our full -hearted appreciation and acknowledgement to Peter Hutchins and all associates at Hutchins Legal Inc. for their advocacy throughout our litigation. We are extremely proud that our own Karry Sandy, negotiator, was a part of this negotiation team and also recognize Ceyda Turan, counsel, and Mel Jacobs, co -negotiator, for achieving their mandate and in bringing this settlement home for the Anishinabek of Beausoleil First Nation. Miigwetch." Chief Guy Monague, Beausoleil First Nation "On this historic day, we acknowledge the hard work of our ancestors, our elders, our leaders and knowledge keepers in their determination to have our collective Treaty rights recognized and affirmed. We are on a path of reconciliation, healing and Treaty implementation for Curve Lake members and for our future generations. Miigwetch to those who have made this Settlement possible." Chief Phyllis Williams, Curve Lake First Nation Page 189 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Government Gouvernement of Canada du Canada "We are happy to resolve this outstanding injustice that affected our ancestors tremendously and impacted the future generations of our people. We want to recognize and honour our past leadership who began this journey to bring forth justice and reconciliation. The resolution of the Williams Treaty will benefit our future generations to come and contribute to restore the loss of our culture and independence. I would like to say miigwetch to our Chiefs and Councillors, negotiating team and lawyers who worked with our First Nations and brought us to the settlement of the Williams Treaty. I'm grateful that our children do not have to take on the burden of reso Iving this claim. Miigwetch to the Creator Lord for allowing me to be a part of this historical resolution." Chief Donna Big Canoe, Georgina Island First Nation "It is with honour and pride to our ancestors and our people today that we have settled the Williams Treaties claim for our Seven Generations to come." Chief Laurie Carr, Hiawatha First Nation "Rama First Nation joins with Williams Treaties leadership in celebrating the conclusion of the work our ancestors began so long ago, the resolution of this long-standing claim. The restoration of harvesting rights throughout our territories is a part of our cultural identity that these treaties compromised. G'chi miigwech to the Williams Treaties members who contributed to this effort and to the leadership, past and present, who continued to press for the resolution of this claim. This historic settlement paves the way for a better future in our communities for many generations to come." Chief Rodney Noganosh, Rama First Nation "Working together in partnership to resolve and address the wrongs of the past is critical to resetting our relationship with Indigenous peoples. This settlement agreement is a demonstration of our government's commitment to move forward to renew our relationship and advance reconciliation between Canada, Ontario and the Williams Treaties First Nations and is an example of what we can achieve when we uphold the honour of the Crown and treat Indigenous peoples with respect and support strong, healthy and sustainable Indigenous Nations that are full partners."' The Honourable Carolyn Bennett, M.D., P.C., M.P. Minister of Crown -Indigenous Relations rye trOntarioCanadi ANwnK Jw.rnua. � �� V NCR# 10811137 - v1 Page 190 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... "This agreement avoids further costly litigation and will help create opportunities within the Williams Treaties First Nations and surrounding communities." The Honourable Greg Rickford, M.P.P. Minister of Indigenous Affairs for Ontario "This negotiated settlement supports strong and enduring relationships and means we can focus on ensuring the long-term sustainability of Ontario's natural resources for future generations." The Honourable Jeff Yurek, M.P.P. Minister of Natural Resources and Forestry for Ontario Quick Facts • The seven Williams Treaties First Nations are: Alderville First Nation, Beausoleil First Nation, Chippewas of Georgina Island, Chippewas of Rama, Curve Lake First Nation, Hiawatha First Nation and Mississaugas of Scugog Island. • Since March 2017, the parties have been working together towards a negotiated resolution of the Alderville litigation • Under the settlement, the First Nations can use the funds to buy land on a willing-seller/willing-buyer basis and apply to Canada to have the land added to their reserve land base. Associated Links Williams Treaties First Nations Additions to Reserve -30-- For more information,, media may contact: James Fitz -Morris Director of Communications and Issues Management Office of the Honourable Carolyn Bennett Minister of Crown -Indigenous Relations 819-997-0002 Crown -Indigenous Relations and Northern Affairs Canada Media Relations 819-934-2302 RCAANC.media.CIRNAC@canada.ca 819-953-1160 Page 191 of 272 14.b) Correspondence dated October 26, 2018 from Grant Wedge, Assistant ... Government Gauvernament of Canada du Canada Brayden Akers Director of Communications Office of'the Honourable Greg Rickford Minister of Indigenous Affairs for Ontario 416-816-9383 Flavia Mussio Ministry of Indigenous Affairs for Ontario Issues Management & Media Relations 416-314-9455 Chief Kelly LaRocca Portfolio Chief Williams Treaties First Nations 905-985-3337 Stay Connected Join the conversation about Indigenous peoples in Canada: Twitter: GovCan — Indigenous Facebook: GovCan — Indigenous Peoples Instagram: (cDgcindiQenous You can subscribe to receive our news releases and speeches via RSS feeds. For more information or to subscribe, visit www.cirnac.-qc.ca/RSS a NCR# 10811137 - v 1 �rr>Ontario'�' Canada Page 192 of 272 14.c) Correspondence dated November 7, 2018 from Brian Jeffs, Superinten... Simcoe County District School Board November 7, 2018 Re: Simcoe County District School Board Education Development Charges Attention: Clerk's Office To whom it may concern: Please be advised that on October 25, 2018, the Simcoe County District School Board passed an Education Development Charge By -Law. Please find enclosed the Notice of Passage. -We request that you please share this information with your Building Department as well as any other municipal staff or Council as required. If you have any questions please do not hesitate to contact me. Sinc ly, Brian Jeffs Superintendent of Business and Facilities NOV 15 2018 OR©-"EDONT Encl. (1) Simcoe County District School Board - www.scdsb.on.ca -1170 Hwy 26- Midhurst, ON -- L9X 1 N6 - 705-728-7570 Page 193 of 272 14.c) Correspondence dated November 7, 2018 from Brian Jeffs, Superinten... / Simcoe County District School Board NOTICE OF THE PASSING OF AN EDUCATION DEVELOPMENT CHARGE BY-LAW BY THE SIMCOE COUNTY DISTRICT SCHOOL BOARD TAKE. NOTICE that the Simcoe County District School Board passed Education Development Charge By-law, 2018 on the 25th day of October 2018, under section 257.54 of the Education Act; AND TAKE NOTICE that any person or organization may appeal the By-law to the Local Planning Appeal Tribunal (formerly the Ontario Municipal Board) under Section 257.65 of the Act by filing with the Secretary of the Simcoe County District School Board on or before the 4th day of December 2018, a notice of appeal setting out the objection to the By-law and the reasons supporting the objection together with the prescribed appeal fee of $300.00 payable to the Minister of Finance. The By-law comes into force on October 30, 2018 and has a one year term. The schedule of edudation development charges imposed by the By-law is as follows: A) An education development charge of $1311.00 per dwelling unit shall be imposed upon residential development. B) An educational development charge of $0.35 per square foot of gross floor area shall be imposed upon non-residential development. The education development charges are imposed on all development of lands in the County of Simcoe. Accordingly a key map showing the location of lands is not provided as part of this notice. A copy of the complete By-law is available for examination in the offices of the -Board, located at 1170 Highway 26, Midhurst, Ontario during regular office hours or on the Board's web site at www.scdsb.on.ca. Notice of a proposed by-law amending the education development charge by-law or the passage of such an amending by-law is not required to be given to any person or organization, other than to certain clerks of municipalities or secretaries of school boards, unless the person or organization gives the secretary of the Board a written request for notice of any amendments to the education development charge by-law and has provided a return address. Dated at the Township of Springwater October 29, 2018 Steve Blake Director of Education/Secretary to the Board Simcoe County ❑istrict School Board - www.scdsb.on.ca -1170 Hwy 26 - Midhurst, ON — L9X 1N6 - 705-728-7570 Page 194 of 272 14.d) Correspondence dated November 20, 2018 from Vic Fedeli, Minister o... Ministry of Finance Office of the Minister 71h Floor, Frost Building South 7 Queen's Park Crescent Toronto ON M7A 1Y7 Telephone: 416-314-6331 November 20, 2018 Ministere des Finances Bureau du ministre 7e Mage, Edifice Frost Sud 7 Queen's Park Crescent Toronto ON M7A 1 Y7 Telephone: 416-314-6331 Dear Head of Council (elect): Ontarlo RECEIVE D NOV 2 9 ilu ORO-MEDONTE Recently, Ontario's Government for the People moved to a new cannabis retail model to meet our key priorities of combatting the illegal market and keeping our children and communities safe. Today, the Province is beginning the fulfillment of its commitment to provide $40 million in funding over two years to municipalities.to help with the implementation costs of recreational cannabis legalization. The Ontario Cannabis Legalization Implementation Fund (OCLIF) will be distributed as follows: • In early January, the first payment of $15 million will be made to all municipalities on a per household basis, adjusted so that at least $5,000 is provided to each municipality.. This will enable all municipalities to proceed with their planned legalization activities. • A second payment of $15 million will then be"distributed following the deadline for municipalities to opt -out under the Cannabis Licence Act, which is January 22, 2019. o Municipalities that have not opted -out as of January 22, 2019 will receive funding on a per household basis, adjusted so that at least $5,000 is provided to each municipality. This funding will support initial costs related to hosting retail storefronts. o Municipalities that have opted -out will receive only a second $5,000 each. • The Province is setting aside $10 million of the municipal funding to address costs from unforeseen circumstances related to the legalization of recreational cannabis, and priority will be given to municipalities that have not opted -out. Further details will be provided at a later date. ...Icont'd Page 195 of 272 14.d) Correspondence dated November 20, 2018 from Vic Fedeli, Minister o... -2- • Finally, if Ontario's portion of the federal excise duty on recreational cannabis over the first two years of legalization exceeds $100 million, the Province will provide 50 per cent of the surplus only to municipalities that have not opted -out as of January 22, 2019. Our government is committed to respecting taxpayers and their hard-earned money. We believe municipalities have an obligation to do likewise. As such, municipalities must use this funding to address the costs that directly relate to the legalization of recreational cannabis. Examples of permitted costs include: • increased enforcement (e.g. police, public health and by-law enforcement, court administrationJitigation); • increased response to public inquiries (e,g. 311 calls, correspondence); • increased paramedic services; • increased fire services; and • by-law 1 policy development (e.g. police, public health, workplace safety policy). Lower -tier and upper -tier municipalities will receive a 50150 split of the allocation. The household numbers will be split between the upper- and lower -tier, and the allocation calculated accordingly, Decisions to adjust the split in allocation and transfer funding can be made at the local level as needed. Upper -tier municipalities will receive funding in relation to opt -out decisions made by the lower -tier municipality. The Deputy Minister of Finance will write to your Treasurer with further details on the administration of this funding and attach each municipality's specific allocation notice. To assess the impact of the funding, the Association of Municipalities of Ontario and the City of Toronto have been asked to work with the Ministry of Finance to establish a process by which a sample,group of municipalities can assess the use and impact of these funds. More information on this process will be provided at a later date. Our government is committed to building a retail system for cannabis sales that will help eliminate the illegal market and is safe and reliable with rules that Deep cannabis out of the hands of children and youth, while keeping our roads safe. Complementary to this municipal funding, the Province continues to da the following: ...Icont'd Page 196 of 272 14.d) Correspondence dated November 20, 2018 from Vic Fedeli, Minister o... -3- Increase the capacity of law enforcement to help detect drug impaired driving through training. The Province has also created a specialized legal team to support drug impaired driving prosecutions, increased capacity at the province's Centre of Forensic Sciences, and has created a Cannabis Intelligence Coordination Centre. • Support local boards of health (public health units) by providing a suite of tools and. resources for enforcement of the Smoke -Free Ontario Act, 2017, which includes rules for smoking and vaping of cannabis. • Conduct an integrated public awareness campaign to communicate the rules and regulations for recreational cannabis and educate Ontarians about the health and . safety measures in place to protect them. We appreciate the efforts of municipalities in the implementation of the federal government's legalization of cannabis and look forward to continuing to work together. .qInrrPrP1w vtc; ruuert Minister of Finance c: The Honourable Caroline Mulroney, Attorney General The Honourable Steve Clark, Minister of Municipal Affairs and Housing Paul Boniferro, Deputy Attorney General Greg Orencsak, Deputy Minister of Finance Laurie LeBlanc, Deputy Minister of Municipal Affairs and Housing Renu Kulendran, Ontario Legalization of Cannabis Secretariat, Ministry of Attorney General Nicole Stewart, Executive Lead, Cannabis Retail Implementation Project, Ministry of Finance , Kate Manson -Smith, Assistant Deputy Minister, Local Government and Planning Policy Division, Ministry of Municipal Affairs and Housing Dan Miles, Chief of Staff Page 197 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change O A7oww Plan Sustainable Severn Soun� MEMORANDUM SSS -2018-04 To: Honourable Mayor Hughes, members of Council, CAO Robin Dunn and municipal staff From: Sustainable Severn Sound (SSS) and the Sustainability Committee (SC) Date: 16 -November -2018 RE: Update on the Repeal of the Green Energy Act (GEA) and its impact on the Township of Oro- Medonte Memorandum Recommendation THAT Memorandum No. SSS -2018-04 dated 16 -Nov -2018 submitted by SSS' and the SC to the Township of Oro-Medonte be received for information. Summary: Repeal of the Green Energy Act On September 20th, 2018 the Provincial government announced the repeal of the Green Energy Act (GEA). The GEA was enacted in 2009 for the purpose of fostering the growth of renewable energy, promoting a green economy, and ensuring that the broader public sector makes effort to conserve and uses energy efficiently. This repeal still needs to be successful in the 2nd and 3rd reading prior to Royal Ascent into Provincial legislation. 1 Sustainable Severn Sound (SSS) is a regional sustainability program supported by 7 of the municipalities in the County of Simcoe and the District Municipality of Muskoka, including the Towns of Midland and Penetanguishene, and the Townships of Georgian Bay, Severn, Oro-Medonte, Tiny and Tay. This project also receives in-kind support and Sustainability Committee representation from the North Simcoe Community Futures Development Corporation / Societe d'aide au developpement des collectivites Simcoe Nord (NSCFDC), the Severn Sound Environmental Association (SSEA), and the Simcoe-Muskoka District Health Unit (SMDHU). The SC serves as an advisory committee to SSS by supporting the SSS objectives to: (1) educate municipalities and their communities on sustainable practices and policies and connect them to resources, tools and funding, (2) advance the adoption of practices/policies within municipal operations to support climate change action, greenhouse gas mitigation and sustainable communities, and (3) advocate for sustainable environmental, social and economic practices and policies at the direction of the partner municipalities. p1Ctr nfl Li//er , kkdland 1� 41 Liv '/f�c�oirlc� y IS.uJ 7irar � I:a'rno,F 1 -arum "errelmrf?Id51re{ti0 +v,.a. Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 198 of 272 ell Sp_ • simcoe r- -_ COUNTY or muskoka A&L If COC DISTRICT HEALTH UNIT NORTH SIMCOUSINICOE NOR R A Your Health Connection doom sn Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 198 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change C O Plan Sustainable Severn Soun� The Proposed repeal of the GEA will result in amendments to the following Acts: Regulation Proposed amendment Potential impacts to municipal operations Municipalities will continue to report annually on its facility Reintroduce GEA energy Electricity Act, energy consumption and associated greenhouse gas emissions, conservation and efficiency 1998 and will develop and implement energy conservation and initiatives demand management plans every 5 years. Restore municipal authority Municipal planning authority will be restored regarding the siting Planning Act, over siting renewable energy of renewable energy generation projects, as they will be subject 1990 projects to planning tools such as zoning and Official Plan By-laws. Authorize the Lieutenant The Province still needs to define how renewable energy projects Environmental Governor in Council to prohibit will demonstrate demand to obtain the necessary Provincial Protection Act, issuance of Renewable Energy approvals. This may impact municipalities' ability to receive 1990 Approvals (REAS) where energy Renewable Energy Approval for future renewable energy demand is not demonstrated projects. (1) Amendments to the Electricity Act, 1998 Provisions related to certain energy conservation and efficiency initiatives would be repealed from the Green Energy Act and may be re -introduced in the Electricity Act, specifically: - Promoting Energy Conservation (O. Reg 97/08): permits the use of energy efficient goods, services and technologies despite restrictions that may prevent their use; - Energy Efficiency Standards (O. Reg 404/12): regulates energy and water efficiency standards for appliances and products in Ontario; - Customer Access to Data: establishes a framework to introduce a common data standard for energy data i.e. Green Button Initiative; - Energy and Water Reporting and Benchmarking (O. Reg 20/17): Ontario building owners (commercial, industrial, multi -unit residential and other building types) that are 50,000 square feet or larger, are required to report their building's energy and water consumption and greenhouse gas (GHG) emissions annually; and own nfl I/ley�, �,LEx dland- ` (` / /11"'J11 ......%�16 ,leW MY pcuelurrgufslrc�}e +.,.a. ern So �+ • simcoe � ° �„R •%�� c . ,�• muskoka „mnu t� o..,t, 'coENo><o SIMCOE DISTRICT HEALTH UNIT �� NORTH SIMCBEISIM Your Heakh Connection , 'nenla4 Ps c...n•.,e.., I„ n.. n.. �� Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I 1_413 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 199 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change O)uw/ Plan Sustainable Severn Sound - Broder Public Sector Energy Reporting (O. Reg 397/11): Public sector agencies (including municipalities) are required to report annually on their energy use and associated GHG emissions and publish reports this data on their websites, in addition to a five energy conservation and demand management plan. Impacts to the municipal operations: No impacts to current municipal operations. Municipal staff will continue to report to the Province annually on the Township's facility energy consumption and associated GHG emissions and will develop and implement an energy conservation demand management plan every 5 years. (2) Amendments to the Planning Act, 1990 The Green Energy Act gave the Provincial government authority to approve renewable energy projects, despite if resistance was demonstrated from residents or the municipal government. The Planning Act would be amended to repeal exemptions that exist under the Green Energy Act for renewable energy undertakings from most land use planning instruments. This would restore municipal planning authority regarding the siting of renewable energy generation facilities. In addition, the legislation would: - Provide immunity from litigation arising from the restoration of municipal planning authority; and - There can no longer be an official appeal made to the Local Planning Appeal Tribunal (formerly known as the Ontario Municipal Board) where Official Plan and zoning By-law policies do not support the siting of renewable energy. The Minister of Municipal Affairs and Housing is exempt to this amendment. Impacts to municipal operations: An appeal is being made to empower municipalities to use planning tools to control the siting of renewable energy projects, including policy statements, provincial plans, zoning By-laws, public works and By-laws to conform to Official Plans, demolition control By-laws, development permit regulations and orders under Section 17 under the Ontario Planning and Development 4V.1 M1'n+uJ 1Prrsr �. 1_urrui,� l+rrurc perrelmrf?IdSlre�ti0 +o-,ky. Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 200 of 272 ern So • simcoe muskoka °, �,,� �: AK .NY �f DISTRICT HEALTH UNIT ==' -- — NORTH $IIACOUSINICOE NORD �1�� S Your Health Connection"Tcxa4 P} Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 200 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change `O A 7oww Plan Sustainable Severn Soun� Act, 1994. Empowering municipalities to have more control on the siting of renewable energy projects should be considered through the current Official Plan and associated zoning By-law updates. (3) Amendments to the Environmental Protection Act, 1990 The Environmental Protection Act will be amended to give the Lieutenant Governor in Council the authority to make regulations to prohibit the issuance or renewal of Renewable Energy Approvals. - This would include circumstances where the demand for the electricity that would be generated by the renewable energy project has not been demonstrated; and - A renewable energy project developer will be required to demonstrate that there is demand for the electricity they will generate to get a renewable energy approval for wind, solar or bio -energy projects. Impacts to municipal operations: This regulatory amendment would affect future renewable energy approval applicants and those whose applications are under review. It will not affect renewable energy approvals that have already been issued. The Province has not yet defined what is specifically required to demonstrate a demand for electricity as a result of the regulation. This may impact the process to receive a REA if your municipality were to pursue future renewable energy projects. Conclusion The information contained in this memorandum relates to efforts the Township of Oro-Medonte may take in the response to climate change. In addition to the success of your various community sustainability and climate change mitigation initiatives (i.e., replacing streetlights with LED fixtures, Guthrie Arena Renovation Project), SSS and the SC are currently working to identify realistic and achievable climate change actions to further mitigate (reduce) your GHG contributions, that will in turn save the Township money. If you would like further information in relation to this memorandum or to To dE, �a��ni rt�frrk� {idland y JL My i� pe.+...... uiS�7e40 +o-,ky. Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I 1_413 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 201 of 272 gIrk Sp • simcoe ° v � r- -, �ouNr r Muskoka ° `� h� oisraIcT Nur uwr NORTH SIMCDEISIMCOE NORO�f �1�� S Your Health Connection�t door . Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I 1_413 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 201 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change 0 A7oww Plan Sustainable Severn Soun� the services provided by SSS and the SC, please connect with Councillor Barbara Coutanche, your appointed Sustainability Committee member. The information presented in Memorandum SSS -2018-04 was prepared by Victoria Ervick, SSS's Climate Change Coordinator and is adapted from an analysis completed by Christina Guido from the Town of Caledon and the Ontario Environmental Coordinators Network managed by the Clean Air Partnership summarizing the repeal and the impacts to Ontario municipalities. CC: Councillor Barbara Coutanche, Sustainability Committee member Links and Resources Bill 34, Green Energy Repeal Act, 2018 https://www.ola.org/en/legislative-business/bills/parliament-42/session-1/bill-34 Electricity Act, 1998 https://www.ontario.ca/laws/statute/98el5 Environmental Protection Act, 1990 https://www.ontario.ca/laws/statute/90el9 Planning Act, 1990 https://www.ontario.ca/laws/statute/90pl3 Planning and Development Act, 1994 https://www.ontario.ca/laws/statute/94o23 Federation of Canadian Municipalities, Partners for Climate Protection program https://fcm.ca/home/programs/partners-for-climate-protection.htm SSS's Local Climate Change Action Plan: Regional Greenhouse Gas Summary, 2018 https://drive.google.com/file/d/llnCL5EugvgXcW6aSQYlLKtGxerK9b9lA/view L'dland 0 /f-morrle JL My P "' rouJ HM1 0, IxrinnF 1.— perrelmrf?rd5lre�ti0 +o-,ky. Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON 1 1-413 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 202 of 272 ell Sp_ • simcoe v °�COUNT�r Muskoka ° `" " h� �f DISTRICT HEALTH UNIT NORTH SIMCOUSINICOE NOR R �1�� Your Health Connection�t door . Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON 1 1-413 4K6 1 705.526.1371 x.112 I www.sustainablesevernsound.ca Page 202 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change (0) A7 Plan Sustainable Severn Sound Tracy Roxborough Sustainability Coordinator Sustainable Severn Sound (SSS) 105 Fourth Street Midland, ON L4R 4K6 November 15, 2018 RE: Consultation: A made -in -Ontario climate change plan To representatives from the Ministry of Environment, Conservation and Parks: Sustainable Severn Sound (SSS) is a sustainability -focused not-for-profit program funded and directed by seven of the municipalities in the southern Georgian Bay area (Towns of Midland and Penetanguishene, Townships of Georgian Bay, Severn, Oro-Medonte, Tiny and Tay). In addition to these partners, we work in collaboration with the North Simcoe Community Futures Development Corporation (NSCFDC), the Severn Sound Environmental Association (SSEA), the Simcoe-Muskoka District Health Unit (SMDHU), and the County of Simcoe. SSS works with these partners to (1) educate municipalities and their communities on sustainable practices and policies and connect them to resources, tools and funding, (2) to advance the adoption of practices/policies within municipal operations to support climate change action, greenhouse gas mitigation (GHG) and sustainable communities, and (3) to advocate for sustainable environmental, social and economic practices and policies at the direction of the partner municipalities. In 2018, in collaboration with our municipal and community partners, SSS developed our Local Climate Change Action Plan (LCCAP): Regional GHG Summary. The LCCAP includes the development of a community -wide GHG inventory for our 7 municipal partners, the setting of corporate and community GHG reduction targets, and the identification of action to reduce those GHGs, as selected by stakeholders and members of these 7 communities. Initiatives arising from the LCCAP will reduce 'rown vf/ Pill,,* Tire 'r YMkdland ."5,0/44 ,//c�tfis�rlc� �,,.,«ay., ,, 'P %ve+u,rbniishc,}� ZVI) SO SI�17 10� ti G� ccx rvrr or I DISTRICT H�THUNIT 2 NORTH SIMCOUSINCOINORO Sfl�l�;�t` . Comm M, Ful— D.I.pm tCorporation Your Health Connection h,, y �; � s« sFa a ro au ar.ei ppe� rm aes rou.tr aes � sat Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 www.sustainablesevernsound.ca Page 203 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change (0) A7 Plan Sustainable Severn Sound overall GHG emissions in the region while also delivering on municipal energy conservation goals and positively impacting the economic, social and environmental sustainability of our communities. The organizational model applied by SSS in utilizing our limited resources to advance corporate and community climate change action in our smaller, mostly rural municipalities has positioned our local governments and their communities to take an active response to climate change, and demonstrates a successful archetype of municipal collaboration and innovation. Further support of this model by the Province within the made -in -Ontario climate plan would allow for continued sharing and learning opportunities by these municipalities — which is vital to growing the knowledge -base of not only our local municipal representatives, but also the public -at -large. This collaboration and innovation should be recognized by the Province, with SSS and similar models referenced as examples of successful approaches to climate action by smaller municipalities that are constrained by limited resources as mentioned above, demonstrating that action can be taken in any size municipality, and that the response to climate change is the responsibility of us all, not just our urban centres. The success of Ontario's new climate plan relies on a strong network of climate partnerships that includes collaborative organizations such as SSS and the municipalities that work as part of our collective. Correspondingly, in 2018 our partner municipalities committed to taking on climate change by joining the Federation of Canadian Municipalities (FCM) and ICLEI's — Local Governments for Sustainability Partners for Climate Protection (PCP) program. Our municipalities have designated SSS as the organization responsible for representing their local government and community in the proven 5 - milestone program to reduce GHG emissions. As part of the LCCAP, SSS acquired the data needed to prepare GHG inventories for each of our 7 partner municipalities in alignment with the PCP program's Canadian Supplement to the International Emissions Analysis Protocol. The completion of these 7 GHG inventories is of key importance to the success of our efforts to reduce GHGs as they allow for: a better understanding of the link between environmental pollution and the effects of such pollutants, • identification of the sectors, sources, and activities responsible for GHG emissions, • policy formation and implementation, • understanding of GHG emission contributions and GHG reduction trends, • the development of cost-effective mitigation actions, , pwn ofJPill, aP Lkidland �')iY I/c�trrstic MY �� ye�uabn,rsh�"'` - Sert3 Soy �•.�� SI�ilCO10 a, '4 WOO r or 1171Jskoka G t r-► i�,{ 4 A DISTRICT HEALTH UNIT m _ 2 NORTH SIMCOUSINCOE NORO Sf l A1C;E ��t` .� [o m M,Ful— D.I.p c p — Your Health Connection h'+c sal `� s« s a aaro a .e,oppe� , � Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 www.sustainablesevernsound.ca Page 204 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change (0) A7 Plan Sustainable Severn Sound • monitoring of progress towards climate change and GHG reduction goals, and • the sharing of this information with the public. It is imperative that the work completed by our municipalities as members of the PCP program be recognized, and that this work be considered in the development of the Province's made -in -Ontario climate plan. Additionally, the leadership demonstrated by these municipalities deserves due recognition through new funding and resource supports to sustain the momentum achieved by the development of these comprehensive local climate change action plans that truly demonstrate leadership and innovation through collaboration/resource-sharing. The task of preparing the 7 GHG inventories posed a significant challenge, and required the investment of significant SSS staff time, municipal staff and Council member efforts and finances by these municipalities. In smaller municipalities, the energy service providers can be numerous, varied in size, and limited in their respective capacity to provide data as requested to complete these GHG inventories. The challenges associated with the collection of data could be limited by bringing forward a provincial requirement for all energy service providers to report annual energy use at the municipal - level, versus the service -scale of the utility. Easier access to energy data for Ontario municipalities and their partners would simplify the data collection process, and limit the ever-increasing data requests from municipalities to these service providers which likely slow down the overall data acquisition phase. Therefore, reliable and consistent energy data per municipality and per their respective community, including that on transportation, should be made available to all municipalities; collected, analyzed and maintained by the Province, as this would ensure a consistent approach to calculating and/or modelling achieved and/or projected energy use and associated GHG contributions/reductions, and allow for a better understanding of energy use per community. This would also support a complementary GIS or mapping application that could allow for energy mapping which could be accessed by any and all municipalities. SSS also recommends and requests the need for increased availability of provincial funding to support the implementation of GHG emissions reduction projects for smaller, rural and semi -rural communities encouraging these municipalities through priority funding in applying collective impact models and a learning -by -experience approach to GHG reduction actions, and to fully realize the quantitative, targeted results of our regional and municipal -level climate change action plans. Based upon our vn vf/ Pill, ,aP Mkidland �- T M ZVI) So SImCO� ti G� ccx lrrr or /1171Jskoka Air, r-► i�,{ \ DISTRICT HEALTH UNIT NORTH SIMCOUSINCOE HONG SIMC;E ��4t` . Comm by Ful— D.I.pm tCorporation Your Health Connectionh,,�y ;` ' s«sFa0'.d auar•Aopp.m.m—.11.0,4- sat Sustainable Severn Sound (SSS) 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 www.sustainablesevernsound.ca Page 205 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change (0) A7 Plan Sustainable Severn Sound analysis completed through our local climate change action plans, municipal facilities and community residential areas consistently account for the highest energy sector use behind transportation - and offer the largest opportunity for significant energy savings, cost -savings and GHG reductions. Consequently, funding and incentive programs that target those high energy use municipal facilities and residential areas should be made available to local governments and the not -for -profits that support them, especially in our rural and semi -rural municipalities and their communities who generally rely on non -sustainable energy sources. As growing communities located within 165 kilometres of Toronto which are also high -use seasonal locations for our urban neighbours, our municipalities have the unique opportunity to pilot innovative and effective climate action through better community design and by applying new technologies and approaches as our communities grow and expand. In order to ensure the most effectual and fair allocation of funds, the Province should undertake further consultation with rural and semi -rural municipalities and their communities to ensure any funding programs developed as a result of the Province's made -in -Ontario climate change plan recognize local priorities and capacity. Funding options are needed not only for large-scale GHG emissions projects, but also for more scalable projects which can be realistically undertaken by smaller municipalities, needed to build internal capacity and skill -level, and to foster stakeholder support and action. Furthermore, recognition of the value of the natural infrastructure and the services provided by our rural and semi -rural communities is needed. SSS recommends that an ecological services evaluation standard should be developed by the Province to quantify these services provided, boosting the value of these areas through the assignment of an economic benefit, and that the continued value of these benefits and the services they provide be supported through committed provincial funding to preserve, restore and/or enhance these areas (i.e, wetlands, forests, green spaces and parks). Townof/Pill,,* os.o. 1a,ni fxrN Lwr 404 //c trrs�rlc fir' °• � � ,�.,,a„v. � , ,,,� ,., VISO SI�ilCO� a, '4 WOO r or 1171Jskoka GAt W �� r-► i�,{ 4 I DISTRICT HEALTH UNIT m _ 2 NORTH SIMCOUSINCOE HONG Sf 1 �1�;� .� [o m M,F 1 sD.I.p c p A— Your Health Connection h'+c sal `� s« s a aaro —.11.0,4- � Sustainable Severn Sound (SSS) 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 www.sustainablesevernsound.ca Page 206 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change 0) Plan Sustainable Severn Sound SSS would like to thank the Province for the opportunity to share SSS's comments on the made -in - Ontario climate plan. We would be pleased to speak with a representative from the Province regarding this submission. Please contact myself, Tracy Roxborough, Sustainability Coordinator, at 705.526.1371 x.112 or by email at tracy@sustainablesevernsound.ca with any questions. We look forward to participating in further discussions regarding the proposed made -in -Ontario climate plan. With kind regards, " ,J 19,14 Tracy Roxborough Sustainability Coordinator Sustainable Severn Sound Cc: Sustainability Committee Membership Midland: Councillor Jack Contin; Councillor Jonathan Main I Penetanguishene: Andrea Betty, Director of Planning and Community Development; Deputy Mayor Anita Dubeau; Councillor Mike Lauder I Township of Georgian Bay: Nicholas Popovich, Director of Planning and Development I Township of Severn: Councillor Ron Stevens I Township of Oro-Medonte: Councillor Barbara Coutanche I Township of Tiny: Doug Luker, CAO I Township of Tay: Councillor Cate Root I County of Simcoe: Deputy Mayor Steffen Walma, Township of Tiny County of Simcoe: Tyler Hunt, Sustainable Operations Supervisor, Procurement, Fleet and Property I Simcoe Muskoka District Health Unit: Brenda Armstrong, Program Manager, Healthy Environments Program; Morgan Levison, Climate Change Lead, Healthy Environments Program I Severn Sound Environmental Association: Julie Cayley, Executive Director; Michelle Hudolin, Wetlands and Habitat Biologist I North Simcoe Community Futures Development Corporation: Chris McLaughlin, Executive Director I Sustainable Severn Sound: Victoria Ervick, Climate Change Coordinator "pg of/Y/! r! Lkidland Berri Sp � � • simcoe �� r- ..,� .. 11 01 Muskoka �• SIMCOE ^►� DISTRICT HEALTH UNIT - NORTH SIMCOE/sRRCOE NORR Your Health Connection Sustainable Severn Sound (SSS) 1 105 Fourth Street, P.O. Box 8, Midland, ON I L4R 4K6 1 705.526.1371 x.112 www.sustainablesevernsound.ca Page 207 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C li mate tSustainable Severn Sound 1 Plan $use[ples a Severn Sounder mu icia titles ti a integration ofsustain a6i ity +:� princip�eswitltinour parteermunicipa�itiesen�t6rcommunities. Sustainability Committee Meeting Minutes Date Thursday, July 12, 2018 Time 10am-12pm Location Sustainable Severn Sound's Office (c/o North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendance Brenda Armstrong, Program Manager, Environmental Health, Simcoe Muskoka District Health Unit Chris McLaughlin, General Manager, NSCFDC Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Cate Root, Township of Tay Councillor Ron Stevens, Township of Severn Councillor Mike Lauder, Town of Penetanguishene Councillor Jonathan Main, Town of Midland Deputy Mayor Anita Dubeau, Town of Penetanguishene Michelle Hudolin, Wetlands and Habitat Biologist, Severn Sound Environmental Association Nick Popovich, Director of Development Services, Township of Georgian Bay Tyler Hunt, Sustainable Operations Supervisor from the County of Simcoe Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Victoria Ervick, Climate Change Action Plan Coordinator, Sustainable Severn Sound Regrets Andrea Betty, Director of Planning and Community Development, Town of Penetanguishene Aisha Chiandet, Water Scientist, Severn Sound Environmental Association Councillor Jack Contin, Town of Midland Deputy Mayor Steffen Walma, Township of Tiny, County of Simcoe representative Doug Luker, CAO, Township of Tiny (Chairperson) Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Julie Cayley, General Manager, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit 1.0 Approval of Agenda Discussion: Sustainability Committee acting Chairperson C. McLaughlin requested any additions or changes to the agenda. T. Roxborough added Item 3.2 and Financial Statement (Item 4.1) to handouts. With no additional additions or changes to the agenda, C. McLaughlin requested a motion to approve the agenda. Moved by A. Dubeau, seconded by N. Popovich. Carried. Welcome Tyler Hunt, Sustainable Operations Supervisor from the County of Simcoe. 2.0 Approval of Minutes from the 14 -June -2018 SC Meeting Discussion: The 14 -Jun draft minutes were sent out to the SC committee on 15 -Jun -2018, and again on 7 -Jul -2018 with the meeting agenda, and T. Roxborough receiving no requests for corrections or SSS and the SC Minutes— 12 -Jul -2018 Page 208 of 272 3.0 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan Sustainakle Severn Sound ,�. Sustainable Severn Sounp (SSS) champions the integration of sustainability principleswAinour partner municipaIitiesand tiieircommunities. comments. Acting Chairperson C. McLaughlin requested any comments or corrections to the 14 -Jun - 2018 draft minutes, and receiving none, requested a motion to approve the 14 -Jun -2018 minutes. Moved by B. Coutanche seconded by R. Stevens. Carried. 11 SustainabilityComm ittee ju ne-14-min uti 2018 SSS Work Plan Items 3.1. Sustainability Bulletin Discussion: Distributed May/June issue on 31 -May -2018 to Clerks, which is then distributed internally to all council and staff in addition to residents. July issue will be sent by 21 -Jul -2018, which will include feature on regional LCCAP release BBQ, GHG summary graphics, SSS FCM funding announcement, external funding opportunities, and a municipal partner feature. Action Items: If SC members would like anything featured in the 21 -Jul -2018 issue of the Sustainability Bulletin, please share with T. Roxborough at your earliest convenience. 3.2 Reports to Partners/Councils Discussion: Discussion on the approach for distribution of the local climate change action plan to partners and stakeholders, data providers, municipal staff and Council members. T. Roxborough requested SC members review draft MEMO for comment, requesting input as to whether or not this is what is expected of SSS. M. Lauder suggested that SSS send (5) LCCAP documents to each municipality — A. Dubeau has distributed 5 LCCAP hardcopies within the Town of Penetanguishene. As part of FCM's grant, this report must be sent by 20 -Jul -2018. M. Lauder commented on 21 -Jun -2018 event, very well received, great booklet, excellent food, presentations, etc. Action Items: SC to review draft MEMO and provide any comments to T. Roxborough prior to 20 -Jul -2018. SSSMemo ra nd u m-2 018 -03 -DRAFT. pdf 3.3 Pollinator Activities Discussion: No update at this time in terms of the Hydro One, Pollinator Partnership, Tay Township, SSEA and SSS project update at Bridgeview Park. (10) new Facebook shares, and (1) pollinator prize pack distributed for Pollinator Week. Distributed wildflower seed packages (28+) and (1) butterfly house to grade 7/8 students in Penetanguishene. Action Item: T. Roxborough to provide update at 9 -Aug -2018 meeting on the Hydro One, Pollinator Partnership, Tay Township, SSEA and SSS progress. 3.4 Website Maintenance and Development Discussion: The LCCAP is now available on the website on the main webpage. M. Lauder suggested to update website to include agendas/minutes from March 2018. SSS and the SC Minutes— 12 -Jul -2018 Page 209 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan Sustainakle Severn Sound Sustainable Severn Souncl (SSS) champions the integration of sustainability principles within our partner municipalities and their communities. Action Items: T. Roxborough to update website to include SC agendas and minutes from March 2018 to present. 3.5 Sustainability Speaker Series and Events 3.5.1 NSCFDC Annual General Meeting Discussion: SSS presented to the NSCFDC Board and partners at the AGM on 19 -Jun - 2018, at Sainte Marie among the Hurons. 3.5.2 Presentation to Canadian Martyr's school Discussion: SSS presented to a Grade 8 classroom at Canadian Martyr's on 20 -Jun -2018, as requested by the Town of Penetanguishene. If you are interested in seeing the full presentation, it is included in the minutes. F1 ju ne20-canmartyrs- school.pdf 3.5.3 SSS's Local Climate Change Action Plan: Regional GHG Summary Release BBQ Discussion: SSS hosted an event on 21 -Jun -2018 to celebrate the release of the first regional LCCAP at Sainte Marie among the Hurons. Approximately 29 people were in attendance, with presentations to PCP members from Ian McVey from FCM. J. Main complimented the LCCAP, and requested an appendix document for each municipality that contains the 'raw data' that went into the LCCAP document. M. Lauder noted that prior to the LCCAP, SSS was focused solely on education but with a tangible document such as LCCAP, there is a new direction that SSS is moving toward by developing and delivering data and is therefore becoming an entity that is reliable and needed by municipalities. C. Root suggested that if there are research grants available to SSS, to help support reporting, research, data infrastructure — the SC committee will be supportive of an application. Re: Canadian Martyr's presentation, M. Lauder noted SSS's mandate and the direction moving forward. With changes to the mandate in 2015 to focus more on educating municipalities rather than residents, by presenting to schools it is noted that this is a step outside the current 'boundaries' of the group, if we are educating residents as a whole. M. Lauder continued by recognizing that climate change action is very important, both at the municipal and community level. Recommends to the SC to revisit the mandate, potentially in the form of a motion, to allow SSS to approach residents/communities to share knowledge and education. C. McLaughlin suggested we look at what SSS has done to date, and revisit the mandate in order to decide a direction moving forward. Consensus among SC that the word 'advocate' within SSS's mandate, should be revised. Action Items: T. Roxborough to include presentation on website. T. Roxborough/C. McLaughlin to review presentations/advocacy/education to date, and determine the alignment with mandate and provide update at next meeting. SSS and the SC Minutes— 12 -Jul -2018 Page 210 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C li mate tSustainable Severn Sound Plan Sustainable Severn round rrr) c6ampiens the integration aFsustainabi hty �' principleswitiiinour partner municipalitiesen8theircommunities. D june-21 final-FINAL -4slidesperpage. pdf 3.6 Local Climate Change Action Plan Project: Regional GHG Summary Discussion: The next phase of the LCCAP, is the implementation plan to support the LCCAP. T. Roxborough asked SC members to review the draft implementation plan, and provide comments. In summary, as part of implementation work plan —T. Roxborough and V. Ervick to complete additional 'pages' per each recommendation containing different actions for each of the 18 recommendations outlined in the LCCAP. T. Roxborough suggested a work session at the 9 -Aug -2018 meeting to go over implementation actions in order to determine what specific actions each municipality would like to focus on (1 to 2 actions), noting that most are long-term strategies that could take 3-5 years to implement. J. Main asked for clarification as to whether or not these actions would be entirely municipally focused. T. Roxborough clarified that some actions would be focused on the community. Having an implementation work plan, will help identify what the responsibilities of the SC, SSS and municipalities are, and what everyone is capable of achieving. B. Armstrong asked whether or not there will be a mapping exercise superseding the identification of implementation actions, noting that it is imperative that actions are measured based on impact, cost, reduction of GHGs, etc. T. Roxborough and V. Ervick have a scheduled phone -call with FCM today (12 -Jul -2018) to discuss different modeling options, and will provide update at 9 -Aug -2018 meeting. M. Lauder, summarized that this is a framework that requires SC members to come up with objectives, then narrow in on actions that are manageable. T. Roxborough clarified that there are 18 recommendations in the LCCAP report, and each recommendation will have its own 'implementation chart/work plan' containing high-level objectives/actions. Once this chart is complete, SSS will work with SC members to identify what specific actions (1-2) that each municipality is willing to implement. T. Roxborough noted that SSS is researching different mapping/matrix/scoring systems/models to identify feasibility, GHG reductions, etc. for each action. By joining the PCP program, municipalities have committed to reducing GHGs and work toward the 5 Milestone framework, which includes implementation of actions from the LCCAP recommendations. Lastly, M. Lauder noted that it is ultimately up to each municipality to make the final decision from SSS's recommendations. Action Items: T. Roxborough to include an updated implementation work plan template with the minutes. SC members to review implementation template, and provide any feedback to T. Roxborough or V. Ervick. T. Roxborough/V. Ervick to provide update at 9 -Aug -2018 meeting re: GHG reduction calculators. 19 Implementationpla n-draft.docx SSS and the SC Minutes— 12 -Jul -2018 Page 211 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C I i mate Sustainable Severn Sound Sustainable Severn Sound (SSS) champions the integration orsustainakity Plan PrinciPleswithinour partner municipalitiesend&ircommunities. 4.0 SSS Project Budget 4.1 Financial Statement, 30 -Jun -2018 Discussion: Acting Chairperson C. McLaughlin requested any comments re: financials. C. Root noted that under EI, 72% of the budget has already been allocated under EI. With our yearend being Jan -Dec, this is an accurate representation of EI to date. SSS will receive the first payment of the FCM funding in August — any expenses shown, will be offset by this funding source. J. Main requested clarification as to when the FCM funding would end, with C. McLaughlin noting that it ends Feb/Mar 2019 in terms of staff cost, and currently working with FCM to get an agreement that is more favourable to SSS, proposed a new agreement where SSS would get 80% of funding within the first couple months, then 20% at the end. OTF Seed Grant, is now exhausted and is being reconciled with T. Roxborough preparing final report. The OTF Grow Grant application was submitted, and SSS should receive feedback in Sept/Oct 2018. Acting Chairperson C. McLaughlin requested a motion to accept the financials as presented, moved by J. Main, seconded by A. Dubeau. Carried. 11 Financial -Statement -30-Ju n-2018-sss-oti 4.2 Summary and Status of Funding Submissions by SSS 4.2.1 FCM Municioalities for Climate Innovation Program (MCIP). Climate Change Mitigation I)isrttssinn- - Resubmission by SSS on 17 -April -2018 after FCM review and comments — Approved request of $89,700 to support local climate change action plan staff until February 2019, and to develop implementation plan — Formal announcement by FCM scheduled for 16 -Jul -2018 text-mcip-revisedyu ly-2018. d o cx 4.2.2 County of Simcoe Arts, Culture and Natural/Built Heritage Grant Disrussinn- - SSS approved for $9,245 to support a series of promotional/informational videos (what, why, and how we can mitigate GHGs) aligning with the LCCAP — Have until March 2019 to spend those funds, developing plan as to how we are going to develop those videos 4.2.3 Ontario Trillium Foundation Grow Grant Discussion: — Seed grant funding now exhausted by SSS, staff currently completing final grant report required by OTF Grow grant submitted 16 -May -2018, requesting $452,500 for a 3 -year term Overview enclosed for information B. Armstrong asked if there as any risk with the change in Government in terms of future OTF funding. C. McLaughlin commented that OTF is rarely impacted by SSS and the SC Minutes— 12 -Jul -2018 Page 212 of 272 5.0 14.e) Correspondence from Sustainable Severn Sound- Memorandum SSS -2018-... Local Climate T"APlan Sustainakle Severn Sound Sustain ahle &wn Sounp ($$$) champions the integration aisustai,ah'ility principles within our partner municipalities and their communities. government, as the funding decisions are made by a local 'review committee,' but OTF is at an arm's length from the government. F1 Ontario-Trillium-Fo undation-Overview- 4.2.4 FCM Staff Support Grants Discussion: Submitted by SSS on 3 -Jul -2018, requesting $113,600 for a 2 -year term to support the actual implementation of the LCCAP plan, and supporting municipalities, addressing the recommendations within the LCCAP. Had to be submitted from a municipality —Township of Tiny submitted on SSS's behalf. Overview enclosed for information F) Overview -ClimateC hangeStaffGrant-3-_ Councillor Root left the meeting at 11:05am. Other Business 5.1 First Nations Involvement on the Sustainability Committee Discussion: To date, SSS has been unsuccessful in connecting with local First Nation communities. B. Armstrong noted that the SMDHU is working alongside Cambium Aboriginal on a project on Christian Island around climate change vulnerabilities, requested input from SC if there was interest in having Cambium presenting to the SC on the project. T. Roxborough suggested this presentation take place in the Fall, but noted it might be worthwhile to host an off-site session around the topic of energy, net metering, Christian Island project, etc. J. Main requested what the Cambium project is about, B. Armstrong confirming that is based on climate change vulnerabilities to the Island (wind, water, etc.) not energy. Discussion re: additional First Nation communities in the area, N. Popovich noting Wahta, Moose and Dear Point located in the Township of Georgian Bay, and J. Main noting Rama, Beausoleil and Chippewa. M. lauder noted that this discussion has been ongoing, and with no avail — appreciates the County of Simcoe joining the discussion and hopes that while there has been no conversations to date re: sharing of knowledge with First Nations communities, and hopes for future conversations to take place. Action Items: T. Roxborough and B. Armstrong to connect as Cambium Aboriginal project develops. 5.2 Amp Energy, Net Metering for Municipalities Discussion: As per the SC's direction at the last meeting, SSS followed up with AMP noting that we were not comfortable signing the NDA, but happy to discuss further options. J. Main requested a recap — T. Roxborough reminding SC that AMP reached out to SSS to see if any of our municipal partners were interested in a project similar to the one taking place at the Township of Parry Sound. SSS and the SC Minutes— 12 -Jul -2018 Page 213 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C I i mate tSustainable Severn Sound SustPlan pr[nc i les a Severn rSounJ part (rgs} champions ti a integration oisustaina�i ity Princi P�es within our partner municipalities and their communities. Action Items: SSS will continue to provide updates as they become available. 5.3 Proposed SSEA and SSS Merger Discussion: First meeting re: the merger took place on 28 -Jun -2018. Since that meeting, a draft TOR has been created with a second meeting scheduled for Sep -2018. T. Roxborough reminded the SC that at this point, there is a specific communications strategy being developed in the background — so if and when you are approached re: the merger, welcome to say that this option/opportunity is currently being explored. M. Lauder commented that SSS is at a turning point, and is doing exceptional work for municipalities and it is important that this not lost if and when the merger takes place. Important that neither SSS or SSEA loses the 'credibility' and functionality. C. McLaughlin informed SC members that municipalities will receive two separate budget requests for 2019-2020, with a combined ask taking place in 2020-2021 if the merger takes place. Action Items: T. Roxborough to send meeting invite to B. Armstrong (SMDHU) to participate in next meeting re: merger. 6.0 Membership Updates Township of Severn - Very much involved in the changes in the Planning Act (settlement areas), ongoing work Township of Georgian Bay - No updates. Election mode. Township of Oro-Medonte - Oro-Medonte, gave out awards. Young girl (grade 6), spoke about clean water and water health (created website, poster, etc.). Two sisters wrote a booklet about mental health and addiction for young people. Another group from a school who raised $15,000.00 for pancreatic cancer. - B. Coutanche, to send T. Roxborough link to website for clean water and water health Town of Midland - Very successful community events thus far in the summer season: Buttertart Festival welcomed over 56,000 people+, Ribfest and Canada Day celebrations were well attended, with Feast Fest and Tug Fest upcoming. - 4 storey apartment building being construction at the corner of Midland Ave and Hugel - An Environmental Assessment is taking place at the old SSEA location / Midland Public Works buildings — great opportunity for affordable housing, apartment, condos, etc. - Yonge St. road diet is live, repainted (bike lanes all the way to 93) Town of Penetanguishene - Main St. project is ongoing, and is going very well - Public Art Project — went back to Council for 2nd time, $20,000 has been set aside— bringing it to the Senior team, to put together an ad-hoc committee • Not necessarily murals, but there will be sections along Main St. where there will be areas for art statues, abstract art pieces, etc. highlighting history, culture, waterfront of Penetanguishene. - Re: article in Midland Mirror, 15 million litres of sewage spilled into Georgian Bay, wanted to clarify that Penetanguishene water was tertiary water, not raw sewage; a reprint is being requested SSS and the SC Minutes— 12 -Jul -2018 Page 214 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C I i mate #,g T"APlan SMDHU SSEA Sustainable Severn Sound Sustainable Severn SounJ (SSS) champions the integration dsustainakity principes within our partner municipalities and their communities. - Continuing to move forward to Climate Change Action Plan. Morgan is drafting an article for submission to an international science journal on the approach to the vulnerability assessment, to help translate the knowledge of how to do this type of research project. B. Armstrong will let SC know when this is complete. - Masters practicum student, working to help development a climate change network to exchange information on climate change activities. - Relocated to new office in Port McNichol - Click mere for new contact information County of Simcoe - Recently opened 3 EV chargers (Washago, Stayner, Midhurst), fast charging (20-30min) - Hoping to look at building standards, new construction to reduce overall energy intensity - Waiting to hear about the success of 'Textile Recycling Program' — of the textiles that were "not - worthy" of being donated, they were recycled. NSCFDC - Attended Councils at Penetanguishene and Tiny, on Broadband Analysis and attending Beausoleil First Nation - Township of Tiny Mayor's golf tournament, 13 -Jul -2018 7.0 2018 Meeting Schedule Thursday, August 9, 2018 110am- Thursday, September 6, 2018 10am-12pm Thursday, October 11, 2018 10am-12pm Thursday, November 8, 2018 10am-12pm Thursday, December 6, 2018 10am-12pm SSS Office, 105 Fourth Street, Midland • Other Business SSS Office, 105 Fourth Street, Midland • Other Business SSS Office, 105 Fourth Street, Midland Other Business SSS Office, 105 Fourth Street, Midland • Other Business SSS Office, 105 Fourth Street, Midland • Other Business Motion to adjourn meeting. Moved by J. Main, seconded by A. Dubeau. Carried. 8.0 Adjournment: Time: 11:52pm Next Meeting When: Thursday, August 9, 2018 Time: 10am-12pm Where: 105 Fourth Street, Midland SSS and the SC Minutes— 12 -Jul -2018 Page 215 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C li mate tSustainable Severn Sound 1 Plan $use[ples a Severn Sounder mu icia titles ti a integration ofsustain a6i ity +:� princip�eswitltinour parteermunicipa�itiesen�t6rcommunities. Sustainability Committee Minutes Date Thursday, August 9, 2018 Time 10am-12pm Location Sustainable Severn Sound's Office (c/o North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendance Andrea Betty, Director of Planning and Community Development, Town of Penetanguishene Chris McLaughlin, General Manager, NSCFDC Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Jonathan Main, Town of Midland Councillor Cate Root, Township of Tay Councillor Jack Contin, Town of Midland Councillor Ron Stevens, Township of Severn Deputy Mayor Anita Dubeau, Town of Penetanguishene Deputy Mayor Steffen Walma, Township of Tiny, County of Simcoe representative Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Victoria Ervick, Climate Change Action Plan Coordinator, Sustainable Severn Sound Michelle Hudolin, Wetlands and Habitat Biologist, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Tyler Hunt, Sustainable Operations Supervisor, County of Simcoe Regrets Aisha Chiandet, Water Scientist, Severn Sound Environmental Association Brenda Armstrong, Program Manager, Environmental Health, Simcoe Muskoka District Health Unit Councillor Mike Lauder, Town of Penetanguishene Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Julie Cayley, General Manager, Severn Sound Environmental Association Nick Popovich, Director of Development Services, Township of Georgian Bay 1.0 Approval of Agenda Sustainability Committee Chairperson, D. Luker, requested any additions or changes to the agenda. T. Roxborough added event request, added in Item 5.4, Other Business, with discussion to follow. With no additions or changes to the agenda, D. Luker requested a motion to approve the agenda Moved by C. McLaughlin, seconded by A. Dubeau. Carried. 2.0 Approval of Minutes from the 12 -Jul -2018 SC Meeting (pages 10-17) Discussion: Draft minutes were sent to the Sustainability Committee for review and comments on 13 -Jul -2018. With T. Roxborough receiving not requests for corrections, Chairperson D. Luker requested any further comments or corrections to the 13 -Jul -2018. Receiving none requested a motion to approve the draft minutes. Moved by B. Coutanche, seconded by J. Main. Carried. SSS and SC the Minutes— 9 -Aug -2018 Page 216 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan D SustainabilityComm ittee-d m -Ju lyl 2. pdf 3.0 2018 SSS Work Plan Items Sustainakle Severn Sound Sustainable Severn Sounp (SSS) champions the integration of sustainability Principles within our partner municipalities and their communities. 3.1. Sustainability Bulletin Discussion: Next issue to be released 13 -Aug -2018, awaiting permission from FCM for funding announcement. August's issue will include information on regional LCCAP, SSS next steps, and FCM funding announcement. 3.2 Reports to Partners/Councils Discussion: Sustainability Committee was requested to review draft Memorandum SSS -2018-03 and to provide any comments to T. Roxborough prior to 20 -Jul -2018. Version 3 sent to each committee member for review on 30 -Jul -2018, distributed to Clerks for submission to Council on 2 -Aug -2018. Respective reports can be accessed by committee members at the links below. T. Roxborough asked SC members to 'pull' Memo from Council packages. For clarification purposes, this Memo is NOT a request to Council to endorse the recommended targets, this is just a motion to receive for information. This Memo contains recommended regional targets, next step is to work with PCP municipalities to identify their respective specific corporate and community targets and to request Council's approval. — Midland: Draft sent to A. Campbell for review on 30 -Jul -2018 — Penetanguishene: Sent to S. Cooper, A. Betty, A. Dubeau and M. Lauder on 2 -Aug -2018 — Georgian Bay: Sent to all Council, J. Gunby and N. Popovich on 2 -Aug -2018 — Oro-Medonte: Draft prepared by SSS, direction requested from B. Coutanche — Severn: Sent to S. Goerke, W.H. Sander and R. Stevens on 2 -Aug -2018 — Tay: Sent to A. Gray, R. Lamb and C. Root on 2 -Aug -2018 — Tiny: Sent to L. Russell, S. Walma and D. Luker on 2 -Aug -2018 3.3 Pollinator Activities Discussion: C. Root and M. Hudolin explained that work of some capacity has began at the Bridgeview Park site. T. Roxborough has requested an update from Tay and SSEA re: status of Bridgeview. Action Items: C. Root to follow up with B. Anderson for an update on the Bridgeview site, M. Hudolin to speak to R. Canning at SSEA and provide update at next meeting, as T. Roxborough is planning an e-mail update to Hydro One/Pollinator Partnership on the status of the proposed project. 3.4 Website Maintenance and Development Discussion: Website has been updated with the following items: i. LCCAP and LCCAP Methodology ii. Strategic Asset Management Toolkit, Municipal Finance Officers' Association of Ontario iii. Presentations by SSS (1) Supporting Municipalities in Local Climate Change Action, (2) Sustainability and Environmental Action in your Community (school presentation featuring Penetanguishene and Tiny) iv. All agendas and minutes up-to-date and posted SSS and SC the Minutes— 9 -Aug -2018 Page 217 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan Sustainakle Severn Sound Sustainable Severn Sounp (SSS) champions the integration of sustainability Principles within our partner municipalities and their communities. 3.5 SSS Terms of Reference and Discussion on the SSS Mandate (pages 18-23) Discussion: At 12 -Jul -2018 meeting, SSS was directed to review the ToR and propose an alternative to the current three objectives, specifically the context of 'advocate.' T. Roxborough provided SC members with a revised copy of the ToR, and requested members to review the ToR and provide comments and/or questions. C. McLaughlin noted that the word 'advocate' is very contextual, and depends on the specific topic that is in question. Given that SSS is an extension of our municipal partnerships, there is a need for distinction surrounding the topic of advocate and who is requesting the advocacy. Being an extension of municipalities, it is important to note that SSS is the 'environmental voice' for the partners, and we should advocate what they would like us to advocate, however there is difficultly presenting this in the ToR, without appearing as a closed door organization. J. Main commented that the word 'advocacy,' is important and would like to see it remain in the ToR, as this piece may become especially important if and when the SSS/SSEA merger happens. B. Coutanche suggested Objective #3 to read, "Advocate on behalf of our partners." M. Levison noted that educating municipalities should still remain as Objective #1, and believes that the SSS partners would not go against one another in terms of advocacy. J. Contin added that the ToR should clearly identify the role of SSS, and look at what the 'triggers' are that put the flags up. S. Walma asked for clarification as to why the County of Simcoe is not listed in the ToR as a partner. Due to the fact that the County of Simcoe has not provided any financial contributions as of late, T. Roxborough noted that they are not currently listed as a member in the ToR. SC recommended that much like SSEA and the SMDHU, the County should be listed as an 'in-kind' partner. SC directed SSS to continue exploring partnership with the County of Simcoe, with D. Luker reminding SC that a requested to the County for a financial contribution went unanswered in February 2019. J. Contin suggested a MOU in order to identify partners, commitment level, formal agreement, etc. M. Levison requested correction to SMDHU's title, changing to' Health Hazards/Vector Borne Diseases' to 'Healthy Environments Program'. D. Luker requested an edit be made to the Township of Tiny membership list, as it currently lists S. Walma and D. Luker— however S. Walma is also representing the County of Simcoe at the table. D. Luker suggested T. Roxborough create an appendix to further address the different types of memberships, roles, and organizations. Given an influx of public requests and inquiries, the heading 'Public Requests and Inquiries' was added to the ToR, with T. Roxborough requesting comments from the SC. C. Root noted that the SC should be 'open to the public' for listening purposes only, and requests for presentations should undergo a formal review process, which is TBD. C. McLaughlin explained the intricacy of the board, of what SSS can and cannot do in terms of inviting the public, since SSS is on NSCDC's payroll but funded by the municipalities, there is a question of public versus private. 11 SC -SSS TermsofRefe re nce-2018-revised-) Action Items: T. Roxborough to update 'community' populations (permanent residents, seasonal residents) to reflect accurate numbers, and provide background on source. S. Walma, T. Hunt and T. Roxborough to follow up with County of Simcoe re: financial and/or in-kind partnership/representation on the SC. If any SC members have any comments/suggestions as to how the objectives can be re- worded, send to T. Roxborough. Based on the comments received today, T. Roxborough and C. McLaughlin are to review ToR, specifically looking at correct wording re: 'Public Requests or Inquiries' and bring forth revision to the 6 -Sept -2018 meeting. T. Roxborough to organize ToR membership list in an appendix format, including adding PCP notion to both lists. T. Roxborough to edit Township of Tiny's membership list, adding S. Walma to County of Simcoe's list in addition to Tiny's. SSS and SC the Minutes— 9 -Aug -2018 Page 218 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C I i mate Sustainable Severn Sound Plan Suatailes $evaonr part ermu eliampionatheiieer comm oiaustainai�f ity +�` princi Ples witi�in our partner municipalities and t'�eir communities. 3.6 Local Climate Change Action Plan Project: Regional GHG Summary 3.6.1 Regional -level implementation plan discussion, Draft 1 Template (pages 24-25) Discussion: Per the 18 Recommendations outlined in the regional LCCAP, SSS is working on identifying 1 to 3 actions that are priority, based on sectors that municipalities have the greatest ability to reduce GHG emissions. Recommendation for regional -level implementation plan completion is as follows: i. Completion of Draft 1 by SSS for committee review by 24 -Aug -2018 ii. Revisions incorporated into Draft 2 and provided for committee review as part of the 6 - Sept -2018 agenda package iii. Working % day session with the committee in mid -Sept to review Draft 3 iv. Final regional -level implementation plan provided to the committee as part of the 11 - Oct -2018 agenda package C. Root noted that when and if this comes back to Council in the Fall, it could be a new Council entirely. A. Betty likes the idea of having a % day working session, but with a lot of actions being on the implementation / organization side of things, it is very important that the senior managers are involved in the decision making process and conversation. T. Roxborough informed the SC that SSS will be looking at operational budgets, official plants, etc. to identify realistic and specific opportunities for GHG reductions. C. Root added that budget processes start in the Fall, noting a concern surrounding timeline. SC agreeable to receiving completion of Draft 1 of implementation strategy on or before 24 -Aug -2018, and will do their best to provide comments. J. Main stressed the importance of appropriately relaying this information to incoming SC members if and when Council changes in October. Action Items: T. Roxborough and V. Ervick to create draft implementation strategies to send by 24 -Aug -2018. 11 regional -implement atio n-pla n -d raft -ten 3.6.2 Development of the (5) respective municipal -level climate change action plans Discussion: SSS has completed initial research on tools and software to quantify GHG reduction actions moving forward. Report will be provided at the 6 -Sept -2018 meeting for committee information and discussion. Based upon the LCCAP, the 3 top priority sectors for the (7) respective municipalities are: Penetanguishene Corporate: (1) Fleet, 39%; (2) Buildings and facilities, 34%; (3) Water and sewage, 21% Community: (1) Transportation, 35%; (2) Residential energy use, 24% (3) Commercial and institutional, 17% Georgian Bay Corporate: (1) Fleet, 53%; (2) Buildings and facilities, 39%; (3) Water and sewage, 6% Community: (1) Residential energy use, 47%; (2) Waste, 39% (3) Commercial and institutional, 10% Severn Corporate: (1) Fleet, 56%; (2) Buildings and facilities, 23%; (3) Water and sewage, 18% Community: (1) Transportation, 64% (2) Waste, 17%; (3) Residential energy use, 15% SSS and SC the Minutes— 9 -Aug -2018 Page 219 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan Sustainable Severn Sound Sustaina61e Severn SounO (SSS) c6pions tine integration of sustaina6dity principes within our partner municipalities end their communities. Tiny Corporate: (1) Fleet, 75%, (2) Buildings and facilities, 2016; (3) Water and sewage, 4% Community: (1) Transportation, 57%; (2) Residential energy use, 32% (3) Waste, 10% Tay Corporate: (1) Fleet, 37%; (2) Water and sewage, 35%; (3) Buildings and facilities, 24% Community: (1) Transportation, 75%; (2) Residential energy use, 15% (3) Waste, 7% Midland Corporate: (1) Buildings and facilities, 39%; (2) Water and sewage, 38%; Fleet, 20% Community: (1) Transportation, 33%; (2) Residential energy use, 24% (3) Commercial and institutional, 15% Oro-Medonte Corporate: Data not available at the time of publication Community: (1) Transportation, 84%; (2) Residential energy use, 9%; (3) Waste, 5% Priority Action 1 Support and recommend GHG reduction actions, energy efficiency and conservation during the preparation of annual operating and capital budgets. Question: How can SSS become involved in the development of the operating and capital budgets in order to identify opportunities for GHG reduction and energy conservation? Recommended tasks by SSS and the SC: (1) Submission of request to CAO to contact Dept. Heads to request formal involvement, (2) Addition of a 'GHG reduction potential' note to operating and capital budget items, (3) Addition of a line item/section to staff reports that notes 'GHG reduction potential' which flags the report for distribution to SSS. Discussion: SSS is expected to provide a service to PCP municipalities (i.e. annual and bi- annual reporting) — what is the best way for SSS to be efficiently involved in this process, noting that all municipalities have different policies and procedures. J. Contin recommended a schedule of the planning process and timeframe per municipalities. C. McLaughlin asked whether or not it is a matter of directing CAO's of the PCP municipalities to email staff outlining requests and considerations to meet with SSS to discuss integration as it relates to the PCP program and achievement of Milestones. A. Betty, with most municipalities do capital and operating budgets 2-3 years in advance, it is important that SSS be included in the conversation to provide comments on areas where GHG emissions can be reduced. T. Hunt added that the lack of knowledge and information can limit uptake of actions. For example, on the capital side of things there is an opportunity to share best practices amongst municipalities (i.e. sharing of information between fleet managers to reduce GHG emissions related to corporate fleet), because a lot of decisions are being made without specific knowledge. Further to that, in terms of operating budgets, if a building manager doesn't understand the cost saving opportunity of energy efficient light -bulbs, they won't make that informed decision. C. Root suggested SSS sit down with the Director of Planning and Public Works (or municipal equivalences), and have a conversation about the sectors that emissions can be reduced. M. Hudolin added that if you have these conversations prematurely, if special funding opportunities become available, that conversation has already taken place allowing for better leverage of funds and support. J. Main stressed the importance of engraining sustainability into corporate policies, plans and procedures. T. Roxborough SSS and SC the Minutes— 9 -Aug -2018 Page 220 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate T"APlan Sustainable Severn Sound SustaHa61e Severn SounO (SSS) c6pions tine integration of sustaina6dity principes within our partner municipalities end their communities. requested input from SC as to whether or not it would be viable to have an inclusion within staff reports for PCP municipalities, outlining whether or not the project/action that staff is recommending would have an impact of GHG emissions. A. Betty commented that the request to include a GHG emissions impact would be easy to add to Penetanguishene's staff report template, but unsure of other municipalities. A. Betty requested specific "bullet points' that can be easily added to these staff reports. Lastly, D. Luker suggested T. Roxborough organize meetings with the 5 PCP CAO's to have a direct conversation about what is expected of them. Motion for SSS to schedule a meeting with CAO and Treasurers to identify roles, expectations and to establish an ongoing reporting schedule. Moved by A. Dubeau, seconded by C. McLaughlin. Carried. Action Items: T. Roxborough to develop an outline of what is expected, and directed to schedule a meeting with 5 PCP CAO's and Treasurers to integrate information into municipal operations and budget process. V. Ervick to connect with Sustainable Peterborough as to how the process works and how information is streamlined, reported, etc. and provide this finding at the CAO meeting. Priority Action 2 Liaise with each municipalities' Corporate Asset Management Committee/Working Group as they complete work on a corporation -wide asset program by July 2019. Question: How can SSS become a member of each respective Working Group or Committee? Is this necessary, or, should SSS submit a report to the lead staff member at each municipality recommending the integration of the LCCAP and climate change considerations as required per the updated regulation? Discussion: Include in CAO meeting. Priority Action 3 Encourage the incoming Council to incorporate GHG reduction targets, GHG reduction actions and energy conservation measures in their respective 2019-2023 Strategic Plans. Question: How would this be best achieved? Discussion: Include in CAO meeting. Priority Action 4 Engage municipal staff on pending GHG reduction actions and energy efficiency upgrade/projects, with regular communication to staff through electronic distribution of GHG and energy news through email, website and intranet. Question: Should SSS take on this task, or should a formal request be sent to the CAO and Communications staff person for GHG reduction actions and energy efficiency news to be distributed by the municipality itself? Discussion: Include in CAO meeting. SSS and SC the Minutes— 9 -Aug -2018 Page 221 of 272 4.0 5.0 14.e) Correspondence from Sustainable Severn Sound- Memorandum SSS -2018-... Local Climate T"APlan SSS Project Budget Sustainakle Severn Sound Sustainable Severn Sounp (SSS) champions the integration of sustainability Principles within our partner municipalities and tiieir communities. 4.1 Financial Statement, 31 -Jul -2018 Discussion: Financial statement not available at the time of the meeting, and will be provided with the draft minutes for committee review, to be discussed at the 6 -Sept -2018 meeting. Expenses remain in- line with the SSS budget, and the OTF Final Report was submitted 27 -Jul -2018, with SSS utilizing all of the funds with the exception of $400. 4.2 Summary and Status of Funding Submissions by SSS 4.2.1 FCM Municipalities for Climate Innovation Program (MCIP), Climate Change Mitigation (pages 26-27) Discussion: Media releases to announce funding prepared for each municipality, will be sent by SSS during the week of 13 -Aug -2018. SC directed SSS to release one press release to include all partner municipalities, including one quote from the Chair and FCM. Action Items: SSS to develop one press release for all municipalities and distribute all SC members, Clerks/Communications staff members and local print and digital media. D FCM MCIP Media Release_Aug -10-ed i- 4.2.2 County of Simcoe Arts, Culture and Natural/Built Heritage Grant (pages 28-29) Discussion: None, provided for information. L] Pages from Cou ntyofSimcoe-AC 4.2.3 Ontario Trillium Foundation Grow Grant (page 30) Discussion: None, provided for information. Expected response from OTF by 5 -Oct -2018. D Ontario-Tril liu m-Fo undation-Overview- 4.2.4 FCM Staff Support Grants (page31-35) Discussion: None, provided for information. Expected response from FCM by Jan -2019. L] Overview-ClimateC hangeStaffGrant-3-. Other Business 5.1 First Nations Involvement on the Sustainability Committee Discussion: Possibility for SSS to send a revised request, considering any changes in Council representation. SSS requested direction from the committee. C. McLaughlin to ask G. Monague on how best to invite Beausoleil Island to the SC table. T. Roxborough to provide J. Contin and N. Popovich with information to be used to invite First Nation communities to the table. SSS and SC the Minutes— 9 -Aug -2018 Page 222 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C I i mate 4Severn Sound � Usustainakle jPlan$ustai les Severn r part er mu champions tine integration oisustaina�i ity princiP�eswithinourpartnermunicipaIitiesandtheircommunities. 5.2 Amp Energy, Net Metering for Municipalities Discussion: Meeting scheduled for 16 -Aug -2018 at SSS office at 2pm. SSS requested attendance by any interested committee members, as the meeting is being held to explore opportunities for municipalities on how they can reduce energy consumption and save money through net -metering. 5.3 Proposed SSEA and SSS Merger Discussion: None at this time. Meeting #2 proposed for Sept -2018. Will provide updates as available. 5.4 SSS Involvement in Sept -2018 Event Discussion: SSS has been asked to participate in an event in September with a focus on municipalities and sustainability. Information is included below (date and venue details, sponsors/event hosts, speakers, and a draft agenda). C. McLaughlin, noted is as good exposure but suggested going as an attendee, remaining neutral, and evaluating for future events.. A. Dubeau noted September 25th is a County Council day. Motion to attend as attendee not a guest speaker, moved by A.Betty, seconded by C. McLaughlin. Carried Municipal Candidates' Event: Municipalities and Sustainability Date: September 25, 9:30am - 12pm Venue: Liberty North 100 Caplan Avenue, Barrie, ON L4N 9.12 Anticipated #s: 125 ppl Target Audience: municipal candidates from across Simcoe County incl. Barrie and Orillia Outline: Many people hear about sustainability, but are unsure of what that means in their local area. Further, as damages from our changing climate become more apparent, our municipalities play a critical role in being leaders in sustainability and climate mitigation. The purpose of this event is to help educate potential municipal leaders and other community leaders in the role they can play, important information about sustainability and climate change. It is our hope that by educating while during the campaign, it can elevate local discourse during debates and help form potential future actions they may take as councilors. Sponsors: Simcoe County Greenbelt Coalition, Friends of the Greenbelt Foundation, Community Leaders for a Sustainable Simcoe Information Table? Yes, there will be a community table to display pamphlets, publications etc. Speakers: Dianne Saxe, Environmental Commissioner of Ontario Marcy Burchfield, ED Neptis Foundation Tracy Roxborough and/or Victoria Ervick, Sustainable Severn Sound Draft Agenda 9:00 Doors Open, light refreshments 9:30 Opening: SCGC (who we are, CLASS) 9:45 Headline Speaker- Dianne Saxe - Climate Change and Municipal Responsibility (45 with Q&A) 10:20 Marcy Burchfield (Neptis) -Growth and the Infrastructure Dilemma (30 min) 10:55 Sustainability at the Municipal Level - What Does it Mean? (30 min) 11:30 General Q&A - Closing SSS and SC the Minutes— 9 -Aug -2018 Page 223 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local C Ii mate► Sustainable Severn Sound � 11 Plan � puse[plesn a a tkin our partner muni lip titles tine integrommunfsustain a6i�ity +:� princip�eswitltinourparteermunicipa�itiesen�t�heireommunities. 6.0 Membership Updates Discussion: No formal membership updates, opted for a group photo. 7.0 2018 Meeting Schedule Sate me location Thursday, September 6, 2018 10am-12pm SSS Office, 105 Fourth Street, Midland Thursday, October 11, 2018 10am-12pm SSS Office, 105 Fourth Street,Midland Thursday, November 8, 2018 10am-12pm SSS Office, 105 Fourth Street, Midland Thursday, December 6, 2018 10am-12pm SSS Office, 105 Fourth Street,Midland Motion to adjourn meeting. Moved by J. Main, seconded by A. Dubeau. Carried. 8.0 Adjournment: Time: 12:15pm Next Meeting When: Thursday, October 11, 2018 Time: 10am-12pm Where: 105 Fourth Street, Midland • Implementation plan review • Other Business • Other Business • Other Business SSS and SC the Minutes -9 -Aug -2018 Page 224 of 272 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... LC►Cp -_ a *: \ Sustainable Severn Sound Climate Chan 9 Sustainable Severn Sound (M) c4ampions tine integration of sustainaklity Plan�principles witbinour partner municipalitiesandti3eircommunities. Nk: Sustainability Committee Meeting Minutes Date Thursday, September 6, 2018 Time 10am-12pm Location Sustainable Severn Sound's Office (c/o North Simcoe Community Futures Development Corporation), 105 Fourth Street, Midland Attendance Andrea Betty, Director of Planning and Community Development, Town of Penetanguishene Brenda Armstrong, Program Manager, Environmental Health, Simcoe Muskoka District Health Unit Chris McLaughlin, General Manager, NSCFDC Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Jonathan Main, Town of Midland Councillor Cate Root, Township of Tay Deputy Mayor Anita Dubeau, Town of Penetanguishene Nick Popovich, Director of Development Services, Township of Georgian Bay Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Victoria Ervick, Climate Change Action Plan Coordinator, Sustainable Severn Sound Regrets Aisha Chiandet, Water Scientist, Severn Sound Environmental Association Councillor Jack Contin, Town of Midland Councillor Ron Stevens, Township of Severn Councillor Mike Lauder, Town of Penetanguishene Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Deputy Mayor Steffen Walma, Township of Tiny, County of Simcoe representative Julie Cayley, General Manager, Severn Sound Environmental Association Michelle Hudolin, Wetlands and Habitat Biologist, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Tyler Hunt, Sustainable Operations Supervisor from the County of Simcoe 1.0 Approval of Agenda Acting Sustainability Committee Chairperson C. McLaughlin requested any additions or changes to the agenda. T. Roxborough noted an addition in 'Other Business/ Items 5.4 and Item 5.5. With no further additions or changes to the agenda, C. McLaughlin requested a motion to approve the agenda. Moved by J. Main, seconded by A. Betty. Carried. 2.0 Approval of Minutes from the 9 -Aug -2018 SC Meeting (Pg. 7-15) Discussion: Draft minutes were sent to the Sustainability Committee for review and comments on 31 -Aug -2018. With T. Roxborough receiving no comments or corrections, Acting Chairperson C. McLaughlin requested a motion to approve the draft minutes. Moved by J. Main, seconded by A. Dubeau. Carried. 11 SustainabilityComm ittee-9-Aug-201"p SSS and SC Minutes, 6 -Sep -2018 Page 225 Of 272 Page 1 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Chan &6 . A7 Plan n 3.0 2018 SSS Work Plan Items 3.1. Sustainability Bulletin Sustainable Severn Sound Sustainable Severn Sound (SSS) c4ampions tine integration of sustainaklity principles within our partner municipalities and t6r communities. Discussion: Latest Sustainability Bulletin issue sent out on 15 -Aug -2018, available here. Reminder, if there is anything you'd like added to upcoming bulletins, please send to T. Roxborough. 3.2 Reports to Partners/Councils Discussion: Reports distributed in Aug -2018. Due to summer scheduling, at this time most reports have not been distributed to Council. Reminder that this report serves as an 'FYI,' containing a summary of the LCCAP and update on the project, explicitly asking municipalities to post the plan on their website. - Midland: Draft sent to A. Campbell for review on 30 -Jul -2018, 29 -Aug -2018. Report from staff expected to Council in the next coming months (Oct/Nov, Dec/Jan), with PCP membership recommendation. - Penetaneuishene: Sent to S. Cooper, A. Betty, A. Dubeau and M. Lauder on 2 -Aug -2018, expected to Council 12 -Sep -2018. - Georgian Bay: Sent to all Council, J. Gunby and N. Popovich on 2 -Aug -2018, request completed. - Oro-Medonte: Draft prepared by SSS, direction requested from B. Coutanche - Severn: Sent to S. Goerke, W.H. Sander and R. Stevens on 2 -Aug -2018, expected to Council on 5 - Sep -2018. - Tom: Sent to A. Gray, R. Lamb and C. Root on 2 -Aug -2018, unclear as to status. T. Roxborough to follow up with C. Root. - Tiny: Sent to L. Russell, S. Walma and D. Luker on 2 -Aug -2018, expected to Council on 10 -Sep - 2018. Action Items: T. Roxborough to follow-up with C. Root, and send original e-mail dated 2 -Aug -2018 after meeting to ensure report is included in Council minutes. 3.3 Pollinator Activities Discussion: Reminder that SSS is working with C. Root, B. Anderson and the Township of Tay to establish a pollinator habitat at Bridgeview Park. Received an update from SSEA re: invasive species on site. T. Roxborough to review update on IS, noting that with a recommendation to commence work in late Fall, it is too late to submit an application with Hydro One/Pollinator Partnership. Action Items: No action items at this time. 3.4 Website Maintenance and Development Discussion: Website has been updated with the following items: — Approved minutes from the 12 -Jul -2018 meeting posted, — Sustainability Bulletin posted, and — General maintenance as required._ Action Items: No action items at this time. 3.5 SSS Terms of Reference Review (Pg. 16-21) Discussion: After reviewing the To R, J. Main suggested we remove line, "SC members should treat each other with respect, listen to each other, and work cooperatively and allow all members to voice their opinion," as this statement belongs more in a 'Code of Conduct.' B. Armstrong noted that variations of this statement has become the norm within To R. The SC agreed to keep this statement within the updated ToR. C. McLaughlin explained the SSS/NSCFDC umbrella re: legal advice—meeting with lawyer in the coming weeks to consider options and will provide update at 8 -Nov -2018 meeting. C. Root re: SSS and SC Minutes, 6 -Sep -2018 Page 226 of 272 Page 2 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local -_ �fjf;;�\ Sustainableevern SoundClimate Chan e sustaina6le Severn Sound (M) champions the integration of sustaina6ility PlanPrinciples witkin our partner municipalities and their communities. Council and staff representation, with the October election and membership changing, should we publish the ToR with the current membership lists. T. Roxborough noted that it will continuously change, and will update ToR accordingly. The following areas were reviewed by SSS based on the discussion from last meeting. C. McLaughlin requested a motion to approve the ToR. Moved by A. Betty, seconded by J. Main. Carried. — Community (re: population) — Role of SSS and the SC (re: 'advocate') — Public requests and inquiries — Membership lists (re: financial contributors, in-kind contributors, PCP representatives). Action Items: No action items at this time. 11 SC-SSS-TenruofRefe rence-2018 Approve 3.6 Local Climate Change Action Plan Project: Regional GHG Summary 3.6.1 Revised regional -level implementation plan schedule Discussion: T. Roxborough presented an update on progress. Reminder that SSS is responsible for developing implementation strategies per municipalities, with recommendations for projects and/or actions that have GHG reducing potential. As a way to streamline the process, SSS would like feedback from SC members and are proposing an off-site October meeting (lunch provided!), where SSS will provide a presentation and display boards on the various recommendations and strategies. After initial feedback is received, the final regional -level implementation plan will be provided to the SC as part of the 8 -Nov -2018 agenda package. A. Betty clarified that the implementation stage would require municipal staff support and understanding, with T. Roxborough noting that this will be achieved after CAOs provide the initial direction. T. Roxborough and V. Ervick meeting with D. Luker 7 -Sept -2018 to discuss how best to present this information to CAOs. After reviewing schedules of those in attendance, a meeting date of 4 -Oct -2018 works best. Action Items: SSS to organize 4 -Oct -2018 meeting (venue, food, presentation boards, etc.), and send meeting invite. 3.6.2 Development of the (5) respective municipal -level climate change action plans (Pg. 22-23)_ Discussion: V. Ervick provided an update on the process of reviewing municipal CDM plans and capital budgets. Highlighting what has been done thus far, and identifying gaps. SC members were asked to provide corrections to staff contacts, if needed. V. Ervick will be reaching out to energy leaders and finance/treasurers to complete the CDM/budget review process. C. Root suggested that in addition to meeting with CAOs, Mayors should also be brought into the conversation when speaking about capital projects. A. Dubeau noted that a Heads of Council meeting is scheduled for 25 -Sept -2018. Action Items: T. Roxborough and V. Ervick meeting with D. Luker for direction to proceed with CAO meetings. V. Ervick to contact individuals to request outstanding CDM plans/budgets. D Memo -Outstanding Capital Budgets-Ou SSS and SC Minutes, 6 -Sep -2018 Page 227 of 272 Page 3 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local 7 Climate Chan e�,�!,; /��-^�. 9 '�s c .� 7 Plan � 4.0 SSS Project Budget 5.0 Sustainable Severn Sound Sustainable Severn Sound (SSS) c4ampions tine integration of sustainaklity principles within our partner municipalities and t6r communities. 4.1 Financial Statement, 31 -Jul -2018 Discussion: Not provided, as we are now looking at Aug -2018 statement. 4.2 Financial Statement, 31 -Aug -2018 (Pg. 24-26) Discussion: Reminder, accounting is under NSCDFC (accrued). In terms of expenses, SSS is either under or in line with approved budgets. Looking at the SSS fund, current expenses to Aug -21-2018, are under budget by $2,553.44. OTF fund, final report submitted, received final payment. OTF final expenses were $68,700.00. In terms of FCM funding, recently submitted first report to receive first payment of approx. $58,000.00, projected expenses based upon budget was $15,513.20, under budget by $281.90. Action Items: T. Roxborough to send out budget requests early next week, to send A. Betty Penetanguishene's budget request after meeting. D Financial -Statement -31-Aug-2018-SSS-C 4.3 Summary and Status of Funding Submissions by SSS 4.3.1 FCM Municipalities for Climate Innovation Program (MCIP), Climate Change Mitigation — No discussion, information available upon request 4.3.2 County of Simcoe Arts, Culture and Natural/Built Heritage Grant — No discussion, information available upon request 4.3.3 Ontario Trillium Foundation Grow Grant — No discussion, expected response from OTF by 5 -Oct -2018 4. 3.4 FCM Staff Support Grants — No discussion, expected response from FCM by Jan -2019 Other Business 5.1 First Nations Involvement on the Sustainability Committee Discussion: Update will be provided 8 -Nov -2018. Action Items: C. McLaughlin to e-mail Georgina following meeting. 5.2 Amp Energy, Net Metering for Municipalities Discussion: Meeting with AMP Energy took place on 16 -Aug -2018. Action Items: T. Roxborough and A. Dubeau to meet to discuss how to bring this information forward. Update to be provided at 8 -Nov -2018 meeting. 5.3 Proposed SSEA and SSS Merger Discussion: At this time, there is a draft ToR and a meeting anticipated for September (TBD). J. Main questioned when would 'the best time' for municipalities to provide support for the SSEA/SSS merger. T. Roxborough expressed that it is only in the discussion/planning stages, and has requested staff to allow SSS and SC Minutes, 6 -Sep -2018 Page 228 of 272 Page 4 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local -, �Sustainableevern Sound Climate Change'* �" sustainakle Severn Sound (M) Aampions tine integration of sustainaklity Plan+�` primipleswitkinour partner municipalitiesanrt6rcommunities. SSS/SSEA to present and communicate the merger at the appropriate time. SSS is developing a communication strategy for municipalities, which will include benefits to municipalities. Moving forward, the intention will be one ask of municipalities re: funding, and the two organizations will work under the same budget, but at this time we are looking at how this is structured and will are asking for separate funding for 2019/2020. A. Betty, questioned whether or not SSEA is looking to become a Conservation Authority, and how SSS would fit if this were to happen down the road. Action Items: SSS to meet with D. Luker to discuss communication re: merger. Update to be provided at the 8 -Nov -2018 meeting. 5.4 SSS Meeting Minutes: Discussion of Format Discussion: Received feedback that the minutes included too much discussion. A. Betty, suggested that only key topics or decisions are recorded. J. Main noted that he appreciates the recorded discussion, but suggested that this be kept internally as 'meeting notes' and only key topics/decisions are included in the published minutes. C. McLaughlin suggested a motion to streamline minutes to only include key topics and decisions. Moved by C. Root, and seconded by B. Coutanche. Carried. 5.5 Letter of Support for the Great Lakes — St. Lawrence Decarbonization Framework (Pg. 27-28)_ Discussion: SSS was asked to provide a Letter of Support for Great Lakes — St. Lawrence Decarbonization Framework. Reminder that this is not a commitment to the project, but would be a letter recognizing the value and importance of the project. SSS would not be involved as a participant. C. McLaughlin requested a motion to send Letter of Support. Moved by A. Betty, seconded by N. Popovich. Carried._ Action Item: T. Roxborough to send Letter of Support to the Great Lakes -St. Lawrence Decarbonization Framework. 11 Letter -of -Support -G LDF-GLQ-SSS-10-Sed 6.0 Membership Updates — Township of Oro Medonte: Craighurst, plaza planned incl. Tim Hortons, Pharmacy. Line 4 & Horseshoe Valley Rd., wellness plaza in the works. — SMDHU: No updates at this time. — Town of Penetanguishene: Starting budgets, Main St. is underway (on -schedule) only a few street-scaping elements are delayed. Hospice is in the works. Cycling Strategy is underway, including proposed routes for cyclists. Midland & Penetanguishene participated in 'complete streets' at the County level, including multi -use trail from hospital to Penetanguishene which is included in the County capital budget for 2019. — Township of Tay: Transportation, understanding that the District of Muskoka put in a proposal to extend route, has been on pause for a couple months but exciting nonetheless! — NSCFDC: Small Business Week, October 18th 2018. Eventbrite registration. — Town of Midland: Ransomware attack on the municipality, PSA get insurance! All candidates meeting is 4 - Oct -2018 being held at the Recreation Centre. — Township of Georgian Bay: No updates from Georgian Bay. SSS and SC Minutes, 6 -Sep -2018 Page 229 of 272 Page 5 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS-2018-... Local Climate Chan e"k#Sustainably Severn Sound Sustainable Severn Sound (SSS) c4ampions tine integration of sustainaklity Planprinciples witinour partner municipalitiesandt6rcommunities. 7.0 2018 Meeting Schedule 1/ .. • Implementation plan session Thursday, October 4 To To be confirmed for the SC confirmed . Presentation by SSS to the SC Thursday, November 8, 2018 10am-12pm SSS Office, 105 Fourth Street, • Other Business Midland Thursday, December 6, 2018 10am-12pm SSS Office, 105 Fourth Street, • Other Business Midland 8.0 Adjournment: Time: 12:10pm Next Meeting When: October 4th, 2018 Time: To be confirmed Where: To be confirmed SSS and SC Minutes, 6 -Sep -2018 Page 230 of 272 Page 6 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change (0) cX�o-vv Plan Sustainable Severn Sound Sustainability Committee Meeting Minutes Implementation Plan: Review Session Date: Thursday, October 4, 2018 Meeting Business: 10:00am-10:30am Review Session: 10:35am-12:00pm Lunch: 12:00pm Location: Captain Robert's Table, Discovery Harbour, 93 Jury Drive, Penetanguishene In Attendance Andrea Betty, Director of Planning and Community Development, Town of Penetanguishene Chris McLaughlin, General Manager, NSCFDC Councillor Jonathan Main, Town of Midland Councillor Ron Stevens, Township of Severn Councillor Barbara Coutanche, Township of Oro-Medonte Councillor Cate Root, Township of Tay Doug Luker, CAO, Township of Tiny Deputy Mayor Anita Dubeau, Town of Penetanguishene Deputy Mayor Steffen Walma, Township of Tiny, County of Simcoe representative Councillor Mike Lauder, Town of Penetanguishene Nick Popovich, Director of Development Services, Township of Georgian Bay Michelle Hudolin, Wetlands and Habitat Biologist, Severn Sound Environmental Association Morgan Levison, Public Health Promotor, Simcoe Muskoka District Health Unit Tyler Hunt, Sustainable Operations Supervisor from the County of Simcoe Tracy Roxborough, Sustainability Coordinator, Sustainable Severn Sound Victoria Ervick, Climate Change Action Plan Coordinator, Sustainable Severn Sound Regrets Aisha Chiandet, Water Scientist, Severn Sound Environmental Association Brenda Armstrong, Program Manager, Environmental Health, Simcoe Muskoka District Health Unit Councillor Jack Contin, Town of Midland Jennifer Schnier, Communications and Economic Development Officer, Township of Georgian Bay Julie Cayley, General Manager, Severn Sound Environmental Association 1.0 Approval of agenda Sustainability Committee Chairperson D. Luker requested any additions or changes to the agenda. T. Roxborough noted an addition in 'Other Business,' Items 5.1. With no further additions or changes to the agenda, D. Luker requested a motion to approve the agenda. Moved by C. McLaughlin and seconded by M. Lauder. Moved. SSS and SC Minutes, 4 -Oct -2018 Page 231 of 272 Page 1 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change O X Plan Sustainable Severn Sound 2.0 Approval of minutes from the 6 -Sep -2018 SC meeting (pages 5-10) No comments or corrections were received. Motion to approve the draft minutes, moved by A. Dubeau, seconded by C. McLaughlin. Moved. 11 SustainabilityComm ittee-6-Sep-Minutes 3.0 Memorandum SSEA-SSS-Ad-Hoc-2018-01 (pages 11-16) Motion to approve the recommendation from the SSEA-SSS Ad -Hoc committee for SSS to work with the SSEA-SSS Ad -Hoc Committee to support a successful merger. Moved by J. Main, seconded by B. Coutanche. Carried. Purpose: 1. Provide background and overview of the proposed SSEA and SSS merger, 2. Outline next steps of the proposed merger, 3. Request Sustainability Committee approval to proceed with the merger. 11 SSEA-SSS-Ad-Hoc- Memo-approval-for 4.0 Implementation Plan, Local Climate Change Action Plan Project: Regional GHG Summary (pages 17-35) 11 draft-3-regional-im plementation-plana Considerations prior to vour initial review of the Imalementation Plan: 1. The recommendations are taken directly from the Local Climate Change Action Plan: Regional Greenhouse Gas Summary, completed by SSS and provided to you in June. If you would like to review a copy of that document, click here, or visit: https://drive.google.com/file/d/llnCL5EugvgXcW6aSQYlLKtGxerK9b9lA/view 2. This Implementation Plan is the 'roadmap' for SSS and the Sustainability Committee. It will guide SSS for up to 10 years, or to 2028, which is when each of our partner municipalities are anticipated to achieve the last Milestone of the 5 -Milestone Partners for Climate Protection program. 3. The majority of actions in the Implementation Plan are for SSS and SC implementation. The actions that require municipal support or direct implementation, as well as specific actions for each municipality will be identified in your respective municipal -level plans. SSS and SC Minutes, 4 -Oct -2018 Page 232 of 272 Page 2 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change O 1 6�* D* Plan Sustainable Severn Sound 4. This is a high-level Implementation Plan. Individual project plans and work plans will need to be completed by SSS and others as identified to support the advancement of each action. This may seems like a fair bit of work for you — but we have come so far, and we are almost there! Thank you to each and every one of you for your support, and for helping us get to where SSS is today. This is our opportunity to make sure the work we have all completed is not for naught. Goals of the review session: 1. Present the Implementation Plan to the Sustainability Committee, 2. Encourage the sharing of ideas amongst the Sustainability Committee and acquire feedback from our committee members to improve the Implementation Plan, and 3. Foster support and awareness for the recommendations and actions identified within Implementation Plan for the Local Climate Change Action Plan: Regional Greenhouse Gas Summary. Questions to help guide your review: 1. Do you think the correct project leads and project partners have been identified? 2. Can you suggest additional stakeholders that you think are important to the successful implementation of the recommendation? 3. Is the timeline proposed realistic? If not, what would you suggest? 4. Are there other benefits that you see as being associated with the implementation of the recommendation? 5. Are you aware of other funding or financing options for the recommendation that have not been listed? 6. Indicators and project success measures have been selected based on what we know is available, and what data we know we can access. Is there an evaluation measure your municipality or agency would like to know and that would help to demonstrate the value of the work? 5.0 Other Items 5.1 Bill 4, Cap and Trade Cancellation Act, 2018 (click to read more on the proposed Act) (pages 36-37) Discussion: Consider including a comment regarding the 'false promise' of funding opportunities. Motion to proceed with SSS sending comments to Bill 4. Moved by M. Lauder, seconded by J. Main. Carried. SSS and SC Minutes, 4 -Oct -2018 Page 233 of 272 Page 3 14.e) Correspondence from Sustainable Severn Sound: Memorandum SSS -2018-... Local Climate Change QAr_[ Plan Sustainai le Severn Sound 6.0 2018/2019 meeting schedule Date Time Locatio'I'm.. • Final review of the Implementation Plan Thursday, 10am-12pm SSS Office, 105 Fourth 0 Update on the development of November 8, 2018 Street, Midland municipal -level action plans Thursday, December 6, 2018 Thursday, January 10, 2019 Thursday, February 7, 2019 10am-12pm SSS Office, 105 Fourth I Street, Midland 10am-12pm SSS Office, 105 Fourth I Street, Midland 10am-12pm SSS Office, 105 Fourth Street, Midland 7.0 Adjournment: Time: Next Meeting: When: Time: Where • Other business • Other business • Other business 10:53am Thursday, November 8, 2018 10am-12pm SSS Office, 105 Fourth Street, Midland Motion to host a 'cookies and milk' thank -you meeting on December 6, 2018. Moved by C. McLaughlin, seconded by S. Walma. Carried. SSS and SC Minutes, 4 -Oct -2018 Page 234 of 272 Page 4 14.f) Minutes of Barrie Public Library Board meeting held on October 25,... Barrie Public LIBRARY BOARD MINUTES BOARD MEETING: #18-08 DATE: THURSDAY, OCTOBER 25, 2018, 7;30PM LOCATION: PAINSWICK — MASSIE FAMILY PROGRAM ROOM Attendees: R Duhamel (Chair), A. Mitchell (Vice Chair), M. Werenich, R. Munro, R. Junke, J. Sauerteia Library Staff, L. Jessop Regrets: R. Rornita, M. Sauro, S. Morales, C. Vanderkruys Dote Taker: K. Bouffard 1. Call to Order and Welcome The meeting was called to order at 7:35pm 2. Confirmation of Agenda The agenda was confirmed. 3. Conflicts of Interest None declared 4. Delegations There are no delegations. Consent Acienda 5. Board Meeting Minutes 6. CEO's Report 7. Financial Statements 8. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Monthly Expenditures for the Personnel & Finance Committee d. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery) Motion #18-71 MITCHELL - MUNRO THAT the consent agenda for Board meeting #18-08 date Thursday, October 25, 2018 be adopted. CARRIED Page 235 of 272 14.f) Minutes of Barrie Public Library Board meeting held on October 25,... i Barrie Public LIBRARY BOARD MINUTES Agenda 9. Items held from the Consent Agenda No items to be held from the consent agenda 10. Report of the Chair —Verbal Report L. Jessop will send a letter of congratulations to the newly appointed municipal councilors. The Board will be notified when the Board Trustee application is available. There will be a meeting at the city on November 27th regarding library security matters. Keep in mind for future that this is a public meeting and anyone who attends and makes a delegation should be reminded their information would be public. 11. Master Facilities Plan Directive to L. Jessop to speak to S. Abram about including a value proposition in the Master Facilities Plan. 12. Ramp Up Reserve Request Motion #f18-72 MITCHELL - WERENICH THAT the Barrie Public Library Board build into the 2019 budget, the stark of a Compounding Annual operational Ramp Up to ensure the BPL has the additional annual operational funding to operate the Salem and Hewitt branches in addition to the existing branches. CARRIED 13. Board Committees 13.1 Community & Governance Committee RVH is ramping up fundraising for a new branch and said they could come to talk to the Board about their experiences with fundraising initiatives. 13.2 Personnel & Finance Committee 13.2.1 2019 Budget Motion #18-73 MITCHELL - MUNRO THAT the Barrie Public Library Board approve the 2019 Budget as recommended by the Personnel & Finance Committee, with the addition of the requested Compounding Annual operational Ramp Up. CARRIED 14. In Camera Public Libraries Act — Section 16.1(4) (b) Personal matters about an identifiable individual 14.1 In Camera Board Meeting Minutes 14.2 Notice of Trespass Appeal Page 236 of 272 14.f) Minutes of Barrie Public Library Board meeting held on October 25,... Barrie Public LIBRARY BOARD MINUTES Motion #18-74 SAUERTEIG - JUNKE THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual (Public Libraries Act Section 16,1(4)). CARRIED Rise and report 9:40pm Motion #18-75 SAUERTEIG - JUNKE THAT the BPL Board denies the Appeal of the Notice of Trespass received on October 151h, 2018. This appeal is associated with Incident Number 0000001316. CARRIED Rise and report 14.3 Labour Relations Update — Bargaining Mandate Public Libraries Act — Section 16.1(4) (d) Labour relations Motion #18-76 SAUERTEIG - WERENICH THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns labour relations matters (Public Libraries Act Section 16.1(4)). CARRIED 15. Date of Next Board Meeting Thursday, November 22, 2018 7:30pm, Downtown — Angus Ross Room 16.Adjournment The meeting was adjourned at 10:25pm CHAIR &'J Z�-/(b DATE SECeRETARY I DATE Page 237 of 272 14.g) Minutes of Lake Simcoe Region Conservation Authority meeting held ... hake Simcae Rion conservation authority BOARD OF DIRECTORS' MEETING No. BOD -09-18 — Friday, October 26, 2018 120 Bayview Parkway, Newmarket, ON LSRCA Board Members Present: Mayor G. Dawe, Chair Councillor R. Simpson, Vice Chair Deputy Mayor/Regional Councillor N. Davison J. Dolan Regional Councillor B. Drew Councillor A. Eek Councillor K. Ferdinands Councillor P. Ferragine Mayor J. Grant Mayor V. Hackson Councillor S. Harrison -McIntyre Councillor D. Kerwin Councillor S. Macpherson Mayor P. Molloy Mayor M. Quirk Councillor S. Strangway Regrets: Councillor P. Silveira Township of Ramara I. DECLARATION OF PECUNIARY INTEREST None noted for this meeting. II. APPROVAL OF THE AGENDA MINUTES LSRCA Staff Present: M. Walters, Chief Administrative Officer R. Baldwin, GM, Planning & Development M. Critch, GM, Corporate and Financial Services B. Kemp, GM, Conservation Lands T. Barnett, Coordinator, BOD/CAO S. Auger, Coordinator, Stormwater Management B. Booth, Manager, Regulations S. Chadwick, Communications Specialist P. Davies, Manager, Forestry and Stewardship J. Doyley, Communication Specialist N. Knight, Communication Specialist K. Toffan, Manager, Finance K. Yemm, Manager, Corporate Communications Moved by: S. Macpherson Seconded by: S. Strangway BOD -147-18 RESOLVED THAT the content of the Agenda for the October 26, 2018 meeting of the LSRCA Board of Directors be approved as presented. CARRIED III. ADOPTION OF THE MINUTES a) Board of Directors' Meeting — September 28, 2018 Moved by: V. Hackson Seconded by: P. Ferragine Page 238 of 272 14.g) Minutes of Lake Simcoe Region Conservation Authority meeting held Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -09-18 October 26, 2018— Minutes Page 2 of 5 BOD -148-18 RESOLVED THAT the minutes of the Board of Directors' Meeting No. BOD -08-18 held on Friday, September 28, 2018 be approved as circulated. CARRIED IV. ANNOUNCEMENTS a) CAO Mike Walters welcomed Roger Tharakan, who was visiting LSRCA from Credit Valley Conservation, and was observing the Board of Directors' meeting. b) CAO Walters was pleased to advise that General Manager, Planning & Development, Rob Baldwin is presenting on enforcement at the 2018 Excess Soil Symposium taking place in Ajax on November 28tH He also noted that the Hon. Rod Phillips, Minister of the Environment, Conservation and Parks will be bringing introductory remarks to the symposium. CAO Walters also noted that he had recently met with MPP Andrea Khanjin, Parliamentary Assistant to the Minister, and brought up the issue of excess fill and enforcement costs, etc. LSRCA has requested meeting with Minister Phillips for further discussion. V. PRESENTATIONS a) Third Quarter 2018 Financial Update General Manager, Corporate and Financial Services, Mark Critch, provided the Board with a presentation on LSRCA's third quarter 2018 financial results, noting that finances are mostly on track, with a small deficit for Q3, which is not a concern. Expenditures that were lower than expected in Q3 will occur early in 2019. He noted that planning fees are higher than budgeted, and while funds received for the Lake Simcoe Phosphorus Offsetting Program are not yet what we had expected, the long-term projection is still on track. He noted that interest earned was $32K as a result of the new investment strategy. Legal fees are at a one-year high level, which will possible lead to a two-year high level, and will be offset by increased fee revenue. A number of initiatives towards business excellence have been and are being implemented internally. The year-end position looks to be better than Q3, with an estimated surplus of $132K. Mayor Hackson thanked the General Manager for his presentation and commented on the issue of legal fees, noting that most of the municipalities have the ability to tap into the upper tier for legal services. She wondered if it would be appropriate for the lower tier municipalities to pitch to the upper tiers regarding assistance with legal fees for a possible savings. CAO Walters noted that LSRCA would certainly welcome assistance from its municipal partners as all municipalities benefit from the enforcement and land matters that account for up most of the legal fees. To view this presentation, please click this link: LSRCA Financial Update 3rd Quarter 2018 Moved by: J. Dolan Seconded by: A. Eek BOD -149-18 RESOLVED THAT the presentation by General Manager, Corporate and Financial Services, Mark Critch, regarding LSRCA's Third Quarter 2018 Financial Update be received for information. CARRIED Staff Report No. 42 -18 -BOD regarding LSRCA's Third Quarter 2018 Financial Update was included in the agenda. Page 239 of 272 14.g) Minutes of Lake Simcoe Region Conservation Authority meeting held Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -09-18 October 26, 2018— Minutes Page 3 of 5 Moved by: J. Dolan Seconded by: A. Eek BOD -150-18 RESOLVED THAT Staff Report No. 42 -18 -BOD regarding LSRCA's Third Quarter Financial Report for the period ending September 30, 2018 be received for information. CARRIED VI. HEARINGS There were no hearings at this meeting. VII. DEPUTATIONS There were no deputations at this meeting. VIII. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION No items were identified under items requiring separate discussion. IX. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 and 2 were identified under items not requiring separate discussion. Moved by: P. Molloy Seconded by: S. Macpherson BOD -151-18 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. CARRIED 1. Correspondence BOD -152-18 RESOLVED THAT correspondence listed in the agenda as Item 1a) be received for information. CARRIED 2. Restoration and Regeneration Assistance Program — Funding Transfer to Asset Management Reserves BOD -153-18 RESOLVED THAT Staff Report No. 43 -18 -BOD regarding the transfer of deferred Restoration and Regeneration Assistance program (formerly known as LEAP) funding of $253,339 to Asset Management reserves be approved; and FURTHER THAT staff be directed to continue to research the asset management infrastructure gap and develop a strategy for long-term sustainability in 2019. CARRIED X. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION No items required separate discussion. Page 240 of 272 14.g) Minutes of Lake Simcoe Region Conservation Authority meeting held Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -09-18 October 26, 2018— Minutes Page 4 of 5 XI. CLOSED SESSION The Board moved to Closed Session to deal with a confidential legal matter. Moved by: V. Hackson Seconded by: M. Quirk BOD -154-18 RESOLVED THAT the Board move to Closed Session to deal with a confidential legal matter; and FURTHER THAT the Chief Administrative Officer, members of the Executive Management Team, the Manager, Regulations, and the Coordinator BOD/CAO remain in the meeting for the discussion. CARRIED The Board rose from Closed Session. Moved by: P. Molloy Seconded by: S. Harrison -McIntyre BOD -155-18 RESOLVED THAT the Board rise from Closed Session and report findings. CARRIED a) Legal Matter Board members received Confidential Staff Report No. 44 -18 -BOD prior to the meeting. Moved by: S. Strangway Seconded by: D. Kerwin BOD -156-18 RESOLVED THAT Confidential Staff Report No. 44 -18 -BOD be received for information. CARRIED XII. OTHER BUSINESS a) Mayor Grant thanked staff for attending the recent shoreline meeting with residents, noting how impressed he was with how well staff attended to the issues. b) Vice Chair Simpson congratulated all who were successful in the recent municipal election and offered thanks to those who were not reelected or did not seek reelection. c) Chair Dawe reminded members that LSRCA's Board term continues through to the Annual General Meeting (AGM) on January 25, 2019. Councillor Kerwin noted that he will not be able to attend the AGM. d) Chair Dawe noted that staff wished to change the date of the November Board meeting from November 23 d to November 30th. The start time of 9:00 a.m. and the meeting location of 120 Bayview Parkway, Newmarket will remain the same. Page 241 of 272 14.g) Minutes of Lake Simcoe Region Conservation Authority meeting held Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -09-18 October 26, 2018— Minutes Page 5 of 5 Moved by: P. Molloy Seconded by: R. Simpson BOD -157-18 RESOLVED THAT the date of the November Board of Directors' meeting be changed from November 23rd to November 30th. CARRIED XIII. ADJOURNMENT Moved by: A. Eek Seconded by: R. Simpson BOD -158-18 RESOLVED THAT the meeting be adjourned @ 11:15 a.m. CARRIED Mayor GeOF" offrey Geoffrey Dawe Chair Michael Walters Chief Administrative Officer Page 242 of 272 14.h) Correspondence dated December 6, 2018 from Michael Walters, CAO, L... Lake Simcoe Region conservation authority A Watershed for Life December 6, 2018 Via email @ minister.mecp@ontario.ca The Hon. Rod Phillips Minister Ministry of Environment, Conservation and Parks Ferguson Block, 11th Floor 77 Wellesley Street West Toronto, ON M7A 2T5 Dear Minister Phillips: Re: Ontario Drinking Water Source Protection Program It is with great concern that I write you today regarding recent news that the Province's funding for source protection authorities to implement the requirements of the Clean Water Act may be in jeopardy. Source Water Protection is the first step in the multi -barrier approach to drinking water protection, and a lack of funding is sure to put the public safety of Ontarians at risk. As you know, in 2000 a tragedy related to municipal water in Walkerton led to the death of six people and many others who to this day continue to suffer with ongoing health consequences from that tragic event. Eighteen years later, however, residents of Ontario have greater confidence in the safety of the water at their taps, due in large part to the ongoing partnership between the Provincial government, Source Protection Authorities, and municipalities, through the Drinking Water Source Protection Program. This program, based on the tenets of sound science and local decision making, has resulted in the development of 38 Source Protection Plans. In the South Georgian Bay Lake Simcoe Source Protection Region alone, the implementation of our plan has removed over 2000 threats to municipal drinking water. The removal of these threats has come about with minimal economic burden to Ontario families and businesses. While great progress has been made, more critical work remains to be done. Additional threats to drinking water still remain on the landscape and with the pace of development and changes in land use, ongoing vigilance is necessary to ensure that new threats are not inadvertently created. Maintaining confidence in the safety of our drinking water requires maintaining the multi -barrier approach, where the partnership between the Province, Source Protection Authorities and municipalities through the Drinking Water Source Protection Program is the most important first step. The MECP staff premise that the Drinking Water Source Protection is wholly a municipal responsibility and that the cost should be born solely by those municipalities will not result in saving to Ontario tax payers. By decentralizing regional funding, it will ultimately lead to increased costs, losses in efficiencies and subsequent increases in local taxes and development charges. Any increase in development charges will result in the cost being passed onto the potential homebuyers, increasing housing costs and limiting affordability. 120 Bayview Parkway, Box 282 Tel: 905.895.1281 1.800.465.0437 Web: www.LSRCA.on.ca Newmarket, Ontario L3Y 4X1 Fax: 905.853.5881 E -Mail: Info@LSRCA.on.ca Proud winner of the International Thiess Riverprize Memb—Fxa f fA' Wr:ption Ontario 14.h) Correspondence dated December 6, 2018 from Michael Walters, CAO, L... Lake Simcoe Region conservation authority The Hon. Rod Phillips Ministry of Environment, Conservation and Parks December 6, 2018 Page 2 While large municipalities may have the capacity to deliver a program, many smaller rural municipalities will struggle to afford the additional cost and in these situations risk to the community's source of drinking water will increase. On November 30th, the Lake Simcoe Region Conservation Authority Board of Directors passed a resolution to request that provincial funding provided to Source Protection Authorities be, at a minimum, maintained so that requirements of the Clean Water Act can be met, so Ontario residents can remain confident the Province is taking all necessary steps to ensure a safe source of their drinking water. I would be pleased to provide any additional information that you may require and can be reached @ 905-895- 1281 ext 234 or m.walters@lsrca.on.ca. Yours truly, Michael Walters Chief Administrative Officer cc: The Hon. Doug Ford, Premier of Ontario Lake Simcoe Watershed MPPs Jamie McGarvey, Mayor Town of Parry Sound / AMO President Ontario's Conservation Authorities c/o Kim Gavine, Conservation Ontario Lyn Dollin, Mayor Town of Innisfil / Chair, South Georgian Bay Lake Simcoe Source Protection Committee LSRCA Member Municipalities c/o Regional and Municipal Clerks 120 Bayview Parkway, Box 282 Tel: 905.895.1281 1.800.465.0437 Web: www.LSRCA.on.ca Newmarket, Ontario L3Y 4X1 Fax: 905.853.5881 E -Mail: Info@LSRCA.on.ca Proud winner of the International Thiess Riverprize Meml-x-,f:f4q r:ption Ontario 14J) Correspondence dated November 19 and December 6, 2018 from Steffen... From: Julie Cayley <JCayley(a)-severnsound.ca> Sent: Thursday, December 6, 2018 4:53 PM To: Subject: To Mayor and Council - SSEA Letter to Minister Phillips To Mayor and Council, Please find attached a letter sent by the SSEA Board Chair and Executive Director to the Minister of Environment, Conservation and Parks regarding our concerns over the silence around the continuation of funding for the Drinking Water Source Protection Program being delivered on a watershed basis by the SSEA as your local Source Protection Authority within the South Georgian Bay Lake Simcoe Source Protection Region. Please contact the SSEA Risk Management Official Melissa Carruthers if you have any questions. Thank you Julie Julie Cayley I Executive Director Tel: 705-534-7283 xt. 200 1 Cell (705) 529-5322 1 Jcayley(a)severnsound.ca **We Have Moved!** Severn Sound Environmental Association 489 Finlayson St, P.O. Box 460, Port McNicoll, ON LOK 1 RO P (705) 534-7283 1 Fax (705) 534-7459 www.severnsound.ca This message is intended for the individual to whom it is addressed and may contain information that is confidential and exempt from disclosure under the Municipal Freedom of Information and Protection of Privacy Act. If you are not the intended recipient, please do not forward, copy or disclose this message to anyone and delete all copies and attachments received. If you have received this communication in error, please notify the sender immediately. This email was scanned by Bitdefender Page 245 of 272 14.i) Correspondence dated November 19 and December 6, 2018 from Steffen... November 19, 2018 Severn Sound Environmental Association 489 Finlayson St, P.O. Box 460, Port McNicoll ON LOK 1 RO Phone (705) 534-7283 1 Fax (705) 534-7459 Email: j(�yleyC�severnsound_ ca Website: www. severnsound. ca Hon. Rod Phillips Minister of the Environment, Conservation and Parks Ferguson Block 111" Floor 77 Wellesley Street West Toronto, ON M7A 2T5 Dear Minister Phillips, RE; Source Protection Critical to the Health of the People of Ontario. Thank you for your Government's commitment in the 2018 Ontario Economic Outlook and Fiscal Review to "...keeping the Province's air, land and water clean for future generations". We share that commitment here in Severn Sound north Simcoe County. As you know, a basic requirement for life is healthy drinking water. Eighteen years after the Walkerton tragedy, Ontario has been blessed with safer drinking water for municipal residents. However, more work remains to be done. Additional threats to drinking water remain on the landscape and with the pace of development and rate of turnover in landownership, ongoing vigilance is required to ensure that new threats aren't inadvertently created. Protecting drinking water is a team effort, a collaboration between Source Protection Authorities, municipalities and communities, the province, businesses and landowners. The Severn Sound Environmental Association (SSEA) is one of two non -Conservation Authorities who have been given the distinct honour of being a Source Protection Authority (SPA). Together with the two other SPAS in the South Georgian Bay Lake Simcoe Source Protection Region (www.ourwatershed.ca) we have been able to address over 2000 threats to municipal drinking water. These threats, to date, have been addressed with minimal economic burden on Ontario families and businesses. Progress is being made in implementing the South Georgian Bay Lake Simcoe Source Protection Plan across the Region as required by the Ontario Clean Water Act and its regulations. Without continued support for the Ontario Drinking Water Source Protection (DWSP) program this might not be the case moving forward. The continuation of the Drinking Water Source Protection (DWSP) program is critical and needs your support. The DWSP program is based on the tenets of good science, collaborative decision making, and local implementation. Source Protection Staff and the Source Protection Committee need to continue to support and advise their municipal Page 1 of 2 Page 246 of 272 14.i) Correspondence dated November 19 and December 6, 2018 from Steffen... colleagues, landowners, and industry groups in this important work, and to ensure that Source Protection Plans remain relevant, and remain based on the best available science. At this time, we (Source Protection Regions) have not yet received direction on the program funding. Minister, we respectfully urge you to ensure funding for this DWSP program in Ontario is, at a minimum, maintained to ensure the people of Ontario continue to be able to trust that they have access to safe municipal drinking water. We believe that resourcing the Ontario DWSP program will highlight your government's commitment in the 2018 Ontario Economic Outlook and Fiscal Review to ".-ensure , ensure Ontario will continue to be a leader in protecting the environment, while at the same time, respecting and protecting taxpayers". Maintaining confidence in the safety of our drinking water requires maintaining the multi - barrier approach, of which the DWSP program is the very important first step. Partnering for delivery is cost effective, efficient and optimizes the opportunity for success. Thank you for your consideration and we welcome the opportunity to discuss further as your convenience. Yours Truly, Stell Walma, air of the Board Severn Sound Environmental Association Julie Cayley, Executive Directo Severn Sound Environmental Ass ciation P Cc. Doug Downey, MPP Barrie — Springwater — Oro-Medonte Jill Dunlop, MPP Simcoe North Andrea Khanjin — MPP Barrie — Innisfil, Parliamentary Assistant to the Minister of the Environment, Conservation and Parks Heather Malcolmson - Director (Acting), Source Protection Programs Branch, MOECP Lynn Dalin, Chair, South Georgian Bay Lake Simcoe Source Protection Committee Page 2 of 2 Page 247 of 272 14.j) Correspondence dated December 5, 2018 from Steve Clark, Minister, ... Ministry of Municipal Affairs and Housing Office of the Minister 777 Bay Street, 171h Floor Toronto ON M5G 2E5 TeL 416 585-7000 RE: Municipal Reporting Burden Dear Heads of Council, Ministere des Affaires municipales �'� et du Logement Bureau du ministre �d=� Ontario 777, rue Bay, 17e Mage Toronto ON N15G 2E5 T61.:416 585-7000 DEC 0 5 2016 As you have heard me say, reducing the provincial reporting burden affecting the municipal sector is a priority for the government. I addressed municipal concerns about the reporting burden at the Association of Municipalities of Ontario (AMO) conference in Ottawa this past summer. I have heard from municipalities that the province asks for too many reports, which impacts the ability of municipalities to focus on local priorities. have struck a team in my ministry to lead the reduction of the municipal reporting burden across government. In addition to reducing the number of reports, we must make sure any remaining information collected is necessary for the province's work. We must confirm the information requested is not duplicative, and that the reporting requirements for small municipalities are appropriate. To address these goals, my ministry will be convening a cross -government working group to bring together ministries with municipal reporting requirements, This group will be tasked with reducing reporting and undertaking the work to meet the aforementioned commitments. In addition to our cross -government working group, in 2018, my team will be convening a stakeholder working group of various municipal associations with a shared common interest in municipal reporting requirements. I invite you to share your thoughts on what changes can be made to municipal reporting directly to my office, as well. Thank you for your support. lark Minister, Ministry of Municipal Affairs and Housing Laurie LeBlanc, Deputy Minister, MMAH Page 248 of 272 15.a) Correspondence dated November 26, 2018 from Bryan Wesson, Director... Nottawasaga Valley Conservation Authority November 26, 2018 Mayor Harry Hughes & Council Township of Oro-Medonte Administration Centre 148 Line 7 South Oro-Medonte Ontario LOL 2EO Mayor Hughes & Council: Re: Request to waive fees for Severance Fee application In 2009, the Nottawasaga Valley Conservation Authority (NVCA) acquired 4.7 ha (11.61 acres) of land, legally known as Part Lot 11, Concession 2, Oro-Medonte Township (former Oro). These lands are a remnant from a residential development facilitated by the Moss Development Ltd. NVCA manages a land acquisition program that focuses on properties containing significant environmental features. The majority of Part Lot 11, Concession 2 does contain some natural and heritage features (approximately 3.4 ha). As such, that portion of the property falls within the province's Conservation Land Tax Incentive program. The 1.3 hectare balance of land is taxed as Rural Residential 1. In 2018, the NVCA board deemed the 1.3 hectare portion surplus and available for purchase to relieve budgetary pressure of this property (annual property taxes). NVCA has received an offer from an adjoining residential landowner to purchase the 1.3 hectare surplus property subject to a municipally approved lot line/boundary adjustment. Council is being asked for consideration of waiving the severance permit fees to assist NVCA in this cost saving effort. Please contact the undersigned for any comments/questions on this matter at 705 424 1479 ext. 224. Sincerely, Byron Wesson Director, Lands, Education and Stewardship Services Nottawasaga Valley Conservation Authority 8195 8th Line, Utopia, ON LOM 1TO T: 705-424-1479 F: 705-424-2115 admin@nvca.on.ca 9 nvca.on.ca Pag6 !?4,gb6eZf nservation Ontario a) Correspoi idei ice dated No �o E �E 0 'i k JQ o € yyy; as= s� ro EE z 1>1 U! . 0 e � � ¢ CL G] ca ❑ 4' vs _ a'— m as 2 7— M C M m m ❑J Z7 y LNEa VV J U x e E`r . ci dicL. = G 4 E. EL fi = EL c NA m w m �a 7 4 4h - di -0 - 2 Q. E MA'N� + ^ y L lL Rpt • +J� + s YJ x r 0 s 0 Cl CL 15.b) Correspondence dated December 5, 2018 from Michelle Hudolin, Wetla... December 5, 2018 Severn Sound Environmental Association 489 Finlayson St, PO Box 460, Port McNicoll ON LOK 1 RO Phone (705) 534-7283 1 Fax (705) 534-7459 Email: mhudoliN(c severnsound.ca Website: www.severnsound.ca Robin Dunn, Chief Administrative Officer Township of Oro-Medonte 148 Line 7 South Oro-Medonte ON LOL2E0 RE: TREE SEEDLING DISTRIBUTION PROJECT — REQUEST TO CONSIDER MUNICIPAL PARTICIPATION IN 2019 Dear Mr. Dunn, Over the past twelve years, Severn Sound Environmental Association (SSEA) has partnered with SSEA municipalities and North Simcoe Stewardship/Dufferin Simcoe Land Stewardship Network on the Tree Seedling Distribution Project. The Township of Oro-Medonte has participated in this project for nine years. The project provides local residents and property owners with reasonably -priced, native tree seedlings for spring planting, and promotes and facilitates tree planting in the Severn Sound area, improving environmental health and increasing tree cover. The project has been very successful: in the past twelve years, over 108,000 tree seedlings were purchased and planted by residents of the participating municipalities, with more than 11,600 seedlings purchased by residents of the Township of Oro-Medonte. The SSEA recommends that the program be offered to North Simcoe municipalities again for spring 2019. SSEA would like to determine if your municipality is interested in participating in the 2019 Tree Seedling Distribution Project. There is no direct funding required from the municipalities to SSEA; however, municipal partners will be responsible for assisting with project promotion and some aspects of project implementation (see below). 1 Page 251 of 272 15.b) Correspondence dated December 5, 2018 from Michelle Hudolin, Wetla... SSEA will be responsible for coordinating the program, including: ■ Ordering seedlings and organizing pick-up of the bulk seedling order at the nursery. ■ Creating electronic promotional materials for use by participating municipalities (i.e., poster, information/pricing sheet, species selection guide, and tree planting tips sheet). Participating municipalities can link to the SSEA website, which will contain all the promotional details. ■ Receiving tree orders and payments from participating residents, with a proposed tree order deadline of January 18th, 2019. ■ Providing receipts and pick-up instructions to participants. ■ Coordinating volunteers to assist with sorting and distribution of tree orders. The distribution day will be in late April or early May 2019. Municipal partners will be required to undertake the following responsibilities: ■ Make the information/pricing sheet (provided by SSEA) available to residents. Suggestions for program promotion by the municipality include: municipal web -site and at municipal facilities (e.g., poster on bulletin boards), inclusion in tax bills and/or other municipal mailings (where possible/appropriate), and local/social media (e.g., municipal page in newspaper, Twitter, Facebook). ■ Provide a suitable facility (e.g., sand dome, roads garage) for the distribution location. The distribution location needs to be cool, indoors, and secure, with sufficient space to store tree orders for a few days. Note: wherever possible (and depending on program participation), SSEA will coordinate joint distribution locations, rather than requiring each municipality to provide individual distribution sites. ■ Provide assistance (e.g., staff, council member, or other municipal representative) with pick up, sorting, and distribution of tree seedlings. o Bulk order seedling pick-up from the nursery (approximately '/2 day): Several vehicles will be required, including SSEA vehicle(s) to pick up seedlings from the nursery, located in Everett, north of Alliston. Whenever possible, depending on the size and type of vehicles the municipalities have available, SSEA alternates which participating municipalities are required to assist with tree seedling pickup each spring. The tree seedling bulk order is typically picked up from the nursery one or two days prior to the distribution day. o Sorting bulk order into individual landowner orders (approximately '/2 day): Tree seedlings are normally sorted one day prior to the distribution day, at a central location. Following sorting, orders for participants are transported to the designated distribution locations. o Distribution of tree orders (approximately '/2 da�): The distribution dates are tentatively April 26th/27th OR May 3rd/4t , however the final dates will depend on spring weather conditions, which determine when seedlings can be harvested and packaged by the nursery. The distribution timing is typically finalized in late March or early April. 2 Page 252 of 272 15.b) Correspondence dated December 5, 2018 from Michelle Hudolin, Wetla... Municipal in-kind support for the program provides a visible partnership, and helps to keep project implementation costs low. If at all possible, the SSEA intends to divide up municipal responsibilities for seedling pick-up, sorting/packaging, and distribution for the 2019 program, so that each municipality contributes, but is not responsible for assisting with all aspects of project implementation, as was done in 2018 and previous years of the program. Please advise the SSEA (by email to mhudolin(c-)severnsound.ca) if your municipality would like to participate in this project for 2019, and if so, who the contact person is who will liaise with SSEA. In order for us to include your municipality in our promotional materials, we would like to confirm your participation as soon as possible. Sincerely, Michelle Hudolin Wetlands and Habitat Biologist Severn Sound Environmental Association CC: Julie Cayley, SSEA Executive Director Karen Way, Clerk 3 Page 253 of 272 17.a) By -Law No. 2018-107: A By-law to Constitute and Appoint a Developm... The Corporation of the Township of Oro-Medonte By-law No. 2018-107 A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2018-008 Whereas Authority is granted, pursuant to the provisions of Section 44 of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, to Council to constitute and appoint a Committee of Adjustment; And Whereas Section 5, Subsections 1 and 3 of the Planning Act, R.S.O. 1990, Chapter P.13, as amended, provides the authority for County to delegate their authority under Section 4 of the Planning Act, R.S.O. 1990 subject to such conditions as the Council may by by-law provide; And Whereas Section 8, Subsection 1 of the Planning Act, R.S.O. 1990, Chapter P.13, as amended, provides that the Council of a municipality may appoint a Planning Advisory Committee composed of such persons as the Council may determine; And Whereas Council deems it advisable to do so; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1) That a Development Services Committee be constituted and appointed, to be known as the Township of Oro-Medonte Development Services Committee ("Development Services Committee") in accordance with the provisions of Sections 8 and 44 of the Planning Act, R.S.O. 1990. 2) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee the authority for the giving of consents under Section 53 of the Planning Act, 1990, in respect of lands situate within the corporate limits of the Township of Oro-Medonte, subject to the provisions of Section 54 of the Planning Act and empower the Development Services Committee to grant minor variances from the provisions of any by-law of the municipality that implements an Official Plan, or from such by-laws of the municipality as are specified and that implement an Official Plan, subject to the provisions of Section 45 of the Planning Act. 3) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee their authority under Subsections 4 and 5, of the Planning Act R.S.O. 1990. 4) That the mandate of the Development Services Committee includes: • To review and make recommendations with respect to planning and development matters/applications. • To advise with respect to planning policy. • To give consents and to grant minor variances subject to the provisions of Sections 53, 54, and 45 of the Planning Act R.S.O. 1990 respectively. • To conduct open houses, public meetings, or hearings as legislated under the Planning Act R.S.O. 1990. 5) That the Development Services Committee be composed of all seven (7) members of Council; being the Mayor, Deputy Mayor, and 5 Ward Councillors. Page 254 of 272 17.a) By -Law No. 2018-107: A By-law to Constitute and Appoint a Developm... 6) That the regular schedule of meetings of the Development Services Committee shall be as follows: a) Development Services Committee meetings on the first Wednesday of each month (except July and August — as defined further in this section). b) During the month of July, a Development Services Committee meeting shall be held on the Thursday of the week, in which the 15th day falls between Sunday and Saturday. c) During the month of August, no Development Services Committee meeting shall be held. 7) All Development Service Committee meetings shall be at a time established by the Township and specified on the agenda for the specific meeting. 8) That persons appointed to the Development Services Committee shall be paid such remuneration and expenses as Council provides. 9) That By -Law No. 2018-008 is hereby repealed in its entirety. 10)This by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 12th day of December, 2018. The Corporation of the Township of Oro-Medonte Clerk, Karen Way Page 255 of 272 17.b) By -Law No. 2018-108: A By-law to amend the zoning provisions which... The Corporation of the Township Of Oro-Medonte By -Law No. 2018-108 A By-law to amend the zoning provisions which apply to lands at Part of Lot 21, Concession 6, Part 1 Reference Plan 51 R-17288 (Oro) Township of Oro-Medonte 2018-ZBA-07 (Jeremy Kurtin) Whereas the Council of the Corporation of the Township of Oro-Medonte is empowered to pass By-laws to regulate the use of land pursuant to Sections 34 and 36 of the Planning Act, R.S.O. 1990, c.P.13; And Whereas Council deems it appropriate to rezone the subject lands. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. Schedule 'A10' to Zoning By-law 97-95, as amended, is hereby further amended by changing the zone symbol applying to the lands located in Part of Lot 21, Concession 6, Part 1 Reference Plan 51R-17288 (Oro), Township of Oro-Medonte, from the Rural Residential Two (RUR2) Zone to Rural Residential Two Exception 292 - Holding (RUR2*292 - H) Zone, as shown on Schedule 'A' attached and forming part of this By-law. 2. Section 7.0 — is hereby further amended by adding the following subsection: "7.292 *292 - Part of Lot 21, Concession 6, Part 1 Reference Plan 51R-17288 (Oro), Township of Oro-Medonte (Kurtin) 7.292.1 Permitted Uses T%0' k Notwithstanding Table Al — Residential Zones and in addition to the permitted uses in the RUR2 Zone, on the lands zoned RUR2*292 the following uses are permitted: in a) Agriculture -related use. 7.292.2 Provisions Notwithstanding any other provision in this by-law to the contrary, the following provisions shall apply to the permitted uses identified in Section 7.292.1: a) Minimum required parking spaces for an agriculture -related use 5 b) Minimum number of loading spaces 0 c) Minimum width of a driveway leading to a parking area or a parking lot 6.0 metres (19.6 feet) d) Maximum building height for a building and/or structure for an agriculture -related use 8.0 metres (26.2 feet) e) Maximum gross floor area for an agriculture -related use 660.0 sq.m. (7,104.4 sq.ft.) f) Minimum required setback of all buildings and structures related to the agriculture -related use, including septic beds, parking areas and aisles to the existing single detached dwelling 20.0 metres (65.6 feet) g) Minimum required interior side yard for a building and/or structure for an agriculture -related use 6.0 metres (20.0 feet) h) Minimum required rear yard for a building and/or structure for an agriculture -related use 8.0 metres (26.2 feet) i) Section 5.37.1 Minimum Distance Separation I (MDS 1) shall not apply. j) The agriculture -related use shall be in conjunction with a single detached dwelling on the subject lands. Page 256 of 272 17.b) By -Law No. 2018-108: A By-law to amend the zoning provisions which... 3. Section 6.0 — DEFINITIONS — is hereby further amended by adding the following new definition: Agriculture -related use "AGRICULTURE -RELATED USE - means those farm -related commercial and farm -related industrial uses that are directly related to farm operations in the area, support agriculture, benefit from being in close proximity to farm operations, and provide direct products and/or services to farm operations as a primary activity." 4. That the Holding Provision shall be removed after the appropriate Site Plan is approved by the Township, the related Site Plan Agreement is registered and the Township has received the securities identified in the Site Plan Agreement. 5. Schedule "A" attached to By-law No. 2018-108 is declared to form a part of this By-law. 6. This By-law shall come into effect upon the date of passage hereof, subject to the provisions of the Planning Act, as amended. By -Law read a First, Second and Third Time, and Passed this 12th Day of December, 2018. The Corporation of The Township Of Oro-Medonte Page 257 of 272 17.b) By -Law No. 2018-108: A By-law to amend the zoning provisions which... Schedule "A" To By -Law No. 2018-108 The Corporation of the Township of Oro-Medonte fi NA�. +� 4 e Rd. 15 2491 a3 2�e`. . sy�'3 54 17 as 172 7A � 242 11$ Mfr 214 321 293 449 17 Lands to be rezoned from Rural Residential Two (RUR2) to Rural residential Two Exception 292 Holding (RUR2"292(H)j Zone This is Schedule "A" to By -Law 2018-108 passed the 12th day of December, 2018 Mayor Clerk H.S. Hughes K. Way Township of Oro-Medonte (Application 2018-78A-07) Page 258 of 272 17.c) By -Law No. 2018-109: A By-law to Impose Interim Control on the Use... The Corporation of the Township of Oro-Medonte By -Law No. 2018-109 A By-law to impose interim control on the use of lands, buildings, and structures under Section 38 of the Planning Act within the geographic boundaries of the Township of Oro-Medonte Whereas Section 38 of the Planning Act provides that where the Council of a local municipality has by By-law or resolution, directed that a review or study be undertaken in respect of land use planning policies in the municipality or in any defined area or areas thereof, the Council of the municipality may pass a By-law to be in effect for a period of time specified in the By-law, which period shall not exceed one year from the date of passing thereof, prohibiting the use of land, buildings or structures within the municipality or within the defined area or areas thereof, or except for, such purposes as are set out in the By-law; And Whereas on November 14, 2018 the Council of the Corporation of the Township of Oro-Medonte passed Motion No. C181114-21 which stated that: (1) Council direct Township Planning Staff to undertake a study of the land use planning policies in the Agricultural/Rural Zone in order to determine whether those Zoning policies and provisions should be amended to address land use planning compatibility issues that were not studied at the time that the Agricultural/Rural (A/RU) Zoning was put in place; and (2) That Township staff to bring forward a By-law under Section 38(1) of the Planning Act to be in effect for a period of one year, to prohibit the use of any lands in the Agricultural/Rural Zone for the purposes of the growing of marijuana and any related activities. And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it necessary and expedient to enact this Interim Control By-law to provide the Township with time to undertake the review referenced above; Now Therefore the Council of the Corporation of the Township of Oro-Medonte enacts as follows: 'w`%7For the purposes of this By-law: (a) "Council" shall mean the Council of The Corporation of the Township of Oro- Medonte; (b) "Township" shall mean the Corporation of the Township of Oro-Medonte; (c) "Interim Control Area" shall mean all lands within the municipal boundary of the Township of Oro-Medonte; (d) "Commercial or Industrial Cannabis" shall mean any cannabis production facility or cannabis processing facility, including greenhouses, licensed by Health Canada under the Cannabis Act. 2. Notwithstanding the permitted uses and regulations of By-law No. 97-95, as amended, no person shall within the Interim Control Area: (a) Use any land, building, or structure for any commercial or industrial cannabis purpose whatsoever, except for a use that lawfully existed on the date of the passage of this By-law as long as it continues to be used for such purposes; or, (b) Be permitted to construct, alter or expand any building or structure for any commercial or industrial cannabis purpose whatsoever, save and except where such construction, alteration or expansion is a continuation of a lawful use in existence on the date of passage of this By-law. 3. If any provision or requirement of this By-law or the application thereof to any person shall to any extent be held to be invalid or unenforceable, the remainder of this By-law or the application of such provision or requirement to all persons other than those to which it is held to be invalid or unenforceable, shall not be Page 259 of 272 17.c) By -Law No. 2018-109: A By-law to Impose Interim Control on the Use... affected thereby, and each provision and requirement of this By-law shall be separately valid and enforceable to the fullest extent permitted By-law. 4. As this By-law affects all lands within the geographic boundaries of the Township of Oro-Medonte, there is no Schedule "A" affixed hereto. 5. This By-law shall take effect on the final passing thereof and shall be in effect until December 12, 2019 unless otherwise extended in accordance with the provisions of the Planning Act, R.S.O. 1990, c.P. 13, as amended. By -Law Read a First, Second and Third time, and Passed this 12th day of December, 2018. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk Page 260 of 272 17.d) By -Law No. 2018-112, A By-law to Authorize the Execution of a Memo... The Corporation of the Township of Oro-Medonte By -Law No. 2018-112 A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs Local Snowmobile Club, Orillia District Snowmobile Club For the 2018/2019 Season and to Repeal By-law No. 2016-191 Whereas the Municipal Act, 2001, S. 0. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it expedient and declared by Motion No. C- , at its December 12, 2018 meeting, to enter into a Memorandum of Understanding with the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Orillia District Snowmobile Club for the 2018/2019 season; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That the Clerk is hereby authorized to execute the Memorandum of Understanding between The Corporation of the Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Orillia District Snowmobile Club attached hereto as Schedule "A" and forming part of this By -Law. That By-law No. 2016-191 is hereby repealed in its entirety. That this by-law shall take effect on the final passing thereof. By -Law Read a First, Second and Third time, and Passed this 12th day of December, 2018. 1% -% IMIL The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 261 of 272 17.d) By -Law No. 2018-112: A By-law to Authorize the Execution of a Memo... Appendix "1" to Schedule "A" to By -Law No. 2018-112 - Line 5 North from Bass Lake Sideroad West to Horseshoe Valley Road West in its entirety, - Line 5 North from approximately 100 metres south of Railway Line to the top of the hill on Line 5 North, - Line 5 North approximately 1 km north of Horseshoe Valley Road West for a distance of 1 km, - Line 6 North from Mount St. Louis Road West approximately 650 metres to the top of the hill, - Line 9 North of Bass Lake Sideroad East in its entirety to the bottom of the hill at Gold Mountain Springs (opened Road Allowance) approximately 1.5km long, - Line 11 North from Old Barrie Road East to Bass Lake Sideroad East in its entirety, - Rail Trail from Line 5 South to Woodland Drive. - Portions of the boulevard of Bass Lake Side Road between Line 11 and Line 13 - *Medonte Hills Parkland 1% X - *Moonstone — Alpine Drive to Line 7 _ A& *previously used Val leyview/Alpine/Line 7 and re-routed to Medonte Hills and Moonstone in 2017/18 Refer to Res Council December 12, 2018 Page 262 of 272 i�- 17.d) By -Law No. 2018-112: A By-law to Authorize the h`e94h%"ern MEMORANDUM OF UNDERSTANDING PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRESS HARD AND PRI:\T'r OR TWE) On this ,23 _ day of October. year 20'f 8 I, the undersigned, owner/occupier of the premises that is lot # concession # or other `as per the document attached in the Township of aro-Medonte County/District/Region of Simcoe do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, pemtission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowntobiling under the following terms and conditions: I . The local snowmobile club shall at all times retrain a member in good standing of the OFSC and be able to verity this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately hull and void. 2. By remaining a member in good standings of the OFSC, the local snowmobile club shall be party to the OFSC's third parte liability insurance. 'Phis coverage is confirmed to the undersigned owner -=occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner'occupicr for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by die local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3, The designated premises shall be sketched on a separate, sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. i. The local snoivrnobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage:. remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of [lie designated property used for snowmobiling. b. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail patrol Members and Executive are hereby authorized ro be the undersigned owner/occupier's agent(S) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.Q. 1990, c.T21; the Motorized Snow Vehicles Act 113,,). 1190, c.M44; and the Occupiers Liability Act T.S.O. 1990, c,0-2 as amended. & The landowner/occupier and the local snowinobile club mutually confirm that the landowner/occupier, by signing this NIOU is not requesting nor granting permission for a registered easement over the designated premises. LA\D(?W"WEP-10Cf.' TIFR r r%d"At nnrl r. srn 1A1E - __ Twp of Oro-Medon'e — — — i`1A1�[F. - rr 3•a vasa a.rli 4Ra atQ Orillia District Snowmobile CiLfb1 ADDRESS ADDRESS 148 Cine 7 S, arc-Medonte, ON, LOL 2EO PO BOX 582, Orillia, ON, L3V 6K5 PHONF, (705) 487-2171 PHONE- �_-- (705) 558-1247 SIGNIA'1-t.IRE SICYNTATUR:F ..UC AL SNOWMOBILE CLUB CONTACT PERSONNAME & PHONE: OFSC; DISTRK—f OFFICE CONTACTINA)ML & PHOSE -1 ob Love, President Kevin Hagen, District 8 Mngr Glub # (705) 558-1247, cell # (705) 238-1347 (705) 534-4087 ` "Your local sna%rrnobile club is committed to snj�gutrrding your j;ers'onal information provided on this form and may only be used by the clubs to provide ,guideflnes and procedures under Wfiek the (Tull and Landaivner operate " Prepared by: Ontario Federation of Snowmobile Clubs: 041/2016 Page 263 of 272 LinkinV7 By -Law No. 2018-112: A By-law to Authorize the Execution of a Memo... Trams `�� Orillin District Snowmobile Club <,a G 1c O�St''ict SnoN�°�� ODSC Snowmobile Trail 201412015120161201712018 s C� W L> f C) U i f C}i C> r 0 C! C�1 a Cr D D P.O. Box 582, Orillia, L3V 6K5 WIVIV.sledorillia.coin P (705) 558-1247 Page 264 of 272 Tra y-Law No. 2018-112: A By-law to Authorize the Execution of a Memo... Trans �,m ®rillia District Snowmobile Club /id 6 �Str'ct Snowy°p Moonstone trail update for 2018 P.O. Box 582, Orillia, L3V 6K5 w-wiv.sledorillia.com P (705) 558-1247 Page 265 of 272 17.e) By -Law No. 2018-113, A By-law to Authorize the Execution of a Memo... The Corporation of the Township of Oro-Medonte By -Law No. 2018-113 A By-law to Authorize the Execution of a Memorandum of Understanding between The Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs Local Snowmobile Club, Sno Voyageurs Club For the 2018/2019 Season and to Repeal By-law No. 2016-192 Whereas the Municipal Act, 2001, S. 0. 2001, c.25, Section 224, as amended, states that it is the role of Council to ensure that administrative practices and procedures are in place to implement the decisions of Council; And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it expedient and declared by Motion No. C_-_, at its December 12, 2018 meeting, to enter into a Memorandum of Understanding with the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Sno Voyageurs Club for the 2018/2019 season; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 4111011h. '141 1. That the Clerk is hereby authorized to execute the Memorandum of Understanding between The Corporation of the Township of Oro-Medonte and the Ontario Federation of Snowmobile Clubs - Local Snowmobile Club, Sno Voyageurs Club attached hereto as Schedule "A" and forming part of this By -Law. 2. That By-law No. 2016-192 is hereby repealed. 3. That this by-law shall take effect on the final passing thereof By -Law Read a First, Second and Third time, and Passed this 12th day of December, 2018. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 266 of 272 17.e) By -Law No. 2018-113: A By-law to Authorize the Execution of a Memo... Appendix "1" to Schedule "A" to By -Law No. 2018-113 - North side of Cassell Dr from County Road 93 to Line 2 North, - Line 2 North from Cassell Dr to the Highway 400 Corridor, - Line 4 North from Highway 400 to Ingram Road, - South side of Ingram Road from Line 4 North to Line 5 North, - Rail Trail from Line 5 South to Thunderbridge at Ridge Road, - Old Barrie Rd W from County Road 93, 3/ of the way to Line 1 N - Line 1 North from 1/4 way from Old Barrie Road West to 30/31 Sideroad West, - 30/31 Sideroad West for 2,000 feet, - Line 1 North 2,000 feet from 30/31 Sideroad West, - Line 3 North from 3,000 feet south of Bass Lake Sideroad West to Bass Lake Sideroad West, - Bass Lake Sideroad West, easterly from Line 3 North to Line 5 North to join Orillia trail, - Line 1 North, northerly from Caldwell Drive for 1,000 feet, - Golf Course Rd N from 1,000' north of Hwy 11 for 3,000' - Ramps at Hwy 11 and Line 3 S Refer to Resolution No. C Council December 12, 2018 Page 267 of 272 17.e) By -Law No. 2018-113: A By-law to Authorize the efi&rbf94emo MEMORANDUM OF UNDERSTANDING PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRESS HARD AND PRINT OR TYPE) On this 03 day of November lot # see map year 20 1 8 I, the undersigned, owner/occupier of the premises that is concession # See map or other in the Township of Oro—Medonte County/District/Region of SlmCoe do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC's third party liability insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier's verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling, 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner/occupier's agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, c.M44; and the Occupiers Liability Act R.S.O. 1990, c.0-2 as amended. 8. The landowner/occupier and the local snowmobile club mutually confirm that the landowner/occupier, by signing this MOU is not requesting nor granting permission for a registered easement over the designated premises. LANBOWNER/OCCUPIER LOC AI. RNOWM(IRn F.rt.UR NAME aro Medonte Township NAME Sno Voyageur Club ADDRESS ADDRESS 148 Line 7 South, Oro, On. LOL 2E0 P.O.Box 20972 Barrie, On. L4M 6E9 PHONE PHONE 705-722-6273 SIGNATURE SIGNATURE DCAL SNOWMUBILE CLUB CONTACT PERSON NAME & PHONE: OFSC DISTRICT OFFICE CONTACT NAME & PHONE Roy Maddox Kevin Hagen 705-722-6273 705-534-0097 "Your local snowmobile club is committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate " Prepared by: Ontario Federation of Snowmobile Clubs: 03/2016 Page 268 of 272 17.e) By -Law No 2018-113: A By-law lo Authorize the Execution of a Memo... 3 1 �+ Page 269 of 272 Te) By -Law No. 2018-113: A By-law to Authorize the Execution of a Memo... age 270 of 272 17.e) By -Law No. 2018-113: A By-law to Authorize the Execution of a Memo... Page 271 of 272 19.a) By -Law No. 2018-110: Being a by-law to confirm the proceedings of ... The Corporation of the Township of Oro-Medonte By -Law No. 2018-110 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, December 12, 2018 Whereas Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended provides that the powers of the Municipal Council shall be exercised by By -Law, unless the municipality is specifically authorized to do otherwise; And Whereas The Council of The Corporation of the Township of Oro-Medonte deems it expedient that the proceedings at this Council Meeting be confirmed and adopted by By -Law; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. That the actions of the Council at its Council Meeting held on Wednesday, December 12, 2018, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. That the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro- Medonte. 3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to execute and affix the corporate seal to all necessary documents. 4. And That this by-law shall come into force and take effect on the final passing thereof. IMLBy-Law Read a First, Second and Third time, and Passed this 12th day of December, 2018. W 111W The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 272 of 272